DLM 4000.25, Volume 2

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 2

SUPPLY STANDARDS

AND PROCEDURES

June 13, 2012

DEPUTY ASSISTANT SECRETARY OF DEFENSE

(SUPPLY CHAIN INTEGRATION)
DLM 4000.25, Volume 2, January 22, 2024

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TABLE OF CONTENTS

VOLUME 2: SUPPLY STANDARDS AND PROCEDURES

PAGE

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

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

CHAPTER 1 INTRODUCTION

C1.1 GENERAL ............................................................................................ C1-1 

C1.2 POLICY................................................................................................ C1-1 

C1.3 APPLICABILITY ................................................................................... C1-1 

C1.4 SUPPLY PROCESS REVIEW COMMITTEE....................................... C1-1 

C1.5 SUPPLY DISCREPANCY REPORTING PRC ..................................... C1-2 

C1.6 JOINT PHYSICAL INVENTORY WORKING GROUP.......................... C1-2 

C1.7 NONCOMPLIANCE.............................................................................. C1-2 

C1.8 TRANSACTION REVERSAL ............................................................... C1-2 

C1.9 TRANSACTION REJECTION .............................................................. C1-3

C1.10 MILITARY STANDARD REQUISITIONING AND ISSUE 

PROCEDURES.................................................................................... C1-3 

C1.11 MILITARY STANDARD TRANSACTION REPORTING AND 

ACCOUNTABILITY PROCEDURES.................................................... C1-4 

CHAPTER 2 SPECIAL PROGRAM REQUIREMENTS AND DEMAND DATA

EXCHANGE PROJECTED SUPPLY PLAN

C2.1 GENERAL ............................................................................................ C2-1 

C2.2 SPECIAL PROGRAM REQUIREMENTS............................................. C2-2 

C2.3 DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN .............. C2-7 

CHAPTER 3 WAR MATERIEL REQUIREMENTS AND SIMULATED

MOBILIZATION EXERCISES

C3.1 GENERAL ............................................................................................ C3-1 

C3.2 WAR MATERIEL REQUIREMENTS .................................................... C3-2 

C3.3 SIMULATED MOBILIZATION EXERCISES......................................... C3-2 
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CHAPTER 4 REQUISITIONING

C4.1 GENERAL ............................................................................................ C4-1

C4.2 PREPARATION OF REQUISITIONS................................................... C4-2

C4.3 RETRANSMITTED REQUISITIONS .................................................. C4-22

C4.4 REQUISITION CANCELLATIONS ..................................................... C4-22

C4.5 REQUISITION MODIFICATIONS....................................................... C4-23

C4.6 REQUISITION INQUIRIES/REQUESTS FOR SUPPLY 

ASSISTANCE .................................................................................... C4-25

C4.7 REQUISITION PROCESSING AND RELATED ACTIONS ................ C4-27

C4.8 ARMY EXCHANGE REPARABLE PRICING PROCESS................... C4-58

C4.9 NAVY EXCHANGE REPARABLE PRICING PROCESS.................... C4-58

C4.10 DEFENSE AUTOMATIC ADDRESSING SYSTEM EDIT OF

INCOMING REQUISITIONS .............................................................. C4-59

CHAPTER 5 STATUS REPORTING

C5.1 SUPPLY AND SHIPMENT STATUS – GENERAL............................... C5-1

CHAPTER 6 PHYSICAL INVENTORY CONTROL

C6.1 GENERAL ............................................................................................ C6-1

C6.2 POLICY................................................................................................ C6-4

C6.3 PHYSICAL INVENTORY PROCEDURES ......................................... C6-17

C6.4 RESEARCH OF POTENTIAL OR ACTUAL INVENTORY

ADJUSTMENTS (PHYSICAL INVENTORY) – DOCUMENT 

IDENTIFIER CODE D8A/D9A............................................................ C6-22

C6.5 REVERSAL OF INVENTORY ADJUSTMENTS (PHYSICAL 

INVENTORY) – DOCUMENT IDENTIFIERCODE D8A/D9A ............. C6-25

C6.6 RESEARCH OF POTENTIAL OR ACTUAL INVENTORY 

ADJUSTMENTS (ACCOUNTING ERRORS) – DOCUMENT 

IDENTIFIER CODE D8B/D9B............................................................ C6-26

C6.7 REVERSAL OF INVENTORY ADJUSTMENT 

(ACCOUNTING ERRORS) TRANSACTIONS ................................... C6-28

C6.8 RECORD RECONCILIATION PROGRAM......................................... C6-28

C6.9 RETENTION OF ACCOUNTABLE DOCUMENTATION .................... C6-35

C6.10 QUALITY CONTROL ......................................................................... C6-35

C6.11 PHYSICAL INVENTORY CONTROL PROGRAM PERFORMANCE

ASSESSMENT................................................................................... C6-37

C6.12 STORAGE ITEM DATA CORRECTION/CHANGENOTIFICATION ... C6-46
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C6.13 CAPITAL EQUIPMENT...................................................................... C6-47

CHAPTER 7 INVENTORY ADJUSTMENTS 

C7.1 GENERAL ............................................................................................ C7-1

C7.2 CHANGES IN SUPPLY CONDITION OF MATERIEL.......................... C7-6

C7.3 OWNERSHIP GAINS AND LOSSES ................................................. C7-12

C7.4 PURPOSE TRANSFERS................................................................... C7-14

C7.5 PHYSICAL INVENTORY GAINS AND LOSSES................................ C7-14

C7.6 REIDENTIFICATION OF STOCK, STOCK NUMBER CHANGES 

AND UNIT OF ISSUES CHANGES.................................................... C7-14

C7.7 CONDITION CHANGES FOR ITEMS BEING REPORTED/

TURNED IN TO DLA DISPOSITION SERVICES............................... C7-14

CHAPTER 8 MATERIEL OBLIGATION VALIDATION

C8.1 SUPPORT OF UNITED STATES FORCES......................................... C8-1

C8.2 GRANT AID.......................................................................................... C8-8

CHAPTER 9 LOGISTICS REASSIGNMENT

C9.1 GENERAL ............................................................................................ C9-1

C9.2 POLICY................................................................................................ C9-2

C9.3 REQUIREMENTS ................................................................................ C9-2

C9.4 PRE-EFFECTIVE TRANSFER DATE ACTIONS ................................. C9-3

C9.5 EFFECTIVE TRANSFER DATE PERIOD ACTIONS ........................... C9-5

C9.6 POST-EFFECTIVE TRANSFER DATE ACTIONS............................... C9-6

C9.7 RECEIPT PROCESSING AFTER EFFECTIVE TRANSFER DATE..... C9-8

C9.8 INQUIRY FOR LOGISTICS REASSIGNMENT ASSET DATA 

AND RESPONSE............................................................................... C9-10

C9.9 LOGISTICS REASSIGNMENT DUE-IN VALIDATION....................... C9-10

CHAPTER 10 MATERIEL RECEIPT ACKNOWLEDGMENT

C10.1 PURPOSE.......................................................................................... C10-1

C10.2 APPLICABILITY ................................................................................. C10-2

C10.3 EXCLUSIONS .................................................................................... C10-2

C10.4 COMMUNICATIONS.......................................................................... C10-4

C10.5 RESPONSIBILITIES .......................................................................... C10-4
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C10.6 PREPARING AND SENDING MATERIEL RECEIPT 

ACKNOWLEDGEMENT..................................................................... C10-6

C10.7 FOLLOWUP FOR DELINQUENT MATERIEL RECEIPT 

ACKNOWLEDGMENT ..................................................................... C10-10

C10.8 CORRECTING OR CANCELING MATERIEL RECEIPT 

ACKNOWLEDGEMENT................................................................... C10-13

C10.9 QUALITY CONTROL ....................................................................... C10-14

C10.10 MANAGEMENT EVALUATION........................................................ C10-14

CHAPTER 11 MATERIEL RETURNS, REDISTRIBUTION OF ASSETS,

DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS 

AND RETROGRADE RETURNS

C11.1 GENERAL .......................................................................................... C11-1

C11.2 APPLICABILITY AND SCOPE ........................................................... C11-6

C11.3 EXCLUSIONS .................................................................................... C11-7

C11.4 REPORTING CRITERIA FOR CUSTOMER ASSET REPORTS ....... C11-8

C11.5 PREPARATION OF CUSTOMER ASSET REPORTS ....................... C11-8

C11.6 CANCELLATION OF CUSTOMER ASSET REPORTS ..................... C11-9

C11.7 PROCESSING REPLIES TO CUSTOMER ASSET REPORTS....... C11-10

C11.8 FOLLOW-UPS ON REPORTED ASSETS ....................................... C11-11

C11.9 AUTOMATIC RETURNS.................................................................. C11-12

C11.10 DEFENSE AUTOMATIC ADDRESSING SYSTEM.......................... C11-15

C11.11 INVENTORY CONTROL POINT/INTEGRATED MATERIEL 

MANAGER PROCESSING OF CUSTOMER ASSET REPORTS.... C11-17

C11.12 INVENTORY CONTROL POINT/INTEGRATED MATERIEL

MANAGER MATERIEL RECEIPT STATUS..................................... C11-19

C11.13 PREPARATION AND PROCESSING OF SHIPMENT STATUS...... C11-20

C11.14 PROCESSING FOLLOW-UPS FROM REPORTING ACTIVITIES... C11-21

C11.15 CANCELLATION OF CUSTOMER ASSET REPORTS ................... C11-22

C11.16 INVENTORY CONTROL POINT/INTEGRATED MATERIEL 

MANAGER PROCESSING OF DLMS 180M CUSTOMER ASSET

REPORTS, CANCELLATIONS, AND FOLLOW-UPS WHEN THE

SUPPLY SOURCE HAS CHANGED................................................ C11-23

C11.17 INVENTORY CONTROL POINT/INTEGRATED MATERIEL

MANAGER LATERAL REDISTRIBUTION OF RETAIL ASSETS... C11-23
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C11.18 INTER-SERVICE LATERAL REDISTRIBUTION OF RETAIL 

ASSETS BY INTER-SERVICE AGREEMENT ................................ C11-26

C11.19 RETURNS TO DLA FROM INDUSTRIAL SITES UNDER

BASE REALIGNMENT AND CLOSURE SUPPLY, STORAGE AND 

DISTRIBUTION AND NATIONAL INVENTORY MANAGEMENT 

STRATEGY SITE CUSTOMERS ..................................................... C11-26

C11.20 DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS

AND RETROGRADE RETURNS ..................................................... C11-27

CHAPTER 12 DUE-IN AND PRE-POSITIONED MATERIEL RECEIPT

C12.1 GENERAL .......................................................................................... C12-1

C12.2 CONTROL OF MATERIEL DUE-IN.................................................... C12-2

C12.3 PROVIDING THE STORAGE ACTIVITY WITH PRE-POSITIONED 

MATERIEL RECEIPT......................................................................... C12-3

C12.4 LOAN MATERIEL............................................................................... C12-6

C12.5 LOGISTICS REASSIGNMENT MEMORANDUM DUE-IN AND 

PRE-POSITIONED MATERIEL RECEIPT ......................................... C12-6

C12.6 LOGISTICS REASSIGNMENT DUE-IN VALIDATION....................... C12-7

CHAPTER 13 MATERIEL RECEIPT

C13.1 GENERAL .......................................................................................... C13-1 

C13.2 MATERIEL RECEIPT PROCESSING................................................ C13-2

C13.3 INQUIRY ON IN-TRANSIT DUE-INS ............................................... C13-23

C13.4 STORAGE ACTIVITY RESPONSE TO INQUIRY ON MATERIEL

RECEIPT.......................................................................................... C13-23

C13.5 ARMY EXCHANGE PRICING PROCESS ....................................... C13-24

C13.6 OPTIONAL INTRA-SERVICE USE OF RECEIPT FOR MATERIEL 

PROVIDED TO CONTRACTORS AS GOVERNMENT 

FURNISHED MATERIEL ................................................................. C13-25

CHAPTER 14 ISSUE, LOAN, DEMAND, AND SINGLE MANAGER FOR 

CONVENTIONAL AMMUNITION FREEZE/UNFREEZE ACTIONS

C14.1 GENERAL .......................................................................................... C14-1

C14.2 ISSUE ................................................................................................ C14-2

C14.3 BACKORDER TRANSACTIONS........................................................ C14-6

C14.4 DEMAND TRANSACTIONS............................................................... C14-6

C14.5 LOAN TRANSACTIONS .................................................................... C14-6

C14.6 SINGLE MANAGER FOR CONVENTIONAL AMMUNITION

FREEZE/UNFREEZE ACTIONS........................................................ C14-7
DLM 4000.25, Volume 2, January 22, 2024

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CHAPTER 15 INSTALLATION CLOSURE PROCEDURES

C15.1 GENERAL .......................................................................................... C15-1

C15.2 APPLICABILITY AND SCOPE ........................................................... C15-2

C15.3 EXCLUSIONS .................................................................................... C15-2

C15.4 INSTALLATION CLOSING PROCEDURES ...................................... C15-3

C15.5 PROCEDURES FOR THE INVENTORY CONTROL POINT/

INTEGRATED MATERIEL MANAGER .............................................. C15-5

CHAPTER 16 DISPOSITION SERVICES

C16.1 GENERAL .......................................................................................... C16-1

C16.2 REQUISITIONING DOD EXCESS PERSONAL PROPERTY 

FROM THE DISPOSITION SERVICES ............................................. C16-2

C16.3 REQUISITIONING AND OTHER MATERIEL MOVEMENT OF 

CONVENTIONAL SMALL ARMS/LIGHT

WEAPONS FROM DISPOSITION SERVICES ................................ C16-17

C16.4 SOURCE OF SUPPLY AND STORAGE ACTIVITY

INTERFACE FOR DISPOSAL RELEASE ORDERS........................ C16-18

C16.5 DOCUMENTATION REQUIRED FOR SHIPMENTS TO DLA 

DISPOSITION SERVICES............................................................... C16-20

C16.6 INTRANSIT CONTROL SYSTEMS PROCESSING 

OF SHIPMENTS TO DLA DISPOSITION SERVICES ..................... C16-28

C16.7 PROCESSING MATERIEL AND MAINTAINING 

ACCOUNTABILITY BY THE DLA DISPOSITION SERVICES

AND THE DISPOSITION SERVICES FIELD OFFICES................... C16-34

C16.8 SUPPLY DISCREPANCY REPORTING.......................................... C16-55

CHAPTER 17 SUPPLY DISCREPANCY REPORTING

C17.1 GENERAL .......................................................................................... C17-1

C17.2 POLICY.............................................................................................. C17-5

C17.3 PROCEDURES.................................................................................. C17-8

C17.4 MANAGEMENT EVALUATION........................................................ C17-71

C17.5 SECURITY ASSISTANCE DISCREPANCY REPORTS .................. C17-72

CHAPTER 18 RESERVED

CHAPTER 19 RESERVED

CHAPTER 20 MEDICAL UNIT ASSEMBLY PROGRAM

C20.1 GENERAL .......................................................................................... C20-1
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C20.2 APPLICABILITY AND SCOPE ........................................................... C20-1

C20.3 BUILD REQUIREMENT ..................................................................... C20-1

C20.4 DUE-IN ESTABLISHMENT ................................................................ C20-1

C20.5 RECEIPT PROCESSING................................................................... C20-2

C20.6 COMPONENT PACKING INFORMATION......................................... C20-2

CHAPTER 21 STOCK READINESS PROGRAM

C21.1 GENERAL .......................................................................................... C21-1

C21.2 APPLICABILITY AND SCOPE ........................................................... C21-2

C21.3 STOCK SCREENING REQUEST/REPLY OVERVIEW ..................... C21-2

C21.4 STORAGE QUALITY CONTROL REPORT PROCESS 

OVERVIEW........................................................................................ C21-5

CHAPTER 22 ASSET STATUS REPORTING

C22.1 GENERAL .......................................................................................... C22-1

C22.2 IN STORAGE ASSETS...................................................................... C22-1

C22.3 INTRA-COMPONENT USE................................................................ C22-3

CHAPTER 23 CATALOG DATA SUPPORT

C23.1 GENERAL .......................................................................................... C23-1

C23.2 INDUSTRIAL ACTIVITY CATALOG DATA SUPPORT...................... C23-2

C23.3 PROCEDURES-NAVY INTERFACE.................................................. C23-3

C23.4 PROCEDURES-MARINE CORPS INTERFACE................................ C23-9

C23.5 AIR FORCE GOVERNMENT FURNISHED PROPERTY 

ACCOUNTABILITY .......................................................................... C23-11

CHAPTER 24 PRODUCT QUALITY DEFICIENCY REPORT PROGRAM

C24.1 GENERAL .......................................................................................... C24-1

C24.2 PQDR TRANSACTION SET .............................................................. C24-1

C24.3 APPLICABILITY AND SCOPE ........................................................... C24-1

C24.4 PQDR OVERVIEW............................................................................. C24-1

C24.5 DETAILED REQUIREMENT .............................................................. C24-2

C24.6 EXHIBIT TRACKING.......................................................................... C24-5

C24.7 PQDR INTER-SERVICE INTERFACE QUERY CAPABILITY............ C24-5

CHAPTER 25 SECURITY ASSISTANCE PROGRAM

C25.1 GENERAL .......................................................................................... C25-1
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C25.2 REQUISITION FORMATS ................................................................. C25-2

C25.3 REQUIRED AVAILABILITY DATES................................................... C25-6

C25.4 REQUISITION PREPARATION AND SUBMISSION ......................... C25-8

C25.5 STATUS IN GENERAL ...................................................................... C25-9

C25.6 STATUS UPON REQUISITION INITIATION OR SUBMISSION ...... C25-10

C25.7 FOLLOW-UPS AND STATUS RESPONSES................................... C25-11

C25.8 CANCELLATION AND REJECTION STATUS................................. C25-11

C25.9 STATUS ON FOREIGN MILITARY SALES NOTICE OF 

AVAILABILITY.................................................................................. C25-12

C25.10 MODIFICATION OF FOREIGN MILITARY SALES OFFER

RELEASE OPTION OR FREIGHT FORWARDER/COUNTRY 

REPRESENTATIVE......................................................................... C25-12

C25.11 RELEASE OF FOREIGN MILITARY SALES SHIPMENTS.............. C25-13

C25.12 CONSOLIDATION AND MARKING OF FOREIGN MILITARY

SALES AND GRANT AID SHIPMENTS........................................... C25-18

C25.13 DOCUMENT DISTRIBUTION .......................................................... C25-20

C25.14 SPECIAL GRANT AID PROCEDURES ........................................... C25-20

C25.15 CANCELLATION OF REQUISITIONS ............................................. C25-21

C25.16 REPAIR AND REPAIR/REPLACE PROGRAM................................ C25-22

C25.17 RETURN OF DISCREPANT FOREIGN MILITARY SALES

MATERIEL ....................................................................................... C25-23

C25.18 FMS TRANSPORTATION................................................................ C25-24

CHAPTER 26 CONTRACTOR ACCESS TO GOVERNMENT SOURCES OF SUPPLY

C26.1 GENERAL .......................................................................................... C26-1

C26.2 APPLICABILITY ................................................................................. C26-3

C26.3 PREPARATION OF REQUISITIONS AND RELATED

TRANSACTIONS FOR GOVERNMENT MATERIEL FURNISHED TO 

CONTRACTORS................................................................................ C26-3

C26.4 SUBMISSION OF GOVERNMENT FURNISHED MATERIEL 

REQUISITIONS AND RELATED TRANSACTIONS........................... C26-5

C26.5 MANAGEMENT CONTROL ACTIVITY PROCESSING OF 

GOVERNMENT-FURNISHED MATERIEL REQUISITIONS AND 

RELATED TRANSACTIONS.............................................................. C26-5

C26.6 SOURCE OF SUPPLY PROCESSING OF GOVERNMENTFURNISHED MATERIEL REQUISITIONS AND RELATED 

TRANSACTIONS ............................................................................... C26-8
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C26.7 DEFENSE AUTOMATIC ADDRESSING SYSTEM PROCESSING 

OF GOVERNMENT-FURNISHED MATERIEL TRANSACTIONS.... C26-10

C26.8 CONTRACTOR REQUISITIONS FOR CONTRACTORFURNISHED MATERIEL ................................................................. C26-12

C26.9 PREPARATION OF DOD EMALL REQUISITIONS BY 

CONTRACTORS.............................................................................. C26-14

C26.10 INVENTORY CONTROL POINT/INTEGRATED MATERIEL 

MANAGER-DIRECTED SHIPMENT OF NON-REQUISITIONED 

GOVERNMENT FURNISHED MATERIEL BASED ON A BILL OF 

MATERIEL ....................................................................................... C26-16

CHAPTER 27 MASS OR UNIVERSAL CANCELLATION OF REQUISITIONS

C27.1 GENERAL .......................................................................................... C27-1

C27.2. APPLICABILITY.................................................................................. C27-3

C27.3. INITIATION OF MASS OR UNIVERSAL CANCELLATION OF 

REQUISITIONS.................................................................................. C27-4

C27.4. CONTINUING HIGH PRIORITY DEMANDS DURING A MASS 

CANCELLATION................................................................................ C27-5

C27.5. SOURCE OF SUPPLY PROCESSING MASS OR UNIVERSAL 

CANCELLATION REQUESTS ........................................................... C27-6

C27.6. STORAGE ACTIVITY PROCESSING OF MASS OR UNIVERSAL 

REQUISITION CANCELLATIONS ..................................................... C27-8

C27.7. DIRECT VENDOR DELIVERY PROCESSING OF MASS OR 

UNIVERSAL REQUISITION CANCELLATIONS................................ C27-9

C27.8. DTS PROCESSING OF MASS OR UNIVERSAL REQUISITION 

CANCELLATIONS ........................................................................... C27-10

C27.9. DISPOSITION OF FRUSTRATED SHIPMENTS/MATERIEL ........... C27-11

CHAPTER 28 RESERVED

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

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

C29.2 DOCUMENT DISTRIBUTION ............................................................ C29-4

C29.3 ISSUES FROM SUPPLY SYSTEM STOCK OR FROM DLA DISPOSITION 

SERVICES FIELD OFFICES; REQUISITIONS FOR LOCAL ISSUE FROM 

DLA DISPOSITION SERVICES FIELD OFFICES......................... C29-5

C29.4 RETURNS TO STOCK AND TRANSFERS (EXCLUDING 

TRANSFERS TO DLA DISPOSITION SERVICES FIELD 

OFFICES) .......................................................................................... C29-6
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C29.5 TRANSFERS TO DLA DISPOSITION SERVICES FIELD 

OFFICES............................................................................................ C29-7

CHAPTER 30 PROCEDURES FOR SERIALLY MANAGED MATERIEL 

REQUIRING OWNER VISIBILTY

C30.1 GENERAL .......................................................................................... C30-1

C30.2. APPLICABILITY AND SCOPE ........................................................... C30-3

C30.3. EXCLUSIONS .................................................................................... C30-3

C30.4. POLICY.............................................................................................. C30-4

C30.5. CATEGORIES OF SERIALLY MANAGED MATERIEL COVERED 

BY THIS CHAPTER ........................................................................... C30-4

C30.6. OBJECTIVES................................................................................... C30-10

C30.7. ESTABLISHING INITIAL VISIBILITY BY SERIAL NUMBER/UII...... C30-10

C30.8. REQUIREMENTS FOR SERIALLY MANAGED MATERIEL 

REQUIRING OWNER VISBILITY AT DLA DISTRIBUTION 

CENTERS........................................................................................ C30-10

C30.9. RETAIL SUPPLY AND TRANSPORTATION INTERCHANGE ........ C30-18

C30.10 MATERIEL RETURNS, REDISTRIBUTION OF ASSETS, 

DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS, 

AND RETROGRADE RETURNS ..................................................... C30-18

C30.11. REINTRODUCTION OF UNIQUE ITEM IDENTIFIER ITEM 

PREVIOUSLY SHIPPED OUTSIDE THE CONTROL OF THE 

DEPARTMENT OF DEFENSE......................................................... C30-19

C30.12. DOD STOCK READINESS PROGRAM........................................... C30-19

APPENDICES

APPENDIX 1 - FORMS

AP1 FORMS INDEX .................................................................................. AP1-I

AP1.1 INVENTORY CONTROL EFFECTIVENESS REPORT

AMMUNITION) DD FORM 2338-1.................................... .......AP1.1-1

AP1.2 INVENTORY CONTROL EFFECTIVENESS REPORT 

(GENERAL SUPPLIES) DD FORM 2338-2 ....................................AP1.2-1

APPENDIX 2 - CODES

AP2 CODES INDEX ..................................................................................AP2- I

AP2.1 DOCUMENT IDENTIFIER CODES ................................................AP2.1-1

AP2.2 TYPE OF PHYSICAL INVENTORY/TRANSACTION

HISTORY CODES ..........................................................................AP2.2-1

AP2.3 OWNERSHIP CODES ...................................................................AP2.3-1
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AP2.4 PURPOSE CODES ........................................................................AP2.4-1

AP2.5 SUPPLY CONDITION CODES ......................................................AP2.5-1

AP2.6 MANAGEMENT CODES ................................................................AP2.6-1

AP2.7 CORRECTION/CHANGE CODES FOR STORAGE 

ITEM RECORDS ............................................................................AP2.7-1

AP2.8 REJECT ADVICE CODES .............................................................AP2.8-1

AP2.9 ASSET STATUS REPORTING CODES ........................................AP2.9-1

AP2.10 ASSET TRANSFER STATUS CODES ........................................AP2.10-1

AP2.11 SPECIAL PROGRAM REQUIREMENT

STATUS CODES .........................................................................AP2.11-1

AP2.12 RESERVED .................................................................................AP2.12-1

AP2.13 RESERVED .................................................................................AP2.13-1

AP2.14 TYPE OF MEDIA CODES ............................................................AP2.14-1

AP2.15 INVENTORY ADJUSTMENT - PHYSICAL 

INVENTORY ERROR CLASSIFICATION CODES ......................AP2.15-1

AP2.16 INVENTORY ADJUSTMENT – ACCOUNTING

ERROR CLASSIFICATION CODE ...............................................AP2.16-1

AP2.17 DISCREPANCY INDICATOR CODES .........................................AP2.17-1

AP2.18 TYPE INSPECTION CODES .......................................................AP2.18-1

AP2.19 REVIEW PERIOD INDICATOR CODES ......................................AP2.19-1

AP2.20 ENVIRONMENTAL PROTECTION AGENCY (EPA) WASTE SOURCE 

CODES .........................................................................................AP2.20-1

AP2.21 RESERVED ..................................................................................AP2.21-1

AP2.22 TYPE DUE-IN INDICATOR ..........................................................AP2.22-1

AP2.23 TYPE LOCATION RECONCILIATION REQUEST .......................AP2.23-1

AP2.24 OTHER CODES ...........................................................................AP2.24-1

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

AP3 FORMATS INDEX...............................................................................AP3-I 

AP3 INTRODUCTION ..............................................................................AP3 -1

AP3.1 MATERIEL RECEIPT – PROCUREMENT

INSTRUMENT SOURCE (D4_).......................................................AP3.1-1

AP3.2 MATERIEL RECEIPT - OTHER THAN

PROCUREMENT INSTRUMENT SOURCE (D6_)..........................AP3.2-1
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AP3.3 ISSUE (D7_) ...................................................................................AP3.3-1

AP3.4 INVENTORY ADJUSTMENT - INCREASE OR DECREASE

(D8_, D9_).......................................................................................AP3.4-1

AP3.5 INVENTORY ADJUSTMENT – INCREASE OR

DECREASE (LOGISTICS TRANSFER/CAPITALIZATION/

DECAPITALIZATION) (D8E, D8F, D9E, D9F) ................................AP3.5-1

AP3.6 INVENTORY ADJUSTMENT - INCREASE OR DECREASE

(OWNERSHIP TRANSFER) (D8S, D9S) ........................................AP3.6-1

AP3.7 SINGLE MANAGED CONVENTIONAL

AMMUNITION FREEZE/UNFREEZE ACTION (DA1, DA2)............AP3.7-1

AP3.8 INVENTORY ADJUSTMENT - DUAL (CONDITION/

PURPOSE TRANSFER) (DAC, DAD).............................................AP3.8-1

AP3.9 INVENTORY ADJUSTMENT - DUAL (OWNERSHIP

TRANSFER) (DAS) ........................................................................AP3.9-1

AP3.10 DUE-IN - PROCUREMENT INSTRUMENT SOURCE

(DD_) ............................................................................................AP3.10-1

AP3.11 LOGISTICS TRANSFER/DECAPITALIZATION (DEE, DEF) ........AP3.11-1

AP3.12 DUE-IN - OTHER THAN PROCUREMENT 

INSTRUMENT SOURCE (DF_) ...................................................AP3.12-1

AP3.13 BACKORDER (DG_).....................................................................AP3.13-1

AP3.14 DEMAND (DHA)............................................................................AP3.14-1

AP3.15 PHYSICAL INVENTORY REQUEST (DJA) ..................................AP3.15-1

AP3.16 LOGISTICS TRANSFER/DECAPITALIZATION

FOLLOW-UP (DLA).......................................................................AP3.16-1

AP3.17 REPLY TO LOGISTICS TRANSFER/DECAPITALIZATION

FOLLOW-UP (DLB).......................................................................AP3.17-1

AP3.18 LOGISTICS REASSIGNMENT DELINQUENT DUE-IN

FOLLOW-UP (DLC) .....................................................................AP3.18-1

AP3.19 LOGISTICS REASSIGNMENT DELINQUENT DUE-IN

RESPONSE (DLD) .......................................................................AP3.19-1

AP3.20 LOGISTICS REASSIGNMENT DUE-IN RECONCILIATION

REQUEST (DLE)...........................................................................AP3.20-1

AP3.21 LOGISTICS REASSIGNMENT DUE-IN RECONCILIATION

RESPONSE (DLF) .......................................................................AP3.21-1

AP3.22 LOGISTICS REASSIGNMENT GENERAL MANAGEMENT

DATA (DLS) .................................................................................AP3.22-1

AP3.23 LOGISTICS REASSIGNMENT BACKORDER AND

DEMAND DATA (DLT) .................................................................AP3.23-1
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TOC-13 TABLE OF CONTENTS

AP3.24 LOGISTICS REASSIGNMENT ON-HAND ASSET

DATA (DLU)..................................................................................AP3.24-1

AP3.25 LOGISTICS REASSIGNMENT DUE-IN ASSET 

DATA (DLV) .................................................................................AP3.25-1

AP3.26 LOGISTICS REASSIGNMENT CONTRACT

HISTORY DATA (DLW) ...............................................................AP3.26-1

AP3.27 LOGISTICS REASSIGNMENT TECHNICAL AND

QUALITY DATA (DLX) .................................................................AP3.27-1

AP3.28 WAR MATERIEL REQUIREMENTS DATA (DM_) .......................AP3.28-1

AP3.29 MATERIEL RECEIPT ACKNOWLEDGMENT (DRA, DRB) ..........AP3.29-1

AP3.30 FOLLOW-UP FOR DELINQUENT MATERIEL RECEIPT 

ACKNOWLEDGMENT (DRF) .......................................................AP3.30-1

AP3.31 RESERVED .................................................................................AP3.31-1

AP3.32 RESERVED ..................................................................................AP3.32-1

AP3.33 RESERVED ..................................................................................AP3.33-1

AP3.34 RESERVED ..................................................................................AP3.34-1

AP3.35 RESERVED ..................................................................................AP3.35-1

AP3.36 RESERVED .................................................................................AP3.36-1

AP3.37 RESERVED .................................................................................AP3.37-1

AP3.38 PRE-POSITIONED MATERIAL RECEIPT –

PROCUREMENT INSTRUMENT SOURCE (DU_).....................AP3.38-1

AP3.39 PRE-POSITIONED MATRIEL RECEIPT–

OTHER THAN PROCUREMENT INSTRUMENT SOURCE

(DW_)............................................................................................AP3.39-1 

AP3.40 MATERIEL RECEIPT FOLLOW-UP –

PROCUREMENT INSTRUMENT SOURCE (DXA).......................AP3.40-1

AP3.41 MATERIEL RECEIPT FOLLOW-UP –

OTHER THAN PROCUREMENT INSTRUMENT SOURCE

(DXB) ............................................................................................AP3.41-1

AP3.42 REPLY TO MATERIEL RECEIPT FOLLOW-UP –

PROCUREMENT INSTRUMENT SOURCE (DXC).......................AP3.42-1

AP3.43 REPLY TO MATERIEL RECEIPT FOLLOW-UP –

OTHER THAN PROCUREMENT INSTRUMENT SOURCE

(DXD) ............................................................................................AP3.43-1

AP3.44 SPECIAL PROGRAM REQUIREMENT REQUEST

(DYA, DYB, DYL, DYM) ................................................................AP3.44-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-14 TABLE OF CONTENTS

AP3.45 SPECIAL PROGRAM REQUIREMENT CANCELLATION

(DYC) ............................................................................................AP3.45-1

AP3.46 SPECIAL PROGRAM REQUIREMENT MODIFIER (DYD)...........AP3.46-1

AP3.47 SPECIAL PROGRAM REQUIREMENT SUBSTITUTE

ITEM ACCEPTANCE (DYG).........................................................AP3.47-1

AP3.48 SPECIAL PROGRAM REQUIREMENT SUBSTITUTE 

ITEM REJECTION (DYH) .............................................................AP3.48-1

AP3.49 SPECIAL PROGRAM REQUIREMENT

FOLLOW-UP (DYJ).......................................................................AP3.49-1

AP3.50 SPECIAL PROGRAM REQUIREMENT STATUS (DYK) ..............AP3.50-1

AP3.51 STATUS NOTIFICATION TRANSACTION (DZ9) .........................AP3.51-1

AP3.52 ASSET STATUS (DZA).................................................................AP3.52-1

AP3.53 STORAGE ITEM DATA CORRECTION/CHANGE (DZB).............AP3.53-1

AP3.54 LOGISTICS REASSIGNMENT STORAGE INFORMATION 

(DZC) ...........................................................................................AP3.54-1

AP3.55 LOGISTICS REASSIGNMENT STORAGE

INFORMATION REPLY DZD).......................................................AP3.55-1

AP3.56 ASSET STATUS REPORTING REQUEST (DZE) ........................AP3.56-1

AP3.57 ASSET STATUS REPORTING (BASE, POST, CAMP, 

AND STATION LEVEL USE) (DZF) ..............................................AP3.57-1

AP3.58 TRANSACTION REJECT (DZG)...................................................AP3.58-1

AP3.59 LOCATION RECONCILIATION REQUEST (DZH)........................AP3.59-1

AP3.60 TRANSACTION HISTORY REQUEST (DZJ) ...............................AP3.60-1

AP3.61 TRANSACTION HISTORY TRANSMITTAL (DZK) .......................AP3.61-1

AP3.62 END OF DAY TRANSACTION COUNT (DZM).............................AP3.62-1

AP3.63 LOCATION RECONCILIATION NOTIFICATION (DZN)................AP3.63-1

AP3.64 LOCATION RECONCILIATION HISTORY

NOTIFICATION (DZP) .................................................................AP3.64-1

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

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

AP6. APPENDIX 6. MILSTRIP FORMS/MESSAGE 

FORMATS INDEX..............................................................................AP6-1

AP6.1 FORMS/MESSAGE FORMATS INTRODUCTION .........................AP6.1-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-15 TABLE OF CONTENTS

AP6.2 DD FORM 1348, DOD SINGLE LINE ITEM REQUISITION

SYSTEM DOCUMENT (MANUAL) .................................................AP6.2-1

AP6.3 RESERVED ...................................................................................AP6.3-1

AP6.4 DD FORM 1348-5, NOTICE OF AVAILABILITY/SHIPMENT .........AP6.4-1

AP6.5 STANDARD FORM 344, MULTIUSE STANDARD

REQUISITIONING/ISSUE SYSTEM DOCUMENT .........................AP6.5-1

AP6.6 DD FORM 1348-6, DOD SINGLE LINE ITEM REQUISITION 

SYSTEM DOCUMENT (MANUAL-LONG FORM) ..........................AP6.6-1

AP6.7 RESERVED ...................................................................................AP6.7-1

AP6.8 MILSTRIP MESSAGE REQUISITION ............................................AP6.8-1

AP6.9 MILSTRIP MESSAGE FOLLOW-UP ..............................................AP6.9-1

AP6.10 MILSTRIP MESSAGE SUPPLY ASSISTANCE REQUEST .........AP6.10-1

AP6.11 ABBREVIATED MILSTRIP MESSAGE SUPPLY STATUS ..........AP6.11-1

AP6.12 ABBREVIATED MILSTRIP MESSAGE SHIPMENT 

STATUS .......................................................................................AP6.12-1

AP6.13 MILSTRIP PART NUMBER/NON-NSN MESSAGE 

REQUISITION ..............................................................................AP6.13-1

AP6.14 RESERVED .................................................................................AP6.14-1

AP6.15 MESSAGE REQUEST FOR SPECIAL MATERIEL 

OBLIGATION VALIDATION .........................................................AP6.15-1

AP6.16 MESSAGE REPLY TO SPECIAL MATERIEL OBLIGATION 

VALIDATION REQUEST ..............................................................AP6.16-1

AP6.17 REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS

(FMS AND GRANT AID TRANSACTIONS)(FROM SOURCE OF 

SUPPLY TO ILCO) .......................................................................AP6.17-1

AP6.18 FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL 

OBLIGATIONS (FMS AND GRANT AID TRANSACTIONS)

(FROM SOURCE OF SUPPLY TO ILCO) ....................................AP6.18-1

AP6.19 REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS 

(FMS AND GRANT AID TRANSACTIONS) 

(FROM ILCO TO SAOS) ..............................................................AP6.19-1

AP6.20 FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL 

OBLIGATIONS (MAP GRANT AID TRANSACTIONS) 

(FROM ILCO TO SAOS) ..............................................................AP6.20-1

AP6.21 REPORT OF VALIDATION OF MATERIEL OBLIGATIONS ........AP6.21-1

AP6.22 ABBREVIATED MESSAGE ASSET REPORT, ETC.

(MATERIEL RETURNS PROGRAM) ...........................................AP6.22-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-16 TABLE OF CONTENTS

AP6.23 MASS OR UNIVERSAL CANCELLATION MESSAGE ................AP6.23-1

AP6.24 DEFENSE LOGISTICS MANAGEMENT STANDARDS/LEGACY 

MILSTRIP REVISION IMPLEMENTATION REPORT ..................AP6.24-1

AP6.25 ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED

FORM WITH LOGMARS BAR CODING ......................................AP6.25-1

AP6.26 RESERVED .................................................................................AP6.26-1

AP6.27 ISSUE RELEASE/RECEIPT DOCUMENT PREPRINTED FORM 

WITHOUT LOGMARS BAR CODING DATA ...............................AP6.27-1

AP6.28 RESERVED .................................................................................AP6.28-1

AP6.29 ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED 

FORM WITH LOGMARS BAR CODING FOREIGN 

MILITARY SALES ........................................................................AP6.29-1

AP6.30 RESERVED .................................................................................AP6.30-1

AP6.31 ISSUE RELEASE/RECEIPT DOCUMENT WITH 

ADDRESS LABEL .......................................................................AP6.31-1

AP6.32 MESSAGE REQUEST FORM DEFENSE AUTOMATIC 

ADDRESSING SYSTEM MATERIEL OBLIGATION 

VALIDATION RESPONSE ..........................................................AP6.32-1

AP6.33 QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES 

FIELD OFFICE REPORT .............................................................AP6.33-1

AP6.34 UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT 

REPORT ......................................................................................AP6.34-1

AP6.35 ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (1348-1A) 

WITH CODE 39 (THREE OF NINE) BAR CODES AND PDF417 

TWO-DIMENSIONAL (2D) BAR CODE ........................................AP6.35-1

AP6.36 ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (1348-1A OR 

DD FORM 1348-2) CONTINUATION PAGE ................................AP6.36-1

AP6.37 RESERVED .................................................................................................

AP6.38 RESERVED .................................................................................................

AP6.39 APPENDIX 6.39. INSTRUCTIONS FOR PREPARATION OF 

STANDARD FORM 364 ...............................................................AP6.39-1

AP6.39.1 ORIGINAL REPORT......................................................AP6.39-1

AP6.39.2 SUPPLY DISCREPANCY REPORT REPLY.................AP6.39-5

AP6.39.3 SUPPLY DISCREPANCY REPORT FOLLOW-UPS, 

CORRECTIONS AND CANCELLATIONS ....................................AP6.39-6
DLM 4000.25, Volume 2, January 22, 2024

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TOC-17 TABLE OF CONTENTS

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

AP7.1 DOCUMENT IDENTIFIER CODES ................................................AP7.1-1

AP7.2 SERVICE AND AGENCY CODES ...................................................AP7.-1

AP7.3 ROUTING IDENTIFIER CODES ....................................................AP7.3-1

AP7.4 MEDIA AND STATUS CODES .......................................................AP7.4-1

AP7.5 STOCK OR PART NUMBERS .......................................................AP7.5-1

AP7.6 UNIT OF ISSUE AND QUANTITY ..................................................AP7.6-1

AP7.7 DOCUMENT NUMBER ..................................................................AP7.7-1

AP7.8 DEMAND AND SUFFIX CODES ....................................................AP7.8-1

AP7.9 SUPPLEMENTARY ADDRESS .....................................................AP7.9-1

AP7.10 SIGNAL CODES ..........................................................................AP7.10-1

AP7.11 FUND CODES ..............................................................................AP7.11-1

AP7.12 DISTRIBUTION CODES ..............................................................AP7.12-1

AP7.13 PROJECT CODES .......................................................................AP7.13-1

MASTER PROJECT CODE LIST - W/ POC-POSTED TO 

WEBSITE ONLY

MASTER PROJECT CODE LIST - W/O POC-POSTED TO 

WEBSITE ONLY

AP7.14 PRIORITY DESIGNATORS, STANDARD AND REQUIRED 

DELIVERY DATES .......................................................................AP7.14-1

AP7.15 ADVICE CODES ..........................................................................AP7.15-1

AP7.16 STATUS CODES .........................................................................AP7.16-1

AP7.17 SHIPMENT HOLD CODES ..........................................................AP7.17-1

AP7.18 SECURITY COOPERATION CUSTOMER CODES .....................AP7.18-1

AP7.19 SECURITY ASSISTANCE PROGRAM TYPE OF ASSISTANCE

AND FINANCING CODES ...........................................................AP7.19-1

AP7.20 SUBSISTENCE TYPE OF PACK CODES ...................................AP7.20-1

AP7.21 DISPOSAL AUTHORITY CODES ................................................AP7.21-1

AP7.22 COOPERATIVE LOGISTICS PROGRAM SUPPORT 

CATEGORY CODES ...................................................................AP7.22-1

AP7.23 PRECIOUS METALS INDICATOR CODES .................................AP7.23-1

AP7.24 AUTOMATED DATA PROCESSING IDENTIFICATION CODES AP7.24-1

AP7.25 CUSTOMER IDENTIFICATION ...................................................AP7.25-1

AP7.26 DELIVERY PRIORITY/SPECIAL PROCESSING CODES............AP7.26-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-18 TABLE OF CONTENTS

AP7.27 PRODUCT QUALITY DEFICIENCY REPORT (PQDR) 

RELEVANT DATA ELEMENTS.....................................................AP7.27-1

AP7.27.1 GENERAL...................................................................................AP7.27-1

AP7.27.2 PRODUCT QUALITY DEFICIENCY REPORT

(PQDR) REBUTTAL/ CONTROVERT CODE ...............................AP7.27-3

AP7.27.3 PRODUCT QUALITY DEFICIENCY REPORT 

(PQDR) CREDIT CODE................................................................AP7.27-5

AP7.27.4 PRODUCT QUALITY DEFICIENCY REPORT

(PQDR) EXHIBIT DISTRIBUTION STATUS CODE......................AP7.27-5

AP7.27.5 PRODUCT QUALITY DEFICIENCY REPORT 

(PQDR) EXHIBIT CURRENT DISPOSITION CODE.....................AP7.27-6

AP7.27.6 PRODUCT QUALITY DEFICIENCY REPORT 

(PQDR) EXHIBIT CURRENT DISPOSITION CODE.....................AP7.27-6

AP7.27.7 PRODUCT QUALITY DEFICIENCY REPORT

(PQDR) EXHIBIT CURRENT DISPOSITION CODE.....................AP7.27-7

AP7.28 SUPPLY DISCREPANCY REPORT RELEVANT DATA 

ELEMENTS...................................................................................AP7.28-1

AP7.28.1 GENERAL...................................................................................AP7.28-1

AP7.28.2 SHIPPING AND PACKAGING DISCREPANCY CODES............AP7.28-1

AP7.28.3 SUPPLY DISCREPANCY REPORT REQUESTED 

ACTION CODES........................................................................ AP7.28-10

AP7.28.4 DISCREPANCY STATUS OR DISPOSITION (REPLY) 

CODES .......................................................................................AP7.28-11

AP7.28.5 DISCREPANCY REPORT DOCUMENT TYPE CODES...........AP7.28-18

AP7.29 STOCK READINESS RELEVANT DATA ELEMENTS..................AP7.29-1

AP7.29.1 GENERAL...................................................................................AP7.29-1

AP7.29.2 IN-STORAGE DISCREPANCY CODES .....................................AP7.29-1

AP7.29.3 SQCR REQUESTED ACTION CODES ......................................AP7.29-5

AP7.29.4 DISCREPANCY STATUS OR DISPOSITION

(REPLY) CODES ..........................................................................AP7.29-6

AP7.29.5 DISCREPANCY REPORT DOCUMENT TYPE CODES.............AP7.29-9

AP7.30. HAZARDOUS WASTE/MATERIAL CODE....................................AP7.30-1

AP7.31 MAPPING PRODUCT RELEVANT DATA ELEMENTS.................AP7.31-1

AP7.32 REASON FOR REVERSAL CODE................................................AP7.32-1

AP7.33 DEMAND PLANNING STATUS CODE....................................AP7.33-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-19 TABLE OF CONTENTS

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

AP8.1 FORMATS (INTRODUCTION) .......................................................AP8.1-1

AP8.2 REQUISITION ................................................................................AP8.2-1

AP8.3 SECURITY ASSISTANCE PROGRAM REQUISITION ..................AP8.3-1

AP8.4 NON-NATIONAL STOCK NUMBER REQUISITION

(MECHANICAL) .............................................................................AP8.4-1

AP8.5 REQUISITION FOLLOW-UP...........................................................AP8.5-1

AP8.6 DISPOSAL SHIPMENT CONFIRMATION FOLLOW-UP ...............AP8.6-1

AP8.7 REQUISITION CANCELLATION ....................................................AP8.7-1

AP8.8 SOURCE OF SUPPLY CANCELLATION REQUEST OR 

REPLY TO SOURCE OF SUPPLY CANCELLATION REQUEST 

(ISSUES FROM STOCK) ...............................................................AP8.8-1

AP8.9 SOURCE OF SUPPLY CANCELLATION (DIRECT DELIVERY 

FROM PROCUREMENT) ..............................................................AP8.9-1

AP8.10 SUPPLY STATUS ........................................................................AP8.10-1

AP8.11 DIRECT DELIVERY NOTICE .......................................................AP8.11-1

AP8.12 MATERIEL RELEASE ORDER/FOLLOW-UP FOR MATERIEL 

RELEASE ORDER/LATERAL REDISTRIBUTION ORDER .........AP8.12-1

AP8.13 DISPOSAL RELEASE ORDER, FOLLOW-UP, OR 

CANCELLATION ..........................................................................AP8.13-1

AP8.14 MATERIEL RELEASE CONFIRMATION .....................................AP8.14-1

AP8.15 FORCE CLOSED MATERIEL RELEASE CONFIRMATION ........AP8.15-1

AP8.16 DISPOSAL RELEASE ORDER CONFIRMATION OR 

SUPPLY STATUS .......................................................................AP8.16-1

AP8.17 MATERIEL RELEASE DENIAL (WAREHOUSE REFUSAL) ........AP8.17-1

AP8.18 DISPOSAL RELEASE ORDER DENIAL .......................................AP8.18-1

AP8.19 SHIPMENT STATUS ....................................................................AP8.19-1

AP8.20 PSEUDO SHIPMENT STATUS FOR UNCONFIRMED

MATERIEL RELEASE ORDERS .................................................AP8.20-1

AP8.21 DISPOSAL SHIPMENT CONFIRMATION ...................................AP8.21-1

AP8.22 DOCUMENT MODIFIER (INVENTORY CONTROL POINT

TO PROCUREMENT) ..................................................................AP8.22-1

AP8.23 PASSING ORDER .......................................................................AP8.23-1

AP8.24 REFERRAL ORDER/LATERAL REDISTRIBUTION ORDER 

FOR RETAIL ASSETS .................................................................AP8.24-1

AP8.25 REDISTRIBUTION ORDER .........................................................AP8.25-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-20 TABLE OF CONTENTS

AP8.26 SOURCE OF SUPPLY MATERIEL OBLIGATION VALIDATION 

REQUEST ....................................................................................AP8.26-1

AP8.27 MATERIEL OBLIGATION VALIDATION REQUEST CONTROL 

DOCUMENT ................................................................................AP8.27-1

AP8.28 RECEIPT CONFIRMATION FOR MATERIEL OBLIGATION 

VALIDATION REQUEST ..............................................................AP8.28-1

AP8.29 MATERIEL OBLIGATION VALIDATION RESPONSE .................AP8.29-1

AP8.30 FOREIGN MILITARY SALES NOTICE OF AVAILABILITY 

KEY DOCUMENT ........................................................................AP8.30-1

AP8.31 FOREIGN MILITARY SALES NOTICE OF AVAILABILITY 

DETAIL DOCUMENT ...................................................................AP8.31-1

AP8.32 FOREIGN MILITARY SALES NOTICE OF AVAILABILITY

REPLY DOCUMENT ....................................................................AP8.32-1

AP8.33 CUSTOMER ASSET REPORT (MATERIEL RETURNS 

PROGRAM) ................................................................................AP8.33-1

AP8.34 REPLY TO CUSTOMER ASSET REPORT (MATERIEL

RETURNS PROGRAM) ...............................................................AP8.34-1

AP8.35 DEFENSE AUTOMATIC ADDRESSING SYSTEM CUSTOMER 

ASSET REPORT STATUS (MATERIEL RETURNS PROGRAM) AP8.35-1

AP8.36 DISPOSITION INSTRUCTIONS DELAY STATUS

(MATERIEL RETURNS PROGRAM) ...........................................AP8.36-1

AP8.37 FOLLOW-UP FOR INVENTORY CONTROL POINT/

INTEGRATED MATERIEL MANAGER REPLY TO 

CUSTOMER ASSET REPORT (MATERIEL RETURNS 

PROGRAM) .................................................................................AP8.37-1

AP8.38 CANCELLATION OF CUSTOMER ASSET REPORT

(MATERIEL RETURNS PROGRAM) ..........................................AP8.38-1

AP8.39 SHIPMENT STATUS (MATERIEL RETURNS PROGRAM) .........AP8.39-1

AP8.40 AUTOMATIC RETURN NOTIFICATION 

(MATERIEL RETURNS PROGRAM) ...........................................AP8.40-1

AP8.41 INVENTORY CONTROL POINT/INTEGRATED MATERIEL 

MANAGER FOLLOW-UP (MATERIEL RETURNS PROGRAM) ..AP8.41-1

AP8.42 INVENTORY CONTROL POINT/INTEGRATED MATERIEL 

MANAGER MATERIEL RECEIPT STATUS 

(MATERIEL RETURNS PROGRAM) ..........................................AP8.42-1

AP8.43 FOLLOW-UP FOR INVENTORY CONTROL POINT/INTEGRATED 

MATERIEL MANAGER MATERIEL RECEIPT STATUS 

(MATERIEL RETURNS PROGRAM) ...........................................AP8.43-1

AP8.44 FOLLOW-UP FOR MATERIEL RETURNS PROGRAM CREDIT .AP8.44-1
DLM 4000.25, Volume 2, January 22, 2024

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TOC-21 TABLE OF CONTENTS

AP8.45 REPLY TO FOLLOW-UP FOR MATERIEL RETURNS 

PROGRAM CREDIT ....................................................................AP8.45-1 

AP8.46 REQUEST FOR SHIPMENT TRACING ON REGISTERED, 

INSURED, AND CERTIFIED PARCEL POST ..............................AP8.46-1 

AP8.47 SUPPLY STATUS (MATERIEL RETURNS PROGRAM) .............AP8.47-1 

AP8.48 MATERIEL RELEASE DOCUMENT DD FORM 1348-1A 

OR DD FORM 1348-2 ..................................................................AP8.48-1 

AP8.49 TRANSFERS TO DLA DISPOSITION SERVICES FIELD 

OFFICE ON DD FORM 1348-1A OR DD FORM 1348-2 ............. AP8.49-1 

AP8.50 RETURN OF DISCREPANT FOREIGN MILITARY SALES 

MATERIEL ...................................................................................AP8.50-1 

AP8.51 MATERIEL OBLIGATION VALIDATION 

REINSTATEMENT REQUEST ....................................................AP8.51-1 

AP8.52 INVENTORY CONTROL POINT GOVERNMENTFURNISHED MATERIEL VALIDATION REQUEST .....................AP8.52-1 

AP8.53 MANAGEMENT CONTROL ACTIVITY GOVERNMENTFURNISHED MATERIEL VALIDATION RESPONSE ..................AP8.53-1 

AP8.54 DEFENSE AUTOMATIC ADDRESSING SYSTEM MATERIEL 

OBLIGATION VALIDATION RESPONSE TRANSACTION ..........AP8.54-1 

AP8.55 NOTIFICATION OF CUSTOMER NONRESPONSE TO 

MATERIEL OBLIGATION VALIDATION REQUEST ....................AP8.55-1 

AP8.56 WEBSDR CONTRACTOR NONCOMPLIANCE DATA EXTRACTAP8.56-1 

AP9. APPENDIX 9. RESERVED ......................................................................... 

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

AP11. APPENDIX 11. CORRELATION OF MILSTRAP LEGACY DIC 

FUNCTIONALITY TO DLMS IMPLEMENTATION 

CONVENTION CODING..................................................................AP11-1 

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

TABLES

Table Title

C2.T1 DLMS 830R MILSTRAP EQUIVALENT DOCUMENTS/CODES ......... C2-2 

C4.T1 DERIVATION OF PRIORITY DESIGNATORS 

(RELATING F/AD TO UND)................................................................. C4-6 
DLM 4000.25, Volume 2, January 22, 2024

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TOC-22 TABLE OF CONTENTS

C4.T2 DEPOT WORK AREA IDENTIFICATION........................................... C4-54

C4.T3 DODAAC AUTHORITY CODES......................................................... C4-61

C4.T4 REQUISITION PROCESSING AND RELATED ACTIONS ................ C4-64

C5.T1 NON-MILSTRIP SHIPMENT STATUS MESSAGE ............................ C5-10

C5.T2 SHIPMENT DECISION MATRIX........................................................ C5-14

C5.T3 DISTRIBUTION DEPOTS AND CO-LOCATED MATERIEL 

PROCESSING CENTERS ................................................................. C5-22

C6.T1 GENERAL SUPPLIES RECORD ACCURACY GOALS 

STRATIFICATION SUB-POPULATIONS AND ASSOCIATED 

GOALS AND TOLERANCE LEVELS................................................. C6-17

C6.T2 LOCATION RECONCILIATION PREPARATION SCHEDULE 

WHEN NO OTHER SCHEDULE AGREEMENT EXISTS................... C6-32

C6.T3 MINIMUM RESEARCH REQUIREMENTS FOR POTENTIAL

OR ACTUAL PHYSICAL INVENTORY ADJUSTMENTS................... C6-46

C7.T1 DLSS DIC/DLMS QUANTITY OR STATUS ADJUSTMENT 

REASON CODE CORRELATION........................................................ C7-2

C8.T1 MATERIEL OBLIGATION VALIDATION CYCLIC VALIDATIONS 

SCHEDULE ......................................................................................... C8-3

C8.T2 CYCLIC SCHEDULE FOR MOV IN SUPPORT OF GRANT AID......... C8-7

C8.T3 PROGRAM ORIGINATOR CODES ..................................................... C8-9

C10.T1 MATERIEL RECEIPT ACKNOWLEDGMENT SUBMISSION

TIME LIMITS...................................................................................... C10-7

C10.T2 MATERIEL RECEIPT ACKNOWLEDGE FOLLOW-UP TIME LIMITS

FOR ICPS/DLA DISPOSITION SERVICES ..................................... C10-11

C11.T1 PRE-POSITIONED MATERIEL RECEIPT DUE-IN

ESTIMATED DELIVERY DATE FOR SUPPLY DISCREPANCY

REPORTS........................................................................................ C11-30

C11.T2 PRE-POSITIONED MATERIEL RECEIPT ESTIMATED 

DELIVERY DATE DAYS FOR PRODUCT QUALITY

DEFICIENCY REPORTS ................................................................. C11-32

C11.T3 DUE-IN ESTIMATED DELIVERY DATE FOR

TRANSPORTATION DISCREPANCY REPORT.............................. C11-34

C11.T4 PRE-POSITIONED MATERIEL RECEIPT ESTIMATED 

DELIVERY DATE TIME STANDARD FOR RETROGRADE 

RETURNS........................................................................................ C11-35

C14.T1 PRODUCT TRANSFER TYPE CODES ............................................. C14-1

C16.T1 HM/HW DTID REJECT ADVICE CODES, REASON FOR REJECT, AND 

DEFINITIONS .................................................................................. C16-24
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TOC-23 TABLE OF CONTENTS

C16.T2 DOT-TO-X12 UNIT OF ISSUE CONVERSION FOR THE DLMS 841W 

......................................................................................................... C16-28

C16.T3 HWPS REJECT ADVICE CODES, REASON FOR REJECT, AND 

DEFINITIONS .................................................................................. C16-30

C16.T4 TURN-IN PROCESSING DATA REQUIREMENTS ......................... C16-34

C17.T1 SDR DECISION MATRIX: DISCREPANT IUID DATA ..................... C17-29

C17.T2 UIT PROGRAM MANDATORY SERIAL NUMBER BY 

DISCREPANCY CODE.................................................................... C17-29

C17.T3 SDR FOLLOW-UP TIME STANDARDS........................................... C17-38

C17.T4 SDR RESPONSE TIME STANDARDS ............................................ C17-51

C17.T5 SPECIAL CHARACTERS ................................................................ C17-67

C18.T1 FORMAT TO REPORT SMALL ARMS AND LIGHT WEAPONS

WITHOUT A NATIONAL STOCK NUMBER/SERIAL NUMBER ........ C18-3

C19.T1 DOD SA/LW SERIALIZATION PROGRAM UIT TRANSACTIONS .... C19-7

C19.T2 NAVY DEPOT LEVEL REPARABLE PROGRAM UIT 

TRANSACTIONS ............................................................................... C19-7

C19.T3 POSITIVE INVENTORY CONTROL FOR NWRM UIT 

TRANSACTIONS ............................................................................... C19-8

C19.T4 IUID TRANSACTION REQUIREMENTS............................................ C19-9

C19.T5 UNIQUE ITEM TRACKING DESIGNATOR CODES........................ C19-12

C26.T1 MCA VALIDATION PROCESS FOR GFM TRANSACTIONS............ C26-7

C29.T1. DISTRIBUTION OF DD FORM 1348-1A (OR DD FORM 1348-2), ISSUE 

RELEASE/RECEIPT DOCUMENT, AND CONTINUATION PAGE TO ALL 

CONSIGNEES OTHER THAN DLA DISPOSITION SERVICES AND 

SECURITY ASSISTANCE ................................................................. C29-4

C29.T2. DISTRIBUTION OF DD FORM 1348-1A (OR DD FORM 1348-2), ISSUE 

RELEASE/RECEIPT DOCUMENT AND CONTINUATION PAGE FOR 

SHIPMENTS TO DLA DISPOSITION SERVICES FIELD OFFICE .... C29-5

AP2.T1 QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES 

FIELD OFFICE REPORT...................................................................AP2-1

AP7.27.T1 PQDR STATUS CODES...........................................................AP7.27-2

AP7.27.T2 PQDR REBUTTAL/CONTROVERT REASON CODES............AP7.27-4

AP7.27.T3 PQDR CREDIT CODES ...........................................................AP7.27-5

AP7.27.T4 PQDR EXHIBIT DISTRIBUTION STATUS CODES .................AP7.27-6

AP7.27.T5 PQDR EXHIBIT EXHIBIT CURRENT DISPOSITION 

CODES .........................................................................................AP7.27-6
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TOC-24 TABLE OF CONTENTS

AP7.27.T6 PQDR EXHIBIT DELIVERY REQUIREMENT CODES.............AP7.27-7 

AP7.27.T7 OPERATING TIME CODES .....................................................AP7.27-7 

FIGURES 

Figure Title

C29.F1. INSTRUCTIONS FOR COMPLETION OF DD FORM 1348-1A (OR DD 

FORM 1348-2), USED FOR RETURNS TO STOCK TRANSFERS 

(EXCLUDING TRANSFERS TO DLA DISPOSITION SERVICES FIELD 

OFFICES) .......................................................................................... C29-7 
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C1-1 CHAPTER 1

C1. CHAPTER 1 

INTRODUCTION

C1.1. GENERAL

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

procedures and electronic data interchange (EDI) conventions to effect supply actions 

using American National Standards Institute (ANSI) Accredited Standards Committee 

(ASC) X12 transactions with the Defense Logistics Management Standards (DLMS). 

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

transaction procedures associated with the respective DLMS transaction to ensure the 

functionality of the Military Standard Requisition and Issue Procedures (MILSTRIP) and 

Military Standard Transaction Reporting and Accountability Procedures (MILSTRAP). 

This is included where necessary to operate in a mixed legacy 80 record position and 

the upgraded DLMS environment. Upon full DLMS implementation, any specific legacy 

procedures wording will be removed.

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

volume requires simultaneous access to DLMS Manual Volume 1 administrative items 

such as the lists of acronyms and abbreviations, terms and definitions, and references; 

instructions for acquiring access to the DLMS standards data base; specific guidance 

that applies to all DLMS Implementation Conventions (IC); DLMS to Defense Logistics 

Standard System (DLSS) cross-references and DoD/ASC X12 Conversion Guides and 

both functional and technical information that is relatively stable and applies to the

DLMS as a whole. 

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

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

Policy”, March 6, 2019

 C1.2.2. DoDM 4140.01, “DoD Supply Chain Materiel Management

Procedures”, (Dates vary by Volume)

C1.3. APPLICABILITY. This volume applies to the Office of the Secretary of Defense, 

the Military Departments, the Joint Staff, the Combatant Commands, and Defense 

Agencies. The manual applies, by agreement, to external organizations conducting 

logistics business operations with DoD including (a) non-Government organizations, 

both commercial and nonprofit; (b) Federal agencies of the U.S. Government other than 

DoD; (c) foreign national governments; and (d) international government organizations.

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

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

participating organizations may participate in the development, expansion, 
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C1-2 CHAPTER 1

improvement, maintenance, and administration of supply requirements for the DLMS. 

The Supply PRC chairperson, in coordination with the DoD Component Supply PRC

representatives, is responsible for the contents of this volume of the DLMS. 

Representatives to the Supply PRC are identified on the Defense Enterprise Data 

Standards Office (DEDSO) Website. See DLMS Volume 1, Chapter 1 for a discussion 

of DLMS PRC functions and responsibilities.

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

Reporting (SDR) PRC provides a joint Service/Agency forum to develop, expand, 

improve, maintain, and administer supply discrepancy reporting policy and procedures. 

The SDR PRC chairperson, in coordination with the DoD Component SDR PRC 

representatives, is responsible for the SDR related contents of this volume of the DLMS. 

The DEDSO Website identifies the Representatives to the SDR PRC.

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

Inventory Working Group (JPIWG) recommends guidance and develops program 

enhancements for the physical inventory control of DoD supply system materiel. The 

JPIWG chairperson coordinates with DoD Component representatives for general 

supplies and ammunition to maintain the physical inventory control procedures 

contained in Chapter 6 of this volume. Representatives to the JPIWG are identified on 

the DEDSO Website. 

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

procedures or resolution of DLMS supply or SDR-related problems are unsatisfactory, 

the activity having the problem may request assistance from their respective DEDSO

PRC representative. For noncompliance issues that impact the JSA/LWCG as well as 

the JPIWG, refer concerns to the Service/Agency representative on the aforementioned 

committees. The request should include information and copies of all correspondence 

pertinent to the problem; including the transaction set number, the document number 

and the date of the transaction involved. The appropriate representative should take 

the necessary actions to resolve the issue or problem. The actions may include 

requesting assistance from the Supply PRC chairperson.

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

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

reversals:

• Chapter 6 for quality control requirements and for additional controls required 

when reversing physical inventory adjustments,

• See Chapter 9 for additional controls required when reversing logistics 

transfer/decapitalization transactions,

• Chapter 12 for additional controls required when reversing prepositioned materiel 

receipt transactions,
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C1-3 CHAPTER 1

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

and 

• Chapter 14 for additional controls required when reversing issue transactions.

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

procedures for the use of the DLMS 824R Reject Advice Transaction to exchange 

information about functional errors not covered by DLMS status or other type of supply 

transaction, including MILSTRIP and MILSTRAP functional areas. The Reject Advice 

Transaction reports the unique document number, and/or other pertinent information to 

identify the rejected transaction, and codes identifying one or more specific error 

conditions. Where specific reject advice codes are not established to identify the error 

condition causing the transaction to fail, Defense Automated Addressing System 

(DAAS) may use the Reject Advice Transaction to provide narrative message rejection 

of the erroneous DLMS transaction. A combination of reject advice codes and clarifying 

narrative may be used to facilitate interpretation of the error condition.

C1.10. MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES

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

designed to meet DoD requirements to establish standard data elements, codes, forms, 

transaction formats (both legacy 80 record position and DLMS) and procedures to 

requisition, release/issue, and dispose of materiel and prepare related documents. It 

prescribes uniform procedures and time standards for the interchange of logistics 

information relating to requisitioning, supply advice, supply status, cancellation, materiel 

release/issue, lateral redistribution, materiel return processes, materiel obligation 

validation, contractor access to government sources of supply, and selected security 

assistance processes. The provisions apply to the Office of the Secretary of Defense, 

the Military Departments, the Joint Staff, the Combatant Commands, and Defense 

Agencies. It also applies, by agreement, to external organizations conducting logistics 

business operations with DoD including (a) non-Government organizations, both 

commercial and nonprofit; (b) Agencies of the U.S. Government other than DoD; (c) 

foreign national governments; and (d) international government organizations.” 

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

codes, formats, forms, and time standards for the interchange of logistics information 

relating to requisitioning, supply advice, supply status, materiel issue/receipt, lateral 

redistribution, and materiel return processes. The procedures govern the interchange of 

information for all materiel commodities (unless specifically exempted by the Under 

Secretary of Defense for Acquisition and Sustainment) (USD(A&S)) between supported 

activities and supply control/distribution systems of the Department of Defense (DoD) 

and other participating Component activities. Consideration of the requirements of 

other functional areas (exclusive of specific codes and procedures) related to requisition 

and issue processing are included to provide procedural clarity and/or to depict 

procedural interfaces with other standard DoD systems. The specific codes and 

procedures within these related functional areas (such as: priority designation, stock 

control, box marking, shipment planning, shipment documentation, communication 
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C1-4 CHAPTER 1

processing, and contractor shipments) are prescribed in the applicable regulatory 

documents of the standard system. 

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

 C1.10.3.1. All Component requisitioners authorized to request supply 

support from any Component distribution system and from GSA.

 C1.10.3.2. All contractors authorized under Component contracts to 

requisition government furnished materiel (GFM) from the Component.

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

furnishing supply support to authorized requisitioners, including foreign country 

requisitioners participating in foreign military sales (FMS), Cooperative Logistics Supply 

Support Arrangement (CLSSA), and Grant Aid (hereafter referred to collectively as 

“Security Assistance” or “SA”).

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

 C1.10.4.1. Bulk petroleum.

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

operations.

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

GSA and Navy for these items will be submitted in the prescribed MILSTRIP requisition 

format.) Forms and publications assigned national stock numbers (NSNs) may be 

requisitioned using these procedures.

 C1.10.4.4. Communications security (COMSEC) equipment, COMSEC 

aids (keying materiel), and all items including classified Components, individual 

elements and repair that are classified and designated crypto or are normally handled 

through crypto channels.

C1.11. MILITARY STANDARD TRANSACTION REPORTING AND ACCOUNTABILITY 

PROCEDURES. A broad base of logistics transactions and procedures designed to 

meet DoD requirements to establish standard codes, formats (both DLMS and legacy 

80 record position), and procedures for inventory accountability and reporting 

processes. MILSTRAP prescribes uniform procedures for recording inventory 

management data passed between elements of a single Service or Agency distribution 

system or between the various distribution systems of the Department of Defense. The 

procedures govern the interchange of logistics information, and related financial 

management information, for materiel in the supply control/distribution systems of the 

Department of Defense and participating external organizations, unless specifically 

exempted by the Under Secretary of Defense for Acquisition and Sustainment 

(USD(A&S). The financial management aspects of MILSTRAP pertain only to financial 

data produced as a by-product of receipt, issue, and inventory adjustment processing.
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C1-5 CHAPTER 1

C1.11.1. MILSTRAP Purpose

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

on the basis of the DoD Components' requirement for standard transaction reporting 

and accountability procedures for item accountability and financial inventory of DoD 

materiel. The prescribed codes are mandatory for inter- and intra-DoD Component use 

when data are interchanged among distribution system elements.

 C1.11.1.2. The requirements of other logistics functional areas (exclusive of 

the specific codes and procedures) related to MILSTRAP) have been considered and 

are included to provide procedural clarity and/or to describe procedural interfaces with 

other DoD logistics standard systems. Certain techniques for deriving financial billing 

data in the legacy 80 record position transactions are provided within the purview of this 

manual. Financial billing procedures are prescribed in appropriate DoD publications.

C1.11.2. MILSTRAP Exclusions

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

(ICP) and storage activity level in the distribution system (i.e., transactions at post, 

camp, station, base (or equivalent) level or between post, camp, station, base (or 

equivalent) and using organizations), unless a DoD Component establishes an internal 

requirement for use at this level. 

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

required below the wholesale level and is not excluded. 

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

below the wholesale level and is also not excluded. 

 C1.11.2.4. Specific commodities excluded from MILSTRAP procedures are 

identified in Chapter 6 under Exclusions:

C1.11.3. MILSTRAP Principles and Objectives

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

provides essential information to inventory control points (ICPs) for the exercise of 

supply and financial management without encumbering the system with details peculiar 

to differing types of materiel. A standard system of this design imparts uniformity 

without limiting the ICP’s internal management options for the items of supply it controls.

 C1.11.3.2. MILSTRAP establishes standard codes, forms, formats, and 

procedures for the inventory accountability and reporting process, which is mandatory 

for use by Components. These procedures are designed to provide:

 C1.11.3.2.1. A standardized coding structure for inventory transactions 

and related management actions that conveys the information required for effective 

inventory management.
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C1-6 CHAPTER 1

 C1.11.3.2.2. Uniformity in the interchange of inventory accountability 

information within and between the DoD Components.

 C1.11.3.2.3. An integrated system of item accountability which permits 

the accumulation of financial data for financial reporting as an adjunct of updating the 

inventory record.

 C1.11.3.3. MILSTRAP is not designed to accommodate every transaction 

relevant to an inventory control system nor does it embody all data elements integral to 

existing systems. Rather, MILSTRAP isolates and concentrates on transactions that 

are fundamental to any inventory control system and on related data elements which 

are interchanged between distribution systems or elements of systems with sufficient 

frequency to justify standardization and universal recognition.

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

obviate use of a prescribed code or may demand system oriented codes. Accordingly, 

the procedure allows selectivity in the application of codes and permits intra-Component 

assignment of certain supplemental codes within the basic coding structure. Codes 

established under this option will not duplicate or circumvent the intent of codes utilized 

in the basic uniform system nor must use of these codes exceed the confines of 

applicable distribution system(s).

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

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

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

multiuse data in certain record positions and fields in the legacy 80 record position 

transactions and as defined in the legacy 80 record position format appendices. The 

need for Multiuse fields only pertains to the legacy 80 record position transactions. 

Internal Component data is accommodated as necessary in the respective DLMS 

transactions as defined in the respective Implementation Convention(s). 

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

record positions will be blank in inter-Component supply transactions, unless otherwise 

stated in this manual. However, internal data may be entered in these fields in intraComponent supply transactions. Each Component will define internal data and 

incorporate the data into the appropriate DLMS transaction(s) using the DLMS change 

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

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

left blank. Components will not define internal entries in these fields or record positions; 

they are reserved for future assignment by the Department of Defense. 

C1.11.4. Inventory Segmentation Codes

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

dividing the inventory of an item into meaningful categories having distinctive 

characteristics. This process is called inventory segmentation. The inventory control 
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C1-7 CHAPTER 1

system (designed to account for items of supply controlled, managed, or stocked in the 

distribution system) is based on the concept of inventory segmentation by 

ownership/purpose, supply condition, and location. The coding information indicates 

who owns the assets (ownership), for what purpose the materiel is held within an 

ownership (purpose), the condition of the materiel in terms of serviceability and 

readiness for issue (supply condition), and where the materiel is physically stored 

(location). These basic data elements are required for inventory management, 

requisition processing, and distribution management. This information is also required 

for preparing financial and supply status reports required for management and decision 

making.

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

accommodate the distribution system as a whole. The full range of codes may not 

apply to the materiel managed by any one ICP, but use of codes that do apply is 

mandatory. Codes provided but not required by an ICP will not be used for another 

purpose.

C1.11.4.2.1. Ownership/Purpose Codes

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

inventory control record maintained by other than the owner, the Military Service or 

other activity having title to the assets. This is shown by a numeric code assignment 

(Appendix AP2.3). Purpose codes segment and identify, on the inventory control record 

maintained by the owner, the purpose or reservation for which the materiel is held. This 

is shown by an alphabetic code assignment prescribed by the individual Component 

(Appendix AP2.4).

C1.11.4.2.1.2. To preclude unwarranted sophistication in 

accountability, identification, and reporting of assets, ownership and purpose codes—

although separate and distinct elements of data—will be entered in the inventory control 

record as a single data element. Accordingly, when one Component is accountable for 

assets owned by another, the entire balance is maintained by the accountable activity 

under the numeric code assigned to the owning Component. Further breakout by 

purpose (alphabetic code) is neither prescribed nor intended.

C1.11.4.2.1.3. In summary, any numeric entry reflects ownership by 

another activity and the numeric itself identifies the owner. Conversely, any alphabetic 

entry reflects ownership by the activity maintaining the inventory control record and the 

alphabetic code itself identifies the purpose for which the materiel is reserved.

C1.11.4.2.2. Supply Condition Codes. Supply Condition Codes (SCC)

segment and identify, on the inventory control record, the physical state of the materiel 

or actions underway to change the status of the materiel.

C1.11.4.2.3. Location Codes

C1.11.4.2.3.1. Location codes segment and identify on the inventory 

control record, the activity where materiel is physically stored or located.
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C1-8 CHAPTER 1

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

established by MILSTRIP provides a standard system for identifying activities within 

established supply distribution systems, including those that store materiel. To make 

use of this existing structure, location codes used to identify activities storing materiel 

correspond to the RICs established by MILSTRIP.

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

control record in their RIC configuration. If an alternate means is used to identify the 

physical storage site for record purposes, the storage record code must be directly 

relatable to the RIC of the storage activity entered on input and output documentation.

 C1.11.5. Inventory Transaction Coding

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

action furnished to or developed by an ICP for use in the management of items under its 

control, from both a financial and supply point of view. In turn, properly aggregated 

inventory transactions form the essential information required by an ICP for review and 

for reporting the results of its management effort to higher authority.

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

the A_ series identify MILSTRIP inventory transactions related to the requisitioning and 

issuing. Standard DICs in the D_ series identify inventory transactions pertinent to the 

inventory accountability and reporting process. The D_ series DICs are listed in 

Appendix AP2.1. In the migration to DLMS, the DICs were retained as data in the 

DLMS transactions as an identifier of the discrete transaction purpose (e.g., the type of 

inventory adjustment or the type of receipt). 
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C2-1 CHAPTER 2

C2. CHAPTER 2 

SPECIAL PROGRAM REQUIREMENTS AND DEMAND 

DATA EXCHANGE PROJECTED SUPPLY PLAN

C2.1. GENERAL

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

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

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

SPR and DDE functions using DLMS 830R and DLMS 830D respectively. Other 

Defense Logistics Management Sytem (DLMS) formats such as extensible markup 

language (XML) are also available. See the Defense Enterprise Data Standards Office 

(DEDSO) Website for available formats on the DLMS IC page. 

 C2.1.2.1. The DDE Projected Supply Plan function uses DLMS 830D 

(version 4030) identified by Accredited Standards Committee (ASC) X12 beginning 

segment (1/BFR12/0200) Planning Schedule Type Code AA–Customized Ordering 

Forecast. The DDE function is further broken down in 1/LN01/0100 to identify a DDE 

Projected Supply Plan submission (LN01 Code H) and a DDE Projected Supply Plan 

cancellation (LN01 Code C) for a given national item identification number (NIIN). This 

transaction is a DLMS enhancement and has no corresponding DLSS MILSTRAP 

legacy transaction. 

 C2.1.2.2. The SPR function uses DLMS 830R (version 4010) identified by 

ASC X12 beginning segment (1/BFR12/020) Planning Schedule Type Code XA–

Requirement Forecast. SPR functions are further broken down in 2/LIN01/10 to identify 

SPR Request, SPR Security Assistance Request, SPR Cancellation, SPR Modification, 

SPR Acceptance or Rejection of Substitute Item, and SPR Inquiry. The corresponding 

MILSTRAP legacy 80 record position transaction functionality is identified for 

information purposes in a mixed DLSS/DLMS environment. DLMS 830R provides 

functionality of MILSTRAP legacy Document Identifier Codes (DIC) DYA, DYB, DYC, 

DYD, DYG, DYH, DYJ, DYL, and DYM. Table C2.T1. provides the specific 2/LIN01/10 

correlation to the legacy DICs.
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C2-2 CHAPTER 2

Table C2.T1. DLMS 830R MILSTRAP Equivalent Documents/Codes

Legacy 

DIC

MILSTRAP Title 830R 

LIN01 

Code

DLMS Title Required BFR 

Action Code

DYA SPR Request A SPR Request

DYB SPR Request 

(Exception Data)

A SPR Request OT, indicates 

exception data is 

provided

DYC SPR Cancellation C SPR Cancellation

DYD SPR Modifier D SPR Modification

DYG SPR Substitute Item 

Acceptance

F SPR Substitute Item 

Acceptance

DYH SPR Substitute Item 

Rejection

G SPR Substitute Item 

Rejection

DYJ SPR Follow-up E SPR Follow-up

DYL SPR Request 

(Cooperative Logistics 

Supply Support 

Arrangement 

(CLSSA)) 

B SPR Security Assistance 

Request

DYM SPR Request 

(Exception Data for 

CLSSA) 

B SPR Security Assistance 

Request

OT, indicates 

exception data is 

provided

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

beginning segment (1/BSR01/020) Status Report Code 9–Response to a Requirement 

Forecast. This transaction provides MILSTRAP legacy DIC DYK functionality.

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

(1/BSR01/020) Status Report Code 3–Unsolicited Report. This transaction provides 

MILSTRAP legacy DIC DZ9 functionality.

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

forecasting procedures for items required to support nonrepetitive special programs or 

projects that cannot be forecast by the inventory control point (ICP) based on demand 

data, and which have the greatest probability of materializing and resulting in the 

eventual submission of requisitions. GSA does not participate in the SPR process.

C2.2.1. Forecasting activities may submit SPR requests for requirements meeting 

one or more of the following criteria:

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

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

seldom or irregularly programmed.
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C2-3 CHAPTER 2

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

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

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

changes in authorized allowances).

 C2.2.1.6. Initial requirements for special operational projects.

 C2.2.1.7. Initial testing.

 C2.2.1.8. Government-furnished property.

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

Antarctic resupply missions.

 C2.2.1.10. Special nonrepetitive situations required to support authorized 

Security Assistance Program requirements (e.g., initial pipeline stockage requirements 

in support of approved CLSSA).

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

excluded from identification as SPRs:

 C2.2.2.1. Provisioning, recurring type.

 C.2.2.2.2. War Materiel Requirements.

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

demand.

 C2.2.2.4. Subsistence, all categories. 

C2.2.3. SPR Submission and Routing

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

is between 90 calendar days and five years prior to the support date (the first day of the 

month for which it is anticipated that materiel will be requisitioned for the program). 

When procurement is necessary, delivery for an early support date may not be possible 

since the procurement lead time for most items will be greater than 90 calendar days. 

Therefore, forecasting activities should submit SPRs to ICPs as far in advance of the 

support date as practical.

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

Transaction to transmit SPR data to the ICP. When the requirement for an item is such 

that materiel will be required in phases (e.g., 100 each per month; 100 per quarter), the 

forecasting activity must stratify the forecast quantity by the support date as allowed by 

the DLMS Transaction. 
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C2-4 CHAPTER 2

C2.2.4. DAAS Processing. DAAS will pass or route SPR inquiries as follows: 

Upon receipt of the DLMS 830R SPR transactions, DAAS will edit the national stock 

number (NSN) of the incoming transaction to determine whether 1) the NIIN can be 

identified, 2) the Federal supply class (FSC) is compatible with the NIIN, and 3) the 

transaction is directed to the correct source of supply. DAAS will pass the transaction, 

reject the transaction, or effect necessary changes to process the transaction and provide 

appropriate status notification or reject transactions to the submitter as follows:

 C2.2.4.1. If the NIIN is valid (including NIINs coded obsolete/inactive) but the 

FSC and NIIN are not compatible, DAAS will correct the FSC and provide a DLMS 870L 

Status Notification Transaction to the submitter. DAAS will prepare the notification 

whenever the FSC is corrected in the incoming transaction. Show the correct FSC and 

Status Code BG in the Status Notification Transaction.

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

the source of supply file Service record (or Integrated Materiel Manager (IMM) record 

when the Service record source is either another DoD Component activity or matches the 

input transaction “From” organization) and process as follows:1

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

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

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

directed to an incorrect source of supply, and the correct source of supply is not GSA, 

DAAS will reroute the transaction to the correct source of supply and transmit a Status 

Notification to the submitter citing Status Code BM. DAAS will identify the correct 

source of supply in the notification transaction. 

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

correct GSA source of supply or to an incorrect source of supply, but GSA is the correct 

source of supply, DAAS will reject the transaction to the submitter with DLMS 824R, 

Reject Advice citing Reject Advice Code AX. 

 C2.2.4.3. If the NIIN cannot be identified, DAAS will reject the transaction to 

the submitter citing Reject Advice Code AD.

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

Reject Advice transactions must take appropriate action as indicated by the reject 

advice code. In addition, recipients of Reject Advice Code AB will advise their 

designated DoD Component cataloging data contact point of a DAAS source of supply

file discrepancy.

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

Notification Transactions must notify other activities requiring knowledge of the change 

1 Source of supply for obsolete/inactive items will be taken from the source of supply file when possible; 

otherwise, the source of supply will be the activity identified as the “To” activity in the incoming 

transaction.
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C2-5 CHAPTER 2

and ensure that all future SPR transactions show the change identified by the status 

code in the notification. 

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

to show the correct FSC identified in the notification. The recipient will review the NSN 

(FSC and NIIN) to ensure the SPR being processed is for the desired item. If the NSN 

is not the desired item, the SPR originator must submit an SPR Cancellation to the 

source of supply. 

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

the correct source of supply. 

C2.2.7. IMM Processing of SPR Requests

 C2.2.7.1. Source of Supply Risk. The IMM measures the size of the 

requirement being forecasted to determine its acceptability in terms of the risk of long 

supply being generated. This measurement requires consideration of the size of the 

forecasted quantity in relation to the normal demand estimated for the item being 

forecasted, the value (cost) of this quantity, the supply status of the item being forecasted, 

funding capability of the IMM, accuracy of past forecasts, and the degree of assurance 

that requisitions will follow.

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

taken on the SPR and within 15 calendar days after receipt of the request will provide 

appropriate status using SPR Status Transaction. SPR status transactions will advise 

the forecasting activity of acceptance, rejection (other than for correction and 

resubmission), or other action required on the SPR. When an IMM receives an SPR

Request Transaction that cannot be processed due to erroneous or missing data, the 

IMM will reject the request using DLMS 824R for correction and resubmission.

C2.2.8. Inquiry on SPR Requests. When the forecasting activity has not received 

an SPR Status Transaction or a DLMS 824R within 21 calendar days from the SPR 

request submission date, the forecasting activity may submit an SPR Inquiry Transaction 

to the ICP. 

C2.2.9. ICP Action on SPR Follow ups

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

original SPR request, the IMM must process the SPR Inquiry Transaction as an original 

SPR request.

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

inquiries, as specified in paragraph C2.2.7. 

C2.2.10. Modification of SPR Requests. The forecasting activity must send an 

SPR Modification Transaction to submit changes for a previously submitted SPR request 

to replace data in the original request. Submit SPR modifiers only to change the quantity, 

the project code, the coast designator, the support date, the ship-to address, and/or the 
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C2-6 CHAPTER 2

initiator of the SPR requirement. If the originator of the SPR modifier differs from the 

originator of the original SPR, maintain a record of the revised originator.

C2.2.11. Response to SPR Modification. The ICP must prepare replies to SPR 

modifiers, as specified in paragraph C2.2.7.

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

SPR Cancellation Transaction for a previously submitted SPR request. Cancellations 

must be for the total quantity applicable to the SPR.

C2.2.13. Response to SPR Cancellations. The ICP must reply to SPR Cancellation 

Transactions with an SPR Status Transaction citing SPR Status Code PD indicating that 

the cancellation was accepted.

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

of SPR responses offering a substitute item must transmit an SPR Acceptance or 

Rejection of Substitute Item Transaction to indicate acceptance or rejection of substitute 

materiel.

C2.2.15. Response to Substitute Item Rejection. The IMM must initiate action on 

the item originally requested. The IMM must prepare status responses as specified in 

paragraph C2.2.7.

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

 C2.2.16.1. The support date of those requirements for which SPR Status Code 

PA was furnished or until a requisition is received that can be identified to all or a portion 

of a particular SPR quantity.

 C2.2.16.2. One procurement lead time/assembly time away from the support 

date when procurement/assembly is required in support of those requirements for which 

SPR Status Code PB was furnished.

 C2.2.16.3. Assembly time prior to support date when extra time is required for 

assembly in support of those requirements for which SPR Status Code PC was furnished.

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

DoD Records Management Program.

C2.2.17. Follow-on Status. The IMM must provide revised SPR Status 

Transactions when the situation changes (e.g., change in procurement lead time, 

procurement is required for materiel originally anticipated to be available from stock). 

Generally, these situation changes are unusual in nature, are not programmed, and 

require off-line processing. IMMs must provide the status as specified in paragraph

C2.2.7.
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C2-7 CHAPTER 2

C2.2.18. Preparation of SPR Requisitions

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

SPR Status Code PA is received, requisitions citing Demand Code P should be submitted 

for the SPR-related requirements in time to allow for delivery within the appropriate 

Uniform Materiel Movement and Issue Priority System (UMMIPS) time standard. 

Demand Code P indicates to the ICP that the requisition is for materiel previously 

forecasted as an SPR. This enables the ICP to control and apply the appropriate logic for 

the demand generated by the requisition.

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

SPR must include the document number from the original SPR to establish an audit trail 

between the SPR and the subsequent requisitions. This audit trail provides a means to 

determine whether follow-on requisitions are submitted for requirements forecasted 

through SPRs.

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

SPR Status Code PR, the SPR is being deleted and the item is a procurement lead 

time/assembly time away from the support date. If the requirement is still valid, the 

requiring activity must immediately submit a DLMS 511R, Requisition citing Demand 

Code O.

C2.2.19. Logistics Reassignments

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

IMM of another DoD Component, the losing inventory manager (LIM) must send an SPR 

Status Transaction to the forecasting activity containing SPR Status Code PV. This 

status indicates that the item has been involved in a logistics reassignment and a new 

SPR Request Transaction must be submitted to the gaining inventory manager (GIM).

 C2.2.19.2. Logistics Loss within Same DoD Component. When the logistics 

loss is to an IMM within the same DoD Component, the LIM must forward the record of 

the SPR Request Transaction to the GIM. No status need be furnished the forecasting 

Activity. 

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

provides procedures for the exchange of DDE projected supply plan data between DoD 

Customers. The two components of this business process are the transmission of 

customer requirements via DDE and DLA/customer collaboration. DLA, in collaboration 

with participating Components, will document the business rules for submitting and 

processing DDE, GDP, and ASP via a Joint Collaboration Agreement or Memorandum of 

Agreement. This agreement must be in place prior to the initial submission of DDE. DLA 

will use the DDE/collaboration process to improve the accuracy of demand planning to 

support customer requirements.

C2.3.1. DDE supply planning activities may submit to DLA their projected supply 

plan/collaboration data for future requirements expected to be obtained from DLA using 

the DLMS 830D, DDE Projected Supply Plan Transaction. Separate projected supply 
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C2-8 CHAPTER 2

plans into monthly periods based on the projected requirement date materiel is expected 

for a planned maintenance schedule. Use of the formal collaboration process is restricted 

to Class IX materiel. Condition guidelinesfor collaborative forecasting include, but not 

limited to:

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

demand.

 C2.3.1.2. Subsistence, all categories.

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

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

are seldom or irregularly programmed. 

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

Equipment).

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

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

changes in authorized allowances).

 C2.3.1.8. Initial requirements for special operational projects.

 C2.3.1.9. Requirements for initial testing.

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

Arctic and Antarctic resupply missions.

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

customer demand history patterns.

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

 C2.3.2.1. Submission Timeframe. Submit DDE forecasting transactions each 

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

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

prepare DLMS 830D DDE projected supply plan for each item Demand Forecast Unit 

(e.g., NIIN, Ship to DoD activity address code (DoDAAC), and requisitioner (Sold To) 

DoDAAC) for which the customer wishes to collaborate with DLA. Each transaction set 

must include the projected supply plan period beginning date and the projected supply 

plan period ending date. The projected supply plan period span can be as short as 12 

months or as long as 60 months; however, DLA recommends that DDE projected supply 

plans be provided for 60 months in the plan period. Months with no plan data must 

include zero quantity projections.
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C2-9 CHAPTER 2

 C2.3.2.3. Intra-Component optional fields. Components may use optional fields 

available in DLMS 830D and 870L to carry intra-Service information as necessary. 

Optional information received in a DLMS 830D must be perpetuated in the response back 

to the originator using DLMS 870L.

 C2.3.2.4. DAAS Processing. The originator calculates forecasted 

requirements and transmits a DLMS 830D DDE Projected Supply Plan transaction with 

the appropriate RIC-TO by NIIN via DAAS. When the originator is unable to identify the 

RIC-TO, use the DAAS routing identifier code (RIC) SGA. DAAS will receive and validate 

the transaction. If the 830D data fail DAAS edit during evaluation, DAAS will reply to the 

originator with an 824R Reject Advice transaction. Once notified, the originator will 

correct and resubmit the transaction.

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

the NIIN (830D 2/LIN02-03/0100 Code ZZ) in the transaction with RIC-TO SGA and use 

FLIS data to determine and populate the appropriate IMM and source of supply. DAAS 

will route all transactions with LSN (alpha characters in the NIIN field) to RIC-TO SMS. If 

DAAS is unable to validate the NIIN, DAAS will reject the transaction and report to the 

originator with appropriate reject advice code (DLMS Volume 2, Appendix 2.8 Reject 

Advice Codes) via DLMS 824R Reject. After the evaluation is complete, DAAS will create 

a DLMS 830D transaction by source of supply based on the original transaction and route 

it to the applicable source of supply RIC. DAAS will transmit an image of each DLMS 

830D for which RIC SMS was not the source of supply to DLA RIC-TO SMS in order to 

maintain full visibility of the initial forecasted request.

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

forecasted requirement, the source of supply will submit a response back to the originator 

via DLMS 870L Demand and Supply Planning Status/Notification transaction. The source 

of supply can either accept or reject any DDE, GDP, or ASP forecasted requirement using 

one of the status codes under

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

forecasting request, originators must ensure the recipient source of supply has a service 

agreement in place as DAAS is unable to identify which recipients are participants. 

Consequently, forecasting requirements without positive confirmation from the source of 

supply will be process as rejects. The originator may conduct offline communications with 

the source of supply in order to obtain positive confirmation and achieve resolution.

C2.3.3. Processing of DDE Data. DLA will compare the collaboration customer’s 

projected supply plan to the projected customer supply plan calculated by the Planning 

and Collaboration Subsystem or the previous collaborative projected supply plan if the 

NIIN is a recurring Demand Forecast Unit. 

 C2.3.3.1. Collaborative items (which may or may not exceed system tolerance 

parameters) will be available for collaboration interaction with the customer and DLA via 

the Planning and Collaboration Subsystem.
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C2-10 CHAPTER 2

 C2.3.3.2. Items previously identified for inclusion in DDE that are not in the 

current DDE submission will remain flagged as Collaborate with the most recent DDE 

projected supply plan quantities received from the customer. If the customer would like to 

remove an item from the DDE effort, the customer will submitt a DLMS 830D, DDE 

Cancellation Transaction for the NIIN and the item will be removed from the 

DDE/Collaboration effort.

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

requires consideration of the following: size of the DDE projected supply plan quantity in 

relation to the Planning and Collaboration Subsystem forecasted demand for the item; 

value (cost) of the projected supply plan quantity; accuracy of customer’s past DDE 

projected supply plans; and degree of assurance that requisitions will follow.

C2.3.4. Collaboration Interaction. All Collaborative items (which may or may not 

exceed system tolerance parameters) will be available for monthly collaboration 

interaction with the customer and DLA. The point of contact for the customer will be 

alerted, via e-mail by the Collaboration lead at the DLA Field Activity (DLA Aviation, 

Richmond, VA, DLA Land and Maritime, Columbus, OH, DLA Troop Support, 

Philadelphia, PA, by the seventh business day of every month, to notify the customer of 

the open and close dates of the monthly collaboration window. The customer will have 

until the fourth Thursday of the month to complete the review (specific open and close 

dates will be cited in the e-mail). The DLA demand planner will then have until the fourth 

Friday of the month (also know as “Demand Month End”) to complete the review and 

publish the demand plan for inclusion in the projected supply plan.
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C3-1 CHAPTER 3

C3. CHAPTER 3 

WAR MATERIEL REQUIREMENTS AND SIMULATED 

MOBILIZATION EXERCISES

C3.1. GENERAL

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

Requirements (WMR) and simulated mobilization exercise.

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

WMR function using the DLMS 830W, WMR Transaction. The WMR function is 

identified by the DLMS 830W American National Standards Institute (ANSI) Accredited 

Standards Committee (ASC) X12 beginning segment (1/BFR12/020) Planning Schedule 

Type Code XF–War Reserve Forecast. Other DLMS formats, such as Extensible 

Markup Language (XML), are also available. The DLMS formats are available on the 

Defense Enterprise Data Standards Office Website on the DLMS IC page. The

Defense Logistics Standard System (DLSS) Military Standard Transaction Reporting 

and Accountability Procedures (MILSTRAP) legacy 80 record position counterpart is 

provided for information purposes in a mixed DLSS/DLMS environment. The DLMS 

WMR Transaction provides the functionality of MILSTRAP legacy Document Identifier

Codes (DIC) DMA, DMB, DMC, DMD, and DME. The 2/LQ01/190 WMR Code 

corresponds to to the legacy DICs.

1

 C3.1.2.1. DIC DMS, Recurring U.S. Other WMR Data = LQ01 qualifier 

‘LZ’ WMR Code 7–Recurring U.S. Balance War Reserves.

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

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

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

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

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

WMR Code 4–WMR Forecasted Reparable Return. 

 C3.1.2.5. DIC DME, WMR Visibility Data = LQ01 qualifier ‘LZ’ WMR 

Code 10–Pre-Positioned War Reserve. Wholesale, Protected and Nonprotected.

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

format.
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C3-2 CHAPTER 3

C3.2. WAR MATERIEL REQUIREMENTS

C3.2.1. DoD Policy. DoD Instruction 3110.06, “War Reserve Materiel Policy,” 

June 23, 2008, contains DoD policy for management and development of WMR. 

C3.2.2. WMR procedures provide for:

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

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

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

rejection of incomplete or invalid input.

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

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

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

exercises. 

C3.2.4. DoD Component Input. The DoD Components shall send WMR data to 

reach IMMs by 15 February of each year and shall submit corrections and/or changes 

as required. Do not submit zero quantity requirements.

C3.2.5. IMM Responsibility. The IMM shall control each DoD Component's input 

WMR Transactions by national stock number (NSN), edit the WMR Transactions, and 

validate the edited transactions for data adequacy and accuracy. The IMM shall 

consider validated requirements in the annual computation of the Balance War Reserve, 

and in any recomputation of these requirements upon receipt of corrected or revised 

input. When a WMR Transaction contains an invalid NSN, unit of issue, quantity, or 

date, process a DLMS 824R, Reject Advice. However, when the transaction is invalid 

for any other reason, manually reject the entire submission to the submitting DoD 

Component. Include all rejects on a listing showing an image of the input transaction 

and a code identifying the reason for the reject. Mail the listing together with a letter 

explaining the reject code and action(s) required of the submitter.

C3.2.6. Logistically Reassigned Items. When items are logistically reassigned, the 

LIM shall send the GIM a listing of WMR data with a supporting WMR Transaction, as 

prescribed in the Chapter 9 of this manual.

C3.3. SIMULATED MOBILIZATION EXERCISES

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

identify the associated transactions as simulated mobilization exercise transactions as 

provided in the applicable DLMS transaction. Do not process simulated mobilization 

transactions in the supply distribution system(s) as action documents that affect 

accountable/unit records. The DoD Component activities responsible for initiating these 

exercises must use extreme caution to ensure explicit procedures and complete 

coordination with all participants.
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C3-3 CHAPTER 3

C3.3.2. C15.3.2. Military Standard Requisitioning and Issue Procedures 

(MILSTRIP), prescribe Project Codes in the 3E series that are reserved for use in 

simulated mobilization exercises.
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C4-1 CHAPTER 4

C4. CHAPTER 4 

REQUISITIONING

C4.1. GENERAL. 

C4.1.1. This chapter prescribes procedures for the preparation and submission of 

requisitions with specific requisitioning requirements involving Not Mission Capable

Supply (NMCS), Anticipated NMCS (ANMCS), Pre-Positioned War Reserve Materiel 

Stock (PWRMS), conventional ammunition, subsistence, and GSA non-mailable items. 

This chapter also provides procedures for requisition cancellations, modifications, and 

inquiries. 

C4.1.2. In addition, this chapter prescribes the source of supply and storage 

activity processing procedures of the aforementioned transactions including the 

preparation and processing of the materiel release, materiel release advice, and DAAS 

edits associated with requisition processing. 

C4.1.3. Specific requisition requirements involving Government Furnished Materiel 

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

C4.1.4. There are additional processing procedures over and above those 

contained in this chapter that must be applied for serially managed materiel requiring 

owner visibility at DLA Distribution Centers. The identity of the materiel and the additive 

procedures are in Chapter 30.1

C4.1.5. Transactions. This chapter address procedures applicable submitting and 

processing requisition-related transactions. The Defense Enterprise Data Standards 

Office (DEDSO) Website provides DLMS electronic data interchange (EDI) transaction 

formats on the DLMS Implementation Convention (IC) page. The IC page also includes 

the corresponding MILSTRIP transaction formats by document identifier code (DIC). 

The corresponding MILSTRIP legacy 80 record position transaction functionality is 

identified for information purposes in a mixed DLSS/DLMS environment.

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

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

DIC A0_. 

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

Transaction Type Code AM – Requisition Modification. This transaction provides the 

functionality of MILSTRIP legacy DIC AM_. 

1 Refer to ADC 1244.
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C4-2 CHAPTER 4

 C4.1.5.3. Requisition Inquiry Transaction is DLMS 869A with Transaction 

Type Code AF – Requisition Follow-Up. This transaction provides the functionality of 

MILSTRIP legacy DIC AF_.

 C4.1.5.4. Requisition Supply Assistance Request Transaction is DLMS 869A 

with Transaction Type Code AR – Supply Assistance. There is no equivalent MILSTRIP 

legacy DIC.

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

Code BM – Requisition Passing Order. This transaction provides the functionality of 

MILSTRIP legacy DIC A3_.

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

Code BN – Requisition Referral Order. This transaction provides the functionality of 

MILSTRIP legacy DIC A4_.

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

Transaction Type Code NA – Material Release Order. This transaction provides the 

functionality of MILSTRIP legacy DICs A5_ with the exception of A5J, AMJ; or A4_ 

(except with Distribution Code 2 or 3).

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

Transaction Type Code NJ – Material Release Confirmation. This transaction provides 

the functionality of MILSTRIP legacy DIC ARA, ARB, AR0, AUA, AUB, and AU0).

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

Transaction Type Code NL – Material Release Advice. This transaction provides the 

functionality of MILSTRIP legacy DIC AE6.

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

Transaction Type Code NK – Material Release Denial. This transaction provides the 

functionality of MILSTRIP legacy DIC A6_, except A6J.

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

Type Code NR – Material Release Cancellation Advice. This transaction provides the 

functionality of MILSTRIP legacy DIC AG6.

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

DLMS 511R, Requisition, to submit requisitions for all materiel requirements.

Conformance with standard line of accounting (SLOA)/accounting classification requires 

any initiation of a financial business event to include SLOA mandated standard financial 

information system (SFIS) elements.

2 DLMS requisition transactions support inclusion 

of SLOA required elements. Pending full implementation of SLOA, Transaction 

Services will facilitate interoperability by updating selected SLOA data fields based upon 

the requisitioners Service/Agency and Fund Code. If discrete values for the SLOA data 

2 Refer to ADC 1043/1043A. 
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C4-3 CHAPTER 4

elements in the transaction do not match data elements from the SFIS Fund Code to 

Fund Account Conversion Table for the Fund Code in the transaction, reject with the 

DLMS 870S Supply Status citing Status Code CF. If invalid/missing fund code for 

Signal Code A, B, C, J, K, or L, reject with the DLMS 870S/DIC AE9 Supply Status 

citing Status Code CF. Requisitions must be edited by the ordering application prior to 

acceptance of the order for further processing. Image and post-post transactions will 

not be rejected by the source of supply or DAAS.3

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

requisition within the supply system as follows:

 C4.2.1.1. Identification Code. This consists of the first six positions of the 

document number and is a six-position constructed code for identification purposes. 

Use the applicable DoD activity address code (DoDAAC) (AAC for Federal Civil 

Agencies). 

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

position year of century and three-position day of year) to identify the requisition 

preparation date. It is located in the seventh through tenth positions of the document 

number.

 C4.2.1.3. Serial Number. This is the assigned four-position line item code for 

each requisition within the transaction set. It is located in the eleventh through 

fourteenth positions of the document number. Use the Utilization Code in the LQ 

segment to identify the purpose of the requisition.

C4.2.2. Priority Designators and Required Delivery Dates

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

combination of factors that relate the relative importance of the requisitioners mission, 

expressed by its Force or Activity Designator (F/AD) (a Roman numeral) and the 

urgency of need of the end use expressed by the Urgency of Need Designator (UND). 

The F/AD is assigned by the Secretary of Defense, the Chairman of the Joint Chiefs of 

Staff, or a DoD Component authorized by the Chairman of the Joint Chiefs of Staff, to 

assign F/ADs for their respective forces, activities, programs, or projects. The criteria 

for assignment of an appropriate F/AD is in DoDM 4140.01. The requisitioning activity 

determines the UND (an alphabetic character).

 C4.2.2.2. Commanding Officer Responsibilities. Commanding officers of 

requisitioning installations are responsible for the accurate assignment of PDs 

consistent with the F/AD and UND, and the validity of required delivery dates (RDDs) 

when assigned to requisitions. Commanding officers of ILCOs, receiving requisitions 

from SA requisitioners, are responsible for review of assigned PDs and delivery dates. 

Commanding officers must accomplish the following reviews prior to sending

requisitions to the source of supply: 

3 Refer to ADC 1043E.
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Change 17

C4-4 CHAPTER 4

 C4.2.2.2.1. Commander Requirements Review. Commanders (or 

acting commanders during absences) must personally review all requirements based on 

UND A to certify an inability to perform the mission.

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

writing, specific personnel who will personally review all requirements based on UND B 

to certify that the urgency has been accurately determined.

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

potentially scarce resources are appropriately allocated. To preclude abuse or misuse 

of the PD, the Office of the Secretary of Defense has directed the Transaction Services

to validate use of the PDs 01, 04, and 11, which are associated with special programs 

and top national priorities. Inappropriate assignments are identified for management 

review or automatic downgrading based upon Service/Agency guidance. To pass 

validation, requisitions reflecting PD 01, 04, or 11 must identify the DoDAAC of the 

activity authorized use of F/AD I in the document number, ship-to, bill-to, or mark for 

party.4

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

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

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

the force or activity is unable to perform its assigned operational mission or without 

which the force or activity will be unable to perform its assigned operational mission 

within 15 calendar days (20 calendar days if the force or activity is located outside 

continental United States (OCONUS)).5

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

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

assigned operational mission.

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

repair of, direct support equipment (such as ground support and firefighting) necessary 

for the operation of mission-essential materiel.6

 C4.2.2.4.1.4. Required for immediate end-use in the replacement 

or repair of mission-essential training materiel and without which the force or activity is 

unable to perform its assigned training missions.

4 Refer to ADC 1009A. Automatic downgrade for PD 01 requisitions will not be authorized pending 

implementation of the mark-for party as an alternate location for the authorized activity DoDAAC.

5 Materiel requirements of this nature affect the readiness of mission-essential materiel and actually result in a 

report of casualty in accordance with equipment readiness information systems authorized by the Office of the 

Secretary of Defense (OSD), the Chairman of the Joints Chief of Staff, or the DoD Component headquarters.

6 Ibid.
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C4-5 CHAPTER 4

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

replacement or repair of the essential physical facilities of an industrial or production 

activity and without which that activity is unable to perform its assigned missions.

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

existing work stoppage at an industrial or production activity that is engaged in 

manufacturing, modifying, or maintaining mission-essential materiel.

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

existing work stoppage on a production line that is performing repair and maintenance 

of unserviceable items having a Military Mission Essentiality Code of 1 or 2.

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

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

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

impaired.

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

mission-essential materiel and without which the capability of the force or activity to 

perform its assigned operational missions is impaired.7

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

repair of, auxiliary equipment. Auxiliary equipment is defined as equipment that 

supplements mission-essential materiel or takes the place of such materiel should it 

become inoperative.

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

or repair of mission-essential or auxiliary training equipment and without which the 

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

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

replacement or repair of the essential physical facilities of an industrial or production 

activity and without which the capability of that activity to perform its assigned missions 

is impaired.

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

an industrial or production activity that is engaged in manufacturing, modifying, or 

maintaining mission-essential materiel.

 C4.2.2.4.2.7. Required to preclude an anticipated work stoppage 

on a production line performing repair and maintenance of unserviceable intensive 

management or critical items.

7 Materiel requirements of this nature directly affect the capability of the force or activity to perform its mission; it 

can temporarily accomplish assigned missions and tasks but with effectiveness and efficiency below the DoD 

Component Headquarters-determined level of acceptable readiness.
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C4-6 CHAPTER 4

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

level quantity of mission-essential items on allowance and load lists (such as, 

prescribed load lists, spares kits, station sets, or coordinated shipboard allowance lists) 

when the last item has already been issued.

 C4.2.2.4.2.9. Required for immediate stock replenishment at 

overseas forward area supply activities when a customer's mission-essential stock level 

goes below the safety level and stock due in is not anticipated to arrive prior to stock on 

hand reaching a zero balance. The quantity ordered should be the minimum amount 

sufficient to ensure the maintenance of a positive stock balance until materiel that is due 

in actually arrives.

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

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

manufacture, or replacement of all equipment.

 C4.2.2.4.3.2. Required for replenishment of stock to meet 

authorized stockage objectives.

 C4.2.2.4.3.3. Required for purposes not specifically covered by 

any other UND.

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

and UND. 

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

FORCE OR ACTIVITY 

DESIGNATOR 

URGENCY OF NEED DESIGNATOR

A B C

I 01 04 11

II 02 05 12

III 03 06 13

IV 07 09 14

V 08 10 15

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

Secretary of Defense, the Transaction Services will validate F/AD I usage through the 

requisitioning process. Transaction Services will maintain an edit table consisting of 

authorized F/AD I activities. To preserve accuracy and timely update, the Joint Chiefs 

of Staff (JCS) will forward to Transaction Services and GSA all Office of Secretary of 

Defense (OSD) approved assignments of F/AD I immediately upon approval. 

Telephonic or electronic communication, to include online update, with Transaction 

Services and GSA is authorized for time-sensitive updates; however, formal 
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C4-7 CHAPTER 4

documentation will be forwarded to Transaction Services and GSA to support inclusion 

of all F/AD I authorized activities. In order to maintain unclassified communication, the 

JCS contact points are advised to identify authorized activities by DoDAAC only (no 

clear-text activity names) and make no reference to the associated F/AD. F/AD I 

requisitions (DLMS 511R or DLMS 511M, Modification, Transaction Type Codes A0, 

BM, BN, AM) that do not identify an authorized activity in the document number, ship-to, 

bill-to, or mark-for fields will be identified for investigation without interruption of normal 

requisition processing. In addition, Transaction Services will assess the validity of 

transactions that bypass the F/AD I validation process as a result of alternative 

requisition submission, (e.g., Defense Supply Expert System (DESEX)) input, using the 

requisition image transaction. Suspected abuse will be output to the Unauthorized 

Priority Designator Assignment Report.

 C4.2.2.6.1. The Unauthorized Priority Designator Report produced by 

Transaction Services identifies suspected abuse of PD assignment. This report also 

provides visibility of requisitions downgraded automatically by Transaction Services

during requisition processing based upon the DoD Component authorization. The 

report is prepared monthly. Summary sections, Parts I, II, IV, and V, are also available 

quarterly and annually. The report is in seven parts as follows: 

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

Submitted Through DAAS, 

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

Requisitions Submitted Through DAAS, 

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

Requisitions Submitted Through DAAS, 

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

Not Submitted Through DAAS, 

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

Requisitions Not Submitted Through DAAS, 

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

Requisitions Not Submitted Through DAAS, 

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

Requisitions Downgraded to a Lower Priority by DAAS. 

 C4.2.2.6.2. RESERVED. 

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

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

further processing. Any requisitions with PD 04 or PD 11 will be downgraded as 

follows: if the PD is 01 (for USCG, USAF JM accounts and SA only) then DAAS will

change to PD 03; if PD 04, DAAS will change to PD 06; and if PD 11, DAAS will change 
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C4-8 CHAPTER 4

to PD 13.

8 PD 01 requisitions may be downgraded with the exception of Air Force 

(Service Code F) requisitions.

9 GSA will notify the requisitioner of the downgrade by 

generating a Supply Status Transaction with BK Status, and route to DAAS for 

distribution to the correct recipient(s) depending on the Media/Status and Distribution 

Codes in the transaction. The modified requisition will be forwarded within GSA for 

processing based on the new PD. GSA will report downgrading action to DAAS via the 

DLMS 511R (future enhancement) Transaction. Action will allow Transaction Services

to merge GSA priority abuse data into the Unauthorized Priority Designator Assignment 

Report on a monthly basis.

 C4.2.2.6.4. FedMall Requisitions. DAAS will apply automatic 

downgrading to FedMall prepared requisitions unmatched to the Authorized DoDAAC 

List with exception of Air Force PD 01 and MILSTRIP Order Entry Program (MOES) PD 

01.

 C4.2.2.6.5. Participating Service/Agency Points of Contact 

Responsibilities. DoDM 4140.01, Appendix 9, requires the DoD Components to 

designate a single office of primary responsibility to act as focal point for Uniform 

Materiel Movement and Issue Priority System (UMMIPS) matters. To provide clear 

visibility of such points of contact, the JCS, the Military Services, DLA (if needed), and 

GSA, will provide contact information to DEDSO for publication in the DLM 4000.25, 

Volume 2, Appendix 7.14. Contact information will include office name/symbol and 

communications numbers. Primary and alternate information should be included. The 

DoD Component responsibilities for monitoring F/AD assignments and conducting 

annual reviews are prescribed in DoDM 4140.01. 

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

DEDSO Website for the list of contacts. 

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

circumstances, use the stated PD, irrespective of F/AD, but do not use for the routine 

replenishment of stocks to meet authorized stockage objectives:

 C4.2.2.7.1. Emergency Medical/Disaster Supplies. Use PD 03 for 

medical or disaster-relief supplies or related items of equipment that are required 

immediately for:

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

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

8 Effective November 3, 2003, Transaction Services implemented logic change to allow requisitions with 

DoDAAC N00421 in rp 30-35, Document Number Serial Numbers FQ and GQ (in rp 40-41) and PDs 04 

and 11 to pass through Transaction Services processing without being downgraded. Requisitions with 

DoDAAC N00421, document number serial numbers beginning with FQ and GQ for PDs 01, 04, and 11 

will not be included in the monthly Priority Designator Reports.

9 Refer to ADC 279, Automated Downgrade for Priority Abuse and Reporting Procedures. The exception 

for the Air Force is an interim waiver pending better methodology for identification of the F/AD 1 

authorized activity in AF requisitions.
DLM 4000.25, Volume 2, January 22, 2024

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C4-9 CHAPTER 4

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

similar potential mass illnesses or diseases when in the opinion of medical 

professionals the probability of epidemics or similar potential mass illnesses is 

imminent.

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

emergency supplies or items of equipment that are required immediately for controlling 

a civil disturbance, civil disorder, or rioting.

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

emergency supplies of individual and organizational clothing required immediately to 

provide a minimum of essential clothing to active duty military personnel who are 

actually without their required clothing.

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

the local supply activity must requisition a specific immediate end-use requirement for a 

supported activity with a higher F/AD, the supply activity may assign a PD, 

commensurate with the F/AD of the supported unit, to the specific requirement. Do not 

use this authority for the routine replenishment requirements of the supported unit.

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

Component executes a contract that provides that a commercial contractor will

requisition GFM from the DoD distribution system, the DoD contracting officer will

advise the contractor of the PDs to use in such contractor-prepared requisitions. The 

advice will be aware of the F/AD of the national priority program, force or activity for 

which the contract is executed, and the potential urgencies of need.

 C4.2.2.10. Issue Priority Groups. PDs are grouped into Issue Priority Groups 

(IPGs) as follows:

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

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

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

 C4.2.2.11. Required Delivery Dates (RDD)

 C4.2.2.11.1. Response Time Requirements. Requisitioning activities, 

after determining the appropriate PD applicable to requisitions, will determine the 

appropriate entry for the RDD data field. The combination of the PD and the 

designation or nondesignation of an RDD or other allowable entry10 will determine the 

supply and transportation system response time requirements. The response times 

(UMMIPS time standards) are displayed in DoDM 4140.01. 

10 Non-date entries in the RDD field, (i.e., Codes E, F, N, R, 444, 555, 777, and 999), are referenced as 

Special Requirement Codes under the DLMS.
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C4-10 CHAPTER 4

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

the UMMIPS time standards is assigned, the appropriate PD, consistent with the 

activity's F/AD and UND, must be cited in the requisition.

 C4.2.2.11.3. Customer Unspecified Delivery Date. If the customer does 

not specify a delivery date, the customer should expect the total time from order 

placement to delivery to be within the total order and ship time specified by the UMMIPS 

time standards.

 C4.2.2.11.4. Mandatory RDD Data Field Requirements. For 

subsistence, the RDD is mandatory in all requisitions, with the assigned PD prescribing 

the precedence of internal supply processing actions for requisitions showing identical 

RDDs. To ensure delivery on the RDD, the Inventory Control Point (ICP)/storage 

activity may bank the requisitions until the correct processing date; computed by 

subtracting number of days needed for depot processing and transit time from the RDD. 

Submit all requisitions using schedules established by the ICP.

 C4.2.2.11.5. Collocated Stock. If the customer is collocated with the 

storage activity issuing the materiel, or has, through local negotiations, obtained 

collocated customer status and does not require the fastest possible service of the 

supply and transportation system, the customer should cite Special Requirements Code

444 in the LQ segment and not indicate an RDD.

 C4.2.2.12. Expedited Handling and Expedited Transportation. Requisitioners 

may request expedited handling and transportation by citing Special Requirements 

Code 777.

C4.2.3. Nonreimbursable Materiel. Use the no-charge indicator in non-excess 

personal property requisitions to identify the requisitions for nonreimbursable materiel. 

Use the utilization code in requisitions to the DLA Disposition Services for excess 

personal property requisitions to denote free issue. See Chapter 16 for reutilization and 

marketing requisitioning procedures.

C4.2.4. Requisitioning from DLA Disposition Services. See Chapter 16, 

Disposition Services, for requisitioning procedures.

C4.2.5. Requisitioning Contractor Inventory From Plant Clearance Automated 

Reutilization Screening System (PCARSS). Acquiring agencies may view excess 

Government-furnished property (GFP), create requisitions, and see the status of current 

requisitions using PCARSS eTools. Authorized users may search for inventory or 

create alerts to be notified when desired items become available. The requisition 

content does not conform to MILSTRIP procedures/formatting. Detailed information 

about PCARSS requisitioning procedures is available on the DCMA Website.

C4.2.6. Exception Data. Requisitioners must limit repetitive exception data to aid 

timely source of supply processing of requisitions to meet IPG processing times, 

standard delivery dates (SDDs), or RDDs, particularly those that satisfy high priority 

requirements. Use available requisitioning capabilities to ensure maximum utilization of 
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C4-11 CHAPTER 4

automated processes. Processing exception data requisitions is resource intensive, 

prone to errors, and generally delays required support. The sources of supply will

disregard all unnecessary exception data (such as ship by commercial air, do not use 

postal system, ship by fastest traceable means, or ship overnight delivery) and continue 

processing. Sources of supply will process all requisitions under UMMIPS (see DoDM 

4140.01). Within the UMMIPS time segment for transporting the materiel, it is the 

shipper's prerogative to select the mode of shipment based on time, distance, item 

characteristics, and economic factors. The repetitive use of the same exception ship-to 

address is an uneconomical way of doing business for all concerned. A separate 

DoDAAC assignment for this type of ship-to address should be made or the 

Transportation Account Code (TAC) 2 address of the involved activity should be 

changed and the resulting DoDAAC(s) used on applicable requisitions. Activities having 

multiple locations should assign a separate DoDAAC to each receiving location. It is 

incumbent upon the requisitioner to work with the applicable DoD Component focal 

point to develop procedures to automatically process requisitions.

C4.2.7. Limitation on Use of Exception Data

 C4.2.7.1. Applicability. Exception data will normally be limited to the 

conditions listed below. Commanders must approve, or delegate in writing to specific 

personnel the authority to approve, the submission of exception-data requisitions.

 C4.2.7.2. Authorized Conditions. Authorized conditions for use of exception 

ship-to addresses are listed below. Requisitions containing exception ship-to addresses 

other than those listed will be rejected with Status Code D6. As of April 1, 2014, the 

inclusion of a country code not valid with the current Geopolitical Entities, Names, and 

Codes (GENC) Standard will result in a DAAS reject. For requisitions (DLMS 511R, 

511M, 869F) and materiel release orders (DLMS 940R), DAAS will reject using the 

DLMS 824R Reject Advice citing Reject Advice Code AU.11

 C4.2.7.2.1. Sales/donations/issues of materiel to qualifying Federal, 

state, or civil organizations or individuals approved by the Service Secretaries.

 C4.2.7.2.2. Issues of nuclear assets as directed by Defense Threat 

Reduction Agency to Department of Energy contractors.

 C4.2.7.2.3. Materiel in Supply Condition Code (SCC) L to contractors.

 C4.2.7.2.4. Issues required by national emergency or natural disasters.

 C4.2.7.2.5. Shipments of ammunition requiring special controls.

 C4.2.7.2.6. Shipments to contractors for special testing.

11 Refer to ADC 1075.
DLM 4000.25, Volume 2, January 22, 2024

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C4-12 CHAPTER 4

 C4.2.7.2.7. Requisitions from deployed naval units with an R or V in the 

first position of the document number; Utilization Code E, G, or W; PD 01, 02, or 03; 

and Special Requirements Code 999.

 C4.2.7.2.8 FedMall -generated requisitions using a Government 

purchase card as the method of payment and the non-contractor ship-to location is not 

identified by a DoDAAC. Requisitioners must use the DoDAAC applicable to the ship-to 

locations when assigned. See paragraph C4.2.4. for additional guidance.

 C4.2.7.3. Limitations. Exception data will normally be limited to the following:

 C4.2.7.3.1. Non National Stock Number (NSN) lumber products 

identified and ordered by description only or other commodities that require additional 

descriptive information. 

 C4.2.7.3.2. Authorization/identification for items when such requirement 

is imposed by the ICP, by the parent Component, or by the requisitioning activity.

 C4.2.7.3.3. NSN requirements needing additional identifying 

information; for example, requisitions initially rejected with Status Code CG or CJ. 

 C4.2.7.3.4. Requisitions for LEVEL 1/SUBSAFE and nuclear reactor 

plant materiel.

 C4.2.7.3.5. NSN items for chemicals for boiler water and feed water

analysis.

 C4.2.7.3.6. Requisitions used to establish a registered user with the ICP 

in a Primary Inventory Control Activity (PICA)/Secondary Inventory Control Activity 

(SICA) situation. 

 C4.2.7.3.7. Requisitions for Marine Corps Pre-Positioned War Reserve 

(PWR) or Pre-Positioning Ships Program.

 C4.2.7.4. Automated submissions of requisitions containing exception ship-to 

addresses may be authorized by agreement with the source of supply. Exception shipto addressing is only authorized where the ship-to location is not identified by a 

DoDAAC. This exception cannot be applied to requisitioning for shipment to a 

contractor. Automated submissions must include identification of the customer via a 

system-generated customer identification code that cannot be overridden by the user as 

described under Volume 2, Appendix 6.35, Customer Identification. DAAS will generate 

the customer identification for automated submissions (e.g., via Defense Automatic 

Addressing System Automatic Message Exchange System (DAMES) of the DLAsupported DIC YRZ requisition trailer for ship-to exception data.

 C4.2.7.5. Exception Address Information in the Materiel Release 

Confirmation. The shipping activity must include address line details in the MRC when 

the full address details would not otherwise be available to the owner/program manager 
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C4-13 CHAPTER 4

transactionally. When the owner-generated MRO identifies a clear-text ship-to address 

there is no requirement to perpetuate this address in the confirmation beyond the first 

address line containing the organization name.

C4.2.8. Special Program Requirements. Requisitions resulting from special 

program requirements (SPRs) must cite the associated SPR transaction number to 

establish an audit trail between the draw-down requisition and the SPR against which 

the requirement was established.

C4.2.9. Nonstandard Materiel. The requisitioner may cite an estimated unit price 

to advise the source of supply of a reasonable expectation of the cost of the item. The 

source of supply may contact the requisitioner, if in its estimation, the price incongruity 

between estimated price and quoted price warrant further clarification relative to the 

item being ordered. Requisitioners should use the last price paid as their estimate if 

they have previously ordered the item or use the price of a similar item ordered if they 

have not previously ordered the item.

C4.2.10. PREPARATION/PROCESSING OF REQUISITIONS SUBMITTED VIA 

INTERNET ORDERING APPLICATIONS. Developers and users of internet ordering 

applications which permit requisitions to be initiated outside the responsible 

Component’s supply system, (e.g., direct customer input to FedMall, GSA 

Advantage/GSA Global, etc.) will take precautions to ensure that only authorized 

personnel place orders and all standard financial and logistics procedures are followed.

 C4.2.10.1. DoD Components authorizing the use of ordering processes 

external to the Component-sponsored supply system will:

 C4.2.10.1.1. Establish internal controls to identify/approve authorized 

users. This may be accomplished in coordination with the ordering application program 

management or independently in the absence of a satisfactory registration program for 

the internet ordering process.

 C4.2.10.1.2. Notify users that they are required to manually establish an 

obligation for requisitions dependent on Interfund payment procedures, prior 

to/concurrent with placing orders via internet ordering applications, except where an 

interface is established with the requisitioner’s Component application to validate funds 

availability and establish an obligation.

 C4.2.10.1.3. Ensure that appropriate procedures are established to 

record the demand and establish a due-in/pre-positioned materiel receipt under DoD 

MILSTRAP/DLMS based upon status provided by the supply source. Alternative 

manual Component procedures may be employed pending systemic interfaces to 

support return of supply and shipment status by the supply source.

 C4.2.10.1.4. Ensure materiel receipt acknowledgement under DoD 

MILSTRAP/DLMS procedures via systemic interface or, where not available, instruct 

users to provide receipt notification via FedMall (this includes non-FedMall originated 

orders). 
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C4-14 CHAPTER 4

 C4.2.10.2. Supply sources authorizing the use of ordering processes external 

to the customer’s Component-sponsored supply system shall:

 C4.2.10.2.1. Coordinate with DoD Components to establish controls to 

ensure users are identified and authorized. If a satisfactory registration program is not 

available, users must be alerted to comply with Component-directed procedures.

 C4.2.10.2.2. Support adherence to standard financial procedures via 

systemic interface or manual procedures as follows:

 C4.2.10.2.2.1. Establish an interface between the external ordering 

application and the appropriate Component-sponsored application to validate funds 

availability and establish the obligation, or 

 C4.2.10.2.2.2. Pending development of automated processing, 

alert users to comply with Component-directed manual procedures. 

 C4.2.10.2.2.3. Procedures for real-time funds availability for on-line 

applications are provided under DLMS Vol 4, Chapter 7.

12

 C4.2.10.2.3. Use standard requisition formats under MILSTRIP/DLMS 

where necessary to transmit the requisition from the external ordering application to the 

source of supply for further processing.

 C4.2.10.2.4. Provide order and shipment status information to the 

customer and applicable status recipients in accordance with MILSTRIP/DLMS. 

 C4.2.10.2.5. Where feasible, internet ordering applications will integrate 

use of a replicated DoDAAC table to perform validation of requisitions for authorized 

ordering, bill-to, and ship-to activities according to the DoDAAC Authority Code. If the 

DoDAAC fails the authority code edits in C4.10.10., the transaction will be rejected. 

C4.2.11. Contact Information

 C4.2.11.1. Requisitioning organizations should provide point of contact 

information in requisitions and requisition-related transactions. This information 

identifies the person or office to whom the source of supply should direct 

communications to support deliveries or inquiries.

 C4.2.11.2. The point of contact information must include the following:

• Contact name or job title,

• E-mail address and/or commercial phone number,

• An office symbol or activity code.

12 Refer to ADC 328
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C4-15 CHAPTER 4

 C4.2.11.3. Requisitioning organizations should provide a job title if a name is 

not authorized in accordance with applicable security or privacy reasons.

C4.2.12. Not-Mission-Capable Supply and Anticipated Not-Mission-Capable 

Supply Requisitions

 C4.2.12.1. General

 C4.2.12.1.1. Approval Authority. Commanders will approve, or delegate 

in writing to specific personnel the authority to approve, all NMCS/ANMCS requisitions 

and submit the requisitions by the most expeditious means. Commanders of the DoD 

Component ILCOs will approve, or delegate in writing to specific personnel the authority 

to approve, all FMS CLSSA requisitions applicable to NMCS or ANMCS conditions.

 C4.2.12.1.2. Priority Requirements. Submit NMCS and ANMCS 

requisitions only for the quantities of materiel needed to return the mission-essential 

system or equipment to mission capable/operationally ready status or when items are 

not available in ready-for-issue condition at the supporting post, camp, station, or 

OCONUS theater. Use overnight or next day delivery service for NMCS and ANMCS 

shipments whenever possible.

 C4.2.12.2. Not-Mission-Capable Supply Conditions Meeting Special 

Requirements Code 999

 C4.2.12.2.1. Use. Use Special Requirements Code 999 in PD 01-03 

requisitions for materiel that will cause an NMCS condition to occur in mission-essential 

systems and equipment. Special Requirements Code 999 identifies transactions 

related to critical items as requiring expedited handling. Any special requirements code

used in the requisition must appear in the materiel release order (MRO) and the 

shipping documentation. This procedure applies only to NMCS materiel shipped to U.S. 

Forces OCONUS or to Forces alerted for deployment within 30 calendar days of the 

date of the NMCS requisition. Special Requirements Code 999 does not apply to SA.

 C4.2.12.2.2. Purpose. Special Requirements Code 999 identifies the 

need for expedited handling of the NMCS materiel when meeting the specific conditions 

listed below. (The commanding officer of the requisitioning activity will either personally 

review, or delegate in writing to specific personnel the authority to review, all 

requisitions identified for expedited handling to certify compliance with the prescribed 

criteria.)

 C4.2.12.2.2.1. The requisitioning unit must possess F/AD I, II, or 

III, and, 

 C4.2.12.2.2.2. The items or equipment required are causing 

mission-essential systems or equipment to be incapable of performing any of their 

assigned missions (NMCS) or, 
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C4-16 CHAPTER 4

 C4.2.12.2.2.3. The items or equipment required have been 

identified during maintenance or testing as necessary to prevent mission-essential 

systems or equipment from being unable to perform assigned operational missions or 

tasks within five calendar days of the date of the requisition.

 C4.2.12.3. NMCS Conditions Meeting Special Requirements Other Than 

Special Requirements Code 999. Apply the following to requisitions for NMCS 

conditions other than Special Requirements Code 999 originating from activities where 

Forces in CONUS are not alerted for deployment:

 C4.2.12.3.1. Use PDs 01-08 only. 

 C4.2.12.3.2. Cite Special Requirements Code N. Note: FMS

requisitions applicable to NMCS conditions will cite Special Requirements Code N, 

which identifies transactions related to critical items and requiring expedited handling.

 C4.2.12.3.3. Indicate short RDDs. 

 C4.2.12.3.4. Use the PD to process these requisitions. 

 C4.2.12.4. ANMCS Conditions. Prepare requisitions for materiel to prevent 

degradation of the mission capability of such systems/equipment as follows:

 C4.2.12.4.1. Use PDs 01-08 only.

 C4.2.12.4.2. Cite Special Requirements Code E. Note: FMS 

requisitions applicable to ANMCS conditions must cite Special Requirements Code E, 

which identifies transactions related to critical items and requiring expedited handling.

 C4.2.12.4.3. Indicate short RDDs.

 C4.2.12.4.4. Use the PD to process these requisitions.

C4.2.13. Pre-Positioned War Reserve Material Stock (PWRMS) Requisitions

 C4.2.13.1. Initial Fill. Use Demand Code O and Project Code 3AA to identify 

requisitions for the initial fill of PWRMS consumable item requirements. Use Project 

Code 3PR in PWRMS replenishment requisitions. DoD organizations cannot submit 

non-reimbursable requisitions to GSA.

 C4.2.13.2. Reimbursements. Use the appropriate treasury symbol number 

and fund purpose code in all reimbursable requisitions for PWRMS requirements. Only 

use PDs 11-15 in reimbursable requisitions for PWRMS requirements; however, if 

overriding or operational situations justify immediate supply support, use PDs 01-03.
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C4-17 CHAPTER 4

C4.2.14. Conventional Ammunition Requisitions

 C4.2.14.1. DoD Component owners of single manager for conventional 

ammunition (SMCA) managed items may grant authority to the SMCA ICP to issue 

assets below established stock reservation levels. The Component owner must convey 

this authority to the SMCA ICP by using Advice Code 2S in a DLMS 511R transaction. 

 C4.2.14.2. Use Advice Code 3Q, 3V, 3W, 3X, 3Y, or 3Z, as applicable, when 

usable SCC E materiel is acceptable.

C4.2.15. Special GSA Procedures on Non-Mailable Items

 C4.2.15.1. Advice Code 2A Processing. GSA will process requisitions 

received with Advice Code 2A (item not available locally) regardless of the possible 

excessive transportation costs.

 C4.2.15.2. Low Item Value. GSA will cancel requisitions (with Status Code

CW) when received without Advice Code 2A for an item valued at $25 or less if, at the 

time of shipment, transportation costs incurred for shipping that order is in excess of 50 

percent of the item value. GSA will notify the ordering activity when this condition exists 

and the requisitioner should attempt to procure the item locally. If local procurement 

cannot be effected, submit a new requisition with Advice Code 2A. In response, GSA 

will supply the item regardless of the transportation costs.

 C4.2.15.3. Non-Applicability. These procedures do not apply to SA 

requisitions.

C4.2.16. Special Procedures Associated with Industrial/Maintenance Site 

Requisitions

 C4.2.16.1. Industrial/Maintenance Site Requisitions Subsequent to Receipt of 

Product Quality Deficient Materiel. Under approved procedures for Base Realignment 

and Closure (BRAC) Supply, Storage and Distribution (SS&D) Inventory Management 

and Stock Positioning (IMSP) industrial/maintenance sites, the requiring activity is 

authorized to submit requisitions or requisition alerts (Navy IMSP only) citing 

Management Code P to request the DLA source of supply satisfy the specified 

requirement for an alternative source. These replacement requisitions will also include 

the original funded requisition document number/suffix for cross-reference. This is 

applicable when timely replacement is required subsequent to receipt of a quality 

deficient item for which a Product Quality Deficiency Report (PQDR) has been 

submitted. Use of Management Code P ensures materiel received is not subject to the 

same quality deficiency as previously supplied materiel and avoids delays while existing 

wholesale stock is screened for quality.

 C4.2.16.2. Industrial/Maintenance Requisitions Subsequent to Receipt of 

Storage Activity Denial for Release of Materiel Purchased from DLA. Under approved 

procedures for BRAC Inventory Management and Stock Positioning (Navy IMSP only) 

industrial/maintenance sites, the requiring activity is authorized to requisition citing 
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C4-18 CHAPTER 4

Management Code 3 or 9 to request the DLA source of supply satisfy the specified 

requirement from an alternative storage location or new procurement, if no stock is 

available. This is applicable only when re-requisitioning subsequent to purchase of 

materiel that was sourced from a collocated depot without visual inspection of the 

materiel. Use of the Management Code 3 will indicate that purchased materiel did not 

satisfy shelf-life requirements. Management Code 9 will indicate that the materiel was 

not available in one continuous length. The prior (original) requisition document number 

and shipment suffix code (if applicable due to split shipment), must be included on the 

new requisition. The originally purchased materiel will be returned to DLA via BRAC 

returns procedures.

C4.2.17. Timeframes and Submission of Requisitions

 C4.2.17.1. Frequency. The frequency of submitting requisitions is the sole 

prerogative of the requisitioner and, except for subsistence items; the distribution 

systems will not prescribe scheduling. Submit requisitions when necessary to meet 

requirements for stock or to meet specific requirements for immediate use. To make 

the system more efficient and cost-effective, activities should consider consolidating 

requirements to reduce the submission of low-value requisitions.

 C4.2.17.2. Effective Time Period. The requisition submission time period 

extends from the date of the requisition to the date of receipt by the initial wholesale 

source of supply; for example, the ICP or stock point that maintains any asset 

availability records for the purpose of filling materiel demands or ordering other supply 

action.

 C4.2.17.2.1. Requisition Date. The date of requisition will indicate the 

actual date of transmittal from the requisitioner to the initial source of supply. Do not 

predate requisitions to facilitate local processing. The transaction set process will

reflect the true date of transmittal.

 C4.2.17.2.2. Approval Time. Time consumed by review/approval of 

control offices that are intermediary between the requisitioner and the initial source of 

supply is counted in the time standard for this segment.

C4.2.18. Maintenance of Requisition History and Due-In Files

 C4.2.18.1. Requirement. All DoD Components must maintain a requisition 

history and due-in file for each transaction processed.

 C4.2.18.2. Expeditious Processing. Requisitioners must expeditiously 

process transaction status and materiel receipts to requisition and due-in files to 

preclude the unnecessary generation of follow-ups.

C4.2.19. Special Army Single Stock Fund (SSF) Procedures for Image, Working, 

and Post-Post Requisitions and Authorization of Edit Action Codes (EACs) for Both SSF 

and non-SSF Army Activities. The following procedures are restricted to use by the 

Army on an intra-Service basis.
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 C4.2.19.1. These procedures include Army-unique data elements required to 

accurately process transactions in the Army wholesale system that originate from the 

Army retail system for SSF activities. For both Army retail replenishment orders for 

authorized stock listed items and for dedicated customer orders for non-stock listed 

items, an image of the order containing a special EAC, management code, and date 

generated is created and passed to the wholesale system. For these replenishment 

and dedicated customer orders, the EAC indicates that the order is to be held until 

either post-post issue requisitions are received equaling the image requisition quantity 

or a live/working requisition is received for the total or residual quantity of the image 

requisition. Additionally, customer/consumer orders for authorized stock listed items 

that cannot be filled by the retail system are backordered at the retail level and an 

image of the consumer requisition containing an EAC, management code, and date 

generated is created and passed to the wholesale system. For these backordered 

consumer requisitions, the EAC indicates that the order is to be held until either postpost issue requisitions are received equaling the image requisition quantity, or a 

cancellation is received. Based on business rule parameters, these EAC codes 

facilitate the Army process, that searches for assets at multiple retail levels, prior to 

requiring a wholesale asset search to fill the retail and consumer level requisitions. The 

post-post issue requisition also contains an EAC, management code, and date 

generated. Additionally, the post-post requisition contains the SSF routing identifier 

code (RIC) of the activity issuing the assets and codes indicating the ownership, 

purpose and condition of these assets, as well as a suffix code, if it is only a partial 

issue of the image requisition quantity. The following are the types of requisitions 

included in this process:

 C4.2.19.1.1. Image Request Order Number Requisition. An image of 

the customer’s original requisition containing an EAC, management code and the date

generated date is submitted by the SSF site to the Army wholesale source of supply. 

Upon receipt, the wholesale source of supply builds a document control file, creates a 

demand record, and freezes the requisition on backorder. The only action that can clear 

the frozen backorder is a post-post requisition or a cancellation request from the SSF 

site.

 C4.2.19.1.2. Image Document Order Number Requisition. An image of 

the original replenishment requisition containing an EAC, management code, and the 

date generated is submitted by the SSF site to the Army wholesale source of supply. 

Upon receipt, the wholesale source of supply establishes a document control file with a 

requisition quantity control, creates a demand record, and takes no further action until 

receipt of a post-post or working requisition.

 C4.2.19.1.3. Working Document Order Number Requisition. Upon 

receipt of a working document order number requisition by the wholesale source of 

supply, action will be taken to support the requisition quantity. The document number 

on both the working and image requisitions are the same; however, the working 

requisition does not contain an EAC or management code.
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 C4.2.19.1.4. Image Dedicated Requisition. An image of a dedicated 

requisition containing an EAC, management code, and the date generated is submitted 

by the SSF site to the Army wholesale source of supply. Upon receipt, the source of 

supply establishes a document control file with a requisition quantity control, creates a 

demand record, and takes no further action until receipt of a post-post or working 

requisition.

 C4.2.19.1.5. Working Dedicated Requisition. Upon receipt of a working

dedicated requisition by the wholesale source of supply, action will be taken to support 

the requisition quantity. The document number on both the working and image 

requisitions are the same; however, the working requisition does not contain an EAC or 

management code.

 C4.2.19.1.6. SSF Post-Post Requisition. A post-post requisition 

containing an EAC, management code and storage site RIC is submitted by the SSF 

site to the Army wholesale source of supply when assets are issued from an SSF site in 

support of a previously provided image requisition. Upon receipt, the source of supply

creates internal issue transactions and creates an audit trail.

 C4.2.19.2. Post-Post Requisition Processing. When the requisition is 

satisfied by an SSF site, the wholesale system will receive a post-post requisition 

containing a special EAC and management code, as well as the RIC of the SSF site 

issuing the assets, and codes indicating the ownership, purpose, and condition of these 

assets. If the post-post issue requisition is for a partial quantity, it will also contain a 

suffix code. The wholesale system may receive post-post requisitions with the same 

document number and suffix code, but with different storage activity RICs. These will 

not be considered duplicates. Based upon receipt of the post-post requisition, the 

wholesale system will internally generate a materiel release order (MRO), materiel 

release confirmation (MRC) and a materiel receipt acknowledgment (MRA). The 

wholesale system receives post-post requisitions in order to record shipments and 

generate appropriate bills.

 C4.2.19.3. Working Requisition Processing. If the SSF site can fill the total 

requisition through post-post issues, the wholesale source of supply will not receive a 

working requisition. However, if the SSF site is unable to satisfy the total demand 

quantity of the requisition, the wholesale site will receive either a working requisition for 

the residual quantity or a cancellation on the same document number as the image 

requisition. Upon receipt of the working requisition the wholesale source of supply will

initiate normal support actions. Any actions taken by the wholesale source of supply on 

the working requisition will always begin with Suffix Code L. The total quantity of all 

post-post requisitions and all working requisitions received on a single document 

number should not exceed the quantity on the original image requisition.

 C4.2.19.4. EAC Authorization. In addition to the use of the EAC in the above 

SSF procedures, for both Army SSF and non-SSF activities, the EAC is authorized to 

be used for requisition reinstatement and other varied purposes.
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C4-21 CHAPTER 4

C4.2.20. Requisitioning in Support of an Inter-service Maintenance Agreement13 

 C4.2.20.1. When scheduling a reparable item for organic maintenance under 

a Depot Maintenance Inter-Service Agreement (DMISA) or comparable inter-Service 

support agreement, based on the repair schedule, the maintenance activity will

requisition the reparable item from the Principal (materiel) owner using a DLMS 511R

Requisition. All requisitions will cite Advice Code 2J (fill or kill), and the appropriate 

supply condition code. Requisitions will cite Project Code 3AB (repair and return under 

maintenance agreement) or 3BB (repair under maintenance agreement). When 

requesting specific assets, maintenance activities may cite the supply condition code 

(SCC) applicable to the reparable item requested. Authorized SCCs include D, F, G, Q,

and U. Requisitions for induction of a Product Quality Deficiency Report (PQDR) 

exhibit for warrantied maintenance will cite SCC Q.

 C4.2.20.2. In response to requisitions citing Project Codes 3AB or 3BB, the 

Principal will direct release of the reparable item from the storage activity to the repair 

agent. The Principal will establish a due-in and provide a pre-positioned materiel 

receipt (PMR) to the repair agent to ensure the item is receipted under the correct 

ownership (refer to Chapters 12 (PMR) and 13 (Receipt) in this volume).

 C4.2.20.3. To preclude billing by the materiel owner, the requisition will also 

contain the following data elements to denote free issue. For requisitions submitted to:

 C4.2.20.3.1. Air Force: For Air Force principals (RIC TO of F**), use 

Project Code 3BB.

 C4.2.20.3.2. Navy: For Navy principals (RIC-TO of NRP), use N00391 

in rp 45-50, Signal Code B and Fund Code 26. 

 C4.2.20.3.3. Army: For Army principals (RIC-TO A** or B**), use Project 

Code 3BB, Fund Code GM, and Signal Code D or M.

 C4.2.20.3.4. Marine Corps: For Marine Corps principals (RIC-To MPB), 

use Project code 3BB.

 C4.2.20.4. Organic maintenance activities operating under a DMISA or 

comparable inter-Service support agreement will requisition nonconsumable repair parts 

required for a maintenance action using Project Code 3AD. Maintenance activities will 

direct reparable item requisitions to the Principal whose assets are intended are to be 

used for the repair (rather than to the source of supply). Directing requisitions to the 

Principal ensures appropriate actions are taken. 

 C4.2.20.4.1. Directing requisitions to the Principal precludes rejection of 

the requisition because the repair agent may not be a registered user of the materiel. 

13 Refer to ADC 1176. Staggered implementation of SCC for requisitions authorized.
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C4-22 CHAPTER 4

 C4.2.20.4.2. Passing the requisition to the Principal reduces financial 

losses that would be incurred to purchase new materiel while previously purchased 

materiel is sitting in the Principal’s inventory. This will reduce inventory balances as 

intended at the designated Principal, and does not unnecessarily draw down inventory 

at the supply source.

 C4.2.20.4.3. Requisitioning from the Principal eliminates the possibility 

that the source of supply will satisfy the requisition with a substitute item which may not 

be best suited for the repair. 

 C4.2.20.4.4. This method of requisitioning facilitates accurate demand 

history capture at the source of supply (where it would otherwise be overstated) and 

improves forecasting by the Principal (where it would otherwise be understated).

 C4.20.5. Organic maintenance activities will direct consumable item 

requisitions to the source of supply. Project Code 3AD does not apply. DAAS will 

process requisitions under MILSTRIP routing rules or by Service agreement.

 C4.20.6. DAAS will pass requisitions (DIC A0_), modifications (DIC AM_), 

and follow-ups (DIC AT_) containing Project Codes 3AB, 3AD, and 3BB to the 

designated recipient (rather than routing to the source of supply).

C4.2.21. DoDAAC Authority Code Edits. Requisitions will be prepared using valid 

DoDAACs for the purpose(s) intended. DoDAACs designated as the requisitioner, billto, or ship-to activity will be validated based upon the authority code assigned to each

DoDAAC in the DoD Activity Address File. Refer to DAAS edit of incoming requisitions 

below for edit rules.

C4.3. RETRANSMITTED REQUISITIONS. Use the FROM address in the requisition to 

identify the activity passing and/or referring the requisition and TO address to identify 

the activity to receive the requisition. In addition, indicate the applicable suffix code of 

the retransmitted requisition if the quantity is less than the original requisition quantity, 

and the appropriate demand code. Indicate the date of receipt of the demand as 

recorded by the initial source of supply when retransmitting requisitions to another 

source of supply. Use Special Requirements Code 888 to identify retransmitted 

requisitions generated from backorder releases submitted only to the SMCA.

C4.4. REQUISITION CANCELLATIONS

C4.4.1. General

 C4.4.1.1. Requests. The requisitioner, monitoring activity, the DoD 

Component, and authorized command elements may request cancellation of previously 

submitted requisitions by using the DLMS 869C, Cancellation. The activity initiating the 

cancellation action, if other than the requisitioner, must advise other interested activities 

of the cancellation action. Send single line-item cancellations to the last known source 

of supply holding the applicable requisitions. Under normal circumstances, cancellation 

requests represent a discontinued need of specific items and quantities. Do not 
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C4-23 CHAPTER 4

deobligate funds or update individual due-in records until you receive status from the 

source of supply confirming cancellation.

 C4.4.1.2. Receipt from Contractor. Do not submit single line-item 

cancellations when a CONUS activity has received notice of shipment for materiel from 

a contractor's facility or a depot.

 C4.4.1.3. Minimum Value Item. Do not submit single line-item cancellations 

when an OCONUS activity has received shipment status and the line-item value of the 

cancellation is less than $200, or the materiel was shipped by air mail, or parcel post, or 

the materiel was shipped more than 10 calendar days by air shipment to an aerial port 

of embarkation (APOE), or 45 calendar days by surface shipment to a water port of 

embarkation (WPOE).

 C4.4.1.4. Conditions Not Excluded. Submit cancellations for conditions not 

excluded when there is no longer a need for a requisitioned quantity regardless of lineitem dollar value or status. Such submissions will authorize the source of supply to 

properly adjust demands, when appropriate, and initiate cancellation action, when 

feasible.

 C4.4.1.5. Status Code BV. Sources of supply may initiate billings to 

requisitioning activities for transportation charges and/or contract termination costs even 

though the source of supply is able to effect cancellation/diversion if requisitions are 

assigned Status Code BV. 

 C4.4.1.6. Disposition of Materiel for Failed Cancellations. The consignee, 

the appropriate commander, or Service headquarters is responsible for the utilization or 

disposition of materiel that cannot be canceled or diverted to an alternate consignee.

 C4.4.1.7. Materiel Shortages. Requisitioning activities must submit a new 

requisition with a new document number, citing appropriate issue PDs, whenever 

shortages occur for materiel previously canceled or rejected. Do not submit requests to 

reinstate previously canceled or rejected requisitions to sources of supply. 

C4.4.2. Reserved

C4.5 REQUISITION MODIFICATIONS

C4.5.1. Requesting Modifications. The requisitioner, control office, or monitoring 

activity may request the modification of previously submitted requisitions using the 

DLMS 511M, Requisition Modification. Any activity initiating a requisition modification 

will notify other interested parties of such action, especially if the activity initiating the 

modification is other than the requisitioner. A requisition modifier will be prepared by 

originating activities completing all prescribed data element entries for a requisition. 

Send the requisition modification to the last known source of supply. Requisition 

modifications may be used to change/modify the following fields in an original requisition 

document: 
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 C4.5.1.1. Non-GFM Requisitions

 C4.5.1.1.1. Ship-To and/or Bill-To Address(es)

 C4.5.1.1.2. FMS Offer and Release Option Code

 C4.5.1.1.3. FMS Freight Forwarder

 C4.5.1.1.4. Treasury Symbol Number/Fund Purpose Code

 C4.5.1.1.5. Project Code

 C4.5.1.1.6. Special Requirements Code

 C4.5.1.1.7. PD

 C4.5.1.1.8. RDD or RDP

 C4.5.1.1.9. Advice Code

 C4.5.1.1.10. Ultimate Recipient Code

 C4.5.1.1.11. Transportation Priority Code

 C4.5.1.1.12. Media and Status

 C4.5.1.1.13. Signal Code

 C4.5.1.1.14. Distribution Code

 C4.5.1.1.15. Fund Code

 C4.5.1.2. GFM Requisitions

 C4.5.1.2.1. Project Code

 C4.5.1.2.2. PD

 C4.5.1.2.3. Advice Code

 C4.5.1.2.4. RDD

 C4.5.1.2.5. Media and Status Code

 C4.5.1.2.6. Signal Code

 C4.5.1.2.7. Distribution Code

 C4.5.1.2.8. Fund Code
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 C4.5.2. Identifying Applicable Supply Actions. Identify requisitions for which 

supply action must be continued during mass cancellation situations and submit 

modifications with Special Requirements Code 555 to the source of supply at the 

earliest possible date to ensure the continued processing of the requisitions.

 C4.5.3. Pertinent Modification Data. Only data on the modification transaction will

be changed. All other data will remain as stated on the original requisition.

C4.5.4. Modifying Codes. When a requisition modifier is submitted to modify the 

ship-to and/or bill-to DoDAAC(s), signal code, or fund code, the DAAS DoDAAC 

authority code edits discussed in C4.10 will be reapplied.

C4.6. REQUISITION INQUIRIES/REQUESTS FOR SUPPLY ASSISTANCE

 C4.6.1. General. Use DLMS 869A, Requisition Inquiry/Supply Assistance, to 

follow-up or request supply assistance to improve estimated shipping dates (ESD) over 

the dates indicated in the latest supply status transaction on previously submitted 

requisitions. Use either DLMS 869A or DLMS 869F, Requisition Follow-Up, to follow up 

the latest supply transaction on previously submitted requisitions. Management Code P 

will be perpetuated to all applicable supply status in support of BRAC IMSP. 

 C4.6.2. Follow-Ups. Submit follow-ups to obtain the latest status for a previously 

submitted requisition.

 C4.6.2.1. Follow-Up Format. Requisition follow-ups can be accommodated 

in two formats. DLMS 869A provides a streamlined requisition follow-up. DLMS 869F 

Requisition Follow-up offers the additional capability of conveying all information 

provided on the original requisition (with the exception of quantity stratification by 

weapon system) so that the follow-up may act as a requisition if the inquiry is 

unmatched to the IMM’s data base. When a DLMS 869F follow-up that may act as a 

requisition is submitted, it will be subject to the authority code edits of paragraph C4.10.

 C4.6.2.2. Follow-Up Submission Criteria

 C4.6.2.2.1. Delay Status Not On Hand. Submit follow-ups when status 

data is not on hand to indicate a delay in receipt of materiel beyond the SDD or RDD or 

when the UMMIPS order and shipping time standard for receipt of materiel has elapsed.

 C4.6.2.2.2. Receipt Status Not Received. Send follow-ups to the source 

of supply where you sent the requisition if you have not received status indicating 

another activity is responsible for the demand. When supply status has been received, 

direct the follow-up to the activity indicated as currently processing the requisition; for 

example, the last known source of supply. The source of supply may follow up to a 

shipping activity on open MROs.

 C4.6.2.2.3. Materiel Not Received. Do not submit follow-ups after 

receiving shipment status evidencing completion of shipment unless you do not receive 
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C4-26 CHAPTER 4

the materiel within normal transit time based on the date of the shipment as cited in the 

shipment status transaction.

 C4.6.2.3. Follow-Up Submission Timeframes

 C4.6.2.3.1. PD 01-08. For PD 01-08 demands, submit follow-ups only 

after expiration of at least three calendar days from the date of the requisition or 

transaction date of the latest supply status.

 C4.6.2.3.2. PD 09-15. For PD 09-15 demands, submit follow-ups only 

after expiration of at least seven calendar days from date of the requisition or 

transaction date of the latest supply status.

C4.6.3 Request for Supply Assistance

 C4.6.3.1. Initiation. Requisitioners may initiate requests for supply 

assistance only for PD 01-08 requisitions after receipt of supply status indicating an 

unacceptable delivery date. Requests for supply assistance includes status of 

requisitions, timely supply of requirements, interchangeable and substitutable (I&S) 

items, release of cancellation or backordered requisitions, and diversion of materiel 

shipments. Do not generate requests for supply assistance prior to the receipt of supply 

status indicating open status. 

 C4.6.3.2. Submission

 C4.6.3.2.1. Forward requests for supply assistance on previously 

submitted PD 01-08 requisitions to the source of supply processing the requirement. 

