DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

December 14, 2017

MEMORANDUM FOR SUPPLY AND SUPPLY DISCREPANCY REPORT (SDR) PROCESS 

REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1268, 

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 (SDR/MILSTRAP/Supply)

We are forwarding the attached approved change to DLM 4000.25, Defense Logistics 

Management Standards, and DLM 4000.25-2, Military Standard Transaction Reporting and 

Accountability Procedures (MILSTRAP), for implementation. All revisions must be complete by 

December 2019 for DLMS compliance; refer to the attachment for specific target dates. The 

Enterprise Business Standards Office (EBSO) will post updated DLMS Implementation Conventions 

(IC) to the Defense Logistics Management Standards Program Office Web at 

www.dla.mil/HQ/InformationOperations/DLMS/elibrary/Transformats/140_997/, within 10 days 

from the above date.

Addressees may direct questions to Ms. Mary Jane Johnson, Mr. Rafael Gonzalez, Mr. Ben 

Breen, or Ms. Ellen Hilert at email: DLMSSupply@dla.mil (use DLMSSDR@dla.mil for SDRrelated questions). All others must contact their Component designated Supply PRC representative or 

SDR PRC representative available at: www.dla.mil/HQ/InformationOperations/DLMS/allpoc/.

HEIDI M. DAVEREDE

Program Manager 

Enterprise Business Standards Office

Attachment

As stated

cc: 

ODASD (SCI)

ODASD DPAP (PDI)
Attachment, ADC 1268

Page 1

Attachment to ADC 1268

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

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Ellen Hilert, DOD SDR System Administrator, Enterprise Business Standards Office 

(EBSO/DLMS Program Office), email: ellen.hilert@dla.mil

b. Ben Breen, DOD SDR System Alternate, EBSO (DLMS Program Office), email: 

benjamin.breen@dla.mil

2. FUNCTIONAL AREA:

a. Primary Functional Area: Prepositioned Materiel Receipt (PMR), Receiving,

Supply Discrepancy Reporting (SDR)

b. Secondary Functional Process: Contractor Performance Evaluation

3. REFERENCES:

a. Defense Logistics Manual (DLM) 4000.25, Defense Logistics Management Standards 

(DLMS), Volume 2, Chapter 17, Supply Discrepancy Reporting

b. DLM 4000.25-2, Military Standard Transaction Reporting and Accountability 

Procedures (MILSTRAP)

c. Approved DLMS Change (ADC) 1052, DOD Web Supply Discrepancy Report 

(WebSDR) Processes Enhancement and Interface with Electronic Document Access (EDA) 

System, May 3, 2013

d. ADC 1161A, Update Uniform Procurement Instrument Identifier (PIID) Numbering 

System in the Federal/DLMS Implementation Conventions and DLMS Manuals, February 23, 

2017 

e. ADC 1181A, 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, February 14, 2017

f. DLMS SDR Process Review Committee 17-01 Meeting Minutes, March 16, 2017

g. Department of Defense Federal Acquisition Regulation Supplement (DFARS) 

Appendix F, revised August 30, 2016
Attachment, ADC 1268

Page 2

4. APPROVED CHANGE(S): Green highlighting identifies changes subsequent to staffing.

a. Brief Overview of Change:

(1) This change updates WebSDR processing of contract information on SDRs to 

improve data retrieval from EDA. The changes also provide capability to query by base contract 

number and provide visibility of the base contract number in SDR management reports. The 

clarification and expanded edits applicable to the contract number will support contractor 

performance evaluation.

(2) This change provides guidance and updated DLMS Implementation 

Conventions (ICs) for creating PMRs, Receipts, and SDRs associated with commercial returns 

shipped on a contract number with a secondary document number (for this scenario, the contract 

number is the controlling number). 

b. Background: 

(1) ADC 1052 (Reference 3.c.) establishes an interface between the EDA System 

and the DOD WebSDR application to obtain essential information for populating SDR records. 

