DLM 4000.

25, Volume 2

DEFENSE LOGISTICS MANAGEMENT SYSTEM

VOLUME 2
SUPPLY STANDARDS
AND PROCEDURES

June 13, 2012

DEPUTY ASSISTANT SECRETARY OF DEFENSE
(SUPPLY CHAIN INTEGRATION)
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
SUSTAINMENT

DLM 4000.25, Volume 2, November 26, 2019

Change 13

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 13

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 13, 2012, is published by direction of the Deputy Assistant Secretary of Defense for
Logistics under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply Chain
Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised text in
the manual is identified by bold, italicized print. Exceptions are when an entire chapter or
appendix is replaced, a new one added, or an administrative update is made. Administrative
updates in Change 13 include, but are not limited to, the following: Office names and
symbols that have changed are updated (e.g., ODASD(Logistics)). The name of the Material
Safety Data Sheet (MSDS) is updated to Safety Data Sheet (SDS). Abbreviations such as
etc., e.g., and i.e. are incorporated inside the parentheses. Occurrences of “shall” are changed
to “will” per the current style guide for DoD issuances. References to “(DLA) Transaction
Services” are changed to “Defense Automatic Addressing System (DAAS)” and “DLA
Logistics Information Services” to “Logistics Information Services”. In addition, minor
typographical and similar editing errors in previous versions have been corrected.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Enterprise Business Standards Office memorandum:

A. ADC 1066B dated March 21, 2019. Updates DoD WebSDR processing to limit
changes to input made to the Owner/Manager/Source of Supply data entered on the original
SDR submissions. Revises Chapter 17 Supply Discrepancy Reporting and Appendix 7.28
Supply Discrepancy Report Relevant Data Elements.

B. ADC 1227B dated February 12, 2019. Revises the DLMS 832N
implementation convention (IC) to clarify when Air Force CICPs should use certain data
elements. Revises DLMS IC 832N; No changes to the DLMS manual.

C. ADC 1236 May 16, 2019. Revises reconsideration request procedures in

Chapter 17 and replaces the term “customer” with “submitter” to support all SDR document
types. Updates the DLMS 842A/W implementation convention (IC) to reflect the correct
term and clarify it can be used for all SDR Document Type Codes. Implements new edit for
WebSDR direct online application input and SDR transactions to reject any SDR using Reply
Code 504 for other than SDR Document Type Code 7 or R or in conjunction with any other
reply code. Removes business rules regarding Air Force Security Assistance Command
(AFSAC) historical SDR procedures. Revises Chapter 17, Supply Discrepancy Reporting
and Appendix 7.28, Supply Discrepancy Report Relevant Data Elements. Revises the DLMS
IC 842A/W IC.
 D. ADC 1276 dated March 21, 2019. Documents ownership and routing changes
pertaining to Army Life Cycle Management Command/Program Manager (LCMC/PM) and
LCMC/Army Working Capital Fund (AWCF) materiel stored in DLA Distribution Centers in
support of Army Total Package Fielding (TPF). Supports the Army/DLA coordinated
agreement to synchronize inventory between DLA DSS and Army LMP during FY18. The
transition of this inventory to the appropriate owner RIC occurred in February 2019. Revises
Chapter 17, Supply Discrepancy Reporting.

E. ADC 1323 dated May 3, 2019. Updates DLA Disposition Services and
Component procedures to authorize use of the receipt reversals process in response to an
incorrect receipt or in support of a supply discrepancy report (SDR) after receipt. Appendix
7.32 identifies the authorized reasons for reversal codes. The reason for reversal codes will
also provide an audit trail for the resolution of discrepant receipts when using reversal codes.
Revises Appendix 7.32 Reason for Reversal Codes, and Chapter 16 Disposition Services.

F. ADC 1326 dated March 25, 2019. Revises DLMS 947I Inventory Adjustment
IC to authorize use of purpose code in a dual inventory adjustment when changing the
condition of an item. Allows Army to segregate materiel by purpose code. No changes to
the DLMS manual; Revises DLMS IC 947I Inventory Adjustment IC.

G. ADC 1330 dated March 22, 2019. Revises the MRA Report to include an
option to download the complete list of transactions by Component (all DoDAACs) where an
MRA was not received (CONUS/OCONUS). This applies to the MRA type 02 Direct
Vendor Delivery, MRA type 36 Stock Shipment, and MRA type 37 Direct Vendor Delivery
and Stock Shipment Reports. Revises Chapter 10 Materiel Receipt Acknowledgement.

H. ADC 1345 dated March 21, 2019. Converts four Federal EDI Implementation
Conventions (ICs) to DLMS ICs and reposts them to the DLMS IC section of the EBSO
Website. Revises Federal ICs: 856 Advance Ship Notice, 857 Shipment and Billing Notice,
861 Acceptance Report, and 997 Functional acknowledgement. No Changes to the DLMS
manual.

I. ADC 1346 dated June 18, 2019. (Administrative Change) Part of a series of
DLMS changes to align DLM 4000.25.1, MILSTRIP and DLM 4000.25-2, MILSTRAP,
with the companion procedures in DLM 4000.25, supporting the ongoing effort to sunset the
MILSTRIP and MILSTRAP manuals. Moves MILSTRAP Appendices 1, 2, and 3 to DLMS
Appendices 1, 2, and 3, and moves MILSTRIP Appendices 1, 2, and 3 to DLMS Appendices
6, 7, and 8.
III. The list below identifies the chapters, appendices or other files from the manual that are
added or replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Appendix 7 (all files)
Table of Contents Appendix 8 (all files)
Appendix 1 (all files) Chapter 10
Appendix 2 (all files) Chapter 16
Appendix 3 (all files Chapter 17
Appendix 6 (all files)

IV. This change is incorporated into the on-line DLM 4000.25 series of manuals and the
PDF files containing the entire set of change files on the publications page of the Enterprise
Business Standards Office Website: www.dla.mil/does/dlms-pubs
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
SUSTAINMENT

DLM 4000.25, Volume 2, April 2, 2019

Change 12

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 12

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 13, 2012, is published by direction of the Deputy Assistant Secretary of Defense for
Logistics under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply Chain
Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised text in
the manual is identified by bold, italicized print. Exceptions are when an entire chapter or
appendix is replaced, a new one added, or an administrative update is made. Administrative
updates in Change 12 include, but are not limited to, the following: Office names and
symbols that have changed are updated (e.g., ODASD(Logistics)). Abbreviations such as
etc., e.g., and i.e. are incorporated inside the parentheses. Occurrences of “shall” are changed
to “will” per the current style guide for DoD issuances. References to “(DLA) Transaction
Services” are changed to “Defense Automatic Addressing System (DAAS)” and “DLA
Logistics Information Services” to “Logistics Information Services”. In addition, minor
typographical and similar editing errors in previous versions have been corrected.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Enterprise Business Standards Office memorandum:

A. ADC 1156A dated November 26, 2018. Adds two new data elements to the
DLMS 511R Requisition transaction to allow DLA Disposition Services to transmit the
Special Programs Hold Override Indicator and the Freeze Code. Adds a data element to the
DLMS 940R Materiel Release transaction to enable transmission of FMS costs for DLA
Disposition Services and revises DLMS 856S Shipment Status transaction to identify the
FMS Security Corporation Case Designator Code. Revises Chapter 16; Revises DLMS
511R, DLMS 856S (4030), and DLMS 940R (4030).

B. ADC 1188 dated December 26, 2018. Aligns DoD code names in the Type of
Pack and Transportation Method/Type Code conversion guides with the USTRANSCOM
Reference Data Management (TRDM) registry code names, and maps the TRDM to X12
code names. It also adds a new mapping for Tank Car to the Type of Pack conversion guide.
This change updates the Unit of Materiel Measure (Unit of Issue/Purchase Unit) conversion
guide to ensure DoD codes, other than those represented in the Federal Logistics Information
System (FLIS) as documented in Cataloging Data and Transaction Standards, Volume 10,
Tables 53 and 81, have the name assigned by X12. Additional updates correct some
erroneous mappings for DoD Codes. Revises Chapter 1.
 C. ADC 1225A dated November 5, 2018. Modifies the DLMS 527R Materiel
Receipt Implementation Convention to allow Air Force Contractor Inventory Control Points
(CICPs) to identify the moving average cost (MAC) and latest acquisition cost (LAC) in the
same receipt. Revises DLMS 527R IC.

D. ADC 1280 dated December 26, 2018. Adds content from DLM 4000.25-1,
MILSTRIP and DLM 4000.25-2, MILSTRAP, Chapter 1 “General Information” to
appropriate areas in the DLMS Manual. Also adds content from MILSTRAP Chapter 2
“MILSTRAP Features” to the DLMS Manual. Revises Chapter 1.

E. ADC 1287 dated September 26, 2018. Increases the maximum length of the
elements that convey the identifiers qualified by FQ Form Stock Number in the REF
segment, and MF Manufacturer’s Part Number in the N9 segment. Removes an unused
planned DLMS enhancement that identified a Plant Equipment Number. Also, includes
administrative updates to remove several Federal notes from DLMS ICs affected by this
change. Updates DLMS ICs: 180M, 511M, 511R, 517G, 517M, 527D, 527R, 536L, 810L,
812L, 812R, 830R, 830W, 824R, 846A, 846I, 846P, 846R, 856N (4010 & 4030), 856R (4010
& 4030), 856S, 867D, 867I, 869A, 869C, 869F, 888A, 888I, 940R, 945A (4010 & 4030),
and 947I (4010 & 4030).

F. ADC 1302 dated November 5, 2018. Aligns DLM 4000.25-2 MILSTRAP,

Appendix 2 code lists containing record positions in the code definitions with the
corresponding DLMS Supply transactions. Incorporates user-friendly cross references
between legacy MILSTRAP and DLMS that will help DOD Components during their
transition to become DLMS compliant.

G. ADC 1316 dated November 15, 2018. Adds Purpose and Ownership Codes to
the DLMS 180M Materiel Returns Reporting Implementation Convention (IC) to support a
Navy requirement for inclusion of this information for Security Risk Category (SRC) I and II
requirements. Revises DLMS 180M IC.

H. ADC 1318 dated November 15, 2018. Adds the project code data element to the
DLMS 846R Location Reconciliation Request transaction to provide stratification of
inventory during reconciliation for Program Manager (PM)-owned stock maintained at DLA
DSS Unit Materiel Fielding Points (UMFP) and Global Combat Support System (GCSS)
Army (Fielding Site) TPF locations. This change is primarily for intra-Army use and for third
party vendors who do business with the Army. Revises DLMS 846R IC.

I. ADC 1322 dated December 26, 2018. Aligns DLM 4000.25-1 with the
companion procedures in DLM 4000.25 Volume 2 to support the retirement of the DLM
4000.25-1. Revises Chapter 4, Chapter 5, Chapter 8, and Chapter 11. Adds new Chapter 29.
III. The list below identifies the chapters, appendices or other files from the manual that are
added or replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Chapter 8
Table of Contents Chapter 11
Chapter 1 Chapter 16
Chapter 4 Chapter 29
Chapter 5

IV. This change is incorporated into the on-line DLM 4000.25 series of manuals and the
PDF files containing the entire set of change files on the publications page of the Enterprise
Business Standards Office Website: www.dla.mil/does/dlms-pubs
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
SUSTAINMENT

DLM 4000.25, Volume 2, October 9, 2018

Change 11

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 11

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 13, 2012, is published by direction of the Deputy Assistant Secretary of Defense for
Logistics under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply Chain
Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised text in
the manual is identified by bold, italicized print. Exceptions are when an entire chapter or
appendix is replaced, a new one added, or an administrative update is made. Administrative
updates in Change 12 include the following: Abbreviations such as etc., e.g., and i.e. are
incorporated inside the parentheses. Occurrences of “shall” are changed to “will” per the
current style guide for DoD issuances. References to “(DLA) Transaction Services” are
changed to “Defense Automatic Addressing System (DAAS)” and “DLA Logistics
Information Services” to “Logistics Information Services”. In addition, minor typographical
and similar editing errors in previous versions, including changes previously approved in
ADCs 328 and ADC 1260 that had been inadvertently omitted, and an administrative update
related to the Withdrawal of ADC 33 have been corrected.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Enterprise Business Standards Office memorandum:

A. ADC 1161B dated June 6, 2018. Updates the DLMS 536L Logistics
Reassignment Management Data to enable identification of the PIID associated with the base
contract number on Logistics Reassignment – Contract History Data transactions. Enables a
capability removed during the transition to PIID numbering under ADC 1161A. Including
the base contract number and the PIID call/order number(s) will help associate both data
elements for a complete contract history for an item being logistically reassigned. Revises
DLMS 536L.

B. ADC 1181B dated April 6, 2018. Documents functional enhancements and adds
required functionality to the existing SDR vendor noncompliance system exchange and
business rules between WebSDR and Supplier Performance Risk System (SPRS). Revises
Chapter 17, and Appendices 7.28 and 8.56.

C. ADC 1224A dated April 4, 2018. Makes additional changes to the

implementation convention tables not initially documented as intended under ADC 1224.
All existing requirements documented in ADC 1224 will remain unchanged and
implementation efforts must take place accordingly. No change to the DLM manuals.
Revises DLMS ICs 527R, 846P, 846R, 867I, 945A, and 947I.
 D. ADC 1227A dated June 15, 2018. Enables Contractor Inventory Control Points
(CICPs) to provide MAC and LAC through cataloging data when the CICP is unable to make
the calculations at the time of receipt. No changes to the DLM 4000.25 manuals. Revises
DLMS IC 832N Catalog Data Support.

E. ADC 1230A dated February 22, 2018. Include the DLMS 867I Issue
Transaction and Associated Procedures for Air Force Government Furnished Property
Accountability use. Extends the capability for Air Force Contractor Inventory Control Points
(CICPs) to use a batch number, serial number, and unique item identifier (UII) in DLMS
867I transmitted to the Air Force Property System of Record (APSR) as required for bearer,
walk-through scenarios. Revises DLMS IC 867I.

F. ADC 1241 dated December 7, 2017. Clarifies the procedures and

responsibilities of all parties to resolve nonreceipt SDRs for shipments through DLA CCPs.
Overarching procedures are applicable to all Components; however, unique business rules
applicable to General Services Administration (GSA)-directed shipments are included.
Revises Chapter 17 and Appendix 7.28.

G. ADC 1244 dated June 7, 2018. Defines procedures and establish a coordinated
implementation to exchange item unique identification (IUID) and serialization data in
accordance with DODM 4140.01. Adds DLMS procedures to include serialization data in all
DLMS balance-affecting transactions and selected additional transactions for UIT programs.
Adds a new chapter titled “Procedures for Serially Managed Materiel Requiring Owner
Visibility”, and allows for expansion to other areas as ODASD Logistics and the DoD IUID
Working group identify additional IUID requirements for serially managed materiel requiring
owner visibility while physically located at DLA Distribution Centers. Revises Chapters 4,
5, 6, 7, 11, 13, and 17. Deletes Chapter 19 and marks it "Reserved". Adds new Chapter 30.
Revises Appendix 7.28. Revises DLMS ICs 527D, 527R, 842A/W, 842P, 842S/Q, 846P,
846R, 856R, 856S, 945A (version 4030), and 947I (version 4030).

H. ADC 1249 dated December 22, 2017. Revises business rules for document
number assignment for directed return of materiel stored in DLA Distribution Centers.
Current procedures state that the original owner/manager providing SDR disposition for return
of discrepant materiel must direct the customer to use the original shipment document number.
Revises Chapters 11, 17, and 24. Revises DLMS ICs 527D, 527R, 842A/R, and 856R.

I. ADC 1250, dated March 1, 2018. Mandates synchronization of all Component

SDR systems for identification of a duplicate SDR. This requirement applies to DOD
WebSDR and Component systems generating and receiving SDR transactions. Revises
Chapter 17.

J. ADC 1262 dated January 22, 2017. Allows storage sites to utilize various
physical counts and formal inventories to satisfy the location survey requirement in
combination with targeted complete annual location surveys. The change will also add the
flexibility to apply resources to target critical inventories while maintaining a high inventory
accuracy rate. Revises Chapter 6.
 K. ADC 1267 dated June 4, 2018. Revised procedures to authorize the use of
DLMS 830D Demand Data Exchange (DDE) as the primary exchange method for reporting
GDP between DoD Components. Authorizes DoD Components to use Legacy Document
Identifier Code (DIC) CDD as an alternative until they can fully implement use of the DLMS
830D. Also revises DLMS 830D DDE projected supply plan procedures, authorizes
submission of 60 month plan periods using a 0 (zero) for those months with no plan data, and
allows two (2) decimal positions in all quantity fields to include zeros at the end. Revises
Chapter 2 and Appendix 7. Adds new AP 7.33. Revises DLMS IC 830D.

L. ADC 1268 dated December 14, 2017. Updates WebSDR processing of contract
information on SDRs to improve data retrieval from EDA. Provides capability to query by
base contract number and provides visibility of the base contract number in SDR
management reports. Clarification and expanded edits applicable to the contract number will
support contractor performance evaluation. Also provides guidance and updates DLMS
Implementation Conventions (ICs) to create PMRs, Receipts, and SDRs associated with
commercial returns shipped on a contract number with a secondary document number.
Revises Chapter 17. Revises DLMS ICs, 527D, 527R, 842A/R, and 842A/W.

M. ADC 1273 dated April 23, 2018. Updates DLA Distribution and Component
procedures to authorize use of the SDR process to request a receipt reversal in response to a
receipt and associated SDR submitted to the wrong owner. This process only applies to
SDRs identifying that no matching prepositioned materiel receipt (PMR) was available for
the shipment and, as a result, the receiving activity inadvertently receipted the materiel to the
wrong owner account in the DLA Distribution Standard System (DSS). The SDR reply will
provide an audit trail to resolve the discrepant receipt using receipt reversal and reprocessing
of the receipt and SDR to the correct owner under DLMS/MILSTRAP and SDR procedures.
Revises Chapters 13, 17, and Appendices 7.28 and 7.32. Revises DLMS IC 527R.

N. ADC 1274 dated June 4, 2018. On April 18, 2017, the SCESC agreed to transfer
chairmanship of the JSA/LWCG from the Enterprise Business Standards Office to the Army.
Revises Chapter 18.

O. ADC 1279 dated April 4, 2018. Establishes procedures for the DLA
Distribution Standard System (DSS) to provide supply status transactions (DLMS
870S/legacy MILSTRIP Document Identifier Code (DIC) AE8 when Material Processing
Centers (MPCs) transship materiel to other MPCs. Revises Chapter 5. Revises DLMS IC
870S.

P. ADC 1281 dated July 12, 2018. Administratively aligns DLM 4000.25, Volume
2, Chapter 10, Materiel Receipt Acknowledgement with its companion chapter in DLM
4000.25-2, MILSTRAP, Chapter 6, Materiel Receipt Acknowledgement. Marks MILSTRAP
MRA Chapter 6 and associated appendices as “Reserved” with pointer to DLM 4000.25,
DLMS Manual. There are no changes to the MRA procedures. Revises Chapter 10. Revises
DLMS IC 527R.

Q. ADC 1282 dated January 12, 2018. Aligns DLM 4000.25-2 Military Standard
Transaction Reporting and Accountability Procedures (MILSTRAP) Appendix 2 code lists
with the corresponding DLMS Supply transactions supported by DLM 4000.25, DLMS
Volume 2. Change 1 in a series of 2. Revises Chapter 2.

R. ADC 1290 dated April 23, 2018. Allows shippers to include the full exception
address in the DLMS 945A Materiel Release Confirmation. Requires Air Force Contractor
Inventory Control Points to provide the full exception address to the Air Force Accountable
Property System of Record. Revises Chapter 4. Revises DLMS IC 945A.

S. ADC 1305 dated April 4, 2018. Updates the title of DLM 4000.25 Volume 2,
Chapter 12 and replaces the term “advance receipt information” (ARI) with the more
common term “pre-positioned materiel receipt” (PMR). This is a global change in the
chapter and global change throughout the DLM 4000.25 Manuals to update any remaining
occurrences of ARI to PMR. Revises, Chapter 12 and the Table of Contents.

T. ADC 1306 dated June 6, 2018. Authorizes DLA to send shipment information to
FEMA using the Defense Transportation Electronic Business (DTEB) 856F Advance Ship
Notice (ASN). This transaction will allow FEMA to quickly process inbound shipments
from DLA at its forward-staging sites during disaster relief operations. Revises DLMS ICs
to include data FEMA needs in the 856F. No changes to the DLM 4000.25 manuals.
Revises DLMS 511R, 511M, 869F and 940R.

U. ADC 1307 dated June 28, 2018. Adds the identifiers to the DLMS 511R, DLMS
511M, DLMS 869F, and DLMS 940R ICs: GTIN-13 (formerly EAN-13); GTIN-14
(formerly UCC-14); GTIN-12 (formerly UCC-12) to provide required data to populate the
DTEB 856F Shipment transaction for NEXCOM. No changes to the DLM 4000.25 manuals.
Revises the DLMS 511R, DLMS 511M, DLMS 869F, and DLMS 940R.

V. ADC 1310 dated July 9, 2018. . Replaces ADC 282A in its entirety, with the
exception of the removal of the restriction to suppress outbound replies to the submitter
originally documented in ADC 282A for Consolidation and Containerization Points (CCP)-
Originated SDRs including Noncompliant WPM discrepancies in DLM 4000.25 Volume 2
Chapter 17. All other changes approved in ADC 282A remain unchanged. Revises Chapter
17. Revises DLMS ICs 842A/W and 842A/R.

W. ADC 1319 dated July 11, 2018. Aligns DLM 4000.25-2, MILSTRAP, with the
companion procedures in DLM 4000.25 to support the ongoing effort to cancel the DLM
4000.25-2 MILSTRAP manual. Documents administrative changes that are necessary for
this effort. The change does not modify or alter the underlying procedures identified in
MILSTRAP Chapters. Revises DLMS Volume 2 comparable chapters. Revises Chapter 2,
Chapter 3, Chapter 6, Chapter 7, Chapter 9, Chapter 12, Chapter 13, Chapter 14, and
Chapter 22.
III. The list below identifies the chapters, appendices or other files from the manual that are
added or replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Chapter 14
Chapter 2 Chapter 17
Chapter 3 Chapter 18
Chapter 4 Chapter 19
Chapter 5 Chapter 22
Chapter 6 Chapter 24
Chapter 7 Chapter 30
Chapter 9 Appendix 7
Chapter 10 Appendix 7.28
Chapter 11 Appendix 7.32
Chapter 12 Appendix 7.33
Chapter 13 Appendix 8.56
Table of Contents

IV. This change is incorporated into the on-line DLM 4000.25 series of manuals and the
PDF files containing the entire set of change files on the publications page of the Defense
Logistics Managements Standards Website: www.dla.mil/does/dlms-pubs
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, May 04, 2018

Change 10

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 10

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 13, 2012, is published by direction of the Deputy Assistant Secretary of Defense for
Supply Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD
Supply Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted,
revised text in the manual is identified by bold, italicized print. Exceptions are when an
entire chapter or appendix is replaced, a new one added, or an administrative update is made.
Administrative updates in Change 10 include the following: Abbreviations such as etc., e.g.,
and i.e. are incorporated inside the parentheses. Occurrences of “shall” are changed to “will”
per the current style guide for DoD issuances. References to “(DLA) Transaction Services”
are changed to “Defense Automatic Addressing System (DAAS)” and “DLA Logistics
Information Services” to “Logistics Information Services”. In addition, minor typographical
and similar editing errors in previous versions, including changes previously approved in
ADCs 328 and ADC 1260 that had been inadvertently omitted, and an administrative update
related to the Withdrawal of ADC 33 have been corrected.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Enterprise Business Standards Office memorandum:

A. ADC 1151 dated September 14, 2017. Removes references to specific record
retention periods for documents/transactions, and advises the Components to retain data
created as a result of DLMS business processes in accordance with the DODI 5015.02, DOD
Records Management Program. Revises Chapter 2, Chapter 4, Chapter 5, Chapter 13,
Chapter 16, Chapter 17, and Chapter 19.

B. ADC 1175 dated July 24, 2017. Clarifies guidance for the turn-in of
partial/incomplete weapons by the weapon NSN to DLA Disposition Services for
reutilization or demilitarization. Stipulates the need for a missing parts list or equivalent
missing parts certification to accompany the turn-in of the serialized receiver with missing or
removed parts. The turn-in activity must provide a missing parts list or annotate equivalent
certification on the Issue Release/Receipt Document (IRRD) (DD Form 1348-1A, or DD
Form 1348-2), Defense Turn-in Document (DTID), or an attached continuation page.
Revises Chapter 17, Chapter 16, Chapter 18, and Appendix 7.28.

C. ADC 1198 dated October 6, 2016. One of a series of DLMS changes to define
procedures and establish a coordinated implementation to exchange serial number and unique
item identifier (UII), when available, to support Financial Improvement and Audit Readiness
(FIAR) compliance and accountability over service owned capital equipment stored at DLA.
The change is based upon the capital equipment candidate requirements in the DoD
Integrated Requirements Set (IRS) for Item Unique Identification (IUID) in Supply Business
Processes. Revises Chapter 4, Chapter 5, Chapter 6, Chapter 7, Chapter 11, Chapter 13,
Chapter 14, and Chapter 17. Revises DLMS ICs 527R, 842A/W, 842S/Q, 846R, 856R,
856S, 867I, 945A, and 947I.

D. ADC 1198A dated September 6, 2017. Addresses several issues identified by

DLA Distribution during implementation planning for ADC 1198 relating to the serial
number and UII, which require updates to the ADC 1198 DLMS procedures for capital
equipment candidates. The areas addressed are: 1) No serial number during receipt,
2) Missing Serial Number for an Item in Stock, 3) Reintroduction of IUID Items into the
DOD Supply Chain, 4) DLA 867I Issue Transaction with Serial Number/UII,
5) Clarification of Complete Inventory Requirement, and 6) Serial Number/UII Mismatch
Dual Inventory Adjustment Functionality. Revises Chapter 6, Chapter 13, Chapter 14,
Chapter 17, and Chapter 21. Revises Appendix 7.28 and Appendix 7.29.

E. ADC 1217 dated September 27, 2017. Establishes new procedures for directing
disposition instructions to storage activities subsequent to storage activity reply and closure
of the SDR within the storage activity SDR system. The new procedures will cause the
source of supply response to trigger reopening of the SDR in the storage activity system so
that the source of supply can communicate disposition instructions to the storage activity
systemically, thus providing an audit history for the resulting action. Revises Chapter 17 and
Appendix 7.28.

F. ADC 1247 dated September 28, 2017. Revises MILSTRAP procedures to allow
the General Supplies Record Accuracy Goals Stratification Categories B and C to be
optional. Revises Chapter 6.

G. ADC 1256 dated September 7, 2017. Requires all Service maintenance

activities/repair agents under an inter-Service agreement, including Depot Maintenance Inter-
Service Support Agreements, to use MILSTRIP Materiel Returns Program automatic return
notification procedures when returning a reparable item carcass in Supply Condition Code F
(Unserviceable (Reparable)) to the owner/principal. The owner/principal and maintenance
activity/repair agent must be able to use this process even when that Service does not have a
Nonconsumable Item Material Support Code 5 Secondary Inventory Control Activity
relationship with the owner/principal. Project Code 3HX (rather than existing Project Code
3AD) will apply when the owner/principal must provide credit to the returning maintenance
activity for the automatic return of reparable component carcasses removed and replaced
during maintenance. Revises Chapter 11.

H. ADC 1269, dated October 4, 2017. Revises procedures to clarify and document
the KCC inspection process at DLA Distribution Centers. Clarifies Kind, Count, and
Condition (KCC) of the bare item part number verification process for new procurement
receipts in line with DLAI 4145.4 as conducted at DLA Distribution Centers. DLA
Distribution Centers will conduct the part number verification for non-critical new
procurement items by verifying the part number/NSN in the contract to the Military Standard
(MIL-STD) 129 label. DLA Distribution Centers will perform all other aspects of the KCC
process. Critical items and non-procurement items will be subject to part number verification
to bare item markings. Administrative update to Chapter 13 to replace the term advance
receipt information (ARI) with the more common term pre-positioned materiel receipt
(PMR) used in the MILSTRAP Manual. Revises Chapter 13 and Chapter 17.

III. The list below identifies the chapters, appendices or other files from the manual that are
added or replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Chapter 14
Chapter 2 Chapter 16
Chapter 4 Chapter 17
Chapter 5 Chapter 18
Chapter 6 Chapter 19
Chapter 7 Chapter 21
Chapter 11 Appendix 7.28
Chapter 13 Appendix 7.29

IV. This change is incorporated into the on-line DLM 4000.25 series of manuals and the
PDF files containing the entire set of change files on the publications page of the Defense
Logistics Managements Standards Website: www.dla.mil/does/dlms-pubs
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, October 03, 2017

Change 9

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 9

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 2012, is published by direction of the Deputy Assistant Secretary of Defense for Supply
Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply
Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised
text in the manual is identified by bold, italicized print. Exceptions are when an entire
chapter or appendix is replaced, a new one added, or an administrative update is made.
Administrative updates in Change 9 include the following: "DLA Logistics Management
Standards" is changed to "Defense Logistics Management Standards" to reflect the most
recent name change for the DLMS Program Office. Abbreviations such as etc., e.g., and i.e.
are incorporated inside the parentheses. Occurrences of “shall” are changed to “will” per the
current style guide for DoD issuances. “Defense Logistics Management System” is updated
to “Defense Logistics Management Standards”. “DoDM 4140.1-R” is updated to “DoDM
4140.01”. References to “(DLA) Transaction Services” are changed to “Defense Automatic
Addressing System (DAAS)” and “DLA Logistics Information Services” to “Logistics
Information Services”; and minor typographical and similar editing errors in previous
versions, including changes previously approved in ADC 229, ADC 1123 that had been
inadvertently omitted, have been corrected.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Defense Logistics Management Standards Office memorandum:

A. ADC 1161A dated February 23, 2017. Replaces ADC 1161 in its entirety and
removes an incorrect business rule in position 10 of the PIID, updates the list of references to
reflect approved (rather than draft) documents, and updates the implementation date to no
later than March 31, 2017. There are no additional changes to the procedures or DLMS
transactions identified in ADC 1161, which updated DLMS procedures to accommodate the
PIID numbering system. This is a mandated change required by recent changes to the FAR
and DFARs and all Components must comply with the PIID numbering requirements of
DFARS subpart 204.16 for all new solicitations, contracts, delivery calls/orders, and
agreements issued, and any amendments and modifications to those new actions.
Additionally, this change provides guidance for legacy procurement instrument identification
number (PIIN)/legacy call/order number during the initial transition. Revises Chapter 4,
Chapter 17, Chapter 20, Chapter 21, and Chapter 26. Revises the DLMS Data Dictionary.

B. ADC 1174 dated January 11, 2017. Identifies multiple updates to DLMS SDR
processing and procedures. These changes improve existing processing, and improve the
visibility and accuracy of SDRs. Selected changes with minimal impact are already
implemented and are identified to document the procedures within a DLMS change and
provide wider visibility. Revises Chapter 17, and Appendix 7.28. Revises DLMS ICs
842A/W and 842A/R.

C. ADC 1176 dated March 29, 2017. Revises and clarifies procedures to support
requisitioning under a Depot Maintenance Inter-Service Agreement (DMISA) or comparable
agreement. Updates DAAS to pass (rather than route) all requisitions containing Project
Codes 3AB and 3BB to the activity identified by the RIC-To. Revises MILSTRIP
procedures to provide guidance specific to using these three project codes inclusive of the
intended recipient or requisitions of parts needed to complete a maintenance action. Revises
MILSTRIP requisition data content rules to allow use of the supply condition code by the
repair agent when requisitioning for induction to maintenance. Revises Chapter 2, Chapter 4,
and Chapter 23. Revises DLMS ICs 832N, 511R, 511M, and 869F.

D. ADC 1179 dated April 16, 2017. Revises receipt and disposal procedures to
authorize automatic disposal at DLA Distribution Centers during receipt of returned materiel
previously managed under now obsolete DLA RIC (S9_). Revises Chapter 13, Chapter 17,
and Appendix AP7.28.

E. ADC 1181A dated February 14, 2017. Requires all DoD Components to assign
a cause code identifying contractor/vendor noncompliance (when applicable as the reason for
the discrepancy) on the final SDR reply by the item manager (action activity). The cause
code will trigger transmission of SDR data from WebSDR via a new interface for use in
evaluating vendors’ performance in PPIRS-SR. WebSDR will determine if the SDR record
removed, updated, or added the contractor noncompliance Cause Codes CN, CS, or CP and
will send the updated record to PPIRS-SR. Revises Chapter 17, Appendix 7.28, and adds
Appendix 8.56.

F. ADC 1203 dated January 30, 2017. Documents procedures for processing
DLMS SDRs submitted for reimbursement of repackaging costs. These procedures are
primarily applicable to (a) FMS shipments frustrated at the freight forwarder facility due to
packaging and documentation discrepancies and (b) retail/tactical activity discrepant receipts
where repackaging is required prior to storage or distribution. Revises Chapter 17, and
Appendix 7.28, Revises DLMS ICs 842A/W and 842A/R.

G. ADC 1205 dated August 26, 2016. Revises the Physical Inventory Control
procedures for single item-inventory record data sharing to support the DODM 4140.01
change requiring that inventory control points and storage activities “collaborate and ensure
that the inventory data in their respective systems is the same, thus becoming, in effect, a
single item inventory record.” Revises Chapter 6.

H. ADC 1214, dated May 30, 2017. Establishes the DLMS 824W DTID and
HWPS Validation transaction, which will replace the GenComm Standard Version 5.0 Log
File that the DLA Distribution Standard System (DSS) sends back to the hazardous waste
generator. The DLMS 824W will identify the waste profile sheet (WPS) and DTID numbers
that processed along with the reject advice code for data content that is rejected. Revises
Chapter 16. Establishes new DLMS IC 824W.

I. ADC 1216 dated February 6, 2017. Revises the instructions for retaining
accountable documentation under the physical inventory control procedures to clarify that the
existing responsibilities apply to both the materiel owners and storage activities, as
applicable. Provides clarification regarding retention of research documentation applicable to
accounting error inventory adjustments associated with the location reconciliation process.
Revises Chapter 6, Physical Inventory Control.

J. ADC 1222 dated September 28, 2016. Revises the current procedures under
inventory prioritization to remove the requirement for the CFO Annual Statistical Sample
Inventory Plan to be posted on the Joint Physical Inventory Working Group webpage.
Updates procedures under inventory prioritization, to document that DLA distributes the
DoD CFO Annual Statistical Sample Inventory Plan once a year to each applicable
centralized Service point of contact. Documents DLA’s responsibility to distribute the DoD
CFO Annual Statistical Sample Inventory Plan results to all Services. Revises Chapter 6.

K. ADC 1224 dated March 1, 2017. Revises multiple DLMS transactions that
impact the Air Force owned inventory in possession of the CICP to clarify identification of
the CICP as the custodial activity for GFP accountability reporting and the Air Force
program manager as the owner of the property. Enhances the visibility of GFP through
logistics transactions to maintain required accountability. Revises DLMS ICs 527R, 846P,
846R, 867I, 945A, and 947I.

L. ADC 1225 dated March 7, 2017. Adds a data element for the MAC to the
DLMS 527R Receipt, and authorizes the DLMS enhancement for Acceptance Date and LAC
for use with the Air Force Accountable Property System of Record. Provides revisions
needed to clarify that the Air Force CICP sends the receipt transactions to the Air Force
program manager for GFP accountability. Revises DLMS IC 527R.

M. ADC 1227 dated June 2, 2017. Updates the DLMS 832N Catalog Data Support
transaction to include a new information exchange requirement along with the supporting
data elements. Revises Chapter 23. Revises DLMS IC 832N.

N. ADC 1228 dated June 9, 2017. Revises procedures and transaction content
associated with inventory reconciliation supporting the Intra-Air Force Government
Furnished Property-Accountability (GFP-A) Capability Initiative. Revises Chapter 6.
Revises DLMS ICs 846P, 846R, 945A, and 940R.

O. ADC 1232 dated June 5, 2017. Revises DLMS 846D Logistics Reassignment
Transfer and Decapitalization and DLMS 846S Logistics Reassignment Storage Information
transactions to allow the Air Force Contractor Inventory Control Points (CICP) to send an
image transaction to the Air Force APSR, identify the CICP, identify the authorizing
procurement instrument identifier (PIID), and authorize use of the transaction set preparation
date and time. Revises DLMS ICs 846D and 846S.
 P. ADC 1234 dated March 1, 2017. Updates the DLMS 832N Catalog Data
Support transaction to support DLA Disposition Services Scrap and Salvage Recycling
contracts, which will replace the existing Scrap Venture contract; it adds the disposition sub-
category code, and the contract start, effective, expiration, and extension dates to the existing
data elements in the DLMS 832N. Establishes a new Disposition Sub-Category Code SR -
Scrap and Salvage Recycling that will be used in the DLMS 832N and DLMS 511R
Requisition transactions. Revises Chapter 16. Revises DLMS ICs 511R, 832N, and 846C.

Q. ADC 1238 dated March 1, 2017. Updates the DLMS 527R Materiel Receipt
Acknowledgement (MRA) and Disposition Services Turn-in Receipt Acknowledgement
(TRA) to allow Air Force CICPs to transmit images of MRA and TRA transactions to update
intransit balances on the Air Force APSR (Defense Property Accountability System
(DPAS)). Revises DLMS IC 527R.

R. ADC 1253 dated February 2, 2017. Eliminates the DoD Unique Item Tracking
(UIT) Program for The Army Maintenance Management System (TAMMS) Equipment Data
Base TEDB and eliminates the associated Federal Logistics Information System UIT
Designator Code. Revises Chapter 19.

S. ADC 1254 dated March 22, 2107. This administrative change modifies DLMS
XML schema files that use X12 Data Element (DE) 355, Unit or Basis for Measurement
Code. The inclusion of unit of measure (UoM) code values under Data Element 355 will be
turned off in all applicable XML schema files. This change lifts the UoM code restrictions in
XML schemas that currently have this restriction in place. Revises the DLMS ICs 511M,
511R, 527D, 536L, 650A, 832N, 841W, 842C/R, 842P, 842S/Q, 846C, 846F, 846I, 846P,
846S, 856N, and 945A (4010 & 4030).

T. ADC 1260 dated June 27, 2017. Adds new Discrepancy Codes to DLMS
Volume 2, Appendix 7.28 and Appendix 7.29. Revises Appendix 7.28 and Appendix 7.29..

Added or Replaced Files Added or Replaced Files

Change History Page Chapter 18
Table of Contents Chapter 19
Chapter 4 Chapter 20
Chapter 5 Chapter 21
Chapter 6 Chapter 23
Chapter 7 Chapter 26
Chapter 11 Appendix 7.28
Chapter 13 Appendix 7.29
Chapter 16 Appendix 8
Chapter 17 Appendix 8.56
IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, December 14, 2016

Change 8

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 8

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 2012, is published by direction of the Deputy Assistant Secretary of Defense for Supply
Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply
Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised
text in the manual is identified by bold, italicized print. Exceptions are when an entire
chapter or appendix is replaced, a new one added, or an administrative update is made.
Administrative updates in Change 8 include the following: "DLA Logistics Management
Standards" is changed to "Defense Logistics Management Standards Office" to reflect the
most recent name change for the DLMS office, abbreviations such as etc., e.g., and i.e. are
incorporated inside the parentheses, occurrences of “shall” are changed to “will” per the
current style guide for DoD issuances, “Defense Logistics Management System” is updated
to “Defense Logistics Management Standards”, “DoDM 4140.1-R” is updated to “DoDM
4140.01”, in accordance with General Order No. 07-15 (09/14/2015), references to “DLA
Transaction Services” are changed to “Transaction Services” and “DLA Logistics
Information Services” to “Logistics Information Services”, page number formats in the “front
matter” (Table of Contents, Process Change History page, etc.) of the volume have been
revised, and minor typographical and similar editing errors in previous versions have been
corrected.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Defense Logistics Management Standards Office memorandum:

A. ADC 222 dated January 9, 2007. Modifies and adds Disposition/Status Codes
available for use in SDR replies. Assignment of these codes within SDR transactions must
be recognized by automated SDR applications. Revises Chapter 17, and Appendix 7.28.

B. ADC 1114 dated April 28, 2016. Allows an automated follow-up for delinquent
materiel receipt acknowledgment (MRA) transactions at a number of days beyond shipment
more aligned with the time definite delivery (TDD) standards set forth in the DoDM 4140.01,
Volume 8, DoDI 4160.61, and the DoD Time Standards for Order Process and Delivery.
Provides for MRA submission timeframes associated to TDD. Modifies the timeframe to
send an MRA Reply to Follow-Up transaction and modifies the timeframe for submission of
MRA after receipt of materiel to align with DoDM 4140.01 timeframe for receiving activities
to process receipts after materiel delivery. Adds new Discrepancy Indicator Code H
(Materiel Still in Transit). Revises Chapter 10, and Appendix 12.
 C. ADC 1156 dated July 26, 2016. Authorizes DLA Disposition Services use of
the DLMS 940S Materiel Staging Request to identify items frozen for FMS customers. Adds
a new Service Performed Code for FMS freezes and the FMS Case Number carried as three
discrete data elements (SC Customer Code, SC Implementing Agency Code, and SC Case
Designator) to the DLMS 940S. Expands the existing warehouse location data field. Revises
Chapter 16. Revises DLMS Implementation Conventions (IC) 527D, 527R, 856S, 940R
940S, 943A, and 945A.

D. ADC 1160 dated January 19, 2016. Clarifies procedures to prepare SDR replies
when used to request/report a financial adjustment for a validated discrepancy; updates
available SDR reply codes; updates DLMS guidance for use of the issue reversal transaction
and establishes a requirement to include an issue reversal reason code for all Components as
a DLMS enhancement; expands the scope of available codes beyond those currently used;
clarifies requirement for generation of the prepositioned materiel receipt (PMR) for directed
discrepant materiel returns and tracking for the return shipment; updates Military Standard
Billing System (MILSBILLS) procedures to formally document the option to provide credit
to the billed activity for discrepant shipments prior to storage activity receipt of the returned
discrepant materiel. Revises Chapter 14; Chapter 17, Appendix 7.28; Adds new Appendix
7.32; Revises DLMS IC 867I.

E. ADC 1161 dated August 1, 2016. Updates Uniform Procurement Instrument

Identifier (PIID) Numbering System in the Federal/DLMS Implementation Conventions and
DLMS Manuals. Updates DLMS procedures to accommodate the procurement instrument
identifier (PIID) numbering system as required by recent changes to the Federal Acquisition
Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS). All
Components must comply with the PIID numbering requirements of DFARS subpart 204.16
for all new solicitations, contracts, delivery calls/orders, and agreements issued, and any
amendments and modifications to those new actions. Additionally, this change provides
guidance for legacy procurement instrument identification number (PIIN)/legacy call/order
number during the initial transition. Revises Chapters 4, 17, 20, 21, 26. Revises DLMS ICs
version 4010: 511M, 511R, 517G, 527D, 527R, 536L, 567C, 810L, 812L, 812R, 824R,
846A, 846D, 846I, 856, 861, 867I, 869C, 869F, 870S, 945A, 947I. Revises DLMS ICs
version 4030: 842A/R, 842A/W, 842C/I, 842C/R, 842P, 842S/Q, 856R, 856S, 856W, 940R,
945A, 947I. Revises the Logistics Data Resource Management System (LOGDRMS).

F. ADC 1169 dated April 25, 2016. Approves denial scenarios when a materiel
release order or disposal release order identifying a Product Quality Deficiency Report
(PADR) exhibit cannot be shipped by the DLA Distribution Center because the specified
exhibit(s) cannot be located and expands the definition of Management Code Q to explain
why the denial occurred. Revises Chapter 4 and Chapter 16.

G. ADC 1185 dated May 3. 2016. Revises the DLMS IC 527R to enable
transactions originating from Air Force ILS-S to convey the Ship-From DoDAAC for use in
Air Force retail receipts of shipments from Air Force retail activities.

H. ADC1202 dated July 12, 2016. Establishes a requirement for the Defense
Logistics Agency (DLA) Distribution Standard System (DSS) to capture certificate of
conformance (CoC) and alternate release procedures (ARP) indicators when present in the
DLMS 856 Advance Shipment Notice (ASN) provided via Invoicing, Receipt, Acceptance,
and Property Transfer (iRAPT), formerly Wide Area Work Flow (WAWF), interface. DSS
will recognize inclusion of the ARP or CoC indicator in the DLMS 856 ASN and store the
ARP and CoC indicators for use upon receipt of the shipment matching on procurement
instrument identifier (PIID)/contract number and contract line item number. Additionally, a
new edit in DSS is established to prevent creation of a Supply Deficiency Report (SDR) with
Discrepancy Code D4 when ARP or CoC indicators are present. Revises Chapter 17.
Revises DLMS IC 856, Advanced Shipment Notice.

I. ADC 1206, dated July 27, 2016. Establishes the requirement for transportation
account code (TAC) validation prior to shipment of cargo by transportation as part of the
retail supply and transportation interchange procedures prescribed in DLM 4000.25, Volume
3, Chapter 2. Revises Appendix 7.17. Revises the DLMS 940R IC.

J. ADC 1207 dated August 5, 2016. Establishes a new shipment hold code to flag
materiel frozen by the DLA Disposition Services Field Office for redistribution to another
field office. This information will be conveyed in the DLMS 945A Materiel Release
Confirmation (MRC) and sent to DLA Disposition Services. Deletes the unused Disposal
Consolidation Number data element and its associated business processes. Revises the
procedures for relocation of materiel between DLA Disposition Services Field Offices to use
the DLMS 945A MRC rather than the DLMS 867I Issue transaction. Revises Chapter 14,
16; and Appendix 7.17. Revises DLMS ICs 867I, 945A (versions 4010 and 4030), and
511R.

K. ADC 1221 dated July 29, 2016. Establishes a requirement for DLA Distribution
Centers to send a supply discrepancy report (SDR) to the owner/manager when the
distribution center processes a receipt without a PMR, for materiel owned by that
organization and applicable to all types of procurement and non-procurement source receipts.
DoD WebSDR will prepare and disseminate a monthly report delineating SDRs prepared by
DLA Distribution Centers indicating lack of a PMR. Revises Chapters 12, 13, and 17.

L. ADC 1233 dated August 5, 2016. Revises the page numbering of the “front
matter” (Foreword, Process Change History, Table of Contents, Acronyms and
Abbreviations, Definitions and Terms, References) in the DLM 4000.25 series of manuals to
prepend an alphabetic indicator to the page numbers in each section of the front matter. Each
page number will begin with an abbreviation of that section's name. Revises the front matter
of the manual.
 Added or Replaced Files Added or Replaced Files
Change History Page Chapter 17
Table of Contents Chapter 20
Chapter 4 Chapter 21
Chapter 10 Chapter 26
Chapter 12 Appendix 7
Chapter 13 Appendix 7.28
Chapter 14 Appendix 7.32
Chapter 16 Appendix 12

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, April 29, 2016

Change 7

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 7

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 2012, is published by direction of the Deputy Assistant Secretary of Defense for Supply
Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply
Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised
text in the manual is identified by bold, italicized print. The exception would be when the
entire chapter or appendix is replaced, or a new one added. Change 7 also includes
administrative updates: In all updated documents "DLA Logistics Management Standards" is
changed to "Defense Logistics Management Standards Office" to reflect the most recent
name change for the DLMSO office and abbreviations such as etc., e.g., and i.e. are
incorporated inside the parentheses. Change 7 also includes administrative updates not
marked by bold italics, to include changing “shall” to “will” per a style change for DoD
issuances, updating “Defense Logistics Management System” to “Defense Logistics
Management Standards”, and updating “DoDM 4140.1-R” to “DoDM 4140.01”.

In accordance with DLA General Order No. 07-15 (09/14/2015), references to “DLA
Transaction Services” are changed to “Transaction Services” and “DLA Logistics
Information Services” to “Logistics Information Services”.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Defense Logistics Management Standards Office memorandum:

A. ADC 1025D dated October 22, 2015. Administrative Update of the United
States Navy Reserve DOD Activity Address Codes for the Logistics Metrics Analysis
Reporting System (LMARS). Identifies a methodology for identifying Department of
Defense Activity Address Codes (DoDAACs) for U.S. Navy Reserve units for inclusion in
appropriate LMARS Reserve reports.

B. ADC 1043E dated October 5, 2015. Extends Defense Automatic Addressing

System (DAAS) edits for invalid or missing fund codes to include transactions with Signal
Codes A, B, J, and K and one scenario pertaining to Signal Codes C and L that had
previously been omitted. Revises DLMS Chapters 4, 8, 11, 16, 17, and Appendix 7.28.
 C. ADC 1045 dated November 18, 2015. Expands the DLMS user community for
these transactions beyond DLA supply chains and DLA Distribution Centers. Clarifies
procedures associated with stock screening and SQCR, including future inclusion of item
unique identification (IUID) in the SQCR; updates data elements; incorporates identification
of a receipt restriction requirement; and adopts several administrative corrections to the
DLMS transaction formats. Revises DLMS Chapter 21, Appendices 7.28 and 7.29. Revises
DLMS Stock Screening Request transactions 842C/I and 842C/R and SQCR transactions
842S/Q and 842S/R.

D. ADC 1084 dated November 25, 2015. Allows credit to be issued for non-
manager owned suspended stock stored at a DLA Distribution location when a stock
screening request results in identification of non-compliant materiel. Leverages existing
procedures for processing of the Stock Screening Request, Storage Quality Control Report
(SQCR), SDR, and Materiel Release Order (MRO) to accomplish the necessary steps to
recognize, suspend, provide notification of suspected non-conforming materiel, provide
credit to the materiel owner if the materiel is determined to be non-compliant, and transfer
ownership to the manager. Adds new SQCR specific action codes and disposition/reply
codes to the Stock Readiness Relevant Data Elements list. Revises DLMS, Chapter 21,
Appendices 7.7, 7.28, and 7.29. Revises DLMS SQCR ICs 842S/Q and 842S/R.

E. ADC 1123 dated December 2, 2015. Establishes a requirement for MCA

validation for CFM regardless of the Component sponsoring the contractor. All MCA
MILSTRIP procedures applicable to GFM will be extended to CFM. Transaction Services’
edits for pseudo MCA processing of DOD EMALL CFM requisitions paid via credit card
will be eliminated upon Component implementation of MCA validation to mirror existing
GFM procedures. Revises DLMS Chapter 26 and DLMS IC 517G.

F. ADC 1131 dated November 25, 2015. Establishes two new DLMS
Implementation Conventions (IC) that provide the current functionality of the legacy flat file
GenComm Standard Version 5.0 as documented in in the DLMS manual The DLMS 841W
HWPS will support the required HWPS functionality, to include the capability to transmit
multiple profile sheets in one transaction. The DLMS 856WHM/HW Shipment Status will
support the requirement to document the DTID information associated with an HM/HW
disposal turn-in; its functionality is similar to the DLMS 856S Shipment Status/MILSTRIP
Legacy Document Identifier Code AS3. Also documents several updates to the data content
for the HWPS and the associated DTID data content. Revises DLMS, Chapters 16 and 17,
Appendix 9, and establishes new Appendix 7.30 and DLMS ICs 841W and 856W.

G. ADC 1152 dated December 8, 2015. Revises DLMS Chapter 4 and Chapter 28.
Revises the DLMS 940R to allow the suffix code to be populated for redistribution order
transactions to support DLA’s IPV program. This revision is for restricted intra-DLA use.

H. ADC 1159 dated November 25, 2015. Assigns new Supply Condition Code
(SCC) X, Suspended (Repair Decision Delayed) and establishes procedures for use.
Assignment of SCC X under the business rules established is optional at the discretion of the
materiel owner. Revises DLMS Chapter 6, Chapter 7, and Chapter 9.
 I. ADC 1165 dated August 4, 2015. Modifies the Defense Automatic Addressing
System (DAAS) routing of the DLMS 856S, Version 4030, Shipment Status Transaction, to
send images to Transaction Services GEX for translation and systemic creation of the
WAWF iRAPT 856 GFP Property System Notification (PSN) Property Transfer Document
(PTD) (856 GFP PSN (PTD)) transaction. Also modifies the DAAS routing of the DLMS
527R Receipt with related GFP contract number, without restriction to Document Identifier
Code (DIC) D4M, to send images to GEX for translation and transmission to iRAPT.
Updates the GFP Module of the WAWF IUID Registry based on the PTD transaction and the
data is captured for use in the WAWF Management Reporting System (MRS) reporting
database. No change to DLM manuals or DLMS Implementation Conventions.

J. ADC 1172 dated July 31, 2015. Identifies several mapping product unique data
elements for the DLMS 527D Due-In and Prepositioned Materiel Receipt (PMR)
transactions. Mapping Enterprise Business System (MEBS) sends the PMR to Distribution
Standard System (DSS). These data elements are: Mapping Product Type, Cycle Frequency
for Flight Information Program (FLIP) products, Mapping Product Procurement Type, Total
Automatic Initial Distribution (AID) Quantity, and AID Required Indicator. Updates DLMS
Table of Contents (TOC) and Appendix 7; adds new Appendix 7.31. Revises DLMS 527D
IC.

K. ADC 1173 dated October 14, 2015. Serves as documentation of the revised
flow for transactions associated with Navy publications (Cognizance Code (COG) 6I) from
NATEC to SCES for the Navy Increment 1 target state. NATEC desires to send requisitions
and supply status transactions through Transaction Services to the SCES. The NATEC
information exchanges flow only one way and are initiated by FMS logistics element
managers (LEM) using the FMS Module of the Technical Manual Application System
(TMAPS) on the NATEC Website. No change to manuals or DLMS Implementation
Conventions.

L. ADC 1177 dated December 8, 2015. Documents the interim state routing
solution that has been developed and tested by the Defense Security Assistance Development
Center (DSADC) for the SCES Program, working in cooperation with Naval Supply Systems
Command, Weapon System Support (NAVSUP WSS), DLMSO, and Transaction Services.
SCES interim state is the period between the Limited Deployment Decision (LDD) and Full
Deployment Decision (FDD). Revises DLMS Chapter 25.

M. ADC 1182 dated November 25, 2015. Increases the existing

MILSTRAP/DLMS receipt processing performance standards, for receipting and storing
materiel after materiel is turned over by the carrier, from 7 to 10 days on redistribution order
(RDO) receipts. The timeframe for posting materiel receipt to the accountable and the owner
record remains unchanged (i.e., no later than 5 business days from date materiel is received).
Revises DLMS Chapter 13.

N. ADC 1183 dated October 28, 2015. Implements two changes:

(1) Adds the Final Shipment Indicator in Ship Notice/Manifest Report (Federal IC 856, 4010
Version). Also affects extracts carrying this field, such as Advance Shipment Notice (DLMS
856, Version 4010).
(2) Adds the Final Invoice Indicator in Shipment and Billing Notice (Federal IC 857,
Version 4010). Also revises the Federal Notes in 2/N901/110 for, Code SI, Shipper's
Identifying Number for Shipment (SID), to indicate that the shipment is not final, and Code
FS, Final Sequence Number, to include new business rules for final shipment. Revises
Federal ICs 856 and 857; revises DLMS IC 856 (ASN).

O. ADC 1184 dated December 8, 2015. Removes the Internal Order Number
(ION) data field in DLMS requisitioning transactions used by DOD EMALL to provide the
Modular Ordering Management System (MOMS) supplier order number (DLMS 511R
Requisition and 511M Modification). This information will no longer be needed upon
transition to FEDMALL. Revises DLMS 511R, 511M, and 869F.

III. The list below identifies the chapters, appendices, or other files from the manual that are
replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Chapter 21
Table of Contents Chapter 25
Chapter 4 Chapter 26
Chapter 6 Appendix 2
Chapter 7 Appendix 7
Chapter 8 Appendix 7.28
Chapter 9 Appendix 7.29
Chapter 11 Appendix 7.30
Chapter 13 Appendix 7.31
Chapter 16 Appendix 9
Chapter 17

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, October 23, 2015

Change 6

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 6

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 2012, is published by direction of the Deputy Assistant Secretary of Defense for Supply
Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply
Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised
text in the manual is identified by bold, italicized print. The exception would be when the
entire chapter or appendix is replaced, or a new one added. Change 6 also includes
administrative updates: In all updated documents "DLA Logistics Management Standards" is
changed to "Defense Logistics Management Standards Office" to reflect the most recent
name change for the DLMSO office and abbreviations such as etc., e.g., and i.e. are
incorporated inside the parentheses. Change 6 also includes administrative updates not
marked by bold italics, to include changing “shall” to “will” per a style change for DoD
issuances and updating “Defense Logistics Management System” to “Defense Logistics
Management Standards”.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Defense Logistics Management Standards Office memorandum:

A. ADC 1043C dated December 22, 2014. Corrections for SLOA Data in the 810L
Logistics Bill and related administrative fixes to other DLMS Implementation Conventions.
Revises DLMS Implementation Conventions 140A, 180M, 511M, 511R, 517G, 517M,
527D, 527R, 536L, 567C, 650A, 650C, 810L, 812L, 812R, 824R, 830D, 830R, 830W, 842
A/W, 842P, 846A, 846C, 846D, 846F, 846I, 846P, 846R, 846S, 856N (4010 & proposed
4030 versions), 856R (4010 & 4030 versions), 856S, 867D, 867I, 869A, 869C, 869F, 870L,
870M, 870N, 870S, 888A, 888I, 888W, 940R, 945A (4010 and 4030 versions), and 947I
(4010 and 4030 versions).

B. ADC 1066A dated June 30, 2014. Updated DOD WebSDR processing to
enable source of supply (SoS) systems to properly process transactions used for SoS
notification of relevant SDR information. Revises Chapter 17.

C. ADC 1085 dated April 22, 2015. Revises procedures for end of day processing
to clarify programmed research of imbalances using transaction history data and authorizes
up to seven work days to complete programmatic research portion of the end of day
reconciliation process. This change does not affect the transactional flow or data elements
required to complete end of day processing. It restates procedures to include: closing
balance comparisons at end of day; and, for imbalances, the programmatic research elements
to be considered to include in-float, suspended, and duplicate transactions prior to adjusting
the total item property record (TIPR). Revises Chapter 6.

D. ADC 1099 dated June 15, 2015. Realigns and revalidates the Installation
Closure Procedures in this manual and DLM 4000.25-1 (MILSTRIP). This is one of a series
of DLMS changes to update DLM 4000.25, Volume 2 requisitioning and issue procedures to
align with the companion procedures in DLM 4000.25-1. Once all the DLM 4000.25-1
chapters are fully aligned into DLMS Volume 2, then DLM 4000.25-1 will be cancelled.
Chapter 15 outlines DLMS enhanced procedures for Installation Closure using DLMS
formats (X12 Electronic Data Interchange (EDI) and eXtensible Markup Language (XML)).
Revises Chapter 15.

E. ADC 1102A dated April 13, 2015. Amends procedures established under ADC
1102 for unauthorized/discrepant Air Force returns to DLA Distribution Centers. Establishes
specific guidance to report DLA Distribution Center receipts and SDRs for
unauthorized/unexpected consumable item returns to the returning Service (rather than the
item manager) using a pre-designated routing identifier code (RIC) when the returning
Service is an Air Force activity. Revises Chapter 13 and Chapter 17.

F. ADC 1118 dated February 5, 2015. Establishes the initial baseline requirements
for a new web-based project code management system (PCMS) to be hosted at DLA
Transaction Services and updates project code management procedures. Adds new
Appendices AP6.40, AP6.41 and revises Appendix AP7.13.

G. ADC 1124 dated April 7, 2015. Revises time standards for receipt processing to
support DODM 4140.01, Volume 5 policy that states receiving activities will “record receipts
no later than 5 business days from date materiel received”. This change also clarifies the
requirement to make associated assets visible from the point of inspection and acceptance
within 24 hours. Revises Chapters 13, 16 and 20.

H. ADC 1126 dated December 16, 2015. Revises Supply Discrepancy Report
(SDR) routing rules for non-manager owned suspended stock identified at the time of receipt
at DLA Distribution Centers and improved identification of owner and manager on SDR
transactions. Revises Chapter 17 and Appendix 7.28. Revises DLMS 842A/R and 842 A/W.

I. ADC 1127 dated October 20, 2015. Provides enhanced SDR guidance for
Foreign Military Sales, SDR time standards for controlled inventory items, SDR Forwarding
after Logistics Reassignment, Packaging SDRs, and administrative updates. Revises Chapter
17 and Appendix 7.28. Revises DLMS 842A/R and 842A/W.

J. ADC 1128 dated April 23, 2015. Updates the DLMS 527D Prepositioned
Materiel Receipt (PMR) and 527R Receipt and Associated procedures to support Marine
Corps base realignment and closure storage and distribution interface to communicate
enhanced DLMS data between the Marine Corps Maintenance Centers (MCMC) and DLA at
the Distribution Centers operating under the Distribution Standard System (DSS). Revises
DLMS 527D and 527R.
 K. ADC 1132 dated June 15, 2015. Implements a fully systemic solution for
processing mass and universal cancellations and the associated DLMS enhancements. This
change also establishes a new Chapter 27 in DLM 4000.25, Volume 2 that consolidates
procedures, both DLMS enhanced and legacy, associated with mass and universal
cancellation procedures into one location. This change administratively aligns the new
Volume 2, Chapter 27 with its companion chapter in DLM 4000.25-1, and MILSTRIP
Chapter 8. Adds new Chapter 27, revises Chapter 4 and updates Appendices 7.1 and 8.19.
Revises DLMS 856S, 869C, 940R.

L. ADC 1138 dated April 15. 2015. Revises the DLMS 830D Demand Data
Exchange (DDE) projected supply plan to provide a date representing the start date of
forecast bucket that incorporates the use of the actual forecast date, aligned to the forecast
quantity for that date, in the DDE Projected Supply Plan (DLMS 830D) transaction. Revises
DLMS 830D.

M. ADC 1149 dated July 6, 2015. Requires that Service ammunition systems
include ownership code in DLMS 947I Inventory Adjustment for dual supply condition code
change transactions (legacy DAC functionality). Revises the DLMS 947I dual inventory
adjustments for clarity on use of ownership, purpose and supply condition codes with dual
inventory adjustments. Revises DLMS 947I.

N. ADC 1150 dated November 18, 2014. Modifies the mapping of the DLMS
940R Materiel Release Order/Disposal Release Order Exception Data to allow 12 iterations
of the NTE segment for pick/pack data in support of Army Logistics Modernization Program
(LMP) and DLA Distribution Standard System (DSS) processing. No change to manuals or
DLMS Implementation Conventions.

O. ADC 1153 dated April 16, 2015. Includes four supply discrepancy report
enhancements to improve visibility of discrepancies involving hazardous materiel shipments
and clarifies guidance for the selection of the appropriate SDR action code by transshippers.
Revises Chapter 17 and Appendix 7.28. Revises DLMS 842A/W, and 842A/R.

P. ADC 1164.dated July 6. 2-15. Revise DLMS 940R Materiel Release and DLMS
945A Materiel Release Confirmation for carrier account data associated with directed return
of discrepant/deficient materiel and procedures for use of the DLMS 940R when directing
shipment of discrepant/deficient materiel via a supply discrepancy report reply. Revises
Chapter 4 and Chapter 17. Revises DLMS 940R and 945A (Versions 4010 and 4030).

III. The list below identifies the chapters, appendices, or other files from the manual that are
updated by this change:
 Added or Replaced Files Added or Replaced Files
Change History Page Appendix 6
Table of Contents Appendix 6.40
Chapter 4 Appendix 6.41
Chapter 6 Appendix 7.1
Added or Replaced Files Added or Replaced Files
Chapter 13 Appendix 7.13
Chapter 15 Appendix 7.28
Chapter 16 Appendix 8.19
Chapter 17 Appendix 10
Chapter 20

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000
LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, June 16, 2015

Change 5

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 5

I. This change to DLM 4000.25, Defense Logistics Management Standards, Volume 2,

June 2012, is published by direction of the Deputy Assistant Secretary of Defense for Supply
Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD Supply
Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted, revised
text in the manual is identified by bold, italicized print. The exception would be when the
entire chapter or appendix is replaced, or a new one added. Change 5 also includes
administrative updates: In all updated documents "DLA Logistics Management Standards" is
changed to "Defense Logistics Management Standards Office" to reflect the most recent
name change for the DLMSO office and abbreviations such as etc., e.g., and i.e. are
incorporated inside the parentheses. Change 5 also includes administrative updates not
marked by bold italics, to include changing “shall” to “will” per a style change for DoD
issuances and updating “Defense Logistics Management System” to “Defense Logistics
Management Standards.” Subsequent to ADC 1135’s updates, “Regional Hazardous
Inventory Control System” was updated to “Hazardous Material Management System.”

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Defense Logistics Management Standards Office memorandum:

A. ADC 1007C dated July 31, 2014. Documented new and revised codes for use
in processing Product Quality Deficiency Reports (PQDR) and updated the DLMS IC 842P
as approved for implementation. Adds Appendix 7.27. Revises DLMS IC 842P.

B. ADC 1009A dated August 6, 2014. Established revised procedures for

formatting the DLMS requisition transactions with impact to multiple functional processes.
It also eliminated authorization for the DLA Transaction Services Defense Automatic
Addressing System (DAAS) to block transmission of supply and shipment status in response
to requisitions originated in DOD EMALL that use purchase card/credit card payment.
Revises Chapters 4, 5, and 16. Revises DLMS ICs 511M, 511R, 856S, 869A, 869F, 870S,
940R, and 945A.

C. ADC 1022A dated September 2, 2014. Amended procedures as originally

approved under ADC 1022. Revised MILSTRAP procedures to support DLA Distribution
Center processing and automatic disposal of materiel categorized as Supply Condition Code
(SCC) H, Unserviceable (Condemned), with specific exceptions identified including
exclusion of materiel from an FMS customer or owned by the Air Force. Revises Chapter
13.
 D. ADC 1032 dated January 31, 2013. Withdrew the change to allow the use of a
numeric value in addition to existing alphabetic values identifying the Service and Agency as
identified in the first position of the RIC. Withdrawn April 8, 2014. Revises Appendix 7.2.

E. ADC 1043A dated August 20, 2014. Amended ADC 1043 guidance regarding
rejection transactions returned when DLMS transactions include discrete Standard Line of
Accounting (SLOA) data elements that do not correspond to the entries in the Standard
Financial Information Structure (SFIS) Fund Code to Fund Code Account Conversion Table
for the Fund Code in the transaction. Revises Chapters 4, 8, 11, 14, 16, and 17. Revises
Appendix 3. Revises DLMS ICs 824R, 180M, 511M, 511R, 517M, 810L, 842A/W, 856S,
867I, 869F, and 940R.

F. ADC 1043B dated October 1, 2014. Amended ADC 1043 to revise the business
rules within the DLMS and the Web Fund Code Application to allow the SLOA data
element, Beginning Period of Availability Fiscal Year Date, to be used in DLMS transactions
to represent Program Year when the Availability Type Code is X, which indicates No Year,
non-expiring funds. Revises DLMS ICs 180M, 511M, 511R, 517M, 810L, 842A/W, 856S,
867I, 869F, and 940R.

G.ADC 1044A dated September 9, 2014. Supplements ADC 1044 and provides
updates to published procedures. The purpose of this change is to clarify business rules
associated with ADC 1044. Revises Chapter 17.

H. ADC 1070 dated September 12, 2014. Eliminated procedures for use of an
Inventory Adjustment – Supply Condition Code Change (DLMS 947I/legacy DAC), as a
mechanism to move assets into, or out of, maintenance. Revises Chapters 7, 13, and 14.

I. ADC 1071 dated March 26, 2014. Implemented inclusion of the IUID content
in the Version 4030 DLMS 856R Shipment Status Materiel Returns when the National Stock
Number (NSN) has a Federal Logistics Information System (FLIS) IUID Indicator Y (Yes).
Revises Chapter 11 and DLMS IC 856R.

J. ADC 1075 dated January 17, 2014. Notified the PRC members of DLMS
implementation for the GENC Standard and updates related DLMS documentation and
database tables at DLA Transaction Services for Country Codes. Revises Chapters 4, 5, and
11. Revised Appendix 7.18. Revises DLMS implementation conventions (ICs) 511M, 511R,
842A/R, 842A/W, 856, 856N, 856R, 856S, 869F, and 940R.

K.ADC 1086 dated June 18, 2014. Eliminated the MRA 04, Shipment Discrepancy
Report by Depot; created a new MRA Report by Source of Supply to enable wholesale
inventory control points (ICP) to report metrics on how well the Services acknowledge
receipt of materiel the wholesale ICP shipped out of wholesale assets, for a given
Component; and created a requisition data download file capability after accessing the MRA
Report Detail page for all reports. Revises Chapter 10.

L. ADC 1087 dated June 12, 2012. Revised the Materiel Receipt
Acknowledgement (MRA) Report selection criteria to exclude intra-Component shipments of
wholesale assets when those assets are reported by a Materiel Receipt (aka Receipt)
transaction to the issuing wholesale Inventory Control Point (ICP), rather than by an MRA
transaction. Revises Chapter 10.

M. ADC 1088 dated October 1, 2014. Updated the MRA Report selection criteria
by MILSTRIP legacy document identifier code (DIC) (and corresponding DLMS
transaction); and aligns the MRA exclusions identified in the DLM 4000.25-2, DLM
4000.25, and DLM 4000.25-4 Manuals. Revises Chapter 10.

N. ADC 1091 dated January 28, 2014. Updated MILSTRIP and SDR guidance for
reshipment of materiel in association with an SDR. Revises Chapters 4, 5, and 17. Revises
Appendix 3.

O. ADC 1095 dated May 29, 2014. Provided amplifying guidance for the
preparation of SDRs for discrepancies involving unique item data discrepancies for serially-
managed/tracked materiel. Revises Chapter 17 and Appendix 3.

P. ADC 1096 dated May 29, 2014. Requested the option for DLA Disposition
Services sites to utilize the Commercial Venture (CV) Workload Location List (WLL) in lieu
of an IRRD. Revises Chapter 16.

Q. ADC 1098 dated November 7, 2014. Updated the DD Form 1348-5, Notice of
Availability; updated the DLMS 856N NOA and DLMS 870N NOA Reply to align with the
hard copy data content of the DD Form 1348-5; established the foundation for a mechanized
implementation for the NOA process to provide the International Logistics Control Office
(ILCO) visibility; and updated procedures for ensuring timely replies to NOAs by actively
engaging the ILCOs when there is no response to a follow-up NOA. Revises Chapter 25.
Revises Appendices 6.4, 8.30, 8.31, and 8.32. Revises DLMS ICs 856N and 870N.

R. ADC 1102 dated June 5, 2014. Established specific guidance to report DLA
Distribution Center receipts and SDRs for unauthorized consumable item returns to the
returning Service using a pre-designated routing identifier code (RIC) (rather than the item
manager); revised DOD WebSDR routing rules to require distribution of an information copy
to the DLA Distribution Center when the shipment was directed by the Army and the
materiel was shipped from the Distribution Center; and updated the SDR transaction format
and discrepancy code list for clarification and as a corrective action for identified gaps in
data transmission. Revises Chapters 13 and 17. Appendices 3 and 4 marked as reserved and
moved to Appendices 7.28 and 6.39. Revises DLMS IC 842A/R.

S. ADC 1103 dated August 20, 2014. Modified the DLMS 824R to expand the
scope to include rejection of logistics bills and make administrative adjustments to convert
the supplement into an IC and to reflect current element use by DLA Transaction Services.
Revises Chapter 1 and DLMS IC 824R.

T. ADC 1104 dated April 2, 2014. Revised the DLMS 943A Warehouse Service
Advice transaction to add a warehouse storage location update function to be passed from the
DLA Disposition Services Field Office to the DLA Disposition Services, and then from EBS
to Reutilization Transfer Donation Web (RTD Web), and subsequent to a DTID re-
warehousing action. Revises Chapter 16 and DLMS IC 943A.
 U. ADC 1105 dated April 17, 2014. Revised DLMS IC 830D to clarify use of
organization DOD activity address codes (DoDAAC), the FST segment forecast timing
qualifiers, and the SDQ segment. Revises Chapter 2 and DLMS IC 830D.

V. ADC 1106 dated April 10, 2014. Established a new DLA Disposition Services
Term Sales code to be used by the DLA Disposition Services Field Office personnel to
indicate specific item characteristics based on receipt examination and pre-established
business rules. Revises Chapter 16. Revises DLMS ICs 940R and 527R.

W. ADC 1109, dated March 26, 2014. Revised the DLA Disposition Services
Upgrade from Scrap process, and associated DLMS 527R, to recognize a local stock number
(LSN) item in the DLMS 527R Receipt, with LIN01 Source of Materiel Received/Returned
Code V, when upgrading items from a scrap LSN. Revises Chapter 4, 5, and 16. Revises
DLMS ICs 511M, 511R, 856S, 869A, 869F, 870S, 940R, and 945A.

X. ADC 1110 dated July 30, 2014. Added a new Appendix for Delivery
Priority/Special Processing Codes, updated the DLMS Data Dictionary to reflect usage of
this data element across applicable DLMS ICs, and updated DLMS ICs to reflect the
approved migration code DPC – Delivery Priority Code. Adds Appendix 7.26. Revises
Appendix 7.13. Revises DLMS ICs 511M, 511R, 856S, 869A, 869F, 870S, 945A, 940R,
and 940S.

Y. ADC 1111 dated August 27, 2014. Revises the procedures for intransit control
of materiel turned in to DLA Disposition Services and establishes use of DLMS 527R as a
new Disposition Services Turn-In Receipt Acknowledgement transaction. Revises Chapter
16 and DLMS IC 527R.

Z. ADC 1115 dated April 4, 2014. Adds Appendix 11 to identify the correlation of
MILSTRAP legacy document identifier code (DIC) functionality to DLMS IC coding. Adds
Appendix 11.

AA. ADC 1117 dated July 2, 2014. Improved and refined the business rules
associated with the type address codes (TAC) used in the DoDAAD and removes TAC 4.
Revises Chapter 4.

BB. ADC 1135 dated November 19, 2014. Updated the data mapping of the
DLMS 832N Catalog Data Support for successful use by the Navy Fleet Readiness Center
(FRC). Revises Chapter 23 and DLMS IC 832N.

CC. ADC 1136 dated December 9, 2014. Updated Unique Item Tracking
procedures to support DODM 4140.01, Volume 9 policy updates. Revises Chapter 19 and
deletes Appendix 5. Revises DLMS ICs 140A, 180M, 511M, 511R, 527D, 527R, 842A/W,
842P, 842S/Q, 842S/R, 846R, 856, 856R, 856S, 861, 867I, 869F, 870M, 870S, 940R, 4010
945A, 4030 945A, 4010 947I, 4030 947I , 810L, 824R, 846A, 846C, 846F, 846I, 4010
856N, 4030 856N, and 856R.

DD. ADC 1142A dated October 21, 2014. Formally withdrew GSA from the
Materiel Returns Program (MRP) effective March 1, 2014. Revises Chapters 11 and 15.
III. The list below identifies the chapters, appendices, or other files from the manual that are
updated by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Appendix 3
Table of Contents Appendix 4
Chapter 1 Appendix 5
Chapter 2 Appendix 6.4
Chapter 4 Appendix 7.2
Chapter 5 Appendix 7.13
Chapter 7 Appendix 7.26
Chapter 8 Appendix 7.27
Chapter 10 Appendix 8.30
Chapter 11 Appendix 8.31
Chapter 13 Appendix 8.32
Chapter 14 Appendix 11
Chapter 15
Chapter 16
Chapter 17
Chapter 19
Chapter 23
Chapter 25

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000

LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, July 18, 2014

Change 4

DEFENSE LOGISTICS MANAGEMENT SYSTEM

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 4

I. This change to DLM 4000.25, Defense Logistics Management System, Volume 2,

June 2012, is published by direction of the Deputy Assistant Secretary of Defense for
Supply Chain Integration under the authority of DoD Instruction (DoDI) 4140.01, “DoD
Supply Chain Materiel Management Policy,” December 14, 2011. Unless otherwise noted,
revised text in the manual is identified by bold, italicized print. The exception would be
when the entire chapter or appendix is replaced, or a new one added. Change 4 also
includes administrative updates: In all updated documents "DLA Logistics Management
Standards" is changed to "Defense Logistics Management Standards Office" to reflect the
most recent name change for the DLMSO office and abbreviations such as etc., e.g., and
i.e. are incorporated inside the parentheses. In accordance with new direction for
issuances, “shall” has been replaced by “will”, “must”, or other appropriate words or
phrases throughout the updated documents. Administrative updates are incorporated based
on the Defense Security Cooperation Agency (DSCA) updates to the Security Assistance
Management Manual (SAMM), now published in electronic (e-SAMM) format.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Change (ADC) published by Defense Logistics Management Standards Office
memorandum:

A. ADC 103 dated July 23, 2003. Revised DAAS Processing Rules for
Project Code 3AD. Revises Chapter 4.

B. ADC 1043 dated September 18, 2013. Added discrete Standard Line of
Accounting (SLOA)/Accounting Classification data elements to logistics transactions
with financial implications to implement SLOA within DLMS. Revises Chapters 4,
8, 11, 14, 16, and 17. Revises Appendix 7.16. Revises DLMS Implementation
Conventions 180M, 511M, 511R, 517M, 810L, 842A/W, 856S, 867I, 869F, and
940R.

C. ADC 1068 dated October 3, 2013. Modified the requirements for a

DLMS transaction exchange for funds verification request/funds verification response
prior to submission of internet “off-line” orders to the Source of Supply (SoS).
Revises Appendix 7.16. Revises DLMS Implementation Conventions 511R, 511M,
527D, 527R, 810L, 812L, 812R, 842A/W, 842A/R, 856S, 869C, 869F, and 870S,
without revision to the manual.

D. ADC 1080 dated October 17, 2013. Intra-Air Force Requirement for use
of Priority Designator in DLMS 527D. Revises DLMS Implementation Convention
527D.

E. ADC 1014A dated November 5, 2013. Revised Procedures for Inclusion

of Government-Furnished Property (GFP)/Contractor-Acquired Property (CAP)
Contract Data – Updated Mapping for Concurrent Identification of the Manufacturing
Directive Number (MDN) and the Contract Line Item Number (CLIN). Revises
Chapters 4 and 26. Revises Appendices 7.15 and 7.16. Revises DLMS
Implementation Conventions 511M, 511R, 517G, 869C, and 869F.

F. ADC 1067, dated November 20, 2013. Update to DLMS/MILSTRIP

Guidance for Status Dissemination Including Elimination of GSA Form 10050 (GSA
Mailer) and Revised Media and Status Codes. This change eliminates the use of GSA
Form 10050 (GSA Mailer) used to provide MILSTRIP status to civil agency
customers with no alternative method of communication. Although originally a
valuable tool, in current times, the use of the GSA Mailer has proved to be ineffective
for providing customers with the status of their requisitions and will be replaced with
a web portal for viewing status. Upon completion of enhancements to GSA
Advantage!, customers will view status details via the GSA requisition status web
portal. The web portal will obtain supply status using standard MILSTRIP
transactions/ routing. MILSTRIP/DLMS guidance for the media and status code is
updated to support elimination of the GSA Mailer and to more fully document its use
within the DLMS (rather than relying solely on legacy 80 record position formats).
Revises Appendices 6 Forms/Message Formats Index and 7.4 Media and Status
Codes. Deletes Appendix 6.7 GSA Form 10050 Supply/Shipment Status.

G. ADC 1093 dated December 20, 2013. Modified the DLMS 846C to add
a new transaction type for Accumulation Number Update. Revises Chapter 16.
Revises DLMS Implementation Convention 846C.

H. ADC 1097 dated December 20, 2013. Established a new chapter that
consolidates procedures, both DLMS enhanced and legacy, associated with contractor
access to government sources of supply into one location. Revises Chapter 4 and
adds Chapter 26.

I. ADC 1066 dated January 9, 2014. Revised Follow-up Time Standards,

SDR Forwarding, Source of Supply (SoS) Notification, Missing Quality Assurance
Representative (QAR) Signature, and use of Unique Item Tracking (UIT) Designator
Code for Management Report Selection Criteria. Revises Chapter 17 and Appendix
3. Revises DLMS Implementation Conventions 842A/R and 842A/W.
III. The list below identifies the chapters, appendices, or other files from the manual that are
updated by this change:

Added or Replaced Files

Change History Page
Table of Contents
Chapter 4
Chapter 8
Chapter 11
Chapter 14
Chapter 16
Chapter 17
Chapter 26
Appendix 3

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000

LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, December 19, 2013

Change 3

DEFENSE LOGISTICS MANAGEMENT SYSTEM

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 3

I. This change to DLM 4000.25, Defense Logistics Management System (DLMS),

Volume 2, December 19, 2013, is published by direction of the Deputy Assistant
Secretary of Defense for Supply Chain Integration under the authority of DoD
Instruction (DoDI) 4140.01, “DoD Supply Chain Materiel Management Policy,”
December 14, 2011. Unless otherwise noted, revised text in the manual is identified by
bold, italicized print. The exception would be when the entire chapter or appendix is
replaced, or a new one added. Change 3 also includes administrative updates not
marked by bold italics, to include changing “shall” to “will” per a style change for DoD
issuances.

II. This change includes Approved Defense Logistics Management Standards (DLMS)
Changes (ADC) published by DLA Logistics Management Standards Office memorandum:

A. ADC 379B dated April 8, 2013. Revised Supply Status Procedures to

Support Requisition and Requisition Alert Processes under Navy BRAC SS&D/IMSP
– Intermediate Supply Status. Revises Appendix 7.16.

B. ADC 1005 dated June 17, 2013. SDR Distribution to the Defense
Contract Management Agency (DCMA). Revises Chapter 17.

C. ADC 1007A dated February 27, 2013. Enhanced Pre-positioned Materiel

Receipt (PMR) Data for Product Quality Deficiency Report (PQDR) Exhibit
Tracking. Revises Chapter 12 and DLMS 527D.

D. ADC 1007B dated July 18, 2013. Administrative Update to the DLMS
842P Product Quality Deficiency Report (PQDR) Data Exchange. This change
documents administrative updates to the DLMS 842P PQDR Data Exchange as
previously approved by ADC 1007. Revises DLMS 842P.

E. ADC 1030 dated February 21, 2013. Implementation of Item Unique

Identification (IUID) in the DLMS Shipment Status Supporting DOD IUID Supply
Procedures and Associated Supply Discrepancy Report (SDR) Procedures. Revises
Chapter 5, Chapter 17, and Appendix 3. Revised DLMS 842A/W and 856S.
 F. ADC 1031 dated April 5, 2013. Foreign Military Sales (FMS) Repair
Value. Revises Chapter 25, Appendices 6.1, 6.35, and 8.48 (linked files). Revises
DLMS 870S and 940R.

G. ADC 1034A dated March 12, 2013. Administrative Correction to DLMS

945A, Materiel Release Advice, Cancellation Reason Code for Redistribution Orders
Associated with DLA Disposition Services under Reutilization Business Integration
(RBI). Revises DLMS 945A.

H. ADC 1034B dated July 5, 2013. Intra-DLA Revision to Procedures to

Support DLMS 945A, Materiel Release Advice, Cancellation Reason Code and
Denial Management Code for Redistribution Orders Associated with DLA
Disposition Services under Reutilization Business Integration. Revises Chapter 16
and DLMS 945A.

I. ADC 1040 dated March 4, 2013. Migrate Inter-Service Ammunition

Serial Number and Lot Number Transactions (NAVSUP P-724 Document Identifier
Code (DIC) BG1/BG2) to DLMS 945A Materiel Release Advice. Revises DLMS
945A.

J. ADC 1048 dated April 25, 2013. Defense Logistics Agency (DLA)
Supply Status Code for Shipped Orders. Revises Appendix 7.16 (linked files).

K. ADC 1049 dated April 2, 2013. New Supply Status Code for Backorders
Awaiting Engineering Support Activity (ESA) Support and First Article Testing
(FAT). Revises Appendices 7.16 and 8.10. Revises DLMS 870S.

L. ADC 1050 dated March 18, 2013. New DOD EMALL DoDAAC and
Supply Status Cancellation Codes for DOD EMALL Credit Card Billing. Revises
Chapter 4 and Appendix 7.16 (linked file). Revises DLMS 511R, 511M, and 869F.

M. ADC 1052 dated May 3, 2013. DOD Web Supply Discrepancy Report
(WebSDR) Processes Enhancement and Interface with Electronic Document Access
(EDA) System. Revises Chapter 17 and Appendix 3. Revises DLMS 842A/W and
842A/R.

N. ADC 1054 dated April 23, 2013. Intra-DLA Revisions to Procedures and
DLMS 945A Materiel Release Advice, Denial Management Code for Credit to
Commercial Venture (CV) Contract Associated with DLA Disposition Services under
Reutilization Business Integration (RBI). Revises Chapter 16.

O. ADC 1059 dated March 12, 2013. Mandatory Use of Four-Character

Packaging Discrepancy Codes on Supply Discrepancy Reports (SDRs) and Storage
Quality Control Reports (SQCRs). Revises Chapter 17 and Appendix 3. Revises
DLMS 842A/W and 842A/R.

P. ADC 1062 dated June 20, 2013. Non-Inventory Control Point/Integrated

Materiel Manager (ICP/IMM)-Directed Inter-Service Lateral Support via Retail Level
Passing Order. Revises Chapters 11, 17, Appendix 3, and DLMS 511R.

Q. ADC 1063 dated May 23, 2013. Use of Appropriate Supply Condition
Code (SCC) for Receipt of Suspended Critical Safety Items (CSIs). Revises Chapter
17 and Appendix 3.

R. ADC 1065 dated May 16, 2013. Modification to the Required Delivery
Date (RDD) Edit for Ammunition and Ammunition-Related Requisitions and
Requisition Alerts under Navy Base Realignment and Closure (BRAC) Retail Supply
Storage and Distribution (SS&D)/Inventory Management and Stock Positioning
(IMSP). Revises Chapter 4.

S. ADC 1078 dated July 3, 2013. Administrative Realignment of Security

Assistance Procedures in DLM 4000.25, Volume 2 and DLM 4000.25-1. Adds
Chapter 25. Revises the Table of Contents, Chapters 4, and 5. Revises Appendices
7.22, 8.3 and 8.30.

T. ADC 1079 dated June 21, 2013. Administrative Update to Defense

Logistics Manual (DLM) 4000.25, Defense Logistics Management System (DLMS),
Volume 2, Supply Standards and Procedures, to add New Appendix 10, MILSTRAP
Legacy Transactions. Adds new Appendix 10 and updates the Table of Contents.

U. ADC 1082 dated June 28, 2013. Administrative Update to DLMS 830D,
Demand Data Exchange (DDE) Projected Supply Plan. Revises DLMS 830D.

III. The list below identifies the chapters, appendices or other files from the manual that are
replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Appendix 2

Table of Contents Appendix 3
Chapter 4 Appendix 6.1
Chapter 5 Appendix 6.35
Chapter 11 Appendix 7.16
Chapter 12 Appendix 7.22
Chapter 16 Appendix 8.3
Chapter 17 Appendix 8.30
Chapter 25 (New) Appendix 8.48
Appendix 10
IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000

LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, June 25, 2013

Change 2

DEFENSE LOGISTICS MANAGEMENT SYSTEM

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 2

I. This change to DLM 4000.25, Defense Logistics Management System (DLMS),

Volume 2, June 2012, is published by direction of the Deputy Assistant Secretary of
Defense for Supply Chain Integration under the authority of DoD Instruction (DoDI)
4140.01, “DoD Supply Chain Materiel Management Policy,” December 14, 2011.
Unless otherwise noted, revised text in the manual is identified by bold, italicized print.
The exception would be when the entire chapter or appendix is replaced, or a new one
added. Change 2 also includes administrative updates not marked by bold italics, to
change “shall” to “will” per a style change for DoD issuances.

II. This change includes Approved Defense Logistics Management System (DLMS)
Changes (ADC) published by DLA Logistics Management Standards Office memorandum:

A. ADC 399A dated January 30, 2013. Automated Data Capture for
Serialized Item Shipments and Preparation of the Issue Release/Receipt Document
(DD Form 1348-1A or DD Form 1348-2) Continuation Page. Revises Table of
Contents, Appendices 6 - Index, 6.1, 6.6, 6.35, 6.36, 8.48, and 8.49.

B. ADC 427A dated October 3, 2012. Requisition Document Number Date

Edit. Revises Chapter 4 and Appendix 7.16.

C. ADC 448B dated October 2, 2012. Delayed implementation for

International Organization for Standardization 3166-1 Codes for the Identification of
Countries and their Subdivisions. Revises Appendices 7.18, 8.3 and 8.30. Revises
DLMS Supplements 511M, 511R, 842A/W, 842A/R, 856ASN, 856R, 856S, 869F,
940R, 810L, 870S, and 870N.

D. ADC 452A dated October 9, 2012. Additional Criteria for DOD

WebSDR Automated Supply Discrepancy Report Rejection Capability. Revises
Chapters 17 and Appendix 3.

E. ADC 473A dated November 21, 2012. DLMS Revisions to Add the
Associated Purchase Order Number (Supports DLA Interface with the Exchange,
Navy Exchange Service Command, and Marine Corps Exchange Non-Appropriated
Funds Activities, and Non-DOD Customers). Revises Appendix 6.1 and 8.48.
Revises DLMS Supplements 511R, 511M, 869F, 940R, and 856S.
 F. ADC 1007 dated October 1, 2012. New DLMS 842P, Product Quality
Deficiency Report Data Exchange and Enhanced Exhibit Tracking via Standard
Logistics Transactions. Revises Chapters 4, 5, 13, and established Chapter 24.
Revises DLMS Supplements 527R, 940R, and 856S. Adds DLMS Supplement 842P.

G. ADC 1017 dated September 18, 2012. Intra-DLA Change: Revisions to

Procedures and to DLMS 527R Receipt and 947I Inventory Adjustment, and
MILSTRIP to Support the Upgrade from Scrap Process used by DLA Disposition
Services under Reutilization Business Integration. Revises Chapter 16 and Appendix
7.7. Revises DLMS Supplements 527R and 947I.

H. ADC 1019 dated December 17, 2012. Small Arms/Light Weapons Local
Stock Number Assignment for use by DLA Disposition Services in Multiple DLMS
Transactions, under Reutilization Business Integration. Revises DLMS 511R, 527R,
846C, 846R, and 947I without revision to the manual.

I. ADC 1020 dated November 2, 2012. Inter-Service Ownership Transfer of

Ammunition/Ammunition Related Materiel. Revises Chapter 4 and Appendices 7.2,
7.9, 7.10, 7.13 and 8.24. Revises DLMS Supplements 511R, 511M, 867I, 869F,
870S, 940R, and 945A.

J. ADC 1022 dated October 19, 2012. Procedures for Processing Depot
Returns (including Receipt, Supply Discrepancy Report, and Revision to Time
Standard for Reclassification of Supply Condition Code J and K Assets). Revises
Chapters 7, 13 and 17. Revises DLMS Supplement 842A/W.

K. ADC 1023 dated October 24, 2012. MILSTRIP References to

Requisitioning from Plant Clearance Automated Reutilization Screening System.
Revises Chapter 4 and Appendix 7.7. Revises DLMS Supplements 511M, 511R, and
869F.

L. ADC 1026 dated October 10, 2012. Optional WebSDR Acknowledgment

to Submitting System Providing WebSDR-Assigned Control Number. Revises
Chapter 17.

M. ADC 1032 dated January 31, 2013. Assignment of Numeric Routing

Identifier Codes. Revises Appendix 7.2.

N. ADC 1034 dated October 23, 2012. Intra-DLA Revision to Procedures to

Support DLMS 945A, Materiel Release Advice, Cancellation Reason Code and
Denial Management Code for Redistribution Orders Associated with DLA
Disposition Services under Reutilization Business Integration. Revises Chapter 16.

O. ADC 1042 dated January 7, 2013. Revise Wide Area Workflow

Advance Shipment Notice to Accommodate DLA Interface for Reparable
Government Furnished Property. Revises DLMS Supplements 527R and 856ASN
without revision to the manual.
 P. ADC 1044 dated January 22, 2013. Enhanced Interim Supply
Discrepancy Report Reply Capability, Status Update, and Completion Notification.
Revises Chapter 17 and Appendix 3. Revises DLMS Supplements 842A/W and
842A/R.

III. The list below identifies the chapters, appendices or other files from the manual that are
replaced by this change:

Added or Replaced Files Added or Replaced Files

Change History Page Appendix 3

Table of Contents Appendix 6 - Index
Chapter 4 Appendix 6.1
Chapter 5 Appendix 6.6
Chapter 7 Appendix 6.35
Chapter 13 Appendix 6.36
Chapter 16 Appendix 7.2
Chapter 17 Appendix 7.7
Chapter 24 (New) Appendix 7.9
Appendix 7.10
Appendix 7.18
Appendix 8.3
Appendix 8.24
Appendix 8.30
Appendix 8.48
Appendix 8.49

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.

Paul D. Peters
Deputy Assistant Secretary of Defense
for Supply Chain Integration
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
3000 DEFENSE PENTAGON
WASHINGTON, DC 20301-3000

LOGISTICS AND
MATERIEL READINESS

DLM 4000.25, Volume 2, December 7, 2012

Change 1

DEFENSE LOGISTICS MANAGEMENT SYSTEM

VOLUME 2, SUPPLY STANDARDS AND PROCEDURES
CHANGE 1

I. This change to DLM 4000.25, Defense Logistics Management System (DLMS),

Volume 2, June 2012, is published by direction of the Deputy Assistant Secretary of
Defense for Supply Chain Integration under the authority of DoD Instruction (DoDI)
4140.01, “DoD Supply Chain Materiel Management Policy,” December 14, 2011.
Unless otherwise noted, revised text in the manual is identified by bold, italicized print.
The exception would be when the entire chapter or appendix is replaced, or a new one
added. Change 1 also includes administrative updates in Chapter 16, not marked by
bold italics, to change “shall” to “will” per a style change for DoD issuances.

II. This change includes Approved Defense Logistics Management System (DLMS)
Changes (ADC) published by DLA Logistics Management Standards Office memorandum:

A. Addendum 93A dated August 29, 2012. Addendum 93A to include

Status Code BP in Cancellation Procedures. Revises Chapter 4.

B. ADC 1006 dated July 12, 2012. Exception Processing for DLA
Contractor Furnished Material Requisitions. Revises Chapter 4.

C. ADC 1011 dated August 13, 2012. Routing Identifier Code Format Rule
for Defense Contract Management Agency Activities. Revises Appendices AP7.2
and AP7.3.

D. ADC 1012 dated July 6, 2012. Accommodation of Disposition Services

Local Stock Number in Generator Communication. Establishes Appendix 9.

E. ADC 1013 dated June 16, 2012. Intra-DLA Change: Disposal Turn-In
Document Number Suffixing for DLMS 846C and DLMS 846R for use by DLA
Disposition Services under Reutilization Business Integration. Revises DLMS
Supplements 846C and 846R, without revision to the manual.

F. ADC 1014 dated August 17, 2012. Revised Procedures for Inclusion of
Contract Data in Transactions Associated with Government Furnished Property and
Management Control Activity Validation of Contractor Furnished Materiel
Requisitions. Revises Chapters 4 and 5, Appendices AP6.1, AP8.2, AP8.23, AP8.24
and AP8.48. Revises the following DLMS Supplements, 511R, 511M, 517G, 856S,
856R, 867I, 869C, 869F, 870S, and 940R.
 G. ADC 1016 dated June 16, 2012. Adds a new Disposition Services
Indicator for Controlled Property Branch Verified, for DLA Disposition Services use
with DLMS 527R Receipt Transactions under Reutilization Business Integration.
Revises Chapter 16 and DLMS Supplement 527R.

H. ADC 1021 dated July 17, 2012. Revises intra-DLA Procedures and
DLMS 527D Pre-Positioned Materiel Receipt to Add Container Detail Supporting
Relocation of Materiel between DLA Disposition Services Field Offices under RBI.
Revises Chapter 16, and Administrative Update to DLMS Supplements, 511R, 527R,
and 940R.

III. The list below identifies the chapters, appendices or other files from the manual that are
replaced by this change:

Replaced Files
Change History Page
Table of Contents
Chapter 4
Chapter 5
Chapter 16
Appendix 7.2
Appendix 7.3
Appendix 9 (New)

IV. This change is incorporated into the on-line DLMS manual at the Defense Logistics
Managements Standards Website Publications Page and the PDF file containing the entire set
of change files is available on the Formal Changes Page.
 DLM 4000.25, Volume 2, June 13, 2012

DEFENSE LOGISTICS MANAGEMENT

SYSTEM
VOLUME 2 – SUPPLY STANDARDS AND
PROCEDURES
FOREWORD
I. The Defense Logistics Management System (DLMS) manual is reissued as Defense
Logistics Manual (DLM) 4000.25, Defense Logistics Management Standards (DLMS),
under the authority of DoD Instruction (DoDI), 4140.01, DoD Supply Chain Materiel
Management Policy. DLM 4000.25 is composed of multiple volumes, each supporting
functionally related business processes. Volume 2 prescribes uniform procedures, data
elements and codes, formats, forms, and time standards for the interchange of logistics
information relating to requisitioning, supply advice, supply status, materiel
issue/receipt, lateral redistribution, materiel return, and inventory control processes.

II. The provisions of this manual apply to the Office of the Secretary of Defense, the
Military Departments, the Joint Staff, the Combatant Commands, and Defense
Agencies. The manual applies, by agreement, to external organizations conducting
logistics business operations with DoD including (a) non-Government organizations,
both commercial and nonprofit; (b) Federal agencies of the U.S. Government other than
DoD; (c) foreign national governments; and (d) international government organizations.

III. This manual incorporates the Approved Defense Logistics Management Standards
(DLMS) Changes (ADC) listed in the Process Change History page immediately
following this Foreword. ADCs are published electronically on the ADC page of the
DLMS Website. Recommended revisions to this manual will be proposed and
incorporated under the Process Review Committee (PRC) forum for logistics functional
areas. Submit all proposed change requests through your designated DoD Component
PRC representatives. The procedures are in Volume 1, Chapter 3 of this manual and is
available on the DLMS Website.

IV. This Volume is approved for public release and is available electronically on the DLMS
Website. Use the comment form to contact the Enterprise Business Standards Office
(EBSO).

Paul D. Peters
Deputy Assistant Secretary of Defense
for Supply Chain Integration
 DLM 4000.25, Volume 2, November 26, 2019

Volume 2 – SUPPLY STANDARDS AND

PROCEDURES
PROCESS CHANGE HISTORY

ADC Change
Date Change Description
Number Number
Addendum 93A to include Status Code BP in
Cancellation Procedures. This change corrects an
administrative oversight in documented procedures for
93A 08/29/12 1
source of supply processing of single line requisition
cancellation requests to check for Status Code BP.
Revises Chapter 4, Requisitioning.
Revised Service Code V Use in Routing Identifier
Codes (RICs). This change reassigns the use of Service
and Agency Code V applicable to Routing Identifier Codes
(RICs) to the Navy. Although the Service and Agency Code
V belongs to the Navy for DoDAAC assignment, its use in
RICs does not. The V-series when used as the RI-To is
currently assigned to the National Aeronautics and Space
102 8/15/2009 Administration (NASA) for use in logistics transactions 2
(NASA also used as RI-From). Under this ADC, all new
RIC assignments in the V-series will belong to the Navy for
use to designate Navy contractor locations. Any existing V-
series RI values previously assigned for NASA will be
deleted. To satisfy NASA requirements, new RICs in the
appropriate G-series will be assigned in coordination with
the General Services Administration (GSA).
DAAS Processing Rules for Project Code 3AD
(Supply/MILSTRIP) (Staffed as PDC 99). This change
requires the Defense Automatic Addressing System
(DAAS) to pass (instead of route) all DIC A0_ requisitions
containing Project Code 3AD to the activity identified in the
103 07/23/2003 4
Routing Identifier Code (To). This will direct the requisition
to the Principal whose assets will be used for the repair as
requested by the Agent (or Source of Repair) under the
Depot Maintenance Inter-Service Agreement (DMISA).
Revises Chapter 4, Requisitioning.

CHP-1 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revised Procedures associated with the DLMS
Enhancement for Communication of Unit Price. This
change supplements ADC 221 with enhanced business
rules for conversion mapping from DLMS to legacy 80
221A 8/3/2011 record position formats to block the perpetuation of any 0
price exceeding seven positions (five digits dollars and two
digits cents), and block the perpetuation of any price
consisting of all "9"'s. Revises DLMS 511R, 511M, 527D,
527R, 536L, 810L, 812L, 812R, 846D, 856S, and 869F.
Discrepancy Disposition/Status (Reply) Code
Revisions. Modifies and adds Disposition/Status Codes
available for use in SDR replies. Assignment of these
222 1/9/2007 codes within SDR transactions must be recognized by 8
automated SDR applications. Revises DLMS Volume 2,
Chapter 17, Supply Discrepancy Reporting and Appendix
7.28, Supply Discrepancy Report Relevant Data Elements.
Rename Location Audit Program to Record
Reconciliation Program. This change renames the
237 4/25/2007 Location Audit Program to the Record Reconciliation 0
Program. Revises Chapter 7 Physical Inventory Control.

Inclusion of Additional Customers under Material

Processing Center (MPC) Shipment Status Distribution
Rules. This change allows for the inclusion of additional
242B 7/8/2009 0
customers, regardless of Service/Agency, to receive a copy
of the DLMS 856S to support MPC processing. Revises
Chapter 5, Status Reporting.
Notification for Distribution Depot Product Quality
Deficiency Report (PQDR) Exhibit Receipt - Product
Data Reporting and Evaluation Program-Automated
Information System (PDREP-AIS) Interface. This change
expands DoD WebSDR business rules associated with
ADC 245. Under the updated procedures, WebSDR routes
245C 7/21/2011 0
action and information copies of the DLMS 842A/W SDR
containing a Discrepancy Code Q11 (Returned PQDR
Exhibit Deficiency) from the distribution depot to the
PDREP-AIS to update the related PQDR’s exhibit
information. Revises Chapter 17, Supply Discrepancy
Reporting, and DLMS 842A/W.

CHP-2 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
WebSDR/SDR Transaction Edits: Forwarding and
Follow-up Timeframes. This change approves two new
edit processes for DoD WebSDR that improve data quality
and enforce existing business rules. Under this change
follow-up transactions are edited to ensure that an
256 12/19/2007 0
appropriate time has elapsed before follow-ups are
submitted. A new edit is established in DoD WebSDR to
block forwarding of SDRs where the historical record does
not contain sufficient data to establish a basic SDR.
Revises Chapter 17, Supply Discrepancy Reporting.
DLMS Enhancement for Part-Numbered Requisition
Format and USAF Unique Rules for Descriptive
Information including Technical Order (T.O.) Number.
This change adds capability to provide technical/
descriptive data for part-numbered requisitions. This
264 1/30/2008 0
change includes administrative updates to MILSTRIP-
identified descriptive information data associated with part-
numbered requisitions, during the transition to DLMS from
the MILS-based procedures and removes screening code Z
from DAAS maps. Revises DLMS 511R, 511M, and 869F.
Establish New DLMS 830D, Version 4030, for Demand
Data Exchange (DDE) Projected Supply Plan.
278 9/22/2008 0
Establishes DLMS 830D Demand Data Exchange (DDE)
Projected Supply Plan.
Consolidation and Containerization Points (CCP)-
Originated SDRs including Noncompliant Wood
Packaging Material (WPM) Procedures and Shipment
282 5/8/2008 Hold Code. This change supports generation of SDRs at 0
the CCP for shipments using noncompliant WPM to
OCONUS sites. Revises Chapter 17, Supply Discrepancy
Reporting.

CHP-3 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
CCP-Originated SDRs including Noncompliant WPM
Procedures with Cost Breakdown and New Procedures
for Closing WPM and Passive RFID SDRs. This change
identifies two additional DLMS SDR transaction data
elements to report material and labor costs for repackaging
to be used optionally when reporting packaging
282A 7/16/2008 discrepancies. This change also establishes procedures 0
for closing SDRs with passive Radio Frequency
Identification (pRFID) and WPM discrepancies thereby
reducing manual workload. It establishes an option for
forwarding CCP-originated transshipment SDRs to the
action activity by email. Revises Chapter 17, Supply
Discrepancy Reporting, as well as DLMS 842A/W.
Revisions to DLMS Supplements to Add Shop Service
Center for BRAC Inventory Management and Stock
Positioning (IMSP). This change adds a new DLMS data
284A 5/13/2008 0
element for Shop Service Center, also known as Shop
Store Identifier. Revises DLMS 511R, 511M, 869F, 869A,
940R, 945A, 870S, 856S, 830D, 830R, and 867D.
Administrative Revision to MILSTRIP and DLMS
Supplement 869C, Requisition Cancellation for
Inclusion of Missing Passing Activity Identification.
This change updates the MILSTRIP/DLMS procedures, the
285 6/10/2008 DLMS 869C, and Defense Automatic Addressing System 0
(DAAS) conversion mapping for MILSTRIP DIC AC_/AK_
transactions to permit inclusion of the party passing the
transaction in the cancellation and cancellation follow-up.
Revises Chapter 4, Requisitioning, as well as DLMS 869C.
Administrative Update for MILS/DLMS Conversion for
286B MILSTRIP ACP/ACM Cancellation Formats. This change
(replaces 6/2/2008 updates the DLMS 869C and DIC ACP/ACM maps at DLA 0
286) Transaction Services to add a code for the party to receive
the transaction. Revises DLMS 869C.
Special Program Requirements (SPR) Status and
Corresponding DLMS Manual Procedures;
Administrative Update to DLMS 830R, SPR. This
change revises SPR procedures in the DLMS manual to
287 6/24/2008 0
bring the DLMS procedures in line with corresponding
Military Standard Transaction Reporting and Accounting
Procedures (MILSTRAP) procedural requirements and the
existing SPR process.

CHP-4 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Local Delivery Manifesting Shipment Status. This
change authorizes expanded use of the CCP shipment
status format to include other consolidation processes
288 6/23/2008 performed subsequent to creation of shipment status, such 0
as local delivery manifesting, for the purpose of providing
pRFID and updated status. Revises Chapter 5, Status
Reporting, as well as DLMS 856S.
Revisions to Security Assistance Program Procedures,
Modification of the Definition of the Security
Assistance Type of Assistance and Financing Codes
and Policy Change to Billing Procedures. This change
revises procedures applicable to: the timeframe for
289 10/21/2009 0
shipments using a required availability date, the use of
extended required delivery dates, storage charges for
materiel awaiting notice of availability responses, and
makes minor changes to program names and acronyms.
Revises Chapter 4, Requisitioning.
Administrative Update to Chapter 14, and DLMS 846F,
Ammunition Freeze/Unfreeze Transaction. This change
addresses the DLMS Accredited Standards Committee
292 7/23/2008 (ASC) X12 transactions beginning segment report type 0
codes, and their correlation to MILSTRAP DIC functionality.
Revises Chapter 14, Issue, Loan, Demand, and
Ammunition Freeze/Unfreeze.
Revised Time Standards, Codes, and Procedures for
Reporting and Processing of Supply Discrepancies.
This change identifies revisions to SDR procedures and
time standards for customers (Security Assistance and
U.S.), International Logistics Control Offices, and action
activities. Additionally, this change updates SDR code lists,
293 8/13/2008 adds SDR transaction data elements for Controlled 0
Inventory Item Code for the wrong item received and
Demilitarization Code for the requisitioned item and the
wrong item received, and consolidate guidance for SDRs
submitted by Security Assistance customers. Revises
Chapter 17, Supply Discrepancy Reporting, as well as
DLMS 842A/W.

CHP-5 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Use of DLMS Qualifier for Local Stock
Number/Management Control Numbers. This change is
intended to insure that all systems operating in a DLMS
environment must recognize and process materiel
identification Qualifier ZZ in all applicable DLMS
295 8/6/2008 transactions. This unique qualifier accommodates an 0
existing requirement for data covered under the Defense
Logistics Standard System (DLSS) ‘stock or part number
field and supports interfaces in a mixed DLSS/DLMS
environment. Revises DLMS 527D, 527R, 846P, 846R,
867D, 867I ,888I, and 947I.
Passive Radio Frequency Identification (pRFID)
Transactions. This change adds two new values,
Delivered and Undelivered/Attempted Delivery, to the
Reader Function Code data element in the XML Visibility
296 8/12/2008 0
transaction in support of local delivery processing. Revises
Chapter 24, Passive Radio Frequency Identification.
NOTE: This chapter was subsequently moved to DLMS
Volume 3 per ADC 305.
Revision to DoD 4000.25-M, DLMS Manual, Volume 3,
Transportation. This administrative change moves
Volume 2, Chapter 24, Passive Radio Frequency
305 10/23/2008 Identification to DLMS Volume 3, Chapter 3, Transportation 0
to better align it with other related procedures associated
with the interchange of information between the logistics
and transportation domains.
Administrative Change to Rail Transportation
Mode/Method Codes and Definitions. This change
updates the DoD codes, definitions, X12 conversion and
306 11/10/2008 appendix references to synchronize with the United States 0
Transportation Command’s Authorized Data Source for
transportation mode/method codes. Revises AP8.14,
AP8.15, AP8.19, AP8.30, and AP8.39.

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ADC Change
Date Change Description
Number Number
Administrative Update to Chapter 6, Physical Inventory
Control, and DLMS 846P, 846R, and 888I. This change
correlates between the ASC X12 beginning segment
Report Type Code for DLMS 846P and 846R, and
Transaction Type Code for DLMS 888I, as well as the
functionality of the corresponding MILSTRAP legacy DICs.
307 11/10/2008 0
Additionally, the chapter uses a generic name for the
transactions so that the procedures are format neutral and
lend themselves to both DLMS and MILSTRAP use.
Revises Chapter 6, Physical Inventory Control, DLMS 846P
Physical Inventory, DLMS 846R, Location Reconciliation,
and DLMS 888I.
Update to DLMS Chapter for Asset Status Reporting
and Migration of Army Single Stock Fund (SSF) Asset
Balance Reporting Transaction, DIC BSS, to DLMS
846I, Asset Status. This change established a separate
chapter in DLMS for Asset Status Reporting, rather than
have it included in the chapter addressing supply and
308 1/12/2009 0
shipment status. In addition, the change migrates Army
DIC Code BSS data requirements into DLMS 846I to
support Army's migration to DLMS, and updates the
chapter to address intra-Army requirements for the DLMS
846I associated with DIC BSS. Adds Chapter 22, Asset
Reporting Status.
Notice of Availability (NOA) and NOA Reply
Transaction Data Content/Mapping including Addition
of Type Pack Code for 463L Pallets. This change
updates the data content for the NOA and NOA Reply,
309 6/3/2009 0
resolves a DLMS/MILS conversion issue between the DIC
AD5 and DLMS 870N, adds NOA submitter as a new data
element, and modifies the location of the type pack code in
the DLMS 856N. Revises the DLMS 856N, and 870N.
SDR Attachment Interface. This change allows the
Services and Agencies interfacing with the DoD WebSDR
311 5/13/2009 to transmit and receive attachments via a standard process. 0
Revises Chapter 17, Supply Discrepancy Reporting, as well
as DLMS 842A/W, and 842A/R.

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ADC Change
Date Change Description
Number Number
Revisions to DLMS 527R to Add Code for MILSTRAP
DRB Functionality and to Address Enhancement for
Advice Codes Used with 527R Receipt and Response
to Inquiry for Materiel Receipt. Provides a new DLMS
313 2/02/2012 527R beginning segment action code to provide 0
functionality of MILSTRAP DIC DRB-MRA Reply to Follow-
up. Revises Chapter 13, Receipt; Chapter 10, Material
Receipt Acknowledgement; and Correlation of MILSTRAP
DIC Functionality to DLMS Tables.
Administrative Update to Appendix 5, Instructions for
Submission of DoD UIT Program Candidates. Updates
314 12/22/2008 0
AP5, Instructions for Submission of DoD UIT Program
Candidates.
Retail Transportation and Supply Receipt and
Acknowledgement Transactions. This change approves
a standardized interchange and set of business processes
between retail transportation and supply activities through
the use of the standard DLMS 940R and DLMS 945A. This
standard exchange provides the ability to pre-position
release order data in transportation, submit follow-up status
messages to transportation requesting updated shipment
316 2/19/2009 0
status, submit cancellation requests to transportation for
release orders already turned over to transportation for
shipment planning and execution, provide supply status
messages from transportation to supply, provide
cancellation response messages from transportation to
supply, and submit material release confirmation messages
from transportation to supply when the material has
shipped. Revises DLMS 940R and 945A.
USAF Requirements for Item Record Data and Unique
Item Tracking (UIT) using the Materiel Release (DLMS
940R) under Transportation and Supply Receipt and
Acknowledgement Interchange. This change added the
316A 6/26/2009 0
UIT program code for Positive Inventory Control Nuclear
Weapon Related Materiel UIT and identified the DLMS
940R as having UIT capability. Revises Chapter 19,
Unique Item Tracking.

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ADC Change
Date Change Description
Number Number
New Distribution Code (111) for the Retail
Transportation and Supply Receipt/ Acknowledgement
Interchange Transaction. This change revises the
316B 6/26/2009 distribution code from 1 to 111 to clearly identify the 0
transactions used for the Retail Transportation and Supply
Receipt and Acknowledgement Interchange. Revises
DLMS 940R and 945A.

Revise DLMS 940R Material Release and DLMS 945A

Material Release Advice, to Support Unique Item
Tracking for Air Force Positive Inventory Control (PIC)
under the Retail Transportation and Supply Receipt
316C 1/15/2010 0
and Acknowledgement Interchange. This addendum
authorizes the generation of DLMS 940R and 945A
information copies to the Air Force PIC Fusion. Revises
Chapter 19, Unique Item Tracking.
Air Force-Unique Document Identifier Code Mappings
to 940R under the Retail Transportation and Supply
Receipt and Acknowledgement Transactions. This
316D 8/3/2010 0
change adds DAAS mappings for the Air Force unique
DICs XAA and XAR to the DLMS 940R. Revises DLMS
940R and DLMS 945A.
Revised Business Rules for Transshipper-Prepared
SDRs. This change establishes new procedures associated
with reporting supply discrepancies discovered while the
shipment is in-transit. It authorizes two new SDR action
codes to distinguish between SDRs requiring expedited
response to resolve frustrated freight problems and those
317 2/17/2009 0
requiring no response, but which may be used by the action
activity to correct shipping/packaging errors, recoup money
from noncompliant vendors, and identify trends. A time
standard of 5 days is established for those SDRs
requesting expedited response. Revises Chapter 17,
Supply Discrepancy Reporting.

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ADC Change
Date Change Description
Number Number
Approved Addendum to Transshipper-Prepared SDRs
for Documentation and Labeling Discrepancies. This
change provides additional discrepancy codes to
specifically target high volume discrepancies encountered
by transshippers. In addition, this change modifies the text
317A 9/15/2009 0
names associated with existing documentation discrepancy
codes so that they may be used for various types of
documentation, including vendor shipment documentation.
Revises Chapter 17, Supply Discrepancy Reporting, as well
as, Appendix 3.
Action Activity Replies to Transshipper-Prepared
SDRs. This change further enhances the business process
317B 6/1/2011 associated with transshipper SDRs by clarifying appropriate 0
responses to be provided by action activities. Revises
Chapter 17, Supply Discrepancy Reporting.
Revised DLMS 846P to Add Transaction Creation Date;
and for Intra-Navy Changes to Migrate Navy BZA/BZC
Data Requirements to 846P End of Day Transaction
320 6/15/2009 Count Function. This change adds the ‘transaction 0
creation date to 846P, maps Navy DIC BZA and BZC data
to DLMS 846P. Revises Chapter 6, Physical Inventory
Control, and DLMS 846P.
Addition of Local Catalog ID qualifier to Support
Requirements for Theater Enterprise-Wide Logistics
System (TEWLS) Requisitions. This change adds the
capability to identify a local catalog ID in requisitions and
322 5/7/2009 0
supply status transactions enabling communication of this
data between Army Medical Material Agreement sites and
DLA. Revises DLMS 511R, 511M, 869F, 842A/W, and
842A/R.
DLMS Procedures for Materiel Returns from National
Inventory Management Strategy (NIMS) Sites and
Industrial Sites under Base Realignment and Closure
(BRAC). This change documents procedures for materiel
324 6/24/2009 returns to DLA under the NIMS and BRAC, along with 0
establishing new procedures for authorizing and processing
customer credits. Revises Chapter 11, Material Returns,
and Redistribution of Assets, and Chapter 12, Due-In and
Advance Receipt Information.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
DLMS 869A, Requisition Inquiry/Supply Assistance
Request, Correction and Clarification of Data Mapping,
Administrative Updates, and Coordination of
Procedures for Transaction-Based Supply Assistances
326 8/31/2009 Requests. This change standardizes the procedures for 0
implementation of the DLMS enhancements associated
with the supply assistance requests for planned
implementation during modernization. Revises Chapter 4,
Requisitioning, and DLMS 869A.
“Off-Line” Requisition Processing: Internet Ordering
Application Request for Component Verification of
Funds Availability and Recording of the Financial
Obligation. This change provides guidance for an
interface to be established between the various internet
328 7/28/2009 ordering applications and the applicable Service/Agency 0
financial application. The purpose of the interface is to
ensure funds availability before allowing the requisition to
be processed, and, as a separate, subsequent action, to
establish the required obligation within the financial system.
Revises Chapter 4, Requisitioning, and DLMS 511R.
Revision to DLMS, Volume 2, Chapter for Logistics
Asset Support Estimate (LASE). This change made
333 8/5/2009 administrative updates to the DLMS LASE chapter. ADC 0
333 is overcome by ADC 400 which eliminates the LASE
process.
SDR Process for AF Retail Storage Activity Denials.
This change documents the process by which the Air Force
will identify a supply discrepancy and request credit as the
result of storage activity denials after DLA assumes support
functions at the three Air Logistics Centers under BRAC.
334 8/31/2009 The Air Force will submit a DLMS 842A/W SDR to DLA in 0
response to a storage activity denial. This change requires
identification of the denial document number in the SDR
using the customer-assigned SDR number field. Revises
Chapter 17, Supply Discrepancy Reporting, as well as
DLMS 842A/W and 842A/R.
New Advice Code for Surge Requirements of Mission
Support Material (MSM) under Navy Base Realignment
338 9/28/2009 0
and Closure (BRAC) IMSP. This change was replaced in
its entirety by ADC 338A.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
New Advice Code for Surge Requirements of Mission
Support Material (MSM) under Navy BRAC Inventory
Management and Stock Positioning (IMSP). This
change republishes ADC 338 to replace the previously
338A 8/24/2010 assigned advice code with a new management code for 0
use on DLMS transactions associated with requisitioning to
identify surge requirements for Mission Support Material
(MSM) under DLA-Navy BRAC IMSP. Revises the DLMS
Data Dictionary.
Revise DLMS 527R Receipt, 867I Issue, 945A Materiel
Release Advice, and 947I Inventory Adjustment to
Support Unique Item Tracking for Air Force Positive
Inventory Control (PIC). This change adds a new action
347 10/27/2009 code to clearly identify the copy of the transaction as an 0
“image” transaction that does not affect the accountable
records when the balance-affecting accountable transaction
bypassed the normal DLA Transaction Services transaction
flow. Revises DLMS 527R, 867I, 945A, and 947I.
Management Code for Product Quality Deficiency
Report (PQDR) Replacement Requisitions. This change
authorizes the assignment of a new management code for
use on requisitions, requisition alerts, and selected follow-
on transactions. The new code will indicate the materiel is
being re-requisitioned upon determination that the originally
352 2/18/2010 0
requisitioned materiel was deficient and subsequent to
submission of a PQDR. The management code alerts
procurement personnel not to purchase the replacement
material from the vendor identified in the PQDR. Revises
Chapter 4, Requisitioning, and DLMS 511R, 511M, 869F,
and 870S.

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ADC Change
Date Change Description
Number Number
Revised Procedures for Pre-positioned Materiel Receipt
(PMR) and Shipment Status for Retrograde and
Directed Discrepant/Deficient Materiel Returns
Including Corrected Time Standard for Security
Assistance/Foreign Military Sales. This change modifies
business rules and associated transactions to discretely
identify the type of materiel return (discrepant/deficient,
retrograde), to provide a matching PMR and materiel
353A 8/25/2010 0
returns shipment status, and to require assignment of a
unique transportation control number to eliminate duplicate
numbers. Revises Chapter 11, Materiel Returns,
Redistribution of Assets, Directed Discrepant/Deficient
Materiel Returns, and Retrograde Returns, Chapter 12,
Due-In and Advance Receipt Information, and Chapter 17,
Supply Discrepancy Reporting, as well as DLMS 527D,
856R, and 842A/R.
Revise DLMS 846I, Asset Status Report to Address
Intra-Navy Requirements for Navy DIC BA7, Cyclic
356 2/5/2010 Asset Status Report - Mobile Activities. Maps Navy 0
legacy DIC BA7 to DLMS 846I. Revises Chapter 22, Asset
Status Reporting, as well as DLMS 846I.
SDR Transaction Content/Business Rule
Revisions/Clarification and Administrative Updates.
This change addresses multiple issues associated with the
content of SDR transactions and associated guidance.
Changes include: updated mapping and guidance for types
of materiel identification, removal of obsolete data
elements, inclusion of vendor shipment number on SDR
358 4/28/2010 0
reply, expanded field length for reply remarks, a new reply
code value, revised meaning fort Discrepancy Code T8,
revised business rules for Action Code 3B, and clarification
of "pseudo shipment numbers" identified on SDRs.
Revises Chapter 17, Supply Discrepancy Reporting, as well
as DLMS 842A/W and 842A/R.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Perpetuation of the Denial Management Code to the
DLMS Requisition, and Modification of USAF BRAC
IMSP SDR Procedures. This change perpetuates existing
management codes on a DLMS requisitioning transaction
to indicate a denial has occurred on a prior requested
359 2/23/2010 release of materiel purchased by the Air Force from DLA; it 0
also includes the original document number/suffix to enable
DLA to support the new requirement from an alternate
source in lieu of where the original denial occurred.
Revises Chapter 17, Supply Discrepancy Reporting.
Revises DLMS 511R, 511M, and 869F.
Procedures and Content Requirements for Catalog
Data Support under Navy and Marine Corps BRAC.
This change establishes catalog data support procedures
360 1/5/2010 0
and transactional interface for Navy and Marine Corps
BRAC usage. Revises Chapter 23, Catalog Data Support
and establishes DLMS 832N.
Revised Catalog Data Support under Navy BRAC to
Add Catalog Transaction Purpose Codes and Drawing
CAGE. This change added two new values (response
delayed and manual action required) to the catalog
360A 10/6/2011 0
transaction purpose code data element in the DLMS 832N.
It also added a new data element (drawing CAGE) to
associate the CAGE with a part drawing number. Revises
Chapter 23, as well as DLMS 832N.
Requirement for Exception Distribution of a Minimal
Content SDR via Electronic Mail (E-mail). This change
publishes updated procedures for SDR processing to
361A 4/6/2010 ensure compliance with HQ DLA guidance for proper 0
labeling and dissemination of “For Official Use Only
(FOUO)” documents via e-mail. Revises Chapter 17,
Supply Discrepancy Reporting.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Request for Discrepancy Indicator Code to Identify
527R MRA Generated Based on “Virtual Receipt” to
Support Navy BRAC SS&D/IMSP. This change request is
for the assignment of a new Discrepancy Indicator code for
use on DLMS 527R standard transactions indicating the
MRA is the result of a virtual receipt being posted in a Navy
372 5/21/2010 Maintenance system (Material Access Technology (MAT), 0
or Material Resource Planning (MRP) II (MRPII)). This
change allows 527R MRA transactions which are
generated from the Navy ‘virtual’ receipt process to include
an MRA Discrepancy Indicator code to facilitate recognition
by external parties (e.g., logistics response time). Revises
the DLMS Data Dictionary.
New and Revised Supply Status Procedures to Support
“Virtual Receipt” and Requisition Alert Processes
under Navy BRAC SS&D/IMSP. This change establishes
new supply status codes for materiel arrival at the local
Industrial Activity worksite and delivery when materiel is
379 6/15/2010 0
processed on a local manifest. This change also
establishes procedures to provide supply and shipment
status on requisition alerts to the Navy Shipyard or Fleet
Readiness Center sites as the order is updated by the ICP.
Revises DLMS 870S.
Revised Supply Status Procedures to Support “Virtual
Receipt” and Requisition Alert Processes under Navy
BRAC SS&D/IMSP – Intermediate Supply Status. This
change enhances procedures implemented under ADC 379
to include additional supply status requirements to Navy
379A 5/4/2012 BRAC SS&D sites. The new supply status procedures will 0
provide greater visibility to the Naval Shipyard or Fleet
Readiness Center in response to Navy requisition alert
transactions in three situations: Pre-shipment Notification,
Pre-protection Notification, and Mission Support Materiel
(MSM) Allocation Notification.

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ADC Change
Date Change Description
Number Number
Revised Supply Status Procedures to Support
Requisition and Requisition Alert Processes under
Navy BRAC SS&D/IMSP – Intermediate Supply Status.
This change enhances procedures implemented under
ADC 379 to update supply status requirements to provide
notification to Navy Base Realignment and Closure (BRAC)
Retail Supply Storage and Distribution (SS&D)/Inventory
379B 4/8/2013 Management and Stock Positioning (IMSP) sites when 3
materiel requisitioned by DLA (on behalf of the Navy) from
another Service/Agency source of supply (SoS) has been
processed for shipment. This change updates the narrative
for existing supply status codes to provide more explicit
explanation of their usage. This change supplements and
modifies ADC 379/379A procedures; it does not replace
prior ADCs. Revises Appendix 7.16, Supply Status.
Procedures and Additional Data Content supporting
Unit of Use Requirements under Marine Corps BRAC.
This change authorizes a data field on multiple DLMS
transactions to provide a cross reference to the assigned
381A 11/1/2010 0
local stock number (LSN) when a unit of use requirement
applies to that materiel. Revises DLMS 527R, 842A/W,
842A/R, 842C/I, 842C/R, 842S/Q, 842S/R, 846P, 846R,
867I, 943A, 945A, 947I.
Administrative Revision to Identify Delivery Location
Position in Transactions. This administrative addendum
381B 5/6/2011 0
clearly identifies the inclusion of delivery location in the
DLMS. Revises 511R, 511M, 527D, 869F.
Special Programs for Non-DoD/Non-Federal Agency
Requisitioners; Additions in Support of DLA
Disposition Services Under Reutilization Business
Integration (RBI). This change amends ADC 384 to
384A 4/7/2011 0
establish procedures for additional Special Programs in
support of DLA RBI, where the requisitioner is neither a
Federal Agency nor a DoD entity. Revises Chapter 4,
Requisitioning.
DLMS Enhancement: DLMS 846A Asset
Reclassification Transaction and Associated
Procedures, and Administrative Update to DLMS 947I
387 7/2/2010 Inventory Adjustment. This change expands capability of 0
the 846A DLMS transaction, notes, and procedures.
Revises Chapter 7, Inventory Adjustment, DLMS 846A, and
DLMS 947I.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Inventory Control Point /Integrated Item Manager
(ICP/IMM)-Directed Shipments of Non-Requisitioned
Government Furnished Materiel (GFM). This change
authorizes an alternative process based on a bill of materiel
389 8/3/2010 0
enabling the source of supply to “push" GFM from the
supply system, without initializing the requirement via a
requisition (per current MILSTRIP "pull" for GFM). Revises
Chapter 4, Requisitioning.
Request for New Transportation Activity Processing
Supply Status Code. This change adds Status Code BX
395 9/1/2010 to enable the transportation activity to report a more 0
detailed supply status in response to a follow-up inquiry
from supply. Revises DLMS Data Dictionary.
Automated Data Capture for Serialized Item Shipments
and Preparation of the Issue Release/Receipt
Document (IRRD) (DD Form 1348-1A or DD Form 1348-
2) Continuation Page. This change provides enhanced
399 3/18/2011
procedures in support automated data capture and
establishes a mandatory continuation page for DD forms
1348-1A or 1348-2. Additionally, this change removes
MILSTRIP guidance for an automated packaging list.

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ADC Change
Date Change Description
Number Number
Automated Data Capture for Serialized Item Shipments
and Preparation of the Issue Release/Receipt
Document (IRRD) (DD Form 1348-1A or DD Form 1348-
2) Continuation Page. This addendum requires that
unique item identifiers (UIIs) and serial numbers identified
in support of DoD policy for the application of IUID in supply
business processes be encoded and linked together, when
they are machine readable and readily available, or when
retrievable from the system generating the form. Additional
capability is provided to include batch/lot numbers in
association with the UII and/or serial number, This
addendum clarifies Code 39 linear bar code data format
requirements and updates terminology including references
to the PDF417 2D bar code (vice 2D symbol) and “DoD
399A 1/30/2013 2
policy for application of IUID in supply processes” (vice
serialized item management. Revises Table of Contents,
AP 6, Forms/Message Formats Index, AP 6.1,
Forms/Message Formats (Introduction),AP 6.6, DD FORM
1348-6, DoD Single Line Item Requisition System
Document (Manual-Long Form), AP 6.35, Issue
Release/Receipt Document (IRRD) (DD Form 1348-1A)
With Code 39 (Three of Nine) Bar Codes and PDF417 Two-
Dimensional (2D) Bar Code, 6.36, Issue Release/Receipt
Document (IRRD) (DD Form 1348-1A or DD Form 1348-2)
Continuation Page, AP 8.48, Materiel Release Document
DD Form 1348-1A or DD Form 1348-2, and AP 8.49,
Transfers to DLA Disposition Services Field Office on 1348-
1A or DD Form 1348-2 (Single Line-Item Turn-Ins).
Elimination of the DLMS-MILSTRAP Logistics Asset
Support Estimate (LASE) Process No Longer Required
by the DoD Components. This change eliminates the
DLMS-MILSTRAP LASE process as recommended by the
DoD Components. This change documented that DLA and
Army were not implementing LASE in their respective
400 4/11/2012 enterprise resource planning systems. The remaining DoD 0
Components agreed to DLA and Army’s elimination of the
LASE process. The Navy, Air Force, and Marine Corps
concurred with the elimination of LASE. Deletes Chapter
24, LASE, and removes LASE from the DLMS Acronyms,
Definitions and Terms. DLMS 842L, LASE Transaction is
cancelled and DLMS 870L was revised.

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ADC Change
Date Change Description
Number Number
Procedures and Data Content for DLMS Warehouse
Service Request (940S) and Warehouse Service Advice
(943A) under Navy and Marine Corps BRAC. This
change establishes procedures and new DLMS
transactions to communicate a Warehousing Service
Request (DLMS 940S) for re-warehousing and/or
401 2/17/2012 0
protection, staging, or picklist/callout actions to the
Distribution Depot and a new DLMS transaction and to
communicate a Warehouse Service Advice (DLMS 943A)
to provide positive or negative status on the requested
warehousing action. Establishes the DLMS 940S and
943A.
Revise DLMS 947I Inventory Adjustment Transaction
and Associated Procedures to Support Marine Corps
BRAC Storage and Distribution Interface. This change
provides new procedures and updates to a DLMS
transaction to communicate DLMS 947I Inventory
Adjustment Quantity or Status Adjustment Reason (QSAR)
402 10/29/2010 Code ‘AG-Ownership Change’ for a new (second) purpose 0
specific to USMC BRAC to identify a gain or loss resulting
from ownership change associated with re-warehousing.
This ownership change can be requested by the Marine
Corps or can occur as a result of material identified as
discrepant upon receipt. Revises DLMS 947I Inventory
Adjustment.
Revision to Small Arms and Light Weapons (SA/LW)
Procedure to Address Reporting Foreign Weapon
Serial Numbers and Definition Updates. This change
404 12/9/2010 provides new procedures for assignment of serial numbers 0
for foreign weapons with unrecognizable serial number
character. Revises Chapter 18, SA/LW Serial Number
Registration and Reporting.
DLMS Mapping for Air Force Unique Transactions Used
between Air Force Locations and Expeditionary
Combat Support System (ECSS). This change
405 12/28/2010 establishes DLMS mapping to applicable unique Air Force 0
transactions (e.g., BF7, BL0, and B7A) used between Air
Force locations and ECSS. Revises DLMS 940R and
945A.

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ADC Change
Date Change Description
Number Number
Requirements for Unique Item Tracking (UIT) in the
DLMS Supply Status (870S) Supporting the Cargo
Movement Operations System (CMOS) Interface. This
change allows for the inclusion of UII and/or Serial Number
data in DLMS 870S in support of the retail supply
407 12/27/2010 transportation interchange, authorizes the generation of an 0
information copy of the DLMS 870S to Air Force PIC Fusion
as applicable, and adds a new qualifier to identify the retail
supply activity generating the supply status. Revises
Chapter 5, Status Reporting, Chapter 19, Unique Item
Tracking, as well as DLMS 870S.
Intra-DLA Revisions to DLMS 867I Issue and
Associated Procedures to Support Relocation of
Material between DLA Disposition Services Field
Offices under RBI. The DLMS 867I Issue transaction will
409 2/14/2011 0
be used to track the material issues between DLA
Disposition Service Field Offices for disposal items.
Revises Chapter 16, Disposition Services, as well as DLMS
867I.
Intra-DLA Revisions to Procedures and DLMS 527D
Pre-Positioned Materiel Receipt (PMR) to Add
Disposition Container ID for use with Relocation of
Material between DLA Disposition Field Offices Under
410 2/25/2011 0
RBI. This change revises DLMS 527D, to add the DTID
number as a secondary reference number for PMRs
associated with relocation. Revises Chapter 16,
Disposition Services.
Intra-DLA Revision to Procedures and DLMS 527D PMR
to Add Disposition Container ID for use with Relocation
410 of Material between DLA Disposition Services Field
Adden- 10/12/2011 Offices Under RBI – Addendum Adds DTID Number. 0
dum This change adds the DTID number to DLMS 527D for
PMRs associated with relocation. Revises Chapter 16,
Disposition Services.
Update Functionality for DLMS 856S Shipment Status
and DLMS 945A Material Release Advice. This change
establishes procedures for the originating activity to
generate an update to the DLMS 856S and 945A in the
411 4/12/2012 0
event the outbound shipment details change from what was
originally transmitted. Revises Chapter 4, Requisitioning,
and Chapter 5, Status Reporting, as well as DLMS 856S
and 945A.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Change - Establish New DLMS 846C, DLA
Disposition Category Update Transaction and
Procedures for use by DLA Disposition Services under
RBI. This change establishes new DLMS Disposition
Category Update transaction for communication of
412 2/21/2012 disposition category between DLA Disposition Services ICP 0
and Field Offices. The disposition category serves as an
input to the stow process and determines which system will
process the property. Revises Chapter 16, Disposition
Services, and creates new DLMS 846C.

Intra-DLA Revisions to Procedures and DLMS 846A

Asset Reclassification Transaction to Add Disposition
Services Container ID Number Change Functionality for
use by DLA Disposition Services Under RBI. This
change adds ‘Disposition Container ID Change’
413 9/01/2011 functionality to DLMS 846A Asset Reclassification 0
transaction. In order to maintain disposition services
container synchronization between EBS and DSS, this
change will account for the removal or switching of an item
from one container to another container. Revises Chapter
16, Disposition Services, and DLMS 846A.
Revisions to DLMS and MILSTRAP Procedures to
Address Owner/Manager Research of Inventory
Adjustments (Accounting Error). This change addresses
owners/managers research requirements for ‘Inventory
Adjustments (Accounting Error)’ by adding a section on
414 3/28/2011 “Research of Potential or Actual Inventory Adjustments 0
(Accounting Errors) – DIC D8B/D9B”. In addition, a code
list is added to clearly identify the inventory adjustment
error classification codes that apply to the inventory
adjustments (accounting error). Revises Chapter 6,
Physical Inventory Control, as well as DLMS 947I.

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ADC Change
Date Change Description
Number Number
Revise the DoD Inventory Control Effectiveness (ICE)
Report (General Supplies) and Revise Type Physical
Inventory/Transaction History Code C and Add Code Z.
This change realigns the ICE Report information to
enhance data analysis to provide meaningful performance
415 11/29/2011 0
data for the varied range of line items managed by the
Components and the depth of inventories, including the
Monetary Values related to Record Reconciliation and end
of day processing. Revises Definitions and Chapter 6,
Physical Inventory Control.
Hazardous Material/Hazardous Waste (HM/HW) Profile
Transaction, DLMS 996H, in Support of RBI. This
change established an interface through DLA Transactions
Services to electronically convey HM/HW Profile Sheet
(HWPS) and shipment status information for shipments to
416 10/25/2011 DLA Disposition Service Field Offices. The interchange 0
accommodates a three-way mapping between the existing
Generator Communication Standard v5.0 in either pipe-
delimited or XML schema formats and a new DLMS 996H.
Revises Chapter 16, Disposition Services, and creates new
DLMS 996H.
Shipment Status for Local Delivery Manifested,
Outbound MILS Shipments on Behalf of On-Base
Customers, Re-Warehousing Actions between
Distribution Depots, and non-MILS Shipments to Off-
Base Customers, with Passive RFID. This change
establishes procedures for use of the DLMS shipment
status for pRFID tagging for shipments that are either local
417 4/26/2011 0
delivery manifesting to base customers, outbound MILS
shipments on behalf of on-base customers, re-warehousing
actions/transshipments between Distribution Depots in
support of industrial activity home and forward site materiel
requirements, or non-MILS (DD1149) shipments to off-base
customers. Revises Chapter 5, Status Reporting, as well
as DLMS 856S and 856R.
Advice Code 2W for Free Issue. This change authorizes
Navy and Marine Corps use of Advice Code 2W when
requisitioning on a free fill or kill basis where the requisition
418 4/06/2011 0
is satisfied through Navy-owned residual end-use assets
managed under Navy ERP. Revises the DLMS Data
Dictionary.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Administrative Update to Eliminate Unique Item
Tracking Designator Code (UITDC) Value ‘UID’ in Favor
of a new cataloging code for Item Unique Identification
(IUID) under Serialized Item Management (SIM). This
change removes the unused code value ‘UID’ and
associated guidance from the UITDC. The unused code
420 4/5/2011 was established as a placeholder that will not be used in 0
light of evolving IUID logistics policy that has shifted to
development of a separate and distinct Federal Logistics
Information System (FLIS) code for IUID that focuses on
two specific levels of intensity: Standard and High.
Removes mention of UID in Chapter 19, Unique Item
Tracking.
Supply Shipment Status Updated to Support RBI Turn-
Ins. This change updates the DLMS shipment status to
add data elements in support of new containerization
422 10/6/2011 0
business process and the turn-in of Hazardous
Material/Hazardous Waste. Revises Chapter 16,
Disposition Services, and DLMS 856S, Shipment Status.
Revise DLMS 527D to Allow Use of Supply Condition
Code (SCC) with Due-In (Procurement Instrument
Source) and Specifically with Logistics Reassignment
Memorandum Due-In (MILSTRAP DDX). This change
allows Use of SCC with Due-In (Procurement Instrument
423 9/29/2011 0
Source) transactions and specifically with Logistics
Reassignment (LR) Memorandum Due-In (MILSTRAP DIC
DDX functionally). DLA uses SCC in LR Memorandum
Due-In transactions (Procurement Instrument Source).
Revises DLMS 527D.
Revised SDR Codes and Procedures including
Incorrect Part Number Discrepancy Codes and DoD
WebSDR Data Edits and Forwarding Enhancements.
This change clarifies and revises SDR codes and
procedures, including incorrect part number reporting. This
425 10/4/2011 0
change establishes procedures for improving data integrity
and facilitating proper identification of activities and
discrepant materiel. Revises Chapter 17, Supply
Discrepancy Reporting, as well as DLMS 842A/W and
842A/R.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-Navy DLMS 511R, Requisition, Inclusion of
Requested Storage Activity. This change revises the
DLMS to allow for the identification of the desired storage
426 5/10/2011 activity from which a requisitioned item is to be supplied. 0
This change will be adopted as an intra-Navy DLMS
enhancement in support of organic maintenance
requisitioning procedures. Revises DLMS 511R.
Requisition Document Number Date Edit. This change
establishes DAAS edits to check for an appropriate ordinal
date in requisitions prior to forwarding to DLA for
427 11/28/2011 0
processing and to reject those that are greater than one
year old or are more than one day in the future. Revises
Chapter 4, Requisitioning.
Requisition Document Number Date Edit. This change
implements a permanent DAAS edit to check for an
appropriate ordinal date in requisitions prior to forwarding to
the source of supply. Comparable edits are authorized
within source of supply requisition processing. This change
427A 10/3/2012 2
replaces ADC 427 in its entirety; it retains all information
previously published, additional exclusion values, and
clarification of the implementation timeline. Revises DLMS
Volume 2, Chapter 4 Requisitioning and AP7.16 Status
Codes.
Support to Missile Defense Agency (MDA) as a foreign
Military Sales (FMS) Implementing Agency and
Assignment of New Service and Agency Code I. This
change modifies initial guidance in ADC 384, which
428 5/23/2011 assigned Service Code I to Missile Defense Agency. Since 0
the alpha I is very similar to the numeric 1 assigned to
Section 1122 Program DoDAACs, this change has been
made to avoid possible confusion in human readable form.
Revises the DLMS Data Dictionary.
Approved Addendum Support to MDA as a FMS
Implementing Agency and Assignment of New Service
and Agency Code I. This addendum issues administrative
428A 6/09/2011 corrections to the approved change documentation and 0
documents additional requirements for a new distribution
code and fund codes to support MDA.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Timeframe Change for Security Assistance SDR
Requests for Reconsideration. This change established
an exception to the 45 day reconsideration timeframe for
FMS customers who are receiving a returned exhibit item
as a result of their previous SDR submission. This change
430 6/13/2011 re-instates the 90 day reconsideration timeframe where 0
materiel/exhibits must be returned to the customer, thereby
allowing additional time for the return-to-customer
transportation and the customer’s re-evaluation of their
returned property. Revises Chapter 17, Supply
Discrepancy Reporting.
Map Intra-Army DIC BZE, Consumption Report
(Government Furnished Materiel (GFM)), to the DLMS
846I. This change provides DLMS mapping for the Army
431 7/19/2011 0
DIC BZE. This will allow contractors to submit their GFM
consumption data to the Management Control Activity using
a DLMS formatted transaction. Revises DLMS 846I.
Requirements for Estimated Shipment Date in the
DLMS Shipment Status (856S) Supporting the
Estimated Shipment Date. This change adds the
estimated shipment date to the DLMS shipment status for
433 6/24/2011 0
transfers to DLA Disposition Services Field Offices, when
the retail supply system has offline confirmation of
shipment, but no actual transportation data. Revises
Chapter 5, Status Reporting, as well as DLMS 856S.
Intra-DLA Revisions to the DLMS 940R, Materiel
Release, and Associated Procedures to Support
Directed Release of Materiel under RBI. This change
enhances the DLMS 940R to support the new DLA
Disposition Services business process of containerization
434 11/09/2011 0
and other new data requirements. It provides procedures
for use of the DLMS 940R when property is ready to be
released to a customer and to communicate cancellation
and follow-up requests, all to be done at the DTID level.
Revises DLMS 940R, Materiel Release.

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ADC Change
Date Change Description
Number Number
Use of Referential Data to Support Standard Financial
Information Structure (SFIS). This change authorizes the
Component and Agency preferred solution of exchanging
SFIS accounting data elements using referential data keyed
on a fund code. This change expands the fund code table
435 10/03/2011 to include additional SFIS data elements and modifies 0
DLMS transactions to add Business Partner Number as an
authorized DLMS enhancement. Revises DLMS 511R,
511M, 869F, 180M, 517M, 867I, 940R, 856S, 842 A/W,
810L, 517G, 527D, 527R, 812L, 812R, 842A/R, 867D,
869A, 869C, 945A, and 947I.
Administrative Revisions to DLMS Supplements to
Remove Obsolete Routing Identifier Code (RIC)
“Streamline” Notes and Update MILSTRIP/DLMS
Documentation Associated with RICs. This change
updates the RIC field note in the DLMS to remove obsolete
436 8/4/2011 0
references to future streamlining. Revises DLMS 140A,
180M, 511M, 511R, 517G, 517M, 527R, 527D, 536L, 650A,
650C, 810L, 812L, 812R, 824R, 830D, 830R, 830W, 846A,
846D, 846F, 846I, 846P, 846R, 846S, 856R, 856S, 867D,
867I, 869C, 869F, 870L, 870M, 870N, 870S.
Additional Data Element Requirements for the Issue
Release/Receipt Document (IRRD) (DD Form 1348-1A or
DD Form 1348-2) Continuation Page Supporting RBI.
437 9/26/2011 This change authorizes additional data and label 0
requirements to the DD Form 1348-1A or DD 1348-2 to
support issue of DLA Disposition Services property.
Revises Chapter 16, Disposition Services.
Revise Advance Shipment Notice (ASN) (DLMS 856) to
add the Purchase Request (PR) Number supporting the
Electronic Document Access (EDA)/Wide Area
438 7/6/2011 Workflow (WAWF) Interface. This change adds the 0
purchase request number to the DLMS 856 to enable pre-
population of that data from EDA to WAWF. Revises
DLMS 856.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revise Advance Shipment Notice (ASN) (DLMS 856) for
Additional Content for Defense Medical Logistics
Standard Support (DMLSS)/Wide Area Workflow
(WAWF) Interface. This change adds new data elements
to the DLMS 856 in support of DMLSS. The change adds
439 7/6/2011 0
new codes for materiel identification; allows notification that
the contents require special handling due to perishable,
refrigerated, or hazardous items; and includes additional
characteristics relevant to these items including batch/lot
information. Revises DLMS 856.
Exception Rules to Accommodate Communication of
Ammunition/Ammunition Related Quantities in Excess
of Five Digits. This change authorizes DLA Transaction
Services to split large quantities for ammunition
communicated via a DLMS transaction into two legacy 80-
record position transactions without creating or changing
441 8/22/2011 0
the suffix code. Legacy systems receiving the resulting
two transactions are required to accumulate the identified
quantities under existing unique ammunition processing
rules, rather than interpreting them as duplicate or
replacement transactions. Revises DLMS 856S, 870S, and
846R.
Clarification to Exception Rules to Accommodate
Communication of Ammunition/Ammunition Related
441A 1/20/2012 Quantities in Excess of Five Digits. This change added
Federal Supply Group 6810 and RIC B38 to the conditions
triggering the DAAS maps associated with ADC 441.
Intra-DLA Revisions DLMS 527R Receipt and
Associated Procedures for Use by DLA Disposition
Services under RBI. The DLMS 527R Receipt transaction
will be used for the receipt of items that have been turned
into the DLA Disposition Services Field Offices.
442 1/6/2012 Additionally, the DLA Disposition Services Field Office will 0
use the Receipt (Relocation) transaction for the receipt of
items that have been moved from one DLA Disposition
Services Field Office to another on a Redistribution Order
(RDO). Revises Chapter 16, Disposition Services, as well
as DLMS 527R.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Revisions to Procedures and to 527R
Receipt and 947I Inventory Adjustment for the
Downgrade for Scrap Process for use by DLA
Disposition Services under RBI. This change revises
Receipt and Inventory Adjustment (Loss) transactions to
443 11/15/2011 0
clearly identify those transactions associated with the DLA
Disposition Services downgrade of materiel to scrap
subsequent to the initial receipt of the materiel from the
customer. Revises Chapter 6, Physical Inventory Control,
as well as DLMS 527R and 947I.
Revise Asset Status Report Transactions, DLMS 846I
and MILSTRAP DZA, to Document Ammunition
Systems Use by Agreement of Nine Digit Quantity On-
Hand. This change revises procedures so that, at the end
444 12/1/2011 0
of each day, LMP will send an 846I Asset Status Report
transaction to the Air Force, Marine Corps, and Navy to
report asset balances for their owned assets stored in an
LMP storage location. Revises DLMS 846I.
Adopt Navy Serial Number and Lot Number
Transactions (DIC BG1/BG2) to Air Force and Marine
Corps Ammunition System Use for DLMS. The Army
Logistics Modernization Program (LMP), supporting
ammunition, migrated the non-DLSS Navy DIC BG1/BG2
serial/lot number data to DLMS 527R (Receipt), 867I
(Issue), and 947I (Inventory Adjustment) and DLMS 846R
(location reconciliation) to support an existing interface
between Army LMP and the Naval Operational Logistics
Support Center Ordnance Information System. As the
445 9/08/2011 0
Single Manager for Conventional Ammunition, Army
manages conventional ammunition for all Services. As a
result of this, the Navy DIC BG1/BG2 data was also
required to be sent to the Air Force Combat Ammunition
System and the Marine Corps Ordnance Information
System – Marine Corps system. This change authorizes
DLA Transaction Services mapping to accommodate the
LMP interface with Navy be expanded to include Air Force
and Marine Corps. Revises DLMS 527R, 846R, 867I, and
947I.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Proposed New Supply Condition Code T, Serviceable
(Ammunition Suitable for Training Use Only). This
change established a new Supply Condition Code (SCC) T
for ‘Serviceable (Ammunition Suitable for Training Use
Only)’. SCC T is authorized for Intra-Service use and
authorized for staggered implementation for inter-Service
446 11/15/2011 use by agreement of impacted trading partners. SCC T is 0
scheduled for October 2012 implementation in the
Ordnance Information System used by Navy, Marine Corps,
and Coast Guard. For Army, further analysis is required to
determine supportability of SCC T in Logistics
Modernization Program. Air Force does not use SCC T.
Revises the DLMS Data Dictionary.
Intra-DLA Revisions to the DLMS 832N, Catalog Data
Support and Associated Procedures under RBI. This
change expands the DLMS 832N to support DLA
Disposition Services cataloging of an LSN when a DLA
447 11/7/2011 0
Disposition Services item cannot be identified by a NSN or
when an item is turned into a DLA Disposition Services
Field Office as a quantity less than the FLIS unit of
measure. Revises Chapter 16, Disposition Services.
Delayed implementation for International Organization
for Standardization (ISO) 3166-1 Codes for the
Identification of Countries and their Subdivisions.
(Replaces ADC 448A in entirety) Due to the delayed
implementation for ISO 3166-1 country code standard, this
administrative ADC updates related DLMS documentation
to restore the name change for Country & Activity codes
448B 10/2/2012 (Logistics Qualifier 85/85*) and to remove the previously 2
published “September 30, 2012” implementation date
established under ADC 448. Revises AP 7.18 Country and
Activity Codes, AP 8.3 Security Assistance Program
Requisition, and AP 8.30 Foreign Military Sales Notice of
Availability Key Document. Revises DLMS Supplements
511M, 511R, 842A/R, 842A/W, 856, ASN, 856R, 856S,
869F, 940R, 810L, 870S, and 870N.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Revisions to the DLMS 945A, Materiel
Release Advice, Cancellation Reason Code,
Management Codes, and Associated Procedures under
RBI. This change revises the DLMS 945A to include
passing reasons for rejection in response to a Materiel
Release Order that had been sent from EBS to DSS. This
449 11/21/2011 0
reason for rejection will be utilized by EBS either to cancel
the sales order in its entirety by sending separate
transactions for each Disposal Turn In Document (DTID) or
to cancel a specific line item based on the DTID Number
passed in the transaction. Revises Chapter 16 as well as
the DLMS 945A.
Implementation of DoD WebSDR Automated SDR
Rejection Capability. This change revises requirements
452 12/19/2011 within the DoD WebSDR to edit and reject transactions 0
systemically based upon the pre-established business
rules. Revises Chapter 17, Supply Discrepancy Reporting.
Additional Criteria for DoD WebSDR Automated Supply
Discrepancy Report (SDR) Rejection Capability. This
addendum establishes SDR processing rules to prohibit
submission of an SDR transaction for correction or follow-
up, when there is no corresponding SDR record in the DoD
452A 10/9/2012 WebSDR database or the corresponding original SDR was 2
rejected. The original record may have been rejected by
DoD WebSDR or by the action activity processing the SDR.
Updates Reply Code 907. Revises Volume 2, Chapter 17,
Supply Discrepancy Reporting and Appendix 3, Supply
Discrepancy Report Relevant Data Elements.
Component Turn-In Documentation, Issue
Release/Receipt Document (IRRD) (DD Form 1348-1A or
DD Form 1348-2), Supporting Disposition Services.
This change clarifies funding information required for
453 12/9/2011 reimbursement of scrap proceeds and obligation for 0
hazardous waste disposal costs. It also reduces the
number of paper DD Form 1348-1A or DD Form 1348-2
documents required at time of turn-in. Revises Chapter 16,
Disposition Services.

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ADC Change
Date Change Description
Number Number
Automated Distribution of New Air Force SDR
Management Report and Enhanced Query by Major
Command (MAJCOM). This change revises DoD
WebSDR functionality to automatically generate and
454 11/14/2011 disseminate a monthly report using pre-established criteria. 0
Additionally, the DoD WebSDR management report
capability is revised to support ad hoc queries using the
SDR submitter or action activity MAJCOM as selection
criteria.
Revisions to Procedures and Supply Status (DLMS
870S/ DIC AE_) from DLA Disposition Services under
RBI. This change documents procedures for generating
suffix codes in customer requisitions submitted to RTD Web
455A 2/6/2012 from customer supply systems, when the customer does 0
not assign a specific DTID in the requisition. It also adds
new status codes to support status reporting from the RTD
Web. Revises Chapter 16, Disposition Services.

Intra-DLA Sales Contract Catalog Data Support

Transaction under RBI. This change allows sales
contract data to be pre-positioned at the DLA Disposition
Services Field Office. Transmitting this data from EBS to
456 11/23/2011 0
DSS will provide the DLA Disposition Services Field Offices
with sales contract information specific to their location.
Revises Chapter 16, Disposition Services, as well as DLMS
832N.
Intra-DLA Revisions to Procedures and DLMS 511R
Requisition to Support Directed Release of Materiel
(Post-Post Action) by DLA Disposition Services Field
Offices under RBI. This change documents the
procedures for DLA-directed materiel release orders in
457 12/21/2011 0
support of designated disposal categories and sales
categories. It also adds new data elements: disposal
consolidation number, disposition category code, and
disposition sub-category code. Revises Chapter 16,
Disposition Services, as well as DLMS 511R.

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ADC Change
Date Change Description
Number Number
Documentation of Intra-Army Use of Army Data
Elements for MILSTRAP DZA and DLMS 846I Asset
Status Transactions. This change updates the DIC DZA
458 12/12/2011 format multi-use fields to reflect the Amy’s use of a 0
stockage list code and project code. It updates DLA
Transaction Services mapping between MILSTRAP legacy
DZA and DLMS 846I. Revises DLMS 846I.
DLMS Transactions, Discrepancy Codes, SDR
Type/Disposition Services Type Codes, and Associated
Procedures to Support SDRs under RBI. This change
establishes new procedures for reporting discrepancies
identified in shipments between the Recycling Control Pont
(RCP) and the DLA Disposition Services Field Office,
459 11/28/2011 0
between RCP and the customer, between the two DLA
Disposition Services Field Offices, and between the DLA
Disposition Services Field Office and the customer.
Revises Chapter 17, Supply Discrepancy Reporting,
Chapter 16, Disposition Services, as well as DLMS 842A/W
and 842A/R.
Revises DLMS Supplement 869C, Requisition
Cancellation, and Associated Procedures in Support of
RBI. This change adds the DTID number to the DLMS
869C. It also provides unique procedures required to
460 2/21/2012 0
ensure that the document number used for a cancellation
submitted from a Component supply system matches the
document number employed by DLA Disposition Services.
Revises Chapter 16, as well as the DLMS 869C.
Revision for Commercial Asset Visibility-Organic
Repairables Module Estimated Completion Date on
MILSTRAP DIC DAC/DLMS 947I. Navy Commercial Asset
Visibility-Organic Repairables Module requires the
capability to accept and pass a repair item’s estimated
completion date and updated estimated completion date.
461 12/01/2011 0
This capability was added to DLMS 947I, Inventory
Adjustment, for Commercial Asset Visibility use by ADC
343. This change expands the applicability to Commercial
Asset Visibility-Organic Repairables Module. Revises
DLMS 947I, as well as, administrative updates to DLMS
527D, 527R, 856S, and 867I.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Change to Revise DLMS 940R, Release
Order, to Support Directed Release of Materiel in
Support of RBI Public Sales Process. This change
463 11/23/2011 0
documents the public sales process and specific data
content for the DLMS release order. Revises Chapter 16,
Disposition Services, as well as DLMS 940R.
Intransit Control System (ICS), Shipment Status (DLMS
856S/Document Identifier Code (DIC) AS3), and
Disposal Shipment Confirmation Follow-up (DLMS
940R/ DIC AFX/AFZ) under RBI. This change adds a new
464 3/02/2012 shipment hold code for receipt in place and establishes new 0
utilization code to recognize turn-ins processed outside the
Service's supply system when ICS follow-up procedures
are required. Revises Chapter 16, AP6.33, AP7.17, and
DLMS 940R.
Additional Contract-Related Data for 870S with BV
Status. This change adds contract-related data to the
465 2/23/2012 DLMS supply status transaction when the status indicates 0
that the item is procured and on contract for direct shipment
to the consignee. Revises DLMS 870S.
Revisions to Procedures and DLMS 511R, Requisition,
to Support Requisitioning from DLA Disposition
Services under RBI. This change identifies new
procedures for transmission of DLMS 511R by GSA
Personal Property for Reuse and Sale and RTD to DLA
466 3/28/2012 Disposition Services. The change also updates DLMS to 0
accommodate inclusion of the controlling document number
suffix code and/or a DTID number suffix code when either
or both are applicable. Revises Chapter 16, Disposition
Services, as well as DLMS 511R, 511M, 527D, 527R,
842A/W, 856S, 869C, 869F, 870S, 940R, and 945A.
Revise DLMS 846R, Location Reconciliation Request in
Support of RBI. This change modifies the 846R Location
Reconciliation Request transaction to include passing a
DTID number, and the Demilitarization Code. DLA
470 1/10/2012 Disposition Services use the DTID number to uniquely 0
identify individual property, as well as performing all
inventories and accounting processes. Revises Chapter
16, Disposition Services, as well as DLMS 846R.

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ADC Change
Date Change Description
Number Number
Administrative Update to DLMS 824R Reject Advice.
471 1/13/2012 This change identifies administrative updates to DLMS 0
824R, Reject Advice transaction.
DLMS Revisions to Add the Associated Purchase Order
Number in Support of the Defense Logistics Agency
(DLA) Interface with the Exchange. This change adds
the purchase order number to the Exchange customer
473 1/13/2012 0
order and perpetuates it through shipping and billing
functions. Revises DLMS Dictionary entry for purchase
order number, as well as the DLMS 511R, 511M, 856S,
869F, and 940R.
DLMS Revisions to Add the Associated Purchase Order
(PO) Number (Supports DLA Interface with the
Exchange, Navy Exchange Service Command
(NEXCOM), and Marine Corps Exchange (MCX) Non-
Appropriated Funds (NAF) Activities, and Non-DoD
Customers) ADC 473 (Reference 3.c.) updated DLMS
transactions to support the Exchange (the Army and
Air Force Exchange Service). This change allows the
473A 11/21/2012 2
Exchange and NEXCOM customer orders (and others by
agreement with DLA) to include an internal PO number in
the DLMS requisition transaction. DLA will then perpetuate
the PO number through shipping and billing functions.
Revises AP 6.1, Forms/Message Formats Introduction, and
AP 8.48, Materiel Release Document DD Form 1348-1A or
DD Form 1348-2, as well as, DLMS Supplements 511M,
511R, 869F, 940R, and 856S.
New Materiel Receipt Acknowledgment (MRA)
Discrepancy Indicator Code. This change creates a new
MRA discrepancy code for use with Navy ships to indicate
474 4/4/2012 that an MRA is being submitted in response to a follow-up 0
request, but that there has not yet been an opportunity to
pick-up/stow the order due to deployment or extended
transit times. Revises Chapter 10, MRA.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Component Performing Procurement/Contracting for
another Component Involving Government Furnished
Property (GFP). This change clarifies procedures when
one Component is performing the procurement/contracting
service for another Component to ensure that the
477 3/8/2012 requesting Component’s Management Control Activity has 0
access to the necessary contract and applicable contract
modification information to perform its management control
and accountability functions over Government supply
system materiel access. Revises Chapter 4,
Requisitioning.
Revise DLMS 846I Asset Status Report to Provide for a
Transaction Count to Support Asset Status Report
Transaction Reconciliation under DLA-Navy BRAC
SS&D IMSP. Updates the Asset Status Report requires to
481 2/22/2012 allow the receiving system to reconcile whether all files and 0
balances sent by the inventory manager have been
received. Supports BRAC Retail Supply, Storage and
Distribution (SS&D)/IMSP. Revises DLMS 846I.

Revision Documenting Changes to the Materiel Receipt

Acknowledgment (MRA) Report. Revises the manual to
document the changes to the on-line MRA Management
Information Report structure agreed to by the Supply
482 4/12/2012 0
Process Review Committee, updates the report
descriptions, and provide additional information regarding
the capability to save the reports to a spreadsheet for
additional analysis. Revises Chapter 10, MRA.
DoD Physical Inventory Control Program
Chief Financial Officers Act (CFOA) of 1990
Statistical Sampling Requirements and Procedures.
485 3/14/2012 This change amends the DoD Physical Inventory Control 0
Program to include the requirements and procedures to
conduct the annual CFO Statistical Sample. Revises
Chapter 6, Physical Inventory Control.

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ADC Change
Date Change Description
Number Number
Republication of DLMS SDR Guidance. This change
consolidates documentation associated with SDR guidance
in preparation for re-issuance of the DLMS Manual.
Additionally, this change deletes obsolete Appendix 3, SDR
Distribution, and integrates SDR distribution rules within the
chapter guidance, as well as, establishing a new DLMS
488 4/24/2012 Manual appendix for SDR-relevant data element code sets. 0
It clarifies requirements for cancelation of the DLAI
4140.55, AR 735-11-2 SECNAVINST 4355.18A, AFJMAN
23-215, Reporting of Supply Discrepancies, concurrent with
re-issuance of the DLMS manual. Revises Chapter 17,
Supply Discrepancy Reporting, replaces Appendix 3, and
revises Appendix 4.
Administrative Change to Maintain Inventory Control
Effectiveness (ICE) Report Ammunition Procedures.
This change updates procedures for ICE Report
489 4/25/2012 Ammunition to provide explicit procedures specific to the 0
ICE Report Ammunition (rather than using references to the
ICE Report General Supply procedures). Revises Chapter
6, Physical Inventory Control.
SDR Distribution to the Defense Contract Management
Agency (DCMA). This change establishes automated
procedures for SDR distribution to DCMA. Business rules
and WebSDR processing are required to provide
1005 7/17/2013 information copies of SDRs to DCMA and forward SDR 3
replies, where applicable, to DCMA for investigation.
Revises Chapter 17, Supply Discrepancy Reporting, and
Appendix 3, Supply Discrepancy Report Relevant Data
Elements.
Exception Processing for DLA Contractor Furnished
Materiel (CFM) Requisition. This change documents an
exception/deviation to the current requirements under
MILSTRIP procedures for contractor access to Government
supply sources. It establishes an automated DLA
1006 7/12/2012 1
Transaction Services Defense Automatic Addressing
System (DAAS) edit/interface to provide management
control activity (MCA) validation for requisitions submitted
by DLA contractors for contractor-furnished materiel (CFM).
Revises Chapter 4, Requisitioning.

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ADC Change
Date Change Description
Number Number
Approved Defense Logistics Management System
(DLMS) Change (ADC) 1007, New DLMS 842P, Product
Quality Deficiency Report (PQDR) Data Exchange and
Enhanced Exhibit Tracking via Standard Logistics
Transactions. This change establishes a new standard
transaction format for exchanging PQDR data between
systems. This change also establishes enhanced exhibit
tracking procedures using standard logistics transactions.
1007 10/1/2012 2
This is accomplished by including the PQDR Report Control
Number (RCN) in applicable DLMS transactions and
providing information copies to the PDREP-AIS. Revises
Chapter 4, Requisitioning, Chapter 5, Status Reporting, and
Chapter 13, Materiel Receipt, and adds Chapter 24,
Product Quality Deficiency Report Program, as well as,
revisions to DLMS Supplements 527R, 940R, and 856S.
Adds 842P.
Enhanced Pre-positioned Materiel Receipt (PMR) Data
for Product Quality Deficiency Report (PQDR) Exhibit
Tracking. This change further enhances the procedures
established under ADC 1007 for exhibit tracking using
standard logistics transactions. PQDR exhibit tracking is
facilitated by including the PQDR Report Control Number
1007A 2/27/2013 3
(RCN) in applicable DLMS transactions and providing
information copies of the receipt and shipment status to the
Product Data Reporting Evaluation Program-Automated
Information System (PDREP-AIS) for further dissemination,
if needed. Revises DLMS 527D. Revises Chapter 12,
Due-In And Advance Receipt Information.
Administrative Update to the DLMS 842P Product
Quality Deficiency Report (PQDR) Data Exchange. This
change documents administrative updates to the DLMS
842P as previously approved by ADC 1007. This change
allows expands capability and guidance for identification of
deficient materiel. Other changes include correction of
1007B 7/18/2013 typographic errors resulting in the wrong field length being 3
provided for the national item identification number (NIIN)
and PQDR record control number. Clarification is provided
for appropriate use of specific data elements and additional
revisions are made to update status of data maintenance
actions for approval of new X12 qualifier codes. Revises
DLMS 842P.

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ADC Change
Date Change Description
Number Number
Code Updates to the DLMS 842P Product Quality
Deficiency Report (PQDR) Data Exchange. Documents
new and revised codes for use in processing Product
Quality Deficiency Reports (PQDR) and updates the DLMS
Implementation Convention (IC) 842P as approved for
1007C 7/31/2014 5
implementation. This change also establishes the DLMS
as the authoritative code source for selected PQDR-related
data elements. Adds Appendix 7.27, Product Quality
Deficiency Report Relevant Data Elements and revises
DLMS 842P.
DLMS Enhancements for Requisitioning to Improve
Use of Mark-for Addressing, Expand Authorized
Priority Designator Validation, Correct EMALL
Purchase/Credit Card Format Rules, and Require
Distribution of Status for Requisitions associated with
Purchase/Credit Card Payment. This change establishes
revised procedures for formatting the DLMS requisition
transactions with impact to multiple functional processes. It
1009A 8/6/2014 5
also eliminates authorization for the DLA Transaction
Services Defense Automatic Addressing System (DAAS) to
block transmission of supply and shipment status in
response to requisitions originated in DOD EMALL that use
purchase card/credit card payment. Revises Chapter 4,
Requisitioning; Chapter 5, Status Reporting; and Chapter
16. Disposition Services. Revises DLMS 511M, 511R,
856S, 869A, 869F, 870S, 940R, and 945A.
Routing Identifier Code (RIC) Format Rule for Defense
Contract Management Activity (DCMA). This change
modifies business rules for Routing Identifier Code (RIC)
assignment for the purpose of establishing a business rule
supporting a machine-readable method of distinguishing
1011 8/13/2012 1
between RICs representing Defense Logistics Agency
(DLA) and those representing Defense Contract
Management Agency (DCMA) activities. Revises
Appendices AP7.2, Service and Agency Codes, and AP7.3,
Routing Identifier Codes.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Accommodation of Disposition Services Local Stock
Number (LSN) in Generator Communication
(GENCOMM). Due to the use of Materiel Groups of SCRP
(for scrap) and SPSV (for special services) items
throughout the warehousing and distribution processes
1012 7/6/2012 1
within RBI, the Federal Supply Classification (FSC) field of
the Hazardous Waste Profile Sheet (HWPS) Disposal Turn-
In Document (DTID) Record must be repurposed as the
FSC or Materiel Group field. Establishes Appendix 9,
Generator Communications Interface Standard 5.0.0.
Intra-DLA Change: Disposal Turn-In Document (DTID)
Number Suffixing for DLMS 846C and DLMS 846R for
use by DLA Disposition Services under RBI. This
change updates DLMS 846C Disposition Category Update
1013 6/15/2012 and DLMS 846R Location Reconciliation to accommodate 1
inclusion of the controlling document number suffix code
and/or a DTID number suffix code when either or both of
these are applicable. Revises DLMS Supplements 846C
and 846R.
Revised Procedures for Inclusion of Contract Data in
Transactions Associated with Government Furnished
Property (GFP) and Management Control Activity
(MCA) Validation of Contractor Furnished Materiel
(CFM) Requisitions. This change updates DLMS
procedures and multiple DLMS transactions to enhance the
visibility of GFP through associated logistics transactions.
It perpetuates the DFARS contract number through the
requisitioning and MCA validation processing and
establishes a mandatory requirement for inclusion of the
applicable GFP contract number in relevant requisitions,
1014 8/17/2012 1
redistribution/materiel release orders, and shipment status,
thereby providing capability to monitor GFP through
enterprise visibility/accountability program. Revises
Chapter 4, Requisitioning, Chapter 5, Status Reporting.
Revises Appendices AP6.1 Forms/Message Formats
Introduction, AP8.2, Requisition, AP8.23, Passing Order,
AP8.24, Referral Order/Lateral Redistribution Order for
Retail Assets, AP8.48, Materiel Release Document DD
Form 1348-1A or DD Form 1348-2. Revises DLMS
Supplements 511R, 511M, 517G, 856S, 856R, 867I, 869C,
869F, 870S, and 940R

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ADC Change
Date Change Description
Number Number
Revised Procedures for Inclusion of Government-
Furnished Property (GFP)/Contractor-Acquired
Property (CAP) Contract Data – Updated Mapping for
Concurrent Identification of the Manufacturing
Directive Number (MDN) and the Contract Line Item
Number (CLIN) (Supply and Contract Administration).
This addendum supplements the procedures authorized in
ADC 1014 to further enhance the visibility of Government
Furnished Materiel (GFM) and CAP in associated logistics
transactions. GFM is that portion of GFP that can be
obtained under MILSTRIP procedures; CFM refers to that
portion of CAP that can be obtained under MILSTRIP
1014A 11/5/2013 4
requisitioning procedures. Under ADC 1014, DLMS
transactions are able to support the inclusion of the
authorizing contract number, call or order number, and
either the CLIN or MDN. This addendum allows for
simultaneous identification of the CLIN and the MDN when
both are applicable and required by the authorizing
Service/Agency and optional validation of the CLIN. All
other aspects of ADC 1014 are unchanged. Revises
Chapter 4, Requisitioning. Revises Appendices 7.15,
Advice Codes, and 7.16, Status Codes. Revises DLMS
Implementation Conventions 511M, 511R, 517G, 869C,
and 869F.
Intra-DLA Change: New Disposition Services Indicator
for Controlled Property Branch Verified, for DLA
Disposition Services use with DLMS 527R Receipt
Transactions under RBI. This Intra-DLA change adds a
new Disposition Services Indicator, for use with DLMS
1016 6/12/2012 1
527R Receipt, identifying that materiel has been verified as
non-controlled. This change satisfies a DLA Disposition
Services business requirement under RBI. Revises Chapter
16, Disposition Services. Revises DLMS Supplement
527R.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Change: Revisions to Procedures and to
DLMS 527R Receipt and 947I Inventory Adjustment,
and MILSTRIP to Support the Upgrade from Scrap
Process used by DLA Disposition Services under
Reutilization Business Integration (RBI). This change
further updates DLMS 527R and 947I to accommodate
upgrading of an item from scrap for items already receipted
1017 9/18/2012 2
as, or downgraded to, scrap that are later identified as
useable items. The upgrade from scrap process in the DLA
Disposition Services Field Office system is initiated by
indicating specific warehouse location and entering the
Local Stock Number. Revises Chapter 16 Disposition
Services, AP 7.7, Document Number, and DLMS
Supplement 527R and 947I.
Small Arms/Light Weapons (SA/LW) Local Stock
Number (LSN) Assignment for use by DLA Disposition
Services in DLMS 511R, 527R, 846C, 846R, 947I, under
Reutilization Business Integration (RBI). This change is
required to allow for two Stock Numbers (one being the
DoD SA/LW Serialization Program authoritative LOGSA-
generated Management Control Number (MCN) and the
other being the EBS Materiel Master Disposition Local
Stock Number (LSN) for Small Arms) to be passed on the
1019 12/17/2012 materiel receipt and to identify which stock number is the 2
LOGSA-generated MCN and which is the Disposition LSN.
This ADC similarly applies the LOGSA-generated MCN and
Disposition LSN to the DLMS supplements that the DLA
Disposition Services Field Office will use to apprise DLA
Disposition Services as these weapons process through to
demilitarization. The Disposition LSN is only for DLA
internal purposes, and is not used in lieu of the MCN.
Revises DLMS Supplements 511R, 527R, 846C, 846R, and
947I without revision to the manual.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Inter-Service Ownership Transfer of
Ammunition/Ammunition Related Materiel. This change
documented procedures for the ownership change of Single
Manager for Conventional Ammunition (SMCA) managed
and non-SMCA managed materiel ammunition and
ammunition-related items only, where there is no shipment
1020 11/2/2012 2
or billing associated with the ownership change. Revises
Chapter 4, Requisitioning, Appendices 7.2, Service/Agency
Codes, 7.9, Supplementary Address, 7.10, Signal Codes,
7.13, Project Codes, 8.24 Referral Order/Lateral
Redistribution Order For Retail Assets, as well as, DLMS
Supplements 511R, 511M, 867I, 869F, 870S, 940R, 945A.
Intra-DLA Revision to Procedures and DLMS 527D Pre-
Positioned Materiel Receipt to Add Container Detail
Supporting Relocation of Materiel between DLA
Disposition Services Field Offices under RBI. The 527D
PMR (Relocation) transaction requires an additional data
1021 7/17/2012 1
element (Disposition Services Complete Container Count)
to allow for enhanced processing of container transfers
between DLA Disposition Services Field Offices. Revises
Chapter 16, Disposition Services. Administrative Update to
DLMS 511R, 527R, and 940R
Procedures for Processing Depot Returns (including
Receipt, Supply Discrepancy Report (SDR), and
Revision to Time Standard for Reclassification of
Supply Condition Code J and K Assets). This change
documents revises receipt, inventory, and SDR procedures
to support DLA Distribution Depot processing and
automatic disposal of materiel categorized as Supply
Condition Code (SCC) H, Unserviceable (Condemned).
This change also revises the dollar value associated with
1022 10/19/2012 2
automatic disposal, and revises the time standard for
providing disposition on materiel identified in SCC J
Suspended (In Stock) and K, Suspended (Returns). ADC
1022 also addresses administrative updates and revisions
to MILSTRAP to clarify procedures for storage activity
receipt of discrepant/unauthorized returns retrograde.
Revises Chapters 7, Inventory Adjustment, 13, Materiel
Receipt, 17, Supply Discrepancy Reporting, as well as
DLMS Supplement 842A/W Nonconformance Report.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Procedures for Processing Depot Returns - Revised
Exclusions from Automatic Disposal Procedures.
Amends procedures as originally approved under ADC
1022. This change revises MILSTRAP procedures to
support DLA Distribution Center processing and automatic
1022A 9/4/2014 5
disposal of materiel categorized as Supply Condition Code
(SCC) H, Unserviceable (Condemned), with specific
exceptions identified including exclusion of materiel from an
FMS customer or owned by the Air Force. Revises Chapter
13, Materiel Receipt.
MILSTRIP References to Requisitioning from Plant
Clearance Automated Reutilization Screening System
(PCARSS). This change removes placeholders for data
elements intended as DLMS enhancements to support
transactional MILSTRIP requisitioning from PCARSS using
DLMS requisitioning transactions. DLMS requisitioning
1023 10/24/2012 from PCARSS is not currently identified as a PCARSS 2
modernization goal. Additionally, this change updates
MILSTRIP to remove the specific code value assigned for
requisitions applicable to screening via Contractor Inventory
Redistribution System (CIRS). Revises Chapter 4,
Requisitioning and Appendix 7.7, Document Number, as
well as, DLMS Supplements 511M, 511R, 869F.

Administrative Update of the United States Navy

Reserve DOD Activity Address Codes for the Logistics
Metrics Analysis Reporting System (LMARS).
1025D 10/22/2015 Establishes a methodology for identifying Department of 7
Defense Activity Address Codes (DoDAACs) for U.S. Navy
Reserve units for inclusion in appropriate LMARS Reserve
reports.
Optional WebSDR Acknowledgment to Submitting
System Providing WebSDR-Assigned Control Number.
This ADC enables customer SDR systems to automatically
receive the WebSDR Control Number for a SDR created
1026 10/10/2012 and submitted through Service-sponsored SDR system. 2
The design provides both a quick fix and a long-term
method for meeting the requirement, and is implementable
for any Service/Agency upon request. Revises Chapter 17,
Supply Discrepancy Reporting.

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ADC Change
Date Change Description
Number Number
Implementation of Item Unique Identification (IUID) in
the DLMS Shipment Status Supporting DoD IUID
Supply Procedures and Associated Supply
Discrepancy Report (SDR) Procedures. Defines
procedures and establishes a coordinated implementation
of IUID in accordance with DoD IUID Supply Policy. This
change identifies procedures for the activity providing
shipment status to incorporate available IUID content when
the National Stock Number (NSN) has an IUID Indicator Y
(Yes) and the DLMS 856S Shipment Status is generated in
support of DoD IUID Supply Policy. Additionally, this
change identifies procedures for the receiving activity to
submit an SDR identifying a mismatch between the
1030 2/21/2013 3
shipment status and the UII and/or serial number for the
materiel received, as well as, requires that shipments
containing IUID content and requiring more than one freight
piece to execute the movement must have a unique
Transportation Control Numbers (TCN) assigned to each
freight piece by using a partial indicator in the 16th position
of the TCN. Multiple freight piece shipments using the
same TCN for all related freight pieces are not authorized
when IUID content is required. Revises Chapter 5, Status
Reporting, Chapter 17, Supply Discrepancy Reporting and
Appendix 3, Supply Discrepancy Report Relevant Data
Elements, Discrepancy Codes. Revises DLMS 842A/W
and 856S.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Foreign Military Sales (FMS) Repair Value. This change
requires shipping activities preparing the DD 1348-1A,
Issue Release/Receipt Document (IRRD) or DD Form
1348-2, Issue Release/Receipt Document with Address
Label, to print the repair service value on the shipment
document for FMS shipments associated with a “repair and
return” or “return and replace” program. To facilitate this
requirement for materiel stored in a DLA Distribution Depot
or other storage activity, the repair service value is added to
the DLMS materiel release order (MRO) transaction so it
1031 4/5/2013 will be available at the time the shipment document is 3
printed. The repair value will be incorporated in the 2D bar
code on the IRRD. For enhanced visibility of the repair
value by the FMS customer, the supply status transaction is
also updated. Revisions to Chapter 4, Requisitioning, were
moved to the new Chapter 25, Security Assistance
Program (See ADC 1078). Revises Appendices 6.1,
Forms/Message Formats, 6.35, Issue Release/Receipt
Document (DD Form 1348a), 8.48. Materiel Release
Document DD Form 1348-1A or DD Form 1348-2. Revises
DLMS 870S and 940R.
Assignment of Numeric Routing Identifier Codes (RIC).
This change allows numeric values to be used in the first
1032 1/31/2013 2
position of the RIC. Revises Appendix 7.2, Service and
Agency Codes.
Withdrawal of Assignment of Numeric Routing
Identifier Codes (RIC). Withdraws the change to allow the
use of a numeric value in addition to existing alphabetic
1032 4/8/2014 5
values identifying the Service and Agency as identified in
the first position of the RIC. Withdrawn April 8, 2014.
Revises Appendix 7.2, Service and Agency Codes.

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ADC Change
Date Change Description
Number Number
Intra-DLA Revision to Procedures to Support DLMS
945A, Materiel Release Advice, Cancellation Reason
Code and Denial Management Code for Redistribution
Orders Associated with DLA Disposition Services
under Reutilization Business Integration (RBI). This
change establishes a new Cancellation Reason Code YJ
1034 10/23/2013 for use on the DLMS 945A Reply to Cancellation Request 2
(Document Identifier Code (DIC) AG6) and a new Denial
Management Code N for use on the DLMS 945A Disposal
Release Denial (DIC A6J) for proper financial processing of
Redistribution Orders cancellations and denials within DLA
Disposition Services systems under RBI. Revises Chapter
16, Disposition Services.
Administrative Correction to DLMS 945A, Materiel
Release Advice, Cancellation Reason Code for
Redistribution Orders Associated with DLA Disposition
Services under Reutilization Business Integration
1034A 3/12/2013 3
(RBI). Updates the DLMS Supplement 945A to add
Cancellation Reason Code YJ as an authorized code to the
2/LQ01/100 = Z (Cancellation Reason). Revises DLMS
945A.
Intra-DLA Revision to Procedures to Support DLMS
945A, Materiel Release Advice, Cancellation Reason
Code and Denial Management Code for Redistribution
Orders Associated with DLA Disposition Services
under Reutilization Business Integration. This change
establishes a new Cancellation Reason Code YJ for use on
1034B 7/5/2013 the DLMS 945A (Document Identifier Code (DIC) AG6) and 3
a new Denial Management Code N for use on the DLMS
945A (DIC A6_) for proper financial processing of
Redistribution Orders (RDO) cancellations and denials
within DLA Disposition Services systems under RBI.
Replaces ADC 1034 and 1034A. Revises Chapter 16,
Disposition Services. Revises DLMS 945A.

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ADC Change
Date Change Description
Number Number
Migrate Inter-Service Ammunition Serial Number and
Lot Number Transactions (NAVSUP P-724 Document
Identifier Code (DIC) BG1/BG2) to DLMS 945A Materiel
Release Advice. This change updates the DLMS 945A to
incorporate data contained in Navy NAVSUP P-724 Serial
1040 3/4/2013 Number and Lot Number Reports for Inter-Service 3
Ammunition. It requires DLA Transaction Services’
Defense Automatic Addressing System (DAAS) conversion
mapping to move the data from the DLMS format to the
legacy format in support of legacy ammunition systems.
Revises DLMS 945A.
Revise Wide Area Workflow (WAWF) Advance
Shipment Notice (ASN) to Accommodate DLA Interface
for Reparable Government Furnished Property (GFP).
This change establishes interim interface procedures to
document property movement of GFP from a contractor’s
repair location to a DLA receiving activity. Use of DLMS
1042 1/7/2013 transaction sets and mapping of data passed between the 2
WAWF system and Distribution Standard System will
provide source data updates to WAWF and the DoD IUID
Registry, including the GFP module. These changes
support Financial Improvement Audit Readiness efforts to
improve DoD property accountability. Revises DLMS
Supplement 527R and 856 ASN.

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ADC Change
Date Change Description
Number Number
DLMS Revisions for Department of Defense (DOD)
Standard Line of Accounting (SLOA)/Accounting
Classification (Finance/Supply). This change adds
discrete SLOA/Accounting Classification data elements to
logistics transactions with financial implications to
implement SLOA within DLMS. This is the first in a series
of anticipated DLMS changes to accommodate SLOA
requirements in logistics domain processes. This change
also modifies X12 FA1 segment Qualifier DF for
clarification. Revises Chapter 4, Requisitioning, Chapter 8,
1043 9/18/2013 4
Materiel Obligation Validation, Chapter 11, Materiel
Returns, Redistribution of Assets, Directed
Discrepant/Deficient Materiel Returns and Retrograde
Returns, Chapter 14, Issue, Loan, Demand, And Single
Manager For Conventional Ammunition Freeze/Unfreeze
Actions, Chapter 16, Disposition Services, and Chapter 17,
Supply Discrepancy Reporting. Revises Appendix 7.16
Status Codes. Revises DLMS Implementation Conventions
180M, 511M, 511R, 517M, 810L, 842A/W, 856S, 867I,
869F, and 940R.
Revised Procedures for Department of Defense (DOD)
Standard Line of Accounting (SLOA)/Accounting
Classification to Support Transaction Rejection
Requirements. Amends ADC 1043 guidance regarding
rejection transactions returned when DLMS transactions
include discrete SLOA data elements that do not
correspond to the entries in the SFIS Fund Code to Fund
Code Account Conversion Table for the Fund Code in the
transaction. Revises Chapter 4, Requisitioning; Chapter 8,
1043A 8/20/2014 Materiel Obligation Validation; Chapter 11, Materiel 5
Returns, Redistribution of Assets, Directed
Discrepant/Deficient Materiel Returns and Retrograde
Returns; Chapter 14, Issue, Loan, Demand, And Single
Manager For Conventional Ammunition Freeze/Unfreeze
Actions, Chapter 16, Disposition Services; and Chapter 17,
Supply Discrepancy Reporting. Revises Appendix 7.28,
Supply Discrepancy Report Relevant Data Elements.
Revises DLMS ICs 824R, 180M, 511M, 511R, 517M, 810L,
842A/W, 856S, 867I, 869F, and 940R.

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ADC Change
Date Change Description
Number Number
Revised Procedures for Department of Defense (DOD)
Standard Line of Accounting (SLOA)/Accounting
Classification to Modify Business Rules for Beginning
Period of Availability Fiscal Year Date. Amends ADC
1043 to revise the business rules within the DLMS and the
1043B 10/1/2014 Web Fund Code Application to allow the SLOA data 5
element, Beginning Period of Availability Fiscal Year Date,
to be used in DLMS transactions to represent Program
Year when the Availability Type Code is X, which indicates
No Year, non-expiring funds. Revises DLMS 180M, 511M,
511R, 517M, 810L, 842A/W, 856S, 867I, 869F, and 940R.
Administrative Corrections for SLOA Data the 810L
Logistics Bill and other DLMS ICs. Amends ADC 1043
to remove SLOA data element Budget Line Item from the
header, as it has no apparent applicability to the header
(summary bill), corrects DLMS notes erroneously applying
or omitting references to the line of accounting data
elements being modifiable in certain ICs, and changes
DLMS 810L loop 2/FA1/350 from mandatory to used, as
non-Interfund bills may not provide SLOA data and lack of
data would cause the transactions to fail. Revises the
1043C 12/22/2014 DLMS 511R, 517M, 810L, 842A/W, 867I, 869F, and 940R 6
ICs. Also accomplishes administrative changes to the
DLMS 140A, 180M, 511M, 511R, 517G, 517M, 527D,
527R, 536L, 567C, 650A, 650C, 810L, 812L, 812R, 824R,
830D, 830R, 830W, 842P, 846A, 846C, 846D, 846F, 846I,
846P, 846R, 846S, 856N (4010 & proposed 4030 versions),
856R (4010 & 4030 versions), 856S, 867D, 867I, 869A,
869C, 869F, 870L, 870M, 870N, 870S, 888A, 888I, 888W,
940R, 945A (4010 and 4030 versions), and 947I (4010 and
4030 versions). ICs removing an obsolete reference to an
Accounting Classification Appendix.

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ADC Change
Date Change Description
Number Number
Invalid Fund Code Edit and Remove Suspense Account
F3885. Extends Defense Automatic Addressing System
(DAAS) edits for invalid or missing fund codes to include
transactions with Signal Codes A, B, J, and K and one
scenario pertaining to Signal Codes C and L that had
previously been omitted. Revises Chapters 4
1043E 10/5/2015 7
Requisitioning, 8 Materiel Obligation Validation, 11 Material
Returns, Redistribution of Assets, Directed
Discrepant/Deficient Materiel Returns and Retrograde
Returns, 16 Disposition Services, 17 Supply Discrepancy
Reporting (SDR), and Appendix 7.28 SDR Relevant Data
Elements.
Enhanced Interim Supply Discrepancy Report (SDR)
Reply Capability, Status Update, and Completion
Notification. This change enhances communication of
SDR information between the Inventory Control Point
(ICP) and the storage activity. The change includes
several administrative updates to the DLMS guidance and:
clarifies required distribution of SDRs between the ICP and
the storage activity for each phase of the interim reply
process; establishes specific business rules for the use of
1044 1/22/2013 2
completion notification; requests DoD WebSDR add new
SDR reply code values to support enhancement of the
interim reply process; provides specific timeframes used for
various scenarios applicable to the interim reply, and
establishes specific business rules for use of the status
update SDR format. Revises Chapter 17, Supply
Discrepancy Reporting, Appendix 3, Supply Discrepancy
Report Relevant Data Elements, as well as, DLMS
Supplements 842A/W and 842A/R.
Clarification of Business Rules associated with Supply
Discrepancy Report (SDR) Replies for Status Update
and Completion Notification. Supplements ADC 1044
and provides updates to published procedures. The
purpose of this change is to clarify business rules
associated with ADC 1044. It defines use of the completion
1044A 9/9/2014 5
notice and status update as implemented by DLA
Distribution Centers for SDRs prepared by the storage
activity. It expressly states that completion notices are not
applicable to information only SDRs and may not be used
to revise SDR data content. Revises Chapter 17, Supply
Discrepancy Reporting.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revise the DLMS Stock Screening Request/Reply and
Storage Quality Control Report (SQCR)/Reply to
Support Transmission via new Web Stock Screening
(WebSS) and WebSQCR Modules with Associated Data
and Procedure Enhancements. Expand the DLMS user
community for these transactions beyond DLA supply
chains and DLA Distribution Centers. Clarifies procedures
associated with stock screening and SQCR, including
1045 11/18/2015 future inclusion of item unique identification (IUID) in the 7
SQCR; updates data elements; incorporates identification
of a receipt restriction requirement; and adopts several
administrative corrections to the DLMS transaction formats.
Updates Chapter 21 Stock Readiness Program,
Appendices 7.28 SDR Relevant Data Elements, and 7.29
Stock Readiness Relevant Data Elements. Revises DLMS
Stock Screening Request transactions 842C/I and 842C/R
and SQCR transactions 842S/Q and 842S/R.
Defense Logistics Agency (DLA) Supply Status Code
for Shipped Orders. This change documents a status
code that is generated by DLA for use internal to DoD
EMALL and other DLA systems to denote a DLA requisition
1048 4/25/2013 3
has been shipped. This code is not transmitted via supply
status transaction. DLA provides Status Code SS to DoD
EMALL for expanded visibility by the user community.
Revises Appendix 7.16, Status Codes.
New Supply Status Code for Backorders Awaiting
Engineering Support Activity (ESA) Support and First
Article Testing (FAT). This change establishes two new
supply status codes. The first new status code will be used
to inform requisitioners that their order has been placed in a
backorder status while the Inventory Control Point
1049 4/2/2013 3
(ICP)/Integrated Materiel Manager (IMM) seeks further
information from an ESA to obtain the materiel in question.
A second status code will be used to notify the requisitioner
of a delay while the requisitioned item is undergoing FAT.
Revises Appendix 7.16, Supply Status Codes, and
Appendix 8.10, Formats. Revises DLMS 870S.

CHP-51 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
New DoD EMALL DoDAAC and Supply Status
Cancellation Codes for DoD EMALL Credit Card Billing.
Four new requisition supply status codes are
established for cancellation status for DoD EMALL
Government purchase card or corporate credit card
billing. These codes will be used to identify the specified
reasons the purchase/credit card was rejected (causing the
order to be cancelled) back to the customer. These
cancellations codes are unique to the purchase/credit card
purchases made through DoD EMALL for Federal and non-
Federal customers. The new status codes will be provided
1050 3/18/2013 to EMALL and transmitted transactionally via DLA 3
Transaction Services (for customers capable of receiving
supply status transactions (MILSTRIP/DLMS
870S/Document Identifier Code AE_). Additionally,
cancellation status codes will also be provided to DoD
EMALL customers via e-mail. In conjunction with the
transition of billing to DLA’s Enterprise Business System
(EBS) the DoD Activity Address Code (DoDAAC) used to
recognize EMALL purchase/credit card billing will change
from SP5200 to SC4210. Revises Chapter 4,
Requisitioning. Revises Appendix 7.16, Supply Status
Codes. Revises DLMS 511R, 511M, and 869F.
DoD Web Supply Discrepancy Report (WebSDR)
Processes Enhancement and Interface with Electronic
Document Access (EDA) System. This change
establishes an interface between the EDA System and the
DoD WebSDR application to obtain essential information
for populating SDR records. This interface will make
available to WebSDR the identification of the contract
administration office (CAO) DoD Activity Address Code
(DoDAAC) and the vendor/contractor commercial and
1052 5/3/2013 government entity (CAGE) Code for the discrepant 3
shipment when the contract number is provided in the SDR
by the submitter or action activity. WebSDR will then have
the functionality to transmit SDRs to the CAO regarding
new procurement, type 9, packaging supply discrepancies
in an effort to manage vendor performance by contracted
suppliers. Revises Chapter 17, Supply Discrepancy
Reporting, and Appendix 3, Supply Discrepancy Report
Relevant Data Elements. Updates DLMS 842 A/W and 842
A/R.

CHP-52 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Revisions to Procedures and DLMS 945A
Materiel Release Advice, Denial Management Code for
Credit to Commercial Venture (CV) Contract Associated
with DLA Disposition Services under Reutilization
Business Integration (RBI). A new Denial Management
1054 23-Apr-13 3
Code is added to the DLMS 945A (MILSTRIP Legacy
Document Identifier Code (DIC) A6_, that represents a
denial of an unauthorized Commercial Venture (CV)
delivery order line item. Revises Chapter 16, Disposition
Services.
Mandatory Use of Four-Character Packaging
Discrepancy Codes on Supply Discrepancy Reports
(SDRs) and Storage Quality Control Reports (SQCRs).
This change established a mandatory requirement for the
use of four-character packaging discrepancy codes when
packaging discrepancies are reported via SDR or SQCR
under DLMS procedures. Additionally, several new
1059 3/12/2013 3
packaging discrepancy codes are established. SDR
applications must make it mandatory for users to provide
remarks text in conjunction with packaging discrepancy
codes. Revised Chapter 17, Supply Discrepancy
Reporting, as well as, Appendix 3, Supply Discrepancy
Report Relevant Data Elements. Revises the DLMS
842A/W and 842A/R.
Non-Inventory Control Point/Integrated Materiel
Manager (ICP/IMM)-Directed Inter-Service Lateral
Support via Retail Level Passing Order. This change
authorizes Military Service requiring activities to bypass
standard ordering from the cataloged FLIS SoS and,
instead, use requisition passing order transactions directed
to the Global Combat Support System-Army (GCSS-Army)
1062 6/20/2013 Supply Support Activities (SSA) to satisfy high priority, 3
mission readiness requirements, thereby reducing lead-
time for both deployed and non-deployed forces. Revises
Chapter 11, Materiel Returns, Redistribution of Assets,
Directed Discrepant/Deficient Materiel Returns and
Retrograde Returns, and Chapter 17, Supply Discrepancy
Reporting, as well as, Appendix 3, Supply Discrepancy
Report Relevant Data Elements. Updates DLMS 511R.

CHP-53 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Use of Appropriate Supply Condition Code (SCC) for
Receipt of Suspended Critical Safety Items (CSIs). This
change revises SDR procedures to eliminate an exception
authorizing storage activity use of SCC J for suspended
1063 5/23/2013 CSI resulting from stock screening during receipt 3
processing. SCC J will be replaced by the appropriate use
of SCC K in receipt and SDR transactions. Revises
Chapter 17, Supply Discrepancy Reporting, and Appendix
3, Supply Discrepancy Report Relevant Data Elements.
Modification to the Required Delivery Date (RDD) Edit
for Ammunition and Ammunition-Related Requisitions
and Requisition Alerts under Navy Base Realignment
and Closure (BRAC) Retail Supply Storage and
Distribution (SS&D)/Inventory Management and Stock
Positioning (IMSP). This change provides a revision to
the business rules relating to the use of the RDD on
requisition alerts, requisition alert modifications, and
1065 5/16/2013 3
requisition alert follow-ups to support long lead time
requirements supported by DLA under approved Navy
BRAC SS&D/IMSP procedures. This change includes an
administrative update to clarify procedures associated with
the ammunition requisition 100-day edit and expand the
applicability to additional federal supply classes (FSCs) for
ammunition and ammunition-related materiel. Revises
Chapter 4, Requisitioning.

CHP-54 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Follow-up Time Standards, SDR Forwarding, Source of
Supply (SoS) Notification, Missing Quality Assurance
Representative (QAR) Signature, use of Unique Item
Tracking (UIT) Designator Code for Management
Report Selection Criteria, and Administrative Updates
(DLMS/SDR). This change, clarifies procedures for
submission of SDR follow-ups, establishes a timeframe for
submission of late follow-ups, clarifies business rules for
DLA Distribution Depots forwarding SDRs to the SoS and
updates associated reply codes, designates a discrepancy
code and associated procedures specifically for reporting of
procurement source materiel suspended upon receipt due
to lack of a QAR signature in Wide Area Workflow (WAWF),
revises DOD WebSDR business rules to provide SDR
corrections, rather than a second original SDR, to the SoS
when an information copy is generated by WebSDR after
forwarding an SDR to a new action activity subsequent to
1066 1/9/2014 4
Reply Code 504, establishes a new requirement to notify
the originally identified SoS (to which an information copy
was provided systemically by WebSDR) that the SDR
record for that SoS should be administratively closed
because the SoS routing identifier code (RIC) was in error
and has been updated by a later transaction, establishes an
interface with the DLA Logistics Information Services
Master Data Capability (MDC) to retrieve the unit item
tracking (UIT) designator code for applicable discrepant
item national stock numbers (NSNs) to improve
management report selection criteria, and provides
administrative updates to the DLMS transaction formats to
remove obsolete data content and provide clarification
where needed. Revises Chapter 17, Supply Discrepancy
Reporting and Appendix 3, Supply Discrepancy Report
Relevant Data Elements. Revises DLMS Implementation
Conventions 842A/R and 842A/W.

CHP-55 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
SDR Process Enhancements for Source of Supply
(SoS) Notification of SDR Updates. This addendum
updates DOD WebSDR processing to enable SoS systems
to properly process transactions used for SoS notification of
relevant SDR information. WebSDR will be required to
suppress the distribution copy of the SDR reply
1066A 6/30/2015 (Transaction Purpose Set Code 11) when an SDR is 6
forwarded to a new action activity (which is other than the
SoS) via Reply Code 504 (SDR forwarded to new action
activity) and perform an edit check to determine if the new
SoS has already received and information copy of the SDR
and if not, send. Revises Chapter 17 Supply Discrepancy
Reporting.
Update Supply Discrepancy Reports (SDR) Rule
Changes to Owner, Manager, and Source of Supply
Data for Document Type Code 7 SDRs by Defense
Logistics Agency (DLA) Distribution and New Defense
Automatic Address System (DAAS) WebSDR Rejection
Rule. Updates DoD WebSDR processing to limit changes
to input made to the Owner/Manager/Source of Supply data
entered on the original SDR submissions. Applies only to
SDR processing rules for Document Type 7 SDR
1066B 3/21/19 (Customer originated, depot/lateral shipment/other) and 13
non-quality-related Document Type R (Depot originated,
redistribution order receipt). Establishes a rule that only
DLA Distribution can change the Owner/Manager/Source of
Supply data using a Reply submission when the customer
leaves this field blank, or inputs an incorrect value input on
the original submission.
Revises Chapter 17 Supply Discrepancy Reporting and
Appendix 7.28 Supply Discrepancy Report Relevant Data
Elements.

CHP-56 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Update to DLMS/MILSTRIP Guidance for Status
Dissemination Including Elimination of GSA Form
10050 (GSA Mailer) and Revised Media and Status
Codes. This change eliminates the use of GSA Form
10050 (GSA Mailer) used to provide MILSTRIP status to
civil agency customers with no alternative method of
communication. Although originally a valuable tool, in
current times, the use of the GSA Mailer has proved to be
ineffective for providing customers with the status of their
requisitions and will be replaced with a web portal for
1067 11/20/2013 viewing status. Upon completion of enhancements to GSA 4
Advantage!, customers will view status details via the GSA
requisition status web portal. The web portal will obtain
supply status using standard MILSTRIP transactions/
routing. MILSTRIP/DLMS guidance for the media and
status code is updated to support elimination of the GSA
Mailer and to more fully document its use within the DLMS
(rather than relying solely on legacy 80 record position
formats). Revises Appendices 6 Forms/Message Formats
Index and 7.4 Media and Status Codes. Deletes Appendix
6.7 GSA Form 10050 Supply/Shipment Status.

CHP-57 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Enhanced Procedures for Requisitioning via DOD
EMALL and GSA Internet Ordering: Component
Verification of Funds Availability and Materiel
Identification using the Supplier-Assigned Part Number
and/or Supplier Commercial and Government Entity
(CAGE) Code. This change documents enhancements
and expanded implementation of the procedures
established under ADC 328 and employed by DOD
EMALL and GSA Advantage/GSA Global for eCommerce.
It modifies the requirements for a DLMS transaction
exchange for funds verification request/funds verification
1068 10/3/2013 response prior to submission of internet “off-line” orders to 4
the Source of Supply (SoS), ensures funds availability and
establishment of the financial obligation, better
accommodates part number orders, and revises the
transaction flow to use DLA Transaction Services as the
processing hub. The reply codes passed in the Verification
of Funds Availability Reply (FV2) are expanded to
accommodate additional validation by the receiving system.
DLM 4000.25, DLMS. This change adds GCSS-Army and
Marine Corps SABRS to the funds verification transaction
exchange. Revises Appendix 7.16 Status Codes. Revises
DLMS Implementation Conventions 511M, 511R, 527D,
527R, 842A/W, 842A/R, 856s, 869A, 869C, 869F, 870S.
Revised MILSTRAP Procedures for Logistics
Accountability during Maintenance - Disallows
Logistics Use of Inventory Adjustment Transaction
(DAC) for Physical Movement of Materiel from a
Storage Activity to a Maintenance Activity, and
Incorporate DODM 4140.01 Policy for In-Repair
1070 9/12/2014 Accountability. Eliminates procedures for use of an 5
Inventory Adjustment – Supply Condition Code Change
(DLMS 947I/legacy DAC), as a mechanism to move assets
into, or out of, maintenance. Revises Chapter 7, Inventory
Adjustments; Chapter 13, Materiel Receipt; and Chapter
14, Issue, Loan, Demand, And Single Manager For
Conventional Ammunition Freeze/Unfreeze Actions.

CHP-58 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Implementation of DOD Item Unique Identification
(IUID) Supply Policy in Version 4030 DLMS 856R
Shipment Status Materiel Returns. Implements inclusion
of the IUID data content in the Version 4030 DLMS 856R
Shipment Status Materiel Returns when the National Stock
1071 3/26/2014 5
Number (NSN) has a Federal Logistics Information System
(FLIS) IUID Indicator Y (Yes). Revises Chapter 11,
Materiel Returns, Redistribution of Assets, Directed
Discrepant/Deficient Materiel Returns and Retrograde
Returns and DLMS 856R.
Implementation of Geopolitical Entities, Names, and
Codes (GENC) Standard by DoD Components for the
Identification of Countries and their Subdivisions.
Notifies the PRC members of DLMS implementation for the
GENC Standard and updates related DLMS documentation
and database tables at DLA Transaction Services for
Country Codes. The country code tables in DoDAAD and
1075 1/17/2014 MAPAD will also be updated as a result of this change. 5
Revises Chapter 4, Requisitioning; Chapter 5, Status
Reporting; and Chapter 11, Materiel Returns, Redistribution
of Assets, Directed Discrepant/Deficient Materiel Returns
and Retrograde Returns. Revises Appendix 7.18, Security
Cooperation Customer Codes. Revises DLMS 511M,
511R, 842A/R, 842A/W, 856, 856N, 856R, 856S, 869F, and
940R.
Administrative Realignment of Security Assistance
Procedures in DLM 4000.25, Volume 2 and DLM
4000.25-1. This change establishes a new chapter in DLM
4000.25 DLMS Volume 2 that consolidates procedures,
both DLMS enhanced and legacy, associated with Security
Assistance into one location. This change administratively
aligns the new DLMS chapter with its companion chapter in
DLM 4000.25-1 MILSTRIP Chapter 6, and aligns data
1078 7/3/2013 3
element names with the Business Enterprise Architecture
(BEA). Adds a new Chapter 25, Security Assistance
Program, and revises Chapter 4, Requisitioning and
Chapter 5, Status Reporting. Revises Appendix 7.22,
Cooperative Logistics Program Support Category Codes,
8.3, Security Assistance Program Requisition Format, and
8.30, Foreign Military Sales Notice of Availability Key
Document Format. Updates the Table of Contents.

CHP-59 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Administrative Update to DLM 4000.25, Defense
Logistics Management System (DLMS), Volume 2,
Supply Standards and Procedures, to add New
1079 6/21/2013 Appendix 10, MILSTRAP Legacy Transactions. This 3
change captures MILSTRAP legacy transaction
information. This update is part of an ongoing initiative to
incorporate the MILSTRAP manual into Volume 2.
Intra-Air Force Requirement for use of Priority
Designator in DLMS 527D Prepositioned Materiel
1080 10/17/2013 Receipt (PMR) (Supply/MILSTRAP). This change 4
authorizes intra-Air Force use of the Priority Designator in
DLMS 527D PMR. Revises DLMS IC 527D.
Administrative Update to DLMS 830D, Demand Data
1082 6/28/2013 Exchange (DDE) Projected Supply Plan. Revises DLMS 3
830D.
New Procedures for Non-Manager Owned Suspended
Stock Stored in DLA Distribution Locations. Allows
credit to be issued for non-manager owned suspended
stock stored at a DLA Distribution location when a stock
screening request results in identification of non-compliant
materiel. This change leverages existing procedures for
processing of the Stock Screening Request, Storage
Quality Control Report (SQCR), SDR, and Materiel Release
Order (MRO) to accomplish the necessary steps to
1084 11/25/2015 recognize, suspend, provide notification of suspected non- 7
conforming materiel, provide credit to the materiel owner if
the materiel is determined to be non-compliant, and transfer
ownership to the manager. Adds new SQCR specific action
codes and disposition/reply codes to the Stock Readiness
Relevant Data Elements list. This change Chapter 21
Stock Readiness Program, Appendices 7.7 Document
Number, 7.28 SDR Relevant Data Elements and 7.29 Stock
Readiness Relevant Data Elements. Revises DLMS SQCR
ICs 842S/Q and 842S/R.

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ADC Change
Date Change Description
Number Number
Revise Procedures for End of Day Processing to
Include and Clarify Programmed Research of
Imbalances using Transaction History Data and
Authorize Up to Seven Work Days to Complete
Programmatic Research. Extends the time standard to a
maximum of seven work days for the completion of the
programmatic research portion of the end of day
1085 4/22/2015 reconciliation process. This change does not affect the 6
transactional flow or data elements required to complete
end of day processing. Restates procedures to include:
closing balance comparisons at end of day; and, for
imbalances, the programmatic research elements to be
considered to include in-float, suspended, and duplicate
transactions prior to adjusting the total item property record
(TIPR). Revises Chapter 6 Physical Inventory Control.
Create New Materiel Receipt Acknowledgement (MRA)
Source of Supply Report, Create Requisition/Initial
Supply Transaction Download File and Eliminate the
Shipment Discrepancy Report by Depot. Eliminates the
MRA 04, Shipment Discrepancy Report by Depot; creates a
new MRA Report by Source of Supply to enable wholesale
1086 6/18/2014 inventory control points (ICP) to report metrics on how well 5
the Services acknowledge receipt of materiel the wholesale
ICP shipped out of wholesale assets, for a given
Component; and creates a requisition data download file
capability after accessing the MRA Report Detail page for
all reports. Revises Chapter 10, Materiel Receipt
Acknowledgement.
Revise Materiel Receipt Acknowledgement (MRA)
Report Selection Criteria to Reflect the MRA Process
Exclusion for Receipt Transaction Reporting. Revises
the MRA Report selection criteria to exclude intra-
1087 6/12/2012 Component shipments of wholesale assets when those 5
assets are reported by a Materiel Receipt (aka Receipt)
transaction to the issuing wholesale Inventory Control Point
(ICP), rather than by an MRA transaction. Revises Chapter
10, Materiel Receipt Acknowledgement.

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ADC Change
Date Change Description
Number Number
Joint Supply/Logistics Metrics Analysis Reporting
System (LMARS) Changes to the Materiel Receipt
Acknowledgement (MRA) Report Criteria and
Documentation of MRA Report Business Rules.
Identifies changes required to update the LMARS and
corresponding MRA Report business rules; updates MRA
1088 10/1/2014 5
Report selection criteria by MILSTRIP legacy document
identifier code (DIC) (and corresponding DLMS
transaction); and aligns the MRA exclusions identified in the
DLM 4000.25-2, DLM 4000.25, and DLM 4000.25-4
Manuals. Revises Chapter 10, Materiel Receipt
Acknowledgement.
Supply Discrepancy Reports (SDRs) Requesting
Replacement or Expedited Shipment. Updates
MILSTRIP and SDR guidance for reshipment of materiel in
association with an SDR. This change authorizes Foreign
Military Sales (FMS) customers to request a replacement
shipment using SDR Action Code 1F on SDR submissions,
updates the SDR guidance to clarify that customers
1091 1/28/2014 requesting expedited transportation using SDR Action Code 5
1D (non-FMS customers only) are authorizing the use of
premium transportation, and provides SDR and MILSTRIP
guidance for processing SDRs and directing reshipment
subsequent to a validated SDR. Revises Chapter 4,
Requisitioning; Chapter 5, Status Reporting; and Chapter
17, Supply Discrepancy Reporting. Revises Appendix 7.28,
Supply Discrepancy Report Relevant Data Elements.
DLMS Supply Discrepancy Report (SDR) Interface with
the Security Cooperation Enterprise Solution (SCES).
Supports implementation of the information exchange for
Security Assistance SDRs by establishing an interface
1092 12/27/2016 9
between DOD WebSDR and SCES for the Navy
deployment of SCES. The change accommodates DLMS
842A/W and DLMS 842A/R routing with SCES. Revises
DLMS ICs 842A/W and 842A/R.

CHP-62 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Intra-DLA Change for DLA Disposition Services
Accumulation Number Update Transaction and
Procedures using DLMS 846C (Supply/Logistics). A
modified DLMS 846C transaction will allow the automatic
update/synchronization of a Disposal Turn-In Document’s
1093 12/20/2013 (DTID) disposition services accumulation number from the 4
Enterprise Business System (EBS) to the Distribution
Standard System (DSS). This change adds a new
transaction type to the DLMS 846C for Accumulation
Number Update. Revises Chapter 16, Disposition
Services. Revises DLMS IC 846C.
Enhanced Guidance for Submitting Supply
Discrepancy Reports (SDRs) for Item Unique
Identification (IUID) Discrepancies. Provides amplifying
guidance for the preparation of SDRs for discrepancies
involving unique item data discrepancies for serially-
managed/tracked materiel. This specifically refers to
1095 5/29/2014 missing or mismatched Unique Item Identifiers (UIIs) and/or 5
serial numbers where required for item unique identification
or tracking under a Unique Item Tracking (UIT) program.
SDR discrepancy code definitions are modified to better
conform to the current guidance. Revises Chapter 17,
Supply Discrepancy Reporting and Appendix 3, Supply
Discrepancy Report Relevant Data Elements.
Deviation from Mandatory Use of the Issue
Release/Receipt Document (IRRD) (DD Form 1348-1A or
DD Form 1348-2) for DLA Disposition Services Transfer
of Property on a Commercial Venture (CV) Contractor
1096 5/29/2014 5
Delivery Order. Authorizes the option for DLA Disposition
Services sites to utilize the Commercial Venture (CV)
Workload Location List (WLL) in lieu of an IRRD. Chapter
16, Disposition Services.

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ADC Change
Date Change Description
Number Number
Administrative Realignment of Contract Access to
Government Sources of Supply Procedures in 4000.25,
Volume 2 and DLM 4000.25-1 (Supply). This change
establishes a new chapter in DLM 4000.25, DLMS, Volume
2 that consolidates procedures, both DLMS enhanced and
1097 12/20/2013 legacy, associated with contractor access to government 4
sources of supply into one location. This change
administratively aligns the new DLMS chapter with its
companion chapter in DLM 4000.25-1 MILSTRIP Chapter
11. Revises Chapter 4, Requisitioning and adds Chapter
26, Contractor Access to Government Sources of Supply.
Updates to DD Form 1348-5 Notice of Availability (NOA)
and Corresponding DLMS 856N NOA and 870N NOA
Reply. Updates the DD Form 1348-5, Notice of Availability;
updates the DLMS 856N NOA and DLMS 870N NOA Reply
to align with the hard copy data content of the DD Form
1348-5; establishes the foundation for a mechanized
implementation for the NOA process to provide the
International Logistics Control Office (ILCO) visibility; and
updates procedures for ensuring timely replies to NOAs by
1098 11/7/2014 5
actively engaging the ILCOs when there is no response to a
follow-up NOA. Revises Chapter 25, Security Assistance
Program; Appendix 8.30, Foreign Military Sales Notice of
Availability Key Document; Appendix 8.31, Foreign Military
Sales Notice of Availability Detail Document; Appendix
8.32, Foreign Military Sales Notice of Availability Reply
Document; and Appendix 6.4, DD Form 1348-5,
Notice Of Availability/Shipment. Revises DLMS 856N and
870N.

CHP-64 PROCESS CHANGE HISTORY

 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Realignment and Revalidation of Installation Closure
Procedures in DLM 4000.25, Volume 2 and DLM
4000.25-1. This is one of a series of DLMS changes to
update DLM 4000.25, Volume 2 requisitioning and issue
procedures to align with the companion procedures in DLM
4000.25-1. Once all the DLM 4000.25-1 chapters are fully
aligned into DLMS Volume 2, then DLM 4000.25-1 will be
cancelled. At that time, DLM 4000.25, Volume 2 will serve
as the single guidance for requisitioning and issue
1099 6/15/2015 6
procedures, business rules, data standards, and
transaction formats. DLM 4000.25-1, Chapter 10 outlines
procedures associated with Installation Closure using
legacy MILSTRIP 80 record position formats. DLM
4000.25, Volume 2, Chapter 15 outlines DLMS enhanced
procedures for Installation Closure using DLMS formats
(X12 Electronic Data Interchange (EDI) and eXtensible
Markup Language(XML)). Revises Chapter 15 Installation
Closure Procedures.
Enhanced SDR Guidance including SDR Routing for
Army-Directed DLA Distribution Center Shipments and
Procedures for Discrepant or Unauthorized Returns to
the Distribution Centers. Establishes specific guidance to
report DLA Distribution Center receipts and SDRs for
unauthorized consumable item returns to the returning
Service using a pre-designated routing identifier code (RIC)
(rather than the item manager); revises DOD WebSDR
routing rules to require distribution of an information copy to
the DLA Distribution Center when the shipment was
1102 6/5/2014 directed by the Army and the materiel was shipped from the 5
Distribution Center; and updates the SDR transaction
format and discrepancy code list for clarification and as a
corrective action for identified gaps in data transmission.
Revises Chapter 13 and Materiel Receipt; Chapter 17,
Supply Discrepancy Reporting. Appendix 3 marked as
Reserved and moved to Appendix 7.28, Supply
Discrepancy Report Relevant Data Elements and Appendix
4 marked as Reserved and moved to Appendix 6.39,
Instructions For Preparation Of Standard Form 364.
Revises DLMS 842A/R.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Procedures for Unauthorized/Discrepant Air Force
Returns to DLA Distribution Centers. Amends the
procedures approved under ADC 1102 to establish specific
guidance to report DLA Distribution Center receipts and
SDRs for unauthorized/unexpected consumable item
returns to the returning Service (rather than the item
1102A 4/13/2015 6
manager) using a pre-designated routing identifier code
(RIC) when the returning Service is an Air Force activity.
Supplements ADC 1102 and all procedures approved
under the original document are unchanged. Revises
Chapter 13 Materiel Receipt and Chapter 17 Supply
Discrepancy Reporting.
Revise DLMS 824R, Reject Advice, to Include
Rejections of Logistics Bills and Clarify use for
Rejection of DLMS MILSTRIP Transactions. Modifies
the DLMS 824R to expand the scope to include rejection of
1103 8/20/2014 logistics bills and make administrative adjustments to 5
convert the supplement into an implementation convention
(IC) and to reflect current element use by DLA Transaction
Services. Revises Chapter 1, Introduction and DLMS IC
824R.
Intra-DLA Change for DLA Disposition Services
Warehouse Storage Location Update Transaction using
DLMS 943A Warehouse Service Advice. Revises the
DLMS 943A Warehouse Service Advice transaction to add
a warehouse storage location update function to be passed
1104 4/2/2014 5
from the DLA Disposition Services Field Office to the DLA
Disposition Services, and then from EBS to Reutilization
Transfer Donation Web (RTD Web), and subsequent to a
DTID re-warehousing action. Revises Chapter 16,
Disposition Services and DLMS 943A.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revise DLMS 830D Demand Data Exchange (DDE)
Projected Supply Plan Requirements to Clarify Data
and Associated Procedures. Revises Defense Logistics
Management Standards (DLMS) 830D implementation
convention (IC) to clarify use of organization DOD activity
address codes (DoDAAC), the FST segment forecast
1105 4/17/2014 5
timing qualifiers, and the SDQ segment. DLA is also
revising the procedures to recommend that DDE projected
supply plans have 60 month plan periods, with zero filling
those months with no plan data. Revises Chapter 2,
Special Program Requirements and Demand Data
Exchange Projected Supply Plan and DLMS 830D.
Intra-DLA Change: New Disposition Services Term
Sales Code to use with DLMS 527R Receipt for
Commercial Venture (CV) and Modification of DLMS
940R Materiel Release Order for Associated Delivery
Order Term Sales Contract Number. Establishes a new
DLA Disposition Services Term Sales code to be used by
1106 4/10/2014 the DLA Disposition Services Field Office personnel to 5
indicate specific item characteristics based on receipt
examination and pre-established business rules. The field
office will use the DLMS 527R Receipt transaction to pass
the Disposition Services Term Sales code to DLA
Disposition Services. Revises Chapter 16, Disposition
Services and DLMS 940R and 527R.
Intra-DLA Change: Revise DLA Disposition Services
Upgrade from Scrap Procedures and DLMS 527R
Receipt to Allow use of Local Stock Number. Revises
the DLA Disposition Services Upgrade from Scrap process,
and associated DLMS 527R, to recognize a local stock
number (LSN) item in the DLMS 527R Receipt, with LIN01
Source of Materiel Received/Returned Code V, when
1109 3/26/2014 5
upgrading items from a scrap LSN. This change revises
the current procedure to recognize either an NSN or an
LSN in the DLMS 527R Receipt when upgrading items from
a scrap LSN. Revises Chapter 4, Requisitioning; Chapter
5, Status Reporting; and Chapter 16, Disposition Services.
Revises DLMS 511M, 511R, 856S, 869A, 869F, 870S,
940R, and 945A.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Administrative Update to Identify Code DPC Delivery
Priority Code as an Approved X12 Migration Code and
Associated DLMS Documentation. Adds a new
Appendix for Delivery Priority/Special Processing Codes,
updates the DLMS Data Dictionary to reflect usage of this
data element across applicable DLMS ICs, and updates
1110 7/30/2014 5
DLMS ICs to reflect the approved migration code DPC –
Delivery Priority Code. It also applies administrative
updates. Adds Appendix 7.26, Delivery Priority/Special
Processing Codes and revises Appendix 7.13, Project
Codes. Revises DLMS 511M, 511R, 856S, 869A, 869F,
870S, 945A, 940R, and 940S.
Revise Procedures for Intransit Control of Materiel
Turned In To DLA Disposition Services and Establish
use of the DLMS 527R for a New Disposition Services
Turn-In Receipt Acknowledgement (TRA) Transaction.
Revises the procedures for intransit control of materiel
1111 8/27/2014 turned in to DLA Disposition Services and proposes use of 5
the DLMS 527R for a new Disposition Services Turn-In
Receipt Acknowledgement (TRA) transaction. A distinct
DLMS 527R beginning segment transaction type code is
being established. Revises Chapter 16, Disposition
Services and DLMS 527R.
Change in Timing to Follow-up for Delinquent Materiel
Receipt Acknowledgement (MRA), and for MRA
Submission, Based on Time Definite Delivery (TDD)
Standards. Allows an automated follow-up for delinquent
MRA transactions at a number of days beyond shipment
more aligned with the TDD standards set forth in the DoDM
4140.01, Volume 8, DoDI 4160.61, and the DoD Time
Standards for Order Process and Delivery. Provides for
1114 4/28/2016 MRA submission timeframes associated to TDD. Modifies 8
the timeframe to send an MRA Reply to Follow-Up
transaction and modifies the timeframe for submission of
MRA after receipt of materiel to align with DoDM 4140.01
timeframe for receiving activities to process receipts after
materiel delivery. Adds new Discrepancy Indicator Code H
(Materiel Still in Transit). Revises Chapter 10, Materiel
Receipt Acknowledgement and Appendix 12, Materiel
Receipt Acknowledgement Report Business Rules.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Administrative Update to add New Appendix for
Correlation of MILSTRAP Legacy DIC Functionality to
DLMS Implementation Convention Coding. Makes an
administrative update to DLM 4000.25, Volume 2, adding
Appendix 11 to identify the correlation of MILSTRAP legacy
document identifier code (DIC) functionality to DLMS
1115 4/4/2014 implementation convention (IC) coding. DLMSO has an 5
ongoing initiative to incorporate the MILSTRAP manual into
the DLM 4000.25, Volume 2. This change better positions
DLM 4000.25, Volume 2 and MILSTRAP for future
movement to a combined manual. Adds Appendix 11,
Correlation of MILSTRAP Legacy DIC Functionality to
DLMS Implementation Convention Coding.
DoDAAC Authority Code and Type Address Code (TAC)
Rules. Improves and refines the business rules associated
with the type address codes (TAC) used in the DoDAAD
and removes TAC 4. This change requires entering the
specific address for the purpose for which the DoDAAC is
1117 7/2/2014 intended to be used, based upon the DoDAAC authority 5
code. This change is not applicable to DoDAACs already
resident in the DoDAAD, but will apply to any future
changes made to existing DoDAACs or when new
DoDAACs are created after the implementation date of this
change. Revises Chapter 4, Requisitioning.
Project Code Management System Procedures (Project
Codes/Supply). Establishes the initial baseline
requirements for a new web-based project code
management system (PCMS) to be hosted at DLA
Transaction Services and updates project code
1118 2/5/2015 management procedures. Revises Appendix AP6 Index to 6
add new Appendices AP6.40, Templates for Project Code
Management System Generated Project Code
Dissemination Notices and AP6.41 Appointment Letter
Template for Service/Agency Project Code Representative.
Revises Appendix AP7.13, Project Codes

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revised Procedures for Management Control Activity
(MCA) Validation of Government Furnished Materiel
(GFM)/Contractor Furnished Materiel (CFM)
Requisitions and Contractor DoDAAC Assignment.
Establishes a requirement for MCA validation for CFM
regardless of the Component sponsoring the contractor. All
1123 12/2/2015 MCA MILSTRIP procedures applicable to GFM will be 7
extended to CFM. Transaction Services’ edits for pseudo
MCA processing of DOD EMALL CFM requisitions paid via
credit card will be eliminated upon Component
implementation of MCA validation to mirror existing GFM
procedures. Revises Chapter 26 Contractor Access to
Government Sources of Supply.
Revise Time Standards for Receipt Processing to
Support DODM 4140.01 Policy. Revises MILSTRAP and
DLMS, Volume 2 time standards for processing receipts to
reflect the DODM 4140.01, Volume 5 policy that receiving
activities will “record receipts no later than 5 business days
1124 4/7/2015 from date materiel received”. Also clarifies the requirement 6
to make associated assets visible from the point of
inspection and acceptance within 24 hours in context of
MILSTRAP/DLMS. Revises Chapter 13 Materiel Receipt,
Chapter 16 Disposition Services, and Chapter 20 Medical
Unit Assembly Program.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revised Supply Discrepancy Report (SDR) Routing
Rules for Non-Manager Owned Suspended Stock
Identified at Time of Receipt at DLA Distribution
Centers and Improved Identification of Owner and
Manager on SDR Transactions. This change revises
routing rules and provides improved procedures for
processing “receipt notification” SDRs for materiel
suspended upon receipt based upon manager-provided
screening criteria. These SDRs do not report a supply
discrepancy; they instead report receipt of materiel meeting
1126 12/16/2015 6
specific quality-related criteria identified by the three-
position Q-series discrepancy codes. Additionally, this
change modifies SDR transaction formats to support data
fields to identify the owner and manager as distinct
organizations separate from the current mixed use data
field used for owner, item manager, or source of supply
dependent upon the document type code/scenario.
Revises Chapter 17 Supply Discrepancy Reporting and
Appendix 7.28 Supply Discrepancy Report Relevant Data
Elements. Revises DLMS 842A/R and 842 A/W.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Enhanced SDR Guidance for Foreign Military Sales
(FMS), SDR Time Standards for Controlled Inventory
Items, SDR Forwarding after Logistics Reassignment
(LR), Packaging SDRs, and Administrative Updates.
Establishes forwarding procedures to support transactional
forwarding of SDRs by the losing item manager (LIM) to the
gaining item manager (GIM) subsequent to a logistics
reassignment (LR), and clarifies reporting procedures for
procurement source receipts after LR where the LIM issued
the contract including directing the SDR to the LIM (owner)
as the action activity when a prepositioned materiel receipt
(PMR) is provided. This change also specifies the
allowable number of International Logistics Control Office
(ILCO) rejections per SDR, removes the current FMS
restriction on using Discrepancy Code Z2 (repetitive
discrepancy), specifies the allowable number of
International Logistics Control Office (ILCO) rejections per
1127 10/30/2014 6
SDR, eliminates the DLM exclusion for SDR reporting by
activities using non-appropriated funds to requisition
wholesale materiel, updates the time standards for SDRs
associated with materiel classified secret and above, and
nuclear weapons-related materiel (NWRM) to require
accelerated response, updates procedures to prescribe
business rules for routing of packaging discrepancy SDRs
resulting from redistribution of stock between storage
activities, updates procedures for submission of information
only (vice action) SDRs for packaging discrepancies,
revises business rules associated with resubmission of an
SDR after customer cancellation of the original submission
or storage activity completion notice, and adopts multiple
administrative changes to support the above updates.
Revises Chapter 17 Supply Discrepancy Reporting and
Appendix 7.28 Supply Discrepancy Report Relevant Data
Elements. Revises DLMS 842A/R and 842A/W.
Revise DLMS 527D Prepositioned Materiel Receipt
(PMR) and 527R Receipt and Associated Procedures to
Support Marine Corps BRAC Storage and Distribution
Interface (SDI). Updates DLMS 527D PMR and 527R
1128 4/23/2015 6
Receipt to communicate enhanced DLMS data between the
Marine Corps Maintenance Centers (MCMC) and DLA at
the Distribution Centers operating under the Distribution
Standard System (DSS). Revises DLMS 527D and 527R.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Phase II Implementation of New DLMS 841W Hazardous
Material/Hazardous Waste Profile (HWPS) and 856W
Hazardous Material/Hazardous Waste (HM/HW)
Shipment Status Implementation Conventions and
Associated Procedures Supporting Turn-Ins to DLA
Disposition Services. Establish two new DLMS
Implementation Conventions (IC) that provide the current
functionality of the legacy flat file GenComm Standard
Version 5.0 as documented in in the DLMS manual
(Reference 3.f. Appendix 9). The DLMS 841W HWPS will
support the required HWPS functionality, to include the
capability to transmit multiple profile sheets in one
transaction. The DLMS 856WHM/HW Shipment Status will
1131 11/25/2015 7
support the requirement to document the DTID information
associated with an HM/HW disposal turn-in; its functionality
is similar to the DLMS 856S Shipment Status/MILSTRIP
Legacy Document Identifier Code AS3. This DLMS change
also documents several updates to the data content for the
HWPS and the associated DTID data content. Revises
DLMS Volumes 1, Appendices 3 Acronyms and
Abbreviations, and 4 DLSS to DLMS Conversion Guide, as
well as, Volume 2, Appendix 9 Generator Communications
Interface Standard 5.0.0, Chapters 16 Disposition Services,
and 17 Supply Discrepancy Reporting, as well as
establishing new Volume 2, Appendix 7.30 Hazardous
Waste Material Codes, and DLMS ICs 841W and 856W.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Implementation of Mass/Universal Cancellation
Procedures under the DLMS and Administrative
Realignment of Procedures in DLM 4000.25, Volume 2
and DLM 4000.25-1. This change implements a fully
systemic solution for processing mass and universal
cancellations and the associated DLMS enhancements.
This change also establishes a new Chapter 27 in DLM
4000.25, Volume 2 that consolidates procedures, both
DLMS enhanced and legacy, associated with mass and
1132 6/15/2015 6
universal cancellation procedures into one location. This
change administratively aligns the new Volume 2, Chapter
27 with its companion chapter in DLM 4000.25-1,
MILSTRIP Chapter 8.
This changed adds new Chapter 27 Mass or Universal
Cancellation or Requisitions; revises Chapter 4
Requisitioning, Appendix 7.1 Data Elements and Codes
Index, and Appendix 8.19 Shipment Status. Revises DLMS
856S, 869C, 940R. Revises DLMS Data Dictionary.
DLMS 832N Catalog Data Support Mapping Update at
DLA Transaction Services to Support Navy Fleet
Readiness Center (FRC). Updates the data mapping of
the DLMS 832N Catalog Data Support for successful use
by the Navy Fleet Readiness Center (FRC). This
1135 11/19/2014 5
addendum supplements, but does not replace the original
ADC 360 as revised by ADC 360A. This change also
contains updates to the DLMS manual guidance for use of
the Catalog Data Support transaction. Revises Chapter 23,
Catalog Data Support and DLMS 832N.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Revise Unique Item Tracking (UIT) Procedures to
support DODM 4140.01 UIT Policy and Clarify
Requirements. Updates UIT procedures to support DODM
4140.01, Volume 9 policy updates, which eliminated the
charter for the UIT Committee and directed that the DOD
Components will not establish any new UIT programs;
clarifies UIT procedures; documents DLMS transactions
with IUID and/or UIT placeholders; documents the
requirement to assign Federal Logistics Information System
1136 12/9/2014 5
(FLIS) IUID Indicator value Y (yes) for UIT program items;
deletes references to specific record retention periods for
documents/transactions. Revises Chapter 19, Unique Item
Tracking and marks Appendix 5 as Reserved. Revises
DLMS 140M, 180M, 511M, 511R, 527D, 527R, 842A/W,
842P, 842S/Q, 842S/R, 846R, 856, 856R, 856S, 861, 867I,
869F, 870M, 870S, 940R, 4010 945A, 4030 945A, 4010
947I, 4030 974I, 810L, 824R, 864A, 846C, 846F, 846I,
4010 856N, 4030 856N, and 856R.
Revise DLMS 830D Demand Data Exchange (DDE)
Projected Supply Plan to provide an FST04 Date
Representing the Start Date of Forecast Bucket.
Incorporates the use of the actual forecast date, aligned to
the forecast quantity for that date, in the DDE Projected
Supply Plan (DLMS 830D) transaction. The Army will
continue populating the forecast date associated with the
1138 4/15/2015 6
monthly forecast bucket, with the understanding that DLA
will implement the same when DLA implements DLMS
830D. Until DLA implements DLMS 830D, DLA
Transaction Services will continue to ignore that date
populated by Army in the translation to DLA’s legacy
format, and only read the currently populated date of the
beginning of the entire forecast. Revises DLMS 830D.
Administrative Revision to Federal Implementation
Convention (IC) 856 Ship Notice/Manifest to Provide
Additional E-mail Notifications. Adds the functionality to
provide additional e-mail addresses for notifications in the
1139 7/16/2014 5
WAWF Receiving Report (RR) transactions, which will
match the currently available web capability to send
additional e-mails when web transactions are submitted.
Revises Federal IC 856.

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ADC Change
Date Change Description
Number Number
Administrative Revision to Federal Implementation
Convention (IC) 856 Ship Notice/Manifest. Adds the
functionality to WAWF to ensure compliance with DFARS
1140 7/16/2014 requirements for IUID that must be satisfied before the 5
WAWF Receiving Report (RR) can be created either via
direct web input or Electronic Data Interchange (EDI).
Revises Federal IC 856.
Update to Remove General Services Administration
(GSA) from MILSTRIP Materiel Returns Program (MRP).
Formally withdraws GSA from the Materiel Returns
Program (MRP) effective March 1, 2014. To support this
change, GSA and DLA Transaction Services will reject all
DLMS 180M Customer Asset Report (MILSTRIP legacy
document identifier code (DIC) FTE/FTG) and Follow-Up
1142A 10/21/2014 for Inventory Control Point/Integrated Materiel Manager 5
Reply to Customer Asset Report (MILSTRIP legacy DIC
FTF) transactions directed to routing identifier code (RIC)
GG0, with Status Code SN indicating that customer asset
reports directed to GSA are not authorized. Revises
Chapter 4, Requisitioning; Chapter 11, Material Returns,
and Redistribution of Assets; and Chapter 15, Installation
Closure Procedures.
Revise DLMS 947I Inventory Adjustment for use of
Ownership Code with Ammunition Systems (Optional
for non-Ammunition Systems); and Clarify
MILSTRAP/DLMS use of Ownership, Purpose and
Supply Condition Codes in Dual Inventory Adjustment.
Requires that Service ammunition systems include
ownership code in DLMS 947I Inventory Adjustment for
dual supply condition code change (legacy DAC
1149 7/6/2015 functionality). The DLMS 947I already contains the 6
ownership code data element in 2/LQ/1000 segment.
Additionally, this change updates the MILSTRAP legacy
DIC DAC/DAD format to correct information regarding the
ownership/purpose code data elements and revises the
corresponding DLMS 947I dual inventory adjustments for
clarity on use of ownership, purpose and supply condition
codes with dual inventory adjustments. Revises DLMS
947I.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Update Mapping for DLMS 940R, Materiel Release
Order/Disposal Release Order Exception Data, to
Expand Field Size of Pick/Pack/Delivery Instructions
Field for Army Orders. This change modifies the mapping
of the DLMS 940R Materiel Release Order/Disposal
1150 11/18/2014 6
Release Order Exception Data to allow 12 iterations of the
NTE segment for pick/pack data in support of Army
Logistics Modernization Program (LMP) and DLA
Distribution Standard System (DSS) processing. No
change to manuals or DLMS Implementation Conventions.
Update to Document Retention Periods in DLM 4000.25
Series of Manuals. Removes references to specific record
retention periods for documents/transactions, and advises
the Components to retain data created as a result of DLMS
business processes in accordance with the DODI 5015.02,
DOD Records Management Program.
1151 9/14/2017 10
Revises Chapter 2, Special Program Requirements and
Demand Data Exchange Projected Supply Plan, Chapter 4,
Requisitioning, Chapter 5, Status Reporting, Chapter 13,
Materiel Receipt, Chapter 16, Disposition Services, Chapter
17, Supply Discrepancy Reporting, and Chapter 19, Unique
Item Tracking
Approved Defense Logistics Management Standards
(DLMS) Change (ADC) 1152, Authorization to Use a
Suffix Code in a Redistribution Order (RDO) in Support
of DLA Industrial Product-Support Vendor (IPV)
1152 12/8/2015 Program. Revises the DLMS 940R, Release Order, to 7
allow the suffix code to be populated for redistribution order
transactions to support DLA’s IPV program. This revision
is for restricted use intra-DLA. Revises Chapter 4
Requisitioning.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
SDR Enhancements for Visibility of Discrepancies in
Hazardous Materiel Shipments. Includes four
enhancements to improve visibility of discrepancies
involving hazardous materiel shipments and clarifies
guidance for the selection of the appropriate SDR action
code by transshippers; 1) establishes a mandatory
requirement for use of four-character transportation
documentation discrepancy codes on SDRs, 2) establishes
a new packaging discrepancy code for improper
unitization/palletization/containerization of hazardous
1153 4/16/2015 6
materiel (including ammunitions/explosives), 3) establishes
a new data field in SDR reports and replies to identify
hazardous materiel shipments, and 4) provides an
administrative revision to SDR procedures for SDR action
code selection to eliminate the notion that trans-shipper
SDRs prepared for information only do not involve a
frustrated shipment. Revises Chapter 17 Supply
Discrepancy Reporting and Appendix 7.28, Supply
Discrepancy Report Relevant Data Elements. Revises
DLMS 842A/W, and 842A/R.
DLA Disposition Services Procedures for the Foreign
Military Sales (FMS) Case Number and New Indicators
for FMS Freeze Information under Distribution
Disposition Process Alignment (DDPA) Initiative.
Authorizes DLA Disposition Services use of the DLMS
940S Materiel Staging Request to identify items frozen for
FMS customers. Adds a new Service Performed Code for
1156 7/26/2016 8
FMS freezes and the FMS Case Number carried as three
discrete data elements (SC Customer Code, SC
Implementing Agency Code, and SC Case Designator) to
the DLMS 940S. Expands the existing warehouse location
data field. Revises Chapter 16, DLA Disposition Services.
Revises DLMS ICs 527D, 527R, 856S, 940R 940S, 943A,
and 945A.

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ADC Change
Date Change Description
Number Number
DLA Disposition Services Indicators for Foreign
Military Sales (FMS) Information. Adds two new data
elements to the DLMS 511R Requisition Transaction to
allow DLA Disposition Services to transmit the Special
Programs Hold Override Indicator and the Freeze Code.
Adds a data element to the DLMS 940R Materiel Release
to enable transmission of FMS costs for DLA Disposition
1156A 11/26/18 Services and revises DLMS 856S Shipment Status to 12
identify the FMS Security Corporation Case Designator
Code.
Revises DLMS Volume 2, Chapter 16 Disposition Services;
MILSTRIP AP 3.48, Materiel Release Document DD Form
1348-1A or DD Form 1348-2.
Revises DLMS 511R, DLMS 856S (4030), and DLMS 940R
(4030).
New Supply Condition Code (SCC) X, Suspended
(Repair Decision Delayed). New Supply Condition
Code (SCC) X, Suspended (Repair Decision Delayed).
Assigns new SCC X and establishes procedures for use.
1159 11/25/2015 7
Assignment of SCC X under the established business rules
is optional at the discretion of the materiel owner. Revises
Chapter 6 Physical Inventory Control, Chapter 7 Inventory
Adjustments, and Chapter 9 Logistics Reassignment.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Procedures for Recommending and Authorizing Credit
for Validated SDRs, Associated Reply Code Revisions,
and Required use of the Reason for Reversal Code in
Issue Reversals. Clarifies procedures to prepare SDR
replies when used to request/report a financial adjustment
for a validated discrepancy; updates available SDR reply
codes; updates DLMS guidance for use of the issue
reversal transaction and establishes a requirement to
include an issue reversal reason code for all Components
as a DLMS enhancement; expands the scope of available
codes beyond those currently used; clarifies requirement
1160 1/19/2016 for generation of the prepositioned materiel receipt (PMR) 8
for directed discrepant materiel returns and tracking for the
return shipment; updates Military Standard Billing System
(MILSBILLS) procedures to formally document the option to
provide credit to the billed activity for discrepant shipments
prior to storage activity receipt of the returned discrepant
materiel. Revises Chapter 14, Issue, Loan, Demand, and
Single Manager for Conventional Ammunition
Freeze/Unfreeze Actions; Chapter 17, Supply Discrepancy
Reporting; Appendix 7.28, Supply Discrepancy Report
Relevant Data Elements. Adds new Appendix 7.32,
Reason for Reversal Code. Revises DLMS IC 867I.

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Update Uniform Procurement Instrument Identifier
(PIID) Numbering System in the Federal/DLMS
Implementation Conventions and DLMS Manuals.
Updates DLMS procedures to accommodate the PIID
numbering system as required by recent changes to the
Federal Acquisition Regulation (FAR) and Defense Federal
Acquisition Regulation Supplement (DFARS). All
Components must comply with the PIID numbering
requirements of DFARS subpart 204.16 for all new
solicitations, contracts, delivery calls/orders, and
agreements issued, and any amendments and
modifications to those new actions. Additionally, this
1161 8/1/2016 change provides guidance for legacy procurement 8
instrument identification number (PIIN)/legacy call/order
number during the initial transition. Revises Chapters 4,
Requisitioning; 17, Supply Discrepancy Reporting; 20,
Medical Unit Assembly Program; 21, Stock Readiness
Program; and 26, Contractor Access to Government
Sources of Supply. Revises DLMS ICs version 4010:
511M, 511R, 517G, 527D, 527R, 536L, 567C, 810L, 812L,
812R, 824R, 846A, 846D, 846I, 856, 861, 867I, 869C,
869F, 870S, 945A, 947I. Revises DLMS ICs version 4030:
842A/R, 842A/W, 842C/I, 842C/R, 842P, 842S/Q, 856R,
856S, 856W, 940R, 945A, 947I. Revises the Logistics Data
Resource Management System (LOGDRMS).

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 DLM 4000.25, Volume 2, November 26, 2019

ADC Change
Date Change Description
Number Number
Update Uniform Procurement Instrument Identifier
(PIID) Numbering System in the Federal/DLMS
Implementation Conventions and DLMS Manuals.
Replaces ADC 1161 in its entirety and removes an
incorrect business rule in position 10 of the PIID, updates
the list of references to reflect approved (rather than draft)
documents, and updates the implementation date to no
later than March 31, 2017. There are no additional
changes to the procedures or DLMS transactions identified
in ADC 1161, which updated DLMS procedures to
accommodate the PIID numbering system. This is a
mandated change required by recent changes to the FAR
1161A 2/23/2017 and DFARs and all Components must comply with the PIID 9
numbering requirements of DFARS subpart 204.16 for all
new solicitations, contracts, delivery calls/orders, and
agreements issued, and any amendments and
modifications to those new actions. Additionally, this
change provides guidance for legacy procurement
instrument identification number (PIIN)/legacy call/order
number during the initial transition.
Revises Chapter 4 Requisitioning, Chapter 17 Supply
Discrepancy Reporting, Chapter 20 Medical Unit Assembly
Program, Chapter 21 Stock Readiness Program, and
Chapter 26 Contractor Access to Government Sources of
Supply. Revises the DLMS Data Dictionary.
Modify DLMS 536L Logistics Reassignment
Management Data to Identify the Procurement
Instrument Identifier (PIID) Associated with a Base
Contract Number in Logistics Reassignment Contract
History Data Transactions. Updates the DLMS 536L
Logistics Reassignment Management Data to enable
identification of the PIID associated with the base contract
1161B 6/6/2018 number on Logistics Reassignment – Contract History Data 11
transactions. Enables a capability removed during the
transition to PIID numbering under ADC 1161A. Including
the base contract number and the PIID call/order number(s)
will help associate both data elements for a complete
contract history for an item being logistically reassigned.
Revises DLMS 536L.

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ADC Change
Date Change Description
Number Number
Revise DLMS 940R Materiel Release and DLMS 945A
Materiel Release Confirmation for Carrier Account Data
Associated with Directed Return of
Discrepant/Deficient Materiel and Procedures for use of
the DLMS 940R when Directing Shipment of
Discrepant/Deficient Materiel via Supply Discrepancy
Report (SDR) Reply. Approves incorporation of carrier
and associated account data in the DLMS 940R Materiel
Release Order (MRO) for the purpose of communicating
1164 7/6/2015 return shipping instructions to the storage activity. This 6
change also updates SDR Reply procedures to clarify that
disposition instructions for discrepant/deficient materiel
provided to DLA distribution centers for the purpose of
directing shipment of the discrepant materiel to another
location, (e.g., return to the vendor) requires concurrent
transmission of a DLMS 940R Materiel Release. Revises
Chapter 4 Requisitioning and Chapter 17, Supply
Discrepancy Reporting. Revises DLMS 940R and 945A
(Versions 4010 and 4030).
Wide Area Workflow (WAWF) eBusiness Suite,
Invoicing, Receipt, Acceptance, and Property Transfer
(iRAPT) Create Property Transfer Document (PTD) from
DLMS 856S Shipment Status. Modifies the Defense
Automatic Addressing System (DAAS) routing of the DLMS
856S, Version 4030, Shipment Status Transaction, to send
images to the DLA Transaction Services GEX for
translation and systemic creation of the WAWF iRAPT 856
GFP Property System Notification (PSN) Property Transfer
1165 8/4/2015 Document (PTD) (856 GFP PSN (PTD)) transaction. This 7
change also modifies the DAAS routing of the DLMS 527R
Receipt with related GFP contract number, without
restriction to Document Identifier Code (DIC) D4M, to send
images to GEX for translation and transmission to iRAPT.
The GFP Module of the WAWF IUID Registry is updated
based on the PTD transaction and the data is captured for
use in the WAWF Management Reporting System (MRS)
reporting database. No change to manuals or DLMS
Implementation Conventions.

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ADC Change
Date Change Description
Number Number
DLA Distribution Center Denial Scenarios Associated
with Product Quality Deficiency Report (PQDR)
Exhibits. Approves denial scenarios when a materiel
release order or disposal release order identifying a PQDR
1169 4/25/2016 exhibit cannot be shipped by the DLA Distribution Center 8
because the specified exhibit(s) cannot be located.
Expands the definition of Management Code Q to explain
why the denial occurred. Revises Chapter 4, Requisitioning
and Chapter 16, Disposition Services.
Revise DLMS 527D Due-In and Prepositioned Materiel
Receipt (PMR) to Support Commodity-Unique Mapping
Product Requirements. Identifies several mapping
product unique data elements for the DLMS 527D Due-In
and PMR transactions. Mapping Enterprise Business
1172 7/31/2016 7
System (MEBS) sends the PMR to Distribution Standard
System (DSS). Updates Table of Contents and Appendix 7
Data Elements and Codes Index. Adds new Appendix 7.31
Mapping Product Relevant Data Elements. Revises DLMS
527D IC.
Accommodate Foreign Military Sales (FMS) Related
Transaction Sets from Naval Air Technical Data and
Engineering Service Center (NATEC) to Security
Cooperation Enterprise Solution (SCES). Serves as
documentation of the revised flow for transactions
associated with Navy publications (Cognizance Code
(COG) 6I) from NATEC to SCES for the Navy Increment 1
1173 10/14/2015 target state. NATEC desires to send requisitions and 7
supply status transactions through Transaction Services to
the SCES. The NATEC information exchanges flow only
one way and are initiated by FMS logistics element
managers (LEM) using the FMS Module of the Technical
Manual Application System (TMAPS) on the NATEC
Website. No change to manuals or DLMS Implementation
Conventions.

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ADC Change
Date Change Description
Number Number
WebSDR Process Enhancements and Administrative
Updates including SDR Reply Screen and Management
Report Functionality, New/Revised Reply Codes, and
Standardized Identification of the Submitting
Customer. Identifies multiple updates to DLMS SDR
processing and procedures. These changes improve
existing processing, and improve the visibility and accuracy
1174 1/11/2017 9
of SDRs. Selected changes with minimal impact are
already implemented and are identified to document the
procedures within a DLMS change and provide wider
visibility. Revises Chapter 17, Supply Discrepancy
Reporting, and Appendix 7.28.Supply Discrepancy Report
Relevant Data Elements. Revises DLMS ICs 842A/W and
842A/R.
Procedures for Turn-In of Partial Small Arms/Light
Weapons (SA/LW) to DLA Disposition Services and
Supply Discrepancy Report (SDR) Procedures for
Associated Discrepancies. Clarifies guidance for the
turn-in of partial/incomplete weapons by the weapon NSN
to DLA Disposition Services for reutilization or
demilitarization. Stipulates the need for a missing parts list
or equivalent missing parts certification to accompany the
turn-in of the serialized receiver with missing or removed
1175 7/25/2017 10
parts. The turn-in activity must provide a missing parts list
or annotate equivalent certification on the Issue
Release/Receipt Document (IRRD) (DD Form 1348-1A, or
DD Form 1348-2), Defense Turn-in Document (DTID), or an
attached continuation page. Revises Chapter 17, Supply
Discrepancy Reporting, Chapter 16, Disposition Services,
Chapter 18, Small Arms and Light Weapons Serial Number
Registration and Reporting, and Appendix 7.28.Supply
Discrepancy Report Relevant Data Elements.

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ADC Change
Date Change Description
Number Number
Revised Procedures for Requisitioning under Inter-
Service Maintenance Agreement (Project Codes 3AB,
3AD, 3BB) and Revised DLMS 832N Catalog Data
Support for Defense Logistics Agency (DLA) support of
Navy Fleet Readiness Centers (FRCs). Revise and
clarify procedures to support requisitioning under a Depot
Maintenance Inter-Service Agreement (DMISA) or
comparable agreement. Updates DAAS to pass (rather
than route) all requisitions containing Project Codes 3AB
and 3BB to the activity identified by the RIC-To. Revises
1176 3/29/2017 9
MILSTRIP procedures to provide guidance specific to using
these three project codes inclusive of the intended recipient
or requisitions of parts needed to complete a maintenance
action. Revises MILSTRIP requisition data content rules to
allow use of the supply condition code by the repair agent
when requisitioning for induction to maintenance.
Revises Chapter 2, Special Program Requirements and
Demand Data Exchange Projected Supply Plan, Chapter 4,
Requisitioning, and Chapter 23, Catalog Data Support.
Revises DLMS ICs 832N, 511R, 511M, and 869F.
Security Cooperation Enterprise Solution (SCES)
Interim State Logistics Routing Solution. Documents
the interim state routing solution that has been developed
and tested by the Defense Security Assistance
Development Center (DSADC) for the SCES Program,
1177 12/8/2015 working in cooperation with Naval Supply Systems 7
Command, Weapon System Support (NAVSUP WSS),
DLMSO, and Transaction Services. SCES interim state is
the period between the Limited Deployment Decision (LDD)
and Full Deployment Decision (FDD).
Revises Chapter 25 Security Assistance Program.
Automatic Disposal Procedures for Materiel Managed
under Obsolete DLA Supply Center Routing Identifier
Codes (RIC). Revises receipt and disposal procedures to
authorize automatic disposal at DLA Distribution Centers
1179 4/16/2017 during receipt of returned materiel previously managed 9
under now obsolete DLA RIC (S9_).
Revises Chapter 13, Materiel Receipt; Chapter 17, Supply
Discrepancy Reporting; and Appendix AP7.28, Supply
Discrepancy Report Relevant Data Elements.

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ADC Change
Date Change Description
Number Number
Implementing the Cause Code for Supply Discrepancy
Reports (SDRs) and Developing a Data Exchange
Between WebSDR and Past Performance Information
Retrieval System-Statistical Reporting Next Generation
(PPIRS-SR NG) for Contractor Noncompliance SDRs.
Requires all DoD Components to assign a cause code
identifying contractor/vendor noncompliance (when
applicable as the reason for the discrepancy) on the final
SDR reply by the item manager (action activity). The cause
1181A 2/14/2017 9
code will trigger transmission of SDR data from WebSDR
via a new interface for use in evaluating vendors’
performance in PPIRS-SR. WebSDR will determine if the
SDR record removed, updated, or added the contractor
noncompliance Cause Codes CN, CS, or CP and will send
the updated record to PPIRS-SR. Revises Chapter 17,
Supply Discrepancy Reporting, Appendix 7.28, SDR Report
Relevant Data Elements and adds Appendix 8.56,
WebSDR Contractor Noncompliance Data Extract.
Administrative Addendum to ADC 1181A Supplier
Performance Risk System (SPRS) (formerly PPIRS-NG)
Functional Enhancements for Contractor
Noncompliance Supply Discrepancy Reports.
Documents functional enhancements and adds required
1181B 4/6/2018 functionality to the existing SDR vendor noncompliance 11
system exchange and business rules between WebSDR
and Supplier Performance Risk System (SPRS).
Revises Chapter 17 Supply Discrepancy Reporting, and
Appendix 8.56 WebSDR Contractor Noncompliance Data
Extract.
Modification of Redistribution Receipt Processing
Timeframe. Increases the existing MILSTRAP/DLMS
receipt processing performance standards, for receipting
and storing materiel after materiel is turned over by the
1182 11/25/2015 carrier, from 7 to 10 days on redistribution order (RDO) 7
receipts. The timeframe for posting materiel receipt to the
accountable and the owner record remains unchanged (i.e.,
no later than 5 business days from date materiel is
received). Revises Chapter 13 Materiel Receipt.

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ADC Change
Date Change Description
Number Number
Approved Defense Logistics Management Standards
(DLMS) Change (ADC) 1183, Revise Federal
Implementation Conventions (IC) 856 (Ship Notice/
Manifest), DLMS IC 856 (Advance Shipment Notice) and
Federal IC 857 (Shipment and Billing Notice) to add
Final Shipment Indicator and Final Invoice Indicator
(Supply/Contract Administration/Finance). Adds the
Final Shipment Indicator in Ship Notice/Manifest Report
(Federal IC 856, 4010 Version). Also affects extracts
1183 11/28/2016 7
carrying this field, such as Advance Shipment Notice
(DLMS 856, Version 4010). Also Adds the Final Invoice
Indicator in Shipment and Billing Notice (Federal IC 857,
Version 4010). Also revises the Federal Notes in
2/N901/110 for, Code SI, Shipper's Identifying Number for
Shipment (SID), to indicate that the shipment is not final,
and Code FS, Final Sequence Number, to include new
business rules for final shipment. Revises Federal ICs 856
and 857; revises DLMS IC 856 (ASN).
Removal of Internal Order Number from DLMS
Requisitions Submitted via FEDMALL. Removes the
Internal Order Number (ION) data field in DLMS
requisitioning transactions used by DOD EMALL to provide
1184 12/8/2015 the Modular Ordering Management System (MOMS) 7
supplier order number (DLMS 511R Requisition and 511M
Modification). This information will no longer be needed
upon transition to FEDMALL. Removes Qualifier IL from
DLMS ICs 511R and 511M.
Intra-Air Force Use of the Ship-From DoDAAC in
MILSTRAP legacy Document Identifier Code (DIC) D6_
Receipt and the DLMS 527R Receipt transactions.
1185 5/3/2016 Revises the DLMS IC 527R to enable transactions 8
originating from Air Force ILS-S to convey the Ship-From
DoDAAC for use in Air Force retail receipts of shipments
from Air Force retail activities.

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ADC Change
Date Change Description
Number Number
Alignment of DOD/ASC X12 Conversion Guides for
Type of Pack, Transportation Method/Type Code, and
Unit of Materiel Measure (Unit of Issue/Purchase Unit).
Aligns DOD code names in the Type of Pack and
Transportation Method/Type Code conversion guides with
the USTRANSCOM Reference Data Management (TRDM)
registry code names, and maps the TRDM to X12 code
names. It also adds a new mapping for Tank Car to the
1188 12/26/18 Type of Pack conversion guide. This change updates the 12
Unit of Materiel Measure (Unit of Issue/Purchase Unit)
conversion guide to ensure DOD codes, other than those
represented in the Federal Logistics Information System
(FLIS) as documented in Cataloging Data and Transaction
Standards, Volume 10, Tables 53 and 81 (Reference 3.a.),
have the name assigned by X12. Additional updates correct
some erroneous mappings for DOD Codes.
Revises Chapter 1 - Introduction
Establishing and Maintaining Accountability for Service
Owned Capital Equipment Stored at DLA Distribution
Centers. One of a series of DLMS changes to define
procedures and establish a coordinated implementation to
exchange serial number and unique item identifier (UII),
when available, to support Financial Improvement and
Audit Readiness (FIAR) compliance and accountability over
service owned capital equipment stored at DLA. The
change is based upon the capital equipment candidate
requirements in the DoD Integrated Requirements Set
1198 10/6/2016 (IRS) for Item Unique Identification (IUID) in Supply 10
Business Processes. Revises Chapter 4, Requisitioning,
Chapter 5, Status Reporting, Chapter 6, Physical Inventory
Control, Chapter 7, Inventory Adjustments, Chapter 11,
Materiel Returns, Redistribution of Assets, Directed
Discrepant/Deficient Materiel Returns, and Retrograde
Returns. Chapter 13, Materiel Receipt, Chapter 14, Issue,
Loan, Demand, and Single Manager for Conventional
Ammunition Freeze/Unfreeze Action and Chapter 17,
Supply Discrepancy Reporting. Revises DLMS ICs 527R,
842A/W, 842S/Q, 846R, 856R, 856S, 867I, 945A, and 947I

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ADC Change
Date Change Description
Number Number
"Establishing and Maintaining Accountability for
Service Owned Capital Equipment Stored at DLA
Distribution Centers – (Missing Serial Numbers, and
Remove 867I Issue Transaction). Addresses several
issues identified by DLA Distribution during implementation
planning for ADC 1198 relating to the serial number and
UII, which require updates to the ADC 1198 DLMS
procedures for capital equipment candidates. The areas
addressed are: 1) No serial number during receipt, 2)
Missing Serial Number for an Item in Stock, 3)
Reintroduction of IUID Items into the DOD Supply Chain, 4)
1198A 9/28/2017 10
DLA 867I Issue Transaction with Serial Number/UII, 5)
Clarification of Complete Inventory Requirement, and 6)
Serial Number/UII Mismatch Dual Inventory Adjustment
Functionality. Revises Chapter 6, Physical Inventory
Control, Chapter 13, Materiel Receipt, Chapter 14, Issue,
Loan, Demand, and Single Manager for Conventional
Ammunition Freeze/Unfreeze Action, Chapter 17, Supply
Discrepancy Reporting, and Chapter 21, Stock Readiness.
Revises Appendix 7.28, Supply Discrepancy Report
Relevant Data Elements, and Appendix 7.29, Stock
Readiness Relevant Data Elements.

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ADC Change
Date Change Description
Number Number
Processing of Advance Shipment Notice (ASN) for
Certificate of Conformance (CoC) or Alternate Release
Procedures (ARP) and Edit Blocking Inappropriate
Supply Discrepancy Report (SDR) for Missing Quality
Assurance Representative (QAR) Signature
(Discrepancy Code D4) and Associated Suspended
Receipt (SDR/Supply/Contract Administration).
Establishes a requirement for the Defense Logistics Agency
(DLA) Distribution Standard System (DSS) to capture CoC
and alternate release procedures (ARP) indicators when
present in the DLMS 856 Advance Shipment Notice (ASN)
1202 7/12/2016 provided via Invoicing, Receipt, Acceptance, and Property 8
Transfer (iRAPT), formerly Wide Area Work Flow (WAWF),
interface. DSS will recognize inclusion of the ARP or CoC
indicator in the DLMS 856 ASN and store the ARP and
CoC indicators for use upon receipt of the shipment
matching on procurement instrument identifier
(PIID)/contract number and contract line item number.
Additionally, a new edit in DSS is established to prevent
creation of a Supply Deficiency Report (SDR) with
Discrepancy Code D4 when ARP or CoC indicators are
present. Revises Chapter 17, Supply Discrepancy
Reporting. Revises DLMS IC 856 ASN.
Supply Discrepancy Report (SDR) Procedures for
Packaging Discrepancies at Foreign Military Sales
(FMS) Freight Forwarder or Component Retail/Tactical
Level Activities including Estimated/Actual
Repackaging Cost. Documents procedures for processing
DLMS SDRs submitted for reimbursement of repackaging
costs. These procedures are primarily applicable to (a)
1203 1/30/17 9
FMS shipments frustrated at the freight forwarder facility
due to packaging and documentation discrepancies and (b)
retail/tactical activity discrepant receipts where repackaging
is required prior to storage or distribution. Revises Chapter
17 Supply Discrepancy Reporting and Appendix 7.28,
Supply Discrepancy Report Relevant Data Elements.
Revises DLMS ICs 842A/W and 842A/R.

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ADC Change
Date Change Description
Number Number
Administrative Update to DLMS Physical Inventory
Control Procedures to Support DODM 4140.01
Requirement for a Collaborative Single Item Inventory
Record. Revises the Physical Inventory Control
procedures for single item-inventory record data sharing to
1205 8/26/2016 9
support the DODM 4140.01 change requiring that inventory
control points and storage activities “collaborate and ensure
that the inventory data in their respective systems is the
same, thus becoming, in effect, a single item inventory
record.” Revises Chapter 6, Physical Inventory Control.
Transportation Account Code (TAC) Validation in the
Retail Supply and Transportation Interchange and
Creation of New Shipment Hold Code S
(Supply/Transportation). Establishes the requirement for
transportation account code (TAC) validation prior to
1206 7/27/2016 8
shipment of cargo by transportation as part of the retail
supply and transportation interchange procedures
prescribed in DLM 4000.25, Volume 3, Chapter 2.
Revises Appendix 7.17, Shipment Hold Codes. Revises
DLMS IC 940R.
Intra-DLA Revisions to DLMS 945A Materiel Release
Confirmation and Associated Procedures to Support
Relocation of Materiel between DLA Disposition
Services Field Offices (Disposal). Establishes a new
shipment hold code to flag materiel frozen by the DLA
Disposition Services Field Office for redistribution to
another field office. This information will be conveyed in the
DLMS 945A Materiel Release Confirmation (MRC) and sent
to DLA Disposition Services. Deletes the unused Disposal
1207 8/5/2016 8
Consolidation Number data element and its associated
business processes. Revises the procedures for relocation
of materiel between DLA Disposition Services Field Offices
to use the DLMS 945A MRC rather than the DLMS 867I
Issue transaction. Revises Chapters 14, Issue, Loan,
Demand, and Ammunition Freeze/Unfreeze; Chapter 16,
Disposition Services; and Appendix 7.17, Shipment Hold
Codes. Revises DLMS ICs 867I, 945A (versions 4010 and
4030), and 511R.

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ADC Change
Date Change Description
Number Number
New DLMS Implementation Convention (IC) 824W
Disposal Turn-In Document (DTID) and Hazardous
Material/Hazardous Waste Profile Sheet (HWPS)
Validation and Associated Procedures. Establishes the
DLMS 824W DTID and HWPS Validation transaction, which
will replace the GenComm Standard Version 5.0 Log File
1214 5/30/2017 9
that the DLA Distribution Standard System (DSS) sends
back to the hazardous waste generator. The DLMS 824W
will identify the waste profile sheet (WPS) and DTID
numbers that processed along with the reject advice code
for data content that is rejected. Revises Chapter 16,
Disposition Services and Establishes New DLMS IC 824W.
Evidence Retention Responsibilities under DOD’s
Physical Inventory Control Program. Revises the
instructions for retaining accountable documentation under
the physical inventory control procedures to clarify that the
existing responsibilities apply to both the materiel owners
1216 2/6/2017 9
and storage activities, as applicable. Provides clarification
regarding retention of research documentation applicable to
accounting error inventory adjustments associated with the
location reconciliation process. Revises Chapter 6,
Physical Inventory Control.
WebSDR Process Enhancement for Source of Supply
Disposition Response to Storage Activity on Customer-
Initiated SDRs. Establishes new procedures for directing
disposition instructions to storage activities subsequent to
storage activity reply and closure of the SDR within the
storage activity SDR system. The new procedures will
1217 9/27/2017 cause the source of supply response to trigger reopening of 10
the SDR in the storage activity system so that the source of
supply can communicate disposition instructions to the
storage activity systemically, thus providing an audit history
for the resulting action. Revises Chapter 17, Supply
Discrepancy Reporting, and Appendix 7.28, Supply
Discrepancy Report Relevant Data Elements.

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ADC Change
Date Change Description
Number Number
Mandatory Supply Discrepancy Report (SDR) for DLA
Distribution Center Receipts With No Prepositioned
Materiel Receipt (PMR) (Supply/SDR). Establishes a
requirement for DLA Distribution Centers to send a SDR to
the owner/manager when the distribution center processes
a receipt without a PMR, for materiel owned by that
1221 7/29/2016 organization and applicable to all types of procurement and 8
non-procurement source receipts. DoD WebSDR will
prepare and disseminate a monthly report delineating
SDRs prepared by DLA Distribution Centers indicating lack
of a PMR. Revises Chapter 12, Due-In and Advance
Receipt Information; Chapter 13, Materiel Receipt; and
Chapter 17, Supply Discrepancy Reporting.
Revision of DOD Chief Financial Officer’s (CFO) Annual
Statistical Sample Inventory Plan Requirements under
Inventory Prioritization. Revises the current procedures
under inventory prioritization to remove the requirement for
the CFO Annual Statistical Sample Inventory Plan to be
posted on the Joint Physical Inventory Working Group
1222 9/28/2016 webpage. Updates procedures under inventory 9
prioritization, to document that DLA distributes the DOD
CFO Annual Statistical Sample Inventory Plan once a year
to each applicable centralized Service point of contact.
Documents DLA’s responsibility to distribute the DOD CFO
Annual Statistical Sample Inventory Plan results to all
Services. Revises Chapter 6 Physical Inventory Control.
Requirements for Intra-Air Force Government
Furnished Property (GFP) Accountability including
Identification of the Contractor Inventory Control Point
(CICP), the Physical Location of Property, the
Authorizing Procurement Instrument Identifier (PIID),
Disposal Information in the Issue Transaction, and
Enhanced Data Content in Inventory-Related
1224 3/1/2017 Transactions. Revises multiple DLMS transactions that 9
impact the Air Force owned inventory in possession of the
CICP to clarify identification of the CICP as the custodial
activity for GFP accountability reporting and the Air Force
program manager as the owner of the property. Enhances
the visibility of GFP through logistics transactions to
maintain required accountability. Revises DLMS ICs 527R,
846P, 846R, 867I, 945A, and 947I.

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ADC Change
Date Change Description
Number Number
Requirements for Intra-Air Force Government
Furnished Property (GFP) Accountability including
Identification of the Contractor Inventory Control Point
(CICP), the Physical Location of Property, the
Authorizing Procurement Instrument Identifier (PIID),
Disposal Information in the Issue Transaction, and
Enhanced Data Content in Inventory-Related
1224A 4/4/2018 Transactions. Makes additional changes to the 11
implementation convention tables not initially documented
as intended under ADC 1224. All existing requirements
documented in ADC 1224 will remain unchanged and
implementation efforts must take place accordingly.
No Change to manuals. Revises DLMS ICs 527R, 846P,
846R, 867I, 945A, 947I.
Revise DLMS 527R Receipt Transaction for Intra-Air
Force Government Furnished Property (GFP)
Accountability to Include Identification of the
Contractor Inventory Control Point (CICP), Addition of
Moving Average Cost (MAC), and Authorization to Use
Latest Acquisition Cost (LAC) and Acceptance Date.
1225 3/7/2017 Adds a data element for the MAC to the DLMS 527R 9
Receipt, and authorizes the DLMS enhancement for
Acceptance Date and LAC for use with the Air Force
Accountable Property System of Record. Provides
revisions needed to clarify that the Air Force CICP sends
the receipt transactions to the Air Force program manager
for GFP accountability. Revises DLMS IC 527R.
Approved Addendum to ADC 1225, Accommodate
Moving Average Cost and Latest Acquisition Cost to
Materiel Receipts. Modifies the DLMS 527R Materiel
Receipt Implementation Convention to allow Air Force
1225A 11/5/18 Contractor Inventory Control Points (CICPs) to identify the 12
moving average cost (MAC) and latest acquisition cost
(LAC) in the same receipt.
Revises DLMS IC 527R, Materiel Receipt.

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ADC Change
Date Change Description
Number Number
Update DLMS 832N Catalog Data Support Transaction
to Add Catalog Data Elements for Air Force Contractor
Inventory Control Point (CICP) Use under Government-
Furnished Property-Accountability (GFP-A) Capability
1227 6/2/2017 Initiative. Updates the DLMS 832N Catalog Data Support 9
transaction to include a new information exchange
requirement along with the supporting data elements.
Revises Chapter 23, Catalog Data Support. Revises DLMS
IC 832N.
Include the Moving Average Cost (MAC) and Latest
Acquisition Cost (LAC) in Catalogue Data. Enables
Contractor Inventory Control Points (CICPs) to provide
1227A 6/5/2018 MAC and LAC through cataloging data when the CICP is 11
unable to make the calculations at the time of receipt.
Revises DLMS IC 832N Catalog Data Support.
Revisions to DLMS 832N for Air Force Government
Furnished Property – Accountability. Revises the DLMS
832N implementation convention (IC) to clarify when Air
1227B 12-Feb_19 Force CICPs should use certain data elements. 13
No Changes to the DLMS Manual.
Revises DLMS IC 832N.
Revise DLMS 846P Physical Inventory Request and
846R Location Reconciliation Request to Enhance End
of Day/Reconciliation Process. Revises procedures and
transaction content associated with inventory reconciliation
1228 6/9/2017 9
supporting the Intra-Air Force Government Furnished
Property-Accountability (GFP-A) Capability Initiative.
Revises Chapter 6 Physical Inventory Control. Revises
DLMS ICs 846P, 846R, 945A and 940R.

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ADC Change
Date Change Description
Number Number
Revise Balance Affecting Transactions to Authorize Air
Force Contractor Inventory Control Points (CICP) use
of Batch Number, Serial Number, and Unique Item
Identifier (UII) for Air Force Government Furnished
Property (GFP) Accountability (GFP-A). Authorizes Air
Force use of the batch number, serial number, and UII on
the DLMS 527R Receipt, 846R Location Reconciliation,
945A Materiel Release Advice, and 947I Warehouse
1230 9/1/2017 10
Inventory Adjustment transactions in support of Air Force
GFP-A for all property (inclusive of materiel and equipment)
that is serially or lot number managed by the Air Force.
Allows the Air Force accountable property system of record
(APSR) to receive the batch, serial numbers, and UIIs
associated with the transaction sent to the Air Force APSR
from the Air Force CICP.
Revises DLMS ICs, 527R, 846R, 945A, and 947I.
Include the DLMS 867I Issue Transaction and
Associated Procedures for Air Force Government
Furnished Property Accountability. Extends the
capability for Air Force Contractor Inventory Control Points
1230A 2/22/2018 (CICPs) to use a batch number, serial number, and unique 11
item identifier (UII) in DLMS 867I transmitted to the Air
Force Property System of Record (APSR) as required for
bearer, walk-through scenarios.
Revises DLMS IC 867I.
Revision to DLMS 846D and 846S Logistics
Reassignment Transactions to Support Government
Furnished Property (GFP) Accountability during
Logistics Reassignment between Air Force Contractor
Inventory Control Points (CICP) and Air Force or DLA
ICPs. Revises DLMS 846D Logistics Reassignment
Transfer and Decapitalization and DLMS 846S Logistics
1232 6/5/2017 9
Reassignment Storage Information transactions to allow the
Air Force Contractor Inventory Control Points (CICP) to
send an image transaction to the Air Force APSR, identify
the CICP, identify the authorizing procurement instrument
identifier (PIID), and authorize use of the transaction set
preparation date and time. Revises DLMS ICs 846D and
846S.

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ADC Change
Date Change Description
Number Number
Administrative Update to the Defense Logistics Manual
(DLM) 4000.25 Series of Manuals Front Matter Page
Numbering and Definitions for DLMS Supplement and
Implementation Convention. Revises the page
numbering of the “front matter” (Foreword, Process Change
1233 8/5/2016 History, Table of Contents, Acronyms and Abbreviations, 8
Definitions and Terms, References) in the DLM 4000.25
series of manuals to prepend an alphabetic indicator to the
page numbers in each section of the front matter. Each
page number will begin with an abbreviation of that
section's name. Revises the front matter of the manual.
Intra-Defense Logistics Agency Change to Update
DLMS 832N to Support DLA Disposition Services Scrap
Sales Information. Updates the DLMS 832N Catalog Data
Support transaction to support DLA Disposition Services
Scrap and Salvage Recycling contracts, which will replace
the existing Scrap Venture contract; it adds the disposition
sub-category code, and the contract start, effective,
1234 3/1/2017 9
expiration, and extension dates to the existing data
elements in the DLMS 832N. Establishes a new
Disposition Sub-Category Code SR - Scrap and Salvage
Recycling that will be used in the DLMS 832N and DLMS
511R Requisition transactions. Revises Chapter 16,
Disposition Services. Revises DLMS ICs 511R, 832N, and
846C.

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ADC Change
Date Change Description
Number Number
Miscellaneous SDR Enhancements Including
Reconsideration Requests, Edit Use of Reply Code 504,
and Remove Air Force Security Assistance Command
(AFSAC) Historical Procedures. Revises reconsideration
request procedures in Chapter 17 and replaces the term
“customer” with “submitter.” Updates the DLMS 842A/W
implementation convention (IC) to reflect the correct term
and clarify its use for all SDR Document Type Codes.
Implements new edit for WebSDR direct online application
1236 16-May-19 input and SDR transactions to reject any SDR using Reply 13
Code 504 for other than SDR Document Type Code 7 or R
or in conjunction with any other reply code. Removes
business rules regarding Air Force Security Assistance
Command (AFSAC) historical SDR procedures.
Revises Chapter 17, Supply Discrepancy Reporting; and
Appendix 7.28, Supply Discrepancy Report Relevant Data
Elements
Revises the DLMS 842A/W IC.
Revise DLMS 527R Materiel Receipt Acknowledgement
(MRA) and Disposition Services Turn-In Receipt
Acknowledgement (TRA) Transactions to Allow Air
Force Contractor Inventory Control Points (CICP) to
Forward Transaction Images in Support of Air Force
Government Furnished Property (GFP) Accountability.
1238 3/1/2017 Updates the DLMS 527R Materiel Receipt 9
Acknowledgement (MRA) and Disposition Services Turn-in
Receipt Acknowledgement (TRA) to allow Air Force CICPs
to transmit images of MRA and TRA transactions to update
intransit balances on the Air Force APSR (Defense
Property Accountability System (DPAS)). Revises DLMS
IC 527R.

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ADC Change
Date Change Description
Number Number
Procedures for Processing Supply Discrepancy
Reports (SDRs) for Total Nonreceipt of Defense
Logistics Agency (DLA) Consolidation and
Containerization Point (CCP) Shipments. Clarifies the
procedures and responsibilities of all parties to resolve
nonreceipt SDRs for shipments through DLA CCPs.
1241 12/7/2017 Overarching procedures are applicable to all Components; 11
however, unique business rules applicable to General
Services Administration (GSA)-directed shipments.
Revises Chapter 17, Supply Discrepancy Reporting and
Appendix 7.28 Supply Discrepancy Report Relevant Data
Elements.
Establishing Visibility of Unique Item Tracking (UIT)
Program Items for Service-Owned Assets Stored at
DLA Distribution Centers and Corresponding Revisions
to Inventory Procedures Related to Capital Equipment.
Defines procedures and establish a coordinated
implementation to exchange item unique identification
(IUID) and serialization data in accordance with DODM
4140.01. Adds DLMS procedures to include serialization
data in all DLMS balance-affecting transactions and
selected additional transactions for UIT programs. Adds a
new chapter titled “Procedures for Serially Managed
Materiel Requiring Owner Visibility”, and allows for
expansion to other areas as ODASD Logistics and the DOD
IUID Working group identify additional IUID requirements
for serially managed materiel requiring owner visibility while
1244 6/7/2018 physically located at DLA Distribution Centers. 11
Revises Chapter 4, Requisitioning, Chapter 5, Status
Reporting, Chapter 6, Physical Inventory Control,
Chapter 7, Inventory Adjustments, Chapter 11, Materiel
Returns, Redistribution of Assets, Directed
Discrepant/Deficient Materiel Returns and Retrograde
Returns, Chapter 13, Materiel Receipt, and Chapter 17,
Supply Discrepancy Reporting. Deletes Chapter 19,
Unique Item Tracking and marks it "Reserved", Adds new
Chapter 30, Procedures for Serially Managed Materiel
Requiring Owner Visibility. Revises Appendix 7.28, Supply
Discrepancy Report Relevant Data Elements.
Revises DLMS ICs 527D, 527R, 842A/W, 842P, 842S/Q,
846P, 846R, 856R, 856S, 945A (version 4030), and 947I
(version 4030).

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ADC Change
Date Change Description
Number Number
Add Flexibility to the General Supply Accuracy Goals
Requirements under Inventory Prioritization. Revises
1247 9/28/2017 MILSTRAP procedures to allow the General Supplies 10
Record Accuracy Goals Stratification Categories B and C to
be optional. Revises Chapter 6, Physical Inventory Control.
Revised Procedures for Directed Return of Discrepant/
Deficient Materiel including New Document Number
Assignment for Return Shipment. Revises business
rules for document number assignment for directed return
of materiel stored in DLA Distribution Centers. Current
procedures state that the original owner/manager providing
SDR disposition for return of discrepant materiel must direct
1249 12/22/2017 the customer to use the original shipment document 11
number.
Revises Chapter 11, Materiel Returns, Redistribution of
Assets, Directed Discrepant/Deficient Materiel Returns, and
Retrograde Returns; Chapter 17, Supply Discrepancy
Reporting; and Chapter 24, Product Quality Deficiency
Report Program. Revises DLMS ICs 527D, 527R, 842A/R,
856R.
Refining Business Rules and System Requirements for
Identification of Duplicate Supply Discrepancy Reports.
Mandates synchronization of all Component SDR systems
1250 3/1/2018 for identification of a duplicate SDR. This requirement 11
applies to DoD WebSDR and Component systems
generating and receiving SDR transactions.
Revises Chapter 17, Supply Discrepancy Reporting.

Administrative Update Supporting Army Elimination of

the Army Maintenance Management System (TAMMS)
Equipment Data Base (TEDB) Unique Item Tracking
(UIT) Program and Elimination of Associated UIT
1253 2/3/2017 9
Designator Code AAE. Eliminates the DOD UIT Program
for TEDB and eliminates the associated Federal Logistics
Information System UIT Designator Code. Revises
Chapter 19, Unique Item Tracking.

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ADC Change
Date Change Description
Number Number
Remove Unit of Measure Code Validation from DLMS
XML Schema. This administrative change modifies DLMS
schema files using X12 Data Element (DE) 355, Unit or
Basis for Measurement Code. The inclusion of unit of
measure (UoM) code values under Data Element 355 will
1254 3/22/2017 be turned off in all applicable XML schema files. This 9
change lifts the UoM code restrictions in XML schemas that
currently have this restriction in place. Revises the DLMS
ICs 511M, 511R, 527D, 536L, 650A, 832N, 841W, 842C/R,
842P, 842S/Q, 846C, 846F, 846I, 846P, 846S, 856N, and
945A (4010 & 4030).
Automatic Return of Unserviceable Reparable Parts
Replaced During Maintenance and Associated Credit
Processing. Requires all Service maintenance
activities/repair agents under an inter-Service agreement,
including Depot Maintenance Inter-Service Support
Agreements, to use MILSTRIP Materiel Returns Program
automatic return notification procedures when returning a
reparable item carcass in Supply Condition Code F
(Unserviceable (Reparable)) to the owner/principal. The
owner/principal and maintenance activity/repair agent must
1256 9/7/2017 be able to use this process even when that Service does 10
not have a Nonconsumable Item Material Support Code 5
Secondary Inventory Control Activity relationship with the
owner/principal. Project Code 3HX (rather than existing
Project Code 3AD) will apply when the owner/principal must
provide credit to the returning maintenance activity for the
automatic return of reparable component carcasses
removed and replaced during maintenance. Revises
Chapter 11, Materiel Returns, Redistribution of Assets,
Directed Discrepant/Deficient Materiel Returns, and
Retrograde Returns.
New Supply Discrepancy Report (SDR) and Storage
Quality Control Report (SQCR) Discrepancy Codes for
Identification of Packaging, Preservation, and Storage
Conditions Resulting in Corrosion. Adds new
1260 6/27/2017
Discrepancy Codes to Appendix 7.28 and Appendix 7.29.
Revises Appendix 7.28 Supply Discrepancy Report
Relevant Data Elements and Appendix 7.29 Stock
Readiness Relevant Data Elements.

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ADC Change
Date Change Description
Number Number
Revision of Location Survey Requirements under
Records Reconciliation Program. Allows storage sites to
utilize various physical counts and formal inventories to
satisfy the location survey requirement in combination with
1262 1/22/2018 targeted complete annual location surveys. Also adds the 11
flexibility to apply resources to target critical inventories
while maintaining a high inventory accuracy rate.
Revises Chapter 6 Physical Inventory Control.

Revise DLMS 830D to Accommodate Gross Demand

Plan (GDP) for Implementation by All DoD
Components. Revises procedures to authorize the use of
DLMS 830D Demand Data Exchange (DDE) as the primary
exchange method for reporting GDP between DoD
Components. Authorizes DoD Components to use Legacy
Document Identifier Code (DIC) CDD as an alternative until
they can fully implement use of the DLMS 830D. Also
1267 6/4/2018 revises DLMS 830D DDE projected supply plan 11
procedures, authorizes submission of 60 month plan
periods using a 0 (zero) for those months with no plan data,
and allows two (2) decimal positions in all quantity fields to
include zeros at the end.
Revises Chapter 2, Special Program Requirements and
Demand Data Exchange Projected Supply Plan.
Adds new AP 7.33, Demand Planning Status Code.
Revises DLMS IC 830D.

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ADC Change
Date Change Description
Number Number
Supply Discrepancy Report (SDR) Enhancements for
Procurement Instrument Identifier (PIID)-Related
Functionality Including Base Contract Number for
WebSDR and Contract Number and Secondary
Document Number in Prepositioned Materiel Receipt
(PMR)/Receipt/SDR for Commercial Returns. Updates
WebSDR processing of contract information on SDRs to
improve data retrieval from EDA. Provides capability to
query by base contract number and provide visibility of the
1268 12/14/2017 base contract number in SDR management reports. 11
Clarification and expanded edits applicable to the contract
number will support contractor performance evaluation.
Also provides guidance and updates DLMS Implementation
Conventions (ICs) to create PMRs, Receipts, and SDRs
associated with commercial returns shipped on a contract
number with a secondary document number.
Revises Chapter 17, Supply Discrepancy Reporting.
Revises DLMS ICs, 527D, 527R, 842A/R, 842A/W.

Revision to Kind, Count, and Condition (KCC)

Inspection Requirements at DLA Distribution Centers.
Revises procedures to clarify and document the KCC
inspection process at DLA Distribution Centers. Clarifies
KCC of the bare item part number verification process for
new procurement receipts in line with DLAI 4145.4 as
conducted at DLA Distribution Centers. DLA Distribution
Centers will conduct the part number verification for non-
critical new procurement items by verifying the part
1269 10/4/2017 number/NSN in the contract to the Military Standard (MIL- 10
STD) 129 label. DLA Distribution Centers will perform all
other aspects of the KCC process. Critical items and non-
procurement items will be subject to part number
verification to bare item markings. Administrative update to
Chapter 13 to replace the term advance receipt information
(ARI) with the more common term pre-positioned materiel
receipt (PMR) used in the MILSTRAP Manual.
Revises Chapter 13, Materiel Receipt and Chapter 17,
Supply Discrepancy Reporting.

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ADC Change
Date Change Description
Number Number
Supply Discrepancy Report (SDR) Disposition
Instructions Authorizing Receipt Reversal for Receipts
and Associated SDRs Submitted to the Wrong Owner
and Use of Reason for Reversal Code on Receipt
Transaction. Updates DLA Distribution and Component
procedures to authorize use of the SDR process to request
a receipt reversal in response to a receipt and associated
SDR submitted to the wrong owner. This process only
applies to SDRs identifying that no matching prepositioned
materiel receipt (PMR) was available for the shipment and,
as a result, the receiving activity inadvertently receipted the
1273 4/23/2018 materiel to the wrong owner account in the DLA Distribution 11
Standard System (DSS). The SDR reply will provide an
audit trail to resolve the discrepant receipt using receipt
reversal and reprocessing of the receipt and SDR to the
correct owner under DLMS/MILSTRAP and SDR
procedures.
Revises Chapter 13, Materiel Receipt, Chapter 17, Supply
Discrepancy Reporting, Appendix 7.28 Supply Discrepancy
Report Relevant Data Elements, and Appendix 7.32,
Reason for Reversal Code.
Revises DLMS IC 527R.
Joint Small Arms Light Weapons Coordinating Group
(JSA/LWCG) Transfer of Chairmanship to Army
(SA/LW). Revises References in DLM 4000.25 to reflect
the change in JSA/LWCG chairmanship from the Enterprise
1274 6/4/2018 11
Business Standards Office (EBSO) to the United Stated
Army.
Revises Chapter 18, Small Arms and Light Weapons Serial
Number and Registration Program.
Realignment of Army Total Package Fielding (TPF)
Inventory at DLA Distribution Locations and
Associated Supply Discrepancy Report (SDR) Routing.
Documents ownership and routing changes pertaining to
Army Life Cycle Management Command/Program Manager
1276 21-Mar-19 (LCMC/PM) and LCMC/Army Working Capital (AWCF) 13
materiel stored in DLA Distribution Centers in support of
Army TPF. Supports the Army/DLA coordinated agreement
to synchronize inventory between DLA DSS and Army LMP
during FY18.
Revises Chapter 17, Supply Discrepancy Reporting.

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ADC Change
Date Change Description
Number Number
Material Processing Center (MPC) Transshipment
Status. Establishes procedures for the DLA Distribution
Standard System (DSS) to provide supply status
transactions (DLMS 870S/legacy MILSTRIP Document
1279 4/4/2018 Identifier Code (DIC) AE8 when Material Processing 11
Centers (MPCs) transship materiel to other MPCs.
Revises Chapter 5 Status Reporting.
Revises DLMS IC 870S.
Align MILSTRAP/MILSTRIP Chapter 1 “General” and
MILSTRAP Chapter 2 “MILSTRAP Features” with the
Defense Logistics Management Standards Manual.
Adds content from DLM 4000.25-1, MILSTRIP and DLM
4000.25-2, MILSTRAP Chapter 1 “General Information” to
1280 12/26/18 appropriate areas in the DLMS Manual. Also adds content 12
from MILSTRAP Chapter 2 “MILSTRAP Features” to the
DLMS Manual.
Revises DLMS Volume 2, Chapter 1 Introduction
Revises MILSTRIP, Table of Contents
Revises MILSTRAP, Table of Contents
Align Materiel Receipt Acknowledgement (MRA)
Procedures in DLM 4000.25, Volume 2 with DLM
4000.25-2. Administratively aligns DLM 4000.25, Volume
2, Chapter 10, Materiel Receipt Acknowledgement with its
companion chapter in DLM 4000.25-2, MILSTRAP, Chapter
1281 7/12/2018 6, Materiel Receipt Acknowledgement. Marks MILSTRAP 11
MRA Chapter 6 and associated appendices as “Reserved”
with pointer to DLM 4000.25, DLMS Manual. There are no
changes to the MRA procedures.
Revises Chapter 10 Material Receipt Acknowledgement
Revises DLMS IC 527R.

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ADC Change
Date Change Description
Number Number
Administrative Alignment of Military Standard
Transaction Reporting and Accountability Procedures
(MILSTRAP), Appendix 2 – Codes with DLMS; Update
to DLMS Volume 2, and other Administrative Updates.
Aligns DLM 4000.25-2 Military Standard Transaction
1282 1/3/2018 Reporting and Accountability Procedures (MILSTRAP) 11
Appendix 2 code lists with the corresponding DLMS Supply
transactions supported by DLM 4000.25, Volume 2.
Change 1 in a series of 2.
Revises Chapter 2 Special Program Requirements and
Demand Data Exchange Projected Supply Plan.
DLMS Implementation Convention (IC) Revisions for
Data Element Mapping (Form Stock Number and
Manufacturer's Part Number), Removal of Plant
Equipment Number, and Administrative Updates.
Increases the maximum length of the elements that convey
the identifiers qualified by FQ Form Stock Number in the
REF segment, and MF Manufacturer’s Part Number in the
N9 segment. Removes an unused planned DLMS
1287 9/26/18 12
enhancement that identified a Plant Equipment Number.
Also, includes administrative updates to remove several
Federal notes from DLMS ICs affected by this change.
Updates DLMS ICs: 180M, 511M, 511R, 517G, 517M,
527D, 527R, 536L, 810L, 812L, 812R, 830R, 830W, 824R,
846A, 846I, 846P, 846R, 856N (4010 & 4030), 856R (4010
& 4030), 856S, 867D, 867I, 869A, 869C, 869F, 888A, 888I,
940R, 945A (4010 & 4030), and 947I (4010 & 4030).
DLMS Enhancement to Revise Mapping for Exception
Addressing in the Release Confirmation. Allows
shippers to include the full exception address in the DLMS
945A Materiel Release Confirmation. This change requires
1290 4/23/2018 Air Force Contractor Inventory Control Points to provide the 11
full exception address to the Air Force Accountable
Property System of Record.
Revises Chapter 4, Requisitioning
Revises DLMS IC 945A

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ADC Change
Date Change Description
Number Number
Administrative Alignment of Military Standard
Transaction Reporting and Accountability Procedures
(MILSTRAP), Appendix 2 – Codes with Record
Positions Defined, Update to DLMS, Volume 2, and
other Administrative Updates. Aligns DLM 4000.25-2
MILSTRAP, Appendix 2 code lists containing record
positions in the code definitions with the corresponding
DLMS Supply transactions. Incorporates user-friendly
cross references between legacy MILSTRAP and DLMS
1302 11/5/18 that will help DOD Components during their transition to 12
become DLMS compliant.
Revises MILSTRAP Appendix 2.7 Correction/Change
Codes, Appendix 2.8 Reject Advice Codes, Appendix 2.9
Asset Status Reporting Codes, Appendix 2.11 Special
Program Requirement Status Codes, Appendix 2.12 Small
Arms and Light Weapons Transaction Codes, Appendix
2.13 Small Arms and Light Weapons Error Transaction
Reject Codes, and Appendix 2.17 Discrepancy Indicator
Codes that are listed to the DLMS V2 Appendix Index.
Administrative Update to DLM 4000.25 Volume 2,
Chapter 12 Title: Replace Advance Receipt Information
(ARI) with Pre-Positioned Materiel Receipt (PMR).
Updates the title of DLM 4000.25 Chapter 12 and replaces
the term “advance receipt information” (ARI) with the more
1305 4/4/2018 common term “pre-positioned materiel receipt” (PMR). This 11
is a global change in the chapter and global change
throughout the DLM 4000.25 Manuals to update any
remaining occurrences of ARI to PMR.
Revises Chapter 12 Pre-Positioned Materiel Receipt and
the Table of Contents.
Carrier Identification and In-Transit Visibility
Enhancements for Federal Emergency Management
Agency (FEMA). Authorizes DLA to send shipment
information to FEMA using the Defense Transportation
Electronic Business (DTEB) 856F Advance Ship Notice
1306 6/6/2018 (ASN). This transaction will allow FEMA to quickly process 11
inbound shipments from DLA at its forward-staging sites
during disaster relief operations. Revises DLMS ICs to
include data that FEMA needs in the 856F.
Revises DLMS 511R, 511M, 869F and 940R.

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ADC Change
Date Change Description
Number Number
Update Requisition-Related DLMS Transactions to
Include GS1 Barcode Information for the Navy
Exchange Service Command (NEXCOM). Adds the
following identifiers to the DLMS 511R, DLMS 511M, DLMS
869F, and DLMS 940R: GTIN-13 (formerly EAN-13);
1307 6/28/2018 GTIN-14 (formerly UCC-14); GTIN-12 (formerly UCC-12) to 11
provide required data to populate the DTEB 856F Shipment
transaction for NEXCOM.
Revises the DLMS 511R, DLMS 511M, DLMS 869F, and
DLMS 940R.
Consolidation and Containerization Points (CCP)-
Originated Supply Discrepancy Reports (SDRs)
including Noncompliant Wood Packaging Materiel
(WPM) Procedures with Cost Breakdown and New
Procedures for Closing WPM and Passive RFID SDRs.
Replaces ADC 282A in its entirety, with the exception of the
removal of the restriction to suppress outbound replies to
1310 7/9/2018 11
the submitter originally documented in ADC 282A for
Consolidation and Containerization Points (CCP)-
Originated SDRs including Noncompliant WPM
discrepancies in DLM 4000.25 Volume 2 Chapter 17. All
other changes approved in ADC 282A remain unchanged.
Revises Chapter 17 Supply Discrepancy Reporting.
Revises DLMS ICs 842A/W and 842A/R.
Allocation of Additional Air Force RIC Series. Allocates
the use of DoDAAD Series “J” for use in routing identifier
1313 7/27/18 codes (RIC) for the U.S. Air Force. 12
Revises MILSTRIP AP 2.2
Revise DLMS IC 180M Materiel Returns Reporting to
add Purpose and Ownership Codes for Intra-Navy use.
Adds Purpose and Ownership Codes to the DLMS 180M
Materiel Returns Reporting Implementation Convention (IC) 12
1316 11/15/18 to support a Navy requirement for inclusion of this
information for Security Risk Category (SRC) I and II
requirements.
Revises DLMS 180M

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ADC Change
Date Change Description
Number Number
Revise DLMS IC 846R Location Reconciliation Request
Transaction to Add Project Code in Army Total
Package Fielding (TPF) Assets by Unit Materiel Fielding
Points (UMFP). Adds the project code data element to the
DLMS 846R Location Reconciliation Request transaction to
provide stratification of inventory during reconciliation for
1318 11/15/18 Program Manager (PM)-owned stock maintained at DLA 12
DSS Unit Materiel Fielding Points (UMFP) and Global
Combat Support System (GCSS) Army (Fielding Site) TPF
locations. This change is primarily for intra-Army use and
for third party vendors who do business with the Army.
Army LMP does not expect DLA to implement at this time
Revises DLMS 846R
Administrative Alignment of DLM 4000.25-2 Military
Standard Transaction Reporting and Accountability
Procedures (MILSTRAP) Manual with corresponding
DLM 4000.25 Manual. Aligns DLM 4000.25-2, MILSTRAP,
with the companion procedures in DLM 4000.25 to support
the ongoing effort to cancel the DLM 4000.25-2 MILSTRAP
manual. Documents administrative changes that are
necessary for this effort. The change does not modify or
alter the underlying procedures identified in MILSTRAP
Chapters. Revises DLMS Volume 2 comparable chapters.
1319 7/11/2018 11
Revises Chapter 2, Special Program Requirements and
Demand Data Exchange Projected Supply Plan; Chapter 3,
War Materiel requirements and Simulated Mobilization
Exercises; Chapter 6, Physical Inventory Control;
Chapter 7, Inventory Adjustments; Chapter 9, Logistics
Reassignment; Chapter 12, Due-In and Advance Receipt
Information; Chapter 13, Materiel Receipt; Chapter 14,
Issue, Loan, Demand, And Single Manager For
Conventional Ammunition Freeze/Unfreeze; Chapter 22,
Asset Status Reporting.

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ADC Change
Date Change Description
Number Number
Approved Defense Logistics Management Standards
(DLMS) Change (ADC) 1322, Administrative Alignment
of DLM 4000.25-1 Military Standard Requisitioning and
Issue Procedures with the DLM 4000.25, Defense
Logistics Management Standards Manual. Aligns the
DLM 4000.25-1 with the companion procedures in DLM
4000.25 Volume 2 to support the retirement of the DLM
1322 12/26/18 4000.25-1. 12
Revises Chapter 4 Requisitioning, Chapter 5 Status
Reporting, Chapter 8 Materiel Obligation Validation, and
Chapter 11, Materiel Returns, Redistribution of Assets,
Directed Discrepant/Deficient Materiel Returns and
Retrograde Returns. Adds new Chapter 29, Release and
Receipt of Materiel DD FORM 1348-1A.
Receipt Reversal Use and Expansion of Reason for
Reversal Codes in Support of DLA Disposition
Services. Updates DLA Disposition Services and
Component procedures to authorize use of the receipt
reversals process in response to an incorrect receipt or in
support of a supply discrepancy report (SDR) after receipt.
1323 3-May-19 Appendix 7.32 lists the authorized reason for reversal 13
codes. The reason for reversal codes also provides an
audit trail for the resolution of discrepant receipts when
using reversal codes.
Revises Appendix 7.32 Reason for Reversal Codes, and
Chapter 16 Disposition Services.
Revise DLMS 947I Inventory Adjustment to Convey the
Purpose Code in Dual Inventory Adjustment–Supply
Condition Code. Revise DLMS 947I Inventory Adjustment
IC to authorize use of purpose code in a dual inventory 13
1326 25-Mar-19 adjustment when changing the condition of an item. Allows
Army to segregate materiel by purpose code.
No changes to the DLMS Manual.
Revises DLMS 947I Inventory Adjustment IC.

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ADC Change
Date Change Description
Number Number
Revise MRA Download Reports to Include a
Component Summary Option. Revises the MRA Report
to include an option to download the complete list of
transactions by Component (all DoDAACs) where an MRA
1330 22-Mar-19 was not received (CONUS/OCONUS). Applies to the MRA 13
02 Direct Vendor Delivery, MRA 36 Stock Shipment, and
MRA 37 Direct Vendor Delivery and Stock Shipment
Reports.
Revises Chapter 10 Materiel Receipt Acknowledgement.
Administrative Update to Convert Federal 856 ASN,
857, 861, and 997 to DLMS Implementation
Conventions (ICs). Converts four Federal EDI
Implementation Conventions (ICs) to DLMS ICs and
1345 21-Mar-19 reposts them to the DLMS IC section of the EBSO Website. 13
No Changes to the DLM Manuals
Revises Federal ICs: 856 Advance Ship Notice, 857
Shipment and Billing Notice, 861 Acceptance Report, and
997 Functional acknowledgement.
Administrative Approved DLMS Change 1346, Move
MILSTRIP and MILSTRAP Appendices to DLMS Manual
Volume 2 (Supply). Part of a series of DLMS changes to
align DLM 4000.25.1, MILSTRIP and DLM 4000.25-2,
1346 18-Jun-19 MILSTRAP, with the companion procedures in DLM 13
4000.25, supporting the ongoing effort to sunset the
MILSTRIP and MILSTRAP manuals.
Revises DLMS Table of Contents to reflect revised DLMS
Appendix structure
Withdrawal of Approved Defense Logistics
Management Standards (DLMS) Change (ADC) 33,
Revised Inventory Prioritization. Removes MILSTRAP
Type of Physical Inventory/Transaction History Code I, and
Withdraw
33
10/25/2016 corresponding business processes associated with 10
previously approved DOD inventory prioritization
methodology for use across supply chains. The Withdrawal
of ADC 33 does not impact DLMS 846P IC. Revises DLMS
Volume 2, Chapter 6, Physical Inventory Control.

