1

ADC 240 

DLMS Transactions for Stock Screening 

Request/Reply and Web-Enhanced Stock Screening Requests and SQCRs 

1. ORIGINATOR: DLA/J-3751, phone: DSN 427-2527 / Commercial 703-767-2527

2. FUNCTIONAL AREA: Primary: Supply/Stock Readiness 

3. REFERENCES: DLAI 4145.4 / AR 740-3 / NAVSUPINST 4400.100 / AFJMAN 23-231 / 

MCO 4450.15 (URL: http://www.dla.mil/dlaps/dlai/i4145_4/i4145.4.asp) / DOD 4000.25-M, Vol 

2, Chapter 21, Stock Readiness Program 

4. REQUESTED CHANGE: 

 a. Title: DLMS Transactions for Stock Screening Request/Reply and Web Enhanced Stock 

Screening Requests and SQCRs 

 b. Description of Change: 

(1) This approved DLMS change defines a requirement for new DLMS transactions to be 

used by supply chain owners/managers to request storage sites to perform stock screening actions 

and allow storage sites to reply to the owners/managers electronically. The reply to a stock 

screening request may indicate that stock was screened with quantity and condition of material 

located or that material consistent with the screening criteria was not found. The reply will indicate 

if findings of suspect/defective material will be reported on a Storage Quality Control Report 

(SQCR) (via DD 1225 or electronic DLMS 842SQ transaction) to the material owner. This proposal 

also adds the screening request reference number to the SQCR transaction to establish a link 

between the screening request and the resulting SQCR. 

(2) This change is proposed for initial implementation between DLA Enterprise Business 

System (EBS, formerly BSM) and Distribution Depots (DDs) operating under the Defense Standard 

System (DSS). The intent is that the Military Services incorporate these procedures under DLMS 

modernization. 

(3) Non-DLMS material owners/managers and non-DSS storage locations may also be 

incorporated in these procedures. For longer term planning, this proposal establishes requirements 

for: 

 (a) DAAS conversion processing to convert the DLMS formats for both stock 

screening and SQCRs to e-mail messages for users outside the DLMS. 

 (b) Development of a DAAS-based web tool for creation of the stock screening 

request/reply and SQCR/reply. 

(4) This ADC incorporates comments from the Components. Significant revisions resulting 

from proposed change staffing are highlighted (highlighting colors are significant only to those 

reviewing during update, with latest changes shown in pink). 
2

 c. Background 

(1) The current process used by DLA owners/managers under EBS to request stock 

screening, and for DSS storage depots to provide the results of the stock screening to EBS, is both 

tedious and manual. An EBS material manager initiates the stock screen process in the EBS SAP 

application by creating a stock screen task and assigning the task to the Defense Distribution Center 

(DDC). DDC personnel must manually monitor the stock screening task area in EBS SAP daily. 

When a stock screening task for the DDC appears, the DDC resource must manually work the stock 

screening request by performing research in the DSS system to locate all DLA/DSS depots where 

material pertaining to the stock screen request is stored. The DDC resource then manually creates 

and sends an e-mail message to all applicable DSS depots requesting the depots perform the stock 

screen. DDC stock screening research requested by DLA includes all applicable stored material 

including both DLA-owned and Service-owned (due to concern for defective material which may 

already have been sold to the Service). 

(2) Each DSS depot that receives the emailed stock screen request is responsible for 

performing the screening action. The DSS depot personnel must manually create a stock readiness 

workload inspection. Once the inspection is completed, the depot sends results of the inspection 

back to DDC via an e-mail. The DSS depot will also create and prepare SQCR, as applicable. The 

SQCRs are sent to the DLA EBS material manager via 842SQ DLMS transaction. The DD 1225, 

SQCR, as applicable, is sent to effected Military Service material owners via email or fax. Once all 

the depots have completed and responded with inspection results, DDC manually enters all the 

depots’ inspection results into EBS SAP. The EBS material manager then closes the stock screening 

request in EBS. Currently when the ICP receives the SQCRs from the stock screen, there is nothing 

that systemically ties the e-mailed stock screen request to the SQCRs submitted as a result of the 

stock screen e-mail request. This causes delays and confusion at the ICP in providing disposition on 

matching the SQCRs received to the original stock screen request. This process has been identified 

as obstacle in providing timely results in CSI issues. 

 d. Changes and Procedures: 

 (1) New DLMS 842 transactions to automate stock screening requests and replies from DSS 

storage depots to provide results from the stock screen request. 

(2) When stock screening is needed, the material owner/manager will create an electronic 

stock screening request. 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 material owner/manager will identify material to be screened by 

NSN or part number/cage, and, where applicable, limit screening to specific criteria. The requestor 

will specify the inspection type, and provide detailed instructions for the stock screening request 

(e.g., part numbers, vendor, markings, contract, etc.). Instructions are be defined by specific data 

elements within screening request as supplemented or clarified by narrative remarks. 