Requests for assistance may be done by e-mail, message, letter, or telephone to the 

appropriate source of supply. Telephone requests should not exceed seven lines; 

however, the limitation of items will be determined by the source of supply ability to 

record the items and initiate timely responses. Include the urgently needed quantity 

(supply assistance may be requested for entire quantity requisitioned or a lesser 

quantity required for mission performance).

 C4.6.3.2.2. DLA accepts supply assistance requests via the DoD 

FedMall requisition query function for open requisitions PD 01-08 with MILSTRIP 

Supply Status BB, BV, BZ, or BD.

 C4.6.3.2.3. In addition to the above, the DLMS 869A, Supply Assistance 

request (BS108=AR) is designed to transmit requests electronically. This is a DLMS 

enhancement that cannot be used without prior coordination to ensure that the receiving 

source of supply has implemented this business process using transaction exchange. 

The DLMS format supports identification of point of contact information, identification of 

acceptable substitute items, alternative sources for the requested item, and a codified 

mission impact resulting from delay or lack of support for the required item:

 C4.6.3.2.3.1. Code 1: Inability to perform assigned mission for a 

classified project.
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 C4.6.3.2.3.2. Code 2: Inability to perform assigned mission.

 C4.6.3.2.3.3. Code 3: Performance of assigned mission 

anticipated to be curtailed or stopped if materiel is not received within 15 days 

continental United States (CONUS) or 20 days other than continental United States 

(OCONUS).

 C4.6.3.2.3.4. Code 4: Mission performance below prescribed level 

of effectiveness and efficiency.

 C4.6.3.2.3.5. Code 5: A classified NMCS condition exists due to 

lack of required assets.

C4.7. REQUISITION PROCESSING AND RELATED ACTIONS. Sources of supply 

receiving requisitions, follow-ups, modifications, cancellations, and/or supply assistance 

requests will process such transactions using these procedures. 

C4.7.1. General

 C4.7.1.1. Verification. Sources of supply will validate the data elements and 

codes in these transactions and accomplish changes, continue processing action, or 

reject with the appropriate status code using DLMS 870S, Supply Status. Rejection of 

transactions will be done only after an attempt has been made to correct the 

questionable data element or code. If rejection action is a result of more than one data 

element or code, and no other reject status code applies, reject using Status Code CA.

 C4.7.1.2. Batch Processing. When sources of supply and storage activities 

utilize the sequential (or batch) method of processing and do not possess real time 

processing capability, such processing must be done as frequently as necessary in 

order to meet UMMIPS time standards, or specific RDD for subsistence requisitions as 

applicable. In every such cycle, cancellation requests (including automatic cancellation 

initiated by the source of supply) and Material Obligation Validation (MOV) reconciliation 

requests will be processed prior to backorder releases and new requisitions. Demands 

will be sequenced as follows:

 C4.7.1.2.1. Priority Designator. 

 C4.7.1.2.2. OSD/the Chairman of the Joint Chiefs of Staff project codes.

 C4.7.1.2.3. Special Requirements Code 999 and PD 01, 02, or 03.

 C4.7.1.2.4. Special Requirements Code N (NMCS), E (ANMCS), or 555 

and PD 01-08.

 C4.7.1.2.5. Requisition document number date.

 C4.7.1.2.6. RDP, if later than the computed SDD--conventional 

ammunition only.
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 C4.7.1.3. Backorders. Backordered requirements will be merged (in the 

above sequence) with all new transactions in any requisition processing cycle in which 

additional assets become available; for example, receipts of materiel and debit on hand

adjustments.

 C4.7.1.4. Receipt Processing. Processing points will record the date of 

receipt of each requisition received. The date of receipt enables sources of supply to 

compute the requisition submission time. The computation will be made by subtracting 

the date in the demand transaction from the date received. The submission time 

provides a basis for the ICPs to measure the first cycle segment of supply effectiveness.

 C4.7.1.5. Document Numbers. The document number, and a suffix, when 

applicable, will be used as a basis for determining duplicate transactions. The recipient 

will disregard all duplicate transactions.

C4.7.2. Effect of Priority Designator on Requisition Processing

 C4.7.2.1. Assigning PDs. Each requisition must contain a PD assigned by 

the requisitioning activity, which will not be changed by processing points except in the 

following conditions:

 C4.7.2.1.1. Special Requirements Code 999 is present, requisition is for 

U.S. Forces, and the PD is not 01, 02, or 03. The source of supply will enter PD 03 and 

send Status Code BK. 

 C4.7.2.1.2. An OSD/Joint Chiefs of Staff project code is present, but the 

PD is not 01-15. The source of supply will cite PD 03 and send Status Code BK. 

 C4.7.2.1.3. Special Requirements Code N or E is present, and the PD is 

not 01 – 15. The source of supply will enter PD 08 and send Status Code BK. 

 C4.7.2.1.4. Special mass cancellation coding 555 is present and the PD 

is not 01-15. The source of supply will enter PD 08 and send Status Code BK. 

 C4.7.2.1.5. Special Requirements Code 777 is present and the PD is 

not 01 – 15. The source of supply will enter PD 08 and send Status Code BK. 

 C4.7.2.1.6. RAD is present and the PD is not 01-15. The source of 

supply will enter PD 15.

 C4.7.2.1.7. Extended RDD is present and the PD is other than 09-15. 

The source of supply will enter PD 15 and send Status Code BK, and process.

 C4.7.2.1.8. Work stoppage indicator is present and the PD is not 01-08. 

The source of supply will enter PD 08 and send Status Code BK, and process.

 C4.7.2.1.9. Service Code is B, D, K, P, or T and Special Requirements 

Code is N, E, 555, or 777 and Type of Assistance is not U or V. The source of supply
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will blank the special requirements code and process using the priority. Type of 

assistance is identified as the sixth position of the SA identification data portion of the 

document number or separately in the LQ segment.

 C4.7.2.1.10. For all other conditions, if the PD is not 01 - 15, the source 

of supply will enter PD 15.

 C4.7.2.2. Time Standards. The assigned PD dictates the precedence of 

internal supply processing actions (such as, from the receipt of a transaction until 

release to transportation) and determines the SDD. Mandatory time standards for 

processing of transactions are covered in DoDM 4140.01, Appendix 8. For subsistence 

requisitions, the assigned RDD is the primary processing criteria, while the assigned PD 

dictates the precedence of internal supply processing action for requisitions reflecting 

identical RDDs. Time standards indicated in UMMIPS do not apply to subsistence 

requisitions.

 C4.7.2.3. IMM Control Levels. On occasion, available assets may be 

insufficient to satisfy all current demands and backorders for specific items. The IMM 

will reserve assets of such critical items through the use of item control levels and 

criteria that will restrict issue to specific categories of requirements only, (i.e., those 

within designated ranges of PDs, Joint Chiefs of Staff approved projects, or firm 

commitments for delivery of materiel to SA recipients). Control levels will be established 

for IMMs to reserve stocks for issue only for PD 01-03. These requirements will be 

satisfied by issue to zero stock balance of serviceable stocks. Control levels may be 

established at the discretion of the IMM to reserve a greater level of stocks that may not 

be issued for PD 09-15 requirements.

 C4.7.2.4. Source of Supply Control Levels. Control levels will also be 

established by the source of supply to restrict issues against requisitions for the initial fill 

of PWRMS consumable item requirements to ensure that:

 C4.7.2.4.1. Availability Below Approved Force Acquisition Objective

(AFAO). Assets available below the AFAO are not issued against requisitions for 

nonreimbursable PWRMS requirements regardless of the PD.

 C4.7.2.4.2. Availability Below Reorder Point. Assets available below the 

reorder point (ROP) are not issued against requisitions for nonreimbursable PWRMS 

requirements that contain a PD of 11-15 during initial processing of the requisition. 

Later processing of such requisitions is prescribed in paragraph C4.7.5., below. 

 C4.7.2.5. OSD/the Chairman of the Joint Chiefs of Staff Project Priority. 

These projects, when so designated, and PD 01-03 requisitions containing Special

Requirements Code 999, will be ranked above all other requisitions with the same PDs 

for processing purposes. Special Requirements Code 999 requisitions and related 

transactions will receive special attention to provide for expedited processing actions.

 C4.7.2.6. Releasing Demands. When system-wide inventory levels do not 

permit positive supply action on all requisitions within a given PD, supply procedures will
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provide for a release of demands containing the specifically designated OSD/Joint 

Chiefs of Staff project codes and Special Requirements Code 999 as the respective 

most urgent. PD 01-08 requisitions, including FMS requisitions, containing Special 

Requirements Code 555 in the RDD field and other requisitions/materiel obligations, will

be processed for release as prescribed in paragraph C4.7.1.2. 

C4.7.3. Source of Supply Processing of Requisitions with Advice Code 2D, 27, or 

29. Sources of supply will edit all requisitions containing Advice Codes 2D, 27, and 29 

to determine if an increase in the requisition quantity to the quantity unit pack is less or 

more than $5. If less than $5, the source of supply will disregard the advice code in the 

requisition. If $5 or more, the source of supply will honor the advice code and process 

the requisition for the exact quantity requested. When a quantity adjustment is made 

using the above criteria, the source of supply will use Status Code BJ to notify the 

customer of the quantity adjustment.

C4.7.4. Source of Supply Processing of Requisitions for Quantities that Exceed 

the Normal Demand. The source of supply may request verification of requisitions that 

show quantities that exceed normal demands or quantities that appear to be excessive 

or in error before taking positive supply action. When the source of supply determines 

that the requisitioned quantity needs to be verified, the source of supply will generate a 

DLMS 517M, Materiel Obligation Validation, to request verification of the quantity. The 

source of supply must indicate a response due date in the quantity verification inquiry, 

normally 30 calendar days for U.S. Forces and 75 calendar days for SA customers. 

The organization verifying the requisitioned quantity will send a response to the source 

of supply by the response due date indicated in the quantity verification inquiry; 

otherwise, the source of supply will automatically cancel the requisition with Status 

Code D3. The quantity in the response must be the actual quantity required. If the 

quantity is less than the original requisitioned quantity, the difference will be canceled

with Status Code BQ. If the quantity field contains zero, the entire requisition will be 

canceled with Status Code BQ. Quantity increases are not authorized.

C4.7.5. Source of Supply Processing of PWRMS Requisitions

 C4.7.5.1. General. Sources of supply, except GSA, will process funded and 

unfunded requisitions for the initial fill of PWRMS consumable item requirements using 

the criteria established below. GSA will process only funded requisitions for PWRMS 

requirements and does not differentiate between those requisitions and others.

 C4.7.5.2. Processing Criteria. Upon receipt of PWRMS requisitions for the 

initial fill of consumable item requirements (Demand Code O and Project Code 3AA), 

the source of supply will determine asset availability in excess of the AFAO and:

 C4.7.5.2.1. Sufficient Assets Available. If sufficient assets are available 

in excess of the AFAO to satisfy the total requisition quantity, the total requisition will be 

processed as free issue.
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 C4.7.5.2.2. Excess Assets. If the assets available in excess of the 

AFAO are not sufficient to satisfy the total requisition quantity, then the portion of the 

requisition quantity equal to the quantity of assets available in excess of the AFAO will

be processed as free issue and the balance of the requisition quantity will be processed 

as follows:

 C4.7.5.2.2.1. When the source of supply determines that assets 

are not available in excess of the AFAO, the basis of unit price code in the PO1 

segment of the PWRMS requisition for the initial fill of consumable item requirements 

(Demand Code O and Project Code 3AA) will be checked and:

 C4.7.5.2.2.2. If free issue, the unfilled quantity on the requisition 

must be rejected. The rejection will be accomplished under Status Code CB since all 

unfunded PWRMS requisitions must be processed as fill or kill.

 C4.7.5.2.2.3. If a basis of unit price code is not identified, the 

PWRMS requisitions will be processed as containing Advice Code 2L and the PD must 

be checked to determine further processing routines.

 C4.7.5.2.3. PD 01-03 PWRMS Requisitions. Except for subsistence, 

PWRMS requisitions with PD 01-03 will be processed for issue using UMMIPS source 

of supply processing standards. Subsistence requisitions must be processed to meet a 

specific RDD. 

 C4.7.5.2.4. PD 11-15 PWRMS Requisitions. Except for subsistence, 

PWRMS requisitions with PDs 11-15 will be issued from assets available above the 

ROP or equivalent. When assets above the ROP or equivalent are not available to 

satisfy the requisitioned quantity, the unfilled quantity will be placed on backorder and 

the appropriate supply status will be provided with an estimated shipping date (ESD) 

equal to one procurement lead time. Backordered PWRMS requisitions with PDs 11-15 

must be released from backorder at the end of the procurement lead time or when 

sufficient stocks are available above the ROP. (PWRMS requisitions with PDs 04-10, 

when received, will be processed in the same manner as PD 11-15 requisitions.)

C4.7.6. Source of Supply Processing of RDP Requisitions (Conventional 

Ammunition Only)

 C4.7.6.1. Earliest Delivery Date within Standard UMMIPS Timeframe. 

Requisitions with an RDP that has an earliest delivery date that is within the standard 

UMMIPS timeframes for the PD must be processed using the time period established 

for that PD.

 C4.7.6.2. Earliest Delivery Date Outside Standard UMMIPS Timeframe. 

Requisitions with an RDP that has an earliest delivery date that is longer than the 

standard UMMIPS timeframes for the PD will not be placed on backorder. If stock is not 

available, the requisition will be referred or rejected back to the customer. If stock is 

available, an MRO will be issued to the storage facility. The shipping activity will

establish necessary control mechanisms to provide timely shipment to the customer.
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 C4.7.6.3. Rejecting Late Requisitions. Requisitions that cannot be delivered 

within the RDP will be rejected with Status Code CB. 

 C4.7.6.4. SA Deliveries. RDP procedures do not apply to SA requisitions.

C4.7.7. Source of Supply Processing of Requisitions for Nonconsumable Items 

from a Nonregistered User. Process nonconsumable items from nonregistered users 

according to the following criteria:

 C4.7.7.1. PD 01-08. If the PD is 01-08, process the requisition for issue and 

provide Status Code DS to the requisitioner.

 C4.7.7.2. PD 09-15. If the PD is 09-15 and assets are available above the 

ROP, process the requisition for issue and provide Status Code DS to the requisitioner.

 C4.7.7.3. Assets Not Available. If the PD is 09-15 and assets are not 

available above the ROP, reject the requisition with Status Code CC or CN, as 

appropriate.

C4.7.8. Source of Supply Processing of Subsistence Requisitions. Do not 

backorder subsistence requisitions. Process subsistence requisitions to meet the 

specific RDD.

C4.7.9. Source of Supply Processing of Requisitions with Management Codes 3, 9 

and P. 

 C4.7.9.1. Requisitions with Management Code P. Management Code P is 

only applicable to requisitions/requisition alerts submitted to DLA. All other sources of 

supply in receipt of Management Code P will disregard and continue processing. DLA 

will verify that the requisitioning activity is a BRAC IMSP industrial/maintenance sites. If 

not, DLA will disregard the management code.14 Where authorized, Management Code 

P will be recognized as a request for materiel sourced from an alternative source due to 

previous receipt of like materiel with product quality deficiency reported via PQDR. DLA 

would apply unique logic applicable to the management code. If the item being 

requested is managed as a direct vendor delivery (DVD), then the DLA forwardpositioned buyer will process for procurement from a vendor other than cited on the 

PQDR if materiel is available to meet the (RDD). If the item is managed as a stocked 

item, the request will be processed as one-time emergent request and the DLA forwardpositioned buyer will process as a customer direct order. In instances where the RDD 

cannot be met or the forward buyer is unable to locate an alternate vendor, the forward 

buyer will work directly with the engineer to satisfy the requirement.

 C4.7.9.2. Requisitions with Management Codes 3 or 9. Management Codes 

3 and 9 are only applicable to requisitions submitted to DLA. All other sources of supply 

14 Expanded use for all DoD Components requisitioning from DLA is planned for future implementation 

(approximately 2014.)
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in receipt of Management Code 3 or 9 will disregard and continue processing. DLA will 

verify that the requisitioning activity is a BRAC Inventory Management and Stock 

Positioning (IMSP) industrial/maintenance site authorized to use these codes. If not, 

DLA will disregard the management code. Where authorized, Management Codes 3 

and 9 will be recognized as a request for materiel sourced from an alternative storage 

location or new procurement, if stock is not available, due to previous receipt of materiel 

that did not support shelf life or continuous length requirements. The prior requisition 

document number and the shipment suffix (if applicable due to a split shipment) will be 

used for cross reference to the original requirement and storage location. This process 

is only applicable to materiel originally sourced from a co-located depot without physical 

inspection of the materiel. The suitability for shelf life and length could not be 

determined until directed release by the Service owner at which time the storage activity 

would provide a denial citing Management Code 3 or 9, as applicable. The DLA would 

apply unique logic applicable to the management code. If the item is available in an 

alternative storage site, then a materiel release order would be sourced to that 

alternative storage site. When no stock is available in the network, a new procurement 

action will be initiated. The DLA ICP will also update an internal denial table to preclude 

other comparable requests from being sourced to the original storage activity until 

inventory balances have been reconciled.15

C4.7.10. Processing of Requisitions for Induction to Maintenance. 

 C4.7.10.1. Upon receipt of a DLMS 511R Requisition from maintenance for 

the purpose of inducting a reparable, the materiel owner will process the requisition on a 

'fill or kill' basis, and direct the issue to the co-located storage activity. If there are 

insufficient assets at the co-located storage activity, the requisition will be 'killed' for that 

portion of the requisition that cannot be issued. No billing will be initiated on requisitions 

from maintenance activities for DMISA assets, when the requisition was submitted 

consistent with C4.2.18.2. requirements.

 C4.7.10.2. The "Principal" system will interpret the DLMS 511R Requisition 

with Advice Code 2J (fill or kill) as “no substitution allowed” but will allow for a partial fill, 

(i.e., do not backorder unfilled quantity, or pass an MRO to other than the co-located 

storage activity). The source of supply (Principal) will furnish the requisitioning activity 

(maintenance) DLMS 870S Supply Status using CB status for any unfilled quantity. 

 C4.7.10.3. DLMS source of supply preparation of materiel release orders 

(MROs) to the co-located storage activity will be accomplished using the DLMS 940R. 

C4.7.11. Maintenance of Requisition History Records. Sources of supply will

retain requisition history records in a readily accessible format after the closing of 

requisition records by cancellation, rejection, or shipment to provide for responsive 

replies to requisition inquiries in accordance with DoDI 5015.02, DoD Records 

Management Program. 

15 Refer to ADC 359, implementation date December 2010.
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C4.7.12. Rejection of Requisitions. Sources of supply will provide supply status to 

requisitioning and status organizations identified in the requisition or follow on

transactions, as notices of requisition rejection with the reason for such action indicated 

by an appropriate status code.

C4.7.13. Release of Materiel Obligations. A materiel obligation is that quantity of 

an item requisitioned that is not immediately available for issue, but is recorded as a 

stock commitment for future issue. Sources of supply will establish procedures for the 

partial release of the materiel obligation when assets are insufficient to satisfy the entire 

demand consistent with the PD and delivery requirements of the requisition involved.

C4.7.14. Preparing MROs

 C4.7.14.1. Originator. MROs, DLMS 940R, Materiel Release, are prepared 

by the source of supply as a result of processing requisitions against inventory records 

and determining that materiel is available. MROs are used as a directive for release 

and shipment of materiel from stock. 

 C4.7.14.1.1 MROs directing shipment of requisitioned GFM will

perpetuate contract data to include the procurement instrument identifier (PIID) 

authorizing GFP. When GFM is authorized under a PIID call/order number (F in 9th

position), provide the value in the PIID field.16 Include the CLIN when available and 

directed by the authorizing Component. Contract data will be provided by the source of 

supply for pushed GFM not initiated by a requisition.

 C4.7.14.1.2. MROs directing shipment of reparables for induction for 

commercial maintenance will include the PIID authorizing GFP, and the call/order and 

CLIN when available.

 C4.7.14.1.3. MROs directing shipment of GFP in contractor custody will

include the PIID authorizing GFP, and the call/order and CLIN when available.

 C4.7.14.1.4. MROs directing return of discrepant/deficient materiel to 

vendors at vendor expense will include identification of the carrier and the carrier 

account number. When directing materiel release orders to DLA, the materiel 

owner ICP may include the distribution center number (DCN), provided by the 

storage activity via the SDR process.

16 Use the legacy PIIN pending transition to the PIID. When GFM is authorized under a PIIN, include the 

legacy four-position call/order number associated with the PIIN when available and directed by the 

authorizing Component. Refer to ADC 1161A. 
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 C4.7.14.1.5. MROs directing the return of PQDR exhibits may include

both the DCN provided by the storage activity and the PQDR report control number 

(RCN), if available.17 

 C4.7.14.1.6. MROs should perpetuate customer point of contact 

information provided in requisition or requisition-related transactions.

 C4.7.14.1.7. MROs for the purpose of ship-in-place (also known as 

ship-to-self) must include a Ship-To-DoDAAC matching the custodial activity performing 

the transfer. A PMR is mandatory for every ship-in-place request. Both the MRO and 

the PMR must have the same document number. The lack of PMR will result in MRO 

denial. Additional requirements for the ship-in-place process are available in Chapter 7.

C4.7.14.1.8. MROs directing the return of SDR exhibits will include the SDR 

distribution center number (DCN), if available.

 C4.7.14.2. Advice Code 2T. Requisitions or MROs that contain Advice Code 

2T and do not contain an RDD will be processed under the assigned PD without regard 

to the advice code.

 C4.7.14.3. Inter-Service Ownership Transfer of Ammunition/Ammunitionrelated Materiel. When used for inter-Service ownership transfers of non-Single 

Manager for Conventional Ammunition (SMCA) owned ammunition and ammunitionrelated materiel stored in a SMCA storage facility with no physical movement of materiel 

or billing, the MRO will contain Signal Code M indicating a free issue. The MRO will

also include the associated data required to accomplish the transfer including the old 

(from) ownership code associated with the service transferring ownership, the RIC of 

the Service receiving ownership, and the new/gaining (to) ownership code associated 

with the Service receiving ownership. Pending transition to DLMS discrete data 

enhancements, the ownership to/from and new owner RIC will be identified in the 

supplementary address/supplemental data field beginning with Service/Agency Code Y 

(see the Appendix 7.9, Supplementary Address/Supplemental Data, for proper 

sequencing of these data elements into a single, concatenated field). The storage 

activity will update the custodial/accountable records for the materiel and quantity 

identified to reflect the new ownership code and RIC of the Service receiving ownership. 

No shipment status will be provided. See procedures in DLM 4000.25, DLMS, Volume 

2, Chapter 7) for inter-Service ownership transfer initiated by the SMCA for SMCAowned materiel.

 C4.7.14.4. Product Quality Deficiency Report (PQDR) Exhibit Tracking. 

When directing release of a PQDR exhibit, the owner must include the PQDR Report 

Control Number (RCN) to facilitate exhibit tracking. When the shipment is processed for 

issue, the shipping activity will perpetuate the PQDR RCN from the MRO to the 

shipment status. 

17 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency 

Report (PQDR) Exhibits. 
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 C4.7.14.5. Expedited/Replacement Shipment Subsequent to Validated 

Supply Discrepancy Report. MROs directing release of materiel in response to 

customer requests for expedited or replacement shipment due to shortage, non-receipt, 

wrong item, or comparable discrepancy/deficiency will be processed using the original 

document number and the next available suffix code to ensure separate billing and 

unique TCN assignment. When requested by the customer via Supply Discrepancy 

Report, an Expedited Transportation Signal 777 may be assigned for the reshipment 

when the original special requirements code (legacy required delivery date (RDD) field 

is blank or all numeric (other than 444, 555, 777) or the RDD from the original 

requisition is less than 8 days from the current date. Inclusion of the Expedited 

Transportation Signal 777 will normally cause the shipment to move by premium (air) 

transportation. Shipments identifying Expedited Transportation Signal 777 are subject 

to air clearance processing whereby the air clearance authority may consult with the

requisitioner to determine if the additional expense associated with air transportation is 

justified and potentially direct shipment movement by a surface mode.18

C4.7.15. Reserved

C4.7.16. Materiel Release Confirmation (MRC) 

 C4.7.16.1. Purpose. The MRC serves as advice from a storage site to the 

source of supply that initiated the MRO of supply action taken. The MRC will be 

provided using DLMS 945A. The MRC will include enhanced data content under DLMS 

to include:

 C4.7.16.1.1. Both the TCN, when applicable, and a secondary 

transportation number, such as the small package carrier number, when this is 

applicable.

 C4.7.16.1.2. Identification of the carrier when other than United States 

Postal Service (USPS) by Standard Carrier Alpha Code (SCAC).

 C4.7.16.1.3. For OCONUS shipments made via Defense Transportation 

System (DTS), GBL/CBL, parcel post, and small package carrier shipments, specific 

identification of the Port of Embarkation (POE) or Consolidation and Containerization 

Point (CCP), the air terminal, water terminal, or CCP by applicable qualifier code. 

(During MILSTRIP/DLMS transition, DAAS may substitute a generic terminal qualifier 

for MRC transactions converted from MILSTRIP legacy format transactions where the 

type of facility is unknown.)

 C4.7.16.1.4. Capital Equipment. In support of Financial Improvement 

and Audit Readiness (FIAR), accountability and management of capital equipment 

requires serialization data visibility. Serial number tracking does not automatically apply 

to capital equipment. The materiel owner will evaluate capital equipment items and 

assign the appropriate UIT designator code only when the item requires serial number 

18 Refer to ADC 1091, SDRs Requesting Expedited or Replacement Shipment.
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tracking at the DoD level. Submitters must prepare materiel release confirmation citing 

the applicable serial number(s) and include the UII when available.19

 C4.7.16.2. Source of Supply Follow-Up. Sources of supply will follow up on 

storage activities at least once every 30 calendar days for unconfirmed MROs that are 

seven calendar days old for PDs 01-08 and 15 calendar days old for PDs 09-15.

 C4.7.16.3. Materiel Release Confirmation Changes/Updates. In the event a 

shipment from the storage/shipping activity does not get lifted as originally intended 

(e.g., shipment is left off the truck), the storage/shipping activities that originate the 

DLMS 945A Materiel Release Confirmation will send an updated transaction with all of 

the changed transportation information to the ICP. This ensures required visibility of the 

shipment information and enables the ICP to prepare an updated DLMS 856S Shipment 

Status when needed. Examples of changed transportation information would include 

transportation method code, standard carrier alpha code (SCAC), ship date, bill of 

lading information, and tracking information.

 C4.7.16.3.1. Preparation of the Materiel Release Confirmation 

Change/Update

 C4.7.16.3.1.1. The materiel release confirmation change/update 

message will be identified by a unique code (W0602 = “RR”) in the transaction to flag it 

as an updated MRC.

 C4.7.16.3.1.2. It will convey a new Shipping Date Change Reason 

Code (W0610 = “13” Shipping Location Handling) to advise the ICP that the updated 

MRC corrects erroneous content data (e.g., transportation data, pRFID data). 

 C4.7.16.3.1.3. It will repeat the information from the original MRC, 

in addition to any changes to the original information.

 C4.7.16.3.1.4. It will convey changed transportation information 

(e.g., transportation method code, standard carrier alpha code [SCAC], ship date, bill of 

lading information, and tracking information.)

 C4.7.16.3.1.5. When the ICP sends a shipment status in response 

to a customer follow-up, based on an updated MRC, the DLMS 856S will be transmitted 

as an original transaction, thereby enabling legacy-based supply systems to receive the 

converted DIC AS_ from Transaction Services. Do not use the BSN01 = “RR” and 

BSN07 = “A40” codes in this case, since the presence of these codes will indicate to 

Transaction Services not to convert these DLMS transactions to MILSTRIP legacy 

format. 

19 Refer to ADC 1198
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C4-38 CHAPTER 4

 C4.7.16.3.1.6. The ICP will adjust its Materiel Release 

Acknowledgment (MRA) follow-up timeframes based on the updated MRC in 

accordance with standard MILSTRAP business rules.

 C4.7.16.3.2. Transaction Services Distribution of MRC Change/Update. 

Transaction Services will route the MRC change/update to the ICP per standard 

business rules for distribution of MRC messages. Transaction Services will not 

distribute the MRC change/update to DLSS-based recipients. 

 C4.7.16.3.3. Use of the MRC Change/Update by the ICP. The value of 

this transaction to the ICP is to provide corrected transportation data, enabling it to 

prepare an updated shipment status message. DLMS compliant systems should handle 

the updated transactions as the official MRC in their application, since they carry the 

corrected data.

C4.7.17. Storage Activity Denial or Rejection of Materiel Releases

 C4.7.17.1. Preparation. Materiel Release Denials (MRD), DLMS 945As, are 

prepared by storage sites and sent to the source of supply that initiated the MRO as 

notification of negative action on the MRO and will show the quantity denied and the 

appropriate management code. 

 C4.7.17.2. Delivery Status. If the storage activity cannot meet the delivery 

timeframe specified by the RDP, the storage activity will use the materiel release advice 

to provide Status Code CB to the source of supply. The source of supply will provide 

this status advice to the eligible status recipients (applies to conventional ammunition 

requisitions only).

 C4.7.17.3 Storage Activity Denials of Materiel Releases for Induction to 

Maintenance. 

 C4.7.17.3.1. MRDs prepared under paragraph C4.7.10. will be used to 

provide a negative response to source of supply (Principal) initiated MROs directing 

release of a repairable asset for maintenance action.

 C4.7.17.3.2. If the storage activity cannot provide the reparable asset 

for maintenance action in response to directed release, the source of supply (Principal) 

will provide supply status using CB status to advise the requisitioning activity 

(maintenance) that the asset is not available for induction.

 C4.7.17.4. Storage Activity Denials for SDR and PQDR Exhibits.

20 

 C4.7.17.4.1. Storage activities will prepare the DLMS 945A Materiel 

Release Denial and send it to the source of supply for SDR and PQDR exhibits when 

20 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency 

Report (PQDR) Exhibits
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C4-39 CHAPTER 4

the MRO containing the SDR DCN or PQDR RCN does NOT match any of the DCNs 

or RCNs on the storage activity accountable record. 

 C4.7.17.4.2. When the DLMS 940R MRO contains the SDR DCN or

PQDR RCN and the DCN or RCN DOES match a DCN or RCN on the storage activity 

accountable record, but the DCN or RCN in the bin location is not the expected DCN 

or RCN for the MRO, the storage activity will prepare a DLMS 945A MRD.

C4.7.18. Component-Owned Stocks Centrally Managed and Stored by DLA under 

Memorandum of Agreement

 C4.7.18.1. The following procedures have a limited and restricted 

applicability controlled by a Memorandum of Agreement (MOA) between DLA and the 

requesting DoD Component. Upon request by a DoD Component and agreement by 

DLA, DLA will centrally manage Component-owned stocks within the DLA distribution 

system. All instructions to storage activities relative to the Component-owned stocks 

accepted under the MOA must originate from the owning ICP as the sole source 

authorized to direct delivery, issue, or other disposition of stock. Component-owned 

stocks accepted under the MOA for central management by DLA will be commingled 

with like DLA-owned stocks. 

 C4.7.18.2. To establish assets controlled by the DLA ICP under the MOA, 

the DoD Component may initiate an “in-place” sale. To accomplish this, the DoD 

Component requisitions materiel to be centrally managed by DLA, establishing the 

Component-owned assets on the DLA records. Ownership changes from DLA to the 

DoD Component, but DLA maintains item management control and continues to store 

the item in a DLA Distribution Depot. The DLMS 511R, Requisition, must contain the 

preferred depot DoDAAC for stock to be commingled and Advice Code 8D. The DLA 

ICP internally produces and posts the DLMS 940R, Materiel Release, (which is not 

actually sent to and from depot) and uses a DLMS 867I, Issue (DoD Activities), to drop 

and a DLMS 527R, Materiel Receipt – Other Than Procurement Instrument Source 

(DoD Activity) to post assets to the DLA ICP inventory record under Componentownership. An image of the DLMS 527R, Materiel Receipt – Other Than Procurement 

Instrument Source (DoD Activity) will also be sent to the Component ICP for recording 

the financial receipt. Normal procedures will be followed for billing the reimbursable inplace sale.

 C4.7.18.3. To direct shipment of these assets, the DoD Component must

send a DLMS 511R, Requisition, to the DLA ICP to perform item management. To 

relate the requisition to Component-owned assets, the following entries are mandatory 

in the source document: Advice Code 2J; DLA Distribution Depot to indicate the 

storage location from which shipment of Component-owned materiel is to be made; 

ownership code; and condition code of the materiel.

 C4.7.18.4. Requisitions created by organizational elements other than the 

Component ICP and sent to the Component ICP for approval will be forwarded to the 
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C4-40 CHAPTER 4

DLA ICP using DLMS 511R, Referral Order. Mandatory entries prescribed in paragraph 

C4.7.18.3 for requisitions also apply to referral orders.

 C4.7.18.5. DLA will process a requisition or referral order and create a DLMS

940R, Materiel Release. Additionally, DLA will produce and forward a DLMS 867I, 

Issue (DoD Activities), to the Component ICP for the issue quantity dropped from the 

DLA inventory records. Quantities not available will be rejected to the Component ICP 

using Status Code CB.

 C4.7.18.6. In the event a warehouse denial occurs, the distribution depot will

report the denial in the normal manner. DLA will send a DLMS 867I, Issue (DoD 

Activities), reversal and a DLMS 947I, Inventory Adjustment – Decrease (Physical 

Inventory), to the applicable Component ICP. Requisition documents will not be 

reinstated for continued supply action.

 C4.7.18.7. Under the MOA, the DoD Component assets may be issued 

directly to DLA assembly points. The DLMS 511R, Requisition, must include Advice 

Code 8L; the depot to ship from, the DLA assembly point DoDAAC, Signal Code M, 

ownership code, and condition code. DLA will process a requisition in this format and 

create the MRO. Additionally, DLA will produce a DLMS 867I, Issue 

(Assembly/Disassembly/Conversion/Modification), and post to the DLA ICP records. An 

image of the DLMS 867I will be sent to the Component ICP.

 C4.7.18.8. To accomplish a redistribution action of Component-owned assets 

between DLA depots under the MOA the following procedures apply. These actions will

be limited to a dual ownership change between the DLA ICP and the Component ICP. 

That is, no materiel is actually moved; only DLA ICP inventory record changes are 

made. To accomplish the redistribution action, the DoD Component will provide a 

DLMS 511R, Requisition, (DLMS 940R, Redistribution Order, is not allowed). The 

following entries are required: DoDAAC of new depot to show Component-owner 

assets; Signal Code M; Advice Code 8G (indicates dual ownership change); depot 

previously showing Component-owned assets; ownership code; and condition code. A 

DLMS 867I, Issue (DoD Activities), and DLMS 527R, Materiel Receipt – Other Than 

Procurement Instrument Source (DoD Activities), will be recorded for DLA-owned 

materiel on the DLA ICP inventory record. A DLMS 867I, Issue (Returned Purchases), 

and DLMS 527R, Materiel Receipt – Other Than Procurement Instrument Source (DoD 

Activity), for the Component–owned inventory will be recorded and an image of the 

DLMS 867I and DLMS 527R will be sent to the Component ICP.

 C4.7.18.9. To terminate the asset posture under the MOA, the Component 

ICP may direct shipment of the materiel using the directed shipment format above, or 

one of the following methods.

 C4.7.18.9.1. Change the ownership while maintaining the inventory at 

the same depot. To accomplish this, the DoD Component will submit a DLMS 511R. 

The following entries are required: Advice Code 8H, the depot, ownership code, and 

condition code. The DLA ICP generates a DLMS 947I Issue (Other), internally and
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C4-41 CHAPTER 4

sends the Component ICP an image of the DLMS 947I and a DLMS 527R, Materiel 

Receipt – Other Than Procurement Instrument Source (Other). 

 C4.7.18.9.2. Direct the materiel to a DLA Disposition Services Field 

Office. To accomplish this, the DoD Component will send a DLMS 511R. The following 

entries are required: Advice Code 8J; depot; and the DLA Disposition Services Field 

Office. 

C4.7.19. Retransmitting Requisitions to Another Source of Supply 

 C4.7.19.1. Continued Supply Action. The source of supply may retransmit 

requisitions to another source for continued supply action. The source of supply must 

always identify the date of receipt of the original requisition in the PO1 Loop, G62 

segment, in the retransmitted requisition. The source of supply must always include 

Special Requirements Code 888 in retransmitted requisitions submitted to the SMCA 

that are backorder releases from the DoD Component ICPs.

 C4.7.19.2. Nonconsumable Items. When a SICA receives a requisition for a 

nonconsumable item from a SICA activity, the SICA may initiate supply action if stocks 

are normally held for this purpose, or the SICA may forward the requirement to the 

PICA. If forwarded to the PICA, the SICA must record the requisition as received from 

the SICA requisitioning activity and recode the requirement, as necessary, with status 

addressees, treasury symbol number/fund purpose code, and/or project code that will 

ensure PICA output of status, billing, MOV requests, and consignment instructions 

consistent with the SICA Service's NIP implementing instructions. If the PICA is only to 

provide status to the SICA, the SICA will not provide Status Code BM to the 

requisitioning activity. The SICA will provide the SICA requisitioning activity with status 

received from the PICA based on the data elements and coding contained in the original 

requisition.

 C4.7.19.3. Inter-Service Ownership Transfer of Ammunition/Ammunitionrelated Materiel. When used for Service-initiated inter-Service ownership transfers of 

Single Manager for Conventional Ammunition (SMCA) ammunition and ammunition 

related materiel with no physical movement of materiel or billing, the initiating referral 

order will cite Project Code CYK and Signal Code M indicating a free issue, in 

conjunction with the additional data required to accomplish the transfer. This includes 

the old (from) ownership code associated with the service transferring ownership, the 

RIC of the Service receiving ownership, and the new/gaining (to) ownership code 

associated with the Service receiving ownership. Pending transition to DLMS discrete 

data enhancements, the ownership to/from and new owner RIC will be identified in the 

supplementary address/supplemental data field beginning with Service/Agency Code Y 

(see Appendix 7.9, Supplementary Address/Supplemental Data, for proper sequencing 

of these data elements into a single, concatenated field). The referral order will include 

an M&S code or distribution code ensuring follow-on status is directed appropriately 

(e.g., M&S Code B); do not designate status to the supplementary address. No 

shipment status will be provided.
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C4-42 CHAPTER 4

C4.7.20. Processing Follow-Ups

 C4.7.20.1. Time Standards. Process the DLMS 869A or DLMS 869F to 

determine the current status of requisitions. Time standards for dispatching status in 

reply to follow ups established for the distribution system are as follows:

 C4.7.20.1.1. PD 01-08. For PD 01-08, dispatch status within two 

calendar days from the date of receipt of the follow-up.

 C4.7.20.1.2. PD 09-15. For PD 09-15, dispatch status within five 

calendar days from the date of receipt of the follow-up.

 C4.7.20.2. Providing Shipment Confirmation. A storage activity, in response 

to a follow-up initiated by a source of supply, will use the DLMS 945A to provide 

shipment confirmation, denial, or supply status information, as appropriate.

 C4.7.20.3. Storage Activity Processing. Storage activities will provide Status 

Code BE if there is a record of the MRO but no record of having taken action in 

response to the MRO. Sources of supply in receipt of this status validate the original 

requirement with the requisitioner or, for GFM requisitions, with the MCA. The MCA is 

responsible for taking the necessary action to validate GFM requirements with the 

requisitioner and the source of supply. If the requested materiel has not been received, 

and the requisitioner or the MCA's response indicates a continued valid requirement, 

the processing point will generate an MRO modifier transaction that contains the same 

data as the original MRO. Storage activities in receipt of MRO modifiers will process 

them using paragraph C4.7.23. 

 C4.7.20.4. Generation of Pseudo Shipment Status. Sources of supply in 

receipt of Status Code BE, or after 60 calendar days have passed from the MRO 

generation date without confirmation or receipt of an MRA, will generate a shipment 

status DLMS 856S with Transaction Type Code NC, to DAAS. Shipment status for SA 

requisitions will be forwarded to the applicable ILCO. This shipment status will not cite 

a TCN or the mode of shipment and the generation date will be used as the date 

released to the carrier. DoD Components will establish a management evaluation 

program that monitors storage activities providing Status Code BE. Goals should be 

established and the performance attained be a rating element of the activity 

commander.

 C4.7.20.5. Storage Activity Response with no Record Receipt. Storage 

activities responding to a follow-up initiated by a source of supply on an MRO for which 

no record is held at the storage activity will provide Status Code BF. 

 C4.7.20.6. Source of Supply Follow-Up Response. Sources of supply in 

receipt of storage activity responses to follow-ups will furnish appropriate status to 

eligible recipients using section C4.7 procedures. 
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C4-43 CHAPTER 4

 C4.7.20.7. Request for Supply Assistance

 C4.7.20.7.1. Requests for supply assistance require management 

decisions relative to supply requirements that are not normally programmed in a manner 

to permit mechanical processing. Therefore, these transactions should be manually 

reviewed to permit a determination as to whether the ESDs can be improved. Receipt 

of requests for supply assistance serves as notification of the need for the concerned 

materiel to be received by consignees on dates earlier than those that would result from 

the shipments accomplished using the source of supply ESDs. The actual date of the 

requirement need is the prerogative of the requisitioning activity. Any advancement of 

the ESDs, including a single day, will be considered by sources of supply as an 

improvement. Management decisions, designed to improve ESDs, should include one 

or more of the following, and/or any other additional actions that will improve the ESDs:

 C4.7.20.7.1.1. Cannibalization of existing equipment.

 C4.7.20.7.1.2. Acceleration of repair programs.

 C4.7.20.7.1.3. Offers of I & S items.

 C4.7.20.7.1.4. Diversion of materiel shipments.

 C4.7.20.7.1.5. Supply from reserve assets.

 C4.7.20.7.1.6. Supply from known station or depot excess stocks.

 C4.7.20.7.1.7. Supply resulting from screening of materiel held 

pending classification.

 C4.7.20.7.2. ESD Improvement Considerations. During the course of 

actions taken to improve ESDs, follow-up inquiries will not be construed by sources of 

supply as authority to override any requirements of equal and/or higher priority. 

Consideration will not be given to diversion of any assets required to satisfy 

requirements of equal and/or higher priority.

 C4.7.20.7.3. Improving ESD. When determination is made that 

requested improvement in ESDs can be accomplished, the revised ESDs will be 

transmitted to status recipients. When actions taken by management do not result in 

improved ESDs, status recipients will be provided with the latest status applicable to the 

requisitions concerned.

 C4.7.20.7.4. Source of Supply Status. Sources of supply, in receipt of 

follow-ups on requisitions for which MROs were created directing lateral redistribution of 

retail stock, will provide applicable status as follows:

 C4.7.20.7.4.1. If the current status is BA and the ESD or the 

UMMIPS timeframes, whichever applies, has not passed, provide Status Code BA with 

the appropriate ESD to the requisitioner.
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C4-44 CHAPTER 4

 C4.7.20.7.4.2. If the current status is BA and the ESD or the 

UMMIPS timeframes has passed, provide Status Code B5 to the requisitioner and send

a DLMS 940R, Materiel Release, with Transaction Type Code NB to the reporting 

activity. Sources of supply in receipt of responses to follow-ups will send appropriate 

status to eligible recipients using section C4.7. procedures. 

 C4.7.20.7.4.3. If the current status is positive shipping status, 

provide a DLMS 856S with Transaction Type Code AS.

 C4.7.20.7.5. Retransmitting Inquiries. Processing points retransmitting 

requisition inquiries to another source of supply for continued action will cite their 

DoDAAC as the FROM-address. Processing points receiving such retransmitted 

transactions will not automatically retransmit such transactions back to the processing 

point from which the transaction was received without obtaining the prior agreement of 

that activity.

C4.7.21. Force-Closed MRCs. After generating pseudo shipment status 

transactions for unconfirmed MROs under subparagraph C4.7.20.4., sources of supply 

will hold the MRO record open pending an MRA response (under Chapter 10). If an 

MRA response is received, use it to close the record. For shipments to SA recipients, 

the source of supply may elect to use the MRA data or generate a DLMS 940R, 

indicating the mode of shipment and date shipped from the MRA, to interface with 

billing. If an MRA response is not received within the initial and follow-up timeframes, 

the source of supply may force-close the MRO. For shipment to SA recipients, sources 

of supply will ensure that proper inventory accounting and billing procedures are 

applied. In response to an MRA indicating non-receipt, the source of supply may forceclose the open MRO and bill for the materiel, or reprocess (ship) the materiel based 

upon established dollar thresholds.

C4.7.22. Processing Redistribution Orders (RDO)

 C4.7.22.1. RDOs are originated by an ICP/IMM to direct release of materiel 

from a supply distribution activity to another within the same distribution system.

 C4.7.22.2. For intra-Service use, an RDO may be used to direct release and 

shipment of materiel from a post, camp, station, or base to another similar activity within 

the Service’s distribution system to satisfy a specific Service demand.

 C4.7.22.3. For intra-DLA use, an RDO may be used to redistribute DLA stock 

from a DLA Distribution Center to the contractor location in support of the DLA’s 

Industrial Product-Support Vendor (IPV) program.

 C4.7.22.4. Prepare RDOs using the DLMS Implementation Convention

940R.
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C4-45 CHAPTER 4

C4.7.23. Processing Requisition and MRO Modifiers

 C4.7.23.1. Source of Supply Processing. Sources of supply will process a 

DLMS 511M, Requisition Modifier transaction to provide for modification of requisitions 

on backorder or for which MROs have not been processed to storage or retail activities. 

The corresponding original requisitions in process, and materiel obligations, will be 

recycled under DoD Component policy and normal processing actions will be continued 

to accommodate the modified PD, special requirements code, or RDD/RDP.

 C4.7.23.1.1. Modification. Modification of MROs is at the discretion of 

the DoD Components. However, modifications will not be processed against 

requisitions for which MROs of retail assets have been generated.

 C4.7.23.1.2. Direct Delivery Modification. Modification of requisitions 

that have been submitted to procurement sources for direct delivery is not required, 

except for requisition modifier transactions that contain:

 C4.7.23.1.2.1. A revised country FMS offer/release option code 

and/or FF code.

 C4.7.23.1.2.2. Special Requirements Code 555.

 C4.7.23.1.2.3. Changes to the SHIP-TO address.

 C4.7.23.1.3. Split Actions. The application of modifiers on requisitions 

for which split actions have been taken by the source of supply is at the option of the 

DoD Components. 

 C4.7.23.1.4. Source of Supply Status. Sources of supply will provide 

status (DLMS 870S) after processing requisition modifier transactions as follows:

 C4.7.23.1.4.1. Invalid Transaction Entries. When the modifier 

transaction contains invalid entries for data elements listed in paragraph C4.5.1. or the 

DoDAAC authority code edits in paragraph C4.10.11., the modifier request will be 

rejected using Status Code D7. 

 C4.7.23.1.4.2. Requisition Modifier Transaction Not Honored. 

When the requisition modifier transaction is not honored because the requested 

modifications cannot be made, sources of supply will provide Status Code B2 to the 

activities designated on the unmodified requisition.

 C4.7.23.1.4.3. Modifications Successfully Processed. When the 

requested modifications have been successfully processed, Status Code BK will be 

provided.

 C4.7.23.1.5. In addition, when modifier transactions are processed, 

sources of supply will provide the latest supply or shipment status to all parties identified 

in the original or modified requisition transaction.
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C4-46 CHAPTER 4

 C4.7.23.1.6. Sources of supply will process requested modifications 

only when all data fields can be modified, as requested. If this cannot be done, reject 

the modifier using DLMS 870S with Status Code B2. 

 C4.7.23.2. Submitting Modifier Transactions to Storage Activities. When the 

DoD Components modify MROs, submit a modifier transaction (DLMS 940R) to the 

applicable storage activity. Prepare the DLMS 940R modifier transaction as a result of 

processing the requisition modification.

 C4.7.23.2.1. Storage activities, upon receipt of MRO modifier 

transactions, will modify the original MRO whenever the modifier is received prior to the 

actual printing of the DD Form 1348-1A, ”Issue Release/Receipt Document.” This will

be accomplished by matching the document numbers of modifier transactions with 

document numbers of MROs having been previously received, including a match of 

suffix codes.

 C4.7.23.2.2. These modified transactions will be processed in the 

normal manner prescribed for MROs.

 C4.7.23.2.3. When storage activities receive MRO modifier transactions 

for which they have no record of the original MRO, they will process the modifier 

transactions as new MROs.

 C4.7.23.2.4. Storage activities will provide DLMS 945A with Status 

Code B2 or BK to advise sources of supply when requested modifications are or are not 

accomplished.

 C4.7.23.3. Referring Activity Processing. When requisition modifications are 

referred to another source of supply, the referring activity will identify the activity to 

which the requisition was referred as well as their own activity in the transaction and 

retransmit. Processing points receiving such passed transactions will not automatically 

pass such transactions back to the processing point from which the transaction was 

received without obtaining the prior agreement of that activity.

C4.7.24. Processing Single Line-Item Cancellation Requests. Sources of supply, 

procurement, storage, and reporting activities will process single line-item cancellations, 

as prescribed herein.

 C4.7.24.1. Preventing Shipment of Unwanted Materiel. Sources of supply, 

procurement, and storage, and reporting activities are responsible for exercising the 

fullest practical resourcefulness in preventing the issue and shipment of unwanted 

materiel. The practical considerations involved in processing cancellation requests 

include such factors as time, related packing and handling costs, the dollar value, and 

location of materiel for which cancellation is requested.
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C4-47 CHAPTER 4

 C4.7.24.2. General Rules. General rules for the disposition and diversion of 

materiel that has been shipped are as follows:

 C4.7.24.2.1. Sources of supply are responsible for providing diversion 

and/or disposition instructions for all items under their control destined for OCONUS 

that have progressed to the point where procurement actions cannot be terminated or 

shipment into the DTS has occurred. When OCONUS shipments have been lifted from 

CONUS terminals, the responsibility for diversion or disposition is that of the consignee, 

the appropriate theater commander, or the DoD Component. 

 C4.7.24.2.2. Sources of supply may request diversion or disposition 

instructions from the DoD Component contact points designated on the DEDSO 

Website for both nonstocked and non-NSN items. However, sources of supply may, 

based on their stock position, divert materiel to depot stock.

 C4.7.24.2.3. The DoD Components may predetermine and designate 

alternate consignees so that the DoDAAC of these activities may be inserted in later 

supply and/or transportation transactions. These predetermined destinations will be 

based on considerations as stated above, and may vary by NSN, FSC, or Federal 

Supply Group (FSG).

 C4.7.24.2.4. When OCONUS shipments cannot be diverted or held for 

disposition, storage, and procurement, activities will advise sources of supply when 

elements of the DTS were unable to accomplish the desired shipment diversion or hold. 

The source of supply will provide a DLMS 856S to all eligible recipients of status. 

These transactions will contain a date, as provided by the clearance authorities, on 

which the shipment was lifted from the terminal for delivery OCONUS.

 C4.7.24.2.5. When diversion of OCONUS shipments is accomplished by 

the DTS, sources of supply will furnish a DLMS 870S with Status Code B6 to all 

authorized status organizations. The advice of actions taken by the DTS will be 

provided under DTR 4500.9-R. 

 C4.7.24.2.6. Sources of supply will automatically initiate cancellation 

action for unfilled quantities of materiel obligations or open requisitions upon deletion 

from the DoDAAD of a DoDAAC identified as requisitioner, ship-to, or bill-to activity. 

Applicable supply and shipment status will be furnished to authorized recipients and, in 

the event DAAS does not have a recorded DoDAAC, the status will be disposed of.

 C4.7.24.2.7. Costs incurred in cancellations/diversion will be billed as 

provided in subparagraph C4.7.28.6. 

 C4.7.24.2.8. No attempt will be made to stop or divert shipments to 

CONUS (domestic) consignees once released for shipment, regardless of the mode of 

shipment.
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C4-48 CHAPTER 4

C4.7.25. Reserved

C4.7.26. Reserved

C4.7.27. Source of Supply Processing of Single Line-Item Cancellation Requests. 

Process cancellation requests DLMS 869C, as follows:

 C4.7.27.1. First, against backorders in the following order of assigned Status

Codes: BB, BC, BD, BP21 BZ, and BV. 

 C4.7.27.2. Second, against unconfirmed shipments (Status Code BA).

 C4.7.27.3. Third, confirmed OCONUS shipments DLMS 945A, when shipped 

(to surface/aerial POEs and SEAVAN assembly points) prior to ICP receipt of 

cancellation requests in less than 45 calendar days for surface mode and 10 calendar 

days for air mode.

 C4.7.27.4. Fourth, against all other status.

C4.7.28. Processing Point Procedures. Processing points receiving passed 

follow-up transactions will not automatically pass such transactions back to the 

processing point from which the transaction was received without obtaining prior 

agreement of that activity.

 C4.7.28.1. Initiating. Initiate/accomplish cancellation actions against the 

quantity in the cancellation request received.

 C4.7.28.2. Editing. Edit cancellations processed to preclude duplicate 

cancellations. As a minimum, this edit will compare quantity, document number, suffix, 

and preparation date. Discard duplicates. Process all other cancellations as received.

 C4.7.28.3. Processing. Process cancellation requests, regardless of dollar 

value or quantity, to immediately cancel quantities for which MROs and purchase 

requests have not been submitted to the storage, reporting, or procurement activities.

 C4.7.28.4. Quantity Limits. If the quantity in the cancellation request is equal 

to, or less than, the backorder quantity at the source of supply (Status Code BB, BC, or 

BD), effect cancellation immediately and send a DLMS 870S with Status Code BQ to all 

authorized status organizations. Since cancellation action cannot be effected 

immediately on requisitions in Status Code BV, send a DLMS 870S with Status Code 

B9 to all authorized status organizations. 

 C4.7.28.5. Diversions. When cancellation requests are against released 

shipments or direct vendor delivery with Status Code BV, the source of supply will

consider diversion of the materiel to depot stock or to fill other demands/backorders, or 

21 Staggered implementation authorized. Refer to ADC 93A.
DLM 4000.25, Volume 2, January 22, 2024

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C4-49 CHAPTER 4

contract termination, as appropriate. The foregoing also applies to nonstocked and 

non-NSN materiel at S/A option, when there is a foreseeable demand for the item.

 C4.7.28.6. Status. In the event the above actions are taken, use a DLMS

870S with Status Code B4 to indicate that the organization identified in the canceled 

requisition may be billed as follows:

 C4.7.28.6.1. Transportation costs for returning the materiel to storage 

and/or procurement termination costs when it is determined that termination is in the 

best interest of the Government.

 C4.7.28.6.2. Specific instructions concerning materiel, transportation 

charges, and credit allowances are contained in the MILSBILLS procedures 

documented in DLM 4000.25, Volume 4, Finance.

 C4.7.28.6.3. In addition to the above costs, when applicable, the source 

of supply will bill rebuilding costs and other expenses incurred in canceling SA 

requisitions under DoD 5l05.38-M.

 C4.7.28.6.4. Charge for transportation (such as terminal costs 

associated with stopping, holding, and returning materiel to depots or storage) and 

procurement termination costs incidental to actual diversion/cancellation of FMS 

requisitions under DoD 5105.38-M. 

 C4.7.28.7. Reversals. Demand data previously recorded will be reversed by 

the quantity of the cancellation request. The demand data must always be adjusted 

regardless of the outcome of processing the cancellation request. 

 C4.7.28.8. Notification. Provide notice of the success or failure of 

cancellation or diversion actions to all authorized status organizations under section 

C5.2. Use the supply or shipment status to provide this notice as follows:

 C4.7.28.8.1. DLMS 870S with Status Code B4, B6, BQ, BR, or BS to 

indicate cancellations/diversions accomplished.

 C4.7.28.8.2. DLMS 870S with Status Code B9 to indicate 

cancellation/diversion action being attempted.

 C4.7.28.8.3. DLMS 856S with shipment status to indicate 

cancellation/diversion not accomplished.

 C4.7.28.8.4. DLMS 870S with Status Code B8 to indicate cancellation 

not accomplished as a follow-up to the previously sent Status Code B9. 

 C4.7.28.8.5. DLMS 870S with Status Code BF to indicate no record of 

the transaction reference number for the cancellation request submitted.
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C4-50 CHAPTER 4

 C4.7.28.8.6. DLMS 870S with an appropriate B_, C_, or D_ series 

status code for those transactions showing a record of a previous cancellation or 

rejection.

C4.7.29. Source of Supply Submission of Single Line-Item Cancellation/Diversion 

Requests to Procurement

 C4.7.29.1. Using DLMS 869C. Use a DLMS 869C to prepare cancellation 

requests. Cite the appropriate contract data when sending cancellation requests to 

procurement. Identification of the contract data or procurement/purchase request 

number (PRN) will be dependent upon whether a number is assigned to a contract and 

is known to the source of supply at the time of receipt of the cancellation request. When 

the PRN is used, indicate the DoDAAC of the consignee to which to divert the shipment. 

When the source of supply does not desire diversion, do not indicate a diversion 

address.

 C4.7.29.2. Required Information. All requests for cancellation/diversion 

submitted to the procurement activity will contain the following minimum information:

 C4.7.29.2.1. Notification that the transaction is a request for cancellation 

or diversion.

 C4.7.29.2.2. Identification of the source of supply submitting the 

request.

 C4.7.29.2.3. The stock or part number or description of the item 

involved.

 C4.7.29.2.4. The quantity of the item to be canceled/diverted.

 C4.7.29.2.5. The original requisition document number and the suffix 

code, if applicable.

 C4.7.29.2.6. Identification of the ship-to and mark-for addresses, as 

contained in the applicable purchase request.

 C4.7.29.2.7. All contract data, if known; otherwise, the PRN and date of 

the purchase request.

 C4.7.29.2.8. Diversion or hold instructions to include coded and in-theclear, ship-to, and mark-for addresses for shipment, if diversion is to be accomplished.

 C4.7.29.3. Cancellation/Diversion Requests. Submit cancellation/diversion 

requests to procurement activities:

 C4.7.29.3.1. Regardless of dollar value and/or quantity, when the 

purchase requests have been submitted but the contracts have not been awarded. This 

applies to items and/or quantities assigned Status Code BZ. 
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 C4.7.29.3.2. For items and/or quantities on awarded contracts and/or 

purchase agreements and the dollar value of the cancellation/diversion action exceeds 

$200.

 C4.7.29.4. Source of Supply Responsibilities. Sources of supply will decide 

whether to suspend or continue the cancellation, diversion, or hold actions. Decisions 

to continue cancellations or diversions will be provided to procurement activities by 

cancellation request documents prepared in the manual format and containing the 

notation: SOURCE OF SUPPLY DECISION FOR CANCELLATION OR DIVERSION. 

Sources of supply will advise the ILCO of contractual agreements that will result in cost 

conditions if cancellations, diversions, or holding are accomplished. ILCOs will decide 

whether the cancellation, diversion, or hold actions will be suspended or continued. 

Decisions to continue cancellations or diversions will be sent to the source of supply by 

narrative message containing the notation: ILCO DECISION FOR CANCELLATION OR 

DIVERSION.

 C4.7.29.5. Exceptions to Cancellation/Diversion Requests. Do not submit 

cancellation/diversion requests or requests for determination whether cancellation is in 

the best interest of the Government to procurement activities when:

 C4.7.29.5.1. The dollar value of the request is less than $200.22

 C4.7.29.5.2. DD Form 250, “Material Inspection and Receiving Report,” 

shipment performance notice (SPN), vendor shipment notice, or equivalent is on record 

indicating:

 C4.7.29.5.2.1. Shipments to CONUS consignees were released to 

carriers regardless of dollar value.

 C4.7.29.5.2.2. Shipments to OCONUS consignees were previously 

released to carriers, and the number of days prescribed above have elapsed (10 

calendar days’ air/45 calendar days’ surface).

 C4.7.29.5.2.3. Shipment/delivery by air mail or parcel post. In this 

case, shipment status will be sent in response to cancellations received.

 C4.7.29.6. Notice of Cancellation/Diversion Actions. Send notice of the 

success or failure of cancellation or diversion actions to authorized status organizations 

under the procedures of Chapter 5. Use supply and/or shipment status to provide this 

notice as follows:

 C4.7.29.6.1. DLMS 870S with Status Code B4, B6, BQ, or BS applies to 

cancellations/diversions accomplished.

22 As an exception for intra-Component use only, cancellation/diversion may be submitted to procurement 

regardless of dollar value when critical/short supply items are affected. 
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C4-52 CHAPTER 4

 C4.7.29.6.2. DLMS 870S with Status Code B9 indicates 

cancellation/diversion action being attempted.

 C4.7.29.6.3. DLMS 856S with shipment status indicates 

cancellation/diversion not accomplished.

 C4.7.29.6.4. DLMS 870S with Status Code B8 indicates cancellation not 

accomplished when Status Code B9 previously sent. 

C4.7.30. Procurement Activity Processing of Single Line-Item Cancellation and/or 

Diversion Requests to Procurement

 C4.7.30.1. Processing Sequence. DLMS 869C and manual 

cancellation/diversion requests will be processed in PD sequence. 

 C4.7.30.2. Immediate Cancellation. Immediate cancellation action will be 

taken when contracts have not been awarded and/or firm orders have not been 

issued/placed.

 C4.7.30.3. Procurement Activity Responsibilities. Procurement activities will

advise the source of supply of contractual agreements that may result in unfavorable 

cost conditions if cancellation, diversion, or holding actions are accomplished. Sources 

of supply will decide whether the cancellation, diversion, or hold actions will be 

suspended or continued. Decisions to continue cancellation or diversion will be sent to 

procurement activities by cancellation request documents prepared in the manual 

format and containing the notation: SOURCE OF SUPPLY DECISION FOR 

CANCELLATION OR DIVERSION.

 C4.7.30.4. Cost of Diversion. The cost of diversion or shipment hold actions 

will be sent to the source of supply for appropriate billing. Costs incurred in contract 

termination and diversion will also be sent to sources of supply to permit appropriate 

billing.

 C4.7.30.5. Procurement Actions with Clearance Authorities. Procurement 

activities are required to initiate actions with clearance authorities to cause diversion of 

shipments at terminals. Procurement activities requiring diversion instructions, when a 

new consignee is not provided, will request these instructions from the source of supply

by telephone or message.

 C4.7.30.6. Actions Not in Government’s Best Interest. When the above 

cancellation/termination or diversion/hold actions would not be in the best interest of the 

Government, the source of supply will be advised and requested to give a decision by a 

specified date.

 C4.7.30.7. Initiating Contract Actions. Actions to cancel, divert, or terminate 

contracts will be initiated within one working day from receipt of cancellation requests. 

These actions must be completed as fast as possible, but will not exceed five working 

days for PD 01-08 requests and 10 working days for PD 09-15 requests. When multiple 
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C4-53 CHAPTER 4

cancellation requests are received on the same day, consideration will be given to the 

priority of the requests, OCONUS destination, the dollar value of the materiel, and the 

status of the contract involved.

 C4.7.30.8. Source of Supply Notification. The procurement activity will

advise the source of supply the attempted stop/diversion action has/has not been done 

by DTS within two working days of receiving the confirmation/denial notification from 

DTS.

C4.7.31. Source of Supply Processing of Cancellation Requests for MROs of 

Retail Assets

 C4.7.31.1. Requirements. Source of supply cancellation requests, DLMS

940R, will be sent to reporting activities regardless of dollar value and quantity when 

Status Code BA is recorded, but shipment status has not been received. The source of 

supply will send DLMS 870S with Status Code B9 to all eligible recipients. If shipment 

status has been received, provide this status to all eligible recipients.

 C4.7.31.2. Status Reporting. Sources of supply in receipt of responses to 

cancellation requests will send appropriate status to all eligible recipients.

C4.7.32. Source of Supply Submission of Single Line-Item Cancellation and/or 

Diversion Requests to Storage Activities

 C4.7.32.1. Requirements. Source of supply cancellation requests or followups on cancellation requests, DLMS 940R, will be sent to storage activities:

 C4.7.32.1.1. Regardless of dollar value and quantity when Status Code 

BA is recorded, but an MRC has not been received; this applies to PD 01-15 

requisitions/MROs for U.S. Forces, CONUS and OCONUS, and SA.

 C4.7.32.1.2. When MRC is recorded on an OCONUS shipment 

released to a carrier for shipment to POE, less than 45 calendar days by surface mode 

or less than 10 calendar days by air mode, and the dollar value of the shipment exceeds 

$200.

 C4.7.32.2. Diversions. DLMS 940R will identify the DoDAAC of the activity to 

which shipments will be diverted when shipment has already been released. When the 

source of supply does not desire or cannot provide diversion to a specific activity, do not 

indicate a diversion address. In the latter case, the source of supply will obtain and 

provide alternate destinations, if requested, by storage activities.

 C4.7.32.2.1. Attempted Diversions. In the case of an attempted 

diversion, the source of supply will send DLMS 870S with Status Code B9 to authorized 

status organizations.

 C4.7.32.2.2. Exceptions. Sources of supply will not send storage 

activities requests for cancellation/diversion when:
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C4-54 CHAPTER 4

 C4.7.32.2.2.1. In receipt of the MRC at the time of receipt of a 

cancellation request and the item requested for cancellation has a line-item value of 

less than $200 and is for an OCONUS shipment.

 C4.7.32.2.2.2. Receipt of an MRC and OCONUS shipment has 

been done by parcel post, priority mail, or UPS.

 C4.7.32.2.2.3. The MRC is recorded on an OCONUS shipment 

released to the carrier for shipment more than 45 calendar days by surface mode or 10 

calendar days by air mode prior to receipt of the cancellation request.

 C4.7.32.2.2.4. Receipt of the MRC and shipment to a CONUS 

activity was done prior to the receipt of the cancellation request.

 C4.7.32.2.3. Shipment Status Reporting. In the instances described 

above, send DLMS 856S to authorized status organizations.

C4.7.33. Storage Activity Processing of Single Line-Item Cancellation and/or 

Diversion Requests

 C4.7.33.1. Processing Cancellations. Process cancellations using DLMS

940R in the sequence prescribed in paragraphs C4.7.1.2, and C4.7.27.

 C4.7.33.2. Maintaining Records. Maintain records to allow a determination 

whether line items shipped were in single-line or multi-line shipment units and the 

respective dollar value of each. This allows identification of shipment units susceptible 

to cancellation and determination whether cancellation actions should be continued 

under the following policies and procedures.

 C4.7.33.3. DoD Component Data Processing. To the extent that processing 

capability is available, the DoD Components will develop and maintain data to:

 C4.7.33.3.1. Allow identification of the depot work area to which 

shipment processing should have progressed. Work areas for consideration are shown 

in Table C4. T2. 
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C4-55 CHAPTER 4

Table C4. T2. Depot Work Area Identification

COMPUTER STORAGE

SHIPMENT

PREPARATION SHIPPING 

Mechanized processing 

of DLMS 940 - Materiel 

Releases and output of 

DD Forms 1348-1A and 

stop shipment notices

Bin Area

Bulk Area

Preservation

Packaging

Packing

Consolidation

Parcel Post

Consolidation

Air Freight

Motor (Truck) Freight

Rail Freight

 C4.7.33.3.2. Include the maximum time experienced in processing DD 

Form 1348-1A or 1348-2, ”Issue Release/Receipt Document with Address Label,”

shipments in each of the above work areas (within total time allowed by DoDM 4140.01

from receipt of MRO to release to transportation). Such data would provide a basis for 

determining the work areas where stop shipment action could be taken on receipt of a 

source of supply cancellation request to the storage activity. Also, consider the 

transaction priority as it affects processing time in hours versus days.

 C4.7.33.4. Routing. The storage activity, upon receipt of a cancellation 

request DLMS 940R from the source of supply, will determine the appropriate work 

area(s) to which the stop shipment notices would be sent when cancellation of an in 

process DD Form 1348-1A shipment is required. Stop shipment notices will include 

pertinent line-item/transaction identification, priority, and information whether a single-or 

multi-line shipment unit, is involved. A separate stop shipment notice will be issued to 

the current work area and every other work area through which the shipment would later

be processed.

 C4.7.33.5. Cancellation. Do cancellation for all items/quantities for which a 

DD Form 1348-1A has not been released to storage work areas.

 C4.7.33.6. Release to Storage Work Area. Attempt cancellation for all 

items/quantities for which a DD Form 1348-1A has been released to storage work areas 

and there is no record of transportation release to a carrier, unless:

 C4.7.33.6.1. The dollar value is less than $25 for a single line-item 

shipment unit.

 C4.7.33.6.2. The dollar value of a single line-item packed in a 

consolidated shipment unit is less than $200.

 C4.7.33.7. Source Notification. The storage activity will advise the source of 

supply and, if applicable, all authorized status organizations of actions taken in 

response to cancellation requests. Send this notice as follows:

 C4.7.33.7.1. When the storage activity has no record of the MRO 

receipt, provide Status Code BF using a DLMS 945A.
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C4-56 CHAPTER 4

 C4.7.33.7.2. When the items have not left the depot and cancellation 

action is accomplished, respond only to the source of supply with a DLMS 945A with 

Status Code BQ. 

 C4.7.33.7.3. When cancellation is not attempted under the less than 

$25/$200 criteria, the storage activity will send the source of supply a DLMS 945A with 

Status Code B8. 

 C4.7.33.7.4. When the items have been released to a carrier in 

shipments destined to a CONUS customer, take no action to stop/divert the materiel 

beyond the point of shipment. Send the source of supply a DLMS 945A with Status 

Code B8 (Transaction Type Code NJ in the WO6 segment) and pertinent shipping 

information in the applicable segments.

 C4.7.33.7.5. When the items have been released to a carrier in 

shipments destined for an OCONUS consignee, the storage activity will initiate actions 

under DTR 4500.9-R to stop or divert shipments within the DTS. Send Status Code B9

to the source of supply via a DLMS 945A.

 C4.7.33.7.6. The storage activity will not initiate action to stop or divert 

OCONUS shipments within DTS when:

 C4.7.33.7.6.1. The items are consolidated in a multi-line shipment 

unit.

 C4.7.33.7.6.2. The items were in OCONUS shipments released to 

carriers for shipment more than 45 calendar days by surface or more than 10 calendar 

days by air prior to receipt of the cancellation request.

 C4.7.33.7.6.3. The items were shipped to OCONUS customers by 

priority mail, parcel post, or UPS.

 C4.7.33.7.6.4. A single line-item shipment has a total dollar value 

of less than $200.

 C4.7.33.7.6.5. The single line-item shipment unit has a total dollar 

value of less than $1,000 and was shipped in consolidation with other shipment units in 

a larger container, such as a CONEX and SEAVAN.

 C4.7.33.8. Status Notification. Following receipt of confirmation that 

shipment stop or diversion action has been accomplished by DTS, the storage activity 

will provide Status Code B6 to the source of supply. 

 C4.7.33.9. Stop/Diversion Non-Initiated. When the storage activity does not 

initiate stop or diversion action with DTS because of one of the conditions identified 

above or, when notified that a requested stop or diversion action has not been done by 

DTS, the storage activity will send to the source of supply a DLMS 945A with Status 
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C4-57 CHAPTER 4

Code B8 (Transaction Type Code NJ in the WO6 segment) and pertinent shipping 

information in the applicable segments.

 C4.7.33.10. Notification Requests. Storage activities requiring diversion 

instructions when applicable information is not included in the cancellation request will

request such instructions from the source of supply by telephone or message.

 C4.7.33.11. Processing Time. Storage activities must complete the above 

actions in two working days for PDs 01-08 and five working days for PDs 09-15.

 C4.7.33.12. Status of Stop/Diversion Request. The storage activity must 

advise the source of supply the attempted stop or diversion action has or has not been 

done by DTS within two working days of receiving the confirmation or denial notification 

from DTS.

C4.7.34. Reporting Activity Processing Cancellation Requests for Lateral 

Redistribution Orders (LRO) of Retail Assets

 C4.7.34.1. Cancellation. Reporting activities will attempt cancellation to the 

maximum extent possible.

 C4.7.34.2. No LRO Record. When the reporting activity has no record of the 

LRO receipt, send the source of supply a DLMS 945A with Status Code BF. 

 C4.7.34.3. Cancellation not Possible. When cancellation cannot be done, 

send the source of supply a DLMS 945A with Status Code B8. 

 C4.7.34.4. Successful Cancellation. When cancellation can be done, send

the source of supply a DLMS 945A with Status Code BQ. 

 C4.7.34.5. Diversion. The reporting activity will not attempt diversion of 

materiel confirmed shipped.

C4.7.35. Direct Vendor Delivery on Requisitions

 C4.7.35.1. Supply Activity Interface. In instances where requisitions are 

done by DVD, an interface is required between supply and purchasing operations. This 

interface will result in an interchange of specific information and documentation between 

sources of supply and procurement activities to ensure:

 C4.7.35.1.1. Transmission of status to designated recipients in an 

orderly and timely fashion.

 C4.7.35.1.2. Proper marking of shipment containers.

 C4.7.35.1.3. Delivery of materiel using priorities or RDDs.
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 C4.7.35.2. Purchase Requests. Purchase requests must contain specific inthe-clear and coded data, as specified below, that must be perpetuated on procurement 

instruments and related transactions:

 C4.7.35.2.1. The original requisition number, including suffixes when 

assigned.

 C4.7.35.2.2. In-the-clear, ship-to address of the ultimate consignee and 

mark-for address, when applicable.

 C4.7.35.2.3. Project code and project name, if applicable.

 C4.7.35.2.4. Schedule of deliveries using RDDs or RADs, as applicable. 

List items on procurement requests in descending sequence of delivery or availability 

dates. (A separate requisition number is required for each delivery date, consignee, 

and priority.) This sequence will provide for listing items with earliest dates first and will

result in the required schedule of deliveries.

 C4.7.35.2.5. Identification and address of the organization to receive the 

notice or evidence of shipment made by contractors as required by Defense Federal 

Acquisition Regulation Supplement (DFARS) Appendix F. 

 C4.7.35.3. DVD Requisitions. Identify requisitions to be supplied by DVD 

sources separately from stock replenishment buys on purchase requests.

C4.8. ARMY EXCHANGE REPARABLE PRICING PROCESS

C4.8.1. The Army approach to the Exchange Pricing (EP) is a multi-system 

functionality implementation. EP employs a dual pricing system for reparable NSN 

items based upon standard price (latest acquisition cost plus recovery rate), EP (latest 

repair cost plus cost recovery rate), and a “buy one – return one” relationship with the 

customer. That is, a qualified exchange pricing customer buys at the EP and pays a 

penalty if a reparable is not turned-in within a specified period of time from the issue 

date. This process is applicable to Army customers and Army-managed materiel only; 

other Services will continue to pay Standard Price and receive 65% credit exchange 

upon receipt of carcass by the Army PICA.

C4.8.2. Once an item of supply is identified for a national repair program and the 

NIIN has an established Exchange Price, all requisitions for the items will be priced at 

the Exchange Price if the customer is an authorized EP customer.

C4.8.3. When a requisition submitted to the Supply Support Activity (SSA) is 

processed by the Standard Army Retail Supply System (SARSS), SARSS will

determine if both the customer DoDAAC is an EP customer, and the NIIN has an 

established EP indicator. As this transaction is processed through the Army supply 

system, middleware, Funds Control Module (including EP Tracking), DAAS, Commodity 

Control Supply System (CCSS), and Army Logistics Modernization Program (LMP), the 

EP indicator will be used to identify the transaction as EP related. All the legacy 
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C4-59 CHAPTER 4

systems will continue processing the legacy 80 record position transactions; LMP will

process DLMS transactions that are converted by Transaction Services. 

C4.8.4. All related supply transactions prepared by Army will carry and perpetuate 

the EP Indicator. As a result of the EP implementation the following transactions are

impacted: Requisition; Requisition Modifier; Requisition Follow-up; MRO; and Supply 

Status. The returns process will also process EP related transactions. The Materiel 

Receipt Transaction will be generated by SARSS for all returns of EP NIINs, and will

include an EP Type of Credit indicator for unserviceable credit when applicable, as well 

as an EP conversion indicator to identify the need to provide credit according to the preEP credit policy, that lasts for 60 calendar days following the implementation of EP.

C4.8.5. If the return is in an un-repairable condition code or the item is not 

returned within the established timeframe (Delta Delay Days), the National Level 

systems (LMP, CCSS) will create an obligation adjustment based on the receipt from 

Middleware Funds Control Module of a Materiel Returns Supply Status (Delta Bill 

Trigger) Transaction. As a result of processing the delta bill trigger the national systems 

will create the logistics/interfund bill transaction with an EP Indicator and type bill code 

to identify the specific type of EP bill to the Army financial system.

C4.9. NAVY EXCHANGE REPARABLE PRICING PROCESS

 C4.9.1. Navy uses a two-tier pricing system for selling Depot Level Reparable 

materiel to Navy customers. The Navy sells DLRs to other Services at full (standard) 

price and then provides carcass value credit when the carcass is returned. This is the 

same method the Air Force and Army use when selling reparable items to the Navy. 

The Standard Price is the price representing the full value of the DLR item, and is the 

price charged when a Not Ready for Issue (NRFI) unit (also referred to as a ‘Carcass’) 

is not turned in. The Net Price (also referred to as Exchange Price) is the price that 

represents the cost of repairing a DLR item, and is the price charged to customers when 

a NRFI unit has been or will be turned in. Navy customers indicate on their requisitions 

whether or not a NRFI unit is available for turn-in via the Advice Code, and they are 

then charged Net or Standard Price accordingly.

 C4.9.2. Requisitions received indicating that a carcass will be returned are tracked 

in the Navy’s Carcass Tracking System. This system monitors these requisitions and 

matches them with carcass returns as they occur. This system also generates followups to customers who have not returned their carcasses as promised. Ultimately, the 

system triggers an additional charge to the customer, if the carcass is not returned. 

Navy uses the term Carcass Charge for this additional billing; it represents the 

difference between Standard Price and Net (Exchange) Price. This additional billing is 

also referred to as a Delta Bill. If the customer returns the carcass after receiving the 

Carcass (Delta) Bill, then the additional billing is reversed, resulting in a Carcass 

Charge Reversal (Credit Delta Bill). Navy customers may also return excess DLRs for 

credit. The credit can be Standard, Net, or Carcass value.
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 C4.9.3. Under MILSBILLS legacy 80 record position billing, the Navy ICPs use the 

Sales Price Condition Code to indicate to customers that a particular bill is either Net 

(Exchange) Price or Carcass (Delta) Price. Once operational, Navy’s Enterprise 

Resource Planning will replace the Navy ICP’s legacy MILSBILLS billing system with a 

DLMS based system. Since DLMS does not utilize a Sales Price Condition Code, Navy 

will use a combination of Stock Exchange Code and Type of Bill Code to indicate on the 

bill that the price charged is Standard, Net, or Carcass price. The DAAS will convert 

Navy DLMS bills back to MILSBILLS legacy 80 record position format for any Navy 

customers unable to accept DLMS formats.

C4.10. DEFENSE AUTOMATIC ADDRESSING SYSTEM EDIT OF INCOMING 

REQUISITIONS 

C4.10.1. DAAS will edit all incoming requisitions and other DLMS transactions for 

data errors and validity under procedures in DLM 4000.25-4, “Defense Automatic 

Addressing System.” 

C4.10.2. As a result of these edits, DAAS will correct data entries or reject 

transactions. In case of source of supply errors, the correct source of supply will be 

entered and the transaction rerouted, as appropriate.

C4.10.3. DAAS will reject all requisitions/ FedMall orders containing GY/GZ series 

AACs. DAAS will send DLMS 870S transactions with Status Code CX to advise all 

concerned of rejection of the requisition.

C4.10.4. DAAS will recognize the enhanced DLMS capability to discretely identify 

different DoDAACs as the requisitioner, ship-to, and bill-to activities as a DLMS 

enhancement.23

 C4.10.4.1. DAAS will perform validation to ensure that only FedMall 

generated requisitions contain the FedMall DoDAAC SC4210 as the bill-to DoDAAC. 

When shipment to an activity other than the requisitioner is required, the FedMall 

DoDAAC will be included as the bill-to activity in the DLMS transaction in association 

with Fund Code XP and Signal Code L. This construct is used to identify 

purchase/credit card as the method of payment. Requisitions using this construct 

outside FedMall will be rejected. DAAS will send a DLMS 870S transaction with Status 

Code CX to advise all concerned of the rejection.

 C4.10.4.2. While maintaining a mixed DLMS/MILSTRIP Legacy environment, 

DAAS will perform validation to ensure DLMS requisitions discretely identifying the billto DoDAAC in conjunction with Signal Code C or L do not conflict with the bill-to activity 

identified in the Fund Code to Billed DoDAAC Conversion Table (refer to DLM 4000.25, 

Volume 4, Appendix 1.2). Inconsistent requisition content will be rejected. DAAS will 

send a DLMS 870S transaction with Status Code CX to advise all concerned of the 

rejection. 

23 Refer to ADC 1009A.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-61 CHAPTER 4

C4.10.5. DAAS will pass DLMS 511R part-numbered (DIC A02 and A0B) 

requisitions to the RIC present in the incoming transaction.

C4.10.6. DAAS will validate requisitions for invalid/expired OSD/JCS Category D 

project codes. DAAS will blank out the inappropriate project code and send DLMS 870S 

with Status Code BK to the customer.

C4.10.7. DAAS will validate F/AD I usage through the requisitioning process. 

Requisitions with an unauthorized priority designator will be downgraded. DAAS will

send DLMS 870S with Status Code BK to the customer.

C4.10.8. DAAS will perform validation of requisitions (DLMS 511R, DLMS 511M, 

517M, and DLMS 869F) for accuracy and reasonableness of the entry in the RDD field 

and its compatibility with the PD. DAAS will send a DLMS 870S with Status Code BK to 

advise the requisitioner of the resulting modification. For SA requisitions forwarded to 

the applicable ILCO, DAAS will not blank out customer input. DAAS will perform PD 

and RDD edits according to Table C4. T1. 

C4.10.9. DAAS will identify non-appropriated instrumentalities and prime vendor 

contractors using non-contractor DoDAACs for billing and provide for billing under noninterfund procedures by changing the fund code for these requisitions to XP. A DoD 

Prime Vendor contractor is identified as a DoDAAC beginning with SD. A nonappropriated funded activity is identified as a DoDAAC beginning with FT or FF. DAAS 

will send a DLMS 870S with Status Code BK to the customer.

C4.10.10. DAAS will perform validation of requisitions for authorized ordering or 

billing DoDAACs. Reject requisitions when the requisitioning DoDAAC is not authorized 

to order, identified as follows: DoDAACs beginning with F followed by all numeric, FA, 

or FY. Reject requisitions when the DoDAAC may not be used for billing, identified as 

DoDAACs beginning with FA or FY. DAAS will send a DLMS 870S transactions with 

Status Code CX to advise all concerned of the rejection of the requisition.

C4.10.11. Requisition Date Edit. DAAS will edit requisitions to reject any 

requisitions that are greater than one calendar year old, or are more than one day in the 

future.24 For all requisitions (DIC A01, A0B, A02, A0E, A05, A07, A04, A0D), where the 

requisition is not applicable to FMS/Grant Aid or Navy initial outfitting (document 

number Service Code N, R, or V, and Fund Codes equals: VO (Victor Oscar), V7 (Victor 

Seven), or LQ (Lima Quebec), QU (Quebec Uniform) or QZ (Quebec Zulu)), then:

C4.10.11.1. Reject requisitions that are more than one day in the future. If 

the document number ordinal date YDDD (rp 36-39) converted to CCYYDDD is greater 

than the current date plus 1 (CCYYDDD + 1), reject with Supply Status CD, and if less 

than or equal to the current date plus 1, allow to process.

24 Refer to ADC 427A.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-62 CHAPTER 4

 C4.10.11.2. Reject requisitions that are greater than one-year-old. If the 

document number ordinal date YDDD (rp 36-39) converted to CCYYDDD is equal to or 

less than the current date minus 1 year (CCYYDDD - l000), reject with Supply Status 

CD, and if greater than the current date minus 1 year (CCYYDDD - 1000), allow to 

process. 

C4.10.12. DAAS and the source of supply will perform validation of requisitions, 

modifiers, and follow-ups that can be treated as requisitions for authorized ordering, billto, or ship-to DoDAACs according to the DoDAAC Authority Codes below (Table C4. 

T3.), and will reject requisitions that do not meet the DoDAAC authority code edits. 

DAAS or the source of supply will furnish Status Code CX to advise all concerned of the 

rejection of the requisition. If the transaction failing the edit is a modifier, then DAAS or 

the source of supply will reject with Status Code D7 (see Table C4.T5.). 

C4.T3. DoDAAC Authority Codes

Code Description Definition/Segment/Code

00 Requisition Authorized to initiate a requisition/purchase for

goods and services. Authorized ship-to and bill-to

Required: TAC 1, TAC 2, TAC 3

Restriction: None

Business Rules: Can be used for any business process. 

DAAS DoDAAC authority code edit: no additional edit

01 Ship-To Only Can only be used as a ship-to address with no 

other implicit authority

Required: TAC 1, TAC 2

Restriction: Not authorized for requisition or bill-to 

Business Rules: Used as a ship-to designation. 

DAAS DoDAAC authority code edit: DoDAAC may not be used in N101 with codes 

OB, BT, and BS, and may not be used in N901 with code TN

02 Finance (Bill-To Only) DoDAAC can only be used as a bill-to

Required: TAC 1, TAC 3. Note TAC 2 is not allowed.

Restriction: Cannot requisition or be used as a ship-to designation

Business Rules: Used as a bill-to designation. 

DAAS DoDAAC authority code edit: DoDAAC may not be used in N101

with codes OB, ST, Z7 and BS, and may not be used in N901 with code TN

03 Do Not Ship-To Cannot be used as a ship-to destination

Required: TAC 1, TAC 3

Restriction: Cannot be used as a ship-to designation

DAAS DoDAAC authority code edit: DoDAAC may not be used in N101

with codes ST, Z7 or BS
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-63 CHAPTER 4

C4.T3. DoDAAC Authority Codes

Code Description Definition/Segment/Code

04 DLA Disposition Services Only DLA Disposition Services Only (e.g., State 

agencies surplus). Used to identify activities that 

have no requisition authority other than for DLA 

Disposition Services Only materiel 

Required: TAC 1, TAC 2, TAC 3

Restriction: Cannot requisition new materiel. Only authorized to obtain materials from DLA 

Disposition Services (DOD excess only). 

Business Rules: Although the material is normally provided as a free issue; in some 

instances, a cost may be required. Consequently, TACs 1 through 3 are required to cover 

every possibility. 

DAAS DoDAAC authority code edit: DoDAAC may only be used with

DLA Disposition Services RIC (S9D) in RIC To

05 Non-Requisition Cannot initiate a purchase or request for goods 

and services

Required: TAC 1, TAC 2

Restriction: Cannot requisition/purchase any good/services

Business Rules: Used as a ship-to designation. 

DAAS DoDAAC authority code edit: DoDAAC cannot be used as N101

code OB or N901 code TN

06 Free Issue No cost option. This activity is restricted to items 

that are available without cost (e.g., DLA 

Disposition Services, NGA Maps)

Required: TAC 1, TAC 2

Restriction: Cannot requisition/purchase any good/services

Business Rules: Similar to DLA Disposition Services, but can request free of cost items (e.g., 

maps from National Geospatial-Intelligence Agency (NGA)). Can be used as a ship-to 

designation. 

DAAS DoDAAC authority code edit: DoDAAC may only be used with

P0105 code NC

07 Administrative Administrative only. This code is used for 

information/identification purposes only (e.g., 

USTRANSCOM Defense Courier Division (DCD), 

or contingency/emergency use.)

Required: TAC 1

Restriction: Cannot requisition, be used as a ship-to designation, or be used as a billing 

designation (TAC 2 and TAC 3 are not allowed). 

Business Rules: Information/identification use only.

DAAS DoDAAC authority code edit: Cannot be used with N101 codes OB, BT, BS, 

ST, or Z7 or in N901 code TN
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-64 CHAPTER 4

Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Routing Identifier Code Determine correct source and continue processing

Media and Status Process as zero (0)

Stock Number or Appropriate Item 

Identification

1. If blank, reject.

2. If incorrect, research to determine25 if the stock number 

has changed (for example, FSC changed to match the 

NIIN). As a result of the review, take action as follows:

a. If the stock number cannot be identified, reject with 

appropriate supply status.

b. If the FSC is incompatible with the NIIN, check the 

FSC to determine if it matches a previously assigned FSC. 

If it matched, change the FSC to the current FSC, 

continue supply action, and furnish appropriate supply 

status. If it does not match, reject with appropriate supply 

status.

c. If the stock number has changed (for example, FSC 

change), change the number to the new stock number and 

continue supply action. If the changed NSN is managed 

by another source of supply, initiate a passing order and 

furnish appropriate supply status.

3. If manufacturer’s part number, compare to FLIS to 

determine if a stock number is assigned. If assigned, 

change the manufacturer’s part number to the stock 

number and continue supply action. If the NSN is 

managed by another source of supply, initiate a passing 

order and furnish appropriate supply status.

Unit of Issue Enter correct unit of issue or reject. If rejected, enter 

correct unit of issue in supply status transaction.26

Quantity Reject.

Requisitioner Discard if entry is blank or incorrect. If the DoDAAC fails 

the Authority Code edits in C4.10.11, then the transaction 

will be rejected with CX or D7 status as appropriate.

Date Reject. Sources of supply may reject if other than 

FMS/Grant Aid or Navy initial outfitting, and the requisition 

date exceeds one calendar year from the transaction 

processing date (current date) or is more than one day in 

the future. 27

Serial Reject.

25 This edit does not apply to USN supply sources. 26 Requirement to provide correct unit of issue when original unit of issue on the requisition could not be converted 

last reported as not implemented by USN and DLA (Subsistence). Refer to AMCL 162.

27 Refer to ADC 427A. Edit is mandatory during DAAS processing and optional for DoD sources of supply.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-65 CHAPTER 4

Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Demand Process as recurring.

Supplementary Address28 Reject if blank or invalid and the signal code is B, J, K, L 

or M. If the DoDAAC fails the Authority Code edits in 

C410.11, reject the transaction with CX or D7 status as 

appropriate.

Signal Reject.

Fund 1. Where signal code is A, B, C, J, K, or L, reject (CF 

status) if blank or if invalid on the SFIS Fund Code to 

Fund Account Conversion Table.

2. Reject (CX status) if signal code is C or L and fund 

code does not identify a valid bill-to activity on the Fund 

Code to Billed DoDAAC Table. 

3. Requisitions prepared outside the originator’s supply 

system must be edited by the ordering application prior to 

acceptance of the order for further processing.

4. Image and post-post transactions will not be rejected.

Distribution Process as blank.

Project 1. Process as blank.

2. If an OSD/JCS project code is entered, the requisition 

will be ranked above all other requisitions within the PD.29

Priority Designator30 1. If Expedited Handling Signal 999 is present in the 

Special Requirements Code field, requisition is for U.S. 

Forces and the PD is not 01-03, enter PD 03 and furnish 

BK supply status.

2. If an OSD/JCS project code is present and the PD 

entry is not an existing PD code (not 01-15), enter PD 03 

and furnish BK supply status.

3. If NMCS/ANMCS indicator (N/E) is present in the 

Special Requirements Code field and the PD entry is not 

an existing PD code (not 01-15), enter PD 08 and furnish 

BK supply status.

4. If special mass cancellation coding 555 is present and 

the PD entry is not an existing PD code (not 01-15), enter 

PD 08 and furnish BK supply status.

5. If Expedited Transportation Signal 777 is present 

and PD 01-15 is present, process. If Expedited 

Transportation Signal 777 is present and PD 01-15 is 

28 This data element is referred to as Supplemental Data under the DLMS.

29 Elimination of requirement to change the priority on CJCS project code requisitions last reported as not 

implemented by USAF, USMC, and DLA (Subsistence). Refer to AMCL 9.

30 Edit is mandatory during DAAS processing and optional for DoD sources of supply.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-66 CHAPTER 4

Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

blank, enter PD 08 and furnish BK supply status.

6. If required availability date (A in first position of Special 

Requirements Code field) is present and the PD entry is 

not an existing PD code (not 01-15), enter PD 15.

7. If extended RDD (S or X) is present and PD is other 

than 09-15, enter PD 15, furnish BK supply status, and 

process.

8. If work stoppage indicator (F or R) is present and PD is 

not 01-08, enter PD 8, furnish BK supply status, and 

process.

9. For all other conditions, if PD is not 01-15, enter PD 15.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-67 CHAPTER 4

Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Required Delivery Date31,32 1. If NMCS/ANMCS indicator (N/E) is present and PD is 

01-08, process. If indicator N or E is present, but PD 09-

15 is present, blank the RDD, furnish BK supply status, 

and process using the priority. If there is an N or E, blank 

any remaining characters in the RDD and furnish BK 

supply status. Exception: For Air Force requisitions, 

blank only numeric characters (01-99); do not blank 

special coding to fulfill an Air Force internal requirement 

for NMCS/MICAP justification. (Note: This eliminates 

short RDDs associated with NMCS/ANMCS and 

expressed as number of days from requisition date.)

2. If Expedited handling Signal 999 is present and 

requisition is not intended for U.S. Forces, blank the 

expedited handling signal, furnish BK supply status, and 

process using the priority. If requisition is intended for U.S. 

Forces, process.

3. If special mass cancellation coding 555 is present 

indicating continued processing during mass cancellation, 

process.

4. If Expedited Transportation Signal 777 is present and 

PD 01-08 is present, process. If the PD is 09-15, blank 

the expedited transportation signal, furnish BK supply 

status, and process using the priority.

5. If Co-Located Customer Handling Service Indicator 444 

is present, process.

6. If RAD or extended RDD is A, S, or X, and remainder

are not equal to 01-99, blank the total entry, furnish BK 

supply status, and process.

7. If work stoppage indicator (F or R) is present and 

remainder is not blank, blank the remainder, furnish BK 

supply status, and process. (Note: This eliminates short 

RDDs associated with work stoppage and expressed as 

number of days from requisition date.)

31 Deferred implementation of PD/RDD compatibility edits and furnishing BK supply status under Approved DLMS 

Change 57 are authorized pending supply source system modernization. BK status resulting from ADC 57 not 

transmitted to US Army customers.

32 Non-date entries in the RDD field; such as, Codes E, F, N, R, 444, 555, 777, and 999, are referenced as Special 

Requirements Codes under the DLMS.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C4-68 CHAPTER 4

Table C4.T4. Requisition Processing and Related Actions

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Required Delivery Date

(cont.) 8. For subsistence, except for conditions above, all 

requisitions will contain a specific RDD in ordinal day of 

year format. If blank, compute an SDD.33

9. For all other conditions, blank RDD field if entry does 

not indicate a calendar date that falls no more than 100 

days subsequent to the requisition date34, furnish BK 

supply status, and process. By authorized exception35, 

the 100-day edit is not applicable to:

(1) ammunition and ammunition-related requisitions 

identified by any of the following: Navy Cognizance 

Symbol 0T, 2D, 2E, 2T, 4T, 6T, 8E, 8T, or 8U; Federal 

Supply Group (FSG) 13; or Federal Supply Class (FSC) 

1410, 1420, 1427, 1440, 5330, 5865, 6810, or 8140;

(2) requisition alert processing under Navy/DLA 

industrial activity support agreement. 

Required Delivery Period

(Conventional Ammunition Only)36

If B, C, D, G, H, J, K, L, M, P, T, U, V, or W, and 01-99 is 

present, process.

Advice Process as blank.

33 Use of the RDD to fill subsistence items last reported as not implemented by DLA (Subsistence). Refer to AMCL 7. 34 Not applicable for intra-USAF requisitions 35 Refer to ADC 1065. 36 Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL 148.
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

C5-1 CHAPTER 5 

C5. CHAPTER 5 

STATUS REPORTING

C5.1. SUPPLY AND SHIPMENT STATUS - GENERAL

C5.1.1. Status Data. Status data is either supply status or shipment status. 

Sources of supply to include inventory control point (ICP)/integrated materiel manager 

(IMM) and shipping activities prepare status transactions using the applicable 

transaction described under paragraphs C5.1.2. and C5.1.4. Status documents from 

sources of supply will be forwarded to the Defense Automatic Addressing System 

(DAAS) for transmission to status recipients. Status data may be informational or 

require additional action by organizations based on the assigned status code. Status 

recipients include, but are not limited to, requisitioners, storage activities, control offices, 

and/or monitoring activities. 

 C5.1.1.1. Supply Status. Supply status informs organizations of action taken 

or being taken on materiel requisitioned but not shipped, shipment consignment 

instructions, or disposition instructions for materiel offered under the materiel returns 

program (MRP).

 C5.1.1.2. Shipment Status. Shipment status informs organizations of the 

actual shipping dates (such as the date released to the carrier), the release criteria for 

shipments, or shipment delay notifications. It also provides for an interface with 

transportation and for shipment tracing by organizations under DTR 4500.9-R. 

 C5.1.1.3. Item Unique Identification. 

 5.1.1.3.1. Shipment Status for NSNs containing an IUID Indicator Yes 

(Y), indicating that DoD Item Unique Identification (IUID) Supply Policy is required, must 

contain the Unique Item Identifier (UII) and/or serial number for each item when 

available. See Section C5.1.4.5 for specific shipment status requirements for IUID. 

 C5.1.1.3.2. Capital Equipment. In support of Financial Improvement 

and Audit Readiness (FIAR), accountability and management of capital equipment 

assigned under an established unique Item tracking (UIT) program requires

serialization data visibility. Submitters must prepare materiel release confirmation citing 

the applicable serial number(s) and include the UII when available.1

 C5.1.1.4. There are additional processing procedures over and above those 

contained in this chapter that must be applied for serially managed materiel requiring 

owner visibility at DLA Distribution Centers. The identity of the materiel and the additive 

procedures are in Chapter 30.

1 Refer to ADC 1198
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

C5-2 CHAPTER 5 

C5.1.2. Transactions. This chapter address procedures applicable to supply and 

shipment status. The DEDSO Website provides DLMS electronic data interchange 

(EDI) transaction formats on the DLMS Implementation Convention (IC) page. The IC 

page also includes the corresponding MILSTRIP transaction formats by document 

identifier code (DIC). The corresponding MILSTRIP legacy 80 record position 

transaction functionality is identified for information purposes in a mixed DLSS/DLMS 

environment.

 C5.1.2.1. Supply Status. Use the DLMS 870S Supply Status transaction to 

provide supply status.2 

 C5.1.2.1.1. Response to Requisition Transaction is DLMS 870S with 

Status Report Code 4 – Response to Requisition. This transaction provides the 

functionality of MILSTRIP legacy DICs AE1, AE2, AE3, AE8, and AE9.

 C5.1.2.1.2. Direct Vendor Delivery Supply Status Transaction is DLMS 

870S with Status Report Code 5 – Notice of Response to Direct Vendor Delivery. Used 

when direct vendor delivery notification is provided as a separate transaction. This 

transaction provides the functionality of MILSTRIP legacy DICs AB1, AB2, AB3, and 

AB8.

 C5.1.2.1.3. Response to a Supply Assistance Inquiry is DLMS 870S 

with Status Report Code 6 – Notice of Response to Supply Assistance.

 C5.1.2.2. Shipment Status Transaction is the DLMS 856S Shipment Status 

with Transaction Type Code AS – Shipment Advice.3 This transaction provides the 

functionality of MILSTRIP legacy DICs AS1, AS2, AS3, AS8, and AU1, AU2, AU3, and 

AU8 for shipment status provided in response to cancellation requests.

 C5.1.2.3. Requisition Inquiry/Supply Assistance Request. Use a DLMS 869A 

Requisition Inquiry/Supply Assistance Request transaction to send a requisition followup or supply assistance request for an open requisition or cancellation request.

 C5.1.2.3.1. Shipment Tracing Request Transaction is DLMS 869A with 

Transaction Type Code 71 – Filing and Search Requests. This transaction provides the 

functionality of MILSTRIP legacy DIC AFT.

 C5.1.2.3.2. Requisition Inquiry Transaction on previously submitted 

requisitions is DLMS 869A with Transaction Type Code AF – Requisition Follow-Up. 

This transaction provides the functionality of MILSTRIP legacy DICs AF1 - AF5.

 C5.1.2.3.3. Requisition Follow-Up for Improved Estimated Shipping 

Date Transaction is DLMS 869A with Transaction Type Code AF – Requisition Follow2 Organizations furnishing Materiel Returns Program (MRP) supply status will use the DLMS 870M 

transaction. DLMS Volume 2, Chapter 11 addresses MRP procedures.

3 Organizations furnishing Materiel Returns Program (MRP) shipment status transactions will use the 

DLMS 856R transaction. DLMS Volume 2, Chapter 11 addresses MRP procedures.
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

C5-3 CHAPTER 5 

Up and Product/Item Description (PID) 05, Code 2 to identify requisition follow-up 

requests for an improved estimated shipping date. This transaction provides the 

functionality of MILSTRIP legacy DIC AFC.

 C5.1.2.3.4. Requisition Follow-Up for Initial Shipping Activity transaction 

is DLMS 869A with Transaction Type Code AF – Requisition Follow-Up and PID05, 

Code 1 to identify requisition follow-up requests for the DoDAAC of the initial 

transportation shipping activity.4 This transaction provides the functionality of 

MILSTRIP legacy DIC AFY.

 C5.1.2.3.5. Request for Supply Assistance Transaction is DLMS 869A 

with Transaction Type Code AR – Supply Assistance. There is no equivalent legacy 

MILSTRIP transaction.

 C5.1.2.4. Requisition and Cancellation Follow-Up when the source of supply 

has no record.

 C5.1.2.4.1. Requisition Follow-Up (No Record). Use a DLMS 869F 

Requisition Follow-Up transaction with Transaction Type Code IN – Inquiry to send a 

requisition follow-up when the source of supply provides Status Code BF in response to 

a DLMS 869A. Status Code BF indicates that the source of supply has no record of the 

requisition. This transaction provides the functionality of MILSTRIP legacy DICs AT1, 

AT2, and AT3.

 C5.1.2.4.2. Requisition Cancellation Follow-Up (No Record). Use a 

DLMS 869C Requisition Cancellation transaction with Transaction Type Code AC – 

Requisition Cancellation to send a requisition cancellation request follow-up when the 

source of supply provides Status Code BF in response to a DLMS 869C Cancellation 

Request. Status Code BF indicates that the source of supply has no record of the 

cancellation request. This transaction provides the functionality of MILSTRIP legacy 

DICs AK1, AK2, and AK3.

C5.1.3. Types of Supply Status

 C5.1.3.1. Supply Status. Use a DLMS 870S transaction, Supply Status. 

 C5.1.3.1.1. Response to Requisition

 C5.1.3.1.1.1. Sources of supply (or management control activities 

(MCA)), processing GFM transactions, use the DLMS 870S with appropriate status 

codes to convey advice to organizations. It is used to convey notice of action taken or 

being taken on requisitions and requisition-related transactions; such as, retransmitted 

requisitions, cancellations, modifications, and requisition inquiries (follow-ups and/or 

4 The Request for DoDAAC of Initial Transportation Shipping Activity transaction is applicable in a mixed 

DLMS/MILS environment where a separate transaction is needed to provide the requested information. 

Under DLMS, the distribution depot identifies the shipping activity in the shipment status transaction, 

eliminating the need for a follow-up. Refer to ADC 223.
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

C5-4 CHAPTER 5 

requests for supply assistance). Organizations will identify additional status addressees 

in the original requisition and/or requisition-related transactions, as applicable. DAAS

generates supply status in selected situations resulting from item identification edits but 

will indicate their RIC as the MESSAGE FROM address in the supply status.

 C5.1.3.1.1.2. Reporting Status Decisions. Sources of supply or 

MCAs will respond to requisition(s) to advise activities of action taken (as indicated), 

alone or in combination, to any of the requests listed below. This includes status upon 

processing a requisition inquiry (follow-up and request for supply assistance) or a 

cancellation request, and rejection status when rejecting transactions.

 C5.1.3.1.1.2.1. Backorder.

 C5.1.3.1.1.2.2. Partial issue or partial other action.

 C5.1.3.1.1.2.3. Materiel substitution.

 C5.1.3.1.1.2.4 Unit of issue changes.

 C5.1.3.1.1.2.5. Retransmitted (rerouted) requisitions.

 C5.1.3.1.1.2.6. Cancellation, modification, or inquiry.

 C5.1.3.1.1.2.7. Any circumstance that predicts that issue may

not be made within the timeframes established for the assigned priority designator (PD).

 C5.1.3.1.2. Response to Direct Vendor Delivery (DVD). Sources of 

supply will use the notice of response to DVD to advise organizations materiel is being 

supplied by DVD from procurement. The supply (procurement) source generates this 

notice for each requisition that is procured for DVD to a consignee. The DVD, DLMS

870S notice provides a cross-reference between the requisition document number and 

the contract information. Organizations may also use information in this notice to report 

nonreceipt of materiel using the appropriate discrepancy reporting process. 

 C5.1.3.1.3. Response to Supply Assistance. Sources of supply will use 

the notice of response to supply assistance to advise organizations of action taken to 

expedite the shipment of the requested materiel.

 C5.1.3.1.4. Material Processing Center (MPC) Supply Status

 C5.1.3.1.4.1. The MPC will provide Status Code NL to notify the 

Navy ship/customer that materiel has arrived at the MPC for sortation and temporary 

storage pending delivery to the customer.

 C5.1.3.1.4.2. The MPC will provide Status Code NW to provide 

systematic notification materiel has been delivered from the MPC to the Navy 

ship/customer.
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

C5-5 CHAPTER 5 

 C5.1.3.1.5. Air Force Integrated Logistics Solution-Supply (ILS-S) 

(Retail Supply). Supply Status DLMS 870S will be used on an intra-Air Force basis to 

provide the latest status to the intended receiving activity. Additionally, supply status 

will be used to support the unique item tracking (UIT) program for positive inventory 

control (PIC) nuclear weapons related materiel (NWRM) by providing UII and/or serial 

numbers. For legacy items where the unique item identifiers (UIIs) have not been 

marked in accordance with item unique identification (IUID) policy, the serial number 

alone will be passed. 

 C5.1.3.1.5.1. DAAS will enable transmission of information copies 

of the ILS-S Supply Status to the NWRM PIC Fusion Module UIT Registry to ensure the 

PIC NWRM program has near real time access to UIIs and the associated serial 

numbers of NWRM item movements. 

 C5.1.3.1.5.2. DAAS will block transmission of ILS-S Supply Status 

to non-Air Force recipients where feasible.

 C5.1.3.1.4.3. The receiving MPC will provide Status Code NY to 

provide systematic notification materiel has been transshipped from the receiving MPC 

to another destination MPC.

 C5.1.3.2. Materiel Returns Supply Status. Organizations and sources of 

supply will use the DLMS 870M, Materiel Return Supply Status to convey advice to one 

another as notice of action taken or being taken on Offer of Materiel Reports (OMRs) 

and OMR-related transactions. Use the DLMS 870M to send status to the ICPs/IMMs. 

The ICPs/IMMs will use the DLMS 870M to provide status or disposition instructions for 

materiel to organizations, including disposition instructions related to discrepant materiel 

reported under Chapter 17. Follow Chapter 11 to determine the processing procedures 

for and the prescribed usage of this status. 

 C5.1.3.2.1. Unsolicited Report. Customer organizations will use the 

unsolicited report to provide status to the source of supply on open OMRs for unshipped 

materiel.

 C5.1.3.2.2. Response to Materiel Returns. Sources of supply will use 

the DLMS 870M to provide informational status or disposition instructions to 

organizations for materiel reported under the MRP.

C5.1.4. Types of Shipment Status

 C5.1.4.1. Preparation of Shipment Status. Shipment status will be provided 

by the shipping activity or the source of supply for direct vendor delivery (contractor 

direct) or in response to a requisition follow-up. The consolidation and containerization 

point (CCP) and other locations performing consolidation subsequent to issuance of 

shipment status may also provide shipment status for the purpose of identifying passive 

RFID.5 Under DLMS, the shipment status will include enhanced data content and 

5 Refer to ADC 257, DLMS Shipment Status Generated by Consolidation and Containerization Point
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C5-6 CHAPTER 5

support item unique identification (IUID) and intransit visibility requirements as directed 

under DoD policy/procedures (DoDM 4140.01), when available and pending full DLMS 

implementation/modernization. In support of FIAR, accountability and management of 

capital equipment assigned under an established UIT program requires serialization 

data visibility.6 Submitters must prepare shipment status citing the applicable serial 

number(s) and include the UII when available.7 Shipment status will be provided by the 

DoD shipping activity, the CCP, or by the source of supply8 using the DLMS 856S. 

Maintenance activities (organic and commercial) will provide shipment notification to the 

receiving activity and other interested parties when materiel is shipped to the distribution 

depot, DLA Disposition Services Field Office, or other designated receiving activity per 

source of supply/inventory control point guidance. This may be accomplished using 

either the DLMS 856S Shipment Status, or the DLMS 856 Advance Shipment Notice 

(ASN), provided via Wide Area Work Flow (WAWF).

9 The DLMS Shipment Status will

include asset visibility content, such as IUID, and intransit visibility requirements, such 

as passive RFID and the TCN as directed under DoD policy/procedures (DoDM 

4140.01). DLMS enhancements include, but are not limited to the following:

C5.1.4.1.1. Passive RFID for the shipment unit/case/pallet associated at 

the requisition document number level. The shipment status transaction may identify a 

hierarchy to clarify the relationship of passive tags within different shipment levels.

C5.1.4.1.2. For UIT purposes, the UII (when available) and serial 

number will be added to the shipment status transaction. Serial number without the 

applicable UII may only be used during MILSTRIP/DLMS transition and pending 

implementation of IUID capability. Refer to Chapter 30 for UIT guidance.

C5.1.4.1.3. Under the DoD IUID Supply Policy, the UII and/or serial 

number (when available) must be added to the shipment status transaction. Serial 

number without the applicable UII may be used only during MILSTRIP/DLMS transition 

and pending implementation of IUID capability. Paragraph C5.1.4.5 contains specific 

procedures to identify the UII in shipment status transactions when the NSN(s) contains 

the IUID Indicator Y denoting that serialized item management is required. Capital 

equipment assigned under an established UIT program requires serialization data 

visibility and therefore must cite the serial number and include the UII when available.

C5.1.4.1.4. Both the TCN and a secondary transportation number, such 

as the small package carrier number, when this is applicable.10

6 Refer to ADC 1198B

7 Refer to ADC 1198

8 Direct vendor delivery shipment status using the 856S includes shipment status prepared by the DLAsponsored Defense Planning and Management System (DPMS) application.

9 Business rules for use of the 856 for GFM or Property Transfer, including internal DoD transfers, are 

evolving. Refer to the Defense Pricing and Contracting policy for UID. Specific applicability and 

interoperability issues to be resolved by the UID Program Office and ODASD(Logistics). 10 Refer to ADC 223, DLMS Shipment Status Enhancements: Secondary Transportation Number, Initial 

Shipping Activity, Carrier Identification, and POE, approved for phased and staggered implementation.
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C5-7 CHAPTER 5 

 C5.1.4.1.5. Identification of the carrier when other than United States 

Postal Service (USPS) by name and Standard Carrier Alpha Code (SCAC).11

 C5.1.4.1.6. Identification of the initial DoD shipping activity (origin) by 

DoDAAC.12

 C5.1.4.1.7. For OCONUS shipments made via the Defense

Transportation System (DTS), GBL/CBL, parcel post, and small package carrier 

shipments, specific identification of the POE or CCP. The shipment status will specify 

air terminal, water terminal, or CCP by applicable qualifier code in the transaction. 

(During MILSTRIP/DLMS transition, DAAS may substitute a generic terminal qualifier 

for shipment status transactions converted from legacy 80 record position transactions 

where the type of facility is unknown.)13

 C5.1.4.1.8. Under DLMS, the shipment status will perpetuate data 

content as applicable: project code, the special requirements code (legacy MILSTRIP

required delivery date (RDD) coded entries, e.g. 999), and priority designator.14 

Shipment status applicable to shipment of GFP, including requisitioned GFM and 

shipment of reparables to/from commercial maintenance, will perpetuate contract data 

from the MRO, to include the contract number authorizing GFP, and the call/order and 

CLIN when provided.

 C5.1.4.1.9. The transportation priority will be included in all shipment 

status transactions as derived under DoDM 4140.01 guidance or other pertinent 

criteria.15

 C5.1.4.1.10. The shipment status may include the unit price (required 

for Distribution Standard System (DSS)-generated shipment status; otherwise 

optional).16

 C5.1.4.1.11. Product Quality Deficiency Report (PQDR) Exhibit Tracking 

 C5.1.4.1.11.1. When shipment status is prepared for shipment of a 

PQDR exhibit, the shipping activity will perpetuate the PQDR Report Control Number 

(RCN) from the MRO to the shipment status and designate a copy of the receipt 

transaction for distribution to the Product Data Reporting and Evaluation ProgramAutomated Information System (PDREP-AIS). 

11 Ibid. 12 Ibid. 13 Ibid. 14 Refer to ADC 242, Shipment Status DS 856S: Priority Designator (PD), Transportation Priority, Project 

Code, Special Requirements Code, approved for phased and staggered implementation.

15 Ibid

16 Refer to ADC 242A, Inclusion of Unit Price on DLMS Shipment Status (DS 856S).
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C5-8 CHAPTER 5 

 C5.1.4.1.11.2. DAAS will recognize the inclusion of the PDREPAIS DoDAAC in the shipment status and forward a copy of the shipment status for use 

in exhibit tracking.

 C5.1.4.2. Shipment Status from the CCP or Other Locations Performing 

Consolidation. Shipment status will be provided by the CCP or other locations 

performing consolidation subsequent to the original issuance of shipment status, for the 

primary purpose of providing updated RFID information. This in turn supports intransit 

asset visibility and receipt processing. Other locations include distribution depots

performing consolidation of local deliveries resulting in passive RFID updates.

 C5.1.4.2.1. Preparation of the CCP/Consolidation Shipment Status

 C5.1.4.2.1.1. The CCP/consolidation shipment status will be 

identified by a unique code in the transaction and will include the information as 

describe below. 

 C5.1.4.2.1.1.1. Ship-To-Activity. This activity will be explicitly 

identified. 

 C5.1.4.2.1.1.2. Lead TCN. This TCN may differ from that on 

the original shipment status.

 C5.1.4.2.1.1.3. RFID Tag Value. When applicable, the 

transaction will contain multiple passive RFID tag values using a hierarchical structure. 

The original passive RFID will be repeated when it is available. Any additional tag 

values available will also be provided. 

 C5.1.4.2.1.1.4. Transaction Originator, This will identify the 

routing identifier code (RIC) of the ICP perpetuated from the original shipment status.

 C5.1.4.2.1.1.5. Consolidation Activity. This will identify the 

DoDAAC of the location where the consolidation occurred, e.g. CCP or depot 

performing local delivery manifesting.

 C5.1.4.2.1.1.6. Shipment Date. This will be the 

CCP/consolidation point shipment date.

 C5.1.4.2.1.1.7. Mode of Shipment. This will be the mode 

shipped by the CCP/consolidation point. 

 C5.1.4.2.1.1.8. IUID Data. UII and/or serial numbers (when 

available) must be included for NSNs with an IUID Indicator Y. Capital equipment 

assigned under an established UIT program requires serialization data visibility and

therefore must cite the serial number and include the UII when available. Requirements 

for including the UII in the CCP/Consolidation Shipment Status are provided in C5.1.4.5.
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C5-9 CHAPTER 5 

 C5.1.4.2.1.2. Shipment status information content may be 

repeated from the original shipment status when this information is available, (e.g., 

when the original shipper was a co-located distribution depot). Where access to the 

original shipment status information is not available, the original data content will not be 

perpetuated and applicable data fields will not be populated.

 C5.1.4.2.2. DAAS Distribution of CCP/Consolidation Shipment Status. 

DAAS will route the CCP/consolidation shipment status to the ship-to activity. Standard 

DAAS business rules for distribution of the shipment status to status recipients do not 

apply. In addition, DAAS will not distribute the CCP shipment status to Distribution 

Depot ship-to locations or Material Processing Center (MPC) locations supported by 

DSS.

 C5.1.4.2.3. Use of the CCP/Consolidation Shipment Status by the 

Receiving Activity. The value of this transaction to the receiving activity is to support 

passive RFID-enabled receipt processing. DLMS applications not supporting passive 

RFID may disregard this status or choose to append the mode of shipment and the 

shipment date. New content on the CCP/consolidation shipment status should not be 

viewed as replacement values for a previously received shipment status matching on 

document number/suffix. Since there may not be a match on the previously identified 

TCN, the CCP/consolidation shipment status information will be handled in a way that 

does not impact quantity due or visibility of partial shipments that may not have been 

consolidated within the reconfigured shipment.

 C5.1.4.3. Shipment Status for Local Delivery Manifested, Outbound 

MILSTRIP Shipments on Behalf of On-Base Customers, Re-warehousing 

actions/transshipments between Distribution Depots in support of ‘Home’ Industrial 

Activity and ‘Forward Support’ Industrial Activity site materiel requirements, and nonMILSTRIP Shipments (e.g., DD Form 1149) to Off-Base Customers, with Passive RFID. 

For shipments prepared by the transportation office that are local delivery manifested, 

material processing center (MPC) deliveries, outbound MILSTRIP shipments on behalf 

of on-base customers, re-warehousing actions between distribution depots, and 

outbound non-MILSTRIP shipments (e.g., DD Form 1149) to off-base customers, the 

shipment status will be prepared in accordance with paragraph C5.1.4.1 using a DLMS 

856S, Shipment Status, to include identifying the passive RFID information and 

associating the tag data to the document number of the item(s) to be transshipped or 

cross-docked.

 C5.1.4.3.1. For local delivery manifested shipments, MPC deliveries, 

and outbound MILSTRIP shipments for On-Base Customers, the DLMS 856S will

contain the transaction status reason code (BSN07 = 091 Transship/Cross-dock 

Shipment Status (non-CCP)) to denote that the shipment status is being provided by a 

location performing transshipping/cross-docking subsequent to the original shipment. 

The RIC From will be the RIC of the activity executing the local delivery manifest. The 

remaining data elements for a shipment status transaction will be ascertained from the 

pack list/shipping documentation accompanying the shipment. If the shipment already 

has a pRFID tag on it, no additional DLMS 856S is required; the existing pRFID tag will 
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C5-10 CHAPTER 5 

just need to be read and an XML Visibility transaction sent to DAAS recording the tag 

read event. If there is no document number either on the inbound data or on the pack 

list/shipping documentation, then do not generate the DLMS 856S for conveying the 

pRFID tag. This is to preclude a mismatch of data with the original DLMS 856S 

transmitted by the ICP, that will have a document number.

 C5.1.4.3.2. For re-warehousing actions/transshipments between 

distribution depots in support of ‘Home’ Industrial Activity site and ‘Forward Support’ 

Industrial Activity site materiel requirements, a normal DLMS 856S will be generated 

and transmitted to DAAS. This transaction will carry the normal shipment status 

message data, along with the pRFID tag identification numbers and any extended 

transportation data (e.g., bill of lading number, commercial carrier tracking numbers). 

Since there will never be a materiel receipt acknowledgement (MRA) for these rewarehousing actions/transshipments between the Home and Forward Industrial 

Activities, a status reason code (BSN07=048 Industrial Activity ReWarehousing/Transship Shipment Status) will be included so that DAAS can flag these 

DLMS 856S instances and prevent them from triggering the MRA Report.

 C5.1.4.3.3. For outbound non-MILSTRIP shipments documented on a 

DD Form 1149, a DLMS 856S will be created. Table C5.T1 lists the minimum data 

elements that must be included in the shipment status message; sources of the data are 

the DD Form 1149 and pRFID tag information. Shipment status applicable to shipment 

of GFP will perpetuate all GFP contract data from the shipping documentation, to 

include the contract number authorizing GFP, and the call/order and CLIN when 

provided. For NSNs containing the IUID Indicator Y, include the UIIs and/or serial 

number(s) for each item when available. Capital equipment assigned under an 

established UIT program requires serialization data visibility and therefore must cite 

the serial number and include the UII when available.

Table C5.T1. Non-MILSTRIP Shipment Status Message

ITEM 

# 

DATA ELEMENT X12 

REFERENCE

VALUE

1. Transaction Set Purpose 

Code

BSN01 00

2. Shipment Identification BSN02 ZZ

3. Transaction Date BSN03 [YYYYMMDD]

4. Transaction Time BSN04 [HHMM]

5. Transaction Type Code BSN06 AS

6. Status Reason Code BSN07 014

7. Hierarchical Level 

(Transaction Originator)

HL01 1 

HL03 V 
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C5-11 CHAPTER 5 

Table C5.T1. Non-MILSTRIP Shipment Status Message

ITEM 

# 

DATA ELEMENT X12 

REFERENCE

VALUE

8. Routing Identifier Code 

(From)

N101 CS

N103 M4

N104 [RIC of Activity Generating 

Status]

N106 FR

9. Hierarchical Level 

(Shipment Status 

Information)

HL01 2 

HL03 W 

10. Materiel Identification LIN02 FS (for single line item NSN)

MG (for single line item part 

number)

ZZ (for multi-line items)

LIN03 [NSN] (if LIN02 = FS)

[Part Number] (if LIN02 = MG)

MIXED (if LIN02 = ZZ)

11. Unit of Issue SN103 [Unit of Issue] (for single line 

items)

MX (for multi-line items)

12. Quantity SN102 [Quantity] (for single line items)

1 (for multi-line items)

13. Document Number REF01 TN

REF02 [Document Number from DD

Form 1149]

14. Consignor N101 CN

N103 10

N104 [DoDAAC]

15. Ship To N101 ST

N103 10

N104 [DoDAAC]

N106 TO

16. Release Date DTM01 011
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C5-12 CHAPTER 5 

Table C5.T1. Non-MILSTRIP Shipment Status Message

ITEM 

# 

DATA ELEMENT X12 

REFERENCE

VALUE

DTM02 [CCYYMMDD]

17. Transportation Control 

Number

REF01 TG

REF02 [TCN]

18. Mode of Shipment TD504 [X12 Code from DLMS 

Conversion Guide]

19. Hierarchical Level (Passive 

RFID Information) 

HL01 3 

HL02 [Parent Loop Number] (if 

multiple levels of pRFID used 

between interior and exterior 

packaging)

HL03 P 

20. pRFID Tag Number REF01 JH 

REF02 [Tag Number]

21. Unique Item Identifier REF01 U3

REF02 [UII]

22. Serial Number REF01 SE

REF02 [Serial Number]

REF02 [UII]

 C5.1.4.3.4. DAAS Distribution of Shipment Status for Local Delivery 

Manifested, Deliveries to MPC, Outbound MILSTRIP Shipments on Behalf of On-Base 

Customers, and non-MILSTRIP Shipments (e.g., DD Form 1149) to Off-Base 

Customers. DAAS will route the shipment status to the ship-to activity. Standard DAAS 

business rules for distribution of the shipment status to status recipients do not apply. 

 C5.1.4.3.5. DAAS Distribution of Shipment Status for Re-warehousing 

actions/transshipments between Distribution Depots in support of ‘Home’ Industrial 

Activity and ‘Forward Support’ Industrial Activity site materiel requirements. DAAS will

route the shipment status according to standard DAAS business rules for distribution of 

the shipment status to status recipients.

 C5.1.4.3.6. Receiving Activity Use of Shipment Status for Local Delivery 

Manifested, Deliveries to MPC, Outbound MILSTRIP Shipments on Behalf of On-Base 

Customers, Re-warehousing actions/transshipments between Distribution Depots in 

support of ‘Home’ Industrial Activity and ‘Forward Support’ Industrial Activity site 
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C5-13 CHAPTER 5 

materiel requirements, and non-MILSTRIP Shipments (e.g., DD Form 1149) to Off-Base 

Customers. The value of this transaction to the receiving activity is to support passive 

RFID-enabled receipt processing. DLMS applications not supporting passive RFID may 

disregard this status or choose to append the mode of shipment and the shipment date. 

New content on the shipment status should not be viewed as replacement values for a 

previously received shipment status matching on document number/suffix.

 C5.1.4.4. Shipment Status Materiel Returns. The DLMS 856R, Shipment 

Status Materiel Returns, will be used to prepare a shipment status and be submitted 

promptly to the ICP/IMM after materiel directed for return is released to the carrier. 

Refer to Chapter 11 for materiel returns program procedures. Shipment status for 

materiel returns will include the TCN, shipment date, mode of shipment, and quantity 

shipped. It will perpetuate data content from the DLMS 180M automatic return 

notification or the ICP/IMM DLMS 870M reply to the customer’s asset report and 

shipping information, as applicable, per guidance in the DLMS Supplements. The 

DLMS 856R shipment status will include asset visibility content and intransit visibility 

requirements as directed under DoD policy/procedures (DoD 5-11.1-R). DLMS 

enhancements include, but are not limited to, the following:

 C5.1.4.4.1. Passive RFID for the shipment unit/case/pallet associated at 

the document number level. The shipment status transaction may identify a hierarchy 

to clarify the relationship of passive tags within different shipment levels.

 C5.1.4.4.2. For UIT purposes, the IUID and/or serial number. Serial 

number without applicable IUID may be used during MILSTRIP/DLMS transition and 

pending implementation of IUID capability. Refer to Chapter 19 “Procedures For 

Serially Managed Materiel Requiring Owner Visibility”, for UIT guidance.

 C5.1.4.4.3. Both the TCN and a secondary transportation number, such 

as the small package carrier number, when this is applicable.

 C5.1.4.4.4. Identification of the carrier, when other than USPS, by 

SCAC.

 C5.1.4.4.5. Specific identification of all parties associated with the 

materiel return. This includes the party to receive credit when different from the 

document number DoDAAC (previously carried in the MILSTRIP supplementary 

address) and all parties to receive status. Transition to use of specifically identified 

parties facilitates full DLMS implementation, by enabling identification of multiple 

different activities (e.g. submitter, ship-from, credit-to, status-to). Prior coordination for 

this DLMS enhanced capability is required.

 C5.1.4.5. Item Unique Identification Shipment Status

 C5.1.4.5.1. UII and/or Serial Number on Shipment Transactions. For 

NSNs that contain the IUID Indicator Y, storage activities (or initial shipping activity) will 

provide the UII and/or serial number, on outbound shipment status using the DLMS 

856S transaction. If the UII is not available provide the serial number if available. The 
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C5-14 CHAPTER 5 

long-term end state goal is to rely on the UII only. Table C5.T2 shows the decision 

matrix that applies to scenarios where the UII and/or serial number may not be available 

when the item is being shipped. The overriding vision is that, pending full transition to 

DoD IUID Supply Policy using the UII, processing of outgoing shipments does not stop 

due to lack of a viable UII and/or serial number when the NSN contains an IUID 

Indicator Y. Capital equipment assigned under an established UIT program requires

serialization data visibility and therefore must cite the serial number and include the UII 

when available. 

Table C5.T2. Shipment Decision Matrix

UII Serial Number Approved UIT

Machine 

Readable Serial 

Number

Release 

Shipment?

Y Y N Y Y 

Y N N N Y 

N Y N Y Y 

N N N N Y 

Y Y Y Y Y 

Y N Y N N 

N Y Y Y Y 

N Y Y N N 

N N Y N N 

Note: N (No) in the Release Shipment column indicates additional 

research is required by the shipping activity to identify a valid UII and/or 

serial number or to hand type the serial number data when required for 

UIT items.

C5.1.4.5.2. Applicability. The requirement applies to shipments originated by the 

storage activity in receipt of any of the following directions to pick, pack, and ship: 

Materiel Release Orders (MRO), Lateral Redistribution Orders (LRO), or Redistribution 

Orders (RDO). The scope includes materiel shipped under MILSTRIP business rules, 

as well as non-MILSTRIP shipments documented on a DD 1149, Requisition and 

Invoice/Shipping Document, when DLMS Shipment Status is provided.

 C5.1.4.5.3. Issue Release/Receipt Document. Shipping activities will 

prepare the Issue Release/Receipt Document (IRRD), when applicable, in accordance 

with DLM 4000.25, Volume 2, Appendix 6.35 and 6.36, providing the UII(s) and/or serial 

number(s) of the items shipped using automated information technology (AIT).

 C5.1.4.5.4. Due In Record. Receiving activities will use the UIIs and/or 

serial numbers in the shipment status to create or update the due-in record. This 
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C5-15 CHAPTER 5 

information will be used to verify the UIIs actually received. Receiving activities will 

follow the supply discrepancy reporting procedures to report mismatches as 

appropriate.

 C5.1.4.5.5. Scenarios for Including the UII in the Shipment Status. 

Capital equipment assigned under an established UIT program requires serialization 

data visibility and therefore must cite the serial number and include the UII when 

available.

 C5.1.4.5.5.1. Shipment Status Subsequent to a Materiel Release 

Order. Initial shipment status normally is prepared by the storage site on behalf of the 

materiel owner. When the material is shipped, the shipping activity will prepare and 

transmit a DLMS 856S with UII(s) and/or corresponding serial numbers, under DoD 

IUID Supply Policy requirements to DAAS. For this scenario and the others to follow, 

the Defense Automatic Addressing System (DAAS) will route the shipment status to the 

designated status recipients per standard MILSTRIP distribution rules and to any 

additional parties as identified in the transaction.

 C5.1.4.5.5.2. Shipment Status Subsequent to a Redistribution 

Order. Initial shipment status is normally prepared by the storage site. When materiel 

is shipped, the shipping activity will prepare and transmit the 856S to the designated 

receiving activity including UII and/or corresponding serial numbers, under the 

requirements in DoD IUID Supply Policy.

 C5.1.4.5.5.3. Shipment Status Subsequent to a Direct Vendor 

Delivery. The source of supply is responsible for providing shipment status for materiel 

shipped directly by the vendor to the customer. Under this scenario, the source of 

supply will NOT provide IUID content on the DLMS 856S. Instead, it is anticipated that 

the receiving activity will be fully DLMS compliant and will receive a copy of the Wide 

Area Workflow (WAWF) Advance Shipment Notice (856) containing the IUID data 

content. There is no requirement for redundant transmission of IUID data to the 

receiving activity. 

 C5.1.4.5.5.4. Shipment Status Subsequent to a Lateral 

Redistribution Order with Distribution Code 2 or 3. The LRO is a request by the 

manager to redistribute retail stock identified through retail level reporting or access to a 

retail asset visibility system.

 C5.1.4.5.5.4.1. In response to the LRO, the shipping activity will 

prepare and transmit the 856S (DIC AS6) to the originator of the LRO. The shipping 

activity will include IUID content, Distribution Code 2 or 3, and identification of the shipto activity. 

 C5.1.4.5.5.4.2. When the LRO shipment status (DLMS 856S 

(DIC AS6)) contains IUID content, DAAS mapping will be used to prepare a DLMS 856S 
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C5-16 CHAPTER 5 

to perpetuate the IUID content to the ship-to activity. DAAS, at a minimum, will indicate 

the following:

• DIC AS1 if the ship-to activity is the requisitioner. If the ship-to activity is 

not the requisitioner, then indicate DIC AS2. The ship-to will be 

perpetuated from the DLMS 856S (DIC AS6).

• The RIC-To from the DLMS 856S (DIC AS6) becomes the RIC-From in 

the DLMS 856S (DIC AS1) (indicating that the shipment status is provided 

on behalf of the manager).

• Distribution Code 2 or 3 

• UIIs and/or serial numbers 

• Signal Code B used in the LRO will NOT be perpetuated.

• The Supplemental Data field will NOT be perpetuated. 

 C5.1.4.5.5.4.3. Upon receipt of the DLMS 856S (DIC AS6), the 

manager will then generate the shipment status 856S (DIC AS8), without UIIs and with 

the distribution code from the original requisition and send to DAAS, who will route it to 

status recipients under MILSTRIP distribution rules and to any additional parties as 

identified in the transaction.

 C5.1.4.5.5.4.4. The customer supply system must ensure that 

the shipment status provided by the manager without UIIs does not overlay the LRO 

shipping activity's shipment status with UIIs. The Distribution Code 2 or 3 may be used 

to recognize the LRO shipping activity shipment status. 

 C5.1.4.5.5.5. Shipment Status Subsequent to a Disposal Release 

Order (DRO). In response to directed release of property to a DLA Disposition Services 

Field Office, the shipping activity will provide shipment status including UII and/or 

corresponding serial numbers, under the requirements in DoD IUID Supply Policy.

 C5.1.4.5.5.6. Shipment Status in Response to a Follow-Up. The 

source of supply will follow current MILSTRIP procedures to prepare the shipment 

status transaction based on the Materiel Release Confirmation (DLMS 945A) under 

DoD IUID Supply Policy. Since the MRC does not contain IUID data, no UII/serial 

numbers will be in the source of supply shipment status transaction. 

 C5.1.4.5.5.7. Shipment Status Prepared by Consolidation and 

Containerization Point (CCP) or Other Locations Performing Consolidation. When the 

CCP or other location performing consolidation prepares the shipment status, it will 

include the UII and/or serial number based on DoD IUID Supply Policy. CCP eligibility 

will not be altered based on the requirement to include the IUID data.
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 C5.1.4.5.5.8. Shipment Status on Multiple Freight Pieces. For a 

shipment containing IUID content and shipped in multiple freight pieces, shippers are 

NOT authorized to execute the movement of the shipment using multiple freight piece 

procedures (e.g., citing the same TCN for all boxes). Those shipments must be 

“partialled” by using the 16th position of the TCN to uniquely identify each freight piece. 

A separate DLMS 856S Shipment Status will be transmitted for each document number 

– partial TCN pair, identifying the contents of each freight piece, to include pRFID tag(s) 

and UII(s) and/or serial numbers.

 C5.1.4.5.5.9. Non-MILSTRIP Shipments Documented on a DD 

1149. When the shipping activity is requested to ship material documented by a DD 

1149, Requisition and Invoice/Shipping Document, see paragraph C5.1.4.3.3. for 

procedures associated with the construct of the DLMS 856S Shipment Status. To add 

the UII and/or serial number data, key aspects of the HL looping of the 856S are:

 C5.1.4.5.9.1. The first HL loop is allocated to addressing and 

the second HL loop is allocated to the shipment. If there is pRFID at the carton level, it 

will be passed in the third HL loop, which will be a pack loop.

 C5.1.4.5.9.2. To identify the UIIs and/or serial numbers, use 

separate HL item loops to identify the UII and/or serial number information. If there is 

pRFID at the item level, the pRFID tag information will be passed in a REF segment 

within the applicable item loop to which it applies. A separate HL item loop will be 

generated for each item. If there is a pack loop, then the item loop will identify the 

associated pack loop as its parent in the HL02; if there are no pack loops, then there will 

be no HL02. 

 C5.1.4.6. Shipment Status Message Changes/Updates. In the event a 

shipment does not get lifted as originally intended (e.g., shipment is left off the truck) 

and the shipment is re-booked, the activities (e.g., shippers, ICPs) that originate the 

DLMS 856S shipment status transaction will send an updated transaction with all of the 

changed transportation information. The shipment status update can also be used to 

convey updated passive RFID tagging information, if it changed from the original 

erroneous submission. Examples of changed transportation information includes 

transportation method code, SCAC, ship date, bill of lading information, and tracking 

information.

 C5.1.4.6.1. Preparation of the Shipment Status Change/Update

 C5.1.4.6.1.1. The shipment status change/update message will be 

identified by a unique code (BSN02 = RR) in the transaction to flag it as an updated 

shipment status message. 

 C5.1.4.6.1.2. It will convey a new Status Reason Code (BSN07 = 

A40) to advise the shipment status recipient that the updated shipment status 

transaction corrects erroneous content data (e.g., transportation data, pRFID data).
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C5-18 CHAPTER 5 

 C5.1.4.6.1.3. It will repeat the shipment status information from the 

original shipment status message, in addition to any changes to the original information.

 C5.1.4.6.1.4. It will convey updated passive RFID information if it 

has changed from the original erroneous submission. When applicable, the transaction 

will contain multiple passive RFID tag values using a hierarchical structure. The original 

passive RFID will be repeated when it is available. Any additional tag values available 

to the shipment status recipient will also be provided.

 C5.1.4.6.1.5. It will convey changed transportation information 

(e.g., transportation method code, SCAC, ship date, bill of lading information, and 

tracking information). 

 C5.1.4.6.2. DAAS Distribution of Shipment Status Change/Update. 

DAAS will route the shipment status change/update to the shipment status recipient per 

standard business rules for distribution of the shipment status. 

DAAS will not distribute the shipment status change/update to MILSTRIP legacy 

recipients. 

 C5.1.4.6.3. Use of the Shipment Status Change/Update by the 

Receiving Activity. The value of this transaction to the receiving activity is to provide 

corrected transportation data and to support passive RFID-enabled receipt processing. 

DLMS compliant systems’ receiving applications should handle the updated 

transactions as the official shipment status, since they carry the corrected data. 

C5.1.5. Requesting Status

 C5.1.5.1. Purpose. Use the DLMS 869F Requisition Follow-Up to request 

status on a previously submitted requisition.

 C5.1.5.2. Organizations Receiving Status. To ensure sources of supply

automatically provide status data to all organizations required to receive supply and/or 

shipment status, identify all additional organizations to receive status in the initial 

requisition or in requisition related transactions. To obtain status on previously 

submitted requisitions or cancellation requests, activities may submit follow-ups.

 C5.1.5.3. Reports. The DoD Components will submit reports when 

requisition status reporting is required to designate status of a project. Obtain special 

reports, when required, from an eligible recipient of status identified in requisitions. 

Special reports are not required from the inter-DoD Component sources of supply. 

 C5.1.5.4. Status Code CA. When Status Code CA is received in response to 

a follow-up request and no record of the previous Status Code CA and the reasons for 

rejection can be located, authorized status recipients may inquire off line, such as via 

mail, message, or telephone, to the source of supply to obtain reasons for rejection.
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C5-19 CHAPTER 5 

C5.1.6. Status Recording. Organizations will promptly record all status 

information received (automatically and/or in response to requisition inquiries) to 

applicable due-in records and/or requisition history (status) files, and, in the case of the 

DLA Disposition Services, the disposal suspense file. Status recipients will use supply 

status data to establish or update the due-in record to monitor for materiel receipts 

under Chapter 13. In addition, status recipients will: 

 C5.1.6.1. Give particular attention to the supply status transaction date to 

ensure that records/files are updated in the proper chronological order/date sequence.

 C5.1.6.2. Review the DLMS 870S received for any additional action required 

by the status code if any. 

 C5.1.6.2.1. If supply status identifies a processing delay due to storage 

site denial to the source of supply’s materiel release order (Status Code BD with 

Management Code R), the customer/customer’s system will update/clear the local 

record for the suffix and quantity identified (so that later status on a next available suffix 

is not misinterpreted as duplicative/exceeding the quantity ordered, potentially triggering 

cancellation). Estimated shipping dates will not be provided with BD status when 

associated with storage activity denial as indicated by Management Code R. Further 

supply action to satisfy the denied quantity will be identified on later supply status 

transactions under the next available suffix code. Use of Status Code BD with 

Management Code R allows the customer’s system to better track status and recognize 

the correct quantity in process.

 C5.1.6.2.2. If a requisition has been rejected with a rejection status 

code, and the materiel is still required, the requirement will be submitted as a new 

requisition with a new document number and a current transaction date.

 C5.1.6.3. Treat shipment status received as notice shipment has been made 

and that additional follow up will only result in receipt of another shipment status 

document.

 C5.1.6.4. Anticipate receipt of materiel within prescribed Uniform Materiel 

Movement and Issue Priority System (UMMIPS) timeframe for the assigned PD, or the 

RDD cited in the requisition, upon receipt of supply status without an estimated shipping 

date (ESD). 

 C5.1.6.5. Evaluate status already received prior to submitting requisition 

inquires to follow up for additional status.

 C5.1.6.6. Ensure appropriate status is sent to other activities requiring status 

when the only status recipient is the activity identified by a distribution code.

C5.1.7. Sending Status - General

 C5.1.7.1. Requirements. Sources of supply will automatically send a DLMS

870S when processing requisitions, redistribution orders (RDOs), cancellations, 
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C5-20 CHAPTER 5 

modifications, and requisition inquiries (follow-ups and requests for supply assistance). 

MCAs will send reject status for requisitions they process. Sources of supply will

maintain and send current supply status as provided below. For these purposes, MCAs 

and sources of supply will maintain accessible requisition history records for a minimum 

of 6 months after completing a shipment of materiel or canceling a requisition, to 

provide for timely status responses. MCAs will maintain requisition history records until 

contract termination.

 C5.1.7.2. Associated Transaction Status. Sources of supply initiated 

requisition status will include all status transactions (supply and shipment) generated 

during source of supply processing that are not produced in response to requisition 

inquiries or cancellation requests.

 C5.1.7.3. Normal Requisitioning Processing. The sources of supply will

provide supply status based on normal requisition processing, including additional 

supply status due to changes in requisition processing, such as, cancellation actions, 

modifications, item substitutions, DVD actions, changes in ESDs (when retransmitting 

requisitions to another source of supply), and requisition inquires (follow-ups and 

requests for supply assistance). In addition, supply sources will send: 

 C5.1.7.3.1. A DLMS 870S with Status Code BB (citing the scheduled 

ESD for release of materiel from stock to the customer) when backordering a requisition 

against a due-in to stock. The source of supply will always send additional Status Code 

BB to organizations with a revised ESD when adjusting shipping dates.

 C5.1.7.3.2. A DLMS 870S with Status Code BZ with an ESD after 

deciding to process the requirement as a DVD shipment. Sources of supply will give 

Status Code BV after effecting contracts or procurement actions and establishing an 

agreed to contract shipping date. Status Code BV must contain contract shipping date 

and also the contract data that provides organizations with a cross-reference to the 

original requisition. At a minimum, contract data will include the contract number, 

call/order number, notification of destination/origin acceptance, allowable quantity 

variances, and identification of the contractor by CAGE. The contract required shipping 

date will be discretely identified and may be equal to the estimated shipment date. 

Additional contract data may be included as available.17

 C5.1.7.3.3. A DLMS 870S with additional Status Code BV with a revised 

ESD to organizations when adjusting contract shipping dates on items scheduled for 

DVD.

 C5.1.7.4. Manual Requests. The source of supply may reject a requisition, 

or initiate a manual off-line request to obtain additional information, when the requisition 

contains insufficient information to continue processing. Use the STATUS TO 

organization identified in the requisition as the action addressee on all requests for 

additional information. Treat other organizations identified in the requisition, not 

17 Refer to ADC 465, Contract Data for 870S_BV Status
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C5-21 CHAPTER 5 

designated as STATUS TO organizations, as information addressees on requests for 

additional information. When an inquiry for additional information is made, the source of 

supply will send a DLMS 870S with Status Code BD, to all designated STATUS TO 

organizations. Sources of supply will suspend further action on requisitions awaiting 

additional information until a response is received or until 30 calendar days from date of

inquiry, whichever occurs first. Upon receipt of requested information, the source of 

supply will continue normal processing. If the organization does not provide needed 

information within 30 calendar days, the source of supply will reject the requisition using 

a DLMS 870S with Status Code D3. 

 C5.1.7.5. Status Frequency. For each reinstated requisition, retransmitted 

(rerouted) requisition, requisition modifier, and Materiel Release Order (MRO) 

processed, sources of supply will automatically send supply and/or shipment status, as 

appropriate.

 C5.1.7.5.1. Shipment Status to DAAS. Sources of supply will transmit 

shipment status to DAAS for all source of supply requisitions to include a DLMS 856S 

for all DVDs, as required. Upon receipt of shipment status, DAAS will convert the 

shipment status to the appropriate type of status and make distribution. Except for 

cancellation and rejections, DAAS will send status to designated status recipients as 

identified by a significant media and status code (DoD or Component level), a significant 

distribution code and to any activity identified by RIC as a party to receive status. 

Sources of supply will give shipment status for exception ship-to addresses.

18 As of 

April 1, 2014, the inclusion of a country code not valid with the current Geopolitical 

Entities, Names, and Codes (GENC) Standard will result in the transaction being 

rejected by DAAS using the DLMS 824R Reject Advice citing Reject Advice Code AU.19

 C5.1.7.5.1.1. Material Processing Center (MPC) Shipment Status. 

DAAS will also provide a copy of shipment status for materiel to be delivered to any 

customer supported by a MPC operated by DLA Distribution at the co-located DLA 

Distribution Center receiving site. In order to accomplish this, DAAS will maintain a 

table of DoDAACs associated with a particular copy of DSS as identified by DLA 

Distribution that the copy of DSS MPC supports. DLA Distribution, in coordination with 

the Service, will provide updates to DAAS as needed. When DAAS processes the 

DLMS 856S/AS8 and the ship-to DoDAAC begins with N, R, V, Z, M, or as otherwise 

identified, DAAS will match the ship-to DoDAAC to the MPC table. When an 

appropriate DSS DoDAAC for MPC support is identified, shipment status will be 

forwarded to the DSS for establishment of pre-positioned materiel receipt (due-in) 

record at the applicable MPC.

 C5.1.7.5.1.2. MPCs receiving shipment status are located at the 

distribution center locations identified in Table C5.T3. 

18 Refer to ADC 242B.

19 Refer to ADC 1075.
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C5-22 CHAPTER 5 

Table C5.T3. DLA Distribution Center and Co-Located Material Processing Centers

DISTRIBUTION CENTER WITH 

CO-LOCATED MPC

DISTRIBUTION 

CENTER DODAAC

MPC ROUTING 

IDENTIFIER CODE

Norfolk SW3117 PSJ

Jacksonville SW3122 PSU

San Diego SW3218 PSK

Puget SW3216 PSN

Yokosuka SW3142 PSL

Sasebo SW3143 PSM

Guam SW3147 SCN

Pearl Harbor SW3144 PSY

Sigonella SW3170 SNH

Bahrain SW3183 SNN

Everett, Washington State SW3237 SNY

Little Creek, Norfolk, VA SW3187 SEF

Groton, Ct SW3188 SEX

Djibouti SW331M S5W

Rota, Spain SW310J SC1

Salalah, Oman SW3156 S1C

 C5.1.7.5.1.3. The MPC will use the ship-to DoDAAC, mark-for 

party project code, special requirements code, and transportation priority or priority 

designator from the due-in record or the shipment documentation to sort materiel for 

delivery per the Navy customer direction.

 C5.1.7.5.2. Status of Unconfirmed Materiel Release Orders. Sources of 

supply will send DLMS 856S transactions to DAAS in accordance with C5.1.7.5.1. 

DAAS will send this status to the ship-to activity. If DAAS cannot determine the ship-to 

activity, DAAS will return the transaction to the ICP for handling. DAAS will route the 

pseudo shipment status transaction for SA requisitions to the applicable DoD 

Component International Logistics Control Office (ILCO). 

 C5.1.7.6. Turn-In Document Status. For each shipment to DLA Disposition 

Services using the disposal turn-in document number (DTID), the shipping 

activity/storage location will provide a DLMS 945A, Disposal Release 

Confirmation to the materiel owner/source of supply and provide the shipment 

status to DLA Disposition Services. For shipments to DLA Disposition Services, 
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C5-23 CHAPTER 5 

the supply condition, and other mandatory data elements for the shipment status 

are identified in Chapter 16. 

 C5.1.7.7. Requisition/Reinstatement for Backorder. When a requisition or 

reinstatement of a requisition is to be backordered against due-in to stock, sources of 

supply will furnish exception supply status. Sources of supply will send Status Code BB

and the ESD for release of materiel from stock to the customer. Sources of supply will

send Status Code BB to the customer with the revised ESD when shipping dates are 

adjusted.

 C5.1.7.8. Exception Status. Sources of supply will send a DLMS 870S 

Exception Supply Status when the intent to process for DVD is known. This exception 

status will contain Status Code BZ and the ESD. When contracts or procurement 

actions have been effected and an agreed to contract shipping date is established, 

sources of supply will send additional Status Code BV indicating the contract shipping 

date.

 C5.1.7.9. Contract Shipping Date Adjustment. When contract shipping dates 

are adjusted on items scheduled for DVD, the source of supply will provide a DLMS

870S with Status Code BV to indicate the revised shipping date. Sources of supply use 

the DVD notice DLMS 870S to notify organizations of materiel being supplied by DVD. 

This notice provides a cross-reference between the document number and contract 

data. When delivery dates are established for DVD shipments, the source of supply will

provide the DVD notice in addition to supply status.

 C5.1.7.10. Indicating Processing Delay. Sources of supply will furnish supply 

status indicating a processing delay when an MRO is denied by the storage activity. 

Use Status Code BD and denial Management Code R citing the MRO denied quantity 

and suffix.20 Further supply action to satisfy the denied quantity is anticipated to occur 

on a later suffix code.

 C5.1.7.11. Mandatory Status Reporting. The use of supply and shipment 

status is mandatory for all source of supply initiated requisition statuses. Supply source 

initiated requisition status includes all statuses generated during source of supply

processing not produced in response to follow-ups or cancellation requests. Use of 

supply and shipment status in response to cancellation requests is optional when supply 

status distribution rules require multiple recipients of status. Upon receipt of a DLMS

856S, DAAS will convert the request to the appropriate response transactions and make 

distribution to all eligible status recipients.

 C5.1.7.12. Preparation of Status

 C5.1.7.12.1. Late Delivery. All supply status transactions, indicating

materiel will be released for shipment later than the standard delivery date (SDD) or 

RDD/required delivery period (RDP) must contain an ESD. Such supply status is 

20 Authorized for use on an intra-Army basis (ADC 191) and later expanded to inter-Service/Agency use 

(ADC 312). Not implemented by DLA and other Components.
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C5-24 CHAPTER 5 

applicable to materiel obligations including procurement for DVD. Conversely, the 

source of supply will reject requisitions that contain Advice Code 2C, 2J, 2T, or 2W with 

Status Code CB when items are not available for immediate release or cannot be 

supplied by the SDD/RDD/RDP, with a DLMS 870S.

 C5.1.7.12.2. Estimated Shipment. ESDs are also mandatory entries for 

those transactions reporting adjusted ESDs and any circumstance that predicts that 

issue may not be made within the timeframes established for the PD. Storage facilities 

in receipt of requisition inquiries on requirements that are in the process of being filled

will use supply status to provide ESDs to the requesting source of supply. Status 

transactions providing advice of such events as changes in stock numbers, unit of issue 

changes, rejections, and shipments will not contain an ESD.

 C5.1.7.12.3. Rejecting Requisitions. Sources of supply will use a DLMS

870S with status codes in the C and D series when rejecting requisitions and RDOs.

 C5.1.7.12.4. Processing Point Response. Processing points provide a 

DLMS 856S in response to receipt of a DLMS 869F, Requisition Follow-up, containing 

the DoDAAC of the initial (origin) transportation activity. If the processing point is 

unable to provide the DoDAAC information to the requesting activity, the follow-up 

transaction will be rejected with Status Code DY. 

 C5.1.7.12.5. Requisition Inquiry. Status furnished by a DLMS 870S in 

response to a DLMS 869A, Requisition Inquiry, will contain the most current information 

available regarding the status of the requisition. Supply status in response to a 

requisition inquiry will contain a changed/new ESD, when applicable, and a transaction 

date that corresponds to the date of the reply. A DLMS 856S in response to a 

requisition inquiry will contain the shipping data for the materiel shipped.

 C5.1.7.12.6. Narrative Explanation. Status Code CA and TD are the 

only status conditions to which the source of supply will provide a narrative explanation 

(in a free-form format) identifying the reason for rejection. 

 C5.1.7.12.7. Abbreviated Messages. The DoD Components may opt to 

use abbreviated status to activities.

 C5.1.7.12.8. Cancellation Request. A DLMS 870S with Status Code BF

sent in response to cancellation requests, with a document number not matching source 

of supply records, prevents source of supply processing of later transactions for this 

same document number. When providing Status Code BF in response to a cancellation

request, also provide Status Code BF in response to all other transactions received 

containing the same transaction reference number. Sources of supply will retain 

accessible history records of Status Code BF generated from processing no-record 

cancellation requests following the generation of Status Code BF in accordance with 

DoD 5015.02, DoD Records Management Program. 
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C5-25 CHAPTER 5 

 C5.1.7.12.9. Materiel Returns Status. Use Chapter 11 procedures for 

providing materiel returns supply status transactions resulting from processing OMRs 

and OMR-related transactions.

 C5.1.7.12.10. Free Issue. Requisitions that fail free issue validation will

be rejected with Status Code CM; a new funded requisition may be submitted if the 

materiel is still required. Requisitions that fail free issue validation after materiel release 

(post-post requisitions/issue) may be handled as funded requirements. In this case, the 

source of supply will furnish Status Code DT alerting eligible status recipients that the 

post-post requirement is not authorized for free issue and to adjust fund obligation 

records as materiel will be billed to the requisitioner.

 C5.1.7.12.10.1. Where a post-post requisition contains a free issue 

Signal Code D or M and free issue is not authorized, the signal code will be modified to 

the applicable billable signal code. Where the original requisition identified a valid fund 

code, it will be used for billing; otherwise, the fund code will be modified to indicate noninterfund billing (Fund Code XP):

 C5.1.7.12.10.1.1. Signal Code D will be replaced with Signal 

Code A to show the correct shipping activity. (Both D and A ship-to the requisitioner as 

identified in the document number of original submission.)

 C5.1.7.12.10.1.2. Signal Code M will be replaced with Signal 

Code J to show the correct shipping activity. (Both M and J ship-to the supplementary 

address identified in the original submission.)

 C5.1.7.12.10.2. Since post-post orders are already shipped and 

cannot be split, if part of the quantity ordered is not eligible for free issue, the entire 

order will be denied free issue.