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TABLE OF CONTENTS
VOLUME 2: SUPPLY STANDARDS AND PROCEDURES
PAGE

FOREWORD ................................................................................................................ F-1

CHANGE HISTORY PAGE………………………………………………………………CHP-2

TABLE OF CONTENTS…………………………………………………………………..TOC-1

CHAPTER 1 INTRODUCTION
C1.1 GENERAL ............................................................................................ C1-1
C1.2 POLICY ................................................................................................ C1-1
C1.3 APPLICABILITY ................................................................................... C1-1
C1.4 SUPPLY PROCESS REVIEW COMMITTEE ....................................... C1-1
C1.5 SUPPLY DISCREPANCY REPORTING PRC ..................................... C1-2
C1.6 JOINT PHYSICAL INVENTORY WORKING GROUP .......................... C1-2
C1.7 NONCOMPLIANCE.............................................................................. C1-2
C1.8 TRANSACTION REVERSAL ............................................................... C1-2
C1.9 TRANSACTION REJECTION .............................................................. C1-3
C1.10 MILITARY STANDARD REQUISITIONING AND ISSUE
PROCEDURES .................................................................................... C1-3
C1.11 MILITARY STANDARD TRANSACTION REPORTING AND
ACCOUNTABILITY PROCEDURES .................................................... C1-4

CHAPTER 2 SPECIAL PROGRAM REQUIREMENTS AND DEMAND DATA

EXCHANGE PROJECTED SUPPLY PLAN
C2.1 GENERAL ............................................................................................ C2-1
C2.2 SPECIAL PROGRAM REQUIREMENTS ............................................. C2-2
C2.3 DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN .............. C2-7
CHAPTER 3 WAR MATERIEL REQUIREMENTS AND SIMULATED
MOBILIZATION EXERCISES
C3.1 GENERAL ............................................................................................ C3-1
C3.2 WAR MATERIEL REQUIREMENTS .................................................... C3-2

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C3.3 SIMULATED MOBILIZATION EXERCISES ......................................... C3-2
CHAPTER 4 REQUISITIONING
C4.1 GENERAL ............................................................................................ C4-1
C4.2 PREPARATION OF REQUISITIONS ................................................... C4-2
C4.3 RETRANSMITTED REQUISITIONS .................................................. C4-22
C4.4 REQUISITION CANCELLATIONS ..................................................... C4-22
C4.5 REQUISITION MODIFICATIONS....................................................... C4-23
C4.6 REQUISITION INQUIRIES/REQUESTS FOR SUPPLY
ASSISTANCE .................................................................................... C4-25
C4.7 REQUISITION PROCESSING AND RELATED ACTIONS ................ C4-27
C4.8 ARMY EXCHANGE REPARABLE PRICING PROCESS ................... C4-57
C4.9 NAVY EXCHANGE REPARABLE PRICING PROCESS.................... C4-58
C4.10 DEFENSE AUTOMATIC ADDRESSING SYSTEM EDIT OF
INCOMING REQUISITIONS .............................................................. C4-59
CHAPTER 5 STATUS REPORTING
C5.1 SUPPLY AND SHIPMENT STATUS – GENERAL ............................... C5-1
CHAPTER 6 PHYSICAL INVENTORY CONTROL
C6.1 GENERAL ............................................................................................ C6-1
C6.2 POLICY ................................................................................................ C6-4
C6.3 PHYSICAL INVENTORY PROCEDURES ......................................... C6-17
C6.4 RESEARCH OF POTENTIAL OR ACTUAL INVENTORY
ADJUSTMENTS (PHYSICAL INVENTORY) – DOCUMENT
IDENTIFIER CODE D8A/D9A ............................................................ C6-22
C6.5 REVERSAL OF INVENTORY ADJUSTMENTS (PHYSICAL
INVENTORY) – DOCUMENT IDENTIFIERCODE D8A/D9A ............. C6-25
C6.6 RESEARCH OF POTENTIAL OR ACTUAL INVENTORY
ADJUSTMENTS (ACCOUNTING ERRORS) – DOCUMENT
IDENTIFIER CODE D8B/D9B ............................................................ C6-26
C6.7 REVERSAL OF INVENTORY ADJUSTMENT
(ACCOUNTING ERRORS) TRANSACTIONS.................................... C6-28
C6.8 RECORD RECONCILIATION PROGRAM ......................................... C6-29
C6.9 RETENTION OF ACCOUNTABLE DOCUMENTATION .................... C6-35
C6.10 QUALITY CONTROL ......................................................................... C6-35
C6.11 PHYSICAL INVENTORY CONTROL PROGRAM PERFORMANCE
ASSESSMENT ................................................................................... C6-37

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C6.12 STORAGE ITEM DATA CORRECTION/CHANGENOTIFICATION ... C6-47
CHAPTER 7 INVENTORY ADJUSTMENTS
C7.1 GENERAL ............................................................................................ C7-1
C7.2 CHANGES IN SUPPLY CONDITION OF MATERIEL .......................... C7-6
C7.3 OWNERSHIP GAINS AND LOSSES ................................................. C7-12
C7.4 PURPOSE TRANSFERS ................................................................... C7-12
C7.5 PHYSICAL INVENTORY GAINS AND LOSSES ................................ C7-13
C7.6 REIDENTIFICATION OF STOCK, STOCK NUMBER CHANGES
AND UNIT OF ISSUES CHANGES.................................................... C7-13
C7.7 CONDITION CHANGES FOR ITEMS BEING REPORTED/
TURNED IN TO DLA DISPOSITION SERVICES ............................... C7-13
CHAPTER 8 MATERIEL OBLIGATION VALIDATION
C8.1 SUPPORT OF UNITED STATES FORCES ......................................... C8-1
C8.2 GRANT AID .......................................................................................... C8-8
CHAPTER 9 LOGISTICS REASSIGNMENT
C9.1 GENERAL ............................................................................................ C9-1
C9.2 POLICY ................................................................................................ C9-2
C9.3 REQUIREMENTS ................................................................................ C9-2
C9.4 PRE-EFFECTIVE TRANSFER DATE ACTIONS ................................. C9-3
C9.5 EFFECTIVE TRANSFER DATE PERIOD ACTIONS ........................... C9-5
C9.6 POST-EFFECTIVE TRANSFER DATE ACTIONS ............................... C9-6
C9.7 RECEIPT PROCESSING AFTER EFFECTIVE TRANSFER DATE ..... C9-8
C9.8 INQUIRY FOR LOGISTICS REASSIGNMENT ASSET DATA
AND RESPONSE ............................................................................... C9-10
C9.9 LOGISTICS REASSIGNMENT DUE-IN VALIDATION ....................... C9-10
CHAPTER 10 MATERIEL RECEIPT ACKNOWLEDGMENT
C10.1 PURPOSE .......................................................................................... C10-1
C10.2 APPLICABILITY ................................................................................. C10-2
C10.3 EXCLUSIONS .................................................................................... C10-2
C10.4 COMMUNICATIONS .......................................................................... C10-4
C10.5 RESPONSIBILITIES .......................................................................... C10-4
C10.6 PREPARING AND SENDING MATERIEL RECEIPT
ACKNOWLEDGEMENT ..................................................................... C10-6

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C10.7 FOLLOWUP FOR DELINQUENT MATERIEL RECEIPT
ACKNOWLEDGMENT ..................................................................... C10-10
C10.8 CORRECTING OR CANCELING MATERIEL RECEIPT
ACKNOWLEDGEMENT ................................................................... C10-12
C10.9 QUALITY CONTROL ....................................................................... C10-13
C10.10 MANAGEMENT EVALUATION ........................................................ C10-13

CHAPTER 11 MATERIEL RETURNS, REDISTRIBUTION OF ASSETS,

DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS
AND RETROGRADE RETURNS
C11.1 GENERAL .......................................................................................... C11-1
C11.2 APPLICABILITY AND SCOPE ........................................................... C11-7
C11.3 EXCLUSIONS .................................................................................... C11-8
C11.4 REPORTING CRITERIA FOR CUSTOMER ASSET REPORTS ....... C11-8
C11.5 PREPARATION OF CUSTOMER ASSET REPORTS ....................... C11-9
C11.6 CANCELLATION OF CUSTOMER ASSET REPORTS ..................... C11-9
C11.7 PROCESSING REPLIES TO CUSTOMER ASSET REPORTS ....... C11-10
C11.8 FOLLOW-UPS ON REPORTED ASSETS ....................................... C11-11
C11.9 AUTOMATIC RETURNS .................................................................. C11-12
C11.10 DEFENSE AUTOMATIC ADDRESSING SYSTEM .......................... C11-15
C11.11 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER PROCESSING OF CUSTOMER ASSET REPORTS .... C11-17
C11.12 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER MATERIEL RECEIPT STATUS ..................................... C11-19
C11.13 PREPARATION AND PROCESSING OF SHIPMENT STATUS ...... C11-20
C11.14 PROCESSING FOLLOW-UPS FROM REPORTING ACTIVITIES... C11-21
C11.15 CANCELLATION OF CUSTOMER ASSET REPORTS ................... C11-22
C11.16 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER PROCESSING OF DLMS 180M CUSTOMER ASSET
REPORTS, CANCELLATIONS, AND FOLLOW-UPS WHEN THE
SUPPLY SOURCE HAS CHANGED................................................ C11-23
C11.17 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER LATERAL REDISTRIBUTION OF RETAIL ASSETS..... C11-23
C11.18 INTER-SERVICE LATERAL REDISTRIBUTION OF RETAIL
ASSETS BY INTER-SERVICE AGREEMENT ................................ C11-26

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C11.19 RETURNS TO DLA FROM INDUSTRIAL SITES UNDER
BASE REALIGNMENT AND CLOSURE SUPPLY, STORAGE AND
DISTRIBUTION AND NATIONAL INVENTORY MANAGEMENT
STRATEGY SITE CUSTOMERS ..................................................... C11-26
C11.20 DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS
AND RETROGRADE RETURNS ..................................................... C11-27
CHAPTER 12 DUE-IN AND PRE-POSITIONED MATERIEL RECEIPT
C12.1 GENERAL .......................................................................................... C12-1
C12.2 CONTROL OF MATERIEL DUE-IN.................................................... C12-2
C12.3 PROVIDING THE STORAGE ACTIVITY WITH PRE-POSITIONED
MATERIEL RECEIPT ......................................................................... C12-3
C12.4 LOAN MATERIEL............................................................................... C12-5
C12.5 LOGISTICS REASSIGNMENT MEMORANDUM DUE-IN AND
PRE-POSITIONED MATERIEL RECEIPT ......................................... C12-6
C12.6 LOGISTICS REASSIGNMENT DUE-IN VALIDATION ....................... C12-6
CHAPTER 13 MATERIEL RECEIPT
C13.1 GENERAL .......................................................................................... C13-1
C13.2 MATERIEL RECEIPT PROCESSING ................................................ C13-2
C13.3 INQUIRY ON IN-TRANSIT DUE-INS ............................................... C13-22
C13.4 STORAGE ACTIVITY RESPONSE TO INQUIRY ON MATERIEL
RECEIPT.......................................................................................... C13-22
C13.5 ARMY EXCHANGE PRICING PROCESS ....................................... C13-23
C13.6 OPTIONAL INTRA-SERVICE USE OF RECEIPT FOR MATERIEL
PROVIDED TO CONTRACTORS AS GOVERNMENT
FURNISHED MATERIEL ................................................................. C13-24
CHAPTER 14 ISSUE, LOAN, DEMAND, AND SINGLE MANAGER FOR
CONVENTIONAL AMMUNITION FREEZE/UNFREEZE ACTIONS
C14.1 GENERAL .......................................................................................... C14-1
C14.2 ISSUE ................................................................................................ C14-2
C14.3 BACKORDER TRANSACTIONS........................................................ C14-6
C14.4 DEMAND TRANSACTIONS ............................................................... C14-6
C14.5 LOAN TRANSACTIONS .................................................................... C14-6
C14.6 SINGLE MANAGER FOR CONVENTIONAL AMMUNITION
FREEZE/UNFREEZE ACTIONS ........................................................ C14-7

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CHAPTER 15 INSTALLATION CLOSURE PROCEDURES
C15.1 GENERAL .......................................................................................... C15-1
C15.2 APPLICABILITY AND SCOPE ........................................................... C15-2
C15.3 EXCLUSIONS .................................................................................... C15-2
C15.4 INSTALLATION CLOSING PROCEDURES ...................................... C15-3
C15.5 PROCEDURES FOR THE INVENTORY CONTROL POINT/
INTEGRATED MATERIEL MANAGER .............................................. C15-5
CHAPTER 16 DISPOSITION SERVICES
C16.1 GENERAL .......................................................................................... C16-1
C16.2 REQUISITIONING DOD EXCESS PERSONAL PROPERTY
FROM THE DISPOSITION SERVICES ............................................. C16-2
C16.3 REQUISITIONING AND OTHER MATERIEL MOVEMENT OF
CONVENTIONAL SMALL ARMS/LIGHT
WEAPONS FROM DISPOSITION SERVICES ................................ C16-17
C16.4 SOURCE OF SUPPLY AND STORAGE ACTIVITY
INTERFACE FOR DISPOSAL RELEASE ORDERS ........................ C16-18
C16.5 DOCUMENTATION REQUIRED FOR SHIPMENTS TO DLA
DISPOSITION SERVICES ............................................................... C16-20
C16.6 INTRANSIT CONTROL SYSTEMS PROCESSING
OF SHIPMENTS TO DLA DISPOSITION SERVICES ..................... C16-33
C16.7 PROCESSING MATERIEL AND MAINTAINING
ACCOUNTABILITY BY THE DLA DISPOSITION SERVICES
AND THE DISPOSITION SERVICES FIELD OFFICES ................... C16-38
C16.8 SUPPLY DISCREPANCY REPORTING .......................................... C16-60
CHAPTER 17 SUPPLY DISCREPANCY REPORTING
C17.1 GENERAL .......................................................................................... C17-1
C17.2 POLICY .............................................................................................. C17-5
C17.3 PROCEDURES .................................................................................. C17-8
C17.4 MANAGEMENT EVALUATION ........................................................ C17-68
C17.5 SECURITY ASSISTANCE DISCREPANCY REPORTS .................. C17-69
CHAPTER 18 SMALL ARMS AND LIGHT WEAPONS SERIAL NUMBER
REGISTRATION AND REPORTING
C18.1 SCOPE............................................................................................... C18-1
C18.2 GENERAL REQUIREMENTS ............................................................ C18-2
C18.3 OBJECTIVES ..................................................................................... C18-4

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C18.4 EXCLUSIONS .................................................................................... C18-4
C18.5 DELINEATION OF RESPONSIBILITIES............................................ C18-5
C18.6 SAFEGUARDING AND PHYSICAL SECURITY OF AUTOMATIC
DATA PROCESSING RECORDED DATA ......................................... C18-7
C18.7 OPERATING PROCEDURES ............................................................ C18-7
C18.8 TIME STANDARDS FOR PROCESSING UPDATES AND
FOLLOW-UPS FOR SHIPMENTS AND RECEIPTS ........................ C18-13

CHAPTER 19 RESERVED

CHAPTER 20 MEDICAL UNIT ASSEMBLY PROGRAM

C20.1 GENERAL .......................................................................................... C20-1
C20.2 APPLICABILITY AND SCOPE ........................................................... C20-1
C20.3 BUILD REQUIREMENT ..................................................................... C20-1
C20.4 DUE-IN ESTABLISHMENT ................................................................ C20-1
C20.5 RECEIPT PROCESSING ................................................................... C20-2
C20.6 COMPONENT PACKING INFORMATION ......................................... C20-2
CHAPTER 21 STOCK READINESS PROGRAM
C21.1 GENERAL .......................................................................................... C21-1
C21.2 APPLICABILITY AND SCOPE ........................................................... C21-2
C21.3 STOCK SCREENING REQUEST/REPLY OVERVIEW ..................... C21-2
C21.4 STORAGE QUALITY CONTROL REPORT PROCESS
OVERVIEW ........................................................................................ C21-5
CHAPTER 22 ASSET STATUS REPORTING
C22.1 GENERAL .......................................................................................... C22-1
C22.2 IN STORAGE ASSETS ...................................................................... C22-1
C22.3 INTRA-COMPONENT USE ................................................................ C22-3
CHAPTER 23 CATALOG DATA SUPPORT
C23.1 GENERAL .......................................................................................... C23-1
C23.2 INDUSTRIAL ACTIVITY CATALOG DATA SUPPORT ...................... C23-2
C23.3 PROCEDURES-NAVY INTERFACE .................................................. C23-3
C23.4 PROCEDURES-MARINE CORPS INTERFACE ................................ C23-9
C23.5 AIR FORCE GOVERNMENT FURNISHED PROPERTY
ACCOUNTABILITY .......................................................................... C23-11

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CHAPTER 24 PRODUCT QUALITY DEFICIENCY REPORT PROGRAM
C24.1 GENERAL .......................................................................................... C24-1
C24.2 PQDR TRANSACTION SET .............................................................. C24-1
C24.3 APPLICABILITY AND SCOPE ........................................................... C24-1
C24.4 PQDR OVERVIEW............................................................................. C24-1
C24.5 DETAILED REQUIREMENT .............................................................. C24-2
C24.6 EXHIBIT TRACKING .......................................................................... C24-5
C24.7 PQDR INTER-SERVICE INTERFACE QUERY CAPABILITY ............ C24-5
CHAPTER 25 SECURITY ASSISTANCE PROGRAM
C25.1 GENERAL .......................................................................................... C25-1
C25.2 REQUISITION FORMATS ................................................................. C25-2
C25.3 REQUIRED AVAILABILITY DATES ................................................... C25-6
C25.4 REQUISITION PREPARATION AND SUBMISSION ......................... C25-8
C25.5 STATUS IN GENERAL ...................................................................... C25-9
C25.6 STATUS UPON REQUISITION INITIATION OR SUBMISSION ...... C25-10
C25.7 FOLLOW-UPS AND STATUS RESPONSES ................................... C25-11
C25.8 CANCELLATION AND REJECTION STATUS ................................. C25-11
C25.9 STATUS ON FOREIGN MILITARY SALES NOTICE OF
AVAILABILITY .................................................................................. C25-12
C25.10 MODIFICATION OF FOREIGN MILITARY SALES OFFER
RELEASE OPTION OR FREIGHT FORWARDER/COUNTRY
REPRESENTATIVE ......................................................................... C25-12
C25.11 RELEASE OF FOREIGN MILITARY SALES SHIPMENTS .............. C25-13
C25.12 CONSOLIDATION AND MARKING OF FOREIGN MILITARY
SALES AND GRANT AID SHIPMENTS ........................................... C25-18
C25.13 DOCUMENT DISTRIBUTION .......................................................... C25-20
C25.14 SPECIAL GRANT AID PROCEDURES ........................................... C25-20
C25.15 CANCELLATION OF REQUISITIONS ............................................. C25-21
C25.16 REPAIR AND REPAIR/REPLACE PROGRAM ................................ C25-22
C25.17 RETURN OF DISCREPANT FOREIGN MILITARY SALES
MATERIEL ....................................................................................... C25-23
C25.18 FMS TRANSPORTATION ................................................................ C25-24

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CHAPTER 26 CONTRACTOR ACCESS TO GOVERNMENT SOURCES OF SUPPLY
C26.1 GENERAL .......................................................................................... C26-1
C26.2 APPLICABILITY ................................................................................. C26-3
C26.3 PREPARATION OF REQUISITIONS AND RELATED
TRANSACTIONS FOR GOVERNMENT MATERIEL FURNISHED TO
CONTRACTORS................................................................................ C26-3
C26.4 SUBMISSION OF GOVERNMENT FURNISHED MATERIEL
REQUISITIONS AND RELATED TRANSACTIONS........................... C26-5
C26.5 MANAGEMENT CONTROL ACTIVITY PROCESSING OF
GOVERNMENT-FURNISHED MATERIEL REQUISITIONS AND
RELATED TRANSACTIONS .............................................................. C26-5
C26.6 SOURCE OF SUPPLY PROCESSING OF GOVERNMENT-
FURNISHED MATERIEL REQUISITIONS AND RELATED
TRANSACTIONS ............................................................................... C26-8
C26.7 DEFENSE AUTOMATIC ADDRESSING SYSTEM PROCESSING
OF GOVERNMENT-FURNISHED MATERIEL TRANSACTIONS .... C26-10
C26.8 CONTRACTOR REQUISITIONS FOR CONTRACTOR-
FURNISHED MATERIEL ................................................................. C26-12
C26.9 PREPARATION OF DOD EMALL REQUISITIONS BY
CONTRACTORS.............................................................................. C26-14
C26.10 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER-DIRECTED SHIPMENT OF NON-REQUISITIONED
GOVERNMENT FURNISHED MATERIEL BASED ON A BILL OF
MATERIEL ....................................................................................... C26-16
CHAPTER 27 MASS OR UNIVERSAL CANCELLATION OF REQUISITIONS
C27.1 GENERAL .......................................................................................... C27-1
C27.2. APPLICABILITY .................................................................................. C27-3
C27.3. INITIATION OF MASS OR UNIVERSAL CANCELLATION OF
REQUISITIONS.................................................................................. C27-4
C27.4. CONTINUING HIGH PRIORITY DEMANDS DURING A MASS
CANCELLATION ................................................................................ C27-5
C27.5. SOURCE OF SUPPLY PROCESSING MASS OR UNIVERSAL
CANCELLATION REQUESTS ........................................................... C27-6
C27.6. STORAGE ACTIVITY PROCESSING OF MASS OR UNIVERSAL
REQUISITION CANCELLATIONS ..................................................... C27-8
C27.7. DIRECT VENDOR DELIVERY PROCESSING OF MASS OR
UNIVERSAL REQUISITION CANCELLATIONS ................................ C27-9

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C27.8. DTS PROCESSING OF MASS OR UNIVERSAL REQUISITION
CANCELLATIONS ........................................................................... C27-10
C27.9. DISPOSITION OF FRUSTRATED SHIPMENTS/MATERIEL ........... C27-11

CHAPTER 28 RESERVED

CHAPTER 29 RELEASE AND RECEIPT OF MATERIEL DD FORM 1348-1A

C29.1 GENERAL .......................................................................................... C29-1

C29.2 DOCUMENT DISTRIBUTION ............................................................ C29-4
C29.3 ISSUES FROM SUPPLY SYSTEM STOCK OR FROM DLA DISPOSITION
SERVICES FIELD OFFICES; REQUISITIONS FOR LOCAL ISSUE FROM
DLA DISPOSITION SERVICES FIELD OFFICES......................... C29-5
C29.4 RETURNS TO STOCK AND TRANSFERS (EXCLUDING
TRANSFERS TO DLA DISPOSITION SERVICES FIELD
OFFICES) .......................................................................................... C29-6
C29.5 TRANSFERS TO DLA DISPOSITION SERVICES FIELD
OFFICES ............................................................................................ C29-7

CHAPTER 30 PROCEDURES FOR SERIALLY MANAGED MATERIEL

REQUIRING OWNER VISIBILTY
C30.1 GENERAL .......................................................................................... C30-1
C30.2. APPLICABILITY AND SCOPE ........................................................... C30-3
C30.3. EXCLUSIONS .................................................................................... C30-3
C30.4. POLICY .............................................................................................. C30-3
C30.5. CATEGORIES OF SERIALLY MANAGED MATERIEL COVERED
BY THIS CHAPTER ........................................................................... C30-4
C30.6. OBJECTIVES ..................................................................................... C30-9
C30.7. ESTABLISHING INITIAL VISIBILITY BY SERIAL NUMBER/UII ........ C30-9
C30.8. REQUIREMENTS FOR SERIALLY MANAGED MATERIEL
REQUIRING OWNER VISBILITY AT DLA DISTRIBUTION
CENTERS .......................................................................................... C30-9
C30.9. RETAIL SUPPLY AND TRANSPORTATION INTERCHANGE ........ C30-15
C30.10 MATERIEL RETURNS, REDISTRIBUTION OF ASSETS,
DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS,
AND RETROGRADE RETURNS ..................................................... C30-16
C30.11. REINTRODUCTION OF UNIQUE ITEM IDENTIFIER ITEM
PREVIOUSLY SHIPPED OUTSIDE THE CONTROL OF THE
DEPARTMENT OF DEFENSE ......................................................... C30-16

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C30.12. DOD STOCK READINESS PROGRAM ........................................... C30-16

APPENDICES
APPENDIX 1 - FORMS
AP1 FORMS INDEX .................................................................................. AP1-I
AP1.1 INVENTORY CONTROL EFFECTIVENESS REPORT
AMMUNITION) DD FORM 2338-1……………………………… ....... AP1.1-1
AP1.2 INVENTORY CONTROL EFFECTIVENESS REPORT
(GENERAL SUPPLIES) DD FORM 2338-2 .................................... AP1.2-1
APPENDIX 2 - CODES
AP2 CODES INDEX .................................................................................. AP2- I
AP2.1 DOCUMENT IDENTIFIER CODES ................................................ AP2.1-1
AP2.2 TYPE OF PHYSICAL INVENTORY/TRANSACTION
HISTORY CODES .......................................................................... AP2.2-1
AP2.3 OWNERSHIP CODES ................................................................... AP2.3-1
AP2.4 PURPOSE CODES ........................................................................ AP2.4-1
AP2.5 FEDERAL CONDITION CODES .................................................... AP2.5-1
AP2.6 MANAGEMENT CODES ................................................................ AP2.6-1
AP2.7 CORRECTION/CHANGE CODES FOR STORAGE
ITEM RECORDS ............................................................................ AP2.7-1
AP2.8 REJECT ADVICE CODES ............................................................. AP2.8-1
AP2.9 ASSET STATUS REPORTING CODES ........................................ AP2.9-1
AP2.10 ASSET TRANSFER STATUS CODES ........................................ AP2.10-1
AP2.11 SPECIAL PROGRAM REQUIREMENT
STATUS CODES ......................................................................... AP2.11-1
AP2.12 SMALL ARMS AND LIGHT WEAPONS TRANSACTION
CODES ........................................................................................ AP2.12-1
AP2.13 SMALL ARMS AND LIGHT WEAPONS ERROR
TRANSACTION REJECT CODES ............................................... AP2.13-1
AP2.14 TYPE OF MEDIA CODES ............................................................ AP2.14-1
AP2.15 INVENTORY ADJUSTMENT - PHYSICAL
INVENTORY ERROR CLASSIFICATION CODES ...................... AP2.15-1
AP2.16 INVENTORY ADJUSTMENT – ACCOUNTING
ERROR CLASSIFICATION CODE ............................................... AP2.16-1
AP2.17 DISCREPANCY INDICATOR CODES ......................................... AP2.17-1
AP2.18 TYPE INSPECTION CODES ....................................................... AP2.18-1

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AP2.19 REVIEW PERIOD INDICATOR CODES ...................................... AP2.19-1
AP2.20 RESERVED ................................................................................. AP2.20-1
AP2.21 RESERVED .................................................................................. AP2.21-1
AP2.22 TYPE DUE-IN INDICATOR .......................................................... AP2.22-1
AP2.23 TYPE LOCATION RECONCILIATION REQUEST ....................... AP2.23-1
AP2.24 OTHER CODES ........................................................................... AP2.24-1

AP3. APPENDIX 3. MILSTRAP LEGACY FORMATS ................................ AP3.1

AP3 FORMATS INDEX ............................................................................... AP3-I
AP3 INTRODUCTION .............................................................................. AP3 -1
AP3.1 MATERIEL RECEIPT – PROCUREMENT
INSTRUMENT SOURCE (D4_)....................................................... AP3.1-1
AP3.2 MATERIEL RECEIPT - OTHER THAN
PROCUREMENT INSTRUMENT SOURCE (D6_).......................... AP3.2-1
AP3.3 ISSUE (D7_) ................................................................................... AP3.3-1
AP3.4 INVENTORY ADJUSTMENT - INCREASE OR DECREASE
(D8_, D9_)....................................................................................... AP3.4-1
AP3.5 INVENTORY ADJUSTMENT – INCREASE OR
DECREASE (LOGISTICS TRANSFER/CAPITALIZATION/
DECAPITALIZATION) (D8E, D8F, D9E, D9F) ................................ AP3.5-1
AP3.6 INVENTORY ADJUSTMENT - INCREASE OR DECREASE
(OWNERSHIP TRANSFER) (D8S, D9S) ........................................ AP3.6-1
AP3.7 SINGLE MANAGED CONVENTIONAL
AMMUNITION FREEZE/UNFREEZE ACTION (DA1, DA2) ............ AP3.7-1
AP3.8 INVENTORY ADJUSTMENT - DUAL (CONDITION/
PURPOSE TRANSFER) (DAC, DAD) ............................................. AP3.8-1
AP3.9 INVENTORY ADJUSTMENT - DUAL (OWNERSHIP
TRANSFER) (DAS) ........................................................................ AP3.9-1
AP3.10 DUE-IN - PROCUREMENT INSTRUMENT SOURCE
(DD_) ............................................................................................ AP3.10-1
AP3.11 LOGISTICS TRANSFER/DECAPITALIZATION (DEE, DEF) ........ AP3.11-1
AP3.12 DUE-IN - OTHER THAN PROCUREMENT
INSTRUMENT SOURCE (DF_) ................................................... AP3.12-1
AP3.13 BACKORDER (DG_) ..................................................................... AP3.13-1
AP3.14 DEMAND (DHA) ............................................................................ AP3.14-1
AP3.15 PHYSICAL INVENTORY REQUEST (DJA) .................................. AP3.15-1

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AP3.16 LOGISTICS TRANSFER/DECAPITALIZATION
FOLLOW-UP (DLA)....................................................................... AP3.16-1
AP3.17 REPLY TO LOGISTICS TRANSFER/DECAPITALIZATION
FOLLOW-UP (DLB)....................................................................... AP3.17-1
AP3.18 LOGISTICS REASSIGNMENT DELINQUENT DUE-IN
FOLLOW-UP (DLC) ..................................................................... AP3.18-1
AP3.19 LOGISTICS REASSIGNMENT DELINQUENT DUE-IN
RESPONSE (DLD) ....................................................................... AP3.19-1
AP3.20 LOGISTICS REASSIGNMENT DUE-IN RECONCILIATION
REQUEST (DLE)........................................................................... AP3.20-1
AP3.21 LOGISTICS REASSIGNMENT DUE-IN RECONCILIATION
RESPONSE (DLF) ....................................................................... AP3.21-1
AP3.22 LOGISTICS REASSIGNMENT GENERAL MANAGEMENT
DATA (DLS) ................................................................................. AP3.22-1
AP3.23 LOGISTICS REASSIGNMENT BACKORDER AND
DEMAND DATA (DLT) ................................................................. AP3.23-1
AP3.24 LOGISTICS REASSIGNMENT ON-HAND ASSET
DATA (DLU) .................................................................................. AP3.24-1
AP3.25 LOGISTICS REASSIGNMENT DUE-IN ASSET
DATA (DLV) ................................................................................. AP3.25-1
AP3.26 LOGISTICS REASSIGNMENT CONTRACT
HISTORY DATA (DLW) ............................................................... AP3.26-1
AP3.27 LOGISTICS REASSIGNMENT TECHNICAL AND
QUALITY DATA (DLX) ................................................................. AP3.27-1
AP3.28 WAR MATERIEL REQUIREMENTS DATA (DM_) ....................... AP3.28-1
AP3.29 MATERIEL RECEIPT ACKNOWLEDGMENT (DRA, DRB) .......... AP3.29-1
AP3.30 FOLLOW-UP FOR DELINQUENT MATERIEL RECEIPT
ACKNOWLEDGMENT (DRF) ....................................................... AP3.30-1
AP3.31 SMALL ARMS MULTI-FIELD CORRECTIONS (DSA) ................. AP3.31-1
AP3.32 SMALL ARMS MASS STOCK NUMBER CHANGE (DSB) ........... AP3.32-1
AP3.33 SMALL ARMS CORRECTION (DSC) ........................................... AP3.33-1
AP3.34 SMALL ARMS RECEIPT/SHIPMENT FOLLOW-UP (DSD) .......... AP3.34-1
AP3.35 SMALL ARMS RECONCILIATION/REJECT FOLLOW-UP
(DSF)............................................................................................. AP3.35-1
AP3.36 WEAPON SERIAL NUMBER CONTROL (DSM) ......................... AP3.36-1
AP3.37 SMALL ARMS RECONCILIATION/REJECT (DSR) ..................... AP3.37-1

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AP3.38 PRE-POSITIONED MATERIAL RECEIPT –
PROCUREMENT INSTRUMENT SOURCE (DU_) ..................... AP3.38-1
AP3.39 PRE-POSITIONED MATRIEL RECEIPT–
OTHER THAN PROCUREMENT INSTRUMENT SOURCE
(DW_) ............................................................................................ AP3.39-1
AP3.40 MATERIEL RECEIPT FOLLOW-UP –
PROCUREMENT INSTRUMENT SOURCE (DXA) ....................... AP3.40-1
AP3.41 MATERIEL RECEIPT FOLLOW-UP –
OTHER THAN PROCUREMENT INSTRUMENT SOURCE
(DXB) ............................................................................................ AP3.41-1
AP3.42 REPLY TO MATERIEL RECEIPT FOLLOW-UP –
PROCUREMENT INSTRUMENT SOURCE (DXC)....................... AP3.42-1
AP3.43 REPLY TO MATERIEL RECEIPT FOLLOW-UP –
OTHER THAN PROCUREMENT INSTRUMENT SOURCE
(DXD) ............................................................................................ AP3.43-1
AP3.44 SPECIAL PROGRAM REQUIREMENT REQUEST
(DYA, DYB, DYL, DYM) ................................................................ AP3.44-1
AP3.45 SPECIAL PROGRAM REQUIREMENT CANCELLATION
(DYC) ............................................................................................ AP3.45-1
AP3.46 SPECIAL PROGRAM REQUIREMENT MODIFIER (DYD) ........... AP3.46-1
AP3.47 SPECIAL PROGRAM REQUIREMENT SUBSTITUTE
ITEM ACCEPTANCE (DYG) ......................................................... AP3.47-1
AP3.48 SPECIAL PROGRAM REQUIREMENT SUBSTITUTE
ITEM REJECTION (DYH) ............................................................. AP3.48-1
AP3.49 SPECIAL PROGRAM REQUIREMENT
FOLLOW-UP (DYJ) ....................................................................... AP3.49-1
AP3.50 SPECIAL PROGRAM REQUIREMENT STATUS (DYK) .............. AP3.50-1
AP3.51 STATUS NOTIFICATION TRANSACTION (DZ9) ......................... AP3.51-1
AP3.52 ASSET STATUS (DZA) ................................................................. AP3.52-1
AP3.53 STORAGE ITEM DATA CORRECTION/CHANGE (DZB) ............. AP3.53-1
AP3.54 LOGISTICS REASSIGNMENT STORAGE INFORMATION
(DZC) ........................................................................................... AP3.54-1
AP3.55 LOGISTICS REASSIGNMENT STORAGE
INFORMATION REPLY DZD) ....................................................... AP3.55-1
AP3.56 ASSET STATUS REPORTING REQUEST (DZE) ........................ AP3.56-1
AP3.57 ASSET STATUS REPORTING (BASE, POST, CAMP,
AND STATION LEVEL USE) (DZF) .............................................. AP3.57-1
AP3.58 TRANSACTION REJECT (DZG) ................................................... AP3.58-1

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AP3.59 LOCATION RECONCILIATION REQUEST (DZH)........................ AP3.59-1
AP3.60 TRANSACTION HISTORY REQUEST (DZJ) ............................... AP3.60-1
AP3.61 TRANSACTION HISTORY TRANSMITTAL (DZK) ....................... AP3.61-1
AP3.62 END OF DAY TRANSACTION COUNT (DZM) ............................. AP3.62-1
AP3.63 LOCATION RECONCILIATION NOTIFICATION (DZN) ................ AP3.63-1
AP3.64 LOCATION RECONCILIATION HISTORY
NOTIFICATION (DZP) ................................................................. AP3.64-1

AP4. APPENDIX 4. RESERVED ............................................................... AP4-1

AP5. APPENDIX 5. RESERVED .............................................................. AP5-1

AP6. APPENDIX 6. MILSTRIP FORMS/MESSAGE

FORMATS INDEX .............................................................................. AP6-1
AP6.1 FORMS/MESSAGE FORMATS INTRODUCTION ......................... AP6.1-1
AP6.2 DD FORM 1348, DOD SINGLE LINE ITEM REQUISITION
SYSTEM DOCUMENT (MANUAL) ................................................. AP6.2-1
AP6.3 DD FORM 1348M, DOD SINGLE LINE ITEM REQUISITION
SYSTEM DOCUMENT (MECHANICAL) ........................................ AP6.3-1
AP6.4 DD FORM 1348-5, NOTICE OF AVAILABILITY/SHIPMENT ......... AP6.4-1
AP6.5 STANDARD FORM 344, MULTIUSE STANDARD
REQUISITIONING/ISSUE SYSTEM DOCUMENT ......................... AP6.5-1
AP6.6 DD FORM 1348-6, DOD SINGLE LINE ITEM REQUISITION
SYSTEM DOCUMENT (MANUAL-LONG FORM) .......................... AP6.6-1
AP6.7 RESERVED ................................................................................... AP6.7-1
AP6.8 MILSTRIP MESSAGE REQUISITION ............................................ AP6.8-1
AP6.9 MILSTRIP MESSAGE FOLLOW-UP .............................................. AP6.9-1
AP6.10 MILSTRIP MESSAGE SUPPLY ASSISTANCE REQUEST ......... AP6.10-1
AP6.11 ABBREVIATED MILSTRIP MESSAGE SUPPLY STATUS .......... AP6.11-1
AP6.12 ABBREVIATED MILSTRIP MESSAGE SHIPMENT
STATUS ....................................................................................... AP6.12-1
AP6.13 MILSTRIP PART NUMBER/NON-NSN MESSAGE
REQUISITION .............................................................................. AP6.13-1
AP6.14 RESERVED ................................................................................. AP6.14-1
AP6.15 MESSAGE REQUEST FOR SPECIAL MATERIEL
OBLIGATION VALIDATION ......................................................... AP6.15-1

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AP6.16 MESSAGE REPLY TO SPECIAL MATERIEL OBLIGATION
VALIDATION REQUEST .............................................................. AP6.16-1
AP6.17 REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS
(FMS AND GRANT AID TRANSACTIONS)(FROM SOURCE OF
SUPPLY TO ILCO) ....................................................................... AP6.17-1
AP6.18 FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL
OBLIGATIONS (FMS AND GRANT AID TRANSACTIONS)
(FROM SOURCE OF SUPPLY TO ILCO) .................................... AP6.18-1
AP6.19 REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS
(FMS AND GRANT AID TRANSACTIONS)
(FROM ILCO TO SAOS) .............................................................. AP6.19-1
AP6.20 FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL
OBLIGATIONS (MAP GRANT AID TRANSACTIONS)
(FROM ILCO TO SAOS) .............................................................. AP6.20-1
AP6.21 REPORT OF VALIDATION OF MATERIEL OBLIGATIONS ........ AP6.21-1
AP6.22 ABBREVIATED MESSAGE ASSET REPORT, ETC.
(MATERIEL RETURNS PROGRAM) ........................................... AP6.22-1
AP6.23 MASS OR UNIVERSAL CANCELLATION MESSAGE ................ AP6.23-1
AP6.24 DEFENSE LOGISTICS MANAGEMENT STANDARDS/LEGACY
MILSTRIP REVISION IMPLEMENTATION REPORT .................. AP6.24-1
AP6.25 ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED
FORM WITH LOGMARS BAR CODING ...................................... AP6.25-1
AP6.26 RESERVED ................................................................................. AP6.26-1
AP6.27 ISSUE RELEASE/RECEIPT DOCUMENT PREPRINTED FORM
WITHOUT LOGMARS BAR CODING DATA ............................... AP6.27-1
AP6.28 RESERVED ................................................................................. AP6.28-1
AP6.29 ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED
FORM WITH LOGMARS BAR CODING FOREIGN
MILITARY SALES ........................................................................ AP6.29-1
AP6.30 RESERVED ................................................................................. AP6.30-1
AP6.31 ISSUE RELEASE/RECEIPT DOCUMENT WITH
ADDRESS LABEL ....................................................................... AP6.31-1
AP6.32 MESSAGE REQUEST FORM DEFENSE AUTOMATIC
ADDRESSING SYSTEM MATERIEL OBLIGATION
VALIDATION RESPONSE .......................................................... AP6.32-1
AP6.33 QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES
FIELD OFFICE REPORT ............................................................. AP6.33-1
AP6.34 UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT
REPORT ...................................................................................... AP6.34-1

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AP6.35 ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (1348-1A)
WITH CODE 39 (THREE OF NINE) BAR CODES AND PDF417
TWO-DIMENSIONAL (2D) BAR CODE ........................................ AP6.35-1
AP6.36 ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (1348-1A OR
DD FORM 1348-2) CONTINUATION PAGE ................................ AP6.36-1
AP6.37 TEMPLATES FOR PROJECT CODE MANAGEMENT SYSTEM
GENERATED PROJECT CODE DISSEMINATION NOTICES ..... AP6.37-1
AP6.38 TEMPLATE FOR SERVICE/AGENCY PROJECT CODE
REPRESENTATIVE APPOINTMENT LETTER ............................ AP6.38-1
AP6.39 APPENDIX 6.39. INSTRUCTIONS FOR PREPARATION OF
STANDARD FORM 364 ............................................................... AP6.39-1
AP6.39.1 ORIGINAL REPORT ..................................................... AP6.39-1
AP6.39.2 SUPPLY DISCREPANCY REPORT REPLY ................. AP6.39-5
AP6.39.3 SUPPLY DISCREPANCY REPORT FOLLOW-UPS,
CORRECTIONS AND CANCELLATIONS .................................... AP6.39-6

AP7. APPENDIX 7. DATA ELEMENTS AND CODES INDEX ................... AP7-1

AP7.1 DOCUMENT IDENTIFIER CODES ................................................ AP7.1-1
AP7.2 SERVICE AND AGENCY CODES ................................................... AP7.-1
AP7.3 ROUTING IDENTIFIER CODES .................................................... AP7.3-1
AP7.4 MEDIA AND STATUS CODES ....................................................... AP7.4-1
AP7.5 STOCK OR PART NUMBERS ....................................................... AP7.5-1
AP7.6 UNIT OF ISSUE AND QUANTITY .................................................. AP7.6-1
AP7.7 DOCUMENT NUMBER .................................................................. AP7.7-1
AP7.8 DEMAND AND SUFFIX CODES .................................................... AP7.8-1
AP7.9 SUPPLEMENTARY ADDRESS ..................................................... AP7.9-1
AP7.10 SIGNAL CODES .......................................................................... AP7.10-1
AP7.11 FUND CODES .............................................................................. AP7.11-1
AP7.12 DISTRIBUTION CODES .............................................................. AP7.12-1

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AP7.13 PROJECT CODES ....................................................................... AP7.13-1
MASTER PROJECT CODE LIST - W/ POC-POSTED TO
WEBSITE ONLY
MASTER PROJECT CODE LIST - W/O POC-POSTED TO
WEBSITE ONLY
AP7.14 PRIORITY DESIGNATORS, STANDARD AND REQUIRED
DELIVERY DATES ....................................................................... AP7.14-1
AP7.15 ADVICE CODES .......................................................................... AP7.15-1
AP7.16 STATUS CODES ......................................................................... AP7.16-1
AP7.17 SHIPMENT HOLD CODES .......................................................... AP7.17-1
AP7.18 SECURITY COOPERATION CUSTOMER CODES ..................... AP7.18-1
AP7.19 SECURITY ASSISTANCE PROGRAM TYPE OF ASSISTANCE
AND FINANCING CODES ........................................................... AP7.19-1
AP7.20 SUBSISTENCE TYPE OF PACK CODES ................................... AP7.20-1
AP7.21 DISPOSAL AUTHORITY CODES ................................................ AP7.21-1
AP7.22 COOPERATIVE LOGISTICS PROGRAM SUPPORT
CATEGORY CODES ................................................................... AP7.22-1
AP7.23 PRECIOUS METALS INDICATOR CODES ................................. AP7.23-1
AP7.24 AUTOMATED DATA PROCESSING IDENTIFICATION CODES AP7.24-1
AP7.25 CUSTOMER IDENTIFICATION ................................................... AP7.25-1
AP7.26 DELIVERY PRIORITY/SPECIAL PROCESSING CODES ............ AP7.26-1
AP7.27 PRODUCT QUALITY DEFICIENCY REPORT (PQDR)
RELEVANT DATA ELEMENTS .................................................... AP7.27-1
AP7.27.1 GENERAL ................................................................................... AP7.27-1
AP7.27.2 PRODUCT QUALITY DEFICIENCY REPORT
(PQDR) REBUTTAL/ CONTROVERT CODE ............................... AP7.27-3
AP7.27.3 PRODUCT QUALITY DEFICIENCY REPORT
(PQDR) CREDIT CODE ................................................................ AP7.27-5
AP7.27.4 PRODUCT QUALITY DEFICIENCY REPORT
(PQDR) EXHIBIT DISTRIBUTION STATUS CODE ...................... AP7.27-5
AP7.27.5 PRODUCT QUALITY DEFICIENCY REPORT
(PQDR) EXHIBIT CURRENT DISPOSITION CODE ..................... AP7.27-6
AP7.27.6 PRODUCT QUALITY DEFICIENCY REPORT
(PQDR) EXHIBIT CURRENT DISPOSITION CODE ..................... AP7.27-6
AP7.27.7 PRODUCT QUALITY DEFICIENCY REPORT
(PQDR) EXHIBIT CURRENT DISPOSITION CODE ..................... AP7.27-7

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AP7.28 SUPPLY DISCREPANCY REPORT RELEVANT DATA
ELEMENTS ................................................................................... AP7.28-1
AP7.28.1 GENERAL ................................................................................... AP7.28-1
AP7.28.2 SHIPPING AND PACKAGING DISCREPANCY CODES............ AP7.28-1
AP7.28.3 SUPPLY DISCREPANCY REPORT REQUESTED
ACTION CODES ........................................................................ AP7.28-10
AP7.28.4 DISCREPANCY STATUS OR DISPOSITION (REPLY)
CODES ....................................................................................... AP7.28-11
AP7.28.5 DISCREPANCY REPORT DOCUMENT TYPE CODES........... AP7.28-18
AP7.29 STOCK READINESS RELEVANT DATA ELEMENTS.................. AP7.29-1
AP7.29.1 GENERAL ................................................................................... AP7.29-1
AP7.29.2 IN-STORAGE DISCREPANCY CODES ..................................... AP7.29-1
AP7.29.3 SQCR REQUESTED ACTION CODES ...................................... AP7.29-5
AP7.29.4 DISCREPANCY STATUS OR DISPOSITION
(REPLY) CODES .......................................................................... AP7.29-6
AP7.29.5 DISCREPANCY REPORT DOCUMENT TYPE CODES............. AP7.29-9
AP7.30. HAZARDOUS WASTE/MATERIAL CODE.................................... AP7.30-1
AP7.31 MAPPING PRODUCT RELEVANT DATA ELEMENTS ................. AP7.31-1
AP7.32 REASON FOR REVERSAL CODE ................................................ AP7.32-1
AP7.33 DEMAND PLANNING STATUS CODE………………………………AP7.33-1

AP8. APPENDIX 8. MILSTRIP LEGACY FORMATS INDEX .................... AP8-1

AP8.1 FORMATS (INTRODUCTION) ....................................................... AP8.1-1
AP8.2 REQUISITION ................................................................................ AP8.2-1
AP8.3 SECURITY ASSISTANCE PROGRAM REQUISITION .................. AP8.3-1
AP8.4 NON-NATIONAL STOCK NUMBER REQUISITION
(MECHANICAL) ............................................................................. AP8.4-1
AP8.5 REQUISITION FOLLOW-UP ........................................................... AP8.5-1
AP8.6 DISPOSAL SHIPMENT CONFIRMATION FOLLOW-UP ............... AP8.6-1
AP8.7 REQUISITION CANCELLATION .................................................... AP8.7-1
AP8.8 SOURCE OF SUPPLY CANCELLATION REQUEST OR
REPLY TO SOURCE OF SUPPLY CANCELLATION REQUEST
(ISSUES FROM STOCK) ............................................................... AP8.8-1
AP8.9 SOURCE OF SUPPLY CANCELLATION (DIRECT DELIVERY
FROM PROCUREMENT) .............................................................. AP8.9-1

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AP8.10 SUPPLY STATUS ........................................................................ AP8.10-1
AP8.11 DIRECT DELIVERY NOTICE ....................................................... AP8.11-1
AP8.12 MATERIEL RELEASE ORDER/FOLLOW-UP FOR MATERIEL
RELEASE ORDER/LATERAL REDISTRIBUTION ORDER ......... AP8.12-1
AP8.13 DISPOSAL RELEASE ORDER, FOLLOW-UP, OR
CANCELLATION .......................................................................... AP8.13-1
AP8.14 MATERIEL RELEASE CONFIRMATION ..................................... AP8.14-1
AP8.15 FORCE CLOSED MATERIEL RELEASE CONFIRMATION ........ AP8.15-1
AP8.16 DISPOSAL RELEASE ORDER CONFIRMATION OR
SUPPLY STATUS ....................................................................... AP8.16-1
AP8.17 MATERIEL RELEASE DENIAL (WAREHOUSE REFUSAL) ........ AP8.17-1
AP8.18 DISPOSAL RELEASE ORDER DENIAL ....................................... AP8.18-1
AP8.19 SHIPMENT STATUS .................................................................... AP8.19-1
AP8.20 PSEUDO SHIPMENT STATUS FOR UNCONFIRMED
MATERIEL RELEASE ORDERS ................................................. AP8.20-1
AP8.21 DISPOSAL SHIPMENT CONFIRMATION ................................... AP8.21-1
AP8.22 DOCUMENT MODIFIER (INVENTORY CONTROL POINT
TO PROCUREMENT) .................................................................. AP8.22-1
AP8.23 PASSING ORDER ....................................................................... AP8.23-1
AP8.24 REFERRAL ORDER/LATERAL REDISTRIBUTION ORDER
FOR RETAIL ASSETS ................................................................. AP8.24-1
AP8.25 REDISTRIBUTION ORDER ......................................................... AP8.25-1
AP8.26 SOURCE OF SUPPLY MATERIEL OBLIGATION VALIDATION
REQUEST .................................................................................... AP8.26-1
AP8.27 MATERIEL OBLIGATION VALIDATION REQUEST CONTROL
DOCUMENT ................................................................................ AP8.27-1
AP8.28 RECEIPT CONFIRMATION FOR MATERIEL OBLIGATION
VALIDATION REQUEST .............................................................. AP8.28-1
AP8.29 MATERIEL OBLIGATION VALIDATION RESPONSE ................. AP8.29-1
AP8.30 FOREIGN MILITARY SALES NOTICE OF AVAILABILITY
KEY DOCUMENT ........................................................................ AP8.30-1
AP8.31 FOREIGN MILITARY SALES NOTICE OF AVAILABILITY
DETAIL DOCUMENT ................................................................... AP8.31-1
AP8.32 FOREIGN MILITARY SALES NOTICE OF AVAILABILITY
REPLY DOCUMENT .................................................................... AP8.32-1

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AP8.33 CUSTOMER ASSET REPORT (MATERIEL RETURNS
PROGRAM) ................................................................................ AP8.33-1
AP8.34 REPLY TO CUSTOMER ASSET REPORT (MATERIEL
RETURNS PROGRAM) ............................................................... AP8.34-1
AP8.35 DEFENSE AUTOMATIC ADDRESSING SYSTEM CUSTOMER
ASSET REPORT STATUS (MATERIEL RETURNS PROGRAM) AP8.35-1
AP8.36 DISPOSITION INSTRUCTIONS DELAY STATUS
(MATERIEL RETURNS PROGRAM) ........................................... AP8.36-1
AP8.37 FOLLOW-UP FOR INVENTORY CONTROL POINT/
INTEGRATED MATERIEL MANAGER REPLY TO
CUSTOMER ASSET REPORT (MATERIEL RETURNS
PROGRAM) ................................................................................. AP8.37-1
AP8.38 CANCELLATION OF CUSTOMER ASSET REPORT
(MATERIEL RETURNS PROGRAM) .......................................... AP8.38-1
AP8.39 SHIPMENT STATUS (MATERIEL RETURNS PROGRAM) ......... AP8.39-1
AP8.40 AUTOMATIC RETURN NOTIFICATION
(MATERIEL RETURNS PROGRAM) ........................................... AP8.40-1
AP8.41 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER FOLLOW-UP (MATERIEL RETURNS PROGRAM) .. AP8.41-1
AP8.42 INVENTORY CONTROL POINT/INTEGRATED MATERIEL
MANAGER MATERIEL RECEIPT STATUS
(MATERIEL RETURNS PROGRAM) .......................................... AP8.42-1
AP8.43 FOLLOW-UP FOR INVENTORY CONTROL POINT/INTEGRATED
MATERIEL MANAGER MATERIEL RECEIPT STATUS
(MATERIEL RETURNS PROGRAM) ........................................... AP8.43-1
AP8.44 FOLLOW-UP FOR MATERIEL RETURNS PROGRAM CREDIT . AP8.44-1
AP8.45 REPLY TO FOLLOW-UP FOR MATERIEL RETURNS
PROGRAM CREDIT .................................................................... AP8.45-1
AP8.46 REQUEST FOR SHIPMENT TRACING ON REGISTERED,
INSURED, AND CERTIFIED PARCEL POST .............................. AP8.46-1
AP8.47 SUPPLY STATUS (MATERIEL RETURNS PROGRAM) ............. AP8.47-1
AP8.48 MATERIEL RELEASE DOCUMENT DD FORM 1348-1A
OR DD FORM 1348-2 .................................................................. AP8.48-1
AP8.49 TRANSFERS TO DLA DISPOSITION SERVICES FIELD
OFFICE ON DD FORM 1348-1A OR DD FORM 1348-2 ............. AP8.49-1
AP8.50 RETURN OF DISCREPANT FOREIGN MILITARY SALES
MATERIEL ................................................................................... AP8.50-1
AP8.51 MATERIEL OBLIGATION VALIDATION
REINSTATEMENT REQUEST .................................................... AP8.51-1

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AP8.52 INVENTORY CONTROL POINT GOVERNMENT-
FURNISHED MATERIEL VALIDATION REQUEST ..................... AP8.52-1
AP8.53 MANAGEMENT CONTROL ACTIVITY GOVERNMENT-
FURNISHED MATERIEL VALIDATION RESPONSE .................. AP8.53-1
AP8.54 DEFENSE AUTOMATIC ADDRESSING SYSTEM MATERIEL
OBLIGATION VALIDATION RESPONSE TRANSACTION .......... AP8.54-1
AP8.55 NOTIFICATION OF CUSTOMER NONRESPONSE TO
MATERIEL OBLIGATION VALIDATION REQUEST .................... AP8.55-1
AP8.56 WEBSDR CONTRACTOR NONCOMPLIANCE DATA EXTRACT AP8.56-1

AP9. APPENDIX 9. GENERATOR COMMUNICATIONS INTERFACE

STANDARD 5.0.0 ............................................................................. AP9-1
AP9.1 GENERAL .......................................................................................... AP9-1
AP9.2 PROCEDURE .................................................................................... AP9-1
AP9.3. FILE FORMAT FOR GENERATOR COMMUNICATIONS
(VERSION 5.0.0-04/17/08)................................................................. AP9-2
AP9.4 RECORDS FORMATS FORGENERATOR COMMUNICATIONS
(VERSION 5.0.0 – 04/17/08) .............................................................. AP9-4

AP10. APPENDIX 10. RESERVED .......................................................... AP10-1

AP11. APPENDIX 11. CORRELATION OF MILSTRAP LEGACY DIC

FUNCTIONALITY TO DLMS IMPLEMENTATION
CONVENTION CODING .................................................................. AP11-1

AP12. APPENDIX 12. MRA REPORT BUSINESS RULES ....................... AP12-1

TABLES
Table Title
C2.T1 DLMS 830R MILSTRAP EQUIVALENT DOCUMENTS/CODES ......... C2-2
C4.T1 DERIVATION OF PRIORITY DESIGNATORS
(RELATING F/AD TO UND) ................................................................. C4-5
C4.T2 DEPOT WORK AREA IDENTIFICATION........................................... C4-49
C4.T3 DODAAC AUTHORITY CODES......................................................... C4-56
C4.T4 REQUISITION PROCESSING AND RELATED ACTIONS ................ C4-59
C5.T1 NON-MILSTRIP SHIPMENT STATUS MESSAGE .............................. C5-8

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C5.T2 SHIPMENT DECISION MATRIX ........................................................ C5-12
C5.T3 DISTRIBUTION DEPOTS AND CO-LOCATED MATERIEL
PROCESSING CENTERS ................................................................. C5-19
C6.T1 GENERAL SUPPLIES RECORD ACCURACY GOALS
STRATIFICATION SUB-POPULATIONS AND ASSOCIATED
GOALS AND TOLERANCE LEVELS ................................................. C6-13
C6.T2 LOCATION RECONCILIATION PREPARATION SCHEDULE
WHEN NO OTHER SCHEDULE AGREEMENT EXISTS................... C6-28
C6.T3 MINIMUM RESEARCH REQUIREMENTS FOR POTENTIAL
OR ACTUAL PHYSICAL INVENTORY ADJUSTMENTS ................... C6-42
C7.T1 DLSS DIC/DLMS QUANTITY OR STATUS ADJUSTMENT
REASON CODE CORRELATION ........................................................ C7-2
C8.T1 MATERIEL OBLIGATION VALIDATION CYCLIC VALIDATIONS
SCHEDULE ......................................................................................... C8-3
C8.T2 CYCLIC SCHEDULE FOR MOV IN SUPPORT OF GRANT AID ......... C8-7
C8.T3 PROGRAM ORIGINATOR CODES ..................................................... C8-9
C10.T1 MATERIEL RECEIPT ACKNOWLEDGMENT SUBMISSION
TIME LIMITS ...................................................................................... C10-7
C10.T2 MATERIEL RECEIPT ACKNOWLEDGE FOLLOW-UP TIME LIMITS
FOR ICPS/DLA DISPOSITION SERVICES ..................................... C10-11
C11.T1 PRE-POSITIONED MATERIEL RECEIPT DUE-IN
ESTIMATED DELIVERY DATE FOR SUPPLY DISCREPANCY
REPORTS ........................................................................................ C11-23
C11.T2 PRE-POSITIONED MATERIEL RECEIPT ESTIMATED
DELIVERY DATE DAYS FOR PRODUCT QUALITY
DEFICIENCY REPORTS ................................................................. C11-25
C11.T3 DUE-IN ESTIMATED DELIVERY DATE FOR
TRANSPORTATION DISCREPANCY REPORT.............................. C11-27
C11.T4 PRE-POSITIONED MATERIEL RECEIPT ESTIMATED
DELIVERY DATE TIME STANDARD FOR RETROGRADE
RETURNS ........................................................................................ C11-28
C14.T1 PRODUCT TRANSFER TYPE CODES ............................................. C14-1
C16.T1 HM/HW DTID REJECT ADVICE CODES, REASON FOR REJECT, AND
DEFINITIONS................................................................................... C16-23
C16.T2 DOT-TO-X12 UNIT OF ISSUE CONVERSION FOR THE DLMS 841W
......................................................................................................... C16-28
C16.T3 HWPS REJECT ADVICE CODES, REASON FOR REJECT, AND
DEFINITIONS................................................................................... C16-30

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C16.T4 TURN-IN PROCESSING DATA REQUIREMENTS ......................... C16-34
C17.T1 SDR DECISION MATRIX: DISCREPANT IUID DATA (IUID
INDICATOR) .................................................................................... C17-24
C17.T2 SPECIAL CHARACTERS ................................................................ C17-57
C18.T1 FORMAT TO REPORT SMALL ARMS AND LIGHT WEAPONS
WITHOUT A NATIONAL STOCK NUMBER/SERIAL NUMBER ........ C18-3
C19.T1 DOD SA/LW SERIALIZATION PROGRAM UIT TRANSACTIONS .... C19-7
C19.T2 NAVY DEPOT LEVEL REPARABLE PROGRAM UIT
TRANSACTIONS ............................................................................... C19-7
C19.T3 POSITIVE INVENTORY CONTROL FOR NWRM UIT
TRANSACTIONS ............................................................................... C19-8
C19.T4 IUID TRANSACTION REQUIREMENTS ............................................ C19-9
C19.T5 UNIQUE ITEM TRACKING DESIGNATOR CODES ........................ C19-12
C26.T1 MCA VALIDATION PROCESS FOR GFM TRANSACTIONS ............ C26-7
C29.T1. DISTRIBUTION OF DD FORM 1348-1A (OR DD FORM 1348-2), ISSUE
RELEASE/RECEIPT DOCUMENT, AND CONTINUATION PAGE TO ALL
CONSIGNEES OTHER THAN DLA DISPOSITION SERVICES AND
SECURITY ASSISTANCE ................................................................. C29-4
C29.T2. DISTRIBUTION OF DD FORM 1348-1A (OR DD FORM 1348-2), ISSUE
RELEASE/RECEIPT DOCUMENT AND CONTINUATION PAGE FOR
SHIPMENTS TO DLA DISPOSITION SERVICES FIELD OFFICE .... C29-5
AP2.T1 QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES
FIELD OFFICE REPORT ................................................................... AP2-1
AP7.27.T1 PQDR STATUS CODES........................................................... AP7.27-2
AP7.27.T2 PQDR REBUTTAL/CONTROVERT REASON CODES ............ AP7.27-4
AP7.27.T3 PQDR CREDIT CODES ........................................................... AP7.27-5
AP7.27.T4 PQDR EXHIBIT DISTRIBUTION STATUS CODES ................. AP7.27-6
AP7.27.T5 PQDR EXHIBIT EXHIBIT CURRENT DISPOSITION
CODES ......................................................................................... AP7.27-6
AP7.27.T6 PQDR EXHIBIT DELIVERY REQUIREMENT CODES ............. AP7.27-7
AP7.27.T7 OPERATING TIME CODES ..................................................... AP7.27-7

FIGURES
Figure Title

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C29.F1. INSTRUCTIONS FOR COMPLETION OF DD FORM 1348-1A (OR DD
FORM 1348-2), USED FOR RETURNS TO STOCK TRANSFERS
(EXCLUDING TRANSFERS TO DLA DISPOSITION SERVICES FIELD
OFFICES) .......................................................................................... C29-7

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C1. CHAPTER 1
INTRODUCTION
C1.1. GENERAL

C1.1.1. Purpose. This volume provides Department of Defense (DoD) standard

procedures and electronic data interchange (EDI) conventions to effect supply actions
using American National Standards Institute (ANSI) Accredited Standards Committee
(ASC) X12 transactions with the Defense Logistics Management Standards (DLMS).

C1.1.1.1. This volume contains some of the legacy 80 record position

transaction procedures associated with the respective DLMS transaction to
ensure the functionality of the Military Standard Requisition and Issue
Procedures (MILSTRIP) and Military Standard Transaction Reporting and
Accountability Procedures (MILSTRAP). This is included where necessary to
operate in a mixed legacy 80 record position and the upgraded DLMS
environment. Upon full DLMS implementation, any specific legacy procedures
wording will be removed.

C1.1.2. Defense Logistics Management Standards Volume Access. Use of this

volume requires simultaneous access to DLMS Manual Volume 1 administrative items
such as the lists of acronyms and abbreviations, terms and definitions, and references;
instructions for acquiring access to the DLMS standards data base; specific guidance
that applies to all DLMS Implementation Conventions (IC); DLMS to Defense
Logistics Standard System (DLSS) cross-references and DoD/ASC X12 Conversion
Guides and both functional and technical information that is relatively stable and
applies to the DLMS as a whole.

C1.2. POLICY. The DoD policy governing the procedures in this volume are:

C1.2.1. DoD Instruction 4140.01. ”Supply Chain Materiel Management

Policy”, December 14, 2011

C1.2.2. DoD 4140.1-R, “DoD Supply Chain Materiel Management

Regulation”, May 3, 2003

C1.3. APPLICABILITY. This volume applies to the Office of the Secretary of Defense,
the Military Departments, the Joint Staff, the Combatant Commands, and Defense
Agencies. The manual applies, by agreement, to external organizations conducting
logistics business operations with DoD including (a) non-Government organizations,
both commercial and nonprofit; (b) Federal agencies of the U.S. Government other than
DoD; (c) foreign national governments; and (d) international government organizations.

C1.4. SUPPLY PROCESS REVIEW COMMITTEE. The Supply Process Review

Committee (PRC) is the forum through which the DoD Components and other

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participating organizations may participate in the development, expansion,
improvement, maintenance, and administration of supply requirements for the DLMS.
The Supply PRC chairperson, in coordination with the DoD Component Supply PRC
representatives, is responsible for the contents of this volume of the DLMS.
Representatives to the Supply PRC are identified on the Enterprise Business
Standards Office (EBSO) Website. See DLMS Volume 1, Chapter 1 for a discussion
of DLMS PRC functions and responsibilities.

C1.5. SUPPLY DISCREPANCY REPORTING PRC. The Supply Discrepancy

Reporting (SDR) PRC provides a joint Service/Agency forum to develop, expand,
improve, maintain, and administer supply discrepancy reporting policy and
procedures. The SDR PRC chairperson, in coordination with the DoD Component
SDR PRC representatives, is responsible for the SDR related contents of this
volume of the DLMS. The EBSO Website identifies the Representatives to the
SDR PRC.

C1.6 JOINT PHYSICAL INVENTORY WORKING GROUP. The Joint Physical

Inventory Working Group (JPIWG) recommends guidance and develops program
enhancements for the physical inventory control of DoD supply system materiel. The
JPIWG chairperson coordinates with DoD Component representatives for general
supplies and ammunition to maintain the physical inventory control procedures
contained in Chapter 6 of this volume. Representatives to the JPIWG are identified on
the EBSO Website.

C1.7. NONCOMPLIANCE. If reasonable attempts to obtain compliance with prescribed

procedures or resolution of DLMS supply or SDR-related problems are unsatisfactory,
the activity having the problem may request assistance from their respective EBSO
PRC representative. For noncompliance issues that impact the JSA/LWCG as well as
the JPIWG, refer concerns to the Service/Agency representative on the aforementioned
committees. The request should include information and copies of all correspondence
pertinent to the problem; including the transaction set number, the document number
and the date of the transaction involved. The appropriate representative should take
the necessary actions to resolve the issue or problem. The actions may include
requesting assistance from the Supply PRC chairperson.

C1.8. TRANSACTION REVERSAL. Processing activities may reverse select functional

area transactions. See the following DLMS Volume 2 chapters for specific details
on reversals:

• Chapter 6 for quality control requirements and for additional controls

required when reversing physical inventory adjustments,

• See Chapter 9 for additional controls required when reversing logistics

transfer/decapitalization transactions,

• Chapter 12 for additional controls required when reversing prepositioned

materiel receipt transactions,

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• Chapter 13 for additional controls required when reversing receipt
transactions, and

• Chapter 14 for additional controls required when reversing issue

transactions.

C1.9 TRANSACTION REJECTION. DLMS Volume 1, Chapter 4 prescribes the

procedures for the use of the DLMS 824R Reject Advice Transaction to exchange
information about functional errors not covered by DLMS status or other type of supply
transaction, including MILSTRIP and MILSTRAP functional areas. The Reject Advice
Transaction reports the unique document number, and/or other pertinent information to
identify the rejected transaction, and codes identifying one or more specific error
conditions. Where specific reject advice codes are not established to identify the error
condition causing the transaction to fail, Defense Automated Addressing System
(DAAS) may use the Reject Advice Transaction to provide narrative message rejection
of the erroneous DLMS transaction. A combination of reject advice codes and clarifying
narrative may be used to facilitate interpretation of the error condition.

C1.10. MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES

C1.10.1. Definition. “A broad base of logistics transactions and procedures

designed to meet DoD requirements to establish standard data elements, codes,
forms, transaction formats (both legacy 80 record position and DLMS) and
procedures to requisition, release/issue, and dispose of materiel and prepare
related documents. It prescribes uniform procedures and time standards for the
interchange of logistics information relating to requisitioning, supply advice,
supply status, cancellation, materiel release/issue, lateral redistribution, materiel
return processes, materiel obligation validation, contractor access to government
sources of supply, and selected security assistance processes. The provisions
apply to the Office of the Secretary of Defense, the Military Departments, the Joint
Staff, the Combatant Commands, and Defense Agencies. It also applies, by
agreement, to external organizations conducting logistics business operations
with DoD including (a) non-Government organizations, both commercial and
nonprofit; (b) Agencies of the U.S. Government other than DoD; (c) foreign
national governments; and (d) international government organizations.”

C1.10.2. Purpose. Prescribes uniform procedures, data elements and

codes, formats, forms, and time standards for the interchange of logistics
information relating to requisitioning, supply advice, supply status, materiel
issue/receipt, lateral redistribution, and materiel return processes. The
procedures govern the interchange of information for all materiel commodities
(unless specifically exempted by the Under Secretary of Defense for Acquisition
and Sustainment) (USD(A&S)) between supported activities and supply
control/distribution systems of the Department of Defense (DoD) and other
participating Component activities. Consideration of the requirements of other
functional areas (exclusive of specific codes and procedures) related to
requisition and issue processing are included to provide procedural clarity and/or

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to depict procedural interfaces with other standard DoD systems. The specific
codes and procedures within these related functional areas (such as: priority
designation, stock control, box marking, shipment planning, shipment
documentation, communication processing, and contractor shipments) are
prescribed in the applicable regulatory documents of the standard system.

C1.10.3. Applicability. MILSTRIP procedures are mandatory for use by:

C1.10.3.1. All Component requisitioners authorized to request

supply support from any Component distribution system and from GSA.

C1.10.3.2. All contractors authorized under Component contracts

to requisition government furnished materiel (GFM) from the Component.

C1.10.3.3. The Component sources of supply and storage activities

furnishing supply support to authorized requisitioners, including foreign country
requisitioners participating in foreign military sales (FMS), Cooperative Logistics
Supply Support Arrangement (CLSSA), and Grant Aid (hereafter referred to
collectively as “Security Assistance” or “SA”).

C1.10.4. Exclusions. These procedures are not applicable to the

following:

C1.10.4.1. Bulk petroleum.

C1.10.4.2. Inter-Departmental and intra-Departmental purchasing

operations.

C1.10.4.3. Forms and publications. (However, requirements placed

on GSA and Navy for these items will be submitted in the prescribed MILSTRIP
requisition format.) Forms and publications assigned national stock numbers
(NSNs) may be requisitioned using these procedures.

C1.10.4.4. Communications security (COMSEC) equipment,

COMSEC aids (keying materiel), and all items including classified Components,
individual elements and repair that are classified and designated crypto or are
normally handled through crypto channels.

C1.11. MILITARY STANDARD TRANSACTION REPORTING AND

ACCOUNTABILITY PROCEDURES. A broad base of logistics transactions and
procedures designed to meet DoD requirements to establish standard codes,
formats (both DLMS and legacy 80 record position), and procedures for inventory
accountability and reporting processes. MILSTRAP prescribes uniform
procedures for recording inventory management data passed between elements
of a single Service or Agency distribution system or between the various
distribution systems of the Department of Defense. The procedures govern the
interchange of logistics information, and related financial management
information, for materiel in the supply control/distribution systems of the

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Department of Defense and participating external organizations, unless
specifically exempted by the Under Secretary of Defense for Acquisition and
Sustainment (USD(A&S). The financial management aspects of MILSTRAP
pertain only to financial data produced as a by-product of receipt, issue, and
inventory adjustment processing.

C1.11.1. MILSTRAP Purpose

C1.11.1.1. The forms, formats, and codes prescribed herein were

developed on the basis of the DoD Components' requirement for standard
transaction reporting and accountability procedures for item accountability and
financial inventory of DoD materiel. The prescribed codes are mandatory for
inter- and intra-DoD Component use when data are interchanged among
distribution system elements.

C1.11.1.2. The requirements of other logistics functional areas

(exclusive of the specific codes and procedures) related to MILSTRAP) have been
considered and are included to provide procedural clarity and/or to describe
procedural interfaces with other DoD logistics standard systems. Certain
techniques for deriving financial billing data in the legacy 80 record position
transactions are provided within the purview of this manual. Financial billing
procedures are prescribed in appropriate DoD publications.

C1.11.2. MILSTRAP Exclusions

C1.11.2.1. Excluded are supply transactions below the inventory control

point (ICP) and storage activity level in the distribution system (i.e., transactions
at post, camp, station, base (or equivalent) level or between post, camp, station,
base (or equivalent) and using organizations), unless a DoD Component
establishes an internal requirement for use at this level.

C1.11.2.2. As provided in Chapter 10, materiel receipt acknowledgment

is required below the wholesale level and is not excluded.

C11.11.2.3. As provided in Chapter 22, asset status reporting is

required below the wholesale level and is also not excluded.

C1.11.2.4. Specific commodities excluded from MILSTRAP procedures

are identified in Chapter 6 under Exclusions:

C1.11.3. MILSTRAP Principles and Objectives

C1.11.3.1. MILSTRAP holds to the principle that the structure of the

system provides essential information to inventory control points (ICPs) for the
exercise of supply and financial management without encumbering the system
with details peculiar to differing types of materiel. A standard system of this
design imparts uniformity without limiting the ICP’s internal management options
for the items of supply it controls.

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C1.11.3.2. MILSTRAP establishes standard codes, forms, formats, and
procedures for the inventory accountability and reporting process, which is
mandatory for use by Components. These procedures are designed to provide:

C1.11.3.2.1. A standardized coding structure for inventory

transactions and related management actions that conveys the information
required for effective inventory management.

C1.11.3.2.2. Uniformity in the interchange of inventory

accountability information within and between the DoD Components.

C1.11.3.2.3. An integrated system of item accountability which

permits the accumulation of financial data for financial reporting as an adjunct of
updating the inventory record.

C1.11.3.3. MILSTRAP is not designed to accommodate every

transaction relevant to an inventory control system nor does it embody all data
elements integral to existing systems. Rather, MILSTRAP isolates and
concentrates on transactions that are fundamental to any inventory control
system and on related data elements which are interchanged between
distribution systems or elements of systems with sufficient frequency to justify
standardization and universal recognition.

C1.11.3.4. The design of MILSTRAP recognizes that supply policy may

obviate use of a prescribed code or may demand system oriented codes.
Accordingly, the procedure allows selectivity in the application of codes and
permits intra-Component assignment of certain supplemental codes within the
basic coding structure. Codes established under this option will not duplicate or
circumvent the intent of codes utilized in the basic uniform system nor must use
of these codes exceed the confines of applicable distribution system(s).

C1.11.3.5. Legacy 80 Record Position Multiuse Fields. This paragraph

applies only to users that have not implemented the use of DLMS transactions.

C1.11.3.5.1. Needs for internal Component data are met by allowing

multiuse data in certain record positions and fields in the legacy 80 record
position transactions and as defined in the legacy 80 record position format
appendices. The need for Multiuse fields only pertains to the legacy 80 record
position transactions. Internal Component data is accommodated as necessary
in the respective DLMS transactions as defined in the respective Implementation
Convention(s).

C1.11.3.5.2. Where legacy transactions are still being used,

Multiuse record positions will be blank in inter-Component supply transactions,
unless otherwise stated in this manual. However, internal data may be entered in
these fields in intra-Component supply transactions. Each Component will define
internal data and incorporate the data into the appropriate DLMS transaction(s)

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using the DLMS change process. Such data is meaningful only within the
Component’s system(s).

C1.11.3.5.3. Legacy record positions and fields labeled blank must

be left blank. Components will not define internal entries in these fields or record
positions; they are reserved for future assignment by the Department of Defense.

C1.11.4. Inventory Segmentation Codes

C1.11.4.1. Information regarding an item’s stock balance will be

obtained by dividing the inventory of an item into meaningful categories having
distinctive characteristics. This process is called inventory segmentation. The
inventory control system (designed to account for items of supply controlled,
managed, or stocked in the distribution system) is based on the concept of
inventory segmentation by ownership/purpose, supply condition, and location.
The coding information indicates who owns the assets (ownership), for what
purpose the materiel is held within an ownership (purpose), the condition of the
materiel in terms of serviceability and readiness for issue (supply condition), and
where the materiel is physically stored (location). These basic data elements are
required for inventory management, requisition processing, and distribution
management. This information is also required for preparing financial and supply
status reports required for management and decision making.

C1.11.4.2. The range of inventory segmentation codes is designed to

accommodate the distribution system as a whole. The full range of codes may
not apply to the materiel managed by any one ICP, but use of codes that do apply
is mandatory. Codes provided but not required by an ICP will not be used for
another purpose.

C1.11.4.2.1. Ownership/Purpose Codes

C1.11.4.2.1.1. Ownership codes segment and identify, on the

inventory control record maintained by other than the owner, the Military Service
or other activity having title to the assets. This is shown by a numeric code
assignment (Appendix AP2.3). Purpose codes segment and identify, on the
inventory control record maintained by the owner, the purpose or reservation for
which the materiel is held. This is shown by an alphabetic code assignment
prescribed by the individual Component (Appendix AP2.4).

C1.11.4.2.1.2. To preclude unwarranted sophistication in

accountability, identification, and reporting of assets, ownership and purpose
codes—although separate and distinct elements of data—will be entered in the
inventory control record as a single data element. Accordingly, when one
Component is accountable for assets owned by another, the entire balance is
maintained by the accountable activity under the numeric code assigned to the
owning Component. Further breakout by purpose (alphabetic code) is neither
prescribed nor intended.

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C1.11.4.2.1.3. In summary, any numeric entry reflects ownership
by another activity and the numeric itself identifies the owner. Conversely, any
alphabetic entry reflects ownership by the activity maintaining the inventory
control record and the alphabetic code itself identifies the purpose for which the
materiel is reserved.

C1.11.4.2.2. Supply Condition Codes. Supply Condition Codes

(SCCs) are part of the Federal Condition Code (Legacy MILSTRAP Appendix
AP2.5). SCCs segment and identify, on the inventory control record, the physical
state of the materiel or actions underway to change the status of the materiel.

C1.11.4.2.3. Location Codes

C1.11.4.2.3.1. Location codes segment and identify on the

inventory control record, the activity where materiel is physically stored or
located.

C1.11.4.2.3.2. The three-digit routing identifier code (RIC)

structure established by MILSTRIP provides a standard system for identifying
activities within established supply distribution systems, including those that
store materiel. To make use of this existing structure, location codes used to
identify activities storing materiel correspond to the RICs established by
MILSTRIP.

C1.11.4.2.3.3. Location codes need not be entered on the

inventory control record in their RIC configuration. If an alternate means is used
to identify the physical storage site for record purposes, the storage record code
must be directly relatable to the RIC of the storage activity entered on input and
output documentation.

C1.11.5. Inventory Transaction Coding

C1.11.5.1. An inventory transaction is a full description of a supply

action furnished to or developed by an ICP for use in the management of items
under its control, from both a financial and supply point of view. In turn, properly
aggregated inventory transactions form the essential information required by an
ICP for review and for reporting the results of its management effort to higher
authority.

C1.11.5.2. Legacy document identifier codes (DIC), Standard DICs

in the A_ series identify MILSTRIP inventory transactions related to the
requisitioning and issuing. Standard DICs in the D_ series identify inventory
transactions pertinent to the inventory accountability and reporting process. The
D_ series DICs are listed in Appendix AP2.1. In the migration to DLMS, the DICs
were retained as data in the DLMS transactions as an identifier of the discrete
transaction purpose (e.g., the type of inventory adjustment or the type of receipt).

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C2. CHAPTER 2
SPECIAL PROGRAM REQUIREMENTS AND DEMAND
DATA EXCHANGE PROJECTED SUPPLY PLAN
C2.1. GENERAL

C2.1.1. Purpose. This chapter provides procedures for Special Program

Requirements (SPR) and for Demand Data Exchange (DDE) Projected Supply Plan.

C2.1.2. Transactions. This chapter addresses the procedures applicable to the

SPR and DDE functions using DLMS 830R and DLMS 830D respectively. Other
Defense Logistics Management Sytem (DLMS) formats such as extensible markup
language (XML) are also available. See the Defense Logistics Management Standards
Program Office Website for available formats on the DLMS IC page.

C2.1.2.1. The DDE Projected Supply Plan function uses DLMS 830D
(version 4030) identified by Accredited Standards Committee (ASC) X12 beginning
segment (1/BFR12/0200) Planning Schedule Type Code AA–Customized Ordering
Forecast. The DDE function is further broken down in 1/LN01/0100 to identify a DDE
Projected Supply Plan submission (LN01 Code H) and a DDE Projected Supply Plan
cancellation (LN01 Code C) for a given national item identification number (NIIN). This
transaction is a DLMS enhancement and has no corresponding DLSS MILSTRAP
legacy transaction.

C2.1.2.2. The SPR function uses DLMS 830R (version 4010) identified by
ASC X12 beginning segment (1/BFR12/020) Planning Schedule Type Code XA–
Requirement Forecast. SPR functions are further broken down in 2/LIN01/10 to identify
SPR Request, SPR Security Assistance Request, SPR Cancellation, SPR Modification,
SPR Acceptance or Rejection of Substitute Item, and SPR Inquiry. The corresponding
MILSTRAP legacy 80 record position transaction functionality is identified for
information purposes in a mixed DLSS/DLMS environment. DLMS 830R provides
functionality of MILSTRAP legacy Document Identifier Codes (DIC) DYA, DYB, DYC,
DYD, DYG, DYH, DYJ, DYL, and DYM. Table C2.T1. provides the specific 2/LIN01/10
correlation to the legacy DICs.

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Table C2.T1. DLMS 830R MILSTRAP Equivalent Documents/Codes
Legacy MILSTRAP Title 830R DLMS Title Required BFR
DIC LIN01 Action Code
Code
DYA SPR Request A SPR Request
DYB SPR Request A SPR Request OT, indicates
(Exception Data) exception data is
provided
DYC SPR Cancellation C SPR Cancellation
DYD SPR Modifier D SPR Modification
DYG SPR Substitute Item F SPR Substitute Item
Acceptance Acceptance
DYH SPR Substitute Item G SPR Substitute Item
Rejection Rejection
DYJ SPR Follow-up E SPR Follow-up
DYL SPR Request B SPR Security Assistance
(Cooperative Logistics Request
Supply Support
Arrangement
(CLSSA))
DYM SPR Request B SPR Security Assistance OT, indicates
(Exception Data for Request exception data is
CLSSA) provided

C2.1.2.3. SPR Status transaction is DLMS 870L identified by ASC X12

beginning segment (1/BSR01/020) Status Report Code 9–Response to a Requirement
Forecast. This transaction provides MILSTRAP legacy DIC DYK functionality.

C2.1.2.4. Status Notification is DLMS 870L identified by beginning segment

(1/BSR01/020) Status Report Code 3–Unsolicited Report. This transaction provides
MILSTRAP legacy DIC DZ9 functionality.

C2.2. SPECIAL PROGRAM REQUIREMENTS. This section provides requirement

forecasting procedures for items required to support nonrepetitive special programs or
projects that cannot be forecast by the inventory control point (ICP) based on demand
data, and which have the greatest probability of materializing and resulting in the
eventual submission of requisitions. GSA does not participate in the SPR process.

C2.2.1. Forecasting activities may submit SPR requests for requirements meeting
one or more of the following criteria:

C2.2.1.1. One-time training exercises or maneuvers.

C2.2.1.2. Repair or rebuild programs that are either nonrecurring or are

seldom or irregularly programmed.

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C2.2.1.3. New constructions (e.g., ships, buildings).

C2.2.1.4. One-time alterations, modifications, or conversion programs.

C.2.2.1.5. Initial issue of existing items (e.g., outfittings, activations, and

changes in authorized allowances).

C2.2.1.6. Initial requirements for special operational projects.

C2.2.1.7. Initial testing.

C2.2.1.8. Government-furnished property.

C2.2.1.9. Infrequently planned support operations such as Arctic and

Antarctic resupply missions.

C2.2.1.10. Special nonrepetitive situations required to support authorized

Security Assistance Program requirements (e.g., initial pipeline stockage requirements
in support of approved CLSSA).

C2.2.2. Excluded Requirements. The following types of requirements are

excluded from identification as SPRs:

C2.2.2.1. Provisioning, recurring type.

C.2.2.2.2. War Materiel Requirements.

C.2.2.2.3. Requirements for which the DoD Component has a recurring

demand.

C2.2.2.4. Subsistence, all categories.

C2.2.3. SPR Submission and Routing

C2.2.3.1. Submission Timeframe. The time window for submission of SPRs

is between 90 calendar days and five years prior to the support date (the first day of the
month for which it is anticipated that materiel will be requisitioned for the program).
When procurement is necessary, delivery for an early support date may not be possible
since the procurement lead time for most items will be greater than 90 calendar days.
Therefore, forecasting activities should submit SPRs to ICPs as far in advance of the
support date as practical.

C2.2.3.2. Forecasting. Forecasting activities shall prepare an SPR Request

Transaction to transmit SPR data to the ICP. When the requirement for an item is such
that materiel will be required in phases (e.g., 100 each per month; 100 per quarter), the
forecasting activity shall stratify the forecast quantity by the support date as allowed by
the DLMS Transaction.

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C2.2.4. DAAS Processing. DAAS shall pass or route SPR inquiries as follows:
Upon receipt of the DLMS 830R SPR transactions, DAAS shall edit the national stock
number (NSN) of the incoming transaction to determine whether 1) the NIIN can be
identified, 2) the Federal supply class (FSC) is compatible with the NIIN, and 3) the
transaction is directed to the correct source of supply. DAAS shall pass the transaction,
reject the transaction, or effect necessary changes to process the transaction and provide
appropriate status notification or reject transactions to the submitter as follows:

C2.2.4.1. If the NIIN is valid (including NIINs coded obsolete/inactive) but the
FSC and NIIN are not compatible, DAAS shall correct the FSC and provide a DLMS 870L
Status Notification Transaction to the submitter. DAAS shall prepare the notification
whenever the FSC is corrected in the incoming transaction. Show the correct FSC and
Status Code BG in the Status Notification Transaction.

C2.2.4.2. If the NIIN is valid (including NIINs coded obsolete/inactive), screen

the source of supply file Service record (or Integrated Materiel Manager (IMM) record
when the Service record source is either another DoD Component activity or matches the
input transaction “From” organization) and process as follows: 1

C2.2.4.2.1. Correct Source of Supply. If the transaction is directed to

the correct non-GSA source of supply, DAAS shall pass the transaction to that activity.

C2.2.4.2.2. Incorrect Source of Supply–Reroute. If the inquiry is

directed to an incorrect source of supply, and the correct source of supply is not GSA,
DAAS shall reroute the transaction to the correct source of supply and transmit a Status
Notification to the submitter citing Status Code BM. DAAS shall identify the correct
source of supply in the notification transaction.

C2.2.4.2.3. GSA Directed Transactions. If the inquiry is directed to a

correct GSA source of supply or to an incorrect source of supply, but GSA is the correct
source of supply, DAAS shall reject the transaction to the submitter with DLMS 824R,
Reject Advice citing Reject Advice Code AX.

C2.2.4.3. If the NIIN cannot be identified, DAAS shall reject the transaction to
the submitter citing Reject Advice Code AD.

C2.2.5. Reject Advice Transaction Recipients. Activities in receipt of DLMS 824R

Reject Advice transactions shall take appropriate action as indicated by the reject
advice code. In addition, recipients of Reject Advice Code AB shall advise their
designated DoD Component cataloging data contact point of a DAAS source of supply
file discrepancy.

C2.2.6. Status Notification Transaction Recipients. Activities in receipt of Status

Notification Transactions shall notify other activities requiring knowledge of the change

1
Source of supply for obsolete/inactive items will be taken from the source of supply file when possible;
otherwise, the source of supply will be the activity identified as the “To” activity in the incoming
transaction.

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and ensure that all future SPR transactions show the change identified by the status
code in the notification.

C2.2.6.1. Recipients of Status Code BG shall update internal SPR records to

show the correct FSC identified in the notification. The recipient shall review the NSN
(FSC and NIIN) to ensure the SPR being processed is for the desired item. If the NSN
is not the desired item, the SPR originator shall submit an SPR Cancellation to the
source of supply.

C2.2.6.2. Recipients of Status Code BM shall update their records to show

the correct source of supply.

C2.2.7. IMM Processing of SPR Requests

C2.2.7.1. Source of Supply Risk. The IMM measures the size of the
requirement being forecasted to determine its acceptability in terms of the risk of long
supply being generated. This measurement requires consideration of the size of the
forecasted quantity in relation to the normal demand estimated for the item being
forecasted, the value (cost) of this quantity, the supply status of the item being forecasted,
funding capability of the IMM, accuracy of past forecasts, and the degree of assurance
that requisitions will follow.

C2.2.7.2. SPR Status Transaction. The IMM shall determine action to be

taken on the SPR and within 15 calendar days after receipt of the request shall provide
appropriate status using SPR Status Transaction. SPR status transactions shall advise
the forecasting activity of acceptance, rejection (other than for correction and
resubmission), or other action required on the SPR. When an IMM receives an SPR
Request Transaction that cannot be processed due to erroneous or missing data, the
IMM shall reject the request using DLMS 824R for correction and resubmission.

C2.2.8. Inquiry on SPR Requests. When the forecasting activity has not received
an SPR Status Transaction or a DLMS 824R within 21 calendar days from the SPR
request submission date, the forecasting activity may submit an SPR Inquiry Transaction
to the ICP.

C2.2.9. ICP Action on SPR Follow ups

C2.2.9.1. No Record of Receipt. When there is no record of receipt of the

original SPR request, the IMM shall process the SPR Inquiry Transaction as an original
SPR request.

C2.2.9.2. Replies to SPRRequests. IMMs shall prepare replies to SPR

inquiries, as specified in paragraph C2.2.7.

C2.2.10. Modification of SPR Requests. The forecasting activity shall send an SPR
Modification Transaction to submit changes for a previously submitted SPR request to
replace data in the original request. Submit SPR modifiers only to change the quantity,
the project code, the coast designator, the support date, the ship-to address, and/or the

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initiator of the SPR requirement. If the originator of the SPR modifier differs from the
originator of the original SPR, maintain a record of the revised originator.

C2.2.11. Response to SPR Modification. The ICP shall prepare replies to SPR
modifiers, as specified in paragraph C2.2.7.

C2.2.12. Cancellation of SPR Requests. The forecasting Activity may submit an

SPR Cancellation Transaction for a previously submitted SPR request. Cancellations
must be for the total quantity applicable to the SPR.

C2.2.13. Response to SPR Cancellations. The ICP shall reply to SPR Cancellation
Transactions with an SPR Status Transaction citing SPR Status Code PD indicating that
the cancellation was accepted.

C2.2.14. Acceptance/Rejection of Substitute Item. Forecasting activities in receipt

of SPR responses offering a substitute item shall transmit an SPR Acceptance or
Rejection of Substitute Item Transaction to indicate acceptance or rejection of substitute
materiel.

C2.2.15. Response to Substitute Item Rejection. The IMM shall initiate action on
the item originally requested. The IMM must prepare status responses as specified in
paragraph C2.2.7.

C2.2.16. Retention of SPR Requests. The ICP will retain SPR requests until:

C2.2.16.1. The support date of those requirements for which SPR Status Code
PA was furnished or until a requisition is received that can be identified to all or a portion
of a particular SPR quantity.

C2.2.16.2. One procurement lead time/assembly time away from the support
date when procurement/assembly is required in support of those requirements for which
SPR Status Code PB was furnished.

C2.2.16.3. Assembly time prior to support date when extra time is required for
assembly in support of those requirements for which SPR Status Code PC was furnished.

C2.2.16.4. SPR requests should be retained in accordance with DoDI 5015.02,

DoD Records Management Program.

C2.2.17. Follow-on Status. The IMM shall provide revised SPR Status Transactions
when the situation changes (e.g., change in procurement lead time, procurement is
required for materiel originally anticipated to be available from stock). Generally, these
situation changes are unusual in nature, are not programmed, and require off-line
processing. IMMs must provide the status as specified in paragraph C2.2.7.

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C2.2.18. Preparation of SPR Requisitions

C2.2.18.1. Response Timeframe. When an SPR Status Transaction citing

SPR Status Code PA is received, requisitions citing Demand Code P should be submitted
for the SPR-related requirements in time to allow for delivery within the appropriate
Uniform Materiel Movement and Issue Priority System (UMMIPS) time standard.
Demand Code P indicates to the ICP that the requisition is for materiel previously
forecasted as an SPR. This enables the ICP to control and apply the appropriate logic for
the demand generated by the requisition.

C2.2.18.2. Establishing Audit Trail. Requisitions submitted as a result of an

SPR shall include the document number from the original SPR to establish an audit trail
between the SPR and the subsequent requisitions. This audit trail provides a means to
determine whether follow-on requisitions are submitted for requirements forecasted
through SPRs.

C2.2.18.3. Item Deletion. When an SPR Status Transaction is received citing

SPR Status Code PR, the SPR is being deleted and the item is a procurement lead
time/assembly time away from the support date. If the requirement is still valid, the
requiring activity must immediately submit a DLMS 511R, Requisition citing Demand
Code O.

C2.2.19. Logistics Reassignments

C2.2.19.1. Logistics Loss. When an item is involved in a logistics loss to an

IMM of another DoD Component, the losing inventory manager (LIM) shall send an SPR
Status Transaction to the forecasting activity containing SPR Status Code PV. This
status indicates that the item has been involved in a logistics reassignment and a new
SPR Request Transaction must be submitted to the gaining inventory manager (GIM).

C2.2.19.2. Logistics Loss within Same DoD Component. When the logistics
loss is to an IMM within the same DoD Component, the LIM shall forward the record of
the SPR Request Transaction to the GIM. No status need be furnished the forecasting
Activity.

C2.3. DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN. This section

provides procedures for the exchange of DDE projected supply plan data between DoD
Customers. The two components of this business process are the transmission of
customer requirements via DDE and DLA/customer collaboration. DLA, in collaboration
with participating Components, will document the business rules for submitting
and processing DDE, GDP, and ASP via a Joint Collaboration Agreement or
Memorandum of Agreement. This agreement must be in place prior to the initial
submission of DDE. DLA will use the DDE/collaboration process to improve the accuracy
of demand planning to support customer requirements.

C2.3.1. DDE supply planning activities may submit to DLA their projected supply
plan/collaboration data for future requirements expected to be obtained from DLA using
the DLMS 830D, DDE Projected Supply Plan Transaction. Separate projected supply

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plans into monthly periods based on the projected requirement date materiel is
expected for a planned maintenance schedule. Use of the formal collaboration
process is restricted to Class IX materiel. Condition guidelinesfor collaborative
forecasting include, but not limited to:

C2.3.1.1. Requirements for which the DOD Component has a recurring

demand.

C2.3.1.2. Subsistence, all categories.

C2.3.1.3. One-time training exercises or maneuvers.

C2.3.1.4. Repair or rebuild programs which are either nonrecurring or which

are seldom or irregularly programmed.

C2.3.1.5. Acquisition of new programs (e.g., Weapon System, Component

Equipment).

C2.3.1.6. One-time alterations, modifications, or conversion programs.

C2.3.1.7. Initial issue of existing items (e.g., outfittings, activations, and

changes in authorized allowances).

C2.3.1.8. Initial requirements for special operational projects.

C2.3.1.9. Requirements for initial testing.

C2.3.1.10. Requirements for infrequently planned support operations such as

Arctic and Antarctic resupply missions.

C2.3.1.11. Zero or reduced requirements, which are different from past

customer demand history patterns.

C2.3.2. DDE, GDP, ASP Projected Supply Submission and Routing

C2.3.2.1. Submission Timeframe. Submit DDE forecasting transactions

each month during the period of the 22nd through the 28th day of each month.

C2.3.2.2. DDE Projected Supply Plan. Participating DoD Components will

prepare DLMS 830D DDE projected supply plan for each item Demand Forecast Unit
(e.g., NIIN, Ship to DoD activity address code (DoDAAC), and requisitioner (Sold To)
DoDAAC) for which the customer wishes to collaborate with DLA. Each transaction set
must include the projected supply plan period beginning date and the projected supply
plan period ending date. The projected supply plan period span can be as short as 12
months or as long as 60 months; however, DLA recommends that DDE projected supply
plans be provided for 60 months in the plan period. Months with no plan data must
include zero quantity projections.

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C2.3.2.3. Intra-Component optional fields. Components may use optional
fields available in DLMS 830D and 870L to carry intra-Service information as
necessary. Optional information received in a DLMS 830D must be perpetuated in
the response back to the originator using DLMS 870L.

C2.3.2.4. DAAS Processing. The originator calculates forecasted

requirements and transmits a DLMS 830D DDE Projected Supply Plan transaction
with the appropriate RIC-TO by NIIN via DAAS. When the originator is unable to
identify the RIC-TO, use the DAAS routing identifier code (RIC) SGA. DAAS will
receive and validate the transaction. If the 830D data fail DAAS edit during
evaluation, DAAS will reply to the originator with an 824R Reject Advice
transaction. Once notified, the originator will correct and resubmit the transaction.

C2.3.2.5. Validation of NIIN. After successful submission, DAAS will

evaluate the NIIN (830D 2/LIN02-03/0100 code ZZ) in the transaction with RIC-TO
SGA and use FLIS data to determine and populate the appropriate source of
supply. DAAS will route all transactions with LSN (alpha characters in the NIIN
field) to RIC-TO SMS. If DAAS is unable to validate the NIIN, DAAS will reject the
transaction and report to the originator with appropriate reject advice code
(MILSTRAP Appendix 2.8 Reject Advice Codes) via DLMS 824R Reject. After the
evaluation is complete, DAAS will create a DLMS 830D transaction by source of
supply based on the original transaction and route it to the applicable source of
supply RIC. DAAS will transmit an image of each DLMS 830D for which RIC SMS
was not the source of supply to DLA RIC-TO SMS in order to maintain full visibility
of the initial forecasted request.

C2.3.2.6. Source of Supply Response. Upon successful transmission of

the forecasted requirement, the source of supply will submit a response back to
the originator via DLMS 870L Demand and Supply Planning Status/Notification
transaction. The source of supply can either accept or reject any DDE, GDP, or
ASP forecasted requirement using one of the status codes under

C2.3.2.7. Forecasting Request without a response. Prior to submitting a

forecasting request, originators must ensure the recipient source of supply has a
service agreement in place as DAAS is unable to identify which recipients are
participants. Consequently, forecasting requirements without positive
confirmation from the source of supply will be process as rejects. The originator
may conduct offline communications with the source of supply in order to obtain
positive confirmation and achieve resolution.

C2.3.3. Processing of DDE Data. DLA will compare the collaboration customer’s
projected supply plan to the projected customer supply plan calculated by the Planning
and Collaboration Subsystem or the previous collaborative projected supply plan if the
NIIN is a recurring Demand Forecast Unit.

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C2.3.3.1. Collaborative items (which may or may not exceed system tolerance
parameters) shall be available for collaboration interaction with the customer and DLA via
the Planning and Collaboration Subsystem.

C2.3.3.2. Items previously identified for inclusion in DDE that are not in the
current DDE submission shall remain flagged as Collaborate with the most recent DDE
projected supply plan quantities received from the customer. If the customer would like to
remove an item from the DDE effort, the customer shall submitt a DLMS 830D, DDE
Cancellation Transaction for the NIIN and the item will be removed from the
DDE/Collaboration effort.

C2.3.3.3. The setting of system tolerance parameters used in this review

requires consideration of the following: size of the DDE projected supply plan quantity in
relation to the Planning and Collaboration Subsystem forecasted demand for the item;
value (cost) of the projected supply plan quantity; accuracy of customer’s past DDE
projected supply plans; and degree of assurance that requisitions will follow.

C2.3.4. Collaboration Interaction. All Collaborative items (which may or may not
exceed system tolerance parameters) will be available for monthly collaboration
interaction with the customer and DLA. The point of contact for the customer will be
alerted, via e-mail by the Collaboration lead at the DLA Field Activity (DLA Aviation,
Richmond, VA, DLA Land and Maritime, Columbus, OH, DLA Troop Support,
Philadelphia, PA, by the seventh business day of every month, to notify the customer of
the open and close dates of the monthly collaboration window. The customer will have
until the fourth Thursday of the month to complete the review (specific open and close
dates will be cited in the e-mail). The DLA demand planner will then have until the fourth
Friday of the month (also know as “Demand Month End”) to complete the review and
publish the demand plan for inclusion in the projected supply plan.

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C3. CHAPTER 3
WAR MATERIEL REQUIREMENTS AND SIMULATED
MOBILIZATION EXERCISES
C3.1. GENERAL

C3.1.1. Purpose. This chapter prescribes procedures for War Materiel

Requirements (WMR) and simulated mobilization exercise.

C3.1.2. Transactions. This chapter address the procedures applicable to the

WMR function using the DLMS 830W, WMR Transaction. The WMR function is
identified by the DLMS 830W American National Standards Institute (ANSI) Accredited
Standards Committee (ASC) X12 beginning segment (1/BFR12/020) Planning Schedule
Type Code XF–War Reserve Forecast. Other DLMS formats, such as Extensible
Markup Language (XML), are also available. The DLMS formats are available on the
Defense Logistics Management Standards Program Website on the DLMS IC page.
The Defense Logistics Standard System (DLSS) Military Standard Transaction
Reporting and Accountability Procedures (MILSTRAP) legacy 80 record position
counterpart is provided for information purposes in a mixed DLSS/DLMS environment.
The DLMS WMR Transaction provides the functionality of MILSTRAP legacy Document
Identifier Codes (DIC) DMA, DMB, DMC, DMD, and DME. The 2/LQ01/190 WMR Code
corresponds to to the legacy DICs.1

C3.1.2.1. DIC DMS, Recurring U.S. Other WMR Data = LQ01 qualifier
‘LZ’ WMR Code 7–Recurring U.S. Balance War Reserves.

C3.1.2.2. DIC DMB, Nonrecurring U.S. Other WMR Data = LQ01

qualifier ‘LZ’ WMR Code 8–Nonrecurring U.S. Balance War Reserves.

C3.1.2.3. DIC DMC, Nonrecurring Allies Other WMR Data = LQ01

qualifier ‘LZ’ WMR Code 9–Nonrecurring Allies. Balance War Reserves.

C3.1.2.4. DIC DMD, WMR Forecasted Return Data = LQ01 qualifier ‘LZ’
WMR Code 4–WMR Forecasted Reparable Return.

C3.1.2.5. DIC DME, WMR Visibility Data = LQ01 qualifier ‘LZ’ WMR
Code 10–Pre-Positioned War Reserve. Wholesale, Protected and Nonprotected.

1
Refer to legacy DLM 4000.25, DLMS Volume 2, Appendix 3.28 DM_ War Materiel Requirements Data
format.

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C3.2. WAR MATERIEL REQUIREMENTS

C3.2.1. DoD Policy. DoD Instruction 3110.06, “War Reserve Materiel Policy,”
June 23, 2008, contains DoD policy for management and development of WMR.

C3.2.2. WMR procedures provide for:

C3.2.1.1. DoD Component submission of WMR data to the integrated

materiel managers (IMMs) of the Military Departments, DLA, and GSA.

C3.2.1.2. IMM edit and validation of WMR Transaction data and

rejection of incomplete or invalid input.

C3.2.1.3. Providing output from the losing inventory manager (LIM) to

the gaining iventory manager (GIM) upon logistics reassignment of an item.

C3.2.3. This chapter also provides guidelines which affect simulated mobilization
exercises.

C3.2.4. DoD Component Input. The DoD Components shall send WMR data to
reach IMMs by 15 February of each year and shall submit corrections and/or changes
as required. Do not submit zero quantity requirements.

C3.2.5. IMM Responsibility. The IMM shall control each DoD Component's input
WMR Transactions by national stock number (NSN), edit the WMR Transactions, and
validate the edited transactions for data adequacy and accuracy. The IMM shall
consider validated requirements in the annual computation of the Balance War Reserve,
and in any recomputation of these requirements upon receipt of corrected or revised
input. When a WMR Transaction contains an invalid NSN, unit of issue, quantity, or
date, process a DLMS 824R, Reject Advice. However, when the transaction is invalid
for any other reason, manually reject the entire submission to the submitting DoD
Component. Include all rejects on a listing showing an image of the input transaction
and a code identifying the reason for the reject. Mail the listing together with a letter
explaining the reject code and action(s) required of the submitter.

C3.2.6. Logistically Reassigned Items. When items are logistically reassigned, the
LIM shall send the GIM a listing of WMR data with a supporting WMR Transaction, as
prescribed in the Chapter 9 of this manual.

C3.3. SIMULATED MOBILIZATION EXERCISES

C3.3.1. When establishing plans that require simulated mobilization exercises,

identify the associated transactions as simulated mobilization exercise transactions as
provided in the applicable DLMS transaction. Do not process simulated mobilization
transactions in the supply distribution system(s) as action documents that affect
accountable/unit records. The DoD Component activities responsible for initiating these
exercises must use extreme caution to ensure explicit procedures and complete
coordination with all participants.

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C3.3.2. C15.3.2. Military Standard Requisitioning and Issue Procedures
(MILSTRIP), prescribe Project Codes in the 3E series that are reserved for use in
simulated mobilization exercises.

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C4. CHAPTER 4
REQUISITIONING
C4.1. GENERAL.

C4.1.1. This chapter prescribes procedures for the preparation and submission of
requisitions with specific requisitioning requirements involving Not Mission Capable
Supply (NMCS), Anticipated NMCS (ANMCS), Pre-Positioned War Reserve Materiel
Stock (PWRMS), conventional ammunition, subsistence, and GSA non-mailable items.
This chapter also provides procedures for requisition cancellations, modifications, and
inquiries.

C4.1.2. In addition, this chapter prescribes the source of supply and storage
activity processing procedures of the aforementioned transactions including the
preparation and processing of the materiel release, materiel release advice, and DAAS
edits associated with requisition processing.

C4.1.3. Specific requisition requirements involving Government Furnished Materiel

and Contractor Furnished Materiel are identified in DLM 4000.25 Volume 2, Chapter 26.

C4.1.4. There are additional processing procedures over and above those
contained in this chapter that must be applied for serially managed materiel requiring
owner visibility at DLA Distribution Centers. The identity of the materiel and the additive
procedures are in Chapter 30.1

C4.1.5. Transactions. This chapter address procedures applicable

submitting and processing requisition-related transactions. The Enterprise
Business Standards Office (EBSO) Website provides DLMS electronic data
interchange (EDI) transaction formats on the DLMS Implementation Convention
(IC) page. The IC page also includes the corresponding MILSTRIP transaction
formats by document identifier code (DIC). The corresponding MILSTRIP legacy
80 record position transaction functionality is identified for information purposes
in a mixed DLSS/DLMS environment.

C4.1.5.1. Requisition Transaction is DLMS 511R with Transaction Type

Code A0 – Requisition. This transaction provides the functionality of MILSTRIP
legacy DIC A0_.

C4.1.5.2. Requisition Modification Transaction is DLMS 511M with

Transaction Type Code AM – Requisition Modification. This transaction provides
the functionality of MILSTRIP legacy DIC AM_.

1
Refer to ADC 1244.

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C4.1.5.3. Requisition Inquiry Transaction is DLMS 869A with
Transaction Type Code AF – Requisition Follow-Up. This transaction provides
the functionality of MILSTRIP legacy DIC AF_.

C4.1.5.4. Requisition Supply Assistance Request Transaction is DLMS

869A with Transaction Type Code AR – Supply Assistance. There is no
equivalent MILSTRIP legacy DIC.

C4.1.5.5. Passing Order Transaction is DLMS 511R with Transaction

Type Code BM – Requisition Passing Order. This transaction provides the
functionality of MILSTRIP legacy DIC A3_.

C4.1.5.6. Referral Order Transaction is DLMS 511R with Transaction

Type Code BN – Requisition Referral Order. This transaction provides the
functionality of MILSTRIP legacy DIC A4_.

C4.1.5.7. Materiel Release Order Transaction is DLMS 940R with

Transaction Type Code NA – Material Release Order. This transaction provides
the functionality of MILSTRIP legacy DICs A5_ with the exception of A5J, AMJ; or
A4_ (except with Distribution Code 2 or 3).

C4.1.5.8. Materiel Release Confirmation Transaction is DLMS 945A with

Transaction Type Code NJ – Material Release Confirmation. This transaction
provides the functionality of MILSTRIP legacy DIC ARA, ARB, AR0, AUA, AUB,
and AU0).

C4.1.5.9. Materiel Release Advice Transaction is DLMS 945A with

Transaction Type Code NL – Material Release Advice. This transaction provides
the functionality of MILSTRIP legacy DIC AE6.

C4.1.5.10. Materiel Release Denial Transaction is DLMS 945A with

Transaction Type Code NK – Material Release Denial. This transaction provides
the functionality of MILSTRIP legacy DIC A6_, except A6J.

C4.1.5.11. Materiel Cancellation Advice is DLMS 945A, with Transaction

Type Code NR – Material Release Cancellation Advice. This transaction provides
the functionality of MILSTRIP legacy DIC AG6.

C4.2. PREPARATION OF REQUISITIONS. Requisitioning organizations must use the

DLMS 511R, Requisition, to submit requisitions for all materiel requirements.
Conformance with standard line of accounting (SLOA)/accounting classification requires
any initiation of a financial business event to include SLOA mandated standard financial
information system (SFIS) elements. 2 DLMS requisition transactions support inclusion
of SLOA required elements. Pending full implementation of SLOA, Transaction
Services will facilitate interoperability by updating selected SLOA data fields based upon

2
Refer to ADC 1043/1043A.

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the requisitioners Service/Agency and Fund Code. If discrete values for the SLOA data
elements in the transaction do not match data elements from the SFIS Fund Code to
Fund Account Conversion Table for the Fund Code in the transaction, reject with the
DLMS 870S Supply Status citing Status Code CF. If invalid/missing fund code for
Signal Code A, B, C, J, K, or L, reject with the DLMS 870S/DIC AE9 Supply Status
citing Status Code CF. Requisitions must be edited by the ordering application prior to
acceptance of the order for further processing. Image and post-post transactions will
not be rejected by the source of supply or DAAS. 3

C4.2.1. Document Number. The document number uniquely identifies each

requisition within the supply system as follows:

C4.2.1.1. Identification Code. This consists of the first six positions of the
document number and is a six-position constructed code for identification purposes.
Use the applicable DoD activity address code (DoDAAC) (AAC for Federal Civil
Agencies).

C4.2.1.2. Transaction Control Date. This is a four-position ordinal date (one

position year of century and three-position day of year) to identify the requisition
preparation date. It is located in the seventh through tenth positions of the document
number.

C4.2.1.3. Serial Number. This is the assigned four-position line item code for
each requisition within the transaction set. It is located in the eleventh through
fourteenth positions of the document number. Use the Utilization Code in the LQ
segment to identify the purpose of the requisition.

C4.2.2. Priority Designators and Required Delivery Dates

C4.2.2.1. Assignment of PD. The priority designator (PD) is based upon a

combination of factors that relate the relative importance of the requisitioners mission,
expressed by its Force or Activity Designator (F/AD) (a Roman numeral) and the
urgency of need of the end use expressed by the Urgency of Need Designator (UND).
The F/AD is assigned by the Secretary of Defense, the Chairman of the Joint Chiefs of
Staff, or a DoD Component authorized by the Chairman of the Joint Chiefs of Staff, to
assign F/ADs for their respective forces, activities, programs, or projects. The criteria
for assignment of an appropriate F/AD is in DoDM 4140.01. The requisitioning activity
determines the UND (an alphabetic character).

C4.2.2.2. Commanding Officer Responsibilities. Commanding officers of

requisitioning installations are responsible for the accurate assignment of PDs
consistent with the F/AD and UND, and the validity of required delivery dates (RDDs)
when assigned to requisitions. Commanding officers of ILCOs, receiving requisitions
from SA requisitioners, are responsible for review of assigned PDs and delivery dates.

3
Refer to ADC 1043E.

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Commanding officers must accomplish the following reviews prior to sending
requisitions to the source of supply:

C4.2.2.2.1. Commander Requirements Review. Commanders (or

acting commanders during absences) must personally review all requirements based on
UND A to certify an inability to perform the mission.

C4.2.2.2.2. Designation of Reviewers. Commanders must designate, in

writing, specific personnel who will personally review all requirements based on UND B
to certify that the urgency has been accurately determined.

C4.2.2.3. Accurate assignment of the PD is a key element in ensuring that

potentially scarce resources are appropriately allocated. To preclude abuse or misuse
of the PD, the Office of the Secretary of Defense has directed the Transaction Services
to validate use of the PDs 01, 04, and 11, which are associated with special programs
and top national priorities. Inappropriate assignments are identified for management
review or automatic downgrading based upon Service/Agency guidance. To pass
validation, requisitions reflecting PD 01, 04, or 11 must identify the DoDAAC of the
activity authorized use of F/AD I in the document number, ship-to, bill-to, or mark for
party.4

C4.2.2.4. Determining UND. Determine the appropriate UND as follows:

C4.2.2.4.1. UND A. Use UND A in requisitioning materiel that is:

C4.2.2.4.1.1. Required for immediate end-use and without which

the force or activity is unable to perform its assigned operational mission or without
which the force or activity will be unable to perform its assigned operational mission
within 15 calendar days (20 calendar days if the force or activity is located outside
continental United States (OCONUS)).5

C4.2.2.4.1.2. Required for immediate installation on, or repair of,

mission-essential materiel and without which the force or activity is unable to perform its
assigned operational mission.

C4.2.2.4.1.3. Required for immediate end-use for installation on, or

repair of, direct support equipment (such as ground support and firefighting) necessary
for the operation of mission-essential materiel.6

4
Refer to ADC 1009A. Automatic downgrade for PD 01 requisitions will not be authorized pending
implementation of the mark-for party as an alternate location for the authorized activity DoDAAC.
5
Materiel requirements of this nature affect the readiness of mission-essential materiel and actually result in a
report of casualty in accordance with equipment readiness information systems authorized by the Office of the
Secretary of Defense (OSD), the Chairman of the Joints Chief of Staff, or the DoD Component headquarters.
6
Ibid.

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C4.2.2.4.1.4. Required for immediate end-use in the replacement
or repair of mission-essential training materiel and without which the force or activity is
unable to perform its assigned training missions.

C4.2.2.4.1.5. Required for immediate end-use to effect the

replacement or repair of the essential physical facilities of an industrial or production
activity and without which that activity is unable to perform its assigned missions.

C4.2.2.4.1.6. Required for immediate end-use to eliminate an

existing work stoppage at an industrial or production activity that is engaged in
manufacturing, modifying, or maintaining mission-essential materiel.

C4.2.2.4.1.7. Required for immediate end-use to eliminate an

existing work stoppage on a production line that is performing repair and maintenance
of unserviceable items having a Military Mission Essentiality Code of 1 or 2.

C4.2.2.4.2. UND B. Use UND B in requisitioning materiel that is:

C4.2.2.4.2.1. Required for immediate end-use and without which

the capability of the force or activity to perform its assigned operational mission is
impaired.

C4.2.2.4.2.2. Required for immediate installation on, or repair of,

mission-essential materiel and without which the capability of the force or activity to
perform its assigned operational missions is impaired. 7

C4.2.2.4.2.3. Required for immediate end-use for installation on, or

repair of, auxiliary equipment. Auxiliary equipment is defined as equipment that
supplements mission-essential materiel or takes the place of such materiel should it
become inoperative.

C4.2.2.4.2.4. Required for immediate end-use in the replacement

or repair of mission-essential or auxiliary training equipment and without which the
capability of the force or activity to perform its assigned missions is impaired.

C4.2.2.4.2.5. Required for immediate end-use to effect

replacement or repair of the essential physical facilities of an industrial or production
activity and without which the capability of that activity to perform its assigned missions
is impaired.

C4.2.2.4.2.6. Required to preclude an anticipated work stoppage at

an industrial or production activity that is engaged in manufacturing, modifying, or
maintaining mission-essential materiel.

7
Materiel requirements of this nature directly affect the capability of the force or activity to perform its mission; it
can temporarily accomplish assigned missions and tasks but with effectiveness and efficiency below the DoD
Component Headquarters-determined level of acceptable readiness.

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C4.2.2.4.2.7. Required to preclude an anticipated work stoppage
on a production line performing repair and maintenance of unserviceable intensive
management or critical items.

C4.2.2.4.2.8. Required for the immediate replacement of the safety

level quantity of mission-essential items on allowance and load lists (such as,
prescribed load lists, spares kits, station sets, or coordinated shipboard allowance lists)
when the last item has already been issued.

C4.2.2.4.2.9. Required for immediate stock replenishment at

overseas forward area supply activities when a customer's mission-essential stock level
goes below the safety level and stock due in is not anticipated to arrive prior to stock on
hand reaching a zero balance. The quantity ordered should be the minimum amount
sufficient to ensure the maintenance of a positive stock balance until materiel that is due
in actually arrives.

C4.2.2.4.3. UND C. Use UND C in requisitioning materiel that is:

C4.2.2.4.3.1. Required for on-schedule repair, maintenance,

manufacture, or replacement of all equipment.

C4.2.2.4.3.2. Required for replenishment of stock to meet

authorized stockage objectives.

C4.2.2.4.3.3. Required for purposes not specifically covered by

any other UND.

C4.2.2.5. Deriving PDs. Refer to Table C4.T1 to derive the PD from the F/AD
and UND.

Table C4.T1. Derivation of Priority Designators (Relating F/AD to UND)

FORCE OR ACTIVITY URGENCY OF NEED DESIGNATOR
DESIGNATOR
A B C
I 01 04 11
II 02 05 12
III 03 06 13
IV 07 09 14
V 08 10 15

C4.2.2.6. Validation of F/AD Activities. By direction of the Office of the

Secretary of Defense, the Transaction Services will validate F/AD I usage through the
requisitioning process. Transaction Services will maintain an edit table consisting of
authorized F/AD I activities. To preserve accuracy and timely update, the Joint Chiefs
of Staff (JCS) will forward to Transaction Services and GSA all Office of Secretary of

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Defense (OSD) approved assignments of F/AD I immediately upon approval.
Telephonic or electronic communication, to include online update, with Transaction
Services and GSA is authorized for time-sensitive updates; however, formal
documentation will be forwarded to Transaction Services and GSA to support inclusion
of all F/AD I authorized activities. In order to maintain unclassified communication, the
JCS contact points are advised to identify authorized activities by DoDAAC only (no
clear-text activity names) and make no reference to the associated F/AD. F/AD I
requisitions (DLMS 511R or DLMS 511M, Modification, Transaction Type Codes A0,
BM, BN, AM) that do not identify an authorized activity in the document number, ship-to,
bill-to, or mark-for fields will be identified for investigation without interruption of normal
requisition processing. In addition, Transaction Services will assess the validity of
transactions that bypass the F/AD I validation process as a result of alternative
requisition submission, (e.g., Defense Supply Expert System (DESEX)) input, using the
requisition image transaction. Suspected abuse will be output to the Unauthorized
Priority Designator Assignment Report.

C4.2.2.6.1. The Unauthorized Priority Designator Report produced by

Transaction Services identifies suspected abuse of PD assignment. This report also
provides visibility of requisitions downgraded automatically by Transaction Services
during requisition processing based upon the DoD Component authorization. The
report is prepared monthly. Summary sections, Parts I, II, IV, and V, are also available
quarterly and annually. The report is in seven parts as follows:

C4.2.2.6.1.1. Part I – Service/Agency Summary of Requisitions

Submitted Through DAAS,

C4.2.2.6.1.2. Part II – DoDAAC Summary by Service/Agency of

Requisitions Submitted Through DAAS,

C4.2.2.6.1.3. Part III – Requisition Detail by DoDAAC of

Requisitions Submitted Through DAAS,

C4.2.2.6.1.4. Part IV – Service/Agency Summary of Requisitions

Not Submitted Through DAAS,

C4.2.2.6.1.5. Part V – DoDAAC Summary by Service/Agency of

Requisitions Not Submitted Through DAAS,

C4.2.2.6.1.6. Part VI – Requisition Detail by DoDAAC of

Requisitions Not Submitted Through DAAS,

C4.2.2.6.1.7. Part VII – Requisition Detail by DoDAAC for

Requisitions Downgraded to a Lower Priority by DAAS.

C4.2.2.6.2. RESERVED.

C4.2.2.6.3. GSA Requisitions. DLMS requisitions submitted directly to

GSA for GSA managed items will be reviewed for appropriate PD assignment prior to

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further processing. Any requisitions with PD 04 or PD 11 will be downgraded as
follows: if the PD is 01 (for USCG, USAF JM accounts and SA only) then DAAS will
change to PD 03; if PD 04, DAAS will change to PD 06; and if PD 11, DAAS will change
to PD 13. 8 PD 01 requisitions may be downgraded with the exception of Air Force
(Service Code F) requisitions. 9 GSA will notify the requisitioner of the downgrade by
generating a Supply Status Transaction with BK Status, and route to DAAS for
distribution to the correct recipient(s) depending on the Media/Status and Distribution
Codes in the transaction. The modified requisition will be forwarded within GSA for
processing based on the new PD. GSA will report downgrading action to DAAS via the
DLMS 511R (future enhancement) Transaction. Action will allow Transaction Services
to merge GSA priority abuse data into the Unauthorized Priority Designator Assignment
Report on a monthly basis.

C4.2.2.6.4. FedMall Requisitions. DAAS will apply automatic

downgrading to FedMall prepared requisitions unmatched to the Authorized DoDAAC
List with exception of Air Force PD 01 and MILSTRIP Order Entry Program (MOES) PD
01.

C4.2.2.6.5. Participating Service/Agency Points of Contact

Responsibilities. DoDM 4140.01, Appendix 9, requires the DoD Components to
designate a single office of primary responsibility to act as focal point for Uniform
Materiel Movement and Issue Priority System (UMMIPS) matters. To provide clear
visibility of such points of contact, the JCS, the Military Services, DLA (if needed), and
GSA, will provide contact information to the Defense Logistics Management Standards
Program Office for publication in the DLM 4000.25, Volume 2, Appendix 7.14. Contact
information will include office name/symbol and communications numbers. Primary and
alternate information should be included. The DoD Component responsibilities for
monitoring F/AD assignments and conducting annual reviews are prescribed in DoDM
4140.01.

C4.2.2.6.6. The Service/Agency F/AD Points Of Contact: Refer to the

Defense Logistics Management Standards Website for the list of contacts.

C4.2.2.7. Special Circumstance Precedence. In the following special

circumstances, use the stated PD, irrespective of F/AD, but do not use for the routine
replenishment of stocks to meet authorized stockage objectives:

8
Effective November 3, 2003, Transaction Services implemented logic change to allow requisitions with
DoDAAC N00421 in rp 30-35, Document Number Serial Numbers FQ and GQ (in rp 40-41) and PDs 04
and 11 to pass through Transaction Services processing without being downgraded. Requisitions with
DoDAAC N00421, document number serial numbers beginning with FQ and GQ for PDs 01, 04, and 11
will not be included in the monthly Priority Designator Reports.
9
Refer to ADC 279, Automated Downgrade for Priority Abuse and Reporting Procedures. The exception
for the Air Force is an interim waiver pending better methodology for identification of the F/AD 1
authorized activity in AF requisitions.

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C4.2.2.7.1. Emergency Medical/Disaster Supplies. Use PD 03 for
medical or disaster-relief supplies or related items of equipment that are required
immediately for:

C4.2.2.7.1.1. Prolonging life, relieving avoidable suffering, or

expediting recovery in case of injury, illness, or disease.

C4.2.2.7.1.2. Avoiding or reducing the impact of epidemics or

similar potential mass illnesses or diseases when in the opinion of medical
professionals the probability of epidemics or similar potential mass illnesses is
imminent.

C4.2.2.7.2. Emergency Civil Disturbance Equipment. Use PD 03 for

emergency supplies or items of equipment that are required immediately for controlling
a civil disturbance, civil disorder, or rioting.

C4.2.2.7.3. Individual Emergency Supplies Precedence. Use PD 06 for

emergency supplies of individual and organizational clothing required immediately to
provide a minimum of essential clothing to active duty military personnel who are
actually without their required clothing.

C4.2.2.8. Specific End-Use Requisitions. If local stocks are exhausted and

the local supply activity must requisition a specific immediate end-use requirement for a
supported activity with a higher F/AD, the supply activity may assign a PD,
commensurate with the F/AD of the supported unit, to the specific requirement. Do not
use this authority for the routine replenishment requirements of the supported unit.

C4.2.2.9. Commercial Contractor GFM Requisitions. Whenever a DoD

Component executes a contract that provides that a commercial contractor will
requisition GFM from the DoD distribution system, the DoD contracting officer will
advise the contractor of the PDs to use in such contractor-prepared requisitions. The
advice will be aware of the F/AD of the national priority program, force or activity for
which the contract is executed, and the potential urgencies of need.

C4.2.2.10. Issue Priority Groups. PDs are grouped into Issue Priority Groups
(IPGs) as follows:

C4.2.2.10.1. PDs 01, 02, and 03 form IPG I

C4.2.2.10.2. PDs 04, 05, 06, 07, and 08 form IPG II

C4.2.2.10.3. PDs 09, 10, 11, 12, 13, 14, and 15 form IPG III.

C4.2.2.11. Required Delivery Dates (RDD)

C4.2.2.11.1. Response Time Requirements. Requisitioning activities,

after determining the appropriate PD applicable to requisitions, will determine the
appropriate entry for the RDD data field. The combination of the PD and the

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designation or nondesignation of an RDD or other allowable entry10 will determine the
supply and transportation system response time requirements. The response times
(UMMIPS time standards) are displayed in DoDM 4140.01.

C4.2.2.11.2. Nonstandard Delivery Times. When an RDD shorter than

the UMMIPS time standards is assigned, the appropriate PD, consistent with the
activity's F/AD and UND, must be cited in the requisition.

C4.2.2.11.3. Customer Unspecified Delivery Date. If the customer does

not specify a delivery date, the customer should expect the total time from order
placement to delivery to be within the total order and ship time specified by the UMMIPS
time standards.

C4.2.2.11.4. Mandatory RDD Data Field Requirements. For

subsistence, the RDD is mandatory in all requisitions, with the assigned PD prescribing
the precedence of internal supply processing actions for requisitions showing identical
RDDs. To ensure delivery on the RDD, the Inventory Control Point (ICP)/storage
activity may bank the requisitions until the correct processing date; computed by
subtracting number of days needed for depot processing and transit time from the RDD.
Submit all requisitions using schedules established by the ICP.

C4.2.2.11.5. Collocated Stock. If the customer is collocated with the

storage activity issuing the materiel, or has, through local negotiations, obtained
collocated customer status and does not require the fastest possible service of the
supply and transportation system, the customer should cite Special Requirements Code
444 in the LQ segment and not indicate an RDD.

C4.2.2.12. Expedited Handling and Expedited Transportation. Requisitioners

may request expedited handling and transportation by citing Special Requirements
Code 777.

C4.2.3. Nonreimbursable Materiel. Use the no-charge indicator in non-excess

personal property requisitions to identify the requisitions for nonreimbursable materiel.
Use the utilization code in requisitions to the DLA Disposition Services for excess
personal property requisitions to denote free issue. See Chapter 16 for reutilization and
marketing requisitioning procedures.

C4.2.4. Requisitioning from DLA Disposition Services. See Chapter 16,

Disposition Services, for requisitioning procedures.

C4.2.5. Requisitioning Contractor Inventory From Plant Clearance Automated

Reutilization Screening System (PCARSS). Acquiring agencies may view excess
Government-furnished property (GFP), create requisitions, and see the status of current
requisitions using PCARSS eTools. Authorized users may search for inventory or

10
Non-date entries in the RDD field, (i.e., Codes E, F, N, R, 444, 555, 777, and 999), are referenced as
Special Requirement Codes under the DLMS.

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create alerts to be notified when desired items become available. The requisition
content does not conform to MILSTRIP procedures/formatting. Detailed information
about PCARSS requisitioning procedures is available on the DCMA Website.

C4.2.6. Exception Data. Requisitioners must limit repetitive exception data to aid
timely source of supply processing of requisitions to meet IPG processing times,
standard delivery dates (SDDs), or RDDs, particularly those that satisfy high priority
requirements. Use available requisitioning capabilities to ensure maximum utilization of
automated processes. Processing exception data requisitions is resource intensive,
prone to errors, and generally delays required support. The sources of supply will
disregard all unnecessary exception data (such as ship by commercial air, do not use
postal system, ship by fastest traceable means, or ship overnight delivery) and continue
processing. Sources of supply will process all requisitions under UMMIPS (see DoDM
4140.01). Within the UMMIPS time segment for transporting the materiel, it is the
shipper's prerogative to select the mode of shipment based on time, distance, item
characteristics, and economic factors. The repetitive use of the same exception ship-to
address is an uneconomical way of doing business for all concerned. A separate
DoDAAC assignment for this type of ship-to address should be made or the
Transportation Account Code (TAC) 2 address of the involved activity should be
changed and the resulting DoDAAC(s) used on applicable requisitions. Activities having
multiple locations should assign a separate DoDAAC to each receiving location. It is
incumbent upon the requisitioner to work with the applicable DoD Component focal
point to develop procedures to automatically process requisitions.

C4.2.7. Limitation on Use of Exception Data

C4.2.7.1. Applicability. Exception data will normally be limited to the

conditions listed below. Commanders must approve, or delegate in writing to specific
personnel the authority to approve, the submission of exception-data requisitions.

C4.2.7.2. Authorized Conditions. Authorized conditions for use of exception

ship-to addresses are listed below. Requisitions containing exception ship-to addresses
other than those listed will be rejected with Status Code D6. As of April 1, 2014, the
inclusion of a country code not valid with the current Geopolitical Entities, Names, and
Codes (GENC) Standard will result in a DAAS reject. For requisitions (DLMS 511R,
511M, 869F) and materiel release orders (DLMS 940R), DAAS will reject using the
DLMS 824R Reject Advice citing Reject Advice Code AU. 11

C4.2.7.2.1. Sales/donations/issues of materiel to qualifying Federal,

state, or civil organizations or individuals approved by the Service Secretaries.

C4.2.7.2.2. Issues of nuclear assets as directed by Defense Threat

Reduction Agency to Department of Energy contractors.

C4.2.7.2.3. Materiel in Supply Condition Code (SCC) L to contractors.

11
Refer to ADC 1075.

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C4.2.7.2.4. Issues required by national emergency or natural disasters.

C4.2.7.2.5. Shipments of ammunition requiring special controls.

C4.2.7.2.6. Shipments to contractors for special testing.

C4.2.7.2.7. Requisitions from deployed naval units with an R or V in the

first position of the document number; Utilization Code E, G, or W; PD 01, 02, or 03;
and Special Requirements Code 999.

C4.2.7.2.8 FedMall -generated requisitions using a Government

purchase card as the method of payment and the non-contractor ship-to location is not
identified by a DoDAAC. Requisitioners must use the DoDAAC applicable to the ship-to
locations when assigned. See paragraph C4.2.4. for additional guidance.

C4.2.7.3. Limitations. Exception data will normally be limited to the following:

C4.2.7.3.1. Non National Stock Number (NSN) lumber products

identified and ordered by description only or other commodities that require additional
descriptive information.

C4.2.7.3.2. Authorization/identification for items when such requirement

is imposed by the ICP, by the parent Component, or by the requisitioning activity.

C4.2.7.3.3. NSN requirements needing additional identifying

information; for example, requisitions initially rejected with Status Code CG or CJ.

C4.2.7.3.4. Requisitions for LEVEL 1/SUBSAFE and nuclear reactor

plant materiel.

C4.2.7.3.5. NSN items for chemicals for boiler water and feed water
analysis.

C4.2.7.3.6. Requisitions used to establish a registered user with the ICP

in a Primary Inventory Control Activity (PICA)/Secondary Inventory Control Activity
(SICA) situation.

C4.2.7.3.7. Requisitions for Marine Corps Pre-Positioned War Reserve

(PWR) or Pre-Positioning Ships Program.

C4.2.7.4. Automated submissions of requisitions containing exception ship-to

addresses may be authorized by agreement with the source of supply. Exception ship-
to addressing is only authorized where the ship-to location is not identified by a
DoDAAC. This exception cannot be applied to requisitioning for shipment to a
contractor. Automated submissions must include identification of the customer via a
system-generated customer identification code that cannot be overridden by the user as
described under Volume 2, Appendix 6.35, Customer Identification. DAAS will generate
the customer identification for automated submissions (e.g., via Defense Automatic

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Addressing System Automatic Message Exchange System (DAMES) of the DLA-
supported DIC YRZ requisition trailer for ship-to exception data.

C4.2.7.5. Exception Address Information in the Materiel Release

Confirmation. The shipping activity must include address line details in the MRC when
the full address details would not otherwise be available to the owner/program manager
transactionally. When the owner-generated MRO identifies a clear-text ship-to address
there is no requirement to perpetuate this address in the confirmation beyond the first
address line containing the organization name.

C4.2.8. Special Program Requirements. Requisitions resulting from special

program requirements (SPRs) must cite the associated SPR transaction number to
establish an audit trail between the draw-down requisition and the SPR against which
the requirement was established.

C4.2.9. Nonstandard Materiel. The requisitioner may cite an estimated unit price
to advise the source of supply of a reasonable expectation of the cost of the item. The
source of supply may contact the requisitioner, if in its estimation, the price incongruity
between estimated price and quoted price warrant further clarification relative to the
item being ordered. Requisitioners should use the last price paid as their estimate if
they have previously ordered the item or use the price of a similar item ordered if they
have not previously ordered the item.

C4.2.10. PREPARATION/PROCESSING OF REQUISITIONS SUBMITTED VIA

INTERNET ORDERING APPLICATIONS. Developers and users of internet ordering
applications which permit requisitions to be initiated outside the responsible
Component’s supply system, (e.g., direct customer input to FedMall, GSA
Advantage/GSA Global, etc.) will take precautions to ensure that only authorized
personnel place orders and all standard financial and logistics procedures are followed.

C4.2.10.1. DoD Components authorizing the use of ordering processes

external to the Component-sponsored supply system will:

C4.2.10.1.1. Establish internal controls to identify/approve authorized

users. This may be accomplished in coordination with the ordering application program
management or independently in the absence of a satisfactory registration program for
the internet ordering process.

C4.2.10.1.2. Notify users that they are required to manually establish an

obligation for requisitions dependent on Interfund payment procedures, prior
to/concurrent with placing orders via internet ordering applications, except where an
interface is established with the requisitioner’s Component application to validate funds
availability and establish an obligation.

C4.2.10.1.3. Ensure that appropriate procedures are established to

record the demand and establish a due-in/pre-positioned materiel receipt under DoD
MILSTRAP/DLMS based upon status provided by the supply source. Alternative

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manual Component procedures may be employed pending systemic interfaces to
support return of supply and shipment status by the supply source.

C4.2.10.1.4. Ensure materiel receipt acknowledgement under DoD

MILSTRAP/DLMS procedures via systemic interface or, where not available, instruct
users to provide receipt notification via FedMall (this includes non-FedMall originated
orders).

4.2.10.2. Supply sources authorizing the use of ordering processes external

to the customer’s Component-sponsored supply system shall:

C4.2.10.2.1. Coordinate with DoD Components to establish controls to

ensure users are identified and authorized. If a satisfactory registration program is not
available, users must be alerted to comply with Component-directed procedures.

C4.2.10.2.2. Support adherence to standard financial procedures via

systemic interface or manual procedures as follows:

C4.2.10.2.2.1. Establish an interface between the external ordering

application and the appropriate Component-sponsored application to validate funds
availability and establish the obligation, or

C4.2.10.2.2.2. Pending development of automated processing,

alert users to comply with Component-directed manual procedures.

C4.2.10.2.2.3. Procedures for real-time funds availability for on-line

applications are provided under DLMS Vol 4, Chapter 7. 12

C4.2.10.2.3. Use standard requisition formats under MILSTRIP/DLMS

where necessary to transmit the requisition from the external ordering application to the
source of supply for further processing.

C4.2.10.2.4. Provide order and shipment status information to the

customer and applicable status recipients in accordance with MILSTRIP/DLMS.

C4.2.10.2.5. Where feasible, internet ordering applications will integrate

use of a replicated DoDAAC table to perform validation of requisitions for authorized
ordering, bill-to, and ship-to activities according to the DoDAAC Authority Code. If the
DoDAAC fails the authority code edits in C4.10.10., the transaction will be rejected.

C4.2.11. Reserved

C4.2.12. Not-Mission-Capable Supply and Anticipated Not-Mission-Capable

Supply Requisitions

12
Refer to ADC 328

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C4.2.12.1. General

C4.2.12.1.1. Approval Authority. Commanders will approve, or delegate

in writing to specific personnel the authority to approve, all NMCS/ANMCS requisitions
and submit the requisitions by the most expeditious means. Commanders of the DoD
Component ILCOs will approve, or delegate in writing to specific personnel the authority
to approve, all FMS CLSSA requisitions applicable to NMCS or ANMCS conditions.

C4.2.12.1.2. Priority Requirements. Submit NMCS and ANMCS

requisitions only for the quantities of materiel needed to return the mission-essential
system or equipment to mission capable/operationally ready status or when items are
not available in ready-for-issue condition at the supporting post, camp, station, or
OCONUS theater. Use overnight or next day delivery service for NMCS and ANMCS
shipments whenever possible.

C4.2.12.2. Not-Mission-Capable Supply Conditions Meeting Special

Requirements Code 999

C4.2.12.2.1. Use. Use Special Requirements Code 999 in PD 01-03

requisitions for materiel that will cause an NMCS condition to occur in mission-essential
systems and equipment. Special Requirements Code 999 identifies transactions
related to critical items as requiring expedited handling. Any special requirements code
used in the requisition must appear in the materiel release order (MRO) and the
shipping documentation. This procedure applies only to NMCS materiel shipped to U.S.
Forces OCONUS or to Forces alerted for deployment within 30 calendar days of the
date of the NMCS requisition. Special Requirements Code 999 does not apply to SA.

C4.2.12.2.2. Purpose. Special Requirements Code 999 identifies the

need for expedited handling of the NMCS materiel when meeting the specific conditions
listed below. (The commanding officer of the requisitioning activity will either personally
review, or delegate in writing to specific personnel the authority to review, all
requisitions identified for expedited handling to certify compliance with the prescribed
criteria.)

C4.2.12.2.2.1. The requisitioning unit must possess F/AD I, II, or

III, and,

C4.2.12.2.2.2. The items or equipment required are causing

mission-essential systems or equipment to be incapable of performing any of their
assigned missions (NMCS) or,

C4.2.12.2.2.3. The items or equipment required have been

identified during maintenance or testing as necessary to prevent mission-essential
systems or equipment from being unable to perform assigned operational missions or
tasks within five calendar days of the date of the requisition.

C4.2.12.3. NMCS Conditions Meeting Special Requirements Other Than

Special Requirements Code 999. Apply the following to requisitions for NMCS

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conditions other than Special Requirements Code 999 originating from activities where
Forces in CONUS are not alerted for deployment:

C4.2.12.3.1. Use PDs 01-08 only.

C4.2.12.3.2. Cite Special Requirements Code N. Note: FMS

requisitions applicable to NMCS conditions will cite Special Requirements Code N,
which identifies transactions related to critical items and requiring expedited handling.

C4.2.12.3.3. Indicate short RDDs.

C4.2.12.3.4. Use the PD to process these requisitions.

C4.2.12.4. ANMCS Conditions. Prepare requisitions for materiel to prevent

degradation of the mission capability of such systems/equipment as follows:

C4.2.12.4.1. Use PDs 01-08 only.

C4.2.12.4.2. Cite Special Requirements Code E. Note: FMS

requisitions applicable to ANMCS conditions must cite Special Requirements Code E,
which identifies transactions related to critical items and requiring expedited handling.

C4.2.12.4.3. Indicate short RDDs.

C4.2.12.4.4. Use the PD to process these requisitions.

C4.2.13. Pre-Positioned War Reserve Material Stock (PWRMS) Requisitions

C4.2.13.1. Initial Fill. Use Demand Code O and Project Code 3AA to identify
requisitions for the initial fill of PWRMS consumable item requirements. Use Project
Code 3PR in PWRMS replenishment requisitions. DoD organizations cannot submit
non-reimbursable requisitions to GSA.

C4.2.13.2. Reimbursements. Use the appropriate treasury symbol number

and fund purpose code in all reimbursable requisitions for PWRMS requirements. Only
use PDs 11-15 in reimbursable requisitions for PWRMS requirements; however, if
overriding or operational situations justify immediate supply support, use PDs 01-03.

C4.2.14. Conventional Ammunition Requisitions

C4.2.14.1. DoD Component owners of single manager for conventional

ammunition (SMCA) managed items may grant authority to the SMCA ICP to issue
assets below established stock reservation levels. The Component owner must convey
this authority to the SMCA ICP by using Advice Code 2S in a DLMS 511R transaction.

C4.2.14.2. Use Advice Code 3Q, 3V, 3W, 3X, 3Y, or 3Z, as applicable, when
usable SCC E materiel is acceptable.

C4.2.15. Special GSA Procedures on Non-Mailable Items

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C4.2.15.1. Advice Code 2A Processing. GSA will process requisitions
received with Advice Code 2A (item not available locally) regardless of the possible
excessive transportation costs.

C4.2.15.2. Low Item Value. GSA will cancel requisitions (with Status Code
CW) when received without Advice Code 2A for an item valued at $25 or less if, at the
time of shipment, transportation costs incurred for shipping that order is in excess of 50
percent of the item value. GSA will notify the ordering activity when this condition exists
and the requisitioner should attempt to procure the item locally. If local procurement
cannot be effected, submit a new requisition with Advice Code 2A. In response, GSA
will supply the item regardless of the transportation costs.

C4.2.15.3. Non-Applicability. These procedures do not apply to SA

requisitions.

C4.2.16. Special Procedures Associated with Industrial/Maintenance Site

Requisitions

C4.2.16.1. Industrial/Maintenance Site Requisitions Subsequent to Receipt of

Product Quality Deficient Materiel. Under approved procedures for Base Realignment
and Closure (BRAC) Supply, Storage and Distribution (SS&D) Inventory Management
and Stock Positioning (IMSP) industrial/maintenance sites, the requiring activity is
authorized to submit requisitions or requisition alerts (Navy IMSP only) citing
Management Code P to request the DLA source of supply satisfy the specified
requirement for an alternative source. These replacement requisitions will also include
the original funded requisition document number/suffix for cross-reference. This is
applicable when timely replacement is required subsequent to receipt of a quality
deficient item for which a Product Quality Deficiency Report (PQDR) has been
submitted. Use of Management Code P ensures materiel received is not subject to the
same quality deficiency as previously supplied materiel and avoids delays while existing
wholesale stock is screened for quality.

C4.2.16.2. Industrial/Maintenance Requisitions Subsequent to Receipt of

Storage Activity Denial for Release of Materiel Purchased from DLA. Under approved
procedures for BRAC Inventory Management and Stock Positioning (Navy IMSP only)
industrial/maintenance sites, the requiring activity is authorized to requisition citing
Management Code 3 or 9 to request the DLA source of supply satisfy the specified
requirement from an alternative storage location or new procurement, if no stock is
available. This is applicable only when re-requisitioning subsequent to purchase of
materiel that was sourced from a collocated depot without visual inspection of the
materiel. Use of the Management Code 3 will indicate that purchased materiel did not
satisfy shelf-life requirements. Management Code 9 will indicate that the materiel was
not available in one continuous length. The prior (original) requisition document number
and shipment suffix code (if applicable due to split shipment), must be included on the
new requisition. The originally purchased materiel will be returned to DLA via BRAC
returns procedures.

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C4.2.17. Timeframes and Submission of Requisitions

C4.2.17.1. Frequency. The frequency of submitting requisitions is the sole

prerogative of the requisitioner and, except for subsistence items; the distribution
systems will not prescribe scheduling. Submit requisitions when necessary to meet
requirements for stock or to meet specific requirements for immediate use. To make
the system more efficient and cost-effective, activities should consider consolidating
requirements to reduce the submission of low-value requisitions.

C4.2.17.2. Effective Time Period. The requisition submission time period

extends from the date of the requisition to the date of receipt by the initial wholesale
source of supply; for example, the ICP or stock point that maintains any asset
availability records for the purpose of filling materiel demands or ordering other supply
action.

C4.2.17.2.1. Requisition Date. The date of requisition will indicate the

actual date of transmittal from the requisitioner to the initial source of supply. Do not
predate requisitions to facilitate local processing. The transaction set process will
reflect the true date of transmittal.

C4.2.17.2.2. Approval Time. Time consumed by review/approval of

control offices that are intermediary between the requisitioner and the initial source of
supply is counted in the time standard for this segment.

C4.2.18. Maintenance of Requisition History and Due-In Files

C4.2.18.1. Requirement. All DoD Components must maintain a requisition

history and due-in file for each transaction processed.

C4.2.18.2. Expeditious Processing. Requisitioners must expeditiously

process transaction status and materiel receipts to requisition and due-in files to
preclude the unnecessary generation of follow-ups.

C4.2.19. Special Army Single Stock Fund (SSF) Procedures for Image, Working,
and Post-Post Requisitions and Authorization of Edit Action Codes (EACs) for Both SSF
and non-SSF Army Activities. The following procedures are restricted to use by the
Army on an intra-Service basis.

C4.2.19.1. These procedures include Army-unique data elements required to

accurately process transactions in the Army wholesale system that originate from the
Army retail system for SSF activities. For both Army retail replenishment orders for
authorized stock listed items and for dedicated customer orders for non-stock listed
items, an image of the order containing a special EAC, management code, and date
generated is created and passed to the wholesale system. For these replenishment
and dedicated customer orders, the EAC indicates that the order is to be held until
either post-post issue requisitions are received equaling the image requisition quantity
or a live/working requisition is received for the total or residual quantity of the image
requisition. Additionally, customer/consumer orders for authorized stock listed items

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that cannot be filled by the retail system are backordered at the retail level and an
image of the consumer requisition containing an EAC, management code, and date
generated is created and passed to the wholesale system. For these backordered
consumer requisitions, the EAC indicates that the order is to be held until either post-
post issue requisitions are received equaling the image requisition quantity, or a
cancellation is received. Based on business rule parameters, these EAC codes
facilitate the Army process, that searches for assets at multiple retail levels, prior to
requiring a wholesale asset search to fill the retail and consumer level requisitions. The
post-post issue requisition also contains an EAC, management code, and date
generated. Additionally, the post-post requisition contains the SSF routing identifier
code (RIC) of the activity issuing the assets and codes indicating the ownership,
purpose and condition of these assets, as well as a suffix code, if it is only a partial
issue of the image requisition quantity. The following are the types of requisitions
included in this process:

C4.2.19.1.1. Image Request Order Number Requisition. An image of

the customer’s original requisition containing an EAC, management code and the date
generated date is submitted by the SSF site to the Army wholesale source of supply.
Upon receipt, the wholesale source of supply builds a document control file, creates a
demand record, and freezes the requisition on backorder. The only action that can clear
the frozen backorder is a post-post requisition or a cancellation request from the SSF
site.

C4.2.19.1.2. Image Document Order Number Requisition. An image of

the original replenishment requisition containing an EAC, management code, and the
date generated is submitted by the SSF site to the Army wholesale source of supply.
Upon receipt, the wholesale source of supply establishes a document control file with a
requisition quantity control, creates a demand record, and takes no further action until
receipt of a post-post or working requisition.

C4.2.19.1.3. Working Document Order Number Requisition. Upon

receipt of a working document order number requisition by the wholesale source of
supply, action will be taken to support the requisition quantity. The document number
on both the working and image requisitions are the same; however, the working
requisition does not contain an EAC or management code.

C4.2.19.1.4. Image Dedicated Requisition. An image of a dedicated

requisition containing an EAC, management code, and the date generated is submitted
by the SSF site to the Army wholesale source of supply. Upon receipt, the source of
supply establishes a document control file with a requisition quantity control, creates a
demand record, and takes no further action until receipt of a post-post or working
requisition.

C4.2.19.1.5. Working Dedicated Requisition. Upon receipt of a working

dedicated requisition by the wholesale source of supply, action will be taken to support
the requisition quantity. The document number on both the working and image

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requisitions are the same; however, the working requisition does not contain an EAC or
management code.

C4.2.19.1.6. SSF Post-Post Requisition. A post-post requisition

containing an EAC, management code and storage site RIC is submitted by the SSF
site to the Army wholesale source of supply when assets are issued from an SSF site in
support of a previously provided image requisition. Upon receipt, the source of supply
creates internal issue transactions and creates an audit trail.

C4.2.19.2. Post-Post Requisition Processing. When the requisition is

satisfied by an SSF site, the wholesale system will receive a post-post requisition
containing a special EAC and management code, as well as the RIC of the SSF site
issuing the assets, and codes indicating the ownership, purpose, and condition of these
assets. If the post-post issue requisition is for a partial quantity, it will also contain a
suffix code. The wholesale system may receive post-post requisitions with the same
document number and suffix code, but with different storage activity RICs. These will
not be considered duplicates. Based upon receipt of the post-post requisition, the
wholesale system will internally generate a materiel release order (MRO), materiel
release confirmation (MRC) and a materiel receipt acknowledgment (MRA). The
wholesale system receives post-post requisitions in order to record shipments and
generate appropriate bills.

C4.2.19.3. Working Requisition Processing. If the SSF site can fill the total
requisition through post-post issues, the wholesale source of supply will not receive a
working requisition. However, if the SSF site is unable to satisfy the total demand
quantity of the requisition, the wholesale site will receive either a working requisition for
the residual quantity or a cancellation on the same document number as the image
requisition. Upon receipt of the working requisition the wholesale source of supply will
initiate normal support actions. Any actions taken by the wholesale source of supply on
the working requisition will always begin with Suffix Code L. The total quantity of all
post-post requisitions and all working requisitions received on a single document
number should not exceed the quantity on the original image requisition.

C4.2.19.4. EAC Authorization. In addition to the use of the EAC in the above
SSF procedures, for both Army SSF and non-SSF activities, the EAC is authorized to
be used for requisition reinstatement and other varied purposes.

C4.2.20. Requisitioning in Support of an Inter-service Maintenance Agreement 13

C4.2.20.1. When scheduling a reparable item for organic maintenance under

a Depot Maintenance Inter-Service Agreement (DMISA) or comparable inter-Service
support agreement, based on the repair schedule, the maintenance activity will
requisition the reparable item from the Principal (materiel) owner using a DLMS 511R
Requisition. All requisitions will cite Advice Code 2J (fill or kill), and the appropriate

13
Refer to ADC 1176. Staggered implementation of SCC for requisitions authorized.

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supply condition code. Requisitions will cite Project Code 3AB (repair and return under
maintenance agreement) or 3BB (repair under maintenance agreement). When
requesting specific assets, maintenance activities may cite the supply condition code
(SCC) applicable to the reparable item requested. Authorized SCCs include D, F, G,
and Q. Requisitions for induction of a Product Quality Deficiency Report (PQDR) exhibit
for warrantied maintenance will cite SCC Q.

C4.2.20.2. In response to requisitions citing Project Codes 3AB or 3BB, the

Principal will direct release of the reparable item from the storage activity to the repair
agent. The Principal will establish a due-in and provide a pre-positioned materiel
receipt (PMR) to the repair agent to ensure the item is receipted under the correct
ownership (refer to Chapters 12 (PMR) and 13 (Receipt) in this volume).

C4.2.20.3. To preclude billing by the materiel owner, the requisition will also
contain the following data elements to denote free issue. For requisitions submitted to:

C4.2.20.3.1. Air Force: For Air Force principals (RIC TO of F**), use
Project Code 3BB.

C4.2.20.3.2. Navy: For Navy principals (RIC-TO of NRP), use N00391

in rp 45-50, Signal Code B and Fund Code 26.

C4.2.20.3.3. Army: For Army principals (RIC-TO A** or B**), use Project
Code 3BB, Fund Code GM, and Signal Code D or M.

C4.2.20.3.4. Marine Corps: For Marine Corps principals (RIC-To MPB),

use Project code 3BB.

C4.2.20.4. Organic maintenance activities operating under a DMISA or

comparable inter-Service support agreement will requisition nonconsumable repair parts
required for a maintenance action using Project Code 3AD. Maintenance activities will
direct reparable item requisitions to the Principal whose assets are intended are to be
used for the repair (rather than to the source of supply). Directing requisitions to the
Principal ensures appropriate actions are taken.

C4.2.20.4.1. Directing requisitions to the Principal precludes rejection of

the requisition because the repair agent may not be a registered user of the materiel.

C4.2.20.4.2. Passing the requisition to the Principal reduces financial

losses that would be incurred to purchase new materiel while previously purchased
materiel is sitting in the Principal’s inventory. This will reduce inventory balances as
intended at the designated Principal, and does not unnecessarily draw down inventory
at the supply source.

C4.2.20.4.3. Requisitioning from the Principal eliminates the possibility

that the source of supply will satisfy the requisition with a substitute item which may not
be best suited for the repair.

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C4.2.20.4.4. This method of requisitioning facilitates accurate demand
history capture at the source of supply (where it would otherwise be overstated) and
improves forecasting by the Principal (where it would otherwise be understated).

C4.20.5. Organic maintenance activities will direct consumable item

requisitions to the source of supply. Project Code 3AD does not apply. DAAS will
process requisitions under MILSTRIP routing rules or by Service agreement.

C4.20.6. DAAS will pass requisitions (DIC A0_), modifications (DIC AM_),
and follow-ups (DIC AT_) containing Project Codes 3AB, 3AD, and 3BB to the
designated recipient (rather than routing to the source of supply).

C4.2.21. DoDAAC Authority Code Edits. Requisitions will be prepared using valid
DoDAACs for the purpose(s) intended. DoDAACs designated as the requisitioner, bill-
to, or ship-to activity will be validated based upon the authority code assigned to each
DoDAAC in the DoD Activity Address File. Refer to DAAS edit of incoming requisitions
below for edit rules.

C4.3. RETRANSMITTED REQUISITIONS. Use the FROM address in the requisition to

identify the activity passing and/or referring the requisition and TO address to identify
the activity to receive the requisition. In addition, indicate the applicable suffix code of
the retransmitted requisition if the quantity is less than the original requisition quantity,
and the appropriate demand code. Indicate the date of receipt of the demand as
recorded by the initial source of supply when retransmitting requisitions to another
source of supply. Use Special Requirements Code 888 to identify retransmitted
requisitions generated from backorder releases submitted only to the SMCA.

C4.4. REQUISITION CANCELLATIONS

C4.4.1. General

C4.4.1.1. Requests. The requisitioner, monitoring activity, the DoD

Component, and authorized command elements may request cancellation of previously
submitted requisitions by using the DLMS 869C, Cancellation. The activity initiating the
cancellation action, if other than the requisitioner, must advise other interested activities
of the cancellation action. Send single line-item cancellations to the last known source
of supply holding the applicable requisitions. Under normal circumstances, cancellation
requests represent a discontinued need of specific items and quantities. Do not
deobligate funds or update individual due-in records until you receive status from the
source of supply confirming cancellation.

C4.4.1.2. Receipt from Contractor. Do not submit single line-item

cancellations when a CONUS activity has received notice of shipment for materiel from
a contractor's facility or a depot.

C4.4.1.3. Minimum Value Item. Do not submit single line-item cancellations

when an OCONUS activity has received shipment status and the line-item value of the
cancellation is less than $200, or the materiel was shipped by air mail, or parcel post, or

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the materiel was shipped more than 10 calendar days by air shipment to an aerial port
of embarkation (APOE), or 45 calendar days by surface shipment to a water port of
embarkation (WPOE).

C4.4.1.4. Conditions Not Excluded. Submit cancellations for conditions not

excluded when there is no longer a need for a requisitioned quantity regardless of line-
item dollar value or status. Such submissions will authorize the source of supply to
properly adjust demands, when appropriate, and initiate cancellation action, when
feasible.

C4.4.1.5. Status Code BV. Sources of supply may initiate billings to

requisitioning activities for transportation charges and/or contract termination costs even
though the source of supply is able to effect cancellation/diversion if requisitions are
assigned Status Code BV.

C4.4.1.6. Disposition of Materiel for Failed Cancellations. The consignee,

the appropriate commander, or Service headquarters is responsible for the utilization or
disposition of materiel that cannot be canceled or diverted to an alternate consignee.

C4.4.1.7. Materiel Shortages. Requisitioning activities must submit a new

requisition with a new document number, citing appropriate issue PDs, whenever
shortages occur for materiel previously canceled or rejected. Do not submit requests to
reinstate previously canceled or rejected requisitions to sources of supply.

C4.4.2. Reserved

C4.5 REQUISITION MODIFICATIONS

C4.5.1. Requesting Modifications. The requisitioner, control office, or monitoring

activity may request the modification of previously submitted requisitions using the
DLMS 511M, Requisition Modification. Any activity initiating a requisition modification
will notify other interested parties of such action, especially if the activity initiating the
modification is other than the requisitioner. A requisition modifier will be prepared by
originating activities completing all prescribed data element entries for a requisition.
Send the requisition modification to the last known source of supply. Requisition
modifications may be used to change/modify the following fields in an original requisition
document:

C4.5.1.1. Non-GFM Requisitions

C4.5.1.1.1. Ship-To and/or Bill-To Address(es)

C4.5.1.1.2. FMS Offer and Release Option Code

C4.5.1.1.3. FMS Freight Forwarder

C4.5.1.1.4. Treasury Symbol Number/Fund Purpose Code

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C4.5.1.1.5. Project Code

C4.5.1.1.6. Special Requirements Code

C4.5.1.1.7. PD

C4.5.1.1.8. RDD or RDP

C4.5.1.1.9. Advice Code

C4.5.1.1.10. Ultimate Recipient Code

C4.5.1.1.11. Transportation Priority Code

C4.5.1.1.12. Media and Status

C4.5.1.1.13. Signal Code

C4.5.1.1.14. Distribution Code

C4.5.1.1.15. Fund Code

C4.5.1.2. GFM Requisitions

C4.5.1.2.1. Project Code

C4.5.1.2.2. PD

C4.5.1.2.3. Advice Code

C4.5.1.2.4. RDD

C4.5.1.2.5. Media and Status Code

C4.5.1.2.6. Signal Code

C4.5.1.2.7. Distribution Code

C4.5.1.2.8. Fund Code

C4.5.2. Identifying Applicable Supply Actions. Identify requisitions for which

supply action must be continued during mass cancellation situations and submit
modifications with Special Requirements Code 555 to the source of supply at the
earliest possible date to ensure the continued processing of the requisitions.

C4.5.3. Pertinent Modification Data. Only data on the modification transaction will
be changed. All other data will remain as stated on the original requisition.

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C4.5.4. Modifying Codes. When a requisition modifier is submitted to modify the
ship-to and/or bill-to DoDAAC(s), signal code, or fund code, the DAAS DoDAAC
authority code edits discussed in C4.10 will be reapplied.

C4.6. REQUISITION INQUIRIES/REQUESTS FOR SUPPLY ASSISTANCE

C4.6.1. General. Use DLMS 869A, Requisition Inquiry/Supply Assistance, to

follow-up or request supply assistance to improve estimated shipping dates (ESD) over
the dates indicated in the latest supply status transaction on previously submitted
requisitions. Use either DLMS 869A or DLMS 869F, Requisition Follow-Up, to follow up
the latest supply transaction on previously submitted requisitions. Management Code P
will be perpetuated to all applicable supply status in support of BRAC IMSP.

C4.6.2. Follow-Ups. Submit follow-ups to obtain the latest status for a previously
submitted requisition.

C4.6.2.1. Follow-Up Format. Requisition follow-ups can be accommodated

in two formats. DLMS 869A provides a streamlined requisition follow-up. DLMS 869F
Requisition Follow-up offers the additional capability of conveying all information
provided on the original requisition (with the exception of quantity stratification by
weapon system) so that the follow-up may act as a requisition if the inquiry is
unmatched to the IMM’s data base. When a DLMS 869F follow-up that may act as a
requisition is submitted, it will be subject to the authority code edits of paragraph C4.10.

C4.6.2.2. Follow-Up Submission Criteria

C4.6.2.2.1. Delay Status Not On Hand. Submit follow-ups when status

data is not on hand to indicate a delay in receipt of materiel beyond the SDD or RDD or
when the UMMIPS order and shipping time standard for receipt of materiel has elapsed.

C4.6.2.2.2. Receipt Status Not Received. Send follow-ups to the source

of supply where you sent the requisition if you have not received status indicating
another activity is responsible for the demand. When supply status has been received,
direct the follow-up to the activity indicated as currently processing the requisition; for
example, the last known source of supply. The source of supply may follow up to a
shipping activity on open MROs.

C4.6.2.2.3. Materiel Not Received. Do not submit follow-ups after

receiving shipment status evidencing completion of shipment unless you do not receive
the materiel within normal transit time based on the date of the shipment as cited in the
shipment status transaction.

C4.6.2.3. Follow-Up Submission Timeframes

C4.6.2.3.1. PD 01-08. For PD 01-08 demands, submit follow-ups only

after expiration of at least three calendar days from the date of the requisition or
transaction date of the latest supply status.

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C4.6.2.3.2. PD 09-15. For PD 09-15 demands, submit follow-ups only
after expiration of at least seven calendar days from date of the requisition or
transaction date of the latest supply status.

C4.6.3 Request for Supply Assistance

C4.6.3.1. Initiation. Requisitioners may initiate requests for supply

assistance only for PD 01-08 requisitions after receipt of supply status indicating an
unacceptable delivery date. Requests for supply assistance includes status of
requisitions, timely supply of requirements, interchangeable and substitutable (I&S)
items, release of cancellation or backordered requisitions, and diversion of materiel
shipments. Do not generate requests for supply assistance prior to the receipt of supply
status indicating open status.

C4.6.3.2. Submission

C4.6.3.2.1. Forward requests for supply assistance on previously

submitted PD 01-08 requisitions to the source of supply processing the requirement.
Requests for assistance may be done by e-mail, message, letter, or telephone to the
appropriate source of supply. Telephone requests should not exceed seven lines;
however, the limitation of items will be determined by the source of supply ability to
record the items and initiate timely responses. Include the urgently needed quantity
(supply assistance may be requested for entire quantity requisitioned or a lesser
quantity required for mission performance).

C4.6.3.2.2. DLA accepts supply assistance requests via the DoD

FedMall requisition query function for open requisitions PD 01-08 with MILSTRIP
Supply Status BB, BV, BZ, or BD.

C4.6.3.2.3. In addition to the above, the DLMS 869A, Supply Assistance

request (BS108=AR) is designed to transmit requests electronically. This is a DLMS
enhancement that cannot be used without prior coordination to ensure that the receiving
source of supply has implemented this business process using transaction exchange.
The DLMS format supports identification of point of contact information, identification of
acceptable substitute items, alternative sources for the requested item, and a codified
mission impact resulting from delay or lack of support for the required item:

C4.6.3.2.3.1. Code 1: Inability to perform assigned mission for a

classified project.

C4.6.3.2.3.2. Code 2: Inability to perform assigned mission.

C4.6.3.2.3.3. Code 3: Performance of assigned mission

anticipated to be curtailed or stopped if materiel is not received within 15 days
continental United States (CONUS) or 20 days other than continental United States
(OCONUS).

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C4.6.3.2.3.4. Code 4: Mission performance below prescribed level
of effectiveness and efficiency.

C4.6.3.2.3.5. Code 5: A classified NMCS condition exists due to

lack of required assets.

C4.7. REQUISITION PROCESSING AND RELATED ACTIONS. Sources of supply

receiving requisitions, follow-ups, modifications, cancellations, and/or supply assistance
requests will process such transactions using these procedures.

C4.7.1. General

C4.7.1.1. Verification. Sources of supply will validate the data elements and
codes in these transactions and accomplish changes, continue processing action, or
reject with the appropriate status code using DLMS 870S, Supply Status. Rejection of
transactions will be done only after an attempt has been made to correct the
questionable data element or code. If rejection action is a result of more than one data
element or code, and no other reject status code applies, reject using Status Code CA.

C4.7.1.2. Batch Processing. When sources of supply and storage activities

utilize the sequential (or batch) method of processing and do not possess real time
processing capability, such processing must be done as frequently as necessary in
order to meet UMMIPS time standards, or specific RDD for subsistence requisitions as
applicable. In every such cycle, cancellation requests (including automatic cancellation
initiated by the source of supply) and Material Obligation Validation (MOV) reconciliation
requests will be processed prior to backorder releases and new requisitions. Demands
will be sequenced as follows:

C4.7.1.2.1. Priority Designator.

C4.7.1.2.2. OSD/the Chairman of the Joint Chiefs of Staff project codes.

C4.7.1.2.3. Special Requirements Code 999 and PD 01, 02, or 03.

C4.7.1.2.4. Special Requirements Code N (NMCS), E (ANMCS), or 555

and PD 01-08.

C4.7.1.2.5. Requisition document number date.

C4.7.1.2.6. RDP, if later than the computed SDD--conventional

ammunition only.

C4.7.1.3. Backorders. Backordered requirements will be merged (in the

above sequence) with all new transactions in any requisition processing cycle in which
additional assets become available; for example, receipts of materiel and debit on hand
adjustments.

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C4.7.1.4. Receipt Processing. Processing points will record the date of
receipt of each requisition received. The date of receipt enables sources of supply to
compute the requisition submission time. The computation will be made by subtracting
the date in the demand transaction from the date received. The submission time
provides a basis for the ICPs to measure the first cycle segment of supply effectiveness.

C4.7.1.5. Document Numbers. The document number, and a suffix, when

applicable, will be used as a basis for determining duplicate transactions. The recipient
will disregard all duplicate transactions.

C4.7.2. Effect of Priority Designator on Requisition Processing

C4.7.2.1. Assigning PDs. Each requisition must contain a PD assigned by

the requisitioning activity, which will not be changed by processing points except in the
following conditions:

C4.7.2.1.1. Special Requirements Code 999 is present, requisition is for

U.S. Forces, and the PD is not 01, 02, or 03. The source of supply will enter PD 03 and
send Status Code BK.

C4.7.2.1.2. An OSD/Joint Chiefs of Staff project code is present, but the

PD is not 01-15. The source of supply will cite PD 03 and send Status Code BK.

C4.7.2.1.3. Special Requirements Code N or E is present, and the PD is

not 01 – 15. The source of supply will enter PD 08 and send Status Code BK.

C4.7.2.1.4. Special mass cancellation coding 555 is present and the PD

is not 01-15. The source of supply will enter PD 08 and send Status Code BK.

C4.7.2.1.5. Special Requirements Code 777 is present and the PD is

not 01 – 15. The source of supply will enter PD 08 and send Status Code BK.

C4.7.2.1.6. RAD is present and the PD is not 01-15. The source of

supply will enter PD 15.

C4.7.2.1.7. Extended RDD is present and the PD is other than 09-15.

The source of supply will enter PD 15 and send Status Code BK, and process.

C4.7.2.1.8. Work stoppage indicator is present and the PD is not 01-08.

The source of supply will enter PD 08 and send Status Code BK, and process.

C4.7.2.1.9. Service Code is B, D, K, P, or T and Special Requirements

Code is N, E, 555, or 777 and Type of Assistance is not U or V. The source of supply
will blank the special requirements code and process using the priority. Type of
assistance is identified as the sixth position of the SA identification data portion of the
document number or separately in the LQ segment.

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C4.7.2.1.10. For all other conditions, if the PD is not 01 - 15, the source
of supply will enter PD 15.

C4.7.2.2. Time Standards. The assigned PD dictates the precedence of

internal supply processing actions (such as, from the receipt of a transaction until
release to transportation) and determines the SDD. Mandatory time standards for
processing of transactions are covered in DoDM 4140.01, Appendix 8. For subsistence
requisitions, the assigned RDD is the primary processing criteria, while the assigned PD
dictates the precedence of internal supply processing action for requisitions reflecting
identical RDDs. Time standards indicated in UMMIPS do not apply to subsistence
requisitions.

C4.7.2.3. IMM Control Levels. On occasion, available assets may be

insufficient to satisfy all current demands and backorders for specific items. The IMM
will reserve assets of such critical items through the use of item control levels and
criteria that will restrict issue to specific categories of requirements only, (i.e., those
within designated ranges of PDs, Joint Chiefs of Staff approved projects, or firm
commitments for delivery of materiel to SA recipients). Control levels will be established
for IMMs to reserve stocks for issue only for PD 01-03. These requirements will be
satisfied by issue to zero stock balance of serviceable stocks. Control levels may be
established at the discretion of the IMM to reserve a greater level of stocks that may not
be issued for PD 09-15 requirements.

C4.7.2.4. Source of Supply Control Levels. Control levels will also be

established by the source of supply to restrict issues against requisitions for the initial fill
of PWRMS consumable item requirements to ensure that:

C4.7.2.4.1. Availability Below Approved Force Acquisition Objective

(AFAO). Assets available below the AFAO are not issued against requisitions for
nonreimbursable PWRMS requirements regardless of the PD.

C4.7.2.4.2. Availability Below Reorder Point. Assets available below the

reorder point (ROP) are not issued against requisitions for nonreimbursable PWRMS
requirements that contain a PD of 11-15 during initial processing of the requisition.
Later processing of such requisitions is prescribed in paragraph C4.7.5., below.

C4.7.2.5. OSD/the Chairman of the Joint Chiefs of Staff Project Priority.

These projects, when so designated, and PD 01-03 requisitions containing Special
Requirements Code 999, will be ranked above all other requisitions with the same PDs
for processing purposes. Special Requirements Code 999 requisitions and related
transactions will receive special attention to provide for expedited processing actions.

C4.7.2.6. Releasing Demands. When system-wide inventory levels do not

permit positive supply action on all requisitions within a given PD, supply procedures will
provide for a release of demands containing the specifically designated OSD/Joint
Chiefs of Staff project codes and Special Requirements Code 999 as the respective
most urgent. PD 01-08 requisitions, including FMS requisitions, containing Special

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Requirements Code 555 in the RDD field and other requisitions/materiel obligations, will
be processed for release as prescribed in paragraph C4.7.1.2.

C4.7.3. Source of Supply Processing of Requisitions with Advice Code 2D, 27, or
29. Sources of supply will edit all requisitions containing Advice Codes 2D, 27, and 29
to determine if an increase in the requisition quantity to the quantity unit pack is less or
more than $5. If less than $5, the source of supply will disregard the advice code in the
requisition. If $5 or more, the source of supply will honor the advice code and process
the requisition for the exact quantity requested. When a quantity adjustment is made
using the above criteria, the source of supply will use Status Code BJ to notify the
customer of the quantity adjustment.

C4.7.4. Source of Supply Processing of Requisitions for Quantities that Exceed

the Normal Demand. The source of supply may request verification of requisitions that
show quantities that exceed normal demands or quantities that appear to be excessive
or in error before taking positive supply action. When the source of supply determines
that the requisitioned quantity needs to be verified, the source of supply will generate a
DLMS 517M, Materiel Obligation Validation, to request verification of the quantity. The
source of supply must indicate a response due date in the quantity verification inquiry,
normally 30 calendar days for U.S. Forces and 75 calendar days for SA customers.
The organization verifying the requisitioned quantity will send a response to the source
of supply by the response due date indicated in the quantity verification inquiry;
otherwise, the source of supply will automatically cancel the requisition with Status
Code D3. The quantity in the response must be the actual quantity required. If the
quantity is less than the original requisitioned quantity, the difference will be canceled
with Status Code BQ. If the quantity field contains zero, the entire requisition will be
canceled with Status Code BQ. Quantity increases are not authorized.

C4.7.5. Source of Supply Processing of PWRMS Requisitions

C4.7.5.1. General. Sources of supply, except GSA, will process funded and
unfunded requisitions for the initial fill of PWRMS consumable item requirements using
the criteria established below. GSA will process only funded requisitions for PWRMS
requirements and does not differentiate between those requisitions and others.

C4.7.5.2. Processing Criteria. Upon receipt of PWRMS requisitions for the

initial fill of consumable item requirements (Demand Code O and Project Code 3AA),
the source of supply will determine asset availability in excess of the AFAO and:

C4.7.5.2.1. Sufficient Assets Available. If sufficient assets are available

in excess of the AFAO to satisfy the total requisition quantity, the total requisition will be
processed as free issue.

C4.7.5.2.2. Excess Assets. If the assets available in excess of the

AFAO are not sufficient to satisfy the total requisition quantity, then the portion of the
requisition quantity equal to the quantity of assets available in excess of the AFAO will

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be processed as free issue and the balance of the requisition quantity will be processed
as follows:

C4.7.5.2.2.1. When the source of supply determines that assets

are not available in excess of the AFAO, the basis of unit price code in the PO1
segment of the PWRMS requisition for the initial fill of consumable item requirements
(Demand Code O and Project Code 3AA) will be checked and:

C4.7.5.2.2.2. If free issue, the unfilled quantity on the requisition

must be rejected. The rejection will be accomplished under Status Code CB since all
unfunded PWRMS requisitions must be processed as fill or kill.

C4.7.5.2.2.3. If a basis of unit price code is not identified, the

PWRMS requisitions will be processed as containing Advice Code 2L and the PD must
be checked to determine further processing routines.

C4.7.5.2.3. PD 01-03 PWRMS Requisitions. Except for subsistence,

PWRMS requisitions with PD 01-03 will be processed for issue using UMMIPS source
of supply processing standards. Subsistence requisitions must be processed to meet a
specific RDD.

C4.7.5.2.4. PD 11-15 PWRMS Requisitions. Except for subsistence,

PWRMS requisitions with PDs 11-15 will be issued from assets available above the
ROP or equivalent. When assets above the ROP or equivalent are not available to
satisfy the requisitioned quantity, the unfilled quantity will be placed on backorder and
the appropriate supply status will be provided with an estimated shipping date (ESD)
equal to one procurement lead time. Backordered PWRMS requisitions with PDs 11-15
must be released from backorder at the end of the procurement lead time or when
sufficient stocks are available above the ROP. (PWRMS requisitions with PDs 04-10,
when received, will be processed in the same manner as PD 11-15 requisitions.)

C4.7.6. Source of Supply Processing of RDP Requisitions (Conventional

Ammunition Only)

C4.7.6.1. Earliest Delivery Date within Standard UMMIPS Timeframe.

Requisitions with an RDP that has an earliest delivery date that is within the standard
UMMIPS timeframes for the PD must be processed using the time period established
for that PD.

C4.7.6.2. Earliest Delivery Date Outside Standard UMMIPS Timeframe.

Requisitions with an RDP that has an earliest delivery date that is longer than the
standard UMMIPS timeframes for the PD will not be placed on backorder. If stock is not
available, the requisition will be referred or rejected back to the customer. If stock is
available, an MRO will be issued to the storage facility. The shipping activity will
establish necessary control mechanisms to provide timely shipment to the customer.

C4.7.6.3. Rejecting Late Requisitions. Requisitions that cannot be delivered

within the RDP will be rejected with Status Code CB.

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C4.7.6.4. SA Deliveries. RDP procedures do not apply to SA requisitions.

C4.7.7. Source of Supply Processing of Requisitions for Nonconsumable Items

from a Nonregistered User. Process nonconsumable items from nonregistered users
according to the following criteria:

C4.7.7.1. PD 01-08. If the PD is 01-08, process the requisition for issue and
provide Status Code DS to the requisitioner.

C4.7.7.2. PD 09-15. If the PD is 09-15 and assets are available above the
ROP, process the requisition for issue and provide Status Code DS to the requisitioner.

C4.7.7.3. Assets Not Available. If the PD is 09-15 and assets are not
available above the ROP, reject the requisition with Status Code CC or CN, as
appropriate.

C4.7.8. Source of Supply Processing of Subsistence Requisitions. Do not

backorder subsistence requisitions. Process subsistence requisitions to meet the
specific RDD.

C4.7.9. Source of Supply Processing of Requisitions with Management Codes 3, 9

and P.

C4.7.9.1. Requisitions with Management Code P. Management Code P is

only applicable to requisitions/requisition alerts submitted to DLA. All other sources of
supply in receipt of Management Code P will disregard and continue processing. DLA
will verify that the requisitioning activity is a BRAC IMSP industrial/maintenance sites. If
not, DLA will disregard the management code. 14 Where authorized, Management Code
P will be recognized as a request for materiel sourced from an alternative source due to
previous receipt of like materiel with product quality deficiency reported via PQDR. DLA
would apply unique logic applicable to the management code. If the item being
requested is managed as a direct vendor delivery (DVD), then the DLA forward-
positioned buyer will process for procurement from a vendor other than cited on the
PQDR if materiel is available to meet the (RDD). If the item is managed as a stocked
item, the request will be processed as one-time emergent request and the DLA forward-
positioned buyer will process as a customer direct order. In instances where the RDD
cannot be met or the forward buyer is unable to locate an alternate vendor, the forward
buyer will work directly with the engineer to satisfy the requirement.

C4.7.9.2. Requisitions with Management Codes 3 or 9. Management Codes

3 and 9 are only applicable to requisitions submitted to DLA. All other sources of supply
in receipt of Management Code 3 or 9 will disregard and continue processing. DLA will
verify that the requisitioning activity is a BRAC Inventory Management and Stock
Positioning (IMSP) industrial/maintenance site authorized to use these codes. If not,

14
Expanded use for all DoD Components requisitioning from DLA is planned for future implementation
(approximately 2014.)

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DLA will disregard the management code. Where authorized, Management Codes 3
and 9 will be recognized as a request for materiel sourced from an alternative storage
location or new procurement, if stock is not available, due to previous receipt of materiel
that did not support shelf life or continuous length requirements. The prior requisition
document number and the shipment suffix (if applicable due to a split shipment) will be
used for cross reference to the original requirement and storage location. This process
is only applicable to materiel originally sourced from a co-located depot without physical
inspection of the materiel. The suitability for shelf life and length could not be
determined until directed release by the Service owner at which time the storage activity
would provide a denial citing Management Code 3 or 9, as applicable. The DLA would
apply unique logic applicable to the management code. If the item is available in an
alternative storage site, then a materiel release order would be sourced to that
alternative storage site. When no stock is available in the network, a new procurement
action will be initiated. The DLA ICP will also update an internal denial table to preclude
other comparable requests from being sourced to the original storage activity until
inventory balances have been reconciled.15

C4.7.10. Processing of Requisitions for Induction to Maintenance.

C4.7.10.1. Upon receipt of a DLMS 511R Requisition from maintenance for

the purpose of inducting a reparable, the materiel owner will process the requisition on a
'fill or kill' basis, and direct the issue to the co-located storage activity. If there are
insufficient assets at the co-located storage activity, the requisition will be 'killed' for that
portion of the requisition that cannot be issued. No billing will be initiated on requisitions
from maintenance activities for DMISA assets, when the requisition was submitted
consistent with C4.2.18.2. requirements.

C4.7.10.2. The "Principal" system will interpret the DLMS 511R Requisition
with Advice Code 2J (fill or kill) as “no substitution allowed” but will allow for a partial fill,
(i.e., do not backorder unfilled quantity, or pass an MRO to other than the co-located
storage activity). The source of supply (Principal) will furnish the requisitioning activity
(maintenance) DLMS 870S Supply Status using CB status for any unfilled quantity.

C4.7.10.3. DLMS source of supply preparation of materiel release orders

(MROs) to the co-located storage activity will be accomplished using the DLMS 940R.

C4.7.11. Maintenance of Requisition History Records. Sources of supply will

retain requisition history records in a readily accessible format after the closing of
requisition records by cancellation, rejection, or shipment to provide for responsive
replies to requisition inquiries in accordance with DoDI 5015.02, DoD Records
Management Program.

C4.7.12. Rejection of Requisitions. Sources of supply will provide supply status to

requisitioning and status organizations identified in the requisition or follow on

15
Refer to ADC 359, implementation date December 2010.

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transactions, as notices of requisition rejection with the reason for such action indicated
by an appropriate status code.

C4.7.13. Release of Materiel Obligations. A materiel obligation is that quantity of

an item requisitioned that is not immediately available for issue, but is recorded as a
stock commitment for future issue. Sources of supply will establish procedures for the
partial release of the materiel obligation when assets are insufficient to satisfy the entire
demand consistent with the PD and delivery requirements of the requisition involved.

C4.7.14. Preparing MROs

C4.7.14.1. Originator. MROs, DLMS 940R, Materiel Release, are prepared

by the source of supply as a result of processing requisitions against inventory records
and determining that materiel is available. MROs are used as a directive for release
and shipment of materiel from stock.

C4.7.14.1.1 MROs directing shipment of requisitioned GFM will

perpetuate contract data to include the procurement instrument identifier (PIID)
authorizing GFP. When GFM is authorized under a PIID call/order number (F in 9th
position), provide the value in the PIID field.16 Include the CLIN when available and
directed by the authorizing Component. Contract data will be provided by the source of
supply for pushed GFM not initiated by a requisition.

C4.7.14.1.2. MROs directing shipment of reparables for induction for

commercial maintenance will include the PIID authorizing GFP, and the call/order and
CLIN when available.

C4.7.14.1.3. MROs directing shipment of GFP in contractor custody will

include the PIID authorizing GFP, and the call/order and CLIN when available.

C4.7.14.1.4. MROs directing return of discrepant/deficient materiel to

vendors at vendor expense will include identification of the carrier and the carrier
account number.

C4.7.14.1.5. MROs directing the return of PQDR exhibits will include the
PQDR report control number (RCN), if available.17

C4.7.14.2. Advice Code 2T. Requisitions or MROs that contain Advice Code
2T and do not contain an RDD will be processed under the assigned PD without regard
to the advice code.

16
Use the legacy PIIN pending transition to the PIID. When GFM is authorized under a PIIN, include the
legacy four-position call/order number associated with the PIIN when available and directed by the
authorizing Component. Refer to ADC 1161A.
17
ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency
Report (PQDR) Exhibits.

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C4.7.14.3. Inter-Service Ownership Transfer of Ammunition/Ammunition-
related Materiel. When used for inter-Service ownership transfers of non-Single
Manager for Conventional Ammunition (SMCA) owned ammunition and ammunition-
related materiel stored in a SMCA storage facility with no physical movement of materiel
or billing, the MRO will contain Signal Code M indicating a free issue. The MRO will
also include the associated data required to accomplish the transfer including the old
(from) ownership code associated with the service transferring ownership, the RIC of
the Service receiving ownership, and the new/gaining (to) ownership code associated
with the Service receiving ownership. Pending transition to DLMS discrete data
enhancements, the ownership to/from and new owner RIC will be identified in the
supplementary address/supplemental data field beginning with Service/Agency Code Y
(see the Appendix 7.9, Supplementary Address/Supplemental Data, for proper
sequencing of these data elements into a single, concatenated field). The storage
activity will update the custodial/accountable records for the materiel and quantity
identified to reflect the new ownership code and RIC of the Service receiving ownership.
No shipment status will be provided. See procedures in DLM 4000.25, DLMS, Volume
2, Chapter 7) for inter-Service ownership transfer initiated by the SMCA for SMCA-
owned materiel.

C4.7.14.4. Product Quality Deficiency Report (PQDR) Exhibit Tracking.

When directing release of a PQDR exhibit, the owner must include the PQDR Report
Control Number (RCN) to facilitate exhibit tracking. When the shipment is processed for
issue, the shipping activity will perpetuate the PQDR RCN from the MRO to the
shipment status.

C4.7.14.5. Expedited/Replacement Shipment Subsequent to Validated

Supply Discrepancy Report. MROs directing release of materiel in response to
customer requests for expedited or replacement shipment due to shortage, non-receipt,
wrong item, or comparable discrepancy/deficiency will be processed using the original
document number and the next available suffix code to ensure separate billing and
unique TCN assignment. When requested by the customer via Supply Discrepancy
Report, an Expedited Transportation Signal 777 may be assigned for the reshipment
when the original special requirements code (legacy required delivery date (RDD) field
is blank or all numeric (other than 444, 555, 777) or the RDD from the original
requisition is less than 8 days from the current date. Inclusion of the Expedited
Transportation Signal 777 will normally cause the shipment to move by premium (air)
transportation. Shipments identifying Expedited Transportation Signal 777 are subject
to air clearance processing whereby the air clearance authority may consult with the
requisitioner to determine if the additional expense associated with air transportation is
justified and potentially direct shipment movement by a surface mode. 18

C4.7.15. Reserved

C4.7.16. Materiel Release Confirmation (MRC)

18
Refer to ADC 1091, SDRs Requesting Expedited or Replacement Shipment.

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C4.7.16.1. Purpose. The MRC serves as advice from a storage site to the
source of supply that initiated the MRO of supply action taken. The MRC will be
provided using DLMS 945A. The MRC will include enhanced data content under DLMS
to include:

C4.7.16.1.1. Both the TCN, when applicable, and a secondary

transportation number, such as the small package carrier number, when this is
applicable.

C4.7.16.1.2. Identification of the carrier when other than United States

Postal Service (USPS) by Standard Carrier Alpha Code (SCAC).

C4.7.16.1.3. For OCONUS shipments made via Defense Transportation

System (DTS), GBL/CBL, parcel post, and small package carrier shipments, specific
identification of the Port of Embarkation (POE) or Consolidation and Containerization
Point (CCP), the air terminal, water terminal, or CCP by applicable qualifier code.
(During MILSTRIP/DLMS transition, DAAS may substitute a generic terminal qualifier
for MRC transactions converted from MILSTRIP legacy format transactions where the
type of facility is unknown.)

C4.7.16.1.4. Capital Equipment Candidates. In support of Financial

Improvement and Audit Readiness (FIAR) compliance for accountability and
management of capital equipment, capital equipment candidates require serialization
data visibility. Submitters must prepare materiel release confirmation citing the
applicable serial number(s) and include the UII when available. 19

C4.7.16.2. Source of Supply Follow-Up. Sources of supply will follow up on

storage activities at least once every 30 calendar days for unconfirmed MROs that are
seven calendar days old for PDs 01-08 and 15 calendar days old for PDs 09-15.

C4.7.16.3. Materiel Release Confirmation Changes/Updates. In the event a

shipment from the storage/shipping activity does not get lifted as originally intended
(e.g., shipment is left off the truck), the storage/shipping activities that originate the
DLMS 945A Materiel Release Confirmation will send an updated transaction with all of
the changed transportation information to the ICP. This ensures required visibility of the
shipment information and enables the ICP to prepare an updated DLMS 856S Shipment
Status when needed. Examples of changed transportation information would include
transportation method code, standard carrier alpha code (SCAC), ship date, bill of
lading information, and tracking information.

19
Refer to ADC 1198

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C4.7.16.3.1. Preparation of the Materiel Release Confirmation
Change/Update

C4.7.16.3.1.1. The materiel release confirmation change/update

message will be identified by a unique code (W0602 = “RR”) in the transaction to flag it
as an updated MRC.

C4.7.16.3.1.2. It will convey a new Shipping Date Change Reason

Code (W0610 = “13” Shipping Location Handling) to advise the ICP that the updated
MRC corrects erroneous content data (e.g., transportation data, pRFID data).

C4.7.16.3.1.3. It will repeat the information from the original MRC,

in addition to any changes to the original information.

C4.7.16.3.1.4. It will convey changed transportation information

(e.g., transportation method code, standard carrier alpha code [SCAC], ship date, bill of
lading information, and tracking information.)

C4.7.16.3.1.5. When the ICP sends a shipment status in response

to a customer follow-up, based on an updated MRC, the DLMS 856S will be transmitted
as an original transaction, thereby enabling legacy-based supply systems to receive the
converted DIC AS_ from Transaction Services. Do not use the BSN01 = “RR” and
BSN07 = “A40” codes in this case, since the presence of these codes will indicate to
Transaction Services not to convert these DLMS transactions to MILSTRIP legacy
format.

C4.7.16.3.1.6. The ICP will adjust its Materiel Release

Acknowledgment (MRA) follow-up timeframes based on the updated MRC in
accordance with standard MILSTRAP business rules.

C4.7.16.3.2. Transaction Services Distribution of MRC Change/Update.

Transaction Services will route the MRC change/update to the ICP per standard
business rules for distribution of MRC messages. Transaction Services will not
distribute the MRC change/update to DLSS-based recipients.

C4.7.16.3.3. Use of the MRC Change/Update by the ICP. The value of

this transaction to the ICP is to provide corrected transportation data, enabling it to
prepare an updated shipment status message. DLMS compliant systems should handle
the updated transactions as the official MRC in their application, since they carry the
corrected data.

C4.7.17. Storage Activity Denial or Rejection of Materiel Releases

C4.7.17.1. Preparation. Materiel Release Denials (MRD), DLMS 945As, are

prepared by storage sites and sent to the source of supply that initiated the MRO as
notification of negative action on the MRO and will show the quantity denied and the
appropriate management code.

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C4.7.17.2. Delivery Status. If the storage activity cannot meet the delivery
timeframe specified by the RDP, the storage activity will use the materiel release advice
to provide Status Code CB to the source of supply. The source of supply will provide
this status advice to the eligible status recipients (applies to conventional ammunition
requisitions only).

C4.7.17.3 Storage Activity Denials of Materiel Releases for Induction to

Maintenance.

C4.7.17.3.1. MRDs prepared under paragraph C4.7.10. will be used to

provide a negative response to source of supply (Principal) initiated MROs directing
release of a repairable asset for maintenance action.

C4.7.17.3.2. If the storage activity cannot provide the reparable asset

for maintenance action in response to directed release, the source of supply (Principal)
will provide supply status using CB status to advise the requisitioning activity
(maintenance) that the asset is not available for induction.

C4.7.17.4. Storage Activity Denials for PQDR Exhibits.20

C4.7.17.4.1. DLA storage activities will prepare the DLMS 945A Materiel
Release Denial and send it to the source of supply for PQDR exhibits when the MRO
containing the PQDR RCN does NOT match any of the RCNs on the storage activity
RCN table at MRO allocation.

C4.7.17.4.2. When the DLMS 940R MRO contains the PQDR RCN and
the RCN DOES match an RCN on the storage activity RCN table, but the RCN in the
bin location is not the expected RCN for the MRO, the DLA storage activity will prepare
a DLMS 945A MRD.

C4.7.18. Component-Owned Stocks Centrally Managed and Stored by DLA under

Memorandum of Agreement

C4.7.18.1. The following procedures have a limited and restricted

applicability controlled by a Memorandum of Agreement (MOA) between DLA and the
requesting DoD Component. Upon request by a DoD Component and agreement by
DLA, DLA will centrally manage Component-owned stocks within the DLA distribution
system. All instructions to storage activities relative to the Component-owned stocks
accepted under the MOA must originate from the owning ICP as the sole source
authorized to direct delivery, issue, or other disposition of stock. Component-owned
stocks accepted under the MOA for central management by DLA will be commingled
with like DLA-owned stocks.

20
ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency
Report (PQDR) Exhibits

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C4.7.18.2. To establish assets controlled by the DLA ICP under the MOA,
the DoD Component may initiate an “in-place” sale. To accomplish this, the DoD
Component requisitions materiel to be centrally managed by DLA, establishing the
Component-owned assets on the DLA records. Ownership changes from DLA to the
DoD Component, but DLA maintains item management control and continues to store
the item in a DLA Distribution Depot. The DLMS 511R, Requisition, must contain the
preferred depot DoDAAC for stock to be commingled and Advice Code 8D. The DLA
ICP internally produces and posts the DLMS 940R, Materiel Release, (which is not
actually sent to and from depot) and uses a DLMS 867I, Issue (DoD Activities), to drop
and a DLMS 527R, Materiel Receipt – Other Than Procurement Instrument Source
(DoD Activity) to post assets to the DLA ICP inventory record under Component-
ownership. An image of the DLMS 527R, Materiel Receipt – Other Than Procurement
Instrument Source (DoD Activity) will also be sent to the Component ICP for recording
the financial receipt. Normal procedures will be followed for billing the reimbursable in-
place sale.

C4.7.18.3. To direct shipment of these assets, the DoD Component must

send a DLMS 511R, Requisition, to the DLA ICP to perform item management. To
relate the requisition to Component-owned assets, the following entries are mandatory
in the source document: Advice Code 2J; DLA Distribution Depot to indicate the
storage location from which shipment of Component-owned materiel is to be made;
ownership code; and condition code of the materiel.

C4.7.18.4. Requisitions created by organizational elements other than the

Component ICP and sent to the Component ICP for approval will be forwarded to the
DLA ICP using DLMS 511R, Referral Order. Mandatory entries prescribed in paragraph
C4.7.18.3 for requisitions also apply to referral orders.

C4.7.18.5. DLA will process a requisition or referral order and create a DLMS
940R, Materiel Release. Additionally, DLA will produce and forward a DLMS 867I,
Issue (DoD Activities), to the Component ICP for the issue quantity dropped from the
DLA inventory records. Quantities not available will be rejected to the Component ICP
using Status Code CB.

C4.7.18.6. In the event a warehouse denial occurs, the distribution depot will
report the denial in the normal manner. DLA will send a DLMS 867I, Issue (DoD
Activities), reversal and a DLMS 947I, Inventory Adjustment – Decrease (Physical
Inventory), to the applicable Component ICP. Requisition documents will not be
reinstated for continued supply action.

C4.7.18.7. Under the MOA, the DoD Component assets may be issued
directly to DLA assembly points. The DLMS 511R, Requisition, must include Advice
Code 8L; the depot to ship from, the DLA assembly point DoDAAC, Signal Code M,
ownership code, and condition code. DLA will process a requisition in this format and
create the MRO. Additionally, DLA will produce a DLMS 867I, Issue
(Assembly/Disassembly/Conversion/Modification), and post to the DLA ICP records. An
image of the DLMS 867I will be sent to the Component ICP.

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C4.7.18.8. To accomplish a redistribution action of Component-owned assets
between DLA depots under the MOA the following procedures apply. These actions will
be limited to a dual ownership change between the DLA ICP and the Component ICP.
That is, no materiel is actually moved; only DLA ICP inventory record changes are
made. To accomplish the redistribution action, the DoD Component will provide a
DLMS 511R, Requisition, (DLMS 940R, Redistribution Order, is not allowed). The
following entries are required: DoDAAC of new depot to show Component-owner
assets; Signal Code M; Advice Code 8G (indicates dual ownership change); depot
previously showing Component-owned assets; ownership code; and condition code. A
DLMS 867I, Issue (DoD Activities), and DLMS 527R, Materiel Receipt – Other Than
Procurement Instrument Source (DoD Activities), will be recorded for DLA-owned
materiel on the DLA ICP inventory record. A DLMS 867I, Issue (Returned Purchases),
and DLMS 527R, Materiel Receipt – Other Than Procurement Instrument Source (DoD
Activity), for the Component–owned inventory will be recorded and an image of the
DLMS 867I and DLMS 527R will be sent to the Component ICP.

C4.7.18.9. To terminate the asset posture under the MOA, the Component
ICP may direct shipment of the materiel using the directed shipment format above, or
one of the following methods.

C4.7.18.9.1. Change the ownership while maintaining the inventory at

the same depot. To accomplish this, the DoD Component will submit a DLMS 511R.
The following entries are required: Advice Code 8H, the depot, ownership code, and
condition code. The DLA ICP generates a DLMS 947I Issue (Other), internally and
sends the Component ICP an image of the DLMS 947I and a DLMS 527R, Materiel
Receipt – Other Than Procurement Instrument Source (Other).

C4.7.18.9.2. Direct the materiel to a DLA Disposition Services Field

Office. To accomplish this, the DoD Component will send a DLMS 511R. The following
entries are required: Advice Code 8J; depot; and the DLA Disposition Services Field
Office.

C4.7.19. Retransmitting Requisitions to Another Source of Supply

C4.7.19.1. Continued Supply Action. The source of supply may retransmit

requisitions to another source for continued supply action. The source of supply must
always identify the date of receipt of the original requisition in the PO1 Loop, G62
segment, in the retransmitted requisition. The source of supply must always include
Special Requirements Code 888 in retransmitted requisitions submitted to the SMCA
that are backorder releases from the DoD Component ICPs.

C4.7.19.2. Nonconsumable Items. When a SICA receives a requisition for a

nonconsumable item from a SICA activity, the SICA may initiate supply action if stocks
are normally held for this purpose, or the SICA may forward the requirement to the
PICA. If forwarded to the PICA, the SICA must record the requisition as received from
the SICA requisitioning activity and recode the requirement, as necessary, with status
addressees, treasury symbol number/fund purpose code, and/or project code that will

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ensure PICA output of status, billing, MOV requests, and consignment instructions
consistent with the SICA Service's NIP implementing instructions. If the PICA is only to
provide status to the SICA, the SICA will not provide Status Code BM to the
requisitioning activity. The SICA will provide the SICA requisitioning activity with status
received from the PICA based on the data elements and coding contained in the original
requisition.

C4.7.19.3. Inter-Service Ownership Transfer of Ammunition/Ammunition-

related Materiel. When used for Service-initiated inter-Service ownership transfers of
Single Manager for Conventional Ammunition (SMCA) ammunition and ammunition
related materiel with no physical movement of materiel or billing, the initiating referral
order will cite Project Code CYK and Signal Code M indicating a free issue, in
conjunction with the additional data required to accomplish the transfer. This includes
the old (from) ownership code associated with the service transferring ownership, the
RIC of the Service receiving ownership, and the new/gaining (to) ownership code
associated with the Service receiving ownership. Pending transition to DLMS discrete
data enhancements, the ownership to/from and new owner RIC will be identified in the
supplementary address/supplemental data field beginning with Service/Agency Code Y
(see Appendix 7.9, Supplementary Address/Supplemental Data, for proper sequencing
of these data elements into a single, concatenated field). The referral order will include
an M&S code or distribution code ensuring follow-on status is directed appropriately
(e.g., M&S Code B); do not designate status to the supplementary address. No
shipment status will be provided.

C4.7.20. Processing Follow-Ups

C4.7.20.1. Time Standards. Process the DLMS 869A or DLMS 869F to

determine the current status of requisitions. Time standards for dispatching status in
reply to follow ups established for the distribution system are as follows:

C4.7.20.1.1. PD 01-08. For PD 01-08, dispatch status within two

calendar days from the date of receipt of the follow-up.

C4.7.20.1.2. PD 09-15. For PD 09-15, dispatch status within five

calendar days from the date of receipt of the follow-up.

C4.7.20.2. Providing Shipment Confirmation. A storage activity, in response

to a follow-up initiated by a source of supply, will use the DLMS 945A to provide
shipment confirmation, denial, or supply status information, as appropriate.

C4.7.20.3. Storage Activity Processing. Storage activities will provide Status

Code BE if there is a record of the MRO but no record of having taken action in
response to the MRO. Sources of supply in receipt of this status validate the original
requirement with the requisitioner or, for GFM requisitions, with the MCA. The MCA is
responsible for taking the necessary action to validate GFM requirements with the
requisitioner and the source of supply. If the requested materiel has not been received,
and the requisitioner or the MCA's response indicates a continued valid requirement,

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the processing point will generate an MRO modifier transaction that contains the same
data as the original MRO. Storage activities in receipt of MRO modifiers will process
them using paragraph C4.7.23.

C4.7.20.4. Generation of Pseudo Shipment Status. Sources of supply in

receipt of Status Code BE, or after 60 calendar days have passed from the MRO
generation date without confirmation or receipt of an MRA, will generate a shipment
status DLMS 856S with Transaction Type Code NC, to DAAS. Shipment status for SA
requisitions will be forwarded to the applicable ILCO. This shipment status will not cite
a TCN or the mode of shipment and the generation date will be used as the date
released to the carrier. DoD Components will establish a management evaluation
program that monitors storage activities providing Status Code BE. Goals should be
established and the performance attained be a rating element of the activity
commander.

C4.7.20.5. Storage Activity Response with no Record Receipt. Storage

activities responding to a follow-up initiated by a source of supply on an MRO for which
no record is held at the storage activity will provide Status Code BF.

C4.7.20.6. Source of Supply Follow-Up Response. Sources of supply in

receipt of storage activity responses to follow-ups will furnish appropriate status to
eligible recipients using section C4.7 procedures.

C4.7.20.7. Request for Supply Assistance

C4.7.20.7.1. Requests for supply assistance require management

decisions relative to supply requirements that are not normally programmed in a manner
to permit mechanical processing. Therefore, these transactions should be manually
reviewed to permit a determination as to whether the ESDs can be improved. Receipt
of requests for supply assistance serves as notification of the need for the concerned
materiel to be received by consignees on dates earlier than those that would result from
the shipments accomplished using the source of supply ESDs. The actual date of the
requirement need is the prerogative of the requisitioning activity. Any advancement of
the ESDs, including a single day, will be considered by sources of supply as an
improvement. Management decisions, designed to improve ESDs, should include one
or more of the following, and/or any other additional actions that will improve the ESDs:

C4.7.20.7.1.1. Cannibalization of existing equipment.

C4.7.20.7.1.2. Acceleration of repair programs.

C4.7.20.7.1.3. Offers of I & S items.

C4.7.20.7.1.4. Diversion of materiel shipments.

C4.7.20.7.1.5. Supply from reserve assets.

C4.7.20.7.1.6. Supply from known station or depot excess stocks.

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C4.7.20.7.1.7. Supply resulting from screening of materiel held
pending classification.

C4.7.20.7.2. ESD Improvement Considerations. During the course of

actions taken to improve ESDs, follow-up inquiries will not be construed by sources of
supply as authority to override any requirements of equal and/or higher priority.
Consideration will not be given to diversion of any assets required to satisfy
requirements of equal and/or higher priority.

C4.7.20.7.3. Improving ESD. When determination is made that

requested improvement in ESDs can be accomplished, the revised ESDs will be
transmitted to status recipients. When actions taken by management do not result in
improved ESDs, status recipients will be provided with the latest status applicable to the
requisitions concerned.

C4.7.20.7.4. Source of Supply Status. Sources of supply, in receipt of

follow-ups on requisitions for which MROs were created directing lateral redistribution of
retail stock, will provide applicable status as follows:

C4.7.20.7.4.1. If the current status is BA and the ESD or the

UMMIPS timeframes, whichever applies, has not passed, provide Status Code BA with
the appropriate ESD to the requisitioner.

C4.7.20.7.4.2. If the current status is BA and the ESD or the

UMMIPS timeframes has passed, provide Status Code B5 to the requisitioner and send
a DLMS 940R, Materiel Release, with Transaction Type Code NB to the reporting
activity. Sources of supply in receipt of responses to follow-ups will send appropriate
status to eligible recipients using section C4.7. procedures.

C4.7.20.7.4.3. If the current status is positive shipping status,

provide a DLMS 856S with Transaction Type Code AS.

C4.7.20.7.5. Retransmitting Inquiries. Processing points retransmitting

requisition inquiries to another source of supply for continued action will cite their
DoDAAC as the FROM-address. Processing points receiving such retransmitted
transactions will not automatically retransmit such transactions back to the processing
point from which the transaction was received without obtaining the prior agreement of
that activity.

C4.7.21. Force-Closed MRCs. After generating pseudo shipment status

transactions for unconfirmed MROs under subparagraph C4.7.20.4., sources of supply
will hold the MRO record open pending an MRA response (under Chapter 10). If an
MRA response is received, use it to close the record. For shipments to SA recipients,
the source of supply may elect to use the MRA data or generate a DLMS 940R,
indicating the mode of shipment and date shipped from the MRA, to interface with
billing. If an MRA response is not received within the initial and follow-up timeframes,
the source of supply may force-close the MRO. For shipment to SA recipients, sources
of supply will ensure that proper inventory accounting and billing procedures are

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applied. In response to an MRA indicating non-receipt, the source of supply may force-
close the open MRO and bill for the materiel, or reprocess (ship) the materiel based
upon established dollar thresholds.

C4.7.22. Processing Redistribution Orders (RDO)

C4.7.22.1. RDOs are originated by an ICP/IMM to direct release of materiel

from a supply distribution activity to another within the same distribution system.

C4.7.22.2. For intra-Service use, an RDO may be used to direct release and
shipment of materiel from a post, camp, station, or base to another similar activity within
the Service’s distribution system to satisfy a specific Service demand.

C4.7.22.3. For intra-DLA use, an RDO may be used to redistribute DLA stock
from a DLA Distribution Center to the contractor location in support of the DLA’s
Industrial Product-Support Vendor (IPV) program (refer to Chapter 28).

C4.7.22.4. Prepare RDOs using the DLMS Implementation Convention

940R.

C4.7.23. Processing Requisition and MRO Modifiers

C4.7.23.1. Source of Supply Processing. Sources of supply will process a

DLMS 511M, Requisition Modifier transaction to provide for modification of requisitions
on backorder or for which MROs have not been processed to storage or retail activities.
The corresponding original requisitions in process, and materiel obligations, will be
recycled under DoD Component policy and normal processing actions will be continued
to accommodate the modified PD, special requirements code, or RDD/RDP.

C4.7.23.1.1. Modification. Modification of MROs is at the discretion of

the DoD Components. However, modifications will not be processed against
requisitions for which MROs of retail assets have been generated.

C4.7.23.1.2. Direct Delivery Modification. Modification of requisitions

that have been submitted to procurement sources for direct delivery is not required,
except for requisition modifier transactions that contain:

C4.7.23.1.2.1. A revised country FMS offer/release option code

and/or FF code.

C4.7.23.1.2.2. Special Requirements Code 555.

C4.7.23.1.2.3. Changes to the SHIP-TO address.

C4.7.23.1.3. Split Actions. The application of modifiers on requisitions

for which split actions have been taken by the source of supply is at the option of the
DoD Components.

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C4.7.23.1.4. Source of Supply Status. Sources of supply will provide
status (DLMS 870S) after processing requisition modifier transactions as follows:

C4.7.23.1.4.1. Invalid Transaction Entries. When the modifier

transaction contains invalid entries for data elements listed in paragraph C4.5.1. or the
DoDAAC authority code edits in paragraph C4.10.11., the modifier request will be
rejected using Status Code D7.

C4.7.23.1.4.2. Requisition Modifier Transaction Not Honored.

When the requisition modifier transaction is not honored because the requested
modifications cannot be made, sources of supply will provide Status Code B2 to the
activities designated on the unmodified requisition.

C4.7.23.1.4.3. Modifications Successfully Processed. When the

requested modifications have been successfully processed, Status Code BK will be
provided.

C4.7.23.1.5. In addition, when modifier transactions are processed,

sources of supply will provide the latest supply or shipment status to all parties identified
in the original or modified requisition transaction.

C4.7.23.1.6. Sources of supply will process requested modifications

only when all data fields can be modified, as requested. If this cannot be done, reject
the modifier using DLMS 870S with Status Code B2.

C4.7.23.2. Submitting Modifier Transactions to Storage Activities. When the

DoD Components modify MROs, submit a modifier transaction (DLMS 940R) to the
applicable storage activity. Prepare the DLMS 940R modifier transaction as a result of
processing the requisition modification.

C4.7.23.2.1. Storage activities, upon receipt of MRO modifier

transactions, will modify the original MRO whenever the modifier is received prior to the
actual printing of the DD Form 1348-1A, ”Issue Release/Receipt Document.” This will
be accomplished by matching the document numbers of modifier transactions with
document numbers of MROs having been previously received, including a match of
suffix codes.

C4.7.23.2.2. These modified transactions will be processed in the

normal manner prescribed for MROs.

C4.7.23.2.3. When storage activities receive MRO modifier transactions

for which they have no record of the original MRO, they will process the modifier
transactions as new MROs.

C4.7.23.2.4. Storage activities will provide DLMS 945A with Status

Code B2 or BK to advise sources of supply when requested modifications are or are not
accomplished.

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C4.7.23.3. Referring Activity Processing. When requisition modifications are
referred to another source of supply, the referring activity will identify the activity to
which the requisition was referred as well as their own activity in the transaction and
retransmit. Processing points receiving such passed transactions will not automatically
pass such transactions back to the processing point from which the transaction was
received without obtaining the prior agreement of that activity.

C4.7.24. Processing Single Line-Item Cancellation Requests. Sources of supply,

procurement, storage, and reporting activities will process single line-item cancellations,
as prescribed herein.

C4.7.24.1. Preventing Shipment of Unwanted Materiel. Sources of supply,

procurement, and storage, and reporting activities are responsible for exercising the
fullest practical resourcefulness in preventing the issue and shipment of unwanted
materiel. The practical considerations involved in processing cancellation requests
include such factors as time, related packing and handling costs, the dollar value, and
location of materiel for which cancellation is requested.

C4.7.24.2. General Rules. General rules for the disposition and diversion of
materiel that has been shipped are as follows:

C4.7.24.2.1. Sources of supply are responsible for providing diversion

and/or disposition instructions for all items under their control destined for OCONUS
that have progressed to the point where procurement actions cannot be terminated or
shipment into the DTS has occurred. When OCONUS shipments have been lifted from
CONUS terminals, the responsibility for diversion or disposition is that of the consignee,
the appropriate theater commander, or the DoD Component.

C4.7.24.2.2. Sources of supply may request diversion or disposition

instructions from the DoD Component contact points designated on the Defense
Logistics Management Standards Website for both nonstocked and non-NSN items.
However, sources of supply may, based on their stock position, divert materiel to depot
stock.

C4.7.24.2.3. The DoD Components may predetermine and designate

alternate consignees so that the DoDAAC of these activities may be inserted in later
supply and/or transportation transactions. These predetermined destinations will be
based on considerations as stated above, and may vary by NSN, FSC, or Federal
Supply Group (FSG).

C4.7.24.2.4. When OCONUS shipments cannot be diverted or held for

disposition, storage, and procurement, activities will advise sources of supply when
elements of the DTS were unable to accomplish the desired shipment diversion or hold.
The source of supply will provide a DLMS 856S to all eligible recipients of status.
These transactions will contain a date, as provided by the clearance authorities, on
which the shipment was lifted from the terminal for delivery OCONUS.

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C4.7.24.2.5. When diversion of OCONUS shipments is accomplished by
the DTS, sources of supply will furnish a DLMS 870S with Status Code B6 to all
authorized status organizations. The advice of actions taken by the DTS will be
provided under DTR 4500.9-R.

C4.7.24.2.6. Sources of supply will automatically initiate cancellation

action for unfilled quantities of materiel obligations or open requisitions upon deletion
from the DoDAAD of a DoDAAC identified as requisitioner, ship-to, or bill-to activity.
Applicable supply and shipment status will be furnished to authorized recipients and, in
the event DAAS does not have a recorded DoDAAC, the status will be disposed of.

C4.7.24.2.7. Costs incurred in cancellations/diversion will be billed as

provided in subparagraph C4.7.28.6.

C4.7.24.2.8. No attempt will be made to stop or divert shipments to

CONUS (domestic) consignees once released for shipment, regardless of the mode of
shipment.

C4.7.25. Reserved

C4.7.26. Reserved

C4.7.27. Source of Supply Processing of Single Line-Item Cancellation Requests.

Process cancellation requests DLMS 869C, as follows:

C4.7.27.1. First, against backorders in the following order of assigned Status

Codes: BB, BC, BD, BP 21 BZ, and BV.

C4.7.27.2. Second, against unconfirmed shipments (Status Code BA).

C4.7.27.3. Third, confirmed OCONUS shipments DLMS 945A, when shipped

(to surface/aerial POEs and SEAVAN assembly points) prior to ICP receipt of
cancellation requests in less than 45 calendar days for surface mode and 10 calendar
days for air mode.

C4.7.27.4. Fourth, against all other status.

C4.7.28. Processing Point Procedures. Processing points receiving passed

follow-up transactions will not automatically pass such transactions back to the
processing point from which the transaction was received without obtaining prior
agreement of that activity.

C4.7.28.1. Initiating. Initiate/accomplish cancellation actions against the

quantity in the cancellation request received.

21
Staggered implementation authorized. Refer to ADC 93A.

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C4.7.28.2. Editing. Edit cancellations processed to preclude duplicate
cancellations. As a minimum, this edit will compare quantity, document number, suffix,
and preparation date. Discard duplicates. Process all other cancellations as received.

C4.7.28.3. Processing. Process cancellation requests, regardless of dollar

value or quantity, to immediately cancel quantities for which MROs and purchase
requests have not been submitted to the storage, reporting, or procurement activities.

C4.7.28.4. Quantity Limits. If the quantity in the cancellation request is equal

to, or less than, the backorder quantity at the source of supply (Status Code BB, BC, or
BD), effect cancellation immediately and send a DLMS 870S with Status Code BQ to all
authorized status organizations. Since cancellation action cannot be effected
immediately on requisitions in Status Code BV, send a DLMS 870S with Status Code
B9 to all authorized status organizations.

C4.7.28.5. Diversions. When cancellation requests are against released

shipments or direct vendor delivery with Status Code BV, the source of supply will
consider diversion of the materiel to depot stock or to fill other demands/backorders, or
contract termination, as appropriate. The foregoing also applies to nonstocked and
non-NSN materiel at S/A option, when there is a foreseeable demand for the item.

C4.7.28.6. Status. In the event the above actions are taken, use a DLMS
870S with Status Code B4 to indicate that the organization identified in the canceled
requisition may be billed as follows:

C4.7.28.6.1. Transportation costs for returning the materiel to storage

and/or procurement termination costs when it is determined that termination is in the
best interest of the Government.

C4.7.28.6.2. Specific instructions concerning materiel, transportation

charges, and credit allowances are contained in the MILSBILLS procedures
documented in DLM 4000.25, Volume 4, Finance.

C4.7.28.6.3. In addition to the above costs, when applicable, the source

of supply will bill rebuilding costs and other expenses incurred in canceling SA
requisitions under DoD 5l05.38-M.

C4.7.28.6.4. Charge for transportation (such as terminal costs

associated with stopping, holding, and returning materiel to depots or storage) and
procurement termination costs incidental to actual diversion/cancellation of FMS
requisitions under DoD 5105.38-M.

C4.7.28.7. Reversals. Demand data previously recorded will be reversed by

the quantity of the cancellation request. The demand data must always be adjusted
regardless of the outcome of processing the cancellation request.

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C4.7.28.8. Notification. Provide notice of the success or failure of
cancellation or diversion actions to all authorized status organizations under section
C5.2. Use the supply or shipment status to provide this notice as follows:

C4.7.28.8.1. DLMS 870S with Status Code B4, B6, BQ, BR, or BS to
indicate cancellations/diversions accomplished.

C4.7.28.8.2. DLMS 870S with Status Code B9 to indicate

cancellation/diversion action being attempted.

C4.7.28.8.3. DLMS 856S with shipment status to indicate

cancellation/diversion not accomplished.

C4.7.28.8.4. DLMS 870S with Status Code B8 to indicate cancellation

not accomplished as a follow-up to the previously sent Status Code B9.

C4.7.28.8.5. DLMS 870S with Status Code BF to indicate no record of

the transaction reference number for the cancellation request submitted.

C4.7.28.8.6. DLMS 870S with an appropriate B_, C_, or D_ series

status code for those transactions showing a record of a previous cancellation or
rejection.

C4.7.29. Source of Supply Submission of Single Line-Item Cancellation/Diversion

Requests to Procurement

C4.7.29.1. Using DLMS 869C. Use a DLMS 869C to prepare cancellation

requests. Cite the appropriate contract data when sending cancellation requests to
procurement. Identification of the contract data or procurement/purchase request
number (PRN) will be dependent upon whether a number is assigned to a contract and
is known to the source of supply at the time of receipt of the cancellation request. When
the PRN is used, indicate the DoDAAC of the consignee to which to divert the shipment.
When the source of supply does not desire diversion, do not indicate a diversion
address.

C4.7.29.2. Required Information. All requests for cancellation/diversion

submitted to the procurement activity will contain the following minimum information:

C4.7.29.2.1. Notification that the transaction is a request for cancellation

or diversion.

C4.7.29.2.2. Identification of the source of supply submitting the

request.

C4.7.29.2.3. The stock or part number or description of the item

involved.

C4.7.29.2.4. The quantity of the item to be canceled/diverted.

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C4.7.29.2.5. The original requisition document number and the suffix
code, if applicable.

C4.7.29.2.6. Identification of the ship-to and mark-for addresses, as

contained in the applicable purchase request.

C4.7.29.2.7. All contract data, if known; otherwise, the PRN and date of
the purchase request.

C4.7.29.2.8. Diversion or hold instructions to include coded and in-the-

clear, ship-to, and mark-for addresses for shipment, if diversion is to be accomplished.

C4.7.29.3. Cancellation/Diversion Requests. Submit cancellation/diversion

requests to procurement activities:

C4.7.29.3.1. Regardless of dollar value and/or quantity, when the

purchase requests have been submitted but the contracts have not been awarded. This
applies to items and/or quantities assigned Status Code BZ.

C4.7.29.3.2. For items and/or quantities on awarded contracts and/or

purchase agreements and the dollar value of the cancellation/diversion action exceeds
$200.

C4.7.29.4. Source of Supply Responsibilities. Sources of supply will decide

whether to suspend or continue the cancellation, diversion, or hold actions. Decisions
to continue cancellations or diversions will be provided to procurement activities by
cancellation request documents prepared in the manual format and containing the
notation: SOURCE OF SUPPLY DECISION FOR CANCELLATION OR DIVERSION.
Sources of supply will advise the ILCO of contractual agreements that will result in cost
conditions if cancellations, diversions, or holding are accomplished. ILCOs will decide
whether the cancellation, diversion, or hold actions will be suspended or continued.
Decisions to continue cancellations or diversions will be sent to the source of supply by
narrative message containing the notation: ILCO DECISION FOR CANCELLATION OR
DIVERSION.

C4.7.29.5. Exceptions to Cancellation/Diversion Requests. Do not submit

cancellation/diversion requests or requests for determination whether cancellation is in
the best interest of the Government to procurement activities when:

C4.7.29.5.1. The dollar value of the request is less than $200.22

22
As an exception for intra-Component use only, cancellation/diversion may be submitted to procurement
regardless of dollar value when critical/short supply items are affected.

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C4.7.29.5.2. DD Form 250, “Material Inspection and Receiving Report,”
shipment performance notice (SPN), vendor shipment notice, or equivalent is on record
indicating:

C4.7.29.5.2.1. Shipments to CONUS consignees were released to

carriers regardless of dollar value.

C4.7.29.5.2.2. Shipments to OCONUS consignees were previously

released to carriers, and the number of days prescribed above have elapsed (10
calendar days’ air/45 calendar days’ surface).

C4.7.29.5.2.3. Shipment/delivery by air mail or parcel post. In this

case, shipment status will be sent in response to cancellations received.

C4.7.29.6. Notice of Cancellation/Diversion Actions. Send notice of the

success or failure of cancellation or diversion actions to authorized status organizations
under the procedures of Chapter 5. Use supply and/or shipment status to provide this
notice as follows:

C4.7.29.6.1. DLMS 870S with Status Code B4, B6, BQ, or BS applies to
cancellations/diversions accomplished.

C4.7.29.6.2. DLMS 870S with Status Code B9 indicates

cancellation/diversion action being attempted.

C4.7.29.6.3. DLMS 856S with shipment status indicates

cancellation/diversion not accomplished.

C4.7.29.6.4. DLMS 870S with Status Code B8 indicates cancellation not

accomplished when Status Code B9 previously sent.

C4.7.30. Procurement Activity Processing of Single Line-Item Cancellation and/or

Diversion Requests to Procurement

C4.7.30.1. Processing Sequence. DLMS 869C and manual

cancellation/diversion requests will be processed in PD sequence.

C4.7.30.2. Immediate Cancellation. Immediate cancellation action will be

taken when contracts have not been awarded and/or firm orders have not been
issued/placed.

C4.7.30.3. Procurement Activity Responsibilities. Procurement activities will

advise the source of supply of contractual agreements that may result in unfavorable
cost conditions if cancellation, diversion, or holding actions are accomplished. Sources
of supply will decide whether the cancellation, diversion, or hold actions will be
suspended or continued. Decisions to continue cancellation or diversion will be sent to
procurement activities by cancellation request documents prepared in the manual

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format and containing the notation: SOURCE OF SUPPLY DECISION FOR
CANCELLATION OR DIVERSION.

C4.7.30.4. Cost of Diversion. The cost of diversion or shipment hold actions

will be sent to the source of supply for appropriate billing. Costs incurred in contract
termination and diversion will also be sent to sources of supply to permit appropriate
billing.

C4.7.30.5. Procurement Actions with Clearance Authorities. Procurement

activities are required to initiate actions with clearance authorities to cause diversion of
shipments at terminals. Procurement activities requiring diversion instructions, when a
new consignee is not provided, will request these instructions from the source of supply
by telephone or message.

C4.7.30.6. Actions Not in Government’s Best Interest. When the above

cancellation/termination or diversion/hold actions would not be in the best interest of the
Government, the source of supply will be advised and requested to give a decision by a
specified date.

C4.7.30.7. Initiating Contract Actions. Actions to cancel, divert, or terminate

contracts will be initiated within one working day from receipt of cancellation requests.
These actions must be completed as fast as possible, but will not exceed five working
days for PD 01-08 requests and 10 working days for PD 09-15 requests. When multiple
cancellation requests are received on the same day, consideration will be given to the
priority of the requests, OCONUS destination, the dollar value of the materiel, and the
status of the contract involved.

C4.7.30.8. Source of Supply Notification. The procurement activity will

advise the source of supply the attempted stop/diversion action has/has not been done
by DTS within two working days of receiving the confirmation/denial notification from
DTS.

C4.7.31. Source of Supply Processing of Cancellation Requests for MROs of

Retail Assets

C4.7.31.1. Requirements. Source of supply cancellation requests, DLMS

940R, will be sent to reporting activities regardless of dollar value and quantity when
Status Code BA is recorded, but shipment status has not been received. The source of
supply will send DLMS 870S with Status Code B9 to all eligible recipients. If shipment
status has been received, provide this status to all eligible recipients.

C4.7.31.2. Status Reporting. Sources of supply in receipt of responses to

cancellation requests will send appropriate status to all eligible recipients.

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C4.7.32. Source of Supply Submission of Single Line-Item Cancellation and/or
Diversion Requests to Storage Activities

C4.7.32.1. Requirements. Source of supply cancellation requests or follow-

ups on cancellation requests, DLMS 940R, will be sent to storage activities:

C4.7.32.1.1. Regardless of dollar value and quantity when Status Code

BA is recorded, but an MRC has not been received; this applies to PD 01-15
requisitions/MROs for U.S. Forces, CONUS and OCONUS, and SA.

C4.7.32.1.2. When MRC is recorded on an OCONUS shipment

released to a carrier for shipment to POE, less than 45 calendar days by surface mode
or less than 10 calendar days by air mode, and the dollar value of the shipment exceeds
$200.

C4.7.32.2. Diversions. DLMS 940R will identify the DoDAAC of the activity to
which shipments will be diverted when shipment has already been released. When the
source of supply does not desire or cannot provide diversion to a specific activity, do not
indicate a diversion address. In the latter case, the source of supply will obtain and
provide alternate destinations, if requested, by storage activities.

C4.7.32.2.1. Attempted Diversions. In the case of an attempted

diversion, the source of supply will send DLMS 870S with Status Code B9 to authorized
status organizations.

C4.7.32.2.2. Exceptions. Sources of supply will not send storage

activities requests for cancellation/diversion when:

C4.7.32.2.2.1. In receipt of the MRC at the time of receipt of a

cancellation request and the item requested for cancellation has a line-item value of
less than $200 and is for an OCONUS shipment.

C4.7.32.2.2.2. Receipt of an MRC and OCONUS shipment has

been done by parcel post, priority mail, or UPS.

C4.7.32.2.2.3. The MRC is recorded on an OCONUS shipment

released to the carrier for shipment more than 45 calendar days by surface mode or 10
calendar days by air mode prior to receipt of the cancellation request.

C4.7.32.2.2.4. Receipt of the MRC and shipment to a CONUS

activity was done prior to the receipt of the cancellation request.

C4.7.32.2.3. Shipment Status Reporting. In the instances described

above, send DLMS 856S to authorized status organizations.

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C4.7.33. Storage Activity Processing of Single Line-Item Cancellation and/or
Diversion Requests

C4.7.33.1. Processing Cancellations. Process cancellations using DLMS

940R in the sequence prescribed in paragraphs C4.7.1.2, and C4.7.27.

C4.7.33.2. Maintaining Records. Maintain records to allow a determination

whether line items shipped were in single-line or multi-line shipment units and the
respective dollar value of each. This allows identification of shipment units susceptible
to cancellation and determination whether cancellation actions should be continued
under the following policies and procedures.

C4.7.33.3. DoD Component Data Processing. To the extent that processing

capability is available, the DoD Components will develop and maintain data to:

C4.7.33.3.1. Allow identification of the depot work area to which

shipment processing should have progressed. Work areas for consideration are shown
in Table C4. T2.

Table C4. T2. Depot Work Area Identification

SHIPMENT
COMPUTER STORAGE PREPARATION SHIPPING

Mechanized processing Bin Area Preservation Consolidation

of DLMS 940 - Materiel Bulk Area Packaging Air Freight
Releases and output of
Packing Motor (Truck) Freight
DD Forms 1348-1A and
stop shipment notices Consolidation Rail Freight
Parcel Post

C4.7.33.3.2. Include the maximum time experienced in processing DD

Form 1348-1A or 1348-2, ”Issue Release/Receipt Document with Address Label,”
shipments in each of the above work areas (within total time allowed by DoDM 4140.01
from receipt of MRO to release to transportation). Such data would provide a basis for
determining the work areas where stop shipment action could be taken on receipt of a
source of supply cancellation request to the storage activity. Also, consider the
transaction priority as it affects processing time in hours versus days.

C4.7.33.4. Routing. The storage activity, upon receipt of a cancellation

request DLMS 940R from the source of supply, will determine the appropriate work
area(s) to which the stop shipment notices would be sent when cancellation of an in
process DD Form 1348-1A shipment is required. Stop shipment notices will include
pertinent line-item/transaction identification, priority, and information whether a single-or
multi-line shipment unit, is involved. A separate stop shipment notice will be issued to
the current work area and every other work area through which the shipment would later
be processed.

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C4.7.33.5. Cancellation. Do cancellation for all items/quantities for which a
DD Form 1348-1A has not been released to storage work areas.

C4.7.33.6. Release to Storage Work Area. Attempt cancellation for all

items/quantities for which a DD Form 1348-1A has been released to storage work areas
and there is no record of transportation release to a carrier, unless:

C4.7.33.6.1. The dollar value is less than $25 for a single line-item
shipment unit.

C4.7.33.6.2. The dollar value of a single line-item packed in a

consolidated shipment unit is less than $200.

C4.7.33.7. Source Notification. The storage activity will advise the source of
supply and, if applicable, all authorized status organizations of actions taken in
response to cancellation requests. Send this notice as follows:

C4.7.33.7.1. When the storage activity has no record of the MRO

receipt, provide Status Code BF using a DLMS 945A.

C4.7.33.7.2. When the items have not left the depot and cancellation
action is accomplished, respond only to the source of supply with a DLMS 945A with
Status Code BQ.

C4.7.33.7.3. When cancellation is not attempted under the less than

$25/$200 criteria, the storage activity will send the source of supply a DLMS 945A with
Status Code B8.

C4.7.33.7.4. When the items have been released to a carrier in

shipments destined to a CONUS customer, take no action to stop/divert the materiel
beyond the point of shipment. Send the source of supply a DLMS 945A with Status
Code B8 (Transaction Type Code NJ in the WO6 segment) and pertinent shipping
information in the applicable segments.

C4.7.33.7.5. When the items have been released to a carrier in

shipments destined for an OCONUS consignee, the storage activity will initiate actions
under DTR 4500.9-R to stop or divert shipments within the DTS. Send Status Code B9
to the source of supply via a DLMS 945A.

C4.7.33.7.6. The storage activity will not initiate action to stop or divert
OCONUS shipments within DTS when:

C4.7.33.7.6.1. The items are consolidated in a multi-line shipment

unit.

C4.7.33.7.6.2. The items were in OCONUS shipments released to

carriers for shipment more than 45 calendar days by surface or more than 10 calendar
days by air prior to receipt of the cancellation request.

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C4.7.33.7.6.3. The items were shipped to OCONUS customers by
priority mail, parcel post, or UPS.

C4.7.33.7.6.4. A single line-item shipment has a total dollar value

of less than $200.

C4.7.33.7.6.5. The single line-item shipment unit has a total dollar

value of less than $1,000 and was shipped in consolidation with other shipment units in
a larger container, such as a CONEX and SEAVAN.

C4.7.33.8. Status Notification. Following receipt of confirmation that

shipment stop or diversion action has been accomplished by DTS, the storage activity
will provide Status Code B6 to the source of supply.

C4.7.33.9. Stop/Diversion Non-Initiated. When the storage activity does not

initiate stop or diversion action with DTS because of one of the conditions identified
above or, when notified that a requested stop or diversion action has not been done by
DTS, the storage activity will send to the source of supply a DLMS 945A with Status
Code B8 (Transaction Type Code NJ in the WO6 segment) and pertinent shipping
information in the applicable segments.

C4.7.33.10. Notification Requests. Storage activities requiring diversion

instructions when applicable information is not included in the cancellation request will
request such instructions from the source of supply by telephone or message.

C4.7.33.11. Processing Time. Storage activities must complete the above

actions in two working days for PDs 01-08 and five working days for PDs 09-15.

C4.7.33.12. Status of Stop/Diversion Request. The storage activity must

advise the source of supply the attempted stop or diversion action has or has not been
done by DTS within two working days of receiving the confirmation or denial notification
from DTS.

C4.7.34. Reporting Activity Processing Cancellation Requests for Lateral

Redistribution Orders (LRO) of Retail Assets

C4.7.34.1. Cancellation. Reporting activities will attempt cancellation to the

maximum extent possible.

C4.7.34.2. No LRO Record. When the reporting activity has no record of the
LRO receipt, send the source of supply a DLMS 945A with Status Code BF.

C4.7.34.3. Cancellation not Possible. When cancellation cannot be done,

send the source of supply a DLMS 945A with Status Code B8.

C4.7.34.4. Successful Cancellation. When cancellation can be done, send

the source of supply a DLMS 945A with Status Code BQ.

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C4.7.34.5. Diversion. The reporting activity will not attempt diversion of
materiel confirmed shipped.

C4.7.35. Direct Vendor Delivery on Requisitions

C4.7.35.1. Supply Activity Interface. In instances where requisitions are

done by DVD, an interface is required between supply and purchasing operations. This
interface will result in an interchange of specific information and documentation between
sources of supply and procurement activities to ensure:

C4.7.35.1.1. Transmission of status to designated recipients in an

orderly and timely fashion.

C4.7.35.1.2. Proper marking of shipment containers.

C4.7.35.1.3. Delivery of materiel using priorities or RDDs.

C4.7.35.2. Purchase Requests. Purchase requests must contain specific in-

the-clear and coded data, as specified below, that must be perpetuated on procurement
instruments and related transactions:

C4.7.35.2.1. The original requisition number, including suffixes when

assigned.

C4.7.35.2.2. In-the-clear, ship-to address of the ultimate consignee and

mark-for address, when applicable.

C4.7.35.2.3. Project code and project name, if applicable.

C4.7.35.2.4. Schedule of deliveries using RDDs or RADs, as applicable.

List items on procurement requests in descending sequence of delivery or availability
dates. (A separate requisition number is required for each delivery date, consignee,
and priority.) This sequence will provide for listing items with earliest dates first and will
result in the required schedule of deliveries.

C4.7.35.2.5. Identification and address of the organization to receive the

notice or evidence of shipment made by contractors as required by Defense Federal
Acquisition Regulation Supplement (DFARS) Appendix F.

C4.7.35.3. DVD Requisitions. Identify requisitions to be supplied by DVD

sources separately from stock replenishment buys on purchase requests.

C4.8. ARMY EXCHANGE REPARABLE PRICING PROCESS

C4.8.1. The Army approach to the Exchange Pricing (EP) is a multi-system

functionality implementation. EP employs a dual pricing system for reparable NSN
items based upon standard price (latest acquisition cost plus recovery rate), EP (latest
repair cost plus cost recovery rate), and a “buy one – return one” relationship with the

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customer. That is, a qualified exchange pricing customer buys at the EP and pays a
penalty if a reparable is not turned-in within a specified period of time from the issue
date. This process is applicable to Army customers and Army-managed materiel only;
other Services will continue to pay Standard Price and receive 65% credit exchange
upon receipt of carcass by the Army PICA.

C4.8.2. Once an item of supply is identified for a national repair program and the
NIIN has an established Exchange Price, all requisitions for the items will be priced at
the Exchange Price if the customer is an authorized EP customer.

C4.8.3. When a requisition submitted to the Supply Support Activity (SSA) is

processed by the Standard Army Retail Supply System (SARSS), SARSS will
determine if both the customer DoDAAC is an EP customer, and the NIIN has an
established EP indicator. As this transaction is processed through the Army supply
system, middleware, Funds Control Module (including EP Tracking), DAAS, Commodity
Control Supply System (CCSS), and Army Logistics Modernization Program (LMP), the
EP indicator will be used to identify the transaction as EP related. All the legacy
systems will continue processing the legacy 80 record position transactions; LMP will
process DLMS transactions that are converted by Transaction Services.

C4.8.4. All related supply transactions prepared by Army will carry and perpetuate
the EP Indicator. As a result of the EP implementation the following transactions are
impacted: Requisition; Requisition Modifier; Requisition Follow-up; MRO; and Supply
Status. The returns process will also process EP related transactions. The Materiel
Receipt Transaction will be generated by SARSS for all returns of EP NIINs, and will
include an EP Type of Credit indicator for unserviceable credit when applicable, as well
as an EP conversion indicator to identify the need to provide credit according to the pre-
EP credit policy, that lasts for 60 calendar days following the implementation of EP.

C4.8.5. If the return is in an un-repairable condition code or the item is not

returned within the established timeframe (Delta Delay Days), the National Level
systems (LMP, CCSS) will create an obligation adjustment based on the receipt from
Middleware Funds Control Module of a Materiel Returns Supply Status (Delta Bill
Trigger) Transaction. As a result of processing the delta bill trigger the national systems
will create the logistics/interfund bill transaction with an EP Indicator and type bill code
to identify the specific type of EP bill to the Army financial system.

C4.9. NAVY EXCHANGE REPARABLE PRICING PROCESS

C4.9.1. Navy uses a two-tier pricing system for selling Depot Level Reparable
materiel to Navy customers. The Navy sells DLRs to other Services at full (standard)
price and then provides carcass value credit when the carcass is returned. This is the
same method the Air Force and Army use when selling reparable items to the Navy.
The Standard Price is the price representing the full value of the DLR item, and is the
price charged when a Not Ready for Issue (NRFI) unit (also referred to as a ‘Carcass’)
is not turned in. The Net Price (also referred to as Exchange Price) is the price that
represents the cost of repairing a DLR item, and is the price charged to customers when

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a NRFI unit has been or will be turned in. Navy customers indicate on their requisitions
whether or not a NRFI unit is available for turn-in via the Advice Code, and they are
then charged Net or Standard Price accordingly.

C4.9.2. Requisitions received indicating that a carcass will be returned are tracked
in the Navy’s Carcass Tracking System. This system monitors these requisitions and
matches them with carcass returns as they occur. This system also generates follow-
ups to customers who have not returned their carcasses as promised. Ultimately, the
system triggers an additional charge to the customer, if the carcass is not returned.
Navy uses the term Carcass Charge for this additional billing; it represents the
difference between Standard Price and Net (Exchange) Price. This additional billing is
also referred to as a Delta Bill. If the customer returns the carcass after receiving the
Carcass (Delta) Bill, then the additional billing is reversed, resulting in a Carcass
Charge Reversal (Credit Delta Bill). Navy customers may also return excess DLRs for
credit. The credit can be Standard, Net, or Carcass value.

C4.9.3. Under MILSBILLS legacy 80 record position billing, the Navy ICPs use the
Sales Price Condition Code to indicate to customers that a particular bill is either Net
(Exchange) Price or Carcass (Delta) Price. Once operational, Navy’s Enterprise
Resource Planning will replace the Navy ICP’s legacy MILSBILLS billing system with a
DLMS based system. Since DLMS does not utilize a Sales Price Condition Code, Navy
will use a combination of Stock Exchange Code and Type of Bill Code to indicate on the
bill that the price charged is Standard, Net, or Carcass price. The DAAS will convert
Navy DLMS bills back to MILSBILLS legacy 80 record position format for any Navy
customers unable to accept DLMS formats.

C4.10. DEFENSE AUTOMATIC ADDRESSING SYSTEM EDIT OF INCOMING

REQUISITIONS

C4.10.1. DAAS will edit all incoming requisitions and other DLMS transactions for
data errors and validity under procedures in DLM 4000.25-4, “Defense Automatic
Addressing System.”

C4.10.2. As a result of these edits, DAAS will correct data entries or reject
transactions. In case of source of supply errors, the correct source of supply will be
entered and the transaction rerouted, as appropriate.

C4.10.3. DAAS will reject all requisitions/ FedMall orders containing GY/GZ series
AACs. DAAS will send DLMS 870S transactions with Status Code CX to advise all
concerned of rejection of the requisition.

C4.10.4. DAAS will recognize the enhanced DLMS capability to discretely identify
different DoDAACs as the requisitioner, ship-to, and bill-to activities as a DLMS
enhancement. 23

23
Refer to ADC 1009A.

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C4.10.4.1. DAAS will perform validation to ensure that only FedMall
generated requisitions contain the FedMall DoDAAC SC4210 as the bill-to DoDAAC.
When shipment to an activity other than the requisitioner is required, the FedMall
DoDAAC will be included as the bill-to activity in the DLMS transaction in association
with Fund Code XP and Signal Code L. This construct is used to identify
purchase/credit card as the method of payment. Requisitions using this construct
outside FedMall will be rejected. DAAS will send a DLMS 870S transaction with Status
Code CX to advise all concerned of the rejection.

C4.10.4.2. While maintaining a mixed DLMS/MILSTRIP Legacy environment,

DAAS will perform validation to ensure DLMS requisitions discretely identifying the bill-
to DoDAAC in conjunction with Signal Code C or L do not conflict with the bill-to activity
identified in the Fund Code to Billed DoDAAC Conversion Table (refer to DLM 4000.25,
Volume 4, Appendix 1.2). Inconsistent requisition content will be rejected. DAAS will
send a DLMS 870S transaction with Status Code CX to advise all concerned of the
rejection.

C4.10.5. DAAS will pass DLMS 511R part-numbered (DIC A02 and A0B)
requisitions to the RIC present in the incoming transaction.

C4.10.6. DAAS will validate requisitions for invalid/expired OSD/JCS Category D

project codes. DAAS will blank out the inappropriate project code and send DLMS 870S
with Status Code BK to the customer.

C4.10.7. DAAS will validate F/AD I usage through the requisitioning process.
Requisitions with an unauthorized priority designator will be downgraded. DAAS will
send DLMS 870S with Status Code BK to the customer.

C4.10.8. DAAS will perform validation of requisitions (DLMS 511R, DLMS 511M,
517M, and DLMS 869F) for accuracy and reasonableness of the entry in the RDD field
and its compatibility with the PD. DAAS will send a DLMS 870S with Status Code BK to
advise the requisitioner of the resulting modification. For SA requisitions forwarded to
the applicable ILCO, DAAS will not blank out customer input. DAAS will perform PD
and RDD edits according to Table C4. T1.

C4.10.9. DAAS will identify non-appropriated instrumentalities and prime vendor

contractors using non-contractor DoDAACs for billing and provide for billing under non-
interfund procedures by changing the fund code for these requisitions to XP. A DoD
Prime Vendor contractor is identified as a DoDAAC beginning with SD. A non-
appropriated funded activity is identified as a DoDAAC beginning with FT or FF. DAAS
will send a DLMS 870S with Status Code BK to the customer.

C4.10.10. DAAS will perform validation of requisitions for authorized ordering or

billing DoDAACs. Reject requisitions when the requisitioning DoDAAC is not authorized
to order, identified as follows: DoDAACs beginning with F followed by all numeric, FA,
or FY. Reject requisitions when the DoDAAC may not be used for billing, identified as

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DoDAACs beginning with FA or FY. DAAS will send a DLMS 870S transactions with
Status Code CX to advise all concerned of the rejection of the requisition.

C4.10.11. Requisition Date Edit. DAAS will edit requisitions to reject any
requisitions that are greater than one calendar year old, or are more than one day in the
future.24 For all requisitions (DIC A01, A0B, A02, A0E, A05, A07, A04, A0D), where the
requisition is not applicable to FMS/Grant Aid or Navy initial outfitting (document
number Service Code N, R, or V, and Fund Codes equals: VO (Victor Oscar), V7 (Victor
Seven), or LQ (Lima Quebec), QU (Quebec Uniform) or QZ (Quebec Zulu)), then:

C4.10.11.1. Reject requisitions that are more than one day in the future. If
the document number ordinal date YDDD (rp 36-39) converted to CCYYDDD is greater
than the current date plus 1 (CCYYDDD + 1), reject with Supply Status CD, and if less
than or equal to the current date plus 1, allow to process.

C4.10.11.2. Reject requisitions that are greater than one-year-old. If the

document number ordinal date YDDD (rp 36-39) converted to CCYYDDD is equal to or
less than the current date minus 1 year (CCYYDDD - l000), reject with Supply Status
CD, and if greater than the current date minus 1 year (CCYYDDD - 1000), allow to
process.

C4.10.12. DAAS and the source of supply will perform validation of requisitions,
modifiers, and follow-ups that can be treated as requisitions for authorized ordering, bill-
to, or ship-to DoDAACs according to the DoDAAC Authority Codes below (Table C4.
T3.), and will reject requisitions that do not meet the DoDAAC authority code edits.
DAAS or the source of supply will furnish Status Code CX to advise all concerned of the
rejection of the requisition. If the transaction failing the edit is a modifier, then DAAS or
the source of supply will reject with Status Code D7 (see Table C4.T5.).

C4.T3. DoDAAC Authority Codes

Code Description Definition/Segment/Code
00 Requisition Authorized to initiate a requisition/purchase for
goods and services. Authorized ship-to and bill-to
Required: TAC 1, TAC 2, TAC 3
Restriction: None
Business Rules: Can be used for any business process.
DAAS DoDAAC authority code edit: no additional edit

24
Refer to ADC 427A.

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C4.T3. DoDAAC Authority Codes

Code Description Definition/Segment/Code
01 Ship-To Only Can only be used as a ship-to address with no
other implicit authority
Required: TAC 1, TAC 2
Restriction: Not authorized for requisition or bill-to
Business Rules: Used as a ship-to designation.
DAAS DoDAAC authority code edit: DoDAAC may not be used in N101 with codes
OB, BT, and BS, and may not be used in N901 with code TN
02 Finance (Bill-To Only) DoDAAC can only be used as a bill-to
Required: TAC 1, TAC 3. Note TAC 2 is not allowed.
Restriction: Cannot requisition or be used as a ship-to designation
Business Rules: Used as a bill-to designation.
DAAS DoDAAC authority code edit: DoDAAC may not be used in N101
with codes OB, ST, Z7 and BS, and may not be used in N901 with code TN
03 Do Not Ship-To Cannot be used as a ship-to destination
Required: TAC 1, TAC 3
Restriction: Cannot be used as a ship-to designation
DAAS DoDAAC authority code edit: DoDAAC may not be used in N101
with codes ST, Z7 or BS
04 DLA Disposition Services Only DLA Disposition Services Only (e.g., State
agencies surplus). Used to identify activities that
have no requisition authority other than for DLA
Disposition Services Only materiel
Required: TAC 1, TAC 2, TAC 3
Restriction: Cannot requisition new materiel. Only authorized to obtain materials from DLA
Disposition Services (DOD excess only).
Business Rules: Although the material is normally provided as a free issue; in some
instances, a cost may be required. Consequently, TACs 1 through 3 are required to cover
every possibility.
DAAS DoDAAC authority code edit: DoDAAC may only be used with
DLA Disposition Services RIC (S9D) in RIC To
05 Non-Requisition Cannot initiate a purchase or request for goods
and services
Required: TAC 1, TAC 2
Restriction: Cannot requisition/purchase any good/services
Business Rules: Used as a ship-to designation.
DAAS DoDAAC authority code edit: DoDAAC cannot be used as N101
code OB or N901 code TN

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C4.T3. DoDAAC Authority Codes

Code Description Definition/Segment/Code
06 Free Issue No cost option. This activity is restricted to items
that are available without cost (e.g., DLA
Disposition Services, NGA Maps)
Required: TAC 1, TAC 2
Restriction: Cannot requisition/purchase any good/services
Business Rules: Similar to DLA Disposition Services, but can request free of cost items (e.g.,
maps from National Geospatial-Intelligence Agency (NGA)). Can be used as a ship-to
designation.
DAAS DoDAAC authority code edit: DoDAAC may only be used with
P0105 code NC
07 Administrative Administrative only. This code is used for
information/identification purposes only (e.g.,
USTRANSCOM Defense Courier Division (DCD),
or contingency/emergency use.)
Required: TAC 1
Restriction: Cannot requisition, be used as a ship-to designation, or be used as a billing
designation (TAC 2 and TAC 3 are not allowed).
Business Rules: Information/identification use only.
DAAS DoDAAC authority code edit: Cannot be used with N101 codes OB, BT, BS,
ST, or Z7 or in N901 code TN

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Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT
Routing Identifier Code Determine correct source and continue processing
Media and Status Process as zero (0)
Stock Number or Appropriate Item 1. If blank, reject.
Identification 2. If incorrect, research to determine 25 if the stock number
has changed (for example, FSC changed to match the
NIIN). As a result of the review, take action as follows:
a. If the stock number cannot be identified, reject with
appropriate supply status.
b. If the FSC is incompatible with the NIIN, check the
FSC to determine if it matches a previously assigned FSC.
If it matched, change the FSC to the current FSC,
continue supply action, and furnish appropriate supply
status. If it does not match, reject with appropriate supply
status.
c. If the stock number has changed (for example, FSC
change), change the number to the new stock number and
continue supply action. If the changed NSN is managed
by another source of supply, initiate a passing order and
furnish appropriate supply status.
3. If manufacturer’s part number, compare to FLIS to
determine if a stock number is assigned. If assigned,
change the manufacturer’s part number to the stock
number and continue supply action. If the NSN is
managed by another source of supply, initiate a passing
order and furnish appropriate supply status.
Unit of Issue Enter correct unit of issue or reject. If rejected, enter
correct unit of issue in supply status transaction.26
Quantity Reject.
Requisitioner Discard if entry is blank or incorrect. If the DoDAAC fails
the Authority Code edits in C4.10.11, then the transaction
will be rejected with CX or D7 status as appropriate.
Date Reject. Sources of supply may reject if other than
FMS/Grant Aid or Navy initial outfitting, and the requisition
date exceeds one calendar year from the transaction
processing date (current date) or is more than one day in
the future. 27
Serial Reject.

25
This edit does not apply to USN supply sources.
26
Requirement to provide correct unit of issue when original unit of issue on the requisition could not be converted
last reported as not implemented by USN and DLA (Subsistence). Refer to AMCL 162.
27
Refer to ADC 427A. Edit is mandatory during DAAS processing and optional for DoD sources of supply.

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Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Demand Process as recurring.

Supplementary Address28 Reject if blank or invalid and the signal code is B, J, K, L

or M. If the DoDAAC fails the Authority Code edits in
C410.11, reject the transaction with CX or D7 status as
appropriate.
Signal Reject.

Fund 1. Where signal code is A, B, C, J, K, or L, reject (CF

status) if blank or if invalid on the SFIS Fund Code to
Fund Account Conversion Table.
2. Reject (CX status) if signal code is C or L and fund
code does not identify a valid bill-to activity on the Fund
Code to Billed DoDAAC Table.
3. Requisitions prepared outside the originator’s supply
system must be edited by the ordering application prior to
acceptance of the order for further processing.
4. Image and post-post transactions will not be rejected.
Distribution Process as blank.

Project 1. Process as blank.

2. If an OSD/JCS project code is entered, the requisition
will be ranked above all other requisitions within the PD.29
Priority Designator30 1. If Expedited Handling Signal 999 is present in the
Special Requirements Code field, requisition is for U.S.
Forces and the PD is not 01-03, enter PD 03 and furnish
BK supply status.
2. If an OSD/JCS project code is present and the PD
entry is not an existing PD code (not 01-15), enter PD 03
and furnish BK supply status.
3. If NMCS/ANMCS indicator (N/E) is present in the
Special Requirements Code field and the PD entry is not
an existing PD code (not 01-15), enter PD 08 and furnish
BK supply status.
4. If special mass cancellation coding 555 is present and
the PD entry is not an existing PD code (not 01-15), enter
PD 08 and furnish BK supply status.
5. If Expedited Transportation Signal 777 is present and
the PD entry is not an existing PD code (not 01-15), enter

28
This data element is referred to as Supplemental Data under the DLMS.
29
Elimination of requirement to change the priority on CJCS project code requisitions last reported as not
implemented by USAF, USMC, and DLA (Subsistence). Refer to AMCL 9.
30
Edit is mandatory during DAAS processing and optional for DoD sources of supply.

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Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT
PD 08 and furnish BK supply status.
6. If required availability date (A in first position of Special
Requirements Code field) is present and the PD entry is
not an existing PD code (not 01-15), enter PD 15.
7. If extended RDD (S or X) is present and PD is other
than 09-15, enter PD 15, furnish BK supply status, and
process.

8. If work stoppage indicator (F or R) is present and PD is

not 01-08, enter PD 8, furnish BK supply status, and
process.
9. For all other conditions, if PD is not 01-15, enter PD 15.

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Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Required Delivery Date 31,32 1. If NMCS/ANMCS indicator (N/E) is present and PD is

01-08, process. If indicator N or E is present, but PD 09-
15 is present, blank the RDD, furnish BK supply status,
and process using the priority. If there is an N or E, blank
any remaining characters in the RDD and furnish BK
supply status. Exception: For Air Force requisitions,
blank only numeric characters (01-99); do not blank
special coding to fulfill an Air Force internal requirement
for NMCS/MICAP justification. (Note: This eliminates
short RDDs associated with NMCS/ANMCS and
expressed as number of days from requisition date.)
2. If Expedited handling Signal 999 is present and
requisition is not intended for U.S. Forces, blank the
expedited handling signal, furnish BK supply status, and
process using the priority. If requisition is intended for U.S.
Forces, process.
3. If special mass cancellation coding 555 is present
indicating continued processing during mass cancellation,
process.
4. If Expedited Transportation Signal 777 is present and
PD 01-08 is present, process. If the PD is 09-15, blank
the expedited transportation signal, furnish BK supply
status, and process using the priority.
5. If Co-Located Customer Handling Service Indicator 444
is present, process.
6. If RAD or extended RDD is A, S, or X, and remainder
are not equal to 01-99, blank the total entry, furnish BK
supply status, and process.
7. If work stoppage indicator (F or R) is present and
remainder is not blank, blank the remainder, furnish BK
supply status, and process. (Note: This eliminates short
RDDs associated with work stoppage and expressed as
number of days from requisition date.)

31
Deferred implementation of PD/RDD compatibility edits and furnishing BK supply status under Approved DLMS
Change 57 are authorized pending supply source system modernization. BK status resulting from ADC 57 not
transmitted to US Army customers.
32
Non-date entries in the RDD field; such as, Codes E, F, N, R, 444, 555, 777, and 999, are referenced as Special
Requirements Codes under the DLMS.

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Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT
Required Delivery Date 8. For subsistence, except for conditions above, all
(cont.) requisitions will contain a specific RDD in ordinal day of
year format. If blank, compute an SDD.33
9. For all other conditions, blank RDD field if entry does
not indicate a calendar date that falls no more than 100
days subsequent to the requisition date 34, furnish BK
supply status, and process. By authorized exception 35,
the 100-day edit is not applicable to:
(1) ammunition and ammunition-related requisitions
identified by any of the following: Navy Cognizance
Symbol 0T, 2D, 2E, 2T, 4T, 6T, 8E, 8T, or 8U; Federal
Supply Group (FSG) 13; or Federal Supply Class (FSC)
1410, 1420, 1427, 1440, 5330, 5865, 6810, or 8140;
(2) requisition alert processing under Navy/DLA
industrial activity support agreement.

Required Delivery Period If B, C, D, G, H, J, K, L, M, P, T, U, V, or W, and 01-99 is

(Conventional Ammunition Only) 36 present, process.

Advice Process as blank.

33
Use of the RDD to fill subsistence items last reported as not implemented by DLA (Subsistence). Refer to AMCL 7.
34
Not applicable for intra-USAF requisitions
35
Refer to ADC 1065.
36
Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL 148.

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C5. CHAPTER 5
STATUS REPORTING
C5.1. SUPPLY AND SHIPMENT STATUS - GENERAL

C5.1.1. Status Data. Status data is either supply status or shipment status.
Sources of supply to include inventory control point (ICP)/integrated materiel manager
(IMM) and shipping activities prepare status transactions using the applicable
transaction described under paragraphs C5.1.2. and C5.1.4. Status documents from
sources of supply will be forwarded to the Defense Automatic Addressing System
(DAAS) for transmission to status recipients. Status data may be informational or
require additional action by organizations based on the assigned status code. Status
recipients include, but are not limited to, requisitioners, storage activities, control offices,
and/or monitoring activities.

C5.1.1.1. Supply Status. Supply status informs organizations of action taken

or being taken on materiel requisitioned but not shipped, shipment consignment
instructions, or disposition instructions for materiel offered under the materiel returns
program (MRP).

C5.1.1.2. Shipment Status. Shipment status informs organizations of the

actual shipping dates (such as the date released to the carrier), the release criteria for
shipments, or shipment delay notifications. It also provides for an interface with
transportation and for shipment tracing by organizations under DTR 4500.9-R.

C5.1.1.3. Item Unique Identification.

5.1.1.3.1. Shipment Status for NSNs containing an IUID Indicator Yes

(Y), indicating that DoD Item Unique Identification (IUID) Supply Policy is required, must
contain the Unique Item Identifier (UII) and/or serial number for each item when
available. See Section C5.1.4.5 for specific shipment status requirements for IUID.

C5.1.1.3.2. Capital Equipment Candidates. In support of Financial

Improvement and Audit Readiness (FIAR) compliance for accountability and
management of capital equipment, capital equipment candidates require serialization
data visibility. Submitters must prepare materiel release confirmation citing the
applicable serial number(s) and include the UII when available. 1

C5.1.1.4. There are additional processing procedures over and above those
contained in this chapter that must be applied for serially managed materiel requiring
owner visibility at DLA Distribution Centers. The identity of the materiel and the additive
procedures are in Chapter 30.

1
Refer to ADC 1198

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C5.1.2. Transactions. This chapter address procedures applicable to supply
and shipment status. The Enterprise Business Standards Office Website
provides DLMS electronic data interchange (EDI) transaction formats on the
DLMS Implementation Convention (IC) page. The IC page also includes the
corresponding MILSTRIP transaction formats by document identifier code (DIC).
The corresponding MILSTRIP legacy 80 record position transaction functionality
is identified for information purposes in a mixed DLSS/DLMS environment.

C5.1.2.1. Supply Status. Use the DLMS 870S Supply Status transaction
to provide supply status.2

C5.1.2.1.1. Response to Requisition Transaction is DLMS 870S with

Status Report Code 4 – Response to Requisition. This transaction provides the
functionality of MILSTRIP legacy DICs AE1, AE2, AE3, AE8, and AE9.

C5.1.2.1.2. Direct Vendor Delivery Supply Status Transaction is

DLMS 870S with Status Report Code 5 – Notice of Response to Direct Vendor
Delivery. Used when direct vendor delivery notification is provided as a separate
transaction. This transaction provides the functionality of MILSTRIP legacy DICs
AB1, AB2, AB3, and AB8.

C5.1.2.1.3. Response to a Supply Assistance Inquiry is DLMS 870S

with Status Report Code 6 – Notice of Response to Supply Assistance.

C5.1.2.2. Shipment Status Transaction is the DLMS 856S Shipment

Status with Transaction Type Code AS – Shipment Advice.3 This transaction
provides the functionality of MILSTRIP legacy DICs AS1, AS2, AS3, AS8, and AU1,
AU2, AU3, and AU8 for shipment status provided in response to cancellation
requests.

C5.1.2.3. Requisition Inquiry/Supply Assistance Request. Use a DLMS

869A Requisition Inquiry/Supply Assistance Request transaction to send a
requisition follow-up or supply assistance request for an open requisition or
cancellation request.

C5.1.2.3.1. Shipment Tracing Request Transaction is DLMS 869A

with Transaction Type Code 71 – Filing and Search Requests. This transaction
provides the functionality of MILSTRIP legacy DIC AFT.

C5.1.2.3.2. Requisition Inquiry Transaction on previously

submitted requisitions is DLMS 869A with Transaction Type Code AF –

2
Organizations furnishing Materiel Returns Program (MRP) supply status will use the DLMS 870M
transaction. DLMS Volume 2, Chapter 11 addresses MRP procedures.
3
Organizations furnishing Materiel Returns Program (MRP) shipment status transactions will use
the DLMS 856R transaction. DLMS Volume 2, Chapter 11 addresses MRP procedures.

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Requisition Follow-Up. This transaction provides the functionality of MILSTRIP
legacy DICs AF1 - AF5.

C5.1.2.3.3. Requisition Follow-Up for Improved Estimated Shipping

Date Transaction is DLMS 869A with Transaction Type Code AF – Requisition
Follow-Up and Product/Item Description (PID) 05, Code 2 to identify requisition
follow-up requests for an improved estimated shipping date. This transaction
provides the functionality of MILSTRIP legacy DIC AFC.

C5.1.2.3.4. Requisition Follow-Up for Initial Shipping Activity

transaction is DLMS 869A with Transaction Type Code AF – Requisition Follow-
Up and PID05, Code 1 to identify requisition follow-up requests for the DoDAAC
of the initial transportation shipping activity. 4 This transaction provides the
functionality of MILSTRIP legacy DIC AFY.

C5.1.2.3.5. Request for Supply Assistance Transaction is DLMS

869A with Transaction Type Code AR – Supply Assistance. There is no
equivalent legacy MILSTRIP transaction.

C5.1.2.4. Requisition and Cancellation Follow-Up when the source of

supply has no record.

C5.1.2.4.1. Requisition Follow-Up (No Record). Use a DLMS 869F

Requisition Follow-Up transaction with Transaction Type Code IN – Inquiry to
send a requisition follow-up when the source of supply provides Status Code BF
in response to a DLMS 869A. Status Code BF indicates that the source of supply
has no record of the requisition. This transaction provides the functionality of
MILSTRIP legacy DICs AT1, AT2, and AT3.

C5.1.2.4.2. Requisition Cancellation Follow-Up (No Record). Use a

DLMS 869C Requisition Cancellation transaction with Transaction Type Code AC
– Requisition Cancellation to send a requisition cancellation request follow-up
when the source of supply provides Status Code BF in response to a DLMS 869C
Cancellation Request. Status Code BF indicates that the source of supply has no
record of the cancellation request. This transaction provides the functionality of
MILSTRIP legacy DICs AK1, AK2, and AK3.

C5.1.3. Types of Supply Status

C5.1.3.1. Supply Status. Use a DLMS 870S transaction, Supply Status.

C5.1.3.1.1. Response to Requisition

4
The Request for DoDAAC of Initial Transportation Shipping Activity transaction is applicable in a
mixed DLMS/MILS environment where a separate transaction is needed to provide the requested
information. Under DLMS, the distribution depot identifies the shipping activity in the shipment
status transaction, eliminating the need for a follow-up. Refer to ADC 223.

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C5.1.3.1.1.1. Sources of supply (or management control activities
(MCA)), processing GFM transactions, use the DLMS 870S with appropriate status
codes to convey advice to organizations. It is used to convey notice of action taken or
being taken on requisitions and requisition-related transactions; such as, retransmitted
requisitions, cancellations, modifications, and requisition inquiries (follow-ups and/or
requests for supply assistance). Organizations will identify additional status addressees
in the original requisition and/or requisition-related transactions, as applicable. DAAS
generates supply status in selected situations resulting from item identification edits but
will indicate their RIC as the MESSAGE FROM address in the supply status.

C5.1.3.1.1.2. Reporting Status Decisions. Sources of supply or

MCAs will respond to requisition(s) to advise activities of action taken (as indicated),
alone or in combination, to any of the requests listed below. This includes status upon
processing a requisition inquiry (follow-up and request for supply assistance) or a
cancellation request, and rejection status when rejecting transactions.

C5.1.3.1.1.2.1. Backorder.

C5.1.3.1.1.2.2. Partial issue or partial other action.

C5.1.3.1.1.2.3. Materiel substitution.

C5.1.3.1.1.2.4 Unit of issue changes.

C5.1.3.1.1.2.5. Retransmitted (rerouted) requisitions.

C5.1.3.1.1.2.6. Cancellation, modification, or inquiry.

C5.1.3.1.1.2.7. Any circumstance that predicts that issue may

not be made within the timeframes established for the assigned priority designator (PD).

C5.1.3.1.2. Response to Direct Vendor Delivery (DVD). Sources of

supply will use the notice of response to DVD to advise organizations materiel is being
supplied by DVD from procurement. The supply (procurement) source generates this
notice for each requisition that is procured for DVD to a consignee. The DVD, DLMS
870S notice provides a cross-reference between the requisition document number and
the contract information. Organizations may also use information in this notice to report
nonreceipt of materiel using the appropriate discrepancy reporting process.

C5.1.3.1.3. Response to Supply Assistance. Sources of supply will use

the notice of response to supply assistance to advise organizations of action taken to
expedite the shipment of the requested materiel.

C5.1.3.1.4. Material Processing Center (MPC) Supply Status

C5.1.3.1.4.1. The MPC will provide Status Code NL to notify the

Navy ship/customer that materiel has arrived at the MPC for sortation and temporary
storage pending delivery to the customer.

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C5.1.3.1.4.2. The MPC will provide Status Code NW to provide
systematic notification materiel has been delivered from the MPC to the Navy
ship/customer.

C5.1.3.1.5. Air Force Integrated Logistics Solution-Supply (ILS-S)

(Retail Supply). Supply Status DLMS 870S will be used on an intra-Air Force basis to
provide the latest status to the intended receiving activity. Additionally, supply status
will be used to support the unique item tracking (UIT) program for positive inventory
control (PIC) nuclear weapons related materiel (NWRM) by providing UII and/or serial
numbers. For legacy items where the unique item identifiers (UIIs) have not been
marked in accordance with item unique identification (IUID) policy, the serial number
alone will be passed.

C5.1.3.1.5.1. DAAS will enable transmission of information copies

of the ILS-S Supply Status to the NWRM PIC Fusion Module UIT Registry to ensure the
PIC NWRM program has near real time access to UIIs and the associated serial
numbers of NWRM item movements.

C5.1.3.1.5.2. DAAS will block transmission of ILS-S Supply Status

to non-Air Force recipients where feasible.

C5.1.3.1.4.3. The receiving MPC will provide Status Code NY to

provide systematic notification materiel has been transshipped from the receiving MPC
to another destination MPC.

C5.1.3.2. Materiel Returns Supply Status. Organizations and sources of

supply will use the DLMS 870M, Materiel Return Supply Status to convey advice to one
another as notice of action taken or being taken on Offer of Materiel Reports (OMRs)
and OMR-related transactions. Use the DLMS 870M to send status to the ICPs/IMMs.
The ICPs/IMMs will use the DLMS 870M to provide status or disposition instructions for
materiel to organizations, including disposition instructions related to discrepant materiel
reported under Chapter 17. Follow Chapter 11 to determine the processing procedures
for and the prescribed usage of this status.

C5.1.3.2.1. Unsolicited Report. Customer organizations will use the

unsolicited report to provide status to the source of supply on open OMRs for unshipped
materiel.

C5.1.3.2.2. Response to Materiel Returns. Sources of supply will use

the DLMS 870M to provide informational status or disposition instructions to
organizations for materiel reported under the MRP.

C5.1.4. Types of Shipment Status

C5.1.4.1. Preparation of Shipment Status. Shipment status will be provided

by the shipping activity or the source of supply for direct vendor delivery (contractor
direct) or in response to a requisition follow-up. The consolidation and containerization
point (CCP) and other locations performing consolidation subsequent to issuance of

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shipment status may also provide shipment status for the purpose of identifying passive
RFID. 5 Under DLMS, the shipment status will include enhanced data content and
support item unique identification (IUID) and intransit visibility requirements as directed
under DoD policy/procedures (DoDM 4140.01), when available and pending full DLMS
implementation/modernization. In support of FIAR Compliance for accountability and
management of capital equipment, capital equipment candidates require serialization
data visibility. Submitters must prepare shipment status citing the applicable serial
number(s) and include the UII when available.6 Shipment status will be provided by the
DoD shipping activity, the CCP, or by the source of supply7 using the DLMS 856S.
Maintenance activities (organic and commercial) will provide shipment notification to the
receiving activity and other interested parties when materiel is shipped to the distribution
depot, DLA Disposition Services Field Office, or other designated receiving activity per
source of supply/inventory control point guidance. This may be accomplished using
either the DLMS 856S Shipment Status, or the DLMS 856 Advance Shipment Notice
(ASN), provided via Wide Area Work Flow-Receipt and Acceptance (WAWF-RA).8 The
DLMS Shipment Status will include asset visibility content, such as IUID, and intransit
visibility requirements, such as passive RFID and the TCN as directed under DoD
policy/procedures (DoDM 4140.01). DLMS enhancements include, but are not limited
to the following:

C5.1.4.1.1. Passive RFID for the shipment unit/case/pallet associated at

the requisition document number level. The shipment status transaction may identify a
hierarchy to clarify the relationship of passive tags within different shipment levels.

C5.1.4.1.2. For Unique Item Tracking (UIT) purposes, the UII (when
available) and serial number will be added to the shipment status transaction. Serial
number without the applicable UII may only be used during MILSTRIP/DLMS transition
and pending implementation of IUID capability. Refer to Chapter 19 for UIT guidance.

C5.1.4.1.3. Under the DoD IUID Supply Policy, the UII and/or serial
number (when available) must be added to the shipment status transaction. Serial
number without the applicable UII may be used only during MILSTRIP/DLMS transition
and pending implementation of IUID capability. Paragraph C5.1.4.5 contains specific
procedures to identify the UII in shipment status transactions when the NSN(s) contains
the IUID Indicator Y denoting that serialized item management is required. Capital
equipment candidates require serialization data visibility and therefore must cite the
serial number and include the UII when available.

5
Refer to ADC 257, DLMS Shipment Status Generated by Consolidation and Containerization Point
6
Refer to ADC 1198
7
Direct vendor delivery shipment status using the 856S includes shipment status prepared by the DLA-
sponsored Defense Planning and Management System (DPMS) application.
8
Business rules for use of the 856 for GFM or Property Transfer, including internal DoD transfers, are
evolving. Refer to the Defense Procurement and Acquisition policy for UID. Specific applicability and
interoperability issues to be resolved by the UID Program Office and DUSD(L&MR)SCI.

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C5.1.4.1.4. Both the TCN and a secondary transportation number, such
as the small package carrier number, when this is applicable.9

C5.1.4.1.5. Identification of the carrier when other than United States

Postal Service (USPS) by name and Standard Carrier Alpha Code (SCAC). 10

C5.1.4.1.6. Identification of the initial DoD shipping activity (origin) by

DoDAAC. 11

C5.1.4.1.7. For OCONUS shipments made via the Defense

Transportation System (DTS), GBL/CBL, parcel post, and small package carrier
shipments, specific identification of the POE or CCP. The shipment status will specify
air terminal, water terminal, or CCP by applicable qualifier code in the transaction.
(During MILSTRIP/DLMS transition, DAAS may substitute a generic terminal qualifier
for shipment status transactions converted from legacy 80 record position transactions
where the type of facility is unknown.) 12

C5.1.4.1.8. Under DLMS, the shipment status will perpetuate data

content as applicable: project code, the special requirements code (legacy MILSTRIP
required delivery date (RDD) coded entries, e.g. 999), and priority designator.13
Shipment status applicable to shipment of GFP, including requisitioned GFM and
shipment of reparables to/from commercial maintenance, will perpetuate contract data
from the MRO, to include the contract number authorizing GFP, and the call/order and
CLIN when provided.

C5.1.4.1.9. The transportation priority will be included in all shipment

status transactions as derived under DoDM 4140.01 guidance or other pertinent
criteria.14

C5.1.4.1.10. The shipment status may include the unit price (required
for Distribution Standard System (DSS)-generated shipment status; otherwise
optional).15

C5.1.4.1.11. Product Quality Deficiency Report (PQDR) Exhibit Tracking

C5.1.4.1.11.1. When shipment status is prepared for shipment of a

PQDR exhibit, the shipping activity will perpetuate the PQDR Report Control Number
(RCN) from the MRO to the shipment status and designate a copy of the receipt

9
Refer to ADC 223, DLMS Shipment Status Enhancements: Secondary Transportation Number, Initial
Shipping Activity, Carrier Identification, and POE, approved for phased and staggered implementation.
10
Ibid.
11
Ibid.
12
Ibid.
13
Refer to ADC 242, Shipment Status DS 856S: Priority Designator (PD), Transportation Priority, Project
Code, Special Requirements Code, approved for phased and staggered implementation.
14
Ibid
15
Refer to ADC 242A, Inclusion of Unit Price on DLMS Shipment Status (DS 856S).

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transaction for distribution to the Product Data Reporting and Evaluation Program-
Automated Information System (PDREP-AIS).

C5.1.4.1.11.2. DAAS will recognize the inclusion of the PDREP-

AIS DoDAAC in the shipment status and forward a copy of the shipment status for use
in exhibit tracking.

C5.1.4.2. Shipment Status from the CCP or Other Locations Performing

Consolidation. Shipment status will be provided by the CCP or other locations
performing consolidation subsequent to the original issuance of shipment status, for the
primary purpose of providing updated RFID information. This in turn supports intransit
asset visibility and receipt processing. Other locations include distribution depots
performing consolidation of local deliveries resulting in passive RFID updates.

C5.1.4.2.1. Preparation of the CCP/Consolidation Shipment Status

C5.1.4.2.1.1. The CCP/consolidation shipment status will be

identified by a unique code in the transaction and will include the information as
describe below.

C5.1.4.2.1.1.1. Ship-To-Activity. This activity will be explicitly

identified.

C5.1.4.2.1.1.2. Lead TCN. This TCN may differ from that on

the original shipment status.

C5.1.4.2.1.1.3. RFID Tag Value. When applicable, the

transaction will contain multiple passive RFID tag values using a hierarchical structure.
The original passive RFID will be repeated when it is available. Any additional tag
values available will also be provided.

C5.1.4.2.1.1.4. Transaction Originator, This will identify the

routing identifier code (RIC) of the ICP perpetuated from the original shipment status.

C5.1.4.2.1.1.5. Consolidation Activity. This will identify the

DoDAAC of the location where the consolidation occurred, e.g. CCP or depot
performing local delivery manifesting.

C5.1.4.2.1.1.6. Shipment Date. This will be the

CCP/consolidation point shipment date.

C5.1.4.2.1.1.7. Mode of Shipment. This will be the mode

shipped by the CCP/consolidation point.

C5.1.4.2.1.1.8. IUID Data. UII and/or serial numbers (when

available) must be included for NSNs with an IUID Indicator Y. Capital equipment
candidates require serialization data visibility and therefore must cite the serial number

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and include the UII when available. Requirements for including the UII in the
CCP/Consolidation Shipment Status are provided in C5.1.4.5.

C5.1.4.2.1.2. Shipment status information content may be

repeated from the original shipment status when this information is available, (e.g.,
when the original shipper was a co-located distribution depot). Where access to the
original shipment status information is not available, the original data content will not be
perpetuated and applicable data fields will not be populated.

C5.1.4.2.2. DAAS Distribution of CCP/Consolidation Shipment Status.

DAAS will route the CCP/consolidation shipment status to the ship-to activity. Standard
DAAS business rules for distribution of the shipment status to status recipients do not
apply. In addition, DAAS will not distribute the CCP shipment status to Distribution
Depot ship-to locations or Material Processing Center (MPC) locations supported by
DSS.

C5.1.4.2.3. Use of the CCP/Consolidation Shipment Status by the

Receiving Activity. The value of this transaction to the receiving activity is to support
passive RFID-enabled receipt processing. DLMS applications not supporting passive
RFID may disregard this status or choose to append the mode of shipment and the
shipment date. New content on the CCP/consolidation shipment status should not be
viewed as replacement values for a previously received shipment status matching on
document number/suffix. Since there may not be a match on the previously identified
TCN, the CCP/consolidation shipment status information will be handled in a way that
does not impact quantity due or visibility of partial shipments that may not have been
consolidated within the reconfigured shipment.

C5.1.4.3. Shipment Status for Local Delivery Manifested, Outbound

MILSTRIP Shipments on Behalf of On-Base Customers, Re-warehousing
actions/transshipments between Distribution Depots in support of ‘Home’ Industrial
Activity and ‘Forward Support’ Industrial Activity site materiel requirements, and non-
MILSTRIP Shipments (e.g., DD Form 1149) to Off-Base Customers, with Passive RFID.
For shipments prepared by the transportation office that are local delivery manifested,
material processing center (MPC) deliveries, outbound MILSTRIP shipments on behalf
of on-base customers, re-warehousing actions between distribution depots, and
outbound non-MILSTRIP shipments (e.g., DD Form 1149) to off-base customers, the
shipment status will be prepared in accordance with paragraph C5.1.4.1 using a DLMS
856S, Shipment Status, to include identifying the passive RFID information and
associating the tag data to the document number of the item(s) to be transshipped or
cross-docked.

C5.1.4.3.1. For local delivery manifested shipments, MPC deliveries, and

outbound MILSTRIP shipments for On-Base Customers, the DLMS 856S will contain
the transaction status reason code (BSN07 = 091 Transship/Cross-dock Shipment
Status (non-CCP)) to denote that the shipment status is being provided by a location
performing transshipping/cross-docking subsequent to the original shipment. The RIC
From will be the RIC of the activity executing the local delivery manifest. The remaining

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data elements for a shipment status transaction will be ascertained from the pack
list/shipping documentation accompanying the shipment. If the shipment already has a
pRFID tag on it, no additional DLMS 856S is required; the existing pRFID tag will just
need to be read and an XML Visibility transaction sent to DAAS recording the tag read
event. If there is no document number either on the inbound data or on the pack
list/shipping documentation, then do not generate the DLMS 856S for conveying the
pRFID tag. This is to preclude a mismatch of data with the original DLMS 856S
transmitted by the ICP, that will have a document number.

C5.1.4.3.2. For re-warehousing actions/transshipments between

distribution depots in support of ‘Home’ Industrial Activity site and ‘Forward Support’
Industrial Activity site materiel requirements, a normal DLMS 856S will be generated
and transmitted to DAAS. This transaction will carry the normal shipment status
message data, along with the pRFID tag identification numbers and any extended
transportation data (e.g., bill of lading number, commercial carrier tracking numbers).
Since there will never be a materiel receipt acknowledgement (MRA) for these re-
warehousing actions/transshipments between the Home and Forward Industrial
Activities, a status reason code (BSN07=048 Industrial Activity Re-
Warehousing/Transship Shipment Status) will be included so that DAAS can flag these
DLMS 856S instances and prevent them from triggering the MRA Report.

C5.1.4.3.3. For outbound non-MILSTRIP shipments documented on a

DD Form 1149, a DLMS 856S will be created. Table C5.T1 lists the minimum data
elements that must be included in the shipment status message; sources of the data are
the DD Form 1149 and pRFID tag information. Shipment status applicable to shipment
of GFP will perpetuate all GFP contract data from the shipping documentation, to
include the contract number authorizing GFP, and the call/order and CLIN when
provided. For NSNs containing the IUID Indicator Y, include the UIIs and/or serial
number(s) for each item when available. Capital equipment candidates require
serialization data visibility and therefore must cite the serial number and include the UII
when available.

Table C5.T1. Non-MILSTRIP Shipment Status Message

ITEM DATA ELEMENT X12 VALUE
# REFERENCE
1. Transaction Set Purpose BSN01 00
Code
2. Shipment Identification BSN02 ZZ
3. Transaction Date BSN03 [YYYYMMDD]
4. Transaction Time BSN04 [HHMM]
5. Transaction Type Code BSN06 AS
6. Status Reason Code BSN07 014

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Table C5.T1. Non-MILSTRIP Shipment Status Message

ITEM DATA ELEMENT X12 VALUE
# REFERENCE
7. Hierarchical Level HL01 1
(Transaction Originator)
HL03 V
8. Routing Identifier Code N101 CS
(From)
N103 M4
N104 [RIC of Activity Generating
Status]
N106 FR
9. Hierarchical Level HL01 2
(Shipment Status
HL03 W
Information)
10. Materiel Identification LIN02 FS (for single line item NSN)
MG (for single line item part
number)
ZZ (for multi-line items)
LIN03 [NSN] (if LIN02 = FS)
[Part Number] (if LIN02 = MG)
MIXED (if LIN02 = ZZ)
11. Unit of Issue SN103 [Unit of Issue] (for single line
items)
MX (for multi-line items)
12. Quantity SN102 [Quantity] (for single line items)
1 (for multi-line items)
13. Document Number REF01 TN
REF02 [Document Number from DD
Form 1149]
14. Consignor N101 CN
N103 10
N104 [DoDAAC]
15. Ship To N101 ST
N103 10
N104 [DoDAAC]

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Table C5.T1. Non-MILSTRIP Shipment Status Message

ITEM DATA ELEMENT X12 VALUE
# REFERENCE
N106 TO
16. Release Date DTM01 011
DTM02 [CCYYMMDD]
17. Transportation Control REF01 TG
Number
REF02 [TCN]
18. Mode of Shipment TD504 [X12 Code from DLMS
Conversion Guide]

19. Hierarchical Level (Passive HL01 3

RFID Information)
HL02 [Parent Loop Number] (if
multiple levels of pRFID used
between interior and exterior
packaging)
HL03 P
20. pRFID Tag Number REF01 JH
REF02 [Tag Number]
21. Unique Item Identifier REF01 U3
REF02 [UII]
22. Serial Number REF01 SE
REF02 [Serial Number]
REF02 [UII]

C5.1.4.3.4. DAAS Distribution of Shipment Status for Local Delivery

Manifested, Deliveries to MPC, Outbound MILSTRIP Shipments on Behalf of On-Base
Customers, and non-MILSTRIP Shipments (e.g., DD Form 1149) to Off-Base
Customers. DAAS will route the shipment status to the ship-to activity. Standard DAAS
business rules for distribution of the shipment status to status recipients do not apply.

C5.1.4.3.5. DAAS Distribution of Shipment Status for Re-warehousing

actions/transshipments between Distribution Depots in support of ‘Home’ Industrial
Activity and ‘Forward Support’ Industrial Activity site materiel requirements. DAAS will
route the shipment status according to standard DAAS business rules for distribution of
the shipment status to status recipients.

C5.1.4.3.6. Receiving Activity Use of Shipment Status for Local Delivery

Manifested, Deliveries to MPC, Outbound MILSTRIP Shipments on Behalf of On-Base

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Customers, Re-warehousing actions/transshipments between Distribution Depots in
support of ‘Home’ Industrial Activity and ‘Forward Support’ Industrial Activity site
materiel requirements, and non-MILSTRIP Shipments (e.g., DD Form 1149) to Off-Base
Customers. The value of this transaction to the receiving activity is to support passive
RFID-enabled receipt processing. DLMS applications not supporting passive RFID may
disregard this status or choose to append the mode of shipment and the shipment date.
New content on the shipment status should not be viewed as replacement values for a
previously received shipment status matching on document number/suffix.

C5.1.4.4. Shipment Status Materiel Returns. The DLMS 856R, Shipment

Status Materiel Returns, will be used to prepare a shipment status and be submitted
promptly to the ICP/IMM after materiel directed for return is released to the carrier.
Refer to Chapter 11 for materiel returns program procedures. Shipment status for
materiel returns will include the TCN, shipment date, mode of shipment, and quantity
shipped. It will perpetuate data content from the DLMS 180M automatic return
notification or the ICP/IMM DLMS 870M reply to the customer’s asset report and
shipping information, as applicable, per guidance in the DLMS Supplements. The
DLMS 856R shipment status will include asset visibility content and intransit visibility
requirements as directed under DoD policy/procedures (DoD 5-11.1-R). DLMS
enhancements include, but are not limited to, the following:

C5.1.4.4.1. Passive RFID for the shipment unit/case/pallet associated at

the document number level. The shipment status transaction may identify a hierarchy
to clarify the relationship of passive tags within different shipment levels.

C5.1.4.4.2. For UIT purposes, the IUID and/or serial number. Serial
number without applicable IUID may be used during MILSTRIP/DLMS transition and
pending implementation of IUID capability. Refer to Chapter 19 “Procedures For
Serially Managed Materiel Requiring Owner Visibility”, for UIT guidance.

C5.1.4.4.3. Both the TCN and a secondary transportation number, such

as the small package carrier number, when this is applicable.

C5.1.4.4.4. Identification of the carrier, when other than USPS, by

SCAC.

C5.1.4.4.5. Specific identification of all parties associated with the

materiel return. This includes the party to receive credit when different from the
document number DoDAAC (previously carried in the MILSTRIP supplementary
address) and all parties to receive status. Transition to use of specifically identified
parties facilitates full DLMS implementation, by enabling identification of multiple
different activities (e.g. submitter, ship-from, credit-to, status-to). Prior coordination for
this DLMS enhanced capability is required.

C5.1.4.5. Item Unique Identification Shipment Status

C5.1.4.5.1. UII and/or Serial Number on Shipment Transactions. For

NSNs that contain the IUID Indicator Y, storage activities (or initial shipping activity) will

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provide the UII and/or serial number, on outbound shipment status using the DLMS
856S transaction. If the UII is not available provide the serial number if available. The
long-term end state goal is to rely on the UII only. Table C5.T2 shows the decision
matrix that applies to scenarios where the UII and/or serial number may not be available
when the item is being shipped. The overriding vision is that, pending full transition to
DoD IUID Supply Policy using the UII, processing of outgoing shipments does not stop
due to lack of a viable UII and/or serial number when the NSN contains an IUID
Indicator Y. Capital equipment candidates require serialization data visibility and
therefore must cite the serial number and include the UII when available.

Table C5.T2. Shipment Decision Matrix

Machine
Release
UII Serial Number Approved UIT Readable Serial
Shipment?
Number
Y Y N Y Y
Y N N N Y
N Y N Y Y
N N N N Y
Y Y Y Y Y
Y N Y N N
N Y Y Y Y
N Y Y N N
N N Y N N
Note: N (No) in the Release Shipment column indicates additional
research is required by the shipping activity to identify a valid UII and/or
serial number or to hand type the serial number data when required for
UIT items.

C5.1.4.5.2. Applicability. The requirement applies to shipments originated by the

storage activity in receipt of any of the following directions to pick, pack, and ship:
Materiel Release Orders (MRO), Lateral Redistribution Orders (LRO), or Redistribution
Orders (RDO). The scope includes materiel shipped under MILSTRIP business rules,
as well as non-MILSTRIP shipments documented on a DD 1149, Requisition and
Invoice/Shipping Document, when DLMS Shipment Status is provided.

C5.1.4.5.3. Issue Release/Receipt Document. Shipping activities will

prepare the Issue Release/Receipt Document (IRRD), when applicable, in accordance
with DLM 4000.25, Volume 2, Appendix 6.35 and 6.36, providing the UII(s) and/or serial
number(s) of the items shipped using automated information technology (AIT).

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C5.1.4.5.4. Due In Record. Receiving activities will use the UIIs and/or
serial numbers in the shipment status to create or update the due-in record. This
information will be used to verify the UIIs actually received. Receiving activities will
follow the supply discrepancy reporting procedures to report mismatches as
appropriate.

C5.1.4.5.5. Scenarios for Including the UII in the Shipment Status.

Capital equipment candidates require serialization data visibility and therefore must cite
the serial number and include the UII when available.

C5.1.4.5.5.1. Shipment Status Subsequent to a Materiel Release

Order. Initial shipment status normally is prepared by the storage site on behalf of the
materiel owner. When the material is shipped, the shipping activity will prepare and
transmit a DLMS 856S with UII(s) and/or corresponding serial numbers, under DoD
IUID Supply Policy requirements to DAAS. For this scenario and the others to follow,
the Defense Automatic Addressing System (DAAS) will route the shipment status to the
designated status recipients per standard MILSTRIP distribution rules and to any
additional parties as identified in the transaction.

C5.1.4.5.5.2. Shipment Status Subsequent to a Redistribution

Order. Initial shipment status is normally prepared by the storage site. When materiel
is shipped, the shipping activity will prepare and transmit the 856S to the designated
receiving activity including UII and/or corresponding serial numbers, under the
requirements in DoD IUID Supply Policy.

C5.1.4.5.5.3. Shipment Status Subsequent to a Direct Vendor

Delivery. The source of supply is responsible for providing shipment status for materiel
shipped directly by the vendor to the customer. Under this scenario, the source of
supply will NOT provide IUID content on the DLMS 856S. Instead, it is anticipated that
the receiving activity will be fully DLMS compliant and will receive a copy of the Wide
Area Workflow (WAWF) Advance Shipment Notice (856) containing the IUID data
content. There is no requirement for redundant transmission of IUID data to the
receiving activity.

C5.1.4.5.5.4. Shipment Status Subsequent to a Lateral

Redistribution Order with Distribution Code 2 or 3. The LRO is a request by the
manager to redistribute retail stock identified through retail level reporting or access to a
retail asset visibility system.

C5.1.4.5.5.4.1. In response to the LRO, the shipping activity will

prepare and transmit the 856S (DIC AS6) to the originator of the LRO. The shipping
activity will include IUID content, Distribution Code 2 or 3, and identification of the ship-
to activity.

C5.1.4.5.5.4.2. When the LRO shipment status (DLMS 856S

(DIC AS6)) contains IUID content, DAAS mapping will be used to prepare a DLMS 856S

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to perpetuate the IUID content to the ship-to activity. DAAS, at a minimum, will indicate
the following:

• DIC AS1 if the ship-to activity is the requisitioner. If the ship-to activity is
not the requisitioner, then indicate DIC AS2. The ship-to will be
perpetuated from the DLMS 856S (DIC AS6).

• The RIC-To from the DLMS 856S (DIC AS6) becomes the RIC-From in
the DLMS 856S (DIC AS1) (indicating that the shipment status is provided
on behalf of the manager).

• Distribution Code 2 or 3

• UIIs and/or serial numbers

• Signal Code B used in the LRO will NOT be perpetuated.

• The Supplemental Data field will NOT be perpetuated.

C5.1.4.5.5.4.3. Upon receipt of the DLMS 856S (DIC AS6), the

manager will then generate the shipment status 856S (DIC AS8), without UIIs and with
the distribution code from the original requisition and send to DAAS, who will route it to
status recipients under MILSTRIP distribution rules and to any additional parties as
identified in the transaction.

C5.1.4.5.5.4.4. The customer supply system must ensure that

the shipment status provided by the manager without UIIs does not overlay the LRO
shipping activity's shipment status with UIIs. The Distribution Code 2 or 3 may be used
to recognize the LRO shipping activity shipment status.

C5.1.4.5.5.5. Shipment Status Subsequent to a Disposal Release

Order (DRO). In response to directed release of property to a DLA Disposition Services
Field Office, the shipping activity will provide shipment status including UII and/or
corresponding serial numbers, under the requirements in DoD IUID Supply Policy.

C5.1.4.5.5.6. Shipment Status in Response to a Follow-Up. The

source of supply will follow current MILSTRIP procedures to prepare the shipment
status transaction based on the Materiel Release Confirmation (DLMS 945A) under
DoD IUID Supply Policy. Since the MRC does not contain IUID data, no UII/serial
numbers will be in the source of supply shipment status transaction.

C5.1.4.5.5.7. Shipment Status Prepared by Consolidation and

Containerization Point (CCP) or Other Locations Performing Consolidation. When the
CCP or other location performing consolidation prepares the shipment status, it will
include the UII and/or serial number based on DoD IUID Supply Policy. CCP eligibility
will not be altered based on the requirement to include the IUID data.

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C5.1.4.5.5.8. Shipment Status on Multiple Freight Pieces. For a
shipment containing IUID content and shipped in multiple freight pieces, shippers are
NOT authorized to execute the movement of the shipment using multiple freight piece
procedures (e.g., citing the same TCN for all boxes). Those shipments must be
“partialled” by using the 16th position of the TCN to uniquely identify each freight piece.
A separate DLMS 856S Shipment Status will be transmitted for each document number
– partial TCN pair, identifying the contents of each freight piece, to include pRFID tag(s)
and UII(s) and/or serial numbers.

C5.1.4.5.5.9. Non-MILSTRIP Shipments Documented on a DD

1149. When the shipping activity is requested to ship material documented by a DD
1149, Requisition and Invoice/Shipping Document, see paragraph C5.1.4.3.3. for
procedures associated with the construct of the DLMS 856S Shipment Status. To add
the UII and/or serial number data, key aspects of the HL looping of the 856S are:

C5.1.4.5.9.1. The first HL loop is allocated to addressing and

the second HL loop is allocated to the shipment. If there is pRFID at the carton level, it
will be passed in the third HL loop, which will be a pack loop.

C5.1.4.5.9.2. To identify the UIIs and/or serial numbers, use

separate HL item loops to identify the UII and/or serial number information. If there is
pRFID at the item level, the pRFID tag information will be passed in a REF segment
within the applicable item loop to which it applies. A separate HL item loop will be
generated for each item. If there is a pack loop, then the item loop will identify the
associated pack loop as its parent in the HL02; if there are no pack loops, then there will
be no HL02.

C5.1.4.6. Shipment Status Message Changes/Updates. In the event a

shipment does not get lifted as originally intended (e.g., shipment is left off the truck)
and the shipment is re-booked, the activities (e.g., shippers, ICPs) that originate the
DLMS 856S shipment status transaction will send an updated transaction with all of the
changed transportation information. The shipment status update can also be used to
convey updated passive RFID tagging information, if it changed from the original
erroneous submission. Examples of changed transportation information includes
transportation method code, SCAC, ship date, bill of lading information, and tracking
information.

C5.1.4.6.1. Preparation of the Shipment Status Change/Update

C5.1.4.6.1.1. The shipment status change/update message will be

identified by a unique code (BSN02 = RR) in the transaction to flag it as an updated
shipment status message.

C5.1.4.6.1.2. It will convey a new Status Reason Code (BSN07 =

A40) to advise the shipment status recipient that the updated shipment status
transaction corrects erroneous content data (e.g., transportation data, pRFID data).

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C5.1.4.6.1.3. It will repeat the shipment status information from the
original shipment status message, in addition to any changes to the original information.

C5.1.4.6.1.4. It will convey updated passive RFID information if it

has changed from the original erroneous submission. When applicable, the transaction
will contain multiple passive RFID tag values using a hierarchical structure. The original
passive RFID will be repeated when it is available. Any additional tag values available
to the shipment status recipient will also be provided.

C5.1.4.6.1.5. It will convey changed transportation information

(e.g., transportation method code, SCAC, ship date, bill of lading information, and
tracking information).

C5.1.4.6.2. DAAS Distribution of Shipment Status Change/Update.

DAAS will route the shipment status change/update to the shipment status recipient per
standard business rules for distribution of the shipment status.

DAAS will not distribute the shipment status change/update to MILSTRIP legacy
recipients.

C5.1.4.6.3. Use of the Shipment Status Change/Update by the

Receiving Activity. The value of this transaction to the receiving activity is to provide
corrected transportation data and to support passive RFID-enabled receipt processing.
DLMS compliant systems’ receiving applications should handle the updated
transactions as the official shipment status, since they carry the corrected data.

C5.1.5. Requesting Status

C5.1.5.1. Purpose. Use the DLMS 869F Requisition Follow-Up to request

status on a previously submitted requisition.

C5.1.5.2. Organizations Receiving Status. To ensure sources of supply

automatically provide status data to all organizations required to receive supply and/or
shipment status, identify all additional organizations to receive status in the initial
requisition or in requisition related transactions. To obtain status on previously
submitted requisitions or cancellation requests, activities may submit follow-ups.

C5.1.5.3. Reports. The DoD Components will submit reports when

requisition status reporting is required to designate status of a project. Obtain special
reports, when required, from an eligible recipient of status identified in requisitions.
Special reports are not required from the inter-DoD Component sources of supply.

C5.1.5.4. Status Code CA. When Status Code CA is received in response to

a follow-up request and no record of the previous Status Code CA and the reasons for
rejection can be located, authorized status recipients may inquire off line, such as via
mail, message, or telephone, to the source of supply to obtain reasons for rejection.

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C5.1.6. Status Recording. Organizations will promptly record all status
information received (automatically and/or in response to requisition inquiries) to
applicable due-in records and/or requisition history (status) files, and, in the case of the
DLA Disposition Services, the disposal suspense file. Status recipients will use supply
status data to establish or update the due-in record to monitor for materiel receipts
under Chapter 13. In addition, status recipients will:

C5.1.6.1. Give particular attention to the supply status transaction date to

ensure that records/files are updated in the proper chronological order/date sequence.

C5.1.6.2. Review the DLMS 870S received for any additional action required
by the status code if any.

C5.1.6.2.1. If supply status identifies a processing delay due to storage

site denial to the source of supply’s materiel release order (Status Code BD with
Management Code R), the customer/customer’s system will update/clear the local
record for the suffix and quantity identified (so that later status on a next available suffix
is not misinterpreted as duplicative/exceeding the quantity ordered, potentially triggering
cancellation). Estimated shipping dates will not be provided with BD status when
associated with storage activity denial as indicated by Management Code R. Further
supply action to satisfy the denied quantity will be identified on later supply status
transactions under the next available suffix code. Use of Status Code BD with
Management Code R allows the customer’s system to better track status and recognize
the correct quantity in process.

C5.1.6.2.2. If a requisition has been rejected with a rejection status

code, and the materiel is still required, the requirement will be submitted as a new
requisition with a new document number and a current transaction date.

C5.1.6.3. Treat shipment status received as notice shipment has been made
and that additional follow up will only result in receipt of another shipment status
document.

C5.1.6.4. Anticipate receipt of materiel within prescribed Uniform Materiel

Movement and Issue Priority System (UMMIPS) timeframe for the assigned PD, or the
RDD cited in the requisition, upon receipt of supply status without an estimated shipping
date (ESD).

C5.1.6.5. Evaluate status already received prior to submitting requisition

inquires to follow up for additional status.

C5.1.6.6. Ensure appropriate status is sent to other activities requiring status

when the only status recipient is the activity identified by a distribution code.

C5.1.7. Sending Status - General

C5.1.7.1. Requirements. Sources of supply will automatically send a DLMS

870S when processing requisitions, redistribution orders (RDOs), cancellations,

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modifications, and requisition inquiries (follow-ups and requests for supply assistance).
MCAs will send reject status for requisitions they process. Sources of supply will
maintain and send current supply status as provided below. For these purposes, MCAs
and sources of supply will maintain accessible requisition history records for a minimum
of 6 months after completing a shipment of materiel or canceling a requisition, to
provide for timely status responses. MCAs will maintain requisition history records until
contract termination.

C5.1.7.2. Associated Transaction Status. Sources of supply initiated

requisition status will include all status transactions (supply and shipment) generated
during source of supply processing that are not produced in response to requisition
inquiries or cancellation requests.

C5.1.7.3. Normal Requisitioning Processing. The sources of supply will

provide supply status based on normal requisition processing, including additional
supply status due to changes in requisition processing, such as, cancellation actions,
modifications, item substitutions, DVD actions, changes in ESDs (when retransmitting
requisitions to another source of supply), and requisition inquires (follow-ups and
requests for supply assistance). In addition, supply sources will send:

C5.1.7.3.1. A DLMS 870S with Status Code BB (citing the scheduled

ESD for release of materiel from stock to the customer) when backordering a requisition
against a due-in to stock. The source of supply will always send additional Status Code
BB to organizations with a revised ESD when adjusting shipping dates.

C5.1.7.3.2. A DLMS 870S with Status Code BZ with an ESD after

deciding to process the requirement as a DVD shipment. Sources of supply will give
Status Code BV after effecting contracts or procurement actions and establishing an
agreed to contract shipping date. Status Code BV must contain contract shipping date
and also the contract data that provides organizations with a cross-reference to the
original requisition. At a minimum, contract data will include the contract number,
call/order number, notification of destination/origin acceptance, allowable quantity
variances, and identification of the contractor by CAGE. The contract required shipping
date will be discretely identified and may be equal to the estimated shipment date.
Additional contract data may be included as available. 16

C5.1.7.3.3. A DLMS 870S with additional Status Code BV with a revised

ESD to organizations when adjusting contract shipping dates on items scheduled for
DVD.

C5.1.7.4. Manual Requests. The source of supply may reject a requisition,

or initiate a manual off-line request to obtain additional information, when the requisition
contains insufficient information to continue processing. Use the STATUS TO
organization identified in the requisition as the action addressee on all requests for
additional information. Treat other organizations identified in the requisition, not

16
Refer to ADC 465, Contract Data for 870S_BV Status

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designated as STATUS TO organizations, as information addressees on requests for
additional information. When an inquiry for additional information is made, the source of
supply will send a DLMS 870S with Status Code BD, to all designated STATUS TO
organizations. Sources of supply will suspend further action on requisitions awaiting
additional information until a response is received or until 30 calendar days from date of
inquiry, whichever occurs first. Upon receipt of requested information, the source of
supply will continue normal processing. If the organization does not provide needed
information within 30 calendar days, the source of supply will reject the requisition using
a DLMS 870S with Status Code D3.

C5.1.7.5. Status Frequency. For each reinstated requisition, retransmitted

(rerouted) requisition, requisition modifier, and Materiel Release Order (MRO)
processed, sources of supply will automatically send supply and/or shipment status, as
appropriate.

C5.1.7.5.1. Shipment Status to DAAS. Sources of supply will transmit

shipment status to DAAS for all source of supply requisitions to include a DLMS 856S
for all DVDs, as required. Upon receipt of shipment status, DAAS will convert the
shipment status to the appropriate type of status and make distribution. Except for
cancellation and rejections, DAAS will send status to designated status recipients as
identified by a significant media and status code (DoD or Component level), a significant
distribution code and to any activity identified by RIC as a party to receive status.
Sources of supply will give shipment status for exception ship-to addresses.17 As of
April 1, 2014, the inclusion of a country code not valid with the current Geopolitical
Entities, Names, and Codes (GENC) Standard will result in the transaction being
rejected by DAAS using the DLMS 824R Reject Advice citing Reject Advice Code AU. 18

C5.1.7.5.1.1. Material Processing Center (MPC) Shipment Status.

DAAS will also provide a copy of shipment status for materiel to be delivered to any
customer supported by a MPC operated by DLA Distribution at the co-located DLA
Distribution Center receiving site. In order to accomplish this, DAAS will maintain a
table of DoDAACs associated with a particular copy of DSS as identified by DLA
Distribution that the copy of DSS MPC supports. DLA Distribution, in coordination with
the Service, will provide updates to DAAS as needed. When DAAS processes the
DLMS 856S/AS8 and the ship-to DoDAAC begins with N, R, V, Z, M, or as otherwise
identified, DAAS will match the ship-to DoDAAC to the MPC table. When an
appropriate DSS DoDAAC for MPC support is identified, shipment status will be
forwarded to the DSS for establishment of pre-positioned materiel receipt (due-in)
record at the applicable MPC.

C5.1.7.5.1.2. MPCs receiving shipment status are located at the

distribution center locations identified in Table C5.T3.

17
Refer to ADC 242B.
18
Refer to ADC 1075.

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Table C5.T3. DLA Distribution Center and Co-Located Material Processing Centers
DISTRIBUTION CENTER WITH DISTRIBUTION MPC ROUTING
CO-LOCATED MPC CENTER DODAAC IDENTIFIER CODE
Norfolk SW3117 PSJ
Jacksonville SW3122 PSU
San Diego SW3218 PSK
Puget SW3216 PSN
Yokosuka SW3142 PSL
Sasebo SW3143 PSM
Guam SW3147 SCN
Pearl Harbor SW3144 PSY
Sigonella SW3170 SNH
Bahrain SW3183 SNN
Everett, Washington State SW3237 SNY
Little Creek, Norfolk, VA SW3187 SEF
Groton, Ct SW3188 SEX
Djibouti SW331M S5W
Rota, Spain SW310J SC1
Salalah, Oman SW3156 S1C

C5.1.7.5.1.3. The MPC will use the ship-to DoDAAC, mark-for

party project code, special requirements code, and transportation priority or priority
designator from the due-in record or the shipment documentation to sort materiel for
delivery per the Navy customer direction.

C5.1.7.5.2. Status of Unconfirmed Materiel Release Orders. Sources of

supply will send DLMS 856S transactions to DAAS in accordance with C5.1.7.5.1.
DAAS will send this status to the ship-to activity. If DAAS cannot determine the ship-to
activity, DAAS will return the transaction to the ICP for handling. DAAS will route the
pseudo shipment status transaction for SA requisitions to the applicable DoD
Component International Logistics Control Office (ILCO).

C5.1.7.6. Turn-In Document Status. For each shipment on a defense turn-in

document (DTID), the shipping activity will provide a DLMS 945A, Materiel Release
Advice, or a DLMS 856S with appropriate in-transit control coding as specified under
Chapter 16 for materiel being shipped to the DLA Disposition Services. If pricing
information is not available, enter an estimated unit price.

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C5.1.7.7. Requisition/Reinstatement for Backorder. When a requisition or
reinstatement of a requisition is to be backordered against due-in to stock, sources of
supply will furnish exception supply status. Sources of supply will send Status Code BB
and the ESD for release of materiel from stock to the customer. Sources of supply will
send Status Code BB to the customer with the revised ESD when shipping dates are
adjusted.

C5.1.7.8. Exception Status. Sources of supply will send a DLMS 870S

Exception Supply Status when the intent to process for DVD is known. This exception
status will contain Status Code BZ and the ESD. When contracts or procurement
actions have been effected and an agreed to contract shipping date is established,
sources of supply will send additional Status Code BV indicating the contract shipping
date.

C5.1.7.9. Contract Shipping Date Adjustment. When contract shipping dates

are adjusted on items scheduled for DVD, the source of supply will provide a DLMS
870S with Status Code BV to indicate the revised shipping date. Sources of supply use
the DVD notice DLMS 870S to notify organizations of materiel being supplied by DVD.
This notice provides a cross-reference between the document number and contract
data. When delivery dates are established for DVD shipments, the source of supply will
provide the DVD notice in addition to supply status.

C5.1.7.10. Indicating Processing Delay. Sources of supply will furnish supply

status indicating a processing delay when an MRO is denied by the storage activity.
Use Status Code BD and denial Management Code R citing the MRO denied quantity
and suffix. 19 Further supply action to satisfy the denied quantity is anticipated to occur
on a later suffix code.

C5.1.7.11. Mandatory Status Reporting. The use of supply and shipment

status is mandatory for all source of supply initiated requisition statuses. Supply source
initiated requisition status includes all statuses generated during source of supply
processing not produced in response to follow-ups or cancellation requests. Use of
supply and shipment status in response to cancellation requests is optional when supply
status distribution rules require multiple recipients of status. Upon receipt of a DLMS
856S, DAAS will convert the request to the appropriate response transactions and make
distribution to all eligible status recipients.

C5.1.7.12. Preparation of Status

C5.1.7.12.1. Late Delivery. All supply status transactions, indicating

materiel will be released for shipment later than the standard delivery date (SDD) or
RDD/required delivery period (RDP) must contain an ESD. Such supply status is
applicable to materiel obligations including procurement for DVD. Conversely, the
source of supply will reject requisitions that contain Advice Code 2C, 2J, 2T, or 2W with

19
Authorized for use on an intra-Army basis (ADC 191) and later expanded to inter-Service/Agency use
(ADC 312). Not implemented by DLA and other Components.

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Status Code CB when items are not available for immediate release or cannot be
supplied by the SDD/RDD/RDP, with a DLMS 870S.

C5.1.7.12.2. Estimated Shipment. ESDs are also mandatory entries for

those transactions reporting adjusted ESDs and any circumstance that predicts that
issue may not be made within the timeframes established for the PD. Storage facilities
in receipt of requisition inquiries on requirements that are in the process of being filled
will use supply status to provide ESDs to the requesting source of supply. Status
transactions providing advice of such events as changes in stock numbers, unit of issue
changes, rejections, and shipments will not contain an ESD.

C5.1.7.12.3. Rejecting Requisitions. Sources of supply will use a DLMS

870S with status codes in the C and D series when rejecting requisitions and RDOs.

C5.1.7.12.4. Processing Point Response. Processing points provide a

DLMS 856S in response to receipt of a DLMS 869F, Requisition Follow-up, containing
the DoDAAC of the initial (origin) transportation activity. If the processing point is
unable to provide the DoDAAC information to the requesting activity, the follow-up
transaction will be rejected with Status Code DY.

C5.1.7.12.5. Requisition Inquiry. Status furnished by a DLMS 870S in

response to a DLMS 869A, Requisition Inquiry, will contain the most current information
available regarding the status of the requisition. Supply status in response to a
requisition inquiry will contain a changed/new ESD, when applicable, and a transaction
date that corresponds to the date of the reply. A DLMS 856S in response to a
requisition inquiry will contain the shipping data for the materiel shipped.

C5.1.7.12.6. Narrative Explanation. Status Code CA and TD are the

only status conditions to which the source of supply will provide a narrative explanation
(in a free-form format) identifying the reason for rejection.

C5.1.7.12.7. Abbreviated Messages. The DoD Components may opt to

use abbreviated status to activities.

C5.1.7.12.8. Cancellation Request. A DLMS 870S with Status Code BF

sent in response to cancellation requests, with a document number not matching source
of supply records, prevents source of supply processing of later transactions for this
same document number. When providing Status Code BF in response to a cancellation
request, also provide Status Code BF in response to all other transactions received
containing the same transaction reference number. Sources of supply will retain
accessible history records of Status Code BF generated from processing no-record
cancellation requests following the generation of Status Code BF in accordance with
DoD 5015.02, DoD Records Management Program.

C5.1.7.12.9. Materiel Returns Status. Use Chapter 11 procedures for

providing materiel returns supply status transactions resulting from processing OMRs
and OMR-related transactions.

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C5.1.7.12.10. Free Issue. Requisitions that fail free issue validation will
be rejected with Status Code CM; a new funded requisition may be submitted if the
materiel is still required. Requisitions that fail free issue validation after materiel release
(post-post requisitions/issue) may be handled as funded requirements. In this case, the
source of supply will furnish Status Code DT alerting eligible status recipients that the
post-post requirement is not authorized for free issue and to adjust fund obligation
records as materiel will be billed to the requisitioner.

C5.1.7.12.10.1. Where a post-post requisition contains a free issue

Signal Code D or M and free issue is not authorized, the signal code will be modified to
the applicable billable signal code. Where the original requisition identified a valid fund
code, it will be used for billing; otherwise, the fund code will be modified to indicate non-
interfund billing (Fund Code XP):

C5.1.7.12.10.1.1. Signal Code D will be replaced with Signal

Code A to show the correct shipping activity. (Both D and A ship-to the requisitioner as
identified in the document number of original submission.)

C5.1.7.12.10.1.2. Signal Code M will be replaced with Signal

Code J to show the correct shipping activity. (Both M and J ship-to the supplementary
address identified in the original submission.)

C5.1.7.12.10.2. Since post-post orders are already shipped and

cannot be split, if part of the quantity ordered is not eligible for free issue, the entire
order will be denied free issue.

C5.1.7.12.11. Expedited/Replacement Shipment Subsequent to

Validated Supply Discrepancy Report. When reshipment is required (e.g. due to
shortage, non-receipt, wrong item, or comparable discrepancy/deficiency), the
reshipment will be processed using the original document number and the next
available suffix code. At a minimum, the SoS will provide supply status indicating the
estimated shipment date for the reshipment. 20

C5.1.7.13. Time Standards for Providing Status Transactions. When

required, sources of supply will dispatch applicable status on requisitions, retransmitted
requisitions, reinstated requisitions, and responses to requisition inquiries within the
times prescribed below:

C5.1.7.13.1. Supply Status

C5.1.7.13.1.1. Two calendar days from receipt of PD 01-08

transactions.

C5.1.7.13.1.2. Five calendar days from receipt of PD 09-15

transactions.

20
Refer to ADC 1091, SDRs Requesting Expedited or Replacement Shipment.

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C5.1.7.13.1.3. Twenty-four hours after release of MOV requests.

C5.1.7.13.2. Shipment Status

C5.1.7.13.2.1. Twenty-four hours after shipment (or release to

carrier) for PD 01-03 transactions.

C5.1.7.13.2.2. Forty-eight hours after shipment for PD 04-08

transactions.

C5.1.7.13.2.3. Three working days after shipment for PD 09-15

transactions.

C5.1.7.13.2.4. Twenty-four hours from receipt of PD 01-03

requisition inquiries.

C5.1.7.13.2.5. Forty-eight hours from receipt of PD 04-08

requisition inquiries.

C5.1.7.13.2.6. Three working days from receipt of PD 09-15

requisition inquiries.

C5.1.8. Distribution of Status

C5.1.8.1. Requisition Cancellations. Sources of supply will automatically

send supply and/or shipment status in response to requisition cancellations, including
mass and universal cancellations. In addition to status sent to organizations, DAAS will
send shipment status to storage/procurement activities and/or the source of supply
(when DVD actions with Status Code BV are applicable) on all affected shipments
entering the DTS during mass or universal cancellation situations. Sources of supply
will send the status of cancellation actions within five calendar days of receipt of the
requisition cancellations. Sources of supply will revise this status as further actions are
taken on the cancellation request.

C5.1.8.2. Procedures. Sources of supply will address supply and shipment

status sent in response to requisition cancellations as follows:

C5.1.8.2.1. When there is no record of the requisition cancellation,

address the status transaction to the requisitioner.

C5.1.8.2.2. When there is a record of the requisition cancellation,

address the status transaction to the organization(s) identified in the cancellation
request, including any additional status organizations.

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C6. CHAPTER 6
PHYSICAL INVENTORY CONTROL
C6.1. GENERAL

C6.1.1. Purpose.

C6.1.1.1. This chapter provides procedures, performance objectives, and

reporting requirements for maintaining accurate records of the physical inventory,
conducting physical inventory counts, and reconciling record variance for materiel within
the supply system of the Department of Defense.

C6.1.1.2. There are additional processing procedures over and above

those contained in this chapter that must be applied for items identified as
serially managed materiel requiring owner visibility at DLA Distribution Centers.
The identity of the materiel and the additive procedures are in Chapter 30.

C6.1.2. Transactions. This chapter addresses the procedures applicable to physical

inventory control functions using the Defense Logistics Management Standards (DLMS)
846P, 846R, and 888I. The corresponding Military Standard Transaction Reporting and
Accounting Procedures (MILSTRAP) legacy transaction functionality is identified for
information purposes in a mixed Defense Logistics Standard System (DLSS)/DLMS
environment. Other formats such as Extensible Markup Language (XML) are also
available. See the Defense Logistics Management Standards Program Office Website
DLMS IC page for available formats.

C6.1.2.1. DLMS 846P, Physical Inventory Request/Transaction History

Request. Physical Inventory Request/Transaction History Request transaction
functions of DLMS 846P is identified by the Accredited Standards Committee (ASC)
X12 beginning segment (1/BIA/20) Report Type Code (BIA02).

C6.1.2.1.1. Physical Inventory Request Transaction is DLMS 846P

identified by Report Type Code TC – Physical Inventory Request. The owner/manager
uses this transaction to initiate, follow up on, or cancel a physical inventory. The
storage activity uses it to initiate or cancel a physical inventory. This transaction
provides MILSTRAP legacy DIC DJA functionality, except as noted below for Report
Type Code DD.

C6.1.2.1.2. Response to Physical Inventory Request Transaction is

DLMS 846P identified by Report Type Code DD – Distributor Inventory Report. This is
used by the storage activity to respond to a Physical Inventory Request Transaction
from the owner/manager when the response does not include asset balances. Use as a
response relates to use with physical inventory transaction Management Code R, S, or
Y. This transaction provides MILSTRAP legacy DIC DJA functionality when DJA is
used as a response to indicate no record of stock number or no record of ownership;

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physical inventory in workload bank or in process; or response to follow-up when
inventory already complete (Management Codes R, S, and Y respectively).

C6.1.2.1.3. Transaction History Request Transaction is DLMS 846P

identified by Report Type Code TF – Transaction History Request. Owner/Manager
uses this to request transaction history from the storage activity. This transaction
provides MILSTRAP legacy DIC DZJ functionality.

C6.1.2.1.4. Response to Transaction History Request Transaction (No

History Available) is DLMS 846P identified by Report Type Code AD – Agent/Distributor
Inventory Report. Storage activities use this to respond to Transaction History Request
when no history is available. This transaction provides MILSTRAP legacy DIC DZK
functionality when DZK record position 30-43 is 8-filled or 9-filled.)

C6.1.2.1.5. End of Day Transaction Count Transaction is DLMS 846P

identified by Report Type Code B1 – Batch Report. This transaction is sent by the
storage activity to the owner/manager to advise the owner/manager of the number of
accountable (balance affecting) transactions that were forwarded during the daily
course of business. This transaction provides MILSTRAP legacy DIC DZM
functionality.

C6.1.2.2. DLMS 846R, Location Reconciliation. Location Reconciliation

transaction functions of DLMS 846R is identified by the ASC X12 beginning segment
(1/BIA/20) Report Type Code (BIA02).

C6.1.2.2.1. Location Reconciliation Request Transaction is DLMS 846R

identified by Report Type Code LC –Location Inventory Report. The storage activity
sends this to the owner/manager to reconcile storage activity and owner/ manager
records. This transaction provides MILSTRAP legacy DIC DZH functionality.

C6.1.2.2.2. Location Reconciliation Notification Transaction is DLMS

846R identified by Report Type Code X4 – Summary Report. The storage activity
sends this to the owner/manager to advise of the number of Location Reconciliation
Request transactions being forwarded. This transaction provides MILSTRAP legacy
DIC DZN functionality.

C6.1.2.2.3. Location Reconciliation History Notification Transaction is

DLMS 846R identified by Report Type Code ZZ – Mutually Defined. [An ASC X12 data
maintenance was approved in version 5030 for DLMS 846R Report Type Code LN-
Location Reconciliation History Notification.] The storage activity sends this to the
owner/manager to advise of the number of transaction history transactions are being
forwarded. This transaction provides MILSTRAP legacy DIC DZP functionality.

C6.1.2.3. DLMS 888I Storage Item Correction Transaction. Storage Item

Data Correction/Change transaction function of DLMS 888I is identified by the ASC X12
beginning segment (1/BGN/15) Transaction Type Code (BGN07) A1 – Storage Item
Data Change. The owner/manager sends this transaction to a storage activity to

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change elements of data pertaining to an item of supply. This transaction provides
MILSTRAP legacy DIC DZB functionality.

C6.1.3. Applicability. Basic elements of the physical inventory program prescribed

by this chapter apply to the DoD Components, and establish:

C6.1.3.1. Uniform procedures on existing DoD policy for maintaining

accurate records, conducting physical inventories and location surveys/reconciliations,
researching inventory discrepancies and causes for adjustments, performance
assessments, and for quality control of work processes prescribed by the DoD Physical
Inventory Control Program (PICP).

C6.1.3.2. Management control of all DoD wholesale supply system materiel

to include:

C6.1.3.2.1. principal items,

C6.1.3.2.2. packaged petroleum, oil, and lubricants,

C6.1.3.2.3. secondary items regardless of whether assets are

purchased with stock fund or procurement appropriations,

C6.1.3.2.4. ammunition,

C6.1.3.2.5. forms and publications, and

C6.1.3.2.6. subsistence.

C6.1.3.3. Management data and performance standards necessary to

measure the effectiveness of physical inventory control in the DoD supply system.

C6.1.4. Exclusions

C6.1.4.1. These procedures are not applicable to bulk petroleum; complete

ships, aircraft, ballistic missiles, nuclear weapons, and space vehicles; assets located at
contractor-owned and/or contractor-operated facilities that are not maintained on the
DoD wholesale property accountability records; Industrial Plant Equipment reportable to
the Defense Industrial Plant Equipment Center; National Security Agency /Central
Security Service assets; and National Defense Stock Pile assets. Loaned and in-transit
materiel will be accounted for in accordance with Chapter 13 and the DoD Component
procedures.

C6.1.4.2. Physical inventory control procedures for bulk petroleum are

contained in DoD 4140.25-M, “DoD Management of Bulk Petroleum Products, Natural
Gas, and Coal.”.

C6.1.4.3. Nuclear weapons for which the Department of Defense has

custodial responsibility.

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C6.2. POLICY. DoD policy is contained in DoDM 4140.01, “DoD Supply Chain Materiel
Management Procedures”.

C6.2.1. Purpose. The purpose of the DoD physical inventory control process is to:

C6.2.1.1. Ensure materiel accountability is properly executed within the

Department of Defense;

C6.2.1.2. Ensure that accurate property accountability records for the

physical inventory are maintained in support of customer requirements and readiness
by performing physical inventories and location surveys/reconciliations;

C6.2.1.3. Identify and help resolve problems in supply system work

processes affecting property accountability records by performing quality control of the
work processes; and

C6.2.1.4. Identify repetitive processing errors and maintain accurate records

for supply system transactions generated within the supply system by researching and
reconciling property accountability record imbalances and potential discrepancies.

C6.2.2. Philosophy And Guiding Policy

C6.2.2.1. Inventory systems will support perpetual inventories where current

item record balances are maintained by posting all balance affecting events such as the
recording receipts, shipments, inventory adjustments and changes to condition,
ownership, or location as they occur. If a system can’t currently support perpetual
balances, efforts will be made to bring the system into compliance.

C6.2.2.2. The dynamic nature of the physical inventory control function and
the cost of counting and reconciling records require that the approach be more selective
than the "100 percent wall-to-wall total item count" concept. Available inventory
resources will be directed toward potential and actual discrepancies, controlled
inventory items, and weapon system critical items for which maximum returns are
derived from applied resources.

C6.2.2.3. A fundamental requirement of inventory integrity is to ensure that

the inventory data on inventory control points (ICPs) and storage activities systems is
the same, thus becoming, in effect, a single item inventory record.

C6.2.2.4. Storage activities will make use of any one or a combination of the
following three inventory counting approaches, as appropriate to the physical inventory
item policy requirements, storage facility physical constraints, physical inventory support
system capabilities, types of items, and inventory accuracy conditions.

C6.2.2.4.1. Cycle counting, where a portion of the inventory is counted

either daily, weekly, or monthly until the entire inventory has been counted within the
time period specified. If a system can’t support perpetual balances, the cycle counting
approach will not be selected.

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C6.2.2.4.2. Statistical sample counts that are statistically significant and
representative of the total inventory item population are an efficient approach to quickly
determine the accuracy of the inventory with minimal operational disruption. When
statistical sample counts are allowed and the resultant count is within required
tolerances, the inventory is considered complete. If the statistical count is outside the
allowed accuracy tolerance, then the entire results of the statistical sampling must be
voided. This requires scheduling another physical inventory via another sample count,
cycle count, or wall-to-wall count as appropriate to the accuracy conditions determined
by the first sample count. If another sample count is used, it will not be the same
sample or a sub-set of the same sample selected earlier.

C6.2.2.4.3. Wall-to-wall inventories, where the entire count is made at a

point in time and they are conducted only when:

C6.2.2.4.3.1. It is essential to strike a point in time balance for

inventory;

C6.2.2.4.3.2. The storage and inventory density are small enough

that there is no detrimental impact to supply support operations; or

C.6.2.2.4.3.3. When safety and security of assets and access to

such assets (such as munitions and explosives) are generally more restrictive and
controlled.

C6.2.2.5. All physical counts will be blind counts; that is, personnel
conducting physical counts will have no prior knowledge or access to the on-hand
quantity balance in the inventory records. In those rare instances where segregation of
duty controls cannot guarantee blind counts, other local effective risk mitigation
techniques will be applied such as increased supervision and two member count teams.

C.6.2.2.6. Personnel performing physical counts will be provided tools to

perform the count including the part number, description, condition, location, number of
requisite counts, etc., to ensure the correct item and location and count guidance is
provided to inventory personnel conducting the inventories. The count the record will
not be provided to the counters.

C.6.2.2.7. The implementing procedures for the DoD Components are to:

C.6.2.2.7.1. Provide management priority and resources for the

execution of PICP functions. Managers will by direct or indirect supervision ensure that
physical inventory teams are identified, properly staffed, trained, have the necessary
instructions, tools, problem resolution assistance, and that duties are segregated to
ensure accurate and timely physical counts, research, and records balance corrections.

C.6.2.2.7.2. Ensure that assets are protected against waste, loss,

negligence, unauthorized use, misappropriation, and compromise in the case of
controlled inventory item materiel.

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C.6.2.2.7.3. Ensure that sufficient emphasis is placed on materiel
accountability and inventory accuracy to promote improved performance of individuals
directly responsible for the care, security, and management of DoD supply system
materiel, as well as those responsible for making reports on the status of that inventory.

C.6.2.2.7.4. Ensure that duties such as receiving, posting

transactions to records, and issuing are divided among the work force so that no single
individual can adversely affect the accuracy and integrity of the inventory. Although
multi-skilled personnel may conduct physical counts, the inventory organization must
enter counts, apply in-float controls, and conduct pre-adjustment research. When
adequate segregation of duties is not practical or cost-effective, other local risk
mitigating controls will be put in place to the maximum extent possible, such as
increased supervision and two man count teams.

C.6.2.2.7.5. Conduct functional reviews of the PICP to ensure

compliance with DoD and Component policy and procedures and establish physical
inventory control as a mandatory element to be addressed in the annual internal
management control assessments required by DoD Instruction 5010.40, “Managers'
Internal Control Program (MICP) Procedures”.

C.6.2.2.7.6. Ensure that training is provided to supply system

personnel who perform functions affecting physical inventory control and that training
courses are updated to teach current DoD policies, procedures, and performance goals.
Training will ensure familiarity of physical inventory staff with the items to facilitate item
recognition and unit of measure peculiarities, the required count processes, research
methods/tools available, and the count recording and records correction processes.

C.6.2.2.7.7. Separate dedicated physical count teams will be

established providing a knowledgeable and well trained work force to conduct physical
inventory counts. An increased level of supervision is required for the less experience
count team members. The exception to the forgoing is those isolated cases where the
size of the storage activity is such that separate count personnel would be inefficient.

C.6.2.2.7.8. Performance goals will be established within

Government or Contractor personnel performance standards and evaluations for those
individuals performing and managing physical inventory program functions on
Department of Defense materiel. Feedback mechanisms for all personnel involved in
the physical inventory function will be established to compare and report actual results
against standards and corrective plans of action will be put in place when the
performance does not meet the standard.

C6.2.3. Security of Materiel. Security is the first line of defense for physical
inventory control; therefore, DoD Components will pay special attention to safeguarding
of inventory items. This will include analysis of loss rates through inventories, financial
liability investigation of property loss reports (DD Form 200,), and criminal incident
reports, to establish whether repetitive losses indicate criminal or negligent activity.

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Physical security procedures for supply system materiel are contained in
DoD 5200.08-R, “Physical Security Program.”

C6.2.4. Asset Management. Inventory Control Points (ICPs) and storage activities
will collaborate to ensure that inventory data in their respective systems is the same,
thus becoming, in effect, a single item inventory record. At minimum, the total item
property record will include materiel that is due-in, in transit, in organic maintenance
facilities, in a contractor's custody, on loan, on-hand in distribution centers, reported on-
hand at retail activities, and for reported assets in the custody of users. The record or
record set will identify the quantity, condition, and value of the item assets for each
organizational entity having physical custody of these assets.

C6.2.5. Maintaining Property Accountability/Responsibility. The property

accountability responsibility for total item property record segments may be delegated
to, but not shared by, one or more organizational entities. However, asset balance
information for a particular segment (such as the storage activity balance for an item)
will be shared; duplicative records will not be maintained.

C6.2.5.1. Storage Activity Responsibility. The storage activity maintains the

property accountability record for all materiel in storage and is responsible, at minimum,
for materiel custody, care, receipt, storage, and issue. Storage activities are also
responsible for safeguarding and re-warehousing materiel; physical inventory and
research; location survey/reconciliation; quality control checks; supply discrepancy
report initiation, research and resolution. In the event of potential financial liability, the
storage activity is responsible for investigating and assessing financial liability for loss,
damage, and destruction of Government property; and appropriate actions necessary to
ensure that the physical on-hand quantity and the total item property record quantity are
in agreement. Storage activities will maintain the available-for-issue balance (also
known as the Owner Balance). Available-for-issue balance refers to the materiel on-
hand balance minus any materiel allocated to fulfill pending materiel release order(s).

C6.2.5.2. Owning Department of Defense Component. The owning DoD

Component will either assume or assign the accountability for materiel not in the
physical custody of a storage activity (e.g., materiel inducted for organic repair, test
assembly/disassembly, conversion, modification, or reclamation; materiel in a
contractor’s hands (in accordance with provisions of the Federal Acquisition
Regulation), in transit materiel, on-loan materiel).

C6.2.5.3. Integrated Materiel Manager Responsibility. The Integrated

Materiel Manager is responsible for initiating and directing the conduct of physical
inventories; providing discrepancy research and reports; resolving discrepancies,
investigating, and assessing liability for loss, damage, and destruction of Government
property; and taking appropriate actions necessary to ensure that the on-hand quantity
and the total item property record quantity are in agreement for all DoD materiel that is
not in the physical custody of DoD activities.

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C6.2.5.4. US Air Force (USAF) Contractor Inventory Control Point (CICP)
Responsibilities

C6.2.5.4.1. The term USAF CICP represents a contractor assigned the

primary responsibility of materiel management for a group of items either for a particular
Military Service or for the Department of Defense as a whole. In addition to integrated
materiel management /inventory control point (ICP) functions, a USAF CICP may
perform other logistics functions to support a particular Military Service or for a particular
end item (e.g., centralized computation of retail requirements levels and engineering
tasks associated with weapon system components).

C6.2.5.4.2. For the purpose of DLMS logistics procedures, the term

USAF CICP also identifies Contractor Operated and Maintained Base Supply (COMBS)
contractors whose support includes supply of aircraft; engine and support equipment
components, materiel, and consumables; as well as off-aircraft repair, overhaul, and
replenishment. COMBS contractors are responsible for having inventory on hand to
perform off-aircraft maintenance and the repair of turned-in parts. COMBS contractors
perform both wholesale and retail functions.

C6.2.5.4.3. The USAF Government Furnished Property Accountability

(GFP-A) program provides visibility and control of contractor-managed, Air Force-owned
property through implementing and integrating Air Force logistics standards with private
sector logistic processes to improve the accuracy and accountability of USAF financial
statements. This program establishes and maintains accountable inventory records for
USAF GFP-A that accurately reflect current quantity, status, location, condition and
authorizing contracts. The USAF GFP-A program also establish an audit trail to update
and track end-to-end logistics and financial transactions.

C6.2.5.4.4. USAF CICPs, will use inventory management systems to

provide the transactions received from their trading partners, to the Air Force
accountable property system of record (APSR) via Defense Automated Addressing
System (DAAS). USAF CICP must report to the USAF GFP APSR in DLMS format.
DPAS will be a mirror image of the USAF CICP inventory management systems.

C6.2.5.4.5. At the end of each day, all balance affecting transactions

must undergo the EOD/reconciliation process. When reconciling with the USAF GFP-A
APSR, follow the EOD/reconciliation process described in C6.2.6. The reconciliation
must include the inventory balance in the warehouse, and the intransit balance. For
DLMS transaction exchange purposes, the USAF CICP will follow the
responsibilities/procedures of the storage activity in their communications with the
USAF APSR. The term “Intransit Balance” represents the total quantity of confirmed
shipments without a matching receipt acknowledgement excluding property issued for
local disposal, internal USAF CICP deliveries, and customer pick-up. Confirmed
shipment is based upon receipt/processing of the materiel/disposal release confirmation
(MRC/DRC). The USAF GFP-A CICP excludes local disposal, internal CICP deliveries,
and customer pick-up from the intransit-balance because the USAF APSR decrements
the owner balance after issued. Using Mode of Shipment X (bearer walk-

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through/customer pickup) in the MRC identifies the exclusions to the “Intransit Balance.
The materiel receipt acknowledgement (MRA)/turn-in receipt acknowledge (TRA)
received from the customer constitute the receipt acknowledgment. The intransit
balance is a cumulative calculation and is not restricted to activity occurring during the
day/month being reconciled.

C6.2.6. End of the Day Processing. Use the following end of the day processing
procedures as follows:

C6.2.6.1. Owner/Manager and Storage Activity Responsibilities.

Owners/managers and storage activities will ensure that the inventory data on
owners/manager and storage activities systems is the same, thus becoming, in effect, a
single item inventory record. Owner/managers and storage activities will achieve a
single item inventory record by reconciling all balance affecting transactions to ensure a
full match between the owner/manager and the storage activity.

C6.2.6.2. Storage Activity will:

C6.2.6.2.1. Transmit the End of Day Transaction Count to advise the

owner/manager of the number of balance affecting transactions sent during the daily
course of business.

C6.2.6.2.2. Submit daily closing balance to each affected

owner/manager using a Location Reconciliation Request Transaction for End of Day
Processing (End of Day Processing is identified in DLMS 846R BIA06 Action Code Z;
MILSTRAP legacy DIC DZH by Type of Location Reconciliation Request Code 1 in
record position 7). The storage activity will transmit all EOD balances (including those
transactions that result in a zero balance or no physical inventory adjustment required
(e.g., DLMS 947I, Inventory Adjustment (Increase (Physical Inventory), with zero
quantity, or Status Adjustment Reason Code AA (MILSTRAP legacy DIC D8A)).