(3) The owner/manager will create a suspense date based on the inspection category. Only 

one contract number (optionally including call number and CLIN) and/or vendor may be specified 

per request. The material owner/manager may specify up to five part number/cage 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 (this may be systemically assigned 
3

by the application). This reference number will be perpetuated to the stock screening reply and any 

resulting SQCRs. A document number may also be required to ensure a DOD-wide unique control 

number. The owner/manager will create and transmit a separate transaction for each action and 

information copy recipient (i.e. 28 transactions prepared for 28 DSS depots). The owner/manager 

will identify as the action recipient those DSS storage depots known by the owner/manager to have 

the material in question in storage. An information copy will be reported to all other DSS storage 

depots when screening for defective material previously sold to other Components. This process 

will ensure that all applicable material is screened, to include, for example, DLA-managed material 

that is now owned by the Military Services but suspected of having a critical safety impact. 

(4) Non-DSS sites must also be able to receive and reply to Stock Screening requests. NonDSS sites also need to be able to submit SQCRs (DLA Type 5) via WebSDR or similar web process. 

DLA needs to close the loop on the complaint program for these non-DSS sites. It is imperative that 

these forward sites be able to submit reports and receive responses electronically. Email is option, 

but cumbersome. DLA would prefer the option to submit via WebSDR or similar screens. 

(5) The stock screen request will remain open in the owner/manager application until a reply 

is received from all the “action” depots/storage locations indicating that the stock screening has 

been: completed with no defects; completed with SQCR created; completed with a “no stock” reply. 

An interim reply may be provided under exceptional circumstances with comments to explain. 

When all “action activity” replies have been received, the request will be closed. (Screening replies 

from “information activities” are not a part of this process and will not be accepted as discussed 

below.) 

(6) DSS depots receiving a screening request will proceed with stock screening actions 

regardless of whether the depot was identified for action or information and regardless of who the 

owner is. DSS depots will always send a stock screening reply transaction to the owner/manager for 

depots identified for action. If no stock is stored at a particular depot, the depot will send a “no 

stock” reply where designated for action. 

(7) If DSS finds stock at the depot, DSS will automatically create an inspection workload 

using the data from the stock screening transaction. If the inspection category is ‘’CSI,” DSS will 

automatically freeze the stock. When the inspection is complete, action depots will send a reply to 

owner/manager with the results of the stock screening and close the screening request. Depending 

upon the results of the screening, the reply may indicate the screening is complete with no further 

action required or that a SQCR will follow. The reply will include the reference number from the 

stock screening request to establish the cross-reference. 

(8) No screening reply is prepared by information stock screening request recipients. This is 

true regardless of the results of the screening. However, if defective material is located at a storage 

activity receiving only an information copy, a SQCR will be prepared for the material owner. The 

SQCR will carry the reference number from the screening request. 

(9) When defective material is found as part of the stock screening and disposition is needed 

from the material owner/manager, DSS will create a SQCR using the information from the stock 

screening request (including the reference number from the stock screening request) and results from 

the inspection. Inclusion of the original reference number in the SQCR will allow the 

owner/manager system to match the original stock screen request with the resulting SQCR. For the 
4

DLA owner/manager the SQCR will be sent electronically via DLMS transaction. The SQCR will 

remain open in DSS until disposition is received from the material owner/manager. 

(10) When a depot finds material involved in a stock screen request that is managed by DLA 

but owned by a Military Service, DSS will automatically create a SQCRs for those Military Service 

owners. The SQCRs will be mailed or faxed to the Service material owners by the depots as in 

current process (pending implementation of the DLMS 842SQ, SQCR or DAAS capability to 

convert transactions to e-mail). 

 e. Detailed Requirements: 

(1) The attached data requirements are provided for transaction interface (Enclosure 1, Data 

Element List). 

 (a) The owner/manager request format performs four functions: 

Stock Screen Request for Action (sent to storage locations where material matching 

screening criteria is known to be held) 

• Informational Stock Screening (sent to storage locations where material matching 

screening criteria is not known to be held, but which may hold such material owned by 

other organizations) 

• Cancellation (cancels a previously transmitted request) 

• Additional Comments (identifies a follow-on separate transmission which provides 

clarification of the original request) 

 (b) The storage location reply format performs five functions:

• No Stock Found 

• Stock Screening Completed 

• Interim Reply - Comments Provided (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; when used, the interim 

reply will include estimated date of completion)

• Not Processed - Additional Comments Rejected (additional comments from the 

owner/manager cannot be processed after the screening action has been completed and 

closed) 

• Cancellation (cancels a previously transmitted reply so that a corrected reply may be 

provided) 

(2) The EBS quality notification (QN) number will be used as the screening request 

reference number. Other implementing Components may develop their own unique reference 

number. (The system responsible for assigning the control number will also be identified.) 