 C5.1.7.12.11. Expedited/Replacement Shipment Subsequent to 

Validated Supply Discrepancy Report. When reshipment is required (e.g. due to 

shortage, non-receipt, wrong item, or comparable discrepancy/deficiency), the 

reshipment will be processed using the original document number and the next 

available suffix code. At a minimum, the SoS will provide supply status indicating the 

estimated shipment date for the reshipment.21

 C5.1.7.13. Time Standards for Providing Status Transactions. When 

required, sources of supply will dispatch applicable status on requisitions, retransmitted 

requisitions, reinstated requisitions, and responses to requisition inquiries within the 

times prescribed below:

 C5.1.7.13.1. Supply Status

21 Refer to ADC 1091, SDRs Requesting Expedited or Replacement Shipment.
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C5-26 CHAPTER 5 

 C5.1.7.13.1.1. Two calendar days from receipt of PD 01-08 

transactions.

 C5.1.7.13.1.2. Five calendar days from receipt of PD 09-15 

transactions.

 C5.1.7.13.1.3. Twenty-four hours after release of MOV requests.

 C5.1.7.13.2. Shipment Status

 C5.1.7.13.2.1. Twenty-four hours after shipment (or release to 

carrier) for PD 01-03 transactions.

 C5.1.7.13.2.2. Forty-eight hours after shipment for PD 04-08 

transactions.

 C5.1.7.13.2.3. Three working days after shipment for PD 09-15 

transactions.

 C5.1.7.13.2.4. Twenty-four hours from receipt of PD 01-03 

requisition inquiries.

 C5.1.7.13.2.5. Forty-eight hours from receipt of PD 04-08 

requisition inquiries.

 C5.1.7.13.2.6. Three working days from receipt of PD 09-15 

requisition inquiries.

C5.1.8. Distribution of Status

 C5.1.8.1. Requisition Cancellations. Sources of supply will automatically 

send supply and/or shipment status in response to requisition cancellations, including 

mass and universal cancellations. In addition to status sent to organizations, DAAS will

send shipment status to storage/procurement activities and/or the source of supply

(when DVD actions with Status Code BV are applicable) on all affected shipments 

entering the DTS during mass or universal cancellation situations. Sources of supply

will send the status of cancellation actions within five calendar days of receipt of the 

requisition cancellations. Sources of supply will revise this status as further actions are 

taken on the cancellation request.

 C5.1.8.2. Procedures. Sources of supply will address supply and shipment 

status sent in response to requisition cancellations as follows:

 C5.1.8.2.1. When there is no record of the requisition cancellation, 

address the status transaction to the requisitioner.
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C5-27 CHAPTER 5

C5.1.8.2.2. When there is a record of the requisition cancellation, 

address the status transaction to the organization(s) identified in the cancellation 

request, including any additional status organizations.
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C6-1 CHAPTER 6

C6. CHAPTER 6 

PHYSICAL INVENTORY CONTROL

C6.1. GENERAL

C6.1.1. Purpose. 

 C6.1.1.1. This chapter provides procedures, performance objectives, and 

reporting requirements for maintaining accurate records of the physical inventory, 

conducting physical inventory counts, and reconciling record variance for materiel within 

the supply system of the Department of Defense.

 C6.1.1.2. There are additional processing procedures over and above those 

contained in this chapter that must be applied for items identified as serially managed 

materiel requiring owner visibility at DLA Distribution Centers. The identity of the 

materiel and the additive procedures are in Chapter 30.

C6.1.2. Transactions. This chapter addresses the procedures applicable to physical 

inventory control functions using the Defense Logistics Management Standards (DLMS) 

846P, 846R, and 888I. The corresponding Military Standard Transaction Reporting and 

Accounting Procedures (MILSTRAP) legacy transaction functionality is identified for 

information purposes in a mixed Defense Logistics Standard System (DLSS)/DLMS 

environment. Other formats such as Extensible Markup Language (XML) are also 

available. See the DEDSO Website DLMS IC page for available formats.

 C6.1.2.1. DLMS 846P, Physical Inventory Request/Transaction History 

Request. Physical Inventory Request/Transaction History Request transaction 

functions of DLMS 846P is identified by the Accredited Standards Committee (ASC) 

X12 beginning segment (1/BIA/20) Report Type Code (BIA02). 

 C6.1.2.1.1. Physical Inventory Request Transaction is DLMS 846P 

identified by Report Type Code TC – Physical Inventory Request. The owner/manager 

uses this transaction to initiate, follow up on, or cancel a physical inventory. The 

storage activity uses it to initiate or cancel a physical inventory. This transaction 

provides MILSTRAP legacy DIC DJA functionality, except as noted below for Report 

Type Code DD. 

 C6.1.2.1.2. Response to Physical Inventory Request Transaction is 

DLMS 846P identified by Report Type Code DD – Distributor Inventory Report. This is 

used by the storage activity to respond to a Physical Inventory Request Transaction 

from the owner/manager when the response does not include asset balances. Use as a 

response relates to use with physical inventory transaction Management Code R, S, or 

Y. This transaction provides MILSTRAP legacy DIC DJA functionality when DJA is 

used as a response to indicate no record of stock number or no record of ownership; 
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C6-2 CHAPTER 6

physical inventory in workload bank or in process; or response to follow-up when 

inventory already complete (Management Codes R, S, and Y respectively). 

 C6.1.2.1.3. Transaction History Request Transaction is DLMS 846P 

identified by Report Type Code TF – Transaction History Request. Owner/Manager 

uses this to request transaction history from the storage activity. This transaction 

provides MILSTRAP legacy DIC DZJ functionality. 

 C6.1.2.1.4. Response to Transaction History Request Transaction (No 

History Available) is DLMS 846P identified by Report Type Code AD – Agent/Distributor 

Inventory Report. Storage activities use this to respond to Transaction History Request 

when no history is available. This transaction provides MILSTRAP legacy DIC DZK 

functionality when DZK record position 30-43 is 8-filled or 9-filled.)

 C6.1.2.1.5. End of Day Transaction Count Transaction is DLMS 846P 

identified by Report Type Code B1 – Batch Report. This transaction is sent by the 

storage activity to the owner/manager to advise the owner/manager of the number of 

accountable (balance affecting) transactions that were forwarded during the daily 

course of business. This transaction provides MILSTRAP legacy DIC DZM 

functionality. 

 C6.1.2.2. DLMS 846R, Location Reconciliation. Location Reconciliation 

transaction functions of DLMS 846R is identified by the ASC X12 beginning segment 

(1/BIA/20) Report Type Code (BIA02).

 C6.1.2.2.1. Location Reconciliation Request Transaction is DLMS 846R 

identified by Report Type Code LC –Location Inventory Report. The storage activity 

sends this to the owner/manager to reconcile storage activity and owner/ manager 

records. This transaction provides MILSTRAP legacy DIC DZH functionality.

 C6.1.2.2.2. Location Reconciliation Notification Transaction is DLMS

846R identified by Report Type Code X4 – Summary Report. The storage activity 

sends this to the owner/manager to advise of the number of Location Reconciliation 

Request transactions being forwarded. This transaction provides MILSTRAP legacy 

DIC DZN functionality.

 C6.1.2.2.3. Location Reconciliation History Notification Transaction is 

DLMS 846R identified by Report Type Code ZZ – Mutually Defined. [An ASC X12 data 

maintenance was approved in version 5030 for DLMS 846R Report Type Code LNLocation Reconciliation History Notification.] The storage activity sends this to the 

owner/manager to advise of the number of transaction history transactions are being

forwarded. This transaction provides MILSTRAP legacy DIC DZP functionality.

 C6.1.2.3. DLMS 888I Storage Item Correction Transaction. Storage Item 

Data Correction/Change transaction function of DLMS 888I is identified by the ASC X12

beginning segment (1/BGN/15) Transaction Type Code (BGN07) A1 – Storage Item 

Data Change. The owner/manager sends this transaction to a storage activity to 
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C6-3 CHAPTER 6

change elements of data pertaining to an item of supply. This transaction provides 

MILSTRAP legacy DIC DZB functionality.

C6.1.3. Applicability. Basic elements of the physical inventory program prescribed 

by this chapter apply to the DoD Components, and establish:

 C6.1.3.1. Uniform procedures on existing DoD policy for maintaining 

accurate records, conducting physical inventories and location surveys/reconciliations, 

researching inventory discrepancies and causes for adjustments, performance 

assessments, and for quality control of work processes prescribed by the DoD Physical 

Inventory Control Program (PICP).

 C6.1.3.2. Management control of all DoD wholesale supply system materiel 

to include:

 C6.1.3.2.1. principal items, 

 C6.1.3.2.2. packaged petroleum, oil, and lubricants, 

 C6.1.3.2.3. secondary items regardless of whether assets are 

purchased with stock fund or procurement appropriations, 

 C6.1.3.2.4. ammunition, 

 C6.1.3.2.5. forms and publications, and

 C6.1.3.2.6. subsistence.

 C6.1.3.3. Management data and performance standards necessary to 

measure the effectiveness of physical inventory control in the DoD supply system.

C6.1.4. Exclusions

 C6.1.4.1. These procedures are not applicable to bulk petroleum; complete 

ships, aircraft, ballistic missiles, nuclear weapons, and space vehicles; assets located at 

contractor-owned and/or contractor-operated facilities that are not maintained on the 

DoD wholesale property accountability records; Industrial Plant Equipment reportable to 

the Defense Industrial Plant Equipment Center; National Security Agency /Central 

Security Service assets; and National Defense Stock Pile assets. Loaned and in-transit 

materiel will be accounted for in accordance with Chapter 13 and the DoD Component 

procedures.

 C6.1.4.2. Physical inventory control procedures for bulk petroleum are 

contained in DoD 4140.25-M, “DoD Management of Bulk Petroleum Products, Natural 

Gas, and Coal.”. 

 C6.1.4.3. Nuclear weapons for which the Department of Defense has 

custodial responsibility. 
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C6.2. POLICY. DoD policy is contained in DoDM 4140.01, “DoD Supply Chain Materiel 

Management Procedures”. 

C6.2.1. Purpose. The purpose of the DoD physical inventory control process is to:

 C6.2.1.1. Ensure materiel accountability is properly executed within the 

Department of Defense;

 C6.2.1.2. Ensure that accurate property accountability records for the 

physical inventory are maintained in support of customer requirements and readiness 

by performing physical inventories and location surveys/reconciliations;

 C6.2.1.3. Identify and help resolve problems in supply system work 

processes affecting property accountability records by performing quality control of the 

work processes; and

 C6.2.1.4. Identify repetitive processing errors and maintain accurate records 

for supply system transactions generated within the supply system by researching and 

reconciling property accountability record imbalances and potential discrepancies.

C6.2.2. Philosophy And Guiding Policy

 C6.2.2.1. Inventory systems will support perpetual inventories where current 

item record balances are maintained by posting all balance affecting events such as the 

recording receipts, shipments, inventory adjustments and changes to condition, 

ownership, or location as they occur. If a system can’t currently support perpetual 

balances, efforts will be made to bring the system into compliance.

 C6.2.2.2. The dynamic nature of the physical inventory control function and 

the cost of counting and reconciling records require that the approach be more selective 

than the "100 percent wall-to-wall total item count" concept. Available inventory 

resources will be directed toward potential and actual discrepancies, controlled 

inventory items, and weapon system critical items for which maximum returns are

derived from applied resources.

 C6.2.2.3. A fundamental requirement of inventory integrity is to ensure that 

the inventory data on inventory control points (ICPs) and storage activities systems is 

the same, thus becoming, in effect, a single item inventory record. 

 C6.2.2.4. Storage activities will make use of any one or a combination of the 

following three inventory counting approaches, as appropriate to the physical inventory 

item policy requirements, storage facility physical constraints, physical inventory support 

system capabilities, types of items, and inventory accuracy conditions.

 C6.2.2.4.1. Cycle counting, where a portion of the inventory is counted 

either daily, weekly, or monthly until the entire inventory has been counted within the 

time period specified. If a system can’t support perpetual balances, the cycle counting 

approach will not be selected.
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C6.2.2.4.2. Statistical sample counts that are statistically significant and 

representative of the total inventory item population are an efficient approach to quickly 

determine the accuracy of the inventory with minimal operational disruption. When 

statistical sample counts are allowed and the resultant count is within required 

tolerances, the inventory is considered complete. If the statistical count is outside the 

allowed accuracy tolerance, then the entire results of the statistical sampling must be 

voided. This requires scheduling another physical inventory via another sample count, 

cycle count, or wall-to-wall count as appropriate to the accuracy conditions determined 

by the first sample count. If another sample count is used, it will not be the same 

sample or a sub-set of the same sample selected earlier.

C6.2.2.4.3. Wall-to-wall inventories, where the entire count is made at a 

point in time and they are conducted only when:

C6.2.2.4.3.1. It is essential to strike a point in time balance for 

inventory;

C6.2.2.4.3.2. The storage and inventory density are small enough 

that there is no detrimental impact to supply support operations; or

C.6.2.2.4.3.3. When safety and security of assets and access to 

such assets (such as munitions and explosives) are generally more restrictive and 

controlled.

C6.2.2.5. All physical counts will be blind counts; that is, personnel 

conducting physical counts will have no prior knowledge or access to the on-hand 

quantity balance in the inventory records. In those rare instances where segregation of 

duty controls cannot guarantee blind counts, other local effective risk mitigation 

techniques will be applied such as increased supervision and two member count teams.

C.6.2.2.6. Personnel performing physical counts will be provided tools to 

perform the count including the part number, description, condition, location, number of 

requisite counts, etc., to ensure the correct item and location and count guidance is 

provided to inventory personnel conducting the inventories. The count the record will

not be provided to the counters. 

C.6.2.2.7. The implementing procedures for the DoD Components are to:

C.6.2.2.7.1. Provide management priority and resources for the 

execution of PICP functions. Managers will by direct or indirect supervision ensure that 

physical inventory teams are identified, properly staffed, trained, have the necessary 

instructions, tools, problem resolution assistance, and that duties are segregated to 

ensure accurate and timely physical counts, research, and records balance corrections. 

C.6.2.2.7.2. Ensure that assets are protected against waste, loss, 

negligence, unauthorized use, misappropriation, and compromise in the case of 

controlled inventory item materiel.
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 C.6.2.2.7.3. Ensure that sufficient emphasis is placed on materiel 

accountability and inventory accuracy to promote improved performance of individuals 

directly responsible for the care, security, and management of DoD supply system 

materiel, as well as those responsible for making reports on the status of that inventory.

 C.6.2.2.7.4. Ensure that duties such as receiving, posting 

transactions to records, and issuing are divided among the work force so that no single 

individual can adversely affect the accuracy and integrity of the inventory. Although 

multi-skilled personnel may conduct physical counts, the inventory organization must 

enter counts, apply in-float controls, and conduct pre-adjustment research. When 

adequate segregation of duties is not practical or cost-effective, other local risk 

mitigating controls will be put in place to the maximum extent possible, such as 

increased supervision and two man count teams.

 C.6.2.2.7.5. Conduct functional reviews of the PICP to ensure 

compliance with DoD and Component policy and procedures and establish physical 

inventory control as a mandatory element to be addressed in the annual internal 

management control assessments required by DoD Instruction 5010.40, “Managers' 

Internal Control Program (MICP) Procedures”.

 C.6.2.2.7.6. Ensure that training is provided to supply system 

personnel who perform functions affecting physical inventory control and that training 

courses are updated to teach current DoD policies, procedures, and performance goals. 

Training will ensure familiarity of physical inventory staff with the items to facilitate item 

recognition and unit of measure peculiarities, the required count processes, research 

methods/tools available, and the count recording and records correction processes. 

 C.6.2.2.7.7. Separate dedicated physical count teams will be 

established providing a knowledgeable and well trained work force to conduct physical 

inventory counts. An increased level of supervision is required for the less experience 

count team members. The exception to the forgoing is those isolated cases where the 

size of the storage activity is such that separate count personnel would be inefficient.

 C.6.2.2.7.8. Performance goals will be established within 

Government or Contractor personnel performance standards and evaluations for those 

individuals performing and managing physical inventory program functions on 

Department of Defense materiel. Feedback mechanisms for all personnel involved in 

the physical inventory function will be established to compare and report actual results 

against standards and corrective plans of action will be put in place when the 

performance does not meet the standard.

C6.2.3. Security of Materiel. Security is the first line of defense for physical 

inventory control; therefore, DoD Components will pay special attention to safeguarding 

of inventory items. This will include analysis of loss rates through inventories, financial 

liability investigation of property loss reports (DD Form 200,), and criminal incident 

reports, to establish whether repetitive losses indicate criminal or negligent activity. 
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Physical security procedures for supply system materiel are contained in

DoD 5200.08-R, “Physical Security Program.” 

C6.2.4. Asset Management. Inventory Control Points (ICPs) and storage activities 

will collaborate to ensure that inventory data in their respective systems is the same, 

thus becoming, in effect, a single item inventory record. At minimum, the total item 

property record will include materiel that is due-in, in transit, in organic maintenance 

facilities, in a contractor's custody, on loan, on-hand in distribution centers, reported onhand at retail activities, and for reported assets in the custody of users. The record or 

record set will identify the quantity, condition, and value of the item assets for each 

organizational entity having physical custody of these assets.

C6.2.5. Maintaining Property Accountability/Responsibility. The property 

accountability responsibility for total item property record segments may be delegated 

to, but not shared by, one or more organizational entities. However, asset balance 

information for a particular segment (such as the storage activity balance for an item) 

will be shared; duplicative records will not be maintained.

 C6.2.5.1. Storage Activity Responsibility. The storage activity maintains the 

property accountability record for all materiel in storage and is responsible, at minimum, 

for materiel custody, care, receipt, storage, and issue. Storage activities are also 

responsible for safeguarding and re-warehousing materiel; physical inventory and 

research; location survey/reconciliation; quality control checks; supply discrepancy 

report initiation, research and resolution. In the event of potential financial liability, the 

storage activity is responsible for investigating and assessing financial liability for loss, 

damage, and destruction of Government property; and appropriate actions necessary to 

ensure that the physical on-hand quantity and the total item property record quantity are 

in agreement. Storage activities will maintain the available-for-issue balance (also 

known as the Owner Balance). Available-for-issue balance refers to the materiel onhand balance minus any materiel allocated to fulfill pending materiel release order(s). 

 C6.2.5.2. Owning Department of Defense Component. The owning DoD 

Component will either assume or assign the accountability for materiel not in the 

physical custody of a storage activity (e.g., materiel inducted for organic repair, test 

assembly/disassembly, conversion, modification, or reclamation; materiel in a 

contractor’s hands (in accordance with provisions of the Federal Acquisition 

Regulation), in transit materiel, on-loan materiel).

 C6.2.5.3. Integrated Materiel Manager Responsibility. The Integrated 

Materiel Manager is responsible for initiating and directing the conduct of physical 

inventories; providing discrepancy research and reports; resolving discrepancies, 

investigating, and assessing liability for loss, damage, and destruction of Government 

property; and taking appropriate actions necessary to ensure that the on-hand quantity 

and the total item property record quantity are in agreement for all DoD materiel that is 

not in the physical custody of DoD activities. 
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 C6.2.5.4. US Air Force (USAF) Contractor Inventory Control Point (CICP) 

Responsibilities 

 C6.2.5.4.1. The term USAF CICP represents a contractor assigned the 

primary responsibility of materiel management for a group of items either for a particular 

Military Service or for the Department of Defense as a whole. In addition to integrated 

materiel management /inventory control point (ICP) functions, a USAF CICP may 

perform other logistics functions to support a particular Military Service or for a particular 

end item (e.g., centralized computation of retail requirements levels and engineering 

tasks associated with weapon system components). 

 C6.2.5.4.2. For the purpose of DLMS logistics procedures, the term 

USAF CICP also identifies Contractor Operated and Maintained Base Supply (COMBS) 

contractors whose support includes supply of aircraft; engine and support equipment 

components, materiel, and consumables; as well as off-aircraft repair, overhaul, and 

replenishment. COMBS contractors are responsible for having inventory on hand to 

perform off-aircraft maintenance and the repair of turned-in parts. COMBS contractors 

perform both wholesale and retail functions.

 C6.2.5.4.3. The USAF Government Furnished Property Accountability 

(GFP-A) program provides visibility and control of contractor-managed, Air Force-owned 

property through implementing and integrating Air Force logistics standards with private 

sector logistic processes to improve the accuracy and accountability of USAF financial 

statements. This program establishes and maintains accountable inventory records for 

USAF GFP-A that accurately reflect current quantity, status, location, condition and 

authorizing contracts. The USAF GFP-A program also establish an audit trail to update 

and track end-to-end logistics and financial transactions.

 C6.2.5.4.4. USAF CICPs, will use inventory management systems to 

provide the transactions received from their trading partners, to the Air Force 

accountable property system of record (APSR) via Defense Automated Addressing 

System (DAAS). USAF CICP must report to the USAF GFP APSR in DLMS format. 

DPAS will be a mirror image of the USAF CICP inventory management systems.

 C6.2.5.4.5. At the end of each day, all balance affecting transactions 

must undergo the EOD/reconciliation process. When reconciling with the USAF GFP-A 

APSR, follow the EOD/reconciliation process described in C6.2.6. The reconciliation 

must include the inventory balance in the warehouse, and the intransit balance. For 

DLMS transaction exchange purposes, the USAF CICP will follow the 

responsibilities/procedures of the storage activity in their communications with the 

USAF APSR. The term “Intransit Balance” represents the total quantity of confirmed 

shipments without a matching receipt acknowledgement excluding property issued for 

local disposal, internal USAF CICP deliveries, and customer pick-up. Confirmed 

shipment is based upon receipt/processing of the materiel/disposal release confirmation 

(MRC/DRC). The USAF GFP-A CICP excludes local disposal, internal CICP deliveries, 

and customer pick-up from the intransit-balance because the USAF APSR decrements 

the owner balance after issued. Using Mode of Shipment X (bearer walk-
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C6-9 CHAPTER 6

through/customer pickup) in the MRC identifies the exclusions to the “Intransit Balance. 

The materiel receipt acknowledgement (MRA)/turn-in receipt acknowledge (TRA) 

received from the customer constitute the receipt acknowledgment. The intransit 

balance is a cumulative calculation and is not restricted to activity occurring during the 

day/month being reconciled.

C6.2.6. End of the Day Processing. Use the following end of the day processing 

procedures as follows:

 C6.2.6.1. Owner/Manager and Storage Activity Responsibilities. 

Owners/managers and storage activities will ensure that the inventory data on 

owners/manager and storage activities systems is the same, thus becoming, in effect, a 

single item inventory record. Owner/managers and storage activities will achieve a 

single item inventory record by reconciling all balance affecting transactions to ensure a 

full match between the owner/manager and the storage activity. 

 C6.2.6.2. Storage Activity will: 

 C6.2.6.2.1. Transmit the End of Day Transaction Count to advise the 

owner/manager of the number of balance affecting transactions sent during the daily 

course of business.

 C6.2.6.2.2. Submit daily closing balance to each affected 

owner/manager using a Location Reconciliation Request Transaction for End of Day 

Processing (End of Day Processing is identified in DLMS 846R BIA06 Action Code Z; 

MILSTRAP legacy DIC DZH by Type of Location Reconciliation Request Code 1 in 

record position 7). The storage activity will transmit all EOD balances (including those 

transactions that result in a zero balance or no physical inventory adjustment required 

(e.g., DLMS 947I, Inventory Adjustment (Increase (Physical Inventory), with zero 

quantity, or Status Adjustment Reason Code AA (MILSTRAP legacy DIC D8A)). 

 C6.2.6.2.3. Provide any historical records as requested by the 

Owner/Manager in an effort to resolve any potential inventory record mismatches 

between the storage activity and the owner. Include historical DLMS 940R with 

Reconcile Historical Records Indicator (1/W0507/0200=W1) and 945A with Reconcile 

Historical Records Indicator (1/W0612/0200=W1) transactions in response to the DLMS 

846P Transaction History Request. 

 C6.2.6.2.4. Storage activities will prepare a Location Reconciliation 

Request Transaction by line-item (stock number (NSN or Local stock number) + supply 

condition code (SCC)), and type of pack.

 C6.2.6.3. U.S. Air Force GFP-A CICP will: 

 C6.2.6.3.1. Follow the responsibilities/procedures of the storage activity 

in accordance with section C6.2.6, for the purpose of DLMS transaction exchange with 

the APSR. 
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C6.2.6.3.2. Include the Materiel Release Advice Count to the EOD 

Transaction Count transaction (DLMS 846P with BIA02 B1) provided to the USAF GFPA APSR for reconciliation with the USAF CICP inventory balance records. The Materiel 

Release Advice Count represents the number of MRC and DRC transactions (DLMS 

945A) received by the USAF CICP during the day or month being reconciled. The USAF 

CICP will transmit the sum total of MRC and DRC transactions combined into a single 

value.

C6.2.6.3.3. Include the Receipt Acknowledgment Count to the EOD 

Transaction Count transaction (DLMS 846P with BIA02 B1) provided to the USAF GFPA APSR for reconciliation with the USAF CICP records. The Receipt Acknowledgment 

Count represents the number of MRA and TRA (DLMS 527R) transactions received by 

the USAF CICP during the day or month being reconciled. The USAF CICP will transmit 

the sum total of MRA and TRA transactions combined into a single value.

C6.2.6.3.4. Transmit the USAF GFP Intransit Balance Location 

Reconciliation Request Transaction (DLMS 846R with BIA02 Code LC) provided to the 

USAF GFP-A APSR for reconciliation with the USAF CICP records. The term “Intransit 

Balance” represents the total quantity of confirmed shipments without a matching MRA 

or TRA excluding property issued for local disposal, internal USAF CICP deliveries, and 

customer pick-up. Confirmed shipment is based upon receipt/processing of the 

shipment confirmation (MRC/DRC). For property issued under these exclusions, the 

USAF GFP-A APSR will not retain an owner property record; therefore, tracking intransit 

is not required. The use of Mode of Shipment X in the MRC will identify the exclusions 

to the intransit balance. The MRA/TRA received from the customer or DLA Disposition 

Services Field Office constitutes the receipt acknowledgment. The intransit balance is a 

cumulative calculation and is not restricted to activity occurring during the day or month 

being reconciled.

C6.2.6.3.5. Reconcile Materiel Release Advice Counts (DLMS 945A 

MRC/DRC) and Receipt Acknowledgment Counts as part of the EOD processing. 

C6.2.6.3.6. Conduct a full end of month reconciliation between the 

USAF GFP-A CICP and the USAF APSR. The monthly reconciliation will consist of a 

systematic reconciliation of all item record transactions and balances following the same 

procedural steps as the EOD/reconciliation process documented under C6.2.6. and may 

not require physical inventory. The reconciliation will include all item records with or 

without any transactional activity during the course of the month. The USAF CICP will 

still need to perform at least one annual reconciliation in accordance with DLM 4000.25, 

Volume 2, Chapter 6 Physical Inventory Controls.

C6.2.6.3.7. Request Air Force program office approval, if required by 

contract, prior to performing an inventory adjustment due to a mismatch between the 

USAF GFP-A APSR and the USAF CICP for unresolved mismatched quantities. The 

USAF CICP will send a DLMS 947I to USAF GFP-A APSR to adjust the balance in 

USAF GFP-A APSR, if required. The mismatched quantity (gains and losses) will be 
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adjusted with Inventory Adjustment Increase/Decrease (Accounting Error) (DLMS 947I 

with Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B).

 C6.2.6.4. Reconciliation of Serially-Managed Items 

 C6.2.6.4.1. In addition to the responsibilities described under paragraph 

C6.2.6, storage activities and owners/managers will include the UII/serial number when 

reconciling records to ensure proper accountability of serially-managed items. For 

mismatches between system records, the storage activity will collaborate with the 

owner/manager to ensure proper research and resolution.

 C6.2.6.4.2. The combination of UII and serial number increases the 

accuracy of inventory records across the DOD. When a serially managed item lacks a 

UII, there is a potential for duplicate serial numbers. A duplicate serial number may 

surface as a result of the record reconciliation. For mismatches due to a duplicate serial 

number, the owner is responsible for taking the necessary steps to resolve the 

discrepancy.

 C6.2.6.5. Owners/Managers will: 

 6.2.6.5.1. Compare records with the transactions received via the 

location reconciliation request to identify mismatches.

 6.2.6.5.2. Perform a systemic research within seven working days from 

receipt of the initial Location Reconciliation Request transaction. The systematic 

research will include all imbalances to ensure consideration of in-float transactions, 

delayed/suspended transactions, and duplicate transactions.

 6.2.6.5.3. Request from the storage activity all transaction history 

necessary to perform systematic research and resolve any mismatches. The owner will 

request historical information via a Transaction History Request.

 6.2.6.5.4. Update the affected record on-hand balance with the storage 

activity's closing on-hand balance for unresolved mismatched quantities. The 

mismatched quantity (gains and losses) will be adjusted with Inventory Adjustment 

Increase/Decrease (Accounting Error) (DLMS 947I with Quantity or Status Adjustment 

Reason Code AB; MILSTRAP legacy DIC D8B/D9B). Owner/managers will refer to 

section C6.6 for guidance on research of potential or actual Inventory Adjustments.

 6.2.6.5.5. Request assistance from the storage activity to isolate causes 

of record imbalances to maintain transaction level integrity. The storage activity 

assistance should focus on data transmission (e.g., lost transactions). 

Owners/managers will input Physical Inventory Transaction History Request to the 

storage activity for data transmission (e.g. lost transactions).

 C6.2.6.6. Preparing End of Day Accountable Transaction Count. The 

storage activity will report a single End of Day Transaction Count to provide the end of 

day transaction counts for the following transaction types.
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 C6.2.6.6.1. Receipts (DLMS 527R with 1/BR02 Transaction Type Code 

D4; MILSTRAP legacy DIC D4_/D6_). 

 C6.2.6.6.2. Issues (DLMS 867I; MILSTRAP legacy DIC D7_).

 C6.2.6.6.3. Inventory Adjustment-Increases (DLMS 947I with 2/W1916 

Inventory Transaction Type Code AJ; MILSTRAP legacy DIC D8_).

 C6.2.6.6.4. Inventory Adjustment-Decreases (DLMS 947I with 2/W1916 

Inventory Transaction Type Code AD; MILSTRAP legacy DIC D9_).

 C6.2.6.6.5. Inventory Adjustment-Dual (DLMS 947I with 2/W1916 

Inventory Transaction Type Code DU; MILSTRAP legacy DIC DA_).

 C6.2.6.6.6. For intra-Navy use only; Navy also provides an end of day 

transaction count for Asset Status Reports (DLMS 846I).

 C6.2.6.6.7. For U.S. Air Force CICP only. Materiel Release Advice 

(DLMS 945A with 1/W0611 Transaction Type Code NJ and NM; MILSTRIP legacy DIC 

AR_). The Air Force CICP must combine the total sum of MRC and the total sum of 

DRC into a single value.

 C6.2.6.6.8. For U.S. Air Force CICP only. Receipt Acknowledgement 

(DLMS 527R with BIA02 code of TH and CJ, respectively). The Air Force CICP must 

combine the total sum of MRA and the total sum of TRA into a single value.

C6.2.7. Reconciling Total Item Property Records with Financial Records. Owning 

DoD Components will reconcile total item property records and financial records as 

prescribed by DoD 7000.14-R, “Department of Defense Financial Management 

Regulations (FMR)” to ensure compatibility of the total inventory value reflected by 

these records and associated reports.

C6.2.8. Item Management/Control. DoD materiel is managed and controlled by 

stock number, and SCC, and by type of pack; therefore, physical inventories will be 

conducted and the results reported to owners/managers by stock number and SCC, and 

by type of pack.

C6.2.9. Storage Activity Record Keeping. Storage activities will maintain

quantitative balance records for all on-hand materiel regardless of ownership. Storage 

activities will maintain transaction histories to support the balance records. 

Maintenance of these records will provide the capability to detect theft or diversion of 

materiel and improve the ability to determine the cause of inventory variances for 

corrective action.
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C6.2.10. Inventory Prioritization. DoD Components will select and prioritize items 

for inventory for which they are accountable as follows:

 C6.2.10.1. Inventory Sampling

 C6.2.10.1.1. Annual Record Accuracy Statistical Sample. A stratified, 

hierarchal inventory sample will be accomplished at least once annually for the purpose 

of validating the accuracy of the accountable records. The results of this sample report 

on the percent of records that match the physical count exactly or are within the allowed 

tolerance. The annual record accuracy statistical sample provides a barometer of 

performance and improvement opportunities for local storage activity managers. The 

results of the sample will be reported in accordance with the item categorizations 

stratification and tolerances cited in paragraph C6.2.12.5. When the physical count of 

an item is completed, the physical count and record quantity are compared; it the two 

are within the specified tolerance for Categories B and C the accuracy of that record is 

considered correct, if the tolerance is exceeded the record is counted as inaccurate. 

Items in Categories A and D have a zero tolerance; therefore, any difference between 

the physical count and the record quantity is counted as an inaccurate record.

 C6.2.10.1.2. Annual Chief Financial Officer’s (CFO) Statistical Sample 

Inventory. The Chief Financial Officer’s Act (CFOA) of 1990 requires that the 

Department of Defense, the Military Services, and Defense Agencies submit financial 

statements to the Congress. One of the financial statement elements is the dollar value 

of on-hand supply inventory. The purpose of the Annual CFO Statistical Sample 

Inventory is enable the Components to estimate the dollar value of the non-fuel portion 

of the DoD on-hand inventory held in storage for annual financial statement reporting. 

The Components will conduct a stratified, hierarchal statistical sample inventory for the 

purpose of accurately estimating the true dollar value of their respective on-hand supply 

inventories. The initial implementation will be for materiel in Defense Logistics Agency 

(DLA) storage sites managed by the Distribution Standard System (DSS), regardless of 

the materiel’s ownership. The requirement to conduct the CFO Annual Statistical 

Sample Physical Inventory may be expanded to include inventories beyond that 

maintained by DSS. The following are the guidelines to conduct and report the results 

of the annual CFO Inventory sample.

 C6.2.10.1.2.1. Annual CFO Statistical Sample Inventory Schedule. 

The annual CFO statistical sample inventory will be scheduled as close to the end of the 

fiscal year as possible allowing sufficient lead time to conduct the sample inventory, 

perform analyses, and report results to support the end of fiscal year financial reports.

 C6.2.10.1.2.2. DoD CFO Annual Statistical Sample Inventory Plan 

Guidelines.

 C6.2.10.1.2.2.1. The items in storage will be stratified into 

dollar value categories to minimize the number of items requiring inventory while 

yielding results with the confidence level and precision required below. The dollar value 
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C6-14 CHAPTER 6

stratifications used for sample will be included in the CFO Inventory Value Sample Plan 

for that year. 

 C6.2.10.1.2.2.2. Every item stored, regardless of 

owner/manager, within the extended dollar value strata identified in the DoD CFO 

Annual Statistical Sample Inventory Plan for that year will have an equal probability of 

being selected in the sample and inventoried. 

 C6.2.10.1.2.2.3. The sample results will have a 95 percent 

confidence level and a level of precision within + (plus) or – (minus) 2.5 percent.

 C6.2.10.1.2.2.4. DoD CFO Annual Statistical Sample 

Inventory Plan. DLA will distribute the results of the DoD CFO Annual Statistical 

Sample Inventory Plan to each applicable centralized Service point of contact.

 C6.2.10.1.2.2.5. DoD CFO Statistical Sample Inventory 

Results. The Components will use the results of the CFO Inventory Sample to valuate 

materiel under their respective ownership and report those values to the DoD Chief 

Financial Officer for use in the preparation of their respective financial statement 

reporting. Note that the results of the CFO Inventory Sample will include all 

adjustments and documentation that supports the physical completion of the inventory 

process.

 C6.2.10.1.3. Annual complete (100 percent) physical inventories can be 

performed as an alternative to statistical sampling.

 C6.2.10.2. Items Designated for Complete Inventories. Complete inventories 

will be performed as follows:

 C6.2.10.2.1. Controlled Inventory Items. The following controlled 

inventory items (identified in DoD 4100.39-M, “Federal Logistics Information System 

(FLIS) Procedures Manual”) require complete physical inventory and do not qualify for 

use of a random statistical sampling approach:

 C6.2.10.2.1.1. Top secret.

 C6.2.10.2.1.2. Narcotics, drug abuse items, and alcohol.

 C6.2.10.2.1.3. Category I non-nuclear missiles and rockets 

(semiannually in accordance with DoDM 5100.76, “Physical Security of Sensitive 

Conventional Arms, Ammunition and Explosives”).

 C6.2.10.2.1.4. Precious metals.

 C6.2.10.2.1.5. Small arms.

 C6.2.10.2.1.6. Radioactive items.
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 C6.2.10.2.1.7. Inert nuclear ordnance materiel.

 C6.2.10.2.1.8. Other items that may be designated by the Office of 

the Secretary of Defense (OSD) or the DoD Component.

 C6.2.10.2.2. Ammunition or Subsistence. If ammunition or subsistence 

is subjected to complete inventory, physical inventory and location survey may be 

conducted concurrently.

 C6.2.10.2.3. Random Statistical Sampling for Controlled Inventory Items 

Not Subject to Annual Complete Physical Inventory. Controlled inventory items not 

subject to annual complete physical inventory must be subjected to annual random 

statistical sampling. Acceptable statistical sampling techniques are widely prescribed 

and may be used so long as every item included in the population has an equal 

probability of being selected in the sample. At minimum, the statistical sampling 

technique must provide reasonable assurance that the property accountability records 

are accurate with a 95 percent level of confidence, accuracy level of 95 percent, and a 

maximum margin of error of two percent. If the sample inventory results do not satisfy 

the above criteria, complete physical inventory of the population from which the sample 

was selected will be performed. 

 C6.2.10.3. Items Not Designated for Complete Inventories. Inventories for 

items not designated for complete inventory under subparagraph C6.2.10.2. will be 

performed as a result of:

 C6.2.10.3.1. Total or partial materiel release denials (spot inventory--

see subparagraph C6.3.4.1. and Type of Physical Inventory/Transaction History Code 

E); 

 C6.2.10.3.2. Location reconciliation variances; 

 C6.2.10.3.3. Location survey errors; 

 C6.2.10.3.4. Owner/manager request (special inventory)

C6.2.11. Potential Discrepancies. Potential discrepancies between the actual 

physical count of materiel and the property accountability record on hand balance will

be researched and resolved in accordance with Table C6.T3. by:

 C6.2.11.1. Correctly posting supply transactions (e.g., receipts, issues, 

adjustments) discovered during the research process that were previously incorrect or 

unposted resulting in the record imbalance; and/or

 C6.2.11.2. Posting an inventory adjustment to correct the record imbalance. 
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C6-16 CHAPTER 6

C6.2.12. Accuracy and Performance Goals. The acceptable DoD accuracy and 

performance goals are as follows:

 C6.2.12.1. Materiel Denial Goal: Not greater than one percent.

 C6.2.12.2. Receipt Processing Performance Goal: 90 percent stored and 

posted within receipt time standards (see Chapter 13).

 C6.2.12.3. Record Reconciliation Program Goal: 

 C6.2.12.3.1. Location Survey Accuracy: 

 C6.2.12.3.1.1. General Supplies: 97 percent.

 C6.2.12.3.1.2. Ammunition: 98 percent.

 C6.2.12.3.2. Location Reconciliation Accuracy: 

 C6.2.12.3.2.1. General Supplies: 97 percent.

 C6.2.12.3.2.2. Ammunition: 98 percent.

 C6.2.12.4. Ammunition Property Accountability Record Accuracy Goal: 95 

percent.

 C6.2.12.5. General Supplies Record Accuracy Goals. DoD Components 

must send record accuracy goal information to ODASD (SCI) within 30 calendar days 

after the end of each fiscal year. For the purposes of this report, Categories B and C in 

Table C6.T1. are optional. The collection of data may occur throughout the year. See 

Table C6.T1. 
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Table C6.T1. General Supplies Record Accuracy Goals Stratification Sub-Populations And 

Associated Goals And Tolerance Levels

CATEGORY SUB-POPULATION GOAL 

(PERCENT)

TOLERANCE 

(PERCENT)

A UNIT PRICE > $1,000 99 0 

B* 

UNITS OF ISSUE THAT MAY BE NONDEFINITIVE OR 

DIFFICULT TO MEASURE1

OR

ON-HAND BAL > 50 AND EXTENDED VALUE < $50,000

OR

NSN ACTIVITY (# transactions affecting balance in one year) 

> 50

95 10

C* 

DATE OF LAST INVENTORY > 24 MONTHS

AND

ON-HAND BALANCE < 50

95 5 

D ALL OTHER MATERIEL NOT MEETING ABOVE CRITERIA 95 0 

*Categories B and C are optional

95 percent Confidence Level 

+4 percent Bound applicable to each category

C6.3. PHYSICAL INVENTORY PROCEDURES

C6.3.1. Inventory Program Accomplishment. Storage activities will monitor 

program accomplishment throughout the fiscal year to ensure that the requirements of 

paragraph C6.2.10. are met.

C6.3.2. Pre-Inventory Planning. The potential for count inaccuracies will be 

reduced by conducting pre-inventory planning to include:

 C6.3.2.1. Actions to ensure location integrity by correcting such situations as 

unbinned/loose materiel; questionable identity of materiel in location; and single 

locations containing multiple SCCs or stock numbers, inadequately labeled shelf-life 

items (date of manufacture/assembly/inspection/test, as appropriate); and/or materiel 

lots stored in a single location.

 C6.3.2.2. Document cleanup to ensure to the extent possible that receipts, 

adjustments, transaction reversals, and other transactions are posted to the property 

accountability record and that in-process receipts are stored in location prior to the 

established physical inventory cutoff date.

C6.3.3. Scheduled Inventories

1 Applicable Units of Issue: AT, AY, BF, BK, CD, CF, CZ, DZ, FY, FT, FV, GP, GR, HD, KT, LB, MR, OZ, 

OT, PG, PR, SE, SF, SO, SP, SY, TD, TE, TF, TN, TO, TS, MC, MX, YD
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 C6.3.3.1. Item Characteristics. Storage activities will initiate all scheduled 

inventories based on item characteristics, specifically the controlled inventory item code 

and any other category codes designated by the DoD Components that require physical 

inventory not less than once each fiscal year, with a Physical Inventory Request 

Transaction using Type of Physical Inventory/Transaction History Code G.

 C6.3.3.2. Selection and Prioritization Model. Storage activities will initiate all 

scheduled inventories based on selection and prioritization model criteria with a 

Physical Inventory Request Transaction using Type of Physical Inventory/Transaction 

History Code I.

 C6.3.3.3. Random Statistical Sample Inventories

 C6.3.3.3.1. Storage activities will initiate the scheduled random 

statistical sample inventory to meet the Department’s requirements to validate the 

accuracy of the supply records with a Physical Inventory Request Transaction using 

Type of Physical Inventory/Transaction History Code N.

 C6.3.3.3.2. Owners may initiate a scheduled random statistical sample 

inventory of line items owned to determine the overall accuracy of their records with a 

Physical Inventory Request Transaction using Type of Physical Inventory/Transaction 

History Code L.

 C6.3.3.3.3. Storage activities may also initiate a scheduled random 

statistical sample inventory of line items in storage to determine the overall accuracy of 

their records with a Physical Inventory Request Transaction using Type of Physical 

Inventory/Transaction History Code P.

 C6.3.3.3.4. Storage activities will initiate the scheduled annual stratified 

random statistical sample inventory to meet the Department’s requirements to conduct 

the Annual CFO Statistical Sample Inventory identified in paragraph C6.2.10.1.2. with a 

Physical Inventory Request Transaction using Type Physical Inventory/Transaction 

History Code L.

C6.3.4. Unscheduled Inventories

 C6.3.4.1. Special Inventory. Owners will initiate special inventories using a 

Physical Inventory Request Transaction. If an inventory has not been taken within the 

past 90 calendar days, cite Type of Physical Inventory/Transaction History Code D or J

in the transaction. If an inventory has been taken within the past 90 calendar days, an 

effort will be made to construct a transaction history and from it determine what the item 

balance should be or what discrepancy may have caused an imbalance. Only when 

these efforts fail to produce satisfactory results will special inventories be performed. In 

this case, cite Type of Physical Inventory/Transaction History Code H in the Physical 

Inventory Request Transaction. The procedure for restricting special inventories may 

be waived when the Inventory Manager has recorded backorders for the item.
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 C6.3.4.2. Spot Inventory

 C6.3.4.2.1. Storage activities will initiate spot inventories as a result of 

total or partial materiel denial on classified and sensitive items regardless of value, 

pilferable items when the value of the variance is greater than $100, and for 

noncontrolled items variances greater than $5,000. These requests will cite Type of 

Physical Inventory/Transaction History Code E.

 C6.3.4.2.2. Storage activities will accommodate all requests for spot 

inventories.

 C6.3.4.2.3. Storage activities systemically initiate special inventories for 

a specific SCC as a result of quantity mismatches between the quantity-by-location and 

owner balance records using Type Physical Inventory/Transaction History Code Z.2

 C6.3.4.2.4. On-Hand Balance Mismatch Between Locator and Property 

Accountability Record. Storage activities may initiate unscheduled inventories as a 

result of on-hand balance mismatches between the locator and property accountability 

records with a Physical Inventory Request Transaction using Type of Physical 

Inventory/Transaction History Code M.

 C6.3.4.2.5. Storage activities will initiate special Inventories (for all 

SCCs) in support of inventory accuracy improvement initiatives, using Type Physical 

Inventory/Transaction History C.3

C6.3.5. Canceling Inventories

 C6.3.5.1. General. When conditions exist which preclude accurate 

completion of an inventory that has been established, the inventory will be canceled by 

the storage activity or the owner/manager. Conditions that may require cancellation 

include, but are not limited to, catalog changes, rewarehousing of materiel under 

inventory, insufficient resources, insufficient time to meet established inventory 

timeframes to notify other affected owners/managers, and acts of God.

 C6.3.5.2. Owner/Manager Cancellation. When an owner/manager cancels 

an inventory, the owner/manager will notify all affected storage activities using a 

Physical Inventory Request citing Management Code N.

 C6.3.5.3. Storage Activity Cancellation. When a storage activity cancels an 

inventory, or when an owner/manager requests cancellation of an inventory, the storage 

activity will notify the requesting owner/manager using a Physical Inventory Request 

Transaction citing Management Code N. When a canceled inventory is required to 

meet annual inventory schedule requirements, the storage activity must reschedule it 

within the current fiscal year. When a spot inventory (Type Physical 

2 Refer to ADC 415 available at the DLMS ADC 400-499 page. 3 Ibid
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C6-20 CHAPTER 6

Inventory/Transaction History Code E) is canceled, it must be rescheduled within 15 

calendar days.

C6.3.6. Conducting, Recording, and Reporting the Inventory

 C6.3.6.1. General. Physical inventory procedures at storage activities will

provide the required asset-to-record accuracy with positive control of materiel and 

documentation that are in-float (e.g. including materiel release orders, receipts, 

condition transfers, catalog, and other data changes). 

 C6.3.6.2. To increase auditability of physical inventory requests, serially 

managed items will include a unique document number. The document number will 

help relate a physical inventory request with the appropriate response. The owner will 

provide a document number in the Physical Inventory Request. The storage activity will 

perform the necessary physical research as described in Chapter 6 Physical Inventory 

Control. The physical inventory response will carry the same document number 

provided by the owner. These procedures are required for UIT programs and 

recommended for all other commodities. For DLA internal controls only, the storage 

activity may include a second document number as necessary in the response to a 

physical inventory request. 

 C6.3.6.3. In-Float Document Control. The storage activity may reduce the 

volume of in-float accountable documents during the period required for an item count 

by suspending the issue of low priority materiel release transactions from items 

undergoing inventory. However, materiel will be released for items undergoing 

inventory when such release is necessary to meet the order/ship timeframes prescribed 

by DoDM 4140.01, to include the recognition of the required delivery date. The storage 

activity may also reduce the volume of in-float accountable documents by deferring 

routine SCC changes, providing that it complies with Chapter 7 control requirements.

 C6.3.6.4. Physical Inventory Timeframe. Storage activities will complete 

physical inventories and transmit the appropriate Inventory Adjustment (Physical 

Inventory) Transactions (DLMS 947I with Quantity or Status Adjustment Reason Code 

AA; MILSTRAP DIC D8A/D9A) to the owner/manager within 30 calendar days 

subsequent to the physical inventory cutoff date ( PICD) for scheduled inventories and 

within 15 calendar days after the PICD for unscheduled inventories.

 C6.3.6.5. Post Count Validation and Pre-adjustment Research. The storage 

activity will compare the adjusted count with the balance kept by the storage activity to 

determine the potential variance and initiate post count validation and pre-adjustment 

research as required under section C6.4. Immediately upon completion of post count 

validation and pre-adjustment research, the storage activity will record the count and 

date of last inventory on the storage activity quantitative balance record.

 C6.3.6.6. Zero Quantity Adjustments. When no adjustment is required, the 

storage activity will update the storage activity record with the date of last inventory and 

send an Inventory Adjustment Increase (Physical Inventory) transaction (DLMS 947I 
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C6-21 CHAPTER 6

with Quantity or Status Adjustment Reason Code AA; MILSTRAP legacy DIC D8A) with 

zero quantity for each line item to the owner/manager to indicate completion of the 

inventory. The owner/manager will update the date of last inventory using the

adjustment transaction date.

 C6.3.6.7. Prorating Adjustment for Commingled Assets. When the storage 

activity record reflects more than one owner for commingled materiel, the storage 

activity will apply all gains and losses to the wholesale manager. The storage activity 

will prorate any losses that cannot be applied to the wholesale manager among all 

owners having balances. Storage activities will not consider foreign owner balances in 

the prorating process. Foreign owner and Special Defense Acquisition Fund balances 

will not be altered unless they are the only remaining balances for reporting a loss. 

Resolution of these losses will be in accordance with DoD Security Assistance Program 

policy.

 C6.3.6.8. Processing Physical Inventory Adjustments. The storage activity

will process Inventory Adjustment (Physical Inventory) transactions (DLMS 947I with 

Quantity or Status Adjustment Reason Code AA; MILSTRAP legacy DIC D8A/D9A) by 

line-item and type of pack for subsistence, to update the storage activity quantitative 

balance record and each owner/manager record.

C6.3.7. Reconciling Manual Records for Controlled Items. When manual records 

are maintained for control of assets in secured storage, the storage activity, will at 

minimum reconcile these records at the time of inventory with the corresponding 

storage activity records and physical materiel counts. 

C6.3.8. Unscheduled Physical Inventory Follow-up 

 C6.3.8.1. Owner/manager Follow-up on Physical Inventory Request. When 

the owner/manager has requested an unscheduled inventory and no adjustment or 

completion transaction has been received within 40 calendar days of the date of the 

request, the owner/manager will initiate a follow-up using a Physical Inventory Request 

Transaction, citing Management Code X and duplicate the remaining data from the 

Physical Inventory Request Transaction that established the inventory.

 C6.3.8.2. Storage Activity Response to Follow-Up on Physical Inventory 

Request. The storage activity will respond to the owner/manager follow-up within five 

calendar days by providing the appropriate adjustment, completion, or cancellation 

transaction. If an adjustment or completion transaction was previously sent and a 

follow-up is received, the storage activity will reply by sending a Response to Physical 

Inventory Request Transaction with Management Code Y to the owner/manager. The 

storage activity will also send DLMS 947I showing the actual physical inventory 

adjustment, and identified as submission of historical information by 1/W1506/020, 

Code W1. (Storage activities operating under MILSTRAP send MILSTRAP legacy DIC 

DZK Transaction History Transmittal for the physical inventory adjustment.) 
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C6-22 CHAPTER 6

 C6.3.8.3. No Record of Physical Inventory Request. If the storage activity

does not have a record of the owner/manager original Physical Inventory Request 

Transaction, the storage activity will process the Physical Inventory Request 

Transaction with Management Code X as an original Physical Inventory Request 

Transaction.

C6.4. RESEARCH OF POTENTIAL OR ACTUAL INVENTORY ADJUSTMENTS 

(PHYSICAL INVENTORY) (DLMS 947I with Quantity or Status Adjustment Reason 

Code AA; – Document Identifier Code D8A/D9A)

C6.4.1. Policy. DoD Components will ensure that potential or actual Inventory 

Adjustments (Physical Inventory), (DLMS 947I with Quantity or Status Adjustment 

Reason Code AA; D8A/D9A), are researched in accordance with the value of the 

adjustment and type of item. The DoD criteria for this research are set forth in Table 

C6.T3, and will be used as the basis for selective research for supply system materiel. 

A reduction of the volume of erroneous adjustments can only be achieved by 

conducting specified degrees of research before posting the adjustment transaction. 

More stringent research requirements may be imposed by DoD Components based 

upon the limits of available resources and upon specific asset control problems. 

However, in no case will adjustments be processed against items without required preadjustment research having been performed (see Table C6.T3.).

C6.4.2. Objectives. Analysis of inventory adjustments is vital to: 

 C6.4.2.1. Identify failures in the control systems so improvements can be 

made.

 C6.4.2.2. Reduce similar discrepancies in the future. 

 C6.4.2.3. Ensure that the proper adjustment was made.

 C6.4.2.4. Evaluate indicators of trends or system problems for corrective 

action.

 C6.4.2.5. Detect negligence, abuse, or theft of materiel. Known or suspected 

negligence, abuse, or theft will be researched in accordance with DoD 7000.14-R and 

Table C6.T3.

C6.4.3. Timeliness of Research. Timely completion of the research of potential or 

actual Inventory Adjustments (Accounting Error) is essential. Delay increases the 

complexities of adequate research and reduces the probability of conclusive findings.

 C6.4.3.1. Pre-adjustment Research. Storage activity pre-adjustment 

research must be completed and the physical inventory adjustment/completion action 

posted to the owner/manager record within 30 calendar days from the PICD for 

scheduled inventories and 15 calendar days from the PICD for unscheduled inventories.
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 C6.4.3.2. Mandatory Causative Research. The storage activity must 

complete mandatory causative research within 45 calendar days from the date the 

adjustment transaction was posted. If sample causative research is used as allowed by 

Table C6.T3., Minimum Research Requirements, the sample causative research must 

be completed within 45 calendar days from the date the sample causative research 

listing is created.

C6.4.4. Transaction History. For intra-Component (or inter-Component, based on 

agreement of the involved DoD Components) reconciliation, the owner/manager may 

request transaction history for analyzing inventory discrepancies.

 C6.4.4.1. Transaction History Request. The owner/manager will request the 

history using a Transaction History Request Transaction citing the appropriate Type 

Physical Inventory/Transaction History Code. Transaction history will consist of all 

transactions affecting the balance for the requested timeframe.

 C6.4.4.2. Transaction History Data. The storage activity will send transaction 

history data by submitting the affected transactions identified as a historical submission 

with beginning segment Action Code W1. DLMS transactions subject to historical 

submission are: receipt, issue, materiel release order, materiel release advice, and 

inventory adjustment (DLMS 527R, DLMS 867I, DLMS 940R, DLMS 945A, and DLMS

947I, respectively). When no history is available for the selected timeframe, submit a 

Response to Transaction History Request (No History Available) Transaction with Type 

of Physical Inventory/Transaction History Code 8 or 9. (Storage activities still operating 

under MILSTRAP will send legacy DIC DZK Transaction History Transmittal for all 

transactions affecting the balance for the requested timeframe).

C6.4.5. Error Classification Coding for Physical Inventory Adjustments. Causes of 

potential/actual inventory adjustments are determined by research. Causes will be 

classified, analyzed, and evaluated so action may be taken to correct situations that are 

causing the errors. Inventory Adjustment (Physical Inventory) Error Classification 

Codes will be entered in Inventory Adjustment (Physical Inventory) Transactions (DLMS

947I with Quantity or Status Adjustment Reason Code AA; MILSTRAP legacy DIC 

D8A/D9A)4. For analysis and evaluation, physical inventory adjustment error conditions 

will be associated with the operation in which they occurred (e.g., receiving, issues) and 

classified by type within each operation. For reporting purposes, each operation and 

each error type have been identified by an alphabetic or numeric code in the Error 

Classification Code. The error classification system is structured to provide the DoD 

Components the latitude to amplify the DoD defined error classifications; however, the 

DoD Components will summarize internally defined error classifications to the 

appropriate DoD classification for all reports provided to higher authorities, auditors, etc.

4 The owner/manager may use Error Classification Codes in Inventory Adjustment (Accounting Error) 

Transactions (DLMS 947I with Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC 

D8B/D9B) pending establishment of single shared asset balances (see paragraphs C6.2.2. and C6.2.4.).
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C6-24 CHAPTER 6

C6.4.6. Error Classification Feedback and Correction

 C6.4.6.1. Causative History Summary. Storage activities will send a 

quarterly summary of the causative research results for each individual national item 

identification number (NIIN) to the Inventory Owners (or the service International 

Logistics Control activity in the case of Foreign Military Sales (FMS)-owned materiel). 

The summary information will be provided for all adjustments of extended dollar value 

greater than $16K and any adjustment of an item with a Controlled Inventory Item Code 

(CIIC) that is Classified, Sensitive or Pilferable. At minimum, the provided summary will

include, for each NIIN: SCC, Inventory Adjustment Transaction (DLMS 947I or 

MILSTRAP legacy DIC D8_/D9_), quantity adjusted, routing identifier code (RIC) of the 

storage activity making the adjustment, error classification code, controlled inventory 

item code, date created, date completed, and total adjusted dollar value.

 C6.4.6.2. Error Correction

 C6.4.6.2.1. Storage Activity Commanders. Commanders at the storage 

activities will use this information to identify and correct recurring errors in their 

operations (e.g., through established storage activity training programs, quality control 

checks, and other actions as required).

 C6.4.6.2.2. Inventory Owners. Inventory owners will use this 

information as a means to gain insight into the adjustments and subsequent actions 

taken to resolve the error and to evaluate whether changes in procurement practices, 

cataloging data, or other actions may be taken to prevent potential distribution errors. A 

single point of contact will be designated at the owner level to request information from 

DLA.

C6.4.7. Controlled Inventory Item Accounting Adjustments. Unresolved physical 

inventory adjustments for all classified and sensitive items regardless of value, and for 

pilferable items when the adjustment is in excess of $2,500, as prescribed by DoD 

7000.14-R, will be referred to security officials of the storage activity at which the 

adjustment occurred to determine whether there is culpability or when fraud, waste, or 

abuse is suspected (see Table C6.T3).

C6.4.8. Materiel Release Denials. Chapter 4 prescribes DoD standard document 

formats, data codes, and criteria for the preparation and processing of materiel release 

denial at storage activities and by owners/managers.

 C6.4.8.1. Upon initiation of a materiel release denial citing Management 

Code 1, 2, 3 (applies to subsistence only), or 4 (applies to subsistence and ammunition 

only), storage activities will: 

 C6.4.8.1.1. Reverse the issue, adjust the storage activity record onhand quantitative balance to zero, and send an inventory adjustment decrease 

transaction (DLMS 947I with Quantity or Status Adjustment Reason Code AA; 

MILSTRAP legacy DIC D9A) for the adjusted quantity to the owner/manager attempting 

to issue the materiel, citing denial Management Code 1, 2, 3, or 4, and send an 
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C6-25 CHAPTER 6

inventory adjustment decrease to any other owners affected by the denial loss, citing 

denial Management Code Q.

 C6.4.8.1.2. Initiate a spot inventory as required under subparagraph 

C6.3.4.2.

 C6.4.8.2. If an inventory can be accomplished without delaying the

processing of the Materiel Release Order beyond the prescribed Uniform Materiel 

Movement and Issue Priority (UMMIPS) timeframes (see DoDM 4140.01), it may be 

conducted prior to processing a denial transaction.

C6.5. REVERSAL OF INVENTORY ADJUSTMENTS (PHYSICAL INVENTORY)-

DOCUMENT IDENTIFIER CODE D8A/D9A. Storage activity reversal of Inventory 

Adjustment (Physical Inventory) Transactions (DLMS 947I with Quantity or Status 

Adjustment Reason Code AA; MILSTRAP legacy DIC D8A/D9A) is a required 

capability, which must be implemented with proper controls and supported by proper 

documentation. At a minimum, procedures for reversing adjustments will contain the 

following control features:

C6.5.1. Posted/Unposted Source Documents. Regardless of age, reversals 

required to correct inventory records when posting previously unposted or incorrectly 

posted supply transactions (e.g., receipts, issues), are limited to those transactions that 

can be properly documented to reference the specific transaction document number(s) 

that will be processed to offset the reversal.

C6.5.2. Inventory Adjustment Corrections. Reversals required to correct physical 

inventory adjustments that were made based on incorrect/incomplete information are 

limited to two years from the date of the original adjustment unless the requirements of 

paragraph C6.5.1. are met. All reversals must be properly documented.

C6.5.3. Limitations. Reversals will not be processed solely on the basis of a 

previous offsetting physical inventory adjustment.

C6.5.4. Performance Assessment. Reversals after causative research allow for 

the proper posting of the correct supply transactions and audit trails. The number of 

inventory adjustments and related monetary values will be separated and identified as 

follows.

5

 C6.5.4.1. Absolute adjustment rates will include all gain and loss reversals 

from reporting and prior quarters’ adjustment transactions.

 C6.5.4.2. Initial adjustment rates will not include gain and loss reversals from 

reporting or prior quarters’ adjustments: 

5 Refer to ADC 415 available at the DLMS ADC 400-499 page. 
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C6.6. RESEARCH OF POTENTIAL OR ACTUAL INVENTORY ADJUSTMENTS 

(ACCOUNTING ERRORS) – (DLMS 947I with Quantity or Status Adjustment Reason 

Code AB) - Document Identifier Code D8B/D9B6) 

C6.6.1. Policy. DoD Components will ensure that potential or actual Inventory 

Adjustments (Accounting Errors), DLMS 947I with Quantity or Status Adjustment 

Reason Code AB; D8B/D9B, are researched in accordance with the value of the 

adjustment and type of item. The DoD criteria for this research are set forth in Table 

C6.T3. and will be used as the basis for selective research for supply system materiel. 

More stringent research requirements may be imposed by DoD Components based 

upon the limits of available resources and upon specific asset control problems. 

Though physical inventory adjustments are based on physical counts, accounting 

adjustments are based on the reconciliation of inventory records as part of End-of-Day 

or Location Reconciliation business processes. When differences exist between the 

‘systems’, an accounting adjustment (gain/loss) (DLMS 947I with Quantity or Status 

Adjustment Reason Code AB; DIC D8B/D9B) will be created to adjust the 

owner/manager’s total item property record inventory balance to agree with the storage 

activity’s closing end of day balance. As such, the causes of accounting adjustments 

are driven by the handling of ‘transaction data’ versus the physical handling of materiel. 

Therefore, research requirements will focus on events/processes that cause the 

databases (between the storage activity and total item property record) to be out of 

sync. DoD Components will research transaction histories and violation files to locate 

‘missing’ supply transactions, clear exceptions, process the appropriate ‘supply’ 

transaction, and reverse the accounting adjustment to resolve the original mismatch 

condition.

 C6.6.1.1. When subsequent research finds that the accounting adjustment 

was caused by an unposted, duplicate, or otherwise improperly posted transaction, a 

reversal of the accounting adjustment and (as appropriate) the incorrectly posted 

‘supply’ transaction is required. The owner/manager will ensure that proper audit trails 

are maintained to reflect the posting of the correct supply transaction. 

 C6.6.1.2. Owners/managers will request assistance from the storage activity

to isolate supply transaction processing errors and focus on data transmission and 

validation of system logic to resolve causes of database mismatches.

C6.6.2. Objectives. Analysis of Inventory Adjustments (Accounting Errors) is vital 

to:

 C6.6.2.1. Identify failures in the control systems so improvements can be 

made.

 C6.6.2.2. Reduce similar discrepancies in the future.

 C6.6.2.3. Ensure that the proper adjustment was made.

6 Refer to ADC 414 available at the DLMS ADC 400-499 page. 
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 C6.6.2.4. Evaluate indicators of trends or system problems for corrective 

action.

C6.6.3. Timeliness of Research. Timely completion of the research of potential or 

actual Inventory Adjustments (Accounting Error) is essential. Delay increases the 

complexities of adequate research and reduces the probability of conclusive findings.

 C6.6.3.1. Mandatory Causative Research. The owners/managers must 

complete mandatory causative research within 45 calendar days from the date the 

adjustment transaction was posted.

 C6.6.3.2. Sample Causative Research. If sample causative research is used 

as allowed by Table C6.T3., Minimum Research Requirements, owners/managers must 

complete the sample causative research within 45 calendar days from the date the 

sample causative research listing is created.

C6.6.4. Inventory Adjustment (Accounting Error) Error Classification Coding. 

Causes of potential/actual Inventory Adjustments (Accounting Error) are determined by 

research. Causes will be classified, analyzed, and evaluated so action may be taken to 

correct situations that are causing the errors.

7 For analysis and evaluation, error 

conditions will be identified and classified by type. For reporting purposes, each error 

type is identified by an alphabetic or numeric code as shown in Volume 2, Appendix 

2.16. The error classification system is structured to provide the DoD Components the 

latitude to amplify the DoD defined error classifications; however, DoD Components will

summarize internally defined error classifications to the appropriate DoD classification 

for all reports provided to higher authorities, auditors, etc.

C6.6.5. Error Classification Feedback and Correction

 C6.6.5.1. Causative History Summary. Owners/managers will prepare a 

quarterly summary of causative research results for Inventory Adjustments (Accounting 

Error) (DIC D8B/D9B) and provide feedback to the appropriate owners/managers 

officials. 

 C6.6.5.2. Error Correction. Inventory Owners will use this information as a 

means to gain insight into the inventory accounting adjustments and subsequent actions 

taken to resolve the error and to evaluate whether changes in supply transaction ‘edits’, 

cataloging data, or other actions may be taken to prevent potential inventory accounting 

errors. A single point of contact will be designated at the owner level to request 

information from DLA.

C6.6.6. Controlled Inventory Item Accounting Adjustments. Unresolved Inventory 

Adjustments (Accounting Error) for all classified and sensitive items regardless of value, 

and for pilferable items when the adjustment is in excess of $2,500 as prescribed by 

7 The owner/manager may use Error Classification Codes in Inventory Adjustment (Accounting Error) 

Transactions (DLMS 947I with Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC 

D8B/D9B) pending establishment of single shared asset balances (see paragraphs C6.2.2. and C6.2.4.).
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DoD 7000.14-R, will be referred to security officials of the storage activity at which the 

adjustment occurred to determine whether there is culpability or when fraud, waste, or 

abuse is suspected (see Table C6.T3.).

C6.7. REVERSAL OF INVENTORY ADJUSTMENT (ACCOUNTING ERRORS) 

TRANSACTIONS. Reversal of DLMS 947I with Quantity or Status Adjustment Reason 

Code AB; DIC D8B/D9B inventory accounting adjustments is a required capability that

must be implemented with proper controls and supported by proper documentation. 

(From Volume 3, Appendix 3, Introduction, Paragraph AP3.3.2, “When reversal or 

cancellation of the original transaction is required, enter a reversal indicator in record 

position 25.”) At minimum, procedures for reversing adjustments will contain the 

following control features:

C6.7.1. Posted/Unposted Source Documents. Regardless of age, reversals 

required to correct inventory accounting records when posting previously unposted or 

incorrectly posted supply transactions (e.g., receipts, issues), regardless of age, are 

limited to transactions that can be properly documented to reference the specific 

transaction document number(s) that will be processed to offset the reversal.

C6.7.2. Inventory Accounting Adjustment Corrections. Reversals required to 

correct inventory accounting adjustments that were made based on incorrect/incomplete 

information are limited to two years from the date of the original adjustment unless the 

requirements of paragraph C6.5.1. are met. All reversals must be properly 

documented.

C6.7.3. Limitations. Reversals will not be processed solely on the basis of a 

previous offsetting inventory accounting adjustment.

C6.7.4. Performance Assessment. Reversals against transactions processed 

within the adjustment period will be separated and identified as follows:

 C6.7.4.1. Gross inventory accounting adjustment during the current period,

 C6.7.4.2. Reversal of prior quarters' inventory accounting adjustment 

transactions,

 C6.7.4.3. Reversal of current quarters' inventory accounting adjustment 

transactions, and

 C6.7.4.4. Total value of net inventory accounting adjustments during the 

current period (i.e., value of net gains added to value of net losses).

C6.8. RECORD RECONCILIATION PROGRAM. Each DoD Component will implement 

a record reconciliation program that will consist of both a location survey and a location 

reconciliation.8 The DoD acceptable accuracy goals are provided in subparagraph 

8 The location reconciliation process will not be required with the establishment of single shared-asset 

balances (see paragraphs C6.2.2. and C6.2.4.).
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C6.2.12.3. The DoD Components may impose more stringent standards internally. The 

record reconciliation program is subject to the quality control checks delineated in 

section C6.10. Errors will be subject to validation and research before they are counted 

as errors. The DoD Components will collect and analyze all Type III errors (see 

subparagraphs C6.8.1.2.3. and C6.8.2.2.3.) by element.

C6.8.1. Location Survey

 C6.8.1.1. Location survey requires a physical verification, other than actual 

count, between assets and recorded location data to ensure that all assets are properly 

recorded. When a discrepancy is identified during the location survey program (Type I 

or Type II error (see subparagraphs C6.8.1.9.1. and C6.8.1.9.2.)), the storage activity

will conduct prompt research and assess the need for a special inventory Physical 

Inventory Request Transaction with Type of Physical Inventory/Transaction History 

Code K). In some instances, location survey and physical inventory will occur 

simultaneously for ammunition and subsistence.

 C6.8.1.2. Timing. Location survey will be accomplished at each storage 

activity not less than once each fiscal year, by (1) performing complete location survey 

of all locations; (2) using a statistical sampling methodology that ensures all locations 

are included in the population and have a probability of selection; or (3) a combination 

of complete and statistical sampling.

 C6.8.1.3. Storage locations that have undergone a qualifying physical 

inventory action within the previous 12 months may be considered to have satisfied the 

annual location survey requirements stated in paragraph C6.8.1.2. A qualifying 

inventory action is one where the storage activity performs a successful physical 

verification of the item(s) between the physical asset(s) and the recorded location data. 

The storage activity has the option to perform a second location survey as necessary 

but it is not required for the purpose of the annual location survey. These procedures do 

not overwrite current guidance and procedures for any discrepancies found at the 

location.

 C6.8.1.3.1. Storage activities will perform complete location survey on all 

controlled items (classified, sensitive, pilferable, radioactive, etc.) and do not qualify for 

use of a random statistical sampling approach.

 C6.8.1.3.2. Locations not surveyed as a result of a qualifying inventory 

activity or as described in C6.8.1.2 will be part of the population needed for statistical 

sampling in order to satisfy the annual location survey requirement defined in this 

chapter.

 C6.8.1.4. Rewarehousing. A location survey will take place in both the 

gaining and losing storage areas following the completion of rewarehousing projects. A 

location survey conducted due to rewarehousing projects may be considered to have 

satisfied the annual survey requirement for the area surveyed. 
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 C6.8.1.5. Comparison of Storage Locations with Locator Records. The 

proper sequence for operating a location survey requires comparing assets in storage 

locations with locator records. This sequence of operation is important to detect assets 

in unrecorded locations. 

 C6.8.1.6. Lots/Segments. An objective is to identify items to location survey 

lots or segments. Lots/segments will be of a manageable size (number of items) to 

permit location survey in minimum time, to ensure maximum uninterrupted service to 

customers, and to obtain the greatest degree of accuracy from the location survey.

 C6.8.1.7. Items within Lot/Segment. Items within a lot/segment that have 

been subject to a complete item inventory will satisfy the annual survey requirement 

when the entire lot/segment is located in a clearly designated, conterminous warehouse 

space. These inventoried lots/segments may be excluded from the complete survey for 

the fiscal year in which they were counted. Sites that perform complete physical 

inventories including empty locations have satisfied the location survey requirement. 

These sites will not be required to collect location survey metrics.

 C6.8.1.8. Permanent Item Locations. When permanent locations are 

reserved for items, unoccupied recorded locations will be identified and/or verified 

during the location survey.

 C6.8.1.9. Accuracy Measurement. To measure the accuracy of the results of 

the location survey, discrepancies will be classified in one of the three categories listed 

below. Only one error per stock number per location is charged when locator delete, 

locator establish, or locator record correction is required for the same location. When 

the stock number and actual assets differ, the discrepancy will be classified as a locator 

establish action only.

 C6.8.1.9.1. Locator Record Deleted. The removal or change of a 

locator record when there is a recorded location but there are no physical assets–unless 

the location is being held open for new receipts. (Type I location survey error.)

 C6.8.1.9.2. Locator Error Established. The recording of locations when 

assets are physically found in storage and no locator records exist, or when the 

recorded stock number disagrees with the materiel in the location. (Type II location 

survey error.)

 C6.8.1.9.3. Locator Record Corrected. Changes to the locator record 

when physical materiel characteristics differ from any of the following data elements 

(Type III location survey error):

 C6.8.1.9.3.1. Unit of issue.

 C6.8.1.9.3.2. SCC.
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 C6.8.1.9.3.3. Controlled inventory item code (see DoD 4100.39-M, 

Volume 10, Table 61). Verification of the code will consist of ensuring that assets are 

stored in areas providing the degree of security commensurate with the assigned code.

 C6.8.1.9.3.4. Type of pack code (for subsistence only). (See 

Volume 2, Chapter 4.)

 C6.8.1.9.3.5. Lot number, serial number, or unique item identifier 

(for ammunition only).

 C6.8.1.9.3.6. Completeness and accuracy of magazine data card 

(for ammunition only).

 C6.8.1.9.3.7. Special Inventory. To ensure accuracy of property 

accountability records, special inventories will be performed when assets are found in 

an erroneous or unrecorded location, or when there are mismatches in the unit of issue 

that may result in a quantity variance.

C6.8.2. Location Reconciliation.

9

 C6.8.2.1. Requirements. Location reconciliation requires a match between 

storage activity records and owner/manager records in order to identify and to correct 

situations when there is: (1) an owner/manager record with no corresponding storage 

activity record, (2) a storage activity record with no corresponding owner/manager 

record, (3) common elements of data that do not match, and/or (4) quantity 

discrepancies. Mismatches will be researched and special inventories conducted when 

required to effect corrective action.

 C6.8.2.2. Accuracy Measurement. To measure the accuracy of the results of 

the location reconciliation program, discrepancies will be classified in one of the four 

categories listed below (report only one error per location reconciliation error).

 C6.8.2.2.1. Owner/manager record shows balance for storage activity; 

no Location Reconciliation Request Transaction received. (Type I location 

reconciliation error.)

 C6.8.2.2.2. Location Reconciliation Request Transaction received from 

storage activity; no corresponding owner/manager record (Type II location reconciliation 

error.)

 C6.8.2.2.3. Mismatch of any of the following data elements (Type III 

location reconciliation error):

 C6.8.2.2.3.1. Unit of issue. 

9 The location reconciliation process will not be required with the establishment of single shared-asset 

balances (see paragraphs C6.2.2 and C6.2.4).
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 C6.8.2.2.3.2. Ownership/manager identifier.

 C6.8.2.2.3.3. Controlled inventory item code (see DoD 4100.39-M, 

Volume 10, Table 61).

 C6.8.2.2.3.4. Type of pack code (subsistence only).

 C6.8.2.2.3.5. Shelf-life code.

 C6.8.2.2.4. Quantity Discrepancy (Type IV Reconciliation Error). 

 C6.8.2.3. Guidance. The DoD Components will perform location 

reconciliation in accordance with the following guidance:

 C6.8.2.3.1. Annual Location Reconciliation. Owners/managers and 

storage activities will: 

 C6.8.2.3.1.1. Reconcile all records at least once every year but 

prior to the Chief Financial Officer inventories in September.

 C6.8.2.3.1.2. Perform annual reconciliations as required by 

subparagraph C6.8.2.3.3. 

 C6.8.2.3.2. Location Reconciliation Request. Storage activities will

prepare Location Reconciliation Request Transactions by line-item and by type of pack, 

for each stock number regardless of the balance (including zero balances). For annual 

location reconciliation request, storage activities will cite DLMS 846R, Action Code 24 

or, for MILSTRAP legacy DIC DZH, Type of Location Reconciliation Request Code 2. 

Storage activities will send the request to the owner/manager. Storage activities

preparing MILSTRAP legacy DIC DZH requests will ensure that consecutive transaction 

numbers by RIC are assigned to the location reconciliation requests for control 

purposes.

 C6.8.2.3.3. Location Reconciliation Schedule. All owner/manager and 

storage activity records (active and inactive records, including zero balances) will be 

reconciled not less than once each fiscal year. Storage activities and Components may 

negotiate agreements for conducting annual location reconciliation any time during the 

fiscal year. When no such agreement exists, location reconciliation requests will be 

prepared on the second Tuesday of the month indicated in the schedule in Table C6.T2.

Table C6.T2. Location Reconciliation Preparation Schedule When No Other Schedule 

Agreement Exists

Service or Agency Preparations Date

Second Tuesday in:

Army January

Navy March
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Service or Agency Preparations Date

Second Tuesday in:

Marine Corps May

Air Force July

Defense Logistics Agency July

 C6.8.2.3.4. Control of Location Reconciliation. Storage activities and 

owners/managers will establish the following provisions for controlling location 

reconciliation:

 C6.8.2.3.4.1. Location Reconciliation Notification. Storage activities

will advise intended recipients (owners/managers) of the number of transactions being 

forwarded, and cut-off date, using Location Reconciliation Notification Transaction.

 C6.8.2.3.4.2. Location Reconciliation Transaction History

 C6.8.2.3.4.2.1. Location Reconciliation History Notification 

Transaction. When transaction history is required with Location Reconciliation, the 

storage activity will advise intended recipients (owners/managers) of the number of 

historical transactions being sent, and the cutoff date, using Location Reconciliation 

History Notification Transactions.

 C6.8.2.3.4.2.2. Transaction History to Support Location 

Reconciliation. For transaction history associated with annual reconciliation, the 

owner/manager may cite Type of Physical Inventory/Transaction History Code Y in the 

Transaction History Request Transaction. Transactions subject to transaction history 

submission are receipt (DLMS 527R with 1/BR02/20/Code D4; MILSTRAP legacy DIC 

D4_/D6), issue (DLMS 867I; DIC D7_), materiel release (DLMS 940R, MILSTRIP 

legacy DIC A5_), materiel release advice (DLMS 945A, MILSTRIP DIC AR_), and 

inventory adjustments (DLMS 947I; MILSTRAP legacy DIC D8_/D9_). The transaction 

history code may be included in the transaction history submission. DLA 

owner/managers will use code Y for automatic submission of history requests for the 

Annual (Total) Reconciliation, and code W for automatic submissions of transaction 

history requests for their weekly process. The storage activity perpetuates the type of 

physical inventory/transaction history code in the transaction history submissions.

 C6.8.2.3.4.3. Owners/managers will use the Location 

Reconciliation Notification and Location Reconciliation History Notification Transactions 

to determine receipt of all Location Reconciliation and historical transactions. Where 

the number of transactions to be sent does not match what was actually received, the 

owner/managers may reject the Location Reconciliation Notification and/or Location 

Reconciliation History Notification transactions using Reject Advice Transaction (DLMS

824R; MILSTRAP legacy DIC DZG), with Reject Advice Code AY.

 C6.8.2.3.5. Processing Location Reconciliation Request. In processing 

Location Reconciliation Request Transactions, owners/managers will match the 
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requests to the owner/manager records. When a mismatch is programmatically 

unresolved, Inventory Adjustment (Accounting Error) Transaction (DLMS 947I with 

Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B) will

be processed to adjust the owner/manager records. All Type I, II, III, and IV 

mismatches meeting the criteria for causative research (see Table C6.T3.) will be 

resolved as follows:

 C6.8.2.3.5.1. Research of owner/manager active and historical 

records.

 C6.8.2.3.5.2. Research of storage activity active/historical record 

using Transaction History Request Transaction with Type of Physical 

Inventory/Transaction History Code X.

 C6.8.2.3.5.3. Request physical inventory using Physical Inventory 

Request Transaction with Type of Physical Inventory/Transaction History Code J.

 C6.8.2.3.5.4. If the above actions fail to resolve the mismatch, the 

Inventory Adjustment (Accounting Error) Transaction (DLMS 947I with Quantity or 

Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B) will remain on 

the owner/manager records.

 C6.8.2.3.6. Exceptions. A physical inventory is not required under the 

following conditions, except when the mismatch involves classified or sensitive items 

(regardless of dollar value), or pilferable items (when the extended dollar value of the 

variance is greater than $100).

 C6.8.2.3.6.1. The owner/manager record may be adjusted without 

special inventory when the extended value of the variance is $5,000 or less and 10 

percent or less of the beginning value of the variant owner/manager record for Type IV 

errors (see subparagraph C6.8.2.2.4.).

 C6.8.2.3.6.2. The owner/manager record may be adjusted without 

special inventory when the extended value of the variance is $5,000 or less for Type I 

and Type II errors (see subparagraphs C6.8.2.2.1. and C6.8.2.2.2.).

 C6.8.2.3.7. Discrepancies. When a discrepancy is identified during the 

location reconciliation, send the following transactions, as appropriate, to the submitting 

activity: 

 C6.8.2.3.7.1. DLMS 824R (MILSTRAP legacy DIC DZG) – Reject 

Advice Transaction, as prescribed in Volume 1, Chapter 6.

 C6.8.2.3.7.2. DLMS 888I Storage Item Data Correction/Change 

Transaction as prescribed in this chapter. Storage activities will use the Storage Item 

Data Correction/Change Transaction to update stock records, item locator records, and 

bin tags.
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C6.9. RETENTION OF ACCOUNTABLE DOCUMENTATION. DoD requires that all 

Components meet audit requirements following the processing of documents and data 

and completion of the research efforts. Owners and storage activities will maintain 

records and supporting documentation in accordance with DoDI 5015.02 and DoD 

7000.14-R, Financial Management Regulation, Volume 1 Chapter 9. The following 

business rules apply to storage activities and owners when retaining records for audit 

purposes:

C6.9.1. Source Documents. Retain original source documents or facsimiles in a 

readily accessible format. Source documents include only accountability change 

documents such as receipts, issues, shipments, transfers, SCC changes, and inventory 

and financial adjustments. Keep source documents providing evidence of shipment to 

FMS recipients in accordance with DoDI 5015.02. 

C6.9.2. Transaction History. Retain registers, records, files, tapes, and data in a 

format useful for audit trail purposes. Automated inventory control systems facilitate the 

output of transaction histories that indicate the date the last physical inventory was 

conducted for each item.

C6.9.3. Adjustment Research. Retain backup documentation that directly pertains 

to individual cases of physical inventory adjustment research efforts in a readily 

accessible format (to include physical inventory and accounting error adjustments). 

C6.9.4. Annual Statistical Inventory. Retain annual statistical sample inventory 

line-item detail data in a readily accessible format. 

C6.10. QUALITY CONTROL

C6.10.1. Goals and Objectives. DoD Components will establish a quality control 

program at each owner/manager and storage activity. Portions of the program can be 

accomplished during ongoing practices within inventory processes. Quality control 

results will assist management in identifying those human, procedural, or system errors 

that adversely affect record accuracy and in achieving better control over physical 

materiel and warehousing practices. Within the scope of this quality control program, 

work processes directly related to the control of physical materiel will be monitored for 

attained quality levels and performance evaluated on improvements, not numerical 

goals. Accordingly, all quality control programs will include reviews to assess the 

accuracy/quality of the following work processes:

 C6.10.1.1. Warehousing Practices. This includes checks of storage 

practices, stock rotation, shelf-life management, identification of in-store materiel, mixed 

stock, location accuracy and rewarehousing projects.

 C6.10.1.2. Receiving Practices. This includes checks of documentation, 

materiel identity, quantity, and SCC; checks for processing timeliness; and verification 

of daily input data to the location system.
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 C6.10.1.3. Issuing Practices. This includes checks of legibility of issue 

documents; accuracy of stock selection as to identity, quantity, unit of issue, shelf life, 

SCC, and type of pack (subsistence only); marking of outgoing shipments; and release 

to carriers.

 C6.10.1.4. Validity of Automated Date. This includes checks of receipt, 

issue, and adjustment transaction data entries against input documentation.

 C6.10.1.5. Inventory Practices. This includes checks of inventory counts, 

location surveys, location reconciliation corrective actions, causative research, and 

adjustments at both the owner/manager and storage activity. 

 C6.10.1.6. Catalog Practices. This includes checks of catalog change 

processing, accuracy, and timeliness, using the affected recorded locations as the 

universe.

 C6.10.1.7. Locator File Updates. This includes checking the accuracy of 

changes to the locator file (e.g., all additions, deletions, and changes of unit of issue, 

SCC, shelf life).

 C6.10.1.8. Supply Discrepancy Report Processing. This includes checks for 

processing timeliness and the accuracy of the SDR initiation, follow up and reply, 

investigation research including identification and correction of supply errors, 

adjustment of accountable and financial records, and preparation of Financial Liability 

Investigation of Property Loss Report (DD Form 200).

 C6.10.1.9. Logistics Reassignment Processing. This includes checks to 

determine whether the logistic reassignment actions were completed (e.g., Losing Item

Manager (LIM)/Gaining Item Manager (GIM) records were changed to reflect 

decapitalization/transfer, LIM directed the storage activity to change the 

decapitalized/transferred assets to GIM ownership, the storage activity effected and 

advised the LIM of the change, and the LIM initiated action to resolve any quantity 

variances.

 C6.10.1.10. Suspended Asset Processing. This includes checks of the 

timeliness in reclassifying suspended (SCCs J, K, L, Q, R, and X) materiel.

C6.10.2. Assignment of Responsibility. Whenever possible, quality control checks 

of these work processes will include identification of the individual performing the tasks. 

This will facilitate the placement of responsibility for appraising and improving quality 

with each manager within the chain of command.

C6.10.3. Command Emphasis. Continued command management emphasis and 

performance review are essential for the success of the quality control program. 

Command managers must ensure effective organizational interrelationships among the 

functional element concerned with the PICP such as: comptroller, data systems, 

transportation, warehousing, maintenance, quality control, and supply management. 
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The quality control program will include provisions for initiation of corrective action when 

acceptable quality levels are not met.

C6.11. PHYSICAL INVENTORY CONTROL PROGRAM PERFORMANCE 

ASSESSMENT. Each DoD Component will collect and maintain performance 

standards and management data prescribed in paragraphs C6.11.1. and C6.11.2. for all 

materiel for which the Component maintains the property accountability record. This 

includes all DoD wholesale supply system assets of principal and secondary items, 

including package fuels, less all materiel exclusions listed in DoDM 4140.01. When 

required to report this information to higher authorities Report Control Symbol (RCS): 

DD-AT&L 935 applies. DD Form 2338-1 (“Inventory Control Effectiveness Report - 

Ammunition”) and DD Form 2338-2 (“Inventory Control Effectiveness Report - General 

Supplies”) are available for intra-Component use when required by the DoD 

Component.

C6.11.1. General Supplies Performance Standards and Data10

 C6.11.1.1. General Supplies Inventory Adjustment Report Data -- Part I. 

Parentheses with each paragraph number refer to data shown on the Inventory Control 

Effectiveness (ICE) Report (RCS DD-AT&L 935).

 C6.11.1.1.1. (Line 1.) Number of Physical Inventories and Variance 

Rate.

11

 C6.11.1.1.1.1. (Line 1.A.) Number of Inventories Completed. The 

total number of line items inventoried (scheduled and unscheduled). Each SCC for a 

stock number at each storage activity is a line item.

 C6.11.1.1.1.2. (Line 1.B.) Number of Inventories with Adjustments. 

The total number of line items inventoried (scheduled and unscheduled) that had an 

inventory variance.

 C6.11.1.1.1.3. (Line 1.C.) Inventory Variance Rate. Reflects the 

percentage of the line items inventoried that had an inventory variance. Compute this 

figure by dividing the lines with an Inventory Variance by the total line items inventoried 

and multiplying by 100. ((1B/1A) x 100). 

 C6.11.1.1.1.4. (Line 1.D.) Number of Inventory Adjustments Equal 

to or Greater Than (≥) Causative Research Criteria. The total number of line items 

inventoried (scheduled and unscheduled) that had an inventory variance (overage or 

shortage equal to or greater than Causative Research threshold) (dollar value of the 

variance is ≥ $16,000 for uncontrolled item, $2500 for a pilferable item and all 

adjustments of sensitive/classified items).

10 Refer to ADC 415 available at the DLMS ADC 400-499 page. 11 Book-to-Book Adjustments are not included in section 1.
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 C6.11.1.1.1.5. (Line 1.E.) Causative Research Variance Rate. 

The percentage of the total number of line items inventoried (scheduled and 

unscheduled) that had an inventory variance that met the Causative Research 

threshold. Compute this figure by dividing the lines that meet Causative Research 

Criteria by the total line items inventoried and multiplying by 100. ((1D/1A) x 100). 

 C6.11.1.1.2. (Line 2.) Number of Adjustments12

 C6.11.1.1.2.1. (Line 2.A.) Number of Adjustment Gains (D8A). 

The total number of inventory gain adjustments.

 C6.11.1.1.2.2. (Line 2.B.) Number of Adjustment Losses (D9A). 

The total number of inventory loss adjustments.

 C6.11.1.1.2.3. (Line 2.C.) Number of Gain Reversals (D8A 

Reversal). The total number of gain reversals of inventory adjustments (from reporting 

and prior quarters).

 C6.11.1.1.2.4. (Line 2.D.) Number of Loss Reversals (D9A 

Reversal). The total number of loss reversals of inventory adjustments (from reporting 

and prior quarters).

 C6.11.1.1.2.5. (Line 2.E.) Total Number of Inventory Adjustments. 

The total number of inventory gain or loss adjustments including the number of gain and 

loss reversals (from reporting and prior quarters) processed during the report period. 

(2A + 2B + 2C + 2D).

 C6.11.1.1.2.6. (Line 2.F.) Number of Issues and Receipts 

(Transactions). The total number of Issues and Receipts posted during the report 

period.

 C6.11.1.1.2.7. (Line 2.G.) Number of Adjustments, Gains, and 

Losses including Book-to- Book Adjustments. The total number of Adjustments, Gains, 

and Losses including Book-to- Book adjustments posted during the reported period.

 C6.11.1.1.2.8. (Line 2.H.) Transaction Adjustment Rate. The total 

number of Adjustments, Gains, and Losses including Book-to- Book adjustments posted 

during the reported period, compared to the total number of Issues and Receipts posted 

during the report period. Compute this figure by dividing the total number of 

Adjustments, Gains, and Losses including Book-to- Book adjustments by the total 

number of Issues and Receipts. (2G/2F).

 C6.11.1.1.3. (Line 3) Monetary Value of Adjustments13

12 Book-to-Book Adjustments are included in section 2.

13 Book-to-Book Adjustments are included in section 3.
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C6-39 CHAPTER 6

 C6.11.1.1.3.1. (Line 3.A.) Value of Adjustment Gains (D8A). 

Monetary value of gain adjustments excluding the monetary value of gain reversals 

processed during the report period.

 C6.11.1.1.3.2. (Line 3.B.) Value of Adjustment Losses (D9A). 

Monetary value of loss adjustments excluding the monetary value of loss reversals 

processed during the report period.

 C6.11.1.1.3.3. (Line 3.C.) Value of Gain Reversals (D8A). The 

total monetary value of gain reversals processed during the reporting period.

 C6.11.1.1.3.4. (Line 3.D.) Value of Loss Reversals (D9A). The 

total monetary value of loss reversals processed during the reporting period.

 C6.11.1.1.3.5. (Line 3.E.) Total Value of Inventory Adjustments. 

Monetary value of gains and losses resulting from inventory adjustments including the 

monetary value of gain and loss reversals (from reporting and prior quarters) processed 

during the report period (3A+3B+3C+3D). 

 C6.11.1.1.4. (Line 4) Adjustment Rates14

 C6.11.1.1.4.1. (Line 4.A.) Average Value of Materiel in Storage. 

The average value of on-hand assets as reflected on the storage activity's 

owner/manager property accountability records for the 12 months prior to the report 

cutoff date (i.e., current quarter plus three quarters).

 C6.11.1.1.4.2. (Line 4.B.) Record Value of Items Inventoried. The 

extended value prior to inventory adjustments being posted during the reporting period.

 C6.11.1.1.4.3. (Line 4.C.) Absolute Adjustment Rate for Materiel in 

Storage. Divide the value of the total number of inventory adjustments (including 

reversals) by the average value of materiel in storage. ((3E/4A) x 100). 

 C6.11.1.1.4.4. (Line 4.D.) Absolute Adjustment Rate for Items 

Inventoried. Divide the value of the total number of inventory adjustments (including 

reversals) by the record value of items inventoried. ((3E/4B) x 100). 

 C6.11.1.1.4.5. (Line 4.E.) Initial Adjustment Rate as Percentage of 

Inventory In Storage. Divide the value of the total number of inventory adjustments 

(without reversals) by the average value of materiel in storage ((3A + 3B) / 4A x 100). 

 C6.11.1.1.4.6. (Line 4.F) Initial Adjustment Rate as Percentage of 

Items Inventoried. Divide the value of the total number of inventory adjustments 

(without reversals) by the record value of items inventoried. ((3A + 3B) / 4B x 100). 

14 Book-to-Book Adjustments are included in section 4.
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C6-40 CHAPTER 6

 C6.11.1.1.5. Denial Rates

 C6.11.1.1.5.1. (Line 5.A.) Lines Directed for Shipment. The total 

number of line items directed for shipment (A5_ Materiel Release Order (MRO), A4_ 

referral order, and A2_ redistribution order).

 C6.11.1.1.5.2. (Line 5.B.) Total Materiel Release Order Denials. 

The total materiel denials (sum of total and partial denials and warehouse refusals). 

Include denial transactions classified by denial Management Codes 1, 2, 3, 

(subsistence only) 4, and 5 (see Appendix AP2.6) in the total.

 C6.11.1.1.5.3. (Line 5.C) Materiel Denial Rate. Compute this 

figure by dividing the total denials by the line items directed for shipment and multiplying 

by 100. ((5B /5A) x 100). 

 C6.11.1.2. General Supplies - Accuracy and Performance Data -- Part II. 

Each DoD Component will collect and maintain visibility of the following performance 

data for collective analysis of accuracy trends and corrective actions required. 

 C6.11.1.2.1. Receipt Processing. The accuracy rate is computed by 

dividing the total number of receipts (all types, e.g., new procurements, redistributions, 

returns from maintenance) posted and stored to the property accountability record on 

time by total number of receipts and multiplying by 100 during the reporting period. The 

Components may separately measure receipt processing timeframes by the type of 

receipt (e.g., D4_, D6A, D6Ks) based upon business processes and negotiated 

agreements.

 C6.11.1.2.2. Location Survey. The accuracy rate is computed by 

dividing the locations with discrepancies (Types 1 and 2) by the total locations surveyed 

(during the reporting period), multiplying by 100, and subtracting the result from 100 

percent.

 C6.11.1.2.3. Location Reconciliation. This performance figure 

represents the total number of reconciled location records (i.e. sum of line items on the 

Inventory Manager's record and line items that were not on the Inventory Manager's 

record but were on the storage activities' records) during a specified reporting period. 

The accuracy rate is computed by dividing the number of discrepancies (as defined in 

paragraph C7.6.2.2.) by the number of reconciled records, multiplying by 100, and 

subtracting the result from 100 percent.

 C6.11.1.2.4. Record Accuracy. This performance element represents 

the results of Type Physical Inventory/Transaction History Code N Sample Inventories. 

The sampling model incorporates a hierarchical approach where the total population of 

items is included and a single sample is randomly selected. Each selected line item 

(NSN/SCC) is placed in only one of the four categories by determining whether it meets 

a category's criteria, in sequential order. Table C7.T1. provides General Supplies 

Record Accuracy categories, goals and tolerances.
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C6-41 CHAPTER 6

C6.11.2. Ammunition Performance Standards and Data. (The information in this 

section corresponds to information shown on DD Form 2338-1.)

 C6.11.2.1. Performance - Part I

 C6.11.2.1.1. Materiel Denials. DoD Components will identify denials 

separately for low risk and high-risk items.

 C6.11.2.1.1.1. (Line 1.A.) Lines Directed for Shipment. The total 

number of line items directed for shipment (MROs, referral orders, redistribution orders 

(DLMS 940R Material Release)).

 C6.11.2.1.1.2. (Line 1.B.) Total Materiel Denials. The total 

materiel denials (sum of total and partial denials, and warehouse refusals DLMS 945A, 

Materiel Release Advice). Include denial transactions classified by denial Management 

Codes 1, 2, 5, 6, and 7 in the total.

 C6.11.2.1.1.3. (Line 1.C.) Material Denial Rate. Compute this 

figure by dividing total denials by the line items directed for shipment and multiplying by 

100. ((1B / 1A) x 100) The DoD performance goal for the materiel release denial rate is 

not greater than 1 percent.

 C6.11.2.1.2. Receipt Processing Performance. 

 C6.11.2.1.2.1. (Line 2.A.) Receipts Posted and Stored. The total 

number of line item receipts posted and stored to the total item property record.

 C6.11.2.1.2.2. (Line 2.B.) Receipts Posted and Stored on Time. 

The total number of line item receipts that were effectively posted and stored within the 

timeframes. Both storing and posting actions are considered complete when the item is 

in the storage location, or available for issue, and the quantity is posted to the total item 

property record.

 C6.11.2.1.2.3. (Line 2.C.) On Time Receipt Rate. Compute this 

figure by dividing the total number of receipts posted and stored on time by the total 

number of receipts and multiplying by 100. ((2B / 2A) x 100) The DoD performance 

goal for posting and storing receipts on time is 90 percent.

 C6.11.2.1.3. Record Reconciliation Program. Shows the results of the 

location survey (ratio of accurate storage activity locator records to storage activity 

locations surveyed) and the location reconciliation15. 

 C6.11.2.1.3.1. (Line 3.A.) Locations Surveyed. The number of 

storage activity locations surveyed.

15 The location reconciliation process will not be required with the establishment of a single shared asset 

balances (see paragraphs C6.2.2. and C6.2.4.).
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C6-42 CHAPTER 6

 C6.11.2.1.3.2. (Line 3.B.) Survey Errors. The total number of 

location discrepancies as defined in subparagraph C6.8.1.8. Report only one error per 

stock number per location.

 C6.11.2.1.3.3. (Line 3.C.) Survey Accuracy. Compute this figure 

by dividing the locations with discrepancies by the total locations surveyed multiplying 

by 100, and subtracting the result from 100 percent, (100 - ((3B / 3A) x 100)). The DoD 

goal for location survey accuracy is 98 percent.

 C6.11.2.1.3.4. (Line 3.D.) Locations Reconciled.

16 The total 

number of location records reconciled (i.e., the sum of line items on the 

owner's/Inventory Manager’s record and line items not on the Inventory Manager's 

record but were on the storage activities' records).

 C6.11.2.1.3.5. (Line 3.E.) Reconciliation Errors. The total number 

of discrepant location records as defined in subparagraph C6.8.2.2. Count one error 

per location reconciliation request (line item) or unmatched Inventory Manager's record.

 C6.11.2.1.3.6. (Line 3.F.) Reconciliation Accuracy. Compute this 

figure by dividing the number of discrepancies by the number of records reconciled, 

multiplying by 100, and subtracting the result from 100 percent, (100 - ((3E / 3D) x 

100)). The DoD goal for location reconciliation is 98 percent.

 C6.11.2.2. Physical Inventory Adjustments – Part II

 C6.11.2.2.1. Physical Inventories

 C6.11.2.2.1.1. (Line 1.A.) Number of Scheduled and Unscheduled 

Inventories Completed. The total number of line-items inventoried (scheduled and 

unscheduled). Each SCC for a stock number at each storage activity is a line item.

 C6.11.2.2.1.2. (Line 1.B.) Number of Inventories with Variances. 

The total number of line items inventoried (scheduled and unscheduled) that had an 

inventory variance.

 C6.11.2.2.1.3. (Line 1.C.) Inventory Record Accuracy. Reflects 

the percent of lines inventoried without an inventory variance. Compute this figure by 

dividing the lines with an inventory variance by the total lines inventoried and multiplying

by 100, and subtracting the result from 100 percent, (100 - ((1B / 1A) x 100)). The DoD 

inventory record accuracy goal for ammunition is 95 percent.

 C6.11.2.2.2. Number of Inventory Adjustments from Other Than 

Physical Inventories.

17

16 Performance data maintained by owner/Inventory Manager regardless where material is stored.

17 The end of day process and location reconciliation process will not be required with the establishment 

of single shared asset balances (see paragraphs C6.2.2 and C6.2.4).
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C6-43 CHAPTER 6

 C6.11.2.2.2.1. (Line 2.A.) Number of Location Reconciliation 

Adjustments. The number of location reconciliation adjustments (DLMS 947I with 

Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B).

 C6.11.2.2.2.2. (Line 2.B.) Number of End of the Day Processing 

Adjustments. The number of end of the day processing adjustments (DLMS 947I with 

Quantity or Status Adjustment Reason Code AB; MILSTRAP legacy DIC D8B/D9B).

 C6.11.2.2.2.3. (Line 2.C.) Total. Absolute total of adjustments 

from other than physical inventories, (2A + 2B). 

 C6.11.2.2.3. (Line 3.) Total Inventory Adjustments. The sum of number 

of inventories with variances and the number of adjustments from other than physical 

inventories.

 C6.11.2.2.4. Number of Reversals of Inventory Adjustments. 

 C6.11.2.2.4.1. (Line 4.A.) Number of Gain Reversals. The 

number of gain reversals of inventory adjustments.

 C6.11.2.2.4.2. (Line 4.B.) Number of Loss Reversals. The 

number of loss reversals of inventory adjustments.

 C6.11.2.2.4.3. (Line 4.C.) Total. Absolute total of inventory 

reversals (gains and losses).

 C6.11.2.2.5. Monetary Value. 

 C6.11.2.2.5.1. (Line 5.A.) Average Value of Inventory. The 

average value of on-hand assets as reflected on financial records for the 12 months 

prior to the report cutoff date (i.e., current quarter plus last three quarters).

 C6.11.2.2.5.2. (Line 5.B.) Record Value of Items Inventoried. The 

extended value prior to actual inventory of line-items inventoried (scheduled and 

unscheduled) during the reporting period.

 C6.11.2.2.5.3. Value of Inventory Adjustments

 C6.11.2.2.5.3.1. Physical Inventory Adjustments: 

 C6.11.2.2.5.3.1.1. (Line 5.C.(1)(A)) Gains. Monetary 

value of gains resulting from inventory less the monetary value of gain reversals (from 

current and prior quarters) processed during the report period.

 C6.11.2.2.5.3.1.2. (Line 5.C.(1)(B)) Losses. Monetary 

value of losses resulting from inventory less the monetary value of loss reversals (from 

current and prior quarters) processed during the report period.
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 C6.11.2.2.5.3.1.3. (Line 5.C.(1)(C)) Gross Adjustments. 

Computed as lines (5C(1)(A) + 5C(1)(B)).

 C6.11.2.2.5.3.2. Reversals--Current Quarter

 C6.11.2.2.5.3.2.1. (Line 5.C.(1)(A)) Gains. The total 

monetary value of decreases to the record balances as a result of reversing gain 

adjustments processed during the reporting period. Compute the Fiscal Year (FY) to 

Date value for reversal of current quarter gains by adding the quarter ending value for 

reversal of current quarter gains to the prior quarter FY to Date value of reversal of 

current quarter gains.

 C6.11.2.2.5.3.2.2. (Line 5.C.(1)(B)) Losses. The total 

monetary value of increases to the record balances as a result of reversing loss 

adjustments processed during the reporting period. Compute the FY to Date value for 

reversal of current quarter losses by adding the quarter ending value for reversal of 

current quarter losses to the prior quarter FY to Date value for reversal of current 

quarter losses.

 C6.11.2.2.5.3.2.3. (Line 5.C.(1)(C)) Total. Absolute total 

of reversals of current quarter gains and losses. Computed as lines (5C(2)(A) + 

5C(2)(B)). 

 C6.11.2.2.5.3.3. Reversals--Prior Quarters

 C6.11.2.2.5.3.3.1. (Line 5.C.(2)(A)) Gains. The total 

monetary value of decreases to record balances as a result of reversing gain 

adjustments reported in prior quarters. Compute the FY to Date value for reversal of 

prior quarters gains by adding the quarter ending value of reversal of current quarter 

gains to the prior quarter gains.

 C6.11.2.2.5.3.3.2. (Line 5.C.(2)(B)) Losses. The total 

monetary value of increases to record balances as a result of reversing loss 

adjustments reported in prior quarters. Compute the FY to Date value for reversal of 

prior quarters’ losses to the prior quarter FY to Date value for reversal of prior quarters’ 

losses. 

 C6.11.2.2.5.3.3.3. (Line 5.C.(3)(C)) Total. Absolute total 

of reversals of prior quarter gains and losses. Computed as (5C(3)(A) + 5C(3)(B)). 

 C6.11.2.2.5.3.4. (Line 5.C.(4)) Total Reversals. The total of 

reversals of current quarter and prior quarter gains and losses. Computed as (5C(2)(C) 

+ 5C(3)(C)). 

 C6.11.2.2.5.3.5. (Line 5.C.(5)) Total Record Imbalances. 

The total of gross adjustments and total reversals. Computed as (5C(1)(C) + 5C(4)). 

 C6.11.2.2.6. Gross Adjustments As a Percent of. 
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C6-45 CHAPTER 6

 C6.11.2.2.6.1. (Line 6.A.) Average Value of Inventory. Divide the 

total value of gross adjustments by the average value of inventory and multiply by 100. 

((5C)(1)(C) / 5A) x 100). 

 C6.11.2.2.6.2. (Line 6.B.) Value of Items Inventoried. Divide the 

total value of gross adjustments by the record value of items inventoried and multiply by 

100. ((5C)(1)(C) / 5B) x 100). 

 C6.11.2.2.7. Total Record Imbalances As a Percent of: 

 C6.11.2.2.7.1. (Line 7.A.) Average Value of Inventory. Divide the 

value of the total record imbalances by the average value of inventory. ((5C)(5) / 5A) x 

100). 

 C6.11.2.2.7.2. (Line 7.B.) Value of Items Inventoried. Divide the 

total value of gross adjustments by the record value of items inventoried and multiply by 

100. ((5C)(5) / 5B) x 100). 

 C6.11.2.2.8. Monetary Value of Location Reconciliation. 

 C6.11.2.2.8.1. (Line 8.A.) Value of Line Items Reconciled. The 

extended value of line-items reconciled during the reporting period.

 C6.11.2.2.8.2. (Line 8.B.) Gains. The monetary value of gains 

resulting from reconciliation during the period.

 C6.11.2.2.8.3. (Line 8.C.) Losses. The monetary value of losses 

resulting from reconciliation during the period.

 C6.11.2.2.8.4. (Line 8.D.) Total. Absolute total of location 

reconciliation gains and losses. (8B + 8C). 

 C6.11.2.2.9. Monetary Value of End of the Day Processing. 

 C6.11.2.2.9.1. (Line 9.A.) Gains. The value of gains resulting from 

end of the day processing.

 C6.11.2.2.9.2. (Line 9.B.) Losses. The value of losses resulting 

from end of the day processing.

 C6.11.2.2.9.3. (Line 9.C.) Total. Absolute total of end of the day 

processing gains and losses. (9A + 9B). 
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C6-46 CHAPTER 6

Table C6.T3. Minimum Research Requirements for Potential or Actual Physical 

Inventory Adjustments

CONDITION OF

DISCREPANCY

REQUIRED RESEARCH

Post 

Count

Validation

Preadjustment

Research

Causative

Research

1. < $1,000 NO NO NO

2. > $1,000 but < $5,000 and < 10 percent 

unit variance

YES NO NO

3. > $1,000 but < $5,000 and > 10 percent 

unit variance

YES YES NO

4. > $5,000 but < $16,000 and < 25 percent 

unit variance

YES YES SAMPLE 

5. > $5,000 but < $16,000 and > 25 percent 

unit variance

YES YES YES 

6. > $16,000 YES YES YES 

7. Controlled Inventory Item YES YES YES18

8. Suspected Fraud, Waste, or Abuse YES YES YES 

C6.12. STORAGE ITEM DATA CORRECTION/CHANGE NOTIFICATION

C6.12.1. This section provides standard procedures required by ICPs to provide 

for the correction and/or updating of storage activity records when:

 C6.12.1.1. Reported transactions indicate that the ICP and storage activity

records are inconsistent.

 C6.12.1.2. A catalog/stock list change is processed against an ICP record 

that affects stock control data maintained at the storage activities. 

C6.12.2. Inventory Control Point Action. ICPs use the Storage Item Data 

Correction/Change Transaction to provide storage activities with data record changes on 

supply items. The ICP enters the “correction/change code for storage item records” in the 

18 Sample causative research in lieu of complete causative research for pilferable and CIIC 7 item 

discrepancies with a value from $.01 to $2,500 may be accomplished to serve as a deterrent to fraud, 

waste, or abuse and to identify systemic inventory and security problems. Causative research will be 

conducted on all adjustments (gains and losses) of classified and sensitive items regardless of dollar 

value of item or extended dollar value of adjustment. Causative research will be conducted on all 

adjustments (gains and losses) of pilferable items, and CIIC 7 items, with an extended value greater than 

$2,500, and all adjustments with an extended value of greater than $16,000 or greater than 25 percent 

unit variance and greater than $5,000.
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C6-47 CHAPTER 6

transaction to provide information on the nature of the change, actions to be taken, and 

data affected by the change.

C6.12.3. Storage Activity Action. Storage activities will use the Storage Item Data 

Correction/Change Transaction to update stock records, item locator records, and bin 

tags.

C6.13. CAPITAL EQUIPMENT19

C6.13.1. General. This section addresses additional procedures applicable to 

capital equipment.

 C6.13.1.1. Capital Equipment. Serial number tracking does not automatically 

apply to capital equipment. The materiel owner will evaluate capital equipment items 

and assign the appropriate UIT designator code only when the item requires serial 

number tracking at the DoD level. In support of Financial Improvement and Audit 

Readiness (FIAR), accountability and management of capital equipment assigned under 

an established UIT program requires management and visibility by both the owner and 

storage activity by serial number (and unique item identifier (UII) if available). Owners 

will, within their AISs, have constant knowledge of the physical location (DoDAAC/RIC 

level) of each instance of an item uniquely identified by its serial number (and UII if 

available). The owner of the item will maintain records of which storage activity has a 

particular instance of an item identified by its serial number (and UII if available). This 

requires record keeping by the owner and storage activity and the constant exchange of 

all balance affecting transactions between them to ensure that the records of both 

reflect the correct NSN, storage location, owner, supply condition code and serial 

number (and UII if available). Storage activities will maintain locator records by NSN, 

owner, supply condition code and serial number (and UII if available). Owners will 

maintain records on their Accountable Property System of Record (APSR) by NSN, 

storage activity (DoDAAC/RIC level), SCC, and serial number (and UII if available).

 C6.13.1.2. Capital equipment items are items must; (1) have a FLIS IUID 

Indicator (Y); (2) are within Classes of Supply II, VII, and VIII; and (3) have a current 

Unit Price recorded in the FLIS of at least $100,000. Not all capital equipment items will 

require serial number tracking. Materiel Owners will enable serial number tracking by 

assigning an active UIT designator code to each selected capital equipment NSN.

 C6.13.1.3. Serial Number Tracking for Capital Equipment. Capital equipment 

items that meet the criteria in the previous paragraph and require serial number tracking 

throughout the product’s life cycle, must have an active UIT program assigned. The 

materiel owner will evaluate the item and select the most appropriate UIT program 

code. When none of the other UIT programs applies, and the item still requires serial 

number tracking, the materiel owner will use UIT Designator Code AAK – Other Serially 

Managed Items. This will ensure the storage activity will recognize the NSN as capital 

equipment requiring serial number tracking.

19 Refer to ADCs 1198, 1198A, and ASC 1198B. 
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C6-48 CHAPTER 6

C6.13.2. Conduct of Physical Inventories. The transaction history request, 

response to transaction history request when no history is available, physical inventory 

request, response to physical inventory request and end of day transaction count will 

not contain serial numbers or UIIs However, when the owner initiates a physical 

inventory request for a capital equipment item (assigned under an established UIT 

program) to assist in resolving discrepancies where the only difference between the 

owner records and the storage activity records is the serial number (or UII if available), 

the physical inventory request will contain Type of Physical Inventory Code B. Owners 

will initiate a physical inventory when a mismatched condition on serial number (and UII 

when available) is identified between its records and transactions received. The owner 

will first request a physical inventory of all owners be conducted by the storage activity 

that sent the transaction generating the mismatched condition. If the initial physical 

inventory is unable to resolve the mismatched condition the owner may need to 

coordinate requests for physical inventories with DLA Distribution to conduct inventories 

of all owners at all other storage activities storing that NSN.

 C6.13.2.1. Owner/manager processing a materiel release confirmation from 

a storage activity where the owner does not have a matching record of the serial 

number (and UII if available) or the owner/manager records have that serial number 

(and UII if available) located at other than the storage activity reporting the release/issue 

of the item. Either of these conditions may necessitate a complete inventory be taken at 

all storage locations for all owners and supply condition codes.

 C6.13.2.2. Owner/manager processing receipts, issues, or inventory 

adjustments from storage activities where there is a mismatch on serial number (and UII 

if available) between the owner records and storage activity transactions reporting 

which serial number (and UII if available) may at a minimum necessitate an inventory 

and research to resolve the discrepancy.

 C6.13.2.3. Owner/managers processing location reconciliation history 

transactions resulting from End-of Day processing or an owner initiated location 

reconciliation request where there is a mismatch on serial number (and UII if available) 

between the owner records and the storage activity transactions. The history 

transactions for capital equipment items assigned under an established UIT program

will perpetuate the serial numbers (and UIIs if available) that were included on the 

original transactions. 

 C6.13.2.4. To increase auditability of physical inventory requests, serially 

managed items will include a unique document number. The document number will 

help relate a physical inventory request with the appropriate response. The owner will 

provide a document number in the Physical Inventory Request. The storage activity will 

perform the necessary physical research as described in Chapter 6 Physical Inventory 

Control. The physical inventory response will carry the same document number 

provided by the owner. These procedures are required for UIT programs and 

recommended for all other commodities.
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C6.13.3. Location Survey

 C6.13.3.1. Location survey requires a physical verification, other than actual 

count, between assets and recorded location data to ensure that all assets are properly 

recorded. 

 C6.13.3.2. Due to the nature of capital equipment items assigned under an 

established UIT program, these items are frequently in individual storage locations 

within the storage activity. The storage activity may, for items of this nature, include the 

serial number (and UII if available) verification as part of the location survey. When a 

discrepancy is identified during the location survey program (Type I or Type II error (see 

paragraphs C6.8.1.2.1. and C6.8.1.2.2.)), the storage activity will conduct prompt 

research and assess the need for a special inventory Physical Inventory Request 

Transaction with Type of Physical Inventory/Transaction History Code K).

C6.13.4. Reconciliation of Serially-Managed Items. 

 C6.13.4.1. Storage activities will prepare location reconciliation requests by 

line item. For capital equipment assigned under an established UIT program, the line 

item = NSN + SCC + serial number + UII (when available).

 C6.13.4.2. In addition to the responsibilities described under paragraph 

C6.2.6, storage activities and owners/managers will include the UII/serial number when 

reconciling records to ensure proper accountability of serially-managed items. For 

mismatches between system records, the storage activity will collaborate with the 

owner/manager to ensure proper research and resolution. 

 C6.13.4.3. The combination of UII and serial number increases the accuracy 

of inventory records across the DOD. When a serially managed item lacks a UII, there 

is a potential for duplicate serial numbers. A duplicate serial number may surface as a 

result of the record reconciliation. For mismatches due to a duplicate serial number, the 

owner is responsible for taking the necessary steps to resolve the discrepancy.

 C6.13.5. Inventory Adjustments under Capital Equipment. The inventory 

adjustment function encompasses increases, decreases, or dual adjustments. The 

C6.4 procedures for processing and reporting of Inventory Adjustments (Physical 

Inventory) are applicable with the following additions:

 C6.13.5.1. Capital equipment items inventory adjustment (gain, loss, or dual)

transactions will include the serial number/UII when adding, removing, or correcting a 

serial number/UII. 

 C6.13.5.2. Capital equipment items when a discrepancy exists solely on 

mismatched serial number and/or UII, the storage activity will transmit a DLMS 947I 

Inventory Adjustment, Inventory Transaction Type Code DU (Inventory Adjustment 

Dual), Quantity or Status Adjustment Reason Code AQ (Inventory Adjustment (UII 

and/or serial number mismatch)) to correct the serial number/UII in question. The 

storage activity will collaborate with the materiel owner(s) to research inventory 
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C6-50 CHAPTER 6

adjustments due to serial number/UII discrepancies resulting in a mismatch (Quantity or 

Status Adjustment Reason Code AQ). Two inventory adjustment transactions are 

required to correct the mandatory serial number/UII and to update the SCC.

 C6.13.5.2.1. The storage activity will prepare a separate dual inventory 

adjustment transaction for each item to identify the original “from” and corrected “to” 

IUID values. Only one item will be identified in each dual inventory adjustment.

 C6.13.5.2.2. A dual inventory adjustment transaction will be required to 

cite the impacted serial number(s)/UII(s) to update the suspended item(s) from the 

suspended SCC to the appropriate SCC.

 C6.13.5.3. Capital equipment items assigned under an established UIT 

program where a discrepancy exists solely on missing serial number/UII requires a dual 

inventory adjustment transaction. The storage activity will transmit a DLMS 947I 

Inventory Adjustment, Inventory Transaction Type Code DU (Inventory Adjustment 

Dual), Quantity or Status Adjustment Reason Code AM (Missing Unique Item Identifier 

(UII)/Serial Number) to add the serial number/UII in question to the existing records. 

The storage activity may add multiple missing serial number/UII for the same item using 

a single transaction. The storage activity response will contain all related serial 

numbers/UIIs. Two inventory adjustment transactions are required to identify the 

mandatory serial number and, when available, the associated UII, and to update the 

SCC.

 C6.13.5.3.1. The storage activity will prepare a dual inventory 

adjustment transaction to identify missing IUID values for each applicable item. Multiple 

items may be identified in each dual inventory adjustment transaction. 

 C6.13.5.3.2. A dual inventory adjustment transaction will be required to 

cite the impacted serial number(s)/UII(s) to update the suspended item(s) from the 

suspended SCC to the appropriate SCC.

 C6.13.5.4. In response to a Physical Inventory Request, the storage activity 

will transmit to the owner a DLMS 947I Inventory Adjustment with zero quantity, 

Quantity or Status Adjustment Reason Code AA (Physical Count) by line item indicating 

the completion of the inventory. Inventory adjustment transactions with Quantity or 

Status Adjustment Reason Code AA and zero quantity must include all serial 

number/UII(s) associated to the NSN, Condition Code, and Owner from the initial 

request. The storage activity will send all gain, loss, or dual adjustment transactions 

prior to sending the final inventory adjustment transaction (Reason Code AA, zero 

quantity) containing all serial numbers/UIIs. The owner will process all inventory 

adjustments prior to processing the final inventory adjustment. 

 C6.13.5.5. Owner/managers processing location reconciliation history 

transactions resulting from End-of Day processing or an owner initiated location 

reconciliation request where there is a mismatch on serial number/UII between the 
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C6-51 CHAPTER 6

owner records and the transactions received from the storage activity. The history 

transactions will perpetuate the serial numbers/UIIs included in the original transactions.

C6.13.6. Research of Potential or Actual Inventory Adjustments (UII and/or serial 

number mismatch) (DLMS 947I with Quantity or Status Adjustment Reason Code AQ). 

 C6.13.6.1. DoD Components will ensure that potential or actual inventory 

adjustments for capital equipment items assigned under an established UIT program

that result in an inventory adjustment are reported with Quantity or Status Adjustment 

Reason Code AQ and are researched in accordance with the procedures paragraph 

C6.4. 

 C6.13.6.2. Due to the value of capital equipment items, discrepancies will 

always require the most demanding research requirements set forth in Table C6.T3.
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C7-1 CHAPTER 7 

C7. CHAPTER 7 

INVENTORY ADJUSTMENTS 

C7.1. GENERAL

C7.1.1. Purpose

 C7.1.1.1. Adjustment/Change Procedures. This chapter provides procedures 

relating to the following types of adjustment and change actions:

 C7.1.1.1.1. Adjustments caused by catalog change actions.

 C7.1.1.1.2. Reidentification of improperly identified materiel. 

 C7.1.1.1.3. Offsetting adjustments to purpose and condition codes.

 C7.1.1.1.4. Discrepancies disclosed by physical inventory.

 C7.1.1.1.5. Discrepancies disclosed by physical inventory due to unique 

item identifier (UII) and/or serial number mismatch.1

 C7.1.1.1.6. Ownership gains and losses applicable to the Single Manager 

for Conventional Ammunition (SMCA).

 C7.1.1.2. This chapter also provides procedures relating to the Asset 

Reclassification transaction

 C7.1.1.3. There are additional processing procedures over and above those 

contained in this chapter that must be applied for items identified as serially managed 

materiel requiring owner visibility at DLA Distribution Centers. The identity of the materiel 

and the additive procedures are in Chapter 30.

C7.1.2. Transactions. This chapter addresses the procedures applicable to the

inventory adjustment function using the DLMS 947I, and the asset reclassification 

function using the DLMS 846A. DLMS 947I has corresponding Military Standard 

Transaction and Accountability Procedures (MILSTRAP) legacy transactions. The DLMS

846A is a DLMS enhancement with no corresponding MILSTRAP transaction.

 C7.1.2.1. Inventory Adjustment. The inventory adjustment function is identified 

by the DLMS 947I, Accredited Standards Committee (ASC) X12 beginning segment 

(1/W1505/0200) Transaction Type Code NU – Inventory Adjustment. The Defense 

Logistics Standard System (DLSS) MILSTRAP legacy 80 record position transaction 

functionality identified by document identifier codes (DIC) is included for information 

purposes in a mixed DLMS/DLSS environment. Other formats, such as extensible 

1 Refer to ADC 1198.
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C7-2 CHAPTER 7 

markup language (XML) are also available. See the Defense Enterprise Data Standards 

Office Website for available formats on the DLMS IC page.

 C7.1.2.1.1. The inventory adjustment function encompasses increases, 

decreases, or dual adjustments. This relates to MILSTRAP legacy DICs D8_ (increase), 

D9_ (decrease), or DAC/DAD/DAS (dual adjustment), respectively.

 C7.1.2.1.2. Inventory adjustments are further broken down by the DLMS 

947I, ASC X12 warehouse adjustment item detail segment (2/W1901/0200) Quantity or 

Status Adjustment Reason Code. The quantity or status adjustment reason codes 

correlate to the 3rd position of MILSTRAP legacy DICs D8_/D9_ or DAC/DAC/DAS as 

identified in Table C7.T1: 

Table C7.T1. DLSS DIC/DLMS Quantity Or Status Adjustment Reason Code Correlation

W1901 Quantity 

or Status 

Adjustment 

Reason Code

Explanation

Corresponding

MILSTRAP 

legacy DIC

AA Inventory Adjustment (Physical Inventory). Gain or 

loss disclosed as a result of physical count of 

stock, single adjustment.

D8A or D9A

AB Inventory Adjustment (Accounting Error). Gain or 

loss resulting from clerical or automated 

information system errors which are not subject to 

correction by reversal of original transaction, 

single adjustment.

D8B or D9B

AC Inventory Adjustment (Condition). Gain, loss or 

dual adjustment resulting from condition transfer.

D8C or D9C or 

DAC

AD Inventory Adjustment (Purpose). Gain, loss or 

dual adjustment resulting from purpose transfer.

D8D or D9D or 

DAD

AK Inventory Adjustment (Logistics Transfer). Gain 

or loss of item management responsibility as a 

result of logistics transfer.

D8E or D9E

AL Inventory Adjustment (Capitalization). Gain to, or 

loss from, a stock fund or stock fund division at 

time of activation or subsequent extension/ 

expansion, as result of capitalization,

D8F or D9F

AJ Inventory Adjustment Decrease (Survey Process). 

Loss from shrinkage, theft contamination, 

deterioration, and/or expired shelf life, single 

adjustment.

D9G only
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C7-3 CHAPTER 7 

Table C7.T1. DLSS DIC/DLMS Quantity Or Status Adjustment Reason Code Correlation

W1901 Quantity 

or Status 

Adjustment 

Reason Code

Explanation

Corresponding

MILSTRAP 

legacy DIC

AI Inventory Adjustment Decrease (Disaster). Loss 

from major disasters, fire loss, enemy action, act 

of God, etc., single adjustment.

D9H only

AE Inventory Adjustment (Reidentification). Gain 

resulting from inspection of an item in stock which 

has been misidentified, single adjustment.

D8J or D9J

AF Inventory Adjustment (Stock Number Changes). 

Gain or loss resulting from stock number change. 

Excludes change of unit price only.

D8K or D9K

Inventory 

Adjustment 

(Catalog 

Changes). Gain 

or loss resulting 

from stock 

number and/or 

unit of issue 

changes, single 

adjustment. 

Excludes change 

of unit price only.

AN Inventory Adjustment (Unit of Issue Changes). 

Gain or loss resulting from unit of issue changes. 

Excludes change of unit price only.

AG Inventory Adjustment (Ownership). Gain, loss, or 

dual adjustment resulting from ownership transfer 

by the single manager conventional ammunition 

(SMCA). Use is restricted to users of the 

conventional ammunition system.

D8S or D9S or 

DAS

AH Inventory Adjustment (Other). Gain or loss for 

which a specific code is not otherwise provided. 

(Assignor of code will maintain detailed 

intelligence pertaining to its use and, as required, 

will furnish these data.)

D8Z or D9Z

AM Inventory Adjustment (UII and/or serial number 

missing). Gain, loss or dual adjustment resulting 

solely from UII and/or serial number missing.2

Not applicable to 

legacy 

MILSTRAP

2 Refer to ADC 1198A.
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C7-4 CHAPTER 7 

Table C7.T1. DLSS DIC/DLMS Quantity Or Status Adjustment Reason Code Correlation

W1901 Quantity 

or Status 

Adjustment 

Reason Code

Explanation

Corresponding

MILSTRAP 

legacy DIC

AQ Inventory Adjustment (UII and/or serial number 

mismatch). Gain, loss, or dual adjustment 

resulting solely from UII and/or serial number 

mismatch.3

Not applicable to 

legacy 

MILSTRAP 

 C7.1.2.2. Asset Reclassification. The Asset Reclassification transaction is a 

DLMS enhancement and there is no corresponding MILSTRAP transaction or function. A 

DLMS 846A Asset Reclassification is used for the following transaction functions 

identified by DLMS 846A ASC X12 beginning segment (1/BIA02/020) Report Type 

Codes:

 C7.1.2.2.1. Asset Reclassification Request Transactions. Asset 

reclassification transactions are identified by Report Type Code TE. Owners use this 

function for asset reclassification request transactions and asset reclassification follow-up 

transactions. The types of asset reclassification requests, as well as the asset 

reclassification request follow-up transaction, are further delineated by a variety of 

1/BIA06/020 action codes.

 C7.1.2.2.2. Asset Reclassification Denial Transaction. The Asset 

Reclassification Denial transaction is identified by Report Type Code TD. Storage 

activities generate this transaction. Asset reclassification request denial codes identify 

the reason a request was denied. Asset Reclassification Response Denial transactions 

(Action Code DE), must also cite the Asset Reclassification Denial Code at either 

2/LQ01/260/ARD or 2/LQ01/376/ARD, as appropriate. (No reasons for denial have been 

identified for asset reclassification requests associated with SCC reclassification.)

 C7.1.2.2.3. Asset Reclassification Extension Request Transaction. The 

asset reclassification extension request transaction is identified by Report Type Code AR. 

Storage activities generate this transaction.

 C7.1.2.2.4. Asset Reclassification Extension Response Transaction. The 

asset reclassification extension response transaction is identified by Report Type Code 

AX. Owners generate this transaction.

C7.1.3. Adjustment Actions. DLMS provides two methods for effecting 

adjustments–single or dual actions. 

3 Refer to ADC 1198.
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C7-5 CHAPTER 7 

 C7.1.3.1. Single Adjustment. The single adjustment method accommodates 

processing techniques that use individual increase or decrease adjustment actions 

against the accountable and owner records. 

 C7.1.3.1.1. Increase. Identify single increase adjustments by using

DLMS 947I ASC X12 warehouse adjustment item detail segment (2/W1916/0200)

Inventory Transaction Type Code AJ – ‘Inventory Adjustment’ (legacy DIC D8_.) 

 C7.1.3.1.2. Decrease. Identify single decrease adjustments by using 

DLMS 947I ASC X12 warehouse adjustment item detail segment (2/W1916/0200)

Inventory Transaction Type code AD – ‘Inventory Adjustment – Decrease’ (legacy DIC

D9_.) 

 C7.1.3.2. Dual Adjustment. The dual adjustment method provides for 

offsetting adjustments to condition or purpose code in a single adjustment transaction. 

Identify dual inventory adjustments by using DLMS 947I ASX X12 warehouse adjustment 

item detail segment (2/W1916/0200) Inventory Transaction Type Code DU – ‘Inventory 

Adjustment – Dual’ (legacy DIC DAC, DAD, or DAS.) 

 C7.1.3.3. Single Transaction Prescribed. When the DoD Component practice 

prescribes the use of single adjustments internally for condition or purpose transfer, make 

provisions to accept and process dual adjustments from other DoD Components for 

condition or purpose transfer. 

C7.1.4. Ownership/Purpose Code Changes. Changes between ownership codes, 

from purpose code to ownership code, or from ownership code to purpose code, will not 

be made by an adjustment action. Process appropriate issue and receipt transactions to 

make the necessary accounting actions. For the ship-in-place process, a prepositioned materiel receipt (PMR) must be provided prior to submitting the materiel 

release order (MRO). An exception to this rule is the use of dual or single inventory 

adjustment transactions to accomplish ownership gain/loss under the SMCA concept 

identified in C7.3. 

C7.1.5. Project Code Changes. Accomplish changes in project or distribution codes

maintained on the owner record by using individual increase or decrease materiel

adjustment transactions with the appropriate quantity or status adjustment reason code 

(other than Quantity or Status Adjustment Reason Code AA (Physical Inventory) (legacy 

DIC D8A/D9A)). 

C7.1.6. Clerical/Automated Accounting Errors. Submit inventory adjustments 

resulting from clerical or automated information system errors that cannot be corrected by 

reversing the original transaction or from reconciliation between the storage activity and 

the owner using an Inventory Adjustment transaction with Quantity or Status Adjustment 

Reason Code AB (Accounting Error) (legacy DIC D8B/D9B). 

C7.1.7. Nonspecific Inventory Adjustments. Use the Inventory Adjustment

transaction with Quantity or Status Adjustment Reason Code AH (Other), to accomplish 

an adjustment increase or decrease when a quantity or status adjustment reason code is 
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Change 14 

C7-6 CHAPTER 7 

not otherwise provided. (The DoD Components will maintain detailed backup information 

as to use and requirement for the transaction.) 

C7.1.8. Specific Inventory Adjustments. The Inventory Adjustment transaction with 

Quantity or Status Adjustment Reason Code AJ (Survey) will be used to report inventory 

adjustments resulting from shrinkage, theft, contamination, deterioration, and expired 

shelf-life. Losses resulting from major disasters, fire, enemy action, acts of God, etc., will 

be identified by Quantity or Status Adjustment Report Code AI (Disaster).

C7.2. CHANGES IN SUPPLY CONDITION OF MATERIEL

C7.2.1. Supply Condition Reclassification of Assets in Storage

 C7.2.1.1. Reporting Classification Variance to Owners. When inspection of 

stocks on hand reveals that a SCC reclassification is required, storage activities will report 

the variance to the owner within 3 calendar days using a dual Inventory Adjustment 

Transaction for SCC change (Inventory Adjustment with Quantity or Status Adjustment 

Reason Code AC (Condition Change) or legacy DIC DAC) for the affected condition 

codes.

 C7.2.1.2. Changing Suspect Stock to SCC J. When immediate reclassification 

of suspect stocks is beyond current capabilities, transfer the materiel to SCC J using a 

dual inventory adjustment for SCC change (Inventory Adjustment with Quantity or Status 

Adjustment Reason Code AC (Condition Change) or legacy DIC DAC) for the affected 

condition codes. 

 C7.2.1.2.1. Reclassification Timeframe for SCC J. With the exception of 

explosive and inert ammunition, complete the materiel reclassification of materiel reported 

in SCC J within 80 calendar days after reporting the change to the owner. 

Owner/managers will provide timely disposition instructions for materiel in a suspended 

condition to promote rapid reclassification of materiel (with a maximum of 50 days for 

provision of owner/manager disposition instructions and 30 days for storage activity 

reclassification). Complete the reclassification of explosive and inert ammunition within 

270 calendar days after reporting the change.

 C7.2.1.2.2. Reporting Completion of Reclassification. When the 

reclassification is complete, report the change to the owner using dual Inventory 

Adjustment Transaction for SCC change (Quantity or Status Adjustment Reason Code 

AC (Condition Change) or legacy DIC DAC. Use the same document number used to 

report the materiel in SCC J.

C7.2.2. Reclassification of SCC Q (Suspended) Product Quality Deficiency Related 

Materiel

 C7.2.2.1. Storage Activities will report discrepant receipts in SCC Q as 

prescribed by Chapter 13, receipt procedures. When directed by the owner, storage 

activities will also transfer stored, including suspended, materiel to SCC Q and report the 

action using a dual inventory adjustment transaction following C7.2.1.1.
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C7-7 CHAPTER 7 

 C7.2.2.2. When inspection or technical/engineering analysis of materiel

confirms a product quality deficiency, possibilities for other use of the materiel within the 

Department of Defense, as well as public health/safety and national security interests, 

must be considered. Owners will determine if further use of the item can be made within 

the Department of Defense. 

 C7.2.2.3. When inspection of technical/engineering analysis of materiel

indicates that litigation action is required, the owner will direct transfer of the materiel to 

SCC L.

 C7.2.2.4. If the deficiency does not prohibit further DoD use (i.e., the defect is 

minor or the item meets specifications for another national stock number (NSN)), owners 

will direct storage activities to re-identify and/or transfer the suspended SCC Q materiel to 

the appropriate condition. Storage activities will, within 3 calendar days from receipt of 

the ICP direction, reclassify the SCC Q materiel to the appropriate condition. Report 

completion of this action with an Inventory Adjustment transaction, using the same 

document number originally used to report the materiel in SCC Q (i.e., the document 

number of the original receipt or inventory adjustment transaction). For re-identifications, 

storage activities will follow the procedure in C7.7. 

 C7.2.2.5. If the deficiency prohibits further DoD use, the materiel will remain in 

SCC Q and owners will direct transfer of the materiel to the DLA Disposition Services 

Field Offices following Chapter 16 procedures. Improperly documented, unauthorized 

source, defective, non-repairable, and time-expired Aviation CSI/FSCAP materiel that is 

not mutilated by the holding activity will be directed to the DLA Disposition Services Field 

Office in SCC Q with Management Code S. All such materiel will be mutilated. When 

turning such Aviation CSI/FSCAP materiel in to a DLA Disposition Services Field Office, 

the turn-in document must clearly note that the part is defective, non-repairable, timeexpired, or otherwise deficient and that mutilation is required. 

C7.2.3. Reclassification of SCC L Receipts

 C7.2.3.1. Storage Activity Reporting. Storage activities will report discrepant 

receipts from procurement and materiel held pending resolution of a transportation 

discrepancy in SCC L as prescribed by Chapter 13. When directed by the owner 

(C7.2.8.), storage activities will also transfer materiel to SCC L and report the action using 

a dual adjustment transaction following the procedures in C7.2.1.

 C7.2.3.2. Materiel Owner Responsibilities. Owners are responsible for 

monitoring materiel suspended in SCC L and directing change of the materiel to its 

correct condition when litigation or other action to resolve the discrepancy is completed 

using an Asset Reclassification Request transaction in accordance with C7.2.6. If 

inspection or technical/engineering analysis confirms that a product quality deficiency

prohibits further use of the materiel within the Department of Defense, the owner will

direct transfer of the materiel to SCC Q.
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C7-8 CHAPTER 7 

 C7.2.3.3. Reclassification Procedures. When directed by the owner, storage 

activities will, within 3 calendar days from receipt of an asset reclassification request, 

reclassify the suspended materiel to its correct SCC. Report completion of action with an 

Inventory Adjustment – Dual (SCC Change) using the same document number originally 

used to record the materiel in SCC L (i.e., the document number of the original receipt or 

inventory adjustment transaction). See C7.2.8. for storage activity asset reclassification 

denial procedures when requested reclassification action cannot be done. 

C7.2.4. Reclassification of SCC K and SCC R Receipts

 C7.2.4.1. Suspension of Materiel. Under Chapter 13, Materiel Receipt 

processing procedures, storage activities may suspend materiel in SCC K upon receipt 

for SCC determination. Storage activities may also receive materiel identified as SCC R 

(suspended) from reclamation activities that lack the capability to determine the materiel

condition.

 C7.2.4.2. Storage Activity Actions. Storage activities will reclassify these 

suspended receipts to their correct condition within the timeframes prescribed in the 

following paragraphs. When materiel has been reclassified to its correct condition, the 

storage activity will send an Inventory Adjustment Transaction – Dual for SCC change 

(Quantity or Status Adjustment Reason Code AC (Condition Change) (legacy DIC DAC)) 

to the owner using the same document number cited in the original receipt transaction.

 C7.2.4.2.1. Reclassification Timeframe for SCC K Suspended (Returns). 

With the exception of ammunition, complete the reclassification of materiel reported in 

SCC K within 80 calendar days after reporting the discrepant receipt via SDR. 

Owner/managers will provide timely disposition instructions for materiel in a suspended 

condition to promote rapid reclassification of materiel (with a maximum of 50 days for 

provision of owner/manager disposition instructions and 30 days for storage activity 

reclassification). Reclassify explosive and inert ammunition within 45 calendar days after 

reporting the receipt.

 C7.2.4.2.2. Reclassification Timeframe for SCC R Suspended (Reclaimed 

Items, Awaiting Condition Determination). When materiel identified as SCC R is received 

from reclamation activities, reclassify the materiel within 180 calendar days after reporting 

the receipt or prior to induction into maintenance facilities for repair/modification, 

whichever is sooner.

 C7.2.4.2.2.1. No Asset Test Capability. When the capability to 

test/check SCC R assets for actual condition does not exist, the materiel may be 

forwarded to a maintenance facility for condition determination.

 C7.2.4.2.2.2. Property Accountability Records. The actual condition 

of assets must be recorded on the owner record before the assets may be included in a 

scheduled maintenance program.
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C7-9 CHAPTER 7 

C7.2.5. Reclassification of SCC X4 

 C7.2.5.1. Storage Activity Reporting. Storage activities will report receipts in 

SCC X as prescribed by Chapter 13, Receipt Procedures. When directed by the owner, 

storage activities will reclassify stored, including suspended, materiel to SCC X and report 

the action using a dual inventory adjustment transaction following C7.2.1.1. 

 C7.2.5.2. Owner Responsibility

 C7.2.5.2.1. Owners are responsible for reviewing materiel in SCC X on a 

semi-annual basis to ensure continued efforts on the development of a repair process by 

the technical/engineering/maintenance analysis team. The owner will direct 

reclassification to the appropriate condition upon a determination that repair will not be 

pursued.

 C7.2.5.2.2. The owner must exercise caution in directing issue of materiel 

stored in SCC X to ensure materiel is issued in the appropriate condition when required.

 C7.2.5.2.2.1. SCC X materiel will not be issued to the end 

user/customer.

 C7.2.5.2.2.2. The owner must request reclassification to the 

appropriate condition prior to disposal action.

 C7.2.5.2.2.3. Materiel may be issued to repair in SCC X only when 

the repair activity is operated by the same Service as the owner. Otherwise, materiel 

must be reclassified to the appropriate condition prior to issue.

 C7.2.5.3. Reclassification Procedures

 C7.2.5.3.1. SCC X materiel will not be reclassified by the storage activity 

except as directed by the owner. When directed by the owner, storage activities will, 

within 30 calendar days from receipt of an asset reclassification request, reclassify the

suspended materiel to its correct SCC. The storage activity will report completion of 

reclassification action with an Inventory Adjustment – Dual (SCC Change).

 C7.2.5.3.2. Pending implementation of the DLMS transaction 

enhancement (DLMS 846A Reclassification) to request supply condition code 

reclassification, the owner will request reclassification via email to provide an audit record. 

The storage activity will confirm receipt of the email, thus establishing a beginning date for 

the reclassification time standard.

C7.2.6. Automatic Disposal of Reclassified Stock. When materiel is reclassified to 

SCC H, storage activities may also, based on criteria promulgated by the DoD 

Components, automatically turn condemned and expired shelf-life materiel in to DLA 

Disposition Services or take other authorized automatic disposal action. Advise the 

4 Refer to ADC 1159, New Supply condition Code X, Suspended (Repair Decision Delayed)
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Change 14 

C7-10 CHAPTER 7 

owner of such simultaneous reclassification and automatic disposal action by entering 

Management Code M (materiel condemned–excludes expired shelf-life materiel) or 

Management Code T (materiel condemned–expired shelf-life materiel) in the inventory 

adjustment transaction. Refer to C13.2.8.2.10.1. for exclusions from automatic disposal.

C7.2.7. Exceptions to Prescribed Timeframes for SCC Reclassification – Request 

for Reclassification Extension

 C7.2.7.1. Requesting Extensions to a Suspense. When additional time is 

needed to reclassify materiel held in SCC J, K, or R, because of large quantities, lack of 

facilities, nonavailability of personnel and/or test equipment, or other circumstances 

considered justified by the storage activity commander, the storage activity will forward a 

DLMS 846A Asset Reclassification Extension Request to the owner.

 C7.2.7.1.1. Approval of Extension Requests. When appropriate, the 

owner will use the Asset Reclassification Extension Response to approve the extension 

request, notify the storage activity, and establish a suspense to ensure that classification 

action is taken within the agreed upon timeframe.

 C7.2.7.1.2. Disapproval of Extension Requests. If the owner does not 

approve the request for extension, they will send an Asset Reclassification Extension 

Response to the storage activity disapproving the request. The storage activity will make 

every effort to comply with the established timeframe.

 C7.2.7.2. Reclassification. Owners may submit Asset Reclassification Request 

Transactions in accordance with C7.2.8. to request hastened reclassification of SCC J, K, 

and R assets whenever it is deemed necessary based on their stock position and overall 

management responsibility.

C7.2.8. Monitoring Assets Recorded in Suspended SCCs

 C7.2.8.1. SCC J, K, and R. Owners will review records for all materiel

suspended in SCC J, K, and R at least monthly and ensure that storage activities

accomplish reclassification actions within prescribed timeframes.

 C7.2.8.2. SCC L. Although there is no prescribed timeframe for transferring

suspended materiel from SCC L, owners will review all records for materiel suspended in 

SCC L at least quarterly and will take necessary action to ensure expeditious 

litigation/negotiation with contractors or common carriers.

 C7.2.8.3. SCC Q. Although there is no prescribed timeframe for transferring 

suspended materiel from SCC Q, supply sources will review all records for materiel

suspended in SCC Q at least monthly. Supply sources will take necessary action to 

ensure expeditious inspection or technical/engineering analysis of suspect assets and 

prompt transfer of assets, under C7.2.2., based on the inspection results.
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C7-11 CHAPTER 7 

 C7.2.8.4. SCC X. Although there is no prescribed timeframe for transferring 

suspended materiel from SCC X, owners will review all records for materiel suspended in 

SCC X at least semi-annually to ensure expeditious development of a repair process.

C7.2.9. Asset Reclassification Request, Follow-up and Response Associated with

Request for SCC Reclassification

 C7.2.9.1. Asset Reclassification Request, Follow-up and Denial Transaction

Procedures. This section prescribes standard procedures for use of Asset 

Reclassification Request, Follow-up, and Denial transactions. Procedures for using Asset 

Reclassification Extension Request and Asset Reclassification Extension Response 

transactions are addressed in C7.2.6. 

 C7.2.9.2. Owner Responsibilities. As discussed in C7.2.7, owners are 

responsible for monitoring assets in suspended SCCs. Owners use the Asset 

Reclassification Transaction to request that the storage activity effects reclassification of 

assets in suspended SCCs. Reasons for sending an DLMS 846A, Asset Reclassification 

request to the storage activity for SCC reclassification are: 

 C7.2.9.2.1. Expedite SCC Reclassification. Owner/manager requirement 

for storage activity to expedite SCC reclassification action. Only the current SCC is 

identified in the transaction. (Identified by DLMS 846A, ASC X12 beginning segment 

(1/BIA06/20) Action Code 23.)

 C7.2.9.2.2. Resolution of SCC Suspension. Owner/manager resolution of 

a suspension (e.g., completion of litigation or technical inspection). Both the ‘from’ and 

‘to’ SCCs are identified in the transaction. (Identified by DLMS 846A, ASC X12 beginning 

segment (1/BIA06/20), Action Code 62.)

 C7.2.9.2.3. SCC Reclassification Timeframe Expired. Owner/manager 

uses when the storage activity is responsible for the SCC reclassification action, the 

timeframe has expired, and the owner did not receive a corresponding adjustment, 

reclassification denial, or request for an extension transaction from the storage activity. 

Only the current SCC is identified in the transaction. (Identified by DLMS 846A, ASC X12 

beginning segment (1/BIA06/20), Action Code 86.)

 C7.2.9.3. Storage Activity Actions. In response to an Asset Reclassification 

Request Transaction, the storage activity will take action to reclassify the materiel in the 

timeframe specified and provide an Inventory Adjustment Transaction to the owner. If the 

storage activity is not able to effect the reclassification action, the storage activity will 

submit an Asset Reclassification Denial Transaction citing the appropriate Asset 

Reclassification Denial Code to explain the reason for the denial. If the reclassification 

action cannot be accomplished in the timeframe specified, the storage activity will submit 

an Asset Reclassification Extension Request in accordance with C7.2.6. 

 C7.2.9.4. Owner Use of Asset Reclassification Follow-up. Owners send the 

Asset Reclassification Follow-up Transaction to the storage activity to obtain status of a 

previously submitted asset reclassification request when the owner did not receive a 
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C7-12 CHAPTER 7 

corresponding Inventory Adjustment or Asset Reclassification Denial Transaction. In 

response to a follow-up, when the corresponding inventory adjustment was previously 

provided, the storage activity will resubmit the inventory adjustment transaction with 

Advice Code 3P indicating it is a duplicate of a previously submitted transaction sent in 

response to the follow-up. Caution must be used by recipient to assure the transaction is 

not processed twice.

C7.3. OWNERSHIP GAINS AND LOSSES

C7.3.1. Change of Ownership. Based on unique requirements of the SMCA and the 

DoD Components authorized by DoD Directive 5160.65, “Single Manager for 

Conventional Ammunition”, August 1, 2008, separate Inventory Adjustment (Ownership 

Transfer) transactions have been developed to permit:

 C7.3.1.1. Keeping integrity of the document number from the requisitioner's 

original demand throughout total processing, when payback actions are necessary.

 C7.3.1.2. Online recording and reconciliation of materiel debit and credit 

balances of the SMCA and affected DoD Components. 

 C7.3.1.3. The DoD Components to have an audit trail when their 

inventory/financial records are affected.

C7.3.2. Payback of SMCA Items- Dual Inventory Adjustment (Ownership Transfer). 

The Inventory Adjustment – Dual (Ownership Transfer) transaction (Quantity or Status 

Adjustment Reason Code AG; legacy DIC DAS) is designed for use as a dual adjustment 

limited to effecting paybacks of SMCA items from one owning Service to another Service, 

in accordance with DoD policy and inter-Service agreements. The SMCA will initiate an

Inventory Adjustment – Dual (Ownership Transfer) for processing internal adjustments to 

custodial/accountable records and for notification of SMCA storage activities. Under 

legacy MILSTRAP, the use of the M modifier with ammunition, to express thousands 

when the quantity exceeds 99,999, is an optional feature that can be applied intra-Service

and, by agreement, inter-Service. 

C7.3.3. Payback of SMCA Items- Single Inventory Adjustment (Ownership 

Transfer). The Inventory Adjustment – single (Ownership Transfer) transactions (Quantity 

or Status Adjustment Reason Code AG; legacy DIC D8S and D9S) are designed for use 

as a single adjustment transaction limited to effecting paybacks of SMCAs for 

conventional ammunition items from one owning Service to another Service, in 

accordance with DoD policy and inter-Service agreements. The SMCA will initiate the 

transactions for updating internal custodial/accountable records and for notification to 

affected Military Services of actions to be accomplished. Under legacy MILSTRAP, the 

use of the M modifier with ammunition to express thousands when the quantity exceeds 

99,999, is an optional feature that can be applied intra-Service and, by agreement, interService.
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C7-13 CHAPTER 7 

C7.3.4. Ownership Transfer via Ship-in-Place (Other than Ammunition/ 

Ammunition Related Materiel).

5 The term ship-in-place (also known as ship-to-self) 

is a procedure that causes a custodial activity of a given materiel to transfer the 

ownership without a physical shipment. These procedures do not apply to 

ammunition and ammunition related materiel. Storage activities can recognize an 

MRO for ship-in-place when the Ship-To DoDAAC matches the custodial activity 

performing the transfer. In addition, a PMR is mandatory for every release request 

to ensure the storage activity has the necessary information to perform the 

transfer. The MRO and the PMR will serve as evidential matter to justify the 

transfer.

 C7.3.4.1. Owner Responsibilities. It is important the gaining and the 

losing inventory manager (LIM) collaborate and coordinate the document number 

prior to submitting the initial materiel release request. The PMR must precede the 

MRO and both transactions must include the same document number for a 

successful match. The lack of a matching PMR will result in an MRO denial.

 C7.3.4.1.1. Gaining Inventory Manager (GIM). The GIM is responsible 

for transmitting a mandatory PMR to the custodial activity performing the transfer.

 C7.3.4.1.2. Losing Inventory Manager (LIM). The LIM must submit an 

MRO with a Ship-To DoDAAC matching the custodial activity performing the 

transfer. The custodial activity must have an equal or greater on-hand balance for 

the transfer request to avoid a denial. If the on-hand balance is less than the MRO 

quantity, the custodial activity performing the transfer will deny the MRO for the full 

quantity using DLMS 945A Materiel Release Denial with Denial Management Code 

P. The custodial activity and the owner must reconcile inventory records by line 

item before submitting the ownership transfer request again.

 C7.3.4.2. PMR Requirement. A matching PMR must be present for every 

ship-in-place materiel release request. When the PMR is not available, the 

custodial activity performing the transfer will reject the ship-in-place request via 

DLMS 945A Materiel Release Denial with Denial Management Code S.

 C7.3.4.3. Ownership Change. The custodial activity performing the 

transfer will complete a re-warehousing action upon systemic validation of a 

matching PMR and quantity on-hand. The re-warehousing action may be for the 

full or partial quantity available (on-hand balance) depending on the MRO quantity 

and the condition of the item. Ship-in-place for serialized items requires a physical 

verification of serial numbers in storage prior to completing the re-warehousing 

action. The custodial activity performing the transfer will report any discrepancy 

found in location to the LIM. The custodial activity may deny the MRO if a 

discrepancy found in location prevents them from completing the transfer request. 

5 Refer to ADC 1395.
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 C7.3.4.4. Inventory Adjustments Due to Ship-in-Place. Once the rewarehousing action is complete, the storage activity will notify both owners with 

the respective inventory adjustment as follow: 

 C7.3.4.4.1. The losing inventory manager (LIM) will receive a DLMS 

945A Materiel Release Confirmation to report the loss. 

 C7.3.4.4.2. The gaining inventory manager (GIM) will receive a DLMS 

527R Receipt to report the gain.

C7.4. PURPOSE TRANSFERS. Based on authorized programs, materiel may be 

reserved for specific purposes and kept on inventory control records until requisitioned. 

To accomplish transfer of assets between purpose codes, the Inventory Adjustment 

transactions for purpose code (single or dual), will be processed against the property 

accountability records. The Inventory Adjustment transaction with Quantity or Status 

Adjustment Reason Code AD applies (legacy MILSTRAP D8D and D9D, or DAD). 

C7.5. PHYSICAL INVENTORY GAINS AND LOSSES. Procedures concerned with 

inventory adjustments due to physical inventory losses or gains are contained in Chapter 

6. 

C7.6. INVENTORY GAINS AND LOSSES DUE TO UNIQUE ITEM IDENTIFIER AND/OR 

SERIAL NUMBER MISMATCH. Procedures concerned with inventory adjustments due 

to UII and/or serial number mismatch losses or gains are contained in Chapter 6.6

C7.7. REIDENTIFICATION OF STOCK, STOCK NUMBER CHANGES, AND UNIT OF 

ISSUE CHANGES

C7.7.1. Reidentification of Stock

 C7.7.1.1. When inspection shows an item in stock has been misidentified, 

storage activities will send an inventory adjustment to the owner. The transaction will

contain the misidentified stock number, the quantity misidentified (Quantity or Status 

Adjustment Reason Code AE (Reidentification)), and Suffix Code A.

 C7.7.1.2. When one new stock number is picked up due to reidentification, the 

inventory adjustment will contain the same document number as the original transaction, 

identified stock number, quantity of the identified stock number using (Quantity or Status 

Adjustment Reason Code AE (Reidentification)), and Suffix Code B.

 C7.7.1.3. When more than one new stock number is picked up due to 

reidentification, an additional inventory adjustment for each newly identified stock number 

will be prepared and sent. The additional inventory adjustment transaction(s) will be 

prepared in the same manner as the second transaction except that the suffix codes will 

progress to C, D, etc., as each transaction is prepared. The suffix codes in the second 

6 Refer to ADC 1198
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C7-15 CHAPTER 7 

and ensuing transactions will serve to correlate the transactions to the misidentified stock 

number.