C6.2.6.2.3. Provide any historical records as requested by the

Owner/Manager in an effort to resolve any potential inventory record mismatches
between the storage activity and the owner. Include historical DLMS 940R with
Reconcile Historical Records Indicator (1/W0507/0200=W1) and 945A with Reconcile
Historical Records Indicator (1/W0612/0200=W1) transactions in response to the DLMS
846P Transaction History Request.

C6.2.6.2.4. Storage activities will prepare a Location Reconciliation

Request Transaction by line-item (stock number (NSN or Local stock number) + supply
condition code (SCC)), and type of pack.

C6.2.6.3. U.S. Air Force GFP-A CICP will:

C6.2.6.3.1. Follow the responsibilities/procedures of the storage activity

in accordance with section C6.2.6, for the purpose of DLMS transaction exchange with
the APSR.

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C6.2.6.3.2. Include the Materiel Release Advice Count to the EOD
Transaction Count transaction (DLMS 846P with BIA02 B1) provided to the USAF GFP-
A APSR for reconciliation with the USAF CICP inventory balance records. The Materiel
Release Advice Count represents the number of MRC and DRC transactions (DLMS
945A) received by the USAF CICP during the day or month being reconciled. The USAF
CICP will transmit the sum total of MRC and DRC transactions combined into a single
value.

C6.2.6.3.3. Include the Receipt Acknowledgment Count to the EOD

Transaction Count transaction (DLMS 846P with BIA02 B1) provided to the USAF GFP-
A APSR for reconciliation with the USAF CICP records. The Receipt Acknowledgment
Count represents the number of MRA and TRA (DLMS 527R) transactions received by
the USAF CICP during the day or month being reconciled. The USAF CICP will transmit
the sum total of MRA and TRA transactions combined into a single value.

C6.2.6.3.4. Transmit the USAF GFP Intransit Balance Location

Reconciliation Request Transaction (DLMS 846R with BIA02 Code LC) provided to the
USAF GFP-A APSR for reconciliation with the USAF CICP records. The term “Intransit
Balance” represents the total quantity of confirmed shipments without a matching MRA
or TRA excluding property issued for local disposal, internal USAF CICP deliveries, and
customer pick-up. Confirmed shipment is based upon receipt/processing of the
shipment confirmation (MRC/DRC). For property issued under these exclusions, the
USAF GFP-A APSR will not retain an owner property record; therefore, tracking intransit
is not required. The use of Mode of Shipment X in the MRC will identify the exclusions
to the intransit balance. The MRA/TRA received from the customer or DLA Disposition
Services Field Office constitutes the receipt acknowledgment. The intransit balance is a
cumulative calculation and is not restricted to activity occurring during the day or month
being reconciled.

C6.2.6.3.5. Reconcile Materiel Release Advice Counts (DLMS 945A

MRC/DRC) and Receipt Acknowledgment Counts as part of the EOD processing.

C6.2.6.3.6. Conduct a full end of month reconciliation between the

USAF GFP-A CICP and the USAF APSR. The monthly reconciliation will consist of a
systematic reconciliation of all item record transactions and balances following the same
procedural steps as the EOD/reconciliation process documented under C6.2.6. and may
not require physical inventory. The reconciliation will include all item records with or
without any transactional activity during the course of the month. The USAF CICP will
still need to perform at least one annual reconciliation in accordance with DLM 4000.25,
Volume 2, Chapter 6 Physical Inventory Controls.

C6.2.6.3.7. Request Air Force program office approval, if required by

contract, prior to performing an inventory adjustment due to a mismatch between the
USAF GFP-A APSR and the USAF CICP for unresolved mismatched quantities. The
USAF CICP will send a DLMS 947I to USAF GFP-A APSR to adjust the balance in
USAF GFP-A APSR, if required. The mismatched quantity (gains and losses) will be

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adjusted with Inventory Adjustment Increase/Decrease (Accounting Error) (DLMS 947I
with Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B).

C6.2.6.4. Reconciliation of Serially-Managed Items

C6.2.6.4.1. In addition to the responsibilities described under

paragraph C6.2.6, storage activities and owners/managers will include the
UII/serial number when reconciling records to ensure proper accountability of
serially-managed items. For mismatches between system records, the storage
activity will collaborate with the owner/manager to ensure proper research and
resolution.

C6.2.6.4.2. The combination of UII and serial number increases the

accuracy of inventory records across the DOD. When a serially managed item
lacks a UII, there is a potential for duplicate serial numbers. A duplicate serial
number may surface as a result of the record reconciliation. For mismatches due
to a duplicate serial number, the owner is responsible for taking the necessary
steps to resolve the discrepancy.

C6.2.6.5. Owners/Managers will:

6.2.6.5.1. Compare records with the transactions received via the

location reconciliation request to identify mismatches.

6.2.6.5.2. Perform a systemic research within seven working days from

receipt of the initial Location Reconciliation Request transaction. The systematic
research will include all imbalances to ensure consideration of in-float transactions,
delayed/suspended transactions, and duplicate transactions.

6.2.6.5.3. Request from the storage activity all transaction history

necessary to perform systematic research and resolve any mismatches. The owner will
request historical information via a Transaction History Request.

6.2.6.5.4. Update the affected record on-hand balance with the storage
activity's closing on-hand balance for unresolved mismatched quantities. The
mismatched quantity (gains and losses) will be adjusted with Inventory Adjustment
Increase/Decrease (Accounting Error) (DLMS 947I with Quantity or Status Adjustment
Reason Code AB; MILSTRAP legacy DIC D8B/D9B). Owner/managers will refer to
section C6.6 for guidance on research of potential or actual Inventory Adjustments.

6.2.6.5.5. Request assistance from the storage activity to isolate causes

of record imbalances to maintain transaction level integrity. The storage activity
assistance should focus on data transmission (e.g., lost transactions).
Owners/managers will input Physical Inventory Transaction History Request to the
storage activity for data transmission (e.g. lost transactions).

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C6.2.6.6. Preparing End of Day Accountable Transaction Count. The
storage activity will report a single End of Day Transaction Count to provide the end of
day transaction counts for the following transaction types.

C6.2.6.6.1. Receipts (DLMS 527R with 1/BR02 Transaction Type Code

D4; MILSTRAP legacy DIC D4_/D6_).

C6.2.6.6.2. Issues (DLMS 867I; MILSTRAP legacy DIC D7_).

C6.2.6.6.3. Inventory Adjustment-Increases (DLMS 947I with 2/W1916

Inventory Transaction Type Code AJ; MILSTRAP legacy DIC D8_).

C6.2.6.6.4. Inventory Adjustment-Decreases (DLMS 947I with 2/W1916

Inventory Transaction Type Code AD; MILSTRAP legacy DIC D9_).

C6.2.6.6.5. Inventory Adjustment-Dual (DLMS 947I with 2/W1916

Inventory Transaction Type Code DU; MILSTRAP legacy DIC DA_).

C6.2.6.6.6. For intra-Navy use only; Navy also provides an end of day
transaction count for Asset Status Reports (DLMS 846I).

C6.2.6.6.7. For U.S. Air Force CICP only. Materiel Release Advice
(DLMS 945A with 1/W0611 Transaction Type Code NJ and NM; MILSTRIP legacy DIC
AR_). The Air Force CICP must combine the total sum of MRC and the total sum of
DRC into a single value.

C6.2.6.6.8. For U.S. Air Force CICP only. Receipt Acknowledgement

(DLMS 527R with BIA02 code of TH and CJ, respectively). The Air Force CICP must
combine the total sum of MRA and the total sum of TRA into a single value.

C6.2.7. Reconciling Total Item Property Records with Financial Records. Owning
DoD Components will reconcile total item property records and financial records as
prescribed by DoD 7000.14-R, “Department of Defense Financial Management
Regulations (FMR)” to ensure compatibility of the total inventory value reflected by
these records and associated reports.

C6.2.8. Item Management/Control. DoD materiel is managed and controlled by

stock number, and SCC, and by type of pack; therefore, physical inventories will be
conducted and the results reported to owners/managers by stock number and SCC, and
by type of pack.

C6.2.9. Storage Activity Record Keeping. Storage activities will maintain

quantitative balance records for all on-hand materiel regardless of ownership. Storage
activities will maintain transaction histories to support the balance records.
Maintenance of these records will provide the capability to detect theft or diversion of
materiel and improve the ability to determine the cause of inventory variances for
corrective action.

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C6.2.10. Inventory Prioritization. DoD Components will select and prioritize items
for inventory for which they are accountable as follows:

C6.2.10.1. Inventory Sampling

C6.2.10.1.1. Annual Record Accuracy Statistical Sample. A stratified,

hierarchal inventory sample will be accomplished at least once annually for the purpose
of validating the accuracy of the accountable records. The results of this sample report
on the percent of records that match the physical count exactly or are within the allowed
tolerance. The annual record accuracy statistical sample provides a barometer of
performance and improvement opportunities for local storage activity managers. The
results of the sample will be reported in accordance with the item categorizations
stratification and tolerances cited in paragraph C6.2.12.5. When the physical count of
an item is completed, the physical count and record quantity are compared; it the two
are within the specified tolerance for Categories B and C the accuracy of that record is
considered correct, if the tolerance is exceeded the record is counted as inaccurate.
Items in Categories A and D have a zero tolerance; therefore, any difference between
the physical count and the record quantity is counted as an inaccurate record.

C6.2.10.1.2. Annual Chief Financial Officer’s (CFO) Statistical Sample

Inventory. The Chief Financial Officer’s Act (CFOA) of 1990 requires that the
Department of Defense, the Military Services, and Defense Agencies submit financial
statements to the Congress. One of the financial statement elements is the dollar value
of on-hand supply inventory. The purpose of the Annual CFO Statistical Sample
Inventory is enable the Components to estimate the dollar value of the non-fuel portion
of the DoD on-hand inventory held in storage for annual financial statement reporting.
The Components will conduct a stratified, hierarchal statistical sample inventory for the
purpose of accurately estimating the true dollar value of their respective on-hand supply
inventories. The initial implementation will be for materiel in Defense Logistics Agency
(DLA) storage sites managed by the Distribution Standard System (DSS), regardless of
the materiel’s ownership. The requirement to conduct the CFO Annual Statistical
Sample Physical Inventory may be expanded to include inventories beyond that
maintained by DSS. The following are the guidelines to conduct and report the results
of the annual CFO Inventory sample.

C6.2.10.1.2.1. Annual CFO Statistical Sample Inventory Schedule.

The annual CFO statistical sample inventory will be scheduled as close to the end of the
fiscal year as possible allowing sufficient lead time to conduct the sample inventory,
perform analyses, and report results to support the end of fiscal year financial reports.

C6.2.10.1.2.2. DoD CFO Annual Statistical Sample Inventory Plan

Guidelines.

C6.2.10.1.2.2.1. The items in storage will be stratified into

dollar value categories to minimize the number of items requiring inventory while
yielding results with the confidence level and precision required below. The dollar value

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stratifications used for sample will be included in the CFO Inventory Value Sample Plan
for that year.

C6.2.10.1.2.2.2. Every item stored, regardless of

owner/manager, within the extended dollar value strata identified in the DoD CFO
Annual Statistical Sample Inventory Plan for that year will have an equal probability of
being selected in the sample and inventoried.

C6.2.10.1.2.2.3. The sample results will have a 95 percent

confidence level and a level of precision within + (plus) or – (minus) 2.5 percent.

C6.2.10.1.2.2.4. DoD CFO Annual Statistical Sample

Inventory Plan. DLA will distribute the results of the DoD CFO Annual Statistical
Sample Inventory Plan to each applicable centralized Service point of contact.

C6.2.10.1.2.2.5. DoD CFO Statistical Sample Inventory

Results. The Components will use the results of the CFO Inventory Sample to valuate
materiel under their respective ownership and report those values to the DoD Chief
Financial Officer for use in the preparation of their respective financial statement
reporting. Note that the results of the CFO Inventory Sample will include all
adjustments and documentation that supports the physical completion of the inventory
process.

C6.2.10.1.3. Annual complete (100 percent) physical inventories can be

performed as an alternative to statistical sampling.

C6.2.10.2. Items Designated for Complete Inventories. Complete inventories

will be performed as follows:

C6.2.10.2.1. Controlled Inventory Items. The following controlled

inventory items (identified in DoD 4100.39-M, “Federal Logistics Information System
(FLIS) Procedures Manual”) require complete physical inventory and do not qualify for
use of a random statistical sampling approach:

C6.2.10.2.1.1. Top secret.

C6.2.10.2.1.2. Narcotics, drug abuse items, and alcohol.

C6.2.10.2.1.3. Category I non-nuclear missiles and rockets

(semiannually in accordance with DoDM 5100.76, “Physical Security of Sensitive
Conventional Arms, Ammunition and Explosives”).

C6.2.10.2.1.4. Precious metals.

C6.2.10.2.1.5. Small arms.

C6.2.10.2.1.6. Radioactive items.

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C6.2.10.2.1.7. Inert nuclear ordnance materiel.

C6.2.10.2.1.8. Other items that may be designated by the Office of

the Secretary of Defense (OSD) or the DoD Component.

C6.2.10.2.2. Ammunition or Subsistence. If ammunition or subsistence

is subjected to complete inventory, physical inventory and location survey may be
conducted concurrently.

C6.2.10.2.3. Random Statistical Sampling for Controlled Inventory Items

Not Subject to Annual Complete Physical Inventory. Controlled inventory items not
subject to annual complete physical inventory must be subjected to annual random
statistical sampling. Acceptable statistical sampling techniques are widely prescribed
and may be used so long as every item included in the population has an equal
probability of being selected in the sample. At minimum, the statistical sampling
technique must provide reasonable assurance that the property accountability records
are accurate with a 95 percent level of confidence, accuracy level of 95 percent, and a
maximum margin of error of two percent. If the sample inventory results do not satisfy
the above criteria, complete physical inventory of the population from which the sample
was selected will be performed.

C6.2.10.3. Items Not Designated for Complete Inventories. Inventories for

items not designated for complete inventory under subparagraph C6.2.10.2. will be
performed as a result of:

C6.2.10.3.1. Total or partial materiel release denials (spot inventory--

see subparagraph C6.3.4.1. and Type of Physical Inventory/Transaction History Code
E);

C6.2.10.3.2. Location reconciliation variances;

C6.2.10.3.3. Location survey errors;

C6.2.10.3.4. Owner/manager request (special inventory)

C6.2.11. Potential Discrepancies. Potential discrepancies between the actual

physical count of materiel and the property accountability record on hand balance will
be researched and resolved in accordance with Table C6.T3. by:

C6.2.11.1. Correctly posting supply transactions (e.g., receipts, issues,

adjustments) discovered during the research process that were previously incorrect or
unposted resulting in the record imbalance; and/or

C6.2.11.2. Posting an inventory adjustment to correct the record imbalance.

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C6.2.12. Accuracy and Performance Goals. The acceptable DoD accuracy and
performance goals are as follows:

C6.2.12.1. Materiel Denial Goal: Not greater than one percent.

C6.2.12.2. Receipt Processing Performance Goal: 90 percent stored and

posted within receipt time standards (see Chapter 13).

C6.2.12.3. Record Reconciliation Program Goal:

C6.2.12.3.1. Location Survey Accuracy:

C6.2.12.3.1.1. General Supplies: 97 percent.

C6.2.12.3.1.2. Ammunition: 98 percent.

C6.2.12.3.2. Location Reconciliation Accuracy:

C6.2.12.3.2.1. General Supplies: 97 percent.

C6.2.12.3.2.2. Ammunition: 98 percent.

C6.2.12.4. Ammunition Property Accountability Record Accuracy Goal: 95

percent.

C6.2.12.5. General Supplies Record Accuracy Goals. DoD Components

must send record accuracy goal information to ODASD (SCI) within 30 calendar days
after the end of each fiscal year. For the purposes of this report, Categories B and C in
Table C6.T1. are optional. The collection of data may occur throughout the year. See
Table C6.T1.

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Table C6.T1. General Supplies Record Accuracy Goals Stratification Sub-Populations And
Associated Goals And Tolerance Levels
GOAL TOLERANCE
CATEGORY SUB-POPULATION
(PERCENT) (PERCENT)

A UNIT PRICE > $1,000 99 0

UNITS OF ISSUE THAT MAY BE NONDEFINITIVE OR
DIFFICULT TO MEASURE1
OR
B* ON-HAND BAL > 50 AND EXTENDED VALUE < $50,000 95 10
OR
NSN ACTIVITY (# transactions affecting balance in one year)
> 50
DATE OF LAST INVENTORY > 24 MONTHS
C* AND 95 5
ON-HAND BALANCE < 50
D ALL OTHER MATERIEL NOT MEETING ABOVE CRITERIA 95 0
*Categories B and C are optional
95 percent Confidence Level
+4 percent Bound applicable to each category

C6.3. PHYSICAL INVENTORY PROCEDURES

C6.3.1. Inventory Program Accomplishment. Storage activities will monitor

program accomplishment throughout the fiscal year to ensure that the requirements of
paragraph C6.2.10. are met.

C6.3.2. Pre-Inventory Planning. The potential for count inaccuracies will be

reduced by conducting pre-inventory planning to include:

C6.3.2.1. Actions to ensure location integrity by correcting such situations as

unbinned/loose materiel; questionable identity of materiel in location; and single
locations containing multiple SCCs or stock numbers, inadequately labeled shelf-life
items (date of manufacture/assembly/inspection/test, as appropriate); and/or materiel
lots stored in a single location.

C6.3.2.2. Document cleanup to ensure to the extent possible that receipts,

adjustments, transaction reversals, and other transactions are posted to the property
accountability record and that in-process receipts are stored in location prior to the
established physical inventory cutoff date.

C6.3.3. Scheduled Inventories

1
Applicable Units of Issue: AT, AY, BF, BK, CD, CF, CZ, DZ, FY, FT, FV, GP, GR, HD, KT, LB, MR, OZ,
OT, PG, PR, SE, SF, SO, SP, SY, TD, TE, TF, TN, TO, TS, MC, MX, YD

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C6.3.3.1. Item Characteristics. Storage activities will initiate all scheduled
inventories based on item characteristics, specifically the controlled inventory item code
and any other category codes designated by the DoD Components that require physical
inventory not less than once each fiscal year, with a Physical Inventory Request
Transaction using Type of Physical Inventory/Transaction History Code G.

C6.3.3.2. Selection and Prioritization Model. Storage activities will initiate all
scheduled inventories based on selection and prioritization model criteria with a
Physical Inventory Request Transaction using Type of Physical Inventory/Transaction
History Code I.

C6.3.3.3. Random Statistical Sample Inventories

C6.3.3.3.1. Storage activities will initiate the scheduled random

statistical sample inventory to meet the Department’s requirements to validate the
accuracy of the supply records with a Physical Inventory Request Transaction using
Type of Physical Inventory/Transaction History Code N.

C6.3.3.3.2. Owners may initiate a scheduled random statistical sample

inventory of line items owned to determine the overall accuracy of their records with a
Physical Inventory Request Transaction using Type of Physical Inventory/Transaction
History Code L.

C6.3.3.3.3. Storage activities may also initiate a scheduled random

statistical sample inventory of line items in storage to determine the overall accuracy of
their records with a Physical Inventory Request Transaction using Type of Physical
Inventory/Transaction History Code P.

C6.3.3.3.4. Storage activities will initiate the scheduled annual stratified

random statistical sample inventory to meet the Department’s requirements to conduct
the Annual CFO Statistical Sample Inventory identified in paragraph C6.2.10.1.2. with a
Physical Inventory Request Transaction using Type Physical Inventory/Transaction
History Code L.

C6.3.4. Unscheduled Inventories

C6.3.4.1. Special Inventory. Owners will initiate special inventories using a

Physical Inventory Request Transaction. If an inventory has not been taken within the
past 90 calendar days, cite Type of Physical Inventory/Transaction History Code D or J
in the transaction. If an inventory has been taken within the past 90 calendar days, an
effort will be made to construct a transaction history and from it determine what the item
balance should be or what discrepancy may have caused an imbalance. Only when
these efforts fail to produce satisfactory results will special inventories be performed. In
this case, cite Type of Physical Inventory/Transaction History Code H in the Physical
Inventory Request Transaction. The procedure for restricting special inventories may
be waived when the Inventory Manager has recorded backorders for the item.

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C6.3.4.2. Spot Inventory

C6.3.4.2.1. Storage activities will initiate spot inventories as a result of

total or partial materiel denial on classified and sensitive items regardless of value,
pilferable items when the value of the variance is greater than $100, and for
noncontrolled items variances greater than $5,000. These requests will cite Type of
Physical Inventory/Transaction History Code E.

C6.3.4.2.2. Storage activities will accommodate all requests for spot

inventories.

C6.3.4.2.3. Storage activities systemically initiate special inventories for

a specific SCC as a result of quantity mismatches between the quantity-by-location and
owner balance records using Type Physical Inventory/Transaction History Code Z.2

C6.3.4.2.4. On-Hand Balance Mismatch Between Locator and Property

Accountability Record. Storage activities may initiate unscheduled inventories as a
result of on-hand balance mismatches between the locator and property accountability
records with a Physical Inventory Request Transaction using Type of Physical
Inventory/Transaction History Code M.

C6.3.4.2.5. Storage activities will initiate special Inventories (for all

SCCs) in support of inventory accuracy improvement initiatives, using Type Physical
Inventory/Transaction History C.3

C6.3.5. Canceling Inventories

C6.3.5.1. General. When conditions exist which preclude accurate

completion of an inventory that has been established, the inventory will be canceled by
the storage activity or the owner/manager. Conditions that may require cancellation
include, but are not limited to, catalog changes, rewarehousing of materiel under
inventory, insufficient resources, insufficient time to meet established inventory
timeframes to notify other affected owners/managers, and acts of God.

C6.3.5.2. Owner/Manager Cancellation. When an owner/manager cancels

an inventory, the owner/manager will notify all affected storage activities using a
Physical Inventory Request citing Management Code N.

C6.3.5.3. Storage Activity Cancellation. When a storage activity cancels an

inventory, or when an owner/manager requests cancellation of an inventory, the storage
activity will notify the requesting owner/manager using a Physical Inventory Request
Transaction citing Management Code N. When a canceled inventory is required to
meet annual inventory schedule requirements, the storage activity must reschedule it
within the current fiscal year. When a spot inventory (Type Physical

2
Refer to ADC 415 available at the DLMS ADC 400-499 page.
3
Ibid

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Inventory/Transaction History Code E) is canceled, it must be rescheduled within 15
calendar days.

C6.3.6. Conducting, Recording, and Reporting the Inventory

C6.3.6.1. General. Physical inventory procedures at storage activities will

provide the required asset-to-record accuracy with positive control of materiel and
documentation that are in-float (e.g. including materiel release orders, receipts,
condition transfers, catalog, and other data changes).

C6.3.6.2. To increase auditability of physical inventory requests, serially

managed items will include a unique document number. The document number
will help relate a physical inventory request with the appropriate response. The
owner will provide a document number in the Physical Inventory Request. The
storage activity will perform the necessary physical research as described in
Chapter 6 Physical Inventory Control. The physical inventory response will carry
the same document number provided by the owner. These procedures are
required for UIT programs and recommended for all other commodities. For DLA
internal controls only, the storage activity may include a second document
number as necessary in the response to a physical inventory request.

C6.3.6.3. In-Float Document Control. The storage activity may reduce the
volume of in-float accountable documents during the period required for an item count
by suspending the issue of low priority materiel release transactions from items
undergoing inventory. However, materiel will be released for items undergoing
inventory when such release is necessary to meet the order/ship timeframes prescribed
by DoDM 4140.01, to include the recognition of the required delivery date. The storage
activity may also reduce the volume of in-float accountable documents by deferring
routine SCC changes, providing that it complies with Chapter 7 control requirements.

C6.3.6.4. Physical Inventory Timeframe. Storage activities will complete

physical inventories and transmit the appropriate Inventory Adjustment (Physical
Inventory) Transactions (DLMS 947I with Quantity or Status Adjustment Reason Code
AA; MILSTRAP DIC D8A/D9A) to the owner/manager within 30 calendar days
subsequent to the physical inventory cutoff date ( PICD) for scheduled inventories and
within 15 calendar days after the PICD for unscheduled inventories.

C6.3.6.5. Post Count Validation and Pre-adjustment Research. The storage

activity will compare the adjusted count with the balance kept by the storage activity to
determine the potential variance and initiate post count validation and pre-adjustment
research as required under section C6.4. Immediately upon completion of post count
validation and pre-adjustment research, the storage activity will record the count and
date of last inventory on the storage activity quantitative balance record.

C6.3.6.6. Zero Quantity Adjustments. When no adjustment is required, the

storage activity will update the storage activity record with the date of last inventory and
send an Inventory Adjustment Increase (Physical Inventory) transaction (DLMS 947I

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with Quantity or Status Adjustment Reason Code AA; MILSTRAP legacy DIC D8A) with
zero quantity for each line item to the owner/manager to indicate completion of the
inventory. The owner/manager will update the date of last inventory using the
adjustment transaction date.

C6.3.6.7. Prorating Adjustment for Commingled Assets. When the storage

activity record reflects more than one owner for commingled materiel, the storage
activity will apply all gains and losses to the wholesale manager. The storage activity
will prorate any losses that cannot be applied to the wholesale manager among all
owners having balances. Storage activities will not consider foreign owner balances in
the prorating process. Foreign owner and Special Defense Acquisition Fund balances
will not be altered unless they are the only remaining balances for reporting a loss.
Resolution of these losses will be in accordance with DoD Security Assistance Program
policy.

C6.3.6.8. Processing Physical Inventory Adjustments. The storage activity

will process Inventory Adjustment (Physical Inventory) transactions (DLMS 947I with
Quantity or Status Adjustment Reason Code AA; MILSTRAP legacy DIC D8A/D9A) by
line-item and type of pack for subsistence, to update the storage activity quantitative
balance record and each owner/manager record.

C6.3.7. Reconciling Manual Records for Controlled Items. When manual records
are maintained for control of assets in secured storage, the storage activity, will at
minimum reconcile these records at the time of inventory with the corresponding
storage activity records and physical materiel counts.

C6.3.8. Unscheduled Physical Inventory Follow-up

C6.3.8.1. Owner/manager Follow-up on Physical Inventory Request. When

the owner/manager has requested an unscheduled inventory and no adjustment or
completion transaction has been received within 40 calendar days of the date of the
request, the owner/manager will initiate a follow-up using a Physical Inventory Request
Transaction, citing Management Code X and duplicate the remaining data from the
Physical Inventory Request Transaction that established the inventory.

C6.3.8.2. Storage Activity Response to Follow-Up on Physical Inventory

Request. The storage activity will respond to the owner/manager follow-up within five
calendar days by providing the appropriate adjustment, completion, or cancellation
transaction. If an adjustment or completion transaction was previously sent and a
follow-up is received, the storage activity will reply by sending a Response to Physical
Inventory Request Transaction with Management Code Y to the owner/manager. The
storage activity will also send DLMS 947I showing the actual physical inventory
adjustment, and identified as submission of historical information by 1/W1506/020,
Code W1. (Storage activities operating under MILSTRAP send MILSTRAP legacy DIC
DZK Transaction History Transmittal for the physical inventory adjustment.)

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C6.3.8.3. No Record of Physical Inventory Request. If the storage activity
does not have a record of the owner/manager original Physical Inventory Request
Transaction, the storage activity will process the Physical Inventory Request
Transaction with Management Code X as an original Physical Inventory Request
Transaction.

C6.4. RESEARCH OF POTENTIAL OR ACTUAL INVENTORY ADJUSTMENTS

(PHYSICAL INVENTORY) (DLMS 947I with Quantity or Status Adjustment Reason
Code AA; – Document Identifier Code D8A/D9A)

C6.4.1. Policy. DoD Components will ensure that potential or actual Inventory
Adjustments (Physical Inventory), (DLMS 947I with Quantity or Status Adjustment
Reason Code AA; D8A/D9A), are researched in accordance with the value of the
adjustment and type of item. The DoD criteria for this research are set forth in Table
C6.T3, and will be used as the basis for selective research for supply system materiel.
A reduction of the volume of erroneous adjustments can only be achieved by
conducting specified degrees of research before posting the adjustment transaction.
More stringent research requirements may be imposed by DoD Components based
upon the limits of available resources and upon specific asset control problems.
However, in no case will adjustments be processed against items without required pre-
adjustment research having been performed (see Table C6.T3.).

C6.4.2. Objectives. Analysis of inventory adjustments is vital to:

C6.4.2.1. Identify failures in the control systems so improvements can be

made.

C6.4.2.2. Reduce similar discrepancies in the future.

C6.4.2.3. Ensure that the proper adjustment was made.

C6.4.2.4. Evaluate indicators of trends or system problems for corrective

action.

C6.4.2.5. Detect negligence, abuse, or theft of materiel. Known or suspected

negligence, abuse, or theft will be researched in accordance with DoD 7000.14-R and
Table C6.T3.

C6.4.3. Timeliness of Research. Timely completion of the research of potential or

actual Inventory Adjustments (Accounting Error) is essential. Delay increases the
complexities of adequate research and reduces the probability of conclusive findings.

C6.4.3.1. Pre-adjustment Research. Storage activity pre-adjustment

research must be completed and the physical inventory adjustment/completion action
posted to the owner/manager record within 30 calendar days from the PICD for
scheduled inventories and 15 calendar days from the PICD for unscheduled inventories.

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C6.4.3.2. Mandatory Causative Research. The storage activity must
complete mandatory causative research within 45 calendar days from the date the
adjustment transaction was posted. If sample causative research is used as allowed by
Table C6.T3., Minimum Research Requirements, the sample causative research must
be completed within 45 calendar days from the date the sample causative research
listing is created.

C6.4.4. Transaction History. For intra-Component (or inter-Component, based on

agreement of the involved DoD Components) reconciliation, the owner/manager may
request transaction history for analyzing inventory discrepancies.

C6.4.4.1. Transaction History Request. The owner/manager will request the

history using a Transaction History Request Transaction citing the appropriate Type
Physical Inventory/Transaction History Code. Transaction history will consist of all
transactions affecting the balance for the requested timeframe.

C6.4.4.2. Transaction History Data. The storage activity will send transaction
history data by submitting the affected transactions identified as a historical submission
with beginning segment Action Code W1. DLMS transactions subject to historical
submission are: receipt, issue, materiel release order, materiel release advice, and
inventory adjustment (DLMS 527R, DLMS 867I, DLMS 940R, DLMS 945A, and DLMS
947I, respectively). When no history is available for the selected timeframe, submit a
Response to Transaction History Request (No History Available) Transaction with Type
of Physical Inventory/Transaction History Code 8 or 9. (Storage activities still operating
under MILSTRAP will send legacy DIC DZK Transaction History Transmittal for all
transactions affecting the balance for the requested timeframe).

C6.4.5. Error Classification Coding for Physical Inventory Adjustments. Causes of

potential/actual inventory adjustments are determined by research. Causes will be
classified, analyzed, and evaluated so action may be taken to correct situations that are
causing the errors. Inventory Adjustment (Physical Inventory) Error Classification
Codes will be entered in Inventory Adjustment (Physical Inventory) Transactions (DLMS
947I with Quantity or Status Adjustment Reason Code AA; MILSTRAP legacy DIC
D8A/D9A) 4. For analysis and evaluation, physical inventory adjustment error conditions
will be associated with the operation in which they occurred (e.g., receiving, issues) and
classified by type within each operation. For reporting purposes, each operation and
each error type have been identified by an alphabetic or numeric code in the Error
Classification Code. The error classification system is structured to provide the DoD
Components the latitude to amplify the DoD defined error classifications; however, the
DoD Components will summarize internally defined error classifications to the
appropriate DoD classification for all reports provided to higher authorities, auditors, etc.

4
The owner/manager may use Error Classification Codes in Inventory Adjustment (Accounting Error)
Transactions (DLMS 947I with Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC
D8B/D9B) pending establishment of single shared asset balances (see paragraphs C6.2.2. and C6.2.4.).

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C6.4.6. Error Classification Feedback and Correction

C6.4.6.1. Causative History Summary. Storage activities will send a

quarterly summary of the causative research results for each individual national item
identification number (NIIN) to the Inventory Owners (or the service International
Logistics Control activity in the case of Foreign Military Sales (FMS)-owned materiel).
The summary information will be provided for all adjustments of extended dollar value
greater than $16K and any adjustment of an item with a Controlled Inventory Item Code
(CIIC) that is Classified, Sensitive or Pilferable. At minimum, the provided summary will
include, for each NIIN: SCC, Inventory Adjustment Transaction (DLMS 947I or
MILSTRAP legacy DIC D8_/D9_), quantity adjusted, routing identifier code (RIC) of the
storage activity making the adjustment, error classification code, controlled inventory
item code, date created, date completed, and total adjusted dollar value.

C6.4.6.2. Error Correction

C6.4.6.2.1. Storage Activity Commanders. Commanders at the storage

activities will use this information to identify and correct recurring errors in their
operations (e.g., through established storage activity training programs, quality control
checks, and other actions as required).

C6.4.6.2.2. Inventory Owners. Inventory owners will use this

information as a means to gain insight into the adjustments and subsequent actions
taken to resolve the error and to evaluate whether changes in procurement practices,
cataloging data, or other actions may be taken to prevent potential distribution errors. A
single point of contact will be designated at the owner level to request information from
DLA.

C6.4.7. Controlled Inventory Item Accounting Adjustments. Unresolved physical

inventory adjustments for all classified and sensitive items regardless of value, and for
pilferable items when the adjustment is in excess of $2,500, as prescribed by DoD
7000.14-R, will be referred to security officials of the storage activity at which the
adjustment occurred to determine whether there is culpability or when fraud, waste, or
abuse is suspected (see Table C6.T3).

C6.4.8. Materiel Release Denials. Chapter 4 prescribes DoD standard document

formats, data codes, and criteria for the preparation and processing of materiel release
denial at storage activities and by owners/managers.

C6.4.8.1. Upon initiation of a materiel release denial citing Management

Code 1, 2, 3 (applies to subsistence only), or 4 (applies to subsistence and ammunition
only), storage activities will:

C6.4.8.1.1. Reverse the issue, adjust the storage activity record on-
hand quantitative balance to zero, and send an inventory adjustment decrease
transaction (DLMS 947I with Quantity or Status Adjustment Reason Code AA;
MILSTRAP legacy DIC D9A) for the adjusted quantity to the owner/manager attempting
to issue the materiel, citing denial Management Code 1, 2, 3, or 4, and send an

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inventory adjustment decrease to any other owners affected by the denial loss, citing
denial Management Code Q.

C6.4.8.1.2. Initiate a spot inventory as required under subparagraph

C6.3.4.2.

C6.4.8.2. If an inventory can be accomplished without delaying the

processing of the Materiel Release Order beyond the prescribed Uniform Materiel
Movement and Issue Priority (UMMIPS) timeframes (see DoDM 4140.01), it may be
conducted prior to processing a denial transaction.

C6.5. REVERSAL OF INVENTORY ADJUSTMENTS (PHYSICAL INVENTORY)-

DOCUMENT IDENTIFIER CODE D8A/D9A. Storage activity reversal of Inventory
Adjustment (Physical Inventory) Transactions (DLMS 947I with Quantity or Status
Adjustment Reason Code AA; MILSTRAP legacy DIC D8A/D9A) is a required
capability, which must be implemented with proper controls and supported by proper
documentation. At a minimum, procedures for reversing adjustments will contain the
following control features:

C6.5.1. Posted/Unposted Source Documents. Regardless of age, reversals

required to correct inventory records when posting previously unposted or incorrectly
posted supply transactions (e.g., receipts, issues), are limited to those transactions that
can be properly documented to reference the specific transaction document number(s)
that will be processed to offset the reversal.

C6.5.2. Inventory Adjustment Corrections. Reversals required to correct physical

inventory adjustments that were made based on incorrect/incomplete information are
limited to two years from the date of the original adjustment unless the requirements of
paragraph C6.5.1. are met. All reversals must be properly documented.

C6.5.3. Limitations. Reversals will not be processed solely on the basis of a

previous offsetting physical inventory adjustment.

C6.5.4. Performance Assessment. Reversals after causative research allow for

the proper posting of the correct supply transactions and audit trails. The number of
inventory adjustments and related monetary values will be separated and identified as
follows. 5

C6.5.4.1. Absolute adjustment rates will include all gain and loss reversals
from reporting and prior quarters’ adjustment transactions.

C6.5.4.2. Initial adjustment rates will not include gain and loss reversals from
reporting or prior quarters’ adjustments:

5
Refer to ADC 415 available at the DLMS ADC 400-499 page.

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C6.6. RESEARCH OF POTENTIAL OR ACTUAL INVENTORY ADJUSTMENTS
(ACCOUNTING ERRORS) – (DLMS 947I with Quantity or Status Adjustment Reason
Code AB) - Document Identifier Code D8B/D9B 6)

C6.6.1. Policy. DoD Components will ensure that potential or actual Inventory
Adjustments (Accounting Errors), DLMS 947I with Quantity or Status Adjustment
Reason Code AB; D8B/D9B, are researched in accordance with the value of the
adjustment and type of item. The DoD criteria for this research are set forth in Table
C6.T3. and will be used as the basis for selective research for supply system materiel.
More stringent research requirements may be imposed by DoD Components based
upon the limits of available resources and upon specific asset control problems.
Though physical inventory adjustments are based on physical counts, accounting
adjustments are based on the reconciliation of inventory records as part of End-of-Day
or Location Reconciliation business processes. When differences exist between the
‘systems’, an accounting adjustment (gain/loss) (DLMS 947I with Quantity or Status
Adjustment Reason Code AB; DIC D8B/D9B) will be created to adjust the
owner/manager’s total item property record inventory balance to agree with the storage
activity’s closing end of day balance. As such, the causes of accounting adjustments
are driven by the handling of ‘transaction data’ versus the physical handling of materiel.
Therefore, research requirements will focus on events/processes that cause the
databases (between the storage activity and total item property record) to be out of
sync. DoD Components will research transaction histories and violation files to locate
‘missing’ supply transactions, clear exceptions, process the appropriate ‘supply’
transaction, and reverse the accounting adjustment to resolve the original mismatch
condition.

C6.6.1.1. When subsequent research finds that the accounting adjustment

was caused by an unposted, duplicate, or otherwise improperly posted transaction, a
reversal of the accounting adjustment and (as appropriate) the incorrectly posted
‘supply’ transaction is required. The owner/manager will ensure that proper audit trails
are maintained to reflect the posting of the correct supply transaction.

C6.6.1.2. Owners/managers will request assistance from the storage activity

to isolate supply transaction processing errors and focus on data transmission and
validation of system logic to resolve causes of database mismatches.

C6.6.2. Objectives. Analysis of Inventory Adjustments (Accounting Errors) is vital

to:

C6.6.2.1. Identify failures in the control systems so improvements can be

made.

C6.6.2.2. Reduce similar discrepancies in the future.

C6.6.2.3. Ensure that the proper adjustment was made.

6
Refer to ADC 414 available at the DLMS ADC 400-499 page.

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C6.6.2.4. Evaluate indicators of trends or system problems for corrective
action.

C6.6.3. Timeliness of Research. Timely completion of the research of potential or

actual Inventory Adjustments (Accounting Error) is essential. Delay increases the
complexities of adequate research and reduces the probability of conclusive findings.

C6.6.3.1. Mandatory Causative Research. The owners/managers must

complete mandatory causative research within 45 calendar days from the date the
adjustment transaction was posted.

C6.6.3.2. Sample Causative Research. If sample causative research is used

as allowed by Table C6.T3., Minimum Research Requirements, owners/managers must
complete the sample causative research within 45 calendar days from the date the
sample causative research listing is created.

C6.6.4. Inventory Adjustment (Accounting Error) Error Classification Coding.

Causes of potential/actual Inventory Adjustments (Accounting Error) are determined by
research. Causes will be classified, analyzed, and evaluated so action may be taken to
correct situations that are causing the errors.7 For analysis and evaluation, error
conditions will be identified and classified by type. For reporting purposes, each error
type is identified by an alphabetic or numeric code as shown in Volume 2, Appendix
2.16. The error classification system is structured to provide the DoD Components the
latitude to amplify the DoD defined error classifications; however, DoD Components will
summarize internally defined error classifications to the appropriate DoD classification
for all reports provided to higher authorities, auditors, etc.

C6.6.5. Error Classification Feedback and Correction

C6.6.5.1. Causative History Summary. Owners/managers will prepare a

quarterly summary of causative research results for Inventory Adjustments (Accounting
Error) (DIC D8B/D9B) and provide feedback to the appropriate owners/managers
officials.

C6.6.5.2. Error Correction. Inventory Owners will use this information as a

means to gain insight into the inventory accounting adjustments and subsequent actions
taken to resolve the error and to evaluate whether changes in supply transaction ‘edits’,
cataloging data, or other actions may be taken to prevent potential inventory accounting
errors. A single point of contact will be designated at the owner level to request
information from DLA.

C6.6.6. Controlled Inventory Item Accounting Adjustments. Unresolved Inventory

Adjustments (Accounting Error) for all classified and sensitive items regardless of value,
and for pilferable items when the adjustment is in excess of $2,500 as prescribed by

7
The owner/manager may use Error Classification Codes in Inventory Adjustment (Accounting Error)
Transactions (DLMS 947I with Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC
D8B/D9B) pending establishment of single shared asset balances (see paragraphs C6.2.2. and C6.2.4.).

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DoD 7000.14-R, will be referred to security officials of the storage activity at which the
adjustment occurred to determine whether there is culpability or when fraud, waste, or
abuse is suspected (see Table C6.T3.).

C6.7. REVERSAL OF INVENTORY ADJUSTMENT (ACCOUNTING ERRORS)

TRANSACTIONS. Reversal of DLMS 947I with Quantity or Status Adjustment Reason
Code AB; DIC D8B/D9B inventory accounting adjustments is a required capability that
must be implemented with proper controls and supported by proper documentation.
(From Volume 3, Appendix 3, Introduction, Paragraph AP3.3.2, “When reversal or
cancellation of the original transaction is required, enter a reversal indicator in record
position 25.”) At minimum, procedures for reversing adjustments will contain the
following control features:

C6.7.1. Posted/Unposted Source Documents. Regardless of age, reversals

required to correct inventory accounting records when posting previously unposted or
incorrectly posted supply transactions (e.g., receipts, issues), regardless of age, are
limited to transactions that can be properly documented to reference the specific
transaction document number(s) that will be processed to offset the reversal.

C6.7.2. Inventory Accounting Adjustment Corrections. Reversals required to

correct inventory accounting adjustments that were made based on incorrect/incomplete
information are limited to two years from the date of the original adjustment unless the
requirements of paragraph C6.5.1. are met. All reversals must be properly
documented.

C6.7.3. Limitations. Reversals will not be processed solely on the basis of a

previous offsetting inventory accounting adjustment.

C6.7.4. Performance Assessment. Reversals against transactions processed

within the adjustment period will be separated and identified as follows:

C6.7.4.1. Gross inventory accounting adjustment during the current period,

C6.7.4.2. Reversal of prior quarters' inventory accounting adjustment

transactions,

C6.7.4.3. Reversal of current quarters' inventory accounting adjustment

transactions, and

C6.7.4.4. Total value of net inventory accounting adjustments during the

current period (i.e., value of net gains added to value of net losses).

C6.8. RECORD RECONCILIATION PROGRAM. Each DoD Component will implement

a record reconciliation program that will consist of both a location survey and a location
reconciliation.8 The DoD acceptable accuracy goals are provided in subparagraph

8
The location reconciliation process will not be required with the establishment of single shared-asset
balances (see paragraphs C6.2.2. and C6.2.4.).

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C6.2.12.3. The DoD Components may impose more stringent standards internally. The
record reconciliation program is subject to the quality control checks delineated in
section C6.10. Errors will be subject to validation and research before they are counted
as errors. The DoD Components will collect and analyze all Type III errors (see
subparagraphs C6.8.1.2.3. and C6.8.2.2.3.) by element.

C6.8.1. Location Survey

C6.8.1.1. Location survey requires a physical verification, other than actual

count, between assets and recorded location data to ensure that all assets are properly
recorded. When a discrepancy is identified during the location survey program (Type I
or Type II error (see subparagraphs C6.8.1.9.1. and C6.8.1.9.2.)), the storage activity
will conduct prompt research and assess the need for a special inventory Physical
Inventory Request Transaction with Type of Physical Inventory/Transaction History
Code K). In some instances, location survey and physical inventory will occur
simultaneously for ammunition and subsistence.

C6.8.1.2. Timing. Location survey will be accomplished at each storage

activity not less than once each fiscal year, by (1) performing complete location survey
of all locations; (2) using a statistical sampling methodology that ensures all locations
are included in the population and have a probability of selection; or (3) a combination
of complete and statistical sampling.

C6.8.1.3. Storage locations that have undergone a qualifying physical

inventory action within the previous 12 months, with the exception of controlled
item(s), may be considered to have satisfied the annual location survey
requirements stated in paragraph C6.8.1.2. A qualifying inventory action is one
where the storage activity performs a successful physical verification of the
item(s) between the physical asset(s) and the recorded location data. The storage
activity has the option to perform a second location survey as necessary but it is
not required for the purpose of the annual location survey. These procedures do
not overwrite current guidance and procedures for any discrepancies found at
the location.

C6.8.1.3.1. Storage activities will perform complete location survey

on all controlled items (classified, sensitive, pilferable, radioactive, etc.) and do
not qualify for use of a random statistical sampling approach.

C6.8.1.3.2. Locations not surveyed as a result of a qualifying

inventory activity or as described in C6.8.1.2 will be part of the population needed
for statistical sampling in order to satisfy the annual location survey requirement
defined in this chapter.

C6.8.1.4. Rewarehousing. A location survey will take place in both the

gaining and losing storage areas following the completion of rewarehousing projects. A
location survey conducted due to rewarehousing projects may be considered to have
satisfied the annual survey requirement for the area surveyed.

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C6.8.1.5. Comparison of Storage Locations with Locator Records. The
proper sequence for operating a location survey requires comparing assets in storage
locations with locator records. This sequence of operation is important to detect assets
in unrecorded locations.

C6.8.1.6. Lots/Segments. An objective is to identify items to location survey

lots or segments. Lots/segments will be of a manageable size (number of items) to
permit location survey in minimum time, to ensure maximum uninterrupted service to
customers, and to obtain the greatest degree of accuracy from the location survey.

C6.8.1.7. Items within Lot/Segment. Items within a lot/segment that have

been subject to a complete item inventory will satisfy the annual survey requirement
when the entire lot/segment is located in a clearly designated, conterminous warehouse
space. These inventoried lots/segments may be excluded from the complete survey for
the fiscal year in which they were counted. Sites that perform complete physical
inventories including empty locations have satisfied the location survey requirement.
These sites will not be required to collect location survey metrics.

C6.8.1.8. Permanent Item Locations. When permanent locations are

reserved for items, unoccupied recorded locations will be identified and/or verified
during the location survey.

C6.8.1.9. Accuracy Measurement. To measure the accuracy of the results of

the location survey, discrepancies will be classified in one of the three categories listed
below. Only one error per stock number per location is charged when locator delete,
locator establish, or locator record correction is required for the same location. When
the stock number and actual assets differ, the discrepancy will be classified as a locator
establish action only.

C6.8.1.9.1. Locator Record Deleted. The removal or change of a

locator record when there is a recorded location but there are no physical assets–unless
the location is being held open for new receipts. (Type I location survey error.)

C6.8.1.9.2. Locator Error Established. The recording of locations when

assets are physically found in storage and no locator records exist, or when the
recorded stock number disagrees with the materiel in the location. (Type II location
survey error.)

C6.8.1.9.3. Locator Record Corrected. Changes to the locator record

when physical materiel characteristics differ from any of the following data elements
(Type III location survey error):

C6.8.1.9.3.1. Unit of issue.

C6.8.1.9.3.2. SCC.

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C6.8.1.9.3.3. Controlled inventory item code (see DoD 4100.39-M,
Volume 10, Table 61). Verification of the code will consist of ensuring that assets are
stored in areas providing the degree of security commensurate with the assigned code.

C6.8.1.9.3.4. Type of pack code (for subsistence only). (See

Volume 2, Chapter 4.)

C6.8.1.9.3.5. Lot number, serial number, or unique item identifier

(for ammunition only).

C6.8.1.9.3.6. Completeness and accuracy of magazine data card

(for ammunition only).

C6.8.1.9.3.7. Special Inventory. To ensure accuracy of property

accountability records, special inventories will be performed when assets are found in
an erroneous or unrecorded location, or when there are mismatches in the unit of issue
that may result in a quantity variance.

C6.8.2. Location Reconciliation.9

C6.8.2.1. Requirements. Location reconciliation requires a match between

storage activity records and owner/manager records in order to identify and to correct
situations when there is: (1) an owner/manager record with no corresponding storage
activity record, (2) a storage activity record with no corresponding owner/manager
record, (3) common elements of data that do not match, and/or (4) quantity
discrepancies. Mismatches will be researched and special inventories conducted when
required to effect corrective action.

C6.8.2.2. Accuracy Measurement. To measure the accuracy of the results of

the location reconciliation program, discrepancies will be classified in one of the four
categories listed below (report only one error per location reconciliation error).

C6.8.2.2.1. Owner/manager record shows balance for storage activity;

no Location Reconciliation Request Transaction received. (Type I location
reconciliation error.)

C6.8.2.2.2. Location Reconciliation Request Transaction received from

storage activity; no corresponding owner/manager record (Type II location reconciliation
error.)

C6.8.2.2.3. Mismatch of any of the following data elements (Type III

location reconciliation error):

C6.8.2.2.3.1. Unit of issue.

9
The location reconciliation process will not be required with the establishment of single shared-asset
balances (see paragraphs C6.2.2 and C6.2.4).

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C6.8.2.2.3.2. Ownership/manager identifier.

C6.8.2.2.3.3. Controlled inventory item code (see DoD 4100.39-M,

Volume 10, Table 61).

C6.8.2.2.3.4. Type of pack code (subsistence only).

C6.8.2.2.3.5. Shelf-life code.

C6.8.2.2.4. Quantity Discrepancy (Type IV Reconciliation Error).

C6.8.2.3. Guidance. The DoD Components will perform location

reconciliation in accordance with the following guidance:

C6.8.2.3.1. Annual Location Reconciliation. Owners/managers and

storage activities will:

C6.8.2.3.1.1. Reconcile all records at least once every year but

prior to the Chief Financial Officer inventories in September.

C6.8.2.3.1.2. Perform annual reconciliations as required by

subparagraph C6.8.2.3.3.

C6.8.2.3.2. Location Reconciliation Request. Storage activities will

prepare Location Reconciliation Request Transactions by line-item and by type of pack,
for each stock number regardless of the balance (including zero balances). For annual
location reconciliation request, storage activities will cite DLMS 846R, Action Code 24
or, for MILSTRAP legacy DIC DZH, Type of Location Reconciliation Request Code 2.
Storage activities will send the request to the owner/manager. Storage activities
preparing MILSTRAP legacy DIC DZH requests will ensure that consecutive transaction
numbers by RIC are assigned to the location reconciliation requests for control
purposes.

C6.8.2.3.3. Location Reconciliation Schedule. All owner/manager and

storage activity records (active and inactive records, including zero balances) will be
reconciled not less than once each fiscal year. Storage activities and Components may
negotiate agreements for conducting annual location reconciliation any time during the
fiscal year. When no such agreement exists, location reconciliation requests will be
prepared on the second Tuesday of the month indicated in the schedule in Table C6.T2.

Table C6.T2. Location Reconciliation Preparation Schedule When No Other Schedule

Agreement Exists

Service or Agency Preparations Date

Second Tuesday in:
Army January
Navy March

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Service or Agency Preparations Date

Second Tuesday in:
Marine Corps May
Air Force July
Defense Logistics Agency July

C6.8.2.3.4. Control of Location Reconciliation. Storage activities and

owners/managers will establish the following provisions for controlling location
reconciliation:

C6.8.2.3.4.1. Location Reconciliation Notification. Storage activities

will advise intended recipients (owners/managers) of the number of transactions being
forwarded, and cut-off date, using Location Reconciliation Notification Transaction.

C6.8.2.3.4.2. Location Reconciliation Transaction History

C6.8.2.3.4.2.1. Location Reconciliation History Notification

Transaction. When transaction history is required with Location Reconciliation, the
storage activity will advise intended recipients (owners/managers) of the number of
historical transactions being sent, and the cutoff date, using Location Reconciliation
History Notification Transactions.

C6.8.2.3.4.2.2. Transaction History to Support Location

Reconciliation. For transaction history associated with annual reconciliation, the
owner/manager may cite Type of Physical Inventory/Transaction History Code Y in the
Transaction History Request Transaction. Transactions subject to transaction history
submission are receipt (DLMS 527R with 1/BR02/20/Code D4; MILSTRAP legacy DIC
D4_/D6), issue (DLMS 867I; DIC D7_), materiel release (DLMS 940R, MILSTRIP
legacy DIC A5_), materiel release advice (DLMS 945A, MILSTRIP DIC AR_), and
inventory adjustments (DLMS 947I; MILSTRAP legacy DIC D8_/D9_). The transaction
history code may be included in the transaction history submission. DLA
owner/managers will use code Y for automatic submission of history requests for the
Annual (Total) Reconciliation, and code W for automatic submissions of transaction
history requests for their weekly process. The storage activity perpetuates the type of
physical inventory/transaction history code in the transaction history submissions.

C6.8.2.3.4.3. Owners/managers will use the Location

Reconciliation Notification and Location Reconciliation History Notification Transactions
to determine receipt of all Location Reconciliation and historical transactions. Where
the number of transactions to be sent does not match what was actually received, the
owner/managers may reject the Location Reconciliation Notification and/or Location
Reconciliation History Notification transactions using Reject Advice Transaction (DLMS
824R; MILSTRAP legacy DIC DZG), with Reject Advice Code AY.

C6.8.2.3.5. Processing Location Reconciliation Request. In processing

Location Reconciliation Request Transactions, owners/managers will match the

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requests to the owner/manager records. When a mismatch is programmatically
unresolved, Inventory Adjustment (Accounting Error) Transaction (DLMS 947I with
Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B) will
be processed to adjust the owner/manager records. All Type I, II, III, and IV
mismatches meeting the criteria for causative research (see Table C6.T3.) will be
resolved as follows:

C6.8.2.3.5.1. Research of owner/manager active and historical

records.

C6.8.2.3.5.2. Research of storage activity active/historical record

using Transaction History Request Transaction with Type of Physical
Inventory/Transaction History Code X.

C6.8.2.3.5.3. Request physical inventory using Physical Inventory

Request Transaction with Type of Physical Inventory/Transaction History Code J.

C6.8.2.3.5.4. If the above actions fail to resolve the mismatch, the

Inventory Adjustment (Accounting Error) Transaction (DLMS 947I with Quantity or
Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B) will remain on
the owner/manager records.

C6.8.2.3.6. Exceptions. A physical inventory is not required under the

following conditions, except when the mismatch involves classified or sensitive items
(regardless of dollar value), or pilferable items (when the extended dollar value of the
variance is greater than $100).

C6.8.2.3.6.1. The owner/manager record may be adjusted without

special inventory when the extended value of the variance is $5,000 or less and 10
percent or less of the beginning value of the variant owner/manager record for Type IV
errors (see subparagraph C6.8.2.2.4.).

C6.8.2.3.6.2. The owner/manager record may be adjusted without

special inventory when the extended value of the variance is $5,000 or less for Type I
and Type II errors (see subparagraphs C6.8.2.2.1. and C6.8.2.2.2.).

C6.8.2.3.7. Discrepancies. When a discrepancy is identified during the

location reconciliation, send the following transactions, as appropriate, to the submitting
activity:

C6.8.2.3.7.1. DLMS 824R (MILSTRAP legacy DIC DZG) – Reject

Advice Transaction, as prescribed in Volume 1, Chapter 6.

C6.8.2.3.7.2. DLMS 888I Storage Item Data Correction/Change

Transaction as prescribed in this chapter. Storage activities will use the Storage Item
Data Correction/Change Transaction to update stock records, item locator records, and
bin tags.

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C6.9. RETENTION OF ACCOUNTABLE DOCUMENTATION. DoD requires that all
Components meet audit requirements following the processing of documents and data
and completion of the research efforts. Owners and storage activities will maintain
records and supporting documentation in accordance with DoDI 5015.02 and DoD
7000.14-R, Financial Management Regulation, Volume 1 Chapter 9. The following
business rules apply to storage activities and owners when retaining records for audit
purposes:

C6.9.1. Source Documents. Retain original source documents or facsimiles in a

readily accessible format. Source documents include only accountability change
documents such as receipts, issues, shipments, transfers, SCC changes, and inventory
and financial adjustments. Keep source documents providing evidence of shipment to
FMS recipients in accordance with DoDI 5015.02.

C6.9.2. Transaction History. Retain registers, records, files, tapes, and data in a
format useful for audit trail purposes. Automated inventory control systems facilitate the
output of transaction histories that indicate the date the last physical inventory was
conducted for each item.

C6.9.3. Adjustment Research. Retain backup documentation that directly pertains

to individual cases of physical inventory adjustment research efforts in a readily
accessible format (to include physical inventory and accounting error adjustments).

C6.9.4. Annual Statistical Inventory. Retain annual statistical sample inventory

line-item detail data in a readily accessible format.

C6.10. QUALITY CONTROL

C6.10.1. Goals and Objectives. DoD Components will establish a quality control
program at each owner/manager and storage activity. Portions of the program can be
accomplished during ongoing practices within inventory processes. Quality control
results will assist management in identifying those human, procedural, or system errors
that adversely affect record accuracy and in achieving better control over physical
materiel and warehousing practices. Within the scope of this quality control program,
work processes directly related to the control of physical materiel will be monitored for
attained quality levels and performance evaluated on improvements, not numerical
goals. Accordingly, all quality control programs will include reviews to assess the
accuracy/quality of the following work processes:

C6.10.1.1. Warehousing Practices. This includes checks of storage

practices, stock rotation, shelf-life management, identification of in-store materiel, mixed
stock, location accuracy and rewarehousing projects.

C6.10.1.2. Receiving Practices. This includes checks of documentation,

materiel identity, quantity, and SCC; checks for processing timeliness; and verification
of daily input data to the location system.

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C6.10.1.3. Issuing Practices. This includes checks of legibility of issue
documents; accuracy of stock selection as to identity, quantity, unit of issue, shelf life,
SCC, and type of pack (subsistence only); marking of outgoing shipments; and release
to carriers.

C6.10.1.4. Validity of Automated Date. This includes checks of receipt,

issue, and adjustment transaction data entries against input documentation.

C6.10.1.5. Inventory Practices. This includes checks of inventory counts,

location surveys, location reconciliation corrective actions, causative research, and
adjustments at both the owner/manager and storage activity.

C6.10.1.6. Catalog Practices. This includes checks of catalog change

processing, accuracy, and timeliness, using the affected recorded locations as the
universe.

C6.10.1.7. Locator File Updates. This includes checking the accuracy of

changes to the locator file (e.g., all additions, deletions, and changes of unit of issue,
SCC, shelf life).

C6.10.1.8. Supply Discrepancy Report Processing. This includes checks for

processing timeliness and the accuracy of the SDR initiation, follow up and reply,
investigation research including identification and correction of supply errors,
adjustment of accountable and financial records, and preparation of Financial Liability
Investigation of Property Loss Report (DD Form 200).

C6.10.1.9. Logistics Reassignment Processing. This includes checks to

determine whether the logistic reassignment actions were completed (e.g., Losing Item
Manager (LIM)/Gaining Item Manager (GIM) records were changed to reflect
decapitalization/transfer, LIM directed the storage activity to change the
decapitalized/transferred assets to GIM ownership, the storage activity effected and
advised the LIM of the change, and the LIM initiated action to resolve any quantity
variances.

C6.10.1.10. Suspended Asset Processing. This includes checks of the

timeliness in reclassifying suspended (SCCs J, K, L, Q, R, and X) materiel.

C6.10.2. Assignment of Responsibility. Whenever possible, quality control checks

of these work processes will include identification of the individual performing the tasks.
This will facilitate the placement of responsibility for appraising and improving quality
with each manager within the chain of command.

C6.10.3. Command Emphasis. Continued command management emphasis and

performance review are essential for the success of the quality control program.
Command managers must ensure effective organizational interrelationships among the
functional element concerned with the PICP such as: comptroller, data systems,
transportation, warehousing, maintenance, quality control, and supply management.

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The quality control program will include provisions for initiation of corrective action when
acceptable quality levels are not met.

C6.11. PHYSICAL INVENTORY CONTROL PROGRAM PERFORMANCE

ASSESSMENT. Each DoD Component will collect and maintain performance
standards and management data prescribed in paragraphs C6.11.1. and C6.11.2. for all
materiel for which the Component maintains the property accountability record. This
includes all DoD wholesale supply system assets of principal and secondary items,
including package fuels, less all materiel exclusions listed in DoDM 4140.01. When
required to report this information to higher authorities Report Control Symbol (RCS):
DD-AT&L 935 applies. DD Form 2338-1 (“Inventory Control Effectiveness Report -
Ammunition”) and DD Form 2338-2 (“Inventory Control Effectiveness Report - General
Supplies”) are available for intra-Component use when required by the DoD
Component.

C6.11.1. General Supplies Performance Standards and Data10

C6.11.1.1. General Supplies Inventory Adjustment Report Data -- Part I.

Parentheses with each paragraph number refer to data shown on the Inventory Control
Effectiveness (ICE) Report (RCS DD-AT&L 935).

C6.11.1.1.1. (Line 1.) Number of Physical Inventories and Variance

Rate. 11

C6.11.1.1.1.1. (Line 1.A.) Number of Inventories Completed. The

total number of line items inventoried (scheduled and unscheduled). Each SCC for a
stock number at each storage activity is a line item.

C6.11.1.1.1.2. (Line 1.B.) Number of Inventories with Adjustments.

The total number of line items inventoried (scheduled and unscheduled) that had an
inventory variance.

C6.11.1.1.1.3. (Line 1.C.) Inventory Variance Rate. Reflects the

percentage of the line items inventoried that had an inventory variance. Compute this
figure by dividing the lines with an Inventory Variance by the total line items inventoried
and multiplying by 100. ((1B/1A) x 100).

C6.11.1.1.1.4. (Line 1.D.) Number of Inventory Adjustments Equal

to or Greater Than (≥) Causative Research Criteria. The total number of line items
inventoried (scheduled and unscheduled) that had an inventory variance (overage or
shortage equal to or greater than Causative Research threshold) (dollar value of the
variance is ≥ $16,000 for uncontrolled item, $2500 for a pilferable item and all
adjustments of sensitive/classified items).

10
Refer to ADC 415 available at the DLMS ADC 400-499 page.
11
Book-to-Book Adjustments are not included in section 1.

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C6.11.1.1.1.5. (Line 1.E.) Causative Research Variance Rate.
The percentage of the total number of line items inventoried (scheduled and
unscheduled) that had an inventory variance that met the Causative Research
threshold. Compute this figure by dividing the lines that meet Causative Research
Criteria by the total line items inventoried and multiplying by 100. ((1D/1A) x 100).

C6.11.1.1.2. (Line 2.) Number of Adjustments 12

C6.11.1.1.2.1. (Line 2.A.) Number of Adjustment Gains (D8A).

The total number of inventory gain adjustments.

C6.11.1.1.2.2. (Line 2.B.) Number of Adjustment Losses (D9A).

The total number of inventory loss adjustments.

C6.11.1.1.2.3. (Line 2.C.) Number of Gain Reversals (D8A

Reversal). The total number of gain reversals of inventory adjustments (from reporting
and prior quarters).

C6.11.1.1.2.4. (Line 2.D.) Number of Loss Reversals (D9A

Reversal). The total number of loss reversals of inventory adjustments (from reporting
and prior quarters).

C6.11.1.1.2.5. (Line 2.E.) Total Number of Inventory Adjustments.

The total number of inventory gain or loss adjustments including the number of gain and
loss reversals (from reporting and prior quarters) processed during the report period.
(2A + 2B + 2C + 2D).

C6.11.1.1.2.6. (Line 2.F.) Number of Issues and Receipts

(Transactions). The total number of Issues and Receipts posted during the report
period.

C6.11.1.1.2.7. (Line 2.G.) Number of Adjustments, Gains, and

Losses including Book-to- Book Adjustments. The total number of Adjustments, Gains,
and Losses including Book-to- Book adjustments posted during the reported period.

C6.11.1.1.2.8. (Line 2.H.) Transaction Adjustment Rate. The total

number of Adjustments, Gains, and Losses including Book-to- Book adjustments posted
during the reported period, compared to the total number of Issues and Receipts posted
during the report period. Compute this figure by dividing the total number of
Adjustments, Gains, and Losses including Book-to- Book adjustments by the total
number of Issues and Receipts. (2G/2F).

C6.11.1.1.3. (Line 3) Monetary Value of Adjustments 13

12
Book-to-Book Adjustments are included in section 2.
13
Book-to-Book Adjustments are included in section 3.

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C6.11.1.1.3.1. (Line 3.A.) Value of Adjustment Gains (D8A).
Monetary value of gain adjustments excluding the monetary value of gain reversals
processed during the report period.

C6.11.1.1.3.2. (Line 3.B.) Value of Adjustment Losses (D9A).

Monetary value of loss adjustments excluding the monetary value of loss reversals
processed during the report period.

C6.11.1.1.3.3. (Line 3.C.) Value of Gain Reversals (D8A). The

total monetary value of gain reversals processed during the reporting period.

C6.11.1.1.3.4. (Line 3.D.) Value of Loss Reversals (D9A). The

total monetary value of loss reversals processed during the reporting period.

C6.11.1.1.3.5. (Line 3.E.) Total Value of Inventory Adjustments.

Monetary value of gains and losses resulting from inventory adjustments including the
monetary value of gain and loss reversals (from reporting and prior quarters) processed
during the report period (3A+3B+3C+3D).

C6.11.1.1.4. (Line 4) Adjustment Rates 14

C6.11.1.1.4.1. (Line 4.A.) Average Value of Materiel in Storage.

The average value of on-hand assets as reflected on the storage activity's
owner/manager property accountability records for the 12 months prior to the report
cutoff date (i.e., current quarter plus three quarters).

C6.11.1.1.4.2. (Line 4.B.) Record Value of Items Inventoried. The

extended value prior to inventory adjustments being posted during the reporting period.

C6.11.1.1.4.3. (Line 4.C.) Absolute Adjustment Rate for Materiel in

Storage. Divide the value of the total number of inventory adjustments (including
reversals) by the average value of materiel in storage. ((3E/4A) x 100).

C6.11.1.1.4.4. (Line 4.D.) Absolute Adjustment Rate for Items

Inventoried. Divide the value of the total number of inventory adjustments (including
reversals) by the record value of items inventoried. ((3E/4B) x 100).

C6.11.1.1.4.5. (Line 4.E.) Initial Adjustment Rate as Percentage of

Inventory In Storage. Divide the value of the total number of inventory adjustments
(without reversals) by the average value of materiel in storage ((3A + 3B) / 4A x 100).

C6.11.1.1.4.6. (Line 4.F) Initial Adjustment Rate as Percentage of

Items Inventoried. Divide the value of the total number of inventory adjustments
(without reversals) by the record value of items inventoried. ((3A + 3B) / 4B x 100).

14
Book-to-Book Adjustments are included in section 4.

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C6.11.1.1.5. Denial Rates

C6.11.1.1.5.1. (Line 5.A.) Lines Directed for Shipment. The total

number of line items directed for shipment (A5_ Materiel Release Order (MRO), A4_
referral order, and A2_ redistribution order).

C6.11.1.1.5.2. (Line 5.B.) Total Materiel Release Order Denials.

The total materiel denials (sum of total and partial denials and warehouse refusals).
Include denial transactions classified by denial Management Codes 1, 2, 3,
(subsistence only) 4, and 5 (see Appendix AP2.6) in the total.

C6.11.1.1.5.3. (Line 5.C) Materiel Denial Rate. Compute this

figure by dividing the total denials by the line items directed for shipment and multiplying
by 100. ((5B /5A) x 100).

C6.11.1.2. General Supplies - Accuracy and Performance Data -- Part II.

Each DoD Component will collect and maintain visibility of the following performance
data for collective analysis of accuracy trends and corrective actions required.

C6.11.1.2.1. Receipt Processing. The accuracy rate is computed by

dividing the total number of receipts (all types, e.g., new procurements, redistributions,
returns from maintenance) posted and stored to the property accountability record on
time by total number of receipts and multiplying by 100 during the reporting period. The
Components may separately measure receipt processing timeframes by the type of
receipt (e.g., D4_, D6A, D6Ks) based upon business processes and negotiated
agreements.

C6.11.1.2.2. Location Survey. The accuracy rate is computed by

dividing the locations with discrepancies (Types 1 and 2) by the total locations surveyed
(during the reporting period), multiplying by 100, and subtracting the result from 100
percent.

C6.11.1.2.3. Location Reconciliation. This performance figure

represents the total number of reconciled location records (i.e. sum of line items on the
Inventory Manager's record and line items that were not on the Inventory Manager's
record but were on the storage activities' records) during a specified reporting period.
The accuracy rate is computed by dividing the number of discrepancies (as defined in
paragraph C7.6.2.2.) by the number of reconciled records, multiplying by 100, and
subtracting the result from 100 percent.

C6.11.1.2.4. Record Accuracy. This performance element represents

the results of Type Physical Inventory/Transaction History Code N Sample Inventories.
The sampling model incorporates a hierarchical approach where the total population of
items is included and a single sample is randomly selected. Each selected line item
(NSN/SCC) is placed in only one of the four categories by determining whether it meets
a category's criteria, in sequential order. Table C7.T1. provides General Supplies
Record Accuracy categories, goals and tolerances.

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C6.11.2. Ammunition Performance Standards and Data. (The information in this
section corresponds to information shown on DD Form 2338-1.)

C6.11.2.1. Performance - Part I

C6.11.2.1.1. Materiel Denials. DoD Components will identify denials

separately for low risk and high-risk items.

C6.11.2.1.1.1. (Line 1.A.) Lines Directed for Shipment. The total

number of line items directed for shipment (MROs, referral orders, redistribution orders
(DLMS 940R Material Release)).

C6.11.2.1.1.2. (Line 1.B.) Total Materiel Denials. The total

materiel denials (sum of total and partial denials, and warehouse refusals DLMS 945A,
Materiel Release Advice). Include denial transactions classified by denial Management
Codes 1, 2, 5, 6, and 7 in the total.

C6.11.2.1.1.3. (Line 1.C.) Material Denial Rate. Compute this

figure by dividing total denials by the line items directed for shipment and multiplying by
100. ((1B / 1A) x 100) The DoD performance goal for the materiel release denial rate is
not greater than 1 percent.

C6.11.2.1.2. Receipt Processing Performance.

C6.11.2.1.2.1. (Line 2.A.) Receipts Posted and Stored. The total

number of line item receipts posted and stored to the total item property record.

C6.11.2.1.2.2. (Line 2.B.) Receipts Posted and Stored on Time.

The total number of line item receipts that were effectively posted and stored within the
timeframes. Both storing and posting actions are considered complete when the item is
in the storage location, or available for issue, and the quantity is posted to the total item
property record.

C6.11.2.1.2.3. (Line 2.C.) On Time Receipt Rate. Compute this

figure by dividing the total number of receipts posted and stored on time by the total
number of receipts and multiplying by 100. ((2B / 2A) x 100) The DoD performance
goal for posting and storing receipts on time is 90 percent.

C6.11.2.1.3. Record Reconciliation Program. Shows the results of the

location survey (ratio of accurate storage activity locator records to storage activity
locations surveyed) and the location reconciliation15.

C6.11.2.1.3.1. (Line 3.A.) Locations Surveyed. The number of

storage activity locations surveyed.

15
The location reconciliation process will not be required with the establishment of a single shared asset
balances (see paragraphs C6.2.2. and C6.2.4.).

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C6.11.2.1.3.2. (Line 3.B.) Survey Errors. The total number of
location discrepancies as defined in subparagraph C6.8.1.8. Report only one error per
stock number per location.

C6.11.2.1.3.3. (Line 3.C.) Survey Accuracy. Compute this figure

by dividing the locations with discrepancies by the total locations surveyed multiplying
by 100, and subtracting the result from 100 percent, (100 - ((3B / 3A) x 100)). The DoD
goal for location survey accuracy is 98 percent.

C6.11.2.1.3.4. (Line 3.D.) Locations Reconciled. 16 The total

number of location records reconciled (i.e., the sum of line items on the
owner's/Inventory Manager’s record and line items not on the Inventory Manager's
record but were on the storage activities' records).

C6.11.2.1.3.5. (Line 3.E.) Reconciliation Errors. The total number

of discrepant location records as defined in subparagraph C6.8.2.2. Count one error
per location reconciliation request (line item) or unmatched Inventory Manager's record.

C6.11.2.1.3.6. (Line 3.F.) Reconciliation Accuracy. Compute this

figure by dividing the number of discrepancies by the number of records reconciled,
multiplying by 100, and subtracting the result from 100 percent, (100 - ((3E / 3D) x
100)). The DoD goal for location reconciliation is 98 percent.

C6.11.2.2. Physical Inventory Adjustments – Part II

C6.11.2.2.1. Physical Inventories

C6.11.2.2.1.1. (Line 1.A.) Number of Scheduled and Unscheduled

Inventories Completed. The total number of line-items inventoried (scheduled and
unscheduled). Each SCC for a stock number at each storage activity is a line item.

C6.11.2.2.1.2. (Line 1.B.) Number of Inventories with Variances.

The total number of line items inventoried (scheduled and unscheduled) that had an
inventory variance.

C6.11.2.2.1.3. (Line 1.C.) Inventory Record Accuracy. Reflects

the percent of lines inventoried without an inventory variance. Compute this figure by
dividing the lines with an inventory variance by the total lines inventoried and multiplying
by 100, and subtracting the result from 100 percent, (100 - ((1B / 1A) x 100)). The DoD
inventory record accuracy goal for ammunition is 95 percent.

C6.11.2.2.2. Number of Inventory Adjustments from Other Than

Physical Inventories. 17

16
Performance data maintained by owner/Inventory Manager regardless where material is stored.
17
The end of day process and location reconciliation process will not be required with the establishment
of single shared asset balances (see paragraphs C6.2.2 and C6.2.4).

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C6.11.2.2.2.1. (Line 2.A.) Number of Location Reconciliation
Adjustments. The number of location reconciliation adjustments (DLMS 947I with
Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B).

C6.11.2.2.2.2. (Line 2.B.) Number of End of the Day Processing

Adjustments. The number of end of the day processing adjustments (DLMS 947I with
Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B).

C6.11.2.2.2.3. (Line 2.C.) Total. Absolute total of adjustments

from other than physical inventories, (2A + 2B).

C6.11.2.2.3. (Line 3.) Total Inventory Adjustments. The sum of number

of inventories with variances and the number of adjustments from other than physical
inventories.

C6.11.2.2.4. Number of Reversals of Inventory Adjustments.

C6.11.2.2.4.1. (Line 4.A.) Number of Gain Reversals. The

number of gain reversals of inventory adjustments.

C6.11.2.2.4.2. (Line 4.B.) Number of Loss Reversals. The

number of loss reversals of inventory adjustments.

C6.11.2.2.4.3. (Line 4.C.) Total. Absolute total of inventory

reversals (gains and losses).

C6.11.2.2.5. Monetary Value.

C6.11.2.2.5.1. (Line 5.A.) Average Value of Inventory. The

average value of on-hand assets as reflected on financial records for the 12 months
prior to the report cutoff date (i.e., current quarter plus last three quarters).

C6.11.2.2.5.2. (Line 5.B.) Record Value of Items Inventoried. The

extended value prior to actual inventory of line-items inventoried (scheduled and
unscheduled) during the reporting period.

C6.11.2.2.5.3. Value of Inventory Adjustments

C6.11.2.2.5.3.1. Physical Inventory Adjustments:

C6.11.2.2.5.3.1.1. (Line 5.C.(1)(A)) Gains. Monetary

value of gains resulting from inventory less the monetary value of gain reversals (from
current and prior quarters) processed during the report period.

C6.11.2.2.5.3.1.2. (Line 5.C.(1)(B)) Losses. Monetary

value of losses resulting from inventory less the monetary value of loss reversals (from
current and prior quarters) processed during the report period.

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C6.11.2.2.5.3.1.3. (Line 5.C.(1)(C)) Gross Adjustments.
Computed as lines (5C(1)(A) + 5C(1)(B)).

C6.11.2.2.5.3.2. Reversals--Current Quarter

C6.11.2.2.5.3.2.1. (Line 5.C.(1)(A)) Gains. The total

monetary value of decreases to the record balances as a result of reversing gain
adjustments processed during the reporting period. Compute the Fiscal Year (FY) to
Date value for reversal of current quarter gains by adding the quarter ending value for
reversal of current quarter gains to the prior quarter FY to Date value of reversal of
current quarter gains.

C6.11.2.2.5.3.2.2. (Line 5.C.(1)(B)) Losses. The total

monetary value of increases to the record balances as a result of reversing loss
adjustments processed during the reporting period. Compute the FY to Date value for
reversal of current quarter losses by adding the quarter ending value for reversal of
current quarter losses to the prior quarter FY to Date value for reversal of current
quarter losses.

C6.11.2.2.5.3.2.3. (Line 5.C.(1)(C)) Total. Absolute total

of reversals of current quarter gains and losses. Computed as lines (5C(2)(A) +
5C(2)(B)).

C6.11.2.2.5.3.3. Reversals--Prior Quarters

C6.11.2.2.5.3.3.1. (Line 5.C.(2)(A)) Gains. The total

monetary value of decreases to record balances as a result of reversing gain
adjustments reported in prior quarters. Compute the FY to Date value for reversal of
prior quarters gains by adding the quarter ending value of reversal of current quarter
gains to the prior quarter gains.

C6.11.2.2.5.3.3.2. (Line 5.C.(2)(B)) Losses. The total

monetary value of increases to record balances as a result of reversing loss
adjustments reported in prior quarters. Compute the FY to Date value for reversal of
prior quarters’ losses to the prior quarter FY to Date value for reversal of prior quarters’
losses.

C6.11.2.2.5.3.3.3. (Line 5.C.(3)(C)) Total. Absolute total

of reversals of prior quarter gains and losses. Computed as (5C(3)(A) + 5C(3)(B)).

C6.11.2.2.5.3.4. (Line 5.C.(4)) Total Reversals. The total of

reversals of current quarter and prior quarter gains and losses. Computed as (5C(2)(C)
+ 5C(3)(C)).

C6.11.2.2.5.3.5. (Line 5.C.(5)) Total Record Imbalances.

The total of gross adjustments and total reversals. Computed as (5C(1)(C) + 5C(4)).

C6.11.2.2.6. Gross Adjustments As a Percent of.

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C6.11.2.2.6.1. (Line 6.A.) Average Value of Inventory. Divide the
total value of gross adjustments by the average value of inventory and multiply by 100.
((5C)(1)(C) / 5A) x 100).

C6.11.2.2.6.2. (Line 6.B.) Value of Items Inventoried. Divide the

total value of gross adjustments by the record value of items inventoried and multiply by
100. ((5C)(1)(C) / 5B) x 100).

C6.11.2.2.7. Total Record Imbalances As a Percent of:

C6.11.2.2.7.1. (Line 7.A.) Average Value of Inventory. Divide the

value of the total record imbalances by the average value of inventory. ((5C)(5) / 5A) x
100).

C6.11.2.2.7.2. (Line 7.B.) Value of Items Inventoried. Divide the

total value of gross adjustments by the record value of items inventoried and multiply by
100. ((5C)(5) / 5B) x 100).

C6.11.2.2.8. Monetary Value of Location Reconciliation.

C6.11.2.2.8.1. (Line 8.A.) Value of Line Items Reconciled. The

extended value of line-items reconciled during the reporting period.

C6.11.2.2.8.2. (Line 8.B.) Gains. The monetary value of gains

resulting from reconciliation during the period.

C6.11.2.2.8.3. (Line 8.C.) Losses. The monetary value of losses

resulting from reconciliation during the period.

C6.11.2.2.8.4. (Line 8.D.) Total. Absolute total of location

reconciliation gains and losses. (8B + 8C).

C6.11.2.2.9. Monetary Value of End of the Day Processing.

C6.11.2.2.9.1. (Line 9.A.) Gains. The value of gains resulting from

end of the day processing.

C6.11.2.2.9.2. (Line 9.B.) Losses. The value of losses resulting

from end of the day processing.

C6.11.2.2.9.3. (Line 9.C.) Total. Absolute total of end of the day

processing gains and losses. (9A + 9B).

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Table C6.T3. Minimum Research Requirements for Potential or Actual Physical

Inventory Adjustments
CONDITION OF REQUIRED RESEARCH
DISCREPANCY
Post Pre- Causative
Count adjustment Research
Validation Research
1. < $1,000 NO NO NO
2. > $1,000 but < $5,000 and < 10 percent YES NO NO
unit variance
3. > $1,000 but < $5,000 and > 10 percent YES YES NO
unit variance
4. > $5,000 but < $16,000 and < 25 percent YES YES SAMPLE
unit variance
5. > $5,000 but < $16,000 and > 25 percent YES YES YES
unit variance
6. > $16,000 YES YES YES
7. Controlled Inventory Item YES YES YES 18
8. Suspected Fraud, Waste, or Abuse YES YES YES

C6.12. STORAGE ITEM DATA CORRECTION/CHANGE NOTIFICATION

C6.12.1. This section provides standard procedures required by ICPs to provide

for the correction and/or updating of storage activity records when:

C6.12.1.1. Reported transactions indicate that the ICP and storage activity
records are inconsistent.

C6.12.1.2. A catalog/stock list change is processed against an ICP record

that affects stock control data maintained at the storage activities.

C6.12.2. Inventory Control Point Action. ICPs use the Storage Item Data
Correction/Change Transaction to provide storage activities with data record changes on
supply items. The ICP enters the “correction/change code for storage item records” in the

18
Sample causative research in lieu of complete causative research for pilferable and CIIC 7 item
discrepancies with a value from $.01 to $2,500 may be accomplished to serve as a deterrent to fraud,
waste, or abuse and to identify systemic inventory and security problems. Causative research will be
conducted on all adjustments (gains and losses) of classified and sensitive items regardless of dollar
value of item or extended dollar value of adjustment. Causative research will be conducted on all
adjustments (gains and losses) of pilferable items, and CIIC 7 items, with an extended value greater than
$2,500, and all adjustments with an extended value of greater than $16,000 or greater than 25 percent
unit variance and greater than $5,000.

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transaction to provide information on the nature of the change, actions to be taken, and
data affected by the change.

C6.12.3. Storage Activity Action. Storage activities will use the Storage Item Data
Correction/Change Transaction to update stock records, item locator records, and bin
tags.

C6.13. CAPITAL EQUIPMENT CANDIDATES 19

C6.13.1. General. This section addresses additional procedures applicable to

capital equipment candidates.

C6.13.1.1. Capital Equipment Candidates. In support of Financial

Improvement and Audit Readiness (FIAR) Compliance for accountability and
management of capital equipment, items identified as capital equipment candidates
require management and visibility by both the owner and storage activity by serial
number (and unique item identifier (UII) if available). Owners will, within their AISs,
have constant knowledge of the physical location (DoDAAC/RIC level) of each instance
of an item uniquely identified by its serial number (and UII if available). The owner of
the item will maintain records of which storage activity has a particular instance of an
item identified by its serial number (and UII if available). This requires record keeping
by the owner and storage activity and the constant exchange of all balance affecting
transactions between them to ensure that the records of both reflect the correct NSN,
storage location, owner, supply condition code and serial number (and UII if available).
Storage activities will maintain locator records by NSN, owner, supply condition code
and serial number (and UII if available). Owners will maintain records on their
Accountable Property System of Record (APSR) by NSN, storage activity
(DoDAAC/RIC level), SCC, and serial number (and UII if available).

C6.13.1.2. Capital equipment candidate items are items having the following
characteristics; (1) have a FLIS IUID Indicator (Y); (2) are within Classes of Supply II,
VII, and VIII; and (3) have a current Unit Price recorded in the FLIS of at least $100,000.
Not all capital equipment candidate items will ultimately be reported on financial
accountability statements.

C6.13.2. Conduct of Physical Inventories. The transaction history request,

response to transaction history request when no history is available, physical inventory
request, response to physical inventory request and end of day transaction count will
not contain serial numbers or UIIs However, when the owner initiates a physical
inventory request for a capital equipment candidate item to assist in resolving
discrepancies where the only difference between the owner records and the storage
activity records is the serial number (or UII if available), the physical inventory request
will contain Type of Physical Inventory Code B. Owners will initiate a physical inventory
when a mismatched condition on serial number (and UII when available) is identified
between its records and transactions received. The owner will first request a physical

19
Refer to ADCs 1198 and 1198A.

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inventory of all owners be conducted by the storage activity that sent the transaction
generating the mismatched condition. If the initial physical inventory is unable to
resolve the mismatched condition the owner may need to coordinate requests for
physical inventories with DLA Distribution to conduct inventories of all owners at all
other storage activities storing that NSN.

C6.13.2.1. Owner/manager processing a materiel release confirmation from

a storage activity where the owner does not have a matching record of the serial
number (and UII if available) or the owner/manager records have that serial number
(and UII if available) located at other than the storage activity reporting the release/issue
of the item. Either of these conditions may necessitate a complete inventory be taken at
all storage locations for all owners and supply condition codes.

C6.13.2.2. Owner/manager processing receipts, issues, or inventory

adjustments from storage activities where there is a mismatch on serial number (and UII
if available) between the owner records and storage activity transactions reporting
which serial number (and UII if available) may at a minimum necessitate an inventory
and research to resolve the discrepancy.

C6.13.2.3. Owner/managers processing location reconciliation history

transactions resulting from End-of Day processing or an owner initiated location
reconciliation request where there is a mismatch on serial number (and UII if available)
between the owner records and the storage activity transactions. The history
transactions for capital equipment candidate items will perpetuate the serial numbers
(and UIIs if available) that were included on the original transactions.

C6.13.2.4. To increase auditability of physical inventory requests,

serially managed items will include a unique document number. The document
number will help relate a physical inventory request with the appropriate
response. The owner will provide a document number in the Physical Inventory
Request. The storage activity will perform the necessary physical research as
described in Chapter 6 Physical Inventory Control. The physical inventory
response will carry the same document number provided by the owner. These
procedures are required for UIT programs and recommended for all other
commodities.

C6.13.3. Location Survey

C6.13.3.1. Location survey requires a physical verification, other than actual

count, between assets and recorded location data to ensure that all assets are properly
recorded.

C6.13.3.2. Due to the nature of capital equipment candidate items, these

items are frequently in individual storage locations within the storage activity. The
storage activity may, for items of this nature, include the serial number (and UII if
available) verification as part of the location survey. When a discrepancy is identified
during the location survey program (Type I or Type II error (see paragraphs C6.8.1.2.1.

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and C6.8.1.2.2.)), the storage activity will conduct prompt research and assess the need
for a special inventory Physical Inventory Request Transaction with Type of Physical
Inventory/Transaction History Code K).

C6.13.4. Reconciliation of Serially-Managed Items.

C6.13.4.1. Storage activities will prepare location reconciliation requests by

line item. For capital equipment candidates, the line item = NSN + SCC + serial number
+ UII (when available).

C6.13.4.2. In addition to the responsibilities described under paragraph

C6.2.6, storage activities and owners/managers will include the UII/serial number
when reconciling records to ensure proper accountability of serially-managed
items. For mismatches between system records, the storage activity will
collaborate with the owner/manager to ensure proper research and resolution.

C6.13.4.3. The combination of UII and serial number increases the

accuracy of inventory records across the DOD. When a serially managed item
lacks a UII, there is a potential for duplicate serial numbers. A duplicate serial
number may surface as a result of the record reconciliation. For mismatches due
to a duplicate serial number, the owner is responsible for taking the necessary
steps to resolve the discrepancy.

C6.13.5. Inventory Adjustments under Capital Equipment. The inventory

adjustment function encompasses increases, decreases, or dual adjustments. The
C6.4 procedures for processing and reporting of Inventory Adjustments (Physical
Inventory) are applicable with the following additions:

C6.13.5.1. Capital equipment items inventory adjustment (gain, loss, or dual)

transactions will include the serial number/UII when adding, removing, or correcting a
serial number/UII.

C6.13.5.2. Capital equipment items when a discrepancy exists solely on

mismatched serial number and/or UII, the storage activity will transmit a DLMS 947I
Inventory Adjustment, Inventory Transaction Type Code DU (Inventory
Adjustment Dual), Quantity or Status Adjustment Reason Code AQ (Inventory
Adjustment (UII and/or serial number mismatch)) to correct the serial number/UII
in question. The storage activity will collaborate with the materiel owner(s) to
research inventory adjustments due to serial number/UII discrepancies resulting
in a mismatch (Quantity or Status Adjustment Reason Code AQ). Two inventory
adjustment transactions are required to correct the mandatory serial number/UII and to
update the SCC.

C6.13.5.2.1. The storage activity will prepare a separate dual inventory

adjustment transaction for each item to identify the original “from” and corrected “to”
IUID values. Only one item will be identified in each dual inventory adjustment.

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C6.13.5.2.2. A dual inventory adjustment transaction will be required to
cite the impacted serial number(s)/UII(s) to update the suspended item(s) from the
suspended SCC to the appropriate SCC.

C6.13.5.3. Capital equipment candidate items where a discrepancy exists

solely on missing serial number/UII requires a dual inventory adjustment
transaction. The storage activity will transmit a DLMS 947I Inventory Adjustment,
Inventory Transaction Type Code DU (Inventory Adjustment Dual), Quantity or
Status Adjustment Reason Code AM (Missing Unique Item Identifier (UII)/Serial
Number) to add the serial number/UII in question to the existing records. The
storage activity may add multiple missing serial number/UII for the same item
using a single transaction. The storage activity response will contain all related
serial numbers/UIIs. Two inventory adjustment transactions are required to identify
the mandatory serial number and, when available, the associated UII, and to update the
SCC.

C6.13.5.3.1. The storage activity will prepare a dual inventory

adjustment transaction to identify missing IUID values for each applicable item. Multiple
items may be identified in each dual inventory adjustment transaction.

C6.13.5.3.2. A dual inventory adjustment transaction will be required to

cite the impacted serial number(s)/UII(s) to update the suspended item(s) from the
suspended SCC to the appropriate SCC.

C6.13.5.4. In response to a Physical Inventory Request, the storage

activity will transmit to the owner a DLMS 947I Inventory Adjustment with zero
quantity, Quantity or Status Adjustment Reason Code AA (Physical Count) by line
item indicating the completion of the inventory. Inventory adjustment
transactions with Quantity or Status Adjustment Reason Code AA and zero
quantity must include all serial number/UII(s) associated to the NSN, Condition
Code, and Owner from the initial request. The storage activity will send all gain,
loss, or dual adjustment transactions prior to sending the final inventory
adjustment transaction (Reason Code AA, zero quantity) containing all serial
numbers/UIIs. The owner will process all inventory adjustments prior to
processing the final inventory adjustment.

C6.13.5.5. Owner/managers processing location reconciliation history

transactions resulting from End-of Day processing or an owner initiated location
reconciliation request where there is a mismatch on serial number/UII between
the owner records and the transactions received from the storage activity. The
history transactions will perpetuate the serial numbers/UIIs included in the
original transactions.

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C6.13.6. Research of Potential or Actual Inventory Adjustments (UII and/or serial
number mismatch) (DLMS 947I with Quantity or Status Adjustment Reason Code AQ).

C6.13.6.1. DoD Components will ensure that potential or actual inventory

adjustments for capital equipment candidate items that result in an inventory adjustment
are reported with Quantity or Status Adjustment Reason Code AQ and are researched
in accordance with the procedures paragraph C6.4.

C6.13.6.2. Due to the value of capital equipment candidate items,

discrepancies will always require the most demanding research requirements set forth
in Table C6.T3.

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C7. CHAPTER 7
INVENTORY ADJUSTMENTS
C7.1. GENERAL

C7.1.1. Purpose

C7.1.1.1. Adjustment/Change Procedures. This chapter provides procedures

relating to the following types of adjustment and change actions:

C7.1.1.1.1. Adjustments caused by catalog change actions.

C7.1.1.1.2. Reidentification of improperly identified materiel.

C7.1.1.1.3. Offsetting adjustments to purpose and condition codes.

C7.1.1.1.4. Discrepancies disclosed by physical inventory.

C7.1.1.1.5. Discrepancies disclosed by physical inventory due to unique

item identifier (UII) and/or serial number mismatch. 1

C7.1.1.1.6. Ownership gains and losses applicable to the Single Manager

for Conventional Ammunition (SMCA).

C7.1.1.2. This chapter also provides procedures relating to the Asset

Reclassification transaction

C7.1.1.3. There are additional processing procedures over and above

those contained in this chapter that must be applied for items identified as serially
managed materiel requiring owner visibility at DLA Distribution Centers. The
identity of the materiel and the additive procedures are in Chapter 30.

C7.1.2. Transactions. This chapter addresses the procedures applicable to the

inventory adjustment function using the DLMS 947I, and the asset reclassification
function using the DLMS 846A. DLMS 947I has corresponding Military Standard
Transaction and Accountability Procedures (MILSTRAP) legacy transactions. The DLMS
846A is a DLMS enhancement with no corresponding MILSTRAP transaction.

C7.1.2.1. Inventory Adjustment. The inventory adjustment function is identified

by the DLMS 947I, Accredited Standards Committee (ASC) X12 beginning segment
(1/W1505/0200) Transaction Type Code NU – Inventory Adjustment. The Defense
Logistics Standard System (DLSS) MILSTRAP legacy 80 record position transaction
functionality identified by document identifier codes (DIC) is included for information
purposes in a mixed DLMS/DLSS environment. Other formats, such as extensible

1
Refer to ADC 1198.

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markup language (XML) are also available. See the Defense Logistics Management
Standards Website for available formats on the DLMS IC page.

C7.1.2.1.1. The inventory adjustment function encompasses increases,

decreases, or dual adjustments. This relates to MILSTRAP legacy DICs D8_ (increase),
D9_ (decrease), or DAC/DAD/DAS (dual adjustment), respectively.

C7.1.2.1.2. Inventory adjustments are further broken down by the DLMS

947I, ASC X12 warehouse adjustment item detail segment (2/W1901/0200) Quantity or
Status Adjustment Reason Code. The quantity or status adjustment reason codes
correlate to the 3rd position of MILSTRAP legacy DICs D8_/D9_ or DAC/DAC/DAS as
identified in Table C7.T1:

Table C7.T1. DLSS DIC/DLMS Quantity Or Status Adjustment Reason Code Correlation
W1901 Quantity
Corresponding
or Status
Explanation MILSTRAP
Adjustment
legacy DIC
Reason Code
AA Inventory Adjustment (Physical Inventory). Gain or D8A or D9A
loss disclosed as a result of physical count of
stock, single adjustment.
AB Inventory Adjustment (Accounting Error). Gain or D8B or D9B
loss resulting from clerical or automated
information system errors which are not subject to
correction by reversal of original transaction,
single adjustment.
AC Inventory Adjustment (Condition). Gain, loss or D8C or D9C or
dual adjustment resulting from condition transfer. DAC
AD Inventory Adjustment (Purpose). Gain, loss or D8D or D9D or
dual adjustment resulting from purpose transfer. DAD
AK Inventory Adjustment (Logistics Transfer). Gain D8E or D9E
or loss of item management responsibility as a
result of logistics transfer.
AL Inventory Adjustment (Capitalization). Gain to, or D8F or D9F
loss from, a stock fund or stock fund division at
time of activation or subsequent extension/
expansion, as result of capitalization,
AJ Inventory Adjustment Decrease (Survey Process). D9G only
Loss from shrinkage, theft contamination,
deterioration, and/or expired shelf life, single
adjustment.

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Table C7.T1. DLSS DIC/DLMS Quantity Or Status Adjustment Reason Code Correlation
W1901 Quantity
Corresponding
or Status
Explanation MILSTRAP
Adjustment
legacy DIC
Reason Code
AI Inventory Adjustment Decrease (Disaster). Loss D9H only
from major disasters, fire loss, enemy action, act
of God, etc., single adjustment.
AE Inventory Adjustment (Reidentification). Gain D8J or D9J
resulting from inspection of an item in stock which
has been misidentified, single adjustment.
AF Inventory Adjustment (Stock Number Changes). D8K or D9K
Gain or loss resulting from stock number change. Inventory
Excludes change of unit price only. Adjustment
AN Inventory Adjustment (Unit of Issue Changes). (Catalog
Gain or loss resulting from unit of issue changes. Changes). Gain
Excludes change of unit price only. or loss resulting
from stock
number and/or
unit of issue
changes, single
adjustment.
Excludes change
of unit price only.
AG Inventory Adjustment (Ownership). Gain, loss, or D8S or D9S or
dual adjustment resulting from ownership transfer DAS
by the single manager conventional ammunition
(SMCA). Use is restricted to users of the
conventional ammunition system.
AH Inventory Adjustment (Other). Gain or loss for D8Z or D9Z
which a specific code is not otherwise provided.
(Assignor of code will maintain detailed
intelligence pertaining to its use and, as required,
will furnish these data.)
AM Inventory Adjustment (UII and/or serial number Not applicable to
missing). Gain, loss or dual adjustment resulting legacy
solely from UII and/or serial number missing.2 MILSTRAP

2
Refer to ADC 1198A.

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Table C7.T1. DLSS DIC/DLMS Quantity Or Status Adjustment Reason Code Correlation
W1901 Quantity
Corresponding
or Status
Explanation MILSTRAP
Adjustment
legacy DIC
Reason Code
AQ Inventory Adjustment (UII and/or serial number Not applicable to
mismatch). Gain, loss, or dual adjustment legacy
resulting solely from UII and/or serial number MILSTRAP
mismatch. 3

C7.1.2.2. Asset Reclassification. The Asset Reclassification transaction is a

DLMS enhancement and there is no corresponding MILSTRAP transaction or function. A
DLMS 846A Asset Reclassification is used for the following transaction functions
identified by DLMS 846A ASC X12 beginning segment (1/BIA02/020) Report Type
Codes:

C7.1.2.2.1. Asset Reclassification Request Transactions. Asset

reclassification transactions are identified by Report Type Code TE. Owners use this
function for asset reclassification request transactions and asset reclassification follow-up
transactions. The types of asset reclassification requests, as well as the asset
reclassification request follow-up transaction, are further delineated by a variety of
1/BIA06/020 action codes.

C7.1.2.2.2. Asset Reclassification Denial Transaction. The Asset

Reclassification Denial transaction is identified by Report Type Code TD. Storage
activities generate this transaction. Asset reclassification request denial codes identify
the reason a request was denied. Asset Reclassification Response Denial transactions
(Action Code DE), must also cite the Asset Reclassification Denial Code at either
2/LQ01/260/ARD or 2/LQ01/376/ARD, as appropriate. (No reasons for denial have been
identified for asset reclassification requests associated with SCC reclassification.)

C7.1.2.2.3. Asset Reclassification Extension Request Transaction. The

asset reclassification extension request transaction is identified by Report Type Code AR.
Storage activities generate this transaction.

C7.1.2.2.4. Asset Reclassification Extension Response Transaction. The

asset reclassification extension response transaction is identified by Report Type Code
AX. Owners generate this transaction.

C7.1.3. Adjustment Actions. DLMS provides two methods for effecting

adjustments–single or dual actions.

3
Refer to ADC 1198.

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C7.1.3.1. Single Adjustment. The single adjustment method accommodates
processing techniques that use individual increase or decrease adjustment actions
against the accountable and owner records.

C7.1.3.1.1. Increase. Identify single increase adjustments by using

DLMS 947I ASC X12 warehouse adjustment item detail segment (2/W1916/0200)
Inventory Transaction Type Code AJ – ‘Inventory Adjustment’ (legacy DIC D8_.)

C7.1.3.1.2. Decrease. Identify single decrease adjustments by using

DLMS 947I ASC X12 warehouse adjustment item detail segment (2/W1916/0200)
Inventory Transaction Type code AD – ‘Inventory Adjustment – Decrease’ (legacy DIC
D9_.)

C7.1.3.2. Dual Adjustment. The dual adjustment method provides for

offsetting adjustments to condition or purpose code in a single adjustment transaction.
Identify dual inventory adjustments by using DLMS 947I ASX X12 warehouse adjustment
item detail segment (2/W1916/0200) Inventory Transaction Type Code DU – ‘Inventory
Adjustment – Dual’ (legacy DIC DAC, DAD, or DAS.)

C7.1.3.3. Single Transaction Prescribed. When the DoD Component practice

prescribes the use of single adjustments internally for condition or purpose transfer, make
provisions to accept and process dual adjustments from other DoD Components for
condition or purpose transfer.

C7.1.4. Ownership/Purpose Code Changes. Changes between ownership codes,

from purpose code to ownership code, or from ownership code to purpose code, will not
be made by an adjustment action. Process appropriate issue and receipt transactions to
make the necessary accounting actions. An exception to this rule is the use of dual or
single inventory adjustment transactions to accomplish ownership gain/loss under the
SMCA concept (C7.3.).

C7.1.5. Project Code Changes. Accomplish changes in project or distribution codes

maintained on the owner record by using individual increase or decrease materiel
adjustment transactions with the appropriate quantity or status adjustment reason code
(other than Quantity or Status Adjustment Reason Code AA (Physical Inventory) (legacy
DIC D8A/D9A)).

C7.1.6. Clerical/Automated Accounting Errors. Submit inventory adjustments

resulting from clerical or automated information system errors that cannot be corrected by
reversing the original transaction or from reconciliation between the storage activity and
the owner using an Inventory Adjustment transaction with Quantity or Status Adjustment
Reason Code AB (Accounting Error) (legacy DIC D8B/D9B).

C7.1.7. Nonspecific Inventory Adjustments. Use the Inventory Adjustment

transaction with Quantity or Status Adjustment Reason Code AH (Other), to accomplish
an adjustment increase or decrease when a quantity or status adjustment reason code is
not otherwise provided. (The DoD Components will maintain detailed backup information
as to use and requirement for the transaction.)

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C7.1.8. Specific Inventory Adjustments. The Inventory Adjustment transaction with
Quantity or Status Adjustment Reason Code AJ (Survey) will be used to report inventory
adjustments resulting from shrinkage, theft, contamination, deterioration, and expired
shelf-life. Losses resulting from major disasters, fire, enemy action, acts of God, etc., will
be identified by Quantity or Status Adjustment Report Code AI (Disaster).

C7.2. CHANGES IN SUPPLY CONDITION OF MATERIEL

C7.2.1. Supply Condition Reclassification of Assets in Storage

C7.2.1.1. Reporting Classification Variance to Owners. When inspection of

stocks on hand reveals that a SCC reclassification is required, storage activities will report
the variance to the owner within 3 calendar days using a dual Inventory Adjustment
Transaction for SCC change (Inventory Adjustment with Quantity or Status Adjustment
Reason Code AC (Condition Change) or legacy DIC DAC) for the affected condition
codes.

C7.2.1.2. Changing Suspect Stock to SCC J. When immediate reclassification

of suspect stocks is beyond current capabilities, transfer the materiel to SCC J using a
dual inventory adjustment for SCC change (Inventory Adjustment with Quantity or Status
Adjustment Reason Code AC (Condition Change) or legacy DIC DAC) for the affected
condition codes.

C7.2.1.2.1. Reclassification Timeframe for SCC J. With the exception of

explosive and inert ammunition, complete the materiel reclassification of materiel reported
in SCC J within 80 calendar days after reporting the change to the owner.
Owner/managers will provide timely disposition instructions for materiel in a suspended
condition to promote rapid reclassification of materiel (with a maximum of 50 days for
provision of owner/manager disposition instructions and 30 days for storage activity
reclassification). Complete the reclassification of explosive and inert ammunition within
270 calendar days after reporting the change.

C7.2.1.2.2. Reporting Completion of Reclassification. When the

reclassification is complete, report the change to the owner using dual Inventory
Adjustment Transaction for SCC change (Quantity or Status Adjustment Reason Code
AC (Condition Change) or legacy DIC DAC. Use the same document number used to
report the materiel in SCC J.

C7.2.2. Reclassification of SCC Q (Suspended) Product Quality Deficiency Related

Materiel

C7.2.2.1. Storage Activities will report discrepant receipts in SCC Q as

prescribed by Chapter 13, receipt procedures. When directed by the owner, storage
activities will also transfer stored, including suspended, materiel to SCC Q and report the
action using a dual inventory adjustment transaction following C7.2.1.1.

C7.2.2.2. When inspection or technical/engineering analysis of materiel

confirms a product quality deficiency, possibilities for other use of the materiel within the

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Department of Defense, as well as public health/safety and national security interests,
must be considered. Owners will determine if further use of the item can be made within
the Department of Defense.

C7.2.2.3. When inspection of technical/engineering analysis of materiel

indicates that litigation action is required, the owner will direct transfer of the materiel to
SCC L.

C7.2.2.4. If the deficiency does not prohibit further DoD use (i.e., the defect is
minor or the item meets specifications for another national stock number (NSN)), owners
will direct storage activities to re-identify and/or transfer the suspended SCC Q materiel to
the appropriate condition. Storage activities will, within 3 calendar days from receipt of
the ICP direction, reclassify the SCC Q materiel to the appropriate condition. Report
completion of this action with an Inventory Adjustment transaction, using the same
document number originally used to report the materiel in SCC Q (i.e., the document
number of the original receipt or inventory adjustment transaction). For re-identifications,
storage activities will follow the procedure in C7.7.

C7.2.2.5. If the deficiency prohibits further DoD use, the materiel will remain in
SCC Q and owners will direct transfer of the materiel to the DLA Disposition Services
Field Offices following Chapter 16 procedures. Improperly documented, unauthorized
source, defective, non-repairable, and time-expired Aviation CSI/FSCAP materiel that is
not mutilated by the holding activity will be directed to the DLA Disposition Services Field
Office in SCC Q with Management Code S. All such materiel will be mutilated. When
turning such Aviation CSI/FSCAP materiel in to a DLA Disposition Services Field Office,
the turn-in document must clearly note that the part is defective, non-repairable, time-
expired, or otherwise deficient and that mutilation is required.

C7.2.3. Reclassification of SCC L Receipts

C7.2.3.1. Storage Activity Reporting. Storage activities will report discrepant

receipts from procurement and materiel held pending resolution of a transportation
discrepancy in SCC L as prescribed by Chapter 13. When directed by the owner
(C7.2.8.), storage activities will also transfer materiel to SCC L and report the action using
a dual adjustment transaction following the procedures in C7.2.1.

C7.2.3.2. Materiel Owner Responsibilities. Owners are responsible for

monitoring materiel suspended in SCC L and directing change of the materiel to its
correct condition when litigation or other action to resolve the discrepancy is completed
using an Asset Reclassification Request transaction in accordance with C7.2.6. If
inspection or technical/engineering analysis confirms that a product quality deficiency
prohibits further use of the materiel within the Department of Defense, the owner will
direct transfer of the materiel to SCC Q.

C7.2.3.3. Reclassification Procedures. When directed by the owner, storage

activities will, within 3 calendar days from receipt of an asset reclassification request,
reclassify the suspended materiel to its correct SCC. Report completion of action with an

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Inventory Adjustment – Dual (SCC Change) using the same document number originally
used to record the materiel in SCC L (i.e., the document number of the original receipt or
inventory adjustment transaction). See C7.2.8. for storage activity asset reclassification
denial procedures when requested reclassification action cannot be done.

C7.2.4. Reclassification of SCC K and SCC R Receipts

C7.2.4.1. Suspension of Materiel. Under Chapter 13, Materiel Receipt

processing procedures, storage activities may suspend materiel in SCC K upon receipt
for SCC determination. Storage activities may also receive materiel identified as SCC R
(suspended) from reclamation activities that lack the capability to determine the materiel
condition.

C7.2.4.2. Storage Activity Actions. Storage activities will reclassify these

suspended receipts to their correct condition within the timeframes prescribed in the
following paragraphs. When materiel has been reclassified to its correct condition, the
storage activity will send an Inventory Adjustment Transaction – Dual for SCC change
(Quantity or Status Adjustment Reason Code AC (Condition Change) (legacy DIC DAC))
to the owner using the same document number cited in the original receipt transaction.

C7.2.4.2.1. Reclassification Timeframe for SCC K Suspended (Returns).

With the exception of ammunition, complete the reclassification of materiel reported in
SCC K within 80 calendar days after reporting the discrepant receipt via SDR.
Owner/managers will provide timely disposition instructions for materiel in a suspended
condition to promote rapid reclassification of materiel (with a maximum of 50 days for
provision of owner/manager disposition instructions and 30 days for storage activity
reclassification). Reclassify explosive and inert ammunition within 45 calendar days after
reporting the receipt.

C7.2.4.2.2. Reclassification Timeframe for SCC R Suspended (Reclaimed

Items, Awaiting Condition Determination). When materiel identified as SCC R is received
from reclamation activities, reclassify the materiel within 180 calendar days after reporting
the receipt or prior to induction into maintenance facilities for repair/modification,
whichever is sooner.

C7.2.4.2.2.1. No Asset Test Capability. When the capability to

test/check SCC R assets for actual condition does not exist, the materiel may be
forwarded to a maintenance facility for condition determination.

C7.2.4.2.2.2. Property Accountability Records. The actual condition

of assets must be recorded on the owner record before the assets may be included in a
scheduled maintenance program.

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C7.2.5. Reclassification of SCC X 4

C7.2.5.1. Storage Activity Reporting. Storage activities will report receipts in

SCC X as prescribed by Chapter 13, Receipt Procedures. When directed by the owner,
storage activities will reclassify stored, including suspended, materiel to SCC X and report
the action using a dual inventory adjustment transaction following C7.2.1.1.

C7.2.5.2. Owner Responsibility

C7.2.5.2.1. Owners are responsible for reviewing materiel in SCC X on a

semi-annual basis to ensure continued efforts on the development of a repair process by
the technical/engineering/maintenance analysis team. The owner will direct
reclassification to the appropriate condition upon a determination that repair will not be
pursued.

C7.2.5.2.2. The owner must exercise caution in directing issue of materiel

stored in SCC X to ensure materiel is issued in the appropriate condition when required.

C7.2.5.2.2.1. SCC X materiel will not be issued to the end

user/customer.

C7.2.5.2.2.2. The owner must request reclassification to the

appropriate condition prior to disposal action.

C7.2.5.2.2.3. Materiel may be issued to repair in SCC X only when

the repair activity is operated by the same Service as the owner. Otherwise, materiel
must be reclassified to the appropriate condition prior to issue.

C7.2.5.3. Reclassification Procedures

C7.2.5.3.1. SCC X materiel will not be reclassified by the storage activity

except as directed by the owner. When directed by the owner, storage activities will,
within 30 calendar days from receipt of an asset reclassification request, reclassify the
suspended materiel to its correct SCC. The storage activity will report completion of
reclassification action with an Inventory Adjustment – Dual (SCC Change).

C7.2.5.3.2. Pending implementation of the DLMS transaction

enhancement (DLMS 846A Reclassification) to request supply condition code
reclassification, the owner will request reclassification via email to provide an audit record.
The storage activity will confirm receipt of the email, thus establishing a beginning date for
the reclassification time standard.

C7.2.6. Automatic Disposal of Reclassified Stock. When materiel is reclassified to

SCC H, storage activities may also, based on criteria promulgated by the DoD
Components, automatically turn condemned and expired shelf-life materiel in to DLA
Disposition Services or take other authorized automatic disposal action. Advise the

4
Refer to ADC 1159, New Supply condition Code X, Suspended (Repair Decision Delayed)

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owner of such simultaneous reclassification and automatic disposal action by entering
Management Code M (materiel condemned–excludes expired shelf-life materiel) or
Management Code T (materiel condemned–expired shelf-life materiel) in the inventory
adjustment transaction. Refer to C13.2.8.2.10.1. for exclusions from automatic disposal.

C7.2.7. Exceptions to Prescribed Timeframes for SCC Reclassification – Request

for Reclassification Extension

C7.2.7.1. Requesting Extensions to a Suspense. When additional time is

needed to reclassify materiel held in SCC J, K, or R, because of large quantities, lack of
facilities, nonavailability of personnel and/or test equipment, or other circumstances
considered justified by the storage activity commander, the storage activity will forward a
DLMS 846A Asset Reclassification Extension Request to the owner.

C7.2.7.1.1. Approval of Extension Requests. When appropriate, the

owner will use the Asset Reclassification Extension Response to approve the extension
request, notify the storage activity, and establish a suspense to ensure that classification
action is taken within the agreed upon timeframe.

C7.2.7.1.2. Disapproval of Extension Requests. If the owner does not

approve the request for extension, they will send an Asset Reclassification Extension
Response to the storage activity disapproving the request. The storage activity will make
every effort to comply with the established timeframe.

C7.2.7.2. Reclassification. Owners may submit Asset Reclassification Request

Transactions in accordance with C7.2.8. to request hastened reclassification of SCC J, K,
and R assets whenever it is deemed necessary based on their stock position and overall
management responsibility.

C7.2.8. Monitoring Assets Recorded in Suspended SCCs

C7.2.8.1. SCC J, K, and R. Owners will review records for all materiel
suspended in SCC J, K, and R at least monthly and ensure that storage activities
accomplish reclassification actions within prescribed timeframes.

C7.2.8.2. SCC L. Although there is no prescribed timeframe for transferring

suspended materiel from SCC L, owners will review all records for materiel suspended in
SCC L at least quarterly and will take necessary action to ensure expeditious
litigation/negotiation with contractors or common carriers.

C7.2.8.3. SCC Q. Although there is no prescribed timeframe for transferring

suspended materiel from SCC Q, supply sources will review all records for materiel
suspended in SCC Q at least monthly. Supply sources will take necessary action to
ensure expeditious inspection or technical/engineering analysis of suspect assets and
prompt transfer of assets, under C7.2.2., based on the inspection results.

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C7.2.8.4. SCC X. Although there is no prescribed timeframe for transferring
suspended materiel from SCC X, owners will review all records for materiel suspended in
SCC X at least semi-annually to ensure expeditious development of a repair process.

C7.2.9. Asset Reclassification Request, Follow-up and Response Associated with

Request for SCC Reclassification

C7.2.9.1. Asset Reclassification Request, Follow-up and Denial Transaction

Procedures. This section prescribes standard procedures for use of Asset
Reclassification Request, Follow-up, and Denial transactions. Procedures for using Asset
Reclassification Extension Request and Asset Reclassification Extension Response
transactions are addressed in C7.2.6.

C7.2.9.2. Owner Responsibilities. As discussed in C7.2.7, owners are

responsible for monitoring assets in suspended SCCs. Owners use the Asset
Reclassification Transaction to request that the storage activity effects reclassification of
assets in suspended SCCs. Reasons for sending an DLMS 846A, Asset Reclassification
request to the storage activity for SCC reclassification are:

C7.2.9.2.1. Expedite SCC Reclassification. Owner/manager requirement

for storage activity to expedite SCC reclassification action. Only the current SCC is
identified in the transaction. (Identified by DLMS 846A, ASC X12 beginning segment
(1/BIA06/20) Action Code 23.)

C7.2.9.2.2. Resolution of SCC Suspension. Owner/manager resolution of

a suspension (e.g., completion of litigation or technical inspection). Both the ‘from’ and
‘to’ SCCs are identified in the transaction. (Identified by DLMS 846A, ASC X12 beginning
segment (1/BIA06/20), Action Code 62.)

C7.2.9.2.3. SCC Reclassification Timeframe Expired. Owner/manager

uses when the storage activity is responsible for the SCC reclassification action, the
timeframe has expired, and the owner did not receive a corresponding adjustment,
reclassification denial, or request for an extension transaction from the storage activity.
Only the current SCC is identified in the transaction. (Identified by DLMS 846A, ASC X12
beginning segment (1/BIA06/20), Action Code 86.)

C7.2.9.3. Storage Activity Actions. In response to an Asset Reclassification

Request Transaction, the storage activity will take action to reclassify the materiel in the
timeframe specified and provide an Inventory Adjustment Transaction to the owner. If the
storage activity is not able to effect the reclassification action, the storage activity will
submit an Asset Reclassification Denial Transaction citing the appropriate Asset
Reclassification Denial Code to explain the reason for the denial. If the reclassification
action cannot be accomplished in the timeframe specified, the storage activity will submit
an Asset Reclassification Extension Request in accordance with C7.2.6.

C7.2.9.4. Owner Use of Asset Reclassification Follow-up. Owners send the

Asset Reclassification Follow-up Transaction to the storage activity to obtain status of a
previously submitted asset reclassification request when the owner did not receive a

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corresponding Inventory Adjustment or Asset Reclassification Denial Transaction. In
response to a follow-up, when the corresponding inventory adjustment was previously
provided, the storage activity will resubmit the inventory adjustment transaction with
Advice Code 3P indicating it is a duplicate of a previously submitted transaction sent in
response to the follow-up. Caution must be used by recipient to assure the transaction is
not processed twice.

C7.3. OWNERSHIP GAINS AND LOSSES

C7.3.1. Change of Ownership. Based on unique requirements of the SMCA and the
DoD Components authorized by DoD Directive 5160.65, “Single Manager for
Conventional Ammunition”, August 1, 2008, separate Inventory Adjustment (Ownership
Transfer) transactions have been developed to permit:

C7.3.1.1. Keeping integrity of the document number from the requisitioner's

original demand throughout total processing, when payback actions are necessary.

C7.3.1.2. Online recording and reconciliation of materiel debit and credit

balances of the SMCA and affected DoD Components.

C7.3.1.3. The DoD Components to have an audit trail when their

inventory/financial records are affected.

C7.3.2. Payback of SMCA Items- Dual Inventory Adjustment (Ownership Transfer).

The Inventory Adjustment – Dual (Ownership Transfer) transaction (Quantity or Status
Adjustment Reason Code AG; legacy DIC DAS) is designed for use as a dual adjustment
limited to effecting paybacks of SMCA items from one owning Service to another Service,
in accordance with DoD policy and inter-Service agreements. The SMCA will initiate an
Inventory Adjustment – Dual (Ownership Transfer) for processing internal adjustments to
custodial/accountable records and for notification of SMCA storage activities. Under
legacy MILSTRAP, the use of the M modifier with ammunition, to express thousands
when the quantity exceeds 99,999, is an optional feature that can be applied intra-Service
and, by agreement, inter-Service.

C7.3.3. Payback of SMCA Items- Single Inventory Adjustment (Ownership

Transfer). The Inventory Adjustment – single (Ownership Transfer) transactions (Quantity
or Status Adjustment Reason Code AG; legacy DIC D8S and D9S) are designed for use
as a single adjustment transaction limited to effecting paybacks of SMCAs for
conventional ammunition items from one owning Service to another Service, in
accordance with DoD policy and inter-Service agreements. The SMCA will initiate the
transactions for updating internal custodial/accountable records and for notification to
affected Military Services of actions to be accomplished. Under legacy MILSTRAP, the
use of the M modifier with ammunition to express thousands when the quantity exceeds
99,999, is an optional feature that can be applied intra-Service and, by agreement, inter-
Service.

C7.4. PURPOSE TRANSFERS. Based on authorized programs, materiel may be

reserved for specific purposes and kept on inventory control records until requisitioned.

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To accomplish transfer of assets between purpose codes, the Inventory Adjustment
transactions for purpose code (single or dual), will be processed against the property
accountability records. The Inventory Adjustment transaction with Quantity or Status
Adjustment Reason Code AD applies (legacy MILSTRAP D8D and D9D, or DAD).

C7.5. PHYSICAL INVENTORY GAINS AND LOSSES. Procedures concerned with

inventory adjustments due to physical inventory losses or gains are contained in Chapter
6.

C7.6. INVENTORY GAINS AND LOSSES DUE TO UNIQUE ITEM IDENTIFIER AND/OR
SERIAL NUMBER MISMATCH. Procedures concerned with inventory adjustments due
to UII and/or serial number mismatch losses or gains are contained in Chapter 6.5

C7.7. REIDENTIFICATION OF STOCK, STOCK NUMBER CHANGES, AND UNIT OF

ISSUE CHANGES

C7.7.1. Reidentification of Stock

C7.7.1.1. When inspection shows an item in stock has been misidentified,

storage activities will send an inventory adjustment to the owner. The transaction will
contain the misidentified stock number, the quantity misidentified (Quantity or Status
Adjustment Reason Code AE (Reidentification)), and Suffix Code A.

C7.7.1.2. When one new stock number is picked up due to reidentification, the
inventory adjustment will contain the same document number as the original transaction,
identified stock number, quantity of the identified stock number using (Quantity or Status
Adjustment Reason Code AE (Reidentification)), and Suffix Code B.

C7.7.1.3. When more than one new stock number is picked up due to
reidentification, an additional inventory adjustment for each newly identified stock number
will be prepared and sent. The additional inventory adjustment transaction(s) will be
prepared in the same manner as the second transaction except that the suffix codes will
progress to C, D, etc., as each transaction is prepared. The suffix codes in the second
and ensuing transactions will serve to correlate the transactions to the misidentified stock
number.

C7.7.1.4. The owner/manager and storage activity will process an inventory

adjustment against their inventory control records to cause the decrease under the
incorrectly identified stock number and increase(s) against the correct stock number(s).

C7.7.2. Stock Number and/or Unit of Issue Changes

C7.7.2.1. When only a stock number change occurs, the owner/IMM prepares
and processes an inventory adjustment containing the old and new stock numbers

5
Refer to ADC 1198

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(Quantity or Status Adjustment Reason Code AF (Stock Number Change)) and the
associated inventory adjustment increase and decrease.

C7.7.2.2. When only a unit of issue change occurs, the owner/IMM prepares
and processes an inventory adjustment containing the old and new units of issue
(Quantity or Status Adjustment Reason Code AN (Unit of Issue Change)) and the
associated inventory adjustment increase and decrease.

C7.7.2.3. When a simultaneous stock number and unit of issue change occurs,
the owner/IMM prepares and processes an inventory adjustment containing the old and
new stock numbers and units of issue (Quantity or Status Adjustment Reason Code AF
and AN), and the associated inventory adjustment increase and decrease.

C7.7.2.4. In legacy systems, a dual adjustment requires two separate

transactions (D9K and D8K) using the same document number. To perform the
actions in C7.7.2., the owner/IMM prepares a D9K with Suffix A containing the old
data elements, followed by a D8K with Suffix B containing the new data elements.

C7.8. CONDITION CHANGES FOR ITEMS BEING REPORTED/TURNED IN TO DLA

DISPOSITION SERVICES

C7.8.1. When materiel is not identified by an NSN and is actually scrap, the DoD
Components may prescribe that it be classified in SCC S for turn in to a DLA Disposition
Services Field Office. Otherwise, only materiel recorded on property accountability
records in SCC A through H and SCC Q will be reported or turned in to the DLA
Disposition Services Field Office.

C7.8.2. When excess, serviceable or unserviceable materiel is classified in SCC J,

K, L, M, N, P, R or X, the DoD Components must initiate action to reclassify the materiel
to an acceptable SCC (A through H, Q, or S) before preparing the turn-in documentation.
Section C7.2 contains the materiel reclassification procedures.

C7.8.3. Activities not reporting or turning in materiel to a DLA Disposition Services

Field Office in an appropriate SCC will risk having the materiel rejected/returned by the
DLA Disposition Services Field Office for proper classification.

C7.8.4. DLA Disposition Services Field Offices will use the disposal condition codes
to accurately describe the physical condition of the materiel based on its inspection at
time of receipt. DLA Disposition Services Field Offices will record both supply and the
disposal condition codes, and will show both codes as management data for DLA
Disposition Services program screening and review. Within the DLA Disposition Services
Field Office process, Disposal Condition Code S is assigned for "property with no value
except for its basic materiel content." Consequently, Disposal Condition Code S may be
assigned by DLA Disposition Services Field Offices to materiel with or without NSN
identification.

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C8. CHAPTER 8
MATERIEL OBLIGATION VALIDATION
C8.1. SUPPORT OF UNITED STATES FORCES

C8.1.1. General

C8.1.1.1. Purpose. This chapter prescribes policies and procedures for the
validation by organizations of the continuing need for over age requisitioned
requirements and for the reconciliation of source of supply materiel/obligation records
with the due-in records of requisitioning activities. The materiel obligation validation
(MOV) process is twofold: (1) validation of need; and (2) reconciliation of records.

C8.1.1.2. Materiel Obligation Definition. A materiel obligation is that unfilled

portion of a requisition (for a stocked or nonstocked item) that is not immediately
available for issue but is recorded as a commitment for future issue, either by direct
vendor delivery (DVD) or backordered from stock. This includes both NSN and non-
NSN items. MOV pertains to those requisitioned items assigned Status Code BB, BC,
BD, BP 1 BV, or BZ. DVD requisitions assigned Status Code BV or BZ are excluded
from the automatic MOV cancellation process; however, organizations must submit
requisition cancellations for materiel no longer required. See Chapter 4 for the
requisition cancellation procedures.

C8.1.1.3. Transactions. The Enterprise Business Standards Office

(EBSO) Website contains DLMS electronic data interchange (EDI) transaction
formats on the DLMS implementation Convention (IC) page. The IC page includes
the corresponding MILSTRIP legacy 80 record position transaction formats,
identified by document identifier code (DIC). The MILSTRAP legacy transaction
functionality is identified for information purposes in a mixed Defense Logistics
Standard Systems (DLSS)/DLMS environment.

C8.1.1.4. Use of the DLMS 517M. Sources of supply use the DLMS 517M,
Materiel Obligation Validation, to generate MOV requests to organizations for a
comparison and validation of the continued requirement of outstanding requisitions held
as materiel obligations by the source of supply with those carried as due-in by the
organization.

C8.1.1.4.1. Materiel Obligation Validation Request is DLMS 517M

with Transaction Type Code AN – Material Obligation Inquiry. The original
request will not contain an action code. This transaction provides the
functionality of MILSTRIP legacy DICs AN1, AN2, AN3, AN4, and AN5.

1
Status Code BP may be deferred for inclusion under logistics system modernization.

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C8.1.1.4.2. Materiel Obligation Validation Request Control is DLMS
517M with Transaction Type Code AN – Material Obligation Inquiry with BR07=X7
– Batch Sequence Number (legacy batch control number), and BR10=XM – Issuer
Number (number of individual detail transactions). This transaction provides the
functionality of MILSTRIP legacy DIC AN9. Note: Modernized systems may not
require exchange of batch control numbers.

C8.1.1.4.3. Materiel Obligation Validation Request Control Follow-

Up is DLMS 517M with Transaction Type Code AN – Material Obligation Inquiry
and Action Code T – Status Query. This transaction provides the functionality of
MILSTRIP legacy DIC ANZ.

C8.1.1.4.4. Notification of Customer Non-Response to Materiel

Obligation Validation (DVD) is DLMS 517M with Transaction Type Code AN –
Material Obligation Inquiry and Action Code A3 – Not Certified. This transaction
provides the functionality of MILSTRIP legacy DICs AV1, AV2, and AV3.

C8.1.1.5. MOV Response. Organizations use the DLMS 517M, to generate

MOV responses to advise the source of supply: (1) to hold a materiel obligation until
supplied, or (2) to cancel all or a portion of a materiel obligation.

C8.1.1.5.1. Materiel Obligation Validation Receipt Confirmation is

DLMS 517M with Transaction Type Code AP – Material Obligation Advice and
Action Code V – Respond. This transaction provides the functionality of
MILSTRIP legacy DIC AP9.

C8.1.1.5.2. Notice of Nonreceipt of Total Batch of MOV Documents,

MILSTRIP Legacy DIC APX does not have a DLMS equivalent.

C8.1.1.5.3. Materiel Obligation Validation Response is DLMS 517M

with Transaction Type Code AP – Material Obligation Advice. This transaction
provides the functionality of MILSTRIP legacy DICs AP1, AP2, AP3, AP4, AP5, and
AP8

C8.1.1.5.5. Materiel Obligation Validation Reinstatement is DLMS

517M with Transaction Type Code AW – Material Obligation Reinstatement. This
transaction provides the functionality of MILSTRIP DIC APR.

C8.1.1.6. MOV Notification.

C8.1.1.6.1. Sources of supply must provide an MOV notification of

nonresponse to organizations for each nonresponse to an MOV cycle for requisitions
assigned Status Code BZ. The organization must conduct an item-by-item review and
respond with a requisition cancellation if the materiel is not required.

C8.1.1.6.2. Materiel Obligation Validation Notification of

Nonresponse is DLMS 517M with Transaction Type Code AN – Material Obligation

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Inquiry and Action Code RU – Return (backordered materiel in pre-award (BZ)
status.

C8.1.1.7. Source of Supply Definition. A source of supply is defined as the

DoD Component organization that maintains materiel obligation records, and includes,
but is not limited to, those organizations commonly referred to as inventory control
points (ICP), integrated materiel mangers (IMM), requisition processing points, stock
control activities (SCA), and stock points.

C8.1.1.8. Organization Definition. An organization is defined as a

requisitioner, control office, and/or monitoring activity having the responsibility to
validate and/or reconcile materiel obligation records between the requisitioning activity
and the source of supply requesting the validation.

C8.1.2. Materiel Obligation Reinstatement Request. This is a request by an

organization to reinstate requisition(s) previously canceled due to that organization's
nonresponse to an MOV request. Use the DLMS 517M, to reinstate previously
canceled requisition(s). Conformance with standard line of accounting
(SLOA)/accounting classification requires any initiation of a financial business event to
include SLOA mandated standard financial information system (SFIS) elements. 2 The
DLMS requisition reinstatement transaction supports inclusion of SLOA required
elements. Pending full implementation of SLOA, DAAS will facilitate interoperability by
updating selected SLOA data fields based upon the requisitioner's Service/Agency and
Fund Code. If discrete values for the SLOA data elements in the transaction do not
match data elements from the SFIS Fund Code to Fund Account Conversion Table for
the Fund Code in the transaction, reject with the DLMS 870S Supply Status citing
Status Code CF. If invalid/missing fund code for Signal Code A, B, C, J, K, or L, reject
with the DLMS 870S/DIC AE9 Supply Status citing Status Code CF.3

C8.1.3. Exclusions

C8.1.3.1. FMS transactions are excluded from these procedures; however,

the DoD Components should reconcile FMS materiel obligation records at the source of
supply with those of the organizations required to maintain FMS case control. MOV
procedures for Grant Aid (GA) transactions are in C8.2..

C8.1.3.2. Civilian Component activities are excluded unless covered by inter-

Component agreements.

C8.1.4. Materiel Obligation Age Criteria

C8.1.4.1. Timeframe. Materiel obligations are over age and subject to these
procedures when PD 01-08 requisitions have aged 30 calendar days past the

2
Refer to ADC 1043/ADC1043A.
3
Refer to ADC 1043E.

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requisition date or PD 09-l5 requisitions have aged 75 calendar days past the requisition
date.

C8.1.4.2. Special Validations. Sources of supply may order special

validations without regard to the age of the materiel obligations involved.

C8.1.4.3. Long Production Lead Time. These procedures also apply to long
production lead time items since requirements for such items may also change as a
result of unit/force movements, deactivation, and other population changes; however,
only item managers may elect to establish longer intervals for the validation of long
production lead time items.

C8.1.5. Schedule for Cyclic Validation of Materiel Obligations

C8.1.5.1. Annual Schedule. The annual schedule of cyclic validations in

support of U.S. Forces and the prescribed MOV response times is shown in Table
C8.T1.

Table C8.T1. Materiel Obligation Validation Cyclic Validations Schedule

MAXIMUM ENDING DATE BY

SOURCE OF SUPPLY CUTOFF WHICH REQUISITIONER
CYCLE TO PREPARE AND FORWARD RESPONSES ARE DUE BACK TO
NUMBER VALIDATION REQUESTS SOURCE OF SUPPLY
1 20 January 5 March
2 20 April 5 June
3 20 July 5 September
4 20 October 5 December

C8.1.5.2. Response Not Within Scheduled Timeframe. Deployed units,

afloat units, and CONUS/OCONUS locations that are unable to acknowledge receipt, or
respond by the prescribed date, may request DAAS to temporarily provide responses to
MOV requests. Use a DLMS 517M, with Transaction Type Code AP and Action Code 9
to notify the DAAS of the organizations authorized for the MOV exemption. The
theater/fleet commander or major command must approve the MOV exemption request
by message to DAAS. The exemption request is only authorized for the current MOV
cycle. DAAS will not generate MOV responses for any later MOV cycle unless a
separate exemption request approval is received.

C8.1.5.3. Quarterly Reporting. Each DoD Component must provide a

quarterly consolidated report to the Deputy Assistant Secretary of Defense for
Logistics (DASD(Logistics)) using the Appendix 1 format. Submit this report within 30
calendar days after the close of each MOV cycle. This report is assigned Report
Control Symbol (RCS) DD-A&S-1064. The source of supply will review the history file,
prior to preparing the report, for those transactions in which the quantity response was
different from the quantity requested. This review will determine if the quantity

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difference resulted from a shipment, a cancellation, or if the requisitioner actually
requested cancellation of the obligation. Only cancellations actually requested by the
requisitioner using the MOV response are included in the MOV report. Do not report a
difference in quantity resulting from any other cause and/or process.

C8.1.5.4. Special IMM Requests. The IMM may initiate a special validation
request. For example, the IMM may need to validate requirements for high dollar value,
critical items, or for those NSNs that have the largest number of materiel obligations on
record or account for certain percentages of the total materiel obligations. These
special validations should be selective in approach and may be made regardless of
whether the materiel obligations were previously validated. The IMM may determine
and define critical items as those essential items that are in short supply or expected to
be in short supply for an extended period.

C8.1.5.5. Determination of Recipient of Validation Requests. MOV requests

will be transmitted to the activities determined under the following rules:

C8.1.5.5.1. The activity designated by the Media and Status (M&S)

unless covered by the exceptions listed below.

C8.1.5.5.2. When the M&S is 0, transmit to the activity designated by an

alphabetic character or numeric 6, 7, or 8 in the distribution code.

C8.1.5.5.3. When distribution code contains a numeric other than 5, 6,

7, or 8, or is blank, and M&S is 0, transmit requests to the requisitioner.

C8.1.5.5.4. When Distribution Code 5 is identified, transmit requests to

DLA (DoDAAC SL4701) regardless of M&S. 4

C8.1.5.5.5. When the M&S is F, G, P, or Z, transmit requests to the

requisitioner.

C8.1.6. Preparation of Special Validation Requests

C8.1.6.1. Purpose. Use the DLMS 517M, to request a special MOV at times
other than the normal MOV cycles indicated in Table C8.T1. Organizations will validate
the special MOV and use a DLMS 517M in response to the special MOV request.

C8.1.6.2. Document Number. The MOV request must identify the document
number of the demand that is held as a materiel obligation, the unfilled quantity, and a
response due date that is always 15 calendar days from the date of the MOV request.

C8.1.6.3. Urgent Requests. Due to the urgency of demands for critical items,
IMMs may determine that supply of current demands should be accomplished from due-

4
Refer to ADC 369. Deferred implementation is authorized.

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in stocks, against which there are materiel obligations of lesser or equal priorities. In
these instances, the IMMs will initiate a special MOV request.

C8.1.7. Performance of the Validation and Reconciliation

C8.1.7.1. Mandatory Request. The recipient of validation requests (either

scheduled or special) must conduct an item-by-item review with the user to determine
the continued need for each item, the quantity involved, and the priority designator (PD)
of the requirement. Routine responses that all materiel obligations are still required are
to be avoided. Such cursory reviews do not improve supply support. Items that are
identified in the requests, but are not contained on the records of the recipient of the
request, will also be sent to the user for validation. Items that are contained on the
records of recipients of the validation requests and meet the over age criteria, but are
not covered by a request, will be validated with the user.

C8.1.7.2. Recipient Response. The recipient of validation requests will

match the items recorded as materiel obligations at the source of supply with the
records of unfilled demands to determine and take action to bring the two records into
agreement.

C8.1.7.3. Status Request. Organizations may request status of any

outstanding items, having met the age criteria, and not included with the scheduled
validation requests. When such status is desired, the requisitioning activity will submit a
DLMS 869A, Requisition Inquiry/Supply Assistance, or DLMS 869F, Requisition Follow-
Up, to the source of supply. (See Chapter 4 for the requisition inquiry procedures.)

C8.1.8. Responses to Materiel Obligation Requests

C8.1.8.1. Purpose. Use a DLMS 517M, to respond to special MOV requests.

MOV responses will contain the document number of the demand as contained in the
MOV request, the quantity required for continuation as a materiel obligation, and the
suffix, if applicable. The MOV responses will advise the source of supply whether
materiel obligations should be canceled or the requirements still exist (and the item
should be continued as a materiel obligation). Respond to the special MOV requests in
time to meet the requested MOV response due date.

C8.1.8.2. Response to Requests for MOV. Upon completing the validation

/reconciliation process, organizations must send an MOV response for each MOV
request to the source of supply that submitted the MOV request. Submit the MOV
response by the MOV response due date cited in the MOV request. Use the MOV
response to advise the source of supply of the quantity still required for supply action. If
total cancellation is desired, do not include the quantity segment in the MOV response.

C8.1.8.3. Revised Delivery Date. Whenever a requirement is to be retained

as a materiel obligation and the PD/required delivery date (RDD)/required delivery
period (RDP) changes due to reassessment of requirements, submit a DLMS 511M,
Requisition Modification, to indicate the revised PD/RDD/RDP. (See Chapter 4 for the
requisition modifier procedures.)

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C8.1.8.4. DAAS Initiated Responses

C8.1.8.4.1. Exempted Activities. DAAS uses a DLMS 517M, to provide

MOV responses for authorized activities exempted from participating in an MOV cycle.

C8.1.8.4.2. DAAS Response. DAAS provides appropriate MOV

responses to the respective source of supply for each MOV exemption received. DAAS
will send the MOV response no earlier than seven calendar days after receipt of the
MOV exemption, but no later than the last day of the cycle.

C8.1.8.4.3. MOV History File. DAAS uses the MOV history file to
generate appropriate MOV responses for the activity(ies) identified in the MOV
exemption.

C8.1.8.5. Receipt of Confirmed Cancellations. Organizations in receipt of

confirmed cancellations may request reinstatement of their canceled requisitions for a
period not to exceed 60 calendar days after the BS cancellation transaction date. Use a
DLMS 517M, to request the reinstatement of canceled requisitions and indicate the
quantity required. The reinstated quantity may be equal to or less than, the canceled
quantity canceled. The reinstated quantity will not exceed the canceled quantity. DAAS
will revalidate fund codes for Signal Code A, B, C, J, K, or L, and provide rejections
back to the sender with the DLMS 870S/DIC AE9 Supply Status citing Status Code CF.5

C8.1.9. Source of Supply Cancellation of Materiel Obligations

C8.1.9.1. Procedures to Stop Cancellation Actions. Sources of supply must

use Chapter 4 procedures to stop storage and transportation actions when
accomplishing cancellations resulting from the MOV program.

C8.1.9.2. Cancellation Criteria. Sources of supply will cancel materiel

obligations when an organization has not responded to the scheduled MOV request by
the MOV response due date, except for requisitions in Status Code BV or BZ.
Requisitions being filled by DVD (Status Codes BV and BZ) are excluded from
automatic cancellation of the MOV process. When a response to an MOV request has
not been received by the response cutoff date for a requisition in BZ status, the source
of supply will send a DLMS 517M, Transaction Type Code AP, and Action Code 9 to the
validating organization. The organization must validate the requirement or respond with
a requisition cancellation if the materiel is not required. See Chapter 4 for the
requisition cancellation procedures.

C8.1.9.3. Cancellation Upon Request. Sources of supply will cancel materiel

obligations upon receipt of requisition cancellation requests. When there is no record of
the item as a materiel obligation, match the MOV response with the requisition history
file (RHF) to determine the item’s status. If the item is being processed, take action to
stop the flow of the unneeded materiel. All sources of supply will try to meet the DoD
objective of taking all possible action to prevent shipment from the storage activity, port

5
Refer to ADC 1043E

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of embarkation, or vendor (in the instance of purchase actions). Based on action taken,
sources of supply will provide requisitioning organizations with appropriate supply or
shipment status.

C8.1.9.4. Cancellation Status. Sources of supply will send a DLMS 870S,

Supply Status, with Status Code BR or BS to the organizations for which MOV requests
were submitted for each item canceled as a result of the validation actions.

C8.1.9.5. Verification from Requisitioner. Sources of supply may contact

requisitioning organizations to determine desired actions applicable to erroneous
response transactions, if time permits. Should time not permit the source of supply to
contact the requisitioning activities, the items concerned with the erroneous
transactions, will be retained as a materiel obligation until clarification is obtained.

C8.1.9.6. Response. The DoD Component of the organization initiating a

cancellation request, or failing to respond to MOV requests, will be charged with
(1) transportation costs for returning the materiel to the storage activity, and
(2) procurement and termination costs when it is determined that termination is in the
best interest of the Government. Specific instructions concerning materiel
transportation charges andcredit allowances are in DoD 7000.14-R, “Department of
Defense Financial Management Regulations (FMRS),” Volume 11B.

C8.1.10. Source of Supply Materiel Obligation Reinstatement

C8.1.10.1. Timeframe. Sources of supply will reinstate action on

requisition(s) when organizations submit MOV reinstatement requests within 60
calendar days of requisition cancellation citing Status Code BS. Reinstate the
requisition for the quantity equal to or less than the original canceled quantity. If the
quantity is greater than the quantity canceled by the Status Code BS, only reinstate the
quantity in the BS status. Reject the quantity exceeding the BS quantity. Use Status
Code BS to prepare the MOV reinstatement request to ensure identification of the
correct suffix.

C8.1.10.2. Source of Supply Codes. Sources of supply will use Status Code
DK, DL, and DM to reject MOV reinstatement requests received over 60 calendar days
after the BS status transaction date, or when there is no record of the BS status, or
when the MOV reinstatement request is for a quantity greater than the canceled
quantity.

C8.2. GRANT AID

C8.2.1. General. This section prescribes policies and procedures for the
validation of ICP materiel obligation records with the records of the DoD Component
ILCO maintaining Security Assistance Organization (SAO) program control and for the
validation of the continuing need at the GA country level for over age demands. The
purpose is twofold: (1) the reconciliation of records and (2) the validation of need.

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C8.2.2. Annual Validation Schedule. The annual schedule of cyclic validation in
support of GA materiel obligations is shown in Table C8.T2.

Table C8.T2. Cyclic Schedule for MOV in Support of Grant Aid

SOURCE OF SUPPLY
CUTOFF TO PREPARE AND MAXIMUM ENDING DATE BY WHICH
CYCLE FORWARD VALIDATION REQUISITIONER RESPONSES ARE
NUMBER REQUESTS DUE BACK TO SOURCE OF SUPPLY
1 31 January 31 May
2 31 July 30 November

C8.2.3. Aged Materiel Obligation Requests. Sources of supply will provide the
ILCO with MOV requests applicable to aged materiel obligations for GA requirements.
MOV requests will be sent to the ILCO by the sources of supply using schedules for
validating aged GA materiel obligations established by the Assistant Secretary of
Defense (Logistics & Materiel Readiness)(ASD(L&MR)].

C8.2.4. Materiel Obligation Definition. Materiel obligations are defined as that

portion of the requisitioned quantity that is not immediately available for issue to the
requisitioner and/or is recorded as a commitment for future issue of stocked items. This
includes commitments for DVDs. The source of supply will produce MOV requests from
their records of materiel obligations for which the requisition document number dates
are aged to 180 calendar days or more at the time of the established validation cutoff.
Materiel obligations selected for validation, meeting the 180-day age criterion, will be
those assigned Status Code BB, BC, BD, or BV. The quantities identified in the MOV
requests reflect the unfilled quantities only of items maintained as materiel obligations at
the sources of supply. Use the DLMS 517M, to prepare MOV requests.

C8.2.5. Source of Supply Request Timeframe. Sources of supply will send

scheduled MOV requests not later than 10 calendar days after the established cutoff
date.

C8.2.6. Accomplishing MOV by the Army and Air Force ILCOs

C8.2.6.1. Item/Request Matching. The ILCO receiving MOV requests will

match the items indicated as being on record at the source of supply with its records of
unfilled demands and provide the MOV requests to SAOs that represent
quantities/items as follows:

C8.2.6.1.1. In the MOV requests received from the source of supply,

(the ILCO will not attempt to adjust quantity differences between the ILCO record and
the source of supply record.)

C8.2.6.1.2. On the ILCO record, having reached the validation age

criterion and not included with MOV requests furnished by the source of supply. The
ILCO will adjust its records based upon the MOV responses received from SAOs.

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C8.2.6.2. Program Originator Codes. The DoD Components may elect to
have their ILCOs identify the program originator code in MOV requests transmitted to
SAOs for validation. The identification of this code enables the SAO to determine the
specific section to which to direct the MOV requests. In these instances, the codes
shown in Table C8.T3 apply. (Do not include these codes in MOV responses that are
sent to the source of supply.)

Table C8.T3. Program Originator Codes

CODE PROGRAM ORIGINATOR
B SAO (Army)
P SAO (Navy)
D SAO (Air Force
K SAO (Marine Corps)

C8.2.6.3. Transmitting Requests. Transmit the MOV requests to the

appropriate SAO not later than 45 calendar days after the scheduled cutoff date. The
time between the cutoff date and the 45 calendar days for transmitting the MOV
requests to SAOs allows:

C8.2.6.3.1. Transmission of the MOV requests from the source of

supply to the ILCO.

C8.2.6.3.2. ILCO establishment of suspense records of the source of

supply request quantities and preparation of MOV requests for transmission to the
SAOs. SAOs will provide MOV response to the ILCO within 90 calendar days after the
cutoff date for the validation cycle.

C8.2.7. Accomplishing MOV by the Navy ILCO

C8.2.7.1. Item/Record Matching. The Navy ILCO (NAVILCO) will match the
items indicated as being on record at the source of supply with its records of unfilled
demands and effect a file reconciliation. NAVILCO will send MOV responses for each
MOV request received to the source of supply that submitted the validation request.
The source of supply will use the MOV response to determine whether the items should
be canceled or requirements still exist and the items should be continued as materiel
obligations.

C8.2.7.2. Response Timeframe. Send MOV responses to validation

requests to sources of supply by 15 March for the first cycle and 15 September for the
second cycle. Indicate the quantity still required in the MOV response. If total
cancellation is desired, do not include the quantity segment in the MOV response.

C8.2.7.3. Inquiries. Submit a requisition inquiry, DLMS 869A or DLMS 869F,

as appropriate, for items outstanding on NAVILCO records for which no MOV

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reconciliation request was received from the source of supply. See Chapter 4 for the
requisition inquiry procedures.

C8.2.8. NAVILCO Initiation of Reconciliation and/or Validation with SAOs

C8.2.8.1. Annual Request Submission. Annually, on 16 September, the

NAVILCO will prepare MOV reconciliation requests that represent unfilled requisitions
with dates of 31 July or earlier.

C8.2.8.2. Program Identification. NAVILCO will identify the program

originator code in the MOV reconciliation requests sent to SAOs for validation. SAO will
use this code to determine the specific section to which to direct the requests. In these
instances, the codes in Table C8.T3. apply.

C8.2.8.3. MOV Transmission. NAVICP will send the MOV reconciliation

requests to the appropriate SAO not later than 26 September and indicate 31 October
as the response due date.

C8.2.9. Validation of Requirements by the SA Organizations

C8.2.9.1. Verifying Existing Requirements. SAOs receiving MOV requests

will determine whether requirements for the items and quantities still exist. SAOs will
also determine whether requirements exist for items/quantities, having reached the age
criteria and not included with the MOV requests. Once validation is completed, SAOs
will adjust their records to show the country’s needs for the items/quantities.

C8.2.9.2. Item Status Request. SAO will request status of any items that are
outstanding, have met the age criteria, and are not included in the MOV requests.
When such status is required, SAO will submit a requisition inquiry, DLMS 869A, to the
appropriate ILCO. See Chapter 4 for the requisition inquiry procedures.

C8.2.9.3. Response for Each Reconciliation Request. SAO will provide an

MOV response for each MOV reconciliation request, as appropriate, to indicate the
remaining quantity of each item is still required. The SAO will send MOV responses to
the appropriate ILCO. For the U.S. Army Security Assistance Command and the Air
Force Security Assistance Center, send these responses to arrive no later than the date
specified in the transmittal, which is 35 calendar days prior to the response due date
contained in the requests. For NAVILCO, these responses must be received no later
than 31 October.

C8.2.10. Response to MOV Requests by the Army and Air Force ILCOs

C8.2.10.1. Record Adjustment. Upon receipt of the responses from SAOs,

the ILCO will adjust its records to agree with the country's requirements indicated by the
MOV responses. The ILCO will then send MOV responses for each MOV request
received from the source of supply that submitted the validation requests. The source
of supply will use the MOV response to determine whether the items should be
canceled or requirements still exist and the items should be continued as materiel

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obligations. Provide MOV responses to the source of supply by the response due date
indicated in the MOV requests. Response due date is established as the 125th calendar
day following the cutoff date for validation. MOV requests must indicate the cutoff date.

C8.2.10.2. Quantity Remaining Required. ILCO will indicate the quantity still
required in the MOV response. If total cancellation is desired, do not include the
quantity segment in the MOV response.

C8.2.10.3. Outstanding Items. ILCO will submit a requisition inquiry, DLMS

869A or DLMS 869F, as appropriate, for items outstanding on the ILCO records,
indicated as required by SAO, and for which no MOV request was received from the
source of supply. See Chapter 4 for the requisition inquiry procedures.

C8.2.11. NAVILCO Action on SAO Responses

C8.2.11.1. Record Adjustment. Upon receipt of the responses from SAOs,

the NAVILCO will adjust its records to agree with country requirements as indicated by
the MOV responses. NAVILCO will send requisition cancellations to the source of
supply on those unshipped lines for which the SAO indicated a reduced quantity
requirement. NAVILCO will initiate action to resolve the unreconciled lines for which the
SAO indicated a requirement. NAVILCO will send the appropriate supply and shipment
status to SAOs.

C8.2.11.2. Requisition Cancellation. By 30 November, NAVILCO will

prepare and send a requisition cancellation to the last known source processing the
corresponding requisition. See Chapter 4 for the requisition cancellation procedures.

C8.2.11.3. Record of Confirmed Cancellations. NAVILCO will keep a record

of confirmed cancellations received in response to requisition cancellations submitted
as a result of reduced quantity requirements indicated by SAOs.

C8.2.11.4. Quantity Reduction Reconciliation. NAVILCO will prepare a

report of the number of lines reconciled with the SAO, the number and value of SAO
requested quantity reductions, and the number and value of confirmations received as
of 31 December. NAVILCO will send two copies of this report to the appropriate
Service headquarters for review and submission to Office of the Assistant Secretary of
Defense.

C8.2.12. ILCO Cancellation of Materiel Obligations

C8.2.12.1. Source of Supply Action. The source of supply will cancel

materiel obligation items upon receipt of requisition cancellations or the indication of
need for lesser quantities from the ILCO. (When there is no record of the item at time of
receipt of the MOV responses, the MOV response will be matched with the RHF to
determine the latest status of the item or action taken to accomplish cancellation action.
The source of supply will send the ILCO supply or shipment status as appropriate.) In
the event procurement, rebuild, or other expense has been incurred and must be billed

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to GA for an individual item being canceled, the supplying DoD Component will take
action under DoD 5105.38-M, Part II, Chapter H.

C8.2.12.2. Validation of Cancellations. The source of supply will send the

ILCO, for which validation requests were submitted, Status Code BR for each item
and/or quantity canceled as a result of the validation actions. ILCO should not consider
any quantity as canceled before receiving the confirming Status Code BR.

C8.2.12.3. When no Response has been Received. The source of supply

will not automatically cancel items for which materiel obligations were established when
no MOV response has been received relative to specific items submitted for validation.

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C9. CHAPTER 9
LOGISTICS REASSIGNMENT
C9.1. GENERAL

C9.1.1. Purpose. This chapter provides procedures designed to ensure

successful Logistics Reassignment (LR) of both consumable and nonconsumable items,
provide adequate management control of items in a transitional situation, and ensure
uninterrupted supply support of items during the transition period.

C9.1.2. Transactions. This chapter addresses the procedures to the following

Accredited Standards Committee (ASC) X12 transaction functions identified by their
beginning segment and report type code. Other DLMS formats, such as XML, are also
available. See the Defense Logistics Management Standards Program Office Website
for available formats on the DLMS IC page. The corresponding MILSTRAP legacy 80
record position transaction functionality is identified for information purposes in a mixed
DLSS/DLMS environment.

C9.1.2.1. LR Management Data Transaction is identified by the DLMS 536L

ASC X12 beginning segment (1/BR02/020) Transaction Type Code LR – Logistics
Reassignment. This transaction provides the functionality of MILSTRAP legacy
document identifier codes (DIC) DLS, DLT, DLU, DLV, DLW, and DLX.

C9.1.2.2. LR Transfer/Decapitalization Transaction is identified by the DLMS

846D ASC X12 beginning segment (1/BIA/020) Report Type Code TL – Logistics
Transfer Advice. This transaction provides MILSTRAP legacy DIC DEE/DEF
functionality.

C9.1.2.3. LR Transfer/Decapitalization Inquiry Transaction identified by the

DLMS 846D ASC X12 beginning segment (1/BIA/020) Report Type Code TK – Logistics
Transfer Inquiry. This transaction provides MILSTRAP legacy DIC DLA functionality.

C9.1.2.4. LR Storage Information Order Transaction is identified by the

DLMS 846S ASC X12 beginning segment (1/BIA/020) Report Type Code PK – Storage
Information Inquiry. This transaction provides MILSTRAP legacy DIC DZC functionality.

C9.1.2.5. LR Storage Information Reply Transaction is identified by the

DLMS 846S ASC X12 beginning segment (1/BIA/020) Report Type Code TQ – Storage
Information Advice. This transaction provides MILSTRAP legacy 8 DIC DZD
functionality.

C9.1.3. LR Process. To ease understanding of these procedures, the LR process

has been divided into three periods of time based upon the effective transfer date
(ETD). These periods are identified as pre-ETD, ETD, and post-ETD. The pre-ETD
period commences on the date the GIM assignment/ETD is sent to the GIM/LIM and

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terminates at ETD. ETD is the date of the LR. Although ETD is a specific point in time,
for the purpose of these procedures, any actions involving data requirements that show
conditions as of the ETD will be discussed as if such actions took place on the ETD,
even though they may have been taken immediately before or after the actual ETD.
The post-ETD period begins immediately following the ETD and includes all actions that
do not specifically involve data requirements that show conditions as of the ETD.
Specific events required to take place during the LR are set forth under the appropriate
period.

C9.1.3.1. The LIM will use an LR Management Data Transaction to provide

the GIM with general management information, backorder and demand data, on hand
data, due-in data, contract history data, and product quality deficiency report (PQDR)
history data for consumable assets being logistically reassigned.

C9.1.3.2. The LIM will use an LR Transfer/Decapitalization Transaction to

notify the GIM of the transfer and decapitalization quantities for the item being
logistically reassigned. The GIM will use an LR Transfer/Decapitalization Inquiry
Transaction to inquire about LR transfer/decapitalization quantities when none was
received.

C9.1.3.3. The LIM will send an LR Storage Information Order Transaction to

the storage activity to notify them to transfer ownership of wholesale stocks to the GIM
and of the quantity which the LIM is retaining. Storage activities will send an LR
Storage Information Reply Transaction to the LIM to notify the LIM of the quantities the
storage activity actually transferred to GIM ownership and those retained in LIM
ownership.

C9.2. POLICY. DoD policy for LR of consumable items is contained in

DoD 4140.26, Volume 4 “Defense Integrated Materiel Management Manual for
Consumable Items: Logistics Reassignment (LR).” DoD policy for LR of
nonconsumable items is contained in AMC-R 700-99/NAVSUPINST 4790.7/AFLCR
400-21/MCO P4410.22, “Logistics Wholesale Inventory Management and Logistics
Support of Multi-Service Used Nonconsumable Items”.

C9.3. REQUIREMENTS

C9.3.1. General. The LIM, GIM, and storage activities will accomplish the actions
required by this manual to reassign asset accountability to the GIM in a timely manner
to ensure uninterrupted supply support. Resolution of problems affecting supply
operation requires direct communication, coordination, and assistance.

C9.3.2. GIM. The GIM will accept, as of the ETD, those items and book balances
submitted by the LIM. (The following policy covering transfer of assets for LR is
implemented from DoD 4140.26 and AMC-R 700-99 et al., respectively.) The LIM will
transfer all on-hand wholesale balances, in place, except:

C9.3.2.1. Assets committed to the support of special projects, programs,

and/or plans including the International Logistics Program (ILP), (e.g., staged

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shipments, packaged shipments). On hand wholesale assets in support of the ILP will
not be transferred to the GIM nor will any ongoing procurement action in support of the
ILP be terminated.

C9.3.2.2. Consumable assets in SCCs F, H, J, K, L, M, P, Q, R, and S. (See

DoD 4140.26 for complete criteria.

C9.3.2.3. Nonconsumable assets in SCCs G, H, J, K, L, M, P, Q and X.

SCCs H, P and X materiel will never be decapitalized. (See AMC-R 700-99 et al., for
complete criteria.)

C9.3.3. LIM. On an expedited basis the LIM will decapitalize to the GIM wholesale
assets, other than the SCCs shown above, generated during the first year following
ETD. The LIM will report assets generated after 1 year of ETD under Chapter 11,
(Materiel Returns Program Procedures). Except for decapitalization of procurement
receipts, the GIM will reject assets decapitalized more than 1 year after the ETD using
Reject Advice Code AW.

C9.4. PRE-EFFECTIVE TRANSFER DATE ACTIONS

C9.4.1. General

C9.4.1.1. The LIM procurement office will provide the GIM with contractual
status on contracts either retained by the LIM or assigned to the Defense Contract
Management Agency (DCMA) for contract administration. Contract status includes, but
is not limited to, delivery status, acceleration of delivery, follow-up status requests,
contract warranty provisions, and executing appropriate modifications to basic
contracts.

C9.4.1.2. For nonconsumable items, the LIM will give the GIM listings of all
purchase requests (procurement actions that have not reached the award stage)
throughout the pre-ETD period. The GIM will, within 15 calendar days following receipt
of the purchase request listing from the LIM, annotate required changes, and return one
copy to the LIM. For consumable items, the LIM will send listings of all purchase
requests to the GIM 45 calendar days prior to the ETD in the format established by DoD
4140.26.

C9.4.1.3. The LIM will reclassify consumable assets, in SCCs Q and R, to

the appropriate SCC before the LIM sends the GIM an updated LR Management Data
Transaction.

C9.4.1.4. For assets in SCC H, the LIM will either forward the assets to DLA
Disposition Services or reclassify the item to their true condition as authorized by
Chapter 7.

C9.4.1.5. For assets in SCC X, the LIM will reclassify the assets as
appropriate for LR or for transfer to DLA Disposition Services.

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C9.4.2. One hundred and fifty calendar days prior to ETD, or upon notification if
less than 150 calendar days, the LIM will take the following actions:

C9.4.2.1. Advise the GIM of assets being held for litigation.

C9.4.2.2. Perform physical inventories under Chapter 6 procedures, as

stated in DoD 4140.26-M for consumable items, and AMC-R 700-99 et al., for
nonconsumable items, as follows:

C9.4.2.2.1. For consumables, inventory stock on hand for wholesale

assets designated as classified or sensitive.

C9.4.2.2.2. For nonconsumables, inventory on-hand wholesale assets.

C9.4.3. One hundred and twenty calendar days prior to ETD, or upon notification if
less than 120 calendar days, for consumable items being transferred, the LIM will send
the GIM an LR Management Data Transaction containing backorder and demand data,
on-hand data, due-in data, and contract history data. Do not provide PQDR history data
at this time.

C9.4.4. Sixty calendar days prior to ETD the LIM will process excess reports
received for LR items for which disposition action is appropriate, in accordance with
Chapter 11 procedures.

C9.4.5. Forty-Five Calendar Days Prior to ETD

C9.4.5.1. By mutual agreement between the GIM and the LIM, the LIM will
initiate action to amend existing LR item contracts/purchase orders not reassigned to
the GIM to provide for diversion of stock by quantities into storage activities of the GIM.
The GIM will send addresses of the shipping destinations to the LIM, as appropriate.
The LIM will retain the due-in.

C9.4.5.2. For consumable items, the LIM will send listings of all purchase
requests in accordance with DoD 4140.26. The GIM will, within 15 calendar days
following receipt of the purchase request listing from the LIM, annotate required
changes and return one copy to the LIM.

C9.4.6. Thirty Calendar Days Prior to ETD. The LIM will take the following
actions:

C9.4.6.1. Furnish the GIM a war materiel requirement (WMR) data listing
sorted by NSN and the DoD Component (and routing identifier code (RIC)) within the
DoD Component when the requirements have been allocated), major to minor, showing
the current computed data.

C.9.4.6.1.1. Include the quantity and value of the forecasted reparable

return data, if applicable; quantity and value of Balance War Reserves (Other War
Materiel Requirement (OWMR); Other War Reserve Materiel Requirement (OWRMR);

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OWRMR, Protectable (OWRMRP); Pre-Positioned War Reserve Materiel Requirement
(PWRMR); PWRMR, Protectable (PWRMRP)); dollar value subtotals for FSC, RIC if
allocated, and the DoD Component; and grand total dollar value.

C9.4.6.1.2. Additionally, send the DLMS 830W, War Materiel

Requirements, to the GIM to show original input from which the WMR computed data
was generated. The GIM will process the DLMS 830W to recompute the WMR data as
described in Chapter 3.

C9.4.6.2. For consumable items, send the GIM an updated LR Management

Data Transaction containing backorder and demand data, on-hand data, due-in data,
and contract history data. Do not provide PQDR history data at this time. Send the
GIM the latest status of assets being held for litigation action.

C9.5. EFFECTIVE TRANSFER DATE PERIOD ACTIONS. The LIM will do the
following at ETD:

C9.5.1. Send an LR Storage Information Order Transaction to the storage

activities as a notification that wholesale stocks stored are now under GIM ownership.

C9.5.2. Process inventory adjustments to decrease the inventory control record

using DLMS 947I.

C9.5.3. Prepare and send to the GIM LR Transfer/Decapitalization Transaction by

SCC and location. Telephone communication between the GIM and LIM is authorized
to resolve transactions that reject from the validation process. To preclude inquiries
when there are no on-hand assets available for transfer, the LIM will send a LR
Transfer/Decapitalization Transaction to the GIM for a zero quantity as either a transfer
or a decapitalization, based on the following:

C9.5.3.1. LR transfers are used for permanent transfers, without

reimbursement of cost, of inventory within the same fund division (the LIM has a
transfer-out and the GIM has a corresponding transfer-in).

C9.5.3.2. LR decapitalization transactions are used for permanent transfers,

without reimbursement of cost, of inventory between different fund divisions, or
chartered subdivisions within the fund (the LIM has a decapitalization and the GIM has
a corresponding capitalization).

C9.5.4. Give memorandum due-in information to the GIM and pre-positioned

materiel receipt (PMR) to the storage activity in accordance with Chapter 12.
Quantities will show what is available for transfer.

C9.5.5. Send the GIM storage activity a DLMS 527D ARI (PMR) for each due-in
from procurement on which the destination has changed to the GIM. In addition, send
the LIM storage activity a reversal DLMS 527D ARI (PMR) to delete the PMR.

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C9.5.6. Transfer funded backorders to the GIM in accordance with DoD 4140.26.
Transfer the funded backorders using referral/passing orders in accordance with
MILSTRIP procedures.

C9.5.7. For consumable items, send the LR Management Data Transaction

containing PQDR history data. Send data for completed PQDRs only and include all
PQDRs completed up to 3 years prior to the ETD. Do not provide backorder and
demand data, on-hand data, due-in data, or contract history data at this time.

C9.5.8. For items with SPR, prepare and send a DLMS 870L, Order Status Report
(SPR Status), to the forecasting activity as outlined in Chapter 2.

C9.5.9. Advise the GIM of the latest data available on assets being held for
litigation action.

C9.6. POST-EFFECTIVE TRANSFER DATE ACTIONS

C9.6.1. Storage Activity Action. The storage activity will prepare an LR Storage
Information Reply Transaction within 5 working days of receipt of an LR Storage
Information Order Transaction advising the LIM of the quantity transferred to GIM
ownership. If the storage activity does not receive an LR Storage Information Order
Transaction, the storage activity will prepare and send the LIM an LR Storage
Information Reply Transaction showing each balance by SCC.

C9.6.2. GIM Actions

C9.6.2.1. Inventory Adjustment. Convert valid LR Transfer/Decapitalization

Transactions received from the LIM to inventory adjustments using DLMS 947I, to
establish or increase inventory balances. (This action is not required upon receipt of an
LR transfer/decapitalization with a zero quantity.) The GIM may automatically reject
invalid LR transfer/decapitalization transactions. Telephone communication between
the GIM and LIM is authorized to resolve LR transfer/decapitalization transactions that
reject from the validation process.

C9.6.2.2. Memorandum Due-In Transactions. Process valid DLMS 527D

memorandum due-in transactions, received from the LIM in accordance with Chapter
12.

C9.6.2.3. Transaction Rejections. If in receipt of an LR Transfer/

Decapitalization Transaction or DLMS 527D memorandum due-in for an item not
involved in an LR, reject the incorrectly reported transactions back to the initiator using
DLMS 824R, Reject Advice, citing Reject Advice Code AY.

C9.6.2.4. Reconsignment Instructions. When appropriate, give

reconsignment instructions to the LIM for items due-in from undelivered contracts of the
LIM. Report receipts from these contracts following the ETD in accordance with
Chapter 13.

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C9.6.2.5. LR Transfer/Decapitalization Reversals. Accept and process
reversals of LR Transfer/Decapitalization Transactions, adjust their management and
financial records, and discontinue processing any other transactions against the LR
assets until the GIM processes new LR Transfer/Decapitalization Transactions from the
LIM.

C9.6.3. LIM Actions

C9.6.3.1. Updating Due-Ins. The LIM will update the memorandum due-in
and PMR in accordance with Chapter 13, as necessary, to include the following actions:

C9.6.3.1.1. Changing the destination of undelivered purchases upon

request of the GIM.

C9.6.3.1.2. Awarding an unawarded purchase request.

C9.6.3.2. Litigation Procedures. The LIM will enter litigation proceedings on

all items in SCC L which are either on hand at ETD or later received by either the GIM
or LIM on LIM negotiated contracts. The LIM will notify the GIM of actions being taken
to resolve the litigation actions.

C9.6.3.3. Condition Change. When an item previously transferred to the GIM

is restored to an issuable condition, or when inspection of stock on hand reveals a
change in condition of the materiel, the GIM will be notified of the condition transfer
using a DLMS 947I.

C9.6.3.4. Preparation of Storage Information. The LIM’s storage activity will

send a LR Storage Information Reply Transaction within 5 working days of the ETD
advising the LIM of the quantity transferred to GIM ownership. If the LIM’s storage
activity does not receive a LR Storage Information Order Transaction, the storage
activity will send the LIM a LR Storage Information Reply Transaction showing each
balance by SCC.

C9.6.3.5. LIM Processing of a LR Storage Information Reply. Upon receipt

of the LR Storage Information Reply Transaction, the LIM will review the quantity.
When the transfer quantity in the reply is greater than the transfer quantity shown in the
order, the LIM will transfer/decapitalize the additional quantity to the GIM on a new LR
Transfer/Decapitalization Transaction. When the transfer quantity in the reply is less
than the transfer quantity in the order, the LIM will:

C9.6.3.5.1. Within 24 hours of receipt of the reply, initiate action to

reverse the LR Transfer/Decapitalization Transaction, previously submitted for that
location and SCC.

C9.6.3.5.2. Conduct research, and/or request a special inventory when

deemed appropriate.

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C9.6.3.5.3. Determine whether the quantity reported by the storage
activity is correct (based on the best data available after research/inventory). If
research shows the quantity reported was not correct the LIM will process a reversal, or
LR Transfer/Decapitalization Transaction and a LR Storage Information Order
Transaction containing new document numbers with the revised quantity.

C9.6.3.5.3.1. Complete these actions within 30 calendar days after

the ETD to prevent a long time lag between the ETD and corrective action. If
extenuating circumstances prevent a LIM from accomplishing this task within 30
calendar days, notify the GIM of the problem and expected date when the problem
should be resolved (not to exceed 60 calendar days past the ETD).

C9.6.3.5.3.2. If a LR Storage Information Reply Transaction

contains a transferable quantity on an item the LIM provided a LR
Transfer/Decapitalization Transaction with a zero balance, the LIM will send a new LR
Storage Information Order Transaction to the storage activity, and a new LR
Transfer/Decapitalization Transaction to the GIM showing the appropriate quantity,
SCC, and location; in this situation, the LIM will not prepare a LR
Transfer/Decapitalization Transaction reversal.

C9.6.3.6. Ninety Calendar Days after ETD. For consumable items, the LIM
will send the GIM an updated LR Management Data Transaction containing contract
history and PQDR history data. Give data for PQDRs completed between the ETD and
the ETD plus 90 calendar days only. Do not give backorder and demand, on hand, or
due-in data at this time.

C9.6.3.7. One Hundred and Eighty Calendar Days after ETD. For
consumable items, the LIM will send the GIM an updated LR Management Data
Transaction with PQDR history data. Give data for PQDRs completed between the
ETD plus 90 calendar days and the ETD plus 180 calendar days only. Do not give
backorder and demand, on hand, due-in, or contract history data at this time.

C9.6.3.8. Two-Hundred and Seventy Calendar Days after ETD. For

consumable items, the LIM will send the GIM an updated LR Management Data
Transaction containing contract history and PQDR history data. Give data for PQDRs
completed between the ETD plus180 calendar days and the ETD plus 270 calendar
days only. Do not give backorder and demand, on-hand, or due-in data at this time.

C9.7. RECEIPT PROCESSING AFTER EFFECTIVE TRANSFER DATE. Storage

activities will process receipts after the ETD in accordance with Chapter 13.

C9.7.1. Receipts from Procurement

C9.7.1.1. Upon receipt of assets from procurement by either the GIM or LIM
storage activity, send a DLMS 527R Receipt Transaction to the LIM.

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C9.7.1.2. Procurement receipts received after 1 year past the ETD will be
processed by the LIM and GIM in the same manner that procurement receipts would be
processed when received during the ETD to 1 year period.

C9.7.1.3. When the LIM receives a receipt transaction from the storage
activity for an item that was logistically reassigned, the LIM will:

C9.7.1.3.1. Process the receipt to reduce the due-in record, record the
assets on the LIM owner record.

C9.7.1.3.2. Decrease the LIM owner record using a DLMS 947I,

Inventory Adjustment Transaction, in accordance with Chapter 7.

C9.7.1.3.3. Send a DLMS 527R, Memorandum Receipt Transaction, to

the GIM.

C9.7.1.3.4. Send a LR Transfer/Decapitalization Transaction, in

accordance with C9.5, and include transaction number or procurement instrument
identifier (PIID) (and related data: Contract line item number (CLIN), exhibit line item
number (ELIN), and when procurement is authorized under a PIID call/order
number (F in 9th position), provide the value in the PIID field) from the associated
receipt transaction to establish an audit trail between the receipt and its following
transfer/decapitalization.

C9.7.1.3.5. Send a LR Storage Information Order Transaction to the

storage activity in accordance with C9.5.

C9.7.1.3.6. Process receipts for which litigation is required in

accordance with Chapter 13.

C9.7.1.4. If no DLMS 527D ARI (PMR) is recorded, the storage activity will
report materiel received from procurement sources in accordance with Chapter 13.

C9.7.1.5. The GIM will:

C9.7.1.5.1. Use a LR Transfer/Decapitalization Transaction to record

the assets on the GIM owner record and to reduce the memorandum due-in record in
accordance with Chapter 13.

C9.7.1.5.2. If a LR Transfer/Decapitalization Transaction is received for

an item not involved in an LR, the GIM will reject the transaction back to the initiator
using DLMS 824R citing Reject Advice Code AY.

C9.7.1.5.3. If assets from procurement are received for which there are
no PMRs at the receiving storage activity, the receiving activity will report the receipt to
the cognizant IMM. If the GIM does not have a recorded due-in and the item was
recently involved in an LR, the GIM should research/contact the LIM to determine
proper reporting of the receipt to maintain accountability accuracy. If the procurement

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receipt is incorrectly reported to the LIM (and the LIM did not initiate the procurement
action), the LIM should reject the receipt back to the originator with a DLMS 824R citing
Reject Advice Code AB.

C9.7.2. Receipts From Other Than Procurement

C9.7.2.1. The LIM’s storage activity, upon receipt of assets from other than
procurement, will send DLMS 527R receipt to the LIM.

C9.7.2.2. The LIM will:

C9.7.2.2.1. Process the storage activity initiated receipt to reduce the

due-in record and record assets on the LIM inventory record for the quantity received.

C9.7.2.2.2. Decrease the inventory control record using DLMS 947I.

C9.7.2.2.3. Send DLMS 527R, Memorandum Receipt Transaction, to

the GIM.

C9.7.2.2.4. Send a LR Transfer/Decapitalization Transaction to the GIM.

C9.7.2.3. The GIM will process the D527R, Memorandum Receipt

Transaction, to reduce the memorandum due-in record and will use the LR
Transfer/Decapitalization Transaction to record assets on their inventory record for the
quantity received.

C9.7.2.4. If no PMR is recorded, the storage activity will report materiel

received from nonprocurement sources following Chapter 13.

C9.8. INQUIRY FOR LOGISTICS REASSIGNMENT ASSET DATA AND RESPONSE

C9.8.1. LR Transfer/Decapitalization Inquiry. The GIM will send an inquiry to the

LIM, using a LR Transfer/Decapitalization Inquiry Transaction, for all assets logistically
reassigned for which they received no LR Transfer/Decapitalization Transaction.

C9.8.2. LIM Response. The LIM will send the necessary LR Transfer/
Decapitalization Transaction or a duplicate thereof.

C9.9. LOGISTICS REASSIGNMENT DUE-IN VALIDATION. See Chapter 12, Due-In

Inquiry and Due-In Reconciliation procedures.

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C10. CHAPTER 10
MATERIEL RECEIPT ACKNOWLEDGEMENT
C10.1. PURPOSE

C10.1.1. This chapter provides the procedures for a DoD automated, closed-loop
system to provide accountability and monitor receipt of shipments of DoD and General
Services Administration (GSA) wholesale stocks and DLA Disposition Services stocks
issued from on-hand assets or procured for direct vendor delivery (DVD). These
procedures interface with logistics response time (LRT) for measuring receipt take-up
time by requisitioners and with Chapter 5, for providing 100 percent shipment status on
stock issues, including DVDs.

C10.1.2. These procedures provide for the control of due-in records below the
wholesale level and the interface among the transportation, quality, supply, and financial
operations/systems below the wholesale level and between the supply and purchasing
operations/systems at the wholesale level to provide proper control over in transit
assets and document receipt in the payment files.

C10.1.3. MRA Business Rules. Appendix 12 identifies the detailed business rules
for generating the MRA Report. Appendix 12 also includes an MRA Decision Tree
diagram to provide graphic representation of the MRA business rules to capture
shipments out of wholesale assets that qualify for MRA Reporting.

C10.1.4 Transactions. This chapter addresses the procedures applicable to the

following transactions with their functions identified by their beginning segment
transaction type code. The DLMS implementation conventions (IC) are available on the
DLMS IC page of the Enterprise Business Standards Office Website. The
corresponding MILSTRAP legacy 80 record position transaction functionality is
identified for information purposes in a mixed DLSS/DLMS environment.

C10.1.4.1. Materiel Receipt Acknowledgement (MRA) Transaction is DLMS

527R with beginning segment (1BR02/020) Transaction Type Code TH – Receipt
Acknowledgement Advice. This transaction provides MILSTRAP legacy DIC DRA
functionality.

C10.1.4.2. MRA Response to Follow-up Transaction is DLMS 527R with

Transaction Type Code TH–Receipt Acknowledgement Advice, used in conjunction with
1/BR06/20 Action Code V–Respond. This transaction provides MILSTRAP legacy DIC
DRB functionality.

C10.1.4.3. Follow-up for Delinquent MRA Transaction is DLMS 527R with

Transaction Type Code TG – Receipt Acknowledgement Inquiry. This transaction
provides MILSTRAP legacy DIC DRF functionality.

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C10.2. APPLICABILITY.

C10.2.1. These procedures apply to shipments of DoD wholesale stocks and

DLA Disposition Services stocks and, in part, to shipments of GSA wholesale stocks--
whether pushed or pulled, delivered or picked up, issued from on hand assets or
procured for DVD from commercial sources.

C10.2.2. These procedures therefore, apply to:

C10.2.2.1. All DoD wholesale inventory control points (ICP) and the
DLA Disposition Services (for the purposes of MRA, DLA Disposition Services is the
DoD ICP for shipments from Disposition Services).

C10.2.2.2. Recipients of DoD and GSA wholesale stocks and DLA

Disposition Services stocks–including DoD intermediate/retail level and end-use
activities; contractors which receive Government furnished material, and defined under
DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures,” February 10,
2014; DoD ICPs which requisition materiel from GSA, DLA Disposition Services, or
other DoD ICPs; and DoD maintenance facilities which receive items for maintenance
when the maintenance activity accountable officer assumes property accountability for
the inducted items--hereafter called reporting activities.

C10.2.2.3. Implementation of the materiel receipt acknowledgment

concept is optional for intra-Component shipments of retail stock. However, DoD
Components which choose to implement the concept for such shipments will prescribe
use of these procedures.

C10.3. EXCLUSIONS. 1 These procedures are not applicable to the following:

C10.3.1. Commodities excluded from requisitioning, except that receipt of

requisitioned forms and publications will be acknowledged.

C10.3.2. Shipments to foreign military sales and grant aid customers except
when the shipment concerns an unconfirmed materiel release order (MRO) as
described in Chapter 4 (Processing Follow-Ups). FMS documents beginning with B, D,
I, P, K and T .

C10.3.3. Inter-Component lateral redistributions of retail stock not directed by

the wholesale ICP. 2

1
Known MRA gaps include shipments associated with DLA Industrial Prime Vendor (IPV), and DLA
Tailored Vendor Relationships (TVR) such as Medical Prime Vendor; Subsistence Prime Vendor;
Maintenance Repair and Operations program; and Kentucky Logistics Operation Center (KyLOC). The
MRA process requires a MILSTRIP Shipment Status transaction; there is no shipment status in these
processes. These processes are not excluded from MRA (except Fresh fruits and vegetables (FF&V)),
and are identified as known process gaps that DLA is working to close. Another possible MRA gap exists
for immediate issue scenarios (e.g., bearer walk-through or “over the counter” issues) where shipment
status/materiel release confirmation is provided and an MRA would typically be expected. DLA will
submit a proposed DLMS change to document this as a valid MRA exclusion. (ADC 1088)

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C10.3.4. Shipments to state, civil, or federal agency activities. Special
Program DoDAACs are identified by numeric character in the first position followed by
an alpha character in the second position. These identify entities that are neither DoD
or other Federal entities and that are associated with a special program. Among other
purposes, special programs include programs authorized by Congress for state and
local entities to purchase materiel from Federal sources. The existing Defense
Automatic Addressing System (DAAS) logic for extracting the LMARS database
includes the exclusion of Special Program DoDAACs (ADC 1088).

C10.3.5. Receipts into DoD wholesale stock controlled under Chapter 13,
including relocations/shipments to contractors, commercial or industrial activities which
are receipt reported to the owning ICP, when the owing ICP also issued the materiel.
However, when ICPs requisition materiel from another ICP or the DLA Disposition
Services, and the receipt is reported under Chapter 13, the requisitioning ICP will
acknowledge the receipt (ADC 1087).

C10.3.6. Shipment status (DLMS 870S/Legacy AS3) with Distribution Code 9

(DLA Distribution Services). Shipments to DLA Disposition Services that are covered
under the procedures for in-transit control of shipments to DLA Disposition Services
Field Offices.

C10.3.7. Shipments of fresh fruit and vegetables (FF&V). FF&V transactions

are received by DAAS in a monthly data feed from DLA Troop Support and do not have
shipment data.

C10.3.8. Shipments to Army/Air Force Exchange Service DoDAACs HX1_,

HX2_, HX3_ , and HX4 _).

C10.3.9. DoDAAC indicating activity is GSA or FEDSTRIP.

C10.3.10. Exclude intra-Component shipments when the issuing wholesale

ICP does not generate a Follow-up for Delinquent MRA transaction within the required
delinquent MRA Follow-up time limit. The rationale is that if the issuing wholesale ICP
business process requires that the intra-Component reporting activity provide a Receipt
transaction back to the issuing wholesale ICP, then it falls under the MRA exclusions

2
This is not a true “exclusion” from MRA because the MRA is only required for release of wholesale
assets. When DAAS gets the passing order that has a RIC-TO of a non-wholesale ICP, they will flag the
document number as not eligible for LMARS/MRA, but still be available for WEBVLIPS as history. Any
subsequent transactions that come in under that document number (regardless of data content and
indication of a wholesale ICP) automatically gets that flag. This is similar to what DAAS does for the
requisition alert process. The one underlying assumption to this solution is that the passing order (DIC
A3_) will be present so that the flag can be set at the document number level. This is a safe assumption,
since ADC 1062 states that GCSS-A will not release the requisition image until they receive the passing
order routed by DAAS. Note the DAAS check on the shipment status is just the presence of a shipment
status for the document number that clears the first part of the MRA decision Tree. DAAS feels this will
eliminate a concern with LMARS picking up the transaction as a byproduct when the bill comes out of the
wholesale ICP system (LMP) after the post-post issue is passed to that system (For Army GCSS-A to
LMP). (ADC 1088)

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and the issuing ICP would not generate a Follow-up for Delinquent MRA transaction.
For the purpose of this exclusion logic, DAAS will use the MRA Follow-up timeframe
plus one day. Under existing MRA Report logic, lookup will be done at the end of the
month (ADC 1087).

C10.4. COMMUNICATIONS

C10.4.1. Reporting activities will direct MRAs to the managing ICP using guidance
in C10.4.2. If operating under MILSTRAP legacy transactions, refer to the instructions
in DLMS Volume 2, Appendix 10 for the legacy DRA/DRB transactions. DAAS will pass
the MRA to the designated ICP and provide images to other designated activities based
upon DoD Component rules.

C10.4.2 Reporting activities will direct the MRA to the managing ICP using one of
the following (listed in order of preference):

C10.4.2.1. The organization that directed the materiel shipment as

shown on DLMS 856S, Shipment Status.

C10.4.2.2. The last known source of supply that authorized follow-up

action as shown on DLMS 870S, Supply Status.

C10.4.2.3. The source of supply to which the DLMS 511R, Requisition,

was submitted.

C10.4.3. ICPs will send all MRA follow-ups to the DAAS for
transmission. The DAAS will route MRA follow-ups for U.S. forces to the “ship-to”
activity identified in the 856S Shipment Status. The DAAS will route MRA follow-ups for
security assistance requisitions to the applicable Service International Logistics Control
Office (ILCO) based upon the Service Code in the Document Number and distribution
code

C10.5. RESPONSIBILITIES

C10.5.1. Reporting activities and ICPs will meet the time limits stated throughout
this chapter and summarized in Table C10.T1, MRA Submission Timeframe, and Table
C10.T2, MRA Follow-up Timeframe for ICPs and Disposition Services.

C10.5.2. Reporting activities excluding International Logistics Control Offices

(ILCOs) will:

C10.5.2.1. Establish supply due-in records for all requisitions (pulled or

pushed) being supplied from wholesale stock. It is not required to establish a due-in
record when shipment status is received after the materiel has been received.

C10.5.2.2. Update (or establish, when no previous record of the due-

in/materiel receipt exists) due-in records and estimated delivery dates, based on supply

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and shipment status received. Establish due-in record estimated delivery dates which
equal the MRA prescribed timeframes in Table C10.T1.

C10.5.2.3. Post receipts from wholesale stock to a stock record/property, or

equivalent, account and acknowledge materiel receipt under these procedures.

C10.5.2.4. Whenever materiel is taken into U.S. Government custody at final

destination, whether it has been accepted or not, ensure the receipt is posted to the
stock record/property, or equivalent, account. Establish any needed interface among
the transportation, quality, and supply operations/processes to meet this requirement.

C10.5.2.5. Monitor due-in records and report nonreceipt under these

procedures when materiel is not received within the prescribed timeframes in Table
C10.T1. DLMS requires that 100 percent shipment status be sent to all reporting
activities so they can meet this requirement.

C10.5.2.6. Coordinate with the financial operation/function before clearing a

due-in record by any action other than materiel receipt. Maintain an auditable record of
all due-in records so cleared.

C10.5.2.7. Establish an interface with financial accounting

operations/processes to maintain proper financial accounting control for in-transit
assets, as prescribed by DoD 7000.14-R, “DoD Financial Management Regulations”.

C10.5.3. ILCO reporting activities will screen history records for valid shipment
status or coordinate with freight forwarders/customers to determine shipment
status/receipt data, for unconfirmed MROs and send an MRA Advice Transaction within
the prescribed timeframes in Table C10.T1.

C10.5.4. ICPs will:

C10.5.4.1. Have a closed-loop system to monitor materiel receipt on all

shipments of wholesale stock to DoD activities.

C10.5.4.2. Control MRA data based on quantity within document number.

When the MRA does not match a shipped record, use the data only for quality
control/management evaluation purposes. Do not reject MRAs to the submitter.

C10.5.4.3. Keep an accessible record of requisitions, by document number

and suffix code shipped, until materiel receipt is confirmed, nonreceipt is reported for
the quantity shipped, or failure to acknowledge is included in management evaluation
reports.

C10.5.4.4. Establish an interface between the supply and disbursing

functions/operations to provide receipt acknowledgment data for all DVDs for
documentation of payment files.

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C10.5.4.5. Consider MRA data in the supply discrepancy report (SDR)
validation process.

C10.5.5. DoD Components.

C10.5.5.1. Will establish the internal interface among the logistics, financial,
and contracting operations/systems necessary to accomplish the requirements of this
chapter. When operations are geographically removed from each other, DoD
Components may prescribe use of intra-DoD Component transactions to accomplish the
required interface.

C10.5.5.2. May, for intra-DoD Component shipments, elect to have their

shipping activity or container consolidation point create an MRA and send it with the
shipment for completion and submission by the reporting activity.

C10.5.5.3. May prescribe, where appropriate, that intermediate levels of

supply (i.e., organizations that are not the ultimate materiel recipient but maintain due-in
records for referred user requisitions) post receipts to their due-in records and
acknowledge materiel receipt for the user.

C10.5.5. May record MRA data in requisition history and use to close
unconfirmed MROs.

C10.5.6. GSA will not use the MRA to monitor materiel receipt but will use
the data to interface with the discrepancy reporting process. Therefore, GSA will not
follow-up to reporting activities to request an MRA.

C10.5.7. Components may prescribe additional internal follow-up

requirements to those identified in this chapter.

C10.6. PREPARING AND SENDING MATERIEL RECEIPT ACKNOWLEDGEMENT

C10.6.1. Reporting activities will meet the time limits identified in this chapter.
These requirements and timeframes are independent from prescribed shipment tracing
and discrepancy reporting requirements and timeframes to which the receiving facility
must also adhere. MRA reporting timeframes are summarized below:

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Table C10.T1. Materiel Receipt Acknowledgement Submission Time Limits
ACTION TIME LIMIT 3
U.S. Forces send MRA * 5 Business days from date materiel received and:
 12 calendar days from the DLMS 856S date shipped
(date released to carrier) field entry (CONUS
destination) for nonreceipt;
 29 calendar days from the DLMS 856S date shipped
(date released to carrier) field entry (OCONUS
destination) for nonreceipt for Transportation Category
1 and 2;
or
 76 calendar days from the DLMS 856S date shipped
(date released to carrier) field entry (OCONUS
destination) for nonreceipt for Transportation Category
3.
ILCOs Send MRA *120 calendar days from the DS 856S (Pseudo Shipment
Status for Unconfirmed Materiel Release Orders) date
shipped (date released to carrier) field entry for security
assistance shipments.
Send MRA in Reply to *10 calendar days from transaction preparation date in
Follow-up the MRA Follow-up.
* Means take the action before the time limit is reached.
 Means take the action when the time limit is reached.

C10.6.2. Reporting activities will submit an MRA when a materiel receipt is

posted to the retail stock record, stock record account, property account, or equivalent
record. Also, submit an MRA when due-in dates are reached and materiel has not been
received. Send an MRA to the ICP:

C10.6.2.1. Within 5 business days of materiel receipt.

C10.6.2.2. For nonreceipt of materiel with a CONUS destination, within

12 calendar days from date shipped (date released to carrier) cited in DLMS 856S,
Shipment Status.

C10.6.2.3. 29 calendar days from the date shipped (date released to

carrier) when a Transportation Category 1 or 2 shipment to an OCONUS activity has not
been received.

3
Refer to ADC 1114.

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C10.6.2.4. For nonreceipt of materiel (Transportation Category 3) with
an OCONUS destination, within 76 calendar days from the date shipped (date released
to carrier) cited in DLMS 856S.

C10.6.3. ILCOs in receipt of DLMS 856S pseudo shipment status will screen
history records for valid shipment status. If valid shipment status is not available, ILCOs
may coordinate with freight forwarders/customers to determine shipment status/receipt
data. Submit an MRA to reflect the shipment status, receipt data, or nonreceipt within
120 calendar days from the pseudo shipment status release date.

C10.6.4. MRA For Materiel Provided to Contractors as Government Furnished

Materiel and for MRA Associated with Contractor Furnished Materiel Obtained from
Government Supply Sources. This business process is applicable when contractors are
authorized to receive specific items and quantities of GFM or contractor furnished
materiel (CFM) (also known as contractor acquired property (CAP)) from Government
sources of supply. Materiel may be issued to the contractor based upon a contract
schedule/Bill of Material (BOM) or issued in response to a requisition made by the
contractor or a responsible Government representative. Under DLMS, MRA of
GFM/CFM requires identification of the DoD contract number and call/order number,
when applicable, which authorized the provision of GFM/CFM to establish accountability
to the authorizing DoD contract. This contract number is required in addition to the
controlling document number for the MRA transaction.

C10.6.5. MRA for Tailored Vendor Relationship. DLA, in conjunction with the DoD
Components and vendors, has implemented tailored vendor relationship (TVR). TVR is
a business process where there is a direct relationship between the customer and the
vendor. Under TVR, customers place orders directly with the Prime Vendor, outside the
routine supply requisitioning process/systems, using various communication channels
such as EDI, phone, fax, email, or via the prime vendor's ordering system. DLA EBS
receives copies of transactions in order to maintain line item accountability. MRA of
TVR shipments require use of the contract number, call, and line item numbers to
uniquely identify lines. This data is necessary because TVR orders can have multiple
lines for the same document number and suffix code. DLA receives MRAs for TVR
from, Defense Medical Logistics Standard Support (DMLSS), Theater Enterprise-Wide
Logistics System (TEWLS), EMALL, or customer systems.

C10.6.6. When a shipped line item (requisition document number and suffix code)
is consigned as a split or partial shipment, send an MRA, for the shipment segments as
they are received. The split or partial shipment codes are part of the transportation
control number (TCN) structure in accordance with DTR 4500.9-R, DoD Transportation
Regulation”. Accordingly, reporting activities will include the TCN in the MRA
transaction when it is available. If the total quantity for the shipped line item is not
received by the due-in date, report the missing quantity, citing Discrepancy Indicator
Code F, in accordance with the guidance in the MRA transaction.

C10.6.7. To acknowledge receipt of a discrepant/deficient shipment, submit an

MRA, except as noted below, with the appropriate discrepancy indicator code. With the

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exception of the receipt of multiple stock numbers, use a single MRA transaction to
acknowledge the receipt showing both non-discrepant and discrepant quantities.4 Note
that MRA requirements and timeframes are independent from prescribed shipment
tracing and discrepancy/deficiency reporting requirements and timeframes to which the
receiving facility must also adhere.

C10.6.7.1. If the document number cannot be identified, post the receipt

using a local document number. Do not submit an MRA.

C10.6.7.2. If stock number/part number cannot be identified, do not include

the stock/part number in the MRA and enter Discrepancy Indicator Code A.

C10.6.7.3. For total or partial nonreceipt (Discrepancy Indicator Code F):

C10.6.7.3.1. Enter the quantity not received and Discrepancy Indicator

Code F.

C10.6.7.3.2. If materiel is received subsequent to submitting an MRA

Reply with Discrepancy Indicator Code F, submit a new MRA reflecting the
new/additional quantity received following the MRA procedures in C10.6.8.1. 5

C10.6.7.4. Except for shortage and partial or total nonreceipt, covered in

C10.6.7.3, enter Discrepancy Indicator Code X in the MRA if the discrepancy does not
meet discrepancy reporting criteria.

C10.6.7.5. When the discrepancy causes the receipt to be posted using more
than one transaction (e.g., multiple supply condition codes or multiple stock numbers
are received), send an MRA for each transaction posted. If needed, also send an MRA
for any quantity not received.

C10.6.7.6. If materiel is received after submitting an MRA Reply with

Discrepancy Indicator Code B (No Record of Requisition), submit an MRA following the
MRA procedures in C10.6.1.

C10.6.7.7. The MRA report is created at the end of each month to reflect the
MRA transactions as received/not received in the preceding month. Receipt of an MRA
citing Discrepancy Code B or F updates the Logistics Metrics Analysis Reporting
System (LMARS) reports to reflect the current status of MRA transactions received.
The MRA Reports are created monthly and reflect the MRA data at the end of each
month and will not be adjusted retroactively when an MRA is submitted following receipt
of materiel after an MRA citing Discrepancy Indicator Code B or F is received.6

4
This this is an enhancement that the Components never implemented as part of the looping structure
capability.
5
Refer to ADC 1114.
6
Ibid.

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C10.7. FOLLOW-UPS FOR DELINQUENT MATERIEL RECEIPT
ACKNOWLEDGEMENT

C10.7.1. When materiel shipment is confirmed or when the requisition involves an

unconfirmed MRO as described in Chapter 4, the ICP will monitor for receipt of MRA(s).
For U.S. Forces’ shipments to CONUS activities, ICPs must receive MRA for the total
quantity shipped within 12 calendar days from the date released to carrier cited in the
DLMS 945A, Materiel Release Advice, or DLMS 856S. For U.S. Forces shipments to
OCONUS activities, ICPs must receive MRA within 29 calendar days from the date
released to carrier for Transportation Category 1 and 2, 76 calendar days from the date
released to carrier for Transportation Category 3, or within 135 calendar days from the
DLMS 856S shipment status release date for security assistance requisitions.
Otherwise, the ICP will send an MRA Follow-up Transaction for the delinquent MRA to
(See Table C10.T2):

C10.7.1.1. The organization that the materiel was shipped to, for U.S.
Forces.

C10.7.1.2. The applicable ILCO, for SA requisitions.

C10.7.1.3. The MRA Follow-up timeframes are based upon the existing Time
Definite Delivery (TDD) Standards and take into account the wide variation in TDD
timeframes based on the Combatant Commands/Regions and the allowed receipt take-
up timeframe.

C10.7.1.4. The follow-up time limits for a delinquent MRA are 17 calendar
days from the date shipped (date released to carrier) field entry in the MRC or DLMS
856S Pseudo Shipment Status for CONUS, 34 calendar days for OCONUS destinations
with Transportation Category 1 and 2, and 81 calendar days for OCONUS destinations
with Transportation Category 3. (See Table C10.T2).

C10.7.1.5. Summary of MRA Follow-Up Time Limits. Reporting activities will

meet the time limits identified in this chapter. These requirements and timeframes are
independent from prescribed shipment tracing and discrepancy reporting requirements
and timeframes to which the receiving facility must also adhere. MRA follow-up time
limits are summarized in Table C10.T2.

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Table C10.T2. Materiel Receipt Acknowledgement Follow-Up Time Limits for ICPs and DLA
Disposition Services
The Time Limits below for an MRA Follow-up reflect the TDD timeframes, which include the
transaction processing time, and also allow time for processing a Non-Receipt Materiel Receipt
Acknowledgement.

ACTION TIME LIMIT 7

Follow-Up for Delinquent  17 calendar days from the date shipped (date released to
MRA carrier) field entry in the Materiel Release Confirmation
(MRC) or Pseudo Shipment Status (DLMS
856S/MILSTRIP legacy DIC ASH) for U.S. Forces
shipments (CONUS destination).
 34 calendar days from the date shipped (date released to
carrier) field entry in the MRC or DLMS 856S Pseudo
Shipment Status for U.S. Forces shipments (OCONUS
destination) for Transportation Category 1 and 2.
 81 calendar days from the date shipped (date released to
carrier)field entry in the MRC or Pseudo Shipment Status
(for U.S. Forces shipments (OCONUS destination) for
Transportation Category 3.
 135 calendar days from the date shipped (date
released to carrier) field entry in the Pseudo Shipment
Status for security assistance shipments.
 Means take the action when the time limit is reached.

C10.7.2. To answer the follow-up, the reporting activity will prepare a MRA
following paragraph C10.6. Send the MRA to the ICP within 10 calendar days from the
transaction preparation date cited in the follow-up.

C10.7.3. In the event that materiel has not been received because a Navy ship
has not yet had the opportunity to physically pick it up (it is awaiting pick up at a Navy
Local Logistics Support Center or the Material Processing Center), the Navy ship
reporting activity will respond with a MRA Follow-up Transaction containing Discrepancy
Indicator Code G. This will signal the ICP to keep the record open and continue to
monitor for receipt of MRA(s), and send another MRA Inquiry Transaction after another
45 calendar days have elapsed (which may be responded to with an additional MRA
Response to Inquiry Transaction with Discrepancy Indicator Code G if the ship is unable
to pick up their materiel from the Navy Local Logistics Support Center or the Material
Processing Center). The Navy ship reporting activity may send up to six MRA
transactions in response to follow-up, using MRA Response to Inquiry Transaction with
Discrepancy Indicator Code G. The Navy ship reporting activity will send an MRA,
using DLMS 527R MRA Response to Inquiry Transaction, without the Discrepancy
Indicator Code G, once the materiel is received (e.g., picked-up or otherwise delivered
directly to the ship), which may include the use of other discrepancy codes as
appropriate. If a reply is not received within 45 calendar days from the sixth MRA
7
Refer to ADC 1114.

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Response to Inquiry Transaction with Discrepancy Indicator Code G, the ICP will
include the delinquency information in the management evaluation report (C10.10).
Also, if the requisition involves an unconfirmed MRO (see Chapter 4, (Processing
Follow-Ups)), then the ICP will resolve the record as described in Chapter 4 for Force
Closed Materiel Release Confirmation).

C10.7.4. When Component research into a Follow-up For Delinquent MRA

identifies that materiel is still in transit, the reporting activity will respond with a MRA
Response to Inquiry transaction containing Discrepancy Indicator Code H in record
position 63. This will signal the ICP to keep the record open and continue to monitor for
receipt of MRA(s), and send another Follow-up For Delinquent MRA transaction after
another 45 calendar days have elapsed. 8 If a reply is not received within 45 calendar
days from the sixth MRA Response to Inquiry transaction with Discrepancy Indicator
Code G, the ICP will include the delinquency information in the management evaluation
report (C6.10). Navy afloat units should use Discrepancy Indicator Code H if they
determine the materiel is still in transit and not at an MPC. 9

C10.7.5. Except as noted in C10.7.3., if a reply is not received within 30 calendar

days from the MRA inquiry preparation date, the ICP will include the delinquency
information in the MRA Management Information Report. Also, if the requisition
involves an unconfirmed MRO, then the ICP will resolve the record as described in the
procedures in Chapter 4 (Force-Closed Materiel Release Confirmations).

C10.8. CORRECTING OR CANCELING MATERIEL RECEIPT

ACKNOWLEDGEMENT

C10.8.1 MRA Errors

C10.8.1. Identification of Erroneous Information. Activities which

acknowledge a materiel receipt in error will not correct the MRA. However, to ensure
validation of any SDR for the shipment, the reporting activity must identify the erroneous
MRA information in the SDR remarks (SF364, “Report of Discrepancy”) or in the DLMS
842A/W, SDR Follow-up, Correction, Cancellation, & Reconsideration Request
note/special instruction segment. MRAs with an invalid quantity field or blank unit of
issue will be processed and corrected as addressed in C10.8.1.2.

C10.8.1.2. Syntax Errors in Mixed DLMS/DLSS Environment. MRAs

submitted in legacy DIC DRA/DRB format, with an invalid quantity or blank unit of issue,
cannot be processed by DLMS trading partners due to syntax errors. Accordingly,
when DAAS must convert DIC DRA/DRB to a DLMS 527R MRA transaction for a DLMS
trading partner, and the DRA/DRB contained an invalid quantity or blank unit of issue,
DAAS will reject the transaction using narrative message rejects as follows:

C10.8.1.2.1. Invalid Quantity Syntax Error. (Quantity field is blank or

contains alphas or special characters):

8
Refer to ADC 1114.
9
Ibid.

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C10.8.1.2.1.1 DAAS will reject MRA transactions (DICs DRA/DRB)
received with an invalid quantity field (record position 25-29) to the reporting activity
with a narrative message reject stating: Correct and resubmit. The quantity in record
position 25-29 is invalid.

C10.8.1.2.1.2. Reporting activities which acknowledged receipt

using an invalid quantity are to correct and resubmit the MRA upon receipt of the
narrative message reject.

C10.8.1.2.2. Blank Unit of Issue Syntax Error

C10.8.1.2.2.1. DAAS will reject legacy MRA transactions (DICs

DRA/DRB) received with a blank unit of issue (record position 23-24) to the reporting
activity with a narrative message reject stating: Unit of Issue contains blanks or special
characters.

C10.8.1.2.2.2. Reporting activities which acknowledged receipt

using a blank unit of issue are to correct and resubmit the MRA upon receipt of the
narrative message reject.

C10.8.2. Error Documentation. When the ICP receives an MRA that

does not match a shipment record, or contains errors, the ICP will document the error in
the management evaluation report or quality control data, as applicable.

C10.9. QUALITY CONTROL

C10.9.1. To comply with the requirements of Chapter 6, ICPs and reporting

activities will include the evaluation of internal MRA processing in their quality control
programs. The following work processes will be included: accuracy of MRA initiation of
follow-up, submission timeliness, and investigative research to determine and correct
processing errors.

C10.9.2. Command managers will assign to specific organizations the

responsibility for directing and monitoring corrective action. The purpose of the program
is to assist management in identifying those human, procedural, or system errors
adversely affecting the MRA process or indicating potential deficiencies in the control
over in-transit assets.

C10.9.3. Command managers must ensure effective organizational

interrelationships among the functional operations/processes concerned with MRA,
such as: supply, procurement, financial, inventory management, transportation, quality
assurance, and storage.

C10.10. MANAGEMENT EVALUATION

C10.10.1. The DoD Components will establish a management evaluation program

which monitors and evaluates MRA submission to ensure compliance with MRA

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requirements. Execute timely processing and perform response rate analyses to
identify non-responsive activities and initiate corrective actions.

C10.10.2. The program will provide for:

C10.10.2.1. Review of the MRA Management Information report (Report

Control Symbol DD-AT&L(AR)1419 applies). DAAS will prepare the report and provide
access by electronic means. The report content is determined by the Supply Process
Review Committee. Each Supply Process Review Committee representative is
responsible for analysis of the report to identify potential deficiencies in their Service or
Agency MRA operations or procedures contributing to breakdowns in internal controls
for in-transit wholesale stock. Supply Process Review Committee representatives are
responsible for initiating corrective action with delinquent and non-reporting activities.

C10.10.2.2. The MRA Management information report will include as a

minimum:

C10.10.2.2.1. General MRA Management Report Criteria.

Documentation of nonresponses for a reporting period to include: the number of
qualifying shipments made to an activity (by “ship to” DoDAAC); the number of MRA
responses received from that activity; the number of nonresponses. The following
sections identify a common report description, how to do additional analysis of the data,
and the types of breakdown to be available for MRA responses/non-responses for
several different categories and whether detail by individual DoDAAC is available.

C10.10.2.2.2. Capability for Additional MRA Report Analysis.

C10.10.2.2.2.1. Most of the MRA reports contain a “Save” link

above the report title. Clicking the “Save” link launches the applicable MRA report
content in a spreadsheet format for additional analysis

C10.10.2.2.2.2. The MRA reports contain an option from the

MRA Report Detail page (after selecting a DoDAAC) to download the entire list of
document numbers with associated requisition/initial supply transaction data to an Excel
file for additional research.10

C10.10.2.2.2.3. Three MRA Reports (MRA 02 Direct

Vendor Delivery, MRA 36 Stock Shipment, and MRA 37 DVD and Stock Reports)
contain an option to download the entire list of document numbers for the
missing MRA data shown on the Detail Reports page. Clicking the “Save
Component Missing MRA Data” link will generate a list of Component options to
download file for the missing MRA data and will combine the data for CONUS and
OCONUS. 11

10
ADC 1086.
11
Refer to ADC 1330 Revise MRA Download Reports to Include a Component Summary Option.

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C10.10.2.2.2.4. The following data elements are included in
the downloadable files:

• Header with Report Month or Date Run (depending on type of report)

o Source of Supply RIC included on the header for MRA38 (Source of
Supply MRA Stock Summary), MRA39 (Source of Supply MRA DVD
Summary) and MRA40 (Source of Supply Stock and DVD Summary)
• CONUS / OCONUS Indicator (MRA02, MRA36 and MRA37)
• Shipment Date
• Document Number
• Suffix
• Supplementary Address12
• Ship-To DoDAAC
• Signal Code13
• Bill-To DoDAAC
• Priority
• NSN
• Shipped Quantity
• Unit of Issue
• Unit Price (U/P)
• Total Cost
• Initial Transaction DLMS/MILS, (e.g., requisition or initial supply transaction if no
requisition is available per MRA Business Rules/Decision Tree)14
• Communication Routing Identifier (COMMRI) of the system from which the
requisition or initial supply transaction originated
• COMMRI associated with the Document Number DoDAAC, (e.g., could be a
requisitioner/requiring/other activity)
• COMMRI where the Follow-up for Delinquent MRA transaction was transmitted

C10.10.2.2.3. Common Text for Report Descriptions. In general,

for each report category, the count of qualified shipments requiring an MRA is matched
against MRAs received/not received within the allotted timeframe and a percentage is
computed. The reports shows results for Shipments Requiring MRA and MRA Not
Received. Some of the reports include a column for MRA Received. Where the report is
broken out by Service, click on the Service line hyper link to show the specific report

12
This enhancement perpetuates legacy “MILS” data requirements due to the DAAS Micro Automated
Routing System (DMARS) which performs transaction level services, such as, validation, editing, routing,
imaging, and exception processing, using the 80 record position legacy format.
13
Ibid.
14
This is the transaction that results in the inclusion in the MRA Report per the MRA Business
Rules/Decision Tree (ADC 1088 , Reference 3.d.).

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category MRA Service/Agency Detail Report showing all DoDAACs making up the totals
within each Service. The detail report shows results for shipments requiring an MRA
and MRA received. Some of the detail reports include a column for MRA received.
Selecting a DoDAAC from the detail report will show all document numbers associated
with that DoDAAC total. Clicking on an individual document number will launch
WEBVLIPS for further analysis of the selected document number. Differences from this
standard report description are noted in the following descriptions of each specific MRA
report type:

C10.10.2.2.3.1. MRA Service/Agency Summary. This summary

shows shipments for DoD Components/Participating Agencies and all categories by area of
the ship-to-DoDAAC and customer. Detail report is available. Summary and Detail
Reports include an extra column for MRA received.

C10.10.2.2.3.2. Direct Vendor Delivery (DVD) (Non Stock) MRA

Summary. shows DVD (Non Stock) shipments for DoD Components/Participating
Agencies and all categories by Area and Customer. Detail report is available.

C10.10.2.2.3.3. Stock Shipment Summary, MRA Not Received.

shows Stock Shipments by area of the ship-to-DoDAAC and DoD Components/
Participating Agencies. Detail report is available.

C10.10.2.2.3.4. Direct Vendor Delivery (DVD) and Stock Shipment

Summary, MRA Not Received. This summary shows DVD and Stock Shipments for all
DoD Components/Participating Agencies and all categories by Ship-to DoDAAC. Detail
report is available.

C10.10.2.2.3.5. MRA Report by Source of Supply (Wholesale ICP).

This report shows MRAs from the perspective of the wholesale ICP to review how well
the Services acknowledge receipt of the materiel the ICP shipped out of wholesale
assets for a given Service/Agency. Detail report is available.

C10.10.2.2.4. Specific Category Reports. The MRA Management

Information report provides the capability to access information by specific categories for
ammunition, contractor, and Army Total Package Fielding. For these specific category
reports, the detail report reflects the same layout as the summary report:

C10.10.2.2.4.1. Ammunition Percent of Delinquents Summary. This

summary shows shipments for ammunition by area of the ship-to-DoDAAC and DoD
Component/Agency. The report shows results for Shipments Requiring an MRA, where an
MRA was received within the allotted timeframe and where an MRA was not received within
the allotted timeframe. Only the percentage of qualified shipments that received an MRA is
shown.

C10.10.2.2.4.2. Contractor Percent of Delinquents Summary. This

summary shows contractor shipments by area of the ship-to-DoDAAC and DoD
Component/Agency. Detail report is available. The report shows results for Shipments

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Requiring an MRA, where an MRA was received within the allotted timeframe and
where an MRA was not received within the allotted timeframe. Only the percentage of
qualified shipments that received an MRA is shown.

C10.10.2.2.4.3. Army Total Package Fielding (TPF), Percent of

Delinquents Summary. This summary shows Army TPF shipments by area of the
ship-to-DoDAAC. The report shows results for Shipments Requiring an MRA, where
an MRA was received within the allotted timeframe and where an MRA was not
received within the allotted timeframe. Only the percentage of qualified shipments
that received an MRA is shown.

C10.10.2.2.4.4. Percent of Delinquents General Summary. This

summary shows general shipments by area of the ship-to-DoDAAC and DoD
Component. The report shows results for Shipments Requiring an MRA, where an
MRA was received within the allotted timeframe and where an MRA was not received
within the allotted timeframe. Only the percentage of qualified shipments that
received an MRA is shown. The report excludes the categories for Ammunition,
Contractor, and Army Total Package Fielding.

C10.10.3. ICPs will keep accessible records of shipments and MRA

transactions to support the reporting requirements.

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C11. CHAPTER 11
MATERIEL RETURNS, REDISTRIBUTION OF ASSETS,
DIRECTED DISCREPANT/DEFICIENT MATERIEL
RETURNS, AND RETROGRADE RETURNS
C11.1. GENERAL

C11.1.1. Purpose. This chapter provides procedures for the interchange of

information between the owning organization and the integrated materiel manager
(IMM) on the reporting and redistribution of assets, establishes the necessary
controls to ensure timely processing of related transactions and provides for the
automatic return of materiel under specified conditions. These procedures
include the following:

C11.1.1.1. Inventory control point (ICP)/IMM directed lateral redistribution of

retail assets identified by an inter- or intra-Component asset visibility system.

C11.1.1.2. Special procedures for returns to DLA from selected sites in

support of base realignment and closure (BRAC) retail supply, storage and distribution
(SS&D)/inventory management and stock positioning (IMSP) and national inventory
management strategy (NIMS).

C11.1.1.3. Automatic return of materiel under specified conditions

C11.1.1.4. There are additional processing procedures over and above those
contained in this chapter that must be applied for items identified as serially managed
materiel requiring owner visibility at DLA Distribution Centers. The identity of the
materiel and the additive procedures are in Chapter 30.

C11.1.2. TRANSACTIONS. The Enterprise Business Standards Office

(EBSO) Website contains DLMS electronic data interchange (EDI) transaction
formats on the DLMS implementation Convention (IC) page. The IC page also
includes the corresponding MILSTRIP transaction formats, identified by
document identifier code (DIC). The corresponding MILSTRIP/MILSTRAP legacy
80 record position transaction functionality is identified for information purposes
in a mixed DLSS/DLMS environment.

C11.1.2.1. Materiel Returns Program Reporting. Use the DLMS 180M

transaction with Transaction Type Code FT. The DLMS 180M provides the
functionality of several FT_ series legacy MILSTRIP transactions. The action
code specifies the type of transaction

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C11.1.2.1.1. Automatic Returns Notification to customer or
maintenance activity is DLMS 180M with Action Code RF – Return to Shippers
Facility. This transaction provides the functionality of MILSTRIP legacy DIC FTA.

C11.1.2.1.2. Cancellation of Customer Asset Report is DLMS 180M

with Action Code C – Cancelled. This transaction provides the functionality of
MILSTRIP legacy DIC FTC.

C11.1.2.1.3. The Customer Asset Report (available stock number

assets) is DLMS 180M Transaction Type Code FT – Material Returns and baseline
item data (2/BLI01/10 Code FS – NSN. This transaction provides the functionality
of MILSTRIP legacy DIC FTE.

C11.1.2.1.4. The Customer Asset Report (available part-numbered

Items) is DLMS 180M Transaction Type Code FT – Material Returns and baseline
item data (2/BLI01/10 Code MG (Part Number) and 2/BLI08/10 Code ZB –
Commercial and Government Entity (CAGE)). This transaction provides the
functionality of MILSTRIP legacy DIC FTG.

C11.1.2.1.5. Customer Follow-Up for ICP/IMM Reply to Customer

Asset Report is DLMS 180M with Action Code T – Status Query. This transaction
provides the functionality of MILSTRIP DIC FTF.

C11.1.2.1.6. Customer Follow-Up for ICP/IMM Materiel Receipt

Status is DLMS 180M with Action Code RS – Report Status. This transaction
provides the functionality of MILSTRIP DIC FTT.

C11.1.2.2. Shipment Status Materiel Returns. Use a DLMS 856R with

the applicable Transaction Type Code. The Action Code further specifies the type
of materiel returns shipment status.

C11.1.2.2.1. Shipment Status is DLMS 856R with Transaction Type

Code FT – Material Returns. This transaction provides the functionality of
MILSTRIP legacy DIC FTM.

C11.1.2.2.2. Retrograde shipments for return or repair which fall

outside the scope of the MILSTRIP Materiel Returns Program. Use DLMS 856R
with Action Code RD. There is no MILSTRIP legacy DIC equivalent.

C11.1.2.3. Materiel Returns Supply Status. Use a DLMS 870M with the
applicable Status Report Code to provide status on customer asset reports.

C11.1.2.3.1. Customer Status to ICP/IMM indicating estimated date

of shipment is DLMS 870M with Status Report Code 3 – Unsolicited Report. This
transaction provides the functionality of MILSTRIP legacy DIC FTL.

C11.1.2.3.2. ICP/IMM Follow-Up for materiel authorized to be

returned is DLMS 870M with Status Report Code7 – Response to Material Returns

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and 2/LQ01/145 Code 0 citing FT6). This transaction provides the functionality of
MILSTRIP legacy DIC FT6.

C11.1.2.3.3. ICP/IMM Delay in Disposition Instructions is DLMS

870M with Status Report Code 7 – Response to Materiel Returns and 2/ISR01/210
Code HQ to indicate the delayed date. This transaction provides the functionality
of MILSTRIP legacy DIC FTD.

C11.1.2.3.4. The Customer Status to ICP/IMM with the estimated

date of shipment is DLMS 870M with Status Report Code 3 and 2/ISR01/210 Code
PS to provide the estimated shipping date. This transaction provides the
functionality of MILSTRIP legacy DIC FTL.

C11.1.2.3.5. The DAAS Customer Asset Report Status is DLMS

870M with Status Report Code 7 – Response to Material Returns and 1/N101/50
Code GP). This transaction provides the functionality of MILSTRIP legacy DIC
FTQ.

C11.1.2.3.6. The ICP/IMM Reply to Customer Asset Report is DLMS

870M Status Report Code 7 – Response to Material Returns and 2/LQ01/145 Code
0 citing FTR. This transaction provides the functionality of MILSTRIP legacy DIC
FTR.

C11.1.2.3.7. The ICP/IMM Materiel Receipt Status is DLMS 870M

with Status Report Code 7 Response to Material Returns and 2/LQ01/145 Code 0
citing FTZ. This transaction provides the functionality of MILSTRIP legacy DIC
FTZ.

C11.1.2.4. Materiel Returns Due-In and Credit and Asset Status

Transactions

C11.1.2.4.1. Due-In Other than Procurement Instrument Source

(Returns from other DoD Activity) is DLMS 527D with Transaction Type Code DA
– Due-In. This transaction provides the functionality of MILSTRAP legacy DIC
DFB.

C11.1.2.4.2. Pre-Positioned Materiel Receipt Other than

Procurement Instrument Source (Returns from other DoD Activity) is DLMS 527D
with Transaction Type Code DE – Advance Receipt). This transaction provides
the functionality of MILSTRAP legacy DIC DWB.

C11.1.2.4.3 Credit for Excess Materiel Return (Reversal) is DLMS

810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and
2/LQ01/311 Code 0 citing FD1. This transaction provides the functionality of
MILSBILLS legacy DIC FD1.

C11.1.2.4.4. Credit for Excess Materiel Return (No Charge) is

identified by DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD

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interfund bill) and 2/LQ01/310 Code 0 citing FD2. This transaction provides the
functionality of MILSBILLS legacy DIC FD2.

C11.1.2.4.5. Accessorial and Other Miscellaneous Billings (Credit)

is DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund
bill) and 3/SAC02/040 Code F650. This transaction provides the functionality of
MILSBILLS legacy DIC FN2.

C11.1.2.4.6. Billing for Transportation (Credit) is DLMS 810L with

Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 3/SAC02/040
Code I260. This transaction provides the functionality of MILSBILLS legacy DIC
FQ2.

C11.1.2.4.7. Follow-up for Materiel Returns Program (MRP) Credit

is DLMS 812R with Transaction Handling Code T – Adjustment Request,
1/BCD05/020 Code C – Credit, 1/BCD11/020 Code 45 – Follow-up), and 1/LQ01/156
Code 0 with FTP. This transaction provides the functionality of MILSBILLS legacy
DIC FTP.

C11.1.2.4.8. Request for Adjustment of Non-Fuel Billing is DLMS

812R with Transaction Handling Code T – Adjustment Request, 1/BCD11/020
Code 00 - Original), and 1/LQ01/156 Code 0 with FAE. This transaction provides
the functionality of MILSBILLS legacy DIC FAE.

C11.1.2.4.9. Reply to Follow-up for Materiel Returns Program Credit

is DLMS 812L with Transaction Handling Code B – Debit/Credit Advice No
Remittance Detail, 1/BCD05/020 Code C – Credit, and 1/BCD11/020 Code 45 –
Follow-up). This transaction provides the functionality of MILSBILLS legacy DIC
FTB.

C11.1.2.4.10. Asset Status Reporting Request (from ICP to Base,

Post, Camp and Station) is DLMS 846I with Report Type Code TI – Asset Status
Inquiry. This transaction provides the functionality of MILSTRAP legacy DIC DZE.

C11.1.2.4.11. Asset Status Reporting (Base, Post, Camp and

Station Level Use) Transaction is DLMS 846I with by Report Type Code TJ – Asset
Status Advice. This transaction provides the functionality of MILSTRAP legacy
DIC DZF.

C11.1.2.4.12. Reject Advice Transaction is DLMS 824R Transaction

Type Code ZT – Report of Rejection or Return of Work Candidate. There is no
MILSTRIP legacy DIC equivalent transaction.

C11.1.2.5. Lateral Redistributions

C11.1.2.5.1. Supply Status is DLMS 870S with Status Report Code 4

– Response to Requisition. This transaction provides the functionality of
MILSTRIP legacy DICs AE1, AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

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C11.1.2.5.2. Lateral Redistribution Order for Retail Assets is DLMS
940R with Transaction Type Code (1/W0506/0200) Code NI – Redistribution Order
and Action Code (1/W0507/0200) Code RG – Refer). This transaction provides the
functionality of MILSTRIP legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D,
A4E.

C11.1.2.5.3. Follow-Up by ICP/IMM to Storage or Reporting Activity

is DLMS 940R with Transaction Type Code NB – Materiel Release Inquiry). This
transaction provides the functionality of MILSTRIP legacy DIC AF6.

C11.1.2.5.4. Supply Status to ICP/IMM from Storage or Reporting

Activity is DLMS 945A with Transaction Type Code NL – Material Release Denial.
This transaction provides the functionality of MILSTRIP legacy DIC AE6.

C11.1.2.5.5. LRO Shipment Status is DLMS 856S with Transaction

Type Code AS – Shipment Advice and Status Reason Code IV2 – Material Shipped
Between Intermediate Points. This transaction provides the functionality of
MILSRIP legacy DIC AS6.

C11.1.2.6. Inter-Service Lateral Redistribution of Retail Assets by Inter-

Service Agreement. Passing Order Transaction is DLMS 511R with Transaction
Type Code BM – Requisition Passing Order. This transaction provides the
functionality of MILSTRIP legacy DIC A3_.

C11.1.2.7. Returns to DLA from Industrial Sites under Base Realignment

and Closure, Supply, Storage and Distribution and National Inventory
Management Strategy Site Customers

C11.1.2.7.1. Pre-Positioned Materiel Receipt Other than

Procurement Instrument Source (Returns from Other DoD Activity) is DLMS 527D
with Transaction Type Code DE – Advance Receipt and 2/LIN01/010 Code J. This
transaction provides the functionality of MILSTRAP legacy DIC DWB_.

C11.1.2.7.2. The Materiel Receipt – Other Than Procurement

Instrument Source (Returns from Other DoD Activities) is DLMS 527R with
Transaction Type Code D4 – Receipt and 2/LIN01/010 Code J). This transaction
provides the functionality of MILSTRAP legacy DIC D6A and D6B.

C11.1.2.7.3. Billing for Issue from Stock (Credit) is DLMS 810L with
Transaction Type Code PP – Prepaid Invoice and 2/LQ01/310 Code 0 – FA2. This
transaction provides the functionality of MILSBILLS legacy DIC FA2.

C11.1.2.8. Directed and Retrograde Returns

C11.1.2.8.1. Pre-Positioned Materiel Receipt Other than

Procurement Instrument Source (Directed and Retrograde Returns from other
DoD Activity) is DLMS 527D with Transaction Type Code DE – Advance Receipt).
This transaction provides the functionality of MILSTRAP legacy DIC DWB.

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C11.1.2.8.2. Directed and Retrograde Returns are DLMS 856R with
Action Code RD – Returns Detail. The Return Type Code is identified in
2/LQ01/3500 Code KYL. There is no MILSTRIP legacy DIC equivalent for this
transaction due to serial number and unique identification identifier
requirements.

C11.1.3. Reporting Policy. Policy regarding the reporting of assets, the transfer of
assets, the lateral redistribution of assets, and the use of assets as an alternative to
procurement (also known as the procurement offset portion of total asset visibility
(TAV)), is contained in DoDM 4140.01, "DoD Supply Chain Materiel Management
Procedures," February 10, 2014.

C11.1.4. Use of Defense Automatic Addressing System. All transactions

used to offer, return, or redistribute materiel and any follow-on transactions
transmitted by electronic means must always be routed through the Defense
Automatic Addressing System (DAAS).

C11.1.5. Financial Credit Policies and Procedures. Credit for materiel returns is
granted on the basis of need, direction to return, and subsequent receipt and
classification by the consignee. These credits may or may not include materiel
credit; however, credit for all directed returns will include credit for packing,
crating, handling, and transportation. Policy for granting credit is covered under
DoDM 4140.011. Procedures for the timeframes and transactions for providing credit for
materiel returns, lateral redistributions, and materiel provided for the procurement offset
portion of TAV are contained in the MILSBILLS procedures identified in DLM 4000.25,
Volume 4, Finance. MILSBILLS also covers credit procedures for packing, crating,
handling and transportation (PCH&T). In addition, MILSBILLS provides and
transaction formats for DLMS 812R, Adjustment Request (Follow-Up for Materiel
Returns Program Credit) (MILSBILLS legacy DIC FTP), and Reply to Follow-up for
Materiel Returns Program credit (MILSBILLS legacy DIC FTB).

C11.1.6. Responsibility for Costs Incurred for Returned Materiel.

U.S. Government activities returning materiel are cautioned that the returning activity
may be held responsible for costs incurred by the receiving activity when discrepancies
are reported using Supply Discrepancy Reporting (SDR) procedures (Chapter 17).
This includes returns made in violation of prescribed materiel returns procedures,
returns exhibiting packaging discrepancies, and returns of reparable items
unaccompanied by required technical data. Recoupment action by the ICP against the
initiator may include all cost reimbursable actions performed by the receiving activity
(e.g., repackaging, marking, and disposal).

1
DLA is required to request approval of new procedures supporting BRAC/NIMS allowing full materiel
credit for returns regardless of asset position with no credit for packing, crating, handling and
transportation (PCH&T).

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C11.2. APPLICABILITY AND SCOPE. The provisions of this chapter are applicable as
follows:

C11.2.1. To all activities offering or returning materiel to the DoD Component ICP/
IMM.

C11.2.2. To activities receiving and processing lateral redistribution orders of retail

assets.

C11.2.3. To the processing of Grant Aid. Policy regarding utilization and

redistribution of Grant Aid materiel is contained in DSCA 5105.38-M, “Security
Assistance Management Manual, (SAMM)” Chapter 11.

C11.2.4. To the processing of non-consumable items.

C11.2.5. To Base Realignment and Closure; Supply, Storage and Distribution;

Inventory Management and Stock Positioning; and National Inventory Management
Strategy

C11.2.5.1. Background. Under NIMS, DLA's consumable item supply chain

management extends from the wholesale level to the point of consumption, replacing
the Service-managed retail inventory level. Subsequent to the 2005 BRAC decision,
retail SS&D functions and associated infrastructure supporting Military Service selected
industrial sites transfers to DLA. As a result, selected industrial and NIMS sites can no
longer maintain retail stock balances; once the customer has determined it has no use
for the materiel, it is returned to DLA.

C11.2.5.2. A variation of the MRP is used for processing materiel returns to

DLA from selected sites in support of the BRAC SS&D/IMSP and NIMS. Standard MRP
transactions (e.g., DLMS 180M, Material Returns Reporting (MILSTRIP Customer Asset
Reports (Document Identifier Code (DIC) FTE)), DLMS 870M, Material Returns Supply
Status (MILSTRIP Reply to Customer Asset Report (DIC FTR) and ICP/IMM Materiel
Receipt Status (DIC FTZ)), do not apply; only those logistics transactions specified in
the detailed procedures under paragraph C11.18. are used. Under the NIMS/BRAC
returns program, DLA accepts returned DLA-managed materiel back into DLA
ownership regardless of the current stock asset position. Based upon specified
business rules, DLA provides zero, partial, or full credit for the materiel to the customer.
No credit for packaging, crating, handling, or transportation is provided.

C11.2.5.3. Unlike MRP, under the BRAC SS&D/NIMS return procedures it is

the returning DoD Component’s responsibility to provide a Prepositioned Materiel
Receipt (PMR) transaction to the applicable storage activity if that activity is a collocated
DLA storage activity using the Distribution Standard System (DSS). The only
transaction exchange with DLA prior to financial processing is the DLMS receipt
transaction (DLMS 527R, Receipt, Inquiry, Response and Materiel Receipt
Acknowledgement (MILSTRIP Materiel Receipt – Other Than Procurement Instrument
Source (DIC D6B)), which is reported by the storage activity to the DLA ICP.

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C11.3. EXCLUSIONS. The following categories are excluded from these procedures:

C11.3.1. Customer asset reports identified by part numbers exceeding a field

length of 15 in the stock or part number field are excluded from DAAS processing of
DLMS 180M for customer asset report transactions. Other customer asset reports for
items not identified by a national stock number (NSN) (e.g., locally assigned stock
numbers) are excluded from these procedures on an inter-DoD Component basis.

C11.3.2. Perishable subsistence items, with the exception of perishable

subsistence returns (other than fresh fruit and vegetables (FF&V)) from Navy mobile
logistics support fleet ships in the Pacific area.

C11.3.3. Industrial plant equipment (IPE) identified only by a plant equipment

code/manufacturer’s part number. These items will be reported to DLA Aviation on DD
Form 1342, “DoD Property Record.”

C11.3.4. Class V (W) ground (surface) ammunition.

C11.3.5. Lumber products.

C11.3.6. Items under Defense Threat Reduction Agency (DTRA) management;

such as Federal Supply Group 11 and all Department of Energy (DoE) special design
and quality controlled items (identified by contractor and Government entity (CAGE)
87991 in the Federal Logistics Information System (FLIS) master item file) and all DoD
items designed specifically for use on or with special weapons (identified by CAGE
57991, 67991, or 77991 in the FLIS master item file). (These items will be processed
under DoE-DNA TP 100-1, et al.)

C11.3.7. Automatic data processing equipment under DoD 4160.21-M, “Defense

Materiel Disposition Manual.”

C11.3.8. Items under General Services Administration (GSA) management.

These items will be redistributed internally per Service guidance; alternatively, the items
will be disposed under normal excess/surplus/donation procedures.

C11.4. REPORTING CRITERIA FOR CUSTOMER ASSET REPORTS

C11.4.1. Determination of Reporting Requirements. Reporting of assets will be

determined by the existing retention and reporting policy under DoDM 4140.01. This
includes the reporting policy for the procurement offset portion of TAV as described in
DoDM 4140.01. In response to the Asset Status/Transaction Reporting Request (DLMS
846I, Asset Status Inquiry/Report), submit Customer Asset Reports (DLMS 180M,
Materiel Returns Reporting (Report of Available Assets to ICP/IMM)/Customer Asset
Report)) using appropriate project codes identified in paragraph C11.5.4.

C11.4.2. Reporting Activity Actions. The reporting activity will forward customer
asset reports to the ICP/IMM. Forward all part-numbered Customer Asset Reports
(DLMS 180M) directly to DAAS for possible conversion to an NSN using information in

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the FLIS files. Customer Asset Reports (DLMS 180M) transmitted by electronic means
must always be routed through DAAS.

C11.5. PREPARATION OF CUSTOMER ASSET REPORTS

C11.5.1. Customer Asset Reports. Use DLMS 180M to offer or report materiel
that is no longer needed.

C11.5.2. Reports of Serviceable Items. Reports of serviceable non-consumable

item materiel support code (NIMSC) 5 items from secondary inventory control activity
(SICA) reporting activities to the appropriate DoD Component SICA will be submitted
under the DoD Component implementing instructions. Quantities that are not required
by the SICA will be forwarded to the primary inventory control activity (PICA) using
DLMS 180M. If appropriate, the SICA will provide DS 870M, Materiel Returns Supply
Status (ICP/IMM Status to Customer) delay status to the materiel holder for the quantity
referred to the PICA under section C11.11.5. The expected reply date of the DLMS
870M, if used, will be 35 calendar days after the date the report was forwarded to the
PICA. The PICA will provide disposition instructions to the SICA. The SICA, in turn, will
provide disposition instructions to the reporting activity under the DoD Component
implementing instructions.

C11.5.3. NIMSC 5 Stocks Exceeding Retention Limit. When the SICA has NIMSC
5 serviceable stocks that exceed the retention limit, the SICA will prepare DLMS 180M,
Materiel Returns Reporting, to report available assets to ICP/IMM using the guidelines
above, but with the SICA’s own document number.

C11.5.4. Use of Project Codes. The DoD Components will use one of the
following project codes for the procurement offset portion of TAV of their Customer
Asset Report (DLMS 180M):

C11.5.4.1. RBB for consumables,

C11.5.4.2. 3AG for reparables, or

C11.5.4.3. 3AU for DLA Dispositon Service Field Office assets.

C11.6. CANCELLATION OF CUSTOMER ASSET REPORTS

C11.6.1. Use of DLMS 180M. Use DLMS 180M to prepare cancellation of asset
reports, in total or partial quantities, and submit to the ICP/IMM under the following
conditions:

C11.6.1.1. When a determination is made that materiel is not available in the

quantity reported on the asset report.

C11.6.1.2. Upon determination that materiel directed for return will not be
returned.

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C11.6.2. Timely and Accurate Cancellations. The need for timely and accurate
cancellation actions under the above conditions is emphasized to avoid unnecessary
follow-up actions and to ensure that ICP/IMM records or expected returns reflect proper
quantities.

C11.7. PROCESSING REPLIES TO CUSTOMER ASSET REPORTS

C11.7.1. Reporting Activity Processing. DLMS 870M is used by the ICP/IMM to

respond to all customer asset reports and can be used (intra-Army only) to notify
customers of the amount of credit granted and/or reversed for materiel received. The
reporting activity will process the DLMS 870M, reply using the appropriate status code
and take the following actions:

C11.7.1.1. Use paragraph C11.6. to submit a cancellation, DLMS 180M,

when it is determined that the materiel directed for return will not be returned.

C11.7.1.2. Reporting activities returning materiel under MRP will prepare and
submit a DLMS 856R, Shipment Status Materiel Returns, with Unique Item Identifier
(UII) and/or corresponding serial number(s) for NSNs containing an item unique
identifier (IUID) Indicator Yes (Y), indicating that DoD IUID Supply Policy compliance is
required, after materiel directed for return is released to the carrier. The exception to
the forgoing in support of Financial Improvement and Audit Readiness (FIAR)
compliance for accountability and management of capital equipment, capital equipment
candidates require serialization data visibility. Submitters must prepare shipment status
materiel returns citing the applicable serial number(s) and include the UII when
available. Prepare a separate DLMS 856R for each shipment. Exercise care to ensure
that appropriate data content, including suffix of the individual DLMS 870M, Reply to
Customer Asset Report (MILSTRIP Legacy DIC FTR), is perpetuated in the DLMS
856R. The DLMS 856R will be sent to the ICP/IMM and the designated return-to
activity. The ICP/IMM is not required to store UIIs 2 except for capital equipment
candidates that require serialization data visibility.3

C11.7.2. Response to Transaction Receipt. When DLMS 870M is transmitted to

the SICA, the SICA will forward disposition instructions to the materiel holder under the
DoD Component implementing instructions. The materiel holder will provide advice to
the SICA regarding shipment or cancellation as appropriate, under the DoD Component
implementing instructions, and the SICA will provide DLMS 856R, or DLMS 180M
cancellation, to the PICA. If the SICA receives DLMS 870M ICP/IMM Follow-Up from
the PICA and has no record of shipment, the SICA will follow up to the materiel holder
and submit an interim DLMS 870M supply status to the PICA containing a future
estimated shipping date (ESD) to preserve PICA’s due-in record pending a firm reply to
the DLMS 870M follow-up.

2
ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030
DLMS 856R Shipment Status Materiel Returns
3
Refer to ADC 1198

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C11.7.3. Replies to DLMS 180M Customer Asset Reports. DLMS 870M replies to
Customer Asset Reports (DLMS 180M) containing Project Code RBB, 3AG, or 3AU
denoting the procurement offset portion of TAV and Status Code TC require
reevaluation prior to disposal since these assets may not be above an activity’s
retention limit. Assets required and offered using either Project Code RBB or 3AG will
always be directed for return with credit; however, assets required and offered using
Project Code 3AU will only be directed for return without credit.

C11.8. FOLLOW-UPS ON REPORTED ASSETS

C11.8.1. Reporting Activity Follow-Ups. Reporting activity follow-ups consist of

three types:

C11.8.1.1. Follow-Up for ICP/IMM Reply to Asset Report (DLMS 180M).

This type of follow-up will be used to obtain intelligence regarding status of the original
asset report (DLMS 180M (Report of Available Assets to ICP/IMM)). DLMS 180M
follow-up to ICP/IMM will be submitted no earlier than 30 calendar days from date of
submission of DLMS 180M (Report of Available Assets to ICP/IMM), and will contain the
same data as shown in the DLMS 180M (Report of Available Assets to ICP/IMM). If
DLMS 870M (Disposition Instructions Delay Status) has been received, DLMS 180M
Follow-Up will be submitted at the expiration of the expected reply date and DLMS
870M (From ICP/IMM) has not been received.

C11.8.1.2. Follow-up for ICP/IMM Materiel Receipt Status (DLMS 180M).

This type follow-up will be used when materiel to be returned has been shipped as
directed by a reply to asset report (From ICP/IMM)(DLMS 870M) but an ICP/IMM
Materiel Receipt Status (DLMS 870M) has not been received. DLMS 180M, follow-up
for ICP/IMM Materiel Receipt Status), will be submitted no earlier than 70 calendar days
for continental U.S. (CONUS) or 130 calendar days for outside-the-continental U.S.
(OCONUS) after shipment. The data for the DLMS 180M, follow-up will be the same as
shown in the DLMS 856R, with the exception that no UIIs and/or serial numbers will be
perpetuated.

C11.8.1.3. Follow-Up for Credit (DLMS 812R, Adjustment Request) Follow-

Up for Materiel Returns Program Credit. This type of follow-up will be used when
materiel to be returned has been shipped and credit allowance was indicated by
ICP/IMM Materiel Receipt Status (DLMS 870M) but no credit billing has been received.
This follow-up will be prepared in accordance with MILSBILLS procedures.

C11.8.2. Follow-Ups to ICP/IMM. Follow-ups will be submitted to the ICP/IMM to

whom the original asset report (DLMS 180M) was submitted, except when information
has been received in DLMS 870M (DAAS Customer Asset Report Information Status)
status document that DAAS has rerouted the asset report to the correct ICP/IMM. In
this case, the follow-up will be submitted to the activity identified in the DS 870M DAAS
Customer Asset Report Information status document received from DAAS.

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C11.8.3. ICP/IMM Follow-Ups on Directed Returns (DLMS 870M). Upon receipt
of DLMS 870M, ICP/IMM Follow-Up, from the ICP/IMM, the reporting activity will review
records to determine whether a DLMS 870M, Reply to Customer Excess Report, had
been received. If there is no record of having received DLMS 870M reply to the
customer excess report, the 870M ICP/IMM Follow-Up transaction will be converted to
DLMS 870M, Reply to Customer Excess Report, and processed. If shipment has not
occurred, DLMS 870M, Materiel Returns Program Supply Status, citing the ESD will be
submitted. If records indicate that shipment has occurred, the transportation activity will
be queried to ensure that the materiel has been shipped. If the materiel has been
shipped, a new DLMS 856R, will be prepared and submitted identifying the quantity
shipped to include UIIs and/or corresponding serial numbers for NSNs containing an
IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required. The
DLMS 856R will be sent to the ICP/IMM and the designated receiving activity. Capital
equipment candidates require serialization data visibility and therefore must cite the
serial number and include the UII when available. If materiel has not been shipped,
determine when the shipment will be made and follow the above procedures. When
less than the total quantity contained in the original DLMS 870M is to be shipped, the
reporting activity will respond to the DLMS 870M, ICP/IMM Follow-Up, with DLMS
870M, Materiel Returns Supply Status, for the quantity to be shipped and DLMS 180M
for the quantity that will not be shipped. If any of the shipment has already occurred,
the reporting activity will respond to DLMS 870M (ICP/IMM Follow-up), with DLMS 856R
for the quantity that has been shipped, to include UIIs and/or corresponding serial
numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply
Policy compliance is required. The DLMS 856R indicating partial shipment will be sent
to the ICP/IMM and the designated receiving activity. Capital equipment candidates
require serialization data visibility and therefore must cite the serial number and include
the UII when available. A DLMS 870M supply status and/or DLMS 180M cancellation
will be sent to the ICP/IMM for the remaining portions of the originally reported quantity,
as appropriate.

C11.9. AUTOMATIC RETURNS

C11.9.1. Items Designated by a Supply Source for Automatic Return. Reporting

activities use DLMS 180M Automatic Return Notification (Action Code RF) is used for
items designated by a source of supply for automatic return. Supply sources will notify
reporting activities of the location to which items so designated are to be shipped. The
returning activity will prepare and submit the DLMS 856R (MILSTRIP Legacy DIC FTM)
with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator
Y, indicating that DoD IUID Supply Policy compliance is required. Capital equipment
candidates require serialization data visibility and therefore must cite the serial number
and include the UII when available. Conformance with standard line of accounting
(SLOA)/accounting classification requires any initiation of a financial business event to
include SLOA mandated standard financial information system (SFIS) elements. 4 The
DLMS Automatic Return Notification supports inclusion of SLOA required elements.
Pending full implementation of SLOA, Defense Automatic Addressing System (DAAS)

4
Refer to ADC 1043/ ADC 1043A.

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will facilitate interoperability by updating selected SLOA data fields based upon the
returning activity’s Service/Agency and Fund Code. If discrete values for the SLOA
data elements in the transaction do not match data elements from the SFIS Fund Code
to Fund Account Conversion Table for the Fund Code in the transaction, reject with the
DLMS 870M Materiel Returns Supply Status citing Status Code CF. If invalid/missing
fund code for Signal Code A, B, C, J, K, or L, reject with the DLMS 870M/DIC FTQ
Materiel Returns Supply Status citing Status Code CF.5

C11.9.2. Nonconsumable Item Materiel Support Code (Items Designated for

Automatic Return).

C11.9.2.1. All NIMSC 5 unserviceable (SCC E or F) items are designated for

automatic return on an inter-DoD Component basis.

C11.9.2.2. PICAs will notify SICAs of the NSN and the storage organization
to which such items are to be shipped. PICAs will also notify the receiving storage
activity of the NSN of such items to be returned. The SICAs will perpetuate this
information and the PICA RIC to the materiel holder/SICA activities using intra-DoD
Component procedures. The materiel holder will prepare and submit the DLMS 856R
with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator
Y, indicating that DoD IUID Supply Policy compliance is required. Capital equipment
candidates require serialization data visibility and therefore must cite the serial number
and include the UII when available. The materiel holder will send the DLMS 856R to the
SICA and the designated return-to activity, with a copy to the PICA when directed by the
SICA. The PICA will be identified as the Party to Receive Status in the DLMS 856R.
The PICA and SICA are not required to store the UIIs and/or serial numbers.

C11.9.2.3. If there is no DoD Component SICA for the items identified for
automatic return by a PICA (e.g., Coast Guard), the PICA will provide the information to
the appropriate DoD Component designated activity. The materiel holder will prepare
and submit the DLMS 856R with UII(s) and/or corresponding serial numbers for NSNs
containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is
required. Capital equipment candidates require serialization data visibility and therefore
must cite the serial number and include the UII when available. The materiel holder will
send the DLMS 856R to the PICA and the designated return-to activity.

C11.9.2.4. For SICA-approved returns, the SICA will provide disposition

instructions to the materiel holder under normal intra-Service implementing instructions.
The materiel holder will prepare and submit the DLMS 856R with UII(s) and/or
corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that
DoD IUID Supply Policy compliance is required. The materiel holder will send the
DLMS 856R to the SICA and the designated return-to activity. The SICA is not required

5
Refer to ADC 1043E.

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to store the UIIs and/or serial numbers 6,with the exception of capital equipment
candidates require serialization data visibility.7

C11.9.3. Automatic Return of Unserviceable Items. When an unserviceable

NIMSC 5 item is automatically returned or a replacement item will be requisitioned,
DLMS 180M and later documentation will include Project Code 3AL. If a replacement
for the unserviceable NIMSC 5 automatic return item will not be requisitioned (e.g., the
returned item exceeds the returning activity’s authorization or requirement), DLMS
180M Automatic Return Notification and related documentation will not contain Project
Code 3AL. The DLMS 180M to the PICA will contain the data elements specified for
DLMS 180M Automatic Returns Notification Implementation Convention. After
generation of the Automatic Return Notification, processing will occur as though there
has been a DLMS 180M (Report of Available Assets to ICP/IMM) report and a DLMS
870M (From ICP/IMM), reply, along with other provisions of this chapter, excluding
DLMS 180M (For Reply to Asset Report) and DLMS 870M (ICP/IMM Status to
Customer).

C11.9.4. Automatic Return of Unserviceable Items under Inter-Service

Maintenance Agreement. All unserviceable (SCC F) items requiring removal and return
to the owner during maintenance performed under an inter-Service agreement,
including DMISA, are designated for automatic return on an inter-Service basis. The
owner/principal will designate the applicable storage activity for the return shipment.
The maintenance activity/repair agent will notify the owner/principal of the return using
the DLMS 180M Automatic Returns Notification (Action Code RF). Include Project
Code 3HX in the return notification when requisitioning a replacement part and
expecting credit for return of the unserviceable asset. The maintenance activity must
provide the Automatic Return Notification prior to the physical return of the
unserviceable materiel. Maintenance activities will submit the Automatic Return
Notification two days prior to physical return whenever feasible; a minimum of twenty-
four hours is required. This delay is necessary because the maintenance and storage
activities are normally located in close proximity and it is vital that the owner/principal
have sufficient time to furnish a Prepositioned Materiel Receipt (PMR) to the storage
activity before the materiel arrives. Subsequent to generation of the Automatic Returns
Notification, processing will occur as described for Project Code 3AL.8

C11.9.5. Restrictions. No other inter-DoD Component use of DLMS 180M

Automatic Return Notification is currently authorized.

C11.9.6. Internal DoD Component Use. The DoD Components may use DLMS
180M Automatic Return Notification internally for intra-DoD Component programs that
do not conflict with other provisions of this manual.

6
ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030
DLMS 856R Shipment Status Materiel Returns.
7
Refer to ADC 1198
8
Refer to ADC 1256. Staggered implementation authorized by December 2019.

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C11.9.7. Source of Supply Processing of Automatic Return Notification. Upon
receipt of DLMS 180M Automatic Return Notification, the SICA will establish a due-in
and generate a PMR transaction to the receiving activity for the quantity in the DLMS
180M Automatic Return Notification transaction. The SICA will prepare the due-in and
the PMR transaction under Chapter 12 procedures. Note: For unserviceable NIMSC 5
items, the SICA will send a DLMS 180M Automatic Return Notification, with data
elements specified in C11.9.3, to the PICA. The PICA will establish the due-in and send
the PMR transaction to the receiving depot.

C.11.9.8. OWNER/PRINCIPAL PROCESSING OF AUTOMATIC RETURN

NOTIFICATION. Immediately upon receipt of an Automatic Return Notification
transaction from a maintenance activity/repair agent under an inter-Service agreement,
including DMISA, the owner/principal will establish a due-in and generate a PMR
transaction to the receiving activity for the quantity and SCC in the Automatic Return
Notification transaction. The owner/principal will prepare the due-in and PMR
transaction under MILSTRAP. Upon receipt of unserviceable returns for credit (Project
Code 3HX), the owner/principal will provide credit under MILSBILLS procedures.”

C11.10. DEFENSE AUTOMATIC ADDRESSING SYSTEM. DAAS will do the following:

C11.10.1. Route Using the RIC To. DLMS 870M, Materiel Returns Supply Status;
DLMS 856R, Materiel Returns Shipment Status; DLMS 812R, Adjustment Request
(Follow-Up for Materiel Returns Program Credit); DLMS 180M, (Follow-Up for ICP/IMM
Materiel Receipt Status); and DLMS 180M, Automatic Return Notification, will be
passed to the activity represented by the RIC To.

C11.10.2. Route Using the M&S Code. DLMS 812L, Reply to Follow-Up for Credit
Status; DLMS 870M, ICP/IMM Status Advising of Delay; DLMS 870M DAAS Customer
Asset Report Status; DLMS 870M ICP/IMM Reply to Customer Asset Report; DLMS
870M, ICP/IMM Advice of Receipt or Non-Receipt of Materiel; and DLMS 870M,
ICP/IMM Follow-Up, will be passed using the M&S code.

C11.10.3. Route Using the RIC To when M&S Code is 9. DLMS 180M,
Cancellation; DLMS 180M, Customer Asset Report; and DLMS 180M, Customer
Follow-Up to ICP/IMM, will be passed to the RIC To if the M&S code is 9.

C11.10.4. Perform NSN/NIIN Validation when M&S Code is not 9. For DLMS
180M, Cancellation; DLMS 180M, Customer Asset Report; and DLMS 180M, Customer
Follow-Up to ICP/IMM, DAAS will perform NSN/national item identification number
(NIIN) validation and source of supply edit as follows:

C11.10.4.1. Correct NSN and Managed by ICP/IMM. If the NSN is correct

and managed by the ICP/IMM identified by the RIC To, Advice Code 3T will be entered
in the advice segment and the document will be transmitted to that ICP/IMM.

C11.10.4.2. Correct NSN but Not Managed by ICP/IMM. If the NSN is

correct, but is not managed by the ICP/IMM identified in the RIC To, the correct
ICP/IMM RIC will be entered, along with Advice Code 3T, and the transaction

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transmitted to the correct ICP/IMM. DAAS will send the reporting activity a DLMS
870M, Materiel Returns Supply Status with Status Code TZ.

C11.10.4.3. Incorrect Federal Supply Classification. If the Federal supply

classification (FSC)/NIIN/NSN validation indicates that the FSC is incorrect, the FSC will
be changed and the RIC of the ICP/IMM will be changed where applicable. Advice
Code 3T will be entered and the transaction transmitted to the managing ICP/IMM.
DAAS will send the reporting activity a DLMS 870M, Materiel Returns Supply Status,
with Status Code TZ.

C11.10.4.4. Routing Cannot be Accomplished. If routing to an ICP/IMM

cannot be done by DAAS, the document will be passed to the activity identified by the
RIC To.

C11.10.5. Validation by Signal Code. DAAS will validate DLMS180M, Materiel

Returns Reporting (Automatic Return Notification From Customer to Supply Source),
(Customer Asset Report (Report of Available Assets to ICP/IMM)), and (Customer
Follow-Up to ICP/IMM (For Reply to Asset Report)), transactions for valid ship-from and
credit-to addresses as designated by the signal code. If DAAS cannot identify the ship-
from or credit-to address, the transactions will be rejected to the originating activity
using DLMS 870M, Materiel Return Supply Status, with Status Code SK.

C11.10.6. Editing Part-Numbered Asset Reports. DLA will not accept

DLMS180M, Materiel Returns Reporting, part-numbered asset reports. DAAS will reject
all such reports with Status Code T9. DAAS will pass all part-numbered asset reports to
the RIC present in the incoming transaction. The DoD Components may reject (Status
Code T9) part-numbered assets not acceptable or recognized under internal
procedures. Non-mechanical part-numbered transactions will not be processed by
DAAS, but will be rejected for processing under intra-DoD Component procedures.

C11.10.7. Edit Rejects Containing Status Code SC. DAAS will edit DLMS 870M,
Materiel Returns Supply Status (From ICP/IMM), rejects containing Status Code SC or
SD for correct ICP/IMM and FSC as follows:

C11.10.7.1. Correct NSN and ICP/IMM. If the NSN is correct and belongs to
the rejecting ICP/IMM, the DLMS 870M, Materiel Returns Supply Status (From
ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of
Available Assets to ICP/IMM), with Advice Code 3T and sent to the ICP/IMM.

C11.10.7.2. Correct NSN But Wrong ICP/IMM. If the NSN is correct but not
managed by the ICP/IMM, the DLMS 870M, Materiel Returns Supply Status (From
ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of
Available Assets to ICP/IMM), with Advice Code 3T and sent to the correct ICP/IMM.
DAAS will send the reporting activity a DLMS 870M, DAAS Customer Excess Report
Information Status, with Status Code TZ.

C11.10.7.3. Incorrect Federal Supply Classification. If the FSC is incorrect,

DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), will be converted to

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DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), with
the correct FSC, with Advice Code 3T, and the document returned to the rejecting
ICP/IMM or transmitted to the correct ICP/IMM. DAAS will send the reporting activity a
DLMS 870M, DAAS Customer Excess Report Information Status, with Status Code TZ.

C11.10.7.4. Inactivated DLA/GSA/Navy Item in DAAS. If a DLA/GSA/Navy

IMM has coded the item inactivated in DAAS records and a DLA, GSA, or Navy activity
originated the reject document, DAAS will change the status code to TC and forward the
DLMS 870M, Materiel Returns Supply Status from ICP/IMM to the reporting activity.

C11.10.8. Country Code Edit. DAAS will validate the DLMS 856R to ensure the
country code is a valid value of the Geopolitical Entities, Names, and Codes (GENC)
Standard. If not valid, the transaction will be rejected by DAAS using the DLMS 824R
Reject Advice citing Reject Advice Code AU. 9

C11.11. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER

PROCESSING OF CUSTOMER ASSET REPORTS

C11.11.1. Disposition Determination. ICP/IMM will process asset reports to

determine disposition. Asset reports containing project codes assigned for specific
returns program purposes (such as rollbacks and automatic returns) will be processed
under the assigned controls. Assets required and offered using either Project Code
RBB or 3AG will always be directed for return with credit; however, assets required and
offered using Project Code 3AU will only be directed for return without credit.

C11.11.1.1. Response Timeframe. DLMS 870M, Materiel Returns Supply

Status (From ICP/IMM) will be prepared to respond to asset reports no later than 30
calendar days from date of receipt of the DLMS 180M, Materiel Returns Reporting
(Report of Available Assets to ICP/IMM) transaction.

C11.11.1.2. Response After 30 Calendar Days. If a DLMS 870M, Materiel

Returns Supply Status (From ICP/IMM), cannot be provided within 30 calendar days,
send DLMS 870M, Delay Status, with Status Code TR and enter an expected reply date
when final disposition instructions are expected to be provided.

C11.11.1.3. Suffix Codes. Suffixes will be used to identify partial actions.

C11.11.2. Materiel Required. If it is determined that the materiel is required,

forward DLMS 870M, Materiel Returns Supply Status (From ICP/IMM) citing Status
Code TA, TB, TH, or TJ to the reporting activity. The ICP/IMM will establish a due-in for
the quantity of materiel to be returned and generate DLMS 527D, PMR, transaction to
the receiving depot.

C11.11.2.1. Shipment Time Allowed. Time allowed for shipment and return
of materiel is 120 (CONUS) and 180 (OCONUS) days, and the counting starts with the
day of posting of DLMS 856R, or the estimated shipping date cited in DLMS 870M. The

9
Refer to ADC 1075.

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due-in estimated delivery date (EDD) will be updated upon receipt of a DLMS 856R or
DLMS 870M Status to equal the time allowed for shipment and return of materiel.

C11.11.2.2. Materiel Not Received Within 120 or 180 Calendar Days. If the
materiel is not received by the due-in EDD, or 30 days have elapsed since the
transmission of DLMS 870M, ICP/IMM Follow-Up, without receiving a response, the
ICP/IMM will take action to cancel the due-in and delete DLMS 527D transaction.
DLMS 527D will also be canceled when DLMS 180M, Materiel Returns Reporting, is
received from the customer activity. The EDD required for the due-in will be 120
calendar days (CONUS) and 180 calendar days (OCONUS) from the processing date of
DLMS 870M Materiel Returns Supply Status (From ICP/IMM). The due-in estimated
delivery date will be updated upon receipt of DLMS 870M, Materiel Returns Supply
Status, or DLMS 856R, Shipment Status Materiel Returns (Customer Status to
ICP/IMM).

C11.11.2.3. Cancellation of Due-In Not Precluding Other Requirements.

Action taken to cancel the due-in and delete DLMS 527D, Due-in Advance Receipt,
transaction does not preclude requirements prescribed in other DoD manuals and joint
regulations to initiate tracer action and file discrepancy reports such as a Transportation
Discrepancy Report (TDR) or Supply Discrepancy Report (SDR) on shipments not
received, but for which shipment status has been received.

C11.11.3. Entering Priority Designators in DLMS. Enter priority designators (PD)

in DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), documents as follows:

C11.11.3.1. PD 03. PD 03 will be used in the return of critical items and

approved intensive management items (including serviceable local stocks).

C11.11.3.2. PD 06. PD 06 will be used in the return of materiel identified by

the materiel manager as qualified for automatic return to the DoD distribution system.

C11.11.3.3. PD 13. PD 13 will be used in the routine return of materiel not

covered above (except surplus and scrap) such as the return of local stocks to sources
of supply.

C11.11.4. Non-processable Customer Asset Reports. DLMS 180M, Materiel

Returns Reporting (Report of Available Assets to ICP/IMM), received by the ICP/IMM
that cannot be processed will be rejected to the reporting activity using DLMS 870M,
Materiel Return Supply Status (From ICP/IMM), status with the appropriate S_ series
reject status code.

C11.11.5. Customer Asset Reports for Items Requiring Screening/Review. DLMS

180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), received for
items requiring extended screening/review will be suspended. The reporting activity will
be sent a DLMS 870M, Materiel Returns Supply Status (ICP/IMM Status to Customer),
with Status Code TR containing an estimated date of reply in the ESD field.

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C11.11.6. FSC Change Required. If the determination has been made that an
FSC change is required on a customer asset report (DLMS 180M, Materiel Returns
Reporting), the correct FSC will be entered, the RIC To of the ICP/IMM will be changed,
where applicable, and the DLMS 180M, Customer Asset Report, will be forwarded to
the responsible ICP/IMM for processing. The reporting activity will be sent a DLMS
870M, Materiel Returns Supply Status (From ICP/IMM), containing Status Code T7.
The RIC of the forwarding ICP/IMM will be entered in the RIC field of the ICP/IMM
representing the last known holder and will be entered as the RIC of the activity
preparing the document.

C11.12. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER

MATERIEL RECEIPT STATUS

C11.12.1. Notification of Receipt/Nonreceipt. The ICP/IMM will prepare DLMS

870M, Materiel Returns Supply Status, to provide reporting activities with notification of
materiel receipt or non-receipt on returns. DLMS 870M Materiel Returns Supply Status
will be provided upon processing of the receipt for other than suspended condition
materiel, or upon processing of inventory adjustment action moving assets from
suspended condition to correct condition, or not less than 30 calendar days after DLMS
870M, Materiel Returns Supply Status (ICP/IMM Follow-Up), when no receipt or DLMS
856R, Shipment Status Materiel Returns, has been processed. Multiple DLMS 870M,
Materiel Returns Supply Status, documents will be provided when a single shipment is
received in more than one materiel condition. Use status codes in the DLMS 870M as
follows:

C11.12.1.1. Status Code TN. Enter Status Code TN when credit is granted
for the condition and quantity of materiel received.

C11.12.1.2. Status Code TM. Enter Status Code TM when reduced or no

credit is allowed because the condition of materiel received is less than that authorized
for return.

C11.12.1.3. Status Code TL. Enter Status Code TL when the materiel
received is other than authorized for return and no credit is allowed.

C11.12.1.4. Status Code TP. Enter Status Code TP when the materiel is not
received within prescribed timeframes, follow-up action has been unsuccessful, and the
credit authorization is canceled.

C11.12.1.5. Status Code TQ. Enter Status Code TQ when the materiel has
been received for an authorized non-creditable return.

C11.12.2. Multiple DLMS 870Ms Required. DLMS 870M, Materiel Returns Supply
Status, will always show the document number, including suffix code, contained in the
DLMS 180M, Materiel Returns Reporting, or DLMS 870M, Materiel Returns Supply
Status (From ICP/IMM). When multiple DLMS 870M, Materiel Returns Supply Status,
transactions are required for materiel received in different conditions, each DLMS 870M

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produced will retain the document number and suffix of the DLMS 180M, Materiel
Returns Reporting/DLMS 870M, Materiel Returns Supply Status (From ICP/IMM).

C11.13. PREPARATION AND PROCESSING OF SHIPMENT STATUS

C11.13.1. Preparation of Shipment Status. Shipment status provides information

and normally requires no subsequent documentation. For NSNs containing an IUID
Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS
856R, indicating that DoD IUID Supply Policy compliance is required. The exception to
the forgoing in support of FIAR compliance for accountability and management of
capital equipment, capital equipment candidates require serialization data visibility.
Submitters must prepare shipment status materiel return citing the applicable serial
number(s) and include the UII when available. The DLMS 856R will be provided by the
materiel holder and sent to both the ICP/IMM and the return-to activity.

C11.13.1.2. If the controlling document number for the return is the same as
the customer’s original requisition for the item, a unique transportation control number
(TCN), not derived from the original document number, must be created.

C11.13.1.3. Shipments containing IUID data content (e.g., UIIs and/or serial
numbers) and requiring more than one freight piece to execute the movement must
have a unique TCN assigned to each freight piece by using a partial indicator in the 16th
position of the TCN. Multiple freight piece shipments using the same TCN for all related
freight pieces are not authorized when IUID content is required10 or when capital
equipment candidates that require serialization data visibility where the serial number is
mandatory and UII is provided when available. 11

C11.13.2. ICPs/IMMs will receive shipment status transactions and update

appropriate ICP/IMM records. Shipment status with UII(s) and/or corresponding serial
numbers under DoD IUID Supply Policy requirements, will be received by ICP/IMM, but
they are not expected to store and track by UII, with the exception of management of
capital equipment candidates that require serialization data visibility. The shipment date
indicated in DLMS 856R, Shipment Status Materiel Returns, is available to ICPs/IMMs
to verify in-transit status and provide information on expected receipts. DLMS 856R
received for items not under control of the ICP/IMM will be rejected to the reporting
activity using DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with reject
Status Code SC. DLMS 856Rs that do not pass data field validity checks will be
rejected to the reporting activity using DLMS 870M, with the appropriated S_ series
status code.

C11.13.3. Shipment Advice. In the event that the ICP/IMM requires an advice of
shipment to support related supply decisions and a DLMS 856R, Shipment Status
Materiel Returns, has not been received, an ICP/IMM follow-up (DLMS 870M, Materiel
Returns Supply Status) will be prepared and forwarded to the reporting activity. DLMS

10
ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030
DLMS 856R Shipment Status Materiel Returns.
11
Refer to ADC 1198

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870M will not be generated until at least five calendar days have elapsed from the
transmission of DLMS 870M (from ICP/IMM) for PD 03 or 50 calendar days for PD 13
and no DLMS 856R, Shipment Status Materiel Returns, or receipt has been posted.
DLMS 870M with Status Code T3 may be generated upon expiration of the due-in
timeframe when DLMS 856R has been received, but receipt has not been posted. The
ICP/IMM is authorized to follow up without regard to the established timeframe when the
need arises to satisfy PD 01-08 requirements.

C11.14. PROCESSING FOLLOW-UPS FROM REPORTING ACTIVITIES

C11.14.1. Types. Follow-ups submitted by reporting activities consist of

three types:

C11.14.1.1. Follow-up for ICP/IMM Reply to Customer Asset Report (DLMS

180M, Materiel Returns Reporting (For Reply to Asset Report)).

C11.14.1.2. Follow-up for ICP/IMM Materiel Receipt Status (DLMS 180M,

Materiel Returns Reporting (Follow-Up for ICP/IMM Materiel Receipt Status)).

C11.14.1.3. Follow-up for credit (DLMS 812R, Adjustment Request (Follow-

Up for Materiel Returns Program Credit)).

C11.14.2. Determining Whether Original DLMS 180M was Received. On receipt

of DLMS 180M, Materiel Returns Reporting (For Reply to Asset Report), the ICP/IMM
will determine whether there is a record indicating that the original DLMS 180M,
Materiel Returns Reporting (Report of Available Assets to ICP/IMM), was received.

C11.14.2.1. Record Established. If a record is established and DLMS 870M,

Materiel Returns Supply Status (ICP/IMM Status to Customer), indicating delayed
response was sent to the customer, a duplicate DLMS 870M will be provided. If a
record is established and a DLMS 870M was not provided, one of the following actions
will be initiated:

C11.14.2.1.1. In Process. If DLMS 180M, Materiel Returns Reporting

(Report of Available Assets to ICP/IMM), transaction is in process, DLMS 870M,
Materiel Returns Supply Status (ICP/IMM’s Status to Customer), will be sent to the
customer with Status Code TR indicating the DLMS 180M is in process and DLMS
870M will be provided at a later date.

C11.14.2.1.2. Rejection. If DLMS 180M, Materiel Returns Reporting

(Report of Available Assets to ICP/IMM), was rejected by the ICP/IMM as invalid, DLMS
180M will produce DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), to the
reporting activity with the same status code used in the original DLMS 870M.

C11.14.2.2. No Record of Receipt. If no record of receipt exists for DLMS

180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), the ICP will
process the DLMS 180M as a new DLMS 180M and provide DLMS 870M, Materiel
Returns Supply Status (From ICP/IMM), as appropriate, to the reporting activity.

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C11.14.3. Receipt of DS 180M, Follow-Up for ICP/IMM Materiel Receipt Status.
On receipt of a DLMS 180M, Materiel Returns Reporting, ICP/IMM will review records
and take action as follows:

C11.14.3.1. Received Materiel. If the records indicate that the materiel has
been received and classified, transmit a DLMS 870M, Materiel Returns Supply Status,
to the customer.

C11.14.3.2. Received Materiel Not Classified. If records indicate that the

materiel has been received but not classified, the ICP/IMM will provide DLMS 870M,
Materiel Returns Supply Status (From ICP/IMM) with Status Code TT to the customer.

C11.14.3.3. Materiel Not Located. If records indicate that the materiel has
not been received, and if the materiel is not located after investigation, the reporting
activity will be sent DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with
Status Code TU.

C11.14.4. Receipt of DLMS 812R. On receipt of DLMS 812R, Adjustment

Request (Follow-Up for Materiel Returns Program Credit), ICP/IMM will take action
under MILSBILLS procedures.

C11.14.5. Items Not Under Cognizance of the ICP/IMM. DLMS 180M, Materiel
Returns Reporting (For Reply to Asset Report), received for items not under awareness
of the ICP/IMM will be rejected to the reporting activity using DLMS 870M, Materiel
Returns Supply Status (From ICP/IMM), with Status Code SC. DLMS 180M, Follow-up
for ICP/IMM Reply to Customer Asset Report, that does not pass data field validity edits
will be rejected to the reporting activity using DLMS 870M Status with the appropriate
reject status code.

C11.15. CANCELLATION OF CUSTOMER ASSET REPORTS

C11.15.1. Reducing Quantity in All Applicable Cancellation Requests. Upon

receipt of a customer cancellation (DLMS 180M, Materiel Returns Reporting), ICP/IMM
will cancel or reduce the quantity in all applicable documents affected by DLMS 180M,
including the decision to return, due-in record, PMR, and credit suspense, if applicable.

C11.15.2. Materiel Not Received by Due-In Estimate. The ICP/IMM will initiate
cancellation (DLMS 870M, Materiel Returns Supply Status) action when materiel is not
received by the due-in EDD or when materiel is not received and no response has been
received within 30 calendar days after its DLMS 870M, ICP/IMM Follow-Up. ICP/IMM
will also initiate cancellation when DLMS 856R, Shipment Status Materiel Returns, is
not received within 120 calendar days (CONUS) or 180 calendar days (OCONUS) after
receipt of DLMS 870M, Materiel Returns Supply Status.

C11.15.3. Cancellations Initiated by ICP/IMM. Cancellations started by the

ICP/IMM or in response to DLMS 180M, Materiel Returns Reporting, will be done as
follows:

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C11.15.3.1. Creditable Returns. For creditable returns, notification of
cancellation to the reporting activity will be made using DLMS 870M, Materiel Returns
Supply Status, with Status Code TP.

C11.15.3.2. Non-creditable Returns. For non-creditable returns, notification

of cancellation to the reporting activity will be made using DLMS 870M, Materiel Returns
Supply Status, with Status Code TV.

C11.15.4. Receipt of Shipment Status. When DLMS 856R has been received, but
material has not been received within the timeframe allotted under C11.11.2.1., action
to cancel the due-in and PMR will be accomplished under Chapter 12 procedures.

C11.16. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER

PROCESSING OF DLMS 180M CUSTOMER ASSET REPORTS, CANCELLATIONS,
AND FOLLOW-UPS WHEN THE SUPPLY SOURCE HAS CHANGED

C11.16.1. Advice Code 3T. Upon receipt of DLMS 180M, Materiel Returns
Reporting, Cancellation of Customer Asset Report, or Customer Follow-Up to ICP/IMM
(For Reply to Asset Report), transaction from DAAS with Advice Code 3T when the
SOS has been changed, the losing ICP/IMM will arrange to change the FLIS and DAAS
SOS files.

C11.16.2. Losing Supply Source. The losing ICP/IMM will prepare and transmit
through DAAS DLMS 180M, Materiel Returns Reporting (Report of Available Assets to
ICP/IMM), Cancellation of Customer Asset Report, and/or Customer Follow-Up to
ICP/IMM (For Reply to Asset Report)), transactions containing Advice Code 3U to the
gaining SOS.

C11.16.3. DAAS Action. DAAS will pass DLMS 180M transactions, above, to the
gaining SOS.

C11.17. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER

LATERAL REDISTRIBUTION OF RETAIL ASSETS

C11.17.1. Purpose. This paragraph outlines procedures for filling back orders by
generating lateral redistribution orders for retail materiel that has been identified through
an inter- or intra-DoD Component retail asset visibility system. Additionally, ICPs/IMMs
may use these procedures to direct lateral redistribution when the total cost of such
action is lower or when the wholesale level does not have stock available to meet a
requisition’s required response time.

C11.17.2. Backorder Supplied by Lateral Redistribution. If a backorder is to be

supplied by lateral redistribution of materiel identified by an inter- or intra-DoD
Component retail asset visibility system, the lateral redistribution order (LRO) will
contain appropriate data from the requisition, DLMS 940R, (Referral Order (For
Domestic Shipment/With NSN/North Atlantic Treaty Organization (NATO) Stock
Number)) in the document identifier, the RIC of the reporting activity, Distribution Code
2 for consumable materiel or Distribution Code 3 for reparable materiel, and the RIC of

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the receiving ICP/IMM. The LRO will be forwarded through DAAS to the reporting
activity. DLMS 945A, Materiel Release Advice (to ICP/IMM From Storage Activity) with
Status Code BA will be provided to eligible status recipients.

C11.17.3. Reporting Activity Actions. The reporting activity will:

C11.17.3.1. Process the Lateral Redistribution Order on a Fill/Kill basis.

Provide Status Code BA using DLMS 945A, Materiel Release Advice (to ICP From
Storage Activity), for the quantity being filled and/or Status Code CB status for the
quantity not being filled (killed) to the receiving activity, and include Distribution Code 2
or 3.

C11.17.3.2. Supply Substitutions. Substitutions are allowed if the requiring

activity/requisitioning activity and the supplying/holding activity are the same DoD
Component. Do not substitute if the requiring/requisitioning activity and the
supplying/holding activity are different DoD Components.

C11.17.3.3. Ensure Shipment. Ensure materiel is shipped, using DD Form

1348-1A, to the activity identified in the LRO as the “ship-to” addressee. When the
materiel is shipped, send DLMS 856S, Shipment Status (To ICP/IMM From Reporting
Activities for LRO Shipments of Retail Assets), to the activity identified as the receiving
activity in the LRO. The DLMS 856S must include the DoDAAC and fund code of the
activity to which the credit for the materiel and reimbursement for the packing, crating,
handling, and transportation (PCH&T) costs is to be provided; and Signal Code B and
Distribution Code 2 or 3. Conformance with SLOA/accounting classification requires
any initiation of a financial business event to include SLOA mandated standard financial
information system (SFIS) elements. 12 The DLMS shipment status for ICP/IMM-
directed lateral redistribution supports inclusion of SLOA required elements. Pending
full implementation of SLOA, DAAS will facilitate interoperability by updating selected
SLOA data fields based upon the reporting activity’s Service/Agency and Fund Code. If
discrete values for the SLOA data elements in the transaction do not match data
elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund
Code in the transaction, reject with the DLMS 824R Reject Advice citing Reject Advice
Code BU. Retail activities will use Uniform Materiel Movement and Issue Priority
System (UMMIPS) time standards for processing LROs directed by the ICP/IMM. If
invalid/missing fund code for Signal Code A, B, C, J, K, or L, reject with the DLMS 824R
Reject Advice citing Reject Advice Code BU. 13

C11.17.3.4. Establish Internal Records. Establish internal records to receive

credit for the materiel and reimbursement for PCH&T costs and not generate billing
instructions.

12
Refer to ADC 1043/ ADC 1043A.
13
Refer to ADC 1043E.

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C11.17.4. Inventory Manager Actions. ICP/IMM will:

C11.17.4.1. Update Estimated Ship Dates. Use DLMS 945A, Materiel

Release Advice (To ICP From Storage Activity), with Status Code BA and Distribution
Code 2 or 3 to update ESDs.

C11.17.4.2. Generate Follow-Ups. Generate DLMS 940R, Materiel Release

(From ICP/IMM to Reporting Activity or Storage Activity), follow-ups with Distribution
Code 2 or 3 to the reporting activity as follows:

C11.17.4.2.1. When the initial Status Code BA or CB is not received on

LROs within 10 calendar days.

C11.17.4.2.2. Upon receipt of Supply Status Code BA without an ESD

and 10 calendar days have elapsed since the transaction date of the DLMS 945A,
Materiel Release Advice (To ICP From Storage Activity), Supply Status Code BA.

C11.17.4.2.3. Upon Receipt of Supply Status Code BA with an ESD and

the ESD has expired.

C11.17.4.2.4. When no response is received to the previous follow-up

and 10 calendar days have elapsed. Continue to follow up until status is received,
backorder is re-established, or final disposition.

C11.17.4.3. Provide Reinstatement and Status Notification. Reinstate the

requisition and send appropriate status to eligible status recipients upon receipt of
DLMS 945A, Materiel Release Advice (To ICP From Storage Activity)/Status Code CB
with Distribution Code 2 or 3.

C11.17.4.4. Generate Billing. Upon receipt of DLMS 856S, Shipment Status

(To ICP/IMM from reporting activities for LRO shipments of retail assets), with
Distribution Code 2 or 3, generate billing transactions to the requisitioner and provide
crediting transactions for the materiel and PCH&T under the procedures of MILSBILLS
procedures, to the credit-to activity identified in DLMS 856S, Shipment Status. In
addition, ICP/IMM will send DLMS 856S, Shipment Status (To DAAS From
Service/Agency for Distribution), shipment status transaction to DAAS.

C11.17.4.5. Create Customer Supply/Status Transactions. When creating

customer supply and status transactions as a result of processing DLMS 945A, Materiel
Release Advice or DLMS 856S, Shipment Status Materiel Returns, transactions with
Distribution Code 2 or 3, always use the distribution code that was in the original
requisition.

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C11.18. INTER-SERVICE LATERAL REDISTRIBUTION OF RETAIL ASSETS BY
INTER-SERVICE AGREEMENT 14

C11.18.1. Inter-Service redistribution will not occur before wholesale-level

requisitioning, except within theater at Combatant Commander direction or as
authorized by inter-Service agreement for lateral support of high priority mission
readiness requirements where stock is available within the area of responsibility.

C11.18.2. Prior to initiating MILSTRIP procedures for non-ICP/IMM-directed inter-

Service lateral redistribution, the requiring Service must establish a support agreement
with the retail/tactical level supply source and employ agreed upon asset visibility tools
to ensure that materiel is available. High priority mission readiness requirements (PD
01-03 and Special Requirements Code N) may be submitted using a passing order
requisition (DLMS 511R/DIC A3_ with Transaction Type code BM) identifying the retail
source supply as the RIC-To. These transactions will bypass DAAS routing logic to the
wholesale SoS. By alternative, the requiring Service may choose to skip the initiating
requisition passing order transaction and request materiel in person as bearer walk-thru.

C11.18.3. Services supporting inter-Service lateral redistribution will ensure that

only high priority mission readiness requisitions originated by pre-approved trading
partners within the area of responsibility are honored. All such requisition passing
orders will be processed on a fill or kill basis (Advice Code 2C or 2J). These
requisitions are not subject to modification or follow-up; standard cancellation
procedures apply. Transactional supply status will be provided regardless of initiating
method (transaction or walk-thru). Upon receipt of BA status, the materiel will be
available for pick-up by the requiring customer. Standard shipment status will be
provided.

C11.18.4 The Service supply source has responsibility for preparation of Interfund
billing and any required internal transactions associated with this method of lateral
supply support.

C11.19. RETURNS TO DLA FROM INDUSTRIAL SITES UNDER BASE

REALIGNMENT AND CLOSURE SUPPLY, STORAGE AND DISTRIBUTION AND
NATIONAL INVENTORY MANAGEMENT STRATEGY SITE CUSTOMERS

C11.19.1. Industrial Sites Procedures

C11.19.1.1. The return of DLA-managed material will be accomplished

without processing the standard MRP program transactions. The individual
maintenance customer will determine when it has no immediate requirement for the
materiel and will initiate the return process. The materiel will be physically returned to
the DLA storage activity with the applicable documentation. The returning activity will
provide a DLMS 527D, Due-In/Advance Receipt/Due Verification (MILSTRAP PMR
(DIC DW_)), transaction to the storage activity identifying the DoD Component activity

14
Refer to ADC 1062. Initial implementation applicable to Global Combat Supply System-Army (GCSS-
Army) and authorized trading partners. Phased implementation for shipment status is authorized.

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to which the receipt will be reported. Upon notification of receipt by the storage activity
by a DLMS 527R (MILSTRAP Materiel Receipt - Other Than Procurement Instrument
Source (DIC D6A)), the Military Service activity will determine whether there is a need
for the materiel by another maintenance user (backorder). If so, an issue document will
be forwarded to the storage activity for action. If not, a materiel release order (MRO)
will be initiated, directing shipment-in-place (citing the ship-to/supplemental address of
the storage activity), authorizing a change of ownership to DLA. The receipt of the
returned materiel from the Military Service ownership to DLA will be accomplished with
a DLMS 527R Receipt (MILSTRAP DIC D6B).

C11.19.1.2. Upon notification of receipt, the DLA ICP will determine whether
a corresponding sale to Service maintenance (identified by DoDAAC series/internal
customer group) has occurred for the same materiel and condition code within a 60 day
time frame. If there is a matching sale, the customer will receive credit equal to the
original sale. The Service’s financial system will be notified of a credit via a DLMS
810L, Logistics Bill (MILSBILLS Billing for Issue from Stock (Credit) (DIC FA2)).

C11.19.1.3. If no sale has occurred or the condition code differs from that on
the original sale, DLA will provide credit based upon stock position. If the return
quantity exceeds that of previous sales, credit will be provided equal to the original sale
quantity and credit on the remaining quantity will be based upon stock position. DLA
ICP business rules for determining whether to provide credit/credit amount are
equivalent to the MRP program and policy contained in DoDM 4140.01. The Service’s
financial system will be notified of a credit via a DLMS 810L (MILSBILLS DIC FA2).

C11.19.2. National Inventory Management Strategy Procedures. Materiel returns

from a NIMS site customer will be processed as per C11.19.1.1. through C11.19.1.3.
including use of the PMR, receipt to the Military Service, followed by the MRO directing
shipment-in-place triggering receipt to the DLA ICP. The DLA ICP will process the
receipt and determine whether a sale has occurred for the same materiel, condition
code, and customer within a 60 day time frame reflecting the exact same document
number as the receipt (return) document. If there is an exact matching sale, the
customer will receive credit equal to the original sale. Credit for any quantity returned
over the original amount, in a different condition code from the original sale, or
unmatched is subject to DLA ICP business rules equivalent to the MRP for determining
whether to provide credit/credit amount.

C11.20. DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS AND

RETROGRADE RETURNS

C11.20.1. General Requirements. The DoD supply chain may require the return
of supply items for a variety of reasons beyond the usual excesses turned in for credit
under the materiel returns program (MRP) described earlier in this chapter. These can
include the exchange of depot level repairable (DLR) Class IX repair parts as required
by Military Services’ Exchange Pricing programs, the retrograde of forward-positioned
retail stock back to a home location, and discrepant/deficient materiel returns directed
by SDRs, Product Quality Deficiency Reports (PQDRs), or TDRs. In some cases,

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logistics business rules require that the return use the same document number as the
related order/sale. While this reuse may be appropriate for some materiel held at the
customer’s location, it is not feasible for all situations. When the materiel is already
located in a DLA Distribution Center and no physical shipment is required to return the
materiel to the original owner/manager, the current owner must not reuse (or suffix) the
original document number for the Prepositioned Materiel Receipt (PMR) and Materiel
Release Order (MRO) directing the return. The responsible action activity must assign
an alternative document number when materiel is located in a DLA Distribution Center
and the current owner must use a ship-in-place MRO to direct the return or when the
submitters system prohibits reuse of document numbers. Returning activities may ask
for an alternative document number if the action activity does not provide one. When
using a new document number for the directed return of discrepant/deficient materiel,
the responsible activity and the returning activity must retain an audit trail linking the old
and new document number/suffix. The PMR, Materiel Returns Shipment Status, and
Receipt provide transactional visibility of the original and new document numbers. The
directed return must identify the return-to location by DoDAAC or CAGE (used for
contractors when no DoDAAC is assigned). Clear text addresses may be included in
addition to the DoDAAC and must be included for returns directed to a contractor
identified by a CAGE only. The use of a combination of enhanced return transactions
and the addition of specific indicators to other transactions allows for the specific
reporting of the transactions without confusion about the nature of the return and enable
enhanced in-transit visibility (ITV) of these returns. The procedures also support recent
process improvement initiatives related to requirements for directed returns.

C11.20.2. Associated Transactions. There are three DLMS transactions that contain
specific content that support the procedures for retrograde and directed
discrepant/deficient returns. They are the DLMS 527D, Pre-Positioned Materiel Receipt,
DLMS 856R, Materiel Returns Shipment Status, and DLMS 842A/R Standard Supply
Discrepancy Report Reply. A fourth transaction, the DLMS 842P, Product Quality
Deficiency Report (PQDR), is pending implementation.15

C11.20.2.1. A Pre-Positioned Materiel Receipt, DLMS 527D/MILSTRAP

DW_, is required for all returns to a DLA Distribution Center/Storage Activity. This
requirement is applicable to DLMS-capable applications and MILSTRAP legacy
applications. Detailed procedures associated with the PMR are listed in paragraph
C11.20.3.

C11.20.2.2. A Materiel Returns Shipment Status, DLMS 856R with enhanced

data content, is required from DLMS-capable customers to report directed returns to
both the storage activity and the ICP/Integrated Materiel Manager (IMM) (or other
Component designated activity). Detailed procedures associated with the materiel
returns shipment status are listed in paragraph of C11.20.3.

C11.20.2.3. The materiel returns shipment status will include passive radio
frequency identification (pRFID) when applicable. Under DoD IUID Supply Policy, the

15
Refer to ADC 1007 series.

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DLMS materiel returns shipment status identifying capital equipment or NSNs
containing an IUID Indicator Y in FLIS, must include serial numbers and the
corresponding UIIs (when UII is available).

C11.20.2.4. Capital Equipment Candidates. In support of FIAR compliance

for accountability and management of capital equipment, capital equipment candidates
require serialization data visibility. Submitters must process directed returns for SDR,
PQDR TDR and retrograde returns citing the applicable serial number(s) and include
the UII when available.16

C11.20.3. Detailed Procedures. The following paragraphs contain detailed

procedures for return of supply items related to discrepant/deficient materiel as directed
by an SDR, PQDR, or TDR response. This section also addresses retrograde of
forward-positioned retail stock back to a home location.

C11.20.3.1. Supply Discrepancy Report

C11.20.3.1.1. When directing return of discrepant materiel, the SDR

reply will include the suspense date by which the customer will return the materiel to the
designated location. Expedited time standards under DoD or DoD Component policy
will be applied to wrong item/misdirected/misidentified classified/sensitive item returns.
ICP/IMs may also apply expedited time standards to overage returns for backordered
materiel not available within another customer’s required delivery date. The activity
directing the return will identify the return-to/ship-to location by DoDAAC or CAGE as
described in paragraph C11.20.1.

C11.20.3.1.2. The organization responsible for the SDR reply will take
action to establish a due-in and generate a PMR transaction to the receiving activity.
The PMR will include the return quantity and the appropriate supply condition code.
Action to establish the due-in and create the PMR transaction will be accomplished
under MILSTRAP/DLMS. The PMR will perpetuate the document number associated
with the SDR, normally the document number of the original shipment, or the alternative
document number assigned by the activity directing the return as described in
paragraph C11.20.1. The DLMS PMR will include a Return Type Code indicating the
reason for return for which the PMR is established and will perpetuate the DoD
WebSDR control number associated with the SDR.

C11.20.3.1.3. The PMR Due-in EDD indicating the time allowed for
shipment and return of discrepant materiel will be based upon the date of the SDR reply
directing the return. The EDD will be calculated based upon the date of the initial SDR
reply directing return. (This may be a reply from the storage activity when action activity
responsibility has been delegated by the ICP/IM.) The EDD is a “not to exceed” time
standard established for system processing and does not necessarily equal the number
of days identified in the SDR reply. The return-by date may be dictated by policy or by

16
Refer to ADC 1198.

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need. PMR time standards are shown in Table C11.T1., PMR Due-In Estimated
Delivery Date for SDRs.

Table C11.T1. Pre-Positioned Materiel Receipt Due-In Estimated Delivery Date for
Supply Discrepancy Reports

EDD USAGE

30 calendar days Wrong item/misdirected/misidentified classified/sensitive items (U.S.)

45 calendar days Returns within Combatant Command/geographic area
Wrong item/misdirected/misidentified classified/sensitive items (SA)
90 calendar days Returns between Combatant Commands/geographic areas (e.g.,
between CONUS and OCONUS locations (U.S.))
195 calendar days Returns for other than classified/sensitive (SA)

C11.20.3.1.4. The returning activity will prepare the DLMS 856R,

materiel returns shipment status citing the Return Type Code, identifying the reason for
return for which the materiel returns shipment status is provided. If the controlling
document number for the directed return is the same as the customer’s requisition, a
unique transportation control number (TCN) (not derived from the original document
number) will be identified. The shipment status will perpetuate the DoD WebSDR
control number (required where electronic interface is available to facilitate inclusion of
this data content). The materiel returns shipment status will include pRFID, and for
NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must
be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is
required. Shipment returns containing IUID data content (e.g., UIIs and/or serial
numbers or for capital equipment candidates serial number and UII if available) and
requiring more than one freight piece to execute the movement must have a unique
TCN assigned to each freight piece by using a partial indicator in the 16th position of the
TCN. Multiple freight piece shipments using the same TCN for all related freight pieces
are not authorized when IUID content is required. The shipment status will be directed
to the ICP/IMM (or other organization that directed the return). With the exception of
capital equipment candidates that require serialization data visibility, the ICP/IMM (or
other organization directing the return) is not required to store the UIIs and/or serial
numbers. The shipment status will also be directed to the return-to activity when
identified by DoDAAC. DAAS will transmit to DLMS capable activities as identified.

C11.20.3.1.5. Upon receipt of materiel returns shipment status, the

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and
return of materiel (i.e., reset the EDD using the date of the shipment status as the
starting date, comparable to MILSTRIP MRP EDD procedures) and provide a
replacement PMR to the receiving location. This action will ensure that both records
have the same EDD date.

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C11.20.3.1.6. The ICP/IMM and the International Logistics Control
Office (ILCO) will monitor for directed returns. Follow-up action is required where
classified/sensitive materiel has not been returned by the EDD. The ICP/IMM will use
automated research tools to determine status where applicable: query for materiel
returns shipment status in WEB Visual Logistics Information Processing System
(WEBVLIPS), transportation shipment status in Integrated Data Environment (IDE)-
Global Transportation Network (GTN) Convergence (IGC), and Report of Shipment
(REPSHIP) in Intelligent Road/Rail Information Server (IRRIS). Offline communication
with the shipper may be necessary to determine the status of the materiel. The ICP will
verify that proper discrepancy procedures are followed for materiel reported as in-transit
and not received. If shipment was delayed an updated EDD will be identified and
disseminated.

C11.20.3.1.7. For nonclassified/sensitive returns, in the event that the

ICP/IMM requires advice of shipment to support related supply decisions and neither
the materiel nor shipment status has been received, the ICP/IMM may follow-up with the
customer. Follow-up for nonclassified/sensitive returns is optional except when return
shipment status was provided and materiel was not received. If the
nonclassified/sensitive returns are not received by the EDD and no transportation
shipment status in IGC exists and no materiel returns shipment status was provided or
the customer is non-responsive to ICP/IMM follow-up, the ICP/IMM will initiate
cancellation of the due-in/PMR and take appropriate financial action (e.g., reversal of
credit previously provided or billing for materiel not returned). If the EDD was reset
based upon shipment status and the materiel is not received by the new EDD, the
ICP/IMM will follow-up with the shipper to determine the status of the return. The ICP
will initiate cancellation of the PMR and establishment of a new PMR if the originally
planned receiving location is changed. Offline communication with the shipper may be
necessary to determine the status of the materiel. The ICP will verify that proper
discrepancy procedures are followed for materiel reported as in-transit and not received.

C11.20.3.2. Product Quality Discrepancy Report

C11.20.3.2.1. When directing return of deficient materiel/exhibits to

storage activities, the PQDR reply will include the date by which the customer will return
the materiel to the designated location. The responsible activity may apply an
expedited time standard to Type I PQDRs or as appropriate. The ICP/IMM will identify
the return-to location will be identified by DoDAAC or CAGE/clear text as described in
paragraph C11.20.1.

C11.20.3.2.2. When directing return of deficient materiel/PQDR exhibit,

the ICP/IMM will establish a due-in and generate a PMR transaction to the receiving
activity for the materiel return/exhibit quantity using SCC Q. Action to establish the due-
in and create the PMR transaction will be accomplished under MILSTRAP/DLMS by the
activity directing the return. The PMR will perpetuate the document number associated
with the PQDR, normally the document number of the original shipment or the
alternative document number assigned by the activity directing the return as described
in paragraph C11.20.1. If the submitter does not have the original shipment document

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number available, a constructed document number will be employed for the PMR, the
return shipment, and future financial actions. The DLMS PMR will include the Return
Type Code indicating the reason for the PMR as return of quality deficient materiel and
will perpetuate the PQDR report control number (RCN).

C11.20.3.2.3. The PMR due-in EDD indicating the time allowed for
shipment and return of deficient materiel will be based upon the date of the PQDR reply
directing the return. The EDD is a “not to exceed” time standard established for system
processing and does not necessarily correlate to the PQDR reply return-by date which
may be dictated by other criteria. See Table C11.T2., PMR Estimated Delivery Date
Days for Product Quality Deficiency Reports, to establish the EDD.

Table C11.T2. Pre-Positioned Materiel Receipt Estimated Delivery Date Days for
Product Quality Deficiency Reports

EDD USAGE

45 calendar days Returns within Combatant Command/geographic area

90 calendar days Returns between Combatant Commands/geographic areas

(e.g., between CONUS and OCONUS locations)
195 calendar days Security Assistance returns

C11.20.3.2.4. The returning activity will prepare DLMS 856R, materiel

returns shipment status citing the Return Type Code indicating the reason for the
shipment status as deficient materiel returns. If the controlling document number for the
directed return is the same as the customer’s requisition, a unique TCN (not derived
from the original document number) will be identified. The materiel returns shipment
status will perpetuate the PQDR RCN. The materiel returns shipment status will include
pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial
numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy
compliance is required. Shipment returns containing IUID data content (e.g., UIIs
and/or serial numbers or for capital equipment candidates requiring serial numbers and
UIIs if available) and requiring more than one freight piece to execute the movement
must have a unique TCN assigned to each freight piece by using a partial indicator in
the 16th position of the TCN. Multiple freight piece shipments using the same TCN for
all related freight pieces are not authorized when IUID content is required. The
shipment status will be directed to the ICP/IMM (or other organization that directed the
return). With the exception of capital equipment candidates that require serialization
data visibility, the ICP/IMM (or other organization directing the return) is not required to
store the UIIs and/or serial numbers. The shipment status will also be directed to the
return-to activity when identified by DoDAAC. DAAS will transmit to DLMS capable
activities as identified.

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C11.20.3.2.5. Upon receipt of materiel returns shipment status, the
ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and
return of materiel (i.e., reset the EDD using the date of the shipment status as the
starting date, comparable to MILSTRIP MRP EDD procedures) and provide a
replacement PMR to the receiving location. This action ensures that both records have
the same EDD.

C11.20.3.2.6. The ICP/IMM and the ILCO will monitor for directed
returns. Follow-up with customers is required where materiel/PQDR exhibit has not
been returned by the EDD. The ICP/IMM will use automated research tools to
determine status where applicable: query for materiel returns shipment status in
WEBVLIPS, transportation shipment status in IGC, and REPSHIP in IRRIS. The ICP
will verify that proper discrepancy procedures are followed for materiel reported as in-
transit and not received. The originator of the PMR will cancel the PMR if
circumstances have changed and materiel will not be returned as directed. The PMR
will be cancelled and a new PMR established if the originally planned receiving location
is changed.

C11.20.3.3. Transportation Discrepancy Report

C11.20.3.3.1. When directing return of materiel associated with a TDR,

the TDR reply will include the date by which the reporting activity will return the materiel
to the designated location. The responsible activity may apply an expedited time
standard as appropriate. The activity directing the return will identify return-to location
identified by DoDAAC or CAGE/clear text as described in paragraph C11.20.1.

C11.20.3.3.2. When directing return of discrepant materiel, the ICP/IMM

responsible for the TDR reply will take action to establish a due-in and generate a PMR
transaction to the receiving activity for the quantity in the TDR reply. Action to establish
the due-in and create the PMR transaction will be accomplished under
MILSTRAP/DLMS. The PMR will perpetuate the return document number associated
with the document number of the original shipment or as assigned by the ICP/IMM as
described in paragraph C11.20.1. The DLMS PMR will include a Return Type Code
indicating the reason for the PMR as return of transportation-related discrepant materiel
and will perpetuate the control number associated with the TDR.

C11.20.3.3.3. The PMR due-in EDD indicating the time allowed for
shipment and return of deficient materiel will be based upon the date of the TDR
response directing the return. The EDD is a “not to exceed” time standard established
for system processing and does not necessarily correlate to the TDR reply return-by
date, which may be dictated by other criteria. See Table C11.T3., Due-In Estimated
Delivery Date for Transportation Discrepancy Report, to establish the EDD.

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Table C11.T3. Due-In Estimated Delivery Date for Transportation Discrepancy

Report

EDD USAGE
45 calendar days Returns within Combatant Command/geographic area
90 calendar days Returns between Combatant Commands/geographic areas
(e.g., between CONUS and OCONUS locations)
195 calendar days Security Assistance returns

C11.20.3.3.4. The returning activity will prepare DLMS 856R materiel

returns shipment status citing a Return Type Code indicating the reason for the
shipment status is applicable to a TDR directed return. If the controlling document
number for the directed return is the same as the original shipment, a unique TCN (not
derived from the original document number) will be identified. The materiel returns
shipment status will perpetuate the TDR control number. The materiel returns shipment
status will include pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or
corresponding serial numbers must be included in the DLMS 856R, indicating that DoD
IUID Supply Policy compliance is required. Shipment returns containing IUID data
content (e.g., UIIs and/or serial numbers or capital equipment candidates requiring
serial numbers and UIIs if available) and requiring more than one freight piece to
execute the movement must have a unique TCN assigned to each freight piece by
using a partial indicator in the 16th position of the TCN. Multiple freight piece shipments
using the same TCN for all related freight pieces are not authorized when IUID content
is required. The shipment status will be directed to the ICP/IMM (or other organization
that directed the return). With the exception of capital equipment candidates that
require serialization data visibility, the ICP/IMM (or other organization directing the
return) is not required to store the UIIs and/or serial numbers. The shipment status will
also be directed to the return-to activity. DAAS will transmit to DLMS capable activities
as identified.

C11.20.3.3.5. Upon receipt of materiel returns shipment status, the

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and
return of materiel (i.e., reset the EDD using the date of the shipment status as the
starting date, comparable to MILSTRIP MRP EDD procedures) and provide a
replacement PMR to the receiving location. This action will ensure that both records
have the same EDD date.

C11.20.3.3.6. The ICP/IMM and ILCO will monitor for receipt. Follow-up
with customers is required where materiel has not been returned by the EDD. The
ICP/IMM will use automated research tools to determine status where applicable: query
for materiel returns shipment status in WEBVLIPS, transportation shipment status in
IGC, and REPSHIP in IRRIS. The ICP will verify that proper discrepancy procedures
are followed for materiel reported as in-transit and not received. The originator of the
PMR will cancel the PMR if circumstances have changed and materiel will not be

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returned as directed. The PMR will be cancelled and a new PMR established if the
originally planned receiving location is changed.

C11.20.3.4. Retrograde Returns. These procedures apply to returns for

which materiel returns shipment status (DLMS 856R/DIC FTM) is not provided under
the above MILSTRIP Materiel Returns Program.

C11.20.3.4.1. When directing return of materiel (for return, replacement,

or other reason), the ICP/IMM will include the date by which the reporting activity will
return the materiel to the designated location and the applicable PD. The return-to
location will be identified by DoDAAC or CAGE. Clear text addresses may be included
to facilitate the return since not all customers have ready access to an authoritative
source for address information. Retrograde returns that are not subject to ICP/IMM
direction will be returned in accordance with DoD Component procedures.

C11.20.3.4.2. When directing return of materiel the ICP/IMM will

establish a due-in and generate a PMR transaction to the receiving activity for the
applicable quantity. Action to establish the due-in and create the PMR transaction will
be accomplished under MILSTRAP/DLMS. Where the returning activity self-initiates the
return, the returning activity will be responsible for preparation of the PMR. The PMR
will perpetuate the return document number. The DLMS PMR will include a Return
Type Code indicating the reason for the PMR as return of materiel for repair (including
exchange price returns)/retrograde movement.

C11.20.3.4.3. The PMR EDD indicating the time allowed for shipment
and return of deficient materiel will be based upon the date of the directed return or
generation of PMR where the return is initiated by the returning activity. The EDD is a
“not to exceed” time standard established for system processing and does not
necessarily correlate to the reply return-by date when applicable since that date may be
dictated by other criteria. See Table C11.T4., PMR EDD Time Standard for Retrograde
Returns, to establish the EDD.

Table C11.T4. Pre-Positioned Materiel Receipt Estimated Delivery Date Time

Standard for Retrograde Returns

EDD USAGE
45 calendar days Returns within Combatant Command/geographic area
90 calendar days Returns between Combatant Commands/geographic areas
(e.g., between CONUS and OCONUS locations)
195 calendar days Security Assistance returns

C11.20.3.4.4. The returning activity will prepare DLMS 856R materiel

returns shipment status citing a Return Type Code indicating the reason for the
shipment status is applicable to return/retrograde movement. The materiel returns
shipment status will perpetuate the associated document number. A unique TCN (not
derived from the original document number) will be identified. A customer reference

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number may be included when applicable to identify the original requisition document
number. The materiel returns shipment status will include pRFID, and for NSNs
containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be
included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is
required. Shipment returns containing IUID data content (e.g., UIIs and/or serial
numbers or capital equipment candidates requiring serial numbers and UIIs if available)
and requiring more than one freight piece to execute the movement must have a unique
TCN assigned to each freight piece by using a partial indicator in the 16th position of the
TCN. Multiple freight piece shipments using the same TCN for all related freight pieces
are not authorized when IUID content is required. The shipment status will be directed
to the ICP/IMM (or other organization that directed the return). With the exception of
capital equipment candidates that require serialization data visibility, the ICP/IMM (or
other organization directing the return) is not required to store the UIIs and/or serial
numbers. The shipment status will also be directed to the return-to activity when
identified by DoDAAC. DAAS will transmit to DLMS capable activities as identified.

C11.20.3.4.5. Upon receipt of materiel returns shipment status, the

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and
return of materiel (i.e., reset the EDD using the date of the shipment status as the
starting date, comparable to MILSTRIP MRP EDD procedures) and provide a
replacement PMR to the receiving location. This action ensures that both records have
the same EDD date.

C11.20.3.4.6. The ICP/IMM will monitor for receipt. Follow-up with the
returning activity is required where materiel has not been returned by the EDD. The
ICP/IMM will use automated research tools to determine status where applicable: query
for materiel returns shipment status in WEBVLIPS, transportation shipment status in
IGC, and REPSHIP in IRRIS. The ICP will verify that proper discrepancy procedures
are followed for materiel reported as in-transit and not received. The originator of the
PMR will cancel the PMR if circumstances have changed and materiel will not be
returned as directed. The PMR will be cancelled and a new PMR established if the
originally planned receiving location is changed.

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C12. CHAPTER 12
DUE-IN AND PRE-POSITIONED MATERIEL RECEIPT
C12.1. GENERAL

C12.1.1. Standard Procedures. This chapter prescribes standard procedures for

sending information about incoming materiel between wholesale managers and storage
activities and between owner/managers and maintenance activities, and between losing
inventory manages (LIM) and gaining inventory managers (GIM). The procedures
require timely establishment of due-in information for all anticipated receipts of materiel,
and requires that managers provide receiving storage activities with information for
anticipated receipts.

C12.1.2. Control of Due-In Records for Materiel Receipt Acknowledgement. The

control of due-in records below the wholesale level to accommodate the DoD closed-
loop materiel receipt acknowledgment (MRA) process is addressed in Chapter 10.

C12.1.3. Consignment of Materiel to Storage Activities. Documentation covering

consignment of materiel to storage activities is prescribed in the DoD Component
publications. These documents are used, together with information developed by
inspection and classification procedures, as source data for documenting transactions in
terms of this manual. The distribution of disbursement, procurement, and transportation
documentation by storage activities is also governed by existing publications and is,
therefore, not a consideration here.

C12.1.4. Transactions. This chapter addresses the procedures applicable to the

following Accredited Standards Committee (ASC) X12 transaction functions identified by
their beginning segment and transaction type code. Other DLMS formats, such as
extensible markup language (XML), are also available. See the Defense Logistics
Management Standards Website for available formats on the DLMS IC page.
The corresponding MILSTRAP legacy 80 record position functionality is identified for
information purposes in a mixed DLSS/DLMS environment.

C12.1.4.1. Due-in Transaction is identified by the DLMS 527D ASC X12

beginning segment (1/BR02/020) Transaction Type Code DA – Due-in. This transaction
provides MILSTRAP legacy DIC DD_/DF_ functionality.

C12.1.4.2. Advance Receipt Information Transaction identified by the DLMS

527D ASC X12 beginning segment (1/BRO2/020) Transaction Type Code DE –
Advance Receipt. This transaction provides MILSTRAP legacy DIC DU_/DW_
functionality.

C12.1.4.3. Delinquent Due-in Inquiry Transaction is identified by the DLMS

527D ASC X12 beginning segment (1/BR02/020) Transaction Type Code TJ –

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Delinquent Due-in Inquiry. This transaction provides MILSTRAP legacy DIC DLC
functionality.

C12.1.4.4. Delinquent Due-in Advice Transaction is identified by the DLMS

527D ASC X12 beginning segment 91/BR02/020) Transaction Type Code TI –
Delinquent Due-in Advice. This transaction provides MILSTRAP legacy DIC DLD
functionality.

C12.1.4.5. Due-in Reconciliation Inquiry Transaction is identified by the

DLMS 527D ASC X12 beginning segment (1/BR02/020) Transaction Type Code LC –
Due-in Reconciliation Inquiry. This transaction provides MILSTRAP legacy DIC DLE
functionality.

C12.1.4.6. Due-in Reconciliation Advice Transaction is identified by the

DLMS 527D ASC X12 beginning segment (1/BR02/020) Transaction Type Code TK –
Due-in Reconciliation Advice. This transaction provides MILSTRAP legacy DIC DLF
functionality.

C12.1.5. Use of DLMS 527D. Use the DLMS 527D functionality as follows:

C12.1.5.1. Owners/integrated material managers (IMM) use to establish pre-

positioned materiel receipt (PMR) at the storage activity. Prepositioned materiel
receipt (PMR) was previously known as advanced receipt information (ARI).

C12.1.5.2. GIMs use for due-in reconciliation and to inquire about delinquent
due-in transactions

C12.1.5.3. LIMs use to provide the GIM with memorandum due-in

information, to respond to GIM due-in reconciliations and inquiries, and to provide the
GIM revised due-in estimated delivery dates (EDD) as changes occur.

C12.2. CONTROL OF MATERIEL DUE-IN

C12.2.1. Establishing Due-In Records. IMMs will establish due-in records for all
anticipated receipts of materiel to maintain property accountability or visibility of materiel
due-in to inventory, as required under Chapter 6.

C12.2.2. Keep Current Status. IMMs shall keep due-in records in a current status.
Use revised delivery schedules, notification of shipment or delayed shipment, repair
schedules and repair schedule changes, contracts and contract changes, customer and
manager cancellations, materiel receipts, and completion of shipment
tracer/discrepancy reporting actions to establish, revise, and delete due-in records and
maintain appropriate delivery dates. Refer to Chapter 11, C11.20. for specific content
and estimated delivery date requirements for PMR associated with directed
discrepant/deficient materiel returns and retrograde returns.

C12.2.3. Audit Trail. IMMs will establish an audit trail when deleting or reversing
due-in quantities. All due-in deletions and reversals will interface with the financial

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system. Due-in deletions and reversals are prohibited without advance coordination
between the supply and financial functions, and with the procurement function for dues-
in from procurement instrument sources, unless the supply, financial, and procurement
systems are fully integrated. When deleting or reversing due-in quantities, managers
will initiate action to correct the receiving storage activity's PMR file under C12.3.3.

C12.2.4. Supply and Financial Interface. The DoD Components will establish the
necessary interface between supply and financial operations/functions to account for
materiel in-transit as required under DoD 7000.14-R, “Department of Defense Financial
Management Regulation”.

C12.2.5. In-Transit Due-In Procedures. IMMs will monitor due-in records and
inquire to storage activities for information on in-transit dues-in under the procedures in
Chapter 13.

C12.2.6. Product Quality Deficiency Materiel. When IMMs direct materiel for
return based on a reported product quality deficiency, they will prescribe use of Supply
Condition Code (SCC) Q in the disposition instructions to the returning activity. IMMs
will establish and monitor due-ins for all returns of potential/confirmed product quality
deficiency related materiel, citing the document number included in the report. Provide
PMRs for the returns to receiving storage activities, under C12.3, citing the due-in
document number and SCC.

C12.2.7. Product Quality Deficiency Report (PQDR) Exhibit Tracking. When

establishing a PMR for a PQDR exhibit, the activity directing the return must include the
PQDR Report Control Number (RCN) to facilitate exhibit tracking. When the receipt is
processed, the receiving activity will perpetuate the PQDR RCN from the PMR to the
receipt transaction.

C12.3. PROVIDING THE STORAGE ACTIVITY WITH PRE-POSITIONED MATERIEL

RECEIPT

C12.3.1. Due-In Information Requirements. Owners/managers will provide

maintenance and storage activities with due-in information for scheduled materiel
receipts by providing them with PMR transactions. For due-ins from procurement
instrument sources, IMMs will include applicable contract information and packaging
data, to facilitate the receiving process and reduce the need for hard copy contracts at
the receiving activity. As part of the contract information, the IMM will include indicators
identifying whether the contract required unique identification (UID) or passive Radio
Frequency Identification (pRFID).1 If the owner/manager fails to generate a PMR for
DLA Distribution Center receipt, the distribution center will submit a Supply Discrepancy
Report to the owner/manager.

C12.3.2. Storage Activity Requirements. Storage activities receiving DLMS 527D

will keep them in an PMR file pending receipt of the materiel or the receipt of updates to

1
DLA DSS will implement these new procedures IAW Approved DLMS Change (ADC) 172 in January
2007, enabling DSS to use the indicator when the IMM provides it in the 527D PMR transaction.

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the PMR from the IMM. Storage activities may use the PMR contract information and
packaging data to facilitate the receiving process.

C12.3.2.1. Passive RFID. PMR notice that a shipment contractually requires

passive RFID will allow preplanning so that the incoming shipment may be directed for
offloading at the RFID reader location and provides a basis for submission of a Supply
Discrepancy Report (SDR) in accordance with SDR procedures should the vendor fail to
employ the required RFID.

C12.3.2.1.1. Upon request of the IMM, Defense Automatic Addressing

System (DAAS) is authorized to support DLMS implementation of this process by
inserting the pRFID indicator in the PMR as the transaction processes through the
DAAS. IMMs will provide specific criteria for use by the DAAS to prevent improper
assignment of the indicator. This DAAS procedure is an interim “work-around” pending
IMM implementation of integrated logistics and contract administration processes so
that the contractual requirement for pRFID can be programmatically identified and
positioned in the PMR transaction. 2

C12.3.2.1.2. DAAS will maintain a table containing criteria to be used in

determination of applicable PMRs. Criteria may specify excluded contract numbers,
excluded commodities (by FSG or FSC), Service/Agency originating the PMR, specific
characters within the contract number, and location of the storage activity (e.g.
CONUS).

C12.3.2.2. Item Unique Identification. PMR notice that a shipment

contractually requires item unique identification (IUID) provides a basis for submission
of supply discrepancy reports (SDR) in accordance with SDR procedures, should the
vendor fail to employ the required IUID.

C12.3.3. PMR. IMMs will send PMR transactions and PMR transaction reversals
as due-in records are revised so that receiving storage activities can maintain the
records to show status equivalent to IMM due-in records. IMMs will send PMR
reversals to the storage activities when deleting due-in records. IMMs will also send
PMR reversals when revising due-in records (e.g., dates, quantities, destinations) and
simultaneously send replacement PMR transactions showing revised due-in record
data.

C12.3.4. Optional National Inventory Management Strategy (NIMS) Advanced

Receipt Notification. Under the NIMS concept of operation, the IMM may own materiel
for managed NSNs down to the retail level. Such arrangements will be based on
agreements between participating DoD Components. Replenishment of IMM owned
retail will be accomplished under a push scenario. When assets are available to push,
PMR will be sent to the NIMS site using standard PMR procedures. Optionally, the DoD
Component agreements may authorize the use of PMR for the IMM to notify the NIMS

2
Refer to ADC 297, DAAS Passive Radio Frequency Identification (pRIFD)-Required Exclusion Table for
DLMS 527D PMR/Prepositioned Materiel Receipt (PMR). At the time of implementation, DLA is the only
participating Component.

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site that materiel to support their replenishment requirement is delayed. In this
instance, PMR will contain the quantity not available for push replenishment, the Delay
Notification Code BD and an estimated shipping date. If at the time push replenishment
is required, only a partial quantity is available, then two PMR transactions will be
generated; one for the quantity pushed and one for quantity delayed. These
transactions will have different document numbers and the delayed one will have the
BD Delay Notification Code. Later, if only a partial amount of the quantity previously
delayed becomes available to push, two PMR transactions will be generated. The one
for the quantity pushed will maintain the document number of the original delayed
notification with the “BD” indicator eliminated. The PMR for the quantity still delayed
must be assigned a new document number and a BD Delay Notification Code. If the
total quantity is initially delayed and later the total quantity is shipped, PMR must have
the same document number throughout the process. The IMM will update/replace the
PMR delayed notification anytime either the replenishment quantity or the estimated
shipping date changes. New delayed notification must maintain the same document
number unless a partial push occurs. Replacement delayed notification under the same
or new document number will not require the reversal of the previous PMR transaction.
Reversal logic for PMR transactions indicating that a push shipment has been initiated
will follow the requirement in C12.3.3.

C12.3.5. PMR for Materiel Returns under NIMS and Base Realignment and
Closure (BRAC) Retail Supply, Storage and Distribution (SS&D)/Inventory Management
and Stock Positioning (IMSP). The PMR is used in a variation of the materiel returns
program for processing DLA-managed materiel returns to DLA from selected sites in
support of the BRAC SS&D/IMSP and NIMS. The returning activity will be responsible
for submission of an PMR to the storage site identifying the Military Service activity to
which the receipt will be reported for these returns of DLA-managed items. Because
the Military Service sites will no longer retain retail stock balances under these
programs, DLA will assume ownership of all materials regardless of asset position.
Upon notification of receipt of returned materiel by the storage activity via a Receipt
Transaction (DLMS 527R Receipt with 2/LIN01/10 Code I; MILSTRAP DIC D6A), the
Military Service activity will determine if there is a need for the material by another
maintenance user (backorder). If so, an issue document will be forwarded to the
storage activity for action. If not, a materiel release order will be initiated, directing
shipment-in-place (citing the ship-to/supplemental address of the storage activity),
authorizing a change of ownership to DLA. The receipt of the returned materiel from the
Military Service ownership to DLA will be accomplished with a receipt (DLMS 527R
Receipt with 2/LIN01/10 Code J; MILSTRAP DIC D6B).

C12.4. LOAN MATERIEL

C12.4.1. Use appropriate adjustment and/or receipt/due-in transactions to show

the on-hand/due-in and later receipts. Show materiel on loan on owner records in the
appropriate purpose code (as prescribed by the DoD Component procedures) or as a
nonprocurement source due-in citing Reason for Materiel Receipt/Return Code H
depending on the method/system applied.

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C12.4.2. Owners/IMMs may use PMR transactions to provide advance notification
to activities scheduled to receive returned loaned materiel. See DLMS Volume 2,
Chapter 13 paragraph C13.2.10. Loaned Materiel for additional details.

C12.5. LOGISTICS REASSIGNMENT MEMORANDUM DUE-IN AND PRE-

POSITIONED MATERIEL RECEIPT

C12.5.1. Memorandum Due-In. The LIM will send a memorandum due-in

information transactions as of the effective transfer date (ETD) to the GIM, for both
awarded contracts and unawarded purchase requests. Quantities will show only what is
available for transfer. The GIM will process valid memorandum due-in transactions to
establish memorandum due-in records. If the GIM receives a memorandum due-in
transaction for an item not involved in a logistics reassignment, the GIM will reject the
transaction back to the initiator using DLMS 824R, Reject Advice, citing Reject Advice
Code AY.

C12.5.2. Destination Change. Under DoD 4140.26, “Defense Integrated Materiel

Management for Consumable Items”, Volume 4, “Logistics Reassignment” Change
1, December 14, 2017, the LIM will take action to change the destination of undelivered
purchases upon request of the GIM. Upon changing the quantity due-in/destination, the
LIM will prepare and send a memorandum due-in reversal and a new memorandum
due-in to the GIM. Additionally, when an award is made for an unawarded purchase
request, the LIM will prepare and send a memorandum due-in reversal and a new
memorandum due-in transaction to the GIM and a PMR transaction to the applicable
storage activity.