In addition to the QN (which is an SAP number), the screening request and reply will perpetuate the 

PQDR Report Number when this is the trigger for the requested screening action. 

 
5

(3) All screening request transactions will be processed through DAASC and will include a 

unique document number (DODAAC of generating activity/current date/unique serial number). The 

document number will be perpetuated to the reply. 

(4) SQCR Cross-Reference. The DLMS 842SQ, SQCR, will be modified to include the 

following note at 2/REF01/0700 to incorporate a cross-reference between the screening request and 

the resulting SQCR. 

YM Resource Screening Reference 

DLMS Note:

Use to perpetuate the reference number (e.g., quality notification number) provided by the owner/manager to identify the stock scree

in the stock screening request which resulted in this SQCR.. 

(5) SQCR Preservation Data Element. Concurrent with this change, the DLMS 842SQ, 

SQCR, and DSS and EBS will be modified to implement the most current packaging policy and the 

requirements in MIL-STD-2073. This specifically includes implementation of the Method of 

Preservation (MOP)/Special Preservation Code. It may be added as optional. When used, it will 

replace the current Level of Preservation and Packaging. 

 

 (a) Remove: Level of Preservation and Packaging is the Military Levels of Packing 

required to an item against specific hazards of storage, transportation, and handling. Codes A or B 

apply. This is a legacy data element which is still used on the SQCR and the DSS print-out of the 

DD 1225. 

 (b) Implement: The DLMS transaction will carry the Method of 

Preservation/Special Preservation Code which was approved for use on the September 2001 version 

of the DD 1225, but was never implemented. Refer to guidance at: 

http://www.dscc.dla.mil/Offices/Packaging/preservation.html

 (c) DLMS Supplement detail: 

 JC Preservation Material Code 

DLMS Note: 

1. Use to indicate the Method of Preservation (MOP)/Special Preservation Code as defined in 

MIL-STD-2073-1D. 

2. This data element is provided as a replacement for Level of Preservation and Packaging. This 

is a future enhancement per DD Form 1225, September 2001. 

 (d) Authorized basic codes are: Code 10, 20, 30 (31,32,33), 40 (41,42,43,44,45), 

50(51,52,53,54,55) and ZZ. Specialized authorized codes are: Code AE, AH, AU, AW, BC, BD, 

BL, DB, DC, DR, DW, EK, GS, GX, HM, JF, JM, KD, KF, KG, KD. 

(6) Material Owner and Manager as separate data fields. Update DSS to allow for 

identification of both the owner and the manager on the SQCR screens. This will facilitate 

generation of electronic transmission of the SQCR to the owner. (The DLMS format identifies the 

material owner as the “To” address, but DSS currently only has visibility of the manager for this 

process.) 
6

(7) DLMS Manual. Replace the DLMS manual, Vol 2, Chapter 21, Stock Readiness 

Program, to update SQCR procedures and incorporate new procedures for stock screening 

(Enclosure 2). 

(8) Type of Inspection Codes. To further improve processing of the new 842C 

transactions and the current 842SQ transaction, the following changes/deletion are made to the Type 

Inspection Codes on the 842SQ transaction are approved and must be implemented in all DLA/DOD 

systems and procedures. The following the list of authorized Type Inspection Codes applicable to 

stock readiness and reporting via the SQCR. Only those codes identified with an asterisk (*) may be 

used on the stock screening request transaction. 

*A = Aviation Safety Action Message (ASAM) 

 C = Cyclic 

 *F = Safety of Flight (SOF) 

 O = Outbound Shipment 

 *P = Special Inspection 

 *Q = Quality Related (PQDR or SDR) 

 S = Shelf-life Inspection 

 T = Stock Readiness 

 *U = Safety of Use (SOU) 

 *X = CSI 

 *Z = Other 

Eliminate the following Type Inspection Codes from all systems, regulations and procedures: 

 L = Special Inspection (Army) 

 R = Recovery 

 X =Other (Army) 

Note: In addition to the above, MILSTRAP authorizes the following Type Inspection Codes 

supporting the logistics reassignment process, using MILSTRAP DI Code DLX, Logistics 

Reassignment Technical and Quality Data. Refer to MILSTRAP Appendix 2.18., available at URL: 

http://www.dla.mil/j-6/dlmso/elibrary/Manuals/MILSTRAP/default.asp. DI Code DLX was one of a 

series of DI Codes (DLS through DLX) originally developed by the Integrated Materiel 

Management Committee (IMMC). DI Codes DLS thru DLX were first published in DOD 4140.26-

M, and were later incorporated into MILSTRAP. MILSTRAP will be updated to reflect the above 

usage for cross-reference. 

 

 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-I45208A, “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-Q9858A, “Military Specification Quality Program Requirements”). 
7

(9) DAAS Query Capability (Not applicable to Phase I). When DAAS web-based 

processing becomes available for SQCR and Stock Screening Requests, the web will include 

capability to query to provide historical information by: NSN, part number/CAGE, control numbers, 

serial number or batch/lot (associated with NSN/part number), contract number , CAGE, date open, 

date closed, storage location, owner/manager.