 C7.7.1.4. The owner/manager and storage activity will process an inventory 

adjustment against their inventory control records to cause the decrease under the 

incorrectly identified stock number and increase(s) against the correct stock number(s).

C7.7.2. Stock Number and/or Unit of Issue Changes 

 C7.7.2.1. When only a stock number change occurs, the owner/IMM prepares 

and processes an inventory adjustment containing the old and new stock numbers 

(Quantity or Status Adjustment Reason Code AF (Stock Number Change)) and the 

associated inventory adjustment increase and decrease. 

 C7.7.2.2. When only a unit of issue change occurs, the owner/IMM prepares 

and processes an inventory adjustment containing the old and new units of issue 

(Quantity or Status Adjustment Reason Code AN (Unit of Issue Change)) and the 

associated inventory adjustment increase and decrease.

 C7.7.2.3. When a simultaneous stock number and unit of issue change occurs, 

the owner/IMM prepares and processes an inventory adjustment containing the old and 

new stock numbers and units of issue (Quantity or Status Adjustment Reason Code AF 

and AN), and the associated inventory adjustment increase and decrease.

 C7.7.2.4. In legacy systems, a dual adjustment requires two separate 

transactions (D9K and D8K) using the same document number. To perform the actions in 

C7.7.2., the owner/IMM prepares a D9K with Suffix A containing the old data elements, 

followed by a D8K with Suffix B containing the new data elements.

C7.8. CONDITION CHANGES FOR ITEMS BEING REPORTED/TURNED IN TO DLA 

DISPOSITION SERVICES

C7.8.1. When materiel is not identified by an NSN and is actually scrap, the DoD 

Components may prescribe that it be classified in SCC S for turn in to a DLA Disposition 

Services Field Office. Otherwise, only materiel recorded on property accountability 

records in SCC A through H and SCC Q will be reported or turned in to the DLA 

Disposition Services Field Office. 

C7.8.2. When excess, serviceable or unserviceable materiel is classified in SCC J, 

K, L, M, N, P, R or X, the DoD Components must initiate action to reclassify the materiel 

to an acceptable SCC (A through H, Q, or S) before preparing the turn-in documentation. 

Section C7.2 contains the materiel reclassification procedures.

C7.8.3. Activities not reporting or turning in materiel to a DLA Disposition Services 

Field Office in an appropriate SCC will risk having the materiel rejected/returned by the 

DLA Disposition Services Field Office for proper classification.
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C7.8.4. DLA Disposition Services Field Offices will use the supply condition 

codes to accurately describe the physical condition of the materiel based on its 

inspection at time of receipt. DLA Disposition Services Field Offices will record the

supply condition codes as management data for DLA Disposition Services program 

screening and review. Within the DLA Disposition Services Field Office process, Supply

Condition Code S is assigned for "property with no value except for its basic materiel 

content." Consequently, Supply Condition Code S may be assigned by DLA Disposition 

Services Field Offices to materiel with or without NSN identification.
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C8-1 CHAPTER 8

C8. CHAPTER 8 

MATERIEL OBLIGATION VALIDATION

C8.1. SUPPORT OF UNITED STATES FORCES

C8.1.1. General

 C8.1.1.1. Purpose. This chapter prescribes policies and procedures for the 

validation by organizations of the continuing need for over age requisitioned 

requirements and for the reconciliation of source of supply materiel/obligation records 

with the due-in records of requisitioning activities. The materiel obligation validation 

(MOV) process is twofold: (1) validation of need; and (2) reconciliation of records.

 C8.1.1.2. Materiel Obligation Definition. A materiel obligation is that unfilled 

portion of a requisition (for a stocked or nonstocked item) that is not immediately 

available for issue but is recorded as a commitment for future issue, either by direct 

vendor delivery (DVD) or backordered from stock. This includes both NSN and nonNSN items. MOV pertains to those requisitioned items assigned Status Code BB, BC, 

BD, BP1 BV, or BZ. DVD requisitions assigned Status Code BV or BZ are excluded 

from the automatic MOV cancellation process; however, organizations must submit 

requisition cancellations for materiel no longer required. See Chapter 4 for the

requisition cancellation procedures.

 C8.1.1.3. Transactions. The Defense Enterprise Data Standards Office

(DEDSO) Website contains DLMS electronic data interchange (EDI) transaction 

formats on the DLMS implementation Convention (IC) page. The IC page includes 

the corresponding MILSTRIP legacy 80 record position transaction formats, 

identified by document identifier code (DIC). The MILSTRAP legacy transaction 

functionality is identified for information purposes in a mixed Defense Logistics 

Standard Systems (DLSS)/DLMS environment.

 C8.1.1.4. Use of the DLMS 517M. Sources of supply use the DLMS 517M, 

Materiel Obligation Validation, to generate MOV requests to organizations for a 

comparison and validation of the continued requirement of outstanding requisitions held 

as materiel obligations by the source of supply with those carried as due-in by the 

organization.

 C8.1.1.4.1. Materiel Obligation Validation Request is DLMS 517M 

with Transaction Type Code AN – Material Obligation Inquiry. The original 

request will not contain an action code. This transaction provides the 

functionality of MILSTRIP legacy DICs AN1, AN2, AN3, AN4, and AN5.

1 Status Code BP may be deferred for inclusion under logistics system modernization.
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C8-2 CHAPTER 8

 C8.1.1.4.2. Materiel Obligation Validation Request Control is DLMS 

517M with Transaction Type Code AN – Material Obligation Inquiry with BR07=X7 

– Batch Sequence Number (legacy batch control number), and BR10=XM – Issuer 

Number (number of individual detail transactions). This transaction provides the 

functionality of MILSTRIP legacy DIC AN9. Note: Modernized systems may not 

require exchange of batch control numbers.

 C8.1.1.4.3. Materiel Obligation Validation Request Control FollowUp is DLMS 517M with Transaction Type Code AN – Material Obligation Inquiry 

and Action Code T – Status Query. This transaction provides the functionality of 

MILSTRIP legacy DIC ANZ.

 C8.1.1.4.4. Notification of Customer Non-Response to Materiel 

Obligation Validation (DVD) is DLMS 517M with Transaction Type Code AN – 

Material Obligation Inquiry and Action Code A3 – Not Certified. This transaction 

provides the functionality of MILSTRIP legacy DICs AV1, AV2, and AV3.

 C8.1.1.5. MOV Response. Organizations use the DLMS 517M, to generate 

MOV responses to advise the source of supply: (1) to hold a materiel obligation until 

supplied, or (2) to cancel all or a portion of a materiel obligation.

 C8.1.1.5.1. Materiel Obligation Validation Receipt Confirmation is 

DLMS 517M with Transaction Type Code AP – Material Obligation Advice and 

Action Code V – Respond. This transaction provides the functionality of 

MILSTRIP legacy DIC AP9. 

 C8.1.1.5.2. Notice of Nonreceipt of Total Batch of MOV Documents, 

MILSTRIP Legacy DIC APX does not have a DLMS equivalent.

 C8.1.1.5.3. Materiel Obligation Validation Response is DLMS 517M 

with Transaction Type Code AP – Material Obligation Advice. This transaction 

provides the functionality of MILSTRIP legacy DICs AP1, AP2, AP3, AP4, AP5, and 

AP8

 C8.1.1.5.5. Materiel Obligation Validation Reinstatement is DLMS 

517M with Transaction Type Code AW – Material Obligation Reinstatement. This 

transaction provides the functionality of MILSTRIP DIC APR.

 C8.1.1.6. MOV Notification. 

 C8.1.1.6.1. Sources of supply must provide an MOV notification of 

nonresponse to organizations for each nonresponse to an MOV cycle for requisitions 

assigned Status Code BZ. The organization must conduct an item-by-item review and 

respond with a requisition cancellation if the materiel is not required.

 C8.1.1.6.2. Materiel Obligation Validation Notification of 

Nonresponse is DLMS 517M with Transaction Type Code AN – Material Obligation 
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C8-3 CHAPTER 8

Inquiry and Action Code RU – Return (backordered materiel in pre-award (BZ) 

status. 

 C8.1.1.7. Source of Supply Definition. A source of supply is defined as the 

DoD Component organization that maintains materiel obligation records, and includes, 

but is not limited to, those organizations commonly referred to as inventory control 

points (ICP), integrated materiel mangers (IMM), requisition processing points, stock 

control activities (SCA), and stock points.

 C8.1.1.8. Organization Definition. An organization is defined as a 

requisitioner, control office, and/or monitoring activity having the responsibility to 

validate and/or reconcile materiel obligation records between the requisitioning activity 

and the source of supply requesting the validation.

C8.1.2. Materiel Obligation Reinstatement Request. This is a request by an 

organization to reinstate requisition(s) previously canceled due to that organization's 

nonresponse to an MOV request. Use the DLMS 517M, to reinstate previously 

canceled requisition(s). Conformance with standard line of accounting 

(SLOA)/accounting classification requires any initiation of a financial business event to 

include SLOA mandated standard financial information system (SFIS) elements.2 The 

DLMS requisition reinstatement transaction supports inclusion of SLOA required 

elements. Pending full implementation of SLOA, DAAS will facilitate interoperability by 

updating selected SLOA data fields based upon the requisitioner's Service/Agency and 

Fund Code. If discrete values for the SLOA data elements in the transaction do not 

match data elements from the SFIS Fund Code to Fund Account Conversion Table for 

the Fund Code in the transaction, reject with the DLMS 870S Supply Status citing 

Status Code CF. If invalid/missing fund code for Signal Code A, B, C, J, K, or L, reject 

with the DLMS 870S/DIC AE9 Supply Status citing Status Code CF.3

C8.1.3. Exclusions

 C8.1.3.1. FMS transactions are excluded from these procedures; however, 

the DoD Components should reconcile FMS materiel obligation records at the source of 

supply with those of the organizations required to maintain FMS case control. MOV 

procedures for Grant Aid (GA) transactions are in C8.2.. 

 C8.1.3.2. Civilian Component activities are excluded unless covered by interComponent agreements.

C8.1.4. Materiel Obligation Age Criteria

 C8.1.4.1. Timeframe. Materiel obligations are over age and subject to these

procedures when PD 01-08 requisitions have aged 30 calendar days past the 

2 Refer to ADC 1043/ADC1043A. 3 Refer to ADC 1043E.
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C8-4 CHAPTER 8

requisition date or PD 09-l5 requisitions have aged 75 calendar days past the requisition 

date.

 C8.1.4.2. Special Validations. Sources of supply may order special 

validations without regard to the age of the materiel obligations involved.

 C8.1.4.3. Long Production Lead Time. These procedures also apply to long 

production lead time items since requirements for such items may also change as a 

result of unit/force movements, deactivation, and other population changes; however, 

only item managers may elect to establish longer intervals for the validation of long 

production lead time items.

C8.1.5. Schedule for Cyclic Validation of Materiel Obligations

 C8.1.5.1. Annual Schedule. The annual schedule of cyclic validations in 

support of U.S. Forces and the prescribed MOV response times is shown in Table 

C8.T1. 

Table C8.T1. Materiel Obligation Validation Cyclic Validations Schedule

CYCLE 

NUMBER

SOURCE OF SUPPLY CUTOFF 

TO PREPARE AND FORWARD 

VALIDATION REQUESTS

MAXIMUM ENDING DATE BY 

WHICH REQUISITIONER 

RESPONSES ARE DUE BACK TO 

SOURCE OF SUPPLY

1 20 January 5 March 

2 20 April 5 June

3 20 July 5 September

4 20 October 5 December

 C8.1.5.2. Response Not Within Scheduled Timeframe. Deployed units, 

afloat units, and CONUS/OCONUS locations that are unable to acknowledge receipt, or

respond by the prescribed date, may request DAAS to temporarily provide responses to 

MOV requests. Use a DLMS 517M, with Transaction Type Code AP and Action Code 9 

to notify the DAAS of the organizations authorized for the MOV exemption. The 

theater/fleet commander or major command must approve the MOV exemption request 

by message to DAAS. The exemption request is only authorized for the current MOV 

cycle. DAAS will not generate MOV responses for any later MOV cycle unless a 

separate exemption request approval is received.

 C8.1.5.3. Quarterly Reporting. Each DoD Component must provide a 

quarterly consolidated report to the Deputy Assistant Secretary of Defense for 

Logistics (DASD(Logistics)) using the Appendix 1 format. Submit this report within 30 

calendar days after the close of each MOV cycle. This report is assigned Report 

Control Symbol (RCS) DD-A&S-1064. The source of supply will review the history file, 

prior to preparing the report, for those transactions in which the quantity response was 

different from the quantity requested. This review will determine if the quantity 
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C8-5 CHAPTER 8

difference resulted from a shipment, a cancellation, or if the requisitioner actually 

requested cancellation of the obligation. Only cancellations actually requested by the 

requisitioner using the MOV response are included in the MOV report. Do not report a 

difference in quantity resulting from any other cause and/or process.

 C8.1.5.4. Special IMM Requests. The IMM may initiate a special validation 

request. For example, the IMM may need to validate requirements for high dollar value, 

critical items, or for those NSNs that have the largest number of materiel obligations on 

record or account for certain percentages of the total materiel obligations. These 

special validations should be selective in approach and may be made regardless of 

whether the materiel obligations were previously validated. The IMM may determine 

and define critical items as those essential items that are in short supply or expected to 

be in short supply for an extended period.

 C8.1.5.5. Determination of Recipient of Validation Requests. MOV requests 

will be transmitted to the activities determined under the following rules:

 C8.1.5.5.1. The activity designated by the Media and Status (M&S) 

unless covered by the exceptions listed below.

 C8.1.5.5.2. When the M&S is 0, transmit to the activity designated by an 

alphabetic character or numeric 6, 7, or 8 in the distribution code. 

 C8.1.5.5.3. When distribution code contains a numeric other than 5, 6, 

7, or 8, or is blank, and M&S is 0, transmit requests to the requisitioner.

 C8.1.5.5.4. When Distribution Code 5 is identified, transmit requests to 

DLA (DoDAAC SL4701) regardless of M&S.4

 C8.1.5.5.5. When the M&S is F, G, P, or Z, transmit requests to the 

requisitioner.

C8.1.6. Preparation of Special Validation Requests

 C8.1.6.1. Purpose. Use the DLMS 517M, to request a special MOV at times 

other than the normal MOV cycles indicated in Table C8.T1. Organizations will validate 

the special MOV and use a DLMS 517M in response to the special MOV request.

 C8.1.6.2. Document Number. The MOV request must identify the document

number of the demand that is held as a materiel obligation, the unfilled quantity, and a 

response due date that is always 15 calendar days from the date of the MOV request.

 C8.1.6.3. Urgent Requests. Due to the urgency of demands for critical items, 

IMMs may determine that supply of current demands should be accomplished from due4 Refer to ADC 369. Deferred implementation is authorized.
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C8-6 CHAPTER 8

in stocks, against which there are materiel obligations of lesser or equal priorities. In 

these instances, the IMMs will initiate a special MOV request.

C8.1.7. Performance of the Validation and Reconciliation

 C8.1.7.1. Mandatory Request. The recipient of validation requests (either 

scheduled or special) must conduct an item-by-item review with the user to determine 

the continued need for each item, the quantity involved, and the priority designator (PD) 

of the requirement. Routine responses that all materiel obligations are still required are 

to be avoided. Such cursory reviews do not improve supply support. Items that are 

identified in the requests, but are not contained on the records of the recipient of the 

request, will also be sent to the user for validation. Items that are contained on the 

records of recipients of the validation requests and meet the over age criteria, but are 

not covered by a request, will be validated with the user.

 C8.1.7.2. Recipient Response. The recipient of validation requests will

match the items recorded as materiel obligations at the source of supply with the 

records of unfilled demands to determine and take action to bring the two records into 

agreement.

 C8.1.7.3. Status Request. Organizations may request status of any 

outstanding items, having met the age criteria, and not included with the scheduled 

validation requests. When such status is desired, the requisitioning activity will submit a 

DLMS 869A, Requisition Inquiry/Supply Assistance, or DLMS 869F, Requisition FollowUp, to the source of supply. (See Chapter 4 for the requisition inquiry procedures.)

C8.1.8. Responses to Materiel Obligation Requests

 C8.1.8.1. Purpose. Use a DLMS 517M, to respond to special MOV requests. 

MOV responses will contain the document number of the demand as contained in the 

MOV request, the quantity required for continuation as a materiel obligation, and the 

suffix, if applicable. The MOV responses will advise the source of supply whether 

materiel obligations should be canceled or the requirements still exist (and the item 

should be continued as a materiel obligation). Respond to the special MOV requests in 

time to meet the requested MOV response due date.

 C8.1.8.2. Response to Requests for MOV. Upon completing the validation

/reconciliation process, organizations must send an MOV response for each MOV 

request to the source of supply that submitted the MOV request. Submit the MOV 

response by the MOV response due date cited in the MOV request. Use the MOV 

response to advise the source of supply of the quantity still required for supply action. If 

total cancellation is desired, do not include the quantity segment in the MOV response.

 C8.1.8.3. Revised Delivery Date. Whenever a requirement is to be retained 

as a materiel obligation and the PD/required delivery date (RDD)/required delivery 

period (RDP) changes due to reassessment of requirements, submit a DLMS 511M, 

Requisition Modification, to indicate the revised PD/RDD/RDP. (See Chapter 4 for the 

requisition modifier procedures.)
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 C8.1.8.4. DAAS Initiated Responses

 C8.1.8.4.1. Exempted Activities. DAAS uses a DLMS 517M, to provide 

MOV responses for authorized activities exempted from participating in an MOV cycle.

 C8.1.8.4.2. DAAS Response. DAAS provides appropriate MOV 

responses to the respective source of supply for each MOV exemption received. DAAS 

will send the MOV response no earlier than seven calendar days after receipt of the 

MOV exemption, but no later than the last day of the cycle.

 C8.1.8.4.3. MOV History File. DAAS uses the MOV history file to 

generate appropriate MOV responses for the activity(ies) identified in the MOV 

exemption.

 C8.1.8.5. Receipt of Confirmed Cancellations. Organizations in receipt of 

confirmed cancellations may request reinstatement of their canceled requisitions for a 

period not to exceed 60 calendar days after the BS cancellation transaction date. Use a 

DLMS 517M, to request the reinstatement of canceled requisitions and indicate the 

quantity required. The reinstated quantity may be equal to or less than, the canceled 

quantity canceled. The reinstated quantity will not exceed the canceled quantity. DAAS

will revalidate fund codes for Signal Code A, B, C, J, K, or L, and provide rejections 

back to the sender with the DLMS 870S/DIC AE9 Supply Status citing Status Code CF.5

C8.1.9. Source of Supply Cancellation of Materiel Obligations

 C8.1.9.1. Procedures to Stop Cancellation Actions. Sources of supply must 

use Chapter 4 procedures to stop storage and transportation actions when 

accomplishing cancellations resulting from the MOV program.

 C8.1.9.2. Cancellation Criteria. Sources of supply will cancel materiel

obligations when an organization has not responded to the scheduled MOV request by 

the MOV response due date, except for requisitions in Status Code BV or BZ. 

Requisitions being filled by DVD (Status Codes BV and BZ) are excluded from 

automatic cancellation of the MOV process. When a response to an MOV request has 

not been received by the response cutoff date for a requisition in BZ status, the source 

of supply will send a DLMS 517M, Transaction Type Code AP, and Action Code 9 to the 

validating organization. The organization must validate the requirement or respond with 

a requisition cancellation if the materiel is not required. See Chapter 4 for the 

requisition cancellation procedures.

 C8.1.9.3. Cancellation Upon Request. Sources of supply will cancel materiel

obligations upon receipt of requisition cancellation requests. When there is no record of 

the item as a materiel obligation, match the MOV response with the requisition history 

file (RHF) to determine the item’s status. If the item is being processed, take action to 

stop the flow of the unneeded materiel. All sources of supply will try to meet the DoD 

objective of taking all possible action to prevent shipment from the storage activity, port 

5 Refer to ADC 1043E
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C8-8 CHAPTER 8

of embarkation, or vendor (in the instance of purchase actions). Based on action taken, 

sources of supply will provide requisitioning organizations with appropriate supply or 

shipment status.

 C8.1.9.4. Cancellation Status. Sources of supply will send a DLMS 870S, 

Supply Status, with Status Code BR or BS to the organizations for which MOV requests 

were submitted for each item canceled as a result of the validation actions.

 C8.1.9.5. Verification from Requisitioner. Sources of supply may contact 

requisitioning organizations to determine desired actions applicable to erroneous 

response transactions, if time permits. Should time not permit the source of supply to 

contact the requisitioning activities, the items concerned with the erroneous 

transactions, will be retained as a materiel obligation until clarification is obtained.

 C8.1.9.6. Response. The DoD Component of the organization initiating a 

cancellation request, or failing to respond to MOV requests, will be charged with 

(1) transportation costs for returning the materiel to the storage activity, and 

(2) procurement and termination costs when it is determined that termination is in the 

best interest of the Government. Specific instructions concerning materiel

transportation charges andcredit allowances are in DoD 7000.14-R, “Department of 

Defense Financial Management Regulations (FMRS),” Volume 11B. 

C8.1.10. Source of Supply Materiel Obligation Reinstatement

 C8.1.10.1. Timeframe. Sources of supply will reinstate action on 

requisition(s) when organizations submit MOV reinstatement requests within 60 

calendar days of requisition cancellation citing Status Code BS. Reinstate the 

requisition for the quantity equal to or less than the original canceled quantity. If the 

quantity is greater than the quantity canceled by the Status Code BS, only reinstate the 

quantity in the BS status. Reject the quantity exceeding the BS quantity. Use Status 

Code BS to prepare the MOV reinstatement request to ensure identification of the 

correct suffix.

 C8.1.10.2. Source of Supply Codes. Sources of supply will use Status Code 

DK, DL, and DM to reject MOV reinstatement requests received over 60 calendar days 

after the BS status transaction date, or when there is no record of the BS status, or 

when the MOV reinstatement request is for a quantity greater than the canceled 

quantity.

C8.2. GRANT AID

C8.2.1. General. This section prescribes policies and procedures for the 

validation of ICP materiel obligation records with the records of the DoD Component

ILCO maintaining Security Assistance Organization (SAO) program control and for the 

validation of the continuing need at the GA country level for over age demands. The 

purpose is twofold: (1) the reconciliation of records and (2) the validation of need.
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C8.2.2. Annual Validation Schedule. The annual schedule of cyclic validation in 

support of GA materiel obligations is shown in Table C8.T2.

Table C8.T2. Cyclic Schedule for MOV in Support of Grant Aid

CYCLE 

NUMBER

SOURCE OF SUPPLY 

CUTOFF TO PREPARE AND 

FORWARD VALIDATION 

REQUESTS 

MAXIMUM ENDING DATE BY WHICH 

REQUISITIONER RESPONSES ARE 

DUE BACK TO SOURCE OF SUPPLY

1 31 January 31 May

2 31 July 30 November

C8.2.3. Aged Materiel Obligation Requests. Sources of supply will provide the 

ILCO with MOV requests applicable to aged materiel obligations for GA requirements. 

MOV requests will be sent to the ILCO by the sources of supply using schedules for 

validating aged GA materiel obligations established by the Assistant Secretary of 

Defense (Logistics & Materiel Readiness)(ASD(L&MR)]. 

C8.2.4. Materiel Obligation Definition. Materiel obligations are defined as that 

portion of the requisitioned quantity that is not immediately available for issue to the 

requisitioner and/or is recorded as a commitment for future issue of stocked items. This 

includes commitments for DVDs. The source of supply will produce MOV requests from 

their records of materiel obligations for which the requisition document number dates 

are aged to 180 calendar days or more at the time of the established validation cutoff. 

Materiel obligations selected for validation, meeting the 180-day age criterion, will be 

those assigned Status Code BB, BC, BD, or BV. The quantities identified in the MOV 

requests reflect the unfilled quantities only of items maintained as materiel obligations at 

the sources of supply. Use the DLMS 517M, to prepare MOV requests.

C8.2.5. Source of Supply Request Timeframe. Sources of supply will send

scheduled MOV requests not later than 10 calendar days after the established cutoff

date.

C8.2.6. Accomplishing MOV by the Army and Air Force ILCOs

 C8.2.6.1. Item/Request Matching. The ILCO receiving MOV requests will

match the items indicated as being on record at the source of supply with its records of 

unfilled demands and provide the MOV requests to SAOs that represent 

quantities/items as follows:

 C8.2.6.1.1. In the MOV requests received from the source of supply, 

(the ILCO will not attempt to adjust quantity differences between the ILCO record and 

the source of supply record.)

 C8.2.6.1.2. On the ILCO record, having reached the validation age 

criterion and not included with MOV requests furnished by the source of supply. The 

ILCO will adjust its records based upon the MOV responses received from SAOs.
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 C8.2.6.2. Program Originator Codes. The DoD Components may elect to 

have their ILCOs identify the program originator code in MOV requests transmitted to 

SAOs for validation. The identification of this code enables the SAO to determine the 

specific section to which to direct the MOV requests. In these instances, the codes 

shown in Table C8.T3 apply. (Do not include these codes in MOV responses that are 

sent to the source of supply.)

Table C8.T3. Program Originator Codes

CODE PROGRAM ORIGINATOR

B SAO (Army)

P SAO (Navy)

D SAO (Air Force

K SAO (Marine Corps)

 C8.2.6.3. Transmitting Requests. Transmit the MOV requests to the 

appropriate SAO not later than 45 calendar days after the scheduled cutoff date. The 

time between the cutoff date and the 45 calendar days for transmitting the MOV 

requests to SAOs allows:

 C8.2.6.3.1. Transmission of the MOV requests from the source of 

supply to the ILCO.

 C8.2.6.3.2. ILCO establishment of suspense records of the source of 

supply request quantities and preparation of MOV requests for transmission to the 

SAOs. SAOs will provide MOV response to the ILCO within 90 calendar days after the 

cutoff date for the validation cycle.

C8.2.7. Accomplishing MOV by the Navy ILCO

 C8.2.7.1. Item/Record Matching. The Navy ILCO (NAVILCO) will match the 

items indicated as being on record at the source of supply with its records of unfilled 

demands and effect a file reconciliation. NAVILCO will send MOV responses for each 

MOV request received to the source of supply that submitted the validation request. 

The source of supply will use the MOV response to determine whether the items should 

be canceled or requirements still exist and the items should be continued as materiel

obligations. 

 C8.2.7.2. Response Timeframe. Send MOV responses to validation 

requests to sources of supply by 15 March for the first cycle and 15 September for the 

second cycle. Indicate the quantity still required in the MOV response. If total 

cancellation is desired, do not include the quantity segment in the MOV response.

 C8.2.7.3. Inquiries. Submit a requisition inquiry, DLMS 869A or DLMS 869F, 

as appropriate, for items outstanding on NAVILCO records for which no MOV 
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reconciliation request was received from the source of supply. See Chapter 4 for the 

requisition inquiry procedures.

C8.2.8. NAVILCO Initiation of Reconciliation and/or Validation with SAOs

 C8.2.8.1. Annual Request Submission. Annually, on 16 September, the 

NAVILCO will prepare MOV reconciliation requests that represent unfilled requisitions 

with dates of 31 July or earlier.

 C8.2.8.2. Program Identification. NAVILCO will identify the program 

originator code in the MOV reconciliation requests sent to SAOs for validation. SAO will

use this code to determine the specific section to which to direct the requests. In these 

instances, the codes in Table C8.T3. apply. 

 C8.2.8.3. MOV Transmission. NAVICP will send the MOV reconciliation 

requests to the appropriate SAO not later than 26 September and indicate 31 October 

as the response due date.

C8.2.9. Validation of Requirements by the SA Organizations

 C8.2.9.1. Verifying Existing Requirements. SAOs receiving MOV requests 

will determine whether requirements for the items and quantities still exist. SAOs will

also determine whether requirements exist for items/quantities, having reached the age 

criteria and not included with the MOV requests. Once validation is completed, SAOs 

will adjust their records to show the country’s needs for the items/quantities.

 C8.2.9.2. Item Status Request. SAO will request status of any items that are 

outstanding, have met the age criteria, and are not included in the MOV requests. 

When such status is required, SAO will submit a requisition inquiry, DLMS 869A, to the 

appropriate ILCO. See Chapter 4 for the requisition inquiry procedures.

 C8.2.9.3. Response for Each Reconciliation Request. SAO will provide an 

MOV response for each MOV reconciliation request, as appropriate, to indicate the 

remaining quantity of each item is still required. The SAO will send MOV responses to 

the appropriate ILCO. For the U.S. Army Security Assistance Command and the Air 

Force Security Assistance Center, send these responses to arrive no later than the date 

specified in the transmittal, which is 35 calendar days prior to the response due date 

contained in the requests. For NAVILCO, these responses must be received no later 

than 31 October.

C8.2.10. Response to MOV Requests by the Army and Air Force ILCOs 

 C8.2.10.1. Record Adjustment. Upon receipt of the responses from SAOs, 

the ILCO will adjust its records to agree with the country's requirements indicated by the 

MOV responses. The ILCO will then send MOV responses for each MOV request 

received from the source of supply that submitted the validation requests. The source 

of supply will use the MOV response to determine whether the items should be 

canceled or requirements still exist and the items should be continued as materiel
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C8-12 CHAPTER 8

obligations. Provide MOV responses to the source of supply by the response due date 

indicated in the MOV requests. Response due date is established as the 125th calendar 

day following the cutoff date for validation. MOV requests must indicate the cutoff date.

 C8.2.10.2. Quantity Remaining Required. ILCO will indicate the quantity still 

required in the MOV response. If total cancellation is desired, do not include the 

quantity segment in the MOV response.

 C8.2.10.3. Outstanding Items. ILCO will submit a requisition inquiry, DLMS 

869A or DLMS 869F, as appropriate, for items outstanding on the ILCO records, 

indicated as required by SAO, and for which no MOV request was received from the 

source of supply. See Chapter 4 for the requisition inquiry procedures.

C8.2.11. NAVILCO Action on SAO Responses

 C8.2.11.1. Record Adjustment. Upon receipt of the responses from SAOs, 

the NAVILCO will adjust its records to agree with country requirements as indicated by 

the MOV responses. NAVILCO will send requisition cancellations to the source of 

supply on those unshipped lines for which the SAO indicated a reduced quantity 

requirement. NAVILCO will initiate action to resolve the unreconciled lines for which the 

SAO indicated a requirement. NAVILCO will send the appropriate supply and shipment 

status to SAOs.

 C8.2.11.2. Requisition Cancellation. By 30 November, NAVILCO will

prepare and send a requisition cancellation to the last known source processing the 

corresponding requisition. See Chapter 4 for the requisition cancellation procedures.

 C8.2.11.3. Record of Confirmed Cancellations. NAVILCO will keep a record 

of confirmed cancellations received in response to requisition cancellations submitted 

as a result of reduced quantity requirements indicated by SAOs.

 C8.2.11.4. Quantity Reduction Reconciliation. NAVILCO will prepare a 

report of the number of lines reconciled with the SAO, the number and value of SAO 

requested quantity reductions, and the number and value of confirmations received as 

of 31 December. NAVILCO will send two copies of this report to the appropriate 

Service headquarters for review and submission to Office of the Assistant Secretary of 

Defense.

C8.2.12. ILCO Cancellation of Materiel Obligations

 C8.2.12.1. Source of Supply Action. The source of supply will cancel 

materiel obligation items upon receipt of requisition cancellations or the indication of 

need for lesser quantities from the ILCO. (When there is no record of the item at time of 

receipt of the MOV responses, the MOV response will be matched with the RHF to 

determine the latest status of the item or action taken to accomplish cancellation action. 

The source of supply will send the ILCO supply or shipment status as appropriate.) In 

the event procurement, rebuild, or other expense has been incurred and must be billed 
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to GA for an individual item being canceled, the supplying DoD Component will take 

action under DoD 5105.38-M, Part II, Chapter H.

 C8.2.12.2. Validation of Cancellations. The source of supply will send the 

ILCO, for which validation requests were submitted, Status Code BR for each item 

and/or quantity canceled as a result of the validation actions. ILCO should not consider 

any quantity as canceled before receiving the confirming Status Code BR. 

 C8.2.12.3. When no Response has been Received. The source of supply

will not automatically cancel items for which materiel obligations were established when 

no MOV response has been received relative to specific items submitted for validation.
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C9-1 CHAPTER 9

C9. CHAPTER 9 

LOGISTICS REASSIGNMENT

C9.1. GENERAL

C9.1.1. Purpose. This chapter provides procedures designed to ensure 

successful Logistics Reassignment (LR) of both consumable and nonconsumable items, 

provide adequate management control of items in a transitional situation, and ensure 

uninterrupted supply support of items during the transition period.

C9.1.2. Transactions. This chapter addresses the procedures to the following 

Accredited Standards Committee (ASC) X12 transaction functions identified by their 

beginning segment and report type code. Other DLMS formats, such as XML, are also 

available. See the Defense Logistics Management Standards Program Office Website 

for available formats on the DLMS IC page. The corresponding MILSTRAP legacy 80 

record position transaction functionality is identified for information purposes in a mixed 

DLSS/DLMS environment. 

 C9.1.2.1. LR Management Data Transaction is identified by the DLMS 536L 

ASC X12 beginning segment (1/BR02/020) Transaction Type Code LR – Logistics 

Reassignment. This transaction provides the functionality of MILSTRAP legacy 

document identifier codes (DIC) DLS, DLT, DLU, DLV, DLW, and DLX.

 C9.1.2.2. LR Transfer/Decapitalization Transaction is identified by the DLMS 

846D ASC X12 beginning segment (1/BIA/020) Report Type Code TL – Logistics 

Transfer Advice. This transaction provides MILSTRAP legacy DIC DEE/DEF 

functionality.

 C9.1.2.3. LR Transfer/Decapitalization Inquiry Transaction identified by the 

DLMS 846D ASC X12 beginning segment (1/BIA/020) Report Type Code TK – Logistics 

Transfer Inquiry. This transaction provides MILSTRAP legacy DIC DLA functionality.

 C9.1.2.4. LR Storage Information Order Transaction is identified by the 

DLMS 846S ASC X12 beginning segment (1/BIA/020) Report Type Code PK – Storage 

Information Inquiry. This transaction provides MILSTRAP legacy DIC DZC functionality.

 C9.1.2.5. LR Storage Information Reply Transaction is identified by the 

DLMS 846S ASC X12 beginning segment (1/BIA/020) Report Type Code TQ – Storage 

Information Advice. This transaction provides MILSTRAP legacy 8 DIC DZD 

functionality.

C9.1.3. LR Process. To ease understanding of these procedures, the LR process 

has been divided into three periods of time based upon the effective transfer date 

(ETD). These periods are identified as pre-ETD, ETD, and post-ETD. The pre-ETD 

period commences on the date the GIM assignment/ETD is sent to the GIM/LIM and 
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C9-2 CHAPTER 9

terminates at ETD. ETD is the date of the LR. Although ETD is a specific point in time, 

for the purpose of these procedures, any actions involving data requirements that show

conditions as of the ETD will be discussed as if such actions took place on the ETD, 

even though they may have been taken immediately before or after the actual ETD. 

The post-ETD period begins immediately following the ETD and includes all actions that 

do not specifically involve data requirements that show conditions as of the ETD. 

Specific events required to take place during the LR are set forth under the appropriate 

period.

 C9.1.3.1. The LIM will use an LR Management Data Transaction to provide 

the GIM with general management information, backorder and demand data, on hand 

data, due-in data, contract history data, and product quality deficiency report (PQDR) 

history data for consumable assets being logistically reassigned.

 C9.1.3.2. The LIM will use an LR Transfer/Decapitalization Transaction to 

notify the GIM of the transfer and decapitalization quantities for the item being 

logistically reassigned. The GIM will use an LR Transfer/Decapitalization Inquiry 

Transaction to inquire about LR transfer/decapitalization quantities when none was 

received.

 C9.1.3.3. The LIM will send an LR Storage Information Order Transaction to 

the storage activity to notify them to transfer ownership of wholesale stocks to the GIM 

and of the quantity which the LIM is retaining. Storage activities will send an LR 

Storage Information Reply Transaction to the LIM to notify the LIM of the quantities the 

storage activity actually transferred to GIM ownership and those retained in LIM 

ownership.

C9.2. POLICY. DoD policy for LR of consumable items is contained in

DoD 4140.26, Volume 4 “Defense Integrated Materiel Management Manual for 

Consumable Items: Logistics Reassignment (LR).” DoD policy for LR of 

nonconsumable items is contained in AMC-R 700-99/NAVSUPINST 4790.7/AFLCR 

400-21/MCO P4410.22, “Logistics Wholesale Inventory Management and Logistics 

Support of Multi-Service Used Nonconsumable Items”. 

C9.3. REQUIREMENTS

C9.3.1. General. The LIM, GIM, and storage activities will accomplish the actions 

required by this manual to reassign asset accountability to the GIM in a timely manner 

to ensure uninterrupted supply support. Resolution of problems affecting supply 

operation requires direct communication, coordination, and assistance.

C9.3.2. GIM. The GIM will accept, as of the ETD, those items and book balances 

submitted by the LIM. (The following policy covering transfer of assets for LR is 

implemented from DoD 4140.26 and AMC-R 700-99 et al., respectively.) The LIM will

transfer all on-hand wholesale balances, in place, except:

 C9.3.2.1. Assets committed to the support of special projects, programs, 

and/or plans including the International Logistics Program (ILP), (e.g., staged 
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C9-3 CHAPTER 9

shipments, packaged shipments). On hand wholesale assets in support of the ILP will

not be transferred to the GIM nor will any ongoing procurement action in support of the 

ILP be terminated.

 C9.3.2.2. Consumable assets in SCCs F, H, J, K, L, M, P, Q, R, and S. (See 

DoD 4140.26 for complete criteria.

 C9.3.2.3. Nonconsumable assets in SCCs G, H, J, K, L, M, P, Q and X. 

SCCs H, P and X materiel will never be decapitalized. (See AMC-R 700-99 et al., for 

complete criteria.)

C9.3.3. LIM. On an expedited basis the LIM will decapitalize to the GIM wholesale 

assets, other than the SCCs shown above, generated during the first year following

ETD. The LIM will report assets generated after 1 year of ETD under Chapter 11,

(Materiel Returns Program Procedures). Except for decapitalization of procurement 

receipts, the GIM will reject assets decapitalized more than 1 year after the ETD using 

Reject Advice Code AW.

C9.4. PRE-EFFECTIVE TRANSFER DATE ACTIONS

C9.4.1. General

 C9.4.1.1. The LIM procurement office will provide the GIM with contractual 

status on contracts either retained by the LIM or assigned to the Defense Contract 

Management Agency (DCMA) for contract administration. Contract status includes, but 

is not limited to, delivery status, acceleration of delivery, follow-up status requests, 

contract warranty provisions, and executing appropriate modifications to basic 

contracts.

 C9.4.1.2. For nonconsumable items, the LIM will give the GIM listings of all 

purchase requests (procurement actions that have not reached the award stage) 

throughout the pre-ETD period. The GIM will, within 15 calendar days following receipt 

of the purchase request listing from the LIM, annotate required changes, and return one 

copy to the LIM. For consumable items, the LIM will send listings of all purchase 

requests to the GIM 45 calendar days prior to the ETD in the format established by DoD 

4140.26.

 C9.4.1.3. The LIM will reclassify consumable assets, in SCCs Q and R, to 

the appropriate SCC before the LIM sends the GIM an updated LR Management Data 

Transaction. 

 C9.4.1.4. For assets in SCC H, the LIM will either forward the assets to DLA 

Disposition Services or reclassify the item to their true condition as authorized by 

Chapter 7.

 C9.4.1.5. For assets in SCC X, the LIM will reclassify the assets as 

appropriate for LR or for transfer to DLA Disposition Services.
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C9.4.2. One hundred and fifty calendar days prior to ETD, or upon notification if 

less than 150 calendar days, the LIM will take the following actions:

 C9.4.2.1. Advise the GIM of assets being held for litigation.

 C9.4.2.2. Perform physical inventories under Chapter 6 procedures, as 

stated in DoD 4140.26-M for consumable items, and AMC-R 700-99 et al., for 

nonconsumable items, as follows:

 C9.4.2.2.1. For consumables, inventory stock on hand for wholesale 

assets designated as classified or sensitive.

 C9.4.2.2.2. For nonconsumables, inventory on-hand wholesale assets.

C9.4.3. One hundred and twenty calendar days prior to ETD, or upon notification if 

less than 120 calendar days, for consumable items being transferred, the LIM will send

the GIM an LR Management Data Transaction containing backorder and demand data, 

on-hand data, due-in data, and contract history data. Do not provide PQDR history data 

at this time.

C9.4.4. Sixty calendar days prior to ETD the LIM will process excess reports 

received for LR items for which disposition action is appropriate, in accordance with 

Chapter 11 procedures.

C9.4.5. Forty-Five Calendar Days Prior to ETD

 C9.4.5.1. By mutual agreement between the GIM and the LIM, the LIM will

initiate action to amend existing LR item contracts/purchase orders not reassigned to 

the GIM to provide for diversion of stock by quantities into storage activities of the GIM. 

The GIM will send addresses of the shipping destinations to the LIM, as appropriate. 

The LIM will retain the due-in.

 C9.4.5.2. For consumable items, the LIM will send listings of all purchase 

requests in accordance with DoD 4140.26. The GIM will, within 15 calendar days 

following receipt of the purchase request listing from the LIM, annotate required 

changes and return one copy to the LIM.

C9.4.6. Thirty Calendar Days Prior to ETD. The LIM will take the following 

actions:

 C9.4.6.1. Furnish the GIM a war materiel requirement (WMR) data listing 

sorted by NSN and the DoD Component (and routing identifier code (RIC)) within the 

DoD Component when the requirements have been allocated), major to minor, showing 

the current computed data.

 C.9.4.6.1.1. Include the quantity and value of the forecasted reparable 

return data, if applicable; quantity and value of Balance War Reserves (Other War 

Materiel Requirement (OWMR); Other War Reserve Materiel Requirement (OWRMR); 
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OWRMR, Protectable (OWRMRP); Pre-Positioned War Reserve Materiel Requirement

(PWRMR); PWRMR, Protectable (PWRMRP)); dollar value subtotals for FSC, RIC if 

allocated, and the DoD Component; and grand total dollar value. 

 C9.4.6.1.2. Additionally, send the DLMS 830W, War Materiel

Requirements, to the GIM to show original input from which the WMR computed data 

was generated. The GIM will process the DLMS 830W to recompute the WMR data as 

described in Chapter 3. 

 C9.4.6.2. For consumable items, send the GIM an updated LR Management 

Data Transaction containing backorder and demand data, on-hand data, due-in data, 

and contract history data. Do not provide PQDR history data at this time. Send the 

GIM the latest status of assets being held for litigation action.

C9.5. EFFECTIVE TRANSFER DATE PERIOD ACTIONS. The LIM will do the 

following at ETD:

C9.5.1. Send an LR Storage Information Order Transaction to the storage 

activities as a notification that wholesale stocks stored are now under GIM ownership.

C9.5.2. Process inventory adjustments to decrease the inventory control record 

using DLMS 947I.

C9.5.3. Prepare and send to the GIM LR Transfer/Decapitalization Transaction by 

SCC and location. Telephone communication between the GIM and LIM is authorized 

to resolve transactions that reject from the validation process. To preclude inquiries 

when there are no on-hand assets available for transfer, the LIM will send a LR 

Transfer/Decapitalization Transaction to the GIM for a zero quantity as either a transfer 

or a decapitalization, based on the following:

 C9.5.3.1. LR transfers are used for permanent transfers, without 

reimbursement of cost, of inventory within the same fund division (the LIM has a 

transfer-out and the GIM has a corresponding transfer-in).

 C9.5.3.2. LR decapitalization transactions are used for permanent transfers, 

without reimbursement of cost, of inventory between different fund divisions, or 

chartered subdivisions within the fund (the LIM has a decapitalization and the GIM has 

a corresponding capitalization).

 C9.5.4. Give memorandum due-in information to the GIM and pre-positioned 

materiel receipt (PMR) to the storage activity in accordance with Chapter 12. 

Quantities will show what is available for transfer. 

 C9.5.5. Send the GIM storage activity a DLMS 527D ARI (PMR) for each due-in 

from procurement on which the destination has changed to the GIM. In addition, send

the LIM storage activity a reversal DLMS 527D ARI (PMR) to delete the PMR. 
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 C9.5.6. Transfer funded backorders to the GIM in accordance with DoD 4140.26. 

Transfer the funded backorders using referral/passing orders in accordance with

MILSTRIP procedures. 

C9.5.7. For consumable items, send the LR Management Data Transaction

containing PQDR history data. Send data for completed PQDRs only and include all 

PQDRs completed up to 3 years prior to the ETD. Do not provide backorder and 

demand data, on-hand data, due-in data, or contract history data at this time. 

C9.5.8. For items with SPR, prepare and send a DLMS 870L, Order Status Report 

(SPR Status), to the forecasting activity as outlined in Chapter 2. 

C9.5.9. Advise the GIM of the latest data available on assets being held for 

litigation action.

C9.6. POST-EFFECTIVE TRANSFER DATE ACTIONS

C9.6.1. Storage Activity Action. The storage activity will prepare an LR Storage 

Information Reply Transaction within 5 working days of receipt of an LR Storage 

Information Order Transaction advising the LIM of the quantity transferred to GIM 

ownership. If the storage activity does not receive an LR Storage Information Order 

Transaction, the storage activity will prepare and send the LIM an LR Storage 

Information Reply Transaction showing each balance by SCC.

C9.6.2. GIM Actions

 C9.6.2.1. Inventory Adjustment. Convert valid LR Transfer/Decapitalization 

Transactions received from the LIM to inventory adjustments using DLMS 947I, to 

establish or increase inventory balances. (This action is not required upon receipt of an 

LR transfer/decapitalization with a zero quantity.) The GIM may automatically reject 

invalid LR transfer/decapitalization transactions. Telephone communication between 

the GIM and LIM is authorized to resolve LR transfer/decapitalization transactions that 

reject from the validation process.

 C9.6.2.2. Memorandum Due-In Transactions. Process valid DLMS 527D

memorandum due-in transactions, received from the LIM in accordance with Chapter 

12.

 C9.6.2.3. Transaction Rejections. If in receipt of an LR Transfer/

Decapitalization Transaction or DLMS 527D memorandum due-in for an item not 

involved in an LR, reject the incorrectly reported transactions back to the initiator using 

DLMS 824R, Reject Advice, citing Reject Advice Code AY.

 C9.6.2.4. Reconsignment Instructions. When appropriate, give

reconsignment instructions to the LIM for items due-in from undelivered contracts of the 

LIM. Report receipts from these contracts following the ETD in accordance with 

Chapter 13.
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 C9.6.2.5. LR Transfer/Decapitalization Reversals. Accept and process 

reversals of LR Transfer/Decapitalization Transactions, adjust their management and 

financial records, and discontinue processing any other transactions against the LR 

assets until the GIM processes new LR Transfer/Decapitalization Transactions from the 

LIM.

C9.6.3. LIM Actions

 C9.6.3.1. Updating Due-Ins. The LIM will update the memorandum due-in 

and PMR in accordance with Chapter 13, as necessary, to include the following actions: 

 C9.6.3.1.1. Changing the destination of undelivered purchases upon 

request of the GIM.

 C9.6.3.1.2. Awarding an unawarded purchase request.

 C9.6.3.2. Litigation Procedures. The LIM will enter litigation proceedings on 

all items in SCC L which are either on hand at ETD or later received by either the GIM 

or LIM on LIM negotiated contracts. The LIM will notify the GIM of actions being taken 

to resolve the litigation actions.

 C9.6.3.3. Condition Change. When an item previously transferred to the GIM 

is restored to an issuable condition, or when inspection of stock on hand reveals a 

change in condition of the materiel, the GIM will be notified of the condition transfer 

using a DLMS 947I.

 C9.6.3.4. Preparation of Storage Information. The LIM’s storage activity will

send a LR Storage Information Reply Transaction within 5 working days of the ETD 

advising the LIM of the quantity transferred to GIM ownership. If the LIM’s storage 

activity does not receive a LR Storage Information Order Transaction, the storage 

activity will send the LIM a LR Storage Information Reply Transaction showing each 

balance by SCC.

 C9.6.3.5. LIM Processing of a LR Storage Information Reply. Upon receipt 

of the LR Storage Information Reply Transaction, the LIM will review the quantity. 

When the transfer quantity in the reply is greater than the transfer quantity shown in the 

order, the LIM will transfer/decapitalize the additional quantity to the GIM on a new LR 

Transfer/Decapitalization Transaction. When the transfer quantity in the reply is less 

than the transfer quantity in the order, the LIM will: 

 C9.6.3.5.1. Within 24 hours of receipt of the reply, initiate action to 

reverse the LR Transfer/Decapitalization Transaction, previously submitted for that 

location and SCC. 

 C9.6.3.5.2. Conduct research, and/or request a special inventory when 

deemed appropriate.
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 C9.6.3.5.3. Determine whether the quantity reported by the storage 

activity is correct (based on the best data available after research/inventory). If 

research shows the quantity reported was not correct the LIM will process a reversal, or 

LR Transfer/Decapitalization Transaction and a LR Storage Information Order 

Transaction containing new document numbers with the revised quantity.

 C9.6.3.5.3.1. Complete these actions within 30 calendar days after 

the ETD to prevent a long time lag between the ETD and corrective action. If 

extenuating circumstances prevent a LIM from accomplishing this task within 30 

calendar days, notify the GIM of the problem and expected date when the problem 

should be resolved (not to exceed 60 calendar days past the ETD).

 C9.6.3.5.3.2. If a LR Storage Information Reply Transaction

contains a transferable quantity on an item the LIM provided a LR 

Transfer/Decapitalization Transaction with a zero balance, the LIM will send a new LR 

Storage Information Order Transaction to the storage activity, and a new LR 

Transfer/Decapitalization Transaction to the GIM showing the appropriate quantity, 

SCC, and location; in this situation, the LIM will not prepare a LR 

Transfer/Decapitalization Transaction reversal.

 C9.6.3.6. Ninety Calendar Days after ETD. For consumable items, the LIM 

will send the GIM an updated LR Management Data Transaction containing contract 

history and PQDR history data. Give data for PQDRs completed between the ETD and 

the ETD plus 90 calendar days only. Do not give backorder and demand, on hand, or 

due-in data at this time.

 C9.6.3.7. One Hundred and Eighty Calendar Days after ETD. For 

consumable items, the LIM will send the GIM an updated LR Management Data 

Transaction with PQDR history data. Give data for PQDRs completed between the 

ETD plus 90 calendar days and the ETD plus 180 calendar days only. Do not give

backorder and demand, on hand, due-in, or contract history data at this time.

 C9.6.3.8. Two-Hundred and Seventy Calendar Days after ETD. For 

consumable items, the LIM will send the GIM an updated LR Management Data 

Transaction containing contract history and PQDR history data. Give data for PQDRs 

completed between the ETD plus180 calendar days and the ETD plus 270 calendar 

days only. Do not give backorder and demand, on-hand, or due-in data at this time.

C9.7. RECEIPT PROCESSING AFTER EFFECTIVE TRANSFER DATE. Storage 

activities will process receipts after the ETD in accordance with Chapter 13. 

C9.7.1. Receipts from Procurement

 C9.7.1.1. Upon receipt of assets from procurement by either the GIM or LIM 

storage activity, send a DLMS 527R Receipt Transaction to the LIM.
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 C9.7.1.2. Procurement receipts received after 1 year past the ETD will be 

processed by the LIM and GIM in the same manner that procurement receipts would be 

processed when received during the ETD to 1 year period.

 C9.7.1.3. When the LIM receives a receipt transaction from the storage 

activity for an item that was logistically reassigned, the LIM will: 

 C9.7.1.3.1. Process the receipt to reduce the due-in record, record the 

assets on the LIM owner record.

 C9.7.1.3.2. Decrease the LIM owner record using a DLMS 947I, 

Inventory Adjustment Transaction, in accordance with Chapter 7. 

 C9.7.1.3.3. Send a DLMS 527R, Memorandum Receipt Transaction, to 

the GIM.

 C9.7.1.3.4. Send a LR Transfer/Decapitalization Transaction, in 

accordance with C9.5, and include transaction number or procurement instrument 

identifier (PIID) (and related data: Contract line item number (CLIN), exhibit line item 

number (ELIN), and when procurement is authorized under a PIID call/order 

number (F in 9th position), provide the value in the PIID field) from the associated 

receipt transaction to establish an audit trail between the receipt and its following 

transfer/decapitalization.

 C9.7.1.3.5. Send a LR Storage Information Order Transaction to the 

storage activity in accordance with C9.5.

 C9.7.1.3.6. Process receipts for which litigation is required in 

accordance with Chapter 13. 

 C9.7.1.4. If no DLMS 527D ARI (PMR) is recorded, the storage activity will

report materiel received from procurement sources in accordance with Chapter 13. 

 C9.7.1.5. The GIM will:

 C9.7.1.5.1. Use a LR Transfer/Decapitalization Transaction to record 

the assets on the GIM owner record and to reduce the memorandum due-in record in 

accordance with Chapter 13.

 C9.7.1.5.2. If a LR Transfer/Decapitalization Transaction is received for 

an item not involved in an LR, the GIM will reject the transaction back to the initiator 

using DLMS 824R citing Reject Advice Code AY.

 C9.7.1.5.3. If assets from procurement are received for which there are 

no PMRs at the receiving storage activity, the receiving activity will report the receipt to 

the cognizant IMM. If the GIM does not have a recorded due-in and the item was 

recently involved in an LR, the GIM should research/contact the LIM to determine 

proper reporting of the receipt to maintain accountability accuracy. If the procurement
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C9-10 CHAPTER 9

receipt is incorrectly reported to the LIM (and the LIM did not initiate the procurement 

action), the LIM should reject the receipt back to the originator with a DLMS 824R citing

Reject Advice Code AB.

C9.7.2. Receipts From Other Than Procurement 

 C9.7.2.1. The LIM’s storage activity, upon receipt of assets from other than 

procurement, will send DLMS 527R receipt to the LIM.

 C9.7.2.2. The LIM will: 

 C9.7.2.2.1. Process the storage activity initiated receipt to reduce the 

due-in record and record assets on the LIM inventory record for the quantity received.

 C9.7.2.2.2. Decrease the inventory control record using DLMS 947I. 

 C9.7.2.2.3. Send DLMS 527R, Memorandum Receipt Transaction, to 

the GIM.

 C9.7.2.2.4. Send a LR Transfer/Decapitalization Transaction to the GIM. 

 C9.7.2.3. The GIM will process the D527R, Memorandum Receipt

Transaction, to reduce the memorandum due-in record and will use the LR 

Transfer/Decapitalization Transaction to record assets on their inventory record for the 

quantity received.

 C9.7.2.4. If no PMR is recorded, the storage activity will report materiel

received from nonprocurement sources following Chapter 13.

C9.8. INQUIRY FOR LOGISTICS REASSIGNMENT ASSET DATA AND RESPONSE

C9.8.1. LR Transfer/Decapitalization Inquiry. The GIM will send an inquiry to the 

LIM, using a LR Transfer/Decapitalization Inquiry Transaction, for all assets logistically 

reassigned for which they received no LR Transfer/Decapitalization Transaction. 

C9.8.2. LIM Response. The LIM will send the necessary LR Transfer/

Decapitalization Transaction or a duplicate thereof.

C9.9. LOGISTICS REASSIGNMENT DUE-IN VALIDATION. See Chapter 12, Due-In 

Inquiry and Due-In Reconciliation procedures.
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C10-1 CHAPTER 10

C10. CHAPTER 10

MATERIEL RECEIPT ACKNOWLEDGEMENT

C10.1. PURPOSE

C10.1.1. This chapter provides the procedures for a DoD automated, closed-loop 

system to provide accountability and monitor receipt of shipments of DoD and General 

Services Administration (GSA) wholesale stocks and DLA Disposition Services stocks 

issued from on-hand assets or procured for direct vendor delivery (DVD). These 

procedures interface with logistics response time (LRT) for measuring receipt take-up 

time by requisitioners and with Chapter 5, for providing 100 percent shipment status on 

stock issues, including DVDs. 

C10.1.2. These procedures provide for the control of due-in records below the 

wholesale level and the interface among the transportation, quality, supply, and financial 

operations/systems below the wholesale level and between the supply and purchasing 

operations/systems at the wholesale level to provide proper control over in transit 

assets and document receipt in the payment files.

C10.1.3. MRA Business Rules. Appendix 12 identifies the detailed business rules 

for generating the MRA Report. Appendix 12 also includes an MRA Decision Tree 

diagram to provide graphic representation of the MRA business rules to capture 

shipments out of wholesale assets that qualify for MRA Reporting.

C10.1.4 Transactions. This chapter addresses the procedures applicable to the 

following transactions with their functions identified by their beginning segment

transaction type code. The DLMS implementation conventions (IC) are available on the 

DLMS IC page of the Defense Enterprise Data Standards Office Website. The 

corresponding MILSTRAP legacy 80 record position transaction functionality is 

identified for information purposes in a mixed DLSS/DLMS environment.

 C10.1.4.1. Materiel Receipt Acknowledgement (MRA) Transaction is DLMS 

527R with beginning segment (1BR02/020) Transaction Type Code TH – Receipt 

Acknowledgement Advice. This transaction provides MILSTRAP legacy DIC DRA 

functionality.

 C10.1.4.2. MRA Response to Follow-up Transaction is DLMS 527R with 

Transaction Type Code TH–Receipt Acknowledgement Advice, used in conjunction with 

1/BR06/20 Action Code V–Respond. This transaction provides MILSTRAP legacy DIC 

DRB functionality.

 C10.1.4.3. Follow-up for Delinquent MRA Transaction is DLMS 527R with 

Transaction Type Code TG – Receipt Acknowledgement Inquiry. This transaction 

provides MILSTRAP legacy DIC DRF functionality.
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C10-2 CHAPTER 10

C10.2. APPLICABILITY. 

 C10.2.1. These procedures apply to shipments of DoD wholesale stocks and 

DLA Disposition Services stocks and, in part, to shipments of GSA wholesale stocks--

whether pushed or pulled, delivered or picked up, issued from on hand assets or 

procured for DVD from commercial sources. 

 C10.2.2. These procedures therefore, apply to:

 C10.2.2.1. All DoD wholesale inventory control points (ICP) and the 

DLA Disposition Services (for the purposes of MRA, DLA Disposition Services is the 

DoD ICP for shipments from Disposition Services).

 C10.2.2.2. Recipients of DoD and GSA wholesale stocks and DLA 

Disposition Services stocks–including DoD intermediate/retail level and end-use 

activities; contractors which receive Government furnished material, and defined under 

DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures,” February 10, 

2014; DoD ICPs which requisition materiel from GSA, DLA Disposition Services, or 

other DoD ICPs; and DoD maintenance facilities which receive items for maintenance 

when the maintenance activity accountable officer assumes property accountability for 

the inducted items--hereafter called reporting activities.

 C10.2.2.3. Implementation of the materiel receipt acknowledgment 

concept is optional for intra-Component shipments of retail stock. However, DoD 

Components which choose to implement the concept for such shipments will prescribe 

use of these procedures.

C10.3. EXCLUSIONS.

1 These procedures are not applicable to the following:

 C10.3.1. Commodities excluded from requisitioning, except that receipt of 

requisitioned forms and publications will be acknowledged.

 C10.3.2. Shipments to foreign military sales and grant aid customers except 

when the shipment concerns an unconfirmed materiel release order (MRO) as 

described in Chapter 4 (Processing Follow-Ups). FMS documents beginning with B, D, 

I, P, K and T .

 C10.3.3. Inter-Component lateral redistributions of retail stock not directed by 

the wholesale ICP.2

1 Known MRA gaps include shipments associated with DLA Industrial Prime Vendor (IPV), and DLA 

Tailored Vendor Relationships (TVR) such as Medical Prime Vendor; Subsistence Prime Vendor; 

Maintenance Repair and Operations program; and Kentucky Logistics Operation Center (KyLOC). The 

MRA process requires a MILSTRIP Shipment Status transaction; there is no shipment status in these 

processes. These processes are not excluded from MRA (except Fresh fruits and vegetables (FF&V)), 

and are identified as known process gaps that DLA is working to close. Another possible MRA gap exists 

for immediate issue scenarios (e.g., bearer walk-through or “over the counter” issues) where shipment 

status/materiel release confirmation is provided and an MRA would typically be expected. DLA will 

submit a proposed DLMS change to document this as a valid MRA exclusion. (ADC 1088)
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C10-3 CHAPTER 10

C10.3.4. Shipments to state, civil, or federal agency activities. Special 

Program DoDAACs are identified by numeric character in the first position followed by 

an alpha character in the second position. These identify entities that are neither DoD 

or other Federal entities and that are associated with a special program. Among other 

purposes, special programs include programs authorized by Congress for state and 

local entities to purchase materiel from Federal sources. The existing Defense 

Automatic Addressing System (DAAS) logic for extracting the LMARS database 

includes the exclusion of Special Program DoDAACs (ADC 1088).

C10.3.5. Receipts into DoD wholesale stock controlled under Chapter 13, 

including relocations/shipments to contractors, commercial or industrial activities which 

are receipt reported to the owning ICP, when the owing ICP also issued the materiel. 

However, when ICPs requisition materiel from another ICP or the DLA Disposition 

Services, and the receipt is reported under Chapter 13, the requisitioning ICP will 

acknowledge the receipt (ADC 1087).

C10.3.6. Shipment status (DLMS 870S/Legacy AS3) with Distribution Code 9 

(DLA Distribution Services). Shipments to DLA Disposition Services that are covered 

under the procedures for in-transit control of shipments to DLA Disposition Services 

Field Offices.

C10.3.7. Shipments of fresh fruit and vegetables (FF&V). FF&V transactions 

are received by DAAS in a monthly data feed from DLA Troop Support and do not have 

shipment data.

C10.3.8. Shipments to Army/Air Force Exchange Service DoDAACs HX1_, 

HX2_, HX3_ , and HX4 _).

C10.3.9. DoDAAC indicating activity is GSA or FEDSTRIP.

C10.3.10. Exclude intra-Component shipments when the issuing wholesale 

ICP does not generate a Follow-up for Delinquent MRA transaction within the required 

delinquent MRA Follow-up time limit. The rationale is that if the issuing wholesale ICP 

business process requires that the intra-Component reporting activity provide a Receipt 

transaction back to the issuing wholesale ICP, then it falls under the MRA exclusions 

2 This is not a true “exclusion” from MRA because the MRA is only required for release of wholesale 

assets. When DAAS gets the passing order that has a RIC-TO of a non-wholesale ICP, they will flag the 

document number as not eligible for LMARS/MRA, but still be available for WEBVLIPS as history. Any 

subsequent transactions that come in under that document number (regardless of data content and 

indication of a wholesale ICP) automatically gets that flag. This is similar to what DAAS does for the 

requisition alert process. The one underlying assumption to this solution is that the passing order (DIC 

A3_) will be present so that the flag can be set at the document number level. This is a safe assumption, 

since ADC 1062 states that GCSS-A will not release the requisition image until they receive the passing 

order routed by DAAS. Note the DAAS check on the shipment status is just the presence of a shipment 

status for the document number that clears the first part of the MRA decision Tree. DAAS feels this will 

eliminate a concern with LMARS picking up the transaction as a byproduct when the bill comes out of the 

wholesale ICP system (LMP) after the post-post issue is passed to that system (For Army GCSS-A to 

LMP). (ADC 1088)
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C10-4 CHAPTER 10

and the issuing ICP would not generate a Follow-up for Delinquent MRA transaction. 

For the purpose of this exclusion logic, DAAS will use the MRA Follow-up timeframe 

plus one day. Under existing MRA Report logic, lookup will be done at the end of the 

month (ADC 1087).

C10.4. COMMUNICATIONS

C10.4.1. Reporting activities will direct MRAs to the managing ICP using guidance 

in C10.4.2. If operating under MILSTRAP legacy transactions, refer to the instructions 

in DLMS Volume 2, Appendix 3.29 for the legacy DRA/DRB transactions. DAAS will 

pass the MRA to the designated ICP and provide images to other designated activities 

based upon DoD Component rules. 

C10.4.2 Reporting activities will direct the MRA to the managing ICP using one of 

the following (listed in order of preference):

 C10.4.2.1. The organization that directed the materiel shipment as 

shown on DLMS 856S, Shipment Status.

 C10.4.2.2. The last known source of supply that authorized follow-up 

action as shown on DLMS 870S, Supply Status. 

 C10.4.2.3. The source of supply to which the DLMS 511R, Requisition, 

was submitted.

 C10.4.3. ICPs will send all MRA follow-ups to the DAAS for 

transmission. The DAAS will route MRA follow-ups for U.S. forces to the “ship-to” 

activity identified in the 856S Shipment Status. The DAAS will route MRA follow-ups for 

security assistance requisitions to the applicable Service International Logistics Control 

Office (ILCO) based upon the Service Code in the Document Number and distribution 

code 

C10.5. RESPONSIBILITIES

C10.5.1. Reporting activities and ICPs will meet the time limits stated throughout 

this chapter and summarized in Table C10.T1, MRA Submission Timeframe, and Table 

C10.T2, MRA Follow-up Timeframe for ICPs and Disposition Services. 

C10.5.2. Reporting activities excluding International Logistics Control Offices 

(ILCOs) will:

 C10.5.2.1. Establish supply due-in records for all requisitions (pulled or 

pushed) being supplied from wholesale stock. It is not required to establish a due-in 

record when shipment status is received after the materiel has been received.

 C10.5.2.2. Update (or establish, when no previous record of the duein/materiel receipt exists) due-in records and estimated delivery dates, based on supply 
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C10-5 CHAPTER 10

and shipment status received. Establish due-in record estimated delivery dates which 

equal the MRA prescribed timeframes in Table C10.T1. 

C10.5.2.3. Post receipts from wholesale stock to a stock record/property, or 

equivalent, account and acknowledge materiel receipt under these procedures.

C10.5.2.4. Whenever materiel is taken into U.S. Government custody at final 

destination, whether it has been accepted or not, ensure the receipt is posted to the 

stock record/property, or equivalent, account. Establish any needed interface among 

the transportation, quality, and supply operations/processes to meet this requirement.

C10.5.2.5. Monitor due-in records and report nonreceipt under these 

procedures when materiel is not received within the prescribed timeframes in Table 

C10.T1. DLMS requires that 100 percent shipment status be sent to all reporting 

activities so they can meet this requirement.

C10.5.2.6. Coordinate with the financial operation/function before clearing a 

due-in record by any action other than materiel receipt. Maintain an auditable record of 

all due-in records so cleared.

C10.5.2.7. Establish an interface with financial accounting 

operations/processes to maintain proper financial accounting control for in-transit 

assets, as prescribed by DoD 7000.14-R, “DoD Financial Management Regulations”.

C10.5.3. ILCO reporting activities will screen history records for valid shipment 

status or coordinate with freight forwarders/customers to determine shipment 

status/receipt data, for unconfirmed MROs and send an MRA Advice Transaction within 

the prescribed timeframes in Table C10.T1.

C10.5.4. ICPs will:

C10.5.4.1. Have a closed-loop system to monitor materiel receipt on all 

shipments of wholesale stock to DoD activities.

C10.5.4.2. Control MRA data based on quantity within document number. 

When the MRA does not match a shipped record, use the data only for quality 

control/management evaluation purposes. Do not reject MRAs to the submitter.

C10.5.4.3. Keep an accessible record of requisitions, by document number 

and suffix code shipped, until materiel receipt is confirmed, nonreceipt is reported for 

the quantity shipped, or failure to acknowledge is included in management evaluation 

reports.

C10.5.4.4. Establish an interface between the supply and disbursing 

functions/operations to provide receipt acknowledgment data for all DVDs for 

documentation of payment files.
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C10-6 CHAPTER 10

 C10.5.4.5. Consider MRA data in the supply discrepancy report (SDR) 

validation process.

C10.5.5. DoD Components. 

 C10.5.5.1. Will establish the internal interface among the logistics, financial, 

and contracting operations/systems necessary to accomplish the requirements of this 

chapter. When operations are geographically removed from each other, DoD 

Components may prescribe use of intra-DoD Component transactions to accomplish the 

required interface.

 C10.5.5.2. May, for intra-DoD Component shipments, elect to have their 

shipping activity or container consolidation point create an MRA and send it with the 

shipment for completion and submission by the reporting activity.

 C10.5.5.3. May prescribe, where appropriate, that intermediate levels of 

supply (i.e., organizations that are not the ultimate materiel recipient but maintain due-in 

records for referred user requisitions) post receipts to their due-in records and 

acknowledge materiel receipt for the user.

 C10.5.5. May record MRA data in requisition history and use to close 

unconfirmed MROs.

 C10.5.6. GSA will not use the MRA to monitor materiel receipt but will use 

the data to interface with the discrepancy reporting process. Therefore, GSA will not 

follow-up to reporting activities to request an MRA.

 C10.5.7. Components may prescribe additional internal follow-up 

requirements to those identified in this chapter. 

C10.6. PREPARING AND SENDING MATERIEL RECEIPT ACKNOWLEDGEMENT 

 C10.6.1. Reporting activities will meet the time limits identified in this chapter. 

These requirements and timeframes are independent from prescribed shipment tracing 

and discrepancy reporting requirements and timeframes to which the receiving facility 

must also adhere. MRA reporting timeframes are summarized below:
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C10-7 CHAPTER 10

Table C10.T1. Materiel Receipt Acknowledgement Submission Time Limits

ACTION TIME LIMIT3

U.S. Forces send MRA * 5 Business days from date materiel received and: 

 12 calendar days from the DLMS 856S date shipped 

(date released to carrier) field entry (CONUS 

destination) for nonreceipt;

 29 calendar days from the DLMS 856S date shipped 

(date released to carrier) field entry (OCONUS 

destination) for nonreceipt for Transportation Category 

1 and 2;

 or

 76 calendar days from the DLMS 856S date shipped 

(date released to carrier) field entry (OCONUS 

destination) for nonreceipt for Transportation Category 

3.

ILCOs Send MRA *120 calendar days from the DS 856S (Pseudo Shipment 

Status for Unconfirmed Materiel Release Orders) date 

shipped (date released to carrier) field entry for security 

assistance shipments.

Send MRA in Reply to 

Follow-up

*10 calendar days from transaction preparation date in 

the MRA Follow-up.

* Means take the action before the time limit is reached.

 Means take the action when the time limit is reached.

 C10.6.2. Reporting activities will submit an MRA when a materiel receipt is 

posted to the retail stock record, stock record account, property account, or equivalent 

record. Also, submit an MRA when due-in dates are reached and materiel has not been 

received. Send an MRA to the ICP:

 C10.6.2.1. Within 5 business days of materiel receipt.

 C10.6.2.2. For nonreceipt of materiel with a CONUS destination, within 

12 calendar days from date shipped (date released to carrier) cited in DLMS 856S, 

Shipment Status.

 C10.6.2.3. 29 calendar days from the date shipped (date released to 

carrier) when a Transportation Category 1 or 2 shipment to an OCONUS activity has not 

been received.

3 Refer to ADC 1114.
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 C10.6.2.4. For nonreceipt of materiel (Transportation Category 3) with 

an OCONUS destination, within 76 calendar days from the date shipped (date released 

to carrier) cited in DLMS 856S.

C10.6.3. ILCOs in receipt of DLMS 856S pseudo shipment status will screen 

history records for valid shipment status. If valid shipment status is not available, ILCOs 

may coordinate with freight forwarders/customers to determine shipment status/receipt 

data. Submit an MRA to reflect the shipment status, receipt data, or nonreceipt within 

120 calendar days from the pseudo shipment status release date.

C10.6.4. MRA For Materiel Provided to Contractors as Government Furnished 

Materiel and for MRA Associated with Contractor Furnished Materiel Obtained from 

Government Supply Sources. This business process is applicable when contractors are 

authorized to receive specific items and quantities of GFM or contractor furnished 

materiel (CFM) (also known as contractor acquired property (CAP)) from Government 

sources of supply. Materiel may be issued to the contractor based upon a contract 

schedule/Bill of Material (BOM) or issued in response to a requisition made by the 

contractor or a responsible Government representative. Under DLMS, MRA of 

GFM/CFM requires identification of the DoD contract number and call/order number, 

when applicable, which authorized the provision of GFM/CFM to establish accountability 

to the authorizing DoD contract. This contract number is required in addition to the 

controlling document number for the MRA transaction.

C10.6.5. MRA for Tailored Vendor Relationship. DLA, in conjunction with the DoD 

Components and vendors, has implemented tailored vendor relationship (TVR). TVR is 

a business process where there is a direct relationship between the customer and the 

vendor. Under TVR, customers place orders directly with the Prime Vendor, outside the 

routine supply requisitioning process/systems, using various communication channels 

such as EDI, phone, fax, email, or via the prime vendor's ordering system. DLA EBS 

receives copies of transactions in order to maintain line item accountability. MRA of 

TVR shipments require use of the contract number, call, and line item numbers to 

uniquely identify lines. This data is necessary because TVR orders can have multiple 

lines for the same document number and suffix code. DLA receives MRAs for TVR 

from, Defense Medical Logistics Standard Support (DMLSS), Theater Enterprise-Wide 

Logistics System (TEWLS), EMALL, or customer systems.

C10.6.6. When a shipped line item (requisition document number and suffix code) 

is consigned as a split or partial shipment, send an MRA, for the shipment segments as 

they are received. The split or partial shipment codes are part of the transportation 

control number (TCN) structure in accordance with DTR 4500.9-R, DoD Transportation 

Regulation”. Accordingly, reporting activities will include the TCN in the MRA 

transaction when it is available. If the total quantity for the shipped line item is not 

received by the due-in date, report the missing quantity, citing Discrepancy Indicator 

Code F, in accordance with the guidance in the MRA transaction.

C10.6.7. To acknowledge receipt of a discrepant/deficient shipment, submit an 

MRA, except as noted below, with the appropriate discrepancy indicator code. With the 
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C10-9 CHAPTER 10

exception of the receipt of multiple stock numbers, use a single MRA transaction to 

acknowledge the receipt showing both non-discrepant and discrepant quantities.4 Note 

that MRA requirements and timeframes are independent from prescribed shipment 

tracing and discrepancy/deficiency reporting requirements and timeframes to which the 

receiving facility must also adhere.

 C10.6.7.1. If the document number cannot be identified, post the receipt 

using a local document number. Do not submit an MRA.

 C10.6.7.2. If stock number/part number cannot be identified, do not include 

the stock/part number in the MRA and enter Discrepancy Indicator Code A.

 C10.6.7.3. For total or partial nonreceipt (Discrepancy Indicator Code F): 

 C10.6.7.3.1. Enter the quantity not received and Discrepancy Indicator 

Code F. 

 C10.6.7.3.2. If materiel is received subsequent to submitting an MRA 

Reply with Discrepancy Indicator Code F, submit a new MRA reflecting the 

new/additional quantity received following the MRA procedures in C10.6.8.1.5

 C10.6.7.4. Except for shortage and partial or total nonreceipt, covered in 

C10.6.7.3, enter Discrepancy Indicator Code X in the MRA if the discrepancy does not 

meet discrepancy reporting criteria.

 C10.6.7.5. When the discrepancy causes the receipt to be posted using more 

than one transaction (e.g., multiple supply condition codes or multiple stock numbers 

are received), send an MRA for each transaction posted. If needed, also send an MRA 

for any quantity not received.

 C10.6.7.6. If materiel is received after submitting an MRA Reply with 

Discrepancy Indicator Code B (No Record of Requisition), submit an MRA following the 

MRA procedures in C10.6.1.

 C10.6.7.7. The MRA report is created at the end of each month to reflect the 

MRA transactions as received/not received in the preceding month. Receipt of an MRA 

citing Discrepancy Code B or F updates the Logistics Metrics Analysis Reporting 

System (LMARS) reports to reflect the current status of MRA transactions received. 

The MRA Reports are created monthly and reflect the MRA data at the end of each 

month and will not be adjusted retroactively when an MRA is submitted following receipt 

of materiel after an MRA citing Discrepancy Indicator Code B or F is received.6

4 This this is an enhancement that the Components never implemented as part of the looping structure 

capability.

5 Refer to ADC 1114.

6 Ibid.
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C10-10 CHAPTER 10

C10.7. FOLLOW-UPS FOR DELINQUENT MATERIEL RECEIPT 

ACKNOWLEDGEMENT

C10.7.1. When materiel shipment is confirmed or when the requisition involves an 

unconfirmed MRO as described in Chapter 4, the ICP will monitor for receipt of MRA(s). 

For U.S. Forces’ shipments to CONUS activities, ICPs must receive MRA for the total 

quantity shipped within 12 calendar days from the date released to carrier cited in the 

DLMS 945A, Materiel Release Advice, or DLMS 856S. For U.S. Forces shipments to 

OCONUS activities, ICPs must receive MRA within 29 calendar days from the date 

released to carrier for Transportation Category 1 and 2, 76 calendar days from the date 

released to carrier for Transportation Category 3, or within 135 calendar days from the 

DLMS 856S shipment status release date for security assistance requisitions. 

Otherwise, the ICP will send an MRA Follow-up Transaction for the delinquent MRA to 

(See Table C10.T2):

 C10.7.1.1. The organization that the materiel was shipped to, for U.S. 

Forces.

 C10.7.1.2. The applicable ILCO, for SA requisitions.

 C10.7.1.3. The MRA Follow-up timeframes are based upon the Time Definite 

Delivery (TDD) Standards and take into account the wide variation in TDD timeframes 

based on the Combatant Commands/Regions and the allowed receipt take-up 

timeframe.7 

 C10.7.1.4. The follow-up time limits for a delinquent MRA are 17 calendar 

days from the date shipped (date released to carrier) field entry in the MRC or DLMS 

856S Pseudo Shipment Status for CONUS, 34 calendar days for OCONUS destinations 

with Transportation Category 1 and 2, and 81 calendar days for OCONUS destinations 

with Transportation Category 3. (See Table C10.T2).

 C10.7.1.5. Summary of MRA Follow-Up Time Limits. Reporting activities will 

meet the time limits identified in this chapter. These requirements and timeframes are 

independent from prescribed shipment tracing and discrepancy reporting requirements 

and timeframes to which the receiving facility must also adhere. MRA follow-up time 

limits are summarized in Table C10.T2.

7 With the knowledge that TDD Standards have changed since ADC 1114 (2015), an analysis was 

performed in 2019 to determine if MRA Timeframes needed to be adjusted. The analysis showed that 

TDD Standards have not changed sufficiently to merit adjustment of these timeframe standards. Future 

analyses may be performed to ensure this remains the case.
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C10-11 CHAPTER 10

Table C10.T2. Materiel Receipt Acknowledgement Follow-Up Time Limits for ICPs and DLA 

Disposition Services

The Time Limits below for an MRA Follow-up reflect the TDD timeframes, which include the 

transaction processing time, and also allow time for processing a Non-Receipt Materiel Receipt 

Acknowledgement.

ACTION TIME LIMIT8

Follow-Up for Delinquent 

MRA

 17 calendar days from the date shipped (date released to 

carrier) field entry in the Materiel Release Confirmation 

(MRC) or Pseudo Shipment Status (DLMS 

856S/MILSTRIP legacy DIC ASH) for U.S. Forces 

shipments (CONUS destination).

 34 calendar days from the date shipped (date released to 

carrier) field entry in the MRC or DLMS 856S Pseudo 

Shipment Status for U.S. Forces shipments (OCONUS 

destination) for Transportation Category 1 and 2.

 81 calendar days from the date shipped (date released to 

carrier)field entry in the MRC or Pseudo Shipment Status 

(for U.S. Forces shipments (OCONUS destination) for 

Transportation Category 3.

 135 calendar days from the date shipped (date 

released to carrier) field entry in the Pseudo Shipment 

Status for security assistance shipments.

 Means take the action when the time limit is reached.

C10.7.2. To answer the follow-up, the reporting activity will prepare a MRA 

following paragraph C10.6. Send the MRA to the ICP within 10 calendar days from the 

transaction preparation date cited in the follow-up.

C10.7.3. In the event that materiel has not been received because a Navy ship 

has not yet had the opportunity to physically pick it up (it is awaiting pick up at a Navy 

Local Logistics Support Center or the Material Processing Center), the Navy ship 

reporting activity will respond with a MRA Follow-up Transaction containing Discrepancy 

Indicator Code G. This will signal the ICP to keep the record open and continue to 

monitor for receipt of MRA(s), and send another MRA Inquiry Transaction after another 

45 calendar days have elapsed (which may be responded to with an additional MRA 

Response to Inquiry Transaction with Discrepancy Indicator Code G if the ship is unable 

to pick up their materiel from the Navy Local Logistics Support Center or the Material 

Processing Center). The Navy ship reporting activity may send up to six MRA 

transactions in response to follow-up, using MRA Response to Inquiry Transaction with 

Discrepancy Indicator Code G. The Navy ship reporting activity will send an MRA, 

using DLMS 527R MRA Response to Inquiry Transaction, without the Discrepancy 

Indicator Code G, once the materiel is received (e.g., picked-up or otherwise delivered 

directly to the ship), which may include the use of other discrepancy codes as

appropriate. If a reply is not received within 45 calendar days from the sixth MRA 

8 Refer to ADC 1114.
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C10-12 CHAPTER 10

Response to Inquiry Transaction with Discrepancy Indicator Code G, the ICP will 

include the delinquency information in the management evaluation report (C10.10). 

Also, if the requisition involves an unconfirmed MRO (see Chapter 4, (Processing 

Follow-Ups)), then the ICP will resolve the record as described in Chapter 4 for Force 

Closed Materiel Release Confirmation).

C10.7.4. When Component research into a Follow-up For Delinquent MRA 

identifies that materiel is still in transit, the reporting activity will respond with a MRA 

Response to Inquiry transaction containing Discrepancy Indicator Code H in record 

position 63. This will signal the ICP to keep the record open and continue to monitor for 

receipt of MRA(s), and send another Follow-up For Delinquent MRA transaction after 

another 45 calendar days have elapsed.9 If a reply is not received within 45 calendar 

days from the sixth MRA Response to Inquiry transaction with Discrepancy Indicator 

Code G, the ICP will include the delinquency information in the management evaluation 

report (C6.10). Navy afloat units should use Discrepancy Indicator Code H if they 

determine the materiel is still in transit and not at an MPC.10

C10.7.5. Except as noted in C10.7.3., if a reply is not received within 30 calendar 

days from the MRA inquiry preparation date, the ICP will include the delinquency 

information in the MRA Management Information Report. Also, if the requisition 

involves an unconfirmed MRO, then the ICP will resolve the record as described in the 

procedures in Chapter 4 (Force-Closed Materiel Release Confirmations).

C10.7.6. Administrative Closeout of Open Orders11

 C10.7.6.1. Administrative Closeout of open orders applies when the 

wholesale ICP (Source of Supply) receives no MRA. DoD Components may avoid 

these procedures by providing the MRA transaction at time of receipt or for non-receipt, 

when the timeframe for receipt has passed. This will ensure the ICP (source of supply) 

has proper evidence of receipt and subsequently avoids administrative closeout. 

Components may report any materiel discrepancies even after the submission of the 

MRA. 

 C10.7.6.2. When ICP data reveals an MRA was not received within the 

timeframes identified in Table C10.T2 plus the 10 day reply response timeframe 

(paragraph C10.7.2), the wholesale ICP (source of supply) may initiate action to close 

the record. The ICP will initiate internal system procedures and notify the ordering 

activity of the administrative closeout action using a Supply Status transaction (DLMS 

IC 870S or equivalent) with Requisition Transaction Status Code D9: Closed. Open 

order was administratively closed due to non-receipt of a materiel receipt 

acknowledgement (MRA). This transaction must also include one of two Management 

Codes: X for shipments from DoD Stock, or Y for shipments made via DVD.

9 Refer to ADC 1114.

10 Ibid.

11 Refer to ADC 1343.
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C10-13 CHAPTER 10

 C10.7.6.3. Controlled inventory items (CII) designated with a controlled 

inventory item code (CIIC) in the Federal Logistics Information System (FLIS) record for 

the national stock number (NSN) will be excluded from this process. Orders for NSNs 

coded as CII within FLIS must be systemically excluded from these procedures. In 

addition to CII, Component wholesale ICPs may develop local policy and thresholds to 

manage the inherent material and/or financial risk involved in assuming receipt and 

define their own additional criteria for issuing an MRA closeout Supply Status 

transaction based upon those risk thresholds. 

 C10.7.6.4. Ordering Components will develop policy and procedures to 

manage the inherent material and/or financial risk related to receiving Requisition 

Transaction Status Code D9, and define their own criteria for responding. Responses 

include the submission of an SDR with Discrepancy MRA, TDR, MRA, billing dispute, or 

other follow-up action to the ICP.

C10.8. CORRECTING OR CANCELING MATERIEL RECEIPT 

ACKNOWLEDGEMENT

C10.8.1 MRA Errors

 C10.8.1. Identification of Erroneous Information. Activities which 

acknowledge a materiel receipt in error will not correct the MRA. However, to ensure 

validation of any SDR for the shipment, the reporting activity must identify the erroneous 

MRA information in the SDR remarks (SF364, “Report of Discrepancy”) or in the DLMS 

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

note/special instruction segment. MRAs with an invalid quantity field or blank unit of 

issue will be processed and corrected as addressed in C10.8.1.2.

 C10.8.1.2. Syntax Errors in Mixed DLMS/DLSS Environment. MRAs 

submitted in legacy DIC DRA/DRB format, with an invalid quantity or blank unit of issue, 

cannot be processed by DLMS trading partners due to syntax errors. Accordingly, 

when DAAS must convert DIC DRA/DRB to a DLMS 527R MRA transaction for a DLMS 

trading partner, and the DRA/DRB contained an invalid quantity or blank unit of issue, 

DAAS will reject the transaction using narrative message rejects as follows:

 C10.8.1.2.1. Invalid Quantity Syntax Error. (Quantity field is blank or 

contains alphas or special characters):

 C10.8.1.2.1.1 DAAS will reject MRA transactions (DICs DRA/DRB) 

received with an invalid quantity field (record position 25-29) to the reporting activity 

with a narrative message reject stating: Correct and resubmit. The quantity in record 

position 25-29 is invalid.

 C10.8.1.2.1.2. Reporting activities which acknowledged receipt 

using an invalid quantity are to correct and resubmit the MRA upon receipt of the 

narrative message reject.

 C10.8.1.2.2. Blank Unit of Issue Syntax Error
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C10-14 CHAPTER 10

 C10.8.1.2.2.1. DAAS will reject legacy MRA transactions (DICs 

DRA/DRB) received with a blank unit of issue (record position 23-24) to the reporting 

activity with a narrative message reject stating: Unit of Issue contains blanks or special 

characters.

 C10.8.1.2.2.2. Reporting activities which acknowledged receipt 

using a blank unit of issue are to correct and resubmit the MRA upon receipt of the 

narrative message reject.

 C10.8.2. Error Documentation. When the ICP receives an MRA that 

does not match a shipment record, or contains errors, the ICP will document the error in 

the management evaluation report or quality control data, as applicable.

C10.9. QUALITY CONTROL

C10.9.1. To comply with the requirements of Chapter 6, ICPs and reporting 

activities will include the evaluation of internal MRA processing in their quality control 

programs. The following work processes will be included: accuracy of MRA initiation of 

follow-up, submission timeliness, and investigative research to determine and correct 

processing errors.

C10.9.2. Command managers will assign to specific organizations the 

responsibility for directing and monitoring corrective action. The purpose of the program 

is to assist management in identifying those human, procedural, or system errors 

adversely affecting the MRA process or indicating potential deficiencies in the control 

over in-transit assets.

C10.9.3. Command managers must ensure effective organizational 

interrelationships among the functional operations/processes concerned with MRA, 

such as: supply, procurement, financial, inventory management, transportation, quality 

assurance, and storage.

C10.10. MANAGEMENT EVALUATION

C10.10.1. The DoD Components will establish a management evaluation program 

which monitors and evaluates MRA submission to ensure compliance with MRA 

requirements. Execute timely processing and perform response rate analyses to 

identify non-responsive activities and initiate corrective actions. 

C10.10.2. The program will provide for:

 C10.10.2.1. Review of the MRA Management Information report (Report 

Control Symbol DD-AT&L(AR)1419 applies). DAAS will prepare the report and provide 

access by electronic means. The report content is determined by the Supply Process 

Review Committee. Each Supply Process Review Committee representative is 

responsible for analysis of the report to identify potential deficiencies in their Service or 

Agency MRA operations or procedures contributing to breakdowns in internal controls 
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C10-15 CHAPTER 10

for in-transit wholesale stock. Supply Process Review Committee representatives are 

responsible for initiating corrective action with delinquent and non-reporting activities.

 C10.10.2.2. The MRA Management information report will include as a 

minimum:

 C10.10.2.2.1. General MRA Management Report Criteria. 

Documentation of nonresponses for a reporting period to include: the number of 

qualifying shipments made to an activity (by “ship to” DoDAAC); the number of MRA 

responses received from that activity; the number of nonresponses. The following 

sections identify a common report description, how to do additional analysis of the data, 

and the types of breakdown to be available for MRA responses/non-responses for 

several different categories and whether detail by individual DoDAAC is available.

 C10.10.2.2.2. Capability for Additional MRA Report Analysis. 

 C10.10.2.2.2.1. Most of the MRA reports contain a “Save” link 

above the report title. Clicking the “Save” link launches the applicable MRA report 

content in a spreadsheet format for additional analysis 

 C10.10.2.2.2.2. The MRA reports contain an option from the 

MRA Report Detail page (after selecting a DoDAAC) to download the entire list of 

document numbers with associated requisition/initial supply transaction data to an Excel 

file for additional research.12 

C10.10.2.2.2.3. Three MRA Reports (MRA 02 Direct Vendor 

Delivery, MRA 36 Stock Shipment, and MRA 37 DVD and Stock Reports) contain an 

option to download the entire list of document numbers for the missing MRA data shown 

on the Detail Reports page. Clicking the “Save Component Missing MRA Data” link will 

generate a list of Component options to download file for the missing MRA data and will 

combine the data for CONUS and OCONUS.13

 C10.10.2.2.2.4. The following data elements are included in 

the downloadable files: 

• Header with Report Month or Date Run (depending on type of report) 

o Source of Supply RIC included on the header for MRA38 (Source of 

Supply MRA Stock Summary), MRA39 (Source of Supply MRA DVD 

Summary) and MRA40 (Source of Supply Stock and DVD Summary)

• CONUS / OCONUS Indicator (MRA02, MRA36 and MRA37)

• Shipment Date

• Document Number

• Suffix

12 ADC 1086.

13 Refer to ADC 1330 Revise MRA Download Reports to Include a Component Summary Option.
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Change 15 

C10-16 CHAPTER 10

• Supplementary Address14

• Ship-To DoDAAC

• Signal Code15 

• Bill-To DoDAAC

• Priority

• NSN

• Shipped Quantity

• Unit of Issue

• Unit Price (U/P)

• Total Cost

• Initial Transaction DLMS/MILS, (e.g., requisition or initial supply transaction if no 

requisition is available per MRA Business Rules/Decision Tree)16

• Communication Routing Identifier (COMMRI) of the system from which the 

requisition or initial supply transaction originated

• COMMRI associated with the Document Number DoDAAC, (e.g., could be a 

requisitioner/requiring/other activity)

• COMMRI where the Follow-up for Delinquent MRA transaction was transmitted. 

 C10.10.2.2.2.5. MRA41 – Status Code D9: Closed. Open order 

was administratively closed due to non-receipt of a materiel receipt acknowledgement 

(MRA).

17

 C10.10.2.2.2.5.1. This provides a single report by Component 

to conduct analysis of the open orders administratively closed using Status Code D9. 

Clicking the desired “Save Component Data” link will generate a download file reflecting 

transaction with Status Code D9. 

 C10.10.2.2.2.5.2. The following data elements are included in 

the downloadable file:

• Header with the Date Run

• CONUS/OCONUS (Indicator “C” or “O”)

• Management Code (Stock = X; DVD = Y)

• Source of Supply (Wholesale ICP providing D9 Closed Status)

• D9 Status Date 

14 This enhancement perpetuates legacy “MILS” data requirements due to the DAAS Micro Automated 

Routing System (DMARS) which performs transaction level services, such as, validation, editing, routing, 

imaging, and exception processing, using the 80 record position legacy format.

15 Ibid.

16 This is the transaction that results in the inclusion in the MRA Report per the MRA Business 

Rules/Decision Tree (ADC 1088 , Reference 3.d.).

17 Refer to ADC 1343. 
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C10-17 CHAPTER 10

• Shipment Date

• Document Number

• Suffix

• Supplementary Address

• Ship-To DoDAAC

• Signal Code

• Priority

• NSN

• Shipped Quantity

• Unit of Issue

• Unit Price

 C10.10.2.2.3. Common Text for Report Descriptions. In general, 

for each report category, the count of qualified shipments requiring an MRA is matched 

against MRAs received/not received within the allotted timeframe and a percentage is 

computed. The reports shows results for Shipments Requiring MRA and MRA Not 

Received. Some of the reports include a column for MRA Received. Where the report is 

broken out by Service, click on the Service line hyper link to show the specific report 

category MRA Service/Agency Detail Report showing all DoDAACs making up the totals 

within each Service. The detail report shows results for shipments requiring an MRA 

and MRA received. Some of the detail reports include a column for MRA received. 

Selecting a DoDAAC from the detail report will show all document numbers associated 

with that DoDAAC total. Clicking on an individual document number will launch 

WEBVLIPS for further analysis of the selected document number. Differences from this 

standard report description are noted in the following descriptions of each specific MRA 

report type:

 C10.10.2.2.3.1. MRA Service/Agency Summary. This summary 

shows shipments for DoD Components/Participating Agencies and all categories by area of 

the ship-to-DoDAAC and customer. Detail report is available. Summary and Detail 

Reports include an extra column for MRA received.

 C10.10.2.2.3.2. Direct Vendor Delivery (DVD) (Non Stock) MRA 

Summary. This summary shows DVD (Non Stock) shipments for DoD 

Components/Participating Agencies and all categories by Area and Customer. Detail 

report is available.

 C10.10.2.2.3.3. Stock Shipment Summary, MRA Not Received. 

This Summary shows Stock Shipments by area of the ship-to-DoDAAC and DoD 

Components/ Participating Agencies. Detail report is available.

 C10.10.2.2.3.4. Direct Vendor Delivery (DVD) and Stock Shipment 

Summary, MRA Not Received. This summary shows DVD and Stock Shipments for all 
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C10-18 CHAPTER 10

DoD Components/Participating Agencies and all categories by Ship-to DoDAAC. Detail 

report is available. 

 C10.10.2.2.3.5. MRA Report by Source of Supply (Wholesale ICP). 

This report shows MRAs from the perspective of the wholesale ICP to review how well 

the Services acknowledge receipt of the materiel the ICP shipped out of wholesale 

assets for a given Service/Agency. Detail report is available.

 C10.10.2.2.4. Specific Category Reports. The MRA Management 

Information report provides the capability to access information by specific categories for 

ammunition, contractor, and Army Total Package Fielding. For these specific category 

reports, the detail report reflects the same layout as the summary report:

 C10.10.2.2.4.1. Ammunition Percent of Delinquents Summary. This 

summary shows shipments for ammunition by area of the ship-to-DoDAAC and DoD 

Component/Agency. The report shows results for Shipments Requiring an MRA, where an 

MRA was received within the allotted timeframe and where an MRA was not received within 

the allotted timeframe. Only the percentage of qualified shipments that received an MRA is 

shown.

 C10.10.2.2.4.2. Contractor Percent of Delinquents Summary. This 

summary shows contractor shipments by area of the ship-to-DoDAAC and DoD 

Component/Agency. Detail report is available. The report shows results for Shipments 

Requiring an MRA, where an MRA was received within the allotted timeframe and 

where an MRA was not received within the allotted timeframe. Only the percentage of 

qualified shipments that received an MRA is shown. 

 C10.10.2.2.4.3. Army Total Package Fielding (TPF), Percent of 

Delinquents Summary. This summary shows Army TPF shipments by area of the 

ship-to-DoDAAC. The report shows results for Shipments Requiring an MRA, where 

an MRA was received within the allotted timeframe and where an MRA was not 

received within the allotted timeframe. Only the percentage of qualified shipments 

that received an MRA is shown. 

 C10.10.2.2.4.4. Percent of Delinquents General Summary. This 

summary shows general shipments by area of the ship-to-DoDAAC and DoD 

Component. The report shows results for Shipments Requiring an MRA, where an 

MRA was received within the allotted timeframe and where an MRA was not received 

within the allotted timeframe. Only the percentage of qualified shipments that 

received an MRA is shown. The report excludes the categories for Ammunition, 

Contractor, and Army Total Package Fielding. 

 C10.10.3. ICPs will keep accessible records of shipments and MRA 

transactions to support the reporting requirements.

C10.11. Use of System Generated MRAs. When appropriate, DoD Components 

may opt to use DAAS services to create and transmit a system generated MRA on 

their behalf. DoD policy requires DoD Components to implement the MRA 
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C10-19 CHAPTER 10

process in their respective AIS. The use of system generated MRAs is an 

alternative for Components unable to generate MRAs on their own systemically.

 C10.11.1. The use of system generated MRAs allow prompt submission 

of the receipt acknowledgement when a system is otherwise unable to transmit 

an MRA as required by this chapter. The Component must transmit the image of 

receipt transaction in real time to ensure the system generated MRA complies 

with the MRA time standards. The use of a system generated MRA follows the 

current policies and procedures for MRAs and ensures prompt submission of a 

receipt acknowledgement to the appropriate organization.

 C10.11.2. DAAS System Generated MRA Procedures

 C10.11.2.1. To authorize DAAS to transmit a system generated 

MRA on behalf of a Component, the supply system must transmit the receipt or 

the receipt image to DAAS and identify the RIC ICP where the MRA should be 

directed.

 C10.11.2.2. The transaction must include the DAAS Routing 

Identifier Code (RIC) SGA as party to receive copy and the organization to receive 

the MRA as party to receive report. When using the image of a receipt to request 

a system generated MRA, the originating system must use a second loop to 

indicate the RIC MRA destination.

 C10.11.2.3. The combination of the party to receive copy and party 

to receive report will serve as the authorization for DAAS to create and transmit 

the MRA to the appropriate destination.

 C10.11.2.4. DAAS will not transmit a system generated MRA unless 

authorized by the Component. 
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Change 17 

C11-1 CHAPTER 11

C11. CHAPTER 11

MATERIEL RETURNS, REDISTRIBUTION OF ASSETS, 

DIRECTED DISCREPANT/DEFICIENT MATERIEL 

RETURNS, AND RETROGRADE RETURNS

C11.1. GENERAL

C11.1.1. Purpose. This chapter provides procedures for the interchange of 

information between the owning organization and the integrated materiel manager 

(IMM) on the reporting and redistribution of assets, establishes the necessary controls 

to ensure timely processing of related transactions and provides for the automatic return 

of materiel under specified conditions. These procedures include the following:

 C11.1.1.1. Inventory control point (ICP)/IMM directed lateral redistribution of 

retail assets identified by an inter- or intra-Component asset visibility system. 

 C11.1.1.2. Special procedures for returns to DLA from selected sites in 

support of base realignment and closure (BRAC) retail supply, storage and distribution 

(SS&D)/inventory management and stock positioning (IMSP) and national inventory 

management strategy (NIMS). 

 C11.1.1.3. Automatic return of materiel under specified conditions

 C11.1.1.4. There are additional processing procedures over and above those 

contained in this chapter that must be applied for items identified as serially managed 

materiel requiring owner visibility at DLA Distribution Centers. The identity of the 

materiel and the additive procedures are in Chapter 30.

C11.1.2. TRANSACTIONS. The Defense Enterprise Data Standards Office

(DEDSO) Website contains DLMS electronic data interchange (EDI) transaction formats 

on the DLMS implementation Convention (IC) page. The IC page also includes the 

corresponding MILSTRIP transaction formats, identified by document identifier code 

(DIC). The corresponding MILSTRIP/MILSTRAP legacy 80 record position transaction 

functionality is identified for information purposes in a mixed DLSS/DLMS environment.

 C11.1.2.1. Materiel Returns Program Reporting. Use the DLMS 180M 

transaction with Transaction Type Code FT. The DLMS 180M provides the functionality 

of several FT_ series legacy MILSTRIP transactions. The action code specifies the 

type of transaction

 C11.1.2.1.1. Automatic Returns Notification to customer or maintenance 

activity is DLMS 180M with Action Code RF – Return to Shippers Facility. This 

transaction provides the functionality of MILSTRIP legacy DIC FTA.
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C11-2 CHAPTER 11

 C11.1.2.1.2. Cancellation of Customer Asset Report is DLMS 180M with 

Action Code C – Cancelled. This transaction provides the functionality of MILSTRIP 

legacy DIC FTC.

 C11.1.2.1.3. The Customer Asset Report (available stock number 

assets) is DLMS 180M Transaction Type Code FT – Material Returns and baseline item 

data (2/BLI01/10 Code FS – NSN. This transaction provides the functionality of 

MILSTRIP legacy DIC FTE.

 C11.1.2.1.4. The Customer Asset Report (available part-numbered 

Items) is DLMS 180M Transaction Type Code FT – Material Returns and baseline item 

data (2/BLI01/10 Code MG (Part Number) and 2/BLI08/10 Code ZB – Commercial and 

Government Entity (CAGE)). This transaction provides the functionality of MILSTRIP 

legacy DIC FTG.

 C11.1.2.1.5. Customer Follow-Up for ICP/IMM Reply to Customer Asset 

Report is DLMS 180M with Action Code T – Status Query. This transaction provides 

the functionality of MILSTRIP DIC FTF.

 C11.1.2.1.6. Customer Follow-Up for ICP/IMM Materiel Receipt Status 

is DLMS 180M with Action Code RS – Report Status. This transaction provides the 

functionality of MILSTRIP DIC FTT.

 C11.1.2.2. Shipment Status Materiel Returns. Use a DLMS 856R with the 

applicable Transaction Type Code. The Action Code further specifies the type of 

materiel returns shipment status.

 C11.1.2.2.1. Shipment Status is DLMS 856R with Transaction Type 

Code FT – Material Returns. This transaction provides the functionality of MILSTRIP 

legacy DIC FTM.

 C11.1.2.2.2. Retrograde shipments for return or repair which fall outside 

the scope of the MILSTRIP Materiel Returns Program. Use DLMS 856R with Action 

Code RD. There is no MILSTRIP legacy DIC equivalent. 

 C11.1.2.3. Materiel Returns Supply Status. Use a DLMS 870M with the 

applicable Status Report Code to provide status on customer asset reports.

 C11.1.2.3.1. Customer Status to ICP/IMM indicating estimated date of 

shipment is DLMS 870M with Status Report Code 3 – Unsolicited Report. This 

transaction provides the functionality of MILSTRIP legacy DIC FTL.

 C11.1.2.3.2. ICP/IMM Follow-Up for materiel authorized to be returned 

is DLMS 870M with Status Report Code7 – Response to Material Returns and 

2/LQ01/145 Code 0 citing FT6). This transaction provides the functionality of MILSTRIP 

legacy DIC FT6.
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Change 17 

C11-3 CHAPTER 11

 C11.1.2.3.3. ICP/IMM Delay in Disposition Instructions is DLMS 870M 

with Status Report Code 7 – Response to Materiel Returns and 2/ISR01/210 Code HQ 

to indicate the delayed date. This transaction provides the functionality of MILSTRIP 

legacy DIC FTD.

 C11.1.2.3.4. The Customer Status to ICP/IMM with the estimated date 

of shipment is DLMS 870M with Status Report Code 3 and 2/ISR01/210 Code PS to 

provide the estimated shipping date. This transaction provides the functionality of 

MILSTRIP legacy DIC FTL.

 C11.1.2.3.5. The DAAS Customer Asset Report Status is DLMS 870M 

with Status Report Code 7 – Response to Material Returns and 1/N101/50 Code GP). 

This transaction provides the functionality of MILSTRIP legacy DIC FTQ.

 C11.1.2.3.6. The ICP/IMM Reply to Customer Asset Report is DLMS 

870M Status Report Code 7 – Response to Material Returns and 2/LQ01/145 Code 0 

citing FTR. This transaction provides the functionality of MILSTRIP legacy DIC FTR.

 C11.1.2.3.7. The ICP/IMM Materiel Receipt Status is DLMS 870M with 

Status Report Code 7 Response to Material Returns and 2/LQ01/145 Code 0 citing 

FTZ. This transaction provides the functionality of MILSTRIP legacy DIC FTZ.

 C11.1.2.4. Materiel Returns Due-In and Credit and Asset Status 

Transactions

 C11.1.2.4.1. Due-In Other than Procurement Instrument Source 

(Returns from other DoD Activity) is DLMS 527D with Transaction Type Code DA – 

Due-In. This transaction provides the functionality of MILSTRAP legacy DIC DFB.

 C11.1.2.4.2. Pre-Positioned Materiel Receipt Other than Procurement 

Instrument Source (Returns from other DoD Activity) is DLMS 527D with Transaction 

Type Code DE – Advance Receipt). This transaction provides the functionality of 

MILSTRAP legacy DIC DWB.

 C11.1.2.4.3 Credit for Excess Materiel Return (Reversal) is DLMS 810L 

with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 2/LQ01/311 

Code 0 citing FD1. This transaction provides the functionality of MILSBILLS legacy DIC 

FD1.

 C11.1.2.4.4. Credit for Excess Materiel Return (No Charge) is identified 

by DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) 

and 2/LQ01/310 Code 0 citing FD2. This transaction provides the functionality of 

MILSBILLS legacy DIC FD2.

 C11.1.2.4.5. Accessorial and Other Miscellaneous Billings (Credit) is 

DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 

3/SAC02/040 Code F650. This transaction provides the functionality of MILSBILLS 

legacy DIC FN2.
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C11-4 CHAPTER 11

 C11.1.2.4.6. Billing for Transportation (Credit) is DLMS 810L with 

Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 3/SAC02/040 

Code I260. This transaction provides the functionality of MILSBILLS legacy DIC FQ2.

 C11.1.2.4.7. Follow-up for Materiel Returns Program (MRP) Credit is 

DLMS 812R with Transaction Handling Code T – Adjustment Request, 1/BCD05/020 

Code C – Credit, 1/BCD11/020 Code 45 – Follow-up), and 1/LQ01/156 Code 0 with 

FTP. This transaction provides the functionality of MILSBILLS legacy DIC FTP.

 C11.1.2.4.8. Request for Adjustment of Non-Fuel Billing is DLMS 812R 

with Transaction Handling Code T – Adjustment Request, 1/BCD11/020 Code 00 - 

Original), and 1/LQ01/156 Code 0 with FAE. This transaction provides the functionality 

of MILSBILLS legacy DIC FAE.

 C11.1.2.4.9. Reply to Follow-up for Materiel Returns Program Credit is 

DLMS 812L with Transaction Handling Code B – Debit/Credit Advice No Remittance 

Detail, 1/BCD05/020 Code C – Credit, and 1/BCD11/020 Code 45 – Follow-up). This 

transaction provides the functionality of MILSBILLS legacy DIC FTB.

 C11.1.2.4.10. Asset Status Reporting Request (from ICP to Base, Post, 

Camp and Station) is DLMS 846I with Report Type Code TI – Asset Status Inquiry. 

This transaction provides the functionality of MILSTRAP legacy DIC DZE.

 C11.1.2.4.11. Asset Status Reporting (Base, Post, Camp and Station 

Level Use) Transaction is DLMS 846I with by Report Type Code TJ – Asset Status 

Advice. This transaction provides the functionality of MILSTRAP legacy DIC DZF.

 C11.1.2.4.12. Reject Advice Transaction is DLMS 824R Transaction 

Type Code ZT – Report of Rejection or Return of Work Candidate. There is no 

MILSTRIP legacy DIC equivalent transaction.

 C11.1.2.5. Lateral Redistributions

 C11.1.2.5.1. Supply Status is DLMS 870S with Status Report Code 4 – 

Response to Requisition. This transaction provides the functionality of MILSTRIP 

legacy DICs AE1, AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

 C11.1.2.5.2. Lateral Redistribution Order for Retail Assets is DLMS 

940R with Transaction Type Code (1/W0506/0200) Code NI – Redistribution Order and 

Action Code (1/W0507/0200) Code RG – Refer). This transaction provides the 

functionality of MILSTRIP legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D, A4E.

 C11.1.2.5.3. Follow-Up by ICP/IMM to Storage or Reporting Activity is 

DLMS 940R with Transaction Type Code NB – Materiel Release Inquiry). This 

transaction provides the functionality of MILSTRIP legacy DIC AF6.
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Change 17 

C11-5 CHAPTER 11

 C11.1.2.5.4. Supply Status to ICP/IMM from Storage or Reporting 

Activity is DLMS 945A with Transaction Type Code NL – Material Release Denial. This 

transaction provides the functionality of MILSTRIP legacy DIC AE6.

 C11.1.2.5.5. LRO Shipment Status is DLMS 856S with Transaction 

Type Code AS – Shipment Advice and Status Reason Code IV2 – Material Shipped 

Between Intermediate Points. This transaction provides the functionality of MILSRIP 

legacy DIC AS6.

 C11.1.2.6. Inter-Service Lateral Redistribution of Retail Assets by InterService Agreement. Passing Order Transaction is DLMS 511R with Transaction Type 

Code BM – Requisition Passing Order. This transaction provides the functionality of 

MILSTRIP legacy DIC A3_.

 C11.1.2.7. Returns to DLA from Industrial Sites under Base Realignment and 

Closure, Supply, Storage and Distribution and National Inventory Management Strategy 

Site Customers

 C11.1.2.7.1. Pre-Positioned Materiel Receipt Other than Procurement 

Instrument Source (Returns from Other DoD Activity) is DLMS 527D with Transaction 

Type Code DE – Advance Receipt and 2/LIN01/010 Code J. This transaction provides 

the functionality of MILSTRAP legacy DIC DWB_.

 C11.1.2.7.2. The Materiel Receipt – Other Than Procurement 

Instrument Source (Returns from Other DoD Activities) is DLMS 527R with Transaction 

Type Code D4 – Receipt and 2/LIN01/010 Code J). This transaction provides the 

functionality of MILSTRAP legacy DIC D6A and D6B.

 C11.1.2.7.3. Billing for Issue from Stock (Credit) is DLMS 810L with 

Transaction Type Code PP – Prepaid Invoice and 2/LQ01/310 Code 0 – FA2. This 

transaction provides the functionality of MILSBILLS legacy DIC FA2.

 C11.1.2.8. Directed and Retrograde Returns

 C11.1.2.8.1. Pre-Positioned Materiel Receipt Other than Procurement 

Instrument Source (Directed and Retrograde Returns from other DoD Activity) is DLMS 

527D with Transaction Type Code DE – Advance Receipt). This transaction provides 

the functionality of MILSTRAP legacy DIC DWB.

 C11.1.2.8.2. Directed and Retrograde Returns are DLMS 856R with 

Action Code RD – Returns Detail. The Return Type Code is identified in 2/LQ01/3500 

Code KYL. There is no MILSTRIP legacy DIC equivalent for this transaction due to 

serial number and unique identification identifier requirements.

C11.1.3. Reporting Policy. Policy regarding the reporting of assets, the transfer of 

assets, the lateral redistribution of assets, and the use of assets as an alternative to 

procurement (also known as the procurement offset portion of total asset visibility
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C11-6 CHAPTER 11

(TAV)), is contained in DoDM 4140.01, "DoD Supply Chain Materiel Management 

Procedures," February 10, 2014. 

C11.1.4. Use of Defense Automatic Addressing System. All transactions used to 

offer, return, or redistribute materiel and any follow-on transactions transmitted by 

electronic means must always be routed through the Defense Automatic Addressing 

System (DAAS).

C11.1.5. Financial Credit Policies and Procedures. Credit for materiel returns is 

granted on the basis of need, direction to return, and subsequent receipt and 

classification by the consignee. These credits may or may not include materiel credit; 

however, credit for all directed returns will include credit for packing, crating, handling, 

and transportation. Policy for granting credit is covered under DoDM 4140.011. 

Procedures for the timeframes and transactions for providing credit for materiel returns, 

lateral redistributions, and materiel provided for the procurement offset portion of TAV

are contained in the MILSBILLS procedures identified in DLM 4000.25, Volume 4, 

Finance. MILSBILLS also covers credit procedures for packing, crating, handling and 

transportation (PCH&T). In addition, MILSBILLS provides and transaction formats for 

DLMS 812R, Adjustment Request (Follow-Up for Materiel Returns Program Credit) 

(MILSBILLS legacy DIC FTP), and Reply to Follow-up for Materiel Returns Program 

credit (MILSBILLS legacy DIC FTB).

C11.1.6. Responsibility for Costs Incurred for Returned Materiel. 

U.S. Government activities returning materiel are cautioned that the returning activity 

may be held responsible for costs incurred by the receiving activity when discrepancies 

are reported using Supply Discrepancy Reporting (SDR) procedures (Chapter 17). This 

includes returns made in violation of prescribed materiel returns procedures, returns 

exhibiting packaging discrepancies, and returns of reparable items unaccompanied by 

required technical data. Recoupment action by the ICP against the initiator may include 

all cost reimbursable actions performed by the receiving activity (e.g., repackaging, 

marking, and disposal). 

C11.2. APPLICABILITY AND SCOPE. The provisions of this chapter are applicable as 

follows:

C11.2.1. To all activities offering or returning materiel to the DoD Component ICP/ 

IMM. 

C11.2.2. To activities receiving and processing lateral redistribution orders of retail 

assets. 

1 DLA is required to request approval of new procedures supporting BRAC/NIMS allowing full materiel 

credit for returns regardless of asset position with no credit for packing, crating, handling and 

transportation (PCH&T).
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Change 17 

C11-7 CHAPTER 11

C11.2.3. To the processing of Grant Aid. Policy regarding utilization and 

redistribution of Grant Aid materiel is contained in DSCA 5105.38-M, “Security 

Assistance Management Manual, (SAMM)” Chapter 11. 

C11.2.4. To the processing of non-consumable items.

 C11.2.5. To Base Realignment and Closure; Supply, Storage and Distribution; 

Inventory Management and Stock Positioning; and National Inventory Management 

Strategy

 C11.2.5.1. Background. Under NIMS, DLA's consumable item supply chain 

management extends from the wholesale level to the point of consumption, replacing 

the Service-managed retail inventory level. Subsequent to the 2005 BRAC decision, 

retail SS&D functions and associated infrastructure supporting Military Service selected 

industrial sites transfers to DLA. As a result, selected industrial and NIMS sites can no 

longer maintain retail stock balances; once the customer has determined it has no use 

for the materiel, it is returned to DLA.

 C11.2.5.2. A variation of the MRP is used for processing materiel returns to 

DLA from selected sites in support of the BRAC SS&D/IMSP and NIMS. Standard MRP 

transactions (e.g., DLMS 180M, Material Returns Reporting (MILSTRIP Customer Asset 

Reports (Document Identifier Code (DIC) FTE)), DLMS 870M, Material Returns Supply 

Status (MILSTRIP Reply to Customer Asset Report (DIC FTR) and ICP/IMM Materiel 

Receipt Status (DIC FTZ)), do not apply; only those logistics transactions specified in 

the detailed procedures under paragraph C11.18. are used. Under the NIMS/BRAC 

returns program, DLA accepts returned DLA-managed materiel back into DLA 

ownership regardless of the current stock asset position. Based upon specified 

business rules, DLA provides zero, partial, or full credit for the materiel to the customer. 

No credit for packaging, crating, handling, or transportation is provided.

 C11.2.5.3. Unlike MRP, under the BRAC SS&D/NIMS return procedures it is 

the returning DoD Component’s responsibility to provide a Prepositioned Materiel 

Receipt (PMR) transaction to the applicable storage activity if that activity is a collocated

DLA storage activity using the Distribution Standard System (DSS). The only 

transaction exchange with DLA prior to financial processing is the DLMS receipt 

transaction (DLMS 527R, Receipt, Inquiry, Response and Materiel Receipt 

Acknowledgement (MILSTRIP Materiel Receipt – Other Than Procurement Instrument 

Source (DIC D6B)), which is reported by the storage activity to the DLA ICP.

C11.3. EXCLUSIONS. The following categories are excluded from these procedures: 

C11.3.1. Customer asset reports identified by part numbers exceeding a field 

length of 15 in the stock or part number field are excluded from DAAS processing of 

DLMS 180M for customer asset report transactions. Other customer asset reports for 

items not identified by a national stock number (NSN) (e.g., locally assigned stock 

numbers) are excluded from these procedures on an inter-DoD Component basis.
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Change 17 

C11-8 CHAPTER 11

C11.3.2. Perishable subsistence items, with the exception of perishable 

subsistence returns (other than fresh fruit and vegetables (FF&V)) from Navy mobile 

logistics support fleet ships in the Pacific area. 

C11.3.3. Industrial plant equipment (IPE) identified only by a plant equipment 

code/manufacturer’s part number. These items will be reported to DLA Aviation on DD 

Form 1342, “DoD Property Record.” 

C11.3.4. Class V (W) ground (surface) ammunition.

C11.3.5. Lumber products. 

C11.3.6. Items under Defense Threat Reduction Agency (DTRA) management; 

such as Federal Supply Group 11 and all Department of Energy (DoE) special design 

and quality controlled items (identified by contractor and Government entity (CAGE) 

87991 in the Federal Logistics Information System (FLIS) master item file) and all DoD 

items designed specifically for use on or with special weapons (identified by CAGE 

57991, 67991, or 77991 in the FLIS master item file). (These items will be processed 

under DoE-DNA TP 100-1, et al.)

C11.3.7. Automatic data processing equipment under DoD 4160.21-M, “Defense 

Materiel Disposition Manual.” 

C11.3.8. Items under General Services Administration (GSA) management. 

These items will be redistributed internally per Service guidance; alternatively, the items 

will be disposed under normal excess/surplus/donation procedures.

C11.4. REPORTING CRITERIA FOR CUSTOMER ASSET REPORTS

C11.4.1. Determination of Reporting Requirements. Reporting of assets will be 

determined by the existing retention and reporting policy under DoDM 4140.01. This 

includes the reporting policy for the procurement offset portion of TAV as described in 

DoDM 4140.01. In response to the Asset Status/Transaction Reporting Request (DLMS

846I, Asset Status Inquiry/Report), submit Customer Asset Reports (DLMS 180M, 

Materiel Returns Reporting (Report of Available Assets to ICP/IMM)/Customer Asset 

Report)) using appropriate project codes identified in paragraph C11.5.4. 

C11.4.2. Reporting Activity Actions. The reporting activity will forward customer 

asset reports to the ICP/IMM. Forward all part-numbered Customer Asset Reports 

(DLMS 180M) directly to DAAS for possible conversion to an NSN using information in 

the FLIS files. Customer Asset Reports (DLMS 180M) transmitted by electronic means 

must always be routed through DAAS.

C11.5. PREPARATION OF CUSTOMER ASSET REPORTS

C11.5.1. Customer Asset Reports. Use DLMS 180M to offer or report materiel

that is no longer needed.
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Change 17 

C11-9 CHAPTER 11

C11.5.2. Reports of Serviceable Items. Reports of serviceable non-consumable 

item materiel support code (NIMSC) 5 items from secondary inventory control activity 

(SICA) reporting activities to the appropriate DoD Component SICA will be submitted 

under the DoD Component implementing instructions. Quantities that are not required 

by the SICA will be forwarded to the primary inventory control activity (PICA) using

DLMS 180M. If appropriate, the SICA will provide DS 870M, Materiel Returns Supply 

Status (ICP/IMM Status to Customer) delay status to the materiel holder for the quantity 

referred to the PICA under section C11.11.5. The expected reply date of the DLMS

870M, if used, will be 35 calendar days after the date the report was forwarded to the 

PICA. The PICA will provide disposition instructions to the SICA. The SICA, in turn, will

provide disposition instructions to the reporting activity under the DoD Component 

implementing instructions.

C11.5.3. NIMSC 5 Stocks Exceeding Retention Limit. When the SICA has NIMSC 

5 serviceable stocks that exceed the retention limit, the SICA will prepare DLMS 180M, 

Materiel Returns Reporting, to report available assets to ICP/IMM using the guidelines 

above, but with the SICA’s own document number.

C11.5.4. Use of Project Codes. The DoD Components will use one of the 

following project codes for the procurement offset portion of TAV of their Customer 

Asset Report (DLMS 180M):

 C11.5.4.1. RBB for consumables, 

 C11.5.4.2. 3AG for reparables, or

 C11.5.4.3. 3AU for DLA Dispositon Service Field Office assets. 

C11.6. CANCELLATION OF CUSTOMER ASSET REPORTS

C11.6.1. Use of DLMS 180M. Use DLMS 180M to prepare cancellation of asset 

reports, in total or partial quantities, and submit to the ICP/IMM under the following 

conditions:

 C11.6.1.1. When a determination is made that materiel is not available in the 

quantity reported on the asset report. 

 C11.6.1.2. Upon determination that materiel directed for return will not be 

returned.

C11.6.2. Timely and Accurate Cancellations. The need for timely and accurate 

cancellation actions under the above conditions is emphasized to avoid unnecessary 

follow-up actions and to ensure that ICP/IMM records or expected returns reflect proper 

quantities. 
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Change 17 

C11-10 CHAPTER 11

C11.7. PROCESSING REPLIES TO CUSTOMER ASSET REPORTS

C11.7.1. Reporting Activity Processing. DLMS 870M is used by the ICP/IMM to 

respond to all customer asset reports and can be used (intra-Army only) to notify 

customers of the amount of credit granted and/or reversed for materiel received. The 

reporting activity will process the DLMS 870M, reply using the appropriate status code 

and take the following actions: 

 C11.7.1.1. Use paragraph C11.6. to submit a cancellation, DLMS 180M,

when it is determined that the materiel directed for return will not be returned.

 C11.7.1.2. Reporting activities returning materiel under MRP will prepare and 

submit a DLMS 856R, Shipment Status Materiel Returns, with Unique Item Identifier 

(UII) and/or corresponding serial number(s) for NSNs containing an item unique 

identifier (IUID) Indicator Yes (Y), indicating that DoD IUID Supply Policy compliance is 

required, after materiel directed for return is released to the carrier. The exception to 

the forgoing in support of Financial Improvement and Audit Readiness (FIAR), 

accountability and management of capital equipment requires serialization data 

visibility. Serial number tracking does not automatically apply to capital equipment. The 

materiel owner will evaluate capital equipment items and assign the appropriate UIT 

designator code only when the item requires serial number tracking at the DoD level. 

Submitters must prepare shipment status materiel returns citing the applicable serial 

number(s) and include the UII when available. Prepare a separate DLMS 856R for 

each shipment. Exercise care to ensure that appropriate data content, including suffix 

of the individual DLMS 870M, Reply to Customer Asset Report (MILSTRIP Legacy DIC 

FTR), is perpetuated in the DLMS 856R. The DLMS 856R will be sent to the ICP/IMM 

and the designated return-to activity. The ICP/IMM is not required to store UIIs2 except 

for capital equipment that require serialization data visibility when assigned under an 

established unique Item tracking (UIT) program.

3

C11.7.2. Response to Transaction Receipt. When DLMS 870M is transmitted to 

the SICA, the SICA will forward disposition instructions to the materiel holder under the 

DoD Component implementing instructions. The materiel holder will provide advice to 

the SICA regarding shipment or cancellation as appropriate, under the DoD Component 

implementing instructions, and the SICA will provide DLMS 856R, or DLMS 180M

cancellation, to the PICA. If the SICA receives DLMS 870M ICP/IMM Follow-Up from 

the PICA and has no record of shipment, the SICA will follow up to the materiel holder 

and submit an interim DLMS 870M supply status to the PICA containing a future 

estimated shipping date (ESD) to preserve PICA’s due-in record pending a firm reply to 

the DLMS 870M follow-up. 

C11.7.3. Replies to DLMS 180M Customer Asset Reports. DLMS 870M replies to 

Customer Asset Reports (DLMS 180M) containing Project Code RBB, 3AG, or 3AU 

denoting the procurement offset portion of TAV and Status Code TC require 

2 ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 

DLMS 856R Shipment Status Materiel Returns

3 Refer to ADC 1198 and ASC 1198B
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-11 CHAPTER 11

reevaluation prior to disposal since these assets may not be above an activity’s 

retention limit. Assets required and offered using either Project Code RBB or 3AG will

always be directed for return with credit; however, assets required and offered using 

Project Code 3AU will only be directed for return without credit.

C11.8. FOLLOW-UPS ON REPORTED ASSETS

C11.8.1. Reporting Activity Follow-Ups. Reporting activity follow-ups consist of 

three types:

 C11.8.1.1. Follow-Up for ICP/IMM Reply to Asset Report (DLMS 180M). 

This type of follow-up will be used to obtain intelligence regarding status of the original 

asset report (DLMS 180M (Report of Available Assets to ICP/IMM)). DLMS 180M 

follow-up to ICP/IMM will be submitted no earlier than 30 calendar days from date of 

submission of DLMS 180M (Report of Available Assets to ICP/IMM), and will contain the 

same data as shown in the DLMS 180M (Report of Available Assets to ICP/IMM). If 

DLMS 870M (Disposition Instructions Delay Status) has been received, DLMS 180M

Follow-Up will be submitted at the expiration of the expected reply date and DLMS

870M (From ICP/IMM) has not been received.

 C11.8.1.2. Follow-up for ICP/IMM Materiel Receipt Status (DLMS 180M). 

This type follow-up will be used when materiel to be returned has been shipped as 

directed by a reply to asset report (From ICP/IMM)(DLMS 870M) but an ICP/IMM

Materiel Receipt Status (DLMS 870M) has not been received. DLMS 180M, follow-up 

for ICP/IMM Materiel Receipt Status), will be submitted no earlier than 70 calendar days 

for continental U.S. (CONUS) or 130 calendar days for outside-the-continental U.S. 

(OCONUS) after shipment. The data for the DLMS 180M, follow-up will be the same as 

shown in the DLMS 856R, with the exception that no UIIs and/or serial numbers will be 

perpetuated. 

 C11.8.1.3. Follow-Up for Credit (DLMS 812R, Adjustment Request) FollowUp for Materiel Returns Program Credit. This type of follow-up will be used when 

materiel to be returned has been shipped and credit allowance was indicated by 

ICP/IMM Materiel Receipt Status (DLMS 870M) but no credit billing has been received. 

This follow-up will be prepared in accordance with MILSBILLS procedures. 

C11.8.2. Follow-Ups to ICP/IMM. Follow-ups will be submitted to the ICP/IMM to 

whom the original asset report (DLMS 180M) was submitted, except when information 

has been received in DLMS 870M (DAAS Customer Asset Report Information Status) 

status document that DAAS has rerouted the asset report to the correct ICP/IMM. In 

this case, the follow-up will be submitted to the activity identified in the DS 870M DAAS 

Customer Asset Report Information status document received from DAAS.

C11.8.3. ICP/IMM Follow-Ups on Directed Returns (DLMS 870M). Upon receipt 

of DLMS 870M, ICP/IMM Follow-Up, from the ICP/IMM, the reporting activity will review 

records to determine whether a DLMS 870M, Reply to Customer Excess Report, had 

been received. If there is no record of having received DLMS 870M reply to the 
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Change 17 

C11-12 CHAPTER 11

customer excess report, the 870M ICP/IMM Follow-Up transaction will be converted to 

DLMS 870M, Reply to Customer Excess Report, and processed. If shipment has not 

occurred, DLMS 870M, Materiel Returns Program Supply Status, citing the ESD will be 

submitted. If records indicate that shipment has occurred, the transportation activity will

be queried to ensure that the materiel has been shipped. If the materiel has been 

shipped, a new DLMS 856R, will be prepared and submitted identifying the quantity 

shipped to include UIIs and/or corresponding serial numbers for NSNs containing an 

IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required. The 

DLMS 856R will be sent to the ICP/IMM and the designated receiving activity. Capital 

equipment assigned under an established UIT program requires serialization data

visibility and therefore must cite the serial number and include the UII when available. If 

materiel has not been shipped, determine when the shipment will be made and follow 

the above procedures. When less than the total quantity contained in the original DLMS

870M is to be shipped, the reporting activity will respond to the DLMS 870M, ICP/IMM 

Follow-Up, with DLMS 870M, Materiel Returns Supply Status, for the quantity to be 

shipped and DLMS 180M for the quantity that will not be shipped. If any of the 

shipment has already occurred, the reporting activity will respond to DLMS 870M

(ICP/IMM Follow-up), with DLMS 856R for the quantity that has been shipped, to 

include UIIs and/or corresponding serial numbers for NSNs containing an IUID Indicator 

Y, indicating that DoD IUID Supply Policy compliance is required. The DLMS 856R 

indicating partial shipment will be sent to the ICP/IMM and the designated receiving 

activity. Capital equipment assigned under an established UIT program requires

serialization data visibility and therefore must cite the serial number and include the UII 

when available. A DLMS 870M supply status and/or DLMS 180M cancellation will be 

sent to the ICP/IMM for the remaining portions of the originally reported quantity, as 

appropriate.

C11.9. AUTOMATIC RETURNS

C11.9.1. Items Designated by a Supply Source for Automatic Return. Reporting 

activities use DLMS 180M Automatic Return Notification (Action Code RF) is used for

items designated by a source of supply for automatic return. Supply sources will notify 

reporting activities of the location to which items so designated are to be shipped. The 

returning activity will prepare and submit the DLMS 856R (MILSTRIP Legacy DIC FTM) 

with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator 

Y, indicating that DoD IUID Supply Policy compliance is required. Capital equipment 

assigned under an established UIT program requires serialization data visibility and

therefore must cite the serial number and include the UII when available. Conformance 

with standard line of accounting (SLOA)/accounting classification requires any initiation 

of a financial business event to include SLOA mandated standard financial information 

system (SFIS) elements.4 The DLMS Automatic Return Notification supports inclusion

of SLOA required elements. Pending full implementation of SLOA, Defense Automatic 

Addressing System (DAAS) will facilitate interoperability by updating selected SLOA 

data fields based upon the returning activity’s Service/Agency and Fund Code. If 

discrete values for the SLOA data elements in the transaction do not match data 

4 Refer to ADC 1043/ ADC 1043A.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-13 CHAPTER 11

elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund 

Code in the transaction, reject with the DLMS 870M Materiel Returns Supply Status 

citing Status Code CF. If invalid/missing fund code for Signal Code A, B, C, J, K, or L, 

reject with the DLMS 870M/DIC FTQ Materiel Returns Supply Status citing Status Code 

CF.5

C11.9.2. Nonconsumable Item Materiel Support Code (Items Designated for 

Automatic Return). 

 C11.9.2.1. All NIMSC 5 unserviceable (SCC E or F) items are designated for 

automatic return on an inter-DoD Component basis. 

 C11.9.2.2. PICAs will notify SICAs of the NSN and the storage organization 

to which such items are to be shipped. PICAs will also notify the receiving storage 

activity of the NSN of such items to be returned. The SICAs will perpetuate this 

information and the PICA RIC to the materiel holder/SICA activities using intra-DoD 

Component procedures. The materiel holder will prepare and submit the DLMS 856R 

with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator 

Y, indicating that DoD IUID Supply Policy compliance is required. Capital equipment 

assigned under an established UIT program requires serialization data visibility and

therefore must cite the serial number and include the UII when available. The materiel 

holder will send the DLMS 856R to the SICA and the designated return-to activity, with 

a copy to the PICA when directed by the SICA. The PICA will be identified as the Party 

to Receive Status in the DLMS 856R. The PICA and SICA are not required to store the 

UIIs and/or serial numbers.

 C11.9.2.3. If there is no DoD Component SICA for the items identified for 

automatic return by a PICA (e.g., Coast Guard), the PICA will provide the information to 

the appropriate DoD Component designated activity. The materiel holder will prepare 

and submit the DLMS 856R with UII(s) and/or corresponding serial numbers for NSNs 

containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is 

required. Capital equipment assigned under an established UIT program requires 

serialization data visibility and therefore must cite the serial number and include the UII 

when available. The materiel holder will send the DLMS 856R to the PICA and the 

designated return-to activity.

 C11.9.2.4. For SICA-approved returns, the SICA will provide disposition 

instructions to the materiel holder under normal intra-Service implementing instructions. 

The materiel holder will prepare and submit the DLMS 856R with UII(s) and/or 

corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that 

DoD IUID Supply Policy compliance is required. The materiel holder will send the 

DLMS 856R to the SICA and the designated return-to activity. The SICA is not required 

5 Refer to ADC 1043E.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-14 CHAPTER 11

to store the UIIs and/or serial numbers6,with the exception of capital equipment 

assigned under an established UIT program requires serialization data visibility.7

C11.9.3. Automatic Return of Unserviceable Items. When an unserviceable 

NIMSC 5 item is automatically returned or a replacement item will be requisitioned, 

DLMS 180M and later documentation will include Project Code 3AL. If a replacement 

for the unserviceable NIMSC 5 automatic return item will not be requisitioned (e.g., the 

returned item exceeds the returning activity’s authorization or requirement), DLMS

180M Automatic Return Notification and related documentation will not contain Project 

Code 3AL. The DLMS 180M to the PICA will contain the data elements specified for 

DLMS 180M Automatic Returns Notification Implementation Convention. After

generation of the Automatic Return Notification, processing will occur as though there 

has been a DLMS 180M (Report of Available Assets to ICP/IMM) report and a DLMS

870M (From ICP/IMM), reply, along with other provisions of this chapter, excluding 

DLMS 180M (For Reply to Asset Report) and DLMS 870M (ICP/IMM Status to 

Customer). 

C11.9.4. Automatic Return of Unserviceable Items under Inter-Service 

Maintenance Agreement. All unserviceable (SCC F) items requiring removal and return 

to the owner during maintenance performed under an inter-Service agreement, 

including DMISA, are designated for automatic return on an inter-Service basis. The 

owner/principal will designate the applicable storage activity for the return shipment. 

The maintenance activity/repair agent will notify the owner/principal of the return using 

the DLMS 180M Automatic Returns Notification (Action Code RF). Include Project 

Code 3HX in the return notification when requisitioning a replacement part and 

expecting credit for return of the unserviceable asset. The maintenance activity must 

provide the Automatic Return Notification prior to the physical return of the 

unserviceable materiel. Maintenance activities will submit the Automatic Return 

Notification two days prior to physical return whenever feasible; a minimum of twentyfour hours is required. This delay is necessary because the maintenance and storage 

activities are normally located in close proximity and it is vital that the owner/principal 

have sufficient time to furnish a Prepositioned Materiel Receipt (PMR) to the storage 

activity before the materiel arrives. Subsequent to generation of the Automatic Returns

Notification, processing will occur as described for Project Code 3AL.8

C11.9.5. Restrictions. No other inter-DoD Component use of DLMS 180M

Automatic Return Notification is currently authorized.

C11.9.6. Internal DoD Component Use. The DoD Components may use DLMS

180M Automatic Return Notification internally for intra-DoD Component programs that 

do not conflict with other provisions of this manual.

6 ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 

DLMS 856R Shipment Status Materiel Returns.

7 Refer to ADC 1198

8 Refer to ADC 1256. Staggered implementation authorized by December 2019.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-15 CHAPTER 11

C11.9.7. Source of Supply Processing of Automatic Return Notification. Upon 

receipt of DLMS 180M Automatic Return Notification, the SICA will establish a due-in 

and generate a PMR transaction to the receiving activity for the quantity in the DLMS

180M Automatic Return Notification transaction. The SICA will prepare the due-in and 

the PMR transaction under Chapter 12 procedures. Note: For unserviceable NIMSC 5 

items, the SICA will send a DLMS 180M Automatic Return Notification, with data 

elements specified in C11.9.3, to the PICA. The PICA will establish the due-in and send

the PMR transaction to the receiving depot.

C.11.9.8. OWNER/PRINCIPAL PROCESSING OF AUTOMATIC RETURN 

NOTIFICATION. Immediately upon receipt of an Automatic Return Notification 

transaction from a maintenance activity/repair agent under an inter-Service agreement, 

including DMISA, the owner/principal will establish a due-in and generate a PMR 

transaction to the receiving activity for the quantity and SCC in the Automatic Return 

Notification transaction. The owner/principal will prepare the due-in and PMR 

transaction under MILSTRAP. Upon receipt of unserviceable returns for credit (Project 

Code 3HX), the owner/principal will provide credit under MILSBILLS procedures.”

C11.10. DEFENSE AUTOMATIC ADDRESSING SYSTEM. DAAS will do the following:

C11.10.1. Route Using the RIC To. DLMS 870M, Materiel Returns Supply Status; 

DLMS 856R, Materiel Returns Shipment Status; DLMS 812R, Adjustment Request

(Follow-Up for Materiel Returns Program Credit); DLMS 180M, (Follow-Up for ICP/IMM 

Materiel Receipt Status); and DLMS 180M, Automatic Return Notification, will be 

passed to the activity represented by the RIC To. 

C11.10.2. Route Using the M&S Code. DLMS 812L, Reply to Follow-Up for Credit 

Status; DLMS 870M, ICP/IMM Status Advising of Delay; DLMS 870M DAAS Customer 

Asset Report Status; DLMS 870M ICP/IMM Reply to Customer Asset Report; DLMS 

870M, ICP/IMM Advice of Receipt or Non-Receipt of Materiel; and DLMS 870M, 

ICP/IMM Follow-Up, will be passed using the M&S code.

C11.10.3. Route Using the RIC To when M&S Code is 9. DLMS 180M, 

Cancellation; DLMS 180M, Customer Asset Report; and DLMS 180M, Customer 

Follow-Up to ICP/IMM, will be passed to the RIC To if the M&S code is 9.

C11.10.4. Perform NSN/NIIN Validation when M&S Code is not 9. For DLMS 

180M, Cancellation; DLMS 180M, Customer Asset Report; and DLMS 180M, Customer 

Follow-Up to ICP/IMM, DAAS will perform NSN/national item identification number 

(NIIN) validation and source of supply edit as follows:

 C11.10.4.1. Correct NSN and Managed by ICP/IMM. If the NSN is correct 

and managed by the ICP/IMM identified by the RIC To, Advice Code 3T will be entered 

in the advice segment and the document will be transmitted to that ICP/IMM.

 C11.10.4.2. Correct NSN but Not Managed by ICP/IMM. If the NSN is 

correct, but is not managed by the ICP/IMM identified in the RIC To, the correct 

ICP/IMM RIC will be entered, along with Advice Code 3T, and the transaction
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-16 CHAPTER 11

transmitted to the correct ICP/IMM. DAAS will send the reporting activity a DLMS

870M, Materiel Returns Supply Status with Status Code TZ.

 C11.10.4.3. Incorrect Federal Supply Classification. If the Federal supply 

classification (FSC)/NIIN/NSN validation indicates that the FSC is incorrect, the FSC will

be changed and the RIC of the ICP/IMM will be changed where applicable. Advice 

Code 3T will be entered and the transaction transmitted to the managing ICP/IMM. 

DAAS will send the reporting activity a DLMS 870M, Materiel Returns Supply Status, 

with Status Code TZ.

 C11.10.4.4. Routing Cannot be Accomplished. If routing to an ICP/IMM 

cannot be done by DAAS, the document will be passed to the activity identified by the 

RIC To. 

C11.10.5. Validation by Signal Code. DAAS will validate DLMS180M, Materiel

Returns Reporting (Automatic Return Notification From Customer to Supply Source), 

(Customer Asset Report (Report of Available Assets to ICP/IMM)), and (Customer 

Follow-Up to ICP/IMM (For Reply to Asset Report)), transactions for valid ship-from and 

credit-to addresses as designated by the signal code. If DAAS cannot identify the shipfrom or credit-to address, the transactions will be rejected to the originating activity 

using DLMS 870M, Materiel Return Supply Status, with Status Code SK.

C11.10.6. Editing Part-Numbered Asset Reports. DLA will not accept 

DLMS180M, Materiel Returns Reporting, part-numbered asset reports. DAAS will reject 

all such reports with Status Code T9. DAAS will pass all part-numbered asset reports to 

the RIC present in the incoming transaction. The DoD Components may reject (Status 

Code T9) part-numbered assets not acceptable or recognized under internal 

procedures. Non-mechanical part-numbered transactions will not be processed by 

DAAS, but will be rejected for processing under intra-DoD Component procedures.

C11.10.7. Edit Rejects Containing Status Code SC. DAAS will edit DLMS 870M,

Materiel Returns Supply Status (From ICP/IMM), rejects containing Status Code SC or

SD for correct ICP/IMM and FSC as follows:

 C11.10.7.1. Correct NSN and ICP/IMM. If the NSN is correct and belongs to 

the rejecting ICP/IMM, the DLMS 870M, Materiel Returns Supply Status (From 

ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of 

Available Assets to ICP/IMM), with Advice Code 3T and sent to the ICP/IMM. 

 C11.10.7.2. Correct NSN But Wrong ICP/IMM. If the NSN is correct but not 

managed by the ICP/IMM, the DLMS 870M, Materiel Returns Supply Status (From 

ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of 

Available Assets to ICP/IMM), with Advice Code 3T and sent to the correct ICP/IMM. 

DAAS will send the reporting activity a DLMS 870M, DAAS Customer Excess Report 

Information Status, with Status Code TZ.

 C11.10.7.3. Incorrect Federal Supply Classification. If the FSC is incorrect, 

DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), will be converted to 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-17 CHAPTER 11

DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), with 

the correct FSC, with Advice Code 3T, and the document returned to the rejecting 

ICP/IMM or transmitted to the correct ICP/IMM. DAAS will send the reporting activity a 

DLMS 870M, DAAS Customer Excess Report Information Status, with Status Code TZ.

 C11.10.7.4. Inactivated DLA/GSA/Navy Item in DAAS. If a DLA/GSA/Navy 

IMM has coded the item inactivated in DAAS records and a DLA, GSA, or Navy activity 

originated the reject document, DAAS will change the status code to TC and forward the 

DLMS 870M, Materiel Returns Supply Status from ICP/IMM to the reporting activity.

C11.10.8. Country Code Edit. DAAS will validate the DLMS 856R to ensure the 

country code is a valid value of the Geopolitical Entities, Names, and Codes (GENC) 

Standard. If not valid, the transaction will be rejected by DAAS using the DLMS 824R 

Reject Advice citing Reject Advice Code AU.9

C11.11. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER

PROCESSING OF CUSTOMER ASSET REPORTS

C11.11.1. Disposition Determination. ICP/IMM will process asset reports to 

determine disposition. Asset reports containing project codes assigned for specific 

returns program purposes (such as rollbacks and automatic returns) will be processed 

under the assigned controls. Assets required and offered using either Project Code 

RBB or 3AG will always be directed for return with credit; however, assets required and 

offered using Project Code 3AU will only be directed for return without credit. 

 C11.11.1.1. Response Timeframe. DLMS 870M, Materiel Returns Supply 

Status (From ICP/IMM) will be prepared to respond to asset reports no later than 30 

calendar days from date of receipt of the DLMS 180M, Materiel Returns Reporting 

(Report of Available Assets to ICP/IMM) transaction.

 C11.11.1.2. Response After 30 Calendar Days. If a DLMS 870M, Materiel

Returns Supply Status (From ICP/IMM), cannot be provided within 30 calendar days, 

send DLMS 870M, Delay Status, with Status Code TR and enter an expected reply date 

when final disposition instructions are expected to be provided.

 C11.11.1.3. Suffix Codes. Suffixes will be used to identify partial actions.

C11.11.2. Materiel Required. If it is determined that the materiel is required, 

forward DLMS 870M, Materiel Returns Supply Status (From ICP/IMM) citing Status 

Code TA, TB, TH, or TJ to the reporting activity. The ICP/IMM will establish a due-in for 

the quantity of materiel to be returned and generate DLMS 527D, PMR, transaction to 

the receiving depot. 

 C11.11.2.1. Shipment Time Allowed. Time allowed for shipment and return 

of materiel is 120 (CONUS) and 180 (OCONUS) days, and the counting starts with the 

day of posting of DLMS 856R, or the estimated shipping date cited in DLMS 870M. The 

9 Refer to ADC 1075.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-18 CHAPTER 11

due-in estimated delivery date (EDD) will be updated upon receipt of a DLMS 856R or

DLMS 870M Status to equal the time allowed for shipment and return of materiel. 

 C11.11.2.2. Materiel Not Received Within 120 or 180 Calendar Days. If the 

materiel is not received by the due-in EDD, or 30 days have elapsed since the 

transmission of DLMS 870M, ICP/IMM Follow-Up, without receiving a response, the 

ICP/IMM will take action to cancel the due-in and delete DLMS 527D transaction. 

DLMS 527D will also be canceled when DLMS 180M, Materiel Returns Reporting, is 

received from the customer activity. The EDD required for the due-in will be 120 

calendar days (CONUS) and 180 calendar days (OCONUS) from the processing date of 

DLMS 870M Materiel Returns Supply Status (From ICP/IMM). The due-in estimated 

delivery date will be updated upon receipt of DLMS 870M, Materiel Returns Supply 

Status, or DLMS 856R, Shipment Status Materiel Returns (Customer Status to 

ICP/IMM). 

 C11.11.2.3. Cancellation of Due-In Not Precluding Other Requirements. 

Action taken to cancel the due-in and delete DLMS 527D, Due-in Advance Receipt, 

transaction does not preclude requirements prescribed in other DoD manuals and joint 

regulations to initiate tracer action and file discrepancy reports such as a Transportation 

Discrepancy Report (TDR) or Supply Discrepancy Report (SDR) on shipments not 

received, but for which shipment status has been received. 

C11.11.3. Entering Priority Designators in DLMS. Enter priority designators (PD) 

in DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), documents as follows:

 C11.11.3.1. PD 03. PD 03 will be used in the return of critical items and 

approved intensive management items (including serviceable local stocks).

 C11.11.3.2. PD 06. PD 06 will be used in the return of materiel identified by 

the materiel manager as qualified for automatic return to the DoD distribution system.

 C11.11.3.3. PD 13. PD 13 will be used in the routine return of materiel not 

covered above (except surplus and scrap) such as the return of local stocks to sources 

of supply.

C11.11.4. Non-processable Customer Asset Reports. DLMS 180M, Materiel

Returns Reporting (Report of Available Assets to ICP/IMM), received by the ICP/IMM 

that cannot be processed will be rejected to the reporting activity using DLMS 870M,

Materiel Return Supply Status (From ICP/IMM), status with the appropriate S_ series 

reject status code.

C11.11.5. Customer Asset Reports for Items Requiring Screening/Review. DLMS

180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), received for 

items requiring extended screening/review will be suspended. The reporting activity will

be sent a DLMS 870M, Materiel Returns Supply Status (ICP/IMM Status to Customer), 

with Status Code TR containing an estimated date of reply in the ESD field.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-19 CHAPTER 11

C11.11.6. FSC Change Required. If the determination has been made that an 

FSC change is required on a customer asset report (DLMS 180M, Materiel Returns 

Reporting), the correct FSC will be entered, the RIC To of the ICP/IMM will be changed, 

where applicable, and the DLMS 180M, Customer Asset Report, will be forwarded to 

the responsible ICP/IMM for processing. The reporting activity will be sent a DLMS

870M, Materiel Returns Supply Status (From ICP/IMM), containing Status Code T7. 

The RIC of the forwarding ICP/IMM will be entered in the RIC field of the ICP/IMM 

representing the last known holder and will be entered as the RIC of the activity 

preparing the document.

C11.12. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER 

MATERIEL RECEIPT STATUS

C11.12.1. Notification of Receipt/Nonreceipt. The ICP/IMM will prepare DLMS

870M, Materiel Returns Supply Status, to provide reporting activities with notification of 

materiel receipt or non-receipt on returns. DLMS 870M Materiel Returns Supply Status

will be provided upon processing of the receipt for other than suspended condition

materiel, or upon processing of inventory adjustment action moving assets from 

suspended condition to correct condition, or not less than 30 calendar days after DLMS

870M, Materiel Returns Supply Status (ICP/IMM Follow-Up), when no receipt or DLMS

856R, Shipment Status Materiel Returns, has been processed. Multiple DLMS 870M,

Materiel Returns Supply Status, documents will be provided when a single shipment is 

received in more than one materiel condition. Use status codes in the DLMS 870M as 

follows:

 C11.12.1.1. Status Code TN. Enter Status Code TN when credit is granted 

for the condition and quantity of materiel received.

 C11.12.1.2. Status Code TM. Enter Status Code TM when reduced or no 

credit is allowed because the condition of materiel received is less than that authorized 

for return.

 C11.12.1.3. Status Code TL. Enter Status Code TL when the materiel

received is other than authorized for return and no credit is allowed.

 C11.12.1.4. Status Code TP. Enter Status Code TP when the materiel is not 

received within prescribed timeframes, follow-up action has been unsuccessful, and the 

credit authorization is canceled.

 C11.12.1.5. Status Code TQ. Enter Status Code TQ when the materiel has 

been received for an authorized non-creditable return.

C11.12.2. Multiple DLMS 870Ms Required. DLMS 870M, Materiel Returns Supply 

Status, will always show the document number, including suffix code, contained in the 

DLMS 180M, Materiel Returns Reporting, or DLMS 870M, Materiel Returns Supply 

Status (From ICP/IMM). When multiple DLMS 870M, Materiel Returns Supply Status, 

transactions are required for materiel received in different conditions, each DLMS 870M 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-20 CHAPTER 11

produced will retain the document number and suffix of the DLMS 180M, Materiel

Returns Reporting/DLMS 870M, Materiel Returns Supply Status (From ICP/IMM).

C11.13. PREPARATION AND PROCESSING OF SHIPMENT STATUS

C11.13.1. Preparation of Shipment Status. Shipment status provides information

and normally requires no subsequent documentation. For NSNs containing an IUID 

Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS 

856R, indicating that DoD IUID Supply Policy compliance is required. The exception to 

the forgoing in support of FIAR, accountability and management of capital equipment, 

assigned under an established UIT program requires serialization data visibility. 

Submitters must prepare shipment status materiel return citing the applicable serial 

number(s) and include the UII when available. The DLMS 856R will be provided by the 

materiel holder and sent to both the ICP/IMM and the return-to activity. 

 C11.13.1.1. If the controlling document number for the return is the same as 

the customer’s original requisition for the item, a unique transportation control number 

(TCN), not derived from the original document number, must be created.

 C11.13.1.2. Shipments containing IUID data content (e.g., UIIs and/or serial 

numbers) and requiring more than one freight piece to execute the movement must 

have a unique TCN assigned to each freight piece by using a partial indicator in the 16th

position of the TCN. Multiple freight piece shipments using the same TCN for all related 

freight pieces are not authorized when IUID content is required10 or when capital 

equipment that requires serialization data visibility where the serial number is 

mandatory and UII is provided when available.11

C11.13.2. ICPs/IMMs will receive shipment status transactions and update 

appropriate ICP/IMM records. Shipment status with UII(s) and/or corresponding serial 

numbers under DoD IUID Supply Policy requirements, will be received by ICP/IMM, but 

they are not expected to store and track by UII, except for management of capital 

equipment that requires serialization data visibility. The shipment date indicated in 

DLMS 856R, Shipment Status Materiel Returns, is available to ICPs/IMMs to verify intransit status and provide information on expected receipts. DLMS 856R received for 

items not under control of the ICP/IMM will be rejected to the reporting activity using 

DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with reject Status Code 

SC. DLMS 856Rs that do not pass data field validity checks will be rejected to the 

reporting activity using DLMS 870M, with the appropriated S_ series status code.

C11.13.3. Shipment Advice. In the event that the ICP/IMM requires an advice of 

shipment to support related supply decisions and a DLMS 856R, Shipment Status

Materiel Returns, has not been received, an ICP/IMM follow-up (DLMS 870M, Materiel

Returns Supply Status) will be prepared and forwarded to the reporting activity. DLMS

870M will not be generated until at least five calendar days have elapsed from the 

10 ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 

DLMS 856R Shipment Status Materiel Returns.

11 Refer to ADC 1198
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-21 CHAPTER 11

transmission of DLMS 870M (from ICP/IMM) for PD 03 or 50 calendar days for PD 13 

and no DLMS 856R, Shipment Status Materiel Returns, or receipt has been posted. 

DLMS 870M with Status Code T3 may be generated upon expiration of the due-in 

timeframe when DLMS 856R has been received, but receipt has not been posted. The 

ICP/IMM is authorized to follow up without regard to the established timeframe when the 

need arises to satisfy PD 01-08 requirements.

C11.14. PROCESSING FOLLOW-UPS FROM REPORTING ACTIVITIES

C11.14.1. Types. Follow-ups submitted by reporting activities consist of 

three types:

 C11.14.1.1. Follow-up for ICP/IMM Reply to Customer Asset Report (DLMS

180M, Materiel Returns Reporting (For Reply to Asset Report)).

 C11.14.1.2. Follow-up for ICP/IMM Materiel Receipt Status (DLMS 180M,

Materiel Returns Reporting (Follow-Up for ICP/IMM Materiel Receipt Status)). 

 C11.14.1.3. Follow-up for credit (DLMS 812R, Adjustment Request (FollowUp for Materiel Returns Program Credit)). 

C11.14.2. Determining Whether Original DLMS 180M was Received. On receipt 

of DLMS 180M, Materiel Returns Reporting (For Reply to Asset Report), the ICP/IMM 

will determine whether there is a record indicating that the original DLMS 180M, 

Materiel Returns Reporting (Report of Available Assets to ICP/IMM), was received.