C12.6. LOGISTICS REASSIGNMENT DUE-IN VALIDATION

C12.6.1. Due-In Inquiry

C12. 6.1.1. Inquiry for Due-In with Expired EDD. The GIM will initiate a
DLMS 527D due-in inquiry when the EDD for delivery of materiel is delinquent by more
than 30 calendar days. Compute the delinquent date from the memorandum due-in that
the LIM provided on the ETD. The GIM will also initiate DLMS 527D when a revised
due-in date later becomes delinquent by 30 calendar days.

C12.6.1.2. Inquiry for Due-In with Invalid EDD. The GIM will initiate DLMS
527D due-in inquiry 30 calendar days after the ETD when the memorandum due-in, the
LIM provided on the ETD, contains an invalid EDD (e.g., for materiel pending
procurement/contract action by the LIM). The GIM will initiate a second inquiry 60
calendar days after the ETD for all dues-in with invalid EDDs. If the LIM does not reply
to the second inquiry, the GIM must intervene off-line. The GIM will include all due-ins
with invalid EDDs 90 calendar days after the ETD in the reconciliation. Based on the
response, the GIM will determine if additional inquiry/reconciliation action is required.

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C12.6.2. Delinquent Due-In Advice

C12.6.2.1. The LIM will provide the GIM with due-in information in response
to an inquiry using a delinquent due-in advice transaction citing the appropriate asset
transfer status code.

C12.6.2.2. Revision of Estimates. To preclude the need for due-in inquiry

transactions by the GIM, the LIM will provide revised EDDs as changes occur using a
delinquent due-in transaction with Asset Transfer Status Code AF.

C12.6.3. Due-In Reconciliation

C12.6.3.1. Due-In Verification. The DoD Components will use the due-in
reconciliation process to verify that the GIM is in receipt of all procurement/contract
award data for assets due-in and the most current EDDs available. This process will
also ensure that all items still pending procurement/contract award on the ETD are still
valid.

C12.6.3.2. Due-In Reconciliation. The GIM will initiate a due-in reconciliation

inquiry for reconciliation of dues-in for logistically reassigned materiel 90 calendar days
after the ETD and semiannually thereafter for all materiel that has not been received.
The GIM will include all items with materiel still due in to the LIM, regardless of the
presence of a current EDD, in the reconciliation request.

C12.6.3.3. Due-In Reconciliation Response. The LIM will respond to due-in

reconciliation requests using a due-in reconciliation advice containing the appropriate
asset transfer status code. The LIM will ensure that due-in information for all items still
pending procurement/contract action, pending delivery, or in litigation is readily available
to respond to the reconciliation request.

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C13. CHAPTER 13
MATERIEL RECEIPT
C13.1. GENERAL

C13.1.1. Purpose. This chapter prescribes standard procedures for processing

materiel receipt information between storage activities and between losing inventory
managers (LIM) and gaining inventory managers (GIM). The procedures require
expeditious showing of assets in the property accountability records and related
financial accounts. Documentation covering consignment of materiel to storage
activities is prescribed in other DoD and DoD Component regulations. These
documents are used, together with information developed by inspection and
classification procedures, as source data for documenting transactions in terms of this
manual. The distribution of disbursement, procurement, and transportation
documentation by storage activities is also governed by existing regulations and is,
therefore, not a consideration here.

C13.1.2. There are additional processing procedures over and above those
contained in this chapter that must be applied for items identified as serially
managed materiel requiring owner visibility at DLA Distribution Centers. The
identity of the materiel and the additive procedures are in Chapter 30.

C13.1.3. Transactions. This chapter addresses the procedures applicable to the

following Accredited Standards Committee (ASC) X12 transaction functions identified by
their beginning segment transaction type code. Other DLMS formats, such as XML, are
also available. See the Defense Logistics Management Standards (DLMS) Program
Office Website for available formats on the DLMS IC page. The corresponding
MILSTRAP legacy 80 record position transaction is identified for information purposes in
a mixed DLSS/DLMS environment.

C13.1.3.1. Receipt Transaction is identified by the DLMS 527R ASC X12

beginning segment (1/BR02/020) Transaction Type Code D4 – Receipt. This
transaction provides MILSTRAP legacy DIC D4_ (Procurement Instrument
Source)/D6_ (Other Than Procurement Instrument Source) functionality.

C13.1.3.2. Receipt Inquiry Transaction is identified by the DLMS 527R ASC

X12 beginning segment (1/BR02/020) Transaction Type Code IN – Inquiry. This
transaction provides MILSTRAP legacy DIC DXA/DXB functionality.

C13.1.3.3. Response to Inquiry Transaction is identified by the DLMS 527R

ASC X12 beginning segment (1/BR02/020) Transaction Type Code DG – Response.
This transaction provides MILSTRAP legacy DIC DXC/DXD functionality.

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C13.1.4. Materiel Receipt/Return Code Definitions. For materiel receipt/return
code definitions, see DLMS 527R, Receipt, Inquiry, and Response, or the Defense
Logistics Management Standards (DLMS) Program Office Website.

C13.1.5. Use of DLMS 527R for Receipt. DLMS 527R will be used by receiving
activities to report both receipts and historical receipt information to owners and other
management control activities.

C13.1.6. Capital Equipment Candidate Receipts. In support of Financial

Improvement and Audit Readiness (FIAR) compliance for accountability and
management of capital equipment, capital equipment candidates require serialization
data visibility. Submitters must prepare receipts for capital equipment candidate items
to include the serial numbers (and UIIs if available). The DSS storage activity will send
the receipt transaction to the owner and include the serialized data for the owner
records. The owner will update the IUID registry using existing IUID registry
procedures.

C13.2. MATERIEL RECEIPT PROCESSING

C13.2.1. Receiving Activity Actions. Receiving activities will report receipts of

materiel using a Materiel Receipt transaction and:

C13.2.1.1. Post receipts to the total item property record by changing or

adding to data in the pre-positioned materiel receipt (PMR) file established under
Chapter 12, Due-In And Pre-Positioned Materiel Receipt procedures, or by extracting
data from the consignment documentation. For capital equipment candidates, receiving
activities will maintain the serial numbers (and UIIs if available) on their records.

C13.2.1.2. For discrepant shipments, follow the guidelines provided in

C13.2.8.

C13.2.2. Reversal of Incorrect Receipt Transactions. Receiving activities may use

the Receipt Transaction to reverse incorrect Receipt Transactions. Include the reason
for reversal code as applicable. Refer to Chapter 17 SDR procedures for use of
the SDR reply to request receipt reversal by the receiving activity when the wrong
owner does not have systemic support to reject a receipt reported to the wrong
owner. 1

C13.2.3. Rejection of Receipt Reported to Wrong Owner. If a receipt is

erroneously reported to the wrong owner (e.g., due to missing or unmatched
PMR), the recipient of the receipt transaction should reject the receipt back to the
initiator using DLMS 824R Reject Advice with Reject Advice Code AB (Rejected.
Submitted to incorrect manager). If known, include the correct manager to
facilitate reprocessing of the receipt. Do not reject receipts reported to the owner

1
Refer to ADC 1273.

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designated by PMR or to the pre-designated Service owner for unauthorized
return of consumable items. 2

C13.2.4. Central Procurement Receipts. Receipts from procurement can originate

from central procurement or local procurement actions. Authorized procurement
delivery documents should accompany each shipment as prescribed in the Federal
Acquisition Regulation (FAR).

C13.2.5. Materiel Receipt Inspection Procedures. When shipments of materiel

received from procurement instrument sources require inspection and/or acceptance at
destination, receiving storage activities must do the inspection and/or acceptance and
the in check operations as concurrent actions. Receiving activities will:

C13.2.5.1. Inspect shelf-life materiel for appropriate condition and type of

shelf-life code in accordance with applicable DoD Component procedures based on
DoDM 4140.27, “DoD Shelf-Life Management Program”, July 6, 2016.

C13.2.5.1.1. Mark materiel, as appropriate, for shelf-life code and

supply condition code (SCC) upon receipt.

C13.2.5.1.2. Package markings must be in accordance with MIL-STD-

129.

C13.2.5.2. Based on inspection, prepare a Materiel Receipt Transaction

indicating the date inspected and the actual condition(s), by quantity, of the materiel
received. Wholesale owners will make this date available to the office responsible for
contractor payment for use in determining if an interest penalty applies.

C13.2.6. Army Medical Materiel Agreement Receipts. DLA, in coordination with

Defense Medical Logistics Standard Support (DMLSS) and Theater Enterprise-Wide
Logistics System (TEWLS), has implemented the Army Medical Materiel Agreement
(AMMA). Under the AMMA program, DLA funds are used by the Army to purchase via
DMLSS/TEWLS. The DLA Enterprise Business System (EBS) receives a Receipt
Transaction from DMLSS/TEWLS to receipt purchased items into stock for inventory
accountability. DLA owns the materiel until items are issued at the retail level and
inventory is decremented in DLA's EBS.

C13.2.6.1. Purchase card receipts from AMMA sites must contain a purchase
card account number and purchase card call number in order to uniquely identify
transactions. A vendor reference number should also be included which is the
Customer Automation and Reporting Environment invoice number. This value will help
with issue resolution and reconciliation.

2
Ibid.

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C13.2.7. Time Standards for Processing Receipts

C13.2.7.1. Purpose. The Department of Defense measures wholesale

receipt processing performance in terms of the goal to process receipts and show them
with minimal delay on both the accountable and owner records. Wholesale receipt
processing performance is measured in two overlapping segments:

C13.2.7.1.1. The first segment is the time period between the date
materiel is turned over by the carrier to the designated receiving activity and the date of
posting the receipt to the total item property records (both accountable and owner
records).

C13.2.7.1.2. The second segment is the time period between the date
materiel is turned over by the carrier to the designated receiving activity and the date
stored. Materiel is considered to be stored when it reaches the first location (either
temporary or permanent) where actual storage control exists through locator data and
the materiel can be issued without delay in response to materiel release documentation.

C13.2.7.2. Processing Standards. Performance standards for processing

receipts through these time segments are as follows:

C13.2.7.2.1. Segment One. Materiel receipt must be posted to the

accountable and the owner record no later than 5 business days from date materiel is
received.

C13.2.7.2.2. Segment Two:

C13.2.7.2.2.1. Receipt from new procurement will be receipted and

stored within 7 calendar days from the date materiel is turned over by the carrier.

C13.2.7.2.2.2 All other receipts, to include receipts from

redistribution, will be receipted and stored within 10 calendar days from the date
materiel is turned over by the carrier.

C13.2.7.3. Making asset records visible from the point of inspection and
acceptance must be accomplished within 24 hours of recording receipts (holidays and
weekends excepted). (This applies to receipts from a procurement source when
required inspection and acceptance are not performed at origin.) The accounting and
finance office will be notified of the item receipt within the 24-hour period.

C13.2.7.4. Wholesale Receipt Effectiveness. Report wholesale receipt

processing effectiveness as prescribed by Chapter 6, C6.11.1.2.1. The acceptable DoD
performance goals for receipt processing are: 90 percent posted within the time
standard, 90 percent stored within the time standard. When computing the overall
performance against the time standard, include Receipt Transactions frustrated for a
long period of time prior to posting, storing, or reporting

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C13.2.8. Control of Receipt Requirements. Receiving storage activities will
comply with the following requirements:

C13.2.8.1. Establish Procedures. Establish receipt control procedures for

posting information relating to the status of materiel in the storing cycle. The cycle
begins when the carrier offers materiel to the receiving activity for custody and control.
Receiving activities will record the carrier's date offered when different than the date the
carrier released the materiel. The DoD Components should use the carrier's date
offered to measure carrier performance.

C13.2.8.2. Actions after Materiel Receipt. Do the following actions after the
materiel has been physically received but prior to or concurrent with movement to
storage:

C13.2.8.2.1. Establish a transaction suspense record to record the

materiel as an in-process receipt.

C13.2.8.2.2. Prepare and send a Receipt Transaction to the owner

within 24-hours (holidays and weekends excepted) from the point of inspection and/or
acceptance.

C13.2.8.3. Using In-Process Receipts to Satisfy Requirement. When the on-

hand balance of the stock record (physically stored) is not enough to fill materiel release
orders, use in-process receipts to fully or partially satisfy the requirement. When in-
process receipts are recorded, fill priority 01-08 requirements from these receipts.
Defer filling of priority 09-15 requirements from in-process receipts until proof of storage
is recorded.

C13.2.8.4. Expediting Materiel Storage. Periodically refer to the in-process

receipt suspense file to hasten storage of materiel delayed beyond authorized receipt
processing timeframes and to hasten storing of materiel for issues deferred pending
storage.

C13.2.8.5. Clearing Suspense Record. After receiving proof of storage, clear

the suspense record, update the storage locator record, and release any deferred
issues.

C13.2.8.6 Updating Storage Activity Record. As an additional aid in control

of receipts, ensure that appropriate storage activity records (e.g., stock locator) show
the date of the last receipt of an item and the storage information (i.e., date of storage or
some other code indicating that storage has been reported).

C13.2.9. Discrepant/Deficient Receipts

C13.2.9.1. Discrepant/Deficient Reports. In addition to processing and

reporting materiel receipts, receiving storage activities will submit reports for all
discrepant/deficient receipts in accordance with the procedures and forms prescribed by
the following:

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C13.2.9.1.1. Chapter 17 of this manual, Supply Discrepancy Reporting
procedures.

C13.2.9.1.2. DTR 4500.9-R, “Defense Transportation Regulation,” Part

II, Cargo Movement.

C13.2.9.1.3. Joint Regulation DLAR 4155.24/AR 702-7/SECNAVINST

4855.5/AFR 74-6, "Reporting of Product Quality Deficiencies Report Program.”

C13.2.9.1.4. Joint Regulation DLAR 4155.3/AR 30-12/NAVSUPINST

4355.2/AFR 74-5/MCO 10110.21, "Inspection of Subsistence Supplies and Services."

C13.2.9.1.5. Other DoD and joint or intra-DoD Component regulations

governing discrepancies/deficiencies not covered by the above.

C13.2.9.2. Exceptions. Neither the dollar value nor the timeframes for
submitting discrepancy/deficiency reports apply for reporting the materiel receipt to the
owner. The receipt reporting timeframes are prescribed by C13.2.7.The procedures for
reporting receipt of discrepant/deficient shipments to the owner are prescribed by
C13.2.9.3.

C13.2.9.3. Processing Discrepant/Deficient Receipts

C13.2.9.3.1. Discrepancy Determination. Upon receipt of all incoming

materiel shipments, from procurement instrument and non-procurement instrument
sources, receiving activities will research all available documentation and item markings
(i.e., transaction or contract number, national stock number (NSN), or other, item
identification number, PMR file, quantity, condition, inspection/acceptance
requirements, etc.) to determine the receipt data. Using this data, receiving activities
will determine if a discrepancy/deficiency (hereafter referred to as discrepancy or
discrepant) exists and will identify its nature. For capital equipment candidate items,
missing serial number(s) and mismatches on serial number (and UII) will be considered
discrepancies.3 DLA Distribution will perform a kind, count, and condition (KCC)
inspection during receipt to determine materiel condition and completeness and identify
any discrepancies that may exist. KCC inspection is applicable to materiel received for
storage at the DLA Distribution Center. “Kind” includes an inspection of the bare item
verifying the part number against the assigned NSN, or a verification that the
documentation corresponds with the identification label in accordance with MIL-STD-
129 marking requirements. 4

C13.2.9.3.1.1. DLA Distribution Centers do not perform bare item

part number verification for new procurement except when the materiel is identified as
nuclear weapons related materiel (NWRM) or controlled (classified, sensitive, pilferable,

3
Refer to ADC 1198 and ADC 1198A.
4
Refer to ADC 1269.

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and radioactive) or if directed by a systemic alert notification to verify a bare item part
number.

C13.2.9.3.1.2. For all other receipts, DLA Distribution Centers will

perform bare item part number verification unless specified under MIL STD 130 that no
bare item marking exists.

C13.2.9.3.2. Unusual Circumstances. If unusual circumstances prevent

normal receipt reporting of discrepant shipments, the receiving activity will communicate
with the manager or Contract Administration Office (CAO)/Purchasing Office (PO) to
determine how to submit the discrepancy report and report the receipt. When the owner
delays receipt reporting, the receiving activity must control the receipt by physically
segregating and monitoring the status of the materiel until they report the receipt, or the
owner directs other disposition (e.g., reshipment, return to shipper, etc.). This
paragraph applies only when circumstances exist that prevents normal receipt reporting.
For non-procurement receipts with no PMR, see C13.2.8.2.10.11.

C13.2.9.3.3. Discrepancy Report Determination. Not all discrepant

receipts require submission of discrepancy reports. Receiving activities will follow the
procedures in C13.2.8.1. to determine whether a discrepancy report must be submitted.
Use Receipt Transactions Management Codes R, S, and U to identify discrepant
receipts that require submission of a discrepancy report. The purpose of the discrepant
receipt management codes is to notify the owner in advance that a receipt was
discrepant and that a discrepancy report is being submitted to give additional
information relating to the reported item. Never process Receipt Transactions with
Management Codes R, S, or U for a discrepant quantity when submission of a
discrepancy report is not required. Use Management Codes S and U only for
procurement instrument source receipts to identify vendor caused misdirected
shipments and contract over shipments. Separate codes apply to these discrepancies,
which occur more frequently and are more easily resolved than others, so owners can
initiate immediate corrective action before the formal report of discrepancy is received.

C13.2.9.3.4. Receipts Lacking Documentation. When materiel arrives

without accompanying documentation, or with inadequate documentation to process the
receipt, receiving activities will use one of the following data sources to develop materiel
Receipt Transactions:

C13.2.9.3.4.1. PMR files

C13.2.9.3.4.2. Authorized procurement delivery documents and

vendor packing lists.

C13.2.9.3.4.3. Advance copies of DD Forms 1348-1A or 1348-2, or

DD Form 1149,” Requisition and Invoice/Shipping Document.”

C13.2.9.3.4.4. Transportation and fiscal records.

C13.2.9.3.4.5. Container markings.

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C13.2.9.3.4.6. Contract information available via the Electronic
Document Access (EDA) Website reference archive.

C13.2.9.3.4.7. Federal Logistics Information System (FLIS) or

WebFLIS data.

C13.2.9.3.4.8. The IUID Registry for serially managed assets.

C13.2.9.3.4.9. Advice provided by the owner, the shipper, or the

U.S. Customs Inspector's Office upon request of the receiving activity if receipt
documentation cannot otherwise be developed.

C13.2.9.3.5. Discrepant Receipt Posting. Normally when receiving

activities keep a discrepant receipt in U.S. Government custody, whether or not it is
U.S. Government-owned, they will post the receipt to the total item property record,
store the materiel, and update the locator record, and hold the materiel pending receipt
of disposition from the owner.

C13.2.9.3.6. Receipts from Outside the Normal Distribution System.

When storage activities report receipts outside the normal distribution system for the
NSN, the owner will record the receipt so assets are issued from that site first. Owners
will make disposition of such materiel as quickly as possible. If the materiel is not
issuable, the owner will direct repair induction, reclassification, relocation, or disposal
using the appropriate DLMS transaction.

C13.2.9.3.7. Discrepant Receipt - Procurement Instrument Source -

General

C13.2.9.3.7.1. Protective Measures. Procurement discrepancies

imposing a health/safety hazard, classified risk, etc., may require separate and/or
secure storage. When these situations exist, receiving activities will take protective
measures in accordance with established DoD or DoD Component procedures.

C13.2.9.3.7.2. Receiving Activity Inspection. When acceptance is

accomplished at a point other than destination, receiving activities may not re-inspect
supplies at destination for acceptance purposes. However, receiving activities will
examine such supplies at destination for identity, damage in transit, quantity, condition
(including proper packing/packaging and labeling) and, for subsistence materiel, date
packed and expiration date. The U.S. Government's right to litigate a discrepant receipt
is not affected by the point of acceptance. Consequently, receiving activities will report
discrepancies detected during the destination examination in accordance with the
regulations cited in C13.2.9.1.

C13.2.9.3.7.3. Shipping Procurement Instrument Source Receipts

to DLA Disposition Services. Shipment of procurement instrument source receipts
directly to DLA Disposition Services is not authorized unless unusual circumstances
(e.g., health or safety hazard, etc.) exist and separate/secure storage facilities are not
available. When unusual circumstances require the receiving activity to ship materiel

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directly to the DLA Disposition Services activity (or take other disposal actions as
prescribed by the DoD Components), the receiving activity will first report the receipt
using a Receipt Transaction citing SCC L and Management Code R. (Navigate to
LOGDRMS and enter “management code”).
The disposal action will then be reported using a dual Inventory Adjustment
Transaction, DLMS 947I citing SCC H and Management Code M or T.

C13.2.9.3.8. Reporting Discrepant Receipts from Procurement

Instrument Source. Receiving activities will follow these procedures to report receipt of
discrepant shipments from procurement instrument sources. Unless otherwise allowed
by these procedures, report discrepant shipments from a procurement instrument
source to the owner with a Receipt Transaction, citing SCC L for the discrepant
quantity. With the exception of the receipt of incorrect items, use a single transaction to
report the receipt showing both non-discrepant and discrepant quantities exclusive;
multiple discrepancy conditions may exist for a single Receipt Transaction:

C13.2.9.3.8.1. Condition of Materiel. Report the actual discrepant

quantity in SCC L.

C13.2.9.3.8.2. Documentation. Absence of the shipping

documentation should not prevent receipt processing and reporting or later issue of the
materiel. Research in accordance with C13.2.8.2.4., to report the receipt. The
discrepancy reporting requirements in C13.2.8.1 still apply.

C13.2.9.3.8.3. Misdirected Shipments (improperly addressed by

the procurement instrument source). Contact the owner to ensure compliance with the
procurement requirements (i.e., inspection, acceptance, etc.). Report the total quantity
in the actual condition received (normally SCC A) with a Receipt Transaction citing
Management Code S. Upon receipt of the Receipt Transaction, and prior to posting the
receipt as available for issue, owners will initiate immediate action to resolve the
discrepancy. If the owner or CAO/PO directs reshipment/return of a reported receipt
without issuing materiel release documentation, the receiving activity will submit a
reversal of the previously submitted Materiel Receipt Transaction.

C13.2.9.3.8.4. Overage/Duplicate Shipment. Research the PMR

file, receipt, and contract documentation to determine the discrepant quantity. Report
confirmed duplicate shipments as discrepant with a Receipt Transaction citing SCC L.
When overages are valued above the contract variance clause, or above the excess
delivery clause (after considering any allowable variance), report the overage above the
allowable variance as discrepant with a Receipt Transaction citing SCC L and
Management Code U. Owners will initiate immediate action to resolve the discrepancy
upon receipt of the Receipt Transaction. Overages within the allowable variance or
within the excess delivery clause (after considering any allowable variance) are not
discrepant. Report the total quantity in the applicable condition, and do not cite a
management code for that quantity.

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C13.2.9.3.8.5. Packaging Discrepancy. Report the total discrepant
quantity as a SCC L receipt. The owner and/or the CAO/PO will determine whether
litigation is required. If litigation is not required the owner will initiate a DLMS 846A,
Asset Reclassification Transaction, to request the transfer of the suspended assets to
the appropriate condition.

C13.2.9.3.8.6. Shortages/Nonreceipt of Materiel. Research the

PMR file, receipt, and contract documentation to determine the discrepant quantity. For
shortages, report the total quantity in the condition received. Except for shortages
attributed to transportation discrepancies, the receipt is discrepant only if the shortage
exceeds the allowable contract variance. When the receipt is discrepant, cite the
management code in the Receipt Transaction. Non-receipts are addressed under
C13.3.

C13.2.9.3.8.7. Item Technical Data Marking (includes nameplates,

logbooks, operating handbooks, special instructions, etc.). Report the discrepant
quantity citing SCC L, and identify and describe the specific technical data discrepancy
in the SDR or DLMS 842A/W, Standard SDR, Follow-up, Correction, Cancellation, &
Reconsideration Request. If the owner determines the assets can be issued, the owner
will initiate a DLMS 846A to transfer the suspended assets to the appropriate condition.

C13.2.9.3.8.8. Wrong Item. Report any assets in the shipment that

are the correct item in the applicable condition and do not cite the discrepant receipt
management code for that quantity. Report the total quantity of the incorrect item
received in the Receipt Transaction citing SCC L using a separate Receipt Transaction.
If the majority of the assets are the incorrect item, the receiving activity may report the
total quantity in SCC L based on internal DoD Component procedure.

C13.2.9.3.8.9. Product Quality Deficiency. It is normally preferable

to keep custody of the materiel, whether or not it has been accepted. Report the
deficient quantity citing SCC Q in the Receipt Transaction.5 The owner or CAO/PO will
determine if litigation or informal action with the procurement instrument source should
be initiated. The owner will take action to transfer the assets.

C13.2.9.3.8.10. Transportation Discrepancy. When materiel is

accepted by the Transportation Officer, process and report the Receipt Transaction in
accordance with procedures cited above for the type of discrepancy that exists (e.g.,
condition of materiel for damage, etc.).

C13.2.9.3.8.11. Receipts Not Due-In (no PMR file exists). When a

PMR is not available, the receiving activity will report the receipt using documentation,
packaging, and other information, as available. DLA Distribution Centers will prepare
an SDR to report the lack of a PMR to the manager (as the only discrepancy or in

5
SCC Q not implemented by Navy. Navy implementation deferred to their Enterprise Resource
Planning system modernization initiative.

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combination with other identified discrepancies). The distribution center will identify the
SDR as informational or otherwise indicate requested action.

C13.2.9.3.8.11.1. Receipt Processing. Except for receipt of

logistically reassigned items, see guidance in this section for processing receipts of
misdirected shipments and overages/duplicate shipments, for which a PMR file is not
normally available.

C13.2.9.3.8.11.2. Logistically Reassigned Items. For

logistically reassigned items, research all available documentation and item markings to
determine proper routing of the receipt. If unable to determine the correct routing,
contact the integrated materiel manager (IMM) who will direct the appropriate routing of
the receipt. If the IMM (e.g., the GIM) does not have a recorded due-in, did not initiate
the procurement action and/or has a record of a memorandum due-in, and the item was
involved in an LR, the GIM should instruct the storage activity to report the receipt to the
LIM.

C13.2.9.3.8.12. Discrepancies in IUID Data. Report discrepancies

involving IUID under DoD IUID supply policy, including but not limited to DoD Unique
Item Tracking (UIT) programs, or as contractually required. IUID discrepancies may be
related to the packaging label, including automated information technology (AIT)
readable content; the item marking, including AIT readable marks; supply
documentation; the due-in record; and/or a mismatch between the item and any of
these. Discrepancies identified during receipt of new procurement materiel must be
reported prior to acceptance (if not accepted at origin). Discrepant materiel may be
placed in a suspended condition pending resolution. Discrepancies that resulted in
incorrect information within the IUID registry must be reported and corrective action
taken.

C13.2.9.2.8.13. Capital Equipment Candidate Item Serial Number

(and UII if available). Report discrepancies on serial number (and UII if available) using
the procedures contained in Chapter 17.

C13.2.9.3.8.14. Other Discrepancies. Receipt reporting will

depend upon the type of discrepancy involved. When unusual circumstances exist, the
receiving activity may need to get guidance from the appropriate authority before
reporting the receipt or submitting the discrepancy report. See C13.2.8.2. for storage
and accountability requirements.

C13.2.9.3.9. Discrepant Receipt – Other than Procurement Instrument

Source – General

C13.2.9.3.9.1. Identifying the NSN. When a receipt cannot be

identified to an NSN, the receiving activity will attempt to identify the NSN or usage by
following the procedures in C13.2.8.2.1., and report the receipt to the owner.

C13.2.9.3.9.1.1. Value Under $100. If the NSN cannot be

identified and the estimated value of the item is under $100, receiving activities will not

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report the receipt to an owner. Ship the materiel directly to DLA Disposition Services
using a local document number. Keep an accessible record of the transaction
document and its backup in accordance with DoDI 5015.02, DoD Records Management
Program.

C13.2.9.3.9.1.2. Value Over $100. If the NSN cannot be

identified and the estimated value of the item is $100 or more, the receiving activity will
contact the manager of like-items to determine disposition. If GSA is the manager of
like items, process in accordance with the procedures for receipts not due-in. If the
manager of like-items can identify the NSN, the manager will direct the receiving activity
to submit the receipt and SDR to the owner. If the IMM of like-items cannot identify the
NSN, the IMM will give disposition instructions to the reporting activity. These
instructions will include an item identification number (part number, etc.) for reporting
the receipt and submitting the SDR. If the owner directs shipment to DLA Disposition
Services, the owner will keep an accessible record of the transaction and its backup in
accordance with DoDI 5015.02, DoD Records Management Program.

C13.2.9.3.9.2. Discrepancy Reporting. Unless otherwise allowed

by these procedures, receiving activities will report receipts of discrepant shipments
from a non-procurement instrument source to the owner. For discrepant quantities, cite
the SCC that most accurately describes the condition of the materiel in the Receipt
Transaction. Classify and report the materiel using SCC K when the actual condition
cannot be determined. Include Management Code R when a discrepancy report is
required unless prescribed otherwise in this chapter.

C13.2.9.3.10. Reporting Discrepant Receipts - Other than Procurement

Instrument Source. Receiving activities will follow these procedures to report receipt of
discrepant shipments from non-procurement instrument source. With the exception of
the receipt of wrong items, use a single Receipt Transaction to report the receipt
showing both non-discrepant and discrepant quantities in their appropriate SCC. The
following discrepancy categories are not mutually exclusive; multiple discrepancy
conditions may exist for a single receipt:

C13.2.9.3.10.1. Condition of Materiel

C13.2.9.3.10.1.1. No PMR File Exists. When a PMR is not

available, the receiving activity will report the receipt using documentation, packaging,
and other information, as available. DLA Distribution Centers will prepare an SDR to
report the lack of a PMR to the manager (as the only discrepancy or in combination with
other identified discrepancies). The distribution center will identify the SDR as
informational or otherwise indicate requested action. When inspection of inter-DoD
Component receipts reveals materiel to be SCC H and no PMR file exists, automatically
ship discrepant materiel valued at less than $500 per item direct to the DLA Disposition
Services activity except as specified in these procedures, or take other automatic
disposal action based on criteria issued by the DoD Components. This includes expired
Type I shelf-life materiel which has passed the expiration date regardless of value.
When taking automatic disposal action, cite SCC H and Management Code M or T in

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the Receipt Transaction, in addition to the discrepant receipt management code, for the
discrepant quantity. To establish an audit trail when materiel is condemned upon
receipt and shipped directly to DLA Disposition Services, cite the disposal turn-in
document number in the Receipt Transaction in addition to the original document
number.

C13.2.9.3.10.1.1.1. GSA-Managed materiel and Non-

Army Managed (NAMI) (Routing Identifier Code (RIC) AJ2) owned materiel will not be
subject to the dollar value threshold for disposal eligibility, but will be subject to all other
automatic disposal screening criteria.

C13.2.9.3.10.1.1.2. Materiel identified to an obsolete

DLA manager (RIC S9C, S9E, S9G, S9I or S9T) in FLIS is subject to automatic disposal
at DLA Distribution Centers. Disposal of materiel will be subject to the existing
exemption criteria stated in C13.2.9.2.10.1.1.3. When automatic disposal action
applies, the receipt will cite SCC H and Management Code M (excludes shelf-life
materiel) or Management Code T (expired shelf-life materiel). DLA Distribution will
suppress transmission of outbound transactions associated with receipt and disposal
action with the exception of Shipment Status and SDR transactions. The SDR will be
prepared in accordance with SDR procedures for unscheduled receipts (no PMR) in
Chapter 17.

C13.2.9.3.10.1.1.3. Automatic disposal does not apply to

the following:

C13.2.9.3.10.1.1.3.1. Materiel that is identified as

requiring DEMIL or containing radioactive, classified, or NWRM properties will not be
subject to automatic disposal. This includes:

• DEMIL Codes: B, C, D, E, F, G, or P

• CIIC: A-H, K, L, O, Q, R, S, T, 5, 6, 8, 9

• Radioactive Water Type Cargo Codes: A and 4

C13.2.9.3.10.1.1.3.2. Materiel owned by U.S. Army

Aviation and Missile Command (AMCOM) (RIC B17), will not be subject to automatic
disposal.

C13.2.9.3.10.1.1.3.3. Unidentified materiel will not be

subject to automatic disposal. Follow procedures in paragraph C13.2.8.2.9.1.

C13.2.9.3.10.1.1.3.4. FMS materiel will not be

subject to automatic disposal. Follow procedures in paragraph C13.2.8.2.9.1.

C13.2.9.3.10.1.1.3.5. Materiel owned by USAF will

not be subject to automatic disposal except for non-AF managed material located at a
DLA Distribution Center not co-located with a USAF depot maintenance site.

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C13.2.9.3.10.1.1.4. Upon receipt, or subsequent storage
activity determination, that materiel is in SCC H, where the above criteria prohibit
automatic disposal, an SDR is prepared clarifying why automatic disposal is not
possible and requesting specific disposition instructions. Where applicable the SDR
remarks will inform the action activity that the materiel cannot be shipped to the local
DLA Disposition Services Field Office and must be sent to an approved
DEMIL/destruction center via MILSTRIP DIC A5J generated by the owner/manager.

C13.2.9.3.10.1.2. Discrepancy Reporting. Report discrepant

quantities other than those mentioned above citing the applicable SCC in the receipt, or
SCC K when the condition cannot be determined.

C13.2.9.3.10.2. Documentation. Absence of the shipping

documentation should not preclude receipt processing and reporting or later issue of the
materiel. Research in accordance with C13.2.8.2.4. to report the receipt. Discrepancy
reporting requirements still apply.

C13.2.9.3.10.3. Misdirected Shipments (improperly addressed by

the supply activity). Report misdirected shipments as receipts to the cognizant IMM.
The IMM will make disposition using DLMS 940R, Materiel Release.

C13.2.9.3.10.4. Overage. Report the total quantity received in the

applicable condition.

C13.2.9.3.10.5. Packaging Discrepancy. Report the total quantity

received in the applicable condition and schedule the discrepant quantity for
preservation/packaging/marking/labeling in accordance with the DoD Component
criteria.

C13.2.9.3.10.6. Shortages/Nonreceipt of Materiel. For shortages,

report the total quantity received in the applicable condition. The owner will initiate any
necessary financial adjustment action. Non-receipts are addressed under C13.3.

C13.2.9.3.10.7. Item Technical Data Marking (includes

nameplates, logbooks, operating handbooks, special instructions, etc.). Report the
discrepant quantity using a receipt citing SCC D. Identify and describe the specific
technical data discrepancy in the SDR for owner evaluation. If the owner determines
the asset can be issued, the owner will initiate action to transfer the asset to the
appropriate condition using DLMS 846A.

C13.2.9.3.10.8. Wrong Item. Report receipt of the total quantity of

the incorrect item in the applicable condition citing the NSN of the incorrect item
received and the discrepant receipt management code for the quantity. If both correct
and incorrect items are received in the same shipment, submit a separate Receipt
Transaction for the correct item.

C13.2.9.3.10.9. Product Quality Deficiency. An SCC Q entered in

a PMR file shows that the receipt is related to a reported product quality deficiency.

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Report receipt of this materiel in SCC Q and do not cite a management code. Based on
the results of the inspection or technical/engineering analysis, owners will direct the
appropriate materiel disposition.

C13.2.9.3.10.9.1. Additionally, when the receipt is applicable

to a Product Quality Deficiency Report (PQDR) exhibit, include the PQDR Report
Control Number (RCN) and designate a copy of the receipt transaction for distribution to
the Product Data Reporting and Evaluation Program-Automated Information System
(PDREP-AIS). SCC Q is applicable to exhibits returned for evaluation and returned
subsequent to testing.

C13.2.9.3.10.9.2. DAAS will recognize the inclusion of the

PDREP-AIS DoDAAC in the receipt transaction and forward a copy of the transaction
for use in exhibit tracking.

C13.2.9.3.10.10. Transportation Discrepancy. When the

Transportation Officer turns the materiel over, report the receipt in accordance with the
procedures cited above for the type of discrepancy which exists (e.g., condition of
materiel for damage etc.).

C13.2.9.3.10.11. Receipts Not Due-In (no PMR file)

C13.2.9.3.10.11.1. GSA-Managed Items. GSA does not

authorize return of assets to DoD storage activities. Receipts of GSA assets without a
corresponding due-in are, therefore, DoD-owned assets. The DoD Components are
responsible for providing DLA with an organization to which the DLA storage activity can
record these assets. The DoD Components will establish internal procedures for
processing the receipts from the depot for these assets for subsequent issue or release
for DLA Disposition Services. The DoD Components will identify an owner RIC to be
used when the DLA storage activity processes a Receipt transaction for the DoD
Components’ unauthorized return of GSA-managed assets. In the absence of guidance
from the DoD Components for reporting receipt of unauthorized return of GSA assets to
their DoD Component, DLA storage activities will receipt the assets for local use by the
depot. If the materiel cannot be used locally it is sent to disposal. This procedure
ensures the assets are recorded on a DoD record. The Navy, Marine Corps, and Air
Force have directed implementation of this procedure as follows:

C13.2.9.3.10.11.1.1. Report Navy-returned GSA-

managed items to Navy RIC NRP. An SDR will be provided to the Navy owner for
information.

C13.2.9.3.10.11.1.2. Report Marine Corps-returned

GSA-managed items to Marine Corps RIC MPB. An SDR will be provided Marine
Corps owner for information.

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C13.2.9.3.10.11.1.3. Report Air Force-returned GSA-
managed items to Air Force RIC FHZ. An SDR will be provided to the Air Force owner
for information.

C13.2.9.3.10.11.2. DoD-Managed Reparable Items. Report

the Receipt Transaction to the manager of the DoD Component that is returning the
item. Do not include a discrepant receipt management code in the transaction. For
materiel shipped between wholesale storage activities, report the receipt citing Reason
for Materiel Receipt/Return Code N. IMMs receiving transactions reporting returns not-
due-in of phase II reparables, for which they are not the IMM, will follow the materiel
returns program procedures to report/ship the materiel as prescribed by the IMM.

C13.2.9.3.10.11.3. DoD-Managed Consumable Items. Report

receipt to the IMM of the Service that is returning the item in the applicable condition
and do not include a discrepant receipt management code in the transaction. However,
the DoD Components may prescribe reporting to their own item manager for returns
from their own Component activities. The Navy and Marine Corps have directed
implementation of this procedure as follows: 6

C13.2.9.3.10.11.3.1. Navy-returned consumable items

must be reported to the Navy using RIC NRP regardless of the item manager. An SDR
will be provided to the Navy owner for information.

C13.2.9.3.10.11.3.2. Marine Corps-returned consumable

items must be reported to RIC MPB regardless of the item manager. An SDR will be
provided to the Marine Corps owner for information.

C13.2.9.3.10.11.3.3. Air Force-returned consumable

items must be reported to RIC FHZ regardless of the item manager. An SDR will be
provided to the Air Force owner for information.

C13.2.9.3.10.12. Discrepancies in IUID Data. Report

discrepancies involving IUID under DoD IUID supply policy, including but not limited to
DoD UIT programs, or as contractually required. IUID discrepancies may be related to
the packaging label, including AIT readable content; the item marking, including AIT
readable marks; supply documentation; the due-in record; and/or a mismatch between
the item and any of these. Discrepancies identified during receipt of new procurement
materiel must be reported prior to acceptance (if not accepted at origin). Discrepant
materiel may be placed in a suspended condition pending resolution. Discrepancies
that resulted in incorrect information within the IUID registry must be reported and
corrective action taken.

C13.2.9.3.10.13. Other Discrepancies. Receipt reporting will

depend upon the type of discrepancy involved. When unusual circumstances exist, the

6
Refer to ADC 1102/1102A.

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receiving activity may need to get guidance from the owner before reporting the receipt
or submitting the discrepancy report.

C13.2.9.4. Resolution of Reported Receipt Discrepancies.

C13.2.9.4.1. Owner Accountability Records. Owners will maintain

accurate materiel accountability records and audit trails for reported receipts with
evidence of a supply discrepancy. Resolution of these discrepancies requires the
establishment of interfaces among the materiel accountability, procurement, financial
accounting, and discrepancy reporting systems.

C13.2.9.4.2. Owner Processing Discrepant Transactions. When

discrepant receipts are reported, owners will process the transactions and complete the
research required to resolve the discrepancy. When materiel received from a
procurement instrument source will be kept in the wholesale inventory, coordinate with
the CAO/PO for a contract modification that will recoup any administrative costs and
any additional second destination transportation costs or onward shipment
(redistribution) costs incurred by the U.S. Government as a result of the discrepancy.
For all receipt discrepancies, ensure that procurement/supply due-in records and
related financial accounts (including in-transit) are corrected to show any new receipt
status and transmit updates to PMR to the storage activities involved, as required. Care
must be taken to suppress PMR transaction output if the corresponding receipt has
already been reported (e.g., for overages or misdirected shipments being kept where
delivered).

C13.2.9.4.3. Owner Evaluation Data. Owners will develop management

evaluation data for contract shortages/overages, wrong item, IUID mismatches, vendor
caused misdirected shipments, and other discrepancies impacting cost or customer
satisfaction, for use in identifying trends or indications of system problems and in
initiating corrective action. When the same discrepancy is repeatedly reported on
shipments from a given procurement instrument source, the owner, through the
CAO/PO, will advise the source of the error and request action be taken to correct its
repeated occurrence. When a procurement instrument source continues to commit the
same error, initiate action to consider inclusion on the Awards Review List or other
disciplinary action.

C13.2.10. Maintaining Accountability During Maintenance Actions

C13.2.10.1. Applicability.

C13.2.10.2 These procedures apply for returns to inventory including unused

materiel, relocations of materiel for maintenance, and receipts from assembly,
disassembly, reclamation, conversion, modification, repair and destructive or
nondestructive test/evaluation consigned by the Department of Defense, other U.S.
Government (non-DoD) agency, or commercial activities.

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C13.2.10.3 These procedures exclude repair and return materiel owned
below the wholesale distribution system; however, DoDM 4140.01 policy and, for
commercial maintenance, the provisions of the FAR, apply.

C13.2.10.4. Accountability

C13.2.10.4.1. For organic maintenance, responsibility for maintaining

the asset balance portion of the property accountability record for DoD-owned property
being repaired resides with the activity having physical custody. Organic maintenance
facilities will assume accountability of materiel upon receipt at the maintenance facility
and while in its custody during maintenance actions.

C13.2.10.4.2. For Contractor maintenance, the owning DoD Component

will maintain accountability for materiel in a contractor’s possession for repair. The
contractor will have stewardship of the materiel in accordance with the requirements in
Part 52.245-1 of the Federal Acquisition Regulation and associated clauses, terms, and
conditions. The stewardship includes all government furnished property, including items
furnished for repair, and remains until the repaired assets are returned to and received
by the DoD Component.

C13.2.10.4.3. For both organic and contractor maintenance, the activity

having physical custody will provide visibility and report changes to the on-hand balance
to the materiel owner (the Principal for maintenance by DMISA).

C13.2.10.5. Requirements

C13.2.10.5.1. Dues-In and PMR. Owners (principals for maintenance

by DMISA) will establish a DLMS 527D (Due-In) when materiel is being returned from
field activities to wholesale storage activities or to commercial activities for
maintenance. Also, send a DLMS 527D (PMR) to receiving Government storage
activities. These actions will be done upon receipt of MRP transactions, or equivalent
intra-service documents, reporting return of materiel. The DoD Components may
delegate the PMR requirement to intermediate level or transshipment activities.

C13.2.10.5.2. Materiel Relocation. When owners direct relocation of

materiel from a remote storage activity to the storage activity collocated with the
maintenance activity, they will establish a DLMS 527D (Due-In) for the intransit materiel
and send a DLMS 527D (PMR) to the receiving storage activity following Chapter 12.

C13.2.10.5.2.1. Receiving Storage Activity Reporting. Receiving

storage activities will report receipt of reparable materiel based on the information
contained in the PMR file. If an PMR file is not available, report the receipt in
accordance with C13.2.9.2.7.10.1. for processing receipts not-due-in for reparable
items.

C13.2.10.5.2.2. Inter-DoD Component Agreements. When

materiel is scheduled for organic maintenance by DMISA or other inter-DoD Component

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agreement, the agreement will specify that the storage activity will report returns from
maintenance to the owner (Principal) as receipts under this chapter.

C13.2.10.6. DoD Component Actions. Each DoD Component will ensure

that:

C13.2.10.6.1. Owned Inventory Accounting. Owned inventory in the

hands of the Department of Defense, other Government (non-DoD), and commercial
activities, is properly accounted for under the provisions of Chapters 6, 7, 13, and 14 of
this volume and, for commercial maintenance, the provisions of the Federal Acquisition
Regulation. This includes returns from field activities for repair and reissue as
wholesale inventory. The DoD Components will prescribe use of any required internal
codes to meet this requirement (Responsibility of the owner (Principal for maintenance
by DMISA)).

C13.2.10.6.2. Property Accountability Records. Total item property

records for materiel in the hands of maintenance activities are maintained and adjusted
based on the quantity of materiel actually returned and will support the DoD 7000.14-R,
“Department of Defense Financial Management Regulation”, accounting and
reconciliation requirements (Responsibility of the owner (Principal for maintenance by
DMISA)).

C13.2.10.6.3. Commercial Maintenance Contracts. Contracts for

commercial maintenance require the commercial activity to report or acknowledge
receipt and report shipment or condemnation of materiel to the contracting officer
(Responsibility of the agent for maintenance by DMISA).

C13.2.10.6.4. Procurement/Supply Interface. Any needed interface

between the procurement and supply operations/functions exists to ensure that changes
in the inventory segment data (stock number, quantity, supply condition code) are sent
to the owner (Responsibility of the agent for maintenance by DMISA). Arrangements
may be made for commercial activities to report directly to the contracting officer and/or
the owner using DLMS transactions. Reported data affecting inventory balances is
recorded in the total item property record (Responsibility of the owner (Principal for
maintenance by DMISA)).

C13.2.10.7. Item Owner Actions. Owners will establish due-in records for
expected returns from commercial and Government maintenance activities and provide
PMR to the storage activities to receive the materiel under Chapter 12. Storage
activities will report receipts under this section.

C13.2.10.8. Issue from Commercial Activity. When materiel is issued to a

customer directly from a DoD or commercial maintenance activity, ensure that
appropriate supply transactions are processed to establish the property accountability
and financial accounting audit trails, as well as visibility within the supply system used
by the materiel owner.

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C13.2.10.9. Condemned Materiel. When materiel is condemned by
maintenance activities, ensure the condemnation action is recorded (issue to disposal)
to adjust the DoD inventory and financial accounts. This includes automatic disposals
(Management Code M).

C13.2.10.10. Reclaimed Items

C13.2.10.10.1. Identification of Serviceability. When reclamation

activities do not have adequate facilities to test and classify the serviceability condition
of reclaimed assets, activities will identify such assets as SCC R (Suspended
Reclaimed Items Awaiting Condition Determination). When receiving storage activities
determine that immediate classification of such SCC R assets is not possible, they will
ensure assets are checked/tested and classified to actual condition within established
parameters.

C13.2.10.10.2. Assigning Condition Code. When reclamation activities

cite an actual SCC (i.e., other than R) for returned materiel, storage activities will cite
that condition code when recording and reporting the receipt. However, if inspection
upon receipt reveals that the condition assigned by the reclamation activity is incorrect,
the storage activity will record and report the receipt citing the actual condition to which
the item is classified or SCC K if the actual condition cannot be determined. Classify
materiel reported in SCC K to the actual condition within established parameters.

C13.2.11. Loaned Materiel

C13.2.11.1. Materiel Inspection. Receiving activities will inspect loaned

materiel upon receipt. Submit a Receipt Transaction in accordance with C13.2., citing
Reason for Materiel Receipt/Return Code H, to provide information about the condition
and quantity of the returned loaned materiel.

C13.2.11.2. Resolution of Loaned Materiel. The owner is responsible for

final determination and resolution of returned U.S. Government property from loan.
Establish controls to ensure the materiel is returned in an appropriate condition, i.e., as
good as or better than the condition of the original loan issue. Take appropriate action
to resolve any discrepancies and ensure reimbursement to the loaning activity.

C13.2.12. Logistics Reassignment Receipt Processing after Effective Transfer

Date

C13.2.12.1. Procurement Instrument Processing. The storage activity will

process procurement instrument source receipts for LR materiel received after 1 year
past the effective transfer date (ETD), in the same manner that they process
procurement instrument source receipts received during the ETD to 1-year period.

C13.2.12.2. Storage Activity Actions. For receipt of materiel that has been
logistically reassigned, after the ETD, the receiving storage activity will perform the
following:

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C13.2.12.2.1. Report Receipts. Report receipts of items having PMR
files, in accordance with C13.2.

C13.2.12.2.2. Report Procurement Instrument Source Receipt. Report

procurement instrument source receipts for which there is no PMR file in accordance
with the guidance in C13.2.9.3.4. for processing receipts not-due-in.

C13.2.12.2.3. Report Non-procurement Instrument Receipt. Report

non-procurement instrument receipts for which there is no PMR file in accordance with
the guidance in C13.2.9.3.4.for processing receipts not-due-in.

C13.2.12.3. LIM Actions. The LIM will do the following actions:

C13.2.12.3.1. Process Storage Activity. Process the storage activity

initiated Receipt Transactions to reduce the due-in record and record assets on the LIM
record for the quantity received.

C13.2.12.3.2. Process Logistics Transfer Transaction. Process the

associated logistics transfer/decapitalization transaction, adjustment transaction, and
LR storage ownership transfer transaction in accordance with Chapter 9.

C13.2.12.3.3. Record Litigation Assets. For materiel received for which

litigation is required, record assets on the LIM owner record in SCC L and reduce the
due-in record.

C13.2.12.3.3.1. At this time, no action will be taken by the LIM to

remove or change the GIM's memorandum due-in.

C13.2.12.3.3.2. When litigation is completed and the materiel is

reclassified to an issue condition, process the associated adjustment transaction and
LR transfer/decapitalization transactions in accordance with Chapter 9.

C13.2.12.3.3.3. If materiel is returned to the contractor due to

litigation proceedings notify the GIM in accordance with Chapter 9.

C13.2.12.3.3.4. The LIM must take appropriate action to

reestablish a due-in, in accordance with Chapter 12 if the materiel being returned to the
contractor for deficiency correction will eventually be returned to the LIM.

C13.2.12.4. Reject Receipt as Appropriate. If a procurement instrument

source receipt for an LR item is incorrectly reported to the LIM or the GIM, and the LIM
or GIM does not have a recorded due-in, did not initiate the procurement action, and/or
has a record of a due-in or memorandum due-in and is able to determine the
appropriate reporting for the receipt, the LIM or GIM should reject the receipt back to the
initiator using DLMS 824R, Reject Advice, and citing Reject Advice Code AB (Navigate
to LOGDRMS and enter advice code AB in the “Enter a Specific Data Code to Search
for” text box, click “Search”).

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C13.3. INQUIRY ON IN-TRANSIT DUE-INS

C13.3.1. Submission Timeframe. When a maximum of 45 calendar days has

elapsed since the shipping date shown in shipment notification, and receipt of the total
quantity has not been reported, the owner will submit a Receipt Inquiry Transaction for
information on the in-transit quantities to the storage activities designated to receive the
materiel. (Extension of the 45 calendar day timeframe is authorized when long in-transit
times are involved.)

C13.3.2. Tracer Action. When the storage activity response shows that the
materiel has not been received, initiate any shipment tracer and/or discrepancy reports
required under the procedures cited in C13.2.9. Coordinate with the CAO/PO for in-
transit contract receipts. Storage activities will submit shipment tracers and discrepancy
reports for materiel not received as shown in the DoD Component implementing
procedures or when directed to do so by the owner.

C13.4. STORAGE ACTIVITY RESPONSE TO INQUIRY ON MATERIEL RECEIPT 7

C13.4.1. Materiel Receipt Previously Processed. When materiel has been

received, and a receipt was previously submitted, storage activities will submit a
duplicate Receipt Transaction citing Advice Code 3P.

C13.4.2. Receipt in Process. When the storage activity has the receipt in process,
storage activities will reply using the Response to Inquiry Transaction citing Advice
Code 3K

C13.4.3. No Receipt but Record of Due-In. When the storage activity has no
receipt in process but there is a PMR file, the storage activity will reply using the
Response to Inquiry Transaction citing Advice Code 3M.

C13.4.4. No Receipt and No Record of Due-in. When the storage activity has no
receipt in process and no record of a PMR file, the storage activity will reply using the
Response to Inquiry Transaction citing Advice Code 3N.

7
Refer to ADC 313. DoD components must provide Defense Logistics Management Standards Program
Office with their Component implementation date for ADC 313.

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C13.5. ARMY EXCHANGE PRICING PROCESS

C13.5.1. The Army approach to the Exchange Pricing (EP) interim approach is a
multi-system functionality implementation. EP employs a dual pricing system for
repairable NSN items based upon Standard Price (latest acquisition cost plus cost
recovery rate) and Exchange Price (latest repair cost plus cost recovery rate) and a
“buy one – return one” relationship with the customer. That is, a qualified exchange
pricing customer buys at the Exchange Price and pays a penalty if a reparable is not
turned-in within a specified period of time from the issue date. This process is
applicable to the Army customers and Army-managed materiel only; other Services will
continue to pay Standard Price and receive 65 percent credit exchange upon receipt of
carcass by the Army primary inventory control activity (PICA).

C13.5.2. Once an item of supply is identified for a national repair program and the
national item identification number (NIIN) has an established Exchange Price, all
requisitions for the item will be priced at the Exchange Price if the customer is an
authorized EP customer.

C13.5.3. When a requisition submitted to the Supply Support Activity (SSA) is

processed by the Standard Army Retail Supply System (SARSS), SARSS will
determine if both the customer DOD activity address code (DoDAAC) is an EP
customer, and the NIIN has an established Exchange Price. If the customer is an EP
customer the requisition will be updated to include the EP Indicator. As this transaction
is processed through the Army supply system, middleware, Funds Control Module
(including EP Tracking) DAAS, Commodity Control Supply System (CCSS), and Army
Logistics Modernization Program (LMP), the EP Indicator will be used to identify the
transaction as EP related. All the legacy systems will continue processing the MILS
transactions, LMP will process DLMS transactions that are converted by the Defense
Automatic Addressing System (DAAS).

C.13.5.4. All related supply transactions prepared by the Army will carry and
perpetuate the EP Indicator. As a result of the EP implementation the following
transactions will be impacted, Requisition, Requisition Modifier, Requisition Follow-Up,
Materiel Release Order and Supply Status. The returns process will also process EP
related transactions. The Materiel Receipt transaction will be generated by SARSS for
all returns of EP NIINs, and will include an EP Type of Credit indicator for Unserviceable
credit when applicable, as well as an EP Conversion Indicator to identify the need to
provide credit according the pre-EP credit policy, which will last for 60 calendar days
following the implementation of Exchange Pricing.

C.13.5.5. If the return is in an un-repairable condition code or the item is not

returned within the established timeframe (Delta Delay Days), the national level systems
(LMP, CCSS) will create an obligation adjustment based on the receipt from Middleware
Funds Control Module of a materiel returns supply status (Delta Bill Trigger) transaction.
As a result of processing the delta bill trigger the national systems will create the
logistics/interfund bill transaction with an EP Indicator and Type Bill code to identify the
specific type of Exchange Pricing bill to the Army financial systems.

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C13.6. OPTIONAL INTRA-SERVICE USE OF RECEIPT FOR MATERIEL PROVIDED
TO CONTRACTORS AS GOVERNMENT FURNISHED MATERIEL. Under the
Government Furnished Materiel (GFM) business process contractors are authorized to
receive specific items and quantities of GFM from Government supply sources.
Materiel may be issued to the contractor based upon a contract schedule/bill of material
(BOM) or issued in response to a requisition made by the contractor or a responsible
Government representative. It is normally required that the contractor (or authorized
Government representative) submit a materiel receipt acknowledgment (MRA)
Transaction to the ICP under MRA procedures (refer to Chapter 10, C10.2.5.6).
However, on an intra-Service basis, if the Service requires the contractor to send a
Receipt Transaction to their issuing ICP rather than an MRA, the contractor must cite
the DoD contract number which authorized the provision of GFM. This establishes
GFM accountability to the contract. The GFM contract number, and call/order number,
when applicable, is required in addition to the controlling document number for the
Receipt Transaction. Under the MRA exclusions, MRA is not required for shipments to
contractors, commercial, or industrial activities which are receipt reported to the owning
ICP.

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C14. CHAPTER 14
ISSUE, LOAN, DEMAND, AND SINGLE MANAGER FOR
CONVENTIONAL AMMUNITION FREEZE/UNFREEZE
ACTION
C14.1. GENERAL

C14.1.1. This chapter provides a standard procedure for processing Issue,

Demand, and Single Manager for Conventional Ammunition (SMCA) Freeze/ Unfreeze
Action. This chapter also addresses the materiel loan process.

C14.1.2. Transactions. This chapter addresses the procedures applicable to the

following Defense Logistics Management Standards (DLMS) transactions, identified by
their Accredited Standards Committee (ASC) X12 beginning segment report type code.
Other DLMS formats, such as extensible markup language (XML), are also available.
See the DLMS Program Office Website for available formats on the DLMS IC page. The
corresponding Military Standard Transaction Reporting and Accountability Procedures
(MILSTRAP) legacy 80 record position transaction functionality is identified for
information purposes in a mixed Defense Logistics Standard System (DLSS)/DLMS
environment.

C14.1.2.1. Issue Transaction. Issue Transaction is DLMS 867I Issue,

identified by ASC X12 beginning segment (1/BPT04/20) Report Type Code 01 –
Product Transfer. This transaction provides MILSTRAP legacy Document Identifier
Code (DIC) D7_ functionality. The Issue Transaction function is further broken down by
the 2/PTD01/10 Product Transfer Type Code which provides the functionality of the
third position or the MILSTRAP legacy DIC. Table C14.T1 shows the specific product
transfer type code corresponding to the MILSTRAP legacy DICs.

Table C14.T1. Product Transfer Type Codes

DLMS 867I PTD01

MILSTRAP
MILSTRAP Title PRODUCT TRANSFER
Legacy DIC
TYPE CODE
D7A Issue (Own Service/Agency) SS
D7B Issue (DoD Activities) BD
D7C Issue (Non-DoD Activities) BC
D7D Issue (Grant Aid) BE
D7E Issue (Foreign Military Sales) BF
D7G Issue (Destructive Test/Evaluation) BG

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DLMS 867I PTD01

MILSTRAP
MILSTRAP Title PRODUCT TRANSFER
Legacy DIC
TYPE CODE
Issue (Furnished Materiel for
D7H BH
Consumption)
D7J Issue (Reutilization and Marketing) BI
D7K Issue (Relocation) BJ
Issue (Assembly/Disassembly/
D7L BK
Reclamation/Conversion/Modification)
Issue (Repair or Nondestructive
D7M BL
Test/Evaluation)
D7N Issue (Loan) BM
D7P Issue (Returned Purchases) BN
D7P Issue (Designated Items) BO
D7R Issue (Exchange Items) BR
D7Z Issue (Other) BQ

C14.1.2.2. Demand Transaction. Demand Transaction is DLMS 867D

Demand Reporting identified by beginning segment (1/BPT04/20) Report Type Code
TO – Demand Report. This transaction provides MILSTRAP legacy DIC DHA
functionality.

C14.1.2.3. Single Manager for Conventional Ammunition Freeze/Unfreeze

Action Transaction. SMCA Freeze/Unfreeze Action Transaction is DLMS 846F SMCA
Freeze/Unfreeze Action, identified by beginning segment (1/BIA02/20) Report Type
Code ZB – Conventional Ammunition Suspension Report. This transaction provides
MILSTRAP legacy DIC DA1/DA2 functionality.

C14.2. ISSUE

C14.2.1. General

C14.2.1.1. This section provides a standard procedure for processing Issue

information to owner/inventory control point (ICP) for the purpose of:

C14.2.1.1.1. Updating the owner/ICP record.

C14.2.1.1.2. Recording the appropriate financial transaction.

Conformance with standard line of accounting (SLOA)/accounting classification requires
any initiation of a financial business event to include SLOA mandated standard financial

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information system (SFIS) elements. 1 The DLMS issue transaction supports inclusion
of SLOA required elements. Pending full implementation of SLOA, DAAS will facilitate
interoperability by updating selected SLOA data fields based upon the initiating activity’s
Service/Agency and Fund Code. If discrete values for the SLOA data elements in the
transaction do not match data elements from the SFIS Fund Code to Fund Account
Conversion Table for the Fund Code in the transaction, reject with the DLMS 824R
Reject Advice citing Reject Advice Code BU.

C14.2.1.1.3. Providing a basis for billing the customer.

C14.2.1.2. Processing points receiving requisitions, passing actions, follow-

ups and cancellations, irrespective of format or method of transmission, will process
such transactions in accordance with their respective internal procedures.

C14.2.1.3. Internal processing methods may vary due to automated

capability and related procedures; however, the formats for output from processing point
to requisitioner and between processing points will use the formats prescribed in this
manual.

C14.2.1.4. Issue transactions are used to convey issue data to the ICP.
Issue Transactions resulting from a backorder release are identified by Issue
Transaction related Management Code M.

C14.2.1.5. Materiel from an Army Medical Materiel Agreement (AMMA) site

may be issued using local catalog identification numbers.

C14.2.2. Maintaining Accountability During Maintenance Actions

C14.2.2.1. Applicability

C14.2.2.1.1 These procedures apply to issues from inventory for

assembly, disassembly, reclamation, conversion, modification, repair, and destructive or
nondestructive test/evaluation consigned by the Department of Defense, other
Government (non-DoD) Agencies, and commercial activities.

C14.2.2.1.2. These procedures exclude repair and return of materiel

owned below the wholesale distribution system. However, DoDM 4140.01 policy and,
for commercial maintenance, the provisions of the FAR, apply.

C14.2.2.2. Accountability

C14.2.2.2.1. For organic maintenance, responsibility for maintaining the

asset balance portion of the property accountability record for DoD-owned property
being repaired resides with the activity having physical custody. Organic maintenance

1
Refer to ADC 1043/ADC 1043A

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facilities will assume accountability of materiel upon receipt at the maintenance facility
and while in its custody during maintenance actions.

C14.2.2.2.2. For Contractor maintenance, the owning DoD Component

will maintain accountability for materiel in a contractor’s possession for repair. The
contractor will have stewardship of the materiel in accordance with the requirements in
Part 52.245-1 of the Federal Acquisition Regulation and associated clauses, terms, and
conditions. The stewardship includes all government furnished property, including items
furnished for repair, and remains until the repaired assets are returned to and received
by the DoD Component.

C14.2.2.2.3. For both organic and contractor maintenance, the activity

having physical custody will provide visibility and report changes to the on-hand balance
to the materiel owner (the Principal for maintenance by DMISA).

C14.2.2.3. Requirements

C14.2.2.3.1. Collocated Storage Activity. When the maintenance

activity is collocated with a DoD storage activity, owners will direct materiel into
maintenance only from the collocated storage activity. When necessary, owners will
relocate materiel from remote storage activities to the storage activity collocated with
the maintenance activity using DLMS 940R, Materiel Release. The action will be
posted to the property accountability record using either the Issue Transaction (Issue
Relocation) or DLMS 945A, Materiel Release Advice.

C14.2.2.3.2. Organic Maintenance. The owner (Principal) will direct the

issue of materiel to the maintenance activity from the co-located storage activity. Based
on the repair schedule, the maintenance activity (Agent for maintenance by DMISA)
may initiate induction to maintenance by requisitioning the unserviceable asset from the
owner (Principal for maintenance by DMISA) under the provisions of DLM 4000.25,
Volume 2, Chapter 4, paragraph C4.2.20.

C14.2.2.3.3. DoD Component Actions. Each DoD Component will

ensure that:

C14.2.2.3.3.1. Owned inventory in the hands of the Department of

Defense, other Government (non-DoD), and commercial activities is properly accounted
for under the provisions of Volume 2, Chapter 6, Chapter 7, Chapter 12 and Chapter 13
of the DLMS Manual and, for commercial maintenance, the provisions of the Federal
Acquisition Regulation. This includes returns from field activities for repair and reissue
as wholesale inventory. The DoD Components will prescribe use of any required
internal codes to meet this requirement. (Responsibility of the owner (Principal for
maintenance by DMISA).)

C14.2.2.3.3.2. Total item property records for materiel in the

hands of maintenance activities are maintained and adjusted based on the quantity of
returned materiel and will support the DoD 7000.14-R “Department of Defense Financial

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Management Regulation” accounting and reconciliation requirements. (Responsibility of
the owner (Principal for maintenance by DMISA).)

C14.2.2.3.3.3. Contracts for commercial maintenance require the

commercial activity to report or acknowledge receipt and report shipment or
condemnation of materiel to the contracting officer. (Responsibility of the agent for
maintenance by DMISA.)

C14.2.2.3.3.4. Any needed interface between the procurement

and supply operations/functions exists to ensure that changes in inventory segment
data (stock number, quantity, supply condition code) are sent to the owner.
(Responsibility of the agent for maintenance by DMISA.) Arrangements may be made
for commercial activities to report directly to the contracting officer and/or the owner
using DLMS transactions.
C14.2.2.3.3.5. Reported data affecting inventory balances is
recorded in the total item property record. (Responsibility of the owner (Principal for
maintenance by DMISA).)

C14.2.2.3.4. Owners (Principals for maintenance by DMISA) will release

materiel from storage for maintenance action using the process in subparagraph
C14.2.2.1. Issues should be posted to the property accountability record using either
the Issue Transaction, or a DLMS 945A. Include any internal coding needed for proper
financial accounting in the transaction.

C14.2.3. Issue Supply Condition Code (SCC) Q Materiel to DLA Disposition

Services Field Office. When an inspection or technical/engineering analysis reveals a
product quality deficiency that prohibits further DoD use of the materiel, the ICP will
direct the transfer of the materiel to the DLA Disposition Services Field Office in SCC Q.
Disposal release orders and related issue transactions for this materiel must cite either
Management Code O (alpha) to identify deficient materiel that does not require
mutilation or Management Code S to identify deficient materiel that requires mutilation.
DLA Disposition Services will perform mutilation in accordance with existing guidance
for the national stock number (NSN)/type of materiel. The ICP should identify to DLA
Disposition Services any unique instructions for disposal requiring specific methods or
information regarding hazardous contents contained in the item.

C14.2.4. Issue Reversal

C14.2.4.1. Issue reversals are used to correct owner and storage activity
inventory records due to erroneous input by the storage activity.

C14.2.4.2. By Component agreement, issue reversals are authorized as a

method to adjust inventory balances as the result of a validated supply discrepancy
report (SDR). The issue reversal transaction will serve as an auditable record of this
action within storage activity and owner systems. When used for this purpose the
storage activity must include the reason for reversal code in the issue reversal
transaction to indicate a correlation with a supporting discrepancy report. Issue

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reversals used to adjust inventory records will systemically trigger a financial adjustment
by the owner system, when applicable, for discrepant shipments including, but not
limited to, shortage, wrong item, or incorrect condition. The issue for wrong item
shipments will not be reversed until after the incorrect materiel has been returned to the
storage activity (with exception by direction of the ICP to correct records where a wrong
item received is not returned).2

C14.2.4.3. Navy use only. Storage activities will cite Reason for Reversal
Code S in the issue reversal transaction when a cancellation request is issued for a
materiel/disposal release order (MRO/DRO) and the item was not shipped. The
reversal requirement stems from a timing issue. The MRO/DRO is in process, the
storage activity property accountability record was decremented and the issue
transaction was sent to the ICP to decrement to the owner balance. Subsequent to this
action, but prior to the materiel being physically shipped and a materiel release
confirmation being generated, the MRO/DRO issue action is cancelled and the materiel
is returned to stock, if necessary. An issue reversal transaction is then required to
increment the storage activity’s property accountability record and the ICP's record to
the original quantity.

C14.3. BACKORDER TRANSACTIONS. Backorder transactions are not considered

essential to supply operations under DLMS (consensus reached by the DLMS Supply
Process Review Committee (PRC)). Accordingly, there is no DLMS backorder
transaction. Under legacy MILSTRAP, Backorder transactions may be used to report
establishment or cancellation of a backorder to ICPs 3. MILSTRAP legacy Backorder
transactions are identified by the DIC DG series transactions.

C14.4. DEMAND TRANSACTIONS. The Demand Transaction may be used between

supported activities and ICPs to report the establishment or cancellation of supply
system demands, or may be used by ICPs as a technique for recording and
accumulating demands for NSN items resulting from processing DLMS requisitions,
passing orders, or other forms of supply system demands.

C14.5. LOAN TRANSACTIONS

C14.5.1. When authority is given to loan Government-owned materiel, supporting

documentation pertaining to the terms and conditions of the loan will be maintained in a
manual jacket file. As a minimum, the file should contain appropriate records to provide
information on the purpose of the loan/authorization; location(s) of the materiel;
condition of materiel at time of loan; loan duration; quantity; and value of loaned
materiel.

C14.5.2. If accountability is dropped, the Issue Transaction (Loan) will be used to

loan materiel from depot inventory to authorized recipients. Some centralized systems

2
Refer to ADC 1160. Implementation delayed.
3
Backorder transactions were eliminated from DLMS by intent after coordination with the DoD Supply
Process Review Committee (SPRC).

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do not use Issue Transactions for the issue of loan materiel; however, the applied
method should show the issue for audit and accountability purposes. For a
decentralized system, the Issue Transaction, if created by other than the ICP, may be
used.

C14.6. SINGLE MANAGER FOR CONVENTIONAL AMMUNITION

FREEZE/UNFREEZE ACTIONS

C14.6.1. Processing of transactions, such as mismatched record reconciliation

requests (DLMS 846R, Location Reconciliation Request) or materiel release denials
(DLMS 945A, Materiel Release Advice), may require the SMCA to freeze and, when
resolved, to unfreeze wholesale assets at a specific storage activity for a given stock or
part number, ownership/purpose code, and SCC.

C14.6.2. When freeze or unfreeze actions are taken based on C14.6.1, the SMCA
will provide the SMCA Freeze/Unfreeze Action Transaction to the owning DoD
Component ICP for update of the ICP wholesale financial accountable records.

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C15. CHAPTER 15
INSTALLATION CLOSURE PROCEDURES
C15.1. GENERAL

C15.1.1. Purpose. This chapter provides procedures and specifies timeframes

for installation closures. They are intended to systematically curtail supply support,
transfer mission-essential materiel, transfer materiel that is no longer required, and
redirect mission-essential requisitions for or from activities affected by installation
closures. Included are procedures for reporting all installation-owned property not to be
transferred with the mission to new location(s).

C15.1.2. Transactions. This chapter addresses the procedures and

applicable transactions relevant to installation closures. See the Defense
Logistics Management Standards Program Office Website for available formats
on the DLMS IC page. The corresponding MILSTRIP legacy 80 record position
transaction functionality is also provided for ease of interpretation by DLMS
users and to support those working in a legacy environment. In addition to the
listed MILSTRIP legacy transactions, the DLMS formats may incorporate
functionality to support Component-unique transactions as noted in the
implementation convention.

C15.1.2.1. The Requisition Cancellation Transaction is identified by the

DLMS 869C by beginning segment (1/BSI08/020 Code AC). This transaction
provides the functionality of MILSTRIP legacy DIC AC1, AC2, AC3, AC4, AC5.

C15.1.2.2. The Request for Mass Cancellation of Requisitions

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/020
Code AC and 1/BSI09/020 Code AW).1 This transaction provides the functionality
of the MILSTRIP Mass Cancellation Message (See Appendix 6.23). There is no
MILSTRIP legacy DIC equivalent.

C15.1.2.3. The Request for Universal Cancellation of Requisitions

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/020
Code AC and 1/BSI09/020 Code C).2 This transaction provides the functionality of
the MILSTRIP Universal Cancellation Message (See Appendix 6.23). There is no
MILSTRIP legacy DIC equivalent.

C15.1.2.4. The Customer Asset Report (Stock Numbered Items)

Transaction is identified by the DLMS 180M by beginning segment (1/BGN07/20

1
Mass cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132.
Delayed implementation authorized.
2
Universal cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132.
Delayed implementation authorized.

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Code FT) and baseline item data (1/BLI01/10 Code FS). This transaction provides
the functionality of MILSTRIP legacy DIC FTE.

C15.1.2.5. The Reply to Customer Asset Report Transaction is identified

by the DLMS 870M by beginning segment (1/BSR01/20 Code 7) and industry code
(2/LQ01/145 Code 0 citing FTR). This transaction provides the functionality of
MILSTRIP legacy DIC FTR.

C15.1.2.6. The Disposal Release Order (DRO) Transaction is identified

by the DLMS 940R by beginning segment (1/W0506/0200 Code NE). This
transaction provides the functionality of MILSTRIP legacy DIC A5J.

C15.2. APPLICABILITY AND SCOPE. These procedures and timeframes apply to all
DoD installations, both Continental U.S. (CONUS) and Outside the Continental U.S.
(OCONUS); DoD tenant and satellite activities; DoD inventory control points (ICP); and
DoD integrated materiel managers (IMM) processing reports for materiel no longer
required as a result of an installation closure.

C15.3. EXCLUSIONS. In addition to the exclusions cited in Chapter 11, the

procedures in this chapter do not apply to the following:

C15.3.1. bulk petroleum;

C15.3.2. inter-departmental and intra-departmental purchasing operations;

C15.3.3. forms and publications;

C15.3.4. communications security (COMSEC) equipment, COMSEC aids (keying

materiel), and all items including classified components, individual elements, and repair
parts that are classified and designated “crypto”, or that are normally handled through
crypto channels;

C15.3.5. coal and coke;

C15.3.6. related personal property reportable to GSA as a part of a real estate

package. Related personal property is classified as any property that is:

C15.3.6.1. an integral part of real property or is related to, designed for, or

specially adapted to the functional or productive capacity of the real property and
removal of this personal property would significantly diminish the economic value of the
real property. Normally, common use items, including, but not limited to, general
purpose furniture, utensils, office machines, office supplies, or general purpose vehicles
are not considered to be related personal property;

C15.3.6.2. determined by GSA to be related to the real property;

C15.3.7. installed property (Class II Plant Property);

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C15.3.8. real property.

C15.4. INSTALLATION CLOSING PROCEDURES

C15.4.1. Stratification of Inventory

C15.4.1.1. Installation Procedures. Do an inventory of all installation-owned

property upon receipt of a confirmed closure date. The inventory will include, but not
be limited to, nonconsumable items (recoverable/capitalized assets and assets on table
of allowances) and consumable items (assets on working capital fund records). Each
designated account must maintain its identity. Stratify the inventory applicable to each
designated account into three classes of property:

C15.4.1.1.1. Mission-essential and is to be transferred to a new location

with the mission.

C15.4.1.1.2. Not mission-essential but is required for local operations

during the period prior to closure.

C15.4.1.1.3. Materiel that is no longer required for operational needs.

C15.4.1.2. Tenant and Satellite Activities. Each tenant and/or satellite

activity having custody of installation-owned property must return that property to the
installation. Accountable records must reflect the returns. Use procedures in
subparagraph C15.4.1.1 to inventory and stratify tenant-owned and satellite-owned
property.

C15.4.1.3. Working Capital Fund. Relocate the DoD Component managed

working capital fund items with the mission, if mission-essential, or redistribute within
the DoD Component working capital funds. Relocate IMM items with the mission, if
mission-essential, or report to the IMM for disposition instructions.

C15.4.2. In-Process Requisitions

C15.4.2.1. Initial Requisition Review. Simultaneously with doing the

inventory, do a review of the installation requisitions. Identify requisitions that will be:

C15.4.2.1.1. continued for shipment to the unit's relocation site.

C15.4.2.1.2. continued for operational requirements until closure.

C15.4.2.1.3. canceled if materiel is no longer required for operational

needs. Cancellations will be performed by single-line cancellation if time permits. See
Chapter 4 for requisition cancellation procedures.

C15.4.2.2. Sixty-Day Review. Sixty calendar days prior to closure date,

review all requisitions again for need. If required, identify requisitions for shipment to
the relocation site. Use single-line requisition cancellation procedures to cancel

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requisitions not required. When time is insufficient to effect single-line cancellations,
use the mass or universal cancellation procedures under Chapter 27. Universal
cancellation procedures do not provide for continuation of requisitions for
shipment to a new location site.

C15.4.3. Disposition of Inventory

C15.4.3.1. Time-Phased Closing Schedule. The activity being closed will

develop a time-phased schedule to transfer mission-essential property to the new
mission location(s). The schedule will plan the movement of property at the earliest
date without impairing mission capability prior to the transfer. Transfer mission-
essential property to the new location(s) after transfer of the mission only in those
circumstances where mission-essential items are required, up to and including the last
day prior to mission transfer.

C15.4.3.2. Review of Non-Mission-Essential Items. In actions involving an

installation closure, review and process all non-mission-essential items under the
provisions of DoD Directive 5410.12, Economic Adjustment Assistance to Defense-
Impacted Communities, July 5, 2006. Begin initial review of installation-owned items
under the provision of DoD Directive 5410.12 immediately upon completion of the
inventory, including items identified as no longer required and items identified as being
necessary for operation of the installation prior to closure. Using these item lists as the
basis, make preliminary identification of related personal property as defined by the
DoD Directive 5410.12.

C15.4.3.3. Review of Host Country Agreements. In actions involving the

closure of OCONUS installations, review and process all items that are not mission-
essential and/or items that will not be transferred with the activity under agreements
between the United States and the host country. Begin the review immediately upon
completion of the inventory, including those items identified as necessary for
installation operations prior to closure.

C15.4.3.4. Reporting Excess Materiel. Immediately upon completion of the

inventory and, if time permits, not less than six months prior to the announced date of
closure, report to the appropriate ICP/IMM under Chapter 11 Materiel Returns
Program procedures all property identified as no longer needed by the installation
and not included in the preliminary list of related personal property. Do not report
excess property to GSA under Chapter 11 procedures; GSA managed materiel
should be redistributed per Service guidance, or alternatively, revert to normal
reutilization/transfer/ donation processes.

C15.4.3.5. Stratification of Property for Installation Operations. Stratify all

property that is not mission-essential, but is required to operate the installation for all or
a portion of the time remaining until closure and is not included in the preliminary list of
related personal property. Stratify items in date order when they will become excess to
operational needs. Sixty calendar days prior to the date that each item becomes
excess, report the items to the ICP/IMM under Chapter 11 procedures.

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C15.4.3.6. Reporting Personal Property Items. Report items identified as
related personal property (See C15.3.6.) to the ICP/IMM using the Customer Asset
Report (DLMS 180M) and cite Project Code 3QQ. Project Code 3QQ informs the
ICP/IMM that the item has been placed on the preliminary inventory of related personal
property designated to be transferred to the local community at the time of installation
closure. If there is a DoD requirement, delete the item(s) from the inventory of related
personal property. Do not report related personal property to GSA under materiel
returns program (MRP) procedures.

C15.4.3.7. Processing Excess Materiel. When items that have been

reported to ICPs/IMMs as no longer needed under the above guidance and Chapter
11 procedures and for which the ICPs/IMMs have indicated a requirement, process
those items using ICP/IMM materiel returns instructions.

C15.4.3.8. Excess Item Disposal. All items reported to the ICPs/IMMs as no

longer needed, and for which the ICPs/IMMs provided a Reply to Customer Asset
Report (DLMS 870M) citing Supply Status Code TC, plus items that are not
reportable to ICPs/IMMs (e.g., locally purchased non-national stock number (NSN)
items) will be disposed under DoD Component procedures. All items identified as
related personal property (See C15.3.6.) and for which there is no DoD requirement,
will remain with the installation.

C15.4.3.9. Inactive NSNs. Distribution centers having obsolete or inactive

coded NSNs on record (items without an active item manager in FLIS) will locally
prepare a DRO (DLMS 940R) citing Utilization Code M.

C15.5. PROCEDURES FOR THE INVENTORY CONTROL POINT/INTEGRATED

MATERIEL MANAGER C15.5.1. ICPs/IMMs will process customer asset reports
(DLMS 180M) for property received resulting from installation closure using Chapter 11
procedures. ICPs/IMMs will not direct the return of related personal property identified
by Project Code 3QQ unless the item is required to meet an approved force acquisition
objective and/or approved pre-positioned war reserve requirement. C15.5.2. When
appropriate, ICPs/IMMs will direct disposal of materiel resulting from base realignment
and closure (BRAC) under Chapter 16 procedures for directing materiel to DLA
Disposition Services. The resulting DRO (DLMS 940R) will cite Utilization Code M.

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C16. CHAPTER 16
DISPOSITION SERVICES
C16.1. General

C16.1.1 Purpose. This chapter prescribes policies, procedures, and transactions

relevant to DLA Disposition Services. These procedures establish guidelines for
movement of materiel to DLA Disposition Services, handling and accounting for this
materiel, and requisitioning DoD excess personal property from DLA Disposition
Services. Basic procedures such as requisitioning, status, receipt and discrepancy
reporting are documented in DLM 4000.25, Volume 2. This chapter augments those
procedures with specific procedures related to DLA Disposition Services and managing
DoD excess personal property.

C16.1.2. Transactions. This chapter includes the procedures applicable to the

following DLMS transaction functions, which are not addressed in any other chapter.
These transaction functions are DLMS enhancements with no corresponding legacy 80
record position transactions. The transaction functions are identified by their beginning
segment transaction type code or report type code. See the Defense Logistics
Management Standards (DLMS) Program Office Website for available formats on the
DLMS IC page.

C16.1.2.1. Disposition Services Turn-In Receipt Acknowledgement (TRA)

Transaction is DLMS 527R with beginning segment Transaction Type Code CJ –
Confirmation (2/BR02/020 Code CJ).

C16.1.2.2. Disposition Category Update Transaction is DLMS 846C with

beginning segment Report Type Code PC – Process Change Notice (1/BIA02/0200
Code PC)

C16.1.2.3. Disposition Category Update Response Transaction is DLMS

846C with beginning segment Report Type Code 09 – Progress Report (1/BIA02/0200
Code 09). Disposition Category Update Responses Transactions are further broken
down by beginning segment Action Codes (1/BIA06/0200).

C16.1.2.3.1. Action Code 2 – Change (Update). DLA Disposition

Services Field Office uses to notify the DLA Disposition Services ICP that the proposed
Disposition Category Code DS – Disposal will be overturned with a Disposition
Category Code S – Sales.

C16.1.2.3.2. Action Code CF – Confirm. DLA Disposition Services Field

Office uses to confirm the Disposition Category Code DS – Disposal assigned to the
DTID by the DLA Disposition Services ICP.

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C16.1.2.3.3. Action Code DE – Deny. DLA Disposition Services Field
Office uses to deny the Disposition Category Code DS – Disposal assigned to the DTID
by the DLA Disposition Services ICP.

C16.1.2.4. Accumulation Number Update Transaction is DLMS 846C with

beginning segment Report Type Code RA – Revision Announcement (1/BIA02/0200
Code RA). DLA Disposition Services ICP sends this transaction to the DLA Disposition
Services Field Office to advise of a change in the disposition services accumulation
number.

C16.2. REQUISITIONING DOD EXCESS PERSONAL PROPERTY FROM THE

DISPOSITION SERVICES

C16.2.1. General

C16.2.1.1. Excess Property Requisition. DoD activities and, under certain

circumstances, authorized Federal civil agencies, requisition excess personal property
through the DLA Disposition Services or directly from a DLA Disposition Services Field
Office. Activities will request, through an accountable supply officer, only that property
authorized by parent headquarters or command and will not request quantities of
property that exceed authorized retention quantities. The DoD Component will give
DLA Disposition Services the Federal condition codes that are acceptable in relation to
the supply condition code (SCC) being requisitioned. DLA Disposition Services
maintains a standardized and centralized control and accounting system for all excess
and surplus personal property located in DLA Disposition Services Field Offices, and
provides visibility of such property through a variety of utilization screening procedures.
(see DoD 4160.21-M, “Defense Materiel Disposition Manual,” August 1997 for utilization
policy and procedures.)

C16.2.1.2. Use of Defense Logistics Management Standards 511R. DoD

activities will send requisitions using the Defense Logistics Management Standards
(DLMS) 511R Requisition, for excess personal property to DLA Disposition Services.
The requisition may be hand carried to DLA Disposition Services Field Offices for
property previously selected, scheduled for pickup, or required as a result of screening
at DLA Disposition Services Field Offices. Always cite the DoD activity address code
(DoDAAC) of the DLA Disposition Services Field Office in requisitions hand carried to a
DLA Disposition Services Field Office. Activities or units unable to send requisitions
electronically may forward them directly to DLA Disposition Services by mail or by
narrative message, but will consider this a nonstandard procedure and discontinue its
use as soon as the ability to use an electronic method is realized.

C16.2.2. Submission of Requisitions to DLA Disposition Services

C16.2.2.1. General. When DLA Disposition Services is notified of a turn-in to

a DLA Disposition Services Field Office, via a DLMS 527R Receipt transaction
containing Disposition Category Code RU Reutilization (see C16.2.2.1.2) the disposal
turn-in document (DTID) and/or property is considered eligible for requisitioning and

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placed in a reutilization cycle that determines eligibility to requisition the item. There are
four different continental United States (CONUS) screening periods within the
reutilization/transfer/donation (RTD) formal screening cycle: DoD Formal and Special
Programs (Screening Cycle Code = DOD), General Services Administration (Screening
Cycle Code = GSA), Donation (Screening Cycle Code = DON), and a second RTD
screening cycle for items eligible to RTD customers (Screening Cycle Code = RTD2).
Outside continental United States (OCONUS) Screening Cycle Codes are FEPP (for
Department of Defense, DoD Special Programs and federal Civil Agencies); FEPD (for
Donation); and RTD2 for all others. DoD customers can requisition an item at any time
during the cycle; however, non DoD agencies and groups only have access to the item
once it reaches a certain day within that cycle.

C16.2.2.1.1. Reutilization/Transfer/Donation Property. All customers

will have a valid DoDAAC in order to requisition DLA Disposition Services’ RTD
property. Requisitions may be generated for DLA Disposition Services’ property via the
DLA Disposition Services RTD Web, GSA Web, or from Service/Agency supply
systems. However, RTD Web will be the single interface by which DLA Disposition
Services receives requisitions. GSA Web and Service supply system orders will be
routed by Transactions Services to RTD Web prior to DLA Disposition Services. Once
processed by RTD Web, any additional information/data elements that are maintained
within RTD to facilitate processing will be added to the requisition documents and
transmitted to DLA Disposition Services.

C16.2.2.1.2. FMS Requisitions of Reutilization Property. All requisitions

sent to DLA Disposition Services for property assigned Disposition Category Code RU
are considered free-issue, except requisitions from foreign military sales (FMS)
customers. DLA Disposition Services supports two types of FMS Customers, identified
as FMS Sales Case Customers and FMS Grant Case Customers. Both customers
generate packing, crating, and handling (PC&H) costs; however, FMS Sales Case
Customers are charged additional costs determined from the acquisition value of the
NSN and factoring in the depreciation value based on the condition code, multiplied by
the quantity on the Materiel Release. The FMS charges are calculated in EBS, then
transferred to DSS via DLMS 940R with the Present Market Value. Once DSS performs
the good pick for the FMS requisition, DSS will send a DLMS 945A to EBS in addition to
printing these charges on the bottom portion of the DD 1348-1A. The Present Market
Value will identify FMS Costs and allow systems to convey this calculated value across
multiple platforms for auditability. For FMS Sales Customers, this is the PC&H charges
in addition to calculated sales charges. For FMS Grant Customers, the FMS Costs will
identify only FMS PC&H charges. Passing this information will allow for proper financial
accountability. Additionally, when the DD 1348-1A prints, the continuation sheet will
include Foreign Military Sales Cost Information, printed as “FMS Costs”. The funds
appropriation/funds cite will be perpetuated to the field office on the DLMS 940R
Materiel Release Order (MRO) at the time the item is issued. Conformance with
standard line of accounting (SLOA)/accounting classification requires any initiation of a
financial business event to include SLOA mandated standard financial information

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system (SFIS) elements. 1 The DLMS MRO transaction supports inclusion of SLOA
required elements.

C16.2.2.1.3. DTID Number and Suffix Code on Requisitions. Service

system generated requisitions for DLA Disposition Services’ owned property are routed
by Transaction Services to RTD Web and are not required to cite a DTID number, or
DTID number and suffix, unless a specific property turn-in is being requested to fill the
order. All customer requisitions originating via the RTD Web and GSA requisitions
submitted to RTD Web are required to site a specific DTID number, or DTID number
and suffix, as applicable. All requisitions forwarded from RTD Web to DLA Disposition
Services for fulfillment, including Service system requisitions initially submitted without a
DTID number, will cite a DTID number, or DTID number and suffix, as applicable.

C16.2.2.1.4. Want Lists. RTD Web customers are able to set up

customized want lists within RTD Web. Want lists enable an automatic search of
inventory and provide e-mail notification if the specific property becomes available.
Customers will log in to RTD Web to initiate the requisition request, or generate a
requisition from the Service supply system.

C16.2.2.2. Submission of Service System Generated Requisitions. RTD

Web will provide a daily asset inventory file to Transaction Services to enable the
Services to generate DLMS or legacy 80-record position format requisitions originating
from their own supply systems based on the asset inventory file. Transaction Services
has a documented agreement with each customer to provide the asset inventory file
under the Integrated Data Environment (IDE) initiative. Military Service/Agency supply
systems, external to the DLA Disposition Services RTD Web, may direct requisitions to
DLA Disposition Services Routing Identifier Code (RIC) S9D without regard to specific
DTID numbers contained within DLA Disposition Services’ inventory. These requisitions
will be forwarded by Transaction Services to the RTD Web for processing.

C16.2.2.3. RTD Web Generated Requisitions. Items that are within the
reutilization cycles are reported daily by DLA Disposition Services via a property
characteristic flat file to RTD Web when the Screening Cycle Code is either DOD or
RTD2. This daily file to the RTD Web notifies the Web application of the available
items. RTD Web maintains rules that determine eligibility to requisition specific items.
For all requisitions prepared/generated within RTD Web, the document numbers will be
constructed using the customer’s DoDAAC, the current ordinal date, and a serial
number. The serial number may begin with a specific letter value based upon the
applicable business process as directed below.

C16.2.2.3.1. Submission of Requisitions for Items Identified to a

Container. To facilitate RTD, DLA Disposition Services employs a containerization
process whereby the DTID number or DTID number and suffix, of similar turned-in items
is associated to a container and made visible to customers. Using this visibility,
customers have the option of requisitioning either the whole container (through RTD

1
Refer to ADC 1043.

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Web only) or specific items from within the container. A separate requisition identifying
the disposition services container identification (ID) is sent for each item ordered by the
customer. If the customer selects the entire container, a separate requisition is still
generated for each item within the container. Where multiple document numbers are
needed to support customers ordering containerized property, the RTD Web-generated
document number will assign serial numbers beginning with utilization code R. The
generation of a distinct document number for each item ordered allows the customer to
have visibility and status relative to the processing of each requisition, maintains
container synchronization, and facilitates inventory control. In addition to the disposition
services container ID mentioned above, when the customer selects the entire container,
each individual DLMS 511R Requisition (Transaction Type Code A0) will include an
indicator (i.e., Container Issued in Full) to communicate that the whole container is
being requisitioned and total of the DTID numbers within the container.

C16.2.2.3.2. Local Stock Number Requisitioning. Local stock number

(LSN) requisitioning will be available only via RTD Web. All property marketed via RTD
Web will be by DLA Disposition Services’ LSN or NSN. In cases where an item is
available for requisitioning in less than the standard unit of issue, the resulting
requisition transaction sent to DLA Disposition Services will include the ‘unit of use’
indicator to define the quantity and unit of measure as applicable to unit of use. The
LSN will be identified as the primary identification and the NSN will be provided for
cross reference.

C16.2.2.4. General Services Administration (GSA) Web Requisitioning.

Items that are within the reutilization cycles are reported daily by DLA Disposition
Services via a property characteristic flat file to the GSA Web when the Screening Cycle
Code is GSA or DON for CONUS, and FEPP or FEPD for OCONUS. This daily file to
GSA notifies the GSA Web of the available items. GSA Web maintains rules that
determine who is eligible to requisition specific items. GSA customers are then able to
requisition these items by generating a requisition. A daily batch file will be sent to
Transaction Services. Legacy 80-record position requisitions will be converted by
Transaction Services into DLMS 511R Requisition transactions and sent to RTD Web
for processing. GSA will use the DTID number as the item control number which, along
with a document number for each requisition, will be sent to RTD Web.

C16.2.2.5. Special Programs for Non-DoD/Non-Federal Agency

Requisitioners. DLA Disposition Services provides support to federally authorized
Special Programs, including organizations that are neither a Federal agency nor a DoD
entity. Under policies set forth within the Department of Defense, these organizations
are authorized to requisition materiel from DLA Disposition Services. Non-DoD and
non-Federal programs requiring DoDAACs are controlled under unique series
DoDAACs beginning with a numeric followed by alpha characters in the first two
positions. See DLMS Volume 6, (C2.1.2.1.). Policy changes in the DoDM 4160.21
identify that DoD Customers must have priority during the reutilization cycle over
Special Programs Customers, and requisitions will no longer be obligated to Special
Programs (to include FMS) during the DoD Customer Cycle. This results in DoD
Special Program Customers having their requisitions held in EBS until day 14.

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However, there are situations in support of customers or disaster relief efforts when
Disposition Services will require immediate support for special programs; one example
is customer support for FEMA. In order to support the Special Programs customers,
the DLMS 511R Requisition will provide a Special Programs Hold Override Indicator,
allowing these customers the ability to bypass the required hold period for these
special circumstances.

C16.2.2.5.1. DLA Disposition Services 2Y Series DoDAACs. DLA

Disposition Services’ Special Program DoDAACs will be reserved under the 2Y series.
See DLMS Volume 2, Appendix 7, Service and Agency Codes). The 2Y Series
DoDAACs will be populated with DoDAAC Authority Code 04, Authorized to Requisition
DLA Disposition Services’ Materiel Only (see DLMS Volume 2, (C4.10.12, Table C4.T3)
and the DoDAAC authority codes link in Volume 6 (C2.4.4.2, Table C2.T2). DLA
Disposition Services will submit a letter to the DoD activity address directory (DoDAAD)
Administrator (via the DLA DoDAAC central service points) designating the DLA
DoDAAC monitor(s) responsible for establishing and maintaining the 2Y series
DoDAACs.

C16.2.2.5.2. DoDAAC Assignments. DLA Disposition Services will

ensure DoDAACs are only issued to authorized entities for authorized materiels for
each special program. Initial DoDAAC assignments are as follows:

C16.2.2.5.2.1. DoD Computers for Learning Program - 2YC.

Allows for the transfer of excess DoD computer hardware/information technology (IT
equipment) to eligible elementary and secondary schools within the United States.

C16.2.2.5.2.2. Veterans Industries - 2YD. This vocational

rehabilitation program, which provides temporary and permanent staffing for
manufacturing, warehouse construction and office support, as well as outsourced
support in assembly, packaging, sorting, grading, reclaiming, and recycling, is
authorized to requisition excess property from DLA Disposition Services.

C16.2.2.5.2.3. DoD Firefighter Program - 2YF. Allows the transfer

of excess property to firefighting agencies for use in fire protection and emergency
service activities.

C16.2.2.5.2.4. Law Enforcement Support - 2YT. Allows the

transfer of excess DoD property to Federal and State law enforcement agencies.

C16.2.2.5.2.5. Civil Air Patrol - 2YX. Allows the Civil Air Patrol
(CAP), as the official auxiliary of the United States Air Force, to receive excess and
Federal excess personal property (FEPP) without reimbursement.

C16.2.3. Receipt of Requisitions by DLA Disposition Services. Upon receipt of the

requisition, DLA Disposition Services will select the requested item for issue or provide
appropriate supply status if not available. If requested materiel is not available, DLA
Disposition Services will keep the requisition on file for 60 calendar days and send a
DLMS 870S Supply Status with Status Code B1 to the requisitioner. If all of the

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requested materiel does not become available during the 60 calendar day period, DLA
Disposition Services will cancel the remaining unfilled quantity and send a DLMS 870S
with Status Code D1 to the requisitioner.

C16.2.4. Processing Requisitions by DLA Disposition Services and the RTD

Website

C16.2.4.1. Materiel Release. The MRO (Transaction Type Code NA) will be
used to direct the release of property from a DLA Disposition Services Field Office. The
MRO will be sent from DLA Disposition Services to the field office when materiel is
being issued as a result of sales, reutilization, transfer, or donation. The materiel
release process will be accomplished at the DTID number or DTID number and suffix,
level of detail. The rules in DLMS Volume 2, Chapter 4 apply to the MRO process;
however, the transaction may contain the following additional data to support disposal
processing as described below: DTID number, or DTID number and suffix, disposition
services container ID, container issued in full indicator, minimum/maximum ship
quantity, sales order reference number, complete container count, transportation mode
or method, cancellation mandatory/optional flag, customer type, DEMIL code, DEMIL
integrity code, and/or funds appropriation number. Upon shipment of the materiel for
each MRO, the DLA Disposition Services Field Office will send the DLMS 856S
Shipment Status (Type Transaction Code AS_) transaction to the customer. The
transaction will contain the DTID number or DTID number and suffix of the original
document number, and associated disposition services container ID.

C16.2.4.1.1. Disposal Turn in Document Number. The DTID number or

DTID number and suffix will be passed to DLA Disposition Services Field Offices on
every MRO sent to DLA Disposition Services Field Offices for a usable property. This
will allow materiel to be released at a more detailed level of inventory.

C16.2.4.1.2. Customer Pick Up. Information contained in the MRO will

indicate whether the materiel will be picked up by the customer or shipped. DoD
Transportation Mode Code X will be used to indicate customer pick up; otherwise, the
data element will be left blank.

C16.2.4.1.3. Minimum/Maximum Ship Quantity. These quantities will

identify allowable over and under release quantities.

C16.2.4.1.4. Disposition Services Customer Type. This data element is

used by the DLA Disposition Services Field Office to prioritize the workload of MROs.
The codes used are: R (Reutilization) – DoD agencies and programs that are provided
for by regulation; T (Transfer) - Customers that are Federal agencies that may receive
property from other Federal agencies; D (Donation) - Customers that are non-profit
organizations that work with the State Agencies for Surplus Property (SASPs) to
withdraw DoD property; and S (Sales).

C16.2.4.1.5. Processing Requisitions Identified to a Container. When

DLA Disposition Services receives a requisition with the container issued in full

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indicator, the information will be used to insure all requisitions for that container are
received and processed appropriately. MROs generated by DLA Disposition Services
for requisitioned items associated with a container will identify the disposition services
container ID. In addition to the disposition services container ID, MRO transactions
generated based on the customer ordering the entire container will contain a container
issued in full indicator and the count of total of DTID numbers or DTID numbers and
suffix within the container. This allows DLA Disposition Services Field Offices to insure
that an MRO for each item/DTID number or DTID number and suffix associated with a
container is received and processed. Upon shipment of the materiel for each MRO, the
DLA Disposition Services Field Offices will send the DLMS 856S Shipment Status (Type
Transaction Code AS) transaction to the customer, containing the DTID number or
DTID number and suffix, the customer’s original requisition number, and the associated
disposition services container ID.

C16.2.4.1.6. Demilitarization Code and Demilitarization Integrity Code.

DLA Disposition Services passes these data elements to the DLA Disposition Services
Field Offices in order to validate that property is still eligible for requisition by a particular
customer prior to the physical release of property. Based upon frequency and timing of
updates, the DEMIL and DEMIL integrity codes resident in DLA Disposition Services
Field Office records may be more current than the data passed in the MRO by DLA
Disposition Services. Therefore, if the DEMIL code sent on the MRO does not match
the DLA Disposition Services field office record, the field office will hold the property for
a period of time to allow DLA Disposition Services records to be updated, and send an
MRO cancellation if necessary. Additionally, if the DEMIL Code is Q, the field office will
also validate the DEMIL integrity codes prior to release. If, at the end of an established
waiting period, DLA Disposition Services has not sent the MRO cancellation, the field
office will resume processing.

C16.2.4.1.7. Local Stock Number/Unit of Use. The MRO will carry the
unit of use LSN and the cross-reference NSN. The unit of use indicator will define the
quantity and unit of measure as applicable to unit of use. See C16.6.9. for assignment
and use of LSNs, including unit of use LSNs.

C16.2.4.1.8. Funds Appropriation Number. This number will be used on

the MRO to calculate transportation costs that may be associated with certain orders
that are shipped to RTD customers. For FMS orders, it is required by the Traffic
Management Office (TMO) in order to correctly charge shipping costs.

C16.2.4.1.9. Materiel Release Orders in Support of Public Sales. In

support of public sales, the DLMS 940R, MRO sent to DLA Disposition Services Field
Offices to direct release of a sales order line item will contain an original document
number (ODN), constructed using a valid DLA Disposition Services DoDAAC as the
primary document number in the transaction. The DTID number or DTID number and
suffix identifying the property will be carried as a secondary reference number. The
sales order reference number will be passed in each transaction as secondary to the
DTID number, except when the line item relates to a CV term sale, then the delivery
order term sales contract number will be passed in addition to the DTID number. This

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will enable the field office to identify all associated MROs into a single pick order. The
supplementary address will contain the valid DLA Disposition Services public sales
DoDAAC, along with Signal Code K indicating ship to and bill to supplementary
address. Public sales MROs will contain a DoD Transportation Mode Code of X to
indicate customer pick up. Additionally, these MROs will contain the public customer’s
first and last name as exception data, which will be used by field office personnel
responsible for supervising customer removals to verify the correct customer is
removing the property. Once property is removed, the field office will send a DLMS
945A Materiel Release Confirmation transaction, containing the associated ODN and
DTID number or DTID number and suffix, to DLA Disposition Services.

C16.2.4.2. Materiel Release Order Denial. The DLA Disposition Services

Field Office will send DLA Disposition Services the DLMS 945A, Materiel Release Order
Denial (Transaction Type Code NK), with the appropriate management code, to
communicate a denial for materiel when materiel no longer exists or when materiel has
been damaged prior to customer pickup. This will include the use of denial
Management Code Q for instances where there is enough on-hand materiel to fill the
order, but not enough materiel on the DTID number or DTID number and suffix specified
on the MRO.

C16.2.4.3. Materiel Release Confirmation. When confirming MROs, the DLA

Disposition Services Field Office will provide the DLMS 945A, Materiel Release
Confirmation (Transaction Type Code NJ) to the DLA Disposition Services following the
prescribed rules in DLMS Volume 2, Chapter 4. However, in addition, this transaction
will always contain the DTID number or DTID number and suffix or a unique control
number (UCN) assigned by DLA Disposition Services during receipt and carried as a
DTID number allowing release at a more detailed level of inventory.

C16.2.4.4. Follow-up for Materiel Release Order Status. The DLMS 940R,
MRO Follow-Up (Transaction Type Code NB) will be used to communicate the follow-up
request for status on open MROs. The DLA Disposition Services Field Office will
provide MRO status using the DLMS 945A, Materiel Release Order Status (Transaction
Type Code NL), as prescribed in DLMS Volume 2, Chapter 4.

C16.2.4.5. Requisition and Materiel Release Cancellation

C16.2.4.5.1. Customer Requisition Cancellations

C16.2.4.5.1.1. Customer Requisition Cancellations Based on RTD

Preparation of the DLMS 869C (DIC AC_), Customer Cancellation Request. Service
system customers and RTD Web customers have the option to cancel a submitted
requisition prior to receiving the inventory from DLA Disposition Services.

C16.2.4.5.1.2. RTD and GSA Web Customer Cancellations. RTD

and GSA Web customers may access the RTD or GSA Web application to view existing
requisitions and choose to cancel. As a result, a separate DLMS 869C, Customer
Cancellation Request, will be sent to DLA Disposition Services along with the DTID

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number or DTID number and suffix for the item that is being cancelled. When the
cancellation involves a unit of use LSN, the DLMS 869C will carry the unit of use LSN
and the cross-reference NSN. The unit of use indicator will define the quantity and unit
of measure as applicable to unit of use. See C16.6.9 for assignment and use of LSNs,
including unit of use LSNs. DLA Disposition Services will use the DTID number or DTID
number and suffix as well as the requisition document number and suffix when
applicable, to identify and attempt to cancel the order. If no MRO has been generated,
the DLA Disposition Services can cancel immediately and adjust available inventory
accordingly. If an MRO has been generated to the DLA Disposition Services Field
Office and is open, then DLA Disposition Services will attempt to cancel the MRO.

C16.2.4.5.1.3. Customer Submission of DLMS 869C Cancellations

Subsequent to Transmission of DLMS Supply Status. In certain instances, the RTD
Web will be required to generate document number suffix codes as needed to fill the
requisitioned quantity using property associated with multiple DTID number or DTID
number and suffixes (see C16.2.4.5.1.2.). Supply status will be provided under the
requisitioned document number/suffix code combination citing the DTID number or
DTID number and suffix value associated with each suffix. Therefore, customer
cancellations submitted via the DLMS 869C from Service/Agency supply systems may
be prepared using the document number and applicable suffix code from the supply
status when applicable. Component supply systems may also cancel requisitions by
document number and quantity alone, requiring the RTD Web to determine the
appropriate suffix/DTID number or DTID number and suffix combinations to cancel. The
RTD Web would then construct the individual DLMS 869C transactions and forward to
DLA Disposition Services.

C16.2.4.5.2. MRO Cancellations Requiring an MRO Cancellation

Request Transaction. The DLMS 940R, MRO Cancellation Request (Transaction Type
Code ND) will be used to request cancellation of an MRO, and to follow-up on
cancellation requests for which there has been no response. The MRO cancellation
request can be triggered either by the customer’s submission of a DLMS 869C,
Cancellation (Transaction Type Code AC) as described above, or systemically by DLA
Disposition Services if required payment is not received or when an item property
characteristics change affects the customer’s eligibility to receive the property, (e.g.,
DEMIL code change). The MRO cancellation request will contain the DTID number or
DTID number and suffix of the materiel to be cancelled and may contain a Disposition
Services Indicator for Cancellation Action Mandatory. Normally systemic cancellations
requested by DLA Disposition Services will carry the mandatory cancellation indicator.
The field office will reply to the MRO Cancellation Request with a DLMS 945A, Materiel
Release Cancellation Advice (Transaction Type Code NR) or Materiel Release Status
(Transaction Type Code NL). Upon receipt of the DLMS 945A, the DLA Disposition
Services will adjust inventory as appropriate. For unit of use LSNs, the DLMS 945A will
carry the unit of use LSN and the cross-reference NSN. The unit of use indicator will
define the quantity and unit of measure as applicable to unit of use. See C16.6.9 for
assignment and use of LSNs, including unit of use LSNs.

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C16.2.4.5.3. Customer Requisition Cancellation without Submission of a
DLMS 869C, Customer Cancellation Request (Transaction Type Code AC) or the
Subsequent DLMS 940R, Materiel Release Order Cancellation Request (Transaction
Type Code ND). DLA Disposition Services allows cancellation of submitted requisitions
based upon the customer declining the ordered materiel available for pick up at the DLA
Disposition Services Field Office. In these instances, the DLA Disposition Services
Field Office will notify DLA Disposition Services of the cancellation by providing the
DLMS 945A, Materiel Release Order Cancellation Confirmation (Transaction Type
Code NR), that will contain DLMS Cancellation Reason Code YD (DLA Disposition
Services Customer No-Show), YE (DLA Disposition Services Sales Customer Refused
– Penalty May Apply), YF (DLA Disposition Services Sales Customer Refused – No
Penalty), YG (DLA Disposition Services Sales Reutilization/Transfer/Donation (RTD)
Customer Declined with Prior Notice), YH (DLA Disposition Services RTD Customer
Refused Without Prior Notice), or YI (DLA Disposition Services Commercial Venture
(CV) Rejected by CV Customer), as appropriate. Subsequently, DLA Disposition
Services will communicate requisition status to their RTD Web in order to make the
cancellation visible to the customer.

C16.2.4.5.4. Mass Cancellation Request. DLA Disposition Services will

not process mass cancellation requests.

C16.2.4.6. Generation of Issue Release/Receipt Document (IRRD) (DD Form

1348-1A/1348-2 for Issues of DLA Disposition Services Owned Property by the DLA
Disposition Services Field Office Subsequent to Receipt of the DLMS 940R, Materiel
Release Order (Transaction Type Code NA). Shipments of DLA Disposition Services
owned property will follow all instructions regarding the data requirement(s) contained in
Chapter 29, Release and Receipt of Materiel, relative to the DD Form 1348-1A/1348-2
(and the continuation sheet, if required) including those instructions relative to items
requiring serial number tracking and/or tracking under DoD Item Unique Identification
(IUID) business rules (inclusive of barcodes). By exception, when materiel is sold to a
CV contractor, the storage site has the option to suppress printing of the DD Form
1348-1A. When no IRRD is prepared, DLA Disposition Services will utilize the
Workload Location List in lieu of the IRRD as the document transferring ownership from
the Government to the CV contractor. The Workload Location List will identify all
document numbers associated with the CV delivery order, materiel identification by
NIIN, and applicable quantities. A copy of the Workload Location List will be retained by
the field office. The CV contractor is responsible for picking up the property at the
storage site.

C16.2.4.6.1 Issue Process. The DLA Disposition Services issue process

will also include the use of printed data in Block 27 of the DD Form 1348-1A or 1348-2
(and the continuation sheet, if needed) to support issues of DLA Disposition Services
owned property. The printed data will support the issue process by providing additional
warehouse/shipping instructions and property information such as:

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C16.2.4.6.1.1 Exception Shipping Addresses

C16.2.4.6.1.2 Special Shipping Instructions

C16.2.4.6.1.3 Fund Citations

C16.2.4.6.1.4 Foreign Military Sales Proceeds Information

C16.2.4.6.1.5 Type of Property Being Shipped

C16.2.4.6.2. Printed Data. The printed data will also provide

information/instructions to the requisitioning customer regarding the property, such as
instructions for return of unneeded property requiring demilitarization and/or
reimbursement indicator instructions.

C16.2.4.6.3 Additional Printed Data. Additional data to be printed in

Block 27, is not communicated to the DLA Disposition Services Field Office(s) via the
DLMS 940R MRO, rather the field office system will have resident logic and data that
allows this data to be derived based upon current information provided in the release
transaction. Business rules and criteria for entering the instructions identified will be
determined by DLA Disposition Services and loaded/maintained in tables within the field
office’s distribution system.

C16.2.4.7. Military Service/Agency Supply System Generated Requisitions.

Once the RTD Web receives Military Service/Agency supply system generated
requisitions, if a DTID number or DTID number and suffix is not identified, the DLA
Disposition Services’ inventory will be searched regardless of property location.

C16.2.4.7.1. Absence of a Cited DTID Number or DTID Number and

Suffix. When a DTID number or DTID number and suffix is not cited on a requisition
transaction, the RTD Web will determine the applicable DTID numbers or DTID number
and suffixes necessary to fill the requisition, since DLA Disposition Services’ property is
managed by LSN/NSN and DTID number or DTID number and suffix. Each LSN/NSN
and DTID number combination will be associated with a separate transaction.
Therefore, in instances where property is physically located in multiple locations, or
multiple DTID numbers or DTID number and suffixes are required to satisfy the
requisition quantity, the RTD Web will be required to generate separate requisitions to
DLA Disposition Services including the customer-assigned document number and
sequentially assigned suffixes as needed to fill the requested quantity.

C16.2.4.7.2. Identification of Partial Fill Action. When the above occurs,

the first partial fill action will be identified by the original document number submitted by
the customer and will cite Suffix Code A. For the open quantity remaining on the
requisition, RTD Web will select the next available DTID number or DTID number and
suffix and generate additional document number suffix codes as needed.

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C16.2.4.7.3. Processing Status. RTD Web will provide processing
status via the DLMS 870S Supply Status transactions for the original customer
document number including any suffix codes assigned by RTD Web.

C16.2.4.8. RTD Web Requisitioning

C16.2.4.8.1. Prioritization Logic in RTD Web. When RTD Web receives

the property characteristics file from DLA Disposition Services for items applicable to
Screening Cycle Codes DOD or RTD2, these items will be visible on the web to all
eligible customers. RTD Web uses prioritization logic to assign precedence to
requisitions based on the type of customer requisitioning the item. The prioritization
logic will be applied in a 24-hour cycle. As requisitions are generated in RTD Web, they
are sent to DLA Disposition Services via Transaction Services. At the end of the 24-
hour cycle, depending upon the timing of the request and the highest priority for the
requisitioned item, RTD Web will determine which requisition(s) to fill. All other
requisitions for the property/DTID number will be cancelled via notification from DLA
Disposition Services to RTD Web. If the requisition originated from the RTD Web, RTD
Web will cancel the requisition. When the user logs on, the cancellation(s) will be
visible in their account. If the requisition originated from a Service/Agency supply
system, RTD web will generate the DLMS 870S Supply Status with Status Code BQ to
the Service’s supply system indicating cancellation.

C16.2.4.8.2. Prioritization. Prioritization will be applied to customers

based on the following criteria:

• U.S. DoD Military Customers, Priority Designator (PD) 1-15 (based upon
Force/Activity Designator (F/AD) and Urgency of Need Designator (UND)).
• Law Enforcement Support Office (LESO), PD 15
• Senior Reserve Officers Training Corps (SROTC), PD 12-15
• National Guard Units, PD 12-15
• Deploying National Guard Units, PD varies based upon DoDAAC and/or F/AD
assignment.
• All Special Programs and walk-ins, PD 15
• Humanitarian Assistance Program (HAP), PD 15
• DoD or Service Museums, PD 15
• Computers for Learning (CFL), PD 15
• Morale, Welfare, Recreation Activities (MWRA), PD 15
• Military Affiliated Radio System (MARS), PD 15
• Civil Air Patrol (CAP), PD 15
• DoD Contractors, PD 15
• Foreign Military Sales (FMS), PD 15

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C16.2.4.8.3. Exceptions to 24-Hour Processing Cycle. The two
exceptions that can alter the 24-hour processing cycle are customer walk-in requisitions
and FMS requisitions.

C16.2.4.8.3.1. Customer Walk-ins. Customers who walk-in to a

DLA Disposition Services Field Office and wish to requisition property will do so via RTD
Web. These requisitions will be identified on the DLMS 511R Requisition transaction
sent to DLA Disposition Services by the entry of disposition services indicator and
unique document number with serial number beginning with L. These walk-in
requisitions will be processed immediately. DLA Disposition Services will verify any
pending requisitions for this item by DTID number or DTID number and suffix and fill all,
part, or none of the walk-in requisition quantity, based upon the presence or absence of
higher priority orders.

C16.2.4.8.3.2. Foreign Military Sales Customers.

DLA Disposition Services supports FMS customers by passing the FMS Case Number.
The FMS Case Number for Disposition Services is the concatenation of three separate
and discrete data elements comprising the Security Cooperation (SC) Customer Code,
the SC Implementing Agency Code, and the SC Case Designator. EBSO has designed
the DLMS transactions for consistent use of these three data elements across multiple
domains. FMS customers with access to RTD Web have the option of freezing property
by FMS Case number. The capability to freeze items is provided to facilitate the State
Department approval process for FMS customer eligibility. During the approval
process, the items are flagged as frozen both in DLA Disposition Services and at the
field office, and are not advertised on the RTD Web to other customers. Using RTD
Web, DLA Disposition Services Battle Creek HQ FMS Office will create reports of all
items that are currently frozen and field offices will have the ability to print out a placard
to place on the frozen items to insure walk-in customers know the item is not available.
If an FMS freeze is in place, the property will not be available for screening for any other
customer.

C16.2.4.8.3.2.1. During the FMS approval process performed

by DLA Dispositon Services Battle Creek HQ FMS Office, FMS Customers will require
freezing inventory until the final approval of the FMS Case. This will be accomplished
by RTD Web sending EBS the DLMS 511R requisition with the freeze code populated.
Upon retrieval of the 511R from RTD Web to EBS, EBS will send DSS a DLMS 940S
Materiel Staging Request to initiate freezing of the assets (Service Performed Code F
with Event Identification F). The DLMS 940S must include the Security Cooperation
(SC) Customer Code, SC Implementing Agency Code, and SC Case Designator.
These three pieces of information will be concatenated to construct the FMS Case
Number (formatted as XX-X-XXX). The field office will also provide the specific
warehouse location for this materiel. Once DSS receives the DLMS 940S directing the
freeze action, DSS will relocate the asset to a FMS freeze area. When this action is
finalized, DSS will provide a DLMS 943A Warehouse Service Advice with confirmation
and print a re-warehouse label that will include the FMS Case Number and FMS asset
identification, and affix this to the property.

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C16.2.4.8.3.2.2. It may be necessary to relocate frozen
materiel from one field office to another. When this occurs, DLA Disposition Services
will provide a DLMS 527D PMR to the new location including the freeze indicator and
the FMS Case Number data elements. These will be perpetuated to the DLMS 527R
Receipt.

C16.2.4.8.3.2.3. Once the FMS customer receives approval to

acquire the item, RTD Web will send EBS a notification to release the freeze for
requisition (“unfreeze for requisition” action) for the FMS assets (via direct feed from
RTD to EBS). Concurrently, RTD Web sends a requisition for that property to EBS.
EBS will source the property to the FMS customer sending DSS the DLMS 940R to
release the particular asset including a freeze indicator so that the property for this case
is allocated from the FMS frozen warehouse location in DSS.

C16.2.4.9. Providing Status to Customers

C16.2.4.9.1. Processing Status for Service/Agency and GSA Web

Requisitions. For Service/Agency supply system generated requisitions and GSA Web
submitted requisitions, RTD Web will provide processing status via the DLMS 870S
Supply Status transaction, citing the applicable status code found in Appendix 7.16 on
the DLMS Website. As supply status on these requisitions is updated, RTD Web will
provide supply status updates to ensure customers have the most current information
available on their requisitions.

C16.2.4.9.2. Requisition Visibility in RTD Web. For requisitions

originated within RTD Web, customers will have the ability to view current status of all
their submitted requisitions on their account at the RTD Web Website. No DLMS 870S
Supply Status transaction will be generated for these requisitions.

C16.2.4.9.3. Shipment Status to Customer. Regardless of method of

submission, when shipment occurs against a requisition, the DLA Disposition Services
Field Office will generate a DLMS 856S Shipment Status to the customer.

C16.2.4.10. Post-Issue Tracking. DLA Disposition Services will use

disposition services indicator(s) to identify post-issue tracking requirements on the
DLMS 511R requisition provided by RTD Web to DLA Disposition Services. Rules
regarding requirements for post-issue tracking will be maintained in RTD Web, which
will send the appropriate post-issue tracking indicator to DLA Disposition Services to
indicate which particular transaction requires post-issue tracking. If post-issue tracking
is required, DLA Disposition Services will compile and store the requirement to facilitate
future tracking. Record of the post-issue tracking requirement is maintained for the
entire life of the item while being used by that particular customer. Post-issue tracking
requirements are essential at time of disposal to ensure appropriate procedures have
been followed, (e.g., DEMIL Certificate turned in with the item). Post-issue tracking
categories are described below.

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C16.2.4.10.1. Materiel Receipt Acknowledgement Required. This
indicator will be applied to requisitions for DLA Disposition Services’ property falling
outside standard MRA requirements under MILSTRAP/DLMS. DoD activities
requisitioning from DLA Disposition Services are required to provide the DLMS 527R
MRA (MILSTRAP legacy DRA functionality) under current procedures. 2

C16.2.4.10.2. Demilitarization Certification Required. Providing DEMIL

documentation confirms when demilitarization was performed on property. Before this
item can be turned in or disposed of by the customer, proof will be provided to DLA
Disposition Services.

C16.2.4.10.3. Mutilation Certification Required. Providing mutilation

certification when the item is no longer needed prevents reuse or reconstruction if the
item. Documentation must be received by DLA Disposition Services to verify that
mutilation was completed.

C16.2.4.10.4. Certificate of Recycling. The customer will provide proof

via documentation that the item was recycled when no longer needed.

C16.2.5. Processing Requisitions Identified to a Container. When DLA Disposition

Services receives a requisition with the container issued in full indicator, the information
will be used to insure all requisitions for that container are received and processed
appropriately. MROs generated by the DLA Disposition Services for requisitioned items
associated with a container will have the disposition services container ID identified on
the DLMS 940R Materiel Release. In addition to the disposition services container ID,
DLMS 940R Materiel Release transactions generated based on the customer ordering
the entire container will contain a container issued in full indicator and the count of total
DTID numbers within the container. This will allow DLA Disposition Services Field
Offices to insure that an MRO for each item/DTID number or DTID number and suffix
associated with a container is received and processed. Upon shipment of the materiel
for each MRO, the DLA Disposition Services Field Offices will send the DLMS 856S
Shipment Status transaction to the customer, containing DTID number or DTID number
and suffix, original requisition number, and associated disposition services container ID.

C16.2.6. Defense Automatic Addressing System Editing. Defense Automatic

Addressing System (DAAS) will edit requisitions to determine if the requisition is for
excess personal property as follows:

C16.2.6.1. Utilization Code and SCC. If the requisition contains Utilization

Code K, L, R, S or T and a (SCC), DAAS will route the requisition to DLA Disposition
Services. If the requisition does not contain a SCC, but does contain a DTID number or
DTID number and suffix, DAAS will route the requisition to DLA Disposition Services.

C16.2.6.2. No SCC or Disposal Turn In Document. If the requisition does not

contain an SCC and does not contain a DTID number or DTID number and suffix, but is

2
DLA Disposition Services must define the expanded requirements for materiel receipt acknowledgment
by DLA Disposition Services’ non-DoD customers, via a future DLMS Change Proposal.

C16-16 CHAPTER 16
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directed to the DLA Disposition Services, DAAS will reject the requisition back to the
message originator with a clear-text message stating, INVALID FORMAT FOR DLA
DISPOSITION SERVICES REQUISITION.

C16.2.6.3. Exceptions. If conditions in the previous two sections are false,

DAAS will continue the requisition processing.

C16.2.6.4. Requisitions Directed to DLA Disposition Services. If the

requisition is directed to DLA Disposition Services and there is an SCC that does not
contain Utilization Code K, L, R, S, or T, DAAS will route the requisition to DLA
Disposition Services.

C16.2.6.5. No SCC or Utilization Code. If the requisition does not contain an

SCC or Utilization Code K, L, R, S, or T, but has a DTID number or DTID number and
suffix, DAAS will route the requisition to DLA Disposition Services.

C16.2.6.6. No SCC, Utilization Code, or DTID. If the requisition does not

contain an SCC, Utilization Code K, L, R, S, or T nor a DTID number, but does contain
DLA Disposition Services DoDAAC SC4400, DAAS will reject the requisition back to the
message originator with a clear-text message stating, INVALID FORMAT FOR DLA
DISPOSITION SERVICES REQUISITION.

C16.2.6.7. Requisition Status. DAAS will provide a DLMS 870S, Supply

Status, with Status Code BM to the requisitioner for validated excess personal property
requisitions. DAAS will also process DLA Disposition Services requisitions with part
numbers to obtain an NSN. DAAS will change a part number to an NSN, as
appropriate, pass the requisition to DLA Disposition Services, and provide a DLMS
870S, with Status Code BG to the requisitioner. If an NSN is not found, DAAS will reject
the requisition with a DLMS 870S.

C16.3. REQUISITIONING AND OTHER MATERIEL MOVEMENT OF

CONVENTIONAL SMALL ARMS/LIGHT WEAPONS FROM DISPOSITION SERVICES

C16.3.1 Applicability. Refer to this manual’s Definitions and Terms for the
definition of applicable small arms/light weapons (SA/LW).

C16.3.2. Federal Supply Classification. Conventional small arms generally fall

into one of the following Federal supply classifications (FSC): 1005, 1010, 1015, 1025,
1040, 1055, 1090, and 1095; however, this list will not be considered all inclusive. DLA
Disposition Services will treat any weapon meeting the general guidelines of a SA/LW
accordingly, regardless of FSC.

C16.3.3. Small Arms/Light Weapons Requisitioning. Customer generated DLMS

511R Requisitions for SA/LW will be by NSN and quantity, and may specify a DTID
number. Neither the customer requisition to DLA Disposition Services nor the resulting
DLMS 940R MRO to the DLA Disposition Services Field Office will specify a serial
number. However, any serial number of the weapon(s) selected for issue will be carried
on the DLMS 140A, with Transaction Code S, Small Arms Shipment transaction (one

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copy to the requisitioning activity and another copy to the DLA SA/LW registry. The
serial numbers included in the shipment may also be included in the DLMS 945A
Materiel Release Order Confirmation response from DLA Disposition Services Field
Offices back to DLA Disposition Services for verification of the specific weapons issued
and records update.

C16.3.4. Serial Number and Unique Item Identifier Reporting. Any SA/LW unique
transactions (DLMS 140A/888A) required by the current business process will be
generated separately.

C16.3.5. Redistribution or Disposal. When the DLA Disposition Services takes

redistribution or disposal action, the resulting DLMS 940R redistribution order or
disposal release order will pass the weapons serial number to the DLA Disposition
Services Field Office directing specific weapons for release. This serial number will be
included in the DLMS 945A Redistribution Order (RDO)/Disposal Release Order (DRO)
Confirmation response from DLA Disposition Services Field Offices back to DLA
Disposition Services for verification that the correct weapon was issued.

C16.4. SOURCE OF SUPPLY AND STORAGE ACTIVITY INTERFACE FOR

DISPOSAL RELEASE ORDERS

C16.4.1. General. Sources of supply use the DLMS 940R Disposal Release
Order (DRO) to direct and control issue of supply system stocks on their records to
disposal. Sources of supply will send DROs to the storage site having custody of the
stock and result in the preparation of DD Form 1348-1A (or DD Form 1348-2). If the
item is classified in SCC Q and is being sent to a DLA Disposition Services Field
Offices, the DRO will contain Management Code O (alpha) or S, as appropriate, to
indicate if materiel is hazardous to public health and/or safety and whether mutilation3 is
required. The retention quantity in the DRO will determine the quantity of materiel to be
turned in to disposal by the storage site. The retention quantity cited in the DRO will be
kept and all remaining stocks transferred to disposal, or, if the quantity on hand is less
than the quantity indicated, the storage site will answer with DLMS 945A Disposal
Release Denial with Status Code BY.

C16.4.1.1. DLMS 940R DROs directing the disposal of Product Quality

Deficiency Report (PQDR) exhibits will include the PQDR report control number (RCN),
if available.4

C16.4.1.2. RESERVED

3
Material requiring mutilation may not be consigned to DLA Disposition Services Field Offices unless the
DoD Component of the activity directing the shipment has made prior official arrangements with the DLA
Disposition Services. If mutilation is required, provide specific instructions to the DLA Disposition
Services Field Offices by separate correspondence, citing the DTID number.
4
ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report
(PQDR) Exhibits

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C16.4.2. Release Confirmation. A DLMS 945A Disposal Release Confirmation
(DRC) gives advice from the storage activity to the activity that initiated the DRO of
supply action taken. The storage site will send the DRC when quantity shipped is the
same quantity, when quantity shipped is greater than requested, or when quantity
shipped is less than the quantity requested in the DRO. The materiel owner will use the
DRC to make adjustments to inventory records. A DRC will be prepared when materiel
is picked up by the carrier for shipment to DLA Disposition Services Field Offices. The
DRC will, if appropriate, contain an Intransit Control Indicator (Code 2I in the N9
segment) if the shipped materiel line item value is $800 or more or the item is recorded
as pilferable/sensitive.5 The DLMS 856S Shipment Status provided by the storage
activity to the DLA Disposition Services Field Office will perpetuate the Intransit Control
Indicator.

C16.4.3. Release Follow-Up. The source of supply will use a DLMS 940R
Disposal Release Inquiry to follow-up on storage facilities for unconfirmed DROs 10
calendar days after the date the DRO was created. If the DRO has been complied with,
the storage facility will respond with a DRC (see C16.4.2). If the DRO has not been
complied with and shipment is anticipated, the storage facility will send supply status, a
DLMS 945A, with an estimated shipping date. If there is no record of the DRO, the
storage facility will send a status message DLMS 945A with Status Code BF. If the
DRO has been denied, the storage activity will send a DLMS 945A Disposal Release
Denial with Status Code BY.

C16.4.4. Release Denial.

C16.4.4.1. The storage site will send a DLMS 945A Disposal Release Denial
to the source of supply that prepared the DRO as a notification of no action taken.
Sources of supply will use the DLMS 945A to adjust inventory records.

C16.4.4.2. Disposal Release Denials for Product Quality Deficiency Reports

(PQDR) Exhibits.6

C16.4.4.2.1. DLA storage activities will prepare the DLMS 945A Materiel
Release Denial and send it to the source of supply for PQDR exhibits when the DRO
containing the PQDR RCN does NOT match any of the RCNs on the storage activity
RCN table at DRO allocation.

C16.4.4.2.2. When the DLMS 940R DRO contains the PQDR RCN and
the RCN DOES match an RCN on the storage activity RCN table, but the RCN in the
bin location is not the expected RCN for the DRO, the DLA storage activity will prepare
a DLMS 945A Disposal Release Denial.

C16.4.5. Release Cancellation. Disposal release cancellations, a DLMS 940R,

are prepared by sources of supply having initiated DROs and sent to storage sites when

5
DLMS enhancement for future implementation.
6
ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report
(PQDR) Exhibits

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determined disposal actions should be stopped. Source of supply cancellation requests
will be sent only when DROs are unconfirmed. Storage activities will respond to the
cancellation request using a DLMS 945A Disposal Release Cancellation Advice with
appropriate transaction type code, and RIC of the source of supply to which the
transaction will be sent and the activity preparing the transaction.

C16.4.6. Release Cancellation Follow-Up. A DLMS 940R Disposal Release

Cancellation Follow-up, may be sent by the source of supply to get latest status of a
disposal release cancellation. The disposal release cancellation follow-up transaction
will be in the same format as the original disposal release cancellation and will be
processed by the storage site as a cancellation request if the original request was not
received. If the original request was received and all required actions have been
completed, the storage site will respond to the disposal release cancellation follow-up
by duplicating previously submitted documentation, a DLMS 945A.

C16.4.7. Reporting Excess Quantity. The source of supply will send replies to
excess reports, a DLMS 870M, to notify the reporting activity that the quantity reported
is in excess to source of supply requirements and further action is authorized under
appropriate DoD Component procedures. Refer to Chapter 11 Materiel Returns.

C16.4.8. Recycling Control Point. When materiel owners direct disposal of

property held in the custody of DLA Distribution (using DSS) DLA Distribution will
systemically screen in-coming Disposal Release Orders (DLMS 940R/A5J) to determine
Recycling Control Point (RCP) eligibility. If the disposal item qualifies for RCP
marketing, materiel is issued from the account of the original owner who directed
disposal and a DLMS 856S/AS_ shipment confirmation is provided. Concurrently, a
DLMS 527R Receipt (Transaction Type Code D4 with 2/LIN01/10 Code I (legacy DIC
D6A functionality)) is posted to the RCP RIC S9W account. No DLMS 527R Disposition
Services Turn-In Receipt Acknowledgement (TRA) transaction will be generated for
materiel transferred to the RCP from a Distribution Center at the same location. Since
there is no physical movement of the materiel when it is transferred to RCP ownership,
it should not be considered intransit, but can be dropped immediately from the original
owner’s property record. DLA Distribution will retain physical custody while materiel is
offered for RTD and sales via the RCP process.

C16.4.9. Defense Automatic Addressing System Processing of Release

Confirmations. DAAS will use data in a DLMS 945A, with Transaction Type Code NM in
the WO6 segment, to create shipment status using a DLMS 856S. Upon completion of
this process, DAAS will send the DRC to the appropriate organization(s) as indicated in
the N1 segment and a DLMS 856S to DLA Disposition Services.

C16.5. DOCUMENTATION REQUIRED FOR SHIPMENTS TO DLA DISPOSITION

SERVICES

C16.5.1. General Requirement

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C16.5.1.1. Disposal Turn-in Document or Disposal Turn In Document and
Suffix. Activities will direct/process all accountable materiel to disposal using a DTID.
Some categories of non-accountable property may be transferred to a DLA Disposition
Services Field Office without documentation. Guidance will be provided by the servicing
DLA Disposition Services Field Office. Sources of supply will send a DTID (DD Form
1348-1A or DD Form 1348-2), (see Appendix 8.49 for data requirements) and
documentation for in-transit control of property identified by an NSN or local stock
number (excluding scrap [SCC S], waste, non-appropriated fund activity, and lost,
abandoned, or unclaimed privately owned personal property) shipped or transferred to a
DLA Disposition Services Field Office. Shipment/transfer of materiel to a DLA
Disposition Services Field Office via DTID number requires authority for disposal, which
will be indicated in the DTID by appropriate disposal authority code, along with the
reason for disposal code. Ensure property is reported to the integrated material
manager (IMM) prior to preparing the DTID, as required, per DoDM 4140.01, “DoD
Supply Chain Materiel Management Procedures,” February 10, 2014. DTID and
documentation will control the shipment from the time of release by a shipping activity
until receipt of the property by DLA Disposition Services Field Office.

C16.5.1.2. Shipment Status. For shipments/transfers to DLA Disposition

Services Field Offices, shipping activities will send a DLMS 856S, Shipment Status
(Transaction Type Code AS), for each DTID number or DTID number and suffix
regardless of dollar value. The DLMS 856S will contain Distribution Code 9 identifying
DLA Disposition Services, the unit price of the materiel, the actual quantity shipped, and
the date delivered to the carrier for shipment.

C16.5.1.2.1. Shipment Status Visibility/Transactions with Distribution

Code 9. Transaction Services will route shipment status transactions with Distribution
Code 9 to the DLA Disposition Services Field Office global record, making the shipment
status information visible and available to all DLA Disposition Services Field Offices, as
required. Transaction Services will edit the DLMS 856S Shipment Status for the
following criteria before routing the transaction to the DLA Disposition Services Field
Office global record:

C16.5.1.2.1.1. Invalid DoDAAC, Federal supply classification, or

Quantity. Reject, to the generating activity, for invalid DoDAACs, FSC (FSC does not
exist), and quantity of zero or blank. The rejected transaction will be returned to the
generating activity with a narrative explanation of the reason for return and instructions
not to resubmit.

C16.5.1.2.1.2. Edit Unit Price. If the transaction contains an LSN

with a blank or zero-unit price, reject; if the transaction contains an NSN and blank or
zero unit price, insert the Federal Logistics Information System (FLIS) price.

C16.5.1.2.2. Information Capture and Validation. The DLA Disposition

Services Field Offices use the shipment status to electronically capture and validate
information about incoming property from an activity that is shipping property to a DLA
Disposition Services Field Office prior to physical receipt. Additionally, a subset of

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shipment transactions meeting the Intransit Control System (ICS) criteria is used to
initiate the DLA Disposition Services ICS tracking process.

C16.5.1.3. Fund Citation for Scrap Proceeds Reimbursement. For shipments

involving the turn-in of scrap materiel to DLA Disposition Services Field Offices, the
turn-in shipping activity will add the data element, ‘Scrap Reimbursement’, to the
instructions in Block 27 (and its continuation page or in available white space on the
paper that the form is printed, if needed) of the DD Form 1348-1A or DD 1348-2. The
value in this field will be the fund citation for reimbursement of scrap proceeds minus
disposition processing costs. For receipt of property, DLA Disposition Services will sign
the DD Form 1348-1A, DD 1348-2 and provide a signed digital image of the turn-in
document via eDOCS at https://edocs.documentservices.dla.mil/ to confirm receipt in
the in-transit system.

C16.5.1.4. Receipt in Place Documentation Processing at the DLA

Disposition Services Field Office. For receipt in place excess property where the DoD
generator has provided a DLMS 856S Shipment Status (and DLMS 841W for
Hazardous Waste), the Distribution Standard System (DSS) due-in report is authorized
to be used by DLA Disposition Services without a hard copy DD Form 1348-1A or DD
Form 1348-2 for receipt, so long as all required information for turn-in is included in the
automated file.

C16.5.2. Requirements for Shipments of Hazardous Material and Hazardous

Waste. The following guidance outlines basic documentation requirements for turn-in of
Hazardous Material (HM), Hazardous Waste (HW), and other types of wastes (e.g.,
Polychlorinated Biphenyl (PCBs), Friable Asbestos, etc.). The turn-in activity will enter
the bill-to fund code and bill-to DoDAAC (when other than the turn-in activity) for
reimbursable actions associated with the disposal, (e.g., HW contractor costs), in the
DD Form 1348-1A or DD Form 1348-2), in order to provide reimbursement to DLA
Disposition Services. To ensure compliance with federal, state, DoD and host nation
regulations, turn-in activities will obtain and become familiar with applicable Code of
Federal Regulations (CFR), state regulations, DoD regulations, and Overseas
Environmental Baseline Guidance Documents (OEBGD), or the Final Governing
Standards (FGS) for the host nation. When initiated electronically the HM/HW turn-in
will be directed using the DLMS 940R, Disposal Release Order (DRO). Conformance
with standard line of accounting (SLOA)/accounting classification requires any initiation
of a financial business event to include SLOA mandated standard financial information
system (SFIS) elements. 7 The DLMS DRO transaction supports inclusion of SLOA
required elements. Pending full implementation of SLOA, Transaction Services will
facilitate interoperability by updating selected SLOA data fields based upon the
initiator’s Service/Agency and Fund Code. If discrete values for the SLOA data
elements in the transaction do not match data elements from the SFIS Fund Code to
Fund Account Conversion Table for the Fund Code in the transaction, reject with the
DLMS 824R Reject Advice citing Reject Advice Code BU. If invalid/missing fund code

7
Refer to ADC 1043/ADC 1043A.

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for Signal Code A, B, C, J, K, or L, reject with the DLMS 824R Reject Advice citing
Reject Advice Code BU.8

C16.5.2.1. Shipment Status. The DLA Disposition Services Field Offices will
use the DLMS 856W to electronically capture and validate information about inbound
HM/HW property from a customer that is shipping property to a DLA Disposition
Services field office prior to physical receipt. The information contained within the
transaction is used by DLA Disposition Services Field Offices to schedule inbound
shipments and to match the inbound shipment to a Hazardous Waste Profile Sheet
(HWPS). In addition to data requirements for shipment status of non-hazardous
materials, shipment status for HW/HM will add the following: DTID number or DTID
number and suffix number, HWPS number, disposal authority code, disposition services
indicator code, item nomenclature, SCC, special materiel identification code, materiel
management aggregation code, and DEMIL code. This additional information will assist
the DLA Disposition Services Field Offices with the receipt, inspection, and materiel
identification of the HM/HW turn-ins. The DLMS 856S/legacy DIC AS3 should not be
transmitted when the 856W is provided. See DLA Disposition Services Instruction
4160.14, “Operating Instructions for Disposition Management,” for appropriate code
value lists.

C16.5.2.1.1. HM/HW DTID Validation. DSS will validate the DTID

content contained in the DLMS 856W to check for missing or invalid data elements. If
the DTID contains one or more erroneous data elements, DSS will transmit a DLMS
824W containing the rejected DTID number and reject advice code to the generating
activity. Generating activities will resubmit corrected DTID content in a new DLMS
841W citing the original DTID number. Table C16.T1. identifies the HM/HW DTID
Reject Advice Codes.

The following codes are used in defining record formats:

• Mandatory (M)

• Optional (O)

• Alpha (A)

• Numeric (N)

• Alpha/Numeric (A/N)

8
Refer to ADC 1043E.

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Table C16.T1. HM/HW DTID Reject Advice Codes, Reason for Reject, and Definitions
M/O Field Name A, Field Reject Reason for Reject Definition
N, Length Code Reject
or (Min/Max)
A/N
M Federal Supply N 4 DA Erroneous FSC Missing/Invalid.
Class Value if FSC is Mandatory if DTID is used.
Missing/Invalid

M NIIN/Local A/N 5-9 DB Erroneous NIIN or LSN Missing/Invalid.

Stock Number Value if Mandatory if DTID is used.
NIIN/LSN is
Missing/Invalid
M Unit of Issue A 2 DC Erroneous Unit of Issue
Value if Unit of Missing/Invalid. Mandatory
Issue is if DTID is used.
Missing/Invalid
M Quantity N 1-5 DD Erroneous Quantity Missing/Invalid.
Value if Quantity Mandatory if DTID is used.
is
Missing/Invalid
M Hazardous A 1 DE Erroneous Hazardous Waste/Material
Waste/Material Value if Code Missing, Mandatory if
Code Hazardous DTID is used. “W” for
Waste/Material hazardous and non-
Code is regulated and “N” for all
Missing/Invalid other property turn-ins to
Disposition Services.
M Unit Price N 1-5 DF Erroneous Unit Price Missing/Invalid,
Value if Unit Mandatory if DTID is used.
Price is
Missing/Invalid
M Supply A 1 DG Erroneous Supply Condition Code
Condition Code Value if Supply Missing/Invalid. Mandatory
Condition Code if DTID is used.
Missing/Invalid
M Demilitarization A 1 DH Erroneous Demilitarization Code
Code Value if Missing/Invalid, Mandatory
Demilitarization if DTID is used.
Code is
Missing/Invalid

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Table C16.T1. HM/HW DTID Reject Advice Codes, Reason for Reject, and Definitions
M/O Field Name A, Field Reject Reason for Reject Definition
N, Length Code Reject
or (Min/Max)
A/N
M Contact Name A 4-18 DI Erroneous Contact Name
Value if Contact Missing/Invalid, Mandatory
Name is if DTID is used.
Missing/Invalid
M Contact Phone A/N 4-21 DJ Erroneous Contact Phone
Value if Contact Missing/Invalid. Mandatory
Phone is if DTID is used.
Missing/Invalid
M Total Disposal N 4-5 DK Erroneous Total Disposal Cost
Cost Value if Total Missing/Invalid. Mandatory
Disposal Cost is if DTID is used.
Missing/Invalid
M Fund Code A/N 2 DL Erroneous Fund Code Missing/Invalid.
Value if Fund Mandatory if DTID is used.
Code is
Missing/Invalid
M Chemical Name A 2-60 HH Erroneous Chemical Name is missing
Value if or invalid.
Chemical Name
is
Missing/Invalid
M Chemical A/N 1-30 HI Erroneous Chemical Concentration if
Concentration Value if missing or invalid.
Chemical
Concentration is
Missing/Invalid
M Chemical A/N 2-30 HJ Erroneous Chemical Range is missing
Range Value if or invalid.
Chemical
Range is
Missing/Invalid
M Chemical A/N 2-11 HK Erroneous CAS Number is missing or
Abstract (CAS) Value if CAS invalid.
Number Number is
Missing/Invalid

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Table C16.T1. HM/HW DTID Reject Advice Codes, Reason for Reject, and Definitions
M/O Field Name A, Field Reject Reason for Reject Definition
N, Length Code Reject
or (Min/Max)
A/N
CONTAINER NUMBER IS MANDATORY BELOW THIS LINE, BUT OTHER FIELDS ARE
OPTIONAL. MULTIPLE ITERATIONS ARE ALLOWED BASED ON THE NUMBER OF
CONTAINERS

M Container/Drum A/N 4-15 HO Erroneous Container Number Missing.

Number Value if If Container is identified,
Container there must be a container
Number is number. If there is no
Missing/Invalid container, the code should
be blank.

O Storage A/N 0-16 Location item is Location within the building.

Location Stored

O Container N 0-6 The Container The weight of the container.

Weight/Volume Weight

O Accumulation N 8 Date Date (CCYYMMDD)

Start Date Accumulation
Begins

C16.5.2.2. Hazardous Waste Profile Sheet (DLMS 841W Hazardous

Material/Hazardous Waste Profile). The HWPS provides detailed information/analysis
relative to the waste stream being turned in to the DLA Disposition Field Office. This
information will be provided prior to receipt to allow for compatible storage
arrangements and will facilitate DLA Disposition Services’ ability to plan, manage,
schedule, and report on inbound shipments to maximize the efficiency of the receiving
process.

C16.5.2.2.1. Required Documents for Hazardous Waste/Hazardous

Material Turn-ins. Turn-in activities are required to provide an HWPS, DLA Disposition
Services Form 1930, or backup documents indicating lab or manufacturer’s chemical
analysis with the turn-in of each initial waste stream, and once a year thereafter. An
HWPS is required with turn-ins of HW and used and/or opened HM that meets the
definition of HW when discarded via disposal service contract. Used and/or opened HM
is considered contaminated and may not be the same property described on a Safety
Data Sheet (SDS). See DoD 4160.21-M, Chapter 10, Paragraph D. Generators will
complete the HWPS by providing information based upon user's knowledge or
laboratory analysis of the waste. Supporting documentation, consisting of lab or
manufacturer’s chemical analysis, description of waste production processes including

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raw materials, end products, and other sources documenting how the waste was
generated, may be required if user's knowledge does not identify or characterize the
waste sufficiently or correctly. All supporting documentation should accompany the
physical shipment. A DLMS 841W transaction can be used in lieu of a hard copy Form
1930 for HW received in place, however, hard copy Form 1930s will be required if HW
is physically received at the Disposition Services Field Office or if a hard copy HWPS is
required by Federal, State, or Local regulation.

C16.5.2.2.2. Initial Hazardous Waste Profile Sheet and Follow-on Turn-

in Documents. After the initial turn-in of the waste, turn-ins of identical waste will not
require a HWPS for one year; instead, generators will enter a DLA Disposition Services-
assigned HWPS reference number in Block 27 (Clear Text Statement) of the DD Form
1348-1A, DTID. The turn-in activity will certify each HWPS annually by providing to DLA
Disposition Services Field Office one of the following: a new, signed, and dated HWPS,
an electronically transmitted HWPS for each waste turn-in that will be generated during
the following year, or a letter listing the HWPS reference number(s) and the name of the
corresponding waste stream for each profile which the generator wishes to remain
active for another year. If the turn-in activity chooses to provide a letter, that letter will
be signed and dated and include the following statement: "The undersigned certifies
that the hazardous waste profiles listed in this letter have been carefully reviewed. Any
changes to the processes generating these wastes have been considered. New
regulations affecting hazardous waste identification and disposal have been applied.
Neither the waste streams nor the identification of the waste streams has changed in a
manner that would warrant a change in the data previously provided on these waste
profiles.

C16.5.2.2.3. Overseas Hazardous Waste/Hazardous Material Shipment

Requirements. For overseas shipments of HM/HW, the turn-in activity will include the
host nation and International Maritime Dangerous Goods (IMDG) shipping description.
The IMDG shipping description includes both the United Nations, and United States
Department of Transportation (DOT) requirements and is virtually the same. Any place
that a Proper Shipping Name (PSN), container information, state waste code, etc., are
required, the respective country codes, container information, etc., will be filled in.

C16.5.2.2.4. Exemption of Hazardous Waste Profile Sheet

Requirements. Laboratory chemicals are exempt from HWPS requirements, but will be
processed according to DoD 4160.21-M, Chapter 10.

C16.5.2.2.5. Conversion of Department of Transportation Units of Issue

to Standard X12 Units of Measure. The Department of Transportation (DoT) has its
own unit of issue designations for HM/HW. In some cases, the level of granularity in
X12 is not sufficient to uniquely identify the DoT Unit of Issue; in those cases, a
composite set of measures from the X12 Data Elements MEA04 and MEA09 will be
used to make the identification unique. See Table C16.T2. for the DoT-to-X12 Unit of
Issue Conversion used in the DLMS 841W.

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C16.T2. DoT-to-X12 Unit of Issue Conversion for the DLMS 841W

Unit of Issue Name Description DoT UoI X12 UoM X12 UoM
(MEA04) (MEA09)
Fiber or Plastic Box, Carton, Case CF BX SD
Metal Box, Carton, Case CM BX SE
Wood Box, Carton, Case CW BX SF
Fiberboard or Plastic Drum, Barrel, Keg DF BR SD
Metal Drum, Barrel, Keg DM BR SE
Wooden Drum, Barrel, Keg DW BR SF
Car HG NC ---
Tank Car TC 1P ---
Cylinder CY CL ---
Tank TP TK ---
Tank Truck TT 19 ---

C16.5.2.3. Safety Data Sheet Requirement

C16.5.2.3.1. Safety Data Sheet Hard Copy Requirement. Turn-in

activities will provide a hard copy SDS for hazardous material in the absence of a
Hazardous Material Information Repository System (HMIRS) Number. If there is a valid
SDS in HMIRS, then indicate the SDS five-digit alpha code from the HMIRS on the
DTID (DD Form 1348-1A). This requirement applies to turn-ins of both used and
unused HM, as well as opened or unopened HM. The SDS requirement does not apply
to exclusions listed in 29 CFR 1910.1200(b)(6).

C16.5.2.3.2. Hazardous Material Information/Documentation

Requirements. The SDS will match the specific manufacturer of the hazardous material
and should include the manufacturer's name or contractor and Government entity
(CAGE) code. In addition to an SDS, used and/or opened HM requires that the
chemical name of any hazardous contaminants and the noun name of any non-
hazardous contaminants will be identified on the DTID. This is required because used
and/or opened HM may have become contaminated with constituents not reflected on
the SDS. A HWPS may also be required for used/opened HM going directly to waste
disposal contract.

C16.5.2.4. Methods of Document Generation for Hazardous

Waste/Hazardous Material Turn-ins. There are three methods available for automated
turn in of HM/HW: Generator Communication (GenComm), Electronic Turn-In
Document (ETID), and direct interface via Transaction Services.

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C16.5.2.4.1. Generator Communication Method 9. Use of the
GenComm Server for automated turn-in of documentation to the DLA Disposition
Services Field Office allows the military generator, using its HW disposal system, to
electronically send email or upload the DTID, DD 1348-1A and the related HWPS. The
GenComm server will transmit the HWPS and any correlating supply shipment status
information to Transaction Services using the standard XML schema. Transaction
Services will convert the information into a DLMS 841W transaction and route to the
appropriate DLA Disposition Services Field Office using a RIC plus suffix to site
identification (ID) to valid RIC crosswalk table. This table will be maintained by DLA
Disposition Services and provided to Transactions Services as required. Transaction
Services will also generate the DLMS 856W HM/HW shipment status transaction from
the information in the XML schema and send to the appropriate field office.

C16.5.2.4.2. Electronic Turn-In Document. Use of ETID for automated

turn-in of documentation to the DLA Disposition Services Field Office allows those
military generators lacking an automated system to login to ETID via the web and
manually generate their DTID and HWPS documentation. ETID will have a direct
interface with the DLA Disposition Services Field Office system, which will receive the
information for processing of the HM/HW turn-in.

C16.5.2.4.3. Direct Communication with Transaction Services. Use of

direct communications with Transaction Services for automated turn-in of
documentation to DLA Disposition Services is the preferred method of communication.
A Performance Based Agreement (PBA) with Transaction Services is required for a
military generator’s system to connect with Transaction Services. The PBA should
identify the military generator’s DoDAAC to be used in the DLMS 841W transaction, as
well as confirmation of capability of producing the DLMS 856W, along with the DTID
number and HWPS number and all other data required for HM/HW shipment status (see
C16.5.2.1.).

C16.5.3. Receipt of Hazardous Material/Hazardous Waste and Processing

Related Hazardous Waste Profile Sheet. Upon receipt by a DLA Disposition Services
Field Office of the DLMS 841W HM/HW Profile Sheet from Transaction Services, the
supporting system will parse the information into its database and store the individual
HWPS records by HWPS reference number and DTID number. The DLA Disposition
Services Field Office will validate HWPS records to check for missing or invalid data
elements, and DSS will subsequently transmit a DLMS 824W to the generating activity
to acknowledge acceptance or rejection of the HM/HW profile sheets. The DLMS 824W
will contain a list of HWPS numbers processed successfully and HWPS numbers
rejected. If one or more HM/HW profile sheets are rejected, the DLMS 824W will
contain the rejected HWPS number and reject advice code. Generating activities will
review the HWPS and correct the error(s), and then resubmit the corrected HM/HW
profile sheet in a new DLMS 841W citing the original HWPS number. The DLA
Disposition Services Field Office will maintain a history of changes for the HWPS.

9
Components must plan to discontinue use of this method of turn-in for HM/HW and convert to
generating the DLMS 841W and DLMS 856W in their generating systems. Refer to ADC 1131.

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When HM/HW is turned in to the DLA Disposition Services field office, the system will
search for a DLMS 527D Pre-positioned Materiel Receipt (PMR) to facilitate automated
check-in. In the absence of the PMR, a search for the matching DLMS 856W shipment
status will be conducted. Once the matching record is found, the system will use the
DTID number or DTID number and suffix, and the HWPS reference number from the
shipment status to pull the matching HWPS for the shipment to be receipted. If no
electronic records are on file for the DTID number or DTID number and suffix, and the
HWPS, the DLA Disposition Services Field Office personnel will be manually prompted
to enter the information into their system based on the hard copy documentation
accompanying the shipment. Table C16.T3. identifies the HWPS Reject Advice Codes.

The following codes are used in defining record formats:

• Mandatory (M)

• Optional (O)

• Alpha (A)

• Numeric (N)

• Alpha/Numeric (A/N)

Table C16.T3. HWPS Reject Advice Codes, Reason for Reject, and Definitions
M/O Field Name A, Field Reject Reason for Rejection Definition
N, Length Code Reject
or (Min/Max)
A/N
M Waste Profile A/N 5-20 HA Erroneous Value Waste Profile Sheet
Number if Waste Profile Number is missing or
Number is invalid.
Missing/Invalid
M Generator Name A/N 2-30 HB Erroneous Value Generator Name is missing
if Generator or invalid.
Name is
Missing/Invalid
M Facility Address A/N 3-30 HC Erroneous Value Facility Address is missing
Line 1 if Facility or invalid.
Address is
Missing/Invalid
M Facility Address A/N 2-30 HD Erroneous Value Facility City and State is
Line 3 if Facility City missing or invalid.
and State is
Missing/Invalid

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Table C16.T3. HWPS Reject Advice Codes, Reason for Reject, and Definitions
M/O Field Name A, Field Reject Reason for Rejection Definition
N, Length Code Reject
or (Min/Max)
A/N
M Facility ZIP A/N 5-10 HE Erroneous Value Facility Zip Code is missing
Code Line 4 if Facility Zip or invalid.
Code is
Missing/Invalid
M Technical A/N 2-30 HF Erroneous Value Technical Contact is
Contact if Technical missing or invalid.
Contact is
Missing/Invalid
M Technical Phone A/N 4-21 HG Erroneous Value Technical Phone is missing
if Technical or invalid.
Phone is
Missing/Invalid
DATA BELOW THIS LINE ARE OPTIONAL, BUT IF ONE FIELD IS POPULATED, ALL DATA IS
REQUIRED. CAN HAVE MULTIPLE ITERATIONS BASED ON CHEMICAL COMPOSITION FOR
HWPS
M Chemical Name A 2-60 HH Erroneous Value Chemical Name is missing
if Chemical or invalid. Mandatory if
Name is Chemical Concentration,
Missing/Invalid Chemical Range, and CAS
Number are used.
M Chemical A/N 1-30 HI Erroneous Value Chemical Concentration is
Concentration if Chemical missing or invalid.
Concentration is Mandatory if Chemical
Missing/Invalid Name, Chemical Range,
and CAS Number are
used.
M Chemical Range A/N 2-30 HJ Erroneous Value Chemical Range is missing
if Chemical or invalid. Mandatory if
Range is Chemical Name, Chemical
Missing/Invalid Concentration, and CAS
Number are used.

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Table C16.T3. HWPS Reject Advice Codes, Reason for Reject, and Definitions
M/O Field Name A, Field Reject Reason for Rejection Definition
N, Length Code Reject
or (Min/Max)
A/N
M Chemical A/N 2-11 HK Erroneous Value Chemical Abstract Service
Abstract (CAS) if CAS Number Number is missing or
Number is invalid. Mandatory if
Missing/Invalid Chemical Name, Chemical
Concentration, and
Chemical Range are used.
DATA BELOW THIS LINE ARE NOT REQUIRED, BUT IF ONE FIELD IS POPULATED, ALL DATA
ARE REQUIRED. CAN HAVE MULTIPLE ITERATIONS BASED ON EPA NUMBER FOR HWPS.
M EPA Hazardous A/N 4 HL Erroneous Value EPA Hazardous Waste
Waste Number if EPA Number is missing or
Hazardous invalid. Must be NONE,
Waste Number but is mandatory if EPA
is Range and EPA Units are
Missing/Invalid used.
M Chemical Range N 2-20 HM Erroneous Value Chemical Range of
if Chemical Concentration missing.
Range is Mandatory if Waste
Missing/Invalid Number and EPA Units are
used.
M EPA Units A/N 2-5 HN Erroneous Value EPA Units missing.
if EPA Units is Mandatory if EPA
Missing/Invalid Hazardous Waste Number
or Range are used.
M Container/Drum A/N 4-15 HO Erroneous Value Container Number Missing.
Number if Container If container is identified,
Number is there must be a container
Missing/Invalid number. If there is no
container, the code must
be blank.

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C16.5.4. DAAS Processing of the DLMS 824W DTID and HWPS Validation
Transaction. If the turn-in activity is not fully DLMS-compatible and cannot process the
DLMS 824W, DAAS will transmit a DLMS 824R with Reject Advice Code DZ for 824W
DTID rejection and HZ for 824W HWPS rejection to the DLA Disposition Services Field
Office. In response to Reject Advice Codes DZ or HZ, the DLA Disposition Services
Field Office will use alternative methods of communicating with the turn-in activity.10

C16.6. INTRANSIT CONTROL SYSTEMS PROCESSING OF SHIPMENTS TO DLA

DISPOSITION SERVICES

C16.6.1. General

C16.6.1.1. ICS is an automated DoD process that provides a central

capability to monitor and/or investigate discrepancies in shipments of materiel to DLA
Disposition Services field offices that meet ICS rules. Property qualifying for ICS
processing have a line item value over $800 or a pilferable/sensitive controlled inventory
item code (CIIC) regardless of dollar value, and the property is being turned in to the
field office. Pilferable CIICs are equal to: J, I, M, N, P, V, W, X, Y and Z. Sensitive
CIICs are equal to: 1, 2, 3, 4, 5, 6, 8, Q, R, $.

C16.6.1.2. Electronic Turn-In Document Process. Use of ETID for

automated turn-ins to the DLA Disposition Services Field Office allows those military
generators lacking an automated system to log in to ETID via the web and manually
generate their DTID number or DTID number and suffix. ETID will have a direct
interface into the ICS global record and will enter property qualified for Intransit tracking
into the ICS on the generators behalf. For identification purposes, ETID will construct
the DTID number or DTID number and suffix, document number citing Utilization Code
T in the first position of the serial number. This will facilitate routing of follow-ups
through Transaction Services’ DAAS to the supply system of the DoDAAC of the
generator and provide the capability to monitor shipments/transfers to DLA Distribution
Services Field Offices. When follow-up notifications on in-transit property are required,
in addition to the systemic follow-up generated by the field office, the ETID application
will provide notification to the generating activity responsible for the property via email.

C16.6.2. Intransit Control System Suspense File. The ETID interface described
above, shipment status transactions, hazardous material/hazardous waste shipment
status transactions, or any receipts processed prior to shipment status meeting ICS
criteria (see C16.6.1.1.), will initiate the ICS suspense file maintained as part of the DLA
Disposition Services Field Office global record. This global record will be visible and
available to all DLA Disposition Services Field Offices as required. At a minimum, the
suspense file will contain the following data shown in Table C16.T4:

10
Refer to ADC 1214

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Table C16.T4. Turn-In Processing Data Requirements

DATA ELEMENT SOURCE 11
Original DTID Number ETID/Shipment Status/Receipt
UCN Receipt
NSN/FSC/FSG (if available) ETID/Shipment Status/Receipt
Unit of Issue ETID/Shipment Status/Receipt
Extended $ Value of Shipment (if available) Calculated from FLIS unit price
Controlled Inventory Item Code FLIS
Quantity Shipped ETID/Shipment Status
Date of Shipment ETID/Shipment Status
Quantity Received Receipt
Date of Receipt Receipt
Transmission Date of Disposition Services Turn-in
TRA
Receipt Acknowledgement (TRA)
TRA Recipient DoDAAC TRA
Extended Dollar Value of Receipt Receipt
$ Value of Quantity Variance Between
(Internal Computation)
Shipment and Receipt (if any)

C16.6.3. Intransit to DLA Disposition Services Field Office Report. ICS provides a
capability for DLA Disposition Services to furnish management information to
Service/Agency headquarters concerning the transfer of property to DLA Disposition
Services Field Offices. DLA Disposition Services will provide a quarterly Intransit to
DLA Disposition Services Field Office Report upon request. DLA Disposition Services
will provide tailored special extract reports as requested (Appendix 6.33).

C16.6.4. Intransit Control System Tracking and Associated Actions

C16.6.4.1. DLA Disposition Services Field Office Processing against the

Global Intransit Control System Suspense File

C16.6.4.1.1. Suspense File Comparison. When a receipt is processed

at any of the DLA Disposition Services Field Offices, it will be compared with the
suspense file. The receipt will open the ICS transaction suspense file if no previous
shipment status created a suspense record and the receipt value is $800 or more, or
the item is recorded as pilferable or sensitive. The suspense file will remain open for a

11
References to shipment status in this table include both DLMS 856S/MILSTRIP Legacy AS3 and DLMS
856W. Refer to ADC 1131.

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period of one year from the date it is initiated, unless closed by one of the actions
below.

C16.6.4.1.2. Intransit Control System Follow-up Transactions. All

follow-up transactions generated as a result of ICS processing will be sent through
Transaction Services. The field office will prepare the DLMS 940R, Transaction Type
Code NH (MILSTRIP DIC AFX/AFZ functionality) Disposal Shipment Confirmation
Follow-up identifying the originating activity as DLA Disposition Services (RIC S9D).
The follow-up will be directed to the RIC of the shipping activity. If the shipping activity
RIC is not known, the DoDAAC identified in the document number may be used for
transaction routing. The DoDAAC in the document number may be the shipping activity
itself or the activity directing the disposal action; (e.g., inventory control point
(ICP)/IMM). ICPs/IMMs receiving the follow-up will enter the shipping activity RIC as
the intended recipient and resend the follow-up through Transaction Services, to the
shipping activity to answer directly and to perform research in order to provide either the
ICP/IMM or storage activity response.

C16.6.4.1.3. Research Guidance (Critical Flag). When the field office

prepares the DLMS 940R follow-up, the transaction will include research guidance
(critical flag) to aid the DoD Components to prioritize research and resolution of
problems. The critical flag will identify turn-ins of sensitive items (1, 2, 3, 4, 5, 6, 7, 8, Q,
R, or $), demilitarization required items (C, D, E, or F), and items identified to critical
classes of supply (DoD 4160.21-M). The DLMS 940R follow-up will also include the
DoDAAC of the field office that has received or is intended to receive the turn-in.

C16.6.4.1.4. Closure of Suspense Files. The suspense file will be

closed if the receipt matches a shipment status transaction previously recorded in the
suspense file. A match is based on DTID number and FSC.

C16.6.4.1.5. Internal Receipt Refusal. If the field office is unable to

receive the property and must reject the property back to the generator, an internal
Receipt Refusal transaction will be processed and matched to the record in ICS. If the
internal transaction matches a shipment transaction previously recorded in the
suspense file, the suspense file record will be closed.

C16.6.4.1.5.1. DLMS 940R Disposal Shipment Confirmation

Follow-Up with Advice Code 36. If after 90 calendar days from the date of posting the
receipt to the ICS there is no matching shipment status transaction and the extended
value is $800 or more, or the item is recorded as pilferable or sensitive, the field office
will forward the 940R Disposal Shipment Confirmation Follow-up transaction with
Advice Code 36 (MILSTRIP DIC AFX functionality. No response is required and this
notification closes the ICS suspense.

C16.6.4.1.5.2. DLMS 940R Disposal Shipment Confirmation

Follow-up with Advice Code 37. If after 90 calendar days from the date of posting
shipment status to the ICS there is no matching receipt transaction, the extended value
is $800 or more, or the item is recorded as pilferable or sensitive, the field office will

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forward the 940R Disposal Shipment Confirmation Follow-up transaction with Advice
Code 37 (MILSTRIP DIC AFX functionality). The ICS remains open awaiting response.

C16.6.4.1.6. Second Follow-up. If the DLMS 870S Supply Status or the

DLMS 945A (Type Transaction Code AZ) Disposal Shipment Confirmation transaction
is not received within 30 calendar days of sending the DLMS 940R Disposal Shipment
Confirmation Follow-up with Advice Code 37, the field office will send a second follow-
up (MILSTRIP DIC AFZ functionality). The record will remain open for a period of 1
year from the date it was originated unless closed by a response to the 940R. When
moved from the active suspense file, records will be placed on an accessible history file
for an additional two years.

C16.6.4.1.7. Terminating In-Transit Control System Processing.

Receipt of 870S Supply Status will direct further ICS processing as follows:

C16.6.4.1.7.1. DLMS 870S Supply Status with Status Code DE.

Receipt of 870S Supply Status with Status Code DE will terminate ICS processing for
the document number in question. Status Code DE indicates no shipment was made.

C16.6.4.1.7.2. DLMS 870S Supply Status with Status Code DF.

Receipt of a DLMS 870S Supply Status with Status Code DF will terminate ICS
processing and indicates property was removed from the storage area and cannot be
located. Further research is being conducted within Service/Agency channels. The
record will be removed from the active suspense file and placed in an accessible history
file for two years.

C16.6.4.1.7.3. DLMS 870S Supply Status with Status Code DG.

Receipt of a DLMS 870S Supply Status with Status Code DG indicates shipment is
confirmed and a signed copy of the DTID number or DTID number and suffix, or a
digitally signed email from ETID confirming disposition services receipt
acknowledgement, is on file for the quantity shipped. This closes the record in ICS for
the document number in question. DLA Disposition Services will use its own
procedures to determine why notification of receipt of materiel was not sent by the field
office. DLA Disposition Services will keep an accessible history file record for two
years. Additionally, the DLA Disposition Services Field Office will provide a TRA
transaction to the DoDAAC identified by the DTID (inclusive of ETID) when the field
office reports the receipt to DLA Disposition Services.

C16.6.4.1.7.4. DLMS 870S Supply Status with Status Code DH.

Receipt of a DLMS 870S Supply Status with Status Code DH indicates shipment is
confirmed and a signed copy of the DTID or a digitally signed email from ETID
confirming disposition services receipt acknowledgement is on file, however the quantity
on the DTID is different than the quantity on the shipment status. Further research on
the quantity discrepancy is being conducted within Service/Agency channels. This will
close the record in ICS for the document number in question. DLA Disposition Services
will keep an accessible history file record for two years. Additionally, the DLA
Disposition Services Field Office will provide a TRA transaction to the DoDAAC

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identified by the DTID (inclusive of ETID) when the field office reports the receipt to DLA
Disposition Services.

C16.6.4.1.7.5. DLMS 870S Supply Status with Status Code BF.

Receipt of a DLMS 870S Supply Status with Status Code BF indicates that the shipping
activity has no record of the document number in question. This will close the record in
ICS and removes the record from the active suspense file. DLA Disposition Services
will place the record in an accessible history file for two years.

C16.6.4.1.8. Receipt of a DLMS 945A, Disposal Shipment Confirmation,

Type Transaction Code AZ. When the DLMS 945A (Type Transaction Code AZ)
Disposal Shipment Confirmation transaction is received, ICS processing for the
document number in question is considered complete. Accessible history file records
will contain NSNs, quantities, document numbers, dollar value of variances (if any), and
the identity of applicable shipping activities and DLA Disposition Services Field Offices.

C16.6.4.1.9. Shipping Activity Actions

C16.6.4.1.9.1. Documentation Review. Supply organizations in

receipt of the DLMS 940R Disposal Shipment Confirmation Follow-up will ensure that
applicable shipping activities review either the signed documentation (DTID) or the TRA
confirming disposition services receipt acknowledgement, investigate discrepancies,
and provide timely responses within 30 working days of receipt of the inquiry. Disposal
Shipment Confirmation Follow-ups with Advice Code 36 do not require a response.

C16.6.4.1.9.2. Reserved.

C16.6.4.1.9.3. Quantity Received Verification. Upon receipt of a

disposal shipment confirmation follow-up, the shipping activity will verify the actual
quantity shipped, and will respond with supply or shipment status as follows:

C16.6.4.1.9.4. No Shipment Record/Status. If there is no record of

the shipment, nor of generating the shipment status, and no record of either a signed
copy of the DTID, or the TRA, the DLMS 870S Supply Status with Status Code BF will
be sent in response to the DLMS 940R Disposal Shipment Confirmation Follow-up.

C16.6.4.1.9.5. Shipment Status Sent But No Record. If it is

determined that although shipment status had been sent, no shipment had been made
or no record of shipment, other than the shipment status transaction can be located, the
DLMS 870S Supply Status with Status Code DE will be sent in response to the DLMS
940R Disposal Shipment Confirmation Follow-up.

C16.6.4.1.9.6. TRA/Signed DTID Receipt Not Available. If either a

TRA, a signed copy of the DTID number or DTID number and suffix receipt, is not
available, but investigation indicates that property was removed from the storage area
and cannot be located, the shipping activity will do additional research as determined by
the DoD Component procedures, including, if necessary, referral to the appropriate

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criminal investigative activity. The DLMS 870S Supply Status with Status Code DF will
be sent in response to the DLMS 940R Disposal Shipment Confirmation Follow-up.

C16.6.4.1.9.7. No Shipping Activity Record. If the shipping activity

has no record of generating a shipment status transaction, but has received either a
TRA, or a signed copy of the DTID, a DLMS 945A Disposal Shipment Confirmation
(Transaction Type Code AZ) (MILSTRIP DIC ASZ functionality) showing the quantity
receipted for the DTID number or DTID number and suffix will be sent in response to the
DLMS 940R Disposal Shipment Confirmation Follow-up.

C16.6.4.1.9.8. Use of Distribution Code 9. The DLMS 870S

Supply Status and the DLMS 945A Disposal Shipment Confirmation transactions
generated by the shipping activity in response to the DLMS 940R Disposal Shipment
Confirmation Follow-up will contain Distribution Code 9 to enable Transaction Services
to route copies of these transactions to the ICS Global Record.

C16.6.4.1.9.9. Extended Value Determination. The extended

value of the shipment will be determined by document number, quality, and unit price.

C16.6.4.1.9.10. Shipment/Transfer Monitoring. ICS provides a

means to monitor shipments/transfers to DLA Disposition Services Field Offices. This
system also provides a capability for DLA Disposition Services to give information to the
DoD Component concerning the shipment/transfer of property to DLA Disposition
Services Field Offices.

C16.7. PROCESSING MATERIEL AND MAINTAINING ACCOUNTABILITY BY THE

DLA DISPOSITION SERVICES AND THE DISPOSITION SERVICES FIELD OFFICES

C16.7.1 Materiel Acceptability. These procedures do not negate the authority of

DLA Disposition Services Field Offices to refuse acceptance of accountability and
physical receipt of certain types and classes of materiel as prescribed by DoD 4160.21-
M. If materiel is not acceptable for these reasons, and the shipment is rejected/returned
to the shipper, DLA Disposition Services Field Office will provide notice of rejection to
DLA Disposition Services under existing procedures, thus purging the ICS file.
Guidance on shipment notices and ICS processing is applicable only to useable items
being shipped/transferred to DLA Disposition Services Field Office.

C16.7.1.1 Disposition Services Turn-in Receipt Acknowledgement. The DLA

Disposition Services Field Office will send a TRA transaction to the DoDAAC in the
original DTID number; do not send the TRA transaction to the DoDAAC of the UCN. If
the turn-in was initiated via ETID, then send the TRA transaction to ETID, which in turn
will generate a digitally signed email to the customer notifying them of the disposition
services receipt acknowledgement in addition to the TRA transaction sent to the
document number DoDAAC. This action provides confirmation to the generator that
DLA Disposition Services processed a Receipt transaction to record DLA Disposition
Services materiel accountability and ownership for the materiel turned in, and provides
a linkage to audit trails retained by the field office. If the DTID (DD Form 1348-1A or DD

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Form 1348-2), did not reflect a valid NSN or LSN (excluding scrap [SCC S], waste, non-
appropriated fund activity, and lost, abandoned, or unclaimed privately owned personal
property), the TRA transaction materiel identification (NSN/LSN/MCN) data field will
contain the invalid materiel identification provided on the DTID as the primary materiel
identification (LIN02), and will include the materiel identification (valid NSN or
Disposition Services LSN) that the field office assigned at receipt, as a secondary
reference (LIN16) for an audit trail. The TRA will also include the original DTID number
and suffix, date and time of the receipt, quantity received by the field office, and the
DoDAAC and RIC of the from and to activity. The quantity received may be converted to
unit of use when less than the full quantity associated with the DoD unit of issue.

C16.7.1.2. Document Retention. Audit capability is required for a period of

time following the transmission of the TRA transaction or comparable digitally-signed
email. The DLA Disposition Services Field Office and the DoDAAC receiving the TRA
transaction must retain an electronic image of the complete TRA or comparable email,
including the date and time, as part of the transaction/receiving/shipping history in
accordance with DoDI 5015.02, DoD Records Management Program. The activity
receiving the TRA or email may need to communicate the acknowledgement of receipt
to the turn-in activity if different. Also, consistent with Chapter 6, paragraph 6.9
(Retention of Accountable Documentation) the DLA Disposition Services Field Office
will still maintain scanned images of the DTID receipt documentation (DD-1348-1As) in
EDOCS in accordance with DoDI 5015.02, and the DoD Components will have access
to EDOCS, as needed.

C16.7.1.3 Notify Shipping Activity of Quantity Error. If an error exists

because the quantity received is less than or greater than quantity entered on the DTID
number or DTID number and suffix, DLA Disposition Services Field Offices will notify
the shipping activity and submit a supply discrepancy report. See DoD 4160.21-M,
Chapter 3; and Chapter 17.

C16.7.2. Maintaining Property Accountability. The accountable property record for

inventory owned by the DLA Disposition Services will be maintained by the DLA
Disposition Services Field Office system. DLA Disposition Services system will
maintain the owner’s total item property record and financial accounting for DLA
Disposition Services Owned property. End of day processing and an annual
reconciliation will occur to ensure that the two inventory records are kept in sync at the
DTID number or DTID number and suffix level.

C16.7.2.1. Maintaining Owner Compliance Table. The field office system will
maintain an owner compliance table to ensure daily (end of day) and annual (total
reconciliation) requirements are executed based on pre-established business rules in
compliance with DLM 4000.25, DLMS Manual, Chapter 6. (Physical Inventory Control)

C16.7.2.2. Daily System Reconciliation. The DLA Disposition Services

(owner) system and the DLA Disposition Field Office (storage activity) system will match
all active records daily (i.e. DTID numbers or DTID number and suffixes that had any
transaction affecting record balances) on-hand balances.

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C16.7.2.2.1. DLMS 846R Transaction for End-of-Day Processing. The
field office system (storage activity) will send the daily closing balance for each affected
DTID number or DTID number and suffix using the DLMS 846R, Location Reconciliation
Request transaction, Report Type Code LC and the type of reconciliation code for end
of day processing. The DLMS 846R will contain the demilitarization code (DEMIL code)
that corresponds to the stock number for that DTID number or DTID number and suffix.
The DEMIL code will be included in the match of item data characteristics (unit of issue,
condition code, CIIC, and DEMIL code) to ensure compatibility between storage activity
and owner systems.

C16.7.2.2.2. Additional Use of DLMS 846R. The field office system

(storage activity) will also send a DLMS 846R, Location Reconciliation Notification,
Report Type Code X4, to advise DLA Disposition Services of the total number of daily
DTID number or DTID number and suffix closing balance transactions (number of
DLMS 846R, Report Type Code LC transactions) being forwarded and the associated
cut-off date. Imbalances will be programmatically researched to assure consideration of
in-float documents, delayed transactions, and duplicate transactions.

C16.7.2.3. Annual Record Total Reconciliation. All DLA Disposition Services

owner and field office storage activity records (active and inactive, including zero
balances) will be reconciled at least once each fiscal year (total reconciliation).

C16.7.2.3.1. DLMS 846R Location Reconciliation by DTID or DTID and

Suffix. The field office will prepare location reconciliation requests by line item (DTID
number or DTID number and suffix) for each DTID regardless of the balance (including
zero balances), using the DLMS 846R, Location Reconciliation Request transaction,
Report Type Code LC and the type of reconciliation code for annual location
reconciliation. The location reconciliation request will contain the DEMIL code that
corresponds to the stock number for that DTID. The DEMIL code will be included in the
match of item data characteristics (unit of issue, condition code, CIIC, and DEMIL code)
to ensure compatibility between storage activity and owner systems.

C16.7.2.3.2. DTID or DTID and Suffix Closing Balance Transactions.

The field office (storage activity) system will also send a DLMS 846R, Location
Reconciliation Notification, Report Type Code X4, to advise DLA Disposition Services of
the number of annual DTID number or DTID number and suffix closing balance
transactions (DLMS 846R Type Code LC transactions) being forwarded and the
associated cut-off date. Imbalances will be programmatically researched to assure
consideration of in-float documents, delayed transactions, and duplicate transactions.

C16.7.2.4 Mismatches. For any mismatches found, the DLA Disposition

Services personnel will ensure that potential or actual inventory accounting adjustments
are researched and corrected in accordance with the value of the adjustment and type
of item involved. Emails will be sent to the appropriate Disposition Services Field Office
personnel requesting assistance to isolate errors in data transmission.

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C16.7.3. Disposition Services Containerization Processing

C16.7.3.1. Identifying Items. To enhance potential marketing, the DLA

Disposition Services Field Office has the discretion to “containerize” items turned in by
DTID number or DTID number and suffixes that can be reutilized/sold together. Rules
regarding items that can be grouped in containers are governed by the DLA Disposition
Services. For instance, items that share the same or similar item characteristics such
as demilitarization (DEMIL) code or CIIC can be placed in the same container.

C16.7.3.1.1 Use of DLA Disposition Services Container Identification

Number. When the decision is made to market items via containerization processing,
the DLA Disposition Services Field Office will generate a disposition services container
Identification (ID) number for the items identified by DTID number or DTID number and
suffixes placed in the container. For each DTID number or DTID number and suffix
coded receipt, the disposition services container ID number will also be identified in the
DLMS 527R Receipt transaction (Transaction Type Code D4) generated by the field
office to DLA Disposition Service, along with the disposition services complete container
count and disposition services current container count.

C16.7.3.1.2 Container Tracking. DLA Disposition Services will track

each DTID number or DTID number and suffix in the container. The disposition services
container ID number and the DTID number will be sent to the RTD Web so the items
can be marketed as part of the disposition services container.

C16.7.3.2. Container Transfer. In cases where items are eliminated or

moved from one container to another based upon DEMIL code challenges, downgrade
to scrap or re-marketing decisions, the DLA Disposition Services Field Office will
generate the DLMS 846A, Asset Reclassification Response (Type Transaction Code
TD) to DLA Disposition Services to maintain container synchronization and inventory
accuracy. This container identification change process applies to NSNs, LSNs, and unit
of use LSNs. When unit of use LSNs are involved, the DLMS 846A will also contain the
cross reference NSN. The DLMS 846A will identify the controlling document number
generated by the DLA Disposition Field Office, the DTID number or DTID number and
suffix as a primary reference, the existing disposition services container ID number
(FROM Container ID), as well as the new disposition services container ID number (TO
Container ID). In the case of an item being removed from a container and not being
placed in a new container, the TO disposition services container ID will not be cited in
the transaction. Disposition services container ID changes always originate from the
Field Office to the DLA Disposition Services. Accordingly, there is no corresponding
asset reclassification request transaction for container ID changes.

C16.7.4 Reclassification of Scrap

C16.7.4.1. Downgrade to Scrap. The downgrade to scrap process is used by

the DLA Disposition Services and its field offices when an item is no longer needed and
the property has no commercial value other than for basic materiel content. Policy and

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authority for downgrading materiel to scrap can be found in DoD 4160.21-M, “Defense
Materiel Disposition Manual”.

C16.7.4.1.1. Downgrade Items Upon Receipt (at Time of Turn-in).

During the receiving process, if the DLA Disposition Services Field Office determines
the item has only scrap value, the item may be downgraded to scrap upon receipt. The
field office will assign a Disposition Services Scrap LSN to replace the existing NSN or
LSN found on the original DTID number or DTID number and suffix generated by the
customer. Simultaneous with sending the DLMS 527R Receipt (Transaction Type Code
D4) to DLA Disposition Services, the field office receipt process will trigger a TRA to the
DoDAAC in the DTID number reflecting the LSN actually received into DLA Disposition
Services inventory as a secondary reference (LIN16), and the materiel identification
from the DTID at LIN02. The TRA transaction provides confirmation that materiel was
received and provides linkage to audit trails maintained by the field office.

C16.7.4.1.1.1. Assignment of ‘Disposition Category’ for Items

Downgraded Upon Receipt. During the pre-receipt process, the field office will request
a ‘Disposition Category’ from DLA Disposition Services (C16.7.8 - DLA Disposition
Category Assignment and Associated Actions). Once the Disposition Category
assignment response is provided, the field office will submit the receipt for scrap to the
DLA Disposition Services, using the DLMS 527R Receipt (Transaction Type Code D4)
using a Scrap LSN. The DLMS 527R Receipt for material downgraded to scrap at time
of receipt will reflect the source of the materiel received/returned code, (e.g., J = Return
to inventory from other DoD activity users), (see the reason for materiel receipt/return
(MRR) code list in LOGDRMS).

C16.7.4.1.1.2. Downgrade (Upon Receipt) of Entire Quantity on

Disposal Turn In Document or Disposal Turn In Document and Suffix. If the entire
quantity on the DTID number or DTID number and suffix is being downgraded to scrap,
the original DTID number or DTID number and suffix number will remain and the original
NSN/LSN will be referenced in the Receipt for audit purposes, to link to the newly
assigned Scrap LSN. If the DTID number or DTID number and suffix is a duplicate
number, then a UCN will be generated for the downgrade to scrap.

C16.7.4.1.1.3. Downgrade (Upon Receipt) of Partial Quantity on

Disposal Turn In Document or Disposal Turn In Document and Suffix. If only part of the
DTID is being downgraded to scrap, then a UCN will be generated and the Receipt will
contain the original DTID number or DTID number and suffix as a secondary reference
number.

C16.7.4.1.2. Downgrade Items After Turn-in (After Receipt). Any time

after receipt, DLA Disposition Services may notify the Disposition Services Field Office
via a DLMS 846C, Disposition Status Update (Report Type Code PC), to change the
disposition status of the DTID number or DTID number and suffix to DS (Disposal).
When the field office receives a disposal recommendation, the disposition of the
property at the field office is determined by pre-defined ultimate disposal process
business rules.

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C16.7.4.1.2.1. Downgrade Items to Scrap (After Receipt). If the
business rule decision is to downgrade to scrap, the field office will send a DLMS 947I,
Inventory Adjustment (Type Transaction Code NU) with Quantity or Status Adjustment
Reason Code BS – Downgrade (Loss), and associated with the original DTID number or
DTID number and suffix.

C16.7.4.1.2.2. Creation of New Receipt for Items Downgraded to

Scrap Subsequent to Initial Turn-in. A new receipt is created for the scrap using the
DLMS 527R Receipt with the source of Materiel Received/Returned Code W - Receipt
as a result of DLA Disposition Services process to downgrade to scrap, subsequent to
the initial receipt of materiel. A DLA Disposition Services scrap LSN will be assigned in
compliance with the scrap classification listing for use in the new Receipt. A UCN will
be assigned and associated with the original DTID number or DTID number and suffix
to avoid duplication in DLA Disposition Services. This UCN will become the controlling
document number in the DLMS 527R. The new receipt will contain the original DTID
number or DTID number and suffix as a secondary reference number, and will
reference the original materiel identification (NSN or LSN).

C16.7.4.1.2.3. Materiel Downgraded to Scrap When Materiel Is

Part of a Container. If the materiel/DTID number or DTID number and suffix
downgraded to scrap is part of a container, the field office will generate a DLMS 846A,
Asset Reclassification Response (Report Type Code TD), to delete the DTID number or
DTID number and suffix/container ID association in order to maintain container
synchronization and inventory accuracy (see C16.7.3.2., Container Transfer).

C16.7.4.2. Upgrade from Scrap. The upgrade from scrap process is used by
the DLA Disposition Services and its field offices when a business need exists to re-
classify materiel previously receipted as scrap or downgraded to scrap after receipt to a
useable NSN or useable LSN item. An upgrade from scrap can occur at any time
subsequent to the initial receipt of scrap or downgraded materiel. Policy and authority
for upgrading materiel from scrap can be found in DoD 4160.21-M.

C16.7.4.2.1. Assignment of a UCN for Materiel Upgraded from Scrap.

Upgrading an item from scrap begins with the assignment of a UCN on the DLMS 527R
Receipt transaction, where the eleventh character is assigned a value of ‘C’ to indicate it
is related to an upgrade from scrap. The DLA Disposition Services Field Office will
enter the scrap LSN that is being upgraded, as well as the warehouse location of the
scrap pile for the specific LSN. Both the warehouse location (scrap pile) and LSN are
necessary to identify the removal of scrap from the proper warehouse location to
maintain inventory integrity of the remaining scrap pile. The field office will also identify
the weight to be removed from the warehouse location (scrap pile), as well as the
internal type turn-in for the item to be upgraded to in the DLA Disposition Services Field
Office system (US – Useable, HM – Hazardous Material, or HW – Hazardous Waste).

C16.7.4.2.2. Inventory Adjustment (Decrease) for Scrap LSN. The field

office will generate a DLMS 947I, Inventory Adjustment (Type Transaction Code NU)
loss transaction with Quantity or Status Adjustment Reason Code BR to decrement the

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relevant scrap pile for the designated weight of the scrap LSN to be upgraded. The
DLMS 947I Quantity or Status Adjustment Reason Code BR will indicate an Inventory
Adjustment Decrease (Upgrade from Scrap), Loss resulting from the upgrade from
scrap subsequent to the initial receipt of materiel.

C16.7.4.2.3. Creation of New Receipt for Items Upgraded from Scrap.

The field office will identify the useable NSN or useable LSN, to which the scrap is being
upgraded, in addition to quantity and other data required for a regular non-scrap receipt.
The upgrade from scrap process will not reference a specific scrap DTID or DTID and
suffix, only the scrap LSN and the warehouse location of the scrap pile. Therefore, the
DLMS 527R Receipt, with the source of Materiel Received/Returned Code V, will pass
the new useable NSN or useable LSN, and will include the original scrap LSN as a
secondary reference (LIN08-SW), for auditability purposes. The new receipt is created
for the upgraded NSN or LSN, as a result of the DLA Disposition Services process
authorized by DoD 4160.21-M, to upgrade materiel from scrap subsequent to the initial
receipt of materiel.

C16.7.4.2.4. Adjustment Reason Codes and DLMS 947I Inventory

Adjustment use for DLA Disposition Services. Inventory adjustments take place
via DLMS 947I transaction which encompasses increases, decreases, or dual
adjustments. This relates to MILSTRAP legacy DICs D8_ (increase), D9_
(decrease), or dual adjustment represented as DAC/DAD/DAS respectively.
Inventory adjustments are further broken down by the DLMS 947I detail segment
(2/W1901/0200) Quantity or Status Adjustment Reason Code. The quantity or
status adjustment reason codes correlate to the 3rd position of the MILSTRAP
legacy DICs D8_/D9_ or DAC/DAS as identified in Table C7.T1 in DLM 4000.25,
Volume 2, Chapter 7. DLA Disposition Services will follow the Status Adjustment
Reason codes and explanation identified under C7.T1, which have corresponding
Legacy DICs associated for clarity until sunset of the legacy accountable
property system of record.

C16.7.5. Relocation Between DLA Disposition Services Field Offices

C16.7.5.1. Use of DLMS 940R, DLMS 856S and DLMS 945A When
Relocating Materiel Between Field Offices. In all instances when relocation of materiel
between DLA Disposition Services Field Offices is necessary, the DLA Disposition
Services will direct this action by using the DLMS 940R, Redistribution Order (RDO)
(Transaction Type Code NI), and sending it to the shipping field office, except when the
Disposal Category Code for the DTID number or DTID number and suffix is DS
Disposal. In addition, an RDO may be created by the DLA Disposition Services Field
Office for materiel meeting specific conditions with the intent of transferring the Disposal
Turn-In Document (DTID) from the current Field Office where it was receipted to
another Field Office (e.g., a Certified DEMIL Center (CDC) for demilitarization. The
RDO transaction prepared by the Field Office is provided to DLA Disposition Services.
The Field Office processing the RDO will always provide a DLMS 856S, Shipment
Status (Transaction Type Code AS) and the DLMS 945A, Redistribution Order

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Shipment Confirmation (Transaction Type Code NJ) to DLA Disposition Services upon
shipment.

C16.7.5.1.1. RDO Denial. If the shipping Field Office is unable to fully

process the DLA Disposition Services RDO and determines that they need to continue
processing the DTID in accordance with established business rules at the current site,
then a DLMS 945A Materiel Release Denial (Transaction Type Code NK) citing
Management Code N will be created and sent to EBS for processing against the original
RDO. 12

C16.7.5.1.2 RDO Cancellation. For cancellation of a self-initiated RDO

previously transmitted by the Field Office to DLA Disposition Services, the Field Office
will generate a DLMS 945A, Materiel Release Order Cancellation Confirmation
(Transaction Type Code NR) containing the DLMS Cancellation Reason Code YJ (DLA
Disposition Services Field Office cancellation of Redistribution Order due to change in
disposition instructions).

C16.7.5.2. Prepositioned Materiel Receipt and Receipt for Relocations

Between Field Offices.

C16.7.5.2.1. Prepositioned Materiel Receipt. For all relocation actions

between Field Offices, DLA Disposition Services will generate a DLMS 527D, PMR
(Transaction Type Code DE), to the field office designated to receive the relocated
materiel. The PMR will contain 2/LIN01/10 Code N (return to inventory of materiel
relocated between storage activities without change in ownership (MILSTRAP DIC
DWK functionality)). DLA Disposition Services will include the DTID number or DTID
number and suffix in the PMR in order for DTID number or DTID number and suffix
accountability to be maintained across multiple locations. The DTID number or DTID
number and suffix value may be the original turn-in document number or may be a UCN
assigned by the field office during receipt processing when the original DTID number or
DTID number and suffix is not adequate to uniquely identify the property. Additionally,
when an entire container is identified for transfer between field offices, the PMR will
contain the disposition services container ID. Along with the Disposition Services
Container ID, DLA Disposition Services will pass a Disposition Services Complete
Container Count to indicate how many different DTID number, or DTID numbers and
suffixes are within the container; this is how many different receipts are expected for a
particular container.

C16.7.5.2.2. Receipt. Upon receipt of materiel relocated between field

offices, the receiving field office will provide the DTID number or DTID number and
suffix or UCN and, when applicable, the disposition services container ID provided in
the PMR to DLA Disposition Services using a DLMS 527R, Receipt, (Transaction Type
Code D4) identified by 2/LIN01/10 Code N, and sequentially assign the Disposition
Services Current Container Count number for each DTID number or DTID number and

12
Deferred implementation authorized. Pending implementation, field offices may use RDO cancellation
procedures per paragraph C16.6.5.1.2. in place of an RDO denial. Refer to ADC 1034B.

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Suffix that is in the container. DLA Disposition Services Field Offices must comply with
the Chapter 13 time standards for processing receipts.

C16.7.5.3. Relocation of Disposal Category Code DS (Disposal) Items

Between DLA Disposition Services Field Offices

C16.7.5.3.1. Field Office Responsibility for DS Category Code on Turn-

in Materiel. Turn-in materiel to a DLA Disposition Services Field Office under a DTID
number or DTID number and suffix may be assigned Disposal Category Code of DS
(Disposal) (see C16.7.8.). DLA Disposition Services Field Offices are responsible to
manage the issue of property assigned Disposition Category Code DS and to update
DLA Disposition Services’ owner record for all property managed by DLA Disposition
Services Field Offices, to include disposal category property.

C16.7.5.3.2. Tracking Materiel Issues for Materiel Required to be

Relocated Between Field Offices. The DLMS 945A, Materiel Release Confirmation,
transaction citing Shipment Hold Code X will be used to track materiel issues between
DLA Disposition Services Field Offices for disposal items required to be relocated to
another DLA Disposition Services Field Office; (e.g., DEMIL Field Office). In these
cases, the DLA Disposition Services Field Office shipping the materiel will send DLA
Disposition Services the DLMS 945A Materiel Release Confirmation transaction citing
Shipment Hold Code X for each DTID number or DTID number and suffix or Scrap
(UCN) LSN quantity being relocated. DLA Disposition Services uses the Materiel
Release Confirmation transaction to update the owner record and hold the quantity
pending shipment.

C16.7.5.3.2.1. Additional Field Office Responsibilities for

Relocation of DS Coded Materiel Requiring Redistribution. For these redistribution
orders, the field office will create an internal DLMS 940R Redistribution Order (RDO)
using a UCN constructed using the field office DoDAAC and current ordinal date,
followed by a unique 4-digit serial number, (e.g., SY205411390001, SY205411390002,
etc.). The field office will then decrement the owner balance, create and exit the DLMS
867I Issue, position the Redistribution Order for release, and once released, generate
the DLMS 945A Materiel Release Confirmation to the owner and the DLMS 856S
Shipment Status to the receiving field office using DAAS. The internal RDO will be used
to allocate the DTID and quantity within DSS to support the site-to-site transfer. DSS
will simultaneously send an outbound DLMS 945A Materiel Release Confirmation to
EBS citing new Shipment Hold Code X. The shipment hold will ensure the inventory is
not allocated to another process, or ordered while waiting to be shipped. Upon receipt
of the materiel release confirmation citing Shipment Hold Code X, EBS will create an
internal order and restrict the DTID quantity, making it unavailable to other
orders/processes. The field office will perform the pick when it is ready to ship the
materiel. DSS will trigger the transmission of the DLMS 945A without a shipment hold
code to EBS upon actual shipment of the redistributed materiel, in addition to sending a
DLMS 856S to the receiving office via Transaction Services. EBS will update the order
status and DTID quantity to reflect the materiel as shipped, and update the inventory
records as indicated by the DLMS 945A.

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C16.7.5.3.2.2. Citing Document Identifier Codes on Redistribution
Orders. The MILSTRIP DIC cited in the internal DLMS 940R will be A2_, Redistribution
Release Order since the materiel is being shipped to another field office.

C16.7.5.3.2.3. Requirement for Posting to the Defense Automatic

Addressing System. Since these transactions are internal to the field office, a copy will
be passed to Transaction Services to be posted in the DAAS so that the complete
issue, confirmation, and status history are maintained.

C16.7.5.3.3. RESERVED.

C16.7.5.3.4. Documenting the On-hand Balance Record for

Redistributions. Upon receipt of the DLMS 945A Materiel Release Confirmation
transaction citing Shipment Hold Code X, DLA Disposition Services will hold the on-
hand balance record for the quantity submitted by the DLA Disposition Services Field
Office and generate an internal RDO. For these redistributions no RDO (DLMS 940R,
Type Transaction Code NI) will exit the DLA Disposition Services system.

C16.7.5.3.5. Confirmation of Actual Shipment. When the DLA

Disposition Services Field Office actually ships the materiel held for redistribution, the
field office will release another DLMS 945A Materiel Release Confirmation, citing all
applicable carrier information, but with no shipment hold code.

C16.7.5.3.6. Redistribution Orders Quantity. The quantity on the DLMS

945A Materiel Release Confirmation transaction will be used by DLA Disposition
Services to populate the RDO quantity field and will be reflected as in-transit until the
DLMS 527R Receipt transaction is processed from the receiving DLA Disposition
Services Field Office or the RDO is cancelled.

C16.7.5.3.7. Partial Shipments, First Shipment Requirements. If

property that requires DEMIL needs to go to a different field office (DEMIL facility) and
the size and/or weight limits the use of one conveyance, partial shipments may occur.
The first partial shipment will include two document numbers - the RDO document
number (i.e., the controlling document number) and the original DTID number or DTID
number and suffix from the issuing/losing field office as a secondary reference number.
This document number will be reported by the DLA Disposition Services Field Office on
the DLMS 527R Receipt transaction submitted to DLA Disposition Services.

C16.7.5.3.8. Partial Shipments, Second Shipment Requirements. When

the second partial shipment arrives at the DEMIL facility, the RDO document number
cannot identify the receipt by itself due to the disposition services duplicate DTID
number or DTID number and suffix business rule. Therefore, a UCN will be created by
field office personnel to receipt the remainder of the property, causing three document
numbers to be associated with the shipment/receipt transaction: (1) the original RDO
document number serving as the primary document number for the new receipt, (2) the
original DTID number or DTID number and suffix from the issuing/losing field office
(secondary reference number), which is perpetuated from the RDO, and (3) the UCN

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generated to prevent DTID number or DTID number and suffix re-use. These document
numbers are all linked and all three will be reported on the DLMS 527R Receipt
transaction submitted to DLA Disposition Services.

C16.7.6 DLA Disposition Services Public Sales

C16.7.6.1. Public Sales Contracts. Contracts for public sales are maintained
at DLA Disposition Services. The DLMS 832N, Catalog Data Support transaction
(Catalog Purpose Code SC) will be used to communicate sales contract catalog data to
the field offices. This pre-positioned information will be used by the field office to
facilitate the receipt process for turned-in property/DTIDs or DTIDs and suffixes initially
assigned Disposition Category Code SL–Sales. A separate transaction will be used for
each field office, since specific site data and materiel contract information is maintained
at the line item level. A detail line is required for each combination of property, sales
contract, and sales contract line item. Each transaction may contain one or more detail
lines. The following detail level data is included, but not limited to: sales contract
number, sales contract line item number, generic name/description, DLA Disposition
Services Field Office, unit of measure, and the catalog transaction purpose code used
to indicate whether the line item record will be added, changed, or deleted.

C16.7.6.2. Sales Category (SL) Sub-Category Scrap and Salvage Recycling

(SR). DLA Disposition Services has partnerships with scrap sales contractors to
manage the receipt, marketing, and sale of surplus scrap material generated by DoD
installations. The scrap material is stored at DLA Disposition Services Field Offices by
Scrap Classification (SCL) code. DLA Disposition Services will send a DLMS 832N to
the DLA Disposition Services Field Offices when a new Scrap and Salvage Recycling
contract is established. The DLMS 832N will convey contract and catalog information
for Scrap and Salvage Recycling contracts, which the DLA Disposition Services Field
Offices will use to generate an internal DLMS 940R Materiel Release Order to issue
scrap material to the contractor. The DLA Disposition Services Field Office will
subsequently send a “post-post” DLMS 511R (DLA Directed MRO) to DLA Disposition
Services containing the applicable sales contract number and weight after the
contractor has picked up the scrap material.

C16.7.6.3. Comparison of Customer Turn-in Property to Prepositioned Sales

Contract Data. The DLA Disposition Services Field Office will match the property
received from customer turn-in to the pre-positioned sales contract data. When a match
is found, the sales contract number and associated sales contract line item number will
be provided on the receipt transaction provided to DLA Disposition Services. See
C16.7.8.3. - Disposition Category Code SL–Sales.

C16.7.6.4. WEB Auction for Public Sale of Excess Property. Subsequent to

receipt, excess property eligible for public sale will be published to DLA Disposition
Services web auctions, which are required to be accessible to the general public without
any form of user registration. While published web auctions will be viewable by the
general public, users will be restricted from submitting bids until a self-registration
process is completed. The completion of the self-registration process will result in the

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creation of a DLA Disposition Services business partner record, enabling the registered
user to submit bids against published web auctions.

C16.7.6.4.1. End Use Certificate. Upon determination of an auction

winner, the customer will be required to submit an end use certificate (EUC). The
information on the EUC will be used to authenticate the customer’s self-registration
credentials and verify eligibility to receive the auction property. Upon completion of the
eligibility process, DLA Disposition Services will create a supporting internal sales order
document.

C16.7.6.4.2. Materiel Release Order for Public Sale Property. Once the
Defense Finance Accounting Service (DFAS) posts customer payment against the sales
order, then DLMS 940R Materiel Release Orders will be generated by DLA Disposition
Services to the DLA Disposition Services Field Office authorizing release of the
materiel. The MRO transaction will serve as the indicator to DLA Disposition Services
Field Office personnel responsible for managing property removals, that customer
payment was received and removal is permitted. See C16.2.4.1.9. - Materiel Release
Orders in Support of Public Sales.

C16.7.7. Receipts of Turn-ins to DLA Disposition Services Field Offices. For

receipt of items that have been turned in, the field office will provide DLA Disposition
Services a DLMS 527R Receipt (Transaction Type Code D4) with 2/LIN01/10 code I
(MILSTRAP D6A functionality) or J (D6B functionality), as appropriate. The DTID
number or DTID number and suffix, which represent specific property in the same
condition turned in to a specific DLA Disposition Services Field Office, will be passed on
all field office generated receipt transactions and provides the level of traceability DLA
Disposition Services requires. Because property is often turned in used, simply
representing property by materiel number (e.g., NSN or LSN) is insufficient and the
DTID number or DTID number and suffix provides the capability to identify and track
property at a more granular level of detail. For receipt of property, the field offices will
sign the DD Form 1348-1A/1348-2 and provide a signed digital image of the turn-in
document via eDOCs, to confirm receipt in ICS. Disposition Services Field Offices must
comply with the Chapter 13 time standards for processing receipts. Simultaneous with
the creation of the DLMS 527R Receipt to DLA Disposition Services, the field office will
trigger a TRA to the DoDAAC in the DTID number. This action provides near time
confirmation that DLA Disposition Services picked up materiel accountability and
ownership for the materiel and provides a linkage to audit trails retained by the field
office. If the DTID DoDAAC is the activity directing the disposal action (not the shipping
activity), it is incumbent on that activity to coordinate as necessary with the shipping
activity to acknowledge receipt of the TRA. The TRA will include both the DTID number
and the UCN when applicable.

C16.7.7.1. Assignment of Disposition Category Code. When property

identified to a DTID number or DTID number and suffix is turned in, it is assigned an
initial disposition category at pre-receipt (i.e., physical examination of property), which is
provided in the DLMS 527R Receipt to DLA Disposition Services (see C16.7.9.). This
disposition category is used to determine how the property is to be processed

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subsequent to receipt; (e.g. reutilization, disposal, etc). When the receipt transaction is
received, DLA Disposition Services will confirm that the correct disposition category has
been assigned using property characteristics provided in the DLMS 527R; (e.g. DEMIL
Code, HM/HW indicator, etc.).

C16.7.7.2. DLMS 527R Required Data Elements. The DLMS 527R Receipt
transaction includes the following data elements as applicable to support the disposition
category code assignment process and to subsequently track other disposal processes:
Bill to DoDAAC, DEMIL code, demilitarization integrity code, demilitarization performed
code, disposition services accumulation number, disposition category code, disposition
services container ID, disposition services complete container count, disposition
services current container count, disposition services term sales code, disposition
services indicator (e.g., Abandoned Property (AP) Indicator, Certificate Availability (CA)
Indicator, Controlled Property Branch Verified as Not controlled (CPBV), DEMIL
Instructions (DI) Indicator, HM Indicator, HW Indicator, or HWPS Indicator, Receipt-In-
Place (RIP) Indicator, SA/LW Indicator, Wash Post (WP) Indicator), disposition services
reimbursement code, disposition services UCN, DTID number or DTID number and
suffix, DTID materiel description, hazardous material indicator code, Industrial Plant
Equipment (IPE) report number, SDS Number, model number (used only in conjunction
with IPE Report Number), Sales Contract Number, Sales Contract Line Item Number,
Service LSN, year of manufacturer (used only in conjunction with IPE Report Number).

C16.7.7.3. Disposition Category Code SL–Sales. The DLA Disposition

Services Office will return a Disposition Category Code SL to notify the field office that
the item will be held for sale. When pre-existing sales contract data is available, DLA
Disposition Services will pre-position contract data using the DLMS 832N transaction
(see C16.7.6.) to facilitate receipt processing. At time of receipt, the field office receiver
will match the property received from customer turn-in to the pre-positioned sales
contract data. When a match is found, the sales contract number and associated sales
contract line item number will be provided on the DLMS 527R Receipt transaction sent
to DLA Disposition Services.

C16.7.7.4 Reversal of Incorrect Receipt Transactions for DLA

Disposition Services. Receiving activities may use the DLMS 527R Receipt
transaction (Legacy DIC D4_/D6_) to reverse incorrect receipt transactions. The
Receipt reversal transaction will use reason for reversal codes identified in DLM
4000.25 Volume 2, Appendix 7.32, Reason for Reversal Code. For receipt
reversals using Reason for Reversal Code D to identify SDR After Receipt, DLA
Disposition Services Field Sites will first trigger the SDR using SDR Action Code
3C, followed by e SDR with Action Code of 3B. This will allow the discrepant
materiel to remain in location and on record at the Disposition Services Field
Office until the discrepant materiel has been picked up by the originating
generating customer. .The receipt reversal transaction will be the last step to the
process. See C16.8.1 and C16.8.1.2 for additional information.

C16.7.7.5. Turn-in of Small Arms/Light Weapons. When SA/LW materiel is

received, DLA Disposition Services DEMIL Center, Anniston, Alabama must identify the

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SA/LW by a valid NSN or DoD SA/LW Registry assigned management control number
(MCN), in addition to a separate serial number for each individual weapon.

C16.7.7.5.1 Verification and Passing of SA/LW Serial Numbers. During

the pre-receipt process, the field office will sight verify the serial number(s) received. To
report the receipt, the field office will include those serial numbers in the DLMS 527R
Receipt transaction sent to DLA Disposition Services and also send a DLMS 140A,
Transaction Code R, Receipt, to the DLA SA/LW registry and the generating activity’s
SA/LW registry. Receipt reporting to DLA Disposition Services and SA/LW registry
receipt reporting must be within applicable MILSTRAP/DLMS time standards. There is
a “many-to-one” relationship between a weapon serial number and DTID number or
DTID number and suffix; therefore, the weapon serial number will be looped on the
DLMS 527R Receipt transaction. The DLMS 140A transaction has a “one-to-one”
relationship for weapon serial numbers. The system produces two DLMS 140A
transactions to each generating activity. For example, each DLMS 527R Receipt
transaction for SA/LW will contain the DTID number or DTID number and suffix and a
specific weapon serial number for each individual weapon (e.g., if ten weapons make up
the DTID number or DTID number and suffix quantity, DLA Disposition Services will
receive one Receipt transaction for that DTID number or DTID number and suffix, with
ten unique serial numbers). Additionally, that same receipt transaction produces 20
DLMS 140A transactions (e.g., ten outbound to the DLA SA/LW registry and ten
outbound to the generating activity).13

C16.7.7.5.2. Materiel Identification on Disposition Services Turn-In

Receipt Acknowledgement (TRA). When the field office receives a SA/LW identified by
a Service LSN or invalid materiel identification, the field office conducts research to
determine the valid NSN. If the field office cannot identify a valid NSN for the weapon,
the field office contacts the DoD SA/LW Registry to obtain an MCN in accordance with
Chapter 18 procedures. The field office uses the valid NSN, or the DoD SA/LW
Registry assigned MCN, as the primary materiel identification in the 527R Receipt
transaction at 2/LIN02/LIN03/010. The field office receipt process will trigger a TRA
transaction sent to the DoDAAC in the original DTID number. When the materiel
identification in the Receipt transaction differs from that provided in the DTID, the TRA
will reflect the DTID materiel identification as the primary identification (LIN02/LIN03)
and the valid NSN, or DoD SA/LW Registry assigned MCN, actually received into DLA
Disposition Services inventory as a secondary identification (LIN16/LIN17). Inclusion of
both materiel identification numbers in the TRA transaction provides linkage to audit
trails maintained by the field office. The TRA transaction will include the SA/LW serial
number(s) reported in the corresponding 527R Receipt transaction.14

13
DLA has advised that use of the SA/LW serial number will not be implemented initially in the 527R
Receipt transaction at the field offices. DLA must provide Enterprise Business Standards Office with their
planned Distribution Standard System (DSS) implementation date when known.
14
DLA advised that the DLA Disposition Services Field Offices will not include the SA/LW serial number
in the 527R TRA transaction as part of TRA initial implementation. DLA must provide DLMS Program
Office their planned implementation date for including the SA/LW serial number in the TRA, when known.

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C16.7.7.5.3. Partial Weapon Turn-in15

C16.7.7.5.3.1. Turn-in activities must include a list of missing parts

on the DTID (or an attached continuation page) or a signed statement certifying that the
weapons have missing parts when transferring partial/incomplete weapons to DLA
Disposition Services under the whole weapon NSN. If using a missing parts list and the
shipment includes multiple weapons, associate each list of missing parts with the serial
number of the whole weapon. Shipments of a partial weapon identified under the whole
weapon NSN but lacking the required list of missing parts or equivalent certification are
discrepant. DLA Disposition Services will hold rejected serialized weapons/weapon
parts in a segregated location pending resolution of the SDR. If the DLA Disposition
Services does not receive a reply to the SDR with the updated documentation or is
otherwise unable to resolve the discrepancy within 25 days, DLA Disposition Services
will return the partial weapons to the turn-in activity. If DLA Disposition Services cannot
locate the turn-in activity, DLA Disposition Services will contact DoD Registry for
resolution/disposition instructions or referral to the owning Service.

C16.7.7.5.3.2. DLA Disposition Services will NOT accept a turned

in weapon subcomponent, such as the upper receiver, butt stock assembly, or barrel
assembly, without its matching serialized receiver under its end item NSN. When
identifying the serialized receiver on a weapon, the term “serialized receiver” refers to
the receiver that displays or holds the serial number of a particular weapon. DLA
Disposition Services will receipt the subcomponent under the applicable materiel
identification for the subcomponent(s) and submit an informational SDR to the
generator. DLA Disposition Services will send a Disposition Services Turn-In Receipt
Acknowledgement transaction citing the turn-in materiel identification (for reconciliation
by the turn-in activity) and the actual materiel identification used for the DLA Disposition
Services receipt. It is the responsibility of the turn-in activity to correct the SA/LW
Registry and IUID Registry as applicable. DLA Disposition Services will mutilate and/or
destroy non-serialized weapon parts consistent with the demilitarization code
requirements, local policies, laws, and regulations.

C16.7.7.6. Turn-in of Industrial Plant Equipment. During the pre-receipt

process, the field office will verify the serial number received and include that serial
number in the DLMS 527R Receipt transaction sent to DLA Disposition Services (one-
to-one relationship between DTID number or DTID number and suffix and serial number
for IPE).

C16.7.7.7. Disposition Services Indicator. The field office will assign a

disposition services indicator in the DLMS 527R Receipt transaction to communicate
unique property and/or materiel location information as follows:

C16.7.7.7.1. AP – Abandoned Property

C16.7.7.7.2. CA – Certificate Available to Document Property Condition

15
Refer to ADC 1175.

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C16.7.7.7.3. CPBV – Controlled Property Branch Verified as Not
Controlled

C16.7.7.7.4. DI – DEMIL Instructions Available at Time of Receipt

C16.7.7.7.5. HM – Hazardous Material

C16.7.7.7.6. HW – Hazardous Waste

C16.7.7.7.7. HWPS – Hazardous Waste Profile Sheet Available at Time

of Turn-in

C16.7.7.7.8. RIP – Receipt-In-Place. Property not physically located at

the field office. The generator retains custody and accountability (ownership) until
property is ready for sale, reutilization, transfer and/or donation.

C16.7.7.7.9. SA/LW – Small Arms and Light Weapons

C16.7.7.7.10. WP – Wash Post. Property may have previously

processed as RIP pending sale, reutilization, transfer, or donation. Once the customer
is available to remove the property from generator’s location, the field office will send a
DLMS 527R Receipt, with Disposition Services Indicator WP, and the appropriate
Disposition Category Code of SL or RU. The receipt quantity will be added to the field
office and DLA Disposition Services’ inventory records, then immediately dropped. The
field office will use the WP indicator to generate an internal DLMS 940R MRO to drop
the DTID number or DTID number and suffix (requisitioned quantity) from its inventory
balance. Simultaneous with the creation of the DLMS 527R Receipt (Transaction Type
Code D4), with Disposition Services Indicator WP to DLA Disposition Services, the field
office will trigger a TRA transaction to the DoDAAC in the DTID number to provide
notification that materiel has been receipted and DLA Disposition Services processed a
Receipt transaction to pick up materiel accountability and ownership for the materiel.
The TRA will be provided to the DoDAAC in the DTID.

C16.7.7.8. Hazardous Material Indicator Code, Demilitarization code, and

Controlled Inventory Item Code. The Hazardous Materials Indicator Code, DEMIL Code
and CIIC will be included on all DLMS 527R Receipt transactions generated from
Recycling Control Points (RCP) for transfers to DLA Disposition Services (RIC S9W)
and from DLA Disposition Services Field Offices for receipts of generator turn-ins to
DLA Disposition Services (RIC S9D).

C16.7.7.9. Delivery Order Term Sales. The field office will identify property
designated for resale under CV delivery order term sales contracts by including the
disposition services term sales code in the receipt transaction. The disposition services
term sales code is based on specific item characteristics. An example is rolling stock
(wheeled items). The delivery order term sales code is a code set maintained by DLA
Disposition Services. An internal DLA Disposition Services table is used to associate
the delivery order term sales code with the applicable CV contract for sourcing materiel
for release to the purchaser.

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C16.7.7.10. Disposition Services Accumulation Number. The Disposition
Services Accumulation Number is a unique number for the weekly time period assigned
to all property entering the disposal system during that week. The number controls the
multitude of disposal cycles Disposition Services uses to manage the ultimate
disposition of property and ensures items receive full screening on the RTD web
allowing all customers to have an appropriate time frame to view and requisition
property. The original accumulation number is assigned automatically by the DLA
Disposition Services Field Office and sent to DLA Disposition Services ICP via the
DLMS 527R Receipt transaction.

C16.7.7.10.1. When the accumulation number becomes out of sync,

DLA Disposition Services ICP (approved headquarters personnel only) will manually
change the DTID’s accumulation number in DLA’s EBS. EBS automatically sends this
change to the DLA Disposition Services Field Office using the DLMS 846C
Accumulation Number Update transaction.

C16.7.7.10.2. The Accumulation Number Update transaction provides

the field office with the new accumulation data. The updated fields include: date of
accumulation number change, old accumulation number, and new accumulation
number. The disposition category code is also passed. For Accumulation Number
Update transactions, the disposition category value will always be RU as only items in
RU Reutilization status need to be tracked by an accumulation number. The field office
will use the RU value to trigger the correct processing of the transaction.

C16.7.8. Disposition Category Code Assignment and Associated Action. When

generators turn-in materiel under a DTID number or DTID number and suffix to a DLA
Disposition Services Field Office, the field office will send DLA Disposition Services a
non-DLMS synchronous real-time transaction to request disposition category
assignment. Depending upon the characteristics of the DTID number or DTID number
and suffix property, DLA Disposition Services’ response will assign one of the following
five Disposition Category Codes: Reject (RJ), Research (RS), Reutilization (RU), Sales
(SL), or Disposal (DS). After the DLA Disposition Services Field Office receiver verifies
the receipt disposition category assignment from DLA Disposition Services, the field
office will send a DLMS 527R Receipt transaction with the appropriate disposition
category code (see C16.7.8.1. and C16.7.8.2.). Simultaneous with the generation of the
DLMS 527R Receipt transaction (Transaction Type Code D4) to DLA Disposition
Services, the field office will trigger a TRA transaction to the DoDAAC in the DTID
number. This action provides near time confirmation to the generator that DLA
Disposition Services processed a Receipt transaction to pick up materiel accountability
and ownership for the materiel and provides a linkage to audit trails retained by the field
office.

C16.7.8.1. Assignment of Disposition Category Code. The Disposition

Category Code assigned to a DTID number or DTID number and suffix determines how
the property is processed subsequent to receipt; (e.g. reutilization, disposal, etc). In
addition, the category will determine the field office stow process, and which activity will
be responsible for the issue of DTID number or DTID number and suffix property. The

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DLA Disposition Services will be responsible for issuing DTID number or DTID number
and suffix records with Disposition Category Codes of RU or SL, except when the SL
Disposition Category Sub-Category Code is CV (Commercial Venture), or SR (Scrap
and Salvage Recycling). The Disposition Services Field Office will be responsible for
issuing DTID number or DTID number and suffix records with a disposition category of
Disposal (DS), or Sales (SL) with a Disposition Category Sub-Category Code CV or SR.

C16.7.8.1.1. Warehouse Storage Location Update. The DLA

Disposition Services Field Office will send the DLMS 943A Warehouse Storage
Location Update transaction to DLA Disposition Services to provide visibility of the
warehouse storage location for DTID number and suffix records with a Disposition
Category Code RU or SL. The Warehouse Storage Location Update transaction will be
submitted subsequent to the reported 527R Receipt when materiel receipt is stowed in
a warehouse storage location or RIP site and at the completion of re-warehousing
actions for Disposition Category Code RU and SL items. For RIP, the transaction
identifies the alternate property location data. This is structured as “APLD” plus the
location DoDAAC (when available), and up to six characters after the DoDAAC further
identifying the physical location of the item. In addition to the warehouse location, the
Warehouse Storage Location Update will contain the property area code assigned
based on the type of property stored in the warehouse location (e.g., DEMIL required,
general property, controlled item, etc.) The property area code is internal to, and
maintained by, DLA Disposition Services. There will not be a property area code
assigned for RIP property. DLA Disposition Services will update the RTD Web with the
warehouse storage location data to facilitate the screening process when the RTD
specialist or customers request visual inspection (prior to requisitioning).

C16.7.8.1.2. Incorrect RTD Web Warehouse Location. Due to the

timing between the RTD Web print out and the customer's visit to the DLA Disposition
Services Field Office, if materiel is not found in the warehouse location shown on the
RTD Web print out, field office personnel will query DSS to obtain the current
warehouse location for DTID items to be examined.

C16.7.8.2. DTID, or DTID and Suffix Property Issued by DLA Disposition

Services Field Offices. The DLA Disposition Services Field Office will issue DTID
number or DTID number and suffix property based on the Disposition Category Code
and additional data reflected in the DLMS 846C. For these issues, the field office will
create an internal DLMS 940R (either Redistribution Order or Materiel Release Order,
as appropriate). For materiel release to customers of Disposition Category Code DS
materiel, or Disposition Category Code SL materiel with subcategory CV or SR, see
C16.7.8.5. For relocation/redistribution of Disposition Category Code DS materiel to
another DLA Disposition Services Field Office, (see C16.7.5).

C16.7.8.3. Validation/Change of Initial Disposition Category Code. There are

multiple situations when DLA Disposition Services and the DLA Disposition Services
Field Office validate or change the disposition category code assigned to a DTID
number or DTID number and suffix in the initial DLMS 527R Receipt transaction. The
DLMS 846C Disposition Category Update transaction (Report Type Code PC–Update),

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will be used by DLA Disposition Services for these communications. For instances
where a response is warranted, the DLMS 846C, Disposition Category Update
Response transaction (Report Type Code 09–Response), will be used by DLA
Disposition Services Field Offices. A summary of when the DLMS 846C is used to
validate/change initially assigned disposition category codes is as follows:

C16.7.8.3.1. Using 846C Disposition Category Update Transaction.

Upon receiving the Receipt transaction from the field office, DLA Disposition Services
will validate the disposition category code of the receipted DTID number or DTID
number and suffix. If Disposition Category Code DS is assigned, and DLA Disposition
Services agrees, a DLMS 846C Disposition Category Update transaction will be
generated to the field office citing Disposition Category Code DS. This transaction will
notify the field office that the item will be sent to ultimate disposal and will contain data
required by the DLA Disposition Field Office to construct internal MROs or RDOs as
required to issue the property. Upon receipt of the DLMS 846C Disposition Category
Update transaction indicating ultimate disposal, the field office will generate a DLMS
846C Disposition Category Update Response to DLA Disposition Services confirming,
changing, or denying the assigned DS Category Code. If confirmed, the field office will
subsequently generate the DLMS 867I Issue transaction to DLA Disposition Services if
the property is issued to another DLA Disposition Services Field Office (DEMIL or
Controlled Property Center) (see C16.7.5.3.2.) or the DLMS 511R (post-post Directed
MRO (DIC C0_)) if the property is issued to a disposal customer (see C16.7.8.5.).

C16.7.8.3.2. Update/Changes to a Controlled Property Rule. If DLA

Disposition Services updates/changes a controlled property rule, the Disposition
Category Code of the DTID numbers, or DTID numbers and suffixes affected by this
change may be updated. This can occur prior to or during the RTD screening cycle.
DLA disposition category codes can be changed among DS (Disposal), RU
(Reutilization) or SL (Sales). If the property goes through the complete RTD cycle and
is not requisitioned, it will be assigned Disposal Category Code DS or Disposition
Category Code SL-Sales via generation of the DLMS 846C update transaction by DLA
Disposition Services. This transaction will contain data required by the DLA Disposition
Field Office to construct internal MROs. Items assigned a disposal category are
processed as described above. Some DTID number or DTID number and suffix
property assigned Disposition Category Code SL–Sales are further identified by a
disposition sub-category code in the DLMS 846C as being eligible for CV contracts and
are processed as described below.

C16.7.8.3.2.1. Sales Category Sub-Category Commercial Venture.

DLA Disposition Services has a partnership with a commercial venture firm to sell DoD
surplus property following the RTD screening cycle. DLA Disposition Services will
identify property categorized for CV and send the DLMS 846C Disposition Category
Update transaction to the field office to initiate processing. Upon receipt of the DLMS
846C indicating CV, the field office will generate the DLMS 846C Disposition Category
Update Response transaction to DLA Disposition Services confirming or changing the
assigned disposition category codes.

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C16.7.8.3.2.1.1. Change of CV Code Due to Ineligibility.
When the Controlled Property Verification Officer at the field office determines materiel
is not CV eligible, the Disposition Category Update Response transaction will contain
disposition category code DS instead of SL, as well as a disposition category change
reject reason code, as published in DLA Disposition Services -I 4160.14, reflecting the
data characteristic or reason the item will not be released to the CV contract. DLA
Disposition Services will in turn send the update DLMS 846C to the field office. The
reject reason code will cause the field office to remove the property from the CV holding
area at the warehouse and allow the item to be processed through ultimate disposal.

C16.7.8.3.2.1.2. Use of DLMS 511R for Eligible CV Materiel.

When the field office determines the materiel is CV eligible, the field office will send the
DLMS 511R (post-post directed MRO) transaction to DLA Disposition Services for
inventory issued to the CV customer (see C16.7.8.5.).

C16.7.8.3.2.1.3. Use of DLMS 945A Materiel Release Denial

for Unauthorized CV Materiel. In limited situations, where a CV delivery order is
released to the DLA Disposition Services Field Office listing DTIDs to issue/ship to a CV
firm, and a subsequent mission essential RTD order is received for DTID(s) on that
delivery order prior to shipment to the CV firm, a DLMS 945A Materiel Release Denial
(MILSTRIP legacy DIC A6A/A6B/A61/A62) citing Denial Management Code W needs to
be sent to DLA Disposition Services to remove the item from the delivery order and
generate a systemic credit for that delivery order. Sales personnel at the DLA
Disposition Services Field Offices will then have the ability to properly close-out a pick
requirement for property that appears on the CV delivery order that does not qualify for
issuing to CV and expedite the denial with a systematic credit to the CV firm.

C16.7.8.3.2.2. RESERVED

C16.7.8.4. Directed Release of Disposal and Sales DTID Number, or DTID

Number and suffix, Property (Post-Post Action). DLA Disposition Services Field Offices
will send the DLMS 511R, DLA-Directed MRO (DIC C0_) Type Transaction Code
A0/Action Code J, to DLA Disposition Services after property has been issued. Upon
receipt, DLA Disposition Services will drop its inventory balance. In this instance, no
MRO is sent to the field office, as this 511R is for inventory reduction vice shipping (the
materiel has already been delivered or picked up).

C16.7.8.4.1. Use of Internal DLMS 940R MRO. For these issues, the
field office will create an internal DLMS 940R MRO using a unique document number
constructed by using the field office DoDAAC and current ordinal date, followed by a
unique 4-digit serial number, (e.g., SY205411390001, SY205411390002, etc). The field
office will then decrement the owner balance, create and exit the DLMS 511R directed
MRO, position the MRO for release, and once released, generate the DLMS 945A
materiel release confirmation to the owner and DLMS 856S Shipment Status to the
customer. Materiel release confirmations for both scrap and commercial venture
property will use the transportation mode code for “Bearer, Walk-Thru (Customer Pickup
of Materiel)” to indicate no physical shipment is involved.

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C16.7.8.4.2. DIC for Internal MRO. The DIC cited in the internal DLMS
940R will be A5_, MRO since the property is being shipped or picked up by a customer.

C16.7.8.4.3. Updating DAAS on Internal MROs. Since these

transactions are internal to the field office, a copy will be passed to Transaction
Services to be posted in the DAAS so that the complete issue, confirmation, and status
history are maintained.

C16.7.8.5. Post-post Requisitions. Post-post requisitions from the DLA

Disposition Services Field Office will be identified by disposition category code and
disposition sub-category code. A Disposition Category Code DS indicates the materiel
has already been issued. As discussed above, Disposition Category Code SL (Sales)
with the Disposition Sub-Category Code CV (Commercial Venture) indicates the
property was issued to the commercial venture customer. Use of Disposition Category
Code SL with Disposition Sub-Category Code SR indicates the property was issued to a
scrap sales customer.

C16.7.8.6. Routing Identifier Code-To S9W or S9D on DLA Disposition

Services Directed Materiel Release Orders. DLA Disposition Services specific DLMS
511R DLA-Directed MRO transactions will always display a RIC-To S9W or S9D. RIC-
To S9W will be used to indicate property issued from a RCP; RIC-To S9D will be used
to indicate property issued from a DLA Distribution Services Field Office.

C16.7.8.7. Disposition Category Code DS/Disposition Sub-Category Code.

Upon receipt of these types of DLMS 511R transactions, DLA Disposition Services will
determine the type of post-post order that should be generated based upon the
disposition category code/disposition sub-category code. Disposition Category Code
DS will indicate a DLA Disposition Services post-post disposal order.

C16.7.8.8. DLA Disposition Services Post-Post Scrap Sales Orders. The

DLA Disposition Services Field Office will send DLMS 511R DLA Directed MRO (post-
post requisitions) using Disposition Sub-Category Code SR to DLA Disposition Services
each time scrap sales contractors remove property for a scrap UCN, DTID number or
DTID number and suffix from a DLA Disposition Services Field Office. The DLMS 511R
DLA Directed MRO will include the sales contract number and the quantity (by weight)
of the scrap material removed. The addition of the sales contract number and weight
allows DLA Disposition Services to identify the contract associated with the sale and
support back-end billing. DLA Disposition Services will create a post-post sales order
for each DLMS 511R DLA-Directed MRO transaction received from the Field Office.
DLA Disposition Services will assign DTID number or DTID number and suffix,
associated with the materiel on the post-post order based on First In-First Out (FIFO)
order, limiting selection to DTID numbers with an available quantity on the DTID Table.
DLA Disposition Services will first add a new record to the Sales Order DTID Table and
include: DTID number or DTID number and suffix, post-post order number, quantity,
date, and order type; and then update the inventory record by decreasing the available
quantity for the DTID.

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C16.7.8.9. DLA Disposition Services Post-Post CV Orders. The DLA
Disposition Services Field Office will send DLMS 511R post-post requisitions using
Disposition Sub-Category Code CV to DLA Disposition Services each time CV
customers remove property for a commercial venture DTID number or DTID number
and suffix, from a DLA Disposition Services Field Office. DLA Disposition Services will
create a post-post order for each 511R DLA-Directed MRO transaction received from
the field office and add a record to the Sales Order DTID Table to include: DTID
number or DTID number and suffix, post-post order number, quantity, date, and order
type; and then update the inventory record by decreasing the available quantity for the
DTID.

C16.7.8.10. Billing for Materiel. The DLMS 511R transactions for scrap sales
and commercial venture will indicate non-Interfund billing to the contractor (Fund Code
XP) and the customer will be billed prior to removal of the materiel. The DoDAAC of the
commercial or scrap venture firm will be identified as both the ordered-by and ship-to
activity. For DLMS 511R transactions, the Signal Code M indicates there will be no
billing. In addition, the DoDAAC of the disposal customer will be identified as both the
ordered-by and ship-to activity. When a unit of use LSN is being issued, the DLMS
511R will carry both the unit of use LSN and the cross-reference NSN. The unit of use
Indicator defines the quantity and unit of measure applicable to the Unit of Use.

C16.7.8.11. Disposal of SA/LW. For DLMS 511R directed MROs with

Disposition Category Code DS involving the disposal of SA/LW, the serial
number/unique item identifier (UII) will not be populated on the transaction. The serial
number/UII will only be present on the 945A confirmation.

C16.7.9. Local Stock Numbers (LSN) and Unit of Use.

C16.7.9.1. Local Stock Numbers (LSN) and Unit of Use. There are several
instances that an LSN will be used by the DLA Disposition Services Field Office and
supported activities:

C16.7.9.1.1. Useable Local Stock Numbers (LSN). When materiel is

turned in to the Disposition Services Field Office identified by an LSN assigned by the
generator, and it cannot be further identified to an NSN, and is determined to be
useable, a Disposition Services LSN will be assigned (if one does not already exist) and
will be used as identification of the property throughout the disposition services process.
Useable LSNs will be identified by valid FSC as part of the numbering convention, (e.g.,
1035-DS-GUN-GT3M). The original LSN used by a generator to turn in materiel, will be
included as a reference on the receipt and will serve as reference information for the
item when it is marketed on the RTD website.

C16.7.9.1.2. Scrap LSN. Materiel downgraded to scrap during or

subsequent to receipt will be assigned a Scrap LSN. Scrap LSNs will be identified by
using a materiel group of SCRP. All scrap LSNs will use this materiel group
identification as well as containing a Scrap Classification Code (SCL). The SCL is a

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three-character DLA Disposition Services code to identify different types of scrap and
appears in positions 11-13 of the Scrap LSN, (e.g., SCRP-DS-000-A01A).

C16.7.9.1.3. Unit of Use. When the materiel turned in to the Disposition

Services Field Office can be identified to a NSN but the quantity is less than the FLIS
unit of use, the DLA Disposition Services Field Office will create a new LSN by replacing
the first character of the NIIN, (e.g., 5965-R1-123-4567, with an "R"). DLA Disposition
Services and field offices use of DLMS transactions, including the DLMS 945A Release
Confirmation, will carry the unit of use LSN, the cross-reference NSN, and the unit of
use indicator. When the unit of use Indicator is present in the transaction, the quantity
and unit of measure values associated with this transaction are applicable to the unit of
use. However, the property will be identified to its NSN for RTD. This form of LSN for
unit of use will not be visible to the customer as its use will only be between DLA
Disposition Services and their field offices.

C16.7.9.2. Catalog Data Support Transaction (DLMS 832N). DLA

Disposition Services will be the source for all Disposition Services LSNs (useable and
scrap LSNs) and will notify DLA Disposition Services Field Offices via a DLMS 832N,
Catalog Data Support transaction when it creates, changes or deletes an LSN. The
DLA Disposition Services will use the DLMS 832N to create or update their LSN
records.

C16.7.9.3. Creation/Update of Unit of Use LSNs. The DLMS 832N will not
be used between DLA Disposition Services and their field offices for creation or update
of unit of use LSNs, rather both will maintain tables which contain agreed upon
conversion factors for what will be the lowest possible assigned unit of measure for
each valid Federal Logistics Information System (FLIS) unit of use. When receipts for
Unit of Use LSN materiel are processed by DLA Disposition Services, internal logic will
link the materiel back to the NSN.

C16.8. SUPPLY DISCREPANCY REPORTING. Supply discrepancy reports (SDRs)

and associated responses will be reported via the Disposition Services Field Office
system or DoD WebSDR, using the DLMS 842A/W, Standard Supply Discrepancy
Report (SDR), Follow-up, Correction, Cancellation, & Reconsideration Request, for the
initial SDR and the 842A/R, Standard Supply Discrepancy Report (SDR) Reply, for the
reply. Discrepancies may be identified in shipments between the DLA Distribution
Center and the DLA Disposition Services field office, between two DLA Disposition
Services Field Offices, and between the field office and the generating customer, as
well as between DLA Distribution Centers and customers for RCP directed shipments.
The SDR may be reported by the receiving field office or by the receiving customer.

C16.8.1. Outgoing SDR. During the receiving process, if the DLA Disposition
Services Field Office identifies a supply discrepancy, an SDR will be generated via the
field office system using using DLMS 842A/W transaction to the generating
customer using Discrepancy Report Document Type Code D in conjunction with the
appropriate SDR Disposition Services sub type code to distinguish the source of
discrepant shipment (generating activity turn-In = T, DLA Distribution Center = B, and

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Redistribution between field offices = E, SDR Requested Action Type 3C.). Once the
originating generator picks the non-accepted property, DLA Disposition Services
will update the original SDR (Disposition Services SDR Sub Type Code T) with
SDR Requested Action Code 3B. DLA Disposition Services Field Site will also
annotate in the remarks section of the SDR the date the materiel was picked up
by the generator. Using the SDR Requested Action Code 3B will close out the
original SDR created with SDR Requested Action Code 3C. Failure of DLA
Disposition Services to send the SDR Action Codes in this order will result in
SDRs that remain open, adversely impacting metrics and possibly resulting in an
audit.

C16.8.1.1. Discrepancy Codes. The Disposition Services Field Office will

describe the type of discrepant condition, in most instances using unique discrepancy
codes within their internal system. For external DoD processing, these unique codes
trigger specific remarks for the outgoing SDR, but the code itself will not be perpetuated.
Instead, the associated standard DoD discrepancy code value will be used for
distribution of the SDR thus allowing the internal codes to remain available in the field
office system for metrics and managements reports. Unique DLA Disposition Services
discrepant conditions-, such as the turn-in of unauthorized property-or lack of specific
documentation for hazardous material/hazardous waste may be identified by the
applicable shipping, packaging, and storage discrepancy code.

C16.8.1.2. Action Codes. The DLA Disposition Services Field Office will
indicate the applicable action taken or requested on the SDR. When the generator
turns in property that cannot be accepted by the field office, the field office will prepare
an SDR using SDR Requested Action Code 3C, indicating receiving activity not
authorized to accept property (pick-up by original owner required) (Disposition
Services use only). Once the originator picks the non-accepted property, DLA
Disposition Services will update the original (Disposition Services SDR Sub Type
Code T) (DLA Disposition Services receipts from generating turn–in), with SDR
Requested Action Code 3B (Discrepancy reported for corrective action and trend
analysis. No reply required). DLA Disposition Services Field Office will also
annotate in the remarks section of the SDR the date the materiel was picked up
by the originator. Using the SDR Requested Action Code of 3B will close out the
original SDR created with Action Code 3C.

C16.8.1.3. Primary/Secondary Document Numbers. The outgoing SDR may

require communication of two document numbers. The following rules apply:

C16.8.1.3.1. Property Turned in by Generating Activity. The value used

for the DTID/Suffix by the customer will be the primary document number identified in
the SDR. If a UCN was established by the field office upon receipt, it will not be
perpetuated on the SDR.

C16.8.1.3.2. Property Shipped by the DLA Distribution Center to the

DLA Disposition Services Field Office. The document number used to ship the property

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will be the primary document number identified in the SDR. No secondary document
number is applicable.

C16.8.1.3.3. Redistribution of Property Between Disposition Services

Field Offices. The redistribution document number will be the primary document
number identified in the SDR. The DTID used by DLA Disposition Services to track
materiel will be perpetuated in the SDR and will be available to the receiving field office
in both the DLMS 856S, Shipment Status and the DLMS 527D, PMR.

C16.8.2. RCP SDRs Prepared via DoD Web SDR. DLA Disposition Services RCP
personnel will receive and process discrepancies for property shipped by the DLA
Distribution Centers to various customers. RCP personnel will log in to WebSDR to
create and submit SDRs on behalf of the customer using Document Type Code 7 and
the related DLA Disposition Services SDR type code to distinguish customer type, as
follows:

C16.8.2.1. D = DLA Disposition Services Donated Materiel. D Identifies

discrepant property staged at the depot and released to a state agency customer.

C16.8.2.2. F = DLA Disposition Services Transferred Materiel. F Identifies

discrepant property shipped to a non-DoD federal agency customer by a distribution
center.

C16.8.2.3. O = Other DLA Disposition Services Shipment. O Identifies any

other discrepant DLA Disposition Services Field Office property shipment not applicable
for identification by any other designated Disposition Services Type Code.

C16.8.2.4. R = DLA Disposition Services Reutilization. R Identifies

discrepant property shipped to a DoD customer by a distribution center (applicable to
RCP receipt).

C16.8.2.5. S = DLA Disposition Services Sale. S Identifies discrepant

property sold to a DLA Disposition Services sales contractor and shipped by a
distribution center.

C16.8.3. Incoming Customer SDRs. SDRs addressed to DLA Disposition

Services (RIC S9D) or RCP (RIC S9W) will be supported by conversion to email via
DoD WebSDR. RCP SDRs will be processed in accordance with paragraph C16.8.2.
The generic email address for S9D will be associated with all the DLA Disposition
Services Field Offices for Document Type 7 SDR only, allowing customer generated
SDRs to be forwarded to DLA Disposition Services. Replies will be created in DoD
WebSDR. Incoming Customer SDRs will not be sent to the DLA Disposition Services
ICP system.

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C16.8.4. Distribution of Document Type Code D SDRs Generated During the
Receiving Process at the DLA Disposition Services Field Office.

C16.8.4.1. Discrepant Turn-ins. SDRs resulting from discrepant turn-ins will

be directed to the shipping activity DoDAAC (also known as the generator) identified on
the turn-in document (DD 1348-1A, Block 2).

C16.8.4.2. SDRs with Type Code T. SDRs citing DLA Disposition Services
SDR Type Code T will be sent directly to the activity responsible for the turn-in of
property whenever possible. In order to ensure electronic notification to the generating
activity, DLA Disposition Services will provide the generator’s email address to DoD
WebSDR. This email address will be used by WebSDR for dissemination of the SDR.

C16.8.4.2.1. Generator Email Address. The Disposition Services Field

Office system will establish a global table to store generator email addresses. The
generator’s email address will be captured from automated turn-in web-based tools
maintained by DLA Disposition Services. The field office system will map the generator
email address as indicated by the DLMS 842A/W. DoD WebSDR will use this email
address for distribution to the identified address in addition to any other applicable
distribution business rules.

C16.8.4.2.2. DoD Component Distribution. The SDR will automatically

be sent to SDR applications based upon the existing DoD WebSDR or the Military
Service of the customer either by transaction or via the email address associated with
the DoDAAC in WebSDR. DLA Disposition Services will monitor for SDRs that never
reached the intended recipient when so notified by rejected SDR or failed SDR
transmission and pursue manual off-line follow-up if needed.

C16.8.4.3. SDRs Citing the DLA Disposition Services SDR Type Code B or
E. SDRs with Type Code = B or E will be directed to the shipping activity and no
information copies required.

C16.8.5. Property Requiring Customer Pick-Up. When unauthorized or

unacceptable property is turned in to the field office, property will be placed in a
frustrated property research area and an SDR prepared with the Discrepancy Code Z7
and Action Code 3C to notify the generator to pick-up the property. If the field office
received property where the owner is not known or if the generator fails to respond to
the SDR within 55 days or fails to pick up the property, the property may be mutilated
and/or destroyed, consistent with Demilitarization Code requirements, local policies,
laws, and regulations. As appropriate based upon the security and classification
requirements of specific property, DLA Disposition Services may contact the generator
in advance of the 55 day SDR time standard (which is consistent with all host nation,
Federal, State, and local laws and regulations including DoD disposal policies).

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C17. CHAPTER 17
SUPPLY DISCREPANCY REPORTING 1
C17.1 GENERAL

C17.1.1. Purpose.

C17.1.1.1. This chapter establishes information requirements for reporting

and processing of discrepancy reports under the supply discrepancy reporting (SDR)
Program. The SDR is a tool used to report shipping or packaging discrepancies
attributable to the responsibility of the shipper, (including U.S. Government sources and
contractors/manufacturers/vendors) and to provide appropriate responses and
resolution, including financial action when appropriate. The purpose of the SDR
exchange is to determine the cause of such discrepancies, effect corrective action, and
prevent recurrence.

C17.1.1.2. There are additional processing procedures that must be applied

for items identified as serially managed materiel requiring owner visibility at DLA
Distribution Centers. Refer to Chapter 30 for overview. See paragraph C17.3.8. for
detailed SDR procedures.

C17.1.2. Component SDR Systems. The intent of the SDR program is to support
reporting of discrepancies identified during receipt processing without requiring separate
action by receiving or support personnel to manually re-enter receipt information for the
creation of the SDR in a separate, stand-alone SDR system. To facilitate the
preparation of complete and accurate SDRs, Components must design supply systems
to report supply discrepancies as an integral and seamless part of the receiving
process.

C17.1.3. Standard SDR Transactions. Under DLMS, the SDR will be considered
a common logistics information exchange to be integrated with transaction processing
through DAAS. The DoD approved standard for electronic transmission of SDR
transactions is prescribed by the DLMS Implementation Convention (IC) using an ASC
X12-compliant variable-length transaction format. Multiple DLMS ICs are provided to
support different SDR related functions. The DLMS 842A/W, Standard SDR, will be
employed for transactional exchange of initial reports and associated follow-on actions.
The DLMS 842A/R, DoD SDR Reply, will be employed for transactional exchange of the
SDR reply by the action point. The DLMS ICs for SDRs are available via the
Implementation Convention/DLMS IC page of the Defense Logistics Management
Standards Website.

1
Chapter 17 supersedes and replaces Joint Publication DLAI 4140.55/AR 735-11-2/SECNAVINST
4355.18A/AFJMAN 23-215, Reporting of Supply Discrepancies, August 6, 2001.

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C17.1.4. DoD WebSDR. The DoD WebSDR supports DLMS implementation via a
DAAS-maintained application, that enables SDR transaction exchange; provides a web-
based entry method to assist users who are not supported by a Component DLMS-
compliant SDR application; and provides visibility of SDRs for research and trend
analysis via management report/query capability. The term “DoD WebSDR” (or
“WebSDR”) refers to both the overall business process and supporting automation,
including both direct web input and transaction exchange.

C17.1.4.1. The DoD WebSDR application automates the Standard Form (SF)
364 SDR paper form facilitating the DoD standard transactional exchange described
above. It brings the SDR into an integrated transactional environment, supporting both
direct input (under Component business rules) and transaction exchange originating
within Component applications The WebSDR system facilitates communication and
interoperability between U.S. Military and Federal Agencies and the International
Logistics Control Office (ILCO) on behalf of the Security Assistance customer. It
controls routing of web submissions and logistics transactions according to business
rules. It supports information exchange between the customer, the Inventory Control
Point (ICP)/Integrated Material Manager (IMM), the shipper, and other interested
parties. It encompasses new report submission, correction/modification, cancellation,
follow-up, requests for reconsideration, and SDR replies (including interim responses,
additional information requests, and resolution responses), in addition to the capture of
report and response management statistics.

C17.1.4.2. DoD WebSDR will provide an automated process for tracking

SDR response information. Data collected will enable the Department of Defense to
identify trends, establish volume and dollar values of SDRs, bring management
attention to problems with shipping activities as necessary, and improve the
requisitioning and distribution process within logistics operations. This provides an
effective means to report, resolve, and measure discrepancies related to pipeline
performance. Ultimately, the goal is to incorporate SDR metrics into other logistics
response measurements in support of perfect order fulfillment.

C17.1.4.3. The DoD WebSDR process reduces manual SDR form creation
and eliminates dual entry where multiple Component systems are used. The DoD
requirement is that paper submission of SDRs and non-DLMS compliant SDR
applications will be phased out with migration to DLMS. By exception, until electronic
reporting under DLMS is universally available, SDRs and associated responses may be
reported via hard-copy SF 364, e-mail, through customer service help lines (e.g. the
DLA Customer Interaction Center, [email protected]) 1-877-352-2255 (1-877-
DLA-CALL)), or any other manner acceptable to the submitter and recipient. All manner
of reporting must meet the criteria described in this publication.

C17.1.4.4. Access for DoD WebSDR input and management reports requires
submission of a System Access Request (SAR) available from the DAAS home page.
DoD WebSDR training is available on the Defense Logistics Management Standards
Website.

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C17.1.4.5. DoD Components with an established interface with DoD
WebSDR will designate primary and alternate representatives for the Component SDR
application to DAAS. These representatives will be notified via e-mail when
transactions fail during WebSDR processing due to failure to meet minimum
format/content requirements for processing. Components will provide name, telephone,
and e-mail address to the DoD SDR System Administrator and DAAS WebSDR
Program Manager.

C17.1.5. DLMS Process Review Committee (PRC). The DoD Component

members of the SDR PRC (U.S. and Security Assistance) are identified on the
SDR PRC webpage of the Defense Logistics Management Standards Website. The
SDR PRC is responsible for the development, expansion, improvement, maintenance,
and administration of supply discrepancy related procedures and SDR transaction
processing under the DLMS.

C17.1.6. Applicability. These SDR procedures are applicable to the DoD

Components, participating Federal Agencies, and other external organization elements
as defined in Volume 1, Chapter 1. This includes shipments made from working capital
funds (WCF) and non-WCF funded activities, Security Assistance shipments made
under the International Logistics Program, and shipments received from commercial
sources. By agreement, contractors receiving U.S. Government furnished property
(GFP) under MILSTRIP procedures will comply with U.S. Government SDR procedures
provided herein. Discrepancies related to GFP that do not meet minimum dollar value
criteria in paragraph C17.3.2., may be reported for information only, as a means of
notifying the shipper or ICP/IMM of the discrepant condition.

C17.1.7. Exclusions. The following types of discrepancies are excluded from the
provisions of this publication:

C17.1.7.1. Discrepancies found while materiel is in storage. Two exceptions

to this exclusion are: 1) short shipment and wrong item discrepancies discovered upon
opening a sealed vendor pack may be reported by U.S. Government customers only,
and 2) materiel in storage in a sealed vendor’s pack that is later discovered to have
been shipped with discrepancies relating to item unique identification (IUID) (serial
number or unique item identification (UII)). These may be reported as SDRs and are
not subject to submission timeframes. Refer to IUID discrepancies below.

C17.1.7.2. Discrepancies involving local deliveries to, or returns from,

internal or satellite activities. This exclusion is not applicable to on-site DLA Distribution
Center shipments.

C17.1.7.3. Discrepancies involving shipments of privately-owned vehicles.

C17.1.7.4. Transportation discrepancies covered by DTR 4500.9-R, Defense

Transportation Regulation, Part II, Cargo Movement, Chapter 210, Transportation
Discrepancy Report (TDR), except as specifically permitted under Security Assistance
procedures in this chapter.

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C17.1.7.5. Product quality deficiencies to the extent covered by Joint DLAR
4155.24 /AR 702-7/SECNAVINST 4855.5B/ AFR 74-6l, except as specifically permitted
under Security Assistance procedures in this chapter.

C17.1.7.6. Discrepancies involving personal property shipments.

C17.1.7.7. Billing discrepancies, except as specifically permitted under

Security Assistance procedures in this chapter. Price verifications and/or challenges
are not reportable on an SDR.

C17.1.8. Types of Discrepancies

C17.1.8.1. Supply Discrepancy. Supply discrepancy is a general term used

to describe any variation in goods received from data shown on any authorized shipping
document that is not the result of a transportation discrepancy or product quality
deficiency. Supply discrepancies include both shipping and packaging discrepancies.

C17.1.8.1.1. Shipping (Item) Discrepancy. A shipping discrepancy is

any variation in quantity or condition of goods received from what is shown on the
authorized shipping documents, to include incorrect or misdirected materiel, receipts of
cancelled requirements, and/or improper or inadequate technical or supply/shipping
documentation, that is not the result of a transportation error or product quality
deficiency. Discrepancies involving IUID are reportable under shipping discrepancy
criteria.

C17.1.8.1.2. Packaging Discrepancy. A packaging discrepancy is any

unsatisfactory condition due to improper or inadequate packaging (including
preservation, packing, marking, or utilization) that causes the item, shipment, or
package to become vulnerable to loss, delay, damage, or unnecessary expense to the
U. S. Government, such as excessive packing. Discrepancies involving passive radio
frequency identification (pRFID) are reportable under packaging discrepancy criteria. If
packaging discrepancies are applicable to hazardous materiel, a hazardous materiel
discrepancy code must be used; this code may be used in conjunction with other
packaging discrepancy codes to better identify the nature of the discrepancy.

C17.1.8.2. Transportation Discrepancy. A transportation discrepancy is any

variation in quantity or condition of materiel received from that shown in the piece count
by type of pack on the bill of lading or governing transportation document and other
deficiencies in transportation when discrepant materiel is not involved. These
discrepancies involve motor, air, water, rail, and small package commercial carriers
(excludes USPS shipments that are lost or damaged). Follow TDR policy found in the
Defense Transportation Regulation, Part II, Cargo Movement (DTR 4500.9-R). TDRs
are entered and distributed under the Electronic Transportation Acquisition (ETA)
system at https://eta.sddc.army.mil/.

C17.1.8.3. Product Quality Deficiency. A product quality deficiency is a

defective or non-conforming condition that limits or prohibits the item from fulfilling its
intended purpose. These include deficiencies in design, specification, materiel,

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manufacturing, and workmanship. These are reportable on an SDR only by a Security
Assistance customer. All others follow PQDR policy found in DLAR 4155.24/AR 702-
7/SECNAVINST 4855.5B, AFR 74-6 Product Quality Deficiency Report Program.
Quality deficiencies reported via SDR will be investigated within the ICP/IMM under
procedures associated with Product Quality Deficiency Reports. PQDR resolution
provided via SDR reply to the submitting ILCO will identify the associated PQDR record
control number (RCN) as a cross-reference to the PQDR identification used by the
ICP/IMM.

C17.1.8.4. Billing Discrepancy. Billing discrepancies are those discrepancies

related to duplicate or multiple billing per individual shipment, or a single billing with no
ship line, which are reportable to the ILCO on an SDR by Security Assistance
customers only. Within U.S. Government channels, the billing discrepancy will be
processed in accordance with MILSBILLS procedures in DLM 4000.25, Volume 4,
Finance, Chapter 4. This means the ILCO will convert the discrepancy to the
appropriate DLMS 812R, Request for Adjustment of Non-Fuel Billing, MILSBILLS DIC
FAE with appropriate Billing Advice Code, accessible from the DLMS Website.

C17.1.8.5. Financial Discrepancies. Financial discrepancies are those

discrepancies related to administrative and accessorial charges. The ILCO, ICP/IMM,
or GSA will forward to Defense Finance & Accounting Service Indianapolis (DFAS-IN),
Security Assistance Accounting Customer Accounting Branch for processing all
financial discrepancies received directly from a Security Assistance purchaser.
Responses to these will be returned to the ILCO. Only financial discrepancies related to
Security Assistance purchases are reportable on an SDR.

C17.1.8.6. Military Personal Property Shipments. This category includes

both shipping and packaging discrepancies associated with the movement/storage of
household goods under the DoD Personal Property Shipment and Storage Program.
Any discrepancies related to personal property shipment will be referred to Military
Surface Deployment and Distribution Command (SDDC) Personal Property at:
[email protected] or USARMY.Scott.SDDC.mbx-
[email protected].

C17.2. POLICY

C17.2.1. Use of SDR. The DoD Components will use the SDR to report shipping
or packaging discrepancies attributable to the responsibility of the shipper (including
contractors/manufacturers or vendors) and to provide appropriate responses. The
purposes of this exchange are to determine the cause of such discrepancies, effect
corrective action, and prevent recurrence.

C17.2.2. Operations Security (OPSEC) Applicability. Due to an identified OPSEC

requirement, SDRs have been designated as controlled unclassified information (CUI)
by the DLA Headquarters, and must be identified as “For Official Use Only (FOUO).”
Handling and electronic transmission of SDRs must comply with DoD rules for this level
of sensitive unclassified information, to include proper labeling and protection. DLA has

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further directed encryption of all SDR e-mail transmissions. This requirement has been
levied on the DoD WebSDR and impacts all participating DoD Components.

C17.2.2.1. In order to receive encrypted e-mail, individual and group e-mail

accounts must have their associated e-mail certificate registered at DAAS. SDRs
directed to e-mail accounts that do not have a registered certificate will be significantly
abridged to display minimal information, thereby allowing the SDR to be transmitted in
an unprotected environment.

C17.2.2.2. All action activities using e-mail SDRs must register their
certificate, so that all information is available for SDR resolution. For low volume
customers relying on e-mail SDRs, especially those supported by third party direct
WebSDR input, registration is encouraged, but not required. These users will receive
an abridged SDR reply that will provide disposition instructions and financial action,
without the accompanying shipment detail.

C17.2.2.3. Unencrypted e-mails with minimal shipment information will

include instructions for certificate registration and access to DoD WebSDR. Full
WebSDR data content will be available to authorized users of DoD WebSDR. Refer to
DAAS SDR processing for further details in the abridged SDR procedures and content.

C17.2.2.4. SDR management reports will be distributed only via e-mail if the
corresponding certificate has been signed.

C17.2.3. Documentation Maintenance. The SF364 (or the electronic version

DLMS 842A/W) and the action activity’s response (or electronic DLMS 842A/R) will be
used to support adjustments to inventory and financial accounting records and will be
maintained as required.

C17.2.4. Receivers of discrepant materiel will use the SDR to:

C17.2.4.1. Report shipping discrepancies, packaging discrepancies, and

discrepancies or non-receipt of United States Postal Service (USPS) shipments.

C17.2.4.2. Modify, cancel, or follow-up on a previously submitted report.

C17.2.4.3. Request reconsideration of a response.

C17.2.4.4. Security Assistance submitters may use SDRs to contest the

decision stated in a reconsideration response.

C17.2.4.5. Provide information copies of the report to interested parties.

C17.2.5. Responsible action activities as identified in this chapter will use SDRs
to:

C17.2.5.1. Notify the report initiator of interim status or resolution of the SDR.

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C17.2.5.2. Request additional information on incomplete submissions.

C17.2.5.3. Reroute/forward the SDR to the appropriate party.

C17.2.5.4. Forward recommendations to the source of supply or other

designated activity for determination of financial resolution or materiel disposition.

C17.2.5.5. Provide information copies of the response to interested parties.

C17.2.6. Non-Receipt of Shipments. Non-receipts, shipped by traceable means

such as Government or Commercial Bill of Lading, will not be reported using the SDR,
unless the non-receipt is for other than a transportation discrepancy, or for damaged
items shipped via modes other than USPS. SDRs will not be submitted for non-receipt
of shipments made by traceable USPS registered, insured, or certified mail until
appropriate tracer action has been completed. If tracer action results confirm non-
receipt, then submit an SDR and include results of the tracer action. Customers without
automated access to in transit visibility information should contact the ICP/storage
activity to determine which shipments are traceable. (Not applicable to Security
Assistance customers.)

C17.2.7. Interface with Other Materiel Management Functions. Under DLMS,

discrepancy processing may be used to trigger other standard materiel management
functions.

C17.2.7.1. IMMs will use the SDR response to establish a due-in record for
return of discrepant materiel under Chapter 12 of this volume. ICPs/IMMs will use the
prepositioned materiel receipt (PMR) to advise storage activities to which a return is
directed using MILSTRAP procedures for the DLMS 527D, Due-In/Advance
Receipt/Due Verification. Refer to paragraph C11.19. of this volume, for additional
guidance.

C17.2.7.2. DLMS capable activities returning discrepant materiel will prepare

shipment status for materiel returns using the DLMS 856R, Shipment Status Materiel
Returns, under paragraph C11.19.

C17.2.8. Discrepancy Reports Relating to Interchangeability/Substitutability (I&S)

or Quantity Unit Pack (QUP) Issues. Incorrect item SDRs will not be submitted for
authorized substitution. The DoD Components and participating Agencies (e.g., GSA),
will follow the policy of automatic shipment of an item, unless the requisition contains an
appropriate requisition advice code in accordance with Chapter 4, limiting the request to
a specific item. Therefore, incorrect item SDRs will not be submitted for authorized
substitutions. Similarly, quantities may be adjusted to the quantity unit pack, unless
restricted by the appropriate advice code in the customer requisition. Such adjustments
resulting in quantity variance are not reportable as discrepant.

C17.2.9. Responsibility for Costs Incurred Due to Discrepancies in Returned

Materiel. U.S. Government activities returning materiel are cautioned that the returning
activity may be held responsible for costs incurred by the receiving activity when

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discrepancies are reported and validated in accordance with this publication. This
includes returns made in violation of prescribed procedures, returns exhibiting
packaging discrepancies, and returns of reparable items unaccompanied by required
technical data. Recoupment action by the ICP against the initiator may include all cost
reimbursable actions performed by the receiving activity such as repackaging, marking,
and disposal.

C17.2.10. Multiple Requisitions. Multiple requisitions received under a

consolidated shipment cannot be combined for discrepancy reporting purposes.
Individual SDRs must be submitted for each discrepant requisition received in the
shipment. An exception to this is authorized for consolidation and containerization
points (CCP)/transshippers. Refer to guidance for CCP/transshipper-originated SDRs
below. When both item discrepancies and packaging discrepancies are noted on the
same shipment, both types of discrepancy will be included on the same report.

C17.3. PROCEDURES

C17.3.1. Original Submission of SDR

C17.3.1.1. Discrepancy Identification. The receiving activity, or transshipment

activity noting packaging or documentation deficiencies on shipments in transit, will
prepare an SDR when one or more of the conditions described under reporting criteria
exist.

C17.3.1.1.1. Pending improved processing techniques, it is required that

DLMS SDRs identify the type of SDR using the Discrepancy Report Document Type
Code (Appendix 7.28). Within the context of SDR processing, this data element is
known as the SDR Document Type Code. This is a one position code used to describe
the type of discrepant report and the type of shipment involved, (e.g., depot shipment to
the customer = Type 7; direct vendor shipment to the customer = Type 6).

C17.3.1.1.2. Identify the discrepancy using the Shipping, Packaging,

and Storage Discrepancy Code (Appendix 7.28). Within the context of SDRs this data
element is known as the SDR Discrepancy Code. Use up to three different codes to
describe the discrepancy on SDRs. (Distribution Center-originated SDRs and their
equivalents prepared via WebSDR may only use two discrepancy codes). Packaging
discrepancies must be identified by four-character packaging discrepancy codes and
applicable remarks. 2 If no code exists to adequately describe a shipping/item
discrepancy, select Code Z1 and use a clear-text description. The goal of the initial
SDR submission is to provide as much relevant information as possible to the action
activity, including clarifying remarks to supplement discrepancy codes, so that they can
take timely action to correct the problem and provide a timely response and disposition
to the customer.

C17.3.1.2. Shipment Information. SDRs must contain a document number.

Identify the original requisition document number when known; otherwise a constructed
2
Applicable for new submissions after September 1, 2013. Refer to ADC 1059.

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document number is required. DoD requisitioners reporting discrepant shipments may
only use a constructed document number for selected discrepancies as discussed
below. A constructed document number identifying the receiving distribution center is
required for depot receipts reported electronically, including new procurement receipts.
A constructed document number may also be prepared by a transshipper based upon
the CCP or port DoDAAC. Additional information, such as transportation numbers
(TCN, bill of lading number, etc.) may be provided in accordance with the DLMS IC.
Procurement information must be provided for wholesale level procurement source
receipt discrepancies (SDR Document Type 9 or P). Procurement information will
include the procurement instrument identifier (PIID) (this term is inclusive of the PIID
call/order), contract line item number (CLIN), and vendor shipment number. 3 When a
PIID call/order number (F or M in 9th position) is used, provide the value in the PIID
field. When reporting new procurement receipts, the distribution center will cite a
“pseudo shipment number,” equivalent to that cited on the receipt, when the actual
vendor shipment number is not available from shipping documentation. The pseudo
shipment number will be constructed to identify the receiving depot and a constant 01
(that is, the serial number will not be incremented; therefore, the pseudo shipment
number will not be unique). In order to systematically identify pseudo shipment
numbers the third position must be numeric (vendor assigned shipments use a three
digit alpha prefix to identify the vendor). For example, pseudo shipment numbers
prepared by Distribution Center San Joaquin, California (DDJC), will be reported as
DD1JC01. Action activities must have the capability to update procurement information
via the SDR reply when not populated by the submitter or EDA input on procurement
source receipt discrepancies involving direct vendor/contractor delivery to the customer
(SDR Document Type 6).

C17.3.1.3. Requested Action

C17.3.1.3.1. The SDR originator must indicate what action has been
taken concerning the discrepant materiel and/or the desired response from the
responsible action activity. Identify the action code using the SDR Requested Action
Code (Appendix 7.28). Within the context of SDR processing, this data element is
known as the Action Code. If no code exists to adequately describe the action taken or
requested disposition, select Code 1Z and use a clear-text description.

C17.3.1.3.2. When an SDR is submitted using Action Code 1H, “No

Action Required, Information Only,” the SDR must be processed to verify the
discrepancy does not require further action. SDRs with Action Code 3B, “Discrepancy
Reported for Corrective Action and Trend Analysis. No Reply Required.” must be
reviewed to determine the appropriate corrective action to prevent recurrence. A reply
transaction from the action activity is not required, for Action Codes 1H or 3B, but when
provided, it will be accepted by the customer application. Systematically, this may be
interpreted to mean that customer applications may auto-close these SDRs, but must
allow them to re-open automatically to process a reply transaction if one is provided. A

3
Use the legacy PIIN pending transition to the PIID. When using the PIIN, include the four-position
call/order number. Refer to ADC 1161A.

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non-significant reply (e.g. indicating acknowledgement of the SDR), may be dropped or
posted, but will not require further attention.

C17.3.1.4. Shipping Documentation. Retain shipping and associated

documentation in a readily accessible format to provide a copy if requested. Do not
mail hard-copy documentation if data is otherwise accessible to the responsible action
activity. Where relevant to the discrepancy, shipping documentation may be provided
electronically as an SDR attachment. Shipping activities should retain documents and
transaction history records in accordance with DoDI 5015.02, DoD Records
Management Program.

C17.3.2. Reporting Criteria

C17.3.2.1. U.S. Forces and participating non-Security Assistance fall under

the reporting criteria based upon dollar value and/or condition as follows:

C17.3.2.1.1. GSA and DLA Directed Shipments Dollar Value Criteria.

Optionally, recipients of DLA and GSA directed shipments may submit an SDR for all
types of shipments regardless of dollar value. Otherwise, report discrepant shipments
when they meet the conditions and value criteria cited in the paragraphs below.

C17.3.2.1.2. Contractor/Manufacturer or Vendor Shipments. Report

discrepant shipments from contractors/manufactures or vendors that meet conditions
cited under reporting criteria regardless of dollar value. DLA Distribution Centers will
perform kind, count, and condition (KCC) inspection during receipt to determine if any
discrepancies exist in accordance with MILSTRAP (refer to C13.2.8.3. Processing
Discrepant/Deficient Receipts).

C17.3.2.2. DoD action activities will recognize the ILCO’s determination

whether SDRs fall within submission time standards and dollar limitation contained in
the United States of America Department of State Letter of Offer and Acceptance
controlling the case, or any other sales agreement with a Security Assistance
purchaser. Once accepted by the ILCO and forwarded to the responsible action
activity, further evaluation for time standard and dollar criteria is not appropriate.

C17.3.2.3. Condition of Materiel

C17.3.2.3.1. Condition Misrepresented. Report when the condition of

an item valued in excess of $100 per line-item is found to be other than shown on the
shipping document, or, in the case of subsistence, on supporting inspection/test
certificates or records. Use the hazardous materiel discrepancy code when applicable.

C17.3.2.3.1.1. For UIT program items, SDRs indicating a receipt in

other than the original condition shipped will include UII and serial number (when
available) for the discrepant quantity received. When all items are discrepant, no UII

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and/or serial number is required for IUID materiel as this information is already known to
the relevant parties.4

C17.3.2.3.1.2. For Capital equipment candidate items, SDRs

indicating a receipt in other than the original condition shipped will include UII and serial
number (when available) for the discrepant quantity received. When all items are
discrepant, no UII and/or serial number is required for IUID materiel as this information
is already known to the relevant parties.

C17.3.2.3.2. Hazardous Materiel. Report discrepant receipt of

hazardous materiel under the appropriate H-series discrepancy code. Use in place of
the C-series codes for condition/shelf-life discrepancies when a hazardous item is
received in a condition other than shown on the supply document or on the supporting
inspection/test certificate. Report receipt of hazardous item requiring repair and lack of
a safety data sheet (SDS) in Hazardous Material Information Resource System
(HMIRS). Also use to report receipt of a non-radioactive item classified as radioactive,
or non-hazardous item classified as hazardous.

C17.3.2.3.3. Missing Part. Report materiel received for repair that has
been cannibalized of nonexpendable parts or components (including cannibalization of
nonexpendable basic issue item (BII) or nonexpendable supply system responsibility
item (SSRI) without the authorization of the inventory manager when the total value of
the missing item(s) is in excess of $100). Expendable BII and SSRI are not subject to
these procedures.

C17.3.2.3.4. Expired Shelf Life. Report receipt of materiel for which the
shelf life either has expired (Type I non-extendible item) or the inspect/test date has
lapsed (Type II extendible item), regardless of dollar value. Use the hazardous materiel
discrepancy code when applicable.

C17.3.2.3.4.1. For Type I DoD and GSA managed items: submit

an SDR.

C17.3.2.3.4.2. For Type II DoD-managed items: prior to submitting

an SDR, access the DoD Shelf-Life Extension System (SLES) through the DoD Shelf-
Life Program Website or through the shelf life program secure site if you have a .mil
address.

C17.3.2.3.4.2.1. Type II items requiring laboratory test: query

the DoD Quality Status Listing (QSL) to determine if the specified Type II item is listed
as having passed the required laboratory testing and has been extended. Items that
are listed on the QSL as passed may be extended and remarked accordingly if the item
has been stored in accordance with its storage standard. For items not on the QSL,
prior to submitting an SDR, contact the DLA call center at 1-877-DLA-CALL if the
shipment originated from a DLA storage activity.

4
Refer to ADC 1198.

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C17.3.2.3.4.2.2. Type II items requiring visual inspection:
query the Materiel Quality Control Storage Standards for the specified Type II item,
perform visual inspection in accordance with the items storage standard, and extend
and remark if the item has been stored in accordance with its storage standard. If the
item fails the visual inspection, dispose of as required by local procedures.

C17.3.2.3.4.3. For Type II GSA-managed shelf-life-items: prior to

submitting an SDR, contact the GSA Shelf-Life Hotline at 1-209-547-8634 to determine
if the inspect/test date has been extended.

C17.3.2.4. Canceled Requisitions. An SDR is required when materiel

received is valued in excess of $100 per line-item for canceled requisitions.
Confirmation of the cancellation must be on file. The submitter should request
disposition instructions for unwanted materiel. Exception: an SDR must be submitted
when controlled inventory items are received on previously canceled requisitions
regardless of dollar value.

C17.3.2.5. Documentation. Report when documentation is missing,

incomplete, or improperly prepared regardless of dollar value.

C17.3.2.5.1 Receiving activities must report documentation

discrepancies that impact timely receipt processing. Typically, this includes missing,
incomplete, or improperly prepared supply documents such as the Issue
Release/Receipt Document (DD Form 1348-1A). For shipments from a procurement
source, documentation discrepancies apply to the Receiving Report/Material Inspection
and Receiving Report (MIRR) (DD 250 or equivalent). Shipments to DLA Disposition
Services will be reported for a missing, incomplete, or improperly prepared Hazardous
Waste Profile Sheet or Hazardous Waste Manifest. Transshippers will report other
types of missing or improper shipment documentation to include Special Handling
Data/Certification (DD Form 1387-2), Transportation Control and Movement Document
(TCMD) (DD Form 1384), and the Shipper's Declaration for Dangerous Goods.

C17.3.2.5.2. Sources of supply will prioritize resolution of SDRs

submitted by DLA Distribution Centers citing Discrepancy Code D4. The objective is to
preclude delays in reclassifying materiel suspended due to lack of a Quality Assurance
Representative (QAR) signature in Invoicing, Receipt, Acceptance, and Property
Transfer (iRAPT). When no other discrepancies have been identified, the source of
supply will direct the distribution center to prepare an inventory adjustment to bring the
materiel into fully serviceable condition upon posting of the QAR signature.5 Note that
QAR signature is not required for receipt processing when Certificate of Conformance
(CoC) or Alternate Release Procedures (ARP) are authorized. Use system edits to
block inappropriate suspension of materiel and submission of SDRs when these
procedures are applicable.6

5
Refer to ADC 1066.
6
Refer to ADC 1202.

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C17.3.2.6. Overage/Shortage, Nonreceipt, or Duplicate Discrepancies

C17.3.2.6.1. Overage/Shortage. An item overage or shortage

discrepancy occurs when the quantity received is greater or less than that shown on the
shipping document. This type of variance is not evident on delivery but is discovered
when the article of freight, as described on the transportation document, is opened and
the contents are checked. Report DoD shipper overages or shortages valued in excess
of $100 per line item, except for controlled inventory items, that are reported regardless
of dollar value. Customers may use a clear text description to indicate that erroneous or
conflicting Materiel Receipt Acknowledgement information was previously submitted.

C17.3.2.6.2. Concealed Overage/Shortage. U.S. Government

customers must report overages or shortages discovered while opening a sealed
vendor pack regardless of dollar value or shipper. These reports must contain, if
available, the PIID from the packaging, the lot number, and original document number.
A constructed document number must be provided when the original number is not
known. When using a constructed document number in an SDR coordinate with the
applicable Component finance office. Use the credit-to/bill-to DoDAAC as the basis for
constructing the document number, follow MILSBILLS procedures citing Code U in the
first position of the constructed document number serial number (DLMS Utilization Code
U), and include fund code to ensure that credit/billing is appropriate. Conformance with
standard line of accounting (SLOA)/accounting classification requires any initiation of a
financial business event (e.g., credit or debit) to include SLOA mandated standard
financial information system (SFIS) elements. 7 The DLMS SDR transaction supports
inclusion of SLOA required elements.

C17.3.2.6.3. Quantity Variances. Quantity variances on receipts from

procurement authorized by the terms of the contract are not reportable as discrepant.

C17.3.2.6.4. Quantity Unit Pack (QUP) Variances. Report quantity

variance due to incompatibility of unit of issue (U/I) between documentation and
materiel received. Automatic adjustment for unit pack is allowable by policy, unless the
requisition contains an appropriate advice code, in accordance with Chapter 4,
restricting the quantity.

C17.3.2.6.5. Exceptions to Reporting Overage/Shortage. For U.S.

Government customers, this does not include transportation discrepancies as follows:

C17.3.2.6.5.1. Overages or shortages of boxes, packages, or

loose articles of freight in a commercial/Government-owned/leased shipping container
(commonly called SEAVAN), Military SEAVAN (MILVAN), a Military Sealift Command
SEAVAN (MSCVAN or MILVAN), roll-on/roll-off (RORO) trailer, or CONEX.

7
Refer to ADC 1043.

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C17.3.2.6.5.2. Overages or shortages of freight (packaged or
loose), upon delivery by a carrier, found to be in excess of the quantity of articles
recorded on the bill of lading or transportation document covering the shipment.

C17.3.2.6.5.3. Average Net Weight Lotting System. DLA’s

subsistence commodity will use the average net weight lotting system when shipping
perishable specification freeze and chill items. Actual weight received may differ from
actual weight requisitioned or shown on the supply documentation. Do not submit a
discrepancy report if the number of cases/containers received agrees with the number
shown on supply documentation, and actual weight received is within weight range
variation.

C17.3.2.6.6. Total Nonreceipts

C17.3.2.6.6.1. Report non-receipt of items shipped via traceable

means, (e.g., GBL or CBL, registered, insured, certified USPS, or small package carrier
shipments), regardless of dollar value only when it has been determined that non-
receipt is not the result of a transportation discrepancy. In all cases, U.S. Government
customers must have received supply/shipment status and employed materiel follow-up
procedures. It is strongly recommended that the customer check for requisition status
on Web Visual Logistics Information Processing system (WebVLIPS), for proof of
shipment data on DLA Distribution Standard System (DSS) Materiel Release Order
(MRO) Tracker or on the Integrated Data Environment/Global Transportation Network
(IGC/IDE), or use the DoD WebSDR hyperlink to WebVLIPS to check requisition status
before creating an SDR for total non-receipt. This may preclude the need for an SDR or
may enable the action activity to resolve the problem more quickly.

C17.3.2.6.6.2. Security Assistance customers reporting non-receipt

are required to provide documentation from the freight forwarder indicating that no
materiel has been received on the requisition and transportation control numbers that
apply. The ILCO will deny and return as incomplete any SDRs that do not have the
documentation attached.

C17.3.2.6.6.3. An SDR is required when items valued in excess of

$100 dollars per line-item, reported shipped by non-traceable USPS (i.e., not shipped
registered, insured, certified mail) are not received or are received in a damaged
condition.

C17.3.2.6.7. Duplicate Shipments. Report duplicate shipments

regardless of dollar value.

C17.3.2.6.8. SDRs for Air Force Maintenance Denials Under BRAC

Supply, Storage and Distribution (SS&D) Agreement. SDRs resulting from distribution
center denial of an Air Force-directed release order for inventory previously
requisitioned from DLA and receipted into Air Force ownership as the result of a “wash”
(issue/receipt in-place), will be reported to the depot for initial action. This is an
automatic SDR generation triggered by a warehouse refusal citing Denial Management

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Code 1 (stock exhausted) or 2 (materiel not available in condition requested). The SDR
will identify the original requisition document number (under which the materiel was
purchased from DLA) and the maintenance denial document number (identified by the
Air Force maintenance site M-series identifier in the first six characters of the document
number). The maintenance denial document number will be carried as the customer-
assigned SDR number to facilitate depot research. The discrepancy may be reported
as total non-receipt (total denial) or as a shortage (partial denial). DLA will issue credit
based upon the depot recommendation and confirmation of prior billing. If materiel is
still required, a new requisition will be generated perpetuating the applicable denial
management code. The replacement requisition will also cite the prior (original)
document number for cross-reference.

C17.3.2.7. Misdirected Materiel. Report when materiel, regardless of dollar

value, is improperly addressed and shipped to the wrong activity. The document
number assigned to the SDR will be the document number from the shipping
documentation of the misdirected shipment received. (If the customer requisitioned
materiel that was not received, it must be reported on a separate SDR for total non-
receipt using the document number for the requisitioned materiel.) Misdirected
shipments received by Security Assistance customers identify the location of the
discrepant materiel and the country reporting the receipt (which may differ from the
intended customer). All customers (U.S. and Security Assistance) are required to report
misdirected controlled inventory, arms, arms parts, and explosives within 24 hours of
discovery. (Properly addressed materiel incorrectly shipped to the wrong activity while
under U.S. Government-controlled transportation is reportable as a transportation
discrepancy.)

C17.3.2.8. Packaging Discrepancies

C17.3.2.8.1. Improper Packaging. Report any unsatisfactory condition

resulting from improper packaging that causes the item, shipment, or package to be
vulnerable to any loss, delay, or damage according to the specific conditions cited.
Unless otherwise indicated, the minimum dollar value reporting criteria is when the
estimated/actual cost of correction exceeds $100; or the value of the item, shipment, or
package is $2500 or over, regardless of the estimated or actual cost to correct the
packaging discrepancy. This may include loss or damage to the item, shipment, or
package except when a report is otherwise required by DTR 4500.9-R, Defense
Transportation Regulation, Part II, Cargo Movement. Where encoded information on
the SDR is not sufficient, the submitter is strongly encouraged to provide photographs
and detailed descriptions of how the materiel was packaged, as well as the actual
damages incurred to the materiel (when applicable). When requesting disposition
instructions, the submitter should also include the estimated or actual cost of correction
of packaging on the initial SDR. Repackaging costs may include total costs to complete
packing, packaging, preservation, palletization and/or marking (materiel and labor) as
appropriate for the situation. The submitter must include the actual cost of corrective
action when using the SDR to document repackaging cost on an SDR provided for
reimbursement after corrective action has occurred. Repackaging prior to receipt of
disposition instructions from the action activity is only authorized by exception. DLA

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Distribution Centers are pre-authorized to correct packaging discrepancies by the
owning Component based upon a coordinated stock readiness agreement specifying
the applicable dollar threshold. Customer receiving activities may need to take
immediate corrective action when operationally necessary (clarify reason in SDR
remarks and provide supporting documentation). If the estimate provided on the initial
SDR submission differs from the actual cost, the submitter should provide a correction
to their SDR submission to alert the item manager for a corrected reimbursement
amount. If there is a substantial difference between the estimated and actual
repackaging cost, the item manager will review documentation to ensure the claim is
valid and may request clarification for the difference. The source of supply will provide
credit to customers in accordance with MILSBILLS procedures in DLM 4000.25, Volume
4, Finance.

C17.3.2.8.2. Packaging Discrepancies Noted at DLA Distribution

Centers. To ensure proper visibility and traceability of preservation, packaging, packing
and marking (PPP&M) costs, DLA Distribution Centers must include estimated costs for
repackaging, including the discrete cost for labor and repackaging materiels.

C17.3.2.8.2.1. For DLA-managed materiel only, if the materiel

received by the DLA Distribution Center has a PMR on file, no item discrepancies are
noted, is a secondary item, and the cost to correct the discrepant packaging is less than
$300, the DLA Distribution Center may perform the corrective action without
authorization from the owner/manager based upon prior agreement. The SDR will be
provided to the owner/manager for information only using Action Code 1H. For DLA-
managed clothing and textile commodities, the authorized threshold is $500.

C17.3.2.8.2.2. For all other Components, if the materiel has a

packaging discrepancy, no item discrepancies are noted, is a secondary item, and the
cost to correct the discrepant packaging is less than $300, the DLA Distribution Center
may perform the corrective action without authorization based upon prior agreement
regardless of whether a PMR was provided. The SDR will be provided to the
owner/manager for information only.

C17.3.2.8.3. Mission or Life Endangering. Report packaging

discrepancies, regardless of dollar value, resulting in damaged materiel that may
endanger life, impair combat or deployment operations, or affect other materiel. Report
immediately to the shipping activity, contracting office, or control point by the quickest
communication medium to enable the shipper to take immediate corrective action.
Submit an SDR within 24 hours of the initial report.

C17.3.2.8.4. Hazardous Materiel (Includes Ammunition and Explosives).

Report any packaging discrepancy, regardless of dollar value, if a potentially hazardous
condition could result or if damage or an unsatisfactory condition has occurred involving
any hazardous materiel. This includes improper identification markings of items and
packaging and/or unitized loads. Use hazardous materiel discrepancy codes when
applicable.

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C17.3.2.8.5. Excessive Packaging. Report excessive packaging by
contractors that result in additional costs to the U.S. Government, regardless of dollar
value.

C17.3.2.8.6. Improper Packing. Report any type of inadequate or

improper packing to include incorrect blocking or bracing, oversized or incorrect
container, and inadequate closure, resulting in an unsatisfactory condition or damage.
Report when materiel is not packed in required reusable container regardless of dollar
value.

C17.3.2.8.7. Delay or Additional Costs. Report packaging

discrepancies resulting in delay or additional packaging costs at aerial or water
terminals or at consolidation and containerization points. The activity responsible for
operating the terminal or port of embarkation/debarkation will be responsible for the
preparation and submission of an SDR on discrepancies noted on shipments moving
through the activity. These SDRs will be prepared using Discrepancy Document Type
Code W.

C17.3.2.8.8. Improper Packaging of Customer Returned Materiel.

Distribution Centers will send an SDR to the materiel owner for packaging discrepancies
related to customer returned materiel or inter-depot transferred materiel. The materiel
owner is responsible for funding packaging costs associated with preparing materiel for
storage and reissue. Packaging discrepancies occurring in materiel returns are subject
to recoupment action at the discretion of the materiel owner. If the packaging is so bad
that the item must be disposed, the shipper may be required to reimburse the receiver
for any packing required to effect the shipment and the cost of turn in to DLA Disposition
Services. The distribution center will always include the estimate of the costs of
repackaging or disposal on the initial SDR submission, in the remarks section and
complete the appropriate data element entries for electronic submission.

C17.3.2.8.9. Wood Packaging Materiel (WPM). Report WPM that is not

consistent with the international standards for the regulation of WPM transiting
international boarders and Department of Agriculture regulation governing importation of
regulated WPM. Compliant WPM must display certification marking as prescribed in
reference. Use discrepancy code P215 and provide remarks as applicable. Also see
guidance for CCP-originated SDRs below.

C17.3.2.8.10. Repetitive Packaging Discrepancies. Include

Discrepancy Code Z2, Repetitive Discrepancy, with the other specific packaging
discrepancy code(s) to report repetitive packaging discrepancies that impose a
significant burden on receiving or transshipment activities. Total costs to correct
packaging will be included in the SDR. For FMS SDRs reporting repetitive packaging
discrepancies, each individual SDR must comply with the Security Assistance dollar
thresholds for SDR submission. The SDR submission cannot be based upon the dollar
value of the accumulated discrepancies.

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C17.3.2.8.11. Improper Preservation. Report any type of inadequate or
improper preservation or physical protection resulting in an unsatisfactory condition or
damage. Report improper preservation of any materiel identified as being
electrostatic/electromagnetic (ES/EM) sensitive, regardless of the dollar value.

C17.3.2.8.12. Improper Marking. Prepare an SDR to report any

omitted, incomplete, illegible, or misplaced markings. Report improper identification of
containers, or items that require opening the container, or result in improper storage of
the materiel, regardless of cost. Improper marking includes discrepancies related to
passive radio frequency identification (pRFID) tags as follows:

C17.3.2.8.12.1. Report all missing, damaged, or unreadable pRFID

tags when such tags are required by contract provisions, DoD policy, or specified by
prior shipment notice/status reflecting pRFID content. Report duplication of tag
identification associated with a previously processed receipt.

C17.3.2.8.12.2. SDRs may be used to report a tag read formatted

for DoD use, but which does relate to an advance shipment notification containing
pRFID content when such advance shipment notification is required by contract
provisions or DoD policy.

C17.3.2.8.13. Improper Unitization. Report improper unitization that

includes inadequate wrapping/strapping or lack of unitization, where appropriate,
resulting in an unsatisfactory condition or damage. Report multiple consignees in a
single consignee consolidation container as improper unitization.

C17.3.2.8.14. Latent Packaging Discrepancies. Prepare a late SDR for

materiel found in storage with latent preservation and packaging discrepancies.
Confine these reports to stocks that constitute a problem resulting from a particular
specification, preservation, or packaging method. Reports relative to packaging
discrepancies found in storage will be annotated "not incident to shipment.”

C17.3.2.9. Receipt Notification SDRs for Quality-Related Issues Identified

During Distribution Center Receipt. Three-position Q-series discrepancy codes have
been developed to accommodate materiel owners/managers with special programs
requiring immediate visibility and notification of quality deficient (or potentially deficient)
materiel received at the distribution center. These codes are applicable for reporting to
ICP/IMMs via the SDR process, based upon special inspection requests by the materiel
manager. These reports are contingent upon pre-existing receipt restriction
requirements that identify the National Stock Number (NSN) and/or other screening
criteria and specific actions the materiel managers expects the distribution center to
perform. Some of the specific programs that require reporting of quality-related
concerns for receipts, including new procurement and customer returns, are: items
identified as customer return improvement initiative (CRII) items, critical safety items
(CSI), items that failed under use, and items requiring First Article Testing. Additionally,
receipt of PQDR exhibits will be reported to the owner or manager using the applicable
three-position Q-series discrepancy code. For PQDR exhibits, report the receipt and

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SDR to the same organization (based upon the PMR, when available). Report
suspended materiel in the appropriate supply condition code (SCC) under
DLMS/MILSTRAP procedures, to include PQDR exhibit receipts in SCC Q and CSI in
SCC L for procurement source receipts or SCC K for non-procurement source receipts.
For other than PQDR exhibits or first article testing, provide the SDR to the manager
with a distribution copy to the owner, if different. Disposition instructions for these SDRs
will be provided by the manager (a response from the owner prior to the manager
response will be considered premature and will result in a status update from the
distribution center indicating that the SDR is still pending manager response (Reply
Code 522)). The manager will provide an interim response if the SDR will remain open
for an extended period pending investigation. If resolution of the SDR requires the
materiel to be returned to the manager, the manager will request that the owner direct
ownership transfer using “ship-to-self/shipment in-place” procedures and provide
document number(s) applicable to the original requisition (or a constructed document
number) for reimbursement. Interim Reply Code 523 applies. The manager will provide
a PMR to the distribution center to ensure proper processing of the receipt resulting
from the shipment in-place and to allow the manager to monitor for the directed return.
The owner will provide an SDR reply with applicable document number(s) for credit and
confirm materiel release order for ownership transfer at the current location. Interim
Reply Code 524 applies. In this situation, the SDR will remain open until the manager
has provided disposition instructions for the discrepant materiel and the distribution
center has completed this action. At this point, the distribution center will provide a
completion notice to the manager with an information copy to the original owner.

C17.3.2.10. Technical Data. Report item technical information, (e.g., name

plate, operating handbook, logbook, precautionary markings, warranty data, engineering
drawings and associated lists, specifications, standards process sheets, manuals,
technical reports, catalog item identifications, and related information) that are missing,
illegible, incomplete and/or incorrect regardless of dollar value. When reparables are
returned and the appropriate historical information/documentation,
operator/maintenance logbooks, engine oil analysis, etc., as required by Government
regulations, and/or technical manuals are not included, the receiving activity will submit
an SDR regardless of dollar value. Any additional costs incurred by the repairing
depot/arsenal because of the missing data will be charged to the originating activity.
The submitter will ensure that the specific description of what documentation is missing
is included in the remarks section.

C17.3.2.11. Incorrect Item

C17.3.2.11.1. Report incorrect or misidentified materiel or unacceptable

substitutes regardless of dollar value. However, unless the requisition contains an
appropriate advice code in accordance with Chapter 4, limiting the request to a specific
item, automatic shipment of an interchangeable or substitute item is allowed by policy.
See Interchangeability & Substitutability (I&S) guidance. Report wrong item receipts of
controlled inventory, arms, arms parts, and explosives within 24 hours.

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C17.3.2.11.2. Incorrect item discrepancies discovered while opening a
sealed vendor pack will be reported regardless of dollar value or shipper. These reports
must contain the PIID from the packaging and, if available, the lot number and the
original document number. A constructed document number will be provided when the
original number is not known. When using a constructed document number in an SDR
coordinate with the applicable Component finance office. Use the credit-to/bill-to
DoDAAC as the basis for constructing the document number, follow MILSBILLS
procedures citing Code U in the first position of the constructed document number serial
number (DLMS Utilization Code U), and include fund code to ensure that credit/billing is
appropriate. Conformance with standard line of accounting (SLOA)/accounting
classification requires any initiation of a financial business event (e.g., credit or debit) to
include SLOA mandated standard financial information system (SFIS) elements. 8 The
DLMS SDR transaction supports inclusion of SLOA required elements. Include identity
of the incorrect item received in the discrepancy report.

C17.3.2.11.3. Where two separately managed items are involved in a

wrong item SDR, (e.g., a DLA-managed item was ordered and a Military Service-
managed item was received due to shipper error), the SDR initiator will forward the
report to the shipping depot or manager of the item ordered, in accordance with
Component rules. It is the responsibility of the SDR action activity (receiver of the SDR)
to ensure full and appropriate resolution by coordinating with the other involved
ICP/IMM or transferring the SDR (manually), so that the initiator receives all applicable
and appropriate response information from the responsible party. This may be
interpreted to mean two separate SDR replies, or a single coordinated response
identifying financial resolution from the Component that sourced the order, and materiel
disposition instructions provided by the owner of the materiel shipped.

C17.3.2.11.4. Report part number discrepancies when the part number

marking appears to be inconsistent with the specified NSN. This includes when the part
number received is not associated with the applicable NSN or when the part number
cannot be matched to Federal Logistics Information System (FLIS) catalog
data/FEDLOG. The SDR must include the part number and manufacturer’s Commercial
and Government Entity (CAGE) Code for the item received. Part discrepancies will be
submitted directly to the item manager.

C17.3.2.11.5. DoD WebSDR requires identification of the incorrect item

received using discrete data elements (refer to the DLMS IC 842A/W). If multiple
incorrect items are received under the same document number, use the appropriate
discrepancy code for mixed stock and identify the first (highest quantity or controlled
item) and use the remarks text to explain the mixed content shipment.

C17.3.2.12. Repetitive or Other Discrepancies. U.S. receiving activities will

report repetitive discrepancies, regardless of dollar value. For FMS SDRs reporting
repetitive discrepancies, each individual SDR must comply with the Security Assistance
dollar thresholds for SDR submission. The SDR submission cannot be based upon the

8
Refer to ADC 1043.

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dollar value of the accumulated discrepancies. Additionally, receiving activities may
report any other discrepant condition of an item not specifically identified in this chapter
at the time of receipt, unless listed specifically under exclusions.

C17.3.3. SDRs Resulting from Redistribution Orders (RDOs). The following

procedures are applicable to DLA Distribution Centers and may be applied to other
storage activities as directed by the responsible Service/Agency. Only the current DLA
Distribution Center can update the owner, manager, or source of supply field.
Submitters must cancel and resubmit their SDR if they need to update this field.
When a storage activity receives a shipment based upon a redistribution order and the
materiel is short, over, wrong, quality deficient, or otherwise discrepant the receiving
activity will:

C17.3.3.1. RDO Shortage. Prepare the SDR to report shortage and use
Action Code 1D (materiel still required). The shipping activity will receive the action
copy; the ICP will receive an information copy. The shipping activity receiving the SDR
will treat it as a priority and conduct inventories as appropriate. If the inventory confirms
an over balance, the shipping activity will respond using Disposition/Status (Reply)
Code 123 (materiel will be reissued at no charge) citing inventory conducted and
verified shipment error. If the inventory confirms correct balance or the balance is short,
the shipping activity will reply with Disposition/Status (Reply) Code 126 (materiel not
available for reshipment) or 701 (SDR rejected) citing inventory conducted and no
overage was discovered; no materiel will be shipped, OR, inventory conducted and
shortage was identified; loss adjustment recorded on depot accountable record, no
materiel will be shipped.

C17.3.3.2. RDO Overage. Prepare the SDR to report overage using Action
Code 1B (materiel being retained). The shipping activity will receive the action copy;
the ICP will receive an information copy. The depot receiving the SDR will treat it as a
priority and conduct inventories as appropriate. If the inventory confirms an over-
shipment error, the shipping activity will respond with Disposition/Status (Reply) Code
137, annotating that inventories were conducted and balances were adjusted to show
correct on hand balance. If inventory confirms no over-shipment was made, the
shipping activity will respond with Disposition/Status (Reply) Code 701 (SDR rejected),
citing inventory conducted and on-hand balances are correct.

C17.3.3.3. RDO Wrong Item. Prepare the SDR to report receipt of wrong
item using Action Code 1D (materiel still required). The shipping activity will receive the
action copy; the ICP will receive an information copy. The shipping activity receiving the
SDR will treat it as a priority and conduct inventories on both the wrong item that was
shipped and the correct item that was not shipped. No DLA Distribution Center will
request or authorize return or movement of wrong materiel received as an RDO; the
ICP/IMM will make all materiel movement decisions. If the inventory confirms an
overage of the correct NSN, the shipping depot will respond using Disposition/Status
(Reply) Code 123 (materiel will be reissued at no charge), citing inventory conducted
and shipment error confirmed; materiel will be shipped to correct shipment error. If the
inventory fails to confirm an overage of the correct NSN, but an inventory of the wrong

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NSN reveals a shortage, the shipping activity will reply using Disposition/Status (Reply)
Code 126 (materiel not available for shipment), citing inventories conducted on both
NSNs confirm shipment error; accountable record corrected; no materiel will be
shipped. Report wrong item receipts of controlled inventory, arms, arms parts, and
explosives within 24 hours.

C17.3.3.4. RDO Quality-Related Issues. Prepare an SDR when quality-

related issues are noted upon receipt, or when materiel received on the RDO must be
suspended prior to stow. The action copy will be sent to the item manager using Action
Code 1A (disposition instructions requested). An information copy will be prepared for
the materiel owner directing the redistribution if different from the item manager. The
action activity will respond to the receiving activity with disposition instructions, to
include condition code change requirements where appropriate. Refer to quality-related
issues in paragraph C17.3.2.9.

C17.3.3.5. Packaging, Documentation, and Other Discrepancies. Prepare

the SDR to report the discrepancy using Action Code 3B (discrepancy reported for
corrective action and trend analysis) where the receiving activity is able to process the
receipt, there is no impact to the shipping activity inventory records, and no
disposition/resolution is required from the item manager. Include repackaging costs
when applicable. U.S. Forces should include supporting documentation for repackaging
when available. All others are required to provide documentation for repackaging
costs,( i.e., an invoice). Follow standard SDR distribution rules. The storage activity
receiving the SDR will review the SDR for corrective action for future shipments and
record the SDR trend analysis. No response is required for Action Code 3B SDRs.

C17.3.4. Materiel Returns

C17.3.4.1. Discrepancy Greater Than $100. Continental United States

(CONUS) and Outside Continental United States (OCONUS) activities receiving
materiel returns (excess or redistributed materiel, or reparable materiel, including
returns from FMS customers) will submit an SDR for discrepancies specified above
regardless of condition when the dollar value is equal to or greater than $100 per line-
item. Discrepancies pertaining to controlled inventory items will be reported by SDR
regardless of dollar value or condition.

C17.3.4.2. Unauthorized Returns (no PMR/incomplete or missing

documentation/no identified owner).9 Refer to paragraph C17.3.6. Distribution Center
Receipt with no Due In/Prepositioned Materiel Receipt. Discrepancy reports for
distribution center receipts of unauthorized materiel returns with insufficient information
to determine the appropriate owner will be routed under MILSTRAP for receipt
reporting:

C17.3.4.2.1. Depot Level Reparable Items. Report discrepant receipt

SDR to the owner/manager. Commercial maintenance activities will return reparables

9
Refer to ADC 110/1102A.

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on a controlling contract number and may include a significant secondary document
number. Storage activities will report discrepant receipts on Document Type 9 or P, as
applicable, and identify the Return (Repaired/Overhauled/Other Commercial Return)
Code R to distinguish commercial returns from repair, non-destructive test/evaluation,
assembly, disassembly, reclamation, and conversion/modification from new
procurement receipts. For commercial returns, the SDR must include contract
information comparable to new procurement: PIID (or PIID call/order) with contract
line/subline item number and contractor-assigned shipment number when available.
DoD WebSDR will populate the shipper’s CAGE and the Contract Administration Office
(CAO) DoDAAC when available from EDA. 10

C17.3.4.2.2. Consumable Items. Report discrepant receipt SDR to the

applicable item manager except:

C17.3.4.2.2.1. Navy-returned consumable items must be reported

to the Navy using RIC NRP regardless of the item manager. An SDR will be provided to
the Navy owner for information only.

C17.3.4.2.2.2. Marine Corps-returned consumable items must be

reported to RIC MPB regardless of the item manager. An SDR will be provided to the
Marine Corps owner for information only.

C17.3.4.2.2.3. Air Force-returned consumable items must be

reported to RIC FHZ regardless of the item manager. An SDR will be provided to the
Air Force owner for information only.

C17.3.4.3. Exception for Returns Between U.S. Activities. When the materiel
return shipments are classified as unserviceable and uneconomically reparable upon
receipt, the receiving activity will report to the shipping activity. The report will include
materiel return document number, quantity, and an explanation of condition
classification.

C17.3.4.4. Reimbursable Costs for Discrepant/Unauthorized Returns. Under

MILSBILLS and MILSTRIP procedures DoD activities returning materiel in violation of
prescribed procedures may be held accountable for recoupment of all reimbursable
costs including disposal. Recoupment action may be initiated by the DLA Distribution
or, upon subsequent identification of the applicable manager, by the manager.

C17.3.4.5. Supplemental Information for Suspended Returns. SDRs

applicable to returned materiel in a suspended condition will include supplemental
information as follows: contract reference (required entry; indicate “NONE” if no
contract reference is available), and original packaging indicator (required yes/no entry).

10
Refer to ADC 1268.

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C17.3.5. Discrepancies Resulting from Lateral Redistribution Orders (LROs) on
Total Asset Visibility (TAV) Shipments. Coordination with the Military Service shipping
activity is recommended prior to ICP resolution of the SDR.

C17.3.5.1. All SDRs submitted for DLA directed LROs where the item is
managed by DLA, owned by Army’s Non-Army Managed Items (NAMI) Group, Supply
Directorate (Routing Identifier Code (RIC) AJ2), and shipped from an Army CONUS
site, must be sent to NAMI for investigation, with an information copy to DLA (RIC
SMS). This is normally accomplished via exception routing rules within DoD WebSDR.
SDRs meeting these criteria will be assigned Document Type V. Any SDRs received
directly by DLA will be forwarded to NAMI (RIC AJ2) via SDR forwarding reply citing
Reply Code 504. NAMI will research the discrepancy and forward recommended
disposition to DLA for final action. The NAMI action activity will provide recommended
disposition to DLA within 25 calendar days using an SDR forwarding reply citing Reply
Code 307. After 25 calendar days have elapsed and NAMI recommended resolution
has not been received, DLA will follow-up for recommended disposition.

C17.3.5.2. Upon receipt of recommended disposition, DLA will review and

provide final decision to the customer, along with an information copy to NAMI. DLA will
be responsible for reversing credit to the TAV shipping activity, issuing credit to the
requisitioner, and deleting activities from the TAV process due to poor performance, in
coordination with NAMI.

C17.3.5.3. If Army shipped the wrong item or an overage, NAMI will be

responsible to provide the customer with disposition instructions and/or directions for
returning the item back to Army. If the item is to be retained by the customer, NAMI will
be responsible for financial actions as appropriate. DLA will not reimburse the shipper
for wrong item or over shipments of Army issues relative to TAV.

C17.3.6. Distribution Center Receipt with no Due In/Prepositioned Materiel

Receipt (PMR). DLA Distribution Centers will report receipt of unscheduled materiel
from new procurement and non-procurement sources to the owner or manager, as
applicable, regardless of condition of materiel, as a discrepancy. When a PMR is not
available, the receiving activity will report the receipt using documentation, packaging,
and other information, as available. DLA Distribution Centers will prepare an SDR to
report the missing/unmatched of a PMR to the owner/manager as the only discrepancy
or in combination with other identified discrepancies. The distribution center will identify
the SDR as informational or otherwise indicate requested action. If the distribution
center erroneously reported the receipt to the wrong owner due to missing/unmatched
PMR, the wrong owner will use the SDR reply process to reject the SDR (using Reply
Codes 901). If the wrong owner is unable to reject the receipt transaction systemically,
the wrong owner will also request that the distribution center reverse the receipt (using
Reply Codes 612). If known, the wrong owner should identify the correct owner in the
receipt rejection or SDR reply to facilitate reprocessing of the receipt. These procedures

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do not authorize rejection/reversal of receipts reported to the owner designated by PMR
or the pre-designated Service owner for unauthorized return of consumable items. 11

C17.3.6.1. New procurement materiel with other applicable discrepancies,

(e.g., missing receiving report/DD Form 250, improper packaging), will be placed in
Supply Condition Code (SCC) L pending resolution.

C17.3.6.2. If other than new procurement, the SDR should show receipt in
SCC K when the actual condition cannot be determined. Materiel returned with other
identified discrepancies, (e.g., without associated technical data), will also be reported
as indicated under the appropriate discrepancy category. Returns of excess materiel
that are not ICP/IMM directed are subject to recoupment of costs associated with
disposal or repackaging costs incurred by the distribution Center. If the receiving
activity identifies no other discrepancies requiring disposition instructions and is able to
process the receipt to the owner the SDR will cite Action Code 3B for corrective action
and trend analysis. The distribution center will direct the action copy of the SDR to the
owner or manager and a distribution copy to the returning activity (based on the
DoDAAC in the document number or shipping documentation.)

C17.3.6.3. Unscheduled receipts of materiel subject to MILSTRAP automatic

disposal is reported via SDR for trend analysis and corrective action (Action Code 3B)
with a distribution copy to the returning activity. SDRs associated with DLA obsolete
materiel (materiel managed under obsolete RICs beginning with S9) must cite
Discrepancy Code Z1 (see remarks), Z3 (no PMR), and any other relevant discrepancy
code. SDR remarks will state, “Unauthorized return; materiel processed under DLA
automatic disposal procedures for obsolete materiel. No further action required.”

C17.3.7. DLA Disposition Services Discrepancies

C17.3.7.1. Dollar Value Greater Than $100. Receiving activities will submit
an SDR for discrepancies specified above in shipments to and from DLA Disposition
Services Field Offices when the dollar value is greater than $100 per line item.

C17.3.7.2. Exception. Activities will submit a discrepancy for overages and

shortages in shipments of controlled inventory items regardless of dollar value.

C17.3.7.3. DLA Disposition Services and DLA Disposition Field Office SDR
Procedures. During the receiving process, if the DLA Disposition Services Field Office
identifies a supply discrepancy, an outgoing SDR will be generated consistent with
Chapter 16.

C17.3.8. Discrepancies in Item Unique Identification (IUID) Data.12

C17.3.8.1. Report supply-related discrepancies involving IUID under DoD

IUID Supply policy, including but not limited to Unique Item Tracking (UIT) programs,

11
Refer to ADC 1273.
12
Refer to ADC 1030.

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capital equipment candidates, or as contractually required. Pending full transition to
DoD IUID Supply policy using the UII, SDRs identifying discrepancies in unique
identification will be prepared citing both UII and/or corresponding serial number, when
both are available. Until UII is implemented as the primary identifier under full IUID
implementation across the Department of Defense, the human readable serial number
is mandatory in the SDR for discrepancy scenarios identified in this chapter, as is the
UII when available. The intent is to capture both serial number and UII, however not all
items are marked and the UII cannot be considered a mandatory element at this time.
That is the context in which the term “serial number/UII” is used in this chapter.13
Applicability under DoD IUID Supply Policy is identified by NSNs with IUID Indicator Yes
(Y). For missing or mismatched unique item identification of items that are DoD serially-
managed/tracked, use the applicable U-series discrepancy code (see Table C17.T1.).
Report missing or mismatched materiel identification unrelated to IUID (e.g. missing or
mismatched part number or NSN) using the applicable packaging (labeling/marking),
documentation, technical data, or wrong item discrepancy code(s). Report quality-
related deficiencies involving IUID, (e.g., improperly constructed unique item identifier
within the 2D data matrix), using Product Quality Deficiency Report (PQDR) procedures
under DLA Regulation 4155.24, et al.

C17.3.8.2. In order to facilitate reporting of discrepancies, particularly those

involving discrepancies where inclusion of the serial number/UII is required/desirable,
the SDR submission process should be integrated with the receiving process, allowing
receipt data to be captured once and reused. IUID discrepancies may be related to the
packaging label, including automated information technology (AIT) readable content; the
item marking, including AIT readable marks; supply documentation; the due-in record;
and/or a mismatch between the item and any of these. When reporting an IUID missing
or mismatch (including shortage, overage, and incorrect item) the serial number/UII may
be specifically identified as applicable to items received or not received using the IUID
Received/Not Received Indicator. If the SDR does not include the indicator, the UII
and/or serial number will be interpreted as applicable to the materiel received. Pending
integrated capability to support IUID reporting in SDRs, attachment files may be
uploaded/transmitted to DoD WebSDR to identify UIIs and/or serial numbers UIIs. 14

C17.3.8.3. Discrepancies involving missing or mismatched unique

identification identified during receipt of new procurement materiel (including direct
vendor delivery (DVD)) must be reported prior to acceptance. Receipt new
procurement materiel requiring IUID or serial number tracking in a suspended condition
pending resolution.

C17.3.8.4. Pending full transition to DoD IUID Supply Policy procedures, only
report missing serial number/UII in DLMS shipment status transactions (Discrepancy

13
Refer to ADC 1244.
14
Discrete data entries (rather than attachment files) for serial number/UII identification are required
under ADC 1244 beginning December 2018.

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Code U04) for shipment of UIT program items and capital equipment candidates
originating at DLA Distribution Centers.

C17.3.8.5. The materiel owner is responsible for IUID Registry updates

associated with discrepancies for mismatched IUID information.

C17.3.8.6. In support of Financial Improvement and Audit Readiness (FIAR)

compliance for accountability and management of capital equipment, capital equipment
candidates require serialization data visibility.15 The materiel owner also requires
serialization data visibility for UIT program items at DLA Distribution Centers.16 Thus,
capital equipment candidates and UIT program items received at DLA Distribution
Centers without a serial number will not only require an SDR, but will stop the
equipment in the supply chain until a serial number is identified and the materiel is
marked. If the distribution center cannot determine the serial number using the
associated shipment notice and marks/labels on the item or packaging, the distribution
center will report the receipt in a suspended condition) and submit the SDR to the owner
citing the Discrepancy Code U13 and other applicable discrepancy code(s) with
clarifying remarks. The materiel owner is responsible for determining the appropriate
serial number and providing disposition for marking the item. SDR Reply Codes 603
(remark and return to stock) and 611 (Reidentify unique identification (UII/serial number)
and return to stock) apply. Upon positive resolution of the missing or mismatched serial
number/UII scenario, separate dual inventory adjustment transactions are required to
update the serial number/UII and update the SCC of the suspended item to the
appropriate SCC.

C17.3.8.7. SDRs prepared for a mismatch with no discrepancy in quantity or

stock number received will include the serial number/UII identifying the mismatch. That
is, identify the serial number/UII for item(s) received that do not correspond to the
shipment status, as well as the serial number/UII for the expected item(s) NOT
received. Serial number is mandatory for capital equipment candidates and UIT
program items. Cite the IUID discrepancy code.

C17.3.8.8. SDRs prepared for a shortage of items identified by IUID Indicator

Y will include the serial number/UII for the item(s) NOT received based upon
comparison with the shipment status (when available) or shipping documentation.
Serial number is mandatory for capital equipment candidates and UIT program items.
Cite the applicable discrepancy code for the shortage and the IUID discrepancy code.

C17.3.8.9. SDRs prepared for an overage of items identified by IUID

Indicator Y will include the serial number/UII for the extra item(s) received based upon
comparison with the shipment status (when available) or shipping documentation.
Serial number is mandatory for capital equipment candidates and UIT program items.
Cite the applicable discrepancy code for the overage and the IUID discrepancy code.

15
Refer to ADC 1198/ADC 1198A
16
Refer to ADC 1244.

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C17.3.8.10. SDRs prepared for receipt of an incorrect item where the item
received is identified by an NSN with a IUID Indicator Y will include the serial
number/UII for the wrong item. Serial number is mandatory for capital equipment
candidates and UIT program items. Cite the applicable discrepancy code for the
incorrect item receipt and the IUID discrepancy code

C17.3.8.11. SDRs prepared for receipt of a condition discrepancy (i.e., the

materiel condition is misrepresented or otherwise deviates from the original condition on
the shipping document or the prepositioned materiel receipt) where the item received is
a capital equipment candidate or UIT program item will include the serial number/UII for
the discrepant item. Serial number is mandatory for capital equipment candidates and
UIT program items. Cite the applicable discrepancy code for the condition discrepancy
and the IUID discrepancy code.

C17.3.8.12. SDRs reporting non-compliant serial number will be reported

using Discrepancy Code U14 (Serial number convention invalid). This code is
distinguished from other similar U-series discrepancy codes in that this code specifically
informs the owner that a serially managed item was received with an invalid serial
number convention – the serial number maximum field length may not exceed 30
characters and may only include alpha numeric (A-Z, 0-9), dashes and forward
slashes. Spaces are not allowed. The receiving activity must annotate the non-
compliant serial number in the SDR comments field since the DLMS 842A/W SDR
transaction will not allow for an invalid serial number convention to be transmitted in the
transaction.

C17.3.8.13. Table C17.T1 provides a decision matrix for the principal

scenarios when an SDR is required based on missing or mismatched IUID data during
receipt processing.

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Table C17.T1. SDR Decision Matrix: Discrepant IUID Data

Procurement Approved Capital Wrong Missing Mismatch Mismatch Create SDR

Source UIT Equipment Item IUID (item IUID with IUID no SDR Action
(IUID Candidate Received or shortage/ shortage/ Code 18
contractually (DLA w/IUID packaging) overage overage
Distribution
required) Receipt) 17
Indicator
Y
Y Y/N Y/N N N Y N Y 1A or 2A
Y Y/N Y/N N N N Y Y 1A
Y Y/N Y/N N Y N N Y 1A
Y Y/N Y/N N N N Y Y 1A
Y Y/N Y/N N Y N N Y 1A
Y/N Y/N Y/N Y Y/N Y/N Y/N Y 1A or 2A
N N N N N N Y Y 3B
N N N N N Y N Y 1A or 2A
N N N N Y N N N No SDR
N Y N N N N Y Y 1A
N Y N N N Y N Y 1A or 2A
N Y N N Y N N Y 1A
N N Y N N N Y Y 1A
N N Y N N Y N Y 1A
N N Y N Y N N Y 1A

C17.3.8.14. Table C17.T.2 identifies selected discrepancy scenarios for UIT

program items that DoD WebSDR will edit for missing serial number on the SDR
submission. Rejection criteria is for specific discrepancy codes as shown and is
applicable regardless of originator or action activity. This does not preclude the
inclusion of serial numbers for other discrepancies involving UIT program items. 19

Table C17.T.2. UIT Program Mandatory Serial Number by Discrepancy Code

Discrepant Condition
C1 Quantity received less than quantity indicated on supply documentation
C2 Expired shelf life item
C3 Damaged U.S. Postal Service shipment

17
Refer to ADC 1198A
18
SDR Action Codes are selected by the submitter based upon the desired response to the SDR. Codes
identified in Table C17.T1 are:
1A Disposition instructions for discrepant materiel requested; financial action not applicable.
2A Disposition of materiel and financial adjustment (credit) requested.
3B Discrepancy reported for corrective action and trend analysis; no reply required.
19
Refer to ADC 1244

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C4 Materiel received stripped of parts or components (cannibalized) (applicable to

materiel returns or repairs only)
C5 Incomplete item received. Do not use for incomplete sets/kits/outfits
H1 Hazardous item in a condition other than shown on supply document or on the
supporting inspection/test certificate
H5 Expired hazardous shelf life item
Shortage
S1 Quantity received less than quantity indicated on supply documentation
S2 Quantity received is less than quantity requested minus variance (other than unit
of issue or unit of pack)
S8 Concealed shortage discovered upon opening a sealed vendor's pack
Overage
O1 Quantity received is more than quantity shown on the supply document
O2 Quantity received is more than quantity requested plus variance, if applicable
(other than unit of issue or unit of pack)
O5 Concealed overage discovered in a sealed shipping container
IUID Mismatch
U07 Mismatch between unique identification (UII/serial number) on item and label
U08 Mismatch between unique identification (UII/serial number) on item or packaging
marks/labels and the associated shipping documentation
U09 Mismatch between unique identification (UII/serial number) on item or packaging
marks/labels and the associated due-in/shipping notice

C17.3.9. Transshipper Prepared SDRs. CCPs will prepare an SDR to report packaging
discrepancies as described below.

C17.3.9.1. Supply Discrepancies Requiring Transshipper Reporting. SDRs

will be prepared for supply discrepancies related to hazardous shipments and non-
compliant wood packaging material (WPM). Refer to the D5-series20 for common
transportation documentation discrepancies. Refer to P2-series and P3-series for
packaging (including WPM) and labeling (including Military Shipping Label (MSL))
discrepancies. Select the most specific discrepancy code available and use SDR
remarks to further clarify the nature of the problem.

C17.3.9.2. CCP SDRs for Non-Compliant WPM. CCPs will notify ICPs that
their OCONUS WPM shipment is not in compliance with DoD 4140.65-M, “Compliance
For Defense Packaging: Phytosanitary Requirements for Wood Packaging Material

20
Refer to ADC 317A. Note: Discrepancy Code H6, Shipper’s Declaration for Dangerous Goods is re-
assigned to the D series code list in DLMS Volume 2, Appendix 7.28.

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(WPM),” and ISPM 15 requirements. The expiration of the DoD Pest Free mark and the
requirement to use the International Plant Protection Convention (IPPC) stamp to
indicate WPM compliance brings the requirement to remediate all noncompliant WPM
destined for OCONUS. WPM shipments can be remediated by repackaging or by use
of a heat chamber. SDRs will be prepared for noncompliant shipments received by the
CCPs. Noncompliant shipments will not be held for disposition. Shipments on
noncompliant pallets will immediately be re-palletized onto compliant wood pallets.
Boxes, crates, etc. will be sent to a remediation area through use of DSS packing,
packaging, preservation & marking (PPP&M) process, and placed in a Hold Status W
until remediation is completed. SDRs will be generated for both pallet replacements
and box/crate rebuilds. The SDR will normally cite SDR Action Code 3B, Discrepancy
Reported for Corrective Action and Trend Analysis. No reply is required. This type of
SDR does not require a response from the source of supply or other designated activity;
but is provided so that the source of supply may take appropriate action with the
Component shipper or vendor and track trends and associated repackaging costs. The
SDR will be auto-closed in the DSS, based on the P215 discrepancy code (indicating
noncompliant WPM), and will not be reopened. The point of contact (POC) may be
contacted if SDR was sent to the wrong supply source. Labor and material to remediate
will be charged to a CCP Cost Code. If a frustrated shipment requires an expedited
SDR reply to the CCP, use of Action Code 3A, Transshipper (Aerial/Water port or CCP)
Requests Expedited Response; Shipment Frustrated, is authorized.