5. REASON FOR CHANGE: This proposed change documents a new process that will automate 

and improve on the current outdated stock screening process. To continue to perform this process in 

the current manual way expends unnecessary resources and manpower. This change identifies and 

documents requirements for the required DLMS changes to accomplish the new requirements 

between DLA EBS and DSS. The process outlined is intended to be applied between DLA 

owner/managers and non-DSS storage depots using DAAS support for e-mail or web entry. It is 

also intended to be adopted by the Mil Service under DLMS modernization. Improvements to the 

SQCR are incorporated with this change since it would be advantage to make planned updates 

concurrent with the required update for the stock screening reference number. 

6. PHASED IMPLEMENTATION: The implementation of the electronic stock screening 

request/reply and the enhancements to the associated SQCR/reply process are described below. The 

phases are not necessarily numbered in chronological sequence. DLMSO suggests that the later 

phases be re-confirmed prior to DAAS programming (status/timing of Component DLMS 

implementation may impact future requirements). 

 a. Phase I – Stock Screening Request/Reply. Establish under DLMS a new 842C transaction to 

electronically pass stock screening requests and replies between EBS and DSS via DAAS as identified in this 

ADC. Under Phase I, the transaction exchange between DSS and the requesting activity will be handled at 

DAAS as a “pass-through.” In addition, the updated 842SQ to include cross-reference and preservation data 

elements will be implemented in Phase I. EBS, DSS and DAAS will all require system changes with a 

coordinated implementation to include testing between the three systems prior to final implementation. Other 

Service systems are expected to adopt this process under modernization. The target implementation is 

February 2008. 

 b. Phase II – Email SQCR Distribution. DSS currently can only generate electronic transactions 

for SQCRs directed to DLA material owner. It generates hard-copy DD 1225 reports for Service owners. 

Under Phase II, DSS will be revised to generate DLMS transactions for SQCRs directed to Military Services 

which DAAS will convert and forward to the Stock Readiness POCs via an email message (similar to 

WebSDR generation of SDRs for email users). DDC will provide DAAS with applicable e-mail addresses for 

this e-mail exchange. The DSS already provides all outgoing 842SQ transactions to DAAS. Those directed 

outside DLA are dropped pending implementation of Phase II or Component adoption of DLMS for this 

process. The Components request Phase II email requirements for SQCRs be given high priority. 

 c. Phase III – Email Stock Screening Request Distribution. DAASC will build upon the web 

capability to convert stock screen requests to email messages for non-DSS wholesale storage facilities (e.g. 

Kuwait depot, Lighthouse, or National Inventory Management Strategy (NIMS) sites). DLA will provide 

DAAS with applicable e-mail addresses for the e-mail exchange to the non-DSS wholesale storage sites. 

 

 d. Phase IV – SQCR Reply Web Screens. DAASC will build upon the web capability to allow 

submission of SQCR replies via and subsequent transmission via transaction. This capability will support 

non-DLMS material owner/managers. 
8

e. Phase V – Stock Screen Reply Web Screens. DAASC will build upon the web capability to 

allow submission of stock screen replies via web and subsequent transmission via transaction. 

 f. Phase VI – SQCR Web Screens. DAASC will build upon the web capability to allow submission 

of SQCRs via Web and subsequent transmission via transaction. This capability will support preparation of 

SQCRs and electronic transmission by non-DSS storage sites, e.g., National Inventory Management Strategy 

(NIMS) sites, Customer Pay, DD Kuwait, National Industries for the Blind (NIB), etc. 

7. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: 

(1) This process change eliminates the need for the DDC resource to act as the “middle man” 

overseeing the process. The automation will free up DLA resources for added personnel performance. It will 

provide timely processing and completion of stock screen requests and allow automation for notification of 

stock screen results from the depots. This change will provide DLA material managers a quick response and 

disposition on stock screen requests resulting from Critical Safety Item (CSI) issues, thereby eliminating 

problems related to CSI quickly to avoid unnecessary loss of material and life. It will also allow the 

managing DLA IMM on line visibility as opposed to the current all manual process. 

(2) This process change will also improve processing of those SQCRs worked between DSS DDs and 

the Military Services. It allows capability for non-DSS storage sites to submit SQCRs via web versus 

cumbersome hardcopy used today. It also allows capability of non-DSS sites to receive and respond via web 

to Stock Screening Requests from DLA ICPs. 

 b. Disadvantages: None identified. 