This interface makes available to WebSDR the identification of the contract administration office 

(CAO) DOD Activity Address Code (DoDAAC) and the vendor/contractor commercial and 

government entity (CAGE) Code for the discrepant shipment when the SDR submitter or action 

activity provides a contract number. The presence of a Defense Contract Management Agency 

(DCMA) CAO on the SDR record will trigger DOD WebSDR to transmit an information copy of 

the SDR to the CAO when required under DOD business rules.

(2) ADC 1161A (Reference 3.d.) updates DLMS procedures to accommodate the 

procurement instrument identifier (PIID) numbering system. This is a mandated change required 

by recent changes to the FAR and DFARS. This change structures the DOD PIID and PIID 

call/order as unique 13-position identification numbers distinguished by the type of instrument 

identified in the ninth position. The letter F or M in the ninth position designates a PIID 

call/order. When the procuring activity issues a procurement instrument under a PIID call/order, 

most subsequent DLMS logistics transactions, including the SDR, carry only the value of the 

PIID call/order number. The base contract number is not included in the receipt or SDR

transaction. As a result, when WebSDR makes a data call against EDA using the interface 

implemented under ADC 1052, the Web service employs the PIID call/order (when applicable). 

EDA responds with the expected vendor CAGE and CAO DoDAAC, but does not include the 

base contract number in the response. 

(3) Under Wide Area Workflow (WAWF) Engineering Change Proposal (ECP) 

1127, EDA PIID Implementation, EDA storage requirements are being realigned to better 

support the new FAR and DFARS policy. In conjunction with this change, the EDA Web 

service used by WebSDR will include the base contract number in response to a data call on a 

PIID call/order. WAWF plans to deploy this change March 2018. ADC 1268 documents 

WebSDR updates to capture the base contract number and make it available for reports and 

inquiries. 
Attachment, ADC 1268

Page 3

(4) ADC 1181A (Reference 3.e) established procedures for use of SDRs in 

monitoring contractor performance. WebSDR supports this requirement by extracting SDR data 

based on a contractor non-compliance cause code and furnishing this information to Past 

Performance Information Retrieval System-Statistical Reporting Next Generation (PPIRS-SR 

NG). During the SDR Process Review Committee meeting 17-1 (Reference 3.f.), a participant 

inquired about how the process would work when SDRs are for depot level reparables (DLRs) 

shipped from maintenance contractors on a document contract number rather than a contract 

number. The DLMS Program Office took an action to explore options and published appropriate 

procedures.

(5) DLMS/MILSTRAP requires DLA Distribution Centers to report procurement 

source receipts assembly/disassembly/reclamation/conversion/modification using DLMS 527R 

Transaction Type D4 (1/BR02/20) with Assigned Identification Code D (2/LIN01/010) and 

legacy MILSTRAP Document Identifier Code (DIC) D4L. DLMS/MILSTRAP requires DLA 

Distribution Centers to report procurement source receipts from repair or non-destructive 

test/evaluation with Assigned Identification Code E (2/LIN01/010) and legacy MILSTRAP DIC 

D4M. Under current procedures, these type of receipts must include a contract number except 

when reporting intra-Component receipt on a controlling document number. The DLMS 527R 

IC includes a DLMS enhancement to support identification of controlling contract information 

and a secondary document number for the applicable receipt. Although, MILSTRAP currently 

allows use of a controlling document number for intra-Component receipts associated with 

MILSTRAP legacy DIC D4L and D4M, the DLA Distribution Standard System (DSS) never 

implemented this option. Because DFARS Appendix F requires contractors to ship repairable 

returns on a contract number, this change revises MILSTRAP to remove authorization for a 

controlling document number for this type of shipment.

Code Document Title Explanation

D4L Materiel Receipt - Procurement 

Instrument Source (Assembly/ 

Disassembly/Reclamation/ 

Conversion/Modification)

Return to inventory of assembled items, 

components from disassembled or reclaimed 

items, or converted or modified 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 

Instrument Source (Repair or NonDestructive Test/Evaluation)

Return to inventory of items previously issued 

to a commercial activity for repair or 

nondestructive test/evaluation.

