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ADC 334 

Attachment 

 

Attachment to ADC 334 

SDR Process for AF Retail Storage Activity Denials 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Agency (DLA)

b. Originator: DLA Tech Quality

2. FUNCTIONAL AREA: Primary: Supply/Logistics.

3. REFERENCES: ALC Requirements Document (Functional Requirements For DLA’S 

Implementation of the BRAC Supply, Storage And Distribution (SS&D)) 

4. REQUESTED CHANGE: 

a. Description of Change: This change documents the process by which the AF will identify a 

supply discrepancy and request credit as the result of storage activity denials (also referred to as 

warehouse refusal) after DLA assumes SS&D functions at the three Air Logistics Centers. The AF 

will submit a DLMS EDI 842A/W SDR to DLA in response to a Distribution Standard System (DSS) 

storage activity denial. This process deviates from standard processing due to the fact that the denial is 

against AF-owned inventory. This change requires identification of the denial document number in 

the SDR using the customer-assigned SDR number field. Updates subsequent to staffing are 

highlighted.

 b. Background: As the result of the 2005 BRAC decision all retail supply, storage and 

distribution functions and associated infrastructure supporting AF industrial/maintenance sites will 

transfer to DLA. The intent of the directive is to significantly improve combat effectiveness while 

reducing costs by developing a world-class, cost-effective supply chain focused on readiness; taking 

every opportunity to eliminate waste, reduce touches, reduce cost and improve readiness. 

 (1) Currently and after SS&D implementation at the ALCs, AF maintenance requests for 

DLA-managed items are processed in the AF D035K system. Maintenance requests carry a 

maintenance (M*) document number. The request is put on backorder and D035K generates a new 

requisition to DLA with an FB* document number. If stock for the requisitioned item is co-located 

with the customer, DSS processes the MRO and shipment confirmation then washes the inventory to 

AF ownership automatically which closes out the FB* requisition and triggers billing in EBS. D035K 

then sources the M* backorder from AF inventory and requests delivery to maintenance. Since 

inventory was washed to AF ownership without a physical pick or validation, it is possible that DLA 

sold material that was not actually in depot inventory. 

 (2) Although the inventory owner typically takes the loss in this situation, the AF requested 

credit in this scenario due to the fact that inventory is only washed to AF ownership for a brief period 

of time in order to source the maintenance backorder in D035K. Additionally, the requirement to 

provide credit for denials was included in the approved AF SS&D Functional Requirements Document 

as follows: “AR shipment confirmation occurs automatically, so the denial transaction will require a 
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ADC 334 

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financial reimbursement to Air Force systems” 

 c. Procedures. 

 (1) Functional procedures: 

 (a) Following normal SDR Document Type 7 (customer originated, depot shipment) 

SDR processes, the 842A/W SDR new report will be processed through WebSDR at DAASC and 

routed to DSS for research and credit recommendation. The SDR document number will be the FB* 

document number originally used by the AF manager for requisitioning the materiel from DLA. Once 

credit has been recommended in DSS, the SDR will be routed to EBS through WebSDR for credit 

approval. There are no special criteria related to an allowable time standard for submission of an SDR 

under this process. 

 (b) To differentiate the AF SDRs in response to warehouse denials for this process in 

DSS and EBS, the M* document number (including the suffix code, if applicable) will also be cited in 

the SDR transaction. This will be the document number used by the AF manager to direct release of 

the AF-owned materiel presumed to be in storage subsequent the depot reported receipt. The materiel 

release order document number is constructed with the AF maintenance site M-series identifier in the 

first six characters of the document number. For the SDR, the M* document number will be carried 

in the customer-assigned SDR number field (Qualifier F8 in the 842A/W). 

 1. Within the DSS, any incoming Document Type 7 with an AF FB* document 

number will be screened for the presence of a customer-assigned SDR number beginning with “M.” If 

found, a system message will be provided to alert depot personnel to validate the SDR by locating the 

depot denial under the identified M* document number. 

 2. EBS captures the M* document number in a field on the “Quality 

Notification,” however, there is no logic tied to this field. Unlike in DSS, there is no document history 

related to the M* document number to match against. 

 3. The customer-assigned control number must be perpetuated to all subsequent 

transactions. It can only be changed by the SDR originator. 

 (c) The quantities passed in the SDR will deviate from the standard convention in 

order to communicate the desired credit correctly. The shipped quantity will be the quantity received 

against the FB* document number (MILSTRAP D6U, Receipt (into inventory as a result of 

requisitioning from another DoD activity) quantity). The quantity received will actually be the 

quantity issued against the M* document number (D6U, quantity minus MILSTRIP A6_, Materiel 

Release Denial, quantity). The discrepant quantity will be the denied quantity against the M* 

document number (A6_ quantity). D035K will be using two discrepancy codes: S4 for total nonreceipt/full denials and S1 for shortages/partial denials. 

 (d) Although SDRs will be communicated in this scenario from D035K to DSS via 

the DLMS 842A/W, replies will be sent back to the AF via email. Emails will be sent from WebSDR 

to the initiating DoDAAC email on file (at FOC, FB2065, FB2039, and FB2029 will be participating). 