8. IMPACT: 

 a. DAAS, DSS, EBS are impacted by initial implementation. 

 b. Components must incorporate electronic stock screening and SQCR requirements under 

modernization. 

 c. DLMS manual and stock readiness procedures. 

 d. DLMS Supplements (DSs) 842CI, Stock Screening Request, and 842CR, Stock Screening Reply. 

e. DS 842SQ. SQCR. 

f. Consider for inclusion in DRAFT, DLAR 4155.24/AR 702-7/SECNAVINST 4855.5B/AFR 74-

6/DLA J-33, PRODUCT QUALITY DEFICIENCY REPORT PROGRAM. 

g. Routing Identifier vs. DoDAAC. The approved change uses Routing Identifiers to identify the 

storage location and the owner/manager. This mirrors the DLMS format for the Storage Quality Control 

Report (842SQ, DLA Document Type 5) which was based upon existing EBS/DSS functionality at the time 

the SQCR was migrated to DLMS. During the staffing of this change, the issue of transitioning to the use of 
9

DoDAACs to identify one or both parties was considered, as was establishing a uniform rule for all 842 

transactions. Due to the additional programming it would require to achieve consistency among the various 

processes using the 842 transaction, it was decided to synchronize with the existing SQCR. DLA will 

continue to evaluate the most appropriate mapping for future consideration. 

 
1

Enclosure 1, Data Element List 

Stock Screening Request

Field Name Description Mandatory Occurs 

Purpose Code Code identifying purpose of transaction: 

Stock Screen for Action 

Informational Stock Screening 

Cancellation 

Additional Comments (separate transmission) 

X 1 

Originating System Request 

Control Number 

Number provided by originating system to 

identify the request 

(This is the EBS QN number which is 9 

positions; maximum positions will be 14. 

X 1 

Originating System ID Use with Originating System Request Control 

Number to identify the system creating the 

request, e.g. EBS) 

X 1 

PQDR Report Control Number 

(RCN) 

RCN perpetuated to the screening request for 

cross reference 

Conditional 1 

Supply Discrepancy Report 

(SDR) Number 

Document number on the SDR perpetuated to 

the screening request for cross reference 

Conditional 1 

Document Number Document number (DOD unique) X 1 

NSN NSN for the material to be screened conditional - 

either a NSN or 

P/N must be 

used 

1 

Part Number Manufacturer's Part Number for the material 

screened (when primary number, no NSN) 

conditional - 

either a NSN or 

P/N must be 

used 

1 

Manufacturer's CAGE Manufacturer for the material identified by part 

number 

conditional w/P/N 1 

Inventory Control Point RIC for the material owner/manager initiating 

the stock screening request 

X 1 

Distribution Depot/Storage 

Location 

RIC identifying the location receiving the stock 

screen request 

X 1 

Bill To/Charge To Organization to be billed for the stock 

screening identified by DoDAAC or DLA profit 

center. 

Conditional 

(if not provided, 

request initiator 

DoDAAC will be 

billed) 

1 

Request Date Date the stock screening request was 

prepared 

Conditional - 

 appropriate 

transaction date 

required 

1 

Cancellation Date Date the stock screening request was 

cancelled 

Conditional - 

 appropriate 

transaction date 

required 

1 
2

Stock Screening Request

Field Name Description Mandatory Occurs 

New Comments Date Date the additional comments were 

transmitted to clarify the stock screening 

request 

Conditional - 

 appropriate 

transaction date 

required 

1 

Suspense Date Date the stock screen request must be 

completed 

X 1 

Vendor CAGE Vendor identification used as stock screening 

criteria 

O 1 

Batch/Lot Batch/Lot/production run used as stock 

screening criteria 

O 1 

Date Manufactured Date manufactured used as stock screening 

criteria 

O 1 

Inspection type Inspection type assigned to stock screening 

Applicable codes: 

A=Aviation Safety Action Message (ASAM) 

F=Safety of Flight (SOF) 

P=Special Inspection 

Q=Quality Related (PQDR or SDR) 

U=Safety of Use (SOU) 

X=CSI 

Z=Other 

X 1 

Part Number /CAGE Loop Used when NSN is provided, but only specific 

parts should be screened 

O <==up to 5 

iterations 

 Part Number Manufacturer part number Mandatory for 

CSI 

 Cage Code Source/manufacturer for the material Mandatory for 

CSI 

Contract Number Contract Number O 1 

Contract Call Number Used to identify the call number for the 

contract 

O 1 

Contract Line Item Number 

(CLIN)/SLIN 

Used to identify the contract line item number O 1 

Stock Screening Request 

Initiator 

Name of the person who prepared the stock 

screen request 

X 1 

Initiator Phone Commercial Phone number of the stock screen request 

preparer 

X 1 

Initiator Phone DSN Phone number of the stock screen request 

preparer 

O 1 

Initiator Email E-mail address of the stock screen request 

preparer 

X 1 

Stock Screen Instructions Specific instructions provided to the depot for 

the stock screen request 

O 1 
3

Stock Screening Reply 

Field Name Description Mandatory Occurs 

Purpose Code Code identifying purpose of transaction: 