(6) The DOD issued instructions for the Wide Area Workflow (WAWF) iRAPT 

(Invoice, Receipt, Acceptance, and Property Transfer) Reparable Receiving Report (RRR) as a 
Attachment, ADC 1268

Page 4

final rule under DFARS Case 2016-D004. This rule amends DFARS Appendix F (Reference 

3.g.) to add instructions to use, prepare, and distribute of the WAWF RRR. The WAWF RRR is 

required to differentiate between the deliveries of new Government assets (new procurements) 

and the return of repaired or overhauled Government property. This rule improves reporting 

efficiency by eliminating manual intervention that is currently required to ensure accurate 

information flow between different Government property reporting systems. Appendix F 

guidance directs the contractor to include a Military Standard Requisitioning and Issue 

Procedures (MILSTRIP) document number on the receiving report when applicable to the 

shipment. The effective date for the RRR rule was September 29, 2016.

Staffing Note: Components must confirm current commercial repair contracts are compliant 

with the DFARS use of a RRR. In conjunction with use of the RRR, the PMR and Receipt 

transactions must cite the controlling contract number and may include a secondary document 

number for the shipment using the format authorized in this ADC. 

(7) Current SDR procedures require DLA Distribution to use Document Type 9 

(DLA Distribution originated procurement source receipt) on SDRs resulting from commercial 

activities when a controlling contract number applies. WebSDR also requires inclusion of a 

document number for Document Type 9 SDRs. This use of the document number is nonsignificant solely to meet WebSDR edit requirements. DLA Distribution authorizes inclusion of 

a document number constructed using the receiving distribution center DoDAAC and current 

date to satisfy the WebSDR edit requirement. DLA Distribution will need to update guidance to 

ensure that receivers capture the meaningful MILSTRIP document numbers associated with 

commercial maintenance returns from the RRR. When available on the shipping document or 

the PMR, DSS/receiving personnel must perpetuate the assigned document number on the 

receipt and SDR.

(8) Non-compliant commercial returns that are documented on an Issue/Receipt 

Release Document (IRRD) (DD 1348-1A) are reported on a controlling document number (with 

no contract information) using a Document Type 8 (DLA Distribution originated receipt from 

non-procurement source (other than redistribution order)). WebSDR will not be able to collect 

these shipments for reporting contractor non-compliance due to the lack of contract information.

c. Approved Change in Detail: 

(1) Update WebSDR to apply the following new or revised business rules 

associated with the contract number and the EDA Web service.

(a) Remove hyphens from the contract number in the database, display, 

and outgoing transactions. WebSDR will not maintain hyphens in this field. Do not reject 

incoming transactions containing hyphens in the contract number field.

(b) Only run the EDA Web service if the contract number is 13 or 17 

characters and contains no special characters (with hyphens removed).

(c) Currently, the contract number field and data pull apply to Document 

Types 6 (Direct Vendor Delivery to customer), 9 (DLA Distribution procurement source receipt), 

P (Storage activity procurement source receipt). Update to include Document Type W 
Attachment, ADC 1268

Page 5

(Transshipper-reported SDR) when the contract number is populated and the value meets the 

criteria above.

(d) Execute the EDA Web service whenever a contract number is added 

or changed, regardless of transmission type (e.g., original, correction, follow-up, request for 

reconsideration, reply).

(e) If the user adds or changes the contract number after the original 

submission and the CAO identifies the DCMA, send an information copy (Transaction Set 

Purpose Code 22) and any subsequent transactions to the DCMA CAO as distribution copies.

(f) The data content pulled from EDA for shipper (vendor CAGE) and 

CAO DoDAAC will overwrite data values entered by user. However, it is allowable for the 

responder (source of supply), to subsequently revise vendor CAGE or CAO DoDAAC by a later

transaction.

(g) If the CAO DoDAAC changes due to responder update (same contract 

number and no new EDA data pull), WebSDR must send a new distribution copy to the new 

DCMA CAO DoDAAC. 

(2) Revise WebSDR to store the base contract number when provided via the 

EDA interface based upon a PIID call/order. This will require a new data field in the metrics 

database.