 C11.14.2.1. Record Established. If a record is established and DLMS 870M,

Materiel Returns Supply Status (ICP/IMM Status to Customer), indicating delayed 

response was sent to the customer, a duplicate DLMS 870M will be provided. If a 

record is established and a DLMS 870M was not provided, one of the following actions 

will be initiated:

 C11.14.2.1.1. In Process. If DLMS 180M, Materiel Returns Reporting

(Report of Available Assets to ICP/IMM), transaction is in process, DLMS 870M, 

Materiel Returns Supply Status (ICP/IMM’s Status to Customer), will be sent to the 

customer with Status Code TR indicating the DLMS 180M is in process and DLMS

870M will be provided at a later date.

 C11.14.2.1.2. Rejection. If DLMS 180M, Materiel Returns Reporting

(Report of Available Assets to ICP/IMM), was rejected by the ICP/IMM as invalid, DLMS

180M will produce DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), to the 

reporting activity with the same status code used in the original DLMS 870M.

 C11.14.2.2. No Record of Receipt. If no record of receipt exists for DLMS

180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), the ICP will

process the DLMS 180M as a new DLMS 180M and provide DLMS 870M, Materiel

Returns Supply Status (From ICP/IMM), as appropriate, to the reporting activity.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C11-22 CHAPTER 11

C11.14.3. Receipt of DS 180M, Follow-Up for ICP/IMM Materiel Receipt Status. 

On receipt of a DLMS 180M, Materiel Returns Reporting, ICP/IMM will review records 

and take action as follows:

 C11.14.3.1. Received Materiel. If the records indicate that the materiel has 

been received and classified, transmit a DLMS 870M, Materiel Returns Supply Status,

to the customer.

 C11.14.3.2. Received Materiel Not Classified. If records indicate that the 

materiel has been received but not classified, the ICP/IMM will provide DLMS 870M, 

Materiel Returns Supply Status (From ICP/IMM) with Status Code TT to the customer.

 C11.14.3.3. Materiel Not Located. If records indicate that the materiel has 

not been received, and if the materiel is not located after investigation, the reporting 

activity will be sent DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with 

Status Code TU.

C11.14.4. Receipt of DLMS 812R. On receipt of DLMS 812R, Adjustment 

Request (Follow-Up for Materiel Returns Program Credit), ICP/IMM will take action 

under MILSBILLS procedures. 

C11.14.5. Items Not Under Cognizance of the ICP/IMM. DLMS 180M, Materiel

Returns Reporting (For Reply to Asset Report), received for items not under awareness 

of the ICP/IMM will be rejected to the reporting activity using DLMS 870M, Materiel

Returns Supply Status (From ICP/IMM), with Status Code SC. DLMS 180M, Follow-up 

for ICP/IMM Reply to Customer Asset Report, that does not pass data field validity edits 

will be rejected to the reporting activity using DLMS 870M Status with the appropriate 

reject status code.

C11.15. CANCELLATION OF CUSTOMER ASSET REPORTS

C11.15.1. Reducing Quantity in All Applicable Cancellation Requests. Upon 

receipt of a customer cancellation (DLMS 180M, Materiel Returns Reporting), ICP/IMM 

will cancel or reduce the quantity in all applicable documents affected by DLMS 180M,

including the decision to return, due-in record, PMR, and credit suspense, if applicable.

C11.15.2. Materiel Not Received by Due-In Estimate. The ICP/IMM will initiate

cancellation (DLMS 870M, Materiel Returns Supply Status) action when materiel is not 

received by the due-in EDD or when materiel is not received and no response has been 

received within 30 calendar days after its DLMS 870M, ICP/IMM Follow-Up. ICP/IMM 

will also initiate cancellation when DLMS 856R, Shipment Status Materiel Returns, is 

not received within 120 calendar days (CONUS) or 180 calendar days (OCONUS) after 

receipt of DLMS 870M, Materiel Returns Supply Status.

C11.15.3. Cancellations Initiated by ICP/IMM. Cancellations started by the 

ICP/IMM or in response to DLMS 180M, Materiel Returns Reporting, will be done as 

follows:
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C11-23 CHAPTER 11

 C11.15.3.1. Creditable Returns. For creditable returns, notification of 

cancellation to the reporting activity will be made using DLMS 870M, Materiel Returns 

Supply Status, with Status Code TP.

 C11.15.3.2. Non-creditable Returns. For non-creditable returns, notification 

of cancellation to the reporting activity will be made using DLMS 870M, Materiel Returns 

Supply Status, with Status Code TV.

C11.15.4. Receipt of Shipment Status. When DLMS 856R has been received, but 

material has not been received within the timeframe allotted under C11.11.2.1., action 

to cancel the due-in and PMR will be accomplished under Chapter 12 procedures.

C11.16. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER 

PROCESSING OF DLMS 180M CUSTOMER ASSET REPORTS, CANCELLATIONS, 

AND FOLLOW-UPS WHEN THE SUPPLY SOURCE HAS CHANGED

C11.16.1. Advice Code 3T. Upon receipt of DLMS 180M, Materiel Returns 

Reporting, Cancellation of Customer Asset Report, or Customer Follow-Up to ICP/IMM 

(For Reply to Asset Report), transaction from DAAS with Advice Code 3T when the 

SOS has been changed, the losing ICP/IMM will arrange to change the FLIS and DAAS 

SOS files.

C11.16.2. Losing Supply Source. The losing ICP/IMM will prepare and transmit 

through DAAS DLMS 180M, Materiel Returns Reporting (Report of Available Assets to 

ICP/IMM), Cancellation of Customer Asset Report, and/or Customer Follow-Up to 

ICP/IMM (For Reply to Asset Report)), transactions containing Advice Code 3U to the 

gaining SOS. 

C11.16.3. DAAS Action. DAAS will pass DLMS 180M transactions, above, to the 

gaining SOS. 

C11.17. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER 

LATERAL REDISTRIBUTION OF RETAIL ASSETS

C11.17.1. Purpose. This paragraph outlines procedures for filling back orders by 

generating lateral redistribution orders for retail materiel that has been identified through 

an inter- or intra-DoD Component retail asset visibility system. Additionally, ICPs/IMMs 

may use these procedures to direct lateral redistribution when the total cost of such 

action is lower or when the wholesale level does not have stock available to meet a 

requisition’s required response time.

C11.17.2. Backorder Supplied by Lateral Redistribution. If a backorder is to be 

supplied by lateral redistribution of materiel identified by an inter- or intra-DoD 

Component retail asset visibility system, the lateral redistribution order (LRO) will

contain appropriate data from the requisition, DLMS 940R, (Referral Order (For 

Domestic Shipment/With NSN/North Atlantic Treaty Organization (NATO) Stock 

Number)) in the document identifier, the RIC of the reporting activity, Distribution Code 

2 for consumable materiel or Distribution Code 3 for reparable materiel, the billed 
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C11-24 CHAPTER 11

ICP/IMM DoDAAC and fund code, materiel average acquisition cost, and the RIC of 

the receiving ICP/IMM. Conformance with SLOA/accounting classification requires 

any initiation of a financial business event to include SLOA mandated standard 

financial information system (SFIS) elements. The DLMS shipment status for 

ICP/IMM directed lateral redistribution supports inclusion of SLOA required 

elements. Pending full implementation of SLOA, DAAS will facilitate 

interoperability by updating selected SLOA data fields based upon the reporting 

activity’s Service/Agency and Fund Code. If discrete values for the SLOA data 

elements in the transaction do not match data elements from the SFIS Fund Code 

to Fund Account Conversion Table for the Fund Code in the transaction, reject 

with the DLMS 824R Reject Advice citing Reject Advice Code BU. The LRO will be 

forwarded through DAAS to the reporting activity. DLMS 945A, Materiel Release 

Advice (to ICP/IMM From Storage Activity) with Status Code BA will be provided to 

eligible status recipients.

C11.17.3. Reporting Activity Actions. The reporting activity will: 

 C11.17.3.1. Process the Lateral Redistribution Order on a Fill/Kill basis. 

Provide Status Code BA using DLMS 945A, Materiel Release Advice (to ICP From 

Storage Activity), for the quantity being filled and/or Status Code CB status for the 

quantity not being filled (killed) to the receiving activity, and include Distribution Code 2 

or 3.

 C11.17.3.2. Supply Substitutions. Substitutions are allowed if the requiring 

activity/requisitioning activity and the supplying/holding activity are the same DoD 

Component. Do not substitute if the requiring/requisitioning activity and the 

supplying/holding activity are different DoD Components. 

 C11.17.3.3. Ensure Shipment. Ensure materiel is shipped, using DD Form 

1348-1A, to the activity identified in the LRO as the “ship-to” addressee. When the 

materiel is shipped, send DLMS 856S, Shipment Status (To ICP/IMM From Reporting 

Activities for LRO Shipments of Retail Assets), to the activity identified as the receiving 

activity in the LRO. The DLMS 856S must include the Distribution Code 2 or 3. Retail 

activities will use Uniform Materiel Movement and Issue Priority System (UMMIPS) time 

standards for processing LROs directed by the ICP/IMM. 

 C11.17.3.4. Generate Billing. Generate billing to the ICP/IMM for the 

materiel sent to the original requisitioner. The bill amount is calculated based on 

multiplying the quantity shipped by the average acquisition cost provided by the 

ICP/IMM, along with allowed PCH&T costs.

C11.17.4. Inventory Manager Actions. ICP/IMM will: 

 C11.17.4.1. Record Obligation. Upon receiving DLMS 945A response 

from Reporting Activity, record an obligation for any quantity being filled by the 

Reporting Activity based on the average acquisition cost.
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C11-25 CHAPTER 11

 C11.17.4.2. Update Estimated Ship Dates. Use DLMS 945A, Materiel 

Release Advice (To ICP From Storage Activity), with Status Code BA and Distribution 

Code 2 or 3 to update ESDs.

 C11.17.4.3. Generate Follow-Ups. Generate DLMS 940R, Materiel Release

(From ICP/IMM to Reporting Activity or Storage Activity), follow-ups with Distribution 

Code 2 or 3 to the reporting activity as follows:

 C11.17.4.3.1. When the initial Status Code BA or CB is not received on 

LROs within 10 calendar days. 

 C11.17.4.3.2. Upon receipt of Supply Status Code BA without an ESD 

and 10 calendar days have elapsed since the transaction date of the DLMS 945A,

Materiel Release Advice (To ICP From Storage Activity), Supply Status Code BA. 

 C11.17.4.3.3. Upon Receipt of Supply Status Code BA with an ESD and 

the ESD has expired.

 C11.17.4.3.4. When no response is received to the previous follow-up 

and 10 calendar days have elapsed. Continue to follow up until status is received, 

backorder is re-established, or final disposition.

 C11.17.4.4. Provide Reinstatement and Status Notification. Reinstate the 

requisition and send appropriate status to eligible status recipients upon receipt of 

DLMS 945A, Materiel Release Advice (To ICP From Storage Activity)/Status Code CB

with Distribution Code 2 or 3.

 C11.17.4.5. Create Customer Supply/Status Transactions. When creating 

customer supply and status transactions as a result of processing DLMS 945A, Materiel

Release Advice or DLMS 856S, Shipment Status Materiel Returns, transactions with 

Distribution Code 2 or 3, always use the distribution code that was in the original 

requisition.

C11.18. INTER-SERVICE LATERAL REDISTRIBUTION OF RETAIL ASSETS BY 

INTER-SERVICE AGREEMENT12

C11.18.1. Inter-Service redistribution will not occur before wholesale-level 

requisitioning, except within theater at Combatant Commander direction or as 

authorized by inter-Service agreement for lateral support of high priority mission 

readiness requirements where stock is available within the area of responsibility. 

C11.18.2. Prior to initiating MILSTRIP procedures for non-ICP/IMM-directed interService lateral redistribution, the requiring Service must establish a support agreement 

with the retail/tactical level supply source and employ agreed upon asset visibility tools 

to ensure that materiel is available. High priority mission readiness requirements (PD 

12 Refer to ADC 1062. Initial implementation applicable to Global Combat Supply System-Army (GCSSArmy) and authorized trading partners. Phased implementation for shipment status is authorized.
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C11-26 CHAPTER 11

01-03 and Special Requirements Code N) may be submitted using a passing order 

requisition (DLMS 511R/DIC A3_ with Transaction Type code BM) identifying the retail 

source supply as the RIC-To. These transactions will bypass DAAS routing logic to the 

wholesale SoS. By alternative, the requiring Service may choose to skip the initiating 

requisition passing order transaction and request materiel in person as bearer walk-thru.

C11.18.3. Services supporting inter-Service lateral redistribution will ensure that 

only high priority mission readiness requisitions originated by pre-approved trading 

partners within the area of responsibility are honored. All such requisition passing 

orders will be processed on a fill or kill basis (Advice Code 2C or 2J). These 

requisitions are not subject to modification or follow-up; standard cancellation 

procedures apply. Transactional supply status will be provided regardless of initiating 

method (transaction or walk-thru). Upon receipt of BA status, the materiel will be 

available for pick-up by the requiring customer. Standard shipment status will be 

provided.

C11.18.4 The Service supply source has responsibility for preparation of Interfund 

billing and any required internal transactions associated with this method of lateral 

supply support.

C11.19. RETURNS TO DLA FROM INDUSTRIAL SITES UNDER BASE 

REALIGNMENT AND CLOSURE SUPPLY, STORAGE AND DISTRIBUTION AND 

NATIONAL INVENTORY MANAGEMENT STRATEGY SITE CUSTOMERS

C11.19.1. Industrial Sites Procedures

 C11.19.1.1. The return of DLA-managed material will be accomplished 

without processing the standard MRP program transactions. The individual 

maintenance customer will determine when it has no immediate requirement for the 

materiel and will initiate the return process. The materiel will be physically returned to 

the DLA storage activity with the applicable documentation. The returning activity will

provide a DLMS 527D, Due-In/Advance Receipt/Due Verification (MILSTRAP PMR

(DIC DW_)), transaction to the storage activity identifying the DoD Component activity 

to which the receipt will be reported. Upon notification of receipt by the storage activity 

by a DLMS 527R (MILSTRAP Materiel Receipt - Other Than Procurement Instrument 

Source (DIC D6A)), the Military Service activity will determine whether there is a need 

for the materiel by another maintenance user (backorder). If so, an issue document will

be forwarded to the storage activity for action. If not, a materiel release order (MRO)

will be initiated, directing shipment-in-place (citing the ship-to/supplemental address of 

the storage activity), authorizing a change of ownership to DLA. The receipt of the 

returned materiel from the Military Service ownership to DLA will be accomplished with 

a DLMS 527R Receipt (MILSTRAP DIC D6B). 

 C11.19.1.2. Upon notification of receipt, the DLA ICP will determine whether

a corresponding sale to Service maintenance (identified by DoDAAC series/internal 

customer group) has occurred for the same materiel and condition code within a 60 day 

time frame. If there is a matching sale, the customer will receive credit equal to the 
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C11-27 CHAPTER 11

original sale. The Service’s financial system will be notified of a credit via a DLMS

810L, Logistics Bill (MILSBILLS Billing for Issue from Stock (Credit) (DIC FA2)).

 C11.19.1.3. If no sale has occurred or the condition code differs from that on 

the original sale, DLA will provide credit based upon stock position. If the return 

quantity exceeds that of previous sales, credit will be provided equal to the original sale 

quantity and credit on the remaining quantity will be based upon stock position. DLA 

ICP business rules for determining whether to provide credit/credit amount are 

equivalent to the MRP program and policy contained in DoDM 4140.01. The Service’s 

financial system will be notified of a credit via a DLMS 810L (MILSBILLS DIC FA2). 

C11.19.2. National Inventory Management Strategy Procedures. Materiel returns 

from a NIMS site customer will be processed as per C11.19.1.1. through C11.19.1.3. 

including use of the PMR, receipt to the Military Service, followed by the MRO directing 

shipment-in-place triggering receipt to the DLA ICP. The DLA ICP will process the 

receipt and determine whether a sale has occurred for the same materiel, condition 

code, and customer within a 60 day time frame reflecting the exact same document 

number as the receipt (return) document. If there is an exact matching sale, the 

customer will receive credit equal to the original sale. Credit for any quantity returned 

over the original amount, in a different condition code from the original sale, or 

unmatched is subject to DLA ICP business rules equivalent to the MRP for determining 

whether to provide credit/credit amount.

C11.20. DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS AND 

RETROGRADE RETURNS

C11.20.1. General Requirements. The DoD supply chain may require the return 

of supply items for a variety of reasons beyond the usual excesses turned in for credit 

under the materiel returns program (MRP) described earlier in this chapter. These can 

include the exchange of depot level repairable (DLR) Class IX repair parts as required 

by Military Services’ Exchange Pricing programs, the retrograde of forward-positioned 

retail stock back to a home location, and discrepant/deficient materiel returns directed 

by SDRs, Product Quality Deficiency Reports (PQDRs), or TDRs. In some cases, 

logistics business rules require that the return use the same document number as the 

related order/sale. While this reuse may be appropriate for some materiel held at the 

customer’s location, it is not feasible for all situations. When the materiel is already 

located in a DLA Distribution Center and no physical shipment is required to return the 

materiel to the original owner/manager, the current owner must not reuse (or suffix) the 

original document number for the Prepositioned Materiel Receipt (PMR) and Materiel 

Release Order (MRO) directing the return. The responsible action activity must assign 

an alternative document number when materiel is located in a DLA Distribution Center 

and the current owner must use a ship-in-place MRO to direct the return or when the 

submitters system prohibits reuse of document numbers. Returning activities may ask 

for an alternative document number if the action activity does not provide one. When 

using a new document number for the directed return of discrepant/deficient materiel, 

the responsible activity and the returning activity must retain an audit trail linking the old 

and new document number/suffix. The PMR, Materiel Returns Shipment Status, and 
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C11-28 CHAPTER 11

Receipt provide transactional visibility of the original and new document numbers. The 

directed return must identify the return-to location by DoDAAC or CAGE (used for 

contractors when no DoDAAC is assigned). Clear text addresses may be included in 

addition to the DoDAAC and must be included for returns directed to a contractor 

identified by a CAGE only. The use of a combination of enhanced return transactions 

and the addition of specific indicators to other transactions allows for the specific 

reporting of the transactions without confusion about the nature of the return and enable 

enhanced in-transit visibility (ITV) of these returns. The procedures also support recent 

process improvement initiatives related to requirements for directed returns.

C11.20.2. Associated Transactions. There are three DLMS transactions that contain 

specific content that support the procedures for retrograde and directed 

discrepant/deficient returns. They are the DLMS 527D, Pre-Positioned Materiel Receipt, 

DLMS 856R, Materiel Returns Shipment Status, and DLMS 842A/R Standard Supply 

Discrepancy Report Reply. A fourth transaction, the DLMS 842P, Product Quality 

Deficiency Report (PQDR), is pending implementation.13

 C11.20.2.1. A Pre-Positioned Materiel Receipt, DLMS 527D/MILSTRAP 

DW_, is required for all returns to a DLA Distribution Center/Storage Activity. This 

requirement is applicable to DLMS-capable applications and MILSTRAP legacy

applications. Detailed procedures associated with the PMR are listed in paragraph 

C11.20.3.

 C11.20.2.2. A Materiel Returns Shipment Status, DLMS 856R with enhanced 

data content, is required from DLMS-capable customers to report directed returns to 

both the storage activity and the ICP/Integrated Materiel Manager (IMM) (or other 

Component designated activity). Detailed procedures associated with the materiel 

returns shipment status are listed in paragraph of C11.20.3.

 C11.20.2.3. The materiel returns shipment status will include passive radio 

frequency identification (pRFID) when applicable. Under DoD IUID Supply Policy, the 

DLMS materiel returns shipment status identifying capital equipment or NSNs 

containing an IUID Indicator Y in FLIS, must include serial numbers and the 

corresponding UIIs (when UII is available).

 C11.20.2.4. Capital Equipment. In support of FIAR, accountability and 

management of capital equipment, assigned under an established UIT program requires 

serialization data visibility. Submitters must process directed returns for SDR, PQDR 

TDR and retrograde returns citing the applicable serial number(s) and include the UII 

when available.14

C11.20.3. Detailed Procedures. The following paragraphs contain detailed 

procedures for return of supply items related to discrepant/deficient materiel as directed 

13 Refer to ADC 1007 series.

14 Refer to ADC 1198.
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C11-29 CHAPTER 11

by an SDR, PQDR, or TDR response. This section also addresses retrograde of 

forward-positioned retail stock back to a home location.

 C11.20.3.1. Supply Discrepancy Report

 C11.20.3.1.1. When directing return of discrepant materiel, the SDR 

reply will include the suspense date by which the customer will return the materiel to the 

designated location. Expedited time standards under DoD or DoD Component policy 

will be applied to wrong item/misdirected/misidentified classified/sensitive item returns. 

ICP/IMs may also apply expedited time standards to overage returns for backordered 

materiel not available within another customer’s required delivery date. The activity 

directing the return will identify the return-to/ship-to location by DoDAAC or CAGE as 

described in paragraph C11.20.1. 

 C11.20.3.1.2. The organization responsible for the SDR reply will take 

action to establish a due-in and generate a PMR transaction to the receiving activity. 

The PMR will include the return quantity and the appropriate supply condition code. 

Action to establish the due-in and create the PMR transaction will be accomplished 

under MILSTRAP/DLMS. The PMR will perpetuate the document number associated 

with the SDR, normally the document number of the original shipment, or the alternative 

document number assigned by the activity directing the return as described in 

paragraph C11.20.1. The DLMS PMR will include a Return Type Code indicating the 

reason for return for which the PMR is established and will perpetuate the DoD 

WebSDR control number associated with the SDR. 

 C11.20.3.1.3. The PMR Due-in EDD indicating the time allowed for 

shipment and return of discrepant materiel will be based upon the date of the SDR reply 

directing the return. The EDD will be calculated based upon the date of the initial SDR 

reply directing return. (This may be a reply from the storage activity when action activity 

responsibility has been delegated by the ICP/IM.) The EDD is a “not to exceed” time 

standard established for system processing and does not necessarily equal the number 

of days identified in the SDR reply. The return-by date may be dictated by policy or by 

need. PMR time standards are shown in Table C11.T1., PMR Due-In Estimated 

Delivery Date for SDRs.
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C11-30 CHAPTER 11

Table C11.T1. Pre-Positioned Materiel Receipt Due-In Estimated Delivery Date for 

Supply Discrepancy Reports

EDD USAGE

30 calendar days Wrong item/misdirected/misidentified classified/sensitive items (U.S.)

45 calendar days Returns within Combatant Command/geographic area

Wrong item/misdirected/misidentified classified/sensitive items (SA)

90 calendar days Returns between Combatant Commands/geographic areas (e.g., 

between CONUS and OCONUS locations (U.S.)) 

195 calendar days Returns for other than classified/sensitive (SA)

 C11.20.3.1.4. The returning activity will prepare the DLMS 856R, 

materiel returns shipment status citing the Return Type Code, identifying the reason for 

return for which the materiel returns shipment status is provided. If the controlling 

document number for the directed return is the same as the customer’s requisition, a 

unique transportation control number (TCN) (not derived from the original document 

number) will be identified. The shipment status will perpetuate the DoD WebSDR 

control number (required where electronic interface is available to facilitate inclusion of 

this data content). The materiel returns shipment status will include pRFID, and for 

NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must 

be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is 

required. Shipment returns containing IUID data content (e.g., UIIs and/or serial 

numbers or for capital equipment (assigned under an established UIT program) serial 

number and UII if available) and requiring more than one freight piece to execute the 

movement must have a unique TCN assigned to each freight piece by using a partial 

indicator in the 16th position of the TCN. Multiple freight piece shipments using the 

same TCN for all related freight pieces are not authorized when IUID content is 

required. The shipment status will be directed to the ICP/IMM (or other organization 

that directed the return). With the exception of capital equipment that require 

serialization data visibility, the ICP/IMM (or other organization directing the return) is not 

required to store the UIIs and/or serial numbers. The shipment status will also be 

directed to the return-to activity when identified by DoDAAC. DAAS will transmit to 

DLMS capable activities as identified.

 C11.20.3.1.5. Upon receipt of materiel returns shipment status, the 

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and 

return of materiel (i.e., reset the EDD using the date of the shipment status as the 

starting date, comparable to MILSTRIP MRP EDD procedures) and provide a 

replacement PMR to the receiving location. This action will ensure that both records 

have the same EDD date.

 C11.20.3.1.6. The ICP/IMM and the International Logistics Control 

Office (ILCO) will monitor for directed returns. Follow-up action is required where 

classified/sensitive materiel has not been returned by the EDD. The ICP/IMM will use 
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C11-31 CHAPTER 11

automated research tools to determine status where applicable: query for materiel 

returns shipment status in WEB Visual Logistics Information Processing System 

(WEBVLIPS), transportation shipment status in Integrated Data Environment (IDE)-

Global Transportation Network (GTN) Convergence (IGC), and Report of Shipment 

(REPSHIP) in Intelligent Road/Rail Information Server (IRRIS). Offline communication 

with the shipper may be necessary to determine the status of the materiel. The ICP will

verify that proper discrepancy procedures are followed for materiel reported as in-transit 

and not received. If shipment was delayed an updated EDD will be identified and 

disseminated.

 C11.20.3.1.7. For nonclassified/sensitive returns, in the event that the 

ICP/IMM requires advice of shipment to support related supply decisions and neither 

the materiel nor shipment status has been received, the ICP/IMM may follow-up with the 

customer. Follow-up for nonclassified/sensitive returns is optional except when return 

shipment status was provided and materiel was not received. If the 

nonclassified/sensitive returns are not received by the EDD and no transportation 

shipment status in IGC exists and no materiel returns shipment status was provided or 

the customer is non-responsive to ICP/IMM follow-up, the ICP/IMM will initiate 

cancellation of the due-in/PMR and take appropriate financial action (e.g., reversal of 

credit previously provided or billing for materiel not returned). If the EDD was reset 

based upon shipment status and the materiel is not received by the new EDD, the 

ICP/IMM will follow-up with the shipper to determine the status of the return. The ICP 

will initiate cancellation of the PMR and establishment of a new PMR if the originally 

planned receiving location is changed. Offline communication with the shipper may be 

necessary to determine the status of the materiel. The ICP will verify that proper 

discrepancy procedures are followed for materiel reported as in-transit and not received.

 C11.20.3.2. Product Quality Deficiency Report

 C11.20.3.2.1. When directing return of deficient materiel/exhibits to 

storage activities, the PQDR reply will include the date by which the customer will return 

the materiel to the designated location. The responsible activity may apply an 

expedited time standard to Type I PQDRs or as appropriate. The ICP/IMM will identify 

the return-to location by DoDAAC or CAGE/clear text as described in paragraph 

C11.20.1.

 C11.20.3.2.2. When directing return of deficient materiel/PQDR exhibit, 

the ICP/IMM will establish a due-in and generate a PMR transaction to the receiving 

activity for the materiel return/exhibit quantity using SCC Q. Action to establish the duein and create the PMR transaction will be accomplished under MILSTRAP/DLMS by the 

activity directing the return. The PMR will perpetuate the document number associated 

with the PQDR, normally the document number of the original shipment or the 

alternative document number assigned by the activity directing the return as described 

in paragraph C11.20.1. If the submitter does not have the original shipment document 

number available, a constructed document number will be employed for the PMR, and 

the return shipment. The DLMS PMR will include the Return Type Code indicating the 
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C11-32 CHAPTER 11

reason for the PMR as return of quality deficient materiel and will perpetuate the PQDR 

report control number (RCN).

 C11.20.3.2.3. The PMR due-in EDD indicating the time allowed for 

shipment and return of deficient materiel will be based upon the date of the PQDR reply 

directing the return. The EDD is a “not to exceed” time standard established for system 

processing and does not necessarily correlate to the PQDR reply return-by date which 

may be dictated by other criteria. See Table C11.T2., PMR Estimated Delivery Date

Days for Product Quality Deficiency Reports, to establish the EDD.

Table C11.T2. Pre-Positioned Materiel Receipt Estimated Delivery Date Days for 

Product Quality Deficiency Reports

EDD USAGE

45 calendar days Returns within Combatant Command/geographic area

90 calendar days Returns between Combatant Commands/geographic areas

(e.g., between CONUS and OCONUS locations) 

195 calendar days Security Assistance returns 

 C11.20.3.2.4. The returning activity will prepare DLMS 856R, materiel 

returns shipment status citing the Return Type Code indicating the reason for the 

shipment status as deficient materiel returns. If the controlling document number for the 

directed return is the same as the customer’s requisition, a unique TCN (not derived 

from the original document number) will be identified. The materiel returns shipment 

status will perpetuate the PQDR RCN. The materiel returns shipment status will include 

pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial 

numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy 

compliance is required. Shipment returns containing IUID data content (e.g., UIIs 

and/or serial numbers or for capital equipment requiring serial numbers and UIIs if 

available) and requiring more than one freight piece to execute the movement must 

have a unique TCN assigned to each freight piece by using a partial indicator in the 16th

position of the TCN. Multiple freight piece shipments using the same TCN for all related 

freight pieces are not authorized when IUID content is required. The shipment status 

will be directed to the ICP/IMM (or other organization that directed the return). With the 

exception of capital equipment assigned under an established UIT program and

requires serialization data visibility, the ICP/IMM (or other organization directing the 

return) is not required to store the UIIs and/or serial numbers. The shipment status will 

also be directed to the return-to activity when identified by DoDAAC. DAAS will transmit 

to DLMS capable activities as identified.
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 C11.20.3.2.5. Upon receipt of materiel returns shipment status, the 

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and 

return of materiel (i.e., reset the EDD using the date of the shipment status as the 

starting date, comparable to MILSTRIP MRP EDD procedures) and provide a 

replacement PMR to the receiving location. This action ensures that both records have 

the same EDD.

 C11.20.3.2.6. The ICP/IMM and the ILCO will monitor for directed 

returns. Follow-up with customers is required where materiel/PQDR exhibit has not 

been returned by the EDD. The ICP/IMM will use automated research tools to 

determine status where applicable: query for materiel returns shipment status in 

WEBVLIPS, transportation shipment status in IGC, and REPSHIP in IRRIS. The ICP 

will verify that proper discrepancy procedures are followed for materiel reported as intransit and not received. The originator of the PMR will cancel the PMR if 

circumstances have changed and materiel will not be returned as directed. The PMR 

will be cancelled and a new PMR established if the originally planned receiving location 

is changed.

 C11.20.3.3. Transportation Discrepancy Report

 C11.20.3.3.1. When directing return of materiel associated with a TDR, 

the TDR reply will include the date by which the reporting activity will return the materiel 

to the designated location. The responsible activity may apply an expedited time 

standard as appropriate. The activity directing the return will identify return-to location 

identified by DoDAAC or CAGE/clear text as described in paragraph C11.20.1.

 C11.20.3.3.2. When directing return of discrepant materiel, the ICP/IMM 

responsible for the TDR reply will take action to establish a due-in and generate a PMR 

transaction to the receiving activity for the quantity in the TDR reply. Action to establish 

the due-in and create the PMR transaction will be accomplished under 

MILSTRAP/DLMS. The PMR will perpetuate the return document number associated 

with the document number of the original shipment or as assigned by the ICP/IMM as 

described in paragraph C11.20.1. The DLMS PMR will include a Return Type Code 

indicating the reason for the PMR as return of transportation-related discrepant materiel 

and will perpetuate the control number associated with the TDR.

 C11.20.3.3.3. The PMR due-in EDD indicating the time allowed for 

shipment and return of deficient materiel will be based upon the date of the TDR 

response directing the return. The EDD is a “not to exceed” time standard established 

for system processing and does not necessarily correlate to the TDR reply return-by 

date, which may be dictated by other criteria. See Table C11.T3., Due-In Estimated 

Delivery Date for Transportation Discrepancy Report, to establish the EDD.
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C11-34 CHAPTER 11

Table C11.T3. Due-In Estimated Delivery Date for Transportation Discrepancy 

Report

EDD USAGE

45 calendar days Returns within Combatant Command/geographic area

90 calendar days Returns between Combatant Commands/geographic areas 

(e.g., between CONUS and OCONUS locations) 

195 calendar days Security Assistance returns 

 C11.20.3.3.4. The returning activity will prepare DLMS 856R materiel 

returns shipment status citing a Return Type Code indicating the reason for the 

shipment status is applicable to a TDR directed return. If the controlling document 

number for the directed return is the same as the original shipment, a unique TCN (not 

derived from the original document number) will be identified. The materiel returns 

shipment status will perpetuate the TDR control number. The materiel returns shipment 

status will include pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or 

corresponding serial numbers must be included in the DLMS 856R, indicating that DoD 

IUID Supply Policy compliance is required. Shipment returns containing IUID data 

content (e.g., UIIs and/or serial numbers or capital equipment requiring serial numbers 

and UIIs if available) and requiring more than one freight piece to execute the 

movement must have a unique TCN assigned to each freight piece by using a partial 

indicator in the 16th position of the TCN. Multiple freight piece shipments using the 

same TCN for all related freight pieces are not authorized when IUID content is 

required. The shipment status will be directed to the ICP/IMM (or other organization 

that directed the return). With the exception of capital equipment assigned under an 

established UIT program and requires serialization data visibility, the ICP/IMM (or other 

organization directing the return) is not required to store the UIIs and/or serial numbers. 

The shipment status will also be directed to the return-to activity. DAAS will transmit to 

DLMS capable activities as identified.

 C11.20.3.3.5. Upon receipt of materiel returns shipment status, the 

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and 

return of materiel (i.e., reset the EDD using the date of the shipment status as the 

starting date, comparable to MILSTRIP MRP EDD procedures) and provide a 

replacement PMR to the receiving location. This action will ensure that both records 

have the same EDD date.

 C11.20.3.3.6. The ICP/IMM and ILCO will monitor for receipt. Follow-up 

with customers is required where materiel has not been returned by the EDD. The 

ICP/IMM will use automated research tools to determine status where applicable: query 

for materiel returns shipment status in WEBVLIPS, transportation shipment status in 

IGC, and REPSHIP in IRRIS. The ICP will verify that proper discrepancy procedures 

are followed for materiel reported as in-transit and not received. The originator of the 

PMR will cancel the PMR if circumstances have changed and materiel will not be 
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C11-35 CHAPTER 11

returned as directed. The PMR will be cancelled and a new PMR established if the 

originally planned receiving location is changed.

 C11.20.3.4. Retrograde Returns. These procedures apply to returns for 

which materiel returns shipment status (DLMS 856R/DIC FTM) is not provided under 

the above MILSTRIP Materiel Returns Program.

 C11.20.3.4.1. When directing return of materiel (for return, replacement, 

or other reason), the ICP/IMM will include the date by which the reporting activity will

return the materiel to the designated location and the applicable PD. The return-to 

location will be identified by DoDAAC or CAGE. Clear text addresses may be included 

to facilitate the return since not all customers have ready access to an authoritative 

source for address information. Retrograde returns that are not subject to ICP/IMM 

direction will be returned in accordance with DoD Component procedures.

 C11.20.3.4.2. When directing return of materiel the ICP/IMM will

establish a due-in and generate a PMR transaction to the receiving activity for the 

applicable quantity. Action to establish the due-in and create the PMR transaction will

be accomplished under MILSTRAP/DLMS. Where the returning activity self-initiates the 

return, the returning activity will be responsible for preparation of the PMR. The PMR 

will perpetuate the return document number. The DLMS PMR will include a Return 

Type Code indicating the reason for the PMR as return of materiel for repair (including 

exchange price returns)/retrograde movement.

 C11.20.3.4.3. The PMR EDD indicating the time allowed for shipment 

and return of deficient materiel will be based upon the date of the directed return or 

generation of PMR where the return is initiated by the returning activity. The EDD is a 

“not to exceed” time standard established for system processing and does not 

necessarily correlate to the reply return-by date when applicable since that date may be 

dictated by other criteria. See Table C11.T4., PMR EDD Time Standard for Retrograde 

Returns, to establish the EDD.

Table C11.T4. Pre-Positioned Materiel Receipt Estimated Delivery Date Time 

Standard for Retrograde Returns

EDD USAGE

45 calendar days Returns within Combatant Command/geographic area

90 calendar days Returns between Combatant Commands/geographic areas

(e.g., between CONUS and OCONUS locations) 

195 calendar days Security Assistance returns 

 C11.20.3.4.4. The returning activity will prepare DLMS 856R materiel 

returns shipment status citing a Return Type Code indicating the reason for the 

shipment status is applicable to return/retrograde movement. The materiel returns 

shipment status will perpetuate the associated document number. A unique TCN (not 

derived from the original document number) will be identified. A customer reference 
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C11-36 CHAPTER 11

number may be included when applicable to identify the original requisition document 

number. The materiel returns shipment status will include pRFID, and for NSNs 

containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be 

included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is 

required. Shipment returns containing IUID data content (e.g., UIIs and/or serial 

numbers or capital equipment requiring serial numbers and UIIs if available) and 

requiring more than one freight piece to execute the movement must have a unique 

TCN assigned to each freight piece by using a partial indicator in the 16th position of the 

TCN. Multiple freight piece shipments using the same TCN for all related freight pieces 

are not authorized when IUID content is required. The shipment status will be directed 

to the ICP/IMM (or other organization that directed the return). With the exception of 

capital equipment assigned under an established UIT program and requires serialization 

data visibility, the ICP/IMM (or other organization directing the return) is not required to 

store the UIIs and/or serial numbers. The shipment status will also be directed to the 

return-to activity when identified by DoDAAC. DAAS will transmit to DLMS capable 

activities as identified.

 C11.20.3.4.5. Upon receipt of materiel returns shipment status, the 

ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and 

return of materiel (i.e., reset the EDD using the date of the shipment status as the 

starting date, comparable to MILSTRIP MRP EDD procedures) and provide a 

replacement PMR to the receiving location. This action ensures that both records have 

the same EDD date.

 C11.20.3.4.6. The ICP/IMM will monitor for receipt. Follow-up with the 

returning activity is required where materiel has not been returned by the EDD. The 

ICP/IMM will use automated research tools to determine status where applicable: query 

for materiel returns shipment status in WEBVLIPS, transportation shipment status in 

IGC, and REPSHIP in IRRIS. The ICP will verify that proper discrepancy procedures 

are followed for materiel reported as in-transit and not received. The originator of the 

PMR will cancel the PMR if circumstances have changed and materiel will not be 

returned as directed. The PMR will be cancelled and a new PMR established if the 

originally planned receiving location is changed.
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C12-1 CHAPTER 12

C12. CHAPTER 12

DUE-IN AND PRE-POSITIONED MATERIEL RECEIPT

C12.1. GENERAL

C12.1.1. Standard Procedures. This chapter prescribes standard procedures for 

sending information about incoming materiel between wholesale managers and storage 

activities and between owner/managers and maintenance activities, and between losing 

inventory manages (LIM) and gaining inventory managers (GIM). The procedures 

require timely establishment of due-in information for all anticipated receipts of materiel, 

and requires that managers provide receiving storage activities with information for 

anticipated receipts.

C12.1.2. Control of Due-In Records for Materiel Receipt Acknowledgement. The 

control of due-in records below the wholesale level to accommodate the DoD closedloop materiel receipt acknowledgment (MRA) process is addressed in Chapter 10.

C12.1.3. Consignment of Materiel to Storage Activities. Documentation covering 

consignment of materiel to storage activities is prescribed in the DoD Component 

publications. These documents are used, together with information developed by 

inspection and classification procedures, as source data for documenting transactions in 

terms of this manual. The distribution of disbursement, procurement, and transportation 

documentation by storage activities is also governed by existing publications and is, 

therefore, not a consideration here.

C12.1.4. Transactions. This chapter addresses the procedures applicable to the 

following Accredited Standards Committee (ASC) X12 transaction functions identified by 

their beginning segment and transaction type code. Other DLMS formats, such as 

extensible markup language (XML), are also available. See the Defense Enterprise 

Data Standards Office (DEDSO) Website for available formats on the DLMS IC page. 

The corresponding MILSTRAP legacy 80 record position functionality is identified for 

information purposes in a mixed DLSS/DLMS environment.

 C12.1.4.1. Due-in Transaction is identified by the DLMS 527D ASC X12 

beginning segment (1/BR02/020) Transaction Type Code DA – Due-in. This transaction 

provides MILSTRAP legacy DIC DD_/DF_ functionality.

 C12.1.4.2. Advance Receipt Information Transaction identified by the DLMS

527D ASC X12 beginning segment (1/BRO2/020) Transaction Type Code DE – 

Advance Receipt. This transaction provides MILSTRAP legacy DIC DU_/DW_ 

functionality.

 C12.1.4.3. Delinquent Due-in Inquiry Transaction is identified by the DLMS

527D ASC X12 beginning segment (1/BR02/020) Transaction Type Code TJ – 
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C12-2 CHAPTER 12

Delinquent Due-in Inquiry. This transaction provides MILSTRAP legacy DIC DLC 

functionality.

 C12.1.4.4. Delinquent Due-in Advice Transaction is identified by the DLMS

527D ASC X12 beginning segment 91/BR02/020) Transaction Type Code TI – 

Delinquent Due-in Advice. This transaction provides MILSTRAP legacy DIC DLD 

functionality.

 C12.1.4.5. Due-in Reconciliation Inquiry Transaction is identified by the 

DLMS 527D ASC X12 beginning segment (1/BR02/020) Transaction Type Code LC – 

Due-in Reconciliation Inquiry. This transaction provides MILSTRAP legacy DIC DLE 

functionality.

 C12.1.4.6. Due-in Reconciliation Advice Transaction is identified by the 

DLMS 527D ASC X12 beginning segment (1/BR02/020) Transaction Type Code TK –

Due-in Reconciliation Advice. This transaction provides MILSTRAP legacy DIC DLF 

functionality.

C12.1.5. Use of DLMS 527D. Use the DLMS 527D functionality as follows:

 C12.1.5.1. Owners/integrated material managers (IMM) use to establish prepositioned materiel receipt (PMR) at the storage activity. Prepositioned materiel receipt 

(PMR) was previously known as advanced receipt information (ARI). 

 C12.1.5.2. GIMs use for due-in reconciliation and to inquire about delinquent 

due-in transactions

 C12.1.5.3. LIMs use to provide the GIM with memorandum due-in 

information, to respond to GIM due-in reconciliations and inquiries, and to provide the 

GIM revised due-in estimated delivery dates (EDD) as changes occur.

C12.2. CONTROL OF MATERIEL DUE-IN

C12.2.1. Establishing Due-In Records. IMMs will establish due-in records for all 

anticipated receipts of materiel to maintain property accountability or visibility of materiel

due-in to inventory, as required under Chapter 6.

C12.2.2. Keep Current Status. IMMs shall keep due-in records in a current status. 

Use revised delivery schedules, notification of shipment or delayed shipment, repair 

schedules and repair schedule changes, contracts and contract changes, customer and 

manager cancellations, materiel receipts, and completion of shipment 

tracer/discrepancy reporting actions to establish, revise, and delete due-in records and 

maintain appropriate delivery dates. Refer to Chapter 11, C11.20. for specific content 

and estimated delivery date requirements for PMR associated with directed 

discrepant/deficient materiel returns and retrograde returns.

C12.2.3. Audit Trail. IMMs will establish an audit trail when deleting or reversing 

due-in quantities. All due-in deletions and reversals will interface with the financial 
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C12-3 CHAPTER 12

system. Due-in deletions and reversals are prohibited without advance coordination 

between the supply and financial functions, and with the procurement function for duesin from procurement instrument sources, unless the supply, financial, and procurement

systems are fully integrated. When deleting or reversing due-in quantities, managers 

will initiate action to correct the receiving storage activity's PMR file under C12.3.3.

C12.2.4. Supply and Financial Interface. The DoD Components will establish the 

necessary interface between supply and financial operations/functions to account for 

materiel in-transit as required under DoD 7000.14-R, “Department of Defense Financial 

Management Regulation”. 

C12.2.5. In-Transit Due-In Procedures. IMMs will monitor due-in records and 

inquire to storage activities for information on in-transit dues-in under the procedures in 

Chapter 13. 

C12.2.6. Product Quality Deficiency Materiel. When IMMs direct materiel for 

return based on a reported product quality deficiency, they will prescribe use of Supply 

Condition Code (SCC) Q in the disposition instructions to the returning activity. IMMs 

will establish and monitor due-ins for all returns of potential/confirmed product quality 

deficiency related materiel, citing the document number included in the report. Provide 

PMRs for the returns to receiving storage activities, under C12.3, citing the due-in 

document number and SCC.

C12.2.7. Product Quality Deficiency Report (PQDR) Exhibit Tracking. When 

establishing a PMR for a PQDR exhibit, the activity directing the return must include the 

PQDR Report Control Number (RCN) to facilitate exhibit tracking. When the receipt is 

processed, the receiving activity will perpetuate the PQDR RCN from the PMR to the

receipt transaction.

C12.3. PROVIDING THE STORAGE ACTIVITY WITH PRE-POSITIONED MATERIEL 

RECEIPT

C12.3.1. Due-In Information Requirements. Owners/managers will provide

maintenance and storage activities with due-in information for scheduled materiel

receipts by providing them with PMR transactions. For due-ins from procurement 

instrument sources, IMMs will include applicable contract information and packaging 

data, to facilitate the receiving process and reduce the need for hard copy contracts at

the receiving activity. As part of the contract information, the IMM will include indicators 

identifying whether the contract required unique identification (UID) or passive Radio 

Frequency Identification (pRFID).1 If the owner/manager fails to generate a PMR for 

DLA Distribution Center receipt, the distribution center will submit a Supply Discrepancy 

Report to the owner/manager.

C12.3.2. Storage Activity Requirements. Storage activities receiving DLMS 527D 

will keep them in an PMR file pending receipt of the materiel or the receipt of updates to 

1 DLA DSS will implement these new procedures IAW Approved DLMS Change (ADC) 172 in January 

2007, enabling DSS to use the indicator when the IMM provides it in the 527D PMR transaction.
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C12-4 CHAPTER 12

the PMR from the IMM. Storage activities may use the PMR contract information and 

packaging data to facilitate the receiving process.

 C12.3.2.1. Passive RFID. PMR notice that a shipment contractually requires 

passive RFID will allow preplanning so that the incoming shipment may be directed for 

offloading at the RFID reader location and provides a basis for submission of a Supply 

Discrepancy Report (SDR) in accordance with SDR procedures should the vendor fail to 

employ the required RFID.

 C12.3.2.1.1. Upon request of the IMM, Defense Automatic Addressing 

System (DAAS) is authorized to support DLMS implementation of this process by 

inserting the pRFID indicator in the PMR as the transaction processes through the 

DAAS. IMMs will provide specific criteria for use by the DAAS to prevent improper 

assignment of the indicator. This DAAS procedure is an interim “work-around” pending 

IMM implementation of integrated logistics and contract administration processes so 

that the contractual requirement for pRFID can be programmatically identified and 

positioned in the PMR transaction.2

 C12.3.2.1.2. DAAS will maintain a table containing criteria to be used in 

determination of applicable PMRs. Criteria may specify excluded contract numbers, 

excluded commodities (by FSG or FSC), Service/Agency originating the PMR, specific 

characters within the contract number, and location of the storage activity (e.g. 

CONUS).

 C12.3.2.2. Item Unique Identification. PMR notice that a shipment 

contractually requires item unique identification (IUID) provides a basis for submission 

of supply discrepancy reports (SDR) in accordance with SDR procedures, should the 

vendor fail to employ the required IUID.

C12.3.3. PMR. IMMs will send PMR transactions and PMR transaction reversals 

as due-in records are revised so that receiving storage activities can maintain the 

records to show status equivalent to IMM due-in records. IMMs will send PMR

reversals to the storage activities when deleting due-in records. IMMs will also send

PMR reversals when revising due-in records (e.g., dates, quantities, destinations) and 

simultaneously send replacement PMR transactions showing revised due-in record 

data.

C12.3.4. Optional National Inventory Management Strategy (NIMS) Advanced 

Receipt Notification. Under the NIMS concept of operation, the IMM may own materiel

for managed NSNs down to the retail level. Such arrangements will be based on 

agreements between participating DoD Components. Replenishment of IMM owned 

retail will be accomplished under a push scenario. When assets are available to push, 

PMR will be sent to the NIMS site using standard PMR procedures. Optionally, the DoD 

Component agreements may authorize the use of PMR for the IMM to notify the NIMS 

2 Refer to ADC 297, DAAS Passive Radio Frequency Identification (pRIFD)-Required Exclusion Table for 

DLMS 527D PMR/Prepositioned Materiel Receipt (PMR). At the time of implementation, DLA is the only 

participating Component.
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C12-5 CHAPTER 12

site that materiel to support their replenishment requirement is delayed. In this 

instance, PMR will contain the quantity not available for push replenishment, the Delay 

Notification Code BD and an estimated shipping date. If at the time push replenishment 

is required, only a partial quantity is available, then two PMR transactions will be 

generated; one for the quantity pushed and one for quantity delayed. These 

transactions will have different document numbers and the delayed one will have the 

BD Delay Notification Code. Later, if only a partial amount of the quantity previously 

delayed becomes available to push, two PMR transactions will be generated. The one 

for the quantity pushed will maintain the document number of the original delayed 

notification with the “BD” indicator eliminated. The PMR for the quantity still delayed 

must be assigned a new document number and a BD Delay Notification Code. If the 

total quantity is initially delayed and later the total quantity is shipped, PMR must have 

the same document number throughout the process. The IMM will update/replace the 

PMR delayed notification anytime either the replenishment quantity or the estimated 

shipping date changes. New delayed notification must maintain the same document 

number unless a partial push occurs. Replacement delayed notification under the same 

or new document number will not require the reversal of the previous PMR transaction. 

Reversal logic for PMR transactions indicating that a push shipment has been initiated 

will follow the requirement in C12.3.3.

C12.3.5. PMR for Materiel Returns under NIMS and Base Realignment and 

Closure (BRAC) Retail Supply, Storage and Distribution (SS&D)/Inventory Management 

and Stock Positioning (IMSP). The PMR is used in a variation of the materiel returns 

program for processing DLA-managed materiel returns to DLA from selected sites in 

support of the BRAC SS&D/IMSP and NIMS. The returning activity will be responsible 

for submission of an PMR to the storage site identifying the Military Service activity to 

which the receipt will be reported for these returns of DLA-managed items. Because 

the Military Service sites will no longer retain retail stock balances under these 

programs, DLA will assume ownership of all materials regardless of asset position. 

Upon notification of receipt of returned materiel by the storage activity via a Receipt

Transaction (DLMS 527R Receipt with 2/LIN01/10 Code I; MILSTRAP DIC D6A), the 

Military Service activity will determine if there is a need for the material by another 

maintenance user (backorder). If so, an issue document will be forwarded to the 

storage activity for action. If not, a materiel release order will be initiated, directing 

shipment-in-place (citing the ship-to/supplemental address of the storage activity), 

authorizing a change of ownership to DLA. The receipt of the returned materiel from the 

Military Service ownership to DLA will be accomplished with a receipt (DLMS 527R 

Receipt with 2/LIN01/10 Code J; MILSTRAP DIC D6B).

C12.3.6. PMR Requirements for Ship-in-Place Materiel Relese Order (MRO) 

(Other than Ammunition/ Ammunition Related Materiel).

3 Materiel release/issue 

and receipt for the purpose of ship-in-place requires a mandatory PMR. The 

custodial activity performing the transfer uses the PMR to identify the future 

3 Refer to ASC 1395.
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C12-6 CHAPTER 12

owner. In addition, the MRO and the PMR will serve as evidential matter to justify 

the transfer.

 C12.3.6.1. The gaining inventory manager is responsible for 

transmitting a mandatory PMR to the custodial activity performing the transfer. 

The PMR must precedes the MRO and both transactions must have the same 

document number for a successful match. The lack of a matching PMR will result 

in an MRO denial.

 C12.3.6.2. A matching PMR must be present for every ship-in-place 

materiel release request. When the PMR is not available, the custodial activity 

performing the transfer will reject the Ship-in-place request via DLMS 945A 

Materiel Release Denial with Denial Management Code S.

 C12.3.6.3. Materiel returns scenarios, including Materiel Returns 

Program and the directed return of discrepant/deficient materiel such as reported 

by SDR, PQDR, or Storage Quality Control Report require the GIM to submit the 

PMR.

C12.4. LOAN MATERIEL 

C12.4.1. Use appropriate adjustment and/or receipt/due-in transactions to show

the on-hand/due-in and later receipts. Show materiel on loan on owner records in the 

appropriate purpose code (as prescribed by the DoD Component procedures) or as a 

nonprocurement source due-in citing Reason for Materiel Receipt/Return Code H 

depending on the method/system applied.

C12.4.2. Owners/IMMs may use PMR transactions to provide advance notification 

to activities scheduled to receive returned loaned materiel. See DLMS Volume 2, 

Chapter 13 paragraph C13.2.10. Loaned Materiel for additional details.

C12.5. LOGISTICS REASSIGNMENT MEMORANDUM DUE-IN AND PREPOSITIONED MATERIEL RECEIPT

C12.5.1. Memorandum Due-In. The LIM will send a memorandum due-in 

information transactions as of the effective transfer date (ETD) to the GIM, for both 

awarded contracts and unawarded purchase requests. Quantities will show only what is 

available for transfer. The GIM will process valid memorandum due-in transactions to 

establish memorandum due-in records. If the GIM receives a memorandum due-in 

transaction for an item not involved in a logistics reassignment, the GIM will reject the 

transaction back to the initiator using DLMS 824R, Reject Advice, citing Reject Advice 

Code AY.

C12.5.2. Destination Change. Under DoD 4140.26, “Defense Integrated Materiel 

Management for Consumable Items”, Volume 4, “Logistics Reassignment” Change 1, 

December 14, 2017, the LIM will take action to change the destination of undelivered 

purchases upon request of the GIM. Upon changing the quantity due-in/destination, the 

LIM will prepare and send a memorandum due-in reversal and a new memorandum 
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due-in to the GIM. Additionally, when an award is made for an unawarded purchase 

request, the LIM will prepare and send a memorandum due-in reversal and a new 

memorandum due-in transaction to the GIM and a PMR transaction to the applicable 

storage activity.

C12.6. LOGISTICS REASSIGNMENT DUE-IN VALIDATION

C12.6.1. Due-In Inquiry

 C12. 6.1.1. Inquiry for Due-In with Expired EDD. The GIM will initiate a 

DLMS 527D due-in inquiry when the EDD for delivery of materiel is delinquent by more 

than 30 calendar days. Compute the delinquent date from the memorandum due-in that 

the LIM provided on the ETD. The GIM will also initiate DLMS 527D when a revised 

due-in date later becomes delinquent by 30 calendar days.

 C12.6.1.2. Inquiry for Due-In with Invalid EDD. The GIM will initiate DLMS

527D due-in inquiry 30 calendar days after the ETD when the memorandum due-in, the 

LIM provided on the ETD, contains an invalid EDD (e.g., for materiel pending 

procurement/contract action by the LIM). The GIM will initiate a second inquiry 60 

calendar days after the ETD for all dues-in with invalid EDDs. If the LIM does not reply 

to the second inquiry, the GIM must intervene off-line. The GIM will include all due-ins 

with invalid EDDs 90 calendar days after the ETD in the reconciliation. Based on the 

response, the GIM will determine if additional inquiry/reconciliation action is required.

C12.6.2. Delinquent Due-In Advice

 C12.6.2.1. The LIM will provide the GIM with due-in information in response 

to an inquiry using a delinquent due-in advice transaction citing the appropriate asset 

transfer status code.

 C12.6.2.2. Revision of Estimates. To preclude the need for due-in inquiry 

transactions by the GIM, the LIM will provide revised EDDs as changes occur using a 

delinquent due-in transaction with Asset Transfer Status Code AF.

C12.6.3. Due-In Reconciliation

 C12.6.3.1. Due-In Verification. The DoD Components will use the due-in 

reconciliation process to verify that the GIM is in receipt of all procurement/contract 

award data for assets due-in and the most current EDDs available. This process will

also ensure that all items still pending procurement/contract award on the ETD are still 

valid.

 C12.6.3.2. Due-In Reconciliation. The GIM will initiate a due-in reconciliation 

inquiry for reconciliation of dues-in for logistically reassigned materiel 90 calendar days 

after the ETD and semiannually thereafter for all materiel that has not been received. 

The GIM will include all items with materiel still due in to the LIM, regardless of the 

presence of a current EDD, in the reconciliation request.
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C12-8 CHAPTER 12

 C12.6.3.3. Due-In Reconciliation Response. The LIM will respond to due-in 

reconciliation requests using a due-in reconciliation advice containing the appropriate 

asset transfer status code. The LIM will ensure that due-in information for all items still 

pending procurement/contract action, pending delivery, or in litigation is readily available 

to respond to the reconciliation request.
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C13-1 CHAPTER 13

C13. CHAPTER 13

MATERIEL RECEIPT

C13.1. GENERAL

C13.1.1. Purpose. 

 C13.1.1.1. Wholesale Level Receipt Processing. This chapter prescribes 

standard procedures for processing wholesale materiel receipt information between 

inventory control points (ICP) and storage activities and between losing inventory 

managers (LIM) and gaining inventory managers (GIM). The procedures require 

expeditious showing of assets in the property accountability records and related 

financial accounts. Documentation covering consignment of materiel to storage 

activities is prescribed in other DoD and DoD Component regulations. These 

documents are used, together with information developed by inspection and 

classification procedures, as source data for documenting transactions in terms of this 

manual. The distribution of disbursement, procurement, and transportation 

documentation by storage activities is also governed by existing regulations and is, 

therefore, not a consideration here.

 C13.1.1.2. Image of Receipt Transactions for Wholesale Assets. As required 

by DoDM 4140.01, Volume 5, Delivery of Materiel, DoD Component must transmit the 

image of receipt for materiel received from wholesale where the Component does not 

need to report the receipt of assets to an external automated information system (AIS) 

via DAAS. This requirement applies to lateral redistribution and depot level reparable 

orders directed by the ICP or integrated materiel manager as well as organic or 

commercial items shipped directly from maintenance. 

C13.1.2. There are additional processing procedures over and above those 

contained in this chapter that must be applied for items identified as serially managed 

materiel requiring owner visibility at DLA Distribution Centers. The identity of the 

materiel and the additive procedures are in Chapter 30.

C13.1.3. Transactions. This chapter addresses the procedures applicable to the 

following Accredited Standards Committee (ASC) X12 transaction functions identified by 

their beginning segment transaction type code. Other DLMS formats, such as XML, are 

also available. See the Defense Enterprise Data Standards Office (DEDSO) Website 

for available formats on the DLMS IC page. The corresponding MILSTRAP legacy 80 

record position transaction is identified for information purposes in a mixed DLSS/DLMS 

environment.

 C13.1.3.1. Receipt Transaction is identified by the DLMS 527R ASC X12 

beginning segment (1/BR02/020) Transaction Type Code D4 – Receipt. This 

transaction provides MILSTRAP legacy DIC D4_ (Procurement Instrument Source)/D6_ 

(Other Than Procurement Instrument Source) functionality. 
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C13-2 CHAPTER 13

 C13.1.3.2. Receipt Inquiry Transaction is identified by the DLMS 527R ASC 

X12 beginning segment (1/BR02/020) Transaction Type Code IN – Inquiry. This 

transaction provides MILSTRAP legacy DIC DXA/DXB functionality.

 C13.1.3.3. Response to Inquiry Transaction is identified by the DLMS 527R 

ASC X12 beginning segment (1/BR02/020) Transaction Type Code DG – Response. 

This transaction provides MILSTRAP legacy DIC DXC/DXD functionality. 

C13.1.4. Materiel Receipt/Return Code Definitions. For materiel receipt/return 

code definitions, see DLMS 527R, Receipt, Inquiry, and Response, or the Defense 

Enterprise Data Standards Office Website. 

C13.1.5. Use of DLMS 527R for Receipt. DLMS 527R will be used by receiving 

activities to report both receipts and historical receipt information to owners and other 

management control activities.

C13.1.6. Capital Equipment Candidate Receipts. In support of Financial 

Improvement and Audit Readiness (FIAR) compliance for accountability and 

management of capital equipment, capital equipment candidates require serialization 

data visibility. Submitters must prepare receipts for capital equipment candidate items 

to include the serial numbers (and UIIs if available). The DSS storage activity will send 

the receipt transaction to the owner and include the serialized data for the owner 

records. The owner will update the IUID registry using existing IUID registry 

procedures.

C13.1.7 Acquisition and Valuation History transaction is identified by the 

DLMS 536R ASC X12, beginning segment (1/BR02/0200) Transaction Type Code 

TS – Transfer Statement, J-Record. There is no legacy equivalent transaction. A 

materiel owner may use this functionality when there is a need to report any 

acquisition and valuation data upon shipment or in response to a request/inquiry. 

C13.1.8 Acquisition and Valuation transaction is identified by the DLMS 

536R ASC X12, beginning segment (1/BR02/0200) Transaction Type Code TS – 

Transfer Statement, CO-Correction. There is no legacy equivalent transaction. A 

materiel owner may use this functionality when there is a need to make a 

correction to previously submitted data. 

C13.1.9 Acquisition and Valuation transaction is identified by the DLMS 

536R ASC X12, beginning segment (1/BR02/0200) Transaction Type Code TS – 

Transfer Statement, 7-Request. There is no legacy equivalent transaction. A 

materiel owner may use this functionality to request acquisition and valuation 

information from the last organization who own the materiel. 

C13.2. MATERIEL RECEIPT PROCESSING
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C13-3 CHAPTER 13

C13.2.1. Receiving Activity Actions. Receiving activities will report receipts of 

materiel using a Materiel Receipt transaction and: 

 C13.2.1.1. Post receipts to the total item property record by changing or 

adding to data in the pre-positioned materiel receipt (PMR) file established under 

Chapter 12, Due-In And Pre-Positioned Materiel Receipt procedures, or by extracting 

data from the consignment documentation. For capital equipment candidates, receiving 

activities will maintain the serial numbers (and UIIs if available) on their records.

 C13.2.1.2. For discrepant shipments, follow the guidelines provided in

C13.2.8. 

C13.2.2. Reversal of Incorrect Receipt Transactions. Receiving activities may use 

the Receipt Transaction to reverse incorrect Receipt Transactions. Include the reason 

for reversal code as applicable. Refer to Chapter 17 Supply Discrepancy Reporting 

(SDR) procedures for use of the SDR reply to request receipt reversal by the receiving 

activity when the wrong owner does not have systemic support to reject a receipt 

reported to the wrong owner. 1

C13.2.3. Rejection of Receipt Reported to Wrong Owner. If a receipt is 

erroneously reported to the wrong owner (e.g., due to missing or unmatched PMR), the 

recipient of the receipt transaction should reject the receipt back to the initiator using 

DLMS 824R Reject Advice with Reject Advice Code AB (Rejected. Submitted to 

incorrect manager). If known, include the correct manager to facilitate reprocessing of 

the receipt. Do not reject receipts reported to the owner designated by PMR or to the 

pre-designated Service owner for unauthorized return of consumable items.2

C13.2.4. Central Procurement Receipts. Receipts from procurement can originate

from central procurement or local procurement actions. Authorized procurement 

delivery documents should accompany each shipment as prescribed in the Federal 

Acquisition Regulation (FAR). 

C13.2.5. Materiel Receipt Inspection Procedures. When shipments of materiel

received from procurement instrument sources require inspection and/or acceptance at 

destination, receiving storage activities must do the inspection and/or acceptance and 

the in check operations as concurrent actions. Receiving activities will: 

 C13.2.5.1. Inspect shelf-life materiel for appropriate condition and type of 

shelf-life code in accordance with applicable DoD Component procedures based on 

DoDM 4140.27, “DoD Shelf-Life Management Program”, July 6, 2016. 

 C13.2.5.1.1. Mark materiel, as appropriate, for shelf-life code and 

supply condition code (SCC) upon receipt.

1 Refer to ADC 1273.

2 Ibid.
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C13-4 CHAPTER 13

 C13.2.5.1.2. Package markings must be in accordance with MIL-STD129.

 C13.2.5.2. Based on inspection, prepare a Materiel Receipt Transaction 

indicating the date inspected and the actual condition(s), by quantity, of the materiel

received. Wholesale owners will make this date available to the office responsible for 

contractor payment for use in determining if an interest penalty applies.

C13.2.5.3. Shelf-life items in the category, Type I Non-Extendible items. 

 C13.2.5.3.1. Expired materiel identified as Type I, or whose expiration 

cannot be identified at time of receipt will result in automatic disposal, regardless of 

ownership, condition code, or unit price. The automatic disposal process only applies to 

Demilitarization (DEMIL) Code A materiel. The term automatic disposal refers to 

actions taken by the storage activity to identify and initiate disposal of qualifying 

materiel. Once the materiel is re-classified to Supply Condition Code H, existing 

procedures for the handling and the disposal of controlled items will take place. 

 C13.2.5.3.2. Exceptions to the Automatic Disposal Process:

 C13.2.5.3.1.1. Other than DEMIL Code A materiel. 

 C13.2.5.3.1.2. New procurement materiel. 

 C13.2.5.3.1.3. Federal Supply Class 6505 – Medical 

Pharmaceuticals, is covered by the DoD Food and Drug Administration Shelf-Life 

Extension Program. This is the only FSC where the shelf life can be extended. Upon 

expiration of the materiel, manually execute a dual inventory adjustment from the 

existing supply condition code to Condition Code J and submit a storage quality control 

report (SQCR) to the materiel owner. 

 C13.2.5.3.1.4. Materiel identified as product quality deficiency 

report (PQDR) exhibits. This is materiel that has been receipted into Q Condition and 

identified with a PQDR Report Control Number (RCN).

C13.2.6. Army Medical Materiel Agreement Receipts. DLA, in coordination with 

Defense Medical Logistics Standard Support (DMLSS) and Theater Enterprise-Wide 

Logistics System (TEWLS), has implemented the Army Medical Materiel Agreement 

(AMMA). Under the AMMA program, DLA funds are used by the Army to purchase via 

DMLSS/TEWLS. The DLA Enterprise Business System (EBS) receives a Receipt 

Transaction from DMLSS/TEWLS to receipt purchased items into stock for inventory 

accountability. DLA owns the materiel until items are issued at the retail level and 

inventory is decremented in DLA's EBS. 

 C13.2.6.1. Purchase card receipts from AMMA sites must contain a purchase 

card account number and purchase card call number in order to uniquely identify 

transactions. A vendor reference number should also be included which is the 
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C13-5 CHAPTER 13

Customer Automation and Reporting Environment invoice number. This value will help 

with issue resolution and reconciliation.

C13.2.7. Time Standards for Processing Receipts

 C13.2.7.1. Purpose. The Department of Defense measures wholesale 

receipt processing performance in terms of the goal to process receipts and show them 

with minimal delay on both the accountable and owner records. Wholesale receipt 

processing performance is measured in two overlapping segments:

 C13.2.7.1.1. The first segment is the time period between the date 

materiel is turned over by the carrier to the designated receiving activity and the date of 

posting the receipt to the total item property records (both accountable and owner 

records). 

 C13.2.7.1.2. The second segment is the time period between the date 

materiel is turned over by the carrier to the designated receiving activity and the date 

stored. Materiel is considered to be stored when it reaches the first location (either 

temporary or permanent) where actual storage control exists through locator data and 

the materiel can be issued without delay in response to materiel release documentation. 

 C13.2.7.2. Processing Standards. Performance standards for processing 

receipts through these time segments are as follows:

 C13.2.7.2.1. Segment One. Materiel receipt must be posted to the 

accountable and the owner record no later than 5 business days from date materiel is 

received. 

 C13.2.7.2.2. Segment Two: 

 C13.2.7.2.2.1. Receipt from new procurement will be receipted and 

stored within 7 calendar days from the date materiel is turned over by the carrier.

 C13.2.7.2.2.2 All other receipts, to include receipts from 

redistribution, will be receipted and stored within 10 calendar days from the date 

materiel is turned over by the carrier.

 C13.2.7.3. Making asset records visible from the point of inspection and 

acceptance must be accomplished within 24 hours of recording receipts (holidays and 

weekends excepted). (This applies to receipts from a procurement source when 

required inspection and acceptance are not performed at origin.) The accounting and 

finance office will be notified of the item receipt within the 24-hour period. 

 C13.2.7.4. Wholesale Receipt Effectiveness. Report wholesale receipt 

processing effectiveness as prescribed by Chapter 6, C6.11.1.2.1. The acceptable DoD 

performance goals for receipt processing are: 90 percent posted within the time 

standard, 90 percent stored within the time standard. When computing the overall 
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C13-6 CHAPTER 13

performance against the time standard, include Receipt Transactions frustrated for a 

long period of time prior to posting, storing, or reporting

 C13.2.8. Control of Receipt Requirements. Receiving storage activities will

comply with the following requirements:

 C13.2.8.1. Establish Procedures. Establish receipt control procedures for 

posting information relating to the status of materiel in the storing cycle. The cycle 

begins when the carrier offers materiel to the receiving activity for custody and control. 

Receiving activities will record the carrier's date offered when different than the date the 

carrier released the materiel. The DoD Components should use the carrier's date 

offered to measure carrier performance.

 C13.2.8.2. Actions after Materiel Receipt. Do the following actions after the 

materiel has been physically received but prior to or concurrent with movement to 

storage:

 C13.2.8.2.1. Establish a transaction suspense record to record the 

materiel as an in-process receipt.

 C13.2.8.2.2. Prepare and send a Receipt Transaction to the owner 

within 24-hours (holidays and weekends excepted) from the point of inspection and/or 

acceptance.

 C13.2.8.3. Using In-Process Receipts to Satisfy Requirement. When the onhand balance of the stock record (physically stored) is not enough to fill materiel release 

orders, use in-process receipts to fully or partially satisfy the requirement. When inprocess receipts are recorded, fill priority 01-08 requirements from these receipts. 

Defer filling of priority 09-15 requirements from in-process receipts until proof of storage 

is recorded.

 C13.2.8.4. Expediting Materiel Storage. Periodically refer to the in-process 

receipt suspense file to hasten storage of materiel delayed beyond authorized receipt 

processing timeframes and to hasten storing of materiel for issues deferred pending 

storage.

 C13.2.8.5. Clearing Suspense Record. After receiving proof of storage, clear 

the suspense record, update the storage locator record, and release any deferred 

issues. 

 C13.2.8.6 Updating Storage Activity Record. As an additional aid in control 

of receipts, ensure that appropriate storage activity records (e.g., stock locator) show

the date of the last receipt of an item and the storage information (i.e., date of storage or 

some other code indicating that storage has been reported).

C13.2.9. Discrepant/Deficient Receipts
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C13-7 CHAPTER 13

 C13.2.9.1. Discrepant/Deficient Reports. In addition to processing and 

reporting materiel receipts, receiving storage activities will submit reports for all 

discrepant/deficient receipts in accordance with the procedures and forms prescribed by 

the following:

 C13.2.9.1.1. Chapter 17 of this manual, Supply Discrepancy Reporting

procedures. 

 C13.2.9.1.2. DTR 4500.9-R, “Defense Transportation Regulation,” Part 

II, Cargo Movement.

 C13.2.9.1.3. Joint Regulation DLAR 4155.24/AR 702-7/SECNAVINST 

4855.5/AFR 74-6, "Reporting of Product Quality Deficiencies Report Program.” 

 C13.2.9.1.4. Joint Regulation DLAR 4155.3/AR 30-12/NAVSUPINST 

4355.2/AFR 74-5/MCO 10110.21, "Inspection of Subsistence Supplies and Services." 

 C13.2.9.1.5. Other DoD and joint or intra-DoD Component regulations 

governing discrepancies/deficiencies not covered by the above.

 C13.2.9.2. Exceptions. Neither the dollar value nor the timeframes for 

submitting discrepancy/deficiency reports apply for reporting the materiel receipt to the 

owner. The receipt reporting timeframes are prescribed by C13.2.7.The procedures for 

reporting receipt of discrepant/deficient shipments to the owner are prescribed by

C13.2.9.3. 

 C13.2.9.3. Processing Discrepant/Deficient Receipts

 C13.2.9.3.1. Discrepancy Determination. Upon receipt of all incoming 

materiel shipments, from procurement instrument and non-procurement instrument 

sources, receiving activities will research all available documentation and item markings 

(i.e., transaction or contract number, national stock number (NSN), or other, item 

identification number, PMR file, quantity, condition, inspection/acceptance 

requirements, etc.) to determine the receipt data. Using this data, receiving activities 

will determine if a discrepancy/deficiency (hereafter referred to as discrepancy or 

discrepant) exists and will identify its nature. For capital equipment candidate items, 

missing serial number(s) and mismatches on serial number (and UII) will be considered 

discrepancies.3 DLA Distribution will perform a kind, count, and condition (KCC) 

inspection during receipt to determine materiel condition and completeness and identify 

any discrepancies that may exist. KCC inspection is applicable to materiel received for 

storage at the DLA Distribution Center. “Kind” includes an inspection of the bare item 

verifying the part number against the assigned NSN, or a verification that the 

3 Refer to ADC 1198 and ADC 1198A.
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C13-8 CHAPTER 13

documentation corresponds with the identification label in accordance with MIL-STD129 marking requirements.4

 C13.2.9.3.1.1. DLA Distribution Centers do not perform bare item 

part number verification for new procurement except when the materiel is identified as 

nuclear weapons related materiel (NWRM) or controlled (classified, sensitive, pilferable, 

and radioactive) or if directed by a systemic alert notification to verify a bare item part 

number.

 C13.2.9.3.1.2. For all other receipts, DLA Distribution Centers will 

perform bare item part number verification unless specified under MIL STD 130 that no 

bare item marking exists.

 C13.2.9.3.2. Unusual Circumstances. If unusual circumstances prevent 

normal receipt reporting of discrepant shipments, the receiving activity will communicate 

with the manager or Contract Administration Office (CAO)/Purchasing Office (PO) to 

determine how to submit the discrepancy report and report the receipt. When the owner 

delays receipt reporting, the receiving activity must control the receipt by physically 

segregating and monitoring the status of the materiel until they report the receipt, or the 

owner directs other disposition (e.g., reshipment, return to shipper, etc.). This 

paragraph applies only when circumstances exist that prevents normal receipt reporting. 

For non-procurement receipts with no PMR, see C13.2.8.2.10.11.

 C13.2.9.3.3. Discrepancy Report Determination. Not all discrepant 

receipts require submission of discrepancy reports. Receiving activities will follow the 

procedures in C13.2.8.1. to determine whether a discrepancy report must be submitted. 

Use Receipt Transactions Management Codes R, S, and U to identify discrepant 

receipts that require submission of a discrepancy report. The purpose of the discrepant 

receipt management codes is to notify the owner in advance that a receipt was 

discrepant and that a discrepancy report is being submitted to give additional 

information relating to the reported item. Never process Receipt Transactions with 

Management Codes R, S, or U for a discrepant quantity when submission of a 

discrepancy report is not required. Use Management Codes S and U only for 

procurement instrument source receipts to identify vendor caused misdirected 

shipments and contract over shipments. Separate codes apply to these discrepancies, 

which occur more frequently and are more easily resolved than others, so owners can 

initiate immediate corrective action before the formal report of discrepancy is received.

 C13.2.9.3.4. Receipts Lacking Documentation. When materiel arrives 

without accompanying documentation, or with inadequate documentation to process the 

receipt, receiving activities will use one of the following data sources to develop materiel

Receipt Transactions:

 C13.2.9.3.4.1. PMR files

4 Refer to ADC 1269.
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C13-9 CHAPTER 13

 C13.2.9.3.4.2. Authorized procurement delivery documents and 

vendor packing lists.

 C13.2.9.3.4.3. Advance copies of DD Forms 1348-1A or 1348-2, or 

DD Form 1149,” Requisition and Invoice/Shipping Document.”

 C13.2.9.3.4.4. Transportation and fiscal records.

 C13.2.9.3.4.5. Container markings.

 C13.2.9.3.4.6. Contract information available via the Electronic 

Document Access (EDA) Website reference archive.

 C13.2.9.3.4.7. Federal Logistics Information System (FLIS) or 

WebFLIS data.

 C13.2.9.3.4.8. The IUID Registry for serially managed assets.

 C13.2.9.3.4.9. Advice provided by the owner, the shipper, or the 

U.S. Customs Inspector's Office upon request of the receiving activity if receipt 

documentation cannot otherwise be developed.

 C13.2.9.3.5. Discrepant Receipt Posting. Normally when receiving 

activities keep a discrepant receipt in U.S. Government custody, whether or not it is 

U.S. Government-owned, they will post the receipt to the total item property record, 

store the materiel, and update the locator record, and hold the materiel pending receipt 

of disposition from the owner.

 C13.2.9.3.6. Receipts from Outside the Normal Distribution System. 

When storage activities report receipts outside the normal distribution system for the 

NSN, the owner will record the receipt so assets are issued from that site first. Owners 

will make disposition of such materiel as quickly as possible. If the materiel is not 

issuable, the owner will direct repair induction, reclassification, relocation, or disposal 

using the appropriate DLMS transaction.

 C13.2.9.3.7. Discrepant Receipt - Procurement Instrument Source - 

General

 C13.2.9.3.7.1. Protective Measures. Procurement discrepancies 

imposing a health/safety hazard, classified risk, etc., may require separate and/or 

secure storage. When these situations exist, receiving activities will take protective 

measures in accordance with established DoD or DoD Component procedures.

 C13.2.9.3.7.2. Receiving Activity Inspection. When acceptance is 

accomplished at a point other than destination, receiving activities may not re-inspect 

supplies at destination for acceptance purposes. However, receiving activities will

examine such supplies at destination for identity, damage in transit, quantity, condition 

(including proper packing/packaging and labeling) and, for subsistence materiel, date 
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C13-10 CHAPTER 13

packed and expiration date. The U.S. Government's right to litigate a discrepant receipt 

is not affected by the point of acceptance. Consequently, receiving activities will report 

discrepancies detected during the destination examination in accordance with the 

regulations cited in C13.2.9.1. 

 C13.2.9.3.7.3. Shipping Procurement Instrument Source Receipts

to DLA Disposition Services. Shipment of procurement instrument source receipts 

directly to DLA Disposition Services is not authorized unless unusual circumstances 

(e.g., health or safety hazard, etc.) exist and separate/secure storage facilities are not 

available. When unusual circumstances require the receiving activity to ship materiel

directly to the DLA Disposition Services activity (or take other disposal actions as 

prescribed by the DoD Components), the receiving activity will first report the receipt 

using a Receipt Transaction citing SCC L and Management Code R. (Navigate to 

LOGDRMS and enter “management code”).

The disposal action will then be reported using a dual Inventory Adjustment 

Transaction, DLMS 947I citing SCC H and Management Code M or T.

 C13.2.9.3.8. Reporting Discrepant Receipts from Procurement 

Instrument Source. Receiving activities will follow these procedures to report receipt of 

discrepant shipments from procurement instrument sources. Unless otherwise allowed 

by these procedures, report discrepant shipments from a procurement instrument 

source to the owner with a Receipt Transaction, citing SCC L for the discrepant 

quantity. With the exception of the receipt of incorrect items, use a single transaction to 

report the receipt showing both non-discrepant and discrepant quantities exclusive; 

multiple discrepancy conditions may exist for a single Receipt Transaction:

 C13.2.9.3.8.1. Condition of Materiel. Report the actual discrepant 

quantity in SCC L.

 C13.2.9.3.8.2. Documentation. Absence of the shipping

documentation should not prevent receipt processing and reporting or later issue of the 

materiel. Research in accordance with C13.2.8.2.4., to report the receipt. The

discrepancy reporting requirements in C13.2.8.1 still apply.

 C13.2.9.3.8.3. Misdirected Shipments (improperly addressed by 

the procurement instrument source). Contact the owner to ensure compliance with the 

procurement requirements (i.e., inspection, acceptance, etc.). Report the total quantity 

in the actual condition received (normally SCC A) with a Receipt Transaction citing

Management Code S. Upon receipt of the Receipt Transaction, and prior to posting the 

receipt as available for issue, owners will initiate immediate action to resolve the 

discrepancy. If the owner or CAO/PO directs reshipment/return of a reported receipt 

without issuing materiel release documentation, the receiving activity will submit a 

reversal of the previously submitted Materiel Receipt Transaction.

 C13.2.9.3.8.4. Overage/Duplicate Shipment. Research the PMR

file, receipt, and contract documentation to determine the discrepant quantity. Report 

confirmed duplicate shipments as discrepant with a Receipt Transaction citing SCC L. 
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When overages are valued above the contract variance clause, or above the excess 

delivery clause (after considering any allowable variance), report the overage above the

allowable variance as discrepant with a Receipt Transaction citing SCC L and 

Management Code U. Owners will initiate immediate action to resolve the discrepancy 

upon receipt of the Receipt Transaction. Overages within the allowable variance or 

within the excess delivery clause (after considering any allowable variance) are not 

discrepant. Report the total quantity in the applicable condition, and do not cite a 

management code for that quantity.

 C13.2.9.3.8.5. Packaging Discrepancy. Report the total discrepant 

quantity as a SCC L receipt. The owner and/or the CAO/PO will determine whether 

litigation is required. If litigation is not required the owner will initiate a DLMS 846A, 

Asset Reclassification Transaction, to request the transfer of the suspended assets to 

the appropriate condition.

 C13.2.9.3.8.6. Shortages/Nonreceipt of Materiel. Research the

PMR file, receipt, and contract documentation to determine the discrepant quantity. For 

shortages, report the total quantity in the condition received. Except for shortages 

attributed to transportation discrepancies, the receipt is discrepant only if the shortage 

exceeds the allowable contract variance. When the receipt is discrepant, cite the 

management code in the Receipt Transaction. Non-receipts are addressed under

C13.3.

 C13.2.9.3.8.7. Item Technical Data Marking (includes nameplates, 

logbooks, operating handbooks, special instructions, etc.). Report the discrepant 

quantity citing SCC L, and identify and describe the specific technical data discrepancy 

in the SDR or DLMS 842A/W, Standard SDR, Follow-up, Correction, Cancellation, & 

Reconsideration Request. If the owner determines the assets can be issued, the owner 

will initiate a DLMS 846A to transfer the suspended assets to the appropriate condition.

 C13.2.9.3.8.8. Wrong Item. Report any assets in the shipment that

are the correct item in the applicable condition and do not cite the discrepant receipt 

management code for that quantity. Report the total quantity of the incorrect item 

received in the Receipt Transaction citing SCC L using a separate Receipt Transaction. 

If the majority of the assets are the incorrect item, the receiving activity may report the 

total quantity in SCC L based on internal DoD Component procedure.

 C13.2.9.3.8.9. Product Quality Deficiency. It is normally preferable 

to keep custody of the materiel, whether or not it has been accepted. Report the 

deficient quantity citing SCC Q in the Receipt Transaction. The owner or CAO/PO will

determine if litigation or informal action with the procurement instrument source should 

be initiated. The owner will take action to transfer the assets.

 C13.2.9.3.8.10. Transportation Discrepancy. When materiel is 

accepted by the Transportation Officer, process and report the Receipt Transaction in 

accordance with procedures cited above for the type of discrepancy that exists (e.g., 

condition of materiel for damage, etc.).
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C13-12 CHAPTER 13

C13.2.9.3.8.11. Receipts Not Due-In (no PMR file exists). When a 

PMR is not available, the receiving activity will report the receipt using documentation, 

packaging, and other information, as available. DLA Distribution Centers will prepare 

an SDR to report the lack of a PMR to the manager (as the only discrepancy or in 

combination with other identified discrepancies). The distribution center will identify the 

SDR as informational or otherwise indicate requested action.

 C13.2.9.3.8.11.1. Receipt Processing. Except for receipt of 

logistically reassigned items, see guidance in this section for processing receipts of 

misdirected shipments and overages/duplicate shipments, for which a PMR file is not 

normally available.

 C13.2.9.3.8.11.2. Logistically Reassigned Items. For 

logistically reassigned items, research all available documentation and item markings to 

determine proper routing of the receipt. If unable to determine the correct routing, 

contact the integrated materiel manager (IMM) who will direct the appropriate routing of 

the receipt. If the IMM (e.g., the GIM) does not have a recorded due-in, did not initiate 

the procurement action and/or has a record of a memorandum due-in, and the item was 

involved in an LR, the GIM should instruct the storage activity to report the receipt to the 

LIM.

 C13.2.9.3.8.12. Discrepancies in IUID Data. Report discrepancies 

involving IUID under DoD IUID supply policy, including but not limited to DoD Unique 

Item Tracking (UIT) programs, or as contractually required. IUID discrepancies may be 

related to the packaging label, including automated information technology (AIT) 

readable content; the item marking, including AIT readable marks; supply 

documentation; the due-in record; and/or a mismatch between the item and any of 

these. Discrepancies identified during receipt of new procurement materiel must be 

reported prior to acceptance (if not accepted at origin). Discrepant materiel may be 

placed in a suspended condition pending resolution. Discrepancies that resulted in 

incorrect information within the IUID registry must be reported and corrective action 

taken.

 C13.2.9.2.8.13. Capital Equipment Candidate Item Serial Number 

(and UII if available). Report discrepancies on serial number (and UII if available) using 

the procedures contained in Chapter 17. 

 C13.2.9.3.8.14. Other Discrepancies. Receipt reporting will

depend upon the type of discrepancy involved. When unusual circumstances exist, the 

receiving activity may need to get guidance from the appropriate authority before 

reporting the receipt or submitting the discrepancy report. See C13.2.8.2. for storage 

and accountability requirements.

 C13.2.9.3.9. Discrepant Receipt – Other than Procurement Instrument 

Source – General
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C13-13 CHAPTER 13

 C13.2.9.3.9.1. Identifying the NSN. When a receipt cannot be 

identified to an NSN, the receiving activity will attempt to identify the NSN or usage by 

following the procedures in C13.2.8.2.1., and report the receipt to the owner.

 C13.2.9.3.9.1.1. Value Under $100. If the NSN cannot be 

identified and the estimated value of the item is under $100, receiving activities will not 

report the receipt to an owner. Ship the materiel directly to DLA Disposition Services 

using a local document number. Keep an accessible record of the transaction 

document and its backup in accordance with DoDI 5015.02, DoD Records Management 

Program. 

 C13.2.9.3.9.1.2. Value Over $100. If the NSN cannot be 

identified and the estimated value of the item is $100 or more, the receiving activity will

contact the manager of like-items to determine disposition. If GSA is the manager of 

like items, process in accordance with the procedures for receipts not due-in. If the 

manager of like-items can identify the NSN, the manager will direct the receiving activity 

to submit the receipt and SDR to the owner. If the IMM of like-items cannot identify the 

NSN, the IMM will give disposition instructions to the reporting activity. These 

instructions will include an item identification number (part number, etc.) for reporting 

the receipt and submitting the SDR. If the owner directs shipment to DLA Disposition 

Services, the owner will keep an accessible record of the transaction and its backup in 

accordance with DoDI 5015.02, DoD Records Management Program. 

 C13.2.9.3.9.2. Discrepancy Reporting. Unless otherwise allowed 

by these procedures, receiving activities will report receipts of discrepant shipments 

from a non-procurement instrument source to the owner. For discrepant quantities, cite 

the SCC that most accurately describes the condition of the materiel in the Receipt 

Transaction. Classify and report the materiel using SCC K when the actual condition 

cannot be determined. Include Management Code R when a discrepancy report is 

required unless prescribed otherwise in this chapter. 

 C13.2.9.3.10. Reporting Discrepant Receipts - Other than Procurement 

Instrument Source. Receiving activities will follow these procedures to report receipt of 

discrepant shipments from non-procurement instrument source. With the exception of 

the receipt of wrong items, use a single Receipt Transaction to report the receipt 

showing both non-discrepant and discrepant quantities in their appropriate SCC. The 

following discrepancy categories are not mutually exclusive; multiple discrepancy 

conditions may exist for a single receipt: 

 C13.2.9.3.10.1. Condition of Materiel

 C13.2.9.3.10.1.1. No PMR File Exists. When the PMR is not 

available, the receiving activity will report the receipt using documentation, packaging, 

and other information, as available and submit the information only SDR to the materiel 

owner. The distribution center will identify the SDR as informational or otherwise 

indicate requested action. Materiel will be sent to the DLA Disposition Services activity 

when inspection of inter-DoD Component receipts reveals materiel to be SCC H at less 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C13-14 CHAPTER 13

than $500 per item except as specified in these procedures, or take other automatic 

disposal action based on criteria issued by the DoD Components. This includes expired 

shelf-life materiel identified as Type I, or whose expiration cannot be identified at time of 

receipt regardless of ownership, supply condition code, or dollar value, except as listed 

in C13.2.5.3.2. When taking automatic disposal action, cite SCC H and Management 

Code M or T in the Receipt Transaction, in addition to the discrepant receipt 

management code, for the discrepant quantity. To establish an audit trail when materiel

is condemned upon receipt and shipped directly to DLA Disposition Services, cite the 

disposal turn-in document number in the Receipt Transaction in addition to the original 

document number.

C13.2.9.3.10.1.1.1. GSA-Managed materiel and NonArmy Managed (NAMI) (Routing Identifier Code (RIC) AJ2) owned materiel will not be 

subject to the dollar value threshold for disposal eligibility, but will be subject to all other 

automatic disposal screening criteria.

C13.2.9.3.10.1.1.2. Materiel identified to an obsolete 

DLA manager (RIC S9C, S9E, S9G, S9I or S9T) in FLIS is subject to automatic disposal 

at DLA Distribution Centers. Disposal of materiel will be subject to the existing 

exemption criteria stated in C13.2.9.2.10.1.1.3. When automatic disposal action 

applies, the receipt will cite SCC H and Management Code M (excludes shelf-life 

materiel) or Management Code T (expired shelf-life materiel). DLA Distribution will 

suppress transmission of outbound transactions associated with receipt and disposal 

action with the exception of Shipment Status and SDR transactions. The SDR will be 

prepared in accordance with SDR procedures for unscheduled receipts (no PMR) in 

Chapter 17.

C13.2.9.3.10.1.1.3. Automatic disposal does not apply to 

the following:

C13.2.9.3.10.1.1.3.1. Materiel that is identified as 

requiring DEMIL or containing radioactive, classified, or NWRM properties will not be 

subject to automatic disposal. This includes: 

• DEMIL Codes: B, C, D, E, F, G, or P

• CIIC: A-H, K, L, O, Q, R, S, T, 5, 6, 8, 9

• Radioactive Water Type Cargo Codes: A and 4

C13.2.9.3.10.1.1.3.2. Materiel owned by U.S. Army 

Aviation and Missile Command (AMCOM) (RIC B17), will not be subject to automatic 

disposal.

C13.2.9.3.10.1.1.3.3. Unidentified materiel will not be 

subject to automatic disposal. Follow procedures in paragraph C13.2.9.3.10.1.
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Change 17 

C13-15 CHAPTER 13

 C13.2.9.3.10.1.1.3.4. FMS materiel will not be 

subject to automatic disposal. Follow procedures in paragraph C13.2.9.3.10.1. 

 C13.2.9.3.10.1.1.3.5. Materiel owned by USAF will 

not be subject to automatic disposal except for non-AF managed material located at a 

DLA Distribution Center not co-located with a USAF depot maintenance site.

 C13.2.9.3.10.1.1.4. Upon receipt, or subsequent storage 

activity determination, that materiel is in SCC H, where the above criteria prohibit 

automatic disposal, an SDR is prepared clarifying why automatic disposal is not 

possible and requesting specific disposition instructions. Where applicable the SDR 

remarks will inform the action activity that the materiel cannot be shipped to the local 

DLA Disposition Services Field Office and must be sent to an approved 

DEMIL/destruction center via MILSTRIP DIC A5J generated by the owner/manager.

 C13.2.9.3.10.1.2. Discrepancy Reporting. Report discrepant 

quantities other than those mentioned above citing the applicable SCC in the receipt, or 

SCC K when the condition cannot be determined.

 C13.2.9.3.10.2. Documentation. Absence of the shipping

documentation should not preclude receipt processing and reporting or later issue of the 

materiel. Research in accordance with C13.2.8.2.4. to report the receipt. Discrepancy 

reporting requirements still apply.

 C13.2.9.3.10.3. Misdirected Shipments (improperly addressed by 

the supply activity). Report misdirected shipments as receipts to the cognizant IMM. 

The IMM will make disposition using DLMS 940R, Materiel Release. 

 C13.2.9.3.10.4. Overage. Report the total quantity received in the 

applicable condition.

 C13.2.9.3.10.5. Packaging Discrepancy. Report the total quantity 

received in the applicable condition and schedule the discrepant quantity for 

preservation/packaging/marking/labeling in accordance with the DoD Component 

criteria.

 C13.2.9.3.10.6. Shortages/Nonreceipt of Materiel. For shortages, 

report the total quantity received in the applicable condition. The owner will initiate any 

necessary financial adjustment action. Non-receipts are addressed under C13.3. 

 C13.2.9.3.10.7. Item Technical Data Marking (includes 

nameplates, logbooks, operating handbooks, special instructions, etc.). Report the 

discrepant quantity using a receipt citing SCC D. Identify and describe the specific 

technical data discrepancy in the SDR for owner evaluation. If the owner determines 

the asset can be issued, the owner will initiate action to transfer the asset to the 

appropriate condition using DLMS 846A. 
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Change 17 

C13-16 CHAPTER 13

 C13.2.9.3.10.8. Wrong Item. Report receipt of the total quantity of 

the incorrect item in the applicable condition citing the NSN of the incorrect item 

received and the discrepant receipt management code for the quantity. If both correct 

and incorrect items are received in the same shipment, submit a separate Receipt 

Transaction for the correct item.

 C13.2.9.3.10.9. Product Quality Deficiency. An SCC Q entered in 

a PMR file shows that the receipt is related to a reported product quality deficiency. 

Report receipt of this materiel in SCC Q and do not cite a management code. Based on 

the results of the inspection or technical/engineering analysis, owners will direct the 

appropriate materiel disposition.

 C13.2.9.3.10.9.1. When DLA directs the return of DLAmanaged Product Quality Deficiency Report (PQDR) exhibits to a DLA distribution 

center, the exhibits are receipted into DLA ownership using information included on the 

exterior of the package that includes a DLA document number, the PQDR report control 

number, the NSN, and a barcode. 

 C13.2.9.3.10.9.2. Additionally, when the receipt is applicable 

to a PQDR exhibit, include the PQDR Report Control Number (RCN) and designate a 

copy of the receipt transaction for distribution to the Product Data Reporting and 

Evaluation Program-Automated Information System (PDREP-AIS). SCC Q is applicable 

to exhibits returned for evaluation and returned subsequent to testing.

 C13.2.9.3.10.9.3. DAAS will recognize the inclusion of the 

PDREP-AIS DoDAAC in the receipt transaction and forward a copy of the transaction 

for use in exhibit tracking.

 C13.2.9.3.10.10. Transportation Discrepancy. When the 

Transportation Officer turns the materiel over, report the receipt in accordance with the 

procedures cited above for the type of discrepancy which exists (e.g., condition of 

materiel for damage etc.).

 C13.2.9.3.10.11. Receipts Not Due-In (no PMR file)

 C13.2.9.3.10.11.1. GSA-Managed Items. GSA does not 

authorize return of assets to DoD storage activities. Receipts of GSA assets without a 

corresponding due-in are, therefore, DoD-owned assets. The DoD Components are 

responsible for providing DLA with an organization to which the DLA storage activity can 

record these assets. The DoD Components will establish internal procedures for 

processing the receipts from the depot for these assets for subsequent issue or release 

for DLA Disposition Services. The DoD Components will identify an owner RIC to be 

used when the DLA storage activity processes a Receipt transaction for the DoD 

Components’ unauthorized return of GSA-managed assets. In the absence of guidance 

from the DoD Components for reporting receipt of unauthorized return of GSA assets to 

their DoD Component, DLA storage activities will receipt the assets for local use by the 

depot. If the materiel cannot be used locally it is sent to disposal. This procedure 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C13-17 CHAPTER 13

ensures the assets are recorded on a DoD record. The Navy, Marine Corps, and Air 

Force have directed implementation of this procedure as follows:

 C13.2.9.3.10.11.1.1. Report Navy-returned GSAmanaged items to Navy RIC NRP. An SDR will be provided to the Navy owner for 

information.

 C13.2.9.3.10.11.1.2. Report Marine Corps-returned 

GSA-managed items to Marine Corps RIC MPB. An SDR will be provided Marine 

Corps owner for information.

 C13.2.9.3.10.11.1.3. Report Air Force-returned GSAmanaged items to Air Force RIC FHZ. An SDR will be provided to the Air Force owner 

for information.

 C13.2.9.3.10.11.2. DoD-Managed Reparable Items. Report 

the Receipt Transaction to the manager of the DoD Component that is returning the 

item. Do not include a discrepant receipt management code in the transaction. For 

materiel shipped between wholesale storage activities, report the receipt citing Reason 

for Materiel Receipt/Return Code N. IMMs receiving transactions reporting returns notdue-in of phase II reparables, for which they are not the IMM, will follow the materiel

returns program procedures to report/ship the materiel as prescribed by the IMM.

 C13.2.9.3.10.11.3. DoD-Managed Consumable Items. Report 

receipt to the IMM of the Service that is returning the item in the applicable condition 

and do not include a discrepant receipt management code in the transaction. However,

the DoD Components may prescribe reporting to their own item manager for returns 

from their own Component activities. The Navy and Marine Corps have directed 

implementation of this procedure as follows:5

 C13.2.9.3.10.11.3.1. Navy-returned consumable items 

must be reported to the Navy using RIC NRP regardless of the item manager. An SDR 

will be provided to the Navy owner for information.

 C13.2.9.3.10.11.3.2. Marine Corps-returned consumable 

items must be reported to RIC MPB regardless of the item manager. An SDR will be 

provided to the Marine Corps owner for information.

 C13.2.9.3.10.11.3.3. Air Force-returned consumable 

items must be reported to RIC FHZ regardless of the item manager. An SDR will be 

provided to the Air Force owner for information. 

 C13.2.9.3.10.12. Discrepancies in IUID Data. Report 

discrepancies involving IUID under DoD IUID supply policy, including but not limited to 

DoD UIT programs, or as contractually required. IUID discrepancies may be related to 

5 Refer to ADC 1102/1102A.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C13-18 CHAPTER 13

the packaging label, including AIT readable content; the item marking, including AIT 

readable marks; supply documentation; the due-in record; and/or a mismatch between 

the item and any of these. Discrepancies identified during receipt of new procurement 

materiel must be reported prior to acceptance (if not accepted at origin). Discrepant 

materiel may be placed in a suspended condition pending resolution. Discrepancies 

that resulted in incorrect information within the IUID registry must be reported and 

corrective action taken.

 C13.2.9.3.10.13. Other Discrepancies. Receipt reporting will

depend upon the type of discrepancy involved. When unusual circumstances exist, the 

receiving activity may need to get guidance from the owner before reporting the receipt 

or submitting the discrepancy report. 

 C13.2.9.4. Resolution of Reported Receipt Discrepancies. 

 C13.2.9.4.1. Owner Accountability Records. Owners will maintain 

accurate materiel accountability records and audit trails for reported receipts with 

evidence of a supply discrepancy. Resolution of these discrepancies requires the 

establishment of interfaces among the materiel accountability, procurement, financial 

accounting, and discrepancy reporting systems.

 C13.2.9.4.2. Owner Processing Discrepant Transactions. When 

discrepant receipts are reported, owners will process the transactions and complete the 

research required to resolve the discrepancy. When materiel received from a 

procurement instrument source will be kept in the wholesale inventory, coordinate with 

the CAO/PO for a contract modification that will recoup any administrative costs and 

any additional second destination transportation costs or onward shipment 

(redistribution) costs incurred by the U.S. Government as a result of the discrepancy. 

For all receipt discrepancies, ensure that procurement/supply due-in records and 

related financial accounts (including in-transit) are corrected to show any new receipt 

status and transmit updates to PMR to the storage activities involved, as required. Care 

must be taken to suppress PMR transaction output if the corresponding receipt has 

already been reported (e.g., for overages or misdirected shipments being kept where 

delivered).

 C13.2.9.4.3. Owner Evaluation Data. Owners will develop management 

evaluation data for contract shortages/overages, wrong item, IUID mismatches, vendor 

caused misdirected shipments, and other discrepancies impacting cost or customer 

satisfaction, for use in identifying trends or indications of system problems and in 

initiating corrective action. When the same discrepancy is repeatedly reported on 

shipments from a given procurement instrument source, the owner, through the 

CAO/PO, will advise the source of the error and request action be taken to correct its 

repeated occurrence. When a procurement instrument source continues to commit the 

same error, initiate action to consider inclusion on the Awards Review List or other 

disciplinary action. 
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C13-19 CHAPTER 13

C13.2.10. Maintaining Accountability During Maintenance Actions

 C13.2.10.1. Applicability. 

 C13.2.10.2 These procedures apply for returns to inventory including unused 

materiel, relocations of materiel for maintenance, and receipts from assembly, 

disassembly, reclamation, conversion, modification, repair and destructive or 

nondestructive test/evaluation consigned by the Department of Defense, other U.S. 

Government (non-DoD) agency, or commercial activities.

 C13.2.10.3 These procedures exclude repair and return materiel owned 

below the wholesale distribution system; however, DoDM 4140.01 policy and, for 

commercial maintenance, the provisions of the FAR, apply.

 C13.2.10.4. Accountability

 C13.2.10.4.1. For organic maintenance, responsibility for maintaining 

the asset balance portion of the property accountability record for DoD-owned property 

being repaired resides with the activity having physical custody. Organic maintenance 

facilities will assume accountability of materiel upon receipt at the maintenance facility 

and while in its custody during maintenance actions.

 C13.2.10.4.2. For Contractor maintenance, the owning DoD Component 

will maintain accountability for materiel in a contractor’s possession for repair. The 

contractor will have stewardship of the materiel in accordance with the requirements in 

Part 52.245-1 of the Federal Acquisition Regulation and associated clauses, terms, and 

conditions. The stewardship includes all government furnished property, including items 

furnished for repair, and remains until the repaired assets are returned to and received 

by the DoD Component.

 C13.2.10.4.3. For both organic and contractor maintenance, the activity 

having physical custody will provide visibility and report changes to the on-hand balance 

to the materiel owner (the Principal for maintenance by DMISA). 

 C13.2.10.5. Requirements

 C13.2.10.5.1. Dues-In and PMR. Owners (principals for maintenance 

by DMISA) will establish a DLMS 527D (Due-In) when materiel is being returned from 

field activities to wholesale storage activities or to commercial activities for 

maintenance. Also, send a DLMS 527D (PMR) to receiving Government storage 

activities. These actions will be done upon receipt of MRP transactions, or equivalent 

intra-service documents, reporting return of materiel. The DoD Components may 

delegate the PMR requirement to intermediate level or transshipment activities.

 C13.2.10.5.2. Materiel Relocation. When owners direct relocation of 

materiel from a remote storage activity to the storage activity collocated with the 

maintenance activity, they will establish a DLMS 527D (Due-In) for the intransit materiel

and send a DLMS 527D (PMR) to the receiving storage activity following Chapter 12.
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Change 17 

C13-20 CHAPTER 13

 C13.2.10.5.2.1. Receiving Storage Activity Reporting. Receiving 

storage activities will report receipt of reparable materiel based on the information 

contained in the PMR file. If an PMR file is not available, report the receipt in 

accordance with C13.2.9.3.10.11.2. for processing receipts not-due-in for reparable 

items.

 C13.2.10.5.2.2. Inter-DoD Component Agreements. When 

materiel is scheduled for organic maintenance by DMISA or other inter-DoD Component 

agreement, the agreement will specify that the storage activity will report returns from 

maintenance to the owner (Principal) as receipts under this chapter. 

 C13.2.10.6. DoD Component Actions. Each DoD Component will ensure 

that: 

 C13.2.10.6.1. Owned Inventory Accounting. Owned inventory in the 

hands of the Department of Defense, other Government (non-DoD), and commercial 

activities, is properly accounted for under the provisions of Chapters 6, 7, 13, and 14 of 

this volume and, for commercial maintenance, the provisions of the Federal Acquisition 

Regulation. This includes returns from field activities for repair and reissue as 

wholesale inventory. The DoD Components will prescribe use of any required internal 

codes to meet this requirement (Responsibility of the owner (Principal for maintenance 

by DMISA)).

 C13.2.10.6.2. Property Accountability Records. Total item property 

records for materiel in the hands of maintenance activities are maintained and adjusted 

based on the quantity of materiel actually returned and will support the DoD 7000.14-R, 

“Department of Defense Financial Management Regulation”, accounting and 

reconciliation requirements (Responsibility of the owner (Principal for maintenance by 

DMISA)).

 C13.2.10.6.3. Commercial Maintenance Contracts. Contracts for 

commercial maintenance require the commercial activity to report or acknowledge 

receipt and report shipment or condemnation of materiel to the contracting officer 

(Responsibility of the agent for maintenance by DMISA).

 C13.2.10.6.4. Procurement/Supply Interface. Any needed interface 

between the procurement and supply operations/functions exists to ensure that changes 

in the inventory segment data (stock number, quantity, supply condition code) are sent

to the owner (Responsibility of the agent for maintenance by DMISA). Arrangements 

may be made for commercial activities to report directly to the contracting officer and/or 

the owner using DLMS transactions. Reported data affecting inventory balances is 

recorded in the total item property record (Responsibility of the owner (Principal for 

maintenance by DMISA)).

 C13.2.10.7. Item Owner Actions. Owners will establish due-in records for 

expected returns from commercial and Government maintenance activities and provide 
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Change 17 

C13-21 CHAPTER 13

PMR to the storage activities to receive the materiel under Chapter 12. Storage 

activities will report receipts under this section. 

 C13.2.10.8. Issue from Commercial Activity. When materiel is issued to a 

customer directly from a DoD or commercial maintenance activity, ensure that

appropriate supply transactions are processed to establish the property accountability 

and financial accounting audit trails, as well as visibility within the supply system used 

by the materiel owner.

 C13.2.10.9. Condemned Materiel. When materiel is condemned by 

maintenance activities, ensure the condemnation action is recorded (issue to disposal) 

to adjust the DoD inventory and financial accounts. This includes automatic disposals 

(Management Code M).

 C13.2.10.10. Reclaimed Items

 C13.2.10.10.1. Identification of Serviceability. When reclamation 

activities do not have adequate facilities to test and classify the serviceability condition 

of reclaimed assets, activities will identify such assets as SCC R (Suspended 

Reclaimed Items Awaiting Condition Determination). When receiving storage activities 

determine that immediate classification of such SCC R assets is not possible, they will

ensure assets are checked/tested and classified to actual condition within established 

parameters.

 C13.2.10.10.2. Assigning Condition Code. When reclamation activities 

cite an actual SCC (i.e., other than R) for returned materiel, storage activities will cite 

that condition code when recording and reporting the receipt. However, if inspection 

upon receipt reveals that the condition assigned by the reclamation activity is incorrect, 

the storage activity will record and report the receipt citing the actual condition to which 

the item is classified or SCC K if the actual condition cannot be determined. Classify 

materiel reported in SCC K to the actual condition within established parameters.

C13.2.11. Loaned Materiel

 C13.2.11.1. Materiel Inspection. Receiving activities will inspect loaned 

materiel upon receipt. Submit a Receipt Transaction in accordance with C13.2., citing 

Reason for Materiel Receipt/Return Code H, to provide information about the condition 

and quantity of the returned loaned materiel. 

 C13.2.11.2. Resolution of Loaned Materiel. The owner is responsible for 

final determination and resolution of returned U.S. Government property from loan. 

Establish controls to ensure the materiel is returned in an appropriate condition, i.e., as 

good as or better than the condition of the original loan issue. Take appropriate action 

to resolve any discrepancies and ensure reimbursement to the loaning activity.

C13.2.12. Logistics Reassignment Receipt Processing after Effective Transfer 

Date
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Change 17 

C13-22 CHAPTER 13

 C13.2.12.1. Procurement Instrument Processing. The storage activity will

process procurement instrument source receipts for LR materiel received after 1 year 

past the effective transfer date (ETD), in the same manner that they process 

procurement instrument source receipts received during the ETD to 1-year period.

 C13.2.12.2. Storage Activity Actions. For receipt of materiel that has been 

logistically reassigned, after the ETD, the receiving storage activity will perform the 

following:

 C13.2.12.2.1. Report Receipts. Report receipts of items having PMR

files, in accordance with C13.2.

 C13.2.12.2.2. Report Procurement Instrument Source Receipt. Report 

procurement instrument source receipts for which there is no PMR file in accordance 

with the guidance in C13.2.9.3.4. for processing receipts not-due-in.

 C13.2.12.2.3. Report Non-procurement Instrument Receipt. Report 

non-procurement instrument receipts for which there is no PMR file in accordance with

the guidance in C13.2.9.3.4.for processing receipts not-due-in.

 C13.2.12.3. LIM Actions. The LIM will do the following actions:

 C13.2.12.3.1. Process Storage Activity. Process the storage activity 

initiated Receipt Transactions to reduce the due-in record and record assets on the LIM

record for the quantity received.

 C13.2.12.3.2. Process Logistics Transfer Transaction. Process the 

associated logistics transfer/decapitalization transaction, adjustment transaction, and 

LR storage ownership transfer transaction in accordance with Chapter 9.

 C13.2.12.3.3. Record Litigation Assets. For materiel received for which 

litigation is required, record assets on the LIM owner record in SCC L and reduce the 

due-in record.

 C13.2.12.3.3.1. At this time, no action will be taken by the LIM to 

remove or change the GIM's memorandum due-in.

 C13.2.12.3.3.2. When litigation is completed and the materiel is 

reclassified to an issue condition, process the associated adjustment transaction and 

LR transfer/decapitalization transactions in accordance with Chapter 9.

 C13.2.12.3.3.3. If materiel is returned to the contractor due to 

litigation proceedings notify the GIM in accordance with Chapter 9.

 C13.2.12.3.3.4. The LIM must take appropriate action to 

reestablish a due-in, in accordance with Chapter 12 if the materiel being returned to the 

contractor for deficiency correction will eventually be returned to the LIM.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C13-23 CHAPTER 13

 C13.2.12.4. Reject Receipt as Appropriate. If a procurement instrument 

source receipt for an LR item is incorrectly reported to the LIM or the GIM, and the LIM 

or GIM does not have a recorded due-in, did not initiate the procurement action, and/or 

has a record of a due-in or memorandum due-in and is able to determine the 

appropriate reporting for the receipt, the LIM or GIM should reject the receipt back to the 

initiator using DLMS 824R, Reject Advice, and citing Reject Advice Code AB (Navigate 

to LOGDRMS and enter advice code AB in the “Enter a Specific Data Code to Search 

for” text box, click “Search”).

C13.3. INQUIRY ON IN-TRANSIT DUE-INS 

C13.3.1. Submission Timeframe. When a maximum of 45 calendar days has

elapsed since the shipping date shown in shipment notification, and receipt of the total

quantity has not been reported, the owner will submit a Receipt Inquiry Transaction for 

information on the in-transit quantities to the storage activities designated to receive the 

materiel. (Extension of the 45 calendar day timeframe is authorized when long in-transit 

times are involved.)

C13.3.2. Tracer Action. When the storage activity response shows that the 

materiel has not been received, initiate any shipment tracer and/or discrepancy reports 

required under the procedures cited in C13.2.9. Coordinate with the CAO/PO for intransit contract receipts. Storage activities will submit shipment tracers and discrepancy 

reports for materiel not received as shown in the DoD Component implementing 

procedures or when directed to do so by the owner.

C13.4. STORAGE ACTIVITY RESPONSE TO INQUIRY ON MATERIEL RECEIPT6

C13.4.1. Materiel Receipt Previously Processed. When materiel has been 

received, and a receipt was previously submitted, storage activities will submit a 

duplicate Receipt Transaction citing Advice Code 3P. 

C13.4.2. Receipt in Process. When the storage activity has the receipt in process, 

storage activities will reply using the Response to Inquiry Transaction citing Advice 

Code 3K 

C13.4.3. No Receipt but Record of Due-In. When the storage activity has no 

receipt in process but there is a PMR file, the storage activity will reply using the 

Response to Inquiry Transaction citing Advice Code 3M.

C13.4.4. No Receipt and No Record of Due-in. When the storage activity has no 

receipt in process and no record of a PMR file, the storage activity will reply using the 

Response to Inquiry Transaction citing Advice Code 3N.

6 Refer to ADC 313. DoD components must provide Defense Enterprise Data Standards Office with their 

Component implementation date for ADC 313.
DLM 4000.25, Volume 2, January 22, 2024

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C13-24 CHAPTER 13

C13.5. ARMY EXCHANGE PRICING PROCESS

C13.5.1. The Army approach to the Exchange Pricing (EP) interim approach is a 

multi-system functionality implementation. EP employs a dual pricing system for 

repairable NSN items based upon Standard Price (latest acquisition cost plus cost 

recovery rate) and Exchange Price (latest repair cost plus cost recovery rate) and a 

“buy one – return one” relationship with the customer. That is, a qualified exchange 

pricing customer buys at the Exchange Price and pays a penalty if a reparable is not 

turned-in within a specified period of time from the issue date. This process is 

applicable to the Army customers and Army-managed materiel only; other Services will

continue to pay Standard Price and receive 65 percent credit exchange upon receipt of 

carcass by the Army primary inventory control activity (PICA). 

C13.5.2. Once an item of supply is identified for a national repair program and the 

national item identification number (NIIN) has an established Exchange Price, all 

requisitions for the item will be priced at the Exchange Price if the customer is an 

authorized EP customer.

C13.5.3. When a requisition submitted to the Supply Support Activity (SSA) is 

processed by the Standard Army Retail Supply System (SARSS), SARSS will

determine if both the customer DOD activity address code (DoDAAC) is an EP 

customer, and the NIIN has an established Exchange Price. If the customer is an EP 

customer the requisition will be updated to include the EP Indicator. As this transaction 

is processed through the Army supply system, middleware, Funds Control Module

(including EP Tracking) DAAS, Commodity Control Supply System (CCSS), and Army 

Logistics Modernization Program (LMP), the EP Indicator will be used to identify the 

transaction as EP related. All the legacy systems will continue processing the MILS 

transactions, LMP will process DLMS transactions that are converted by the Defense 

Automatic Addressing System (DAAS). 

C.13.5.4. All related supply transactions prepared by the Army will carry and 

perpetuate the EP Indicator. As a result of the EP implementation the following 

transactions will be impacted, Requisition, Requisition Modifier, Requisition Follow-Up, 

Materiel Release Order and Supply Status. The returns process will also process EP 

related transactions. The Materiel Receipt transaction will be generated by SARSS for 

all returns of EP NIINs, and will include an EP Type of Credit indicator for Unserviceable 

credit when applicable, as well as an EP Conversion Indicator to identify the need to 

provide credit according the pre-EP credit policy, which will last for 60 calendar days 

following the implementation of Exchange Pricing.

C.13.5.5. If the return is in an un-repairable condition code or the item is not 

returned within the established timeframe (Delta Delay Days), the national level systems 

(LMP, CCSS) will create an obligation adjustment based on the receipt from Middleware 

Funds Control Module of a materiel returns supply status (Delta Bill Trigger) transaction. 

As a result of processing the delta bill trigger the national systems will create the 

logistics/interfund bill transaction with an EP Indicator and Type Bill code to identify the 

specific type of Exchange Pricing bill to the Army financial systems.
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C13-25 CHAPTER 13

C13.6. OPTIONAL INTRA-SERVICE USE OF RECEIPT FOR MATERIEL 

PROVIDED TO CONTRACTORS AS GOVERNMENT FURNISHED MATERIEL. Under 

the Government Furnished Materiel (GFM) business process contractors are authorized 

to receive specific items and quantities of GFM from Government supply sources. 

Materiel may be issued to the contractor based upon a contract schedule/bill of material 

(BOM) or issued in response to a requisition made by the contractor or a responsible 

Government representative. It is normally required that the contractor (or authorized 

Government representative) submit a materiel receipt acknowledgment (MRA) 

Transaction to the ICP under MRA procedures (refer to Chapter 10, C10.2.5.6). 

However, on an intra-Service basis, if the Service requires the contractor to send a 

Receipt Transaction to their issuing ICP rather than an MRA, the contractor must cite 

the DoD contract number which authorized the provision of GFM. This establishes 

GFM accountability to the contract. The GFM contract number, and call/order number, 

when applicable, is required in addition to the controlling document number for the 

Receipt Transaction. Under the MRA exclusions, MRA is not required for shipments to 

contractors, commercial, or industrial activities which are receipt reported to the owning 

ICP.

C13.7. ACCOUNTABLE PROPERTY SYSTEM OF RECORD TRANSFERS.

Upon ownership transfer of materiel, the sending and receiving activities may use 

the Acquisition and Valuation transaction to facilitate exchange of acquisition 

and valuation data between APSRs. The losing activity may transmit the 

appropriate information upon shipment, or the gaining activity may request the 

data to the losing activity. The losing activity may also send a correction to the 

gaining activity when there is a need to modify any information previously 

transmitted.
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C14-1 CHAPTER 14

C14. CHAPTER 14

ISSUE, LOAN, DEMAND, AND SINGLE MANAGER FOR 

CONVENTIONAL AMMUNITION FREEZE/UNFREEZE 

ACTION

C14.1. GENERAL

C14.1.1. This chapter provides a standard procedure for processing Issue, 

Demand, and Single Manager for Conventional Ammunition (SMCA) Freeze/ Unfreeze 

Action. This chapter also addresses the materiel loan process. 

C14.1.2. Transactions. This chapter addresses the procedures applicable to the 

following Defense Logistics Management Standards (DLMS) transactions, identified by 

their Accredited Standards Committee (ASC) X12 beginning segment report type code. 

Other DLMS formats, such as extensible markup language (XML), are also available. 

See the Defense Enterprise Data Standards Office Website for available formats on the 

DLMS IC page. The corresponding Military Standard Transaction Reporting and 

Accountability Procedures (MILSTRAP) legacy 80 record position transaction 

functionality is identified for information purposes in a mixed Defense Logistics Standard 

System (DLSS)/DLMS environment.

 C14.1.2.1. Issue Transaction. Issue Transaction is DLMS 867I Issue, 

identified by ASC X12 beginning segment (1/BPT04/20) Report Type Code 01 – 

Product Transfer. This transaction provides MILSTRAP legacy Document Identifier 

Code (DIC) D7_ functionality. The Issue Transaction function is further broken down by 

the 2/PTD01/10 Product Transfer Type Code which provides the functionality of the 

third position or the MILSTRAP legacy DIC. Table C14.T1 shows the specific product 

transfer type code corresponding to the MILSTRAP legacy DICs. 

Table C14.T1. Product Transfer Type Codes

MILSTRAP 

Legacy DIC MILSTRAP Title

DLMS 867I PTD01 

PRODUCT TRANSFER 

TYPE CODE

D7A Issue (Own Service/Agency) SS

D7B Issue (DoD Activities) BD

D7C Issue (Non-DoD Activities) BC

D7D Issue (Grant Aid) BE

D7E Issue (Foreign Military Sales) BF

D7G Issue (Destructive Test/Evaluation) BG
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C14-2 CHAPTER 14

MILSTRAP 

Legacy DIC MILSTRAP Title

DLMS 867I PTD01 

PRODUCT TRANSFER 

TYPE CODE

D7H Issue (Furnished Materiel for 

Consumption) BH

D7J Issue (Reutilization and Marketing) BI

D7K Issue (Relocation) BJ

D7L Issue (Assembly/Disassembly/ 

Reclamation/Conversion/Modification) BK

D7M Issue (Repair or Nondestructive 

Test/Evaluation) BL

D7N Issue (Loan) BM

D7P Issue (Returned Purchases) BN

D7P Issue (Designated Items) BO

D7R Issue (Exchange Items) BR

D7Z Issue (Other) BQ

 C14.1.2.2. Demand Transaction. Demand Transaction is DLMS 867D 

Demand Reporting identified by beginning segment (1/BPT04/20) Report Type Code 

TO – Demand Report. This transaction provides MILSTRAP legacy DIC DHA 

functionality.

 C14.1.2.3. Single Manager for Conventional Ammunition Freeze/Unfreeze 

Action Transaction. SMCA Freeze/Unfreeze Action Transaction is DLMS 846F SMCA 

Freeze/Unfreeze Action, identified by beginning segment (1/BIA02/20) Report Type 

Code ZB – Conventional Ammunition Suspension Report. This transaction provides 

MILSTRAP legacy DIC DA1/DA2 functionality.

C14.2. ISSUE

C14.2.1. General

 C14.2.1.1. This section provides a standard procedure for processing Issue

information to owner/inventory control point (ICP) for the purpose of:

 C14.2.1.1.1. Updating the owner/ICP record.

 C14.2.1.1.2. Recording the appropriate financial transaction. 

Conformance with standard line of accounting (SLOA)/accounting classification requires 

any initiation of a financial business event to include SLOA mandated standard financial 
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C14-3 CHAPTER 14

information system (SFIS) elements.1 The DLMS issue transaction supports inclusion 

of SLOA required elements. Pending full implementation of SLOA, DAAS will facilitate 

interoperability by updating selected SLOA data fields based upon the initiating activity’s 

Service/Agency and Fund Code. If discrete values for the SLOA data elements in the 

transaction do not match data elements from the SFIS Fund Code to Fund Account 

Conversion Table for the Fund Code in the transaction, reject with the DLMS 824R 

Reject Advice citing Reject Advice Code BU.

 C14.2.1.1.3. Providing a basis for billing the customer.

 C14.2.1.2. Processing points receiving requisitions, passing actions, followups and cancellations, irrespective of format or method of transmission, will process 

such transactions in accordance with their respective internal procedures. 

 C14.2.1.3. Internal processing methods may vary due to automated 

capability and related procedures; however, the formats for output from processing point 

to requisitioner and between processing points will use the formats prescribed in this 

manual.

 C14.2.1.4. Issue transactions are used to convey issue data to the ICP. 

Issue Transactions resulting from a backorder release are identified by Issue 

Transaction related Management Code M.

 C14.2.1.5. Materiel from an Army Medical Materiel Agreement (AMMA) site 

may be issued using local catalog identification numbers.

C14.2.2. Maintaining Accountability During Maintenance Actions

 C14.2.2.1. Applicability

 C14.2.2.1.1 These procedures apply to issues from inventory for 

assembly, disassembly, reclamation, conversion, modification, repair, and destructive or 

nondestructive test/evaluation consigned by the Department of Defense, other 

Government (non-DoD) Agencies, and commercial activities.

 C14.2.2.1.2. These procedures exclude repair and return of materiel 

owned below the wholesale distribution system. However, DoDM 4140.01 policy and, 

for commercial maintenance, the provisions of the FAR, apply. 

 C14.2.2.2. Accountability

 C14.2.2.2.1. For organic maintenance, responsibility for maintaining the 

asset balance portion of the property accountability record for DoD-owned property 

being repaired resides with the activity having physical custody. Organic maintenance 

1 Refer to ADC 1043/ADC 1043A
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C14-4 CHAPTER 14

facilities will assume accountability of materiel upon receipt at the maintenance facility 

and while in its custody during maintenance actions.

 C14.2.2.2.2. For Contractor maintenance, the owning DoD Component 

will maintain accountability for materiel in a contractor’s possession for repair. The 

contractor will have stewardship of the materiel in accordance with the requirements in 

Part 52.245-1 of the Federal Acquisition Regulation and associated clauses, terms, and 

conditions. The stewardship includes all government furnished property, including items 

furnished for repair, and remains until the repaired assets are returned to and received 

by the DoD Component.

 C14.2.2.2.3. For both organic and contractor maintenance, the activity 

having physical custody will provide visibility and report changes to the on-hand balance 

to the materiel owner (the Principal for maintenance by DMISA).

 C14.2.2.3. Requirements

 C14.2.2.3.1. Collocated Storage Activity. When the maintenance 

activity is collocated with a DoD storage activity, owners will direct materiel into 

maintenance only from the collocated storage activity. When necessary, owners will

relocate materiel from remote storage activities to the storage activity collocated with 

the maintenance activity using DLMS 940R, Materiel Release. The action will be 

posted to the property accountability record using either the Issue Transaction (Issue 

Relocation) or DLMS 945A, Materiel Release Advice. 

 C14.2.2.3.2. Organic Maintenance. The owner (Principal) will direct the 

issue of materiel to the maintenance activity from the co-located storage activity. Based 

on the repair schedule, the maintenance activity (Agent for maintenance by DMISA) 

may initiate induction to maintenance by requisitioning the unserviceable asset from the 

owner (Principal for maintenance by DMISA) under the provisions of DLM 4000.25, 

Volume 2, Chapter 4, paragraph C4.2.20. 

 C14.2.2.3.3. DoD Component Actions. Each DoD Component will

ensure that:

 C14.2.2.3.3.1. Owned inventory in the hands of the Department of 

Defense, other Government (non-DoD), and commercial activities is properly accounted 

for under the provisions of Volume 2, Chapter 6, Chapter 7, Chapter 12 and Chapter 13 

of the DLMS Manual and, for commercial maintenance, the provisions of the Federal 

Acquisition Regulation. This includes returns from field activities for repair and reissue 

as wholesale inventory. The DoD Components will prescribe use of any required 

internal codes to meet this requirement. (Responsibility of the owner (Principal for 

maintenance by DMISA).)

 C14.2.2.3.3.2. Total item property records for materiel in the 

hands of maintenance activities are maintained and adjusted based on the quantity of 

returned materiel and will support the DoD 7000.14-R “Department of Defense Financial 
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C14-5 CHAPTER 14

Management Regulation” accounting and reconciliation requirements. (Responsibility of 

the owner (Principal for maintenance by DMISA).)

 C14.2.2.3.3.3. Contracts for commercial maintenance require the 

commercial activity to report or acknowledge receipt and report shipment or 

condemnation of materiel to the contracting officer. (Responsibility of the agent for 

maintenance by DMISA.)

 C14.2.2.3.3.4. Any needed interface between the procurement 

and supply operations/functions exists to ensure that changes in inventory segment 

data (stock number, quantity, supply condition code) are sent to the owner. 

(Responsibility of the agent for maintenance by DMISA.) Arrangements may be made 

for commercial activities to report directly to the contracting officer and/or the owner 

using DLMS transactions. 

 C14.2.2.3.3.5. Reported data affecting inventory balances is 

recorded in the total item property record. (Responsibility of the owner (Principal for 

maintenance by DMISA).) 

 C14.2.2.3.4. Owners (Principals for maintenance by DMISA) will release

materiel from storage for maintenance action using the process in subparagraph 

C14.2.2.1. Issues should be posted to the property accountability record using either 

the Issue Transaction, or a DLMS 945A. Include any internal coding needed for proper 

financial accounting in the transaction.

C14.2.3. Issue Supply Condition Code (SCC) Q Materiel to DLA Disposition 

Services Field Office. When an inspection or technical/engineering analysis reveals a 

product quality deficiency that prohibits further DoD use of the materiel, the ICP will 

direct the transfer of the materiel to the DLA Disposition Services Field Office in SCC Q. 

Disposal release orders and related issue transactions for this materiel must cite either 

Management Code O (alpha) to identify deficient materiel that does not require 

mutilation or Management Code S to identify deficient materiel that requires mutilation. 

DLA Disposition Services will perform mutilation in accordance with existing guidance 

for the national stock number (NSN)/type of materiel. The ICP should identify to DLA 

Disposition Services any unique instructions for disposal requiring specific methods or 

information regarding hazardous contents contained in the item.

C14.2.4. Issue Reversal 

 C14.2.4.1. Issue reversals are used to correct owner and storage activity 

inventory records due to erroneous input by the storage activity.

 C14.2.4.2. By Component agreement, issue reversals are authorized as a 

method to adjust inventory balances as the result of a validated supply discrepancy 

report (SDR). The issue reversal transaction will serve as an auditable record of this 

action within storage activity and owner systems. When used for this purpose the 

storage activity must include the reason for reversal code in the issue reversal 

transaction to indicate a correlation with a supporting discrepancy report. Issue 
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C14-6 CHAPTER 14

reversals used to adjust inventory records will systemically trigger a financial adjustment 

by the owner system, when applicable, for discrepant shipments including, but not 

limited to, shortage, wrong item, or incorrect condition. The issue for wrong item 

shipments will not be reversed until after the incorrect materiel has been returned to the 

storage activity (with exception by direction of the ICP to correct records where a wrong 

item received is not returned).2

 C14.2.4.3. Navy use only. Storage activities will cite Reason for Reversal 

Code S in the issue reversal transaction when a cancellation request is issued for a 

materiel/disposal release order (MRO/DRO) and the item was not shipped. The 

reversal requirement stems from a timing issue. The MRO/DRO is in process, the 

storage activity property accountability record was decremented and the issue 

transaction was sent to the ICP to decrement to the owner balance. Subsequent to this 

action, but prior to the materiel being physically shipped and a materiel release 

confirmation being generated, the MRO/DRO issue action is cancelled and the materiel 

is returned to stock, if necessary. An issue reversal transaction is then required to 

increment the storage activity’s property accountability record and the ICP's record to 

the original quantity.

C14.3. BACKORDER TRANSACTIONS. Backorder transactions are not considered 

essential to supply operations under DLMS (consensus reached by the DLMS Supply 

Process Review Committee (PRC)). Accordingly, there is no DLMS backorder 

transaction. Under legacy MILSTRAP, Backorder transactions may be used to report 

establishment or cancellation of a backorder to ICPs3. MILSTRAP legacy Backorder 

transactions are identified by the DIC DG series transactions. 

C14.4. DEMAND TRANSACTIONS. The Demand Transaction may be used between 

supported activities and ICPs to report the establishment or cancellation of supply 

system demands, or may be used by ICPs as a technique for recording and 

accumulating demands for NSN items resulting from processing DLMS requisitions, 

passing orders, or other forms of supply system demands.

C14.5. LOAN TRANSACTIONS

C14.5.1. When authority is given to loan Government-owned materiel, supporting 

documentation pertaining to the terms and conditions of the loan will be maintained in a 

manual jacket file. As a minimum, the file should contain appropriate records to provide 

information on the purpose of the loan/authorization; location(s) of the materiel; 

condition of materiel at time of loan; loan duration; quantity; and value of loaned 

materiel. 

C14.5.2. If accountability is dropped, the Issue Transaction (Loan) will be used to 

loan materiel from depot inventory to authorized recipients. Some centralized systems 

2 Refer to ADC 1160. Implementation delayed.

3 Backorder transactions were eliminated from DLMS by intent after coordination with the DoD Supply 

Process Review Committee (SPRC).
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C14-7 CHAPTER 14

do not use Issue Transactions for the issue of loan materiel; however, the applied 

method should show the issue for audit and accountability purposes. For a 

decentralized system, the Issue Transaction, if created by other than the ICP, may be 

used.

C14.6. SINGLE MANAGER FOR CONVENTIONAL AMMUNITION

FREEZE/UNFREEZE ACTIONS

C14.6.1. Processing of transactions, such as mismatched record reconciliation 

requests (DLMS 846R, Location Reconciliation Request) or materiel release denials 

(DLMS 945A, Materiel Release Advice), may require the SMCA to freeze and, when 

resolved, to unfreeze wholesale assets at a specific storage activity for a given stock or 

part number, ownership/purpose code, and SCC.

 C14.6.2. When freeze or unfreeze actions are taken based on C14.6.1, the SMCA 

will provide the SMCA Freeze/Unfreeze Action Transaction to the owning DoD 

Component ICP for update of the ICP wholesale financial accountable records.
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C15-1 CHAPTER 15

C15. CHAPTER 15

INSTALLATION CLOSURE PROCEDURES

C15.1. GENERAL 

C15.1.1. Purpose. This chapter provides procedures and specifies timeframes 

for installation closures. They are intended to systematically curtail supply support, 

transfer mission-essential materiel, transfer materiel that is no longer required, and 

redirect mission-essential requisitions for or from activities affected by installation 

closures. Included are procedures for reporting all installation-owned property not to be 

transferred with the mission to new location(s).

C15.1.2. Transactions. This chapter addresses the procedures and 

applicable transactions relevant to installation closures. See the Defense 

Enterprise Data Standards Office Website for available formats on the DLMS IC 

page. The corresponding MILSTRIP legacy 80 record position transaction 

functionality is also provided for ease of interpretation by DLMS users and to 

support those working in a legacy environment. In addition to the listed 

MILSTRIP legacy transactions, the DLMS formats may incorporate functionality to 

support Component-unique transactions as noted in the implementation 

convention.

 C15.1.2.1. The Requisition Cancellation Transaction is identified by the 

DLMS 869C by beginning segment (1/BSI08/020 Code AC). This transaction 

provides the functionality of MILSTRIP legacy DIC AC1, AC2, AC3, AC4, AC5.

 C15.1.2.2. The Request for Mass Cancellation of Requisitions 

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/020 

Code AC and 1/BSI09/020 Code AW).1 This transaction provides the functionality 

of the MILSTRIP Mass Cancellation Message (See Appendix 6.23). There is no 

MILSTRIP legacy DIC equivalent. 

 C15.1.2.3. The Request for Universal Cancellation of Requisitions 

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/020 

Code AC and 1/BSI09/020 Code C).2 This transaction provides the functionality of 

the MILSTRIP Universal Cancellation Message (See Appendix 6.23). There is no 

MILSTRIP legacy DIC equivalent.

 C15.1.2.4. The Customer Asset Report (Stock Numbered Items) 

Transaction is identified by the DLMS 180M by beginning segment (1/BGN07/20 

1 Mass cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132. 

Delayed implementation authorized.

2 Universal cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132. 

Delayed implementation authorized.
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C15-2 CHAPTER 15

Code FT) and baseline item data (1/BLI01/10 Code FS). This transaction provides 

the functionality of MILSTRIP legacy DIC FTE.

 C15.1.2.5. The Reply to Customer Asset Report Transaction is identified 

by the DLMS 870M by beginning segment (1/BSR01/20 Code 7) and industry code 

(2/LQ01/145 Code 0 citing FTR). This transaction provides the functionality of 

MILSTRIP legacy DIC FTR.

 C15.1.2.6. The Disposal Release Order (DRO) Transaction is identified 

by the DLMS 940R by beginning segment (1/W0506/0200 Code NE). This 

transaction provides the functionality of MILSTRIP legacy DIC A5J.

C15.2. APPLICABILITY AND SCOPE. These procedures and timeframes apply to all 

DoD installations, both Continental U.S. (CONUS) and Outside the Continental U.S. 

(OCONUS); DoD tenant and satellite activities; DoD inventory control points (ICP); and 

DoD integrated materiel managers (IMM) processing reports for materiel no longer 

required as a result of an installation closure. 

C15.3. EXCLUSIONS. In addition to the exclusions cited in Chapter 11, the 

procedures in this chapter do not apply to the following:

C15.3.1. bulk petroleum;

C15.3.2. inter-departmental and intra-departmental purchasing operations;

C15.3.3. forms and publications; 

C15.3.4. communications security (COMSEC) equipment, COMSEC aids (keying 

materiel), and all items including classified components, individual elements, and repair 

parts that are classified and designated “crypto”, or that are normally handled through 

crypto channels; 

C15.3.5. coal and coke; 

C15.3.6. related personal property reportable to GSA as a part of a real estate 

package. Related personal property is classified as any property that is:

 C15.3.6.1. an integral part of real property or is related to, designed for, or 

specially adapted to the functional or productive capacity of the real property and 

removal of this personal property would significantly diminish the economic value of the

real property. Normally, common use items, including, but not limited to, general 

purpose furniture, utensils, office machines, office supplies, or general purpose vehicles 

are not considered to be related personal property;

 C15.3.6.2. determined by GSA to be related to the real property; 

C15.3.7. installed property (Class II Plant Property); 
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C15-3 CHAPTER 15

C15.3.8. real property. 

C15.4. INSTALLATION CLOSING PROCEDURES

C15.4.1. Stratification of Inventory

 C15.4.1.1. Installation Procedures. Do an inventory of all installation-owned 

property upon receipt of a confirmed closure date. The inventory will include, but not 

be limited to, nonconsumable items (recoverable/capitalized assets and assets on table 

of allowances) and consumable items (assets on working capital fund records). Each 

designated account must maintain its identity. Stratify the inventory applicable to each 

designated account into three classes of property:

 C15.4.1.1.1. Mission-essential and is to be transferred to a new location 

with the mission.

 C15.4.1.1.2. Not mission-essential but is required for local operations 

during the period prior to closure.

 C15.4.1.1.3. Materiel that is no longer required for operational needs.

 C15.4.1.2. Tenant and Satellite Activities. Each tenant and/or satellite 

activity having custody of installation-owned property must return that property to the 

installation. Accountable records must reflect the returns. Use procedures in 

subparagraph C15.4.1.1 to inventory and stratify tenant-owned and satellite-owned 

property.

 C15.4.1.3. Working Capital Fund. Relocate the DoD Component managed 

working capital fund items with the mission, if mission-essential, or redistribute within 

the DoD Component working capital funds. Relocate IMM items with the mission, if 

mission-essential, or report to the IMM for disposition instructions.

C15.4.2. In-Process Requisitions

 C15.4.2.1. Initial Requisition Review. Simultaneously with doing the 

inventory, do a review of the installation requisitions. Identify requisitions that will be:

 C15.4.2.1.1. continued for shipment to the unit's relocation site.

 C15.4.2.1.2. continued for operational requirements until closure.

 C15.4.2.1.3. canceled if materiel is no longer required for operational 

needs. Cancellations will be performed by single-line cancellation if time permits. See 

Chapter 4 for requisition cancellation procedures.

 C15.4.2.2. Sixty-Day Review. Sixty calendar days prior to closure date, 

review all requisitions again for need. If required, identify requisitions for shipment to 

the relocation site. Use single-line requisition cancellation procedures to cancel 
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C15-4 CHAPTER 15

requisitions not required. When time is insufficient to effect single-line cancellations, 

use the mass or universal cancellation procedures under Chapter 27. Universal 

cancellation procedures do not provide for continuation of requisitions for 

shipment to a new location site.

C15.4.3. Disposition of Inventory

 C15.4.3.1. Time-Phased Closing Schedule. The activity being closed will

develop a time-phased schedule to transfer mission-essential property to the new 

mission location(s). The schedule will plan the movement of property at the earliest 

date without impairing mission capability prior to the transfer. Transfer missionessential property to the new location(s) after transfer of the mission only in those 

circumstances where mission-essential items are required, up to and including the last 

day prior to mission transfer.

 C15.4.3.2. Review of Non-Mission-Essential Items. In actions involving an 

installation closure, review and process all non-mission-essential items under the

provisions of DoD Directive 5410.12, Economic Adjustment Assistance to DefenseImpacted Communities, July 5, 2006. Begin initial review of installation-owned items 

under the provision of DoD Directive 5410.12 immediately upon completion of the 

inventory, including items identified as no longer required and items identified as being 

necessary for operation of the installation prior to closure. Using these item lists as the 

basis, make preliminary identification of related personal property as defined by the 

DoD Directive 5410.12.

 C15.4.3.3. Review of Host Country Agreements. In actions involving the

closure of OCONUS installations, review and process all items that are not missionessential and/or items that will not be transferred with the activity under agreements 

between the United States and the host country. Begin the review immediately upon 

completion of the inventory, including those items identified as necessary for 

installation operations prior to closure. 

 C15.4.3.4. Reporting Excess Materiel. Immediately upon completion of the 

inventory and, if time permits, not less than six months prior to the announced date of 

closure, report to the appropriate ICP/IMM under Chapter 11 Materiel Returns 

Program procedures all property identified as no longer needed by the installation 

and not included in the preliminary list of related personal property. Do not report 

excess property to GSA under Chapter 11 procedures; GSA managed materiel 

should be redistributed per Service guidance, or alternatively, revert to normal 

reutilization/transfer/ donation processes.

 C15.4.3.5. Stratification of Property for Installation Operations. Stratify all 

property that is not mission-essential, but is required to operate the installation for all or 

a portion of the time remaining until closure and is not included in the preliminary list of 

related personal property. Stratify items in date order when they will become excess to 

operational needs. Sixty calendar days prior to the date that each item becomes

excess, report the items to the ICP/IMM under Chapter 11 procedures.
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C15-5 CHAPTER 15

 C15.4.3.6. Reporting Personal Property Items. Report items identified as 

related personal property (See C15.3.6.) to the ICP/IMM using the Customer Asset 

Report (DLMS 180M) and cite Project Code 3QQ. Project Code 3QQ informs the 

ICP/IMM that the item has been placed on the preliminary inventory of related personal 

property designated to be transferred to the local community at the time of installation 

closure. If there is a DoD requirement, delete the item(s) from the inventory of related 

personal property. Do not report related personal property to GSA under materiel 

returns program (MRP) procedures.

 C15.4.3.7. Processing Excess Materiel. When items that have been 

reported to ICPs/IMMs as no longer needed under the above guidance and Chapter 

11 procedures and for which the ICPs/IMMs have indicated a requirement, process

those items using ICP/IMM materiel returns instructions.

 C15.4.3.8. Excess Item Disposal. All items reported to the ICPs/IMMs as no

longer needed, and for which the ICPs/IMMs provided a Reply to Customer Asset 

Report (DLMS 870M) citing Supply Status Code TC, plus items that are not 

reportable to ICPs/IMMs (e.g., locally purchased non-national stock number (NSN)

items) will be disposed under DoD Component procedures. All items identified as 

related personal property (See C15.3.6.) and for which there is no DoD requirement, 

will remain with the installation.

 C15.4.3.9. Inactive NSNs. Distribution centers having obsolete or inactive 

coded NSNs on record (items without an active item manager in FLIS) will locally 

prepare a DRO (DLMS 940R) citing Utilization Code M.

C15.5. PROCEDURES FOR THE INVENTORY CONTROL POINT/INTEGRATED 

MATERIEL MANAGER C15.5.1. ICPs/IMMs will process customer asset reports 

(DLMS 180M) for property received resulting from installation closure using Chapter 11 

procedures. ICPs/IMMs will not direct the return of related personal property identified 

by Project Code 3QQ unless the item is required to meet an approved force acquisition 

objective and/or approved pre-positioned war reserve requirement. C15.5.2. When 

appropriate, ICPs/IMMs will direct disposal of materiel resulting from base realignment 

and closure (BRAC) under Chapter 16 procedures for directing materiel to DLA 

Disposition Services. The resulting DRO (DLMS 940R) will cite Utilization Code M.
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C16-1 CHAPTER 16

C16. CHAPTER 16

DISPOSITION SERVICES

C16.1. General

C16.1.1 Purpose. This chapter prescribes policies, procedures, and transactions 

relevant to DLA Disposition Services. These procedures establish guidelines for 

movement of materiel to DLA Disposition Services, handling and accounting for this 

materiel, and requisitioning DoD excess personal property from DLA Disposition 

Services. Basic procedures such as requisitioning, status, receipt and discrepancy 

reporting are documented in DLM 4000.25, Volume 2. This chapter augments those 

procedures with specific procedures related to DLA Disposition Services and managing 

DoD excess personal property. 

C16.1.2. Transactions. This chapter includes the procedures applicable to the 

following DLMS transaction functions, which are not addressed in any other chapter. 

These transaction functions are DLMS enhancements with no corresponding legacy 80 

record position transactions. The transaction functions are identified by their beginning 

segment transaction type code or report type code. See the Defense Enterprise Data 

Standards Office (DEDSO) Website for available formats on the DLMS IC page. 

 C16.1.2.1. Disposition Services Turn-In Receipt Acknowledgement (TRA) 

Transaction is DLMS 527R with beginning segment Transaction Type Code CJ – 

Confirmation (2/BR02/020 Code CJ). 

 C16.1.2.2. Disposition Category Update Transaction is DLMS 846C with

beginning segment Report Type Code PC – Process Change Notice (1/BIA02/0200 

Code PC) 

 C16.1.2.3. Disposition Category Update Response Transaction is DLMS 

846C with beginning segment Report Type Code 09 – Progress Report (1/BIA02/0200 

Code 09). Disposition Category Update Responses Transactions are further broken 

down by beginning segment Action Codes (1/BIA06/0200). 

 C16.1.2.3.1. Action Code 2 – Change (Update). DLA Disposition 

Services Field Office uses to notify the DLA Disposition Services ICP that the proposed 

Disposition Category Code DS – Disposal will be overturned with a Disposition 

Category Code S – Sales. 

 C16.1.2.3.2. Action Code CF – Confirm. DLA Disposition Services Field 

Office uses to confirm the Disposition Category Code DS – Disposal assigned to the 

DTID by the DLA Disposition Services ICP. 
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C16-2 CHAPTER 16

 C16.1.2.3.3. Action Code DE – Deny. DLA Disposition Services Field 

Office uses to deny the Disposition Category Code DS – Disposal assigned to the DTID 

by the DLA Disposition Services ICP. 

 C16.1.2.4. Accumulation Number Update Transaction is DLMS 846C with 

beginning segment Report Type Code RA – Revision Announcement (1/BIA02/0200 

Code RA). DLA Disposition Services ICP sends this transaction to the DLA Disposition 

Services Field Office to advise of a change in the disposition services accumulation 

number. 

C16.2. REQUISITIONING DOD EXCESS PERSONAL PROPERTY FROM THE

DISPOSITION SERVICES

C16.2.1. General

 C16.2.1.1. Excess Property Requisition. DoD activities and, under certain 

circumstances, authorized Federal civil agencies, requisition excess personal property 

through the DLA Disposition Services or directly from a DLA Disposition Services Field 

Office. Activities will request, through an accountable supply officer, only that property 

authorized by parent headquarters or command and will not request quantities of 

property that exceed authorized retention quantities. The DoD Component will give

DLA Disposition Services the supply condition codes that are acceptable in relation to 

the materiel being requisitioned. DLA Disposition Services maintains a standardized 

and centralized control and accounting system for all excess and surplus personal 

property located in DLA Disposition Services Field Offices, and provides visibility of 

such property through a variety of utilization screening procedures. (see DoDM 

4160.21, “Defense Materiel Disposition Reutilization, Transfer, and Sale of Property.) 

 C16.2.1.2. Use of Defense Logistics Management Standards 511R. DoD 

activities will send requisitions using the Defense Logistics Management Standards

(DLMS) 511R Requisition, for excess personal property to DLA Disposition Services. 

The requisition may be hand carried to DLA Disposition Services Field Offices for 

property previously selected, scheduled for pickup, or required as a result of screening 

at DLA Disposition Services Field Offices. Always cite the DoD activity address code 

(DoDAAC) of the DLA Disposition Services Field Office in requisitions hand carried to a 

DLA Disposition Services Field Office. Activities or units unable to send requisitions 

electronically may forward them directly to DLA Disposition Services by mail or by 

narrative message, but will consider this a nonstandard procedure and discontinue its 

use as soon as the ability to use an electronic method is realized. 

C16.2.2. Submission of Requisitions to DLA Disposition Services 

 C16.2.2.1. General. When DLA Disposition Services is notified of a turn-in to 

a DLA Disposition Services Field Office, via a DLMS 527R Receipt transaction 

containing Disposition Category Code RU Reutilization (see C16.2.2.1.2) the disposal

turn-in document (DTID) and/or property is considered eligible for requisitioning and 

placed in a reutilization cycle that determines eligibility to requisition the item. There are 
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C16-3 CHAPTER 16

four different continental United States (CONUS) screening periods within the 

reutilization/transfer/donation (RTD) formal screening cycle: DoD Formal and Special 

Programs (Screening Cycle Code = DOD), General Services Administration (Screening 

Cycle Code = GSA), Donation (Screening Cycle Code = DON), and a second RTD 

screening cycle for items eligible to RTD customers (Screening Cycle Code = RTD2). 

Outside continental United States (OCONUS) Screening Cycle Codes are FEPP (for 

Department of Defense, DoD Special Programs and federal Civil Agencies); FEPD (for 

Donation); and RTD2 for all others. DoD customers can requisition an item at any time 

during the cycle; however, non DoD agencies and groups only have access to the item 

once it reaches a certain day within that cycle. 

 C16.2.2.1.1. Reutilization/Transfer/Donation Property. All customers 

will have a valid DoDAAC in order to requisition DLA Disposition Services’ RTD 

property. Requisitions may be generated for DLA Disposition Services’ property via the 

DLA Disposition Services RTD Web, GSA Web, or from Service/Agency supply 

systems. However, RTD Web will be the single interface by which DLA Disposition 

Services receives requisitions. GSA Web and Service supply system orders will be 

routed by Transactions Services to RTD Web prior to DLA Disposition Services. Once 

processed by RTD Web, any additional information/data elements that are maintained 

within RTD to facilitate processing will be added to the requisition documents and 

transmitted to DLA Disposition Services. 

 C16.2.2.1.2. FMS Requisitions of Reutilization Property. All requisitions 

sent to DLA Disposition Services for property assigned Disposition Category Code RU 

are considered free-issue, except requisitions from foreign military sales (FMS) 

customers. DLA Disposition Services supports two types of FMS Customers, identified 

as FMS Sales Case Customers and FMS Grant Case Customers. Both customers 

generate packing, crating, and handling (PC&H) costs; however, FMS Sales Case 

Customers are charged additional costs determined from the acquisition value of the 

NSN and factoring in the depreciation value based on the condition code, multiplied by 

the quantity on the Materiel Release. The FMS charges are calculated in EBS, then 

transferred to DSS via DLMS 940R with the Present Market Value. Once DSS performs 

the good pick for the FMS requisition, DSS will send a DLMS 945A to EBS in addition to 

printing these charges on the bottom portion of the DD 1348-1A. The Present Market 

Value will identify FMS Costs and allow systems to convey this calculated value across 

multiple platforms for auditability. For FMS Sales Customers, this is the PC&H charges 

in addition to calculated sales charges. For FMS Grant Customers, the FMS Costs will 

identify only FMS PC&H charges. Passing this information will allow for proper financial 

accountability. Additionally, when the DD 1348-1A prints, the continuation sheet will 

include Foreign Military Sales Cost Information, printed as “FMS Costs”. The funds 

appropriation/funds cite will be perpetuated to the field office on the DLMS 940R 

Materiel Release Order (MRO) at the time the item is issued. Conformance with 

standard line of accounting (SLOA)/accounting classification requires any initiation of a 

financial business event to include SLOA mandated standard financial information 
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C16-4 CHAPTER 16

system (SFIS) elements.1 The DLMS MRO transaction supports inclusion of SLOA 

required elements. 

 C16.2.2.1.3. DTID Number and Suffix Code on Requisitions. Service 

system generated requisitions for DLA Disposition Services’ owned property are routed 

by DAAS to RTD Web and are not required to cite a DTID number, or DTID number and 

suffix, unless a specific property turn-in is being requested to fill the order. All customer 

requisitions originating via the RTD Web and GSA requisitions submitted to RTD Web 

are required to site a specific DTID number, or DTID number and suffix, as applicable. 

All requisitions forwarded from RTD Web to DLA Disposition Services for fulfillment, 

including Service system requisitions initially submitted without a DTID number, will cite 

a DTID number, or DTID number and suffix, as applicable. 

 C16.2.2.1.4. Want Lists. RTD Web customers are able to set up 

customized want lists within RTD Web. Want lists enable an automatic search of 

inventory and provide e-mail notification if the specific property becomes available. 

Customers will log in to RTD Web to initiate the requisition request, or generate a 

requisition from the Service supply system. 

 C16.2.2.2. Submission of Service System Generated Requisitions. RTD 

Web will provide a daily asset inventory file to DAAS to enable the Services to generate 

DLMS or legacy 80-record position format requisitions originating from their own supply 

systems based on the asset inventory file. DAAS has a documented agreement with 

each customer to provide the asset inventory file under the Integrated Data 

Environment (IDE) initiative. Military Service/Agency supply systems, external to the 

DLA Disposition Services RTD Web, may direct requisitions to DLA Disposition 

Services Routing Identifier Code (RIC) S9D without regard to specific DTID numbers 

contained within DLA Disposition Services’ inventory. These requisitions will be 

forwarded by DAAS to the RTD Web for processing. 

 C16.2.2.3. RTD Web Generated Requisitions. Items that are within the 

reutilization cycles are reported daily by DLA Disposition Services via a property 

characteristic flat file to RTD Web when the Screening Cycle Code is either DOD or 

RTD2. This daily file to the RTD Web notifies the Web application of the available 

items. RTD Web maintains rules that determine eligibility to requisition specific items. 

For all requisitions prepared/generated within RTD Web, the document numbers will be 

constructed using the customer’s DoDAAC, the current ordinal date, and a serial 

number. The serial number may begin with a specific letter value based upon the 

applicable business process as directed below. 

 C16.2.2.3.1. Submission of Requisitions for Items Identified to a 

Container. To facilitate RTD, DLA Disposition Services employs a containerization 

process whereby the DTID number or DTID number and suffix, of similar turned-in items 

is associated to a container and made visible to customers. Using this visibility, 

customers have the option of requisitioning either the whole container (through RTD 

1 Refer to ADC 1043.
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C16-5 CHAPTER 16

Web only) or specific items from within the container. A separate requisition identifying 

the disposition services container identification (ID) is sent for each item ordered by the 

customer. If the customer selects the entire container, a separate requisition is still 

generated for each item within the container. Where multiple document numbers are 

needed to support customers ordering containerized property, the RTD Web-generated 

document number will assign serial numbers beginning with utilization code R. The 

generation of a distinct document number for each item ordered allows the customer to 

have visibility and status relative to the processing of each requisition, maintains 

container synchronization, and facilitates inventory control. In addition to the disposition 

services container ID mentioned above, when the customer selects the entire container, 

each individual DLMS 511R Requisition (Transaction Type Code A0) will include an 

indicator (i.e., Container Issued in Full) to communicate that the whole container is 

being requisitioned and total of the DTID numbers within the container. 

 C16.2.2.3.2. Local Stock Number Requisitioning. Local stock number 

(LSN) requisitioning will be available only via RTD Web. All property marketed via RTD 

Web will be by DLA Disposition Services’ LSN or NSN. In cases where an item is 

available for requisitioning in less than the standard unit of issue, the resulting 

requisition transaction sent to DLA Disposition Services will include the ‘unit of use’ 

indicator to define the quantity and unit of measure as applicable to unit of use. The 

LSN will be identified as the primary identification and the NSN will be provided for 

cross reference. 