No Stock Found 

Stock Screening Completed 

Interim Reply - Comments Provided 

Not Processed - Additional Comments Rejected 

Cancellation 

X 1 

Screening Request 

Originating System Request 

Control Number 

Number provided by originating system to identify 

the screen request (e.g. EBS quality notification 

number, or document number if different reference

number is not assigned) 

X 1 

PQDR Report Number PQDR report number for cross reference to the 

PQDR 

Conditional 

(required when 

screening is the 

result of a PQDR)

1 

Supply Discrepancy Report 

(SDR) Number 

Document number on the SDR perpetuated to the 

screening request for cross reference 

Conditional 1 

Replying System Control 

Number 

Storage location tracking number - must be unique

must be unique on DOD basis (e.g. insert depot 

DoDAAC in front of ADRS control number) 

X 1 

Replying System ID Use with Replying System Control Number to 

identify the system creating the request, e.g. DSS)

X 1 

Document Number Document number (repeats document number 

assigned by the screening request originator) 

X 1 

NSN NSN for the material screened conditional – 

either a NSN or 

P/N must be 

used 

1 

Part Number Manufacturer's Part Number for the material 

screened (when primary number, no NSN) 

conditional – 

either a NSN or 

P/N must be 

used 

1 

Manufacturer's CAGE Source/manufacturer for the material conditional w/P/N 1 

Distribution Depot/Storage 

Location 

RIC identifying the depot/storage 

location providing the stock screen reply 

X 1 

Inventory Control Point RIC for the material owner/manager 

initiating the stock screen request 

X 1 

Reply reported date Date the stock screening reply date conditional – 

appropriate 

transaction date 

required 

1 

Cancellation Date Date the stock screening reply was cancelled conditional – 

appropriate 

transaction date 

required 

1 

Interim reply date Date the interim stock screen reply was prepared conditional – 

appropriate 

transaction date 

1 
4

Stock Screening Reply 

Field Name Description Mandatory Occurs 

required 

Date Additional Comments 

Failed 

Date the additional comments transaction failed to 

process because the stock screening action was 

closed 

conditional – 

appropriate 

transaction date 

required 

1 

Inspection type Inspection type assigned to stock screening 

Applicable codes: 

A=Aviation Safety Action Message (ASAM) 

F=Safety of Flight (SOF) 

P=Special Inspection 

Q=Quality Related (PQDR or SDR) 

U=Safety of Use (SOU) 

X=CSI 

Z=Other 

X 1 

Results loop For each unique combination of part 

number/condition/contract info provide the 

following (use either part number/CAGE and 

contract number or all three as primarily 

identification for the material described): 

Loop not used if 

reply provided for 

no stock found or 

for failure to 

process additional 

comments 

>=1 

(Allow for 

more than 5

due to 

separate 

loops by 

condition) 

 Part Number Manufacturer part number O 

 Manufacturer Cage Source/manufacturer for the material O 

 Contract Number Contract Number O 

 Contract Call Number Call number for the contract O 

 CLIN/SLIN Contract line item number O 

 Quantity Quantity of material screened X 

 Storage Quality Control 

 Report Y/N 

Yes/No indicator - SQCR/DD 1225 will or will not be

prepared 

X 

 Supply Condition Code Condition Code X 

Stock Screening Reply POC 

Name 

Name of person who prepared the stock screening 

results 

X 1 

Reply POC Phone Commercial Phone number of the storage location POC X 1 

Reply POC Email Email address of the stock screening request POC X 1 

Reply POC Phone DSN Phone number of the stock screening request 

preparer 

O 1 

Stock Screening Comments Narrative provided regarding the stock screening 

results 

O 1 
DoD 4000.25-M Volume 2, June 2005 

Change 2 

C21-1 CHAPTER 21 

Enclosure 2, DLMS Manual

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 

(URL: http://www.dla.mil/dlaps/dlai/i4145_4/i4145.4.asp). Under the SR Program, the DoD 

requires uniform care of supplies, including the inspection and reporting of condition and 

serviceability of material, 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 which support the stock readiness program. Initial implementation is 

internal to DLA and Distribution Standard System (DSS) Distribution Depots (DDs). The DoD 

Components will phase in usage during modernization. All transactions are processed through 

DAAS. Capability to support communication with non-DLMS owner/managers and non-DSS 

storage sites using email and web-based processing is planned. 

 C21.1.1 SCREENING REQUEST/REPLY. The electronic stock screening request is 

used by material owners/manager to request DSS DDs to perform a screening action based upon 

specified criteria. The DD provides an electronic response to the request with results of the 

screening or to report that material matching the screening criteria was not found. DLMS 

Supplements (DSs) to Federal IC 842C, Stock Screening Request/Reply, replaces 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 DD to report storage quality issues requiring stock readiness work (e.g. repair, 

repackaging, testing, etc.) to the owner for approval. DLMS Supplements (DSs) to Federal IC 842S, 

Storage Quality Control Report, replaces 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 eliminate the 

exchange of hardcopy documents. This process includes both the DD report and the owner reply. A 

future enhancement to report DD completion of work is also available in the DLMS format. 1 

C21.2 APPLICABILITY AND SCOPE. This guidance is applicable to DoD Components 

owner/managers, the Defense Distribution Center (DDC), and DDs. It applies to classes of supply 

that are managed by DoD Components and stored at the DDs, except Class V, Class VI, and Bulk 

Class III. 