(a) Upgrade the WebSDR management report display for all canned 

reports to include the base contract number in a column immediately preceding the existing PIID 

column. The new column header will be “PIID (base contract)” and revise the existing PIID 

column header to “PIID/PIID Call”.

(b) Revise the logic for the SDR query function based upon user input of 

the contract number to search for a match in either the base contract or existing PIID fields. 

Display all relevant matches in the query output.

(3) Revise WebSDR to perform a CAGE code look-up for user-entered CAGE 

codes on direct WebSDR input and for on-line display in composite records and management 

reports. 

(a) The CAGE code look-up will be a user option for all situations. For 

SDR composite record or management report display, the user may select a hyperlink associated 

with the CAGE Code value to initiate the look-up. For direct SDR on-line input, the user may 

select a new on screen option to run the look-up and display the results. 

(b) To perform the look-up, WebSDR will use an existing Logistics 

Information Services Web service. The Web service call provides the CAGE code; it responds 

with the following information: CAGE, Established Date, Business Name, Address, City, State 

and Zip Code. (WebSDR will not display the Established Date, but WebSDR will show the 

remainder of the information.) The URL for additional information is https://cage.dla.mil.
Attachment, ADC 1268

Page 6

(4) Revise Prepositioned Materiel Receipt (PMR), Receipt, and SDR transactions 

and associated procedures to clarify instructions for data content when using a controlling 

contract number with a secondary document number for commercial maintenance returns to a 

DLA Distribution Center.

(a) The materiel owner must provide a PMR for commercial maintenance 

returns or return from non-destructive test/evaluation by a commercial activity containing 

contract information and including the associated document number when applicable. Use 

DLMS 527D Transaction Type DE (1/BR02/20) with Assigned Identification Code E 

(2/LIN01/010) and legacy MILSTRAP DIC DUM. The non-controlling document number is 

mapped at 2/N901/090 Code 43 Supporting Document Number.

(b) The distribution center receiving a procurement source return from 

assembly, disassembly, reclamation, or conversion/modification must provide a receipt 

containing contract information and including the associated document number when applicable. 

Use DLMS 527R Transaction Type D4 (1/BR02/20) with Assigned Identification Code D

(2/LIN01/010) and legacy MILSTRAP DIC D4L. The non-controlling document number is 

mapped at 2/N901/090 Code 43 Supporting Document Number.

(c) The distribution center receiving a commercial maintenance return or 

return from non-destructive test/evaluation by a commercial activity must provide a receipt 

containing contract information and including associated document number when applicable. 

Use DLMS 527R Transaction Type D4 (1/BR02/20) with Assigned Identification Code E 

(2/LIN01/010) and legacy MILSTRAP DIC D4M. The non-controlling document number is 

mapped at 2/N901/090 Code 43 Supporting Document Number.

(d) If the receipt as described above is discrepant, DSS will populate the 

Code R for Return (Repair/Overhaul/Other Commercial Return) on the Document Type 9 SDRs

for procurement source returns. If the shipment document or the PMR contains a secondary 

document number, DSS/receiving personnel must perpetuate this document number (rather than 

a distribution center DoDAAC-based document number) to the SDR. 

(e) Update SDR guidance to direct reporting of SDRs for discrepant 

procurement source returns containing a controlling contract number and secondary document 

number using Document Type 9 (or P) to include the Item New/Returned 

(Repaired/Overhauled/Other) Code R to identify a commercial return from repair, nondestructive test/evaluation, assembly, disassembly, reclamation, or conversion/modification. 

This data element must be available for input on SDR reports/replies, for query selection, and 

included in management report display. (This data element is currently restricted to Security 

Assistance customer SDR transactions associated with a quality deficiency). 

(f) For remaining legacy contracts, contract data for shipments under a 

controlling document number refers to the contract number and call/order number when 

applicable. For PIID compliant contracts, transactions will identify the PIID call/order in the 

primary contract number field without identifying the base contract number per ADC 1161A. 