 C16.2.2.4. General Services Administration (GSA) Web Requisitioning. 

Items that are within the reutilization cycles are reported daily by DLA Disposition 

Services via a property characteristic flat file to the GSA Web when the Screening Cycle 

Code is GSA or DON for CONUS, and FEPP or FEPD for OCONUS. This daily file to 

GSA notifies the GSA Web of the available items. GSA Web maintains rules that 

determine who is eligible to requisition specific items. GSA customers are then able to 

requisition these items by generating a requisition. A daily batch file will be sent to 

DAAS. Legacy 80-record position requisitions will be converted by DAAS into DLMS 

511R Requisition transactions and sent to RTD Web for processing. GSA will use the 

DTID number as the item control number which, along with a document number for 

each requisition, will be sent to RTD Web. 

 C16.2.2.5. Special Programs for Non-DoD/Non-Federal Agency 

Requisitioners. DLA Disposition Services provides support to federally authorized 

Special Programs, including organizations that are neither a Federal agency nor a DoD 

entity. Under policies set forth within the Department of Defense, these organizations 

are authorized to requisition materiel from DLA Disposition Services. Non-DoD and 

non-Federal programs requiring DoDAACs are controlled under unique series 

DoDAACs beginning with a numeric followed by alpha characters in the first two 

positions. See DLMS Volume 6, (C2.1.2.1.). Policy changes in the DoDM 4160.21 

identify that DoD Customers must have priority during the reutilization cycle over 

Special Programs Customers, and requisitions will no longer be obligated to Special 

Programs (to include FMS) during the DoD Customer Cycle. This results in DoD 

Special Program Customers having their requisitions held in EBS until day 14. 
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C16-6 CHAPTER 16

However, there are situations in support of customers or disaster relief efforts when 

Disposition Services will require immediate support for special programs; one example 

is customer support for FEMA. In order to support the Special Programs customers, 

the DLMS 511R Requisition will provide a Special Programs Hold Override Indicator, 

allowing these customers the ability to bypass the required hold period for these 

special circumstances.

 C16.2.2.5.1. DLA Disposition Services 2Y Series DoDAACs. DLA 

Disposition Services’ Special Program DoDAACs will be reserved under the 2Y series. 

See DLMS Volume 2, Appendix 7, Service and Agency Codes). The 2Y Series 

DoDAACs will be populated with DoDAAC Authority Code 04, Authorized to Requisition 

DLA Disposition Services’ Materiel Only (see DLMS Volume 2, (C4.10.12, Table C4.T3) 

and the DoDAAC authority codes link in Volume 6 (C2.4.4.2, Table C2.T2). DLA 

Disposition Services will submit a letter to the DoD activity address directory (DoDAAD) 

Administrator (via the DLA DoDAAC central service points) designating the DLA 

DoDAAC monitor(s) responsible for establishing and maintaining the 2Y series 

DoDAACs. 

 C16.2.2.5.2. DoDAAC Assignments. DLA Disposition Services will

ensure DoDAACs are only issued to authorized entities for authorized materiels for 

each special program. Initial DoDAAC assignments are as follows: 

 C16.2.2.5.2.1. DoD Computers for Learning Program - 2YC. 

Allows for the transfer of excess DoD computer hardware/information technology (IT 

equipment) to eligible elementary and secondary schools within the United States. 

 C16.2.2.5.2.2. Veterans Industries - 2YD. This vocational 

rehabilitation program, which provides temporary and permanent staffing for 

manufacturing, warehouse construction and office support, as well as outsourced 

support in assembly, packaging, sorting, grading, reclaiming, and recycling, is 

authorized to requisition excess property from DLA Disposition Services. 

 C16.2.2.5.2.3. DoD Firefighter Program - 2YF. Allows the transfer 

of excess property to firefighting agencies for use in fire protection and emergency 

service activities. 

 C16.2.2.5.2.4. Law Enforcement Support - 2YT. Allows the 

transfer of excess DoD property to Federal and State law enforcement agencies. 

 C16.2.2.5.2.5. Civil Air Patrol - 2YX. Allows the Civil Air Patrol 

(CAP), as the official auxiliary of the United States Air Force, to receive excess and 

Federal excess personal property (FEPP) without reimbursement. 

C16.2.3. Receipt of Requisitions by DLA Disposition Services. Upon receipt of the 

requisition, DLA Disposition Services will select the requested item for issue or provide 

appropriate supply status if not available. If requested materiel is not available, DLA 

Disposition Services will keep the requisition on file for 60 calendar days and send a 

DLMS 870S Supply Status with Status Code B1 to the requisitioner. If all of the 
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C16-7 CHAPTER 16

requested materiel does not become available during the 60 calendar day period, DLA 

Disposition Services will cancel the remaining unfilled quantity and send a DLMS 870S 

with Status Code D1 to the requisitioner. 

C16.2.4. Processing Requisitions by DLA Disposition Services and the RTD 

Website

 C16.2.4.1. Materiel Release. The MRO (Transaction Type Code NA) will be 

used to direct the release of property from a DLA Disposition Services Field Office. The 

MRO will be sent from DLA Disposition Services to the field office when materiel is 

being issued as a result of sales, reutilization, transfer, or donation. The materiel

release process will be accomplished at the DTID number or DTID number and suffix, 

level of detail. The rules in DLMS Volume 2, Chapter 4 apply to the MRO process; 

however, the transaction may contain the following additional data to support disposal 

processing as described below: DTID number, or DTID number and suffix, disposition 

services container ID, container issued in full indicator, minimum/maximum ship 

quantity, sales order reference number, complete container count, transportation 

method, cancellation mandatory/optional flag, customer type, DEMIL code, DEMIL 

integrity code, and/or funds appropriation number. Upon shipment of the materiel for 

each MRO, the DLA Disposition Services Field Office will send the DLMS 856S 

Shipment Status (Type Transaction Code AS_) transaction to the customer. The 

transaction will contain the DTID number or DTID number and suffix of the original 

document number, and associated disposition services container ID. 

 C16.2.4.1.1. Disposal Turn in Document Number. The DTID number or 

DTID number and suffix will be passed to DLA Disposition Services Field Offices on 

every MRO sent to DLA Disposition Services Field Offices for a usable property. This 

will allow materiel to be released at a more detailed level of inventory. 

 C16.2.4.1.2. Customer Pick Up. Information contained in the MRO will

indicate whether the materiel will be picked up by the customer or shipped. DoD 

Transportation Method Code X will be used to indicate customer pick up; otherwise, the 

data element will be left blank. 

 C16.2.4.1.3. Minimum/Maximum Ship Quantity. These quantities will

identify allowable over and under release quantities. 

 C16.2.4.1.4. Disposition Services Customer Type. This data element is 

used by the DLA Disposition Services Field Office to prioritize the workload of MROs. 

The codes used are: R (Reutilization) – DoD agencies and programs that are provided 

for by regulation; T (Transfer) - Customers that are Federal agencies that may receive 

property from other Federal agencies; D (Donation) - Customers that are non-profit 

organizations that work with the State Agencies for Surplus Property (SASPs) to 

withdraw DoD property; and S (Sales). 

 C16.2.4.1.5. Processing Requisitions Identified to a Container. When 

DLA Disposition Services receives a requisition with the container issued in full 
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C16-8 CHAPTER 16

indicator, the information will be used to insure all requisitions for that container are 

received and processed appropriately. MROs generated by DLA Disposition Services 

for requisitioned items associated with a container will identify the disposition services 

container ID. In addition to the disposition services container ID, MRO transactions 

generated based on the customer ordering the entire container will contain a container 

issued in full indicator and the count of total of DTID numbers or DTID numbers and 

suffix within the container. This allows DLA Disposition Services Field Offices to insure 

that an MRO for each item/DTID number or DTID number and suffix associated with a 

container is received and processed. Upon shipment of the materiel for each MRO, the 

DLA Disposition Services Field Offices will send the DLMS 856S Shipment Status (Type 

Transaction Code AS) transaction to the customer, containing the DTID number or 

DTID number and suffix, the customer’s original requisition number, and the associated 

disposition services container ID. 

 C16.2.4.1.6. Demilitarization Code and Demilitarization Integrity Code. 

DLA Disposition Services passes these data elements to the DLA Disposition Services 

Field Offices in order to validate that property is still eligible for requisition by a particular 

customer prior to the physical release of property. Based upon frequency and timing of 

updates, the DEMIL and DEMIL integrity codes resident in DLA Disposition Services 

Field Office records may be more current than the data passed in the MRO by DLA 

Disposition Services. Therefore, if the DEMIL code sent on the MRO does not match 

the DLA Disposition Services field office record, the field office will hold the property for 

a period of time to allow DLA Disposition Services records to be updated, and send an 

MRO cancellation if necessary. Additionally, if the DEMIL Code is Q, the field office will

also validate the DEMIL integrity codes prior to release. If, at the end of an established 

waiting period, DLA Disposition Services has not sent the MRO cancellation, the field 

office will resume processing. 

 C16.2.4.1.7. Local Stock Number/Unit of Use. The MRO will carry the 

unit of use LSN and the cross-reference NSN. The unit of use indicator will define the 

quantity and unit of measure as applicable to unit of use. See C16.6.9. for assignment 

and use of LSNs, including unit of use LSNs. 

 C16.2.4.1.8. Funds Appropriation Number. This number will be used on 

the MRO to calculate transportation costs that may be associated with certain orders 

that are shipped to RTD customers. For FMS orders, it is required by the Traffic 

Management Office (TMO) in order to correctly charge shipping costs. 

 C16.2.4.1.9. Materiel Release Orders in Support of Public Sales. In 

support of public sales, the DLMS 940R, MRO sent to DLA Disposition Services Field 

Offices to direct release of a sales order line item will contain an original document 

number (ODN), constructed using a valid DLA Disposition Services DoDAAC as the 

primary document number in the transaction. The DTID number or DTID number and 

suffix identifying the property will be carried as a secondary reference number. The 

sales order reference number will be passed in each transaction as secondary to the 

DTID number, except when the line item relates to a CV term sale, then the delivery 

order term sales contract number will be passed in addition to the DTID number. This 
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C16-9 CHAPTER 16

will enable the field office to identify all associated MROs into a single pick order. The 

supplementary address will contain the valid DLA Disposition Services public sales 

DoDAAC, along with Signal Code K indicating ship to and bill to supplementary 

address. Public sales MROs will contain a DoD Transportation Method Code of X to 

indicate customer pick up. Additionally, these MROs will contain the public customer’s 

first and last name as exception data, which will be used by field office personnel 

responsible for supervising customer removals to verify the correct customer is 

removing the property. Once property is removed, the field office will send a DLMS 

945A Materiel Release Confirmation transaction, containing the associated ODN and 

DTID number or DTID number and suffix, to DLA Disposition Services. 

 C16.2.4.2. Materiel Release Order Denial. The DLA Disposition Services 

Field Office will send DLA Disposition Services the DLMS 945A, Materiel Release Order 

Denial (Transaction Type Code NK), with the appropriate management code, to 

communicate a denial for materiel when materiel no longer exists or when materiel has 

been damaged prior to customer pickup. This will include the use of denial 

Management Code Q for instances where there is enough on-hand materiel to fill the 

order, but not enough materiel on the DTID number or DTID number and suffix specified 

on the MRO.

 C16.2.4.3. Materiel Release Confirmation. When confirming MROs, the DLA 

Disposition Services Field Office will provide the DLMS 945A, Materiel Release 

Confirmation (Transaction Type Code NJ) to the DLA Disposition Services following the 

prescribed rules in DLMS Volume 2, Chapter 4. However, in addition, this transaction 

will always contain the DTID number or DTID number and suffix or a unique control 

number (UCN) assigned by DLA Disposition Services during receipt and carried as a 

DTID number allowing release at a more detailed level of inventory. 

 C16.2.4.4. Follow-up for Materiel Release Order Status. The DLMS 940R, 

MRO Follow-Up (Transaction Type Code NB) will be used to communicate the follow-up 

request for status on open MROs. The DLA Disposition Services Field Office will

provide MRO status using the DLMS 945A, Materiel Release Order Status (Transaction 

Type Code NL), as prescribed in DLMS Volume 2, Chapter 4. 

 C16.2.4.5. Requisition and Materiel Release Cancellation

 C16.2.4.5.1. Customer Requisition Cancellations

 C16.2.4.5.1.1. Customer Requisition Cancellations Based on RTD 

Preparation of the DLMS 869C (DIC AC_), Customer Cancellation Request. Service 

system customers and RTD Web customers have the option to cancel a submitted 

requisition prior to receiving the inventory from DLA Disposition Services. 

 C16.2.4.5.1.2. RTD and GSA Web Customer Cancellations. RTD 

and GSA Web customers may access the RTD or GSA Web application to view existing 

requisitions and choose to cancel. As a result, a separate DLMS 869C, Customer 

Cancellation Request, will be sent to DLA Disposition Services along with the DTID 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-10 CHAPTER 16

number or DTID number and suffix for the item that is being cancelled. When the 

cancellation involves a unit of use LSN, the DLMS 869C will carry the unit of use LSN 

and the cross-reference NSN. The unit of use indicator will define the quantity and unit 

of measure as applicable to unit of use. See C16.6.9 for assignment and use of LSNs, 

including unit of use LSNs. DLA Disposition Services will use the DTID number or DTID 

number and suffix as well as the requisition document number and suffix when 

applicable, to identify and attempt to cancel the order. If no MRO has been generated, 

the DLA Disposition Services can cancel immediately and adjust available inventory 

accordingly. If an MRO has been generated to the DLA Disposition Services Field 

Office and is open, then DLA Disposition Services will attempt to cancel the MRO. 

 C16.2.4.5.1.3. Customer Submission of DLMS 869C Cancellations 

Subsequent to Transmission of DLMS Supply Status. In certain instances, the RTD 

Web will be required to generate document number suffix codes as needed to fill the 

requisitioned quantity using property associated with multiple DTID number or DTID 

number and suffixes (see C16.2.4.5.1.2.). Supply status will be provided under the 

requisitioned document number/suffix code combination citing the DTID number or 

DTID number and suffix value associated with each suffix. Therefore, customer 

cancellations submitted via the DLMS 869C from Service/Agency supply systems may 

be prepared using the document number and applicable suffix code from the supply 

status when applicable. Component supply systems may also cancel requisitions by 

document number and quantity alone, requiring the RTD Web to determine the 

appropriate suffix/DTID number or DTID number and suffix combinations to cancel. The 

RTD Web would then construct the individual DLMS 869C transactions and forward to 

DLA Disposition Services. 

 C16.2.4.5.2. MRO Cancellations Requiring an MRO Cancellation 

Request Transaction. The DLMS 940R, MRO Cancellation Request (Transaction Type 

Code ND) will be used to request cancellation of an MRO, and to follow-up on 

cancellation requests for which there has been no response. The MRO cancellation 

request can be triggered either by the customer’s submission of a DLMS 869C, 

Cancellation (Transaction Type Code AC) as described above, or systemically by DLA 

Disposition Services if required payment is not received or when an item property 

characteristics change affects the customer’s eligibility to receive the property, (e.g., 

DEMIL code change). The MRO cancellation request will contain the DTID number or 

DTID number and suffix of the materiel to be cancelled and may contain a Disposition 

Services Indicator for Cancellation Action Mandatory. Normally systemic cancellations 

requested by DLA Disposition Services will carry the mandatory cancellation indicator. 

The field office will reply to the MRO Cancellation Request with a DLMS 945A, Materiel 

Release Cancellation Advice (Transaction Type Code NR) or Materiel Release Status 

(Transaction Type Code NL). Upon receipt of the DLMS 945A, the DLA Disposition 

Services will adjust inventory as appropriate. For unit of use LSNs, the DLMS 945A will

carry the unit of use LSN and the cross-reference NSN. The unit of use indicator will

define the quantity and unit of measure as applicable to unit of use. See C16.6.9 for 

assignment and use of LSNs, including unit of use LSNs. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-11 CHAPTER 16

 C16.2.4.5.3. Customer Requisition Cancellation without Submission of a 

DLMS 869C, Customer Cancellation Request (Transaction Type Code AC) or the 

Subsequent DLMS 940R, Materiel Release Order Cancellation Request (Transaction 

Type Code ND). DLA Disposition Services allows cancellation of submitted requisitions 

based upon the customer declining the ordered materiel available for pick up at the DLA 

Disposition Services Field Office. In these instances, the DLA Disposition Services 

Field Office will notify DLA Disposition Services of the cancellation by providing the 

DLMS 945A, Materiel Release Order Cancellation Confirmation (Transaction Type 

Code NR), that will contain DLMS Cancellation Reason Code YD (DLA Disposition 

Services Customer No-Show), YE (DLA Disposition Services Sales Customer Refused 

– Penalty May Apply), YF (DLA Disposition Services Sales Customer Refused – No 

Penalty), YG (DLA Disposition Services Sales Reutilization/Transfer/Donation (RTD) 

Customer Declined with Prior Notice), YH (DLA Disposition Services RTD Customer 

Refused Without Prior Notice), or YI (DLA Disposition Services Commercial Venture 

(CV) Rejected by CV Customer), as appropriate. Subsequently, DLA Disposition 

Services will communicate requisition status to their RTD Web in order to make the 

cancellation visible to the customer. 

 C16.2.4.5.4. Mass Cancellation Request. DLA Disposition Services will

not process mass cancellation requests. 

 C16.2.4.6. Generation of Issue Release/Receipt Document (IRRD) (DD Form 

1348-1A/1348-2 for Issues of DLA Disposition Services Owned Property by the DLA 

Disposition Services Field Office Subsequent to Receipt of the DLMS 940R, Materiel

Release Order (Transaction Type Code NA). Shipments of DLA Disposition Services 

owned property will follow all instructions regarding the data requirement(s) contained in 

Chapter 29, Release and Receipt of Materiel, relative to the DD Form 1348-1A/1348-2 

(and the continuation sheet, if required) including those instructions relative to items 

requiring serial number tracking and/or tracking under DoD Item Unique Identification 

(IUID) business rules (inclusive of barcodes). By exception, when materiel is sold to a 

CV contractor, the storage site has the option to suppress printing of the DD Form 

1348-1A. When no IRRD is prepared, DLA Disposition Services will utilize the 

Workload Location List in lieu of the IRRD as the document transferring ownership from 

the Government to the CV contractor. The Workload Location List will identify all 

document numbers associated with the CV delivery order, materiel identification by 

NIIN, and applicable quantities. A copy of the Workload Location List will be retained by 

the field office. The CV contractor is responsible for picking up the property at the 

storage site. 

 C16.2.4.6.1 Issue Process. The DLA Disposition Services issue process 

will also include the use of printed data in Block 27 of the DD Form 1348-1A or 1348-2 

(and the continuation sheet, if needed) to support issues of DLA Disposition Services 

owned property. The printed data will support the issue process by providing additional 

warehouse/shipping instructions and property information such as:
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-12 CHAPTER 16

 C16.2.4.6.1.1 Exception Shipping Addresses

 C16.2.4.6.1.2 Special Shipping Instructions

 C16.2.4.6.1.3 Fund Citations

 C16.2.4.6.1.4 Foreign Military Sales Proceeds Information

 C16.2.4.6.1.5 Type of Property Being Shipped

 C16.2.4.6.2. Printed Data. The printed data will also provide 

information/instructions to the requisitioning customer regarding the property, such as 

instructions for return of unneeded property requiring demilitarization and/or 

reimbursement indicator instructions. 

 C16.2.4.6.3 Additional Printed Data. Additional data to be printed in 

Block 27, is not communicated to the DLA Disposition Services Field Office(s) via the 

DLMS 940R MRO, rather the field office system will have resident logic and data that 

allows this data to be derived based upon current information provided in the release 

transaction. Business rules and criteria for entering the instructions identified will be 

determined by DLA Disposition Services and loaded/maintained in tables within the field 

office’s distribution system. 

 C16.2.4.7. Military Service/Agency Supply System Generated Requisitions. 

Once the RTD Web receives Military Service/Agency supply system generated 

requisitions, if a DTID number or DTID number and suffix is not identified, the DLA 

Disposition Services’ inventory will be searched regardless of property location. 

 C16.2.4.7.1. Absence of a Cited DTID Number or DTID Number and 

Suffix. When a DTID number or DTID number and suffix is not cited on a requisition 

transaction, the RTD Web will determine the applicable DTID numbers or DTID number 

and suffixes necessary to fill the requisition, since DLA Disposition Services’ property is 

managed by LSN/NSN and DTID number or DTID number and suffix. Each LSN/NSN 

and DTID number combination will be associated with a separate transaction. 

Therefore, in instances where property is physically located in multiple locations, or 

multiple DTID numbers or DTID number and suffixes are required to satisfy the 

requisition quantity, the RTD Web will be required to generate separate requisitions to 

DLA Disposition Services including the customer-assigned document number and 

sequentially assigned suffixes as needed to fill the requested quantity. 

 C16.2.4.7.2. Identification of Partial Fill Action. When the above occurs, 

the first partial fill action will be identified by the original document number submitted by 

the customer and will cite Suffix Code A. For the open quantity remaining on the 

requisition, RTD Web will select the next available DTID number or DTID number and 

suffix and generate additional document number suffix codes as needed. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-13 CHAPTER 16

 C16.2.4.7.3. Processing Status. RTD Web will provide processing 

status via the DLMS 870S Supply Status transactions for the original customer 

document number including any suffix codes assigned by RTD Web. 

 C16.2.4.8. RTD Web Requisitioning 

 C16.2.4.8.1. Prioritization Logic in RTD Web. When RTD Web receives 

the property characteristics file from DLA Disposition Services for items applicable to 

Screening Cycle Codes DOD or RTD2, these items will be visible on the web to all 

eligible customers. RTD Web uses prioritization logic to assign precedence to 

requisitions based on the type of customer requisitioning the item. The prioritization 

logic will be applied in a 24-hour cycle. As requisitions are generated in RTD Web, they 

are sent to DLA Disposition Services via DAAS. At the end of the 24-hour cycle, 

depending upon the timing of the request and the highest priority for the requisitioned 

item, RTD Web will determine which requisition(s) to fill. All other requisitions for the 

property/DTID number will be cancelled via notification from DLA Disposition Services 

to RTD Web. If the requisition originated from the RTD Web, RTD Web will cancel the 

requisition. When the user logs on, the cancellation(s) will be visible in their account. If 

the requisition originated from a Service/Agency supply system, RTD web will generate 

the DLMS 870S Supply Status with Status Code BQ to the Service’s supply system 

indicating cancellation. 

 C16.2.4.8.2. Prioritization. Prioritization will be applied to customers 

based on the following criteria:

• U.S. DoD Military Customers, Priority Designator (PD) 1-15 (based upon 

Force/Activity Designator (F/AD) and Urgency of Need Designator (UND)).

• Law Enforcement Support Office (LESO), PD 15

• Senior Reserve Officers Training Corps (SROTC), PD 12-15 

• National Guard Units, PD 12-15 

• Deploying National Guard Units, PD varies based upon DoDAAC and/or F/AD 

assignment. 

• All Special Programs and walk-ins, PD 15

• Humanitarian Assistance Program (HAP), PD 15 

• DoD or Service Museums, PD 15

• Computers for Learning (CFL), PD 15

• Morale, Welfare, Recreation Activities (MWRA), PD 15

• Military Affiliated Radio System (MARS), PD 15 

• Civil Air Patrol (CAP), PD 15

• DoD Contractors, PD 15 

• Foreign Military Sales (FMS), PD 15 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-14 CHAPTER 16

 C16.2.4.8.3. Exceptions to 24-Hour Processing Cycle. The two 

exceptions that can alter the 24-hour processing cycle are customer walk-in requisitions 

and FMS requisitions.

 C16.2.4.8.3.1. Customer Walk-ins. Customers who walk-in to a 

DLA Disposition Services Field Office and wish to requisition property will do so via RTD 

Web. These requisitions will be identified on the DLMS 511R Requisition transaction 

sent to DLA Disposition Services by the entry of disposition services indicator and 

unique document number with serial number beginning with L. These walk-in 

requisitions will be processed immediately. DLA Disposition Services will verify any 

pending requisitions for this item by DTID number or DTID number and suffix and fill all, 

part, or none of the walk-in requisition quantity, based upon the presence or absence of 

higher priority orders. 

 C16.2.4.8.3.2. Foreign Military Sales Customers. 

DLA Disposition Services supports FMS customers by passing the FMS Case Number. 

The FMS Case Number for Disposition Services is the concatenation of three separate 

and discrete data elements comprising the Security Cooperation (SC) Customer Code, 

the SC Implementing Agency Code, and the SC Case Designator. DEDSO has 

designed the DLMS transactions for consistent use of these three data elements across 

multiple domains. FMS customers with access to RTD Web have the option of freezing 

property by FMS Case number. The capability to freeze items is provided to facilitate 

the State Department approval process for FMS customer eligibility. During the 

approval process, the items are flagged as frozen both in DLA Disposition Services and 

at the field office, and are not advertised on the RTD Web to other customers. Using 

RTD Web, DLA Disposition Services Battle Creek HQ FMS Office will create reports of 

all items that are currently frozen and field offices will have the ability to print out a 

placard to place on the frozen items to insure walk-in customers know the item is not 

available. If an FMS freeze is in place, the property will not be available for screening 

for any other customer.

 C16.2.4.8.3.2.1. During the FMS approval process performed 

by DLA Dispositon Services Battle Creek HQ FMS Office, FMS Customers will require 

freezing inventory until the final approval of the FMS Case. This will be accomplished 

by RTD Web sending EBS the DLMS 511R requisition with the freeze code populated. 

Upon retrieval of the 511R from RTD Web to EBS, EBS will send DSS a DLMS 940S 

Materiel Staging Request to initiate freezing of the assets (Service Performed Code F 

with Event Identification F). The DLMS 940S must include the Security Cooperation 

(SC) Customer Code, SC Implementing Agency Code, and SC Case Designator. 

These three pieces of information will be concatenated to construct the FMS Case 

Number (formatted as XX-X-XXX). The field office will also provide the specific 

warehouse location for this materiel. Once DSS receives the DLMS 940S directing the 

freeze action, DSS will relocate the asset to a FMS freeze area. When this action is 

finalized, DSS will provide a DLMS 943A Warehouse Service Advice with confirmation 

and print a re-warehouse label that will include the FMS Case Number and FMS asset 

identification, and affix this to the property. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-15 CHAPTER 16

 C16.2.4.8.3.2.2. It may be necessary to relocate frozen 

materiel from one field office to another. When this occurs, DLA Disposition Services 

will provide a DLMS 527D PMR to the new location including the freeze indicator and 

the FMS Case Number data elements. These will be perpetuated to the DLMS 527R 

Receipt.

 C16.2.4.8.3.2.3. Once the FMS customer receives approval to 

acquire the item, RTD Web will send EBS a notification to release the freeze for 

requisition (“unfreeze for requisition” action) for the FMS assets (via direct feed from 

RTD to EBS). Concurrently, RTD Web sends a requisition for that property to EBS. 

EBS will source the property to the FMS customer sending DSS the DLMS 940R to 

release the particular asset including a freeze indicator so that the property for this case 

is allocated from the FMS frozen warehouse location in DSS. 

 C16.2.4.9. Providing Status to Customers

 C16.2.4.9.1. Processing Status for Service/Agency and GSA Web 

Requisitions. For Service/Agency supply system generated requisitions and GSA Web 

submitted requisitions, RTD Web will provide processing status via the DLMS 870S 

Supply Status transaction, citing the applicable status code found in Appendix 7.16 on 

the DEDSO Website. As supply status on these requisitions is updated, RTD Web will

provide supply status updates to ensure customers have the most current information 

available on their requisitions. 

 C16.2.4.9.2. Requisition Visibility in RTD Web. For requisitions 

originated within RTD Web, customers will have the ability to view current status of all 

their submitted requisitions on their account at the RTD Web Website. No DLMS 870S 

Supply Status transaction will be generated for these requisitions. 

 C16.2.4.9.3. Shipment Status to Customer. Regardless of method of 

submission, when shipment occurs against a requisition, the DLA Disposition Services 

Field Office will generate a DLMS 856S Shipment Status to the customer. 

 C16.2.4.10. Post-Issue Tracking. DLA Disposition Services will use 

disposition services indicator(s) to identify post-issue tracking requirements on the 

DLMS 511R requisition provided by RTD Web to DLA Disposition Services. Rules 

regarding requirements for post-issue tracking will be maintained in RTD Web, which 

will send the appropriate post-issue tracking indicator to DLA Disposition Services to 

indicate which particular transaction requires post-issue tracking. If post-issue tracking 

is required, DLA Disposition Services will compile and store the requirement to facilitate 

future tracking. Record of the post-issue tracking requirement is maintained for the 

entire life of the item while being used by that particular customer. Post-issue tracking 

requirements are essential at time of disposal to ensure appropriate procedures have 

been followed, (e.g., DEMIL Certificate turned in with the item). Post-issue tracking 

categories are described below. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-16 CHAPTER 16

 C16.2.4.10.1. Materiel Receipt Acknowledgement Required. This 

indicator will be applied to requisitions for DLA Disposition Services’ property falling 

outside standard MRA requirements under MILSTRAP/DLMS. DoD activities 

requisitioning from DLA Disposition Services are required to provide the DLMS 527R 

MRA (MILSTRAP legacy DRA functionality) under current procedures.2 

 C16.2.4.10.2. Demilitarization Certification Required. Providing DEMIL 

documentation confirms when demilitarization was performed on property. Before this 

item can be turned in or disposed of by the customer, proof will be provided to DLA 

Disposition Services. 

 C16.2.4.10.3. Mutilation Certification Required. Providing mutilation 

certification when the item is no longer needed prevents reuse or reconstruction if the 

item. Documentation must be received by DLA Disposition Services to verify that 

mutilation was completed. 

 C16.2.4.10.4. Certificate of Recycling. The customer will provide proof 

via documentation that the item was recycled when no longer needed. 

C16.2.5. Processing Requisitions Identified to a Container. When DLA Disposition 

Services receives a requisition with the container issued in full indicator, the information 

will be used to insure all requisitions for that container are received and processed 

appropriately. MROs generated by the DLA Disposition Services for requisitioned items 

associated with a container will have the disposition services container ID identified on 

the DLMS 940R Materiel Release. In addition to the disposition services container ID, 

DLMS 940R Materiel Release transactions generated based on the customer ordering 

the entire container will contain a container issued in full indicator and the count of total 

DTID numbers within the container. This will allow DLA Disposition Services Field 

Offices to insure that an MRO for each item/DTID number or DTID number and suffix 

associated with a container is received and processed. Upon shipment of the materiel 

for each MRO, the DLA Disposition Services Field Offices will send the DLMS 856S 

Shipment Status transaction to the customer, containing DTID number or DTID number 

and suffix, original requisition number, and associated disposition services container ID. 

C16.2.6. Defense Automatic Addressing System Editing. Defense Automatic

Addressing System (DAAS) will edit requisitions to determine if the requisition is for 

excess personal property as follows:

 C16.2.6.1. Utilization Code and SCC. If the requisition contains Utilization 

Code K, L, R, S or T and a (SCC), DAAS will route the requisition to DLA Disposition 

Services. If the requisition does not contain a SCC, but does contain a DTID number or 

DTID number and suffix, DAAS will route the requisition to DLA Disposition Services.

 C16.2.6.2. No SCC or Disposal Turn In Document. If the requisition does not 

contain an SCC and does not contain a DTID number or DTID number and suffix, but is 

2 DLA Disposition Services must define the expanded requirements for materiel receipt acknowledgment 

by DLA Disposition Services’ non-DoD customers, via a future DLMS Change Proposal.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-17 CHAPTER 16

directed to the DLA Disposition Services, DAAS will reject the requisition back to the 

message originator with a clear-text message stating, INVALID FORMAT FOR DLA 

DISPOSITION SERVICES REQUISITION. 

 C16.2.6.3. Exceptions. If conditions in the previous two sections are false, 

DAAS will continue the requisition processing. 

 C16.2.6.4. Requisitions Directed to DLA Disposition Services. If the 

requisition is directed to DLA Disposition Services and there is an SCC that does not 

contain Utilization Code K, L, R, S, or T, DAAS will route the requisition to DLA 

Disposition Services. 

 C16.2.6.5. No SCC or Utilization Code. If the requisition does not contain an 

SCC or Utilization Code K, L, R, S, or T, but has a DTID number or DTID number and 

suffix, DAAS will route the requisition to DLA Disposition Services. 

 C16.2.6.6. No SCC, Utilization Code, or DTID. If the requisition does not 

contain an SCC, Utilization Code K, L, R, S, or T nor a DTID number, but does contain 

DLA Disposition Services DoDAAC SC4400, DAAS will reject the requisition back to the 

message originator with a clear-text message stating, INVALID FORMAT FOR DLA 

DISPOSITION SERVICES REQUISITION. 

 C16.2.6.7. Requisition Status. DAAS will provide a DLMS 870S, Supply 

Status, with Status Code BM to the requisitioner for validated excess personal property 

requisitions. DAAS will also process DLA Disposition Services requisitions with part 

numbers to obtain an NSN. DAAS will change a part number to an NSN, as 

appropriate, pass the requisition to DLA Disposition Services, and provide a DLMS 

870S, with Status Code BG to the requisitioner. If an NSN is not found, DAAS will reject 

the requisition with a DLMS 870S. 

C16.3. REQUISITIONING AND OTHER MATERIEL MOVEMENT OF 

CONVENTIONAL SMALL ARMS/LIGHT WEAPONS FROM DISPOSITION SERVICES

C16.3.1 Applicability. Refer to this manual’s Definitions and Terms for the 

definition of applicable small arms/light weapons (SA/LW).

 C16.3.2. Small Arms/Light Weapons Requisitioning. Customer generated 

DLMS 511R Requisitions for SA/LW will be by NSN and quantity, and may specify a 

DTID number. Neither the customer requisition to DLA Disposition Services nor the 

resulting DLMS 940R MRO to the DLA Disposition Services Field Office will specify a 

serial number. Upon shipment, DLA Disposition Services will communicate to the 

receiving activity any serialization data via DLMS 856S Shipment Status transaction in 

accordance with the DLMS 4000.25, Chapter 30.

 C16.3.3. Redistribution or Disposal. When the DLA Disposition Services 

takes redistribution or disposal action, the resulting DLMS 940R redistribution order or 

disposal release order will pass serialization data to the DLA Disposition Services Field 

Office directing specific weapons for release. The DLMS 945A Redistribution Order 
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-18 CHAPTER 16

(RDO)/Disposal Release Order (DRO) Confirmation will include the serialization data in 

the response from DLA Disposition Services Field Offices back to DLA Disposition 

Services for verification that the correct weapon was issued. 

C16.4. SOURCE OF SUPPLY AND STORAGE ACTIVITY INTERFACE FOR 

DISPOSAL RELEASE ORDERS

C16.4.1. General. Sources of supply use the DLMS 940R Disposal Release 

Order (DRO) to direct and control issue of supply system stocks on their records to 

disposal. Sources of supply will send DROs to the storage site having custody of the 

stock and result in the preparation of DD Form 1348-1A (or DD Form 1348-2). If the 

item is classified in SCC Q and is being sent to a DLA Disposition Services Field 

Offices, the DRO will contain Management Code O (alpha) or S, as appropriate, to 

indicate if materiel is hazardous to public health and/or safety and whether mutilation3 is 

required. The retention quantity in the DRO will determine the quantity of materiel to be 

turned in to disposal by the storage site. The retention quantity cited in the DRO will be 

kept and all remaining stocks transferred to disposal, or, if the quantity on hand is less 

than the quantity indicated, the storage site will answer with DLMS 945A Disposal 

Release Denial with Status Code BY. 

 C16.4.1.1. DLMS 940R DROs directing the disposal of Supply Discrepancy 

Report (SDR) or Product Quality Deficiency Report (PQDR) exhibits may include the

SDR distribution center number (DCN) or PQDR report control number (RCN), if 

available.4 If the SDR is associated with a PQDR exhibit, the 940R DRO must 

contain both the DCN and RCN.

 C16.4.1.2. RESERVED 

C16.4.2. Release Confirmation. A DLMS 945A Disposal Release Confirmation 

(DRC) gives advice from the storage activity to the activity that initiated the DRO of 

supply action taken, referred to as the source of supply or materiel owner. The storage 

activity will send the DRC when quantity shipped is the same quantity, when quantity 

shipped is greater than requested, or when quantity shipped is less than the quantity 

requested in the DRO. The materiel owner will use the DRC to adjust inventory 

records. A DRC will be prepared when materiel is picked up by the carrier for shipment 

to DLA Disposition Services Field Offices. The DRC will, if appropriate, contain an

Intransit Control Indicator (Code 2I in the N9 segment) if the shipped materiel line item 

value is $800 or more or the item is recorded as pilferable/sensitive.5 The DLMS 856S 

3 Material requiring mutilation may not be consigned to DLA Disposition Services Field Offices unless the 

DoD Component of the activity directing the shipment has made prior official arrangements with the DLA 

Disposition Services. If mutilation is required, provide specific instructions to the DLA Disposition 

Services Field Offices by separate correspondence, citing the DTID number.

4 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report 

(PQDR) Exhibits 

5 DLMS enhancement for future implementation.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

C16-19 CHAPTER 16

Shipment Status provided by the storage activity to the DLA Disposition Services Field 

Office will perpetuate the Intransit Control Indicator. 

C16.4.3. Release Follow-Up. The source of supply will use a DLMS 940R 

Disposal Release Inquiry to follow-up on storage facilities for unconfirmed DROs 10 

calendar days after the date the DRO was created. If the DRO has been complied with, 

the storage facility will respond with a DRC (see C16.4.2). If the DRO has not been 

complied with and shipment is anticipated, the storage facility will send supply status, a 

DLMS 945A, with an estimated shipping date. If there is no record of the DRO, the 

storage facility will send a status message DLMS 945A with Status Code BF. If the 

DRO has been denied, the storage activity will send a DLMS 945A Disposal Release 

Denial with Status Code BY. 

C16.4.4. Release Denial. 

 C16.4.4.1. The storage site will send a DLMS 945A Disposal Release Denial 

to the source of supply that prepared the DRO as a notification of no action taken. 

Sources of supply will use the DLMS 945A to adjust inventory records.

 C16.4.4.2. Disposal Release Denials for Supply Discrepancy Report (SDR) 

and Product Quality Deficiency Reports (PQDR) Exhibits.6￼ 

 C16.4.4.2.1. Storage activities will prepare the DLMS 945A Materiel 

Release Denial and send it to the source of supply for SDR and PQDR exhibits when 

the DRO containing the SDR DCN or PQDR RCN does NOT match any of the DCNs or

RCNs on the storage activity accountable record at DRO allocation. 

 C16.4.4.2.2. When the DLMS 940R DRO contains the SDR DCN or

PQDR RCN and the SDR DCN or RCN DOES match an RCN on the storage activity 

accountable record, but the DCN or RCN in the bin location is not the expected DCN 

or RCN for the DRO, the storage activity will prepare a DLMS 945A Disposal Release 

Denial. 

C16.4.5. Release Cancellation. Disposal release cancellations, a DLMS 940R, 

are prepared by sources of supply having initiated DROs and sent to storage sites when 

determined disposal actions should be stopped. Source of supply cancellation requests 

will be sent only when DROs are unconfirmed. Storage activities will respond to the 

cancellation request using a DLMS 945A Disposal Release Cancellation Advice with 

appropriate transaction type code, and RIC of the source of supply to which the 

transaction will be sent and the activity preparing the transaction. 

C16.4.6. Release Cancellation Follow-Up. A DLMS 940R Disposal Release 

Cancellation Follow-up, may be sent by the source of supply to get latest status of a 

disposal release cancellation. The disposal release cancellation follow-up transaction 

will be in the same format as the original disposal release cancellation and will be 

6 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report 

(PQDR) Exhibits
DLM 4000.25, Volume 2, January 22, 2024

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processed by the storage site as a cancellation request if the original request was not 

received. If the original request was received and all required actions have been 

completed, the storage site will respond to the disposal release cancellation follow-up 

by duplicating previously submitted documentation, a DLMS 945A. 

C16.4.7. Reporting Excess Quantity. The source of supply will send replies to 

excess reports, a DLMS 870M, to notify the reporting activity that the quantity reported 

is in excess to source of supply requirements and further action is authorized under 

appropriate DoD Component procedures. Refer to Chapter 11 Materiel Returns. 

C16.4.8. Defense Automatic Addressing System Processing of Release 

Confirmations. DAAS will use data in a DLMS 945A, with Transaction Type Code NM in 

the WO6 segment, to create shipment status using a DLMS 856S. Upon completion of 

this process, DAAS will send the DRC to the appropriate organization(s) as indicated in 

the N1 segment and a DLMS 856S to DLA Disposition Services. 

C16.5. DOCUMENTATION REQUIRED FOR SHIPMENTS TO DLA DISPOSITION 

SERVICES 

C16.5.1. General Requirement

 C16.5.1.1. Disposal Turn-in Document or Disposal Turn In Document and 

Suffix. Activities will direct/process all accountable materiel to disposal using a DTID. 

Some categories of non-accountable property may be transferred to a DLA Disposition 

Services Field Office without documentation. Guidance will be provided by the servicing 

DLA Disposition Services Field Office. Sources of supply will send a DTID (DD Form

1348-1A or DD Form 1348-2), (see Appendix 8.49 for data requirements) and 

documentation for in-transit control of property identified by an NSN or local stock 

number (excluding scrap [SCC S], waste, non-appropriated fund activity, and lost, 

abandoned, or unclaimed privately owned personal property) shipped or transferred to a 

DLA Disposition Services Field Office. Shipment/transfer of materiel to a DLA 

Disposition Services Field Office via DTID number requires authority for disposal, which 

will be indicated in the DTID by appropriate disposal authority code, along with the 

reason for disposal code. Ensure property is reported to the integrated material 

manager (IMM) prior to preparing the DTID, as required, per DoDM 4140.01, “DoD 

Supply Chain Materiel Management Procedures,” February 10, 2014. DTID and 

documentation will control the shipment from the time of release by a shipping activity 

until receipt of the property by DLA Disposition Services Field Office. 

 C16.5.1.2. Shipment Status. For shipments/transfers to DLA Disposition 

Services Field Offices, shipping activities will send a DLMS 856S, Shipment Status 

(Transaction Type Code AS), for each DTID number or DTID number and suffix

regardless of dollar value. The DLMS 856S will contain Distribution Code 9 identifying 

DLA Disposition Services, the SCC, and all mandatory data elements. The shipment 

status data is used to establish a due-in that will assist during the receipt process. 

When the SCC is missing, DLA Disposition Services will notify the turn-in activity via the 

DLMS 824R, Reject Advice Transaction with the appropriate reject advice code, 
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identified in Appendix 2.8 Reject Advice Codes. Missing the SCC alone should not 

result in non-receipt of the materiel but could contribute to increase in-transit tracking 

time due to research required by DLA Disposition Services. 

 C16.5.1.2.1. Shipment Status Visibility/Transactions with Distribution 

Code 9. DAAS will route shipment status transactions with Distribution Code 9 to the 

DLA Disposition Services Field Office global record, making the shipment status 

information visible and available to all DLA Disposition Services Field Offices, as 

required. DAAS will edit the DLMS 856S Shipment Status for the following criteria 

before routing the transaction to the DLA Disposition Services Field Office global record: 

 C16.5.1.2.1.1. Invalid DoDAAC, Federal supply classification, or 

Quantity. Reject, to the generating activity, for invalid DoDAACs, FSC (FSC does not 

exist), and quantity of zero or blank. The rejected transaction will be returned to the 

generating activity with a narrative explanation of the reason for return and instructions 

not to resubmit.

 C16.5.1.2.1.2. Edit Unit Price. If the transaction contains an LSN 

with a blank or zero-unit price, reject; if the transaction contains an NSN and blank or 

zero unit price, insert the Federal Logistics Information System (FLIS) price. 

 C16.5.1.2.2. Information Capture and Validation. The DLA Disposition 

Services Field Offices use the shipment status to electronically capture and validate 

information about incoming property from an activity that is shipping property to a DLA 

Disposition Services Field Office prior to physical receipt. Additionally, a subset of 

shipment transactions meeting the Intransit Control System (ICS) criteria is used to 

initiate the DLA Disposition Services ICS tracking process. 

 C16.5.1.3. Fund Citation for Scrap Proceeds Reimbursement. For shipments

involving the turn-in of scrap materiel to DLA Disposition Services Field Offices, the 

turn-in shipping activity will add the data element, ‘Scrap Reimbursement’, to the 

instructions in Block 27 (and its continuation page or in available white space on the 

paper that the form is printed, if needed) of the DD Form 1348-1A or DD 1348-2. The 

value in this field will be the fund citation for reimbursement of scrap proceeds minus 

disposition processing costs. For receipt of property, DLA Disposition Services will sign 

the DD Form 1348-1A, DD 1348-2 and provide a signed digital image of the turn-in 

document via eDOCS at https://www.public.dacs.dla.mil/dacsrm/edocs to confirm 

receipt in the in-transit system. 

 C16.5.1.4. Receipt in Place Documentation Processing at the DLA 

Disposition Services Field Office. For receipt in place excess property where the DoD 

generator has provided a DLMS 856S Shipment Status (and DLMS 841W for 

Hazardous Waste), the Distribution Standard System (DSS) due-in report is authorized 

to be used by DLA Disposition Services without a hard copy DD Form 1348-1A or DD 
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Form 1348-2 for receipt, so long as all required information for turn-in is included in the 

automated file. 

C16.5.2. Requirements for Shipments of Hazardous Material and Hazardous 

Waste. The following guidance outlines basic documentation requirements for turn-in of 

Hazardous Material (HM), Hazardous Waste (HW), and other types of wastes (e.g., 

Polychlorinated Biphenyl (PCBs), Friable Asbestos, etc.). The turn-in activity will enter 

the bill-to fund code and bill-to DoDAAC (when other than the turn-in activity) for 

reimbursable actions associated with the disposal, (e.g., HW contractor costs), in the 

DD Form 1348-1A or DD Form 1348-2), in order to provide reimbursement to DLA 

Disposition Services. To ensure compliance with federal, state, DoD and host nation 

regulations, turn-in activities will obtain and become familiar with applicable Code of 

Federal Regulations (CFR), state regulations, DoD regulations, and Overseas 

Environmental Baseline Guidance Documents (OEBGD), or the Final Governing 

Standards (FGS) for the host nation. When initiated electronically the HM/HW turn-in 

will be directed using the DLMS 940R, Disposal Release Order (DRO). Conformance 

with standard line of accounting (SLOA)/accounting classification requires any initiation 

of a financial business event to include SLOA mandated standard financial information 

system (SFIS) elements.7 The DLMS DRO transaction supports inclusion of SLOA 

required elements. Pending full implementation of SLOA, DAAS will facilitate 

interoperability by updating selected SLOA data fields based upon the initiator’s 

Service/Agency and Fund Code. If discrete values for the SLOA data elements in the 

transaction do not match data elements from the SFIS Fund Code to Fund Account 

Conversion Table for the Fund Code in the transaction, reject with the DLMS 824R 

Reject Advice citing Reject Advice Code BU. If invalid/missing fund code for Signal 

Code A, B, C, J, K, or L, reject with the DLMS 824R Reject Advice citing Reject Advice 

Code BU.8 

 C16.5.2.1. Shipment Status. The DLA Disposition Services Field Offices will

use the DLMS 856S to electronically capture and validate information about inbound 

HM/HW property from a customer that is shipping property to a DLA Disposition 

Services field office prior to physical receipt. The information contained within the 

transaction is used by DLA Disposition Services Field Offices to schedule inbound 

shipments and to match the inbound shipment to a Hazardous Waste Profile Sheet 

(HWPS). In addition to data requirements for shipment status of non-hazardous 

materials, shipment status for HW/HM will add the following: DTID number or DTID 

number and suffix number, HWPS number, disposal authority code, disposition services 

indicator code, item nomenclature, SCC, special materiel identification code, materiel

management aggregation code, and DEMIL code. This additional information will assist 

the DLA Disposition Services Field Offices with the receipt, inspection, and materiel

identification of the HM/HW turn-ins. 

 C16.5.2.1.1. HM/HW DTID Validation. DSS will validate the DTID 

content contained in the DLMS 856S to check for missing or invalid data elements. If 

7 Refer to ADC 1043/ADC 1043A. 8 Refer to ADC 1043E.
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the DTID contains one or more erroneous data elements, DSS will transmit a DLMS 

824R containing the rejected DTID number and reject advice code to the generating 

activity. Generating activities will resubmit corrected DTID content in a new DLMS 

856S citing the original DTID number. Reject Advice Codes are located in the DLM 

4000.25, Volume 2, Appendix 2.8.

 C16.5.2.2. Hazardous Waste Profile Sheet (DLMS 841W Hazardous 

Material/Hazardous Waste Profile). The HWPS provides detailed information/analysis 

relative to the waste stream being turned in to the DLA Disposition Field Office. This 

information will be provided prior to receipt to allow for compatible storage 

arrangements and will facilitate DLA Disposition Services’ ability to plan, manage, 

schedule, and report on inbound shipments to maximize the efficiency of the receiving 

process. 

 C16.5.2.2.1. Required Documents for Hazardous Waste/Hazardous 

Material Turn-ins. Turn-in activities are required to provide an HWPS, DLA Disposition 

Services Form 1930, or backup documents indicating lab or manufacturer’s chemical 

analysis with the turn-in of each initial waste stream, and once a year thereafter. An 

HWPS is required with turn-ins of HW and used and/or opened HM that meets the 

definition of HW when discarded via disposal service contract. Used and/or opened HM 

is considered contaminated and may not be the same property described on a Safety 

Data Sheet (SDS). See DoD 4160.21-M, Chapter 10, Paragraph D. Generators will

complete the HWPS by providing information based upon user's knowledge or 

laboratory analysis of the waste. Supporting documentation, consisting of lab or 

manufacturer’s chemical analysis, description of waste production processes including 

raw materials, end products, and other sources documenting how the waste was 

generated, may be required if user's knowledge does not identify or characterize the 

waste sufficiently or correctly. All supporting documentation should accompany the 

physical shipment. A DLMS 841W transaction can be used in lieu of a hard copy Form 

1930 for HW received in place, however, hard copy Form 1930s will be required if HW 

is physically received at the Disposition Services Field Office or if a hard copy HWPS is 

required by Federal, State, or Local regulation. 

 C16.5.2.2.2. Initial Hazardous Waste Profile Sheet and Follow-on Turnin Documents. After the initial turn-in of the waste, turn-ins of identical waste will not 

require a HWPS for one year; instead, generators will enter a DLA Disposition Servicesassigned HWPS reference number in Block 27 (Clear Text Statement) of the DD Form 

1348-1A, DTID. The turn-in activity will certify each HWPS annually by providing to DLA 

Disposition Services Field Office one of the following: a new, signed, and dated HWPS, 

an electronically transmitted HWPS for each waste turn-in that will be generated during 

the following year, or a letter listing the HWPS reference number(s) and the name of the 

corresponding waste stream for each profile which the generator wishes to remain 

active for another year. If the turn-in activity chooses to provide a letter, that letter will

be signed and dated and include the following statement: "The undersigned certifies 

that the hazardous waste profiles listed in this letter have been carefully reviewed. Any 

changes to the processes generating these wastes have been considered. New

regulations affecting hazardous waste identification and disposal have been applied. 
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Neither the waste streams nor the identification of the waste streams has changed in a 

manner that would warrant a change in the data previously provided on these waste 

profiles. 

 C16.5.2.2.3. Overseas Hazardous Waste/Hazardous Material Shipment 

Requirements. For overseas shipments of HM/HW, the turn-in activity will include the 

host nation and International Maritime Dangerous Goods (IMDG) shipping description. 

The IMDG shipping description includes both the United Nations, and United States 

Department of Transportation (DOT) requirements and is virtually the same. Any place

that a Proper Shipping Name (PSN), container information, state waste code, etc., are 

required, the respective country codes, container information, etc., will be filled in. 

 C16.5.2.2.4. Exemption of Hazardous Waste Profile Sheet

Requirements. Laboratory chemicals are exempt from HWPS requirements, but will be 

processed according to DoD 4160.21-M, Chapter 10. 

 C16.5.2.2.5. Conversion of Department of Transportation Units of Issue 

to Standard X12 Units of Measure. The Department of Transportation (DoT) has its 

own unit of issue designations for HM/HW. In some cases, the level of granularity in 

X12 is not sufficient to uniquely identify the DoT Unit of Issue; in those cases, a 

composite set of measures from the X12 Data Elements MEA04 and MEA09 will be 

used to make the identification unique. See Table C16.T1. for the DoT-to-X12 Unit of 

Issue Conversion used in the DLMS 841W. 

C16.T1. DoT-to-X12 Unit of Issue Conversion for the DLMS 841W

Unit of Issue Name Description DoT UoI X12 UoM 

(MEA04)

X12 UoM

(MEA09)

Fiber or Plastic Box, Carton, Case CF BX SD

Metal Box, Carton, Case CM BX SE

Wood Box, Carton, Case CW BX SF

Fiberboard or Plastic Drum, Barrel, Keg DF BR SD

Metal Drum, Barrel, Keg DM BR SE

Wooden Drum, Barrel, Keg DW BR SF

Car HG NC ---

Tank Car TC 1P ---

Cylinder CY CL ---

Tank TP TK ---

Tank Truck TT 19 ---

 C16.5.2.3. Safety Data Sheet Requirement 
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 C16.5.2.3.1. Safety Data Sheet Hard Copy Requirement. Turn-in 

activities will provide a hard copy SDS for hazardous material in the absence of a 

Hazardous Material Information Repository System (HMIRS) Number. If there is a valid 

SDS in HMIRS, then indicate the SDS five-digit alpha code from the HMIRS on the 

DTID (DD Form 1348-1A). This requirement applies to turn-ins of both used and 

unused HM, as well as opened or unopened HM. The SDS requirement does not apply 

to exclusions listed in 29 CFR 1910.1200(b)(6).

 C16.5.2.3.2. Hazardous Material Information/Documentation 

Requirements. The SDS will match the specific manufacturer of the hazardous material 

and should include the manufacturer's name or contractor and Government entity 

(CAGE) code. In addition to an SDS, used and/or opened HM requires that the 

chemical name of any hazardous contaminants and the noun name of any nonhazardous contaminants will be identified on the DTID. This is required because used 

and/or opened HM may have become contaminated with constituents not reflected on 

the SDS. A HWPS may also be required for used/opened HM going directly to waste 

disposal contract. 

 C16.5.2.3.3. Electronic Turn-In Document. Use of ETID for automated 

turn-in of documentation to the DLA Disposition Services Field Office allows those 

military generators lacking an automated system to login to ETID via the web and 

manually generate their DTID and HWPS documentation. ETID will have a direct 

interface with the DLA Disposition Services Field Office system, which will receive the 

information for processing of the HM/HW turn-in. 

C16.5.3. Receipt of Hazardous Material/Hazardous Waste and Processing 

Related Hazardous Waste Profile Sheet. Upon receipt by a DLA Disposition Services 

Field Office of the DLMS 841W HM/HW Profile Sheet from DAAS, the supporting 

system will parse the information into its database and store the individual HWPS 

records by HWPS reference number and DTID number. The DLA Disposition Services 

Field Office will validate HWPS records to check for missing or invalid data elements, 

and the warehousing system will subsequently transmit a DLMS 824R to the generating 

activity to acknowledge acceptance or rejection of the HM/HW profile sheets. The 

DLMS 824R will contain a list of HWPS numbers processed successfully and HWPS 

numbers rejected. If one or more HM/HW profile sheets are rejected, the DLMS 824R 

will contain the rejected HWPS number and reject advice code. Generating activities 

will review the HWPS and correct the error(s), and then resubmit the corrected HM/HW 

profile sheet in a new DLMS 841W citing the original HWPS number. The DLA 

Disposition Services Field Office will maintain a history of changes for the HWPS

utilizing the warehousing system. Upon successful receipt by a DLA Disposition 

Services Field Office of the DLMS 856S DTID data from DAAS, the supporting system 

will parse the information into its database and store the DTID information by its DTID 

number. Disposition Services warehousing system will validate sent DLMS 856S to 

check for missing or invalid data elements to either accept by sending a DLMS 527R 

(TRA only) to Generating activity or reject utilizing the 824R with applicable rejection 

codes to Generating activity. 824R shall list DTID numbers with applicable rejection 

codes and Generating activity will review and correct error(s) to then resubmit. Once 
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856S is successfully received by DLA Disposition Services warehousing system, 

the system will use the DTID number or DTID number and suffix, and the HWPS 

reference number from the 856S to pull the matching HWPS for the shipment to be 

receipted. If no electronic records are on file for the DTID number or DTID number with 

suffix, and/or the HWPS, the DLA Disposition Services Field Office personnel will be 

manually prompted to enter the information into their warehousing system based on the 

hard copy documentation accompanying the shipment turn-in. Reject Advice Codes 

can be located in the DLM 4000.25, Volume 2, Appendix 2.8.

C16.5.4. DAAS Processing of the DLMS 824R Reject Advice Transaction. If the 

turn-in activity is not fully DLMS-compatible and cannot process the DLMS 824R, DAAS 

will transmit a DLMS 824R with Reject Advice Code DZ for 824R DTID rejection and HZ 

for 824R HWPS rejection to the DLA Disposition Services Field Office. In response to 

Reject Advice Codes DZ or HZ, the DLA Disposition Services Field Office will use 

alternative methods of communicating with the turn-in activity.9 

C16.6. INTRANSIT CONTROL SYSTEMS PROCESSING OF SHIPMENTS TO DLA 

DISPOSITION SERVICES

C16.6.1. General 

 C16.6.1.1. ICS is an automated DoD process that provides a central 

capability to monitor and/or investigate discrepancies in shipments of materiel to DLA 

Disposition Services field offices that meet ICS rules. Property qualifying for ICS 

processing have a line item value over $800 or a pilferable/sensitive controlled inventory 

item code (CIIC) regardless of dollar value, and the property is being turned in to the 

field office. Pilferable CIICs are equal to: J, I, M, N, P, V, W, X, Y and Z. Sensitive 

CIICs are equal to: 1, 2, 3, 4, 5, 6, 8, Q, R, $. 

 C16.6.1.2. Electronic Turn-In Document Process. Use of ETID for 

automated turn-ins to the DLA Disposition Services Field Office allows those military 

generators lacking an automated system to log in to ETID via the web and manually 

generate their DTID number or DTID number and suffix. To ensure required data 

elements are provided to DLA Disposition Services from the generator of the materiel, 

and to support standardization of data for automated systems, ETID will be required to 

include the mandatory data elements identified in the DLMS 856S Shipment Status as 

part of the ETID edits. ETID will have a direct interface into the ICS global record and 

will enter property qualified for Intransit tracking into the ICS on the generators behalf. 

For identification purposes, ETID will construct the DTID number or DTID number and 

suffix, document number citing Utilization Code T in the first position of the serial 

number. This will facilitate routing of follow-ups through DAAS to the supply system of 

the DoDAAC of the generator and provide the capability to monitor shipments/transfers 

to DLA Distribution Services Field Offices. When follow-up notifications on in-transit 

property are required, in addition to the systemic follow-up generated by the field office, 

9 Refer to ADC 1214
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the ETID application will provide notification to the generating activity responsible for the 

property via email. 

C16.6.2. Intransit Control System Suspense File. The ETID interface described 

above, shipment status transactions, or any receipts processed prior to shipment status 

meeting ICS criteria (see C16.6.1.1.), will initiate the ICS suspense file maintained as 

part of the DLA Disposition Services Field Office global record. This global record will

be visible and available to all DLA Disposition Services Field Offices as required. At a 

minimum, the suspense file will contain the following data shown in Table C16.T4: 

Table C16.T4. Turn-In Processing Data Requirements

DATA ELEMENT SOURCE10

Original DTID Number ETID/Shipment Status/Receipt

UCN Receipt

NSN/FSC/FSG (if available) ETID/Shipment Status/Receipt

Unit of Issue ETID/Shipment Status/Receipt

Extended $ Value of Shipment (if available) Calculated from FLIS unit price

Controlled Inventory Item Code FLIS

Quantity Shipped ETID/Shipment Status

Date of Shipment ETID/Shipment Status

Quantity Received Receipt

Date of Receipt Receipt

Transmission Date of Disposition Services Turn-in 

Receipt Acknowledgement (TRA) TRA

TRA Recipient DoDAAC TRA

Extended Dollar Value of Receipt Receipt

$ Value of Quantity Variance Between 

Shipment and Receipt (if any) (Internal Computation) 

C16.6.3. Intransit to DLA Disposition Services Field Office Report. ICS provides a 

capability for DLA Disposition Services to furnish management information to 

Service/Agency headquarters concerning the transfer of property to DLA Disposition 

Services Field Offices. DLA Disposition Services will provide a quarterly Intransit to 

DLA Disposition Services Field Office Report upon request. DLA Disposition Services 

will provide tailored special extract reports as requested (Appendix 6.33). 

10 References to shipment status in this table include both DLMS 856S/MILSTRIP Legacy AS3 and DLMS 

856W. Refer to ADC 1131.
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C16.6.4. Intransit Control System Tracking and Associated Actions

 C16.6.4.1. DLA Disposition Services Field Office Processing against the 

Global Intransit Control System Suspense File 

 C16.6.4.1.1. Suspense File Comparison. When a receipt is processed 

at any of the DLA Disposition Services Field Offices, it will be compared with the 

suspense file. The receipt will open the ICS transaction suspense file if no previous 

shipment status created a suspense record and the receipt value is $800 or more, or 

the item is recorded as pilferable or sensitive. The suspense file will remain open for a 

period of one year from the date it is initiated, unless closed by one of the actions 

below. 

 C16.6.4.1.2. Intransit Control System Follow-up Transactions. All 

follow-up transactions generated as a result of ICS processing will be sent through 

DAAS. The field office will prepare the DLMS 940R, Transaction Type Code NH 

(MILSTRIP DIC AFX/AFZ functionality) Disposal Shipment Confirmation Follow-up 

identifying the originating activity as DLA Disposition Services (RIC S9D). The follow-up 

will be directed to the RIC of the shipping activity. If the shipping activity RIC is not 

known, the DoDAAC identified in the document number may be used for transaction 

routing. The DoDAAC in the document number may be the shipping activity itself or the 

activity directing the disposal action; (e.g., inventory control point (ICP)/IMM). 

ICPs/IMMs receiving the follow-up will enter the shipping activity RIC as the intended 

recipient and resend the follow-up through DAAS, to the shipping activity to answer 

directly and to perform research in order to provide either the ICP/IMM or storage 

activity response. 

 C16.6.4.1.3. Research Guidance (Critical Flag). When the field office 

prepares the DLMS 940R follow-up, the transaction will include research guidance 

(critical flag) to aid the DoD Components to prioritize research and resolution of 

problems. The critical flag will identify turn-ins of sensitive items (1, 2, 3, 4, 5, 6, 7, 8, Q, 

R, or $), demilitarization required items (C, D, E, or F), and items identified to critical 

classes of supply (DoD 4160.21-M). The DLMS 940R follow-up will also include the 

DoDAAC of the field office that has received or is intended to receive the turn-in. 

 C16.6.4.1.4. Closure of Suspense Files. The suspense file will be 

closed if the receipt matches a shipment status transaction previously recorded in the 

suspense file. A match is based on DTID number and FSC. 

 C16.6.4.1.5. Internal Receipt Refusal. If the field office is unable to 

receive the property and must reject the property back to the generator, an internal 

Receipt Refusal transaction will be processed and matched to the record in ICS. If the 

internal transaction matches a shipment transaction previously recorded in the 

suspense file, the suspense file record will be closed.

 C16.6.4.1.5.1. DLMS 940R Disposal Shipment Confirmation 

Follow-Up with Advice Code 36. If after 90 calendar days from the date of posting the 
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receipt to the ICS there is no matching shipment status transaction and the extended 

value is $800 or more, or the item is recorded as pilferable or sensitive, the field office 

will forward the 940R Disposal Shipment Confirmation Follow-up transaction with 

Advice Code 36 (MILSTRIP DIC AFX functionality. No response is required and this 

notification closes the ICS suspense. 

 C16.6.4.1.5.2. DLMS 940R Disposal Shipment Confirmation 

Follow-up with Advice Code 37. If after 90 calendar days from the date of posting 

shipment status to the ICS there is no matching receipt transaction, the extended value 

is $800 or more, or the item is recorded as pilferable or sensitive, the field office will

forward the 940R Disposal Shipment Confirmation Follow-up transaction with Advice 

Code 37 (MILSTRIP DIC AFX functionality). The ICS remains open awaiting response. 

 C16.6.4.1.6. Second Follow-up. If the DLMS 870S Supply Status or the 

DLMS 945A (Type Transaction Code AZ) Disposal Shipment Confirmation transaction 

is not received within 30 calendar days of sending the DLMS 940R Disposal Shipment 

Confirmation Follow-up with Advice Code 37, the field office will send a second followup (MILSTRIP DIC AFZ functionality). The record will remain open for a period of 1 

year from the date it was originated unless closed by a response to the 940R. When 

moved from the active suspense file, records will be placed on an accessible history file 

for an additional two years. 

 C16.6.4.1.7. Terminating In-Transit Control System Processing. 

Receipt of 870S Supply Status will direct further ICS processing as follows:

 C16.6.4.1.7.1. DLMS 870S Supply Status with Status Code DE. 

Receipt of 870S Supply Status with Status Code DE will terminate ICS processing for 

the document number in question. Status Code DE indicates no shipment was made. 

 C16.6.4.1.7.2. DLMS 870S Supply Status with Status Code DF. 

Receipt of a DLMS 870S Supply Status with Status Code DF will terminate ICS 

processing and indicates property was removed from the storage area and cannot be 

located. Further research is being conducted within Service/Agency channels. The 

record will be removed from the active suspense file and placed in an accessible history 

file for two years. 

 C16.6.4.1.7.3. DLMS 870S Supply Status with Status Code DG. 

Receipt of a DLMS 870S Supply Status with Status Code DG indicates shipment is 

confirmed and a signed copy of the DTID number or DTID number and suffix, or a 

digitally signed email from ETID confirming disposition services receipt 

acknowledgement, is on file for the quantity shipped. This closes the record in ICS for 

the document number in question. DLA Disposition Services will use its own 

procedures to determine why notification of receipt of materiel was not sent by the field 

office. DLA Disposition Services will keep an accessible history file record for two

years. Additionally, the DLA Disposition Services Field Office will provide a TRA 

transaction to the DoDAAC identified by the DTID (inclusive of ETID) when the field 

office reports the receipt to DLA Disposition Services. 
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 C16.6.4.1.7.4. DLMS 870S Supply Status with Status Code DH. 

Receipt of a DLMS 870S Supply Status with Status Code DH indicates shipment is 

confirmed and a signed copy of the DTID or a digitally signed email from ETID 

confirming disposition services receipt acknowledgement is on file, however the quantity 

on the DTID is different than the quantity on the shipment status. Further research on 

the quantity discrepancy is being conducted within Service/Agency channels. This will

close the record in ICS for the document number in question. DLA Disposition Services 

will keep an accessible history file record for two years. Additionally, the DLA 

Disposition Services Field Office will provide a TRA transaction to the DoDAAC 

identified by the DTID (inclusive of ETID) when the field office reports the receipt to DLA 

Disposition Services. 

 C16.6.4.1.7.5. DLMS 870S Supply Status with Status Code BF. 

Receipt of a DLMS 870S Supply Status with Status Code BF indicates that the shipping 

activity has no record of the document number in question. This will close the record in 

ICS and removes the record from the active suspense file. DLA Disposition Services 

will place the record in an accessible history file for two years. 

 C16.6.4.1.8. Receipt of a DLMS 945A, Disposal Shipment Confirmation, 

Type Transaction Code AZ. When the DLMS 945A (Type Transaction Code AZ) 

Disposal Shipment Confirmation transaction is received, ICS processing for the 

document number in question is considered complete. Accessible history file records 

will contain NSNs, quantities, document numbers, dollar value of variances (if any), and 

the identity of applicable shipping activities and DLA Disposition Services Field Offices. 

 C16.6.4.1.9. Shipping Activity Actions 

 C16.6.4.1.9.1. Documentation Review. Supply organizations in 

receipt of the DLMS 940R Disposal Shipment Confirmation Follow-up will ensure that 

applicable shipping activities review either the signed documentation (DTID) or the TRA 

confirming disposition services receipt acknowledgement, investigate discrepancies, 

and provide timely responses within 30 working days of receipt of the inquiry. Disposal 

Shipment Confirmation Follow-ups with Advice Code 36 do not require a response. 

 C16.6.4.1.9.2. Reserved. 

 C16.6.4.1.9.3. Quantity Received Verification. Upon receipt of a 

disposal shipment confirmation follow-up, the shipping activity will verify the actual 

quantity shipped, and will respond with supply or shipment status as follows:

 C16.6.4.1.9.4. No Shipment Record/Status. If there is no record of 

the shipment, nor of generating the shipment status, and no record of either a signed 

copy of the DTID, or the TRA, the DLMS 870S Supply Status with Status Code BF will 

be sent in response to the DLMS 940R Disposal Shipment Confirmation Follow-up. 

 C16.6.4.1.9.5. Shipment Status Sent But No Record. If it is 

determined that although shipment status had been sent, no shipment had been made 

or no record of shipment, other than the shipment status transaction can be located, the 
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DLMS 870S Supply Status with Status Code DE will be sent in response to the DLMS 

940R Disposal Shipment Confirmation Follow-up. 

 C16.6.4.1.9.6. TRA/Signed DTID Receipt Not Available. If either a 

TRA, a signed copy of the DTID number or DTID number and suffix receipt, is not 

available, but investigation indicates that property was removed from the storage area 

and cannot be located, the shipping activity will do additional research as determined by 

the DoD Component procedures, including, if necessary, referral to the appropriate 

criminal investigative activity. The DLMS 870S Supply Status with Status Code DF will 

be sent in response to the DLMS 940R Disposal Shipment Confirmation Follow-up. 

 C16.6.4.1.9.7. No Shipping Activity Record. If the shipping activity 

has no record of generating a shipment status transaction, but has received either a 

TRA, or a signed copy of the DTID, a DLMS 945A Disposal Shipment Confirmation 

(Transaction Type Code AZ) (MILSTRIP DIC ASZ functionality) showing the quantity 

receipted for the DTID number or DTID number and suffix will be sent in response to the 

DLMS 940R Disposal Shipment Confirmation Follow-up. 

 C16.6.4.1.9.8. Use of Distribution Code 9. The DLMS 870S 

Supply Status and the DLMS 945A Disposal Shipment Confirmation transactions 

generated by the shipping activity in response to the DLMS 940R Disposal Shipment 

Confirmation Follow-up will contain Distribution Code 9 to enable DAAS to route copies 

of these transactions to the ICS Global Record. 

 C16.6.4.1.9.9. Extended Value Determination. The extended 

value of the shipment will be determined by document number, quality, and unit price.

 C16.6.4.1.9.10. Shipment/Transfer Monitoring. ICS provides a 

means to monitor shipments/transfers to DLA Disposition Services Field Offices. This 

system also provides a capability for DLA Disposition Services to give information to the 

DoD Component concerning the shipment/transfer of property to DLA Disposition 

Services Field Offices. 

C16.7. PROCESSING MATERIEL AND MAINTAINING ACCOUNTABILITY BY THE 

DLA DISPOSITION SERVICES AND THE DISPOSITION SERVICES FIELD OFFICES

C16.7.1 Materiel Acceptability. These procedures do not negate the authority of 

DLA Disposition Services Field Offices to refuse acceptance of accountability and 

physical receipt of certain types and classes of materiel as prescribed by DoD 4160.21-

M. If materiel is not acceptable for these reasons, and the shipment is rejected/returned 

to the shipper, DLA Disposition Services Field Office will provide notice of rejection to 

DLA Disposition Services under existing procedures, thus purging the ICS file. 

Guidance on shipment notices and ICS processing is applicable only to useable items 

being shipped/transferred to DLA Disposition Services Field Office. 

 C16.7.1.1 Disposition Services Turn-in Receipt Acknowledgement. The DLA 

Disposition Services Field Office will send a TRA transaction to the DoDAAC in the 

original DTID number; do not send the TRA transaction to the DoDAAC of the UCN. If 
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the turn-in was initiated via ETID, then send the TRA transaction to ETID, which in turn 

will generate a digitally signed email to the customer notifying them of the disposition 

services receipt acknowledgement in addition to the TRA transaction sent to the 

document number DoDAAC. This action provides confirmation to the generator that 

DLA Disposition Services processed a Receipt transaction to record DLA Disposition 

Services materiel accountability and ownership for the materiel turned in, and provides 

a linkage to audit trails retained by the field office. If the DTID (DD Form 1348-1A or DD 

Form 1348-2), did not reflect a valid NSN or LSN (excluding scrap [SCC S], waste, nonappropriated fund activity, and lost, abandoned, or unclaimed privately owned personal 

property), the TRA transaction materiel identification (NSN/LSN/MCN) data field will 

contain the invalid materiel identification provided on the DTID as the primary materiel 

identification (LIN02), and will include the materiel identification (valid NSN or 

Disposition Services LSN) that the field office assigned at receipt, as a secondary 

reference (LIN16) for an audit trail. The TRA will also include the original DTID number 

and suffix, date and time of the receipt, quantity received by the field office, and the 

DoDAAC and RIC of the from and to activity. The quantity received may be converted to 

unit of use when less than the full quantity associated with the DoD unit of issue. 

 C16.7.1.2. Document Retention. Audit capability is required for a period of 

time following the transmission of the TRA transaction or comparable digitally-signed 

email. The DLA Disposition Services Field Office and the DoDAAC receiving the TRA 

transaction must retain an electronic image of the complete TRA or comparable email, 

including the date and time, as part of the transaction/receiving/shipping history in 

accordance with DoDI 5015.02, DoD Records Management Program. The activity 

receiving the TRA or email may need to communicate the acknowledgement of receipt 

to the turn-in activity if different. Also, consistent with Chapter 6, paragraph 6.9 

(Retention of Accountable Documentation) the DLA Disposition Services Field Office 

will still maintain scanned images of the DTID receipt documentation (DD-1348-1As) in 

EDOCS in accordance with DoDI 5015.02, and the DoD Components will have access 

to EDOCS, as needed. 

 C16.7.1.3 Notify Shipping Activity of Quantity Error. If an error exists 

because the quantity received is less than or greater than quantity entered on the DTID 

number or DTID number and suffix, DLA Disposition Services Field Offices will notify 

the shipping activity and submit a supply discrepancy report. See DoD 4160.21-M, 

Chapter 3; and Chapter 17. 

C16.7.2. Maintaining Property Accountability. The accountable property record for 

inventory owned by the DLA Disposition Services will be maintained by the DLA 

Disposition Services Field Office system. DLA Disposition Services system will

maintain the owner’s total item property record and financial accounting for DLA 

Disposition Services Owned property. End of day processing and an annual 

reconciliation will occur to ensure that the two inventory records are kept in sync at the 

DTID number or DTID number and suffix level. 

 C16.7.2.1. Maintaining Owner Compliance Table. The field office system will

maintain an owner compliance table to ensure daily (end of day) and annual (total 
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reconciliation) requirements are executed based on pre-established business rules in 

compliance with DLM 4000.25, DLMS Manual, Chapter 6. (Physical Inventory Control) 

 C16.7.2.2. Daily System Reconciliation. The DLA Disposition Services 

(owner) system and the DLA Disposition Field Office (storage activity) system will match 

all active records daily (i.e. DTID numbers or DTID number and suffixes that had any 

transaction affecting record balances) on-hand balances. 

 C16.7.2.2.1. DLMS 846R Transaction for End-of-Day Processing. The 

field office system (storage activity) will send the daily closing balance for each affected 

DTID number or DTID number and suffix using the DLMS 846R, Location Reconciliation 

Request transaction, Report Type Code LC and the type of reconciliation code for end 

of day processing. The DLMS 846R will contain the demilitarization code (DEMIL code) 

that corresponds to the stock number for that DTID number or DTID number and suffix. 

The DEMIL code will be included in the match of item data characteristics (unit of issue, 

condition code, CIIC, and DEMIL code) to ensure compatibility between storage activity 

and owner systems. 

 C16.7.2.2.2. Additional Use of DLMS 846R. The field office system 

(storage activity) will also send a DLMS 846R, Location Reconciliation Notification, 

Report Type Code X4, to advise DLA Disposition Services of the total number of daily 

DTID number or DTID number and suffix closing balance transactions (number of 

DLMS 846R, Report Type Code LC transactions) being forwarded and the associated 

cut-off date. Imbalances will be programmatically researched to assure consideration of 

in-float documents, delayed transactions, and duplicate transactions. 

 C16.7.2.3. Annual Record Total Reconciliation. All DLA Disposition Services 

owner and field office storage activity records (active and inactive, including zero 

balances) will be reconciled at least once each fiscal year (total reconciliation). 

 C16.7.2.3.1. DLMS 846R Location Reconciliation by DTID or DTID and 

Suffix. The field office will prepare location reconciliation requests by line item (DTID 

number or DTID number and suffix) for each DTID regardless of the balance (including 

zero balances), using the DLMS 846R, Location Reconciliation Request transaction, 

Report Type Code LC and the type of reconciliation code for annual location 

reconciliation. The location reconciliation request will contain the DEMIL code that 

corresponds to the stock number for that DTID. The DEMIL code will be included in the 

match of item data characteristics (unit of issue, condition code, CIIC, and DEMIL code) 

to ensure compatibility between storage activity and owner systems. 

 C16.7.2.3.2. DTID or DTID and Suffix Closing Balance Transactions. 

The field office (storage activity) system will also send a DLMS 846R, Location 

Reconciliation Notification, Report Type Code X4, to advise DLA Disposition Services of 

the number of annual DTID number or DTID number and suffix closing balance 

transactions (DLMS 846R Type Code LC transactions) being forwarded and the 

associated cut-off date. Imbalances will be programmatically researched to assure 

consideration of in-float documents, delayed transactions, and duplicate transactions. 
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 C16.7.2.4 Mismatches. For any mismatches found, the DLA Disposition 

Services personnel will ensure that potential or actual inventory accounting adjustments 

are researched and corrected in accordance with the value of the adjustment and type 

of item involved. Emails will be sent to the appropriate Disposition Services Field Office

personnel requesting assistance to isolate errors in data transmission. 

C16.7.3. Disposition Services Containerization Processing

 C16.7.3.1. Identifying Items. To enhance potential marketing, the DLA 

Disposition Services Field Office has the discretion to “containerize” items turned in by 

DTID number or DTID number and suffixes that can be reutilized/sold together. Rules 

regarding items that can be grouped in containers are governed by the DLA Disposition 

Services. For instance, items that share the same or similar item characteristics such 

as demilitarization (DEMIL) code or CIIC can be placed in the same container. 

 C16.7.3.1.1 Use of DLA Disposition Services Container Identification 

Number. When the decision is made to market items via containerization processing, 

the DLA Disposition Services Field Office will generate a disposition services container 

Identification (ID) number for the items identified by DTID number or DTID number and 

suffixes placed in the container. For each DTID number or DTID number and suffix

coded receipt, the disposition services container ID number will also be identified in the 

DLMS 527R Receipt transaction (Transaction Type Code D4) generated by the field 

office to DLA Disposition Service, along with the disposition services complete container 

count and disposition services current container count. 

 C16.7.3.1.2 Container Tracking. DLA Disposition Services will track 

each DTID number or DTID number and suffix in the container. The disposition services 

container ID number and the DTID number will be sent to the RTD Web so the items 

can be marketed as part of the disposition services container. 

 C16.7.3.2. Container Transfer. In cases where items are eliminated or 

moved from one container to another based upon DEMIL code challenges, downgrade 

to scrap or re-marketing decisions, the DLA Disposition Services Field Office will

generate the DLMS 846A, Asset Reclassification Response (Type Transaction Code 

TD) to DLA Disposition Services to maintain container synchronization and inventory 

accuracy. This container identification change process applies to NSNs, LSNs, and unit 

of use LSNs. When unit of use LSNs are involved, the DLMS 846A will also contain the 

cross reference NSN. The DLMS 846A will identify the controlling document number

generated by the DLA Disposition Field Office, the DTID number or DTID number and 

suffix as a primary reference, the existing disposition services container ID number 

(FROM Container ID), as well as the new disposition services container ID number (TO 

Container ID). In the case of an item being removed from a container and not being 

placed in a new container, the TO disposition services container ID will not be cited in 

the transaction. Disposition services container ID changes always originate from the 

Field Office to the DLA Disposition Services. Accordingly, there is no corresponding 

asset reclassification request transaction for container ID changes. 
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 C16.7.4 Reclassification of Scrap

 C16.7.4.1. Downgrade to Scrap. The downgrade to scrap process is used by 

the DLA Disposition Services and its field offices when an item is no longer needed and 

the property has no commercial value other than for basic materiel content. Policy and 

authority for downgrading materiel to scrap can be found in DoD 4160.21-M, “Defense 

Materiel Disposition Manual”. 

 C16.7.4.1.1. Downgrade Items Upon Receipt (at Time of Turn-in). 

During the receiving process, if the DLA Disposition Services Field Office determines 

the item has only scrap value, the item may be downgraded to scrap upon receipt. The 

field office will assign a Disposition Services Scrap LSN to replace the existing NSN or 

LSN found on the original DTID number or DTID number and suffix generated by the 

customer. Simultaneous with sending the DLMS 527R Receipt (Transaction Type Code 

D4) to DLA Disposition Services, the field office receipt process will trigger a TRA to the 

DoDAAC in the DTID number reflecting the LSN actually received into DLA Disposition 

Services inventory as a secondary reference (LIN16), and the materiel identification 

from the DTID at LIN02. The TRA transaction provides confirmation that materiel was 

received and provides linkage to audit trails maintained by the field office. 

 C16.7.4.1.1.1. Assignment of ‘Disposition Category’ for Items 

Downgraded Upon Receipt. During the pre-receipt process, the field office will request 

a ‘Disposition Category’ from DLA Disposition Services (C16.7.8 - DLA Disposition 

Category Assignment and Associated Actions). Once the Disposition Category 

assignment response is provided, the field office will submit the receipt for scrap to the 

DLA Disposition Services, using the DLMS 527R Receipt (Transaction Type Code D4) 

using a Scrap LSN. The DLMS 527R Receipt for material downgraded to scrap at time 

of receipt will reflect the source of the materiel received/returned code, (e.g., J = Return 

to inventory from other DoD activity users), (see the reason for materiel receipt/return

(MRR) code list in LOGDRMS). 

 C16.7.4.1.1.2. Downgrade (Upon Receipt) of Entire Quantity on 

Disposal Turn In Document or Disposal Turn In Document and Suffix. If the entire 

quantity on the DTID number or DTID number and suffix is being downgraded to scrap, 

the original DTID number or DTID number and suffix number will remain and the original 

NSN/LSN will be referenced in the Receipt for audit purposes, to link to the newly 

assigned Scrap LSN. If the DTID number or DTID number and suffix is a duplicate 

number, then a UCN will be generated for the downgrade to scrap. 

 C16.7.4.1.1.3. Downgrade (Upon Receipt) of Partial Quantity on 

Disposal Turn In Document or Disposal Turn In Document and Suffix. If only part of the 

DTID is being downgraded to scrap, then a UCN will be generated and the Receipt will

contain the original DTID number or DTID number and suffix as a secondary reference 

number. 

 C16.7.4.1.2. Downgrade Items After Turn-in (After Receipt). Any time 

after receipt, DLA Disposition Services may notify the Disposition Services Field Office
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via a DLMS 846C, Disposition Status Update (Report Type Code PC), to change the 

disposition status of the DTID number or DTID number and suffix to DS (Disposal). 

When the field office receives a disposal recommendation, the disposition of the 

property at the field office is determined by pre-defined ultimate disposal process 

business rules. 

 C16.7.4.1.2.1. Downgrade Items to Scrap (After Receipt). If the 

business rule decision is to downgrade to scrap, the field office will send a DLMS 947I, 

Inventory Adjustment (Type Transaction Code NU) with Quantity or Status Adjustment 

Reason Code BS – Downgrade (Loss), and associated with the original DTID number or 

DTID number and suffix. 

 C16.7.4.1.2.2. Creation of New Receipt for Items Downgraded to 

Scrap Subsequent to Initial Turn-in. A new receipt is created for the scrap using the 

DLMS 527R Receipt with the source of Materiel Received/Returned Code W - Receipt 

as a result of DLA Disposition Services process to downgrade to scrap, subsequent to 

the initial receipt of materiel. A DLA Disposition Services scrap LSN will be assigned in 

compliance with the scrap classification listing for use in the new Receipt. A UCN will

be assigned and associated with the original DTID number or DTID number and suffix

to avoid duplication in DLA Disposition Services. This UCN will become the controlling 

document number in the DLMS 527R. The new receipt will contain the original DTID 

number or DTID number and suffix as a secondary reference number, and will

reference the original materiel identification (NSN or LSN). 

 C16.7.4.1.2.3. Materiel Downgraded to Scrap When Materiel Is 

Part of a Container. If the materiel/DTID number or DTID number and suffix

downgraded to scrap is part of a container, the field office will generate a DLMS 846A, 

Asset Reclassification Response (Report Type Code TD), to delete the DTID number or 

DTID number and suffix/container ID association in order to maintain container 

synchronization and inventory accuracy (see C16.7.3.2., Container Transfer). 

 C16.7.4.2. Upgrade from Scrap. The upgrade from scrap process is used by 

the DLA Disposition Services and its field offices when a business need exists to reclassify materiel previously receipted as scrap or downgraded to scrap after receipt to a 

useable NSN or useable LSN item. An upgrade from scrap can occur at any time 

subsequent to the initial receipt of scrap or downgraded materiel. Policy and authority 

for upgrading materiel from scrap can be found in DoD 4160.21-M. 

 C16.7.4.2.1. Assignment of a UCN for Materiel Upgraded from Scrap. 

Upgrading an item from scrap begins with the assignment of a UCN on the DLMS 527R 

Receipt transaction, where the eleventh character is assigned a value of ‘C’ to indicate it 

is related to an upgrade from scrap. The DLA Disposition Services Field Office will 

enter the scrap LSN that is being upgraded, as well as the warehouse location of the 

scrap pile for the specific LSN. Both the warehouse location (scrap pile) and LSN are 

necessary to identify the removal of scrap from the proper warehouse location to 

maintain inventory integrity of the remaining scrap pile. The field office will also identify 

the weight to be removed from the warehouse location (scrap pile), as well as the 
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internal type turn-in for the item to be upgraded to in the DLA Disposition Services Field 

Office system (US – Useable, HM – Hazardous Material, or HW – Hazardous Waste). 

 C16.7.4.2.2. Inventory Adjustment (Decrease) for Scrap LSN. The field 

office will generate a DLMS 947I, Inventory Adjustment (Type Transaction Code NU) 

loss transaction with Quantity or Status Adjustment Reason Code BR to decrement the 

relevant scrap pile for the designated weight of the scrap LSN to be upgraded. The 

DLMS 947I Quantity or Status Adjustment Reason Code BR will indicate an Inventory 

Adjustment Decrease (Upgrade from Scrap), Loss resulting from the upgrade from 

scrap subsequent to the initial receipt of materiel. 

 C16.7.4.2.3. Creation of New Receipt for Items Upgraded from Scrap. 

The field office will identify the useable NSN or useable LSN, to which the scrap is being 

upgraded, in addition to quantity and other data required for a regular non-scrap receipt. 

The upgrade from scrap process will not reference a specific scrap DTID or DTID and 

suffix, only the scrap LSN and the warehouse location of the scrap pile. Therefore, the 

DLMS 527R Receipt, with the source of Materiel Received/Returned Code V, will pass 

the new useable NSN or useable LSN, and will include the original scrap LSN as a 

secondary reference (LIN08-SW), for auditability purposes. The new receipt is created 

for the upgraded NSN or LSN, as a result of the DLA Disposition Services process 

authorized by DoD 4160.21-M, to upgrade materiel from scrap subsequent to the initial 

receipt of materiel.

 C16.7.4.2.4. Adjustment Reason Codes and DLMS 947I Inventory 

Adjustment use for DLA Disposition Services. Inventory adjustments take place via 

DLMS 947I transaction which encompasses increases, decreases, or dual adjustments. 

This relates to MILSTRAP legacy DICs D8_ (increase), D9_ (decrease), or dual 

adjustment represented as DAC/DAD/DAS respectively. Inventory adjustments are 

further broken down by the DLMS 947I detail segment (2/W1901/0200) Quantity or 

Status Adjustment Reason Code. The quantity or status adjustment reason codes 

correlate to the 3rd position of the MILSTRAP legacy DICs D8_/D9_ or DAC/DAS as 

identified in Table C7.T1 in DLM 4000.25, Volume 2, Chapter 7. DLA Disposition 

Services will follow the Status Adjustment Reason codes and explanation identified 

under C7.T1, which have corresponding Legacy DICs associated for clarity until sunset 

of the legacy accountable property system of record.

C16.7.5. Relocation Between DLA Disposition Services Field Offices 

 C16.7.5.1. Use of DLMS 940R, DLMS 856S and DLMS 945A When 

Relocating Materiel Between Field Offices. In all instances when relocation of materiel 

between DLA Disposition Services Field Offices is necessary, the DLA Disposition 

Services will direct this action by using the DLMS 940R, Redistribution Order (RDO) 

(Transaction Type Code NI), and sending it to the shipping field office, except when the 

Disposal Category Code for the DTID number or DTID number and suffix is DS 

Disposal. In addition, an RDO may be created by the DLA Disposition Services Field 

Office for materiel meeting specific conditions with the intent of transferring the Disposal 

Turn-In Document (DTID) from the current Field Office where it was receipted to 
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another Field Office (e.g., a Certified DEMIL Center (CDC) for demilitarization. The 

RDO transaction prepared by the Field Office is provided to DLA Disposition Services. 

The Field Office processing the RDO will always provide a DLMS 856S, Shipment 

Status (Transaction Type Code AS) and the DLMS 945A, Redistribution Order 

Shipment Confirmation (Transaction Type Code NJ) to DLA Disposition Services upon 

shipment. 

 C16.7.5.1.1. RDO Denial. If the shipping Field Office is unable to fully 

process the DLA Disposition Services RDO and determines that they need to continue 

processing the DTID in accordance with established business rules at the current site, 

then a DLMS 945A Materiel Release Denial (Transaction Type Code NK) citing 

Management Code N will be created and sent to EBS for processing against the original 

RDO.11

 C16.7.5.1.2 RDO Cancellation. For cancellation of a self-initiated RDO 

previously transmitted by the Field Office to DLA Disposition Services, the Field Office 

will generate a DLMS 945A, Materiel Release Order Cancellation Confirmation 

(Transaction Type Code NR) containing the DLMS Cancellation Reason Code YJ (DLA 

Disposition Services Field Office cancellation of Redistribution Order due to change in 

disposition instructions). 

 C16.7.5.2. Prepositioned Materiel Receipt and Receipt for Relocations 

Between Field Offices. 

 C16.7.5.2.1. Prepositioned Materiel Receipt. For all relocation actions 

between Field Offices, DLA Disposition Services will generate a DLMS 527D, PMR 

(Transaction Type Code DE), to the field office designated to receive the relocated 

materiel. The PMR will contain 2/LIN01/10 Code N (return to inventory of materiel

relocated between storage activities without change in ownership (MILSTRAP DIC 

DWK functionality)). DLA Disposition Services will include the DTID number or DTID 

number and suffix in the PMR in order for DTID number or DTID number and suffix

accountability to be maintained across multiple locations. The DTID number or DTID 

number and suffix value may be the original turn-in document number or may be a UCN 

assigned by the field office during receipt processing when the original DTID number or 

DTID number and suffix is not adequate to uniquely identify the property. Additionally, 

when an entire container is identified for transfer between field offices, the PMR will

contain the disposition services container ID. Along with the Disposition Services 

Container ID, DLA Disposition Services will pass a Disposition Services Complete 

Container Count to indicate how many different DTID number, or DTID numbers and 

suffixes are within the container; this is how many different receipts are expected for a 

particular container. 

 C16.7.5.2.2. Receipt. Upon receipt of materiel relocated between field 

offices, the receiving field office will provide the DTID number or DTID number and 

11 Deferred implementation authorized. Pending implementation, field offices may use RDO cancellation 

procedures per paragraph C16.6.5.1.2. in place of an RDO denial. Refer to ADC 1034B.
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suffix or UCN and, when applicable, the disposition services container ID provided in 

the PMR to DLA Disposition Services using a DLMS 527R, Receipt, (Transaction Type 

Code D4) identified by 2/LIN01/10 Code N, and sequentially assign the Disposition 

Services Current Container Count number for each DTID number or DTID number and 

Suffix that is in the container. DLA Disposition Services Field Offices must comply with 

the Chapter 13 time standards for processing receipts. 

 C16.7.5.3. Relocation of Disposal Category Code DS (Disposal) Items 

Between DLA Disposition Services Field Offices

 C16.7.5.3.1. Field Office Responsibility for DS Category Code on Turnin Materiel. Turn-in materiel to a DLA Disposition Services Field Office under a DTID 

number or DTID number and suffix may be assigned Disposal Category Code of DS 

(Disposal) (see C16.7.8.). DLA Disposition Services Field Offices are responsible to 

manage the issue of property assigned Disposition Category Code DS and to update 

DLA Disposition Services’ owner record for all property managed by DLA Disposition 

Services Field Offices, to include disposal category property. 

 C16.7.5.3.2. Tracking Materiel Issues for Materiel Required to be 

Relocated Between Field Offices. The DLMS 945A, Materiel Release Confirmation, 

transaction citing Shipment Hold Code X will be used to track materiel issues between 

DLA Disposition Services Field Offices for disposal items required to be relocated to 

another DLA Disposition Services Field Office; (e.g., DEMIL Field Office). In these 

cases, the DLA Disposition Services Field Office shipping the materiel will send DLA 

Disposition Services the DLMS 945A Materiel Release Confirmation transaction citing 

Shipment Hold Code X for each DTID number or DTID number and suffix or Scrap 

(UCN) LSN quantity being relocated. DLA Disposition Services uses the Materiel 

Release Confirmation transaction to update the owner record and hold the quantity 

pending shipment. 

 C16.7.5.3.2.1. Additional Field Office Responsibilities for 

Relocation of DS Coded Materiel Requiring Redistribution. For these redistribution 

orders, the field office will create an internal DLMS 940R Redistribution Order (RDO) 

using a UCN constructed using the field office DoDAAC and current ordinal date, 

followed by a unique 4-digit serial number, (e.g., SY205411390001, SY205411390002, 

etc.). The field office will then decrement the owner balance, create and exit the DLMS 

867I Issue, position the Redistribution Order for release, and once released, generate 

the DLMS 945A Materiel Release Confirmation to the owner and the DLMS 856S 

Shipment Status to the receiving field office using DAAS. The internal RDO will be used 

to allocate the DTID and quantity within DSS to support the site-to-site transfer. DSS 

will simultaneously send an outbound DLMS 945A Materiel Release Confirmation to 

EBS citing new Shipment Hold Code X. The shipment hold will ensure the inventory is 

not allocated to another process, or ordered while waiting to be shipped. Upon receipt 

of the materiel release confirmation citing Shipment Hold Code X, EBS will create an 

internal order and restrict the DTID quantity, making it unavailable to other 

orders/processes. The field office will perform the pick when it is ready to ship the 

materiel. DSS will trigger the transmission of the DLMS 945A without a shipment hold 
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C16-40 CHAPTER 16

code to EBS upon actual shipment of the redistributed materiel, in addition to sending a 

DLMS 856S to the receiving office via DAAS. EBS will update the order status and 

DTID quantity to reflect the materiel as shipped, and update the inventory records as 

indicated by the DLMS 945A. 

 C16.7.5.3.2.2. Citing Document Identifier Codes on Redistribution 

Orders. The MILSTRIP DIC cited in the internal DLMS 940R will be A2_, Redistribution 

Release Order since the materiel is being shipped to another field office. 

 C16.7.5.3.2.3. Requirement for Posting to the Defense Automatic

Addressing System. Since these transactions are internal to the field office, a copy will

be passed to DAAS to be posted in the DAAS so that the complete issue, confirmation, 

and status history are maintained. 

 C16.7.5.3.3. RESERVED.

 C16.7.5.3.4. Documenting the On-hand Balance Record for 

Redistributions. Upon receipt of the DLMS 945A Materiel Release Confirmation

transaction citing Shipment Hold Code X, DLA Disposition Services will hold the onhand balance record for the quantity submitted by the DLA Disposition Services Field 

Office and generate an internal RDO. For these redistributions no RDO (DLMS 940R, 

Type Transaction Code NI) will exit the DLA Disposition Services system. 

 C16.7.5.3.5. Confirmation of Actual Shipment. When the DLA 

Disposition Services Field Office actually ships the materiel held for redistribution, the 

field office will release another DLMS 945A Materiel Release Confirmation, citing all 

applicable carrier information, but with no shipment hold code. 

 C16.7.5.3.6. Redistribution Orders Quantity. The quantity on the DLMS 

945A Materiel Release Confirmation transaction will be used by DLA Disposition 

Services to populate the RDO quantity field and will be reflected as in-transit until the 

DLMS 527R Receipt transaction is processed from the receiving DLA Disposition 

Services Field Office or the RDO is cancelled. 

 C16.7.5.3.7. Partial Shipments, First Shipment Requirements. If 

property that requires DEMIL needs to go to a different field office (DEMIL facility) and 

the size and/or weight limits the use of one conveyance, partial shipments may occur. 

The first partial shipment will include two document numbers - the RDO document 

number (i.e., the controlling document number) and the original DTID number or DTID 

number and suffix from the issuing/losing field office as a secondary reference number. 

This document number will be reported by the DLA Disposition Services Field Office on 

the DLMS 527R Receipt transaction submitted to DLA Disposition Services. 

 C16.7.5.3.8. Partial Shipments, Second Shipment Requirements. When 

the second partial shipment arrives at the DEMIL facility, the RDO document number 

cannot identify the receipt by itself due to the disposition services duplicate DTID 

number or DTID number and suffix business rule. Therefore, a UCN will be created by 

field office personnel to receipt the remainder of the property, causing three document 
DLM 4000.25, Volume 2, January 22, 2024

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C16-41 CHAPTER 16

numbers to be associated with the shipment/receipt transaction: (1) the original RDO 

document number serving as the primary document number for the new receipt, (2) the 

original DTID number or DTID number and suffix from the issuing/losing field office

(secondary reference number), which is perpetuated from the RDO, and (3) the UCN 

generated to prevent DTID number or DTID number and suffix re-use. These document 

numbers are all linked and all three will be reported on the DLMS 527R Receipt 

transaction submitted to DLA Disposition Services. 

C16.7.6 DLA Disposition Services Public Sales 

 C16.7.6.1. Public Sales Contracts. Contracts for public sales are maintained 

at DLA Disposition Services. The DLMS 832N, Catalog Data Support transaction 

(Catalog Purpose Code SC) will be used to communicate sales contract catalog data to 

the field offices. This pre-positioned information will be used by the field office to 

facilitate the receipt process for turned-in property/DTIDs or DTIDs and suffixes initially 

assigned Disposition Category Code SL–Sales. A separate transaction will be used for 

each field office, since specific site data and materiel contract information is maintained 

at the line item level. A detail line is required for each combination of property, sales 

contract, and sales contract line item. Each transaction may contain one or more detail 

lines. The following detail level data is included, but not limited to: sales contract 

number, sales contract line item number, generic name/description, DLA Disposition 

Services Field Office, unit of measure, and the catalog transaction purpose code used 

to indicate whether the line item record will be added, changed, or deleted.

 C16.7.6.2. Sales Category (SL) Sub-Category Scrap and Salvage Recycling 

(SR). DLA Disposition Services has partnerships with scrap sales contractors to 

manage the receipt, marketing, and sale of surplus scrap material generated by DoD 

installations. The scrap material is stored at DLA Disposition Services Field Offices by 

Scrap Classification (SCL) code. DLA Disposition Services will send a DLMS 832N to 

the DLA Disposition Services Field Offices when a new Scrap and Salvage Recycling 

contract is established. The DLMS 832N will convey contract and catalog information 

for Scrap and Salvage Recycling contracts, which the DLA Disposition Services Field 

Offices will use to generate an internal DLMS 940R Materiel Release Order to issue 

scrap material to the contractor. The DLA Disposition Services Field Office will 

subsequently send a “post-post” DLMS 511R (DLA Directed MRO) to DLA Disposition 

Services containing the applicable sales contract number and weight after the 

contractor has picked up the scrap material. 

 C16.7.6.3. Comparison of Customer Turn-in Property to Prepositioned Sales 

Contract Data. The DLA Disposition Services Field Office will match the property 

received from customer turn-in to the pre-positioned sales contract data. When a match 

is found, the sales contract number and associated sales contract line item number will

be provided on the receipt transaction provided to DLA Disposition Services. See 

C16.7.8.3. - Disposition Category Code SL–Sales. 

 C16.7.6.4. WEB Auction for Public Sale of Excess Property. Subsequent to 

receipt, excess property eligible for public sale will be published to DLA Disposition 
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C16-42 CHAPTER 16

Services web auctions, which are required to be accessible to the general public without 

any form of user registration. While published web auctions will be viewable by the 

general public, users will be restricted from submitting bids until a self-registration 

process is completed. The completion of the self-registration process will result in the 

creation of a DLA Disposition Services business partner record, enabling the registered 

user to submit bids against published web auctions. 

 C16.7.6.4.1. End Use Certificate. Upon determination of an auction 

winner, the customer will be required to submit an end use certificate (EUC). The 

information on the EUC will be used to authenticate the customer’s self-registration 

credentials and verify eligibility to receive the auction property. Upon completion of the 

eligibility process, DLA Disposition Services will create a supporting internal sales order 

document.

 C16.7.6.4.2. Materiel Release Order for Public Sale Property. Once the 

Defense Finance Accounting Service (DFAS) posts customer payment against the sales 

order, then DLMS 940R Materiel Release Orders will be generated by DLA Disposition 

Services to the DLA Disposition Services Field Office authorizing release of the 

materiel. The MRO transaction will serve as the indicator to DLA Disposition Services 

Field Office personnel responsible for managing property removals, that customer 

payment was received and removal is permitted. See C16.2.4.1.9. - Materiel Release 

Orders in Support of Public Sales. 

C16.7.7. Receipts of Turn-ins to DLA Disposition Services Field Offices. For 

receipt of items that have been turned in, the field office will provide DLA Disposition 

Services a DLMS 527R Receipt (Transaction Type Code D4) with 2/LIN01/10 code I 

(MILSTRAP D6A functionality) or J (D6B functionality), as appropriate. The DTID

number or DTID number and suffix, which represent specific property in the same 

condition turned in to a specific DLA Disposition Services Field Office, will be passed on 

all field office generated receipt transactions and provides the level of traceability DLA 

Disposition Services requires. Because property is often turned in used, simply 

representing property by materiel number (e.g., NSN or LSN) is insufficient and the 

DTID number or DTID number and suffix provides the capability to identify and track 

property at a more granular level of detail. For receipt of property, the field offices will

sign the DD Form 1348-1A/1348-2 and provide a signed digital image of the turn-in 

document via eDOCs, to confirm receipt in ICS. Disposition Services Field Offices must 

comply with the Chapter 13 time standards for processing receipts. Simultaneous with 

the creation of the DLMS 527R Receipt to DLA Disposition Services, the field office will 

trigger a TRA to the DoDAAC in the DTID number. This action provides near time 

confirmation that DLA Disposition Services picked up materiel accountability and 

ownership for the materiel and provides a linkage to audit trails retained by the field 

office. If the DTID DoDAAC is the activity directing the disposal action (not the shipping 

activity), it is incumbent on that activity to coordinate as necessary with the shipping 

activity to acknowledge receipt of the TRA. The TRA will include both the DTID number 

and the UCN when applicable. 
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 C16.7.7.1. Assignment of Disposition Category Code. When property 

identified to a DTID number or DTID number and suffix is turned in, it is assigned an 

initial disposition category at pre-receipt (i.e., physical examination of property), which is 

provided in the DLMS 527R Receipt to DLA Disposition Services (see C16.7.9.). This 

disposition category is used to determine how the property is to be processed 

subsequent to receipt; (e.g. reutilization, disposal, etc). When the receipt transaction is 

received, DLA Disposition Services will confirm that the correct disposition category has 

been assigned using property characteristics provided in the DLMS 527R; (e.g. DEMIL 

Code, HM/HW indicator, etc.). 

 C16.7.7.2. DLMS 527R Required Data Elements. The DLMS 527R Receipt 

transaction includes the following data elements as applicable to support the disposition 

category code assignment process and to subsequently track other disposal processes: 

Bill to DoDAAC, DEMIL code, demilitarization integrity code, demilitarization performed 

code, disposition services accumulation number, disposition category code, disposition 

services container ID, disposition services complete container count, disposition 

services current container count, disposition services term sales code, disposition 

services indicator (e.g., Abandoned Property (AP) Indicator, Certificate Availability (CA) 

Indicator, Controlled Property Branch Verified as Not controlled (CPBV), DEMIL 

Instructions (DI) Indicator, HM Indicator, HW Indicator, or HWPS Indicator, Receipt-InPlace (RIP) Indicator, SA/LW Indicator, Wash Post (WP) Indicator), disposition services 

reimbursement code, disposition services UCN, DTID number or DTID number and 

suffix, DTID materiel description, hazardous material indicator code, Industrial Plant 

Equipment (IPE) report number, SDS Number, model number (used only in conjunction 

with IPE Report Number), Sales Contract Number, Sales Contract Line Item Number, 

Service LSN, year of manufacturer (used only in conjunction with IPE Report Number). 

 C16.7.7.3. Disposition Category Code SL–Sales. The DLA Disposition 

Services Office will return a Disposition Category Code SL to notify the field office that 

the item will be held for sale. When pre-existing sales contract data is available, DLA 

Disposition Services will pre-position contract data using the DLMS 832N transaction 

(see C16.7.6.) to facilitate receipt processing. At time of receipt, the field office receiver 

will match the property received from customer turn-in to the pre-positioned sales 

contract data. When a match is found, the sales contract number and associated sales 

contract line item number will be provided on the DLMS 527R Receipt transaction sent 

to DLA Disposition Services.

 C16.7.7.4 Reversal of Incorrect Receipt Transactions for DLA Disposition 

Services. Receiving activities may use the DLMS 527R Receipt transaction (Legacy 

DIC D4_/D6_) to reverse incorrect receipt transactions. The Receipt reversal 

transaction will use reason for reversal codes identified in DLM 4000.25 Volume 2, 

Appendix 7.32, Reason for Reversal Code. For receipt reversals using Reason for 

Reversal Code D to identify SDR After Receipt, DLA Disposition Services Field Sites 

will first trigger the SDR using SDR Action Code 3C, followed by e SDR with Action 

Code of 3B. This will allow the discrepant materiel to remain in location and on record 

at the Disposition Services Field Office until the discrepant materiel has been picked up 
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C16-44 CHAPTER 16

by the originating generating customer. .The receipt reversal transaction will be the 

last step to the process. See C16.8.1 and C16.8.1.2 for additional information.

 C16.7.7.5. Turn-in of Small Arms/Light Weapons. Upon arrival of every 

SA/LW shipment, DLA Disposition Services DEMIL Center, Anniston, Alabama will

identify each SA/LW by a valid NSN or previously assigned management control 

number (MCN), in addition to a separate serial number for each individual weapon. The 

shipper must provide proper materiel identification and serialization data for every turnin shipment. 

 C16.7.7.5.1. Verification and Passing of SA/LW Serial Numbers. During 

the pre-receipt process, the field office will sight verify each weapon received by serial 

number(s) with the associated shipping documents. Upon sight verification, the field 

office will receipt the SA/LW and record serialization data. In addition, the field office 

will transmit a TRA to the shipping activity to acknowledge the receipt. The TRA 

transaction will include the serialization data to allow the shipping activity to close any 

pending in-transit balance. There is a “many-to-one” relationship between a SA/LW

serial number and DTID number or DTID number and suffix; therefore, the Receipt 

transaction contains a loop to include multiple serial numbers when necessary. 

 C16.7.7.5.2. Materiel Identification on Disposition Services Turn-In 

Receipt Acknowledgement (TRA). The field office will not accept any SA/LW identified 

by a Service LSN or invalid materiel identification DoD Components will ensure all 

shipments to DLA Disposition Services Field Offices carry a valid NSN, or MCN 

assigned by the Army. DLA Disposition Services Anniston, Alabama will hold the 

discrepant materiel and follow the SDR process as stated in Chapter 17. The turn-in 

activity is responsible for providing prompt resolution to the SDR. The lack of a positive 

resolution in a timely matter will cause the return of the shipment to the turn-in activity.. 

If the turn-in activity cannot identify a valid NSN for the weapon, the DoD Component 

will contact the the Army and obtain an MCN prior to shipment. The receipt process will 

trigger a TRA transaction to the shipping activity indicating a successful receipt of the 

weapon(s). The TRA transaction will include the SA/LW serialization data reported in 

the corresponding Receipt transaction.

 C16.7.7.5.3. Partial Weapon Turn-in12 

 C16.7.7.5.3.1. Turn-in activities must include a list of missing parts 

on the DTID (or an attached continuation page) or a signed statement certifying that the 

weapons have missing parts when transferring partial/incomplete weapons to DLA 

Disposition Services Small Arms Anniston, Alabama, under the whole weapon NSN. If 

using a missing parts list and the shipment includes multiple weapons, associate each 

list of missing parts with the serial number of the whole weapon. Shipments of a partial 

weapon identified under the whole weapon NSN but lacking the required list of missing 

12 Refer to ADC 1175.
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C16-45 CHAPTER 16

parts or equivalent certification are discrepant. DLA Disposition Services will generate 

an SDR in accordance with Chapter 17 SDR guidance.

 C16.7.7.5.3.2. DLA Disposition Services Small Arms Anniston, 

Alabama, will NOT accept a turned in weapon subcomponent, such as the upper 

receiver, butt stock assembly, or barrel assembly, without its matching serialized 

receiver under its end item NSN. When identifying the serialized receiver on a weapon, 

the term “serialized receiver” refers to the receiver that displays or holds the serial 

number of a particular weapon. DLA Disposition Services Small Arms Anniston, 

Alabama, will receipt the subcomponent under the applicable materiel identification for 

the subcomponent(s) and submit an informational SDR to the generator. DLA 

Disposition Services will send a Disposition Services Turn-In Receipt Acknowledgement 

transaction citing the turn-in materiel identification (for reconciliation by the turn-in 

activity) and the actual materiel identification used for the DLA Disposition Services 

receipt. DLA Disposition Services Small Arms Anniston, Alabama, will mutilate and/or 

destroy non-serialized weapon parts consistent with the demilitarization code 

requirements, local policies, laws, and regulations. 

 C16.7.7.6. Turn-in of Industrial Plant Equipment. During the pre-receipt 

process, the field office will verify the serial number received and include that serial 

number in the DLMS 527R Receipt transaction sent to DLA Disposition Services (oneto-one relationship between DTID number or DTID number and suffix and serial number 

for IPE). 

 C16.7.7.7. Disposition Services Indicator. The field office will assign a 

disposition services indicator in the DLMS 527R Receipt transaction to communicate 

unique property and/or materiel location information as follows:

 C16.7.7.7.1. AP – Abandoned Property

 C16.7.7.7.2. CA – Certificate Available to Document Property Condition

 C16.7.7.7.3. CPBV – Controlled Property Branch Verified as Not 

Controlled

 C16.7.7.7.4. DI – DEMIL Instructions Available at Time of Receipt 

 C16.7.7.7.5. HM – Hazardous Material 

 C16.7.7.7.6. HW – Hazardous Waste

 C16.7.7.7.7. HWPS – Hazardous Waste Profile Sheet Available at Time 

of Turn-in 

 C16.7.7.7.8. RIP – Receipt-In-Place. Property not physically located at 

the field office. The generator retains custody and accountability (ownership) until 

property is ready for sale, reutilization, transfer and/or donation. 
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 C16.7.7.7.9. SA/LW – Small Arms and Light Weapons

 C16.7.7.7.10. WP – Wash Post. Property may have previously 

processed as RIP pending sale, reutilization, transfer, or donation. Once the customer 

is available to remove the property from generator’s location, the field office will send a 

DLMS 527R Receipt, with Disposition Services Indicator WP, and the appropriate 

Disposition Category Code of SL or RU. The receipt quantity will be added to the field 

office and DLA Disposition Services’ inventory records, then immediately dropped. The 

field office will use the WP indicator to generate an internal DLMS 940R MRO to drop 

the DTID number or DTID number and suffix (requisitioned quantity) from its inventory 

balance. Simultaneous with the creation of the DLMS 527R Receipt (Transaction Type 

Code D4), with Disposition Services Indicator WP to DLA Disposition Services, the field 

office will trigger a TRA transaction to the DoDAAC in the DTID number to provide 

notification that materiel has been receipted and DLA Disposition Services processed a 

Receipt transaction to pick up materiel accountability and ownership for the materiel. 

The TRA will be provided to the DoDAAC in the DTID. 

 C16.7.7.8. Delivery Order Term Sales. The field office will identify property 

designated for resale under CV delivery order term sales contracts by including the 

disposition services term sales code in the receipt transaction. The disposition services 

term sales code is based on specific item characteristics. An example is rolling stock 

(wheeled items). The delivery order term sales code is a code set maintained by DLA 

Disposition Services. An internal DLA Disposition Services table is used to associate 

the delivery order term sales code with the applicable CV contract for sourcing materiel 

for release to the purchaser. 

 C16.7.7.9. Disposition Services Accumulation Number. The Disposition 

Services Accumulation Number is a unique number for the weekly time period assigned 

to all property entering the disposal system during that week. The number controls the 

multitude of disposal cycles Disposition Services uses to manage the ultimate 

disposition of property and ensures items receive full screening on the RTD web 

allowing all customers to have an appropriate time frame to view and requisition 

property. The original accumulation number is assigned automatically by the DLA 

Disposition Services Field Office and sent to DLA Disposition Services ICP via the 

DLMS 527R Receipt transaction. 

 C16.7.7.9.1. When the accumulation number becomes out of sync, DLA 

Disposition Services ICP (approved headquarters personnel only) will manually change 

the DTID’s accumulation number in DLA’s EBS. EBS automatically sends this change to 

the DLA Disposition Services Field Office using the DLMS 846C Accumulation Number 

Update transaction. 

 C16.7.7.9.2. The Accumulation Number Update transaction provides the 

field office with the new accumulation data. The updated fields include: date of 

accumulation number change, old accumulation number, and new accumulation 

number. The disposition category code is also passed. For Accumulation Number 

Update transactions, the disposition category value will always be RU as only items in 
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RU Reutilization status need to be tracked by an accumulation number. The field office 

will use the RU value to trigger the correct processing of the transaction.

C16.7.8. Disposition Category Code Assignment and Associated Action. When 

generators turn-in materiel under a DTID number or DTID number and suffix to a DLA 

Disposition Services Field Office, the field office will send DLA Disposition Services a 

non-DLMS synchronous real-time transaction to request disposition category 

assignment. Depending upon the characteristics of the DTID number or DTID number 

and suffix property, DLA Disposition Services’ response will assign one of the following 

five Disposition Category Codes: Reject (RJ), Research (RS), Reutilization (RU), Sales 

(SL), or Disposal (DS). After the DLA Disposition Services Field Office receiver verifies 

the receipt disposition category assignment from DLA Disposition Services, the field 

office will send a DLMS 527R Receipt transaction with the appropriate disposition 

category code (see C16.7.8.1. and C16.7.8.2.). Simultaneous with the generation of the 

DLMS 527R Receipt transaction (Transaction Type Code D4) to DLA Disposition 

Services, the field office will trigger a TRA transaction to the DoDAAC in the DTID 

number. This action provides near time confirmation to the generator that DLA 

Disposition Services processed a Receipt transaction to pick up materiel accountability 

and ownership for the materiel and provides a linkage to audit trails retained by the field 

office. 

 C16.7.8.1. Assignment of Disposition Category Code. The Disposition 

Category Code assigned to a DTID number or DTID number and suffix determines how 

the property is processed subsequent to receipt; (e.g. reutilization, disposal, etc). In 

addition, the category will determine the field office stow process, and which activity will

be responsible for the issue of DTID number or DTID number and suffix property. The 

DLA Disposition Services will be responsible for issuing DTID number or DTID number 

and suffix records with Disposition Category Codes of RU or SL, except when the SL 

Disposition Category Sub-Category Code is CV (Commercial Venture), or SR (Scrap 

and Salvage Recycling). The Disposition Services Field Office will be responsible for 

issuing DTID number or DTID number and suffix records with a disposition category of 

Disposal (DS), or Sales (SL) with a Disposition Category Sub-Category Code CV or SR. 

 C16.7.8.1.1. Warehouse Storage Location Update. The DLA 

Disposition Services Field Office will send the DLMS 943A Warehouse Storage 

Location Update transaction to DLA Disposition Services to provide visibility of the 

warehouse storage location for DTID number and suffix records with a Disposition 

Category Code RU or SL. The Warehouse Storage Location Update transaction will be 

submitted subsequent to the reported 527R Receipt when materiel receipt is stowed in 

a warehouse storage location or RIP site and at the completion of re-warehousing 

actions for Disposition Category Code RU and SL items. For RIP, the transaction 

identifies the alternate property location data. This is structured as “APLD” plus the 

location DoDAAC (when available), and up to six characters after the DoDAAC further 

identifying the physical location of the item. In addition to the warehouse location, the 

Warehouse Storage Location Update will contain the property area code assigned 

based on the type of property stored in the warehouse location (e.g., DEMIL required, 

general property, controlled item, etc.) The property area code is internal to, and 
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Change 17 

C16-48 CHAPTER 16

maintained by, DLA Disposition Services. There will not be a property area code 

assigned for RIP property. DLA Disposition Services will update the RTD Web with the 

warehouse storage location data to facilitate the screening process when the RTD 

specialist or customers request visual inspection (prior to requisitioning). 

 C16.7.8.1.2. Incorrect RTD Web Warehouse Location. Due to the 

timing between the RTD Web print out and the customer's visit to the DLA Disposition 

Services Field Office, if materiel is not found in the warehouse location shown on the 

RTD Web print out, field office personnel will query DSS to obtain the current 

warehouse location for DTID items to be examined. 

 C16.7.8.2. DTID, or DTID and Suffix Property Issued by DLA Disposition 

Services Field Offices. The DLA Disposition Services Field Office will issue DTID 

number or DTID number and suffix property based on the Disposition Category Code 

and additional data reflected in the DLMS 846C. For these issues, the field office will

create an internal DLMS 940R (either Redistribution Order or Materiel Release Order, 

as appropriate). For materiel release to customers of Disposition Category Code DS 

materiel, or Disposition Category Code SL materiel with subcategory CV or SR, see 

C16.7.8.5. For relocation/redistribution of Disposition Category Code DS materiel to 

another DLA Disposition Services Field Office, (see C16.7.5). 

 C16.7.8.3. Validation/Change of Initial Disposition Category Code. There are 

multiple situations when DLA Disposition Services and the DLA Disposition Services 

Field Office validate or change the disposition category code assigned to a DTID 

number or DTID number and suffix in the initial DLMS 527R Receipt transaction. The 

DLMS 846C Disposition Category Update transaction (Report Type Code PC–Update), 

will be used by DLA Disposition Services for these communications. For instances 

where a response is warranted, the DLMS 846C, Disposition Category Update 

Response transaction (Report Type Code 09–Response), will be used by DLA 

Disposition Services Field Offices. A summary of when the DLMS 846C is used to 

validate/change initially assigned disposition category codes is as follows:

 C16.7.8.3.1. Using 846C Disposition Category Update Transaction. 

Upon receiving the Receipt transaction from the field office, DLA Disposition Services 

will validate the disposition category code of the receipted DTID number or DTID 

number and suffix. If Disposition Category Code DS is assigned, and DLA Disposition 

Services agrees, a DLMS 846C Disposition Category Update transaction will be 

generated to the field office citing Disposition Category Code DS. This transaction will

notify the field office that the item will be sent to ultimate disposal and will contain data 

required by the DLA Disposition Field Office to construct internal MROs or RDOs as 

required to issue the property. Upon receipt of the DLMS 846C Disposition Category 

Update transaction indicating ultimate disposal, the field office will generate a DLMS 

846C Disposition Category Update Response to DLA Disposition Services confirming, 

changing, or denying the assigned DS Category Code. If confirmed, the field office will

subsequently generate the DLMS 867I Issue transaction to DLA Disposition Services if 

the property is issued to another DLA Disposition Services Field Office (DEMIL or 
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C16-49 CHAPTER 16

Controlled Property Center) (see C16.7.5.3.2.) or the DLMS 511R (post-post Directed 

MRO (DIC C0_)) if the property is issued to a disposal customer (see C16.7.8.5.).

 C16.7.8.3.2. Update/Changes to a Controlled Property Rule. If DLA 

Disposition Services updates/changes a controlled property rule, the Disposition 

Category Code of the DTID numbers, or DTID numbers and suffixes affected by this 

change may be updated. This can occur prior to or during the RTD screening cycle. 

DLA disposition category codes can be changed among DS (Disposal), RU 

(Reutilization) or SL (Sales). If the property goes through the complete RTD cycle and 

is not requisitioned, it will be assigned Disposal Category Code DS or Disposition 

Category Code SL-Sales via generation of the DLMS 846C update transaction by DLA 

Disposition Services. This transaction will contain data required by the DLA Disposition 

Field Office to construct internal MROs. Items assigned a disposal category are 

processed as described above. Some DTID number or DTID number and suffix

property assigned Disposition Category Code SL–Sales are further identified by a 

disposition sub-category code in the DLMS 846C as being eligible for CV contracts and 

are processed as described below. 

 C16.7.8.3.2.1. Sales Category Sub-Category Commercial Venture. 

DLA Disposition Services has a partnership with a commercial venture firm to sell DoD 

surplus property following the RTD screening cycle. DLA Disposition Services will

identify property categorized for CV and send the DLMS 846C Disposition Category 

Update transaction to the field office to initiate processing. Upon receipt of the DLMS 

846C indicating CV, the field office will generate the DLMS 846C Disposition Category 

Update Response transaction to DLA Disposition Services confirming or changing the 

assigned disposition category codes. 

 C16.7.8.3.2.1.1. Change of CV Code Due to Ineligibility. 

When the Controlled Property Verification Officer at the field office determines materiel

is not CV eligible, the Disposition Category Update Response transaction will contain 

disposition category code DS instead of SL, as well as a disposition category change 

reject reason code, as published in DLA Disposition Services -I 4160.14, reflecting the 

data characteristic or reason the item will not be released to the CV contract. DLA 

Disposition Services will in turn send the update DLMS 846C to the field office. The 

reject reason code will cause the field office to remove the property from the CV holding 

area at the warehouse and allow the item to be processed through ultimate disposal. 

 C16.7.8.3.2.1.2. Use of DLMS 511R for Eligible CV Materiel. 

When the field office determines the materiel is CV eligible, the field office will send the 

DLMS 511R (post-post directed MRO) transaction to DLA Disposition Services for 

inventory issued to the CV customer (see C16.7.8.5.). 

 C16.7.8.3.2.1.3. Use of DLMS 945A Materiel Release Denial 

for Unauthorized CV Materiel. In limited situations, where a CV delivery order is 

released to the DLA Disposition Services Field Office listing DTIDs to issue/ship to a CV 

firm, and a subsequent mission essential RTD order is received for DTID(s) on that 

delivery order prior to shipment to the CV firm, a DLMS 945A Materiel Release Denial 
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C16-50 CHAPTER 16

(MILSTRIP legacy DIC A6A/A6B/A61/A62) citing Denial Management Code W needs to 

be sent to DLA Disposition Services to remove the item from the delivery order and 

generate a systemic credit for that delivery order. Sales personnel at the DLA 

Disposition Services Field Offices will then have the ability to properly close-out a pick 

requirement for property that appears on the CV delivery order that does not qualify for 

issuing to CV and expedite the denial with a systematic credit to the CV firm. 

 C16.7.8.3.2.2. RESERVED

 C16.7.8.4. Directed Release of Disposal and Sales DTID Number, or DTID

Number and suffix, Property (Post-Post Action). DLA Disposition Services Field Offices 

will send the DLMS 511R, DLA-Directed MRO (DIC C0_) Type Transaction Code 

A0/Action Code J, to DLA Disposition Services after property has been issued. Upon 

receipt, DLA Disposition Services will drop its inventory balance. In this instance, no 

MRO is sent to the field office, as this 511R is for inventory reduction vice shipping (the 

materiel has already been delivered or picked up). 

 C16.7.8.4.1. Use of Internal DLMS 940R MRO. For these issues, the 

field office will create an internal DLMS 940R MRO using a unique document number 

constructed by using the field office DoDAAC and current ordinal date, followed by a 

unique 4-digit serial number, (e.g., SY205411390001, SY205411390002, etc). The field 

office will then decrement the owner balance, create and exit the DLMS 511R directed 

MRO, position the MRO for release, and once released, generate the DLMS 945A 

materiel release confirmation to the owner and DLMS 856S Shipment Status to the 

customer. Materiel release confirmations for both scrap and commercial venture 

property will use the transportation method code for “Bearer, Walk-Thru (Customer 

Pickup of Materiel)” to indicate no physical shipment is involved. 

 C16.7.8.4.2. DIC for Internal MRO. The DIC cited in the internal DLMS 

940R will be A5_, MRO since the property is being shipped or picked up by a customer. 

 C16.7.8.4.3. Updating DAAS on Internal MROs. Since these 

transactions are internal to the field office, a copy will be passed to DAAS to be posted 

in the DAAS so that the complete issue, confirmation, and status history are maintained. 

 C16.7.8.5. Post-post Requisitions. Post-post requisitions from the DLA 

Disposition Services Field Office will be identified by disposition category code and 

disposition sub-category code. A Disposition Category Code DS indicates the materiel

has already been issued. As discussed above, Disposition Category Code SL (Sales) 

with the Disposition Sub-Category Code CV (Commercial Venture) indicates the 

property was issued to the commercial venture customer. Use of Disposition Category 

Code SL with Disposition Sub-Category Code SR indicates the property was issued to a 

scrap sales customer. 

 

 C16.7.8.6. Disposition Category Code DS/Disposition Sub-Category Code. 

Upon receipt of these types of DLMS 511R transactions, DLA Disposition Services will
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C16-51 CHAPTER 16

determine the type of post-post order that should be generated based upon the 

disposition category code/disposition sub-category code. Disposition Category Code 

DS will indicate a DLA Disposition Services post-post disposal order. 

 C16.7.8.7. DLA Disposition Services Post-Post Scrap Sales Orders. The 

DLA Disposition Services Field Office will send DLMS 511R DLA Directed MRO (postpost requisitions) using Disposition Sub-Category Code SR to DLA Disposition Services 

each time scrap sales contractors remove property for a scrap UCN, DTID number or 

DTID number and suffix from a DLA Disposition Services Field Office. The DLMS 511R 

DLA Directed MRO will include the sales contract number and the quantity (by weight) 

of the scrap material removed. The addition of the sales contract number and weight 

allows DLA Disposition Services to identify the contract associated with the sale and 

support back-end billing. DLA Disposition Services will create a post-post sales order 

for each DLMS 511R DLA-Directed MRO transaction received from the Field Office. 

DLA Disposition Services will assign DTID number or DTID number and suffix, 

associated with the materiel on the post-post order based on First In-First Out (FIFO) 

order, limiting selection to DTID numbers with an available quantity on the DTID Table. 

DLA Disposition Services will first add a new record to the Sales Order DTID Table and 

include: DTID number or DTID number and suffix, post-post order number, quantity, 

date, and order type; and then update the inventory record by decreasing the available 

quantity for the DTID.

 C16.7.8.8. DLA Disposition Services Post-Post CV Orders. The DLA 

Disposition Services Field Office will send DLMS 511R post-post requisitions using 

Disposition Sub-Category Code CV to DLA Disposition Services each time CV 

customers remove property for a commercial venture DTID number or DTID number 

and suffix, from a DLA Disposition Services Field Office. DLA Disposition Services will

create a post-post order for each 511R DLA-Directed MRO transaction received from 

the field office and add a record to the Sales Order DTID Table to include: DTID 

number or DTID number and suffix, post-post order number, quantity, date, and order 

type; and then update the inventory record by decreasing the available quantity for the 

DTID. 

 C16.7.8.9. Billing for Materiel. The DLMS 511R transactions for scrap sales 

and commercial venture will indicate non-Interfund billing to the contractor (Fund Code 

XP) and the customer will be billed prior to removal of the materiel. The DoDAAC of the 

commercial or scrap venture firm will be identified as both the ordered-by and ship-to 

activity. For DLMS 511R transactions, the Signal Code M indicates there will be no 

billing. In addition, the DoDAAC of the disposal customer will be identified as both the 

ordered-by and ship-to activity. When a unit of use LSN is being issued, the DLMS 

511R will carry both the unit of use LSN and the cross-reference NSN. The unit of use

Indicator defines the quantity and unit of measure applicable to the Unit of Use. 

 C16.7.8.10. Disposal of SA/LW. For DLMS 511R directed MROs with 

Disposition Category Code DS involving the disposal of SA/LW, the serial 

number/unique item identifier (UII) will not be populated on the transaction. The serial 

number/UII will only be present on the 945A confirmation. 
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C16-52 CHAPTER 16

C16.7.9. Local Stock Numbers (LSN) and Unit of Use. 

 C16.7.9.1. Local Stock Numbers (LSN) and Unit of Use. There are several 

instances that an LSN will be used by the DLA Disposition Services Field Office and 

supported activities:

 C16.7.9.1.1. Useable Local Stock Numbers (LSN). When materiel is 

turned in to the Disposition Services Field Office identified by an LSN assigned by the 

generator, and it cannot be further identified to an NSN, and is determined to be 

useable, a Disposition Services LSN will be assigned (if one does not already exist) and 

will be used as identification of the property throughout the disposition services process. 

Useable LSNs will be identified by valid FSC as part of the numbering convention, (e.g., 

1035-DS-GUN-GT3M). The original LSN used by a generator to turn in materiel, will be 

included as a reference on the receipt and will serve as reference information for the 

item when it is marketed on the RTD website. 

 C16.7.9.1.2. Scrap LSN. Materiel downgraded to scrap during or 

subsequent to receipt will be assigned a Scrap LSN. Scrap LSNs will be identified by 

using a materiel group of SCRP. All scrap LSNs will use this materiel group 

identification as well as containing a Scrap Classification Code (SCL). The SCL is a 

three-character DLA Disposition Services code to identify different types of scrap and 

appears in positions 11-13 of the Scrap LSN, (e.g., SCRP-DS-000-A01A). 

 C16.7.9.1.3. Unit of Use. When the materiel turned in to the Disposition 

Services Field Office can be identified to a NSN but the quantity is less than the FLIS 

unit of use, the DLA Disposition Services Field Office will create a new LSN by replacing 

the first character of the NIIN, (e.g., 5965-R1-123-4567, with an "R"). DLA Disposition 

Services and field offices use of DLMS transactions, including the DLMS 945A Release 

Confirmation, will carry the unit of use LSN, the cross-reference NSN, and the unit of 

use indicator. When the unit of use Indicator is present in the transaction, the quantity 

and unit of measure values associated with this transaction are applicable to the unit of 

use. However, the property will be identified to its NSN for RTD. This form of LSN for 

unit of use will not be visible to the customer as its use will only be between DLA 

Disposition Services and their field offices. 

 C16.7.9.2. Catalog Data Support Transaction (DLMS 832N). DLA 

Disposition Services will be the source for all Disposition Services LSNs (useable and 

scrap LSNs) and will notify DLA Disposition Services Field Offices via a DLMS 832N, 

Catalog Data Support transaction when it creates, changes or deletes an LSN. The 

DLA Disposition Services will use the DLMS 832N to create or update their LSN 

records.

 C16.7.9.3. Creation/Update of Unit of Use LSNs. The DLMS 832N will not 

be used between DLA Disposition Services and their field offices for creation or update 

of unit of use LSNs, rather both will maintain tables which contain agreed upon 

conversion factors for what will be the lowest possible assigned unit of measure for 

each valid Federal Logistics Information System (FLIS) unit of use. When receipts for 
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C16-53 CHAPTER 16

Unit of Use LSN materiel are processed by DLA Disposition Services, internal logic will

link the materiel back to the NSN. 

C16.8. SUPPLY DISCREPANCY REPORTING. Supply discrepancy reports (SDRs) 

and associated responses will be reported via the Disposition Services Field Office

system or DoD WebSDR, using the DLMS 842A/W, Standard Supply Discrepancy 

Report (SDR), Follow-up, Correction, Cancellation, & Reconsideration Request, for the 

initial SDR and the 842A/R, Standard Supply Discrepancy Report (SDR) Reply, for the 

reply. Discrepancies may be identified in shipments between the DLA Distribution 

Center and the DLA Disposition Services field office, between two DLA Disposition 

Services Field Offices, and between the field office and the generating customer. The 

SDR may be reported by the receiving field office or by the receiving customer. 

C16.8.1. Outgoing SDR. During the receiving process, if the DLA Disposition 

Services Field Office identifies a supply discrepancy, an SDR will be generated via the 

field office system using using DLMS 842A/W transaction to the generating customer 

using Discrepancy Report Document Type Code D in conjunction with the appropriate 

SDR Disposition Services sub type code to distinguish the source of discrepant 

shipment (generating activity turn-In = T, DLA Distribution Center = B, and 

Redistribution between field offices = E, SDR Requested Action Type 3C.). Once the 

originating generator picks the non-accepted property, DLA Disposition Services will 

update the original SDR (Disposition Services SDR Sub Type Code T) with SDR 

Requested Action Code 3B. DLA Disposition Services Field Site will also annotate in 

the remarks section of the SDR the date the materiel was picked up by the generator. 

Using the SDR Requested Action Code 3B will close out the original SDR created with 

SDR Requested Action Code 3C. Failure of DLA Disposition Services to send the SDR 

Action Codes in this order will result in SDRs that remain open, adversely impacting 

metrics and possibly resulting in an audit. 

 C16.8.1.1. Discrepancy Codes. The Disposition Services Field Office will

describe the type of discrepant condition, in most instances using unique discrepancy 

codes within their internal system. For external DoD processing, these unique codes 

trigger specific remarks for the outgoing SDR, but the code itself will not be perpetuated. 

Instead, the associated standard DoD discrepancy code value will be used for 

distribution of the SDR thus allowing the internal codes to remain available in the field 

office system for metrics and managements reports. Unique DLA Disposition Services 

discrepant conditions-, such as the turn-in of unauthorized property-or lack of specific 

documentation for hazardous material/hazardous waste may be identified by the 

applicable shipping, packaging, and storage discrepancy code. 

 C16.8.1.2. Action Codes. The DLA Disposition Services Field Office will

indicate the applicable action taken or requested on the SDR. When an activity turns in 

property that cannot be accepted by the field office, the field office will prepare an SDR 

using SDR Requested Action Code 3C, indicating receiving activity not authorized to 

accept property (pick-up by original owner required) (Disposition Services use only). 

Once the originator picks the non-accepted property, DLA Disposition Services will 

update the original SDR with SDR Requested Action Code 3B (Discrepancy reported for 
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Change 17 

C16-54 CHAPTER 16

corrective action and trend analysis. No reply required). DLA Disposition Services 

Field Office will also annotate in the remarks section of the SDR the date the materiel 

was picked up by the originator. Using the SDR Requested Action Code of 3B will close 

out the original SDR created with Action Code 3C.

 C16.8.1.3. Primary/Secondary Document Numbers. The outgoing SDR may 

require communication of two document numbers. The following rules apply:

 C16.8.1.3.1. Property Turned in by Generating Activity. The value used 

for the DTID/Suffix by the customer will be the primary document number identified in 

the SDR. If a UCN was established by the field office upon receipt, it will not be 

perpetuated on the SDR. 

 C16.8.1.3.2. Property Shipped by the DLA Distribution Center to the 

DLA Disposition Services Field Office. The document number used to ship the property 

will be the primary document number identified in the SDR. No secondary document 

number is applicable. 

 C16.8.1.3.3. Redistribution of Property Between Disposition Services 

Field Offices. The redistribution document number will be the primary document 

number identified in the SDR. The DTID used by DLA Disposition Services to track 

materiel will be perpetuated in the SDR and will be available to the receiving field office

in both the DLMS 856S, Shipment Status and the DLMS 527D, PMR. 

C16.8.2. SDRs Prepared via DoD Web SDR. DLA Disposition Services personnel 

will receive and process discrepancies for property shipped by the DLA Distribution 

Centers to various customers. DLA Disposition Services personnel will log in to 

WebSDR to create and submit SDRs on behalf of the customer using Document Type 

Code 7 and the related DLA Disposition Services SDR type code to distinguish 

customer type, as follows:

 C16.8.2.1. D = DLA Disposition Services Donated Materiel. D Identifies 

discrepant property staged at the depot and released to a state agency customer. 

 C16.8.2.2. F = DLA Disposition Services Transferred Materiel. F Identifies 

discrepant property shipped to a non-DoD federal agency customer by a distribution 

center. 

 C16.8.2.3. O = Other DLA Disposition Services Shipment. O Identifies any 

other discrepant DLA Disposition Services Field Office property shipment not applicable 

for identification by any other designated Disposition Services Type Code. 

 C16.8.2.4. R = DLA Disposition Services Reutilization. R Identifies 

discrepant property shipped to a DoD customer by a distribution center. 

 C16.8.2.5. S = DLA Disposition Services Sale. S Identifies discrepant 

property sold to a DLA Disposition Services sales contractor and shipped by a 

distribution center. 
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C16-55 CHAPTER 16

C16.8.3. Incoming Customer SDRs. SDRs addressed to DLA Disposition 

Services (RIC S9D) will be supported by conversion to email via DoD WebSDR. SDRs 

will be processed in accordance with paragraph C16.8.2. The generic email address for 

S9D will be associated with all the DLA Disposition Services Field Offices for Document 

Type 7 SDR only, allowing customer generated SDRs to be forwarded to DLA 

Disposition Services. Replies will be created in DoD WebSDR. Incoming Customer 

SDRs will not be sent to the DLA Disposition Services ICP system. 

C16.8.4. Distribution of Document Type Code D SDRs Generated During the 

Receiving Process at the DLA Disposition Services Field Office. 

 C16.8.4.1. Discrepant Turn-ins. SDRs resulting from discrepant turn-ins will

be directed to the shipping activity DoDAAC (also known as the generator) identified on 

the turn-in document (DD 1348-1A, Block 2). 

 C16.8.4.2. SDRs with Type Code T. SDRs citing DLA Disposition Services 

SDR Type Code T will be sent directly to the activity responsible for the turn-in of 

property whenever possible. In order to ensure electronic notification to the generating 

activity, DLA Disposition Services will provide the generator’s email address to DoD 

WebSDR. This email address will be used by WebSDR for dissemination of the SDR. 

 C16.8.4.2.1. Generator Email Address. The Disposition Services Field 

Office system will establish a global table to store generator email addresses. The 

generator’s email address will be captured from automated turn-in web-based tools 

maintained by DLA Disposition Services. The field office system will map the generator 

email address as indicated by the DLMS 842A/W. DoD WebSDR will use this email 

address for distribution to the identified address in addition to any other applicable 

distribution business rules. 

 C16.8.4.2.2. DoD Component Distribution. The SDR will automatically 

be sent to SDR applications based upon the existing DoD WebSDR or the Military 

Service of the customer either by transaction or via the email address associated with 

the DoDAAC in WebSDR. DLA Disposition Services will monitor for SDRs that never 

reached the intended recipient when so notified by rejected SDR or failed SDR 

transmission and pursue manual off-line follow-up if needed. 

 C16.8.4.3. SDRs Citing the DLA Disposition Services SDR Type Code B or 

E. SDRs with Type Code = B or E will be directed to the shipping activity and no 

information copies required.

C16.8.5. Property Requiring Customer Pick-Up. When unauthorized or 

unacceptable property is turned in to the field office, property will be placed in a 

frustrated property research area and an SDR prepared with the Discrepancy Code Z7 

and Action Code 3C to notify the generator to pick-up the property. If the field office

received property where the owner is not known or if the generator fails to respond to 

the SDR within 55 days or fails to pick up the property, the property may be mutilated 

and/or destroyed, consistent with Demilitarization Code requirements, local policies, 
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C16-56 CHAPTER 16

laws, and regulations. As appropriate based upon the security and classification 

requirements of specific property, DLA Disposition Services may contact the generator 

in advance of the 55 day SDR time standard (which is consistent with all host nation, 

Federal, State, and local laws and regulations including DoD disposal policies). 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-1 CHAPTER 17

C17. CHAPTER 17

SUPPLY DISCREPANCY REPORTING1

C17.1 GENERAL

C17.1.1. Purpose. 

 C17.1.1.1. This chapter establishes information requirements for reporting 

and processing of discrepancy reports under the supply discrepancy reporting (SDR) 

Program. The SDR is a tool used to report shipping or packaging discrepancies 

attributable to the responsibility of the shipper, (including U.S. Government sources and 

contractors/manufacturers/vendors) and to provide appropriate responses and 

resolution, including financial action when appropriate. The purpose of the SDR 

exchange is to determine the cause of such discrepancies, effect corrective action, and 

prevent recurrence.

 C17.1.1.2. There are additional processing procedures that must be applied 

for items identified as serially managed materiel requiring owner visibility at DLA 

Distribution Centers. Refer to Chapter 30 for overview. See paragraph C17.3.8. for 

detailed SDR procedures.

C17.1.2. Component SDR Systems. The intent of the SDR program is to support 

reporting of discrepancies identified during receipt processing without requiring separate 

action by receiving or support personnel to manually re-enter receipt information for the 

creation of the SDR in a separate, stand-alone SDR system. To facilitate the 

preparation of complete and accurate SDRs, Components must design supply systems 

to report supply discrepancies as an integral and seamless part of the receiving 

process.

C17.1.3. Standard SDR Transactions. Under DLMS, the SDR will be considered 

a common logistics information exchange to be integrated with transaction processing 

through DAAS. The DoD approved standard for electronic transmission of SDR 

transactions is prescribed by the DLMS Implementation Convention (IC) using an ASC 

X12-compliant variable-length transaction format. Multiple DLMS ICs are provided to 

support different SDR related functions. The DLMS 842A/W, Standard SDR, will be 

employed for transactional exchange of initial reports and associated follow-on actions. 

The DLMS 842A/R, DoD SDR Reply, will be employed for transactional exchange of the 

SDR reply by the action point. The DLMS ICs for SDRs are available via the 

Implementation Convention/DLMS IC page of the Defense Enterprise Data Standards 

Office (DEDSO) Management Standards Website.

1 Chapter 17 supersedes and replaces Joint Publication DLAI 4140.55/AR 735-11-2/SECNAVINST 

4355.18A/AFJMAN 23-215, Reporting of Supply Discrepancies, August 6, 2001.
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Change 17

C17-2 CHAPTER 17

C17.1.4. DoD WebSDR. The DoD WebSDR supports DLMS implementation via a 

DAAS-maintained application, that enables SDR transaction exchange; provides a webbased entry method to assist users who are not supported by a Component DLMScompliant SDR application; and provides visibility of SDRs for research and trend 

analysis via management report/query capability. The term “DoD WebSDR” (or 

“WebSDR”) refers to both the overall business process and supporting automation, 

including both direct web input and transaction exchange.

 C17.1.4.1. The DoD WebSDR application automates the Standard Form (SF) 

364 SDR paper form facilitating the DoD standard transactional exchange described 

above. It brings the SDR into an integrated transactional environment, supporting both 

direct input (under Component business rules) and transaction exchange originating 

within Component applications. The WebSDR system facilitates communication and 

interoperability between U.S. Military and Federal Agencies and the International 

Logistics Control Office (ILCO) on behalf of the Security Assistance customer. It 

controls routing of web submissions and logistics transactions according to business 

rules. It supports information exchange between the customer, the Inventory Control 

Point (ICP)/Integrated Material Manager (IMM), the shipper, and other interested 

parties. It encompasses new report submission, correction/modification, cancellation, 

follow-up, requests for reconsideration, and SDR replies (including interim responses, 

additional information requests, and resolution responses), in addition to the capture of 

report and response management statistics. 

 C17.1.4.2. DoD WebSDR will provide an automated process for tracking 

SDR response information. Data collected will enable the Department of Defense to 

identify trends, establish volume and dollar values of SDRs, bring management 

attention to problems with shipping activities as necessary, and improve the 

requisitioning and distribution process within logistics operations. This provides an 

effective means to report, resolve, and measure discrepancies related to pipeline 

performance. Ultimately, the goal is to incorporate SDR metrics into other logistics 

response measurements in support of perfect order fulfillment. 

 C17.1.4.3. The DoD WebSDR process reduces manual SDR form creation 

and eliminates dual entry where multiple Component systems are used. The DoD 

requirement is that paper submission of SDRs and non-DLMS compliant SDR 

applications will be phased out with migration to DLMS. By exception, until electronic 

reporting under DLMS is universally available, SDRs and associated responses may be 

reported via hard-copy SF 364, e-mail, through customer service help lines (e.g. the 

DLA Customer Interaction Center, dlacontactcenter@dla.mil) 1-877-352-2255 

(1- 877- DLA-CALL)), or any other manner acceptable to the submitter and recipient. 

All manner of reporting must meet the criteria described in this publication. 

 C17.1.4.4. Access for DoD WebSDR input and management reports requires 

submission of a System Access Request (SAR) available from the DAAS home page. 

DoD WebSDR training is available on the Defense Enterprise Data Standards Office

Website.
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Change 17

C17-3 CHAPTER 17

 C17.1.4.5. DoD Components with an established interface with DoD 

WebSDR will designate primary and alternate representatives for the Component SDR 

application to DAAS. These representatives will be notified via e-mail when 

transactions fail during WebSDR processing due to failure to meet minimum 

format/content requirements for processing. Components will provide name, telephone, 

and e-mail address to the DoD SDR System Administrator and DAAS WebSDR 

Program Manager.

C17.1.5. DLMS Process Review Committee (PRC). The DoD Component 

members of the SDR PRC (U.S. and Security Assistance) are identified on the 

SDR PRC webpage of the DEDSO Website. The SDR PRC is responsible for the 

development, expansion, improvement, maintenance, and administration of supply 

discrepancy related procedures and SDR transaction processing under the DLMS.

C17.1.6. Applicability. These SDR procedures are applicable to the DoD 

Components, participating Federal Agencies, and other external organization elements 

as defined in Volume 1, Chapter 1. This includes shipments made from working capital 

funds (WCF) and non-WCF funded activities, Security Assistance shipments made 

under the International Logistics Program, and shipments received from commercial 

sources. By agreement, contractors receiving U.S. Government furnished property 

(GFP) under MILSTRIP procedures will comply with U.S. Government SDR procedures 

provided herein. Discrepancies related to GFP that do not meet minimum dollar value 

criteria in paragraph C17.3.2., may be reported for information only, as a means of 

notifying the shipper or ICP/IMM of the discrepant condition.

C17.1.7. Exclusions. The following types of discrepancies are excluded from the 

provisions of this publication:

 C17.1.7.1. Discrepancies found while materiel is in storage. Two exceptions 

to this exclusion are: 1) short shipment and wrong item discrepancies discovered upon 

opening a sealed vendor pack may be reported by U.S. Government customers only, 

and 2) materiel in storage in a sealed vendor’s pack that is later discovered to have 

been shipped with discrepancies relating to item unique identification (IUID) (serial 

number or unique item identification (UII)). These may be reported as SDRs and are 

not subject to submission time standards specified in this chapter. Refer to IUID 

discrepancies below. 

 C17.1.7.2. Discrepancies involving local deliveries to, or returns from, 

internal or satellite activities. This exclusion is not applicable to on-site DLA Distribution 

Center shipments. 

 C17.1.7.3. Discrepancies involving shipments of privately-owned vehicles.

 C17.1.7.4. Transportation discrepancies covered by DTR 4500.9-R, Defense 

Transportation Regulation, Part II, Cargo Movement, Chapter 210, Transportation 

Discrepancy Report (TDR), except as specifically permitted under Security Assistance 

procedures in this chapter. 
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C17-4 CHAPTER 17

 C17.1.7.5. Product quality deficiencies to the extent covered by Joint DLAR 

4155.24 /AR 702-7/SECNAVINST 4855.5B/ AFR 74-6l, except as specifically permitted 

under Security Assistance procedures in this chapter.

 C17.1.7.6. Discrepancies involving personal property shipments. 

 C17.1.7.7. Billing discrepancies, except as specifically permitted under 

Security Assistance procedures in this chapter. Price verifications and/or challenges 

are not reportable on an SDR.

C17.1.8. Types of Discrepancies

 C17.1.8.1. Supply Discrepancy. Supply discrepancy is a general term used 

to describe any variation in goods received from data shown on any authorized shipping 

document that is not the result of a transportation discrepancy or product quality 

deficiency. Supply discrepancies include both shipping and packaging discrepancies.

 C17.1.8.1.1. Shipping (Item) Discrepancy. A shipping discrepancy is 

any variation in quantity or condition of goods received from what is shown on the 

authorized shipping documents, to include incorrect or misdirected materiel, receipts of 

cancelled requirements, and/or improper or inadequate technical or supply/shipping 

documentation, that is not the result of a transportation error or product quality 

deficiency. Discrepancies involving IUID are reportable under shipping discrepancy 

criteria.

 C17.1.8.1.2. Packaging Discrepancy. A packaging discrepancy is any 

unsatisfactory condition due to improper or inadequate packaging (including 

preservation, packing, marking, or utilization) that causes the item, shipment, or 

package to become vulnerable to loss, delay, damage, or unnecessary expense to the 

U. S. Government, such as excessive packing. Discrepancies involving passive radio 

frequency identification (pRFID) are reportable under packaging discrepancy criteria. If 

packaging discrepancies are applicable to hazardous materiel, a hazardous materiel 

discrepancy code must be used; this code may be used in conjunction with other 

packaging discrepancy codes to better identify the nature of the discrepancy. 

 C17.1.8.2. Transportation Discrepancy. A transportation discrepancy is any 

variation in quantity or condition of materiel received from that shown in the piece count 

by type of pack on the bill of lading or governing transportation document and other 

deficiencies in transportation when discrepant materiel is not involved. These 

discrepancies involve motor, air, water, rail, and small package commercial carriers 

(excludes USPS shipments that are lost or damaged). Follow TDR policy found in the 

Defense Transportation Regulation, Part II, Cargo Movement (DTR 4500.9-R). TDRs 

are entered and distributed under the Electronic Transportation Acquisition (ETA) 

system at https://eta.sddc.army.mil/. 

 C17.1.8.3. Product Quality Deficiency. A product quality deficiency is a 

defective or non-conforming condition that limits or prohibits the item from fulfilling its 

intended purpose. These include deficiencies in design, specification, materiel, 
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manufacturing, and workmanship. These are reportable on an SDR only by a Security 

Assistance customer. All others follow PQDR policy found in DLAR 4155.24/AR 702-

7/SECNAVINST 4855.5B, AFR 74-6 Product Quality Deficiency Report Program. 

Quality deficiencies reported via SDR will be investigated within the ICP/IMM under 

procedures associated with Product Quality Deficiency Reports. PQDR resolution 

provided via SDR reply to the submitting ILCO will identify the associated PQDR record 

control number (RCN) as a cross-reference to the PQDR identification used by the 

ICP/IMM.

 C17.1.8.4. Billing Discrepancy. Billing discrepancies are those discrepancies 

related to duplicate or multiple billing per individual shipment, or a single billing with no 

ship line, which are reportable to the ILCO on an SDR by Security Assistance 

customers only. Within U.S. Government channels, the billing discrepancy will be 

processed in accordance with MILSBILLS procedures in DLM 4000.25, Volume 4, 

Finance, Chapter 4. This means the ILCO will convert the discrepancy to the 

appropriate DLMS 812R, Request for Adjustment of Non-Fuel Billing, MILSBILLS DIC 

FAE with appropriate Billing Advice Code, accessible from the DEDSO Website.

 C17.1.8.5. Financial Discrepancies. Financial discrepancies are those 

discrepancies related to administrative and accessorial charges. The ILCO, ICP/IMM, 

or GSA will forward to Defense Finance & Accounting Service Indianapolis (DFAS-IN), 

Security Assistance Accounting Customer Accounting Branch for processing all 

financial discrepancies received directly from a Security Assistance purchaser. 

Responses to these will be returned to the ILCO. Only financial discrepancies related to 

Security Assistance purchases are reportable on an SDR.

 C17.1.8.6. Military Personal Property Shipments. This category includes 

both shipping and packaging discrepancies associated with the movement/storage of 

household goods under the DoD Personal Property Shipment and Storage Program. 

Any discrepancies related to personal property shipment will be referred to Military 

Surface Deployment and Distribution Command (SDDC) Personal Property at: 

USARMY.Scott.SDDC.mbx.omb-for-pp-ops@mail.mil or USARMY.Scott.SDDC.mbxomb-for-pp-quality@mail.mil. 

C17.2. POLICY

C17.2.1. Use of SDR. The DoD Components will use the SDR to report shipping 

or packaging discrepancies attributable to the responsibility of the shipper (including 

contractors/manufacturers or vendors) and to provide appropriate responses. The 

purposes of this exchange are to determine the cause of such discrepancies, effect 

corrective action, and prevent recurrence.

C17.2.2. Operations Security (OPSEC) Applicability. Due to an identified OPSEC 

requirement, SDRs have been designated as controlled unclassified information (CUI) 

by the DLA Headquarters, and must be identified as “For Official Use Only (FOUO).” 