C21.3 STOCK SCREENING REQUEST/REPLY OVERVIEW. The material owner/manager 

creates a stock screening request to notify distribution activities to screen for potentially quality 
DoD 4000.25-M Volume 2, June 2005 

Change 2 

C21-2 CHAPTER 21 

deficient/defective material. 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 material owner/manager will identify material to 

be screened by NSN or part number/cage, 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. 

C21.3.1 Under DLMS, the stock screening request is prepared using the DS 842CI, 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 DSS depots). The 

owner/manager will identify as the action recipient those DSS storage depots known by the 

owner/manager to have the material in question in storage. An information copy will be reported to 

all other DSS storage depots. This process will ensure that all applicable material is screened, to 

include, for example, DLA-managed material that is now owned by the Military Services. 

C21.3.2 The stock screening request will remain open in the owner/manager application 

until a reply is received from all the action depots/storage locations indicating that the stock 

screening has been: completed with no defects found; completed with SQCR created; completed 

with a “no stock” reply. An interim reply may be provided under exceptional circumstances with 

comments to explain. 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 DS 842CR, Stock 

Screening Reply, to close the automated coordination of stock screening actions. DSS depots will 

send a stock screening reply transaction to the owner/manager for depots identified for action. If no 

stock is stored at a particular depot, the depot will send a “no stock” reply where designated for 

action. 

C21.3.4 If DSS finds stock at the depot, DSS will automatically create an inspection 

workload using the data from the stock screening transaction. If the inspection type is CSI, DSS will 

automatically freeze the stock. When the inspection is complete, action depots will send a reply to 

owner/manager with the results of the stock screening and close the screening request. When 

material is found matching the screening criteria, the reply will specify the quantity and condition of 

the material. Depending upon the results of the screening, the reply may indicate that a 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 material is located at a 

storage activity receiving only an information copy, a SQCR may be prepared for the material 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 contract number (optionally including call number and CLIN), 

vendor, or batch/lot may be specified per request. The material owner/manager may specify up to 

five part number/cage 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 which may be used to associate the request with the triggering event. This reference number 
DoD 4000.25-M Volume 2, June 2005 

Change 2 

C21-3 CHAPTER 21 

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 Supply Discrepancy Report Document Number shall be included to provide a crossreference when the screening action was triggered by a PQDR or SDR. 

 C21.3.4.1 Inspection Types. Stock screening requests may be prepared for the 

following inspection types: Aviation Safety Action Message (ASAM), Safety of Flight (SOF), 

Special Inspection, Quality Related (PQDR or SDR), Safety of Use (SOU), Critical Safety Item 

(CSI), other. Inspection type is identified within the screening request and reply by the Type 

Inspection Code. 

 C21.3.4.2 The owner/manager request format performs four functions: 

 C21.3.4.2.1 Stock Screen Request for Action. This is the basic request sent 

to storage locations where material matching screening criteria is known to be held. 

 

 C21.3.4.2.2 Informational Stock Screening. This is sent to storage 

locations where material matching screening criteria is not known to be held, but which may 

hold such material owned by other organizations. 

 C21.3.4.2.3 Cancellation. This cancels a previously transmitted request. 

 C21.3.4.2.4 Additional Comments. This identifies a follow-on separate 

transmission which provides clarification of the original request. 

 C21.3.4.3 The storage location reply format performs five functions: 

 C21.3.4.3.1 No Stock Found. Used by action depots to inform the 

owner/manager that no material matching the screening criteria was located. 

 C21.3.4.3.2 Stock Screening Completed. Used by action depots to inform 

the owner manager that the stock screening action is complete and provide the results of the 

screening. 

 C21.3.4.3.3 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. 

 C21.3.4.3.4 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. 

 C21.3.4.3.5 Cancellation. This cancels a previously transmitted reply so that 

a corrected reply may be provided. 
DoD 4000.25-M Volume 2, June 2005 

Change 2 

C21-4 CHAPTER 21 

C21.3 SQCR PROCESS OVERVIEW. The SQCR is submitted by distribution 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 

material owner to obtain disposition instructions, to include approval for reimbursable stock 

readiness work, e.g. repair, repackaging, testing, etc. 

 C21.3.1 Triggers for preparation of the SQCR include: 

 C21.3.1.1 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 defect. Materiel in this condition will be transferred to Condition Code L (suspended 

litigation) pending negotiation with contractor(s) or receipt of disposition instructions. 