Other contract-related information in the PMR, receipt, and SDR will be comparable to new 
Attachment, ADC 1268

Page 7

procurement to include contractor-assigned shipment number and the contract line/subline item 

number when available.

d. Revisions to DLM 4000.25 Manuals:

(1) Revise DLMS ICs as shown in Enclosure 1.

(2) Revise DLM 4000.25, Volume 2, Chapter 17, Supply Discrepancy Reporting, 

as shown in Enclosure 2.

(3) Revise DLM 4000.25-2, MILSTRAP, as shown in Enclosure 3.

e. Transaction Flow: Standard PMR, Receipt, and SDR transaction flows apply.

f. Alternatives: None identified.

5. REASON FOR CHANGES:

a. This change is required to document enhancements to WebSDR business rules 

applicable to contract data and the EDA interface to ensure accurate and complete information is 

available. The revised business rules improve efficiency of WebSDR operations. The 

enhancement to retain visibility of the base contract number will upgrade management reports 

and allow for user queries based on the base contract number. The latter will allow WebSDR to 

accumulate discrepancy reports by the base contract number rather than requiring the user to 

retrieve SDRs individually by call/order.

b. This change documents procedures for use of the DLMS to provide PMRs and report

receipts from commercial activities air under a controlling contract number with an associated 

document number thereby better aligning DLMS procedures with the DFARS.

c. This change expands the use of the X12 data element “Repair Category Code” to 

establish a systemic method for differentiating commercial repair, assembly, and similar returns 

commercial activities from new procurement on SDRs identified by Document Type 9/P. The 

SDR data content is otherwise identical and it would not be possible to distinguish the scenarios 

systemically without this additional data element.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Provides additional capability and efficiency to WebSDR. Aligns 

DLMS procedures for PMR, receipt, and SDR with DFARS requirements.

b. Disadvantages: None identified.
Attachment, ADC 1268

Page 8

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET:

a. WebSDR may implement new business rules on a staggered basis. Full 

implementation of the change for the base contract number will be March 2018 or as required to 

coincide with the WAWF upgrade to EDA (currently scheduled for March 2018). 

b. Other changes, such as the secondary document number on the PMR and Receipt have 

a target date of September 2018. This date is also applicable for DSS revision and WebSDR 

screen and display updates associated with Code R for procurement source receipts from repair, 

non-destructive test/evaluation, assembly, disassembly, reclamation, and 

conversion/modification.

c. The WebSDR CAGE look-up has a target date of October 2018.

d. Upon approval of this change, the DLMS Program Office will publish the DLMS ICs 

updates. Changes to the DLMS manual will apply to the next publication cycle. 

e. All changes must be complete by December 2019 for DLMS compliance.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available. 

9. ADDITIONAL COMMENTS TO CONSIDER: DLMS/MILSTRAP procedures use the 

Assigned Identification Code E and same DIC to identify procurement source receipts from both 

repair and non-destructive test/evaluation. Components may want to submit a proposed change 

to require separate identification for these scenarios if there is a need to distinguish between the 

two.

10. IMPACT:

a. New DLMS Data Elements: None identified.

b. Changes to DLMS Data Elements: Although this is an existing data element in the 

SDR and Product Quality Deficiency Report (PQDR), it does not appear in the Logistics Data 

Resource Management System (LOGDRMS). This change provides an updated name, 

definition, and expanded use.

Item New/Returned (Repaired/Overhauled/Other Commercial Return) Code. A 

one-position code used on a Supply Discrepancy Report (SDR) or a Product Quality 

Deficiency Report (PQDR) to identify non-conforming materiel. 

- Authorized code values for PQDRs: N=New, R=Repaired, O=Overhauled, 

U=Unknown

- Authorized code values for Security Assistance SDRs for quality deficient materiel: 

N=New, R=Repaired/Overhauled
Attachment, ADC 1268

Page 9

- Authorized code value for SDRs for discrepant procurement source receipts (Document 

Types 9 or P): R=Return (Repair/Overhaul/Other Commercial Return). Code R is 

inclusive of commercial returns from repair, non-destructive test/evaluation,

assembly, disassembly, reclamation, and conversion/modification.