C17.3.9.3. Aerial or Water Port Prepared SDRs. The port (identified by

DoDAAC) will prepare an SDR to report packaging or documentation discrepancies as
described above. If the corrective action can be taken immediately, (e.g., as a result of
off-line communication with the shipping activity,) and the port is not awaiting the action
activity response, the SDR will cite Action Code 3B, Discrepancy Reported for
Corrective Action and Trend Analysis. No reply is required. If the shipment is frustrated
awaiting action activity response, the SDR will cite Action Code 3A, Transshipper
(Aerial/Water port or CCP) Requests Expedited Response; Shipment Frustrated. The
submitter will use the remarks block to clarify desired actions and shipment information
where specific data fields in the SDR are not sufficient.

C17.3.9.4. Expected Data Content for Transshipper SDRs. These SDRs will
be identified by Discrepancy Document Type Code W and will include the number and
type of discrepant pieces. The transportation control number (TCN) will be the primary
reference number for operational processes. If the shipment is received at the CCP
without a TCN, one will be assigned in accordance with the DTR. SDRs prepared at the
shipment level may include multiple items, or there may not be due-in or documentation
available. Because a document number is mandatory within DoD WebSDR, the CCP or
other transshipment activity may need to generate a document number based upon the
submitter’s DoDAAC if multiple documents are included or the original document
number is unavailable. Action activities will not reject Transshipper SDRs for
unmatched document numbers without researching by TCN and other identifying
shipment information. Multiple document numbers, when available, will be recorded in
the SDR remarks. Materiel identification may be identified as “UNKNOWN” or “MIXED”
(multi-pack or other consolidation of different items). When this occurs, quantity and U/I

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will be left blank. Identification of hazardous materiel shipments is mandatory using the
hazardous materiel indictor (Yes/No). When possible, the shipper will be perpetuated
from the due-in notification (e.g. DLMS (US TRANSCOM-maintained) 856A) or shipping
documentation. The owner/manager (source of supply) will be identified as the
ICP/IMM that directed the shipment when applicable.

C17.3.10. SDR Distribution. This section addresses those organizations that must
be identified on the SDR as initial action recipient or as receiver of information copies.
Such determination is based upon the type or origin of the shipment involved, the DoD
Component that directed shipment, and the type of discrepancy. Applicable action
activities include ICP, ILCOs, DLA CCPs, and DLA Distribution Centers. For items
requiring special handling and/or reporting, such as controlled inventory items, the
responsible action activity must ensure additional distribution of the report as required.
The submitter will provide a copy of the Serious Incident Report, or other Component-
required report, regarding controlled inventory items believed to be stolen, lost, or
unaccounted for. Do not mail hard copy documents when access to an electronic SDR
application and associated supply information is available. Where electronic attachment
capability is not available, users should supplement their original SDR submission via
WebSDR correction process attachment functionality to upload information not readily
available to the action activity and photographic/pictorial evidence of the discrepancy.

C17.3.10.1. Security Assistance Shipments. All Security Assistance SDRs

will be sent directly to the applicable ILCO for initial screening and processing. SDRs
may be submitted to the ILCO via SF 364, Report of Discrepancy, or authorized
electronic/automated formats. The ILCO will forward the SDR electronically to the
appropriate action activity. Security Assistance SDRs bypassing the ILCO will not be
accepted by DoD and participating Agency action activities.

C17.3.10.2. SDR Distribution for Shipment (Item) Discrepancies

C17.3.10.2.1. DoD Originated Shipments. Customers will normally

direct SDRs to the DoD shipping activity with exceptions and specific business rules as
follows.

C17.3.10.2.1.1. Army Directed Shipments

C17.3.10.2.1.1.1. Army Managed Items (AMI) and Non-Army

Managed Items (NAMI) Shipments. Direct initial action to the source of supply. The
only valid Army action activity/source of supply RICs are AKZ, A12, A35, AJ2, AP5,
B14, B16, B17, B46, B64, and B69. Additionally, SDRs may be addressed to the
Army Program Managers for total package fielding (TPF) using RICs AER, AEL,
AFK, AEV, AF8, AEU, AEW, AFL, AF9, AFC, and BAM. WebSDR will pass SDRs
addressed to these activities transactionally to the Army’s Logistics Modernization
Program (LMP). WebSDR will provide an information copy to DLA Distribution Centers
when the shipping activity is identified.21 These information copies will be used for

21
Refer to ADC 1102, implementation delayed.

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metrics and correction of inventory records where applicable; DLA Distribution Centers
are not authorized to respond to the submitter via SDR reply. Army users are advised
not to submit SDRs to single stock fund (SSF) site RICs or to Army shipping depot RICs
via DoD WebSDR. There are currently no WebSDR interfaces to support SSF sites or
Army shipping depots. The Army action activity can be determined from the shipping
documentation (e.g., the RIC in record position 67-69 of the DD 1348-1A), or as part of
a NIIN/NSN or Part Number search in WebFLIS. Note that the FLIS source of supply
will not apply if the requisition was filled by AJ2, Non-Army Manager Item (NAMI) source
of supply. Services ammunition users may send SDRs to B14 for ammunition
commodity discrepancies or directly to those Army ammunition storage depots listed
below.

C17.3.10.2.1.1.2. Army Ammunition Storage Activity

Shipments. WebSDR will pass SDRs addressed to the following Army ammunition
storage activities transactionally to Army LMP: Anniston Munitions Center (BAD), Pine
Bluff Arsenal (BA9), Hawthorne Army Depot (BD2), Letterkenny Munitions Center
(BKD), Crane Army Depot (BB2), McAlester Army Depot (BC2), Tooele Army Depot
(BTD), and Blue Grass Army Depot (B47). The Army will ensure visibility of these
SDRs to Army ammunition storage depots that manage Army, Service common, and
Service unique ammunition stock.

C17.3.10.2.1.1.3. Global Combat Supply System-Army

(GCSS-Army) Inter-Service Lateral Redistribution of Retail Assets By Inter-Service
Agreement. The Army requires that these SDRs be processed by the AMI or NAMI ICP
regardless of the FLIS-designated manager or the Army Supply Support Activity (SSA)
providing lateral support. Any SDRs directed to the SSA will be transmitted to the
default Army e-mail account pending a system interface with DoD WebSDR or
alternative guidance. The Army will ensure that these SDRs will be forwarded to the
appropriate Army action activity and coordinated with the LMP for financial resolution
when applicable.

C17.3.10.2.1.2. Total nonreceipt SDRs

C17.3.10.2.1.2.1. Total Nonreceipt of Security Assistance

Shipments from DLA Distribution Centers. ILCOs will forward SDRs directly to the DoD
shipping depot regardless of implementing Component. Where the shipping depot is
unknown, forward to the ICP/IMM.

C17.3.10.2.1.2.2. Total Nonreceipt of Materiel Shipped via

DLA CCP. 22

C17.3.10.2.1.2.2.1. Customers should direct SDRs to

the CCP for research. Include proof of delivery (POD) to the CCP when available. If
the SDR bypasses the CCP, the source of supply will forward the SDR to the CCP for
research using Reply Code 504 including POD if not provided on the initial submission.

22
Refer to ADC 1241.

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C17.3.10.2.1.2.2.2. The CCP will reply to the
customer with status of the shipment if no further action is needed. WebSDR will
provide a copy of the SDR to the source of supply. If the CCP cannot provide status or
if POD is not available, the CCP will annotate the SDR reply to the submitter with this
information and forward to the source of supply for further research using the
appropriate 300-series forwarding reply code.

C17.3.10.2.1.2.2.3. After CCP response, the source

of supply will review CCP findings and conduct additional research as needed (e.g.
using Integrated Development Environment/Global Transportation Network
Convergence (IGC) or contacting the vendor, if necessary). As a result, the source of
supply may return the SDR to the CCP for further research including the POD (if not
previously attached). Alternatively, the source of supply may provide credit based upon
customer-reported nonreceipt and other findings. By exception to standard procedures,
GSA policy does not authorize credit when proof of delivery to the CCP is available.

C17.3.10.2.1.3. Defense Logistics Agency (DLA) Directed

Shipments. Initial action to the DoD shipping activity. Where the shipping activity is not
known, forward the SDR to the ICP/IMM. WebSDR will provide an information copy to
the ICP when identified on the SDR and when the SDR response is provided by the
shipping activity. The ICP will provide additional response to the submitter with final
resolution and providing financial action when applicable. For contact information for
DLA action activities refer to the DLA Customer Handbook. For assistance contact the
Customer Support - Virtual Contact Center at 1-877-352-2255 (1-877-DLA-CALL) or
DSN 661-7766 or e-mail: [email protected]; or the DLA Distribution Customer
Support Team at [email protected].

C17.3.10.2.1.4. GSA Directed Shipments

C17.3.10.2.1.4.1. GSA shipped from a GSA Supply

Distribution Facility. Initial action to GSA (GSA National Customer Service Center).

C17.3.10.2.1.4.2. GSA shipped from a DLA Distribution

Center. Initial action to the shipping activity. DoD WebSDR will provide a copy to GSA.

C17.3.10.2.1.4.3. Purchases made by DoD Activities from

Federal Supply Schedules or GSA Open-End Contracts. The customer may coordinate
off-line with the supplier for resolution. Identify GSA to receive the SDR under the
following conditions:

• repetitive discrepancies,
• cases of dispute that cannot be resolved between the ordering office and the
supplier, or
• product quality deficient materiel in Security Assistance shipments where
GSA has provided inspection at source.

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C17.3.10.2.1.5. All Other DoD Component or Participating Agency
Directed Shipments. Initial action to the DoD shipping activity. Where the shipping
activity is not known, forward to the ICP/IMM. WebSDR will provide an information copy
to the ICP, when identified, and/or the SDR response is provided by the shipping
activity.

C17.3.10.2.2. DoD Central Procurement and Direct Vendor Delivery.

For materiel procured centrally by a DoD Component ICP, distribution will be as follows
irrespective of the point of inspection and acceptance.

C17.3.10.2.2.1. Initial action to the procuring ICP for internal

distribution to the contracting officer or designated personnel.

C17.3.10.2.2.2. Copy to office administering the contract/purchase

order, if different from the purchasing office, except as otherwise prescribed for
purchases made from federal supply schedules or GSA open-end contracts below. If
not identified on the SDR, the initial action activity may forward as appropriate. When
the Defense Contract Management Agency (DCMA) is identified as the Contract
Administration Office (CAO), DoD WebSDR will provide an information copy of the initial
submission and subsequent SDR transactions to DCMA. 23

C17.3.10.3. Materiel Returns

C17.3.10.3.1. Use PMR or shipping documentation to identify the

owner, otherwise, initial action to manager’s ICP.

C17.3.10.3.2. Copy to shipping activity.

C17.3.10.4. Shipments to DLA Disposition Services

C17.3.10.4.1. Initial action to the turn-in activity, as identified on the

defense turn-in document (DTID) (DD 1348-1A, Block 2). The SDR will be sent directly
to the generator’s e-mail address when available as the result of an electronic turn-in
(DLA Disposition Services ETID). If ETID e-mail address is not available, WebSDR
distribution will be to the turn-in activity SDR monitor or Component-sponsored SDR
application.

C17.3.10.4.2. If distribution via ETID e-mail address, a WebSDR

generated copy will also be provided to the turn-in activity SDR monitor or Component-
sponsored SDR application.

C17.3.10.4.3. Partial Weapon Turn-in.24 When SA/LW materiel is

received, DLA Disposition Services DEMIL Center, Anniston, Alabama must identify the

23
Refer to ADC 1052.
24
Refer to ADC 1175.

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SA/LW by a valid NSN or DoD SA/LW Registry assigned management control number
(MCN), in addition to a separate serial number for each individual weapon.

C17.3.10.4.3.1. Shipments of a partial weapon identified under the

whole weapon NSN but lacking the required list of missing parts or a signed statement
certifying that the weapons have missing parts are discrepant using Discrepancy Code
D301. DLA Disposition Services will send an SDR to the turn-in activity and attempt to
contact the turn-in activity off-line. DLA Disposition Services will hold rejected serialized
weapons/weapon parts in a segregated location pending resolution of the SDR. If the
DLA Disposition Services does not receive a reply to the SDR with the updated
documentation or is otherwise unable to resolve the discrepancy within 25 days, DLA
Disposition Services will return the partial weapons to the turn-in activity. If DLA
Disposition Services cannot locate the turn-in activity, DLA Disposition Services will
contact DoD Registry for resolution/disposition instructions or referral to the owning
Service.

C17.3.10.4.3.2. If the SDR is resolved via off-line communication,

the DLA Disposition Services will update the SDR via the correction process to change
the action code to indicate an informational SDR (Action Code 3B), and document the
resolution in the SDR remarks. This will allow all parties involved to recognize that no
further action is needed on the SDR. The SDR will close automatically within the
Distribution Standard System after these updates are processed.

C17.3.10.4.3.3. A turned in weapon subcomponent, such as the

upper receiver, butt stock assembly, barrel assembly, etc., without its matching
serialized receiver will NOT be accepted under its end item NSN under any
circumstances. When identifying the serialized receiver on a weapon, the term
“serialized receiver” refers to the receiver that displays or holds the serial number of a
particular weapon. DLA Disposition Services will receipt the subcomponent under the
applicable materiel identification for the subcomponent(s) and submit an SDR to the
turn-in activity for corrective action (Action Code 3B) indicating both an item
identification error and an IUID mismatch. The SDR will alert the turn-in activity to
correct serialized item tracking registries as needed. It is the responsibility of the turn-in
activity to correct the SA/LW Registry and IUID Registry as applicable. DLA Disposition
Services will mutilate and/or destroy non-serialized weapon parts consistent with the
demilitarization code requirements, local policies, laws, and regulations. The SDR will
close automatically within the Distribution Standard System with no further action.

C17.3.10.5. Shipments from DLA Disposition Services. Initial action to the

Disposition Services Field Office or Recycling Control Point (RCP) as applicable. If not
known, SDRs may be directed to DLA Disposition Services (RIC S9D).

C17.3.10.6. Local Purchase. Follow DoD Component guidance. A copy will

be furnished the Government inspector when inspection is at origin. DoD WebSDR
does not support SDRs applicable to local purchase discrepancies.

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C17.3.10.7. Industrial Plant Equipment Shipments. DLA, will review all SDRs
from the initiator, make further distribution as necessary, request appropriate action
from the consignor, and provide the initiator with replies from the consignor and other
closeout action.

C17.3.10.8. SDR Distribution for Packaging Discrepancies

C17.3.10.8.1. Contractor/Vendor Shipments

C17.3.10.8.1.1. Initial action to the ICP.

C17.3.10.8.1.2. Copy to Contract Administration Office (CAO).

For direct vendor delivery discrepancies, the ICP must ensure the contract information
is included in the SDR reply if not provided by the submitter. Based upon entry of the
PIID or PIID call/order for procurement source shipments, DoD WebSDR will retrieve
the CAO DoDAAC from the EDA System contract files and update the SDR
accordingly.25 When the contract is administered by the Service or Agency issuing the
contract, the ICP is responsible for insuring the CAO has access to the SDR
information. When DCMA is identified as the CAO, DoD WebSDR will provide an
information copy of the initial submission and subsequent SDR transactions to DCMA. 26

C17.3.10.8.1.3. Copy to Administrative Contracting Office (ACO).

The initial action activity will furnish a copy of the SDR to the ACO (or otherwise provide
visibility), if a different organizational entity is involved.

C17.3.10.8.1.4. Copy to Procuring Contracting Office (PCO). The

initial action activity will furnish a copy of the SDR to the PCO (or otherwise provide
visibility), if a different organizational entity is involved.

C17.3.10.8.1.5. Copy to Component Packaging Monitor. SDRs for

Air Force ICP-directed shipments will be provided to the designated Air Force ICP
packaging monitor by DoD WebSDR under Component-unique routing rules.

C17.3.10.8.2. DoD Originated Shipments

C17.3.10.8.2.1. Initial action as indicated above for DoD originated

shipments.

C17.3.10.8.2.2. Information copy to be provided systemically by

DoD WebSDR per Component guidance. SDRs for Air Force ICP directed shipments
will be provided to the designated Air Force ICP packaging monitor.

25
Refer to ADC 1268.
26
Refer to ADC 1052.

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C17.3.10.10. The Exchange (formerly Army and Air Force Exchange Service
(AAFES)). SDRs may be routed to the Exchange via DoD WebSDR to the source of
supply RIC.

C17.3.11. Follow-Up on Original SDR

C17.3.11.1. Submitter Responsibility. When the action activity does not

respond to an SDR within the prescribed timeframe specified in this chapter, the
submitting activity must provide an SDR follow-up. Follow-ups must be directed to the
last identified action activity when the original SDR was forwarded by the original
recipient. Cite the SDR report number of the original report. For transactional
exchange, include the WebSDR-assigned control number when known. Follow-up
transactions should include all data that was in the previous SDR submission. POC
information for the follow-up and the follow-up date are required. A narrative entry is
required to provide clarification for the follow-up. The submitter or DoD WebSDR must
forward the follow-up to the current action activity when SDR history indicates a or
updated action activity has been identified (such as based upon prior Reply Code 504,
526, 527 or a 300-series reply code).

C17.3.11.1.1 SDR submitters may follow-up on SDRs sent to DLA

Distribution Centers after 31 days from the submission date have elapsed. This will not
ensure full resolution of the SDR, but will help identify a communication problem before
the entire SDR response period has elapsed (i.e. depot and source of supply
processing time).

C17.3.11.1.2. Routine SDR follow-ups (e.g. not applicable to controlled

inventory items) must be submitted no sooner than 55 days from the original submission
date when no response has been provided.

C17.3.11.1.3. Submitters must follow up to the current action activity

after receipt of an interim reply but no further response within 55 days of the initial reply.

C17.3.11.1.4. Prior to submitting a second follow-up, the submitting

activity should first attempt to ascertain the status of the SDR using the DoD WebSDR
query function. If there is no record of an action activity reply, a second follow-up may
be submitted or the submitting activity may contact the action activity off-line. The
originator may contact DLA Distribution for distribution center shipments (direct e-mail
to: [email protected]) or the source of supply for all other shipments to request
assistance. Off line communication with the action activity is recommended because
electronic processing errors may have impeded timely response to the SDR and later
follow-up could encounter similar issues.

C17.3.11.1.5. At 31 day intervals, the submitting activity may prepare

two additional follow-ups. If the action activity has not provided a functionally significant
reply after three follow-ups, DoD WebSDR will block transmission of a fourth follow-up
and request that the submitter contact the action activity directly.

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C17.3.11.1.6. In response to interim Reply Code 520 indicating
suspected Counterfeit Materiel/Unauthorized Product Substitution (CM/UPS) materiel
may be suspended for an extended period, the storage activity will limit systemic follow-
up requests to once every 12 months. There will be no limit on the follow-ups allowed.

C17.3.11.1.7. In response to interim Reply Code 521 indicating

suspected product quality deficient materiel may be suspended for an extended period
of time, the storage activity will not follow-up for response until 120 days have elapsed,
and then subsequent follow-ups should be sent every 60 days. No more than three
response/follow-up transactions per SDR will be allowed.

C17.3.11.1.8. By exception, DLA Disposition Services will not generate

SDR follow-ups for turn-in of partial weapons lacking the required list of missing parts or
a signed statement certifying that the weapons have missing parts. Turn-in activities
are required to respond to the SDR within 25 days. Additionally, DLA Disposition
Services will attempt to contact the turn-in activity off-line, and if it has not resolved the
issue within 25 days, DLA Disposition Services will return the serialized
weapons/weapon parts or contact the DoD Registry Logistics Data Analysis Center
(LDAC) for resolution/disposition instructions or referral to the owning Service. LDAC
may contact others to include item managers as deemed necessary to provide
resolution.

C17.3.11.2. Action Activity Procedures.27 Action activities must respond to

submitter follow-ups in a timely manner. Action activities are encouraged to be
responsive to submitter follow-ups in a positive way whenever possible. Rejection
should be reserved for unduly late follow-ups where the elapsed time impedes proper
research. Follow-ups on open SDRs submitted prior to completion of the authorized
response time or after a significant delay may be rejected using the assigned reject
reply code. The preferable response to follow-ups submitted after the SDR has been
closed is retransmission of the original response.

C17.3.11.2.1. Upon receipt of the follow-up, the action activity will

ensure that a response with disposition or interim status is provided within 30 calendar
days.

C17.3.11.2.2. Action activities may reject premature follow-ups using

SDR Reply Code 933.

C17.3.11.2.3. Action activities may reject late submission of follow-ups

on unresolved non-FMS SDRs using SDR Reply Code 715 no sooner than 200 days
have elapsed since the date of shipment if the action activity has no prior record of the
SDR, or no sooner than 100 days from the date of the last transaction recorded by the
action activity (e.g. an information copy of the SDR or an interim reply).

27
Refer to ADC 1066.

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C17.3.11.2.4. The applicable ILCO is responsible for rejecting FMS
SDR follow-ups considered outside acceptable time standards.

C17.3.12. Responsible Action Activity Response to an SDR

C17.3.12.1. Procedures

C17.3.12.1.1. Processing. Responsible action activities will process all

discrepancy reports under the policies and procedures set forth in this publication and
the DoD Component implementing regulations. Responsible action activities include all
activities required to take action on a reported discrepancy. Action activities will
consider the associated MRA during validation of SDRs. Conflicting information will be
investigated as appropriate.

C17.3.12.1.2. Replies. Action activities will reply to SDRs by

submission of a DLMS 842A/R to WebSDR or via direct WebSDR input. SDR replies
will indicate the appropriate disposition, (e.g., acknowledgement of the report,
disposition of the materiel, validation of the report with authorization of financial
adjustment, and/or instructions for repackaging, repair or other types of corrective
action). SDR replies must contain the appropriate discrepancy code consistent with all
information provided by the customer. The action activity may need to update the
discrepancy codes used by the customer to assign the appropriate discrepancy code for
the scenario described in the SDR remarks. The action activity will identify the
disposition/status using the appropriate Reply Code (Appendix 7.28). Action activities
may include the applicable Cause Code (CN/CP/CS) in the SDR to provide better
visibility of the underlying reason for the SDR; cause codes are required for SDR
(Document Type Code 6/9/P/W) associated with contractor/vendor noncompliance.
Upon subsequent determination that contractor/vendor noncompliance is not applicable,
(e.g., in response to a contractor challenge), the item manager must provide a new SDR
reply containing Reply Code 151 (prior response is superseded) and no cause code (or
a replacement cause code not associated with the contractor noncompliance).28 Action
activities will ensure that inappropriate reply codes are blocked from use when
responding to transshipper SDRs (Document Type Code W).29 The action activity must
complete shipment information applicable to direct vendor deliveries, new procurement,
etc., where incomplete or inaccurate on the original report. This includes identification
of the vendor (by CAGE), PIID, and identifying shipment numbers. When procurement
information is populated by EDA interface, it will not be overridden by subsequent
entries. DLMS compliant applications must also ensure that direct vendor delivery
shipments are identified by Document Type Code 6 on the SDR reply, regardless of
what the customer originally designated. However, this can only be accomplished by
the source of supply when the source of supply is the designated action activity. If the
SDR was misrouted to a DLA Distribution Center under the wrong document type code,
the action activity must reject it and advise the submitter to resubmit with the correct

28
Refer to ADC 1181A.
29
Refer to Approved DLMS Change 317B, Action Activity Replies to Transshipper-Prepared SDRs

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information. Reply transactions must be used to fulfill these requirements even where
the submitter used an action code indicating that an SDR reply was not required.

C17.3.12.1.2.1. Interim Replies. Interim replies may be used to

inform the submitter that an SDR has been forwarded to another organization for
investigation or resolution. Responsible activities must provide an interim reply where a
final reply cannot be provided within the established timeframes. Failure to meet the
established timeframes must be caused by reasons outside the control of the ICP/IMM.
Such interim replies will identify any other action activities involved and, when feasible,
indicate when additional status will be provided. Identify the interim disposition/status
using the appropriate reply code. Interim reply codes in the 300 or 500 series are
typically used to designate an interim reply involving forwarding to another organization
(Appendix 7.28). The storage activity will provide an interim reply when recommending
credit be provided by the source of supply based upon a validated discrepancy. For this
purpose, the storage activity will cite Reply Code 525 and forward the SDR using the
applicable 300-series applicable to the source of supply for processing of MILSBILLS
financial adjustments under Volume 4, Chapter 4. When the storage activity forwards
an SDR to the source of supply for action using a 300-series interim reply code, the
SDR transaction must be formatted to identify the source of supply RIC as the action
activity. WebSDR will provide notification of forwarding action to the SDR initiator. This
“forwarding” process and associated format will allow the reply transaction, including the
initial responder’s reply remarks, to be transmitted to the new action activity. WebSDR
will recognize the new action activity for reports and Web responder role access. If no
coding exists to specifically identify the reasons for the delay, select Reply Code 137
and provide a clear-text explanation.

C17.3.12.1.2.1.1. Storage Activity/Initial Action Activity Forwarding

to the Owner/Manager. When the SDR is directed to the shipping activity (e.g., DLA
Distribution Center) or other authorized initial action activity (e.g., the NAMI program
office for SDRs subsequent to inter-Component lateral redistribution) for initial
investigation, the specific discrepancy or Component-directed procedures may require
that the SDR be forwarded to the owner/manager for final resolution. These SDRs are
forwarded using the applicable 300-series forwarding reply code.

C17.3.12.1.2.1.1.1. The SDR reply transmitted by the

initial action activity using a 300-series reply code is interpreted as an interim reply and
may include the results of investigation and the recommended financial resolution and
disposition. It is responsibility of the owner/manager to which the SDR was forwarded
to provide the final response. The final response may differ from that provided on the
interim response.

C17.3.12.1.2.1.1.2. A unique formatting rule is required

for 300-series forwarding replies requiring the owner/manager to which the SDR is
being forwarded to be identified as the RIC-To (rather than the DoDAAC of the SDR
submitter normally used as the “transaction-to” activity in the SDR reply). The RIC-To
must match the owner/manager data field unless a specific exception to this rule is
authorized. WebSDR will forward the SDR to the designated owner/manager for action

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and a copy will be provided to the SDR submitter. WebSDR will populate the
owner/manager RIC as the Transfer-To RIC in the copy of the SDR reply sent to the
submitter to specifically identify the activity to which action has been transferred. When
used by a storage activity, the submitter’s SDR application must be updated to reflect
the new action activity while retaining the SDR in an open status.

C17.3.12.1.2.1.2. For suspected CM/UPS, the ICP/IMM may

use interim Reply Code 520 (SDR materiel undergoing test/evaluation) to indicate that
materiel may be suspended for an extended period of time. Upon receiving the Reply
Code 520, the storage activity will limit systemic follow-up requests to once every 12
months. There will be no limit on the follow-ups allowed. Once the investigation is
complete, final disposition will be provided by the ICP/IMM to the storage activity.

C17.3.12.1.2.1.3. For suspended materiel resulting in

processing of a PQDR, the ICP may use interim Reply Code 521 (SDR resolution
pending PQDR review) to indicate that materiel may be suspended for an extended
period of time. Upon receiving the Reply Code 521, the storage activity will not follow-
up for response until 120 days have elapsed, and then subsequent follow-ups should be
sent every 60 days. No more than three response/follow-up transactions per SDR will
be allowed. A fourth transmission of Reply Code 521 or associated follow-up will result
in systemic rejection and will require manual attention.

C17.3.12.1.2.1.4. Source of Supply Returning SDR

Disposition Instructions to Storage Activity/Initial Action Activity after Storage Activity
Response.30

C17.3.12.1.2.1.4.1. Following initial action activity

reply/forwarding and closure of the SDR by the initial activity system, the source of
supply for the shipment may need to return the SDR to the storage activity/initial action
activity to reopen the SDR and perform directed disposition instructions. To accomplish
this, the SDR reply must identify the storage activity/initial action activity as the
Transfer-To party and the appropriate interim reply code: Reply Code 526 (Credit
authorized; storage activity issue reversal requested) or Reply Code 527 (SDR returned
to storage activity/initial action activity for additional action (see remarks)). WebSDR
will recognize this construct and make distribution to the SDR submitter and the
identified action activity (or reject inappropriately forwarded SDRs with Reply Code
945).

C17.3.12.1.2.1.4.2. The storage activity/initial action

activity system must reopen the SDR upon receipt of the incoming reply. Storage
activity/initial action activity personnel will review the requested disposition and respond
as appropriate within 25 days. If the storage activity/initial action activity is able to
complete the requested action, that activity will provide a new reply to the customer
citing applicable reply codes including Reply Code 151 (Replacement/revised

30
Refer to ADC 1217.

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disposition/status; prior response is superseded). WebSDR will distribute the reply to
the SDR submitter and to the source of supply based upon inclusion of the source of
supply in the owner/manager/source of supply field. 31 If the storage activity/initial action
activity is unable to complete the requested deposition for issue reversal, it may forward
the SDR to the source of supply for action using Reply Code 530 (Storage activity
unable to perform requested issue reversal) and the appropriate 300-series forwarding
reply code. If the storage activity/initial action activity is otherwise unable to complete
the requested disposition, the 300-series forwarding reply applies. The source of supply
should contact DLA Distribution if it does not receive a response to the returned SDR
within 30 days.

C17.3.12.1.2.1.5. Item Manager Forwarding to Defense

Contract Management Agency (DCMA). SDRs may only be forwarded to DCMA for
action when the contract indicates that DCMA is responsible for inspection or
acceptance. SDRs lacking this evidence of the discrepancy will make it difficult for
DCMA to support a claim of vendor noncompliance. Therefore, if the SDR submitter did
not provide evidential matter substantiating the discrepancy at time of creation, the item
manager will reply to the SDR submitter and request additional information using Reply
Code 104. The item manager will annotate in SDR remarks requesting photographs or
documentation supporting the discrepancy reported. DLA Distribution Centers will reply
to the request for evidence of the discrepancy using a Status Update with Reply Code
321. Customers (or others lacking status update functionality) must provide an SDR
Correction in response to the request. SDR submitters my upload attachments via SDR
if their SDR system does not provide attachment functionality. DCMA is required to
reply to SDRs forward for action (Reply Code 501) within 25 days. If DCMA is unable to
conclude their investigation within 25 days, DCMA will generate an interim response
(e.g., citing Reply Code 503 or 515) indicating the expected timeframe for closure.

C17.3.12.1.2.1.6. DCMA Response to the Item Manager.

DCMA will include the findings of their investigation in the remarks; additional
information may be included using the SDR attachment functionality. These findings
may include but are not limited to: validation of reported discrepancy, cause of
deficiency, responsibility of deficiency, and corrective action take to prevent
reoccurrence of deficiency. DCMA will forward the SDR to the responsible item
manager (original action activity) using the 300-series forwarding reply code. DCMA
must provide the appropriate disposition reply in conjunction with the 300-series
forwarding reply code regardless of whether or not contractor noncompliance is
determined. The 300-series forwarding reply code dictates the structure of the reply
transaction requiring the action activity identified as the item manager and will trigger
the appropriate transfer of action in WebSDR and the receiving Component item
manager system. If the item manager incorrectly forwards the SDR to DCMA for action,
DCMA will return (forward) the SDR to the item manager with the appropriate 300-
series reply code and clarifying remarks, (e.g., “Forwarding to DCMA for action not

31
Current processing uses a single multi-purpose field. Upon implementation of ADC 1126, separate
discrete data fields will identify the owner, manager, and source of supply.

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authorized; DCMA not responsible for inspection or acceptance.”) The item manager
will provide the final reply as appropriate.

C17.3.12.1.2.2. Status Updates.32 Status updates (Transaction

Set Purpose Set Code SU) are a unique form of reply prepared by the activity that
submitted the SDR in response to the action activity. This type of transaction goes
directly to the identified recipient without being copied to other parties, except to
specifically identified copy recipients identified in the transaction. It is used by the
storage activity to provide a status update to the ICP/IMM, often in response to an
interim reply requesting clarification of the discrepancy. Using the status update format
the SDR may engage in a two-way communication with the action activity. The status
update may not be used to modify originally reported SDR data elements. The status
update may also be used to send research findings/ recommendations to the ICP/IMM
(Army directed shipments only).

C17.3.12.1.2.2.1. When the SDR is routed to the ICP as the

action activity rather than the shipping depot under Army SDR routing rules, it may
subsequently be transferred (Transaction Set Purpose Set Code 47) to the shipping
activity as a secondary action activity. The shipping activity will use the status update to
provide results of storage activity research and a recommended disposition. The status
update is not copied to the SDR submitting activity by DoD WebSDR, as would be
applicable when using a standard reply format (Transaction Set Purpose Set Code 11).

C17.3.12.1.2.2.2. For interim replies requesting additional

clarification (Reply Code 104), the submitting activity is encouraged to respond
immediately, but no later than 31 day from issuance of the request. In a transactional
response to the request for additional information, the submitting activity must provide a
status update (Transaction Set Purpose Set Code SU) using Reply Code 321 to notify
the action activity that the requested information is being provided or the submitter may
provide clarification via off-line communication. No more than three request/response
transactions per SDR will be allowed. A fourth transmission of Reply Code 104 or 321
will result in systemic rejection and will require manual attention.

C17.3.12.1.2.2.3. When the ICP/IMM has directed

reclassification of materiel by Reply Code 608 the storage activity will perform the
requested action and provide status update with Reply Code 320 (Reclassification of
materiel complete). Reply Code 608 may not be used in conjunction with other reply
codes. When using Reply Code 608, the action activity must provide final disposition
separately by a subsequent SDR reply after the reclassification action is reported as
complete. No more than three request/response per SDR will be allowed. A fourth
transmission of Reply Code 608 or 320 will result in systemic rejection and will require
manual attention. (Note that action activities may use Reply Code 609 to request

32
Refer to ADC 1044A Clarification of Business Rules associated with SDR Replies for Status Update
and Completion Notification.

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reclassification of materiel in combination with other disposition instructions identified
via additional reply code(s) and remarks.)

C17.3.12.1.2.3. Replacement or corrected replies.33 The action

activity may identify a replacement or corrected reply using Disposition Status Code 151
to indicate that the previous reply is superseded. This code may be used when a
closed or completed SDR (meaning a response was already provided by the action
activity) is reopened or reconsidered as a result of a formal submitter request for
reconsideration; as a result of new findings during action activity review/investigation; or
as a result of a mistake requiring a corrected reply.

C17.3.12.1.2.4. Denials. SDRs not meeting the reporting criteria

or timeframes specified in this chapter or not including sufficient justification, may be
considered for information only, or denied, as appropriate. DoD ICP/IMM action
activities are encouraged to accept late submissions lacking justification for trend
analysis/corrective action; with associated financial credit provided at the discretion of
the action activity. The responsible activity will use the SDR response and cite the
appropriate disposition/status (reply) code.

C17.3.12.1.2.5. Completion Notification.34 A completion

notification, identified by Transaction Set Purpose Code CN in the SDR reply, will be
used by the storage activity to communicate with the ICP/IMM that final action has been
taken on an SDR requiring a materiel disposition action. This is equivalent to indicating
that the storage activity has closed the SDR. The receiving SDR system may close the
SDR as well or keep it open for additional actions. Submission of a completion notice is
appropriate for all SDRs prepared by the storage activity, with the exception of those
clearly identified as being provided for information only and requiring no action activity
reply (SDR Action Codes 1H or 3B only). The completion notice may not be used to
modify originally reported SDR data elements. It will be provided in the following
specific situations and will be available for additional use as needed.

C17.3.12.1.2.5.1. The storage activity will use a completion

notification to inform the ICP/IMM that all action is complete using Reply Code 410.

C17.3.12.1.2.5.2. Under selected scenarios, the storage

activity may provide a completion notice without a response from the owner/manager
when the SDR is automatically closed immediately after transmission. SDR Action
Codes 1B (Materiel being retained) and 1G Reshipment not required; item to be re-
requisitioned) apply. A completion notice will be provided using Reply Code 410.

C17.3.12.1.2.5.3. The storage activity will prepare a

completion notification to notify the ICP/IMM that the SDR has been closed due to zero
balance on record. This will not result in an investigation as it is generally the result of
processing a release order during the interim period after the SDR was prepared and

33
Refer to ADC 222.
34
Refer to ADC 1044A Clarification of Business Rules associated with SDR Replies for Status Update
and Completion Notification.

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prior to execution of the disposition instructions. The ICP may close the SDR due to the
materiel no longer being available. If SDR is a Document Type 9, then the ICP must
take further action to locate new procurement materiel.

C17.3.12.1.2.5.4. If a completion notice is inadvertently

transmitted, the SDR may be reopened by submission of a correction citing Discrepancy
Code Z6 as the first discrepancy code in the transaction. The correction must contain
the WebSDR control number originally assigned to the SDR. This will allow the action
activity to reopen the original record. Do not submit a new SDR (Transaction Set
Purpose Code 00) in this situation as this SDR will be considered a duplicate SDR and
will be rejected. A subsequent completion notice may be provided when appropriate.

C17.3.12.1.2.5.5. The storage activity will use a completion

notification to inform the ICP/IMM that materiel disposition could not be completed due
to zero balance at storage location using Reply Code 412 and clarifying remarks. The
ICP may close the SDR due to the materiel no longer being available. If the SDR is a
Document Type 9, the ICP must take further action to locate the new procurement
materiel.

C17.3.12.1.3. DoD ICP/IMM, Shipping Depot, or GSA Actions. The

ICP/IMM or shipping depot will:

C17.3.12.1.3.1. Review all SDRs received for processing and

determine proper course of action based on available supply records and the results of
investigation. This includes SDRs which the customer has reported as requiring no
action (Action Code 1H or 3B).

C17.3.12.1.3.2. Provide the SDR response to include disposition

instructions as needed to the customer or the ILCO for Security Assistance SDRs. The
responsible activity will provide point of contact information for each SDR response.

C17.3.12.1.3.3. Based upon validated SDRs, the storage activity

may reverse the original issue or adjust inventory balances, as applicable. Prior
coordination with the ICP/IMM is required for use of issue reversals as a means of
correcting records and providing credit to the billed party. The ICP/IMM is responsible
for providing a PMR to the distribution center when the SDR reply (prepared by the
source of supply or distribution center) directs return of discrepant materiel. Based
upon validated SDRs, the ICP/IMM may request that DFAS or integrated financial
process authorize adjustment/credit in accordance with MILSBILLS procedures in DLM
4000.25, Volume 4, Military Standard Billing System – Finance. Failure to comply with
instructions to return discrepant materiel will result in billing for materiel received.

C17.3.12.1.3.3.1. The storage activity may recommend

credit/debit via interim reply forwarded to the source of supply (must include applicable
300-series reply code). The storage activity response will be based upon research to
include review of inventory records and physical inventory, as appropriate. WebSDR
will provide an information copy of the storage activity reply to the SDR submitter.

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C17.3.12.1.3.3.2. Upon receipt of a storage activity
recommendation, the source of supply will conduct further research (supply and
financial records) and provide a final reply to the SDR submitter indicating credit/debit is
authorized or denied, as appropriate.

C17.3.12.1.3.4. Fulfill customer requests for expedited or

replacement shipment (e.g., due to shortage, non-receipt, wrong item, or comparable
discrepancy) when feasible and assets are available. 35

C17.3.12.1.3.4.1. Source of supply procedures must ensure

replacement shipments do not incur double billing. Therefore, credit will be provided for
the original shipment when applicable. Security Assistance customers will not be
explicitly excluded from receiving a replacement shipment. The source of supply will
reprocess the customers’ requirements using the original document number suffixed to
ensure separate billing and unique TCN assignment. Source of supply processing must
trigger relevant supply and shipment status. Expedited Transportation Handling Signal
777 in response to a non-Security Assistance customer request for expedited shipment
may be assigned when the original special requirements code (legacy required delivery
date (RDD) field is blank or all numeric (other than 444, 555, or 777) or the RDD from
the original requisition is less than 8 days from the current date. Inclusion of the
Expedited Transportation Signal 777 will normally cause the shipment to move by
premium (air) transportation. Shipments identifying Expedited Transportation Signal
777 are subject to air clearance processing whereby the air clearance authority may
consult with the requisitioner to determine if the additional expense associated with air
transportation is justified and potentially direct shipment movement by a surface mode.

C17.3.12.1.3.4.2. If reshipment cannot be accomplished,

respond with Reply Code 126 (Stock not available or will not be reshipped in response
to SDR) and up to two additional reply codes, as applicable. Customers will be required
to re-requisition materiel that is still required.

C17.3.12.1.3.5. Provide signed evidence of shipment to the ILCO

for Security Assistance SDR for non-receipt of materiel. If this documentation cannot be
provided, appropriate credit is required.

C17.3.12.1.3.6. Provide documentation to the ILCO that is

matched to the quantity shipped for Security Assistance SDRs for concealed shortages.
Examples of such documentation are those containing size, total weight, and cube
accepted by the carrier. Credit is denied if the documentation, in conjunction with the
unit weight, supports shipment of the total quantity billed. Otherwise, appropriate credit
for the differences is required.

C17.3.12.1.4. Disposition of Materiel. Use the SDR response as an

action reply for those discrepant conditions requiring disposition instructions to the

35
Refer to ADC 1091, SDRs Requesting Expedited or Replacement Shipment.

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reporting activity, (e.g., overages, damages (USPS), deficient materiel (Security
Assistance), or erroneous or misdirected materiel).

C17.3.12.1.4.1. Customer Returns. In many cases, logistics

business rules require that the return shipment use the same document number as the
related order/sale. While this reuse may be appropriate for some materiel held at the
customer’s location, it is not feasible for all situations. When the materiel is already
located in a DLA Distribution Center and no physical shipment is required to return the
materiel to the original owner/manager, the current owner must not reuse (or suffix) the
original document number for the Prepositioned Materiel Receipt (PMR) and Materiel
Release Order (MRO) directing the return. The responsible action activity must assign
an alternative document number when materiel is located in a DLA Distribution Center
and the current owner must use a ship-in-place materiel release order to direct the
return. Additionally, submitters must use the reconsideration request to ask for an
alternative document number due to system constraints prohibiting reuse of the original
shipment document number. When using a new document number for the directed
return of discrepant/deficient materiel, the owner/manager and the returning activity
must retain an audit trail linking the old and new document number/suffix (both
document numbers will be included in the PMR, Materiel Returns Shipment Status, and
Receipt transactions). The SDR reply will include the date by which the customer is
requested to return the materiel to the designated location. The ICP will require
expedited return where appropriate, such as FMS classified/sensitive item returns, and
overage returns for back-ordered materiel not available within another customer’s
required delivery date. Identify the return-to location by DoDAAC or CAGE (use for
contractors when no DoDAAC is assigned). Clear text addresses may be included in
addition to the DoDAAC and must be included in the SDR Reply remarks text for returns
directed to the contractor identified by a CAGE only.36 The source of supply will
provide reimbursement for packing, crating, handling, and transportation for directed
returns under MILSBILLS procedures in DLM 4000.25, Volume 4, Finance, procedures.
Use of the Defense Transportation System (DTS) for the return movement is
encouraged except where use of a designated commercial carrier is more cost
effective/efficient or transportation cost will be borne by another party (e.g., a vendor for
return of nonconforming materiel). As an alternative to providing transportation
reimbursement, the responsible action activity may provide the transportation account
code (TAC) chargeable for the transportation services or direct use of a commercial
carrier by providing the paying activity’s carriers account number or a pre-paid return
shipping label. In those cases where an exhibit of the discrepant materiel is directed for
return, the activity requesting this action will pay for exhibit shipment costs. Action
activities will either furnish DD Form 1348-1A for materiel to be returned or provide
comparable information to accomplish the return. A copy of the SDR and the shipment
document will be included with returned materiel and annotated as an “SDR RETURN.”
When discrepant materiel is directed for return to a contractor, a hard-copy SDR
including disposition instructions will be included with the shipment. No statement

36
Include return-to location, suspense date, return document number/suffix, and (when applicable) carrier
tracking number in the SDR Reply remarks text pending full implementation of discrete transaction data
fields. Refer to ADC 1249.

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adversely affecting the Government's claim will be shown on any documentation
returned to the contractor. For non-Security Assistance customers, materiel not
returned as directed within 90 calendar days (if CONUS) or 120 days (if OCONUS) of
the SDR reply will be billed.

C17.3.12.1.4.2. DLA Distribution Center Returns and Transfers to

DLA Disposition Services. SDR disposition instructions to DLA disposition centers may
direct disposal or shipment of discrepant/deficient materiel to another location (e.g.,
return to a vendor) using the appropriate SDR reply code. This type of SDR disposition
must be provided concurrent to transmission of the DLMS 940R Materiel Release Order
in accordance with MILSTRIP procedures in DLM Volume 2 for clear audit history for
inventory reporting. The DLMS MRO supports discrete identification of the carrier and
the carrier account number to allow systemic recognition of this information and ensure
the appropriate party is charged for the transportation of the nonconforming materiel.37

C17.3.12.1.4.3. Corrective Action for Packaging Discrepancies.

Responsible activities will immediately investigate reported discrepancies and take
action to prevent their recurrence. An indication of what corrective action will normally
be included in the SDR reply. An information copy will be sent to the appropriate
Component packaging monitor. For shipments of ammunition, explosives, or other
hazardous materiel, the DoD or GSA responsible activities must provide reports of
corrective action in all cases. Wherever possible, use the reply code and SDR remarks
to show the corrective action. A corrective action statement may be recorded on a
separate document if additional space is required. Statements of corrective action will
also be sent when requested by the SDR initiator or upon special request of the
Component packaging monitor. For contractor originated shipments, investigating
activities will send an information copy of the results of their investigation to the
responsible procurement activity or commodity command. Reports of corrective action
must not be delayed pending final determination of the contracting officer when
reimbursement is warranted. Report final actions when completed. When a Contract
Administration Office (CAO) investigating activity finds corrective or preventive action is
outside the scope of contract administration and requires action by the procuring
activity, the SDR and investigation report will be forwarded to the procuring activity for
action, with information copies to the appropriate Component packaging monitor and
the initiator.

C17.3.12.1.4.4. Packaging Discrepancies Noted at a Distribution

Center. The ICP will annotate the SDR to indicate that distribution center repackaging is
approved or not approved. If the ICP authorizes corrective action, the SDR will also
show the appropriate funding/ authorization document, (e.g., job order number, Military
Interdepartmental Purchase Request (MIPR) number, or SF 1080), to which the
distribution center may charge the corrective action costs. After completing corrective
action, the distribution center will annotate the actual cost of the work performed, note
the date completed, and forward a copy to the ICP for close-out.

37
Refer to ADC 1164

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C17.3.12.1.4.5. Corrective Action for Non-Compliant WPM. Action
activities in receipt of SDRs reporting WPM non-compliance under generic packaging
discrepancy codes must reassign the discrepancy code to P215 on their responses.
This supports mandatory tracking and trend analysis using automated SDR
applications. In the event the shipment becomes frustrated, the action activity will
provide instructions for corrective action in order to bring the shipment into conformance
or otherwise direct remedial action. Corrective actions and options will be based upon
the circumstances of the quarantined/frustrated shipment, value and priority of the
shipment, access to the shipment by DoD personnel, and location of the consignee.
Alternatives include:

C17.3.12.1.4.5.1. Inspection, certification, and marking of

compliant WPM,

C17.3.12.1.4.5.2. Replacement of the WPM,

C17.3.12.1.4.5.3. Consignee pick-up of the materiel only, or

C17.3.12.1.4.5.4. Return to origin or designated location.

C17.3.12.1.4.5.5. Repacking and disposal costs associated

with non-compliant WPM receipts that will be the responsibility of the owner of the stock
directing shipment (i.e. last identified shipper or item manager). Photographic evidence
may be requested to substantiate a claim for the recoupment of funds expended in
bringing the shipment into compliance. Where applicable, the reporting activity may
submit an SF 1080, “Voucher for Transfers between Appropriations and/or Funds.”

C17.3.13. Time Standards

C17.3.13.1. Submitting SDRs and SDR Responses. This section provides

standard timeframes for submission of SDRs and SDR responses.

C17.3.13.1.1 Timeframes for SDR Submission by Non-Security

Assistance Customers. An SDR will be submitted by receiving activities and/or
transshipment activities as soon as possible, but not later than the time standards listed
below. SDRs not meeting the reporting criteria or timeframes specified in this guidance
that do not present sufficient justification will be processed for information only. Routine
time standards, special rules, and exceptions are:

C17.3.13.1.1.1 CONUS Destinations: 60 calendar days from date

of shipment.

C17.3.13.1.1.2. Overseas Destinations: 120 calendar days from

the date of shipment

C17.3.13.1.1.3. Discrepant Controlled Inventory Items, Arms, Arms

Parts, Ammunition, and Explosives. Report discrepancies within 24 hours of discovery
for shortage, overage, wrong item, misdirected shipments. This includes stock number

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materiel with a catalogued controlled inventory item code (CIIC) indicating the item is
identified as classified or sensitive. In addition, pilferable codes associated with arms
and ammunition are also included (codes N and P) in this category.

C17.3.13.1.1.4. Exceptions:

C17.3.13.1.1.4.1. Time limits do not apply to short shipment

and wrong item discrepancies discovered upon opening a sealed vendor pack.

C17.3.13.1.1.4.2. Time limits do not apply to those IUID

discrepancies that must be reported to ensure the IUID registry and/or owner records
are properly maintained.

C17.3.13.1.1.4.3. Time limits for reporting discrepancies

relating to contractor warranties are prescribed in individual warranty clauses and/or
contracts. Those time limits override other time limits specified in this chapter.

C17.3.13.1.1.5. Late Submission. When circumstances prevent

compliance with the above time standards, (e.g., response to a tracer action reveals a
supposed transportation discrepancy to be a shipping/packaging discrepancy), the
reasons for delay will be provided in a brief clear-text explanation. If appropriate, the
responsible activities will honor the discrepancy report. Reporting activities are required
to send SDRs to report a shipping or packaging discrepancy even after the above
submission time standard has elapsed. If lacking justification, action activities will
process for use in reporting metrics and corrective action, if appropriate. The source of
supply will not be responsible for financial resolution on late submission SDRs unless
shipment history is available and the circumstances warrant such action

C17.3.13.2. Time Standards for SDR Response. Responsible action

activities will reply to all SDRs received within the following time standards. Interim
responses will be provided when extenuating circumstances necessitate additional
processing time.

C17.3.13.2.1. Discrepant materiel classified SECRET or above, or

nuclear weapon related materiel (NWRM) (shortage/overage/wrong item/mismatched
IUID/misdirected): The action activity must respond to the discrepancy report within 24
hours and must take appropriate corrective actions to preclude additional recurrences of
the discrepancy. When the discrepancy requires further research for resolution, the
action activity must provide an interim response within 24 hours indicating that the SDR
is being giving appropriate attention and will be followed by a comprehensive response
within 15 business days (inclusive of sequential processing by multiple action activities
when necessary).

C17.3.13.2.2. Discrepant controlled inventory items other than those

classified SECRET, or above or NWRM, arms, arms parts, and explosive and inert
ammunition (shortage/overage/wrong item/mismatched IUID/misdirected): Total
response time, to include sequential processing by multiple action activities when
necessary, will not exceed 25 calendar days.

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C17.3.13.2.3. Wrong item receipts identified as controlled/sensitive or
above and NWRM and unidentified items will be returned to the designated location
within 30 calendar days of the SDR reply. Sources of supply will monitor for the return
and follow-up with the SDR submitter if materiel is not returned.

C17.3.13.2.4. Expedited processing is required for transshipper

prepared SDRs requiring positive action from the action activity (e.g., preparation of
SDS or verification of label/marking information. Where forward movement of the
shipment is delayed pending a response as indicated by Action Code 3A, the response
time will not exceed 5 calendar days.

C17.3.13.2.5. SDRs for materiel identified in Supply Condition Code

(SCC) K, Suspended (Returns): Action activities will coordinate with the receiving
depot, as needed, and provide a SDR reply within 50 days directing reclassification
within the MILSTRAP time standard.

C17.3.13.2.6. Distribution centers will respond to SDRs submitted

directly to the shipping activity within 25 calendar days. Responses from distribution
centers may be confirmed or superseded/corrected by a later response when
Component business rules require sequential processing by the source of supply and
the finance center.

C17.3.13.2.7. ICP/IMMs will respond to SDRs submitted directly to the

source of supply within 50 calendar days. Where sequential process by distribution
center and ICP/IMM are required, total processing time will not exceed 50 calendar
days.

C17.3.13.2.8. Action activities receiving SDRs inappropriately will make

every effort to forward to the correct action activity within 5 calendar days. Customers
should be aware that misrouting of SDRs may extend total processing time beyond the
authorized 50 calendar day processing time.

C17.3.13.2.9. Turn-in activities receiving SDRs from DLA Disposition

Services for turn-in of partial weapons lacking the required list of missing parts or a
signed statement certifying that the weapons have missing parts will respond to the
SDR within 25 days. DLA Disposition Services will attempt to contact the turn-in activity
off-line, but there will be no SDR follow-up.

C17.3.13.2.10. DCMA will respond to SDRs forwarded for action within

25 calendar days.38

C17.3.13.3. Transfers of IMM Responsibilities

C17.3.13.3.1. Logistics Reassignment.

38
Refer to ADC 1181A.

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C17.3.13.3.1.1. Under the logistics reassignment procedures, IMM
responsibility for an item may have been transferred to another DoD Component after
the date of shipment. In these instances, a single discrepancy reported on a requisition
line-item may require action and/or reply from two different DoD Components (e.g.,
shipper's ICP/IMM and gaining item manager (GIM)). For example, on receipt of an
incorrect item, one DoD Component could be responsible for the investigation (shipping
activity) and the initiation of a billing adjustment (shipper's ICP/IMM) for the item billed
(but not received), and the GIM would be responsible for providing disposition
instructions for the erroneous materiel.

C17.3.13.3.1.2. SDRs applicable to storage activity procurement

source receipts after logistics reassignment where the LIM issued the contract will be
reported to the LIM based upon the PMR. The LIM is responsible for negotiation with
the contractor for resolution of the discrepancy. If no PMR was provided, the SDR may
be reported to the item manager (the GIM). If the GIM had no due-in for this materiel,
the SDR will be rejected with Reply Code 901 (submitted to wrong source of supply)
and remarks text directing resubmission to the LIM, or forwarded (via Reply Code 504)
to the LIM for action.

C17.3.13.3.2. Response Coordination. It is not the responsibility of the

SDR initiator to forward copies of the SDR to all parties involved. Instead, it is the
responsibility of the LIM to coordinate with the GIM for an appropriate
response/disposition to the submitter. The LIM may provide an interim response citing
financial resolution and including Reply Code 506 (indicating the SDR is forwarded to
the GIM for disposition of materiel) and the appropriate 300-series forwarding reply
code. The transaction must identify the GIM as the RIC-To in accordance with
formatting rules for this type of forwarding. WebSDR will use this value to populate the
Transfer-To activity in the forwarded transaction, which will be provided to the customer
and to the GIM. Additionally, the presence of Reply Code 506 will trigger WebSDR to
provide an information copy of the SDR to the GIM. The LIM must maintain the SDR in
an open status until the GIM has provided a disposition response.

C17.3.14. Contested Decisions for Non-Security Assistance Related

Discrepancies. When the SDR originator does not concur with a reply/disposition
received in response to an SDR, they will forward the SDR indicating a contested
decision. Requests for reconsideration pertaining to distribution center shipments will
be forwarded to the shipping depot; all others will be forwarded to the source of supply.
Requests for reconsideration must be submitted within 45 calendar days from date of
action activity response. Cite the SDR report number of the original report. For
transactional exchange, SDR applications will include the WebSDR-assigned control
number when known. Requests for reconsideration transactions require all data that
was in the previous SDR submission. In addition, a narrative entry is required to
provide justification for reconsideration. POC information for the new submission and
submission date is required. An SDR must be in a closed status before a request for
reconsideration can be submitted (this means the action activity reply to the SDR must
be recorded within the applicable Component application). The designated recipient of
the request for reconsideration will review all data relating to the problem and provide a

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response to the reporting activity with information to all concerned parties within 45
calendar days. When the shipping depot is unable to respond to the contested SDR,
the depot will forward the SDR to the source of supply for resolution (when the SDR is
forwarded, the 45 calendar days for processing and evaluation will begin when the SDR
is received by the source of supply). The resulting decision will be final.

C17.3.15. Correction and Modification/Update of Original Report. When the

originator needs to modify discrepancy information or requested action concerning a
previously submitted SDR, a new transmission of the SDR may be used. Indicate that
the SDR is a modification or correction and forward to all parties who received the
original submission. Cite the nonconformance report number of the original report.
SDR applications will include the WebSDR-assigned control number when known. SDR
applications will include revised content and the original unchanged discrepancy
information from the original report using the DLMS 842A/W. POC information
applicable to the revised SDR is required. A brief narrative description of the revision
must be included. Significant errors, such as an incorrect requisition document number
document number suffix or owner/manager identification on storage activity-submitted
SDRs, must be corrected by canceling the original SDR and submitting a new report.

C17.3.16. Cancellation of an Original Report.

C17.3.16.1. When an SDR originator discovers a previously reported SDR is

not valid or appropriate for any reason and should be withdrawn, a new SDR
cancellation must be prepared to cancel the original. Forward to all parties that
received the original submission. Cite the original report number . SDR applications
will include the WebSDR-assigned control number when known. POC information
applicable to the cancelled SDR is required. A brief narrative description of the reason
for cancellation must be included.

C17.3.16.2. If an SDR is inadvertently cancelled, it may be reopened by

submission of a correction citing Discrepancy Code Z6 as the first discrepancy code in
the transaction. The cancellation must contain the WebSDR control number originally
assigned to the SDR. This will allow the action activity to reopen the original record and
retain the relationship between that SDR and the newly submitted content. Do not
submit a new SDR (Transaction Set Purpose Code 00) in this situation as this SDR will
be considered a duplicate SDR and will be rejected.

C17.3.17. Historical SDR Purpose and Procedures. During the design for
WebSDR, Components using internal SDR systems identified a need for a business
process that would allow SDRs to be worked internal to the Component or internal to
the Component’s SDR application without providing standard transaction/e-mail outputs
from WebSDR. Historical SDRs (identified by Transaction Set Purpose Code 49) were
established for this purpose. Historical SDRs are currently employed by one system:
the Product Data Reporting and Evaluation Program (PDREP). For PDREP-generated
SDRs, the use of historical SDRs allows WebSDR to have a full record of the SDR
history for query and management report preparation without impacting the internal
PDREP procedures. Without this process, there would be duplicate dissemination of

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SDRs or, conversely, gaps within the WebSDR database. PDREP system design must
ensure a new original is provided to WebSDR if, subsequent to initial submission, it is
determined that the SDR must be transmitted to an external action activity.

C17.3.18. Follow-up on Credit Adjustments on SDRs. When an action activity has

indicated that a credit adjustment has been authorized, reimbursement is normally
provided to the fund code/line of accounting and bill-to address cited on the original
requisition. When concerned about an apparent non-receipt of credit and 60 calendar
days has elapsed, the SDR submitter should consult the bill-to finance office for
verification. When non-receipt of credit is confirmed, the financial office will submit a
request for billing adjustment as prescribed by MILSBILLS procedures in DLM 4000.25,
Volume 4, Finance.

C17.3.19. Materiel Receipt Acknowledgement (MRA). ICPs will monitor for

discrepancies reported on MRAs (DLMS 527R) to ensure identified discrepancies have
been properly reported.

C17.3.20. Defense Automatic Addressing System (DAAS) SDR Processing

C17.3.20.1. Under DLMS, SDRs are integrated with standard logistics

transaction processing through DAAS. DLMS transaction formats are available in ASC
X12 EDI or EDI-based XML. Guidance for transaction content is provided in DLMS ICs
available on the DLMS IC page. DoD WebSDR will perform the following actions:

C17.3.20.1.1. Pass/route SDR transactions. The following special rules

apply:

C17.3.20.1.1.1. Generate and route an SDR reply citing Reply

Code 103, Discrepancy Report Receipt Acknowledgement each new SDR submission
to the submitting system based upon agreement with the submitting Service/Agency.
The timing of the acknowledgement reply is dependent upon the original SDR and any
associated attachments posting to the WebSDR database. When the transaction
identifies that attachments are being provided and the attachments are not
received/accepted, the record will post in WebSDR without the attachments in
approximately 16 hours (64 processing cycles) after receipt and the acknowledgement
will be transmitted. When this happens, the submitting system point of contact will also
receive an error message e-mail from WebSDR that attachments never linked up. A
correction may be used to attempt posting of the corrections. The WebSDR transaction
receipt acknowledgement will be used by the submitting system to append the
WebSDR-assigned control number to the internal system record for the specified SDR
so that subsequent updates transmitted to WebSDR will be linked to the correct original
SDR. The submitting system must recognize the limited purpose of these SDR replies
provided by WebSDR to prevent inadvertent update of the SDR action activity to RIC
SGA (DAAS). 39

39
Refer to ADC 1026.

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C17.3.20.1.1.2. Generate and route an information copy of each
SDR reporting packaging discrepancies associated with Air Force-directed shipments to
the Air Force packaging monitoring office.

C17.3.20.1.1.3. Route the action copy of SDRs reporting

distribution center receipt of PQDR exhibits (Discrepancy Code Q11) to the materiel
owner by agreement with DLA. For Air Force owners, this process will use an electronic
(e-mail-based) interface with the Air Force processing system for product quality
deficiencies.

C17.3.20.1.1.4. Provide special e-mail routing of the action or

distribution copy of transshipper prepared SDRs upon Component request.

C17.3.20.1.1.5. Return unroutable transshipper prepared SDRs to

the submitter for continued processing off-line. 40

C17.3.20.1.1.6. DoD WebSDR will route submitter transactions for

follow-up to the current action activity when SDR history indicates a new or updated
action activity has been identified (such as based upon prior Reply Code 504, 526/527
or a 300-series reply code). WebSDR will disseminate other transaction types based
upon the identified action activity (current action activity after Reply Code 504
forwarding) and SDR distribution rules.

C17.3.20.1.2. Edit SDR transactions in accordance with business rules

specified below. Additionally, DoD WebSDR will edit SDRs to improve data consistency
and the appropriateness of data content as follows:

C17.3.20.1.2.1. The owner/manager may not be identified by a

routing identifier associated with a Distribution Center or a CCP.

C17.3.20.1.2.2. The shipping activity may not be identified by the

RIC associated with an inventory control point or item manager. Additionally, WebSDR
users may not identify RIC SD9 (DLA Vendor Shipment Module) as the shipper.

C17.3.20.1.2.3. Inappropriate entries will be overlaid with the

correct value, if available, from DAAS history.41

C17.3.20.1.2.4. SDRs directed to obsolete DLA supply center RICs

will be redirected to DLA Enterprise Business System.

C17.3.20.1.2.5. SDRs that contain a PIID will be edited to ensure

that the shipper is populated correctly. DoD WebSDR will match the PIID against the
Electronic Document Access (EDA) System contract files to identify the

40
Refer to ADC 317, Revised Business Rules for Transshipper-Prepared Supply Discrepancy Reports.
Implementation delayed.
41
Refer to ADC 425, Revised SDR Codes and Procedures, including Incorrect Part Number Discrepancy
Codes and DoD WebSDR Data Edits and Forwarding Enhancement.

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vendor/contractor CAGE code and the applicable CAO DoDAAC. If a match is found,
these values from the EDA contract information will update in the SDR record.
WebSDR will override user input with EDA values if different. In addition, WebSDR will
retrieve the base contract number from an EDA response to a PIID call/order number
search. WebSDR will retain the base contract number for use in management reports
and user queries 42

C17.3.20.1.2.6. If discrete values for the SLOA data elements in

the transaction (new SDRs, correction, follow-up, and request for reconsideration) do
not match data elements from the SFIS Fund Code to Fund Account Conversion Table
for the Fund Code in the transaction, reject with the DLMS 842A/R SDR Reply citing
Reply Code 943.

C17.3.20.1.2.7. If the SDRs contain a constructed document

number, check if fund code is invalid/missing. If fund code is invalid/missing, reject with
the DLMS 842A/R SDR Reply citing Reply Code 943.43

C17.3.20.1.2.8. Edit new submission SDRs (transactions and

direct input) to ensure the requirement for mandatory inclusion of serial number for UIT
program items is met. Reject SDRs identifying a discrepant condition, shortage,
overage, or IUID data mismatch with no identified serial number using Reply Code 946.
Refer to Table C17.T.2 for applicable discrepancy codes.

C17.3.20.1.2.9. Edit new submission SDRs (transactions and

direct input) to enforce the serial number convention that the serial number maximum
field length may not exceed 30 characters and may only include alpha numeric (A-Z, 0-
9), dashes and forward slashes. Spaces are not allowed. Reject SDRs with serial
numbers not meeting this convention using new Reply Code 947 (Transaction Rejected.
Invalid serial number length or convention.

C17.3.20.1.3. Convert SDRs for e-mail distribution where SDR

transactions are not feasible due to lack of an established SDR application interface.

C17.3.20.1.3.1. Upon determination that an e-mail (vice

transaction) is to be prepared for a specific SDR communication, DAAS will check to
determine if the appropriate e-mail certificate has been registered. If registered, the
SDR e-mail transmission will be encrypted as FOUO. The e-mail SDR will contain all
associated SDR content as well as clear text addresses and code explanations to
facilitate interpretation. If not registered, an abridged content SDR report, confirmation,
distribution copy, or reply, as appropriate, will be prepared. The e-mail sent to the user
will also provide information on how to access WebSDR and instructions on registering
the e-mail certificate.

42
Refer to ADC 1168.
43
Refer to ADC 1043E.

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C17.3.20.1.3.1.1. Abridged SDR. The abridged unencrypted
version of the SDR e-mail will include the following data content. Coded information will
not include the corresponding clear-text explanation. The submitter and action activities
will not be identified by clear-text addresses.

• DoD Web SDR Report Control Number

• Additional System SDR Control Number
• Customer-Assigned Control Number
• Document Number/Suffix
• PIID
• Transportation Control Number
• Date of Preparation
• Document Type Code
• DLA Disposition Services SDR Type Code
• Discrepancy Code(s)
• Action Code
• Submitter (Activity From)
• SDR Point of Contact
o Name
o Commercial Phone or DSN
o E-mail
• Attachment/Off-line Flag

C17.3.20.1.3.1.2. Abridged SDR Reply. The abridged

unencrypted version of the SDR Reply e-mail will include the following data content.
Coded information will not include the corresponding clear-text explanation with the
exception of the Reply Disposition Code which must include text for understanding. The
submitter and action activities will not be identified by clear-text addresses.

• DoD WebSDR Report Control Number

• Additional System SDR Control Number(s)
• Original Reference Number
• Document Number/Suffix
• PIID
• Transportation Control Number
• Reply Date
• Document Type Code
• DLA Disposition Services SDR Type Code
• Reply Code(s)
• Action Activity (Activity From)Submitter (Activity To)

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• Comments/Remarks
• Reply POC
o Name
o Commercial Phone or DSN
o E-Mail
• Attachment/Off-line Flag

C17.3.20.1.3.1.3. Organizations that are not supported by an

SDR application for transactional reference will provide to DAAS an e-mail address to
be linked with their DoDAAC/RIC for e-mail distribution.

C17.3.20.1.3.1.4. Each DoD Component will designate to the

DoD SDR System Administrator a specific e-mail account or point of contact to receive
unroutable SDRs for manual attention. This is required to ensure operational support
where no SDR application or e-mail address has been identified for an SDR recipient, or
an attempted e-mail distribution has failed due to an invalid address.

C17.3.20.1.4. Maintain historical records of SDRs and associated

transactions.

C17.3.20.1.5. Provide access to SDR information via Web Visual

Logistics Information Processing System (WEBVLIPS).

C17.3.20.1.6. Provide ad-hoc queries and management reports.

C17.3.20.1.6.1. WebSDR provides visibility of all transactions

associated with the WebSDR-assigned control number via query by producing a
composite view of the SDR. The composite view provides a “snapshot” of the SDR
history by displaying header information followed by an abbreviated view of each
individual associated transaction in date sequence (with most recent at the top). The
composite view includes both valid and rejected transactions. Users are able to drill
down to a detail view of any of the individual transaction records by selecting the
applicable link.

C17.3.20.1.6.2. Management reports are restricted by SAR roles

and responsibilities. After initial approval, users must contact the DAAS WebSDR help
desk for assistance to obtain the appropriate settings for required visibility.

C17.3.20.1.6.3. Authorized users have the ability to tailor

management reports to meet desired criteria by using the WebSDR management report
selection screen. This functionally supports hundreds of variations in selection criteria,
but employs a standard display format for all search results. The initial summary view
provides a breakdown display by discrepancy code count and dollar value arrayed by
action activity, submitter, or owner/manager as selected by the user. Users are able to
drill down to a listing of SDRs applicable to any of the highlighted totals contained within
the summary report. By selecting the grand total in the lower right corner of the report,

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the management report will be converted to a listing of all the relevant SDRs displaying
most of the content data. The WebSDR control number is hyperlinked to the composite
view described in the above paragraph.

C17.3.20.1.6.4. Management reports may be viewed on-line or

WebSDR will provide an encrypted e-mail to the user’s SAR e-mail address containing
the requested report in EXCEL format. Note that the on-line display may not include all
the selected SDRs due to size restrictions for display; however, the EXCEL report
provided via e-mail will contain all applicable records.

C17.3.20.1.7. Maintain the DoD WebSDR as a value-added service to

support submission, reply, and other functions related to SDR processing.

C17.3.20.1.8. Convert CCP-generated SDRs for e-mail distribution

pending owner/manager ability to process electronically.

C17.3.20.2. WebSDR will edit SDR transactions prior to passing/routing to

ensure minimal standards of acceptability.44 Reject to the generating activity SDR and
follow-on transactions that do not meet the following conditions:

C17.3.20.2.1. SDR transactions must contain valid values as

appropriate to the transaction purpose: discrepancy code, action code, and reply code.
Reject with Disposition/Status Code (Reply) Code 915, 916, or 927. When populated,
the materiel location on Security Assistance SDRs must contain a valid code (Reply
Code 919).

C17.3.20.2.2. SDR must include materiel identification. Materiel

identification may consist of the NSN, manufacturer’s part number and manufacturer’s
CAGE, or as authorized under DLMS for unique business processes (e.g. “mixed” or
“unknown” for transshipper SDRs and local catalog identification number 45). Where
wrong item discrepancies are reported, materiel identification of the wrong item must be
included. Wrong item received may be identified as previously indicated or by
description alone (citing “UNKNOWN” as the wrong item part number). Reject with
Disposition/Status (Reply) Code 931.

C17.3.20.2.3. SDRs reporting materiel received is not in the correct

condition must include valid condition codes to identify the received conditions. Only
valid condition codes will be permitted. The condition code must be appropriate for the
discrepant materiel and associated action activity or source of supply (i.e., Supply
Condition Code N, V, and T may not be directed to the DLA ICP). Reject with
Disposition/Status (Reply) Code 928.

44
Refer to ADC 452, Implementation of DOD WebSDR Automated SDR Rejection Capability.
45
Refer to ADCs 282, CCP-Originated SDRs including Noncompliant WPM Procedures and Shipment
Hold Code; 317, Revised Business Rules for Transshipper-Prepared SDRs; and 322, Addition of Local
Catalog ID qualifier to Support Requirements for Theater Enterprise-Wide Logistics System (TEWLS)
Requisitions. Local Catalog ID implementation delayed.

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C17.3.20.2.4. SDRs coded to indicate narrative is required must provide
applicable narrative. Reject with Disposition/Status (Reply) Code 924.

C17.3.20.2.5. SDRs must include minimal point-of-contact information

to include name and phone/e-mail. Reject with Disposition/Status (Reply) Code 920 or
921.

C17.3.20.2.6. Only valid DoDAACs and RICs will be permitted. Reject

with Disposition/Status (Reply) Code 929. Organizations identified must be authorized
for the purpose identified by the transaction.

C17.3.20.2.6.1. SDRs may not be directed to RIC SGA (DAAS) or

SD9 (DLA Vendor Shipment Module) or identify RIC SGA RIC SD9 as the shipper.
(The only exception is for RIC SGA on SDR replies citing Reply Code 936 (Request
DoD WebSDR provide an information copy of the original report).)

C17.3.20.2.6.2. New SDRs directed to DCMA as the initial action

activity will be rejected with Reply Code 929 and remarks text indicating that the SDR
must be submitted to the responsible Service/Agency action activity (e.g. ICP/IMM)
whose the contract performance resulting in the reported discrepancy. DCMA may be
identified as a distribution copy recipient. 46

C17.3.20.2.6.3. WebSDR will reject storage activity-submitted

SDRs (Document Types Codes 8, 9, R, A, N, and P) attempting to change the value of
the owner or manager after original submission using Reply Code 929.

C17.3.20.2.7. Quantity fields will only allow entry of numeric values.

Reject with Disposition/Status (Reply) Code 917 or 918.

C17.3.20.2.8. SDR replies coded to indicate that a ship-to/mail-to

address or additional information is associated with the reply, must include the specified
additional address or information as transaction data fields and must include narrative
remarks to reflect the address (due to limited implementation of the separate address
fields). Reject with Discrepancy Status/Disposition Code (Reply) 924.

C17.3.20.2.9. SDR follow-ups must comply with follow-up submission

timeframes. Follow-ups submitted without allowing sufficient action activity response
time will be rejected (see section C17.3.13. Reject with Discrepancy
Status/Disposition Code 933 (implementation pending).

C17.3.20.2.10. SDR follow-ups and contested SDR/reconsideration

requests will not be submitted against cancelled SDRs. Reject with Discrepancy
Status/Disposition Code 907.

46
Refer to ADC 1005.

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C17.3.20.2.11. SDR corrections and follow-ups will not be submitted
when no valid corresponding SDR record is on file or when the original SDR was
rejected. Reject with Discrepancy Status/Disposition Code 907.

C17.3.20.2.12. Reply with Discrepancy Status/Disposition Code 504

forwarding action may not be used to forward SDRs where incomplete information is
available to construct the new forwarded SDR, or the SDR is otherwise not suitable for
automated forwarding action. Reject with Discrepancy Disposition/Status (Reply) Code
935.

C17.3.20.2.13. WebSDR direct online application input and SDR

transactions will be rejected for any SDR Document Type Code other than 7 or R,
or any SDR using Reply Code 504 with any other reply code. Reject with
Discrepancy Disposition/Status (Reply) Code 946.

C17.3.20.2.14. SDR document numbers and associated suffix codes

must conform to MILSTRIP standards. A temporary exception is allowed for Air Force
maintenance document numbers used between the Air Force item manager and the
supporting depot. The full document number edit does not apply to transshipper SDRs
(Document Type W) due to the potential for reporting against the shipment unit rather
than a specific document number. For these SDRs, the document number must be
filled and must be 14 positions. It may contain a 14 position purchase request number,
the first 14 positions of the transportation control number, or a constructed document
number based upon the DoDAAC of the port submitting the SDR. Reject with
Discrepancy Status/Disposition Code 910.

C17.3.20.2.15. SDRs must contain valid transaction set purpose codes

and document type codes as shown in the applicable DLMS IC. Reject with
Discrepancy Disposition/Status (Reply) Code 938 and 939, respectively. Submitting
system personnel will be notified of invalid transaction set purpose codes.

C17.3.20.2.16. SDRs associated with new procurement (Document

Type 9 or P) must contain the applicable PIID and contractor-assigned shipment
number. Reject with Discrepancy Disposition/Status (Reply) Code 940. New SDR
submissions containing a thirteen position number with the F or M designation in the 9th
position in the call/order number data field will be rejected using Reply Code 940 and
clarifying remarks stating that the thirteen-position PIID Call/Order Number must be
provided in the PIID (contract number) data field.

C17.3.20.2.17. Inter-Component SDR replies citing 200-series reply

codes may be used only for Security Assistance SDRs. Reject with Discrepancy
Disposition/Status (Reply) Code 941.

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C17.3.20.2.18. The number of submitter follow-up transactions may not
exceed the allowable maximum based upon the action activity response or lack of
response, as applicable.47

C17.3.20.2.18.1. If the action activity has not provided a

functionally significant reply after three follow-ups (this excludes acknowledgement of
receipt and forwarding via Reply Code 504), DoD WebSDR will reject the fourth follow-
up using Reply Code 701 with remarks text directing the submitter to contact the action
activity directly.

C17.3.20.2.18.2. WebSDR will reject a fourth follow-up subsequent

to interim Reply Code 521 using Reply Code 701 with remarks text directing the
submitter to contact the action activity directly.

C17.3.20.2.19. The number of interim responses and submitter status

update combinations may not exceed the allowable maximum based upon the action
activity response or lack of response, as applicable.

C17.3.20.2.19.1. WebSDR will reject a fourth Reply Code 104 or

321 per SDR using Reply Code 701 with remarks text directing the submitter to contact
the action activity directly.

C17.3.20.2.19.2. WebSDR will reject a fourth Reply Code 608 or

320 per SDR using Reply Code 701 with remarks text directing the submitter to contact
the action activity directly.

C17.3.20.2.20. Duplicate SDRs defined as a new submission matching

an existing SDR on WebSDR control number. Prior to WebSDR control number
assignment, duplicate SDRs are defined as a new submission matching an existing
valid SDR on all of the following: WebSDR status is not cancelled, document
number/suffix, discrepancy code, (minimum of one matching value), SDR document
type code, and transportation control number (if provided). Pending future system
upgrade by DLA Distribution, the Distribution Standard System (DSS) Automated
Discrepancy Reporting System (ADRS), and the depot control number (DCN) in
conjunction with the submitting system RIC/DoDAAC also distinguishes unique SDRs to
preclude rejection as a duplicate. 48 Reject with Discrepancy Disposition/Status (Reply)
Code 719.

C17.3.20.2.21. WebSDR will reject Historical SDRs (Transaction Set

Purpose Code 49) containing Reply Code 501 (SDR assigned to DCMA for
investigation). SDRs forwarded to DCMA must be processed using a reply transaction
through WebSDR in order to maintain visibility of the transfer of action. WebSDR will

47
Refer to ADC 1044 Enhanced Interim SDR Reply Capability, Status Update, and Completion
Notification.
48
Refer to ADC 1250.

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use Reply Code 938 (Transaction rejected. Missing or invalid disposition/reply code)
and include the appropriate narrative remarks. 49

C17.3.20.2.22. WebSDR will reject any SDR reply from DCMA that
does not contain a 300-series forwarding reply. Use of the 300-series reply code is
required to maintain visibility of the transfer of action back to the item manager(action
activity). WebSDR will use Reply Code 927 (Transaction rejected. Missing or invalid
disposition/reply code) and include the appropriate narrative remarks. 50

C17.3.20.2.23. WebSDR will reject attempted return of SDRs to the

storage activity/initial action activity using Reply Code 526/527 when the identified
Transfer-To party is not identified or consistent with SDR history (must be same action
activity that received and processed the original SDR response) using Reply Code
945.51

C17.3.20.3. WebSDR will edit SDR submissions via DoD WebSDR at the
point of entry to improve the accuracy of the data content. All of the above criteria
apply. In addition, web-specific functionality includes:

C17.3.20.3.1. The SDR submission process will be facilitated by the

auto-population of data content based upon the shipment and cataloging data available
to DAAS.

C17.3.20.3.2. Address information will be retrieved based upon

DoDAAC and RICs. User generated updates to initiator’s address are permitted and
will be passed to the receiving system for information, but will not impact SDR
processing.

C17.3.20.3.3. SDR replies coded to indicate that an address or

additional information is associated with the reply must include the specified additional
address or information.

C17.3.20.3.4 New SDR submissions via direct web input will be edited
to block identification of a DCMA activity as the initial action activity. 52

C17.3.20.4. DAAS will provide the support to SDR transaction exchange to

facilitate DLMS processes.

C17.3.20.4.1. WebSDR will facilitate appropriate distribution when the

action party receiving the initial distribution employs the Distribution/Status (Reply)
Code 504 indicating the SDR must be forwarded to a new action activity. WebSDR
direct online application and SDR transactions will be edited to restrict the use of
Reply Code 504 for use only for SDR Document Type Code 7 or R, and SDRs

49
Refer to ADC 1181A.
50
Refer to ADC 1181A.
51
Refer to ADC 1217.
52
Refer to ADC 1005.

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using another reply code in conjunction with Reply Code 504 will be rejected with
Reply Code 949 - Transaction rejected. Reply Code 504 can only be used for SDR
Document Type Code 7 or R, and cannot be used with any other reply code.
Action Activities receiving SDRs (other than Type 7 or R) identified to the wrong
action activity will use Reply Code 612 to reject the SDR back to the submitter ILO
using Reply Code 504 to redirect it to another action activity. WebSDR will prepare
the forwarded SDR in an original SDR format (Transaction Set Purpose Code 00)
retaining all the information provided in the initial transmission plus the unique data
fields applicable to the forwarding action per the DLMS 842A/W. The submitter will
receive the reply transaction as notification of interim status. If an information copy of
the initial SDR was provided to the source of supply based upon Component rules,
WebSDR will prepare an information copy of the forwarded transaction using the
correction format (Transaction Set Purpose Code CO). When the source of supply
identified in the SDR correction is the same activity identified to receive the source of
supply copy of the SDR reply (Transaction Set Purpose Code 11), this reply transaction
will be suppressed as redundant to the correction. WebSDR will update the SDR
database to reflect the current action activity after this type of forwarding action and
ensure that subsequent transactions are properly transmitted to the new action activity
(rather than the original action activity).53

C17.3.20.4.2. If an SDR source of supply is updated to identify a

different source of supply (based upon DLA Distribution updating the owner,
manager, or source of supply field using a reply) after an information copy was
provided to the original, an SDR closure notification (Reply Code 450 - Administrative
Closure Notification. SDR information copy sent to wrong source of supply) will
be generated by WebSDR to the originally identified source of supply so that the open
record can be administratively closed. WebSDR will suppress any future Party to
Receive (Qualifier/Code PK) distribution copies (Transaction Set Purpose Code
22) to an activity that received the Reply Code 450 for only Document Type 7, and
R SDRs. WebSDR will also provide an information copy (Transaction Set Purpose
Code 22) of the original SDR to the newly identified source of supply (the information
copy will contain the updated RIC value rather than perpetuating the original value). 54

C17.3.20.4.3. WebSDR will facilitate appropriate distribution when the

action party receiving the initial distribution employs distribution status codes in the 300
series indicating that the SDR must be sent to the source of supply for disposition. The
SDR reply will be sent to the designated source of supply by the responding activity and
WebSDR will prepare a reply to the SDR initiator for notification of interim status.
WebSDR will update the SDR database to reflect the current action activity after this
type of forwarding action and ensure that subsequent transactions are properly
transmitted to the new action activity (rather than the original action activity).

C17.3.20.4.4. WebSDR will forward SDR replies containing Reply Code

501 to DCMA for investigation. The SDR database will be updated to show DCMA as a

53
Refer to ADC 1066/1066A. Delayed implementation authorized for rerouting of follow-on transactions.
54
Ibid.

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secondary action activity and as the current action activity. The activity forwarding the
SDR will be retained as the original action activity. Subsequent to the DCMA reply,
WebSDR will reassign the original action activity as the current action activity, and the
DCMA DoDAAC will be retained as a secondary action activity. Subsequent to
forwarding to DCMA, WebSDR will ensure that both DCMA and the original action
activity receive all follow-on transactions.55

C17.3.20.4.5. WebSDR will respond to DAAS-directed rejected reply

transactions indicating no matching original report or information copy of the SDR is
found in the automated application (Reply Code 926), by providing an information copy
of the original report to the activity which rejected the reply. Unmatched requests for an
information copy will be returned by DAAS as rejected (Reply Code 926) to the sending
organization. DAAS will create and forward an information copy of the DLA source of
supply for all customer SDRs based upon the storage site reply where an information
copy was not previously provided.

C17.3.20.4.6. WebSDR will provide information copies of SDRs in

accordance with Component business rules and as designated by the initiator.

C17.3.20.4.6.1. WebSDR will ensure DLA Enterprise Business

System (EBS) receives an information copy of all SDRs routed to a distribution center
for initial action where EBS is the source of supply.

C17.3.20.4.6.2. All parties receiving an information copy of the

original SDR as designated by the initiator or by a Component business rule will receive
a copy of all changes, cancellation, and replies associated with the SDR.

C17.3.20.4.6.3 WebSDR will provide an information copy to DCMA

of all SDRs identifying DCMA as the CAO.56

C17.3.20.4.6.4. WebSDR will provide an information copy to NAMI

(RIC AJ2) when SDRs are directed to the other Service/Agency source of supply and
the requisition cited NAMI funding (Signal = C Fund Code = Z9, and Supplementary
Address=W9046W)

C17.3.20.4.6.5. WebSDR will provide an information copy of the

SDR to the GIM when an SDR is forwarded by the LIM to the GIM for disposition
instructions after a logistics reassignment (Reply Code 506).

C17.3.20.4.7. WebSDR will accept and forward supporting

documentation associated with SDRs using DLMS attachment exchange procedures.

C17.3.20.4.7.1. SDR attachments may be uploaded directly to the

DoD WebSDR or exchanged electronically in association with the SDR transaction.

55
Refer to ADC 1005. Delayed implementation authorized (expected implementation April 2014).
56
Ibid.

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C17.3.20.4.7.2. SDR attachments must be referenced/uploaded
under a SDR Attachment File Name constructed in accordance with DLMS rules. Up to
five attachments may be associated with a new SDR report and subsequent change,
reply, request for reconsideration. Attachment file names must follow a specific naming
convention to allow space for WebSDR or the submitting system to append a date/time
stamp and other information to ensure uniqueness and to associate the attachment with
the appropriate transaction. The user-assigned portion of the file name may be up to
ten characters and should include key words to facilitate user recognition. When
submitted to WebSDR, the submitting system must ensure that the file name contains
no special characters other than the underscore ( _ ). The period may only be used
once prior to the file extension. WebSDR supports the following file types: BMP, DOC,
DOCX, GIF, JPEG, JPG, PDF, TXT, XLS, and XLSX.

C17.3.20.5. DoD WebSDR will restrict the use of inappropriate discrepancy

status/disposition reply codes in responses to transshipper prepared SDRs.

C17.3.20.6. The DLMS SDR transaction supports various data fields that
may include special characters (e.g. SDR remarks text). WebSDR will reject/fail to
process transactions containing special characters that are unacceptable/ reserved for
use as XML parsers. Table C17.T3 defines allowable and unacceptable special
characters. Any characters not specifically identified in these lists should not be used. 57

Table C17.T3. Special Characters

Authorized Special Characters Invalid Special Conditionally Allowed

Characters Special Characters (See
Note)58
@ (at sign) ; (semi-colon) & (ampersand)
# (number/pound sign) < (less than) ’ (apostrophe)
$ (dollar sign) > (greater than)
( (open parenthesis) “ (quotation marks)
) (close parenthesis) * (asterisk)
– (dash) ^ (caret)
= (equal sign)
+ (plus sign)
, (comma)
. (period)
: (colon)
/ (forward slash)
\ (backward slash)
[ (open bracket)

57
See ADC 1127, Enclosure 1
58
See ADC 1174, Enclosure 1

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Authorized Special Characters Invalid Special Conditionally Allowed

Characters Special Characters (See
Note)58
] (close bracket)
? (question mark)
Note: The values listed in the third column are allowed in e-mail addresses; they are not
recommended for other use. WebSDR will convert to text for XML-formatted transactions
(rather than reject).

C17.3.20.8. DAAS will prepare and transmit the WebSDR Contractor

Noncompliance Data Extract as an automated interface in support of contractor
evaluation by Supplier Performance Risk System (SPRS). 59 SDR records will be
selected based upon inclusion of an SDR cause code indicating contractor/vendor
noncompliance (Cause Codes CN, CP, or CS) in the final reply by the item manager for
SDR Document Type Codes (6/9/P/W including Historical (49) SDRs). WebSDR will
monitor SDR updates for changes to the cause code and transmit the SDR Data Extract
to SPRS if a previously assigned contractor noncompliance Cause Code has been
removed or new noncompliance cause code has been added or updated. Applicable
data content for transmission is identified in Appendix 8.56. Transmission will occur on
a daily basis containing only those SDRs validated since the previous transmission.60

C17.4. MANAGEMENT EVALUATION

C17.4.1 Purpose. The SDR program is designed to promote evaluation, correction,

and improvement of logistics operations. To accomplish this objective, discrepancies as
specified in this publication must be reported and investigated in accordance with
established policies and procedures. DoD Components must institute SDR quality
programs that will include periodic reviews to assess the accuracy and quality of work
processes applicable to supply discrepancy processing. In addition, DoD Components
must require, as a minimum, semi-annual summary reporting to an appropriate
headquarters for review and analysis. The DoD Components unable to support the full
scope of the required data collection under legacy systems must incorporate this
reporting requirement under business system modernization efforts. The DoD WebSDR
management reports and canned queries may be used to supplement internally
prepared reports. To facilitate management evaluation and corrective action, WebSDR
will prepare and disseminate focused content reports to DoD Component
representatives for specific areas requiring additional attention. Focused content reports
include several reports highlighting discrepancies identified by transshippers and a
report listing DLA Distribution Centers SDRs indicating lack of a PMR. DoD
Components and USTRANSCOM must monitor SDR program performance applicable
to transshipper SDRs. DCMA must monitor reported discrepancies applicable to

59
Refer to ADC 1181B
60
Refer to ADC 1181A.

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procurement source shipments. Data collected must be sufficient to enable monitoring
activities to:

C17.4.1.1. Identify trends.

C17.4.1.2. Establish volume and dollar values of SDRs.

C17.4.1.3. Bring management attention to problems with shipping activities

as necessary.

C17.4.1.4. Prevent recurrence of discrepancies.

C17.4.1.5. Measure quality and responsiveness of action activities.

C17.4.1.6. Assess vendor performance to ensure compliance with contract

requirements, identify and correct recurring issues, and incorporate SDR metrics during
consideration of future contract awards.

C17.4.1.7. Promote timely QAR performance to prevent delays in

processing of procurement source receipts.

C17.4.2. IMM/ICP Summary Reporting. As a minimum, the IMM/ICP and shipping

activities must have visibility of detail/summary reports that show:

C17.4.2.1. The number of SDRs received during a particular timeframe by

shipping activity, dollar value, and discrepancy type. Reports will measure compliance
with SDR submission timeframes.

C17.4.2.2. The number of SDR responses processed during a particular

timeframe by action activity, dollar value, and discrepancy type. Reports will show a
breakdown of SDR actions taken to include dollar value of credit authorized and
reshipped materiel. Reports will measure compliance with SDR processing timeframes
and show age of ongoing investigations.

C17.4.3. Receiving Activity Reporting. As a minimum, the U.S. Government

receiving activity and the ILCO must have visibility of detail/summary reports that show:

C17.4.3.1. The number of SDRs prepared during a particular timeframe by

shipping activity, dollar value, and discrepancy type. Reports will measure compliance
with SDR submission, processing, and follow up timeframes.

C17.4.3.2. Responses received from the responsible action activity, and

dollar values recovered, either in the form of reshipped materiel or credit received.

C17.5. SECURITY ASSISTANCE DISCREPANCY REPORTS

C17.5.1. General. This section provides specific procedural guidance relevant to

the processing of Security Assistance SDRs. Based upon United States of America
Letter of Offer and Acceptance (LOA) agreements, Security Assistance customers will

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use SDRs to report all supply, billing/financial, and product quality
deficiencies/discrepancies associated with Security Assistance shipments. Supply
discrepancies are identified under paragraph C17.3.2., Reporting Criteria, except as
specifically excluded for Security Assistance and as supplemented below. In addition to
the routine data content, Security Assistance SDRs will include the location of the
discrepant materiel (in-country depot, freight forwarder, U.S. Government facility, or
contractor facility) and the country that received the discrepant materiel. Security
Assistance discrepancy reports below dollar limitations contained in the United States of
America Department of State LOA controlling the case, or any other sales agreement
with a Security Assistance purchaser, will not be accepted by the ILCO for subsequent
processing by the DoD Components or participating Agencies unless a valid justification
for the submission is also provided.

C17.5.1.1. All Security Assistance SDRs will be submitted directly to the

applicable ILCO for initial screening and processing in accordance with this manual and
DoD 5105.38-M, SDRs may be forwarded via SF 364, Report of Discrepancy, or
authorized electronic/automated formats. Incorrect item SDRs must provide supporting
documentation to include photographs of the wrong item received.

C17.5.1.2. Acceptable SDRs will be forwarded for further processing to DoD

ICP/IMM, shipping depot, GSA, or other organization as applicable. ILCOs will submit
SDRs using a DLMS-compliant SDR application or, pending full implementation, via
direct DoD WebSDR input. Total non-receipt SDRs will normally be forwarded directly
to the shipping depot. All responses to discrepancy reports will be returned to the ILCO.

C17.5.1.3. Responding action activities will provide the SDR reply for
Security Assistance SDRs using a DLMS-compliant SDR application via DoD WebSDR
or, pending full implementation, via direct DoD WebSDR input or authorized
electronic/automated equivalent format. SDR replies must include, at a minimum, the
applicable document number, the Security Assistance report number (item 2 of the SF
364), point of contact information, and pertinent information from the data blocks on the
reverse side of the SF 364 or the expanded SDR data element code lists (Appendix
7.28).

C17.5.1.4. The DoD shipping activity will retain paper copies of the Security
Assistance shipping documentation (signed carrier's receipt and shipping document) at
the shipping site for a period of 2 years following the shipping date. After this point, the
DoD shipping activity will retain a copy of the Security Assistance shipping
documentation in accordance with its NARA-approved Component record schedule as
required by DoDI 5015.02, DoD Records Management Program. Billing documentation
will be retained by the Military Departments and DoD agencies as specified in
MILSBILLS procedures and DoD 7000.14-R, Vol. 15, Department of Defense Financial
Management Regulation (Security Assistance Policy and Procedures).

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C17.5.2. Time Standards

C17.5.2.1. Time Standards for SDR Submission by Security Assistance

Customers. Discrepancy report preparation and submission time by the Security
Assistance purchaser is limited to the time standards cited in the United States of
America Department of State LOA, and amendments thereto, as explained in DoD
5105.38-M.

C17.5.2.2. Security Assistance customers receiving misdirected shipments or

shipments containing incorrect items that are identified as classified/sensitive materiel,
and/or arms, arms parts, or explosives, must report within 24 hours of discovery
regardless of dollar value for disposition. Where estimated dollar values are unknown
or fall below the minimum criteria, report using Action Code 1A, Disposition instructions
for discrepant materiel requested; financial action not applicable.

C17.5.2.3. ILCOs are permitted 15 calendar days from the time of

discrepancy report receipt for processing prior to forwarding to the appropriate action
activity. Upon return of the SDR response from the action activity, ILCOs are permitted
15 calendar days for processing and forwarding to the Security Assistance customer.

C17.5.3. Directed Returns

C17.5.3.1. Whenever materiel is directed for return to U.S. custody, the

purchasing country will be instructed to reship the materiel using the same document
number under which the materiel was originally shipped. The country will be advised
that they must return the materiel to U.S. Government custody within 180 calendar days
from date of approval/instructions. However, the time standard allowed for the return of
wrong item controlled/sensitive materiel or unidentified materiel is 30 calendar days
from date of the ILCO reply. The ILCO will monitor directed returns and follow-ups with
customers where controlled/sensitive materiel has not been returned. In those
instances when materiel is to be returned to the United States at U.S. Government
expense, every effort will be made to utilize the DTS for the return movement. Action
activities will provide the Service/Agency transportation account code (TAC) chargeable
to return the discrepant materiel to the appropriate U.S. Government activity or other
designated location. In lieu of the TAC, the action activity may provide commercial
package carrier account information. In addition, the source of supply will provide
reimbursement for packing, crating, handling for directed returns under MILSBILLS
procedures in DLM 4000.25, Volume 4, Finance. The source of supply will also provide
reimbursement for in-country transportation of the original shipment to the Security
Assistance customer (when a directed return applies) under procedures prescribed by
DoD 5105.38-M, as amended. When appropriate, the action activity may direct the
submitter to return an exhibit of the discrepant materiel. The activity requesting this
action will pay for exhibit shipment costs. The exhibit will be returned to U.S.
Government custody within 90 calendar days from the date of instructions. Action
activities or the ILCO will furnish DD Form 1348-1A for materiel to be returned. A copy
of the SDR and DD Form 1348-1A should be included with returned materiel and
annotated as an “SDR RETURN.” Upon evidence of materiel being returned, a credit

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adjustment will be processed for the return of the discrepant materiel if previously
authorized. This evidence releases the Security Assistance customer of liability for the
materiel.

C17.5.3.2. Discrepant Security Assistance materiel not being returned to the

stocks of the Department of Defense or GSA, or retained, or sent to disposal by the
foreign government at the direction of the ILCO, will be turned in to the nearest U.S.
accountable military activity (regardless of the DoD Component responsible for the
materiel). This is in accordance with the governing regulation serving as the authority
for the turn-in. The local U.S. military activity will pick up the materiel up in stock as a
gain to inventory and determine if materiel is required or is in excess to requirements. If
materiel is required, it will be retained. If excess to requirements of the local military
activity, the materiel must be reported under Chapter 12.

C17.5.4. Incorrect Items. Incorrect item SDRs are not permitted for authorized
substitution, unless the substitute item does not meet fit, form, or function standards.
DoD Components and GSA follow the policy of automatic shipment of an
interchangeable item unless the requisition contains an appropriate advice code, in
accordance with MILSTRIP, limiting the request to a specific item. Similarly, quantities
may be adjusted to the unit pack quantity, when appropriate, unless restricted by the
appropriate advice code in the customer requisition. Such adjustments resulting in
quantity variance are not reportable as discrepant.

C17.5.5. Non-receipt. When an SDR is initiated for non-receipt, the Security

Assistance customer is required to provide documentation from the freight forwarder
indicating that no materiel has been received on the requisition and transportation
control numbers that apply. The ILCO will deny any non-receipt SDRs received that do
not have this documentation attached. The ILCO will return these SDRs to the
customer as incomplete.

C17.5.6. Frustrated Shipments Located at the Freight Forwarder.61 The Security

Assistance customer will report packaging and documentation discrepancies causing
materiel to be frustrated at the freight forwarder location. Shipments frustrated at the
freight forwarder's location due to packaging or documentation discrepancies attributed
to the shipper may be submitted regardless of dollar value. Validated SDRs may direct
return, disposal, repackaging with reimbursement of actual repackaging costs, or other
action, as deemed appropriate by the item manager. Note that repackaging by the
freight forwarder or a third party contracted by the freight forwarder is an optional
approach to resolve the packaging discrepancy. The customer may request alternative
action by the item manager if the SDR reply does not provide an acceptable solution for
the customer. An estimated cost for repackaging may be requested prior to authorizing
repackaging except for shipments below the FMS dollar threshold as the cost of
obtaining an estimate may exceed the value of the shipment. In addition to the
customer’s requested action, the ILCO and owner/manager will consider the estimated
cost for corrective action prior to determining the most appropriate approach for

61
Refer to ADC 1203.

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resolution. When the estimated cost exceeds the value of the shipment, the burden for
corrective action must fall on the owner/manager and must not be delegated to the FMS
customer/freight forwarder. This will eliminate the potential for credit reimbursement for
repackaging to exceed the value of the original purchase of the materiel. When
applicable, transactional exchange to support reimbursement for repackaging costs will
follow normal procedures with additional steps as follows:

C17.5.6.1. Submitter creation of the SDR requesting disposition

instructions. Use Action Code 2A and include estimated repackaging cost when
available. If the materiel requires immediate repackaging (e.g., due to leakage) or if
materiel cannot be returned to shipper in current condition without incurring repackaging
costs, include this information in the SDR remarks and provide supporting evidence.
The submitter must not employ a third party to provide a repackaging estimate if the
shipment is valued below $200.

C17.5.6.2. Shipping activity transmission of an interim reply, when

applicable, to validate the discrepancy and recommend credit using Reply Code 525.
The shipping activity will forward the SDR to the item manager. This SDR reply will
include the applicable 300-series forwarding reply code and a copy will be provided to
the submitter.

C17.5.6.3. Item manager transmission of a final reply indicating planned

resolution. The item manager may provide an interim reply either requesting a
repackaging estimate if not already provided or authorizing repackaging by the freight
forwarded (inclusive of a third party engaged by the freight forwarder to perform
repacking and certification), when this action is acceptable to the customer.
Authorization for repacking by the freight forwarder with subsequent reimbursement by
the Government is only authorized once the owner/manager and the ILCO have
determined this to be the most appropriate and cost effective resolution and
reimbursement will not exceed the value of the purchase. This interim reply will include
SDR Reply Code 131 and reply codes indicating additional information is required
(Reply Code 104) and that no credit will be provided without evidence of actual
repackaging cost (Reply Code 129).

C17.5.6.4. Submitter creation of an SDR correction to the owner

manager upon completion of the repackaging including the actual repackaging cost and
supporting documentation (e.g. invoice for repackaging). Other data content may be
perpetuated from the original submission.

C17.5.6.5. Item manager review of documentation to validate

repackaging costs and transmission of final reply authorizing credit using Reply Code
109. If there is a substantial difference between the estimated and actual repackaging
cost, the item manager will consider further review to validate the claim and may
request clarification for the difference. The item manager will provide credit in
accordance with MILSBILLS procedures in DLM 4000.25, Volume 4, Finance.

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C17.5.7. SDR Follow-Up. When the action activity does not respond to an SDR
within the prescribed time standard specified in this chapter, the ILCO, acting on behalf
of the Security Assistance customer, will submit an SDR follow-up. Prior to submitting a
follow-up, the ILCO must first attempt to ascertain the status of the SDR using the DoD
WebSDR query function. If there is no record of an action activity reply, a follow-up
should be submitted. Follow-ups must be directed to the last identified action activity
when the original SDR was forwarded by the original recipient. Cite the SDR report
number of the original report. For transactional exchange, include the WebSDR-
assigned control number when known.

C17.5.7.1. Follow-up transactions should include all data that was in the
previous SDR submission. POC information for the follow-up and the follow-up date are
required. A narrative entry is required to provide clarification for the follow-up.

C17.5.7.2. If no response is received to the follow-up within 30 calendar

days, the ILCO may contact DLA Distribution for distribution center shipments or the
source of supply to request assistance. Off-line communication with the action activity
is recommended because electronic processing errors may have impeded timely
response to the SDR and subsequent follow-up. DLA Distribution or the source of
supply will ensure that a response with disposition or interim status is provided within 30
calendar days.

C17.5.8. Cancellation of an Original Report. When an SDR originator discovers a

previously reported SDR is not valid or appropriate for any reason and should be
withdrawn, an SDR cancellation must be prepared to cancel the original. The ILCO via
the DoD WebSDR will forward to all parties that received the original submission. Cite
the original report number and the WebSDR-assigned control number when known. Do
not duplicate detail information from the original report except as indicated in the DLMS
IC. Provide POC information. A brief narrative description of the reason for
cancellation should be included.

C17.5.9. Contested Decisions and Requests for Reconsideration. These

procedures allow the report originator to voice disagreement with disposition decisions.
The Security Assistance purchaser has recourse through the ILCO to the ICP/IMM or
GSA and, if still not satisfied, to the ILCO's Service focal point.

C17.5.9.1. Requests for Reconsideration

C17.5.9.1.1. The Security Assistance purchaser may ask the U.S.

Government to reconsider the disposition for a reported supply discrepancy.
Purchasers must send a Request for Reconsideration to the ILCO within 45 calendar
days from the date of the ILCO final reply to the submitter concerning disposition,
except when materiel/exhibit return to the customer is required subsequent to US
Government-directed evaluation/testing/repair. This exception is applicable only when
the materiel/exhibit must be re-inspected by the customer to confirm that the reported
discrepancy/deficiency has been resolved and, therefore, additional transportation time
is necessary for the return shipment. Under this scenario only, the SA purchaser is

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authorized up to 90 days from the date of the final ILCO reply to submit the Request for
Reconsideration to the ILCO. The ILCO will be responsible for monitoring that requests
for reconsideration are submitted within the allowable time standards.

C17.5.9.1.2. The request for reconsideration will use the

nonconformance number associated with the original report. When the submitter asks
for reconsideration, the ILCO will add a Suffix Code R to the SDR number. The ILCO
will convert the request for reconsideration to electronic transmission and forward to the
appropriate DoD ICP/IMM or GSA action activity for reconsideration within 20 calendar
days of receiving the request for reconsideration from the submitter. If relevant
information is not accessible by the responsible activity, the ILCO may forward
supporting documentation. The designated recipient of the request for reconsideration
will review all data relating to the problem and provide a response to the reporting
activity with information to all concerned parties within 45 calendar days (90 days for
security assistance shipments where materiel was returned to country when previous
SDR resubmission was closed)62. When the shipping depot is unable to respond to the
contested SDR, the depot will forward the SDR to the source of supply for resolution
(when the SDR is forwarded, the 45 calendar days for processing and evaluation will
begin when the SDR is received by the source of supply).

C17.5.9.2. Second Request for Reconsideration (Contested Reconsideration

Response). Security Assistance submitters may further contest the ICP/IMM or GSA
decision given after the request for reconsideration. To do so, the submitter must send
a written request to the ILCO within 45 calendar days from the date of the ILCO reply to
the request for reconsideration. The submitter must indicate why the ICP/IMM or GSA
decision is not satisfactory. Cite the nonconformance number on the original SDR. The
ILCO will add a Suffix Code C to the report number, which will be used in all references
to the SDR. The ILCO will convert the request to electronic transmission and forward
the SDR, with an appropriate advice code, within 20 calendar days to the appropriate
focal point who will review all the information and send the ILCO the final decision within
50 calendar days from the date of receipt of the ILCO information. A contested
reconsideration may only be submitted transactionally to DoD WebSDR and will be
forwarded to the original action activity(ies). Additional distribution may be
accomplished manually. Pending full DLMS implementation, contested reconsideration
requests may be forwarded manually. If relevant information is not accessible by the
focal point, the ILCO may forward supporting documentation. The ILCO will ensure all
interested parties receive the SDR resolution.

C17.5.10. Follow-up on Credit Adjustments on SDRs

C17.5.10.1. When an action activity has indicated that a credit adjustment

has been authorized, reimbursement is normally provided to the fund code/line of
accounting and bill-to address cited on the original requisition. When concerned about
an apparent non-receipt of credit, the ILCO should consult with the appropriate finance
office for verification. Allow a minimum of 60 calendar days from the date of the SDR

62
ADC 430, Timeframe Change for Security Assistance SDR Requests for Reconsideration

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response before initiating a follow-up action. To facilitate research of supply and
financial records, it is suggested that follow-up action for non-receipt of credit
associated with the return of discrepant materiel occur within a reasonable period (e.g.,
not longer than 45 calendar days after the ILCO provides the action activity the initial
notice with evidence of discrepant materiel return).

C17.5.10.2. When non-receipt of credit is confirmed, the ILCO will submit a

request for billing adjustment as prescribed by MILSBILLS procedures under DLM
4000.25, Volume 4, Finance, using DLMS 812R (DIC FAE) and Billing Advice Code 26.
Do not send a hardcopy of the SDR or reply, as this may create duplicate work for the
finance centers and may cause improper processing of your request.

C17.5.11. Product Quality. Product quality deficiencies relative to Security

Assistance shipments are reportable via SDR. If product quality is for latent defect, the
Security Assistance customer must provide evidence that a receipt inspection was done
and the defect could not be detected at that time and that the defect is present for
reasons other than deterioration or damage incurred during storage or handling. Quality
deficiencies include deficiencies in design, specifications materiel, manufacture, and/or
workmanship. The submitter must identify by discrepancy code any quality deficiencies
(including latent defects) that result in a safety hazard. Include the following information
in the SDR, as applicable: manufacturer's name; contract/purchase order number; date
of manufacture, pack, or expiration; lot/batch number; location of materiel; point of
contact information (if other than the preparing official); along with a detailed description
of the complaint if needed to supplement encoded information. Include the following
information in all product quality SDR packages, as applicable: photographs, test data,
and related documentation. When submitting a latent defect discrepancy code on the
SDR, the report must include substantiating documentation to validate the latent defect
such as the applicable test report used to identify the latent defect. Latent defects must
be submitted to the ILCO with substantiating documentation. Following is a list of
potentially applicable forms of substantiating documentation:

C17.5.11.1. Receipt tests conducted and test reports (including test

equipment model, serial number and software version), or documentation of receipt
tests not conducted, and justification for tests not conducted.

C17.5.11.2. Subsequent tests conducted and results including test

equipment model, serial number, and software version along with test readings.

C17.5.11.3. Justification that initial receipt inspection and testing could not
have detected the deficiency.

C17.5.11.4. Documentation of storage and handling of the item since receipt

including type of storage.

C17.5.12. Billing Discrepancy. Billing discrepancies reported to the ILCO on a

SDR will be converted to the appropriate transaction format per MILSBILLS procedures
under DLM 4000.25, Volume 4, Finance, for the DLMS 812R (DIC FAE).

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C17.5.13. Financial Discrepancy. Financial discrepancies reported to the ILCO on
a SDR will be forwarded to DFAS-DE/I for processing.

C17.5.14. Management Evaluation. As a minimum, the ILCO must have visibility

of detail/summary reports that show:

C17.5.14.1. The number of SDRs received during a particular time standard

by customer with breakdown by shipping activity showing dollar value and discrepancy
type. Reports will measure customer compliance with SDR submission time standards
and ILCO compliance with SDR processing time standards.

C17.5.14.2. A breakdown of SDR action activity response showing actions

taken to include dollar value of credit authorized and reshipped materiel.

C17.5.15. Responsibilities

C17.5.15.1. The ILCO will:

C17.5.15.1.1. Complete initial SDR screening in accordance with this

manual and DoD 5105.38-M.

C17.5.15.1.2. Review all SDRs received for processing and determine

proper course of action based on available case history data. Reject discrepancy
reports that fail to meet Security Assistance time and dollar standards (with exception of
those that require disposition instructions for wrong item received or misdirected
shipments) or do not contain required data, unless such data is readily available, at the
ILCO. Forward SDRs to the appropriate ICP/IMM, shipping depot, or GSA action
activity.

C17.5.15.1.3. Forward the SDR and supporting documentation to the

implementing agency’s Headquarters element for review and approval, prior to
submission to DSCA, if recommending FMS administrative surcharge funds exceeding
$50,000 be used to resolve an SDR. This is a manual process outside WebSDR
transaction exchange.

C17.5.15.1.4. Reject duplicate SDRs, except those that are resubmitted

to request reconsideration of previous decision.

C17.5.15.1.5. Review all requests for reconsideration that contest a

reconsideration decision (second request for reconsideration). Reject those requests
that lack sufficient justification or were not received within the established time
standards.

C17.5.15.1.6. Process to the Security Assistance customer initial

acknowledgement of receipt of SDR replies and/or denials.

C17.5.15.1.7. Report the disposition of SDRs applicable to materiel and

services to the DFAS-DE/I as required in the DoD 7000.14-R, Volume 15.

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C17.5.15.1.8. Review SDR replies from action activities for
completeness and reject those that do not specify necessary information, (e.g.
disposition instructions for discrepant materiel). Under DLMS transactional exchange,
the ILCO reject transaction may be directed to the action activity to identify necessary
corrections. A maximum of five ILCO rejections per SDR control number is allowed.
However, after three ILCO reject transactions, it may be more appropriate for the ILCO
to contact the action activity off-line to clarify the issues involved.

C17.5.15.1.9. Maintain records of all Security Assistance-related

discrepancy reports to completion.

C17.5.16.1. The DoD ICP/IMM, shipping depot, or GSA will:

C17.5.16.1.1. Review all SDRs received for processing and determine

proper course of action based on available supply records and the results of
investigation.

C17.5.16.1.2. Furnish properly completed SDRs to the ILCO for further

processing to the Security Assistance customer. The action activity will cite the
appropriate reply code (Appendix 7.28).

C17.5.16.1.3. Based upon the validated SDR, request that DFAS

authorize adjustment/credit in accordance with MILSBILLS procedures under DLM
4000.25, Volume 4, Finance.

C17.5.16.1.4. Provide signed evidence of shipment to the ILCO when

non-receipt of materiel is involved. If this documentation cannot be provided,
appropriate credit is required.

C17.5.16.1.5. Provide documentation that is matched to the quantity

shipped for concealed shortages. Examples of such documentation are those that
contain size, total weight, and cube accepted by the carrier. Credit is denied if the
documentation, in conjunction with the unit weight, supports shipment of the total
quantity billed. Otherwise, appropriate credit for the difference is required.

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C18. CHAPTER 18
SMALL ARMS AND LIGHT WEAPONS SERIAL
NUMBER REGISTRATION AND REPORTING
C18.1. SCOPE.

C18.1.1. Applicability. The provisions of this chapter apply to the DoD

Components responsible for inventory management of small arms and light weapons
(SA/LW) and other activities involved in the shipment, registration, or receipt of SA/LW.

C18.1.2. Transactions. This chapter addresses the procedures applicable to

SA/LW serial number registration and reporting using the DLMS 140A and 888A
transactions. The corresponding Military Standard Transaction Reporting and Accounting
Procedures (MILSTRAP) legacy transaction functionality is identified for information
purposes in a mixed Defense Logistics Standard System (DLSS)/Defense Logistics
Management Standards (DLMS) environment. Other formats, such as DLMS Extensible
Markup Language (XML), are also available. See the Defense Logistics Management
Standards Website DLMS IC page for available formats.

C18.1.2.1. DLMS 140A, SA/LW Reporting, is used for the following

transaction functions identified by the Accredited Standards Committee (ASC) X12
beginning segment (1/BGN/20) Transaction Type Code (BGN07) and, where applicable,
Action Code (BGN08):

C18.1.2.1.1. SA/LW Control Reporting Transaction is identified by

Transaction Type Code W4 – Weapons Control Report. This transaction provides
MILSTRAP legacy Document Identifier Code (DIC) DSM functionality.

C18.1.2.1.2. SA/LW Receipt/Shipment Follow-up Transaction is identified

by Transaction Type Code W4 – Weapons Control Report, with Action Code T – Status
Query. This transaction provides MILSTRAP legacy DIC DSD functionality.

C18.1.2.1.3. SA/LW Reconciliation Transaction is identified by

Transaction Type Code W5 – Weapons Control Report Reconciliation. This transaction
provides MILSTRAP legacy DIC DSR functionality when DSR is used as reconciliation
transaction.

C18.1.2.1.4. SA/LW Reject Transaction is identified by Transaction

Type Code W5 – Weapons Control Report Reconciliation, with Action Code U – Reject.
This transaction provides MILSTRAP legacy DIC DSR functionality when DSR is used
to reject invalid/erroneous SA/LW transactions.

C18.1.2.1.5. SA/LW Reconciliation/Reject Follow-up Transaction is

identified by Transaction Type Code W5 – Weapons Control Report Reconciliation, with

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Action Code T – Status Query. This transaction provides MILSTRAP legacy DIC DSF
functionality.

C18.1.2.1.6. SA/LW Correction Transaction is identified by Transaction

Type Code W5 – Weapons Control Report Reconciliation, with Action Code AC –
Acknowledge. This transaction provides MILSTRAP legacy DIC DSC functionality.

C18.1.2.2. DLMS 888A. SA/LW Data Change Transaction is identified by

ASC X12 beginning segment (1/BGN07/15) Transaction Type Code W1 – Weapons
Data Change. This transaction provides MILSTRAP legacy DIC DSA/DSB functionality.

C18.2. GENERAL REQUIREMENTS

C18.2.1. Purpose. This chapter provides procedures for reporting SA/LW serial
number data between the DoD Components and the DoD SA/LW Registry (hereafter
referred to in this chapter as the DoD Registry). SA/LW, as defined in Definitions and
Terms, including those mounted on aircraft, vehicles, and vessels, that are accounted
for in unclassified property records, will be reported (included will be foreign and
commercial weapons, museum pieces with serial numbers, and captured, confiscated,
or abandoned enemy SA/LW in the possession of the Department of Defense).

C18.2.2. List of Unique Item Identifiers (UII) and Serial Numbers in Shipments. In
addition to the shipment requirements contained in this volume, the shipping activity will
send a listing of the SA/LW UIIs and serial numbers contained in each shipment with
the shipment documentation accompanying SA/LW shipments between the DoD
Components. When shipments consist of multiple containers, the listing will identify
which UIIs and serial numbers are within each container. Additionally, the shipping
activity will format the Issue Release/Receipt Document (IRRD) (DD Form 1348-1A or
DD Form 1348-2) continuation page in accordance with Volume 2, Appendix 1.36 to
provide a machine-readable 2D bar code(s) containing each UII linked with the
applicable serial number, and linear bar codes associated with the human readable
serial numbers for each item.

C18.2.3. Small Arms and Light Weapons Without a National Stock Number and/or
Serial Number. When discovered, SA/LW without a National Stock Number (NSN)
and/or SA/LW (except museum pieces) with missing, obliterated, mutilated, or illegible
serial numbers, will be reported to the DoD Registry by the Component Registry for
review and assignment of a Management Control Number (MCN)/NSN and/or serial
number. Assignment of Local Control Number (LCN) or MCN will not replace or be
used in lieu of procedures to request assignment of an NSN where applicable. The
Component Registry will report all SA/LW without an NSN and/or SA/LW serial number,
by message or letter, for assignment of serial number and/or NSN in the format in Table
C18.T1 below:

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C18.T1. Format To Report Small Arms and Light Weapons Without a National Stock
Number/Serial Number

NSN Serial Number Description

(NSN or none) (Serial Number or none) (Make, model, caliber,

and other nomenclature)

C18.2.4. Management Control Number/Local Control Number. MCNs/LCNs will

be used by the DoD Components for weapon identification until a valid NSN can be
obtained from the DoD Registry in accordance with C18.2.3, or notification that the
MCN/LCN will not be assigned an NSN.

C18.2.5. Lost, Abandoned, or Unclaimed Privately-Owned. Lost, abandoned, or

unclaimed privately-owned SA/LW that are processed through a Board of Officers for
actions described in DoDM 4160.21, “Defense Materiel Disposition Manual,” Chapter 4,
and later turned into a DLA Disposition Services Field Office, will be registered
immediately when they come under U.S. Government control.

C18.2.6. Nonappropriated Funded. Nonappropriated funded SA/LW turned in to a

DLA Disposition Service Field Office and privately owned weapons classified as claims
property will be registered immediately when they come under the control of the
Department of Defense. SA/LW that are claimed (private property whose title has
passed to the Department of Defense as a result of a claim against the U.S.
Government due to its damage in connection with U.S. Government activities, usually
movement of household goods) and confiscated (private property whose title has
passed to the Department of Defense as a result of being confiscated by appropriate
authority, usually as a result of being abandoned and/or unauthorized for personal
possession) by DoD activities will be reported immediately to the Component Registries.

C18.2.7. Ceremonial/Training. The DoD Components will obtain a new NSN (or
currently assigned NSN) from the DoD Registry for modified weapons rendered
inoperable that are used for ceremonial or training purposes. These weapons will be
retained on the Component Registries as weapons subject to the reporting criteria.

C18.2.8. Lost, Stolen, and/or Recovered. The DoD Components will establish
procedures to ensure reporting of lost, stolen, unaccounted, and/or recovered SA/LW under
the provisions of DoDM 5100.76, “Physical Security of Sensitive Conventional Arms,
Ammunition, and Explosives”.

C18.2.9. Mobilization. In the event of mobilization or other emergency, the DoD

Registry and the Component Registries will continue to operate and be maintained.
SA/LW Transaction Code J (Emergency Suspense Status) may be used in emergency
situations as authorized by the individual DoD Components.

C18.2.10. Enemy Small Arms and Light Weapons. Captured, confiscated or

abandoned enemy SA/LW in the possession of the Department of Defense as a result

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of military actions will be registered. SA/LW may be of foreign or domestic manufacture
and may include recaptured US military SA/LW.

C18.2.11. Reporting Foreign Weapon Serial Numbers.

C18.2.11.1. When reporting foreign weapons’ serial numbers that contain

unidentifiable characters (non-English alpha characters/non-Arabic numerals) that can
be translated into an alpha/numeric equivalent, the translated serial number will be
permanently inscribed on the weapon. When the foreign-weapon serial number cannot
be translated into alpha/numeric equivalents, the DoD Component will contact the DoD
Registry for assignment of a serial number. Upon assignment of a serial number, the
DoD Component will permanently inscribe the newly assigned serial number on the
weapon.

C18.2.11.2. The translated or assigned serial number of the historical

weapon must be reported to the Component and DoD Registries in accordance with
reporting requirements of this document.

C18.2.11.3. Foreign weapons designated by their Component Registry as

having historical value are exempt from the requirement to have translated or assigned
serial numbers permanently inscribed, since inscription would destroy the historical
value of the weapon.

C18.3. OBJECTIVES

C18.3.1. Establish continuous visibility over all SA/LW by serial number from the
contractor to depot; in storage; in transit to requisitioners; in post, camp, and station
custody; in the hands of users; during turn-ins; in renovation; and during
disposal/demilitarization.

C18.3.2. Interface the SA/LW serial number reporting between the DoD
Components using standard procedures.

C18.3.3. Provide follow up procedures for delinquent shipment/receipt

transactions.

C18.3.4. Provide SA/LW records reconciliation procedures.

C18.3.5. Provide law enforcement agencies, within 72 hours, the identification of

the last known accountable activity having a specific serial-numbered SA/LW.

C18.4. EXCLUSIONS

C18.4.1. Nonappropriated Funds Purchases. SA/LW purchased with non-

appropriated funds and privately-owned weapons are exempt from being reported to the
DoD Registry since these weapons are controlled by civil authorities under the Gun
Control Act of 1968. This does not include weapons turned in for disposal (see
paragraphs C18.2.5 and C18.2.6 above).

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C18.4.2. Classified Activities. Classified activities that determine that specific
SA/LW should not be registered under these procedures will request guidance through
appropriate channels from the DoD Component.

C18.4.3. Deviations. Deviations from these requirements by DoD activities with

small static inventories require concurrence of the Joint Small Arms/Light Weapons
Coordinating Group (JSA/LWCG) and approval of the JSA/LWCG Chair. Upon
approval, submit a proposed DLMS change to the Enterprise Business Standards
Office via electronic mail.

C18.5. DELINEATION OF RESPONSIBILITIES

C18.5.1. DoD Registry. The DoD Registry will:

C18.5.1.1. Be operated and maintained by the Department of the Army.

C18.5.1.2. Provide a central repository of SA/LW serial numbers from the

Component Registries, to include those on-hand, in transit, lost, stolen, demilitarized, or
shipped outside the control of the Department of Defense.

C18.5.1.3. Provide law enforcement agencies, within 72 hours, the

identification of the last known accountable activity (to include telephone number)
having a specific serial-numbered weapon (see paragraph C18.7.6, below). Respond
as expeditiously as possible to other inquiries, depending upon volume and existing
workload.

C18.5.1.4. Enter all inquiries from law enforcement agencies and inquiries
from appropriate military and civilian activities for weapons located in foreign countries
on the DoD Registry file when no record exists on the active or inactive file. This will be
accomplished by using DLMS 140A SA/LW Control Reporting Transaction (MILSTRAP
DIC DSM function) with SA/LW Transaction Code I (Interrogation/Inquiry Record) and
entering the message/inquiry form number in the transaction number (document
number) field for cross-reference purposes.

C18.5.1.4.1. For weapons identified as belonging to a DoD Component,

these entries will remain in the DoD active master file until the weapon is returned to
DoD control and properly recorded on a Component Registry.

C18.5.1.4.2. Weapons identified as other than the Department of

Defense in origin will be placed in the inactive file of the DoD registry.

C18.5.1.5. At minimum, identify duplicate serial numbers received from the

Component Registries on a quarterly basis. The appropriate DoD Component will be
contacted to verify duplicates and the DoD Registry will issue selected suffixes to
modify affected serial number(s) for all but one of the duplicate numbers. To the extent
possible, weapons with duplicate serial numbers located in the wholesale system will be
modified first to maintain an audit trail for all modification actions:

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C18.5.1.5.1. Provide appropriate corrective instructions to the
Component Registries reporting duplicate serial numbers.

C18.5.1.5.2. Establish a complete historical cross-reference record

(mechanical or hard copy).

C18.5.2. Component Registries. Component Registries will:

C18.5.2.1. Maintain and control a mechanized active, inactive, and history

file to control SA/LW serial numbers for which they do or did maintain accountability.

C18.5.2.2. Update files based on transaction reporting (e.g., receipts, issues,

turn-ins, and inter-DoD Component transfers). Perpetuate suffix codes from all
receipt/issue/adjustment transactions when updating files.

C18.5.2.3. Use standard data elements and standard transactions (identified

in paragraph C18.1.2) to interface between the Component Registries for reporting
changes affecting the SA/LW status in the master file of the Component Registries.

C18.5.2.4. Provide monthly electronic file overlays to the DoD Registry

showing active and inactive files in serial number sequence.

C18.5.2.5. Identify duplicate serial numbers on file and request altering

instructions from the DoD Registry for all but one of the duplicate numbers. Suspend
movement of these weapons pending verification of the record and/or receipt of
instructions for modification of the serial number on the weapon.

C18.5.2.6. Provide available data upon receipt of an inquiry from a law

enforcement agency within 72 hours, and initiate action as deemed appropriate.

C18.5.2.7. Perform an annual records verification utilizing the registry files to

obtain records compatibility with depot files and inventory control point (ICP) files by
stock number and quantity.

C18.5.2.8. Report lost, damaged, or destroyed weapons in accordance with

DoD 7000.14-R, “Department of Defense Financial Management Regulations,” Volume
12, Chapter 7. SA/LW Transaction Code Q (Notification of Suspected Loss) is
applicable for reporting potential lost or stolen SA/LW pending full investigation and
preparation of a Financial Liability Investigation of Property Loss Report (DD Form 200).
SA/LW Transaction Code U (Found or Recovered) is applicable for reporting if the
missing weapon is found or recovered. Use the SA/LW Control Reporting Transaction
for updating the registries.

C18.5.2.9. After all investigative requirements have been initiated, including

preparation of a Financial Liability Investigation of Property Lost Report, identify lost or
stolen weapons on the Component Registry using the SA/LW Control Reporting
Transaction with SA/LW Transaction Code L (Inventory Adjustment - Loss). (Note: In
accordance with DoDM 5100.76, the DoD Components are required to submit

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semiannual reports to the chairperson, Physical Security Review Board for all SA/LW
where theft, loss, and recovery occur.)

C18.5.2.10. Perform an annual SA/LW reconciliation with all activities

recorded on the registry as having possession and/or accountability of reported SA/LW
by serial number, stock number, and quantity. The reconciliation method will depend on
the DoD Components' ability to use Defense Data Network transaction sets or listings.
When listings are used to perform the annual reconciliation, they will be identified by the
appropriate transaction set either as header information or shown with each line entry
(see paragraph C18.7.8 below).

C18.5.2.11. Report all new weapons or devices that could be construed as

SA/LW to the JSA/LWCG chairperson. The chairperson will determine the reportability
and notify the DoD Component. Weapons or devices for which no determination can be
made will be discussed by the full JSA/LWCG.

C18.5.3. JSA/LWCG. JSA/LWCG responsibilities are as set forth in DoDM

4140.01, “DoD Supply Chain Materiel Management Regulation”.

C18.6. SAFEGUARDING AND PHYSICAL SECURITY OF AUTOMATIC DATA

PROCESSING RECORDED DATA

C18.6.1. The SA/LW data contained in the Automatic Data Processing (ADP)
records of the DoD Registry could produce classified data if the total number of serial
numbers by weapon type were summarized. Consideration must be given to security of
the SA/LW records due to their sensitive nature. Security of ADP records will be in
accordance with DoDM 5200.01, “DoD Information Security Program,” February 24,
2012.

C18.6.2. A determination to classify will be made when there is sound reason to

believe that knowledge of the information would provide unfriendlies an insight into the
war potential, war defense plans, or posture of the United States and could reasonably
be expected to cause a degree of harm to the national security.

C18.6.3. The operation of this program does not relieve units/activities from the
requirements for physical security of weapons in accordance with DoD Component
regulations.

C18.7. OPERATING PROCEDURES

C18.7.1. The Component Registries will provide for electronic file transfer of their
active and inactive files, in serial number sequence, to arrive at the DoD Registry not
later than the 10th of each month. The format will be in accordance with the DLMS
140A SA/LW Control Reporting Transaction (MILSTRAP DIC DSM function). The DoD
Registry will verify record counts as indicated on the files.

C18.7.2. The DoD Registry will combine the DoD Components' electronic files into
a single file, in serial number sequence, not later than the 15th day of each month. At

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minimum, the DoD Registry will identify duplicate serial numbers quarterly in
accordance with subparagraph C18.5.1.5 above.

C18.7.2.1. If duplicate serial numbers appear during the next check, and are
owned by a single DoD Component, the Component Registry will be notified to validate
the serial numbers. If duplicate serial numbers remain after this validation, the
Component Registry will request altering instructions from the DoD Registry to modify
the affected serial number(s). The DoD Registry will issue modified serial numbers
(using selected alpha suffix(es) and maintain a complete historical cross-reference
record.

C18.7.2.2. If duplicate serial numbers appear during the next check, and are
owned by more than one DoD Component, the DoD Registry will notify each
Component Registry to validate its serial numbers. If duplicates remain after this
validation process, the DoD Registry will issue modified serial numbers to one of the
Component Registries (using selected alpha suffixes) and maintain a complete
historical cross-reference record.

C18.7.3. Recovered Weapons. Weapons recovered by law enforcement agencies

or foreign countries and returned to the custody of a DoD Component will be registered
on the Component Registry using the SA/LW Control Reporting Transaction with SA/LW
Transaction Code U (Found or Recovered).

C18.7.4. Inter-DoD Component Transfers. The SA/LW Control Reporting

Transaction is used to report inter-DoD Component transfers between the Component
Registries. The requirements for reporting shipments will be as follows:

C18.7.4.1. Shipments Between DoD Components:

C18.7.4.1.1. Shipping Registry. When weapons are selected for

shipment by the shipping activity, SA/LW Control Reporting Transaction with SA/LW
Transaction Code S (Shipment) will be sent to the shipping Component Registry. The
shipping Component Registry enters the SA/LW data in the active file to indicate the in-
transit shipment. The shipping Component Registry then sends the transaction to the
destination Component Registry for all inter-DoD Component shipments.

C18.7.4.1.2. Receiving Registry. The receiving Component Registry

enters the SA/LW data into the active file to open the record. This record is maintained
until confirmation of weapon receipt is provided by the receiving activity.

C18.7.4.1.2.1. Receiving Activity Actions. The receiving activity

verifies the UII and serial number(s) and sends SA/LW Control Reporting Transaction
with SA/LW Transaction Code R (Receipt) to its Component Registry. The receiving
Component Registry matches the SA/LW data against the in-transit record. A match
constitutes a reconciliation and completes the record.

C18.7.4.1.2.2. Discrepant UII and/or Serial Numbers. The

receiving activity will verify discrepant UII and serial number(s) by electronic mail or

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telephone and take corrective action as required. Additionally, the receiving activity will
submit an SDR to the appropriate action activity in accordance with Chapter 17
procedures for IUID-related discrepancies.

C18.7.4.1.2.3. Receiving Registry. The receiving Component

Registry provides SA/LW Control Reporting Transaction with SA/LW Transaction Code
R to the shipping Component Registry.

C18.7.4.1.3. Maintenance Reporting. Weapons shipments from one

DoD Component to another for maintenance purposes will also be reported to
appropriate Component Registries. This requirement will be included in any
maintenance support agreement.

C18.7.4.1.4. Shipping Timeframe. If 30 calendar days from date of

shipment for continental United States (CONUS) and 90 calendar days for overseas is
exceeded, the shipping Component Registry will initiate coordination to determine the
status of the outstanding SA/LW Control Reporting Transactions with SA/LW
Transaction Code S (see paragraph C18.8.2) (for receiving Component Registry
procedures, see paragraph C18.8.3.). A monthly overage shipment listing will also be
sent to the receiving Component Registry.

C18.7.4.2. Shipments from Procurement. When weapons are shipped from

a contractor to activities within the Department of Defense, the contractor is required to
prepare three SA/LW Control Reporting Transactions. SA/LW Transaction Code P
(Procurement Gains) will be in the one transaction sent to the shipping Component
Registry giving notification of shipment. The data are entered in the shipping
Component Registry to open the record. This record will be held in suspense until
confirmation of weapon receipt is provided by the receiving activity. The receiving
activity will submit an SA/LW Control Reporting Transaction to update its Component
Registry. The two remaining control reporting transactions will have the Routing
Identifier Code (RIC) of the shipping Component Registry to which the confirmation of
receipt will be provided. The SA/LW Control Reporting Transaction will accompany the
shipment documentation. When shipments consist of multiple containers, a listing will
identify which serial numbers are within each container.

C18.7.4.3. Shipments Outside the Control of the Department of Defense.

When SA/LW are selected for shipment to Foreign Military Sales (FMS)/Grant Aid and
other Agencies outside DoD control, or when a DoD agency assumes title and
accountability for U.S. weapons purchased or produced under a DoD contract then
shipped directly to Security Assistance or other customers outside the Department of
Defense, the SA/LW Control Reporting Transactions for the weapons will be provided to
the shipping Component Registry giving notification of shipment. The shipping
Component Registry codes each weapon in the shipment using SA/LW Transaction
Code N (Shipment to Other Agencies) or code F (Shipment to FMS/Grant Aid)
depending upon type of shipment. The shipping Component Registry then enters the
SA/LW shipment data into the inactive file. Weapons returned to the DoD supply

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system from previous shipments to FMS/Grant Aid and other agencies outside DoD
control will be registered by the receiving activity on its Component Registry.

C18.7.5. Shipment to DLA Disposition Services for Demilitarization.1 Shipping

activities will follow procedures as prescribed in this chapter for inter-DoD Component
transfers. When DLA Disposition Services DEMIL Center, Anniston, Alabama receives
SA/LW materiel, the DEMIL Center must identify the SA/LW by a valid NSN or DoD
SA/LW Registry assigned management control number (MCN), in addition to a separate
serial number for each individual weapon.

C18.7.5.1. Shipments of a partial weapon identified under the whole weapon

NSN must include a missing parts list or signed statement certifying that the weapons
have missing parts. In lieu of listing the missing parts, the owning Component may
authorize including a signed statement certifying that the weapons have missing parts
under MILSTRIP turn-in procedures. The signed statement must provide name and
contact information of the authorizing official. If prepared electronically, a digital
signature will be included. DLA Disposition Services will consider partial weapon turn-in
lacking a missing parts list or certifying statement discrepant. DLA Disposition Services
will send an SDR to the turn-in activity and attempt to contact the activity off-line. DLA
Disposition Services will hold rejected serialized weapons/weapon parts in a segregated
location pending resolution of the SDR. If the DLA Disposition Services does not
receive a reply to the SDR with the updated documentation or is otherwise unable to
resolve the discrepancy within 25 days, DLA Disposition Services will return the partial
weapons to the turn-in activity. If DLA Disposition Services cannot locate the turn-in
activity, DLA Disposition Services will contact DoD Registry for resolution/disposition
instructions or referral to the owning Service.

C18.7.5.2. A weapon subcomponent, such as the upper receiver, butt stock

assembly, barrel assembly, etc., turned in without its matching serialized receiver will
NOT be accepted under its end item NSN and serial number/UII under any
circumstance. When identifying the serialized receiver on a weapon, the term
“serialized receiver” refers to the receiver that displays or holds the serial number of a
particular weapon. DLA Disposition Services will receipt the subcomponent under the
applicable materiel identification for the subcomponent(s) and submit an informational
SDR to the turn-in activity. DLA Disposition Services will not send the Component
Registry an SA/LW Control Reporting Transaction with SA/LW Transaction Code R
(Receipt). The SDR will alert the turn-in activity to correct serialized item tracking
registries as needed. It is the responsibility of the turn-in activity to correct the SA/LW
Registry and IUID Registry as applicable. DLA Disposition Services will mutilate and/or
destroy non-serialized weapon parts consistent with the demilitarization code
requirements, local policies, laws, and regulations.

C18.7.6. Demilitarization. When SA/LW are selected for destruction at the

demilitarization activity, the demilitarization activity sends SA/LW Control Reporting
Transaction with SA/LW Transaction Code V (Demilitarization) to the Component

1
Refer to ADC 1175

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Registry once the demilitarization has been completed. The Component Registry will
code each of the demilitarized weapons and enter the SA/LW demilitarization data into
the inactive file.

C18.7.7. Department of Defense Small Arms and Light Weapons Serialization

Program. The DoD SA/LW Serialization Program is designed to provide investigative
agencies, within 72 hours, the identification of the last accountable activity having a
specific serial-numbered SA/LW. Investigative agencies will process all inquiries by
electronic mail, message, letter, or telephone to the DoD Registry. The DoD Registry
will identify the accountable Component Registry from the data contained in its master
record and query that registry as to the last accountable activity for the specific serial-
numbered weapon. Once the Component Registry identifies the last accountable
activity, response is provided to the investigative agency through the DoD Registry.

C18.7.8. Invalid or Erroneous DLMS 140A Transactions. The Component

Registry will reject invalid or erroneous DLMS 140A SA/LW transactions to the
originator using the DLMS 140A SA/LW Reject Transaction (MILSTRAP DIC DSR
function). (See paragraph C18.7.10 for rejecting DLMS 888A SA/LW Data Change
Transaction with SA/LW Transaction Code K (Multi-Field Correction).) The rejecting
Component Registry will cite the appropriate SA/LW Error Transaction Reject Codes in
the SA/LW Reject Transaction. The code explanations identify required corrective
action. In a DLMS environment, the SA/LW Reject Transaction may contain more than
one SA/LW error transaction reject code, and activities will ensure that all error
conditions are corrected prior to resubmission. Under the constraints of the 80 record
position DLSS (MILSTRAP) environment, the reject advice code identifies only one
error condition in the transaction, and activities will review all other fields of the rejected
transactions prior to resubmission to ensure that all data entries are correct.

C18.7.8.1. Correction of Rejected Transactions. The Component Registry

will hold rejected transactions in a suspense file until corrective action has been
received from the DoD Component. DLMS 140A SA/LW Correction Transaction
(MILSTRAP DIC DSC function) with the appropriate SA/LW error transaction reject
code will be used to respond to rejected transactions.

C18.7.8.2. Follow-Up. If no corrective action is received by the Component

Registry within 14 calendar days, the Component Registry will send a DLMS 140A
SA/LW Reconciliation/Reject Follow-up Transaction (MILSTRAP DIC DSF function) to
the DoD Component.

C18.7.9. Annual Reconciliation. The annual reconciliation of all SA/LW on the

Component Registry will be performed using DLMS 140A SA/LW Reconciliation
Transaction (MILSTRAP DIC DSR function) with SA/LW Transaction Code E (intra-DoD
Component Reconciliation of SA/LW serial numbers, and inter-DoD Component
reconciliation when reconciling with DLA Defense Distribution Centers). This is a
bottoms-up records reconciliation(i.e., matching records from the activity having
physical custody and/or accountability of the weapon to the Component Registry
records). Matching records will be considered reconciled. Duplicate SA/LW serial

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numbers detected during the reconciliation will require modification instructions from the
DoD Registry. Component Registries that perform the annual reconciliation using other
than transaction reporting will ensure that listings contain SA/LW Reconciliation
Transaction in the heading. SA/LW Transaction Code E need not be identified on the
listing or posted to the Component Registry.

C18.7.9.1. Registry Rejects. Unmatched records and weapons for which no

reconciliation was received by the Component Registry will result in a SA/LW Reject
Transaction with the appropriate SA/LW error transaction reject code(s) to the DoD
Component.

C18.7.9.2. Follow up for Response to Reject. If corrective transactions

and/or notification of a problem is not received from the DoD Component within 60
calendar days, the Component Registry will follow up using DLMS 140A SA/LW
Reconciliation/Reject Follow-up Transaction (MILSTRAP DIC DSF function).

C18.7.10. Mass Stock Number/Department of Defense Activity Address Code

Changes. Accomplish mass stock number changes and mass DoD Activity Address Code
(DoDAAC)/Unit Identification Code (UIC) changes using DLMS 888A SA/LW Data Change
Transaction with SA/LW Transaction Code H (Mass Stock Number Change) (MILSTRAP
DIC DSB function) or SA/LW Transaction Code M (Mass DoDAAC/UIC Change)
(MILSTRAP DIC to be determined).

C18.7.11. Multi-field Corrections. Reporting activities will use DLMS 888A, SA/LW Data
Change Transaction with SA/LW Transaction Code K (Multi-Field Correction) (MILSTRAP DIC
DSA function) to change erroneous information on the Component Registry active/inactive file.
The Component Registry will reject any SA/LW Data Change Transactions (with SA/LW
Transaction Code K), that contain invalid data or do not match the file or.

C18.7.11.1. Preparation of Small Arms and Light Weapons Data Change

Transaction. Reporting activities will prepare SA/LW Data Change Transaction with
SA/LW Transaction Code K when the Component Registry contains erroneous
information. Changes can be made to the NSN/MCN/LCN/DoDAAC/UIC of the
accountable activity and serial number.

C18.7.11.2. Rejection of Small Arms and Light Weapons Data Change

Transactions. SA/LW Data Change Transactions (with SA/LW Transaction Code K)
received by the Component Registry that do not match the NSN/MCN/LCN, reporting
activity DoDAAC/UIC, or serial number contained on the active/inactive file will be
rejected to the reporting activity using DLMS 888A as a reject transaction. The rejected
SA/LW Data Change Transaction (with SA/LW Transaction Code K) will contain the
appropriate SA/LW error transaction reject code. Rejected transactions will be
suspended in the Component Registry pending receipt of a corrected SA/LW Data
Change Transaction (with SA/LW Transaction Code K). Under DLMS, more than one
SA/LW error transaction reject code may be shown in the rejected SA/LW Data Change
Transaction (with SA/LW Transaction Code K), and the reporting activity must review all
invalid data before resubmitting the corrected transaction. In a DLSS (MILSTRAP)

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environment, only one SA/LW error transaction reject code can be identified in the
rejected transaction (MILSTRAP DIC DSA), and the reporting activity must review all
entries for additional invalid data before submitting the corrected transaction.

C18.7.11.3. Small Arms and Light Weapons Transaction Code K Conversion.

The Component Registries will not include SA/LW Data Change Transactions (with
SA/LW Transaction Code K) on their electronic file transfer overlay records to the DoD
Registry. The Component Registry will convert the DLMS 888A SA/LW Data Change
Transactions (with SA/LW Transaction Code K) received from the reporting activity to
DLMS 140A SA/LW Control Reporting Transaction with SA/LW Transaction Code K and
the old serial number cited for all changes to the serial number field for the monthly
electronic file transfer.

C18.8. TIME STANDARDS FOR PROCESSING UPDATES AND FOLLOW-UPS FOR

SHIPMENTS AND RECEIPTS

C18.8.1. Weapons Visibility. One objective of the SA/LW serial number

registration and reporting procedures is to provide visibility of actual location of all
weapons by the timely update of the Component Registries during the shipment or
receipt process. The timeframe for processing DLMS 140A SA/LW Control Reporting
Transaction (MILSTRAP DIC DSM function) for SA/LW Transaction Codes R and S is
10 calendar days from date of action.

C18.8.1.1. Notification of In-transit Shipment to Shipping Component

Registry. Within 10 calendar days of selection for shipment, the shipping activity will
send the SA/LW Control Reporting Transaction (with SA/LW Transaction Code S) to the
shipping Component Registry to indicate which serial numbers are included in the in-
transit shipment. activities that do not have mechanized capability will provide the
SA/LW Control Reporting Transaction (with SA/LW Transaction Code S) or hard copy
information to the shipping Component Registry by the fastest available means, leaving
the shipping activity within 10 calendar days of selection for shipment.

C18.8.1.2. Update of Shipping Component Registry. Within 10 calendar

days of receipt of the SA/LW Control Reporting Transaction (with SA/LW Transaction
Code S) from the shipping activity, the shipping Component Registry will use the
transaction to update its files, establish the in-transit record, and send the SA/LW
Control Reporting Transaction to the receiving Component Registry for all inter-DoD
Component shipments.

C18.8.1.3. Receiving Component Registry Verification. Within 10 calendar

days of receipt of the weapon(s), the receiving activity will use the SA/LW Control
Reporting Transaction data that accompanied the shipment to verify the received serial
number(s) and provide the WSN transaction (with SA/LW Transaction Code R) to the
receiving Component Registry. activities that do not have mechanized capability will
provide the SA/LW Control Reporting Transaction (with SA/LW Transaction Code R) or
hard-copy information, to the receiving Component Registry by the fastest available
means.

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C18.8.1.4. Shipping Component Registry Verification. Within 10 calendar
days of receipt of the SA/LW Control Reporting Transaction (with SA/LW Transaction
Code R) from the receiving activity, the receiving Component Registry will send SA/LW
Control Reporting Transaction (with SA/LW Transaction Code R) to the shipping
Component Registry to provide notification of weapons receipt. The 10-calendar day
requirement for shipment/receipt notification also applies to SA/LW shipments from one
DoD Component to another for maintenance purposes. This requirement will be
included in any maintenance support agreements between the DoD Components.

C18.8.2. Overage Shipments. The shipping Component Registry will send a

follow-up on all in-transit weapons (30 calendar days for CONUS shipments, and 90
calendar days for overseas shipments) from date of shipment, for which no confirmation
of receipt (SA/LW Control Reporting Transaction with code R) has been received. The
shipping Component Registry will send DLMS 140A SA/LW Receipt/Shipment Follow-
up Transaction (MILSTRAP DIC DSD function) to the receiving Component Registry.
Allow 10 calendar days for response to the follow-up transaction.

C18.8.2.1. Weapon Received. If the weapon has been received, the

receiving Component Registry will submit a SA/LW Control Reporting Transaction with
SA/LW Transaction Code R.

C18.8.2.2. Weapon Not Received. If the weapon has not been received, the
receiving Component Registry will submit SA/LW Control Reporting Transaction with
SA/LW Transaction Code A (Weapon Not Received).

C18.8.2.3. No Response Received. If no response is received, an electronic

transmission (message) will be sent to the receiving Component Registry with an
information copy to the receiving activity and its higher headquarters.

C18.8.2.4. Negative/No Response Reporting. Negative response or no

response to the message will cause the shipping Component Registry reporting the
weapon(s) as missing, lost, or stolen to its appropriate investigative agency and the
DoD Registry (see subparagraphs C18.5.2.8. and C18.5.2.9. above).

C18.8.3. Shipment Follow-Up Procedures. Follow-up procedures will be initiated

by the receiving Component Registry for all received weapons for which no DLMS 140A
SA/LW Control Reporting Transaction (with SA/LW Transaction Code S) was provided
by the shipping Component Registry. The follow up procedure is necessary to confirm
that the serial number(s) reported as received matches the serial number(s) selected
and shipped. The receiving Component Registry will take the follow-up action with the
shipping Component Registry using the SA/LW Receipt/Shipment Follow-up
Transaction within 10 calendar days after a weapon(s) has been confirmed as received.
Lack of response within 10 calendar days will cause an electronic transmission
(message) to be sent to the shipping Component Registry with an information copy to
the shipping activity and its higher headquarters.

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C18.8.4. Intra-DoD Component Timeframes. The standard timeframes for inter-
DoD Component submission of SA/LW Control Reporting Transaction with SA/LW
Transaction Codes R and S as prescribed above also apply to intra-DoD Component
shipments and receipts.

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C19. CHAPTER 19
RESERVED

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C20. CHAPTER 20
MEDICAL UNIT ASSEMBLY PROGRAM
C20.1. GENERAL. This chapter provides procedures supporting the DoD Medical Unit
Assembly Program. This program is an integral part of the DoD Deployable Medical
Systems (DEPMEDS). These procedures cover from issuance of the advance
assembly build/release order through the actual building and packing of the assembled
component. Included are receipts at the assembly activity (e.g., Distribution Standard
System (DSS) assembly depot), from procurement and non-procurement sources and
the reporting of those receipts to the assembly manager (e.g., United States Army
Medical Materiel Agency (USAMMA), DLA Troop Support, Philadelphia, PA. Receipts
under the USAMMA Prime Vendor Program are included.

C20.2. APPLICABILITY AND SCOPE. These procedures apply primarily to DLA and
USAMMA, who issue/process transactions in support of the DoD Medical Unit Assembly
Program. Other DoD Components who participate in this program or other similar
programs will comply with these procedures.

C20.3. BUILD REQUIREMENT. The assembly manager will use DLMS 650A
Assembly Component Maintenance Structure to identify to the assembly activity, the
specific medical assembly to be built. DLMS 650A may also be used by the assembly
manager and assembly activity to enter corrections, provide missing data, or to send
history data. This is the initial transaction establishing the requirement, and it identifies
the end-item to be assembled, as initiated by a new requisition, or by changes to a
previous one. The transaction provides the build directive number, unit assembly
number, end-item nomenclature, cost estimate, total number of assemblies to be built,
number of components in each, and DoD activity address code (DoDAAC) of the ship-to
activity by providing the assembly activity sufficient information to start planning the
end-item assembly.

C20.4. DUE-IN ESTABLISHMENT. The assembly manager will use the Defense
Logistics Management Standards (DLMS) 527D, Due-in/Advance Receipt/Due
Verification transaction to establish pre-positioned materiel receipt (PMR) information at
the assembly activity. DLMS 527D PMR provides the procurement instrument
identifier (PIID) 1, contract line item number, national stock number (NSN), part number,
build directive number, and other information necessary to ensure that the assembly
activity receipts the item in the correct build directive number. When a PIID call/order
number (F in 9th position) is used, provide the value in the PIID field. The PMR
also provides data to prepare the DLMS 527R Receipt transaction upon receipt of the
materiel. Assembly managers and assembly activities will follow procedures in Chapter

1
Use the legacy PIIN pending transition to the PIID. When using the PIIN, include the four-
position call/order number. Refer to ADC 1161A.

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12, Due-in PMR, to establish advance receipt information PMR and to maintain control
of due-in materiel.

C20.5. RECEIPT PROCESSING. The assembly activity will report procurement and
nonprocurement receipts to the assembly manager using DLMS 527R Receipt. This
notifies the assembly manager that assembly components have been received for a
specific build/assembly of the medical end item. Assembly activities must comply with
Chapter 13 for maintaining control of receipts, to include the time standards for
processing receipts, and for reporting discrepant/deficient receipts.

C20.6. COMPONENT PACKING CONFIRMATION. The assembly activity must use

DLMS 650C, Component Packing Confirmation to notify the assembly manager that
packing has been completed at the assembly activity.

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C21. CHAPTER 21
STOCK READINESS PROGRAM
C21.1. GENERAL. This chapter provides general information supporting the DoD
Stock Readiness (SR) Program. The authoritative source for detailed procedures
pertaining to this program is
DLAI 4145.4/AR 740-3/AFJMAN 23-231/NAVSUPINST 4400.100/MCO 4450.15, Stock
Readiness. Under the SR Program, the Department of Defense requires uniform care
of supplies, including the inspection and reporting of condition and serviceability of
materiel, and the scheduling, controlling, and reporting of packaging and other cost
reimbursable actions in support of the stock readiness program. This chapter provides
an overview of the DLMS transactions that support the stock readiness program. Initial
implementation is internal to DLA and its storage activities using Distribution Standard
System (DSS). The DoD Components will phase in usage during modernization. All
transactions must be processed through the Defense Automatic Addressing System
(DAAS). Capability to support communication with non-DLMS owner/managers and
non-DSS storage sites using email and web-based processing is authorized.1

C21.1.1. Stock Screening Request/Reply. The electronic stock screening request

is used by materiel owners/manager to request storage activities to perform a screening
action based upon specified criteria. The storage activity will provide an electronic
response to the request with results of the screening or to report that materiel matching
the screening criteria was not found. The DLMS 842C/I, Stock Screening Request and
842C/R Stock Screening Reply transactions replace the manual tracking and
communication of screening requests and results where electronic capability is
supported. This DLMS enhancement provides the DoD Components with the capability
to use an electronic transmission method within their inventory management systems
and improve tracking and management of screening actions.

C21.1.2. Storage Quality Control Report (SQCR)/Reply. The electronic SQCR is

used by the storage activity to report storage quality issues requiring stock readiness
work (e.g. repair, repackaging, testing, etc.) to the owner for approval. The DLMS
842S/Q, Storage Quality Control Report and 842S/R SQCR Reply transactions, replace
the SQCR, DD Form 1225, for information exchange under the DLMS. This DLMS
enhancement provides the DoD Components with the capability to use an electronic
transmission method within their inventory management systems and eliminates the
exchange of hardcopy documents. This process includes both the storage activity
report and the owner reply, including capability for an interim reply. The storage activity
will provide a completion notice to inform the owner/manager that requested disposition
has been completed.2

1
Refer to ADC 1045. Target implementation is 1Q FY 2017.
2
Ibid.

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C21.2. APPLICABILITY AND SCOPE. This guidance is applicable to DoD
Components owner/managers and storage activities. It applies to classes of supply that
are managed by the DoD Components and stored at the storage activities, except Class
V, Class VI, and Bulk Class III. Use is required for materiel stored operating under the
DLA Distribution Standard System (DSS) and is supported by Component direction for
other storage activities.

C21.3. STOCK SCREENING REQUEST/REPLY OVERVIEW. The materiel

owner/manager will create a stock screening request to notify distribution activities to
screen for potentially quality deficient/defective materiel. Triggers for stock screening
actions include a Product Quality Deficiency Report (PQDR), Supply Discrepancy
Report (SDR), the critical item management (CIM) process, or other notification of
defect. The materiel owner/manager will identify materiel to be screened by NSN, part
number/CAGE or other authorized form of materiel identification, specify the inspection
type, and provide detailed instructions for the stock screening criteria (e.g., part
numbers, vendor, markings, contract, etc.). Screening instructions may be defined by
data elements within screening request or by narrative remarks. Materiel managers can
create a stock screening request for all inspection types. Materiel owners may create a
stock screening request only for Type Inspection Code P, which is used to request a
special inspection at a single storage activity. Materiel owners will coordinate all other
stock screening requests with the materiel manager.

C21.3.1. Under DLMS, the stock screening request is prepared using the DLMS
842C/I, Stock Screening Request. The owner/manager will create and transmit a
separate transaction for each action and information copy recipient (i.e., 28 transactions
prepared for 28 storage activities). The owner/manager will identify as the action
recipient those storage activities known by the owner/manager to have the materiel in
question in storage. An information copy will also be provided to all other storage
activities that might possibly have the identified stock in storage. When directing a
stock screening request to a DLA Distribution Center, all DLA Distribution Centers must
be identified as either action or information copy recipients. This process will ensure
that all applicable materiel is screened, to include, for example, DLA-managed materiel
that is now owned by the DoD Components. The only exception to this is for Type
Inspection Code P, which is used to request a special inspection at a single storage
activity. For Type Inspection Code P, information copies will not be provided to other
storage activities.

C21.3.2. The stock screening request will remain open in the owner/manager
application until a reply is received from all the action storage activities/locations
indicating that the stock screening has been: completed with no defects found;
completed with SQCR created; or completed with a “no stock” reply. An interim reply
may be provided under exceptional circumstances with explanatory comments. When
all action activity replies have been received, the request will be closed.

C21.3.3. Under DLMS, the stock screening reply is prepared using the DLMS
842C/R, Stock Screening Reply, to close the automated coordination of stock screening
actions. Storage activities will send a stock screening reply transaction to the

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owner/manager for storage activities identified for action. If no stock is stored at a
particular storage activity, the storage activity will send a “no stock” reply where
designated for action.

C21.3.4. If the storage activity finds stock within its location, the storage activity
will automatically create an inspection workload using the data from the stock screening
transaction. If the inspection type is critical safety item (CSI), the storage activity will
automatically freeze the stock. When the inspection is complete, action storage
activities will send a reply to the owner/manager with the results of the stock screening
and close the screening request. When materiel is found matching the screening
criteria, the reply will specify the quantity and condition of the materiel. Depending upon
the results of the screening, the reply may indicate that an SQCR will follow.

C21.3.5. No screening reply is prepared by information stock screening request

recipients. This is true regardless of the results of the screening. However, if defective
materiel is located at a storage activity receiving only an information copy, an SQCR
may be prepared for the materiel owner following guidance below.

C21.3.6. Detailed Requirements. The owner/manager preparing the stock

screening request will assign a suspense date based on the inspection type. The
owner/manager will specify screening criteria as appropriate. Only one procurement
instrument identifier (PIID)3 (optionally including CLIN) or vendor may be specified per
request. When a PIID call/order number (F in 9th position) is used, provide the value in
the PIID field. The materiel owner/manager may specify up to five CAGE/part number
or batch/lot number combinations associated with an NSN, (e.g., for CSI inspections).
The owner/manager will assign an internal reference number for identification of the
stock screening request, that may be used to associate the request with the triggering
event. This reference number may be systemically assigned and will be perpetuated to
the stock screening reply and any resulting SQCRs. A document number is required to
ensure a DoD-wide unique control number. Both the stock screening reference number
and the document number must be included in all transactions. In addition, when
applicable, the Product Quality Deficiency Report (PQDR) report control number (RCN)
or the SDR document number will be included to provide a cross reference when the
screening action is triggered by a PQDR or SDR.

C21.3.6.1. Receipt Restriction. During Stock Screening Request creation,

the owner/manager is required to identify if a receipt restriction is needed to identify and
suspend materiel matching the screening criteria during receipt.4 If a receipt restriction
is needed, the owner/manager will have the option to provide an expiration date of the
receipt restriction. If an expiration date is not provided, the storage activity must be
contacted to modify or delete receipt restrictions. Suspended materiel identified through

3
Use the legacy PIIN pending transition to the PIID. When using the PIIN, may include the four-position
call/order number. Refer to ADC 1161A.
4
Refer to ADC 1045. Target implementation is 1Q FY 2017.

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the receipt restriction will be reported to the owner via SDR receipt notification under
Chapter 17 pending enhanced procedures to notify both the owner and the manager.5

C21.3.6.2. Inspection Types.6 Stock screening requests may be prepared for

the inspection types listed in Table C21.T1. Inspection type is identified within the
screening request and reply by the Type Inspection Code. The suspense date for
completion of the screening action by the storage activity will be based upon the type of
inspection requested per Table C21.T1.

Table C21.T1. Type Inspection Code and Suspense Table

Type Definition Usage Storage
Inspection Activity
Code Suspense
F Safety of Flight (SOF) Special inspection of SOF materiel 5 days
or Aviation Safety Action Message
(ASAM)
P Special Inspection for Specific to one storage activity (for 15 days
Single Location example, take pictures of materiel
at specific location)
Q Quality Related Applicable to screening 15 days
subsequent to PQDR or SDR
R Reimbursable Reimbursable special inspection. 30 days
Goes to all DLA Distribution
storage locations (action copy to
those known to have materiel in
stock and info copy to all others)
U Safety of Use (SOU) Special inspection of SOU materiel 5 days
X Critical Safety Item Special inspection of CSI materiel 5 days
(CSI)
Z Suspect counterfeit Inspection triggered by suspected 15 days
counterfeit materiel/unauthorized
product substitution (CMUPS)

C21.3.6.3. The owner/manager request format performs four functions:

C21.3.6.3.1. Stock Screening Request for Action. This is the basic

request sent to storage locations where materiel matching screening criteria is known to
be held.

5
Ibid.
6
Ibid. Pending implementation, Code A (ASAM) will remain available for use.

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C21.3.6.3.2. Informational Stock Screening. This is sent to storage
locations where materiel matching screening criteria is not known to be held, but which
may hold such materiel owned by other organizations.

C21.3.6.3.3. Cancellation. This cancels a previously transmitted

request.

C21.3.6.3.4. Additional Comments. This identifies a follow-on separate

transmission that provides clarification of the original request.

C21.3.7. The storage location reply format performs five functions:

C21.3.7.1. No Stock Found. Used by action storage activities to inform the

owner/manager that no materiel matching the screening criteria was located.

C21.3.7.2. Stock Screening Completed. Used by action storage activities to

inform the owner/manager that the stock screening action is complete and provide the
results of the screening.

C21.3.7.3. Interim Reply – Comments Provided. This is used by exception

when necessary to communicate with the owner/manager prior to completion of the
screening action, e.g., to request additional time or clarification of the screening criteria.

C21.3.7.4. Not Processed – Additional Comments Rejected. This is used to

provide notification that the additional comments from the owner/manager cannot be
processed because the screening action has been completed and closed.

C21.3.7.5. Cancellation. This cancels a previously transmitted reply so that a

corrected reply may be provided.

C21.4. STORAGE QUALITY CONTROL REPORT PROCESS OVERVIEW. The

SQCR is submitted by storage activities when changes in the condition of stocks are
discovered during stock surveillance, inspections/screening, or during distribution
processes requiring stock inspection/screening. The SQCR is forwarded to the materiel
owner to obtain disposition instructions, to include approval for reimbursable stock
readiness work, e.g. repair, repackaging, testing, etc.

C21.4.1. Triggers for preparation of the SQCR include:

C21.4.1.1. Changes to an unserviceable condition when it is determined that

there may be contractor liability for unserviceability under the terms of warranty clauses
or unserviceability is due to a latent quality defect. Materiel in this condition must be
transferred to SCC L (suspended litigation) pending negotiation with contractor(s) or
receipt of disposition instructions.

C21.4.1.2. Transfers to SCC D (serviceable – test/modification),

E (unserviceable – limited restoration), F (unserviceable – repairable), G (unserviceable
– incomplete), J (suspended in stock), and L (suspended – litigation).

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C21.4.1.3. Changes in condition of dated, limited shelf-life materiel, medical,
or subsistence items.

C21.4.1.4. The item in stock is unidentified or misidentified.

C21.4.2. Under DLMS, the SQCR is prepared by using the DLMS 842S/Q, SQCR.
Where DLMS is not supported, the SQCR will be entered via WebSQCR7 to the
materiel owner pending implementation of the DLMS or DAAS capability to convert
transactions to email.

C21.4.3. Under DLMS, the SQCR response is prepared using the DLMS 842S/R,
SQCR Reply. Where DLMS is not supported, the materiel owner will reply via
WebSQCR.8

C21.4.4. Upon completion of authorized reimbursable stock readiness work, the

storage activity will provide a completion notice to the materiel owner.

C21.4.5. Detailed Requirements. The storage activity must prepare an SQCR for
each item, reporting quantity by condition code. The storage location may also be
provided (up to 20 locations may be identified per SQCR). Notification of SQCRs are
forwarded to the appropriate materiel owner stock readiness (SR) coordinator for
response by WebSQCR-generated email. The SQCR will use up to two discrepancy
codes in conjunction with narrative remarks to identify the problem being reported. The
SQCR will remain open in at the storage activity until disposition is received from the
materiel owner. The SR coordinator reviews the item for excess stock position, cost of
action in relation to the value of materiel, etc., and approves or disapproves the stock
readiness action request. When disapproving the stock readiness request, the SR
coordinator will concurrently provide disposition instructions for the materiel. When
approving the SR request, the SR coordinator will reply to the storage activity for action.
A disposition/status reply code is available in the DLMS format to communicate the
reply to reduce reliance on narrative text and to facilitate automated tracking/trend
analysis.

C21.4.6. Inspection Types. An SQCR may be prepared as a result of any of the

following inspection types: SOF (including ASAM), special inspection, quality related
(e.g., investigation resulting from a PQDR or SDR), SOU, CSI, visual (care of supplies
in storage (COSIS)) shelf-life inspection (cyclic), or suspect counterfeit. The inspection
type is identified within the SQCR and reply by the type inspection code.9

7
Ibid. Pending implementation, SQCRs will be forwarded manually.
8
Refer to ADC 1045; target implementation is 1Q FY 2017. Pending implementation, the owner will
return the SQCR form annotated with the applicable response information.
9
Refer to ADC 1045; target implementation is 1Q FY 2017. Pending implementation, the following codes
will remain available for use:
A ASAM
O Outbound Shipment
T Stock Readiness

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Table C21.T2, Type Inspection Code and Suspense Table

Type Definition Usage Storage

Inspection Activity
Code Suspense
C Visual Monthly COSIS inspections Monthly
F Safety of Flight (SOF) Special Inspection of SOF 5 days
materiel or Aviation Safety
Action Message
P Special Inspection at Specific to one storage activity 15 days
Single Location (for example, take pictures of
materiel at specific location)
Q Quality Related Applicable to screening 15 days
subsequent to PQDR or SDR
R Reimbursable Reimbursable special 30 days
inspection. Goes to all DLA
Distribution storage locations
(action copy to those known to
have materiel in stock and info
copy to all others)
S Shelf Life Monthly cyclic inspections for Monthly
shelf life items
U Safety of Use (SOU) Special inspection of SOU 5 days
materiel
X Critical Safety Item Special inspection of CSI 5 days
(CSI) materiel
Z Suspect counterfeit Inspection triggered by 15 days
suspected counterfeit
materiel/unauthorized product
substitution (CMUPS)

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C21.4.7. The storage activity will provide materiel identification by NSN
manufacturer’s CAGE/part number, or other form of materiel identification authorized by
the DLMS format. It will also support identification by description if needed. Data
content is comparable to the DD Form 1225. When applicable, the report will include
the stock screening request reference number as a cross-reference between the
screening request and the resulting SQCR. The SQCR will use up to two discrepancy
codes to identify the non-conformance situation. It provides the estimated/actual cost
for repair or repackaging. Item unique identification (IUID) data requirements will be
populated on the SQCR in accordance with DoD Supply Policy when NSNs have an
IUID Indicator Y.10

C21.4.7.1. The storage activity SQCR format performs five functions:

C21.4.7.1.1. Original Report (Transaction Set Purpose Code 00)

C21.4.7.1.2. Correction (Transaction Set Purpose Code CO)

C21.4.7.1.3. Cancellation (Transaction Set Purpose Code 01)

C21.4.7.1.4. Follow-up (Transaction Set Purpose Code 45)

C21.4.7.1.5. Reconsideration Request (Transaction Set Purpose Code

15). This is used when the storage activity does not agree with the requested action,
allowing the storage activity an option to request further review by the owner.

C21.4.7.2. The SQCR reply format performs four functions:

C21.4.7.2.1. SQCR Reply. This is used by the materiel owner to

provide disposition instructions on requested stock readiness work.

C21.4.7.2.2. SQCR Interim Reply. SQCR interim replies (Transaction

Set Purpose Code 11) are used by the materiel owner to request additional information
or clarification from the storage activity on requested stock readiness work. This
requires inclusion of Reply Code 104 and clarifying narrative remarks. The submitting
activity is encouraged to respond immediately, but no later than 31 days from issuance
of the request. In a transactional response to the request for additional information, the
submitting activity must provide a status update (Transaction Set Purpose Code SU)
using Reply Code 321 to notify the action activity that the requested information is being
provided or the submitter may provide clarification via off-line communication. No more
than three request/response transactions per SQCR will be allowed. A fourth
transmission of Reply Code 104 or 321 will result in systemic rejection and will require
manual attention.

C21.4.7.2.3. Status Update. A status update (Transaction Set Purpose

Code SU) is a form of reply prepared by the activity that submitted the SQCR. It is used
by the storage activity to provide information to the materiel owner, often in response to

10
Refer to ADC 1045; target implementation is 1Q FY 2017.

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an interim reply requesting additional information or clarification. Using the Status
Update allows for two-way communication between the submitting activity and the
owner.

C21.4.7.2.4. Completion Notice. A completion notice (Transaction Set

Purpose Code CN), is used by the storage activity to communicate with the materiel
owner that final action has been taken on the SQCR. This is equivalent to indicating the
storage activity has closed the SQCR. The completion notice provides closing remarks
and the date the closing action was completed.

C21.4.8. Missing Serial Number. In support of Financial

Improvement and Audit Readiness (FIAR) compliance for accountability and
management of capital equipment, capital equipment candidates require
serialization data visibility. Thus, capital equipment candidates located in
storage without a serial number will not only require an SQCR, but will stop the
equipment in the supply chain until a serial number is identified and the materiel
is marked. Distribution centers must suspend the item in SCC J and prepare an
SQCR. Cite the applicable discrepancy code and provide clarifying remarks with
descriptive information for the item. If the storage activity is unable to determine
the missing serial number from inventory records, the materiel owner is
responsible for determining the appropriate serial number and providing
disposition for marking the item (Reply Code 611).11

C21.4.9. Quality Related Issues Identified as a Result of a Stock Screening

Request Initiated by a Non-Owning Manager. 12 When the DLA Distribution Center
receives a Stock Screening Request, the inspection workload is automatically
generated in DSS. The DLA storage activity must record the inspection results in DSS
and forward to the item manager. If the inspection results identify non-manager owned
suspected non-conforming materiel, the DLA storage activity will suspend the materiel
and must prepare a SQCR to the item manager with an information copy to the non-
managing owner. The SQCR will include Action Code 4A indicating the SQCR is for
non-manager owned materiel. The Stock Screening Request number will be
perpetuated on the SQCR. This process is primarily designed to allow the non-
managing owner to obtain credit for non-conforming materiel that is located in a DLA
storage activity and return that materiel to the manager’s ownership.

C21.4.9.1. Upon completion of the investigation, if the suspended materiel is

found to be non-conforming, the manager will provide an interim SQCR response to the
owner(s) using Reply Code 523 requesting original requisition numbers and asking the
owner to create a ship-in-place MRO to the distribution center(s) where the materiel is
located using the manager-provided document number. Concurrent with the SQCR
interim reply, the manager will provide a prepositioned materiel receipt (PMR) to the
applicable distribution center(s) identifying the manager as the activity to which the
receipt transferring ownership will be directed. If the owner no longer knows the specific

11
Refer to ADC 1198A.
12
Refer to ADC 1084.

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document number under which the materiel was requisitioned, a constructed document
number may be used. When a constructed document number is provided, Standard
Line of Accounting (SLOA)/Accounting Classification data content may be populated
manually or referentially through the authoritative data source SFIS Fund Code to Fund
Account Conversion Table maintained at DAAS.

C21.4.9.2. Standard Line of Accounting/Accounting Classification Data

Elements. Under DLMS, logistics transactions with financial implications are required to
carry discrete SLOA/Accounting Classification data elements. This requirement applies
to the SQCR Reply where the original SLOA/Accounting Classification data was not
previously provided as indicated by the use of a constructed document number by the
non-manager owner requesting credit for suspended stock. Pending full implementation
of SLOA/Accounting Classification across DoD logistics processes, WebSQCR will be
responsible for populating the data elements available from the Standard Financial
Information Structure (SFIS) Fund Code to Fund Account Conversion Table. The
remaining SLOA/Accounting data elements identified in the SQCR Reply transaction will
not be available for initial implementation of WebSQCR. When a constructed document
number is provided in the owner’s SQCR reply, WebSQCR will match to the table to
extract the following data elements based upon Service/Agency Code (in the first
position of the document number DoDAAC representing the credit-to DoDAAC) and
Fund Code:

• Department Regular Code

• Department Transfer Code
• Main Account Code
• Sub-Account Code
• Treasury Sub Class
• Sub-Allocation
• Availability Type Code
• Beginning Period of Availability/Program Year. If Availability Type Code X
(no year funds) is identified in the SFIS Fund Code to Fund Account
Conversion Table for the line of accounting, then the date provided will be
interpreted as the Program Year and the Ending Period of Available will
not apply.
• Ending Period of Availability. Not applicable if Availability Type Code X is
identified (refer to Beginning Period of Availability above)

C21.4.9.3. In order to transfer ownership of the suspended materiel to the

manager, the owner will provide a DLMS 940R Materiel Release Order (MRO) to the
distribution center. The MRO must be formatted for shipment-in-place and should
reflect the full quantity identified on the SQCR. Upon processing of the associated
receipt, the presence of the SQCR control number in the PMR will trigger the generation
of a correction to the SQCR data by the distribution center. The SQCR correction will

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cite Action Code 4B and indicate the quantity transferred to ownership of the manager.
Upon successful processing of the receipt for the nonconforming materiel, the manager
will provide credit to the owner under MILSBILLS procedures.

C21.4.9.4. The manager will provide disposition for all suspended materiel
via SQCR reply. Additionally, the manager will provide a DLMS 940R Materiel Release
to the storage activity to trigger shipment or disposal action as required. Upon
completion of the actions identified by the manager’s disposition instructions, the DLA
Distribution Center(s) will provide a completion notice to the item manager with an
information copy to the original owner.

21.4.10. WebSS and WebSQCR Processing.

C21.4.10.1. Owners/managers and storage activities that are not DLMS-

capable will prepare the Stock Screening Request, SQCR, or associated reply using the
DAAS-maintained WebSS or WebSQCR module within DoD WebSDR. The WebSS
and WebSQCR will convert Web-entered Stock Screening Request, SQCR, and
associated replies to DLMS transactions when directed to DLMS-capable
Service/Agency systems. Activities lacking interface connectivity will receive email
notification. Upon receipt of the email notification, authorized users must access the
Web to obtain applicable information. Users who fail to access the Web within seven
(7) calendar days of the notification email will receive a systemically-generated reminder
email.

C21.4.10.2. Stock Readiness coordinators relying on WebSS and WebSQCR

for information exchange must provide email addresses associated with each applicable
non-DLMS owner/manager and storage activity Routing Identifier Code (RIC).

C21.4.10.3. WebSS and WebSQCR will block Web input and reject
transactions associated with owner/manager or storage activity RICs that are not
capable of receiving DLMS transactions or not registered for automated email
notification.

C21.4.10.4. WebSS and WebSQCR will validate Web input and transactions
for correct format and valid data content. Invalid Web input will be blocked and
transactions rejected citing the applicable reply code.

C21.4.11. DAAS Query Capability.13 WebSS and WebSQCR will include

capability to query to provide historical information by: NSN, CAGE/part number,
control numbers, PIID or CAGE, date open, date closed, storage activity, and
owner/manager. The query function may be used to monitor storage activity responses
to requested stock screening actions, displaying which activities have responded and
which are outstanding. The stock screening request query will support drill down
capability to review the associated SQCRs.

13
Query capability not currently available pending full implementation of ADC 240 and ADC 1045
supporting Web-enhanced Stock Screening Requests and SQCRs.

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C22. CHAPTER 22
ASSET STATUS REPORTING
C22.1. GENERAL

C22.1.1. Purpose. This chapter prescribes asset status reporting procedures for
the interchange of asset status information between the DoD Component wholesale and
below wholesale distribution systems and owners/managers.

C22.1.2. Transactions. This chapter addresses the procedures applicable to the

asset status reporting function using the DLMS 846I. The asset status reporting
function is identified by the DLMS 846I Accredited Standards Committee (ASC) X12
beginning segment (1/BIA02/020) report type codes. Its DLSS (MILSTRAP) legacy
counterpart identified by document identifier codes (DIC), is included for information
purposes to allow for processing in a mixed DLMS/DLSS environment. Other formats
such as Extensible Markup Langauage (XML) are also available See the Defense
Logistics Management Standards Website for available formats on the DLMS IC page.

C22.1.2.1. DLMS 846I, Asset Status Inquiry/Report is used for the following
transaction functions identified by the beginning segment Report Type Code:

C22.1.2.1.1. Request for Asset Status Report is identified by Report

Type Code TI–Asset Status Inquiry. This transaction provides MILSTRAP legacy DIC
DZE functionality, which was sent from an inventory control point (ICP) to Military
Service designated central points to request reporting from bases, posts, camps and
stations.

C22.1.2.1.2. Asset Status Report is identified by Report Type Code TJ–

Asset Status Advice. This transaction provides MILSTRAP legacy DIC DZA and DZF
functionality.

C22.2. IN STORAGE ASSETS

C22.2.1. Assets Within the Wholesale Distribution System

C22.2.1.1. For assets within the wholesale distribution system, Asset Status
Report Transactions may be used between DoD Components by mutual agreement.
Send Asset Status Report Transactions (legacy DIC DZA) between DoD Components
based on mutually agreed schedules.

C22.2.1.2. Asset status transactions may be used between a Component

ICP and a DLA storage activity by mutual agreement.

C22.2.1.3. Under MILSTRAP, due to the number of record positions in DIC

DZA devoted to entries prescribed by the DoD Components for use within Component

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distribution systems, each Component is authorized to procure a printed format suited
to its needs. DoD Components must identify to Defense Logistics Management
Standards any Component-prescribed data in DIC DZA that will be required in the
Component’s modernized system using DLMS. This is necessary so that Defense
Logistics Management Standards can incorporate the Component data in the DLMS
846I Asset Status Report Transaction.

C22.2.2. Assets Below the Wholesale Distribution System. Assets below the
wholesale distribution system will be reported to the owner/manager when requested by
the owner/ manager.

C22.2.2.1. Use the Request for Asset Status Report Transaction with the
appropriate asset status code to request, change, or discontinue asset status reporting
from the below wholesale distribution system.

C22.2.2.2. For the total asset visibility program, use the Request for Asset
Status Report Transaction to request the report of assets above the requisitioning
objective using DLMS 180M, Materiel Returns Reporting (Legacy Military Standard
Requisitioning and Issue Procedures (MILSTRIP) DIC FTE). Use with the asset
visibility program is based on agreement of the involved DoD Components.

C22.2.2.3. Transmit Request for Asset Status Report Transactions to central

points designated by DoD Components. Each DoD Component designated activity will
be responsible for notifying its reporting activities of the reporting requirements shown in
the Request for Asset Status Report Transactions received from the other Components.
The Component activities designated to receive the requests are:

Component Activity Routing Identifier Code

Army USAMC Logistics Support Activity AGT
ATTN: AMXLS-V
Building 5307, Sparkman Center
Redstone Arsenal, AL 35898-7466
Navy Navy Supply Systems Command NRP
Weapon Systems Support
Mechanicsburg, PA 17055-5000
Air Force Headquarters FNA
Air Force Materiel Command
4375 Chidlaw Road, Suite 6
Wright-Patterson Air Force Base
Dayton, OH 45433-5006
Marine Corps ILS Directorate (Code 820) MPB
Marine Corps Logistics Base
Albany, GA 31704-5000

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C22.2.2.4. Always show dates for commencement of reporting (Asset Status
Reporting Codes C and D) and change of reporting (Reporting Codes H and J) in the
Request for Asset Status Report Transaction as the first day of a month. In these
instances, send the request transaction not later than 60 calendar days before the
commencement date.

C22.2.2.5. Provision is made for requesting earlier commencement of

reporting by use of Asset Status Reporting Code M. In this instance, the DoD
Components’ central points will ensure that reporting commences as soon as possible
after receipt of the request.

C22.2.2.6. When a one-time asset status report is required on an expedited

basis, the Request for Asset Status Report Transaction will contain Asset Status
Reporting Code Z and the date the report is required. The DoD Component central
point or the reporting activity in receipt of the request will take no further action if the
date the report is required is already past.

C22.2.2.7. When a one-time asset status report is required for the asset
visibility/redistribution program, the Request for Asset Status Report Transaction will
contain Reporting Code N and the date the report is required. Use with the asset
visibility program is based on agreement of the involved DoD Components.

C22.2.2.8. Use the Request for Asset Status Report Transaction to request
termination of reporting by citing Asset Reporting Code E. Show dates for termination
of reporting in the transaction as the last day of the month. Send the Request for Asset
Status Report Transaction termination request not later than 60 calendar days prior to
the termination date entered in the transaction.

C22.2.2.9. Activities below the distribution system (base, post, camp, or

station) will use Asset Status Report Transactions to report assets to the requesting
ICP. Report on hand balances by each separate supply condition of held materiel.
Under the constraints of the MILSTRAP fixed length format, the DIC DZF Asset Status
Report Transaction is designed to provide for use of multiple transactions when either or
both of the following apply:

C22.2.2.9.1. More than two supply conditions of materiel are held.

C22.2.2.9.2. Requisitioning objective, due-in, or reserved quantities

exceed 999,999.

C22.2.2.10. The asset status reporting code cited in the Asset Status Report
Transaction will indicate the type of reporting being accomplished.

C22.3. INTRA-COMPONENT USE

C22.3.1 Intra-Army Use. Army also uses the DLMS Asset Status Report
Transaction on an intra-Army basis for Army Single Stock Fund Asset Balance
Reporting. This use serves a dual purpose:

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C22.3.1.1 When used to report on the single stock fund to the national level
systems, the Asset Status Report Transaction represents a report to update the
requisitioning objective, reorder point, and retention limit.

C22.3.1.2. When used during a logistics reassignment outside the Army by

the losing item manager, the Asset Status Report Transaction informs the Army
manager for Non-Army Managed Items (NAMI) of the requisitioning objective and safety
level to be set in their systems to be able to monitor and maintain the single stock fund
stocking levels.

C22.3.2. Intra-Navy Use. Navy also uses the DLMS 846I Asset Status Report
Transaction on an intra-Navy basis for reporting allowance-based assets that are below
the whole distribution system to the ICP. This allows the ICP to determine when the
activity requires more materiel due to being below its allowance.

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C23. CHAPTER 23
CATALOG DATA SUPPORT
C23.1. GENERAL

C23.1.1. Purpose. This chapter provides general information regarding

procedures and data exchange requirements for the communication of the DLMS
Catalog Data Support.

C23.1.2. Transactions. This chapter addresses procedures applicable to the

following Accredited Standards Committee (ASC) X12 transaction functions identified by
the transaction set number and the beginning segment Transaction Purpose Code.
There are no legacy 80 record position (MILS) equivalent transactions. See the
Defense Logistics Management Standards Website for available DLMS Supplement
formats on the DLMS IC page.

C23.1.2.1. DLMS 832N, Catalog Data Support, is used for the following
transaction functions identified by the beginning segment Catalog Purpose Code
(1/BCT01/0200):

C23.1.2.1.1. CP – Use to identify catalog data support communicated

between DLA Disposition Services, DLA Disposition Services Field Offices, and
Distribution Depots supporting Reutilization Business Integration (RBI). These catalog
data support transactions identified by BCT01=CP are referred to in this document as
DLA Disposition Services Catalog Data Support. See Chapter 16 for detailed
procedures associated with this type of catalog data support.

C23.1.2.1.2. RC – Use to identify catalog data support communicated

between DLA and maintenance/industrial activities (IAs) authorized by DLA IA support
agreement supporting Supply, Storage, and Distribution (SS&D) for the Navy and Retail
Storage and Distribution Interface (SDI) for the Marine Corps. These catalog data
support transactions are referred to as IA Catalog Data Support.

C23.1.2.1.3. SC – Use to identify catalog data support communicated

between DLA Disposition Services and DLA Disposition Services Field Offices
supporting Reutilization Business Integration (RBI). These catalog data support
transactions are referred to as Sales Contract Catalog Data Support. Note: Only the
following detail level functional data is applicable to this process: Generic Name
Description, Sales Contract Number, Sales Contract Line Item Number, Remaining
Authorized Quantity, and Unit of Measure. See Chapter 16 for detailed procedures
associated with this type of catalog data support.

C23.1.2.2. Reserved. (This is a placeholder for other Catalog Data Support

transactions that will be identified by different Transaction Purpose Codes.)

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C23.2. INDUSTRIAL ACTIVITY CATALOG DATA SUPPORT

C23.2.1. Navy Background. As a result of the 2005 Base Realignment and

Closure (BRAC) decision, retail supply, storage and distribution functions and
associated infrastructure supporting the Navy industrial/maintenance sites transferred to
DLA. DLA is the material provider for all consumable items in support of the
maintenance mission at these sites. To effectively manage materiel at these sites, DLA
will maintain materiel master records identifying the materiel identification and
associated characteristics for all DLA managed, non-DLA managed, and local stock
number materials that are used by the Navy. Prior to the BRAC decision, Enterprise
Business System (EBS) maintained materiel master records for all DLA managed items
and some non-DLA Managed items; with this new requirement the DLA EBS will
establish materiel master records for any non-DLA managed item requested by the
Navy Fleet Readiness Centers (FRCs) and the Naval Shipyards (NSYs).

C23.2.2. Marine Corps Background. As a result of the 2005 BRAC decision,

operating materiel and supplies storage and distribution functions and associated
infrastructure supporting the Marine Corps Maintenance Centers (MCMC)
industrial/maintenance sites transferred to DLA. DLA is the storage and distribution
provider for most consumable items in support of the maintenance mission at these
sites. To effectively manage materials at these sites, DLA Distribution Standard System
(DSS) will maintain item data records containing the materiel identification and
associated characteristics for all materiel used by the MCMC. Prior to the BRAC
decision, DSS maintained item data records for all DLA managed items and most non-
DLA-managed items; with this new requirement the DLA DSS established item data
records for any item assigned a local stock number (LSN) by the MCMC.

C23.2.3. The catalog data exchange supports the following functions. Specific
implementation varies by Service:

C23.2.3.1. Communication of Federal Logistics Information System (FLIS)

and user unique data associated information for newly cataloged national stock number
(NSN) materiel.

C23.2.3.2. Identification of non-NSN materiel by an LSN so that the LSN may

be recognized for requisitioning, storage, and receipt processing.

C23.2.3.3. Communication of FLIS Catalog Change Notices to the Navy NSY

and FRC sites. DLA will send change notices whenever an active materiel master
record is updated in the form of DLMS 832N IA Catalog Data Support transactions.
EBS will send notices for changes resulting from manual/ programmatic updates (within
EBS) and from systemic updates (from FLIS). FLIS changes include communication of
replacement, superseded, and discontinued NSNs.

C23.2.3.4. Identification of NSN materiel by an LSN so that the LSN may be

used for storage and distribution of materiel identified at the unit of use (that is, a unit of
measure that is less than the FLIS unit of issue).

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C23.2.3.5. Identification of MCMC LSNs to a unit of use LSN.

C23.2.3.6. Communication of a Service coordinated/approved substitute/

interchangeable item as a result of DLA or other Service provided supply status to
associate the substitute NSN with the primary NSN.

C23.2.3.7. Shipyard prepared queries to identify available DLA EBS materiel

master matches on NSN, LSN, or CAGE/part number. This action may trigger an EBS
query against FLIS. EBS responses will be returned in an DLMS 832N IA Catalog Data
Support transaction.

C23.3. PROCEDURES – NAVY INTERFACE

C23.3.1. Upon data conversion, all the current LSNs and non-DLA managed
materiel masters from the FRC and NSY systems will migrate to EBS. DLA managed
items will be identified and materiel master record will extended to each site as
applicable. This will provide a base line for the materiel currently used at the BRAC
sites.

C23.3.2. The catalog data will be applicable to new item inductions, FLIS change
notices for DLA items and non-DLA managed items, as well as Navy-assigned LSNs.
Manual updates for user unique data elements will be included in the process. Since
DLA will purchase, store, and sell these items to industrial activities, DLA will have this
data resident in EBS and will provide visibility and updates to the Navy systems via the
DLMS 832N IA Catalog Data Support transaction.

C23.3.3. EBS will also maintain site specific materiel master records for Depot
Level Repairable, Nuclear Support Consumables, or Program Owned Material (even
cognizance (COG)) items to provide updates pertaining to FLIS data or user unique
data elements to the FRC or NSY sites. DLMS 832N IA Catalog Data Support change
transactions will be provided to applicable sites based on FLIS updates or end user
changes to user defined data elements for these items.

C23.3.4. Web-based Query. When new items are needed by any of these sites,
the capability is required to create new materiel masters or update user defined data
elements to existing materiel masters directly into EBS through a user unique screen.
This application within EBS will prompt users for mandatory fields and user defined
fields for new entries, that may be optional depending upon the site (FRC/NSY). The
screen will allow the user to query the current EBS data base and determine if an NSN
or LSN already exists within EBS.

C23.3.5. If an existing record is found, and EBS does not currently reflect the
materiel master is extended to the user site, based on user response, the materiel will
be extended to the user site and an DLMS 832N IA Catalog Data Support transaction
will be sent to user site and identified as an ‘ADD’ record.

C23.3.6. When no record is found within EBS, the system will query the FLIS
reference master data environment (RMDE) to identify any associated NSN. Once the

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materiel master is created in EBS, an DLMS 832N IA Catalog Data Support transaction
will be sent to the applicable FRC or NSY site. If found, the user will have the option to
build a materiel master record created with FLIS data and any mandatory user unique
data elements in EBS based on user response/input. EBS will then format a DLMS
832N IA Catalog Data Support transaction. This DLMS 832N IA Catalog Data Support
transaction will be identified as an ‘ADD’ and will be sent to the appropriate NSY/FRC
site via DAAS.

C23.3.7. If no NSN is found in FLIS, the user will have the option to add a materiel
master identified by an EBS assigned LSN. EBS has logic that defaults specific
mandatory FLIS data elements, and prompts the user for those for which a default
cannot be determined. EBS will then format an DLMS 832N IA Catalog Data Support
transaction identified as an “ADD” and send it to the site identified by the user and also
furnish a copy to the instance of DSS at the same site.

C23.3.8. Materiel Identification. Cataloging data will be categorized by two

methods of materiel identification

C23.3.8.1. Items identified by NSN. For these, DLA will relay FLIS catalog
information in the absence of a Navy-FLIS interface. DLA will also incorporate
additional DLA/Navy unique content.

C23.3.8.2. Items identified by LSN. There will be four configurations of LSN

materiel numbers within EBS.

C23.3.8.2.1. Items Cataloged with an NSN but issued to the Navy by

Unit of Use. EBS will assign a unique LSN using the existing data associated with the
original NSN. All transactions for this item will be recorded within EBS under the LSN.
There will be a cross-reference on the materiel master from the LSN to the NSN, and on
the NSN to the LSN. LSNs in this category will use the following construct: 5975-U0-
000-1234.

C23.3.8.2.2. Items Identified within a Navy System (e.g., Materiel

Access Technology (MAT) or Manufacturing Resource Planning II (MRP II)) by LSN.
These LSNs will be migrated into EBS. EBS will continue to process transactions
against these numbers and modification will be done through user unique screen
application by end users. Updates will be sent to applicable sites based on these
updates. LSNs in this category will use the following construct: 5315-L*-00-9876.

C23.3.8.2.3. Items with no current LSN or NSN assigned to the Cage

and Part Number combination within EBS or FLIS. EBS will allow end users to create a
materiel master for these items via the user unique screen application and systemically
assign an LSN. Updates will be sent to applicable sites based on the initial creation and
any subsequent updates based on end user input. These LSNs will be established
based on Federal supply classification (FSC) with a serial number range of
NL00000000001 through NL99999999999.

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C23.3.8.2.4. Hazardous Materiel under Hazardous Material
Management System (HMMS)Control System (RHICS). For items for which a materiel
master is needed to identify hazardous materiel under HMMS, an LSN identifying the
HMMS cataloged or created “LLN” numbers will be used if no NSN is assigned. LSNs
in this category will use the following construct: 6810-LL-N00-0001.

C23.3.8.2.4.1. EBS will determine if there is an existing materiel

master record of the RHICS materiel beginning with LLN (first 3 digits). When there is
an existing materiel master, user will be prompted to enter user unique data elements to
extend MMR and EBS will return a DLMS 832N Catalog Data Support transaction
identified as an “ADD” record containing all agreed to data elements to build a record in
MAT and pass a copy to DSS.

C23.3.8.2.4.2. If no materiel master exists for the HMMS

hazardous materiel, the user will be prompted for mandatory fields and user defined
fields for new entries using the HMMS data base elements. The key is that only one
HMMS LLN number will be used for like material, thereby having only one LLN number
per hazardous materiel for all users. When the query is for an LLN, the DLMS 832N
Catalog Data Support transaction will be an output transaction to MAT and a copy will
be furnished to the applicable DSS site.

C23.3.8.2.5. Navy Nuclear Material numbers will be created in EBS, via

the user unique screen application and the user will assign an “LLR” material number.
These materials are unique and will only have one per material. LSNs in this category
will use the following construct: LL-R**-****.

C23.3.8.3. New Records. Upon creation of new materiel identification

content applicable to this process, EBS will build the materiel master, apply the catalog
data to the identified sites (extend to the user sites), and format an DLMS 832N IA
Catalog Data Support transaction citing Catalog Purpose Code AA, New Catalog
Record Added, that will be sent to the appropriate NSY/FRC site via Defense Automatic
Addressing System (DAAS). EBS will provide a copy of DLMS 832N IA Catalog Data
Support transactions for items identified as LSNs to the applicable DSS site.

C23.3.8.4. Modified Records. When the user entry modifies an existing

record via the user unique screen application, the system will prompt the user to save
changes. This will trigger EBS to generate a DLMS 832N Catalog Data Support
transaction citing Catalog Purpose Code CC, Catalog Record Changed. This record will
contain all applicable data elements to build a record within Navy systems (allowing
overlay, vice transmission of only the modified content). If the change is to an existing
LSN record previously provided to a DSS site, a copy of the change will also be
furnished. The system receiving a transaction identified by Catalog Purpose Code
CC that is unmatched to an existing record in the database will accept the
transaction and process it as a new record. 1

1
Refer to ADC 1176. Staggered implementation applies.

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C23.3.8.5. Transaction Query. NSY sites will have the additional capability
to inquire EBS materiel master records using an DLMS 832N IA Catalog Data Support
transaction citing Catalog Purpose Code QU, Site Query for Catalog Record, to
determine if NSN or LSN or CAGE Code and Part Number combination exists in the
EBS data base when there is no existing record on the internal table within the NSY
Navy system.

C23.3.8.5.1. If there is an existing materiel master within EBS for the

inquired NSN, EBS will extend the materiel master to the inquiry site and return an
DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code AA,
New Catalog Record Added, containing all mandatory data elements to build a record in
the MAT system.

C23.3.8.5.2. If there is no materiel master within EBS for the inquired

NSN, EBS will inquire FLIS. When the response is positive, EBS will build a materiel
master and return an DLMS 832N IA Catalog Data Support transaction citing Catalog
Purpose Code AA, New Catalog Record Added, containing all mandatory data elements
to build a record in MAT system.

C23.3.8.5.3. If the response from FLIS for the inquired NSN is negative
EBS will return an DLMS 832N IA Catalog Data Support transaction citing Catalog
Purpose Code NN, No record exists for NSN query. MAT will output for manual review.

C23.3.8.5.4. If there is an existing material master within EBS for the

inquired LSN, EBS will extend the materiel master to the inquiry site and return an
DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code AA,
New Catalog Record Added, containing all mandatory data elements to build a record in
MAT system.

C23.3.8.5.5. If the response for the inquired LSN is negative EBS will
return an DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose
Code NL, No record exits for LSN query. MAT will output for manual review. The user
may at this point enter data into the EBS user unique entry screen indicating the need to
create a record.

C23.3.8.5.6. If there is an existing materiel master within EBS for the

inquired ‘Part Number/CAGE’, EBS will extend the materiel master to the inquiry site
and return an DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose
Code AA, New Catalog Record Added, containing all mandatory data elements to build
a record in MAT system.

C23.3.8.5.7. If there is NO existing materiel master within EBS for the

inquired ‘part number/CAGE’, EBS will invoke a query to FLIS.

C23.3.8.5.7.1 When the FLIS response is positive and only one

NSN is returned, EBS will build the materiel master to the inquiry site and return an
DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code AA, New

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Catalog Record Added, containing all mandatory data elements to build a record in the
MAT system.

C23.3.8.5.7.2. When the FLIS response is positive and multiple

NSNs are returned, EBS will return an DLMS 832N IA Catalog Data Support transaction
citing Catalog Purpose Code MN: Multiple NSNs for Part Number/CAGE. MAT will
output record for manual review. The user will determine which NSN is applicable for
their use and will have the option to inquiry against the specific NSN or build the record
through the EBS on-line input.

C23.3.8.5.7.3. When the FLIS response is negative, EBS will

return an DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose
Code NP, No NSN or LSN Found for Part Number/CAGE, to MAT for manual review.

C23.3.9 Special Processing at DAAS for Transactions to FRCs. In order to

compensate for data mapping inconsistencies between DLA and the FRC, DAAS is
required to apply special mapping logic to 832N transactions addressed to FRC
locations. These transactions will be reviewed for drawing package information that
must be re-used to create a unique part number/CAGE combination to be inserted in
the outgoing transaction. The new part number (REF01 Code MF) will be created using
existing data from the reference drawing number (REF01 Code QZ) or, if not available,
the drawing number (REF01 Code DG). The associated manufacturer’s CAGE
(REF04-W7) will be created using the drawing CAGE (REF01 Code ZM).

C23.3.10. Unit of Use. Unique functionality to be added in support of the 2005

BRAC decision at the NSY and FRC sites is the ability to issue and store material at a
quantity and unit of use less than the FLIS unit of issue. In these instances EBS will
apply unique logic to create a materiel master with an LSN. This record will contain all
applicable FLIS and user unique data elements copied from the original NSN. The EBS
materiel master records for both the LSN and NSN will reference each other.

C23.3.10.1. EBS will create an LSN record for all NSN items identified with a
unit of use upon data conversion as a base line. After initial conversion, these records
will be based on either a requisition alert or funded requisition from any NSY or FRC
site identifying a unit of use requirement. An DLMS 832N IA Catalog Data Support
transaction record will NOT be generated to the NSY/FRC sites, but will be forwarded to
the applicable DSS site.

C23.3.10.2. The DLMS 832N IA Catalog Data Support record will reflect the
assigned LSN and Unit of Use as well as the associated NSN and FLIS unit of issue.
DSS will build an internal table cross-referencing the NSN and the associated Unit of
Use LSN, FLIS Unit of Issue and the Unit of Use.

C23.3.11. Substitute Cross Reference. EBS will provide catalog data reflecting
substitute reference during the status process. This will occur for both DLA managed
substitutions and for other Service managed substitutions.

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C23.3.11.1. When EBS processes a request from an NSY or FRC and
determines the primary materiel identification number (e.g., NSN) is not available but
an approved substitute is available, EBS will provide ‘BH’ status and format an DLMS
832N IA Catalog Data Support identified as a substitute record reflecting the primary
NSN and reference the substitute NSN.

C23.3.11.2. When EBS receives a ‘BH’ indicating DLA will be sent an item
previously identified as a Navy suitable substitute for a DLA funded requisition, the
status will prompt EBS to format a DLMS 832N IA Catalog Data Support transaction
citing Catalog Purpose Code SN, NSN Substituted, reflecting the primary NSN and
referencing the substitute NSN when a materiel master already exists in EBS.

C23.3.11.3. When a materiel master for the substitute NSN does not exist in
EBS, a materiel master record will be created. Any user unique data elements will be
copied from the primary NSN specific to that site. A DLMS 832N IA Catalog Data
Support transaction citing Catalog Purpose Code SN, NSN Substituted, reflecting the
primary NSN and referencing the substitute NSN will be forwarded to the applicable site
for updating of Navy systems.

C23.3.11.4. EBS will not maintain a cross reference to other service

managed NSNs pertaining to Substitution.

C23.3.12. FLIS Change Notices. EBS will be responsible for providing all change
notices to the Navy BRAC 2005 SS&D sites. These change notices will be generated
as a result of FLIS data changes. Anytime a FLIS recorded data element in EBS is
modified, a DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose
Code CC, Catalog Record Changed, will be sent to all FRC/NSY sites that the material
has been extended to within EBS. The changed data element will not be specifically
identified. Each FRC/NSY system will update internal records accordingly.

C23.3.12.1. NSN Replacement. When an NSN is specifically identified as a

‘REPLACED BY’ the DLMS 832N IA Catalog Data Support transaction citing Catalog
Purpose Code RN, NSN Replaced, and both the former and new NSN will be identified.
MAT and MRP II will update its systems as applicable for these records.

C23.3.12.2. When an NSN is specifically identified as ‘DISCONTINUED’ the

DLMS 832N IA Catalog Data Support transaction will cite Catalog Purpose Code DN,
NSN Discontinued; no Replacement. If a subsequent NSN is identified from the FLIS
update, the DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose
Code NS, NSN Superseded, will contain both the former and new NSN. MAT and MRP
II will update its systems as applicable for these records.

C23.3.12.3. When an NSN is specifically identified as ‘When Exhausted use’

the DLMS 832N IA Catalog Data Support transaction will cite Catalog Purpose Code
RS, Use NSN When Exhausted, and both the former and new NSN will be identified on
the DLMS 832N IA Catalog Data Support transactions. MAT and MRP II will update its
systems as applicable for these records.

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C23.3.13. Unanticipated Situations Impacting Catalog Transaction Exchange

C23.3.13.1. If the connection between DLA EBS and FLIS, via FLIS Portfolio
Data Warehouse (FPDW) is down, EBS will initially respond with a ‘Response Delayed’
status and recycle the query until the FPDW connection resumes and then provide the
appropriate status at that time. This process is identified by a DLMS 832N IA Catalog
Data Support transaction citing Catalog Transaction Purpose Code RD.

C23.3.13.2. If an unexpected error occurs that is not accounted for by

existing response codes, a response of “Manual Action Required” will be provided by
EBS and the transaction will output for manual review. This process is identified by a
DLMS 832N IA Catalog Data Support transaction citing Catalog Transaction Purpose
Code AR.

C23.4. PROCEDURES – MARINE CORPS INTERFACE.

C23.4.1. Upon data conversion, all the current local stock numbers and non-DLA
managed materiel masters from the MCMC systems will be migrated to DSS. This will
provide a base line for the materiels currently used at all MCMC sites.

C23.4.2. The catalog data will be applicable to MCMC-assigned LSNs. Since

DLA will be storing and distributing these items to industrial activities (IAs), DLA will
have this data resident in the DSS and the MCMC will provide visibility and updates to
these LSNs via the DLMS 832N IA Catalog Data Support transaction.

C23.4.3. Web-based Query. When new items are needed by any of these sites,
the capability to create new material masters or update user defined data elements to
existing material masters directly into MCMC systems through a user unique screen.
This application within the MCMC systems will prompt users for mandatory fields and
user defined fields for new entries, which may be optional depending upon the site
application. The screen will allow the user to query the current MCMC data base and
determine if an NSN or LSN already exists.

C23.4.4. If no NSN or LSN exists in the MCMC systems, the user will have the
option to add a materiel master identified by a MCMC assigned LSN. MCMC systems
have logic that will default specific mandatory data elements, and prompt user for those
for which a default cannot be determined. MCMC systems will then format a DLMS
832N IA Catalog Data Support transaction and send to the site identified by the user.

C23.4.5. Materiel Identification. Cataloging data will be categorized by items

identified by LSN where no NSN is assigned.

C23.4.5.1. Items currently identified within MCMC systems ((Industrial

Logistics Support Management Information System), and MRP II) as an LSN will be
migrated into DSS. DSS will continue to process transactions against these LSNs and
modification will be done through user unique screen application maintained by the
MCMC systems. Updates will be sent to applicable sites based on these updates.

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C23.4.5.2. For items identified by contractor and Government entity (CAGE)
and part number combination (with no LSN or NSN assigned) within MCMC systems,
MCMC systems will allow end users to create a materiel master for these items via the
user unique screen application and systemically assign an LSN. Updates will be sent to
applicable sites based on the initial creation and any subsequent updates based on end
user input. These LSNs will be established based on the FSC with a sequentially
assigned number in the LSN NIIN.

C23.4.5.3. A cataloging action is not required to establish unit of use LSNs

for NSN materiel or for non-NSN materiel previously assigned an LSN. A DLMS 846A
Asset Reclassification action will be used to re-identify the materiel and trigger the
creation of an item data record under the new LSN within DSS.

C23.4.6. New Records. Upon creation of new materiel identification content

applicable to this process, MCMC systems will build the materiel master, apply the
catalog data to the identified sites (extend to the user sites), and format a DLMS 832N
IA Catalog Data Support transaction citing Catalog Purpose Code AA, New Catalog
Record Added, that will be sent to the DSS via DAAS.

C23.4.7. Modified Records. When the user entry modifies an existing record via
the user unique screen application, the system will prompt the user to save changes.
This will trigger the MCMC system to generate a DLMS 832N IA Catalog Data Support
transaction citing Catalog Purpose Code CC, Catalog Record Changed. This record will
contain all applicable data elements to build a record within the DSS system (allowing
overlay, vice transmission) of only the modified content. The system receiving a
transaction identified by Catalog Purpose Code CC that is unmatched to an
existing record in the database will accept the transaction and process it as a
new record.2

C23.4.8. Deleted Records. When the user entry deletes an existing record via the
user unique screen application, the user will be prompted to save changes. This will
trigger the MCMC system to generate a DLMS 832N IA Catalog Data Support
transaction citing Catalog Purpose Code DD, Catalog Record Delete. This record will
contain all applicable data elements to delete a record within the DSS system

C23.4.9. FLIS Change Notices. DSS will be responsible for providing change
notice information via catalog data support transactions to MCMC sites for changes
related to the NSN itself. MCMC systems will be updated as applicable for these
records.

C23.4.9.1. NSN Replacement. When an NSN is specifically identified as a

‘REPLACED BY,’ the DLMS 832N IA Catalog Data Support transaction citing Catalog
Purpose Code RN, NSN Replaced, including the former and new NSN will be identified.

C23.4.9.2. When an NSN is specifically identified as ‘DISCONTINUED’ the

DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code DN,
2
Refer to ADC 1176. Staggered implementation applies.

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NSN Discontinued; no Replacement, will be provided. If a subsequent NSN is identified
from the FLIS update, the DLMS 832N IA Catalog Data Support transaction citing
Catalog Purpose Code NS, NSN Superseded, will be provided containing both the
former and new NSN.

C23.4.9.3. When an NSN is specifically identified as ‘When Exhausted use’

the DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code RS,
Use NSN When Exhausted, will be provided including both the former and new NSN.

C23.5. AIR FORCE GOVERNMENT FURNISHED PROPERTY ACCOUNTABILITY

C23.5.1. Air Force Background: The Air Force chartered the Government
Furnished Property-Accountability (GFP-A) Capability Initiative to provide
property accountability/control of Air Force-owned, contractor-managed and
possessed property by implementing standard and integrated processes. This
capability establishes and maintains accountable inventory records for GFP
assets managed by the Air Force contractor inventory control points (CICPs), and
makes them visible in the Air Force accountable property system of record
(APSR).

C23.5.1.1. Air Force CICPs will use their own inventory management
systems to send catalog data for local stock number (LSN) items to the Air Force
APSR. The contractor is the source of this information, which is similar to
standard catalog data. The Air Force APSR maintains the data fields used to track
the contractor-provided catalog data. As the item manager, the Air Force CICP is
responsible for identifying the appropriate values to be provided to the Air Force
APSR. The Air Force APSR’s asset master record must mirror the asset
information in the CICP’s IMS at all times.

C23.5.1.1.1. The Air Force CICPs will send catalog data when a new LSN
is added to its contractual requirements, or when information for a previously
assigned LSN changes. The Air Force CICP will transmit a DLMS 832N to the Air
Force APSR after processing the update to reconcile the information between the
two systems. The Air Force APSR will process the DLMS 832N and update its
master record for the affected asset(s).

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C24. CHAPTER 24
PRODUCT QUALITY DEFICIENCY REPORT PROGRAM
C24.1. GENERAL. This chapter provides general information supporting the DoD
Product Quality Deficiency Report (PQDR) Program. The authoritative source for detail
procedures pertaining to this program is DLAR 4155.24/AR 702-7/SECNAVINST 4855.5
series/AFI 21-115, Product Quality Deficiency Report Program (refer to the DLA PQDR
Home Page). The DoD PQDR program requires DoD Component capture and
exchange product quality deficiency information to facilitate root cause determinations,
corrective actions, reliability analysis, and recoupment actions (contractor caused
deficiencies). This chapter provides an overview of the DLMS transaction exchange
supporting the PQDR program. Initial implementation will include the DLA Enterprise
Business Systems (EBS), SECNAV Product Data Reporting and Evaluation Program
(PDREP), and NAVAIRSYSCOM Joint Deficiency Reporting System (JDRS). Initially,
all transactions will pass through the PQDR Inter-service Interface (PQDR II).
Components developing new PQDR processing systems will comply with this DLMS
standard to exchange data with other DoD PQDR systems.

C24.2. PQDR Transaction Set. The PQDR transaction set is used to move the PQDR
(SF-368) data between points (originator/originating point, screening point, action point,
and support point), facilitate PQDR exhibit movements, and exchange general
information (interim responses, general correspondence, etc.). For each transmission,
the receiving system will provide a transaction to the submitting system acknowledging
data receipt. DLMS Supplement 842P, PQDR Data Exchange, replaces the system
unique transactions currently used to exchange date. This DLMS enhancement
provides the DoD Components with a standard electronic transmission method for
reporting PQDRs across systems.

C24.3. APPLICABILITY AND SCOPE. This guidance is applicable to all DoD

Components responsible for reporting and processing PQDR information. It applies to
all supply classes not specifically excluded from PQDR reporting under DLAR
4155.24/AR 702-7/SECNAVINST 4855.5 series/AFI 21-115.

C24.4. PQDR OVERVIEW. The originator/originating point discovers a deficiency and

submits the PQDR to the appropriate screening point. The screening point determines
the appropriate action point (normally the item manager) and forwards the report for
investigation. The action point will either investigate the report or assign the report to a
support point (normally the Defense Contract Management Agency (DCMA)) for
investigation. When required, the PQDR exhibits are moved between the exhibit holder
and the investigating point. Throughout the investigation process, each point sends
interim responses and other routine correspondence transactions to keep each
interested activity updated with the current investigation status. Under DLMS, PQDR
data is exchanged between information technology (IT) systems using the 842P PQDR

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Data Exchange transaction. Once data is shared between systems, all subsequent
transactions must be sent to each shared system.

C24.5. DETAILED REQUIREMENT. PQDR data exchanged electronically between

EBS, PDREP, and JDRS will pass through the PQDR II. The sending system is
responsible for complying with the 842P format and including the applicable data
elements. The report control number (RCN) is the key identifier for each unique PQDR
and will be perpetuated with each transaction. The PQDR II will validate each
transaction for required data elements and reject incomplete transactions to the sending
system. In addition, the PQDR II will maintain a record of the IT systems having
received a prior transaction for each RCN and route a copy of all subsequent
transactions to the IT system.

C24.5.1. PQDR Movement Transactions. The DLMS 842P moves the PQDR
between the different investigating points.

C24.5.1.1. Originator Forwards to Screening Point (Transaction Set Purpose

Code 00). Used when the originator forwards to screening point in another system or
when originator and screening point do not exist within the same system. Note: EBS is
not permitted to originate PQDRs.

C24.5.1.2. Forward from Screening Point to Action Point (Transaction Set

Purpose Code FA). Used when the screening point forwards a PQDR to an action point
and the action point does not exist within the same system.

C24.5.1.3. Forward from Action Point to Support Point (Transaction Set

Purpose Code 4S). Used when the action point forwards a PQDR to a support point
and the support point does not exist within the same system.

C24.5.1.4. Final Reply from Support Point To Action Point (Transaction Set
Purpose Code 11). Used when the support point completes their investigation and
returns the PQDR to an action point and the action point does not exist within the same
system.

C24.5.1.5. Final Reply (Completion Notice) from Action Point to Screening

Point (Transaction Set Purpose Code CN). Used when the action point completes their
investigation and returns the PQDR to a screening point and the screening point does
not exist within the same system.

C24.5.1.6. Not Processed (Misdirected) (Transaction Set Purpose Code 12)

Use to indicate that a PQDR was received by the incorrect screening, action, or support
point and could not be processed. Return misdirected PQDRs to the previous
processing point.

C24.5.1.7. Retraction (Transaction Set Purpose Code 03). Used by

screening and action points to change ownership of a PQDR action back to the previous
processing point or location.

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C24.5.1.8. Reply Rebuttal (Transaction Set Purpose Code RR). Used to

rebut an investigation response. PQDR placed at the prior ownership level.

C24.5.2. Exhibit Movement Transactions. PQDR exhibit movement transactions

provide status and control over exhibit movements. All PQDR processing points can
use exhibit movement transactions. Use of this DLMS 842P for exhibit movement
supplements the use of standard logistics transactions for receipt and shipment status.
When information copies of the receipt and shipment status are provided to the PDREP-
AIS, they will be used to update the exhibit movement and disseminated as appropriate.

C24.5.2.1. Exhibit Request (Transaction Set Purpose Code 13). Used to

request the exhibit and provide shipping information. Refer to paragraph C11.20 for
specific guidance for directed deficient materiel returns including document
number assignment and associated transactions for prepositioned materiel
receipt and materiel returns shipment status.

C24.5.2.2. Exhibit Shipped Notification (Transaction Set Purpose Code 14).

Used to provide exhibit shipment information to the requestor.

C24.5.2.3. Exhibit Receipt (Transaction Set Purpose Code ER). Used to

document exhibit receipt. Note: If sent as a late exhibit receipt, PQDR is reassigned to
the sender’s level.

C24.5.2.4. Exhibit Tracer (Not Found) (Transaction Set Purpose Code 10).
Used by exhibit requestor to request status or follow up on an exhibit request.

C24.5.2.5. Materiel Disposition (Transaction Set Purpose Code MD). Used

to provide final material disposition instructions. Used by the support or action point
after the investigation is complete.

C24.5.2.6. Exhibit Disposition Confirmation (Transaction Set Purpose Code

ED) Used by the current exhibit holder to confirm compliance with material disposition
instructions.

C24.5.3. General Information Transactions. The PQDR general information

transactions provide information or status regarding the PQDR without changing
ownership.

C24.5.3.1. Acknowledge/Status (Transaction Set Purpose Code 08). Used

to acknowledge that a PQDR was received and provide current status to the sender.

C24.5.3.2. Interim Reply (Transaction Set Purpose Code 25). Used by

support or action point to provide investigation status of the PQDR to the previous
owner.

C24.5.3.3. General Correspondence (Transaction Set Purpose Code CO).

Used to transmit general correspondence information concerning the PQDR status from
the sender to the receiver, or to send corrections with an explanation of changes.
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C24.5.3.4. Follow-up for Status (Transaction Set Purpose Code 45). Used to
request status when a processing point has not provided investigation status via interim
reply or the like.

C24.5.3.5. Cancellation (Transaction Set Purpose Code 01). Use when

PQDR is cancelled in one system and cancelation needs to be propagated to other
systems. Note: Only screening points may cancel a PQDR.

C24.5.3.6. Delegate to Alternate Support Point (Transaction Set Purpose

Code DA). Used to delegate to another support point by the responsible support point
without changing the responsible support point.

C24.5.3.7. Redirect/Transfer (Transaction Set Purpose Code 47). Used to

redirect a PQDR to another screening point, action point, or support point within the
component.

C24.5.3.8. Reopen (Transaction Set Purpose Code RO). Used when a

PQDR is reopened by the system sending the transaction and needs to be reopened in
receiving system. The screening point will send to notify other systems that a PQDR
has been reopened. The other touch points (originator, action, or support point) will
send when requesting the PQDR to be reopened.

C24.5.3.9. Update (Transaction Set Purpose Code SU). Used to send an

update to correct or append specific data fields in another IT system.

C24.5.3.10. Forward to Contractor (Transaction Set Purpose Code FC).

Used when support point sends PQDR investigation request to a contractor.

C24.5.3.11. Information Copy (Transaction Set Purpose Code 22). Used to

send information copy of PQDR to another system. Used for dissemination to non-
action activities outside of the PQDR process in another system. Used to provide
PQDR to other agencies with a need to know. All data fields should be sent to present
the entire PQDR to the receiver.

C24.5.4. System Transactions. System transactions are used to confirm data

receipt and communicate transaction failures to the sending system.

C24.5.4.1. Transaction Rejection (Transaction Set Purpose Code 44). Used

when the PQDR II determines that 842P transaction is non-compliant with this standard
or when a recipient system of an 842P is unable to process a transaction due to its data
requirements (i.e. duplicate RCN). This transaction is system generated. End users
should use Transaction Set Purpose Code 12, Not Processed (Misdirected), to return
with comment.

C24.5.4.2. Confirmation of Transaction Receipt (Transaction Set Purpose

Code 06). Used by an automated IT system to confirm transaction receipt from another
system.

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C24.6. Exhibit Tracking. Systemic update of the PDREP-AIS for exhibit tracking is
provided as a by-product of standard logistics transactions. When received at a
distribution depot, the receipt transaction will identify the PQDR RCN and an information
copy of the receipt will be provided. Similarly, when a DLMS shipment status
transaction is prepared for the shipment of an exhibit, the shipment status will
perpetuate the PQDR RCN from the release order.

C24.7. PQDR Inter-Service Interface Query Capability. The PQDR II will allow users to
query the transaction history by RCN, the system inbox to view pending incoming
transactions, and the system outbox to view pending outgoing transaction.

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C25. CHAPTER 25
SECURITY ASSISTANCE PROGRAM
C25.1 GENERAL

C25.1.1. Purpose. The provisions of Military Standard Requisitioning and Issue

Procedures (MILSTRIP) apply to all phases of requisitioning and issue to support the
Security Assistance Program (also known as the Security Cooperation Program);
however, this chapter provides special procedures and instructions for preparing and
processing foreign military sales (FMS) and Grant Aid requirements (see Appendix
7.19), which are exceptions to other areas of the manual.

C25.1.2. Transactions. This chapter addresses the procedures and applicable

transactions relevant to Security Assistance. See the Defense Logistics Management
Standards Program Office Website for available formats on the DLMS IC page. The
corresponding MILSTRIP legacy 80 record position transaction functionality is also
provided for ease of interpretation by DLMS users and to support those working in a
legacy environment. In addition to the listed MILSTRIP legacy transactions, the DLMS
formats may incorporate functionality to support Component-unique transactions as
noted in the implementation convention.

C25.1.2.1. The Requisition Transaction is identified by the DLMS 511R by

beginning segment (1/BR02/020 Code A0). This transaction provides the functionality
of MILSTRIP legacy document identifier codes (DIC) A01, A02, A04, A05, A0A, A0B,
A0D, and A0E.

C25.1.2.2. The Passing Order Transaction is identified by the DLMS 511R by

beginning segment (1/BR02/020 Code BM. This transaction provides the functionality
of MILSTRIP legacy DIC A31, A32, A34, A35, A3A, A3B, A3D, and A3E.

C25.1.2.3. The Referral Order Transaction is identified by the DLMS 511R by

beginning segment (1/BR02/020 Code BN. This transaction provides the functionality of
MILSTRIP legacy DIC A41, A42, A44, A45, A4A, A4B, A4D, and A4E.

C25.1.2.4. The Requisition Modification Transaction is identified by the

DLMS 511M by beginning segment (1/BR02/020 Code AM. This transaction provides
the functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and
AME.

C25.1.2.5. The Requisition Follow-Up Transaction is identified by the DLMS

869F by beginning segment (1/BSI08/020 Code IN. This transaction provides the
functionality of MILSTRIP legacy DIC AT1, AT2, AT4, AT5, ATA, ATB, ATD, and ATE.

C25.1.2.6. The Supply Status Transaction is identified by the DLMS 870S by

three different beginning segment (1/BSR01/020) Transaction Type Codes.

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C25.1.2.6.1. Transaction Type Code 4 – Response to Requisition. This
transaction provides the functionality of MILSTRIP legacy DIC AE1, AE2, AE3, AE8,
AE9, AEA, AEB, AED, and AEE.

C25.1.2.6.2. Transaction Type Code 5 – Notice of Response to Direct

Vendor Delivery. This transaction provides the functionality of MILSTRIP legacy DIC
AB1, AB2, AB3, and AB8.

C25.1.2.6.3. Transaction Type Code 6 – Notice of Response to Supply

Assistance. This transaction provides the functionality of MILSTRIP legacy DIC AE1,
AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

C25.1.2.7. The Shipment Status Transaction is identified by the DLMS 856S

by beginning segment (1/BSN06/0200 Code AS. This transaction provides the
functionality of MILSTRIP legacy DIC AS1, AS2, AS3, AS8, AU1, AU2, AU3, and AU8.

C25.1.2.8. The Notice of Availability Transaction is identified by the DLMS

856N by beginning segment (1/BSN06/0200 Code AD. This transaction provides the
functionality of MILSTRIP legacy DIC AD1, AD2, AD3, AD4, and ADR.

C25.1.2.9. The Notice of Availability Reply Transaction is identified by the

DLMS 856N by beginning segment (1/BSR01/20 Code 8. This transaction provides the
functionality of MILSTRIP Legacy DIC AD5.

C25.2. REQUISITION FORMATS

C25.2.1. Requisitions for FMS and Grant Aid materiel vary from the construction
of requisitions in support of U.S. Forces. Codes peculiar to FMS and Grant Aid
requisitions are listed in the designated appendices and in the military assistance
program address directory (MAPAD) found in DLM 4000.25 Volume 6, Chapter 3,
together with their meanings and applications. Specific FMS and Grant Aid requisition
entries are as follows:

C25.2.1.1. Grant Aid

C25.2.1.1.1. Requisitioner Field (first six positions of the document

number). All Grant Aid requisitions will contain a unique six-position identification code
consisting of a combination of codes that identifies the SC implementing agency and
provides specific requisitioning and shipping instructions for the source of supply and
shipping activities. This identification code is the first six positions of the document
number. DLM 4000.25 Volume 6, Chapter 3, Military Assistance Program Address
Directory (MAPAD); DoD 5105.38-M, Security Assistance Management Manual
(SAMM); and DoD 7000.14-R, DoD Financial Management Regulation, in combination,
provide the interpretation of these codes.

C25.2.1.1.1.1. The first position will contain the FMS and Grant Aid
service assignment code (Appendix 7.2) of the SC implementing agency responsible for
administering the Grant Aid Program line.

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C25.2.1.1.1.2. The second and third positions will contain the SC
customer code (Appendix 7.18)1.

C25.2.1.1.1.3. The fourth position will contain the mark-for code,

also known as the in-country code, to indicate the recipient or place of discharge within
the country/activity (see MAPAD), with the exception of DLMS 511R (MILSTRIP legacy
DIC A05/AOE) Requisition with Exception Data containing special one-time shipping
instructions entered in the Remarks block of the requisition. In this instance, a
requisition may contain a zero in the fourth position of the requisitioner field. The
special instruction will include an address to receive documentation when documents
are not to be forwarded to the ship-to address. The use of Requisitions with Exception
Data will be limited to one-time situations where it is not practicable to designate the
addresses by coded entries in the requisition and in the MAPAD.

C25.2.1.1.1.4. The fifth position will contain a numeric zero (0).

C25.2.1.1.1.5. The sixth position will contain the appropriate Grant

Aid type of assistance/financing code (Appendix 7.19).

C25.2.1.1.2. Supplementary Address Field (six character field)

C25.2.1.1.2.1. The first position will contain Y to indicate that the

data entered in the second through sixth positions are nonsignificant to the overall
systems but are to be perpetuated in all subsequent documentation.

C25.2.1.1.2.2. The second through fifth positions will contain the

record control number (RCN). This number is assigned by the appropriate Service
activity and is constructed as follows:

C25.2.1.1.2.2.1. The first position of the RCN will contain the

last digit of the program year in which the requisitioned item was approved and funded.

C25.2.1.1.2.2.2. The second through fifth positions of the

RCN will contain the four-position program line item number (alpha/numeric) of the
program.

C25.2.1.2. Foreign Military Sales

C25.2.1.2.1. Requisitioner Field (first six positions of the document

number). All FMS requisitions will contain a unique six-position identification code
consisting of a combination of codes that identifies the requisitioning country or
international organization and provides specific requisitioning and shipping instructions
for the source of supply and shipping activities. This identification code is the first six
positions of the document number. DLM 4000.25 Volume 6, Chapter 3, Military
Assistance Program Address Directory (MAPAD); DoD 5105.38-M, Security Assistance

1
Refer to Approved Defense Logistics Management Standards (DLMS) Change (ADC) 448B

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Management Manual (SAMM); and DoD 7000.14-R, DoD Financial Management
Regulation, in combination, provide the interpretation of these codes.

C25.2.1.2.1.1. The first position will contain the FMS and Grant Aid
Service assignment code (Appendix 7.2) of the SC implementing agency responsible for
administering the FMS case.

C25.2.1.2.1.2. The second and third positions will contain the SC

customer code (Appendix 7.18) 2.

C25.2.1.2.1.3. The fourth position will contain the mark-for code,

also known as the in-country code . This code will be assigned and recognized in
conjunction with the FMS offer release option code and the freight forwarder/country
representative (FF/CR) code; see explanation in paragraph C25.2.1.2.3.. When a mark-
for code is not applicable, a zero must be entered.

C25.2.1.2.1.4. The fifth position will contain the FMS delivery term
code (see DTR 4500.9-R, “Defense Transportation Regulation” (DTR) or DLMS
Dictionary Logistics Data Resources Management System (LOGDRMS) for code
definition and applicable values) to convey the point of delivery condition negotiated
under the case agreement, and must correspond to delivery terms specified in the
applicable letter of offer and acceptance.

C25.2.1.2.1.5. The sixth position will contain the appropriate FMS

type of assistance/financing code (Appendix 7.19).

C25.2.1.2.2. Supplementary Address Field (SUPADD) (six character

field). Use of the legacy SUPADD will be retained until full DLMS implementation by all
trading partners. DLMS transactions will carry redundant mapping of the discrete data
element content concatenated to configure the SUPAAD.

C25.2.1.2.2.1. The first position will contain the security assistance

program customer service designator (derived from Appendix 7.2). This is the customer
country’s requisitioning Service, which is published in the DLMS Dictionary and
MAPAD.

C25.2.1.2.2.2. The second position will contain the applicable FMS

offer release option code (A, Y, or Z) or Code X to denote that the United States is
responsible for transportation arrangements as determined by negotiations between the
customer CR and the U.S. Service responsible for administering the FMS case, and as
reflected in the case agreement. FMS offer release option codes are listed in DLMS
Dictionary and DLM 4000.25, Volume 1, Appendix 2, Definitions with explanations of
their application and recognition under FMS offer and release procedures.

C25.2.1.2.2.3. The third position will contain the FF/CR code to

designate the recipient of shipments and documentation as published in the MAPAD.

2
Ibid.

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This entry or the use of code X or W will be applied and recognized in conjunction with
the mark-for code entry as explained in Paragraph C25.2.1.2.3.

C25.2.1.2.2.4. The fourth through sixth positions will contain the

specific SC case designator consisting of a three-position alpha/numeric code. The
first position must be alphabetic, and the second and third positions may be alphabetic
or numeric. All correspondence (such as letters and messages) must include the
appropriate case identifier composed of the two-digit SC customer code, one-digit SC
implementing agency code, the three-digit case designator, and the three-digit SC case
line item identifier as part of the identification data.

C25.2.1.2.3. Designation of Shipment Addresses for Foreign Military

Sales. The means of expressing ship-to and/or mark-for addresses in requisitions are
the entries shown in mark-for and FF/CR, respectively. The designation of such
addresses will be consistent with delivery terms contained in the case agreement.
Specific codes must not be utilized in requisitions until such time as the codes and
corresponding addresses are published in the MAPAD.

C25.2.1.2.3.1. The Defense Automatic Addressing System (DAAS)

will reject Requisitions, Referral Orders, Passing Orders, Requisition Follow-Ups, and
Requisition Modifications containing Military Assistance Program Address Codes
(MAPAC) that do not have valid ship-to and mail-to addresses in the MAPAD, to the
submitting International Logistics Control Office (ILCO) using DLMS 870S (MILSTRIP
legacy DIC AE9 Supply Status with Supply Status Code DP.

C25.2.1.2.3.2. The inventory control points (ICP) may reject

requisitions received off-line (mail, message, courier, fax, telephone) which contain
MAPACs that do not have valid ship-to and mail-to addresses in the MAPAD, to the
submitting ILCO using DLMS 870S (MILSTRIP Legacy DIC AE3) Supply Status with
Supply Status Code CX. This includes requisitions with exception data directing
materiel to various shipping points.

C25.2.1.2.3.3. When shipment is to be made to a FF/CR or to a

point designated by a FF/CR in response to a notice of availability (NOA), a specific
code other than an X or W will be entered in the third position of the supplementary
address. In this instance, the ship-to address will be the address listed in the MAPAD
for the FF/CR or the address provided in response to the NOA. The mark-for address
will be the address listed in the MAPAD for the code in the mark-for field (fourth position
of the requisition document number). For those countries that do not publish clear-text
addresses for mark-for codes, there will be no mark-for address, but supply and
shipping activities will perpetuate the mark-for code in all related documentation. When
a mark-for code is not applicable, a zero will be entered.

C25.2.1.2.3.4. When shipment is to be made to an assembly point

or staging area, an XW will be entered in the second and third positions of the
supplementary address and a clear-text address will be conveyed in a requisition with

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exception data. See paragraph C25.2.1.2.3.2. The mark-for field, if required, will
designate the mark-for address.

C25.2.1.2.3.5. When shipment is to be made to an address within

the customer country, an XX will be entered in the second and third positions of the
supplementary address and the in-country ship-to address will be the address listed in
the MAPAD for the designated mark-for code. See paragraph C25.2.1.2.4.3.

C25.2.1.2.3.6. The foregoing instructions apply to all customer

countries except Canada. For Canada, shipment address codes are contained in the
second and third positions of the supplementary address.

C25.2.1.2.4. FMS Offer Release Option Codes

C25.2.1.2.4.1. FMS offer release option codes are used in

requisitions for shipments to be made or offered to FF/CRs. These codes specify
whether shipments are to be made automatically or under one of two types of NOAs
and will be consistent with the conditions of the FMS case agreements. FMS Offer
release option codes are not applicable to requisitions for Canada since FFs are not
utilized for Canada and both the second and third positions of the supplementary
address are used to denote shipment addresses.

C25.2.1.2.4.2. FMS offer release option codes and their

explanations are listed in DLMS Dictionary and further clarified in DLM 4000.25, Volume
1, Appendix 2, Definitions.

C25.2.1.2.4.3. If, consistent with the conditions of the FMS case

agreements, transportation arrangements for shipments are to be accomplished by the
U.S. Service, an X will be entered in second position of the supplementary address in
lieu of an FMS offer release option code. When an X is authorized and entered in
second position of the supplementary address, an X or W, denoting shipment to an
address within the customer country or shipment to an assembly point or staging area,
must be entered in the third position of the supplementary address.

C25.3. REQUIRED AVAILABILITY DATES

C25.3.1. Requisitions for FMS and Grant Aid requirements for major weapons
systems, end items, and concurrent spares will be prepared to reflect the amount of
time remaining from dates of requisitions until required availability dates (RADs)
become effective. In FMS cases, compute the RAD by adding the lead time stated on
the letter of offer and acceptance (LOA) to the date of acceptance by the purchaser.
For Grant Aid, compute the RAD by adding the ICP determined lead time to the date of
the order.

C25.3.2. The requisition RAD is a three position value consisting of the character
A in the first position followed by the number of months remaining from the date of the
requisition to the computed RAD in the second and third positions. The RAD is
identified in the DLMS 511R Requisition by the Date/Time segment (2/G6201/80 Code

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BD; in MILSTRIP legacy DIC A0_ transactions, it is identified in rp 62-64. The
concatenated RAD value enables the source of supply, ILCO, and customer control of
requisitions, provides for recognition of firm commitments to foreign governments, and
helps ensure that materiel requirements are ready for delivery by the approved RAD.
The actual date for calculation of the RAD will be the last day of the month depicted by
the RAD entries in the requisition. Shipment of materiel will be made at the time of
initial requisition processing to the extent that releasable assets are available,
regardless of the number of lead time months shown in the RAD entry. Materiel not
immediately available should be acquired and shipped by the last day of the month
depicted by the RAD entries. However, depending on availability, materiel may be
acquired and shipped after the RAD expires and cancellations are submitted.
Appropriate status will be provided to the address(es) designated in the requisition.

C25.3.3. For Grant Aid, as soon as practicable, but not later than 120 days after
receipt of an approved funded order, the Service/Agency (S/A) Departments will place a
RAD on the requisitions for major items, and the associated support equipment and
initial issue parts, as determined by the S/A.

C25.3.4. RAD time begins with the date of the requisition (i.e., the date contained
in the requisition document number (See Appendix 7.14)) and does not have the effect
of holding release of the materiel.

C25.3.5. Requisition originators will modify the RADs when contract forecast
delivery dates indicate availability of items at a time other than designated by the
previously established RADs. In inter-S/A actions, when requisitions or other
documents bear a RAD with a shorter lead time than when the materiel will be available,
the supplying S/A will promptly provide the requesting S/A with status reflecting the true
availability date. This will be accomplished by use of DLMS 870S Supply Status
(MILSTRIP legacy DIC AE_) with Supply Status Code BB, BV, or B3, as appropriate.
The requesting S/A will adjust all records to reflect the new availability date information.
When the supplying S/A is aware that the established RAD will not be met, that S/A’s
source of supply will advise the appropriate ILCO that the RAD will not be met due to
slippage and internal processing. The advice of RAD slippage will be furnished to the
ILCO by letter, message, or DLMS 870S Supply Status (MILSTRIP legacy DIC AE_)
with Supply Status Code B3.

C25.3.6. An extended required delivery date (RDD) in an FMS requisition will be

expressed with the letter S in the first position, followed by the number of months from
the date of the requisition before which delivery is required in the second and third
positions. The extended RDD is identified in the DLMS 511R Requisition by the special
requirements code (2/LQ01/140 Code AL); in MILSTRIP legacy DIC A0_ transactions it
is identified in rp 62-64.

C25.3.6.1. The release date is defined as five days prior to the last day of the
month indicated in the last two positions of the extended RDD. Releasable assets will
be held until 50 days prior to the last day of the indicated month.

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C25.3.6.2. In the case of DLA support, the extended RDDs will cause
intentional holding of support. For those orders, the support date is calculated
externally by DAAS upon receipt of the transaction and fed to DLA (RIC SMS). DAAS
sends RIC SMS the actual Standard Delivery Date, which in the case of extended
RDDs will cause the order to go into BP status and be held until 50 days prior to the
release date.

C25.4. REQUISITION PREPARATION AND SUBMISSION

C25.4.1. Requisitions will be prepared and transmitted by Security Assistance

countries and security assistance organizations (SAO) to the applicable ILCO in the
appropriate MILSTRIP format as prescribed by the U.S. Service. The ILCO will transmit
FMS and Grant Aid requisitions to the appropriate source of supply in the prescribed
DoD MILSTRIP format.

C25.4.2. Requisitions prepared by the U.S. Service for FMS and Grant Aid
requirements will be transmitted to the appropriate source of supply in the prescribed
MILSTRIP format.

C25.4.3. ILCOs will enter a cooperative logistics program support category code
(CLPSC) (Appendix 7.22) to applicable requisitions and passing orders, in order to
convey programmed/non-programmed status of a requisition to an ICP/integrated
materiel manager (IMM). The CLPSC is identified in the DLMS 511R Requisition by the
cooperative logistics program support code (2/LQ01/140 Code 89) ; in MILSTRIP legacy
DIC A0_ transactions it is identified in rp 72. Supply support provided under
cooperative logistics supply support arrangement (CLSSA) agreements is intended to
provide support to the requiring nation on the same basis that support is provided to
U.S. Forces, within assigned priority (based upon force or activity designator (F/AD))
and with all other coding being equal. However, such support cannot be provided if it
will impair the combat effectiveness of U.S. Forces. Consequently, CLSSA support is
not to be provided on the same basis as for U.S. Forces until after the expiration of a
lead time period necessary to augment U.S. Stocks to support the agreement. CLSSA
requisitions received before the expiration of required lead time may be filled from
existing supply source stocks only if stock levels do not drop below the established
reorder point. If sufficient stock balances are not available to fill such requisitions
without dropping below the reorder point, sources of supply will initiate procurement
action to fill the CLSSA requirement. CLSSA requisitions received prior to expiration of
the established lead times are considered to be “un-programmed” requirements. Un-
programmed CLSSA requisitions and passing orders will contain CLPSC 2 (Appendix
7.22). CLSSA requisitions and passing orders received after expiration of the lead time
required to augment stock levels will be processed in the same manner as U.S.
demands. Such requisitions and passing orders are considered to be “programmed”
requirements and will contain CLPSC 1. If the requisition does not identify a CLPSC
code, the ICP/IMM will process it as an un-programmed requirement.

C25.4.4. Certain FMS and Grant Aid requisitions will be subject to a restriction in
quantity when it is determined that the total requirement for an item will result in more

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than 25 shipment units. This constraint is employed to preclude the assignment of non-
MILSTRIP transportation control numbers (TCN) that occur when the number of
shipment units exceeds 25 and that cause a loss of identity to the shipment. The DoD
Components must specify the items of equipment to which the quantity restriction
applies. Generally, these items are equipment such as wheeled/tracked vehicles or
other items when a unit of issue of one each constitutes a single shipment unit.

C25.4.5. SA requisitions (identified by Service/Agency Code B, D, I, K, P, or T in

the document number) will be reviewed for appropriate PD assignment by the ILCO
prior to release. Specific procedures to accomplish this may be deferred until
implementation of the Defense Security Assistance Management System (DSAMS). SA
will not be revalidated by DAAS against the established edit table. However, any SA
requisitions with PD 01, 04, or 11 will be displayed as suspected abuse in the
Unauthorized Priority Designator Report under the appropriate Service/Agency heading
with no activity name.

C25.4.6. Security Cooperation Enterprise Solution (SCES) Interim State

Logistics Routing Solution

C25.4.6.1. Under the Security Cooperation Enterprise Solution (SCES)

interim state logistics routing solution, if the Security Cooperation (SC) case
designator indicates the FMS case is managed by SCES, the ILCO management
information system will recode the FMS or Grant Aid requisition as a passing
order (DIC A3_) and update the transaction with the applicable Defense Security
Cooperation Agency (DSCA) RIC, distribution code, and fund code values based
on the SC implementing agency code.3

C25.4.6.2. After validation, SCES will convert the passing order to a

requisition and transmit the FMS and Grant Aid requisitions to the appropriate
source of supply.4

C25.5. STATUS IN GENERAL

C25.5.1. Sources of supply will provide status only to the ILCO or other monitoring
activities identified by the distribution code. The DLMS 870S (MILSTRIP legacy DIC
AE3) will be used to provide supply status, and the DLMS 856S (MILSTRIP legacy DIC
AS3) will be used to provide shipment status in response to follow-ups. However, the
DLMS 870S (MILSTRIP legacy DIC AE8)/DLMS 856S (MILSTRIP legacy DIC AS8) will
be used for status initiated by the source of supply or as otherwise delegated. It is the
responsibility of the ILCO or monitoring activity to furnish status to the appropriate
country status recipient.

C25.5.2. Status from the ILCO/monitoring activity to the MAPAD country status
recipient will be transmitted through DAAS.

3
Refer to Approved DLMS Change (ADC) 1177.
4
Ibid

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C25.5.3. Status to FMS customers is sent to the MAPAD type address code
(TAC) 4 country status recipient.

C25.5.4. Status to Grant Aid customers is sent to the MAPAD TAC 3 purchaser/in-
country SAO status recipient.

C25.5.5. The media and status (M&S) entry should be zero to preclude
unnecessary status output. The transmission medium is determined by DAAS.

C25.6. STATUS UPON REQUISITION INITIATION OR SUBMISSION

C25.6.1. General. Status is provided by the ILCO to the customer when the
requisition enters the supply system.

C25.6.2. Service Initiated Requisitions. When FMS requisitions are prepared and
introduced by a U.S. Military Service, a supply status document representing the U.S.
prepared requisition will be transmitted by the introducing U.S. Military Service to the
appropriate MAPAD status recipient. The supply status document may also be
prepared for Continental United States (CONUS)-generated Grant Aid transactions and,
when prepared, will be transmitted to the appropriate in-country SAO.

C25.6.2.1. For MILSTRIP legacy DIC AE_, the supply status will contain
code A, B, D, or E in the third position of the DIC to reflect the type of stock number
being requisitioned.

C25.6.2.2. The latest available unit price should be entered in the DLMS
870S in the Baseline Item Data segment (2/PO104/150); in MILSTRIP legacy DIC AE_
transactions, it is identified in rp 74-80; however, this is an optional entry depending on
the capability of the involved Military Service.

C25.6.2.3. Status Code BU will be entered in the DLMS 870S in the status
code 2/LQ01/330 Code 81); in MILSTRIP legacy DIC AE_ transactions, it is identified in
rp 65-66.

C25.6.2.4. The estimated shipping date (ESD) may be left blank. If provided,
it is entered in the DLMS 870S in the Date/Time Reference segment (2/DTM01/240
Code 369; in MILSTRIP legacy DIC AE_ transactions, it is identified in rp 70-73.

C25.6.3. Customer Initiated Requisitions

C25.6.3.1. When country prepared FMS requisitions are forwarded to

sources of supply by the ILCO, a DLMS 870S (MILSTRIP legacy DIC AE2) citing Status
Code BW will be provided to the customer.

C25.6.3.2. When Grant Aid requisitions prepared by the in-country SAO are
forwarded to sources of supply by the ILCO, a DLMS 870S (MILSTRIP legacy DIC AE1)
citing Status Code BW will be provided to the customer/SAO.

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C25.6.3.3. The latest available unit price may be entered in the DLMS 870S
in the Baseline Item Data segment (2/PO104/150); in MILSTRIP legacy DIC AE_
transactions, it is identified in rp 74-80.

C25.6.3.4. The ESD may be left blank. If provided, it is entered in the DLMS
870S in the Date/Time Reference segment (2/DTM01/240 Code 369; in MILSTRIP
legacy DIC AE_ transactions, it is identified in rp 70-73.

C25.7. FOLLOW-UPS AND STATUS RESPONSES

C25.7.1. As authorized, follow-ups, modifiers, and cancellations for FMS and

Grant Aid transactions may be submitted by the CR or in-country SAOs to the
sources(s) designated by the individual U.S. Military Service administering the FMS
case or Grant Aid program line.

C25.7.2. When follow-ups are submitted to the ILCO/monitoring activity, the latest
status information will be furnished to the CR by the ILCO/monitoring activity.

C25.7.3. FMS requisition status will be provided in the DLMS 870S Supply Status
(MILSTRIP Legacy DIC AE2) or the DLMS 856S Shipment Status (MILSTRIP legacy
DIC AS2).

C25.7.4. Grant Aid requisition status will be provided in the DLMS 870S
(MILSTRIP Legacy DIC AE1) or DLMS 856S (MILSTRIP legacy DIC AS1).

C25.7.5. When current status information is not available on requisitions that were
submitted to the supply system, the ILCO/monitoring activity may transmit the follow-up
to the appropriate source of supply or provide interim status to the customer pending
completion of ILCO/monitoring activity follow-up action. In either case, a supply status
document containing Supply Status Code BW or BM (as indicated by the U.S. Military
Service) and a blank ESD field may be provided to the customer. When requisitions
have not been introduced into the supply system, the ILCO/monitoring activity will
provide a written reply to the customer originated follow-ups.

C25.7.6. Security Cooperation Enterprise Solution (SCES) Interim State

Logistics Routing Solution. Under the SCES interim state logistics routing
solution, the ILCO management information system will forward follow-ups,
modifiers, and cancellations to the applicable DSCA RIC based on the SC
implementing agency code if the SC case designator indicates the FMS case is
managed by SCES. 5

C25.8. CANCELLATION AND REJECTION STATUS

5
Ibid

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C25.8.1. Cancellation and rejection status from the source of supply will be
provided to the ILCO/monitoring activity using the DLMS 870S (MILSTRIP legacy DIC
AE3) and the appropriate status code.

C25.8.2. DLMS 870S (MILSTRIP Legacy DIC AE1/AE2) supply status

transactions will not be produced by the source of supply on FMS and Grant Aid
requisitions.

C25.9. STATUS ON FOREIGN MILITARY SALES NOTICE OF AVAILABILITY

C25.9.1. When FMS requisitions are processed and a NOA is forwarded to the
FF/CR, a DLMS 870S (MILSTRIP legacy DIC AE2) supply status transaction containing
Status Code BL will be furnished to authorized status recipients at the same time the
NOA is forwarded.

C25.9.2. The BL status advises that the item is available for shipment and was
offered to the FF/CR on the date entered in the DLMS 870S in the Date/Time Reference
segment (2/DTM01/240) Date/Time Qualifier 169 – Product Availability Date; in
MILSTRIP legacy DIC AE2 transactions, it is identified in rp 70-73.

C25.10. MODIFICATION OF FOREIGN MILITARY SALES OFFER RELEASE OPTION

OR FREIGHT FORWARDER/COUNTRY REPRESENTATIVE

C25.10.1. Unusual circumstances may require a change in the country FMS offer
release option code or FF/CR code for an FMS case or for individual requisitions within
an FMS case. When this condition exists, either FMS customers or ILCO/monitoring
activity may initiate a DLMS 511M (MILSTRIP legacy DIC AM_) Requisition Modification
to change the coded data in FMS requisitions that have been released to the supply
system.

C25.10.2. FMS requisition modification transactions will be initiated under

standard MILSTRIP procedures. Entries in the requisition modifier transaction may
differ from those in the original requisition only to reflect changes to one or any
combination of the following:6

C25.10.2.1. Media and status, Industry Code segment (2/LQ01/140 Code

DF) (MILSTRIP legacy rp 7)

C25.10.2.2. FMS offer release option code, Industry Code segment

(2/LQ01/140 Code 95) (MILSTRIP legacy rp 46)

C25.10.2.3. Freight forwarder, Industry Code segment (2/LQ01/140 Code

A6) (MILSTRIP legacy rp 47)

6
Revised requisition modifier procedures last reported as not implemented by the United States Marine
Corps (USMC). Refer to AMCL 123C.

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C25.10.2.4. Signal code, Industry Code segment (2/LQ01/140 Code DE)
(MILSTRIP legacy rp 51)

C25.10.2.5. Fund code, Accounting Data segment (2/FA201/286 Code B5) –

Fund Code (MILSTRIP legacy rp 52-53)

C25.10.2.6. Distribution code, Industry Code segment (2/LQ01/140 Code

AK) (MILSTRIP legacy rp 54)

C25.10.2.7. Project code, Industry Code segment (2/LQ01/140 Code 78)

(MILSTRIP legacy rp 57-59)

C25.10.2.8. Priority designator, Industry Code segment (2/LQ01/140 Code

79) (MILSTRIP legacy rp 60-61)

C25.10.2.9. Required availability date, Date/Time segment (2/G6201/80

Code BD) (MILSTRIP legacy rp 62-64)

C25.10.2.10. Advice code, Industry Code segment (2/LQ01/140 Code 80)

(MILSTRIP legacy rp 65-66)

C25.10.3. Modifiers that change the country FMS offer release option or FF/CR
must be submitted to procurement for manual amendment of contracts. Customers are
responsible for additional charges that may accrue. To limit manual processing and
avoid additional contract charges, modifiers that change the country FMS offer release
options or FF/CRs should be submitted only when the change is mandatory. When
LOAs have not been amended to reflect the changes, FMS customers must coordinate
with the Service ILCO/monitoring activity before requesting requisition modification.

C25.11. RELEASE OF FOREIGN MILITARY SALES SHIPMENTS 7

C25.11.1. General. U.S. shipping activities use the NOA to notify the designated
FF/CR addressee and the International Logistics Control Office (ILCO) (identified by the
SC Implementing Agency) that materiel is ready for shipment.

C25.11.1.1. The procedures for releasing shipments of FMS materiel from

storage activities are normally dependent upon the entry in the FMS offer release option
field of requisitions or related transactions. The exceptions to use of the FMS offer
release option code in the release of shipments are:

C25.11.1.1.1. When the shipment is unclassified and is to be

accomplished by parcel post/small parcel delivery service, the shipment will be released
automatically without an NOA and should be either insured, certified, or registered.
Evidence of shipment must be provided for all FMS shipments regardless of shipment

7
Refer to ADC1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding DLMS
856N NOA and 870N NOA Reply. DLMS implementation for SCES may be delayed until fully fielded to
all the ILCOs (estimated for January 2019)

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size, weight, or value. Classified shipments always require use of an NOA, as indicated
below.

C25.11.1.1.2. When an export release is required from the Military

Surface Deployment and Distribution Command (SDDC) under DTR 4500.9-R, Chapter
203 (Shipper, Transshipper, and Receiver Requirements and Procedures), the shipping
activity will submit a request for export release to the SDDC Operations Center before
shipment. An NOA will be furnished to the FF/CR and will indicate that an export
release has been requested. The export release provided by the SDDC releasing
authority will include shipping instructions as coordinated with the FF/CR.

C25.11.1.1.3. When the shipping activity determines a need for a high

degree of protection or control, or FMS Offer Release Option Code Z is indicated, the
shipment must not be made until a response from the NOA is received. Examples of a
shipment requiring a high degree of protection or control include materiel that is
dangerous/hazardous, or sensitive; these types of shipments may not require an export
release. Note that FMS offer release option Z procedures must be followed if any
unusual transportation factors apply. This includes oversize or overweight shipments,
hazardous materiel shipments, classified shipments, sensitive shipments, and
ammunition, arms and explosives shipments or any other factor that mandates
coordinated release procedures (this does include Canada).

C25.11.1.1.4. From SDDC, an NOA will be furnished to the FF/CR and

the shipment will be held pending receipt of release and shipping instructions from the
FF/CR. NOAs for classified shipments will be forwarded to the CR identified in the
MAPAD.

C25.11.1.2. For shipments not subject to the exceptions outlined in

Paragraph C25.11.1.1., the entry in the FMS offer release option field will prescribe
procedures to be followed in releasing shipments of FMS materiel from storage
activities. For FMS offer release options Y and Z, notification to the designated FF/CR
is required prior to release of the shipment. For FMS offer release option A or X, the
shipment will be released automatically, without providing an NOA to the FF/CR.

C25.11.1.3. U.S. shipping activities use the NOA to notify both the
designated FF/CR addressee and the ILCO that materiel is ready for shipment. A
manual NOA will be prepared for all FMS purchases except those customers
specifically requesting mechanized NOAs such as the Federal Republic of Germany.
Countries desiring to receive the mechanized NOA will submit a request to the Director,
Defense Logistics Management Standards Program Office. All purchasers requesting
the mechanized NOA will be identified in this paragraph. Procedures for NOA
preparation are contained in Paragraphs C25.11.2. and C25.11.3.

C25.11.1.4. The NOA will identify the TCN assigned to the shipment, which
will be created in accordance with guidance in DTR 4500.9-R, Appendix L. The manual
or mechanized NOA document will be assigned an NOA notice number to reflect the
number of times the NOA has been sent to the FF/CR.

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C25.11.1.5. ILCO Notifications.

C25.11.1.5.1. To provide the ILCO visibility to NOAs, shipping activities

will send a DLMS 856N (No MILSTRIP Legacy DIC equivalent for this notification
process) to the ILCO, even if a manual DD Form 1348-5 was sent to the FF/CR.

C25.11.1.5.2. The ILCO will be identified as a party to receive copy in

the DLMS 856N. The ILCO will be identified by the SC Implementing Agency Code in
the first position of the document number. Authorized SC Implementing Agency codes
are restricted to those identified in Appendix 7.2. When the ILCO is identified as a party
to receive copy, DAAS will route a copy of the DLMS 856N to the Security Cooperation
Enterprise System (SCES). SCES will then have the ability to associate NOA
information with the applicable ILCO and FMS Case Designator.

C25.11.1.5.3. For those systems not capable of sending a mechanized

NOA, send an information copy of the NOA to the ILCO via offline methods (e.g.,
phone, fax, email).

C25.11.2. Manual Notice of Availability

C25.11.2.1. DD Form 1348-5, Notice of Availability/Shipment, will serve as a

cover document for individual copies of DD Form 1348-1A, DD Form 250, or DD Form
1149 applicable to each line item in a shipment unit. Together, these documents
comprise the original NOA. The data to be entered on DD Form 1348-5 (See Appendix
6.4) are those that describe the shipment unit, while the supporting copies of the DD
Form 1348-1A provide individual item data. All blocks of the DD Form 1348-5 from the
top of the form to the portion captioned “CONSIGNEE INFORMATION” will be
completed by initiating activities. All data blocks are self-explanatory, except that the
“NOA Notice Number” reflects the number of times the NOA has been sent to the
FF/CR. The TCN block represents the transportation control number, which is the TCN
assigned to track the shipment. The shipping activity must complete the “SPECIAL
REQUIREMENTS” section for materiel discussed in Paragraph C25.11.1.1.3. The
manual NOA will be mailed to the notice recipient specified in the MAPAD, except that
the NOAs covering classified shipments will be forwarded to the country representative.
Distribution of DD Form 1348-5 is as follows:

COPY NO. USAGE

1 Retained by the shipping activity pending receipt of shipment release

instructions.

2, 3 Furnished to the appropriate FF/CR address (as designated in the

MAPAD to receive the NOA) for insertion of shipment release
instructions on the third copy and return to the shipping activity. The
second copy will be retained by the FF/CR. Copies of the DD Form
1348-1A, DD Form 250, or DD Form 1149 will accompany the DD
Form 1348-5.

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C25.11.2.2. Replies to manual NOAs will be performed by two different
methods, contingent on the need for an export release. When an export release is
required, the FF/CR will furnish specifying consignment instructions, if any, and
coordinate these or other shipment or delivery instructions with the SDDC releasing
authority. When an export release is not required, the reply will be accomplished by
insertion of shipment release instructions on the third copy, which will be returned to the
shipping activity. Shipment release instructions will provide for shipment or delivery of
materiel to a single destination by shipment unit. Shipping activities will not split
shipment units identified by shipment unit numbers to accommodate shipments or
deliveries to multiple points. Instructions to FF/CRs regarding replies to NOAs will
specify the need for coordinated instructions when an export release is required and
include provisions for the following minimum data in the replies to other NOAs:

C25.11.2.2.1. The complete name and address of the consignee except

when materiel will be picked up by the FF/CR.

C25.11.2.2.2. The date materiel is to be shipped or the date the materiel

will be picked up by the FFCR.

C25.11.2.2.3. The complete name and telephone number(s) of the

individual(s) who will be available and authorized to receive materiel on behalf of the
purchasing country, for the specific classified shipment covered by the NOA advising of
the availability of a classified shipment.

C25.11.2.3. In instances where the shipment does not require an export

release or the shipping activity determines there is no requirement for a high degree of
protection or control and the FMS offer release option Y is indicated for the materiel, the
shipment will be released to the FF/CR on the 15th calendar day after the NOA date,
unless alternate shipping instructions are received. When an export release is required,
the shipment will be held pending receipt of release and shipping instructions from the
SDDC releasing authority, and if such instructions are not received within 15 calendar
days after the NOA date, follow-up to both SDDC and the ILCO in lieu of transmitting a
duplicate NOA. In instances where the shipping activity has determined a need for a
high degree of protection or control or FMS offer release option Z is indicated, the
shipment must be held pending receipt of release and shipping instructions from the
FF/CR. If an NOA response is not received within 15 calendar days of the NOA date,
the shipping activity will send a follow-up to the designated NOA recipient using the
same TCN. The duplicate NOA will be annotated with the number 2 in the NOA Notice
Number field to denote the second communication of the NOA and to indicate that
release has been delayed due to non-response to the original NOA. Two copies of the
annotated DD Form 1348-5 (Notice of Availability/ Shipment), together with the
applicable DD Form(s) 1348-1A, DD Form(s) 250, or DD Form(s) 1149 will be held as a
record of the non-response to the original NOA. If no response is received within 15
calendar days of the follow-up NOA, another follow-up will be sent with the number 3 in
the NOA Notice Number field to indicate that release continues to be delayed due to
non-response to the original and follow-up NOAs. File copies will be updated to reflect
the non-response and submission of a second follow-up. Simultaneous with the second

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Change 7
follow-up, the appropriate ILCO will be contacted (offline) for assistance and follow-up
action to obtain the NOA response. Upon receipt of the offline contact from the shipping
activity, the ILCO must intervene, on behalf of the shipping activity, to obtain a response
to the NOA so the open shipment action can be closed. NOTE: This follow-up
procedure does not apply to Delivery Term Code (DTC) 8 releases. DTC 8 releases
involve materiel, usually Sensitive Arms, Ammunition and Explosives, which follow
special export procedures that require more time to process than can be encompassed
by the above follow-up procedure.

C25.11.3. Mechanized Notice of Availability. Except for classified shipments or

unclassified shipments to be accomplished by parcel post/small parcel delivery service,
the mechanized FMS NOA is provided to customers having a need to receive
mechanized data for FMS shipments when FMS offer release option Y or Z is indicated
in requisitions or when an export release is required. The mechanized NOA consists of
the following documents:

C25.11.3.1. The initial DLMS 856N (MILSTRIP legacy DIC AD1 and ADR)
contains both shipment unit information and line item information as contained in the DD
Form 1348-1A. When an export release is not required, indicate in the DLMS 856N
beginning segment (1/BSN07/020 Code ENR); for MILSTRIP legacy transactions, use
DIC AD1. When an export release is required, indicate in the DLMS 856N beginning
segment (1/BSN07/020 Code ERR); for MILSTRIP legacy transactions, use DIC ADR.
When export release instructions have not been received within 15 days of the NOA
date, a follow-up will be made to the SDDC releasing authority. If the FMS offer release
option Y applies, do not prepare or transmit to the FF/CR a DLMS 856N Delay NOA
(MILSTRIP legacy DIC AD3). When FMS offer release option Z applies and release
instructions have not been received within 15 calendar days of the initial NOA date,
prepare and transmit a DLMS 856N Delay NOA citing beginning segment (1/BSN07/020
Code D50); for MILSTRIP Legacy transactions, a DIC AD3 will accompany the delay
NOA detail documents.

C25.11.3.2. The DLMS 856N FMS NOA contains line item information as
contained in the issue/release document (e.g., the MRO or DD Form 1348-1A). For
MILSTRIP legacy transactions, the initial detail document contains a DIC AD2. When
FMS offer release option Z applies and release instructions have not been received
within 15 calendar days of the NOA date, a DLMS 856N Delay NOA will document all
the line items using the hierarchical level loop (2/HL03/010 Code I); for MILSTRIP
legacy transactions, a DIC AD4 will be prepared for each initial detail document that
accompanied the initial key document.

C25.11.3.3. The DLMS 870N Notice of Availability Reply (MILSTRIP Legacy

(DIC AD5) will always be used when replying to a mechanized NOA other than those
requiring export release. When replying to a DLMS 856N (MILSTRIP legacy DIC ADR),
the specifying consignment instructions and/or other shipment or delivery instructions
will be provided to the SDDC releasing authority to facilitate provision of a coordinated
(export) release to the shipping activity. In replying to mechanized NOAs other than
those requiring export release, the following rules apply:

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C25.11.3.3.1. When shipment release is to be made to the addresses
identified by coded entries in the MAPAD, the NOA Reply will contain a Shipment
Release Code R in the industry code segment (2/LQ01/145 Code 96). For MILSTRIP
legacy DIC AD5, the Shipment Release Code R is conveyed in rp 60.

C25.11.3.3.2. When shipment release instructions are being mailed

under separate cover, the NOA Reply will contain a Shipment Release Code E in the
industry code segment (2/LQ01/145 Code 96). For MILSTRIP Legacy DIC AD5, the
Shipment Release Code E is conveyed in rp 60. The shipment release instructions may
be communicated by letter, country designated forms, or other appropriate
communications; however, such instructions must reach the shipping activity within 15
days for transactions coded with FMS offer release option Y. Otherwise, the shipment
will be released automatically to the appropriate address contained in the MAPAD. The
S/A implementation of these procedures will provide for such replies to be transmitted to
the activity designated by the Routing Identifier Code (RIC) contained in the DLMS
856N Name segment (2/N101/220 Code CI). For MILSTRIP legacy NOA documents,
the RIC is in rp 4-6.

C25.11.3.3.3. When a country replies to an NOA and rejects the

shipment because the shipment unit contains materiel that will constitute a duplicate
shipment, the shipping activity will withdraw the rejected materiel from the shipment and
prepare a new DLMS 856N NOA (MILSTRIP legacy DIC AD1 and AD2 or ADR and
AD2).

C25.11.3.3.4. Shipments from Procurement. RESERVED.

C25.11.3.3.5. Storage or staging charges may accrue when a NOA

response (or failure to respond) requires the items to be held for an extended period of
time. Any storage costs are charged to the FMS case.

C25.12. CONSOLIDATION AND MARKING OF FOREIGN MILITARY SALES AND

GRANT AID SHIPMENTS

C25.12.1. Consolidation Requirements. The shipment planning process should

recognize and assure compatibility of codes in requisitions and related documents when
configuring shipment units.

C25.12.1.1. Exception to Consolidation. Requisitions beginning with an N

(Not Mission Capable Supply (NMCS)) or E (Anticipated Not Mission Capable Supply
(ANMCS)) in the Special Requirements Code or containing the value 777 (N or E in
MILSTRIP Legacy rp 62, or 777 in rp 62-64), will not be held for consolidation, but the
NOA requirements remain in effect.

C25.12.1.2. FMS Assembly Shipment Consolidation Eligibility. FMS

assembly shipments may be consolidated into containers or shipment units if under the
same SC implementing agency, SC customer code, mark-for code, FMS delivery term
code, Security Assistance program customer service designator (in-country service

C25-18 CHAPTER 25
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Change 7
code), FMS offer release option code, FMS FF/CR code, FMS case and case line
number, project code (if applicable), priority designator (PD), and distribution code.

C25.12.1.3. FMS Non-Assembly Shipment Consolidation Eligibility. The

criteria for FMS non-assembly shipments are the same as for FMS assembly shipments
with the following exceptions: non-assembly shipments may be consolidated regardless
of case line number (CLN) and the distribution code is not considered.

C25.12.1.4. Grant Aid assembly and non-assembly shipments may be

consolidated into containers or shipment units if under the same SC implementing
agency, SC customer code, mark-for code, Grant Aid type of assistance/financing code,
project code (if applicable), and PD.

C25.12.1.5. Consolidation will also be limited by the following conditions:

C25.12.1.5.1. Physical characteristics of items should be compatible

with other items in the same shipment unit.

C25.12.1.5.2. Explosives or other dangerous articles must not be

consolidated with other items.

C25.12.1.5.3. Aircraft, missiles, engines, and large (excess dimension)

spares or assemblies for any item of equipment subject to special handling or
construction, or requiring movement as a single shipment unit must not be consolidated
with other line items.

C25.12.1.5.4. Radioactive or magnetic materiel must not be

consolidated together or with other materiel.

C25.12.1.5.5. When shelf-life items are included in a consolidated

shipment, the exterior of the consolidated shipping container must be marked under the
multipack requirements of MIL-STD-129, "Military Standard Marking for Shipment and
Storage.”

C25.12.2. Address Marking. The manner of designating ship-to and/or mark-for

addresses in requisitions is described in paragraph C25.2.1.2.3. After determining the
specific coded entries and their use as a ship-to and/or mark-for address in a given
requisition, the corresponding clear-text address for container markings must be
obtained from the MAPAD.

C25.12.3. Issue Release/Receipt Document (IRRD) (DD Form 1348-1A or DD

Form 1348-2) Continuation Page. All references in this chapter to DD Form 1348-1A
and DD Form 1348-2 and its distribution will by direct association also apply to its
continuation page as described in Chapter 29. The continuation page contains encoded
information for the automated processing of multiple serialized items in a shipment.

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C25.13. DOCUMENT DISTRIBUTION

C25.13.1. Military Assistance Program Grant Aid Documents

C25.13.1.1. DD Form 1348-1A. Documentation to accompany shipments will

be two copies of DD Form 1348-1A, Issue Release/Receipt Document. See Figure
C25.F1.

C25.13.1.2. DD Form 250. On direct deliveries from vendors, a copy of DD

Form 250, Material Inspection and Receiving Report, procurement shipping and
receiving document, will be forwarded to the SAO of the country.

C25.13.2. Foreign Military Sales Documents. DD Form 1348-1A. Documentation

to accompany shipments will be two copies of the IRRD. See Figure C25.F1. For
shipments requiring an NOA, three copies of DD Form 1348-1A will accompany the
NOA.

Figure C25.F1. Distribution of DD Form 1348-1A

DOCUMENT NO. OF DISTRIBUTION

COPIES
DD Form 1348- Three Two copies must accompany all shipments. A
1A minimum of one copy must be on the outside if
not in conflict with other applicable directives.
The original must be retained by the shipper
unless an automated capability is available to
prove a shipment has been made.
When DD Form 1348-1A contains bar coding,
one of the two copies to accompany all
shipments will be the original copy.
DD Form 1348- One Forwarded via priority mail to the activity
1A designated in the MAPAD to receive the
document (Type Address Codes 5 and 6; if
blank, see Type Address Codes 1 and 2,
respectively).

C25.14. SPECIAL GRANT AID PROCEDURES

C25.14.1. When issues of excess materiel are made in support of reimbursable

Grant Aid requisitions, the following actions must be initiated:

C25.14.1.1. Change signal code to D.

C25.14.1.2. Furnish BN supply status to designated address(es).

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C25.14.2. When issues of DoD Defense Working Capital Fund (DWCF) stocks are
made in support of reimbursable Grant Aid requisitions, type of assistance/financing
code C is currently being used. DWCF activities are billing for those after the fact.

C25.15. CANCELLATION OF REQUISITIONS

C25.15.1. The rules governing cancellation of requisitions (see DLM 4000.25

Volume 2, Chapter 4, Paragraphs C4.4., C4.7.24, and C4.7.25) apply to FMS and Grant
Aid except for special procedures herein.

C25.15.2. When individual line items with a Grant Aid program RCN are to be
canceled, or FMS cases/programs are to be canceled, the canceling Agency/activity will
submit single-line cancellation requests under the appropriate Service policy.

C25.15.3. FMS/Grant Aid single-line cancellation requests will be processed

under DLM 4000.25 Volume 2, Chapter 4, Paragraph C4.7.24., except that:

C25.15.3.1. No tracer action will be initiated for FMS shipments to foreign

purchasers that move in commercial transportation channels to commercial freight
forwarders; they are therefore not available for cancellation after turnover to the
commercial transportation carrier, post office, or freight forwarder. For shipments that
have already shipped, storage activities will furnish supply sources with a DLMS 856S
shipment status (MILSTRIP Legacy DIC AU_).

C25.15.3.2. Sources of supply must advise the ILCO of contractual

agreements that will result in cost conditions if cancellations, diversions, or holding are
accomplished. The ILCO decides whether the cancellation, diversion, or hold actions
will be suspended or continued. Decisions to continue cancellations or diversions must
be provided to the source of supply by narrative message containing the notation:
“Decision for cancellation or diversion by ILCO.”

C25.15.4. FMS/Grant Aid mass cancellation requests will be processed under

DLM 4000.25 Volume 2, Chapter 4, Paragraph C4.7.25, except that Security Assistance
Program mass cancellation requests will be submitted with the required codes for
identification of one of the following, for which cancellation of all requisitions is
requested:

C25.15.4.1. SC implementing agency code and SC customer code

C25.15.4.2. SC implementing agency code and SC customer code and

project code

C25.15.4.3. Federal supply classification (FSC) or federal supply group

(FSG) when associated with a SC implementing agency code and SC customer code

C25.15.5. Transportation (such as the terminal costs associated with stopping,

holding, and returning materiel to depots or storage) and procurement termination costs

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incident to actual diversion/cancellation of FMS requisitions will be charged under DoD
7000.14-R, “DoD Financial Management Regulation.”

C25.15.6. Grant Aid shipments that meet the criteria for shipment diversion under
mass cancellation conditions will be diverted to the pre-designated storage sites of the
canceling Service by the Defense Transportation Service (DTS). Storage sites in
receipt of Grant Aid cancellation shipment(s) will report the receipt(s) to the applicable
Service ICP/ILCO and the materiel will be accounted for as suspended materiel pending
receipt of disposition instructions. Service ILCOs will provide disposition instructions
under the provisions of DoD 5105.38-M, “Security Assistance Management Manual”
(Part II).

C25.15.7. Navy-sponsored FMS shipments from vendor sources will be diverted

to pre-designated Navy storage sites by the DTS. FMS shipments sponsored by the
other Services and Navy sponsored shipments from DoD/General Services
Administration (GSA) storage activities will be diverted under DLM 4000.25 Volume 2,
Paragraph C4.7.25.10.

C25.16. REPAIR AND REPAIR/REPLACE PROGRAM

C25.16.1. General. Purchasing countries can establish FMS cases to get items
repaired, most commonly at the depot level. Purchasing country repair requirements
are integrated with the repair programs of the military services and are accomplished by
organic military repair facilities (i.e., Army maintenance depots, Air Force logistics
centers, Naval aviation depots, Naval shipyards) or by civilian contractors. There are
two concepts used in obtaining repairs under the FMS repairable program:

C25.16.1.1 Repair and Return. The FMS customer must request approval
for repair through the ILCO from the item/repair manager before shipping materiel to the
U.S. for repair. After receiving approval and shipping instructions from the item
manager, the purchaser ships the materiel to the designated repair facility where it is
entered into the repair queue. After repairs are completed, the item is shipped back to
the FMS customer. In the repair and return program, the cost to the country is the
actual cost of the repair in accordance with DoD 7000.14-R, Financial Management
Regulation (FMR), Volume 15, Chapter 7.

C25.16.1.2 Repair and Replace. Under the repair and replace program, the
unserviceable item is returned to the repair activity and, if it can be economically
repaired or overhauled, a replacement item is issued from the U.S. Military Service’s
stocks. The country’s unserviceable item is repaired or overhauled and returned to the
U.S. military service’s stocks. Under this program, countries are charged the estimated
average cost of repairs (also referred to as net cost or exchange price).

C25.16.2. Repair Service Value. The repair service value is the cost to repair or
replace an FMS-origin item returned by an FMS customer. The estimated or actual
repair unit cost, as appropriate for the type of repair program, will be identified for use in
specific business processes including status, shipment, and preparation of the

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subsequent billing statement by Defense Finance and Accounting Services (DFAS). If
actual cost varies among multiple items in a shipment, off-line manual processing may
be used to communicate the applicable values.

C25.16.2.1. Supply Status. When supply status (DLMS 870S/DIC AE_) is

provided in association with a repair or repair/replace program, the repair service unit
cost will be provided in place of the unit cost for the NSN (MILSTRIP legacy rp 74-80).

C25.16.2.2. Materiel Release Order (MRO). When the repaired or

replacement item is located in a DoD storage activity, the activity directing shipment
must include the repair service unit cost on the release order (DLMS 940R/MILSTRIP
legacy DIC A5_) so that it can be perpetuated to the shipment documentation. The Air
Logistics Complex has comparable ability via direct interface with a shipping Distribution
Depot; for non-Air Logistics Complex locations, offline communications will be required
to convey the repair cost information to the depot.

C25.16.2.3. Shipment Document. The repair facility and/or the storage activity will
include the estimated or actual repair service unit cost on the shipping document. This
is required for U.S. Customs export purposes. For DoD storage activities, the repair
service value will be perpetuated from the MRO and will be properly identified on the
DD 1348-1A/2 (see Appendices 6.1, 6.35, and 8.48).

C25.17. RETURN OF DISCREPANT FOREIGN MILITARY SALES MATERIEL

C25.17.1. Discrepancies in FMS shipments are reported on a Supply Discrepancy

Report (SDR) (via SF 364, Report of Discrepancy, or equivalent under DLMS), by the
receiving FMS customer through the applicable ILCO. The required data entries and
procedures for processing SDRs are provided in DLM 4000.25, DLMS Manual Volume
2, Chapter 17.

C25.17.2. When it is determined that materiel reported on an SDR is to be

returned to U.S. supply systems stocks, the U.S. source of supply will provide the SDR
reply to the applicable ILCO for distribution to the FMS customer. The source of supply
or the applicable ILCO will prepare DD Form 1348-1A to be used to return the materiel.
The prepared form will contain entries shown in Appendix 8.50. All DLA shipments
resulting in an SDR due to a wrong item received will be returned to a CONUS DLA
depot as part of the SDR process.

C25.17.3. The DTS will be used to return discrepant FMS materiel when
appropriate. This can be accomplished in two ways:

C25.17.3.1. If a transshipment point has not been specified and the SAO has
the capability/capacity to perform this function, the SAO will arrange for movement
through the DTS.

C25.17.3.2. If a transshipment point has been designated, the transshipment

point will arrange for movement through the DTS.

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C25.17.3.3. The transshipment point should be a U.S. Activity located in the
FMS country that submitted the SDR and/or be reasonably accessible to the FMS
country.

C25.17.3.4. At a minimum, the transshipment point will provide legible copies

of the signed DD Form 1348-1A (evidencing receipt) to the U.S. source of supply, the
appropriate CR listed in the MAPAD, and, if requested, to the consignor. The latter two
copies may be reproductions of the copy furnished to the source of supply.

C25.17.3.5. Coordination between the U.S. source of supply and the ILCO is
required prior to initial designation as a transshipment point of an S/A other than that of
the source of supply.

C25.17.3.6. When the DTS is not used for return of discrepant FMS materiel,
the holding FMS country will arrange for movement through the FF/CR to the activity
designated in Block 3 of DD Form 1348-1A. CONUS inland shipments will be effected
by the use of a collect commercial bill of lading (CCBL). Reimbursement of
transportation charges between the holding FMS country and the FF/CR will be
requested by the CR to the U.S. supply source identified in the DD Form 1348-1A.

C25.17.3.7. Regardless of the method of transporting return-eligible

discrepant FMS materiel, all shipments pursuant to these procedures must be
completed within 180 days of the date of document preparation entered in Block 5 of the
DD Form 1348-1A.

C25.18. FMS TRANSPORTATION. FMS transportation guidance may be found in the

Security Assistance Management Manual (SAMM), DoD 5105.38M and the DTR
4500.9-R, Part II.

C25.18.1. FMS detention and demurrage charges are located in the Security
SAMM, Chapter 7.

C25.18.2. FMS document retention requirements are defined in the DTR 4500.9-
R, Appendix E, Paragraph Q.

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C26. CHAPTER 26
CONTRACTOR ACCESS TO GOVERNMENT SOURCES
OF SUPPLY
C26.1. GENERAL

C26.1.1. Purpose. This chapter prescribes policies and procedures for

requisitioning government furnished materiel (GFM) by or for contractors from the DoD
Supply System. These procedures establish guidelines for requisitioners, authorized
contractors, and Services/Agencies (S/As) to obtain GFM from DoD inventories to fulfill
contract requirements. 1 These procedures also support the use of MILSTRIP
requisitioning by authorized contractors to obtain materiel from Government supply
sources to be used as contractor-furnished materiel (CFM) under controls established
by the authorizing Component and as specified in this chapter. Basic MILSTRIP
requisitioning procedures are documented in DLM 4000.25, Volume 2, Chapter 4; those
procedures are augmented by this chapter to identify additional requirements
associated with GFM and CFM.

C26.1.2. Transactions. This chapter addresses the procedures and applicable

transactions relevant to requisitioning GFM and CFM. See the Defense Logistics
Management Standards Program Office Website for available formats on the DLMS IC
page. The corresponding MILSTRIP legacy 80 record position transaction functionality
is also provided for ease of interpretation by DLMS users and to support those working
in a legacy environment. In addition to the listed MILSTRIP legacy transactions, the
DLMS formats may incorporate functionality to support Component-unique transactions
as noted in the implementation convention.

C26.1.2.1. The Requisition Transaction is identified by the DLMS 511R by

beginning segment (1/BR02/020 Code A0). This transaction provides the functionality
of MILSTRIP legacy Document Identifier Codes (DIC) A01, A02, A04, A05, A0A, A0B,
A0D, and A0E.

C26.1.2.2. The Passing Order Transaction is identified by the DLMS 511R by

beginning segment (1/BR02/020 Code BM). This transaction provides the functionality
of MILSTRIP legacy DIC A31, A32, A34, A35, A3A, A3B, A3D, and A3E.

C26.1.2.3. The Referral Order Transaction is identified by the DLMS 511R by

beginning segment (1/BR02/020 Code BN). This transaction provides the functionality
of MILSTRIP legacy DIC A41, A42, A44, A45, A4A, A4B, A4D, and A4E.

C26.1.2.4. The Requisition Modification Transaction is identified by the

DLMS 511M by beginning segment (1/BR02/020 Code AM). This transaction provides
1
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to Approved MILSTRIP Change Letter (AMCL) 1A.

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the functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and
AME.

C26.1.2.5. The Requisition Follow-Up Transaction is identified by the DLMS

869F by beginning segment (1/BSI08/020 Code IN). This transaction provides the
functionality of MILSTRIP legacy DIC AT1, AT2, AT4, AT5, ATA, ATB, ATD, and ATE.

C26.1.2.6. The Requisition Inquiry is identified by the DLMS 869A by

beginning segment (1/BSI08/020 Code AF). This transaction provides the functionality
of MILSTRIP legacy DIC AF1, AF2, AF3, AF4, AF5, AFC, AFY).

C26.1.2.7. The Requisition Supply Assistance Request is identified by the

DLMS 869A by beginning segment (1/BSI08/020 Code AR). There is no equivalent
MILSTRIP legacy DIC.

C26.1.2.8. The MCA Validation Request is identified by the DLMS 517G by

beginning segment (1/BR02/20 Code GI). This transaction provides the functionality of
MILSTRIP legacy DIC AX1.

C26.1.2.9. The MCA Validation Response is identified by the DLMS 517G by

beginning segment (1/BR02/20 Code GA). This transaction provides the functionality of
MILSTRIP legacy DIC AX2.

C26.1.2.10. The Supply Status Transaction is identified by the DLMS 870S

by beginning segment (1/BSR01/020 Code 4). This transaction provides the
functionality of MILSTRIP legacy DIC AE1, AE2, AE3, AE8, AE9, AEA, AEB, AED, and
AEE.

C26.1.2.11. The Requisition Cancellation Transactions is identified by the

DLMS 869C by beginning segment (1/BSI08/020 Code AC). This transaction provides
the functionality of MILSTRIP legacy DIC AC1, AC2, AC3, AC4, AC5.

C26.1.2.12. The Follow-Up on Requisition Cancellation Request

Transactions is identified by the DLMS 869C by beginning segment (1/BSI08/020 Code
AC). This transaction provides the functionality of MILSTRIP legacy DIC AK1, AK2,
AK3, AK4, AK5.

C26.1.2.13. The Shipment Status Transaction is identified by the DLMS

856S by beginning segment (1/BSN06/0200 Code AS). This transaction provides the
functionality of MILSTRIP legacy DIC AS1, AS2, AS3, AS8, AU1, AU2, AU3, and AU8.

C26.1.2.14. The Materiel Obligation Validation Request Transaction is

identified by the DLMS 517M by beginning segment (1/BR02/20 Code AN). This
transaction provides the functionality of MILSTRIP legacy DIC AN1, AN2, AN3, AN4,
AN5, AN9, and ANZ.

C26.1.2.15. The Materiel Obligation Validation Response Transaction is

identified by the DLMS 517M by beginning segment (1/BR02/20 Code AP). This

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transaction provides the functionality of MILSTRIP legacy DIC AP1, AP2, AP3, AP4,
AP5, AP8, AP9, APR, and APX.

C26.1.2.16. The Post-Post Requisition/Referral Order Transaction identified

by the DLMS 511R by beginning segment (1/BR02/020 Code A0 or BM) with Action
Code J. This transaction provides the functionality of legacy DIC C0A, C01, CQA, CQ1,
or comparable Component-unique DIC.

C26.1.2.17. The Requisition/Referral Order Image Transaction identified by

the DLMS 511R by beginning segment (1/BR02/020 Code A0 or BM) with Action Code
FI. This transaction provides the functionality of legacy DIC CHA, CH1, or comparable
Component-unique DIC.

C26.1.3. Establishing a Management Control Activity. The S/As must assign a

unique routing identifier code (RIC) and distribution code to each management control
activity (MCA) validating GFM and CFM requisitions.

C26.1.4. Violations. Any attempt to circumvent MCA validation requirements is

sufficient cause to refer the violation to the appropriate criminal investigating activity to
determine possible fraud, waste, and abuse. The sponsoring Service/Agency must
refer all violations to criminal investigators and the monitoring MCA based on reports of
rejected transactions or violations discovered during the post validation process.

C26.2. APPLICABILITY

C26.2.1. These procedures apply to all contractors and all S/A activities
requisitioning GFM or CFM from DoD sources of supply.

C26.2.2. Ammunition production is excluded from GFM control.

C26.3. PREPARATION OF REQUISITIONS AND RELATED TRANSACTIONS FOR

GOVERNMENT MATERIEL FURNISHED TO CONTRACTORS

C26.3.1. Requisition Initiation. Requisitions for GFM may be initiated by the

responsible S/A or, subject to the terms of the contract, by contractors. Requisitions for
GFM will be prepared and initially submitted by GFM requisitioners, both contractors
and S/As, using MILSTRIP transaction formats to the S/A MCA designated for
monitoring the contract. Transmission through the Defense Automatic Addressing
System (DAAS) will be utilized to the extent practical.

C26.3.2. Identifying Requisitions for GFM Controls. Requisitions and associated

transactions containing an S/A code designated for contractors, as specified in
Appendix AP7.2 (Department of Defense activity address code (DoDAAC) in the
document number or ship-to DoDAAC), will be processed under GFM controls and
restrictions except when the signal and fund codes indicate that the issue will be for
CFM with contractor reimbursement by other than an Army contractor. All Army
contractor requisitions and associated transactions must be processed under GFM
controls.

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C26.3.3. Required Information. In addition to normal requisition data, GFM
requisitions, including Referral and Passing Orders will contain the following:

C26.3.3.1. RlC of the MCA monitoring the contract, (2/N101/70 Code Z5)
(MILSTRIP legacy rp 4-6).

C26.3.3.2. For contractor generated requisitions, contractor DoDAAC in first

six positions of document number. Document number DoDAAC perpetuated to the
ordered by activity (1/N101/70 Code OB) (MILSTRIP legacy rp 30-35).

C26.3.3.3. For S/A generated requisitions for GFM, contractor ship-to

DoDAAC (2/N101/70 Code ST) which may also be perpetuated to the supplementary
address (2/LQ01/140 Code A9) based upon signal code usage (MILSTRIP legacy rp
45-50).

C26.3.3.4. When applicable, a signal code to indicate issue without

reimbursement, (2/LQ01/140 Code DE) (MILSTRIP legacy rp 51).

C26.3.3.5. When applicable, a fund code to indicate issue without

reimbursement, (2/FA201/286 Code B5) (MILSTRIP legacy rp 52-53).

C26.3.3.6. Contract Information. All GFM requisitions for or by contractors

must identify the procurement instrument identifier (PIID) 2 and other appropriate
contract data, as required. Components authorizing GFM may direct the inclusion of
the manufacturing directive number (MDN) as supplemental to the authorizing PIID. 3

C26.3.3.6.1. Identification of the PIID in 2/GF03/70. When GFM is

authorized under a PIID call/order number (F in 9th position), provide the value in
the PIID field. In MILSTRIP legacy, the last eight positions of the PIID are mandatory
in rp 73-80.4

C26.3.3.6.2. When applicable, provide the legacy call/order number

associated with the PIIN, in 2/GF07/70, (MILSTRIP legacy rp 69-72). Leave blank
when the call/order number is the PIID with ‘F’ in the 9th position.

C26.3.3.6.3. Identification of the contract line item number, (2/GF01/70

Code C7). There is no MILSTRIP legacy equivalent for the contract line item number.

C26.3.3.6.4. At the option of the S/A, a manufacturing directive number

(MDN), (2/GF01/70 Code W3) (MILSTRIP legacy rp 54-56).

2
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
3
Refer to ADC 1014. Staggered implementation is authorized for the transition to the mandatory
inclusion of the PIID (rather than MDN as an alternative to the PIID).
4
Refer to ADC 1014. Staggered implementation is authorized for the transition to the full DFARS
compliant PIID (rather than the abbreviated contract number authorized under legacy MILSTRIP
procedures).

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C26.3.3.7. GFM non-national stock number (NSN) requisitions are identified
by the applicable code qualifier at 2/LIN02/100. In MILSTRIP legacy, they must be
identified with an E in rp 68; the legacy call/order number, if appropriate, in rp 69-72;
and the last eight positions of the PIID in rp 73-80 (the MDN is optional).

C26.4. SUBMISSION OF GOVERNMENT FURNISHED MATERIEL REQUISITIONS

AND RELATED TRANSACTIONS

C26.4.1. Frequency of submitting GFM requisitions is the prerogative of the

requisitioner. GFM requisitions will be submitted, when necessary, to meet contract
requirements.

C26.4.2. Initiating activities must submit all GFM requisitions (DLMS

511R/MILSTRIP legacy DIC A0_) and associated GFM transactions, regardless of
origin (such as contractor or S/A initiated) to the appropriate S/A MCA for validation.

C26.4.3. After validating the GFM requisitions, the MCA forwards validated
requisitions to the inventory control point (ICP). The MCA may pass transactions
internally when the MCA and ICP are collocated. The MCA will send the transactions
via DAAS when the MCA and ICP are not collocated. In those instances where a
Component is performing the procurement/contract writing for another Component that
includes the authorization for a contractor to order or receive GFM (or Army CFM), the
Component providing the procurement/contracting service and the Component
requesting the contract will coordinate efforts to ensure the requesting Component’s
MCA has access to the necessary contract and applicable contract modification
information to perform its management control and accountability functions over
Government supply system materiel access.

C26.4.4. Modifier transactions are authorized for GFM requisitions only to modify
the project code, priority designator (PD), advice code, and the required delivery date
(RDD). Modifiers may not be used to change the ship-to/bill-to information. Modifiers
are subject to GFM controls and validation procedures.

C26.5. MANAGEMENT CONTROL ACTIVITY PROCESSING OF GOVERNMENT-

FURNISHED MATERIEL REQUISITIONS AND RELATED TRANSACTIONS

C26.5.1. The MCA must receive and validate GFM Requisitions, Passing Orders,
Referral Orders, Requisition Follow-Ups (DIC AT_), and Requisition Modifiers, based on
the criteria furnished by procurement/contracting offices and as indicated in Table
C26.T1. The MCA will make changes, reject, or continue the processing action on the
GFM transactions. The MCA may also receive Supply Status, Shipment Status,
Materiel Obligation Validation transactions, Requisition Inquiry/Supply Assistance
Requests (DICs AF_, Requisition Cancellations, and Follow-Ups on Requisition
Cancellation Requests. All other DLMS transactions and legacy DICs received by the
MCA must be rejected with Status Code CR.

C26.5.2. The MCA will maintain requisition history files to serve as an auditable
record of GFM transactions. In addition, the MCA will generate reports as required by
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DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures”, February 10,
2014.

C26.5.3. Under emergency conditions, such as a potential contract work

stoppage, the MCA may receive telephonic requisitions, with PDs 01-08, for GFM.
When this occurs, the MCA may telephone the requisitions to the appropriate source of
supply (SoS) and validate the requirements afterward. Additionally, if the requisition is
processed as a post-post action and, therefore, bypassed MCA validation prior to order
fulfillment, the SoS retains responsibility for ensuring MCA validation is accomplished.
If the post validation process reveals that the requisitioner is not authorized GFM, the
following actions must be taken:

C26.5.3.1. Submit cancellation requests to the appropriate SoS for any

unshipped materiel.

C26.5.3.2. Advise the appropriate criminal-investigating agency for

determination of fraud waste, and abuse.

C26.5.4. Upon completion of the validation process, the MCA will identify itself as
the RIC-From organization in the transaction, make the following changes and forward
the requisitions, or internal requisition transactions (optional only when the MCA and
SoS are collocated in the same system), cancellations, follow-ups, requisition modifiers,
passing orders, or referral orders to the applicable SoS through DAAS:

C26.5.4.1. Insert the RIC-To of the SoS.

C26.5.4.2. Insert the distribution code of the MCA validating the transaction.

C26.5.4.3. Perpetuate all applicable contract data. Under DLMS, the MCA
must include the PIID. Where required by the Component, the MCA may also
perpetuate the MDN consisting of the MCA’s distribution code and two other
alpha/numeric characters as assigned.5

C26.5.4.4. For MILSTRIP legacy transactions, delete the data in rp 69-80.

C26.5.5. MCAs in receipt of MCA Validation Request transactions will validate the
data contained therein. This validation process must be completed and an MCA
Validation Response transaction created and forwarded to the applicable SoS within 15
days of receipt of the MCA Validation Request transaction. The results of the validation
will be documented in the MCA Validation Response as follows:

C26.5.5.1. If the requisition has been previously validated, cite Advice Code
2M.

5
Refer to ADC 1014. Staggered implementation is authorized for the transition to the full DFARS
compliant PIID (rather than the abbreviated contract number authorized under legacy MILSTRIP
procedures) and for the transition to the mandatory inclusion of the contract number (rather than MDN
as an alternative to the PIID

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C26.5.5.2. If the requisition has not been previously validated and the legacy
call/order number/PIID (or MDN and/or CLIN, if required by the Component in addition
to the legacy call/order number) is not present, cite Advice Code 2U.

C26.5.5.3. If the requisition has not been previously validated and the
call/order number/PIID is present, validate the data elements as indicated in Table
C26.T1, and generate the MCA Validation Response as follows:

C26.5.5.3.1. If the validation process reveals that the contract is not

valid, respond with Advice Code 2U.

C26.5.5.3.2. If the validation process reveals that the requested quantity

exceeds the contract authorized quantity, respond with Advice Code 2R and indicate
the quantity approved for issue.

C26.5.5.3.3. If the validation process reveals that the requested quantity

exceeds the contract authorized quantity, respond with Advice Code 2Q and indicate
the total quantity is disapproved for issue.

C26.5.5.3.4. If the validation process reveals that the requested item, or

contractor is not authorized GFM under a valid contract, respond with Advice Code 2V.

C26.5.5.3.5. If the validation process reveals that the requested item is

authorized, respond with Advice Code 2M.

C26.5.6. MCAs in receipt of Supply Status with Status Code BF from the SoS will
review for establishment of a valid requisition. If a valid requisition exists, a Requisition
Follow-Up (MILSTRIP legacy DIC AT_) transaction will be generated. If a valid
requisition does not exist, a report will be generated for internal review. Subsequent
receipt of a valid requisition will be processed under the procedures/validation process
indicated in Table C26.T1.

Table C26.T1. MCA Validation Process

CODE OR DATA ELEMENT VALIDATION OF ENTRY
DLMS Transaction If DLMS 511R Requisition, Referral or Passing Order (MILSTRIP
(MILSTRIP Legacy DIC) Legacy DIC A01, A02, A04, A05, A0A, A0B, A0D, A0E, A3_, A4_),
DLMS 511M Requisition Modification (MILSTRIP Legacy DIC AM_)
(for RDD, project code, PD, or advice code), DLMS 869F Requisition
Follow-Up (MILSTRIP Legacy DIC AT_) continue the MCA validation.

Post-post requisition/referral order transactions must contain relevant

contract data, but MCA validation occurs subsequent to order
fulfillment.
Stock Number Verify item requisitioned against a valid contract to determine
authority for issue to the contractor. If blank, incorrect, or not
authorized, reject with Status Code DN.

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Table C26.T1. MCA Validation Process
CODE OR DATA ELEMENT VALIDATION OF ENTRY
Unit of Issue Validate the unit of issue in conjunction with the quantity to ensure
that the requisitioned quantity does not exceed the authorized
quantity. If quantity is excessive, see validation of quantity field.
(Note: If a change of unit pack has occurred, appropriate adjustment
should be made for authorized quantity.)
Quantity If ordered item is authorized by contract, verify the quantity. If blank
or invalid, reject with Status Code CD. If the requisitioned quantity
exceeds the remaining authorized quantity, reject the quantity
exceeding the authorized quantity with Status Code DJ. If authorized
quantity has been exhausted by previous requisition(s), reject total
requisitioned quantity with Status Code DQ.
Requisitioner If blank or incorrect, discard. If not authorized, reject with Status
Code DN.
Document Number If blank or incorrect, reject with Status Code CD.
Supplementary Address If contractor DoDAAC, and affected by signal code, and incorrect or
not authorized, reject with Status Code DN.
Signal and Fund If signal and fund codes indicate issues without contractor
reimbursement, process as GFM; otherwise, consider as CFM. CFM
requisitions are subject to MCA review. 6
Manufacturer’s Directive If the MDN option is required by the Component, the Component will
Number validate; otherwise, reject with Status Code DB.
Call or Order Number (four- If specified by S/A contract, and entry is blank or incorrect, reject with
position legacy value) Status Code DB.
Contract Line Item Number If specified by S/A contract, and entry is blank or incorrect, reject with
(CLIN) Status Code DB.
Procurement Instrument If blank, or contract is not on MCA file, or contract has expired, reject
Identifier (PIID) with Status Code DB. (If requisition originated in the MILSTRIP
legacy format, then only the last eight positions of the PIID are
mandatory.). When the procurement instrument is issued under
the PIID call/order number (F in 9th position), this value must be
provided in the PIID field.

C26.6. SOURCE OF SUPPLY PROCESSING OF GOVERNMENT-FURNISHED

MATERIEL REQUISITIONS AND RELATED TRANSACTIONS

C26.6.1. An SoS receiving GFM requisitions, requisition modifiers, passing orders,

referral orders, requisition follow-ups, and requisition cancellations, regardless of the
method of transmission, will process such transactions under GFM procedures. A SoS
in receipt of GFM requisitions for items not managed by their activities will reject the

6
Staggered implementation authorized; refer to ADC 1123. Pending implementation by all Services and
Agencies, Army contractor requisitions for CFM will be forwarded for MCA validation except as noted
in paragraphs C26.7.4. (for Army retail) and C26.8.2. (for use of the DAAS CFM Authorized Materiel
Table).

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requisitions with Status Code CH. The SoS will edit the GFM transactions for the
prescribed data elements and codes and correct, continue processing actions, or
provide the appropriate reject status.

C26.6.2. The SoS will validate all GFM transactions. The SoS in receipt of
requisitions, passing orders, referral orders, requisition modifiers, or requisition follow-
ups being treated as requisitions, containing a contractor’s Service/Agency code under
Appendix AP7.2, will perform the SoS/MCA validation process. (The SoS/MCA
validation process is not required when an internal requisition transaction is received
from a collocated MCA in the same system. However, the SoS must have safeguards
in place to ensure that only internal transactions generated by the collocated MCA are
accepted/processed.)

C26.6.3. Under emergency conditions, the SoS may receive telephonic

requisitions (PD 01-08) from the MCA or requisitioner. The SoS may process these
requisitions for immediate supply action. Subsequent to taking immediate supply
action, the MCA validation process will be performed. If the MCA Validation Response
is not received within 15 days of the MCA Validation Request or the advice code
indicates that the transaction is not authorized, refer the incident to the appropriate
criminal investigating agency.

C26.6.4. The SoS/MCA validation process is as follows:

C26.6.4.1. For each GFM requisition or transaction that is treated as a

requisition, the SoS will employ one of the following options:

C26.6.4.1.1. Create and forward an MCA Validation Request to the

MCA identified by RIC or distribution code in the requisitioners transaction. If the MCA
RIC and distribution code are not provided or invalid, reject with Status Code CL.

C26.6.4.1.1.1. If the requisitioners transaction contains a

distribution code but no MCA RIC, DLMS compliant sources of supply will use a DLMS
enhancement to address the MCA Validation Request to DAAS. DAAS (RIC SGA) will
be identified as the RIC-To.

C26.6.4.1.1.2. DAAS will convert the Distribution Code to the

appropriate RIC (or DoDAAC) for transmission to the MCA.

C26.6.4.1.2. Create and forward an MCA Validation Request to DAAS

regardless of an MCA RIC or distribution code contained in the requisitioners
transaction. DAAS will perform edits regarding validity of the data.

C26.6.4.1.3. Use a combination of the above options: one for intra-

Component transactions and one for inter-Component transactions.

C26.6.4.2. Suspend further supply support action on the requisitioners

transaction pending receipt of the MCA Validation Response or until 15 days have
elapsed from the date of the MCA Validation Request, whichever occurs first.

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C26.6.4.3. If the MCA Validation Response is not received and 15 days have
elapsed, reject the requisitioners transaction with Status Code DR.

C26.6.4.4. Upon receipt of the MCA Validation Response, the SoS will
process the suspended transaction using instructions provided by the advice or status
code.

C26.6.4.4.1. If the Advice Code is 2U, reject with Status Code DB.

C26.6.4.4.2. If the Advice Code is 2R, process for the approved quantity
indicated in the MCA Validation Response. Reject the quantity difference between the
suspended transaction and the MCA Validation Response with Status Code DJ.

C26.6.4.4.3. If the Advice Code is 2Q, reject with Status Code DQ.

C26.6.4.4.4. If the Status Code is CL, reject with Status Code CL.

C26.6.4.4.5. If the Advice Code is 2V, reject with Status Code DN.

C26.6.4.4.6. If the Advice Code is 2M, process under applicable SoS

procedures.

C26.6.4.4.7. If neither advice nor status code is provided or is invalid,

reject with Status Code DR.

C26.6.4.5. If an MCA Validation Response is received and there is a record

of the requisition, but an MCA Validation Request has not been submitted, discard the
MCA Validation Response and generate an MCA Validation Request to initiate the
validation process.

C26.6.4.6. If an MCA Validation Response is received and there is no record

of the requisition, generate a Supply Status with Status Code BF.

C26.6.5. Follow-ups will be processed to determine the current status of

previously submitted requisitions or cancellation requests. Time standards for
dispatching status in reply to follow-ups are as indicated in Chapter 4, Paragraph
C4.7.20.1.

C26.6.6. Requisition/referral order image transactions provided to DAAS for

visibility/record history must contain GFM/CFM contract data as applicable.

C26.7. DEFENSE AUTOMATIC ADDRESSING SYSTEM PROCESSING OF

GOVERNMENT-FURNISHED MATERIEL TRANSACTIONS

C26.7.1. DAAS will pass all GFM requisitions and related transactions to the
identified MCA using the MCA RIC or distribution code provided in the transaction. If
the RIC and the distribution code do not identify an established MCA reject with Status
Code CL.

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C26.7.2. DAAS will pass all MCA Validation Requests to the identified MCA using
the MCA RIC or distribution code provided in the transaction. If the MCA is invalid,
generate an MCA Validation Response with Status Code CL to the SoS. If the MCA
Validation Request does not include the MCA RIC, DAAS will populate the MCA RIC (or
DoDAAC) based upon the distribution code and forward the transaction accordingly.

C26.7.3. DAAS will pass all MCA Validation Responses to the SoS.

C26.7.4. DAAS Special Processing for Army. 7 8 Pending implementation of MCA

procedures in Army systems, DAAS will assist the Army by performing the MCA
Validation Request/Response requirement for the Army wholesale MCAs and recording
all transactions into a history file for eventual processing to the appropriate MCA using
the following procedures:

C26.7.4.1. Process all Army contractor identified requisitions (MILSTRIP

legacy DIC A0_) with the below listed first two positions of the DoDAAC in the document
number or ship-to DoDAAC to the applicable Army MCA. Contractor requisitions with
other than the DoDAAC entries indicated are considered Army retail and will be routed
to the proper SoS with the DAAS RIC SGA or SHA identified as the MCA.

C26.7.4.1.1. If the first two positions of the document number or ship-to

DoDAAC are CB, pass to RIC A81 (TACOM MCA)

C26.7.4.1.2. If the first two positions of the document number or ship-to

DoDAAC are CL, pass to RIC A82 (AMCOM MCA).

C26.7.4.1.3. If the first two positions of the document number or ship-to

DoDAAC are CG, pass to RIC A83 (CECOM MCA).

C26.7.4.1.4. If the first two positions of the document number or ship-to

DoDAAC are CM, pass to RIC A84 (TACOM MCA)

C26.7.4.1.5. If the first two positions of the document number or ship-to

DoDAAC area CK, pass to RIC A85 (TACOM MCA).

C26.7.4.1.6. If the first two positions of the document number or ship-to

DoDAAC are CH, pass to RIC A86 (AMCOM MCA)

C26.7.4.2. For Requisition Modification and Requisition Follow-Up

transactions containing a valid MCA distribution code as identified below, the DAAS RIC
SGA or SHA will be entered into the MCA field and routed to the appropriate SoS. If a
valid MCA is not identified and the transaction contains the entries cited above in the
first two positions of the document number or ship-to DoDAAC, the transaction will be

7
Procedures to control access to DoD material inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.
8
DAAS special processing for Army to be terminated upon full implementation of MCA validation. Refer to
ADC 1123.

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passed to the appropriate MCA. If none of these conditions apply, the transaction will
be considered retail and be routed to the appropriate SoS with the DAAS RIC SGA or
SHA entered into the MCA field. The following are valid MCA distribution codes:

C26.7.4.2.1. I (India) - TACOM MCA

C26.7.4.2.2. L (Lima) - AMCOM MCA

C26.7.4.2.3. P (Papa) - CECOM MCA

C26.7.4.2.4. S (Sierra) - TACOM MCA

C26.7.4.2.5. Y (Yankee) - TACOM MCA

C26.7.4.2.6. E (Echo) - AMCOM MCA

C26.7.4.2.7. 8 (Eight) - USACEA MCA

C26.7.4.3. Upon receipt of an MCA Validation Request transaction, an MCA

Validation Response transaction will be generated with Status Code 2M and returned to
the RIC of the SoS submitting the MCA Validation Request transaction.

C26.8. CONTRACTOR REQUISITIONS FOR CONTRACTOR-FURNISHED

MATERIEL

C26.8.1. Requisitions for materiel from a Government SoS for shipment to

contractors that identify the contractor as the bill-to activity are subject to MCA controls.
Pending full implementation by Services/Agencies, this requirement must be applied to
Army contractor requisitions and may be applied to other Services/Agencies as this
functionality is adopted within SoS systems. 9 DAAS will validate transactions for Army
contractor requisitions of CFM for those items that contractors are authorized to
requisition as CFM as specified in this chapter, and for non-wholesale level supply as
designated by the contractor-series DoDAAC. Pending full implementation of MCA
validation for CFM, DoD Components will establish appropriate procedures for oversight
of CFM requisitions in accordance with the Federal Acquisition Regulation. To support
staggered implementation of full CFM validation, DoD Components authorizing CFM will
advise contractors to construct requisitions using required data content comparable to
GFM requisitions.10

C26.8.2. DAAS Processing of CFM Transactions. The process described in this

paragraph provides mandatory CFM controls for CFM requisitions where the bill-to
activity, as identified in the requisition, is an Army contractor and the SoS is DLA. Upon

9
Staggered implementation authorized; refer to ADC 1123.
10
CFM requisitions are required to have data content comparable to GFM requisitions by January 1,
2017. Refer to ADC 1123.

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full implementation of MCA validation for CFM, the following special DAAS processing
procedures will be terminated; CFM will be validated in the same manner as GFM. 11

C26.8.2.1. DAAS will maintain a list of Service/Agency authorized contractor

DoDAACs and the associated NSNs/DoD-managed part numbers for which these
contractors may submit CFM requisitions on a CFM Authorized Materiel Table for use in
validating requisitions regardless of method of payment.

C26.8.2.2. CFM contractor transactions that match the CFM Authorized

Materiel Table by DoDAAC, but do not match by NSN or part number will be rejected
with Status Code CL; requisitions that match on DoDAAC and NSN/part number will be
processed as valid.

C26.8.2.3. DAAS will enter the DAAS RIC SGA or SHA as the validating
MCA.

C26.8.2.4. DAAS will perform the MCA Validation Request/Response

validation requirement for authorized CFM requisitions that match the CFM Authorized
Materiel Table.

C26.8.2.5. DAAS will furnish CFM reports upon request for use by the
contracting officer in verifying that quantities ordered are within the contract allowance.

C26.8.2.6. Army contractor requisitions that do not match the CFM

Authorized Materiel Table will be processed by DAAS under the MCA waiver exception
process or passed to the applicable MCA as described in C26.7.4.

C26.8.2.7. For DLA CFM, DAAS processing will be as identified in C26.8.3.

C26.8.2.8. CFM requisitions for other Service contractors will be passed to

the appropriate SoS. 12

C26.8.2.9. NSNs listed in the CFM Authorized Materiel Table may be

modified over the course of this agreement when the appropriate Army contracting
officer provides such authority. Updates to the authorized list will be collected,
consolidated into one Microsoft Excel file by the designated DLA Lead Center point of
contact with proof of Army Contracting Officer concurrence and provided to
Headquarters DLA Army Performance Based Logistics (PBL) action officer. DLA will
coordinate updates to individual contractor lists with DLA DoD EMall and DAAS on a
monthly basis. To optimize program changes, all additions to Army partnership lists will
be made during an agreed-to monthly timeframe between DLA and support entities.

11
Refer to ADC 1123.
12
Staggered implementation is authorized for Service generation of outgoing requests for MCA validation
for CFM. In order to support staggered implementation, Services must be able to respond to incoming
requests for MCA validation beginning January 1, 2017. Refer to ADC 1123.

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C26.8.3. DAAS Processing of DLA CFM Transactions

C26.8.3.1. DAAS is required to edit all incoming requisition, requisition

modification, and requisition follow-up transactions containing a U-series contractor
DoDAAC as the bill-to activity, to ensure the transaction contains a valid DLA MCA. If
the transaction does not contain a valid DLA MCA, DAAS will reject the transaction
using status code CL.

C26.8.3.2. If the transaction contains a valid DLA MCA, DAAS will route/pass
the transaction based upon established DAAS rules to the appropriate SoS for further
processing.

C26.9. PREPARATION OF DOD EMALL REQUISITIONS BY CONTRACTORS. 13

C26.9.1. Account Setup. Authorized contractors may establish DoD EMALL

accounts to facilitate materiel requisition submissions. To register, go to the EMALL site
and click on “New User Registration”. Access to DoD EMALL is fully Common Access
Card (CAC)/Public Key Infrastructure (PKI) enforced. Details of the access
requirements are listed on the registration pages of the EMALL site. Prior to
establishing the account, the applicable contracting officer must ensure that the
contractor is authorized access to Government supply sources and must agree to
review monthly or quarterly reports prepared by the DoD EMALL monitoring contractor
activity. The applicable contracting officer must also provide a list of approved NSN/part
numbers associated with each account/contractor DoDAAC for Army authorized CFM.
Pending full implementation of MCA validation for CFM, Army Contractors requisitioning
from DoD supply sources will be processed under MCA validation controls.

C26.9.2. Contractor GFM/CFM Validations. DoD EMALL will validate that

contractors are authorized to purchase materiel from DoD supply sources as a
prerequisite for submission of EMALL orders.

C26.9.2.1. DoD EMALL requisitions for GFM will be subjected to prescribed

rules for MCA controls within DoD EMALL or within DAAS.

C26.9.2.2. DoD EMALL CFM requisitions indicating corporate credit card

method of payment are subject to special processing controls as described in C26.9.3.

C26.9.2.3. Additionally, CFM requisitions for Army authorized contractors will

be validated to ensure that requisitioned NSNs or DoD managed part numbers are
authorized regardless of the method of payment under CFM controls.

C26.9.3. Corporate Credit Card Usage.

13
Special processing unique to validation of contractor requisitions submitted via DoD EMALL will be
terminated upon full implementation of MCA validation. Staggered implementation authorized. Refer
to ADC 1123.

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C26.9.3.1. The DoD EMALL program office will identify to DAAS all
contractors authorized access to Government materiel for purchase as CFM using a
corporate credit card as the method of payment.

C26.9.3.2. DAAS will maintain these DoDAACs as an authorized contractor

edit table (referenced hereafter as the DoD EMALL CFM Table) to be employed during
initial processing and for MCA Validation Request processing.

C26.9.4. Corporate Credit Card CFM Purchases and DAAS Processing. DoD
EMALL requisitions for shipment to contractors using corporate credit card payment are
assigned Signal Code B, Fund Code XP, and the ship-to DoDAAC perpetuated to the
supplementary address of the DoD EMALL DoDAAC (SC4210). This configuration
identifies a Government DoDAAC as the bill-to activity, thereby triggering DAAS and the
DoD Component SoS processing systems to misinterpret such transactions as GFM
requisitions.

C26.9.4.1. DAAS will validate these transactions against existing GFM edits
and the DoD EMALL CFM Table to determine appropriate action.

C26.9.4.2. If the contractor requisition does not contain a valid MCA

identification code and the DoDAAC is not listed in the DoD EMALL CFM Table, DAAS
will reject with Status Code CL.

C26.9.4.3. If an MCA is identified by either a distribution code or a RIC,

DAAS will forward the requisition to the SoS.

C26.9.4.3.1. The SoS will submit an MCA Validation Request to DAAS

for validation following GFM MCA procedures (including Army CFM).

C26.9.4.3.2. DAAS will recognize the EMALL supplementary address

and again employ existing GFM edits and the DoD EMALL CFM Table to take
appropriate action.

C26.9.4.3.3. If the validation using the DoD EMALL CFM Table

identifies the contractor DoDAAC as authorized by the contracting officer for ordering
CFM using corporate credit cards, then DAAS will validate the requisition and respond
to the SoS with an MCA Validation Response using Advice Code 2M indicating that the
requisition is valid. The SoS will continue processing.

C26.9.4.3.4. If the contractor DoDAAC is not contained on the DoD

EMALL CFM Table, but the requisition contains a valid MCA code, then DAAS will
forward the MCA Validation Request to the MCA for validation.

C26.9.4.3.5. If the contractor DoDAAC is not contained on the DoD

EMALL CFM Table or does not match the CFM Authorized Materiel Table, when
applicable, and the requisition does not contain a valid MCA code, then DAAS will
provide an MCA Validation Response with Status Code CL indicating that the
transaction is invalid. The SoS will reject the requisition.

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C26.9.4.4. For DLA contractor credit card purchases (identified by a DLA-
assigned U-series DoDAAC in the document number), DAAS processing rules will be as
described in this paragraph, except that the requisition will be validated against the DLA
ICP MCA Table.

C26.9.5. DoD EMALL Reports. To support DoD requirements for oversight of

materiel sold to contractors, the DoD EMALL program office will provide reports to
monitor contractor activity. For contracts having a maximum total dollar ceiling, a DoD
EMALL report will be provided to the contracting officer when the cumulative value of
CFM ordered reaches 80 percent of the ceiling.

C26.10. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER-

DIRECTED SHIPMENT OF NON-REQUISITIONED GOVERNMENT FURNISHED
MATERIEL BASED ON A BILL OF MATERIEL.

C26.10.1. ICP/integrated materiel manager (IMM)-directed shipments of GFM may

be managed through the use of a bill of materiel (BOM) as identified under the terms of
the DoD contract. In this context, the BOM identifies the raw materials/component parts
needed to assemble/manufacture/repair the end item or final product. Based on the unit
of allowance, the number/amount of GFM component materiel needed to accommodate
the total number of end items to be manufactured/assembled/repaired on a specific
contract/purchase order may be calculated and provided. This procedure eliminates the
need for separate GFM requisitions for the component materiel and subsequent
MILSTRIP MCA validation. Instead, this process allows the ICP/IMM to push the
materiel to the contractor as required by schedule and/or usage.

C26.10.2. Upon contract award for production of an end item or final product, the
BOM becomes the basis for determining the quantity of GFM required by the contractor.
These deliveries will only include stocked raw material/component parts that the
Government provides at no separate charge to the contractor for assembly/manufacture
of the end item/final product. Under this process, the ICP/IMM will use internal control
procedures to monitor consumption of raw material/component parts against the receipt
of items awarded by contract.

C26.10.3. The ICP/IMM will prepare materiel release orders for stock shipment
using document numbers based upon a DLA-established DoDAAC. The ship-to
location cited in the release order will identify the contractor DoDAAC authorized to
receive GFM. Under DLMS processing, the Materiel Release Order will include the
authorizing PIID 14, and CLIN, when applicable; this is not applicable to MILSTRIP
legacy processing. When a PIID call/order number (F in 9th position) is used,
provide the value in the PIID field. The storage activity will provide shipment
confirmation to the ICP/IMM for monitoring GFM shipments and will prepare shipment
status; under DLMS processing, the shipment status will perpetuate applicable contract
data. For contractors without capability to accept legacy 80 record position/DLMS

14
Use the legacy PIIN pending transition to the PIID. When using the PIIN, may include the four-
position call/order number. Refer to ADC 1161A.

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Change 9
transactions, status of the GFM component delivery will be provided upon request by
the contractor. The assembled/manufactured end items may be shipped directly to
customers or shipped to a storage location for future use.

C26.10.4. Use of the above business process does not relieve the ICP/IMM from
management reporting requirements required by DoDM 4140.01, DoD Supply Chain
Materiel Management Procedures. Materiel Receipt Acknowledgement is required for
GFM, including pushed shipments, under MILSTRAP procedures.

C26.10.5. This process is discretionary and may not be applicable to all

commodities and contracts requiring GFM. This process may only be used to support
GFM requirements satisfied by the DoD Component issuing the contract (that is, by
design, it does not support inter-Component materiel support).

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Change 6

C27. CHAPTER 27
MASS OR UNIVERSAL CANCELLATION OF
REQUISITIONS
C27.1. GENERAL

C27.1.1. Purpose. This chapter provides procedures for the request, generation,
submission, and processing of mass and universal cancellations of requisitions. It also
provides procedures for the disposition of frustrated shipments and materiel resulting
from mass and universal cancellation actions.

C27.1.2. Transactions

C27.1.2.1. Request for Mass Cancellation of Requisitions Transaction is

identified by the DLMS 869C by beginning segment (1/BSI08/20 Code AC and
1/BSI09/20 Code AW).1 This transaction provides the functionality of the MILSTRIP
Mass Cancellation Message (See Appendix 6.23). There is no MILSTRIP legacy
document identifier code (DIC) equivalent.

C27.1.2.2. Request for Universal Cancellation of Requisitions Transaction is

identified by the DLMS 869C by beginning segment (1/BSI08/20 Code AC and
1/BSI09/20 Code C).2 This transaction provides the functionality of the MILSTRIP
Universal Cancellation Message (See Appendix 6.23). There is no MILSTRIP legacy
DIC equivalent.