An email reply will be provided based upon the depot response (recommendation) under current 

procedures, and a subsequent email reply will be provided based upon the ICP reply (credit 

authorized). No email will be provided to the point of contact identified in the body of the SDR. 
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 (2) Revise DoD 4000.25-M, Volume 2, DLMS Manual, Chapter 17, Supply Discrepancy 

Reporting, as follows:

C17.3.2.6. Overage/Shortage, Nonreceipt, or Duplicate Discrepancies

 (Intervening text not shown) 

 C17.3.2.6.6. SDRs for Air Force Maintenance Denials under BRAC Supply, Storage and 

Distribution (SS&D) Agreement. SDRs resulting from distribution depot denial of an AFdirected release order for inventory previously requisitioned from DLA and receipted into AF 

ownership as the result of a “wash” (issue/receipt in-place), shall be reported to the depot for 

initial action. The SDR shall identify the original requisition document number (under which the 

materiel was purchased from DLA) and the maintenance denial document number (identified by 

the AF maintenance site M-series identifier in the first six characters of the document number). 

The maintenance denial document number shall be carried as the customer-assigned SDR 

number to facilitate depot research. The discrepancy may reported as total non-receipt (total 

denial) or as a shortage (partial denial). DLA shall issue credit based upon the depot 

recommendation and confirmation of prior billing. 

 (3) Revise DS 842A/W as shown in the table below: 

Item 

# 

Location DS 842A/W 

Revision 

Reason 

1. DLMS 

Introductory 

Notes 

Add ADC 334 to DLMS Introductory note 5: 

- ADC 334, Supply Discrepancy Report Process for 

AF Retail Storage Activity Denials (Supply/SDR) 

Identifies DLMS 

Changes included in the 

DLMS Supplement 

2. 2/REF01/700 Revise DLMS note as follows: 

F8 Original Reference Number 

DLMS note: 

1. Use to identify the customer's SDR report number 

when provided separately. 

2. Use to identify the maintenance document 

number/suffix associated with an SDR resulting 

from depot denial under DLA/AF BRAC Supply, 

Storage and Distribution (SS&D) agreement. The 

number is constructed with the M-series 

maintenance site identifier in the first six positions 

of the document number. Refer to ADC 334. 

3. For F8: WebSDR field length = 18 

Clarifies the use of the 

customer SDR number 

in this process. 
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Item 

# 

Location DS 842A/W 

Revision 

Reason 

 2/REF/700 

REF01 

REF03 

Revise DLMS note as follows: 

NN Nonconformance Report Number 

DLMS Note: 

Use to identify the originator's SDR report control 

number. This will be the originator's system 

assigned number. When SDR was originated using 

the DoD WebSDR, this will be the web-generated 

control number. A WebSDR control number will 

also be assigned to transactions during processing. 

Identify the originating system in REF03 (see 

REF03 for values). WebSDR will repeat the REF 

segment if more than one SDR report control number 

is be provided for the SDR; Component applications 

need not repeat all applicable values. 

Description 

DLMS Note: Use to identify the generating-system 

associated with the SDR report control number 

identified in the REF01, e.g., 

 WEBSDR (must use if assigned) 

 ISDR & ADRS ( Distribution Depot 

applications) 

 BSM (indicates DLA EBS), 

 AEPS (Army), 

 NSDRS or PDREP (Navy applications)

 D035K & ESS (AF applications) 

 ILCO (Security Assistance application, 

currently AFSAC only).

Clarification. 

Adds identification for 

AF D035K to be 

implemented under this 

proposal. 

Additionally: 

-Identifies AF 

Enterprise SolutionSupply (ES-S) to be 

implemented July 2009. 

-Removes obsolete 

identification of DLA’s 

Customer Depot 

Complaint System. 

-Identifies ILCO as the 

value used for FMS 

SDRs submitted via 

842A/W by the AFSAC 

SDR portal application 

(SDR-A). 

Note: Maximum field

length for application 

control numbers will be 

published in the DLMS 

Supplement upon 

confirmation. 

Item 

# 

Location DS 842A/R 

Revision 

Reason 

Same as above; all changes posted to report will also be perpetuated to the reply. 

d. DAASC Mapping: No new mapping required, 2/REF01/700=F8 is currently in the DLMS 

842A/W 

 e. Alternatives: 

 (1) 511R: The AF recommended solution was to include the document number that resulted 

in the denial on a new 511R that would either be free issue or result in credit for the original 
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requisition. 

 (2) 527R: The EBS team suggested the use of the 527R DRA with discrepant quantities to 

trigger re-issue of material or provide credit.

5. REASON FOR CHANGE: Requirement agreed to by DLA and the AF and 842A/W was deemed 

to be the most appropriate transaction to meet the requirement. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: EBS and DSS will be able to meet requirement to provide credit to the AF for 

warehouse denials. AF financial issues will be avoided.

b. Disadvantages: There will be two different processes for submission of SDRs associated with 

AF BRAC SS&D: (1) denial SDRs will be submitted as above via D035K, (2) all other discrepancy 

scenarios will be identified by the DSCR detachment working at the distribution depot using DoD 

WebSDR. The Distribution Depot personnel will perform research to ensure separation of 

responsibilities between submitter and responder. 

7. Implementation: 

a. Testing between AF D035K, DSS, DLA EBS via DAAS/DoD WebSDR is scheduled for the 

week of July 20, 2009. 

b. Phased implementation is planned with each ALC to rollout the functionality separately: 

Robins 8/23/2009, Tinker 11/15/2009, Hill 1/31/2010.