LOGDRMS Note: This code appears in a Reference Segment in the applicable DLMS 

transaction (Code BY, Repair Category Number); however, because there is an identified code 

list, LOGDRMS will publish this code in the “DLMS Qualifiers” section.

c. Automated Information Systems (AIS):

(1) Revise DSS to populate the Return (Repair/Overhaul/Other Commercial

Return) Code R on Document Type 9 SDRs associated with commercial returns receipted by

DLMS 527R Receipt with Transaction Type D4 and Assigned Identification D or E, equivalent 

to legacy MILSTRAP DIC D4L or D4M. Applicable to receipts with corresponding PMR (DIC 

DUL or DUM).

(2) Revise Component SDR applications to accept the Item New/Repaired/

Overhauled Code. Allow updates by the owner/manager (action activity).

d. DAAS: Significant changes to DOD WebSDR include:

(1) Refined business rule for handling the contract number and distribution of 

information copies to DCMA.

(2) Retrieval of the base contract number from EDA to populate a new data field.

(3) Use of the base contract number for queries and management report display.

(4) Implementation of the CAGE code look-up for SDR user input screens and 

record/report displays.

(5) Display Item New/Returned (Repaired/Overhauled/Other) to the Reply screen

for use with Document Types 9 and P. Code R should be the default selection. 

(6) Add option to query SDRs by Item New/Returned (Repaired/Overhauled/

Other) and add this data element to the management report display. Users will have the option to 

select the appropriate document type code to narrow the search. 

e. Non-DLM 4000.25 Series Publications: Process revisions may require updates to 

internal operating procedures and other published PMR/Receipt/SDR guidance.

11. PROPOSED DLMS CHANGE (PDC) 1217 STAFFING RESPONSE/COMMENT 

RESOLUTION:

Originator Response/Comment Disposition

1. Army Concur (SDR Community and Supply) Noted.
Attachment, ADC 1268

Page 10

Originator Response/Comment Disposition

2. Navy Concur Noted.

3. Air Force Concur Noted.

4. Marine Corps Concur Noted.

5. DPAP We have reviewed the document and do not have any comments 

or corrections. In response to the Staffing Note directed at DPAP: 

"Staffing Note: Request DPAP and Component feedback 

regarding applicability of the PDC requirements for return from 

non-destructive test/evaluation and expanding the procedures 

addressed in this PDC to commercial receipts from 

assembly/disassembly/reclamation/ conversion/modification. If 

DPAP confirms RRR requirements apply to commercial support 

to the DOD for return from non-destructive test/evaluation, the 

DLMS Program Office will expand the ADC to reflect this 

additional requirement."

I can confirm that the PDC requirements do apply for return from 

non-destructive test/evaluation (what you have described is what 

was intended to be covered by the RRR) and recommend you 

expand to capture those returns.

Approved change 

updated 

accordingly.

6. DLA Concur Noted.
Enclosure 1, ADC 1268

Page 1

Enclosure 1, DLMS Implementation Convention (IC) Revisions

# Location Change Table for 

527D Due-in/Advance Receipt /Due Verification

Reason

1. DLMS 

Introductory 

Note

Add ADC 1268 to DLMS Introductory notes: 

- ADC 1268, 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

To identify DLMS 

changes included in 

the implementation 

convention.

2. 2/N901/090 Add new Code 43 and associated DLMS notes:

43 Supporting Document Number

DLMS Note: 

1. Use in procurement source PMR when a document number is 

needed in addition to the contract number. Identify the 

controlling contract number in the 2/CS/020 segment. 

2. Authorized DLMS enhancement for commercial repair returns 

shipped on a Reparable Receiving Report with a MILSTRIP 

document number. DLMS enhancement; see introductory DLMS 

note 4.b. Refer to ADC 1268.

Identifies new

functional 

requirement.

3. 2/N901/090 Revise existing code X9 to delete DLMS Note 1:

X9 Internal Control Number

DLMS Note:

1. Use with procurement source transactions when a transaction 

number (aka document number) is needed in addition to the 

contract number for transaction tracking purposes. Identify the 

controlling contract number in the 2/CS/020 segment. DLMS 

enhancement; see introductory DLMS note 4a.