C27.1.2.3. Requisition Modification Transaction is identified by the DLMS

511M by beginning segment (1/BR02/020 Code AM). This transaction provides the
functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and
AME.

C27.1.2.4. Materiel Release Order Modification Transaction is identified by

the DLMS 940R by beginning segment (1/W0506/0200 Code NA and 1/W0507/0200
Code 2). This transaction provides the functionality of passing the MILSTRIP legacy
DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and AME from the source of supply
(SoS) to the storage activity.

C27.1.2.5. Disposal Release Order Modification Transaction is identified by

the DLMS 940R by beginning segment (1/W0506/0200 Code NE and 1/W0507/0200

1
Mass cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132. Delayed
implementation authorized.
2
Universal cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132.
Delayed implementation authorized.

C27-1 CHAPTER 27
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Change 6
Code 2). This transaction provides the functionality of passing the MILSTRIP legacy
DIC AMJ.

C27.1.2.6. Inventory Control Point Requisition Modification Transaction is

identified by the DLMS 511M by beginning segment (1/BR02/020 Code AM and
1/BR06/020 Code 2). This transaction provides the functionality of MILSTRIP legacy
DIC AMP.

C27.1.2.7. Universal Requisition Cancellation to Storage Activity Transaction

is identified by the DLMS 940R by beginning segment (1/W0506/0200 Code ND) and
DIC AC7 (2/LQ01/1300 Code 0). This transaction provides the functionality of
MILSTRIP legacy DIC AC7.

C27.1.2.8. Universal Requisition Cancellation to Procurement Activity

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/20 Code
AC and 1/BSI09/20 Code C) and DIC ACM (2/LQ01/180 Code 0). This transaction
provides the functionality of MILSTRIP legacy DIC ACM.

C27.1.2.9. Mass Requisition Cancellation to Storage Activity Transaction is

identified by the DLMS 940R by beginning segment (1/W0506/0200 Code ND) and DIC
AC6 (2/LQ01/1300 Code 0). This transaction provides the functionality of MILSTRIP
legacy DIC AC6.

C27.1.2.10. Mass Requisition Cancellation to Procurement Activity

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/20 Code
AC and 1/BSI09/020 Code AW) and DIC ACP (2/LQ01/180 Code 0). This transaction
provides the functionality of MILSTRIP legacy DIC ACP.

C27.1.2.11. Follow-Up to Storage Activity for Mass/Universal Requisition

Cancellation Transaction is identified by the DLMS 940R by beginning segment
(1/W0506/0200 Code ND and 1/W0507/0200 Code 82). There is no MILSTRIP legacy
equivalent DIC.

C27.1.2.12. The Supply Status Transaction is identified by the DLMS 870S

by two different beginning segment (1/BSR01/020) Transaction Type Codes.

C27.1.2.12.1. Transaction Type Code 4 – Response to Requisition.

This transaction provides the functionality of MILSTRIP legacy DIC AE1, AE2, AE3,
AE8, AE9, AEA, AEB, AED, and AEE.

C27.1.2.12.2. Transaction Type Code 5 – Notice of Response to Direct

Vendor Delivery. This transaction provides the functionality of MILSTRIP legacy DIC
AB1, AB2, AB3, and AB8.

C27.1.2.13. The Reply to Cancellation Request – Shipment Status is

identified by the DLMS 856S by beginning segment (1/BSN06/0200 Code AS) and DICs
AU1, AU2, AU3, AU4, AU5, AU8 (2/LQ01/3500 Code 0). This transaction provides the
functionality of MILSTRIP Legacy DIC AU1, AU2, AU3, AU4, AU5, and AU8.

C27-2 CHAPTER 27
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Change 6
C27.1.2.14. The Reply to Cancellation Request – Materiel Release
Confirmation is identified by the DLMS 945A by beginning segment (1/W0611/0200
Code NJ). This transaction provides the functionality of MILSTRIP Legacy DIC AU0,
AUA, and AUB.

C27.1.2.15. The Reply to Cancellation Request is identified by the DLMS

945A by beginning segment (1/W0611/20 Code NR). This transaction provides the
functionality of MILSTRIP Legacy DIC AG6.

C27.1.2.16. The Storage Activity Supply Status is identified by the DLMS

945A by beginning segment (1/W0611/20 Code NL). This transaction provides the
functionality of MILSTRIP Legacy DIC AE6.

C27.2. APPLICABILITY

C27.2.1. Events such as base closures, termination of special projects, ship and
unit inactivation, termination of agreements, and termination of vessel outfitting or
construction can necessitate the requirement for mass or universal cancellation.

C27.2.2. Although these events may ultimately require mass or universal

cancellation action, they are normally known to the affected activities well in advance of
the effective date of such closures or termination action. In these instances, every effort
will be made by the requisitioning activity to minimize the continued processing of
requisitions by the sources of supply (SoS), and the subsequent entry of unwanted
shipments into the Defense Transportation System (DTS), through initiation and
processing of single line-item cancellations (See Chapter 4).

C27.2.3. When a total project (or total requirement for a single base) is no longer
required and should be canceled and it is known that insufficient time remains to permit
continued cancellation on a single line basis, a mass cancellation or universal
cancellation request may be initiated.

C27.2.3.1. A mass cancellation permits continued supply action and

shipment processing for selected requisitions.

C27.2.3.2. A universal cancellation serves to terminate all such processing,

even requisitions previously identified for continued supply action and shipment
processing under mass cancellation situations.

C27.2.3.3. Under extreme conditions, a mass cancellation may be

superseded by a universal cancellation.

C27.2.4. Requisitions that require continued supply action and shipment

processing under mass cancellation situations must be identified by the requiring

C27-3 CHAPTER 27
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Change 6
activity at the earliest date through submission of a Requisition Modification (DLMS
511M) citing Special Requirements Code 5553.

C27.2.4.1. The requisition may not be modified to cite Special Requirements

Code 555 after the effective date of the requested mass cancellation; however,
requisition modifications submitted to change other data elements when the Special
Requirements Code 555 was previously entered must perpetuate the Special
Requirements Code 555.4

C27.2.4.2. Requisitions containing, or modified to contain, Special

Requirement Code 555 will receive processing precedence under Chapter C4.

C27.2.5. When a universal cancellation is initiated to supersede a mass

cancellation and there are outstanding requisitions or requisition modifications citing
Special Requirements Code 555, the SoS will provide a Universal Requisition
Cancellation to Storage Activity (DLMS 940R/DIC AC7) or a Universal Requisition
Cancellation to Procurement Activity (DLMS 869C/DIC ACM) for all outstanding
requisitions, regardless of the presence of a Special Requirements Code 555.

C27.3. INITIATION OF MASS OR UNIVERSAL CANCELLATION OF REQUISITIONS

C27.3.1. Only designated personnel within an organization may initiate requests

for mass or universal cancellation of requisitions. The Component’s requisitioning
system will ensure that only authorized users initiate these requests. If there are any
questions regarding the authenticity of a mass/universal cancellation, contact either the
Component Supply PRC Representative or the customer support representative for the
source of supply. Component Supply PRC Representatives are identified on the DLMS
Website on the Supply Committee page. The mass or universal cancellation request
will be accomplished by preparation of the DLMS 869C or the message format reflected
in Appendix AP6.23.

C27.3.1.1. Inter-Component dissemination of requests for mass or universal

cancellation must be coordinated in advance to determine if the DLMS 869C or
message format will be used. If using the message format, the requesting Component
must identify the authorized recipient from the Component to process the mass or
universal cancellation. If it is not known, contact either the Component’s Supply PRC
representative or the customer support representative for the source of supply to
identify the point of contact.

C27.3.1.2. Intra-Component dissemination of requests for mass or universal

cancellations must be performed by the authorized Component contact point. Intra-
Component dissemination will include all Component supply sources, storage sites, and
other activities within the DoD Component processing MILSTRIP documentation or
shipments with capability to cancel requisitions or divert shipments. In addition, the

3
Code 555 identified in the required delivery date field for MILSTRIP legacy transactions.
4
Revised requisition modifier procedures last reported as not implemented by U.S. Marine Corps
(USMC). Refer to Approved MILSTRIP Change Letter (AMCL) 123C.

C27-4 CHAPTER 27
 DLM 4000.25, October 23, 2015
Change 6
designated Component contact points must ensure that the appropriate overseas
theater, force, logistics, or type commanders are cognizant of mass or universal
cancellation actions affecting their areas of responsibility.

C27.3.2. Due to the requirement to ensure that mass/universal cancellation

requests are only initiated by authorized personnel, these cancellations must not be
initiated through use of DOD EMALL, or its replacement system FEDMALL.

C27.3.3. Required Data Content. Requests for mass or universal cancellation

action will be submitted to the applicable SoS for cancellation of all open requisitions
applicable to specific projects or bases. The request for mass or universal cancellations
will contain identification of the activity submitting the request, the effective date, and
the required codes for identification of one of the following, for which cancellation of all
applicable requisitions is requested:

C27.3.3.1. One Project code and one ship-to DoDAAC

C27.3.3.2. No project code and one ship-to DoDAAC

C27.3.3.3. One project code and multiple ship-to DoDAACs

C27.3.3.4. No project code and multiple ship-to DoDAACs

C27.3.3.5. Multiple project codes and one ship-to DoDAAC

C27.3.3.6. Federal supply classification (FSC), national stock number (NSN),

local stock number (LSN), or CAGE/part number when associated with the address of
the original requisition document number ship-to address and/or project code.

C27.3.4. Customers retain the authority to submit single line-item cancellation

requests via DLMS 869C/DICs AC1/AC2/AC3 at any time before, during, or after the
mass cancellation effective date.

C27.4. CONTINUING HIGH PRIORITY DEMANDS DURING A MASS

CANCELLATION

C27.4.1. A need may exist to continue the processing of certain requisitions and
shipments during mass cancellations such as high priority demands to satisfy not
mission capable supply (NMCS) conditions (identified by Special Requirements Code
999 or N in the requisition). In addition, a need may exist to allow continued processing
of requisitions for materiel required to effect base closure. In these instances, submit a
requisition modification citing Special Requirements Code 555 to the SoS prior to the
submission of the mass cancellation request. For Security Assistance, use of Special
Requirements Code 555 is restricted to approved cooperative logistics supply support
arrangement (CLSSA) requisitions with Type of Assistance Code U or V (the buying
government has made cash payment to buy equity in DoD stocks). Sources of supply
will not cancel requisitions that have been modified to contain Special Requirements
Code 555 during a mass cancellation process. If submitting the mass cancellation

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Change 6
request via offline message, then cite one of the following selective criteria in the special
instructions segment of the message:

C27.4.1.1. Project code(s) when associated with the ship-to DoDAAC being
canceled

C27.4.1.2. Special Requirements Code 999 or N when associated with the

ship-to DoDAAC being canceled

C27.4.1.3. FSC, NSN, or CAGE/part number when associated with the ship-
to DoDAAC being canceled

C27.4.1.4. Specific requisition document number(s) and routing identifier

code (RIC)-From the status received or the RIC-To which the requisition has been
transmitted if status has not been received

C27.4.1.5. Specific priority designator (PD) when associated with the ship-to
address DoDAAC being canceled

C27.4.1.6. Required delivery period (RDP) when associated with the ship-to
address DoDAAC being canceled - conventional ammunition only. 5

C27.4.2. Upon receipt of Requisition Modifications citing continued processing

action during a mass cancellation, SoS, storage activities, and procurement sources
must annotate the affected requisition(s) and all associated transactions/records with
Special Requirements Code 555.

C27.4.3. Upon receipt of either the Request for Mass Cancellation transaction or
the offline Mass Cancellation message citing selective criteria for continued processing
action in the special instructions segment, the SoS must review all prospective
cancellations to identify those for which continued processing has been requested. For
continued processing of requisitions at storage activities, the SoS will provide a Materiel
Release Order Modification (for MILSTRIP legacy processing, pass the Requisition
Modification) to the Storage Activity. In the case of items scheduled for direct vendor
delivery, the SoS must forward ICP Requisition Modifications (DIC AMP) to
procurement sources.

C27.4.4. The DTS will continue movement of materiel to which Special

Requirements Code 555 has been applied except when a universal cancellation has
been announced.

C27.5. SOURCE OF SUPPLY PROCESSING MASS OR UNIVERSAL

CANCELLATION REQUESTS

5
Use of RDP for conventional ammunition last reported as not implemented by U.S. Air Force (USAF).
Refer to AMCL 148.

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Change 6
C27.5.1. Sources of supply are responsible for ensuring that requisition
processing, procurement, and storage activities exercise the fullest practical
resourcefulness in preventing the issue and shipment of unwanted materiel. The
practical considerations involved in the processing of cancellation requests include such
factors as time, packing and handling, related costs, and location of materiel for which
cancellation is requested.

C27.5.2. The SoS must cancel all requisitions dated on or prior to the effective
date announced in mass or universal cancellation requests for which materiel release
orders (MROs), and/or purchase requests have not been submitted to storage or
procurement activities. Provide a Supply Status transaction citing Status Code BQ or
B4, as appropriate, as notice of accomplished cancellations to all eligible status
recipients under Chapter 5 within the timeframe for furnishing status.

C27.5.3. The SoS will furnish Supply Status transactions citing Status Code B9 to
all eligible recipients under Chapter 5 within the timeframes for furnishing status for:

C27.5.3.1. Unconfirmed cancellation of open MROs and open procurement

actions.

C27.5.3.2. Materiel release confirmations (MRCs) that indicate shipment to

OCONUS activities within 45 days of the effective date of the mass cancellation.

C27.5.4. Provide subsequent Supply Status transactions citing Status Codes BQ,
B4, or B6 as notification for each line-item canceled or diverted. Cite Status Code B8
for each line-item that was not canceled or diverted.

C27.5.5. The SoS will provide storage activities with mass requisition cancellation
transactions (DLMS 940R/DIC AC6) and universal requisition cancellation transactions
(DLMS 940R/DIC AC7) for all unconfirmed MROs and MRCs that indicate shipment to
OCONUS activities within 45 days of the effective date of the mass or universal
cancellation.

C27.5.6. The SoS will provide procurement activities with mass requisition
cancellation transactions (DLMS 869C/DIC ACP) and universal requisition cancellation
transactions (DLMS 869C/DIC ACM) for all open procurement actions. These
transactions are mandatory when purchase requests have been issued to another
Component. If processed within an integrated Component system, equivalent internal
transactions may be used.

C27.5.7. The SoS will not provide storage and procurement activities with
cancellation requests when:

C27.5.7.1. In receipt of MRCs that show shipment has been accomplished by

parcel post (USPS),

C27.5.7.2. In receipt of MRCs that show shipment to CONUS activities has

been accomplished, and

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Change 6
C27.5.7.3. In receipt of MRCs that show shipment to OCONUS customers
was accomplished more than 45 days prior to the receipt of the mass or universal
cancellation request.

C27.5.8. The SoS will follow-up with the procurement or storage activity, as
applicable, when no response to the original universal or mass requisition cancellation
request has been received within three days. The SoS will follow-up to procurement
activities via internal system communications or offline means (e.g., email, phone). For
follow-ups to a storage activity, the SoS will use the DLMS 940R Follow-Up to Storage
Activity for Mass/Universal Requisition Cancellation (there is no MILSTRIP legacy
equivalent).

C27.6. STORAGE ACTIVITY PROCESSING OF MASS OR UNIVERSAL

REQUISITION CANCELLATIONS

C27.6.1. Upon receipt of the mass or universal requisition cancellation

transaction(s) from the SoS, the storage activity will identify all affected MROs where
the items have not been released to a carrier for delivery to the consignee.

C27.6.1.1. For mass cancellation, the storage activity will not suspend
processing of MROs identified for continued processing under paragraph C27.4.

C27.6.1.2. For universal cancellation, the storage activity will suspend further
processing of all MROs, including any citing Special Requirements Code 555.

C27.6.2. For CONUS shipments, storage activities will accomplish cancellation for
all items for which mass or universal requisition cancellation transactions are received
from SoS and the items have not been released to a carrier for delivery to the
consignee.

C27.6.3. Storage activities will advise the SoS of actions taken in response to
cancellation requests. When a shipment has not been released to the carrier for
delivery to consignee and cancellation is accomplished, the storage activity will send the
SoS a Reply to Cancellation Request transaction (DIC AG6) citing Status Code BQ.

C27.6.4. For shipments already released to a carrier for delivery to the consignee
not meeting the criteria stipulated in paragraph C27.5.7., the storage activity will
generate a Reply to Cancellation Request – Shipment Status (DLMS 856S/DIC AU_) for
routing by DAAS under standard MILSTRIP procedures for shipment status. It will also
generate the Storage Activity Supply Status (DLMS 945A/DIC AE6) to the SoS.

C27.6.4.1. For CONUS shipments and those OCONUS shipments that meet
the mass or universal cancellation criteria and have entered the DTS within 45 calendar
days of the date of the mass or universal requisition cancellation request, the storage
activity will cite Action Code W10 in the Reply to Cancellation Request – Shipment
Status to indicate actions are being taken to divert the shipment.

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Change 6
C27.6.4.2. The Storage Activity Supply Status transaction to the SoS will cite
Status Code B9 indicating that action is being taken to cancel/divert the shipment.

C27.6.5. When storage activities do not accomplish cancellation, the source of

supply will be furnished a Storage Activity Supply Status transaction (DLMS 945A/DIC
AE6) citing Status Code B8.

C27.6.6. Storage activities in receipt of transportation confirmation of shipment

diversion transactions will send to the appropriate SoS a Reply to Cancellation Request
transaction (DIC AG6) citing Status Code B6 for each requisition contained within the
shipment unit. The transaction will also cite the DoD activity address code (DoDAAC) of
the new consignee.

C27.6.7. Storage activities in receipt of transportation denial of shipment diversion

transactions will generate a Reply to Cancellation Request – Materiel Release
Confirmation (DIC AU0/AUA/AUB to the appropriate source of supply. This transaction
will be prepared under Appendix AP8.14.

C27.6.8. Upon receipt of a DLMS 940R Follow-Up to Storage Activity for

Mass/Universal Requisition Cancellation, the storage activity will respond with the
appropriate transaction as outlined in the preceding procedures for storage activity
processing of these cancellation requests.

C27.7. DIRECT VENDOR DELIVERY PROCESSING OF MASS OR UNIVERSAL

REQUISITION CANCELLATIONS

C27.7.1. All rules governing the single-line cancellation of shipments from

procurement also apply to requests for mass or universal requisition cancellation,
except as modified herein. Where DLMS/DIC transactions are identified for exchange
of reporting events between the SoS and the procurement activity, internal system or
off-line communications (e.g., email, phone), are authorized when procurement systems
are not capable of supporting the MILSTRIP transactions.

C27.7.2. The SoS will initiate universal requisition cancellation transactions (DIC
ACM) and mass requisition cancellation transactions (DIC ACP) for all items scheduled
for direct delivery, and for which purchase requests have been submitted, regardless of
materiel costs, unless continued processing has been requested under Paragraph
C27.4.

C27.7.2.1. Mass cancellation will not be requested for requisitions citing

Special Requirements Code 555.

C27.7.2.2. Universal cancellation will be requested regardless of the entry in

the Special Requirements field.

C27.7.3. Procurement activities will advise the SoS of actions taken in response to
cancellation requests. When a shipment has not been released to the carrier for
delivery to consignee and cancellation is accomplished, the procurement activity will

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Change 6
send the SoS a Reply to Cancellation Request transaction (DIC AG6) citing Status
Code BQ or B4. Procurement activities will not initiate actions with the DTS to cause
diversion of shipments at terminals.

C27.7.4. For shipments already released to a carrier for delivery to the consignee
not meeting the criteria stipulated in paragraph C27.5.7., the procurement activity will
generate the Storage Activity Supply Status (DLMS 945A/DIC AE6) to the SoS. The
SoS will generate, on behalf of the procurement activity, a Reply to Cancellation
Request – Shipment Status (DLMS 856S/DIC AU_) for routing by DAAS under standard
MILSTRIP procedures for shipment status.

C27.7.4.1. For CONUS shipments and those OCONUS shipments that meet
the mass or universal cancellation criteria and have entered the DTS within 45 calendar
days of the date of the mass or universal requisition cancellation request, the SoS will
cite Action Code W10 in the Reply to Cancellation Request – Shipment Status to
indicate actions are being taken to attempt to divert the shipment.

C27.7.4.2. The Storage Activity Supply Status transaction to the SoS will cite
Status Code B9 indicating that action is being taken to cancel/divert the shipment. This
status will be perpetuated by the SoS in a Supply Status transaction to the requesting
activity.

C27.7.5. Procurement activities in receipt of confirmation of shipment diversion

transactions will send to the appropriate SoS a Reply to Cancellation Request
transaction (DIC AG6) SoS citing Status Code B6 for each requisition contained within
the shipment unit. The transaction will also cite the DoDAAC of the new consignee.

C27.7.6. Procurement activities in receipt of denial of shipment diversion

transactions will send to the appropriate SoS a Reply to Cancellation Request –
Materiel Release Confirmation transaction (DIC AU0/AUA/AUB).

C27.7.7. If the procurement activity is unable to transmit either the confirmation of

shipment diversion or the denial of shipment diversion, it will be presented to the SoS
via internal system communication or offline means (e.g., email, phone), at which time
the SoS will update its records accordingly.

C27.7.8. Upon receipt of a DLMS 869C Follow-Up to Procurement Activity for

Mass/Universal Requisition Cancellation, the procurement activity will respond with the
appropriate transaction as outlined in the preceding procedures for procurement activity
processing of these cancellation requests.

C27.8. DTS PROCESSING OF MASS OR UNIVERSAL REQUISITION

CANCELLATIONS

C27.8.1. Diverting Outside the Continental U.S. Shipments. When outside the
continental U.S. (OCONUS) shipments have already departed from continental U.S.
(CONUS) ports, the responsibility for diversion or disposition is that of the consignee or
the appropriate theater, force, logistics, or type commander. Notice to the latter will be
C27-10 CHAPTER 27
 DLM 4000.25, October 23, 2015
Change 6
the transportation lift data provided by the DTS clearance authority. (See paragraph
C27.9.4.)

C27.8.2. Diverting Continental U.S. Shipments. No attempt will be made to divert

materiel destined to CONUS customer activities beyond the point of shipment.

C27.8.3. Designated Storage Points. All shipping DoD Components will designate
storage points within their distribution system to receive shipments redirected as a result
of mass or universal cancellation. Fund citations for bill of lading (BL) preparation must
also be provided. These designated points and fund citations will be provided to Air
Mobility Command (AMC), Military Surface Deployment and Distribution Command
(SDDC), or theater commanders and will serve as predesignated consignees for any
announced mass or universal cancellation. If more than one storage point is
designated, instructions will be furnished to specify on a geographical basis the storage
point designation in relation to each range of water and aerial ports (e.g., west, gulf, and
east coasts). In addition, canceling DoD Components will designate a contact point(s)
to provide disposition instructions on materiel that does not meet the automatic
diversion conditions specified in paragraph C27.9. Designated points of contact will
provide requested disposition instructions to DTS within 24 hours on materiel located at
air terminals and within 48 hours on materiel located at water terminals.

C27.9. DISPOSITION OF FRUSTRATED SHIPMENTS/MATERIEL

C27.9.1. The disposition of frustrated shipments at water ports of embarkation

(WPOE)/aerial ports of embarkation (APOE) that are the result of mass or universal
cancellation action will be as follows:

C27.9.1.1. Shipments from DoD storage points or from commercial vendors

acting under the direction of a DoD procuring activity will be diverted to the
predesignated storage sites of the shipping/procuring DoD Component.

C27.9.1.2. Shipments from General Services Administration (GSA)

commercial vendors acting under the direction of a GSA procuring activity will be
disposed under normal excess/surplus/donation procedures. The shipments will not be
diverted to GSA facilities. 6

C27.9.1.3. DTS attempts to divert/frustrate shipments will terminate 45

calendar days from the effective date of the mass or universal cancellation request.

C27.9.2. Certain strategic and tactical operations or political considerations may

dictate that all shipments for a given consignee be stopped or diverted. In these most
restrictive of shipment diversion situations and economic considerations (e.g., the
comparison of accessorial cost of stopping, holding, and returning the materiel to
storage activities), the value of the canceled materiel and the costs of the receiving
activity to perform the necessary processing or reprocessing of the materiel are not

6
Refer to ADC 1142, Update to Remove General Services Administration (GSA) from MILSTRIP Materiel
Returns Program (MRP)

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Change 6
controlling factors. In most situations, however, the strategic, tactical, or political
environment is such that complete disregard of these economic considerations is not
warranted.

C27.9.3. Transportation diversion procedures are established to permit diversion

only if the materiel being shipped can be identified and located by TCN.

C27.9.3.1. Non-Consolidated Shipment Units. Shipment units eligible for

cancellation that have not been consolidated into a container with other shipments will
be stopped and diverted by the POE up to the point of lift. Diversion of cancellation
eligible shipments at or beyond the port of debarkation (POD) will be the responsibility
of the appropriate theater, force, logistics, or type commander.

C27.9.3.2. Consolidated Multiple Shipment Units. Individual line-items will

not be removed from multiple-line shipment units (consolidated packs), nor will a
shipment unit container be removed from a multi-container shipment (SEAVAN) type
device. Shipment units cannot be diverted in the DTS if stuffed or loaded with other
shipment units or on multiple shipment unit devices; such as, SEAVANS, container
express (CONEX), MILVANS (Military Van), and Aircraft 463L pallets.

C27.9.4. For mass or universal cancellation requests that specify FSC,

NSNs/LSNs, or part number data, the DTS will stop and frustrate, for the DoD
Component review, all shipments of the canceling DoD Component for the affected
consignees. Disposition of cancellation eligible shipments at or beyond the POD will be
the responsibility of the appropriate theater, force, logistics, or type commander.

C27.9.5. The DTS will generate specified documentation for the following
shipment categories:

C27.9.5.1. For all shipments that are diverted as a result of mass or universal
cancellation, the DTS will contact the shipper to confirm shipment diversion. The
confirmation of shipment diversion will contain complete Transportation Control and
Movement Document (TCMD) data for each shipment unit and, if available, the contract
number. In addition:

C27.9.5.1.1. For shipments that are diverted under pre-positioned

instructions, the DTS will generate appropriate DTR 4500.9R, “Defense Transportation
Regulation” transactions to the new consignee.

C27.9.5.1.2. For shipment units that are frustrated and were not
diverted to a specific site, the DTS will send a request for disposition instructions to the
appropriate Component contact points. In situations where the designated DoD
Component contact point is a collocated liaison office, the request for disposition
instruction transactions will be listed and provided to the contact point directly. After
receipt of disposition instructions for such frustrated shipments, the DTS will prepare
appropriate DTR transactions for the new consignee.

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Change 6
C27.9.5.1.3. For shipments in transit to, at, or between the POD and the
OCONUS consignee, OCONUS DTS activities will request disposition instructions from
the appropriate theater, force, logistics, or type commander’s designated contact point.

C27.9.5.2. For shipments in transit between WPOE/APOE and the OCONUS

consignee less than 30 days, the DTS will generate a listing of the manifest shipment
unit data, vessel/aircraft identification and departure date, water port of debarkation
(WPOD)/aerial port of debarkation (APOD) and estimated time of arrival (ETA). This
listing will be sent to the affected OCONUS command component, the appropriate
WPOD/APOD, and to the designated contact point, if requested.

C27.9.6. Storage sites in receipt of diverted shipments will report the receipt to the
appropriate SoS under Chapter 13. Reconsignment/disposition will be as directed.

C27.9.7. Specific instructions concerning materiel transportation charges and

credit allowances are contained in the DoD 7000.14-R, “Department of Defense
Financial Management Regulations (FMRS),” (Vol 11B), Federal Property Management
Regulation (FPMR) 101-26.311, and FPMR 101-27.505. The Component initiating the
cancellation requests applicable to U.S. Forces requisitions will be charged with the
following:

C27.9.7.1. Transportation and terminal costs associated with holding,

stopping, and returning materiel to storage,

C27.9.7.2. Procurement termination costs when it is determined that

termination is in the best interest of the Government, and

C27.9.7.3. Excess transportation costs that may be incurred when moving

cargo that is unaffected by the mass or universal cancellation action.

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Change 11

C28. CHAPTER 28
RESERVED

C27-1 CHAPTER 27
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Change 12

C29. CHAPTER 29
RELEASE AND RECEIPT OF MATERIEL
DD FORM 1348-1A
C29.1. GENERAL

C29.1.1. The Issue Release/Receipt Document, DD Form 1348-1A (or DD Form

1348-2 with attached shipping label), and continuation page are prepared by the
supply/shipping activity. These documents are used to select, pack, ship, and receive
materiel. They are also used as a receipt transaction and/or to provide a means to
automate the capture of data using automatic identification technology (AIT) devices.
The DD Form 1348-1A (or DD Form 1348-2) is mandatory for all shipments to DoD
customers, including foreign military sales (FMS) and contractors, from DoD and
General Services Administration (GSA) shipping activities, except as noted in paragraph
C29.3. Additionally, the continuation page is a mandatory document to assist the
processing of serialized items (see Appendix 6.36).

C29.1.2. The DD Form 1348-1A (or DD Form 1348-2) may be manually or

mechanically prepared and will contain data elements prescribed herein for the various
types of transactions.

C29.1.3. Use of carbonless paper for a preprinted DD Form 1348-1A (or DD Form
1348-2) is authorized at the option of the Service/Agency.

C29.1.4. Mechanically prepared DD Form 1348-1A (or DD Form 1348-2) must

contain all required bar codes as outlined in C29.1.6 through C29.1.9 (and associated
sub-paragraphs).

C29.1.5. For transfers to DLA Disposition Services Field Offices, at least one copy
of DD Form 1348-1A (or DD Form 1348-2) must accompany the property and be in a
legible, easy-to-read format.

C29.1.6. For the DD Form 1348-1A, see Appendices 6.25 through 6.29, Appendix
6.31 and Appendix 6.35. There are two methods for generating the form:

C29.1.6.1. Preprinted form. Data entries will be made by automated printer,

typewriter, or hand scribed.

C29.1.6.2. Non-preprinted form. When this method is used, the form and
data are printed simultaneously and will contain the prescribed data elements.

C29.1.7. The preprinted DD Form 1348-1A is 8-1/2 inches long (side to side) and
51/2 inches high (top to bottom). When printed on plain stock paper using laser,
thermal transfer, ion disposition, cold fusion, or other nonimpact printers, the size may
vary within a range of 7-3/4 to 9 inches long and 4 to 5 inches high (with one-sixth inch

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tolerance). When such print technology is used, the in-the-clear/human-readable data
must be easily read and the AIT entries must be machine readable. Margins of one-
fourth inch and outside lines are preferred, but may be eliminated provided the DD form
number remains readable. When printing three forms per 8-1/2- by 14-inch sheet of
paper, the originator must shall ensure that the form, spacing, size, and data entered
thereon are legible and capable of being interpreted by a Logistics Applications of
Automated Marking and Reading Symbols (LOGMARS) scanning device.

C29.1.7.1. Block numbers are provided for data entry. Data to be entered in
the data blocks are shown in Appendices 3.48 and 3.49. Block 27 will contain
information facilitating item unique identification (IUID) in support of unique item tracking
(UIT) and DoD supply policy in conjunction with the expanded content of the Portable
Data File 417 (PDF417) two-dimensional (2D) bar code as illustrated in Appendices
6.35 and 6.36. For a single item shipment, include the clear-text, concatenated/single
value unique item identifier (UII). Phased/staggered implementation is authorized
pending DoD-wide implementation of DoD policy for the application of IUID in supply
processes. As an interim approach, identification of the item on the Issue
Release/Receipt Document (IRRD) by serial number alone is authorized. Additional
optional information may include the item manufacturer’s contractor and Government
entity (CAGE) code, current part number, and batch/lot number. Block 27 will contain
all additional data and in-the-clear text that may be required and is not shown elsewhere
on the form. The in-the-clear text may be used with the AIT encoded information for
those activities possessing bar coding capability.

C29.1.7.2. The paper may be any color that provides a minimum bar code
contrast as specified in International Organization for Standardization (ISO) and
International Electrotechnical Commission (IEC) (ISO/IEC) 15415, Information
Technology - Automatic Identification and Data Capture Techniques - Bar Code Print
Quality Test Specification – Two-dimensional Symbols and in ISO/IEC 15416,
Information Technology – Automated Identification and Data Capture Techniques – Bar
Code Symbology Specification – Linear Symbols.

C29.1.8. The Code 39 (three-of-nine) linear bar code, and PDF417 2D bar code,
and Macro PDF417 2D bar code, as defined in ISO/IEC 16388 Information Technology
– Automated Identification and Data Capture Techniques – Bar code symbology
specifications – Code 39 and ISO/IEC 15438 Information Technology – Automated
Identification and Data Capture Techniques – PDF417 2D bar code symbology
specification, are established as the standard symbologies for the automated marking
and reading of items of supply, equipment, materiel packs, and containers in logistics
operations throughout the DoD. This symbology will be applied using MIL-STD-129
(latest revision), unless otherwise authorized. When Code 39 linear bar code symbols
are printed on DD Form 1348-1A (or DD Form 1348-2), all record positions of data
elements that will be encoded, will contain a bar code character even if the position was
blank on the source document. The specific technical information provided in
MILSTRIP is not intended to be compressive and should be used in conjunction with the
MIL-STD-129.

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C29.1.9. IRRD (DD 1348-1A or DD Form 1348-2) Continuation Page. For
shipment quantities of two or more serialized items, the responsible activity will prepare
a continuation page to facilitate automatic data capture.

C29.1.9.1. In lieu of printing the PDF417 2D bar code in Block 27 of the DD

Form 1348-1A (or DD Form 1348-2), the continuation page will contain a single PDF417
2D bar code or multiple Macro PDF417 2D bar codes (as required by data volume) for
the included data.

C29.1.9.2. The continuation page will contain, at a minimum, the

prescribed data elements outlined in Appendix 6.36. For systems capable of printing
PDF417 2D bar codes, see Appendix 6.35 for a listing of encoded MH10.8.2 standard
data identifiers for the data elements.

C29.1.9.3. The continuation page will also contain Code 39 linear bar
coding with the respective human-readable interpretation (i.e., clear text) for the
included serial numbers to satisfy legacy system requirements.

C29.1.10. IRRD (DD 1348-1A or DD Form 1348-2) Continuation Page for

Ammunition and Explosives (A&E). For shipment of items categorized as A&E, the
responsible activity will prepare a continuation page to capture additional data elements
required for A&E management /accountability and facilitate automatic data capture.
The continuation page may be produced by AIT systems on the same page as the
1348-1A if space permits, or separately.

C29.1.10.1. The continuation page will contain, at a minimum, the prescribed

data elements outlined in Appendix 6.36 to include human-readable interpretation (i.e.
clear text) data elements 28 through 42.

C29.1.10.2. In lieu of printing the PDF417 2D bar code in Block 27 of the DD

Form 1348-1A, the continuation page may contain a single PDF417 2D bar code or
multiple Macro PDF417 2D bar codes (as required by data volume) for the included
data.

C29.1.10.3. The continuation page will contain, at a minimum, the prescribed

applicable data elements outlined in Appendix 6.36. For systems capable of printing
PDF417 2D bar codes, see Appendix 6.35 for a listing of encoded MH10.8.2 standard
data identifiers for the data elements.

C29.1.10.4. Printing Code 39 linear bar code symbols for A&E is optional on
the continuation page(s). All A&E hand held terminals (bar code imagers) in use
support Code 39 linear, PDF417 and Data Matrix 2D barcode symbols. Serial, Lot, or
any other required clear text data from either the DD Form 1348-1A or the continuation
page will be included in the PDF417 or PDF417 Macro 2D barcodes.

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Change 12
C29.2. DOCUMENT DISTRIBUTION

C29.2.1. Actual copies utilized, other than the original and first carbon copy, will
be at the option of the individual S/A. See Tables C29.T1 and C29.T2 for the
distribution of the transactions.

C29.2.2. For transfers to DLA Disposition Services Field Offices, if all DD 1348-1A
data is provided in automated transactions and/or available via digital image, one copy
of the printed document must accompany the shipment; in accordance with the
Paperwork Reduction Act, additional paper copies are not required including verification
of receipt copies.

Table C29.T1. Distribution of DD Form 1348-1A (or DD Form 1348-2), Issue

Release/Receipt Document, and Continuation Page to all Consignees other than
DLA Disposition Services and Security Assistance 1
TRANSACTION NO. OF COPIES DISTRIBUTION
DD Form 1348-1A One (Automated) One copy will accompany all shipments on
(or DD Form 1348-2) or the outside of the shipping container if not
in conflict with other applicable directives.
Two (Manual)
When the DD Form 1348-1A (or DD Form
1348-2) contains bar coding, the copy
accompanying the shipment will contain
the bar coding.
For manually generated copies, one copy
will be retained by the shipper unless an
automated capability is available to prove
that a shipment has been made.
Copies must be attached IAW MIL-STD-
129.
Continuation Page One (Automated) One copy will accompany the DD Form
or 1348-1A (or DD Form 1348-2) for all
shipments containing serialized items and
Two (Manual)
be attached to the material and shipment
IAW MIL-STD-129.
For manually generated copies, one copy
will be retained by the shipper unless an
automated capability is available to track
the serialized contents of the shipment.

1
For Security Assistance shipments, see Figure C6-F1.

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Table C29.T1. Distribution of DD Form 1348-1A (or DD Form 1348-2), Issue

Release/Receipt Document, and Continuation Page to all Consignees other than
DLA Disposition Services and Security Assistance 1
TRANSACTION NO. OF COPIES DISTRIBUTION
DD Form 1348-1A One (Automated) One copy will accompany all shipments of
(or DD Form or materiel and remain attached to the
1348-2) property at the DLA Disposition Services
Two (Manual)
Field Office. When the DD Form 1348-1A
(or DD Form 1348-2) contains bar coding,
the copy accompanying the shipment will
contain the bar coding.
For manually generated copies, one copy
will be produced and retained by the
shipper unless an automated capability is
available to prove a shipment has been
made.
Continuation Page One (Automated) One copy will accompany the DD Form
or 1348-1A (or DD Form 1348-2) for all
Two (Manual) shipments containing serialized items and
be attached to the material. Upon receipt at
the DLA Disposition Services Field Office,
the copy will be used by personnel
screening property for potential
reutilization, transfer, or donation. It will
remain attached to the property at the DLA
Disposition Services Field Office.
For manually generated copies, one copy
will be produced and retained by the
shipper unless an automated capability is
available to track the serialized contents of
the shipment and prove a shipment has
been made.

C29.3. ISSUES FROM SUPPLY SYSTEM STOCK OR FROM DLA DISPOSITION

SERVICES FIELD OFFICES; REQUISITIONS FOR LOCAL ISSUE FROM DLA
DISPOSITION SERVICES FIELD OFFICES

C29.3.1. The DD Form 1348-1A (or DD Form 1348-2) will be prepared as a

release document by the shipping activity (issues from supply system stock) or by the
shipping DLA Disposition Services Field Office (DLA Disposition Services-directed
issues from the local DLA Disposition Services Field Office). The requisitioner may also
use this format when hand carrying requisitions for local issue from DLA Disposition
Services Field Office. Minimum data entries are outlined in Appendix 8.48 for the DD
Form 1348-1A (or DD Form 1348-2).

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C29.3.2. To accommodate the various distribution systems and equipment, DD
Form 1348-1A (or DD Form 1348-2) provides blocks for data entry. With the exception
of Blocks 9, and 15, use of these blocks is optional, but when used, will contain
information shown in Appendix 8.48.

C29.3.3. The continuation page will accompany the DD Form 1348-1A (or DD
Form 1348-2) and must be attached to the material and shipment IAW MIL-STD-129
shipping document requirements for all shipments of two or more items which are
tracked under a UIT program or in support of DoD policy of the application of IUID in
supply business process. Minimum data entries are outlined in Appendix 6.36.

C29.3.4. By exception, when DLA Disposition Services property is sold to a

Commercial Venture contractor, the DLA Disposition Services Field Office has the
option to suppress printing of the DD Form 1348-1A. When no IRRD is prepared, DLA
Disposition Services will utilize the Workload Location List in lieu of the IRRD as the
document transferring ownership from the Government to the contractor. The Workload
Location List will identify all document numbers associated with the Commercial
Venture delivery order, materiel identification by national item identification number
(NIIN), and applicable quantities. A copy of the Workload Location List will be retained
by the field office.

C29.4. RETURNS TO STOCK AND TRANSFERS (EXCLUDING TRANSFERS TO

DLA DISPOSITION SERVICES FIELD OFFICES)

C29.4.1. In addition to the release of materiel for shipment based upon a

requisition, other situations such as the following necessitate release of materiel for
shipment:

C29.4.1.1. Materiel returns from base to depot.

C29.4.1.2. Base-to-base movements.

C29.4.1.3. Retrograde or lateral system movements.

C29.4.2. The documentation copy and distribution requirements prescribed in

Tables C29.T1 or C29.T2 will be used to effect returns and transfers. Entries will be as
shown in Figure C29.F1 for all DLA and inter-Service/Agency (S/A) transactions.

C29.4.3. For intra-S/A use, the data prescribed in Figure C29.F1. must be
entered. Other entries may be prescribed by concerned S/As; however, any such
entries must relate to the columnar and/or block headings indicated in the form.

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Figure C29.F1. Instructions for Completion of DD Form 1348-1A (or DD Form 1348-2),
Used for Returns to Stock Transfers (Excluding Transfers to DLA Disposition
Services Field Offices)
RECORD POSITION(S) ENTRY AND INSTRUCTIONS
1-3 Perpetuate from source document or blank.
4-7 Leave blank.
8-22 Enter the stock or part number.
23-24 Enter the U/I.
25-29 Enter the quantity.
30-43 Enter the document number of the consignor (shipper.)
44-73 Leave blank.
74-80 Enter the unit price2.
Blocks 3 and 27 Enter DoDAAC of the activity to which the materiel is directed.
The in-the-clear name, number, and address may be in Block
27.
Block 27 Enter the supply condition code reflecting the condition of the
materiel. (See Appendix 2.5, Federal Condition Codes)
Block 27 Enter activity account number of the activity to be credited (if
applicable) and the appropriate fund code (if applicable). (See
DLM 4000.25, Volume 4 Finance).
For single quantity item, enter applicable serial number and/or
UII content in conjunction with application of a PDF417 2D bar
as illustrated in Volume 2, Appendix 6.35. For multiple uniquely
identified items, use the continuation page per Volume, 2,
Appendix 6.36 3

C29.5. TRANSFERS TO DLA DISPOSITION SERVICES FIELD OFFICES. Use DD

Form 1348-1A (or DD Form 1348-2) as the disposal turn-in document (DTID) for all
transfers to DLA Disposition Services Field Offices. See C29.2.2. for criteria to use
automated distribution of DD Form 1348-1A (or DD Form 1348-2). Appendix 8.49
shows required entries required for single line item turn-ins. See Appendix 6.35 for
PDF417 2D bar code content. A continuation page will accompany the DD Form 1348-
1A (or DD Form 1348-2) for all shipments of two or more items that are tracked under a
UIT program or in support of DoD policy for the application of IUID in supply business

2
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221
3
For Security Assistance shipments, see Figure C25-F1.

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processes. See Appendix 6.35 for PDF417 2D bar code content and Appendix 6.36 for
the continuation page content.

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C30. CHAPTER 30
PROCEDURES FOR SERIALLY MANAGED MATERIEL
REQUIRING OWNER VISIBILITY
C30.1. GENERAL.

C30.1.1. Purpose. This chapter covers the additional procedures required for
serially managed materiel requiring owner visibility while physically located at DLA
Distribution Centers, hereafter referred to as storage activities. See section C30.5. for
the categories of serially managed materiel covered by this chapter.

C30.1.1.1. For these procedures, the serial number is mandatory in the

DLMS transaction, as is the unique item identifier (UII), when available--the intent is to
capture both serial number and UII. Many legacy items have not been marked with an
assigned UII; therefore, the UII cannot be considered a mandatory data element until
transition to management by UII is complete across the Department of Defense. 1 That
is the context in which the term “serial number/UII” is used in this chapter.
C30.1.1.2. These procedures require record keeping by both the owner and
storage activity and the constant transaction exchange at the item instance level (serial
number/UII) to ensure that the records of both reflect the correct serial numbers/UIIs, by
storage location, owner, and supply condition code (SCC).
C30.1.2. Transactions. This chapter addresses the following DLMS transactions
with their functions identified by their beginning segment and transaction type code.
Transactions identified support the business process, but may not actually be used to
exchange serial number/UII. The procedures in this chapter require that a system
transact business interchanges using DLMS transactions, The DLMS Implementation
Conventions (IC) are available on the Enterprise Business Standards Office Website
www.dla.mil/HQ/InformationOperations/DLMS/elibrary/Transformats/140_997/.

C30.1.2.1. Receipt Transaction is DLMS 527R with beginning segment

(1/BR02/020) Transaction Type Code D4 – Receipt.

C30.1.2.2. Standard Supply Discrepancy Report is DLMS 842A/W with

beginning segment (1BNR06/0200) Transaction Type C1 – Claim Information.

C30.1.2.3. Storage Quality Control Report (SQCR) is DLMS 842S/Q with

beginning segment (1BNR06/0200) Transaction Type 03 – Report Message. Use

1
The UII is an identifier used to uniquely identity an individual item used within the Department of
Defense. The UII may be a DoD Recognized IUID equivalent [e.g., Vehicle identification number (VIN)]
or a composite structure defined by the Department of Defense [refer to UII Construct 1 and UII construct
2]. Refer to DoD policy and supporting documentation for specific IUID guidance at
www.acq.osd.mil/dpap/pdi/uid/index.html. Refer to the most current version of MIL-STD-130 for specific
guidance marking of U.S. Military property.

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beginning segment (1/BNR01/0200) Transaction Set Purpose Code to distinguish the
purpose.

C30.1.2.4. Physical Inventory Request is DLMS 846P with beginning

segment (1/BIA02/020) Report Type Code TC – Physical Inventory Request.

C30.1.2.5. Response to Physical Inventory Request is DLMS 846P with

beginning segment (1/BIA02/020) Report Type Code DD – Distributor Inventory Report.
This transaction is only used as a Response to Physical Inventory or follow-up when
there is no record of stock number or no record of ownership (Management Code R),
when physical inventory is in workload bank or in process (Management Code S), or
when responding to follow-up when inventory is already complete (Management Code
Y). The usual response to a request for inventory is a 947I Inventory Adjustment in
accordance with Chapter 6.

C30.1.2.6. Transaction History Request Transaction (from owner/manager to

distribution) is DLMS 846P with beginning segment (1BIA02/020) Report Type Code
TF – Transaction History Request.

C30.1.2.7. Response to Transaction History Request Transaction (when no

history available) is DLMS 846P with beginning segment (1BIA02/020) Report Type
Code AD – Agent/Distributor Inventory Report.

C30.1.2.8. End of Day Transaction Count is DLMS 846P with beginning

segment (1/BIA02/020) Report Type Code B1 – Batch Report.

C30.1.2.9. Location Reconciliation Request is DLMS 846R with beginning

segment (1BIA02/020) Report Type Code LC – Location Reconciliation Request.

C30.1.2.10. Location Reconciliation Notification is DLMS 846R with

beginning segment (1BIA02/020) Report Type Code X4 – Summary Report.

C30.1.2.11. Location Reconciliation History Notification is DLMS 846R with

beginning segment (1BIA02/020) Report Type Code ZZ – Mutually Defined.

C30.1.2.12. Shipment Status is DLMS 856S with beginning segment

(1/BSN06/0200) Transaction Type Code AS – Shipment Advice.

C30.1.2.13. Shipment Status Materiel Returns is DLMS 856R with beginning

segment (1/BSN06/0200) Transaction Type Code FT – Material Return. For other types
of materiel returns such as retrograde shipment for return of discrepant/deficient
materiel or repair outside of the MILSTRIP Returns Program, use Transaction Type
Code RD – Returns Detail. Must use the ASC X12 Version 4030 as this version allows
the UII to be carried in single data field

C30.1.2.14. Acceptance Report is DLMS 861 with beginning segment

(1/BRA04/020) Receiving Advice or Acceptance Certificate Type Code 9 – Authorized
Representative in Receipt of an Acceptance Alert.

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C30.1.2.15. Materiel Release Confirmation is DLMS 945A with beginning
segment (1/W0611/0200) Transaction Type Code NJ – Material Release Confirmation.
Must use the ASC X12 Version 4030 as this version allows the UII to be carried in
single data field.

C30.1.2.16. Inventory Adjustment is DLMS 947I with beginning segment

(1/W1505/0200) Transaction Type Code NU – Inventory Adjustment and use of
2/W1901/0200 Quantity or Status Adjustment Reason Code. Must use ASC X12
Version 4030 as only this version includes the capability to carry UII.

C30.2. APPLICABILITY AND SCOPE.

C30.2.1. The provisions of this chapter apply to the Military Departments including
Coast Guard and Defense Agencies (hereafter referred to as the DoD Components).

C30.2.2. This Chapter’s procedures supplement (are additive) the procedures in

DLM 4000.25, Volume 2, Chapters 4, 5, 6, 7, 11, 13, 14, and 17.

C30.2.3. The procedures in this chapter can only be implemented by Automated

Information Systems (AIS) that have implemented the DLMS ANSI ASC X12 ICs or the
equivalent DLMS XML business partner interchange transactions.

C30.3. EXCLUSIONS.

C30.3.1. Classified activities that determine the visibility of specific items may
compromise operational security must request guidance from their DoD Components.

C30.3.2. DoD Small Arms and Light Weapons (SA/LW) Serialization Program.
The DOD SA/LW Serialization Program unique item tracking (UIT) program has unique
transaction requirements and procedures documented in Chapter 18. The SA/LW
program is also subject to the item unique identification (IUID) transaction requirements,
which are identified at paragraph C30.13.

C30.3.3. Items that are not assigned a national stock number (NSN) in the
Federal Logistics Information Systems (FLIS).

C30.3.4.The procedures in this chapter do not directly address update of the IUID
registry. The procedures for updating the IUID registry are contained in the DoD
Procurement Toolbox found on the “Unique Identification” link at
https://dodprocurementtoolbox.com. Wide Area Work Flow (WAWF) eBusiness Suite
web based training video tutorials of different aspects of the IUID registry and baseline
functionality are available at https://wawf.eb.mil (click on “Help/Training”).

C30.4. POLICY.

C30.4.1. DoD Instruction 8320.04, Item Unique Identification (IUID) Standards for
Tangible Personal Property, dated September 3, 2015 states, “The unique item
identifier (UII) will be used globally as the common data key in financial, property,

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acquisition, and logistics (including supply and maintenance) automated information
systems to enable asset accountability, valuation, life-cycle management, and
counterfeit materiel risk reduction.”

C30.4.2. DoD Components will follow the IUID procedures identified in DODM
4140.01, Volume 9, “Materiel Programs”, and Volume 11, “Inventory Accountability and
Special Management and Handing.

C30.4.3. The DoD Integrated Requirements Set (IRS) for IUID in Supply Business
Processes documents the ODASD(SCI) vision for the integration of IUID at the
transactional level.

C30.4.4. DOD established overarching guidance for the serial number convention
and only alpha numeric (A-Z, 0-9), dashes, and forward slashes are allowed with a
maximum field length of 30 characters. Spaces are not allowed. DOD Components
must ensure future procurement actions require vendors to follow serial number
convention guidance as applicable. ODASD (SCI) will update appropriate DOD policies
to reflect these changes followed by the implementation of this change. Consequently,
EBSO will develop a change to incorporate these changes in all applicable DLMS
transactions and manuals.

C30.5. CATEGORIES OF SERIALLY MANAGED MATERIEL COVERED BY THIS

CHAPTER

C30.5.1. DoD Unique Item Tracking Programs. The procedures in this chapter
apply to items within a DoD level (inter-DoD Component) unique item tracking (UIT)
program2.

C30.5.1.1. Unique Item Tracking Designator Codes.

C30.5.1.1.1. The UIT designator code indicates that an item is part of

an established UIT program. In accordance with DODM 4140.01 policy, the DoD
Components will not establish any new UIT programs. The FLIS is the authoritative
source for UIT designator codes.

C30.5.1.1.2. DoD Components apply the appropriate FLIS UIT

designator codes to NSNs in existing UIT programs. Table C30.T1. shows authorized
UIT designator codes. Ensure that the integrated materiel manager (IMM) applies the
UIT designator code to every NSN comprising the DoD level program, for which a UIT
designator code is not already assigned. The IMM assigns UIT designator codes to a
NSN based on direction by the DoD Component UIT central control point. The UIT
designator code, in conjunction with FLIS IUID Indicator Y, provides the DoD
Components a systemic means to identify that an NSN is subject to these procedures.

2
This chapter does not apply to the DoD Small Arms and Light Weapons Serialization Program
(DoDSALWSP) pending implementation of weapon transaction reporting using standard supply logistic
transactions. The Enterprise Business Standards Office will address DoDSALWSP use of standard
logistics transactions by a proposed DLMS change.

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For system to system updates of the UIT designator code, activities should subscribe to
the UIT data through the FLIS Portfolio Data Warehouse which is Logistics Information
Services Master Data Capability. To negotiate this XML Data Exchange/Subscription,
send an e-mail request to [email protected]

C30.5.1.1.3. Table C30.T1. shows the UIT Designator Codes

Table C30.T1. Unique Item Tracking Designator Codes

Code Explanation
AAA DoD Small Arms and Light Weapons Serialization Program (DoDSALWSP)
AAB Security Risk Category I Non-Nuclear missiles and Rockets
AAC Radiation Source Tracking System (RASTS) Program
AAD Navy Depot Level Reparables (NDLR) Program
AAF Aviation Component Tracking Program
AAG Tritium Unique Item Tracking Program
AAH Controlled Cryptographic Items (CCI)
AAJ Positive Inventory Control (PIC) Nuclear Weapon Related Materiel (NWRM)

C30.5.1.2. DoD Small Arms and Light Weapons Serialization Program

(DoDSALWSP). This chapter identifies DoDSALWSP as a placeholder. The future vision
is to transition the DoDSALWSP to use of standard logistics transactions under these
procedures where possible. However due to the existing unique small arms and light
weapons (SA/LW) procedures and transactions, the Enterprise Business Standards Office,
working in conjunction with the Joint Small Arms and Light Weapons Coordinating Group,
will develop a separate proposed DLMS change to address this transition. Accordingly,
these procedures do not apply to DoDSALWSP at this time. Refer to Chapter 18 for
DoDSALWSP procedures and transactions.

C30.5.1.3. Security Risk Category I Non-Nuclear missiles and Rockets. Items

subject to Security Risk Category I Non-Nuclear missiles and Rockets UIT program have a
FLIS IUID Indicator (Y) and FLIS UIT Designator Code AAB.

C30.5.1.4. Radiation Source Tracking System Program (RASTS) 3

C30.5.1.4.1. Radiation Source Tracking System Program (RASTS) is a

program established to provide regulatory and statutory compliance with Federal, state,
and local regulations for the use of radioactive materiel in fielded chemical defense
equipment and in industrial applications. It is designed to provide strict control and

3
Radiation Testing and Tracking System (RATTS) was replaced by Radiation Source Tracking System
(RASTS). NRC licenses 12-00722-13 and 12-00722-14 covering Chemical Detection Equipment (CDE)
and Tritium are obsolete terminated licenses and are replaced by NRC license 21-32838-01.

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identification of all radioactive sources to comply with relevant Nuclear Regulatory
Commission (NRC) license requirements.

C30.5.1.4.2. Identifying RASTS Items: Items subject to the RASTS UIT

program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code AAC.

C30.5.1.5. Navy Depot Level Reparable (NDLR) Program

C30.5.1.5.1. The NDLR UIT program is the recognized inter-DoD

Component program for select Navy-managed Depot Level Reparables (DLR).

C30.5.1.5.2. Identifying NDLR UIT Program Items: Items subject to the

Navy DLR UIT program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code
AAD.

C30.5.1.5.2. Interim Process for NDLR UIT Program. Navy and DLA
Distribution previously activated the NDLR UIT program with a limited set of DLMS
transactions. Navy and DLA Distribution will continue that process as an interim
process, until they implement Chapter 30 procedures. DLMS will eliminate this interim
procedure at that time. Navy’s target implementation date to transition to the Chapter
30 procedures for the NDLR UIT program is unknown.

Table C30.T2. Interim Navy Depot Level Reparable Program UIT transactions
Transaction Title
527R Receipt
856S Shipment Status
945A Materiel Release Confirmation/Disposal Release Confirmation

C30.5.1.6. Aviation Component Tracking Program

C30.5.1.6.1. The Aviation Component Tracking Program is designed to

ensure unique identification for U.S. Army Aviation equipment flight safety parts and for
life managed or special interest items. It provides for control, improved accountability,
and visibility of U.S. Army Aviation equipment.

C30.5.1.6.2. Identifying Aviation Component Tracking Program UIT Items:

Items subject to the Aviation Component Tracking Program have a FLIS IUID Indicator
(Y) and FLIS UIT Designator Code AAF.

C30.5.1.7. Tritium Unique Item Tracking Program

C30.5.1.7.1. The Tritium UIT Program identifies all primary and

secondary items comprised of tritium throughout the Army, Army Reserve, National
Guard, and Marines. This program is necessary to meet an Army requirement for
location visibility of all tritium sources at all times.

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C30.5.1.7.2. Identifying Tritium UIT Program Items: Items subject to the
Tritium UIT Program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code
AAG.

C30.5.1.8. Controlled Cryptographic Items (CCI)

C30.5.1.8.1 Controlled Cryptographic Items UIT Program. The CCI UIT

program was established to meet National Security Agency requirements to maintain
visibility of controlled cryptographic end items.

C30.5.1.8.2. Identifying CCI Items: Items subject to the CCI UIT

program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code AAH.

C30.5.1.9. Positive Inventory Control (PIC) Nuclear Weapon Related Materiel

(NWRM)

C30.5.1.9.1. Air Force program for providing positive inventory control

for NWRM.

C30.5.1.9.2. Identifying PIC NWRM Items: Items subject to the PIC

NWRM UIT program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code
AAJ.

C30.5.1.9.3. Air Force Integrated Logistics Solution-Supply (ILS-S)

(Retail Supply) and Supply Status. Air Force will use Supply Status (DLMS 870S) in Air
Force ILS-S (Retail Supply), on an intra-Air Force basis to provide the latest status to
the intended receiving activity, including UII and/or serial number in support of the PIC
NWRM UIT program. For legacy items where the UII has not been marked in
accordance with IUID policy, the serial number alone will be passed. The Defense
Automatic Addressing System (DAAS) will enable transmission of information copies of
the ILS-S Supply Status to the NWRM PIC Fusion Module to ensure the PIC NWRM
UIT program has near real time access to UIIs and the associated serial numbers of
NWRM item movements.

C30.5.1.9.4. Retail Supply and Transportation Interchange. (See DLM

4000.25, “Defense Logistics Management Standards Manual,” Volume 3, Chapter 2.)
For designated supply trading partners (currently limited to the Standard Base Supply
System (SBSS) – Cargo Movement Operations System (CMOS) interface):.

C30.5.1.9.4.1. Use the DLMS 940R Materiel Release Order

(MRO) to support the PIC NWRM UIT program. Pass UIIs and the associated serial
number in the MRO for each item meeting the PIC NWRM UIT program criteria. For
legacy items where the UII has not been marked in accordance with IUID policy, the
serial number alone will be passed.

C30.5.1.9.4.2. Use an information copy (image) of the DLMS

940R MRO and DLMS 945A Materiel Release Confirmation in support of Air Force PIC
Fusion program data requirements. The routing of an additional information only copy

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of the DLMS standard transactions (940R and 945A) is authorized for forwarding PIC
Fusion data needed for the Air Force UIT registry. This is a specific authorized use with
unique identifiers to flag the transaction as information only.

Table C30.T3. PIC NWRM Retail Supply and Transportation Interchange

Transaction TITLE
870S 4 Supply Status
940R 5 Materiel Release (Distribution Code 111) (approved for limited use)
945A 6 Materiel Release Advice (Distribution Code 111)

C30.5.1.9.4. Interim Process for PIC NWRM UIT Program. Air Force
and DLA Distribution previously activated the PIC NWRM UIT program with the limited
set of DLMS transactions shown in Table C30.T4. Air Force and DLA Distribution will
continue that process as an interim process, until they implement Chapter 30. DLMS
will delete this interim procedure at that time. The Air Force target implementation date
to transition to the Chapter 30 procedures for the PIC NWRM UIT program is unknown.

Table C30.T4. Interim PIC NWRM UIT transactions

Transaction TITLE
527R 7 Receipt
856S Shipment Status
867I8 Issue
Materiel Release Confirmation, Disposal Release Confirmation, and
945A 9
MRO Denials
947I10 Inventory Adjustment (only version 4030 can provide the UII)

4
Refer to ADC 407, Requirements for Unique Item Tracking (UIT) in the DLMS Supply Status (870S)
Supporting the Cargo Movement Operations System (CMOS) Interface (MILSTRIP/Supply/Transportation
Interchange)
5
Refer to ADC 316C, Revise DLMS 940R Material Release and DLMS 945A Material Release Advice, to
Support UIT for Air Force Positive Inventory Control (PIC) under the Retail Transportation and Supply
Receipt and Acknowledgement Interchange
6
Ibid
7
Refer to ADC 347, Revise DLMS 527R Receipt, 867I Issue, 945A Materiel Release Advice, and 947I
Inventory Adjustment to Support Unique Item Tracking (UIT) for Air Force Positive Inventory Control.
DLA Distribution Standard System (DSS) has implemented ADC 347.
8
Ibid.
9
Ibid.
10
Ibid.

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C30.5.2. Capital Equipment. Capital equipment does not fall under DODM
4140.01 IUID policy and is addressed separately within the affected Volume 2
chapters.11

C30.5.3. Other categories of serially managed materiel requiring owner visibility at

distribution centers may be identified in the future.

C30.6. OBJECTIVES.

C30.6.1. Establish visibility by serial number/UII, from point of entry into the DoD
logistics systems through disposal, demilitarization, or shipment outside the control of
the Department of Defense.

C30.6.2. Reestablish serial number/UII visibility over materiel previously shipped

outside the DoD’s control when it is reintroduced to DoD control.

C30.6.3. Require the use of standard logistics transactions to interface serial

number/UII reporting between/among owners, the DoD Components, and suppliers.
The objective is to populate accountability and owner records using standard DLMS
logistics transactions.

C30.7. ESTABLISH INITIAL VISIBILITY BY SERIAL NUMBER/UII

C30.7.1. Establishing serial number/UII visibility may begin at any point in the
supply chain. Customarily, “cradle to grave” serial number/UII tracking begins at the
time of Government acceptance from the supplier/manufacturer.

C30.7.2. Alternatively, serial number/UII visibility may begin after items are
already in the DoD logistics system. Examples are items that meet the criteria and are
already in the inventory, or returns to inventory at any time after the item was originally
accepted by the Government.

C30.8. REQUIREMENTS FOR SERIALLY MANAGED MATERIEL REQUIRING

OWNER VISBILITY AT DLA DISTRIBUTION CENTERS

C30.8.1. General Requirements. The DoD Components will:

C30.8.1.1. Maintain AIS(s) necessary to apply management in accordance

with DODM 4140.01 IUID requirements. Maintain visibility by serial number/UII, within
owner, and DoD storage activity AISs to include the custodian’s system of record which
is the official auditable quantity for an item of inventory.

C30.8.1.2. Use DLMS transactional interfaces among AISs to ensure that

visibility exists in all AISs at the serial number/UII level.

11
Refer to ADC 1198, Establishing and Maintaining Accountability for Service Owned Capital Equipment
Stored at DLA Distribution Centers.

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C30.8.1.3. Apply the appropriate FLIS IUID indicator to NSNs for which they
have PICA responsibility. The IUID indicator provides the DoD Components a systemic
means to identify whether an NSN requires tracking by serial number and the UII when
available. The FLIS IUID indicator currently has two values (Y) indicating that IUID
marking is required and (N) indicating IUID marking is not required. For system to
system updates of this data, activities should subscribe to the IUID data through the
FLIS Portfolio Data Warehouse which is DLA Logistics Information Services Master
Data Capability. To negotiate this XML Data Exchange/Subscription, send an e-mail
request to [email protected]

C30.8.1.4. An item’s NSN, in conjunction with the serial number/UII will be

the means for tracking an item in a logistics AIS. Management is not possible if there is
no NSN recorded in the FLIS. Item visibility will be by NSN, owner, SCC, serial
number/UII. DLMS provides flexibility to accommodate tracking by NSN, serial number
and UII.

C30.8.1.5. Owner visibility tracking by serial number/UII will cease when DLA
Disposition Services acknowledges receipt of serially managed materiel. DLA
Disposition Services will validate serial number/UII for serially managed materiel during
receipt processing and provide an SDR to the turn-in activity for any discrepancies.

C30.8.1.6. Retention of Source Documents and Transaction History.

Activities may require audit capability for a period of time following the processing of
documents and transactions for serially managed materiel. Activities will maintain and
dispose of documents and transaction history records in accordance with DoDI 5015.02,
DoD Records Management Program.

C30.8.2. Specific Serial Number/UII Requirements. DLMS Transactions will

always be sent to the owner when the NSN, quantity, ownership code, SCC, or serial
number/UII is affected. Except as noted for receipt processing, DLMS transactions will
always include the serial number.

C30.8.2.1. Requisitioning. Requisitioning will be in accordance with the

procedures contained in Chapter 4. There is no documented requirement for
requisitioning of items by serial number/UII. Therefore, serial number/UII procedures
are not applicable to the requisition, requisition modification, MRO, redistribution order,
or disposal release order. With the exception of the processes documented in
paragraph C30.5.1.9. supporting the intra-Air Force use in the NWRM PIC Fusion
Module UIT Registry, the MRO and supply status transactions will not include serial
number/UII.

C30.8.2.2. Due-In and Prepositioned Materiel Receipt (PMR), Activities will

follow the procedures in Chapter 12 for establishing due-in records and processing
PMRs. Do not include serial number/UII in the PMR.

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C30.8.2.3. Shipping Activity Processes

C30.8.2.3.1. Advance Shipment Notice (From Procurement Source).

When the procuring DoD Component orders UII items from a vendor, the procuring DoD
Component must ensure that the applicable clause requiring the vendor to provide IUID
information in accordance with Defense Federal Acquisition Regulations Supplement
(DFARS), “Item Unique Identification” clause is included in the contract.12 The
contractor must submit IUID information to the WAWF e-Business Suite – Invoicing,
Receipt, Acceptance, and Property Transfer (iRAPT) in accordance with the iRAPT
Implementation Guides for the 856, Ship Notice/Manifest; 857 Shipment and Billing
Notice; direct online input; or another comparable information exchange method
supported by iRAPT. iRAPT will disseminate the vendor shipment information to the
procuring activity to satisfy the shipment performance notice requirement for the vendor
to provide notification of shipment to the procuring activity using DLMS 856, Advance
Shipment Notice (ASN), including UII(s) and serial numbers, or comparable 856
transaction. DLMS-compliant receiving activities must coordinate with iRAPT for
dissemination of the vendor shipment information to the receiving system using the
DLMS 856 ASN, including UII(s) and serial numbers.

C30.8.2.3.2. Shipment Status

C30.8.2.3.2.1. Chapter 5 contains procedures to prepare and

report the shipment status. The shipping activity will report shipment status with the
serial numbers/UIIs selected for shipment, to the receiving DoD Component activity.
The receiving DoD Component will enter the data in its AIS as a due-in and when the
items are actually received, confirm that the serial numbers/UIIs match the numbers
reported as shipped by the shipment status transaction. Resolve mismatched serial
numbers/UIIs following the procedures in Chapters 6, 17, and the additive procedures
under discrepancy reporting processes below.

C30.8.2.3.2.2. DLA Disposition Services Shipment Status.

C30.8.2.3.2.3. Shipment Status Materiel Returns. Chapter 11

contains procedures to prepare and report the shipment status materiel returns.
Shipping activities will provide the serial number/UII in the shipment status material
returns transactions for materiel being returned.

C30.8.2.3.3. Storage Activity Shipments

C30.8.2.3.3.1 Materiel Release Confirmations. Chapter 4 contains

the procedures to prepare and report the materiel release confirmation. The storage
activities will confirm materiel release to the owner and report shipped serial
numbers/UIIs. Must use the 4030 version of the materiel release confirmation.

C30.8.2.3.3.2. The AIS supporting the owner will use the materiel
release confirmation to record which serial numbers/UIIs have been shipped and

12
See www.acq.osd.mil/dpap/pdi/uid for specific UID DFARS clause information to include in the contract.

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decrement those serial numbers/UIIs from its record as no longer available and in
storage at that location.

C30.8.2.4. Receiving Storage Activity. Receiving storage activities will

maintain records of materiel received in its custodial system of record by NSN, owner,
SCC, serial number/UII and its location.

C30.8.2.4.1. Acceptance Report (Procurement). When acceptance at

origin is applicable, the shipment status or comparable transactions, forwarded to the
procuring and receiving activity, will contain accepted IUID information. When
acceptance at destination is applicable, the receiving system must report acceptance
using the acceptance report, or use direct input to iRAPT. The IUID information will be
provided in the acceptance report only when partial acceptance occurs, and will include
those items which were accepted. Responsibility for Government acceptance may also
be contractually assigned to an alternative organization which may use the acceptance
report or direct input to iRAPT for acceptance reporting. iRAPT will extract the IUID
information for all Government accepted IUID items and use to establish the birth record
in the IUID registry. Additional information and guidance on the IUID registry can be
found on the UID Website http://www.acq.osd.mil/dpap/pdi/uid.

C30.8.2.4.2. Receipt. Chapter 13 contains procedures to prepare and

report receipts. Receiving activities will use the receipt transaction to record receipts;
the receipt transaction will report the serial numbers/UIIs that were actually received. If
the serial numbers/UIIs did not match the serial numbers/UIIs on the shipment notice,
then the Components will follow discrepancy reporting procedures below. A missing
serial number at receipt will stop the item in the supply chain, and must follow the
discrepancy reporting procedures below. Missing serial number(s) and mismatches on
serial number/UII will be considered discrepancies.

C30.8.2.4.2.1. Receiving storage activities will maintain locator

records within their supporting AIS of the location where each serial number/UII is
stored at that activity.

C30.8.2.4.2.2. The storage activity will send the receipt

transaction to the owner and include the serial numbers/UIIs. The owner will record the
serial numbers/UIIs on the owner record.. The owner will update the IUID registry using
existing IUID registry procedures.

C30.8.2.5. Supply Discrepancy Reporting (SDR) Processes

C30.8.2.5.1. Serially managed items requiring owner visibility at the

storage activity, that are received without a serial number will not only require an SDR,
but will stop the item in the supply chain until a serial number is identified and the
materiel is marked. If the storage activity cannot determine the serial number using the
associated shipment notice and marks/labels on the item or packaging, DLA Distribution
Centers will receipt the materiel without a serial number in a suspended condition and
submit the SDR under Chapter 17 SDR procedures. The materiel owner is responsible

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for determining the appropriate serial number and providing disposition for marking the
item. Upon positive resolution of the missing or mismatched serial number/UII scenario,
separate dual inventory adjustment transactions are required to update the serial
number/UII and update the SCC of the suspended item to the appropriate SCC.

C30.8.2.5.2. SDRs reporting discrepant receipt will contain the serial

numbers/UIIs when reporting missing or mismatched serial number/UII data (including
shortage, overage, mismatch with no quantity discrepancy, condition other than
expected, and wrong item receipt) as well as when the materiel condition is
misrepresented or otherwise deviates from the original condition shipped. WebSDR will
ensure that the owner/manager has visibility of SDRs sent to the shipper. The receiving
activity will submit an SDR in accordance with Chapter 17 procedures showing the
appropriate discrepancy code, inclusive of the IUID discrepancy code when reporting
missing or mismatched IUID data.

C30.8.2.5.3. SDRs reporting non-compliant serial number will be

reported using Discrepancy Code U14 (Serial number convention invalid). This code is
distinguished from other similar U-series discrepancy codes in that this code specifically
informs the owner that a serially managed item was received with an invalid serial
number convention. The receiving activity must annotate the non-compliant serial
number in the SDR comments field since the DLMS 842A/W SDR transaction will not
allow for an invalid serial number convention to be transmitted in the transaction.

C30.8.2.5.4. Reporting and action activities must ensure SDRs follow

the time standard requirements for submission and response in accordance with
Chapter 17. Chapter 17, Table C17.T1 provides a decision matrix identifying when an
SDR is required for UIT program items, based on missing or mismatched IUID data
during receipt processing.

C30.8.2.6. Physical Inventory Control Processes. The procedures for

processing and reporting transactions to maintain physical inventory control in Chapter
6 apply with the following additions:

C30.8.2.6.1. To increase auditability of physical inventory requests,

serially managed items will include a unique document number. The document number
will help relate a physical inventory request with it appropriate response. The owner will
provide a document number in the Physical Inventory Request. The storage activity will
perform the necessary physical research as described in Chapter 6 Physical Inventory
Control. The physical inventory response will carry the same document number
provided by the owner. These procedures are required for UIT programs and
recommended for all other commodities.

C30.8.2.6.2. The response to a transaction history request transaction

(No History Available), and end of day transaction count transaction will not contain UIIs
or serial numbers. However, when the owner initiates a physical inventory request to
assist in resolving discrepancies, where the only difference between the owner records
and the storage activity records is on serial number and/or UII, the request will contain

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Type of Physical Inventory Code B. Owners will initiate a physical inventory due to
mismatched serial numbers or UIIs when the owner identifies a mismatched condition
on serial number and/or UII between its records and transactions received.

C30.8.2.6.3. Owner/manager processing a materiel release

confirmation from a storage activity where the owner does not have a matching record
of the serial number and/or UII or the owner/manager records have that serial number
and/or UII located at other than the storage activity reporting the release/issue of the
item. Either of these conditions may necessitate a complete inventory be taken at all
storage locations for all owners and supply condition codes.

C30.8.2.6.4. Owner/manager processing receipts, issues, or inventory

adjustments from storage activities where there is a mismatch on serial number/UII
between the owner records and storage activity transactions reporting which serial
number and/or UII may at a minimum necessitate an inventory and research to resolve
the discrepancy.

C30.8.2.6.5. Inventory Adjustments. The inventory adjustment function

encompasses increases, decreases, or dual adjustments. The C6.4 procedures for
processing and reporting Inventory Adjustments (Physical Inventory) are applicable with
the following additions:

C30.8.2.6.5.1. Inventory adjustment (gain, loss, or dual)

transactions will include the serial number/UII when adding, removing, or correcting a
serial number/UII.

C30.8.2.6.5.2. When a discrepancy exists solely on mismatched

serial number and/or UII, the storage activity will transmit a DLMS 947I Inventory
Adjustment, Inventory Transaction Type Code DU (Inventory Adjustment Dual),
Quantity or Status Adjustment Reason Code AQ (Inventory Adjustment (UII and/or
serial number mismatch)) to correct the serial number/UII in question. The storage
activity will collaborate with the materiel owner(s) to research inventory adjustments due
to serial number/UII discrepancies resulting in a mismatch (Quantity or Status
Adjustment Reason Code AQ) in accordance chapter 6. When the item was previously
suspended, two inventory adjustment transactions are required to correct the serial
number/UII, and to update the SCC.

C30.8.2.6.5.3. Items where a discrepancy exists solely on missing

serial number/UII requires a dual inventory adjustment transaction. The storage activity
will transmit a DLMS 947I Inventory Adjustment, Inventory Transaction Type Code DU
(Inventory Adjustment Dual), Quantity or Status Adjustment Reason Code AM (Missing
Unique Item Identifier (UII)/Serial Number) to add the serial number/UII in question to
the existing records. The storage activity may add multiple missing serial number/UII
using a single transaction. When the item was previously suspended, a dual inventory
adjustment transaction will be required to cite the impacted serial number(s)/UII(s) to
update the suspended item(s) from the suspended SCC to the appropriate SCC.

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C30.8.2.6.5.4. In response to a Physical Inventory Request, the
storage activity will transmit to the owner a DLMS 947I Inventory Adjustment with zero
quantity, Quantity or Status Adjustment Reason Code AA (Physical Count) by line item
indicating the completion of the inventory. Inventory adjustment transactions with
Quantity or Status Adjustment Reason Code AA and zero quantity must include all
serial number/UII(s) associated to the NSN, Condition Code, and Owner from the initial
request. The storage activity will send all gain, loss, or dual adjustment transactions
prior to sending the final inventory adjustment transaction (Reason Code AA, zero
quantity) containing all serial numbers/UIIs. The owner will process all inventory
adjustments prior to processing the final inventory adjustment.

C30.8.2.6.5.5. Owner/managers processing location reconciliation

history transactions resulting from End-of Day processing or an owner initiated location
reconciliation request where there is a mismatch on serial number/UII between the
owner records and the transactions received from the storage activity. The history
transactions will perpetuate the serial numbers/UIIs included in the original transactions.

C30.8.2.7. Location Survey

C30.8.2.7.1. Chapter 6 contains the procedures for location surveys.

Location survey requires a physical verification, other than actual count, between assets
and recorded location data to ensure that all assets have their locations accurately
recorded.

C30.8.2.7.2. Serially managed items requiring owner visibility may be in

individual storage locations within the storage activity. The storage activity may, for
items of this nature, include the serial number/UII verification as part of the location
survey. When the storage activity identifies a discrepancy during the location survey
program (Type I or Type II error (see subparagraphs C6.8.1.2.1. and C6.8.1.2.2.)), the
storage activity will conduct prompt research and assess the need for a special
inventory Physical Inventory Request Transaction with Type of Physical
Inventory/Transaction History Code K).

C30.8.2.8. End-of-Day Reconciliation. Storage activities and materiel owners

will perform End-of-Day (EOD) reconciliation in accordance with Chapter 6 C6.2.6. End
of the Day Processing. In addition storage activities and owners will reconcile all
associated serial numbers/UII to ensure proper accountability of serially-managed
items. For mismatches between system records, the owner, in collaboration with the
storage activity, will take the necessary steps to ensure proper research and resolution.
It is the responsibility of the owner to submit any necessary updates as applicable to the
IUID Registry.

C30.9. RETAIL SUPPLY AND TRANSPORTATION INTERCHANGE. (See Volume 3,

Chapter 2). The transportation office will perpetuate the serial numbers/UIIs (when
available with the associated transportation control number (TCN) in the materiel
release confirmation (Distribution Code 111). This data content will be used by the
supply activity to perpetuate this information to the shipment status.

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C30.10. MATERIEL RETURNS, REDISTRIBUTION OF ASSETS, DIRECTED
DISCREPANT/DEFICIENT MATERIEL RETURNS, AND RETROGRADE RETURNS

C30.10.1. Materiel return, redistribution of assets, directed discrepant/deficient

materiel returns, and retrograde procedures are contained in Chapter 11. The following
paragraphs identify the additional requirements for total visibility items.

C30.10.2. Activities shipping returns of any kind or responding to redistribution

orders will include the serial number/UII in the shipment status materiel return
transaction.

C30.10.3. Storage activities receiving returns or redistributed items will include the
serial numbers/UIIs in the receipt transaction. Missing serial number(s) and
mismatches on serial number/UII will be considered discrepancies. Refer to the SDR
processing section in this chapter.

C30.11. REINTRODUCTION OF UNIQUE ITEM IDENTIFIER ITEM PREVIOUSLY

SHIPPED OUTSIDE THE CONTROL OF THE DEPARTMENT OF DEFENSE. When
an item previously shipped outside DoD control is reintroduced to DoD control, the
receiving activity will report the receipt, including serial number/UII, to the owner. If the
UII is available on the receipt transaction, the owner will update the IUID registry using
IUID registry procedures.

C30.12. DOD STOCK READINESS PROGRAM.

C30.12.1. Under the Stock Readiness program, the Department of Defense

requires uniform care of supplies, including the inspection and reporting of materiel
condition and serviceability, and the scheduling, controlling, and reporting of packaging
and other cost reimbursable actions supporting care of supplies in storage (COSIS).
For serially managed materiel the storage activity will report storage quality issues
requiring COSIS work to the materiel owner via the storage quality control report
(SQCR), including the serial numbers/UIIs, for approval in accordance with DoD
Component "Stock Readiness" Policy.

C30.12.2. Missing serial number. Serially managed items requiring owner visibility
that are located in storage without a serial number will stop the equipment in the supply
chain until a serial number is identified and the materiel is marked. If the
remarking/relabeling exceeds the dollar threshold for pre-authorized corrective action or
the storage activity cannot identify the serial number using inventory records and other
available information, the storage activity will suspend the item in SCC J and prepare an
SQCR. Cite the applicable discrepancy code and provide clarifying remarks with
descriptive information for the item. The materiel owner is responsible for determining
the appropriate serial number and providing disposition for marking the item

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AP1. APPENDIX AP1

FORMS INDEX
FORM
APPENDIX NUMBER TITLE
AP1.1 DD Form 2338-1 Inventory Control Effectiveness Report (Ammunition)
AP1.2 DD Form 2338-2 Inventory Control Effectiveness Report (General
Supplies)

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AP1.1. APPENDIX 1.1

INVENTORY CONTROL EFFECTIVENESS REPORT
(AMMUNITION) DD FORM 2338-1

AP1.1-1 APPENDIX 1.1

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AP1.1-2 APPENDIX 1.1

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AP1.2. APPENDIX 1.2

INVENTORY CONTROL EFFECTIVENESS REPORT
(GENERAL SUPPLIES) DD FORM 2338-2

AP1.2-1 APPENDIX 1.2

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AP1.2-2 APPENDIX 1.2

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AP2. APPENDIX 2
CODES INDEX
APPENDIX TITLE
AP2 Index
AP2.1 Document Identifier Codes
AP2.2 Type of Physical Inventory/Transaction History Codes
AP2.3 Ownership Codes
AP2.4 Purpose Codes
AP2.5 Federal Condition Codes
AP2.6 Management Codes
AP2.7 Correction/Change Codes for Storage Item Records
AP2.8 Reject Advice Codes
AP2.9 Asset Status Reporting Codes
AP2.10 Asset Transfer Status Codes
AP2.11 Special Program Requirement Status Codes
AP2.12 Small Arms and Light Weapons Transaction Codes
AP2.13 Small Arms and Light Weapons Error Transaction Reject Codes
AP2.14 Type of Media Codes
AP2.15 Inventory Adjustment - Physical Inventory Error Classification Codes
AP2.16 Inventory Adjustment - Accounting Error Classification Codes
AP2.17 Discrepancy Indicator Codes
AP2.18 Type Inspection Codes
AP2.19 Review Period Indicator Codes
AP2.20 Competitive Characteristics Codes
AP2.21 Type of Contractor Codes
AP2.22 Type Due-In Indicator
AP2.23 Type Location Reconciliation Request
AP2.24 Other Codes

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AP2.1. APPENDIX 2.1

DOCUMENT IDENTIFIER CODES
NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Identifies:

(1) Actions as forming a part of the inventory

accountability system.

(2) The type of document and the effect a transaction

has upon inventory control records.

(3) The specific relation of various inventory

transactions to appropriation fund and stock fund
financial statements.

RECORD POSITIONS: 1-3

A table showing the correlation of MILSTRAP legacy document Identifier Code (DIC)
functionality to the Defense Logistics Management System (DLMS) is available from
the Defense Logistics Management Standards Website. This table provides visibility of
how MILSTRAP DIC functionality is incorporated in DLMS American National
Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 transactions.

AP2.1.1. Under MILSTRAP legacy 80 record position transacttions, the DIC provides a
means of identifying a given product (e.g., receipt, issue, demand, inventory
adjustment, etc.) to the logistics system and processing operation(s) to which it pertains
and further identifies such data as to the intended purpose, usage, and operation
dictated. The DIC enables automatic data processing equipment to select the
appropriate program(s) and to mechanically perform operations dictated by the code,
and provides a corresponding function for manual processing.

AP2.1.2. The DIC is a mandatory entry on all legacy 80 record position documents
entering and leaving the supply distribution systems under MILSTRAP. Each
transaction, therefore, will be identified by an appropriate code. The assignment of the
first character of the code is a responsibility of DoD.

AP2.1.3. The following rationale is applicable to DICs pertaining to MILSTRAP

distribution system(s):

AP2.1.3.1. The first record position will always be an alpha.

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AP2.3.1.1. Alpha D identifies transactions relating to inventory accountability

system(s) irrespective of Component or systems within a Component.

AP2.3.1.2. Alpha E, in lieu of D, identifies MILSTRAP simulated mobilization

exercise transactions which will not automatically affect materiel asset records or
physical movement of materiel. Components responsible for initiating exercises must
ensure complete coordination with all DoD Components involved. The following series of
codes applicable for MILSTRAP, MILSBILLS, and MILSTRIP are permanently reserved
for simulated mobilization exercise purposes only (MILSTAMP had the ‘R series’, but
MILSTAMP has been incorporated into the Defense Transportation Regulation):

MILSTRAP – E Series

MILSBILLS – H Series

MILSTRIP – U Series

AP2.3.1.3. Alphas B and X identify transactions relating to inventory control

system(s) within Components. Each Component may develop and assign these codes,
but they will be confined to intra-Component use only.

AP2.3.1.4. Alpha C identifies transactions relating to the DLA inventory control

system which are confined to intra-DLA use only.

AP2.3.1.5. Alphas Y and Z are authorized for Component assignment to identify

transactions need for internal depot, source of supply, or base operations when they
cannot be identified directly to the preceding paragraph AP2.3.1.1, AP2.3.1.2,
AP2.3.1.3, or AP2.3.1.4, and when they are not universal in scope and application.
Transactions containing Y and Z in the first record position may never appear on any
documents passed beyond the confines of a base, depot, ICP, or equivalent.

AP2.1.3.2. The second record position may be either alpha or numeric. A

numeric entry denotes a transaction which affects an on hand balance and shows the
general nature of the transaction. An even number denotes a receipt or debit; an odd
number denotes an issue or credit. An alpha entry, excluding DIC DAC, DAD, or DAS,
denotes a transaction which does not affect the overall or total on hand balance.

AP2.1.3.3. The third record position may be either alpha or numeric.

AP2.1.4. D series DICs are listed on the following pages. Unassigned codes in the D
series are reserved for future assignment by DoD.

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CODE DOCUMENT TITLE EXPLANATION

D4G Materiel Receipt - Procurement Return to inventory of unused items
Instrument Source (Destructive originally issued to a commercial activity for
Test/Evaluation) destructive test/evaluation.
D4H Materiel Receipt - Procurement Return to inventory of Government-owned
Instrument Source (Furnished materiel previously furnished to a
Materiel for Consumption) commercial activity to be consumed or
expended during the manufacturing or
maintenance process but not so consumed
or expended. Excludes return of materiel
furnished for incorporation in the
deliverable item but not so incorporated.
D4L Materiel Receipt - Procurement Return to inventory of assembled items,
Instrument Source (Assembly/ components from disassembled or
Disassembly/Reclamation/ reclaimed items, or converted or modified
Conversion/Modification) items originally issued to a commercial
activity for assembly, disassembly,
reclamation, conversion, or modification.
Includes return of Government-owned
materiel furnished for incorporation in the
deliverable item but not so incorporated.
Excludes return of repaired or
tested/evaluated items and of materiel
expected to have been consumed or
expended during the manufacture or
maintenance process.
D4M Materiel Receipt - Procurement Return to inventory of items previously
Instrument Source (Repair or issued to a commercial activity for repair or
Non-Destructive Test/ Evaluation) nondestructive test/evaluation.
D4N Materiel Receipt - Procurement Return to inventory from authorized
Instrument Source (Loan) commercial activity of materiel on loan.
Includes return of Government-owned
equipment furnished to a commercial
activity for use in performing a contract.
D4S Materiel Receipt -Procurement To inventory as a result of purchase from
Instrument Source (Commercial) commercial sources.
D4U Materiel Receipt - Procurement From procurement instrument source to
Instrument Source (DoD Activity) inventory as a result of purchase from
another DoD activity, including purchases
from Government production facilities
where procurement funds are charged.

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D4V Materiel Receipt -Procurement From procurement instrument source to
Instrument Source (Non-DoD inventory as a result of purchase from a
Activity) non-DoD activity, including purchase from
Government production facilities where
procurement funds are charged.
D4X Materiel Receipt -Procurement From losing inventory manager (LIM) to
Instrument Source gaining inventory manager (GIM) as
(Decapitalization) notification of receipt of an item
decapitalized. Indicates to GIM:
(a) that due-in and financial records of
loser have been updated, and
(b) that memorandum due-in is to be
updated.
D4Z Materiel Receipt - Procurement To inventory when a specific DIC is not
Instrument Source (Other) known. (Assignor of this code will maintain
intelligence pertaining to its use and, as
required, will furnish these data.)
D6A Materiel Receipt - Other Than Returns from own Component users into
Procurement Instrument Source inventory. Excludes receipts of end items
(Own Service/Agency) from repair activity
D6B Materiel Receipt - Other Than Returns from other DoD activity users into
Procurement Instrument Source inventory. Excludes receipts of end items
(DoD Activities) from repair activity.
D6C Materiel Receipt - Other Than Returns from non-DoD activity users into
Procurement Instrument Source inventory. Excludes receipts of end items
(Non-DoD Activities) from repair activity.
D6D Materiel Receipt - Other Than Returns from Grant Aid users into
Procurement Instrument Source inventory.
(Grant Aid)
D6E Materiel Receipt - Other Than Returns from foreign military sales (FMS)
Procurement Instrument Source users into inventory.
(FMS)
D6G Materiel Receipt - Other Than Return to inventory of unused items
Procurement Instrument Source originally issued to a Government activity
(Destructive Test/ Evaluation) for destructive test/ evaluation.

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D6H Materiel Receipt - Other Than Return to inventory of materiel previously
Procurement Instrument Source furnished to a Government activity for
(Government-Furnished Materiel consumption during the manufacturing or
for Consumption) maintenance process but not so consumed
or expended. Excludes return of materiel
furnished for incorporation in the
deliverable item but not so incorporated.
D6J Materiel Receipt - Other Than Returns from disposition services to
Procurement Instrument Source inventory.
(Reutilization and Marketing)
D6K Materiel Receipt - Other Than Return to inventory of materiel relocated
Procurement Instrument Source between storage activities without change
(Relocation) in ownership. Excludes receipts of
repaired items.
D6L Materiel Receipt - Other Than Return to inventory of assembled items,
Procurement Instrument Source components from disassembled or
(Assembly/Disassembly/ reclaimed items, or converted or modified
Reclamation/Conversion/Modifi- items originally issued to a Government
cation) activity for assembly, disassembly,
reclamation, components from
disassembled or reclaimed conversion, or
modification. Includes return of materiel
furnished for incorporation in the
deliverable item but not so incorporated.
Excludes return of repaired or
tested/evaluated items and of materiel
expected to have been consumed or
expended during the manufacture or
maintenance process.
D6M Materiel Receipt - Other Than Return to inventory of repaired or
Procurement Instrument Source tested/evaluated items previously issued to
(Repair/ or Non- a government activity for repair or
destructiveTest/Evalutaion) nondestructive test/evaluation.
D6N Materiel Receipt - Other Than Return to inventory of materiel on loan from
Procurement Instrument Source authorized non-commercial recipient.
(Loan) Includes return of Government-owned
equipment furnished to a non-commercial
activity for use in performing a contract.

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D6Q Materiel Receipt - Other Than Returns into inventory of designated
Procurement Instrument Source principal item/weapon system.
(Removal Items)
D6R Materiel Receipt - Other Than Exchanges of Component designated items
Procurement Instrument Source into inventory, when a like item is issued on
(Exchange Item) an exchange basis.
D6T Materiel Receipt - Other Than Into inventory as a result of requisitioning
Procurement Instrument Source from own Component.
(Own Service/Agency)
D6U Materiel Receipt - Other Than Into inventory as a result of requisitioning
Procurement Instrument Source from another DoD activity.
(DoD Activity)
D6V Materiel Receipt - Other Than Into inventory as a result of requisitioning
Procurement Instrument Source from a non-DoD activity.
(Non-DoD Activity)
D6X Materiel Receipt - Other Than From LIM to GIM as notification of receipt
Procurement Instrument Source of an item decapitalized. Indicates to GIM:
(Decapitalization)
(a) that due-in and financial records of
loser have been updated and
(b) that memorandum due-in is to be
updated.
D6Z Materiel Receipt - Other Than Into inventory when a specific DIC is not
Procurement Instrument Source known. (Assignor of this code will maintain
(Other) detailed intelligence pertaining to its use
and, as required, will furnish these data).
D7A Issue (Own Service/Agency) Issue to own Component from inventory or
by direct delivery from vendor. Excludes
issues of end items to be repaired.
D7B Issue (DoD Activities) Issue to other DoD activities from inventory
or by direct delivery from vendor. Excludes
issues of end items to be repaired.
D7C Issue (Non-DoD Activities) Issue to non-DoD activities from inventory
or by direct delivery from vendor. Excludes
issues of end items to be repaired.
D7D Issue (Grant Aid) Issue to security assistance (SA) program
(grant aid) from inventory or by direct
delivery from vendor.

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CODE DOCUMENT TITLE EXPLANATION

D7E Issue (Foreign Military Sales) Issue to SA program (FMS) from inventory
or by direct delivery from vendor.
D7G Issue (Destructive Issue from inventory for destructive test/
Test/Evaluation) evaluation when the item is not expected to
be returned.
D7H Issue (Furnished Materiel for Issue of materiel furnished by the owner to
Consumption) be consumed or expended in the
manufacturing or maintenance process.
Includes issues from inventory or by direct
delivery from a vendor. Excludes materiel
furnished for incorporation in the
deliverable item.
D7J Issue (Reutilization and Issue to disposition services from
Marketing) inventory.
D7K Issue (Relocation) Issue for relocation between storage
activities without change in ownership.
Excludes issues of items for repair or
test/evaluation.
D7L Issue (Assembly/Disassembly/ Issue of components for assembly or items
Reclamation/Conversion/ for disassembly, reclamation, conversion,
or modification furnished by the owner from
Modification)
inventory or by direct delivery from vendor.
Includes materiel furnished for
incorporation in a deliverable item.
Excludes issue of materiel furnished to be
consumed or expended during the
manufacture or maintenance process.
D7M Issue (Repair or Nondestructive Issue from inventory for repair or
Test/Evaluation) nondestructive test/evaluation and
expected return of the same item.
D7N Issue (Loan) Issue from inventory for loan to authorized
recipients. Includes Government-owned
equipment furnished for use in performing
a contract.
D7P Issue (Returned Purchases) Issue of returned purchases from inventory
to suppliers for credit or reimbursements.
D7Q Issue (Designated Items) Issue of designated items from inventory,
for installation on a principal item/weapon
system.

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CODE DOCUMENT TITLE EXPLANATION

D7R Issue (Exchange Items) Issue of Component designated items from
inventory, when a like item is returned on
an exchange basis.
D7Z Issue (Other) Issue from inventory, when a specific DIC
is not otherwise provided. (Assignor of this
code will maintain detailed intelligence
pertaining to its use and, as required, will
furnish these data.)
D8A Inventory Adjustment - Increase Gain disclosed as a result of physical count
(Physical Inventory) of stock, single adjustment.
D8B Inventory Adjustment - Increase Gain resulting from clerical or automated
(Accounting Error) information system errors which are not
subject to correction by reversal of original
transaction, single adjustment.
D8C Inventory Adjustment - Increase Gain resulting from condition transfer,
(Condition) single adjustment.
D8D Inventory Adjustment - Increase Gain resulting from purpose transfer, single
(Purpose) adjustment.
D8E Inventory Adjustment - Increase Gain of item management responsibility as
(Logistics Transfer) a result of logistics transfer, single
adjustment.
D8F Inventory Adjustment - Increase Gain to a stock fund or stock fund division
(Capitalization) at time of activation or subsequent
extension/ expansion, as result of
capitalization, single adjustment.
D8J Inventory Adjustment - Increase Gain resulting from inspection of an item in
(Reidentification) stock which has been misidentified, single
adjustment.
D8K Inventory Adjustment - Increase Gain resulting from stock number and/or
(Catalog Changes) unit of issue changes, single adjustment.
Excludes change of unit price only.
D8S Inventory Adjustment - Increase Gain resulting from ownership transfer by
(Ownership) the SMCA, single adjustment. Use is
restricted to users of the conventional
ammunition system.

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CODE DOCUMENT TITLE EXPLANATION

D8Z Inventory Adjustment - Increase Gains for which a specific DIC is not
(Other) otherwise provided, single adjustment.
(Assignor of code will maintain detailed
intelligence pertaining to its use and, as
required, will furnish these data.)
D9A Inventory Adjustment - Decrease Loss disclosed as a result of physical count
(Physical Inventory) of stock, single adjustment.
D9B Inventory Adjustment - Decrease Loss resulting from clerical or automated
(Accounting Error) information system errors which are not
subject to correction by reversal of original
transaction, single adjustment.
D9C Inventory Adjustment - Decrease Loss resulting from condition transfer,
(Condition) single adjustment.
D9D Inventory Adjustment - Decrease Loss resulting from transfer action for a
(Purpose) specific purpose, single adjustment.
D9E Inventory Adjustment - Decrease Loss of item management responsibility,
(Logistic Transfer) logistic transfer, single adjustment.
D9F Inventory Adjustment - Decrease Loss from a stock fund or stock fund
(Decapitalization) division at time of deactivation or
contraction as a result of decapitalization,
single adjustment.
D9G Inventory Adjustment - Decrease Loss from shrinkage, theft contamination,
(Survey Process) deterioration, and/or expired shelf life,
single adjustment.
D9H Inventory Adjustment - Decrease Loss from major disasters, fire loss, enemy
(Disaster) action, act of God, etc., single adjustment.
D9J Inventory Adjustment -Decrease Loss resulting from inspection of an item in
(Reidentification) stock which has been erroneously
identified, single adjustment.
D9K Inventory Adjustment - Decrease Loss resulting from stock number and/or
(Catalog Change) unit of issue changes, single adjustment.
Excludes change of unit price only.
D9S Inventory Adjustment - Decrease Loss resulting from ownership transfer by
(Ownership) the single manager for conventional
ammunition (SMCA), single adjustment.
Use is restricted to users of the
conventional ammunition system.

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CODE DOCUMENT TITLE EXPLANATION

D9Z Inventory Adjustment - Decrease Losses for which a specific DIC is not
(Other) otherwise provided, single adjustment.
(Assignor of code will maintain detailed
intelligence pertaining to its use and, as
required, will furnish these data.)
DA1 Single Managed Conventional From the SMCA to advise owning Service
Ammunition Unfreeze Action ICP of action taken to unfreeze a quantity
on a specific depot for a given NSN/part
number, ownership/purpose code, and
supply condition code.
DA2 Single Managed Conventional From the SMCA to advise owning Service
Ammunition Freeze Action ICP of action taken to freeze a quantity on
a specific depot for a given NSN/part
number, ownership/purpose code, and
supply condition code.
DAC Inventory Adjustment - Dual Dual adjustment (increase and decrease)
(Condition Transfer) resulting from condition transfer.
DAD Inventory Adjustment - Dual Dual adjustment (increase and decrease)
(Purpose Transfer) resulting from purpose transfer.
DAS Inventory Adjustment - Dual Dual adjustment (increase and decrease)
(Ownership Transfer) resulting from ownership transfer by the
SMCA. Use is restricted to internal
processing within the SMCA distribution
system.
DB_ Financial Adjustment (Gain) For use as prescribed by Components.
DC_ Financial Adjustment (Loss) For use as prescribed by Components.
DD_ Due-In - Procurement Instrument Used to report establishment or
Source cancellation of due-in (from procurement
instrument source). The third digit code in
this series corresponds to the third digit
code provided in the D4 series.
DDX Memorandum Due-In - Notification from the LIM to the GIM of due-
Procurement Instrument Source in (from procurement source) involved in an
LR.
DEE Logistic Transfer Logistic transfer from LIM to GIM. Transfer
of onhand balances from appropriation
accounts other than stock fund of the loser.

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CODE DOCUMENT TITLE EXPLANATION

DEF Decapitalization Decapitalization from LIM to GIM. Transfer
of onhand balances from stock fund
accounts of the loser.
DF_ Due-In - Other Than Procurement Used to report establishment or
Instrument Source cancellation of dues-in (from other than
procurement instrument source). The third
digit code in this series corresponds to the
third digit code provided in the D6 series.
DFX Memorandum Due-In - Other Notification from the LIM to the GIM of due-
Than Procurement Instrument in (from other than procurement source)
Source involved in an LR.
DG_ Backorder Used to report establishment or
cancellation/ reversal of a backorder. The
third digit code in this series corresponds
to the third digit code provided in the D7
series.
DHA Demand Used to report establishment or
cancellation of demand transactions to
ICPs.
DJA Physical Inventory Request From owner/manager to initiate, follow up
on, or cancel a physical inventory. From
storage activity to initiate or cancel a
physical inventory, advise of no record
(stock or part number) and to respond to a
follow-up.
DLA Logistics Transfer/ Logistics transfer/decapitalization follow-up
Decapitalization Follow-Up from GIM to LIM to request asset data
pertaining to transferred items.
DLB Reply to Logistics Transfer/ Reply from LIM to GIM as a result of a
Decapitalization Follow-Up logistics transfer/decapitalization follow-up
to advise of status items.
DLC Logistics Reassignment Logistics reassignment follow-up from the
Delinquent Due-In Follow-Up GIM to the LIM to request status on items
due-in at the time of reassignment to the
GIM.

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CODE DOCUMENT TITLE EXPLANATION

DLD Logistics Reassignment Reply from the LIM to a GIM logistics
Delinquent Due-In Response reassignment delinquent due-in follow-up
to advise the status of items. Also used by
the LIM to provide the GIM revised due-in
estimated delivery dates as changes occur.
DLE Logistics Reassignment Due-In Used from the GIM to the LIM to request
Reconciliation Request reconciliation of dues-in.
DLF Logistics Reassignment Due-In Reply from the LIM to a GIM logistics
Reconciliation Response reassignment due-in reconciliation request
to reconcile the LIM and GIM due-in
records.
DLS Logistics Reassignment General Management data provided to GIM by LIM
Management Data for LR consumable items.
DLT Logistics Reassignment Management data provided to GIM by LIM
Backorder and Demand Data or LR consumable items.
DLU Logistics Reassignment On-Hand Management data provided to GIM by LIM
Asset Data for LR consumable items.
DLV Logistics Reassignment Due-In Management data provided to GIM by LIM
Asset Data for LR consumable items.
DLW Logistics Reassignment Contract Management data provided to GIM by LIM
History Data for LR consumable items.
DLX Logistics Reassignment Technical Management data provided to GIM by LIM
and Quality Data for LR consumable items.
DMA Recurring U.S. Other War Used by the DoD Components to submit
Materiel Requirements Data recurring U.S. OWMR data to the IMM.
Used by the LIM to advise the GIM of
recurring U.S. OWMR data involved in an
LR.
DMB Nonrecurring U.S. Other War Used by the DoD Components to submit
Materiel Requirements Data nonrecurring U.S. OWMR data to the IMM.
Used by the LIM to advise the GIM of
nonrecurring U.S. OWMR data involved in
an LR.
DMC Nonrecurring Allies Other War Used by the DoD Components to submit
Materiel Requirements Data nonrecurring Allies OWMR data to the
IMM. Used by the LIM to advise the GIM of
nonrecurring Allies OWMR data involved in
an LR.

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CODE DOCUMENT TITLE EXPLANATION

DMD War Materiel Requirements Used by the DoD Components to submit
Forecasted Return Data forecasted reparable item return data to the
IMM. Used by the LIM to advise the GIM of
forecasted reparable item return data
DME War Materiel Requirements Used by the DoD Components to submit
Visibility Data PWRMR and PWRMRP visibility data to
the IMM. Used by the LIM to advise the
GIM of PWRMR and PWRMRP visibility
data involved in an LR.
DRA Materiel Receipt Acknowledgment From reporting activity to source of supply
to acknowledge materiel receipt.
DRB Materiel Receipt Acknowledgment From reporting activity to source of supply
Reply to Follow-Up to acknowledge materiel receipt in reply to
follow-up.
DRF Follow-Up For Delinquent From source of supply to reporting activity
Materiel Receipt Acknowledgment to follow up when materiel receipt has not
been acknowledged on time.
DSA Small Arms and Light Weapons Used for correcting erroneous or invalid
Multi-Field Corrections NSN, DoDAAC/UIC, or WSN on the
Component Registry.
DSB Small Arms and Light Weapons Used to update the Component Registry for
Mass Stock Number Change all weapon serial numbers and stock
numbers with one transaction.
DSC Small Arms and Light Weapons Used for correcting rejected transaction or
Correction missing reconciliation transaction on the
Component Registry.
DSD Small Arms and Light Weapons Used for follow up by the Component
Receipt/Issue Follow-Up Registries to confirm serial number of
weapon(s) shipped for which no receipt
was confirmed or weapon(s) received for
which no shipment was reported.
DSF Small Arms and Light Weapons Used to notify a unit/activity that rejected
Reconciliation/Reject Follow-Up transaction or reconciliation transaction
has not been received.
DSM Weapon Serial Number Control Used for registration and reporting of small
arms and light weapons between
Component Registries and between the
Component Registry and the DoD Registry.

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CODE DOCUMENT TITLE EXPLANATION

DSR Small Arms and Light Weapons Used for annual reconciliation between all
Reconciliation/Reject units/activities having possession or
accountability of small arms and light
weapons and the Component Registry.
Used to reject invalid/incomplete
transactions.
DU_ Pre-Positioned Materiel Receipt Used by ICPs to provide storage activities
(Procurement Instrument Source) with advance notification of scheduled
materiel receipts from a procurement
instrument source. The third digit code in
this series corresponds to the third digit
code provided in the D4 series.
DW_ Pre-Positioned Materiel Receipt Used by ICPs to provide storage activities
(Other Than Procurement with advance notification of scheduled
Instrument Source) materiel receipts from other than
procurement instrument source. The third
digit code in this series corresponds to the
third digit code provided in the D6 series.
DWS Not assigned Reserved for Future DoD Assignment.
DXA Materiel Receipt Follow-Up From ICP to storage activity for materiel
(Procurement Instrument Source) receipt follow up (procurement instrument
source).
DXB Materiel Receipt Follow-Up (Other From ICP to storage activity for materiel
Than Procurement Instrument receipt follow up (other than procurement
Source) instrument source).
DXC Reply to Materiel Receipt Follow- Reply to materiel receipt follow-up from
up (Procurement Instrument storage activity advising the ICP of
Source) nonreceipt of materiel from procurement
instrument source.
DXD Reply to Materiel Receipt Follow- Reply to materiel receipt follow-up from
Up (Other Than Procurement storage activity advising the ICP of
Instrument Source) nonreceipt of materiel from other than
procurement instrument source.
DYA Special Program Requirement Request from forecasting activity to ICP to
Request advise of expected future requirements.
Excludes requests submitted for CLSSA
requirements.

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CODE DOCUMENT TITLE EXPLANATION

DYB Special Program Requirement Request with exception data from
Request (Exception Data) forecasting activity to ICP to advise of
expected future requirements. Excludes
requests submitted for CLSSA
requirements.
DYC Special Program Requirement Forecasting activity cancellation notice to
Cancellation ICP to request cancellation of a previously
submitted request.
DYD Special Program Requirement Forecasting activity modification request to
Modifier ICP to request change of certain data in a
previously submitted request.
DYG Special Program Requirement Acceptance of ICP offered substitute item
Substitute Item Acceptance from forecasting activity.
DYH Special Program Requirement Rejection of a substitute item by
Substitute Item Rejection forecasting activity to ICP.
DYJ Special Program Requirement Forecasting activity follow up to ICP to
Follow-Up request response to a previously submitted
request.
DYK Special Program Requirement ICP status to forecasting activity in
Status response to a request, follow-up, modifier,
cancellation, or substitute item rejection.
DYL Special Program Requirement Forecasting activity request to ICP to
Request (Cooperative Logistics advise of expected future CLSSA
Supply Support Arrangement) requirements.
DYM Special Program Requirement Forecasting activity request to ICP with
Request (Exception Data for exception data, to advise of expected
Cooperative Logistics Supply future CLSSA requirements.
Support Arrangement).
DZ9 Status Notification DAAS notification to the submitter that a
MILSTRAP document was rerouted or the
FSC changed.
DZA Asset Status Asset status information.
DZB Storage Item Data From ICP to storage activity to change
Correction/Change elements of data pertaining to an NSN.
DZC Logistics Reassignment Storage From LIM to LIM storage activity to request
Information transfer of quantities between ownership
accounts on the storage activity records as
a result of an LR.

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CODE DOCUMENT TITLE EXPLANATION

DZD Logistics Reassignment Storage From LIM storage activity to LIM to advise
Information Reply of quantity transferred to the GIM as a
result of an LR.
DZE Asset Status Reporting Request From ICP to Military Service designated
central points to request reporting from
bases, posts, camps and stations. (See
Chapter 8.)
DZF Asset Status Reporting (Base, Asset status reporting from bases, posts,
Post, Camp and Station Level camps, and stations to ICP.
Use)
DZG Transaction Reject Used by the processing activity to reject to
the submitting activity a transaction which
could not be processed due to erroneous
or missing data. Includes LR transactions,
for which no valid due-in exists, received
more than one year after the effective
transfer date.
DZH Location Reconciliation Request From storage activity to the
owning/managing ICP to reconcile storage
activity and owner/manager records.
DZJ Transaction History/Custodial Transaction history/custodial balance
Balance Request request from ICP to storage activity.
DZK Transaction History Transmittal Transaction history transmittal from a
storage activity in support of a depot
scheduled physical inventory or in
response to an ICP request for history.
DZM End of Day Transaction Count From storage activity to owner/manager too
advise owner/manager of the number of
balance affecting transactions that were
forwarded during the daily course of
business.
DZN Location Reconciliation From storage activity to owner/manager to
Notification advise of the number of DIC DZH Location
Reconciliation Request transactions being
forwarded, transmission date, and the
medium.

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CODE DOCUMENT TITLE EXPLANATION

DZP Location Reconciliation History From storage activity to owner/manager to
Notification advise of the number of DIC DZK
Transaction History Transmittal
transactions being forwarded, the cutoff
date, and the medium

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AP2.2. APPENDIX 2.2

TYPE OF PHYSICAL INVENTORY/
TRANSACTION HISTORY CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Used in physical Inventory/transaction history

documents to identify the type of Inventory being
conducted/requested, or to identify requests
for/transmission of custodial balances/transaction
history.

RECORD POSITIONS: 7

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“FC – Type of Physical Inventory or Transaction
History Code”

CODE DEFINITION
A through B Reserved for future DoD assignment.
C Special Inventory, all supply condition codes (SCC). Initiated by the
storage activity in support of inventory accuracy improvements initiative.
D Special Inventory, all supply condition codes. Initiated by owner as a
result of end of day processing imbalances.
E Spot Inventory due to denial (all SCCs). Initiated by the storage activity
or owner as a result of denials.
F Reserved for future DoD assignment.
G Scheduled Inventory. Inventory to be conducted within a specified
period of time according to an established plan on controlled items and
all other items or categories designated by the DoD Component.
H Special Inventory, all SCCs. Initiated by owner when an Inventory is
necessary and the date of last Inventory is less than 90 days.
I Scheduled Inventory. Initiated by owner based on owner’s inventory
prioritization methodology.
J Special Inventory, all SCCs. Initiated by owner as a result of location
reconciliation errors.

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CODE DEFINITION
K Special Inventory, all SCCs. Initiated by storage activity as a result of
location survey errors.
L Scheduled Inventory, specified SCCs. Initiated by owner for a random
statistical sample Inventory.
M Special Inventory, SCCs. Initiated by storage activity as a result of
onhand balance mismatches between the locator and property
accountability records.
N Scheduled Inventory, specified SCCs. Initiated by storage activity for
the annual statistical sample Inventory.
O Reserved for future DoD assignment.
P Scheduled Inventory, specified SCCs. Initiated by storage activity for a
random statistical sample Inventory.
Q Reserved for future DoD assignment.
R Special inventory, specified SCC. Initiated by storage activity in an effort
to resolve a customer report of discrepancy.
S Special inventory, specified SCC. Initiated by storage activity as part of
receipt follow-up (intransit) resolution process.
T Special inventory, specified SCC. Initiated by storage activity as a result
of a disposal release order directing ownership transfer to the Recycling
Control Point.
U Special inventory, specified SCC. A location-level inventory initiated by
storage activity for low asset visibility counts.
V Special inventory, specified SCC. Initiated by storage activity as a result
of a location-level inventory adjustment or exceeding predetermined
thresholds.
W Automatic submission of transaction history from storage activity to
owner/ manager.
X Storage activity transaction history requested by owner/manager or
transaction history response from storage activity to owner.
Y Annual (Total) Transaction History (optional for use to distinguish history
associated with annual reconciliation from other transaction history)
Z Special Inventory (specified SCC) systemically initiated by the storage
activity for quantity mismatches within the storage activity’s
management system between the quantity-by-location and the owner
balances (i.e. Book-to-Book adjustments).
0 through 7 Reserved for future DoD assignment.

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CODE DEFINITION
81 Distribution depot/storage activity has no transaction for the stock or part
number requested for the dates specified, but transactions are available
since the date of last location reconciliation. For use with DLMS
Supplement 846P when beginning segment Report Type Code
(1/BIA02/20) is 'AD'. Used only with DLMS.
92 Distribution depot/storage activity has no transactions available for the
dates specified or since the date of last reconciliation. For use with
DLMS Supplement 846P when beginning segment Report Type Code
(1/BIA02/20) is 'AD'. Used only with DLMS.

1
As an interim exception, DLA vendor storage activities do not use codes 8 or 9 under DLMS. DLA
vendor storage activities 8-fill or 9-fill the document number field, until such time as they fully implement
ADC 198.
2
Ibid .

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AP2.3. APPENDIX 2.3

OWNERSHIP CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: Provides a means of segmenting inventory balances,

accounted for in inventory control records of a Military
Service/DLA, but which are owned by others. Further
segmentation of these stocks by purpose code is
neither prescribed nor intended.

RECORD POSITIONS: 70

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“A1 – Ownership Code”

CODE TITLE EXPLANATION

1 ARMY Stocks held on inventory control

records of a non-Army item manager
but owned by Army.
2 DEFENSE LOGISTICS AGENCY Stocks held on inventory control
records of a non-DLA item manager but
owned by DLA.
3 OTHERS Stocks held on inventory control
records of a Service/Agency item
manager but owned by an Agency
outside of DoD.
4 MARINE CORPS Stocks held on inventory control
records of a non-Marine Corps item
manager but owned by Marine Corps.
5 NAVY Stocks held on inventory control
records of a non-Navy item manager
but owned by Navy.
6 AIR FORCE Stocks held on inventory control
records of a non-Air Force item
manager but owned by Air Force.

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CODE TITLE EXPLANATION

7 OTHER DoD Stocks held on inventory control

records of a Military Service/Defense
Threat Reduction Agency (DTRA) DLA
item manager but owned by a DoD
Agency other than a Military
Service/DTRA or DLA.
8 Grant Aid Stocks held on inventory control
records of a Service/Agency item
manager but owned by grant aid.
9 OTHER ITEM MANAGER Stocks held on inventory control
records of a Service/Agency item
manager but owned by another item
manager within that same
Service/Agency.
0 SPECIAL OPERATIONS FORCES Stocks held on inventory control record
of a non-Special Operations Forces
item manager but owned by Special
Operations Forces

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AP2.4. APPENDIX 2.4

PURPOSE CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphabetic

EXPLANATION: Provides the owner of materiel with a means of

identifying the purpose or reason for which an
inventory balance is reserved. Assigned and used
only on an intra-Component basis by the Component
owning the materiel. NOTE: Assigned purpose
codes, and explanation for their use, are contained in
the various regulatory procedures published by the
Components. 1

RECORD POSITIONS: 70

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“99 – Purpose Code”

1
In accordance with the approved change for Ownership Code 0 (Zero) to identify DoD Special
Operations Forces ownership, DoD Component publications and procedures are to restrict alpha Purpose
Code O from being assigned/used. This restriction is made to avoid confusion between use of alpha
Purpose Code O and numeric Ownership Code 0, since ownership code and purpose code share a field
under the constraints of the legacy 80-record position Defense Logistics Standard System (DLSS)
transaction formats. (See AMCL 15.)

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AP2.5. APPENDIX 2.5

FEDERAL CONDITION CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric

EXPLANATION: There are two different and distinct condition codes

under the definition of Federal condition codes:

a. Supply condition codes are used to classify

materiel in terms of readiness for issue and
use or to identify action underway to change
the status of materiel. MILSTRAP/DLMS is
the authoritative source for the supply
condition code portion of the Federal
condition code.

a. Disposal condition codes are assigned by the

DLA Disposition Services Field Office based
on inspection of materiel at time of receipt. A
combination of the disposal condition codes,
which most accurately describe the materiel
physical condition, and the supply condition
codes will constitute the Federal condition
codes for utilization program screening and
review purpose. DoDM 4160.21, “Defense
Materiel Disposition, Volumes 1-4”,
31 August 2018, is the authoritative source
for the disposal condition code portion of the
Federal condition code.

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SUPPLY CONDITION CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphabetic

EXPLANATION: Classify materiel in terms of readiness for issue and

use or to identify action underway to change the
status of materiel. When materiel is determined to be
in excess of approved stock levels and/or no longer
serviceable, Supply Condition Codes (SCC) A through
H, Q, and S will be utilized to reflect materiel condition
prior to turn-in to the DLA Disposition Services Field
Office. 1

LEGACY RECORD POSITION: 71

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“83 – Supply Condition Code”

CODE TITLE EXPLANATION

A SERVICEABLE (ISSUABLE New, used, repaired, or reconditioned materiel which

WITHOUT QUALIFICATION) is serviceable and issuable to all customers without
limitation or restriction. Includes materiel with more
than 6 months shelf-life remaining.
B SERVICEABLE (ISSUABLE New, used, repaired, or reconditioned materiel which
WITH QUALIFICATION) is serviceable and issuable for its intended purpose
but which is restricted from issue to specific units,
activities, or geographical areas by reason of its
limited usefulness or short service life expectancy.
Includes materiel with 3 through 6 months shelf-life
remaining.
C SERVICEABLE (PRIORITY Items which are serviceable and issuable to selected
ISSUE) customers, but which must be issued before SCCs A
and B materiel to avoid loss as a usable asset.
Includes materiel with less than 3 months shelf-life
remaining.
D SERVICEABLE (TEST/ Serviceable materiel which requires test, alteration,
MODIFICATION) modification, technical data marking, conversion, or
disassembly. This does not include items which must
be inspected or tested immediately prior to issue.

1
Refer to the DoD 4140.27, “Shelf-Life Item Management Programl”, 31 August 2018 for serviceability
timeframes associated with shelf-life items. SCCs J through P, R, and V, will not be used for materiel
turn-ins to the DLA Disposition Services.

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CODE TITLE EXPLANATION

E UNSERVICEABLE (LIMITED Materiel which involves only limited expense or effort

RESTORATION) to restore to serviceable condition and which is
accomplished in the storage activity where the stock
is located. May be issued to support ammunition
requisitions coded to indicate acceptability of usable
SCC E stock.
F UNSERVICEABLE Economically reparable materiel which requires
(REPARABLE) repair, overhaul, or reconditioning; includes reparable
items which are radioactively contaminated.
G UNSERVICEABLE Materiel requiring additional parts or components to
(INCOMPLETE) complete the end item prior to issue.
H UNSERVICEABLE Materiel which has been determined to be
(CONDEMNED) unserviceable and does not meet repair criteria;
includes condemned items which are radioactively
contaminated; Type I shelf-life materiel that has
passed the expiration date; and Type II shelf-life
materiel that has passed expiration date and cannot
be extended. (NOTE: Classify obsolete and excess
materiel to its proper condition before consigning to
the DLA Disposition Services Field Office. Do not
classify materiel in Supply Condition Code H unless it
is truly unserviceable and does not meet repair
criteria.)
I NOT ASSIGNED Reserved for future DoD assignment.
J SUSPENDED (IN STOCK) Materiel in stock which has been suspended from
issue pending condition classification or analysis,
where the true condition is not known. Includes shelf-
life Type II materiel that has reached the expiration
date pending inspection, test, or restoration.
K SUSPENDED (RETURNS) Materiel returned from customers or users and
awaiting condition classification.
L SUSPENDED (LITIGATION) Materiel held pending litigation or negotiation with
contractors or common carriers.
M SUSPENDED (IN WORK) Materiel undergoing maintenance at an organic or
contractor maintenance facility.
N SUSPENDED (AMMUNITION Ammunition stocks suspended from issue except for
SUITABLE FOR emergency combat use.
EMERGENCY COMBAT USE
ONLY)
O NOT ASSIGNED Reserved for future DoD assignment.

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CODE TITLE EXPLANATION

P UNSERVICEABLE Materiel determined to be unserviceable,

(RECLAMATION) uneconomically reparable as a result of physical
inspection, teardown, or engineering decision. Item
contains serviceable components or assemblies to be
reclaimed.
Q2 SUSPENDED (PRODUCT Potential and confirmed product quality deficiency
QUALITY DEFICIENCY) related materiel which is prohibited for use within DoD
and prohibited for reutilization screening. Includes
product quality deficiency exhibits returned by
customers/users as directed by the intetgrated
materiel manager (IMM) due to technical deficiencies
reported by Product Quality Deficiency Reports.
Exhibits require technical or engineering analysis to
determine cause of failure to perform in accordance
with specifications. Includes product quality deficient
materiel identified by SF 368 Product Quality
Deficiency Report; DD Form 1225, Storage Quality
Control Report; SF 364, Supply Discrepancy Report
(Security Assistance only); or authorized electronic
equivalent.
R SUSPENDED (RECLAIMED Assets turned in by reclamation activities which do not
ITEMS, AWAITING have the capability (e.g., skills, manpower, or test
CONDITION equipment) to determine the materiel condition.
DETERMINATION) Actual condition will be determined prior to induction
into maintenance activities for repair/modification.
S UNSERVICEABLE (SCRAP) Materiel that has no value except for its basic materiel
content. No stock will be recorded as on hand in SCC
S. This code is used only on transactions involving
shipments to DLA Disposition Services Field Offices.
Materiel will not be transferred to SCC S prior to turn-
in to DLA Disposition Services Field Offices if materiel
is recorded in SCCs A through H at the time materiel
is determined excess. Materiel identified by NSN will
not be identified by this SCC.

2
SCC Q not implemented by Navy. Navy defered implementation to their Enterprise Resource Planning
system modernization effort. Navy must advise Defense Logistics Management Standards office when
implememted.

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CODE TITLE EXPLANATION

T SERVICEABLE New, used, repaired, or reconditioned ammunition

(AMMUNITION SUITABLE stock originally intended for combat use but due to
FOR TRAINING USE ONLY) 3 condition, function, or performance characteristics is
serviceable and issuable for training use only.
Authorized for intra-Service use and authorized for
staggered implementation for inter-Service use by
agreement of impacted trading partners.

U NOT ASSIGNED Reserved for future DoD assignment

V Unserviceable (waste military Waste military munitions will be assigned SCC V only
munitions) under the authority of a designated DoD or Service
designated disposition authority. The waste munitions
must meet criteria of waste munitions under the
Environmental Protection Agency Military Munitions
Rule Implementation Policy, be safe to store and ship
based on DoD Explosive Safety Board/Department of
Transportation criteria and have a current
serviceability inspection. (NOTE: SCC V assets are
not authorized for turn-in to DLA Disposition Services
Field Office. The Services are responsible for
appropriate disposal of SCC V assets.)
W NOT ASSIGNED Reserved for future DoD assignment.
X4 SUSPENDED (REPAIR Materiel in stock or returned from customers/ users
DECISION DELAYED) and awaiting repair or disposition. Not authorized for
transfer to disposal, issue for maintenance by a
Service other than that of the owner, or for release to
users.
Y, Z NOT ASSIGNED Reserved for future DoD assignment.

3
Ordnance Information System implementation date for SCC T is October 1, 2012. Ordinance Information
System is used by Navy, Marine Corps, and Coast Guard. For Army, further analysis is required to determine
supportability and implementation timeline for incorporation of SCC T in Army’s Logistics Modernization
Program. Air Force has no plans to implement SCC T at this time. Refer to ADC 446.
4
Refer to ADC 1159.

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DISPOSAL CONDITION CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: Assigned by DLA Disposition Services Field Office to

accurately describe the materiel physical condition
based on inspection of materiel at time of receipt.
DoDM 4160.21 is the authoritative source for the
disposal condition code portion of the Federal
condition code. Refer to DoDM 4160.21 for disposal
condition code values.

LEGACY RECORD POSITION: 71

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“EJ – Disposal Condition Code”

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AP2.6 APPENDIX 2.6

MANAGEMENT CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Provides supplemental data not indicated through the

transaction coding structure. When a situation exists
which is not covered by a code, the Component
managing the distribution system may assign
Management Codes A thru L (except I), and other
codes as specified below, and may prescribe their
entry in appropriate transactions. Codes established
under this option will not duplicate or circumvent the
intent of DoD assigned or reserved codes.

RECORD POSITION: 72

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“84 – Management Code”

AP2.6.1. RECEIPT RELATED TRANSACTIONS. The following management codes

are assigned for use in MILSTRAP materiel receipt-related transactions, Document
Identifier Codes (DIC) D4_ and D6_ Materiel Receipts, DD_ and DF_ Due-in
Transactions, DU_ and DW_ PMRs, and DX_ Materiel Receipt Follow-ups), and related
receiving documentation (when applicable), as indicated below:

CODE APPLICABLE DIC EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing
the item; not assigned by DoD.
M D6_ Materiel condemned upon receipt. Quantity
indicated shipped direct to the DLA Disposition
Services Field Office, or other authorized/required
disposal action has been taken. (Excludes items
for which shelf-life has expired and cannot/will not
be extended.)
M All other DICs Reserved for future DoD assignment.
N All DICs Return of undelivered (frustrated) cargo (with
accompanying shipper documentation).

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CODE APPLICABLE DIC EXPLANATION

O (alpha) D6_ Materiel is not hazardous to public health/safety or

national security. Materiel is prohibited for DoD use
but may be sold by DLA Disposition Services. DLA
Disposition Services must assure that all sales
include a restrictive resale provision to deter
reentry of the materiel into the DoD supply system.
O (alpha) All other DICs Reserved for future DoD assignment.
P D4_, D6_ Materiel received without documentation. Support
documentation and document number created by
storage activity.

P All other DICs Reserved for future DoD assignment.

Q D6_ Multiple Use:
1. Return of materiel improperly identified at time
of shipment from depot.
2. Return of Government-owned containers.
Q All other DICs Reserved for future DoD assignment.
R D4_, D6_ Materiel receipt discrepancy; discrepancy report
submission required. (Excludes vendor-caused
misdirected shipments covered by code S and
quantity overages covered by code U.)
R All other DICs Reserved for future DoD assignment.
S D4_ Materiel receipt discrepancy; discrepancy report
submission required. Vendor caused misdirected
shipment from procurement instrument source.
Materiel meets acceptance criteria specified in the
contract.
S D6_ Materiel is hazardous to public health/safety or
national security. DLA Disposition Services Field
Office will assure mutilation is accomplished.
S All other DICs Reserved for future DoD assignment.

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CODE APPLICABLE DIC EXPLANATION

T D6_ Materiel condemned upon receipt. Shelf-life has

expired and cannot/will not be extended. Quantity
indicated shipped direct to the DLA Disposition
Services Field Office or other authorized/required
disposal action has been taken.

T All other DICs Reserved for future DoD assignment.

U D4_ Materiel receipt discrepancy; discrepancy report
submission required. Quantity delivered exceeded
authorized quantity including any allowable
contract variance and/or excess delivery clause.
Materiel meets acceptance criteria specified in the
contract.

U All other DICs Reserved for future DoD assignment.

V All DICs Reserved for future DoD assignment.
W thru Y All DICs Reserved for future DoD assignment.
Z All DIC Exception data entered in remarks or follows by
separate correspondence.
0 thru 9 All DICs Reserved for future DoD assignment.

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AP2.6.2. ISSUE RELATED TRANSACTIONS. Management codes are assigned for

use in MILSTRAP issue related transactions (DIC D7_ Issues, DG_ Backorders, and
DHA Demands) and MILSTRIP transactions (DIC Code A4_ Referral Orders, A5_
Materiel/Disposal Release Orders, A6_ Materiel/Disposal Release Denials, ACJ
Disposal Release Cancellations, AE6 Supply status, AEJ Disposal Supply Status, AFJ
Disposal Release Follow-ups, AGJ Reply to Disposal Release Cancellations, AKJ
Disposal Release Cancellation Follow-ups, ARJ, ARK, and ARL Deposal Release
Confirmations), and related release documentation (when applicable), as indicated
below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing
the item; not assigned by DoD.
M D7_ less D7J, A__ less Backorder release.
A5J and A6_
M D7J, A5J Materiel condemned. Quantity indicated shipped
direct to the DLA Disposition Services Field Office
or other authorized/required disposal action has
been taken. (Excludes items for which shelf-life
has expired and cannot/will not be extended.)
M All other DIC Reserved for future DoD assignment.
N DHA, D7_, A4_ Nonrecurring demand.
N A6_, excluding A6J Denied. For intra-DLA Disposition Services use to
indicate that the Field Office is unable to complete
the DLA Disposition Services-originated RDO due
to a need to continue processing the DTID in
accordance with established business rules at the
current Field Office.
N AE_ 1 Non-production Materiel. Identifies Navy-funded
requirements not associated with direct support for
ship/aircraft maintenance. Applicable to Navy
requisitions submitted to DLA under industrial
activity (IA) support agreement and may be
perpetuated to supply status.
N All other DICs Reserved for future DoD assignment.

1
Refer to ADC 375. New Management Code for Navy Funded Non-Production Support Materiel Ordered
under BRAC SS&D/IMSP.

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CODE APPLICABLE DICS EXPLANATION

O (alpha) D7J, A5J, ACJ, AEJ, AFJ, Materiel is not hazardous to public health/safety or
AGJ, AKJ, ARJ, ARK, national security. Materiel is prohibited for DoD
ARL 2 use but may be sold by the DLA Disposition
Services. The DLA Disposition Services must
ensure that all sales include a restrictive resale
provision to deter reentry of the materiel to the DoD
supply system.
O (alpha) DHA, D7_ less D7J, A4_ No demand.
O (alpha) All other DICs Reserved for future DoD assignment.
P DHA, D7_, A4_ Nonrecurring demand for special program
requirements.
P AE_ 3 Re-requisitioned materiel alternatively sourced
subsequent to receipt of deficient materiel.
Applicable to status related to DLMS requisition
alerts, requisitions, and applicable follow-on
transactions for materiel requisitioned from DLA
under an industrial activity support agreement. 4
P All other DICs Reserved for future DoD assignment.
Q A6_ Denied. Storage activity unable to match materiel
release order to identified reference numbers for
stock in storage. Requested stock cannot be
released.
(1) Unable to match the protection document
number and job order number. Applicable to DLA
Navy industrial activity support agreement. 5
(2) Unable to match to the DTID Number.
Applicable to DLA Disposition Services.6
(3) Unable to match requested Product Quality
Deficiency Report (PQDR) exhibit report control
number (RCN) to storage activity record or physical
location.7

2
Also applicable to DICs assigned by the DoD Components for use on the Disposal Turn-In Document
(DTID) below the wholesale level.
3
Refer to ADC 391, implementation date January 2011.
4
Expanded for use for all DoD Components requisitioning from DLA is planned for future implementation
(approximately 2014.)
5
ADC 391, New Denial Management Code to Support the New Protection Process at the Navy Shipyards
(NSYs) when Protection Document Number/Job Order does not Match DSS Records under BRAC
SS&D/IMSP.

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CODE APPLICABLE DICS EXPLANATION

Q All other DICs Reserved for future DoD assignment.
R DHA, D7_, A4_ Recurring demand.
R A5_ Pre-inventory document.
R A6_ Denied. This denial results from a receipt posted in
error during real-time “Issue from Receiving”
processing, or from discovery of a receipt
processing error during denial research.
Distribution depot to submit receipt reversal.
R AE_ 8 Requisition delayed due to storage activity denial.
R All other DICs Reserved for future DoD assignment.
S D7J, A5J, ACJ, AEJ, AFJ, Materiel is hazardous to public health/safety or
AGJ, AKJ, ARJ, ARK, national security. DLA Disposition Services Field
ARL 9 Office must ensure mutilation is accomplished.
S DHA, D7_ less D7J, A4_ Commissary resale demand.
S AE6 10 Lateral redistribution order (LRO) rejected due to
duplication of suffix code internal to receiving
Service. LRO may be resent with suffix code
advanced.
S All other DICs Reserved for future DoD assignment.
T D7J, A5J Materiel condemned. Shelf-life has expired and
cannot/will not be extended. Quantity indicated
shipped direct to DLA Disposition Services Field
Office or other authorized/ required disposal action
has been taken.
T A6_ Reserved for a denial management code
associated with Unique Item Tracking (UIT). PDC
to be developed.

6
Refer to ADC 449, Intra-DLA Revisions to the DLMS 945A, Materiel Release Advice, Cancellation
Reason Code, Management Code, and Associated Procedures under Reutilization Business Integration
(RBI)
7
ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report
(PQDR) Exhibits.
8
Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for inter-
Service/Agency use (ADC 312). Implementation outside Army applications is pending.
9
Also applicable to DICs assigned by the DoD Components for use on DTID below the wholesale level.
10
Authorized for use in Army interface with DLA in response to a DLA directed LRO.

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CODE APPLICABLE DICS EXPLANATION

T All other DICs Reserved for future DoD assignment.
U A5_ Post inventory document.
U A6_ Reserved for a denial management code
associated with UIT. PDC to be developed.
U All other DICs Reserved for future DoD assignment.
V A5_ less A5J11 Denied. Requested stock cannot be released due
to suspected unacceptable condition. Inspection to
be conducted for verification. Applicable to DLA
industrial activity support agreement.
V All DICs Reserved for future DoD assignment.
W A6A, A6B, A61, A62 12 Unauthorized Commercial Venture (CV) Denial.
For intra-DLA Disposition Services use to indicate
that a delivery order line item is not authorized for
processing as a Commercial Venture and credit
must be provided to the Commercial Venture firm.
W AE6, A4_ 13 Denied. Cannot identify DoDAAC/MAPAC of
A6_ 14, D7_ 15 designated materiel recipient.
W All other DICs Reserved for future DoD assignment.
X AE6, A4_ 16 Denied. Consignee, freight forwarder, or country
A6_, D7_ 17 representative has advised that issue of this
materiel will constitute a duplicate shipment.
X All other DICs Reserved for future DoD assignment.
Y A6_ 18 Denied. Materiel pre-positioned at a forward site
associated with the identified storage activity for
Navy industrial activity maintenance operations.

11
Refer to ADC 396, Revised Procedures and Data Content for DLMS Materiel Release Order (940R)
and Material Release Advice (945A) and New Denial Management Code for Marine Corps BRAC SDI.
12
See ADC 1054.
13
Authorized for use only in intra-Navy referral orders.
14
Excludes intra-DLA Disposition Services A6A, A6B, A61, and A62 denial transactions in support of
Commercial Venture actions.
15
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DLA.
16
Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for inter-
Service/Agency use (ADC 312). Implementation outside Army applications is pending.
17
Authorized for use in Army interface with DLA in response to a DLA directed LRO.
18
Refer to ADC 370, Requisitioning for Off-Station Forward Site Support and New Non-Inventory
Affecting Denial Management Code indicating Off-Station Materiel under Navy BRAC SS&D IMSP

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CODE APPLICABLE DICS EXPLANATION

Y All other DICs Reserved for future DoD assignment.

Z D7_, DG_, A6_, Exception Data entered in remarks or follows by

separate correspondence.
0 All DIC codes Reserved for future DoD assignment.
1 AE6, A4_ 19 Denied. Stock exhausted; unsuccessful storage
A6_, D7_ 20 activity search has been made.
1 All other DICs Reserved for future DoD assignment.
2 AE6, A4_ 21 Denied. Materiel not available in condition
A6_, D7_ 22 requested.
2 All other DICs Reserved for future DoD assignment.
3 AE6, A4_ 23 Denied. Materiel not available in proper shelf-life.
A6_, D7_ 24
3 All other DICs Reserved for future DoD assignment.
4 AE6, A4_ 25 Denied. Materiel not available in type pack
A6_, D7_ 26 (overseas or domestic) requested (subsistence
only) or specified lot number cannot be released
(ammunition only).
4 All other DICs Reserved for future DoD assignment.
5 AE6, A4_ 27 Denied. Reidentification or reclassification of
A6_, D7_ 28 assets in process. Storage activity to advise
results of reidentification or reclassification.
5 All other DICs Reserved for future DoD assignment.

19
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DSCs.
20
Authorized for use only in intra-Navy referral orders.
21
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DSCs.
22
Authorized for use only in intra-Navy referral orders.
23
Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for inter-
Service/Agency use (ADC 312). Implementation outside Army applications is pending.
24
Authorized for use in Army interface with DLA in response to a DLA directed LRO.
25
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DSCs.
26
Authorized for use only in intra-Navy referral orders.
27
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DSCs.
28
Authorized for use only in intra-Navy referral orders.

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CODE APPLICABLE DICS EXPLANATION

6 AE6, A4_ 29 Denied. No record of NSN at storage activity. This
A6_, D7_ 30 denial results from review of the storage records
and the storage activity has not conducted a
physical search for the item.
6 All other DICs Reserved for future DoD assignment.
7 AE6, A4_ 31 Denied. Zero balance in an issuable condition
A6_, D7_ 32 indicated on storage activity custodial/
memorandum record and no record location exists.
This denial results from review of the storage
records and the storage activity has not conducted
a physical search for the item.
7 All other DICs Reserved for future DoD assignment.
8 Appropriate DICs Reserved for assignment by the Component
managing the item; not assigned by DoD.
9 AE6, A4_ 33 Denied. To ICP from storage. Item was ordered in
A6_, D7_ 34 one continuous length only but is not so available.
9 All other DICs Reserved for future DoD assignment.

29
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DSCs.
30
Authorized for use only in intra-Navy referral orders.
31
Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for inter-
Service/Agency use (ADC 312). Implementation outside Army applications is pending.
32
Authorized for use in Army interface with DLA in response to a DLA directed LRO.
33
Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction
reversals between Navy Specialized Support Points and DSCs.
34
Authorized for use only in intra-Navy referral orders.

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AP2.6.3. GAIN/LOSS RELATED TRANSACTIONS. Management codes are assigned

for use in MILSTRAP gain/loss related transactions (DIC D8_/D9_ Inventory Adjustment
Increases/Decreases, and DAC Dual Inventory Adjustments) as indicated below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing

the item; not assigned by DoD.
M D9_, DAC Materiel condemned. Quantity indicated shipped
direct to the DLA Disposition Services Field Office
or other authorized/required disposal action has
been taken. (Excludes items for which shelf-life
has expired and cannot/will not be extended.)
M All other DICs Reserved for future DoD assignment.
N All DICs Reserved for future DoD assignment.
O (alpha) D8B, D9B Gain/loss resulting from end-of-day processing.
O (alpha) All other DICs Reserved for future DoD assignment.
P D8B, D9B Gain/loss resulting from location reconciliation.
P All other DICs Reserved for future DoD assignment.
Q D9_ Loss resulting from a materiel release denial on
another owner/manager’s materiel.
Q All other DICs Reserved for future DoD assignment.
R D8_ Gain resulting from creation of computer record
balance in order to process out-of-sequence high
priority issues. This posting to an insufficient
balance may be used when negative balances are
not permitted.
R All other DICs Reserved for future DoD assignment.
S D9_ Loss resulting from automatic adjustment due to
receipt of materiel release denial of stocks issued
as a result of computer record balance gained
through use of Management Code R, above.
S All other DICs Reserved for future DoD assignment.
T D9G, DAC Materiel condemned. Shelf-life has expired and
cannot/will not be extended. Quantity indicated
shipped direct to DLA Disposition Services Field
Office or other authorized/ required disposal action
has been taken.

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CODE APPLICABLE DICS EXPLANATION

T All other DICs Reserved for future DoD assignment.

U thru Y All DICs Reserved for future DoD assignment.
Z All DICs Exception data entered in remarks or follows by
separate correspondence.
0 All DICs Reserved for future DoD assignment.
1 D9A Adjustment based on materiel denial. Stock
exhausted; unsuccessful storage activity search
has been made.
2 D9A Adjustment based on materiel denial. Materiel not
available in condition requested; other condition
codes recorded. Unsuccessful storage activity
search has been made.
3 D9A Adjustment based on materiel denial. Materiel not
available in shelf life or for subsistence in date
packed/expiration date requested.
4 D9A Adjustment based on materiel denial. Materiel not
available in type pack (overseas or domestic)
requested (subsistence only) or specified lot
number cannot be released (ammunition only).
Unsuccessful storage activity search has been
made.
5 thru 9 All DIC Reserved for future DoD assignment.

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AP2.6.4. PHYSICAL INVENTORY RELATED TRANSACTIONS. Management codes

are assigned for use in MILSTRAP physical inventory related transactions (DIC DJA
Physical Inventory Requests) as indicated below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing

the item; not assigned by DoD.
M DJA Recount requested.
N DJA Inventory cancelled.
O thru Q DJA Reserved for future DoD assignment.
R DJA Rejected. No record of stock number or no record
of ownership.
S DJA Physical inventory in workload bank or in process.
T thru W DJA Reserved for future DoD assignment.
X DJA Follow-up on unscheduled inventory request when
no adjustment or completion transaction received
within 40 days.
Y DJA Response to follow-up when inventory already
complete.
Z DJA Exception data entered in remarks or followed by
separate correspondence.
0 thru 9 DJA Reserved for future DoD assignment.

AP2.6.5. INFORMATIVE TRANSACTIONS. Management codes are assigned for use

in informative transactions (DIC DRA/DRB Materiel Receipt Acknowledgments, DZC
Logistics Reassignment Storage Information transactions, and DZD Logistics
Reassignment Storage Information Replies) as indicated below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing

the item; not assigned by DoD.
M thru Y All DICs Reserved for future DoD assignment.
Z All DICs Exception data entered in remarks or follows by
separate correspondence.
0 thru 9 All DICs Reserved for future DoD assignment.

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AP2.6.6. REQUISITION TRANSACTIONS. Management codes are assigned for use

in requisition-related transactions:
CODE APPLICABLE DICS EXPLANATION
A thru L A0_, AT_ 35 Specific values as assigned by Army.
Applicable on Intra-Army basis for post-post
and image single stock fund activity
requisitions.
M All DICs Reserved for future DoD assignment.
N A0_, AM, AT 36 Non-production Materiel. Identifies Navy-
funded requirements not associated with direct
support for ship/aircraft maintenance.
Applicable to supply status associated with
Navy requisitions submitted to DLA under
industrial activity support agreement.
O All DICs Reserved for future DoD assignment.
P A0_, AM, AT_ (including Requisitioned materiel to be alternatively
Requisition Alert)37 sourced subsequent to receipt of deficient
materiel (prior requisition document number
must be identified for cross reference; PQDR
required). Applicable only to DLMS requisition
alerts, requisitions, and applicable follow-on
transactions for materiel requisitioned from
DLA under BRAC SS&D IMSP. 38
Q thru R All DICs Reserved for future DoD assignment.

35
Refer to ADC 243, Identification of Army Single Stock Fund (SSF) Requisitioning Actions and Edit
Action Code (EAC) Authorization.
36
Refer to ADC 375, New Management Code for Navy Funded Non-Production Support Materiel Ordered
under BRAC SS&D/IMSP.
37
Refer to ADC 352, Identification of Army Single Stock Fund (SSF) Requisitioning Actions and Edit
Action Code (EAC) Authorization. Management Code for Product Quality Deficiency Report (PQDR)
Replacement Requisitions. Note: The requisition alert transaction allows Navy BRAC IMSP sites to
notify DLA of their requirements in advance of the funded requisition, thereby allowing DLA to procure
and position materiel appropriately to support prompt order fulfillment. Refer to ADC 381 for the
procedures and content of the DLMS Requisition Alert.
38
Expanded use for all DoD Components requisitioning from DLA is planned for future implementation
(approximately 2014).

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CODE APPLICABLE DICS EXPLANATION

S A0_, AM, AT__ (including Identifies surge requirements for mission
Requisition Alert)39 support materiel (MSM) that are to be
processed as one-time requests and not
sourced against on-hand assets. Applicable to
DLMS requisition alerts, requisitions, and
follow-on transactions for DLA-sourced
materiel under a DLA-Navy industrial activity
support agreement.
T thru Z All DICs Reserved for future DoD assignment.
0 thru 2 All DICs Reserved for future DoD assignment.
3 A0_, AM, AT_ 40 Re-requisitioned materiel to be sourced from
an alternative location, or new procurement, if
stock is not available, subsequent to storage
activity denial to Service owner for release of
materiel purchased from DLA under BRAC
IMSP. Denial caused by lack of materiel in the
proper shelf-life as purchased.
4 thru 8 All DICs Reserved for future DoD assignment.
9 A0_, AM, AT_ 41 Re-requisitioned materiel to be sourced from
an alternative location or new procurement, if
stock is not available, subsequent to storage
activity denial to Service owner for release of
materiel purchased from DLA under BRAC
IMSP. Denial caused by lack of materiel n one
continuous length as purchased. New
requisition must include the prior requisition
document number and shipment suffix, if
applicable.

39
Refer to ADC 338A, Requirements of Mission Support Material (MSM) under Navy BRAC SS&D IMSP.
Implementation date January 2011. Note: The requisition alert transaction allows Navy industrial sites to
notify DLA of their requirements in advance of the funded requisition, thereby allowing DLA to procure
and position materiel appropriately to support prompt order fulfillment. Refer to ADC 352 for DLMS
Requisition Alert procedures.
40
Refer to ADC 359, Perpetuation of the Denial Management Code to the DLMS Requisition, and
Modification of Air Force BRAC IMSP SDR Procedures.
41
Ibid.

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AP2.7. APPENDIX 2.7

CORRECTION/CHANGE CODES FOR

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric
EXPLANATION: Indicates in the Storage Item Data
Correction/Change transaction, the nature of the
change actions to be taken and affected data
fields.
LEGACY MILSTRAP DOCUMENT DZB
IDENTIFIER CODE (DIC):
LEGACY RECORD POSITION (rp): 7
DLMS IMPLEMENTATION CONVENTION 888I Storage Item Correction
(IC):
DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/190 Qualifier EF –
Correction or Change for Storage Item Records
Code”
STORAGE ITEM RECORDS

CODE TITLE EXPLANATION

1 Consolidation of National Stock Indicates the NSN (2/G39/040) affected by
Numbers (NSN) catalog/stock list change will be consolidated
with the new NSN (2/N9/151). Both items will be
issued under the new NSN. The affected NSN is
not necessarily being cancelled.
2 Change of National Stock Indicates the affected NSN (2/G39/040) was
Number (NSN) changed to the new NSN (2/N9/151).
3 Change of Shelf-Life Code Indicates the shelf-life code has been changed
for the NSN (2/G39/040). The new shelf-life
code is shown in the transaction.
4 Change of Controlled Inventory Indicates the Controlled Inventory Item Code has
Item Code been changed for the NSN (2/G39/040).

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CODE TITLE EXPLANATION

5 Change of Unit of Issue Indicates the NSN’s unit of issue (2/G39/040)
has been changed. Unit of issue will be changed
in accordance with the conversion factor
(2/MEA/153) reflected in the transaction.
6 Multiple Changes Indicates multiple changes for the NSN
(2/G39/040). 1
7 Change of Demilitarization Code Indicates the DEMIL code has been changed for
the NSN (2/G39/040.
8 National Stock Number Deleted Indicates the NSN (2/G39/040) has been deleted
without Replacement and not replaced.
9 National Stock Number Change/ Indicates the affected NSN (2/G39/040) was
Inventory Manager Change changed to the new NSN (2/N9/151) and the
inventory manager was changed. 2
0 Not Assigned Reserved for future DoD assignment
A-H Not Assigned Reserved for intra-Component assignment and
use.
I Not Assigned Not to be assigned.
J-N Not Assigned Reserved for future DoD assignment.
O Not Assigned Not to be assigned.
P-X Not Assigned Reserved for future DoD assignment.
Y Manager Indicates the correct manager in the transaction.
Z New or Reinstated National Indicates a new or reinstated NSN (2/G39/040)
Stock Number

1
This code is obsolete when using a DLMS transaction. To express multiple changes, use multiple loops
of 2/LQ/190. For legacy MILSTRAP transactions this code may still be used.
2
Ibid

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AP2.8. APPENDIX 2.8

REJECT ADVICE CODES

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic
EXPLANATION: Identifies to the originator of a transaction,
the reason for rejection, and indicates
return of the transaction for correction and
resubmission.
LEGACY MILSTRAP DOCUMENT IDENTIFIER DZG
CODE (DIC):
LEGACY RECORD POSITION (rp.): 79-80
DLMS IMPLEMENTATION CONVENTION (IC): 824R, 824W (no legacy DIC)
DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/086 Qualifier “ET –
Reject Advice Code”

AP2.8.1. All A B, D and H series reject advice codes not listed in this appendix are
reserved for future use and are not to be used unless authorized and disseminated by
the DoD MILSTRAP Administrator. All other series are reserved for intra-Component
use.

CODE EXPLANATION
AA Rejected. DIC iinvalid.
AB Rejected. Submitted to incorrect manager. If known, the correct manager’s routing
identifier code (RIC) is supplied in the DLMS 824R 2/NM1/065 segment.
AC Rejected. Type of physical inventory code invalid or blank.
AD Rejected. Stock or part number unidentifiable.
AE Rejected. Quantity field invalid.
AF Rejected. Document number invalid.
AG Rejected. Ship-to address unidentifiable.
AH Rejected. Required signal code invalid or blank.
AI Rejected. Procurement instrument identifier (PIID) (contract number) invalid or
blank.
AJ Rejected. Required fund code invalid or blank.

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CODE EXPLANATION
AK Rejected. Ownership/purpose code invalid or blank.
AL Rejected. Unauthorized owning DoDAAC or RIC (use for Air Force Government
Furnished Property - Accountability (GFP-A) only).
AM Rejected. Supply condition code invalid or blank.
AN Rejected. Physical location of property not provided.
AO Rejected. Insufficient inventory in the accountable property system of record
(APSR) due to potential mismatch.
AP Rejected. Required management code invalid or blank.
AQ Rejected. Processing/count date invalid or blank. Location Reconciliation Request
cutoff date invalid.
AR Rejected. Unit of issue incorrect.
AS Rejected. Support date invalid. Location Reconciliation Request and/or
Transaction History Transmittal received past scheduled deadline.
AT Reserved for DoD assignment.
AU Rejected. Invalid Country Code. The code is not valid in the Geopolitical Entities,
Names, and Codes (GENC) Standard. Originator must update the transaction with
a valid country code and resend.
AV Rejected. Location Reconciliation Request RIC (From) activity not valid.
AW Rejected. Logistic Reassignment Logistics Transfer/Decapitalization transaction
(DLMS 846D, DIC DEE/DEF) or memorandum Due-in transaction (DLMS 527D with
LIN01 Code T, DIC DDX)) received more than 1 year after the ETD. (The gaining
item manager (GIM) will reject the memorandum Receipt transaction (DLMS 527R
with LIN01 Code T, DIC D4X) if no memorandum due-in is on record at the GIM to
indicate it is a valid procurement receipt.)
AX Rejected. General Services Administration (GSA) is the source of supply for the
requested SPR. GSA does not participate in SPR procedures. If required, submit a
funded requisition citing the applicable required delivery date.
AY Rejected. Location Reconciliation Request and/or Transaction History Transmittal
does not equal the number of transactions recorded in the Location Reconciliation
Notification and/or Location Reconciliation History Notification.
AZ Rejected. Number of Location Reconciliation Requests received from storage
activity exceed reasonable variance from owner/manager.
BA Rejected. Serial Number or UII (when available) invalid or missing (use for Air
Force Government Furnished Property - Accountability (GFP-A) only).
BN Rejected. Invalid logistics bill number.

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CODE EXPLANATION
BU Rejected. Failed validation with Standard Financial Information Structure (SFIS)
Fund Code to Fund Account Conversion Table.
(1) Discrete values for the SLOA data elements in the transaction do not match
data elements from the SFIS Fund Code to Fund Account Conversion Table for the
Fund Code cited in the transaction.
(2) Invalid/missing fund code. Resubmit with a valid fund code.
Note: Issues with content of the SFIS Fund Code to Fund Account Conversion
Table are to be communicated to the Fund Code Monitor of the cognizant
Component.
BV Rejected. DoDAAC in the transaction does not have the appropriate authority code
for its intended use
BW Rejected. Suspense account is not authorized for Interfund use
BX Rejected. Total dollar value detail of bills is not equal to total dollar value of the
summary bill
BY Rejected. Count of detail bills is not equal to the count in the summary bill. The
count of DLMS 810L IT1 Loops (2/IT1/010) must equal DLMS 810L 3/CTT01/070.
BZ Rejected. DoDAAC is not valid in DAAS
DA Rejected. FSC Missing/Invalid.
DB Rejected. NIIN or LSN Missing/Invalid.
DC Rejected. Unit of Issue Missing/Invalid.
DD Rejected. Quantity Missing/Invalid.
DE Rejected. Hazardous Waste/Material Code Missing/Invalid.
DF Rejected. Unit Price Missing/Invalid.
DG Rejected. Supply Condition Code Missing/Invalid.
DH Rejected. Demil Code Missing/Invalid.
DI Rejected. Contact Name Missing/Invalid.
DJ Rejected. Contact Phone Missing/Invalid.
DK Rejected. Chemical Abstract Service Number is Missing/Invalid.
DL Rejected. Fund Code Missing/Invalid.
DZ Rejected. Turn-in activity cannot process DLMS-formatted transactions. DTID
rejection must be communicated through alternative methods.
HA Rejected. Waste Profile Sheet Invalid or Missing/Invalid.
HB Rejected. Generator Name Missing/Invalid.

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CODE EXPLANATION
HC Rejected. Facility Address Missing/Invalid.
HD Rejected. Facility City and State Missing/Invalid.
HE Rejected. Facility Zip Code Missing/Invalid.
HF Rejected. Technical Contact Missing/Invalid.
HG Rejected. Technical Phone is Missing/Invalid.
HH Rejected. Chemical Name Missing/Invalid.
HI Rejected. Chemical Concentration is Missing/Invalid.
HJ Rejected. Chemical Range is Missing/Invalid.
HK Rejected. Chemical Abstract Service Number is Missing/Invalid.
HL Rejected. EPA HW Number Missing/Invalid.
HM Rejected. Range of Concentration Missing/Invalid.
HN Rejected. Unit of Issue Incorrect.
HO Rejected. Container Number Missing/Invalid.
HZ Rejected. Turn-in activity cannot process DLMS-formatted transactions. HWPS
acknowledgment must be communicated through alternative methods.

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AP 2.9. APPENDIX 2.9

ASSET STATUS REPORTING CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric
EXPLANATION: Identifies in the Asset Status Reporting
Request, the type of reporting required and
indicates whether a request is for
commencement, change, or termination of
reporting. Each new code will update the
reporting requirement. Identifies the type of
reporting being furnished in asset status
reports. The asset status reporting codes
are applicable to:
Asset Status Reporting Request
transaction (DLMS 846I with BIA02 Report
Type Code TI).
Asset Status Reporting (Base, Post,
Camp, and Station Level Use) transaction
(DLMS 846I with BIA02 Report Type Code
TJ) (referred to as asset status reporting in
the code explanations)
LEGACY MILSTRAP DOCUMENT IDENTIFIER DZE, DZF
CODE (DIC):
LEGACY RECORD POSITION (rp): 7
DLMS IMPLEMENTATION CONVENTION (IC): 846I
DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/270 Qualifier “EA –
Asset Status or Transaction Reporting Code”
CODE EXPLANATION
A and B Reserved for future assignment by DoD.
C Commence daily asset status reporting on the date indicated in the
asset status reporting request. 1
D Commence monthly asset status reporting on the date indicated in
the asset status reporting request.
E Terminate reporting on the date indicated in the asset status
reporting request.

1 Throughout this document, the “date indicated” refers to segment 2/DTM/100 of the DLMS 846I.

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CODE EXPLANATION
F and G Reserved for future assignment by DoD.
H Change type of reporting to daily asset status reporting (Code C
above) on the date indicated in the asset status reporting request.
J Change type of reporting to monthly asset status reporting (Code D,
above) on the date indicated in the asset status reporting request.
K and L Reserved for future assignment by DoD.
M Commence daily asset status reporting as soon as possible.
N2 Submit a one-time asset status report (DIC DZF) for the asset
visibility/redistribution program. Submit the report by the date
indicated in the asset status reporting request.
O Reserved for future assignment by DoD.
P3 Report assets above the activity’s requisitioning objective using the
customer asset report materiel returns program transaction (DLMS
180M3).
Q thru Y Reserved for future assignment by DoD.
Z One-time asset status report is requested/furnished on an expedited
basis. The date Submit the report by the date is required is entered
indicated in the asset status reporting request.
0 thru 9 Reserved for intra-Component use.

2 Restricted for use based upon agreement of the DoD Components involved.
3 Legacy DIC FTE

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AP2.10. APPENDIX 2.10

ASSET TRANSFER STATUS CODE
NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic

EXPLANATION: For response to the gaining inventory manager (GIM)

follow-up request for asset data. Also used for follow-
up and reconciliation requests for due-in information
pertaining to logistically reassigned items.

RECORD POSITION: 65-66

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“EB – Asset Transfer Status Code"

CODE EXPLANATION
AA No assets are available for transfer. (Applies to Document Identifier Code
(DIC) DLB.) No record of due-in; cancel memorandum due-in record.
(Applies to DICs DLD and DLF.)
AB DIC DEE/DEF Logistic Transfer/ Decapitalization transactions and DIC
DD_/DF_ due-in transactions (provided due-in existed) submitted
previously. Losing inventory manager (LIM) will submit duplicate
transactions. (Applies to DIC DLB.) Due-in (full or partial quantity) has
been received. LIM will provide duplicate DIC DEE/DEF logistics
transfer/decapitalization transactions and DIC D4X/D6X memorandum
receipt transactions. (Applies to DICs DLD and DLF.)
AC DIC DEE/DEF Logistics Transfer/Decapitalization transaction will be
submitted. (Applies to DIC DLB.)
AD No assets are available for transfer but due-ins exist. Due-in transactions
will be submitted. (Applies to DIC DLB.) Delinquent due-in exists. Routine
follow-up action being taken by the LIM. (Applies to DICs DLD and DLF.)
AE Additional due-in available for transfer. LIM will provide memorandum due-
in. (Applies to DIC DLF when additional due-in is available for transfer or
when no DIC DLE was received.)
AF Change to estimated delivery date. Revised delivery date is provided.
(Applies to DICs DLD and DLF.)
AG Original due-in transaction has been reversed (i.e., cancelled). Cancel
delinquent due-in. (Applies to DICs DLD and DLF.)

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CODE EXPLANATION
AH Original pre-award procurement due-in has been awarded on a contract.
LIM will submit DIC DDX reversal for the pre-award due-in and a new DIC
DDX with contract number, quantity, EDD, etc. (Applies to DICs DLD and
DLF.)
A1 Contract delivery action is complete. LIM will submit DIC DDX reversal for
the portion of the due-in quantity not received. (Applies to DICs DLD and
DLF.)
AJ Materiel pending litigation or returned to contractor. GIM will retain due-in
pending resolution by ACO. (Applies to DICs DLD and DLF.)
AK Invalid due-in. Original due-in transaction will be reversed (i.e., cancelled).
(Applies to DICs DLD and DLF.)

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AP 2.11. APPENDIX 2.11

SPECIAL PROGRAM REQUIREMENT
STATUS CODES
NUMBER OF CHARACTERS: Two
TYPE OF CODE: Alphabetic
EXPLANATION: Used in Special Program Requirement (SPR)
Status transactions to inform forecasting
activities submitting SPR documents of action
taken.
LEGACY MILSTRAP DOCUMENT DYK
IDENTIFIER CODE (DIC):
LEGACY RECORD POSITION (rp): 65-66
DLMS IMPLEMENTATION CONVENTION 870L with 1/BSR01/20 Status Report Code 9
(IC):
DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/330 Qualifier “EY Special
Program Requirement Status Code”

CODE EXPLANATION
PA Request or modifier accepted. Submit requisition in time to all for delivery
within the appropriate Uniform Materiel Movement and Issue Priority System
(UMMIPS) time standard.
PB SPR is not within inventory control point (ICP) acceptance criteria. The ICP will
maintain the SPR quantity only until the procurement lead time and/or assembly
time away from the support date to advise the forecasting activity of any
technical or management changes and to assure return/retention should
unexpected assets materialize. Continuation of this requirement into the
procurement lead time and/or assembly time period depends solely on receipt
of a requisition sufficiently in advance of the support date. The number of days
for procurement lead-time and/or assembly time included in the support date is
indicated in 2/QTY/230.
PC Request or modifier accepted. Requires extra time to assemble after receipt of
requisition. The required assembly time in number of days is indicated in
2/QTY/230..

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CODE EXPLANATION
PD Cancellation accepted.
PE Rejected. The request is a duplicate of a previously submitted request.
PF Rejected. Remarks listed herein or separate correspondence referring to this
document number explain reason(s) for this action.
PI USAF Request Rejected by DLA. SPR is from an Air Force activity. Per Air Force
guidance, all future forecasts to DLA should be submitted via Demand Data
Exchange. Contact the AF Global Logistics Support Center Planning for DLA
Managed Consumables Flight Office for more information. 1
PJ Rejected. Item coded (or being coded) obsolete in latest stock lists/catalogs. See
superseding item in stock number field (2/PO1/150). Resubmit under stock number
of superseding item.
PM Rejected. Request received less than 90 calendar days in advance of the support
date. Submit requisition.
PN Rejected. Source of supply is local manufacture or fabrication.
PP Rejected. Source of supply is local procurement.
PQ Rejected. Stocks not available to meet your support date. Procurement/assembly
required. Request received less than procurement lead time/assembly time in
advance of support date. Procurement lead time/ assembly time in number of days
is indicated in 2/QTY/230. Submit funded requisition.
PR SPR for which a PB Status Code was previously furnished is now within one
procurement lead time and/or assembly time of the support date. Submit
immediate requisition to continue this requirement and to allow for delivery in time to
meet support date. (See DLMS, Volume 2, Chapter 2 for SPR requisition
preparation.)
PS Rejected. The item is coded (or is being coded) as a terminal item in latest stock
lists/catalogs and has no known replacement.
PT Substitute item available. If substitute stock number shown in stock number field
(2/PO1/150) is acceptable, resubmit using SPR Substitute Item Acceptance
transaction and submit requisition in time to allow for delivery within the appropriate
UMMIPS time standard. In the event substitute item is not acceptable, resubmit
SPR Substitute Item Acceptance transaction.
PV Cancelled. Item has been logistically reassigned to the activity indicated in
2/N101/90. Submit new SPR to gaining activity.
PW This is an interim reply to your request. Manual review being made and additional
response will be furnished.

1
Refer to ADC 366, New Special Program Requirement (SPR) Status Code to Reject Air Force SPRs
Submitted for Planning for DLA Managed Consumables (PDMC) Flight

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CODE EXPLANATION
PX Rejected. The item is an Acquisition Advice Code J item (centrally procured for
shipment directly to user or another service, not stocked by procuring activity).
Submit funded requisition in time to permit procurement. Procurement lead time in
days is indicated in 2/QTY/230.
PY Cancelled. Item has been changed from stocked to non-stocked by the Integrated
Materiel Manager (IMM). If still required, submit requisition for quantity required, so
that procurement action can be initiated for direct shipment.

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AP2.12. APPENDIX 2.12

SMALL ARMS AND LIGHT WEAPONS TRANSACTION

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphabetic/numeric 1
EXPLANATION: Transaction codes are used for reporting
changes affecting the Small Arms/Light
Weapons (SA/LW) status in the master file of
the Component Registries and the DoD
Registry.
LEGACY MILSTRAP DOCUMENT IDENTIFIER DSA, DSB, DSC, DSD, DSF, DSM
CODE (DIC):
LEGACY RECORD POSITION (rp.): 7
DLMS IMPLEMENTATION CONVENTION (IC): 140A, 888A
DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Qualifier “EX – Small
arms and Light Weapons (SA/LW)
Transaction Codes”
CODES

CODE EXPLANATION

A Weapon not received. Used to respond to follow-up request.

B Initial registration of SA/LW.

C Inventory Adjustment Gain. Reports of a serial number gain through inventory

adjustments will be made under this transaction.

1
Unassigned codes are reserved for future DoD assignment. Codes 1, 2, 3, 4, and 5 are predesignated
for intra-Army use in controlling category I non-nuclear missiles and rockets under the DoD SA/LW
Serialization Program. DoD assignment or revision of codes 1 through 5 for intra-Army use will not be
staffed prior to publication in this manual. When category I non-nuclear missiles and rockets are
designated for DoD-wide registration under the DoD SA/LW Serialization Program, the code 1 through 5
assignments will be reviewed for inter-Component application.

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Change 13

CODE EXPLANATION

D Shipment Reversal. Used to reverse an invalid shipment transaction (code S) for

which a serial number was previously reported to a Component Registry.

E Used for intra-Component reconciliation of SA/LW serial numbers, and for inter-
Component reconciliation when reconciling with DLA Defense Distribution Depots.

F Shipment to FMS/grant aid. Used for issues of small arms directed under grant aid
or FMS agreements.

G Shipment to General Officers. Used to record issues to general officers.

H Mass Stock Number Change. Used by the Component Registry to accommodate

stock number changes in SA/LW.

I Interrogation/Inquiry Record. Enter all inquiries from law enforcement agencies and
from appropriate Military and civilian activities for weapons located in foreign
countries on the DoD Registry file when no record exists on the active or inactive
file.

J Emergency Suspense Status. Includes weapons shipped for mobilization or

shipments with personnel/units to combat areas pending return to the supply
system.

K Multi-Field Correction. Used by reporting activities to correct erroneous serial

number, NSN, MCN, LCN, or owning activity address (DoDAAC/Unit Identification
Code (UIC) of activity in possession of the weapon) reported and posted to the
Component Registries master file.

L Inventory Adjustment - Loss. Reports inventory adjustment loss after all

investigative requirements, including/Financial Liability Investigation of Property
Loss Report (DD Form 200 2).

M DoDAAC/UIC Mass Change. This transaction will cause all serial numbers to be
dropped from a DoDAAC/UIC and recorded to another DoDAAC/UIC designated in
DLMS 140A 2/N1/020. This normally results from unit redesignation. Only one
transaction is required to change the DoDAAC/UIC in all records.

N Shipment to Other Agencies. Reports shipments to activities outside the control of

DoD. This would include shipments to civilian activities, non-DoD governmental
activities, and nonreporting (classified) Military activities. (Excludes FMS/Grant Aid
shipments.)

O Reserved for future DoD assignment.

2
DD Form 200 can be found at the Enterprise Business Standards Office Website under related links.

AP2.12-2 APPENDIX 2.12

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CODE EXPLANATION

P Procurement Gains. Prepared by procurement sources for initial registration of

weapons when they are shipped.

Q Notification of Suspected Loss. Reports potential lost or stolen weapon and

investigation/Financial Liability Investigation of Property Loss Report (DD Form
200 3) is in process.

R Receipt. Confirms receipts of SA/LW from one reporting activity to another. Used
to report receipts between DoD activities.

S Shipment. Reports shipment from one reporting activity to another. Used to report
shipments between DoD activities.

T Reserved for future DoD assignment.

U Found or Recovered. Investigation/report of survey completed, if required.

Weapon has been located.

V Demilitarization. Used by demilitarization activities to report destruction of weapons

through demilitarization.

W thru Reserved for future DoD assignment.

Y

Z Reserved for future DoD assignment.

1 thru 5 Reserved for future DoD assignment for intra-Army use.

3
Ibid.

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AP2.13. APPENDIX 2.13

SMALL ARMS AND LIGHT WEAPONS ERROR

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic/numeric 1
EXPLANATION: Indicates the type of transaction error. These
codes will be used on line or on reject
transactions to identify erroneous
transactions rejected by the DoD and
Component Registries.
LEGACY MILSTRAP DOCUMENT IDENTIFIER DSC, DSR
CODE (DIC):
LEGACY RECORD POSITION (rp.): 23-24
DLMS IMPLEMENTATION CONVENTION (IC): 140A, 888A
DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Qualifier “EW – Small
Arms and Light Weapons (SA/LW) Error
Transaction Reject Codes”
TRANSACTION REJECT CODES

ERROR DOCUMENT TITLE EXPLANATION

CODE
05 Identifies an existing SA/LW record Verify active/inactive records. If weapon is on
on the Component Registry Master active file, return the error transaction to the
File but reporting activity did not Component Registry with the required
submit E reconciliation record. transaction code to indicate that the
Component Registry is correct, thereby
removing the reject suspense and precluding
follow-up action.

1
Unassigned codes are reserved for future DoD assignment. Codes 1, 2, 3, 4, and 5 are predesignated
for intra-Army use in controlling category I non-nuclear missiles and rockets under the DoD SA/LW
Serialization Program. DoD assignment or revision of codes 1 through 5 for intra-Army use will not be
staffed prior to publication in this manual. When category I non-nuclear missiles and rockets are
designated for DoD-wide registration under the DoD SA/LW Serialization Program, the code 1 through 5
assignments will be reviewed for inter-Component application.

AP2.13-1 APPENDIX 2.13

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ERROR DOCUMENT TITLE EXPLANATION

CODE
06 Identifies a duplicate record No action required. Duplicate records will be
submitted for reconciliation by a rejected to the Component Registry for
reporting activity. verification action. Number of duplicates will
be identified as summary information to the
activity being reconciled.
07 Identifies a reconciliation request Verify active/inactive records.
submitted to the Component
1. If a receipt, request shipping activity to
Registry that reflects another
submit required shipment transactions and
reporting activity as the owner.
resubmit error transaction with SA/LW
Reject is included in the SA/LW
Transaction Code R and other pertinent data
Record Reject Suspense File which
as required to post to Master File and remove
must be cleared to complete the
the reject suspense.
reconciliation.
2. If not a receipt of shipment, and weapon is
physically on hand as reported, take the
necessary action prescribed for duplicate
serial numbers within the same NSN.
08 Reflects confirmation that the No action required. The reconciliation record
Component Registry had added will be recorded in the next Component
serial number as a result of a Registry Master File update as an initial
reconciliation E transaction registration. The number of code 8 records
processed. No prior receipt of a posted to the Component Master File will be
transaction record received by the identified as summary information to the
Component Registry. activity being reconciled.
09 Identifies a reconciliation request Verify when reconciliation is scheduled.
submitted to the Component Reject suspense will not be created.
Registry that is not scheduled for
reconciliation on date received.
1A NSN not Equal to Current NSN DoD Registry and Component Registry use.
1B Invalid NSN DoD Registry and Component Registry use.
1C NSN Table Date Invalid DoD Registry and Component Registry use.
2A Document Identifier Code/ Routing Notify reporting activity of the error condition
Identifier Code Invalid so that its files will be corrected. Correct and
resubmit transaction.
2B Serial Number Contains Blanks Notify reporting activity of the error and
request a corrected transaction be submitted.
2C Invalid Transaction Code Correct and resubmit transaction.

AP2.13-2 APPENDIX 2.13

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ERROR DOCUMENT TITLE EXPLANATION

CODE
2D Unmatched Stock Number 1. If the stock number is not reportable under
DLMS, Volume 2, Chapter 18, notify the
reporting units to discontinue reporting for this
tock number.
2. If the stock number is in error, notify the
reporting activity of the error and request that
a corrected transaction be resubmitted.
3. If the stock number is valid and pertinent,
but does not appear in the stock number file,
prepare and submit SA/LW Transaction Code
H to the Component Registry.
2F Document Number Date in Error Verify, correct, and resubmit transaction.
2G Document Number Serial in Error Verify, correct, and resubmit transaction.
2J Invalid DoDAAC/Unit Identification Assure that DoDAAC/UIC (from-to) are valid
Code (UIC) from or DoDAAC/UIC to and in the file; correct DoDAAC/UIC.
a Mass Change
2K Invalid DoDAAC/UIC in Document Verify, correct, and resubmit transaction.
Number
2L Invalid Transaction Date Verify, correct, and resubmit transaction.
2M Action Date Greater Than Current Verify, correct, and resubmit transaction.
Date
2O Invalid DoDAAC/UIC Verify, correct, and resubmit transaction.
3A Document Number Interrogation Correct and return transaction by next cycle.
Exceeds Limit Notification will be by card/listing. Listings
will reflect error code and narrative
description.
3B Serial Number Interrogation Same as 3A.
Exceeds Limit
3C Stock Number Interrogation Exceeds Same as 3A.
Limit
3D DoDAAC/UIC Number Interrogation Same as 3A.
Exceeds Limit
3F Transaction Date Prior to Master Verify, correct, and resubmit transaction.
Date

AP2.13-3 APPENDIX 2.13

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ERROR DOCUMENT TITLE EXPLANATION

CODE
3G Unmatched Transaction Missing transaction(s). Verify, correct, and
resubmit transaction.
3H New Serial Number Matches 1. Error in reported serial number.
Previously Established Master File
2. Duplicate serial number exists.
3. Reporting activity must be contacted to
verify reported serial number if serial number
is in error. Correct and resubmit transaction.
3I From DoDAAC/UIC in Transaction Verify, correct, and resubmit transaction.
Does Not Match DoDAAC/UIC in
Master File
3J Transaction Matched on Stock 1. Serial number error exists in transaction.
Number But Not on Serial Number
2. There are missing transactions in the
computer. Verify, correct, and resubmit
transactions.
3K Receipt Transaction Received Prior Post receipt. Reject Transaction to shipping
to Shipment Transaction activity--verify serial number shipped--correct
if required.
3L Input Transaction is Incompatible to Compare rejected transaction against master
Master File file and take necessary action to correct the
SA/LW Transaction Code, (e.g., S transaction
on the master file will accept R transaction
only).
3M Duplicate on Serial Number, Stock Request printout from the Component
Number, and Transaction Code Registry by stock number and serial number.
Examine transaction to determine if
transaction is an exact duplicate. If it is not,
correct and resubmit transaction.
3U NSN And Weapon Serial Number 1. Verify NSN and serial number of weapon.
Duplicat/Another Weapon On If incorrect, resubmit correct transaction.
Master File
2. If correct and weapon was received from
activity shown in master file, submit receipt R
transaction to the Component Registry.
3. If correct, and weapon was not received
from activity shown on master file, take the
necessary action described for duplicate
serial numbers within same NSN.

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AP2.13-5 APPENDIX 2.13

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AP2.14. APPENDIX 2.14

TYPE OF MEDIA CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha

EXPLANATION: Identifies the type of media for transmittal of inventory

control point requested transaction history.

RECORD POSITION: 60

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“FB – Type of Media Code”

CODE EXPLANATION
A Transaction images to be transmitted using DLA Transaction Services
methodologies for exchanging computer-readable transactions.1

1
See DLM 4000.25-4, Defense Automatic Addressing System, for an explanation of DLA Transaction
Services methodologies for transaction exchange.

AP2.14-1 APPENDIX 2.14

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AP2.15, APPENDIX 2.15

INVENTORY ADJUSTMENT - PHYSICAL INVENTORY
ERROR CLASSIFICATION CODES

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Provides processing activities a means of

mechanically identifying the causes for errors which
resulted in potential/actual inventory adjustments and
the processing operations in which they occurred

DLSS RECORD POSITIONS: 63-65 of inventory adjustment transactions (Document

IIdentifier Code (DIC) D8A/D9A and D8B/D9B

DLMS SEGMENT/QUALIFIER: DLMS 947I LQ segment, LQ01 qualifier ‘EL’ used with
W19 segment, W1901 Quantity or Status Adjustment
Reason Code ‘AA-Physical Count’

AP2.15.1. PURPOSE

AP2.15.1.1. The physical inventory program error classification codes provide a

standard means for Components to classify the causes of actual/potential adjustments
for subsequent analysis, evaluation, and corrective action.

AP2.15.1.2. The error classification code is a required entry on MILSTRAP

documentation for use in preparing reports and for providing evaluation data to higher
authority in standard error classification categories.

AP2.15.2. CODE STRUCTURE

AP2.15.2.1. First Position. The first character is the operation code which shall be
numeric or alphabetic and shall identify the operation during which the error occurred
and not the operation in which the error was detected. Code assignment for the first
character is controlled by DoD and may not be assigned by the Components. The
following operation codes are assigned as the first character in the error classification
code:

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CODE OPERATION CODE OPERATION

0 Not assigned; reserved for future 6 Warehousing/
assignment by DoD Rewarehousing

1 Receiving 7 Location Survey

2 Issue 8 Other

3 Physical Inventory 9 Not assigned; reserved

for future assignment by
DoD

4 Cataloging Changes A-Z Not assigned; reserved

for future assignment by
DoD

5 Logistics Reassignments

AP2.15.2.2. Second Position. The second character is the type of error code
which is alphabetic or numeric and identifies the type of error which occurred. Code
assignment for the second character is controlled by DoD and may not be assigned by
the Services/ Agencies. The following type of error codes are assigned as the second
character in the error classification code:

CODE LEGEND DEFINITION

A System/Program Error Property accountability record was not correctly updated

by a valid transaction because system failed or program
contained a logic error

B Document Not Posted Physical processing was completed but transaction

update of the property accountability record was not
effected

C Source Document Error in the source document national stock number

Error (NSN), quantity, unit of issue, condition, type of pack, lot
number, ownership/ purpose, and/or location (routing
identifier) caused erroneous update of property
accountability record

D Data Entry Error Input transaction did not match source document NSN,
quantity, unit of issue, condition, type of pack, lot
number, ownership/purpose, and/or location (routing
identifier) and caused erroneous update of the property
accountability record

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CODE LEGEND DEFINITION

E Rejected Document Transaction was rejected during processing and was not
Not Posted reinput to update the property accountability record

F Duplicate Document Same transaction updated the property accountability

Posted record more than once

G Reversal Document Property accountability record was updated by a

Not Posted transaction processed to completion and required
transaction reversal was not processed

H Erroneous Reversal Prior action to reverse a transaction which updated the

Posted property accountability record was taken in error

I Not Assigned

J Misidentified/Mixed Assets in storage location were identified by

Materiel incorrect/multiple stock number, unit of issue, supply
condition, shelf-life, type of pack, lot number, or
ownership/purpose

K Duplicate Physical Transaction updated the property accountability record

Processing once but materiel physically processed more than once

L Wrong Materiel Materiel selected did not match transaction which

Selected updated the property accountability record (i.e., wrong
stock number, quantity, unit of issue, supply condition,
type of pack, lot, ownership/purpose, and/or location
was physically selected)

M Materiel Selected Storage location from which materiel was selected did
From Wrong Location not match storage location cited in the transaction

N Physical Processing Not Transaction updated the property accountability record but
Complete physical processing of materiel was not completed

O Not Assigned

P Erroneous Denial Denial processed in error. Materiel found after denial

was submitted
Q Materiel Not Materiel was not stored in finite location or placed in
Stored/Stored finite location when processing the storage transaction
Incorrectly

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CODE LEGEND DEFINITION

R Infloat Document Erroneous data posted to the property accountability

Control Error record because infloat documents were not considered
or were not available
S Erroneous Count Materiel incorrectly counted

T Erroneous Adjustment Prior action to adjust the property accountability record

Posted was taken in error

U Catalog Change Not Transaction resulted in erroneous update of the property

Posted accountability record because the property
accountability record was not updated by catalog
change transaction
V Erroneous Catalog Erroneous data posted to property accountability record
Change Posted due to error in catalog change record due to error in
catalog change transaction (e.g., wrong unit of issue to
or from, etc.)
W Bin Tag/Locator Label Bin tag/locator label missing, incomplete, or reflected
Error erroneous data for assets in storage location

X Theft Inventory adjustment attributed to probable theft

Y No Conclusive Cause for the inventory discrepancy could not be

Findings determined

Z Not Assigned Reserved for future DoD assignment

0-9 Not Assigned Reserved for future DoD assignment

AP2.15.2.3. Third Position. The third character may be assigned by each

Component to internally amplify the error classification. Numeric and alphabetic code
assignments in this position will be controlled by each individual Component for their
internal use.

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APPENDIX 2.16
INVENTORY ADJUSTMENT - ACCOUNTING ERROR
CLASSIFICATION CODES

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric
EXPLANATION: Provides processing activities a means of
mechanically identifying the causes for errors which
resulted in potential/actual inventory adjustment
(accounting error) transactions,1 and the processing
operations in which they occurred
DLSS RECORD POSITIONS: rp 63-65 of Inventory Adjustment (Accounting Error)
transaction (DI Code D8B/D9B)
DLMS SEGMENT/QUALIFIER: DLMS 947I LQ segment, LQ01 qualifier ‘ACC’ used
with W19 segment, W1901 Quantity or Status
Adjustment Reason Code ‘AB-Accounting Error’

AP2.16.1 PURPOSE

AP2.16.1.1 The physical inventory program error classification codes for

accounting error inventory adjustments (Document Identifier Code (DIC) D8B/B9B)
provide a standard means for DoD Components to classify the causes of
actual/potential accounting error inventory adjustments for subsequent analysis,
evaluation, and corrective action.

AP2.16.1.2 The error classification code is a required entry on MILSTRAP

documentation for use in preparing reports and for providing evaluation data to higher
authority in standard error classification categories.

AP2.16.2 CODE STRUCTURE

AP2.16.2.1 First Position. The first character shall be numeric or alphabetic and
shall identify the type of transaction during which the error occurred. Code assignment
for the first character is controlled by DoD and may not be assigned by the DoD
Components. The following operation codes are assigned as the first character in the
error classification code:

1
The owner/manager may use the Inventory Adjustment –Accounting Error Classification Codes in rp 63-
65 in DIC D8B/D9B Inventory Adjustment Transactions (Accounting Errors) pending the establishment of
single shared asset balances (see chapter 7).

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CODE OPERATION CODE OPERATION

0 Not assigned; reserved for future 6 Condition Code Transfer
assignment by DoD (DAC)
1 Receipt (D4_/D6_) 7 Not Assigned
2 Issue (D7_/A5_) 8 Other
3 Physical Inventory (D8A/D9A) 9 Not assigned; reserved for
future assignment by DoD
4 Cataloging Changes A-Z Not assigned; reserved for
future assignment by DoD
5 Logistics Reassignments

AP2.16.2.2 Second Position. The second character is alphabetic or numeric and

identifies the type of error which occurred. Code assignment for the second character is
controlled by DoD and may not be assigned by the DoD Components. The following
type of error codes are assigned as the second character in the error classification
code:

CODE LEGEND DEFINITION

A System/Program Error Total item property record (TIPR) was not correctly updated by a
valid transaction because system failed or program contained a
logic error
B Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
C Source Transaction Error in the source transaction national stock number (NSN),
Error quantity, unit of issue, condition, type of pack, lot number,
ownership/ purpose, and/or location (routing identifier) caused
erroneous update of TIPR
D Data Entry Error Input transaction did not match source transaction NSN, quantity,
unit of issue, condition, type of pack, lot number,
ownership/purpose, and/or location (routing identifier) and caused
erroneous update of the TIPR
E Rejected Document Transaction was rejected during processing and was not reinput to
Not Posted update the TIPR
F Duplicate Document Same transaction updated the TIPR more than once
Posted
G Reversal Document TIPR was not updated by a reversal transaction processed and
Not Posted transmitted by the storage activity.
H Erroneous Reversal Prior action to reverse a transaction which updated the TIPR was
Posted taken in error
I Not Assigned

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CODE LEGEND DEFINITION

J Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
K Duplicate Physical Transaction updated the TIPR once but inventory accounting
Processing adjustment processed more than once
L Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
M Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
N Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
O Not Assigned
P Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
Q Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
R Infloat Transaction Erroneous adjustment posted to the TIPR because infloat
Control Error transactions were not considered or were not available
S Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
T Erroneous Inventory Prior action to adjust the TIPR was taken in error
Adjustment
(Accounting Error)
Posted
U Catalog Change Not Transaction resulted in erroneous update of the TIPR because the
Posted inventory accounting record was not updated by catalog change
transaction
V Erroneous Catalog Erroneous data posted to TIPR due to error in catalog change
Change Posted record due to error in catalog change transaction (e.g., wrong unit of
issue to or from, etc.)
W Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
X Not Assigned Not assigned for Inventory Adjustment (Accounting Error)
Y No Conclusive Findings Cause for the inventory adjustment (accounting error) could not be
determined
Z Not Assigned Reserved for future DoD assignment
0-9 Not Assigned Reserved for future DoD assignment

AP2.16.2.3 Third Position. The third character may be assigned by each

Component to internally amplify the error classification. Numeric and alphabetic code
assignments in this position shall be controlled by each individual Component for their
internal use.

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AP2.17. APPENDIX 2.17

RECEIPT ACKNOWLEDGEMENT
DISCREPANCY/INFORMATION INDICATOR CODES
NUMBER OF CHARACTERS: One
TYPE OF CODE: Alphabetic
EXPLANATION: A one-digit code.
Reporting activities use these codes in the
Material Receipt Acknowledgement (MRA)
transaction to indicate when a supply or
transportation discrepancy or product quality
deficiency affects the receipt posting and/or
MRA process. Reporting activities also use to
provide MRA information. MRA is DLMS
527R with Transaction Type Code TH (legacy
DIC DRA/DRB).
DLA Disposition Services may use Receipt
Acknowledgement Discrepancy/Information
Indicator Codes A, D, E, and F with the
Disposition Services Turn-In Receipt
Acknowledgement (TRA) transaction when
acknowledging receipt of a discrepant/
deficient shipment. TRA is DLMS 527R with
Transaction Type Code CJ. TRA is a DLMS
enhancement with no legacy DIC. Refer to
ADC 1111.
Army may use select codes with intra-Army
Receipt (Other than Procurement Instrument
Source) transactions (DLMS 527R with
Transaction Type Code D4 (legacy DIC D6_))
LEGACY MILSTRAP DOCUMENT IDENTIFIER DRA, DRB, D6_ (Intra-Army only)
CODE (DIC):
LEGACY RECORD POSITION (rp.): 63 of MRA (DIC DRA/DRB) 80 (intra-Army
use only) of Other Than Procurement
Instrument Source Receipts (DIC D6_).
DLMS IMPLEMENTATION CONVENTION (IC): 527R
DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/130 Qualifier “EI –
Discrepancy Indicator Code”

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CODES USED WITH MRA and select codes (A, D, E, and F) used with TRA:

CODE DEFINITION
A SDR being submitted. (Excludes shortage and partial or total nonreceipt.)
B No record of requisition. Use in MRA reply to follow-up if there is no record
of the requisition and the materiel has not been received.
C Reserved for future DoD assignment.
D Transportation discrepancy report being submitted. (Excludes shortage and
partial or total nonreceipt.)
E Product quality deficiency report being submitted.
F Shortage or partial or total nonreceipt.
When used with MRA transaction, the quantity not received is entered.
When used with TRA transaction, the quantity received is entered.
G Nonreceipt due to extended transit time. Use in MRA reply to follow-up, if
more time is needed to pick up the materiel. Only for use by Navy ships and
only when materiel is being held at a Navy Local Logistics Support Center
or Materiel Processing Center.1
H Materiel still in transit2
I-L Reserved for future DoD assignment.
M-T See below
U Reserved for future DoD assignment.
V MRA is based on a systemic virtual receipt. MRA is generated from virtual
receipt transaction which the Navy industrial site (Navy Shipyard/Fleet
Readiness Center) created from a Supply Status transaction (DLMS 870S)
with Status Code ‘PD’. Authorized for Navy and DLA use in MRA under
Supply, Storage and Distribution/Inventory Management and Stock
Positioning (SS&D/IMSP). Refer to ADC 372.
W Reserved for future DoD assignment.
X Discrepant receipt, other than shortage and partial or total nonreceipt, which
does not meet qualifying criteria for discrepancy report submission.
Y-Z Reserved for future DoD assignment.

1
Refer to ADC 474. As required by DODM 4140.01, the DoD Components must provide implementation
status for this approved change. Navy expected implementation by 2020/21. DLA EBS implemented
indicator G in October 2017.
2
Refer to ADC 1114.

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Change 13

CODES USED WITH INTRA-ARMY RECEIPT (OTHER THAN PROCUREMENT

INSTRUMENT SOURCE) TRANSACTIONS (DLMS 527R Receipt/legacy DIC D6_):

CODE DEFINITION
M Damaged Receipt (for intra-Army use only)
N Receipt Storage (for intra-Army use only)
O Reserved for future DoD assignment
P Receipt Overage (for intra-Army use only)
Q Wrong Material (for intra-Army use only)
R Duplicate Receipt (for intra-Army use only)
S Receipt previously processed as a Materiel Receipt Discrepancy (for intra-
Army use only)
T Condemned Upon Receipt or Shelf-Life Expired (for intra-Army use only)

AP2.17-3 APPENDIX 2.17

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AP 2.18. APPENDIX 2.18

TYPE INSPECTION CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: Type Inspection Code is used with either MILSTRAP

legacy Document Identifier Code (DIC) DLX (Logistics
Reassignment Technical and Quality Data and
corresponding DLMS 536L; or with DLMS 842C/I
(Stock Screening Request) and 842S/Q (Storage
Quality Control Report (SQCR))

RECORD POSITION: 48

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Qualifier EZ

Type inspection codes used with MILSTRAP DIC DLX and corresponding DLMS
536L:
CODE EXPLANATION
1 Contractor.
2 Standard source inspection.
3 Inspection in accordance with ANSI/ASQC Q9000-1-1994, “Quality
Management and Quality Assurance Standards-Guidelines and Selections for
Use” (formerly MIL-I-45208A, “Military Specification Inspection System
Requirements”).
4 Inspection in accordance with ANSI/ASQC Q9000-1-1994, “Quality
Management and Quality Assurance Standards-Guidelines and Selections for
Use” (formerly MIL-Q-9858A, “Military Specification Quality Program
Requirements”).

AP2.18-1 APPENDIX AP2.18

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AP 2.18.2. Type inspection codes used with DLMS 842S/Q SQCR and 842C/I Stock
Screening Request: 1
CODE DEFINITION USAGE
C Visual Inspection Monthly care of supplies in storage (COSIS) inspections.
Applicable to SQCRs only; not used on Stock Screening
Requests.
F Safety of Flight (SOF) Special inspection of SOF materiel or Aviation Safety
Inspection Action Message (ASAM).
P Special Inspection at Specific to one storage location (e.g., take picture of
Single Location materiel at specific location).

Q Quality-Related Inspection applicable to suspected quality problem, e.g.,

Inspection subsequent to receipt of PQDR or SDR.
R Reimbursable Special For materiel stored at DLA distribution centers, request
Inspection is transmitted to all DSS sites.
S Shelf-life Inspection Monthly cyclic inspections for shelf life items. Applicable
to SQCRs only; not used on Stock Screening Requests.
U Safety of Use (SOU) Special inspection of SOU materiel.
Inspection
X Critical Safety Item Special inspection of CSI materiel.
(CSI) Inspection
Z Suspect Counterfeit Applicable to suspected counterfeit
Inspection material/unauthorized product substitution (CMUPS).

1
Refer to ADC 240 and ADC 1045. Pending implementation of ADC 1045, targeted for first quarter FY
2017, the following codes will remain available:
A Aviation Safety Action Message (ASAM)
O Outbound Shipment
T Stock Readiness

AP2.18-2 APPENDIX AP2.18

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AP2.19. APPENDIX 2.19

REVIEW PERIOD INDICATOR CODES
NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: A code identifying the review period relative to the

effective transfer date (ETD).

RECORD POSITION: 7

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“EV – Review Period Indicator Code”

CODE EXPLANATION
1 ETD minus 120 days review period.
2 ETD minus 30 days review period.
3 ETD plus 90 days review period.
4 ETD plus 270 days review period.

AP2.19-1 APPENDIX 2.19

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AP2.20. APPENDIX 2.20

RESERVED

AP2.20-1 APPENDIX 2.20

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Change 13

AP2.21. APPENDIX 2.21

RESERVED

AP2.21-1 APPENDIX 2.21

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Change 13

AP2.22. APPENDIX 2.22

TYPE DUE-IN INDICATOR
NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: A code identifying the type of due-in.

RECORD POSITION: 49 and 67

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier

“EH – Type Due-In Indicator”

CODE EXPLANATION
1 Purchase request.
2 Contract.
3 Other.

AP2.22-1 APPENDIX 2.22

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AP2.23. APPENDIX 2.23

1
TYPE LOCATION RECONCILIATION REQUEST
NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: Used to identify the type of location reconciliation

request

RECORD POSITION: 7

DLMS LQ Segment, LQ01 Data Element ID 1270 Qualifier

SEGMENT/QUALIFIER: “FH – Type Location Reconciliation Request”

CODE EXPLANATION
1 End-of-day processing
2 Annual location reconciliation request

1
The end-of-day processing and location reconciliation process will not be required with the
establishment of single shared asset balances (see Volume 2, Chapter 6).

AP2.23-1 APENDIX 2.23

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AP2.24. APPENDIX 2.24

OTHER CODES
NUMBER OF CHARACTERS: Variable

TYPE OF CODE: Variable

EXPLANATION: This appendix provides the source,

and other information, for codes used or referred to in
this manual which are prescribed by other DoD
publications and which are not republished in this
manual.

References in this Appendix are linked to the authoritative sources from the Enterprise
Business Standards Office Website pages, unless otherwise specified, for the following
publication categories at:

DoD Directives:
http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Manuals/directives/

DoD Instructions:
http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Manuals/instructions

DoD Manuals/Regulations etc.:

http://www.dla.mil/HQ/InformationOperations/DLMS/elibrary/manuals/regulations/

DoD Component Joint:

http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Manuals/joint

Military Standards:
http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Manuals/milstds

Non-DoD:
http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Manuals/nondod

DoD Component Regulations/Manuals etc.

http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Manuals/other

CODE AUTHORITATIVE SOURCE

Acquisition Method DoD 4100.39-M, FLIS, Volume 10 Table 71
Acquisition Method Suffix DoD 4100.39-M, FLIS, Volume 10 Table 71
Advice DLM 4000.25, Volume 2, , Appendix AP7.15

AP2.24-1 APPENDIX 2.24

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Change 13

CODE AUTHORITATIVE SOURCE

Call/Order Serial Number DFARS 1
Commercial and Government Cataloging Handbook H4/H8 Entity Commercial and
Government Entity (CAGE) Code
Contract Line-Item Number DFARS1
Controlled Inventory Item DoD 4100.39-M, FLIS, Volume 10, Table 61.
Criticality Designator DoD 4000.25-5-M, MILSCAP, Appendix A9.
Data Universal Numbering FAR, section 52.204-6.
System
Delivery Date DLM 4000.25, Volume 2, Appendix AP7.14.
(Standard/Required)
Demand DLM 4000.25, Volume 2, Appendix AP7.8.
Distribution DLM 4000.25, Volume 2, Appendix AP7.12.
Document Number DLM 4000.25, Volume 2, Appendix AP7.7.
DoD Activity Address DLM 4000.25, DLMS, Volume 6, Chapter 2.
Essentiality DoD 4140.26-M, Defense Integrated Materiel Management
Manual for Consumable Items.
Fund DLM 4000.25, Volume 4
Media and Status DLM 4000.25, Volume 2, Appendix AP7.4.
National Stock Number DLM 4000.25, Volume 2, Appendix AP7.5.
Normal Source of DoD 4100.39-M, FLIS, Volume 10, Table 138.
Procurement
Part Number DLM 4000.25, Volume 2, Appendix AP7.5.
Priority Designator DLM 4000.25, M Volume 2, Appendix AP7.14.
Procurement Instrument FAR or DFARS 2
Identification (PIID)
Project DLM 4000.25, Volume 2, Appendix AP7.13.
Production Equipment DoD 4100.39-M, FLIS
Routing Identifier DLM 4000.25, Volume 2, Appendix AP7.3.
Signal DLM 4000.25, Volume 2, Appendix AP7.10.

1
Defense Federal Acquisition Regulations (DFAR) applies for structure of contract data entries
assigned/prescribed by DoD inventory control points (ICP)/integrated materiel managers (IMM). Federal
Acquisition Regulation (FAR) applies for structure of contract data entries assigned/prescribed by non-
DoD IMMs.
2
Ibid.

AP2.24-2 APPENDIX 2.24

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Change 13

CODE AUTHORITATIVE SOURCE

Status DLM 4000.25, Volume 2, Appendix AP7.16.
Stock Number DLM 4000.25, Volume 2, Appendix AP7.5.
Subsistence Type of Pack DLM 4000.25, Volume 2, Appendix AP7.20.
Suffix DLM 4000.25, Volume 2, Appendix AP7.8.
Supplementary Address DLM 4000.25, Volume 2, Appendix AP7.9.
Type of Business DFARS, 253.204-71 (f),section D.
Type of Contract DFARS, 253.204-70 (c)(4)(v)(C)

Unit of Issue DoD 4100.39-M, FLIS, Volume 10, Table 53

Vendor Shipment Number FAR or DFARS 3

3
Ibid

AP2.24-3 APPENDIX 2.24

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AP3. APPENDIX 3
FORMATS INDEX
APPENDIX Document TITLE
Identifier
Code(s)

AP3 Index
AP3 Introduction
AP3.1 D4_ Materiel Receipt - Procurement Instrument Source
AP3.2 D6_ Materiel Receipt - Other Than Procurement Instrument Source
AP3.3 D7_ Issue
AP3.4 D8_, D9_ Inventory Adjustment - Increase or Decrease
AP3.5 D8E, D8F, Inventory Adjustment - Increase or Decrease (Logistics Transfer/
D9E, D9F Capitalization/Decapitalization)
AP3.6 D8S, D9S Inventory Adjustment - Increase or Decrease (Ownership Transfer)
AP3.7 DA1, DA2 Single Managed Conventional Ammunition Freeze/ Unfreeze Action
AP3.8 DAC, DAD Inventory Adjustment - Dual (Condition/Purpose Transfer)
AP3.9 DAS Inventory Adjustment - Dual (Ownership Transfer)
AP3.10 DD_ Due-In - Procurement Instrument Source
AP3.11 DEE, DEF Logistics Transfer/Decapitalization
AP3.12 DF_ Due-In - Other Than Procurement Instrument Source
AP3.13 DG_ Backorder
AP3.14 DHA Demand
AP3.15 DJA Physical Inventory Request
AP3.16 DLA Logistics Transfer/Decapitalization Follow-up
AP3.17 DLB Reply To Logistics Transfer/Decapitalization Follow-up
AP3.18 DLC Logistics Reassignment Delinquent Due-In Follow-Up
AP3.19 DLD Logistics Reassignment Delinquent Due-In Response
AP3.20 DLE Logistics Reassignment Due-In Reconciliation Request
AP3.21 DLF Logistics Reassignment Due-In Reconciliation Response
AP3.22 DLS Logistics Reassignment General Management Data
AP3.23 DLT Logistics Reassignment Backorder and Demand Data
AP3.24 DLU Logistics Reassignment On-Hand Asset Data

AP3-i APPENDIX 3
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APPENDIX Document TITLE
Identifier
Code(s)

AP3.25 DLV Logistics Reassignment Due-In Asset Data

AP3.26 DLW Logistics Reassignment Contract History Data
AP3.27 DLX Logistics Reassignment Technical and Quality Data
AP3.28 DM_ War Materiel Requirements Data
AP3.29 DRA, DRB Materiel Receipt Acknowledgment
AP3.30 DRF Follow-Up For Delinquent Materiel Receipt Acknowledgment
AP3.31 DSA Small Arms Multi-Field Corrections
AP3.32 DSB Small Arms Mass Stock Number Change
AP3.33 DSC Small Arms Correction
AP3.34 DSD Small Arms Receipt/Shipment Follow-Up
AP3.35 DSF Small Arms Reconciliation/Reject Follow-Up
AP3.36 DSM Weapon Serial Number Control
AP3.37 DSR Small Arms Reconciliation/Reject
AP3.38 DU_ Pre-Positioned Materiel Receipt - Procurement Instrument Source
AP3.39 DW_ Pre-Positioned Materiel Receipt - Other Than Procurement
Instrument Source
AP3.40 DXA Materiel Receipt Follow-Up - Procurement Instrument Source
AP3.41 DXB Materiel Receipt Follow-Up - Other Than Procurement Instrument
Source
AP3.42 DXC Reply To Materiel Receipt Follow-Up - Procurement Instrument
Source
AP3.43 DXD Reply To Materiel Receipt Follow-Up - Other Than Procurement
Instrument Source

AP3.44 DYA, DYB, Special Program Requirement Request

DYL, DYM
AP3.45 DYC Special Program Requirement Cancellation
AP3.46 DYD Special Program Requirement Modifier
AP3.47 DYG Special Program Requirement Substitute Item Acceptance
AP3.48 DYH Special Program Requirement Substitute Item Rejection
AP3.49 DYJ Special Program Requirement Follow-Up
AP3.50 DYK Special Program Requirement Status
AP3.51 DZ9 Status Notification Transaction

AP3-ii APPENDIX 3
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APPENDIX Document TITLE
Identifier
Code(s)

AP3.52 DZA Asset Status

AP3.53 DZB Storage Item Data Correction/Change
AP3.54 DZC Logistics Reassignment Storage Information
AP3.55 DZD Logistics Reassignment Storage Information Reply
AP3.56 DZE Asset Status Reporting Request
AP3.57 DZF Asset Status Reporting (Base, Post, Camp, and Station Level Use)
AP3.58 DZG Transaction Reject
AP3.59 DZH Location Reconciliation Request
AP3.60 DZJ Transaction History Request
AP3.61 DZK Transaction History Transmittal
AP3.62 DZM End of Day Transaction Count
AP3.63 DZN Location Reconciliation Notification
AP3.64 DZP Location Reconciliation History Notification

AP3-iii APPENDIX 3
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AP3. APPENDIX 3
FORMATS INTRODUCTION
AP3.1. General. The AP3 series appendices prescribe the alignment and data
entries for the MILSTRAP formats.

AP3.2. Formats. MILSTRAP formats are described in Appendices AP3.1 through

AP3.64.

AP3.3. Special Explanation/Instruction. To prevent repeating lengthy and

repetitious footnotes, explanations, and instructions, the following are provided for
reference purposes and shall be referred to in the applicable formats:

AP3.3.1. For ammunition and ammunition related items in Federal supply

group 13, and Federal supply classes 1410, 1420, 1427, 1440, 5330, 5865, 6810 or
8140, quantities exceeding 99,999 may be expressed in thousands by placing an M
in record position 29. For example: A quantity of 1,950,000 would be expressed as
1950M (1950 in record positions 25-28 and an M in record position 29). Quantities
not evenly divisible by thousands shall require two transactions. The first transaction
shall reflect the rounded thousands using the M modifier and the second transaction
shall reflect the residual quantity: For example: A quantity of 100,001, the first
document shall reflect a quantity of 0100M and the second document shall reflect a
quantity of 00001.

AP3.3.2. When reversal or cancellation of the original transaction is required,

enter a reversal indicator in record position 25. Chapter 9 provides a list of the
MILSTRAP transactions that are authorized for reversal.

AP3.3.2.1. Reversal Indicator. In punched-card transactions, the reversal

indicator was an eleven-zone over punch of the quantity digit in record position 25 of
the quantity to be reversed. In non punched-card MILSTRAP 80 record position
transactions, the reversal indicator is the Extended Binary Coded Decimal
Interchange Code (EBCDIC) or American Standard Code for Information
Interchange equivalent of the punched-card entry, which is also entered in record
position 25 of the reversal quantity for the 80 record position MILSTRAP
transactions. (NOTE: A transaction reversal for Defense Logistics Management
System (DLMS) transactions is accomplished with a negative sign in front of the
quantity. Therefore, the MILSTRAP legacy 80 record position transaction reversal
indicator as described below does not apply in DLMS transactions. The EBCDIC
reversal indicators are a minus sign for a blank entry, a } (closing brace) for an entry
of zero, or an alphabetic J through R for an entry of 1 through 9 respectively. Since
significant digits are to be preceded by zeros, the blank and minus sign indicators in
record position 25 are actually invalid entries and are mentioned only to cover all
possibilities. The punched card and EBCDIC reversal indicators are as follows:

AP3-1 APPENDIX 3
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QUANTITY RECORD POSITION 25 RECORD POSITION 25 EBCDIC REVERSAL

ENTRY PUNCHED-CARD EBCDIC REVERSAL QUANTITY ENTRY
TRANSACTION ENTRY
1 11-zone and blank - (MINUS) - 1
00001 11-zone and 0 (zero) } }0001
10001 11-zone and 1 J J0001
20001 11-zone and 2 K K0001
39999 11-zone and 3 L L9999
42180 11-zone and 4 M M2180
57832 11-zone and 5 N N7832
60000 11-zone and 6 O O0000
78364 11-zone and 7 P P8364
80000 11-zone and 8 Q Q0000
99999 11-zone and 9 R R9999

AP3.3.2.2. For ammunition, an M-modifier may be entered in record

position 29 of the quantity field to denote thousands. In such cases, the quantity and
reversal indicators would appear as shown in the following example for a reversal
quantity of 800000:

QUANTITY RECORD POSITION 25 RECORD POSITION 25 EBCDIC

ENTRY PUNCHED-CARD EBCDIC REVERSAL REVERSAL
TRANSACTION ENTRY CHARACTER QUANTITY
ENTRY
0800M 11-zone and 0 (zero) } }800M

AP3.3.3. When all data elements, other than quantity, are identical and the
quantity due-in or being adjusted exceeds 99,999 or 9999M (M-Modifier thousands -
and residual quantities are for ammunition); or when all data elements are the same,
except the condition of materiel, for materiel being received or being adjusted;
assign consecutive suffix codes in record position 44 beginning with alpha code A in
the initial transaction; otherwise, leave blank.

AP3.3.4. Date Indicator is a three-position field used to identify the year and
month (e.g., 305 is year 2003, month of May). Date indicators refer to the last day of
the month unless otherwise noted in the transaction. The Date Indicators in special
program requirement (SPR) transactions refer to the first day of the month as noted
in the formats.

AP3-2 APPENDIX 3
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AP3.3.5. Exception Rule Available for Communicating Larger Quantities in

Identified Transactions. For ammunition and ammunition related items in FSG 13,
and FSC 1410, 1420, 1427, 1440, 5330, 5865, 6810 or 8140, exception rule for
ammunition and ammunition related items: By trading partner agreement and by
coordination with DLA Transaction Services, an exception rule is available for
communicating larger quantities in identified transactions. This rule is only
applicable when the initiating system is DLMS compliant (and supports larger
quantities), and the receiving system is using legacy MILSTRAP. Under this rule,
when the quantity exceeds 99,999, the DLA Transaction Services transaction
conversion from DLMS to legacy format shall transmit the initial quantity using the
standard configuration using the qualifier “M” in rp 29 to represent thousands, per
AP3.3.1. The residual quantity from the DLMS transaction shall be transmitted
separately using the original document number and original/blank suffix code. The
legacy trading partner system shall be responsible for accumulating the quantities
transmitted separately (rather than superseding or rejecting as duplicate
transactions). Refer to ADC 441, Exception Rules to Accommodate Communication
of Ammunition/Ammunition Related Quantities in Excess of Five Digits.

AP3.4. General Guidance for Quantity, Day, and Date Entries

AP3.4.1. Quantity. Unless otherwise stated in the format explanation and

instructions, quantity fields must be completely filled. If the quantity being entered
does not fill the prescribed number of positions, right justify the entry and precede the
significant digits with zeroes. For instance, a quantity of 55 would be entered in record
positions 25-29 as 00055.

AP3.4.2. Day. The term Julian day is not recognized for data element
terminology. Accordingly, all instructions covering the entry of a 3-digit day refer to
the ordinal day of the calendar year. For instance, 25 February shall be entered as
056 and 14 July would be entered as 195 or 196 in a leap year.

AP3.4.3. Date. Date entries of four positions, unless otherwise specified,

consist of the last position of the calendar year and the 3-digit ordinal day of the
calendar year. For instance, 25 February 2003 would be entered as 3056.

AP3-3 APPENDIX 3
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AP3.1. APPENDIX 3.1

MATERIEL RECEIPT -
PROCUREMENT INSTRUMENT SOURCE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter appropriate DIC from the D4 series.

Code
Routing Identifier 4-6 Enter (or perpetuate) RIC of the Inventory
Code (TO) Control Point to which this transaction is
being forwarded.
Blank 7 Leave blank.
Stock of Part Number 8-22 Enter stock or part number of item received.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity received, preceding
significant digits with zeros. 1, 2
Procurement 30-43 Enter the PIID 3, or the applicable 13-
Instrument Identifier position PIID call/order number (identified
(PIID) or Due-In by F in the 9th position) in record positions
Document Number 30-42 and leave record position 43 blank or,
for intra-Component use only, enter or
perpetuate the controlling document number
in record positions 30-43.
Procurement (30-42) Enter (or perpetuate) the PIID or the
Instrument Identifier applicable 13-position PIID call/order
(PIID) number (identified by F in the 9th position). 4
Blank (43) Leave blank.

or
Due-In Document (30-43) For intra-Component use only, enter (or
Number perpetuate due-in document number.

1
See Appendix AP3 - Formats Introduction, AP3.3.1.
2
See Appendix AP3 - Formats Introduction, AP3.3.2.
3
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
4
Ibid.

AP3.1-1 APPENDIX 3.1

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Suffix 44 Enter consecutive alpha codes A through Z

when assignment of suffix codes is
necessary. 5
Item Number 45-50 Enter the contract/exhibit line item number
or sub-line item number as indicated below,
if applicable; otherwise, leave blank.
Contract/Exhibit Line (45-48) Contract Line Item Number: Enter the CLIN
Item Number preceding significant digits with zeros.
Exhibit Line Item Number: Enter the
alphabetic exhibit identifier in record
position 45. Enter the exhibit line number in
record positions 46 through 48, preceding
significant digits with zeros.
Contract/Exhibit (49-50) Enter the contract or exhibit subline item
Subline Item Number number, if applicable; otherwise, zero fill.
Multiuse 51-53 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.
Distribution 54-56 Enter (or perpetuate) distribution code;
otherwise, leave blank.
Project 57-59 Enter (or perpetuate) project code;
otherwise, leave blank.
60-66 Continued on next page

5
See Appendix AP3 - Formats Introduction, AP3.3.3.

AP3.1-2 APPENDIX 3.1

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Shipment Number 60-66 Enter vendor shipment number shown on

or shipping document, preceding significant
DSS Operations digits with zeros, unless trading partner
Control Number agreement requires entry of the Distribution
(OCN) Standard System (DSS) OCN. The OCN is
randomly assigned by DSS to systemically
identify a specific receipt transaction. The
OCN is used to link DIC D4S to the
corresponding DI Code Z4S which is
created based on a trading partner
agreement with DSS. The DSS Z4S
Supplemental Receipt Data transaction
contains both the OCN and the vendor
shipment number. Trading partner
agreements for use of OCN are as follows:
Army: OCN is used for local
procurement.
Air Force: OCN is never used.
Navy: OCN is used when RIC TO is
Navy (starts with N, P, Q, R, or V) and RIC
FROM is Navy (depot RIC SDF, SDM, SDX,
SEB, SCJ, SCQ, SCF, SCH, SDH, SLM,
and SCN).
Mapping: OCN is used when RIC TO is
HM8 (Mapping).
Routing Identifier 67-69 Enter (or perpetuate) RIC of the activity at
(Receiving Location) which item is received.
Ownership/Purpose 70 Storage Activity: Enter (or perpetuate) the
ownership/purpose code shown on shipping
documents or in pre-positioned materiel
receipt transaction; otherwise, leave blank.
Supply Condition 71 Enter (or perpetuate) supply condition code
of item received.
Management 72 Enter management code; otherwise, leave
blank.
Day of Year 73-75 Enter ordinal day of the calendar year
(Released by Carrier) materiel released by carrier.

AP3.1-3 APPENDIX 3.1

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Multiuse 76 For intra-Component use, enter data

prescribed by Component. For
inter-Component use, leave blank.
Call/Order Number 77-80 Enter applicable legacy four-position
call/order number associated with the PIIN;
otherwise leave blank.

AP3.1-4 APPENDIX 3.1

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AP3.2. APPENDIX 3.2

MATERIEL RECEIPT – OTHER THAN
PROCUREMENT INSTRUMENT SOURCE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the D6 series.
Code
Routing Identifier 4-6 Enter (or perpetuate) the RIC of the
Code (TO) Inventory Control Point to which this
transaction is being forwarded.
Blank 7 Leave blank.1
Stock or Part Number 8-22 Enter stock or part number of item received.
Unit of Issue 23-24 Enter UI of item.
Quantity (Received) 25-29 Enter quantity received, preceding
significant digits with zeros. 2, 3
Document Number 30-43 Enter controlling document number.
Suffix 44 Enter consecutive alpha codes A through Z
when assignments of suffix codes are
necessary.4
Supplementary 45-50 Enter (or perpetuate) SUPADD; otherwise,
Address leave blank.
Signal 51 Enter (or perpetuate) the signal code;
otherwise, leave blank.
Fund 52-53 Enter (or perpetuate) fund code; otherwise,
leave blank.
Distribution 54-56 Enter (or perpetuate) distribution code;
otherwise, leave blank.

1
Navy uses rp 7 for Navy Materiel Turned Into Store (MTIS) indicator ‘S’. The MTIS indicator identifies
and allows completion of a receipt that was initiated through a unique MTIS Interface between DSS and
Navy Uniform Automated Data Processing System (UADPS) II (U2). Navy use is documented in
MILSTRAP for mapping purposes for conversion to DLMS in a mixed DLSS/DLMS environment. (Refer
to ADC 246).
2
See Appendix AP3 - Formats Introduction, AP3.3.1.
3
See Appendix AP3 - Formats Introduction, AP3.3.2.
4
See Appendix AP3 - Formats Introduction, AP3.3.3.

AP3.2-1 APPENDIX AP3.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Project 57-59 Enter (or perpetuate) project code;
otherwise, leave blank.
Dual-Use 60-66

Multi-Use (60-66) For intra-DoD Component use, enter data

prescribed by DoD Component.5, 6, 7
or

DSS Operations (60-66) For inter-DoD Component use, and intra-

Control Number DLA use, DLA storage activities will enter
(OCN) the DSS OCN; otherwise, leave blank8.
Routing Identifier 67-69 Enter (or perpetuate) the RIC identifying
Code (Receiving activity at which item is received, if available;
Location) otherwise, leave blank.
Ownership/Purpose 70 Enter ownership/purpose code.
Supply Condition 71 Enter supply condition code of item
received.
Management 72 Enter management code; otherwise leave
blank.
Day of Year 73-75 Enter ordinal day of the calendar year that
(Released by Carrier) materiel was released by carrier. 9
Multiuse 76-80 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.10, 11

5
For intra-Army use, rp 60-61 identifies the priority designator. (Refer to ADC 234.)
6
For intra-Army use, rp 65-66 identifies the advice code. (Refer to ADC 234.)
7
For intra-Air Force use, rp 60-65 identifies the Ship-From DoDAAC for use in Air Force retail receipts of
shipments from Air Force retail activities. (Refer to ADC 1185.)
8
Refer to ADC 218.
9
On an intra-Army basis, Army sometimes uses D6X for their Direct Support/Reparable Exchange
process by citing X in rp 73 with rp 74-75 blank. This is a temporary deviation from standard processing
in place until implementation of Army Exchange Pricing (estimated to be April 2009). (Refer to ADC 267.)
10
For Navy CAV-ORM DIC D6K, rp 76-78 identifies the Shipper RIC.
11
For intra-Army use only, rp 80 identifies the discrepancy indicator code (see appendix 2.17). (Refer to
ADC 272.)

AP3.2-2 APPENDIX AP3.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.3. APPENDIX 3.3

ISSUE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter appropriate DIC from the D7 series.

Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which this transaction is being forwarded.
Media and Status 7 Enter M&S code from original document.
Stock of Part Number 8-22 Enter stock or part number of item issued.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity issued, preceding significant
digits with zeros. 1, 2
Document Number 30-43 Enter document number from source
document.
Suffix 44 Enter assigned suffix code; otherwise, leave
blank.
Supplementary 45-50 Perpetuate from source document.
Address
Signal 51 Perpetuate from source document.
Fund 52-53 Perpetuate from source document.
Distribution 54-56 Perpetuate from source document.
Project 57-59 Perpetuate from source document.
Priority 60-61 Perpetuate from source document.
Delivery Day 62-64 Perpetuate from source document.
Advice 65-66 Perpetuate from source document.
Routing Identifier 67-69 Enter RIC of the storage activity from which
Code (FROM) the item is to be shipped.

See Appendix AP3 - Formats Introduction, AP3.3.1

1

2
See Appendix AP3 - Formats Introduction, AP3.3.2.

AP3.3-1 APPENDIX 3.3

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Ownership/Purpose 70 Enter ownership/purpose code from which

item is to be shipped.
Supply Condition 71 Enter supply condition code from which item
is to be shipped.
Management 72 Enter appropriate issue management code.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which transaction is prepared.
Multiuse 76-79 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank. 3,
Dual-Use 80
Multi-Use (80) For intra-Component use, enter data
prescribed by Component
Reason for (80) For inter-Component use, authorized for
Reversal reason for reversal code for all DoD
Components when reversing an Issue
transaction. 4 ,5

3
For Navy, rp 77 identifies the “issue on request” code. Navy uses when a customer receives material
without a material release order and DSS sends a D7_ (with an “I” in position 77) to Navy systems (e.g.,
Uniform Inventory Control Program (UICP)) to indicate that material has been issued. (See ADC 235)
4
For Navy, rp 80 identifies the Issue Reversal Code B or S per legacy requirements. (See ADC 259.)
5
Implementation staggered. Refer to ADC 1160.

AP3.3-2 APPENDIX 3.3

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.4. APPENDIX 3.4

INVENTORY ADJUSTMENT – INCREASE OR
DECREASE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the D8 or D9
Code series except D8E, D8F, D8S, D9E, D9F,
and D9S.
Routing Identifier 4-6 Enter RIC of the activity to which this
Code (TO) transaction is being forwarded.
Type of Physical 7 Enter the appropriate type of physical
Inventory/Transaction inventory/transaction history code.
History
Stock or Part Number 8-22 Enter stock or part number of item being
adjusted.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter the quantity being adjusted, preceding
significant digits with zeros. 1, 2
Document Number 30-43 For reclassification of previously suspended
returns, enter document number under
which materiel was received; otherwise,
enter appropriate document number.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary.3
Multiuse 45-51 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.
Fund 52-53 Enter appropriate fund code for intra-
Component use. For inter-Component use,
leave blank.

See Appendix AP3 - Formats Introduction, AP3.3.1.

1

See Appendix AP3 - Formats Introduction, AP3.3.2.

2

See Appendix AP3 - Formats Introduction, AP3.3.3.

3

AP3.4-1 APPENDIX 3.4

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Distribution 54-56 Enter appropriate distribution code if stocks
are segregated and maintained by codes
reflected in the distribution field; otherwise,
leave blank.
Project 57-59 Enter appropriate project code if stocks are
segregated and maintained by code
reflected in the project field; otherwise, leave
blank.
Multiuse 60-62 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.
Dual Use 63-65
Error Classification (63-64) For DIC D8A and D9A, enter appropriate
DoD assigned physical inventory error
classification code from Appendix 2.15,
otherwise, leave blank.
For DIC D8B and D9B enter appropriate
DoD assigned accounting error classification
code from Appendix 2.16, otherwise, leave
blank.
(65) For DIC D8A/D9A and D8B/D9B, enter
Component assigned code amplifying the
DoD error classification code; otherwise,
leave blank.
or
Multiuse (63-65) For intra-Component use with DIC other
than D8A/D9A or D8B/D9B, enter data
prescribed by Component. For inter-
Component use except for DIC D8A/D9A or
D8B/D9B, leave blank.
Multiuse 66 For intra-Component use, enter data
prescribed by Component.
For inter-Component use, leave blank.
Routing Identifier 67-69 Enter RIC of the storage activity at which
Code (Storage item is stored.
Activity)
Ownership/Purpose 70 Enter appropriate ownership/purpose code,
if applicable.

AP3.4-2 APPENDIX 3.4

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Supply Condition 71 Enter supply condition code of inventory
balance being affected.
Management 72 Enter appropriate management code;
otherwise, leave blank.
Day of Year 73-75 Enter the ordinal day of the calendar year on
which the adjustment is processed by the
initiating activity.
Multiuse 76-80 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.

AP3.4-3 APPENDIX 3.4

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.5. APPENDIX 3.5

INVENTORY ADJUSTMENT – INCREASE OR
DECREASE (LOGISTICS TRANSFER/
CAPITALIZATION/DECAPITALIZATION)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DIC D8E, D8F, D9E, or D9F,

Code asappropriate.
Routing Identifier 4-6 Enter RIC of the inventory control point
Code (TO) (ICP) to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
adjusted.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity of the increase or decrease,
preceding significant digits with zeros. 1,2
Document Number 30-43 For DIC D8_ increase transactions,
perpetuate document number from DIC DEE
or DEF transactions. For DICD9_, decrease
transactions, enter current document
number of the losing ICP using a
consecutive serial number for each different
inventory control record balance.
Suffix 44 For DIC D8_ transactions, perpetuate code
from DIC DEE or DEF transaction. For DIC
D9_transactions, enter consecutive alpha
codes A through Z when assignment of
suffix codes is necessary. 3
Routing Identifier 45-47 Enter RIC of the losing ICP.
(Losing)

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.5-1 APPENDIX 3.5

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Blank 48-53 Leave blank.

Distribution 54-56 Enter distribution code if inventory control
records are maintained by codes reflected
in the distribution field; otherwise, leave
blank.
Project 57-59 Enter project code if inventory control
records are maintained by codes reflected
in the project field; otherwise, leave blank.
Blank 60-61 Leave blank.
Day of Year 62-64 Enter original effective day (ordinal day of
(Effective) the calendar year) of the logistic transfer or
decapitalization.
Ownership/Purpose 65 To be used by gaining ICP.
Supply Condition 66 To be used by gaining ICP.
Routing Identifier 67-69 Enter RIC of storage activity at which item is
Code (Storage stored.
Activity)
Ownership/Purpose 70 Enter ownership/purpose code of the
inventory balance being affected.
Supply Condition 71 Enter supply condition code of the inventory
balance being affected.
Management 72 Enter management code; otherwise, leave
blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which transaction is prepared.
Blank 76-80 Leave blank.

AP3.5-2 APPENDIX 3.5

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.6. APPENDIX 3.6

INVENTORY ADJUSTMENT – INCREASE OR
DECREASE (OWNERSHIP TRANSFER)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DIC D8S or D9S, as appropriate.

Code
Routing Identifier 4-6 Enter RIC of the activity to which this
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
adjusted.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity of the increase or decrease,
preceding significant digits with zeros. 1 / 2
Document Number 30-43 Enter appropriate document number.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary. 3
Blank 45-51 Leave blank.
Fund 51-53 For intra-Component use, enter appropriate
code. For inter-Component use, leave
blank.
Distribution 54-56 Enter distribution code if stocks are
segregated and maintained by codes
reflected in the distribution field; otherwise,
leave blank.

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

1

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

2

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

3

AP3.6-1 APPENDIX 3.6

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Project 57-59 Enter project code if stocks are segregated

and maintained by code reflected in the
project field; otherwise, leave blank.
Blank 60-66 Leave blank.
Routing Identifier 67-69 Enter RIC of the storage activity at which
Code (Storage item is stored.
Activity)
Ownership 70 Enter ownership code reflected by RIC in
record positions 4-6.
Supply Condition 71 Enter supply condition code of the inventory
balance being affected.
Management 72 Enter management code; otherwise, leave
blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
which adjustment is processed to the Single
Manager for Conventional Ammunition
record.
Blank 76-80 Leave blank.

AP3.6-2 APPENDIX 3.6

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.7. APPENDIX 3.7

SINGLE MANAGED CONVENTIONAL AMMUNITION
FREEZE/UNFREEZE ACTION
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DA1 or DA2, as appropriate.
Code
Routing Identifier 4-6 Enter RIC of the activity to which this
Code (TO) transaction is being forwarded, if
applicable.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
frozen/unfrozen.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity being frozen/unfrozen,
1 /2
preceding significant digits with zeros.
Document Number 30-43 Enter or perpetuate the controlling
document number.
Suffix 44 Enter consecutive alpha codes A through
Z when assignment of suffix codes is
necessary. 3
Blank 45-66 Leave blank.
Routing Identifier 67-69 Enter or perpetuate RIC of the (Storage
Code Activity) storage activity where stock is
positioned.
Ownership/Purpose 70 Enter ownership/purpose code, if
applicable.
Supply Condition 71 Enter or perpetuate supply condition code
of the inventory balance being frozen or
unfrozen.

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.7-1 APPENDIX 3.7

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Management 72 Enter or perpetuate management code;
otherwise, leave blank.
Blank 73 Leave blank.
Date 74-78 For DIC DA1, enter date freeze was lifted.
(Freeze/Unfreeze) For DIC DA2, enter date freeze was
applied. Enter last two digits of the
calendar year in record positions 72-73
and the ordinal day of the calendar year in
record positions 74-76 (e.g. 02029 is
January 29, 2002).
Blank 79-80 Leave blank.

AP3.7-2 APPENDIX 3.7

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.8. APPENDIX 3.8

INVENTORY ADJUSTMENT – DUAL
(CONDITION/PURPOSE TRANSFER)
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DAC or DAD, as appropriate.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point
Code (TO) to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
adjusted.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity being adjusted, preceding
significant digits with zeros.1/2
Document Number 30-43 For reclassification of previously
suspended receipts, enter document
number under which the materiel
originally was received. For other
adjustments, enter appropriate
document number. 3
Suffix 44 For reclassification of previously
suspended receipts, enter suffix code
under which the materiel was originally
received. For other adjustments, enter
consecutive alpha codes A through Z
when assignment of suffix codes is
necessary.4

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
For intra-DLA use only, if DAC is applicable to Supply Condition Code (SCC) L, enter the Procurement
Instrument Identifier (PIID) in rp 30-42.
4
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.8-1 APPENDIX 3.8

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier 45-47 For intra-Component, enter code
Code (Losing) prescribed by the Component. 5 For
inter-Component, leave blank.
Multiuse 48-50 For intra-Component, enter data
prescribed by the Component. 6 For
inter-Component use, leave blank.
Blank 51 Leave blank.
Fund 52-53 For intra-Component use, enter
appropriate code. For inter-Component
use, leave blank.
Distribution 54-56 Enter distribution code if stocks are
segregated and maintained by codes
reflected in the distribution field;
otherwise, leave blank.
Project 57-59 Enter project code if stocks are
segregated and maintained by codes
reflected in the project field; otherwise,
leave blank.
Multiuse 60-64 For intra-Component use, enter data
prescribed by the Component. For
inter-Component use, leave blank.
Purpose7 (TO) 65 For DIC DAD, enter appropriate alpha
TO purpose code.
Supply Condition (TO) 66 For DIC DAC, enter the TO supply
condition code.
Routing Identifier 67-69 Enter RIC of the storage activity at
Code (Storage which item is stored.
Activity)

5
For intra-DLA use only, if DAC is applicable to SCC L, enter the intra-DLA Contract Line Item Number in
rp 45-50.
6
Ibid
7
Cannot change ownership code with DIC DAC or DAD. Must use appropriate issue and receipt
transactions to change ownership.

AP3.8-2 APPENDIX 3.8

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Ownership/Purpose8 70 For DIC DAD, enter appropriate alpha
(Purpose FROM) FROM purpose code. For DIC DAC for
ammunitions systems, the existing
numeric ownership code may be
entered. This is not a FROM/TO
ownership code since ownership code
cannot be changed by a DAC
transaction. 9
Supply Condition 71 For DIC DAC, enter the FROM supply
(FROM) condition code.
Management 72 Enter appropriate management code;
otherwise, leave blank.
Day of Year 73-75 Enter the ordinal day of the calendar
year that the adjustment is processed
by the initiating activity.
Multiuse 76-80 For intra-Component use, enter data
prescribed by the Component. For
inter- Component use, leave blank.
For Navy Commercial Asset Visibility-Organic Repairable Module, the following data
is entered in the rp 76-80 multi-use field:10
Materiel Control 76 Navy Commercial Asset Visibility-
Code Organic Repairable Module system
enters the Materiel Control Code.
Estimated Completion 77-80 Navy Commercial Asset Visibility-
Date Organic Repairable Module system
enters the estimated completion date in
YDDD format.

8
Ibid.
9
Air Force enters the existing numeric ownership code in rp 70 for the DAC transaction. Refer to ADC
1149.
10
Refer to ADC 461

AP3.8-3 APPENDIX 3.8

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.9. APPENDIX 3.9

INVENTORY ADJUSTMENT – DUAL
(OWNERSHIP TRANSFER)
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DAS.
Code
Routing Identifier Code 4-6 Enter RIC of the storage activity to
(TO) which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
adjusted.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity being adjusted,
preceding significant digits with zeros. 1 /
2

Document Number 30-43 Enter document number under which

the materiel originally was issued.
Suffix 44 Enter consecutive alpha codes A
through Z when assignment of suffix
codes is necessary. 3
Routing Identifier Code 45-47 Enter RIC of Service from which
(Losing) materiel is being transferred.
Multiuse 48-50 For intra-Service, enter data prescribed
by the Service. For inter-Service use,
leave blank.
Blank 51 Leave blank.
Fund 52-53 Enter fund code for intra-Service use.
For inter-Service use, leave blank.

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.9-1 APPENDIX 3.9

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Distribution 54-56 Enter distribution code if stocks are
segregated and maintained by codes
reflected in the distribution field;
otherwise, leave blank.
Project 57-59 Enter project code if stocks are
segregated and maintained by codes
reflected in the project field; otherwise,
leave blank.
Blank 60-64 Leave blank.
Ownership (TO) 65 Enter TO ownership code.
Supply Condition 66 Enter supply condition code.
Routing Identifier 67-69 Enter RIC of the storage activity at
Code (Storage Activity) which item is stored.
Ownership (FROM) 70 Enter FROM ownership code.
Supply Condition 71 Perpetuate the supply condition code
entered in record position 66; otherwise
leave blank.
Management 72 Enter management code; otherwise,
leave blank.
Day of Year 73-75 Enter ordinal day of the calendar year
on which the adjustment is processed to
the Single Manager for Conventional
Ammunition (SMCA) record.
Multiuse 76-80 For intra-Service use, enter data
prescribed by the Service. For inter-
Service use, leave blank.

AP3.9-2 APPENDIX 3.9

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.10. APPENDIX 3.10

DUE-IN –PROCUREMENT INSTRUMENT SOURCE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the DD series
Code (third digit codes in this series correspond to
the third digit codes provided in the D4
series).
Routing Identifier 4-6 Enter RIC of the Inventory Control Point (ICP)
Code (TO) to which this transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item due-in.
Unit of Issue 23-24 Enter UI of item.
Quantity (Due-In) 25-29 Enter quantity due-in, preceding significant
digits with zeros.1 / 2
Procurement 30-43
Instrument Identifier
(PIID) or Due-In
Document Number
Procurement (30-42) Enter (or perpetuate) the PIID or the
Instrument Identifier applicable 13-position call/order number
(PIID) (identified by F in the 9th position).3
Blank (43) Leave blank.
or
Document Number (30-43) For intra-Component use only enter (or
perpetuate) due-in document number.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary.4
Item Number 45-50 Enter the contract/exhibit line item number or
subline item number as follows:
Contract/Exhibit (45-48) Contract Line Item Number:

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

1

2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
4
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.10-1 APPENDIX 3.10

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Line Item Number Enter the CLIN beginning in record position
48, preceding significant digits with zeros.
Exhibit Line Item Number:
Enter the alphabetic exhibit identifier in record
position 45. Enter the exhibit line number in
record positions 46 through 48, beginning with
record position 46, preceding significant digits
with zeros.

Contract/Exhibit (49-50) Enter the contract or exhibit subline item

Subline Item Number number beginning in record position 50, if
applicable; otherwise, zero fill.
Routing Identifier 51-53 Enter DIC of the ICP transmitting this
Code (FROM) transaction for logistics reassignment due-in;
otherwise, leave blank.
Distribution 54-56 Enter distribution code; otherwise, leave
blank.
Project 57-59 Enter project code; otherwise, leave blank.
Unit Price 60-66 Enter unit price if prescribed by Component
managing the item; otherwise, leave blank.
Routing Identifier 67-69 Enter DIC of the storage activity to which the
Code (Storage item is due-in.
Activity)
Ownership/Purpose 70 Enter ownership/purpose code of item due-in.
Multiuse 71-72 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.5
Date Indicator 73-75 Enter last digit of the calendar year and 2-digit
(Estimated Delivery) month signifying estimated delivery date; e.g.,
207 is 2002, month of July. 6

5
For DIC DDX, DLA enters the supply condition code in rp 71 on an inter-Component basis based upon
trading partner agreement. All DOD Components must implement use of SCC with DLMS 527D due-in
transaction corresponding to MILSTRAP DIC DD_ functionality, in their modernized systems. MILSTRAP
DIC DD_ corresponds to DLMS 527D with beginning segment Transaction Type Code DA and use of CS
segment for contract number or purchase request number. DLMS 527D for MILSTRAP DIC DDX
functionality includes LIN01 code T. Refer to ADC 423.
6
See Appendix AP3 - Formats introduction, Paragraph AP3.3.4.

AP3.10-2 APPENDIX 3.10

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Multiuse 76 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Call/Order Number 77-80 Enter applicable legacy four-position call/order
number associated with the PIIN; otherwise,
leave blank.

AP3.10-3 APPENDIX 3.10

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.11. APPENDIX 3.11

LOGISTICS TRANSFER/DECAPITALIZATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DEE or DEF, as appropriate.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point
Code (TO) (ICP) to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
transferred.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity being transferred/
(Transfer/ decapitalized, preceding significant digits
Decapitalization) with zeros. 1 / 2
Document Number 30-43 Enter current document number of the
losing ICP using consecutive numbers for
each different inventory record control
balance.
Suffix 44 Enter consecutive suffix code (beginning
with the letter A in the initial transaction)
when quantity for inventory control record
balance exceeds 99,999.
Routing Identifier 45-47 Enter RIC of the losing ICP.
Code (Losing)
Blank 48-53 Leave blank.
Distribution 54-56 Enter distribution code if stocks are
segregated and maintained by codes
reflected in the distribution field; otherwise,
leave blank.

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

1

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

2

AP3.11-1 APPENDIX 3.11

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Multiuse 57-61 For intra-Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.
Day of Year 62-64 Enter the effective day (ordinal day of the
(Effective) calendar year) of the logistic transfer or
decapitalization.
Ownership/Purpose 65 To be used by gaining Inventory Control
Point (ICP).
Supply Condition 66 To be used by gaining ICP.
Routing Identifier 67-69 Enter RIC of the storage activity at which
Code (Storage item is stored.
Activity)
Ownership/Purpose 70 Enter appropriate ownership/purpose code
of the balance being transferred/
decapitalized.
Supply Condition 71 Enter supply condition code of the balance
being transferred/decapitalized.
Multiuse 72 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Blank 73 Leave blank. 3
Unit Price 74-80 Enter unit price in effect for valuing the
inventory. (For transfers within a
Component, this field may be left blank.)

3
For intra-DLA use only, enter the intra-DLA logistics reassignment price type indicator when applicable;
otherwise leave blank. (See ADC 125.)

AP3.11-2 APPENDIX 3.11

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.12. APPENDIX 3.12

DUE-IN-OTHER THAN PROCUREMENT INSTRUMENT
SOURCE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the DF
Code
series (third digit codes in this
series correspond to the third digit
codes provided in the D6 series).
Routing Identifier 4-6 Enter RIC of the Inventory Control Point
Code (TO) (ICP) to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item due-in.
Unit of Issue 23-24 Enter UI of item.
Quantity (Due-In) 25-29 Enter quantity due-in, preceding significant
digits with zero. 1 / 2
Document Number 30-43 Enter controlling document number.
Suffix 44 Enter controlling suffix code, otherwise
leave blank.
Supplementary 45-50 Enter SUPADD; otherwise, leave blank.
Address
Signal 51 Enter signal code; otherwise, leave blank.
Fund 52-53 Enter fund code; otherwise, leave blank.
Distribution 54-56 Enter distribution code; otherwise, leave
blank.
Project 57-59 Enter project code; otherwise, leave blank.
Multiuse 60-66 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank. 3, 4, 5

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

AP3.12-1 APPENDIX 3.12

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier 67-69 Enter RIC of the storage activity to which
Code (Storage the item is due-in.
Activity)
Ownership/Purpose 70 Enter ownership/purpose code of item due-
in.
Supply Condition 71 Enter supply condition code of the item due-
in.
Management 72 Enter management code; otherwise, leave
blank.
Date Indicator 73-75 Enter last digit of calendar year and 2-digit
(Estimated Delivery) month signifying estimated delivery date;
e.g., 307 is 2003, month of July. 6
Routing Identifier 76-78 Enter RIC of the ICP transmitting this
Code (FROM) transaction for logistic reassignment due-in;
otherwise, leave blank.
Blank 79-80 Leave blank.

3
For intra-Army use, rp 60-61 identifies the priority designator. (See ADC 234.)
4
For intra-Army use, rp 65-66 identifies the advice code. (See ADC 234.)
5
Priority Designator is identified in Army Regulation (AR) for intra-Army use in rp 60-61.
6
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.

AP3.12-2 APPENDIX 3.12

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.13. APPENDIX 3.13

BACKORDER
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the DG series
Code (third digit codes in this series correspond to
the third digit codes provided in the D7
series).
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which this transaction is being forwarded.
Media and Status 7 Enter M&S code from source document.
Stock or Part Number 8-22 Enter stock or part number of item Number
backordered.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity backordered, preceding
(Backordered) significant digits with zeros. 1 / 2
Document Number 30-43 Enter document number from original
document.
Suffix 44 Enter assigned suffix code; otherwise, leave
blank.
Supplementary 45-50 Perpetuate from source document.
Address
Signal 51 Perpetuate from source document.
Fund 52-53 Perpetuate from source document.
Distribution 54-56 Perpetuate from source document.
Project 57-59 Perpetuate from source document.
Priority 60-61 Perpetuate from source document.
Day of Year (Delivery) 62-64 Perpetuate from source document.
Advice 65-66 Perpetuate from source document.

1
See Appendix AP3 – formats introductions, paragraph AP3.3.1.
2
See Appendix AP3 – formats introductions, paragraph AP3.3.2.

AP3.13-1 APPENDIX 3.13

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier 67-69 Enter RIC of the storage activity against
Code (Storage which the backorder is recorded.
Activity)
Ownership/Purpose 70 Enter ownership/purpose code of item
backordered.
Supply Condition 71 Enter supply condition code of the item
backordered.
Management 72 Enter issue management code; otherwise,
leave blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which the transaction is processed.
Multiuse 76-80 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.

AP3.13-2 APPENDIX 3.13

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.14. APPENDIX 3.14

DEMAND

RECORD
FIELD LEGEND POSITION ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DHA.
Code
Routing Identifier Code 4-6 Enter RIC of the Inventory Control Point
(TO) (ICP) to which this transaction is being
forwarded.
Media and Status 7 Enter M&S code from source document.
Stock or Part Number 8-22 Enter stock or part number from source
document.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity of the demand, preceding
significant digits with zero. 1 / 2
Document Number 30-43 Enter document number from source
document.
Suffix 44 Enter assigned suffix code; otherwise, leave
blank.
Supplementary 45-50 Perpetuate from source document.
Address
Signal 51 Perpetuate from source document.
Fund 52-53 Perpetuate from source document.
Distribution 54-56 Perpetuate from source document.
Project 57-59 Perpetuate from source document.
Priority 60-61 Perpetuate from source document.
Day of Year (Delivery) 62-64 Perpetuate from source document.
Advice 65-66 Perpetuate from source document.

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

AP3.14-1 AP3.14
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION ENTRY AND INSTRUCTIONS
Routing Identifier Code 67-69 Enter RIC of the storage activity from which
(Storage Activity) the item should have been shipped. (Leave
blank on submission to ICP.)
Blank 70-71 Leave blank.
Management 72 Enter management code; otherwise, leave
blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which the transaction is processed.
Blank 76-80 Leave blank.

AP3.14-2 AP3.14
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.15. APPENDIX 3.15

PHYSICAL INVENTORY REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DJA.
Code
Routing Identifier 4-6 Enter RIC of the activity to which this
Code (TO) transaction is being forwarded.
Type of Physical 7 Enter appropriate type of
Inventory/Transaction inventory/transaction history code.
History
Stock or Part Number 8-22 Enter stock or part number of item to be
counted.
Unit of Issue 23-24 Enter UI of item.
Blank 25-34 Leave blank.
Date (Physical 35-38 Enter the ordinal date established for
Inventory Infloat initiating controls on all in-process
Control) transactions and materiels which could affect
the outcome of the inventory.
Blank 39-43 Leave blank.
Multiuse 44-46 For inter-Component use, when agreed by
the Components involved, enter the
lot/segment number for controlling the
inventory; otherwise, leave blank. For intra-
Component use, enter the data prescribed by
the Component.
Blank 47-53 Leave blank.
Distribution 54-56 Enter distribution code if stocks are
segregated and maintained by codes
reflected in the distribution field; otherwise,
leave blank.
Project 57-59 Enter project code if stocks are segregated
and maintained by codes reflected in the
project field; otherwise, leave blank.

AP3.15-1 APPENDIX 3.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Blank or date 60 - 64 Leave blank, or for materiel owners with
(Physical Inventory existing interface agreements with DLA enter
Cutoff) Physical Inventory Cutoff Date.
Multiuse 65-66 For intra-Component transactions, enter the
data prescribed by the Component. For inter-
Component use, leave blank.
Routing Identifier 67-69 Enter RIC of the activity from which this
Code (FROM) transaction is being forwarded.
Ownership/Purpose 70 Enter the ownership/purpose code if stocks
are segregated and maintained by codes
reflected in the ownership/purpose field;
otherwise, leave blank.
Supply Condition 71 Enter the applicable supply condition code of
the item to be counted when Type of Physical
Inventory/Transaction History Code L, N, and
P is entered in record position 7; otherwise,
leave blank.
Management 72 Enter management code; otherwise, leave
blank.
Blank 73-75 Leave blank.
Multiuse 76-78 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Dual Use 79-80
Multiuse (79-80) For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
or
Subsistence Type (79) For Subsistence Items Only: Enter the
of Pack applicable subsistence type of pack code
(see MILSTRIP).
Blank (80) For Subsistence Items Only: Leave blank.

AP3.15-2 APPENDIX 3.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.16. APPENDIX 3.16

LOGISTICS TRANSFER/DECAPITALIZATION
FOLLOW-UP
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLA.
Routing Identifier 4-6 Enter RIC of the losing item manager to
Code (TO) which this transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of transferred
item for which asset data is being
requested.
Unit of Issue 23-24 Enter UI of item.
Blank 25-29 Leave blank.
Document Number 30-43 Enter gaining item manager (GIM) assigned
document number controlling this
transaction.
Blank 44-61 Leave blank.
Day of Year 62-64 Enter the original effective day (ordinal day
(Effective) of the calendar year) of the logistic transfer
or decapitalization.
Blank 65-66 Leave blank.
Routing Identifier 67-69 Enter RIC of the GIM preparing this
Code (FROM) transaction.
Blank 70-80 Leave blank.

AP3.16-1 APPENDIX 3.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.17. APPENDIX 3.17

REPLY TO LOGISTICS TRANSFER/
DECAPITALIZATION FOLLOW-UP
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLB.
Code
Routing Identifier 4-6 Enter RIC of the gaining item manager
Code (TO) (GIM) to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Perpetuate from follow-up transaction.
Unit of Issue 23-24 Enter UI of item.
Blank 25-29 Leave blank.
Document Number 30-43 Perpetuate from follow-up transaction.
Blank 44-64 Leave blank.
Asset Transfer 65-66 Enter appropriate code from appendix
AP2.10.
Routing Identifier 67-69 Enter RIC of the losing item manager (LIM)
Code (FROM) preparing this reply.
Blank 70-80 Leave blank.

AP3.17-1 APPENDIX 3.17

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP.3.18. APPENDIX 3.18

LOGISTICS REASSIGNMENT DELINQUENT DUE-IN
FOLLOW-UP
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLC.
Code
Routing Identifier 4-6 Enter RIC of the losing item manager (LIM)
Code (TO) to which this transaction is being forwarded.
Second Follow-up 7 Enter 2 if second follow-up; otherwise leave
Indicator blank.
National Stock 8-22 Enter NSN of the item.
Number
Unit of Issue 23-24 Enter UI of item.
Quantity (Due-In) 25-29 Enter open quantity due-in, preceding
significant digits with zeros. 1
Various Fields 30-50 Perpetuate from DIC DDX or DFX
memorandum due-in.
Call/Order Number 51-54 Enter legacy four-position call/order number
associated with the PIIN, if applicable;
otherwise, leave blank.
Quantity (Received) 55-59 Enter DIC D4X or D6X memorandum receipt
quantity reported to the GIM. Zero fill if
none received. Leave blank if data not
available.
Blank 60-66 Leave blank.
Routing Identifier 67-69 Enter RIC of the storage activity to which
Code (Storage the item is due-in.
Activity)
Blank 70 Leave blank.
Supply Condition 71 Enter supply condition code of the item due-
in.

See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

1

AP3.18-1 APPENDIX 3.18

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date 72-76 Enter estimated delivery date of delinquent
(Estimated Delivery) due-in (i.e., last two digits of the calendar
year in record positions 72-73 and the
ordinal day of the calendar year in record
positions 74-76). If not available, leave
blank.
Routing Identifier 77-79 Enter RIC of the gaining item manager
Code (FROM) (GIM) preparing this transaction.
Blank 80 Leave blank.

AP3.18-2 APPENDIX 3.18

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.19. APPENDIX 3.19

LOGISTICS REASSIGNMENT DELINQUENT DUE-IN
RESPONSE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DIC DLD.

Code
Routing Identifier 4-6 Enter RIC of the gaining item manager to
Code (TO) which this transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-22 Enter NSN of the item.
Number
Unit of Issue 23-24 Enter UI of item.
Quantity (Due-In) 25-29 Enter open quantity due-in, preceding
significant digits with zeros. 1
Various Fields 30-50 In reply to follow-up, perpetuate from DIC
DLC transaction. When providing revised
due-in EDDs as they occur, perpetuate data
provided in DIC DDX or DFX memorandum
due-in.
Call/Order Number 51-54 Enter legacy four-position call/order number
associated with the PIIN, if applicable;
otherwise, leave blank.
Quantity (Received) 55-59 Enter DIC D4_ or D6_ quantity received.
Zero fill if none received. Leave blank if
data not available.
Blank 60-64 Leave blank.
Asset Transfer Status 65-66 Enter appropriate code from appendix
AP2.10 of this manual.
Routing Identifier 67-69 Enter RIC of the storage activity to which
Code (Storage the item is due-in.
Activity)

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

AP3.19-1 APPENDIX 3.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code of the item due-
in.
Date 72-76 For Asset Transfer Status Code AF, enter
(Estimated Delivery) the last two digits of the calendar year and
ordinal day of the calendar year of the
revised estimated delivery date; otherwise,
leave blank.
Routing Identifier 77-79 Enter RIC of the losing item manager
Code (FROM) preparing this transaction.
Blank 80 Leave blank.

AP3.19-2 APPENDIX 3.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.20. APPENDIX 3.20

LOGISTICS REASSIGNMENT DUE-IN
RECONCILIATION REQUEST
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLE.
Code
Routing Identifier 4-6 Enter RIC of the losing item manager (LIM)
Code (TO) to which this transaction is being
forwarded.
Blank 7 Leave blank.
National Stock 8-22 Enter NSN of the item.
Number
Unit of Issue 23-24 Enter UI of item.
Quantity (Due-In) 25-29 Enter open quantity due-in, preceding
significant digits with zeros. 1
Various Fields 30-50 Perpetuate from the DIC DDX or DFX
memorandum due-in.
Call/Order Number 51-54 Enter legacy four-position call/order
number associated with the PIIN, if
applicable; otherwise, leave blank.
Quantity (Received) 55-59 Enter DIC D4X or D6X memorandum
receipt quantity reported to the gaining item
manager (GIM). Zero fill if none received.
Leave blank if data not available.
Blank 60-66 Leave blank.
Routing Identifier 67-69 Enter RIC of the storage activity to which
Code (Storage the item is due-in.
Activity)
Blank 70 Leave blank.
Supply Condition 71 Enter supply condition code of the item
due-in.

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

AP3.20-1 APPENDIX 3.20

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date 72-76 Enter estimated delivery date of delinquent
(Estimated Delivery) due-in (i.e., last two digits of the calendar
year in record positions 72-73 and the
ordinal day of calendar year in record
positions 74-76). If not available, leave
blank.
Routing Identifier 77-79 Enter RIC of the GIM preparing this
Code (FROM) transaction.
Blank 80 Leave blank.

AP3.20-2 APPENDIX 3.20

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.21. APPENDIX 3.21

LOGISTICS REASSIGNMENT DUE-IN
RECONCILIATION RESPONSE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLF.
Code
Routing Identifier 4-6 Enter RIC of the gaining item manager to
Code (TO) which this transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-22 Enter NSN of the item.
Number
Unit of Issue 23-24 Enter UI of item.
Quantity (Due-In) 25-29 Enter open quantity due-in, preceding
significant digits with zeros. 1
Various Fields 30-50 Perpetuate from the DIC DLE request. If
no request received, perpetuate from DIC
DD_ or DF_ due-in record.
Call/Order Number 51-54 Enter legacy four-position call/order
number associated with the PIIN, if
applicable; otherwise, leave blank.
Quantity (Received) 55-59 Enter DIC D4_ or D6_ quantity received.
Zero fill if none received. Leave blank if
data not available.
Blank 60-64 Leave blank.
Asset Transfer Status 65-66 Enter appropriate code from appendix
AP2.10 of this manual.
Routing Identifier 67-69 Enter RIC of the storage activity to which
Code the item is due-in.
(Storage Activity)
Blank 70 Leave blank.
Supply Condition 71 Enter supply condition code of the item
due-in.

1
See Appendix AP3 – formats introductions, paragraph AP3.3.1.

AP3.21-1 APPENDIX 3.21

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date 72-76 Enter estimated delivery date of delinquent
(Estimated Delivery) due-in (i.e., last two digits of the calendar
year in record positions 72-73 and the
ordinal day of calendar year in record
positions 74-76). If not available, leave
blank.
Routing Identifier 77-79 Enter RIC of the losing item manager
Code (FROM) preparing this transaction.
Blank 80 Leave blank.

AP3.21-2 APPENDIX 3.21

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.22. APPENDIX 3.22

LOGISTICS REASSIGNMENT GENERAL
MANAGEMENT DATA

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLS.
Code
Routing Identifier Code 4-6 Enter RIC identifying the gaining item
(TO) manager to which the transaction is being
forwarded.
Review Period Indicator 7 Enter review period indicator 1 or 2 in
accordance with appendix AP2.19.
National Stock Number 8-20 Enter NSN of item being transferred.
Blank 21-23 Leave blank.
Routing Identifier Code 24-26 Enter RIC identifying the losing item
(FROM) manager preparing the transaction.
Date (Extracted) 27-31 Enter date data was extracted from files.
(Enter two-digit year in record positions
27-28 and three-digit ordinal day in record
positions 29-31).
Unit Cube 32-38 Enter the actual maximum cube of unit
pack in feet (rounded to three decimals);
otherwise, leave blank.
Unit Weight 39-43 Enter maximum gross weight of unit pack
in pounds (rounded to two decimals);
otherwise, leave blank.
Date (Last Buy) 44-48 Enter date of last purchase request
initiation (enter two-digit year in record
positions 44-45 and three- digit ordinal
day in record positions 46-48); otherwise,
leave blank.
Date (Last Demand) 49-53 Enter date last demand was recorded
(enter two-digit year in record positions
49-50 and three-digit ordinal day in record
positions 51-53); otherwise, leave blank.

AP3.22-1 APPENDIX 3.22

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Production Lead-time 54-56 Enter number of production lead-time
(Days) days; otherwise, leave blank.
Essentiality 57 Enter essentiality code; otherwise, leave
blank.
Blank 58 Leave blank.
Requirement Contract 59 Enter Y (yes) if a current term/requirement
Indicator type contract is available for placement of
purchase orders for stock replenishment
and/or direct delivery to requisitioners;
otherwise, leave blank.
Date (Contract End) 60-64 Enter date current contract will end (enter
two-digit year in record positions 60-61
and three-digit ordinal day in record
positions 62-64); otherwise, leave blank.
Contract Extension 65 Enter 0 if contract cannot be extended
Options beyond current end date. Enter 1, 2, 3,
etc. for each year, if contract contains
optional contract extension clauses;
otherwise, leave blank.
Quantity (Total 66-75 Enter the sum of the onhand and due-in
Onhand/Due-in wholesale assets for this NSN as reflected
Wholesale Assets) in the sum of record 1, record positions
32-41, of DICs DLU and DLV respectively.
Blank 76-80 Leave blank.

AP3.22-2 APPENDIX 3.22

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.23. APPENDIX 3.23

LOGISTICS REASSIGNMENT BACKORDER
AND DEMAND DATA
RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLT.
Code
Routing Identifier 4-6 Enter RIC identifying the gaining item
Code (TO) manager (GIM) to which the transaction is
being forwarded.
Review Period 7 Enter review period indicator 1 or 2 in
Indicator accordance with appendix AP2.19.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 To sequence the records, enter A01 if more
Number than one record is required for this DIC and
NSN. Enter Z01 if only one record is
required.
Routing Identifier 24-26 Enter RIC identifying the losing item
Code (FROM) manager preparing the transaction.
Date (Extracted) 27-31 Enter date data was extracted from files.
(Enter two-digit year in record positions
27-28 and three-digit ordinal day in record
positions 29-31).
Quantity (OWRMRP) 32-40 Enter other war reserve materiel
requirement, protectable quantity,
otherwise, leave blank.
Quantity (Backorder) 41-49 Enter sum of quantities on backorder
(excludes direct vendor deliveries);
otherwise, leave blank.
Count (Number of 50-54 Enter number of requisitions on backorder
Backorder Lines (excludes direct vendor deliveries);
otherwise, leave blank.

AP3.23-1 APPENDIX 3.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity (Total 55-63 Enter sum of recurring and nonrecurring
Demand) demand quantities (previous four quarters);
otherwise, leave blank.
Total Demand 64-72 Enter total frequency of recurring and
Frequency Count nonrecurring demands (previous four
quarters); otherwise leave blank.
Quantity (Reorder 73-80 Enter the computed reorder point quantity;
Point Level) otherwise, leave blank.

AP3.23-2 APPENDIX 3.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLT.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter A02 on this record and increment by
Number one (i.e., A03, A04, etc.) for each additional
record. On the last record, enter Z and the
appropriate two position sequence number.
If only this record is required, enter Z02.
Quantity (1st Quarter 24-32 Enter total recurring demand quantity;
Recurring Demand) otherwise leave blank.
1st Quarter Recurring 33-37 Enter total recurring demand frequency;
Demand Count otherwise leave blank.
Quantity (1st Quarter 38-46 Enter total nonrecurring demand quantity;
Nonrecurring otherwise leave blank.
Demand)
1st Quarter 47-51 Enter total nonrecurring demand frequency;
Nonrecurring Demand otherwise leave blank.
Count
Blank 52 Leave blank.
Quantity (2d Quarter 53-61 Enter total recurring demand quantity;
Recurring Demand) otherwise leave blank.
2d Quarter Recurring 62-66 Enter total recurring demand frequency;
Demand Count otherwise leave blank.
Quantity (2d Quarter 67-75 Enter total nonrecurring demand quantity;
Nonrecurring otherwise leave blank.
Demand)
2d Quarter 76-80 Enter total nonrecurring demand frequency;
Nonrecurring Demand otherwise leave blank.
Count

AP3.23-3 APPENDIX 3.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 3
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLT.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter the next sequence number for this
Number DIC and NSN. On the last record, enter Z
and the appropriated two-positoin sequence
number
Quantity (3d Quarter 24-32 Enter total recurring demand quantity;
Recurring Demand) otherwise leave blank.
3d Quarter Recurring 33-37 Enter total recurring demand frequency;
Demand Count otherwise leave blank.
Quantity (3d Quarter 38-46 Enter total nonrecurring demand quantity;
Nonrecurring otherwise leave blank.
Demand)
3d Quarter 47-51 Enter total nonrecurring demand frequency;
Nonrecurring Demand otherwise leave blank.
Count
Blank 52 Leave blank.
Quantity (4th Quarter 53-61 Enter total recurring demand quantity;
Recurring Demand) otherwise leave blank.
4th Quarter Recurring 62-66 Enter total recurring demand frequency;
Demand Count otherwise leave blank.
Quantity (4th Quarter 67-75 Enter total nonrecurring demand quantity;
Nonrecurring otherwise leave blank.
Demand)
4th Quarter 76-80 Enter total nonrecurring demand frequency;
Nonrecurring Demand otherwise leave blank.
Count

AP3.23-4 APPENDIX 3.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 41
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLT.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-20 Enter NSN of item being transferred.
Number

Package Sequence 21-23 Enter the next sequence number for this
Number DIC and NSN. On the last record, enter Z
and the appropriate two position sequence
number.
Provisioning Item 24 Enter y or N; otherwise, leave blank.
Date (Provisioning 25-29 Enter date provisioning item is required;
Item Requirement) otherwise leave blank. Enter two-digit year
in record positions 25-26 and three-digit
ordinal day in record position 27-29.
Life of Type Buy 30 Enter Y or N; otherwise, leave blank.
Diminishing 31 Enter Y or N; otherwise leave blank.
Manufacturing Source
Item
Quantity 32-40 Enter procurement cycle quantity if
(Procurement Cycle) available; otherwise, leave blank.
Quantity (Economic 41-49 Enter economic order quantity if available;
Order) otherwise leave blank.
Quantity (Price Break; 50-58 Enter total quantity of all buys for price buy;
Life of Type Buy, and life of type buy; and minimum buy
Minimum Buy quantities; otherwise, leave blank.

1
DLT Record 4 is optional and intended for use only by DoD Components which implemented Record 4
in their legacy systems in the 1990s. DLA, Air Force, and Navy are known to have implemented Record
4 in the 1990s. Any DoD Component that has not previously implemented DIC DLT record 4 should
NOT revise their legacy systems to do so.

AP3.23-5 APPENDIX 3.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 41
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity (Numeric 59-67 Enter total quantity of all buys from numeric
Stockage Objective stockage objective quantity and insurance
and Insurance) quantity, only is not included in reorder
point quantity computation; otherwise, leave
blank.
Quantity (Funded 68-76 Enter funded planned requirement quantity
Planned not included in reorder point quantity
Requirement) computation; otherwise, leave blank.
Blank 78-80 Leave Blank.

AP3.23-6 APPENDIX 3.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.24. APPENDIX 3.24

LOGISTICS REASSIGNMENT ON-HAND ASSET DATA1

RECORD 1
RECORD
FIELD LEGEND POSITION ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLU.
Code
Routing Identifier 4-6 Enter RIC identifying the gaining item
Code (TO) manager to which the transaction is being
forwarded.
Review Period 7 Enter review period indicator 1 or 2 in
Indicator accordance with appendix AP2.19.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 To sequence the records, enter A01 if more
Number than one record is required for this DIC and
NSN. Enter Z01 if only one record is
required.
Routing Identifier 24-26 Enter RIC identifying the losing item
Code (FROM) manager preparing the transaction.
Date (Extracted) 27-31 Enter date data was extracted from files.
(Enter two-digit year in record positions
27-28 and three-digit ordinal day in record
positions 29-31).
Quantity (Total 32-41 Enter the total quantity of onhand wholesale
Onhand Wholesale assets (all locations); otherwise, leave
Assets) blank.
Blank 42-46 Leave blank.
Quantity (Onhand 47-56 Enter onhand wholesale quantity;
Wholesale) Wholesale) otherwise, leave blank. 2

1
The DIC DLU records convey the total onhand wholesale assets. The records provide the individual
quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets
reported for individual locations are to equal the total quantity in record positions 32-41. When an
individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition
code for that quantity must be entered; otherwise all four fields are left blank.
2
The DIC DLU records convey the total onhand wholesale assets. The records provide the individual
quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets

AP3.24-1 APPENDIX 3.24

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 1
RECORD
FIELD LEGEND POSITION ENTRY AND INSTRUCTIONS
Routing Identifier 57-59 Enter RIC of the storage location; otherwise,
Code (Storage leave blank.2
Location)
Ownership/Purpose 60 Enter ownership/purpose code; otherwise,
leave blank.2
Supply Condition 61 Enter supply condition code; otherwise,
leave blank. 2
Quantity (Onhand 62-71 Enter onhand wholesale quantity; otherwise,
Wholesale) leave blank. 2
Routing Identifier 72-74 Enter RIC of the storage location; otherwise,
Code (Storage leave blank. 2
Location)
Ownership/Purpose 75 Enter ownership/purpose code; otherwise,
leave blank. 2
Supply Condition 76 Enter supply condition code; otherwise,
leave blank.2
Blank 77-80 Leave blank.

reported for individual locations are to equal the total quantity in record positions 32-41. When an
individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition
code for that quantity must be entered; otherwise all four fields are left blank.

AP3.24-2 APPENDIX 3.24

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLU.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter A02 on this record and increment by
Number one (i.e. A03, A04, etc.) for each additional
record. On the last record, enter Z and the
appropriate two position sequence number.
If only this record is required, enter Z02.

Blank 24-31 Leave blank.

Quantity (Onhand 32-41 Enter onhand wholesale quantity; otherwise,
Wholesale) leave blank. 3
Routing Identifier 42-44 Enter RIC of the storage location; otherwise,
Code (Storage leave blank.3
Location)
Ownership/Purpose 45 Enter ownership/purpose code; otherwise,
leave blank.3
Supply Condition 46 Enter supply condition code; otherwise,
leave blank.
Quantity (Onhand 47-56 Enter onhand wholesale quantity; otherwise,
Wholesale) leave blank.
Routing Identifier 57-59 Enter RIC of the storage location; otherwise,
Code (Storage leave blank.
Location)

3
The DIC DLU records convey the total onhand wholesale assets. The records provide the individual
quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets
reported for individual locations are to equal the total quantity in record positions 32-41. When an
individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition
code for that quantity must be entered; otherwise all four fields are left blank.

AP3.24-3 APPENDIX 3.24

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Ownership/Purpose 60 Enter ownership/purpose code; otherwise,

leave blank.
Supply Condition 61 Enter supply condition code; otherwise,
leave blank.4
Quantity (Onhand 62-71 Enter onhand wholesale quantity;
Wholesale) otherwise, leave blank.3
Routing Identifier 72-74 Enter RIC of the storage location; otherwise,
Code (Storage leave blank.4
Location)
Ownership/Purpose 75 Enter ownership/purpose code; otherwise,
leave blank.4
Supply Condition 76 Enter supply condition code; otherwise,
leave blank. 4
Blank 77-80 Leave blank.

4
The DIC DLU records convey the total onhand wholesale assets. The records provide the individual
quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets
reported for individual locations are to equal the total quantity in record positions 32-41. When an
individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition
code for that quantity must be entered; otherwise all four fields are left blank.

AP3.24-4 APPENDIX 3.24

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.25. APPENDIX 3.25

LOGISTICS REASSIGNMENT DUE-IN ASSET DATA1

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLV.
Code
Routing Identifier 4-6 Enter RIC identifying the gaining item
Code (TO) manager (GIM) to which this transaction is
being forwarded.
Review Period 7 Enter review period indicator 1 or 2 in
Indicator accordance with appendix AP2.19.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 To sequence the records, enter A01 if more
Number than one record is required for this DIC and
NSN. Enter Z01 if only one record is
required.
Routing Identifier 24-26 Enter RIC identifying the losing item
Code (FROM) mamanger preparing the transaction.
Date (Extracted) 27-31 Enter date data was extracted from files.
Enter two-digit year in record positions
27-28 and three digit ordinal date in record
positions 29-31.
Quantity (Total Due-In 32-41 Enter the total due-in wholesale quantity;
Wholesale) otherwise, leave blank.1
Blank 42-49 Leave blank.
Quantity (Due-In 50-58 Enter due-in wholesale quantity; otherwise,
Wholesale) leave blank.1

1
The DIC DLV records convey the total due-in wholesale assets. The records provide the individual
quantities due-in at each storage activity by due-in date and due-in indicator. The sum of all the due-in
quantities for the individual locations are to equal the total quantity in record 1, record positions 32-41.
When an individual quantity is entered, the RI code, due-in date and due-in indicator for that quantity
must be entered; otherwise all four fields are left blank.

AP3.25-1 APPENDIX 3.25

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier 59-61 Enter RIC of the storage location; otherwise,
Code (Storage leave blank. 2
Location)
Date (Due-In) 62-66 Enter due-in date; otherwise, leave blank.2
67 Enter type due-in indicator in accordance
Type Due-In Indicator
with appendix AP2.22; otherwise, leave
blank.2
Blank 68-80 Leave blank.

2
The DIC DLV records convey the total due-in wholesale assets. The records provide the individual
quantities due-in at each storage activity by due-in date and due-in indicator. The sum of all the due-in
quantities for the individual locations are to equal the total quantity in record 1, record positions 32-41.
When an individual quantity is entered, the RI code, due-in date and due-in indicator for that quantity
must be entered; otherwise all four fields are left blank.

AP3.25-2 APPENDIX 3.25

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLV.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter A02 on this record and increment by
Number one (i.e. A03, A04, etc.) for each additional
record. On the last record, enter Z and
appropriate two position sequence number.
If only this record is required, enter Z02.
Blank 24-31 Leave blank.
Quantity (Due-In 32-40 Enter due-in wholesale quantity; otherwise,
Wholesale) leave blank.2
Routing Identifier 41-43 Enter RIC of the storage location;
(Storage Location) otherwise, leave blank.2
Date (Due-In) 44-48 Enter due-in date; otherwise, leave blank. 3

Type Due-In Indicator 49 Enter type due-in indicator in accordance

with appendix AP2.22; otherwise, leave
blank.3
Quantity (Due-In 50-58 Enter due-in wholesale quantity; otherwise,
Wholesale) leave blank.3
Routing Identifier 59-61 Enter RIC of the storage location;
Code (Storage otherwise, leave blank.3
Location)
Date (Due-In) 62-66 Enter due-in date; otherwise, leave blank.3

3
The DIC DLV records convey the total due-in wholesale assets. The records provide the individual
quantities due-in at each storage activity by due-in date and due-in indicator. The sum of all the due-in
quantities for the individual locations are to equal the total quantity in record 1, record positions 32-41.
When an individual quantity is entered, the RI code, due-in date and due-in indicator for that quantity
must be entered; otherwise all four fields are left blank.

AP3.25-3 APPENDIX 3.25

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Type Due-In Indicator 67 Enter type due-in indicator in accordance
with appendix AP2.22; otherwise, leave
blank.3
Blank 68-80 Leave blank.

AP3.25-4 APPENDIX 3.25

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.26. APPENDIX 3.26

LOGISTICS REASSIGNMENT CONTRACT HISTORY
DATA1

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLW.
Code
Routing Identifier 4-6 Enter RIC identifying the gaining item
Code (TO) manager (GIM) to which the transaction is
being forwarded.
Review Period 7 Enter appropriate review period indicator in
Indicator accordance with appendix B26.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter A01 indicating first record for this
Number procurement instrument. If record position
24 = N, enter Z01.

Contract Data 24 Enter Y (yes) or N (no). 2

Availability Indicator
Procurement 25-37 Enter the PIID or the applicable 13-position
Instrument Identifier call/order number (identified by F in the 9th
(PIID) position).
Supplementary 38-43 Enter the six position supplementary PIID;
Procurement otherwise, leave blank.2
Instrument Identifier
(PIID)
Contract Line Item 44-49 Enter CLIN or contract subline item number.
Number or Contract Not mandatory for Government Services
Subline Item Number Administration (GSA).2
Unit of Issue 50-51 Enter UI of item from contract.2

1
Review periods subsequent to the ETD-120 days are to include updated information. If updated
transactions have blank spaces, the blank spaces will not overlay any data in the file.
2
If record position 24 is N, record positions 25-80 will be blank.

AP3.26-1 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Contract Unit Price 52-61 Enter CLIN unit price from award to four
decimals; zero fill left and right. For
example, enter 0000127500 for $12.75. 3 / 4
Price Status 62 Air Force, Navy and Marine Corps enter E
for estimated or A for actual.
Army enter price status code in accordance
with appendix E of DoD MILSCAP as
follows:
E = has price listed;
U = unavailable;
N = not applicable;
C = not separately priced;
9 = MILS exceeds two positions;
blank = firm fixed price (equal to A for
actual).3
Date (Transmitted) 63-67 Enter date data was transmitted. Enter two-
digit year in record positions 63-64 and
three-digit ordinal day in record positions
65-67.3
Blank 68-70 Leave blank.
Date (Award) 71-75 Enter contract award date or effective date.
Enter two-digit year in record positions 71-
72 and three-digit ordinal day in record
positions 73-75.3
Routing Identifier 76-78 Enter RIC identifying the losing item
Code (FROM) manager preparing the transaction.3
Blank 79-80 Leave blank.

3
If record position 24 is N, record positions 25-80 will be blank.
4
If record position 62 is U, N, C, or 9, zero fill record positions 52-61. If record position 62 is E or blank,
enter contract unit price in record positions 52-61.

AP3.26-2 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLW.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Review Period 7 Enter appropriate review period indicator in
Indicator accordance with appendix AP2.19.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter A02 indicating second record for this
Number procurement instrument.
Blank 24 Leave blank.
Procurement 25-37 Enter the PIID or the applicable 13-position
Instrument Identifier call/order number (identified by F in the 9th
(PIID) position).
Supplementary 38-43 Enter the six-position supplementary PIID;
Procurement otherwise, leave blank.
Instrument Identifier
(PIID)
Contract Line Item 44-49 Enter CLIN or contract subline item number.
Number or Contract Not mandatory for GSA.
Subline Item Number
Contractor/Supplier 50-58 Enter CAGE code of awardee, right justify
Commercial and and fill left with zeros. For GSA enter Data
Government Entity Universal Numbering System number.
Quantity (Delivered) 59-69 Enter total quantity delivered on CLIN or
contract subline item number.
Blank 70-78 Leave blank.
Type of Business 79 Enter type of business code; otherwise,
leave blank.

AP3.26-3 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Type of Contractor 80 Enter code indicating type of contractor;
otherwise leave blank. This may be the
only descriptive data available if Type of
Business code is not available. (The type
of contractor code is obsolete and is no
longer published in MILSCAP. It was
replaced by the type of business code. This
code is temporarily published in MILSTRAP,
appendix AP2.21 only for convenience in
interpreting this field when data is entered
in this transaction.)

AP3.26-4 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 3
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLW
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Review Period 7 Enter appropriate review period indicator in
Indicator accordance with appendix AP2.19.
National Stock 8-20 Enter NSN of item being transferred.
Number
Package Sequence 21-23 Enter A03 indicating third record for this
Number procurement instrument.
Blank 24 Leave blank.
Procurement 25-37 Enter the PIID or the applicable 13-position
Instrument Identifier call/order number (identified by F in the 9th
position).
Supplementary 38-43 Enter the six-position supplementary PIID;
Procurement otherwise, leave blank.
Instrument Identifier
(PIID)
Contract Line Item 44-49 Enter CLIN or contract subline item number.
Number or Contract Not mandatory for GSA.
Subline Item Number
Manufacturer's 50-76 Enter manufacturer's part number being
Reference or Part supplied; otherwise, leave blank. Do not
Number include Original Equipment Manufacturer
(OEM) CAGE code.
Blank 77-80 Leave blank.

AP3.26-5 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 4
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLW.
Code
Routing Identifier 4-6 Enter RIC identifying the GIM to which the
Code (TO) transaction is being forwarded.
Review Period 7 Enter appropriate review period indicator in
Indicator accordance with appendix AP2.19.
National Stock 8-20 Enter NSN of item being transferred
Number
Package Sequence 21-23 Enter Z04 indicating last record for this
Number Procurement Instrument. 5
Blank 24 Leave blank.
Procurement 25-37 Enter the PIID or the applicable 13-position
Instrument Identifier call/order number (identified by F in the 9th
position).
Supplementary 38-43 Enter the six-position supplementary PIID;
Procurement otherwise, leave blank.
Instrument Identifier
(PIID)
Contract Line Item 44-49 Enter CLIN or contract subline item number.
Number (CLIN) or Not mandatory for GSA.
Contract Subline
Item Number
Design Contractor 50-54 Enter CAGE code of OEM or design control
and Government activity; otherwise, leave blank.
Entity
Quantity Variance 55-56 Enter percentage of positive variance
Positive allowed; otherwise, leave blank.
Quantity Variance 57-58 Enter percentage of negative variance
Negative allowed; otherwise, leave blank.

5
Package Sequence Number Z04 indicates that all contract history data for the PIIN/supplementary
PIIN/CLIN, entered in record positions 25-49 of the Package Sequence Number A01 record, has been
identified. If there are additional contract history records for this NSN, continue preparation of DIC DLW
for up to a maximum of 25 submissions per NSN.

AP3.26-6 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 4
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Contract 59-64 Enter contract administration services code
Administration component's DoD activity address (see DoD
Services Component 4140.59H); otherwise, leave blank. For
Identifier GSA one position, right justify, zero fill.
Enter L if locally administered.
Competitive 65 Enter competitive characteristics code;
Characteristics otherwise leave blank. (This code is
obsolete and is no longer published in
DFARS. This code is temporarily published
in MILSTRAP, appendix AP2.20, only for
convenience in interpreting this field when
data is entered in this transaction.)
Criticality Designator 66 Enter criticality designator code; otherwise,
leave blank.
Acquisition Method 67 Enter acquisition method code at time of
award; otherwise, leave blank.
Acquisition Method 68 Enter acquisition method suffix code at
Suffix Suffix time of award; otherwise, leave blank.
Date (Shipped) 69-73 If active record and date is available, enter
date of last shipment for this CLIN or zero
fill if no shipment has been made. If purged
record, enter contract physically completed
date. For GSA enter last receipt date.
(Enter two-digit year in record positions
69-70 and three-digit ordinal day in record
positions 71-73.)

AP3.26-7 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 4
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date (Original 74-78 Enter original contract delivery date
Contract Delivery) Contract if available. Air Force will enter
last delivery date when multiple deliveries
per CLIN or contract subline item number.
If original contract delivery date is not
available, Army will enter contract physically
completed date; Navy will enter date of last
shipment or zeros if no date is available.
(Enter two-digit year in record positions
74-75 and three-digit ordinal day in record
positions 76-78.)
Type of Contract 79 Enter type of contract code; otherwise,
leave blank.
Blank 80 Leave blank.

AP3.26-8 APPENDIX 3.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.27. APPENDIX 3.27

LOGISTICS REASSIGNMENT TECHNICAL AND
QUALITY DATA

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLX.
Code
Routing Identifier Code 4-6 Enter RIC identifying the gaining item
(TO) manager (GIM) to which the transaction is
being forwarded.
Review Period 7 Enter appropriate review period indicator in
Indicator accordance with appendix AP2.19.
National Stock Number 8-20 Enter NSN of item being transferred.
Package Sequence 21-23 To sequence the records, enter A01 if more
Number than one record is required for this DIC and
NSN. Enter Z01 if only one record is
required.
Routing Identifier Code 24-26 Enter RIC identifying losing item manager
(FROM) preparing the transaction.
Date (Extracted) 27-31 Enter date data was extracted from files.
(Enter two-digit year in record positions
27-28 and three-digit ordinal date in record
positions 29-31).
Blank 32 Leave blank.
End Item National 33-45 Enter the NSN, name, type, or model
Stock Number, Name, number for the end item application;
Type, or Model otherwise leave blank. For items with
Number multiple applications, enter data for most
critical application, or enter the word
various.
Critical Application 46 Enter Y (yes) if the item has a critical
Indicator application as defined by DLAR 3200.1 et
al. otherwise, enter N (no).

AP3.27-1 APPENDIX 3.27

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 1
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Place of Inspection 47 Enter 1 for Source Inspection. Enter 2 for
Destination Inspection. Leave blank if place
of inspection has not been established.
Type of Inspection 48 Enter the appropriate type of inspection
Code code in accordance with appendix AP2.18.
Leave blank if type of inspection has not
been indicated or established.
First Article Test 49 Enter Y (yes) if first article testing is
required. Enter N (no) if not required.
Leave blank if first article testing
requirements have not been indicated or
determined.
Source, Maintenance, 50-54 Enter applicable source, maintenance, and
and Recoverability recoverability code; otherwise leave blank.
Packaging Data 55 Enter Y (yes) if specific preservation,
Availability Indicator packaging, packing, and marking data is
available for the item. Enter N (no) if
specific requirements have not been
developed/specified.
Product Quality 56 Enter Y (yes) if reports on contractor
Deficiency Report performance are on file at the LIM. Enter N
History Indicator (no) if no reports are on file.
Purchase Description 57 Enter Y (yes) if a purchase description is
Indicator being included on the following DLX
record(s) for the NSN. Enter N (no) if a
purchase description is not available.
Blank 58-80 Leave blank.

AP3.27-2 APPENDIX 3.27

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD 2
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DLX.
Code
Routing Identifier Code 4-6 Enter RIC of gaining item manager to which
(TO) the transaction is being forwarded.
Blank 7 Leave blank.
National Stock Number 8-20 Enter NSN of the item being transferred
Package Sequence 21-23 Enter A02, and increment by one (i.e., A03,
Number A04, etc.) for each additional record. On
last record, enter Z and the appropriate two
position sequence number. If only this
record is required, enter Z02.
Blank 24-31 Leave blank.
Purchase Description 32-79 Enter clear text purchase description;
otherwise, leave blank. Continue
description on additional DIC DLX records
using package sequence number to
maintain correct sequence number to
maintain correct sequence. Max of 30
records can be used.
Blank 80 Leave blank.

AP3.27-3 APPENDIX 3.27

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.28. APPENDIX 3.28

WAR MATERIEL REQUIREMENTS DATA

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC in the DM series.
Code
Routing Identifier 4-6 Enter RIC of the item manager to which this
Code (TO) transaction is being forwarded.
Transaction Serial 7 Enter consecutive numeric serial number for
Number each transaction within a DIC for this stock
or part number (e.g., 1 for first DMA, 2 for
second DMA, 1 for first DMB, etc.). 1
Stock or Part Number 8-20 Enter stock or part number of item required.
Unit of Issue 21-22 Enter UI of item.
Quantities 23-70 a. For DICs DMA, DMB, and DMC,
respectively, enter the monthly OWRMR
First Month (23-30) quantity for recurring U.S. requirements,
Second Month (31-38) nonrecurring U.S. requirements, and
nonrecurring Allies requirements.
Third Month (39-46)
b. For DIC DMD, enter the forecasted
Fourth Month (47-54) monthly reparable return quantity.
Fifth Month (55-62) c. For DIC DME, enter the PWRMR in
record positions 23-30 and the PWRMRP in
Sixth Month (63-70) record positions 31-38; leave record
positions 39-70 blank.1
Blank 71 Leave blank.
Total Number of 72-73 Enter the total number of WMR transactions
Transactions submitted for all DICs for this stock or part
number.
Routing Identifier 74-76 Enter RIC of the activity from which this
Code (FROM) transaction is being submitted.

1
Use additional transactions as required, entering the consecutive transaction serial number within each
DIC, to accommodate submission of the number of months data specified by the Defense Guidance
issued each year.

AP3.28-1 APPENDIX 3.28

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date 77-80 Enter the date (last digit of the calendar
(Transaction year and ordinal day of the calendar year)
Preparation) on which this transaction is prepared.

AP3.28-2 APPENDIX 3.28

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.29. APPENDIX 3.29

MATERIEL RECEIPT ACKNOWLEDGEMENT
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DRA when submitting materiel
Code receipt acknowledgment (MRA).
Enter DIC DRB when submitting a
delinquent MRA in reply to followup. 1
Routing Identifier Code 4-6 Enter the RIC of activity to receive this
(TO) transaction. 2
Multiuse 7 For security assistance shipments, enter
the applicable mode of shipment, if
Mode of Shipment
available; otherwise, leave blank.
or
For U.S. forces shipments, enter data
Service Use prescribed by the Component (e.g., code
for controlling receipt of partial or split
quantities).
Stock or Part Number 8-22 Enter stock number or part number of the
item received. 3 For total or partial
nonreceipt, duplicate form due-in record.
Unit of Issue 23-24 Enter UI of the item received. For total or
partial nonreceipt, duplicate from due-in
record.

1
In reply to follow-up, when no record of the basic requisition document number exists, duplicate record
positions 8-24 and record positions 30-51 from the DIC DRF Follow-up.
2
Duplicate from the following in listed order of preference: record positions 4-6 of the DIC DRF, MRA
follow-up or DIC AS_ Shipment Status; record positions 67-69 of the DD Form 1348-1 or DIC AE_
Supply Status; record positions 4-6 of the original requisition. For intra-DoD Component follow-up
requirements, enter code prescribed as the DoD Component.
3
If the stock number/part number of the item received cannot be fully entered in record positions 8-22,
leave blank. If item received exceeds stock number field and is wrong item or cannot be identified leave
record positions 8-22 blank and enter Discrepancy Indicator Code A in record position 63.

AP3.29-1 APPENDIX 3.29

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity 25-29 Enter total quantity received for the
document number and suffix code entered
in record positions 30-44. For total or
partial nonreceipt, enter the missing
quantity and enter Discrepancy Indicator
Code F in record position 63. 4
Document Number 30-43 Duplicate from receipt document. For total
or partial nonreceipt, duplicate from due-in
record.
Suffix 44 Enter suffix code, if any, from receipt
documentation. For total or partial
nonreceipt or missing documentation,
duplicate from due-in record.
Supplementary 45-50 Duplicate from receipt document. For total
Address or partial nonreceipt, duplicate from due-in
record.
Signal 51 Duplicate from receipt document. For total
or partial nonreceipt, duplicate form due-in
record.
Blank 52-53 Leave blank.
Routing Identifier Code 54-56 When prescribed by Component, enter
(TO) applicable RIC for: 5
a. Activity requiring MRA in addition to
activity indicated in record positions
4-6.
b. Management Control Activity
requiring MRA in addition to
Inventory Control Point (for
Government Furnished Material
shipments to contractors).
Project 57-59 Duplicate from receipt document. For total
or partial nonreceipt, duplicate form due-in
record.

4
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
5
Defense Automatic Addressing System will edit and provide an MRA to the activity identified by a valid
RIC in record position 54-56.

AP3.29-2 APPENDIX 3.29

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Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Day of Year (Posted to 60-62 Enter ordinal day of calendar year as
Record/Shipped) follows:
a. For U.S. forces, enter day receipt
was posted to stock record/property
account or equivalent. If record
position 63 is F, enter day this
transaction is prepared.
b. For security assistance shipments,
when mode is entered in record
position 7 enter the day shipped;
otherwise, enter day this transaction
is prepared.
Discrepancy Indicator 63 Enter code from appendix AP2.17, when
applicable; otherwise, leave blank.
Blank 64-66 Leave blank.
Service Use 67-69 Enter data prescribed by the Component.
Blank 70-72 Leave blank.
Service Use 73-80 Enter data prescribed by the Component.

AP3.29-3 APPENDIX 3.29

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Change 13

AP3.30. APPENDIX 3.30

FOLLOW-UP FOR DELINQUENT MATERIEL RECEIPT
ACKNOWLEDGEMENT
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DRF.
Code
Routing Identifier 4-6 Enter RIC of activity preparing the
Code(From) transaction. 1
Media and Status 7 Duplicate form the Materiel Release
Confirmation (MRC) (DIC AR_) or DIC ASH
Shipment Status. 2
Stock or Part Number 8-22 Duplicate form the MRC or DIC ASH
Shipment Status.2
Unit of Issue 23-24 Duplicate form the MRC or DIC ASH
Shipment Status.2
Quantity 25-29 Enter quantity of the shipment which has not
been acknowledged or reported as not
received. 3
Document Number 30-43 Duplicate from the MRC or DIC ASH
Shipment Status.2
Suffix 44 Duplicate from the MRC or DIC ASH
Shipment Status.2
Supplementary 45-50 Duplicate from the MRC or DIC ASH
Address Shipment Status.2
Signal 51 Duplicate the original or modified requisition
entry. 2
Blank 52-53 Leave blank.
Distribution Code 54-56 Duplicate the requisition entry.
Day of Year (Date 57-59 Duplicate form the MRC or DIC ASH
Shipped) Shipment Status. 4

1
For Intra-Component followup requirements, enter code prescribed by the Component.
2
See DLMS Volume 2, Appendix 8 for transaction format.
3
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1
4
See footnote 2 on page AP3.30-1.

AP3.30-1 APPENDIX 3.30

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Shipment Unit 5 Duplicate from the MRC or DIC ASH
60-76
Number Shipment Status. 4
Mode of Shipment 77 Duplicate from the MRC or DIC ASH
Shipment Status.4
Day of Year 78-80 Enter ordinal day of the calendar year this
(Transaction) transaction is prepared.

5
Based on November 1993 implementation of MILSTRIP AMCL 138; otherwise priority is entered in
record positions 60-61.

AP3.30-2 APPENDIX 3.30

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Change 13

AP3.31. APPENDIX 3.31

SMALL ARMS AND LIGHT WEAPONS MULTI-FIELD
CORRECTIONS
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSA
Code
Routing Identifier Code 4-6 Enter the appropriate RIC as follows:
(TO)
Component RIC
Army AGT
Navy P64
Air Force FLZ
DLA S9D
Small Arms and Light 7 Enter Small Arms and Light Weapons
Weapons Transaction Transaction Code K.
Stock or Part Number 8-22 Enter stock or part number, Management
Control Number (MCN), or Local Control
Number (LCN) on Component Registry.
Blank 23 Leave blank.
DoD Activity Address 24-29 Enter DoDAAC of reporting activity. For
Code (Reporting U.S. Army only, use Unit Identification Code
Activity) (UIC) if DoDAAC not assigned.
Blank 30 Leave blank.
Serial Number 31-41 Enter serial number on master file.
Corrected Stock 42-56 Enter new or corrected stock or part or Part
Number number, MCN, or LCN, if applicable;
otherwise, leave blank.
Blank 57 Leave blank.
Corrected DoD Activity 58-63 Enter new or corrected DoDAAC/UIC of
Address Code unit/activity or property book officer owning/
(Accountable Activity) possessing weapon, if applicable;
otherwise, leave blank.
Blank 64 Leave blank.

AP3.31-1 Appendix 3.31

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Corrected Serial 65-75 Enter new or corrected serial number, if
Number applicable; otherwise, leave blank.
Dual Use 76-80
Reject Error (76-77) For rejects, enter reject code from appendix
AP2.13.
Transaction Date (78-80) Rejected transactions will contain the last
three digits of the ordinal date on the
or
rejected document.
Transaction Date (76-80) Enter last two-digits of the calendar year in
record positions 76-77 and ordinal day of
the calendar year in record positions 78-80
when entering the transaction on the
Component Registry.

AP3.31-2 Appendix 3.31

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Change 13

AP3.32. APPENDIX 3.32

SMALL ARMS AND LIGHT WEAPONS MASS STOCK
NUMBER CHANGE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSB
Code
Routing Identifier 4-6 Enter the appropriate RIC as follows:
Code (TO)
Component RIC
Army AGT
Navy P64
Air Force FLZ
DLA S9D
Small Arms and Light 7 Enter Small Arms and Light Weapons
Weapons Transaction Transaction Code H. (See AP2.12.)
Stock or Part Number 8-22 Enter stock or part number, Management
(Recorded) Control Number (MCN), or Local Control
Number (LCN) on Component Registry.
Stock or Part Number 23-37 Enter new stock or part number, MCN, or
(New) LCN.
Date (Effective) 38-42 Enter last two-digits of the calendar year in
record positions 38-39 and three-digit
ordinal day for the calendar year in record
positions 40-42 on which the change is
effective.
Blank 43-50 Leave blank.
DoD Activity Address 51-56 Enter DoDAAC of activity reporting mass
Code (Reporting stock number change.
Activity)
DoD Activity Address 57-62 Enter DoDAAC/Unit Identification Code of
Code (Accountable unit/activity or property book officer
Activity) owning/possessing weapon.
Multiuse 63-80 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.

AP3.32-1 APPENDIX 3.32

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AP3.32-2 APPENDIX 3.32

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Change 13

AP3.33. APPENDIX 3.33

SMALL ARMS AND LIGHT WEAPONS CORRECTION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSC.
Code
Routing Identifier Code 4-6 Enter appropriate RIC for the activity to
(TO) receive the corrected transaction
Small Arms and Light 7 Perpetuate from rejected transaction or enter
Weapons Transaction corrected transaction code.
Stock or Part Number 8-22 Perpetuate from rejected transaction or enter
corrected stock or part number, Management
Control Number, or Local Control Number .
Reject Error 23-24 Perpetuate from rejected transaction.
Date (Reject) 25-29 Perpetuate from rejected transaction.
Document Number 30-43 Perpetuate from rejected transaction.
Suffix 44 Perpetuate from rejected transaction.
DoD Activity Address 45-50 Perpetuate from rejected transaction or enter
Code (Shipped corrected DoDAAC.
To/Received From)
DoD Activity Address 51-56 Perpetuate from rejected transaction or enter
Code (Reporting corrected DoDAAC.
Activity)
Serial Number 57-67 Perpetuate from rejected transaction or enter
corrected weapon and light weapons serial
number.
Blank 68 Leave blank.
DoD Activity Address 69-74 Perpetuate from rejected transaction or enter
Code (Accountable corrected DoDAAC/Unit Identification Code of
Activity) unit/activity or property book officer
owning/possessing weapon.
Blank 75 Leave blank.
Date (Transaction) 76-80 Perpetuate from rejected transaction

AP3.33-1 APPENDIX 3.33

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Change 13

AP3.34. APPENDIX 3.34

SMALL ARMS AND LIGHT WEAPONS
RECEIPT/SHIPMENT FOLLOW-UP

RECORD
POSITION(S)
FIELD LEGEND ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSD.
Code
Routing Identifier 4-6 Enter appropriate RIC of the activity to
Code (TO) receive this transaction.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter National Stock Number, Management
Control Number, or Local Control Number.
Multiuse 23-29 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Document Number 30-43 Enter (or perpetuate) appropriate document
number.
Suffix 44 Enter (or perpetuate) suffix code if
applicable; otherwise, leave blank.
DoD Activity Address 45-50 Enter DoDAAC of activity Shipped To/
Code (Shipped To/ Received From.
Received From)
DoD Activity Address 51-56 Enter reporting activity/manufacturer
Code (Reporting DoDAAC identification (for U.S. Army only,
Activity) use Unit Identification Code (UIC) if
DoDAAC not assigned.)
Serial Number 57-67 Enter serial number. Right justify and fill
unused positions with zeros. If the serial
number begins with a zero, also enter a 12-
zone in the zero position which starts the
serial number.
Blank 68 Blank
DoD Activity Address 69-74 Enter DoDAAC/UIC of unit/activity or
Code (Accountable property book officer owning/possessing
Activity) weapon.

AP3.34-1 APPENDIX 3.34

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
POSITION(S)
FIELD LEGEND ENTRY AND INSTRUCTIONS
Blank 75 Leave blank.
Date 76-80 Enter last two digits of the calendar year in
(Shipped/Received) record positions 76-77 and ordinal day of
the calendar year in record positions 78-80.
Follow-ups for receipt data will contain the
date the weapon was shipped. Follow-ups
for shipment data will contain the date the
weapon was received.

AP3.34-2 APPENDIX 3.34

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Change 13

AP3.35. APPENDIX 3.35

SMALL ARMS AND LIGHT WEAPONS
RECONCILIATION/REJECT FOLLOW-UP

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSF.
Code
Routing Identifier 4-6 Enter RIC of activity to receive the
Code (TO) transaction.
Small Arms and Light 7 Perpetuate from DIC DSR.
Weapons Transaction
Stock Number 8-22 Perpetuate from DIC DSR.
Reject Error 23-24 Perpetuate from DIC DSR.
Date (Reject) 25-29 Perpetuate from DIC DSR.
Document Number 30-43 Perpetuate from DIC DSR.
Suffix 44 Perpetuate from DIC DSR.
DoD Activity Address 45-50 Perpetuate from DIC DSR.
Code (Shipped To/
Received From)
DoD Activity Address 51-56 Perpetuate from DIC DSR.
Code (Reporting
Activity)
Serial Number 57-67 Perpetuate from DIC DSR.
Blank 68 Leave blank.
DoD Activity Address 69-74 Perpetuate from DIC DSR.
Code (Accountable
Activity)
Blank 75 Leave blank.
Date (Transaction) 76-80 Perpetuate from DIC DSR.

AP3.35-1 APPENDIX 3.35

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Change 13

AP3.36. APPENDIX 3.36

SMALL ARMS AND LIGHT WEAPONS SERIAL
NUMBER CONTROL

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSM.
Code
Routing Identifier 4-6 Enter the appropriate RIC as follows:
Code (TO)
Component RIC
Army AGT
Navy P64
Air Force FLZ
DLA S9D
Small Arms and Light 7 Enter small arms and light weapons
Weapons Transaction transaction code from appendix AP2.12.
Stock Number 8-22 Enter National Stock Number , Management
Control Number , or Local Control Number .
Multiuse 23-29 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Document Number 30-43 Enter (or perpetuate) appropriate document
number.
Suffix 44 Enter (or perpetuate) suffix code, if
applicable; otherwise, leave blank.
DoD Activity Address 45-50 Use for shipment transaction codes F, N, S,
Code (Shipped To/ and Z and receipt transaction code R.
Received From)
DoD Activity Address 51-56 Enter Reporting Activity/Manufacturer
Code (Reporting DoDAAC. For U.S. Army only, use Unit
Activity) Identification Code (UIC) if DoDAAC not
assigned.

AP3.36-1 APPENDIX 3.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Serial Number 57-67 Enter serial number. Right justify and fill
unused positions with zeros. If the serial
number begins with a zero, also enter a 12-
zone in the zero position which starts the
serial number.
Blank 68 Leave blank.
DoD Activity Address 69-74 Enter DoDAAC/UIC of unit/activity or
Code property book officer owning/possessing
weapon.
(Accountable Activity)
Blank 75 Leave blank.
Date 76-80 Enter last two digits of calendar year in
record positions 76-77 and ordinal day of
the calendar year in record positions 78-80.
For replies to follow-up for shipment data
enter date shipped. For replies to follow-up
for receipt data enter date received. When
answering a DIC DSD follow-up for
weapon(s) shipped but not received, leave
blank.

AP3.36-2 APPENDIX 3.36

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Change 13

AP3.37. APPENDIX 3.37

SMALL ARMS AND LIGHT WEAPONS
RECONCILIATION/REJECT

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DSR.
Code
Routing Identifier 4-6 Enter RIC of the activity to receive this
Code (TO) transaction.
Transaction 7 Enter Small Arms and Light Weapons
Transaction Code E for reconciliation. For
rejects, perpetuate from source document.
Stock Number 8-22 Enter National Stock Number , Management
Control Number , or Local Control Number
being reconciled. For rejects, perpetuate
from source document.
Reject Error 23-24 Leave blank on reconciliation transaction.
For rejects, enter appropriate small arms
andl light weapons reject code from
appendix Ap2.13.
Date (Reject) 25-29 Leave blank on reconciliation transaction.
For rejects, enter date (last 2 digits of the
calendar year and ordinal day of the
calendar year) transaction is rejected.
Document Number 30-43 For reconciliation transaction, enter
appropriate document number. For rejects,
perpetuate from source document.
Suffix 44 Enter suffix code, if applicable, on
reconciliation transaction. For rejects,
perpetuate from source document.
DoD Activity Address 45-50 Leave blank on reconciliation transaction.
Code (Shipped To/ For rejects, perpetuate from source
Received From) document.

AP3.37-1 APPENDIX 3.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
DoD Activity Address 51-56 For reconciliation transactions, enter
Code (Reporting reporting activity DoDAAC. For Army only,
Activity) use Unit Identification Code (UIC) if
DoDAAC not assigned. For rejects,
perpetuate from source document.
Serial Number 57-67 Enter serial number being reconciled. For
rejects, perpetuate from source document.
Blank 68 Leave blank.
DoD Activity Address 69-74 Enter DoDAAC/UIC of unit/activity or
Code (Accountable property book officer owning/possessing
Activity) weapon. For rejects, perpetuate from
source document.
Blank 75 Leave blank.
Date (Transaction) 76-80 For reconciliation transactions, enter last
two digits of the digits of the calendar year
in record positions 76-77 and ordinal day of
the calendar year in record positions 78-80.
For rejects, perpetuate from source
document.

AP3.37-2 APPENDIX 3.37

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Change 13

AP3.38. APPENDIX 3.38

PRE-POSITIONED MATERIEL RECEIPT –
PROCUREMENT INSTRUMENT SOURCE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the DU series.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point
Code (FROM) (ICP) to which the receipt will be reported.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item to be
received.
Unit of Issue 23-24 Enter UI of the item.
Quantity 25-29 Enter quantity to be received, preceding
significant digits with zeros. 1 2
Procurement 30-43
Instrument or Due-In
Document Number
Procurement (30-42) Enter (or perpetuate) the PIID or the
Instrument Identifier applicable 13-position call/order number
(PIID) (identified by F in the 9th position) 3.
Blank (43) Leave blank.
or
Due-In Document (30-43) For intra-Component use only, enter (or
Number perpetuate) due-in document number.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary. 4

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
4
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.38-1 APPENDIX 3.38

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Item Number 45-50 Enter the contract/exhibit line item number
or subline item number as indicated below,
if applicable; otherwise, leave blank.
Contract/Exhibit Line (45-48) Contract Line Item Number:
Item Number
Enter the CLIN, preceding significant
digits with zeros.

Exhibit Line Item Number:

Enter the alphabetic exhibit identifier in
record position 45. Enter the exhibit line
number in record positions 46 through 48,
preceding significant digits with zeros.
Contract/Exhibit (49-50) Enter the contract or exhibit subline item
Subline Item Number number, if applicable; otherwise, leave
blank.
Routing Identifier 51-53 Enter RIC of the activity transmitting the
Code(FROM) document if different from the ICP RIC to
which the receipt will be reported;
otherwise, leave blank.
Distribution 54-56 Enter distribution code; otherwise, leave
blank.
Project 57-59 Enter project code; otherwise, leave blank
Multiuse 60-66 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank. 5
Routing Identifier 67-69 Enter RIC of the storage activity which is to
Code (TO) receive item.
Ownership/Purpose 70 Enter ownership/purpose code of item to be
received.
Supply Condition 71 Enter SCC of item to be received.
Code
Management 72 Enter management code; otherwise, leave
blank.

5
For intra-Navy use rp 60-66 identifies the ‘standard unit price’ (see ADC 63).

AP3.38-2 APPENDIX 3.38

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date Indicator 73-75 If prescribed by the Component managing
(Estimated Delivery) the item, enter last digit of calendar year
and two-digit month signifying estimated
delivery date, e.g., 207 means 2002, month
of July. 6
Multiuse 76 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Call/Order Number 77-80 Enter applicable legacy four-position
call/order number associated with the PIIN;
otherwise, leave blank.

6
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.

AP3.38-3 APPENDIX 3.38

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Change 13

AP3.39. APPENDIX 3.39

PRE-POSITIONED MATERIEL RECEIPT –OTHER THAN
PROCUREMENT INSTRUMENT SOURCE

RECORD
FIELD LEGEND POSITIONS ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter appropriate DIC from the DW series.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (FROM) which the receipt will be reported.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item to be
received.
Unit of Issue 23-24 Enter UI of the item.
Quantity 25-29 Enter quantity to be received, preceding
significant digits with zeros. 1/2
Document Number 30-43 Enter controlling document number.
Suffix 44 Enter controlling suffix code; otherwise,
leave blank.
Supplementary 45-50 Enter SUPADD; otherwise, leave blank.
Address
Signal 51 Enter signal code; otherwise, leave blank.
Fund 52-53 Enter fund code; otherwise, leave blank.
Distribution 54-56 Enter distribution code; otherwise, leave
blank.
Project 57-59 Enter project code; otherwise, leave blank.
Multiuse 60-66 For intra-DoD Component use, enter data
prescribed by the DoD Component.3, 4, 5
Dual Use 65-66

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
3
For intra-Navy use, rp 60-66 identifies the standard unit price. (See ADC 63.)
4
For intra-Army use, rp 60-61 identifies the priority designator. (See ADC 234).
5
For intra-Air Force use, rp 60-61 identifies the priority designator. (See ADC 1080).

AP3.39-1 APPENDIX AP3.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITIONS ENTRY AND INSTRUCTIONS
Multiuse (65-66) For intra-DoD Component use, enter data
prescribed by the DoD Component. 6
or
Optional inter- (65-66) For Inter-DoD Component use, either
DoD Component use shipment delay notification code “BD” in rp
for delay notification 65-66, if required based on Service/Agency
NIMS agreement, and assets are not
available to replenish the NIMS retail site
requirement; otherwise, leave blank. 7
Routing Identifier 67-69 Enter RIC of the storage activity which is to
Code (TO) receive item.
Ownership/Purpose 70 Enter ownership/purpose code of item to be
received.
Supply Condition 71 Enter SCC of item to be received.
Management 72 Enter management code; otherwise, leave
blank.
Date Indicator 73-75 If prescribed by the DoD Component
(Estimated Delivery) managing the item, enter last digit of the
calendar year and two-digit month signifying
estimated delivery date, e.g., 211, means
2002, month of November. 8 (When delayed
shipment notification “BD” is used in rps 65-
66, then the date entry represents the
Estimated Shipping Date vice the Estimated
Delivery Date).
Blank 76-78 Leave blank. 9
Multiuse 79-80 For intra-DoD Component use, enter data
prescribed by Component. For inter-
Component use, leave blank.

6
For intra-Army use, rp 65-66 identifies the advice code. (See ADC 234).
7
The DWK, Pre-Positioned Materiel Receipt-Other Than Procurement, may carry “BD” delayed
notification on an optional basis, IAW Service/Agency agreement when materiel to support a National
Inventory Management Strategy (NIMS) site requirement is delayed. Under this circumstance, the
transaction will also carry an Estimated Ship Date. See Chapter 4, Paragraph C4.3.4.
8
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.
9
For Navy Commercial Asset Visibility-Organic Repair Module DIC DWK, rp 76-78 identifies the Shipper
RIC. (See ADC 124.)

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AP3.40. APPENDIX 3.40

MATERIEL RECEIPT FOLLOW-UP
PROCUREMENT INSTRUMENT SOURCE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DXA.
Code (DIC)
Routing Identifier 4-6 Enter RIC identifying the Inventory Control
Code (FROM) Point to which the receipt will be reported.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number to be received.
Unit of Issue 23-24 Enter UI of item to be received.
Quantity 25-29 Enter quantity to be received, preceding
significant digits with zeros. 1
Procurement 30-42 Enter applicable PIID or the applicable 13-
Instrument Identifier position call/order number (identified by F
(PIID) in the 9th position). 2
Blank 43 Leave blank.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary. 3
Item Number 45-50 Enter the contract/exhibit line item number
or subline item number, as follows:

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
3
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.40-2 APPENDIX 3.40

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Contract/Exhibit (45-48) Contract Line Item Number:
Line Item Number
Enter the CLIN, preceding significant digits
with zeros.
Exhibit Line Item Number:
Enter the alphabetic exhibit identifier in
record position 45. Enter the exhibit line
number in record positions 46-48,
preceding significant digits with zeros.
Contract/Exhibit (49-50) Enter the contract or exhibit subline item
Subline Item Number number, if applicable; otherwise, zero fill.
Blank 51-53 Leave blank.
Distribution 54-56 Enter (or perpetuate) distribution code;
otherwise, leave blank.
Project 57-59 Enter project code; otherwise, leave blank.
Shipment Number 60-66 Enter vendor shipment number if known;
otherwise, leave blank.
Routing Identifier 67-69 Enter RIC identifying storage activity which
Code (TO) is to receive the item.
Ownership/ Purpose 70 Enter ownership/purpose code of item to be
received.
Supply Condition 71 Enter SCC of item to be received.
Management 72 Enter appropriate management code;
otherwise, leave blank.
Date Indicator 73-75 Enter the last digit of calendar year and
(Estimated Delivery) two-digit month signifying estimated
delivery date, e.g., 205 means 2002, month
of May. 4
Blank 76 Leave blank.
Call/Order Number 77-80 Enter applicable legacy four-position
call/order number associated with the PIIN;
otherwise, leave blank.

4
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.

AP3.40-3 APPENDIX 3.40

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AP3.41. APPENDIX 3.41

MATERIEL RECEIPT FOLLOW-UP
OTHER THAN PROCUREMENT INSTRUMENT
SOURCE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DXB.
Code
Routing Identifier 4-6 Enter RIC identifying the Inventory Control
Code (FROM) Point to which the receipt shall be reported.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number to be received.
Unit of Issue 23-24 Enter UI of item to be received.
Quantity 25-29 Enter quantity to be received, preceding
significant digits with zeros. 1
Document Number 30-43 Enter controlling document number.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary. 2
Supplementary 45-50 Enter SUPADD; otherwise, leave blank.
Address
Signal 51 Enter signal code; otherwise, leave blank.
Fund 52-53 Enter fund code; otherwise, leave blank.
Distribution 54-56 Enter distribution code; otherwise, leave
blank.
Project 57-59 Enter project code; otherwise leave lank.
Unit Price 60-66 Enter unit price if prescribed by the
Component managing the item; otherwise,
leave blank.

1
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.

AP3.41-1 APPENDIX 3.41

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier 67-69 Enter RIC identifying the storage activity
Code (TO) which is to receive the item.
Ownership/Purpose 70 Enter ownership/purpose code of the item to
be received.
Supply Condition 71 Enter SCC of the item to be received.
Management 72 Enter appropriate management code;
otherwise, leave blank.
Date Indicator 73-75 Enter the last digit of calendar year and two-
(Estimated Delivery) digit month signifying estimated delivery
date, e.g., 207 is 2002, month of July. 3
Blank 76-80 Leave blank.

3
See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.

AP3.41-2 APPENDIX 3.41

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AP3.42. APPENDIX 3.42

REPLY TO MATERIEL RECEIPT FOLLOW-UP
PROCUREMENT INSTRUMENT SOURCE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DXC.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which the receipt shall be reported.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number received.
Unit of Issue 23-24 Enter UI of the item to be received.
Quantity 25-29 Enter quantity to be received, preceding
significant digits with zeros. 1
Procurement 30-42 Enter applicable PIID or the applicable 13-
Instrument Identifier position call/order number (identified by F in
(PIID) the 9th position). 2
Blank 43 Leave blank.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary. 3
Item Number 45-50 Enter the contract/exhibit line item number
or subline item number as follows:
Contract/Exhibit (45-48) Contract Line Item Number:
Line Item Number Enter the CLIN, preceding significant digits
with zeros.
Exhibit Line Item Number:
Enter the alphabetic exhibit identifier in
record position 45. Enter the exhibit line
number in record positions 46 through 48,
preceding significant digits with zeros.

1
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
2
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
3
See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.

AP3.42-1 APPENDIX 3.42

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Contract/Exhibit (49-50) Enter the contract or exhibit subline item
Subline Item Number number, if applicable; otherwise, zero fill.
Blank 51-53 Leave blank.
Distribution 54-56 Enter (or perpetuate) distribution code;
otherwise, leave blank.
Project 57-59 Enter project code; otherwise, leave blank.
Shipment Number 60-66 Enter vendor shipment number, if known;
otherwise, leave blank.
Routing Identifier 67-69 Enter RIC of the storage activity which is to
Code (FROM) receive the item.
Ownership/Purpose 70 Enter ownership/purpose code of the item to
be received.
Supply Condition 71 Enter SCC of item to be received.
Management 72 Enter management code; otherwise, leave
blank.
Date Indicator 73-75 Enter last digit of calendar year and two-
(Estimated Delivery) digit month signifying estimated delivery
date, (e.g., 307 means 2003, month of
July). 4
Blank 76 Leave blank.
Call/Order Number 77-80 Enter applicable legacy four-position
call/order number associated with the PIIN;
otherwise, leave blank.

4
See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.

AP3.42-1 APPENDIX 3.42

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AP3.43. APPENDIX 3.43

REPLY TO MATERIEL RECEIPT FOLLOW-UP
OTHER THAN PROCUREMENT INSTRUMENT
SOURCE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DXD.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which the receipt will be reported.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item to be
received.
Unit of Issue 23-24 Enter UI of the item to be received.
Quantity 25-29 Enter quantity to be received, preceding
significant digits with zeros. 1
Document Number 30-43 Enter controlling document number.
Suffix 44 Enter controlling suffix code; otherwise,
leave blank.
Supplementary 45-50 Enter SUPADD; otherwise, leave blank.
Address
Signal 51 Enter signal code; otherwise, leave blank.
Fund 52-53 Enter fund code; otherwise, leave blank.
Distribution 54-56 Enter the distribution code; otherwise, leave
blank.
Project 57-59 Enter project code; otherwise, leave blank.
Unit Price 60-66 Enter vendor shipment number, if known;
otherwise, leave blank.
Routing Identifier 67-69 Enter RIC of the storage activity which is to
Code (FROM) receive the item.

See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

1

AP3.43-1 APPENDIX 3.43

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Ownership/Purpose 70 Enter ownership/purpose code of the item to
be received.
Supply Condition 71 Enter SCC of the item to be received.
Management 72 Enter management code; otherwise, leave
blank.
Date Indicator 73-75 Enter the last digit of calendar year and two-
(Estimated Delivery) digit month signifying estimated delivery
date, e.g., 307 means 2003, month of July. 2
Blank 76-80 Leave blank.

2
See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.

AP3.43-2 APPENDIX 3.43

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AP3.44. APPENDIX 3.44

SPECIAL PROGRAM REQUIREMENT REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYA, DYB, DYL, or DYM, as
Code appropriate.
Routing Identifier 4-6 Enter RIC of the Inventory Control Point
Code (TO) (ICP) to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity required, preceding
significant digits with zeros. If the quantity
exceeds 99,999, additional transactions will
be prepared and submitted for the
remaining balance. 1
Document Number 30-43 Enter document number controlling this
transaction.
Suffix 44 Enter consecutive alpha codes A through Z
when assignment of suffix codes is
necessary. 2
Supplementary 45-50 Enter DoDAAC of the expected ship-to
Address address; otherwise, leave blank.
Multiuse 51-56 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Project 57-79 Enter project code; otherwise, leave blank.
Coast Designation 60 Enter E if consignee location is east of the
Mississippi River, Atlantic, Europe, Near
east, Africa, Central, or South America.
Enter W if consignee location is other than
above.

1
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.

AP3.44-1 APPENDIX 3.44

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Blank 61 Leave blank.
Date Indicator 62-64 The first day of the month by which it is
(Support) anticipated materiel will be requisitioned for
the program. Enter last digit of the calendar
year and 2-digit month signifying the
support date; e.g., 503 is 2005, month of
March. 3
Advice 65-66 Enter MILSTRIP Advice Code 2B
(requested item only will suffice; do not
substitute/interchange); otherwise, leave
blank.
Routing Identifier 67-69 Enter RIC of the activity submitting this
Code (FROM) request.
Purpose 70 Enter purpose code of item; otherwise,
leave blank.
Supply Condition 71 Enter supply condition code of item
required.
Blank 72 Leave blank.
Routing Identifier 73-75 If the activity submitting the SPR is not the
Code originator of the requirement, enter the RIC
of the originator; otherwise, leave blank.
Generic Submission 76 For clothing and footwear, enter the alpha G
to indicate that this is a generic submission
and that the stock number indicated is the
first size in the series. When used, it will
indicate that the quantity entered in record
positions 25-29 represents the total
requirements for the generic item. This
quantity will be converted by the ICP to
individual sizes using the applicable tariff.
Blank 77-80 Leave blank.

3
See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.

AP3.44-2 APPENDIX 3.44

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AP3.45. APPENDIX 3.45

SPECIAL PROGRAM REQUIREMENT CANCELLATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYC.
Code
Routing Identifier 4-6 Enter RIC identifying the Inventory Control
Code (TO) Point to which this transaction is being
forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item required.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Enter quantity required, preceding
significant digits with zeros. If the quantity
exceeds 99,999, additional transactions will
be prepared and submitted for the
remaining balance. 1
Document Number 30-43 Perpetuate from source document.
Suffix 44 Perpetuate from source document.
Supplementary 45-50 Perpetuate from source document.
Address
Multiuse 51-56 Perpetuate from source document.
Project 57-59 Perpetuate from source document.
Coast Designation 60 Perpetuate from source document.
Blank 61 Leave blank.
Date Indicator 62-64 Perpetuate from source document.
(Support)

Advice 65-66 Perpetuate from source document.

Routing Identifier 67-69 Enter RIC of the activity submitting the
Code (FROM) cancellation.
Purpose 70 Perpetuate from source document.