Handling and electronic transmission of SDRs must comply with DoD rules for this level 

of sensitive unclassified information, to include proper labeling and protection. DLA has 
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further directed encryption of all SDR e-mail transmissions. This requirement has been 

levied on the DoD WebSDR and impacts all participating DoD Components.

 C17.2.2.1. In order to receive encrypted e-mail, individual and group e-mail 

accounts must have their associated e-mail certificate registered at DAAS. SDRs 

directed to e-mail accounts that do not have a registered certificate will be significantly 

abridged to display minimal information, thereby allowing the SDR to be transmitted in 

an unprotected environment.

 C17.2.2.2. All action activities using e-mail SDRs must register their 

certificate, so that all information is available for SDR resolution. For low volume 

customers relying on e-mail SDRs, especially those supported by third party direct 

WebSDR input, registration is encouraged, but not required. These users will receive 

an abridged SDR reply that will provide disposition instructions and financial action, 

without the accompanying shipment detail.

 C17.2.2.3. Unencrypted e-mails with minimal shipment information will

include instructions for certificate registration and access to DoD WebSDR. Full 

WebSDR data content will be available to authorized users of DoD WebSDR. Refer to 

DAAS SDR processing for further details in the abridged SDR procedures and content.

 C17.2.2.4. SDR management reports will be distributed only via e-mail if the 

corresponding certificate has been signed.

C17.2.3. Documentation Maintenance. The SF364 (or the electronic version 

DLMS 842A/W) and the action activity’s response (or electronic DLMS 842A/R) will be 

used to support adjustments to inventory and financial accounting records and will be 

maintained as required.

C17.2.4. Receivers of discrepant materiel will use the SDR to:

 C17.2.4.1. Report shipping discrepancies, packaging discrepancies, and 

discrepancies or non-receipt of United States Postal Service (USPS) shipments.

 C17.2.4.2. Modify, cancel, or follow-up on a previously submitted report.

 C17.2.4.3. Request reconsideration of a response.

 C17.2.4.4. Security Assistance submitters may use SDRs to contest the 

decision stated in a reconsideration response.

 C17.2.4.5. Provide information copies of the report to interested parties.
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C17.2.5. Responsible action activities as identified in this chapter will use SDRs 

to:

 C17.2.5.1. Notify the report initiator of interim status or resolution of the SDR.

 C17.2.5.2. Request additional information on incomplete submissions.

 C17.2.5.3. Reroute/forward the SDR to the appropriate party.

 C17.2.5.4. Forward recommendations to the source of supply or other 

designated activity for determination of financial resolution or materiel disposition.

 C17.2.5.5. Provide information copies of the response to interested parties.

C17.2.6. Non-Receipt of Shipments. Non-receipts, shipped by traceable means 

such as Government or Commercial Bill of Lading, will not be reported using the SDR, 

unless the non-receipt is for other than a transportation discrepancy, or for damaged 

items shipped via modes other than USPS. SDRs will not be submitted for non-receipt 

of shipments made by traceable USPS registered, insured, or certified mail until 

appropriate tracer action has been completed. If tracer action results confirm nonreceipt, then submit an SDR and include results of the tracer action. Customers without 

automated access to in transit visibility information should contact the ICP/storage 

activity to determine which shipments are traceable. (Not applicable to Security 

Assistance customers.)

C17.2.7. Interface with Other Materiel Management Functions. Under DLMS, 

discrepancy processing may be used to trigger other standard materiel management 

functions.

 C17.2.7.1. IMMs will use the SDR response to establish a due-in record for 

return of discrepant materiel under Chapter 12 of this volume. ICPs/IMMs will use the 

prepositioned materiel receipt (PMR) to advise storage activities to which a return is 

directed using MILSTRAP procedures for the DLMS 527D, Due-In/Advance 

Receipt/Due Verification. Refer to paragraph C11.19. of this volume, for additional 

guidance.

 C17.2.7.2. DLMS capable activities returning discrepant materiel will prepare 

shipment status for materiel returns using the DLMS 856R, Shipment Status Materiel 

Returns, under paragraph C11.19.

C17.2.8. Discrepancy Reports Relating to Interchangeability/Substitutability (I&S) 

or Quantity Unit Pack (QUP) Issues. Incorrect item SDRs will not be submitted for 

authorized substitution. The DoD Components and participating Agencies (e.g., GSA), 

will follow the policy of automatic shipment of an item, unless the requisition contains an 

appropriate requisition advice code in accordance with Chapter 4, limiting the request to 

a specific item. Therefore, incorrect item SDRs will not be submitted for authorized 

substitutions. Similarly, quantities may be adjusted to the quantity unit pack, unless 
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restricted by the appropriate advice code in the customer requisition. Such adjustments 

resulting in quantity variance are not reportable as discrepant.

C17.2.9. Responsibility for Costs Incurred Due to Discrepancies in Returned 

Materiel. U.S. Government activities returning materiel are cautioned that the returning 

activity may be held responsible for costs incurred by the receiving activity when 

discrepancies are reported and validated in accordance with this publication. This 

includes returns made in violation of prescribed procedures, returns exhibiting 

packaging discrepancies, and returns of reparable items unaccompanied by required 

technical data. Recoupment action by the ICP against the initiator may include all cost 

reimbursable actions performed by the receiving activity such as repackaging, marking, 

and disposal.

C17.2.10. Multiple Requisitions. Multiple requisitions received under a 

consolidated shipment cannot be combined for discrepancy reporting purposes. 

Individual SDRs must be submitted for each discrepant requisition received in the 

shipment. An exception to this is authorized for consolidation and containerization 

points (CCP)/transshippers. Refer to guidance for CCP/transshipper-originated SDRs 

below. When both item discrepancies and packaging discrepancies are noted on the 

same shipment, both types of discrepancy will be included on the same report.

C17.3. PROCEDURES

C17.3.1. Original Submission of SDR

 C17.3.1.1. Discrepancy Identification. The receiving activity, or 

transshipment activity noting packaging or documentation deficiencies on shipments in 

transit, will prepare an SDR when one or more of the conditions described under 

reporting criteria exist. 

 C17.3.1.1.1. Pending improved processing techniques, it is required that 

DLMS SDRs identify the type of SDR using the Discrepancy Report Document Type 

Code (Appendix 7.28). Within the context of SDR processing, this data element is 

known as the SDR Document Type Code. This is a one position code used to describe 

the type of discrepant report and the type of shipment involved, (e.g., depot shipment to 

the customer = Type 7; direct vendor shipment to the customer = Type 6). 

 C17.3.1.1.2. Identify the discrepancy using the Shipping, Packaging, 

and Storage Discrepancy Code (Appendix 7.28). Within the context of SDRs this data 

element is known as the SDR Discrepancy Code. Use up to three different codes to 

describe the discrepancy on SDRs. (Distribution Center-originated SDRs and their 

equivalents prepared via WebSDR may only use two discrepancy codes). Packaging 

discrepancies must be identified by four-character packaging discrepancy codes and 

applicable remarks.2 If no code exists to adequately describe a shipping/item 

discrepancy, select Code Z1 and use a clear-text description. The goal of the initial 

SDR submission is to provide as much relevant information as possible to the action 

2 Applicable for new submissions after September 1, 2013. Refer to ADC 1059.
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activity, including mandatory clarifying remarks to supplement discrepancy codes, so 

that they can take timely action to correct the problem and provide a timely response 

and disposition to the customer.

 C17.3.1.1.3. New original (Transaction Set Purpose Code 00) SDR 

must have narrative remarks (excluding new original SDRs with Action Codes 1H or 3B) 

citing the description of the deficiency. If narrative remarks are blank, WebSDR will 

generate an e-mail to the component SDR primary/alternate, and system POCs stating, 

“New SDR submissions require narrative comments describing a description of the 

discrepancy. Please submit a new SDR with narrative comments.”

 C17.3.1.2. Shipment Information. SDRs must contain a document number. 

Identify the original requisition document number when known; otherwise a constructed 

document number is required. DoD requisitioners reporting discrepant shipments may 

only use a constructed document number for selected discrepancies as discussed 

below. A constructed document number identifying the receiving distribution center is 

required for depot receipts reported electronically, including new procurement receipts. 

A constructed document number may also be prepared by a transshipper based upon 

the CCP or port DoDAAC. Additional information, such as transportation numbers 

(TCN, bill of lading number, etc.) may be provided in accordance with the DLMS IC. 

Procurement information must be provided for wholesale level procurement source 

receipt discrepancies (SDR Document Type 9 or P). Procurement information will 

include the procurement instrument identifier (PIID) (this term is inclusive of the PIID 

call/order), contract line item number (CLIN), and vendor shipment number.3 When a 

PIID call/order number (F or M in 9th position) is used, provide the value in the PIID 

field. When reporting new procurement receipts, the distribution center will cite a 

“pseudo shipment number,” equivalent to that cited on the receipt, when the actual 

vendor shipment number is not available from shipping documentation. The pseudo 

shipment number will be constructed to identify the receiving depot and a constant 01 

(that is, the serial number will not be incremented; therefore, the pseudo shipment 

number will not be unique). In order to systematically identify pseudo shipment 

numbers the third position must be numeric (vendor assigned shipments use a three 

digit alpha prefix to identify the vendor). For example, pseudo shipment numbers 

prepared by Distribution Center San Joaquin, California (DDJC), will be reported as 

DD1JC01. Action activities must have the capability to update procurement information 

via the SDR reply when not populated by the submitter or EDA input on procurement 

source receipt discrepancies involving direct vendor/contractor delivery to the customer 

(SDR Document Type 6).

 C17.3.1.3. Requested Action

 C17.3.1.3.1. The SDR originator must indicate what action has been 

taken concerning the discrepant materiel and/or the desired response from the 

responsible action activity. Identify the action code using the SDR Requested Action 

3 Use the legacy PIIN pending transition to the PIID. When using the PIIN, include the four-position 

call/order number. Refer to ADC 1161A. 
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Code (Appendix 7.28). Within the context of SDR processing, this data element is 

known as the Action Code. If no code exists to adequately describe the action taken or 

requested disposition, select Code 1Z and use a clear-text description.

 C17.3.1.3.2. When an SDR is submitted using Action Code 1H, “No 

Action Required, Information Only,” the SDR must be processed to verify the 

discrepancy does not require further action. SDRs with Action Code 3B, “Discrepancy 

Reported for Corrective Action and Trend Analysis. No Reply Required.” must be 

reviewed to determine the appropriate corrective action to prevent recurrence. A reply 

transaction from the action activity is not required, for Action Codes 1H or 3B, but when 

provided, it will be accepted by the customer application. Systematically, this may be 

interpreted to mean that customer applications may auto-close these SDRs, but must 

allow them to re-open automatically to process a reply transaction if one is provided. A 

non-significant reply (e.g. indicating acknowledgement of the SDR), may be dropped or 

posted, but will not require further attention.

 C17.3.1.4. Shipping Documentation. Retain shipping and associated 

documentation in a readily accessible format to provide a copy if requested. Do not 

mail hard-copy documentation if data is otherwise accessible to the responsible action 

activity. Where relevant to the discrepancy, shipping documentation may be provided 

electronically as an SDR attachment. Shipping activities should retain documents and 

transaction history records in accordance with DoDI 5015.02, DoD Records 

Management Program. 

C17.3.2. Reporting Criteria

 C17.3.2.1. U.S. Forces and participating non-Security Assistance fall under 

the reporting criteria based upon dollar value and/or condition as follows: 

 C17.3.2.1.1. GSA and DLA Directed Shipments Dollar Value Criteria. 

Optionally, recipients of DLA and GSA directed shipments may submit an SDR for all 

types of shipments regardless of dollar value. Otherwise, report discrepant shipments 

when they meet the conditions and value criteria cited in the paragraphs below.

 C17.3.2.1.2. Contractor/Manufacturer or Vendor Shipments. Report 

discrepant shipments from contractors/manufactures or vendors that meet conditions 

cited under reporting criteria regardless of dollar value. DLA Distribution Centers will 

perform kind, count, and condition (KCC) inspection during receipt to determine if any 

discrepancies exist in accordance with MILSTRAP (refer to C13.2.8.3. Processing 

Discrepant/Deficient Receipts).

 C17.3.2.2. DoD action activities will recognize the ILCO’s determination 

whether SDRs fall within submission time standards and dollar limitation contained in 

the United States of America Department of State Letter of Offer and Acceptance 

controlling the case, or any other sales agreement with a Security Assistance 

purchaser. Once accepted by the ILCO and forwarded to the responsible action 

activity, further evaluation for time standard and dollar criteria is not appropriate. 
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 C17.3.2.3. Condition of Materiel

 C17.3.2.3.1. Condition Misrepresented. Report when the condition of 

an item valued in excess of $100 per line-item is found to be other than shown on the 

shipping document, or, in the case of subsistence, on supporting inspection/test 

certificates or records. Use the hazardous materiel discrepancy code when applicable.

 C17.3.2.3.1.1. For serially managed items to include capital 

equipment and UIT programs, SDRs indicating a receipt in other than the original 

condition shipped will include UII and serial number (when available) for the discrepant 

quantity received. When all items are discrepant, no UII and/or serial number is 

required for IUID materiel as this information is already known to the relevant parties.4

 C17.3.2.3.1.2. Capital Equipment. Serial number tracking does not 

automatically apply to capital equipment. The materiel owner will evaluate capital 

equipment items and assign the appropriate UIT designator code only when the item 

requires serial number tracking at the DoD level. For the remainder of this chapter, the 

term UIT program is inclusive of any capital equipment items assigned a valid UIT 

designator code. 

 C17.3.2.3.2. Hazardous Materiel. Report discrepant receipt of 

hazardous materiel under the appropriate H-series discrepancy code. Use in place of 

the C-series codes for condition/shelf-life discrepancies when a hazardous item is 

received in a condition other than shown on the supply document or on the supporting 

inspection/test certificate. Report receipt of hazardous item requiring repair and lack of 

a safety data sheet (SDS) in Hazardous Material Information Resource System 

(HMIRS). Also use to report receipt of a non-radioactive item classified as radioactive, 

or non-hazardous item classified as hazardous. 

 C17.3.2.3.3. Missing Part. Report materiel received for repair that has 

been cannibalized of nonexpendable parts or components (including cannibalization of 

nonexpendable basic issue item (BII) or nonexpendable supply system responsibility 

item (SSRI) without the authorization of the inventory manager when the total value of 

the missing item(s) is in excess of $100). Expendable BII and SSRI are not subject to 

these procedures.

 C17.3.2.3.4. Expired Shelf Life. Report receipt of materiel for which the 

shelf life either has expired (Type I non-extendible item) or the inspect/test date has 

lapsed (Type II extendible item), regardless of dollar value. Use the hazardous materiel 

discrepancy code when applicable.

 C17.3.2.3.4.1. For Type I DoD and GSA managed items: Materiel 

classified as a Type I Shelf-Life non-extendible item that has expired, or whose 

expiration cannot be identified upon return to storage activities from DoD customers, will 

be receipted and sent directly to DLA Disposition Services. The automatic disposal 

4 Refer to ADC 1198.
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process only applies to demilitarization (DEMIL) Code A materiel. The storage activity 

will generate an information only SDR (Action Code 3B) to the owner.

 C17.3.2.3.4.2. Exceptions which require an actionable SDR/SQCR

 C17.3.2.3.4.2.1. Other than DEMIL Code A materiel 

 C17.3.2.3.4.2.2. New procurement materiel

 C17.3.2.3.4.2.3. Federal Supply Class 6505 – Medical 

Pharmaceuticals, is covered by the DoD Food and Drug Administration Shelf-Life 

Extension Program. This is the only FSC where the shelf life can be extended. Upon 

expiration of the materiel, manually execute a dual inventory adjustment from the 

existing supply condition code to Condition Code J and submit a storage quality control 

report (SQCR) to the materiel owner. 

 C17.3.2.3.4.2.4. Materiel identified as product quality deficiency 

report (PQDR) exhibits. This is materiel that has been receipted into Q Condition and 

identified with a PQDR Report Control Number (RCN).

 C17.3.2.3.4.3. For Type II DoD-managed items: prior to submitting 

an SDR, access the DoD Shelf-Life Extension System (SLES) through the DoD ShelfLife Program Website or through the shelf life program secure site if you have a .mil 

address.

 C17.3.2.3.4.3.1. Type II items requiring laboratory test: query 

the DoD Quality Status Listing (QSL) to determine if the specified Type II item is listed 

as having passed the required laboratory testing and has been extended. Items that 

are listed on the QSL as passed may be extended and remarked accordingly if the item 

has been stored in accordance with its storage standard. For items not on the QSL, 

prior to submitting an SDR, contact the DLA call center at 1-877-DLA-CALL if the 

shipment originated from a DLA storage activity.

 C17.3.2.3.4.3.2. Type II items requiring visual inspection: 

query the Materiel Quality Control Storage Standards for the specified Type II item, 

perform visual inspection in accordance with the items storage standard, and extend 

and remark if the item has been stored in accordance with its storage standard. If the 

item fails the visual inspection, dispose of as required by local procedures.

 C17.3.2.3.4.4. For Type II GSA-managed shelf-life-items: prior to 

submitting an SDR, contact the GSA Shelf-Life Hotline at 1-209-547-8634 to determine 

if the inspect/test date has been extended.

 C17.3.2.4. Canceled Requisitions. An SDR is required when materiel 

received is valued in excess of $100 per line-item for canceled requisitions. 

Confirmation of the cancellation must be on file. The submitter should request 

disposition instructions for unwanted materiel. Exception: an SDR must be submitted 
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C17-13 CHAPTER 17

when controlled inventory items are received on previously canceled requisitions 

regardless of dollar value.

 C17.3.2.5. Documentation. Report when documentation is missing, 

incomplete, or improperly prepared regardless of dollar value.

 C17.3.2.5.1. Receiving activities must report documentation 

discrepancies that impact timely receipt processing. Typically, this includes missing, 

incomplete, or improperly prepared supply documents such as the Issue 

Release/Receipt Document (DD Form 1348-1A). For shipments from a procurement 

source, documentation discrepancies apply to the Receiving Report/Material Inspection 

and Receiving Report (MIRR) (DD 250 or equivalent). Shipments to DLA Disposition 

Services will be reported for a missing, incomplete, or improperly prepared Hazardous 

Waste Profile Sheet or Hazardous Waste Manifest. Transhippers will report other types 

of missing or improper shipment documentation to include Special Handling 

Data/Certification (DD Form 1387-2), Transportation Control and Movement Document 

(TCMD) (DD Form 1384), and the Shipper's Declaration for Dangerous Goods.

 C17.3.2.5.2. Sources of supply will prioritize resolution of SDRs 

submitted by DLA Distribution Centers citing Discrepancy Code D4. The objective is to 

preclude delays in reclassifying materiel suspended due to lack of a Quality Assurance 

Representative (QAR) signature in Invoicing, Receipt, Acceptance, and Property 

Transfer (iRAPT). When no other discrepancies have been identified, the source of 

supply will direct the distribution center to prepare an inventory adjustment to bring the 

materiel into fully serviceable condition upon posting of the QAR signature.5 Note that 

QAR signature is not required for receipt processing when Certificate of Conformance 

(CoC) or Alternate Release Procedures (ARP) are authorized. Use system edits to 

block inappropriate suspension of materiel and submission of SDRs when these 

procedures are applicable.6

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

 C17.3.2.6.1. Overage/Shortage. An item overage or shortage 

discrepancy occurs when the quantity received is greater or less than that shown on the 

shipping document. This type of variance is not evident on delivery but is discovered 

when the article of freight, as described on the transportation document, is opened and 

the contents are checked. Report DoD shipper overages or shortages valued in excess 

of $100 per line item, except for controlled inventory items, that are reported regardless 

of dollar value. Customers may use a clear text description to indicate that erroneous or 

conflicting Materiel Receipt Acknowledgement information was previously submitted.

 C17.3.2.6.2. Concealed Overage/Shortage. U.S. Government 

customers must report overages or shortages discovered while opening a sealed 

vendor pack regardless of dollar value or shipper. These reports must contain, if 

available, the PIID from the packaging, the lot number, and original document number. 

5 Refer to ADC 1066.

6 Refer to ADC 1202.
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A constructed document number must be provided when the original number is not 

known. Use the reporting activity’s DoDAAC as the basis for constructing the document 

number, citing Code U in the first position of the constructed document number serial 

number (DLMS Utilization Code U). 

 C17.3.2.6.3. Quantity Variances. Quantity variances on receipts from 

procurement authorized by the terms of the contract are not reportable as discrepant.

 C17.3.2.6.4. Quantity Unit Pack (QUP) Variances. Report quantity 

variance due to incompatibility of unit of issue (U/I) between documentation and 

materiel received. Automatic adjustment for unit pack is allowable by policy, unless the 

requisition contains an appropriate advice code, in accordance with Chapter 4, 

restricting the quantity.

 C17.3.2.6.5. Exceptions to Reporting Overage/Shortage. For U.S. 

Government customers, this does not include transportation discrepancies as follows:

 C17.3.2.6.5.1. Overages or shortages of boxes, packages, or 

loose articles of freight in a commercial/Government-owned/leased shipping container 

(commonly called SEAVAN), Military SEAVAN (MILVAN), a Military Sealift Command 

SEAVAN (MSCVAN or MILVAN), roll-on/roll-off (RORO) trailer, or CONEX.

 C17.3.2.6.5.2. Overages or shortages of freight (packaged or 

loose), upon delivery by a carrier, found to be in excess of the quantity of articles 

recorded on the bill of lading or transportation document covering the shipment.

 C17.3.2.6.5.3. Average Net Weight Lotting System. DLA’s 

subsistence commodity will use the average net weight lotting system when shipping 

perishable specification freeze and chill items. Actual weight received may differ from 

actual weight requisitioned or shown on the supply documentation. Do not submit a 

discrepancy report if the number of cases/containers received agrees with the number 

shown on supply documentation, and actual weight received is within weight range 

variation.

 C17.3.2.6.6. Total Nonreceipts

 C17.3.2.6.6.1. Report non-receipt of items shipped via traceable 

means, (e.g., GBL or CBL, registered, insured, certified USPS, or small package carrier 

shipments), regardless of dollar value only when it has been determined that nonreceipt is not the result of a transportation discrepancy. In all cases, U.S. Government 

customers must have received supply/shipment status and employed materiel follow-up 

procedures. It is strongly recommended that the customer check for requisition status 

on Web Visual Logistics Information Processing system (WebVLIPS), for proof of 

shipment data on DLA Distribution Standard System (DSS) Materiel Release Order 

(MRO) Tracker or on the Integrated Data Environment/Global Transportation Network 

(IGC/IDE), or use the DoD WebSDR hyperlink to WebVLIPS to check requisition status 

before creating an SDR for total non-receipt. This may preclude the need for an SDR or 

may enable the action activity to resolve the problem more quickly.
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 C17.3.2.6.6.2. Security Assistance customers reporting non-receipt 

are required to provide documentation from the freight forwarder indicating that no 

materiel has been received on the requisition and transportation control numbers that 

apply. The ILCO will deny and return as incomplete any SDRs that do not have the 

documentation attached.

 C17.3.2.6.6.3. An SDR is required when items valued in excess of 

$100 dollars per line-item, reported shipped by non-traceable USPS (i.e., not shipped 

registered, insured, certified mail) are not received or are received in a damaged 

condition.

 C17.3.2.6.7. Duplicate Shipments. Report duplicate shipments 

regardless of dollar value.

 C17.3.2.6.8. SDRs for Air Force Maintenance Denials Under BRAC 

Supply, Storage and Distribution (SS&D) Agreement. SDRs resulting from distribution 

center denial of an Air Force-directed release order for inventory previously 

requisitioned from DLA and receipted into Air Force ownership as the result of a “wash” 

(issue/receipt in-place), will be reported to the depot for initial action. This is an 

automatic SDR generation triggered by a warehouse refusal citing Denial Management 

Code 1 (stock exhausted) or 2 (materiel not available in condition requested). The SDR 

will identify the original requisition document number (under which the materiel was 

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

Air Force maintenance site M-series identifier in the first six characters of the document 

number). The maintenance denial document number will be carried as the customerassigned SDR number to facilitate depot research. The discrepancy may be reported 

as total non-receipt (total denial) or as a shortage (partial denial). DLA will issue credit 

based upon the depot recommendation and confirmation of prior billing. If materiel is 

still required, a new requisition will be generated perpetuating the applicable denial 

management code. The replacement requisition will also cite the prior (original) 

document number for cross-reference.

 C17.3.2.7. Misdirected Materiel. Report when materiel, regardless of dollar 

value, is improperly addressed and shipped to the wrong activity. The document 

number assigned to the SDR will be the document number from the shipping 

documentation of the misdirected shipment received. (If the customer requisitioned 

materiel that was not received, it must be reported on a separate SDR for total nonreceipt using the document number for the requisitioned materiel.) Misdirected 

shipments received by Security Assistance customers identify the location of the 

discrepant materiel and the country reporting the receipt (which may differ from the 

intended customer). All customers (U.S. and Security Assistance) are required to report 

misdirected controlled inventory, arms, arms parts, and explosives within 24 hours of 

discovery. (Properly addressed materiel incorrectly shipped to the wrong activity while 

under U.S. Government-controlled transportation is reportable as a transportation 

discrepancy.)
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 C17.3.2.8. Packaging Discrepancies

 C17.3.2.8.1. Improper Packaging. Report any unsatisfactory condition 

resulting from improper packaging that causes the item, shipment, or package to be 

vulnerable to any loss, delay, or damage according to the specific conditions cited. 

Unless otherwise indicated, the minimum dollar value reporting criteria is when the 

estimated/actual cost of correction exceeds $100; or the value of the item, shipment, or 

package is $2500 or over, regardless of the estimated or actual cost to correct the 

packaging discrepancy. This may include loss or damage to the item, shipment, or 

package except when a report is otherwise required by DTR 4500.9-R, Defense 

Transportation Regulation, Part II, Cargo Movement. Where encoded information on 

the SDR is not sufficient, the submitter is strongly encouraged to provide photographs 

and detailed descriptions of how the materiel was packaged, as well as the actual 

damages incurred to the materiel (when applicable). When requesting disposition 

instructions, the submitter should also include the estimated or actual cost of correction 

of packaging on the initial SDR. Repackaging costs may include total costs to complete 

packing, packaging, preservation, palletization and/or marking (materiel and labor) as 

appropriate for the situation. The submitter must include the actual cost of corrective 

action when using the SDR to document repackaging cost on an SDR provided for 

reimbursement after corrective action has occurred. Repackaging prior to receipt of 

disposition instructions from the action activity is only authorized by exception. DLA 

Distribution Centers are pre-authorized to correct packaging discrepancies by the 

owning Component based upon a coordinated stock readiness agreement specifying 

the applicable dollar threshold. Customer receiving activities may need to take 

immediate corrective action when operationally necessary (clarify reason in SDR 

remarks and provide supporting documentation). If the estimate provided on the initial 

SDR submission differs from the actual cost, the submitter should provide a correction 

to their SDR submission to alert the item manager for a corrected reimbursement 

amount. If there is a substantial difference between the estimated and actual 

repackaging cost, the item manager will review documentation to ensure the claim is 

valid and may request clarification for the difference. The source of supply will provide 

credit to customers in accordance with MILSBILLS procedures in DLM 4000.25, Volume 

4, Finance.

 C17.3.2.8.2. Packaging Discrepancies Noted at DLA Distribution 

Centers. To ensure proper visibility and traceability of preservation, packaging, packing 

and marking (PPP&M) costs, DLA Distribution Centers must include estimated costs for 

repackaging, including the discrete cost for labor and repackaging materiel.

 C17.3.2.8.2.1. For DLA-owned materiel only, if the materiel 

received by the DLA Distribution Center, and the cost to correct the discrepant 

packaging is less than $1000, the DLA Distribution Center may perform the corrective 

action without authorization from the owner. The SDR will be provided to the owner for 

information only using Action Code 1H or 3B. 

 C17.3.2.8.2.2. For all other Components, if the materiel has a 

packaging discrepancy, no item discrepancies are noted, is a secondary item, and the 
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cost to correct the discrepant packaging is less than $300, the DLA Distribution Center 

may perform the corrective action without authorization based upon prior agreement 

regardless of whether a PMR was provided. The SDR will be provided to the owner for 

information only.

 C17.3.2.8.3. Mission or Life Endangering. Report packaging 

discrepancies, regardless of dollar value, resulting in damaged materiel that may 

endanger life, impair combat or deployment operations, or affect other materiel. Report 

immediately to the shipping activity, contracting office, or control point by the quickest 

communication medium to enable the shipper to take immediate corrective action. 

Submit an SDR within 24 hours of the initial report.

 C17.3.2.8.4. Hazardous Materiel (Includes Ammunition and Explosives). 

Report any packaging discrepancy, regardless of dollar value, if a potentially hazardous 

condition could result or if damage or an unsatisfactory condition has occurred involving 

any hazardous materiel. This includes improper identification markings of items and 

packaging and/or unitized loads. Use hazardous materiel discrepancy codes when 

applicable.

 C17.3.2.8.5. Excessive Packaging. Report excessive packaging by 

contractors that result in additional costs to the U.S. Government, regardless of dollar 

value.

 C17.3.2.8.6. Improper Packing. Report any type of inadequate or 

improper packing to include incorrect blocking or bracing, oversized or incorrect 

container, and inadequate closure, resulting in an unsatisfactory condition or damage. 

Report when materiel is not packed in required reusable container regardless of dollar 

value.

 C17.3.2.8.7. Delay or Additional Costs. Report packaging 

discrepancies resulting in delay or additional packaging costs at aerial or water 

terminals or at consolidation and containerization points. The activity responsible for 

operating the terminal or port of embarkation/debarkation will be responsible for the 

preparation and submission of an SDR on discrepancies noted on shipments moving 

through the activity. These SDRs will be prepared using Discrepancy Document Type 

Code W.

 C17.3.2.8.8. Improper Packaging of Customer Returned Materiel. 

Distribution Centers will send an SDR to the materiel owner for packaging discrepancies 

related to customer returned materiel or inter-depot transferred materiel. The materiel 

owner is responsible for funding packaging costs associated with preparing materiel for 

storage and reissue. Packaging discrepancies occurring in materiel returns are subject 

to recoupment action at the discretion of the materiel owner. If the packaging is so bad 

that the item must be disposed, the shipper may be required to reimburse the receiver 

for any packing required to effect the shipment and the cost of turn in to DLA Disposition 

Services. The distribution center will always include the estimate of the costs of 
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repackaging or disposal on the initial SDR submission, in the remarks section and 

complete the appropriate data element entries for electronic submission. 

 C17.3.2.8.9. Wood Packaging Materiel (WPM). Report WPM that is not 

consistent with the international standards for the regulation of WPM transiting 

international borders and Department of Agriculture regulation governing importation of 

regulated WPM. Compliant WPM must display certification marking as prescribed in 

reference. Use discrepancy code P215 and provide remarks as applicable. Also see 

guidance for CCP-originated SDRs below.

 C17.3.2.8.10. Repetitive Packaging Discrepancies. Include 

Discrepancy Code Z2, Repetitive Discrepancy, with the other specific packaging 

discrepancy code(s) to report repetitive packaging discrepancies that impose a 

significant burden on receiving or transshipment activities. Total costs to correct 

packaging will be included in the SDR. For FMS SDRs reporting repetitive packaging 

discrepancies, each individual SDR must comply with the Security Assistance dollar 

thresholds for SDR submission. The SDR submission cannot be based upon the dollar 

value of the accumulated discrepancies.

 C17.3.2.8.11. Improper Preservation. Report any type of inadequate or 

improper preservation or physical protection resulting in an unsatisfactory condition or 

damage. Report improper preservation of any materiel identified as being 

electrostatic/electromagnetic (ES/EM) sensitive, regardless of the dollar value.

 C17.3.2.8.12. Improper Marking. Prepare an SDR to report any 

omitted, incomplete, illegible, or misplaced markings. Report improper identification of 

containers, or items that require opening the container, or result in improper storage of 

the materiel, regardless of cost. Improper marking includes discrepancies related to 

passive radio frequency identification (pRFID) tags as follows:

 C17.3.2.8.12.1. Report all missing, damaged, or unreadable pRFID 

tags when such tags are required by contract provisions, DoD policy, or specified by 

prior shipment notice/status reflecting pRFID content. Report duplication of tag 

identification associated with a previously processed receipt.

 C17.3.2.8.12.2. SDRs may be used to report a tag read formatted 

for DoD use, but which does relate to an advance shipment notification containing 

pRFID content when such advance shipment notification is required by contract 

provisions or DoD policy.

 C17.3.2.8.13. Improper Unitization. Report improper unitization that 

includes inadequate wrapping/strapping or lack of unitization, where appropriate, 

resulting in an unsatisfactory condition or damage. Report multiple consignees in a 

single consignee consolidation container as improper unitization.

 C17.3.2.8.14. Latent Packaging Discrepancies. Prepare a late SDR for 

materiel found in storage with latent preservation and packaging discrepancies. 

Confine these reports to stocks that constitute a problem resulting from a particular 
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specification, preservation, or packaging method. Reports relative to packaging 

discrepancies found in storage will be annotated "not incident to shipment.” 

 C17.3.2.9. Receipt Notification SDRs for Quality-Related Issues Identified 

During Distribution Center Receipt. Three-position Q-series discrepancy codes have 

been developed to accommodate materiel owners/managers with special programs 

requiring immediate visibility and notification of quality deficient (or potentially deficient) 

materiel received at the distribution center. These codes are applicable for reporting to 

ICP/IMMs via the SDR process, based upon special inspection requests by the materiel 

manager. These reports are contingent upon pre-existing receipt restriction 

requirements that identify the national stock number (NSN) and/or other screening 

criteria and specific actions the materiel managers expects the distribution center to 

perform. Some of the specific programs that require reporting of quality-related 

concerns for receipts, including new procurement and customer returns, are: items 

identified as customer return improvement initiative (CRII) items, critical safety items 

(CSI), items that failed under use, and items requiring First Article Testing. Additionally, 

receipt of PQDR exhibits will be reported to the owner or manager using the applicable 

three-position Q-series discrepancy code. For PQDR exhibits, report the receipt and 

SDR to the same organization (based upon the PMR, when available). Report 

suspended materiel in the appropriate supply condition code (SCC) under 

DLMS/MILSTRAP procedures, to include PQDR exhibit receipts in SCC Q and CSI in 

SCC L for procurement source receipts or SCC K for non-procurement source receipts. 

For other than PQDR exhibits or first article testing, provide the SDR to the manager 

with a distribution copy to the owner, if different. Disposition instructions for these SDRs 

will be provided by the manager

 C17.3.2.10. Technical Data. Report item technical information, (e.g., name 

plate, operating handbook, logbook, precautionary markings, warranty data, engineering 

drawings and associated lists, specifications, standards process sheets, manuals, 

technical reports, catalog item identifications, and related information) that are missing, 

illegible, incomplete and/or incorrect regardless of dollar value. When reparables are 

returned and the appropriate historical information/documentation, 

operator/maintenance logbooks, engine oil analysis, etc., as required by Government 

regulations, and/or technical manuals are not included, the receiving activity will submit 

an SDR regardless of dollar value. Any additional costs incurred by the repairing 

depot/arsenal because of the missing data will be charged to the originating activity. 

The submitter will ensure that the specific description of what documentation is missing 

is included in the remarks section.

 C17.3.2.11. Incorrect Item

 C17.3.2.11.1. Report incorrect or misidentified materiel or unacceptable 

substitutes regardless of dollar value. However, unless the requisition contains an 

appropriate advice code in accordance with Chapter 4, limiting the request to a specific 

item, automatic shipment of an interchangeable or substitute item is allowed by policy. 

See Interchangeability & Substitutability (I&S) guidance. Report wrong item receipts of 

controlled inventory, arms, arms parts, and explosives within 24 hours.
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 C17.3.2.11.2. Incorrect item discrepancies discovered while opening a 

sealed vendor pack will be reported regardless of dollar value or shipper. These reports 

must contain the PIID from the packaging and, if available, the lot number and the 

original document number. A constructed document number will be provided when the 

original number is not known. Use the reporting activity’s DoDAAC as the basis for 

constructing the document number, citing Code U in the first position of the constructed 

document number serial number (DLMS Utilization Code U). Include identity of the 

incorrect item received in the discrepancy report.

 C17.3.2.11.3. Where two separately managed items are involved in a 

wrong item SDR, (e.g., a DLA-managed item was ordered and a Military Servicemanaged item was received due to shipper error), the SDR initiator will forward the 

report to the shipping depot or manager of the item ordered, in accordance with 

Component rules. It is the responsibility of the SDR action activity (receiver of the SDR) 

to ensure full and appropriate resolution by coordinating with the other involved 

ICP/IMM or transferring the SDR (manually), so that the initiator receives all applicable 

and appropriate response information from the responsible party. This may be 

interpreted to mean two separate SDR replies, or a single coordinated response 

identifying financial resolution from the Component that sourced the order, and materiel 

disposition instructions provided by the owner of the materiel shipped.

 C17.3.2.11.4. Report part number discrepancies when the part number 

marking appears to be inconsistent with the specified NSN. This includes when the part 

number received is not associated with the applicable NSN or when the part number 

cannot be matched to Federal Logistics Information System (FLIS) catalog 

data/FEDLOG. The SDR must include the part number and manufacturer’s Commercial 

and Government Entity (CAGE) Code for the item received. Part discrepancies will be 

submitted directly to the item manager. 

 C17.3.2.11.5. DoD WebSDR requires identification of the incorrect item 

received using discrete data elements (refer to the DLMS IC 842A/W). If multiple 

incorrect items are received under the same document number, use the appropriate 

discrepancy code for mixed stock and identify the first (highest quantity or controlled 

item) and use the remarks text to explain the mixed content shipment. 

 C17.3.2.12. Repetitive or Other Discrepancies. U.S. receiving activities will

report repetitive discrepancies, regardless of dollar value. For FMS SDRs reporting 

repetitive discrepancies, each individual SDR must comply with the Security Assistance 

dollar thresholds for SDR submission. The SDR submission cannot be based upon the 

dollar value of the accumulated discrepancies. Additionally, receiving activities may 

report any other discrepant condition of an item not specifically identified in this chapter 

at the time of receipt, unless listed specifically under exclusions.

C17.3.3. SDRs Resulting from Redistribution Orders (RDOs). The following 

procedures are applicable to DLA Distribution Centers. DLA Distribution Centers will 

submit a type R SDR for discrepant materiel when they receive an RDO from a 

DLA Distribution Center shipment. Other RDOs with discrepancies not shipped 
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from a DLA Distribution Center will be submitted as type 8 SDRs. Only the current 

action activity can update the owner, manager, or source of supply field. Submitters 

must cancel and resubmit their SDR if they need to update this field. When a storage 

activity receives a shipment based upon a redistribution order and the materiel is short, 

over, wrong, quality deficient, or otherwise discrepant the receiving activity will: 

 C17.3.3.1. RDO Shortage/Overage/Wrong Item. Prepare the SDR to 

report shortage/overage/wrong item and use Action Code 3B. The shipping 

activity will receive the action copy for research and possible inventory 

adjustment. The shipping activity receiving the SDR will treat it as a priority and 

conduct inventories as appropriate. If the inventory/research confirms a 

shortage/overage/wrong item, the shipping activity will respond with Reply Code 

144 annotating inventories were conducted and confirm shipment error; 

accountable record corrected; no materiel will be shipped. If the 

inventory/research does not confirm a shortage/overage/wrong item, the shipping 

activity will respond with A Reply Code 701 (SDR Rejected) citing inventory 

conducted and no shortage/overage/wrong item was discovered; no materiel will 

be shipped. Report wrong item receipts of controlled inventory, arms, arms 

parts, and explosives within 24 hours.

 C17.3.3.2. Packaging, Prepare the SDR to report the discrepancy using 

Action Code 3B. Packaging and marking discrepancies for RDOs will be corrected 

by the receiving activity upon receipt of materiel at no cost to the materiel owner 

regardless of cost to remediate. Discrepancies should have been remediated at 

previous storage activity. The storage activity receiving the materiel must submit 

a SDR to the shipping activity, utilizing the proper packaging discrepancy 

code(s). 

 C17.3.3.2.1. Missing Technical Data. Prepare the SDR to report the 

discrepancy using Action Code 3B. The shipping activity will receive a copy for 

research; the SoS will receive an information copy. The shipping activity 

receiving the SDR will treat it as a priority. If technical data is available, the 

shipping activity will respond with Reply Code 135 (Technical data is being 

forwarded), if technical data is not available respond with Reply Code 144. 

 C.17.3.3.2.2. Misdirected RDO to the shipping activity. RDO SDRs 

addressed to the wrong shipping activity will be forwarded to the correct 

shipping activity for resolution via the forwarding Reply Code 504. The newly 

identified shipping activity in receipt of the RDO SDR will be responsible to 

respond to the SDR as appropriate. 

C17.3.4. Materiel Returns

 C17.3.4.1. Discrepancy Greater Than $100. Continental United States 

(CONUS) and Outside Continental United States (OCONUS) activities receiving 

materiel returns (excess or redistributed materiel, or reparable materiel, including 

returns from FMS customers) will submit an SDR for discrepancies specified above 
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regardless of condition when the dollar value is equal to or greater than $100 per lineitem. Discrepancies pertaining to controlled inventory items will be reported by SDR 

regardless of dollar value or condition.

 C17.3.4.2. Unauthorized Returns (no PMR/incomplete or missing 

documentation/no identified owner).7 Refer to paragraph C17.3.6. Distribution Center 

Receipt with no Due In/Prepositioned Materiel Receipt. Discrepancy reports for 

distribution center receipts of unauthorized materiel returns with insufficient information 

to determine the appropriate owner will be routed under MILSTRAP for receipt 

reporting:

 C17.3.4.2.1. Depot Level Reparable Items. Report discrepant receipt 

SDR to the owner. 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. 8

 C17.3.4.2.2. Consumable Items. Report discrepant receipt SDR to the 

applicable item manager except:

 C17.3.4.2.2.1. Navy-returned consumable items must be reported 

to the Navy using RIC NRP regardless of the item manager. An SDR will be provided to 

the Navy owner for information only.

 C17.3.4.2.2.2. Marine Corps-returned consumable items must be 

reported to RIC MPB regardless of the item manager. An SDR will be provided to the 

Marine Corps owner for information only.

 C17.3.4.2.2.3. Air Force-returned consumable items must be 

reported to RIC FHZ regardless of the item manager. An SDR will be provided to the 

Air Force owner for information only.

 C17.3.4.3. Exception for Returns Between U.S. Activities. When the materiel 

return shipments are classified as unserviceable and uneconomically reparable upon 

receipt, the receiving activity will report to the shipping activity. The report will include 

materiel return document number, quantity, and an explanation of condition 

classification. 

7 Refer to ADC 110/1102A.

8 Refer to ADC 1268.
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 C17.3.4.4. Reimbursable Costs for Discrepant/Unauthorized Returns. Under 

MILSBILLS and MILSTRIP procedures DoD activities returning materiel in violation of 

prescribed procedures may be held accountable for recoupment of all reimbursable 

costs including disposal. Recoupment action may be initiated by the DLA Distribution 

or, upon subsequent identification of the applicable manager, by the manager. 

 C17.3.4.5. Supplemental Information for Suspended Returns. SDRs 

applicable to returned materiel in a suspended condition will include supplemental 

information as follows: contract reference (required entry; indicate “NONE” if no 

contract reference is available), and original packaging indicator (required yes/no entry).

C17.3.5. Discrepancies Resulting from Lateral Redistribution Orders (LROs) on 

Total Asset Visibility (TAV) Shipments. Coordination with the Military Service shipping 

activity is recommended prior to ICP resolution of the SDR. 

 C17.3.5.1. All SDRs submitted for DLA directed LROs where the item is 

managed by DLA, owned by Army’s Non-Army Managed Items (NAMI) Group, Supply 

Directorate (Routing Identifier Code (RIC) AJ2), and shipped from an Army CONUS 

site, must be sent to NAMI for investigation, with an information copy to DLA (RIC 

SMS). This is normally accomplished via exception routing rules within DoD WebSDR. 

SDRs meeting these criteria will be assigned Document Type V. Any SDRs received 

directly by DLA will be forwarded to NAMI (RIC AJ2) via SDR forwarding reply citing 

Reply Code 504. NAMI will research the discrepancy and forward recommended 

disposition to DLA for final action. The NAMI action activity will provide recommended 

disposition to DLA within 25 calendar days using an SDR forwarding reply citing Reply 

Code 307. After 25 calendar days have elapsed and NAMI recommended resolution 

has not been received, DLA will follow-up for recommended disposition.

 C17.3.5.2. Upon receipt of recommended disposition, DLA will review and 

provide final decision to the customer, along with an information copy to NAMI. DLA will

be responsible for seeking a bill adjustment from the TAV shipping activity, returning 

payment to the requisitioner, and deleting activities from the TAV process due to poor 

performance, in coordination with NAMI.

 C17.3.5.3. If Army shipped the wrong item or an overage, NAMI will be 

responsible to provide the customer with disposition instructions and/or directions for 

returning the item back to Army. If the item is to be retained by the customer, NAMI will

be responsible for financial actions as appropriate. DLA will not reimburse the shipper 

for wrong item or over shipments of Army issues relative to TAV.

C17.3.6. Distribution Center Receipt with no Due In/Prepositioned Materiel 

Receipt (PMR). DLA Distribution Centers will report receipt of unscheduled materiel 

from new procurement and non-procurement sources to the owner regardless of 

condition of materiel, as a discrepancy. When a PMR is not available, the receiving 

activity will report the receipt using documentation, packaging, and other information, as 

available. DLA Distribution Centers will prepare an SDR to report the 

missing/unmatched of a PMR to the owner as the only discrepancy or in combination 
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with other identified discrepancies. The distribution center will identify the SDR as 

informational or otherwise indicate requested action. If the distribution center 

erroneously reported the receipt to the wrong owner due to missing/unmatched PMR, 

the wrong owner will use the SDR reply process to reject the SDR (using Reply Codes 

901). If the wrong owner is unable to reject the receipt transaction systemically, the 

wrong owner will also request that the distribution center reverse the receipt (using 

Reply Codes 612). If known, the wrong owner should identify the correct owner in the 

receipt rejection or SDR reply to facilitate reprocessing of the receipt. These procedures 

do not authorize rejection/reversal of receipts reported to the owner designated by PMR 

or the pre-designated Service owner for unauthorized return of consumable items.9 

 C17.3.6.1. New procurement materiel with other applicable discrepancies, 

(e.g., missing receiving report/DD Form 250, improper packaging), will be placed in 

Supply Condition Code (SCC) L pending resolution.

 C17.3.6.2. If other than new procurement, the SDR should show receipt in 

SCC K when the actual condition cannot be determined. Materiel returned with other 

identified discrepancies, (e.g., without associated technical data), will also be reported 

as indicated under the appropriate discrepancy category. Returns of excess materiel 

that are not ICP/IMM directed are subject to recoupment of costs associated with 

disposal or repackaging costs incurred by the distribution Center. If the receiving 

activity identifies no other discrepancies requiring disposition instructions and is able to 

process the receipt to the owner the SDR will cite Action Code 3B for corrective action 

and trend analysis. The distribution center will direct the action copy of the SDR to the 

owner or manager and a distribution copy to the returning activity (based on the 

DoDAAC in the document number or shipping documentation.)

 C17.3.6.3. Unscheduled receipts of materiel subject to MILSTRAP automatic 

disposal is reported via SDR for trend analysis and corrective action (Action Code 3B) 

with a distribution copy to the returning activity. SDRs associated with DLA obsolete 

materiel (materiel managed under obsolete RICs beginning with S9) must cite 

Discrepancy Code Z1 (see remarks), Z3 (no PMR), and any other relevant discrepancy 

code. SDR remarks will state, “Unauthorized return; materiel processed under DLA 

automatic disposal procedures for obsolete materiel. No further action required.”

C17.3.7. DLA Disposition Services Discrepancies

 C17.3.7.1. Dollar Value Greater Than $100. Receiving activities will submit 

an SDR for discrepancies specified above in shipments to and from DLA Disposition 

Services Field Offices when the dollar value is greater than $100 per line item.

 C17.3.7.2. Exception. Activities will submit a discrepancy for overages and 

shortages in shipments of controlled inventory items regardless of dollar value.

 C17.3.7.3. DLA Disposition Services and DLA Disposition Field Office SDR 

Procedures. During the receiving process, if the DLA Disposition Services Field Office 

9 Refer to ADC 1273.
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identifies a supply discrepancy, an outgoing SDR will be generated consistent with 

Chapter 16. 

C17.3.8. Discrepancies in Item Unique Identification (IUID) Data.10

 C17.3.8.1. Serial numbers are mandatory for all serially managed items to 

include capital equipment and UIT Programs. Report supply-related discrepancies 

involving IUID under DoD IUID Supply policy. Pending full transition to DoD IUID 

Supply policy using the UII, SDRs identifying discrepancies in unique identification will 

be prepared citing both UII and/or corresponding serial number, when both are 

available. Until UII is implemented as the primary identifier under full IUID 

implementation across the Department of Defense, the human readable serial number 

is mandatory in the SDR for discrepancy scenarios identified in this chapter, as is the 

UII when available. The intent is to capture both serial number and UII, however not all 

items are marked and the UII cannot be considered a mandatory element at this time. 

That is the context in which the term “serial number/UII” is used in this chapter.11 

Applicability under DoD IUID Supply Policy is identified by NSNs with IUID Indicator Yes 

(Y). For missing or mismatched unique item identification of items that are DoD seriallymanaged/tracked, use the applicable U-series discrepancy code (see Table C17.T1.). 

Report missing or mismatched materiel identification unrelated to IUID (e.g. missing or 

mismatched part number or NSN) using the applicable packaging (labeling/marking), 

documentation, technical data, or wrong item discrepancy code(s). Report qualityrelated deficiencies involving IUID, (e.g., improperly constructed unique item identifier 

within the 2D data matrix), using Product Quality Deficiency Report (PQDR) procedures 

under DLA Regulation 4155.24, et al.

 C17.3.8.2. In order to facilitate reporting of discrepancies, particularly those 

involving discrepancies where inclusion of the serial number/UII is required/desirable, 

the SDR submission process should be integrated with the receiving process, allowing 

receipt data to be captured once and reused. IUID discrepancies may be related to the 

packaging label, including automated information technology (AIT) readable content; the 

item marking, including AIT readable marks; supply documentation; the due-in record; 

and/or a mismatch between the item and any of these. When reporting an IUID missing 

or mismatch (including shortage, overage, and incorrect item) the serial number/UII may 

be specifically identified as applicable to items received or not received using the IUID 

Received/Not Received Indicator. If the SDR does not include the indicator, the UII 

and/or serial number will be interpreted as applicable to the materiel received. Pending 

integrated capability to support IUID reporting in SDRs, attachment files may be 

uploaded/transmitted to DoD WebSDR to identify UIIs and/or serial numbers UIIs.12

 C17.3.8.3. Discrepancies involving missing or mismatched unique 

identification identified during receipt of new procurement materiel (including direct 

vendor delivery (DVD)) must be reported prior to acceptance. Receipt new 

10 Refer to ADC 1030.

11 Refer to ADC 1244.

12 Discrete data entries (rather than attachment files) for serial number/UII identification are required 

under ADC 1244 beginning December 2018. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-26 CHAPTER 17

procurement materiel requiring IUID or serial number tracking in a suspended condition 

pending resolution. 

 C17.3.8.4. Report missing serial number/UII in DLMS shipment status 

transactions (Discrepancy Code U04) for shipments of serially managed items under an 

established UIT program. 

 C17.3.8.5. The materiel owner is responsible for IUID Registry updates 

associated with discrepancies for mismatched IUID information.

 C17.3.8.6. To comply with Financial Improvement and Audit Readiness 

(FIAR) requirements regarding accountability and management of materiel, serially 

managed items under an active UIT Program requires serialization data and owner 

visibility. Thus, serially managed items under an active UIT program received without a 

serial number will not only require an SDR but will stop the equipment in the supply 

chain until a serial number is identified and the materiel is marked. If the storage 

activity cannot determine the serial number using the associated shipment notice and 

marks/labels on the item or packaging, the storage activity will report the receipt in a 

suspended condition) and submit the SDR to the owner citing the Discrepancy Code 

U13 and other applicable discrepancy code(s) with clarifying remarks. The materiel 

owner is responsible for determining the appropriate serial number(s), ensuring no 

duplicates and provide disposition for marking the item. Chapter 30 provides 

instructions on how to identify and resolve serial number duplication scenarios. If DLA 

Distribution Center finds duplicates or other discrepancies with the serial numbers 

provided by the Owner, the DLA Distribution Center will return the SDR response for 

reconsideration and resolution.

 C17.3.8.6.1. For inter Component shipments and returns to a 

storage activity, the shipping documentation may be available for validating serialization 

data; however, it does not substitute or supersede the requirement for the shipping 

activity to provide the shipment status transaction in advance. A UIT serially managed 

item received without a corresponding shipment status will result in the generation of an 

SDR with Discrepancy Code U15 and the materiel will be suspended. Compliance with 

this requirement will ensure the receiving activity can establish a due-in in advance and 

confirm the serialization data at time of receipt. 

 C17.3.8.6.2. The receiving activity will prepare a due-in using the 

information available from the shipment status and/or the PMR transactions. The 

document number is the data element that connects the Shipment Status transaction 

and the incoming shipment. When the serialization data does not match or is missing, a 

systemic trigger is necessary to alert the user performing the receipt that a SDR is 

required. The receiving activity will then follow the SDR process and suspend the 

materiel using Discrepancy Code U15. When the discrepancy is solely due to missing a 

shipment status/materiel returns, the shipping activity will respond with SDR Disposition 

Reply Code 105 or 130 as appropriate.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-27 CHAPTER 17

 C17.3.8.7. Discrepancies involving missing/illegible serial number 

markings must be reported at time of receipt via SDR. A data plate is required for all 

serially managed items destined to remain in the supply chain. Temporary tags are 

authorized for items intended for disposal or maintenance. The materiel owner is 

responsible for permanently embedding data plates when required due to the type of 

item (e.g., small arms/light weapons). 

 C17.3.8.7.1. When a UIT program item is received at a DLA 

Distribution Center and does not have serial number marking, the following process 

applies. The DLA Distribution Center receiver will submit an actionable SDR to the 

owning activity, citing Discrepancy Code U13 and other applicable discrepancy code(s) 

with clarifying remarks.

 C17.3.8.7.1.1. The owning activity (action activity who 

received the SDR) will respond to the SDR with the appropriate serial number(s)/UII 

using one of the two following SDR reply codes:

 C17.3.8.7.1.2. SDR Reply Code 611 (Reidentify unique 

identification (UII/serial number) and return to stock). This option is available for items 

that do not require a permanent marking embedded into the item or will be subsequently 

sent to maintenance. If going into maintenance, DLA Distribution will need to 

temporarily tag the items. If the material owner (action activity) determines they need to 

send someone to a DLA storage activity to physically mark the material; the material 

owner (action activity) will need to coordinate with the appropriate DLA Distribution 

Head Quarter (HQ) point of contact (POC) to facilitate the site visit. 

 C17.3.8.7.1.3. DLA Distribution will keep the SDR in an open 

status, until the items are physically marked. The material owner (action activity) will 

NOT respond to the SDR using Reply Code 611 until after they have conducted the site 

visit and physically marked the material. 

 C17.3.8.7.1.4. Once the items have been physically marked by the 

material owner (action activity) and the owner (action activity) replies with Reply Code 

611, DLA Distribution would follow normal procedures to close the SDR and generate 

the completion notification. 

 C17.3.8.7.1.5. SDR Reply Code 602 (Item(s) unsuitable; destroy.) 

This option will require DLA Distribution to temporarily tag the items prior to shipping to 

DLA Disposition Services. Upon receipt of the SDR response, the DLA Distribution 

Center stock readiness team will process the response by assigning the serial numbers 

using temporary tags (serial number only). 

 C17.3.8.7.1.6. If the DLA Distribution Center stock readiness team 

finds discrepancies with the serial numbers provided by the material owner such as 

duplicates, the DLA Distribution Center will return the SDR response to the materiel 

owner for reconsideration and resolution. 

 C17.3.8.7.1.6.1. Reserved 
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C17-28 CHAPTER 17

 C17.3.8.7.1.6.2. Reserved 

 C17.3.8.8. SDRs prepared for a mismatch with no discrepancy in quantity or 

stock number received will include the serial number/UII identifying the mismatch. That 

is, identify the serial number/UII for item(s) received that do not correspond to the 

shipment status, as well as the serial number/UII for the expected item(s) NOT 

received. Cite the IUID discrepancy code. 

 C17.3.8.9. SDRs prepared for a shortage of items identified by IUID Indicator 

Y will include the serial number/UII for the item(s) NOT received based upon 

comparison with the shipment status (when available) or shipping documentation. 

Cite the applicable discrepancy code for the shortage and the IUID discrepancy code.

 C17.3.8.10. SDRs prepared for an overage of items identified by IUID 

Indicator Y will include the serial number/UII for the extra item(s) received based upon 

comparison with the shipment status (when available) or shipping documentation. 

Serial number is mandatory for capital equipment candidates and UIT program items. 

Cite the applicable discrepancy code for the overage and the IUID discrepancy code.

 C17.3.8.11. SDRs prepared for receipt of an incorrect item where the item 

received is identified by an NSN with a IUID Indicator Y will include the serial 

number/UII for the wrong item. Cite the applicable discrepancy code for the incorrect 

item receipt and the IUID discrepancy code

 C17.3.8.12. SDRs prepared for receipt of a condition discrepancy (i.e., the 

materiel condition is misrepresented or otherwise deviates from the original condition on 

the shipping document or the prepositioned materiel receipt) where the item received is 

a serially managed item will include the serial number/UII for the discrepant item. Cite 

the applicable discrepancy code for the condition discrepancy and the IUID discrepancy 

code.

 C17.3.8.13. SDRs reporting non-compliant serial number will be reported 

using Discrepancy Code U14 (Serial number convention invalid). This code is 

distinguished from other similar U-series discrepancy codes in that this code specifically 

informs the owner that a serially managed item was received with an invalid serial 

number convention – the serial number maximum field length may not exceed 30 

characters and may only include alpha numeric (A-Z, 0-9), dashes and forward 

slashes. Spaces are not allowed. The receiving activity must annotate the noncompliant serial number in the SDR comments field since the DLMS 842A/W SDR 

transaction will not allow for an invalid serial number convention to be transmitted in the 

transaction.

 C17.3.8.14. Table C17.T1 provides a decision matrix for the principal 

scenarios when an SDR is required based on missing or mismatched IUID data during 

receipt processing.
DLM 4000.25, Volume 2, January 22, 2024

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C17-29 CHAPTER 17

Table C17.T1. SDR Decision Matrix: Discrepant IUID Data

(For SDRs, serially managed capital equipment and UIT items follow the same guidance)

Procurement 

Source

(IUID 

contractually 

required)

Approved 

UIT

Wrong 

Item 

Received 

w/IUID 

Indicator 

Y

Missing 

IUID (item 

or 

packaging)

Mismatch 

IUID with 

shortage/ 

overage

Mismatch 

IUID no 

shortage/ 

overage

Create 

SDR

SDR 

Action 

Code13

Y Y/N N N Y N Y 1A or 2A

Y Y/N N N N Y Y 1A

Y Y/N N Y N N Y 1A

Y Y/N N N N Y Y 1A

Y Y/N N Y N N Y 1A

Y/N Y/N Y Y/N Y/N Y/N Y 1A or 2A

N N N N N Y Y 3B

N N N N Y N Y 1A or 2A

N N N Y N N N No SDR

N Y N N N Y Y 1A

N Y N N Y N Y 1A or 2A

N Y N Y N N Y 1A

N N N N N Y Y 1A

N N N N Y N Y 1A

N N N Y N N Y 1A

 C17.3.8.15. Table C17.T2 identifies selected discrepancy scenarios for UIT 

program items that DoD WebSDR will edit for missing serial number on the SDR 

submission. Rejection criteria is for specific discrepancy codes as shown and is 

applicable regardless of originator or action activity. This does not preclude the 

inclusion of serial numbers for other discrepancies involving UIT program items.14

Table C17.T2. UIT Program Mandatory Serial Number by Discrepancy Code

Discrepant Condition

C1 Quantity received less than quantity indicated on supply documentation

C2 Expired shelf life item

C3 Damaged U.S. Postal Service shipment 

13 SDR Action Codes are selected by the submitter based upon the desired response to the SDR. Codes 

identified in Table C17.T1 are:

1A Disposition instructions for discrepant materiel requested; financial action not applicable.

2A Disposition of materiel and financial adjustment (credit) requested.

3B Discrepancy reported for corrective action and trend analysis; no reply required.

14 Refer to ADC 1244
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C17-30 CHAPTER 17

C4 Materiel received stripped of parts or components (cannibalized) (applicable to 

materiel returns or repairs only)

C5 Incomplete item received. Do not use for incomplete sets/kits/outfits 

H1 Hazardous item in a condition other than shown on supply document or on the 

supporting inspection/test certificate

H5 Expired hazardous shelf life item

Shortage

S1 Quantity received less than quantity indicated on supply documentation

S2 Quantity received is less than quantity requested minus variance (other than unit 

of issue or unit of pack)

S8 Concealed shortage discovered upon opening a sealed vendor's pack 

Overage

O1 Quantity received is more than quantity shown on the supply document

O2 Quantity received is more than quantity requested plus variance, if applicable 

(other than unit of issue or unit of pack)

O5 Concealed overage discovered in a sealed shipping container

IUID Mismatch

U07 Mismatch between unique identification (UII/serial number) on item and label

U08 Mismatch between unique identification (UII/serial number) on item or packaging 

marks/labels and the associated shipping documentation

U09 Mismatch between unique identification (UII/serial number) on item or packaging 

marks/labels and the associated due-in/shipping notice

C17.3.9. Transshipper Prepared SDRs. CCPs will prepare an SDR to report packaging 

discrepancies as described below. 

 C17.3.9.1. Supply Discrepancies Requiring Transshipper Reporting. SDRs 

will be prepared for supply discrepancies related to hazardous shipments and noncompliant wood packaging material (WPM). Refer to the D5-series15 for common 

transportation documentation discrepancies. Refer to P2-series and P3-series for 

packaging (including WPM) and labeling (including Military Shipping Label (MSL)) 

discrepancies. Select the most specific discrepancy code available and use SDR 

remarks to further clarify the nature of the problem. 

 C17.3.9.2. CCP SDRs for Non-Compliant WPM. CCPs will notify ICPs that 

their OCONUS WPM shipment is not in compliance with DoD 4140.65-M, “Compliance 

For Defense Packaging: Phytosanitary Requirements for Wood Packaging Material 

15 Refer to ADC 317A. Note: Discrepancy Code H6, Shipper’s Declaration for Dangerous Goods is reassigned to the D series code list in DLMS Volume 2, Appendix 7.28.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-31 CHAPTER 17

(WPM),” and ISPM 15 requirements. The expiration of the DoD Pest Free mark and the 

requirement to use the International Plant Protection Convention (IPPC) stamp to 

indicate WPM compliance brings the requirement to remediate all noncompliant WPM 

destined for OCONUS. WPM shipments can be remediated by repackaging or by use 

of a heat chamber. SDRs will be prepared for noncompliant shipments received by the 

CCPs. Noncompliant shipments will not be held for disposition. Shipments on 

noncompliant pallets will immediately be re-palletized onto compliant wood pallets. 

Boxes, crates, etc. will be sent to a remediation area through use of DSS packing, 

packaging, preservation & marking (PPP&M) process, and placed in a Hold Status W 

until remediation is completed. SDRs will be generated for both pallet replacements 

and box/crate rebuilds. The SDR will normally cite SDR Action Code 3B, Discrepancy 

Reported for Corrective Action and Trend Analysis. No reply is required. This type of 

SDR does not require a response from the source of supply or other designated activity; 

but is provided so that the source of supply may take appropriate action with the 

Component shipper or vendor and track trends and associated repackaging costs. The 

SDR will be auto-closed in the DSS, based on the P215 discrepancy code (indicating 

noncompliant WPM), and will not be reopened. The point of contact (POC) may be 

contacted if SDR was sent to the wrong supply source. Labor and material to remediate 

will be charged to a CCP Cost Code. If a frustrated shipment requires an expedited 

SDR reply to the CCP, use of Action Code 3A, Transshipper (Aerial/Water port or CCP) 

Requests Expedited Response; Shipment Frustrated, is authorized.

 C17.3.9.3. Aerial or Water Port Prepared SDRs. The port (identified by 

DoDAAC) will prepare an SDR to report packaging or documentation discrepancies as 

described above. If the corrective action can be taken immediately, (e.g., as a result of 

off-line communication with the shipping activity,) and the port is not awaiting the action 

activity response, the SDR will cite Action Code 3B, Discrepancy Reported for 

Corrective Action and Trend Analysis. No reply is required. If the shipment is frustrated 

awaiting action activity response, the SDR will cite Action Code 3A, Transshipper 

(Aerial/Water port or CCP) Requests Expedited Response; Shipment Frustrated. The 

submitter will use the remarks block to clarify desired actions and shipment information 

where specific data fields in the SDR are not sufficient.

 C17.3.9.4. Expected Data Content for Transshipper SDRs. These SDRs will

be identified by Discrepancy Document Type Code W and will include the number and 

type of discrepant pieces. The transportation control number (TCN) will be the primary 

reference number for operational processes. If the shipment is received at the CCP 

without a TCN, one will be assigned in accordance with the DTR. SDRs prepared at the 

shipment level may include multiple items, or there may not be due-in or documentation 

available. Because a document number is mandatory within DoD WebSDR, the CCP or 

other transshipment activity may need to generate a document number based upon the 

submitter’s DoDAAC if multiple documents are included or the original document 

number is unavailable. Action activities will not reject Transshipper SDRs for 

unmatched document numbers without researching by TCN and other identifying 

shipment information. Multiple document numbers, when available, will be recorded in 

the SDR remarks. Materiel identification may be identified as “UNKNOWN” or “MIXED” 

(multi-pack or other consolidation of different items). When this occurs, quantity and U/I 
DLM 4000.25, Volume 2, January 22, 2024

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C17-32 CHAPTER 17

will be left blank. Identification of hazardous materiel shipments is mandatory using the 

hazardous materiel indictor (Yes/No). When possible, the shipper will be perpetuated 

from the due-in notification (e.g. DLMS (US TRANSCOM-maintained) 856A) or shipping 

documentation. The owner/manager (source of supply) will be identified as the 

ICP/IMM that directed the shipment when applicable.

C17.3.10. SDR Distribution. This section addresses those organizations that must 

be identified on the SDR as initial action recipient or as receiver of information copies. 

Such determination is based upon the type or origin of the shipment involved, the DoD 

Component that directed shipment, and the type of discrepancy. Applicable action 

activities include ICP, ILCOs, DLA CCPs, and DLA Distribution Centers. For items 

requiring special handling and/or reporting, such as controlled inventory items, the 

responsible action activity must ensure additional distribution of the report as required. 

The submitter will provide a copy of the Serious Incident Report, or other Componentrequired report, regarding controlled inventory items believed to be stolen, lost, or 

unaccounted for. Do not mail hard copy documents when access to an electronic SDR 

application and associated supply information is available. Where electronic attachment 

capability is not available, users should supplement their original SDR submission via 

WebSDR correction process attachment functionality to upload information not readily 

available to the action activity and photographic/pictorial evidence of the discrepancy. 

 C17.3.10.1. Security Assistance Shipments. All Security Assistance SDRs 

will be sent directly to the applicable ILCO for initial screening and processing. SDRs 

may be submitted to the ILCO via SF 364, Report of Discrepancy, or authorized 

electronic/automated formats. The ILCO will forward the SDR electronically to the 

appropriate action activity. Security Assistance SDRs bypassing the ILCO will not be 

accepted by DoD and participating Agency action activities.

 C17.3.10.2. SDR Distribution for Shipment (Item) Discrepancies

 C17.3.10.2.1. DoD Originated Shipments. Customers will normally 

direct SDRs to the DoD shipping activity with exceptions and specific business rules as 

follows.

 C17.3.10.2.1.1. Army Directed Shipments 

 C17.3.10.2.1.1.1. Army Managed Items (AMI) and Non-Army 

Managed Items (NAMI) Shipments. Direct initial action to the source of supply. The 

only valid Army action activity/source of supply RICs are AKZ, A12, A35, AJ2, AP5,

B14, B16, B17, B46, B64, and B69. Additionally, SDRs may be addressed to the Army 

Program Managers for total package fielding (TPF) using RICs AER, AEL, AFK, AEV, 

AF8, AEU, AEW, AFL, AF9, AFC, and BAM. WebSDR will pass SDRs addressed to 

these activities transactionally to the Army’s Logistics Modernization Program (LMP). 

WebSDR will provide an information copy to DLA Distribution Centers when the 

shipping activity is identified.16 These information copies will be used for metrics and 

16 Refer to ADC 1102, implementation delayed.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-33 CHAPTER 17

correction of inventory records where applicable; DLA Distribution Centers are not 

authorized to respond to the submitter via SDR reply. Army users are advised not to 

submit SDRs to single stock fund (SSF) site RICs or to Army shipping depot RICs via 

DoD WebSDR. There are currently no WebSDR interfaces to support SSF sites or 

Army shipping depots. The Army action activity can be determined from the shipping 

documentation (e.g., the RIC in record position 67-69 of the DD 1348-1A), or as part of 

a NIIN/NSN or Part Number search in WebFLIS. Note that the FLIS source of supply

will not apply if the requisition was filled by AJ2, Non-Army Manager Item (NAMI) source 

of supply. Services ammunition users may send SDRs to B14 for ammunition 

commodity discrepancies or directly to those Army ammunition storage depots listed 

below.

C17.3.10.2.1.1.2. Army Ammunition Storage Activity 

Shipments. WebSDR will pass SDRs addressed to the following Army ammunition 

storage activities transactionally to Army LMP: Anniston Munitions Center (BAD), Pine 

Bluff Arsenal (BA9), Hawthorne Army Depot (BD2), Letterkenny Munitions Center

(BKD), Crane Army Depot (BB2), McAlester Army Depot (BC2), Tooele Army Depot 

(BTD), and Blue Grass Army Depot (B47). The Army will ensure visibility of these

SDRs to Army ammunition storage depots that manage Army, Service common, and 

Service unique ammunition stock.

C17.3.10.2.1.1.3. Global Combat Supply System-Army 

(GCSS-Army) Inter-Service Lateral Redistribution of Retail Assets By Inter-Service 

Agreement. The Army requires that these SDRs be processed by the AMI or NAMI ICP 

regardless of the FLIS-designated manager or the Army Supply Support Activity (SSA) 

providing lateral support. Any SDRs directed to the SSA will be transmitted to the 

default Army e-mail account pending a system interface with DoD WebSDR or 

alternative guidance. The Army will ensure that these SDRs will be forwarded to the 

appropriate Army action activity and coordinated with the LMP for financial resolution 

when applicable.

C17.3.10.2.1.2. Total nonreceipt SDRs 

C17.3.10.2.1.2.1. Total Nonreceipt of Security Assistance 

Shipments from DLA Distribution Centers. ILCOs will forward SDRs directly to the DoD 

shipping depot regardless of implementing Component. Where the shipping depot is 

unknown, forward to the ICP/IMM.

C17.3.10.2.1.2.2. Total Nonreceipt of Materiel Shipped via 

DLA CCP.

17

C17.3.10.2.1.2.2.1. Customers should direct SDRs to 

the CCP for research. Include proof of delivery (POD) to the CCP when available. If 

the SDR bypasses the CCP, the source of supply will forward the SDR to the CCP for 

research using Reply Code 504 including POD if not provided on the initial submission.

17 Refer to ADC 1241.
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C17-34 CHAPTER 17

 C17.3.10.2.1.2.2.2. The CCP will reply to the 

customer with status of the shipment if no further action is needed. WebSDR will 

provide a copy of the SDR to the source of supply. If the CCP cannot provide status or 

if POD is not available, the CCP will annotate the SDR reply to the submitter with this 

information and forward to the source of supply for further research using the 

appropriate 300-series forwarding reply code. 

 C17.3.10.2.1.2.2.3. After CCP response, the source 

of supply will review CCP findings and conduct additional research as needed (e.g. 

using Integrated Development Environment/Global Transportation Network 

Convergence (IGC) or contacting the vendor, if necessary). As a result, the source of 

supply may return the SDR to the CCP for further research including the POD (if not 

previously attached). Alternatively, the source of supply may provide credit based upon 

customer-reported nonreceipt and other findings. By exception to standard procedures, 

GSA policy does not authorize credit when proof of delivery to the CCP is available.

 C17.3.10.2.1.3. Defense Logistics Agency (DLA) Directed 

Shipments. Initial action to the DoD shipping activity. When the customer creates a 

Document Type 7 and incorrectly sends it to the ICP, it requires the ICP to respond 

using forwarding Reply Code 504, redirecting the SDR to the shipping distribution 

center. When the shipment originated from a DLA Distribution Center and the customer 

incorrectly creates a Document Type 6 SDR, and directs the SDR to the ICP for action, 

the ICP will reject SDR using Reply Code 939. WebSDR will provide an information 

copy to the ICP when identified on the SDR and when the SDR response is provided by 

the shipping activity. The ICP will provide additional response to the submitter with final 

resolution and providing financial action when applicable. For contact information for 

DLA action activities refer to the DLA Customer Handbook. For assistance contact the 

Customer Support - Virtual Contact Center at 1-877-352-2255 (1-877-DLA-CALL) or 

DSN 661-7766 or e-mail: dlacontactcenter@dla.mil; or the DLA Distribution Customer 

Support Team at DDC.ISDR@dla.mil.

 C17.3.10.2.1.4. GSA Directed Shipments

 C17.3.10.2.1.4.1. GSA shipped from a GSA Supply 

Distribution Facility. Initial action to GSA (GSA National Customer Service Center).

 C17.3.10.2.1.4.2. GSA shipped from a DLA Distribution 

Center. Initial action to the shipping activity. DoD WebSDR will provide a copy to GSA.

 C17.3.10.2.1.4.3. Purchases made by DoD Activities from 

Federal Supply Schedules or GSA Open-End Contracts. The customer may coordinate 

off-line with the supplier for resolution. Identify GSA to receive the SDR under the 

following conditions:

• repetitive discrepancies,

• cases of dispute that cannot be resolved between the ordering office and the 

supplier, or
DLM 4000.25, Volume 2, January 22, 2024

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C17-35 CHAPTER 17

• product quality deficient materiel in Security Assistance shipments where 

GSA has provided inspection at source.

 C17.3.10.2.1.5. All Other DoD Component or Participating Agency 

Directed Shipments. Initial action to the DoD shipping activity. Where the shipping 

activity is not known, forward to the ICP/IMM. WebSDR will provide an information copy 

to the ICP, when identified, and/or the SDR response is provided by the shipping 

activity. 

 C17.3.10.2.2. DoD Central Procurement and Direct Vendor Delivery. 

For materiel procured centrally by a DoD Component ICP, distribution will be as follows 

irrespective of the point of inspection and acceptance.

 C17.3.10.2.2.1. Initial action to the procuring ICP for internal 

distribution to the contracting officer or designated personnel. 

 C17.3.10.2.2.2. Copy to office administering the contract/purchase 

order, if different from the purchasing office, except as otherwise prescribed for 

purchases made from federal supply schedules or GSA open-end contracts below. If 

not identified on the SDR, the initial action activity may forward as appropriate. When 

the Defense Contract Management Agency (DCMA) is identified as the Contract 

Administration Office (CAO), DoD WebSDR will provide an information copy of the initial 

submission and subsequent SDR transactions to DCMA.18

 C17.3.10.3. Materiel Returns

 C17.3.10.3.1. Use PMR or shipping documentation to identify the 

owner, otherwise, initial action to manager’s ICP.

 C17.3.10.3.2. Copy to shipping activity.

 C17.3.10.4. Shipments to DLA Disposition Services 

 C17.3.10.4.1. Initial action to the turn-in activity, as identified on the 

defense turn-in document (DTID) (DD 1348-1A, Block 2). The SDR will be sent directly 

to the generator’s e-mail address when available as the result of an electronic turn-in 

(DLA Disposition Services ETID). If ETID e-mail address is not available, WebSDR 

distribution will be to the turn-in activity SDR monitor or Component-sponsored SDR 

application. 

 C17.3.10.4.2. If distribution via ETID e-mail address, a WebSDR 

generated copy will also be provided to the turn-in activity SDR monitor or Componentsponsored SDR application.

18 Refer to ADC 1052.
DLM 4000.25, Volume 2, January 22, 2024

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C17-36 CHAPTER 17

 C17.3.10.4.3. Partial Weapon Turn-in.19 When SA/LW materiel is 

received, DLA Disposition Services DEMIL Center, Anniston, Alabama must identify the 

SA/LW by a valid NSN or DoD SA/LW Registry assigned management control number 

(MCN), in addition to a separate serial number for each individual weapon.

 C17.3.10.4.3.1. Shipments of a partial weapon identified under the 

whole weapon NSN but lacking the required list of missing parts or a signed statement 

certifying that the weapons have missing parts are discrepant using Discrepancy Code 

D301. DLA Disposition Services will send an SDR to the turn-in activity and attempt to 

contact the turn-in activity off-line. DLA Disposition Services will hold rejected serialized 

weapons/weapon parts in a segregated location pending resolution of the SDR. If the 

DLA Disposition Services does not receive a reply to the SDR with the updated 

documentation or is otherwise unable to resolve the discrepancy within 25 days, DLA 

Disposition Services will return the partial weapons to the turn-in activity. If DLA 

Disposition Services cannot locate the turn-in activity, DLA Disposition Services will 

contact DoD Registry for resolution/disposition instructions or referral to the owning 

Service.

 C17.3.10.4.3.2. If the SDR is resolved via off-line communication, 

the DLA Disposition Services will update the SDR via the correction process to change 

the action code to indicate an informational SDR (Action Code 3B), and document the 

resolution in the SDR remarks. This will allow all parties involved to recognize that no 

further action is needed on the SDR. The SDR will close automatically within the 

Distribution Standard System after these updates are processed. 

 C17.3.10.4.3.3. A turned in weapon subcomponent, such as the 

upper receiver, butt stock assembly, barrel assembly, etc., without its matching 

serialized receiver will NOT be accepted under its end item NSN under any 

circumstances. When identifying the serialized receiver on a weapon, the term 

“serialized receiver” refers to the receiver that displays or holds the serial number of a 

particular weapon. DLA Disposition Services will receipt the subcomponent under the 

applicable materiel identification for the subcomponent(s) and submit an SDR to the 

turn-in activity for corrective action (Action Code 3B) indicating both an item 

identification error and an IUID mismatch. The SDR will alert the turn-in activity to 

correct serialized item tracking registries as needed. It is the responsibility of the turn-in 

activity to correct the SA/LW Registry and IUID Registry as applicable. DLA Disposition 

Services will mutilate and/or destroy non-serialized weapon parts consistent with the 

demilitarization code requirements, local policies, laws, and regulations. The SDR will 

close automatically within the Distribution Standard System with no further action.

 C17.3.10.5. Shipments from DLA Disposition Services. Initial action to the 

Disposition Services Field Office. If not known, SDRs may be directed to DLA 

Disposition Services (RIC S9D). SDR users will no longer submit DLA Disposition 

Services Recycling Control Point SDRs (RIC S9W).

19 Refer to ADC 1175.
DLM 4000.25, Volume 2, January 22, 2024

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C17-37 CHAPTER 17

 C17.3.10.6. Local Purchase. Follow DoD Component guidance. A copy will 

be furnished the Government inspector when inspection is at origin. DoD WebSDR 

does not support SDRs applicable to local purchase discrepancies.

 C17.3.10.7. Industrial Plant Equipment Shipments. DLA, will review all SDRs 

from the initiator, make further distribution as necessary, request appropriate action 

from the consignor, and provide the initiator with replies from the consignor and other 

closeout action.

 C17.3.10.8. SDR Distribution for Packaging Discrepancies 

 C17.3.10.8.1. Contractor/Vendor Shipments 

 C17.3.10.8.1.1. Initial action to the ICP.

 C17.3.10.8.1.2. Copy to Contract Administration Office (CAO). 

For direct vendor delivery discrepancies, the ICP must ensure the contract information 

is included in the SDR reply if not provided by the submitter. Based upon entry of the 

PIID or PIID call/order for procurement source shipments, DoD WebSDR will retrieve 

the CAO DoDAAC from the EDA System contract files and update the SDR 

accordingly.20 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. 21

 C17.3.10.8.1.3. Copy to Administrative Contracting Office (ACO). 

The initial action activity will furnish a copy of the SDR to the ACO (or otherwise provide 

visibility), if a different organizational entity is involved.

 C17.3.10.8.1.4. Copy to Procuring Contracting Office (PCO). The 

initial action activity will furnish a copy of the SDR to the PCO (or otherwise provide 

visibility), if a different organizational entity is involved.

 C17.3.10.8.1.5. Copy to Component Packaging Monitor. SDRs for 

Air Force ICP-directed shipments will be provided to the designated Air Force ICP 

packaging monitor by DoD WebSDR under Component-unique routing rules. 

 C17.3.10.8.2. DoD Originated Shipments

 C17.3.10.8.2.1. Initial action as indicated above for DoD originated 

shipments.

20 Refer to ADC 1268.

21 Refer to ADC 1052. 
DLM 4000.25, Volume 2, January 22, 2024

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C17-38 CHAPTER 17

 C17.3.10.8.2.2. Information copy to be provided systemically by 

DoD WebSDR per Component guidance. SDRs for Air Force ICP directed shipments 

will be provided to the designated Air Force ICP packaging monitor. 

 C17.3.10.10. The Exchange (formerly Army and Air Force Exchange Service 

(AAFES)). SDRs may be routed to the Exchange via DoD WebSDR to the source of 

supply RIC.

C17.3.11. Follow-Up on Original SDR

 C17.3.11.1. Table C17.T3 identifies the SDR Follow-up Time Standards. 

The time standards are displayed in calendar days unless specified.

Table C17.T3 SDR Follow-up Time Standards

Document Type 

Code of SDR

Day when initial 

follow-up allowed 

to be submitted 

Number of Days 

to respond to 

follow-up or 

provide interim 

response.

Interval when subsequent 

follow-up generated

Maximum 

Number of 

follow-ups 

6, 8, 9, R, A, N, P, 

V 

56 30 31 3 

7 31 30 31 3 

Turn-in activities 

(Disposition 

Services partial 

weapons SDRs)

Exception, none 

generated

N/A N/A N/A

W (Action Code 

3A) 

No timeframe for 

follow up due to 

urgency of 

request.

N/A N/A unlimited

Counterfeit 

Material 

Unauthorized 

Product 

Substitution 

Material 

56 30 365 after Interim 

Response Code 520 is 

received

unlimited

Suspected PQDR 

Material 

120 days after 

Interim Response 

code 521 is 

received

30 60 3 

 C17.3.11.2. Submitter Responsibility (including Security Assistance 

customers). When the action activity does not respond to an SDR within the prescribed 
DLM 4000.25, Volume 2, January 22, 2024

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C17-39 CHAPTER 17

time standards specified in this chapter, the submitting activity must provide an SDR 

follow-up. Follow-ups must be directed to the last identified action activity when the 

original SDR was forwarded by the original recipient. Cite the SDR report number of the 

original report. For transactional exchange, include the WebSDR-assigned control 

number when known. Follow-up transactions should include all data that was in the 

previous SDR submission. POC information for the follow-up and the follow-up date are 

required. A narrative entry is required to provide clarification for the follow-up. The 

submitter or DoD WebSDR must forward the follow-up to the current action activity 

when SDR history indicates a or updated action activity has been identified (such as 

based upon prior Reply Code 504 or a 300-series reply code).

C17.3.11.2.1. SDR submitters may follow-up on Document Type Code 7 

SDRs sent to storage activities after 31 days from the submission date have elapsed

from the time of the submission date regardless of any interim responses provided by 

the storage activity. This will not ensure full resolution of the SDR, but will help identify 

a communication problem before the entire SDR response period has elapsed (i.e. 

depot and source of supply processing time).

C17.3.11.2.2. SDR submitters may follow-up on all other Document 

Type Code SDRs (Except Type W, Action Code 3A, and Disposition Service SDRs) on 

day 56 from the original submission date when no response has been provided. 

C17.3.11.2.3. If the action activity provides an interim response, the 

submitter can still generate the initial follow up on day 56 and a maximum of two 

additional follow-ups every 31 days thereafter. 

C17.3.11.2.4. After three follow-ups, DoD WebSDR will block 

transmission of a fourth follow-up and request that the submitter contact the action 

activity directly.

C17.3.11.2.5. In response to interim Reply Code 520 indicating 

suspected Counterfeit Materiel/Unauthorized Product Substitution (CM/UPS) materiel 

may be suspended for an extended period, the storage activity will limit systemic followup requests to once every 12 months. There will be no limit on the follow-ups allowed.

C17.3.11.2.6. In response to interim Reply Code 521 indicating 

suspected product quality deficient materiel may be suspended for an extended period 

of time, the storage activity will not follow-up for response until 120 days have elapsed, 

and then subsequent follow-ups should be sent every 60 days. No more than three 

response/follow-up transactions per SDR will be allowed.

C17.3.11.2.7. By exception, DLA Disposition Services will not generate 

SDR follow-ups for turn-in of partial weapons lacking the required list of missing parts or 

a signed statement certifying that the weapons have missing parts. Turn-in activities 

are required to respond to the SDR within 25 days. After the 25 days, DLA Disposition 

Services will attempt to contact the turn-in activity off-line to achieve resolution. The 

lack of a positive resolution in a timely matter will cause the return of the shipment to the 
DLM 4000.25, Volume 2, January 22, 2024

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C17-40 CHAPTER 17

turn-in activity. DLA Disposition Services will contact the Army Logistics Data Analysis 

Center (LDAC) for resolution/disposition instructions or referral to the owning Service as 

necessary in order to identify the turn-in activity or alternate recipient. Subsequently,

LDAC may contact others to include item managers as deemed necessary to provide 

resolution. Upon resolution of the SDR or when the SDR resulted in the return of the 

shipment, DLA Disposition Services will update the Action Code from 3C, to 3B and 

update the remarks appropriately to ensure the SDR is closed out.

 C17.3.11.3. Action Activity Procedures.22 Action activities must respond to 

submitter follow-ups in a timely manner as shown in Table C17.T3. Action activities are 

encouraged to be responsive to submitter follow-ups in a positive way whenever 

possible. Rejection should be reserved for unduly late follow-ups where the elapsed 

time impedes proper research. Follow-ups on open SDRs submitted prior to completion 

of the authorized response time or after a significant delay may be rejected using the 

assigned reject reply code. The preferable response to follow-ups submitted after the 

SDR has been closed is retransmission of the original response. 

 C17.3.11.3.1. Upon receipt of the follow-up, the action activity will 

ensure that a response with disposition or interim status is provided within 30 calendar 

days.

 C17.3.11.3.2. Action activities may reject premature follow-ups using 

SDR Reply Code 933.

 C17.3.11.3.3. The applicable ILCO is responsible for rejecting FMS 

SDR follow-ups considered outside acceptable time standards.

C17.3.12. Responsible Action Activity Response to an SDR

 C17.3.12.1. Procedures

 C17.3.12.1.1. Processing. Responsible action activities will process all 

discrepancy reports under the policies and procedures set forth in this publication and 

the DoD Component implementing regulations. Responsible action activities include all 

activities required to take action on a reported discrepancy. Action activities will

consider the associated MRA during validation of SDRs. Conflicting information will be 

investigated as appropriate.

 C17.3.12.1.2. Replies. Action activities will reply to SDRs/SQCRs by 

submission of a DLMS 842A/R to WebSDR or via direct WebSDR input. SDR replies 

will indicate the appropriate disposition, (e.g., acknowledgement of the report, 

disposition of the materiel, validation of the report with authorization of financial 

adjustment, and/or instructions for repackaging, repair or other types of corrective 

action). SDR replies made by the action activity may require multiple dispositions 

under certain circumstances 

22 Refer to ADC 1066.
DLM 4000.25, Volume 2, January 22, 2024

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C17-41 CHAPTER 17

 C17.3.12.1.2.1. Action activities may provide multiple 

dispositions when appropriate and provide disposition instructions for each reply 

code in the remarks field citing the reply code with the associated disposition. 

The responder will have to reference the reply code and specify the quantity to 

the corresponding disposition instructions in the remarks field in long text.

 C17.3.12.1.2.2. In cases where the assets have Serial Numbers 

(S/N) or Unique Item Identification (UII) requirements, and the action activity 

wants to disposition by S/N or UII, they will provide in the long text the exact 

disposition instructions to the corresponding S/N or UII they desire in addition to 

the systemic disposition.

 C17.3.12.1.2.3. When the disposition instructions exceed the 

capacity of the remarks field (800-character limit in WebSDR and 700 in 

Distribution Standard System (DSS)), the action activity will annotate in the 

remarks field that an email was submitted to ddcbsmqn@dla.mil with additional 

information, due to character limits. This action allows for systemic disposition 

and provides evidential matter for an audit trail for the disposition that was sent 

offline. This email only applies to DLA Distribution Created SDR/SQCRs type 5, 8, 

9, and R.

 C17.3.12.1.2.4. When the SDR or SQCR disposition 

instructions require that the discrepant item(s) be shipped, the action activity 

must transmit the Material Release Order/Disposal Release Order (MRO/DRO) 

requesting movement or shipment of materiel.

 C17.3.12.1.2.5. SDR replies must contain the appropriate 

discrepancy code consistent with all information provided by the customer. The action 

activity may need to update the discrepancy codes used by the customer to assign the 

appropriate discrepancy code for the scenario described in the SDR remarks. The 

action activity will identify the disposition/status using the appropriate Reply Code 

(Appendix 7.28) with detailed instructions in the remarks field. Action activities may 

include the applicable Cause Code (CN/CP/CS) in the SDR to provide better visibility of 

the underlying reason for the SDR; cause codes are required for SDR (Document Type 

Code 6/9/P/W) associated with contractor/vendor noncompliance. Upon subsequent 

determination that contractor/vendor noncompliance is not applicable, (e.g., in response 

to a contractor challenge), the item manager must provide a new SDR reply containing 

Reply Code 151 (prior response is superseded) and no cause code (or a replacement 

cause code not associated with the contractor noncompliance).23 Action activities will 

ensure that inappropriate reply codes are blocked from use when responding to 

transshipper SDRs (Document Type Code W).24 

23 Refer to ADC 1181A.

24 Refer to Approved DLMS Change 317B, Action Activity Replies to Transshipper-Prepared SDRs
DLM 4000.25, Volume 2, January 22, 2024

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C17-42 CHAPTER 17

 C17.3.12.1.2.6. New Procurement SDRs. The action activity must 

complete shipment information applicable to DVD, new procurement, etc., where 

incomplete or inaccurate on the original report. This includes identification of the vendor

(by CAGE), PIID, and identifying shipment numbers. When procurement information is 

populated by EDA interface, it will not be overridden by subsequent entries. The 

submitting activity must ensure that DVD shipments are identified by Document Type 

Code 6. When the customer incorrectly routes a Document Type 6 (DVD) SDR to a 

DLA Distribution Center, they will reject it using Reply Code 901 Transaction rejected: 

Discrepancy report submitted to wrong activity. Resubmit to the correct action activity 

(identified in remarks when known).

 C17.3.12.1.2.7. Interim Replies. Interim replies may be used to 

inform the submitter that an SDR has been forwarded to another organization for 

investigation or resolution. Interim replies may also be used to request additional 

information required to determine final disposition. Responsible activities must 

provide an interim reply where a final reply cannot be provided within the established 

time standards as specified in this chapter. Failure to meet the established time

standards must be caused by reasons outside the control of the ICP/IMM. Such interim 

replies will identify any other action activities involved and, when feasible, indicate when 

additional status will be provided. Identify the interim disposition/status using the 

appropriate reply code. Interim reply codes in the 300 or 500 series are typically used 

to designate an interim reply involving forwarding to another organization (Appendix 

7.28). The storage activity will provide an interim reply when recommending credit be 

provided by the source of supply based upon a validated discrepancy. For this purpose, 

the storage activity will cite Reply Code 525 and forward the SDR using the applicable 

300-series applicable to the source of supply for processing. When the storage activity 

forwards an SDR to the source of supply for action using a 300-series interim reply 

code, the SDR transaction must be formatted to identify the source of supply RIC as the 

action activity. WebSDR will provide notification of forwarding action to the SDR initiator. 

This “forwarding” process and associated format will allow the reply transaction, 

including the initial responder’s reply remarks, to be transmitted to the new action 

activity. WebSDR will recognize the new action activity for reports and Web responder 

role access. If no coding exists to specifically identify the reasons for the delay, select 

Reply Code 137 and provide a clear-text explanation.

 C17.3.12.1.2.7.1. Storage Activity/Initial Action Activity 

Forwarding to the Owner/Manager. When the SDR is directed to the shipping activity 

(e.g., DLA Distribution Center) or other authorized initial action activity (e.g., the NAMI 

program office for SDRs subsequent to inter-Component lateral redistribution) for initial 

investigation, the specific discrepancy or Component-directed procedures may require 

that the SDR be forwarded to the owner/manager for final resolution. These SDRs are 

forwarded using the applicable 300-series forwarding reply code. 

 C17.3.12.1.2.7.1.1. The SDR reply transmitted by the 

initial action activity using a 300-series reply code is interpreted as an interim reply and 

may include the results of investigation and the recommended financial resolution and 

disposition. It is responsibility of the owner/manager to which the SDR was forwarded 
DLM 4000.25, Volume 2, January 22, 2024

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C17-43 CHAPTER 17

to provide the final response. The final response may differ from that provided on the 

interim response.

 C17.3.12.1.2.7.1.2. A unique formatting rule is required 

for 300-series forwarding replies requiring the owner/manager to which the SDR is 

being forwarded to be identified as the RIC-To (rather than the DoDAAC of the SDR 

submitter normally used as the “transaction-to” activity in the SDR reply). The RIC-To 

must match the owner/manager data field unless a specific exception to this rule is 

authorized. WebSDR will forward the SDR to the designated owner/manager for action 

and a copy will be provided to the SDR submitter. WebSDR will populate the 

owner/manager RIC as the Transfer-To RIC in the copy of the SDR reply sent to the 

submitter to specifically identify the activity to which action has been transferred. When 

used by a storage activity, the submitter’s SDR application must be updated to reflect 

the new action activity while retaining the SDR in an open status.

 C17.3.12.1.2.7.2. For suspected CM/UPS, the ICP/IMM may 

use interim Reply Code 520 (SDR materiel undergoing test/evaluation) to indicate that 

materiel may be suspended for an extended period of time. Upon receiving the Reply 

Code 520, the storage activity will limit systemic follow-up requests to once every 12

months. There will be no limit on the follow-ups allowed. Once the investigation is 

complete, final disposition will be provided by the ICP/IMM to the storage activity.

 C17.3.12.1.2.7.3. DLA Distribution will interpret Reply Codes 

107/108 as final disposition when received on an SDR response. All other activities will 

interpret Reply Codes 107/108 as interim response. 

 C17.3.12.1.2.7.4. For suspended materiel resulting in 

processing of a PQDR, the ICP may use interim Reply Code 521 (SDR resolution 

pending PQDR review) to indicate that materiel may be suspended for an extended 

period of time. Upon receiving the Reply Code 521, the storage activity will not followup for response until 120 days have elapsed, and then subsequent follow-ups should be 

sent every 60 days. No more than three response/follow-up transactions per SDR will 

be allowed. A fourth transmission of Reply Code 521 or associated follow-up will result 

in systemic rejection and will require manual attention.

 C17.3.12.1.2.8. Status Updates.

25 Status updates (Transaction 

Set Purpose Set Code SU) are a unique form of reply prepared by the activity that 

submitted the SDR in response to the action activity. This type of transaction goes 

directly to the identified recipient without being copied to other parties, except to 

specifically identified copy recipients identified in the transaction. It is used by the 

storage activity to provide a status update to the ICP/IMM, often in response to an 

interim reply requesting clarification of the discrepancy. Using the status update format 

the SDR may engage in a two-way communication with the action activity. The status 

update may not be used to modify originally reported SDR data elements. The status 

25 Refer to ADC 1044A Clarification of Business Rules associated with SDR Replies for Status Update 

and Completion Notification. 
DLM 4000.25, Volume 2, January 22, 2024

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C17-44 CHAPTER 17

update may also be used to send research findings/ recommendations to the ICP/IMM 

(Army directed shipments only).

 C17.3.12.1.2.8.1. For interim replies requesting additional 

clarification (Reply Code 104), the submitting activity is encouraged to respond 

immediately, but no later than 31 day from issuance of the request. In a transactional 

response to the request for additional information, the submitting activity must provide a 

status update (Transaction Set Purpose Set Code SU) using Reply Code 321 to notify 

the action activity that the requested information is being provided or the submitter may 

provide clarification via off-line communication. No more than three request/response 

transactions per SDR will be allowed. A fourth transmission of Reply Code 104 or 321 

will result in systemic rejection and will require manual attention. 

 C17.3.12.1.2.8.2. When the ICP/IMM has directed 

reclassification of materiel by Reply Code 608 the storage activity will perform the 

requested action and provide status update with Reply Code 320 (Reclassification of 

materiel complete). Reply Code 608 may not be used in conjunction with other reply 

codes. When using Reply Code 608, the action activity must provide final disposition 

separately by a subsequent SDR reply after the reclassification action is reported as 

complete. No more than three request/response per SDR will be allowed. A fourth 

transmission of Reply Code 608 or 320 will result in systemic rejection and will require 

manual attention. (Note that action activities may use Reply Code 609 to request 

reclassification of materiel in combination with other disposition instructions identified 

via additional reply code(s) and remarks.)

 C17.3.12.1.2.9. Replacement or corrected replies.

26 The action 

activity may identify a replacement or corrected reply using Disposition Status Code 151 

to indicate that the previous reply is superseded. This code may be used when a 

closed or completed SDR (meaning a response was already provided by the action 

activity) is reopened or reconsidered as a result of a formal submitter request for 

reconsideration; as a result of new findings during action activity review/investigation; or 

as a result of a mistake requiring a corrected reply. 

 C17.3.12.1.2.10. Denials. SDRs not meeting the reporting criteria 

or time standards specified in this chapter or not including sufficient justification, may be 

considered for information only, or denied, as appropriate. DoD ICP/IMM action 

activities are encouraged to accept late submissions lacking justification for trend 

analysis/corrective action; with associated financial credit provided at the discretion of 

the action activity. The responsible activity will use the SDR response and cite the 

appropriate disposition/status (reply) code. 

 C17.3.12.1.2.11. Completion Notification.

27 The submitting system 

will use a completion notification, identified by Transaction Set Purpose Code CN or 

Completion Notification in the SDR reply, will be used by the submitter to communicate 

26 Refer to ADC 222.

27 Refer to ADC 1044A Clarification of Business Rules associated with SDR Replies for Status Update 

and Completion Notification.
DLM 4000.25, Volume 2, January 22, 2024

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C17-45 CHAPTER 17

with the action activity that final action has been taken on an SDR requiring a materiel 

disposition action. The SDR system receiving the Completion Notification may close 

the SDR as well or keep it open for additional actions. Submission of a Completion 

Notification is required for all SDRs prepared by the submitter, with the exception of 

those clearly identified as being provided for information only and requiring no action 

activity reply (SDR Action Codes 1H or 3B only). Action Code 1H or 3B SDRs will

automatically be placed into a closed status in WebSDR metrics. The completion notice 

may not be used to modify originally reported SDR data elements. The following subparagraphs provide more detailed information regarding Completion Notification

processing.

C17.3.12.1.2.11.1. When a Completion Notification processes 

against an SDR, the SDR cannot be reopened. The Completion Notification puts the 

SDR into a closed status, and signifies the submitter has taken disposition action 

provided by the action activity. For SDR Document Type Code 6/9/P/W, WebSDR will 

process a Reply (Transaction Set Purpose Code 11) only when the action activity 

determines the cause code needs to be updated after the vendor challenge process has 

been completed. WebSDR will also allow a reply to process for all SDRs with Action 

Code 1H or 3B regardless of reply code. This will allow a Cause Code, 

acknowledgment (103) or any other reply indicating pertinent information to process on 

the SDR. All SDRs with the Completion Notification or Action Code 1H or 3B will 

remain in a closed status regardless of if a reply processes. However, if the submitter 

generates a cancellation, the cancellation will process and place the SDR into a 

cancelled status.

C17.3.12.1.2.11.2. Completion Notifications can only be 

generated by the submitting system. WebSDR will reject with Reply Code 950 any 

attempt to generate a Completion Notification for an SDR that did not originate in the 

submitting system.

C17.3.12.1.2.11.3. The submitter will use a Completion 

Notification to inform the action activity that all action is complete using Reply Code 410.

C17.3.12.1.2.11.4. Under selected scenarios, the submitter 

will provide a completion notice without a response from the owner/manager when the 

SDR is automatically closed immediately after transmission. SDR Action Codes 1B 

(Materiel being retained) and 1G (Reshipment not required; item to be re-requisitioned) 

apply. A completion notice will be provided using Reply Code 410.

C17.3.12.1.2.11.5. The submitting system will prepare a 

completion notification using Reply Code 411 to notify the action activity that the SDR 

has been closed due to zero balance on record. This will not result in an investigation 

as it is generally the result of processing a release order during the interim period after 

the SDR was prepared and prior to execution of the disposition instructions. The action 

activity may close the SDR due to the materiel no longer being available. If SDR is a 

Document Type 9, then the action activity must take further action to locate new 

procurement materiel.
DLM 4000.25, Volume 2, January 22, 2024

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C17-46 CHAPTER 17

 C17.3.12.1.2.11.6. The storage activity will use a completion 

notification to inform the action activity that materiel disposition could not be completed 

due to zero balance at storage location using Reply Code 412 and clarifying remarks. 

The ICP may close the SDR due to the materiel no longer being available. If the SDR is 

a Document Type 9, the ICP must take further action to locate the new procurement 

materiel.

 C17.3.12.1.2.12. Exceptions to the Completion Notification (CN) 

Requirement. SDRs with Action Codes 1H and 3B do not require the Completion 

Notification and will be placed in a closed status. When a reply is submitted, it will be 

posted to the record, but remain in the closed status without being systemically rejected 

by WebSDR. 

 C17.3.12.1.3. DoD ICP/IMM, Shipping Depot, or GSA Actions. The 

ICP/IMM or shipping depot will: 

 C17.3.12.1.3.1. Review all SDRs received for processing and 

determine proper course of action based on available supply records and the results of 

investigation. This includes SDRs which the customer has reported as requiring no 

action (Action Code 1H or 3B).

 C17.3.12.1.3.2. Provide the SDR response to include disposition 

instructions as needed to the customer or the ILCO for Security Assistance SDRs. The 

responsible activity will provide point of contact information for each SDR response.

 C17.3.12.1.3.3. Based upon validated SDRs, the storage activity 

may reverse the original issue or adjust inventory balances, as applicable. Prior 

coordination with the ICP/IMM is required for use of issue reversals as a means of 

correcting records and providing credit to the billed party. The ICP/IMM is responsible 

for providing a PMR to the distribution center when the SDR reply (prepared by the 

source of supply or distribution center) directs return of discrepant materiel. Based 

upon validated SDRs, the ICP/IMM may request that DFAS or integrated financial 

process authorize adjustment/credit in accordance with MILSBILLS procedures in DLM

4000.25, Volume 4, Military Standard Billing System – Finance. Failure to comply with 

instructions to return discrepant materiel will result in billing for materiel received.

 C17.3.12.1.3.3.1. The storage activity may recommend credit, 

debit for materiel retained, forwarding of materiel received, or materiel be retained at no 

charge via a reply forwarded to the source of supply (must include applicable 300-series 

reply code). The storage activity response will be based upon research to include 

review of inventory records and physical inventory, as appropriate. WebSDR will 

provide an information copy of the storage activity reply to the SDR submitter. 

 C17.3.12.1.3.3.2. Upon receipt of a storage activity 

recommendation, the source of supply will conduct further research (supply and 

financial records) and provide a final reply to the SDR submitter indicating credit/debit is 

authorized or denied, as appropriate.
DLM 4000.25, Volume 2, January 22, 2024

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 C17.3.12.1.3.4. Fulfill customer requests for expedited or 

replacement shipment (e.g., due to shortage, non-receipt, wrong item, or comparable 

discrepancy) when feasible and assets are available.28 

 C17.3.12.1.3.4.1. Source of supply procedures must ensure 

replacement shipments do not incur double billing. Therefore, credit will be provided for 

the original shipment when applicable. Security Assistance customers will not be 

explicitly excluded from receiving a replacement shipment. The source of supply will 

reprocess the customers’ requirements using the original document number suffixed to 

ensure separate billing and unique TCN assignment. Source of supply processing must 

trigger relevant supply and shipment status. Expedited Transportation Handling Signal 

777 in response to a non-Security Assistance customer request for expedited shipment 

may be assigned when the original special requirements code (legacy required delivery 

date (RDD) field is blank or all numeric (other than 444, 555, or 777) or the RDD from 

the original requisition is less than 8 days from the current date. Inclusion of the 

Expedited Transportation Signal 777 will normally cause the shipment to move by 

premium (air) transportation. Shipments identifying Expedited Transportation Signal 

777 are subject to air clearance processing whereby the air clearance authority may 

consult with the requisitioner to determine if the additional expense associated with air 

transportation is justified and potentially direct shipment movement by a surface mode. 

 C17.3.12.1.3.4.2. If reshipment cannot be accomplished, 

respond with Reply Code 126 (Stock not available or will not be reshipped in response 

to SDR) and up to two additional reply codes, as applicable. Customers will be required 

to re-requisition materiel that is still required.

 C17.3.12.1.3.5. Provide signed evidence of shipment to the ILCO 

for Security Assistance SDR for non-receipt of materiel. If this documentation cannot be 

provided, appropriate credit is required.

 C17.3.12.1.3.6. Provide documentation to the ILCO that is 

matched to the quantity shipped for Security Assistance SDRs for concealed shortages. 

Examples of such documentation are those containing size, total weight, and cube 

accepted by the carrier. Credit is denied if the documentation, in conjunction with the 

unit weight, supports shipment of the total quantity billed. Otherwise, appropriate credit 

for the differences is required.

 C17.3.12.1.4. Disposition of Materiel. Use the SDR response as an 

action reply for those discrepant conditions requiring disposition instructions to the 

reporting activity, (e.g., overages, damages (USPS), deficient materiel (Security 

Assistance), or erroneous or misdirected materiel). 

 C17.3.12.1.4.1. Customer Returns. In many cases, logistics 

business rules require that the return shipment use the same document number as the 

related order/sale. While this reuse may be appropriate for some materiel held at the 

28 Refer to ADC 1091, SDRs Requesting Expedited or Replacement Shipment.
DLM 4000.25, Volume 2, January 22, 2024

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customer’s location, it is not feasible for all situations. When the materiel is already 

located in a DLA Distribution Center and no physical shipment is required to return the 

materiel to the original owner/manager, the current owner must not reuse (or suffix) the 

original document number for the Prepositioned Materiel Receipt (PMR) and Materiel 

Release Order (MRO) directing the return. The responsible action activity must assign 

an alternative document number when materiel is located in a DLA Distribution Center 

and the current owner must use a ship-in-place materiel release order to direct the 

return. Additionally, submitters must use the reconsideration request to ask for an 

alternative document number due to system constraints prohibiting reuse of the original 

shipment document number. When using a new document number for the directed 

return of discrepant/deficient materiel, the owner/manager and the returning activity 

must retain an audit trail linking the old and new document number/suffix (both 

document numbers will be included in the PMR, Materiel Returns Shipment Status, and 

Receipt transactions). The SDR reply will include the date by which the customer is 

requested to return the materiel to the designated location. The ICP will require 

expedited return where appropriate, such as FMS classified/sensitive item returns, and 

overage returns for back-ordered materiel not available within another customer’s

required delivery date. Identify the return-to location by DoDAAC or CAGE (use for 

contractors when no DoDAAC is assigned). Clear text addresses may be included in 

addition to the DoDAAC and must be included in the SDR Reply remarks text for returns 

directed to the contractor identified by a CAGE only.29 The source of supply will

provide reimbursement for packing, crating, handling, and transportation for directed 

returns under MILSBILLS procedures in DLM 4000.25, Volume 4, Finance, procedures.

Use of the Defense Transportation System (DTS) for the return movement is 

encouraged except where use of a designated commercial carrier is more cost 

effective/efficient or transportation cost will be borne by another party (e.g., a vendor for 

return of nonconforming materiel). As an alternative to providing transportation 

reimbursement, the responsible action activity may provide the transportation account 

code (TAC) chargeable for the transportation services or direct use of a commercial 

carrier by providing the paying activity’s carriers account number or a pre-paid return 

shipping label. In those cases where an exhibit of the discrepant materiel is directed for 

return, the activity requesting this action will pay for exhibit shipment costs. Action 

activities will either furnish DD Form 1348-1A for materiel to be returned or provide 

comparable information to accomplish the return. A copy of the SDR and the shipment 

document will be included with returned materiel and annotated as an “SDR RETURN.” 

When discrepant materiel is directed for return to a contractor, a hard-copy SDR 

including disposition instructions will be included with the shipment. No statement 

adversely affecting the Government's claim will be shown on any documentation 

returned to the contractor. For non-Security Assistance customers, materiel not 

returned as directed within 90 calendar days (if CONUS) or 120 days (if OCONUS) of 

the SDR reply will be billed.

29 Include return-to location, suspense date, return document number/suffix, and (when applicable) carrier 

tracking number in the SDR Reply remarks text pending full implementation of discrete transaction data 

fields. Refer to ADC 1249. 
DLM 4000.25, Volume 2, January 22, 2024

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C17-49 CHAPTER 17

 C17.3.12.1.4.2. DLA Distribution Center Returns and Transfers to 

DLA Disposition Services. SDR disposition instructions to DLA disposition centers may 

direct disposal or shipment of discrepant/deficient materiel to another location (e.g., 

return to a vendor) using the appropriate SDR reply code. This type of SDR disposition 

must be provided concurrent to transmission of the DLMS 940R Materiel Release 

Order, which includes the option to add the corresponding distribution center 

number (DCN), in accordance with MILSTRIP procedures in DLM 4000.25 Volume 2 

for clear audit history for inventory reporting. The DLMS MRO supports discrete 

identification of the carrier and the carrier account number to allow systemic recognition 

of this information and ensure the appropriate party is charged for the transportation of 

the nonconforming materiel.30

 C17.3.12.1.4.3. Corrective Action for Packaging Discrepancies. 

Responsible activities will immediately investigate reported discrepancies and take 

action to prevent their recurrence. An indication of what corrective action will normally 

be included in the SDR reply. An information copy will be sent to the appropriate 

Component packaging monitor. For shipments of ammunition, explosives, or other 

hazardous materiel, the DoD or GSA responsible activities must provide reports of 

corrective action in all cases. Wherever possible, use the reply code and SDR remarks 

to show the corrective action. A corrective action statement may be recorded on a 

separate document if additional space is required. Statements of corrective action will

also be sent when requested by the SDR initiator or upon special request of the 

Component packaging monitor. For contractor originated shipments, investigating 

activities will send an information copy of the results of their investigation to the 

responsible procurement activity or commodity command. Reports of corrective action 

must not be delayed pending final determination of the contracting officer when 

reimbursement is warranted. Report final actions when completed. When a Contract 

Administration Office (CAO) investigating activity finds corrective or preventive action is 

outside the scope of contract administration and requires action by the procuring 

activity, the SDR and investigation report will be forwarded to the procuring activity for 

action, with information copies to the appropriate Component packaging monitor and 

the initiator. 

 C17.3.12.1.4.4. Packaging Discrepancies Noted at a Distribution 

Center. The ICP will annotate the SDR to indicate that distribution center repackaging is 

approved or not approved. If the ICP authorizes corrective action, the SDR will also 

show the appropriate funding/ authorization document, (e.g., job order number, Military 

Interdepartmental Purchase Request (MIPR) number, or SF 1080), to which the 

distribution center may charge the corrective action costs. After completing corrective 

action, the distribution center will annotate the actual cost of the work performed, note 

the date completed, and forward a copy to the ICP for close-out.

 C17.3.12.1.4.5. Corrective Action for Non-Compliant WPM. Action 

activities in receipt of SDRs reporting WPM non-compliance under generic packaging 

discrepancy codes must reassign the discrepancy code to P215 on their responses. 

30 Refer to ADC 1164
DLM 4000.25, Volume 2, January 22, 2024

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This supports mandatory tracking and trend analysis using automated SDR 

applications. In the event the shipment becomes frustrated, the action activity will 

provide instructions for corrective action in order to bring the shipment into conformance 

or otherwise direct remedial action. Corrective actions and options will be based upon 

the circumstances of the quarantined/frustrated shipment, value and priority of the 

shipment, access to the shipment by DoD personnel, and location of the consignee. 

Alternatives include: 

 C17.3.12.1.4.5.1. Inspection, certification, and marking of 

compliant WPM,

 C17.3.12.1.4.5.2. Replacement of the WPM,

 C17.3.12.1.4.5.3. Consignee pick-up of the materiel only, or

 C17.3.12.1.4.5.4. Return to origin or designated location.

 C17.3.12.1.4.5.5. Repacking and disposal costs associated 

with non-compliant WPM receipts that will be the responsibility of the owner of the stock 

directing shipment (i.e., last identified shipper or item manager). Photographic evidence 

may be requested to substantiate a claim for the recoupment of funds expended in 

bringing the shipment into compliance. Where applicable, the reporting activity may 

submit an SF 1080, “Voucher for Transfers between Appropriations and/or Funds.”

C17.3.13. Time Standards

 C17.3.13.1. Submitting SDRs and SDR Responses. This section provides 

time standards for submission of SDRs and SDR responses. When referring to 

number of days in this chapter, days are expressed in calendar days, not business 

days.

 C17.3.13.1.1. Time Standards for SDR Submission by Non-Security 

Assistance Customers. An SDR will be submitted by receiving activities and/or 

transshipment activities as soon as possible, but not later than the time standards listed 

below. SDRs not meeting the reporting criteria or timeframes specified in this chapter

that do not present sufficient justification will be processed for information only. Routine 

time standards, special rules, and exceptions are:

 C17.3.13.1.1.1. CONUS Destinations: 60 calendar days from date 

of shipment.

 C17.3.13.1.1.2. Overseas Destinations: 120 calendar days from 

the date of shipment

 C17.3.13.1.1.3. Discrepant Controlled Inventory Items, Arms, Arms 

Parts, Ammunition, and Explosives. Report discrepancies within 24 hours of discovery 

for shortage, overage, wrong item, misdirected shipments. This includes stock number 

materiel with a catalogued controlled inventory item code (CIIC) indicating the item is 
DLM 4000.25, Volume 2, January 22, 2024

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identified as classified or sensitive. In addition, pilferable codes associated with arms 

and ammunition are also included (codes N and P) in this category. 

 C17.3.13.1.1.4. Exceptions: 

 C17.3.13.1.1.4.1. Time limits do not apply to short shipment 

and wrong item discrepancies discovered upon opening a sealed vendor pack. 

 C17.3.13.1.1.4.2. Time limits do not apply to those IUID 

discrepancies that must be reported to ensure the IUID registry and/or owner records 

are properly maintained. 

 C17.3.13.1.1.4.3. Time limits for reporting discrepancies 

relating to contractor warranties are prescribed in individual warranty clauses and/or 

contracts. Those time limits override other time limits specified in this chapter. 

 C17.3.13.1.1.5. Late Submission. When circumstances prevent 

compliance with the above time standards, (e.g., response to a tracer action reveals a 

supposed transportation discrepancy to be a shipping/packaging discrepancy), the 

reasons for delay will be provided in a brief clear-text explanation. If appropriate, the 

responsible activities will honor the discrepancy report. Reporting activities are required 

to send SDRs to report a shipping or packaging discrepancy even after the above 

submission time standard has elapsed. If lacking justification, action activities will

process for use in reporting metrics and corrective action, if appropriate. The source of 

supply will not be responsible for financial resolution on late submission SDRs unless 

shipment history is available and the circumstances warrant such action

 C17.3.13.2. Time Standards for SDR Response. Responsible action 

activities will reply to all SDRs received within the following time standards. Interim 

responses will be provided when extenuating circumstances necessitate additional 

processing time as authorized in this chapter. Refer to Table C17.T3. When referring 

to number of days in this chapter, days are expressed in calendar days, not business 

days. 

Table C17.T4. SDR Response Time Standards.

31

Type of Time Standard Number of Days

Standard Response: (Includes DLA Disposition Services) 50 Days

Exceptions to Standard Response Times

Document Type Code W Transshipper SDR with Action Code 3A 

(frustrated shipment SDRs)

5 Days

Document Type Code 7 Customer SDRs, Shipping Depot Response 25 Days

When forwarded to ICP for 

additional response add 

31 Refer to ADC 1359.
DLM 4000.25, Volume 2, January 22, 2024

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Table C17.T4. SDR Response Time Standards.

31

Type of Time Standard Number of Days

25 days for a total of 50 

days)

All UIT Program Items 

Items Classified SECRET or above,

Nuclear Weapon Related Materiel (NWRM)

Communications Systems

* In addition to UIT program codes, CIIC Codes included in this 

category are: $, 1, 5, 9, E, F, G, H, K, L, P, S, T, W

24 hours, initial interim 

response, or 

acknowledgement.* 

25 Days, final* 

Note 1: SDR Response Time Standards are based upon the original submission date.

Note 2: Misrouting of SDRs may extend total processing time beyond the authorized response time 

standard.

Note 3: Army total processing time for Document Type 7 SDRs is 50 days

 C17.3.13.2.1. All UIT Program items, or items classified SECRET or 

above, nuclear weapon related materiel (NWRM) and communication systems. The 

action activity must provide an interim response or acknowledgment within 24 hours 

indicating that the SDR is being giving appropriate attention and will be followed by a 

comprehensive response within 25 calendar days (inclusive of sequential processing by 

multiple action activities when necessary).

 C17.3.13.2.2. Discrepant controlled inventory items other than those 

classified SECRET, or above or NWRM, arms, arms parts, and explosive and inert 

ammunition (shortage/overage/wrong item/mismatched IUID/misdirected): Total 

response time, to include sequential processing by multiple action activities when 

necessary, will not exceed 25 calendar days. 

 C17.3.13.2.3. Wrong item receipts identified as controlled/sensitive or 

above and NWRM and unidentified items will be returned to the designated location 

within 30 calendar days of the SDR reply. Sources of supply will monitor for the return 

and follow-up with the SDR submitter if materiel is not returned.

 C17.3.13.2.4. Expedited processing is required for transshipper 

prepared SDRs requiring positive action from the action activity (e.g., preparation of 

SDS or verification of label/marking information. Where forward movement of the 

shipment is delayed pending a response as indicated by Action Code 3A, the response 

time will not exceed 5 calendar days.

 C17.3.13.2.5. Action activities receiving SDRs inappropriately will make 

every effort to forward to the correct action activity within 5 calendar days. 

 C17.3.13.3. Transfers of IMM Responsibilities
DLM 4000.25, Volume 2, January 22, 2024

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C17-53 CHAPTER 17

 C17.3.13.3.1. Logistics Reassignment 

 C17.3.13.3.1.1. Under the logistics reassignment procedures, IMM 

responsibility for an item may have been transferred to another DoD Component after 

the date of shipment. In these instances, a single discrepancy reported on a requisition 

line-item may require action and/or reply from two different DoD Components (e.g., 

shipper's ICP/IMM and gaining item manager (GIM)). For example, on receipt of an 

incorrect item, one DoD Component could be responsible for the investigation (shipping 

activity) and the initiation of a billing adjustment (shipper's ICP/IMM) for the item billed 

(but not received), and the GIM would be responsible for providing disposition 

instructions for the erroneous materiel. 

 C17.3.13.3.1.2. SDRs applicable to storage activity procurement 

source receipts after logistics reassignment where the LIM issued the contract will be 

reported to the LIM based upon the PMR. The LIM is responsible for negotiation with 

the contractor for resolution of the discrepancy. If no PMR was provided, the SDR may 

be reported to the item manager (the GIM). If the GIM had no due-in for this materiel, 

the SDR will be rejected with Reply Code 901 (submitted to wrong source of supply) 

and remarks text directing resubmission to the LIM, or forwarded (via Reply Code 504) 

to the LIM for action.

 C17.3.13.3.2. Response Coordination. It is not the responsibility of the 

SDR initiator to forward copies of the SDR to all parties involved. Instead, it is the 

responsibility of the LIM to coordinate with the GIM for an appropriate 

response/disposition to the submitter. 

C17.3.14. Reconsiderations (Transaction Set Purpose Code 15 for Non-Security 

Assistance Related Discrepancies. When the SDR originator does not concur with a 

reply/disposition received in response to an SDR, they will forward the SDR indicating a 

Reconsiderations (Transaction Set Purpose Code 15) decision. Requests for 

reconsideration pertaining to storage activity shipments will be forwarded to the shipping 

depot (exception is the Army, see C17.3.10.2.1.1); all others will be forwarded to the 

source of supply. Requests for reconsideration must be submitted within 45 calendar 

days from date of action activity response. Cite the SDR report number of the original 

report. For transactional exchange, SDR applications will include the WebSDRassigned control number when known. Requests for reconsideration transactions 

require all data that was in the previous SDR submission. 

 C17.3.14.1. In addition, a narrative entry is required to provide justification for 

reconsideration. POC information for the new submission and submission date is 

required. An SDR must be in a closed status before a request for reconsideration can 

be submitted (this means the action activity reply to the SDR must be recorded within 

the applicable Component application). 

 C17.3.14.2. The action activity has 45 calendar days to respond to the 

request for reconsideration. The designated recipient of the request for reconsideration 

will review all data relating to the problem and provide a response to the reporting 
DLM 4000.25, Volume 2, January 22, 2024

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C17-54 CHAPTER 17

activity with information to all concerned parties within 45 calendar days. When the 

shipping depot is unable to respond to the reconsidered SDR, the depot will forward the 

SDR to the source of supply for resolution. The resulting decision will be final.

C17.3.15. Correction and Modification/Update of Original Report

 C17.3.15.1. Corrections to an original SDR are limited to the narrative 

comments, to include the ILCO comments section, repackaging corrective action cost 

updates, discrepant quantity, attachment uploaded as evidential matter, and action code 

for Disposition Service Type D with any subcategory. A brief narrative of the correction 

must be included in the remarks field. Reject unauthorized changes using Reply Code 

951. All other significant data fields will be corrected by submitting a new SDR with the 

correct information and cancelling the original SDR.

 C17.3.15.2. A Correction (CO) must be generated by the distribution center 

upon receiving Reply Code 608 to reclassify materiel. The correction may be sent 

before or after the distribution center transmits a Status Update (SU) with Reply Code 

320 (Reclassification of materiel complete (Use only with Status Update.)) to reflect the 

updated supply condition code of the materiel on the SDR. 

C17.3.16. Cancellation of an Original Report. When an SDR originator discovers 

a previously reported SDR is not valid or appropriate for any reason and should be 

withdrawn, a new SDR cancellation must be prepared to cancel the original. Forward to 

all parties that received the original submission. Cite the original report number. SDR 

applications will include the WebSDR-assigned control number when known. Point of 

Contact (POC) information applicable to the cancelled SDR is required. A brief 

narrative description of the reason for cancellation must be included. WebSDR 

programming will automatically reject any subsequent transactions submitted when an 

SDR record is in a cancelled status using Reply Code 907. The only exception to this 

rule is when an SDR reply citing Reply Code 101, 118, or 143, is processed after the 

cancellation to debit or credit the customer or to indicate that a record has been 

previously cancelled.

C17.3.17. Follow-up on Credit Adjustments on SDRs. When an action activity has 

indicated that a credit adjustment has been authorized, reimbursement is normally 

provided to the fund code/line of accounting and bill-to address cited on the original 

requisition. When concerned about an apparent non-receipt of credit and 60 calendar 

days has elapsed, the SDR submitter should consult the bill-to finance office for 

verification. When non-receipt of credit is confirmed, the financial office will submit a 

request for billing adjustment as prescribed by MILSBILLS procedures in DLM 4000.25, 

Volume 4, Finance.

C17.3.18. Defense Automatic Addressing System (DAAS) SDR Processing

 C17.3.18.1. Under DLMS, SDRs are integrated with standard logistics 

transaction processing through DAAS. DLMS transaction formats are available in ASC 
DLM 4000.25, Volume 2, January 22, 2024

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C17-55 CHAPTER 17

X12 EDI or EDI-based XML. Guidance for transaction content is provided in DLMS ICs 

available on the DLMS IC page. DoD WebSDR will perform the following actions:

C17.3.18.1.1. Pass/route SDR transactions. The following special rules 

apply:

C17.3.18.1.1.1. Generate and route an SDR reply citing Reply 

Code 103, Discrepancy Report Receipt Acknowledgement each new SDR submission 

to the submitting system based upon agreement with the submitting Service/Agency. 

The timing of the acknowledgement reply is dependent upon the original SDR and any 

associated attachments posting to the WebSDR database. When the transaction 

identifies that attachments are being provided and the attachments are not 

received/accepted, the record will post in WebSDR without the attachments in 

approximately 16 hours (64 processing cycles) after receipt and the acknowledgement 

will be transmitted. When this happens, the submitting system point of contact will also 

receive an error message e-mail from WebSDR that attachments never linked up. A 

correction may be used to attempt posting of the corrections. The WebSDR transaction 

receipt acknowledgement will be used by the submitting system to append the 

WebSDR-assigned control number to the internal system record for the specified SDR

so that subsequent updates transmitted to WebSDR will be linked to the correct original 

SDR. The submitting system must recognize the limited purpose of these SDR replies 

provided by WebSDR to prevent inadvertent update of the SDR action activity to RIC 

SGA (DAAS).

32

C17.3.18.1.1.2. Generate and route an information copy of each 

SDR reporting packaging discrepancies associated with Air Force-directed shipments to 

the Air Force packaging monitoring office.

C17.3.18.1.1.3. Route the action copy of SDRs reporting 

distribution center receipt of PQDR exhibits (Discrepancy Code Q11) to the materiel 

owner by agreement with DLA. For Air Force owners, this process will use an electronic 

(e-mail-based) interface with the Air Force processing system for product quality 

deficiencies.

C17.3.18.1.1.4. Provide special e-mail routing of the action or 

distribution copy of transshipper prepared SDRs upon Component request.

C17.3.18.1.1.5. Return unroutable transshipper prepared SDRs to 

the submitter for continued processing off-line.33

C17.3.18.1.1.6. DoD WebSDR will route submitter transactions for 

follow-up to the current action activity when SDR history indicates a new or updated 

action activity has been identified (such as based upon prior Reply Code 504, or a 300-

series reply code). WebSDR will disseminate other transaction types based upon the 

32 Refer to ADC 1026.

33 Refer to ADC 317, Revised Business Rules for Transshipper-Prepared Supply Discrepancy Reports. 

Implementation delayed.
DLM 4000.25, Volume 2, January 22, 2024

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identified action activity (current action activity after Reply Code 504 forwarding) and 

SDR distribution rules.

C17.3.18.1.2. Edit SDR transactions in accordance with business rules 

specified below. Additionally, DoD WebSDR will edit SDRs to improve data consistency 

and the appropriateness of data content as follows:

C17.3.18.1.2.1. The owner/manager may not be identified by a 

routing identifier associated with a Distribution Center or a CCP.

C17.3.18.1.2.2. The shipping activity may not be identified by the 

RIC associated with an inventory control point or item manager. Additionally, WebSDR 

users may not identify RIC SD9 (DLA Vendor Shipment Module) as the shipper.

C17.3.18.1.2.3. Inappropriate entries will be overlaid with the 

correct value, if available, from DAAS history.34

C17.3.18.1.2.4. SDRs directed to obsolete DLA supply center RICs 

will be redirected to DLA Enterprise Business System.

C17.3.18.1.2.5. 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. If the 

submitting system for the original 00 SDR populates any data in the Cage/CAO or PIID 

or Call Order number, WebSDR will not overwrite these values when different from the 

original submitting entry. 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 queries35

C17.3.18.1.2.6. If discrete values for the SLOA data elements in 

the transaction (new SDRs, correction, follow-up, and request for reconsideration) do 

not match data elements from the SFIS Fund Code to Fund Account Conversion Table 

for the Fund Code in the transaction, reject with the DLMS 842A/R SDR Reply citing 

Reply Code 943.

C17.3.18.1.2.7. If the SDRs contain a constructed document 

number, check if fund code is invalid/missing. If fund code is invalid/missing, reject with 

the DLMS 842A/R SDR Reply citing Reply Code 943.36

C17.3.18.1.2.8. Edit new submission SDRs (transactions and 

direct input) to ensure the requirement for mandatory inclusion of serial number for UIT 

34 Refer to ADC 425, Revised SDR Codes and Procedures, including Incorrect Part Number Discrepancy 

Codes and DoD WebSDR Data Edits and Forwarding Enhancement. 

35 Refer to ADC 1168.

36 Refer to ADC 1043E.
DLM 4000.25, Volume 2, January 22, 2024

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C17-57 CHAPTER 17

program items is met. Reject SDRs identifying a discrepant condition, shortage, 

overage, or IUID data mismatch with no identified serial number using Reply Code 946. 

Refer to Table C17.T2 for applicable discrepancy codes.

C17.3.18.1.2.9. Edit new submission SDRs (transactions and 

direct input) to enforce the serial number convention that the serial number maximum 

field length may not exceed 30 characters and may only include alpha numeric (A-Z, 0-

9), dashes and forward slashes. Spaces are not allowed. Reject SDRs with serial 

numbers not meeting this convention using new Reply Code 947 (Transaction Rejected. 

Invalid serial number length or convention.

C17.3.18.1.2.10. WebSDR will reject with Reply Code 952 any 

subsequent transaction submitted after a Completion Notification has been processed

except when the action activity must update the vendor non-compliance cause code 

once the DOD vendor challenge process is completed for SDR Document Type Codes 

6/9/P/W SDRs. 

C17.3.18.1.2.11. WebSDR will reject with Reply Code 950 any 

attempt to generate a Completion Notification for an SDR that did not originate in the 

submitting system.

C17.3.18.1.2.12. WebSDR will reject with Reply Code 951 any 

transaction attempting to change the Action Code on an SDR. The only exception to 

this is DLA Disposition Services Document Type Code D SDRs using a correction to 

change the action code to process the closure of the SDR. 

C17.3.18.1.2.13. WebSDR will reject with reply code 927 any 

Completion Notification with a reply code other than 410, 411 or 412. The narrative 

rejection comments will state “Reply Code 410, 411 or 412 are the only authorized reply 

codes used with Completion Notification transactions.”

C17.3.18.1.2.14. WebSDR will place SDRs with Action Codes 1H 

or 3B into a closed status. The ICP may respond with any reply code (for example, a 

103, 144 or any other reply) and WebSDR will process any replies without rejecting 

them and the record will remain in the closed status.

C17.3.18.1.2.15. WebSDR will reject incorrectly addressed 

(RIC TO) or formatted SDRs with Reply Code 944 (Transaction rejected. 

Forwarding transaction not properly formatted) with remarks/narrative comments 

stating: The 300 series reply code used does not match with the correct 

corresponding RIC TO. Please resubmit your reply (11) with the correct values.

C17.3.18.1.2.16. WebSDR will reject SDRs using 300-Series 

Reply Codes in conjunction with Reply Code 504 with Reply Code 944. WebSDR 

will insert remarks/narrative comments stating: A 300-Series Reply Code and 504

Reply Code cannot be used in conjunction, please resubmit your reply (11) 

properly formatted. 
DLM 4000.25, Volume 2, January 22, 2024

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 C17.3.18.1.2.17. WebSDR will suppress informational copies 

of Completion Notices (CN) to the activity identified in the Owner/Manager/Source 

of Supply (OMS) field on the original (00) SDR for all SDR Document Type Codes.

 C17.3.18.1.2.18. WebSDR will reject with Reply Code 928 any 

transaction with invalid or missing SCC on an SDR. SDR must be populated with 

values equal to: A, B, C, D, E, F, G, H, J, K, L, M, N, P, Q, R, S, T, U, V, W, or X. 

WebSDR will insert remarks/narrative comments stating the following: “Original 

SDR doesn’t contain a valid Supply Condition Code, resubmit your SDR, do not 

submit a cancellation of this SDR as it will be rejected as well.”

 C17.3.18.1.2.19. WebSDR will reject with Reply Code 910 any 

transaction attempting to change the original document number on a SDR after 

the original submission. WebSDR will insert remarks/narrative comments stating 

the following: “Your Transaction has a different Document Number than the one 

provided on the original 00 SDR submission. Document numbers must match. 

Please resubmit your transaction with the correct document number.”

 C17.3.18.1.3. Convert SDRs for e-mail distribution where SDR 

transactions are not feasible due to lack of an established SDR application interface. 

 C17.3.18.1.3.1. Upon determination that an e-mail (vice 

transaction) is to be prepared for a specific SDR communication, DAAS will check to 

determine if the appropriate e-mail certificate has been registered. If registered, the 

SDR e-mail transmission will be encrypted as FOUO. The e-mail SDR will contain all 

associated SDR content as well as clear text addresses and code explanations to 

facilitate interpretation. If not registered, an abridged content SDR report, confirmation, 

distribution copy, or reply, as appropriate, will be prepared. The e-mail sent to the user 

will also provide information on how to access WebSDR and instructions on registering 

the e-mail certificate.

 C17.3.18.1.3.1.1. Abridged SDR. The abridged unencrypted 

version of the SDR e-mail will include the following data content. Coded information will

not include the corresponding clear-text explanation. The submitter and action activities 

will not be identified by clear-text addresses.

• DoD Web SDR Report Control Number

• Additional System SDR Control Number

• Customer-Assigned Control Number

• Document Number/Suffix

• PIID

• Transportation Control Number

• Date of Preparation

• Document Type Code

• DLA Disposition Services SDR Type Code
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-59 CHAPTER 17

• Discrepancy Code(s)

• Action Code

• Submitter (Activity From)

• SDR Point of Contact

o Name

o Commercial Phone or DSN

o E-mail

• Attachment/Off-line Flag

 C17.3.18.1.3.1.2. Abridged SDR Reply. The abridged 

unencrypted version of the SDR Reply e-mail will include the following data content. 

Coded information will not include the corresponding clear-text explanation with the 

exception of the Reply Disposition Code which must include text for understanding. The 

submitter and action activities will not be identified by clear-text addresses.

• DoD WebSDR Report Control Number

• Additional System SDR Control Number(s)

• Original Reference Number 

• Document Number/Suffix

• PIID

• Transportation Control Number

• Reply Date

• Document Type Code

• DLA Disposition Services SDR Type Code

• Reply Code(s)

• Action Activity (Activity From)Submitter (Activity To)

• Comments/Remarks

• Reply POC

o Name

o Commercial Phone or DSN

o E-Mail

• Attachment/Off-line Flag

 C17.3.18.1.3.1.3. Organizations that are not supported by an 

SDR application for transactional reference will provide to DAAS an e-mail address to 

be linked with their DoDAAC/RIC for e-mail distribution.

 C17.3.18.1.3.1.4. Each DoD Component will designate to the 

DoD SDR System Administrator a specific e-mail account or point of contact to receive 

unroutable SDRs for manual attention. This is required to ensure operational support 
DLM 4000.25, Volume 2, January 22, 2024

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C17-60 CHAPTER 17

where no SDR application or e-mail address has been identified for an SDR recipient, or 

an attempted e-mail distribution has failed due to an invalid address.

 C17.3.18.1.3.2. Army RICs which start with C and currently do not 

have an e-mail on file will be addressed to the Army SDR Process Review Committee 

members for action. Per agreement with DLA Disposition Services, all SDRs which 

originate from a Disposition Services Field Office and the document number starts with: 

C, H, I, J, K, O, V, X, Y will be routed via e-mail to this group inbox: 

dladshqbcsdr@dla.mil. 

 C17.3.18.1.4. Maintain historical records of SDRs and associated 

transactions.

 C17.3.18.1.5. Provide access to SDR information via Web Visual 

Logistics Information Processing System (WEBVLIPS). 

 C17.3.18.1.6. Provide ad-hoc queries and management reports.

 C17.3.18.1.6.1. WebSDR provides visibility of all transactions 

associated with the WebSDR-assigned control number via query by producing a 

composite view of the SDR. The composite view provides a “snapshot” of the SDR 

history by displaying header information followed by an abbreviated view of each 

individual associated transaction in date sequence (with most recent at the top). The 

composite view includes both valid and rejected transactions. Users are able to drill 

down to a detail view of any of the individual transaction records by selecting the 

applicable link.

 C17.3.18.1.6.2. Management reports are restricted by SAR roles 

and responsibilities. After initial approval, users must contact the DAAS WebSDR help 

desk for assistance to obtain the appropriate settings for required visibility.

 C17.3.18.1.6.3. Authorized users have the ability to tailor 

management reports to meet desired criteria by using the WebSDR management report 

selection screen. This functionally supports hundreds of variations in selection criteria, 

but employs a standard display format for all search results. The initial summary view 

provides a breakdown display by discrepancy code count and dollar value arrayed by 

action activity, submitter, or owner/manager as selected by the user. Users are able to 

drill down to a listing of SDRs applicable to any of the highlighted totals contained within 

the summary report. By selecting the grand total in the lower right corner of the report, 

the management report will be converted to a listing of all the relevant SDRs displaying 

most of the content data. The WebSDR control number is hyperlinked to the composite 

view described in the above paragraph.

 C17.3.18.1.6.4. Management reports may be viewed on-line or 

WebSDR will provide an encrypted e-mail to the user’s SAR e-mail address containing 

the requested report in EXCEL format. Note that the on-line display may not include all 

the selected SDRs due to size restrictions for display; however, the EXCEL report 

provided via e-mail will contain all applicable records.
DLM 4000.25, Volume 2, January 22, 2024

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C17-61 CHAPTER 17

C17.3.18.1.7. Maintain the DoD WebSDR as a value-added service to 

support submission, reply, and other functions related to SDR processing.

C17.3.18.1.8. Convert CCP-generated SDRs for e-mail distribution 

pending owner/manager ability to process electronically.

C17.3.18.2. WebSDR will edit SDR transactions prior to passing/routing to 

ensure minimal standards of acceptability.37 Reject to the generating activity SDR and 

follow-on transactions that do not meet the following conditions:

C17.3.18.2.1. WebSDR (DAAS) will edit SDR transactions for core data 

elements required for the SDR transaction to be processed. If the core data elements 

are missing or contain invalid entries, WebSDR will perform a DAAS Reject for the SDR 

transaction and send an e-mail to the component SDR primary/alternate, and system 

POCs for the scenarios identified below. 

C17.3.18.2.2. DAAS will reject SDRs when document number/suffix 

document number length is not equal to 14 and alphanumeric (no special characters) 

only. WebSDR will generate an e-mail to the component SDR primary/alternate, and 

system POCs stating, “The length of the document number you provided is not equal to 

14 characters, or contains a non-alphanumeric character. Please submit a new SDR 

with a valid document number meeting the correct criteria.”

C17.3.18.2.3. DAAS will reject SDRs when document suffix length is not 

equal to 0 or 1, alphanumeric only (no special characters). The following characters are 

not allowed: I, N, O, P, R, S, Z, 1, and 0. WebSDR will generate an e-mail to the 

Component SDR primary/alternate, and system POCs stating, “The document number 

suffix code you provided has a length not equal to 0 or 1, contains a non-alphanumeric 

or one of the following disallowed characters: I, N, O, P, R, S, Z, 1 or 0. Please submit 

a new SDR with a valid document number suffix.”

C17.3.18.2.4. DAAS will reject SDRs, when document type code is not 

valid in the set specified for use within WebSDR – 6, 7, 8, 9, A, D, N, P, R, V, and W. 

WebSDR will generate an e-mail to the component SDR primary/alternate, and system 

POCs stating, “The document type code you provided is not equal to 6, 7, 8, 9, A, D, N, 

P, R, V, and W. Please submit a new SDR with a valid document type code.”

C17.3.18.2.5. WebSDR will reject new original SDRs (00) addressed 

with action to RIC which starts with: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, H, I, J, K, O, X, Y. 

Exceptions are maintained by DAAS WebSDR.

C17.3.18.2.6. DAAS WebSDR will reject newly submitted SDRs when 

there is no e-mail address associated with the intended recipient/SDR action activity 

routing information. Additionally, DAAS WebSDR will reject new SDR submissions 

37 Refer to ADC 452, Implementation of DOD WebSDR Automated SDR Rejection Capability.
DLM 4000.25, Volume 2, January 22, 2024

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C17-62 CHAPTER 17

when the only e-mail address is the DoD SDR Administrator e-mail address for systemic 

routing. WebSDR will reject both of the specified scenarios with Reply Code 941.

C17.3.18.2.7. DAAS will reject SDRs, when WebSDR control number 

contains non-numeric characters, or has an incorrect value format (YYYYJJJSSSS). 

Year component cannot be before 2005 and not after the current year. The Julian day 

component cannot be larger than the total number of days in that given year. WebSDR 

will generate an e-mail to the component SDR primary/alternate, and system POCs 

stating, “The WebSDR control number contains non-numeric characters, or has an 

incorrect value format (YYYYJJJSSSS). Please submit a new SDR with the WebSDR 

control number in the proper format.”

C17.3.18.2.8. DAAS will reject SDRs, when new original (Transaction 

Purpose Code Set 00) SDRs do not have narrative comments with a description of the 

deficiency in the remarks field. This edit will not apply to new original (00) SDRs 

submitted using Action Codes 1H (No action required; information only) or Action Code 

3B (Discrepancy reported for corrective action and trend analysis; no reply required). 

WebSDR will generate an e-mail to the component SDR primary/alternate, and system 

POCs stating, “New SDR submissions require narrative comments describing the 

discrepancy. Please submit a new SDR with narrative comments.”

C17.3.18.2.9. DAAS will reject any new original (Transaction Purpose 

Set Code 00) SDR submitted with a WebSDR control number pre-populated by the 

submitting system. WebSDR will generate an e-mail to the component SDR 

primary/alternate, and system POCs stating, “Your new original (Transaction Purpose 

Set Code 00) SDR was created with the WebSDR control number pre-populated. 

Please resubmit a new SDR without the WebSDR control number pre-populated.”

C17.3.18.2.10. DAAS will reject any SDR addressed to a RIC, 

DoDAAC, or MAPAC not found in the DoDAAD. WebSDR will generate an e-mail to the 

component SDR primary/alternate, and system POCs stating, “Your SDR was routed to 

a RIC, DoDAAC, or MAPAC not found in the DoDAAD. Please submit a new SDR 

identifying a valid RIC, DoDAAC, or MAPAC as the action activity.” 

C17.3.18.2.10.1. SDR transactions must contain valid values as 

appropriate to the transaction purpose: discrepancy code, action code, and reply code. 

Reject with Disposition/Status Code (Reply) Code 915, 916, or 927. When populated, 

the materiel location on Security Assistance SDRs must contain a valid code (Reply 

Code 919).

C17.3.18.2.10.2. SDR must include materiel identification. 

Materiel identification may consist of the NSN, manufacturer’s part number and 

manufacturer’s CAGE, or as authorized under DLMS for unique business processes 

(e.g., “mixed” or “unknown” for transshipper SDRs and local catalog identification 
DLM 4000.25, Volume 2, January 22, 2024

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C17-63 CHAPTER 17

number).38 Where wrong item discrepancies are reported, materiel identification of the 

wrong item must be included. Wrong item received may be identified as previously 

indicated or by description alone (citing “UNKNOWN” as the wrong item part number). 

Reject with Disposition/Status (Reply) Code 931.

C17.3.18.2.10.3. SDRs reporting materiel received is not in the 

correct condition must include valid condition codes to identify the received conditions. 

Only valid condition codes will be permitted. The condition code must be appropriate 

for the discrepant materiel and associated action activity or source of supply (i.e., 

Supply Condition Code N, V, and T may not be directed to the DLA ICP). Reject with 

Disposition/Status (Reply) Code 928. 

C17.3.18.2.10.4. SDRs coded to indicate narrative is required must 

provide applicable narrative. Reject with Disposition/Status (Reply) Code 924. 

C17.3.18.2.10.5. SDRs must include minimal point-of-contact 

information to include name and phone/e-mail. Reject with Disposition/Status (Reply) 

Code 920 or 921.

C17.3.18.2.10.6. Only valid DoDAACs and RICs will be permitted. 

Reject with Disposition/Status (Reply) Code 929. Organizations identified must be 

authorized for the purpose identified by the transaction. 

C17.3.18.2.10.6.1. SDRs may not be directed to RIC SGA 

(DAAS) or SD9 (DLA Vendor Shipment Module) or identify RIC SGA RIC SD9 as the 

shipper. (The only exception is for RIC SGA on SDR replies citing Reply Code 936 

(Request DoD WebSDR provide an information copy of the original report). When an 

SDR is submitted to VSM RIC SD9, WebSDR will reject the record back to the submitter 

using Reply Code 901 Transaction rejected: Discrepancy report submitted to wrong 

activity. WebSDR will provide these comments in the narrative remarks: SD9 is DLA’s 

Vendor Shipment Module RIC and does not accept SDRs. Submit a new SDR to the 

correct action activity. Do not submit a correction (CO) to update the RIC, as this will be 

rejected.

C17.3.18.2.10.6.2. WebSDR will reject storage activitysubmitted SDRs (Document Types Codes 8, 9, R, A, N, and P) attempting to change 

the value of the owner or manager after original submission using Reply Code 929.

C17.3.18.2.10.7. Quantity fields will only allow entry of numeric 

values. Reject with Disposition/Status (Reply) Code 917 or 918.

C17.3.18.2.10.7.1. SDR replies coded to indicate that a shipto/mail-to address or additional information is associated with the reply, must include the

38 Refer to ADCs 282, CCP-Originated SDRs including Noncompliant WPM Procedures and Shipment 

Hold Code; 317, Revised Business Rules for Transshipper-Prepared SDRs; and 322, Addition of Local 

Catalog ID qualifier to Support Requirements for Theater Enterprise-Wide Logistics System (TEWLS) 

Requisitions. Local Catalog ID implementation delayed.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-64 CHAPTER 17

specified additional address or information as transaction data fields and must include 

narrative remarks to reflect the address (due to limited implementation of the separate 

address fields). Reject with Discrepancy Status/Disposition Code (Reply) 924. 

C17.3.18.2.10.7.2. SDR follow-ups must comply with followup submission timeframes. Follow-ups submitted without allowing sufficient action 

activity response time will be rejected (see section C17.3.13. Reject with Discrepancy 

Status/Disposition Code 933 (implementation pending).

C17.3.18.2.10.7.3. SDR follow-ups and contested 

SDR/reconsideration requests will not be submitted against cancelled SDRs. Reject 

with Discrepancy Status/Disposition Code 907.

C17.3.18.2.10.7.4. SDR corrections and follow-ups will not 

be submitted when no valid corresponding SDR record is on file or when the original 

SDR was rejected. Reject with Discrepancy Status/Disposition Code 907.

C17.3.18.2.10.7.5. Reply with Discrepancy Status/Disposition 

Code 504 forwarding action may not be used to forward SDRs where incomplete 

information is available to construct the new forwarded SDR, or the SDR is otherwise 

not suitable for automated forwarding action. Reject with Discrepancy 

Disposition/Status (Reply) Code 935.

C17.3.18.2.10.7.6. WebSDR direct online application input 

and SDR transactions will be rejected for any SDR Document Type Code other than 7 

or R, or any SDR using Reply Code 504 with any other reply code. Reject with 

Discrepancy Disposition/Status (Reply) Code 946.

C17.3.18.2.10.7.7. SDR document numbers and associated 

suffix codes must conform to MILSTRIP standards. A temporary exception is allowed 

for Air Force maintenance document numbers used between the Air Force item 

manager and the supporting depot. The full document number edit does not apply to 

transshipper SDRs (Document Type W) due to the potential for reporting against the 

shipment unit rather than a specific document number. For these SDRs, the document 

number must be filled and must be 14 positions. It may contain a 14 position purchase 

request number, the first 14 positions of the transportation control number, or a 

constructed document number based upon the DoDAAC of the port submitting the SDR. 

Reject with Discrepancy Status/Disposition Code 910.

C17.3.18.2.10.7.8. SDRs must contain valid transaction set 

purpose codes and document type codes as shown in the applicable DLMS IC. Reject 

with Discrepancy Disposition/Status (Reply) Code 938 and 939, respectively. 

Submitting system personnel will be notified of invalid transaction set purpose codes.

C17.3.18.2.10.7.9. SDRs associated with new procurement 

(Document Type 9 or P) must contain the applicable PIID and contractor-assigned 

shipment number. Reject with Discrepancy Disposition/Status (Reply) Code 940. New 

SDR submissions containing a thirteen position number with the F or M designation in 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C17-65 CHAPTER 17

the 9th position in the call/order number data field will be rejected using Reply Code 940 

and clarifying remarks stating that the thirteen-position PIID Call/Order Number must be 

provided in the PIID (contract number) data field.

C17.3.18.2.10.7.10. Inter-Component SDR replies citing 200-

series reply codes may be used only for Security Assistance SDRs. Reject with 

Discrepancy Disposition/Status (Reply) Code 941.

C17.3.18.2.10.7.11. The number of submitter follow-up 

transactions may not exceed the allowable maximum based upon the action activity 

response or lack of response, as applicable.39

C17.3.18.2.10.7.11.1. If the action activity has not 

provided a functionally significant reply after three follow-ups (this excludes 

acknowledgement of receipt and forwarding via Reply Code 504), DoD WebSDR will 

reject the fourth follow-up using Reply Code 701 with remarks text directing the 

submitter to contact the action activity directly.

C17.3.18.2.10.7.11.2. WebSDR will reject a fourth 

follow-up subsequent to interim Reply Code 521 using Reply Code 701 with remarks 

text directing the submitter to contact the action activity directly.

C17.3.18.2.10.7.12. The number of interim responses and 

submitter status update combinations may not exceed the allowable maximum based 

upon the action activity response or lack of response, as applicable.

C17.3.18.2.10.7.12.1. WebSDR will reject a fourth Reply 

Code 104 or 321 per SDR using Reply Code 701 with remarks text directing the 

submitter to contact the action activity directly.

C17.3.18.2.10.7.12.2. WebSDR will reject a fourth Reply 

Code 608 or 320 per SDR using Reply Code 701 with remarks text directing the 

submitter to contact the action activity directly.

C17.3.18.2.10.7.13. Duplicate SDRs defined as a new 

submission matching an existing SDR on WebSDR control number. Prior to WebSDR 

control number assignment, duplicate SDRs are defined as a new submission matching 

an existing valid SDR on all of the following: WebSDR status is not cancelled, 

document number/suffix, discrepancy code, (minimum of one matching value), SDR 

document type code, and transportation control number (if provided). Pending future 

system upgrade by DLA Distribution, the Distribution Standard System (DSS) 

Automated Discrepancy Reporting System (ADRS), and the depot control number 

(DCN) in conjunction with the submitting system RIC/DoDAAC also distinguishes 

39 Refer to ADC 1044 Enhanced Interim SDR Reply Capability, Status Update, and Completion 

Notification. 
DLM 4000.25, Volume 2, January 22, 2024

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C17-66 CHAPTER 17

unique SDRs to preclude rejection as a duplicate. 40 Reject with Discrepancy 

Disposition/Status (Reply) Code 719. 

C17.3.18.2.10.7.14. WebSDR will reject attempted return of 

SDRs to the storage activity/initial action activity using Reply Code 526/527 when the 

identified Transfer-To party is not identified or consistent with SDR history (must be 

same action activity that received and processed the original SDR response) using 

Reply Code 945.41

C17.3.18.2.11. WebSDR will edit SDR submissions via DoD WebSDR 

at the point of entry to improve the accuracy of the data content. All of the above 

criteria apply. In addition, web-specific functionality includes:

C17.3.18.2.11.1. The SDR submission process will be facilitated 

by the auto-population of data content based upon the shipment and cataloging data 

available to DAAS. 

C17.3.18.2.11.2. Address information will be retrieved based upon 

DoDAAC and RICs. User generated updates to initiator’s address are permitted and 

will be passed to the receiving system for information, but will not impact SDR 

processing.

C17.3.18.2.11.3. SDR replies coded to indicate that an address or 

additional information is associated with the reply must include the specified additional 

address or information. 

C17.3.18.2.11.4. New SDR submissions via direct web input will 

be edited to block identification of a DCMA activity as the initial action activity.42

C17.3.18.2.12. DAAS will provide the support to SDR transaction 

exchange to facilitate DLMS processes.

C17.3.18.2.12.1. WebSDR will facilitate appropriate distribution 

when the action party receiving the initial distribution employs the Distribution/Status 

(Reply) Code 504 indicating the SDR must be forwarded to a new action activity. 

WebSDR direct online application and SDR transactions will be edited to restrict the use 

of Reply Code 504 for use only for SDR Document Type Code 7 or R, and SDRs using 

another reply code in conjunction with Reply Code 504 will be rejected with Reply Code 

949 - Transaction rejected. Reply Code 504 can only be used for SDR Document Type 

Code 7 or R, and cannot be used with any other reply code. Action Activities receiving 

SDRs (other than Type 7 or R) identified to the wrong action activity will use Reply Code 

612 to reject the SDR back to the submitter ILO using Reply Code 504 to redirect it to 

another action activity. WebSDR will prepare the forwarded SDR in an original SDR

format (Transaction Set Purpose Code 00) retaining all the information provided in the

40 Refer to ADC 1250. 

41 Refer to ADC 1217.

42 Refer to ADC 1005.
DLM 4000.25, Volume 2, January 22, 2024

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C17-67 CHAPTER 17

initial transmission plus the unique data fields applicable to the forwarding action per the

DLMS 842A/W. The submitter will receive the reply transaction as notification of interim 

status. If an information copy of the initial SDR was provided to the source of supply

based upon Component rules, WebSDR will prepare an information copy of the

forwarded transaction using the correction format (Transaction Set Purpose Code CO). 