2. Contractor’s Reference Number is used to indicate the unique 

number used by the CAV II System to identify and track EDI 

transactions. Refer to ADC 342.

Removing DLMS 

Note 1 because code 

43 will be used in 

the 527D when a 

document number is 

required in addition 

to a controlling 

contract number. 

Qualifier X9 

remains a Navy 

CAV unique 

requirement 

established by ADC 

342. 
Enclosure 1, ADC 1268

Page 2

# Location Change Table for 

527R Receipt, Inquiry Response and MRA

Reason

1. DLMS 

Introductory 

Note

Add ADC 1268 to DLMS Introductory notes: 

- ADC 1268, 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

To identify DLMS 

changes included in 

the implementation 

convention.

2. 2/N901/090 Add new note 2 to existing Code 43:

43 Supporting Document Number

DLMS Note: 

1. Use in receipt and historical receipt transactions to identify the 

Receipted Materiel Reference Document Number. Authorized 

DLMS enhancement under DLA industrial activity support 

agreement. Refer to ADC 1128.

2. Use in procurement source receipt and historical receipt 

transactions when a document number is needed in addition to 

the contract number. Identify the controlling contract number in 

the 2/CS/020 segment. 

3. Authorized DLMS enhancement for commercial repair returns 

shipped on a Reparable Receiving Report with a MILSTRIP 

document number. DLMS enhancement; see introductory DLMS 

note 5b. Refer to ADC 1268.

Identifies new 

functional 

requirement.

3. 2/N901/090 Revise existing code X9 DLMS Notes to delete note 1 and 

renumber remaining notes:

X9 Internal Control Number

DLMS Note:

1. Use in procurement source receipt and historical receipt 

transactions when a transaction number (document number) is 

needed in addition to the contract number for transaction tracking 

purposes. Identify the controlling contract number in the 2/CS/020 

segment. DLMS enhancement; see introductory DLMS note 5a.

21. DSS uses to identify the transaction number (document 

number) associated with Army local procurement receipts (per 

DLA DSS DIC Z4S). The controlling contract number is in 

2/CS/20. This use is an authorized DLMS migration enhancement. 

See DLMS introductory note 5g.

32. Contractor’s Reference Number is used to indicate the unique 

number used by the CAV II System to identify and track EDI 

transactions. Refer to ADC 342.

Removing DLMS 

Note 1 because code 

43 will be used in 

procurement source 

receipts and 

historical receipts 

when a document 

number is required 

in addition to a

controlling contract 

number, except for 

the Army local 

procurement receipts

per the non-MILS 

DLA DSSDIC Z4S

requirement noted 

for X9. 

Qualifier X9 also 

remains a Navy 

CAV unique 

requirement 

established by ADC 

342.
Enclosure 1, ADC 1268

Page 3

# Location Change Table for 

842A/R Standard SDR Reply

Reason

1. DLMS 

Introductory 

Note

Add ADC 1268 to DLMS Introductory notes: 

- ADC 1268, 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

To identify DLMS 

changes included in 

the implementation 

convention.

2. 2/REF01/0700 Revise DLMS Note for existing Code BY as shown:

BY Repair Category Number

DLMS Note:

1. Use to identify SA product quality deficient item as new or 

repaired/overhauled (N=New, R=Repaired/Overhauled).

2. Use for SDRs for discrepant shipments from commercial 

activity reported on Document Type 9/P to distinguish from new 

procurement. Enter “N” for new, or Code R for 

(repaired/overhauled) commercial returns from repair, nondestructive test/evaluation, assembly, disassembly, reclamation, 

and conversion/modification. Refer to ADC 1268.

Identifies expanded

functional 

requirement.

# Location Change Table for 

842A/W Standard SDR, Follow-up, Correction, Cancellation, & 

Reconsideration Request

Reason

1. DLMS 

Introductory 

Note

Add ADC 1268 to DLMS Introductory notes: 

- ADC 1268, 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 

To identify DLMS 

changes included in 

the implementation 

convention.