1
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

AP3.45-1 APPENDIX 3.45

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Supply Condition 71 Perpetuate from source document.
Blank 72 Leave blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which the transaction is prepared.
Generic Submission 76 Perpetuate from source document.
Blank 77-80 Leave blank.

AP3.45-2 APPENDIX 3.45

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Change 13

AP3.46. APPENDIX 3.46

SPECIAL PROGRAM REQUIREMENT MODIFIER

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYD.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which the transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item required.
Unit of Issue 23-24 Enter UI of item required.
Quantity 25-29 Enter new quantity when quantity required
is changed; otherwise, enter quantity from
the source document. 1
Document Number 30-43 Perpetuate from source document.
Suffix 44 Perpetuate from source document.
Supplementary 45-50 Enter new address, when applicable;
Address otherwise, perpetuate from source
document.
Multiuse 51-56 Perpetuate from source document.
Project 57-59 Enter new project code, when applicable;
otherwise, perpetuate from source
document.

Coast Designation 60 Enter new coast designation when

applicable; otherwise, perpetuate from
source document.
Blank 61 Leave blank.

1
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

AP3.46-1 APPENDIX 3.46

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date Indicator 62-64 Enter new support date when applicable
(Support) (last digit of the calendar year and 2-digit
month signifying the support date);
otherwise, perpetuate from source
document. 2
Advice Code 65-66 Perpetuate from source document.
Routing Identifier 67-69 Enter new RIC of the activity submitting the
(FROM) transaction, if applicable; otherwise,
perpetuate from source document.
Purpose 70 Perpetuate from source document.
Supply Condition 71 Perpetuate from source document.
Blank 72 Leave blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which the transaction is prepared.
Generic Submission 76 Perpetuate from source document.
Blank 77-80 Leave blank.

2
See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.

AP3.46-2 APPENDIX 3.46

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Change 13

AP3.47. APPENDIX 3.47

SPECIAL PROGRAM REQUIREMENT SUBSTITUTE
ITEM ACCEPTANCE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYG.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which this transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Perpetuate from Special Program
Requirement (SPR) status.
Unit of Issue 23-24 Perpetuate from SPR status.
Quantity 25-29 Perpetuate from SPR status.
Document Number 30-43 Perpetuate from SPR status.
Suffix 44 Perpetuate from SPR status.
Supplementary 45-50 Perpetuate from SPR status.
Address
Multiuse 51-56 Perpetuate from SPR status.
Project 57-59 Perpetuate from SPR status.
Coast Designation 60 Perpetuate from SPR status.
Blank 61 Leave blank.
Date Indicator 62-64 Perpetuate from SPR request/modifier.
(Support)
Advice 65-66 Perpetuate from SPR request.
Routing Identifier 67-69 Enter RIC identifying the activity submitting
Code (FROM) the acceptance transaction.
Purpose 70 Perpetuate from SPR status.
Supply Condition 71 Perpetuate from SPR status.
Blank 72 Leave blank.

AP3.47-1 APPENDIX 3.47

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Day of Year 73-75 Enter the ordinal day of the calendar year
(Transaction) on which the transaction is prepared.
Generic Submission 76 Perpetuate from SPR status.
Blank 77-80 Leave blank.

AP3.47-2 APPENDIX 3.47

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Change 13

AP3.48. APPENDIX 3.48

SPECIAL PROGRAM REQUIREMENT SUBSTITUTE
ITEM REJECTION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYH.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which this transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item required.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-29 Perpetuate from Special Program
Requirement (SPR) Status.
Document Number 30-43 Perpetuate from SPR Status.
Suffix 44 Perpetuate from SPR Status.
Supplementary 45-50 Perpetuate from SPR Status.
Address
Multiuse 51-56 Perpetuate from SPR Status.
Project 57-79 Perpetuate from SPR Status.
Coast Designation 60 Perpetuate from SPR Status.
Blank 61 Leave blank.
Date Indicator 62-64 Perpetuate from SPR Request/Modifier.
(Support)
Advice 65-66 Perpetuate from SPR Request.
Routing Identifier 67-69 Enter RIC of the activity submitting the
Code (FROM) rejection transaction.
Purpose 70 Perpetuate from SPR Status.
Supply Condition 71 Perpetuate from SPR Status.
Blank 72 Leave blank.

AP3.48-1 APPENDIX 3.48

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which transaction is prepared.
Generic Submission 76 Perpetuate from SPR Status.
Blank 77-80 Leave blank.

AP3.48-2 APPENDIX 3.48

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Change 13

AP3.49. APPENDIX 3.49

SPECIAL PROGRAM REQUIREMENT FOLLOW-UP

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYJ.
Code
Routing Identifier Code 4-6 Enter RIC of the Inventory Control Point to
(TO) which this transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Perpetuate from source document.
Unit of Issue 23-24 Perpetuate from source document.
Quantity 25-29 Perpetuate from source document.
Document Number 30-43 Perpetuate from source document.
Suffix 44 Perpetuate from source document.
Supplementary 45-50 Perpetuate from source document.
Address
Multiuse 51-56 Perpetuate from source document.
Project 57-59 Perpetuate from source document.
Coast Designation 60 Perpetuate from source document.
Blank 61 Leave blank.
Support Date Indicator 62-64 Perpetuate from source document.
Advice 65-66 Perpetuate from source document.
Routing Identifier Code 67-69 Enter RIC of the activity submitting the
(FROM) request.
Purpose 70 Perpetuate from source document.
Supply Condition 71 Perpetuate from source document.
Blank 72 Leave blank.
Routing Identifier Code 73-75 Perpetuate from source document.
Generic Submission 76 Perpetuate from source document.
Blank 77-80 Leave blank.

AP3.49-1 APPENDIX 3.49

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AP3.50. APPENDIX 3.50

SPECIAL PROGRAM REQUIREMENT STATUS

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DYK.
Code
Routing Identifier 4-6 Enter RIC of forecasting activity from record
Code (TO) positions 67-69 of the incoming request.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of substitute, if
offered, or superseding item when
requested item is obsolete; otherwise,
perpetuate stock number from the
document being replied to.
Unit of Issue 23-24 Enter UI of item in record positions 8-22.
Quantity 25-29 Perpetuate from document being replied to.
Document Number 30-43 Perpetuate from document being replied to.
Suffix 44 Perpetuate from document being replied to.
Supplementary 45-50 Perpetuate from document being replied to.
Address
Multiuse 51-56 Perpetuate from document being replied to.
Project Code 57-59 Perpetuate from document being replied to.
Coast Designation 60 Perpetuate from document being replied to.
Blank 61 Leave blank.
Lead Time 62-64 When specified by the status code in record
positions 65-66, enter the number of days
representing procurement lead time and/or
time required for assembly; otherwise leave
blank.
Special Program 65-66 Enter applicable SPR status code from
Requirement Status appendix AP2.11.
Routing Identifier 67-69 Enter RIC of the ICP preparing this
Code (FROM) response.

AP3.50-1 APPENDIX 3.50

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Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Purpose Code 70 Perpetuate from document being replied to.
Supply Condition 71 Perpetuate from document being replied to.
Code
Blank 72 Leave blank.
Day of Year 73-75 Enter ordinal day of the calendar year on
(Transaction) which transaction is prepared.
Generic Submission 76 Perpetuate from document being replied to.
Gaining Inventory 77-79 Enter GIM on logistic reassignments;
Manager otherwise leave blank.
Blank 80 Leave blank.

AP3.50-2 APPENDIX 3.50

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AP3.51. APPENDIX 3.51

STATUS NOTIFICATION TRANSACTION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZ9.
Code
Routing Identifier 4-6 Enter RIC of the activity which submitted
Code (TO) the incoming transaction being rerouted or
revised by the Defense Automated
Addressing System (DAAS).
Request 7 Perpetuate from incoming request.
Federal Supply Class 8-11 When MILSTRIP Status Code BG is
entered in record positions 79-80, enter the
correct FSC for the National Item
Identification Number; otherwise,
perpetuate from original transaction.
Other fields 12-56 Perpetuate from original transaction.
Routed Document 57-59 Enter DIC identification from record
Identification positions 1-3 of the incoming transaction
being rerouted or revised by the DAAS.
Other Fields 60-66 Perpetuate data from original transaction.
Routing Identifier 67-69 When MILSTRIP Status Code BM is
Code entered in record positions 79-80, enter
RIC of the source of supply to whom DAAS
is rerouting the transaction; otherwise,
leave blank.
Other Fields 70-76 Perpetuate from original transaction.
Blank 77-78 Leave blank.
Status 79-80 Enter MILSTRIP Status Code BG when the
FSC in the original transaction was revised.
Enter MILSTRIP Status Code BM when the
original transaction was rerouted to the
correct source of supply.

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AP3.52. APPENDIX 3.52

ASSET STATUS

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZA.
Code
Routing Identifier Code 4-6 Enter RIC of the Inventory Control Point (ICP) to
(TO) where this transaction is being forwarded.
Card Overflow 7 Enter codes A through Z (Except I and O) when
any quantity exceeds the number of digits
allotted.
For ammunition and ammunition related items
in Federal Supply Group (FSG) 13, and
Federal Supply Class (FSC) 1410, 1420,
1427, 1440, 5330, 5865, 6810, or 8140 by
trading partner agreement, enter code ‘9’ and
enter the 7th, 8th and 9th position of the "on-
hand" quantity in record position (rp) 52-54,
prefixing significant digits with zeros.1
Stock or Part Number 8-22 Enter stock or part number of item reported.
Unit of Issue 23-24 Enter UI of item.
Quantity (On hand) 25-30 Enter quantity of the item on hand, preceding
significant digits with zeros.
For FSG 13 and FSC 1410, 1420, 1427, 1440,
5330, 5865, 6810, or 8140 ammunition and
ammunition related items, when ‘9’ is entered
in rp 7, follow guidance at rp 7.
Quantity (Due-In) 31-36 Enter quantity of the item due-in, preceding
significant digits with zeros.
Quantity 37-41 Enter quantity of the item on backorder,
(Backordered) preceding significant digits with zeros.
Multi-use 42-66 When used between Components, leave blank.
When used within a Component, enter data
prescribed by that Component. See rows below
for specific Component use.

1
Refer to ADC 444,

AP3.52-1 APPENDIX 3.52

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Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
For Army, the following data is entered in rp 43-64 of the multi-use field 2.

Quantity 43-48 Army enters requirements objective established

(Requirements for purpose code in rp 70.
Objective
Quantity (Safety Level) 49-54 Army enters quantity that reflects the safety level
requirement, except for ammunition and
ammunition related FSG 13 and FSC 1410,
1420, 1427, 1440, 5330, 5865, 6810, or 8140
as noted for rp 52-54 below.
Project Code 55-57 Army enters project code.
Routing Identifier 58-60 Army enters code of storage activity at which
(Storage Activity) item is stored if different from activity preparing
this transaction (FROM RI Code, rp 67-69).
Date (Transaction 61-64 Army enters Julian date of asset status (date on
Preparation) which transaction was prepared).

For ammunition and ammunition related FSG 13 and FSC 1410, 1420, 1427, 1440, 5330,
5865, 6810, or 8140, the following data is entered in rp 52-54 of the multi-use field.
Quantity Overflow 52-54 For ammunition and ammunition related
items in Federal Supply Group 13 and
Federal Supply Classes 1410, 1420, 1427,
1440, 5330, 5865, 6810, and 8140, when
‘9’ is entered in rp 7, enter the first through
sixth positions of the on hand quantity in rp
25 – 30, and the seventh through ninth
positions in rp 52 – 54, preceding
significant digits with zeroes. For example
for a quantity of 98,765,432, enter 765432
in rp 25 – 30 and enter 098 in rp 52-54.3
Routing Identifier 67-69 Enter RI code of the ICP preparing the
(FROM) transaction. 4

2
Refer to ADC 250, Revise DLMS Supplement (DS) 846I and MILSTRAP DZA Asset Status
Transactions to Support Army Distribution Operations, and Revise DS 846I for Use of Universal Time
Coordinate (UTC) and for Administrative Updates.
3
Refer to ADC 444, Revise Asset Status Report Transactions, DLMS 846I and MILSTRAP DZA, to
Document Ammunition Systems Use by Agreement of Nine Digit Quantity On-Hand.
4
For Army/DLA interface, based upon mutual agreement, a DLA storage activity may prepare the DZA on
behalf of the DLA ICP. The DLA ICP RI Code SMS appears in rp 67-69. (Refer to ADC 250, Revise
DLMS Supplement (DS) 846I and MILSTRAP DZA Asset Status Transactions to Support Army

AP3.52-2 APPENDIX 3.52

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
For ammunition and ammunition related items
in FSG 13 and FSC 1410, 1420, 1427, 1440,
5330, 5865, 6810, and 8140, enter the RI code
of the Storage Activity preparing the
transaction.5
Ownership/Purpose 70 When used between Components, enter
ownership code of the item. When used within a
Component, enter purpose code of the item.
Supply Condition 71 Enter supply condition code of the item.
Multiuse 72-80 For intra-Component use, enter data prescribed
by the Component. For inter-Component use,
leave blank. See rows below for specific
Component use.
The following DoD Component data is identified for rp 72-77 multiuse field:
Time 72-77 Army enters time of transaction preparation in
HHMMSS Format expressed in universal time
coordinate. Refer to ADC 250.
Date (Transaction 73-75 Navy, and ammunition systems, enters
Preparation) transaction preparation date. Navy, and
ammunition ICPs, uses this date to determine
the most current asset posture when more than
one asset report is received within the same
cycle. 6 7
Stockage List Code 78 Army enters the Stockage List Code. This is an
intra-Army code and use of this data is
meaningful to Army only. 8

Distribution Operations, and Revise DS 846I for Use of Universal Time Coordinate (UTC) and for
Administrative Updates.)
5
Refer to ADC 444 Revise Asset Status Report Transactions, DLMS 846I and MILSTRAP DZA, to
Document Ammunition Systems Use by Agreement of Nine Digit Quantity On-Hand.
6
Refer to ADC 355, Revise DLMS Supplement (DS) 846I, Asset Status Inquiry/Report to Address Intra-
Navy Use of Transaction Preparation Date in Multiuse Field of MILSTRAP DZA Transaction
7
Refer to ADC 444, Revise Asset Status Report Transactions, DLMS 846I and MILSTRAP DZA, to
Document Ammunition Systems Use by Agreement of Nine Digit Quantity On-Hand.
8
Refer to ADC 458, Documentation of Intra-Army Use of Army Data Elements for MILSTRAP DZA and DLMS 846I
Asset Status Transactions

AP3.52-3 APPENDIX 3.52

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Change 13

AP3.53. APPENDIX 3.53

STORAGE ITEM DATA CORRECTION/CHANGE
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZB.
Code
Routing Identifier 4-6 Enter RIC of the activity to which this
Code (TO) transaction is being forwarded.
Item Data 7 Enter the code from appendix AP2.7 which
Correction/Change indicates the data field(s) affected by the
change.
Stock or Part Number 8-24 Enter data as follows:
(8-20) Enter stock or part number reported in the
storage activity transactions or affected by
catalog/stock list change.
(21-24) Enter production equipment code, DoD
identification code, or locally assigned
number(s), as appropriate; otherwise, leave
blank.
Unit of Issue 25-26 Perpetuate the UI reported in the storage
activity transaction or affected by
catalog/stock list change.
Stock or Part Number 27-43 Enter data as follows:
(27-39) Enter the new stock or part number when
stock or part number is being changed;
otherwise, leave blank.
(40-43) Enter production equipment code, DoD
identification code, or locally assigned
number(s), as appropriate; otherwise, leave
blank.
Unit of Issue 44-45 Enter new UI when UI is being changed;
otherwise, leave blank.
Unit of Issue 46-50 Use only when the UI is being changed;
Conversion Factor otherwise, leave blank.

AP3.53-1 APPENDIX 3.53

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Decimal Locator (46) The following table identifies the position of
the decimal in the multiplication factor:
0-whole number (no decimal)
1-decimal before record position 50
2-decimal before record position 49
3-decimal before record position 48
4-decimal before record position 47
Multiplication (47-50) Enter the factor by which the old Factor
quantity must be multiplied to convert to the
new unit of issue.
Shelf-Life 51 Enter the new shelf-life code if the shelf-life
code is being changed; otherwise, leave
blank.
Controlled Inventory 52 Enter the new controlled inventory item
Item code if the code is being changed;
otherwise, leave blank.
Demilitarization 53 Enter the new demilitarization code if code
is being changed; otherwise, leave blank.
Special Action/ 54-55 Reserved for future DoD standardization.
Information for Present use to accommodate individual
Identifying Component assigned codes.
Repairability,
Reclamation,
Recoverability, etc.
Routing Identifier 56-58 Enter the RIC of the manager.
Code (Manager)
Date (Transaction) 59-62 Enter last digit of the calendar year and
ordinal day of the calendar year this
transaction was prepared.
Multiuse 63-66 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Routing Identifier 67-69 Enter RIC of the activity preparing this
Code (FROM) transaction.

AP3.53-2 APPENDIX 3.53

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Dual Use 70-73
Date (70-73) For inter-Component use, enter the
effective date (last digit of the calendar year
or and ordinal day of the calendar year of the
catalog/stock list change when applicable;
otherwise, leave blank. (See chapter 10.)
Multiuse (70-73) For intra-Component use, enter data
prescribed by the Component; otherwise,
leave blank.
Multiuse 74-80 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.

AP3.53-3 APPENDIX 3.53

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Change 13

AP.3.54. APPENDIX 3.54

LOGISTICS REASSIGNMENT STORAGE
INFORMATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZC.
Code
Routing Identifier 4-6 Enter RIC of the activity to where this
Code (TO) transaction is being forwarded.
Blank 7 Leave blank.
Stock or Part Number 8-22 Enter stock or part number of item being
transferred.
Unit of Issue 23-24 Enter UI of item being transferred.
Quantity (Transfer) 25-29 Enter quantity being transferred to gaining
item manager (GIM); otherwise, enter
zeros. 1,2
Document Number 30-43 Perpetuate from the DEE/DEF transaction.
Suffix 44 Enter consecutive alpha code A through Z
when assignment of suffix codes is
necessary. 3
Routing Identifier 45-47 Enter RIC of the GIM.
Code (Gaining)
Multiuse 48-56 Enter data prescribed by the Component.
Project 57-59 Enter appropriate code if stocks are
segregated and maintained by codes
reflected in project code field: otherwise,
leave blank.
Blank 60 Leave blank.
Date 61-64 Enter ordinal date on which the logistics
(Effective Transfer) reassignment is effective.

1
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, paragraph AP3.3.2.
3
See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.

AP3.54-1 APPENDIX 3.54

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Blank 65-66 Leave blank.
Routing Identifier 67-69 Enter RIC of activity preparing document.
(FROM)
Ownership/Purpose 70 Enter ownership/purpose code if prescribed
by Component; otherwise, leave blank.
Supply Condition 71 Enter supply condition code of balance
affected.
Management 72 Enter management code as prescribed by
Component; otherwise, leave blank.
Multiuse 73-75 Enter data prescribed by the Component.
Quantity (Retention) 76-80 Enter quantity being retained by the losing
item manager.

AP3.54-2 APPENDIX 3.54

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.55. APPENDIX 3.55

LOGISTICS REASSIGNMENT STORAGE
INFORMATION REPLY

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZD.
Code
Routing Identifier 4-6 Enter RIC from record positions 67-69 of
Code (TO) DIC DZC to which reply is being made or
losing item manager (LIM) RIC.
Follow-up Indicator 7 LIM storage activity not in receipt of a DIC
DZC, enter A (denoting follow-up) to
provide available asset information to the
LIM. Otherwise, leave blank.
Stock or Part Number 8-22 Perpetuate from DIC DZC.
Unit of Issue 23-24 Perpetuate from DIC DZC.
Quantity (Transfer) 25-29 Enter quantity which was available for
transfer subject to the retention quantity
contained in record positions 76-80 of DIC
DZC. 1,2
Document Number 30-43 Perpetuate from DIC DZC.
Suffix Code 44 Enter consecutive alpha codes A through
Z when assignment of suffix codes are
necessary. 3
Routing Identifier 45-47 Perpetuate from DIC DZC.
Code (Gaining)
Multiuse 48-56 Enter data prescribed by the Component.
Project Code 57-59 Perpetuate from DIC DZC.
Blank 60 Leave blank.
Date 61-64 Perpetuate from DIC DZC.
(Effective Transfer)

1
See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
2
See Appendix AP3 - Formats Introduction, paragraph AP3.3.2.
3
See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.

AP3.55-1 APPENDIX 3.55

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Blank 65-66 Leave blank.
Routing Identifier 67-69 Enter RIC of storage activity from which
Code reply is being made.
Ownership/Purpose 70 Perpetuate from DIC DZC.
Supply Condition 71 Perpetuate from DIC DZC.
Code
Management 72 Perpetuate from DIC DZC.
Multiuse 73-75 Enter data prescribed by the Component.
Quantity (Retention) 76-80 Enter the quantity being retained by the
LIM.

AP3.55-2 APPENDIX 3.55

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.56. APPENDIX 3.56

ASSET STATUS REPORTING REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZE.
Code
Routing Identifier Code 4-6 Enter RIC of the activity to which the request
(TO) is submitted (see chapter 8).
Reporting 7 Enter the appropriate code from appendix
AP2.9.
Stock or Part Number 8-22 Enter the stock or part number of item to be
reported.
Date 23-26 Enter the ordinal date when required by the
reporting code in record position 7. Always
reflect dates for commencing, or change of
reporting, under codes C, D, H, and J, as the
first day of a month. Always reflect the date
for termination of reporting (code E) as the
last day of a month. When the code entered
in record position 7 is M or P, this field will be
left blank. When the code entered in record
position 7 is N or Z, enter the date by which
the one-time asset status report is required.
Blank 27-66 Leave blank.
Routing Identifier Code 67-69 Enter the appropriate RIC of the activity to
which the asset status reports are to be
submitted.
Multiuse 70-80 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.

AP3.56-1 APPENDIX 3.56

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Change 13

AP3.57. APPENDIX 3.57

ASSET STATUS REPORTING (BASE, POST, CAMP,
AND STATION LEVEL USE)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZF.
Code
Routing Identifier 4-6 Enter the RIC of the activity to which this
Code (TO) transaction is being forwarded.
Reporting 7 Enter code from appendix AP2.9 which
indicates type of reporting being
accomplished.
Stock or Part Number 8-22 Enter the stock or part number of item
reported.
Unit of Issue 23-24 Enter the UI of item.
Multiuse 25-30 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Routing Identifier 31-33 When rp 7 = N, enter RIC of the owning
Code activity to which any resulting MILSTRIP
DIC A4_ Lateral Redistribution Orders are
to be sent; otherwise enter RIC of the
activity preparing this transaction (FROM
RIC).
Routing Identifier 34-36 Enter the RIC of storage activity at which
Code (Storage item is stored, if different from record
Activity) positions 31-33; otherwise, leave blank.
Date 37-40 Enter last digit of the calendar year and
ordinal day of the calendar year which
reflects assets as of close of business.

AP3.57-1 APPENDIX 3.57

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity 41-46 When rp 7 = N, enter total system RO for
(Requisitioning RIC in rp 31-33; if multiple transactions
Objective) with the same rp 31-33 RIC are generated
for the same NSN, each shall reflect the
same requisitioning objective.1 If rp 7 does
not equal N, enter requisitioning objective
quantity established for item being
reported, preceding significant digits with
zeros; if quantity exceeds 999,999, enter
overflow quantity in next transaction.
Leave field blank in ensuing transactions
when overflow quantity is not involved.
Quantity (Due-In) 47-52 Enter quantity of the item due-in, preceding
significant digits with zeros. If quantity
exceeds 999,999, enter overflow quantity
in next transaction. Leave field blank in
ensuing transactions when overflow
quantity not involved. When rp 7 = N, this
field may be left blank.
Multiuse 53 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Multiuse 54 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, enter the purpose code
of quantity on hand reported in rps 56-61, if
required based on Service/Agency
agreement; otherwise leave blank.
Supply Condition 55 Enter SCC of quantity on hand reported in
Code record positions 56-61.

1For Air Force Secondary Inventory Control Activities (SICAs) which own their Services= wholesale and
retail assets, only DIC DZFs with the same RIC in rps 31-33 for the same NSN, and 01 entry in rps 79-80
will contain the same SICA total system requisitioning objective. DIC DZFs with the SICA RIC in rp
31-33 without a 01 entry in rps 79-80 will contain the requisitioning objective for the RIC in rps 34-36.

AP3.57-2 APPENDIX 3.57

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity (On Hand) 56-61 When rp 7 = N, enter the quantity on-hand
for the activity at which the materiel is
stored, i.e., the quantity on-hand for the
RIC in rps 31-33 (if no RIC is present in rps
34-36) or the quantity on-hand for the RIC
in rps 34-36 if both RICs are present.2 If rp
7 does not equal N, enter quantity on hand
preceding significant digits with zeros.
(Does not include reserved quantity
entered in record positions 71-76.) If
quantity exceeds 999,999, enter overflow
quantity in next transaction. Leave field
blank in ensuing transactions when
overflow quantity not involved.
Multiuse 62 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Multiuse 63 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, enter the purpose code of
quantity on hand reported in rps 65-70, if
required by Service/Agency agreement;
otherwise leave blank.
Supply Condition 64 Enter SCC of quantity on hand reported in
Code record positions 65-70.

2
For all Service Secondary Inventory Control Activities (less Air Force): If both rps 31-33 and rps 34-36
contain RICs, then the recipient must add the on-hand quantity on all the DIC DZF transactions, for the
reported NSN, that have the same RIC in rps 31-33. This aggregate on-hand quantity is then compared
to the system requisitioning objective in rps 41-46 when making MILSTRIP Lateral Redistribution Order
decisions using DoD Total Asset Visibility business rules.
For Air Force Secondary Inventory Control Activities: Both rps 31-33 and rps 34-36 will contain RICs.
The recipient must add the quantity on-hand on all DZF transactions containing a "01" in rps 79-80, for
the reported NSN, that have the same RIC in rps 31-33. This aggregate on-hand quantity is then
compared to the system requisitioning objective contained in rp 41-46 when making Lateral
Redistribution Order decisions using DoD Total Asset Visibility business rules.
For DZFs with only one RIC (rps 31-33) and for Air Force Secondary Inventory Control Activity DZFs
with two RICs and "blanks" in rps 79-80, the on-hand quantity and requisitioning objective in the
individual DZF are compared when making Lateral Redistribution Order decisions using DoD Total Asset
Visibility business rules.

AP3.57-3 APPENDIX 3.57

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity (On Hand) 65-70 Enter quantity on hand, preceding
significant digits with zeros. (Does not
include reserved quantity entered in record
positions 71-76.) If quantity exceeds
999,999, enter overflow quantity in next
transaction. Leave field blank in ensuing
transactions when overflow quantity not
involved.
Quantity (Reserved) 71-76 Enter quantity reserved for special
projects/programs, preceding significant
digits with zeros. If quantity exceeds
999,999, enter overflow quantity in next
transaction. Leave field blank in ensuing
transactions when overflow quantity not
involved.
Blank 77-78 Leave blank.
Number of 79-80 Enter total number of transactions being
Transactions submitted for item identified in record
positions 8-22 (precede significant digit
with zero, when applicable).
EXCEPTION: when rp 7 = N, leave blank
for all Service SICAs except Air Force; for
Air Force SICAs, enter a SICA
wholesale/retail indicator as follows:
01 for SICA wholesale
Blank for SICA retail

AP3.57-4 APPENDIX 3.57

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Change 13

AP3.58. APPENDIX 3.58

TRANSACTION REJECT

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZG.
Code
Routing Identifier 4-6 Enter RIC of the activity to which the
Code (TO) transaction is being forwarded.
Other Fields 7-53 Perpetuate data from the incoming
transaction being rejected.
Correct Manager's 54-56 Enter RIC of correct manager, if known,
Routing Identifier when code AB is indicated in record
Code positions 79-80; otherwise, leave blank.
Rejected Document 57-59 Enter DIC from record positions 1-3 of the
Identification Code incoming transaction being rejected.
Other Fields 60-66 Perpetuate data from the incoming
transaction being rejected.
Routing Identifier 67-69 Enter RIC of the activity rejecting the
Code (FROM) document.
Other Fields 70-78 Perpetuate data from the incoming
transaction being rejected.
Dual Use 79-80
Reject Advice (79-80) Enter applicable advice code (see
appendix AP2.8 of this manual).
or
MILSTRIP Status (79-80) Enter applicable MILSTRIP status code
(see MILSTRIP).

AP3.58-1 APPENDIX 3.58

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Change 13

AP3.59. APPENDIX 3.59

LOCATION RECONCILIATION REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZH.
Code
Routing Identifier 4-6 Enter RIC of the Inventory Control Point to
Code (TO) which this transaction is being forwarded.
Type of Location 7 Enter type of location reconciliation request
Reconciliation code which indicates the type of reporting
Request being accomplished.
Stock or Part Number 8-22 Enter stock or part number of item being
requested for reconciliation.
Unit of Issue 23-24 Enter UI of item.
Quantity 25-34 Enter quantity, preceding significant digits
with zeros.
Multiuse 35 For intra-Component use, enter the data
prescribed by the Component. For inter-
Component use, leave blank.
Date Cutoff 36-39 Enter mutually agreed upon cutoff date (last
digit of the calendar year and ordinal day of
the calendar year; e.g., 6253 is 10 Sep 86)
for location reconciliation.
Shelf-Life 40 Enter shelf-life code of the item.
Controlled Inventory 41 Enter controlled inventory item code
Item applicable to the item.
Manager/Owner 42 Enter numeric 1 if activity in record Identifier
positions 4-6 is the Integrated Materiel
Manager (IMM) or numeric 2 if the activity is
an owner but not the IMM. 1
Blank 43 Leave blank.

1
May be used intra-Component or inter-Component when agreed to by the Components involved.

AP3.59-1 APPENDIX 3.59

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Transaction 44-46 Enter the lot/segment number of the
Lot/Number Segment transactions being reconciled;
otherwise, leave blank.
Blank 47-59 Leave blank.
Consecutive 60-66 Enter consecutive number beginning with
Transaction Number 0000001 in the first transaction to identify
each transaction in the reconciliation.
Routing Identifier 67-69 Enter RIC of the storage activity preparing
Code (FROM) the transaction.
Ownership/Purpose 70 Enter ownership or purpose code if assets
are segregated physically or on the storage
activity record; otherwise leave blank. 2
Supply Condition 71 Enter SCC of item being reconciled.
Inventory Category 72 Enter inventory category code, if prescribed
by Component managing the item;
otherwise, leave blank.
Blank 73-75 Leave blank.
Multiuse 76-78 For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
Dual Use 79-80
Multiuse (79-80) For intra-Component use, enter data
prescribed by the Component. For inter-
Component use, leave blank.
or
Subsistence Type (79) For Subsistence Items Only: Enter
of Pack subsistence type of pack code (see
MILSTRIP) for the item.
Blank (80) For Subsistence Items Only: Leave blank.

2
May be used intra-Component or inter-Component when agreed to by the Components involved.

AP3.59-2 APPENDIX 3.59

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.60. APPENDIX 3.60

TRANSACTION HISTORY REQUEST1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZJ.
Code
Routing Identifier 4-6 Enter RIC of the storage activity to which
Code (TO) the request is being forwarded.
Type of Physical 7 Enter the applicable type of physical
Inventory/Transaction inventory/transaction history code.
History
Stock or Part Number 8-22 Enter stock or part number of the item for
the history/balance being requested.
Unit of Issue 23-24 Enter UI of item.
Transaction History 25-31 Enter data specifying the period timeframe
Timeframe for which transaction history is being
requested.
(25-28) Enter transaction history start date.
(29-31) Enter the total number of prior days
transaction history required.
Blank 32-53 Leave blank.
Distribution 54-56 Enter distribution code if stocks are
segregated and maintained by codes
reflected in distribution field; otherwise,
leave blank.
Lot/Segment Number 57-59 Enter the lot/segment number for controlling
the inventory/reconciliation; otherwise,
leave blank.
Type of Media 60 Enter the code which identifies the
transaction history transmission media (see
appendix AP2.15); otherwise, leave blank.
Blank 61-66 Leave blank.

1
May be used intra-Component or inter-Component when agreed to by the Components involved.

AP3.60-1 APPENDIX 3.60

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier 67-69 Enter RIC of the activity from which the
Code (FROM) request is being forwarded.
Ownership/Purpose 70 Enter applicable ownership/purpose code
for the history/balance requested;
otherwise, leave blank.
Supply Condition 71 Enter applicable SCC for the history/
balance requested; otherwise, leave blank.
Blank 72 Leave blank.
Day of Year 73-76 Enter the ordinal date of the calendar year
(Transaction) on which the transaction is prepared.
Blank 77-80 Leave blank.

AP3.60-2 APPENDIX 3.60

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Change 13

AP3.61. APPENDIX 3.61

TRANSACTION HISTORY TRANSMITTAL1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZK.
Code
Routing Identifier 4-6 Enter RIC of the activity to which the
Code (TO) transaction is being forwarded.
Type of Physical 7 Perpetuate from the DIC DZJ Transaction
Inventory/Transaction History Request; otherwise, enter code W
History for automatic submission of transaction
history.
Other Fields 8-29 Perpetuate from source document. 2
Document Number 30-43 When record position 7 of the DIC DZJ
request is W and the storage activity has no
transactions for the stock or part number
requested for the dates specified in record
positions 25-31, but transactions are available
since the date of last location reconciliation, 8-
fill this field; when no transactions are
available for the dates specified or since the
date of last reconciliation, 9-fill this field.
When record position 7 is X and the storage
activity has no transactions for the dates
specified, 9-fill this field; otherwise, perpetuate
from the source document.
Other Fields 44-50 Perpetuate from source document.
Blank 51 Leave blank.
Fund 52-53 Perpetuate from source document.
Source Document 54-56 Enter DIC from record positions 1-3 of the
Identifier Code source document.

1
May be used intra-Component or inter-Component when agreed to by the Components involved.
2
All references to the source document relate to the document on the storage activity transaction
history file; e.g., D4_, D6_, D7_, D8_, D9_.

AP3.61-1 APPENDIX 3.61

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Lot/Segment Number 57-59 Enter the lot/segment number for controlling
the inventory/reconciliation; otherwise,
leave blank.
Contract Shipment 60-66 Perpetuate from source document.
Number
Routing Identifier 67-69 Enter RIC of the activity from which the
Code (FROM) transaction is being forwarded.
Other Fields 70 Perpetuate from source document.
Supply Condition 71 When record positions 30-43 of the DIC
DZK are 8- or 9-filled, enter the applicable
SCC; otherwise perpetuate from the source
document.
Other fields 72 Perpetuate from the source document.
Ordinal Date 73-76 Enter the date on which the source
document was entered on the storage
activity record.
Blank 77-80 Leave blank.

AP3.61-2 APPENDIX 3.61

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Change 13

AP3.62. APPENDIX 3.62

END OF DAY TRANSACTION COUNT

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZM.
Code
Routing Identifier 4-6 Enter RIC identifying the owner/manager to
Code (TO) which the transaction is being forwarded.
Type of Accountable 7 Enter 1 to identify the number of transactions
Transaction Count included in this transmission.
or
Enter 2 to identify the individual balance
affecting transaction.
Blank 8-27 Leave blank.
Accountable 28-29 Enter the first two positions of the balance
Transaction affecting transactions (D4, D6, D7, D8, D9,
Document Identifier DA, DZ). Leave blank if record position 7 is
Code equal to 1.
Accountable 30 Enter the number of transactions included in
Transaction Count this transmission. Leave blank if record
position 7 is equal to 2.
Blank 31-37 Leave blank.
Number of Balance 38-43 Enter the daily volume of balance affecting
Affecting Transactions transactions applicable to the reported DIC in
record position 28-29. Leave blank if record
position 7 is equal to 1.
Blank 44-66 Leave blank.
Routing Identifier 67-69 Enter the RIC identifying the storage activity
Code (FROM) preparing the transaction.
Date (Transaction) 70-73 Enter the ordinal day on which the transaction
took place.
Blank 74-80 Leave blank.

AP3.62-1 APPENDIX 3.62

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Change 13

AP3.63. APPENDIX 3.63

LOCATION RECONCILIATION NOTIFICATION

RECORD
POSITION(S)
FIELD LEGEND ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZN.
Code
Routing Identifier Code 4-6 Enter RIC identifying the owner/manager to
(TO) which the transaction is being forwarded.
Type of Location 7 Enter code from Appendix AP2.23 identifying
Reconciliation Request Type of Location Reconciliation Request.
Number of DIC DZH 8-14 Actual number of DIC DZH requests to be
Transactions to be transmitted, e.g., 0000151.
Transmitted
Date (Cutoff) 15-18 Enter the date for location reconciliation. The
last digit of the calendar is entered in record
position 15 and the day of the year is entered
in record positions 16-18; e.g., 2027 is Jan
27, 2002.
Routing Identifier Code 19-21 Enter RIC identifying the storage activity
(FROM) preparing the transaction.
Type of Media 22 Enter type of media code from Appendix
AP2.15 identifying medium used to transmit
the transactions.
Blank 23-80 Leave blank.

AP3.63-1 APPENDIX 3.63

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP3.64. APPENDIX 3.64

LOCATION RECONCILIATION HISTORY
NOTIFICATION

RECORD
POSITION(S)
FIELD LEGEND ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC DZP.
Code
Routing Identifier Code 4-6 Enter the RIC identifying the
(TO) owner/manager to which the transaction is
being forwarded.
Type of Location 7 Enter code from Appendix AP2.23
Reconciliation Request identifying Type of Location Reconciliation
Request.
Number of DIC DZK 8-14 Actual number of DIC DZK requests to be
Transactions to be transmitted, e.g., 0000151.
Transmitted
Date (Cutoff) 15-18 Enter the date for location reconciliation.
The last digit of the calendar is entered in
record position 15 and the day of the year
is entered in record positions 16-18; e.g.,
2029 is Jan 29, 2002.
Routing Identifier Code 19-21 Enter the RIC identifying the storage
(FROM) activity preparing the transaction.
Type of Media 22 Enter type of media code from Appendix
AP2.15 identifying medium used to
transmit the transactions.
Blank 23-80 Leave blank.

AP3.64-1 APPENDIX 3.64

 DLM 4000.25, Volume 2, June 16, 2015
Change 5

AP4. APPENDIX 4
RESERVED

AP4-1 APPENDIX 4
 DLM 4000.25, Volume 2, June 16, 2015
Change 5

AP5. APPENDIX 5
RESERVED

AP5-1 APPENDIX 5
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP6. APPENDIX 6
FORMS/MESSAGE FORMATS INDEX

Number Title

AP6. FORMS/MESSAGE FORMATS INDEX

AP6.1. FORMS/MESSAGE FORMATS INTRODUCTION

DD FORM 1348, DOD SINGLE LINE ITEM REQUISITION SYSTEM DOCUMENT

AP6.2. (MANUAL)
DD FORM 1348M, DOD SINGLE LINE ITEM REQUISITION SYSTEM DOCUMENT
AP6.3. (MECHANICAL)

AP6.4. DD FORM 1348-5, NOTICE OF AVAILABILITY/SHIPMENT

STANDARD FORM 344, MULTIUSE STANDARD REQUISITIONING/ISSUE SYSTEM
AP6.5. DOCUMENT
DD FORM 1348-6, DOD SINGLE LINE ITEM REQUISITION SYSTEM DOCUMENT
AP6.6. (MANUAL-LONG FORM)

AP6.7. RESERVED

AP6.8. MILSTRIP MESSAGE REQUISITION

AP6.9. MILSTRIP MESSAGE FOLLOW-UP

AP6.10. MILSTRIP MESSAGE SUPPLY ASSISTANCE REQUEST

AP6.11. ABBREVIATED MILSTRIP MESSAGE SUPPLY STATUS

AP6.12. ABBREVIATED MILSTRIP MESSAGE SHIPMENT STATUS

AP6.13. MILSTRIP PART NUMBER/NON-NSN MESSAGE REQUISITION

AP6.14. RESERVED

AP6.15. MESSAGE REQUEST FOR SPECIAL MATERIEL OBLIGATION VALIDATION

AP6.16. MESSAGE REPLY TO SPECIAL MATERIEL OBLIGATION VALIDATION REQUEST

REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND GRANT AID
AP6.17. TRANSACTIONS) (FROM SOURCE OF SUPPLY TO ILCO)
FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND
AP6.18. GRANT AID TRANSACTIONS) (FROM SOURCE OF SUPPLY TO ILCO)
REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND GRANT AID
AP6.19. TRANSACTIONS) (FROM ILCO TO SAOs)
FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND
AP6.20. GRANT AID TRANSACTIONS) (FROM ILCO TO SAOs)

AP6-1 APPENDIX 6
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Change 13

Number Title
AP6.21. REPORT OF VALIDATION OF MATERIEL OBLIGATIONS

AP6.22. ABBREVIATED MESSAGE ASSET REPORT, ETC. (MATERIEL RETURNS PROGRAM)

AP6.23. MASS OR UNIVERSAL CANCELLATION MESSAGE

DEFENSE LOGISTICS MANAGEMENT STANDARDS/LEGACY MILSTRIP REVISION
AP6.24. IMPLEMENTATION REPORT
ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED FORM WITH LOGMARS
AP6.25. BAR CODING

AP6.26. RESERVED
ISSUE RELEASE/RECEIPT DOCUMENT PREPRINTED FORM WITHOUT LOGMARS
AP6.27. BAR CODING DATA

AP6.28. RESERVED
ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED FORM WITH LOGMARS
AP6.29. BAR CODING FOREIGN MILITARY SALES

AP6.30. RESERVED

AP6.31. ISSUE RELEASE/RECEIPT DOCUMENT WITH ADDRESS LABEL

MESSAGE REQUEST FORM DEFENSE AUTOMATIC ADDRESSING SYSTEM

AP6.32. MATERIEL OBLIGATION VALIDATION RESPONSE

AP6.33. QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES FIELD OFFICE REPORT

AP6.34. UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT REPORT

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (DD FORM 1348-1A) WITH CODE 39

AP6.35. (THREE OF NINE) BAR CODES AND PDF417 TWO-DIMENSIONAL (2D) BAR CODE
ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (DD FORM 1348-1A or DD Form 1348-2)
AP6.36 CONTINUATION PAGE
TEMPLATES FOR PROJECT CODE MANAGEMENT SYSTEM GENERATED PROJECT
AP6.37 CODE DISSEMINATION NOTICES
APPOINTMENT LETTER TEMPLATE FOR SERVICE/AGENCY PROJECT CODE
AP6.38 REPRESENTATIVE

AP6-2 APPENDIX 6
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AP6.1. APPENDIX 6.1

FORMS/MESSAGE FORMATS
(INTRODUCTION)
AP 1.1.1. Requisitions may be transmitted using the CJCSI 5721.01E, The Defense
Message System1 and Associated Legacy Message Processing Systems,
requirements. DLM 4000.25, Volume 1, describes methods used to transmit and
receive requisition and requisition-related transactions. In addition, the specific forms
and message formats 2 prescribed for use under MILSTRIP are described below.

AP6.1.2. MILSTRIP Message Requisition (AP6.8.) and Abbreviated MILSTRIP

Message Supply Status (AP6.11)

AP6.1.2.1. The first line in the body of the message will contain the words
“MILSTRIP REQUISITION.” Thereafter, each requisition will be numbered,
commencing with number 1, and the first 66 positions of data (except for dividing
slashes (/)) will be inserted. The basic requisition will consist of 18 separated field-
lengths of data.

AP6.1.2.2. Below is a sample message requisition segmented and explained.

AP6.1.2.2.1. First Line: A0E/(DIC); XYS/(RIC); S/(M&S);

1224005123456/(stock or part number); EA/(unit of issue); 00015(quantity);
ZY1234/(requisitioner); 1150/(ordinal date); 0112/(serial number); R/(demand);
BLNK/(SUPADD); A/(signal). 3

AP6.1.2.2.2. Second Line: 19/(fund); 089/(distribution); BLNK/(project);

03/(PD); 154 (RDD); 2B/(advice). 4

AP6.1.2.3. Part number requisitions converted to message format are

illustrated in AP6.13.

AP6.1.3. MILSTRIP Message Follow-Up (AP6.9.).

AP6.1.3.1. Follow-up on requisitions may be transmitted electronically in the form

of a formatted message or a narrative message when requesting status and improved
estimated shipping date (ESD), under Volume 2, Chapter 4.

CJCS Directives Home Page – https://www.jcs.mil/library

1

2
Narrative messages shall only be used on an exception basis. When used, each transmission shall be
limited to a maximum of seven transactions or the contents of a single page, whichever is greater.
When an element of data is not available, the field shall be recognized and entered as “BLNK.”
3

Ibid.
4

AP6.1-1 APPENDIX 6.1

 DLM 4000.25, Volume 2, November 26, 2019
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AP6.1.3.2. The first line in the body of the message will contain the words
“MILSTRIP FOLLOW-UPS.” When requesting normal status, DICs AF1, AF2, and AF3
apply. When requesting an improved ESD, DIC AFC applies. Exception data, and
additional wording will be omitted unless DIC AT_ is used. The DIC dictates action to
be taken by the supply source, under Volume 2, Chapter C4, and added comments or
requests are not applicable since the narrative message is no more than one of the
media of communications for submitting follow-ups.

AP6.1.3.3. Below is a sample narrative follow-up message segmented and

explained:

AP6.1.3.3.1. First Line: AT5/(DIC); S/(M&S); 8305001234567/(stock or part

number); EA/(unit of issue); 00040/(quantity); XTZ456/(requisitioner); 1250/(ordinal
date); 0111/(serial number); R/(demand); BLNK/(SUPADD). 5

AP6.1.3.3.2. Second Line: 12/(fund code); 089/(distribution code);

BLNK/(project code); 02/(PD); 154/(RDD); 2B/(advice). 6

AP6.1.4. Request for Supply Assistance. Requests for Supply Assistance are
described under Volume 2, Chapter 4 and illustrated in AP6.10. Paragraphs AP6.3.2
and AP6.3.3., above, also apply, except DIC AFC will always be used. This will ensure
manual review and reply using Volume 2, Chapters 4 and 5.

AP6.1.5. Message Cancellation

AP6.1.5.1. Cancellation of a requisition may be transmitted electronically in the

form of a narrative message 7 under Volume 2, Chapters 1 and 4.

AP6.1.5.2. The first line is the body of the message will contain the words
“MILSTRIP CANCELLATION.” Exception data, remarks, and additional verbiage will be
omitted.

AP6.1.5.2.1. First Line: AC1/(DIC); FMI/(R); 2/(M&S);

8305001234567/(stock or part number); EA/(unit of issue); 00040/(quantity);
FB2300/(requisitioner); 6265/(ordinal date); 0111/(serial number); R/)demand code);
BLNK/(SUPADD); A/(signal). 8

AP6.1.5.2.2. Second Line: 12/(fund); 089/(distribution); BLNK/(project);

02/(PD); 354/(RDD); BLNK/(advice). 9

Ibid.
5

Ibid.
6

7
Narrative messages shall only be used on an exception basis. When used, each transmission shall be
limited to a maximum of seven transactions or the contents of a single page, whichever is greater.
8
When an element of data is not available, the field shall be recognized and entered as “BLNK.”.
9
Ibid.

AP6.1-2 APPENDIX 6.1

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AP6.1.6. Abbreviated Message Documents (AP6.11 and AP6.12)

AP6.1.6.1. Abbreviated message formats are provided for MILSTRIP follow-ups

(DIC AF_ series only), cancellations, supply status, and shipment status, respectively.
Use of these documents will be at the option of the individual Service/Sgency (S/A).
Use between S/As will be based upon agreement between the S/As.

AP6.1.6.2. Abbreviated message follow-up (DIC AF_ only) and cancellation

documents will be initiated only by those activities with capability to prepare machine-
readable documents for transmission by the Defense Message System (DMS). 10

AP6.1.6.3. When abbreviated messages are used, each message will be limited
to a maximum of seven items or the contents of a single page, whichever is greater.

AP6.1.6.4. The first line in the body of the message will contain the words
ABBREVIATED MILSTRIP FOLLOW-UP, CANCELLATIONS, SUPPLY STATUS, OR
SHIPMENT STATUS, as applicable. Thereafter, number each line item, commencing
with number 1. Insert slashes (/) or other appropriate marks between each code and/or
data element as depicted in AP6.11 and AP6.12. The authorized data elements 11 and
code entries for abbreviated messages are as follows:

AP6.1.6.4.1. Follow-Ups and Cancellation Requests (No Supply Status

Received)

AP6.1.6.4.1.1. Document Identifier Code (DIC)

AP6.1.6.4.1.2. Routing Identifier Code (RIC) (To)

AP6.1.6.4.1.3. Stock or Part Number

AP6.1.6.4.1.4. Unit of Issue

AP6.1.6.4.1.5. Quantity

AP6.1.6.4.1.6. Requisition Document Number

AP6.1.6.4.1.7. Distribution, when applicable; otherwise, leave blank.

AP6.1.6.4.1.8. Priority Designator

AP6.1.6.4.2. Follow-Ups and Cancellation Requests (Supply Status

Received)

AP6.1.6.4.2.1. Document Identifier Code

10
CJCS Directives Home Page – https://www.jcs.mil/library.
11
When an element of data is not available, the field shall be recognized and entered as “BLNK.”.

AP6.1-3 APPENDIX 6.1

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AP6.1.6.4.2.2. Routing Identifier Code (To)

AP6.1.6.4.2.3. Stock or Part Number

AP6.1.6.4.2.4. Unit of Issue

AP6.1.6.4.2.5. Quantity

AP6.1.6.4.2.6. Requisition Document Number

AP6.1.6.4.2.7. Suffix, when applicable; otherwise, leave blank.

AP6.1.6.4.2.8. Status

AP6.1.6.4.2.9. Distribution, when applicable; otherwise, leave blank.

AP6.1.6.4.2.10. Priority Designator

AP6.1.6.4.3. Supply Status

AP6.1.6.4.3.1. Document Identifier Code

AP6.1.6.4.3.2. Stock or Part Number

AP6.1.6.4.3.3. Unit of Issue

AP6.1.6.4.3.4. Quantity

AP6.1.6.4.3.5. Requisition Document Number

AP6.1.6.4.3.6. Suffix, when applicable; otherwise, leave blank.

AP6.1.6.4.3.7. Priority Designator

AP6.1.6.4.3.8. Status

AP6.1.6.4.3.9. Estimated Shipping Date

AP6.1.6.4.4. Shipment Status

AP6.1.6.4.4.1. Document Number Code

AP6.1.6.4.4.2. Quantity

AP6.1.6.4.4.3. Requisition Document Number

AP6.1.6.4.4.4. Suffix, when applicable; otherwise, leave blank.

AP6.1.6.4.4.5. Date Shipped or Estimated Shipping Date

AP6.1-4 APPENDIX 6.1

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AP6.1.6.4.4.6. Priority Designator

AP6.1.6.4.4.7. Transportation Control Number (TCN).

AP6.1.6.4.4.8. Mode-of-Shipment

AP6.1.6.4.4.9. If available, any of the following may also be provided:

GBL Number, Registered Parcel Post Number, or other shipment number.

AP6.1.6.5. Materiel Obligation Validation Form Letters and Messages. Form

letter requests, followup requests, message requests, and replies are provided in
AP6.15 through AP6.20 and AP6.32 for use in connection with Materiel Obligation
Validation (MOV) procedures under Chapter C8.

AP6.1.6.6. DD Form 1348-1A, Issue Release/Receipt Document (AP6.25,

AP6.27, AP6.29, AP6.31, and AP6.35).

AP6.1.6.6.1. Non-Preprinted Issue Release/Receipt Document. A single line

item, single part form produced on plain stock paper (see example, AP6.25). The size
may vary within a range of 7-3/4 to 9 inches long (side to side) and 4 to 5 inches high
(top to bottom) (see Chapter 29). Data to be entered in the data blocks are shown in
Appendices 8.48 and 8.49. Blocks 24, 25, and 26 must contain bar coded data except
for DLA Disposition Services Field Office documents. DLA Disposition Services Field
Office documents will not contain bar coding in Block 26. Block 27 must contain a two-
dimensional (2D) bar code (Portable Data File (PDF) 417) encompassing the linear bar
code data elements plus additional elements to improve automated information
technology (AIT) efficiencies and to facilitate item unique identification (IUID) when
applicable.

AP6.1.6.6.2. The Issue Release/Receipt Document data elements,

configuration and locations are as follows:

DATA ELEMENT NAME LENGTH RECORD POSITION(S)

Document Identification Code 3 1-3

Routing Identifier Code 3 4-6
(From)
Media and Status 1 7
Unit of Issue 2 23-24
Quantity 5 25-29
Service 1 45
Supplementary Address 5 46-50
Signal 1 51

AP6.1-5 APPENDIX 6.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

DATA ELEMENT NAME LENGTH RECORD POSITION(S)

Fund 2 52-53
Distribution 3 54-56
Project 3 57-59
Priority 2 60-61
Required Delivery Date 3 62-64
Advice 2 65-66
Routing Identifier 3 67-69
Ownership/Purpose 1 70
Condition 1 71
Management 1 72
Multi Use 1 73
Unit Price 12 7 74-80

BLOCK SIZE/ BLOCK

BLOCK ELEMENT NAME NO. OF CHARACTERS NUMBER
Total Price 12 13 1
Ship-From 10 2
Ship-To 9 3
14
Mark-For 24 4
Doc Date 5 5
NMFC 9 6
Freight Rate 8 7
Type Cargo 10 8

12
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size
shall reflect the unit price as 9 digits for dollars and 2 digits for cents. Refer to ADC 221.
13
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size
shall reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available
space for display on the printed form, the generating application may leave blank. Refer to ADC 221.
14
Maximum length is 24 positions: Mark-for clear text (with no DoDAAC or RIC) displays on DoD
shipment documents as two lines of 12 characters each. If text is combined with a DoDAAC, up to 17
clear text characters are allowed. If text is combined with a RIC, up to 20 clear text characters is
allowed. Insert a slash (/)during printing of shipment documentation to separate the DoDAAC or RIC
from clear text; do not perpetuate the slash (/) in the DLMS transaction. Refer to ADC 1009A.

AP6.1-6 APPENDIX 6.1

 DLM 4000.25, Volume 2, November 26, 2019
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BLOCK SIZE/ BLOCK

BLOCK ELEMENT NAME NO. OF CHARACTERS NUMBER
Physical Security 4 9
Quantity 7 10
Unit Pack 3 11
Unit Weight 10 12
Unit Cube 7 13
UFC 6 14
Shelf Life 3 15
Freight Classification 36 16
Nomenclature
Item Nomenclature 36 17
Type Container 5 18
No. of Containers 8 19
Total Weight 13 20
Total Cube 10 21
Received By 26 22
Date Received 10 23
Document Number and Suffix 44 24
(30-44)
National Stock Number and 44 25
Additional (8-22)
For other than Security Variable 26
Assistance:
RIC (4-6) UI (23-24) QTY (25-
29) COND Code (71) Dist (55-
56) UP (74-80) 15
If Security Assistance:
RIC (4-6), UI (23-24), QTY
(25-29), COND (71), UP (74-
80) 16, SUPPADD (45, 48-50)

15
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. Refer to ADC 221.
16
Ibid

AP6.1-7 APPENDIX 6.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK SIZE/ BLOCK

BLOCK ELEMENT NAME NO. OF CHARACTERS NUMBER
Additional Data Variable 27
For shipments of GFP, include
the GFP contract number (and
call order number when
provided). This includes
shipments from DOD to
contractors and contractor
shipment of GFP to DOD
activities. The contract
number will be prefaced by
“GFP” to clarify the usage.
Perpetuate the customer’s PO number value: 10-13 characters
internal purchase order (PO)
number when provided on the
release order 17.
For FMS repair/return and Repair value: up to 9 digits dollars followed by
repair/replace items, include period and 2 digits cents
the estimated or actual unit
cost of the repair service per
Appendix 8.48. 18

17
Refer to ADC 473A
18
Refer to ADC 1031

AP6.1-8 APPENDIX 6.1

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BLOCK SIZE/ BLOCK

BLOCK ELEMENT NAME NO. OF CHARACTERS NUMBER
For IUID to support UIT/ Field size and characteristics of item unique
serialized item management, identification data content and specific policy
include the following: 19 guidance is available at:
Unique Item Identifier and/or http://www.acq.osd.mil/dpap/pdi/uid/index.html
Serial Number
The following additional data
elements may be included in
support of IUID:
Manufacturer’s CAGE, Current
Part Number, Batch/Lot
Clear text labeling of IUID
information must be provided
using the following acronyms:
CAGE, P/N, BT/LT, S/N, and
UII.

AP6.1.6.6.3. The Issue Release/Receipt Document is used as:

AP6.1.6.3.1. An issue document from distribution point to consignee

resulting from a requisition.

AP6.1.6.3.2. A release document for retrograde materiel or inter base

(post, camp, station, etc.) movements.

AP6.1.6.3.3. A materiel return document from base to depot.

AP6.1.6.3.4. A receipt document by the consignee

AP6.1.6.3.5. Disposal turn-in document.

AP6.1.6.3.6. Local requisition on DLA Disposition Services Field Office.

AP6.1.6.6.4. The Issue Release/Receipt Document is designed to

accommodate the various elements of data used by any of the Services as source
information for preparing other documentation. The document enables supply sources
to use a single method of documentation for all requisitions and provide a standard

19
Capability to support IUID data content within the PDF 417 2D bar code has been approved for
staggered and phased implementation under ADC 44B and ADC 399/ADC 399A. Components have not
reported implementation at this time.

AP6.1-9 APPENDIX 6.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
receiving document that will accommodate both manual and automated requisitioners
and consignees.

AP6.1.7. DD Form 1348-2, Issue Release/Receipt Document with Address Label

(AP6.31)

AP6.1.7.1. The Service/Agencies have the option to stock or print the DD Form
1348-2. The DD Form 1348-2 configuration is a DD Form 1348-1A with a perforated
address label attached to the outer right edge. The length of the DD Form 1348-2 is 13
inches. The DD Form 1348-2 may be configured for printing as continuous forms. For
continuous forms configuration, pin-fed strips of one-half inch on each side may be
added. The length of the DD Form 1348-2 with pin-fed strip will not exceed 14 inches.
The address label dimensions of the DD Form 1348-2 are 4-1/4 inches long and 5-1/2
inches high. Use of the address label with preprinted postage data is only authorized
for shipments by the U.S. Postal Service. The address label will contain the following
elements.

AP6.1.7.1.1. Postage Data

AP6.1.7.1.2. TCN Data

AP6.1.7.1.3. Weight Data

AP6.1.7.1.4. Type Service Data

AP6.1.7.1.5. From Data

AP6.1.7.1.6. Ship-to Data

AP 1.1.7.2. Data will be entered on the address label as follows:

AP6.1.7.2.1. Postage Data. A shipment through the U.S.P.S. must contain

the following phrase, “OFFICIAL BUSINESS.” This phrase will be printed on the
bottom line of the postage block.

AP6.1.7.2.2. Transportation Control Number. Enter the TCN applicable to

the shipment.

AP6.1.7.2.3. Weight. Enter the weight of the item being shipped.

AP6.1.7.2.4. Type Service. Enter the appropriate type of delivery service;

for example, first-class-priority, express mail, and Military Official Mail (MOM).

AP6.1-10 APPENDIX 6.1

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AP6.1.7.2.5. Ship-to. Enter the applicable in-the-clear address of the activity
that is to receive the shipment. If mark-for data is required, enter the mark-for data
above the city/state/zip code data. If the Port of Embarkation (POE) is required, enter
the POE in this block.

AP6.1.8. IRRD (DD Form 1348-1A or DD Form 1348-2) Continuation Page. This is a
mandatory document for serialized Item shipments containing machine readable bar
codes for the encoded content information to include the serial numbers, unique item
identifiers (UIIs), and batch/lot numbers as required for tracking under a UIT program or
in support of DoD policy for the application of IUID in supply processes. The
continuation page is intended to expedite supply and distribution processes by
providing a means to automate the capture of data using automatic identification
technology (AIT) devices. The continuation page is free form. The data elements and
preferred format are shown in AP6.36.

AP6.1-11 APPENDIX 6.1

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AP6.2. APPENDIX 6.2

DD FORM 1348, DOD SINGLE LINE ITEM REQUISITION
SYSTEM DOCUMENT (MANUAL)

SAMPLE

AP6.2-1 APPENDIX 6.2

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AP6.3. APPENDIX 6.3

DD FORM 1348m, DOD SINGLE LINE ITEM
REQUISITION SYSTEM DOCUMENT (MECHANICAL)

AP6.3-1 APPENDIX 6.3

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AP6.4. APPENDIX 6.4

DD FORM 1348-5,
NOTICE OF AVAILABILITY/SHIPMENT

SAMPLE

AP6.4-1 APPENDIX 6.4

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AP6.5. APPENDIX 6.5

STANDARD FORM 344, MULTIUSE STANDARD
REQUISITIONING/ISSUE SYSTEM DOCUMENT

SAMPLE

AP6.5-1 APPENDIX 6.5

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AP6.6. APPENDIX 6.6

DD FORM 1348-6
DOD SINGLE LINE ITEM REQUISITION SYSTEM
DOCUMENT (MANUAL-LONG FORM)

SAMPLE

AP6.6-1 APPENDIX 6.6

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INSTRUCTIONS FOR IDENTIFICATION OF DATA BLOCKS

FIELD LEGEND BLOCK ENTRY AND INSTRUCTIONS
NUMBER
Manufacturer’s Code 1 Enter the item contractor and Government
and Part Number entity (CAGE) code when available, first,
followed by the complete part number when
the part number exceeds 10 digits.
Manufacturer’s Name 2 Enter the manufacturer’s name and address
(including Zip Code, if known) when the
CAGE is not available.
Manufacturer’s Catalog 3 Enter the manufacturer’s catalog
Identification identification number when available.
Date 4 Enter the date of the publication in calendar
date format (YYMMDD).
Technical Order Number 5 Enter the applicable order number in which
the requested item may be defined.
Technical Manual 6 Enter the applicable technical manual
Number number in which the requested item may be
defined.
Name of Item Requested 7 Enter the appropriate name of item
requested.
Description of Item 8 Enter the description of item requested and,
Requested if necessary, attach exhibits or pictures.
Color 8a Enter the color of item requested, if
applicable.
Size 8b Enter the size of item requested, if
applicable.
End Item Applicable 9 Enter the name of the applicable end item for
which the requested item applies. Entry
should cite NSN and/or nomenclature. If
application is unknown, enter unknown.
Supply Source 9a Enter the supply source of the applicable
end item, if known.
Make 9b Enter the manufacturer’s make of the
applicable end item, if known.
Model Number 9c Enter the manufacturer’s model number of
the applicable end item, if known.

AP6.6-2 APPENDIX 6.6

 DLM 4000.25, Volume 2, November 26, 2019
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FIELD LEGEND BLOCK ENTRY AND INSTRUCTIONS

NUMBER
Series 9d Enter the manufacturer’s series number of
the applicable end item, if known.
Serial Number 9e Enter the serial number of the end item, if
known. If UII is available, enter in Block 11
(prefixed with “UII”).
Requisitioner 10 Enter the requisitioner’s clear-text name,
commercial or DSN number, and address
including ZIP code.
Remarks 11 Enter any additional information which will
assist the supply source to obtain the correct
item.

AP6.6-3 APPENDIX 6.6

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP6.7. APPENDIX 6.7

RESERVED

AP6.7-1 APPENDIX 6.7

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Change 13

AP6.8. APPENDIX 6.8

MILSTRIP MESSAGE REQUISITION

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP REQUISITIONS:

1.
A0A/FMI/2/8305001234567/EA00040/FB2300/1150/0111/R/BLNK/A/12/089/BLNK/02/
154/2B

2.
A0A/FMI/B/8305002345678/EA/00001/FB2300/1150/0112/N/BLNK/A/19/089/BLNK/03/
154/BLNK

3.
A0E/FMI/B/1234005123456/EA/00015/FB2300/1150/0113/R/BLNK/A/19/089/BLNK/03/
154/BLNK

{NOTE: SEE CHAPTER 2, PARAGRAPH A FOR TYPE OF EXCEPTION TO BE

ENTERED}

4.
A0A/FMI/B/8310002345678/EA/00011/FB2300/1150/0114/R/BLNK/A/14/089/BLNK/02/
155/BLNK

SAMPLE

AP6.8-1 APPENDIX 6.8

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Change 13

AP6.9. APPENDIX 6.9

MILSTRIP MESSAGE FOLLOW-UP
FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP FOLLOW-UPS:

1. AF1/FMI/2/8305001234567/EA/00040/FB2300/1250/0111/R/BLNK/A/12/089/BLNK/
02/154/2B

2. ATE/FMI/B/8310002345678/EA/00010/FB2300/1250/0114/R/BLNK/A/14/089/BLNK/
02/155/BLNK

3. AFC/FMI/0/8310002345679/EA/00010/FB2300/1250/0115/R/BLNK/A/15/089/BLNK/
02/156/BLNK

NOTE: EXCEPTION DATA WILL BE OMITTED FROM AF_ SERIES FOLLOW-UPS

AT5 OR ATE FOLLOWUPS WILL REPEAT THE EXCEPTION DATA FROM THE
ORIGINAL A05 OR A0E REQUISITION.

SAMPLE

AP6.9-1 APPENDIX 6.9

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AP6.10. APPENDIX 6.10

MILSTRIP MESSAGE SUPPLY ASSISTANCE
REQUEST
FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

INFO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP SUPPLY ASSISTANCE REQUEST

1. THIS COMMAND IS EXPERIENCING SERIOUS PROBLEMS DUE TO LACK OF

ITEM(S) SHOWN BELOW. REQUEST AGGRESSIVE ACTION TO ACCELERATE
DELIVERY AND IMPROVE ESD.

DOC NO. W/SUFFIX NSN

FB2300/1152/0111/0 8305-01-123-4567

2. SUBSTITUTES. LIST ALL KNOWN AND ACCEPTABLE SUBSTITUTE NSNs OR

PART NUMBERS. IF NONE, SO STATE.

3. NEXT HIGHER ASSEMLY. IF NONE, SO STATE

4. LATERAL SUPPORT. LIST ANY ACTIVITIES CONTACTED IN AN ATTEMPT TO

OBTAIN ITEM THROUGH LATERAL SUPPORT AND/OR KNOWN ACTIVITIES
USING SAME END ITEM OF WEAPONS SYSTEM. IF NONE, SO STATE.

5. KNOWN SOURCE. LIST ANY KNOWN SOURCES FOR THE ITEM TO INCLUDE
NAME, MAILING ADDRESS, AND TELEPHONE NUMBER (IF KNOWN). IF NONE,
SO STATE.

6. MISSION IMPACT STATEMENT. INCLUDE END ITEM DESCRIPTION, WEAPON

SYSTEM APPLICATION. INDICATE MISSION DEGRADATION CREATED BY LACK
OF ITEM(S) OR STATEMENT “A CLASSIFIED NMCS CONDITION EXISTS DUE TO
LACK OF REQUIRED ASSTETS.”

7. REMARKS. INCLUDE ADDITIONAL PERTINENT DATA NOT COVERED ABOVE.

SAMPLE

AP6.10-1 APPENDIX 6.10

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AP6.11. APPENDIX 6.11

ABBREVIATED MILSTRIP MESSAGE SUPPLY
STATUS
FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: ABBREVIATED MILSTRIP SUPPLY STATUS

1. AE1/8305001234567/EA/00040/FB2300/1215/0001/BLNK/02/BB/3015

2. AE1/8310002345678/EA/00012/FB2300/1259/0014/B/02/BV/2283

SAMPLE

AP6.11-1 APPENDIX 6.11

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AP6.12. APPENDIX 6.12

ABBREVIATED MILSTRIP MESSAGE SHIPMENT
STATUS
FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: ABBREVIATED MILSTRIP SHIPMENT STATUS

1. AS1/00040/FB5249/1165/0001/BLNK/036/02/FB524911650001XXX/B

2. AS1/00012/FB5294/1165/0003/A/C44/02/FB529411650003XXX/B

SAMPLE

AP6.12-1 APPENDIX 6.12

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AP6.13. APPENDIX 6.13

MILSTRIP PART NUMBER/NON-NSN MESSAGE
REQUISITION
FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP REQUISITIONS

1. A0E/FHZ/2/350451234567899/EA/00040/FB2300/0150/0111/R/BLNK/A/12/089/BLNK/02/
154/29

• INDENTIFICATION DATA {INCLUDE ONLY APPLICABLE INFORMATION,

PRESERVING THE ALPHA DESIGNATOR.}

A. CAGE CODE AND PART NUMBER <USE TOTAL CAGE CODE AND PART NUMBER
WHEN TOO LARGE FOR RP 8-22\ WHEN PLACED HERE LEAVE RP 8-22 BLANK>.
B. MFG. NAME
C. MFG. CAT. AND DATE
D. TECH. ORD. NO.
E. TECH.MAN.NO.
F. END ITEM APPL.
G. NAME/DESCRIPTION
H. MAKE
I. MODEL NO.
J. SERIES
K. SERIAL NO.
L. COLOR
M. SIZE

REMARKS: WHEN ADDITIONAL DATA NOT COVERED ABOVE, IS FURNISHED.

SAMPLE

AP6.13-1 APPENDIX 6.13

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AP6.14. APPENDIX 6.14

RESERVED

AP6.14-1 APPENDIX 6.14

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AP6.15 APPENDIX 6.15

MESSAGE REQUEST FOR SPECIAL
MATERIEL OBLIGATION VALIDATION
FROM: {INSERT ADDRESS OF INITIATOR}

TO: {INSERT ADDRESSEE}

SUBJECT: MILSTRIP SPECIAL MATERIEL OBLIGATION VALIDATION REQUEST

1. REQUEST SPECIAL RECONCILIATION AND VALIDATION OF NEED FOR ITEM

HELD AS MATERIEL OBLIGATION AT THIS ACTIVITY.

A. DOCUMENT NUMBER {ENTER REQUISITION NUMBER}.

B. STOCK OR PART NO. {ENTER NUMBER BEING REVIEWED}.

C. QUANTITY {ENTER QUANTITY ON BACKORDER}.

D. PD {ENTER PRIORITY DESIGNATOR OF REQUISITION}.

E. SHIP TO {IF OTHER THAN ADDRESSEE, ENTER DODAAC}.

2. REQUEST REPLY BY {ENTER A DATE 15 DAYS BEYOND THE DATE OF THIS

REQUEST} INDICATING QUANTITY TO BE RETAINED AS A MATERIEL
OBLIGATION. IF REPLY IS NOT RECEIVED BY THIS DATE, THE OBLIGATION
QUANTITY WILL BE CANCELED.

SAMPLE

AP6.15-1 APPENDIX 6.15

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AP6.16. APPENDIX 6.16

MESSAGE REPLY TO SPECIAL
MATERIEL OBLIGATION VALIDATION REQUEST
FROM: {INSERT ADDRESS OF INITIATOR}

TO: {INSERT ADDRESSEE}

SUBJECT: REPLY TO MILSTRIP SPECIAL MATERIEL OBLIGATION VALIDATION

REQUEST

1. THIS IS IN REPLY TO YOUR MESSAGE ON {INSERT DATE OF REQUEST}

REQUESTING SPECIAL VALIDATION OF NEED FOR ITEM HELD AS A MATERIEL
OBLIGATION.

A. DOCUMENT NUMBER {ENTER REQUISITION NUMBER}.

B. STOCK OR PART NO. {ENTER APPLICABLE NUMBER}.

C. QUANTITY {ENTER QUANTITY STILL REQUIRED OR “NONE”}.

2. A QUANTITY OF: _____________ HAS BEEN RECEIVED PRIOR TO

PREPARATION OF THIS VALIDATION RESPONSE.

SAMPLE

NOTE: Paragraph 2 above shall be omitted if none of the items have been received.

AP6.16-1 APPENDIX 6.16

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AP6.17. APPENDIX 6.17

REQUEST FOR VALIDATION OF MATERIEL
OBLIGATIONS (FMS AND GRANT AID
TRANSACTIONS)
(FROM SOURCE OF SUPPLY TO ILCO)

FROM: (Insert the official clear-text name and address of the initiating activity
and its assigned activity address code (AAC).)
TO: (Insert the official clear-text name and address, including the AAC of the
ILCO to receive the Validation Request Documents.)
SUBJECT: Request for Validation of Materiel Obligations

AP6.17.1. Enclosed are (enter quantity) MOV Request documents (enter a listing of
the documents or strike out if not applicable). Each of the enclosed validation
requests, pertaining to FMS and Grant Aid transactions, reflects quantities of the items
indicated held as materiel obligations at this installation as of (enter cutoff date) and for
which the requisitions are aged 180 days or more past the requisitions document
number date. The validation requests are submitted to your activity using the code
contained in record position 54 of the original requisition document.

AP6.17.2. It is required that the item indicated by each validation request be reconciled
with your records. It is also required that each enclosed MOV request be reviewed by
the appropriate country Security Assistance office (SAO) to determine the continuing
need for the item and quantity shown. An AP_ response document is required for each
item contained with the validation request, enclosed/listed, to indicate the desirability
for continuation or cancellation of the requirement.

AP6.17.3. Acknowledge the receipt of the enclosed validation request by inserting the
date and signature below and return the correspondence to this installation.

Enclosures
MOV Request documents
Listing of Request documents (if applicable)

AP6.17-1 APPENDIX 6.17

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
_____________________________________________________________________

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above validation request documents were received

_____________________________
(Date)

________________________
(Signature)

DO NOT DETACH

AP6.17-2 APPENDIX 6.17

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AP6.18. APPENDIX 6.18

FOLLOW-UP REQUEST FOR VALIDATION OF
MATERIEL OBLIGATIONS
(FMS AND GRANT AID TRANSACTIONS)
(FROM SOURCE OF SUPPLY TO ILCO)

FROM: (Insert the official clear-text name and address of the initiating activity
and its assigned Activity Address Code (AAC).)
TO: (Insert the official clear-text name and address, including the AAC of the
International Logistics Control Office (ILCO) to receive the MOV
Request documents.)
SUBJECT: Request for Validation of Materiel Obligations

AP6.18.1. The referenced letter forwarded (enter quantity) MOV Request documents,
pertaining to FMS and Grant Aid transactions, and requested that receipt be
acknowledged. This activity has no record of receipt of the requested acknowledgment
nor any response to the validation requests. Enclosed are duplicates/triplicates (strike
out one) of the (enter quantity) MOV Request documents and a listing of these
documents (strike out if not applicable).

AP6.18.2. It is required that the item indicated by each validation request be reconciled
with your records. It is also required that each enclosed validation request be reviewed
by the appropriate country Security Assistance office (SAO) to determine the continuing
need for the item and quantity shown. A response is required for each validation
request to indicate the desirability for continuation or cancellation of the requirement.

AP6.18.3. Acknowledge receipt of the enclosed MOV Request documents by inserting

the date and signature below and returning the correspondence to this installation.

Enclosures
MOV Request documents
Listing of Request documents (as applicable)

AP6AP6.18-1 APPENDIX 6.18

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above MOV Request documents were received

_________________________________
(Date)

________________________
(Signature)

DO NOT DETACH

AP6AP6.18-2 APPENDIX 6.18

 DLM 4000.25, Volume 2, November 26, 2019
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AP6.19. APPENDIX 6.19

REQUEST FOR VALIDATION OF MATERIEL
OBLIGATIONS
(FMS AND GRANT AID TRANSACTIONS)
(FROM ILCO to SAOs)

(Insert date)

FROM: (Insert the official clear-text name and address of the initiating
International Logistics Control Office (ILCO) and its assigned activity
address code (AAC).)
TO: (Insert the official clear-text name and address, of the security
assistance office (SAO) to receive the validation request documents.)
SUBJECT: Request for Validation of Materiel Obligations.

AP6.19.1. Enclosed are listings (in duplicate) of MOV Request documents and a
complete set of the documents (strike out if not applicable). Each of the enclosed
validation requests, reflect quantities of the indicated item recorded as materiel
obligations as of (enter cutoff date) and for which the requisition are aged 180 days or
more past the requisitions document number date. The requests are submitted to your
activity for validation of the continuing need for the item in the original requisition
document.

AP6.19.2. It is required that the item indicated by each validation request be reconciled
with your records. It is also required that each validation request be reviewed to
determine the continuing need for the item and quantity shown.

AP6.19.3. Request that a copy of the enclosed listing/data Block 8 and Block 21 of the
remarks block, respectively (strike out one) of documents be annotated to indicate: (1)
the quantity of each item still required and (2) the quantity of each item received prior
to receipt of the validation requests. A copy of the annotated listing/the annotated
documents should transmitted by priority mail to this activity to arrive no later than
(enter date), which is 35 calendar days prior to the supply source response due date.

AP6.19.4. Acknowledge receipt of the enclosed MOV Request documents by inserting

the date and signature below and return of the correspondence to this installation.

Enclosures
Listings of Validation Requests (in duplicate)

AP6AP6.19-1 APPENDIX 6.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
MOV Request documents (as applicable)

_____________________________________________________________________

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above MOV Request documents were received

_________________________________
(Date)

________________________
(Signature)

DO NOT DETACH

AP6AP6.19-2 APPENDIX 6.19

 DLM 4000.25, Volume 2, November 26, 2019
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AP6.20. APPENDIX 6.20

FOLLOW-UP REQUEST FOR VALIDATION OF
MATERIEL OBLIGATIONS
(FMS AND GRANT AID TRANSACTIONS)
(FROM ILCO to SAOs)

(Insert date)

FROM: (Insert the official clear-text name and address of the initiating ILCO
and its assigned AAC.)
TO: (Insert the official clear-text name and address of the security
assistance organization (SAO) to receive the validation request
documents.)
SUBJECT: Follow-up on Request for Validation of Materiel Obligations.
REFERENCES: (Insert reference to original letter.)

AP6.20.1. The referenced letter forwarded a listing (in duplicate) of MOV Request
documents and a complete set of the documents (strike out one if not applicable) and
requested that receipt be acknowledged. This activity has no record of receiving the
requested acknowledgment, nor any response to the validation requests. Enclosed are
duplicates/triplicates (strike out one) of listings for MOV Request documents and a
complete set of the documents (strike out if not applicable). The requests are
submitted to your activity for validation of the continuing need for the item in the original
requisition document.

AP6.20.2. It is required that the item indicated by each validation request be reconciled
with your records. It is also required that each validation request be reviewed to
determine the continuing need for the item and quantity shown.

AP6.20.3. Annotate a copy of the enclosed listing/Data Block 8 and Block U of the
remarks block, respectively, for each document to indicate:

(1) The quantity of each item still required, and

(2) The quantity of each item received prior to receipt of the validation requests.
A copy of the annotated listing/the annotated documents (strike out one) should be
transmitted by priority mail to this activity to arrive no later than enter date, which is 35
calendar days prior to the supply source response due date.

AP6.20.4. Acknowledge receipt of the enclosed MOV Request documents by insertion

AP6AP6.20-1 APPENDIX 6.20

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Change 13
of the date and signature below and return of the correspondence to the installation.

Enclosures

1. MOV Request documents

2. Listing of Request documents (as applicable)

AP6AP6.20-2 APPENDIX 6.20

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
_____________________________________________________________________

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above MOV Request documents were received

______________________________________

(Date)

________________________

(Signature)

AP6AP6.20-3 APPENDIX 6.20

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AP6.21. APPENDIX 6.21

REPORT OF VALIDATION OF MATERIEL
OBLIGATIONS

1. Total overage Materiel obligations referred for validation

(includes those forwarded by USAF bases to ALCs):
a. U.S. Forces Number Value 1
b. FMS and Grant Aid Number Value 2

2. Total cancellations requested by the requisitioner. Number Value 3

3. Total canceled by the logistics system as a direct result of the

above requests: 4
a. U.S. Forces Number Value 5
b. FMS and Grant Aid Number Value 6

4. Percentage of accomplishment
Percent Percent
(Line 3 divided by Line 2).

5. Materiel Obligation Validation requests to which the

requisitioner did not respond (requisitioner failed to acknowledge
receipt of requests; did not confirm that materiel obligation should
be retained; and did not request suspension of automatic
cancellations). Number Value 7

1
All dollar values will be expressed in thousands.
2
Ibid.
3
Ibid.
4
A materiel obligation shall not be counted as actually canceled until it is certified that the materiel will not be delivered to
the requisitioner; for example, the affected elements of the logistics system have confirmed that shipment/procurement
action has been stopped.
5
All dollar values will be expressed in thousands.
6
Ibid.
7
Ibid.

AP6.21-1 APPENDIX 6.21

 DLM 4000.25, Volume 2, November 26, 2019
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6. Total canceled by the logistics systems due to nonresponse: 8

a. U.S. Forces Number Value 9
b. FMS and Grant Aid Number Value 10

7. Percentage of accomplishment (Line 6 divided by Line 5) Percent Percent

8. Reinstatement requests received: 11,12

Army Number Value 13
Navy Number Value 14
Air Force Number Value 15
Marine Corps Number Value 16
Other DoD Number Value 17

9. Reinstatements accomplished: 18,19

Army Number Value 20
Navy Number Value 21
Air Force Number Value 22
Marine Corps Number Value 23
Other DOD Number Value 24

8
Ibid
9
Ibid.
10
Ibid.
11
Reinstatement requests received are measured from the ending of the prior MOV cycle to the ending date of the
current MOV cycle. This report reflects cycle reinstatements.
12
Established procedures to reinstate canceled requisitions last reported as not implemented by USN. Refer to AMCL
150C.
13
All dollar values will be expressed in thousands.
14
Ibid.
15
Ibid.
16
Ibid.
17
Ibid.
18
Reinstatement requests received are measured from the ending of the prior MOV cycle to the ending date of the
current MOV cycle. This report reflects cycle reinstatements.
19
Established procedures to reinstate canceled requisitions last reported as not implemented by USN. Refer to AMCL
150C.
20
All dollar values will be expressed in thousands.
21
Ibid
22
Ibid
23
Ibid
24
Ibid

AP6.21-2 APPENDIX 6.21

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AP6.22. APPENDIX 6.22

ABBREVIATED MESSAGE ASSET REPORT, ETC.
(MATERIEL RETURNS PROGRAM)
FROM: {INSERT ADDRESS OF INITIATOR}

TO: {INSERT ADDRESSEE}

SUBJECT: MILSTRIP ASSET REPORT

FTE/SMS/2/5910001882725/EA/53188/FB2300/1221/001/Blank/FM2300/J/6C/Blank/
3AA/ Blank/Blank/DPK/Blank/A/Blank

NOTE: The above example applies equally to other MRP formats by indicating
applicable document identifier code (DIC) and data content displayed in this Appendix.

SAMPLE

AP6.22-1 APPENDIX 6.22

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AP6.23. APPENDIX 6.23

MASS OR UNIVERSAL CANCELLATION MESSAGE
FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

INFO: {INSERT ADDRESSEE(S)}

SUBJECT: MASS OR UNIVERSAL CANCELLATION REQUEST

1. REQUESTED BY: {ENTER OFFICE SYMBOL OF REQUESTOR (FROM)}.

2. CONSIGNEE: {ENTER “N/A” OR APPLICABLE DODAAC(S) TO BE CANCELLED}.

3. EFFECTIVE DATE: {ENTER ORDINAL DAY OF YEAR THAT CANCELLATION

ACTION IS TO BE IMPLEMENTED}.

4. PRIORITY DESIGNATOR: {ENTER “N/A” OR APPLICABLE PD(S) TO BE

CANCELLED}.

5. FSC, FSG, NSN, P/N: {ENTER “N/A” OR FSC, FSG, NSN, P/N TO BE
CANCELLED}.

6. PROJECT CODES(S): {ENTER “N/A” OR PROJECT CODE(S) TO BE

CANCELLED}.

7. SPECIAL INSTRUCTIONS: {ENTER “N/A” OR APPLICABLE ENTRY FROM

CHAPTER 8, 1.5. FOR MASS CANCELLATIONS, ENTER “NONE” FOR UNIVERSAL
CANCELLATIONS}.

NOTE: All paragraph headings are mandatory entries. The Department of Defense
activity address code (DoDAAC) is a mandatory entry in Paragraph 2 above, when data
is entered in Paragraph 4 or 5.

SAMPLE

AP6.23-1 APPENDIX 6.23

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AP6.24. APPENDIX 6.24

DEFENSE LOGISTICS MANAGEMENT
STANDARDS/LEGACY MILSTRIP REVISION
IMPLEMENTATION REPORT
STATUS REPORT
APPROVED MILSTRIP CHANGES/APPROVED DLMS CHANGES

APPROVED MILSTRIP CHANGE/APPROVED

DLMS CHANGE NO: AS OF: _________________

STATUS: (Provide narrative as to current status and whether effort is on target.

Address any problems that may prevent meeting the implementation date and planned
action to recover. Final report should include S/A implementing publication
number/system identification/subsystem identification, as applicable.)

AP6.24-1 APPENDIX 6.24

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AP6.25. APPENDIX 6.25

ISSUE RELEASE/RECEIPT DOCUMENT
LASER PRINTED FORM WITH LOGMARS BAR
CODING1

SAMPLE

1
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221.

AP6.25-1 APPENDIX 6.25

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AP6.26. APPENDIX 6.26

RESERVED

AP6.26-1 APPENDIX 6.26

 DLM 4000.25, Volume 2, November 26, 2019
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AP6.27. APPENDIX 6.27

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD)
PREPRINTED FORM WITHOUT LOGMARS BAR CODING
DATA1

1 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will reflect the unit
price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for display on the printed form,
the generating application may leave blank. Refer to ADC 221, DLMS enhancement for communication of unit price and
total price.
AP6.27-1 APPENDIX 6.27
 DLM 4000.25, Volume 2, November 26, 2019
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AP6.28. APPENDIX 6.28

RESERVED

AP61.28-1 APPENDIX 6.28

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AP6.29. APPENDIX 6.29

ISSUE RELEASE/RECEIPT DOCUMENT
LASER PRINTED FORM WITH LOGMARS BAR
CODING FOREIGN MILITARY SALES1

1
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221.

AP6.29-1 APPENDIX 6.29

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AP6.30. APPENDIX 6.30

RESERVED

AP6.30-1 APPENDIX 6.30

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AP6.31. APPENDIX 6.31

ISSUE RELEASE/RECEIPT DOCUMENT
WITH ADDRESS LABEL

SAMPLE

AP6.31-1 APPENDIX 6.31

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AP6.32. APPENDIX 6.32

MESSAGE REQUEST FOR DEFENSE AUTOMATIC
ADDRESSING SYSTEM MATERIEL OBLIGATION
VALIDATION RESPONSE1
FROM: (ENTER APPROPRIATE AUTHORIZING MAJOR COMMAND (MACOM)
OR THEATER/FLEET COMMANDER)

TO: DLA TRANSACTION SERVICES WRIGHT-PATTERSON AFB OH//

SUBJECT: REQUEST FOR DAAS TO PROVIDE MOV RESPONSE

THIS COMMAND REQUESTS THAT DAAS PROVIDE RESPONSES TO MOV

REQUESTS FOR (ENTER NAME OF ACTIVITY TO INCLUDE DODAAC) FOR MOV
CYCLE (ENTER APPROPRIATE CYCLE NUMBER FROM CHAPTER 7, TABLE
C7.T1.) THIS REQUEST HAS BEEN APPROVED BY THE (ENTER MACOM OR
FLEET/THEATER COMMANDER, AS APPROPRIATE).

THE ACTION OFFICER FOR THIS MESSAGE IS (ENTER THE NAME AND DSN
TELEPHONE NUMBER OF RESPONSIBLE INDIVIDUAL HAVING KNOWLEDGE OF
THIS REQUEST).

1
Use of revised MOV temporary suspension procedures for selected activities last reported as not
implemented by USMC. Refer to AMCL 37.

AP6.32-1 APPENDIX 6.32

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AP6.33. APPENDIX 6.33

QUARTERLY INTRANSIT TO DLA DISPOSITION
SERVICES FIELD OFFICE REPORT1
AP6.33.1. A Quarterly Intransit To DLA Disposition Services Field Office Report is
produced by DLA Disposition Services upon request. In addition, an annual report is
produced at the end of each fiscal year that includes the previous four totals upon
request. The report is in four parts:

AP6.33.1.1. Total DoD Summary.

AP6.33.1.2. Service Summary.

AP6.33.1.3. DoDAAC breakout (including further subdivision by DLA Disposition

Services Field Office Routing Identifier Code (RIC).

AP6.33.1.4. A supplemental invalid DoDAAC report.

AP6.33.2. The report shall be distributed upon request. All copies of the reports are
provided to the designated DoD Component MILSTRIP Focal Points. Further
dissemination of the reports is the responsibility of each individual DoD Component.

AP6.33.3. The format of the report and the explanation of the derivation of the counts
are as follows:

QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES FIELD OFFICE REPORT

Total DoD, Service, or DoDAAC (Clear-text name and address of the DoDAAC will be printed)
AFX AFZ No Response to AFZ Unresolved
Generated Generated Discrepancies
Moved to
Discrepancies Advice 30-60 60-90 >90 History
Advice Code
Cleared Code Days Days Days
Total ASZ/AE3 – 36 37 36 37 36 37 36 37 36 37 36 37
Matches BF, DE, DF,
DG, DH
Note: 1. All columns show transaction totals and dollar totals. Dollars shall be shown in
multiples of $100.00
2. Report prepared in hardcopy shall page break after each distinct record, i.e., after each
DoDAAC or Service.

1
Establishing intransit control procedures for shipments to DLA Disposition Services Field Offices last
reported as not implemented by USAF and USMC. Refer AMCL 158B.

AP6.33-1 APPENDIX 6.33

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AP6.33.4. Explanation of columns in the report:

AP6.33.4.1. Total Matches. Reflects a count of matching DIC AS3 transactions

and DLA Disposition Services Field Office receipts. Physical security/controlled
inventory item totals required an exact quantity match. All other items require a
quantity match within $800 of an exact match.

AP6.33.4.2. Discrepancies Cleared. Reflects a count of transactions received by

DLA Disposition Services Field Offices in response to DIC AFX and AFZ follow-ups,
subdivided by type of response; DIC ASZ or DIC AE3 with Status Code BF, DE, DF,
DG, or DH.

AP6.33.4.3. AFX Generated. Reflects a count of DIC AFX transactions generated

during the period (quarter or fiscal year) by DLA Disposition Services, subdivided by
the type of condition causing a mismatch between the DIC AS3 and the DLA
Disposition Services Field Office receipt.

AP6.33.4.4. AFZ Generated. Reflects a count of the DIC AFZ transaction

generated during the period (quarter or fiscal year) by DLA Disposition Services,
subdivided by type of condition causing a mismatch between the DIC AS3 and the DLA
Disposition Services Field Office receipt.

AP6.33.4.5. No response to AFZ. Reflects a count of the DIC AFZ transactions to

which there has been no response, subdivided by number of days since the DIC AFZ
transaction was generated prior to the report preparation cutoff date; further subdivided
by type of condition causing a mismatch of the DIC AS3 and the DLA Disposition
Services Field Office receipt.

AP6.33.4.6. Unresolved Discrepancies Moved to History. Count of the

transactions (records) moved from the active file to history during the period (quarter of
fiscal year) that has no resolution of the discrepant condition. Documents (records) are
removed from the active file to history, one year from the date of receipt of the first
transaction in the record (either a DIC AS3 or a DLA Disposition Services Field Office
receipt transaction).

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AP6.34. APPENDIX 61.34

UNAUTHORIZED PRIORITY DESIGNATOR
ASSIGNMENT REPORT

AP6.34.1. The Unauthorized Priority Designator Assignment Report is produced by

DLA Transaction Services to identify suspected abuse of priority designator (PD)
assignment. This report also provides visibility of requisitions downgraded
automatically by DLA Transaction Services during requisition processing based upon
Service/Agency authorization. See Appendix 7.14 for detailed discussion on
appropriate PD assignment and validation procedures. The report is prepared monthly.
Summary sections, Parts I, II, IV, and V, are also available quarterly and annually. The
report is in seven parts.

AP6.34.1.1. Part I – Service/Agency Summary of Requisitions Submitted Through

Defense Automatic Addressing System (DAAS).

AP6.34.1.2. Part II – (DoD Activity Address Code (DoDAAC) Summary by

Service/Agency of Requisitions Submitted Through DAAS

AP6.34.1.3. Part III – Requisition Detail by DoDAAC of Requisitions Submitted

Through DAAS

AP6.34.1.4. Part IV – Service/Agency Summary of Requisitions NOT Submitted

Through DAAS

AP6.34.1.5. Part V – DoDAAC Summary by Service/Agency of Requisitions NOT

Submitted Through DAAS

AP6.34.1.6. Part VI – Requisitions Detail by DoDAAC of Requisitions NOT

Submitted Through DAAS

AP6.34.1.7. Part VII – Requisitions Detail by DoDAAC of Requisitions

Downgraded to a Lower Priority by DAAS

AP6.34.2. The report is available for review or downloading through Internet access to
the DLA Transaction Services website 1 after the 5th of the month.

1
Defense Automatic Addressing System (DAAS) requires a user ID and logon to gain access to their
various reports and services; such as, the Unauthorized Priority Designator Assignment Report, DoDAAC
queries, fund codes, Routing Identifier Codes (RIC), Military Assistance Program Address Codes
(MAPAC), Military Standard Billing System (MILSBILLS) reports, and other information. If you do not
currently have an approved access (user id and password) please complete a request for access by
going to the following DAAS Website: https://www.transactionservices.dla.mil/sar/warning.asp

AP6.34-1 APPENDIX 6.34

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AP6.34.3. The format of the report and the explanation of the contents are as follows:

UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT

PART I - SERVICE/AGENCY SUMMARY OF REQUISITIONS
SUBMITTED THROUGH DAAS
JUN 1, 2001- MAR 1, 2001-
JUN 30, 2001 MAY 31, 2001
# OF # OF # OF # OF # OF # OF
AACS REQNS REQNS AACS REQNS REQNS
DWNGD DWNGD
MILITARY SERVICE ARMY 82 888 648 109 4,743 1,700
NAVY 74 1,990 1,806 122 7,628 2,586
AIR FORCE 49 550 299 57 2016 344
MARINES 10 52 46 12 125 14
SUB-TOTAL 215 3,480 2,799 300 14,512 4,644
AGENCY/OTHER GSA 26 165 39 44 391 45
FAA 1 1 1 0 0 0
DLA 2 12 10 3 160 19
COAST GUARD 8 49 49 16 128 128
OTHER 7 217 23 11 867 267
SUB-TOTAL 44 444 122 74 1,546 385
SECURITY ASSISTANCE ARMY 0 0 0 0 0 0

NAVY 0 0 0 0 0 0
AIR FORCE 0 0 0 4 19 19
MARINES 0 0 0 0 0 0
DLA 0 0 0 3 30 30
SUB-TOTAL 0 0 0 7 49 49
GRAND TOTAL 259 3,924 2,921 381 16,107 5,075

AP6.34-2 APPENDIX 6.34

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UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT

PART II - DODAAC SUMMARY BY SERVICE/AGENCY OF REQUISITIONS
REPORT PERIOD: Jun 1, 2001 - Jun 30, 2001
PREVIOUS PERIOD: Mar 1, 2001 - May 31, 2001
SERVICE/AGENCY=ARMY
REPORT PERIOD STATS PREVIOUS PERIOD STATS
TOTAL TOTAL
DODAAC PD 01 PD 04 PD 11 REQNS PD 01 PD 04 PD 11 REQNS

CLOKX1 18 61 17 96 142 132 18 292

W90M7W 0 76 0 76 0 0 0 0

W8124E 5 25 45 75 805 34 107 946

W81EWF 0 66 0 51 0 77 0 77

UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT

REPORT PERIOD: JUNE 1, 2001 - JUNE 30, 2001
PART III - REQUISITION DETAIL BY DODAAC OF REQUISITIONS SUBMITTED
THROUGH DAAS
ARMY

NO. OF
DODAAC: AC1359 2
REQUISITIONSIDENTIFIED
XU ASF EUSTIS
BLDG 2407
FELKER AAF
FORT EUSTIS VA 23604-5594
PD 01 NOT DOWNGRADED 2

A0DHM0F1501ANL1002 EA00001AC135911780001N DNS 01

A0DHM0F1501ANL1005 EA00001AC135911780002N DNS 01

AP6.34.4. Explanation of data in report.

AP6.34.4.1. Requisition data displayed in this report is selected in accordance

with the validation process described under appendix AP7.14, paragraph AP7.14.4.
Parts IV/V/VI repeat the earlier display format; however, the source of data is the
requisition image transaction provided to DLA Transaction Services where an

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alternative means of requisition submission has been used bypassing DLA Transaction
Services validation; such as, Defense Supply Expert System (DESEX) input.

AP6.34.4.2. Report data is sorted in descending order by number of requisitions.

Summaries and transaction display are grouped using DoDAAC identified in the
requisition document number. Contractor and Security Assistance customers are
grouped with the sponsoring Service/Agency. The annual report is prepared without
prior quarter totals

AP6.34.4.3. Part VII identifies requisitions that have been subjected to automatic
downgrading of the PD based upon DLA Transaction Services validation and S/A
agreement. Transactions are grouped by PD and indicate in the header the original
and modified PD assignment.

AP6.34.4.4. To support accurate monitoring of the “volume” of F/AD abuse, report

logic eliminates “redundancy” by identifying only a single occurrence of abuse per
requisition number. To determine the volume of abuse (vice transaction volume),
requisition modifications, follow-ups, passing orders, referral orders, and requisition
reinstatements are not included where the original requisition initiated the unauthorized
PD assignment and was recorded in the DAAS database. If the original requisition is
not recorded in the DAAS database or did not initiate the unauthorized PD assignment,
the follow-on transaction is used to identify the suspected abuse. This report logic does
not impact DAAS transaction edits that apply to all requisition-related transaction types.

AP6.34-4 APPENDIX 6.34

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AP6.35. APPENDIX 6.35

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD)
(DD FORM 1348-1A) WITH CODE 39 (THREE-OF-NINE)
BAR CODES AND PDF417 TWO-DIMENSIONAL 2D
BAR CODE

PARTIAL
UII UN077991289S123TS001100223
CAGE 12345 P/N 9988771212SP
LOT MGU12345 S/N 123TS001100223

Notes:
1. Above sample is for illustration only. Implemented version may differ in
placement and size of PDF417 2D bar code. The Code 39 linear bar code and
PDF417 2D bar code requirements are described in this appendix.
2. For shipment quantities of two or more serialized items, in lieu of printing the
PDF417 2D bar code in Block 27 of the DD Form 1348-1A, the continuation page
will contain a single PDF417 2D bar code or multiple Macro PDF417 2D bar
codes (as required by data volume) for the included data (see AP6.36).
3. Unit prices obtained via electronic interfaces that are not constrained by the
MILSTRIP field size will reflect the unit price as 9 digits for dollars and 2 digits for
cents. If total price exceeds available space for display on the printed form, the
generating application may leave blank. Refer to ADC 221.

AP6.35-1 APPENDIX 6.35

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AP6.35.1. Code 39 Linear Bar Code Requirements. The following encoded data are
required on the DD Form 1348-1A.

AP6.35.1.1. Code 39 linear bar coded data with human-readable interpretation for
issue to Services/Agencies.

AP6.35.1.1.1. Document number and suffix assigned to the requisition for a

maximum fifteen characters should be bar coded in Block 24.

AP6.35.1.1.2. Thirteen-digit national stock number (NSN) and two additional

code values, as applicable, per Appendix 7.5.2, should be bar coded in Block 25. In the
absence of the NSN, the manufacturer’s CAGE and Part Number will be used up to a
maximum of 15 characters.

AP6.35.1.1.3. Three character routing identifier code (RIC), two character

unit of issue (UI) code, five digit zero filled quantity (QTY), one character supply
condition code (COND), blank or last two characters of the distribution code field
(DIST), and a seven digit or eleven digit zero filled unit price (UP) showing dollars and
cents with no decimal bar coded in block 26. The bar code will have a fixed length of 20
or 24 characters to include leading zeros and spaces depending on the implemented
version of the unit price annotation noted in Appendix 8.48. For transfers to DLA
Disposition Services, Block 26 will not contain bar code data in accordance with
Appendix 8.49.

AP6.35.1.2. Code 39 linear bar coded data, with human-readable interpretation

requirements, for issue to FMS/Grant Aid customers.

AP6.35.1.2.1. Block 24. The document number and suffix assigned to the
requisition up to a maximum fifteen characters should be bar coded.

AP6.35.1.2.2. Block 25. The thirteen digit national stock number (NSN) and
two additional code values, as applicable, per Appendix 7.5.2, should be bar coded. In
the absence of the NSN, the manufacturer’s CAGE and part number will be used up to
a maximum of 15 characters.

AP6.35.1.2.3. Block 26. The two character unit of issue (UI) code, five digit
zero filled quantity (QTY), one character condition code (COND), a seven digit or eleven
digit zero filled unit price (UP) showing dollars and cents with no decimal, and the first
position and last 3 positions of supplementary address (SUPADD) should be bar coded.
The bar code will have a fixed length of 19 or 23 characters to include leading zeros and
spaces depending on the implemented version of the unit price annotation noted in
Appendix 8.48.

AP6.35.1.3. The application of Code 39 linear bar codes on the DD Form 1348-1A
should be in accordance with MHIA MH10.8.1, Annex A and MIL-STD-129 (as revised).
The specific technical information provided in is not intended to be compressive and
should be used in conjunction with the MIL-STD 129. A data check character is not
used. The following requirements and exceptions apply:

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AP6.35.1.3.1. The height of the bar code should be at least 0.5 inches (12.7
mm); and height must be no less than 0.25 inches (6.3 mm) , regardless of the density
(characters per inch/mm).

AP6.35.1.3.2. Blocks 24 and 25. The length of the bar code must not be
greater than 4.0 inches (101.6 mm). Each bar code must have 15 characters. When
there is an absence of any character(s) (less than 15) within these two bar codes,
encoded spaces will be used as fillers (based upon specific encoded data element).

AP6.35.1.3.3. Block 26. The length of the bar code must not be greater than
4.5 inches (114.3 mm). Encoded spaces will be used as fillers for any unknown, or
unencoded, data characters.

AP6.35.1.3.4. Block 27. The length of the bar codes must not be greater
than 4.00 inches (101.6 mm) for serial numbers that may have up to 30 characters. The
narrow element X-dimension should be at least 0.01 inches (.25mm) but will not be less
than 0.007 inches (0.1778 mm) for these high-density bar codes. The wide to narrow
ratio should be 3 to 1 but must not be less than 2 to 1.

AP6.35.1.3.5. The ASCII characters encoded will consist of the standard

uppercase characters, numbers, and symbols identified in ISO/IEC 16388, Table 1
(i.e.[A to Z][1 to 9][hyphen][period][space][ $ ][ / ][ + ][ % ][stop/start (*)]. The full ASCII
128 character set will not be used to encode information. Also, scanners and imagers
will not be configured to decode the full ASCII 128 character set for linear (Code 39) bar
codes.

AP6.35.1.4. The application of Code 39 linear bar codes must be in

accordance with ISO/IEC 16388. Print quality, element width, and wide to narrow ratios
must comply with ISO/IEC 15416 and MHIA MH10.8.1. The standard linear (Code 39)
bar code density range should be from 3.0 to 9.4 characters per inch (CPI) (25.4 mm).

AP6.35.2. Programmer’s Technical Summary for PDF417 2D Bar Code

AP6.35.2.1. Refer to ISO/IEC 15438 for detailed technical specifications for

printing PDF417 2D bar codes. Refer to the ISO/IEC 15434 standard for the message
syntax specifications within the PDF417 2D bar codes. Refer to the MH10.8.2 or
ISO/IEC 15418 standards for the data qualifier semantics for message data within the
PDF417 2D bar codes and refer to MIL-STD 129 (latest revision) for comprehensive
guidance. For DoD assistance concerning the application of these standards contact the
DOD AIT Office through the USTRANSCOM web site at
https://www.ustranscom.mil/cmd/associated/ait/index.cfm

AP6.35.2.2. The PDF417 2D bar code used for shipping and receiving should be
printed with no more than 12 data columns in width. The use of 13 to 18 data columns is
allowed for inventory or supporting documentation applications (identification marking,
ammunition/explosive marking, packing list, etc.) if smaller PDF417 2D bar codes
cannot accommodate the increased data requirements. A PDF417 2D bar code

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includes a start pattern, a left row indicator column, one or more data columns, a right
row indicator column, and a stop pattern.
Left Row Right Row
Indicator Data Indicator
Column Columns Column

Start Stop
P attern P attern

AP6.35.2.3. The PDF417 2D bar code must not exceed 2.4 inches (61 mm) in
height to include the surrounding minimum quiet zone.

AP6.35.2.4. The PDF417 2D bar code must have a minimum quiet zone of 0.04
inches (1 mm) above, below, to the left, and to the right.

AP6.35.2.5. The minimum narrow element dimension (X-dimension) must not be

less than 0.01 inches (10 mils/.254 mm). For PDF417 2D bar codes up to 12 data
columns, the X- dimension must not exceed 0.017 inches (17 mils/.432 mm). For 13 to
18 data columns, the X-dimension will not exceed 0.01 inches.

AP6.35.2.6. The PDF417 2D bar code must have a minimum row height of three
times the width of the narrow element (X-dimension).

AP6.35.2.7. The PDF417 2D bar code will use error correction level 5.

AP6.35.2.8. The label should be designed so that two bar codes are not next to
each other in the same horizontal plane unless the label is wide enough to reduce the
possibility of interference with successful bar code scanning.

AP6.35.2.9. Data identifiers, that contain no information, should not be encoded in

the PDF417 2D bar code.

AP6.35.2.10. The quality of the printed PDF417 2D bar code must meet a grade
requirement of 2.5 (B) at the point of production when measured in accordance with
ISO/IEC 15438 with a measurement aperture of 0.25 mm and an inspection wavelength
of 660 ± 10 nm.

AP6.35.3. Data Format. The following table provides examples and explanations of the
data stream for a PDF417 2D bar code.

AP6.35.3.1. Compliance Indicator (Column 1), shows the special formatting

characters associated with the ISO/IEC 15434 data format. The Compliance Indicator
will be the first three characters in the Message Header. The Compliance Indicator will
be [)> (left bracket, right parenthesis, and greater than).

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AP6.35.3.2. Separator/Trailer Characters (Column 2), which are non-printing
ASCII control characters, show the separator or terminal code that is for that particular
part of the data stream. The Format Trailer Character (RS) will be used at the end of the
Message Header (before a format series) and at the end of each format series of data
(before the next series of data). The Data Element Separator (GS) separates data
elements within each format series of the data table. The Message Trailer (EOT)
identifies the end of the message within the data stream.

AP6.35.3.3. Format Header (Column 3) is a two-digit numeric identifier “06” or

“07”that identifies the rules governing the message format for the data elements that
follow.

AP6.35.3.4. Data Identifiers (DI) or Data Element Identifiers (DEI) Column 4)

define data content within the message. DIs, for Format Header 06, pertain to American
National Standards Institute (ANSI) authorized data elements. Refer to ANSI MH10.8.2,
American National Standard for Material Handling, for additional information. DEIs, for
Format Header 07, pertain to DoD authorized data elements.

AP6.35.3.5. Data Field (Column 5) contains an abbreviated description of the data

field.

AP6.35.3.6. Data Format Type/Length (Column 6) contains indicators of whether

the data is alpha and/or numeric and the length of the actual data represented by this
field (e.g. an5). A convention of “an..25” means a variable length data string of up to 25
alphanumeric characters, where “an25” means a fixed length of precisely 25
alphanumeric characters. A convention of “an13..15” means a minimum of 13
characters and a maximum of 15 characters. The plus symbol (+) is used to show
concatenated data fields within a DI/DEI string. Variable length fields are not zero-filled
unless the information is extracted from an external data source that requires leading
zeros. If a DI or DEI is used to encode data for multiple applications, several data
formats may be described.

AP6.35.3.7. Sample Data (Column 7) contains sample data for the field indicated.

AP6.35.3.8. Total Characters (Column 8) reflects length of the data element

separator + header/data element identifier + data field.

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Category/Description
Separator / Trailer

Total Characters
Characters

Format Header
ANSI MH10.8.2 Sample Data
Compliance
Indicator

Format 06 (Compliance,
Data Field Data Format
Data Identifier (DI) Header, Identifier
(DoD Usage) (Type/Length)
or and
Format 07 Data)
Data Element Identifier (DEI)

[)> Message Header Compliance indicator [)> 4

R 06 Data Identifier Format (ANSI Standard) 06 3

S

12S
G Category 19, Traceability Number for an Document Number 12SW90GF88296
S an14..15 19
Entity: Document Number (internally Includes Suffix Code when applicable 20258
assigned or mutually defined)
National Stock Number (NSN) or Stock
Identification Elements
May reflect NSN, CAGE Code/part number,
FSC, etc., as applicable. May also include
associated coding, e.g., Type of Pack, USN
Special Material Identification Code (SMIC) or
N USAF Materiel Management Aggregation Code
G
(MMAC). This data content is analogous to the
S Category 14, Industry Assigned Codes: legacy MILSTRIP stock number field. When an..15 N5340013145957 17
National/NATO Stock Number (NSN) using this data field to identify an item byCAGE
Code/part number, also use separate identifiers
below for CAGE Code and part number. For
unique item tracking or in support of DoD policy
for the application of IUID in supply processes,
use this identifier for the NSN and use separate
identifiers listed below to uniquely identify a
specific individual item.
7Q
Quantity and Unit of Issue
Category 17, Measurement:
G Quantity, Amount, or Number of Pieces in Do not include leading zeros an..5+an2 7Q1EA 10
S
the format: Quantity followed by the two Staffing Note: Original footnote deleted;
character ANSI X12.3 Data Element restricted quantity to 1.
Number 355 Unit of Measurement Code
V Routing Identifier Code – Shipping Activity
G an3 SRR 5
S Category 22, Party to the Transaction: Identifies the RIC of the shipping activity
Supplier Code assigned by Customer (MILSTRIP legacy transaction rp 4-6).
7V
Routing Identifier Code – ICP/IMM
Category 22, Party to the Transaction:
G
S Code assigned to a party which has Identifies the RIC of the activity originating the an3 7VN32 6
financial liability for an entity or group of MRO/LRO/DRO (MILSTRIP transaction rp 67-
entities (e.g., owner of inventory) (mutually 69).
defined)
8V
Distribution Cognizance Code
G
S Category 22, Party to the Transaction: an2 8V7V 5
Last two positions of DoD Distribution Code
Customer Code assigned by Customer
used for DD Form 1348-1A linear bar code data.
2R
G Condition Code an1 2RA 4
S Category 18, Miscellaneous: Return code
assigned by the Customer
12Q Unit Price

GS Category 17, Measurement: Value Configured as 9 digits (whole dollars), decimal, n..9.n2+an3 12Q50.20USD 19
followed by an ISO 4217 data element and 2 digits (cents) followed by “USD” indicating
code for representing unit of value of U.S. dollars. Do not include leading zeros.

AP6.35-6 APPENDIX 6.35

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Category/Description
Separator / Trailer

Total Characters
Characters

Format Header
ANSI MH10.8.2 Sample Data
Compliance
Indicator

Format 06 (Compliance,
Data Field Data Format
Data Identifier (DI) Header, Identifier
(DoD Usage) (Type/Length)
or and
Format 07 Data)
Data Element Identifier (DEI)

currencies and funds (e.g., 12Q2.50USD)

(2.50 Monetary Value in USA Dollars)

Repair Value

5Q For repair/return and repair/replace, include the n..9.n2

G estimated or actual unit cost. Configured as 9 5Q1500.00
S 15
Net Amount digits (whole dollars), decimal, and 2 digits Value is in U.S.
(cents). Do not include leading zeros. Do not dollars.
suffix the value with “USD”.
5P
Category 16, Item Information:
G Freight Classification Item Number National Motor Freight Classification
S n6 5P999912 9
assigned by Carrier for purposes of rating Commodity Number
hazardous materials (e.g., Motor Freight,
Air, Boat, Rail Classification)
25S
Category 19, Traceability Number for an
Entity: Identification of a party to a
transaction assigned by a holder of a
Company Identification Number (CIN) and an..50
including the related Issuing Agency Code Unique Item Identifier (UII). Decreased to 50 25SD12345123TS
G The unique identification assigned by the 54
S (IAC) in accordance with ISO/IEC to match UII 001100223
15459 and its registry, structured as a supplier or DoD to an entity for its lifetime
registry
sequence of 3 concatenated data
elements: IAC, followed by CIN, followed
by the supplier assigned serial number that
is unique within the CIN holder's domain
(See MH10.8.2 Annex C.11)
S
Serial Number
Category 19, Traceability Number for an
G Entity: Serial number or code assigned by The item’s serial number used for tracking under S123TS00110022
S an..30 32
the Supplier to an entity for its lifetime, a UIT program or in support of DoD policy for 3
(e.g., computer serial number, traceability the application of IUID in supply processes.
number, contract tool identification)
1T
Batch/Lot Number
Category 20, Traceability Number for
G Groups of Entities: Traceability Number Assigned by the supplier (or DoD) to an..25 ITMGU12345 28
S
assigned by the Supplier to identify/trace a identify/trace a unique group of entities, (e.g. lot,
unique group of entities (e.g., lot , batch , batch, or production run).
heat)
Manufacturer ID Commercial and
Government Entity Code (CAGE)
The manufacturer’s CAGE for the identified an5 17V1AAA9
17V item. [Optional alternative manufacturer
G
S Category 22, Party to the Transaction: identification may be used by Component [n9] [12V123456789] 14
U.S. DoD CAGE Code agreement only.
If Dun & Bradstreet Data Universal Numbering [an7..10] [3V0614141]
System (DUNS) number, use identifier 12V.

If GS1 Company Prefix code, use identifier 3V.]

Part Number
1P The part number currently used to identify this
G item. Use to supplement item identification
S Category 16, Item Information: Item an..32 1P9988771212SP 35
when the item is otherwise identified (e.g., by
Identification Code assigned by Customer NSN or local stock number) and when the
combined CAGE code/part number is cited.

AP6.35-7 APPENDIX 6.35

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Category/Description
Separator / Trailer

Total Characters
Characters

Format Header
ANSI MH10.8.2 Sample Data
Compliance
Indicator

Format 06 (Compliance,
Data Field Data Format
Data Identifier (DI) Header, Identifier
(DoD Usage) (Type/Length)
or and
Format 07 Data)
Data Element Identifier (DEI)

4R
U.S. Department of Defense Identification
G Category 18, Miscellaneous: U.S.
S Code (DoDIC) an4 4RA576 7
Department of Defense Identification Code
The DoDIC currently used to identify this item.
(DoDIC)
11V
Ownership Code
G The ownership code of the military Service or an1 11V5 5
S Category 22, Party to the transaction:
Ownership Code other activity having title to the assets
Serviceable Condition Expiration Date for
7D
G Ammunition and Explosive (A&E)
S n4 7D0217 7
Category 4, Date Also known as Maintenance/Expiration/Next
Inspection Due (M/E/N) Date. (MMYY).

R 07 Format Indicator (ANSI Free Text) n2 07 3

S

G 03 Project Code an3 03ZCN 6

S

DoD Distribution Code

G Three-position field must reflect blanks as
S B6 an3 B6_7V 6
applicable. Blanks may be located in any
position.

G Consignee DoDAAC
S 27 an6 27WK4FV9 9
Reflects ship-to DoDAAC (Block 3)

G 37Y Ammunition Defect code 1 An6 37YNBNZ55 10

S

G 38 Nomenclature an..20 38LOOP, STRAP 23

S

Required Delivery Date (RDD)

G May reflect RDD in DDD format or special

S 32 an..3 32999 6
codes, e.g., expedited shipment and handling
(Code 999), Not Mission Capable Supply
(NMCS) (Code N__), etc.

G B7 Requisition Priority Designator (PD) n2 B703 5

S

G B8 Partial Shipment Indicator a1 B8P 4

S

Supplementary Address
G 81 an6 81WK4FV9 9
S
Derived from rp 45-50 of the requisition
H Mark-for Party DoDAAC an6+UC
Category 8, Name of Party: DI (H) is
G HW90GF8+UC 10
S followed by the (Mark-for DoDAAC) Reflects DoDAAC in MARK FOR (Block 4)
followed by a (+) character followed by the The (+UC) is
EDIFACT Code List 3035 code value (UC) encoded data

1
This row added as an administrative update; although this row is shown in ADC 1252 it was
inadvertently not added in formal change 10

AP6.35-8 APPENDIX 6.35

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Category/Description
Separator / Trailer

Total Characters
Characters

Format Header
ANSI MH10.8.2 Sample Data
Compliance
Indicator

Format 06 (Compliance,
Data Field Data Format
Data Identifier (DI) Header, Identifier
(DoD Usage) (Type/Length)
or and
Format 07 Data)
Data Element Identifier (DEI)

The Mark-for DoDAAC may be used alone or in

combination with a text element. In either case,
the DoDAAC is separately encoded. Only one
Mark-for DoDAAC may be used.
Mark-for Party RIC
H an3+UD
Reflects RIC in MARK FOR (Block 4)
Category 8, Name of Party: DI (H) is
G HAER+UD 7
S followed by the (Mark-for RIC) followed by
a (+) character followed by the EDIFACT The Mark-for RIC may be used alone or in The (+UD) is
Code List 3035 code value (UD) combination with a text element. In either case, encoded data
the RIC is separately encoded. Only one Mark-
for RIC may be used.
Mark-for Party Text

Reflects text other than DoDAAC or RIC in

MARK FOR (Block 4)

The Mark-for text may be used alone or in

H combination with a DoDAAC or RIC element. In
an1..24+HK
Category 8, Name of Party: DI (H) is either case, the text is separately encoded
G without the DoDAAC or RIC. All 24 Mark-for HJohn Doe+HK 28
S followed by the (Mark-for text) followed by
a (+) character followed by the EDIFACT text positions are available if a mark-for The (+HK) is
Code List 3035 code value (HK) DoDAAC or a Mark-for RIC is not encoded. If a encoded data
Mark-for DoDAAC is encoded separately, 17
positions are available for the clear text. If a
Mark-for RIC is encoded separately, 20
positions are available for the clear text. When
the Mark-for text is printed in combination with a
DoDAAC or RIC, do not encode the printed
slash (/).
R
S 2
EOT

AP6.35.4 Encoding the Separator/Trailer Characters. The following table shows the
encoded values that can be used for the non-printing ASCII control characters used as
Element Separators.

Table of Hexadecimal and Decimal Values

ASCII / ISO 646 HEX DEC

RS 1E 30
GS 1D 29
EOT 04 04

AP6.35.5. PDF417 2D Bar Code Data Syntax

AP6.35-9 APPENDIX 6.35

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP6.35.5.1. Common data for the IRRD item will be encoded in the ISO/IEC
15434 Format 06 and Format 07 syntax envelopes, as applicable.

AP6.35.5.2. For an IRRD quantity of one item, the Format 06 envelope may also
be used to associate the format applicable item-specific data (e.g. serial number, UII,
batch/lot, etc.) for the uniquely identified item. A single data qualifier or paired data
qualifiers (e.g., UII (DI 25S), serial number (DI S), batch/lot (DI 1T)) may be used with
the Format 06 envelope to identify and associate the serialized data for an item. The
UII and serial number (used for tracking under a UIT program or in support of DoD
supply policy for the application of IUID) will be encoded to based upon IUID Indicator Y
when they are when machine readable and readily available, or when retrievable from
the system generating the form. However, at a minimum, the serial number is required
for a NSNs falling under a UIT program.

AP6.35.5.3. For IRDD quantities of two or more items, use the DD Form 1348-1A
Continuation Page (see AP6.36).

Sample PDF417 2D bar code data stream:

[)>RS06GS12SW90GF8829620258GSN5340013145957GS7Q1EAGSVS9IGS7VN32GS2RAGS12Q050.20USDGS5P999
912GS25SUN077991289674B36ABGSS123TS001100223GS1TMGU12345 GS17V1AAA9 GS 1P9988771212SPRS07
GS
03ZCNGSB6 7VGS27WK4FV9GS38LOOP, STRAPGS32999GSB702GSB8PGS81WK4FV9RSEOT

Sample PDF417 2D Bar Code

AP6.35-10 APPENDIX 6.35

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP6.36. APPENDIX 6.36

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD)
(DD FORM 1348-1A or DD FORM 1348-2)
CONTINUATION PAGE
Example 1. This IRRD Continuation Page may be used for all commodities with the
exception of ammunition and explosives (A&E). Due to unique data content, separate
continuation page formats for A&E are shown on subsequent pages.

WAREHOUSE/SHIPPING INSTRUCTIONS:

OTHER INSTRUCTIONS:

Note: Example 1 is for illustration only and is not actual size. The sample shows only
the first page of a multi-page set; the follow-on pages would show the listed serial
number linear bar code information for the remaining items in the shipment.

AP6.36-1 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Example 2. This IRRD A&E Continuation Page is prepared as a separate document
and must be attached to the DD 1348-1A.
A&E CONTINUATION PAGE DOCUMENT NO. & SUFFIX: M132205212P001 Page 1 of 1
28.ISSUED BY 29.DATE
27.ADDITIONAL DATA
DD FORM 1348-1A ISSUE RELEASE/RECEIPT DOCUMENT A&E CONTINUATION PAE

30.PACKED BY/DATE 31.DATE SHIPPED

(LOT NUMBER AND QUANTITY) 32.INSPECTED BY 33.DATE

34.WAREHOUSE BY 35.DATE

TAC15L001-001 2 36.WHSE LOC 37.CAA 38.NEW

(SERIAL NUMBER)
TFS1 7.58
39 TCN

40.REMARKS

25451T APPROVED FOR TRANSFER:

(SERIAL NUMBER)
41.FIRST DEST ADDRESS 42.SHIP TO ADDRESS
W6TC 596TH USA TRANS SURF BDE 0001 CS HHC HHC X1 THTR SPT
TRANS SDAT OPT BLDG 101 6280 SUNNY
POINT ROAD SE
25461T
AMMO SUPPLY POINT KUWAIT CLASS V AL
JALAIL ASP
SOUTHPORT NC 28461-7800

Note: Example 2 is an illustration only and is not actual size. The sample reflects A&E
Continuation Page for the DD Form 1348-1A prepared as a separate document.

AP6.36-2 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Example 3. This IRRD A&E Continuation Page displayed on a single page with the DD
1348-1A.

W53XMD
CRANE ARMY AMMUNITION
ACTIVITY 300 HWY 361 M132200
CRANE, IN 47522-5009

A5A BB2 F EA 0000002 W81P6D J 26 2T 841 13 146 2B B14 0 1478 00 2956 00

16119 6430 RAIL 42712 1

2 1 12.5 1.82
UN#001
UN 0181 PSN: ROCKETS 1.1E PG II
HA29
ROCKET, HIGH EXPLOSIVE

PL 1 25LBS 2.364 FT

Shipment is a United States Munitions List (USML) Item. Shipment is property of the U.S.
Government. Title remains with U.S. Government. Ultimate end user is agency of U.S.
Government (Dept. of Defense). Not intended for introduction to commercial economy.
Shipment is for the exclusive end use of U.S. Military Forces.

A&E CONTINUATION PAGE DOCUMENT NO. & SUFFIX: M132205212P001 Page 1 of 1

28.ISSUED BY 29.DATE
27.ADDITIONAL DATA
DD FORM 1348-1A ISSUE RELEASE/RECEIPT DOCUMENT A&E CONTINUATION PAGE

30.PACKED BY/DATE 31.DATE SHIPPED

(LOT NUMBER AND QUANTITY)
32.INSPECTED BY 33.DATE

34.WAREHOUSE BY 35.DATE

TAC15L001-001 2 36.WHSE LOC 37.CAA 38.NEW

(SERIAL NUMBER) TFS1

39 TCN
7 58

40.REMARKS

25451T APPROVED FOR TRANSFER:

(SERIAL NUMBER)
41.FIRST DEST ADDRESS 42.SHIP TO ADDRESS
2ND BN 3RD MARINES UDP EAST
SUPPLY OFFICER
MF 2ND BN 3RD MAR SUPO UDP EAST
25461T BLDG 1094 TEL 808 257 5284
MCBH KANEOHE BAY HI 96863-3006

COMPLETE 2-D BARCODE

Note: Example 3 is an illustration only and is not actual size. It is acceptable for AIT
systems to print both the 1348-1A and the continuation page on a single page when

AP6.36-3 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
space permits. The sample reflects the 1348-1A and A&E Continuation Page printed on
a single page.

AP6.36.1. IRRD (DD 1348-1A or DD Form 1348-2) Continuation Page. There are two
unique continuation pages addressed in AP6.36, the standard continuation page used
with all commodities other than A&E, and a continuation page specific to A&E. The
A&E continuation page may be produced by AIT systems either on the same page as
the 1348-1A if space permits, or separately. When the continuation page is used as an
extension of the IRRD Block 27, it will contain the following minimum data:

AP6.36.1.1. Continuation Page (Title).

AP6.36.1.2. Document Number and suffix (from requisition/shipment).

AP6.36.1.3. Quantity Shipped and Unit of Issue (processed for shipment).

AP6.36.1.4. Page number and total number of continuation pages.

AP6.36.1.5. PDF417 2D bar code or Macro PDF417 2D bar codes. See Appendix
6.35 for included data elements, their respective data identifiers, and print quality
requirements.

AP6.36.1.6. Code 39 linear bar codes with human-readable information. Each

item’s serial number used for tracking under a UIT program or in support of DoD policy
for the application of IUID in supply processes, as applicable, will be printed and
encoded with a Code 39 linear bar code. This requirement provides backward
compatibility for distribution systems unable to decode the PDF417 2D bar code
information. Each item will have no more than one encoded serial number; some items
may not have a serial number (i.e., the item only has a UII or the item is not serialized).
See AP6.36.4 for implementation business rules.

AP6.36.1.7. Small Arms/Light Weapons (SA/LW) Turn-In.1 If Block 27 of the

IRRD does not provide sufficient space for listing missing parts associated with a
partial/incomplete weapon turned-in under the whole item NSN, provide a missing parts
list on, or attached to, the continuation page. If the shipment includes multiple
weapons, list missing parts under the serial number of the applicable weapon. In lieu of
listing the missing parts, the owning Component may authorize including a signed
statement in Block 27 or the attached continuation page certifying that the weapons
have missing parts. Provide name and contact information of the authorizing official. If
prepared electronically, provide a digital signature.

AP6.36.2. A&E Continuation Page. A&E Continuation Page unique content

requirements numbered 28 through 42. Associated numbers to block titles and
description may vary based on AIT system and service unique requirements:

1
Refer to ADC 1175.

AP6.36-4 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Note: When supported by AIT, electronic signatures are preferred for blocks requiring
signatures.
Block(s) Block Title Entry Description
28 Issued/Picked By Signature of individual from the originating activity.
29 Date Date Issued/Picked
Crew Supervisor/Individual responsible for prepping materiel Signature
30 Packaged By/Date
and date
31 Date Shipped Date the shipment departs originating activity
(Mandatory) Signature of individual from the originating activity
32 Inspected By
performing final inspection
33 Date Inspected Date
Signature of the crew supervisor or individual responsible for stowage
34 Warehoused By
of the item at the completion of the receipt process.
35 Date Warehoused Date
Storage/staging location of the item. Normally expressed as a building
36 Warehouse Location number or area number. May reflect multiple locations as applicable.
Different locations will be separated by a comma between locations
Competent Authority Approval (CAA), the CAA number for those items
37 CAA that require a CAA document to accompany the shipment

38 NEW Net Explosive Weight of items covered by the 1348-1A.

39 TCN Transportation Control Number associated with the shipment.
40 Remarks Remarks (Approval for transfer)
41 First Destination Department of Defense Activity Address Code (DoDAAC) and
Address associated shipping address for the first destination. This block is
associated with items shipped “For Further Transfer (FFT)”
42 Ship-To Address Shipping address associated with the Ship-To DoDAAC in
cBlock 3.

AP6.36.3. Code 39 Linear Bar Code Business Rules. Format requirements for the DD
Form 1348-1A Continuation Page applications are:

AP6.36.3.1. The minimum bar height should be at least 0.50 inches (12.7 mm),
but must not be less than 0.25 inches (6.3 mm.).

AP6.36.3.2. The space provided on the continuation page must be able to encode
up to 30 characters for the serial number and the bar code should not exceed 4 inches
in length.

AP6.36.3.3. The narrow element X-dimension should be at least 0.010 inches

(0.25 mm) but must not be less than 0.007 inches (0.18 mm) for these high density bar
codes. The wide to narrow ratio should be 3 to 1 but must not be less than 2 to 1.

AP6.36-5 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP6.36.3.4. The quality of the printed bar code must meet a grade requirement of
1.5(C) at the point of production when measured in accordance with ISO/IEC 15416
with a measurement aperture of 0.25 mm and an inspection wavelength of 660±10 nm.

AP6.36.3.5. The ASCII characters encoded will consist of the standard uppercase
characters, numbers, and symbols identified ISO/IEC 16388, Table 1. The full ASCII
128 character set will not be used.

AP6.36.4. Common data for all of the IRDD items will be encoded in the PDF417 (or
Macro PDF417) 2D bar code’s first ISO/IEC 15434 Format 06 and Format 07
envelopes, as applicable.

AP6.36.5. UIIs and serial numbers (including batch/lot number when required for
tracking) will be encoded and linked together to support DoD supply policy based upon
IUID Indicator Y when they are machine readable and readily available, or when
retrievable from the AIS generating the form. However, at a minimum, the serial
number is required for NSNs falling under a UIT program.

AP6.36.5.1. One item. If the continuation page is used for an IRDD quantity of
one serialized item, the first Format 06 envelope may also be used to associate item-
specific data for the uniquely identified item. A single data qualifier or a single set of
data qualifiers (e.g., UII (DI 25S), serial number (DI S), batch/lot (DI 1T)) may be used
with the Format 06 envelope to identify and associate the serialized data for an item.

AP6.36.5.2. Two or more items. For an IRDD quantity of two or more serialized
items, an additional Format 06 envelope (one per item) will be used for each item to
encode item-specific data (e.g., UII (DI 25S), serial number (DI S), batch/lot (1T)) for the
uniquely identified item.

AP6.36.5.3. The example is for 40 items in an IRDD.

Sample PDF417 2D bar code (actual size)

[)>RS06GS12SW90GF8829620258GSN5340013145957GS7Q40EAGSVS9IGS7VN32GS2RAGS12Q050.20USDGS5P9999
12GS1TMGU12345GS17V1AAA9 GS1P9988771212SPRS07GS03ZCNGSB6 7VGS27WK4FV9GS38LOOP,STRAPGS329
99GSB702GSB8PGS81WK4FV9RS06GSSVT45645RS06GSSVT45646RS06GSSVT45647RS06GSSVT45648RS06GSSVT456
49RS06GSSVT45651RS06GSSVT45652RS06GSSVT45653RS06GSSVT45654RS06GSSVT45655RS06GSSVT45656RS06GSS
VT45657RS06GSSVT45658RS06GSSVT45659RS06GSSVT45660RS06GSSVT45661RS06GSSVT45662RS06GSSVT45663RS
06GSSVT45664RS06GSSVT45665RS06GSSVT45666RS06GSSVT45667RS06GSSVT45668RS06GSSVT45669RS06GSSVT4
5670RS06GSSVT45671RS06GSSVT45672RS06GSSVT45673RS06GSSVT45674RS06GSSVT45675RS06GSVT45676RS06GSS
674A3604RS06GSSVT45677RS06GS25S06141411A0B9C3D7RS06GS25SUN077991289674B36AARS06GS25SUN0779

AP6.36-6 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
91289674B36ABRS06GSSVT45678GS25SUN077991289674B36ACRS06GSS674A3605GS25S06141411A0B9C3D8RS
06GSSMK98765GS25SUN077991289674B36ADRSEOT
Linear Bar Code Sample Data Stream (above)

AP6.36.6. PDF417 2D Bar Code Business Rules. If only one PDF417 2D bar code is
required to encode the information, it will be a standard PDF417 2D bar code and not a
Macro PDF417 2D bar code. If two or more PDF417 2D bar codes are required, they
must be Macro PDF417 2D bar codes. The PDF417 2D bar codes will be on the first
page(s) of the continuation page to be followed by each item’s serial number encoded
with Code 39 linear bar codes.

AP6.36.6.1. Macro PDF417 2D bar codes will be used when the encoded data
message file exceeds the capacity of a single PDF417 2D bar code. When space is
exhausted in a PDF417 2D bar code’s data capacity, the application program must
begin using Macro PDF417 2D bar codes to encode the data content in multiple bar
codes. There is no requirement to repeat shipment-related data in the next Macro
PDF417 2D bar code; the Macro PDF417 2D bar codes are linked with codewords to
derive a single transaction file. A full size 18 data column 2D bar code (PDF417 or
Macro PDF417) can encode approximately 1100 characters at Error Level 5. The
character capacity of the PDF417 2D bar code is based on a PDF417 2D bar code limit
of 925 codewords, the compaction algorithm used to encode data in a codeword, and
the PDF417 2D bar code’s error correction level.

AP6.36.6.2. Macro PDF417 2D bar codes will be encoded and printed in

accordance with ISO/IEC 15438.

AP6.36.6.3. Each Macro PDF417 2D bar code represents a segment of the whole
file. To reconstruct the whole file, the segments need to be placed in the correct order.
Each Macro PDF417 2D bar code is encoded with a control block of codewords that
facilitates this reassembly process after all the PDF417 2D bar codes have been
scanned at least once in any sequence order.

AP6.36.6.4. Each receiving system used to scan Macro PDF417 2D bar codes will
need to determine if the system scanner will operate in a buffered or unbuffered mode.
As the Macro PDF417 2D bar codes are scanned, the de-packetizing function
reconstructs the original message. If operating in buffered mode, the PDF417 2D bar
code codeword de-packetizing function is in the scanner’s decoder; if operating in
unbuffered mode, it is in the receiving system decoder.

AP6.36.6.5. Decoders should provide a specific means whereby the processing of

a given Macro PDF417 2D bar code control block file ID may be aborted, thus allowing
the decoder to begin processing a different set of Macro PDF417 2D bar codes. This is
necessary to prevent a deadlock condition should one or more Macro PDF417 2D bar
codes of a given file ID be missing or undecodable.

AP6.36.6.6. To accommodate potentially unbuffered operations by some receiving

systems, the segment count field in the control block will be encoded in each Macro
PDF417 2D bar code to facilitate checking that all segments in a set of Macro PDF417

AP6.36-7 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
2D bar codes are received. The segment count field identifies the total number of
Macro PDF417 2D bar codes in the distributed file.

AP6.36.6.7. The following is provided to describe the example Macro PDF417 2D

bar code control block used for the continuation page Macro PDF417 2D bar codes
shown in AP6.36.6. The codewords are encoded by software suites using different
schemes; thus, the example only shows the numeric value of each codeword and not
the actual syntax of how it is encoded.
• Continuation page example first Macro PDF417 2D bar code Control Block
code words within the Macro PDF417 2D bar code’s segment data structure
are:
(928) (111)(100) (129) (923)(001) (111)(002)
• Continuation page example second Macro PDF417 2D bar code Control Block
codewords are:
(928) (111)(101) (129) (923)(001) (111)(002) (922)
• The code-words represent the following controls:
(928) = the tag identifier for the start of a macro control block
(111)(100) = the modular math base 900 value for the 1st segment (00000)
(111)(101) = the modular base 900 value for the 2nd segment (00001)
(129) = the file ID assigned for the set of Macro PDF417 2D bar codes
(923)(001) = the tag and field designator for the Segment Count field
(111)(002) = the modular base 900 value for the Segment Count (00002)
(922) = the tag identifier for the end of the last macro Control Block

AP6.36.7. Example Macro PDF417 2D Bar Codes. The following two Macro PDF417
2D bar codes from the continuation sample page are printed full size for system
developer review. The two Macro PDF417 2D bar codes contain all of the linear bar
coded information from the parent DD Form 1348-1A (or DD Form 1348-2), additional
item identification detail, and the included UIIs and/or serial numbers. The annotations
of ^(nnn) in the encoded strings below denote Macro PDF417 code words.

AP6.36-8 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Macro PDF417 2D Bar Code Samples (actual size) from Continuation Page
[)>RS06GS12SW90GF8829620258GSN5340013145957GS7Q60EAGSVS9IGS7VN32GS2RAGS12Q050.20USDGS5P9999
12GS1TMGU12345GS17V1AAA9GS1P9988771212SPRS07GS03ZCNGSB6 7VGS27WK4FV9GS38LOOP,
STRAPGS32999GSB702GSB8PGS81WK4FV9RS06GSS30-CHARACTER SERIAL NO
EXAMPLERS06GSSA1B2C3112345678RS06GSSA1B2C3234567890RS06GS25SD1AAA9A1B2C33GSSA1B2C33RS06
GS
25SD1AAA9A1B2C34GSSA1B2C34RS06GS25SD1AAA9A1B2C35GSSA1B2C35RS06GS25SD1AAA9A1B2C36GS
SA1B2C36RS06GS25SD1AAA9A1B2C37GSSA1B2C37RS06GS25SD1AAA9A1B2C38GSSA1B2C38RS06GS25SD1AA
A9A1B2C39GSSA1B2C39RS06GS25SD1AAA9A1B2C310GSSA1B2C310RS06GS25SD1AAA9A1B2C311GSSA1B2C
311RS06GS25SD1AAA9A1B2C312GSSA1B2C312RS06GS25SD1AAA9A1B2C313GSSA1B2C313RS06GS25SD1AAA9
A1B2C314GSSA1B2C314RS06GS25SD1AAA9A1B2C315GSSA1B2C315RS06GS25SD1AAA9A1B2C316GSSA1B2C3
16RS06GS25SD1AAA9A1B2C317GSSA1B2C317RS06GS25SD1AAA9A1B2C318GSSA1B2C318RS06GS25SD1AAA9
A1B2C319GSSA1B2C319RS06GS25SD1AAA9A1B2C320GSSA1B2C320RS06GS25SD1AAA9A1B2C321GSSA1B2C3
21RS06GS25SD1AAA9A1B2C322GSSA1B2C322RS06GS25SD1AAA9A1B2C323GSSA1B2C323RS^(928)^(111)^(100
)^(129)^(923)^(001)^(111)^(002)

06GS25SD1AAA9A1B2C324GSSA1B2C324RS06GS25SD1AAA9A1B2C325GSSA1B2C325RS06GS25SD1AAA9A1B
2C326GSSA1B2C326RS06GS25SD1AAA9A1B2C327GSSA1B2C327RS06GS25SD1AAA9A1B2C328GSSA1B2C328RS
06GS25SD1AAA9A1B2C329GSSA1B2C329RS06GS25SD1AAA9A1B2C330GSSA1B2C330RS06GS25SD1AAA9A1B
2C331GSSA1B2C331RS06GS25SD1AAA9A1B2C332GSSA1B2C332RS06GS25SD1AAA9A1B2C333GSSA1B2C333RS
06GS25SD1AAA9A1B2C334GSSA1B2C334RS06GS25SD1AAA9A1B2C335GSSA1B2C335RS06GS25SD1AAA9A1B
2C336RS06GS25SD1AAA9A1B2C337RS06GS25SD1AAA9A1B2C338RS06GS25SD1AAA9A1B2C339RS06GS25SD1A
AA9A1B2C340RS06GS25SD1AAA9A1B2C341RS06GS25SD1AAA9A1B2C342RS06GS25SD1AAA9A1B2C343RS06G
S
25SD1AAA9A1B2C344RS06GS25SD1AAA9A1B2C345RS06GS25SD1AAA9A1B2C346RS06GS25SD1AAA9A1B2C
347RS06GS25SD1AAA9A1B2C348RS06GS25SD1AAA9A1B2C349RS06GS25SD1AAA9A1B2C350RS06GS25SD1AA
A9A1B2C351RS06GS25SD1AAA9A1B2C352RS06GS25SD1AAA9A1B2C353RS06GS25SD1AAA9A1B2C354RS06GS2
5SD1AAA9A1B2C355RS06GS25SD1AAA9A1B2C356RS06GS25SD1AAA9A1B2C357RS06GS25SD1AAA9A1B2C3
58RS06GS25SD1AAA9A1B2C359RSEOT^(928)^(111)^(101)^(129)^(923)^(001)^(111)^(002)^(922)

AP6.36-9 APPENDIX 6.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP6.37. APPENDIX 6.37

Templates For Project Code Management System
Generated Project Code Dissemination Notices
AP6.37.1. The message templates of this appendix support the procedures of DLMS
Appendix 7Appendix 7.13, Project Codes.

AP6.37.1.1. The notices are automatically generated by the Project Code

Management System (PCMS) and distributed to subscribers to announce new project
codes, note when the termination date is extended, or project code(s) close either by
reaching the current termination date or by intent to close the project code earlier than
the last announced termination date.

AP6.37.1.2. In the following templates yellow highlight indicates pseudo-code

logic to generate the notice content based on system data and grey highlight is for
example data. Within the highlighted areas, braces “{…}” encapsulate logic
expressions, brackets “[…]” contain PCMS data fields to populate the report, and
parentheses “(…)” identify data formatting to be applied.

Note: A pending update to ADC 1118 will remove the requirement for the two outdated
templates that follow. (8/23/2019)

AP6.37-1 APPENDIX 6.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP6.37.2. New Project Code Notice. This template is used by PCMS to generate
notifications of new project codes.

{Notice generation date (Month DD, YYYY)}

TO: DLMS PROJECT CODE CONTACTS

SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Project Code [PROJECT_CODE], [PROJECT_CODE_NAME]

This notice promulgates Project Code [PROJECT_CODE]. New Project Code

[PROJECT_CODE] is assigned by the {Full name for [CODE_OWNER]} for use by the
Military Services and DOD Agencies in support of [PROJECT_CODE_NAME].

Policy and procedures for project codes are contained in DLM 4000.25, DLMS,
Volume 2, Appendix 7.13. A listing of Category C and D Project Codes may be
accessed from the Project Code Management System maintained at DLA Transaction
Services or:
https://www.dlmso.dla.mil/CertAccess/SvcPointsPOC/ProjCodes/FOUO_CD_ProjCd.pdf
(For Official Use Only (FOUO) version, including point of contact information), or
http://www.dlmso.dla.mil/elibrary/manuals/dlm/dlm_pubs.asp (general access).

Project Code [PROJECT_CODE] is assigned as follows:

Code Duration Use/Reference Monitor/Coordinator
[PROJ [DUR_BEGIN_DATE [PROJECT_CODE_NAME] + [ORGANIZATION]
ECT_C (Month DD, YYYY)] + [PROJECT_CODE_DESC] “Comm: “ + [POC_COMM]
ODE] {If DUR_END_DATE is
{If SC_EXCLUDE_IND is True, Then “This (###-###-####)
null,
Then “ to Continuing”, project code may not be used by foreign “DSN: “ + [POC_DSN]
Else “ to ” countries.” (###-###-####)
[DUR_END_DATE] (Month
{If NATO_ONLY is True, Then “This project
DD, YYYY) }
code is for NATO use only.”
Examples: [REFERENCE]
1) October 13, 1976 to
Continuing

2) August 29, 2013 to

August 31, 2014

Addressees may direct their questions to the DoD DLMS Administrator. All
others please contact your Component Supply PRC Representative.

AP6.37-2 APPENDIX 6.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP6.37.3. Project Code Extension Notice. This template is used by PCMS to generate
notifications when the project code(s) owner extends the termination date.

{Notice generation date (Month DD, YYYY)}

TO: DLMS PROJECT CODE CONTACTS

SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Project Codes C and D Updates

This notice promulgates the extension of Project Code [PROJECT_CODE].

Policy and procedures for project codes are contained in DLM 4000.25-1, Military
Standard Requisition Issue Procedures (DLMS) Appendix 7Appendix 7.13. A listing of
Category C and D Project Codes may be accessed from the Project Code Management
System maintained at DLA Transaction Services:
https://www.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/ProjCodes/CD_ProjCd.docx
(For Official Use Only (FOUO) version, including point of contact information), or
www.dla.mil/j-6/dlmso/eLibrary/ServicePoints/CD_ProjCd_nopoc.docx (general access).

Project Code [PROJECT_CODE] is updated as follows:

Code Duration Use/Reference Monitor/Coordinato
r
PROJ [DUR_BEGIN_DAT [PROJECT_CODE_NAME] + [ORGANIZATION]
ECT_C E (Month DD, [PROJECT_CODE_DESC] “Comm: “ +
ODE] YYYY)] +
{If SC_EXCLUDE_IND is True, Then “This [POC_COMM] (###-###-
“ Extended to” +
[DUR_EXTENSION project code may not be used by foreign countries.” ####)
_DATE] (Month “DSN: “ + [POC_DSN]
{If NATO_ONLY is True, Then “This project
DD, YYYY) (###-###-####)
code is for NATO use only.”
Example: [REFERENCE]
April 08, 2008
Extended to July
31, 2014

Addressees may direct their questions to the DOD DLMS Administrator. All
others please contact your Component Supply PRC Representative.

AP6.37-3 APPENDIX 6.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP6.37.4. Closing of a Project Code Notice. This template is used by PCMS to
generate notifications when the project code(s) reaches the current termination date or
the project code owner decides to close use of the code earlier than the last announced
termination date.

{Notice generation date (Month DD, YYYY)}

TO: DLMS PROJECT CODE CONTACTS

SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Project Codes C and D Updates

This notice promulgates the expiration of Project Code [PROJECT_CODE].

Policy and procedures for project codes are contained in DLM 4000.25-1, Military
Standard Requisition Issue Procedures (DLMS) Appendix 7Appendix 7.13. A listing of
Category C and D Project Codes may be accessed from the Project Code Management
System maintained at DLA Transaction Services:
https://www.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/ProjCodes/CD_ProjCd.docx
(For Official Use Only (FOUO) version, including point of contact information), or
www.dla.mil/j-6/dlmso/eLibrary/ServicePoints/CD_ProjCd_nopoc.docx (general
access).

Project Code [PROJECT_CODE] is updated as follows:

Code Duration Use/Reference Monitor/Coordinator
PROJ [DUR_BEGIN_DAT [PROJECT_CODE_NAME] + [ORGANIZATION]
ECT_C E (Month DD, [PROJECT_CODE_DESC] “Comm: “ + [POC_COMM]
ODE] YYYY)] +
{If SC_EXCLUDE_IND is True, Then “This (###-###-####)
{If
DUR_EXTENSION_ project code may not be used by foreign “DSN: “ + [POC_DSN] (###-
DATE is not null, countries.” ###-####)
Then “- Extended to”
{If NATO_ONLY is True, Then “This project
+
[DUR_EXTENSION code is for NATO use only.”
_DATE] (Month DD, [REFERENCE]
YYYY), Or If
DUR_END_DATE is
null,
Then “ to
Continuing”,
Else “ to ”
[DUR_END_DATE]
(Month DD, YYYY) }

Expired on
[ACTUAL_EXPIRED
_DATE] (Month DD,
YYYY)

Examples:
1) April 08, 2008

AP6.37-4 APPENDIX 6.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Extended to July 31,
2014
Expired on
October 25, 2013

2) October 13, 1976

to Continuing
Expired on
October 25, 2013

3) August 29, 2013

to August 31, 2014
Expired on
October 25, 2013

Addressees may direct their questions to the DOD DLMS Administrator. All
others please contact your Component Supply PRC Representative.

AP6.37-5 APPENDIX 6.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP6.38. APPENDIX 6.38

Template for Service/Agency Project Code
Representative Appointment Letter
[AGENCY LETTERHEAD]

MEMORANDUM FOR: Defense Logistics Management Standards Office,

DLA Transaction Services PCMS Administrator

SUBJECT: Service/Agency Project Code Representative Letter of Appointment

REFERENCES: (a) DLM 4000.25, Defense Logistics Management Standards (DLMS),

Volume 2, Appendix 7.13

In accordance with Reference (a), Primary and Alternate Service/Agency Project Code
Representatives are appointed on behalf of the OSD/CJCS/Service/Agency as follows:

Primary Project Code Representative:

Ms. XXXXX XXXX
Email: XXXXXX.XXXX@
Comm: 703-607-XXXX
DSN: 327

Alternate Project Code Representative:

Mr. XXXXXXX XXXXXX,
Email: XXXXXXX.XXXXXX@
Comm: 703-607-XXXX
DSN: 327

These representatives are responsible for the currency and accuracy of our project
codes and for maintaining records to support the assignment, modification or deletion of
each project code.

If there are any additional questions or concerns, please contact me at XXX-XXX-

XXXX.

XXXXX X. XXXXXX
Authorized Agency Representative

AP6.38-1 APPENDIX 6.38

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Instructions/Information

1. Service/Agency Project Code Service Representatives may not appoint

themselves.

2. Send your letter as a PDF attachment to a digitally signed email to MILSTRIP

Project Code Support.1

3. A new letter listing all Service/Agency Project Code Service Representatives is

required promptly for any additions or deletions.

4. Service/Agency Project Code Representatives are shown at:

https://intelshare.intelink.gov/sites/dlms/ArchiveDocs/FOUO_CD_ProjCd.pdf
(CAC Required

Additional Requirements for PCMS Users (Required for: OSD/CJCS

representatives and DoD MILSTRIP Administrator; Optional for: Project Code
Service Representative read only access):

5. Send a copy of your digitally signed appointment letter to DLA Transaction

Services.2

6. To submit a System Access Request (SAR) to the DLA Transaction Services

PCMS application following appointment, visit
https://www.daas.dla.mil/sar/sar_menu.html. 3

7. Deleted Service/Agency Project Code Representative accounts for the PCMS at

DLA Transaction Services will be immediately deactivated.

1 Email to be provided when available.

2 Ibid.
3 Project Code Management System (PCMS) will be operational at a future date.

AP6.38-2 APPENDIX 6.38

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP6.39. APPENDIX 6.39

PREPARATION OF SUPPLY DISCREPANCY REPORT
USING STANDARD FORM (SF) 364
AP6.39.1. ORIGINAL REPORT. A hard copy Supply Discrepancy Reports (SDR) shall
only be used by exception under Chapter 17 guidance. When reported manually via
hard copy, the following instructions for use of the SF 364, Report of Discrepancy,
apply.

AP6.39.1.1. Indicate whether shipping discrepancy or packaging discrepancy by

placing an "X" in appropriate boxes at the top of the form.

Item 1 Date of Preparation. Use month, day, and four-position year format for
the date the reporting activity prepares the SDR (e.g., January 10,
2012).

Item 2 Report Number. Provide the locally assigned report number. For
Security Assistance shipments, this consists of one alpha character to
identify the initiating office in-country, four numeric characters for
number control, two alpha characters for the foreign customer country
and three to six alphanumeric characters for the master and line item
case designator, i.e., A0010-JA-KBD/001. For any unnumbered reports
received, the International Logistics Control Office (ILCO) shall assign
number x9000 to x9999 and so advise the foreign country customer on
the receipted copy. Suffix code R added to the report number indicates
the purchaser has asked for reconsideration of the report disposition.
Suffix code C added to the report number indicates that the purchaser
has contested the U.S. Government's decision on a request for
reconsideration.

Item 3 To. In-the-clear name, address, ZIP code and DoD Activity Address
Code (DoDAAC) and/or Routing Identifier Code (RIC) (if assigned), and
attention symbol/code of action activity. The action activity is based
upon the origin of the shipment. If forwarding to the ICP, the RIC of the
ICP is located in positions 67-69 of the DD Form 1348-1A. If forwarding
to the Defense Distribution Depot, the RIC of the shipping depot is
located in positions 4-6 of the DD Form 1348-1A.

Item 4 From. DoDAAC, name, address and ZIP code of the reporting activity
or Security Assistance customer (consignee). The in-the-clear address
shall be entered.

AP6.39-1 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Item 5a Shipper's Name. Enter name, DoDAAC and/or RIC (for DoD activities)
or commercial and government entity (CAGE) code (if available, for
commercial contractor facilities), and address of shipper (consignor)
when different from Item 3. If applicable, the RIC of the shipping depot
is located in positions 4-6 of the DD Form 1348-1A.

Item 5b Number and Date of Invoice. Applicable to Security Assistance billing

discrepancies. Enter number and date of vendor's invoice or shipper's
bill number. Attach copy of invoice to SF 364.

Item 6 Transportation Document. Enter the type of transportation document,

Transportation Control Number (TCN), Government Bill of Lading
(GBL), Commercial Bill of Lading (CBL), manifest, waybill,
insured/certified U.S. Postal Service, or transportation control and
movement document (TCMD) and the identifying number assigned to
such document. This is a mandatory entry when shipment received
was made via traceable means, (e.g., GBL, CBL). Further for U.S.
SDRs, for discrepancies involving shortages, include following
statement in Item 12--"Shortage has been verified as not being
transportation related."

Item 7a Shipper's Number. Enter shipment number (when more than one
shipment is made under a contract or requisition) and contract/contract
line item number/document number (e.g., contract, purchase order).
For Security Assistance, also include the shipment date to distinguish
multiple shipments from a contractor source.

Item 7b Office Administering Contract. Name, address, and ZIP code of the
Contract Administration Office (CAO) activity that directed/arranged
shipment.

Item 8 Requisitioner's Number. Enter the requisitioning activity's number,

(e.g., requisition, purchase request, and suffix code), if applicable.
Entry of the applicable requisition document number is mandatory in all
instances, even though a contract/purchase order is involved. Only one
document number will be included on each SF 364. For U.S. SDRs
only, when the original requisition number cannot be identified for
discrepancies in sealed vendor packs, the reporting activity must
include a constructed document number. When using a constructed
document number in an SDR, use block 13 to cite the fund code and
bill-to/credit-to DoDAAC, if different from that in the document number.

Item 9a NSN/Part Number and Nomenclature. If item received is different from

item shown on shipping documents, or different from item ordered,
show each item on a separate line. For serial numbered principal
items, sets, kits and outfits, list the item individual serial number first,
followed by the discrepancies applicable to that serial number. (Sets,

AP6.39-2 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
kits and outfits showing an assembly order number, the assembly order
number should also be listed.)

Item 9b Unit of Issue. Enter unit of issue as billed or indicated on shipping

document for each item listed in Item 9a.

Item 9c Quantity Shipped/Billed. Enter quantity of item shipped or billed. When

code C1 is applicable, enter the quantity and the supply condition code
of the item when shipped, (e.g., 980A as shown on shipping document).

Item 9d Quantity Received. Enter the quantity of item received.

Item 10a Discrepancy Quantity. Enter the discrepant quantity. If code C1 is

applicable, enter the quantity and the supply condition code of the item
received. If total quantity received is classified under more than one
condition code, enter separately each partial quantity so classified,
followed by the applicable condition code, (e.g., 960A, 20F).

Item 10b Discrepancy Unit Price. Enter the unit price as billed or shown on
shipping document.

Item 10c Discrepancy Total Cost. For shipping discrepancies, enter the total
value of materiel (10a x 10b). For U.S. SDR packaging deficiencies,
enter total cost for corrective packaging of all discrepant items. For
SDRs reporting both a packaging and a shipping discrepancy on the
same item, enter on separate lines both the total value of the materiel
and the total cost for corrective packaging.

Item 10d Discrepancy Code. Nature of the discrepancy using the applicable
discrepancy code. See Appendix 7.28 for discrepancy codes that
supplements those listed on the face of the form. If a condition exists
that is not listed, use code Z1 and describe discrepancy in Item 12,
Remarks. Use up to three discrepancy codes. When Discrepancy
Code Q1, Product Quality Deficiency, or C2, Expired Shelf Life, is
applicable, enter the following information under Item 12, Remarks:

1. Manufacturer's name and commercial and government entity (CAGE) code (if
available).

2. Contract/purchase order number if not shown in Item 7a.

3. Date manufactured, date cured, date assembled, date packed (apply one as
appropriate), and expiration date for Type I (nonextendible) shelf-life
items and inspection or test date for Type II (extendible) shelf-life items.
Include the date overhauled/rebuilt if pertinent.

4. Lot/batch number.

AP6.39-3 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
5. Location of materiel.

6. Name, address, and telephone number of point of contact.

7. Nature of complaint stating in detail why materiel is unsatisfactory.

Item 11 Action Code. Nature of the action requested identified by action code.
See Appendix 7.28 for action codes that supplements those listed on
the face of the form.

Item 12 Remarks.

General Conditions. Use for any supplemental information when the combination of
discrepancy codes and action codes needs clarification; when
discrepancies need explanation; and when a breakdown of cost to
report, in terms of labor man-hours and materials, is required. Specific
data such as appearance, lot/batch number, manufacture/packaging
date, inspector number and inspection date, probable cause of
improper packaging, and suggested corrective action should be entered
here. Provide photos where it would assist in determining the
cause/validity of the discrepancy/deficiency.

Information Contact. Include name and communication numbers, (e.g., DSN and
commercial telephone numbers, facsimile number, and e-mail address)
of the person to be contacted for additional information if different from
that entered in Item 14a.

Discrepancies in Sealed Vendor Packs. Enter, if available, the contract number

and lot number from the item package and the words "concealed
discrepancy found upon opening sealed vendor pack," or cite the
appropriate discrepancy code.

Special conditions. For shortages or nonreceipt of GSA items shipped via U.S.
Postal Service--cite whether all packages shown as shipped in Item 5 of
GSA or DD Form 1348-1A were received. For medical materiel
requiring refrigeration or frozen storage--cite the information requested
on the special instruction sheet, which is included with shipments of
such materiel. For classified materiel--cite whether indications of
container tampering were or were not evident; indicate whether a
security deviation inquiry may be necessary at the origin.

Security Assistance SDRs. Cite the specific violation of specification, regulation,

packaging instruction, or contract.

Item 13 Funding and Accounting Data. (Not applicable to Security Assistance

SDRs.)

AP6.39-4 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
For packaging discrepancies, the accounting/appropriation fund cite may be
entered in this block by the SDR initiator if reimbursement funds/credits
are expected for costs incurred to correct reported deficiencies. Use
only when a billing document such as the SF 1080, Voucher for
Transfer Between Appropriation and/or Funds, will not be prepared.

When using a constructed document number under authorized SDR procedures

and prior coordination with the applicable Component finance office
(Code U in the first position of the constructed document number serial
number (DLMS Utilization Code U) per MILSBILLS procedures), include
fund code and credit-to/bill-to DoDAAC, to ensure that credit/billing is
appropriate.

Item 14a Typed or Printed Name, Title, and Phone Number of Preparing Official.
Self-explanatory. Include both full commercial, DSN, and facsimile
communication numbers and e-mail address, if available.

Item 14b Signature. Self-explanatory.

Item 15 Distribution Addressees for Copies. Enter other addressees receiving

copies of the report. Not applicable to Security Assistance SDRs.

AP6.39.2 SUPPLY DISCREPANCY REPORT REPLY. The reverse of SF 364 shall be

completed by the action activity as required by this publication.

Item 16 From. The name, DoDAAC and/or RIC, and address of the activity
preparing the reply.

Item 17 Distribution Addressees for Copies. Enter addressees (including DoDAAC

and/or RIC (if assigned)) receiving copies of the reply in addition to
addressee listed in Item 18.

Item 18 To. Enter address (including DoDAAC and/or RIC (if assigned)) of the
activity indicated in Item 4 on face of the form. For Security Assistance,
use the address for the appropriate ILCO.

Item 19 Enter action taken by responsible action office by placing an "X" in

appropriate box(es). Do NOT check box 19f(2) for U.S. SDRs; the
regulation(s) citation(s) applies only for shipments to Security Assistance
customers. Also, see instructions for Item 23.

Item 20 Enter disposition instructions by placing an "X" in appropriate box(es).

Also, see instructions for Item 23.

Item 21 Enter an "X" to indicate to the reporting activity that a new requisition is
required if the materiel is still needed. Also, see instructions for Item 23.

AP6.39-5 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Item 22 Enter an "X" to indicate a replacement shipment will be made and the
approximate shipment date. Also, see instructions for Item 23.

Item 23 Remarks

General Conditions. Enter any clarification or information necessary for a

complete reply. Enter corrective action taken to preclude future packaging
discrepancies and/or record the SDR reply code (Appendix 7.28). This
code and applicable narrative may be used rather than marking equivalent
boxes for Items 19, 20, and 21.

Item 24a Typed or Printed Name and Phone Number of Preparing Official. This is
the individual authorized to provide an SDR response. Include both DSN
and full commercial telephone numbers.

Item 24b Signature. Self-explanatory.

Item 24c Date. Use month, day, and four-position year (e.g., January 10, 2012).

AP6.39.3. SUPPLY DISCREPANCY REPORT FOLLOW-UPS, CORRECTIONS, AND

CANCELLATIONS

AP6.39.3.1. At the top of the original report annotate the appropriate word
("FOLLOW-UP," "CORRECTION," or "CANCELLATION") and the date the follow-up,
correction, or cancellation was prepared and forward to the same distribution addresses
as the initial report.

AP6.39.3.2. Where there is any change to the point of contact information

provided in block 14a of the original SF 364, enter the new point of contact name and
telephone number(s) and e-mail address.

AP6.39.3.3. For corrected or cancelled SDRs, the initiator shall explain the
clarifying data in detail in the "Remarks" block. Include the signature, date, DSN
number, complete commercial telephone number, and e-mail address, if available, of
the person preparing the revised report.

AP6.39-6 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
SF364, Supply Discrepancy Report Form (Front)

AP6.39-7 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
SF364, Supply Discrepancy Report Form (Reverse Side)

AP6.39-8 APPENDIX 6.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7. APPENDIX 7
DATA ELEMENTS AND CODES INDEX

Number Title
AP7.1 DOCUMENT IDENTIFIER CODES

AP7.2 SERVICE AND AGENCY CODES

AP7.3 ROUTING IDENTIFIER CODES

AP7.4 MEDIA AND STATUS CODES

AP7.5 STOCK OR PART NUMBERS

AP7.6 UNIT OF ISSUE AND QUANTITY

AP7.7 DOCUMENT NUMBER

AP7.8 DEMAND AND SUFFIX CODES

AP7.9 SUPPLEMENTARY ADDRESS

AP7.10 SIGNAL CODES

AP7.11 FUND CODES

AP7.12 DISTRIBUTION CODES

AP7.13 PROJECT CODES

MASTER PROJECT CODE LIST - w/ POC-POSTED TO WEBSITE ONLY

MASTER PROJECT CODE LIST - w/o POC-POSTED TO WEBSITE ONLY

AP7.14 PRIORITY DESIGNATORS, STANDARD AND REQUIRED DELIVERY

DATES
AP7.15 ADVICE CODES

AP7.16 STATUS CODES

AP7.17 SHIPMENT HOLD CODES

AP7.18 COUNTRY AND ACTIVITY CODES

AP7.19 SECURITY ASSISTANCE PROGRAM TYPE OF ASSISTANCE AND

FINANCING CODES
AP7.20 SUBSISTENCE TYPE OF PACK CODES

AP7.21 DISPOSAL AUTHORITY CODES

AP7.22 COOPERATIVE LOGISTICS PROGRAM SUPPORT CATEGORY CODES

AP7.23 PRECIOUS METALS INDICATOR CODES

AP7AP7-1 APPENDIX 7
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Number Title
AP7.24 AUTOMATED DATA PROCESSING IDENTIFICATION CODES

AP7.25 CUSTOMER IDENTIFICATION

AP7AP7-2 APPENDIX 7
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.1. APPENDIX 7.1

DOCUMENT IDENTIFIER CODES
AP7.1.1. Document Identifier Codes (DIC) (located in record position (rp) 1-3 of
transactions) provide a means of identifying a given product (for example, a requisition,
referral action, status transaction, follow-up, or cancellation) to the system to which it
pertains and further identify such data as to the intended purpose, usage, and operation
dictated. DIC enables automatic data processing (ADP) equipment to select the
appropriate program(s) and to mechanically perform operations dictated by the data
element or code and performs a similar function in manual operations. (All A__ and
FT_ series DICs that are not listed in this appendix are reserved for future use and are
not to be used unless authorized and disseminated by the DoD Military Standard
Requisitioning and Issue Procedures (MILSTRIP) Administrator.)

AP7.1.2. DIC is a mandatory entry on all documents entering and leaving the supply
distribution systems under MILSTRIP; therefore, each transaction shall be identified by
an appropriate code.

AP7.1.3. Control of assignments of the first character of the DIC is a responsibility of

the DoD. Alphabetic characters A and B have been assigned to the supply distribution
system(s) for requisitioning and issue. Alphabetic characters FT are assigned to the
Materiel Returns Program (MRP). In addition, alphabetic characters X, Y, and Z have
been provided as variable codes usable in any or all systems but under the restrictive
conditions hereafter indicated.

AP7.1.4. The following rationale is applicable only to DICs pertaining to MILSTRIP

supply distribution system(s)

AP7.1.4.1. First Position (rp 1):

AP7.1.4.1.1. Alphabetic A in rp 1 identifies requisitioning/issue systems

transactions.

AP7.1.4.1.2. Alphabetic U in lieu of A in rp 1 identifies mobilization exercise

requisitioning/issue transactions which shall not automatically be processed as real
documents. Whether such transactions are created for simulation purpose only, or
require action by elements of supply distribution system(s), they shall be explicated by
the Component activity responsible for conducting the particular exercises. The
following code blocks are reserved in the transaction formats for the legacy 80 record
position logistics transactions for mobilization purposes:

AP7.1-1 APPENDIX 7.1

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Change 13

LOGISTICS SYSTEMS EXERCISE CODE BLOCK

MILSTRIP A - series U - series
MILSTRAP D - series E - series
Transportation1 T - series R - series
MILSBILLS F - series H - series

AP7.1.4.1.3. RESERVED:

AP7.1.4.1.4. Alphabetic B and X are provided to identify transactions relating

to inventory control system(s) within the Components. Each Component may develop
and assign these DICs but they will be confined to intra-Service use only.

AP7.1.4.1.5. Alphabetic C is provided to identify transactions relating to the

inventory control system of the Defense Logistics Agency (DLA).

AP7.1.4.1.6. Alphabetic characters Y and Z are provided to facilitate

assignment of DICs by Components that are necessary to internal depot, source of
supply, or base operations when they cannot be identified directly to the preceding
subparagraphs AP7.1.4.1.2. and AP7.1.4.1.4., when they are not universal in scope and
application. Transactions containing codes Y or Z in the first position of the DIC may
never appear on any transactions passed beyond the confines of a base, depot,
Inventory Control Point (ICP), or equivalent.

AP7.1.4.2. Second position (rp 2) may contain alphabetic or numeric entries.

AP7.1.4.3. The third position (rp 3) may be either alphabetic or numeric. When
used with alphabetic A in the first position of requisitions, passing orders, referral
orders, redistribution orders, and MROs, any numeric in rp 3 shall signify that shipment
of materiel is intended for an Outside Continental United States (OCONUS) consignee.
Conversely, when rp 3 is any alphabetic character, it shall mean shipment to a domestic
recipient. The actual character (regardless of whether numeric or alphabetic) will
indicate the content of the stock or part number field.

AP7.1.5. The alphabetic FT_ series DICs are applicable to reporting and return of
materiel to a distribution system.

AP7.1.5.1. First two positions (rp 1 and 2): Alphabetic FT shall identify
transactions relating to the reporting and return of materiel to distribution systems
irrespective of Component or systems within a Component.

AP7.1.5.2. Third position (rp 3) may be alphabetic or numeric.

1
See DTR 4500.9-R. “Defense Transportation Regulation.”

AP7.1-2 APPENDIX 7.1

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Change 13
AP7.1.6. Document identifier codes are listed below:

DOCUMENT IDENTIFIER CODES

NUMBER OF CHARACTERS: Three
TYPE OF CODE: Alpha/Numeric

EXPLANATION: Provides means for identifying a transaction as to the

system to which it pertains and further identifies such
transaction as to its intended purpose and usage
RECORD POSITION(S): 1 through 3
.
CODE DOCUMENT TITLE EXPLANATION
A01 Requisition For overseas shipment/with national stock number
(NSN)/North Atlantic Treaty Organization (NATO)
stock number

A02 Requisition For overseas shipment/with part number

A04 Requisition For overseas shipment/with other

A05 Requisition For overseas shipment/with exception data2

A07 Requisition For overseas shipment/Overseas Dependent School

System Requirement

A0A Requisition For domestic shipment/with NSN/NATO stock

number

A0B Requisition For domestic shipment/with part number

A0D Requisition For domestic shipment/with other

A0E Requisition For domestic shipment/with exception data3

2
Processing activity shall, by screening of documents, determine whether the incoming requisition type
document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be
acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to
correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22.
3
Ibid.

AP7.1-3 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

A21 Redistribution Order For overseas shipment/with NSN/NATO stock

number.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation
(Defense Logistics Manual (DLM) 4000.25, Volume
3, Chapter 2).

A22 Redistribution Order For overseas shipment/with part number.

Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A24 Redistribution Order For overseas shipment/with other.

Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A25 Redistribution Order For overseas shipment/with exception data4.

Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A27 Redistribution Order For overseas shipment/Overseas Dependent School

System Requirement.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

4
Ibid.

AP7.1-4 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

A2A Redistribution Order For domestic shipment/with NSN/NATO stock

number.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A2B Redistribution Order For domestic shipment/with part number.

Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).
A2D Redistribution Order For domestic shipment/with other.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A2E Redistribution Order For domestic shipment/with exception data5. Also for
use in support of the Retail Transportation and
Supply Receipt and Acknowledgment Interchange
(transactions identified by a Distribution Code = 111)
from retail supply to transportation (DLM 4000.25,
Volume 3, Chapter 2).

A31 Passing Order For overseas shipment/with NSN/NATO stock

number

A32 Passing Order For overseas shipment/with part number

A34 Passing Order For overseas shipment/with other

A35 Passing Order For overseas shipment/with exception data6

A37 Passing Order For overseas shipment/Overseas Dependent School

System Requirement

A3A Passing Order For domestic shipment/with NSN/NATO stock

number

5
Ibid.
6
Ibid.

AP7.1-5 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

A3B Passing Order For domestic shipment/with part number

A3D Passing Order For domestic shipment/with other

A3E Passing order For domestic shipment/with exception data7

A41 Referral Order/Lateral For overseas shipment/with NSN/NATO stock

Redistribution Order number.
for Retail Assets Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A42 Referral Order/Lateral For overseas shipment/with part number.

Redistribution Order Also for use in support of the Retail Transportation
for Retail Assets and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A44 Referral Order/Lateral For overseas shipment/with other.

Redistribution Order Also for use in support of the Retail Transportation
for Retail Assets and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A45 Referral Order/Lateral For overseas shipment/with exception data8.

Redistribution Order Also for use in support of the Retail Transportation
for Retail Assets and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A47 Referral Order/Lateral For overseas shipment/Overseas Dependent School

Redistribution Order System Requirement.
for Retail Assets Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

7
Ibid.
8
Ibid.

AP7.1-6 APPENDIX 7.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE DOCUMENT TITLE EXPLANATION

A4A Referral Order/Lateral For domestic shipment/with NSN/NATO stock

Redistribution Order number.
for Retail Assets Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A4B Referral Order/Lateral For domestic shipment/with part number.

Redistribution Order Also for use in support of the Retail Transportation
for Retail Assets and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A4D Referral Order/Lateral For domestic shipment/with other.

Redistribution Order Also for use in support of the Retail Transportation
for Retail Assets and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A4E Referral Order/Lateral For domestic shipment/with exception data9.

Redistribution Order Also for use in support of the Retail Transportation
for Retail Assets and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A51 Materiel Release For overseas shipment/with NSN/NATO stock

Order number.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A52 Materiel Release For overseas shipment/with part number.

Order Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

9
Ibid.

AP7.1-7 APPENDIX 7.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE DOCUMENT TITLE EXPLANATION

A54 Materiel Release For overseas shipment/with other.

Order Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A55 Materiel Release For overseas shipment/with exception data10. Also

Order for use in support of the Retail Transportation and
Supply Receipt and Acknowledgment Interchange
(transactions identified by a Distribution Code = 111)
from retail supply to transportation ( DLM 4000.25,
Volume 3, Chapter 2).

A57 Materiel Release For overseas shipment/Overseas Dependent School

Order System Requirement.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A5A Materiel Release For domestic shipment/with NSN/NATO stock

Order number.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A5B Materiel Release For domestic shipment/with part number.

Order Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A5D Materiel Release For domestic shipment/with other.

Order Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

10
Ibid.

AP7.1-8 APPENDIX 7.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE DOCUMENT TITLE EXPLANATION

A5E Materiel Release For domestic shipment/with exception data11.

Order Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

A5J Disposal Release From ICP to storage activity (may also be used by
Order local generating activity).
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).
A61 Materiel Release For overseas shipment/with NSN/NATO stock
Denial number

A62 Materiel Release For overseas shipment/with part number

Denial

A64 Materiel Release For overseas shipment/with other

Denial

A65 Materiel Release For overseas shipment/with exception data12

Denial
A67 Materiel Release For overseas shipment/Overseas Dependent School
Denial System Requirement

A6A Materiel Release For domestic shipment/with NSN/NATO stock

Denial number

A6B Materiel Release For domestic shipment/with part number

Denial

A6D Materiel Release For domestic shipment/with other

Denial

A6E Materiel Release For domestic shipment/with exception data13

Denial

11
Ibid.
12
Ibid.
13
Ibid.

AP7.1-9 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

A6J Disposal Release From storage activity to ICP

Denial

AB1 14 Direct Delivery Notice To requisitioner (rp 30-35)

AB2 15 Direct Delivery Notice To SUPADD (rp 45-50)

AB3 16 Direct Delivery Notice To rp 54

AB8 17 Direct Delivery Notice To Defense Automatic Addressing System (DAAS)

from S/A for distribution by DAAS of Direct Delivery
notice, DICs, AB1, AB2, and/or AB3, under
MILSTRIP status distribution rules

AC1 Cancellation By requisitioner (rp 30-35)

AC2 Cancellation By SUPADD (rp 45-50)

AC3 Cancellation By rp 54

AC4 Cancellation By rp 55 (for intra-Service use only)

AC5 Cancellation By rp 56 (for intra-Service use only)

AC6 Cancellation From ICP/IMM to Storage Activity or Reporting

Activity.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

AC7 Cancellation From ICP/IMM to Storage Activity. Results from the

receipt of a universal cancellation request.

ACJ Disposal Release From ICP to storage activity.

Cancellation Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

14
Use of DIC AB_ changed from intra- to inter-Service for direct delivery from procurement last reported
as not implemented by Government Services Administration (GSA). Refer to AMCL 155.
15
Ibid.
16
Ibid.
17
Ibid.

AP7.1-10 APPENDIX 7.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE DOCUMENT TITLE EXPLANATION

ACM Cancellation From ICP to procurement activity. Results from the

receipt of a universal cancellation request

ACP Cancellation From ICP to procurement activity. Cancellation for

indicated quantity of the item listed on the
procurement instrument or procurement document
designated by the number in rp 62-74

AD1 FMS Notice of To designated CR/FF. Will accompany the FMS

Availability (initial key NOA Initial Detail document
document)

AD2 FMS Notice of To designated CR/FF. Will accompany the FMS

Availability (initial NOA Initial Key document
detail document)

AD3 FMS Notice of To designated CR/FF. Will accompany the FMS

Availability (delay key NOA Delay Detail document
document)

AD4 FMS Notice of To designated CR/FF. Will accompany the FMS

Availability (delay NOA Delay Key document
detail document)

AD5 FMS Notice of To the activity originating the NOA

Availability (reply
document)

ADR FMS Notice of To designate CR/FF. Will accompany the FMS NOA
Availability (export Initial Detail document
release Required)

AE1 Supply Status To requisitioner (rp 30-35) in U.S. requisition. To

Grant Aid country status recipient from
ILCO/monitoring activity

AE2 Supply Status To SUPADD (rp 45-50) in U.S. requisition. To FMS

country status recipient from ILCO/monitoring activity

AE3 Supply Status To rp 54 activity in U.S. requisition. Also used from

source of supply to ILCO/monitoring activity on
Security Assistance requisitions

AE4 Supply Status To rp 55 (for intra-Service use only)

AE5 Supply Status To rp 56 (for intra-Service use only)

AP7.1-11 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AE6 Supply Status To ICP/IMM from storage or reporting activity in

response to a DIC AF6, AC6, AC7, DIC A4_ series
with Distribution Code 2, or A5_ series when a DIC
AR_ series or DIC AS6, does not apply. Also for use
in support of the Retail Transportation and Supply
Receipt and Acknowledgment Interchange
(transactions identified by a Distribution Code = 111)
from transportation to retail supply activity to provide
status, unsolicited, for cargo incheck, hold/delay
status, supply status, and cancellation responses
(DLM 4000.25, Volume 3, Chapter 2).
AE8 Supply Status To DAAS from S/A for distribution by DAAS of supply
status DIC AE1, AE2, and/or AE3 under MILSTRIP
status distribution rules
AE9 Supply Status From DAAS:
a. To activities identified by M&S (rp 7), and/or
distribution code (rp 54) to advise of the rerouting or
change to a MILSTRIP requisition transaction as
reflected by the status code (rp 65-66)
b. To activity in rp 30-35 when the M&S is 0, and rp 54
is blank or invalid to advise of rerouting or change to a
MILSTRIP requisition transaction as reflected by the
status code (rp 65-66)
c. To activities in rp 30-35, 45-50, and 54 to advise of
rejection of a MILSTRIP requisition transaction as
reflected by supply status code (rp 65-66)
d. To “From” RIC (rp 74-76) to advise of the rerouting
of a DIC A3_ (passing order), or DIC A4_ (referral
order)
e. From DAAS on behalf of an identified internet ordering
application with Supply Status CX to all status recipients
(identified in rp 30-35, 45-50, and 54) to advise of rejection
due to lack of available funds or other criteria associated
with the funds verification process. The internet ordering
application used by the customer for submission of the
requisition/referral order is identified as the RIC-From (rp
4-6). Rejection is the result of the DoD Component
responding to the funds verification request and not the
DAAS or source of supply. 18

18
Used by internet ordering applications on requisitions, modifications, and follow-ups for subsequent
rejection by DAAS. Refer to ADC 328.

AP7.1-12 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AEA Supply Status For Service prepared Security Assistance requisitions

with NSN/NATO Stock Number

AEB Supply Status For Service prepared Security Assistance requisitions

with part number

AED Supply Status For Service prepared Security Assistance

requisitions/with other

AEE Supply Status For Service prepared Security Assistance

requisitions/with exception data

AEJ Disposal Supply From storage activity to ICP.

Status Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from transportation to retail supply
activity to provide status, unsolicited, for cargo in-
check, hold/delay status, supply status, and
cancellation responses (DLM 4000.25, Volume 3,
Chapter 2).

AF1 Follow-up By requisitioner (rp 30-35)

AF2 Follow-up By SUPADD (rp 45-50)

AF3 Follow-up By rp 54

AF4 Follow-up By rp 55 (for intra-Service use only)

AF5 Follow-up By rp 56 (for intra-Service use only)

AF6 Follow-up By ICP to storage or reporting activity.

Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

AFC Follow-up (request for Furnished by requisitioning activities as requests to

improved ESD) sources of supply to initiate actions which will
improve estimated availability dates provided in
supply status transactions

AP7.1-13 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AFJ Disposal Release From ICP to storage activity.

Follow-up Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

AFT Request for Shipment From consignee (based on signal code) to source of
Tracing-Registered, supply and ILCO to source of supply unless business
Insured, and Certified firm or civilian contractor not required to process
Parcel Post follow-ups received from Military sources. In this
case, from consignee to ICP and ILCO to ICP

AFX 19 Disposal From DLA Disposition Services to rp 30-35 or from

Shipment/Receipt ICP/IMM to rp 4-6
Confirmation Follow-
up

AFY 20 Follow-up (Request for A request to source of supply to obtain the DoDAAC
DoDAAC of Initial of the initial (origin) transportation shipping activity for
Transportation tracing shipments.
Shipping Activity)

AFZ Disposal Shipment From DLA Disposition Services to rp 30-35 or from

Confirmation Follow- ICP/IMM to rp 4-6
up (DIC ASZ not
received)

AG6 Reply to Cancellation To ICP from storage activity

Request

AGJ Reply to Disposal From storage activity to ICP

Release Cancellation

AK1 Follow-up on By requisitioner (rp 30-35)

Cancellation Request
(process as
cancellation if original
cancellation not
received)

19
Establishing intransit control procedures for shipments to DLA Disposition Services Field Offices last
reported as not implemented by USAF and USMC. Refer AMCL 158B.
20
Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not
implemented by GSA. Refer to AMCL 5.

AP7.1-14 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AK2 Follow-up on By SUPADD (rp 45-50)

Cancellation Request
(process as
cancellation if original
cancellation not
received)

AK3 Follow-up on By rp 54
Cancellation Request
(process as
cancellation if original
cancellation not
received)

AK4 Follow-up on By rp 55 (for intra-Service use only)

Cancellation Request
(process as
cancellation if original
cancellation not
received)

AK5 Follow-up on By rp 56 (for intra-Service use only)

Cancellation Request
(Process as
cancellation if original
cancellation not
received)

AK6 Follow-up on From ICP to storage activity

Cancellation Request
(process as
cancellation if original
cancellation not
received)

AKJ Disposal Release From ICP storage activity

Cancellation Follow-up

AM1 Document Modifier For overseas shipment/with NSN/NATO stock

(process as requisition number
if original document
not received)

AP7.1-15 APPENDIX 7.1

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CODE DOCUMENT TITLE EXPLANATION

AM2 Document Modifier For overseas shipment/with part number

(process as requisition
if original document
not received)

AM4 Document Modifier For overseas shipment/with other

(process as requisition
if original document
not received)

AM5 Document Modifier For overseas shipment/with exception data21

(process as requisition
if original document
not received)
AMA Document Modifier For domestic shipment/with NSN/NATO stock
(process as requisition number
if original document
not received)

AMB Document Modifier For domestic shipment/with part number

(process as requisition
if original document
not received)

AMD Document Modifier For domestic shipment/with other

(process as requisition
if original document
not received)

AME Document Modifier For domestic shipment/with exception data22

(process as requisition
if original document
not received)

21
Processing activity shall, by screening of documents, determine whether the incoming requisition type
document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be
acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to
correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22.
22
Ibid.

AP7.1-16 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AMF 23 Document Modifier From ICP to procurement activity. Changes

(process only to SUPADD and signal code.
change SUPPADD
and signal code field)

AMJ Disposal Release To storage activity from ICP (Not applicable for
Order Modification MILSTRIP legacy formatted transactions; used for
DLMS transaction exchange only).

AMP Document Modifier From ICP to procurement activity. Changes RDD

(process only to field (rp 62-64) to Expedite Handling Signal 555.
change RDD field)

AN1 Materiel Obligation To requisitioner (rp 30-35)

Validation Request

AN2 Materiel Obligation To SUPADD (rp 45-50)

Validation Request

AN3 Materiel Obligation To rp 54

Validation Request

AN4 Materiel Obligation To rp 55 (for intra-Service use only)

Validation Request

AN5 Materiel Obligation To rp 56 (for intra-Service use only)

Validation Request

AN9 Materiel Obligation Header document used when forwarding request

Validation Control documents by DMS or mail
Document

ANZ Materiel Obligation Header document used when following up on request

Validation Request documents previously forwarded (DIC AN9) by DMS
Follow-up Control or mail

AP1 Materiel Obligation From requisitioner (rp 30-35)

Validation Response

AP2 Materiel Obligation From SUPADD (RP 45-50)

Validation Response

AP3 Materiel Obligation From rp 54

Validation Response

23
Revised requisition modifier procedures last reported as not implemented by USMC. Refer to AMCL
123C.

AP7.1-17 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AP4 Materiel Obligation From rp 55 (for intra-Service use only)

Validation Response

AP5 Materiel Obligation From rp 56 (for intra-Service use only)

Validation Response

AP8 24 Materiel Obligation DAAS transaction to effect MOV response for

Validation Response specified activities. Also used by activities to have
DAAS provide responses for validated MOV requests
(Chapter 7, C7.1.11.2.)

AP9 Receipt Confirmation Return document for acknowledgment of documents

for Materiel Obligation transmitted either by DMS or mail
Validation Requests

APR 25 Materiel Obligation Notification to source of supply requesting

Validation reinstatement of a requisition canceled under MOV
Reinstatement
Request

APX Notice of Non-receipt Notification to DAAS or the source of supply that the
of Total Batch of MOV total number of documents indicated in the control
Documents document was not received

AR0 Materiel Release To ICP from storage.

Confirmation Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

ARA Materiel Release For release of quantity greater than requested (due to
Confirmation unit pack).
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

24
Use of revised MOV temporary suspension procedures for selected activities last reported as not
implemented by USMC. Refer to AMCL 37.
25
Established procedures to reinstate canceled requisitions last reported as not implemented by USN.
Refer to AMCL 150C.

AP7.1-18 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

ARB Materiel Release For release of quantity less than requested (due to
Confirmation unit pack).
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

ARH Force Closed Materiel For use by ICPs and storage activities to force close
Release Confirmation open MRO records.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

ARJ Disposal Release From storage activity to ICP.

Confirmation Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

ARK Disposal Release From storage activity to ICP for release of quantity
Confirmation greater than requested.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

ARL Disposal Release From storage activity to ICP for release of quantity
Confirmation less than requested.
Also for use in support of the Retail Transportation
and Supply Receipt and Acknowledgment
Interchange (transactions identified by a Distribution
Code = 111) from retail supply to transportation (DLM
4000.25, Volume 3, Chapter 2).

AS1 Shipment Status To requisitioner (rp 30-35) in U.S. requisition. To

Grant Aid country status recipient from
ILCO/monitoring activity

AS2 Shipment Status To SUPADD (rp 45-50) in U.S. requisition. To

Security Assistance country status recipient from
ILCO/monitoring activity

AP7.1-19 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AS3 Shipment Status To rp 54 activity in U.S. requisition. Also used from

source of supply to ILCO/monitoring activity on
Security Assistance requisitions

AS4 Shipment Status To rp 55 (for intra-Service use only)

AS5 Shipment Status To rp 56 (for intra-Service use only)

AS6 Shipment Status To ICP/IMM from reporting activities for LRO

shipments of retail assets

AS8 Shipment Status To DAAS from S/A for distribution by DAAS of AS_
shipment status under MILSTRIP distribution rules

ASH Pseudo Shipment From ICP to DAAS for distribution under MILSTRIP
Status for rules. This transaction shall be used by the ICP as
Unconfirmed Materiel shipment status for unconfirmed MROs
Release Orders

ASY 26 Shipment Status The source of supply response to the request for
(DoDAAC of Initial DoDAAC of the initial (origin) transportation shipping
Transportation activity
Shipping Activity)

ASZ Disposal Shipment From shipping activity to DLA Disposition Services

Confirmation

AT1 Follow-up (process as For overseas shipment/with NSN/NATO stock

requisition if original number
requisition not
received)

AT2 Follow-up (process as For overseas shipment/with part number

requisition if original
requisition not
received)

AT4 Follow-up (process as For overseas shipment/with other

requisition if original
requisition not
received)

26
Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not
implemented by GSA. Refer to AMCL 5.

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AT5 Follow-up (process as For overseas shipment/with exception data27

requisition if original
requisition not
received)

AT7 Follow-up (process as For overseas shipment/Overseas Dependent School

requisition if original System Requirement
requisition not
received)

ATA Follow-up (process as For domestic shipment with NSN/NATO stock

requisition if original number
requisition not
received)

ATB Follow-up (process as For domestic shipment with part number

requisition if original
requisition not
received)

ATD Follow-up (process as For domestic shipment with other

requisition if original
requisition not
received)

ATE Follow-up (process as For domestic shipment with exception data28

requisition if original
requisition not
received)

AU1 Reply to Cancellation To requisitioner (rp 30-35)

Request-Shipment
Status

AU2 Reply to Cancellation To SUPADD (rp 45-50)

Request-Shipment
Status

AU3 Reply to Cancellation To rp 54

Request-Shipment
Status

27
Processing activity shall, by screening of documents, determine whether the incoming requisition type
document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be
acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to
correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22.
28
Ibid.

AP7.1-21 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

AU4 Reply to Cancellation To rp 55 (for intra-Service use only)

Request-Shipment
Status

AU5 Reply to Cancellation To rp 56 (for intra-Service use only)

Request-Shipment
Status

AU8 Reply to Cancellation To DAAS from S/A for distribution by DAAS of status
Request-Shipment (AU_) under MILSTRIP distribution rules
Status

AU0 Reply to Cancellation To ICP. Release of quantity same as requested

Request-Materiel
Release Confirmation

AUA Reply to Cancellation To ICP. Release of quantity greater than requested

Request-Materiel (due to unit pack)
Release Confirmation

AUB Reply to Cancellation To ICP. Release of quantity less than requested

Request-Materiel (due to unit pack)
Release Confirmation

AX1 29 Inventory Control point From ICP to MCA to validate GFM transactions to a
Government- valid contract. May be intercepted by DAAS when
Furnished Materiel applied to contractor requisitions submitted via DoD
Validation Request EMALL indicating payment by corporate credit card.

AX2 30 Management Control From MCA to ICP. Response to ICP validation

Activity Government- request of GFM transactions. Also used by DAAS
Furnished Materiel when applied to contractor requisitions submitted via
Validation Response DoD EMALL indicating payment by corporate credit
card.

FTA Automatic Return Customer or maintenance activity notification to a

Notification source of supply of an automatic return

29
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.
30
Processing activity shall, by screening of documents, determine whether the incoming requisition type
document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be
acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to
correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22..

AP7.1-22 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

FTB Reply to Follow-up for Reserved for DLM 4000.25, Volume 4 (MILSBILLS
Materiel Return Procedures)
Program Credit

FTC Cancellation of Customer Cancellation of previously submitted asset

Customer Asset report
Report

FTD Disposition ICP/IMM status to customer advising of delay in

Instructions response to asset report

FTE Customer Asset Customer report of available assets

Report

FTF Follow-up for ICP/IMM Customer follow-up to ICP/IMM

Reply to Customer
Asset Report

FTG31 Customer Asset Customer report of available assets for part-

Report (Part- numbered items. (Not authorized for asset reports
numbered items) directed to DLA.)

FTL Materiel Returns Customer Status to ICP/IMM indicating estimated

Program Supply date of shipment
Status

FTM Shipment Status Customer status to ICP/IMM indicating release of

shipment to carrier

FTP Follow-up for Materiel Reserved for DLM 4000.25, Volume 4 (MILSBILLS
Return Program Credit Procedures)

FTQ DAAS Customer Asset DAAS status to customer indicating actions on

Report Information reports of assets
Status

FTR Reply to Customer ICP/IMM reply to customer asset report

Asset Report

FTT Follow-up for ICP/IMM Customer follow-up due to non-receipt of ICP/IMM

Materiel Receipt receipt acknowledgment
Status

31
Use of part-numbers in the Materiel Returns Program last reported as not implemented by USMC.
Refer to AMCL 167.

AP7.1-23 APPENDIX 7.1

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Change 13

CODE DOCUMENT TITLE EXPLANATION

FTZ ICP/IMM Materiel ICP/IMM advice to customer of receipt or non-receipt

Receipt Status of materiel

FT6 ICP/IMM Follow-up ICP/IMM follow-up materiel authorized to be returned

AP7.1-24 APPENDIX 7.1

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.2. APPENDIX 7.2

SERVICE AND AGENCY CODES1
DLMS SERVICE CODES
NUMBER OF
CHARACTERS: One or two
TYPE OF CODE: Alpha
EXPLANATION: Services/Agency (S/A) codes are designed to accommodate S/A
identity in Defense Logistics Management Standards (DLMS)
documentation. For this purpose, these codes are used in conjunction
with other codes to identify the parent S/A of requisitioners and other
addressees. The S/A codes shall be used in rp 4, 30, 31, 45, 46, 67,
and 74 of the DD Form 1348 series of documents according to the
following DLMS record position key:
4 First position of the Routing Identifier Code (RIC)
30 First position of the Document Number
31 Second position of the Document Number
45 First position of Supplementary Address
46 Second position of Supplementary Address
67 First position of RIC for U.S. storage activity preparing the
DD Form 1348-1A or DD Form 1348-2
74 First position of the RIC
By exception, two position combination codes using the authorized S/A
code and a specified second position are authorized to identify
contractor DoDAACs.2 FEDSTRIP provides for the use of the two
position codes, defined as civil Agency codes, to be entered in rp 30-31
and 45-46 of the Government Services Administration (GSA) Form
1348 series of documents. The DLMS Service codes3 and the Federal
Standard Requisitioning and Issue Procedure (FEDSTRIP) Agency
codes4 are listed below:

1
Refer to the Treasury Financial Manual Supplement--FAST Book (Part II link to Independent Agencies)
for listing of Federal Civil Agency codes
https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm used as the first two positions
of the activity address code (AAC).
2
Combination codes authorized for USCG and DLA. Refer to ADC 319.
3
Mandatory usage rules for Service and Agency Codes are established for the assignment of DoD
Activity Address Codes (DoDAACs) and Routing Identifier Codes (RICs). Further stratification for
DoDAAC assignment usage rules may be found in the Logistics Data Resources Management System
(LOGDRMS) under DLMS Qualifier/DLMS Code List ID 71, Service and Agency Code.
4
Refer to the Treasury Financial Manual Supplement--FAST Book (Part II link to Independent Agencies)
for listing of Federal Civil Agency codes
https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm used as the first two positions
of the activity address code (AAC).

AP7.2-1 APPENDIX 7.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD POSITION: 4, 30, 31, 45, 46, 67, and/or 74

SERVICE CODES
CODE 4 5 30 31 45 46 67 68 74 75 S/A REMARKS

A A A A A A Army
B B B B Army
B B B Army Security Assistance Use
Only5
C C C C Army
C C C Army Contractor Use Only
D D D D Air Force
D D D Air Force Security Assistance Use
Only6
E E E E Air Force
E E E Air Force Contractor Use Only
F F F F F F Air Force
G G G G G G GSA
H H H H Other DoD Note: To designate
Activities other 7 DoD Activity
contractors, you must
H H G H G Other DoD Activity
use Service Code H with
Contractors
G. When code HG is
H H H Not Assigned used, rp 30-31 or 45-46
shall contain the HG
code, as appropriate 8.
I I Missile Defense Security Assistance Use
Agency Only
J J J J J J Air Force
K K K K Not Assigned
K K K Marine Corps Security Assistance Use
Only9
L L L Not Assigned
L L L L Marine Corps Contractor Use Only

5
On Grant Aid requisitions, rp 45 shall contain S/A Code Y.
6
Ibid.
7
Procedures to control access to DoD material inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.
8
Mandatory usage rules for Service and Agency Codes are established for the assignment of DoD
Activity Address Codes (DoDAACs) and Routing Identifier Codes (RICs). Further stratification for
DoDAAC assignment usage rules may be found in the Logistics Data Resources Management System
(LOGDRMS) under DLMS Qualifier/DLMS Code List ID 71, Service and Agency Code.
9
On Grant Aid requisitions, rp 45 shall contain S/A Code Y.

AP7.2-2 APPENDIX 7.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

SERVICE CODES
CODE 4 5 30 31 45 46 67 68 74 75 S/A REMARKS

M M M M M M Marine Corps
N N N N N N Navy
O Not Assigned
P P P P Navy
P P P Navy Security Assistance Use
Only10
Q Q Q Q Navy
Q Q Q Navy Contractor Use Only
R R R R R R Navy
S S S S S S DCMA See footnote11
S S S S S S DLA See footnote12
S S D S D DLA Contractor Use Only
T T T T DLA
T T DLA Security Assistance Use
Only13
T T (See Footnote14 )
U U U U Not Assigned
U U U DLA Contractor Use Only
V V V Navy

V V V V Navy Contractor Use Only

V V V Not Assigned
W W W W W W Army
X Reserved (Used internally by DLA
Transaction Services)
Y Y 15 Reserved See Footnote
Z Z Z Z Z Z Z Coast Guard

10
Ibid.
11
DCMA: DoDAACs begin with S and end with A; any character is allowed in between. RICs are in
the format S-numeric-alpha, where the numeric value is 6, 7, or 8 only.
12
DLA: S-series excluding those values that fall within the DCMA format rules identified in the previous
footnote for DCMA.
13
On Grant Aid requisitions, rp 45 shall contain S/A Code Y.
14
S/A Code T entered in rp 45 may be used for any Foreign Military Service (FMS) country Defense
organization which is not designated as an element of that country’s Army, Navy, Air Force, or Marine
Corps.
15
Identifies Security Assistance Grant Aid when used in a Security Assistance requisition (as designated
by rp 30). Otherwise, considered nonsignificant except by coordinated prior agreement or authorized
procedures for inter-Service ownership transfer of ammunition/ammunition-related materiel. See
Appendix 7.9 for details.

AP7.2-3 APPENDIX 7.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

SERVICE CODES
CODE 4 5 30 31 45 46 67 68 74 75 S/A REMARKS

Z Z 0 Z 0 Coast Guard Contractor Use Only

AP7.2-4 APPENDIX 7.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

FEDSTRIP CIVIL AGENCY CODES 16

NUMBER OF CHARACTERS: Two.
TYPE OF CODE: Numeric, Numeric.
EXPLANATION: Identifies civil agencies under FEDSTRIP
RECORD POSITION(S): 30-31 and 45-46.

SPECIAL PROGRAM ACTIVITY CODES 17

NUMBER OF CHARACTERS: Two.
TYPE OF CODE: First-position Numeric, Second-position Alpha.
EXPLANATION: Identifies special program activities that are neither
DoD or Federal Agencies
RECORD POSITION(S): 30-31 and 45-46.

16
Refer to the Treasury Financial Manual Supplement – FAST Book (Part II link to Independent
Agencies) for linsitn of Federal civil Agency codes
https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm used as the first two positions
of the AAC.
17
Request for Implementation Date for Approved DLMS Change (ADC) 384, Special Programs for
NonDoD/No-Federal Agency Requisitioners and Administrative Change for Contractor DoDAACs,
January 18, 2011

AP7.2-5 APPENDIX 7.2

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.3. APPENDIX 7.3

ROUTING IDENTIFIER CODES
AP7.3.1. Routing Identifier Codes (RIC) (located in rp 4-6, 67-69, and 74-76 of
transactions) are assigned by Service/Agencies (S/A) for processing inter-S/A, and
intra-S/A logistical transactions. The codes serve multiple purposes in that they are
supply source codes, intersystem routing codes, intrasystem routing codes and
consignor (shipper) codes. Defense Automatic Addressing System (DAAS) maintains
an electronic database of these codes; users with accounts1 can access the database
from the DAAS portal: https://www2.transactionservices.dla.mil/portal/portal.asp. Those
without accounts can access the database, with limited functionality at
https://www.transactionservices.dla.mil/DAASINQ.

AP7.3.2. To qualify for assignment of a RIC, the facility/activity must be an integral and
predetermined element of an established logistical system and must perform a general
logistical control, distribution and/or storage mission (to include bases, posts, camps,
and stations, when applicable).

AP7.3.3. The use of a RIC on any one document does not infer, imply, or intend that
follow-on documentation resulting from there must contain the same RIC or any element
thereof. It is a fundamental premise of Military Standard Requisitioning and Issue
Procedures (MILSTRIP) that any RIC serves as only one of the following:

AP7.3.3.1. An address to indicate the intended recipient of the document for

logistical actions.

AP7.3.3.2. Identification of the actual consignor (shipper) on supply type

release/receipt transactions originated within the distribution system(s).

AP7.3.4. All authorized RICs shall contain one of the characters depicting Service
assignment as listed in Appendix 7.2, Service and Agency Codes, in the first position.

AP7.3.5. The second and third positions may be in any combination of alphanumerics,
except as noted in Appendix 7.2. These positions may identify either a facility or activity
of the S/A depicted by the first position.

AP7.3.6. Each S/A is responsible for the assignment of RICs to its facilities and
activities. A S/A that has activities located at another S/A facility shall assign its own
RIC to the activity. A S/A which has assets located at another S/A facility shall use the
RIC assigned by the S/A owning/operating the facility. (An appropriate RIC may be
assigned to identify these assets when requested by the S/A owning the assets.)

1
DAAS requires a user authorization to obtain information from their website. Users without approved
access to DAAS (user id and password), must complete a request for access available on the DAAS
Website https://www.transactionservices.dla.mil/sar/sar_menu.asp

AP7.3-1 APPENDIX 7.3

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Washington Headquarters Service (WHS) shall make RIC H_ series assignments for
“Other DoD Activities.”

AP7.3.7. Each S/A shall designate a coordinator with the responsibility to control,
monitor, and submit/validate all RIC additions, revisions, and deletions relative to its
S/A. In most cases the DoDAAC and RIC coordinators (or monitors) are the same. S/A
coordinators established for assignment of RICs are available at
http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/

AP7.3.8. DAAS maintains the RIC database and serves as the focal point for receipt of
all RIC database revisions. DAAS will monitor RIC code assignment for compliance
with the above assignment rules. RIC database is published electronically and updated
from requests for additions, changes, and/or deletions as submitted by the Component
RIC coordinators. Interested parties may interrogate the RIC database through the
DAAS Website2 at https://www.transactionservices.dla.mil/DAASINQ.

2
DAAS requires a user authorization to obtain information from their website. Users without approved
access to DAAS (user id and password), must complete a request for access available on the DAAS
https://www.transactionservices.dla.mil/sar/sar_menu.asp.

AP7.3-2 APPENDIX 7.3

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.4. APPENDIX 7.4

MEDIA AND STATUS CODES
AP7.4.1. General. This appendix delineates business rules for furnishing status on
DLMS requisitions, Materiel Returns Program (MRP), and related transactions based
upon the Media and Status (M&S) code. The M&S code is populated on the initiating
transaction to identify the desired status recipient(s) and the type of status to be
provided. Once assigned, the M&S code is perpetuated to subsequent transactions.

AP7.4.1.1. Based upon the status recipient profile, DLA Transaction Service’s
Defense Automatic Addressing System (DAAS) will determine the appropriate
communication process/format, e.g., Defense Information System Network (DISN) using
DLMS (X12/XML) or the legacy 80 record position (rp) format, or DLA Transaction
Services Automatic Message Exchange System (DAMES). The original M&S code set
defined the media for communication of status, as well as the type of status and
required recipients. However, with the substitution of web portals for viewing status
where transactional exchange is not available, document mailing has been terminated,
thus eliminating the option for the user to specify a communication media by M&S code.
Requisitioners without communication services supported by DAAS may use various
web portals for supply and shipment status. Web portals include:

• DoD EMALL - registration required; provides visibility of status for orders

sourced by DLA,
• GSA Advantage Requisition Status - no registration required; visibility of
status on orders sourced by GSA or provided by any source via DAAS to
civil agency customers, and
• Web Visual Logistics Information and Processing System (WebVLIPS) -
registration required; provides visibility of status processed via DAAS for
all sources of supply.

AP7.4.1.2. Selected requisition-related and MRP transactions that identify status

recipients and are applicable to the procedures discussed in this appendix are identified
in Table AP7.4.T1.

Table AP7.4.T1. Transactions Used for Identification of Status Recipients

Document
Transaction Name DLMS Transaction Identifier Code
(DIC)
Transaction Category: Requisition-Related
Requisition/ 511R with Transaction Type Code AN A0_
Requisition Passing Order/ 511R with Transaction Type Code BM A3_
Requisition Referral Order 511R with Transaction Type Code BN A4_

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Requisition Modification 511M AM_

Requisition Follow-Up 869F AT_
Materiel Obligation 517M with Transaction Type Code AW APR
Validation (MOV) Requisition
Reinstatement Request
Transaction Category: Materiel Returns
Customer Asset Report 180M with Transaction Type Code FT FTE/FTG
Automatic Return 180M with Transaction Type Code FT and FTA
Action Code RF

AP7.4.1.3. Status transactions include supply and shipment status, as well as

materiel obligation validation (MOV) and responses to MRP transactions. Selected
transactions applicable to procedures discussed in this appendix are identified in Table
AP7.4.T2.

Table AP7.4.T2. Status Transactions

Transaction Name DLMS Transaction DIC
Supply Status 870S AE_, AB_
Supply status provided to DAAS AE8, AB8
Supply status to status recipients AE1, AE2, AE3,
AE9, AB1, AB2,
AB3
Shipment Status 856S AS_, AU_
Shipment status provided to DAAS AS8, AU8

Shipment status to status recipients AS1, AS2, AS3,

AU1, AU2, AU3
MOV Response 517M with Transaction Type Code AP_
AP
MOV Response provided to DAAS AP8
MOV Response to status recipients AP1, AP2, AP3
Materiel Returns Supply 870M FT6, FTD, FTR,
Status/Follow-up FTQ, FTZ
Reply to Follow-Up for 812L FTB
Credit Status (MILSBILLS)

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.4.1.4. Status recipients may be identified by using the M&S code as a pointer
to various organizations identified by coded data within the transaction:

Table AP7.4.T3. Derivation of Status Recipients

Legacy
Status DLMS Location/Data Reference Signal Location/Data
Recipient (X12 Segment/Code) Code Reference
(RP)
Requisitioner Document Number DoDAAC Any Document Number
(REF or N9/TN – Transaction Reference DoDAAC
Number) (30-35)
Reporting Document Number DoDAAC Any Document Number
Activity (REF or N9/TN – Transaction Reference DoDAAC
Number) (30-35)

Ship-To and/or Ship-To and/or Bill-To (when other than B, J, SUPADD

Bill-To the requisitioner) K, L, (40-45)
(N1/ST – Ship To; BT – Bill- to-Party; or M
BS –Bill and Ship To)
Perpetuated to the supplemental address
(SUPADD) /data
(LQ/A9 – Supplemental Data)
Credit-To Credit-To (when other than the reporting B or K SUPADD
activity) (40-45)
(LQ/ZB – Party to Receive Credit)
Perpetuated to the supplemental address
(SUPADD)/data
(LQ/A9 – Supplemental Data)
Credit-To Credit-To (when other than the reporting C or L Fund Code
activity or SUPADD) equates to the (52-53)
DoDAAC associated with the Fund Code
in the Fund Code to DoDAAC Conversion
Table (see DLMS Volume 4, Finance,
Appendix 1.01) May be perpetuated to the
credit-to
(LQ/ZB – Party to Receive Credit)
Distribution Distribution Activity equates to the Any Distribution Code
Activity DoDAAC associated with a significant (54)
entry in first position of the Distribution
Code in the Distribution Code Table (see

AP-7.4-3 APPENDIX 7.4

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Table AP7.4.T3. Derivation of Status Recipients

Legacy
Status DLMS Location/Data Reference Signal Location/Data
Recipient (X12 Segment/Code) Code Reference
(RP)
DLMS Appendix 7.12).
(LQ/AK – Distribution Code)

AP7.4.1.5. The M&S code is not used for all status distribution processing:

AP7.4.1.5.1. Services may provide status to distribution activities identified

by the second or third position of the distribution code on an intra-Service basis.

AP7.4.1.5.2. Under the DLMS, not all status recipients are identified by the
M&S Code. An enhancement to DLMS transactions allows for discrete identification of
status recipients by DoDAAC when not specified by the M&S Code (see N1
Segment/Code Z1 – Party to Receive Status). DAAS will provide distribution to these
activities when status distribution is required.

AP7.4.1.6. M&S codes are used in different ways on requisition-related and MRP
transactions.

AP7.4.1.6.1. On requisition-related transactions:

AP7.4.1.6.1.1. M&S may indicate that status is to be furnished to the

requisitioner and/or the ship-to/bill-to activity.

AP7.4.1.6.1.2. M&S may indicate that no status is to be provided to the

requisitioner or the ship-to/bill-to activity (M&S O and Y).

AP7.4.1.6.1.3. M&S may indicate that status is restricted to the

Secondary Inventory Control Activity (SICA) identified by the distribution code (first
position) under all circumstances on transactions for nonconsumable items (M&S 8).

AP7.4.1.6.2. With the exception of M&S 8, M&S codes do not apply to:

AP7.4.1.6.2.1. The mandatory provision of shipment status to all valid

status recipients.

AP7.4.1.6.2.2. Rejection or cancellation status.

AP7.4.1.6.2.3. Responses to follow-ups.

AP7.4.1.6.2.4. Status responses to MOV response documents.

AP-7.4-4 APPENDIX 7.4

 DLM 4000.25, Volume 2, November 26, 2019
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AP7.4.1.6.3. M&S codes do not inhibit the mandatory furnishing of 100
percent supply and shipment status to the activity designated by a significant entry in
the distribution code (first position).

AP7.4.1.6.4. M&S Y is an exception to the general requirement for 100

percent status to the activity designated by a significant entry in the distribution code
(first position), and specifies that only exception status and shipment status are wanted.

AP7.4.1.6.5. M&S codes designate the following types or combinations of

status is required:

AP7.4.1.6.5.1. Exception status.

AP7.4.1.6.5.2. One hundred percent supply status.

AP7.4.1.6.5.3. Exception status and shipment status.

AP7.4.1.6.5.4. One hundred percent supply status and shipment status

AP7.4.1.7. On MRP transactions:

AP7.4.1.7.1. M&S codes specify the activity to receive replies to asset

reports and related transactions output by ICPs/IMMs.

AP7.4. 1.7.2. M&S codes may indicate that such replies must be routed to
the credit-to activity associated with the Fund Code (M&S 9).

AP7.4. 1.7.3. When the SICA is identified as the credit-to activity associated
with the fund code, M&S 9 will be entered (optional for automatic return notification).

AP7.4.1.8. DLA Transaction Services’ Defense Automatic Addressing System

(DAAS) Transmission Rules. Regardless of the M&S cited, sources of supply or
designated activities must transmit all machine sensible status transactions via DAAS.
Upon receipt of the status, DAAS will determine the appropriate business process for
dissemination as follows:

AP7.4.1.8.1. For transmission services, refer to the DAAS Manual, DLM

4000.25-4, Chapter 5 and Appendix 1.1.

AP7.4. 1.8.2. When an addressee is not served by by DAAS, DAAS status

cannot be provided directly to that addressee. These activities must rely on web portal
visibility.

AP7.4. 1.8.3. DAAS will forward status addressed to a non-DoD agency

addressee to GSA to provide visibility via the GSA Advantage web portal.1

1
Refer to PDC 1067.

AP-7.4-5 APPENDIX 7.4

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AP7.4. 1.8.4. Activities requiring the specialized processing must submit
written justification to DLA Transaction Services for consideration. These exception
procedures apply only when DMS capability is not available.

AP7.4.1.8.5. When status is forwarded to DAAS for transmission to the

appropriate status recipient, DAAS will furnish applicable status based on DLMS status
distribution rules as prescribed in this appendix.

AP7.1.9. Activities requiring status must be encouraged in S/A implementing

instructions to obtain and utilize full supply and shipment status. This requirement
should be implemented to reduce the need for activities to submit follow-up inquiries.

AP7.1.10. M&S is a mandatory entry by the originator of the document and will not
be altered during subsequent processing except under the procedures for SICA
processing (See DLMS Volume 2, Chapter 4 and 11) or Service-level guidance for
internet-based ordering applications.

AP7.4.1.11. M&S Codes are listed below.

NUMBER OF CHARACTERS: One.
TYPE OF CODE: Alpha-numeric.
EXPLANATION: Indicates the status recipient and type of status required.
One hundred percent supply status includes exception
status.
DLMS LOCATION: Industry Code (LQ01) DF – Media & Status Code

LEGACY RECORD 7
POSITION:
M&S Codes Used with MRP Transactions
CODE EXPLANATION
1 Reserved.
2 Reply to the reporting activity.
3 Reserved.
4 Reply to shipped from and/or credit-to as perpetuated to the SUPADD.
5, 6, 7, 8 Reserved.
9 Reply to credit-to activity as associated with the fund code.

AP-7.4-6 APPENDIX 7.4

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M&S Codes Used with Requisition-Related Transactions

CODE EXPLANATION

0 No status to requisitioner or ship-to and/or credit other than mandatory

shipment status to the ship-to activity. One hundred percent supply status and
shipment status to the activity designated by a significant entry in the
distribution code (first position).

1 Reserved.

2 Exception supply status to requisitioner.

3 Reserved.

4 Exception supply status to ship-to and/or credit-to as perpetuated to the

SUPADD.

5, 6, 7 Reserved.

8 One hundred percent supply status and shipment status to activity indicated in
the distribution code (first position). Do not provide status to any other status
eligible recipient under any other circumstances. (For use only by SICAs on
transactions for nonconsumable items).

9, A Reserved.

B One hundred percent supply status to requisitioner.

C Reserved.
D One hundred percent supply status to ship-to and/or credit-to as perpetuated
to the SUPADD.

E Reserved.

F One hundred percent supply status and shipment status to requisitioner and
ship-to and/or credit-to as perpetuated to the SUPADD.

G, H Reserved.

I Not used.

J Reserved.

K Exception supply status and shipment status to requisitioner.

L Reserved.

AP-7.4-7 APPENDIX 7.4

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Change 13

M&S Codes Used with Requisition-Related Transactions

CODE EXPLANATION

M Exception supply status and shipment status to ship-to and/or credit-to as

perpetuated to the SUPADD.

N Reserved.

O Not used.

P, Q, R Reserved.

S One hundred percent supply status and shipment status to requisitioner.

T Reserved.
U One hundred percent supply status and shipment status to ship-to and/or
credit-to as perpetuated to the SUPADD.

V, W, X Reserved.

Y No status to requisitioner or ship-to and/or credit-to as perpetuated to the

SUPADD other than mandatory shipment status to the ship-to activity.
Exception supply status and shipment status to the activity designated by a
significant entry in the distribution code.

Z Exception supply status and shipment status to requisitioner and ship-to and/or
credit-to as perpetuated to the SUPADD.

AP-7.4-8 APPENDIX 7.4

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AP7.5. APPENDIX 7.5

STOCK OR PART NUMBERS
AP7.5.1. Stock or part numbers are located in rp 8-22 of transactions. When a 13-digit
national stock number (NSN) or non NSN assigned to the Overseas Dependent School
System items is applicable:

AP7.5.1.1. The federal supply classification (FSC) will be entered in rp 8-11.

AP7.5.1.2. The national or NATO item identification number (NIIN) will be entered
in record position (rp) 12-20.

AP7.5.1.3. Example:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

NSN 8 3 2 0 0 0 3 1 2 3 4 1 2 BLANK

AP7.5.1.4. Cognizance symbols, stratification codes, fraction symbols, condition

codes, etc., are never to be entered in rp 8-20.

AP7.5.2. When codes are required in addition to the NSN to properly identify the item
being requisitioned and these codes are recognizable to the initial processing source,
the codes will be entered in rp 21 and 22. If one digit only, entry will be in rp 21. See
examples below:

rp 8 9 10 11 12 13 14 25 16 17 18 19 20 21 22

NSN 8 3 2 0 0 0 3 1 2 3 4 1 2 3 BLANK

plus one
code

OR

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

NSN 1 5 6 0 0 0 3 1 2 3 4 1 2 B C
plus two
codes

AP7.5-1 APPENDIX 7.5

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Change 13
AP7.5.3. When a 13-digit NATO NSN is applicable:

AP7.5.3.1. The North Atlantic Treaty Organization (NATO) FSC will be entered in
rp 8-11.

AP7.5.3.2. A two-position NCB code which identifies the NATO country assigning
the NIIN will be entered in rp 12-13. Examples of NCB codes are: (1) 00 and 01 -
United States, (2) 99 - United Kingdom, (3) 21 - Canada, and (4) 12 - Germany. See
Cataloging Data and Transaction Standards, Volume 10, Table 9 for a complete listing
of NCB codes.

AP7.5.3.3. The seven-digit NATO NIIN will be entered in rp 14-20.

AP7.5.3.4. Example:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
NATO
5 3 4 0 0 0 1 2 3 1 2 3 4 BLANK
NSN

AP7.5.4. When a manufacturer’s part number is applicable:

AP7.5.4.1. The contractor and Government entity (CAGE) code will be entered in
rp 8-12 (see example in paragraph AP7.5.4.5., below). If the CAGE code is not
available, enter the in-the-clear description in the remarks section.

AP7.5.4.2. The manufacturer’s part number, if 10 digits or less, will be entered in

rp 13-22 progressing from left to right, with unused spaces, if any left blank. Use the
Federal Logistics Information System (FLIS) Technical Procedures, Volume 4, Chapter
3, to verify the validity of part numbers.

AP7.5.4.3. When a manufacturer’s part number exceeds 10 digits, the materiel will
be requisitioned on DD Form 1348-6.

AP7.5.4.4. When requisitioning across Service lines (i.e., inter-Service, DLA

Supply Center, GSA) the 5-digit CAGE code will always be entered in rp 8-12. When
the requisitioner cannot determine the appropriate 5-digit CAGE, the manufacturer’s
name will be provided using DD Form 1348-6.

AP7.5.4.5. Example: (Applicable to paragraphs AP7.5.4.1, AP7.5.4.2., and

AP7.5.4.4., above.)

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
Part
1 2 3 4 5 1 2 3 4 5 6 7 8 9 0
Number

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Change 13
AP7.5.5. If an NSN or manufacturer’s part number is not known but a description or
publication reference is available to adequately identify the item, and such reference is
meaningful to the processing point, use DD Form 1348-6.

AP7.5.6. When other than an NSN or part number is applicable (i.e., a plant equipment
code, DoD ammunition code, locally assigned number, etc.) and:

AP7.5.6.1. If 15 digit or less, it will commence in rp 8 and progress to the right,

with unused spaces left blank. Example of less than fifteen digits:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

Number 1 2 3 4 5 6 7 8 9 1 2 3 Blank

AP7.5.6.2. If 15 digits, it will commence in rp8 and progress to the right. Example
of Fifteen digits:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
Number 1 2 3 4 5 6 7 8 9 1 2 3 4 5 6

AP7.5.6.3. If 16 digits or more, the DD Form 1348-6 will be used and the entire
number will be entered in block 1 thereof.

AP7.5.7. Brand name resale subsistence items are identified by special item
identification numbers assigned by DLA Troop Support and configured to conform with
the NSN, as explained below:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20
DLA
Troop
8 9 1 5 0 0 A 1 6 1 0 9 9
Support
Number
FSC NCB Alp Supply Item
(a) (b) ha Bulletin Number
(c) Number (e)
(d)

AP7.5.7.1. Rp 8-11 will contain the FSC. Example: FSC 8915 is canned fruit and
vegetables.

AP7.5.7.2. Rp 12-13 will contain NCB Code 00 or 01.

AP7.5.7.3. Rp 14 will contain an alpha character to distinguish brand name resale

item numbers from NSNs. The letter A identifies item in 10-500 series of DLA supply

AP7.5-3 APPENDIX 7.5

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
bulletins for brand name resale items. The letter B identifies items in the 10-600
bulletins. The letters S and J are assigned to certain brand name items not appearing
in the 500 and 600 series bulletins. The latter are announced by DLA Troop Support in
monthly master item lists.

AP7.5.7.4. Rp 15-17 will contain the supply bulletin number, which identifies the
brand name supplier. Example: SB 10-500-161, the numeric 161 identifies the specific
supplier by name for brand name resale items listed in that bulletin.

AP7.5.7.5. Rp 18-20 will contain the numerical sequence of items listed in the
specific bulletin (0 thru 999), i.e., line item number in the bulletin.

AP7.5.8. Rp 3 of the document identifier code (DIC) (Appendix AP7.1) is significant to

the type of number entered in rp 8-22. Any requisition containing special or locally
assigned numbers (e.g., production equipment code (PEC), DoD Ammunition Code,
Subsistence Brand Name Resale Item Identification Number) must contain a 4 or D
unless additional data are entered in the remarks space.

AP7.5.9. Requisitions for perishable and nonperishable subsistence will contain the
applicable subsistence type of pack code in rp 21.

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AP7.6. APPENDIX 7.6

UNIT OF ISSUE AND QUANTITY
AP7.6.1. The unit of issue (located in rp 23-24 of transactions) is a two-letter
abbreviation of the types of units under which materiel is issued. Unit of issue codes
are contained in Cataloging Data and Transaction Standards (CDTS), Volume 10, Table
53.

AP7.6.2. The quantity (located in rp 25-29 of transactions) is a numerical designation of

the number of units applicable to the transaction. If the quantity required exceeds
99,999,1 additional requisition(s) with new document number(s) shall be prepared and
submitted for the remaining balance.

AP7.6.3. Exception rule for ammunition and ammunition related items (federal supply
group (FSG) 13 and federal supply classification (FSC) 1410, 1420, 1427, 1440, 5330,
5865, 6818 or 8140). By trading partner agreement and by coordination with DLA
Transaction Services, an exception rule is available for communicating larger quantities.
This rule is only applicable when the initiating system is Defense Logisitcs Management
System compliant (and supports larger quantities) and the receiving system is using
legacy MILSTRIP. Under this rule, when the quantity exceeds 99,999, the DLA
Transaction Services transaction conversion from DLMS to legacy format shall transmit
the initial quantity using the standard configuration of using the qualifier “M” in rp 29 to
represent thousands. The residual quantity from the DLMS transaction shall be
transmitted separately using the original document number and original/blank suffix
code. The legacy trading partner system shall be responsible for accumulating the
quantities transmitted separately (rather than superseding or rejecting as duplicate
transactions).2

1
For ammunition transactions only (FSG 13), enter an “M” in rp 29 to express in thousands any
quantity exceeding 99,999. Example: A quantity of 1,950.00 shall be expressed as 1950M
(1950 in rp 25-28 and an “M” in rp 29). The “M” modifier is an optional feature that can be
applied intraS/A and, by agreement, inter-S/A.
2
Refer to ADC 441, Exception Rules to Accommodate Communication of Ammunition/Ammunition
Related Quantities in Excess of Five Digits

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AP7.7. APPENDIX 7.7

DOCUMENT NUMBER
AP7.7.1. The document number (located in record position (rp) 30-43 of transactions) is
a nonduplicative number throughout the system. For support of U.S. Forces, it is
constructed as follows: (See chapter 25 for document number construction for Security
Assistance transactions.)

AP7.7.1.1. Department of Defense activity address code (DoDAAC) or Federal

Standard Requisitioning and Issue Procedures (FEDSTRIP) activity address code
(AAC) (rp 30-35).

AP7.7.1.2. Four-position ordinal date (rp 36-39).

AP7.7.1.3. Serial number (rp 40-43).

Service
Agency Code
Activity Address Code Ordinal Date Serial Number
30 31 32 33 34 35 36 37 38 39 40 41 42 43

AP7.7.2. The entries in rp 30 and 31 will always be the appropriate character(s) from
appendix AP7.2 that indicates the Service/Agency (S/A).

AP7.7.3. DoDAAC or FEDSTRIP AAC for each activity will be established and
disseminated by each of the Services, DLA and the GSA. (See DLM 4000.25, Volume
6, Chapter 2, DoDAAD.) Each code so established will contain or serve as an address
to permit shipping and billing for materiel and for mailing of documentation.

AP7.7.4. Entries in rp 36-39 (date) will always be numeric and will indicate the actual
date of transmittal from the requisitioner to the initial supply source. If requisitions are
predated to facilitate local processing, the requisition date will be amended (if
necessary) to reflect the true date of transmittal.

AP7.7.4.1. Rp 36 will indicate the last numeric digit of the calendar year in which
the document was originated. Example: 0 for 1990, 1 for 1991, etc.

AP7.7.4.2. Rp 37-39 will indicate the numerical or consecutive day of the calendar
year; for example, 035 is equal to February 4TH.

AP7.7-1 APPENDIX 7.7

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Additional Examples:

RECORD POSITIONS DATES

36 37 38 39
0 0 0 5 - January 5, 2010
9 0 5 2 - February 21, 2009
2 2 7 9 - October 5, 2012

AP7.7.5. Document serial numbers, assigned at the discretion of the document

originator, are entered in rp 40-43. The document serial number will not be duplicated
on the same day. The serial number may be assigned to consist of alphanumeric
characters, with the exception of alphas I and O (on inter-Service transactions) under
the following criteria:

AP7.7.5.1. Rp 40 may consist of alpha or numeric characters with the utilization of

certain alphas limited as specified in paragraph AP7.7.5.3., below. Under DLMS
implementation, this embedded information will be carried as a distinct data element
referred to as the utilization code.

AP7.7.5.2. Rp 41-43 may consist of alpha or numeric characters on inter-S/A

requisitions. However, the entries in rp 41-43 will not be meaningful to the receiving
S/A, but will be perpetuated on documentation initiated as a result of requisition
processing.

AP7.7.5.3. The following alphabetic codes have been reserved for use in rp 40:

CODE EXPLANATION
B1 Document number assigned by the Marine Corps Maintenance Center Bridge in
conjunction with the changes required under DLA Marine Corps industrial activity
support agreement. Applies where release of materiel is initiated within the
Marine Corps systems and submission of the corresponding material release
order is transmitted to the DLA managed warehouse. (This meaning is
applicable only when an MCMC-associated DoDAAC is used to construct the
document number.)
C Use in the document number (unique control number) assigned for receipt of an
item upgraded from scrap under DLA Disposition Services procedures. (This
meaning is applicable only to DLA Disposition Services Field Office-prepared
receipt transactions.)

1
Available under DLMS. Refer to ADC 396, Revised Procedures and Data Content for DLMS Materiel
Release Order (940R) and Material Release Advice ((945A) and New Denial Management Code for
Marine Corps BRAC Storage and Distribution Interface (SDI).

AP7.7-2 APPENDIX 7.7

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE EXPLANATION
D2 Document number assigned by the depot on behalf of the Marine Corps
Maintenance Center under DLA Marine Corps industrial activity support
agreement. Applies where release of materiel is initiated without submission of a
corresponding material release order. (This meaning is applicable only when an
MCMC-associated DoDAAC is used to construct the document number.)
E Navy exception "ship to" for deployed naval units.
G Navy exception "ship to" for deployed naval units.
J Inventory control point (ICP) interrogations or offers of excess, and requisitions
resulting from the interrogations or offers (denotes inter-service supply support
transactions between ICPs).
K Reserved.
L Use to identify requisitions submitted to DLA Disposition Services that result
from physical screening of property at the DLA Disposition Services Field Office.
This type of requisition is referred to as a “Walk-In Requisition.”
M3 Use to identify Inventory Control Point/Integrated Materiel Manager directed
disposal release orders resulting from Base Realignment and Closure (BRAC).
This value is not currently approved for use on other transaction types.
N Reserved.
P Reserved for DoD assignment.
Q Use to identify requisitions and related transactions/documents for items
reclaimed from aircraft and equipment from the Aerospace Maintenance and
Regeneration Center (AMARC).
R4 Use to identify document numbers generated within the DLA Disposition
Services’ Reutilization/Transfer/Donation (RTD) Web to accommodate
processing of the individual lines associated with requisitioning a Disposition
Services container.
S5 Use to identify requisitions submitted to DLA Disposition Services.
T Use to identify Electronic Turn-In Document (ETID) prepared shipments/
transfers to DLA Disposition Services.6

2
Ibid.
3
Use of modified definitions for codes M, R, and S in record position 40 last reported as not implemented
by United States Navy (USN), United States Air Force (USAF), and United States Marine Corps (USMC).
Refer to AMCL 145
4
Ibid.
5
Ibid.
6
ADC 464 (PDC 484), Intransit Control System (ICS), Shipment Status (DLMS 856S/Document Identifier
Code (DIC) AS3), and Disposal Shipment Confirmation Follow-up (DLMS 940/ DIC AFX/AFZ) under RBI.

AP7.7-3 APPENDIX 7.7

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Change 13

CODE EXPLANATION
U Product quality deficiency report (PQDR), storage quality control report (SQCR),
and supply discrepancy report (SDR) related transactions when the original
requisition number is not known. (See MILSBILLS procedures in DLM 4000.25,
Volume 4, Finance.)
V7 Nuclear Related Materiel Code 2305 material requires manual routine contact of
Nuclear Engineering Department for delivery instructions.
W Navy exception "ship to" for deployed naval units.
Z8 Nuclear related materiel code 2305 material requires manual immediate contact
of Nuclear Engineering Department for delivery instructions.

7
Available under DLMS. Refer to ADC381, Procedures and Additional Data Content supporting
Requisitions, Requisition Alerts, and Unit of Use Requirements under Navy BRAC SS&D/IMSP
8
Ibid.

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AP7.8. APPENDIX 7.8

DEMAND AND SUFFIX CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha/Numeric.
EXPLANATION: Has dual use and the meaning of the code entered is
dependent upon the directional flow of the document.
RECORD POSITION: 44
AP7.8.1. Demand Codes. 1 Requisitions requiring demand codes shall be entered in
this position by the activity creating the request. The demand code is a mandatory
entry of an alphabetic character to indicate to the management element of a distribution
system whether the demand is recurring or nonrecurring as follows:

CODE EXPLANATION
I INACTIVATED ITEM DEMAND. This code will be entered only in
requisitions (document identifier code (DIC) A0_) applicable to inactivated
items by DAAS.
N NONRECURRING DEMAND. A request made for a requirement known to
be a one-time occurrence; for example, a modification work order (MWO) kit
for application or an initial request for storage. Requisitions shall be coded
nonrecurring when the demand is anticipated to be nonrepetitive.
O NO DEMAND. To be assigned by requisitioning activities in submitting
requisitions for substitute items which are acceptable in lieu of previously
(Alpha)
requisitioned but delayed items and for initial fill of prepositioned war reserve
materiel stock (PWRMS) consumable item requirements. Also applicable to
resubmission of previously requisitioned requirements under a new
document number when associated with shortage or nonreceipt for which
shipment status was received. May be prescribed by the program manager
on the basis of a nonrepetitive program requirement for which use of
Demand Code N or P is determined to be inappropriate.
P NONRECURRING DEMAND FOR SPECIAL PROGRAM REQUIREMENTS.
Entered in requisitions by a requisition initiator to identify a requisition for
special program/requirements for which stocks were known to have been
acquired by the ICP in anticipation of such demands.

1
When no demand code is entered in the requisition, the ICP shall consider such demand as
R. (See DLMS Volume 2, Chapter 4.)

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

R RECURRING DEMAND. A request made periodically or anticipated to be

repetitive by an authorized requisitioner for consumption or use, or for stock
replenishment. The occurrences encompass most demands; therefore, a
demand shall be considered recurring when a doubt exists. Note: This
requirement is not applicable to resubmission of previously requisitioned
requirements under a new document number when associated with shortage
or nonreceipt for which shipment status was received; use Demand Code O
for these requirements.
S COMMISSARY RESALE DEMAND. A demand for perishable and
nonperishable subsistence items only for resale. Commissary demands for
troop issue subsistence shall be identified with Demand Codes R or N only.
AP7.8.2. Suffix Codes – General

AP7.8.2.1. Suffix codes shall be entered in this position by elements of the

distribution system as transactions occur. The purpose of the suffix code is to relate
and identify requisition and Materiel Returns Program (MRP) transaction “partial
actions” taken on the original requisition or MRP transaction without duplicating or
causing loss of identity of the original number.

AP7.8.2.2. Suffix codes do not relate to separate transportation units involved in

the shipment of materiel. Neither do they identify final shipments nor differentiate
between partial and final shipments.

AP7.8.2.3. Suffix codes shall be alphabetic or numeric with the exception that the
following alpha and numeric characters shall never be used:

ALPHA NUMERIC
I, N, O, P, R, S, and Z 1 and 0
AP7.8.2.4. Suffix Y is reserved for used by Navy and DLA only in their intra-
Service action involving duplicate shipments.

AP7.8.2.5. Service/Agency (S/A) implementation of these instructions shall

provide for block assignment of suffix codes in a decentralized system to preclude
duplicate assignment of suffix codes against the same document number. Block
assignment of the suffix codes should be accomplished essentially as follows:

PROCESSING SOURCE ASSIGNED SUFFIXES

Initial Source A through E
First Secondary Source F through H, J and K
Second Secondary Source L, M, Q, T, and U
Third Secondary Source V through X

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Fourth Secondary Source 2 through 9

AP7.8.2.6. Suffix assignment within centralized distribution systems shall be
accomplished from the authorized codes as listed below:

AUTHORIZED SUFFIXES
Central Processing Source A through Z and 2 through 9,
exclusive of I, N, O, P, R, S,
Y, and Z
AP7.8.2.7. Storage and other activities responsible for processing transactions
containing suffixes shall always perpetuate the suffix code onto related transactions
that they generate.

AP7.8.2.8. When assigned, suffix codes shall be sequentially advanced within

code assignments as split actions occur. Recipients of status transactions containing
suffix codes shall consider the suffix codes in combination with dates, status codes,
and quantities when accounting for split transactions.

AP7.8.3. Suffix Codes – Requisition Transaction

AP7.8.3.1. Processing elements of the distribution system shall enter a suffix

code in rp 44 2 of transactions involving partial quantities such as:

AP7.8.3.1.1. Referral actions for a partial quantity.

AP7.8.3.1.2. Passing actions for a partial quantity.

AP7.8.3.1.3. Release of a partial quantity.

AP7.8.3.1.4. Rejection of a partial quantity.

AP7.8.3.1.5. Backorder of a partial quantity.

AP7.8.3.1.6. Backorder release of a partial quantity.

AP7.8.3.1.7. Procurement of a partial quantity for direct delivery by a vendor.

AP7.8.3.1.8. Any other action applicable to a partial quantity.

AP7.8.3.2. Processing elements of distribution systems shall not enter suffix

codes under the following conditions:

2
MILSTRIP supports the valid use of Suffix Code X, which may be perpetuated into the 15th character of
the Transportation Control Number (TCN) (which is normally derived from the MILSTRIP suffix code).
However, the Defense Transportation Regulation (DTR) also allows X as a default value when no suffix
code is assigned. This redundancy in the significance of the X in the TCN is recognized and accepted.

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 DLM 4000.25, Volume 2, November 26, 2019
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AP7.8.3.2.1. Referral actions for a total quantity.

AP7.8.3.2.2. Passing actions for a total quantity.

AP7.8.3.2.3. Release of a total quantity.

AP7.8.3.2.4. Rejection of a total quantity.

AP7.8.3.2.5. Backorder of a total quantity.

AP7.8.3.2.6. Backorder release of a total quantity.

AP7.8.3.2.7. Procurement of a total quantity for direct delivery by a vendor.

AP7.8.3.2.8. Any other action applicable to a total quantity.

AP7.8.4. Suffix Codes - Materiel Returns Program

AP7.8.4.1. Processing elements of the distribution system shall enter a suffix

code in rp 44 of MRP transactions involving partial quantities, such as:

AP7.8.4.1.1. Return partial quantity with credit.

AP7.8.4.1.2. Return partial quantity without credit.

AP7.8.4.1.3. Partial quantity authorized for disposal.

AP7.8.4.1.4. Effect lateral redistribution of partial quantity.

AP7.8.4.1.5. Effect split returns by separate priority.

AP7.8.4.1.6. Any other action applicable to a partial quantity.

AP7.8.4.2. Processing elements of distribution systems shall not enter suffix

codes in MRP transactions for total quantity.

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AP7.9. APPENDIX 7.9

SUPPLEMENTARY ADDRESS
AP7.9.1. The supplementary address (SUPADD)/supplemental data field is a multi-
purpose data element. Usage rules vary for U.S. Forces and Security Assistance, by
the intent of the transaction originator, as well as based upon the transaction format
(legacy MILSTRIP vs. DLMS) used to communicate the information. Regardless of
usage or format, the originator’s SUPADD/supplementary data shall be perpetuated in
all subsequent transactions and documentation.

AP7.9.2. U.S. Forces

AP7.9.2.1. Under legacy MILSTRIP, the SUPADD (located in rp 45-50) in

transactions for support of U.S. Forces, when significant, will contain a DoD activity
address code (DoDAAC). The entry in the first position (Service) or first and second
position (Federal Agency, if numeric-numeric, or special program activity, if numeric-
alpha) shall always be the appropriate character(s) identifying the Service/Agency
(S/A) or program (see Appendix 7.2. Service and Agency Codes). The DoDAAC shall
be established in the authoritative DLA Transaction Services DoD Activity Address
Directory (DoDAAD) database by S/A designated DoDAAD Central Service Points for
dissemination in a variety of formats. Each code so established will contain
address(es) in detail to permit the shipping and billing of materiel. (See the DLM
4000.25, Volume 6, Chapter 2, DoD Activity Address Directory (DoDAAD).)

Service/Agency

Activity Address Code

45 46 47 48 49 50

AP7.9.2.2. Under DLMS, the SUPADD shall be replaced by a generic

supplemental data field. DoDAACs provided for the purpose of identifying a ship-to
and/or bill-to activity are carried as discrete data elements in the DLMS transaction
address segment with specific data qualifiers indicating the exact purpose.

AP7.9.2.2.1. In a mixed legacy/DLMS environment, the supplemental data field is

used to perpetuate/populate the legacy MILSTRIP SUPADD. During this time, field size for the
supplemental data field is restricted to 6 positions. When containing a DoDAAC, the value
carried in the supplemental data field must also be repeated in the applicable DLMS address
segment to identify the ship-to/bill-to activity.

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 DLM 4000.25, Volume 2, November 26, 2019
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AP7.9.2.2.2. Under full DLMS, the requirement to pass activity address
information within the supplement data shall be terminated and the supplementary data
field will be used for miscellaneous data only. Under full DLMS, the field length shall
be expanded to 30 positions.

AP7.9.2.3. Non-significant Supplemental Data. The Service/Agency Code Y in the

first position shall be used to denote that the field is being used for data rather than a
ship-to/bill-to DoDAAC. When the originator of the transaction uses the
SUPADD/supplemental data field for data rather than addressing, the entry shall be
considered non-significant to the receiving activity except by coordinated prior
agreement or authorized procedures for inter-Service ownership transfer of
ammunition/ammunition-related materiel.

AP7.9.2.4. Inter-Service Ownership Transfer of Ammunition/Ammunition-related

Materiel

AP7.9.2.4.1 When used for inter-Service ownership transfer of ammunition

or ammunition-related materiel located in a Single Manager for Conventional
Ammunition (SMCA) storage activity where no physical movement of materiel or billing
applies, the Referral Order (DLMS 511R/DIC A4_) shall cite Signal Code M and Project
Code CYK in conjunction with a SUPADD/supplemental data field beginning with
Service/Agency Code Y (a ship-to DoDAAC is not applicable). In a mixed DLMS/legacy
environment, the required additional data content to support this process will be
concatenated in the SUPADD/supplemental data field as follows:

• First position: Service/Agency Code Y

• Second position: Old (from) ownership code
• Third-fifth position: New owner RIC
• Last position: New/gaining (to) ownership code

AP7.9.2.4.2 Materiel release orders (MROs) (DLMS 940R/DIC A5_) directed

to an SMCA storage activity for inter-Service transfer of ammunition or ammunition-
related materiel with no physical movement or billing will cite the
SUPADD/supplemental data constructed as in AP7.9.4.1 in combination with Signal
Code M. All subsequent transactions will perpetuate this construct.

AP7.9.2.4.3 Under DLMS, the originating system will also provide the
discrete data elements where applicable, mirroring those contained in the supplemental
data. This redundancy will be retained until all parties are using DLMS and the
supplemental data field may be repurposed for unrelated information.

AP7.9.2.5. When the first position of the document number contains a valid S/A
alpha designator and the first position of the SUPADD/data field contains a zero (0),
DAAS shall change the zero (0) to Y.

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AP7.9.3. Security Assistance

AP7.9.3.1. For Security Assistance transactions, the legacy MILSTRIP SUPADD,

as well as the mixed environment DLMS supplemental data field, is used for a
concatenation of multiple distinct data elements.

AP7.9.3.1.1. For Foreign Military Sales (FMS), the first position (legacy
format rp 45) shall contain the in-country Service designating the military service within
the Security Assistance customer country. For Grant Aid, the first position shall contain
Service/Agency Code Y. Note that the Y is subsequently converted to an X for
establishment of the applicable Military Assistance Program Address Code (MAPAC).

AP7.9.3.1.2. The contents of the remaining positions vary for both FMS and
Grant Aid, according to the Security Assistance country and the originator’s intent.
(See Chapter 25 and Appendix 8.3 or DLM 4000.25, Volume 6, Chapter 3, Military
Assistance Program Address Directory (MAPAD), for detailed guidance.)

AP7.9.3.2. In a mixed legacy/DLMS environment, the supplemental data field shall

be interpreted during DLA Transaction Services’ DAAS processing and separated into
its discrete data elements for transmission to DLMS-compliant applications. Under full
DLMS, the originating system shall provide the discrete data elements applicable to the
transaction including: customer within country code, offer and release option code,
FMS case number, program line number, record control number.

AP7.9-3 APPENDIX 7.9

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AP7.10. APPENDIX 2.10

SIGNAL CODES
AP7.10.1. General. This appendix provides guidance for legacy-formatted MILSTRIP
requisitions and provides transition guidance for perpetuation of the signal code under
DLMS. The long-term goal for DLMS procedures is to eventually terminate the use of
the signal code, which is redundant to the use of discretely identified activities relevant
to the transaction.

AP7.10.2. Legacy MILSTRIP Business Rules. The signal code (record position 51) in
A series documents has two purposes; it designates the fields containing the intended
consignee (ship-to), and the activity to receive and effect payment of bills, when
applicable. In the case of the Material Returns Program (MRP), Document Identifier
Code (DIC) FT_ series, the signal code designates the fields containing the intended
consignor (ship-from) and the activity to receive and process credits, when applicable.
All requisitions/asset reports will contain the appropriate signal code.

AP7.10.2.1. The coding structure and its meaning for DIC A_ series documents
are shown in Table AP7.10.T1.

Table AP7.10.T1. Legacy-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . .
A Requisitioner Requisitioner (rp 30-35)
B Requisitioner Supplementary address (rp 45-50)
C Requisitioner Bill-to party designated by the fund code (52-53)
D Requisitioner No billing required (free issue) (Not to be used by DoD
activities when submitting requisitions on General Services
Administration (GSA))
J Supplementary Requisitioner (rp 30-35)
address
K Supplementary Supplementary address (rp 45-50)
address

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Change 13

Table AP7.10.T1. Legacy-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . .
L Supplementary Bill-to party designated by the fund code (52-53)
address
M Supplementary No billing required (free issue). (Not to be used by DoD
address 1 activities when submitting requisitions on GSA)
W Requisitioner For intra-Service use only
X Supplementary For intra-Service use only
address

AP7.10.2.2. The coding structure and its meaning for applicable Materiel Returns
Program (MRP) (DIC FT_ series documents) are shown in Table AP7.10.T2.

Table AP7.10.T2. Legacy-Formatted Asset Reporting Transaction Business Rules

Code Ship from . . . Credit to . . .
A Requisitioner Requisitioner (rp 30-35)
B Requisitioner Supplementary address (rp 45-50)
C Requisitioner Bill-to party designated by the fund code (52-53)
D Requisitioner No credit required
Supplementary
J Requisitioner (rp 30-35)
address
Supplementary
K Supplementary address (rp 45-50)
address
Supplementary
L Bill-to party designated by the fund code (52-53)
address
Supplementary
M No credit required
address
W Requisitioner For intra-Service use only

1
When used to identify ownership transfer of ammunition and ammunition-related materiel with no
physical movement of materiel or billing, Signal Code M is used in conjunction with Project Code CYK
and the supplementary address/supplemental data field beginning with Service/Agency Code Y and will
not require inclusion of a valid ship-to DoDAAC. Refer to ADC 1020.

AP7.10-2 APPENDIX 7.10

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Table AP7.10.T2. Legacy-Formatted Asset Reporting Transaction Business Rules

Code Ship from . . . Credit to . . .
Supplementary
X For intra-Service use only
address

AP7.10.2.3. When the Signal Code is C or L, an additional use for the fund code
is to indicate the bill-to office. The fund code to bill-to office conversion under
MILSBILLS procedures is prescribed in the fund code appendix of DLM 4000.25,
Volume 4, Finance.

AP7.10.3 DLMS MILSTRIP Business Rules. 2 Pending future termination of the signal
code under DLMS, the signal code remains as a required data element. Redundant
mapping of the discretely identified activities is required during an extended transition
period to ensure interoperability in a mixed DLMS/legacy environment.

AP7.10.3.1 Although identified in the transaction, the signal code in

requisitions, including referral and passing orders, must also designate the
role/placement of legacy fields containing the intended consignee (ship-to), and the
activity to receive and effect payment of bills, when applicable. In the case of the MRP,
the signal code designates the role/placement of fields containing the intended
consignor (ship-from) and the activity to receive and process credits, when applicable.
All requisitions/asset reports will contain the appropriate signal code.

AP7.10.3.2 The coding structure and its meaning for requisition documents
are shown in Table AP7.10.T3.

Table AP7.10.T3. DLMS-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . . Notes
A Requisitioner Requisitioner Supplemental data non-
Requisitioner DoDAAC Requisitioner DoDAAC significant
perpetuated to the bill and perpetuated to the bill and (LQ01/Code A9)
ship-to ship-to
(N101/Code BS) (N101/Code BS)
B Requisitioner Addressee (other than the Perpetuate bill-to DoDAAC to
Requisitioner DoDAAC requisitioner) designated the supplemental data
perpetuated to the ship-to by the bill-to (LQ01/Code A9)
(N101/Code ST) (N101/Code BT)

2
Refer to ADC 1009A.

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Change 13

Table AP7.10.T3. DLMS-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . . Notes
C Requisitioner Addressee (other than the Supplemental data non-
Requisitioner DoDAAC requisitioner or ship-to) significant
perpetuated to the ship-to designated by the bill-to (LQ01/Code A9)
(N101/Code ST) (N101/Code BT)
Bill-to DoDAAC must be
associated with the fund code in
the Fund Code to Billed
DoDAAC Conversion Table 3
D Requisitioner No billing required (free Supplemental data non-
Requisitioner DoDAAC issue) significant
perpetuated to the ship-to (LQ01/Code A9)
(N101/Code ST)
J Addressee (other than the Requisitioner Perpetuate ship-to DoDAAC to
requisitioner) designated Requisitioner DoDAAC the supplemental data
by the ship-to perpetuated to the bill-to (LQ01/Code A9)
(N101/Code ST) (N101/Code BT)
K Addressee (other than the Addressee (other than the Perpetuate bill and ship-to
requisitioner) designated requisitioner) designated DoDAAC to the supplemental
by the bill and ship-to by the bill and ship-to data
(N101/Code BS) (N101/Code BS) (LQ01/Code A9)
L Addressee (other than the Addressee (other than the Perpetuate ship-to DoDAAC to
requisitioner) designated requisitioner or ship-to) the supplemental data
by the ship-to designated by the bill-to (LQ01/Code A9)
(N101/Code ST) (N101/Code BT)
Bill-to DoDAAC must be
associated with the identified
Fund Code in the Fund Code to
Billed DoDAAC Conversion
Table 4
M Addressee (other than the No billing required (free Perpetuate ship-to DoDAAC to
requisitioner) designated issue) the supplemental data
by the ship-to (LQ01/Code A9) 6
(N101/Code ST) 5

3
Refer to DLM 4000.25, Volume 4, Finance.
4
Ibid.
5
When used to identify ownership transfer of ammunition and ammunition-related materiel with no
physical movement of materiel or billing, Signal Code M is used in conjunction with Project Code CYK

AP7.10-4 APPENDIX 7.10

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Table AP7.10.T3. DLMS-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . . Notes
W Requisitioner For intra-Service use only
(N101/Code ST)
X Addressee (other than the For intra-Service use only Perpetuate ship-to DoDAAC to
requisitioner) designated the supplemental data
by the ship-to (LQ01/Code A9)
(N101/Code ST)

AP7.10.3.3. The coding structure and its meaning for MRP asset reports
documents are shown in Table AP7.10.T4.

Table AP7.10.T4. DLMS-Formatted Asset Reporting Transaction Business Rules

Ship from . . . Credit to . . . Notes
Code
(N101/Code SF) (N101/Code ZB) 7
Reporting activity Reporting activity
identified in the document identified in the document
A number perpetuated to number perpetuated to
the shipped from and the shipped from and
party to receive credit party to receive credit
Reporting activity Addressee (other than the Perpetuate credit-to DoDAAC to
identified in the document reporting activity) the supplemental data
B
number perpetuated to designated by the party to (LQ01/Code A9)
the shipped from receive credit
Reporting activity Addressee (other than the Credit-to DoDAAC must be
identified in the document reporting activity) associated with the identified
C number perpetuated to designated by the party to Fund Code in the Fund Code to
the shipped from receive credit based on Billed DoDAAC Conversion
the fund code. Table 8

and the supplementary address/supplemental data field beginning with Service/Agency Code Y and will
not require inclusion of a valid ship-to DoDAAC. Refer to ADC 1020.
6
Ibid.
7
A single party to receive credit is used pending implementation of a DLMS enhancement to distinguish
and discretely identify the party to receive credit for materiel; party to receive credit for packing, crating,
and handling; and party to receive credit for transportation.
8
Refer to DLM 4000.25, Volume 4, Finance.

AP7.10-5 APPENDIX 7.10

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Table AP7.10.T4. DLMS-Formatted Asset Reporting Transaction Business Rules
Ship from . . . Credit to . . . Notes
Code
(N101/Code SF) (N101/Code ZB) 7
Reporting activity No credit required
identified in the document
D
number perpetuated to
the shipped from
Addressee (other than the Reporting activity Perpetuate reporting location to
reporting activity identified identified in the document the supplemental data
J in the document number) number perpetuated to (LQ01/Code A9)
discretely identified as the the party to receive credit
shipped from
Addressee (other than the Addressee (other than the Perpetuate party to receive
reporting activity identified reporting activity identified credit DoDAAC to the
in the document number) in the document number) supplemental data
K
designated by the designated by the (LQ01/Code A9)
shipped from and party to shipped from and party to
receive credit receive credit
Addressee (other than the Addressee (other than the Perpetuate shipped from
reporting activity identified reporting activity identified DoDAAC to the supplemental
in the document number) in the document number data (LQ01/Code A9)
designated by the or shipped from)
L shipped from designated by the party to Credit-to DoDAAC must be
receive credit based on associated with the identified
the fund code fund code in the Fund Code to
Billed DoDAAC Conversion
Table
Addressee (other than the No credit required Perpetuate shipped from
reporting activity identified DoDAAC to the supplementary
M in the document number) data (LQ01/Code A9)
designated by the
shipped from
Reporting activity For intra-Service use only
identified in the document
W
number perpetuated to
the shipped from

AP7.10-6 APPENDIX 7.10

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Table AP7.10.T4. DLMS-Formatted Asset Reporting Transaction Business Rules
Ship from . . . Credit to . . . Notes
Code
(N101/Code SF) (N101/Code ZB) 7
Addressee (other than the For intra-Service use only
reporting activity identified
X in the document number)
designated by the
shipped from

AP7.10.4. The coding structure and its meaning for shipments/transfers to DLA
Disposition Service Field Office:

AP7.10. 4.1. For shipments/transfers of hazardous materiel and waste to DLA

Disposition Service Field Offices, the Disposal Turn-In Document (DTID), DD Form
1348-1A, DD Form 1348-2, or authorized electronic equivalent, will reflect the
designated consignee DLA Disposition Service Field Office as the ship-to (N1/Code
ST) (MILSTRIP Legacy supplementary address (rp 45-50)) and the signal code will be
as shown in Table AP7.10.T5.

Table AP7.10.T5. DTID Signal Code Business Rules

Code Bill to . . .

A Turn-in activity identified in the document number (MILSTRIP legacy rp 30-35)

Bill to activity in block 27 of the DTID. If Signal Code B is present and no bill-to
B activity is provided in DTID block 27, the bill-to office will default to the turn-in activity
identified in the document number (MILSTRIP legacy rp 30- 35).

Addressee designated by the fund code (MILSTRIP legacy rp 52-53). If Signal Code
C is present and no bill-to activity is identified on the Fund Code to Billed DoDAAC
C Conversion Table, the bill-to office will default to the turn-in activity in the document
number (MILSTRIP legacy rp 30-35).
For Signal Code C, bill to activity must also be identified in block 27 of the DTID.
Addressee designated by the fund code (legacy rp 52-53). If Signal Code L is present
and no bill-to activity is identified on the Fund Code to Billed DoDAAC Conversion
L Table, the bill-to office will default to the turn-in activity in the document number
(MILSTRIP legacy rp 30-35).
For Signal Code L, bill to activity must also be identified in block 27 of the DTID.

AP7.10.4.2. Only the signal codes in AP7.10.3.1 are applicable on the DTID for
hazardous materiel or waste turn-in. Processing under Signal Codes C and L are
redundant to allow perpetuation of legacy system procedures.

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AP7.10.5. Designation of the DoD EMALL DoDAAC SC4210 as the bill-to indicates
payment via Government purchase card or corporate credit card applies.

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.11. APPENDIX 7.11

FUND CODES
AP7.11.1. Fund codes (located in rp 52-53 of transactions) are two-position
alpha/numeric codes used with the Service or Agency code of the billed office to
designate the billing method (interfund or noninterfund). When interfund billing is
indicated, the fund code also indicates the fund account to be charged (disbursed) or
credited (refunded). The fund code to fund account conversion is prescribed in the
MILSBILLS procedures fund code appendix of DLM 4000.25, Volume 4, Finance.

AP7.11.2. An additional use for the fund code is to indicate the DoDAAC of the “bill-to”
office when the Signal Code is C or L. The conversion of fund code to billed office DoD
activity address code (DoDAAC) conversion is prescribed in the fund code appendix of
DLM 4000.25, Volume 4, Finance.

AP7.11.3. Requisitions submitted to DoD activities and the Government Services

Administration (GSA) shall always contain a fund code, unless the materiel requested
has been offered without reimbursement, in which case the signal code (rp 51) shall be
D or M (free issue) and the fund code shall have no meaning to the requisition
processing point.

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AP7.12. APPENDIX 7.12

DISTRIBUTION CODES

NUMBER OF CHARACTERS: Three.

TYPE OF CODE: Alpha/Numeric.
EXPLANATION: An alpha or numeric entry in rp 54 requires a decision
as indicated in this appendix.
RECORD POSITION(S): 54-56.
POSITION 54: Activities eligible to receive additional status and
assigned codes.
POSITION 55-56: Internal Service/Agency (S/A) use.
AP7.12.1. Use of Distribution Codes. The distribution field is a three-position two-part
field of which the first part (record position (rp) 54) is significant and will require a
decision when the entry is alphabetic or an assigned numeric. When an alphabetic or
assigned numeric entry is contained in rp 54, the activity designated by the entry will be
furnished 100 percent supply and shipment status on all priorities in addition to status
furnished using the media and status (M&S) entry in rp 7. When rp 7 is M&S 0, 8, or Y,
the activity designated in rp 54 is responsible for furnishing status to other status
eligible recipients. The second part of the field (rp 55-56) is discretionary for other
types of internal control. The distribution code serves only to indicate an addressee is
to receive status (including MOV requests) and may be changed only by submission of
a DIC AM_ requisition modifier.

AP7.12.1.1. A numeric entry in rp 54 which is not assigned on an inter-

Component basis by the DoD MILSTRIP System Administrator will be nonsignificant to
the system but will always be perpetuated in other transactions.

AP7.12.1.2. An alpha character or assigned numeric entry is significant and will

always be perpetuated in other transactions.

AP7.12.1.3. Alphabetic or numeric entries in rp 55 and 56 will not require

decisions, but will always be perpetuated in other transactions.

AP7.12.2. Assignment and Maintenance of Distribution Codes. Distribution codes are

assigned to identify the activities to receive 100 percent supply and shipment status for
all priority designators in addition to the status to be furnished using the M&S entry in
rp 7.

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AP7.12.2.1. Alphabetic distribution codes are assigned by the Component
coordinator as identified by the S/A code from appendix AP7.2. and a DoD activity
address code (DoDAAC).

AP7.12.2.2. Numeric distribution codes are controlled and approved by Defense

Logistics Management Standards and will not be used by the Components without prior
approval. When a numeric code is assigned for inter-Service use, a Proposed Defense
Logistics Management System (DLMS) Change (PDC) containing the required or
desired implementation date will be staffed with the Components. In addition, numeric
distribution codes are nonsignificant unless they are assigned by the DoD MILSTRIP
Administrator for inter-Component use.

AP7.12.2.3. Each Component coordinator listed in AP7.12.4., will ensure

currency in code assignments. Additional assignments, revisions, or deletions of
distribution codes, with the exception of codes used with Service Code H, will be
requested from the DAAS 1 for update of the central file. Requests for assignment of
Service Code H distribution codes will be requested from the DoD MILSTRIP
Administrator by mail to Defense Logistics Management Standards J627 Room 1650,
Defense Logistics Agency J627, MILSTRIP Administrator, 8725 John J Kingman Road,
STOP 6205, Fort Belvoir, VA 22060-6217, or by the Enterprise Business Standards
Office Website comment form.

AP7.12.2.4. The DAAS maintains the database of distribution codes 2 and will
serve as the focal point for all database revisions. Use
https://www2.transactionservices.dla.mil/edaasinq/ to interrogate the distribution code
file. Assigned distribution codes are listed by month at
https://www2.transactionservices.dla.mil/eDoDAAD_asearch/download_dodaaf.asp 3.
Select ‘MILSTRIP Distribution Codes’ from the drop-down menu box and select the
applicable month. Each report displays the ‘as of’ date for the codes listed.

AP7.12.3. Numeric Distribution Codes. Current use of numeric distribution codes are
as follows:

CODE USE
1 Reserved for assignment by the DoD MILSTRIP System Administrator.
2 For use by IMMs to identify transactions associated with lateral
redistribution of DoD consumable assets
3 For use by IMMs to identify transactions associated with lateral
redistribution of DoD reparable assets

1
DAAS requires a user authorization to obtain information from their website. If you do not currently
have approved access to DAAS (user id and password), please complete a request for access by going
to the following DAAS website: https://www.transactionservices.dla.mil/sar/warning.asp
2
Ibid.
3
Ibid.

AP7.12-2 APPENDIX 7.12

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Change 13

CODE USE
4 Use for DoD EMALL requisitions
5 Inter-Component use with Service/Agency Code N to identify a DLA
DoDAAC to receive supply and shipment status and materiel obligation
validation (MOV) for DLA-funded Navy requisitions to other Services under
industrial activity support agreement.
6 Inter-Component use with the Navy Service Codes N, V, and R
7 and 8 Inter-Component use with the transmission of MOV requests
9 DLA Disposition Services
Federal Center
Battle Creek MI 49016-3412
111 Inter-Component use for Retail Transportation and Supply Receipt and
Acknowledgement Interchange (See DLM 4000.25, Volume 3, Chapter 2)

AP7.12.4. Component Coordinators. DoD Component coordinators are established for

S/A assignment of distribution codes. See the Enterprise Business Standards Office
(EBSO) Webiste
http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/

AP7.12-3 APPENDIX 7.12

 DLM 4000.25, Volume 2, November 26, 2019
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AP7.13. APPENDIX 7.13

PROJECT CODES

NUMBER OF CHARACTERS: Three.

TYPE OF CODE: Alpha/Numeric.
EXPLANATION: Identifies requisitions and related documentation as to
special programs, exercises, projects, operations, or
other purposes.
LEGACY RECORD 57-59.
POSITION(S):
DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Qualifier 781

AP7.13.1. Project codes are used to distinguish requisitions and related documentation
and shipments, and to accumulate Service/Agency (S/A) performance and cost data
related to exercises, maneuvers, and other distinct programs, projects, and operations.
If no project code is applicable, leave blank in the applicable transaction.

AP7.13.2. Project codes, other than Office of the Secretary of Defense

(OSD)/Chairman of the Joint Chiefs of Staff (CJCS) assigned codes, do not provide nor
imply any priority or precedence for requisition processing or supply decisions. Project
codes are not related to priority in any respect and, when used, do not alter nor override
the priority assigned to a requisition or shipment. Requisitions containing project codes
and shipments related thereto will be processed strictly under the assigned priority
designator and implied/requested preferential treatment to the contrary will be
disregarded.

AP7.13.3. Project codes will be perpetuated in all related documentation and will
appear as a part of shipping container markings. Recognition of project codes by
suppliers in another S/A and the resultant special handling afforded requisitions and
shipments will be limited to:

AP7.13.3.1. Shipment Consolidation. Criteria for consolidation of project code

materiel is published in DTR 4500.9-R.

AP7.13.3.2. Container Marking. Shipments will be marked as prescribed in MIL-

STD-129, as amended.

1
ADC 1043 added the Standard Line of Accounting (SLOA) requirement for a project code element in the
FA2 segment, but also noted that the SLOA project code may or may not be the same as the supply
project code.

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 DLM 4000.25, Volume 2, November 26, 2019
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AP7.13.3.3. Shipment Release/Movement Control. At the time of project
announcement for contingencies and similar rapid response situations, the initiating S/A
will provide the instructions as to procedures to be followed on requisitions which must
arrive at destinations within specified time periods.

AP7.13.4. Project codes are categorized into four groups and the authority to assign
project codes varies by category. The following paragraphs provide the definitions of
each category of project codes and identify the S/A which is authorized to assign each
category of project code. The authoritative source for each category of project codes is
either maintained with the Services or the Project Code Management System (PCMS)
as part of DAAS logistics transaction processing infrastructure.2

AP7.13.4.1. Category A. For use when no meaning of the code will be

perpetuated outside the originating S/A. The code will be perpetuated in all related
documentation and will appear as a part of the shipping container markings. Project
codes in Category A may be assigned by those S/As identified in Appendix 7.2 by a
distinct S/A code, Federal Standard Requisitioning and Issue Procedures (FEDSTRIP)
activity address code (AAC), and by those Agencies using the multiuse Service Code H.
Category A project codes are managed by the Services and are not included in the
PCMS. 3

AP7.13.4.2. Category B. For use when recognition and exceptional processing

actions have been prearranged between specified S/As. Category B project codes will
be announced by the managing S/A only to participating S/As, with the information
described below in AP7.13.6.3. Assignment authority is the same as for Category A.
Category B project codes are managed by the Services and are not included in PCMS. 4

AP7.13.4.3. Category C (3/alphanumeric/alphanumeric). Assigned for common

purpose use by all or specified S/As. Category C project code(s) are assigned for a
specified period of time, not to exceed two years initially, with an exception for project
codes assigned to ongoing MILSTRIP procedures. The project code
monitor/coordinator will evaluate the need to extend and update Category C project
codes prior to expiration. All Category C codes are managed in PCMS by OSD, Office
of CJCS, or the DoD Military Standard Requisition and Issue Procedures (MILSTRIP)
Administrator. 5

AP7.13.4.3.1. Assignment of Category C project codes may be requested by

OSD/CJCS or by S/As. S/A requests will be forwarded by the Supply Process Review

2
ADC 1118 initiated the development of PCMS. Until PCMS is implemented, the authoritative source for
Category C & D project codes is Appendix 7.13, posted to the DLMS Publications page.
3
Addition of Category A and/or B project codes may be addressed as a future enhancement to PCMS
based on S/A requirements.
4
Ibid.
5
ADC 1118 initiated the development of PCMS. Until PCMS is implemented, the authoritative source for
Category C & D project codes is Appendix 7.13, posted to the EBSO Website, DLMS Publications.

AP7.13-2 APPENDIX 7.13

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Change 13
Committee (SPRC) representative to the DoD Military Standard Requisition and Issue
Procedures (MILSTRIP) Administrator. Such requests must:

AP7.13.4.3.1.1. Include a statement of the intended use.

AP7.13.4.3.1.2. Indicate the S/As which will be involved (including

designator of applicable S/A codes).

AP7.13.4.3.1.3. Provide the effective date and termination date of the

code.

AP7.13.4.3.1.4. Identify at least one monitor/coordinator.

AP7.13.4.3.1.5. Note any references.

AP7.13.4.3.2. Project Codes CYK, JZC, JZM, JZO, and RBB are designated
as Category C and are authorized exceptions to the normal Category C
3/alphanumeric/alphanumeric structure.

AP7.13.4.4. Category D (9/alphanumeric/alphanumeric). OSD/CJCS project

codes. Requisitions and materiel releases with Category D project codes will be ranked
above all other requisitions with the same priority designators for processing purposes.
Authorization for use of Category D project code(s) will be for a specified period of time,
not to exceed two years initially. OSD/CJCS will evaluate the need to extend and
update Category D project codes prior to expiration. All Category D codes are
managed in PCMS by OSD and CJCS. 6

AP7.13.4.5. OSD and CJCS Assignment Requests

AP7.13.4.5.1.. OSD project codes will be assigned only to projects and

programs clearly of direct interest to the Secretary of Defense (SECDEF). Requests for
assignment of OSD project code(s) will be submitted to the DASD (L&MR) SCI. An
information copy of the request will be provided to the DoD MILSTRIP Administrator.
Upon approval of the request by the DASD (L&MR) SCI, OSD will complete assignment
of the project code in PCMS, or may request CJCS record the project code in PCMS on
behalf of OSD7.

AP7.13.4.5.2. CJCS project codes will be assigned only to projects and

programs clearly of direct interest to the CJCS acting on behalf of the SECDEF. The
Force/Activity Designators (F/AD) to be used in conjunction with the CJCS project code
should be designated in the authorization. Requests for assignment of CJCS project
code(s) will be submitted to the JMPAB, an agency of the Chairman, Joint Chiefs of

6
Ibid.
7
Ibid.

AP7.13-3 APPENDIX 7.13

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
Staff, and approved through the appropriate office listed below to authorize CJCS to
complete assignment of the project code in PCMS 8:

AP7.13.4.5.2.1. Service Headquarters.

AP7.13.4.5.2.2. Unified or Service Command Headquarters.

AP7.13.4.5.2.3. The Joint Staff.

AP7.13.4.5.2.4. OSD.

AP7.13.5. Dissemination. When Category C & D project codes are initially assigned,
extended, or cancelled prior to the current expiration date, PCMS will distribute
announcements to the listed monitor(s)/coordinator(s) for the project code and all those
subscribed to receive project code announcements. 9

AP7.13.5.1. The following are required to subscribe in PCMS to receive project

code updates:

AP7.13.5.1.1. Designated OSD project code representatives,

AP7.13.5.1.2. Designated CJCS project code representatives,

AP7.13.5.1.3. DoD MILSTRIP Administrators,

AP7.13.5.1.4. Designated S/A project code representatives,

AP7.13.5.1.5. S/A representatives of the Supply Process Review Committee.

AP7.13.5.2. Initial dissemination of Category C and D project codes will be

accomplished as follows:

AP7.13.5.2.1. For OSD/CJCS project codes, OSD/CJCS are responsible for

electronically disseminating the authorizing project code message (or the Execute Order
containing project code assignment) to S/A Headquarters and other activities as appropriate.

AP7.13.5.2.2. The approved project code is finalized and made active in

PCMS, which electronically forwards an unclassified project code assignment letter to
subscribers. Also, PCMS will push notification of the new code to eligible systems. 10

8
Ibid.
9
ADC 1118 initiated the development of PCMS. Until PCMS is implemented, DoD MILSTRIP Project
Code Support will disseminate project code notices to the representatives listed under AP7.13.6.1. and
other interested parties.
10
ADC 1118 initiated the development of PCMS. Until PCMS is implemented, the authoritative source for
Category C & D project codes is Appendix 7.13, posted to the DLMS Publications page. The MILSTRIP
Project Code Support will disseminate project code notices based on the formats of MILSTRIP Appendix
1.37. Push notifications to Component systems is a planned enhancement of PCMS.

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Change 13
AP7.13.5.2.3. S/A project code representatives electronically disseminate the
project code notice to all involved S/A activities.

AP7.13.5.3. Announcements of project code assignments, updates, and

terminations will provide the information listed below:

TITLE EXPLANATION
Project Code Code assigned under the provisions of this manual.
Effective Date Indicate the date when supply sources should commence required
action relative to the code.
Termination Date Identify the last calendar day that the project code will be active, or
or Continuing indicate that the project code is continuing indefinitely for project
codes integrated with ongoing MILSTRIP processes. After a
specified termination date is passed, inter-S/A recognition of the
code will stop and categories C and D project codes will be removed
from the active project code listing. Unfilled requisitions (which have
not been canceled) containing a terminated project code (Category
B, C, or D) will be processed in the same manner that requisitions
with Category A project codes are processed. No mass cancellation
of CJCS project coded requisitions is authorized without prior
approval of the JMPAB.
Service Code(s) All or specified S/A code(s) which will be used in conjunction with the
project code. This information is to be included as part of the Project
Code Description field of PCMS.
Use/References 1. Use - Use a clear-text statement defining the intended use of the
code and indicating those to whom it applies (unless the use is
classified). Also, if applicable, provide an abbreviated project name.
2. References - Cite inter-S/A agreements and other documents
when establishing or specifying special controls for the project. The
S/A establishing the project is responsible for ensuring that suppliers
are provided copies of these documents, if not available on an inter-
S/A basis. If a joint regulation is cited, all S/A numbers will be
included in the project code announcement. An assembly point for
shipment may be designated in this column by use of the DoDAAC
for the assembly point. The DoDAAC of the assembly point will be
entered in requisitions by requisitioners as the ship-to address.
Shipping activities are not required to use project code
announcements to determine the ship-to address unless inter-S/A
agreements are negotiated for special routing of shipments. Only
one assembly point per project code may be assigned.
Monitor/Coordinator Identify the activity within the S/A or OSD/CJCS which is monitoring
or coordinating the project, point of contact, telephone number (DSN
and commercial, as applicable), and email address.

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Change 13
AP7.13.5.3.1. As per AP7.13.6.2.2., PCMS will distribute project code
announcements when a new project code is activated.11 Refer to Appendix 1.37 for the
format of the generated announcement.

AP7.13.5.3.2. When an active project code is extended, PCMS will distribute

a project code update announcement indicating the new termination date.12 Refer to
Appendix 1.37 for the format of the generated announcement.

AP7.13.5.3.3. When an active project code is cancelled early (i.e., before the
currently published termination date) or reaches its termination date PCMS will
distribute a project code cancellation announcement. 13 The prior termination date is to
be crossed out and the actual expiration date distinctly displayed. Refer to Appendix
1.37 for the format of the generated announcement.

AP7.13.5.4. Following the initial dissemination of the project code assignment,

PCMS will include the code in reports and relevant queries of active project codes.14

AP7.13.5.4.1. For those without PCMS accounts, reports containing all

Category C and D codes will be published electronically on the Defense Logistics
Management Standards Website Publications page unless prohibited by security
classification. The report includes active project codes and those that have expired in
the six months prior of the report generation date.

AP7.13.5.4.2. Those with access to PCMS can access system generated

reports and perform ad hoc queries. See AP7.13.9.1. below for information on who,
and how individuals obtain PCMS accounts. 15

AP7.13.6. Maintenance of Project Code Assignments. The designated S/A project

code representatives (and the initiator or requestor of the project code, if different from
the S/A project code representatives referenced under paragraph AP7.13.7., below) will
ensure that the status of the project code remains current. The initiator or requestor of
a project code will provide the current information of the monitor/coordinator and
requests for extension up to two years to the OSD/CJCS or DoD MILSTRIP
Administrator as appropriate. When informed of project code assignment changes, the
appropriate PCMS user will record the changes in PCMS, which in turn will notify all
subscribers as referenced in AP7.13.6.3.16

11
ADC 1118 initiated the development of PCMS. Until PCMS is implemented, the MILSTRIP Project
Code Support will disseminate project code notices based on the formats of MILSTRIP Appendix 1.37.
12
Ibid.
13
Ibid.
14
ADC 1118 initiated the development of PCMS. Until PCMS is implemented, reports of Category C & D
project codes can be accessed as described in AP7.13.6.4.1.
15
Ibid.
16
ADC 1118 initiated the development of PCMS. Until PCMS is operational, the authoritative source for
Category C & D project codes is Appendix 7.13, posted to the EBSO Website:
https://www.dla.mil/HQ/InformationOperations/DLMS/. MILSTRIP Project Code Support will disseminate
project code notices based on the formats of MILSTRIP Appendix 6.37.

AP7.13-6 APPENDIX 7.13

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AP7.13.7. Service/Agency MILSTRIP Project Code Representatives

AP7.13.7.1. OSD/CJCS, Services, and DLA will formally designate a primary

representative, and may designate up to three alternates. Appointment letters adding or
removing individuals as representatives are to be signed by the designating
OSD/CJCS/Component governing authority for project codes and sent to the MILSTRIP
Project Code Support at Defense Logistics Management Standards Office and to the
DAAS PCMS Administrator.17 Refer to Appendix 1.38 for an appointment letter
template.

AP7.13.7.2. The S/A designated project representatives are published electronically

on the Enterprise Business Standards Office Websiter (CAC required).

AP7.13.8. Project Code Management System

AP7.13.8.1. System Administration18

AP7.13.8.1.1. DAAS maintains the PCMS application for updating Category

C & D project code data.19 It facilitates project code lifecycle management, automated
notification to designated recipients, and real-time project code validation for supply
transactions processed through DAAS. Access to the PCMS application is controlled in
accordance with DoD Public Key Infrastructure (PKI)/Common Access Card (CAC)
requirements and requires an appointment letter submitted to the MILSTRIP
Administrator, and a System Access Request (SAR) submitted to DAAS.

AP7.13.8.1.2. DAAS deactivates accounts when an account holder is no

longer authorized or when the account has not experienced activity for a period of time
determined by DAAS. OSD/CJCS and MILSTRIP Administrator accounts are restricted
through access controls to project code categories appropriate to their role authorized in
their appointment letter. S/A Project Code Representatives and SPRC representatives
may submit a SAR to obtain a read-only access account to perform ad hoc queries.

AP7.13.8.2. Validation. Using project code data in PCMS, DAAS will edit all
requisitions and related transactions (DLMS 511R / MILSTRIP Document Identification
Code (DIC) A0_, AM_, DLMS 869F / MILSTRIP DIC AT_, and DLMS 517M / MILSTRIP
DIC APR) for invalid/expired Category C & D project codes.20

17
ADC 1118 initiated the development of PCMS. Until PCMS is operational, a copy of the appointment
letter does not need to be sent to the DAAS PCMS Administrator.
18
ADC 1118 initiated the development of PCMS. Until PCMS is operational, procedures of AP7.13.9.1.
are on hold.
19
Addition of Category A and/or B project codes may be addressed as a future enhancement to PCMS
based on S/A requirements.
20
ADC 1118 initiated the development of PCMS. Until PCMS is operational, DAAS will maintain the
current validation/expiration edit check for Category D project codes.

AP7.13-7 APPENDIX 7.13

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Change 13
AP7.13.8.2.1. The edit check for valid project codes compares the project
code in the transaction to the project codes recorded in PCMS and verifies the project
code is present and currently active.

AP7.13.8.2.2. If the edit check determines the project code exists but has
expired, PCMS compares the ordinal date from the requisition document number in the
transaction to the beginning date and actual expiration date of the project code in PCMS
to determine if the project code was active at the time of the original requisition.

AP7.13.8.2.3. If an invalid code is present or a project code is used on a

requisition issued outside the active period for the project code, DAAS will blank the
project code, forward the requisition for processing, and report this action back to the
requisitioner in a supply status transaction (DLMS 870S / MILSTRIP DIC AE9) with BK
status.

AP7.13.8.3. PCMS will track which project codes are reserved, pending active,
and expired.21

AP7.13.8.3.1. PCMS users may reserve a project code within their authority
to assign for up to one year. If the project code is not made active or given a pending
date to become active within the year it was reserved, then PCMS will no longer
reserve the project code. During the time that a project code is reserved, it is only
discoverable within PCMS by other users who could have been assigned the same
code.

AP7.13.8.3.2. PCMS users can set a project code to automatically become

active on a date up to 30 days in the future. In order to set a project code for future
activation, the project code must have the required information for disseminating the
project code as called for in AP7.13.6.3.. During the time that a project code is pending
activation, it is only discoverable within PCMS by other users who could have assigned
the same code.

AP7.13.8.3.3. PCMS will not offer a previously expired project code to be

reused for another purpose until at least five years after the project code expired.
When a user requests to create a new project code, PCMS will first offer the project
code that has gone the longest since being used. The user will be able to request a
specific project, so long as it is not already active or within five years since expiring.

21
ADC 1118 initiated the development of PCMS. Until PCMS is operational, procedures of AP7.13.9.3.
are on hold and MILSTRIP Project Code Support will continue to track and disseminate project codes.

AP7.13-8 APPENDIX 7.13

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AP7.14. APPENDIX 7.14

PRIORITY DESIGNATORS, STANDARD AND
REQUIRED DELIVERY DATES
AP7.14.1. The priority designator (PD) is located in rp 60-61 of requisitions, and
related transactions, and is based upon a combination of factors that relate the relative
importance of the requisitioner’s mission, expressed by its Force or Activity Designator
(F/AD), and the urgency of need of the end use expressed by the Urgency of Need
Designator (UND). The F/AD (a Roman numeral) is assigned by the Secretary of
Defense, the Chairman of the Joint Chiefs of Staff (CJCS), or a DoD Component
authorized by the CJCS to assign F/ADs for their respective forces, activities, programs
or projects. The criteria for assignment of an appropriate F/AD is in DoDM 4140.01,
“DoD Supply Chain Materiel Management Procedures,” Volume 8, “Materiel Data
Management and Exchange,” February 10, 2014. The UND (an alphabetic character)
is determined by the requisitioning activity. The criteria for assignment of the UND are
in paragraph AP7.14.3., below.

AP7.14.2. Commanding Officers of requisitioning installations are responsible for the

accurate assignment of PDs consistent with the F/AD and UND, and the validity of
required delivery dates (RDD) when assigned to requisitions. Commanding Officers of
International Logistics Control Offices ( ILCO), receiving requisitions from Security
Assistance requisitioners, are responsible for review of assigned PDs and delivery
dates. The following reviews will be accomplished prior to transmission of the
requisitions to the supply source:

AP7.14.2.1. Commanders (or acting commanders during absences) will personally

review all requirements based on UND A to certify an inability to perform the mission.

AP7.14.2.2. Commanders will designate, in writing, specific personnel who will

personally review all requirements based on UND B to certify that the urgency has
been accurately determined.

AP7.14.3. The determination of the appropriate UND will be made as follows:

AP7.14.3.1. UND A will be used in requisitioning materiel:

AP7.14.3.1.1. Required for immediate end use and without which the force
or activity is unable to perform its assigned operational mission or without which the
force or activity will be unable to perform its assigned operational mission within 15
days (20 days if the force or activity is located OCONUS). 1

1
Materiel requirements of this nature affect the readiness of mission-essential materiel and
actually result in a report of casualty in accordance with equipment readiness information

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Change 13
AP7.14.3.1.2. Required for immediate installation on, or repair of, mission-
essential materiel and without which the force or activity is unable to perform its
assigned operational mission.

AP7.14.3.1.3. Required for immediate end use for installation on, or repair
of, direct support equipment (ground support, firefighting, etc.) necessary for the
operation of mission-essential materiel. 2

AP7.14.3.1.4. Required for immediate end use in the replacement or repair

of mission-essential training materiel and without which the force or activity is unable to
perform its assigned training missions.

AP7.14.3.1.5. Required for immediate end use to effect the replacement or

repair of the essential physical facilities of an industrial or production activity and
without which that activity is unable to perform its assigned missions.

AP7.14.3.1.6. Required for immediate end use to eliminate an existing work

stoppage at an industrial or production activity that is engaged in manufacturing,
modifying, or maintaining mission-essential materiel.

AP7.14.3.1.7. Required for immediate end use to eliminate an existing work

stoppage on a production line that is performing repair and maintenance of
unserviceable items having a Military Mission Essentiality Code of 1 or 2.

AP7.14.3.2. UND B will be used in requisitioning materiel:

AP7.14.3.2.1. Required for immediate end use and without which the
capability of the force or activity to perform its assigned operational mission is impaired.

AP7.14.3.2.2. Required for immediate installation on, repair of, mission-

essential materiel and without which the capability of the force or activity to perform its
assigned operational missions is impaired. 3

AP7.14.3.2.3. Required for immediate end use for installation on, or repair
of, auxiliary equipment which supplements mission-essential materiel or takes the place
of such materiel should it become inoperative.

AP7.14.3.2.4. Required for immediate end use in the replacement or repair

of mission-essential or auxiliary training equipment and without which the capability of
the force or activity to perform its assigned missions is impaired.

systems authorized by the OSD, the Chairman of the Joint Chiefs of Staff, or DoD Component
headquarters.
2
Ibid.
3
Materiel requirements of this nature directly affect the capability of the force or activity to
perform its mission; it can temporarily accomplish assigned missions and tasks but with
effectiveness and efficiency below the DoD Component Headquarters-determined level of
acceptable readiness.

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AP7.14.3.2.5. Required for immediate end use to effect replacement or
repair of the essential physical facilities of an industrial or production activity and
without which the capability of the activity to perform its assigned missions is impaired.

AP7.14.3.2.6. Required to preclude an anticipated work stoppage at an

industrial or production activity that is engaged in manufacturing, modifying or
maintaining mission-essential materiel.

AP7.14.3.2.7. Required to preclude an anticipated work stoppage on a

production line performing repair and maintenance of unserviceable intensive
management or critical items.

AP7.14.3.2.8. Required for the immediate replacement of the safety level

quantity of mission-essential items on allowance and load lists (such as, prescribed
load lists, spares kits, station sets, or coordinated shipboard allowance lists) when the
last item has already been issued.

AP7.14.3.2.9. Required for immediate stock replenishment at overseas

forward area supply activities when a customer’s mission-essential stock level goes
below the safety level and stock due in is not anticipated to arrive prior to stock on
hand reaching a zero balance. The quantity ordered should be the minimum amount
sufficient to ensure the maintenance of a positive stock balance until materiel that is
due in actually arrives.

AP7.14.3.3. UND C will be used in requisitioning materiel:

AP7.14.3.3.1. Required for on-schedule repair, maintenance, manufacture,

or replacement of all equipment.

AP7.14.3.3.2. Required for replenishment of stock to meet authorized

stockage objective.

AP7.14.3.3.3. Required for purposes not specifically covered by any other

UND.

AP7.14.4. Special Programs. All special programs requisitions (identified by

requisitioner DoD activity address code (DoDAAC) using the 1st position numeric–2nd
position alpha series, e.g. 1A) will be reviewed for appropriate PD assignment. These
requisitions are authorized to use Uniform Materiel Movement and Issue Priority
System (UMMIPS) priorities 8, 10, and 15, which corresponds to F/AD V and UND A, B,
and C. DAAS will validate for appropriate use and downgrade any anuauthorized value
to PD 15. Defense Automatic Addressing System (DAAS) will provide an AE9
transaction with BK status and the modified requisition will be forwarded for processing.
Abuse of FAD I will be output to the Unauthorized Priority Designator Report.

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AP7.14.5. Purpose. This section describes the assignment process for determining
the appropriate PD based on the assigned F/AD and the validation process for those
activities using the F/AD I assignment inappropriately.

AP7.14.5.1. Derivation of Priority Designators. The requisitioning activity

determines the appropriate PD to enter in the requisition based on the assigned F/AD
and the UND determined by the requisitioning activity. Table AP7-14.T1 indicates the
appropriate Arabic number PD derived from a combination of a given roman numeral
F/AD with one of the alphabetical UNDs. It should be noted that each force or activity
normally can choose from only three priority designators.

Table AP7-14.T1. Derivation Of Priority Designators (Relating F/AD to

UND)
FORCE OR
URGENCY OF NEED
ACTIVITY DESIGNATOR
A B C
I 01 04 11
II 02 05 12
III 03 06 13
IV 07 09 14
V 08 10 15

AP7.14.5.2. Validation of F/AD I Activities. By direction of the OSD, the DAAS will
validate F/AD I usage through the requisitioning process. The DAAS will maintain an
edit table consisting of activities authorized to use F/AD I. To preserve accuracy and
timely update, the JCS will forward to DAAS and Government Services Administration
(GSA) all OSD-approved assignments of F/AD I immediately upon approval.
Telephonic or electronic communication, to include on-line update, with the DAAS and
GSA is authorized for time sensitive updates; however, formal documentation will be
forwarded to DAAS and GSA to support inclusion of all F/AD I authorized activities. In
order to maintain unclassified communication, JCS contact points are advised to
identify authorized activities by DoDAAC only (no clear-text activity names) and make
no reference to the associated F/AD. DAAS will edit PD 01, 04, and 11 requisitions
(DLMS 511R, 511M, 869F, and 517M or MILSTRIP legacy DICs A0_, AM_, AT_, A3_,
A4_, and APR) to ensure that F/AD I requisitions identify an authorized activity in the
document number (MILSTRIP legacy rp 30-43), supplementary address field
(MILSTRIP legacy rp 45-50), or DLMS ship-to, bill-to, or mark-for party 4 DoDAAC.
DAAS will identify PD 01 requisitions failing this edit for suspected abuse and
subsequent investigation without interruption of normal requisition processing. DAAS

4
Refer to ADC 1009A. Automatic downgrade for PD 01 requisitions will not be authorized pending
implementation of the mark-for party as an alternate location for the authorized activity DoDAAC.

AP7.14-4 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
will use Table AP7-14.T2, to downgrade PD 04 and 11 requisitions failing this edit.
DAAS will report downgrading action back to the requisitioner in DLMS 870S/DIC AE9
transaction with BK status and will forward the modified requisition for processing. By
agreement, all suspected F/AD I abuses found in US Coast Guard requisitions
(document number beginning with Service/Agency Code Z) identified under above
validation process will be automatically downgraded. In addition, DAAS will assess the
validity of transactions which bypass the F/AD I validation process as a result of
alternative requisition submission; such as, Defense Supply Expert System (DESEX)
input, using the requisition image transaction (MILSTRIP legacy DICs CHI, CHA, BE9,
and B99). Suspected abuses uncovered during the above edit process (to include
those transactions downgraded by DAAS) will be output to the Unauthorized Priority
Designator Assignment Report (Appendix 6.34).

Table AP7-14.T2. DAAS Table For Automatic Downgrading Of Requisition

Priority Designator 5
If PD is: then DAAS will to change to:
01 03
(USCG, USAF JM accounts, and Security
Assistance only)
04 06
11 13

AP7.14.5.3. MILSTRIP requisitions submitted directly to GSA for GSA managed

items will be reviewed for appropriate PD assignment prior to further processing. Any
requisitions with PD 04 or PD 11 will be downgraded in accordance with table 2. PD 01
requisitions may be downgraded with the exception of AF (Service Code F)
requisitions. 6 GSA will notify the requisitioner of the downgrade by generating a supply
status, DIC AE8 with BK Status, and route to DAAS for distribution to the correct
recipient(s) depending on the Media/Status and Distribution Code in the AE8. The
modified requisition will be forwarded within GSA for processing based on the new PD.
GSA will report downgrading action to DAAS on the DIC CHA/CH1 transaction using rp
78 as 'D' to indicate downgrade and rp 79-80 to report the original PD. In the case of
PD 01 suspected abuse, both the PD in rp 60-61 and rp 79-80 would contain 01 on the
DIC CHA/1 transaction. This action will allow DAAS to merge GSA priority abuse data
into the Unauthorized Priority Designator Assignment Report on a monthly basis as

5
Effective November 3, 2003, DAAS implemented logic change to allow requisitions with DoDAAC
N00421 in rp 30-35, Document Number Serial Numbers FQ and GQ (in rp 40-41) and PDs 04 and 11 to
pass through DAAS processing without being downgraded. Requisitions with DoDAAC N00421,
document number serial numbers beginning with FQ and GQ for PDs 01, 04, and 11 will not be included
in the monthly Priority Designator Reports.
6
Refer to ADC 279, Automated Downgrade for Priority Abuse and Reporting Procedures. The exception
for the AF is an interim waiver pending better methodology for identification of the F/AD I authorized
activity in AF requisitions.

AP7.14-5 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
described in DLM 4000.25, Volume 2, Appendix AP6.34. NOTE: MILSTRIP
requisitions submitted directly to GSA for GSA managed items will not be revalidated
by DAAS against the established edit table.

AP7.14.5.4. DAAS will apply automatic downgrading to DoD EMALL prepared

requisitions unmatched to the Authorized DoDAAC List with the exception of AF PD 01
and MILSTRIP Order Entry Program (MOES) PD 01.

AP7.14.5.5. Security Assistance Requisitions. All Security Assistance requisitions

(identified by Service Code B, D, K, P, or T in rp 30/45) will be reviewed for appropriate
PD assignment by the ILCO prior to release. The Security Assistance requisitions will
not be revalidated by DAAS against the established edit table. However, any Security
Assistance requisitions with PD 01, 04, or 11 will be downgraded in accordance
withTable AP7-14.T2. DAAS will report downgrading action to the applicable ILCO in
an AE9 transaction with BK status and the modified requisition will be forwarded for
processing. Suspected abuse will be output to the Unauthorized Priority Designator
Report under the appropriate S/A heading with no activity name.

AP7.14.5.6. Participating Service/Agency Points of Contact and Responsibilities.

DoDM 4140.01, Volume 8, requires DoD Components to designate a single office of
primary responsibility to act as focal point for UMMIPS matters. To provide clear
visibility of such points of contact, the JCS, the Military Services, the Defense Logistics
Agency (if needed), and the General Services Administration, will provide contact
information to DLA Logistics Management Standards for publication in this appendix.
Contact information will include office name/symbol and communications numbers.
Primary and alternate information should be included. DoD Component responsibilities
for monitoring FA/D assignments and conducting annual reviews are delineated in
DoDM 4140.01.

AP7.14.5.7. Service/Agency Points of Contact are listed on the DLA Logistics

Management Standards Web site at
http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/.

AP7.14.6. In the following special circumstances, the stated PD may be used by all
requisitioners, irrespective of F/AD, but they are not to be used for the routine
replenishment of stocks to meet authorized stockage objectives:

AP7.14.6.1. PD 03 will be used by all activities for medical or disaster-relief

supplies or related items of equipment that are required immediately for:

AP7.14.6.1.1. Prolonging life, relieving avoidable suffering, or expediting

recovery in case of injury, illness, or disease.

AP7.14.6.1.2. Avoiding or reducing the impact of epidemics or similar

potential mass illnesses or diseases when in the opinion of medical professionals the
probability of epidemics or similar potential mass illnesses is imminent.

AP7.14-6 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP7.14.6.2. PD 03 will be used by all activities for emergency supplies or items of
equipment that are required immediately for controlling a civil disturbance, civil disorder
or rioting.

AP7.14.6.3. PD 06 will be used by all activities for emergency supplies of

individual and organizational clothing required immediately to provide a minimum of
essential clothing to active duty military personnel who are actually without their
required clothing.

AP7.14.7. If local stocks are exhausted and the local supply activity must requisition a
specific immediate end-use requirement for a supported activity with a higher F/AD, the
supply activity may assign a PD, commensurate with the F/AD of the supported unit, to
the specific requirement. This authority will not be used for the routine replenishment
requirements of the supported unit.

AP7.14.8. Whenever a DoD Component executes a contract which provides that a

commercial contractor will requisition Government-furnished materiel from the DoD
distribution system, the DoD contracting officer will advise the contractor of the PDs to
be shown in such contractor-prepared requisitions. The advice will take cognizance of
the F/AD of the national priority program, force or activity for which the contract is
executed, and potential urgencies of need.

AP7.14.9. ISSUE PRIORITY GROUPS (IPGs). PDs are grouped into IPGs as follows:

AP7.14.9.1. PDs 01, 02, and 03 form IPG I.

AP7.14.9.2. PDs 04, 05, 06, 07 and 08 form IPG II.

AP7.14.9.3. PDs 09, 10, 11, 12, 13, 14, and 15 form IPG III.

AP7.14.10. The key to achieving and maintaining a well balanced stock position is
timeliness is submitting stock replenishment requisitions. Services, in promulgating
this system, will ensure establishment of directives to provide positive assurance that
replenishment requisitioning is effected when the reorder point has been reached
and/or when planned program requirements or issue experience reveals the necessity
for the establishment of stock levels. Continued emphasis on stock replenishment
requisitioning will minimize the necessity for priority requisitioning. Competing
demands; such as, different demands having the same PD or RDD for assets in short
supply, will be manually reviewed when release of assets may result in failure to satisfy
a firm commitment for delivery of materiel to a Security Assistance recipient or failure to
satisfy a requisition reflecting a CJCS assigned project code. Decision on the selection
of demands to be satisfied will be based on scheduled dues-in, significance of the
CJCS assigned project codes, and acceptability of substitute items. The CJCS project
codes are the 9__ series. Control levels may be established to reserve assets for
requisitions with designated ranges of PDs, CJCS approved projects, or firm
commitments for delivery of materiel to a Security Assistance recipient.

AP7.14-7 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP7.14.11. RDD Data Field. Requisitioning activities, after determining the
appropriate PD applicable to requisitions, will determine the appropriate entry for the
RDD data field. 7 The combination of the PD and the designation or non-designation of
an RDD or other allowable entry for rp 62-64, as stated in this appendix, will determine
the supply and transportation system response time requirements. Response times are
referenced in DoDM 4140.01, Volume 8, DoD Supply Chain Materiel Management
Procedures: Materiel Data Management and Exchange.

AP7.14.11.1. A RDD which falls within 8 days of the requisition date will impact
determination of the applicable UMMIPS time standard when the PD is 04-15.
Otherwise, designation of a specific calendar day as the RDD will not influence
response time; shipment will occur within the UMMIPS time standards for the assigned
PD. When entered, the calendar day RDD may not precede the requisition date or
exceed the requisition date or exceed the requisition date by more than 100 days. 8
Requisitions may also be coded using instructions below to indicate an extended RDD.
To preclude shipment later than the RDD, submit requisition with Advice Code 2T.

AP7.14.11.1.1. Extended RDD (Code X). When an extended RDD is

assigned, it will be expressed in terms of months from the last day of the month
expressed by the date of the requisition. The number of months, designating the
extended RDDs, will be entered in rp 63-64 and an alphabetic X will be entered in rp
62. Use of the extended RDD will not preclude earlier delivery if the materiel is
available or later delivery should back-ordered materiel become available at a later
date. Enter the appropriate PD, consistent with the F/AD and UND, in rp 60-61. Under
these circumstances, the RDD will be the last day of the month depicted by the entry in
rp 63-64. When supply status is provided, the estimated shipping date (ESD) will be
shown in rp 70-73. Supply source deferring supply support to the requisitioner will
enter Status Code BP in rp 65-66 of the supply status transaction.

AP7.14.11.1.2. Extended RDD (Code S). When a requisitioner desires that

specific shipments not be released prior to 50 days before expiration of the extended
RDD, an S will be entered in rp 62. No other entry will preclude earlier shipment if the
materiel is available. The RDD will be interpreted as the last day of the month
indicated in rp 63-64. The entry in rp 63-64 will indicate the number of months from the
requisition date that the materiel is required; such as, 01 for the first month and 02 for
the second month. Shipping activities will ensure that this request is honored. Supply
sources deferring supply support to the requisitioner will enter Status Code BP 9 in rp
65-66 of the supply status transaction.

AP7.14.11.2. Expedited Transportation Signal. When expedited transportation is

required, and the PD is 01-08, “777" may be entered in rp 62-64.

7
Non-date entries in the RDD field, i.e., Codes E, F, N, R, 444, 555, 777, and 999, are referenced as
Special Requirement Codes Under the DLMS.
8
The 100-day edit is not applicable to requisitions directed to Naval Ammunitions Logistics Center
(NALC).
9
Ibid

AP7.14-8 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP7.14.11.3. Collocated Stock. If the customer is collocated with the supply
depot issuing the materiel or has through local negotiations obtained collocated
customer status and does not require the fastest possible service of the supply and
transportation system, the customer should enter an RDD of 444. The customer
entering a “444" RDD should expect the total time from order placement to delivery to
be within the UMMIPS time standards for the assigned PD.

AP7.14.11.4. Non-Mandatory RDD Data-Field Requirements. If the customer

does not specify an RDD or one of the allowable entries for rp 62-64 the RDD may be
left blank and the customer should expect the total time from order placement to
delivery to be within the UMMIPS time standards for the assigned PD. When
requisitions are received without entries in rp 62-64, these positions will be left blank
on all transactions resulting from requisition processing.

AP7.14.11.5. Mandatory RDD Data-Field Requirements. For subsistence, the

RDD in rp 62-64 is a mandatory entry on all requisitions, with the assigned PD
prescribing the precedence of internal supply processing actions for requisitions
reflecting identical RDDs. To ensure delivery on the RDD, the ICP/depot may bank the
requisitions until the correct processing date, computed by subtracting the number of
days needed for depot processing and transit time from the RDD. All requisitions will
be submitted using schedules established by the ICP.

AP7.14.11.5.1. When RDDs extend beyond order/ship times established by

the ICP (for meals ready to eat (MRE) and other ration items), Paragraph AP7.14.10.1.
will apply.

AP7.14.11.5.2. Provisions for work stoppage conditions identified below do

not apply to subsistence.

AP7.14.11.5.3. During mass and universal cancellation situations, provisions

of Chapters C4 and C27 take precedence over specific RDD requirements.

AP7.14.11.5.4. Expedited Handling Signal 999 and other not mission

capable supply (NMCS) conditions covered in the succeeding paragraphs take
precedence over the specific RDD requirements.

AP7.14.11.6. Not Mission Capable Supply/Anticipated Not Mission Capable

Supply. Not mission capable supply/anticipated not mission capable supply
(NMCS/ANMCS) requisitions will be prepared with special coding in the RDD field
when the following conditions exist/are anticipated to occur; equipment deadlined for
parts, aircraft out of commission for parts, engine out of commission for parts, and
ships capability impaired for parts. The Commanding Officer of the requisitioning
activity will either personally approve, or delegate in writing to specific personnel the
authority to approve, all NMCS/ANMCS requisitions.

AP7.14-9 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP7.14.11.6.1. Expedited Handling Signal. Expedited Handling Signal 999
will be entered in the RDD field of PD 01-03 NMCS requisitions for materiel being
shipped to U.S. Forces OCONUS and CONUS Forces alerted for OCONUS
deployment within 30 days of the requisition date only when the conditions specified
below are met:

AP7.14.11.6.2. The requisitioning unit must possess F/AD I, II, or III, and

AP7.14.11.6.3. The items or equipment required are causing mission-

essential systems or equipment to be incapable of performing any of their assigned
missions, or

AP7.14.11.6.4. The items or equipment required have been identified during

maintenance or testing as necessary to prevent mission-essential systems or
equipment from being unable to perform assigned operational missions or tasks within
5 days of the date of the requisition.

AP7.14.11.6.5. Expedited Handling Signal 999 does not apply to Security

Assistance requisitions.

AP7.14.11.6.6. Requisitions for NMCS conditions other than 999, and all
ANMCS conditions, must contain PD 01-08 with an N (NMCS) or E (ANMCS) in rp 62.
[text deleted] Rp 63-64 are considered nonsignificant. Use UMMIPS time standards to
ship materiel.

AP7.14.11.6.7. Required Availability Date. Security Assistance requisitions

may contain a required availability date (RAD) in rp 62-64. The RAD will reflect the
amount of time remaining from the date of the requisition until the materiel is required.
Enter an A in rp 62 and use rp 63-64 to indicate the number of months remaining from
the date of the requisition to the required availability date. (See Chapter C25.)

AP7.14.11.6.8. Processing Precedence During Mass Cancellation.

Customers desiring to identify requisitions for continued supply and/or shipment
processing during mass cancellation situations, will submit a requisition modifier
(document identifier code (DIC) AM_ with 555 in the RDD data field (in rp 62-64).
Requisitions containing or modified to contain 555 in the RDD data field and PD 01-08
(in rp 60-61) will receive processing precedence using the guidance in Volume 2,
Chapter C4. Requisitions containing 555 in the RDD data field and PD 09-15 in rp 60-
61 will be processed under the priority.

AP7.14.11.6.9. Processing Precedence During Work Stoppage. For work

stoppage conditions at industrial activities, the following procedures may apply at the
option of the individual Service. When utilized, these codes will only be significant on
an intra-Service basis and will not be otherwise recognized.

AP7.14-10 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
AP7.14.11.6.9.1. Enter F in rp 62 of requisitions submitted by rework
facilities for bits and pieces required for rework of mandatory turn-in reparable materiel.
Rp 63-64 is left blank.

AP7.14.11.6.9.2. Enter R in rp 62 of requisitions submitted by repair

activities, other than rework facilities, to indicate local work stoppage requirements. Rp
63-64 is left blank.

AP7.14.11.6.10. Required Delivery Period. For conventional ammunition

requisitions only when materiel is required to be delivered within a specific time period;
such as, materiel for an exercise which is not required before or after the exercise, a
required delivery period (RDP) may be established as outlined below and entered in rp
62-64: 10

AP7.14.11.6.10.1. Decide the latest acceptable delivery date, then

calculate how many days this date is past the date of the requisition. Assign this
number of days to the last two positions of the RDP (in rp 63-64). (The RDP allows the
last acceptable delivery date to reach up to but not exceed 99 days past the date of the
requisition.)

AP7.14.11.6.10.2. Decide the earliest acceptable delivery date.

Determine how many days this date is before the last acceptable delivery date. Match
this number to the corresponding letter in the RDP table below. Assign this letter to the
first position of the RDP (in rp 62). (The RDP allows the earliest acceptable delivery
date up to, but not greater than, 14 days before the last acceptable delivery date.)

B C D G H J K L M P T U V W
1 2 3 4 5 6 7 8 9 10 11 12 13 14

AP7.14.11.6.10.3. In the above manner, a requisitioner may specify an

RDP without the use of exception data. As an example, assume a requisition has an
ordinal date of 2125, and the last acceptable delivery date is 30 days after the date of
the requisition (2155), while the earliest acceptable delivery date is 2 days before the
latest acceptable delivery date (2153). In this case two positions of the RDP would be
30, and the first position would be C (2 days before 2155–the last acceptable delivery
date). The RDP would appear on the requisition as C30. 11

10
Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL
148.
11
The 100-day edit is not applicable to requisitions directed to Naval Ammunitions Logistics Center
(NALC).

AP7.14-11 APPENDIX 7.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP7.15. APPENDIX 7.15

ADVICE CODES
AP7.15.1. Advice codes are numeric/alphabetic or numeric/numeric and provide coded
instruction to supply sources when such data are considered essential to supply action
and entry in narrative form is not feasible. The requisition transaction advice codes flow
from requisition originators to initial processing points and are thereafter perpetuated
into passing actions and release/receipt documents. The excess transaction advice
codes flow from Defense Automatic Addressing System (DAAS) to an Inventory Control
Point (ICP)/ Integrated Materiel Manager (IMM) to indicate that the excess transaction
has been edited by DAAS. The method of assigning advice codes and listings of
requisition/excess transaction advice codes are provided below:

CATEGORY ASSIGNMENTS OF ADVICE CODES

RECORD POSITION(S)
65 66 Numeric/Alphabetic and Numeric/Numeric
1 A thru Z For Intra-Army usage.1
(Except I and O)
1 thru 9
2 A thru Z For DLA, inter-Service, and GSA
(Except I and O) transactions.
1 thru 9
3 A thru Z
(Except I and O)
1 thru 9
4 A thru Z For Intra-Marine Corps usage.2
(Except I and O)
1 thru 9
5 A thru Z For Intra-Navy usage. 3
(Except I and O)
1 thru 9
6 A thru Z For Intra-Air Force usage.4
(Except I and O)
1 thru 9

1
The codes assigned for DLA, inter-Service and Government Services Administration (GSA) transaction
use will also be recognized and used for intra-Service transactions and will not be duplicated within the
Service assignment latitude.
2
Ibid.
3
Ibid.
4
Ibid.

AP7.15-1 APPENDIX 7.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CATEGORY ASSIGNMENTS OF ADVICE CODES

RECORD POSITION(S)
7 A thru Z For Intra-GSA usage.5
(Except I and O)
1 thru 9
8 A thru Z For Intra-DLA usage.6
(Except I and O)
1 thru 9
9 A thru Z Reserved - Not to be used.
1 thru 9
0 A thru Z
1 thru 9
NUMBER OF Two.
CHARACTERS:
TYPE OF CODE: Numeric/alphabetic or numeric/numeric.
EXPLANATION: Provides coded instructions by the requisitioner to supply
sources when such data are considered essential to supply
action and entry in narrative form is not feasible.
RECORD 65-66.
POSITION(S) (rp):

5
Ibid.
6
Ibid.

AP7.15-2 APPENDIX 7.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION
2A Item is not locally obtainable through manufacture, fabrication, or
procurement.
2B Requested item only will suffice. Do not substitute/interchange. Also
applies to “obsolete”/”inactivated” items previously rejected with
Status CJ. When used in response to Status Code CJ, the
submission of a new requisition will be on DD Form 1348-6 with all
appropriate technical data; for example, end item usage, component,
make, model, series, serial number, drawing piece and/or part
number, manual reference, or applicable publication.
2C (1) Do not backorder. Reject any unfilled quantity not available to
meet standard delivery date (SDD)/ required delivery date (RDD).
Suitable substitute acceptable.
(2) When entered in Brand name Resale Subsistence item,
requisitions for overseas will be interpreted to authorize rejection of
unfilled quantities not due to arrive in the overseas command by the
RDD plus 30 days. Rejection status will be furnished the customer
when it is determined by the supply source that unfilled requisitioned
quantities cannot be shipped in time to arrive at the Outside
Continental United States (OCONUS) destination by RDD plus 30
days. This may occur as a result of vendors’ failure to ship required
quantities to the CONUS transshipment depots by contract delivery
date plus 15 days or upon receipt at the Continental United States
(CONUS) transshipment depot, it is determined that the shipment
could not reach the OCONUS destination by the RDD plus 30 days.
2D 7 Furnish exact quantity requested (i.e., do not adjust to quantity unit
pack unless adjustment is upward and the dollar value increase is not
more than $5 over the requisition’s extended money value).
2E Free issue. Stock lists or other publications offer this materiel without
reimbursement. (To be used with Signal D or M on inter-Service
requisitions.)
2F Item known to be coded “Obsolete” but still required for immediate
consumption. Service coordinated/approved substitute is acceptable.
If unable to procure, reject requisition with Status CJ.

7
Procedures for quantity adjustment related to requisitions with Advice Codes 2D, 27, or 29 last reported
as not implemented by GSA. Refer to AMCL 161.

AP7.15-3 APPENDIX 7.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION
2G Multiple use:
(1) Ship new stocks or stocks having new appearance;
(2) Strategic mission requires latest model and configuration (for
electronic tubes);
(3) Strategic mission requires newest stock only (for photographic
film or for aerial requirements for ammunition devices or cartridges);
(4) Anticipated usage requires latest expiration dates only (for
biological).
2H Special textile requirement for use in airborne operations where
personal safety is involved.
2J Do not substitute or backorder any unfilled quantities.
2K Item being requisitioned from CONUS pursuant to the balance of
payments program. (To be used by OCONUS requisitioner.)
2L Quantity reflected in quantity field exceeds normal demands;
however, this is a confirmed valid requirement.
2M 8 MCA validation process has revealed that the requested item is
authorized by a valid contract.
2N Item required in one continuous length as expressed in rp 25-29 and
unit of issue in rp 23-24. No other configuration is acceptable and/or
multiples of the unit pack is not acceptable.
2P Item required in one continuous length as expressed in rp 25-29 and
the unit of issue in rp 23-24. If requirement exceeds the unit pack
length, multiples of the unit pack is acceptable.
2Q 9 The management control activity (MCA) validation process has
revealed that the quantity cited on the document identifier code (DIC)
AX1 exceeds the contract authorized quantity. The total
requisitioned quantity is to be rejected.
2R 10 MCA validation process has revealed that the quantity cited on the
DIC AX1 transaction exceeds the contract authorized quantity. The
quantity field in this transaction (DIC AX2) reflects the quantity that
may be supplied. The quantity difference between the DIC AX1 and
this transaction will not be supplied.

8
Procedures to control access to DoD material inventories by defense contractors last reported as not
implemented by United States Army (USA) (Retail). Refer to AMCL 1A.
9
Ibid.
10
Ibid.

AP7.15-4 APPENDIX 7.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION
2S Issue below established stock reservation levels is authorized. (To
be used by Service owners of single manager for conventional
ammunition (SMCA) managed conventional ammunition items only.)
2T Deliver to the ultimate consignee by the SDD or RDD entered hereon
or cancel requirement.
2U 11 MCA validation process has revealed that no valid contract/call or
order number is registered at the MCA or Service/Agency required
manufacturing directive number (MDN) or contract line item number
(CLIN) is missing or invalid.
2V 12 MCA validation process has revealed that the contract is valid;
however, the requisitioned item, or requisitioner, or the DoD activity
address code (DoDAAC) in rp 45-50, is not authorized government
furnished materiel (GFM) under the contract.
2W This requisition is submitted for free issue of assets above the
approved force acquisition objective (AFAO) on a fill or kill basis.
(Applicable to Grant Aid/ Military Assistance Service Funded (MASF)
requisitions only.)
21 Combination of Advice Codes 2L and 2T.
22 Combination of Advice Codes 2C and 2L.
23 Combination of Advice Codes 2L and 2G.
24 Combination of Advice Codes 2B and 2G.
25 Combination of Advice Codes 2A and 2F.
26 Combination of Advice Codes 2B and 2L.
27 Combination of Advice codes 2D and 2L.
28 Combination of Advice Codes 2N and 2L.
29 Combination of Advice Codes 2D and 2G.
31 Combination of Advice Codes 2J and 2G.
32 Combination of Advice Codes 2C and 2T.
33 Combination of Advice Codes 2L and 2J.

11
Ibid.
12
Ibid.

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Change 13

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION
34 Requested item only will suffice. Do not substitute/interchange.
Items required in one continuous length as expressed in rp 25-29 and
unit of issue in rp 23-24. No other configuration is acceptable and/or
multiples of the unit pack is not acceptable.
(Combination of Advice Codes 2B and 2N.)
39 Requested item only will suffice. Do not substitute/interchange. Item
required in one continuous length as expressed in rp 25-29 and the
unit of issue in rp 23-24. If requirement exceeds the unit pack length,
multiples of the unit pack is acceptable.
(Combination of Advice Codes 2B and 2P.)
3A This requisition is for assets located in the DLA Disposition Services
Field Office activities, as advertised by DLA Disposition Services, for
which the requisitioner desires to inspect materiel prior to shipment.
Fill or kill. Use of this code is limited to requisitions with K, L, R, S, or
T in rp 40.
3B Item being requisitioned has been designated as a commercial type
item. Unable to obtain from commercial sources. Request supply of
requisitioned quantity be accomplished against Foreign Military
Service (FMS) code reflected in rp 48-50.
3C through 3J Deleted.
3L Deleted.
3O Deleted.
3Q Requested item only will suffice. Do not substitute/interchange.
Requisitioner will accept Condition Code E stock in a usable
condition (ammunition stock only).
3R and 3S Reserved.

3V Deliver to the ultimate consignee by the SDD entered hereon or

cancel requirement. Requisitioner will accept Condition Code E
stock in a usable condition (ammunition stock only).
3W Furnish exact quantity requested (i.e., do not adjust to unit pack
quantity). Requisitioner will accept Condition Code E stock in a
usable condition (ammunition stock only).
3X Requisition will accept Condition Code E stock (ammunition stock
only).

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REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION
3Y Do not substitute or backorder any unfilled quantities. Requisitioner
will accept Condition Code E stock in a usable condition (ammunition
stock only).
3Z The quantity reflected in the quantity field exceeds normal demand;
however, this is a confirmed valid requirement. Requisitioner will
accept Condition Code E stock in a usable condition (ammunition
stock only).

MATERIEL RETURNS PROGRAM ADVICE CODES

CODE EXPLANATION
3T Document has been edited by DAAS. Records indicate that NSN is
correct and that the activity identified in rp 4-6 is the managing
ICP/IMM.
3U The correct source of supply is in rp 4-6. Necessary action has been
initiated to correct the FLIS source of supply file.

INTRANSIT CONTROL SYSTEM ADVICE CODES

CODE EXPLANATION
35 Deleted.
36 A DLA Disposition Services Field Office receipt exists for which a
matching DIC AS3 has not been received. No response is required.
(For use with DlCs AFX and AFZ by DLA Disposition Services only.)
37 A DIC AS3 has been received for which a matching DLA Disposition
Services Field Office receipt has not been received. (Only use with
DICs AFX and AFZ by DLA Disposition Services)

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Change 13

DLMS RECEIPT, RESPONSE TO RECEIPT INQUIRY, AND INVENTORY

ADJUSTMENT TRANSACTION ADVICE CODES 13
CODE EXPLANATION
3K Storage activity response to inquiry for receipt status. Storage
activity has the receipt in process. Refer to ADC 313.
3M Storage activity response to inquiry for receipt status. Storage
activity has no receipt in process but there is a prepositioned materiel
receipt (PMR) file. Refer to ADC 313.
3N Storage activity response to inquiry for receipt status. Storage
activity has no receipt in process and no record of the due-in/PMR.
Refer to ADC 313.
3P Storage activity response to an inquiry for status on receipt, or in
response to a follow-up for asset reclassification, to indicate that the
transaction being submitted is a duplicate of the original receipt
transaction, or inventory adjustment transaction, provided by the
storage activity. Caution must be used by the recipient to assure that
the transaction is not processed twice. Refer to ADC 313 and ADC
487.

13
DLMS enhancement. Not for use in corresponding MILSTRAP legacy 80 record position transactions.
Refer to ADC 313. DOD Components must provide Defense Logistics Management Standards Office with
their Component implementation date for ADC 313.

