DLMSO

MEMORANDUM FOR: SEE DISTRIBUTION

 

SUBJECT: Approved DLMS Change (ADC) 64, Flexibility in Annual Location 

Reconciliation Scheduling (Staffed by PDC 77, Supply/MILSTRAP)

This forwards an approved change to DoD 4000.25-M, Defense Logistics 

Management System (DLMS) and DoD 4000.25-2-M, Military Standard Transaction 

Reporting and Accounting Procedures (MILSTRAP). Flexible scheduling of annual 

location reconciliation is optional based uponComponent agreement, accordingly this 

change allowing for such flexibility is effective immediately. 

 Addressees may direct questions to the DLMSO point of contact Ms. Mary Jane 

Johnson, 703-767-0677, DSN 427, email: maryjane_johnson@hq.dla.mil. Others 

must contact their Component designated Supply Process Review Committee 

representative (refer to: http://www.dla.mil/j-6/dlmso/Committees.)

JAMES A. JOHNSON

Director

Defense Logistics Management

Standards Office

Attachment

 

DISTRIBUTION:

SUPPLY PROCESS REVIEW COMMITTEE:

USA AMCLG-SM/CASCOM ISD GSA FCSI

USN NAVSUP 4C2B6/NAVICP M0411 FAA AFZ 500

USAF AFMC LGIA/HQSSG ILSPR NIMA ST D 101

USMC LPC-3 DAASC DSDC SSL

DLA J-3322/J-3331 DSCA PPP

DTRA CSNLCM

 

cc:

ADUSD(L)SCI

NSA S711

USCG G SLP

Joint Physical Inventory Working Group (JPIWG)
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ADC 64

Enclosure

APPROVED DLMS CHANGE (ADC) 64

Flexibility in Annual Location Reconciliation Scheduling

1. ORIGINATOR:

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO).

b. Originator: Mary Jane Johnson, MILSTRAP System Administrator and Chair,

Joint Physical Inventory Working Group (JPIWG), 703-767-0677, DSN 427-0677, 

Email: MaryJane_Johnson@hq.dla.mil. .

2. FUNCTIONAL AREA: Supply

3. REQUESTED CHANGE

a. Title: Flexibility in Annual Location Reconciliation Scheduling. 

b. Description of Change: 

(1) Allow owner/managers and Storage Activities to negotiate documented 

flexible agreements for conducting location reconciliation any time during the fiscal year so long 

as location reconciliation is accomplished annually at all activities. Provides more flexibility than 

current requirement that all reconciliation be accomplished on a single date for each 

Component.

(2) Removes current requirement for a transmission date by the 15th of the 

month, for those reconciliations prepared by the 2

nd Tuesday of the month. Rationale: Per 

Navy and DLA JPIWG representative comments, once an application program generates the 

transactions they should be exited. There would be no reason to hold them, and no reason to 

specify a transmission date.

c. Procedures:

(1) Revise DoD 4000.25-2-M, MILSTRAP, Chapter 7, paragraph C7.6.2 

Location Reconciliation, sub-paragraph C7.6.2.3.3 as follows:

“C7.6.2.3.3 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 following schedule: and transmitted prior to the 15th day of the scheduled 

month.
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ADC 64

Encl

Service or Agency Preparation Date Transmission Date

Army 2nd Tuesday - Jan Jan 15th

Navy 2nd Tuesday - Mar Mar 15th

Marine Corps 2nd Tuesday - May May 15th

Air Force 2nd Tuesday - Jul Jul 15th

Defense Logistics Agency 2nd Tuesday - Sep Sep 15th ”

 

(2) Revise DoD 4000.25-M, Defense Logistics Management System Manual, as 

needed to incorporate change.

4. REASON FOR CHANGE: 

a. Army (Mr. Don Hartzell/Single Stock Fund/DSN 767-0452/Email: 

hartzelld@hqamc.army.mil) contacted the MILSTRAP Administrator/JPIWG Chair to advise 

that Army’s move to a Single Stock Fund capitalizes all the assets above the unit level into the 

wholesale Army Working Capital Fund (AWCF). Army indicated this will add approximately 

520 storage activities as wholesale distribution activities. This presents a problem with 

capacity of communications lines and CPU processing if Army must reconcile all Army sites 

with the IMMCs on the same day. To alleviate this problem, Army recommends allowing for its 

annual reconciliation (called location reconciliation in MILSTRAP) with its own wholesale 

storage activities at any time during the fiscal year, as long as it is conducted at least annually 

with each storage site.

b. During the April 1999 JPIWG meeting, the Navy representative questioned the 

MILSTRAP requirement that location reconciliation request will be prepared on a single 

specific day each year. The JPIWG agreed that flexibility in arranging for location 

reconciliation by agreement between the storage activity and the Components was warranted, 

with a fall back to the specific day cited in MILSTRAP when no such agreement was 

negotiated.

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Provides option for flexibility for negotiated location reconciliation, 

while maintaining the annual requirement cited in MILSTRAP. 

b. Disadvantages. None known.

6. IMPACT: Owner/managers and Storage Activities processing schedules.