2. 2/REF01/0700 Add Code BY and DLMS Note as shown:

BY Repair Category Number

DLMS Note:

1. Use to identify SA product quality deficient item as new or 

repaired/overhauled (N=New, R=Repaired/Overhauled).

2. Use for SDRs for discrepant shipments from commercial repair 

reported on Document Type 9/P to distinguish from new 

procurement. Enter or perpetuate Code R for commercial returns 

from repair, non-destructive test/evaluation, assembly, 

disassembly, reclamation, and conversion/modification. Refer to 

ADC 1268.

New functional 

requirement.
Enclosure 2, ADC 1268

Page 1

Enclosure 2, Defense Logistics Manual (DLM) Revisions

Revise DLM 4000.25, Volume 2, Chapter 17, Supply Discrepancy Reporting, as shown below. 

Changes are identified in red bold italics. Paragraph numbering and text based on Change 8.

“C17.3.4. Materiel Returns”

(Intervening text not shown)

“C17.3.4.2.1. Depot Level Reparable Repairable Items. Report 

discrepant receipt SDR to the owner/manager associated with the shipping activity. 

Commercial maintenance activities will return reparables 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. 1” 

(Intervening text not shown)

“ 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). 

The submitter is encouraged to identify the applicable Defense Contract Management 

Agency (DCMA) office as a distribution copy recipient when applicable (see block 10 of 

DD Form 250, Material Inspection and Receiving Report or comparable receiving 

report). When applicable and not identified by the submitter on the SDR, the initial 

action activity will forward the SDR to the DCMA or other applicable 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. 2 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.”

 1 Refer to ADC 1268. 2 Ibid.
Enclosure 2, ADC 1268

Page 2

-----------------------------

“ 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:

(Intervening text not shown)

“ 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 

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 will be overridden by the 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.3

”

 3 Ibid.
Enclosure 3, ADC 1268

Page 1

Enclosure 3, DLM 4000.25-2 MILSTRAP

Revise Appendix 3.1 as shown. Changes are identified in red bold italics. Paragraph numbering 

and text based on Change 8.

AP3.1. APPENDIX 3.1

MATERIEL RECEIPT -

PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 

Code

1-3 Enter appropriate DIC from the D4 series.

Routing Identifier Code 

(TO)

4-6 Enter (or perpetuate) RIC of the Inventory 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.4, 5

Procurement Instrument 

Identifier (PIID) or DueIn Document Number 

30-43 Enter the PIID6, or the applicable 13-position PIID 

call/order number (identified by F in the 9th

position) in record positions 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. 

(Receipt based on a document number as the 

primary number is not applicable to shipments 

from commercial repair, nondestructive test, 

assembly, disassembly, reclamation, and 

conversion/modification (DIC D4L or D4M).)7

Procurement 

Instrument Identifier 

(PIID)

(30-42) Enter (or perpetuate) the PIID or the applicable 13-

position PIID call/order number (identified by F in 

the 9th position).8

 4 See Appendix AP3 - Formats Introduction, AP3.3.1. 5 See Appendix AP3 - Formats Introduction, AP3.3.2. 6 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 7 Refer to ADC 1268 8 Refer to ADC 1161A.
Enclosure 3, ADC 1268

Page 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank

or

(43) Leave blank.

Due-In 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.9

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 

Item Number

(45-48) Contract 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. 

Contract/Exhibit 

Subline Item Number

(49-50) Enter the contract or exhibit subline item 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

 9 See Appendix AP3 - Formats Introduction, AP3.3.3.
Enclosure 3, ADC 1268

Page 3

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Shipment Number

or

DSS Operations Control 

Number (OCN)

60-66 Enter vendor shipment number shown on shipping 

document, preceding significant digits with zeros,

unless trading partner agreement requires entry of 

the Distribution 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 

(Receiving Location)

67-69 Enter (or perpetuate) RIC of the activity at 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 (Released 

by Carrier) 

73-75 Enter ordinal day of the calendar year materiel 

released by carrier.

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.