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Change 13

AP7.16. APPENDIX 7.16

STATUS CODES
AP7.16.1. Status codes may be alphabetic/alphabetic or alphabetic/numeric and flow
from sources of supply to the creator of a requisition or customer asset report,
consignee/consignor, or Service-designated control office. Status codes also flow from
the Defense Automatic Addressing System (DAAS) to a DAAS subscriber or from
storage activities to inventory control points (ICP) to furnish the status of materiel
release orders (MRO). The purpose of status codes is to inform recipients of the status
of requisitions or customer asset reports and related transactions.
AP7.16.2. Selected status codes are also used to provide status on or to reject Military
Standard Transaction Reporting and Acountability Procedures (MILSTRAP)
transactions (Volume 2, Appendix 3).
AP7.16.3. The method of assigning status codes and a listing of the codes is provided
below:

CATEGORY ASSIGNMENTS OF STATUS CODES

RECORD POSITION(S)
65 66 Alphabetic/Alphabetic and
Alphabetic/Numeric
A A through Z For Intra-Army
(except I and O)
1 through 9

B A through Z For DLA, Inter-Service, and

(except I and O) Government Services Administration
1 through 9 (GSA) 1 transactions, excluding
customer asset reporting transactions.
C A through Z
(except I and O)
1 through 9
D A through Z
(except I and O)
1 through 9
P A through Z
(except I and O)

1
Codes assigned for DLA, inter-Service, and GSA use will also be recognized and used for intraService
transactions and will not be duplicated within the Service assignment latitude.

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CATEGORY ASSIGNMENTS OF STATUS CODES

RECORD POSITION(S)
65 66 Alphabetic/Alphabetic and
Alphabetic/Numeric
F A through Z For Intra-Air Force
(except I and O)
1 through 9
J A
1

G A through Z For Intra-GSA

(except I and O)
1 through 9
H A through Z For Intra-DLA
(except I and O)
1 through 9
M A through Z For Intra-Marine Corps
(except I and O)
1 through 9
N A through Z For Intra-Navy
(except I and O)
1 through 9
R A
1

E A through Z For DLA, Inter-Service, and GSA 2

(except I and O) customer asset reporting transactions.
1 through 9
S A through Z
(except I and O)
1 through 9
T A through Z
(except I and O)
1 through 9
U A through Z
(except I and O)
1 through 9

2
Ibid

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Change 13

NUMBER OF Two
CHARACTERS:
TYPE OF CODE: Alpha/Alpha or Alpha/Numeric.
EXPLANATION: Used to inform appropriate recipient(s) of the status of a
requisition’s or asset report’s processing, or of the processing
of related transactions.

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
BA (1) Item being processed for release and shipment on a requisition or
requisition alert. The estimated shipping date (ESD) is contained in record
position (rp) 70-73 when provided in response to a follow-up.
(2) For status messages with a Distribution Code in rp 54-56 = 111, this
status indicates that it is used in support of the Retail Transportation and
Supply Receipt and Acknowledgement Interchange in response to follow-ups
and for initial physical in-check of cargo from a retail supply warehouse to a
transportation system for movement, etc. See DLM 4000.25, Volume 3,
Chapter 2.
BB (1) Item is back ordered against a due-in to stock. The ESD for release of
materiel to the customer is contained in rp 70-73.
(2) Requisition alert has been backordered. Additional status will be
provided to indicate action taken.
BC Item on original requisition containing this document number has been back
ordered. Long delay is anticipated and ESD is in rp 70-73. Item identified in
the national stock number (NSN) field (or "remarks" field if NSN field cannot
accommodate the item number), that is not an automatic/coordinate
substitute, can be furnished. The price of the substitute item is in rp 74-80. If
desired, submit a cancellation for the original requisition and submit a new
requisition3 for the offered substitute.

3
Submit a new requisition using a new document number with a current ordinal date.

AP7.16-3 APPENDIX 7.16

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
BD Requisition is delayed:
(1) Delay due to need to verify requirements relative to authorized
application, item identification, or technical data.
(2) Requisition alert fulfillment is delayed due to need to verify requirements
relative to item identification. Re-identification of NSN materiel to unit of use
LSN required.
(3) Requisition for government furnished materiel (GFM) is delayed pending
validation by either contracting management control activity (MCA) or
between source of supply and MCA. See rp 4-6 to determine the activity
performing the validation. Upon completion of review, additional status will
be provided to indicate action taken.
(4) If used with Management Code R, delay due to storage activity denial on
the identified suffix. Clear/update local records for suffix and quantity
identified. Further action on the denied quantity is anticipated to occur on a
subsequent suffix code.
BE Depot/storage activity has a record of the MRO but no supporting
transaction/record of the action taken. (Depot/storage activity response to
ICP request for MRO status for use with DIC AE6 only.)
BF No record of your requisition or requisition alert for which your DIC AF_
follow-up or cancellation request was submitted. Also used by a source of
supply to indicate no record of a GFM requisition for which a DIC AX2
transaction has been received.
(1) If received in response to a cancellation request, subsequently received
requisitions (A0_) or other documents (AM_, AT_) will be returned by the
source of supply with BF status. De-obligate funds and, if item is still
required, submit requisition using new document number. 4
(2) If received in response to a follow-up (AF_) request, source of supply
action to process subsequently received documents (A0_, AM_, AT_) will
continue under regular MILSTRIP procedures.5
(3) When used in response to DLA Disposition Services generated DIC AFX
and AFZ follow-ups, indicates that the shipping activity has no record of
generating an AS3 transaction or of making a shipment to a DLA Disposition
Services Field Office under the document number in question and has not
received a signed copy of the disposal turn in document (DTID).
(4) MCAs/contractors/Service(s)/Agencies (S/A) in receipt of Status Code BF
will review for establishment of a valid GFM requisition. If a valid requisition
exists, a DIC AT_ transaction will be generated. Subsequent receipt of a
valid requisition will be processed by the MCA or source of supply, under
Chapter C26 procedures.

4
Ibid.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
BG One or more of the following fields have been changed:
(1) Stock Number (as the result of a formal catalog change).
(a) Requisitioned NSN has been replaced by or consolidated with NSN in
stock number field.
(b) NSN is assigned to part number that was requisitioned.
(c) FSC has changed but NIIN remains the same as originally
requisitioned. Review NSN (federal supply classification (FSC) and national
item identification number (NIIN)) to ensure that requisition under process is
for desired item. If NSN is not for desired item, submit cancellation request
to the source of supply.
(d) FSC has changed but NIIN remains the same as expressed in
original transaction. (Applies to MILSTRAP DZ9 status notifications only.)
(2) Unit of Issue (as the result of a formal catalog change).
(3) Unit of issue: A requisition alert or funded requisition was requested in a
unit of use. The requested quantity is equal to the units in a FLIS unit of issue
(ex.: 100 EA equals 1 HD). Your document has been converted to the FLIS
unit of issue, quantity, and price. The source of supply will provide additional
status to indicate further action taken on this requisition.
(4) Requisitioned part number has been identified to/replaced by the part
number reflected in the stock number field. Examine quantity and unit price
resulting from the above changes and revise appropriate records
accordingly. The source of supply will provide additional status to indicate
further action taken on this requisition
BH Service coordinated/approved substituted/interchangeable item, identified in
stock number field, will be supplied requisition or requisition alert. Examine
unit of issue, quantity, and unit price fields for possible changes. Revise
appropriate records accordingly. Additional status will be provided.
BJ Quantity changed to conform to unit pack or because of allowable direct
delivery contract variance; adjust the due-in records accordingly. Unit of
issue is not changed.
BJ Quantity changed to conform to unit pack or because of allowable direct
delivery contract variance; adjust the due-in records accordingly. Unit of
issue is not changed.

5
If requisitioning via submission of a new document number, submit a cancellation request prior to fund
deobligation to ensure against a potential duplicate shipment.

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Change 13

REQUISITION TRANSACTION STATUS CODES

BK Modified.
(1) Requisition data elements have been modified as requested. Examine
data fields in this status document for current requisition data.
(2) Used by Transaction Services on DIC AE9 and by GSA on DIC AE_ to
advise that the requisition contained a requisition priority for which the activity
was not authorized. The requisition priority has been downgraded as shown
and the requisition forwarded for processing.
(3) Used by Transaction Services on DIC AE9 to advise that the requisition
contained an invalid/expired OSD/CJCS category D project code. The
project code has been blanked out and the requisition forwarded for
processing.
(4) Used by Transaction Services on DIC AE9 or by source of supply to
advise the customer that the requisition priority designator and/or required
delivery date (RDD) data fields continued invalid or incompatible data.
Customer entry has been modified or blanked out and the requisition
forwarded for processing.
(5) Used by Transaction Services on DICC AE9 or by the source of supply to
advise that submitter’s fund code has been replaced by Fund Code XP
requiring non-interfund billing.
BL Notice of availability (NOA) was forwarded to the country representative or
freight forwarder on date entered in rp 70-73.
BM Your document was forwarded to the activity indicated in rp 67-69. Forward
all future transactions for this document number to that activity. (Also applies
to MILSTRAP DIC DZ9 status notifications.)
BN (1) Requisition being processed as free issue. Signal and fund code fields
corrected as noted. Adjust local fund obligation records.
(2) Requested free issue quantity on requisition can be provided. No
change to signal and fund code. No need to adjust fund obligation records.
Applies only to DLA requisitions directed to Navy’s Real-time Reutilization
Asset Management (RRAM) in support of 2005 BRAC.
BP Requisition has been deferred per customer instructions. The ESD is in rp
70-73.
BQ Canceled. Results from receipt of cancellation request from requisitioner,
consignee, manager, or other authorized activity. Also applies to
cancellations resulting from deletion of a DoDAAC identified as requisitioner,
ship-to, bill-to activity from the DoDAAD. Deobligate funds, if applicable.
BR Cancelled. Requisitioning activity authorized cancellation in response to
materiel obligation validation (MOV) request furnished by processing point.
BS Canceled. Requisitioning activity failed to respond to MOV request from
processing point.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
BT Requisition has been received and will be processed for attempted release
and shipment from stock to meet your RDD. Further status will be provided
based on asset availability at the time of release processing. (Applies to
Subsistence only.)
BU Item being supplied against your FMS Case Designator reflected in rp 48-50
or you Grant Aid Program and record control number (RCN) reflected in rp
46-50. This document represents a duplicate of the requisition prepared by
the U.S. Service.
BV Requisition or requisition alert item procured and on contract for direct
shipment to consignee. The contract shipping date is entered in rp 70-73.
Cancellation, if requested, may result in billing for contract termination and/or
transportation costs, if applicable.
BW Your Security Assistance Program requisition containing this document
number has been received by the ILCO and submitted to the supply system.
A current ESD is not presently available but will be provided by subsequent
status transactions. (May be used by ILCOs in acknowledging requisition
receipt or in reply to follow-up when ESDs are not available.)
BX Transportation activity has received pre-positioned data on item for shipment
from supply activity; item not yet arrived at transportation activity for check-in
(Servicing retail transportation activity response to retail supply activity
request for materiel release status for use with DIC AE6/AEJ only).
BY Depot/storage has previously denied the MRO by DIC A6_. (Depot/storage
activity response to ICP request for MRO status, for use with DIC AE6 only.)
BZ Requisition or requisition alert is being processed for direct delivery
procurement. Upon completion of necessary procurement action, additional
status will be provided to indicate action taken. ESD is in rp 70-73.
B1 Assets not currently available. Requisition will be retained by DLA
Disposition Services for 60 days from date of receipt awaiting possible arrival
of assets. (DLA Disposition Services use only.)
B2 Status of supply or procurement action precludes requested modification.
B3 The required availability date (RAD) contained in the original requisition is
unrealistic. The date in rp 70-73 is the date when the materiel will be
available.
B4 Canceled. Results from receipt of cancellation request from requisitioner,
consignee, manager, or other authorized activity. Do not deobligate funds.
Billing for materiel or contract termination charges will be made.
B5 The activity identified by the code in rp 4-6 is in receipt of your follow-up
request. Action to determine current status and/or improve the ESD is being
attempted. Further status will be furnished.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
B6 The materiel applicable to the requisition requested for cancellation has been
diverted to an alternate consignee.
B7 Unit price change. The latest unit price for the item identified by the stock or
part number in rp 8-22 is reflected in rp 74-80.
B8 Quantity requested for cancellation or diversion was not accomplished.
B9 The activity identified by the code in rp 4-6 is in receipt of your cancellation
request. Action to cancel the demand or to divert the applicable shipment is
being attempted. Do not deobligate funds or delete due-in. Advice of final
action will be furnished in subsequent status transactions.
CA Rejected.
(1) Initial provision of this status will be by narrative message. The message
will also state the reasons for rejection.
(2) When provided in response to a follow-up, this status will be sent via
Defense Information System Network (DISN) and no reasons for rejection
will be included. When received in response to a followup, authorized status
recipients may request the reasons for rejection off-line (by mail, message, or
telephone) if the initial narrative message containing the reasons for rejection
cannot be located.
CB Rejected. Rejection of that quantity not available for immediate release or
not available by the SDD or RDD or within the RDP (for conventional
ammunition). Quantity field indicates quantity not filled. May be used by a
reporting activity to advise the ICP/IMM that a DIC A4_ with Distribution
Code 2 cannot be filled from reported materiel. May be used by the source of
supply (Principal), to notify the maintenance activity that a requested asset is
not available for induction.
CC Nonconsumable item. Your Service is not a registered user. Submit your
requisition to your Service ICP for registration action.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
CD Rejected. Unable to process because of errors in the quantity, date, and/or
serial number fields or inconsistency in data content.
(1) If received in response to a requisition and the materiel is still required,
submit a new requisition6 with correct data field entries.
(2) If other than FMS/Grant Aid or Navy initial outfitting, the requisition date
will not exceed one calendar year from the transaction processing date
(current date) or be more than one day in the future.
(3) If received in response to a cancellation request and materiel is not
required, submit a new cancellation request with a valid quantity entry.
(4) If received in response to an FMS requisition, the Security Cooperation
Customer Code and Security Cooperation Case Designator embedded in the
document number and supplementary address must correspond exactly to
the values contained in the separate data elements provided under
SFIS/SLOA procedures. The Security Cooperation Customer Code must
align properly with the Service/Agency Code identified in the document
number.
CE Rejected. Unit of issue in original requisition, which is reflected in rp 23-24 of
this status document, does not agree with ICP unit of issue and cannot be
converted. If still required, submit a new requisition7 with correct unit of issue
and quantity. The source of supply will enter the correct unit of issue in rp
79-80 of status transactions.
CF Rejected. Failed validation with SFIS Fund Code to Fund Account
Conversion Table.
(1) Discrete values for the Standard Line of Accounting data elements in the
transaction do not match data elements from the SFIS Fund Code to Fund
Account Conversion Table for the Fund Code in the transaction. If still
required, submit a new requisition 8 with valid data entries.
(2) Invalid/missing fund code9
Note: Issues with content of the SFIS Fund Code to Fund Account
Conversion Table are to be communicated to the Fund Code Monitor of the
cognizant Component.

6
Submit a new requisition using a new document number with a current ordinal date.
7
Ibid.
8
Ibid.
9
Ibid.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
CG Rejected. Unable to identify requested items. Submit a new requisition10
and furnish correct NSN or part number. If correct NSN or part number is
unknown, or if part number is correct, submit a new requisition11 on DD Form
1348-6 furnishing as much data as is available. SF 344 may be submitted by
authorized activities. (See Appendix AP1.5.)
CH Rejected. Requisition submitted to incorrect single manager/ technical
service/distribution depot or MCA and correct source/MCA cannot be
determined. Research for correct source/MCA and submit a new
requisition.12
CJ Rejected.
(1) Item coded (or being coded) "obsolete" or "inactivated." Item in stock
number field, if different from item requisitioned, can be furnished as a
substitute. Unit price of the substitute item is in rp 74-80.
(2) If offered substitute is desired, submit a new requisition13 with substitute
item stock number. If only original item is desired, submit a new requisition14
for procurement on DD Form 1348-6. SF 344 may be submitted by
authorized activities. (See Appendix AP1.5.) Cite Advice Code 2B.
(3) Furnish technical data; for example, end item usage, component, make,
model, series, serial number, drawing piece and/or part number, manual
reference, or applicable publication.
CK Rejected. Unable to procure. No interchangeable and substitute item (I&S)
item is available. Returned for supply by local issue of components, kit, or
next higher assembly. Suggest fabrication or cannibalization. If not
available, submit a new requisition 15 for components, kit, or next higher
assembly.
CL Rejected. Contractor's requisition or related transaction is to be processed
initially by an MCA. Transaction entries indicate direct submission.
Research for correct MCA and submit a new requisition.16

10
Ibid.
11
Ibid.
12
Ibid.
13
Ibid.
14
Ibid.
15
Ibid.
16
Ibid.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
CM (1) Rejected. Item is not or is no longer free issue. Submit a new funded
requisition17 with signal code other than D or M if materiel is still required.
(2) Rejected. Request has been identified as non-production materiel
support and requires a funded requisition. Applies to requisition alert, when
request is identified as a non-production materiel support.
CN Nonconsumable item. Your Service does not receive requisition support on
this item or your requirement is a nonrecurring demand, which cannot be
satisfied. Support will be provided upon submission of a Military
Interdepartmental Purchase Request (MIPR) by your Service ICP.
CP Rejected. Source of supply is local manufacture, fabrication, or local
procurement. If item cannot be manufactured or fabricated locally, or activity
lacks procurement authority/capability, submit a new requisition18 with
Advice Code 2A.
CQ Rejected. Item requested is command or Service regulated or controlled.
Submit new requisition19 through appropriate channels.
CR Rejected. Invalid DIC for a GFM transaction.
CS Rejected. Quantity requisitioned is suspect of error or indicates excessive
quantity. Partial quantity being supplied. Quantity field in this transaction
reflects quantity rejected. If requirement still exists, submit a new
requisition20 for the required quantity using Advice Code 2L.
CT Rejected. FMS requisition contains a “U” or “V” in rp 35 and the entry in rp 72
is incorrect or blank. Review records and resubmit with a new document
number and a correct CLPSC in rp 72 21.
CU Rejected. Unable to procure item requested. Item is no longer produced by
any known source and attempts to obtain item have failed. Item in stock
number field can be furnished as a substitute. Unit price of the substitute
item is in rp 74-80. (If offered substitute is desired, submit a new requisition
22
with substitute item stock number.)
CV Rejected. Item prematurely requisitioned. The effective date for
requisitioning is contained in rp 70-73.

17
Ibid.
18
Ibid.
19
Ibid.
20
Ibid.
21
Per AMCL 22, approved for implementation under Defense Security Assistance Management System
(DSAMS) December 31, 2003. No implementation date available for Navy due to legacy system freeze.
22
Submit a new requisition using a new document number with a current ordinal date.

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REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
CW Rejected. Item not available or is a nonmailable item whose transportation
costs are uneconomical. Local procurement is authorized for this requisition
only. If item cannot be locally procured, submit a new requisition 23 using
Advice Code 2A.
CX Rejected.
(1) Unable to identify the bill-to and/or ship-to address as designated by the
signal code or the signal code is invalid.
(2) The Military Assistance Program Address Code (MAPAC) does not exist
in MAPAD as a valid ship-to and/or mail-to address.
(3) GSA Advantage GY/GZ series activity address codes (AAC) are not
authorized for use in DoD requisitions/orders.
(4) Activity identified in the requisition is not authorized as a requisitioning or
bill-to activity.
(5) A discretely identified DLMS bill-to activity used with Signal Code C or L
does not correspond to the Fund Code to Billed DoDAAC Conversion Table.
(6) Financial events associated with bill-to DoDAAC SC2410 must be
initiated via DoD EMALL (indicating payment via purchase/credit card) and
are otherwise invalid.
(7) Unable to identify the discretely designated mark-for party DoDAAC or
RIC.
(8) If still required, submit a new requisition24 with valid data entries.
(9) Notification of rejection due to lack of available funds or other criteria
associated with the funds verification process. Provided in response to the
internet ordering application’s request for funds verification. The RIC-From
associated with the internet ordering application used for submission of the
requisition/referral order is identified in the DIC AE9. Rejection is provided
by the DoD Component responding to the funds verification request under
DoD and DoD Component-directed business rules, and not the DAAS or the
Source of Supply.
CY Rejected. Unable to procure item requested. Item is no longer produced by
any known source and attempts to obtain item have failed. If requirement
still exists, contact appropriate S/A technical organization for assistance or, if
substitute item is known, requisition25 that item.
CZ Rejected. Subsistence item not available for resale. Reserved for troop
issue only.

23
Ibid.
24
Ibid.
25
Ibid.

AP7.16-12 APPENDIX 7.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
C1 For Subsistence Only. Rejected. Requested item is not available nationally.
Do not requisition this item until advised by the activity identified in rp 4-6.
C2 Rejected. Security Assistance Program funds are not available to process
this requisition. (This code will be used between ILCO and requisitioners
only.)
C3 Rejected. Applies to subsistence only. Vendor cannot make delivery during
shipping period.
C4 Rejected. Applies to subsistence. Item is seasonal and not available for
delivery during current shipping period.
C5 Rejected. Requisitioner, upon inspection of materiel located in the DLA
Disposition Services activity, rejected acceptance due to condition of
materiel/unacceptable substitute and/or materiel incorrectly identified. This
status code is generated by the DLA Disposition Services and furnished to
the appropriate status recipients.
C6 Rejected. Requisition is for commercial type item which is not authorized for
supply under the Security Assistance Program. If unable to obtain desired
item from commercial sources, submit a new requisition 26 containing Advice
Code 3B after obtaining approval from the U.S. Service implementing the
case.
C7 Rejected. DIC indicates this is a remarks/exception data document. Source
of supply has no record of receipt of remarks/exception data. If still required,
submit a new requisition.27
C8 Rejected. Vendor will not accept order for quantity less than the quantity
indicated in rp 76-80. If requirement still exists, submit a new requisition 28
for a quantity that is not less than that reflected in rp 76-80.
C9 Rejected. Applies only to subsistence. Quantity in rp 25-29 canceled due to
nonavailability during shipping period. If required in subsequent shipping
period, submit a new requisition.29
DA Rejected. Source of supply is direct ordering from the Federal Supply
Schedule identified by number in rp 76-80 (rp 76-77 group, rp 78-79 part, rp
80 section). If activity lacks procurement authority, submit a new
requisition30 with Advice Code 2A.

26
Ibid.
27
Ibid.
28
Ibid.
29
Ibid.
30
Ibid.

AP7.16-13 APPENDIX 7.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
DB (1) Rejected. No valid contract registered at MCA.
(2) Rejected. One or more of the following Service/Agency required data
elements is missing or invalid: (1) call or order number, (2) manufacturing
directive number (MDN), (3) contract line item number (CLIN).
DC Processing of your CLSSA termination/drawdown requisition (CLPSC: A, B,
C, or D) has resulted in the quantity reflected in rp 25-29 being absorbed by
the ICP/IMM. Disposition on any remaining quantity will be communicated by
separate status transaction.31
DD Processing of your CLSSA termination/drawdown requisition (CLPSC: C or
D) has resulted in the quantity reflected in rp 25-29 not being absorbed by
the ICP/IMM. This quantity will not be delivered. Disposition of materiel will
be under appropriate Service/Agency regulations. Billing action for this
quantity is in process. Status on any remaining quantity will be
communicated by a separate transaction.32
DE Canceled. Although shipment status (DIC AS3) was sent, no shipment was
made. (For use in controlling shipments intransit to disposal only. May be
used in response to DICs AFX and AFZ with Advice Code 37.)
DF Terminate intransit control processing. A signed receipt copy of the DTID is
not available, but investigation indicates that property was removed from the
storage area and cannot be located. Further research is being conducted
within S/A channels. (For use in controlling shipments intransit to disposal
only.)
DG Shipment confirmed. The quantity in the DIC AS3 transaction was the
quantity shipped. A signed copy of the DTID acknowledging DLA Disposition
Services receipt of that quantity is on file. DLA Disposition Services action
required to resolve apparent discrepancy. (For use in controlling shipments
intransit to disposal only. May be used only in response to DIC AFX or AFZ
with Advice Code 37.)
DH Terminate intransit control processing. A signed copy of the DTID
acknowledging receipt is on file. The quantity in the DTID is different from
that in the original AS3. The quantity acknowledged in the DTID is included
in the quantity field. Further research on the quantity discrepancy is being
conducted within S/A channels. (For use in controlling shipments intransit to
disposal only. May be used only in response to DIC AFX or AFZ with Advice
Code 37.)

31
Per AMCL 22, approved for implementation under Defense Security Assistance Management System
(DSAMS) December 31, 2003. No implementation date available for Navy due to legacy system freeze.
32
Ibid.

AP7.16-14 APPENDIX 7.16

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Change 13

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
DJ Rejected. GFM quantity requisitioned partially exceeds the contract
authorized quantity. The quantity that exceeds the authorized quantity will
not be supplied. Quantity in this transaction has been adjusted to reflect the
authorized quantity.
DK Rejected. Your DIC APR transaction requesting reinstatement was received
over 60 days after generation of the DIC AE_ transaction containing Status
Code BS.
DL Rejected. Your DIC APR transaction requesting reinstatement has been
received. There is no record of a DIC AE_ transaction containing Status
Code BS.
DM Rejected. Your DIC APR transaction requesting reinstatement has been
received. The DIC APR transaction requested reinstatement of a quantity
larger than that, which was canceled by the DIC AE_ transaction containing
Status Code BS. The quantity canceled is shown in rp 25-29.
DN Rejected. A valid contract is recorded at the MCA; however, the
requisitioned item, the requisitioner, or the DoDAAC in rp 45-50 is not
authorized GFM under the contract.
DP Rejected. The MAPAC does not exist in the DLM 4000.25, Volume 6, as a
valid ship-to and/or mail-to address. If still required, submit appropriate
codes (s) and address(es) under the procedures of the military assistance
program address directory (MAPAD). Upon confirmation the code (s) and
address(es) have been added to the MAPAD, resubmit a new requisition.
(Applicable to DAAS processing only.)
DQ Rejected. GFM quantity requisitioned totally exceeds the contract authorized
quantity. The total requisitioned quantity is rejected.
DR Rejected. The MCA, for the contract indicated by the requisition, failed to
respond or provide a valid response to an ICP GFM validation request.
DS Requisition received for an item for which your Service is not a registered
user. Issue action is being processed. Request action be taken to register
your Service as a user using the procedures outlined in DoD 4100.39-M
(FLIS Procedures Manual).
DT Free Issue denied; either the complete or partial quantity of a post-post
requirement (includes DIC Code C0_, CQ_, D7_) is not authorized for free
issue. Fund code and/or signal code corrected as noted. Adjust local fund
obligation records.
DY Rejected. Materiel shipped by non-traceable means or supplied by DVD
from a contractor without an assigned DoDAAC or there is no record of the
transaction for which the DIC AFY follow-up was submitted. (Use on DIC
ASY.)

AP7.16-15 APPENDIX 7.16

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Change 13

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
D1 Canceled. Requisition was retained for 60 days. Requested asset did not
become available. Quantity field indicates quantity not filled. (DLA
Disposition Services use only.)
D2 Rejected. Item requested is Brand Name Resale and is in short supply.
D3 Rejected. Activity did not respond to source of supply request for additional
information.
D4 Canceled. Applies only to subsistence items. Quantity in rp 25-29 canceled.
Your requisition quantity, together with all other requisitions received this
cycle for the specified port or depot, does not meet the contractor's minimum
order quantity.
D5 Rejected. Item requested is Nuclear Reactor Plant materiel authorized for
issue only to Nuclear Reactor Plant activities and support facilities. A similar
item may be available under a different NSN. If unable to identify the non-
nuclear NSN, submit a new requisition 33 providing complete technical data
(such as: Allowance Parts List (APL)/Allowance Equipment List (AEL), end
use equipment, CAGE, part number, piece number, nameplate) and remarks
indicating "NON-NUCLEAR APPLICATION" in the remarks block.
D6 Rejected. Manually prepared requisition contains unauthorized exception
data.
D7 (1) Requisition modifier rejected because of errors in one or more data
elements.
(2) Requisition modifier may be rejected due to improper application of the
RDD field and/or Priority Designator (PD). Check the original requisition
RDD and PD data fields for compatibility with revised input. Resubmit with
appropriate data.
D8 Rejected.
(1) Requisition is for controlled substance/item and requisitioner and/ or ship
to address is not an authorized recipient. Submit a new requisition34 on a DD
Form 1348-6 furnishing intended application and complete justification for the
item.
(2) FMS requisitions for publications which are controlled or have restricted
access and requisitioner and/or ship-to address is not authorized. Submit
new requisition 35 with justification to the applicable Service ILCO.
(3) Requisitioners associated with special programs (1st position numeric-2nd
position alpha DoDAACs) must coordinate with their program
sponsor/executive agent for authorization prior to re-requisitioning.

33
Submit a new requisition using a new document number with a current ordinal date
34
Ibid.
35
Ibid.

AP7.16-16 APPENDIX 7.16

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Change 13

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
NL Item received by the Logistics Support Center (LSC)/Material Processing
Center (MPC) (MILSTRIP rp 4-6). Contact local LSC/MPC for delievery.
NY Item transshipped by the receiving MPC to another destination MPC.
NW Item delievered by the MPC (MILSTRIP rp 4-6).
PA Item has arrived at the local industrial activity worksite and is ready for
delivery to artisan. Applies to DLA/Navy industrial activity support
procedures.
PC Rejected. Unable to process requisition because the purchase/credit card
exceeded its limit. Review records for corrective action and resubmit under
new document number if still required.
PD Item has been physically delivered to the artisan by the local industrial
activity worksite. Applies to DLA/Navy industrial activity support procedures.
PF Delayed shipment; item undergoing First Article Testing with the vendor.
Failure to pass FAT will result in further delays.
PG Rejected. Unable to process non-Federal requisition due to an unsuccessful
purchase/credit card advance payment. Review records for corrective action
and resubmit under new document number if still required.
PH Rejected. Unable to process requisition due to unmatched purchase/credit
card and order data within processing system. Resubmit under new
document number if still required.
PJ Rejected. Unable to process requisition due to systemic error/rejection from
Pay.gov. Resubmit under new document number if still required.
PM Mission support materiel (MSM) allocation notification. Provided in response
to a requisition alert to indicate request for MSM has been processed by DLA
and allocation of assets has occurred; no protection under the requisition
alert document number has been applied. DLA will issue materiel upon
receipt of a funded order. Applies to DLA/Navy industrial activity support
procedures; not applicable for Fleet Readiness Centers (FRCs).
PP Pre-protection or re-warehousing notification. Provided in response to a
requisition alert or requisition to indicate that materiel is being moved from
the local distribution depot to the industrial activity or re-identified to unit of
use. For requisition alerts, materiel will be protected upon confirmation
completion of this action. For requisitions, materiel will be sourced and
issued to the customer upon confirmation completion of this action. Applies
to DLA/Navy industrial support procedures.
PQ Item has been protected at the local industrial activity worksite as a result of
a requisition alert in support of a projected maintenance job. Applies to
DLA/Navy industrial activity support procedures.

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Change 13

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION
PS Pre-shipment notification. Provided in response to a requisition alert or
requisition to indicate that materiel is being sourced from another
Service/Agency source of supply to DLA and will be protected upon receipt.
The source of supply-provided ESD is included when available. Applies to
DLA/Navy industrial activity support procedures
PW Item is backordered. Request has been sent to an Engineering Support
Activity for further support on this item. When available, the Engineering
Support Activity Response Due Date is provided/extended (see rp 70-73 or
DLMS DTM Segment, Qualifier 268).
SS DLA supported requisition has been shipped. This status is only visible
within DoD EMALL and other DLA systems; it is not transmitted via
DLMS/MILSTRIP Supply Status transaction.

AP7.16-18 APPENDIX 7.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CUSTOMER ASSET REPORTING TRANSACTION STATUS CODES

Use the S series status codes on the DIC FTR to reject asset transactions. If
subsequent reporting is required for the items identified by the FTR containing S series
status codes, submit a new asset report with a new document number. Use the T
series status codes with DICs FTB/FTD/FTQ/FTR/FT6/FTZ to provide informative/action
status on an asset report and related documentation. When a DIC FT6 is submitted to
the reporting activity, it will contain the applicable status code cited in the DIC FTR.

CODE EXPLANATION
CF Rejected. Failed validation with SFIS Fund Code to Fund Account
Conversion Table.
(1) Discrete values for the Standard Line of Accounting data elements in
the transaction do not match data elements from the SFIS Fund Code to
Fund Account Conversion Table for the Fund Code in the transaction. If
still required, submit a new requisition36 with valid data entries.
(2) Invalid/missing fund code37
Note: Issues with content of the SFIS Fund Code to Fund Account
Conversion Table are to be communicated to the Fund Code Monitor of
the cognizant Component.
EP Customer DoDAAC and reparable item being returned or item being
issued are Army Exchange Pricing relevant and no unserviceable return
has been received associated with an issue. The specific monetary
amount shows any billing differences that result from the status of the
turn-in, i.e., delta amount (Standard Price minus Exchange Price). The
status code is authorized for intra-Army use only in the legacy format 80
rp MILSTRIPtransaction DIC FTZ/DLMS Transaction 870M.
SA Rejected. If appropriate, resubmit with exception information as required
by instructions disseminated separately by applicable ICP/IMM. (Assign
a new document number if a new asset report is submitted.) (Use on
DIC FTR.)
SB Rejected. Report garbled and incomplete. Corrective action cannot be
determined. Review entire contents, correct, and resubmit if appropriate.
(Assign a new document number if a new asset report is submitted.)
(Use on DIC FTR.)
SC Rejected. ICP/IMM of the reported item cannot be determined.
Research records and, if applicable, resubmit citing correct stock
number. (Assign a new document number if a new asset report is
submitted.) If NSN is GSA managed, item is non- stocked; disposition is
authorized under local directives. (Use on DIC FTR.)

36
Ibid.
37
Ibid.

AP7.16-19 APPENDIX 7.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE EXPLANATION
SD Rejected. NSN not identifiable. Corrective action cannot be determined.
Review, correct, and resubmit, if appropriate. (Assign a new document
number if a new asset report is submitted.) (Use on DIC FTR.)
SF Rejected. Item not in authorized condition to be reported or condition
code cannot be identified. Materiel should be screened for correct
condition code and new DIC FTE submitted; or, if not reportable,
dispose of under current procedures. (Assign a new document number if
a new asset report is submitted.) (Use on DIC FTR.)
SG Rejected. This transaction is a duplicate of a previously received report.
Recipient must research records to determine if this transaction was
previously rejected with an S series status/reject code. If so, resubmit a
new asset report with a new document number. Otherwise, no action is
required.
SH Rejected. Unit of issue is incorrect and cannot be converted or
corrected. (Assign a new document number if a new asset report is
submitted.) (Use on DIC FTR.)
SJ Rejected. Signal code is blank or incorrect. (Assign a new document
number if a new asset report is submitted.) (Use on DIC FTQ or FTR.)
SK Rejected. Unable to identify the ship-from or credit-to address as
designated by the signal code. (Assign a new document number if a
new asset report is submitted.) (Use on DIC FTQ and FTR.)
SM Rejected. Stock balance indicates materiel is not required; however,
item is in process of migrating and further action is deferred until date
contained in rp 70-73. If asset position exceeds retention limits after that
date, resubmit to appropriate IMM. (Assign a new document number if a
new asset report is submitted.) (Use on DIC FTR.)
SN Rejected. Materiel reported not authorized for return. Asset reports
directed to GSA are not authorized. (Use on DIC FTR and FTQ.)
SP Rejected. Item was reported and requisitioned by the reporting activity
(rp 30-35) or requisitioned by another activity for shipment to the
reporting activity (rp 45-50). (For use with DIC FTR.)
SQ Rejected. Reported NSN is master item number (i.e., all makes and
models) used for reference purpose only. Review records and resubmit
with new document number(s), citing appropriate NSN(s) for the specific
item(s) being reported. (Use on DIC FTR.)
TA Creditable return. Credit will be granted for quantity indicated in rp 25-
29. Ship materiel to activity in rp 54-56. (Use on DIC FTR or FT6.)
TB Noncreditable return. Return quantity indicated in rp 25-29 to activity
indicated in rp 54-56. (Use on DIC FTR or FT6.)

AP7.16-20 APPENDIX 7.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE EXPLANATION
TC Not returnable. Quantity reported has been determined by the IMM to be
not economically feasible to return. Use Component regulations for
further processing. (Use on DIC FTR.)
TD Not returnable.
(l) Special instructions for disposition are stated in the remarks field. In
this case, the status document will be mailed. This code will not be used
when other status codes have been established to convey applicable
status.
(2) When due to security reasons, or space limitations, instructions will
be furnished by separate media referring to pertinent document
numbers. In this case, the remarks block will be left blank and TD status
documents may be transmitted electrically. (Use on DIC FTR.)
TE Materiel required for lateral redistribution. DIC A4_ referral(s) will follow.
(Use on DIC FTR.)
TF Materiel received. Status being investigated. (Use on DIC FTR.)
TG Materiel required for lateral redistribution. DIC A4_ referral(s) will follow,
containing stock number and/or unit of issue as changed and as
indicated in rp 8-22 and/or rp 23-24. Examine unit of issue and quantity
fields for possible changes. (Use on DIC FTR.)
TH Credit will be granted for quantity indicated in rp 25-29. Stock number
and/or unit of issue changed as designated in rp 8-22 and/or rp 23-24.
The quantity field (rp 25-29) is adjusted as required. Examine unit of
issue and quantity fields for possible changes. Ship materiel to activity in
rp 54-56. (Use on DIC FTR or DIC FT6.)
TJ Noncreditable return. Stock number and/or unit of issue changed as
designated in rp 8-22 and/or rp 23-24. Examine unit of issue and
quantity fields for possible changes. Return quantity indicated in rp 25-
29 to activity indicated in rp 54-56. (Use on DIC FTR or DIC FT6.)
TK Not returnable. Stock number and/or unit of issue changed as
designated in rp 8-22 and/or rp 23-24. Quantity indicated in rp 25-29
exceeds authorized retention levels. Examine unit of issue and quantity
fields for possible changes. (Use on DIC FTR.)
TL Materiel received. No credit allowed as item received was other than
that authorized for return. (Use on DIC FTZ.)
TM Materiel received. No credit or reduced credit allowed as condition
received was less than reported. Condition of materiel received is
indicated in rp 71. (Use on DIC FTZ.)
TN Materiel received. Credit authorized for quantity in rp 25-29. (Use on
DIC FTZ.)
TP Materiel not received within prescribed timeframe. Credit authorization is
canceled. (Use on DIC FTZ.)

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE EXPLANATION
TQ Materiel received. Noncreditable return as indicated in reply to customer
asset report. (Use on DIC FTZ.)
TR DIC FTE received and in process. Reply will be provided by date
indicated in rp 70-73. (Use on DIC FTD.)
TT Materiel received and in process of inspection and classification. DIC
FTZ will be provided upon completion. (Reply to DIC FTT.) (Use on DIC
FTR.)
TU Materiel not received. (Reply to DICs FTT and FTP.) (Use on DICs FTR
and FTB.)
TV Materiel not received within prescribed timeframe. Noncreditable return
authorization is cancelled. (Use on DIC FTZ.)
TW Credit action in process. Financial transaction is forthcoming. (Reply to
FTP.) (Use on DIC FTB.)
TX Financial transaction accomplished. Bill number of credit transaction
appears in rp 76-80. (Reply to DIC FTP.) (Use on DIC FTB.)
TY DIC FTZ generated on document number cited indicated no credit
authorized for return. (Reply to DIC FTP.) (Use on DIC FTB.)
TZ Customer Asset Report changed by DAAS (rp 4-6). Examine rp 8-22 for
possible change in FSC/NSN/part number being converted to an NSN if
the original Customer Asset Report was DIC FTG. Also, examine rp 67-
69 to determine if the transaction has been routed to another activity.
(Use on DIC FTQ.)
T1 Materiel received. No credit allowed because the stock number was
changed from a stock fund to an appropriation financed item. For intra-
Service use only. (Use on DIC FTZ.)
T3 DIC FTM has been received. Materiel has not been received. Materiel
should be shipped, tracer action initiated, or DIC FTC submitted, as
appropriate. (Use on DIC FT6.)
T4 Materiel not returnable. Quantity indicated in rp 25-29 is no longer
required IPE and must be reported to Defense Industrial Plant
Equipment Center (DIPEC) (SE 4300) under
DLAM 4215.1/AR 700.43/NAVSUP PUB 5009/AFR 78-9.
T5 Deleted. (Use TZ.)
T6 DIC FTE has been routed to the activity indicated in rp 67-69. Forward
all future FT_ documents to that activity. (Use on DIC FTR.)
T7 FSC has been changed by the ICP in rp 4-6. (Use on DIC FTR.)
T9 Part-numbered materiel reported is not authorized for return. DIC FTG
not authorized for asset reports directed to DLA. Use current
Component instructions for disposition of materiel. (Use on DIC FTQ.)

AP7.16-22 APPENDIX 7.16

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Change 13

AP7.17. APPENDIX 7.17

SHIPMENT HOLD CODES
NUMBER OF One
CHARACTERS:
TYPE OF CODE: Alpha (except I and O)
EXPLANATION: When MILSTRIP requisitioned materiel is delayed at a shipping
activity after it has been picked, packed, marked, and made
ready for shipment, the delay will be recorded on the shipment
planning worksheet using the appropriate code below and will be
reported for inclusion in the MILSTRIP shipment status and
materiel release confirmation (MRC) transaction
RECORD POSITION: 51 (in MILSTRIP transactions).

CODE EXPLANATION
A Shipment unit held for consolidation.
B Awaiting carrier equipment
C Awaiting export/domestic traffic release.
D Delay due to diversion to surface resulting from challenge by air clearance
activity.
E Delay resulting from challenge by air clearance activity for which no diversion to
surface occurs and materiel was shipped by air.
F Embargo.
G Strikes, riots, civil commotion.
H Acts of God.
J Shipment delayed to process customer cancellation request(s).
K Diversion to surface movement due to characteristics of materiel that preclude
air shipment; for example, size, weight, or hazard clarification.
L Delay requested and/or concurred in by consignee.
M Delay to comply with delivery dates at Continental United States (CONUS)
destinations/out loading terminal.
N Delay due diversion to air (requisition priority upgraded).
O Reserved
R DLA Disposition Services receipt-in-place property held pending disposition and
shipping instructions.

AP7.17-1 APPENDIX 7.17

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE EXPLANATION

S Invalid or missing Transportation Account Code (TAC). .

T-V Reserved
W Wood Packing Material (WPM) remediation/decontamination.
X DLA Disposition Services Field Office redistribution order held pending release
(inventory on hold; not available for alternate use).
Y Reserved.
Z Holding action of less than 24 hours from date materiel is available for
shipment.

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Change 13

AP7.18. APPENDIX 7.18

SECURITY COOPERATION CUSTOMER CODES
NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alpha-Alpha or Alphanumeric

EXPLANATION: SECURITY COOPERATION CUSTOMER CODE. A
two-digit code used by Defense Security Cooperation
Agency to represent the country, international
organization, region, or program authority associated
with transactions recorded in Security Cooperation
systems and associated programs implemented in the
Foreign Military Sales. The codes are used to identify
the country, international organization, or account
which is (1) the recipient of materiel or services sold,
leased, loaned, transferred, exchanged, or furnished
through FMS programs and (2) the recipient of
materiel or services furnished under FMS and Grant
Aid.
RECORD POSITION(S): 31-32

AP7.18-1 APPENDIX 7.18

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Change 13

AP7.19. APPENDIX 7.19

SECURITY ASSISTANCE PROGRAM TYPE OF
ASSISTANCE AND FINANCING CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alphanumeric.
EXPLANATION: Provides additional information concerning
type of transaction applicable to Security
Assistance shipments.
RECORD POSITION(S): 35.

AP7.19.1. GRANT AID

CODE EXPLANATION
1 Grant Aid rendered under the authority of the Federal Aviation
Administration (FAA) of 1961 for which the United States receives no
reimbursement.
A Grant transfers of Excess Defense Articles provided under the authority of
the FAA of 1961 for which the United States receives no reimbursement
for the value of the materiel.
C Presidential determination to order defense articles from stock and
performance of defense services to satisfy Grant Aid requirements with
reimbursement from subsequent military assistance appropriations.
(Section 506 of the FAA of 1961.) All requests for Working Capital Fund
activities (to include transportation), shall include a funding source to
allow Defense Working Capital Fund (DWCF) activities to be reimbursed
by the military departments; orders will not be accepted without a funding
source. (DoD FMR 7000.14R, Vol 12, paragraph 230502 and Vol 11B,
paragraph 110106.A.
D Military Assistance Service Funded (MASF). Grant Aid programs
transferred to the DoD budget, which were not controlled and
implemented through the Grant Aid documentation and automatic data
processing (ADP) system.
H Grant Aid share of cost sharing agreements.
K Grant Aid-owned assets obtained through barter arrangements with
Federal Republic of Germany (used in conjunction with Supply Source
Code B only).

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

CODE EXPLANATION
L Grant Aid provided through the NATO Hawk Production and Logistics
Office (NHPLO) for maintenance support of Hawk Missile system (use in
conjunction with Supply Source Code N only).
P Grant Aid programs transferred to the DoD budget which were controlled
and implemented through the Grant Aid documentation and ADP system.
R Grant Aid of U.S. recovered materiel resulting from liquidation of NATO
Maintenance and Supply Agency (NAMSA) excess stockage.
S Assigned to all records in the Repbulic of Korea (ROK) Equipment
Transfer program authorized by Public Law 95-384 at no charge to Grant
Aid. This code is also assigned to all PY 71 update and 72 equipment
transferred to the ROK under Public law 91-652 at no cost to Grant Aid.
This code is also assigned to ammunition transferred to the Royal Thai
Government from Army foreign military sales (FMS) Case UEB. Transfer
at no cost to Grant aid was authorized by Section 24, Public Law 96-92.

AP7.19.1.1. Type of assistance Codes used in other than Grant Aid transactions:

F Training provided as a part of an FMS case. This data is maintained in

the DSAA Grant Aid data base purely as a service to assist the Military
Department in accounting for students and/or spaces provided under
FMS. Not used in MILSTRIP.

AP7.19.2. FOREIGN MILITARY SALES. Terms of sale and accompanying type of

assistance codes indicate the statutory authority for a foreign military sale; the time of
payment for the sale; whether the sale is to be from DoD stocks or procurement; and
whether the sale is to be financed on a cash or credit basis. The implementing agency
enters the appropriate Terms of Sale and accompanying type of assistance codes in the
“Terms” block of the letter of offer. The implementing agency uses type of assistance
code for MILSTRIP requisitioning purposes. The following codes and definitions have
been extracted from DSCA 5105.38-M, Security Assistance Management Manual
(SAMM), for the convenience of MILSTRIP participants. A more complete definition of
the codes shown below may be found in the SAMM.

CODE EXPLANATION
3 Cash sale from Stock with Payment in Advance. This code applies to cash
payments in advance of delivery and/or performance for a foreign military
sale which the Implementing Agency determines at the time of the offer will
be from DoD stocks.

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CODE EXPLANATION
4 Source of Supply Not Predetermined with Payment in Advance. This code
applies to cash payment for a foreign military sale for which the Implementing
Agency has not yet determined, at the time of the offer, the extent to which
the supply source will be DoD stocks or procurement.
5 Cash Sale from Procurement with Payment in Advance. This code applies to
cash payment in advance of delivery and/or performance for a foreign military
sale which the Implementing Agency determines at the time of the offer will
be from DoD procurement.
6 Cash Sale from Stock with Payment on Delivery. This code applies to cash
payment upon delivery of defense articles or initiation of performance of
defense services which the implementing Agency determines at the time of
offer will be from DoD stocks.
7 Cash sale from Procurement with 120-Day Payment. This code applies to
cash payment 120 days after delivery of articles or commencement of
performance of services for a foreign military sale, which the implementing
Agency determines at the time of the offer, will be from DoD procurement.
8 Cash sale from Stock with 120-Day payment. This code applies to cash
Payment 120 days after delivery of articles or commencement of
performance of services for a foreign military sale which the Implementing
Agency determines at the time of the offer will be from DoD stocks.
M Grant Aid Merger. The Grant Aid, established under the mutual Defense
Assistance Act of 1949, originally provided for the loan or grant if military
equipment, materials, and services (including training) to eligible nations.
Since FY 82, the authority of Section 503(a)(3) of the FAA of 1961 has been
used to merge Grant Aid funds with recipient countries funds and/or with
FMS financing credit in the FMS Trust Fund, to make adequate funds
available to finance the country’s FMS cases. In addition, since FY06, other
authorized granting of US appropriations for use for FMS.
N Section 23 or 24 Arms Export Control Act (AECA) FMS, Credit (Non-
Repayable).
U FMSO No. 1. This code applies to cash payment for a Foreign Military Sales
Order (FMSO) No.1 Supply Support Arrangement (SSA). The purchasing
government buys equity in a specified dollar amount of DoD stocks. DoD
maintains that portion of its stocks for eventual delivery to the purchasing
government under a FMSO No.2 requisition agreement.

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CODE EXPLANATION
V FMSO No. 2. This code applies to cash payment for a FMSO No.2 SSA
which permits the purchaser to submit requisitions for common repair parts
and secondary items in the DoD stocks of which the purchaser has bought
an equity under a FMSO No.1 agreement. The use of this code requires the
input of Cooperative Logistics Program Support Code (CLPSC) 1 or 2
(Appendix 7.22) in rp 72 of Cooperative Logistics Supply Support
Arrangement (CLSSA) requisitions and passing orders by the applicable
International Logistics Control Office (ILCO).
Z Section 23 or 24, AECA, FMS Credit.

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AP7.20. APPENDIX 7.20

SUBSISTENCE TYPE OF PACK CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Numeric.
EXPLANATION: Indicates in the requisition the degree of
protection to be provided subsistence items by
the pack or outside shipping container. Actual
“type of pack” requested should be based on
the degree of protection required.
RECORD POSITION: 21.

AP7.20.1. NONPERISHABLE TYPE OF PACK CODES

CODE EXPLANATION
1 Protection required under known favorable conditions during shipment,
handling and storage as in Continental United States (CONUS). Domestic
fiberboard shipping containers are utilized and unitized in pallet loads bonded
with strapping or shrink film.
2 Protection required under more severe conditions during shipment, handling,
and storage as may be encountered in the support of Outside Continental
United States (OCONUS) customers. Weather resistant fiberboard shipping
containers are utilized. All OCONUS shipments do not necessarily require
Type of Pack 2. This type of pack may also be used when Subsistence Type
of Pack Code 7 is requested but not available.
3 (Not Applicable)
4 Protection required under conditions of open storage for an unknown duration
in geographical areas where excessive rainfall, high humidity, and adverse
environmental conditions may be encountered. V2s fiberboard shipping
containers are utilized. Unitization consists of 40" x 48" standard, double
wing, 4-way entry, wood pallet, with 4" flanged, V2s fiberboard cap, and
strapped.

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AP7.20.2. PERISHABLE TYPE OF PACK CODES

AP7.20.2.1. General Items:
CODE EXPLANATION
1 Protection that must meet the minimum requirements for shipment, handling,
and storage in Continental United States (CONUS).
2 Protection that must be sufficiently strong to permit shipment to an OCONUS
designation. All OCONUS shipments do not necessarily require Type of Pack
2.

AP7.20.2.2. Meat Carcass and Cut Items Only:

CODE EXPLANATION
3 Single Wrap, Kraft, Krinkle Paper
4 Single Wrap, Stockinette
5 Double Wrap, Kraft Krinkle Paper and Stockinette
6 Double Wrap, 1 Kraft Krinkle Paper and 2 Stockinette (Export Only)

AP7.20.2.3. Fresh Eggs, Milk, Fruits, and Vegetables; Frozen Meats, Fish, and
Poultry:
CODE EXPLANATION
7 Wax impregnated fiberboard containers. The conditions that justify customer
requirement for this type of pack are defined as follows:
a. Items are desired for specific operations involving shipment to remote
areas, transfer at sea, ice or hydro cooling, prolonged storage, deploying
ships, lengthy environmental exposure or multiple handling transshipment, or;
b. At the option of the requisitioner when local demand and experience
indicates upgrading of shipping container requirements as being essential to
ensure adequate production protection, and;
c. The items (for example, Fresh Fruits and Vegetables (FF&V)) have
been approved by the cognizant Services/Agencies (S/A) for application and
requisitioning of this type of pack.

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AP7.21. APPENDIX 7.21

DISPOSAL AUTHORITY CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha.
EXPLANATION: Entered on DLA Disposition Services-related
documentation to indicate that the item(s) being
transferred to a DLA Disposition Services Field
Office are authorized to be transferred to a DLA
Disposition Services Field Office based on
instructions by the inventory control point (ICP)/
integrated materiel manager (IMM) relayed through
the materiel returns program (MRP) or other proper
authority.
RECORD POSITION(S): 64.

CODE EXPLANATION
M Items on this transaction are ICP/IMM stocks and are being transferred to
DLA Disposition Services by authority of the responsible ICP/IMM.
N Items on this transaction are not reportable by virtue of exclusion to the
MRP or other specific criteria; such as, extended dollar value or condition
limitations on asset reporting, and are duly authorized to be transferred to
DLA Disposition Services.
R Items on this transaction have been reported to the ICP/IMM under
MILSTRIP MRP procedures and are considered over the ICP/IMMs
authorized retention levels. Use Service/Agency (S/A) retention levels and
instructions to manage this materiel.

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AP7.22. APPENDIX 7.22

COOPERATIVE LOGISTICS PROGRAM SUPPORT
CATEGORY CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Numeric:
EXPLANATION: Provides information as to whether or not supply
support on a Cooperative Logistics Supply Support
Arrangement (CLSSA) requisition or passing order
(national stock number (NSN) only) (“V” in rp 35)
should be made on a programmed or un-programmed
basis. This code will be entered by the applicable
International Logistics Control Office (ILCO).
DLMS LOCATION: Industry Code (LQ01 Code 89)
LEGACY RECORD POSITION: 72.
CODE EXPLANATION
1 Lead time necessary for the support source to augment U.S. stocks to support
the CLSSA has passed. Assets can be released on a programmed basis.
2 Lead time necessary for the supply source to augment U.S. stocks to support
the CLSSA has not passed. Assets can be released on an un-programmed
basis..

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AP7.23. APPENDIX 7.23

PRECIOUS METALS INDICATOR CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha/Numeric.
SOURCE: Catalogin Data And Transaction Standards, Volume 10
Table 160
EXPLANATION: Identifies Defense materiel items that contain precious
metals and the content value of the metal to will aid DLA
Disposition Services Field Office’s efforts to identify
precious metal bearing items at the time such materiel is
turned in.
RECORD POSITION: 62.

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AP7.24. APPENDIX 7.24

AUTOMATED DATA PROCESSING IDENTIFICATION
CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Numeric.
SOURCE: Cataloging Datqa and Transaction Standards, Volume
10, Table 159.
EXPLANATION: Identifies DoD automatic data processing equipment
(ADPE)/ Automatic Data Processing (ADP) Components
in the supply system and shall aid DLA Disposition
Services Field Offices to identify these items at the time
they are transferred to disposal.
RECORD POSITION: 63.

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AP7.25. APPENDIX 7.25

CUSTOMER IDENTIFICATION

NUMBER OF CHARACTERS: Thirteen.

TYPE OF CODE: Alpha/Numeric.
EXPLANATION: Provides customer identification on automated
submission of requisitions containing exception
ship-to addresses via a system-generated code
that cannot be overridden by the user. The first
three-charters may identify the preparing system
followed by a 10-character identification of the
individual customer keyed to the customer
login/account. The originating organization must
be able to identify the specific individual by this
code. When constructed by the Defense
Automatic Addresing System (DAAS), the
customer identification will consist of the
originator (the first position of the seven position
communications routing identifier is dropped)
plus the four-position serial number and the
three-position date form the incoming message
header. Originating systems are identified
below.
RECORD POSITION(S): 67- 69 1

CODE EXPLANITION
OTS Navy One Touch

1
Applicable only to DLA-supported Document Identifier Code YRZ-formatted requisition trailers that
provide exception ship-to information as identified by Type Transaction Code ST.

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AP7.26 APPENDIX 7.26

DELIVERY PRIORITY/SPECIAL PROCESSING CODES

NUMBER OF One
CHARACTERS:
TYPE OF CODE: Alpha
EXPLANATION: The delivery priority/special processing code communicates
special processing and/or priority requirements to the
Distribution Standard System for DLA Distribution Center
shipments under agreements with DOD Components.
Delivery priority/special processing codes carry no
precedence in ICP asset allocation decisions. Asset
allocation decisions are controlled by UMMIPS as defined in
DoD 4140.01-M, DoD Supply Chain Materiel Management
Procedures (February 10, 2014) and by DLM 4000.25,
Defense Logistics Management Standards. This data
element is found in MILSTRIP legacy DIC A5_ and DLMS
Implementation Conventions (ICs) 511M, 511R, 869A, 869F,
870S, 856S, 940R, 940S, and 945A.1,2,3
• Only Code X is valid in the 511M, 511R, 869A, 869F,
870S, 856S, 940S, and 945A DLMS ICs.
• All codes are valid in the DLMS IC 940R.
RECORD POSITION: 73
DLMS LQ Segment, LQ01 Qualifiers R3 and KJ4
SEGMENT/QUALIFIER

CODE EXPLANATION
A Immediate release (all users)
B Bearer Walk-Through (Navy)
C Subscriptions (Mapping)
F Allowance (Mapping)

1
Refer to ADC 141, Revise DLMS Supplement (DLMS IC) 940R, Material Release, to Accommodate
Delivery Priority Codes and National Geospatial-Intelligence Agency (NGA) Product Codes
2
Refer to ADC 381, Procedures and Additional Data Content supporting Requisitions, Requisition Alerts,
and Unit of Use Requirements under Navy BRAC SS&D/IMSP
3
Refer to ADC 401, Procedures and Data Content for DLMS Warehouse Service Request (940S) and
Warehouse Service Advice (943A) under Navy and Marine Corps BRAC
4
A data maintenance action was approved in version 5030. The approved code/name is "DPC – Delivery
Priority Code.

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CODE EXPLANATION
G Flight Information Publications and Products (FLIPS) (Mapping)
H Hot (Navy)
J Disposal Release Order (Mapping) (Process order as free flow bypassing work
bench for cycle releases)
M Ammunition Transship via Customer Interface Control System (CICS) (Air
Force)
O Overnight (Navy)
P Digital Point Positioning Data Base (DPPB) (Mapping)
Q Quick (Navy)
R Sectional (Mapping)
S Standard Base Supply System (SBSS) Prepositioned Transship (Air Force)
T Next Day Delivery (Air Force) (SBSS stock - Relates to Air Force Delivery
Priority 7)
U Twelve (12) Hour Delivery (Air Force) (Mission Impaired Capability (MIC) Stock
Replenishment/Bench Stock - Relates to Air Force Delivery Priority 6)
V Eight (8) Hour Delivery (Air Force) (Production Issues - Relates to Air Force
Delivery Priority 5)
W Four (4) Hour Delivery (Air Force) (Maintenance Line - Relates to Air Force
Delivery Priority 4)
X One (1) Hour Delivery
(Air Force) (Awaiting Parts (AWP)/Work Stoppage - Relates to Air Force
Delivery Priority 3), or (Navy) (Navy Request to free flow BRAC Issues)
Y Thirty (30) Minute Delivery (Air Force) (Anticipated Mission Impaired Capability
Awaiting Parts (MICAP) - Relates to Air Force Delivery Priority 2)
Z Thirty (30) Minute Delivery (Air Force) (MICAP - Relates to Air Force Delivery
Priority 1)

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AP7.27 APPENDIX 7.27

PRODUCT QUALITY DEFICIENCY REPORT (PQDR)
RELEVANT DATA ELEMENTS
AP7.27. GENERAL. This appendix provides a consolidated reference resource for
data elements and their associated code sets applicable to Product Quality Deficiency
Report (PQDR) submissions, subsequent communication between trading partners, and
responses. These data elements are applicable in all DoD PQDR applications under
the DLMS. The data elements listed below are included in this appendix. Within the
context of PQDR procedures, these data elements may be recognized by abbreviated
names as indicated. Refer to Product Quality Deficiency Report (PQDR) Program
(DLAR 4155.24/AR 702-7/SECNAVINST 4855.5B/AFR 74-61) the DLMS Dictionary
(Logistics Data Resources Management System (LOGDRMS) for additional PQDR data
definitions and codes

• Product Quality Deficiency Report (PQDR) Status Code.

Also referred to as Status Code.
• Product Quality Deficiency Report (PQDR) Rebuttal/Controvert Code.
Also referred to as Rebuttal Code.
• Product Quality Deficiency Report (PQDR) Credit Code.
Also referred to as Credit Code.
• Product Quality Deficiency Report (PQDR) Exhibit Distribution Status Code.
Also referred to as Exhibit Accounted For/Received Code.
• Operating Time at Failure.
• Time Since Installation.
• Time Since New/Overhaul.

AP7.27.1. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) STATUS CODE.

AP7.27.1.1. Definition. A two-character alpha-numeric compound code

consisting of the PQDR STATE (active or closed) in the first position, and either the
active PQDR's LAST KEY EVENT CODE or the closed PQDR's CLOSURE REMARK
CODE in the second position.

AP7.27.1.1.1. PQDR STATE: A single character alphabetic code

indicating whether the status of a PQDR is "Active" (permitted value = A) or "Closed"
(permitted value = C)

AP7.27.1.1.2. LAST KEY EVENT CODE: A single character alpha-

numeric code used to indicate the last key event accomplished in processing an active
PQDR. Used with PQDR STATE = A.

AP7.27.1.1.3. CLOSURE REMARK CODE = A code used to indicate

the circumstances under which a PQDR was closed. Used with PQDR STATE = C.

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AP7.27.1.2. Usage. Facilitates workflow efficiencies for functional users, and
program management metrics for oversight and analyses of process performance and
production issues.

AP7.27.1.3. DLMS 842P Reference: 2/LQ01/1050 Code GK.

AP7.27.1.4. PQDR Status Codes are listed in Table AP7.27.T1:

Table AP7.27.T1. PQDR Status Codes

Code Literal
<Blank> Draft Record
A1 Child PQDR
A2 Screening Pt Request For Information
A3 Action Point Request For Information
A4 Support Point Request For Information
A8 Awaiting Verification Of Corrective Action
A9 Stock Screened PQDR
AB Under Engineering Review
AC Investigation Requested Of Action Pt
AD Action Point Accepted PQDR for Investigation
AE Exhibit Requested
AF Exhibit Shipped
AG Case/PQDR Reopened
AH PQDR Rebutted Back To Support Pt
AI Information Only/Trending Purposes
AJ Awaiting Credit Recommendation Or Credit Reversal
AK Awaiting Other Closing Delay
AM Awaiting Final Materiel Disposition Instructions
AN Awaiting Funds
AO Record Returned To Originator
AP Action Pt Inv Report Submitted
AQ Investigation Requested Of Support Pt
AR Awaiting Reqs Approval/ECP

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Table AP7.27.T1. PQDR Status Codes

Code Literal
CA Invalid PQDR
CC Nonresponsive Investigation
CD Defect Previously Investigated
CE Enhancement
CF Exhibit Unavailable
CG Investigation Completed Without Exhibit (Not Requested)
CH No Investigation - Exhibit Damaged
CI Information Only/Reliability Data
CJ Investigation With Damaged Exhibit
CK Contractor Unwilling To Investigate
CN Manufacturing Sources Or Technical Data No Longer Available
CO Child PQDR
CP Investigation Completed With Exhibit
CR Stock Screened PQDR
CS No Closing Data Received From External System
CT Missing Necessary Information
CU Investigation Could Not Validate Defect
CV Corrected And Verified
CW Isolated Incident/Acceptable Risk
CX Cancelled Record
CY Closed Under Warranty Provisions
CZ Administrative Closing

AP7.27.2. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) REBUTTAL/

CONTROVERT CODE

AP7.27.2.1. Definition. A 2-character alpha compound code, consisting of

the rebuttal “Point Of Origin” (Screening Point, or Action Point) in the first position, and
the rebuttal “Reason” in the second position.

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AP7.27.2.1.1. Point Of Origin: A single character alphabetic code
indicating who generated the rebuttal: Action Point (permitted value = A) or Screening
Point (permitted value = S). Originator’s rebuttal generates an official correspondence
to the screening point for review, but it does not open a closed record. Screening point
may accept request to reopen for originator and reopen PQDR for further investigation.

AP7.27.2.1.2. Reason: A single character alphabetic code indicating the

reason for the rebuttal being generated.

AP7.27.2.2. Usage. Provides mechanism to facilitate program oversight.

AP7.27.2.3. DLMS 842P Reference: 2/LQ01/1050 Code CW.

AP7.27.2.4. PQDR Rebuttal/Controvert Reason Codes are listed in

Table AP7.27.T2:

Table AP7.27.T2. PQDR Rebuttal/Controvert Reason Codes

Code Literal
C Root Cause Not Addressed
D Responsible Party Not Addressed
E Corrective Action Not Addressed
F Disposition Not Addressed
G Credit Not Addressed
H Preventive Action Not Addressed
I Incomplete Or Incorrect PQDR Information On Closing Letter
M Multiple Reasons For Rebuttal
N Disagree With Closing Response/Findings
O Other - Not Covered By A Defined Code
R Repeat Rebuttal
S Response Truncated Or Not Submitted In Proper Format
T Case Reopened Due To Delayed Receipt Of Exhibit Or Data
U Update Or Change Requested
V Response Needs Clarification
W Response Is For Wrong PQDR

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AP7.27.3. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) CREDIT CODE

AP7.27.3.1. Definition. A single character alpha code used to describe

whether credit or other form of resolution is authorized.

AP7.27.3.2. Usage. Used by Screening/Action point to provide the originator

with current status of financial liability on reported materiel. Secondary usage is to
support management metrics. This code appears in the 10th position of the PQDR
Summary Code.

AP7.27.3.3. DLMS 842P Reference: 10th position of PQDR Summary Code

at 2/REF01/0700 Code X3

AP7.27.3.4. PQDR Credit Codes are listed in Table AP7.27.T3

Table AP7.27.T3. PQDR Credit Codes

Code Literal
F Repaired by User
P Vendor Replacement
R Vendor Repair
S Source of Supply Replacement
T Source of Supply Repair
W Credit Authorized
X No Credit Authorized

AP7.27.4. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) EXHIBIT

DISTRIBUTION STATUS CODE 1

AP7.27.4.1. Definition. Code indicates status/control of exhibit during the

transportation process. Transportation process starts when the originator passes
materiel to shipper and ends when consignee takes control of the materiel.

AP7.27.4.2. Usage. To ensure proper and effective processing in order to

maintain valid PQDR resolution time frames

AP7.27.4.3. DLMS 842P Reference: 2/REF01/0700 Code KC.

1
Refer to ADC 1007C.

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AP7.27.4.4. PQDR Exhibit Distribution Status Codes are listed in Table
AP7.27.T4

Table AP7.27.T4. PQDR Exhibit Distribution Status Codes

Code Literal
1 In transit (user still owner, but not in control)
2 In staging, awaiting onward transportation
3 Received by Consignee

AP7.27.5. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) EXHIBIT

CURRENT DISPOSITION CODE

AP7.27.5.1. Definition. A single character alpha code, used to identify the

status of exhibit materiel from originator point of view on initial PQDR Submission.

AP7.27.5.2. Usage. Provide mechanism to identify exhibit initial locations.

This code appears in the 13th position of the PQDR Summary Code.

AP7.27.5.3. DLMS 842P Reference: 13th position of PQDR Summary Code

at 2/REF01/0700 Code X3

AP7.27.5.4. PQDR Exhibit Current Disposition Codes are listed in Table

AP7.27.T5:

Table AP7.27.T5. PQDR Exhibit Current Disposition Codes

Code Literal
H Holding Exhibit
D Disposed or Destroyed
R Repaired
O Other

AP7.27.6. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) EXHIBIT

CURRENT DISPOSITION CODE

AP7.27.6.1. Definition. A single character alpha code, used to identify the

status of exhibit materiel from the action or support point of view.

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AP7.27.6.2. Usage. Use to identify the Exhibit Delivery Requirement Code
from the Action or Support Point. This provides verification that the exhibit is required
and should be sent or held by originator.

AP7.27.6.3. DLMS 842P Reference: 2/REF01/0700 Code KK.

AP7.27.6.4. PQDR Exhibit Delivery Requirement Codes are listed in Table

AP7.27.T6:

Table AP7.27.T6. PQDR Exhibit Delivery Requirement Code

Code Literal
H Hold Exhibit
N Exhibit Not Required
Q Exhibit Required (but not Requested)
R Exhibit Requested

AP7.27.7. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) EXHIBIT

CURRENT DISPOSITION CODE

AP7.27.7.1. Definition. A two character alphanumeric code, used for

measure of time or events as listed in Table AP7.27.T7 for data elements: Operating
Time at Failure, Time Since New/Overhaul, and Time Since Installation.

AP7.27.7.2. Usage. Use to identify the quantity of time a unit entered

operational service as a new or overhauled item to time the deficiency was discovered.
Operating Time Codes are mapped as Unit of Measure Codes associated with the
applicable quantified value for Operating Time at Failure, Time Since New/Overhaul, or
Time Since Installation.

AP7.27.7.3. DLMS 842P Reference: 2/QTY01/2700.

AP7.27.7.4. Operating Time Codes are listed in Table AP7.27.T7:

Table AP7.27.T7. Operating Time Codes 2

Code Literal Notes

03 Seconds

2
Codes 7A and 7C are established Local Codes. A data maintenance action has been submitted for
establishment of “7A – Landings” and “7C – Flight Hours” in a future X12 Version. Refer to ADC 1007C.

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Table AP7.27.T7. Operating Time Codes 2

Code Literal Notes

14 Catapult Shots Used to document the number of launches an

aircraft has been launched, i.e. aircraft catapult
systems and/or unmanned air vehicles.
7A Landings Used to document the number of landings an
aircraft has completed.
7C Flight Hours Used to document the amount of time in hours
that an aircraft/equipment has been flying.
1N Starts
B7 Cycles Use to indicate cycles of equipment, e.g., engine
start-up and stop, or take-off and landings.
DA Days
DH Miles
FT Foot
HR Hours
IS Arrestments Used to document the number of times an aircraft
has engaged arresting gear to stop forward
momentum of a routine or emergency landing or
an aborted takeoff.
MJ Minutes
MO Months
RH Running or Operating
Hours
RO Rounds Fired
YR Year
UN Unit, other than listed
above

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AP7.28 APPENDIX 7.28

SUPPLY DISCREPANCY REPORT RELEVANT DATA
ELEMENTS
AP7.28.1. GENERAL

AP7.28.1.1. This appendix provides a consolidated reference resource for data

elements and their associated code sets applicable to Supply Discrepancy Report
(SDR) submissions and responses. These data elements are applicable in all DoD
SDR applications under the DLMS. The following data elements are included in this
appendix. Within the context of SDR procedures, these data elements may be
recognized by abbreviated names as indicated.

• Shipping Packaging and Storage Discrepancy Code. Also referred to as

Discrepancy Code.
• SDR Requested Action Code. Also referred to as Action Code.
• Discrepancy Status or Disposition (Reply) Code. Also referred to as
Reply Code.
• Discrepancy Report Document Type Code. Also referred to as SDR
Document Type.
• DLA Disposition Services SDR Type Code. Also referred to as
Disposition Services Sub-Type.

AP7.28.2. SHIPPING AND PACKAGING DISCREPANCY CODES

AP7.28.2.1. The following codes are used to provide a description of the

discrepant condition. Multiple codes may be used on a single report. Customer-
prepared SDRs may use up to three discrepancy codes per SDR. SDRs associated
with Distribution Center receipts may identify up to two discrepancy codes per SDR.
Preprinted codes on the face of the SF 364 may be supplemented from this list of
codes. Use of the expanded list of codes is encouraged to clearly identify the
discrepant situation, reduce the reliance on narrative descriptions, and facilitate capture
of SDR metrics.

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DISCREPANCY CODES
Condition of Materiel
C1 In a condition other than shown on supply document or on the supporting
inspection/test certificate (if hazardous materiel use code H1)
C2 Expired shelf life item (if hazardous materiel use code H5)
C3 Damaged U.S. Postal Service shipment (Security Assistance customers
are authorized to use this code for all types of damaged shipments)
C4 Materiel received stripped of parts or components (cannibalized)
(applicable to materiel returns or repairs only)
C5 Incomplete item received. Do not use for incomplete sets/kits/outfits
(See discrepancy S9)

Supply Documentation
D1 Supply documentation not received with materiel
D2 Supply documentation illegible or mutilated
D3 Supply documentation incomplete, improper, or without authority (use
only when receipt cannot be properly processed)
D301 Defense Turn-In Document (DTID) for partial weapon lacks missing parts
list or certification statement
D4 Missing Quality Assurance Representative (QAR) Signature in Wide
Area Workflow (WAWF)
D401 Receiving Report/Material Inspection and Receiving Report/Receiving
Report (DD 250 or equivalent) incomplete, incorrect, or hard copy
missing
D5 Transportation related documentation discrepancy 1
D501 Special Handling Data/Certification, DD Form 1387-2, omitted
D502 Special Handling Data/Certification, DD Form 1387-2, incomplete or
incorrect
D503 Transportation Control and Movement Document (TCMD), DD Form
1384, omitted
D504 TCMD, DD Form 1384, incomplete or incorrect
D505 Shipper's Declaration for Dangerous Goods omitted
D506 Shipper's Declaration for Dangerous Goods incomplete (including
incomplete item description)
D507 Shipper's Declaration for Dangerous Goods not appropriate for
transportation mode

1
Two-position transportation-related documentation discrepancy code is not applicable for new
submissions. Refer to ADC 1153.

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DISCREPANCY CODES
D508 Department of Transportation Special Permit (DOT-SP) omitted
D509 Competent Authority Approvals (CAA) omitted
D510 Certificate of Equivalency (COE) omitted
D511 Inert certification omitted
D512 Drained and Purge Certificate/AFTO Form 20 omitted
D513 Explosives Classification Approval (CA) (EX-Letter) omitted
D599 Transportation-related documentation discrepancy (not identified by
other code). See remarks.
D601 Hazardous Waste Profile Sheet omitted
D602 Hazardous Waste Profile Sheet incomplete or incorrect
D701 Hazardous Waste Manifest omitted
D702 Hazardous Waste Manifest incomplete or incorrect

Billing and Financial Discrepancies (Security Assistance Only)

B1 Requisitioned materiel received (no record of billing)
B2 Duplicate billing
B3 Wrong amount billed
F1 Financial discrepancy involving Security Assistance surcharge

Hazardous Material 2
H1 Hazardous item in a condition other than shown on supply document or on
the supporting inspection/test certificate
H2 Hazardous item in storage damaged or requires repair
H3 Lack of a Safety Data Sheet (SDS) in Hazardous Material Information
Resource System (HMIRS)
H4 Non-radioactive item classified as radioactive, or non-hazardous item
classified as hazardous
H5 Expired hazardous shelf life item

2
Discrepancy Code H6, Shipper’s Declaration for Dangerous Goods, has been re-assigned to the
D-series. See D505 and D506.

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DISCREPANCY CODES
Lumber
L1 Moisture exceeds allowable percentage
L2 Not treated in accordance with specification
L3 Product off grade
L4 Improper size
L5 Improper tally
L6 Improper or no grade mark on product
L7 Rotten product
L8 Splits, excessive wane, scant, or not end trimmed (one or all)

Misdirected
M1 Materiel improperly addressed and shipped to wrong activity

Overage, Duplicate, Or Receipt of Canceled Materiel

O1 Quantity received is more than quantity shown on the supply document.
O2 Quantity received is more than quantity requested plus variance, if
applicable (other than unit of issue or unit of pack)
O3 Quantity duplicates another shipment
O4 Materiel received after cancellation
O5 Concealed overage discovered in a sealed shipping container
O6 Overage due to unit of issue/unit of pack incompatibility (use only when
requisition specified no unit of issue/unit of pack variance)

Packaging Discrepancy Codes

P1 Improper preservation 3
P101 Cleaning inadequate, incorrect, or omitted
P102 Preservative inadequate, incorrect, or omitted
P103 Barrier materiel inadequate, incorrect, or omitted
P104 Unit pack cushioning inadequate, incorrect, or omitted
P105 Unit container inadequate, incorrect, omitted or oversized
P106 Desiccant incorrect, improperly located, or omitted
P107 Tape/closure of unit container incorrect or inadequate

3
Two-position packaging discrepancy codes are not applicable for new submissions after September 1,
2013. Refer to ADC 1059.

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DISCREPANCY CODES
P108 Hazardous materiels not removed as required
P109 Improper preservation of hazardous materiels (includes ammunitions/
explosives)
P110 Level of protection excessive or inadequate
P111 Minimum protection not applied (materiel returns)
P112 Non-conformance to specified requirements for preservation (explanation
required)
P113 Electrostatic/electromagnetic device preservation inadequate or omitted
P114 Concealed preservation defect found in storage (retail only)
P116 Preservation inadequate or incorrect resulting in item corrosion
P199 Improper preservation (not identified by other code). See remarks.
Packaging Discrepancy Codes
P2 Improper packing 4
P201 Container inadequate, incorrect, or oversized
P202 Intermediate container inadequate, incorrect, oversized, or omitted
P203 Exterior container inadequate, incorrect, oversized, or omitted
P204 Blocking and bracing inadequate, incorrect, or omitted
P205 Cushioning inadequate, incorrect, or omitted
P206 Level of protection excessive or inadequate
P207 Container deteriorated
P208 Skids incorrect or omitted
P209 Improper packing of hazardous materiels (includes
ammunitions/explosives)
P210 Non-conformance to specified requirements for packing (explanation
required)
P211 Improper foam-in-place
P212 Reusable container not used or improperly prepared
P213 Closure incorrect or inadequate
P214 Concealed packing defect found in storage (retail only)
P215 Non-conformance to specified requirements for wood packaging materiel
(WPM)
P216 Packaging inadequate or incorrect resulting in item corrosion
P299 Improper packing (not identified by other code). See remarks.

4
Ibid.

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DISCREPANCY CODES
Packaging Discrepancy Codes
P3 Improper markings 5
P301 Identification markings omitted, incomplete, incorrectly located, or not
legible
P302 Improper marking of hazardous materiels (includes
ammunitions/explosives)
P303 Labels omitted or improperly affixed
P304 Contract data omitted, incomplete, incorrectly located, or not legible
P305 Precautionary or handling markings omitted, incomplete, or not legible
P306 Shelf-life markings omitted, incorrect, or not legible
P307 Bar code markings omitted, or not legible
P308 Incorrect lot number
P309 Set or assembly markings omitted
P310 Address incorrect or not legible
P311 Non-conformance to specified requirements for marking (explanation
required).
P312 Electrostatic/electromagnetic device markings inadequate or omitted
P313 Packing list omitted or incorrectly located
P314 Passive RFID tag is missing
P315 Passive RFID tag is visibility damaged and unreadable
P316 Passive RFID tag is present but unreadable (not visibility damaged)
P317 Passive RFID tag read has no corresponding advance shipment
notification
P318 Passive RFID tag read duplicates previously used tag identification
P319 Military Shipment Label (MSL), DD Form 1387, omitted; no Transportation
Control Number (TCN)
P320 MSL, DD Form 1387, improperly affixed, incorrect, or incomplete
P399 Improper markings (not identified by other code). See remarks.
Packaging Discrepancy Codes
P4 Improper unitization (includes palletization and containerization) 6
P401 Cargo not unitized
P402 Shrink/stretch wrap inadequate or omitted
P403 Strapping inadequate or omitted

5
Ibid.
6
Ibid.

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DISCREPANCY CODES
P404 Multiple consignees in single consignee consolidation container
P405 Protective covering/wrapping inadequate, improper, or omitted
P406 Contents of multipack container inadequately packaged, stuffed or missing
unit packs
P407 Improper unitization/palletization/containerization of hazardous materiels
(includes ammunitions/explosives)
P499 Improper unitization (not identified by other code). See remarks.

Product Quality (Item) Deficiency (Security Assistance Only)

Q1 Product Quality Deficiency
Q2 Quality deficiency, contractual noncompliance
Q3 Design deficiency, item requires change in design
Q4 Contracting deficiency, specification, and/or technical data deficient.
Q7 Safety hazard
Q8 Latent defect

Quality - Related Receipts/Stock Screening (Storage Activity Only)

Q11 Returned or stock screen item, PQDR exhibit deficiency
Q22 New procurement receipt, customer return, redistribution order, or stock
screen item quality deficiency, contractual non-compliance, including
specification and/or technical data deficiency7
Q33 Returned, redistribution order, or stock screened item suspected materiel
deficiency (DLA Customer Returns Improvement Initiative (CRII) items
only)
Q55 Item under investigation
Q66 Customer return or stock screen item failed under use
Q77 New procurement receipt, customer return, or redistribution order receipt of
stock screen item identified as a suspected critical safety item (CSI)
discrepancy
Q99 New receipt item received for First Article Testing

Shortage or Nonreceipt
S1 Quantity received less than quantity indicated on supply documentation
S2 Quantity received is less than quantity requested minus variance, (other
than unit of issue or unit of pack)

7
ADC 1126, not yet implemented.

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DISCREPANCY CODES
S3 Total nonreceipt of U.S. Postal Service shipment.
S4 Total nonreceipt; not transportation related. (U.S. only)
S5 Total nonreceipt (Security Assistance only)
S6 Shortage due to unit of issue/ unit of pack incompatibility (use only when
requisition specified no unit of issue/ unit of pack variance)
S7 Shortage or nonreceipt of an item in a multipack or sealed shipping
container
S8 Concealed shortage discovered upon opening a sealed vendor's pack (not
applicable to Security Assistance)
S9 Incomplete component, assembly, sets, kit, outfit (CASKO) (do not use to
report cannibalization of Supply System Responsibility Item (SSRI),
Components Of End Item (COEI), or Basic Issue Item (BII); see
Discrepancy Code C4)

Technical Markings (Name Plates, Log Books, Operating Handbooks, Special

Instructions) 8
T1 Technical data markings missing
T2 Technical data markings illegible or mutilated
T3 Precautionary operational markings missing
T4 Inspection data missing or incomplete
T5 Serviceability operating data missing or incomplete
T6 Warranty data missing
T7 Missing part number on bare item
T9 Operating handbooks, log books, and/or special instructions missing

Item Unique Identification (IUID) of Serially-Managed/Tracked Materiel and

Unidentifiable Materiel
U01 Unique identification (UII/serial number) on label missing, damaged, or
unreadable
U02 Unique identification (UII/serial number) on item missing, damaged, or
unreadable
U03 Unique identification (UII/serial number) on supply documentation missing,
damaged, or unreadable
U04 Unique identification (UII/serial number) not provided on shipping notice

8
Discrepancy Code T8 discontinued. See W7 and W8.

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Change 13

DISCREPANCY CODES
U05 Non-conformance to unique identification requirements under terms of
contract
U06 Multiple containers without separate unique identification (UII/serial
number) listings
U07 Mismatch between unique identification (UII/serial number) on item and
label
U08 Mismatch between unique identification (UII/serial number) on item or
packaging marks/labels and the associated shipping documentation
U09 Mismatch between unique identification (UII/serial number) on item or
packaging marks/labels and the associated due-in/shipping notice
U10 Mismatched or missing unique identification (UII/serial number) discovered
upon opening a sealed pack
U11 Materiel unidentifiable; stock number missing or damaged
U12 Duplicate unique identification (applicable to UII only)
U13 Serial number unknown for serially-tracked item.
U14 Serial number convention invalid.

Incorrect Item
W1 Incorrect item received.
W2 Unacceptable substitute received.
W3 Incorrect item received, but not identifiable to an NSN or part number.
W4 Misidentified item received.
W5 Mixed stock received.
W6 Incorrect item discovered upon opening a sealed vendor's pack (Not
applicable to Security Assistance)
W7 Part number unmatched to FEDLOG/FLIS
W8 Incorrect part number for NSN received

Other Discrepancies
Z1 Other discrepancy - see remarks
Z2 Repetitive discrepancy (must use in combination with other codes or
describe in remarks)
Z3 Distribution Center receipt not due-in; no prepositioned materiel receipt
(PMR)
Z4 No record exists for document number cited on supply document (not used
by distribution center; not applicable to Security Assistance)

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DISCREPANCY CODES
Z5 Immediate resolution/replacement of discrepant item under inter-Service
support agreement (restricted use per Service guidance) 9
Z6 Report reopened following inappropriate cancellation/completion (must use
in combination with other discrepancy codes; must appear as first
discrepancy code in transactions )
Z7 Property not authorized or not acceptable for turn-in to DLA Disposition
Services

9
Refer to ADC 1062 and 1174. Not authorized for use by DLA Distribution Centers.

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AP7.28.3. SDR REQUESTED ACTION CODES. The SDR Requested Action Code is
used to provide a description of the action requested by the initiator of the SDR. This
data element may be referred to as the SDR Action Code. This is a two position
alphanumeric code. Only one action code may be used per SDR under DLMS.
Preprinted codes on the face of the SF 364 may be supplemented from this list.
SDR ACTION CODES
1A Disposition instructions for discrepant materiel requested; financial action not
applicable
1B Materiel being retained
1C Supporting supply documentation requested
1D Materiel still required; expedite shipment using premium transportation. Not
applicable to Security Assistance (Use Action Code 1F if materiel is still
required, but premium transportation is not justified.)
1E Local purchase materiel to be returned at supplier's expense unless disposition
instructions to the contrary are received within 15 calendar days (not applicable
to Security Assistance or DLA customers)
1F Replacement shipment requested
1G Reshipment not required; item to be re-requisitioned
1H No action required; information only
1Z Other action requested (see remarks)
2A Disposition of materiel and financial adjustment (credit) requested.
2B Materiel being retained. Financial adjustment (debit) requested.
2C Technical documentation/data requested.
2F Materiel being held for disposition instructions, request funds citation. Not
applicable to Security Assistance
2J Financial adjustment requested
2K Evidence of shipment requested (Security Assistance only)
2L Request billing status (Security Assistance only)
2Z Additional information is being submitted off-line (use with electronic SDR
submission only)
3A Transshipper (aerial/water port or CCP) requests expedited response;
shipment frustrated
3B Discrepancy reported for corrective action and trend analysis; no reply
required.
3C Receiving activity not authorized to accept property (pick-up by original owner
required) (Disposition Services use only)

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SDR ACTION CODES

4A Manager disposition requested for non-manager owned suspended stock per
receipt/stock screening; no action by owner pending manager response. 10
4B Action transferred to manager subsequent to return of non-manager owned
suspended materiel to the manager.11

AP7.28.4. DISCREPANCY STATUS OR DISPOSITION (REPLY) CODES.

Action activities use the Discrepancy Status or Disposition (Reply) Codes to codify a
response to an SDR. This data element may be referred to as an SDR Reply Code. It
is a three position numeric code. Up to three reply codes may be used on a single
report to provide complete financial and materiel disposition instructions and provide
additional information as needed. Codes may be used to replace or supplement
preprinted information on the reverse side of the SF 364. System design should
accommodate clear text for ease of use and interpretation.

Reply Codes
The 100-series codes provide status of financial resolution, materiel disposition
instructions, or other appropriate information:12
101 Credit authorized by source of supply/item manager.13
102 Credit not authorized; see remarks.
105 Forward materiel received to location identified. Must use traceable and most
economical means available.
106 Forward materiel received to contractor location identified (must use traceable
and most economical means available).
109 Credit authorized by source of supply/item manager for repackaging costs.14
110 Disposal authorized in accordance with local procedures.
111 Disposal authorized, monetary reimbursement from contractor.
112 Disposal authorized, contractor will provide replacement.
113 Provide disposal documentation as requested.
114 Provide disposal documentation by date indicated as requested. Credit will be
authorized upon receipt.
115 Turn in materiel received to DLA Disposition Services Field Office.
116 Turn in hazardous materiel received to DLA Disposition Services Field Office
(MIPR or bill-to DoDAAC provided to cover disposal costs).
117 Materiel will be billed if not returned by date indicated.

10
Refer to ADC 1126 and 1084. Not authorized for use pending implementation; target implementation is
1Q FY 2017.
11
Ibid.
12
Exception: Reply Codes 103, 104, 107, and 108 have been moved to interim reply grouping.
13
No longer authorized for use by storage activities upon implementation of ADC 1160.
14
Refer to ADC 1203.

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Change 13

Reply Codes
118 Debit authorized for material retained.
119 Retain materiel received at no charge.
120 Retain materiel with consideration from contractor.
121 Retain materiel without consideration from contractor.
122 Retain materiel for future supply decision.
123 Materiel will be shipped/reshipped (estimated date of shipment provided, when
known).
124 Materiel is no longer procurable.
125 Incomplete part/missing component being forwarded.
126 Stock not available or will not be reshipped in response to SDR.
127 Contractor to reship.
128 Balance of contract materiel will not be shipped.
129 Reimbursement for repackaging discrepancy cannot be authorized until
submitter provides cost for repackaging.
130 Place materiel in stock as is.
131 Remark/repackage materiel.
132 Inspect and place in depot stock.
133 Upgrade materiel to Condition Code A, correction made by government with
reimbursement from contractor.
134 Upgrade materiel to Condition Code A, correction made by government without
reimbursement from contractor.
135 Documentation/technical data is being forwarded.
136 Confirmed canceled requisition shipped.
137 Additional comments provided; see remarks.
138 Shipment shortage based on pieces, weight, and cube.
139 Warehouse denial total shipment.
140 Warehouse denial partial shipment.
141 Duplicate shipment from stock or procurement.
142 Proof of Delivery/Evidence of Shipment not available.
143 SDR canceled by submitter.
144 Recorded for information, trend analysis, and/or process correction where
applicable.
145 No contractor liability found.
146 Material return acknowledged.
147 Corrected shipment document (DD Form 250) provided.
148 Representative will contact you for discussion concerning disposition.

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Reply Codes
149 Material will be picked up in number of days indicated.
150 Your requisition will be reinstated and placed on backorder.
151 Replacement/revised disposition/status; prior response is superseded.
152 Discrepancy validated by storage activity; credit processing associated with
issue reversal 15

The 200-series codes provide additional information relevant to Security Assistance

SDRs:
201 Incorrect information provided by U.S. Government contract.
202 MAPAD information not current by U.S. Government error.
203 Material erroneously returned to U.S. Government stock.
204 Overage of Repair and Replace material.
205 Shortage of Repair and Replace material.
206 Administrative write-off recommended.
207 No financial adjustment required. Excess Defense Articles (EDA). Overage
not billed.
208 Repaired in-country by contractor or U.S. Government personnel.

The 300-series codes indicate storage activity or initial action activity status on SDRs
forwarded to the owner/manager for action:
301 Interim reply; SDR forwarded to USA for disposition instructions or final
resolution.
302 Interim reply; SDR forwarded to USAF for disposition instructions or final
resolution.
303 Interim reply; SDR forwarded to USMC for disposition instructions or final
resolution.
304 Interim reply; SDR forwarded to USCG for disposition instructions or final
resolution.
305 Interim reply; SDR forwarded to USN for disposition instructions or final
resolution.
306 Interim reply; SDR forwarded to GSA for disposition instructions or final
resolution.
307 Interim reply; SDR forwarded to DLA for disposition instructions or final
resolution.

15
Refer to ADC 1160.

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Reply Codes
308 Interim reply; SDR forwarded to the identified Item Manager for disposition
instructions or final resolution.
309 Interim reply; SDR forwarded to owner for disposition instructions or final
resolution.
320 Reclassification of materiel complete. (Use only with Status Update.)
321 Documentation/technical data/other information are being forwarded. (Use
only with Status Update.)

The 400-series codes indicate the SDR has been closed for the reason provided:
400 SDR closed. Non-compliance with disposition instructions.
401 SDR closed. Non-response to additional information request.
402 SDR closed. Wrong material returned.
410 SDR closed. Disposition action complete.
411 SDR closed SDR closed due to zero balance on record.
412 SDR closed. Materiel disposition could not be completed due to zero balance
at storage location.
450 Administrative closure notification. SDR information copy sent to wrong source
of supply

The 500-series (and some 100-series) codes indicate an interim reply:

103 Discrepancy report receipt acknowledgment.
104 Additional information required from submitter; see remarks.
107 Forward materiel to address shown for inspection/exhibit analysis (must use
traceable and most economical means available).
108 Forward materiel to contractor address shown for inspection/exhibit analysis
(must use traceable and most economical means available).
501 SDR assigned to Defense Contract Management Agency (DCMA) for
investigation.
502 SDR resolution deferred pending receipt of exhibit.
503 Discrepancy report currently under investigation.
504 SDR forwarded to new action activity as shown.
505 SDR under investigation; SDR forwarded to activity identified for additional
action.
506 Item has been transferred to new item manager; referred to GIM for
disposition.
507 SDR forwarded to shipping depot for Proof of Delivery.

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Change 13

Reply Codes
508 SDR forwarded to shipping depot for Evidence of Shipment.
509 SDR forwarded to local procurement office for action.
513 SDR forwarded to IL Directorate or Repair and Return Office for research of
R&R case.
514 Discrepancy report forwarded to the packaging specialist for research.
515 Procurement/DCMA awaiting response from contractor.
516 Receipt of material returned by customer has not posted to date; under
investigation.
517 Defense Finance and Accounting Service (DFAS) billing information
requested.
518 Your SDR identifies a transportation discrepancy and is being processed as a
Transportation Discrepancy Report (TDR).
519 Your SDR identifies a quality deficiency and is being processed as a Product
Quality Deficiency Report (PQDR).
520 Discrepancy report materiel undergoing test/evaluation.
521 Discrepancy report resolution pending PQDR review.
522 Discrepancy report resolution pending investigation/response from item
manager. 16
523 Manager notification to owner: return materiel to manager at current location.
17

524 Owner notification to manager: materiel returned at current location for credit.
18

525 Discrepancy validated by storage activity; credit recommended (use with 300-
series forwarding reply code)19
526 Credit authorized; issue reversal requested.
527 SDR returned to storage/initial action activity for action; see remarks.
530 Storage activity unable to perform requested issue reversal; see remarks
(must use with 300-series forwarding reply code).

The 600-series codes indicate an ICP reply to the storage activity:

601 Change supply condition code and submit as new complaint (original
complaint cannot be modified to show new supply condition code).
602 Item(s) unsuitable; destroy.
603 Remark and return to stock.

16
ADC 1126, not yet implemented.
17
Ibid.
18
Ibid.
19
Refer to ADC 1160.

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Change 13

Reply Codes
604 Repackage and return to stock.
605 Reidentify and return to stock.
606 Safety hazard; destroy.
607 Safety hazard; dispose.
608 Reclassify materiel as instructed; final disposition instructions will be provided
upon confirmation of reclassification. (Do not use in combination with other
reply codes.)
609 Reclassify materiel; disposition instructions provided (see remarks/ additional
reply code(s)).
610 Materiel previously dispositioned; close SDR with no further action. (Provide
remarks to explain circumstances for use of this code.)20
611 Reidentify unique identification (UII/serial number) and return to stock.
612 Reverse associated receipt and reprocess to correct owner as identified.

The 700-series codes indicate SDR rejection:

701 Discrepancy report rejected. See remarks.
702 SDR rejected. Material shipped as requisitioned.
703 SDR rejected. Overage/shortage is within contract variation clause.
704 SDR rejected. Evidence of shipment/proof of delivery forwarded.
705 SDR rejected. Records indicate the inspection or test date or this shelf-life
item has been extended to date indicated.
706 SDR rejected. Shelf-life not applicable for this item.
707 SDR rejected. Acceptable substitute issued for material requisitioned.
708 SDR rejected. Material shipped prior to cancellation request.
709 SDR rejected. Discrepant quantity shipped after SDR submission.
710 SDR rejected. Discrepant quantity on backorder.
711 SDR rejected. Material shipped via insured/certified/registered mail. Request
you contact local postal authority to verify delivery of material.
712 SDR rejected. Submit offer of material under material returns program.
713 SDR rejected. Discrepancy does not meet required minimum dollar value.
714 SDR rejected. Billing adjustments may not be requested on a SDR (except
Security Assistance). Contact local finance office.
715 SDR rejected. Discrepancy report/follow-up not submitted within authorized
timeframe.
716 SDR recorded for information and possible corrective action.

20
Refer to ADC 1174.

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Reply Codes
717 SDR identifies a carrier discrepancy. Resubmit as a Transportation
Discrepancy Report (TDR).21
718 SDR identifies a quality deficiency. Resubmit as a PQDR. 22
719 Discrepancy report rejected. Duplicate of previously submitted SDR.

The 800-series codes provide additional rejection notices relevant to Security

Assistance SDRs:
800 SDR rejected. No U.S. Government liability.
801 SDR rejected. No billing discrepancy exists.
802 SDR rejected. Bill reflects pre-positioning costs/non-recurring costs.
803 SDR rejected. Bill reflects contract termination charge.
804 SDR rejected. Item proven serviceable when shipped (repair & return,
exhibits).
805 SDR rejected. Freight forwarder tracking system indicates material received.
Customer should challenge freight forwarder.
806 SDR rejected. Repair/adjustment procedures provided by source.
807 SDR rejected. Material shipped to address specified on LOA in lieu of country.
808 SDR rejected. SDR does not meet latent defect criteria and is, therefore,
beyond the allotted timeframe for submission
809 SDR returned without action. Credit cannot be granted since debit billing has
not processed. (ILCO use only.)
810 Freight forwarder notification not submitted for total nonreceipt.

The 900-series codes are intended for system/application use in processing

transactions. When SDRs are processed manually, these codes may be user
assigned as appropriate:
901 Transaction rejected. Discrepancy report submitted to wrong activity.
Resubmit to the correct action activity (identified in remarks when known).
When applicable, use with Reply Code 612 or receipt rejection transaction
(DLMS 824R/MILSTRAP DZG) to reverse/reject the original receipt for
reprocessing.
902 Transaction rejected. Invalid action code for type of discrepancy submitted.
904 Transaction rejected. Open suffix must be closed before SDR can be
reopened.

21
Use of this code is discouraged. Every effort should be made to process the discrepancy report and
resolve the situation without requiring the initiator to resubmit. See preferred codes 518 and 519.
22
See footnote 1.

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Reply Codes
906 Transaction rejected. Record already closed.
907 Transaction rejected. Discrepancy report canceled.
908 Transaction rejected. Record is currently open and cannot be reopened for
reconsideration until closed.
909 Transaction rejected. SDR must be reopened for reconsideration before it can
be contested.
910 Transaction rejected. Missing or invalid document number (or document
number/suffix).
911 Transaction rejected. Missing or invalid case designator.
912 Transaction rejected. Missing or invalid discrepancy report number.
915 Transaction rejected. Missing or invalid type of discrepancy code.
916 Transaction rejected. Missing or invalid action desired code.
917 Transaction rejected. Missing or invalid discrepant quantity.
918 Transaction rejected. Missing or invalid quantity received.
919 Transaction rejected. Invalid Security Assistance materiel location code.23
920 Transaction rejected. Missing or invalid point of contact name.
921 Transaction rejected. Missing or invalid point of contact phone number/email.
923 Transaction rejected. Missing or invalid transaction date.
924 Transaction rejected. Narrative missing.
926 Transaction rejected. No record found.
927 Transaction rejected. Missing or invalid disposition/reply code
928 Transaction rejected. Missing or invalid condition code.
929 Transaction rejected. Missing, invalid, or unauthorized use of DoDAAC,
MAPAC, or RIC.
930 Transaction rejected. Missing information associated with disposition/reply
931 Transaction rejected. Missing or invalid materiel identification.
932 Transaction rejected. Missing or invalid wrong item information.
933 Transaction rejected. Discrepancy report follow-up submitted before action
activity response time has elapsed.
934 Transaction rejected. Forwarding action not authorized. Submit new SDR.
935 Transaction rejected. Forwarding action cannot be processed due to
incomplete SDR history. Contact originator to resubmit with updated action
activity.
936 SDR processing suspended. Request DoD WebSDR provide an information
copy of the original report.

23
Refer to ADC 1203.

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Change 13

Reply Codes
937 Transaction rejected. DoD WebSDR/WebSQCR unable to provide requested
SDR information copy.
938 Transaction rejected. Missing or invalid transaction set purpose code.
939 Transaction rejected. Missing, invalid, or inappropriate discrepancy report
document type code.
940 Transaction rejected. Improper or Missing either contract number or
contractor-assigned shipment number on SDR associated with vendor
shipment.
941 Transaction failed during processing. SDR cannot be transmitted electronically
to the designated action activity.
942 Transaction rejected. Unauthorized use of reply code. The 200-series reply
codes may only be used for Security Assistance SDRs.
943 Transaction rejected. Fund Code or Standard Line of Accounting (SLOA) data
elements do not match SFIS Fund Code to Fund Account Conversion Table.24
944 Transaction rejected. Forwarding transaction not properly formatted.
945 Transaction rejected. Forwarding action not authorized; see remarks.
946 Transaction rejected. Missing serial number for serially-tracked item.
947 Transaction rejected. Invalid serial number length or convention.
948 Transaction rejected. Unauthorized change in the Owner, Manager, or
Source of Supply field.
949 Transaction rejected. Reply Code 504 can only be used for SDR
Document Type Code 7 or R, and cannot be used with any other reply
code.

AP7.28.5 DISCREPANCY REPORT DOCUMENT TYPE CODES

AP7.28.5.1. The following codes are used to identify report categories for
appropriate automated processing. Discrepancy Report Document Type Codes and
DLA Disposition Services SDR Type Codes are one position alphanumeric codes.

AP7.28.5.2. The Discrepancy Report Document Type Code (DLMS Qualifier D) is

used on SDRs to identify the type of discrepancy report and type of shipment involved.
In the context of SDR processing, this data element may be referred to as an SDR
Document Type; however, there are many other code values assigned that are not
applicable to SDRs. This data element is mandatory on SDR transactions.

AP7.28.5.3. The DLA Disposition Services SDR Type Code (DLMS Qualifier ST)
is used as a sub-type code in conjunction with the SDR Document Type to further clarify

24
Refer to ADC 1043A/1043E. Note: Issues with content of the SFIS Fund Code to Fund Account
Conversion Table are to be communicated to the Fund Code Monitor of the cognizant Component.

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Change 13
the shipment scenario. This data element may be referred to as an SDR Sub-Type
Code. This data element is conditional; it is used when applicable.

SDR DOCUMENT TYPE CODES

Available for DoD WebSDR and Component-Sponsored SDR applications:
6 Customer originated, direct vendor/contractor delivery
7 Customer originated, depot/lateral shipment/other

Restricted Use. Authorized user only:

A Storage Site receipt, customer return/Other
N Storage site receipt, depot shipment (RDO)
P Storage site procurement source receipt
V Customer originated, lateral shipment under TAV
W Transshipment SDR

Available for Distribution Standard System Originated SDRs only:

8 Depot originated, depot receipt from non-procurement source (other than or RDO)
9 Depot originated procurement source receipt
R Depot originated, redistribution order receipt
D DLA Disposition Services Field Office originated 25
DLA DISPOSITION SERVICES DOCUMENT TYPE CODES
Available for Distribution Standard System Originated SDRs only. Must use in conjunction
with SDR Document Type Code D:
B Distribution Center shipment to a Field Office
E Field Office Redistribution
T DLA Disposition Services Field Office Turn-in

Available for DoD WebSDR only. Restricted Use. Must use in conjunction with SDR
Document Type Code 7:
D Disposition Services donated materiel
F Disposition Services transferred materiel
O Other Disposition Services shipment
R Disposition Services reutilization

25
SDR Document Type Code D must be used in conjunction with the applicable DLA Disposition
Services Document Type Code.

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Change 13

SDR DOCUMENT TYPE CODES

S Disposition Services sale

Restricted. No longer available for new submissions after March 30, 2012:
L Disposition Services DEMIL
P Disposition Services Field Office SDR, depot shipment

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AP7.29 APPENDIX 7.29

STOCK READINESS RELEVANT DATA ELEMENTS
AP7.29.1. GENERAL

AP7.29.1.1. This appendix provides a consolidated reference resource for data

elements and their associated code sets applicable to Stock Screening Request and
Storage Quality Control Report (SQCR) submissions and responses. These data
elements are applicable in all Stock Screening Requests and SQCR processing under
the DLMS. The following data elements are included in this appendix. Within the
context of stock readiness procedures, these data elements may be recognized by
abbreviated names as indicated.

• Shipping, Packaging, and Storage Discrepancy Code. Also referred to as

Discrepancy Code.
• SDR or SQCR Requested Action Code. Also referred to as Action Code.
• Discrepancy Status or Disposition (Reply) Code. Also referred to as Reply Code.
• Discrepancy Report Document Type Code. Also referred to as Document Type.

AP7.29.2. IN-STORAGE DISCREPANCY CODES. The following codes are used to

provide a description of the discrepant condition. Up to two discrepancy codes may be
used on a single report.

DISCREPANCY CODES
Condition of Materiel
A1 Condition of stored materiel changed because of damage
A2 Condition of materiel changed because of deterioration
A3 Stored materiel is misidentified
A4 Stored materiel is incomplete
A5 Stored materiel requires repair
A6 Improper storage conditions resulting in item corrosion
C1 In a condition other than shown on supply document or on the supporting
inspection/test certificate (if hazardous materiel use code H1)
C2 Expired shelf life item (if hazardous materiel use code H5)
C6 Damage caused by pilferage, vandalism, or theft

Hazardous Material
D601 Hazardous waste profile sheet omitted
D602 Hazardous waste profile sheet incomplete or incorrect

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DISCREPANCY CODES
D701 Hazardous waste manifest omitted
D702 Hazardous waste manifest incomplete or incorrect
H1 Hazardous item in a condition other than shown on supply document or
on the supporting inspection/test certificate
H2 Hazardous item in storage damaged or requires repair
H3 Lack of a Safety Data Sheet (SDS) in Hazardous Material Information
Resource System (HMIRS)
H4 Non-radioactive item classified as radioactive, or non-hazardous item
classified as hazardous
H5 Expired hazardous shelf life item
Lumber
L1 Moisture exceeds allowable percentage
L2 Not treated in accordance with specification
L3 Product off grade
L4 Improper size
L5 Improper tally
L6 Improper or no grade mark on product
L7 Rotten product
L8 Splits, excessive wane, scant, or not end trimmed (one or all)
Overage
O5 Concealed overage discovered in a sealed shipping container
O6 Overage due to unit of issue/unit of pack incompatibility

Packaging Discrepancy Codes1

P1 Improper preservation
P101 Cleaning inadequate, incorrect, or omitted
P102 Preservative inadequate, incorrect, or omitted
P103 Barrier materiel inadequate, incorrect, or omitted
P104 Unit pack cushioning inadequate, incorrect, or omitted
P105 Unit container inadequate, incorrect, omitted or oversized
P106 Desiccant incorrect, improperly located, or omitted
P107 Tape/closure of unit container incorrect or inadequate
P108 Hazardous materiels not removed as required

1
Two-position packaging discrepancy codes are not applicable for new submissions after September 1,
2013. Refer to ADC 1059.

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DISCREPANCY CODES
P109 Improper preservation of hazardous materiels (includes ammunitions/
explosives)
P110 Level of protection excessive or inadequate
P112 Non-conformance to specified requirements for preservation (explanation
required)
P113 Electrostatic/electromagnetic device preservation inadequate or omitted
P114 Concealed preservation defect found in storage (explanation required)
P116 Preservation inadequate or incorrect resulting in item corrosion
P199 Improper preservation not identified by other code; see remarks

P2 Improper Packing
P201 Container inadequate, incorrect, or oversized
P202 Intermediate container inadequate, incorrect, oversized, or omitted
P203 Exterior container inadequate, incorrect, oversized, or omitted
P204 Blocking and bracing inadequate, incorrect, or omitted
P205 Cushioning inadequate, incorrect, or omitted
P206 Level of protection excessive or inadequate
P207 Container deteriorated
P208 Skids incorrect or omitted
P209 Improper packing of hazardous materiels (includes
ammunitions/explosives)
P210 Non-conformance to specified requirements for packing (explanation
required)
P211 Improper foam-in-place
P212 Reusable container not used or improperly prepared
P213 Closure incorrect or inadequate
P214 Concealed packing defect found in storage (explanation required)
P215 Non-conformance to specified requirements for wood packaging materiel
(WPM)
P216 Packaging inadequate or incorrect resulting in item corrosion
P299 Improper packing (not identified by other code); see remarks

P3 Improper markings
P301 Identification markings omitted, incomplete, incorrectly located, or not
legible

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DISCREPANCY CODES
P302 Improper marking of hazardous materiels (includes
ammunitions/explosives)
P303 Labels omitted or improperly affixed
P304 Contract data omitted, incomplete, incorrectly located, or not legible
P305 Precautionary or handling markings omitted, incomplete, or not legible
P306 Shelf-life markings omitted, incorrect, or not legible
P307 Bar code markings omitted, or not legible
P308 Incorrect lot number
P309 Set or assembly markings omitted
P311 Non-conformance to specified requirements for marking (explanation
required).
P312 Electrostatic/electromagnetic device markings inadequate or omitted
P313 Packing list omitted or incorrectly located
P399 Improper markings not identified by other code; see remarks

P4 Improper unitization (includes palletization and containerization)

P405 Protective covering/wrapping inadequate, improper, or omitted
P499 Improper utilization not identified by other code; see remarks

Quality-Related Stock Screening (Storage Activity Only)

Q11 Returned or stock screen item, PQDR exhibit deficiency
Q22 New procurement receipt, customer return, redistribution order or stock
screen item quality deficiency, contractual non-compliance including
specification and/or technical data deficiency
Q33 Returned, redistribution order, or stock screened item suspected materiel
deficiency (DLA Customer Returns Improvement Initiative (CRII) items
only)
Q55 Item under investigation
Q66 Customer return or stock screen item failed under use
Q77 New receipt, customer return, redistribution order to stock screen item
identified as a Critical Safety Item (CSI)

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DISCREPANCY CODES
Shortage or Nonreceipt
S6 Unit of issue/unit of pack incompatible
S9 Incomplete component, assembly, set, kit, outfit (CASKO) (do not use to
report cannibalization of Supply System Responsibility Item (SSRI),
Components Of End Item (COEI), or Basic Issue Item (BII); see
Discrepancy Code C4)

Technical Markings (Name Plates, Log Books, Operating Handbooks, Special

Instructions)
T1 Technical data markings missing
T2 Technical data markings illegible or mutilated
T3 Precautionary operational markings missing
T4 Inspection data missing or incomplete
T5 Serviceability operating data missing or incomplete
T6 Warranty data missing
T7 Missing part number on bare item
T9 Operating handbooks, log books, and/or special instructions missing

Unique Identification and Unidentifiable Materiel

U01 Unique identification data on label missing, damaged, or unreadable
U02 Unique identification data on item missing, damaged, or unreadable
U05 Non-conformance to unique identification requirements under terms of
contract
U06 Multiple containers without separate unique identification data listings
U07 Mismatch between unique identification data on item and label
U10 Mismatched or missing unique identification discovered upon opening a
sealed pack
U11 Materiel unidentifiable; stock number missing or damaged

Other Discrepancies
Z1 Other discrepancy - see remarks
Z5 Immediate resolution/replacement of discrepant item under DLA
industrial activity support agreement
Z6 Discrepancy report resubmitted following cancellation must use with
other codes

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AP7.29.3. SQCR REQUESTED ACTION CODES. The Requested Action Code is
used to provide a description of the action requested by the initiator of the SQCR. Only
one action code may be used per SQCR under DLMS.

ACTION CODES
1A Disposition instructions for discrepant materiel requested; financial action not
applicable.
1Z Other action requested (see remarks).
2C Technical documentation/data requested.
3B Discrepancy reported for corrective action and trend analysis; no reply
required.
4A Manager disposition requested for non-manager owned suspended stock per
receipt/stock screening; no action by owner pending manager response.2
4B Action transferred to manager subsequent to return of non-manager owned
suspended materiel to the manager.3

AP7.29.4. DISCREPANCY STATUS OR DISPOSITION (REPLY) CODES. Action

activities use the Discrepancy Status or Disposition (Reply) Codes to codify a response
to an SQCR. This data element may be referred to as a Reply Code. Up to two reply
codes may be used on a single SQCR reply to provide complete disposition instructions
and additional information as needed. WebSQCR and WebSS may also use reply
codes on automatic reject replies for transactions that fail edit criteria. System design
should accommodate clear text for ease of use and interpretation. The following Reply
Codes may be used on the SQCR.

Reply Codes
The 100-series codes provide status of financial resolution, materiel disposition
instructions, or other appropriate information:4
105 Forward materiel received to location identified. Must use traceable and
most economical means available.
106 Forward materiel received to contractor location identified (must use
traceable and most economical means available).
110 Disposal authorized in accordance with local procedures.
111 Disposal authorized, monetary reimbursement from contractor.
112 Disposal authorized, contractor will provide replacement.
119 Retain materiel received at no charge.

2
Refer to ADC 1084. Not authorized for use pending implementation; target implementation is 1Q FY
2017.
3
Ibid.
4
Reply Codes 103, 104, 107, and 108 have been moved to interim reply grouping.

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Change 10

Reply Codes
120 Retain materiel with consideration from contractor.
121 Retain materiel without consideration from contractor.
122 Retain materiel for future supply decision.
129 Reimbursement for repackaging discrepancy cannot be authorized until
submitter provides cost for repackaging.
130 Place materiel in stock as is.
131 Remark/repackage materiel and place in stock.
133 Upgrade materiel to Condition Code A, correction made by government
with reimbursement from contractor.
134 Upgrade materiel to Condition Code A, correction made by government
without reimbursement from contractor.
135 Documentation/technical data is being forwarded.
137 Additional comments provided; see remarks.
144 Recorded for information only; no action taken.
145 No contractor liability found.
148 Representative will contact you for discussion concerning disposition.
151 Replacement/revised disposition/status; prior response is superseded.
152 Discrepancy report recorded for information and possible corrective action.

The 300-series codes indicate Distribution Center status on SDRs/SQCRs

forwarded to the owner/manager for action:
320 Reclassification of materiel complete. (Use only with Status Update.)
321 Documentation/technical data/other information are being forwarded. (Use
only with Status Update.)

The 400-series codes indicate the SDR/SQCR has been closed for the reason
provided:
410 Discrepancy report closed. Disposition action complete.
411 Discrepancy report closed due to zero balance on record.
412 Discrepancy report closed. Materiel disposition could not be completed due
to zero balance at storage location.

The 500-series (and some 100-series) codes indicate an interim reply:

103 Discrepancy report receipt acknowledgment.
104 Additional clarification required from submitter; see remarks.

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Reply Codes
107 Forward materiel to address shown for inspection/exhibit analysis (must
use traceable and most economical means available).
108 Forward materiel to contractor address shown for inspection/exhibit
analysis (must use traceable and most economical means available).
503 Discrepancy report currently under investigation.
514 Discrepancy report forwarded to the packaging specialist for research.
520 Discrepancy report materiel undergoing test/evaluation.
521 Discrepancy report resolution pending PQDR review.
522 Discrepancy report resolution pending investigation/response from item
manager. 5
523 Manager notification to owner: return materiel to manager at current
location.6
524 Owner notification to manager: materiel returned at current location for
credit.7

The 600-series codes indicate an ICP reply to the Distribution Center:

602 Item(s) unsuitable; destroy.
603 Remark and return to stock.
604 Repackage and return to stock.
605 Reidentify and return to stock.
606 Safety hazard; destroy.
607 Safety hazard; dispose.
608 Reclassify materiel as instructed.
611 Reidentify unique identification (UII/serial number) and return to stock.

The 700-series codes indicate SDR/SQCR rejection:

701 Discrepancy report rejected. See remarks.
719 Discrepancy report rejected. Duplicate of previously submitted
discrepancy report.

5
Refer to ADC 1084. Not authorized for use pending implementation; target implementation is 1Q FY
2017.
6
Ibid.
7
Ibid.

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Change 10

Reply Codes
The 900-series codes are intended for system/application use in processing
transactions. When SDRs/SQCRs are processed manually, these codes may be
user assigned as appropriate:
901 Transaction rejected. Discrepancy report submitted to wrong
owner/manager. Resubmit to the correct action activity.
902 Transaction rejected. Invalid action code for type of discrepancy submitted.
904 Transaction rejected. Open suffix must be closed before discrepancy
report can be reopened.
906 Transaction rejected. Record already closed.
907 Transaction rejected. Discrepancy report canceled.
908 Transaction rejected. Record is currently open and cannot be reopened for
reconsideration until closed.
910 Transaction rejected. Missing or invalid document number (or document
number/suffix).
912 Transaction rejected. Missing or invalid discrepancy report system-
assigned control number.
915 Transaction rejected. Missing or invalid type of discrepancy code.
916 Transaction rejected. Missing or invalid action desired code.
917 Transaction rejected. Missing or invalid discrepant quantity.
920 Transaction rejected. Missing or invalid point of contact name.
921 Transaction rejected. Missing or invalid point of contact phone
number/email.
923 Transaction rejected. Missing or invalid transaction date.
924 Transaction rejected. Narrative missing.
926 Transaction rejected. No record found.
927 Transaction rejected. Missing or invalid disposition/reply code
928 Transaction rejected. Missing or invalid condition code.
929 Transaction rejected. Missing, invalid, or unauthorized use of DoDAAC,
MAPAC, or RIC.
930 Transaction rejected. Missing information associated with disposition/reply
931 Transaction rejected. Missing or invalid materiel identification.
933 Transaction rejected. Discrepancy report follow-up submitted before action
activity response time has elapsed.
937 Transaction rejected. DoD WebSDR/WebSQCR unable to provide
requested Discrepancy report information copy.
938 Transaction rejected. Missing or invalid transaction set purpose code.

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Reply Codes
939 Transaction rejected. Missing, invalid, or inappropriate discrepancy report
document type code.
941 Transaction failed during processing; it cannot be transmitted electronically
to the designated action activity.
943 Transaction rejected. Fund Code or Standard Line of Accounting (SLOA)
data elements do not match Standard Financial Information Structure
(SFIS) Fund Code to Fund Account Conversion Table.

AP7.29.5. DISCREPANCY REPORT DOCUMENT TYPE CODES. The following

codes are used to identify report categories for appropriate automated processing.

DOCUMENT TYPE CODES

5 Storage Quality Control Report/Reply
S Stock Screening Request/Reply

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AP7.30. APPENDIX 7.30

HAZARDOUS WASTE/MATERIAL CODE

NUMBER OF CHARACTERS: One (Generator Communication Legacy)/Two

(DLMS)
TYPE OF CODE: Alpha
EXPLANATION: Entered on the DTID Record supporting a
Hazardous Material/Hazardous Waste Turn-In to
DLA Disposition Services to identify the nature of
the hazard and service request. The Generator
Communication (GenComm) legacy format is one
alpha character. Under the DLMS, this value is
converted to a two position alpha character for
alignment with the Disposition Services Indicator
DLMS data element.
RECORD POSITION(S): GENCOMM DTID Record Format (8th data
element)
DLMS SEGMENT/QUALFIER LQ Segment, LQ01 Data Element ID 1270 Qualifier
“DSI – Disposition Services Indicator”

CODE EXPLANATION
HM Hazardous Material. GenComm legacy equivalent code is M.
HW Hazardous and Non-Regulated Waste. GenComm legacy equivalent code
is W.
SC Scrap Property. GenComm legacy equivalent code is S.
SS Special Services Request. GenComm legacy equivalent code is P.
US Useable Property. GenComm legacy equivalent code is N.

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AP7.31 APPENDIX 7.31

Mapping Product Relevant Data Elements

AP7.31.1. GENERAL. This appendix provides a consolidated reference resource for

mapping product relevant data elements and their associated code sets. The following
data elements are included in this appendix.

AP7.31.1.1. Mapping Product Type

AP7.31.1.2. Mapping Product Procurement Type

AP7.31.2. MAPPING PRODUCT TYPE

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphanumeric

EXPLANATION: Identifies the type of mapping product.

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270

Qualifier “MPT – Mapping Product Type Code”

CODE EXPLANATION
1 Lithographs

2 Digital Data Products/ Plastics

3 Publications
4 Catalogs
5 Download Only
6 Download/Lithographic
7 Video Laser Disc Products

8 Flip - Flight Information Program

9 Navigational Filmstrips
P Gridded Air Photos

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AP7.31.3. MAPPING PRODUCT PROCUREMENT TYPE

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphanumeric

EXPLANATION: Identifies the type of procurement for mapping

products.

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270

Qualifier “MPP – Mapping Product
Procurement Type Code”

CODE EXPLANATION
0 Redistribution Action
1 New Item

2 Revision of existing item

3 Reprint of existing item
4 Reprint of new item
5 Corrected reprint
6 Procured Item with Same Edition

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AP7.32 APPENDIX 7.32

REASON FOR REVERSAL CODE

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha
EXPLANATION: Identifies the reason for reversal in applicable
transaction
LEGACY RECORD POSITION: 73 for DEE/DEF; 80 for D7_
DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270,
Qualifier Z – Cancellation
MILSTRAP Document Identifier D7_; DEE/DEF
Code (DIC):
DLMS Implementation Convention: 867I Issue
846D Logistics Reassignment Transfer/
Decapitalization (Report Type Code TL)

APPLICABLE
CODE NAME/DEFINITION EXPLANATION
TRANSACTION

A Reversal of logistics 846D/DEE/DEF Logistics reassignment transfer and

transfer/decapitalizati decapitalization transaction (when
on transaction the quantity is not available for
transfer/decapitalization)1

B Reversal of issue 867I/D7_ Reversal of issue transaction when

transaction – amount shipped is determined to be
shortage less than amount requested on a
materiel/disposal release order
(MRO/DRO)/issue transaction.

C Reversal of issue 867I/D7_ Reversal of issue transaction when

transaction – the condition of materiel shipped is
condition not consistent with that requested
on an MRO/DRO/issue transaction2

1
Refer to Request for Implementation Date for ADC 12. Not authorized for use; implementation pending.
2
Refer to ADC 1160.

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APPLICABLE
CODE NAME/DEFINITION EXPLANATION
TRANSACTION

D Reversal of receipt 527R Receipt/ Reversal of receipt reported due

– SDR after receipt D4_/D6_ to supply discrepancy report
(SDR) after receipt3

E Not assigned. Reserved for future DoD

through assignment.
Q

R Reversal of receipt – 527R Receipt/ Reversal of receipt erroneously

wrong owner D4_/D6_ reported to wrong owner due to
missing/unmatched pre-positioned
materiel receipt (PMR). [May be
associated supply discrepancy
report (SDR) reply disposition
requesting reversal and
reprocessing of receipt to the
correct owner.] 4

3
Refer to ADC 1323.
4
Refer to ADC 1273.

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APPLICABLE
CODE NAME/DEFINITION EXPLANATION
TRANSACTION

S Reversal of issue 867I/D7_ Navy use only. Reversal of issue

transaction - transaction when a cancellation
cancellation request has been issued for a
material/disposal release order
(MRO/DRO) and the item was not
yet shipped. Reversal requirement
stems from a timing issue. The
MRO/DRO is in process, the depot
accountable balance has been
decremented and the issue
transaction has been sent to the
ICP to decrement to the owner
balance. Subsequent to this action,
but prior to the material being
physically shipped and a
confirmation being generated, the
MRO/DRO issue action is cancelled
and the material is returned to
stock, if necessary. A D7_issue
reversal transaction is then required
to increment the depot's
accountable balance and the ICP's
balance to the original quantity.5

T Reversal of issue 527R Receipt/ Reversal of transaction for a reason

transaction - other D4_/D6_ not otherwise identified, inclusive of
867I Issue/D7_ incorrectly entered data, (e.g.,
transposed characters).6

U Not Assigned Reserved for future DoD

through assignment.
V

5
Refer to ADC 259, Revise DLMS Supplement 867I and MILSTRAP Issue Transactions to Support Navy
Requirement for Reason for Reversal Code.
6
Refer to ADC 1160 and ADC 1273.

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APPLICABLE
CODE NAME/DEFINITION EXPLANATION
TRANSACTION

W Reversal of issue 867I/D7_ Reversal of issue transaction when

transaction – wrong materiel shipped is determined to
item be other than the type of materiel
(e.g. wrong stock number)
requested on an MRO/DRO/issue
transaction. 7

X Not Assigned Reserved for future DoD

through assignment.
Y

Not available for assignment as a

Z Reserved
reason for reversal code.

7
Ibid.

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AP7.33 APPENDIX 7.33

Demand Planning Status Code
NUMBER OF CHARACTERS: Two
TYPE OF CODE: Alphabetic
EXPLANATION: Used in response to a Demand Data Exchange
(DDE), Gross Demand Plan (GDP), or Army
Supply Plan (ASP) transaction. The status code
will report to the originator, acceptance or
rejection of the forecasting request.
LEGACY MILSTRIP and Not Applicable
MILSTRAP DOCUMENT
IDENTIFIER CODE (DIC):
RECORD POSITION: Not Applicable
DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270
Qualifier DV Demand Planning Status Code

CODE EXPLANATION
00 Forecast received; awaiting evaluation.
01 Forecast accepted, processed, and planned.
02 Rejected. Unit of Measure/Unit of Use does not match.
03 Rejected. Item does not exist in Source of Supply Item Master.
04 Rejected. Nuclear or reparable item. For DLA use only.
05 Rejected. Non-stocked item by Source of Supply Item.
06 Rejected. Invalid submitter DoDAAC/Sold-To DoDAAC combination.
DLA managed for Fleet Readiness Center (FRC) requirements use only
07 Reserve for future use.
08 Reserve for future use.
09 Rejected. Item has future requirements with no requisition history within
the past 12 months. FRC use only.
10 Rejected. Hazardous item. FRC use only.
11 Rejected. Item planned via other business processes as agreed upon
with Formal Collaborative partners. DLA managed items only.
12 Rejected. Item excluded by Supply Chain or Profit Center from the
Formal Collaborative Process. DLA managed items only.
13 Rejected. Item not managed by Source of Supply.

AP7.33-1 APPENDIX 7.33

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AP8. APPENDIX 8
FORMATS INDEX
APPENDIX DIC TITLE PAGE

AP8.1 Formats Introduction AP8.1-1

AP8.2 A0_/AM_ Requisition AP8.2-1
AP8.3 A0_/AM_ Security Assistance Program Requisition AP8.3-1
AP8.4 A02/A0B Non-National Stock Number Requisition AP8.4-1
(Mechanical)
AP8.5 AF_/AT_ Requisition Follow-up AP8.5-1
AP8.6 AFX/AFZ Disposal Shipment Confirmation Follow-up AP8.6-1
AP8.7 AC_/AK_ Requisition Cancellation AP8.7-1
AP8.8 AC6/AC7/AG6 Source of Supply Cancellation Request or AP8.8-1
Reply to Source of Supply Cancellation
Request (Issues from Stock)
AP8.9 ACM/ACP Source of Supply Cancellation (Direct Delivery AP8.9-1
from Procurement)
AP8.10 AE_ Supply Status (Issues from Stock) AP8.10-1
AP8.11 AB_ Direct Delivery Notice 1 AP8.11-1
AP8.12 A5_/AF6 Materiel Release Order/Follow-up for Materiel AP8.12-1
Release Order/Lateral Redistribution Order
AP8.13 A5J/AFJ/ACJ/ Disposal Release Order, Follow-up, or AP8.13-1
AKJ/AGJ Cancellation
AP8.14 ARA/ARB/AR0/ Materiel Release Confirmation AP8.14-1
AUA/AUB/AU0
AP8.15 ARH Force Closed Materiel Release Confirmation AP8.15-1
AP8.16 ARJ/ARK/ARL/ Disposal Release Order Confirmation or AP8.16-1
AEJ Supply Status
AP8.17 A6_ Materiel Release Order Denial (Warehouse AP8.17-1
Refusal)
AP8.18 A6J Disposal Release Order Denial AP8.18-1

1
Use of Document Identifier Code (DIC) AB_ changed from intra- to inter-Service for direct delivery from
procurement last reported as not implemented by GSA. Refer to AMCL 155.

AP8-1 APPENDIX 8
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APPENDIX DIC TITLE PAGE

AP8.19 AS1-6/AS8/ Shipment Status AP8.19-1

ASY or
AU1-5/AU7/AU8
AP8.20 ASH Pseudo Shipment Status for Unconfirmed AP8.20-1
Materiel Release Order
AP8.21 ASZ Disposal Shipment Confirmation AP8.21-1
AP8.22 AMF/AMP Document Modifier (Inventory Control Point to AP8.22-1
Procurement)
AP8.23 A3_ Passing Order AP8.23-1
AP8.24 A4_ Referral Order/Lateral Redistribution Order for AP8.24-1
Retail Assets
AP8.25 A2_ Redistribution Order AP8.25-1
AP8.26 AN_ Source of Supply Materiel Obligation AP8.26-1
Validation Request
AP8.27 AN9/ANZ Materiel Obligation Validation Request Control AP8.27-1
Document
AP8.28 AP9/APX Receipt Confirmation for Materiel Obligation AP8.28-1
Validation Request
AP8.29 AP_ Materiel Obligation Validation Response AP8.29-1
AP8.30 AD1/ADR/AD3 Foreign Military Sales Notice of Availability AP8.30-1
Key Document
AP8.31 AD2/AD4 Foreign Military Sales Notice of Availability AP8.31-1
Detail Document
AP8.32 AD5 Foreign Military Sales Notice of Availability AP8.32-1
Reply Document
AP8.33 FTE/FTG Customer Asset Report (Materiel Returns AP8.33-1
Program)
AP8.34 FTR Reply to Customer Asset Report (Materiel AP8.34-1
Returns Program)
AP8.35 FTQ Defense Automatic Addressing System AP8.35-1
Customer Asset Report Status (Materiel
Returns Program)
AP8.36 FTD Disposition Instructions Delay Status (Materiel AP8.36-1
Returns Program)

AP8-2 APPENDIX 8
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APPENDIX DIC TITLE PAGE

AP8.37 FTF Follow-up for Inventory Control AP8.37-1

Point/Integrated Materiel Manager Reply to
Customer Asset Report (Materiel Returns
Program)
AP8.38 FTC Cancellation of Customer Asset Report AP8.38-1
(Materiel Returns Program)
AP8.39 FTM Shipment Status (Materiel Returns Program) AP8.39-1
AP8.40 FTA Automatic Return Notification (Materiel AP8.40-1
Returns Program)
AP8.41 FT6 Inventory Control Point/Integrated Materiel AP8.41-1
Manager Follow-up (Materiel Returns
Program)
AP8.42 FTZ Inventory Control Point/Integrated Materiel AP8.42-1
Manager Materiel Receipt Status (Materiel
Returns Program)
AP8.43 FTT Follow-up for Inventory Control AP8.43-1
Point/Integrated Materiel Manager Materiel
Receipt Status (Materiel Returns Program)
AP8.44 FTP Follow-up for Materiel Returns Program Credit AP8.44-1
AP8.45 FTB Reply to Follow-up for Materiel Returns AP8.45-1
Program Credit
AP8.46 AFT Request for Shipment Tracing on Registered, AP8.46-1
Insured, and Certified Parcel Post
AP8.47 FTL Supply Status (Materiel Returns Program) AP8.47-1
AP8.48 Materiel Release Document DD Form 1348-1A AP8.48-1
or DD Form 1348-2
AP8.49 Transfers to DLA Disposition Services Field AP8.49-1
Office on DD Form 1348-1A or DD Form 1348-
2 (Single Line Item Turn-Ins)
AP8.50 Return of Discrepant Foreign Military Sales AP8.50-1
Materiel
AP8.51 2 APR Materiel Obligation Validation Reinstatement AP8.51-1
Request

2
Established procedures to reinstate canceled requisitions last reported as not implemented by USN.
Refer to AMCL 150C.

AP8-3 APPENDIX 8
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APPENDIX DIC TITLE PAGE

AP8.52 3 AX1 Inventory Control Point Government- AP8.52-1

Furnished Materiel Validation Request
AP8.53 4 AX2 Management Control Activity Government- AP8.53-1
Furnished Materiel Validation Response
AP8.54 5 AP8 Defense Automatic Addressing System AP8.54-1
Materiel Obligation Validation Response
Transaction
AP8.55 AV_ Notification Of Customer Nonresponse To AP8.55-1
Materiel Obligation Validation Request

3
Procedures to control access to DOD material inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.
4
Ibid.
5
Use of revised MOV temporary suspension procedures for selected activities last reported as not
implemented by USMC. Refer to AMCL 37.

AP8-4 APPENDIX 8
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AP8.1. APPENDIX 8.1

FORMATS INTRODUCTION
AP8.1.1. General. The AP8 series of appendices prescribe the record position
alignment and data entries for the DoD Issue Release/Receipt Document and such
other transactions that are utilized in the complete processing of a requisition through
the supply system, including materiel obligation validation (MOV) formats, regardless of
the organizational structure of the system

AP8.1.2. Formats. Legacy MILSTRIP formats are described in AP8.2 through AP8.55.

AP8.1.3. Special Explanation/Instruction.

AP8.1.3.1 Expressing Ammunition and Ammunition Related Quantities

Exceeding 99,999. For ammunition and ammunition related items Federal supply
group (FSG) 13 and Federal supply Classification (FSC) 1410, 1420, 1427, 1440,
5330, 5865, 6810, or 8140), quantities exceeding 99,999 may be expressed in
thousands by placing an M in record position 29. Example: A quantity of 1,950,000
would be expressed as 1950M (1950 in record positions 25-28 and an M in record
position 29. Quantities not evenly divisible by thousands shall require two
transactions. The first transaction shall reflect the rounded thousands using the M
modifier and the second transaction shall reflect the residual quantity. For example,
for a quantity of 100,001, the first document shall reflect a quantity of 0100M and the
second document shall reflect a quantity of 00001.

AP8.1.3.2. Exception Rule for Ammunition and Ammunition Related Items.

Exception rules exist for ammunition and ammunition related items (FSG 13 and FSC
1410, 1420, 1427, 1440, 5330, 5865, 6810 or 8140). By trading partner agreement and
by coordination with DLA Transaction Services, an exception rule is available for
communicating larger quantities in identified transactions. This rule is only applicable
when the initiating system is DLMS compliant (and supports larger quantities) and the
receiving system is using legacy MILSTRIP. Under this rule, when the quantity exceeds
99,999, the DLA Transaction Services transaction conversion from DLMS to legacy
format shall transmit the initial quantity using the standard configuration using the
qualifier M in rp 29 to represent thousands. The residual quantity from the DLMS
transaction shall be transmitted separately using the original document number and
original/blank suffix code. The legacy trading partner system shall be responsible for
accumulating the quantities transmitted separately (rather than superseding or rejecting
as duplicate transactions).1

1
Refer to ADC 441 and ADC 441A, Exception Rules to Accommodate Communication of Ammunition/
Ammunition Related Quantities in Excess of Five Digits

AP8.1-1 APPENDIX 3.1

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AP8.2. APPENDIX 8.2

REQUISITION
TYPE REQUISITION BLOCK
NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS
Send to Block A 1 Not Enter the appropriate in-the-clear
Applicable name and address corresponding to
the RIC, if applicable.
Requisition Is From Block B Not Enter the appropriate in-the-clear
Applicable name and address of the
requisitioner, if applicable.
Document Identifier Block 1 1-3 Enter DIC A0_ or AM_.
Code
Routing Identifier Block 2 4-6 Enter RIC indicating the source of
Code supply to which the document is
being submitted.
Media and Status Block 3 7 Enter the M&S code.
Stock Number 2 Blocks 4, 5, 6 8-22 Enter the stock or part number of
the item being requisitioned. For
subsistence items, enter the type of
pack in rp 21.
Unit of Issue Block 7 23-24 Enter the unit of issue.
Quantity Block 8 25-29 Enter the quantity requisitioned. For
ammunition and ammunition related
requisitions only (items in Federal
supply group (FSG) 13 and for
Federal supply classification (FSC)
1410, 1420, 1427, 1440, 5330,
5865, 6810 or 8140), enter an M in
rp 29 to express in thousands any
quantity exceeding 99,999.
Example: A quantity of 1,950,000
will be expressed as 1950M (1950 in
rp 25-28 and an M in rp 29).

1
See the AP2 series of appendices for an explanation of the data fields.
2
Requisitions to DLA Disposition Services (RIC S9D) cannot reflect an entry in rp 21-22

AP8.3-1 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS
Document Number Blocks 9-12 30-43 Enter document number as
assigned by the preparing activity.
Demand 3 Block 13 44 Enter the demand code; otherwise,
leave blank.
Supplementary Blocks 14-15 45-50 When applicable, enter the coded
Address SUPADD of the ship-to or bill-to
activity; otherwise, leave blank.
When coded data is not significant
to the source of supply (other than
an activity address code (AAC)),
enter an alphabetic Y in rp 45.
Signal Block 16 51 Enter the signal code.
Fund Block 17 52-53 Enter the fund code as directed by
the Component.
Distribution Block 18 54 When applicable, enter the
distribution code of the activity to
receive status information in addition
to the requisitioner or the SUPADD.
55-56 Enter the code as directed by the
Components.
Project Block 19 57-59 When applicable, enter the
appropriate project code under
Component instructions.
Priority Block 20 60-61 Enter priority designator.
Required Delivery Block 21 62-64 Enter data requirements from
Date/Required AP2.14, as applicable; otherwise,
Delivery Period4 leave blank.
Advice Block 22 65-66 Enter advice code to convey
instructions to the source of supply;
otherwise, leave blank.

3
On an Intra-Army basis, a suffix code entry is authorized for identification of post-post partial issues of
materiel by Army Single Stock Fund Activities. These requisitions will contain Army Edit Action Code IV in
rp 74-75.
4
Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL
148.

AP8.3-2 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS
Date of Receipt of Block 23 67-69 Leave blank.
Requisition5,6,7
Blank Block 23 70-80 Leave blank on inter-Component
requisitions forwarded to the DLA
and Government Services
Administration (GSA) sources of
supply.
a. This field is optional for intra-
Component use.8, 9, 10, 11, 12, 13,14
b. This field may be used for
internal purposes on retained copies
of requisitions.

5
Processing Points passing DIC AM_ transactions to another source of supply for continued processing
will enter their RIC in rp 67-69.
6
The DLA Distribution Mapping System (DDMS) will enter the DDMS RIC SD7 in A0_ transactions
returned to Mapping Enterprise Business System (MEBS)(HM8) for processing. This will indicate to
MEBS that this is not the initial processing of the requisition (requisition was previously reviewed and
forwarded to DDMS, which was unable to fulfill).
7
On Intra-Army basis a RIC entry is authorized for identification of the storage site related to post-post
issues of materiel by Army Single Stock Fund Activities. These post-post requisitions will contain Army
Edit Action Code IV in rp 74-75.
8
On Intra-Army requisitions rp 70 will contain the ownership/purpose code and rp 71 will contain the
supply condition code of the material post-post issued by Army Single Stock Fund Activities. These post-
post requisitions will contain Army Edit Action Code IV in rp 74-75.
9
On Intra-Army basis both post-post and image Single Stock Fund Activity requisitions may contain a
management code in rp 72 to facilitate processing.
10
On Intra-Army basis requisitions may contain an Army Edit Action Code in rp 74-75 to indicate the
actions required by the receiving system in order to process transactions and direct authorized follow-on
actions. This code is meaningful to the Army only and is used on both post-post and image requisitions.
11
On Intra-Army basis requisitions may contain the date generated in rp 77-80. This date is required to
accurately process transactions relative to image, post-post and working requisitions submitted by Army
Single Stock Fund activities.
12
For intra-Air Force lateral requisitions, the source of supply identified in rp 4-6 is another Air Force
base, the RIC of the requisitioner is identified in rp 73-75, and the RIC of the DoD source of supply is
identified in rp 78-80. Refer to ADC 266.
13
For intra-Air Force requisition modification, the unit price may be identified in rp 71-80. Refer to ADC
263.
14
For intra-Navy organic maintenance requisitions (citing Project Code Z5X), used to identify the storage
activity from which the requisitioned item is requested in rp 74-76.

AP8.3-3 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS
Supply Condition (71) c. When requisitioning specific
Code (SCC) reparables for induction under Depot
Maintenance Inter-Service
Agreement (DMISA) or comparable
inter-Service agreement, cite the
SCC applicable to the reparable
item requested. Authorized SCCs
include D, F, G, and Q. Requisitions
for induction of a Product Quality
Deficiency Report (PQDR) exhibit
for warrantied maintenance will cite
SCC Q. 15

GOVERNMENT-FURNISHED MATERIEL REQUISITION ENTRIES. 16

Manufacturer’s 54-56 If required by the Component
Directive Number contracts, enter the MDN.
Call/Order Number 69-72 If required by the Component
contracts, enter the appropriate
contract legacy four-position
call/order number associated with
the PIIN; otherwise leave blank.
Procurement 73-80 Enter the last eight positions of the
Instrument Identifier PIID. This entry is mandatory.17, 18
(PIID) When materiel is authorized under
a PIID call/order number (F in 9th
position), provide the last eight
positions.

15
Refer to ADC 1176.
16
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.
17
Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.
18
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.

AP8.3-4 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

MANAGEMENT CONTROL ACTIVITY ENTRIES: Entries Required for Requisitions for

Government-Furnished Materiel.19
Routing Identifier 4-6 Enter the RIC of the source of
Code supply.
Distribution 54-56 Enter the distribution code of the
Management Control Activity
(MCA) validating the transaction or
the MDN consisting of the MCA’s
distribution code in rp 54 and two
other alpha/numeric characters in
rp 55-56.
FIELD LEGEND TYPE REQUISITION BLOCK ENTRY AND INSTRUCTIONS
NUMBER(S) (MANUAL)
RECORD POSITION(S)
(MECHANICAL)
Routing Identifier 74-76 If required by the Component,
Code enter the RIC of the validating
MCA in rp 74-76.

DLA DISPOSITION SERVICES ENTRIES: Entries Required When Requisitioning a Specific

Item From Disposal.20
Disposal Turn-in 67-80 This entry is optional on DIC
Document Number A01/A0A/A05/A0E requisitions and
is mandatory on DIC A04/A0D
requisitions. If applicable, the
DTID suffix will be entered in rp
21.

19
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A
20
Procedures, formats, and codes for requisitioning material from disposal last reported as not
implemented by DLA. Refer to AMCL 139A.

AP8.3-5 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

DLA DISPOSITION SERVICES ENTRIES: Entries Required on Requisitions to Disposal

When a Specific Item is Not Required.21
Blank 70 Leave blank.

Condition Code 71 Enter lowest acceptable supply

condition code under Component
criteria furnished to DLA
Disposition Services. See
Chapter16.2.1.1, for requirement.
Blank 72-80 Leave blank.

21
Ibid.

AP8.3-6 APPENDIX 8.3

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AP8.3. APPENDIX 8.3

SECURITY ASSISTANCE PROGRAM REQUISITION

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

Send To1 A Not Applicable Enter the appropriate in-the-

clear name and address of the
activity designated to receive
the requisition.
Requisition Is From B Not Applicable Enter the in-the-clear name
and address of the
requisitioner.
Document Identifier 1-3 Enter DIC A0_ or AM_.
Code
Routing Identifier 4-6 Enter RIC indicating the source
Code to which the document is
submitted.
Media and Status 7 Enter M&S code.

Stock Number 8-22 Enter the stock or part number

of the item requisitioned.
Unit of Issue 23-24 Enter the U/I.

1
See the “AP6” series of appendices for the explanation of data fields.

AP8.3-1 APPENDIX 8.3

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Change 13

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

Quantity 25-29 a. Enter quantity requisitioned.

b. When quantity restriction
applies; for example, total
requirements for an item will
result in more than 25
shipment units for specified
items, see Chapter 25.4.4.
c. For ammunition and
ammunition related requisitions
only (items in Federal supply
group (FSG) 13 and for
Federal supply classification
(FSC) 1410, 1420, 1427, 1440,
5330, 5865, 6810 or 8140),
enter an “M” in rp 29 to express
in thousands any quantity
exceeding 99,999. Example: A
quantity of 1,950,000 will be
expressed as 1950M (1950 in
rp 25-28 and an M in rp 29).
Document Number 30-43 Enter the document number as
assigned by the preparing
activity.
Service/Agency 30 Enter the alphabetic code of
Code (First Position) the SC implementing agency
designated as the recipient of
the Security Assistance order.

AP8.3-2 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

Security Cooperation 31-32 Enter the appropriate SC

Customer Code (Second and Customer Code (recipient
Third Position) country/organization for the
Security Assistance materiel).
Mark-For 33 a. For Grant Aid, enter the
(In-Country Code) (Fourth one-digit alpha or numeric
Position) code to indicate the country
recipient and place of
discharge within the country.
b. For foreign military sales
(FMS), enter the one-digit
alpha/numeric code that
identifies the countries’
selected mark-for addresses,
that will be part of shipment
container markings selected
mark-for addresses, that will be
part of shipment container
markings. When rp 46-47
contains code XX, the address
identified by the code in rp 33
will be the ship-to address.
When a code is not applicable,
a numeric zero (0) will be
entered.
c. An XW entry in rp 46-47
indicates instances where the
materiel is to be delivered to an
assembly point or staging area.
In such instances, in-the-clear
shipping instructions will be
contained in the remarks
portion of the requisitions and
related materiel release orders
(MRO).

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

Foreign Military 34 a For FMS requisitions, enter

Sales Delivery Term (Fifth Position) the numeric code to identify
delivery term for type of
shipment.
b The above entry is not
applicable to Grant Aid
requisitions. For Grant Aid
requisitions, always enter a 0
(zero).
Security Assistance 35 Enter the one-digit alpha or
Program Type of (Sixth Position) numeric code to identify the
Assistance/ type of assistance.
Financing
Date 36-39 Enter the year and three-
position day of year.
Serial Number 40-43 Enter the serial number of the
requisition. The number is
assigned at the discretion of
the requisition initiator and will
not be duplicated on any one
day.
Demand 44 Enter the demand code, as
applicable.
Supplementary 45-50 Contains entries indicated
Address below:

AP8.3-4 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

Security Assistance 45 a. For FMS, this code, must be

Program Customer (First Position) the Service/Agency Code B, D,
Service Designator K, P, or T since these are the
(In-Country Service) only codes with addresses
published in the Military
Assistance Program Address
Directory (MAPAD).
b. For Grant Aid, enter an
alpha Y to indicate that the
contents in Block 15 or rp 46-
50 are not meaningful to the
system, but are to be
perpetuated in the ensuing
documentation.
Address 46-47 a. For FMS, enter the
(Second and appropriate type of FMS offer
Third Position) release options in rp 46 and FF
in rp 47 designated by the
recipient country (see the
MAPAD). When the shipments
are to be made under U.S.
sponsored transportation,
alpha XX will be entered. An
XW entry in rp 46-47 indicates
the materiel is to be delivered
to an assembly point or staging
area In such instances, in-the-
clear shipping instructions will
be contained in the remarks
portion of the requisitions and
related MROs.
48-50 b. For FMS, enter the
(Fourth, Fifth applicable three-position case
and Sixth number assigned to the FMS
Position) transaction.

AP8.3-5 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

46-50 c. For Grant Aid in the first

position or rp 46, enter the last
numeric digit of the SAP year,
for example, 1999 is expressed
as 9, 2000 as 0, etc.). The
remaining four positions of
Block 15 or rp 47-50 will
indicate the program line item
(alpha, numeric, or
alpha/numeric).
Signal 51 Enter the signal code.
Fund 51-53 Enter the fund code as directed
by the Service.
Distribution 54-56 Enter the distribution code of
the activity to receive status as
directed by the Service.
Project 57-59 When applicable, enter the
appropriate project code under
Service instructions.
Priority 60-61 Enter the priority designator.
Required Delivery 62-64 This field will normally be left
Date blank. (The ordinal day or
Required Availability Date
(RAD) entry will be made when
conditions meet the
established criteria.)
Advice 65-66 Enter the advice code to
convey instructions to the
supply source. When entry is
not required, leave blank.
Date of Receipt of 67-69 Leave blank on submission.
Requisition2 Processing points will enter
date of receipt.

2
Processing points passing DIC AM_ modifiers to another supply source for continued processing will
enter their RIC in rp 67-69.

AP8.3-6 APPENDIX 8.3

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TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)
RECORD POSITION(S)
FIELD LEGEND (MECHANICAL) ENTRY AND INSTRUCTIONS

Blank 70-80 Leave blank on inter-Service

requisitions forwarded to the
DLA and Government Services
(FMS 70-71,
Administration (GSA) supply
73-80)
sources.
a. This field is optional for
intra-Service/Agency (S/A) use.
b. This field may be used for
internal purposes on retained
copies of requisitions.
Cooperative 72 FMS only. The applicable
Logistics Program International Logistics Control
Support Category Office (ILCO) will enter the
appropriate Cooperative
Logistics Program Support
Code (CLPSC) if rp 35
contains a V on Cooperative
Logistics Supply Support
Arrangement (CLSSA)
requisitions or passing orders.
If blank, or incorrect, reject with
Status Code CT.3
Remarks Field of L-V This field will be used to
Requisition convey required additional
information not provided for in
the requisition format.

3
Requirement to expand the CLPSC to differentiate a Foreign Military Sales Order (FMSO) I requisition
from a FMSO II requisition was not implemented. Refer to AMCLs 7 and 22.

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AP8.4. APPENDIX 8.4

NON-NATIONAL STOCK NUMBER
REQUISITION (MECHANICAL)
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A02 or A0B.
(rp 4-7 entries are the same as AP8.2)
Manufacturer’s Code and 8-22 Enter the contractor and Government
Part No. 1 entity (CAGE) from the DoD and Part No.
Cataloging Handbook H4-1 and the part
number assigned to the item by the
manager.
(rp 23-43 entries are the same as AP8.2)
Demand 44 Enter appropriate demand code from
AP2.8.
(rp 45-69 entries are the same as AP8.2)
Identification 70 2 Enter the applicable code to designate
the entry in rp 71-80 (if not applicable,
leave blank):
A – Technical Order (TO) or Technical
Manual (TM)
B – End Item Identification
C – Noun Description of Item
D – Drawing or Specification No.

1
If the CAGE and part number cannot be entered in rp 8-22, use DD Form 1348-6 (AP1.6) to requisition
the part number or non-NSN items.
2
Air Force part-numbered requisitions use rp 67-80 (without the identification code in rp 70. to provide
descriptive information. This may not be recognizable on an inter-Service basis. Refer to ADC 264.

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Reference Identification 71-80 Enter the identification of the reference
specified in rp 70.
GOVERNMENT-FURNISHED MATERIEL REQUISITION ENTRIES: 3
(rp 23-67 entries are the same as AP8.2)
Part Number Designation 68 Enter an E in the GFM requisition when a
part number is requisitioned.
Call/Order Number 69-72 If required by an Service/Agency (S/A)
contract, enter the appropriate contract
legacy four-position call/order number
associated with the PIIN; otherwise leave
blank.
Procurement Instrument 73-80 At the option of the S/A, enter last eight
Identifier (PIID) positions of the PIID in lieu of the
Manufacturing Directive Number (MDN)
in rp 54-56. This entry is mandatory. 4, 5
When materiel is authorized under a PIID
call/order number (F in 9th position),
provide the last eight positions.
MANAGEMENT CONTROL ACTIVITY ENTRIES: Entries Required for Requisitions for
Government-Furnished Materiel.
Routing Identifier Code 4-6 Enter the RIC of the source of supply.
Distribution 54-56 Enter the distribution code of the
Management Control Activity (MCA)
validating the transaction or the MDN
consisting of the MCA’s distribution code
in rp 54 and two other alpha/numeric
characters in rp 55-56.
Routing Identifier Code 74-76 If required by the S/A, enter the RIC of
the validating MCA in rp 74-76.

3
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by Army vice USA (Retail). Refer to AMCL 1A.
4
Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.
5
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.

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AP8.5. APPENDIX 8.5

REQUISITION FOLLOW-UP

AP8.5.1. The following entries will apply when no positive supply status has been
received from the supply source:

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC AT_.
Code
All Other Fields 1, 2 4-80 Duplicate entries from the original
requisition.

AP8.5.2. The following entries will apply when positive supply status has been
received from a supply source:

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DIC AT_ or AF_.

Code
Routing Identifier Code 4-6 Enter RIC identifying the last known
source of supply 3 indicated in the
supply status in rp 67-69.
All Other Fields 7-80 Duplicate entries from the last status
received.

AP8.5.3. The following entries apply when a shipment status transaction is received
but it does not contain adequate information for shipment tracing under DTR 4500.9-R,
“Defense Transportation Regulation 4:

1
On Intra-Army basis AT_ transactions may contain an Army Edit Action Code in rps 74-75 to indicate
the actions required by the receiving system in order to process transactions and direct authorized follow-
on actions. This code is meaningful to the Army only.
2
On Intra-Army basis AT_ transactions may contain the date generated in rp 77-80. This date is required
to accurately process transactions submitted by Army Single Stock Fund activities.
3
Processing points passing DIC AF_ or DIC AT_ transactions to another source of supply for continued
processing will enter their RIC in rp 67-69.

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Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC AFY.
Code
Routing Identifier Code 4-6 Enter the RIC identifying the last known
supply source (rp 4-6 of the shipment
status transaction).
All Other Fields 7-80 Duplicate the entries from the last
shipment status received.

4
Procedures requesting and/or providing the Department of Defense Activity Address Code (DoDAAC)
of the initial shipping activity last reported as not implemented by Government Services Administration
(GSA). Refer to AMCL 5.

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AP8.6. APPENDIX 3.6

DISPOSAL SHIPMENT CONFIRMATION FOLLOW-UP

AP8.6.1. The following entries shall apply when shipment status has been received
from a shipping activity by DLA Disposition Services on shipments to DLA Disposition
Services Field Offices:

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AFX for initial followup.
Enter DIC AFZ when response to
initial followup has not been received.
Routing Identifier Code 4-6 See Paragraph AP8.6.3. instructions.
All Other Fields 7-61 Duplicate entries from the DIC AS3
shipment status.
Blank 62-64 Leave blank.
Advice 65-66 Enter the advice code from AP2.15
indicating the reason for followup.
Research Guidance 67-74 Identify as “CRITICAL” or leave blank,
as appropriate.
All Other Fields 75-80 Leave blank.

AP8.6.2. The following entries shall apply when shipment status has not been received
from a shipping activity by DLA Disposition Services on shipments to DLA Disposition
Services Field Offices:

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AFX for initial followup.
Enter DIC AFZ when response to
initial followup has not been received.
Routing Identifier Code 4-6 See Paragraph AP8.6.3. instructions.
Media and Status 7 Leave blank.

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Stock Number 8-22 Enter stock number/data as shown in
the DLA Disposition Services Field
Office receipt of usable property
document.
Unit of Issue 23-24 Enter unit of issue as shown in the
DLA Disposition Services Field Office
receipt of usable property document.
Quantity 25-29 Enter quantity as shown in the DLA
Disposition Services Field Office
receipt of usable property document.
Document Number 30-43 Enter document number as shown in
the DLA Disposition Services Field
Office receipt of usable property
document.
Suffix 44 Enter suffix code as shown in the DLA
Disposition Services Field Office
receipt of usable property document
or leave blank when none is entered
by DLA Disposition Services Field
Office.
Supplementary Address 45-50 Enter DoDAAC of receiving DLA
Disposition Services Field Office.
Signal 51 Leave blank.
Fund 52-53 Leave blank.
Distribution 54 Enter 9.
All Other Fields 55-64 Leave blank.
Advice 65-66 Enter advice code from AP7.15
indicating the reason for the followup.
Research Guidance 67-74 Identify as “CRITICAL” or leave blank,
as appropriate.
All Other Fields 75-80 Leave blank.

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AP8.6.3. DIC AFX/AFZ Routing Instructions:

AP8.6.3.1. DLA Disposition Services shall generate DIC AFX/AFZs with rp 4-6
always blank.

AP8.6.3.2. Defense Automatic Addressing System (DAAS) shall route DIC

AFX/AFZs to rp 4-6 or to rp 30-35 if rp 4-6 are blank.

AP8.6.3.3. Inventory Control Points (ICP)/Integrated Material Managers (IMM)

receiving DIC AFX/AFZs (based on the entry in rp 30-35) shall:

AP8.6.3.3.1. Enter the shipping activity RIC in rp 4-6 of the DIC AFX/AFZ
and route them to the shipping activity via DAAS for the shipping activity to answer
directly to DLA Disposition Services using DIC ASZ; or

AP8.6.3.3.2. Perform research with the shipping activity in order to provide

either an ICP/IMM or storage activity DIC ASZ answer to DLA Disposition Services.

AP8.6-3 APPENDIX 8.6

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AP8.7. APPENDIX 8.7

REQUISITION CANCELLATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AC_ or AK_.
Routing Identifier Code 4-6 Enter RIC for the last known source
of supply1.
Media and Status 7 Enter the M&S code as shown in the
original requisition.
Stock or Part Number 8-22 Enter the NSN or part number as
shown in the requisition or in supply
status, when such status has been
received.
Unit of Issue 23-24 Enter the U/I as shown in the
requisition or status.
Quantity 25-29 Enter the quantity for which
cancellation is requested. For
ammunition and ammunition related
item cancellations only (items in
Federal supply group (FSG) 13 and
for Federal supply classification
(FSC) 1410, 1420, 1427, 1440,
5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands
any quantity exceeding 99,999.
Example: A quantity of 1,950,000
shall be expressed as 1950M (1950
in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter document number of the
requisition for which cancellation is
requested.
Suffix 44 Enter the suffixcode as shown on
the supply status, when applicable.
Otherwise, enter demand code from
the requisition.

1
Processing points passing DIC AC_ or DIC AK_ transactions to another supply source for continued
processing will enter their RIC in rp 67-69.

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Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
All Other Fields2 45-61 Enter data from the requisition or
supply status.
Date of Preparation 62-64 Enter the ordinal day of preparation.
All Other Fields 65-80 Enter data from the requisition or
supply status.3

2
On Intra-Army basis cancellations may contain an Army Edit Action Code in rp 74-75 to indicate the
actions required by the receiving system in order to process transactions and direct authorized follow-on
actions. This code is meaningful to the Army only.
3
For intra-Air Force requisition cancellation/follow-up, the reason for cancellation
(Excess Cause Code) maybe identified in rp 71. Refer to ADC 265.

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AP8.8. APPENDIX 8.8

SOURCE OF SUPPLY CANCELLATION REQUEST OR
REPLY TO SOURCE OF SUPPLY CANCELLATION
REQUEST
(ISSUES FROM STOCK)

RECORDS
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AC6/AC7. Also used by storage
activity in reply to cancellation request from
the ICP (DIC AG6).
Routing Identifier Code 4-6 Enter RIC applicable to the activity to which
the DIC AC6/7 is directed. When the DIC
is AG6, enter the RIC of the source of
supply that created the DIC AC6/7.
Media and Status 7 Enter the M&S code as shown in the
materiel relese order (MRO) or lateral
redistribution order (LRO).
Stock or Part Number 8-22 Enter NSN or part number from original
requisition.
Unit of Issue 23-24 Enter U/I from original requisition.
Quantity 25-29 Enter quantity for which cancellation is
requested. For ammunition and
ammunition related cancellations only
(items in Federal supply group (FSG) 13
and for Federal supply classification (FSC)
1410, 1420, 1427, 1440, 5330, 5865, 6810
or 8140), enter an M in rp 29 to express in
thousands any quantity exceeding 99,999.
Example: A quantity of 1,950,000 shall be
expressed as 1950M (1950 in rp 25-28 and
an M in rp 29).
Document Number 30-43 Enter document number of the MRO or
LRO for which cancellation action is
requested.

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Change 13

RECORDS
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Suffix 44 Enter suffix code shown in the MRO or
LRO; otherwise, leave blank. (For DIC
AG6, enter the suffix code from the DIC
AC6/AC7.)
New Consignee DoDAAC 45-50 Enter Department of Defense activity
address code (DoDAAC) to reflect the new
consignee to which shipments are to be
diverted; otherwise, leave blank.
Signal 51 Enter signal code as shown in the MRO or
LRO.
Fund 52-53 Enter fund code as shown in the MRO or
LRO.
Distribution 54-56 When used to cancel an LRO, enter 2 for
consumables or 3 for reparables in rp 54.
Otherwise, enter data as shown in the
MRO.
Project 57-59 Enter the project code as shown on the
MRO or LRO or from the 1348-1A (or
1348-2).
Priority 60-61 Enter the priority designator as shown on
the MRO or LRO or from the DD Form
1348-1A (or DD Form 1348-2).
Required Delivery 62-64 Enter data as shown on the MRO or LRO
or from the DD Form 1348-1A (or DD Form
1348-2).
Advice 65-66 Enter the advice code as shown on the
MRO or LRO or from the DD Form 1348-
1A (or DD Form 1348-2).
Routing Identifier Code 67-69 Enter the RIC to identify the activity
preparing the document.
Blank 70-80 Leave blank.

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AP8.9. APPENDIX 8.9

SOURCE OF SUPPLY CANCELLATION
(DIRECT DELIVERY FROM PROCUREMENT)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC ACP or ACM.
Routing Identifier Code 4-6 Enter RIC of the activity to which the
transaction is to be transmitted.
Media and Status 7 Enter the M&S code as shown in the
original requisition.
Stock or Part Number 8-22 Enter the NSN or part number from original
requisition, as applicable.
Unit of Issue 23-24 Enter U/I from original requisition, as
applicable.
Quantity 25-29 a. Enter the quantity for which cancellation
is requested.
b. For ammunition and ammunition related
cancellations only (items in Federal supply
group (FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter the requisition document number as in
the procurement request.
Suffix 44 Enter the suffix code as shown in the
procurement request; otherwise, leave
blank.
New Consignee DoDAAC 45-50 Enter the DoDAAC to reflect the new
consignee to which shipments are to be
diverted; otherwise, leave blank.
Multiple Use 51-69
Procurement Request (51-64) Enter PRN, when applicable.
Number

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Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Blank (65-69) When procurement request number (PRN)
is applicable, leave blank.
OR
Procurement Instrument (51-63) Enter PIID. 1 Enter the PIID call/order
Identifier (PIID) number (F in 9th position) if applicable.
Contract Line Item Number (64-67) Enter CLIN.
Contract Subline Item (68-69) Enter contract subline item number, if
Number applicable.
Project 70-72 Enter the project code from original
requisition.
Priority 73-74 Enter priority from original requisition.
Blank 75-77 Leave blank.
Routing Identifier Code 78-80 Enter the RIC to identify the activity
preparing transaction.

1
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.

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AP8.10. APPENDIX 8.10

SUPPLY STATUS
(ISSUES FROM STOCK)

RECORD
FIELD LEGEND POSITION(S ENTRY AND INSTRUCTIONS
Document Identifier Code1 1-3 Enter DIC AE_.
Routing Identifier Code 4-6 Enter RIC of the source of supply furnishing
the supply status (RIC From). If used as a
DIC AE6 transaction, enter the RIC of the
source of supply to which the transaction will
be sent (RIC To). 2
Media and Status 7 Enter the M&S code as shown in the original
requisition.
Stock or Part Number 8-22 Enter NSN or part number.
Unit of Issue 23-24 Enter U/I.
Quantity3 25-29 a. Enter quantity for which status is provided.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply slassification
(FSC) 1410, 1420, 1427, 1440, 5330, 5865,
6810 or 8140), enter an M in rp 29 to express
in thousands any quantity exceeding 99,999.
Example: A quantity of 1,950,000 will be
expressed as 1950M (1950 in rp 25-28 and an
M in rp 29).
Document Number 30-43 Enter document number as shown in the
requisition.

1
Intra-Service ammunition and ammunition related orders following the ammunition storage site selection
utilize the storage depot being transacted against instead of the Inventory Control Point when providing
supply and shipment status in order to maintain traceability of ammunition and ammunition related items
shipped. Refer to ADC 441/441A, Clarification of Exception Rules to Accommodate Communication of
Ammunition/Ammunition Related Quantities in Excess of Five Digits.
2
When used by the material processing center (MPC) to notify the Navy customer that materiel has arrived
(NL Status), been delivered (NW or Navy-unique BA Status), or transshipped (NY Status), rp 4-6 will identify
the MPC that originated the transaction.
3
See Appendix AP8.1 - Formats Introduction, Paragraph AP8.1.3.

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 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S ENTRY AND INSTRUCTIONS
Suffix 44 a. Enter the suffix code applicable to quantity
in rp 25-29 when the requisitioned quantity is
divided into separate supply actions.
b. When the requisition quantity is not
divided, leave this field blank.
Supplementary Address 45-50 Enter data from original requisition.
Signal/Shipment Hold Code 51 Enter data from original requisition.4
Fund 52-53 Enter fund code from original requisition.
Distribution 54-56 When used as an AE6 to provide status on the
processing on an lateral redistribution order
(LRO), enter 2 for consumables or 3 for
reparables in rp 54. Otherwise, enter data as
shown in the requisition.5
Project 57-59 Enter project code from original requisition.
Priority 60-61 Enter data from the original requisition.
Transaction Date 62-64 Enter the day that corresponds with the date
of this reply.
Status 65-66 Enter the status code to convey the
information regarding the status of this
transaction.
Routing Identifier Code 67-69 Enter the “last known source” to which
authorized follow-up action will be directed. If
used as a DIC AE6 transaction, the RIC will
be the activity preparing the document. 6
Estimated Shipping Date 70-73 When designated by the status code, enter
the four-position ordinal day by which it is
estimated the materiel will be shipped.7,8

4
If the Distribution Code in rp 5556 = 111 and the Status Code (rp 65-66) is blank, rp 51 contains the hold
code; if a status code is present, then rp 51 is the signal code.
5
When used by transportation and supply receipt and acknowledgement interchange, insert Distribution Code
= 111.
6
When used by the MPC to notify the Navy customer that materiel has arrived (NL Status) or been delivered
(NW or Navy-unique BA Status), rp 67-69 will repeat the identification of the MPC that originated the
transaction in rp 4-6. When used for transshipment notification (NY Status), rp 67-69 will identify the MCP to
which materiel is transshipped.
7
When used by the MPC, this will be the date associated with the materiel arrival (NL Status) or delivery (NW
or Navy-unique BA Status), or transshipment (NY Status).
8
When used with PW Status, this will be Engineering Support Activity Response Due Date indicating the date
established by the IMM/ICP waiting for a response from the Engineering Support Activity. A revised date may

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Change 13

RECORD
FIELD LEGEND POSITION(S ENTRY AND INSTRUCTIONS
Multiple Use9,10 74-80
Unit Price 74-80 Enter unit price of the stock or part number
shown in rp 8-22. When the status code in rp
65-66 relates to an erroneously routed
requisition, this field will be left blank.
OR
Blank (74-75) Leave blank.
Minimum Order Quantity (76-80) For C8 Status, enter the minimum order
quantity.
OR
Blank (74-75) Leave blank.
Federal Supply (76-80) For DA Status, enter Federal supply schedule
Schedule Number 11 number constructed as follows:
rp 76-77 Group (numeric) rp 78-79 Part
(numeric) rp 80 Section (alphabetic).

For DIC AE6 Transactions with Status Code BY

70-71 Leave blank.

Management Code 72 If status code (rp 65-66) is BY (previously

denied material release order (MRO)), enter
appropriate denial management code.
73 Leave blank.

Unit Price12 74-80 Enter unit price of the stock or part number
shown in rp 8-22.

be provided in a second transmission of Supply Status PW if additional time is required to coordinate with the
ESA. Refer to ADC 1049.
9
When used by the storage activity in response to a query by the ICP (DIC AE6), this data may be omitted at
Component option.
10
DIC AE9 transactions generated by Defense Automatic Addressing System (DAAS) shall always be blank
in rp 74-80.
11
Requirement to use DA requisition rejection status to indicate the supply source is direct ordering from the
Federal Supply Schedule last reported as not implemented by United States Air Force (USAF). Refer to
AMCL 132B.
12
When used by storage in response to a query by the ICP (DIC AE6), this data may be omitted at
Component option.

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RECORD
FIELD LEGEND POSITION(S ENTRY AND INSTRUCTIONS
For DIC AE_ Transactions with Status Code CE
79-80 For transactions containing rejection Status
Code CE in rp 65-66, source of supply will
enter the correct unit of issue in rp 79-8013.

For DIC AE_ Transactions with Status Code BD (Army only)

Management Code 72 Cite Management Code R with Status Code

BD (rp 65-66) when communicating to the
customer that a storage site denial has occurred
against an MRO. The status transaction will be
for the denied quantity and suffix. 14

For DIC AE6 Transactions with Distribution Code 2 and Status Code CB (Army/DLA Interface
Only)

Management Code 72 If Status Code (rp 65-66) is CB, enter

Management Code S, indicating LRO under
Total Asset Visibility (TAV) procedures was
denied because it matched an existing suffix
for the document number.

13
Requirement to provide correct unit of issue when original unit of issue on the requisition could not be
converted last reported as not implemented by United States Navy (USN). Refer to AMCL 162.
14
Authorized for use on an intra-Army basis (ADC 191), and subsequently expanded for inter-Service/Agency
use (ADC 312). Implementation outside Army applications is pending.

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AP8.11. APPENDIX 8.11

DIRECT DELIVERY NOTICE1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AB_.
Routing Identifier Code 4-6 Enter the RIC of the source of supply
furnishing the status.
Media and Status 7 Enter the M&S code as shown in the
original requisition.
Stock or Part Number 8-22 Enter stock or part number to which the
status applies.
Unit of Issue 23-24 Enter U/I.
Quantity 25-29 a. Enter quantity for which the status is
provided
b. For status on ammunition and
ammunition related items only (items in
Federal supply group (FSG) 13 and for
Federal supply classification (FSC) 1410,
1420, 1427, 1440, 5330, 5865, 6810 or
8140), enter an M in rp 29 to express in
thousands and quantity exceeding 99,999.
Example: A quantity of 1,950,000 shall be
expressed as 1950M (1950 in rp 25-28 and
an M in rp 29).
Document Number 30-43 Enter the document number as shown in
the requisition.
Suffix 44 Enter the suffix code applicable to the
quantity in rp 25-29 when the requisitioned
quantity is divided into separate supply
actions; otherwise, leave blank.
Supplementary Address 45-50 Enter SUPADD from the original requisition
or modified transaction.
Signal 51 Enter signal code from the original
requisition or modified transaction.

1
Use of DIC Code AB_ changed from intra- to inter-Service for direct delivery from procurement last
reported as not implemented by Government Services Administration (GSA). Refer to AMCL 155.

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Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Fund 52-53 Enter fund code from the original
requisition or modified transaction.
Distribution 54-56 Enter distribution code from the original
requisition or modified transaction.
Project 57-59 Enter project code from the original
requisition or modified transaction.
Procurement Instrument 60-72 Enter the PIID.2 Enter the PIID call/order
Identifier (PIID) number (F in 9th position) if applicable.
Call/Order Number 73-76 Enter the legacy four-position call/order
number associated with the PIIN, if
applicable; otherwise; leave blank.
Estimated Shipping Date 77-80 Enter the four-position ordinal date.

2
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.

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AP8.12. APPENDIX 8.12

MATERIEL RELEASE ORDER/
FOLLOW-UP FOR MATERIEL RELEASE
ORDER/LATERAL REDISTRIBUTION ORDER

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A5_/AF6.
Routing Identifier Code 4-6 Enter the RIC indicating the source to which
the material release order (MRO)/followup
is directed.
Media and Status 7 Enter the M&S code as shown in the
original requisition.
Stock or Part Number 8-22 Enter NSN or part number of the item
ordered for release. For subsistence items,
enter type of pack in rp 21.
Unit of Issue 23-24 Enter U/I.
Quantity1 25-29 a. Enter quantity for which MRO/followup is
provided.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter document number as shown in the
requisition.
Suffix 44 a. Enter the suffix code applicable to
quantity in rp 25-29 when the requisitioned
quantity is divided into separate actions.
b. When the requisitioned quantity is not
divided, this field shall be left blank.

1
See Appendix AP3.1 - Formats Introduction, Paragraph AP3.1.3.

AP8.12-1 APPENDIX 8.12

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Supplementary Address 45-50 Enter data from original requisition.
Signal 51 Enter data from original requisition.
Fund 52-53 Enter data from original requisition.
Distribution 54-56 When used as a followup to an laterial
redistribution order (LRO) of retail assets,
enter “2" for consumables or “3" for
reparables in rp 54; otherwise, enter data
as shown in the material release order
(MRO).
Project 57-59 Enter data from original requisition.
Priority 60-61 Enter data from original requisition.
Required Delivery 62-64 Enter data from original requisition.
Date/Required Delivery
Period2
Advice 65-66 Enter data from original requisition.
Routing Identifier Code 67-69 Enter RIC applicable to the activity
originating the MRO/followup. When the
MRO format is used as a followup, enter
the inventory control point ( ICP) RIC if
shipment status in reply is to be furnished
to the supply source.
Ownership 70 Enter ownership code, as applicable.
Supply Condition 71 Enter appropriate condition code.
Management 72 Enter management code applicable to the
transaction.
Intra-Service/Agency 73 For use under intra-Service/Agency (S/A)
procedures. Leave blank for inter-S/A
transactions.
Unit Price 74-80 Enter unit price applicable to the NSN or
part number shown in rp 8-22.

2
Use of RDP for conventional ammunition last reported as not implemented by united States Air Force
(USAF). Refer to AMCL 148.

AP8.12-2 APPENDIX 8.12

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.13. APPENDIX 8.13

DISPOSAL RELEASE ORDER, FOLLOW-UP, OR
CANCELLATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A5J for disposal release order
(DRO), DIC AFJ for ICP follow-up on a
DRO, DIC ACJ for inventory control
point (ICP) cancellation of a DRO, DIC
AKJ for ICP follow-up on DRO
cancellation, or DIC AGJ for reply to
DRO cancellation.
Routing Identifier Code 4-6 Enter the appropriate code applicable to
the facility to which the DRO is directed.
(If used as a DIC AGJ transaction, will
contain RIC of the source of supply to
which the document shall be
transmitted).
Media and Status 7 Enter 0 or leave blank.
Stock or Part Number 8-22 1 Enter the NSN or part number of the
item ordered for disposal. For
subsistence items, enter the type of
pack in rp 21.
Unit of Issue 23-24 Enter the unit of issue applicable to the
stock or part number.
Quantity 25-29 Enter the quantity to be transferred,
based on the inventory control record
balance. Quantity actually transferred
shall be dependent on the entry in rp
55-61 if applicable. (For DIC ACJ/AKJ,
enter DIC A5J quantity to be canceled.
For DIC Code AGJ, enter quantity
canceled.)
Document Number 30-43 Enter document number as assigned by
the preparing activity.

1
For subsistence transactions, rp 22 and 52-53 shall contain the date packed indicator code.

AP8.13-1 APPENDIX 8.13

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Suffix 44 Leave blank.
Supplementary Address 45-50 Leave blank in DRO. The shipping
activity shall enter the Department of
Defense activity address code
(DoDAAC) of predesignated DLA
Disposition Services Field Office.
Signal 51 Enter applicable signal code if required;
otherwise, leave blank. For hazardous
materiel or waste, use Signal Code A, B,
C, or L. For Signal Code B, identify the
bill-to activity to be included on the
disposal turn-in document (DTID), Block
27, using an off-line communication with
the activity to which the DRO is directed.
Fund 52-53 Enter the fund code to be credited with
proceeds from the sale by DLA
Disposition Services Field Office. If no
credit is desired, leave blank. For
hazardous materiel or waste, this shall
be the bill-to fund code for reimbursable
actions associated with disposal.
Distribution 54 Enter Distribution Code 9.
Retention Quantity 55-61 Enter quantity to be retained in stock by
activity in rp 4-6. When the quantity to
be retained exceeds the retention
quantity field, the transaction shall be
processed offline.
Precious Metals Indicator 62 Enter applicable code from AP7.23.
Automated Data Processing 63 Enter applicable ADPE code from
Equipment Identification AP7.24.
Disposal Authority 64 Enter applicable code from AP7.21.
Demilitarization 65 Enter the demilitarization code assigned
by the ICP/IMM as required by DoD
Manual 4160.21, “Defense Materiel
Disposition”

AP8.13-2 APPENDIX 8.13

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Reclamation 66 Enter Y if reclamation is required prior to
release to DLA Disposition Services
Field Office. Enter N if reclamation is
not required.
Routing Identifier Code 67-69 Enter RIC of ICP/IMM originating the
DRO. (For DIC AGJ transaction, enter
RIC of the activity preparing the
transaction.)
Ownership 70 Enter ownership code, if applicable,
otherwise, leave blank.
Supply Condition 71 Enter the condition code of the materiel
to be transferred.
Management 72 Enter management code, if applicable;
otherwise, leave blank.
Flight Safety Critical Aircraft 73 Enter Criticality Code E to indicate
Parts 2 Nuclear Hardened Flight Safety Critical
Aircraft Parts (FSCAP) or Criticality
Code F to indicate a standard FSCAP.
Unit Price 74-80 Enter the unit price for the NSN or part
number shown in rp 8-22.

2
Identification of FSCAP codes on the DTID and disposal release transactions last reported as not
implemented by USA and USN. Refer to Approved DLSS/DLMS Change 6.

AP8.13-3 APPENDIX 8.13

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.14. APPENDIX 8.14

MATERIEL RELEASE CONFIRMATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC ARA, ARB, AR0, AUA, AUB or AU0.
Code
Routing Identifier Code 4-6 Enter RIC of thesource of supply from which the
materiel release order (MRO)/cancellation
request was received.
Media and Status 7 Enter the M&S code as shown in the
MRO/cancellation request.
Stock or Part Number 8-22 Enter NSN or part number of the item supplied.
Unit of Issue 23-24 Enter the unit issue.
Quantity1 25-29 a. Enter the quantity.
b. For ammunition and ammunition related
items only (items in Federal supply group (FSG)
13 (and Federal supply classification (FSC)
1410, 1420, 1427, 1440, 5330, 5865, 6810 or
8140), enter an M in rp 29 to express in
thousands any quantity exceeding 99,999.
Example: Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter document number as shown in the
MRO/cancellation request.
Suffix 44 Enter the suffix code contained in rp 44 of the
MRO. If no code is in rp 44 of the
MRO/cancellation request, leave blank.
Supplementary Address 45-50 Enter SUPADD as shown in the
MRO/cancellation request.
Hold 51 Enter shipment hold code, when applicable.
Leave blank in response to follow-up when item
has not been selected for shipment.
Fund 52-53 Enter the fund code as shown in the MRO.

1
See Appendix AP8.1 - Formats Introduction, Paragraph AP8.1.3

AP8.14-1 APPENDIX 8.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

Port of Embarkation 54-56 a. For shipments moving to Outside Continental

United States (OCONUS) destinations via the
Defense Transportation System (DTS)
Government Bill of Lading (GBL)/Commercial
Bill of Lading (CBL), enter the POE.
b. For deliveries to Ports of Embarkation (POE),
or parcel post entering the DTS at a POE (other
than the Army/Air Force Post Office (APO)/FPO
postal system), enter the POE or SEAVAN CCP.
See DTR 4500.9-R, “Defense Transportaion
Regulation” (DTR).
c. Leave blank for parcel post movement
through an APO or FPO.
d. Enter the POE for Foreign Military Service
(FMS) transactions moving via the defense
transportation system (DTS). If not moving via
the DTS, leave blank.
e. Enter the POE for Grant Aid transactions
except parcel post.
f. For Continental United Stated (CONUS)
shipments, leave blank.
Date Shipped 57-59 Date released/tendered to carrier.
Transportation Control 60-76 Enter the shipment unit TCN as prescribed in
Number DTR.
Mode of Shipment 77 Enter code identifying the mode of shipment. 2
Leave blank in response to a follow-up when
shipment has not occurred.
Date Available for 78-80 Enter the date available for shipment.
Shipment
For Local Issues From Disposal 3
Mode of Shipment 77 Enter the code identifying the mode of
shipment. 4
Routing Identifier Code 78-80 Enter the RIC of the DLA Disposition Services
Field Office processing the local issue
requisition and releasing the materiel.

2
Refer to the USTRANSCOM Reference Data Management (TRDM) for available code list at
https://trdmws.maf.ustranscom.mil/trdm/index.html (DTR Data)
3
Procedures, formats, and codes for requisitioning material from disposal last reported as not
implemented by DLA. Refer to AMCL 139A.
4
Refer to the USTRANSCOM Reference Data Management (TRDM) for available code list at
https://trdmws.maf.ustranscom.mil/trdm/index.html (DTR Data)

AP8.14-2 APPENDIX 8.14

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.15. APPENDIX 8.15

FORCE-CLOSED MATERIEL RELEASE
CONFIRMATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC ARH.
Routing Identifier Code 4-6 Enter the RIC of the source of supply
generating this transaction.
Media and Status 7 Enter the M&S code from the materiel
release order (MRO).
Stock or Part Number 8-22 Enter the NSN or part number from the
MRO.
Unit of Issue 23-24 Enter the U/I from the MRO.
Quantity 25-29 Enter the quantity from the MRO.
Document Number 30-43 Enter the document number as shown in
the MRO.
Suffix 44 Enter the suffix code contained in rp 44 of
the MRO. If rp 44 in the MRO is blank,
leave blank.
Supplementary Address 45-50 Enter the SUPADD as shown in the MRO.
Blank 51-56 Leave blank.
Date Shipped 1 57-59 Enter date released/tendered to carrier;
otherwise, leave blank.
Blank 60-76 Leave blank.
Mode of Shipment 2 77 Enter the code identifying the mode of
shipment 3; otherwise, leave blank.
Blank 78-80 Leave blank.

1
For U.S. forces, leave blank. For Security Assistance, may contain the release date from the materiel
receipt acknowledgement (MRA).
2
For U.S. forces, leave blank. For Security Assistance, may contain the mode of shipment from the
MRA.
3
Refer to the TRDM for available code list at URL: https://trdmws.maf.ustranscom.mil/trdm/index.html
(DTR Data)

AP8.15-1 APPENDIX 8.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.15-2 APPENDIX 8.15

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.16. APPENDIX 8.16

DISPOSAL RELEASE ORDER CONFIRMATION OR
SUPPLY STATUS

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC ARJ, ARK, ARL, or AEJ, as
applicable.
Routing Identifier Code 4-6 Enter RIC of the source of supply from
which the DRO or follow-up was received.
Media and Status 7 Leave blank.
Stock or Part Number 8-221 Enter NSN or part number of the item
released.
Unit of Issue 23-24 Enter the U/I from the DRO.
Quantity 25-29 a. Enter the quantity for which release is
confirmed (DIC AR_) or the quantity
appropriate to the status being provided
(DIC AEJ).
b. For ammunition and ammunition related
items only (items in FSG 13 and for FSC
1410, 1420, 1427, 1440, 5330, 5865, 6810
or 8140), enter an M in rp 29 to express in
thousands any quantity exceeding 99,999.
Example: Express a quantity of 1,950,000
as 1950M (1950 in rp 25-28 and an M in rp
29).
Document Number 30-43 Enter document number as shown in the
DRO.
Suffix 44 Leave blank.
Retention Quantity 45-51 Enter quantity actually retained.
52-542 Perpetuate from DRO.
Blank 55-56 Leave blank.

1
For subsistence transactions, rp 22 and 52-53 will contain the date packed/expiration date indicator
code.
2
Ibid.

AP8.16-1 APPENDIX 8.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Estimated Shipping Date 57-59 Enter date delivered/shipped to DLA
or Date Shipped Disposition Services Field Office. When
used in response to follow-up and
shipment has not occurred, enter ESD.
Blank 60-61 Leave blank.
Precious Metals 62 Enter applicable code from AP2.23.
ADPE Identification 63 Enter applicable code from AP2.24.
Disposal Authority 64 Enter applicable code from AP2.21.
Supply Status 65-66 Enter supply status from AP2.16, if
applicable; otherwise, leave blank.
Routing Identifier Code 67-69 Enter the RIC (From).
Ownership 70 Enter the ownership code, as applicable.
Supply Condition 71 Enter the supply condition code, as
applicable.
Management 72 Enter the management code, as
applicable.
All Other Fields 73-80 Leave blank.

AP8.16-2 APPENDIX 8.16

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.17. APPENDIX 8.17

MATERIEL RELEASE ORDER DENIAL
(WAREHOUSE REFUSAL)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A6_.
Routing Identifier Code 4-6 Enter RIC as indicated in rp 67-69 of the
MRO. This is the code of the accountable
point that originated the MRO.
Media and Status 7 Enter the M&S code as shown in the MRO.
Stock or Part Number 8-221 Enter NSN or part number as shown in the
MRO.
Unit of Issue 23-24 Enter U/I as shown in the MRO.
Quantity 25-99 a. Enter quantity denied.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter document number as shown in the
MRO.
Suffix 44 Enter the suffix code as shown in the MRO.
Supplementary 45-50 Enter SUPADD as shown in the MRO.
Signal 51 Enter the signal code as shown in the MRO.
Fund 52-532 Enter the fund code as shown in the MRO.
Distribution 54-56 Enter the distribution code as shown in the
MRO.

1
For subsistence transactions, rp 22 and 52-53 shall contain the date packed/expiration date indicator
code.
2
Ibid

AP8.17-1 APPENDIX 8.17

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Project 57-59 Enter the project code as shown in the
MRO.
Priority 60-61 Enter the priority as shown in the MRO.
Required Delivery 62-64 Enter data as shown in the MRO.
Advice 65-66 Enter the advice code as shown in the
MRO.
Routing Identifier Code 67-69 Enter the RIC identifying the activity
preparing the denial.
Ownership 70 Enter the ownership code, as applicable.
Supply Condition 71 Enter the supply condition, as applicable.
Management 72 Enter the management code indicating
reason for denial.
Intra-Service/Agency 73-80 For use with intra-S/A procedures;
otherwise, leave blank for inter-S/A
transactions.

AP8.17-2 APPENDIX 8.17

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.18. APPENDIX 8.18

DISPOSAL RELEASE ORDER DENIAL

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A6J.
Routing Identifier Code 4-6 RIC or the source of supply from which
the disposal release order (DRO) was
received.
Media and Status 7 Leave blank.
Stock or Part Number 8-22 Enter the stock or part number of the item
denied.
Unit of Issue 23-24 Enter U/I.
Quantity 25-29 a. Enter quantity denied; for example, the
difference between the quantity
transferred and the quantity shown in the
DRO.
b. For ammunition and ammunition
related items only Federal supply group
((FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter document number as shown in the
DRO.
Suffix Code 44 Leave blank.
Retention Quantity 45-51 Enter quantity actually retained.
Fund 52-53 Perpetuate from the DRO.
Distribution 54 Perpetuate from the DRO.
Blank 55-56 Leave blank.
Denial Date 57-59 Enter date DRO is denied.
Blank 60-66 Leave blank.

AP8.18-1 APPENDIX 8.18

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Routing Identifier Code 67-69 Enter RIC identifying the activity preparing
(From) the denial.
Ownership 70 Enter ownership code, as applicable.
Supply Condition 71 Enter appropriate supply condition code.
Management 72 Enter management code indicating the
reason for denial.
Blank 73-80 Leave blank.

AP8.18-2 APPENDIX 8.18

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.19. APPENDIX 3.19

SHIPMENT STATUS

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter the DIC applicable to the shipment
status (DIC AS1-6, AS8, or ASY) or reply to
cancellation request-shipment status (AU1-
5 or AU8).1
Routing Identifier Code2, 3 4-6 Enter the RIC of the source of supply that
generated the lateral redistribution order
(LRO)/materiel release order
(MRO)/cancellation request/disposal
release order (DRO)/DIC FTR or the
shipping activity if the shipment was not
initiated by a supply source LRO/MRO
cancellation request/DRO/DIC FTR. If a
disposal shipment was not initiated by a
source of supply DRO/DIC FTR and the
shipping activity has no RIC, leave blank. If
used as a DIC AS6, indicate the RIC of the
inventory control point (ICP)/integrated
materiel manager (IMM) to which the
transaction will be sent.
Media and Status 7 Use the M&S code from the
MRO/LRO/DRO or cancellation request.
Stock or Part Number 8-22 Enter the NSN or part number of the item
supplied.
Unit of Issue 23-24 Enter the U/I.

1
Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not
implemented by GSA. Refer to AMCL 5.
2
See Appendix AP8.1 - Formats Introduction, Paragraph AP8.1.3
3
Intra-Service ammunition and ammunition related orders following the ammunition storage site selection
utilize the storage depot being transacted against instead of the Inventory Control Point when providing
supply and shipment status in order to maintain traceability of ammunition and ammunition related items
shipped. Refer to ADC 441/441A, Clarification of Exception Rules to Accommodate Communication of
Ammunition/Ammunition Related Quantities in Excess of Five Digits.

AP8.19-1 APPENDIX 8.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Quantity 25-29 a. Enter the quantity shipped.
b. For ammunition federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140 items only,
enter an M in rp 29 to express in thousands
any quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Use the document number from the
MRO/LRO/DRO or cancellation request.
Suffix 44 Use the suffix code from the
MRO/LRO/DRO or cancellation request. If
no suffix code, leave blank.
Supplementary Address 45-50 Use SUPADD from the MRO/DRO or
cancellation request. The shipping activity
will all enter the DoDAAC of the
predesignated DLA Disposition Services
Field Office for shipments to DLA
Disposition Services Field Offices. If used
as a DIC AS6, enter the DoDAAC of the
activity to which the credit for the materiel
and reimbursement for the packing, crating,
handling and transportation (PCH&T) costs
is to be provided.
Hold 51 If used as a DIC AS6, enter Signal Code B.
Otherwise, enter the shipment hold code,
when applicable.
Fund 52-53 Enter the fund code as shown in the
MRO/DRO or cancellation request. If used
as a DIC AS6, enter the fund code to which
the credit for the materiel and
reimbursement for the PCH&T costs is to be
provided.
Distribution 54-56 Enter the distribution code as shown in the
MRO/LRO/DRO or cancellation request.
Release Date 57-59 Enter the date the materiel is released to
the carrier.

AP8.19-2 APPENDIX 8.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Transportation Control 60-76 Enter the shipment unit TCN as prescribed
Number in DTR 4500.9-R, “Defense Transportation
Regulation”.
Mode of Shipment 77 Enter the code identifying the mode of
shipment. 4 (Leave blank when transmitting
DIC AS3 through DAAS to DLA Disposition
Services.)
Port of Embarkation 78-80 a. CONUS. Leave blank.
b. OCONUS:
(1) For shipments moving to OCONUS
designations through the DTS, GBL/CBL,
parcel post (except APO/FPO); and small
package carrier shipments entering the DTS
at the POE, enter the POE or SEAVAN
CCP. (See DTR 4500.9-R, Part II,
Appendices CC, MM, and PP.)
(2) Leave blank for parcel post movement
through an APO or FPO.
(3) Enter the POE for Security Assistance
Program transactions moving through the
DTS; otherwise, leave blank.

ENTRIES REQUIRED FOR DoDAAC INFORMATION – DIC ASY TRANSACTIONS 5

Blank 57-64 Leave blank.
Status Code 65-66 Enter Status Code DY if the DIC AFY
follow-up transaction is being rejected;
otherwise, leave blank.
Blank 67-74 Leave blank.
DoDAAC of Initial 75-80 Enter the DoDAAC of the initial (origin)
Transportation Activity transportation shipping activity. If the DIC
AFY follow-up transaction is being rejected
with Status Code DY, leave blank.

4
Refer to the TRDM for available code list at https://trdmws.maf.ustranscom.mil/trdm/index.html
(DTR Data)
5
Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not
implemented by GSA. Refer to AMCL 5.

AP8.19-3 APPENDIX 8.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

ENTRIES REQUIRED FOR SHIPMENTS TO DISPOSAL

Unit Price 62-68 Enter the unit price of the item identified in
rp 8-22. Enter an estimated unit price if
pricing information is not available. If the
value for a part-numbered item exceeds the
seven-position unit price field, enter the
price manually on the DIC AS3 shipment
status transaction and forward off-line to the
DLA Disposition Services for manual
processing.
Blank 69-76 Leave blank.

AP8.19-4 APPENDIX 8.19

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.20. APPENDIX 8.20

PSEUDO SHIPMENT STATUS FOR
UNCONFIRMED MATERIEL RELEASE ORDERS

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC ASH.
Routing Identifier Code 4-6 Enter the RIC of the source of supply
generating this transaction.1
Media and Status 7 Enter the M&S code from the material
release order (MRO).
Stock or Part Number 8-22 Enter the stock or part number from the
MRO.
Unit of Issue 23-24 Enter the U/I from the MRO.
Quantity 25-29 Enter the quantity from the MRO.
Document Number 30-43 Enter the document number as shown in
the MRO.
Suffix 44 Enter the suffix code contained in rp 44 of
the MRO. If the MRO rp 44 is blank, leave
blank.
Supplementary Address 45-50 Enter the SUPADD as shown in the
Address MRO.
Signal 51 Enter the signal code from the MRO.
Fund 52-53 Enter the fund code as shown in the MRO.
Distribution 54-56 Enter the data as shown in the MRO.
Date Shipped 57-59 Enter the date this transaction was
generated.
Blank 60-66 Leave blank.
Routing Identifier Code 67-69 Enter the RIC of the source of supply
(From) generating this transaction.
Blank 70-80 Leave blank.

1
The Defense Automatic Addressing System (DAAS) will overlay transactions containing the DAAS RIC
(SGA) to show the RIC (From) in rp 67-69. (NOTE: This allows DAAS to overlay original entries of the
DAAS RIC so that Component systems may be modified over time.)

AP8.20-1 APPENDIX 8.20

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.21. APPENDIX 8.21

DISPOSAL SHIPMENT CONFIRMATION

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC ASZ.

Routing Identifier Code 4-6 Enter RIC of the source of supply from
which the materiel release order (MRO) or
disposal release order (DRO) received.
Media and Status 7 Enter the M&S code as shown in the DIC
AFX or DIC AFZ.
Stock or Part Number 8-22 Enter the NSN or part number as shown in
the DIC AFX or DIC AFZ.
Unit of Issue 23-24 Enter the U/I as shown in the DIC AFX or
DIC AFZ.
Quantity 25-29 Enter quantity receipted for by the DLA
Disposition Services Field Office.
Document Number 30-43 Enter the document number as shown in
the DIC AFX or DIC AFZ.
Suffix 44 Enter the suffix code as shown in the DIC
AFX or DIC AFZ.
Supplementary Address 45-50 Enter the SUPADD as shown in the DIC
AFX or DIC AFZ.
Signal 51 Leave blank.
Fund 52-53 Leave blank.
Distribution 54 Enter 9.
All Other Fields 55-64 Leave blank.
Advice 65-66 Enter the advice code as shown in DIC AFX
or DIC AFZ.
All Other Fields 67-80 Leave blank.

AP8.21-1 APPENDIX 8.21

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.22. APPENDIX 8.22

DOCUMENT MODIFIER
(INVENTORY CONTROL POINT TO PROCUREMENT)
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AMF (to change the SUPADD
field) or DIC AMP (to change the required
delivery date (RDD) field to 555).
Routing Identifier Code 4-6 Enter the code of the activity to which the
document is to be transmitted.
Media and Status 7 Enter the M&S code as shown in the
original requisition.
Stock or Part Number 8-22 Enter data as shown in the procurement
instrument or procurement request.
Unit of Issue 23-24 Enter the unit of issue.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter the requisition document number as
shown in the procurement request.
Suffix 44 Enter the suffix code as shown in the
procurement request; otherwise, leave
blank.
Supplementary Address 45-50 Enter the SUPADD in the DIC AMF;
otherwise, leave blank in the DIC AMP.
Procurement Instrument 51-69 Enter the PIID when available, otherwise
Identifier (PIID) or enter the PRN. Enter the PIID call/order
Procurement Request number (F in 9th position) if applicable.
Number

AP8.22-1 APPENDIX 8.22

 DLM 4000.25, Volume 2, November 26, 2019
Change 13
RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Procurement Instrument (51-63) Enter the PIID.1 Enter the PIID call/order
Identifier (PIID) number (F in 9th position) if applicable.
Contract Line Item Number (64-67) Enter the CLIN.
Contract Subline Number (68-69) Enter the contract subline item number, if
applicable.
Procurement Request (51-64) Enter the PRN.
Blank (65-69) Leave blank when a PRN is entered.
Project (70-72) Enter the project code as shown in the
original requisition.
Priority (73-74) Enter the priority designator as shown in the
original requisition.
Procurement Document 75-76 Enter PR in rp 75-76 when the entry in rp
Indicator 51-64 is a PRN; otherwise, leave blank.
Signal 2 77 Enter the signal code in the DIC AMF;
otherwise, leave blank in DIC AMP.
Routing Identifier Code 78-80 Enter RIC to identify the activity preparing
the transaction.

1
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
2
Revised requisition modifier procedures last reported as not implemented by USMC. Refer to AMCL
123C.

AP8.22-2 APPENDIX 8.22

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.23. APPENDIX 8.23

PASSING ORDER1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A3_.
Routing Identifier Code 4-6 Enter the RIC of the activity to which the
document is being passed.
All Fields 7-66 Enter data as shown in the requisition.
Date of Receipt of Demand 67-69 Leave blank on submission. Processing
points shall enter date of receipt when
received from another distribution system.
Blank 70-71 Leave blank.
Cooperative Logistics Program 72 Enter data as shown in the requisition, if
Support Code applicable.
Blank 73 Leave blank.
Routing Identifier Code 74-76 Enter the RIC of the activity from which
the document is being passed.
Blank 77-80 Leave blank.
GOVERNMENT-FURNISHED MATERIEL PASSING ORDER ENTRIES. 2
Manufacturer’s Directive 54-56 If required by the Component contracts,
Number enter the MDN.
Call/Order Number 69-72 If required by the Component, enter the
appropriate legacy four-position call/order
number associated with the PIIN;
otherwise leave blank.

1
Entries from the remarks field shall be made only when it is necessary to report that data
when it is entered on the requisition. In all such instances, rp 3 of the DIC shall identify the
document as containing exception data and the passing order shall not be transmitted.
2
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.

AP8.23-1 APPENDIX 8.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Procurement Instrument 73-80 Enter the last eight positions of the PIID.
Identifier (PIID) This entry is mandatory. 3, 4 When
materiel is authorized under a PIID
call/order number (F in 9th position)
provide the last eight positions
MANAGEMENT CONTROL ACTIVITY ENTRIES. Entries Required for passing orders for
Government-Furnished Materiel. 5
Routing Identifier Code 4-6 Enter the RIC of the source of supply.
Distribution 54-56 Enter the distribution code of the
management control activity (MCA)
validating the transaction or the MDN
consisting of the MCA’s distribution code
in rp 54 and two other alpha/numeric
characters in rp 55-56.
Routing Identifier Code 74-76 If required by the Component, enter the
RIC of the validating MCA in rp 74-76.

3
Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.
4
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
5
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.

AP8.23-2 APPENDIX 8.23

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.24. APPENDIX 8.24

REFERRAL ORDER/LATERAL REDISTRIBUTION
ORDER FOR RETAIL ASSETS

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A4_.
Routing Identifier Code 4-6 Enter the RIC of the activity to which the
transaction is being sent.
Media and Status 7 Enter the M&S code as shown in the original
requisition.
Stock or Part Number 8-22 a. When no change or substitution is made,
enter the stock or part number shown in the
requisition.
b. When a change or substitution is made,
enter the corrected stock or substituted stock
or part number.
Unit of Issue 23-24 Enter U/I.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427, 1440,
5330, 5865, 6810 or 8140), enter an M in rp
29 to express in thousands any quantity
exceeding 99,999. Example: Express a
quantity of 1,950,000 as 1950M (1950 in rp
25-28 and an M in rp 29).
Document Number 30-43 Enter document number as shown in the
requisition.
Suffix 44 a. Enter the suffix code applicable to
quantity in rp 25-29 when the requisitioned
quantity is divided into separate actions.
b. When the requisitioned quantity is not
divided, leave this field blank.

AP8.24-1 APPENDIX.24
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Supplementary Address 45-50 Enter data from the original requisition.1
Signal 51 Enter data from the original requisition.
Fund 52-53 Enter data from the original requisition.
Distribution 54-56 When used to effect lateral redistribution of
retail assets, enter 2 for consumables and 3
for reparables in rp 54; otherwise, enter data
from the original requisition.
Project 57-59 Enter data from the original requisition.
Priority 60-61 Enter data from the original requisition.
Required Delivery 62-64 Enter data from the original requisition.
Date/Required Delivery
Period2
Advice 65-66 Enter data from the original requisition.
Date of Receipt of Demand 67-69 Enter the date of receipt of the demand
document as recorded in that document by
the initial recipient in the supply distribution
system. Note: Referral orders generated as
a result of backorder releases and submitted
to the (Single Manager for Conventional
Ammunition) SMCA shall contain code 888
in rp 67-69.
Management Data 70-71 Enter management data, as authorized.
Demand Code/ 3 72 Enter demand code from rp 44 of original
Management Data 4 requisition or management data, as
authorized. Note: Intra-Air Force Foreign
Military Service (FMS) DIC A4_ transactions
may use a Cooperative Logistics Program
Support Code (CLPSC) (program/non-
program) code in rp 72.

1
When used on a referral order to initiate an inter-Service ammunition-related ownership transfer with no
physical movement of materiel and no billing, cite Signal Code M and Project Code CYK in conjunction
with the supplementary address constructed as follows: Service/Agency Code Y followed by the old
(from) ownership code, the RIC to which ownership is transferred, and the new/gaining (to) ownership
code. Refer to ADC 1020.
2
Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL
148.
3
Deferred implementation authorized. The revised format of the referral order to include the demand
code of the original requisition may be deferred for DLMS/logistics systems modernization.

AP8.24-2 APPENDIX.24
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Management Data 73 Enter Management data, as authorized.
Routing Identifier Code 74-76 Enter RIC applicable to the activity
generating the transaction.
Management Data 77-80 Enter management data, as authorized.

LATERAL REDISTRIBUTION ORDER ENTRIES: Entries applicable when rp 54 equals 2 or 3:

Purpose code 70 Enter the purpose code of the materiel being
issued if required based on Component
agreement (derived from DIC DZF, Asset
Status Reporting Transaction); otherwise
leave blank.
Condition Code 71 Enter the applicable condition code.
Blank 72-73 Leave Blank.

4
On an Intra-Navy basis, a management code may be used to identify the reason a requisition is referred
to the Navy Inventory Control Point (ICP) when the requisition cannot be filled by the referring system.
Refer to ADC 363.

AP8.24-3 APPENDIX.24
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
GOVERNMENT-FURNISHED MATERIEL REFERRAL ORDER ENTRIES. 5
Manufacturer’s Directive 54-56 If required by the Component contracts,
Number enter the MDN.
Call/Order Number 69-72 If required by the Component, enter the
appropriate legacy four-position call/order
number associated with the PIIN; otherwise
leave blank.
Procurement Instrument 73-80 Enter the last eight positions of the PIID.
Identifier (PIID) This entry is mandatory. 6, 7 When materiel is
authorized under a PIID call/order number (F
in 9th position) provide the last eight positions

MANAGEMENT CONTROL ACTIVITY ENTRIES. Entries Required for referral orders for
Government-Furnished Materiel.8
Routing Identifier Code 4-6 Enter the RIC of the source of supply.
Distribution 54-56 Enter the distribution code of the
management control activity (MCA)
validating the transaction or the MDN
consisting of the MCA’s distribution code in
rp 54 and two other alpha/numeric
characters in rp 55-56.
Routing Identifier Code 74-76 If required by the Component, enter the RIC
of the validating MCA in rp 74-76.

5
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.
6
Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.
7
Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
8
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.

AP8.24-4 APPENDIX.24
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.25. APPENDIX 8.25

REDISTRIBUTION ORDER

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC A2_.
Routing Identifier Code To 4-6 Enter RIC of the source to which the
document is directed.
Media and Status 7 Enter the M&S code.
Stock or Part Number 8-22 Enter the NSN or part number.
Unit of Issue 23-24 Enter the U/I.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999.
Example: Express a quantity of 1,950,000
as 1950M (1950 in rp 25-28 and an M in rp
29).
Document Number 30-43 Enter document number assigned by the
preparing activity.
Demand/Suffix1 44 For intra-DLA, enter suffix code, if
appropriate; all others leave blank.
Supplementary Address 45-50 Enter the SUPADD of the consignee.
Signal 51 Enter the signal code, as appropriate.
Fund 52-53 Enter the fund code, if appropriate.
Distribution 54-56 This field will be blank unless entries are
prescribed by the preparing activity.
Distribution 54-56 This field will be blank unless entries are
prescribed by the preparing activity.

1
Suffix Code authorized for intra-DLA use in support of Industrial Product-Support Vendor (IPV) program.
Refer to ADC 1152.

AP8.25-1 APPENDIX 8.25

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Project 57-59 Enter the project code, when applicable.
Priority 60-61 Enter the priority designator.
Required Delivery 62-64 Normally left blank. Enter three-position
Date/Required Delivery ordinal day when conditions meet
Period2 prescribed requirements.
Advice 65-66 Use an advice code to convey instructions
to the supply source. When code is not
required leave blank.
Date of Receipt of Order 67-69 Leave blank on submission. Processing
points will enter date of receipt.
Ownership 70 Enter ownership code, as appropriate.
Supply Condition 71 Enter supply condition code, as
appropriate.
System Management 72-73 Enter system management codes
applicable to this transaction.
Routing Identifier Code 74-76 Enter the RIC of initiating activity.
From
Inventory Control Data 77-80 Enter inventory control codes as
prescribed.

2
Use of Required Delivery Period (RDP) for conventional ammunition last reported as not implemented by
USAF. Refer to AMCL 148.

AP8.25-2 APPENDIX 8.25

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.26. APPENDIX 8.26

SOURCE OF SUPPLY MATERIEL OBLIGATION
VALIDATION REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AN_.
Routing Identifier Code 4-6 Enter RIC (From) of the source of supply
From initiating the request.
Media and Status 7 Grant Aid transaction submitted to security
assistance organization (SAO) by Service;
international logistics control office (ILCO)
may, at Service option, contain a program
originator code. Otherwise, this field shall be
left blank. The program originator code shall
not be perpetuated in DIC AP_ responses
transmitted to inventory control points (ICP).
Stock or Part Number 8-22 Enter stock or part number of the item on
which validation is required. This number
should be in agreement with the number
included in latest status furnished recipient
activities prior to validation requests.
Unit of Issue 23-24 Enter U/I from original requisition.
Quantity 25-29 a. Enter quantity of MOV request, unfilled
quantity of items being validated that is on the
source of supply record.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply classification
(FSC) 1410, 1420, 1427, 1440, 5330, 5865,
6810 or 8140), enter an M in rp 29 to express
in thousands any quantity exceeding 99,999.
Example: Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter document number of original requisition
for item being validated.
Suffix 44 Enter the suffix code assigned to the
document number at time backorder was
established or leave blank.

AP8.26-1 APPENDIX 8.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Supplementary Address 45-50 Enter SUPADD from original requisition for
item being validated.
Signal 51 Enter the signal code from original requisition
for item being validated.
Fund 52-53 Enter the fund code from original requisition
for item being validated.
Distribution 54-56 Enter the distribution code from original
requisition for item being validated.
Project 57-59 Enter the project code from original requisition
for item being validated.
Priority 60-61 Enter the priority designator from original
requisition for item being validated.
Estimated Shipping Date 62-64 When ascertainable, enter the numerical day
corresponding to the date that the source of
supply estimates materiel shall be released for
shipment.
Status 65-66 Enter status code to convey the information
regarding the status of the materiel obligation.
Blank 67-70 Leave blank.
Cutoff Day 71-73 Enter ordinal day of the year of the cutoff date
for validation; for example, use 121 for the
April 30th cycle.
Blank 74 Leave blank.
Reply Due Day 75-77 Enter the ordinal day corresponding to the day
on which the supply source must receive a
response.
Blank 78-79 Leave blank.
Multi-Use 80 Reserved for ILCO entry of internal control
data on Grant Aid transactions. Otherwise,
this rp shall be left blank. ILCO code data
shall not be perpetuated in DIC AP_
responses transmitted to ICPs.

AP8.26-2 APPENDIX 8.26

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.27. APPENDIX 8.27

MATERIEL OBLIGATION VALIDATION REQUEST
CONTROL DOCUMENT

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AN9 when transmitting request.
Enter DIC ANZ when following up on DIC AN9
request.
Routing Identifier Code 4-6 Enter address of source of supply making the
request. Use as address-to when making
response.
Batch Control No. 7-10 Enter a control number assigned each batch
of DIC AN_ transactions forwarded to a single
activity for validation. Rp 7-8 shall contain the
batch number and rp 9-10 shall contain the
total number of batches being forwarded. For
example, if two batches are sent, the first DIC
AN9 would contain “01" in rp 7-8 and “02" in
rp 9-10 (for example, “1" of “2"). The second
DIC AN9 would contain “02" in rp 7-8 and “02"
in rp 9-10.
Number of AN_ 11-13 Enter actual number of DIC AN_ detail
Documents in Batch requests in this batch (under control number
in rp 7-10) from 001 to 493 maximum.
Blank 14-29 Leave blank.
Address (To) 30-35 Enter the Department of Defense activity
address code (DoDAAC) of recipient of
requests. Identifies acknowledging activity in
responses. Enter DoDAAC of rp 54 activity
when recipient of DIC AN_ transactions.
Cutoff Date 36-39 Enter prescribed cutoff date of the validation
cycle. (One position for last digit of calendar
year and three positions for numerical day of
year.)
Blank 40 Leave blank.

AP8.27-1 APPENDIX 8.27

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Receipt Acknowledgment 41-44 When computer-readable documents are used
Date in responding, enter date documents were
received at responding activity.
Blank 45 Leave blank.
Response Due Date 46-49 Enter prescribed date the DIC AP_ document
is due at the source of supplye. (Year and
ordinal day configured as in rp 36-39 above).
Blank 50-53 Leave blank.
Distribution 54-56 Enter the distribution code when applicable;
otherwise, leave blank.
Blank 57-80 Leave blank.

AP8.27-2 APPENDIX 8.27

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.28. APPENDIX 8.28

RECEIPT CONFIRMATION FOR MATERIEL
OBLIGATION VALIDATION REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AP9 or APX.
Other Fields 4-40 Duplicate from AN9/ANZ received.
Receipt Acknowledgment 41-44 Enter ordinal day DIC AN9/ANZ were received
by validating activity. (Enter one position for
last digit of calendar year and three positions
for numerical day of year.)
Other Fields 45-80 Duplicate from DIC AN9/ANZ received.

AP8.28-1 APPENDIX 8.28

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.29. APPENDIX 8.29

MATERIEL OBLIGATION VALIDATION RESPONSE

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AP_.
Routing Identifier Code 4-6 Enter the RIC indicating the source of supply
to which the response is submitted.
Other Fields 7-24 Enter data from the request for which the
response is prepared.
Quantity 25-29 a. Enter quantity still required. If total
cancellation is desired, zero fill this field.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply classification
(FSC) 1410, 1420, 1427, 1440, 5330, 5865,
6810 or 8140), enter an M in rp 29 to express
in thousands any quantity exceeding 99,999.
Example: Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an M in rp 29).
Other Fields 30-59 Enter data from the request for which the
response is prepared.
Priority 60-61 Enter validated priority designator.
Blank 62-70 Leave blank.
Transaction Day 71-73 Enter ordinal day of year on which the
response is prepared.
Blank 74-80 Leave blank.

AP8.29-1 APPENDIX 8.29

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.30. APPENDIX 8.30

FOREIGN MILITARY SALES NOTICE OF
AVAILABILITY KEY DOCUMENT
AP3.30.1. The mechanized foreign military sales (FMS) notice of availability (NOA) is
provided to Freight Forwarders/Country Representatives having a need to receive
mechanized data for FMS shipments when FMS offer release option Y or Z is entered in
rp 46 of requisitions. This FMS NOA Key document will accompany the FMS NOA
detail documents.

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 a. Enter DIC AD1 for the initial key NOA
Code document when an export release is not required.
b. Enter DIC ADR for the initial key NOA
document when an export release is required.
c. Enter DIC AD3 for the delay key NOA
document.
Routing Identifier 4-6 Enter the RIC of the activity transmitting the NOA.
Code
Number of Line Items 7-10 Enter the number of line items included in the
shipment unit as represented by NOA detail
documents transmitted with the NOA key
document.
Commodity/Cargo 11-17 a. Rp 11-15 will always contain the appropriate
Exception/Special water commodity and cargo exception code to be
Handling used to describe the predominant commodity
within the shipment unit for ocean manifesting.
(See DTR 4500.9-R, “Defense Transportation
Regulation”)
b. Rp 16-17 will always contain the appropriate
air commodity and special handling code to be
used for all shipments via air. Identifies materiel
for manifesting and customs requirements and
denotes cargo requiring special handling or
reporting (see DTR 4500.9-R).
Air Dimension 18 Identifies dimensional characteristics of air
shipments by relating the dimensions of the
largest piece to the minimum size cargo door
opening of an aircraft (see DTR 4500.9-R).

AP8.30-1 APPENDIX 8.30

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Security Cooperation 19-20 Enter SC Customer Code.
Customer Code
Blank 21-22 Leave blank.
Mode of Shipment 23 Identifies the intended mode to be used from
shipping activity to designated consignee.1
Type of Pack 24-25 Identifies the type of pack code used for the
shipment unit2.
Pieces 26-29 Enter total pieces in shipment unit.
Weight 30-35 Enter total weight of shipment unit. This entry will
be rounded to the next whole number.
Cube 36-39 Enter total cubic feet of shipment unit. This entry
will be rounded to the next whole number.
Blank 40-44 Leave blank.
Supplementary 45-50 Enter data same as the issue release/receipt
Address document (MRO, DD Form 1348-1A, DD Form
1348-2, etc).
Blank 51-52 Leave blank.
Transportation Priority 53 See DTR 4500.9-R.
Blank 54-56 Enter data same as the issue release/receipt
document (materiel release order (MRO), DD
Form 1348-1A, DD Form 1348-2, etc).
Project Code 57-59 Enter the same project code as the issue
release/receipt document (MRO, DD Form 1348-
1A, DD Form 1348-2, etc).
Blank 60 Leave blank.
Transportation 61-77 Identifies the number assigned to the shipment
Control Number 3 that controls the shipment from shipper to
consignee. See DLM 4000.25, Chapter 25,
Paragraph C25.11.

1
Refer to the TRDM for available code list at https://trdmws.maf.ustranscom.mil/trdm/index.html (DTR
Data).
2
Ibid.
3
Refer to (ADC) 1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding
DLMS 856N NOA and 870N NOA Reply.

AP8.30-2 APPENDIX 8.30

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Date of Offer 78-80 a. For DICs AD1, ADR, and AD3 documents,
enter the ordinal day the initial NOA is
transmitted.
b. When new NOAs are prepared, because the
original NOA contained items that were rejected,
the date of offer will be the transmission date of
the NOA.

AP8.30-3 APPENDIX 8.30

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.31. APPENDIX 8.31

FOREIGN MILITARY SALES NOTICE OF
AVAILABILITY DETAIL DOCUMENT
AP3.31.1. The mechanized foreign military sales (FMS) notice of availability (NOA)
detail document will be prepared from the issue release/receipt documents (materiel
release order (MRO), DD Form 1348-1A, and DD Form 1348-2) contained in the
shipment unit and shall accompany the FMS NOA key document.

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 a. Enter DIC AD2 for the initial detail NOA
Code document.
b. Enter DIC AD4 for the delay detail NOA
document.
Routing Identifier Code 4-6 Enter the RIC of the activity transmitting the
NOA.
Media and Status 7 Enter the same M&S code as the issue
release/receipt document (MRO, DD Form 1348-
1A, DD Form 1348-2).
Stock or Part Number 8-22 Enter the stock or part number of the item
supplied.
Unit of Issue 23-24 Enter data same as the issue release/receipt
document (MRO, DD Form 1348-1A, DD Form
1348-2).
Quantity 25-29 a. Enter data same as the issue release/receipt
documents (MRO, DD Form 1348-1A, DD Form
1348-2).
b. For ammunition and ammunition related items
only (items in Federal Supply Group (FSG) 13
and for Federal Supply classification (FSC) 1410,
1420, 1427, 1440, 5330, 5865, 6810 or 8140),
enter an “M” in rp 29 to express in thousands any
quantity exceeding 99,999. Example: Express a
quantity of 1,950,000 as 1950M (1950 in rp 25-
28 and an “M” in rp 29).
Document Number 30-43 Enter data same as the issue release/receipt
document (MRO, DD Form 1348-1A, DD Form
1348-2).

AP8.31-1 APPENDIX 8.31

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Suffix 44 Enter data same as the issue release/receipt
document (MRO, DD Form 1348-1A, DD Form
1348-2).
Supplementary 45-50 Enter data same as the issue release/receipt
Address document (MRO, DD Form 1348-1A, DD Form
1348-2).
Blank 51-53 Leave blank.
Required Delivery 54-56 Enter data same as the issue release/receipt
Date/Required document (MRO, DD Form 1348-1A, DD Form
Availability Date 1348-2).
Project 57-59 Enter data same as the issue release/receipt
document (MRO, DD Form 1348-1A, DD Form
1348-2).
Blank 60 Leave blank.
Transportation Control 61-77 Enter data same as rp 61-77 of the initial FMS
Number 1 NOA key document.
Date of Offer 78-80 a. For DIC AD2 and DIC AD4 documents, enter
the ordinal day the initial NOA is transmitted.
b. When new NOAs are prepared because the
original NOA contained items that were rejected,
the date of offer shall be the transmission date of
the new NOA.

1
Refer to (ADC) 1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding
DLMS 856N NOA and 870N NOA Reply.

AP8.31-2 APPENDIX 8.31

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.32. APPENDIX 8.32

FOREIGN MILITARY SALES NOTICE OF AVAILABILITY
REPLY DOCUMENT
AP3.32.1. The mechanized foreign military sales (FMS) notice of availability (NOA) reply
document is used when replying to a mechanized NOA. When shipment release is to be
made to the addresses identified by coded entries in the requisition and the DLM 4000.25
Volume 6, Chapter 3 (Military Assistance Program Address Directory (MAPAD)), the DIC
AD5 shall contain the shipment release code (SRC) R in rp 60. When shipment release is
to be made to an address that is not coded or contained in the MAPAD, the DI AD5 shall
contain SRC E in rp 60.

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AD5.
Routing Identifier Code 4-39 Enter data same as rp 4-39 of initial or
through Cube delay FMS NOA key document.
Customer Transportation Order 40-44 When customer (CR/FF) assigns a
Number number for internal control of shipments,
the number shall be entered in these
columns.
Other Fields 45-59 Enter data same as rp 45-59 of initial or
delay FMS NOA key document.
Shipment Release 60 Enter codes as follows:
a. Enter R when shipment to be released
to appropriate ship-to address contained
in the MAPAD as identified by address
codes in the FMS requisition.
b. Enter E when release instructions are
being mailed under separate cover on the
date of this reply.
Transportation Control 61-77 Enter data same as rp 61-77 of initial or
Number 1 delay FMS NOA key document.
Date of Reply 78-80 Enter ordinal day reply to NOA is
transmitted.

1
Refer to (ADC) 1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding
DLMS 856N NOA and 870N NOA Reply.

AP8.32-1 APPENDIX 8.32

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.32-2 APPENDIX 8.32

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.33. APPENDIX 8.33

CUSTOMER ASSET REPORT
(MATERIEL RETURNS PROGRAM)
(MECHANICAL)
(MANUAL) RECORD
FIELD LEGEND BLOCK NO. POSITION(S) ENTRY AND INSTRUCTIONS
Send To A Not Applicable Enter the appropriate in-the-clear
name and address
corresponding to the RIC.
Report is From B Not Applicable Enter the appropriate in-the-clear
name and address of the
reporting activity.
Document Identifier 1-3 Enter DIC FTE or FTG.1
Code
Routing Identifier 4-6 Enter the RIC of the inventory
Code control point (ICP)/integrated
material manager (IMM) to which
the document is directed. For
Government Services
Administration (GSA), the RIC
shall always be GG0 (golf-golf-
zero)2.
Media and Status 7 Enter M&S code.

1
Use of part-numbers in the material returns program last reported as not implemented by USMC. Refer
to AMCL 167.
2
Requirement to use a single RIC on customer asset reports directed to the GSA last reported as not
implemented by USA. Refer to AMCL 26.

AP8.33-1 APPENDIX 8.33

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

(MECHANICAL)
(MANUAL) RECORD
FIELD LEGEND BLOCK NO. POSITION(S) ENTRY AND INSTRUCTIONS
Stock or Part Number 8-22 Enter NSN (DIC FTE) or part
number (DIC FTG)3. (Part-
numbered materiel not
authorized for asset reports
directed to DLA). For
subsistence items only, rp 21
shall be type of pack and rp 22
shall be the last digit of the
calendar year the item, was
packed.
Unit of Issue 23-24 Enter the U/I.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and
ammunition related items only
(items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420,
1427, 1440, 5330, 5865, 6810 or
8140), items only, enter an M in
rp 29 to express in thousands
any quantity exceeding 99,999.
Example: Express a quantity of
1,950,000 as 1950M (1950 in rp
25-28 and an M in rp 29).
Document Number 30-43 Enter the document number.
Blank 44 Leave blank.
Supplementary 45-50 When applicable, enter the
Address activity address code (AAC) of
the credit to and/or ship from
activity. Field may be left blank
when code entry is not
applicable. When code entry is
not significant to the ICP, enter a
Y in rp 45.
Signal 51 Enter the signal code.

3
Use of part-numbers in the material returns program last reported as not implemented by USMC. Refer
to AMCL 167.

AP8.33-2 APPENDIX 8.33

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

(MECHANICAL)
(MANUAL) RECORD
FIELD LEGEND BLOCK NO. POSITION(S) ENTRY AND INSTRUCTIONS
Fund 52-53 Enter the fund code.
Blank 54-56 Leave blank.
Project 57-59 When applicable, enter project
code using Service instructions;
otherwise, leave blank.
Blank 60-64 Leave blank.
Advice 65-66 Enter 3T to indicate to the
ICP/IMM that the document has
been edited by DAAS. When
code is not required, leave blank.
Routing Identifier 67-69 Enter the RIC of the activity
Code preparing the document, if
assigned; otherwise, leave blank.
Blank or Intra-Air 70 Leave blank or use for intra-Air
Force Use Force to display asset position
code.
Supply Condition 71 Enter supply condition code.
Blank 72-80 Leave blank.
Remarks Field L-V Not Applicable This field shall be used to convey
any additionally required
information not provided for in
the report format.

AP8.33-3 APPENDIX 8.33

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.34. APPENDIX 8.34

REPLY TO CUSTOMER ASSET REPORT
(MATERIEL RETURNS PROGRAM)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC FTR.
Routing Identifier Code 4-6 Enter the RIC of the inventory control
point (ICP)/integrated material manager
(IMM) furnishing the reply.
Media and Status 7 Enter data as contained in the customer
asset report unless modified by the ICP.
Stock Number 8-22 Enter data as contained in the customer
asset report unless modified by the ICP.
Unit of Issue 23-24 Enter data as contained in the customer
asset report unless modified by the ICP.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and ammunition
related items only (items in Federal
supply group (FSG) 13 and for Federal
supply classification (FSC) 1410, 1420,
1427, 1440, 5330, 5865, 6810 or 8140),
enter an M in rp 29 to express in
thousands any quantity exceeding
99,999. Example: Express a quantity of
1,950,000 as 1950M (1950 in rp 25-28
and an M in rp 29).
Document Number 30-34 Enter data as contained in the customer
asset report (DIC FTE).
Suffix 44 Enter the suffix, when applicable.
Supplementary Address 45-50 Enter data as contained in the customer
asset report (DIC FTE).
Signal 51 Enter data as contained in the customer
asset report (DIC FTE).
Fund 52-53 Enter data as contained in the customer
asset report (DIC FTE).

AP8.34-1 APPENDIX 8.34

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Receiving Depot 54-56 Enter the RIC of the receiving activity to
which materiel is directed for return, or
leave blank when no return is directed.
Project 57-59 Enter data as contained in the customer
asset report (DIC FTE).
Priority Designator 60-61 Enter priority designator of the materiel
return as directed by the ICP.
Action Date 62-64 Enter the ordinal day of document
preparation.
Status 65-66 When Status Code SM is entered, rp 70-
73 will contain the date when further
action should be taken.
Routing Identifier Code 67-69 Enter the last known source to which all
future DIC FT_ transactions will be
directed.
Multi-Use 70-73
On SM Status 70-73 On SM status, enter date when further
Date action should be taken by the reporting
activity.
On Other Status
Blank 70 Leave blank.
Supply Condition 71 Enter code from the customer asset
report (DIC FTE).
Demilitarization 72-73 Rp 72 will contain code assigned by the
ICP/IMM as required by DODM 4160.21,
“Defense Materiel Disposition”, when
available. Entry not required on rejected
transactions. Rp 73 is reserved for
reclamation code, special reports, etc.
Unit Price 74-80 Enter the unit price applicable to the
stock number shown in rp 8-22, when
available. Entry not required on rejected
transactions.

AP8.34-2 APPENDIX 8.34

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.35. APPENDIX 8.35

DEFENSE AUTOMATIC ADDRESSING SYSTEM
CUSTOMER ASSET REPORT STATUS
(MATERIEL RETURNS PROGRAM)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC FTQ.

Routing Identifier Code 4-6 Enter the RIC for the DAAS facility.
Media and Status 7 Enter data as contained in DIC FTC, DIC
FTE, or DIC FTF.
Stock Number 8-22 Enter data as contained in DIC FTC, DIC
FTE, or DI FTF.
Unit of Issue 23-24 Enter data as contained in DI FTC, or DI
FTF.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and ammunition
related items only (items in Federal supply
froup (FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
“M” in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an “M” in rp
29).
Document Number 30-43 Enter data as contained in DIC FTC, DIC
FTE, or DIC FTF.
Suffix 44 Enter data as contained in DIC FTC, DIC
FTE, or DIC FTF.
Supplementary Address 45-50 Enter data as contained in DIC FTC, DIC
FTE, or DIC FTF.
Signal 51 Enter data as contained in DIC FTC, DIC
FTE, or DIC FTF.
Project 57-59 Enter data as contained in DIC FTC, DIC
FTE, or DIC FTF.

AP8.35-1 APPENDIX 8.35

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Blank 60-64 Leave blank.
Status 65-66 Enter status code.
Routing Identifier Code 67-69 Enter the RIC of ICP to which all future
DIC FT_ transactions shall be directed.
Blank 70-80 Leave blank.

AP8.35-2 APPENDIX 8.35

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.36. APPENDIX 8.36

DISPOSITION INSTRUCTIONS DELAY STATUS
(MATERIEL RETURNS PROGRAM)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC FTD.
Routing Identifier Code 4-6 Enter the RIC of the inventory control
point (ICP)/integrated material manager
(IMM) or Defense Automatic Addressing
System (DAAS) facility furnishing the
status.
Media and Status 7 Enter data as contained in DIC FTE or
DIC FTF.
Stock Number 8-22 Enter data as contained in DIC FTE or
DIC FTF.
Unit of Issue 23-24 Enter data as contained in DIC FTE or
DIC FTF.
Quantity 25-29 a. Enter the quantity.
b. For ammunition and ammunition
related items only (items in Federal supply
group (FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an M in rp
29).
Document Number 30-43 Enter data as contained in DIC FTE or
DIC FTF.
Suffix 44 Enter data as contained in DIC FTE or
DIC FTF.
Supplementary Address 45-50 Enter data as contained in DIC FTE or
DIC FTF.
Signal 51 Enter data as contained in DIC FTE or
DIC FTF.

AP8.36-1 APPENDIX 8.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Fund 52-53 Enter data as contained in DIC FTE or
DIC FTF.
Blank 54-56 Enter data as contained in DIC FTE or
DIC FTF.
Project 57-59 Enter data as contained in DIC FTE or
DIC FTF.
Blank 60-61 Leave blank.
Action Date 62-64 Enter the ordinal day of document
preparation.
Status 65-66 Enter the status code.
Routing Identifier 67-69 Enter data as contained in DIC FTE or
DIC FTF.
Expected Reply Date 70-73 Enter the ordinal day disposition
instructions from the ICP may be
expected.
Blank 74-80 Leave blank.

AP8.36-2 APPENDIX 8.36

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.37. APPENDIX 8.37

FOLLOW-UP FOR INVENTORY CONTROL POINT/
INTEGRATED MATERIEL MANAGER REPLY TO
CUSTOMER ASSET REPORT
(MATERIEL RETURNS PROGRAM)

(MECHANICAL)
(MANUAL) RECORD
FIELD LEGEND BLOCK NO. POSITION(S) ENTRY AND INSTRUCTIONS
Send To A Not Applicable Enter the appropriate in-the-clear
name and address corresponding to
the RIC.
Follow-up is B Not Applicable Enter the appropriate in-the-clear
From name and address of the reporting
activity.
Document 1 1-3 Enter DIC FTF.
Identifier Code
Other Fields 2-23 4-80 Enter data as contained in the
customer asset report (DIC FTE).
Remarks Field L-V Not Applicable This field will be used to convey any
additional required information not
provided for in the follow-up format.

AP8.37-1 APPENDIX 8.37

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.38. APPENDIX 8.38

CANCELLATION OF CUSTOMER ASSET REPORT
(MATERIEL RETURNS PROGRAM)

TYPE CANCELLATION
(MECHANICAL)
(MANUAL) RECORD
FIELD LEGEND BLOCK NO. POSITION(S) ENTRY AND INSTRUCTIONS
Send To A Not Applicable Enter the appropriate in-the-clear
name and address
corresponding to the RIC.
Cancellation is From B Not Applicable Enter the appropriate in-the-clear
name and address of the
reporting activity.
Document Identifier 1-3 Enter DIC FTC.
Code
Routing Identifier Code 4-6 Enter data as contained in the
customer asset report (DIC
FTE).
Media and Status 7 Enter data as contained in the
customer asset report (DIC
FTE).
Stock Number 8-22 Enter data as contained in the
customer asset report (DIC
FTE).
Unit of Issue 23-24 Enter data as contained in the
customer asset report (DIC
FTE).

AP8.38-1 APPENDIX 8.38

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

TYPE CANCELLATION
(MECHANICAL)
(MANUAL) RECORD
FIELD LEGEND BLOCK NO. POSITION(S) ENTRY AND INSTRUCTIONS
Quantity 25-29 a. Enter quantity being
canceled.
b. For ammunition and
ammunition related items only
(items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420,
1427, 1440, 5330, 5865, 6810 or
8140), enter an M in rp 29 to
express in thousands any
quantity exceeding 99,999.
Example: Express a quantity of
1,950,000 as 1950M (1950 in rp
25-28 and an M in rp 29).
Other Fields 20-801 Enter data as contained in the
customer asset report (DIC
FTE).
Remarks L-V Not Applicable This field shall be used to convey
any additional required
information not provided for in
the cancellation format.

1
Indicate suffix code (rp 44), when applicable, for split actions indicated in DIC FTR.

AP8.38-2 APPENDIX 8.38

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.39. APPENDIX 8.39

SHIPMENT STATUS
(MATERIEL RETURNS PROGRAM)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC FTM.
Routing Identifier Code 4-6 Enter data as contained in the DIC FTR/FTA.
Media and Status 7 Enter data as contained in the DIC FTR/FTA.
Stock Number 8-22 Enter data as contained in the DIC FTR/FTA.
Unit of Issue 23-24 Enter data as contained in the DIC FTR/FTA.
Quantity 25-29 a. Enter quantity released to the carrier for
shipment.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply classification
(FSC) 1410, 1420, 1427, 1440, 5330, 5865,
6810 or 8140), enter an M in rp 29 to express
in thousands any quantity exceeding 99,999.
Example: Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Enter data as contained in the DIC FTR/FTA.
Suffix 44 Enter data as contained in the DIC FTR/FTA.
Supplementary Address 45-50 Enter data as contained in the DIC FTR/FTA.
Signal 51 Enter data as contained in the DIC FTR/FTA.
Fund 52-53 Enter data as contained in the DIC FTR/FTA.
Routing Identifier 54-56 Enter data as contained in the DIC FTR/FTA.
Release Date 57-59 Enter the date materiel was released to the
carrier.
Transportation Control 60-76 Enter the shipment unit TCN as prescribed in
Number DTR 4500.9-R, “Defense Transportation
Regulation”.

AP8.39-1 APPENDIX 8.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Mode of Shipment 77 Enter the code identifying the mode of
transportation used to move the materiel.1
Blank 78-80 Leave blank.

1
Refer to the USTRANSCOM Reference Data Management (TRDM) for available code list at
https://trdm.c2.amc.af.mil/trdm/index.jsp (DTR Data).

AP8.39-2 APPENDIX 8.39

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.40. APPENDIX 8.40

AUTOMATIC RETURN NOTIFICATION
(MATERIEL RETURNS PROGRAM)

TYPE STATUS

(MANUAL) (MECHANICAL)
BLOCK RECORD
FIELD LEGEND NO. POSITION(S) ENTRY AND INSTRUCTIONS
Send To A Not Applicable Enter the appropriate in-the-
clear name and address
corresponding to the RIC.
Status is From B Not Applicable Enter the appropriate in-the-
clear name and address of the
reporting activity.
Document Identifier 1-3 Enter DIC FTA.
Code
Routing Identifier Code 4-6 Enter the RIC of the inventory
control point (ICP)/integrated
materiel manager (IMM) to
which the document is directed.
Media and Status 7 Enter the M&S code.
Stock Number 8-22 Enter the stock number.
Unit of Issue 23-24 Enter the U/I.
Quantity 25-29 a. Enter quantity released to
the carrier for shipment.
b. For ammunition and
ammunition related items only
(items in Federal supply group
(FSG) 13 and for Federal
supply classification (FSC)
1410, 1420, 1427, 1440, 5330,
5865, 6810 or 8140), enter an
M in rp 29 to express in
thousands any quantity
exceeding 99,999. Example:
Express a quantity of 1,950,000
as 1950M (1950 in rp 25-28 and
an M in rp 29).

AP8.40-1 APPENDIX 8.40

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

TYPE STATUS

(MANUAL) (MECHANICAL)
BLOCK RECORD
FIELD LEGEND NO. POSITION(S) ENTRY AND INSTRUCTIONS
Document Number 30-43 Enter the document number.
Blank 44 Leave blank.
Supplementary 45-50 When applicable, enter the
Address activity address code (AAC) of
the credit-to and/or ship-from
activity. Field may be left blank
when a code entry is not
applicable. When a code entry
is not significant to the ICP, a Y
shall be entered in rp 45.
Signal 51 Enter the signal code.
Fund 52-53 Enter the fund code.
Routing Identifier Code 54-56 Enter the RIC of receiving
activity to which automatic
shipment is made.
Project 57-59 When applicable, enter
appropriate project code.
Priority Designator 60-61 Enter the priority designator 03
or 06.
Blank 62-66 Leave blank.
Routing Identifier Code 67-69 Enter the RIC of the submitter, if
(From) applicable.
Blank 70 Leave blank.
Supply Condition 71 Enter supply condition code.
Blank 72-80 Leave blank.

AP8.40-2 APPENDIX 8.40

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.41. APPENDIX 8.41

INVENTORY CONTROL POINT/INTEGRATED
MATERIEL MANAGER FOLLOW-UP
(MATERIEL RETURNS PROGRAM)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC FT6.
Routing Identifier Code 4-6 Enter data as contained in DIC FTA or
FTR.
Media and Status 7 Enter data as contained in DIC FTA or
DIC FTR.
Stock Number 8-22 Enter data as contained in DIC FTA or
DIC FTR.
Unit of Issue 23-24 Enter data as contained in DIC FTA or
DIC FTR.
Quantity 25-29 Enter quantity from DIC FTA or DIC FTR
or lesser quantity due to cancellation.
Document Number 30-43 Enter data as contained in DICFTA or DIC
FTR.
Suffix 44 Enter data as contained in DIC FTA or
DIC FTR.
Supplementary Address 45-50 Enter data as contained in DIC FTA or
DIC FTR.
Signal 51 Enter data as contained in DIC FTA or
DIC FTR.
Fund 52-53 Enter data as contained in DIC FTA or
DIC FTR.
Routing Identifier Code 54-56 Enter data as contained in DIC FTA or
DIC FTR.
Project 57-59 Enter data as contained in DIC FTA or
DIC FTR.
Priority 60-61 Enter data as contained in DIC FTA or
DIC FTR.

AP8.41-1 APPENDIX 8.41

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Action Date 62-64 Enter data as contained in DIC FTA or
DIC FTR.
Status 65-66 Enter appropriate status code from
Appendix AP2.16.
Other Fields 67-80 Enter data as contained in DIC FTA or
DIC FTR.

AP8.41-2 APPENDIX 8.41

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.42. APPENDIX 8.42

INVENTORY CONTROL POINT/INTEGRATED
MATERIEL MANAGER MATERIEL RECEIPT STATUS
(MATERIEL RETURNS PROGRAM)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC FTZ.
Routing Identifier Code 4-6 Enter IMM RIC.
Media and Status 7 Enter data as contained in the shipment
status (DIC FTM) or receipt document.
Stock Number 8-22 Enter stock number of materiel received.
Unit of Issue 23-24 Enter UI of materiel received.
Quantity 25-29 a. Quantity of materiel received in a single
materiel condition. Multiple DIC FTZ
documents are provided when a single
shipment is received in more than one
materiel condition.
b. For ammunition and ammunition related
items only (items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420, 1427,
1440, 5330, 5865, 6810 or 8140), enter an
M in rp 29 to express in thousands any
quantity exceeding 99,999. Example:
Express a quantity of 1,950,000 as 1950M
(1950 in rp 25-28 and an M in rp 29).
Document Number 30-43 Perpetuate from DIC FTM.
Suffix 44 Perpetuate from DIC FTM.
Supplementary Address 45-50 Perpetuate from DIC FTM.
Signal 51 Perpetuate from DIC FTM.
Fund 52-53 Enter data as contained in the shipment
status (DIC FTM).
Receiving Depot 54-56 Enter data as contained in the shipment
status (DIC FTM).

AP8.42-1 APPENDIX 8.42

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Release Date 57-59 Enter data as contained in the shipment
status (DIC FTM).
Priority Designator 60-61 Enter Data as contained in DIC FTA or DIC
FTR
Materiel Receipt Date 62-64 Enter date materiel received or date credit
authorization canceled.
Status 65-66 Enter status code from Appendix AP2.16 .
Routing Identifier Code 67-69 Enter the RIC of the reporting activity.
Blank 70 Leave blank.
Supply Condition 71 Enter supply condition code indicating
condition of materiel received.
Expected Credit 72-80 Enter credit to be granted in dollars and
cents. When no credit is granted, zero fill.
Expected Credit 80 1 For intra-Army return of reparables only:

To designate To designate
amount of credit amount of credit
granted, enter: reversal, enter:
Code Value Code Value
{ 0 { 0
A 1 J 1
B 2 K 2
C 3 L 3
D 4 M 4
E 5 N 5
F 6 O 6
G 7 P 7
H 8 Q 8
I 9 R 9

1
Refer to ADC 215, Material Receipt Status (material returns program (MRP)) Credit Reversal Amount.

AP8.42-2 APPENDIX 8.42

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.43. APPENDIX 8.43

FOLLOW-UP FOR INVENTORY CONTROL
POINT/INTEGRATED MATERIEL MANAGER MATERIEL
RECEIPT STATUS
(MATERIEL RETURNS PROGRAM)

TYPE FOLLOW-UP
(MANUAL) (MECHANICAL)
BLOCK RECORD
NO.
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS

Send To A Not Applicable Enter the appropriate in-the-clear

name and address corresponding to
the routing identifier code (RIC).
Followup is From B Not Applicable Enter the appropriate in-the-clear
name and address of the reporting
activity.
Document Identifier 1 1-3 Enter DIC FTT.
Code
Other Fields 2-23 4-80 Enter the data as contained in the
materiel shipment status (DIC FTM).
Remarks Field L-V Not Applicable This field shall be used to convey
any additionally required information
not provided for in the followup
format.

AP8.43-1 APPENDIX 8.43

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.44. APPENDIX 8.44

FOLLOW-UP FOR MATERIEL RETURNS PROGRAM
CREDIT

(See DLM 4000.25 Volume 4 (MILSBILLS), Appendix 3)

AP8.44-1 APPENDIX 8.44

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.45. APPENDIX 8.45

REPLY TO FOLLOW-UP FOR MATERIEL RETURNS
PROGRAM CREDIT

(See DLM 4000.25 Volume 4, Appendix 3)

AP8.45-1 APPENDIX 8.45

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.46. APPENDIX 8.46

REQUEST FOR SHIPMENT TRACING ON
REGISTERED, INSURED, AND CERTIFIED PARCEL
POST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC AFT.
Code
Routing Identifier Code 4-6 Enter RIC (To), Consignor.
Other Entries 7-80 Duplicate of DIC AS_ or DIC AU_ document
received.

AP8.46-1 APPENDIX 8.46

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.47. APPENDIX 8.47

SUPPLY STATUS
(MATERIEL RETURNS PROGRAM)

TYPE STATUS
(MANUAL) (MECHANICAL)
BLOCK NO. RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Send To A Not Applicable Enter the appropriate in-the-clear
name and address corresponding
to the routing identifier code (RIC).
Status is From B Not Applicable Enter the appropriate in-the-clear
name and address of the reporting
activity.
Document Identifier 1-3 Enter DIC FTL.
Code
Routing Identifier 4-6 Enter data as contained in DIC
Code FTR.
Media and Status 7 Enter data as contained in DIC
FTR.
Stock Number 8-22 Enter data as contained in DIC
FTR.
Unit of Issue 23-24 Enter data as contained in DIC
FTR.
Quantity 25-29 a. Enter quantity to be shipped.
b. For ammunition and
ammunition related items only
(items in Federal supply group
(FSG) 13 and for Federal supply
cassification (FSC) 1410, 1420,
1427, 1440, 5330, 5865, 6810 or
8140), enter an M in rp 29 to
express in thousands any quantity
exceeding 99,999. Example:
Express a quantity of 1,950,000 as
1950M (1950 in rp 25-28 and an M
in rp 29).

AP8.47-1 APPENDIX 8.47

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

TYPE STATUS
(MANUAL) (MECHANICAL)
BLOCK NO. RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Number 30-43 Enter data as contained in DIC
FTR.
Suffix 44 Enter data as contained in DIC
FTR.
Supplementary 45-50 Enter data as contained in DIC
Address FTR.
Signal 51 Enter data as contained in DIC
FTR.
Fund 52-53 Enter data as contained in DIC
FTR.
Routing Identifier 54-56 Enter data as contained in DIC
Code FTR.
Estimated Shipping 57-59 Enter estimated date of shipment.
Date
Priority 60-61 Enter data as contained in DIC
FTR.
Action Date 62-64 Enter ordinal day of document
preparation.
Blank 65-80 Leave blank.

AP8.47-2 APPENDIX 8.47

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.48. APPENDIX 8.48

MATERIEL RELEASE DOCUMENT
DD FORM 1348-1A OR DD FORM 1348-2

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-31 Perpetuate from requisition or source
document unless otherwise indicated.
Routing Identifier Code 4-62 Enter the RIC of the shipping activity.
(From)
Media and Status 7 Enter the M&S code assigned to the
requisition or source document.
Stock or Part Number 8-22 Indicate the NSN or part number being
released. See Block 25.
Unit of Issue 23-24 Indicate the U/I of the NSN or part
number being released.
Quantity 25-29 Indicate the quantity being released.
See Block 26.
Document Number 30-43 Enter the document number of
requisition. See Block 24.
Suffix Code 44 Leave blank if the document represents
release of the total quantity
requisitioned. Indicate the appropriate
suffix code assigned to indicate a partial
quantity release. See Block 24.
Supplementary Address 45-503 Perpetuate from the original requisition
or source document. See Block 26.
Signal 51 4 Perpetuate from the original requisition
or source document.
Fund 52-535 Perpetuate from the original requisition
or source document.

1
Procedures, formats, and codes for requisitioning material from disposal last reported as not
implemented by DLA. Refer to AMCL 139A.
2
Ibid.
3
Ibid.
4
Ibid.
5
Ibid.

AP8.48-1 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Distribution 54-566 Perpetuate from the original requisition
or source document.
Project 57-597 Perpetuate from the original requisition
or source document.
Priority 60-618 Perpetuate from the original requisition
or source document.
Required 62-649 Perpetuate from the original requisition
or source document.
Advice 65-6610 Perpetuate from the original requisition
or source document.
Routing Identifier Code 67-6911 Perpetuate from the original requisition
or source document.
Management 70-73 Perpetuate from the original requisition
or source document.
Unit Price12 74-80 Indicate the unit price of item being
released. See Block 26.

6
Ibid.
7
Ibid.
8
Ibid.
9
Ibid.
10
Ibid.
11
Ibid.
12
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221.

AP8.48-2 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
1 Total price (10 digits dollars and 2 digits cents). 13
2 Department of Defense Activity Address Code (DoDAAC) of shipping
activity/DLA Disposition Services Field Office. If reduced print in used, in-the-
clear address may be entered in addition to the DoDAAC.
3 DoDAAC of the activity to receive the shipment, if applicable. If reduced print
is used, in-the-clear address may be entered in addition to the DoDAAC.
4 Mark-for Party, if applicable. The mark-for party may be identified by
DoDAAC, RIC, clear text, or a combination of these. Up to 24 characters may
be displayed as two lines of 12 each. The DoDAAC or RIC (when provided)
will appear in the first line and must be separated from clear text with a slash
(/). Reduced print may be used.
5 Document preparation date (enter numerical day of year).
6 National motor freight classification commodity code.
7 Freight rate for the shipment.
8 Type of cargo code (See DTR 4500.9-R “Defense Transportation Regulation)
9 Enter applicable controlled inventory item code (CIIC) that describes the
classified and/or sensitive or pilferage classification of the shipment from DoD
Cataloging Data and Transaction Standards (CDTS), Volume 10, Chapter 3,
Table 61. (Mandatory Entry)14
10 Actual quantity received.
11 Unit pack of item shipped.
12 Unit weight of item shipped.
13 Unit cube of item shipped.
14 Uniform freight classification (UFC) commodity code.
15 Shelf life of item shipped. Enter SL (for shelf life) followed by applicable shelf-
life code from DoD Cataloging Data and Transaction Standards (CDTS)
Volume 10, Chapter 3, Table 50. (Mandatory Entry)15
16 Freight classification nomenclature.
17 Item nomenclature.
18 Type of container used for the shipment.
19 Number of containers that make up the shipment.

13
Ibid.
14
Mandatory requirement to enter the controlled inventory item code (CIIC) and shelf-life code on the DD
Form 1348-1A for issues from stock last reported as not implemented by USN. Refer to AMCL 32.
15
Ibid.

AP8.48-3 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
20 Total weight of all containers that make up the shipment.
21 Total cube of all containers that make up the shipment.
22 Received by, signature of receiver, or call sign/code of individual authorized
access to the automated file.
23 Date received, date shipment was received.
24 Document Number - The document number assigned to the requisition.16
Suffix Code - Blank if the document represents release of the total quantity
requisitioned. If partial shipment, the appropriate suffix code assigned to
indicate partial quantity released.
25 National Stock Number - Enter the stock or part number being released.
Add - For subsistence items, enter the type of pack code in position 21.
FOR OTHER THAN FMS SHIPMENTS
26 Routing Identifier Code - The RIC code of the shipping activity.
Unit of Issue - The unit of issue of the stock or part number being released.
Quantity - The quantity being released.
Condition Code - The supply condition code of materiel being released.
Distribution - Perpetuate from record positions 55 and 56.
Unit Price17 - The unit price for the NSN/part number being released.
27 This block may contain additional data including bar coding for internal use.
This block may contain a PDF417 2D bar code that contains information for
serially tracked items and repeats bar coded data content. Data entered in
this block is as required by shipping activity by commodity. When data is
entered in this block, it will be clearly identified.
See Appendix 6.35 for Code 39 linear bar code and PDF417 2D bar code
format information. See Appendix 6.36 for the Block 27 continuation page
requirements.
For shipments of GFP, include the GFP contract number (and call order
number when provided). This includes shipments from DOD to contractors
and contractor shipment of GFP to DOD activities. The contract number will
be prefaced by “GFP” to clarify the usage.

16
Prepare data from blocks 24-26 in two configurations: (1) three-of-nine bar code and (2) in-the-clear.
When prepared manually, do not include bar code.
17
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221.

AP8.48-4 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
DTID - On issues from DLA Disposition Services Field Office, enter Disposal
Turn-In Document (DTID).18

For Issues of DLA Disposition Services-owned property :

Warehouse/Shipping Instructions:
Exception Shipping Address: If the ship to address is an exception
address, print the exception address (up to five lines).
Special Shipping Instructions: Print any special shipping instructions.
Some examples of shipping instructions can include:
Do not ship. Customer will arrange for transportation.
Do not ship property. Contact customer for transportation
instructions.
Contact customer to obtain transportation fund cite and TAC.
Fax this 1348 and shipping document to [insert point of contact].
Fund Citation: Print line of accounting in a single text field.
Foreign Military Sales Information: For FMS shipments, print “FMS
COSTS”.
Type of Property Being Shipped: Indicate if the property is either
“Hazardous Property” or a “Small Arms Issue”.
Other Instructions:
Instructions for Return of Unneeded Property: Print applicable
instructions if customer is required to return material to DLA Disposition
Services, when they no longer require the property and/or it requires
demilitarization.
USML Items - This block will contain clear-text information to identify
shipments of USML items which may require filing of export licenses and
shipper export declarations (SED) per 22CFR126.4 and 22CFR123.22 as
follows: “USML item—may need SED.”
Purchase Order (PO) Number - Perpetuate the customer’s internal PO
number when provided on the release order. The PO number must be
prefaced by text “PO #” to clarify the usage.19

18
Procedures, formats, and codes for requisitioning material from disposal last reported as not
implemented by DLA. Refer to AMCL 139A.
19
Refer to ADC 473A

AP8.48-5 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
For IUID to support UIT/serialized item management: 20
Unique Item Identifier (UII) and/or Serial Number
The following additional data elements may be included in support of
IUID:
Manufacturer’s commercial and Government entity (CAGE)
Current Part Number (PN)
Batch/Lot (BT/LT)
Clear text labeling of IUID information must be provided using
the following acronyms: CAGE, P/N, BT/LT, S/N, and UII.
FOR OTHER THAN FMS SHIPMENTS
26 Unit of Issue - two positions - the unit of issue of the stock or part number
being released.
Quantity - five positions - the quantity being released.
Condition - one position - the supply condition code of materiel being
released.
Unit Price21 - the unit price for the NSN/part number being released.
Supplementary Address - the first position and last three positions of the
supplementary address.
27 This block may contain additional data including bar coding for internal use.
This block may contain a PDF417 2D barcode which contains information for
serially tracked items and repeats bar coded data content. Data entered in
this block is as required by shipping activity by commodity. When data is
entered in this block, it will be clearly identified. See Appendix 6.35 for Code
39 linear bar code and PDF417 2D barcode format information. See
Appendix 6.36 for the Block 27 continuation page requirements.
USML Items – This block will contain clear-text information to identify
shipments of United States Munitions List (USML) items which may require
filing of export licenses and Shipper Export Declarations (SED) per
22CFR126.4 and 22CFR123.22 as follows: “USML item—may need SED.

20
Capability to support IUID data content within the PDF417 2D bar code has been approved for
staggered and phased implementation under ADC 44B and ADC 399/399A. Components have not
reported implementation at this time.
21
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221.

AP8.48-6 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
For FMS Repair/Return and Repair/Replace Items – Include the estimated or
actual unit cost for the repair service; perpetuate from the release order when
provided. This block will contain the following statement: “Unit repair value of
$XXXXXXXXX.XX is provided for United States Customs export purposes. 22
For IUID to support UIT/serialized item management: 23
Unique Item Identifier (UII) and/or Serial Number (S/N)
The following additional data elements may be included in support of IUID:
Manufacturer’s CAGE
Current Part Number
Batch/Lot
Clear text labeling of IUID information must be provided using the following
acronyms: CAGE, P/N, BT/LT, S/N, and UII.

22
Refer to ADC 1031.
23
Ibid.

AP8.48-7 APPENDIX8.48
 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.49. APPENDIX 8.49

TRANSFERS TO DLA DISPOSITION SERVICES FIELD
OFFICE ON 1348-1A OR DD FORM 1348-2
(SINGLE LINE-ITEM TURN-INS)

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Perpetuate from the source document. For
locally determined excesses generated at a
base, post, camp, or station, assign a DIC as
determined by Service/Agency (S/A)
procedures.
Routing Identifier Code 4-6 Enter the RIC of the shipping activity or leave
blank when the shipping activity is not
assigned an RIC.
Media and Status 7 Leave blank.
Stock or Part Number 8-22 Enter the stock or part number being turned
in. For subsistence items, enter the type of
pack in rp 21. See Block 25.
Unit of Issue 23-24 Enter the unit of issue of the stock or part
number being turned in.
Quantity 25-29 Enter the quantity being turned in to DLA
Disposition Services Field Office.
Document Number 30-43 Perpetuate from source document. This
cannot be the same document number that
was used to receive the materiel. For locally
determined excess generated at base, post,
camp, or station, assign as determined by S/A
procedures. See Block 24.
Suffix 44 Leave blank.
Supplementary Address 45-50 Enter DoDAAC of predesignated consignee
DLA Disposition Services Field Office .

AP8.49-1 APPENDIX 8.49

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Signal 51 For hazardous materiel and waste turn-ins,
enter the applicable signal code; otherwise,
leave blank. Signal Codes A, B, C, and L are
authorized; if using Signal Code B, bill-to
office must be identified in block 27. Refer to
Appendix AP7.10, Signal Codes, for bill-to
identification rules associated with disposal
turn-in document (DTID).
Fund 52-53 For Hazardous materiel and waste turn-ins,
enter the bill to fund code for reimbursable
actions associated with disposal.
Distribution 54 Perpetuate from source document or leave
blank.
Retention Quantity 55-61 Enter the quantity to be retained in inventory
or leave blank.
Precious Metals 62 Enter applicable precious metals code from
appendix AP7.23.
Automated Data 63 Enter applicable ADPE code from appendix
Processing Equipment AP7.24.
Identification
Disposal Authority 64 Enter applicable disposal authority code from
Appendix AP7.21.
Demilitarization 65 Enter code assigned as required by DoD
4160.21-. Note: When demilitarization has
been accomplished prior to transfer to DLA
Dispostion Services Field Office, the
appropriate demilitarization certification, as
required by DoD 4160.21 , must be reflected
in Block 27.
Reclamation 66 Enter Y if reclamation was performed prior to
release to a DLA Disposition Services Field
Office. Enter R if reclamation is to be
performed after turn-in to DLA Disposition
Services Field Office. Enter N if reclamation
is not required.
Routing Identifier Code 67-69 Perpetuate from disposal release order
(DRO).
Ownership 70 Enter applicable ownership code or leave
blank.

AP8.49-2 APPENDIX 8.49

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Supply Condition 71 Enter the applicable MILSTRAP supply
condition code.
Management 72 Perpetuate from source document or leave
blank.
Flight Safety Critical 73 1 Enter Criticality Code E to indicate Nuclear
Aircraft Parts Hardened Flight Safety Critical Aircraft Parts
(FSCAP) or Criticality Code F to indicate a
standard FSCAP.
Unit Price 74-80 Enter the unit price for the NSN or part
number in rp 8-222.

BLOCK(S) ENTRIES
1 Enter the extended value of the transaction3.
2 Enter the shipping point by Department of Defense activity address code
(DoDAAC); if reduced printing is used, in-the-clear address may be
entered in addition to the DoDAAC.
3 Enter the consignee DLA Disposition Services Field Office by DoDAAC.
This will be the predesignated DLA Disposition Field Office and will be
entered by the shipping activity; if reduced printing is used, the in-the-clear
address may be entered in addition to the DoDAAC.
4 Insert HM, if the turn-in is hazardous materiel or HW, if the turn-in is
hazardous waste.
5 Enter the date of document preparation, if required by the shipper.
6 Enter the national motor freight classification (NMFC), if required by the
shipper.
7 Enter the freight rate, if required by the shipper.
8 Enter coded cargo data, if required by the shipper.
9 Enter applicable controlled inventory item code which describes the
security/pilferage classification of the shipment from DoDM Cataloging
Data and Transaction Standards (CDTS), Volume 10, Chapter 3, Table
61.

1
Identification of of FSCAP codes on the DTID and disposal release transactions last reported as not
implemented by USA and USN. Refer to Approved DLSS/DLMS Change 6.
2
Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will
reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for
display on the printed form, the generating application may leave blank. Refer to ADC 221A.
3
If total price exceeds available space for display on the printed form, the generating application may
leave blank. Refer to ADC 221.

AP8.49-3 APPENDIX 8.49

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
10 Enter the quantity actually received by the DLA Disposition Field Office, if
different from positions 25-29.
11 Enter the number of units of issue in a package, if required by the shipper.
12 Enter the unit weight applicable to the unit of issue, if required by the
shipper.
13 Enter the unit cube applicable to the unit of issue, if required by the
shipper.
14 Enter the uniform freight classification, if required by the shipper.
15 Enter the shelf life, if appropriate; otherwise, leave blank.
16 Enter in-the-clear freight classification nomenclature, if required by the
shipper.
17 Enter the item nomenclature. For non-NSN items; enter as much
descriptive information as possible. Specified additive data or certification
from the generating source for specific types of property should be
entered.
18 Enter type of container, if required by the shipper.
19 Enter number of containers that makes up the shipment, if required by the
shipper.
20 Enter total weight of shipment, if required by the shipper.
21 Enter total cube of shipment, if required by the shipper.
22 Received By - Enter the signature of person receiving the materiel.
23 Date Received - Enter date materiel was received and signed for.
24 Document Number - Perpetuate from source document. This cannot be
the same document number that was used to receive the materiel. For
locally determined excesses generated at base, post, camp, or station,
assign a document number as determined by Service/Agency procedures.
Suffix Code - Leave blank.4
25 National Stock Number - Enter the stock number or part number being
turned in.
Additional - For subsistence items, enter the type of pack code rp 21.
26 For turn-in to DLA Disposition Services Field Office - This block will not
contain bar code data, it is reserved for internal DLA Disposition Services
Field Office use.

4
Data from blocks 24-25 will be displayed in two configurations; (1) three-of-nine bar code and (2) in-
the-clear. When prepared manually, bar code will not be included.

AP8.49-4 APPENDIX 8.49

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
27 This block may contain additional data including bar coding for internal
use. This block may contain a PDF417 2D bar code that contains
information for serially tracked items and repeats bar coded data content.
Enter data in this block as required by the shipping activity or the DLA
Disposition Services receiving the materiel. When data is entered in the
block, it will be clearly identified. See Appendix 6.35 for Code 39 linear
bar code and PDF417 2D bar code format information. See Appendix 6
.36 for the Block 27 continuation page requirements.
HM/HW Turn-Ins – For hazardous materiel and waste turn-ins, enter the
DoDAAC of the bill-to office (required for Signal Code B), the contract line
item number (CLIN) for the item on the disposal contract, the total cost of
the disposal, Hazardous Waste Profile Sheet Reference Number, the
Material Safety Data Sheet 5-digit alpha code from the Hazardous Material
Information Repository System, the Chemical Name of Hazardous
Contaminant(s), and the Noun Name of Non-Hazardous Contaminant(s).
FSCAP Items –This block will contain both coding and clear-text
information to identify Flight Safety Critical Aircraft Parts (FSCAP)
shipments to DLA Disposition Services Field Offices using Criticality Code
E or F as follows: FSCAP E - Flight Safety Critical Aircraft Part-Nuclear
Hardened or FSCAP F – Standard Flight Safety Critical Aircraft Part.5
Scrap Reimbursement – This block will contain the fund citation for
reimbursement of scrap proceeds minus Disposition processing costs.
For IUID to support UIT/serialized item management 6
Unique Item Identifier (UII) and/or Serial Number
The following additional data elements may be included in support of IUID:
Manufacturer’s CAGE
Current Part Number
Batch/Lot
Clear text labeling of IUID information must be provided using the
following acronyms: CAGE, P/N, BT/LT, S/N, and UII.
Small Arms/Light Weapons (SA/LW) Turn-In7 – Ship serialized weapons
and serialized weapon parts to the Anniston, Alabama, DEMIL Center. Do
not mix partial and complete weapons on a single IRRD. For
partial/incomplete weapon turn-in, identify missing parts in this block. If
there is insufficient space, use an attached continuation page (refer to
5
Identification of of FSCAP codes on the DTID and disposal release transactions last reported as not
implemented by USA and USN. Refer to Approved DLSS/DLMS Change 6,
6
Capability to support IUID data content within the PDF417 2D bar code has been approved for
staggered and phased implementation under ADC44B and ADC 399/399A. Components have not
reported implementation at this time.
7
Refer to ADC 1175 and https://www.dla.mil/DispositionServices/.

AP8.49-5 APPENDIX 8.49

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

BLOCK(S) ENTRIES
Appendix 1.36). If the shipment includes multiple weapons, associate
each list of missing parts with the serial number of the whole weapon. In
lieu of listing the missing parts, the owning Component may authorize
including aa signed statement certifying that the weapons have missing
parts. Provide the name and contact information of the authorizing official.
If prepared electronically, provide a digital signature.

AP8.49-6 APPENDIX 8.49

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.50. APPENDIX 8.50

RETURN OF DISCREPANT FOREIGN MILITARY
SALES MATERIEL

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Leave blank.
Code
Routing Identifier Code 4-6 Leave blank.
From
Media and Status 7 Leave blank.
Stock Number 8-22 Enter the stock or part number of the item
authorized to be returned.
Unit of Issue 23-34 Enter the UI.
Quantity 25-29 Enter the quantity authorized to be
returned.
Document Number 30-43 Enter the requisitioner’s document
number from block 8, SF 364.
Suffix 44 Leave blank.
Supplementary Address 45-50 Leave blank.
Signal 51 Leave blank.
Fund 52-53 Leave blank.
Distribution 54-56 Leave blank.
Project 57-59 Leave blank.
Priority 60-61 Leave blank.
Required Delivery Date 62-64 Leave blank.
Advice 65-66 Leave blank.
Routing Identifier Code 67-69 Enter the RIC of U.S. source of supply
preparing the DD Form 1348-1A or DD
Form 1348-2.
Blank 70-73 Leave blank.

AP8.50-1 APPENDIX 8.50

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Unit price 74-80 Enter the unit price for the NSN or part
number shown in rp 8-22. (This should be
the same price as used on the issue
document.)

BLOCK(S) ENTRIES
A Leave blank.
B The consignee by account number, name, and address.
C-D Enter words “Transshipment point” and account number, name,
and address of activity designated to receive the transshipped
materiel. If not designated, leave blank.
E The extended value of the transaction.
F-N Leave blank.
O Date of document preparation.
P Supply condition of the materiel authorized for return.
Q-Y Leave blank.
1-10 Leave blank.
AA-BB Enter the “SDR number” from Block 2, SF 364.
CC-GG Leave blank.
11-12 Leave blank.
13 Transportation fund cite applicable to the shipment.
14-15 Leave blank.

AP8.50-2 APPENDIX 8.50

 DLM 4000.25, Volume 2, November 26, 2019
Change 13

AP8.51. APPENDIX 8.51

MATERIEL OBLIGATION VALIDATION
REINSTATEMENT REQUEST1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC APR.
Code
Routing Identifier 4-6 Enter the RIC of the source of supply that
Code canceled the requisition.
Other Fields 7-24 Enter the data from the supply status
transaction (DIC AE_) with Status Code BS.
Quantity 25-29 Enter the quantity required; this quantity
cannot be greater than the original quantity
canceled
Other Fields 30-61 Enter the data from supply status
transaction (DIC AE_) with Status Code BS.
Blank 62-64 Leave blank.
Advice Code 65-66 Enter the advice code from the original
requisition; otherwise, leave blank.
Blank 67-70 Leave blank.
Transaction Day 71-73 Enter the ordinal day of year of the
reinstatement request.
Blank 74-80 Leave blank.

1
Established procedures to reinstate canceled requisitions last reported as not implemented by United
States Navy (USN). Refer to AMCL 150C.

AP8.51-1 APPENDIX 8.51

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AP8.52. APPENDIX 8.52

INVENTORY CONTROL POINT GOVERNMENT
FURNISHED MATERIEL VALIDATION REQUEST1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier Code 1-3 Enter DIC AX1.
Routing Identifier Code 4-6 Enter the RIC identifying the
(From) inventory control point (ICP)
creating the DIC AX1
transaction.
Media and Status 7 Perpetuate from the requisition.
Stock Number 8-22 Perpetuate from the requisition.
Unit of Issue 23-24 Perpetuate from the requisition.
Quantity 25-29 Perpetuate from the requisition.
Document Number 30-43 Perpetuate from the requisition.
If perpetuating from a referral
order, use suffix code.
Demand/Suffix Code 44 Perpetuate from the requisition.
Supplementary Address 45-50 Perpetuate from the requisition.
Signal 51 Perpetuate from the requisition.
Fund Code 52-53 Perpetuate from the requisition.
Distribution 54 Perpetuate from the requisition.
Project Code 57-59 Perpetuate from the requisition.
Priority Designator 60-61 Perpetuate from the requisition.
Supply Source Origination 62-64 Enter the date the DIC AX1 was
Date created.
Advice 65-66 Perpetuate from the requisition.
Blank 67-68 Leave blank.

1
Procedures to control access to DoD material inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Call Number 69-72 Perpetuate from the requisition.
Contract Identification 73-80 Perpetuate from the requisition.
OR
Management Control 74-76 Perpetuate from the requisition.
Activity Routing Identifier
Code

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AP8.53. APPENDIX 8.53

MANAGEMENT CONTROL ACTIVITY GOVERNMENT
FURNISHED MATERIEL VALIDATION RESPONSE1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC AX2.
Code
Routing Identifier Code 4-6 Perpetuate from the DIC AX1
(To) transaction.
Media and Status 7 Perpetuate from the DIC AX1
transaction.
Stock Number 8-22 Perpetuate from the DIC AX1
transaction.
Unit of Issue 23-24 Perpetuate from the DIC AX1
transaction.
Quantity 25-29 If Advice Code 2R is entered in rp 65-66,
enter quantity to be supplied. If Advice
Code 2Q is entered in rp 65-66, enter
total quantity to be rejected.
Document Number 30-43 Perpetuate from the DIC AX1
transaction.
Demand 44 Perpetuate from the DIC AX1
transaction.
Supplementary Address 45-50 Perpetuate from the DIC AX1
transaction.
Signal 51 Perpetuate from the DIC AX1
transaction.
Fund Code 52-53 Perpetuate from the DIC AX1
transaction.
Distribution 54-56 Perpetuate from the DIC AX1
transaction.

1
Procedures to control access to DoD materiel inventories by defense contractors last reported as not
implemented by USA (Retail). Refer to AMCL 1A.

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RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Project Code 57-59 Perpetuate from the DIC AX1
transaction.
Priority 60-61 Perpetuate from the DIC AX1
transaction.
Validation Date 62-64 Enter date validated or rejected by the
MCA.
Advice or Status 65-66 Enter the applicable advice code from
Appendix AP7.15 or status code from
Appendix AP7.16 .
Blank 67-68 Perpetuate from the DIC AX1
transaction.
Call Number 69-72 Perpetuate from the DIC AX1
transaction.
Contract Identification 73-80 Perpetuate from the DIC AX1
transaction.
OR
Management Control 74-76 Perpetuate from the DIC AX1
Activity Routing transaction.
Identifier Code

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AP8.54. APPENDIX 8.54

DEFENSE AUTOMATIC ADDRESSING SYSTEM
MATERIEL OBLIGATION VALIDATION RESPONSE
TRANSACTION1

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC AP8.
Code
Routing Identifier Code 4-6 Enter RIC SGA.
Submitting Activity 7-12 Enter Department of Defense
activity address code (DoDAAC)
of applicable activity.
Blank 13-80 Leave blank.

1
Use of revised Materiel Obligation Validation (MOV) temporary suspension procedures for selected
activities last reported as not implemented by USMC. Refer to AMCL 37.

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AP8.55. APPENDIX 8.55

NOTIFICATION OF CUSTOMER NONRESPONSE TO
MATERIEL OBLIGATION VALIDATION REQUEST

RECORD
FIELD LEGEND POSITION(S) ENTRY AND INSTRUCTIONS
Document Identifier 1-3 Enter DIC AV_.
Code
Routing Identifier Code 4-6 Enter RIC of supply source
initiating the request.
Media and Status 7 Enter the program originator
code; otherwise, leave blank.
This code may be entered by the
international logistics control
office (ILCO), at Service option,
on Service initiated foreign
military service (FMS) and grant
aid transactions to security
assistance organizations (SAO).
Stock or Part Number 8-22 Enter the stock or part number of
item on which validation is
required. This number should be
in agreement with the number
included in the latest status
transaction furnished to the
recipient activities prior to the
notification request.
Unit of Issue 23-24 Enter data from original
requisition.

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Change 13

Quantity 25-29 A. Enter quantity in BZ status

not responded to in Materiel
Obligation Validation (MOV).
b. For ammunition items and
ammunition related item only
(items in Federal supply group
(FSG) 13 and for Federal supply
classification (FSC) 1410, 1420,
1427, 1440, 5330, 5865, 6810 or
8140), enter an M in rp 29 to
express in thousands any
quantity exceeding 99,999.
Example: A quantity of 1,
950,000 will be expressed as
1950M (1950 in rp 25-28 and an
M in rp29).
Document Number 30-43 Enter the document number of
the original requisition for the
item being validated.
Suffix 44 Enter the suffix assigned;
otherwise, leave blank.
Other Fields 45-56 Enter the data from the original
requisition for the item being
validated.
Blank 57-79 Leave Blank.
Multi-Use 80 Reserved for the ILCO’s entry of
internal control data on FMS and
grant aid transactions; otherwise,
leave blank.

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AP9. APPENDIX 9
GENERATOR COMMUNICATIONS INTERFACE
STANDARD 5.0.0
AP9.1 General.

AP9.1.1. Generator Communications (GenComm) basically serves as an

interpreter, allowing DLA Disposition Services to read automated data submitted from
the generator’s system, which meets the standard set forth in this document. Data can
be submitted in bar delimited format or in XML.

AP9.1.2. GenComm allows for the electronic transfer of the Waste Profile Sheet
(WPS, DRMS 1930 and the Disposal Turn-In Document (DTID, DD1348-1A) data.

AP9.1.2.1. It expedites the transfer of accountability from the Generator to

the DLA Disposition Services Field Office.

AP9.1.2.2. It expedites the ultimate disposal of hazardous waste from the

DoD supply chain by reducing keystroke errors and lowering data entry costs by
decreasing paper handling.

AP9.2. Procedure.

AP9.2.1. The generator uses their system to create either an ASCII or an XML file.

AP9.2.2. The generator transfers their file to the GenComm server by using one of
the following methods:

AP9.2.2.1. E-mail file to: [email protected]

AP9.2.2.2. Upload the file to: Gencomm Upload Page

AP9.2.2.3. Use secure shell/secure FTP

AP9.2.3. Generator checks the GenComm Log file to check for problems or
errors. The log file lists the WPS numbers and DTID numbers, which processed. Items
rejected show the WPS/DTID number and a reason for the reject. Items rejected need
to be resubmitted in a new file, with a different name. Note: the individual records
reject – not the entire file.

AP9.2.4. To receive the GenComm Log file submit the following via e-mail:

AP9.2.4.1. DoDAAC

AP9.2.4.2. E-mail Address for system or individual(s) to receive the log.

AP9-1 APPENDIX 9
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Change 7
AP9.2.4.3. To: mailto:[email protected]

AP9.3. File Format for Generator Communications (Version 5.0.0 – 04/17/08). The
basic structure for communicating this data is to use sections and subsections in a text
file. The record format for each text line is determined by a combination of its sequence
in the outline and its first field.

AP9.3.1. Structure.

AP9.3.1.1. The required outline is as follows:

• File Header
• WPS Section, if any
• DTID Section, if any

AP9.3.1.2. Each WPS section is as follows:

• WPS Section Header

• WPS Subsection(s), if any
• WPS Section Trailer

AP9.3.1.2.1 Each WPS Subsection is as follows:

• WPS Record
• Chemical Composition Subsection, if any
• EPA Waste Number Subsection, if any.

AP9.3.1.2.2. Each Chemical Composition Subsection is as follows:

• Chemical Composition Section Header

• Chemical Composition Record(s)
• Chemical Composition Section Trailer.

AP9.3.1.2.3. Each EPA Waste Number Subsection is as follows:

• EPA Waste Number Subsection Header

• EPA Waste Number Record(s)
• EPA Waste Number Subsection Trailer.

AP9.3.1.3. Each DTID section is as follows:

• DTID Section Header

• DTID Subsection(s), if any
• DTID Section Trailer.

AP9.3.1.3.1. Each DTID Subsection is as follows:

AP9-2 APPENDIX 9
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Change 7
• DTID Record
• DTID Container Subsection, if any
• DTID EPA Waste Code Subsection, if any
• DTID State Waste Code Subsection, if any

AP9.3.1.3.2. Each DTID Container Subsection is as follows:

• DTID Container Subsection Header

• DTID Container Record(s)
• DTID Container Subsection Trailer.

AP9.3.1.3.3. Each DTID Container Subsection is as follows:

• DTID EPA Waste Code Subsection Header

• DTID EPA Waste Code Record(s)
• DTID EPA Waste Code Subsection Trailer.

AP9.3.1.3.4. Each DTID State Waste Code Subsection is as follows:

• DTID State Waste Code Subsection Header

• DTID State Waste Code Record(s)
• DTID State Waste Code Subsection Trailer.

AP9.3.2. Fields are restricted to a maximum of the length indicated, unless noted
as variable (V).

AP9.3.3. Fields will be delimited by the pipe symbol (“|”) in the bar delimited files.
However, there will not be a trailing pipe (“|”).

AP9.3.4. Records will be delimited by the carriage return <CR>, technically stored
as the carriage return line feed (LF) combination. This will be represented as End of
Record Indicator in the record formats.

AP9.3.5. At the end of any record there are three options:

AP9.3.5.1. Continue with the next record.

AP9.3.5.2. Terminate the section or subsection with its trailer and start a new
section or subsection.

AP9.3.5.3. Terminate the section or subsection with its trailer and quit (End
of file).

AP9.3.6. The following codes are used in defining record formats:

• Mandatory (M)
• Optional (O)

AP9-3 APPENDIX 9
 DLM 4000.25, Volume 2, April 29, 2016
Change 7
• Alpha (A)
• Numeric (N)
• Alpha/Numeric (A/N)

AP9.4. Record Formats for Generator Communications (Version 5.0.0 - 04/17/08)

AP9.4.1. File Header Format. The header record will be followed by one or two
sections: Waste Profile Sheet (WPS) Section or Disposal Turn In Document (DTID)
Section. Each section can contain one or more records. A section must have a section
header and a section trailer. Permissible combinations are: File Header (FH) and WPS
and DTID Sections (in that order), FH and WPS Section only, or FH and DTID section
only. Note: The Routing Identifier Code (RIC) SFX must be coordinated with your
environmental contact to ensure proper routing.

Min
A, N or Field Field
M/ O Field Name A/N Length Length Example, Format or Style
Generator’s File
M A/N 6 6 The Generator DoDAAC i.e. FB2020
Transfer DoDAAC
Transaction Julian date the file was created i.e.
M N 7 7
Date 1994332
Transaction
M N 4 4 In the format HHMM
Time
DLA Disposition
M Services Site ID A/N 4 3 DLA Disposition Services Site ID
(RCCC)
Generator’s
Generator Software Release Version
O Software Release A/N 50 1
Number
Version Number
End of Record
M
Indicator

AP9.4.2. WPS Section Header Format.

Min
A, N or Field Field
M/ O Field Name A/N Length Length Example, Format or Style
M WPS Section Header A/N 12 12 A constant of “beg_wps_sect”
End of Record
M
Indicator

AP9.4.3. WPS Record Format.

AP9-4 APPENDIX 9
 DLM 4000.25, Volume 2, April 29, 2016
Change 7
A, N Min DRMS 1930
or Field Field Example, Format or Block # Correlating Data
M/O Field Name A/N Length Length Style Elements
M Waste Profile Number A/N 20 5 Part 1 – A
M Generator Name A/N 30 2 Part 1 – A-1
M Facility Address Line 1 A/N 30 3 Part 1 – A-2
O Facility Address Line 2 A/N 30 0 Part 1 – A-2
M Facility Address Line 3 A/N 30 2 City & State Part 1 – A-2
M Facility ZIP Code A/N 10 5 NNNNN-NNNN Part 1 – A-3
O Generator USEPA ID A/N 13 0 Part 1 – A-4
O Generator State ID A/N 13 0 Part 1 – A-5
M Technical Contact Name A/N 30 2 Part 1 – A-6
O Technical Contact Title A/N 30 0 Part 1 – A-7
XXX(NNN)NNN-
M Technical Contact Phone A/N 21 4 Part 1 – A-8
NNNNxNNNN
Waste Profile Established
O N 7 0 Julian YYYYDDD
Date
O Name of Waste A/N 60 0 Part 1 – B-1
O Process Generating Waste A/N 60 0 Part 1 – B-3
NNNNNNNNNN.NNN
O Projected Annual Volumes N 10.4 0 Part 1– B-3
N
O Projected Annual Units A 10 0 Part 1 – B-4
O Mode of Collection A 15 0 Part 1 – B-5
O Dioxin Waste A 1 0 Y/N Part 1 – B-6
Land Disposal Restrictions
O A 1 0 Y/N Part 1 – B-7-A
Indicator
Exemption Granted
O A 1 0 Y/N Part 1 – B-7-B
Indicator
Meets Treatment
O A 1 0 Y/N Part 1 – B-7-C
Standards Indicator
Treatment Standard
O A/N 30 0 Part 1 – B-7-C
Reference
O Color A 30 0 Part 2 – 1-1
O Density A/N 15 0 Part 2 – 1-2
O BTU/LB A/N 15 0 Part 2 – 1-3
O Total Solids A/N 15 0 Part 2 – 1-5
O Ash Content A/N 15 0 Part 2 – 1-4

AP9-5 APPENDIX 9
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Change 7
A, N Min DRMS 1930
or Field Field Example, Format or Block # Correlating Data
M/O Field Name A/N Length Length Style Elements
MULTILAYERED,
O Layering A 12 0 BILAYERED, Part 2 – 1-6
SINGLE PHASE
S = SOLID,
L = LIQUID,
O Physical State A 10 0 SS = SEMISOLID, Part 2 – 2
G = GAS,
O = OTHER
W=Wastewater,
O Treatment Group A 1 0
N = Nonwastewater
O Ignitable Indicator A 1 0 Y/N Part 2 – 2
Flash Point (Degrees
O A/N 9 0 Part 2 – 2
Fahrenheit)
High TOC (> 10 %)
O A 1 0 Y/N Part 2 – 2
Indicator
Low TOC (< 10 %)
O A 1 0 Y/N Part 2 – 2
Indicator
O Reactive Indicator A 1 0 Y/N Part 2 – 2
O Water Reactive Indicator A 1 0 Y/N Part 2 – 2
Cyanide Reactive
O A 1 0 Y/N Part 2 – 2
Indicator
O Sulfide Reactive Indicator A 1 0 Y/N Part 2 – 2
O Corrosive Indicator A 1 0 Y/N Part 2 – 2
O Ph A/N 8 0 Example: >= 12.5
Toxicity Characteristic
O A 1 0 Y/N Part 2 – 2
Indicator
O Corrodes Steel Indicator A 1 0 Y/N
O Copper Quantity N 20 0
O Copper Units A/N 5 0
O Phenolics Quantity N 20 0
O Phenolics Units A/N 5 0
O Nickel Quantity N 20 0
O Nickel Units A/N 5 0
O Total Halogens Quantity N 20 0
O Halogens Units A/N 5 0
O Zinc Quantity N 20 0
O Zinc Units A/N 5 0

AP9-6 APPENDIX 9
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A, N Min DRMS 1930
or Field Field Example, Format or Block # Correlating Data
M/O Field Name A/N Length Length Style Elements
O Volatile Organics Qty N 20 0
O Volatile Organics Units A/N 5 0
O Chromium Hex Quantity N 20 0
O Chromium Units A/N 5 0
O PCB Quantity N 20 0
O PCB Units A/N 5 0
Other Chemical
O A/N 30 0
Component Description
Other Chemical
O N 20 0
Component Quantity
Other Chemical
O A/N 5 0
Component Units
O Dot Hazardous Material A 1 0 Y/N Part 2-4
O Proper Shipping Name A/N 200 0 Part 2-4
O Hazard Class A/N 18 0 Part 2-4
O UN or NA Number A/N 6 0 Part 2-4
O Additional Description A/N 60 0 Part 2-4
BULK, DRUM or
O Packing Type A/N 30 0 Part 2-4
OTHER (Describe)
O DoT Reportable Quantity N 5 0 Part 2-4
O DoT Unit of Issue A/N 5 0
O Packing Group A 3 0 Part 2-4
Emergency Response
O N 4 0 Part 2-4
Guide Page Number
O Edition (YR) N 4 0
Special Handling
O A/N 90 0 Part 2-5
Information
USER for user
knowledge
O Basis For Information A 4 0 Part 2-6
LAB for chemical
analysis
O RCRA Requirements A/N 255 0
Additional RCRA
O A/N 255 0 Part 2-6
Requirements
O Certifier Name A 45 0 Part 2-6
M End of Record Indicator

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AP9.4.4. Chemical Composition Header Format.

A, N Min DRMS 1930

or Field Field Block # Correlating Data
M/O Field Name A/N Length Length Example, Format or Style Elements
Composition A constant of
M A/N 13 13
Subsection Header "beg_comp_sect"
End of Record
M
Indicator

AP9.4.5. Chemical Composition Record Format.

A, N Min DRMS 1930

or Field Field Block # Correlating Data
M/O Field Name A/N Length Length Example, Format or Style Elements
M Chemical Name A 60 2 Part 2-3
Chemical Part 2-3
M A/N 30 1
Concentration
M Chemical Range A/N 30 2 Part 2-3
Chemical Abstract Service Part 2-3
M CAS Identifier A/N 11 2
Number
Underlying
Y for Yes; N for No; or
M Hazardous A/N 1 1
Blank
Constituent
End of Record
M
Indicator

AP9.4.6. Chemical Composition Trailer Format.

Min
A, N Field
M/O Field Name Field Example, Format or Style
or A/N Length
Length
Composition
M A/N 13 13 A constant of “end_comp_sect”
Subsection Trailer
M End of Record Indicator

AP9.4.7. EPA Waste Number Header Format.

Min
A, N Field Field
M/O Field Name or A/N Length Length Example, Format or Style
EPA Waste No
M A/N 12 12 A constant of “beg_ewn_sect”
Subsect Header

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End of Record
M
Indicator

AP9.4.8. EPA Waste Number Record Format.

A, N Min
or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M EPA HW Number A/N 4 4 EPA HW Number i.e. D001
M EPA Units A/N 5 2
M End of Record Indicator

AP9.4.9. EPA Waste Number Trailer Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
EPA Waste No
M A/N 12 12 A constant of “end_ewn_sect”
Subsection Trailer
End of Record
M
Indicator

AP9.4.10. WPS Section Trailer Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M WPS Section Trailer A/N 12 12 A constant of "end_wps_sect"
End of Record
M
Indicator

AP9.4.11. DTID Section Header Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M DTID Section Header A/N 12 12 A constant of "beg_dtid_sect"
End of Record
M
Indicator

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AP9.4.12. DTID Record Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M Federal Supply Class N 4 4
NIIN/Local Stock
M A/N 9 9
Number
O Additional Data A/N 2 0
M Document Number A/N 15 14 Disposal Turn In Document Number
M Unit of Issue A 2 2
M Issued Quantity N 7 1
Disposal Authority M=Approved, N=Not Reqd.,
O A 1 0
Code R=Auth. Received
“W” for hazardous and non-regulated
waste, “M” for hazardous material, and
Hazardous “N” for usable property, “P” for
M A 1 1
Waste/Material Code Special Services request, and “S” for
scrap property turn-ins to DLA
Disposition Services Field Office
M Issue Unit Price N 5.2 1 NNNNN.NN (Acquisition Unit Price)
M Item Nomenclature A/N 60 2
Supply Condition
M A 1 1
Code
Demilitarization
M A 1 1
Code
Accumulation Start
O N 7 0 Julian Date i.e. 1994320
Date
Waste Profile Sheet
O A/N 20 5
Number
O MSDS Number A/N 15 0
Only used for property received at the
Receipt Manifest DLA Disposition Services Field Office
O A/N 17 0
Number from an off-site facility. Put in the 12
digit EPA Manifest Number.
O Type of Container A/N 60 0
Disposal Total
O N 6 0
Weight/Volume
P= Pounds, T= Short Tons (2000 LB),
Disposal Total G= Gallons, Y= Cubic Yards,
O A 1 0
Weight/Volume Unit K= Kilograms, M= Tonnes (1000KG),
L= Litres, C= Cubic Meters
O Organization Code A/N 6 0

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Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
O Building A/N 6 0
i.e. Motor Pool, Spill Residue,
O Type Operation A/N 60 0
Degreasing etc.
M Contact Name A 18 4
M Contact Phone A/N 21 4
Waste Description
O A/N 60 0
Line 1
Waste Description
O A/N 60 0
Line 2
Waste Description
O A/N 60 0
Line 3
Waste Description
O A/N 60 0
Line 4
O Contract Number A/N 13 0
O HIN A/N 6 6
M Total Disposal Cost N2 5.2 4 NNNNN.NN
M Fund Code A/N 2 2
O Bill to DoDAAC A/N 6 0
O Pickup DoDAAC A/N 6 0
Number of
O N 4 0 Count of containers in DTID
Containers
End of Record
M
Indicator

AP9.4.13. DTID Container Header Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
Container Subsection
M A/N 13 13 A constant of "beg_cont_sect"
Header
End of Record
M
Indicator

AP9.4.14. DTID Container Record Format.

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Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M Document Number A/N 15 1 Disposal Turn In Document Number
M Container Number A/N 15 1 Alias "Drum Number"
Storage Location
O A/N 16 0 Location within the building
Code
Container
O N 6 0
Weight/Volume
Accumulation Start
O N 7 0 Julian Date i.e. 1994320
Date
End of Record
M
Indicator

AP9.4.15. DTID Container Trailer Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
Container Subsection
M A/N 13 13 A constant of "end_cont_sect"
Trailer
End of Record
M
Indicator

AP9.4.16. DTID EPA Waste Code Header Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
EPA Waste Code
M A/N 16 16 A constant of "beg_dtidepa_sect"
Subsection Header
End of Record
M
Indicator

AP9.4.17. DTID EPA Waste Code Record Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M Document Number A/N 15 14 Disposal Turn In Document Number
DTID EPA Waste
M A/N 4 4 EPA waste code for DTID
Codes

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End of Record
M
Indicator

AP9.4.18. DTID EPA Waste Code Trailer Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
EPA Waste Code
M A/N 16 16 A constant of "end_dtidepa_sect"
Subsection Trailer
End of Record
M
Indicator

AP9.4.19. DTID State Waste Code Header Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
State Waste Code
M A/N 16 16 A constant of "beg_dtidsta_sect"
Subsection Header
M End of Record
Indicator

AP9.4.20. DTID State Waste Code Record Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M Document Number A/N 15 14 Disposal Turn In Document Number
DTID State Waste
M A/N 10 4 State waste code for DTID
Codes
End of Record
M
Indicator

AP9.4.21. DTID State Waste Code Trailer Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
State Waste Code
M Subsection Trailer A/N 16 16 A constant of "end_dtidsta_sect"

AP9-13 APPENDIX 9
 DLM 4000.25, Volume 2, April 29, 2016
Change 7
End of Record
M Indicator

AP9.4.22. DTID Section Trailer Format.

Min
A, N or Field Field
M/O Field Name A/N Length Length Example, Format or Style
M DTID Section Trailer A/N 13 13 A constant of "end_dtid_sect"
End of Record
M
Indicator

AP9-14 APPENDIX 9
 DLM 4000.25, Volume 2, October 23, 2015
Change 6

AP10. APPENDIX 10
MILSTRAP LEGACY TRANSACTIONS
The authoritative source for MILSTRAP legacy transactions is DLM 4000.25-2,
MILSTRAP. The transactions are available on the DLMS IC page.

Document
Identifier TITLE
Code(s)
Introduction Introduction
D4_ Materiel Receipt - Procurement Instrument Source
D6_ Materiel Receipt - Other Than Procurement Instrument Source
D7_ Issue
D8_, D9_ Inventory Adjustment - Increase or Decrease
D8E, D8F, Inventory Adjustment - Increase or Decrease (Logistics Transfer/
D9E, D9F Capitalization/Decapitalization)
D8S, D9S Inventory Adjustment - Increase or Decrease (Ownership Transfer)
DA1, DA2 Single Managed Conventional Ammunition Freeze/Unfreeze Action
DAC, DAD Inventory Adjustment - Dual (Condition/Purpose Transfer)
DAS Inventory Adjustment - Dual (Ownership Transfer)
DD_ Due-In - Procurement Instrument Source
DEE, DEF Logistics Transfer/Decapitalization
DF_ Due-In - Other Than Procurement Instrument Source
DG_ Backorder
DHA Demand
DJA Physical Inventory Request
DLA Logistics Transfer/Decapitalization Follow-up
DLB Reply To Logistics Transfer/Decapitalization Follow-up
DLC Logistics Reassignment Delinquent Due-In Follow-Up
DLD Logistics Reassignment Delinquent Due-In Response
DLE Logistics Reassignment Due-In Reconciliation Request
DLF Logistics Reassignment Due-In Reconciliation Response
DLS Logistics Reassignment General Management Data

AP10-1 APPENDIX 10
 DLM 4000.25, Volume 2, October 23, 2015
Change 6
Document
Identifier TITLE
Code(s)
DLT Logistics Reassignment Backorder and Demand Data
DLU Logistics Reassignment On-Hand Asset Data
DLV Logistics Reassignment Due-In Asset Data
DLW Logistics Reassignment Contract History Data
DLX Logistics Reassignment Technical and Quality Data
DM_ War Materiel Requirements Data
DRA, DRB Materiel Receipt Acknowledgment
DRF Follow-Up For Delinquent Materiel Receipt Acknowledgment
DSA Small Arms Multi-Field Corrections
DSB Small Arms Mass Stock Number Change
DSC Small Arms Correction
DSD Small Arms Receipt/Shipment Follow-Up
DSF Small Arms Reconciliation/Reject Follow-Up
DSM Weapon Serial Number Control
DSR Small Arms Reconciliation/Reject
DU_ Pre-Positioned Materiel Receipt - Procurement Instrument Source
DW_ Pre-Positioned Materiel Receipt - Other Than Procurement Instrument
Source
DXA Materiel Receipt Follow-Up - Procurement Instrument Source
DXB Materiel Receipt Follow-Up - Other Than Procurement Instrument
Source
DXC Reply To Materiel Receipt Follow-Up - Procurement Instrument Source
DXD Reply To Materiel Receipt Follow-Up - Other Than Procurement
Instrument Source

DYA, DYB, Special Program Requirement Request

DYL, DYM
DYC Special Program Requirement Cancellation
DYD Special Program Requirement Modifier
DYG Special Program Requirement Substitute Item Acceptance
DYH Special Program Requirement Substitute Item Rejection
DYJ Special Program Requirement Follow-Up

AP10-2 APPENDIX 10
 DLM 4000.25, Volume 2, October 23, 2015
Change 6
Document
Identifier TITLE
Code(s)
DYK Special Program Requirement Status
DZ9 Status Notification Transaction
DZA Asset Status
DZB Storage Item Data Correction/Change
DZC Logistics Reassignment Storage Information
DZD Logistics Reassignment Storage Information Reply
DZE Asset Status Reporting Request
DZF Asset Status Reporting (Base, Post, Camp, and Station Level Use)
DZG Transaction Reject
DZH Location Reconciliation Request
DZJ Transaction History Request
DZK Transaction History Transmittal
DZM End of Day Transaction Count
DZN Location Reconciliation Notification
DZP Location Reconciliation History Notification

AP10-3 APPENDIX 10
 DLM 4000.25, Volume 2, June 16, 2015
Change 5

AP11. APPENDIX 11.

CORRELATION OF MILSTRAP LEGACY DIC
FUNCTIONALITY TO DLMS IMPLEMENTATION
CONVENTION CODING
AP11.1. This appendix provides a user aid for Military Standard Transaction Reporting
and Accountability Procedures (MILSTRAP). The aid consists of correlation tables
between MILSTRAP legacy document identifier code (DIC) series, (e.g., D4_, D6_,
D7_, etc.) and DLMS implementation conventions (IC), which provide general functional
equivalency between each MILSTRAP DIC and DLMS IC. In addition to identification of
the DIC/DLMS basic cross-references, physical location of the applicable transaction
type code(s) within each DLMS IC and clarifying information required to define a valid
correlation are provided:

AP11.2. Correlation of MILSTRAP legacy DIC Functionality to DLMS Transactions

(legacy DIC Sequence)

Correlation of MILSTRAP DIC Functionality to DLMS Transactions:

http://www.dla.mil/Portals/104/Documents/DLMS/eApplications/LogDataAdmin/MILSTR
AP_DI_Code_Function_DI_Code_sequence.doc

AP11.3. Correlation of DLMS Transaction to MILSTRAP legacy DIC Functionality

(DLMS Sequence)

Correlation of DLMS Transaction to MILSTRAP DIC Functionality:

http://www.dla.mil/Portals/104/Documents/DLMS/eApplications/LogDataAdmin/MILSTR
AP_DI_Code_Function_InDLMSsequence.doc

AP11-1 APPENDIX 11
 DLM 4000.25, December 14, 2016
Change 8

AP12. APPENDIX 12
MATERIEL RECEIPT ACKNOWLEDGMENT REPORT
BUSINESS RULES
AP12.1. Materiel Receipt Acknowledgement Report – Business Rules

AP12.2. Background.

AP12.2.1. MRA reports show shipments and the percentage of shipments for
which the DAAS receives and does not receive the associated MRA transactions.
Qualifying Shipments included in the report are determined by the date released to
carrier (recorded at DLA Transaction Services) plus 25 calendar days to
accommodate the 17 calendar days MRA reporting period and the 10 calendar days
MRA follow-up response timeframes (if CONUS); or plus 43 calendar days to
accommodate the 34 calendar days MRA reporting period and the 10 calendar
days MRA follow-up response timeframe (if OCONUS – Transportation
Category 1 or 2); or plus 90 calendar days to accommodate the 81 Calendar days
MRA reporting period and the 10 calendar days MRA follow-up response timeframe
(if OCONUS – Transportation Category 3).1 Security assistance program
requisitions are not captured for inclusion in LMARS or MRA Reports based on the
Security Cooperation Implementing Agency code in the first position of the document
number.

AP5.12.2.2. The MRA report is created at the end of each month to reflect
the MRA transactions as received/not received in the preceding month.
Receipt of an MRA citing Discrepancy Code B or F updates the Logistics
Metrics Analysis Reporting System (LMARS) reports to reflect the current
status of MRA transactions received. The MRA Reports are created monthly
and reflect the MRA data at the end of the month and will not be adjusted
retroactively when an MRA is submitted following receipt of materiel after an
MRA citing Discrepancy Indicator Code B or F is received.

AP12.3. TRANSACTIONS

AP12.3.1. Transactions identified in the MRA Business Rules by DLMS

Transaction and Legacy Document Identifier Code (DIC)

AP12.3.1.1. The Requisition transaction is identified by the DLMS 511R

by beginning segment (1/BR02/020 Code A0). This transaction provides the

1
Per DLM 4000.25, Chapter 10, the reporting period is defined as 17 calendar days for CONUS; 34
calendar days for OCONUS Transportation Category 1 and 2 shipments; and 81 calendar days
for OCONUS Transportation Category 3 shipments. The follow-up response timeframe for both is
10 days. Refer to ADC 1114.

AP12-1 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
functionality of MILSTRIP legacy Document Identifier Codes (DIC) A01, A02, A04,
A05, A07, A0A, A0B, A0D, and A0E.

AP12.3.1.2. The Requisition Follow-up transaction (process as requisition

if original requisition not received) is identified by the DLMS 869F by the beginning
segment (1/BSI08/020 Code IN). This transaction provides the functionality of
MILSTRIP legacy DIC AT1, AT2, AT4, AT5, AT7, ATA, ATB, ATD and ATE.

AP12.3.1.3. The Requisition Modification transaction (process as

requisition if original document not received) is identified by the DLMS 511M by
beginning segment (1/BR02/020 Code AM). This transaction provides the
functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and
AME.

AP12.3.1.4. The Passing Order transaction is identified by the DLMS

511R by beginning segment (1/BR02/020 Code BM). This transaction provides the
functionality of MILSTRIP legacy DIC A31, A32, A34, A35, A37, A3A, A3B, A3D, and
A3E.

AP12.3.1.5. The Referral Order transaction is identified by the DLMS

511R by beginning segment (1/BR02/020 Code BN). This transaction provides the
functionality of MILSTRIP legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D, and
A4E. The exception is where Distribution Code 2 or 3 is present to indicate the
transaction is; 2 – lateral redistribution of consumable, or 3 – repairable assets.

AP12.3.2. Service Specific Transactions

AP12.3.2.1. The Requisition Image transaction is identified by the DLMS

511R by beginning segment (1/BR02/020 Code A0 or BN and 1/BR06/020 Code FI).
This transaction provides the functionality of DLA, Air Force, and GSA unique legacy
DIC CH1 and CHA. This transaction is used where the original transaction has
bypassed the normal DAAS transaction flow.

AP12.3.2.2. The DLA post-post issue from forward stock at recruit training
centers is identified by the DLMS 867I by beginning segment (1/BPT04/20 Code 01).
This transaction provides the functionality of MILSTRAP legacy DIC D7_.

AP12.3.2.3. The Image of an Activated Prepositioned Requisition (Army)

is identified by the DLMS 511R by beginning segment (1/BR02/020 Code A0 and
1/BR06/020 Code FI). This transaction provides the functionality of Army unique
transaction DIC BE9 (Image of an Activated Pre–Positioned Requisition). This
transaction is created by the Army National Inventory Control Point/Service Item
Control Center (NICP/SICC) at the same time a pre-positioned requisition in support
of Operation Plans, or mobilization station/training base installation requirements is
released. The transaction is forwarded to the requisitioner (routed by DAAS), and is

AP12-2 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
used by the requisitioner to establish a due-in record for receipt processing of
materiel issued by the NICP/SICC from processing of a pre-positioned requisition.2

AP12.3.3. Original Source Transaction Is An Equivalent A5_Materiel Release

Order (MRO)

AP12.3.3.1. The MRO is identified by the DLMS 940R by the shipping

order identification segment (1/W0506/0200 Code NA). This transaction provides
the functionality of MILSTRIP legacy DIC A51, A52, A54, A55, A57, A5A, A5B A5D,
and A5E.

AP12.3.3.2. The Lateral Redistribution Order is identified by the DLMS

940R by the shipping order identification segment (1/W0506/0200 Code NI and
1/W0507/0200 Code RG). This transaction provides the functionality of MILSTRIP
legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D, and A4E with Distribution
Code 2 or 3 present to indicate the transaction is a lateral redistribution of
consumable or repair assets.

AP12.3.3.3. The DLA Post-Post Directed Material Release Order (MRO)

(Requisition) is identified by the DLMS 511R by beginning segment (1/BR02/020
Code A0 and 1/BR06/020 Code J). This transaction provides the functionality of the
DLA unique transaction C0A/C01).

AP12.3.3.4. The DLA Post-Post Directed MRO (Referral) is identified by

the DLMS 511R by beginning segment (1/BR02/020 Code BN and 1/BR06/020
Code J). This transaction provides the functionality of the DLA unique transaction
CQA/CQ1).

AP12.3.3.5. The Army Offline MRO Image is identified by the DLMS 940R
by the beginning segment (1/W0506/0200 Code NA, and 1/W0507/0200 Code FI).
This transaction provides the functionality of the Army unique transaction B99.

AP12.3.3.6. Intra Navy Issue (MRO) is identified by the DLMS 940R by

the beginning segment (1/W0506/0200 Code NA). This transaction provides the
functionality of the Intra Navy use of MILSTRIP DIC A4. The Intra Navy A4_ does
not have a Distribution Code of 2 or 33 however it is treated as an MRO. The other
transaction used in the Navy Issue (MRO) scenario is identified by the DLMS 867I
by the beginning segment (1/BPT04/20 Code 01). This transaction provides the

2
The Army advised that with the transition to Army LMP, this functionality is not currently in use, but the
DAAS processing rules should be retained for potential future use.
3
Standard A4_ transaction with a Distribution Code = 2 or 3 is treated as a lateral redistribution order.
Navy A4_ is treating this A4_ as an MRO and not a requisition, thus a special rule is required so LOTS
can flag appropriately. The internal rule in LOTS for categorizing these D7s is: If there is no other
requisition DIC equivalent as defined in decision blocks 2 and 3, then flag the D7 as a requisition
equivalent; if there is a requisition equivalent, but no traditional MRO, then treat the D7 as an MRO; if
there is a requisition equivalent and MRO equivalent, but no shipment status, then treat the D7 as
shipment. Summary: Navy – No Shipment; D7_ is a shipment; No MRO, D7_ is an MRO; No Reqn, D7_
is a Requisition.

AP12-3 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
functionality of the Intra Navy use of MILSTRIP legacy DIC D7_. These two
transactions are primarily from Navy Enterprise Resources Planning (ERP) to
Commercial Asset Visibility (CAV) sites to issue A condition materiel from a CAV
site.

AP12.3.3.7. Air Force Redistribution Order (RDO) is identified by the

DLMS 940R by the beginning segment (1/W0506/0200 Code NI). This transaction
provides the functionally of the MILSTRIP legacy A2_. This Air Force RDO is
generated only for AF wholesale (owned) assets that are being shipped to another
DSS storage site or being sent to an Air Force site for storage. If no record of the
RDO (no shipment suspense or RDO/Referral suspense record then the Air Force
will use an RDO Follow-Up identified by the DLMS 940R by the beginning segment
(1/W0506/0200 Code NI and 1/W0507/0200 Code 82). This transaction provides
the functionality of the Air Force Unique BF7 transaction. The Air Force system will
reformat BF7 as an A2_ and either ship or create a B7_ (Denial). For issues to
depot maintenance, the A5_ is sent to DSS. 4

AP12.4. MRA Business Rules derived from the MRA Decision Tree. The following
list identifies the decision blocks and key transactions and business rules used to
identify the presence of a requisition or MRO type transactions to determine MRA
Report eligibility. The decision blocks identify transactions unique to Component
specific processes. Figure AP12. F1 is a graphical version of the MRA Decision
Tree.

Decision Block 1. Is the Source of Supply a wholesale ICP? There must be a

Wholesale ICP in the To_RIC of the Requisition or the From_RIC of the MRO. 5 The
authoritative list of wholesale ICPs is found on the LMARS master data record, available
on the DLMS Website.

a. If No, terminate MRA decision tree (No MRA Required)

b. If Yes, proceed to Decision Block 2

Decision Block 2. Is the original source transaction a requisition, requisition

modification, or requisition follow-up transaction? This business rule applies to all
Services/Agencies.

a. If Yes, proceed to Decision Block 6 to determine if there is an associated

shipment status from a wholesale ICP. Note: If there is no associated shipment status,
there is no MRA tracking for that transaction.

4
Some of the Air Force A2_, BF7 process was identified in ADC 405 to support ECSS development.
5
DLA Transaction Services records the ICP (To RIC) for requisition type transaction, passing, referral and
redistribution order transactions. When an MRO type transaction is received, the ICP is re-recorded and
the From RIC is used. If and MRO is received by DLA Transaction Services, unless they receive a denial,
the recorded ICP is never changed. A denial and new MRO will change the ICP.

AP12-4 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
b. If No, proceed to Decision Block 3

Decision Block 3. Is the original source transaction a passing order or referral order,
where the Distribution Code does not equal 2 or 3 in the first position?6 This business
rule applies to all Services/Agencies.

a. If Yes, proceed to Decision Block 6 to determine if there is an associated

shipment status from a wholesale ICP

b. If No, proceed to Decision Block 4

Decision Block 4. Is the original source transaction one of the following

Service/Agency-specific transaction types? These transactions are functioning similar
to a requisition.

a. Army: Activated Prepositioned Requisition citing Service/Agency Code A, C

or W in the first position of the document number

b. DLA: Requisition Image CONUS or OCONUS?

c. DLA: Post-Post issues (D7_) from forward stock at recruit training centers?

d. GSA: CH1, CHA (image transactions)?

i. If Yes, proceed to Decision Block 6 to determine if there is an

associated shipment status from a wholesale ICP

ii. If No, proceed to Decision Block 5

Decision Block 5. Is the original source transaction an MRO or equivalent

transaction?

a. All Services/Agencies: MRO or Lateral Redistribution Order citing Distribution

Code 2 or 3 in the first position

b. DLA ICPs: Post-Post Directed MRO (Requisition)7

c. Army: Offline MRO Image

d. Navy: Intra-Navy Issue (MRO)

6
Distribution Code:
2 – For use by IMMs to identify transactions associated with lateral redistribution of DoD consumable
assets.
3 – For use by IMMs to identify transactions associated with lateral redistribution of DoD reparable
assets.
7
DLA will not generate an A5_ unless it is for a customer requisition.

AP12-5 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
e. Air Force: RDO and RDO Follow-Up 8

i. If Yes, proceed to Decision Block 6 to determine if there is an

associated shipment status from a wholesale ICP

ii. If No, terminate MRA decision tree (No MRA Required)

Decision Block 6. Is there a shipment status from a Wholesale ICP? The

authoritative list of wholesale ICPs is found on the LMARS master data record,
available on the DLMS Website.

a. If No, terminate MRA decision tree (No MRA Required)

b. If Yes, proceed to Decision Block 7 to determine if any additional MRA

exclusions apply

Decision Block 7. Do any of the following exclusions apply?

a. Requisition DoDAAC or the ship-to DoDAAC is GSA or FEDSTRIP

b. Security Cooperation Implementing Agency code B, D, I, K, P or T in the

first position of the document number

c. DoDAAC in document number begins with HX

d. Distribution Code is 9 in first position indicating the requirement is for DLA

Disposition Services

e. Non-ICP/IMM Directed Inter-Service Lateral Redistributions. ADC 1062

established procedures to support Non-ICP/IMM Directed Inter-Service Lateral
Redistributions.9

i. If No, proceed to Decision Block 8 to determine if a follow-up for

delinquent MRA was sent by the wholesale ICP

ii. If Yes, terminate MRA decision tree (No MRA Required)

Decision Block 8. Did the ICP generate a follow-up for delinquent MRA transaction
(DRF) within the required time limit?10

a. If Yes, track for Receipt of MRA Transaction

8
Air Force BF7 was only used between D035A and SBSS (ILS-S and base retail). It is an RDO follow-up
to the shipping activity. Air Force plans to continue using A2_ and has no plan to convert to A5_.
9
See ADC 1062 – Non-Inventory Control Point/Integrated Materiel Manager (ICP/IMM)-Directed Inter-
Service Lateral Support via Retail Level Passing Order.
10
See ADC 1087 – Revise Materiel Receipt Acknowledgement (MRA) Report Selection Criteria to Reflect
the MRA Process Exclusion for Receipt Transaction Reporting.

AP12-6 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
b. If No, No MRA Tracking required

AP12.5. Requirements for Generating MRA Reports

AP12.5.1. Data Included in Reports

AP12.5.1.1. The initial rule for reports that must be met is the document
numbers that yielded the requirement for MRA Tracking are based on the business
rules identified in the MRA Decision tree (Enclosure 3).

AP12.5.1.2. If Signal Code = J, K, L or M, then the Supplementary

Address (SUPPADD) is considered the Ship-To DoDAAC. If signal Code = A, B, C,
or D, then the activity address code in the document number is the Ship-To
DoDAAC.

AP12.5.1.3. Parsing the data by Service/Agency is determined by the

Service/Agency code in the first position of the document number.
Source: LMARS Table H – Service and/or Report Affiliation.

AP12.4.1.4. Location (CONUS/OCONUS) is determined by the Ship-To

DoDAAC. The CONUS/OCONUS is obtained from the Combatant Command
(COCOM) designation in the DoDAAC file and stored in the LMARS/Logistics
Response Time (LRT) file.

AP12.5.1.5. Direct Vendor Delivery (DVD). DVD is identified one of two

ways:

AP12.5.1.5.1. Supply Status DLMS 870S beginning segment

(1/BSR01/20 Code 5). This transaction provides the functionality of MILSTRIP
legacy DIC AB1, AB2, AB3, and AB8.

AP12.5.1.5.2. Supply Status DLMS 870S beginning segment

(1/BSR01/20 Code 4 and logistics qualifier (2/LQ01/330 Code 81) citing Status Code
BV or BZ. This transaction provides the functionality of MILSTRIP legacy DIC AE1,
AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

AP12.5.1.6. Dollar Value is determined by multiplying the unit price on the

Source of Supply field by the quantity in the requisition.

AP12.5.1.7. Suffixed document numbers are treated as individual

requisitions and MRA is applied using the 15 position document number, if present.
If no match, a match is made on the 14-position document number and quantity.

AP12.5.1.8. Split/Partial Shipments

AP12.5.1.8.1. Existing Business Rule. Split Shipments at the

distribution center (multiple TCNs), the first receipt will be counted as the receipt.

AP12-7 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
AP12.5.1.8.2. Revised Business Rule. DLM 4000.25, Volume 2,
C10.2.6. Acknowledgement of Split or Partial Shipments. When a shipped line item
(requisition document number and suffix code) is consigned as a split or partial
shipment, submit an MRA for the shipment segments as they are received. The split
or partial shipment codes are part of the transportation control number (TCN)
structure in accordance with DTR 4500.9-R, Defense Transportation Regulation.
Accordingly, reporting activities must include the TCN in the MRA transaction when
it is available (ADC 247). If the total quantity for the shipped line item is not received
by the due-in date, report the missing quantity, citing Discrepancy Indicator Code F,
in accordance with the guidance in the MRA transaction.

AP12.5.2. Categories of Reports. Existing DLA Transaction Services

documentation requires update to remove descriptions for reports that were
removed by previous ADCs. (MRA04 (ADC 1086 (Reference 3.h.)), MRA05,
MRA06, and MRA31 (ADC 482).

AP12.5.3. Invalid, Y-Series, or clear-text exception Ship-To. Existing DAAS

edits should prevent successful processing of transactions containing invalid or Y-
Series ship-to values. However, if successfully processed, these shipments will be
counted against the requisitioner’s DoDAAC (ADC 482). 11 In no ship-to DoDAAC is
associated with the exception address, these shipments will be counted against the
requisitioner’s DoDAAC.

AP12.6. Figure AP12.F1 shows a graphic representation of the MRA Report

business rules identified in the previous sections.

11
Existing requisition edits are addressed in Chapter 4, Table C4.T4, Requisition Processing and Related
Actions, and the DoDAAC authority code edits identified in Chapter 4, paragraph C4.10.2. Table
C4.T3. DoDAAC Authority Codes.

AP12-8 APPENDIX 12
 DLM 4000.25, December 14, 2016
Change 8
Figure AP12.F1. MRA Report Business Rules
Capture Shipments out of Wholesale Assets that Qualify for MRA Reporting
Update MRA Business Rules/Report Logic to require the presence of a requisition or MRO type document to determine MRA report eligibility1

4
2 3
Service Specific:
1 All: All:
Is the initial supply
SoS = Is the initial supply Is the initial supply
transaction one of the following?
Wholesale ICP? Yes transaction a No transaction an A3_ or No
Army: BE9, (RP30 = A, C, W)
(Refer to master requisition? A4_? 2
DLA: CH1, CHA, D7_
list) A0_, AT_ or (and not 2 or 3
Air Force: CH1, CHA
AM_ in RP54)
GSA: CH1, CHA
LMARS processes first to
look for a valid SoS in either
the Requisition or MRO.

No
Yes Yes
Yes

7
5
Do any of the Following
3 Is the
Exclusions Apply?
Initial supply transaction
Reqn or Ship-To DoDAAC = GSA or 6
an equivalent A5_MRO?
FEDSTRIP Is there Shipment
All: A5_ (except A5J) and
FMS docs start w/B, D, I, K, P or T Yes Status (from a Yes
A4_ with 2 or 3 in RP54
Shipment to state, civil or Federal Agencies Wholesale ICP)?
DLA ICPs: C0_, CQ_
Shipments of FF&V (DIC AS_)
4 Intra Navy: A4_, D7_
DoDAAC begins with HX 4
Yes Air Force: A2_, BF7
Distribution Code = 9_
Army: B99

No MRA
tracking No

No

8
Did the ICP
Generate a Follow-Up
For Delinquent MRA transaction No MRA
No No
(DRF) within the require time limit? tracking
(Intra-Component
shipments)
PDC1087
1
This will eliminate redistribution orders from being included in MRA Reports
2
DLA post-post issues (D7_) from forward stock at recruit training centers
Yes 3
Exclusions noted in DLA Transaction Services Business rules from 2/2003
and clarified in PDC 1088
4
Track for AF uses A2_ as an equivalent MRO, no plans to change to A5_.
Receipt of MRA Key: Blue text = Proposed new selection criteria.
Transaction
Gaps
Offline DLA processes for Subsistence, Medical; and
Maintenance Repair and Operations. These are known
MRA gaps because no shipment status is created.

A2 – Redistribution Order (RDO), A3 – Passing Order, A4 – Referral Order, Lateral Redistribution Order (LRO),
A5 – Materiel Release Order (MRO), A5J – Materiel Release Order, Image Transactions – (CH_), Post Post (CO_, CQ_ ).

Revised: October 31, 2014 (Corrected text in Step 7 to add “Reqn or Ship-To DoDAAC and remove associated footnote).

AP12-9 APPENDIX 12