 C21.3.1.2 Transfers to Condition Codes D (serviceable - test/modification), E 

(unserviceable - limited restoration), F (unserviceable - reparable), G (unserviceable - incomplete), J 

(suspended in stock), and L (suspended - litigation). 

 C21.3.1.3 Changes in condition of dated, limited shelf-life materiel, medical, or 

subsistence items. 

 C21.3.1.4 The item in stock is unidentified or misidentified. 

 C21.3.3 Under DLMS, the SQCR is prepared by DSS DDs using the DS 842SQ, SQCR. 

Where DLMS is not supported, the SQCR will be mailed or faxed to the material owner pending 

implementation of the DLMS or DAAS capability to convert transactions to email. 

 C21.3.4 Under DLMS, the SQCR response is prepared using the DS 842SR, SQCR Reply. 

Where DLMS is not supported, the material owner will return the SQCR form annotated with the 

applicable response information. 

 C21.3.5 Upon completion of authorized reimbursable stock readiness work, the DD 

annotates the hard-copy SQCR with the cost of the action and returns it to the material owner. The 

electronic SQCR DD reply with completion information is not applicable to DLA which has query 

capability to provide visibility of inventory status. A DLMS enhancement for future implementation 

will support the distribution activity notification to the material owner that work has been 

completed.2

 C21.3.4 Detailed Requirements. The distribution activity prepares a SQCR for each item, 

reporting quantity by condition code. SQCRs are forwarded to the appropriate material owner stock 

readiness (SR) coordinator for response. The SQCR will remain open in at the distribution activity 

until disposition is received from the material owner. The SR coordinator reviews the item for 

excess stock position, cost of action in relation to the value of material, etc., and approves or 

disapproves the stock readiness action request. When disapproving the stock readiness request, the 

SR coordinator shall concurrently provide disposition instructions for the material. When approving 

the stock readiness request, the SR coordinator shall reply to DD 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. 
DoD 4000.25-M Volume 2, June 2005 

Change 2 

C21-5 CHAPTER 21 

 C21.3.4.1 Inspection Types. A SQCR may be prepared as a result of any of the 

following inspection types: Aviation Safety Action Message (ASAM), Safety of Flight (SOF), 

Special Inspection, Quality Related (PQDR or SDR), Safety of Use (SOU), Critical Safety Item 

(CSI), Cyclic, Outbound Shipment, Shelf-life Inspection, standard stock readiness, or other. The 

inspection type is identified within the SQCR and reply by the Type Inspection Code. 

 C21.3.4 The distribution activity provides material identification by NSN or part 

number/manufacturer’s CAGE. It will also support identification by description if needed. Data 

content is comparable to the DD 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 uses a discrepancy code to identify the non-conformance situation. It provides 

the estimated/actual cost for repair or repackaging. By DLMS enhancement for future 

implementation, the SQCR/reply allows for item unique identification (IUID). 3

 C21.3.4.1 The DD SQCR format performs four functions: 

 C21.3.4.1.1 Original Report. 

 C21.3.4.1.2 Correction.

 C21.3.4.1.3 Cancellation.

 C21.3.4.1.4 Historical Report. This is used to transmit a record of the 

SQCR to DAAS under DLMS, when an alternative method of communication was employed. 

Currently, it is only used when the DSS DD communicates with a DLA legacy ICP. 

 C21.3.4.2 The SQCR reply format performs three functions: 

 C21.3.4.2.1 SQCR Reply. This is used by the material owner to provide 

disposition instructions on requested stock readiness work. 

 C21.3.4.2.2 Work Completion Notice. This is used to provide completion status to 

the material owner after approval is given to perform stock readiness work. The DD completion reply is 

provided in the DLMS format as an enhancement for future implementation with the Military Services.4 

 C21.3.4.2.3 Historical Reply. This is used to transmit a record of the SQCR 

Reply to DAAS under DLMS, when an alternative method of communication was employed. 

 C21.3.5 DAAS Query Capability. 5 By DLMS enhancement for future implementation, when 

DAAS web-based processing is available for SQCR and Stock Screening Requests, the web will include 

capability to query to provide historical information by: NSN, part number/CAGE, control numbers, serial 

number or batch/lot (associated with NSN/part number), contract number or CAGE, date open, date closed, 

storage location, owner/manager.

______________________________________________________ 
DoD 4000.25-M Volume 2, June 2005 

Change 2 

C21-6 CHAPTER 21 

1 Refer to ADC 131, DLMS Submission of Electronic DD Form 1225, Storage Quality Control Report 

2

 Refer to footnote 1. 

3

 Refer to footnote 1. 

4

 Refer to footnote 1.

5 DAAS query capability not currently available pending full implementation of ADC 240, DLMS 

Transactions for Stock Screening Request/Reply and Web-Enhanced Stock Screening Requests and SQCRs.