When the source of supply identified in the SDR correction is the same activity identified 

to receive the source of supply copy of the SDR reply (Transaction Set Purpose Code 

11), this reply transaction will be suppressed as redundant to the correction. WebSDR

will update the SDR database to reflect the current action activity after this type of

forwarding action and ensure that subsequent transactions are properly transmitted to 

the new action activity (rather than the original action activity).

43

C17.3.18.2.12.2. WebSDR will not create an information copy SDR 

for Document Type Code 7, R and N SDRs regardless if the owner/ manager/source of 

supply field is populated by the submitter on the original SDR. WebSDR will generate 

the information copy SDR when the shipping activity determines the appropriate source 

of supply and forwards the SDR using the appropriate 300 series forwarding reply code 

to the source of supply that directed the shipment. This will eliminate unnecessary 

information copy SDRs being generated to activities that should not receive the SDR. 

This will allow the source of supply (identified by the shipping activity on their reply) to 

receive an information copy of the original SDR as most SDR systems require this prior 

to processing the reply.

C17.3.18.2.12.3. WebSDR will facilitate appropriate 

distribution when the action party receiving the initial distribution employs distribution 

status codes in the 300 series indicating that the SDR must be sent to the source of 

supply for disposition. The SDR reply will be sent to the designated source of supply by

the responding activity and WebSDR will prepare a reply to the SDR initiator for

notification of interim status. WebSDR will update the SDR database to reflect the 

current action activity after this type of forwarding action and ensure that subsequent 

transactions are properly transmitted to the new action activity (rather than the original 

action activity).

C17.3.18.2.12.4. WebSDR will respond to DAAS-directed 

rejected reply transactions indicating no matching original report or information copy of 

the SDR is found in the automated application (Reply Code 926), by providing an 

information copy of the original report to the activity which rejected the reply. 

Unmatched requests for an information copy will be returned by DAAS as rejected 

(Reply Code 926) to the sending organization. DAAS will create and forward an 

information copy of the DLA source of supply for all customer SDRs based upon the 

storage site reply where an information copy was not previously provided.

C17.3.18.2.12.5. WebSDR will provide information copies of 

SDRs in accordance with Component business rules and as designated by the initiator.

43 Refer to ADC 1066/1066A. Delayed implementation authorized for rerouting of follow-on transactions.
DLM 4000.25, Volume 2, January 22, 2024

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C17-68 CHAPTER 17

 C17.3.18.2.12.5.1. All parties receiving an information 

copy of the original SDR as designated by the initiator or by a Component business rule 

will receive a copy of all changes, cancellation, and replies associated with the SDR.

 C17.3.18.2.12.5.2 WebSDR will provide an information 

copy to DCMA of all SDRs identifying DCMA as the CAO.44

 C17.3.18.2.12.5.3. WebSDR will provide an information 

copy to NAMI (RIC AJ2) when SDRs are directed to the other Service/Agency source of 

supply and the requisition cited NAMI funding (Signal = C Fund Code = Z9, and 

Supplementary Address=W9046W)

 C17.3.18.2.12.6. WebSDR will accept and forward supporting 

documentation associated with SDRs using DLMS attachment exchange procedures.

 C17.3.18.2.12.6.1. SDR attachments may be uploaded 

directly to the DoD WebSDR or exchanged electronically in association with the SDR 

transaction.

 C17.3.18.2.12.6.2. SDR attachments must be 

referenced/uploaded under a SDR Attachment File Name constructed in accordance 

with DLMS rules. Up to five attachments may be associated with a new SDR report and 

subsequent change, reply, request for reconsideration. 

 C17.3.18.2.13. DoD WebSDR will restrict the use of inappropriate 

discrepancy status/disposition reply codes in responses to transshipper prepared SDRs.

 C17.3.18.2.14. The DLMS SDR transaction supports various data 

fields that may include special characters (e.g. SDR remarks text). WebSDR will 

reject/fail to process transactions containing special characters that are unacceptable/

reserved for use as XML parsers. Table C17.T5 defines allowable and unacceptable 

special characters. Any characters not specifically identified in these lists should not be 

used.45

Table C17.T5. Special Characters

Authorized Special Characters Invalid Special 

Characters

Conditionally Allowed 

Special Characters (See 

Note)46

@ (at sign) ; (semi-colon) & (ampersand)

# (number/pound sign) < (less than) ’ (apostrophe)

$ (dollar sign) > (greater than)

( (open parenthesis) “ (quotation marks)

44 Ibid.

45 See ADC 1127, Enclosure 1

46 See ADC 1174, Enclosure 1
DLM 4000.25, Volume 2, January 22, 2024

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C17-69 CHAPTER 17

Authorized Special Characters Invalid Special 

Characters

Conditionally Allowed 

Special Characters (See 

Note)46

) (close parenthesis) * (asterisk)

– (dash) ^ (caret)

= (equal sign)

+ (plus sign)

, (comma)

. (period)

: (colon)

/ (forward slash)

\ (backward slash)

[ (open bracket)

] (close bracket)

? (question mark)

Note: The values listed in the third column are allowed in e-mail addresses; they are not 

recommended for other use. WebSDR will convert to text for XML-formatted transactions 

(rather than reject).

C17.3.18.2.15. DAAS will prepare and transmit the WebSDR 

Contractor Noncompliance Data Extract as an automated interface in support of 

contractor evaluation by Supplier Performance Risk System (SPRS).47 SDR records 

will be selected based upon inclusion of an SDR cause code indicating 

contractor/vendor noncompliance (Cause Codes CN, CP, or CS) in the final reply by the 

item manager for SDR Document Type Codes (6/9/P/W including Historical (49) SDRs). 

WebSDR will monitor SDR updates for changes to the cause code and transmit the 

SDR Data Extract to SPRS if a previously assigned contractor noncompliance Cause 

Code has been removed or new noncompliance cause code has been added or 

updated. Applicable data content for transmission is identified in Appendix 8.56. 

Transmission will occur on a daily basis containing only those SDRs validated since the 

previous transmission.48

C17.3.18.2.15.1. SDR file attachment size is up to 15 megabyte 

(MB) when external SDR systems transmit attachments inbound to DAAS WebSDR. 

The total capacity will be 75 MB with a limit of five attachments per transaction.

C17.3.18.2.15.2. WebSDR file size for attachments is a 

maximum 5 MB per attachment uploaded from the WebSDR application due to server 

limitations. The total capacity will be 25 MB with a limit of five attachments per 

transaction.

47 Refer to ADC 1181B

48 Refer to ADC 1181A.
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 C17.3.18.2.15.3. Attachment file names must follow a specific 

naming convention to allow space for WebSDR or the submitting system to append a 

date/time stamp and other information to ensure uniqueness and to associate the 

attachment with the appropriate transaction. The user-assigned portion of the file name 

may be up to ten characters and should include key words to facilitate user recognition. 

When submitted to WebSDR, the submitting system must ensure that the file name 

contains no special characters other than the underscore ( _ ). The period may only be 

used once prior to the file extension. WebSDR supports the following file types: BMP, 

DOC, DOCX, GIF, JPEG, JPG, PDF, TXT, XLS, and XLSX.

C17.4. MANAGEMENT EVALUATION

C17.4.1 Purpose. The SDR program is designed to promote evaluation, correction, 

and improvement of logistics operations. To accomplish this objective, discrepancies as 

specified in this publication must be reported and investigated in accordance with 

established policies and procedures. DoD Components must institute SDR quality 

programs that will include periodic reviews to assess the accuracy and quality of work 

processes applicable to supply discrepancy processing. In addition, DoD Components 

must require, as a minimum, semi-annual summary reporting to an appropriate 

headquarters for review and analysis. The DoD Components unable to support the full 

scope of the required data collection under legacy systems must incorporate this 

reporting requirement under business system modernization efforts. The DoD WebSDR 

management reports and canned queries may be used to supplement internally 

prepared reports. To facilitate management evaluation and corrective action, WebSDR 

will prepare and disseminate focused content reports to DoD Component 

representatives for specific areas requiring additional attention. Focused content reports 

include several reports highlighting discrepancies identified by transshippers and a 

report listing DLA Distribution Centers SDRs indicating lack of a PMR. DoD 

Components and USTRANSCOM must monitor SDR program performance applicable 

to transshipper SDRs. DCMA must monitor reported discrepancies applicable to 

procurement source shipments. Data collected must be sufficient to enable monitoring 

activities to:

 C17.4.1.1. Identify trends.

 C17.4.1.2. Establish volume and dollar values of SDRs.

 C17.4.1.3. Bring management attention to problems with shipping activities 

as necessary.

 C17.4.1.4. Prevent recurrence of discrepancies.

 C17.4.1.5. Measure quality and responsiveness of action activities.

 C17.4.1.6. Assess vendor performance to ensure compliance with contract 

requirements, identify and correct recurring issues, and incorporate SDR metrics during 

consideration of future contract awards.
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 C17.4.1.7. Promote timely QAR performance to prevent delays in 

processing of procurement source receipts. 

C17.4.2. IMM/ICP Summary Reporting. As a minimum, the IMM/ICP and shipping 

activities must have visibility of detail/summary reports that show:

 C17.4.2.1. The number of SDRs received during a particular timeframe by 

shipping activity, dollar value, and discrepancy type. Reports will measure compliance 

with SDR submission timeframes.

 C17.4.2.2. The number of SDR responses processed during a particular 

timeframe by action activity, dollar value, and discrepancy type. Reports will show a 

breakdown of SDR actions taken to include dollar value of credit authorized and 

reshipped materiel. Reports will measure compliance with SDR processing timeframes 

and show age of ongoing investigations.

C17.4.3. Receiving Activity Reporting. As a minimum, the U.S. Government 

receiving activity and the ILCO must have visibility of detail/summary reports that show:

 C17.4.3.1. The number of SDRs prepared during a particular timeframe by 

shipping activity, dollar value, and discrepancy type. Reports will measure compliance 

with SDR submission, processing, and follow up timeframes. 

 C17.4.3.2. Responses received from the responsible action activity, and 

dollar values recovered, either in the form of reshipped materiel or credit received.

C17.5. SECURITY ASSISTANCE DISCREPANCY REPORTS

C17.5.1. General. This section provides specific procedural guidance relevant to 

the processing of Security Assistance SDRs. Based upon United States of America 

Letter of Offer and Acceptance (LOA) agreements, Security Assistance customers will 

use SDRs to report all supply, billing/financial, and product quality 

deficiencies/discrepancies associated with Security Assistance shipments. Supply 

discrepancies are identified under paragraph C17.3.2., Reporting Criteria, except as 

specifically excluded for Security Assistance and as supplemented below. In addition to 

the routine data content, Security Assistance SDRs will include the location of the 

discrepant materiel (in-country depot, freight forwarder, U.S. Government facility, or 

contractor facility) and the country that received the discrepant materiel. Security 

Assistance discrepancy reports below dollar limitations contained in the United States of 

America Department of State LOA controlling the case, or any other sales agreement 

with a Security Assistance purchaser, will not be accepted by the ILCO for subsequent 

processing by the DoD Components or participating Agencies unless a valid justification 

for the submission is also provided. 

 C17.5.1.1. All Security Assistance SDRs will be submitted directly to the 

applicable ILCO for initial screening and processing in accordance with this manual and 

DoD 5105.38-M, SDRs may be forwarded via SF 364, Report of Discrepancy, or 
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C17-72 CHAPTER 17

authorized electronic/automated formats. Incorrect item SDRs must provide supporting 

documentation to include photographs of the wrong item received. 

 C17.5.1.2. Acceptable SDRs will be forwarded for further processing to DoD 

ICP/IMM, shipping depot, GSA, or other organization as applicable. ILCOs will submit 

SDRs using a DLMS-compliant SDR application or, pending full implementation, via 

direct DoD WebSDR input. Total non-receipt SDRs will normally be forwarded directly 

to the shipping depot. All responses to discrepancy reports will be returned to the ILCO. 

 C17.5.1.3. Responding action activities will provide the SDR reply for 

Security Assistance SDRs using a DLMS-compliant SDR application via DoD WebSDR 

or, pending full implementation, via direct DoD WebSDR input or authorized 

electronic/automated equivalent format. SDR replies must include, at a minimum, the 

applicable document number, the Security Assistance report number (item 2 of the SF 

364), point of contact information, and pertinent information from the data blocks on the 

reverse side of the SF 364 or the expanded SDR data element code lists (Appendix 

7.28).

 C17.5.1.4. The DoD shipping activity will retain paper copies of the Security 

Assistance shipping documentation (signed carrier's receipt and shipping document) at 

the shipping site for a period of 2 years following the shipping date. After this point, the 

DoD shipping activity will retain a copy of the Security Assistance shipping 

documentation in accordance with its NARA-approved Component record schedule as 

required by DoDI 5015.02, DoD Records Management Program. Billing documentation 

will be retained by the Military Departments and DoD agencies as specified in 

MILSBILLS procedures and DoD 7000.14-R, Vol. 15, Department of Defense Financial 

Management Regulation (Security Assistance Policy and Procedures). 

C17.5.2. Time Standards

 C17.5.2.1. Time Standards for SDR Submission by Security Assistance 

Customers. Discrepancy report preparation and submission time by the Security 

Assistance purchaser is limited to the time standards cited in the United States of 

America Department of State LOA, and amendments thereto, as explained in DoD 

5105.38-M.

 C17.5.2.2. Security Assistance customers receiving misdirected shipments or 

shipments containing incorrect items that are identified as classified/sensitive materiel, 

and/or arms, arms parts, or explosives, must report within 24 hours of discovery 

regardless of dollar value for disposition. Where estimated dollar values are unknown 

or fall below the minimum criteria, report using Action Code 1A, Disposition instructions 

for discrepant materiel requested; financial action not applicable.

 C17.5.2.3. ILCOs are permitted 15 calendar days from the time of 

discrepancy report receipt for processing prior to forwarding to the appropriate action 

activity. Upon return of the SDR response from the action activity, ILCOs are permitted 

15 calendar days for processing and forwarding to the Security Assistance customer.
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C17.5.3. Directed Returns

 C17.5.3.1. Whenever materiel is directed for return to U.S. custody, the 

purchasing country will be instructed to reship the materiel using the same document 

number under which the materiel was originally shipped. The country will be advised 

that they must return the materiel to U.S. Government custody within 180 calendar days 

from date of approval/instructions. However, the time standard allowed for the return of 

wrong item controlled/sensitive materiel or unidentified materiel is 30 calendar days 

from date of the ILCO reply. The ILCO will monitor directed returns and follow-ups with 

customers where controlled/sensitive materiel has not been returned. In those 

instances when materiel is to be returned to the United States at U.S. Government 

expense, every effort will be made to utilize the DTS for the return movement. Action 

activities will provide the Service/Agency transportation account code (TAC) chargeable 

to return the discrepant materiel to the appropriate U.S. Government activity or other 

designated location. In lieu of the TAC, the action activity may provide commercial 

package carrier account information. In addition, the source of supply will provide 

reimbursement for packing, crating, handling for directed returns under MILSBILLS 

procedures in DLM 4000.25, Volume 4, Finance. The source of supply will also provide 

reimbursement for in-country transportation of the original shipment to the Security 

Assistance customer (when a directed return applies) under procedures prescribed by 

DoD 5105.38-M, as amended. When appropriate, the action activity may direct the 

submitter to return an exhibit of the discrepant materiel. The activity requesting this 

action will pay for exhibit shipment costs. The exhibit will be returned to U.S. 

Government custody within 90 calendar days from the date of instructions. Action 

activities or the ILCO will furnish DD Form 1348-1A for materiel to be returned. A copy 

of the SDR and DD Form 1348-1A should be included with returned materiel and 

annotated as an “SDR RETURN.” Upon evidence of materiel being returned, a credit 

adjustment will be processed for the return of the discrepant materiel if previously 

authorized. This evidence releases the Security Assistance customer of liability for the 

materiel. 

 C17.5.3.2. Discrepant Security Assistance materiel not being returned to the 

stocks of the Department of Defense or GSA, or retained, or sent to disposal by the 

foreign government at the direction of the ILCO, will be turned in to the nearest U.S. 

accountable military activity (regardless of the DoD Component responsible for the 

materiel). This is in accordance with the governing regulation serving as the authority 

for the turn-in. The local U.S. military activity will pick up the materiel up in stock as a 

gain to inventory and determine if materiel is required or is in excess to requirements. If 

materiel is required, it will be retained. If excess to requirements of the local military 

activity, the materiel must be reported under Chapter 12.

C17.5.4. Incorrect Items. Incorrect item SDRs are not permitted for authorized 

substitution, unless the substitute item does not meet fit, form, or function standards. 

DoD Components and GSA follow the policy of automatic shipment of an 

interchangeable item unless the requisition contains an appropriate advice code, in 

accordance with MILSTRIP, limiting the request to a specific item. Similarly, quantities 

may be adjusted to the unit pack quantity, when appropriate, unless restricted by the 
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C17-74 CHAPTER 17

appropriate advice code in the customer requisition. Such adjustments resulting in 

quantity variance are not reportable as discrepant.

C17.5.5. Non-receipt. When an SDR is initiated for non-receipt, the Security 

Assistance customer is required to provide documentation from the freight forwarder 

indicating that no materiel has been received on the requisition and transportation 

control numbers that apply. The ILCO will deny any non-receipt SDRs received that do 

not have this documentation attached. The ILCO will return these SDRs to the 

customer as incomplete.

C17.5.6. Frustrated Shipments Located at the Freight Forwarder.

49 The Security 

Assistance customer will report packaging and documentation discrepancies causing 

materiel to be frustrated at the freight forwarder location. Shipments frustrated at the 

freight forwarder's location due to packaging or documentation discrepancies attributed 

to the shipper may be submitted regardless of dollar value. Validated SDRs may direct 

return, disposal, repackaging with reimbursement of actual repackaging costs, or other 

action, as deemed appropriate by the item manager. Note that repackaging by the 

freight forwarder or a third party contracted by the freight forwarder is an optional 

approach to resolve the packaging discrepancy. The customer may request alternative 

action by the item manager if the SDR reply does not provide an acceptable solution for 

the customer. An estimated cost for repackaging may be requested prior to authorizing 

repackaging except for shipments below the FMS dollar threshold as the cost of 

obtaining an estimate may exceed the value of the shipment. In addition to the 

customer’s requested action, the ILCO and owner/manager will consider the estimated 

cost for corrective action prior to determining the most appropriate approach for 

resolution. When the estimated cost exceeds the value of the shipment, the burden for 

corrective action must fall on the owner/manager and must not be delegated to the FMS 

customer/freight forwarder. This will eliminate the potential for credit reimbursement for 

repackaging to exceed the value of the original purchase of the materiel. When 

applicable, transactional exchange to support reimbursement for repackaging costs will 

follow normal procedures with additional steps as follows:

 C17.5.6.1. Submitter creation of the SDR requesting disposition 

instructions. Use Action Code 2A and include estimated repackaging cost when 

available. If the materiel requires immediate repackaging (e.g., due to leakage) or if 

materiel cannot be returned to shipper in current condition without incurring repackaging 

costs, include this information in the SDR remarks and provide supporting evidence. 

The submitter must not employ a third party to provide a repackaging estimate if the 

shipment is valued below $200.

 C17.5.6.2. Shipping activity transmission of an interim reply, when 

applicable, to validate the discrepancy and recommend credit using Reply Code 525. 

The shipping activity will forward the SDR to the item manager. This SDR reply will 

49 Refer to ADC 1203.
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C17-75 CHAPTER 17

include the applicable 300-series forwarding reply code and a copy will be provided to 

the submitter.

 C17.5.6.3. Item manager transmission of a final reply indicating planned 

resolution. The item manager may provide an interim reply either requesting a 

repackaging estimate if not already provided or authorizing repackaging by the freight 

forwarded (inclusive of a third party engaged by the freight forwarder to perform 

repacking and certification), when this action is acceptable to the customer. 

Authorization for repacking by the freight forwarder with subsequent reimbursement by 

the Government is only authorized once the owner/manager and the ILCO have 

determined this to be the most appropriate and cost effective resolution and 

reimbursement will not exceed the value of the purchase. This interim reply will include 

SDR Reply Code 131 and reply codes indicating additional information is required 

(Reply Code 104) and that no credit will be provided without evidence of actual 

repackaging cost (Reply Code 129). 

 C17.5.6.4. Submitter creation of an SDR correction to the owner 

manager upon completion of the repackaging including the actual repackaging cost and 

supporting documentation (e.g. invoice for repackaging). Other data content may be 

perpetuated from the original submission.

 C17.5.6.5. Item manager review of documentation to validate 

repackaging costs and transmission of final reply authorizing credit using Reply Code 

109. If there is a substantial difference between the estimated and actual repackaging 

cost, the item manager will consider further review to validate the claim and may 

request clarification for the difference. The item manager will provide credit in 

accordance with MILSBILLS procedures in DLM 4000.25, Volume 4, Finance.

C17.5.7. Cancellation of an Original Report. When an SDR originator discovers a 

previously reported SDR is not valid or appropriate for any reason and should be 

withdrawn, an SDR cancellation must be prepared to cancel the original. The ILCO via 

the DoD WebSDR will forward to all parties that received the original submission. Cite 

the original report number and the WebSDR-assigned control number when known. Do 

not duplicate detail information from the original report except as indicated in the DLMS 

IC. Provide POC information. A brief narrative description of the reason for 

cancellation should be included.

C17.5.8. Contested Decisions and Requests for Reconsideration. These 

procedures allow the report originator to voice disagreement with disposition decisions. 

The Security Assistance purchaser has recourse through the ILCO to the ICP/IMM or 

GSA and, if still not satisfied, to the ILCO's Service focal point. 

 C17.5.8.1. Requests for Reconsideration 

 C17.5.8.1.1. The Security Assistance purchaser may ask the U.S. 

Government to reconsider the disposition for a reported supply discrepancy. 

Purchasers must send a Request for Reconsideration (Transaction Set Purpose Code 
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C17-76 CHAPTER 17

15) to the ILCO within 45 calendar days from the date of the ILCO final reply to the 

submitter concerning disposition, except when materiel/exhibit return to the customer is 

required subsequent to US Government-directed evaluation/testing/repair. This 

exception is applicable only when the materiel/exhibit must be re-inspected by the 

customer to confirm that the reported discrepancy/deficiency has been resolved and, 

therefore, additional transportation time is necessary for the return shipment. Under this 

scenario only, the SA purchaser is authorized up to 90 days from the date of the final 

ILCO reply to submit the Request for Reconsideration to the ILCO. The ILCO will be 

responsible for monitoring that requests for reconsideration are submitted within the 

allowable time standards. 

 C17.5.8.1.2. The request for reconsideration will use the 

nonconformance number associated with the original report. When the submitter asks 

for reconsideration, the ILCO will add a Suffix Code R to the SDR number. The ILCO 

will convert the request for reconsideration to electronic transmission and forward to the 

appropriate DoD ICP/IMM or GSA action activity for reconsideration within 20 calendar 

days of receiving the request for reconsideration from the submitter. If relevant 

information is not accessible by the responsible activity, the ILCO may forward 

supporting documentation. The designated recipient of the request for reconsideration 

will review all data relating to the problem and provide a response to the reporting 

activity with information to all concerned parties within 45 calendar days (90 days for 

security assistance shipments where materiel was returned to country when previous 

SDR resubmission was closed)50. When the shipping depot is unable to respond to the 

contested SDR, the depot will forward the SDR to the source of supply for resolution.

 C17.5.8.2. Second Request for Reconsideration (Contested Transaction Set 

Purpose Code 50. Security Assistance submitters may further contest the ICP/IMM or 

GSA decision given after the request for reconsideration. To do so, the submitter must 

send a written request to the ILCO within 45 calendar days from the date of the ILCO 

reply to the request for reconsideration. The submitter must indicate why the ICP/IMM 

or GSA decision is not satisfactory. Cite the nonconformance number on the original 

SDR. The ILCO will add a Suffix Code C to the report number, which will be used in all 

references to the SDR. The ILCO will convert the request to electronic transmission 

and forward the SDR, with an appropriate advice code, within 20 calendar days to the 

appropriate focal point who will review all the information and send the ILCO the final 

decision within 50 calendar days from the date of receipt of the ILCO information. A 

contested reconsideration may only be submitted transactionally to DoD WebSDR and 

will be forwarded to the original action activity(ies). Additional distribution may be 

accomplished manually. If relevant information is not accessible by the focal point, the 

ILCO may forward supporting documentation. The ILCO will ensure all interested 

parties receive the SDR resolution.

50 ADC 430, Timeframe Change for Security Assistance SDR Requests for Reconsideration
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C17-77 CHAPTER 17

C17.5.9. Follow-up on Credit Adjustments on SDRs

 C17.5.9.1. When an action activity has indicated that a credit adjustment has 

been authorized, reimbursement is normally provided to the fund code/line of 

accounting and bill-to address cited on the original requisition. When concerned about 

an apparent non-receipt of credit, the ILCO should consult with the appropriate finance 

office for verification. Allow a minimum of 60 calendar days from the date of the SDR 

response before initiating a follow-up action. To facilitate research of supply and 

financial records, it is suggested that follow-up action for non-receipt of credit 

associated with the return of discrepant materiel occur within a reasonable period (e.g., 

not longer than 45 calendar days after the ILCO provides the action activity the initial 

notice with evidence of discrepant materiel return). 

 C17.5.9.2. When non-receipt of credit is confirmed, the ILCO will submit a 

request for billing adjustment as prescribed by MILSBILLS procedures under DLM 

4000.25, Volume 4, Finance, using DLMS 812R (DIC FAE) and Billing Advice Code 26. 

Do not send a hardcopy of the SDR or reply, as this may create duplicate work for the 

finance centers and may cause improper processing of your request. 

C17.5.10. Product Quality. Product quality deficiencies relative to Security 

Assistance shipments are reportable via SDR. If product quality is for latent defect, the 

Security Assistance customer must provide evidence that a receipt inspection was done 

and the defect could not be detected at that time and that the defect is present for 

reasons other than deterioration or damage incurred during storage or handling. Quality 

deficiencies include deficiencies in design, specifications materiel, manufacture, and/or 

workmanship. The submitter must identify by discrepancy code any quality deficiencies 

(including latent defects) that result in a safety hazard. Include the following information 

in the SDR, as applicable: manufacturer's name; contract/purchase order number; date 

of manufacture, pack, or expiration; lot/batch number; location of materiel; point of 

contact information (if other than the preparing official); along with a detailed description 

of the complaint if needed to supplement encoded information. Include the following 

information in all product quality SDR packages, as applicable: photographs, test data, 

and related documentation. When submitting a latent defect discrepancy code on the 

SDR, the report must include substantiating documentation to validate the latent defect 

such as the applicable test report used to identify the latent defect. Latent defects must 

be submitted to the ILCO with substantiating documentation. Following is a list of 

potentially applicable forms of substantiating documentation:

 C17.5.10.1. Receipt tests conducted and test reports (including test 

equipment model, serial number and software version), or documentation of receipt 

tests not conducted, and justification for tests not conducted.

 C17.5.10.2. Subsequent tests conducted and results including test 

equipment model, serial number, and software version along with test readings.

 C17.5.10.3. Justification that initial receipt inspection and testing could not 

have detected the deficiency.
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C17-78 CHAPTER 17

 C17.5.10.4. Documentation of storage and handling of the item since receipt 

including type of storage.

C17.5.11. Billing Discrepancy. Billing discrepancies reported to the ILCO on a 

SDR will be converted to the appropriate transaction format per MILSBILLS procedures 

under DLM 4000.25, Volume 4, Finance, for the DLMS 812R (DIC FAE).

C17.5.12. Financial Discrepancy. Financial discrepancies reported to the ILCO on 

a SDR will be forwarded to DFAS-DE/I for processing.

C17.5.13. Management Evaluation. As a minimum, the ILCO must have visibility 

of detail/summary reports that show:

 C17.5.13.1. The number of SDRs received during a particular time standard 

by customer with breakdown by shipping activity showing dollar value and discrepancy 

type. Reports will measure customer compliance with SDR submission time standards 

and ILCO compliance with SDR processing time standards.

 C17.5.13.2. A breakdown of SDR action activity response showing actions 

taken to include dollar value of credit authorized and reshipped materiel. 

C17.5.14. Responsibilities

 C17.5.14.1. The ILCO will: 

 C17.5.14.1.1. Complete initial SDR screening in accordance with this 

manual and DoD 5105.38-M.

 C17.5.14.1.2. Review all SDRs received for processing and determine 

proper course of action based on available case history data. Reject discrepancy 

reports that fail to meet Security Assistance time and dollar standards (with exception of 

those that require disposition instructions for wrong item received or misdirected 

shipments) or do not contain required data, unless such data is readily available, at the 

ILCO. Forward SDRs to the appropriate ICP/IMM, shipping depot, or GSA action 

activity. 

 C17.5.14.1.3. Forward the SDR and supporting documentation to the 

implementing agency’s Headquarters element for review and approval, prior to 

submission to DSCA, if recommending FMS administrative surcharge funds exceeding 

$50,000 be used to resolve an SDR. This is a manual process outside WebSDR 

transaction exchange.

 C17.5.14.1.4. Reject duplicate SDRs, except those that are resubmitted 

to request reconsideration of previous decision.

 C17.5.14.1.5. Review all requests for reconsideration that contest a 

reconsideration decision (second request for reconsideration). Reject those requests 
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C17-79 CHAPTER 17

that lack sufficient justification or were not received within the established time 

standards.

C17.5.14.1.6. Process to the Security Assistance customer initial 

acknowledgement of receipt of SDR replies and/or denials.

C17.5.14.1.7. Report the disposition of SDRs applicable to materiel and 

services to the DFAS-DE/I as required in the DoD 7000.14-R, Volume 15.

C17.5.14.1.8. Review SDR replies from action activities for 

completeness and reject those that do not specify necessary information, (e.g. 

disposition instructions for discrepant materiel). Under DLMS transactional exchange, 

the ILCO reject transaction may be directed to the action activity to identify necessary 

corrections. A maximum of five ILCO rejections per SDR control number is allowed. 

However, after three ILCO reject transactions, it may be more appropriate for the ILCO 

to contact the action activity off-line to clarify the issues involved. 

C17.5.14.1.9. Maintain records of all Security Assistance-related 

discrepancy reports to completion.

C17.5.14.2. The DoD ICP/IMM, shipping depot, or GSA will:

C17.5.14.2.1. Review all SDRs received for processing and determine 

proper course of action based on available supply records and the results of 

investigation.

C17.5.14.2.2. Furnish properly completed SDRs to the ILCO for further 

processing to the Security Assistance customer. The action activity will cite the 

appropriate reply code (Appendix 7.28). 

C17.5.14.2.3. Based upon the validated SDR, request that DFAS 

authorize adjustment/credit in accordance with MILSBILLS procedures under DLM 

4000.25, Volume 4, Finance.

C17.5.14.2.4. Provide signed evidence of shipment to the ILCO when 

non-receipt of materiel is involved. If this documentation cannot be provided, 

appropriate credit is required.

C17.5.14.2.5. Provide documentation that is matched to the quantity 

shipped for concealed shortages. Examples of such documentation are those that 

contain size, total weight, and cube accepted by the carrier. Credit is denied if the 

documentation, in conjunction with the unit weight, supports shipment of the total 

quantity billed. Otherwise, appropriate credit for the difference is required. 
DLM 4000.25, Volume 2, December 27, 2022

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C18-1 CHAPTER 18

C18. CHAPTER 18

RESERVED
DLM 4000.25, Volume 2, October 09, 2018

Change 11

C19-1 CHAPTER 19

C19. CHAPTER 19

RESERVED
DLM 4000.25, Volume 2, October 03, 2017

Change 9

C20-1 CHAPTER 20

C20. CHAPTER 20

MEDICAL UNIT ASSEMBLY PROGRAM

C20.1. GENERAL. This chapter provides procedures supporting the DoD Medical Unit 

Assembly Program. This program is an integral part of the DoD Deployable Medical 

Systems (DEPMEDS). These procedures cover from issuance of the advance 

assembly build/release order through the actual building and packing of the assembled 

component. Included are receipts at the assembly activity (e.g., Distribution Standard

System (DSS) assembly depot), from procurement and non-procurement sources and 

the reporting of those receipts to the assembly manager (e.g., United States Army 

Medical Materiel Agency (USAMMA), DLA Troop Support, Philadelphia, PA. Receipts 

under the USAMMA Prime Vendor Program are included.

C20.2. APPLICABILITY AND SCOPE. These procedures apply primarily to DLA and 

USAMMA, who issue/process transactions in support of the DoD Medical Unit Assembly 

Program. Other DoD Components who participate in this program or other similar 

programs will comply with these procedures.

C20.3. BUILD REQUIREMENT. The assembly manager will use DLMS 650A 

Assembly Component Maintenance Structure to identify to the assembly activity, the 

specific medical assembly to be built. DLMS 650A may also be used by the assembly 

manager and assembly activity to enter corrections, provide missing data, or to send

history data. This is the initial transaction establishing the requirement, and it identifies 

the end-item to be assembled, as initiated by a new requisition, or by changes to a 

previous one. The transaction provides the build directive number, unit assembly 

number, end-item nomenclature, cost estimate, total number of assemblies to be built, 

number of components in each, and DoD activity address code (DoDAAC) of the ship-to 

activity by providing the assembly activity sufficient information to start planning the 

end-item assembly.

C20.4. DUE-IN ESTABLISHMENT. The assembly manager will use the Defense 

Logistics Management Standards (DLMS) 527D, Due-in/Advance Receipt/Due 

Verification transaction to establish pre-positioned materiel receipt (PMR) information at 

the assembly activity. DLMS 527D PMR provides the procurement instrument 

identifier (PIID)1, contract line item number, national stock number (NSN), part number, 

build directive number, and other information necessary to ensure that the assembly 

activity receipts the item in the correct build directive number. When a PIID call/order 

number (F in 9th position) is used, provide the value in the PIID field. The PMR 

also provides data to prepare the DLMS 527R Receipt transaction upon receipt of the 

materiel. Assembly managers and assembly activities will follow procedures in Chapter 

1 Use the legacy PIIN pending transition to the PIID. When using the PIIN, include the fourposition call/order number. Refer to ADC 1161A.
DLM 4000.25, Volume 2, October 03, 2017

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C20-2 CHAPTER 20

12, Due-in PMR, to establish advance receipt information PMR and to maintain control 

of due-in materiel.

C20.5. RECEIPT PROCESSING. The assembly activity will report procurement and 

nonprocurement receipts to the assembly manager using DLMS 527R Receipt. This

notifies the assembly manager that assembly components have been received for a 

specific build/assembly of the medical end item. Assembly activities must comply with 

Chapter 13 for maintaining control of receipts, to include the time standards for 

processing receipts, and for reporting discrepant/deficient receipts.

C20.6. COMPONENT PACKING CONFIRMATION. The assembly activity must use 

DLMS 650C, Component Packing Confirmation to notify the assembly manager that 

packing has been completed at the assembly activity.
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C21-1 CHAPTER 21

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 

DLAR (JSR) 4145.04/AR 740-3/AFMAN 23-125/NAVSUPINST 4400.100B/MCO 

4450.15B, Stock Readiness. Under the SR Program, the Department of Defense 

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

serviceability of materiel, and the scheduling, controlling, and reporting of packaging 

and other cost reimbursable actions in support of the stock readiness program. This 

chapter provides an overview of the DLMS transactions that support the stock readiness 

program. Initial implementation is internal to DLA and its storage activities using 

Distribution Standard System (DSS). The DoD Components will phase in usage during 

modernization. All transactions must be processed through the Defense Automatic

Addressing System (DAAS). Capability to support communication with non-DLMS 

owner/managers and non-DSS storage sites using email and web-based processing is 

authorized.

1 

C21.1.1. Stock Screening Request/Reply. The electronic stock screening request 

is used by materiel owners/manager to request storage activities to perform a screening 

action based upon specified criteria. The storage activity will provide an electronic 

response to the request with results of the screening or to report that materiel matching 

the screening criteria was not found. The DLMS 842C/I, Stock Screening Request and 

842C/R Stock Screening Reply transactions replace the manual tracking and 

communication of screening requests and results where electronic capability is 

supported. This DLMS enhancement provides the DoD Components with the capability 

to use an electronic transmission method within their inventory management systems 

and improve tracking and management of screening actions.

C21.1.2. Storage Quality Control Report (SQCR)/Reply. The electronic SQCR is 

used by the storage activity to report storage quality issues requiring stock readiness 

work (e.g. repair, repackaging, testing, etc.) to the owner for approval. The DLMS

842S/Q, Storage Quality Control Report and 842S/R SQCR Reply transactions, replace 

the SQCR, DD Form 1225, for information exchange under the DLMS. This DLMS 

enhancement provides the DoD Components with the capability to use an electronic 

transmission method within their inventory management systems and eliminates the

exchange of hardcopy documents. This process includes both the storage activity 

report and the owner reply, including capability for an interim reply. The storage activity 

will provide a completion notice to inform the owner/manager that requested disposition 

has been completed.2

1 Refer to ADC 1045. Target implementation is 1Q FY 2017.

2 Ibid.
DLM 4000.25, Volume 2, January 22, 2024

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C21-2 CHAPTER 21

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

Components owner/managers and storage activities. It applies to classes of supply that 

are managed by the DoD Components and stored at the storage activities, except Class 

V, Class VI, and Bulk Class III. Use is required for materiel stored operating under the 

DLA Distribution Standard System (DSS) and is supported by Component direction for 

other storage activities.

C21.3. STOCK SCREENING REQUEST/REPLY OVERVIEW. The materiel

owner/manager will create a stock screening request to notify distribution activities to 

screen for potentially quality deficient/defective materiel. Triggers for stock screening 

actions include a Product Quality Deficiency Report (PQDR), Supply Discrepancy 

Report (SDR), the critical item management (CIM) process, or other notification of 

defect. The materiel owner/manager will identify materiel to be screened by NSN, part 

number/CAGE or other authorized form of materiel identification, specify the inspection 

type, and provide detailed instructions for the stock screening criteria (e.g., part 

numbers, vendor, markings, contract, etc.). Screening instructions may be defined by 

data elements within screening request or by narrative remarks. Materiel managers can 

create a stock screening request for all inspection types. Materiel owners may create a 

stock screening request only for Type Inspection Code P, which is used to request a 

special inspection at a single storage activity. Materiel owners will coordinate all other 

stock screening requests with the materiel manager.

C21.3.1. Under DLMS, the stock screening request is prepared using the DLMS 

842C/I, Stock Screening Request. The owner/manager will create and transmit a 

separate transaction for each action and information copy recipient (i.e., 28 transactions 

prepared for 28 storage activities). The owner/manager will identify as the action 

recipient those storage activities known by the owner/manager to have the materiel in 

question in storage. An information copy will also be provided to all other storage 

activities that might possibly have the identified stock in storage. When directing a 

stock screening request to a DLA Distribution Center, all DLA Distribution Centers must 

be identified as either action or information copy recipients. This process will ensure 

that all applicable materiel is screened, to include, for example, DLA-managed materiel

that is now owned by the DoD Components. The only exception to this is for Type 

Inspection Code P, which is used to request a special inspection at a single storage 

activity. For Type Inspection Code P, information copies will not be provided to other 

storage activities.

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

application until a reply is received from all the action storage activities/locations 

indicating that the stock screening has been: completed with no defects found; 

completed with SQCR created; or completed with a “no stock” reply. An interim reply 

may be provided under exceptional circumstances with explanatory comments. When 

all action activity replies have been received, the request will be closed.

C21.3.3. Under DLMS, the stock screening reply is prepared using the DLMS

842C/R, Stock Screening Reply, to close the automated coordination of stock screening 

actions. Storage activities will send a stock screening reply transaction to the 
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C21-3 CHAPTER 21

owner/manager for storage activities identified for action. If no stock is stored at a 

particular storage activity, the storage activity will send a “no stock” reply where 

designated for action.

C21.3.4. If the storage activity finds stock within its location, the storage activity 

will automatically create an inspection workload using the data from the stock screening 

transaction. If the inspection type is critical safety item (CSI), the storage activity will

automatically freeze the stock. When the inspection is complete, action storage 

activities will send a reply to the owner/manager with the results of the stock screening 

and close the screening request. When materiel is found matching the screening 

criteria, the reply will specify the quantity and condition of the materiel. Depending upon 

the results of the screening, the reply may indicate that an SQCR will follow.

C21.3.5. No screening reply is prepared by information stock screening request 

recipients. This is true regardless of the results of the screening. However, if defective 

materiel is located at a storage activity receiving only an information copy, an SQCR 

may be prepared for the materiel owner following guidance below.

C21.3.6. Detailed Requirements. The owner/manager preparing the stock 

screening request will assign a suspense date based on the inspection type. The 

owner/manager will specify screening criteria as appropriate. Only one procurement 

instrument identifier (PIID)3 (optionally including CLIN) or vendor may be specified per 

request. When a PIID call/order number (F in 9th position) is used, provide the value in 

the PIID field. The materiel owner/manager may specify up to five CAGE/part number 

or batch/lot number combinations associated with an NSN, (e.g., for CSI inspections). 

The owner/manager will assign an internal reference number for identification of the 

stock screening request, that may be used to associate the request with the triggering 

event. This reference number may be systemically assigned and will be perpetuated to 

the stock screening reply and any resulting SQCRs. A document number is required to 

ensure a DoD-wide unique control number. Both the stock screening reference number 

and the document number must be included in all transactions. In addition, when 

applicable, the Product Quality Deficiency Report (PQDR) report control number (RCN) 

or the SDR document number will be included to provide a cross reference when the 

screening action is triggered by a PQDR or SDR.

 C21.3.6.1. Receipt Restriction. During Stock Screening Request creation, 

the owner/manager is required to identify if a receipt restriction is needed to identify and 

suspend materiel matching the screening criteria during receipt.4 If a receipt restriction 

is needed, the owner/manager will have the option to provide an expiration date of the 

receipt restriction. If an expiration date is not provided, the storage activity must be 

contacted to modify or delete receipt restrictions. Suspended materiel identified through 

3 Use the legacy PIIN pending transition to the PIID. When using the PIIN, may include the four-position 

call/order number. Refer to ADC 1161A.

4 Refer to ADC 1045. Target implementation is 1Q FY 2017.
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C21-4 CHAPTER 21

the receipt restriction will be reported to the owner via SDR receipt notification under 

Chapter 17 pending enhanced procedures to notify both the owner and the manager.5 

 C21.3.6.2. Inspection Types.

6 Stock screening requests may be prepared for 

the inspection types listed in Table C21.T1. Inspection type is identified within the 

screening request and reply by the Type Inspection Code. The suspense date for 

completion of the screening action by the storage activity will be based upon the type of 

inspection requested per Table C21.T1.

Table C21.T1. Type Inspection Code and Suspense Table

Type 

Inspection

Code

Definition Usage Storage 

Activity 

Suspense

F Safety of Flight (SOF) Special inspection of SOF materiel 

or Aviation Safety Action Message 

(ASAM)

5 days

P Special Inspection for 

Single Location 

Specific to one storage activity (for 

example, take pictures of materiel 

at specific location)

15 days

Q Quality Related Applicable to screening 

subsequent to PQDR or SDR

15 days

R Reimbursable Reimbursable special inspection. 

Goes to all DLA Distribution 

storage locations (action copy to 

those known to have materiel in 

stock and info copy to all others)

30 days

U Safety of Use (SOU) Special inspection of SOU materiel 5 days

X Critical Safety Item 

(CSI)

Special inspection of CSI materiel 5 days

Z Suspect counterfeit Inspection triggered by suspected 

counterfeit materiel/unauthorized 

product substitution (CMUPS)

15 days

 C21.3.6.3. The owner/manager request format performs four functions:

 C21.3.6.3.1. Stock Screening Request for Action. This is the basic 

request sent to storage locations where materiel matching screening criteria is known to 

be held.

5 Ibid.

6 Ibid. Pending implementation, Code A (ASAM) will remain available for use.
DLM 4000.25, Volume 2, January 22, 2024

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C21-5 CHAPTER 21

 C21.3.6.3.2. Informational Stock Screening. This is sent to storage 

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

may hold such materiel owned by other organizations.

 C21.3.6.3.3. Cancellation. This cancels a previously transmitted 

request.

 C21.3.6.3.4. Additional Comments. This identifies a follow-on separate 

transmission that provides clarification of the original request.

C21.3.7. The storage location reply format performs five functions:

 C21.3.7.1. No Stock Found. Used by action storage activities to inform the 

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

 C21.3.7.2. Stock Screening Completed. Used by action storage activities to 

inform the owner/manager that the stock screening action is complete and provide the 

results of the screening.

 C21.3.7.3. Interim Reply – Comments Provided. This is used by exception 

when necessary to communicate with the owner/manager prior to completion of the 

screening action, e.g., to request additional time or clarification of the screening criteria.

 C21.3.7.4. Not Processed – Additional Comments Rejected. This is used to 

provide notification that the additional comments from the owner/manager cannot be 

processed because the screening action has been completed and closed.

 C21.3.7.5. Cancellation. This cancels a previously transmitted reply so that a 

corrected reply may be provided.

C21.4. STORAGE QUALITY CONTROL REPORT PROCESS OVERVIEW. The 

SQCR is submitted by storage activities when changes in the condition of stocks are 

discovered during stock surveillance, inspections/screening, or during distribution 

processes requiring stock inspection/screening. The SQCR is forwarded to the materiel

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

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

C21.4.1. Triggers for preparation of the SQCR include:

 C21.4.1.1. Changes to an unserviceable condition when it is determined that 

there may be contractor liability for unserviceability under the terms of warranty clauses 

or unserviceability is due to a latent quality defect. Materiel in this condition must be 

transferred to SCC L (suspended litigation) pending negotiation with contractor(s) or 

receipt of disposition instructions.

 C21.4.1.2. Transfers to SCC D (serviceable – test/modification), 

E (unserviceable – limited restoration), F (unserviceable – repairable), G (unserviceable 

– incomplete), J (suspended in stock), and L (suspended – litigation).
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C21-6 CHAPTER 21

 C21.4.1.3. Changes in condition of dated, limited shelf-life materiel, medical, 

or subsistence items.

 C21.4.1.4. The item in stock is unidentified or misidentified.

C21.4.2. Under DLMS, the SQCR is prepared by using the DLMS 842S/Q, SQCR. 

Where DLMS is not supported, the SQCR will be entered via WebSQCR7 to the 

materiel owner pending implementation of the DLMS or DAAS capability to convert 

transactions to email.

C21.4.3. Under DLMS, the SQCR response is prepared using the DLMS 842S/R, 

SQCR Reply. Where DLMS is not supported, the materiel owner will reply via 

WebSQCR.8

C21.4.4. Upon completion of authorized reimbursable stock readiness work, the 

storage activity will provide a completion notice to the materiel owner.

C21.4.5. Detailed Requirements. The storage activity must prepare an SQCR for 

each item, reporting quantity by condition code. The storage location may also be 

provided (up to 20 locations may be identified per SQCR). Notification of SQCRs are 

forwarded to the appropriate materiel owner stock readiness (SR) coordinator for 

response by WebSQCR-generated email. The SQCR will use up to two discrepancy 

codes in conjunction with narrative remarks to identify the problem being reported. The 

SQCR will remain open in at the storage activity until disposition is received from the 

materiel owner. The SR coordinator reviews the item for excess stock position, cost of 

action in relation to the value of materiel, etc., and approves or disapproves the stock 

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

coordinator will concurrently provide disposition instructions for the materiel. When 

approving the SR request, the SR coordinator will reply to the storage activity for action. 

A disposition/status reply code is available in the DLMS format to communicate the 

reply to reduce reliance on narrative text and to facilitate automated tracking/trend 

analysis.

C21.4.6. Inspection Types. An SQCR may be prepared as a result of any of the 

following inspection types: SOF (including ASAM), special inspection, quality related 

(e.g., investigation resulting from a PQDR or SDR), SOU, CSI, visual (care of supplies 

in storage (COSIS)) shelf-life inspection (cyclic), or suspect counterfeit. The inspection 

type is identified within the SQCR and reply by the type inspection code.9

7 Ibid. Pending implementation, SQCRs will be forwarded manually.

8 Refer to ADC 1045; target implementation is 1Q FY 2017. Pending implementation, the owner will 

return the SQCR form annotated with the applicable response information.

9 Refer to ADC 1045; target implementation is 1Q FY 2017. Pending implementation, the following codes 

will remain available for use:

 A ASAM

 O Outbound Shipment

 T Stock Readiness
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C21-7 CHAPTER 21

Table C21.T2, Type Inspection Code and Suspense Table

Type 

Inspection

Code

Definition Usage Storage 

Activity 

Suspense

C Visual Monthly COSIS inspections Monthly

F Safety of Flight (SOF) Special Inspection of SOF 

materiel or Aviation Safety 

Action Message

5 days

P Special Inspection at 

Single Location

Specific to one storage activity 

(for example, take pictures of 

materiel at specific location)

15 days

Q Quality Related Applicable to screening 

subsequent to PQDR or SDR

15 days

R Reimbursable Reimbursable special 

inspection. Goes to all DLA 

Distribution storage locations 

(action copy to those known to 

have materiel in stock and info 

copy to all others)

30 days

S Shelf Life Monthly cyclic inspections for 

shelf life items

Monthly

U Safety of Use (SOU) Special inspection of SOU 

materiel

5 days

X Critical Safety Item 

(CSI)

Special inspection of CSI 

materiel

5 days

Z Suspect counterfeit Inspection triggered by 

suspected counterfeit 

materiel/unauthorized product 

substitution (CMUPS)

15 days
DLM 4000.25, Volume 2, January 22, 2024

Change 17

C21-8 CHAPTER 21

C21.4.7. The storage activity will provide materiel identification by NSN 

manufacturer’s CAGE/part number, or other form of materiel identification authorized by 

the DLMS format. It will also support identification by description if needed. Data 

content is comparable to the DD Form 1225. When applicable, the report will include 

the stock screening request reference number as a cross-reference between the 

screening request and the resulting SQCR. The SQCR will use up to two discrepancy 

codes to identify the non-conformance situation. It provides the estimated/actual cost 

for repair or repackaging. Item unique identification (IUID) data requirements will be 

populated on the SQCR in accordance with DoD Supply Policy when NSNs have an 

IUID Indicator Y.10

 C21.4.7.1. The storage activity SQCR format performs five functions:

 C21.4.7.1.1. Original Report (Transaction Set Purpose Code 00) 

 C21.4.7.1.2. Correction (Transaction Set Purpose Code CO)

 C21.4.7.1.3. Cancellation (Transaction Set Purpose Code 01)

 C21.4.7.1.4. Follow-up (Transaction Set Purpose Code 45)

 C21.4.7.1.5. Reconsideration Request (Transaction Set Purpose Code 

15). This is used when the storage activity does not agree with the requested action, 

allowing the storage activity an option to request further review by the owner.

 C21.4.7.2. The SQCR reply format performs four functions:

 C21.4.7.2.1. SQCR Reply. This is used by the materiel owner to 

provide disposition instructions on requested stock readiness work.

 C21.4.7.2.2. SQCR Interim Reply. SQCR interim replies (Transaction 

Set Purpose Code 11) are used by the materiel owner to request additional information 

or clarification from the storage activity on requested stock readiness work. This 

requires inclusion of Reply Code 104 and clarifying narrative remarks. The submitting 

activity is encouraged to respond immediately, but no later than 31 days from issuance 

of the request. In a transactional response to the request for additional information, the 

submitting activity must provide a status update (Transaction Set Purpose Code SU) 

using Reply Code 321 to notify the action activity that the requested information is being 

provided or the submitter may provide clarification via off-line communication. No more 

than three request/response transactions per SQCR will be allowed. A fourth 

transmission of Reply Code 104 or 321 will result in systemic rejection and will require 

manual attention.

 C21.4.7.2.3. Status Update. A status update (Transaction Set Purpose 

Code SU) is a form of reply prepared by the activity that submitted the SQCR. It is used 

by the storage activity to provide information to the materiel owner, often in response to 

10 Refer to ADC 1045; target implementation is 1Q FY 2017.
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Change 17

C21-9 CHAPTER 21

an interim reply requesting additional information or clarification. Using the Status 

Update allows for two-way communication between the submitting activity and the 

owner.

 C21.4.7.2.4. Completion Notice. A completion notice (Transaction Set 

Purpose Code CN), is used by the storage activity to communicate with the materiel 

owner that final action has been taken on the SQCR. This is equivalent to indicating the 

storage activity has closed the SQCR. The completion notice provides closing remarks 

and the date the closing action was completed.

 C21.4.8. Missing Serial Number. In support of Financial Improvement 

and Audit Readiness (FIAR) ), accountability and management of capital equipment

assigned under an established unique Item tracking (UIT) program requires serialization 

data visibility. Thus, items with an approved UIT designator code located in storage 

without a serial number will not only require an SQCR, but will stop the equipment in the 

supply chain until a serial number is identified and the materiel is marked. Distribution 

centers must suspend the item in SCC J and prepare an SQCR. Cite the applicable 

discrepancy code and provide clarifying remarks with descriptive information for the 

item. If the storage activity is unable to determine the missing serial number from 

inventory records, the materiel owner is responsible for determining the appropriate 

serial number and providing disposition for marking the item (Reply Code 611).11

C21.4.9. Quality Related Issues Identified as a Result of a Stock Screening 

Request Initiated by a Non-Owning Manager.

12 When the DLA Distribution Center 

receives a Stock Screening Request, the inspection workload is automatically 

generated in DSS. The DLA storage activity must record the inspection results in DSS 

and forward to the item manager. If the inspection results identify non-manager owned 

suspected non-conforming materiel, the DLA storage activity will suspend the materiel 

and must prepare a SQCR to the item manager with an information copy to the nonmanaging owner. The SQCR will include Action Code 4A indicating the SQCR is for 

non-manager owned materiel. The Stock Screening Request number will be 

perpetuated on the SQCR. This process is primarily designed to allow the nonmanaging owner to obtain credit for non-conforming materiel that is located in a DLA 

storage activity and return that materiel to the manager’s ownership.

 C21.4.9.1. Upon completion of the investigation, if the suspended materiel is 

found to be non-conforming, the manager will provide an interim SQCR response to the 

owner(s) using Reply Code 104 requesting original requisition numbers and asking the 

owner to create a ship-in-place MRO to the distribution center(s) where the materiel is 

located using the manager-provided document number. Concurrent with the SQCR 

interim reply, the manager will provide a prepositioned materiel receipt (PMR) to the 

applicable distribution center(s) identifying the manager as the activity to which the 

receipt transferring ownership will be directed. If the owner no longer knows the specific 

document number under which the materiel was requisitioned, a constructed document 

11 Refer to ADC 1198A.

12 Refer to ADC 1084.
DLM 4000.25, Volume 2, January 22, 2024

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C21-10 CHAPTER 21

number must be used. Failing to provide the original document number for 

material issued by the source of supply (SOS) will result in no credit to the 

Component performing the return when using a constructed document number. 

 C21.4.9.2. Standard Line of Accounting/Accounting Classification Data 

Elements. Under DLMS, logistics transactions with financial implications are required to 

carry discrete SLOA/Accounting Classification data elements. This requirement does

not apply to the SQCR Reply where the original SLOA/Accounting Classification data 

was not previously provided as indicated by the use of a constructed document number 

by the non-manager owner requesting credit for suspended stock. 

 C21.4.9.3. In order to transfer ownership of the suspended materiel to the 

manager, the owner will provide a DLMS 940R Materiel Release Order (MRO) to the 

distribution center. The MRO must be formatted for shipment-in-place and should 

reflect the full quantity identified on the SDR. Upon processing of the associated 

receipt, the presence of the distribution center number (DCN) in the PMR will trigger 

the generation of a correction to the SDR data by the distribution center. The SDR

correction will cite Action Code 4B and indicate the quantity transferred to ownership of 

the manager. Upon successful processing of the receipt for the nonconforming 

materiel, the manager will provide credit to the owner under MILSBILLS procedures.

 C21.4.9.4. The manager will provide disposition for all suspended materiel 

via SQCR reply. Additionally, the manager will provide a DLMS 940R Materiel Release 

to the storage activity to trigger shipment or disposal action as required. Upon 

completion of the actions identified by the manager’s disposition instructions, the DLA 

Distribution Center(s) will provide a completion notice to the item manager with an 

information copy to the original owner.

21.4.10. WebSS and WebSQCR Processing. 

 C21.4.10.1. Owners/managers and storage activities that are not DLMScapable will prepare the Stock Screening Request, SQCR, or associated reply using the 

DAAS-maintained WebSS or WebSQCR module within DoD WebSDR. The WebSS 

and WebSQCR will convert Web-entered Stock Screening Request, SQCR, and 

associated replies to DLMS transactions when directed to DLMS-capable 

Service/Agency systems. Activities lacking interface connectivity will receive email 

notification. Upon receipt of the email notification, authorized users must access the 

Web to obtain applicable information. Users who fail to access the Web within seven 

(7) calendar days of the notification email will receive a systemically-generated reminder 

email.

 C21.4.10.2. Stock Readiness coordinators relying on WebSS and WebSQCR 

for information exchange must provide email addresses associated with each applicable 

non-DLMS owner/manager and storage activity Routing Identifier Code (RIC).

 C21.4.10.3. WebSS and WebSQCR will block Web input and reject 

transactions associated with owner/manager or storage activity RICs that are not 
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C21-11 CHAPTER 21

capable of receiving DLMS transactions or not registered for automated email 

notification.

 C21.4.10.4. WebSS and WebSQCR will validate Web input and transactions 

for correct format and valid data content. Invalid Web input will be blocked and 

transactions rejected citing the applicable reply code.

C21.4.11. DAAS Query Capability.

13 WebSS and WebSQCR will include 

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

control numbers, PIID or CAGE, date open, date closed, storage activity, and 

owner/manager. The query function may be used to monitor storage activity responses 

to requested stock screening actions, displaying which activities have responded and 

which are outstanding. The stock screening request query will support drill down 

capability to review the associated SQCRs.

13 Query capability not currently available pending full implementation of ADC 240 and ADC 1045 

supporting Web-enhanced Stock Screening Requests and SQCRs.
DLM 4000.25, Volume 2, October 09, 2018

Change 11

C22-1 CHAPTER 22

C22. CHAPTER 22 

ASSET STATUS REPORTING

C22.1. GENERAL

 C22.1.1. Purpose. This chapter prescribes asset status reporting procedures for 

the interchange of asset status information between the DoD Component wholesale and 

below wholesale distribution systems and owners/managers. 

 C22.1.2. Transactions. This chapter addresses the procedures applicable to the

asset status reporting function using the DLMS 846I. The asset status reporting

function is identified by the DLMS 846I Accredited Standards Committee (ASC) X12 

beginning segment (1/BIA02/020) report type codes. Its DLSS (MILSTRAP) legacy 

counterpart identified by document identifier codes (DIC), is included for information 

purposes to allow for processing in a mixed DLMS/DLSS environment. Other formats 

such as Extensible Markup Langauage (XML) are also available See the Defense

Enterprise Data Standards Website for available formats on the DLMS IC page. 

 C22.1.2.1. DLMS 846I, Asset Status Inquiry/Report is used for the following 

transaction functions identified by the beginning segment Report Type Code:

 C22.1.2.1.1. Request for Asset Status Report is identified by Report 

Type Code TI–Asset Status Inquiry. This transaction provides MILSTRAP legacy DIC 

DZE functionality, which was sent from an inventory control point (ICP) to Military 

Service designated central points to request reporting from bases, posts, camps and 

stations. 

 C22.1.2.1.2. Asset Status Report is identified by Report Type Code TJ–

Asset Status Advice. This transaction provides MILSTRAP legacy DIC DZA and DZF 

functionality.

C22.2. IN STORAGE ASSETS

 C22.2.1. Assets Within the Wholesale Distribution System 

 C22.2.1.1. For assets within the wholesale distribution system, Asset Status 

Report Transactions may be used between DoD Components by mutual agreement. 

Send Asset Status Report Transactions (legacy DIC DZA) between DoD Components 

based on mutually agreed schedules.

 C22.2.1.2. Asset status transactions may be used between a Component

ICP and a DLA storage activity by mutual agreement.

 C22.2.1.3. Under MILSTRAP, due to the number of record positions in DIC 

DZA devoted to entries prescribed by the DoD Components for use within Component 
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C22-2 CHAPTER 22

distribution systems, each Component is authorized to procure a printed format suited

to its needs. DoD Components must identify to Defense Logistics Management 

Standards any Component-prescribed data in DIC DZA that will be required in the 

Component’s modernized system using DLMS. This is necessary so that Defense

Logistics Management Standards can incorporate the Component data in the DLMS 

846I Asset Status Report Transaction.

 C22.2.2. Assets Below the Wholesale Distribution System. Assets below the 

wholesale distribution system will be reported to the owner/manager when requested by 

the owner/ manager.

 C22.2.2.1. Use the Request for Asset Status Report Transaction with the 

appropriate asset status code to request, change, or discontinue asset status reporting 

from the below wholesale distribution system.

 C22.2.2.2. For the total asset visibility program, use the Request for Asset 

Status Report Transaction to request the report of assets above the requisitioning 

objective using DLMS 180M, Materiel Returns Reporting (Legacy Military Standard 

Requisitioning and Issue Procedures (MILSTRIP) DIC FTE). Use with the asset 

visibility program is based on agreement of the involved DoD Components.

 C22.2.2.3. Transmit Request for Asset Status Report Transactions to central 

points designated by DoD Components. Each DoD Component designated activity will

be responsible for notifying its reporting activities of the reporting requirements shown in 

the Request for Asset Status Report Transactions received from the other Components. 

The Component activities designated to receive the requests are:

Component Activity Routing Identifier Code

Army USAMC Logistics Support Activity

ATTN: AMXLS-V 

Building 5307, Sparkman Center

Redstone Arsenal, AL 35898-7466

AGT

Navy Navy Supply Systems Command

Weapon Systems Support 

Mechanicsburg, PA 17055-5000

NRP

Air Force Headquarters

Air Force Materiel Command

4375 Chidlaw Road, Suite 6

Wright-Patterson Air Force Base

Dayton, OH 45433-5006

FNA

Marine Corps ILS Directorate (Code 820)

Marine Corps Logistics Base

Albany, GA 31704-5000

MPB
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C22-3 CHAPTER 22

 C22.2.2.4. Always show dates for commencement of reporting (Asset Status 

Reporting Codes C and D) and change of reporting (Reporting Codes H and J) in the 

Request for Asset Status Report Transaction as the first day of a month. In these 

instances, send the request transaction not later than 60 calendar days before the 

commencement date.

 C22.2.2.5. Provision is made for requesting earlier commencement of 

reporting by use of Asset Status Reporting Code M. In this instance, the DoD 

Components’ central points will ensure that reporting commences as soon as possible 

after receipt of the request. 

 C22.2.2.6. When a one-time asset status report is required on an expedited 

basis, the Request for Asset Status Report Transaction will contain Asset Status 

Reporting Code Z and the date the report is required. The DoD Component central 

point or the reporting activity in receipt of the request will take no further action if the 

date the report is required is already past.

 C22.2.2.7. When a one-time asset status report is required for the asset 

visibility/redistribution program, the Request for Asset Status Report Transaction will

contain Reporting Code N and the date the report is required. Use with the asset 

visibility program is based on agreement of the involved DoD Components. 

 C22.2.2.8. Use the Request for Asset Status Report Transaction to request 

termination of reporting by citing Asset Reporting Code E. Show dates for termination 

of reporting in the transaction as the last day of the month. Send the Request for Asset 

Status Report Transaction termination request not later than 60 calendar days prior to 

the termination date entered in the transaction.

 C22.2.2.9. Activities below the distribution system (base, post, camp, or 

station) will use Asset Status Report Transactions to report assets to the requesting 

ICP. Report on hand balances by each separate supply condition of held materiel. 

Under the constraints of the MILSTRAP fixed length format, the DIC DZF Asset Status 

Report Transaction is designed to provide for use of multiple transactions when either or 

both of the following apply:

 C22.2.2.9.1. More than two supply conditions of materiel are held.

 C22.2.2.9.2. Requisitioning objective, due-in, or reserved quantities 

exceed 999,999.

 C22.2.2.10. The asset status reporting code cited in the Asset Status Report 

Transaction will indicate the type of reporting being accomplished.

C22.3. INTRA-COMPONENT USE

 C22.3.1 Intra-Army Use. Army also uses the DLMS Asset Status Report 

Transaction on an intra-Army basis for Army Single Stock Fund Asset Balance 

Reporting. This use serves a dual purpose:
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C22-4 CHAPTER 22

 C22.3.1.1 When used to report on the single stock fund to the national level 

systems, the Asset Status Report Transaction represents a report to update the 

requisitioning objective, reorder point, and retention limit.

 C22.3.1.2. When used during a logistics reassignment outside the Army by 

the losing item manager, the Asset Status Report Transaction informs the Army 

manager for Non-Army Managed Items (NAMI) of the requisitioning objective and safety 

level to be set in their systems to be able to monitor and maintain the single stock fund 

stocking levels.

C22.3.2. Intra-Navy Use. Navy also uses the DLMS 846I Asset Status Report 

Transaction on an intra-Navy basis for reporting allowance-based assets that are below 

the whole distribution system to the ICP. This allows the ICP to determine when the 

activity requires more materiel due to being below its allowance.
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C23-1 CHAPTER 23

C23. CHAPTER 23 

CATALOG DATA SUPPORT 

C23.1. GENERAL 

C23.1.1. Purpose. This chapter provides general information regarding 

procedures and data exchange requirements for the communication of the DLMS 

Catalog Data Support. 

C23.1.2. Transactions. This chapter addresses procedures applicable to the 

following Accredited Standards Committee (ASC) X12 transaction functions identified by 

the transaction set number and the beginning segment Transaction Purpose Code. 

There are no legacy 80 record position (MILS) equivalent transactions. See the 

Defense Enterprise Data Standards Website for available DLMS Supplement formats 

on the DLMS IC page. 

 C23.1.2.1. DLMS 832N, Catalog Data Support, is used for the following 

transaction functions identified by the beginning segment Catalog Purpose Code

(1/BCT01/0200): 

 C23.1.2.1.1. CP – Use to identify catalog data support communicated 

between DLA Disposition Services, DLA Disposition Services Field Offices, and 

Distribution Depots supporting Reutilization Business Integration (RBI). These catalog 

data support transactions identified by BCT01=CP are referred to in this document as 

DLA Disposition Services Catalog Data Support. See Chapter 16 for detailed 

procedures associated with this type of catalog data support.

 C23.1.2.1.2. RC – Use to identify catalog data support communicated 

between DLA and maintenance/industrial activities (IAs) authorized by DLA IA support 

agreement supporting Supply, Storage, and Distribution (SS&D) for the Navy and Retail 

Storage and Distribution Interface (SDI) for the Marine Corps. These catalog data 

support transactions are referred to as IA Catalog Data Support.

 C23.1.2.1.3. SC – Use to identify catalog data support communicated 

between DLA Disposition Services and DLA Disposition Services Field Offices 

supporting Reutilization Business Integration (RBI). These catalog data support 

transactions are referred to as Sales Contract Catalog Data Support. Note: Only the 

following detail level functional data is applicable to this process: Generic Name 

Description, Sales Contract Number, Sales Contract Line Item Number, Remaining 

Authorized Quantity, and Unit of Measure. See Chapter 16 for detailed procedures 

associated with this type of catalog data support.

 C23.1.2.2. Reserved. (This is a placeholder for other Catalog Data Support 

transactions that will be identified by different Transaction Purpose Codes.)
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C23-2 CHAPTER 23

C23.2. INDUSTRIAL ACTIVITY CATALOG DATA SUPPORT 

C23.2.1. Navy Background. As a result of the 2005 Base Realignment and 

Closure (BRAC) decision, retail supply, storage and distribution functions and 

associated infrastructure supporting the Navy industrial/maintenance sites transferred to 

DLA. DLA is the material provider for all consumable items in support of the 

maintenance mission at these sites. To effectively manage materiel at these sites, DLA 

will maintain materiel master records identifying the materiel identification and 

associated characteristics for all DLA managed, non-DLA managed, and local stock 

number materials that are used by the Navy. Prior to the BRAC decision, Enterprise 

Business System (EBS) maintained materiel master records for all DLA managed items 

and some non-DLA Managed items; with this new requirement the DLA EBS will

establish materiel master records for any non-DLA managed item requested by the 

Navy Fleet Readiness Centers (FRCs) and the Naval Shipyards (NSYs).

C23.2.2. Marine Corps Background. As a result of the 2005 BRAC decision, 

operating materiel and supplies storage and distribution functions and associated 

infrastructure supporting the Marine Corps Maintenance Centers (MCMC) 

industrial/maintenance sites transferred to DLA. DLA is the storage and distribution 

provider for most consumable items in support of the maintenance mission at these 

sites. To effectively manage materials at these sites, DLA Distribution Standard System 

(DSS) will maintain item data records containing the materiel identification and 

associated characteristics for all materiel used by the MCMC. Prior to the BRAC 

decision, DSS maintained item data records for all DLA managed items and most nonDLA-managed items; with this new requirement the DLA DSS established item data 

records for any item assigned a local stock number (LSN) by the MCMC. 

C23.2.3. The catalog data exchange supports the following functions. Specific 

implementation varies by Service:

 C23.2.3.1. Communication of Federal Logistics Information System (FLIS) 

and user unique data associated information for newly cataloged national stock number 

(NSN) materiel.

 C23.2.3.2. Identification of non-NSN materiel by an LSN so that the LSN may 

be recognized for requisitioning, storage, and receipt processing.

 C23.2.3.3. Communication of FLIS Catalog Change Notices to the Navy NSY 

and FRC sites. DLA will send change notices whenever an active materiel master 

record is updated in the form of DLMS 832N IA Catalog Data Support transactions. 

EBS will send notices for changes resulting from manual/ programmatic updates (within 

EBS) and from systemic updates (from FLIS). FLIS changes include communication of 

replacement, superseded, and discontinued NSNs.

 C23.2.3.4. Identification of NSN materiel by an LSN so that the LSN may be 

used for storage and distribution of materiel identified at the unit of use (that is, a unit of 

measure that is less than the FLIS unit of issue). 
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C23-3 CHAPTER 23

 C23.2.3.5. Identification of MCMC LSNs to a unit of use LSN.

 C23.2.3.6. Communication of a Service coordinated/approved substitute/ 

interchangeable item as a result of DLA or other Service provided supply status to 

associate the substitute NSN with the primary NSN. 

 C23.2.3.7. Shipyard prepared queries to identify available DLA EBS materiel 

master matches on NSN, LSN, or CAGE/part number. This action may trigger an EBS 

query against FLIS. EBS responses will be returned in an DLMS 832N IA Catalog Data 

Support transaction. 

C23.3. PROCEDURES – NAVY INTERFACE 

C23.3.1. Upon data conversion, all the current LSNs and non-DLA managed 

materiel masters from the FRC and NSY systems will migrate to EBS. DLA managed 

items will be identified and materiel master record will extended to each site as 

applicable. This will provide a base line for the materiel currently used at the BRAC 

sites. 

C23.3.2. The catalog data will be applicable to new item inductions, FLIS change 

notices for DLA items and non-DLA managed items, as well as Navy-assigned LSNs. 

Manual updates for user unique data elements will be included in the process. Since 

DLA will purchase, store, and sell these items to industrial activities, DLA will have this 

data resident in EBS and will provide visibility and updates to the Navy systems via the 

DLMS 832N IA Catalog Data Support transaction. 

C23.3.3. EBS will also maintain site specific materiel master records for Depot 

Level Repairable, Nuclear Support Consumables, or Program Owned Material (even 

cognizance (COG)) items to provide updates pertaining to FLIS data or user unique 

data elements to the FRC or NSY sites. DLMS 832N IA Catalog Data Support change 

transactions will be provided to applicable sites based on FLIS updates or end user 

changes to user defined data elements for these items.

C23.3.4. Web-based Query. When new items are needed by any of these sites, 

the capability is required to create new materiel masters or update user defined data 

elements to existing materiel masters directly into EBS through a user unique screen. 

This application within EBS will prompt users for mandatory fields and user defined 

fields for new entries, that may be optional depending upon the site (FRC/NSY). The 

screen will allow the user to query the current EBS data base and determine if an NSN 

or LSN already exists within EBS. 

C23.3.5. If an existing record is found, and EBS does not currently reflect the 

materiel master is extended to the user site, based on user response, the materiel will

be extended to the user site and an DLMS 832N IA Catalog Data Support transaction 

will be sent to user site and identified as an ‘ADD’ record. 

C23.3.6. When no record is found within EBS, the system will query the FLIS

reference master data environment (RMDE) to identify any associated NSN. Once the 
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C23-4 CHAPTER 23

materiel master is created in EBS, an DLMS 832N IA Catalog Data Support transaction 

will be sent to the applicable FRC or NSY site. If found, the user will have the option to 

build a materiel master record created with FLIS data and any mandatory user unique 

data elements in EBS based on user response/input. EBS will then format a DLMS 

832N IA Catalog Data Support transaction. This DLMS 832N IA Catalog Data Support 

transaction will be identified as an ‘ADD’ and will be sent to the appropriate NSY/FRC 

site via DAAS. 

C23.3.7. If no NSN is found in FLIS, the user will have the option to add a materiel 

master identified by an EBS assigned LSN. EBS has logic that defaults specific 

mandatory FLIS data elements, and prompts the user for those for which a default 

cannot be determined. EBS will then format an DLMS 832N IA Catalog Data Support 

transaction identified as an “ADD” and send it to the site identified by the user and also 

furnish a copy to the instance of DSS at the same site. 

C23.3.8. Materiel Identification. Cataloging data will be categorized by two 

methods of materiel identification

 C23.3.8.1. Items identified by NSN. For these, DLA will relay FLIS catalog 

information in the absence of a Navy-FLIS interface. DLA will also incorporate 

additional DLA/Navy unique content.

 C23.3.8.2. Items identified by LSN. There will be four configurations of LSN 

materiel numbers within EBS. 

 C23.3.8.2.1. Items Cataloged with an NSN but issued to the Navy by

Unit of Use. EBS will assign a unique LSN using the existing data associated with the 

original NSN. All transactions for this item will be recorded within EBS under the LSN. 

There will be a cross-reference on the materiel master from the LSN to the NSN, and on 

the NSN to the LSN. LSNs in this category will use the following construct: 5975-U0-

000-1234.

 C23.3.8.2.2. Items Identified within a Navy System (e.g., Materiel 

Access Technology (MAT) or Manufacturing Resource Planning II (MRP II)) by LSN. 

These LSNs will be migrated into EBS. EBS will continue to process transactions 

against these numbers and modification will be done through user unique screen 

application by end users. Updates will be sent to applicable sites based on these 

updates. LSNs in this category will use the following construct: 5315-L*-00-9876.

 C23.3.8.2.3. Items with no current LSN or NSN assigned to the Cage 

and Part Number combination within EBS or FLIS. EBS will allow end users to create a 

materiel master for these items via the user unique screen application and systemically 

assign an LSN. Updates will be sent to applicable sites based on the initial creation and 

any subsequent updates based on end user input. These LSNs will be established 

based on Federal supply classification (FSC) with a serial number range of 

NL00000000001 through NL99999999999. 
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C23-5 CHAPTER 23

 C23.3.8.2.4. Hazardous Materiel under Hazardous Material 

Management System (HMMS)Control System (RHICS). For items for which a materiel 

master is needed to identify hazardous materiel under HMMS, an LSN identifying the 

HMMS cataloged or created “LLN” numbers will be used if no NSN is assigned. LSNs 

in this category will use the following construct: 6810-LL-N00-0001.

 C23.3.8.2.4.1. EBS will determine if there is an existing materiel 

master record of the RHICS materiel beginning with LLN (first 3 digits). When there is 

an existing materiel master, user will be prompted to enter user unique data elements to 

extend MMR and EBS will return a DLMS 832N Catalog Data Support transaction 

identified as an “ADD” record containing all agreed to data elements to build a record in 

MAT and pass a copy to DSS.

 C23.3.8.2.4.2. If no materiel master exists for the HMMS 

hazardous materiel, the user will be prompted for mandatory fields and user defined 

fields for new entries using the HMMS data base elements. The key is that only one 

HMMS LLN number will be used for like material, thereby having only one LLN number 

per hazardous materiel for all users. When the query is for an LLN, the DLMS 832N 

Catalog Data Support transaction will be an output transaction to MAT and a copy will

be furnished to the applicable DSS site. 

 C23.3.8.2.5. Navy Nuclear Material numbers will be created in EBS, via 

the user unique screen application and the user will assign an “LLR” material number. 

These materials are unique and will only have one per material. LSNs in this category 

will use the following construct: LL-R**-****.

 C23.3.8.3. New Records. Upon creation of new materiel identification 

content applicable to this process, EBS will build the materiel master, apply the catalog 

data to the identified sites (extend to the user sites), and format an DLMS 832N IA

Catalog Data Support transaction citing Catalog Purpose Code AA, New Catalog 

Record Added, that will be sent to the appropriate NSY/FRC site via Defense Automatic 

Addressing System (DAAS). EBS will provide a copy of DLMS 832N IA Catalog Data 

Support transactions for items identified as LSNs to the applicable DSS site.

 C23.3.8.4. Modified Records. When the user entry modifies an existing 

record via the user unique screen application, the system will prompt the user to save 

changes. This will trigger EBS to generate a DLMS 832N Catalog Data Support 

transaction citing Catalog Purpose Code CC, Catalog Record Changed. This record will

contain all applicable data elements to build a record within Navy systems (allowing 

overlay, vice transmission of only the modified content). If the change is to an existing 

LSN record previously provided to a DSS site, a copy of the change will also be 

furnished. The system receiving a transaction identified by Catalog Purpose Code 

CC that is unmatched to an existing record in the database will accept the 

transaction and process it as a new record.1 

1 Refer to ADC 1176. Staggered implementation applies.
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C23-6 CHAPTER 23

 C23.3.8.5. Transaction Query. NSY sites will have the additional capability 

to inquire EBS materiel master records using an DLMS 832N IA Catalog Data Support 

transaction citing Catalog Purpose Code QU, Site Query for Catalog Record, to 

determine if NSN or LSN or CAGE Code and Part Number combination exists in the 

EBS data base when there is no existing record on the internal table within the NSY 

Navy system. 

 C23.3.8.5.1. If there is an existing materiel master within EBS for the 

inquired NSN, EBS will extend the materiel master to the inquiry site and return an 

DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code AA, 

New Catalog Record Added, containing all mandatory data elements to build a record in 

the MAT system. 

 C23.3.8.5.2. If there is no materiel master within EBS for the inquired 

NSN, EBS will inquire FLIS. When the response is positive, EBS will build a materiel 

master and return an DLMS 832N IA Catalog Data Support transaction citing Catalog 

Purpose Code AA, New Catalog Record Added, containing all mandatory data elements 

to build a record in MAT system.

 C23.3.8.5.3. If the response from FLIS for the inquired NSN is negative 

EBS will return an DLMS 832N IA Catalog Data Support transaction citing Catalog 

Purpose Code NN, No record exists for NSN query. MAT will output for manual review.

 C23.3.8.5.4. If there is an existing material master within EBS for the 

inquired LSN, EBS will extend the materiel master to the inquiry site and return an 

DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code AA, 

New Catalog Record Added, containing all mandatory data elements to build a record in 

MAT system. 

 C23.3.8.5.5. If the response for the inquired LSN is negative EBS will

return an DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose 

Code NL, No record exits for LSN query. MAT will output for manual review. The user 

may at this point enter data into the EBS user unique entry screen indicating the need to 

create a record.

 C23.3.8.5.6. If there is an existing materiel master within EBS for the 

inquired ‘Part Number/CAGE’, EBS will extend the materiel master to the inquiry site 

and return an DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose 

Code AA, New Catalog Record Added, containing all mandatory data elements to build 

a record in MAT system. 

 C23.3.8.5.7. If there is NO existing materiel master within EBS for the 

inquired ‘part number/CAGE’, EBS will invoke a query to FLIS. 

 C23.3.8.5.7.1 When the FLIS response is positive and only one 

NSN is returned, EBS will build the materiel master to the inquiry site and return an 

DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code AA, New 
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C23-7 CHAPTER 23

Catalog Record Added, containing all mandatory data elements to build a record in the 

MAT system. 

 C23.3.8.5.7.2. When the FLIS response is positive and multiple 

NSNs are returned, EBS will return an DLMS 832N IA Catalog Data Support transaction

citing Catalog Purpose Code MN: Multiple NSNs for Part Number/CAGE. MAT will

output record for manual review. The user will determine which NSN is applicable for 

their use and will have the option to inquiry against the specific NSN or build the record 

through the EBS on-line input. 

 C23.3.8.5.7.3. When the FLIS response is negative, EBS will

return an DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose 

Code NP, No NSN or LSN Found for Part Number/CAGE, to MAT for manual review. 

C23.3.9 Special Processing at DAAS for Transactions to FRCs. In order to

compensate for data mapping inconsistencies between DLA and the FRC, DAAS is 

required to apply special mapping logic to 832N transactions addressed to FRC 

locations. These transactions will be reviewed for drawing package information that 

must be re-used to create a unique part number/CAGE combination to be inserted in 

the outgoing transaction. The new part number (REF01 Code MF) will be created using 

existing data from the reference drawing number (REF01 Code QZ) or, if not available, 

the drawing number (REF01 Code DG). The associated manufacturer’s CAGE 

(REF04-W7) will be created using the drawing CAGE (REF01 Code ZM).

C23.3.10. Unit of Use. Unique functionality to be added in support of the 2005 

BRAC decision at the NSY and FRC sites is the ability to issue and store material at a 

quantity and unit of use less than the FLIS unit of issue. In these instances EBS will

apply unique logic to create a materiel master with an LSN. This record will contain all 

applicable FLIS and user unique data elements copied from the original NSN. The EBS 

materiel master records for both the LSN and NSN will reference each other. 

 C23.3.10.1. EBS will create an LSN record for all NSN items identified with a 

unit of use upon data conversion as a base line. After initial conversion, these records 

will be based on either a requisition alert or funded requisition from any NSY or FRC 

site identifying a unit of use requirement. An DLMS 832N IA Catalog Data Support 

transaction record will NOT be generated to the NSY/FRC sites, but will be forwarded to 

the applicable DSS site. 

 C23.3.10.2. The DLMS 832N IA Catalog Data Support record will reflect the 

assigned LSN and Unit of Use as well as the associated NSN and FLIS unit of issue. 

DSS will build an internal table cross-referencing the NSN and the associated Unit of 

Use LSN, FLIS Unit of Issue and the Unit of Use.

C23.3.11. Substitute Cross Reference. EBS will provide catalog data reflecting 

substitute reference during the status process. This will occur for both DLA managed 

substitutions and for other Service managed substitutions. 
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C23-8 CHAPTER 23

 C23.3.11.1. When EBS processes a request from an NSY or FRC and 

determines the primary materiel identification number (e.g., NSN) is not available but 

an approved substitute is available, EBS will provide ‘BH’ status and format an DLMS 

832N IA Catalog Data Support identified as a substitute record reflecting the primary

NSN and reference the substitute NSN. 

 C23.3.11.2. When EBS receives a ‘BH’ indicating DLA will be sent an item 

previously identified as a Navy suitable substitute for a DLA funded requisition, the 

status will prompt EBS to format a DLMS 832N IA Catalog Data Support transaction 

citing Catalog Purpose Code SN, NSN Substituted, reflecting the primary NSN and 

referencing the substitute NSN when a materiel master already exists in EBS. 

 C23.3.11.3. When a materiel master for the substitute NSN does not exist in 

EBS, a materiel master record will be created. Any user unique data elements will be 

copied from the primary NSN specific to that site. A DLMS 832N IA Catalog Data 

Support transaction citing Catalog Purpose Code SN, NSN Substituted, reflecting the 

primary NSN and referencing the substitute NSN will be forwarded to the applicable site 

for updating of Navy systems.

 C23.3.11.4. EBS will not maintain a cross reference to other service 

managed NSNs pertaining to Substitution. 

C23.3.12. FLIS Change Notices. EBS will be responsible for providing all change 

notices to the Navy BRAC 2005 SS&D sites. These change notices will be generated 

as a result of FLIS data changes. Anytime a FLIS recorded data element in EBS is 

modified, a DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose 

Code CC, Catalog Record Changed, will be sent to all FRC/NSY sites that the material 

has been extended to within EBS. The changed data element will not be specifically 

identified. Each FRC/NSY system will update internal records accordingly. 

 C23.3.12.1. NSN Replacement. When an NSN is specifically identified as a 

‘REPLACED BY’ the DLMS 832N IA Catalog Data Support transaction citing Catalog 

Purpose Code RN, NSN Replaced, and both the former and new NSN will be identified. 

MAT and MRP II will update its systems as applicable for these records. 

 C23.3.12.2. When an NSN is specifically identified as ‘DISCONTINUED’ the 

DLMS 832N IA Catalog Data Support transaction will cite Catalog Purpose Code DN, 

NSN Discontinued; no Replacement. If a subsequent NSN is identified from the FLIS 

update, the DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose 

Code NS, NSN Superseded, will contain both the former and new NSN. MAT and MRP 

II will update its systems as applicable for these records. 

 C23.3.12.3. When an NSN is specifically identified as ‘When Exhausted use’ 

the DLMS 832N IA Catalog Data Support transaction will cite Catalog Purpose Code 

RS, Use NSN When Exhausted, and both the former and new NSN will be identified on 

the DLMS 832N IA Catalog Data Support transactions. MAT and MRP II will update its 

systems as applicable for these records.
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C23.3.13. Unanticipated Situations Impacting Catalog Transaction Exchange 

 C23.3.13.1. If the connection between DLA EBS and FLIS, via FLIS Portfolio 

Data Warehouse (FPDW) is down, EBS will initially respond with a ‘Response Delayed’ 

status and recycle the query until the FPDW connection resumes and then provide the 

appropriate status at that time. This process is identified by a DLMS 832N IA Catalog 

Data Support transaction citing Catalog Transaction Purpose Code RD.

 C23.3.13.2. If an unexpected error occurs that is not accounted for by 

existing response codes, a response of “Manual Action Required” will be provided by 

EBS and the transaction will output for manual review. This process is identified by a 

DLMS 832N IA Catalog Data Support transaction citing Catalog Transaction Purpose 

Code AR.

C23.4. PROCEDURES – MARINE CORPS INTERFACE. 

C23.4.1. Upon data conversion, all the current local stock numbers and non-DLA 

managed materiel masters from the MCMC systems will be migrated to DSS. This will

provide a base line for the materiels currently used at all MCMC sites. 

C23.4.2. The catalog data will be applicable to MCMC-assigned LSNs. Since 

DLA will be storing and distributing these items to industrial activities (IAs), DLA will

have this data resident in the DSS and the MCMC will provide visibility and updates to 

these LSNs via the DLMS 832N IA Catalog Data Support transaction. 

C23.4.3. Web-based Query. When new items are needed by any of these sites, 

the capability to create new material masters or update user defined data elements to 

existing material masters directly into MCMC systems through a user unique screen. 

This application within the MCMC systems will prompt users for mandatory fields and 

user defined fields for new entries, which may be optional depending upon the site 

application. The screen will allow the user to query the current MCMC data base and 

determine if an NSN or LSN already exists. 

C23.4.4. If no NSN or LSN exists in the MCMC systems, the user will have the 

option to add a materiel master identified by a MCMC assigned LSN. MCMC systems 

have logic that will default specific mandatory data elements, and prompt user for those 

for which a default cannot be determined. MCMC systems will then format a DLMS 

832N IA Catalog Data Support transaction and send to the site identified by the user.

C23.4.5. Materiel Identification. Cataloging data will be categorized by items 

identified by LSN where no NSN is assigned. 

 C23.4.5.1. Items currently identified within MCMC systems ((Industrial 

Logistics Support Management Information System), and MRP II) as an LSN will be 

migrated into DSS. DSS will continue to process transactions against these LSNs and 

modification will be done through user unique screen application maintained by the 

MCMC systems. Updates will be sent to applicable sites based on these updates.
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Change 9

C23-10 CHAPTER 23

 C23.4.5.2. For items identified by contractor and Government entity (CAGE) 

and part number combination (with no LSN or NSN assigned) within MCMC systems, 

MCMC systems will allow end users to create a materiel master for these items via the 

user unique screen application and systemically assign an LSN. Updates will be sent to 

applicable sites based on the initial creation and any subsequent updates based on end 

user input. These LSNs will be established based on the FSC with a sequentially 

assigned number in the LSN NIIN.

 C23.4.5.3. A cataloging action is not required to establish unit of use LSNs 

for NSN materiel or for non-NSN materiel previously assigned an LSN. A DLMS 846A 

Asset Reclassification action will be used to re-identify the materiel and trigger the 

creation of an item data record under the new LSN within DSS. 

C23.4.6. New Records. Upon creation of new materiel identification content 

applicable to this process, MCMC systems will build the materiel master, apply the 

catalog data to the identified sites (extend to the user sites), and format a DLMS 832N 

IA Catalog Data Support transaction citing Catalog Purpose Code AA, New Catalog 

Record Added, that will be sent to the DSS via DAAS. 

C23.4.7. Modified Records. When the user entry modifies an existing record via 

the user unique screen application, the system will prompt the user to save changes. 

This will trigger the MCMC system to generate a DLMS 832N IA Catalog Data Support 

transaction citing Catalog Purpose Code CC, Catalog Record Changed. This record will

contain all applicable data elements to build a record within the DSS system (allowing 

overlay, vice transmission) of only the modified content. The system receiving a 

transaction identified by Catalog Purpose Code CC that is unmatched to an 

existing record in the database will accept the transaction and process it as a 

new record.2

C23.4.8. Deleted Records. When the user entry deletes an existing record via the 

user unique screen application, the user will be prompted to save changes. This will

trigger the MCMC system to generate a DLMS 832N IA Catalog Data Support 

transaction citing Catalog Purpose Code DD, Catalog Record Delete. This record will

contain all applicable data elements to delete a record within the DSS system 

C23.4.9. FLIS Change Notices. DSS will be responsible for providing change 

notice information via catalog data support transactions to MCMC sites for changes 

related to the NSN itself. MCMC systems will be updated as applicable for these 

records. 

 C23.4.9.1. NSN Replacement. When an NSN is specifically identified as a 

‘REPLACED BY,’ the DLMS 832N IA Catalog Data Support transaction citing Catalog 

Purpose Code RN, NSN Replaced, including the former and new NSN will be identified.

 C23.4.9.2. When an NSN is specifically identified as ‘DISCONTINUED’ the 

DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code DN, 

2 Refer to ADC 1176. Staggered implementation applies.
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C23-11 CHAPTER 23

NSN Discontinued; no Replacement, will be provided. If a subsequent NSN is identified 

from the FLIS update, the DLMS 832N IA Catalog Data Support transaction citing 

Catalog Purpose Code NS, NSN Superseded, will be provided containing both the 

former and new NSN. 

 C23.4.9.3. When an NSN is specifically identified as ‘When Exhausted use’ 

the DLMS 832N IA Catalog Data Support transaction citing Catalog Purpose Code RS, 

Use NSN When Exhausted, will be provided including both the former and new NSN.

C23.5. AIR FORCE GOVERNMENT FURNISHED PROPERTY ACCOUNTABILITY

C23.5.1. Air Force Background: The Air Force chartered the Government 

Furnished Property-Accountability (GFP-A) Capability Initiative to provide 

property accountability/control of Air Force-owned, contractor-managed and 

possessed property by implementing standard and integrated processes. This 

capability establishes and maintains accountable inventory records for GFP 

assets managed by the Air Force contractor inventory control points (CICPs), and 

makes them visible in the Air Force accountable property system of record 

(APSR).

 C23.5.1.1. Air Force CICPs will use their own inventory management 

systems to send catalog data for local stock number (LSN) items to the Air Force 

APSR. The contractor is the source of this information, which is similar to 

standard catalog data. The Air Force APSR maintains the data fields used to track 

the contractor-provided catalog data. As the item manager, the Air Force CICP is 

responsible for identifying the appropriate values to be provided to the Air Force 

APSR. The Air Force APSR’s asset master record must mirror the asset 

information in the CICP’s IMS at all times.

 C23.5.1.1.1. The Air Force CICPs will send catalog data when a new LSN 

is added to its contractual requirements, or when information for a previously 

assigned LSN changes. The Air Force CICP will transmit a DLMS 832N to the Air 

Force APSR after processing the update to reconcile the information between the 

two systems. The Air Force APSR will process the DLMS 832N and update its 

master record for the affected asset(s).
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Change 17 

C24-1 CHAPTER 24

C24. CHAPTER 24 

PRODUCT QUALITY DEFICIENCY REPORT PROGRAM

C24.1. GENERAL. This chapter replaces DLAR 4155.24/AR 702-7/SECNAVINST 

4855.5 series/AFI 21-115/DCMA INST 1102, as the DoD Product Quality Deficiency 

Report (PQDR) Program authoritative source for procedures pertaining to this program. 

DoD Components must first consult this chapter for PQDR program guidance before 

referring to DLAR 4155.24/AR 702-7/SECNAVINST 4855.5 series/AFI 21-115/DCMA 

INST 1102, pending full migration of guidance and the eventual cancellation of the Joint 

Service Regulation. The DoD PQDR program requires DoD Component capture and 

exchange product quality deficiency information to facilitate root cause determinations, 

corrective actions, reliability analysis, and recoupment actions (contractor caused 

deficiencies). This chapter provides an overview of the DLMS transaction exchange 

supporting the PQDR program. Initial implementation will include the DLA Enterprise 

Business Systems (EBS), SECNAV Product Data Reporting and Evaluation Program 

(PDREP), and NAVAIRSYSCOM Joint Deficiency Reporting System (JDRS). Initially, 

all transactions will pass through the PQDR Inter-service Interface (PQDR II). 

Components developing new PQDR processing systems will comply with this DLMS 

standard to exchange data with other DoD PQDR systems. 

 C24.1.1. Processing Requirements. This chapter provides general information 

supporting the DOD Product Quality Deficiency Report (PQDR) Process. The DOD 

PQDR process requires DOD Components to capture and exchange product quality 

deficiency information to facilitate root cause determinations, corrective actions, 

reliability analysis, and recoupment actions (contractor caused deficiencies). This 

chapter provides an overview of the Defense Logistics Management Standard (DLMS) 

transaction exchange supporting the PQDR process. 

 C24.1.2. PQDR Processing Information Systems. It is DOD policy that DOD 

Components maintain a reliable and standard system for investigation of Product 

Quality Deficiency Reports. Systems must provide feedback of product quality 

deficiency data across DOD AISs. Components developing or maintaining PQDR 

processing AISs comply with this DLMS to exchange data with other DOD PQDR 

AISs.

 C24.1.2.1. Operations Security (OPSEC) Applicability. Due to an identified 

OPSEC requirement, PQDRs have been designated as controlled unclassified 

information (CUI) and must be identified as CUI. Physical handling and electronic 

transmission of PQDRs must comply with DoD rules for this level of sensitive 

unclassified information, to include proper labeling, protection, and encryption of 

communication. 
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C24-2 CHAPTER 24

C24.1.3. Standard PQDR Transactions. Under DLMS, the PQDR will be 

considered a common logistics information exchange to be integrated with 

transaction processing through DAAS. The DOD approved standard for 

electronic transmission of PQDR transactions is prescribed by the DLMS 842P 

Implementation Convention (IC) using a Web Service XML transaction format. 

The DLMS 842P, Standard PQDR, will be employed for transactional exchange 

and is available via the Implementation Convention/DLMS IC page of the Defense 

Enterprise Data Standards Office (DEDSO) website.

C24.1.4. PQDR Transaction Sets. The PQDR transaction set is used to move 

all PQDR data as listed in DLMS 842P between the various PQDR processing

points (Originator/Originating Point, Screening Point, Action Point, and Support Point). 

It is also used to facilitate PQDR exhibit movement, and exchange pertinent 

correspondence and/or data regarding a PQDRs status (i.e., interim responses, 

general correspondence, etc.). The DLMS 842P IC, PQDR Data Exchange, replaces 

system unique transactions currently used to exchange PQDR by providing the DOD 

Components with a standard electronic transmission method for PQDR data exchange

between AIS's.

C24.1.5. Product Data Reporting and Evaluation Program (PDREP). The term 

PDREP refers to both the overall business process and supporting automation, 

including both direct web input and transaction exchange. PDREP promotes 

continuous process improvement of supply chain processes within the DoD for 

increased material readiness by providing a means to hold external DoD 

suppliers and internal supply chain stakeholders accountable. PDREP-AIS 

formerly known as the Product Quality Deficiency Report Inter-service Interface 

(PQDRII), is the DoD's PQDR system of record. PDREP-AIS supports DLMS 

implementation that enables PQDR transaction exchange; provides a web-based 

entry method to assist users who are not supported by another DLMS-compliant 

PQDR application; and provides visibility of PQDRs for research and trend 

analysis via management report/query capability. PDREP-AIS will allow users to 

query the transaction history by Report Control Number (RCN), view a composite 

of the PQDR, and provide central points of contact in the event of a transaction 

failure.

 C24.1.5.1. The PDREP-AIS PQDR application automates the Standard 

Form (SF) 368 paper form, facilitating the DoD standard transactional exchange 

described above. It brings the PQDR into an integrated transactional 

environment, supporting both direct input (under Component business rules) and 

transaction exchange originating within Component applications. PDREP-AIS 

facilitates communication and interoperability between U.S. Military, Federal 

Agencies, Contractors, and the International Logistics Control Office (ILCO) on 

behalf of the Security Assistance customer. It controls routing of web 

submissions and logistics transactions according to established business rules. 

It supports information exchange between the customer, the Inventory Control 
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C24-3 CHAPTER 24

Point (ICP)/Integrated Material Manager (IMM), the Originating Point, Screening 

Point, Action Point, Support Point, Contractor, and other Stakeholders. It 

encompasses many transaction types between multiple parties to include, but not 

limited to, new report submission, correction/modification, cancellation, followup, requests for reconsideration (rebuttals), and PQDR investigation results 

(including interim responses, additional information requests, and resolution 

responses), in addition to the capture of report and response management 

statistics. Access to PDREP PQDR management reports requires submission of a 

User Access Request (UAR) to the PDREP System home page.

 C24.1.5.2. PDREP provides an automated process for tracking PQDR 

response information. Data collected will enable the DOD to identify trends, 

establish discrepancy volume and dollar values of PQDRs. This allows users to 

bring management attention to problems with materiel quality and supplier 

performance information as necessary; improving the requisitioning and 

distribution process within logistics operations. This process provides an 

effective means to report, resolve, and measure deficiencies related to supply 

chain performance. 

 C24.1.5.3. The DOD requirement is that paper submission of PQDRs 

and non-DLMS compliant PQDR applications will be fully phased out with 

migration to DLMS. By exception, until electronic reporting under DLMS is 

universally available, PQDRs and associated responses may be reported via 

hard-copy SF 368, email, through customer service help lines or any other 

manner acceptable to the submitter and recipient. All manner of inter-service 

transactional reporting must meet the criteria described in this chapter. 

 C24.1.5.4. DoD Components with an established interface with PDREP, 

through DAAS for PQDR processing, will designate primary and alternate 

representatives for the Component PQDR AIS to the PDREP System 

Administrator. These representatives will be notified via email when catastrophic 

transactional failures occur during PDREP business rule validation protocols. 

Catastrophic transactional failures are those that are so severe that PDREP will 

not generate a Transaction Set Purpose Code (T-44) and corresponding Reject 

Advice Code. Components will provide name, telephone, and email address to 

the PDREP System Administrator, and to the DAAS.

C24.1.5. DLMS Process Review Committee (PRC). The DoD Component 

members of the PQDR PRC will be identified on the PQDR PRC page of the 

Defense Enterprise Data Standards Office (DEDSO) website. The PQDR PRC is 

responsible for the development, expansion, improvement, maintenance, and 

administration of the systemic processing under the DLMS.

C24.1.6. Applicability. This guidance is applicable to all DOD Components 

responsible for reporting and processing PQDRs and requiring assistance from 
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C24-4 CHAPTER 24

another DOD Component or AIS to process a PQDR. When more than one DOD 

Component or AIS is involved in processing a PQDR, it is referred to as an interService PQDR and must comply with inter-Service processing instructions 

contained in this document. It applies to all supply classes not specifically excluded 

from PQDR reporting.

C24.2. PROCEDURES

 C24.2.1. PQDR Overview. The Originator/Originating Point discovers a deficiency 

and submits the PQDR to the appropriate Screening Point. The Screening Point 

reviews the initial submission and determines the appropriate DoD Action Point to 

forward the report for investigation. The Action Point will either investigate the report or 

assign the report to a Support Point to assist with the investigation. When required, the 

PQDR exhibits are moved between the exhibit holder and the investigating point. 

Throughout the investigation process, each point sends interim responses and other 

routine correspondence transactions to keep each interested activity and AIS updated 

with the current investigation status. 

C24.2.2. Detailed Requirement. When data is required to be exchanged across 

Component lines or between EBS, PDREP and JDRS, the PQDR data exchanged 

will pass through the PDREP business rule validation protocol, DAAS, and be 

compliant with the DLMS 842P IC. The sending system is responsible for complying 

with the DLMS 842P IC format and including the applicable data elements. The report 

control number (RCN) is the key identifier for each unique PQDR and will be 

perpetuated with each transaction. PDREP will validate each transaction for required 

data elements and reject incomplete or non-compliant transactions to the sending 

system. In addition, PDREP will maintain a transaction history and a composite

record of the IS having received a prior transaction for each RCN. PDREP history 

tracking will be by Transaction Set Purpose Code data exchanges. History 

tracking will display both the Transaction Set Purpose Code as well as the 

description of the transaction. Additionally, transactions that require a specified 

data element accompany that transmission, as described in Appendix 7.27 of this 

DLMS Volume, will also display the data element name, code and code 

description. PDREP will route a copy of all subsequent transactions to the IS.

C24.2.3. PQDR Transactions. PQDR Inter-Service data exchange is required 

IAW DLMS 842P. Data required in each transaction is defined in the DLMS 842P 

IC. All transactions will have the ability to provide attachments as needed. 

 C24.2.3.1. The procedure by which PQDR processing points may 

update any data element and at what point in the PQDR process is also defined in 

the DLMS 842P IC. For inter-Service PQDRs, communication both to and from 

Originators must only be sent to the Screening Point for evaluation regardless of 

transaction code. PQDR processing points can only directly communicate with 
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C24-5 CHAPTER 24

the processing point immediately preceding or following them. Additional 

business rules can be found in Appendix 7.27 of this volume. 

C24.3. Exhibit Tracking. Systemic update of the PDREP-AIS for exhibit tracking is 

provided as a by-product of standard logistics transactions. When received at a 

distribution center, the receipt transaction will identify the PQDR RCN, and an 

information copy of the receipt will be provided. Similarly, when a DLMS shipment 

status transaction is prepared for the shipment of an exhibit, the shipment status will 

perpetuate the PQDR RCN from the release order.

C24.3.1. When the Support Point returns the PQDR back to 

the Action Point because the exhibit(s) was not received, control of the PQDR 

transfers back to the Action Point. If the exhibit(s) arrives at the contractors 

facility after the PQDR was returned by Support Point to the Action Point, and the 

PQDR is currently located at the Action Point, the Action Point should rebut (TRR) the PQDR back to the Support Point for processing; if the PQDR is located at 

the Screening Point or was closed, the Screening Point reopens (T-RO), if 

necessary, and rebuts (T-RR) the PQDR to the Action Point level. 

C24.4. PQDR Transaction Timeline. The PQDR transactional timeline, or the 

systemic method of moving a PQDR between process points, will be conducted 

in accordance with Enclosure 2 of ADC 1007E. Information systems will only 

allow transactions within the information system when the PQDR has reached 

that point in the PQDR Timeline. Only the transactions at the point in the timeline 

will be permitted. All others will be systemically rejected by PDREP-AIS. 

 C24.4.1. Services/Agency information systems may perform additional 

tasks within their information systems as long as they do not interfere with the 

DoD processing of inter-Service PQDRs. Data elements may only be updated by 

personnel processing PQDRs at the point in the PQDR Timeline process flow IAW 

DLMS 842P IC. 

 C24.4.2. DLA will not reopen a PQDR investigation after 180 days of 

sending a Completion Notification (T- CN) Final Reply with no response (action) 

by the Screening Point. On day 181 or later, a new PQDR (RCN) would need to be 

issued referencing the old RCN, if further action by the Action Point or Support 

Point is required. 

 C24.4.3. When it is determined that credit should be issued after the 

PQDR has been closed by all parties, the Originator or Screening Point must 

submit a new PQDR and reference the original PQDR RCN.

C24.5. Product Quality Deficiency Investigative Closing Requirements.
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C24-6 CHAPTER 24

C24.5.1. Input by either the PQDR Action Point or Support Point, the 

information to be entered in each data element is dependent upon the type and 

cause of the deficiency, and the information requested may not be appropriate in 

all cases. The information requested is typical when the cause of the deficiency is 

due to non-conformance with contract requirements. The investigative closing 

codes provide specific details about the findings of the investigation. Together 

these codes make up seven segments of investigation related data forming a 

nine-character code referred to as the Summary Code. All segments of the 

investigative closing codes must be completed prior to the Action Point 

submitting a Final Reply. Failure to complete each of these data elements by the 

Action Point will result in the transaction being rejected. 

C24.5.1.1. The seven segments of closing data include (1) defect 

responsibility, (2) severity of the defect, (3) broad classification of the cause, (4) 

detailed cause of the defect, (5) preventative action taken because of the defect, 

(6) corrective action taken for the defective materiel, and (7) disposition of the 

deficient materiel. A complete list of investigative closing codes can be found in 

Appendix 7.27 of this this Volume. 

C24.6. PQDR Inter-Service Interface Query Capability. The PQDR II will allow users to 

query the transaction history by RCN, the system inbox to view pending incoming 

transactions, and the system outbox to view pending outgoing transaction.
DLM 4000.25, Volume 2, April 29, 2016

Change 7 

C25-1 CHAPTER 25

C25. CHAPTER 25 

SECURITY ASSISTANCE PROGRAM

C25.1 GENERAL

C25.1.1. Purpose. The provisions of Military Standard Requisitioning and Issue 

Procedures (MILSTRIP) apply to all phases of requisitioning and issue to support the 

Security Assistance Program (also known as the Security Cooperation Program); 

however, this chapter provides special procedures and instructions for preparing and 

processing foreign military sales (FMS) and Grant Aid requirements (see Appendix 

7.19), which are exceptions to other areas of the manual.

C25.1.2. Transactions. This chapter addresses the procedures and applicable 

transactions relevant to Security Assistance. See the Defense Enterprise Data 

Standards Office Website for available formats on the DLMS IC page. The 

corresponding MILSTRIP legacy 80 record position transaction functionality is also 

provided for ease of interpretation by DLMS users and to support those working in a 

legacy environment. In addition to the listed MILSTRIP legacy transactions, the DLMS 

formats may incorporate functionality to support Component-unique transactions as 

noted in the implementation convention.

 C25.1.2.1. The Requisition Transaction is identified by the DLMS 511R by 

beginning segment (1/BR02/020 Code A0). This transaction provides the functionality 

of MILSTRIP legacy document identifier codes (DIC) A01, A02, A04, A05, A0A, A0B, 

A0D, and A0E.

 C25.1.2.2. The Passing Order Transaction is identified by the DLMS 511R by 

beginning segment (1/BR02/020 Code BM. This transaction provides the functionality 

of MILSTRIP legacy DIC A31, A32, A34, A35, A3A, A3B, A3D, and A3E.

 C25.1.2.3. The Referral Order Transaction is identified by the DLMS 511R by 

beginning segment (1/BR02/020 Code BN. This transaction provides the functionality of 

MILSTRIP legacy DIC A41, A42, A44, A45, A4A, A4B, A4D, and A4E.

 C25.1.2.4. The Requisition Modification Transaction is identified by the 

DLMS 511M by beginning segment (1/BR02/020 Code AM. This transaction provides 

the functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and 

AME.

 C25.1.2.5. The Requisition Follow-Up Transaction is identified by the DLMS 

869F by beginning segment (1/BSI08/020 Code IN. This transaction provides the 

functionality of MILSTRIP legacy DIC AT1, AT2, AT4, AT5, ATA, ATB, ATD, and ATE. 

 C25.1.2.6. The Supply Status Transaction is identified by the DLMS 870S by 

three different beginning segment (1/BSR01/020) Transaction Type Codes.
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C25-2 CHAPTER 25

 C25.1.2.6.1. Transaction Type Code 4 – Response to Requisition. This 

transaction provides the functionality of MILSTRIP legacy DIC AE1, AE2, AE3, AE8, 

AE9, AEA, AEB, AED, and AEE. 

 C25.1.2.6.2. Transaction Type Code 5 – Notice of Response to Direct 

Vendor Delivery. This transaction provides the functionality of MILSTRIP legacy DIC 

AB1, AB2, AB3, and AB8.

 C25.1.2.6.3. Transaction Type Code 6 – Notice of Response to Supply 

Assistance. This transaction provides the functionality of MILSTRIP legacy DIC AE1, 

AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

 C25.1.2.7. The Shipment Status Transaction is identified by the DLMS 856S 

by beginning segment (1/BSN06/0200 Code AS. This transaction provides the 

functionality of MILSTRIP legacy DIC AS1, AS2, AS3, AS8, AU1, AU2, AU3, and AU8.

 C25.1.2.8. The Notice of Availability Transaction is identified by the DLMS 

856N by beginning segment (1/BSN06/0200 Code AD. This transaction provides the 

functionality of MILSTRIP legacy DIC AD1, AD2, AD3, AD4, and ADR. 

 C25.1.2.9. The Notice of Availability Reply Transaction is identified by the 

DLMS 856N by beginning segment (1/BSR01/20 Code 8. This transaction provides the 

functionality of MILSTRIP Legacy DIC AD5.

C25.2. REQUISITION FORMATS

C25.2.1. Requisitions for FMS and Grant Aid materiel vary from the construction 

of requisitions in support of U.S. Forces. Codes peculiar to FMS and Grant Aid 

requisitions are listed in the designated appendices and in the military assistance 

program address directory (MAPAD) found in DLM 4000.25 Volume 6, Chapter 3, 

together with their meanings and applications. Specific FMS and Grant Aid requisition 

entries are as follows:

 C25.2.1.1. Grant Aid

 C25.2.1.1.1. Requisitioner Field (first six positions of the document 

number). All Grant Aid requisitions will contain a unique six-position identification code 

consisting of a combination of codes that identifies the SC implementing agency and 

provides specific requisitioning and shipping instructions for the source of supply and

shipping activities. This identification code is the first six positions of the document 

number. DLM 4000.25 Volume 6, Chapter 3, Military Assistance Program Address 

Directory (MAPAD); DoD 5105.38-M, Security Assistance Management Manual 

(SAMM); and DoD 7000.14-R, DoD Financial Management Regulation, in combination, 

provide the interpretation of these codes. 

 C25.2.1.1.1.1. The first position will contain the FMS and Grant Aid 

service assignment code (Appendix 7.2) of the SC implementing agency responsible for 

administering the Grant Aid Program line.
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C25-3 CHAPTER 25

 C25.2.1.1.1.2. The second and third positions will contain the SC 

customer code (Appendix 7.18)1. 

 C25.2.1.1.1.3. The fourth position will contain the mark-for code, 

also known as the in-country code, to indicate the recipient or place of discharge within 

the country/activity (see MAPAD), with the exception of DLMS 511R (MILSTRIP legacy 

DIC A05/AOE) Requisition with Exception Data containing special one-time shipping 

instructions entered in the Remarks block of the requisition. In this instance, a 

requisition may contain a zero in the fourth position of the requisitioner field. The 

special instruction will include an address to receive documentation when documents 

are not to be forwarded to the ship-to address. The use of Requisitions with Exception 

Data will be limited to one-time situations where it is not practicable to designate the 

addresses by coded entries in the requisition and in the MAPAD.

 C25.2.1.1.1.4. The fifth position will contain a numeric zero (0).

 C25.2.1.1.1.5. The sixth position will contain the appropriate Grant 

Aid type of assistance/financing code (Appendix 7.19).

 C25.2.1.1.2. Supplementary Address Field (six character field)

 C25.2.1.1.2.1. The first position will contain Y to indicate that the 

data entered in the second through sixth positions are nonsignificant to the overall 

systems but are to be perpetuated in all subsequent documentation.

 C25.2.1.1.2.2. The second through fifth positions will contain the 

record control number (RCN). This number is assigned by the appropriate Service 

activity and is constructed as follows:

 C25.2.1.1.2.2.1. The first position of the RCN will contain the 

last digit of the program year in which the requisitioned item was approved and funded.

 C25.2.1.1.2.2.2. The second through fifth positions of the 

RCN will contain the four-position program line item number (alpha/numeric) of the 

program.

 C25.2.1.2. Foreign Military Sales

 C25.2.1.2.1. Requisitioner Field (first six positions of the document 

number). All FMS requisitions will contain a unique six-position identification code 

consisting of a combination of codes that identifies the requisitioning country or 

international organization and provides specific requisitioning and shipping instructions 

for the source of supply and shipping activities. This identification code is the first six 

positions of the document number. DLM 4000.25 Volume 6, Chapter 3, Military 

Assistance Program Address Directory (MAPAD); DoD 5105.38-M, Security Assistance 

1 Refer to Approved Defense Logistics Management Standards (DLMS) Change (ADC) 448B
DLM 4000.25, Volume 2, April 29, 2016

Change 7 

C25-4 CHAPTER 25

Management Manual (SAMM); and DoD 7000.14-R, DoD Financial Management 

Regulation, in combination, provide the interpretation of these codes. 

 C25.2.1.2.1.1. The first position will contain the FMS and Grant Aid 

Service assignment code (Appendix 7.2) of the SC implementing agency responsible for 

administering the FMS case.

 C25.2.1.2.1.2. The second and third positions will contain the SC 

customer code (Appendix 7.18) 2. 

 C25.2.1.2.1.3. The fourth position will contain the mark-for code, 

also known as the in-country code . This code will be assigned and recognized in 

conjunction with the FMS offer release option code and the freight forwarder/country 

representative (FF/CR) code; see explanation in paragraph C25.2.1.2.3.. When a markfor code is not applicable, a zero must be entered.

 C25.2.1.2.1.4. The fifth position will contain the FMS delivery term 

code (see DTR 4500.9-R, “Defense Transportation Regulation” (DTR) or DLMS 

Dictionary Logistics Data Resources Management System (LOGDRMS) for code 

definition and applicable values) to convey the point of delivery condition negotiated 

under the case agreement, and must correspond to delivery terms specified in the 

applicable letter of offer and acceptance.

 C25.2.1.2.1.5. The sixth position will contain the appropriate FMS 

type of assistance/financing code (Appendix 7.19).

 C25.2.1.2.2. Supplementary Address Field (SUPADD) (six character 

field). Use of the legacy SUPADD will be retained until full DLMS implementation by all 

trading partners. DLMS transactions will carry redundant mapping of the discrete data 

element content concatenated to configure the SUPAAD. 

 C25.2.1.2.2.1. The first position will contain the security assistance 

program customer service designator (derived from Appendix 7.2). This is the customer 

country’s requisitioning Service, which is published in the DLMS Dictionary and 

MAPAD.

 C25.2.1.2.2.2. The second position will contain the applicable FMS 

offer release option code (A, Y, or Z) or Code X to denote that the United States is 

responsible for transportation arrangements as determined by negotiations between the 

customer CR and the U.S. Service responsible for administering the FMS case, and as 

reflected in the case agreement. FMS offer release option codes are listed in DLMS 

Dictionary and DLM 4000.25, Volume 1, Appendix 2, Definitions with explanations of 

their application and recognition under FMS offer and release procedures.

 C25.2.1.2.2.3. The third position will contain the FF/CR code to 

designate the recipient of shipments and documentation as published in the MAPAD. 

2 Ibid.
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C25-5 CHAPTER 25

This entry or the use of code X or W will be applied and recognized in conjunction with 

the mark-for code entry as explained in Paragraph C25.2.1.2.3.

 C25.2.1.2.2.4. The fourth through sixth positions will contain the 

specific SC case designator consisting of a three-position alpha/numeric code. The 

first position must be alphabetic, and the second and third positions may be alphabetic 

or numeric. All correspondence (such as letters and messages) must include the 

appropriate case identifier composed of the two-digit SC customer code, one-digit SC 

implementing agency code, the three-digit case designator, and the three-digit SC case 

line item identifier as part of the identification data. 

 C25.2.1.2.3. Designation of Shipment Addresses for Foreign Military 

Sales. The means of expressing ship-to and/or mark-for addresses in requisitions are 

the entries shown in mark-for and FF/CR, respectively. The designation of such 

addresses will be consistent with delivery terms contained in the case agreement. 

Specific codes must not be utilized in requisitions until such time as the codes and 

corresponding addresses are published in the MAPAD.

 C25.2.1.2.3.1. The Defense Automatic Addressing System (DAAS) 

will reject Requisitions, Referral Orders, Passing Orders, Requisition Follow-Ups, and 

Requisition Modifications containing Military Assistance Program Address Codes 

(MAPAC) that do not have valid ship-to and mail-to addresses in the MAPAD, to the 

submitting International Logistics Control Office (ILCO) using DLMS 870S (MILSTRIP 

legacy DIC AE9 Supply Status with Supply Status Code DP.

 C25.2.1.2.3.2. The inventory control points (ICP) may reject 

requisitions received off-line (mail, message, courier, fax, telephone) which contain 

MAPACs that do not have valid ship-to and mail-to addresses in the MAPAD, to the 

submitting ILCO using DLMS 870S (MILSTRIP Legacy DIC AE3) Supply Status with 

Supply Status Code CX. This includes requisitions with exception data directing 

materiel to various shipping points. 

 C25.2.1.2.3.3. When shipment is to be made to a FF/CR or to a 

point designated by a FF/CR in response to a notice of availability (NOA), a specific 

code other than an X or W will be entered in the third position of the supplementary 

address. In this instance, the ship-to address will be the address listed in the MAPAD 

for the FF/CR or the address provided in response to the NOA. The mark-for address 

will be the address listed in the MAPAD for the code in the mark-for field (fourth position 

of the requisition document number). For those countries that do not publish clear-text 

addresses for mark-for codes, there will be no mark-for address, but supply and 

shipping activities will perpetuate the mark-for code in all related documentation. When 

a mark-for code is not applicable, a zero will be entered.

 C25.2.1.2.3.4. When shipment is to be made to an assembly point 

or staging area, an XW will be entered in the second and third positions of the 

supplementary address and a clear-text address will be conveyed in a requisition with 
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Change 7 

C25-6 CHAPTER 25

exception data. See paragraph C25.2.1.2.3.2. The mark-for field, if required, will 

designate the mark-for address.

 C25.2.1.2.3.5. When shipment is to be made to an address within 

the customer country, an XX will be entered in the second and third positions of the 

supplementary address and the in-country ship-to address will be the address listed in 

the MAPAD for the designated mark-for code. See paragraph C25.2.1.2.4.3.

 C25.2.1.2.3.6. The foregoing instructions apply to all customer 

countries except Canada. For Canada, shipment address codes are contained in the 

second and third positions of the supplementary address.

 C25.2.1.2.4. FMS Offer Release Option Codes

 C25.2.1.2.4.1. FMS offer release option codes are used in 

requisitions for shipments to be made or offered to FF/CRs. These codes specify 

whether shipments are to be made automatically or under one of two types of NOAs 

and will be consistent with the conditions of the FMS case agreements. FMS Offer 

release option codes are not applicable to requisitions for Canada since FFs are not 

utilized for Canada and both the second and third positions of the supplementary 

address are used to denote shipment addresses. 

 C25.2.1.2.4.2. FMS offer release option codes and their 

explanations are listed in DLMS Dictionary and further clarified in DLM 4000.25, Volume 

1, Appendix 2, Definitions.

 C25.2.1.2.4.3. If, consistent with the conditions of the FMS case 

agreements, transportation arrangements for shipments are to be accomplished by the 

U.S. Service, an X will be entered in second position of the supplementary address in 

lieu of an FMS offer release option code. When an X is authorized and entered in 

second position of the supplementary address, an X or W, denoting shipment to an 

address within the customer country or shipment to an assembly point or staging area, 

must be entered in the third position of the supplementary address.

C25.3. REQUIRED AVAILABILITY DATES

C25.3.1. Requisitions for FMS and Grant Aid requirements for major weapons 

systems, end items, and concurrent spares will be prepared to reflect the amount of 

time remaining from dates of requisitions until required availability dates (RADs) 

become effective. In FMS cases, compute the RAD by adding the lead time stated on 

the letter of offer and acceptance (LOA) to the date of acceptance by the purchaser. 

For Grant Aid, compute the RAD by adding the ICP determined lead time to the date of 

the order.

C25.3.2. The requisition RAD is a three position value consisting of the character 

A in the first position followed by the number of months remaining from the date of the 

requisition to the computed RAD in the second and third positions. The RAD is 

identified in the DLMS 511R Requisition by the Date/Time segment (2/G6201/80 Code 
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Change 7

C25-7 CHAPTER 25

BD; in MILSTRIP legacy DIC A0_ transactions, it is identified in rp 62-64. The 

concatenated RAD value enables the source of supply, ILCO, and customer control of 

requisitions, provides for recognition of firm commitments to foreign governments, and 

helps ensure that materiel requirements are ready for delivery by the approved RAD. 

The actual date for calculation of the RAD will be the last day of the month depicted by 

the RAD entries in the requisition. Shipment of materiel will be made at the time of 

initial requisition processing to the extent that releasable assets are available, 

regardless of the number of lead time months shown in the RAD entry. Materiel not 

immediately available should be acquired and shipped by the last day of the month 

depicted by the RAD entries. However, depending on availability, materiel may be 

acquired and shipped after the RAD expires and cancellations are submitted. 

Appropriate status will be provided to the address(es) designated in the requisition.

C25.3.3. For Grant Aid, as soon as practicable, but not later than 120 days after 

receipt of an approved funded order, the Service/Agency (S/A) Departments will place a 

RAD on the requisitions for major items, and the associated support equipment and 

initial issue parts, as determined by the S/A.

C25.3.4. RAD time begins with the date of the requisition (i.e., the date contained 

in the requisition document number (See Appendix 7.14)) and does not have the effect 

of holding release of the materiel.

C25.3.5. Requisition originators will modify the RADs when contract forecast 

delivery dates indicate availability of items at a time other than designated by the 

previously established RADs. In inter-S/A actions, when requisitions or other 

documents bear a RAD with a shorter lead time than when the materiel will be available, 

the supplying S/A will promptly provide the requesting S/A with status reflecting the true 

availability date. This will be accomplished by use of DLMS 870S Supply Status 

(MILSTRIP legacy DIC AE_) with Supply Status Code BB, BV, or B3, as appropriate. 

The requesting S/A will adjust all records to reflect the new availability date information. 

When the supplying S/A is aware that the established RAD will not be met, that S/A’s 

source of supply will advise the appropriate ILCO that the RAD will not be met due to 

slippage and internal processing. The advice of RAD slippage will be furnished to the 

ILCO by letter, message, or DLMS 870S Supply Status (MILSTRIP legacy DIC AE_) 

with Supply Status Code B3.

C25.3.6. An extended required delivery date (RDD) in an FMS requisition will be 

expressed with the letter S in the first position, followed by the number of months from 

the date of the requisition before which delivery is required in the second and third

positions. The extended RDD is identified in the DLMS 511R Requisition by the special 

requirements code (2/LQ01/140 Code AL); in MILSTRIP legacy DIC A0_ transactions it 

is identified in rp 62-64. 

C25.3.6.1. The release date is defined as five days prior to the last day of the 

month indicated in the last two positions of the extended RDD. Releasable assets will 

be held until 50 days prior to the last day of the indicated month.
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Change 7 

C25-8 CHAPTER 25

 C25.3.6.2. In the case of DLA support, the extended RDDs will cause 

intentional holding of support. For those orders, the support date is calculated 

externally by DAAS upon receipt of the transaction and fed to DLA (RIC SMS). DAAS

sends RIC SMS the actual Standard Delivery Date, which in the case of extended 

RDDs will cause the order to go into BP status and be held until 50 days prior to the 

release date.

C25.4. REQUISITION PREPARATION AND SUBMISSION

C25.4.1. Requisitions will be prepared and transmitted by Security Assistance 

countries and security assistance organizations (SAO) to the applicable ILCO in the 

appropriate MILSTRIP format as prescribed by the U.S. Service. The ILCO will transmit 

FMS and Grant Aid requisitions to the appropriate source of supply in the prescribed 

DoD MILSTRIP format.

C25.4.2. Requisitions prepared by the U.S. Service for FMS and Grant Aid 

requirements will be transmitted to the appropriate source of supply in the prescribed 

MILSTRIP format.

C25.4.3. ILCOs will enter a cooperative logistics program support category code 

(CLPSC) (Appendix 7.22) to applicable requisitions and passing orders, in order to 

convey programmed/non-programmed status of a requisition to an ICP/integrated 

materiel manager (IMM). The CLPSC is identified in the DLMS 511R Requisition by the 

cooperative logistics program support code (2/LQ01/140 Code 89) ; in MILSTRIP legacy 

DIC A0_ transactions it is identified in rp 72. Supply support provided under 

cooperative logistics supply support arrangement (CLSSA) agreements is intended to 

provide support to the requiring nation on the same basis that support is provided to 

U.S. Forces, within assigned priority (based upon force or activity designator (F/AD)) 

and with all other coding being equal. However, such support cannot be provided if it 

will impair the combat effectiveness of U.S. Forces. Consequently, CLSSA support is 

not to be provided on the same basis as for U.S. Forces until after the expiration of a 

lead time period necessary to augment U.S. Stocks to support the agreement. CLSSA 

requisitions received before the expiration of required lead time may be filled from 

existing supply source stocks only if stock levels do not drop below the established 

reorder point. If sufficient stock balances are not available to fill such requisitions 

without dropping below the reorder point, sources of supply will initiate procurement 

action to fill the CLSSA requirement. CLSSA requisitions received prior to expiration of 

the established lead times are considered to be “un-programmed” requirements. Unprogrammed CLSSA requisitions and passing orders will contain CLPSC 2 (Appendix 

7.22). CLSSA requisitions and passing orders received after expiration of the lead time 

required to augment stock levels will be processed in the same manner as U.S. 

demands. Such requisitions and passing orders are considered to be “programmed” 

requirements and will contain CLPSC 1. If the requisition does not identify a CLPSC 

code, the ICP/IMM will process it as an un-programmed requirement.

C25.4.4. Certain FMS and Grant Aid requisitions will be subject to a restriction in 

quantity when it is determined that the total requirement for an item will result in more 
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Change 7 

C25-9 CHAPTER 25

than 25 shipment units. This constraint is employed to preclude the assignment of nonMILSTRIP transportation control numbers (TCN) that occur when the number of 

shipment units exceeds 25 and that cause a loss of identity to the shipment. The DoD 

Components must specify the items of equipment to which the quantity restriction 

applies. Generally, these items are equipment such as wheeled/tracked vehicles or 

other items when a unit of issue of one each constitutes a single shipment unit.

C25.4.5. SA requisitions (identified by Service/Agency Code B, D, I, K, P, or T in 

the document number) will be reviewed for appropriate PD assignment by the ILCO 

prior to release. Specific procedures to accomplish this may be deferred until 

implementation of the Defense Security Assistance Management System (DSAMS). SA 

will not be revalidated by DAAS against the established edit table. However, any SA 

requisitions with PD 01, 04, or 11 will be displayed as suspected abuse in the 

Unauthorized Priority Designator Report under the appropriate Service/Agency heading 

with no activity name.

C25.4.6. Security Cooperation Enterprise Solution (SCES) Interim State 

Logistics Routing Solution

 C25.4.6.1. Under the Security Cooperation Enterprise Solution (SCES) 

interim state logistics routing solution, if the Security Cooperation (SC) case 

designator indicates the FMS case is managed by SCES, the ILCO management 

information system will recode the FMS or Grant Aid requisition as a passing 

order (DIC A3_) and update the transaction with the applicable Defense Security 

Cooperation Agency (DSCA) RIC, distribution code, and fund code values based 

on the SC implementing agency code.3

 C25.4.6.2. After validation, SCES will convert the passing order to a 

requisition and transmit the FMS and Grant Aid requisitions to the appropriate 

source of supply.4

C25.5. STATUS IN GENERAL

C25.5.1. Sources of supply will provide status only to the ILCO or other monitoring 

activities identified by the distribution code. The DLMS 870S (MILSTRIP legacy DIC 

AE3) will be used to provide supply status, and the DLMS 856S (MILSTRIP legacy DIC 

AS3) will be used to provide shipment status in response to follow-ups. However, the 

DLMS 870S (MILSTRIP legacy DIC AE8)/DLMS 856S (MILSTRIP legacy DIC AS8) will 

be used for status initiated by the source of supply or as otherwise delegated. It is the 

responsibility of the ILCO or monitoring activity to furnish status to the appropriate 

country status recipient.

C25.5.2. Status from the ILCO/monitoring activity to the MAPAD country status 

recipient will be transmitted through DAAS.

3 Refer to Approved DLMS Change (ADC) 1177.

4 Ibid
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Change 7 

C25-10 CHAPTER 25

C25.5.3. Status to FMS customers is sent to the MAPAD type address code 

(TAC) 4 country status recipient.

C25.5.4. Status to Grant Aid customers is sent to the MAPAD TAC 3 purchaser/incountry SAO status recipient.

C25.5.5. The media and status (M&S) entry should be zero to preclude 

unnecessary status output. The transmission medium is determined by DAAS.

C25.6. STATUS UPON REQUISITION INITIATION OR SUBMISSION

C25.6.1. General. Status is provided by the ILCO to the customer when the 

requisition enters the supply system.

C25.6.2. Service Initiated Requisitions. When FMS requisitions are prepared and 

introduced by a U.S. Military Service, a supply status document representing the U.S. 

prepared requisition will be transmitted by the introducing U.S. Military Service to the 

appropriate MAPAD status recipient. The supply status document may also be 

prepared for Continental United States (CONUS)-generated Grant Aid transactions and, 

when prepared, will be transmitted to the appropriate in-country SAO. 

 C25.6.2.1. For MILSTRIP legacy DIC AE_, the supply status will contain 

code A, B, D, or E in the third position of the DIC to reflect the type of stock number 

being requisitioned. 

 C25.6.2.2. The latest available unit price should be entered in the DLMS 

870S in the Baseline Item Data segment (2/PO104/150); in MILSTRIP legacy DIC AE_ 

transactions, it is identified in rp 74-80; however, this is an optional entry depending on 

the capability of the involved Military Service. 

 C25.6.2.3. Status Code BU will be entered in the DLMS 870S in the status 

code 2/LQ01/330 Code 81); in MILSTRIP legacy DIC AE_ transactions, it is identified in 

rp 65-66.

 C25.6.2.4. The estimated shipping date (ESD) may be left blank. If provided, 

it is entered in the DLMS 870S in the Date/Time Reference segment (2/DTM01/240 

Code 369; in MILSTRIP legacy DIC AE_ transactions, it is identified in rp 70-73. 

C25.6.3. Customer Initiated Requisitions

 C25.6.3.1. When country prepared FMS requisitions are forwarded to 

sources of supply by the ILCO, a DLMS 870S (MILSTRIP legacy DIC AE2) citing Status 

Code BW will be provided to the customer.

 C25.6.3.2. When Grant Aid requisitions prepared by the in-country SAO are 

forwarded to sources of supply by the ILCO, a DLMS 870S (MILSTRIP legacy DIC AE1) 

citing Status Code BW will be provided to the customer/SAO.
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Change 7 

C25-11 CHAPTER 25

 C25.6.3.3. The latest available unit price may be entered in the DLMS 870S 

in the Baseline Item Data segment (2/PO104/150); in MILSTRIP legacy DIC AE_ 

transactions, it is identified in rp 74-80.

 C25.6.3.4. The ESD may be left blank. If provided, it is entered in the DLMS 

870S in the Date/Time Reference segment (2/DTM01/240 Code 369; in MILSTRIP 

legacy DIC AE_ transactions, it is identified in rp 70-73.

C25.7. FOLLOW-UPS AND STATUS RESPONSES

C25.7.1. As authorized, follow-ups, modifiers, and cancellations for FMS and 

Grant Aid transactions may be submitted by the CR or in-country SAOs to the 

sources(s) designated by the individual U.S. Military Service administering the FMS 

case or Grant Aid program line.

C25.7.2. When follow-ups are submitted to the ILCO/monitoring activity, the latest 

status information will be furnished to the CR by the ILCO/monitoring activity.

C25.7.3. FMS requisition status will be provided in the DLMS 870S Supply Status 

(MILSTRIP Legacy DIC AE2) or the DLMS 856S Shipment Status (MILSTRIP legacy 

DIC AS2).

C25.7.4. Grant Aid requisition status will be provided in the DLMS 870S 

(MILSTRIP Legacy DIC AE1) or DLMS 856S (MILSTRIP legacy DIC AS1).

C25.7.5. When current status information is not available on requisitions that were 

submitted to the supply system, the ILCO/monitoring activity may transmit the follow-up 

to the appropriate source of supply or provide interim status to the customer pending 

completion of ILCO/monitoring activity follow-up action. In either case, a supply status 

document containing Supply Status Code BW or BM (as indicated by the U.S. Military 

Service) and a blank ESD field may be provided to the customer. When requisitions 

have not been introduced into the supply system, the ILCO/monitoring activity will 

provide a written reply to the customer originated follow-ups.

C25.7.6. Security Cooperation Enterprise Solution (SCES) Interim State 

Logistics Routing Solution. Under the SCES interim state logistics routing 

solution, the ILCO management information system will forward follow-ups, 

modifiers, and cancellations to the applicable DSCA RIC based on the SC 

implementing agency code if the SC case designator indicates the FMS case is 

managed by SCES.5

C25.8. CANCELLATION AND REJECTION STATUS

5 Ibid
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Change 7 

C25-12 CHAPTER 25

C25.8.1. Cancellation and rejection status from the source of supply will be 

provided to the ILCO/monitoring activity using the DLMS 870S (MILSTRIP legacy DIC 

AE3) and the appropriate status code.

C25.8.2. DLMS 870S (MILSTRIP Legacy DIC AE1/AE2) supply status 

transactions will not be produced by the source of supply on FMS and Grant Aid 

requisitions.

C25.9. STATUS ON FOREIGN MILITARY SALES NOTICE OF AVAILABILITY

C25.9.1. When FMS requisitions are processed and a NOA is forwarded to the 

FF/CR, a DLMS 870S (MILSTRIP legacy DIC AE2) supply status transaction containing 

Status Code BL will be furnished to authorized status recipients at the same time the 

NOA is forwarded. 

C25.9.2. The BL status advises that the item is available for shipment and was 

offered to the FF/CR on the date entered in the DLMS 870S in the Date/Time Reference 

segment (2/DTM01/240) Date/Time Qualifier 169 – Product Availability Date; in 

MILSTRIP legacy DIC AE2 transactions, it is identified in rp 70-73.

C25.10. MODIFICATION OF FOREIGN MILITARY SALES OFFER RELEASE OPTION 

OR FREIGHT FORWARDER/COUNTRY REPRESENTATIVE

C25.10.1. Unusual circumstances may require a change in the country FMS offer 

release option code or FF/CR code for an FMS case or for individual requisitions within 

an FMS case. When this condition exists, either FMS customers or ILCO/monitoring 

activity may initiate a DLMS 511M (MILSTRIP legacy DIC AM_) Requisition Modification 

to change the coded data in FMS requisitions that have been released to the supply 

system. 

C25.10.2. FMS requisition modification transactions will be initiated under 

standard MILSTRIP procedures. Entries in the requisition modifier transaction may 

differ from those in the original requisition only to reflect changes to one or any 

combination of the following:6

 C25.10.2.1. Media and status, Industry Code segment (2/LQ01/140 Code 

DF) (MILSTRIP legacy rp 7)

 C25.10.2.2. FMS offer release option code, Industry Code segment 

(2/LQ01/140 Code 95) (MILSTRIP legacy rp 46)

 C25.10.2.3. Freight forwarder, Industry Code segment (2/LQ01/140 Code 

A6) (MILSTRIP legacy rp 47)

6 Revised requisition modifier procedures last reported as not implemented by the United States Marine 

Corps (USMC). Refer to AMCL 123C.
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Change 7 

C25-13 CHAPTER 25

 C25.10.2.4. Signal code, Industry Code segment (2/LQ01/140 Code DE) 

(MILSTRIP legacy rp 51)

 C25.10.2.5. Fund code, Accounting Data segment (2/FA201/286 Code B5) – 

Fund Code (MILSTRIP legacy rp 52-53)

 C25.10.2.6. Distribution code, Industry Code segment (2/LQ01/140 Code 

AK) (MILSTRIP legacy rp 54)

 C25.10.2.7. Project code, Industry Code segment (2/LQ01/140 Code 78) 

(MILSTRIP legacy rp 57-59)

 C25.10.2.8. Priority designator, Industry Code segment (2/LQ01/140 Code 

79) (MILSTRIP legacy rp 60-61)

 C25.10.2.9. Required availability date, Date/Time segment (2/G6201/80 

Code BD) (MILSTRIP legacy rp 62-64)

 C25.10.2.10. Advice code, Industry Code segment (2/LQ01/140 Code 80) 

(MILSTRIP legacy rp 65-66)

C25.10.3. Modifiers that change the country FMS offer release option or FF/CR 

must be submitted to procurement for manual amendment of contracts. Customers are 

responsible for additional charges that may accrue. To limit manual processing and 

avoid additional contract charges, modifiers that change the country FMS offer release 

options or FF/CRs should be submitted only when the change is mandatory. When 

LOAs have not been amended to reflect the changes, FMS customers must coordinate 

with the Service ILCO/monitoring activity before requesting requisition modification.

C25.11. RELEASE OF FOREIGN MILITARY SALES SHIPMENTS7

C25.11.1. General. U.S. shipping activities use the NOA to notify the designated 

FF/CR addressee and the International Logistics Control Office (ILCO) (identified by the 

SC Implementing Agency) that materiel is ready for shipment.

 C25.11.1.1. The procedures for releasing shipments of FMS materiel from 

storage activities are normally dependent upon the entry in the FMS offer release option 

field of requisitions or related transactions. The exceptions to use of the FMS offer 

release option code in the release of shipments are:

 C25.11.1.1.1. When the shipment is unclassified and is to be 

accomplished by parcel post/small parcel delivery service, the shipment will be released 

automatically without an NOA and should be either insured, certified, or registered. 

Evidence of shipment must be provided for all FMS shipments regardless of shipment 

7 Refer to ADC1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding DLMS 

856N NOA and 870N NOA Reply. DLMS implementation for SCES may be delayed until fully fielded to 

all the ILCOs (estimated for January 2019) 
DLM 4000.25, Volume 2, April 29, 2016

Change 7

C25-14 CHAPTER 25

size, weight, or value. Classified shipments always require use of an NOA, as indicated 

below.

C25.11.1.1.2. When an export release is required from the Military 

Surface Deployment and Distribution Command (SDDC) under DTR 4500.9-R, Chapter 

203 (Shipper, Transshipper, and Receiver Requirements and Procedures), the shipping 

activity will submit a request for export release to the SDDC Operations Center before 

shipment. An NOA will be furnished to the FF/CR and will indicate that an export 

release has been requested. The export release provided by the SDDC releasing 

authority will include shipping instructions as coordinated with the FF/CR.

C25.11.1.1.3. When the shipping activity determines a need for a high 

degree of protection or control, or FMS Offer Release Option Code Z is indicated, the 

shipment must not be made until a response from the NOA is received. Examples of a 

shipment requiring a high degree of protection or control include materiel that is 

dangerous/hazardous, or sensitive; these types of shipments may not require an export 

release. Note that FMS offer release option Z procedures must be followed if any 

unusual transportation factors apply. This includes oversize or overweight shipments, 

hazardous materiel shipments, classified shipments, sensitive shipments, and 

ammunition, arms and explosives shipments or any other factor that mandates 

coordinated release procedures (this does include Canada). 

C25.11.1.1.4. From SDDC, an NOA will be furnished to the FF/CR and 

the shipment will be held pending receipt of release and shipping instructions from the 

FF/CR. NOAs for classified shipments will be forwarded to the CR identified in the 

MAPAD.

C25.11.1.2. For shipments not subject to the exceptions outlined in 

Paragraph C25.11.1.1., the entry in the FMS offer release option field will prescribe 

procedures to be followed in releasing shipments of FMS materiel from storage 

activities. For FMS offer release options Y and Z, notification to the designated FF/CR 

is required prior to release of the shipment. For FMS offer release option A or X, the 

shipment will be released automatically, without providing an NOA to the FF/CR.

C25.11.1.3. U.S. shipping activities use the NOA to notify both the 

designated FF/CR addressee and the ILCO that materiel is ready for shipment. A 

manual NOA will be prepared for all FMS purchases except those customers 

specifically requesting mechanized NOAs such as the Federal Republic of Germany. 

Countries desiring to receive the mechanized NOA will submit a request to the Director, 

Defense Enterprise Data Standards Office. All purchasers requesting the mechanized 

NOA will be identified in this paragraph. Procedures for NOA preparation are contained 

in Paragraphs C25.11.2. and C25.11.3.

C25.11.1.4. The NOA will identify the TCN assigned to the shipment, which 

will be created in accordance with guidance in DTR 4500.9-R, Appendix L. The manual 

or mechanized NOA document will be assigned an NOA notice number to reflect the 

number of times the NOA has been sent to the FF/CR.
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C25-15 CHAPTER 25

 C25.11.1.5. ILCO Notifications. 

 C25.11.1.5.1. To provide the ILCO visibility to NOAs, shipping activities 

will send a DLMS 856N (No MILSTRIP Legacy DIC equivalent for this notification 

process) to the ILCO, even if a manual DD Form 1348-5 was sent to the FF/CR. 

 C25.11.1.5.2. The ILCO will be identified as a party to receive copy in 

the DLMS 856N. The ILCO will be identified by the SC Implementing Agency Code in 

the first position of the document number. Authorized SC Implementing Agency codes 

are restricted to those identified in Appendix 7.2. When the ILCO is identified as a party 

to receive copy, DAAS will route a copy of the DLMS 856N to the Security Cooperation 

Enterprise System (SCES). SCES will then have the ability to associate NOA 

information with the applicable ILCO and FMS Case Designator. 

 C25.11.1.5.3. For those systems not capable of sending a mechanized 

NOA, send an information copy of the NOA to the ILCO via offline methods (e.g., 

phone, fax, email).

C25.11.2. Manual Notice of Availability

 C25.11.2.1. DD Form 1348-5, Notice of Availability/Shipment, will serve as a 

cover document for individual copies of DD Form 1348-1A, DD Form 250, or DD Form 

1149 applicable to each line item in a shipment unit. Together, these documents 

comprise the original NOA. The data to be entered on DD Form 1348-5 (See Appendix 

6.4) are those that describe the shipment unit, while the supporting copies of the DD 

Form 1348-1A provide individual item data. All blocks of the DD Form 1348-5 from the 

top of the form to the portion captioned “CONSIGNEE INFORMATION” will be 

completed by initiating activities. All data blocks are self-explanatory, except that the 

“NOA Notice Number” reflects the number of times the NOA has been sent to the 

FF/CR. The TCN block represents the transportation control number, which is the TCN 

assigned to track the shipment. The shipping activity must complete the “SPECIAL 

REQUIREMENTS” section for materiel discussed in Paragraph C25.11.1.1.3. The 

manual NOA will be mailed to the notice recipient specified in the MAPAD, except that 

the NOAs covering classified shipments will be forwarded to the country representative. 

Distribution of DD Form 1348-5 is as follows:

COPY NO. USAGE

1 Retained by the shipping activity pending receipt of shipment release 

instructions.

2, 3 Furnished to the appropriate FF/CR address (as designated in the 

MAPAD to receive the NOA) for insertion of shipment release 

instructions on the third copy and return to the shipping activity. The 

second copy will be retained by the FF/CR. Copies of the DD Form 

1348-1A, DD Form 250, or DD Form 1149 will accompany the DD 

Form 1348-5.
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C25-16 CHAPTER 25

C25.11.2.2. Replies to manual NOAs will be performed by two different 

methods, contingent on the need for an export release. When an export release is 

required, the FF/CR will furnish specifying consignment instructions, if any, and 

coordinate these or other shipment or delivery instructions with the SDDC releasing 

authority. When an export release is not required, the reply will be accomplished by 

insertion of shipment release instructions on the third copy, which will be returned to the 

shipping activity. Shipment release instructions will provide for shipment or delivery of 

materiel to a single destination by shipment unit. Shipping activities will not split 

shipment units identified by shipment unit numbers to accommodate shipments or 

deliveries to multiple points. Instructions to FF/CRs regarding replies to NOAs will 

specify the need for coordinated instructions when an export release is required and 

include provisions for the following minimum data in the replies to other NOAs:

C25.11.2.2.1. The complete name and address of the consignee except 

when materiel will be picked up by the FF/CR.

C25.11.2.2.2. The date materiel is to be shipped or the date the materiel 

will be picked up by the FFCR.

C25.11.2.2.3. The complete name and telephone number(s) of the 

individual(s) who will be available and authorized to receive materiel on behalf of the 

purchasing country, for the specific classified shipment covered by the NOA advising of 

the availability of a classified shipment.

C25.11.2.3. In instances where the shipment does not require an export 

release or the shipping activity determines there is no requirement for a high degree of 

protection or control and the FMS offer release option Y is indicated for the materiel, the 

shipment will be released to the FF/CR on the 15th calendar day after the NOA date, 

unless alternate shipping instructions are received. When an export release is required, 

the shipment will be held pending receipt of release and shipping instructions from the 

SDDC releasing authority, and if such instructions are not received within 15 calendar 

days after the NOA date, follow-up to both SDDC and the ILCO in lieu of transmitting a 

duplicate NOA. In instances where the shipping activity has determined a need for a 

high degree of protection or control or FMS offer release option Z is indicated, the 

shipment must be held pending receipt of release and shipping instructions from the 

FF/CR. If an NOA response is not received within 15 calendar days of the NOA date, 

the shipping activity will send a follow-up to the designated NOA recipient using the 

same TCN. The duplicate NOA will be annotated with the number 2 in the NOA Notice 

Number field to denote the second communication of the NOA and to indicate that 

release has been delayed due to non-response to the original NOA. Two copies of the 

annotated DD Form 1348-5 (Notice of Availability/ Shipment), together with the 

applicable DD Form(s) 1348-1A, DD Form(s) 250, or DD Form(s) 1149 will be held as a 

record of the non-response to the original NOA. If no response is received within 15 

calendar days of the follow-up NOA, another follow-up will be sent with the number 3 in 

the NOA Notice Number field to indicate that release continues to be delayed due to 

non-response to the original and follow-up NOAs. File copies will be updated to reflect 

the non-response and submission of a second follow-up. Simultaneous with the second 
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C25-17 CHAPTER 25

follow-up, the appropriate ILCO will be contacted (offline) for assistance and follow-up 

action to obtain the NOA response. Upon receipt of the offline contact from the shipping 

activity, the ILCO must intervene, on behalf of the shipping activity, to obtain a response 

to the NOA so the open shipment action can be closed. NOTE: This follow-up 

procedure does not apply to Delivery Term Code (DTC) 8 releases. DTC 8 releases 

involve materiel, usually Sensitive Arms, Ammunition and Explosives, which follow 

special export procedures that require more time to process than can be encompassed 

by the above follow-up procedure.

C25.11.3. Mechanized Notice of Availability. Except for classified shipments or 

unclassified shipments to be accomplished by parcel post/small parcel delivery service, 

the mechanized FMS NOA is provided to customers having a need to receive 

mechanized data for FMS shipments when FMS offer release option Y or Z is indicated 

in requisitions or when an export release is required. The mechanized NOA consists of 

the following documents:

 C25.11.3.1. The initial DLMS 856N (MILSTRIP legacy DIC AD1 and ADR) 

contains both shipment unit information and line item information as contained in the DD 

Form 1348-1A. When an export release is not required, indicate in the DLMS 856N 

beginning segment (1/BSN07/020 Code ENR); for MILSTRIP legacy transactions, use 

DIC AD1. When an export release is required, indicate in the DLMS 856N beginning 

segment (1/BSN07/020 Code ERR); for MILSTRIP legacy transactions, use DIC ADR. 

When export release instructions have not been received within 15 days of the NOA 

date, a follow-up will be made to the SDDC releasing authority. If the FMS offer release 

option Y applies, do not prepare or transmit to the FF/CR a DLMS 856N Delay NOA 

(MILSTRIP legacy DIC AD3). When FMS offer release option Z applies and release 

instructions have not been received within 15 calendar days of the initial NOA date, 

prepare and transmit a DLMS 856N Delay NOA citing beginning segment (1/BSN07/020 

Code D50); for MILSTRIP Legacy transactions, a DIC AD3 will accompany the delay 

NOA detail documents.

 C25.11.3.2. The DLMS 856N FMS NOA contains line item information as 

contained in the issue/release document (e.g., the MRO or DD Form 1348-1A). For 

MILSTRIP legacy transactions, the initial detail document contains a DIC AD2. When 

FMS offer release option Z applies and release instructions have not been received 

within 15 calendar days of the NOA date, a DLMS 856N Delay NOA will document all 

the line items using the hierarchical level loop (2/HL03/010 Code I); for MILSTRIP 

legacy transactions, a DIC AD4 will be prepared for each initial detail document that 

accompanied the initial key document.

 C25.11.3.3. The DLMS 870N Notice of Availability Reply (MILSTRIP Legacy 

(DIC AD5) will always be used when replying to a mechanized NOA other than those 

requiring export release. When replying to a DLMS 856N (MILSTRIP legacy DIC ADR), 

the specifying consignment instructions and/or other shipment or delivery instructions 

will be provided to the SDDC releasing authority to facilitate provision of a coordinated 

(export) release to the shipping activity. In replying to mechanized NOAs other than 

those requiring export release, the following rules apply:
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Change 7 

C25-18 CHAPTER 25

 C25.11.3.3.1. When shipment release is to be made to the addresses 

identified by coded entries in the MAPAD, the NOA Reply will contain a Shipment 

Release Code R in the industry code segment (2/LQ01/145 Code 96). For MILSTRIP 

legacy DIC AD5, the Shipment Release Code R is conveyed in rp 60.

 C25.11.3.3.2. When shipment release instructions are being mailed 

under separate cover, the NOA Reply will contain a Shipment Release Code E in the 

industry code segment (2/LQ01/145 Code 96). For MILSTRIP Legacy DIC AD5, the 

Shipment Release Code E is conveyed in rp 60. The shipment release instructions may 

be communicated by letter, country designated forms, or other appropriate 

communications; however, such instructions must reach the shipping activity within 15 

days for transactions coded with FMS offer release option Y. Otherwise, the shipment 

will be released automatically to the appropriate address contained in the MAPAD. The 

S/A implementation of these procedures will provide for such replies to be transmitted to 

the activity designated by the Routing Identifier Code (RIC) contained in the DLMS 

856N Name segment (2/N101/220 Code CI). For MILSTRIP legacy NOA documents, 

the RIC is in rp 4-6.

 C25.11.3.3.3. When a country replies to an NOA and rejects the 

shipment because the shipment unit contains materiel that will constitute a duplicate 

shipment, the shipping activity will withdraw the rejected materiel from the shipment and 

prepare a new DLMS 856N NOA (MILSTRIP legacy DIC AD1 and AD2 or ADR and 

AD2).

 C25.11.3.3.4. Shipments from Procurement. RESERVED.

 C25.11.3.3.5. Storage or staging charges may accrue when a NOA 

response (or failure to respond) requires the items to be held for an extended period of 

time. Any storage costs are charged to the FMS case.

C25.12. CONSOLIDATION AND MARKING OF FOREIGN MILITARY SALES AND 

GRANT AID SHIPMENTS

C25.12.1. Consolidation Requirements. The shipment planning process should 

recognize and assure compatibility of codes in requisitions and related documents when 

configuring shipment units. 

 C25.12.1.1. Exception to Consolidation. Requisitions beginning with an N 

(Not Mission Capable Supply (NMCS)) or E (Anticipated Not Mission Capable Supply 

(ANMCS)) in the Special Requirements Code or containing the value 777 (N or E in 

MILSTRIP Legacy rp 62, or 777 in rp 62-64), will not be held for consolidation, but the 

NOA requirements remain in effect. 

 C25.12.1.2. FMS Assembly Shipment Consolidation Eligibility. FMS 

assembly shipments may be consolidated into containers or shipment units if under the 

same SC implementing agency, SC customer code, mark-for code, FMS delivery term 

code, Security Assistance program customer service designator (in-country service 
DLM 4000.25, Volume 2, April 29, 2016

Change 7 

C25-19 CHAPTER 25

code), FMS offer release option code, FMS FF/CR code, FMS case and case line 

number, project code (if applicable), priority designator (PD), and distribution code.

 C25.12.1.3. FMS Non-Assembly Shipment Consolidation Eligibility. The 

criteria for FMS non-assembly shipments are the same as for FMS assembly shipments 

with the following exceptions: non-assembly shipments may be consolidated regardless 

of case line number (CLN) and the distribution code is not considered.

 C25.12.1.4. Grant Aid assembly and non-assembly shipments may be 

consolidated into containers or shipment units if under the same SC implementing 

agency, SC customer code, mark-for code, Grant Aid type of assistance/financing code, 

project code (if applicable), and PD.

 C25.12.1.5. Consolidation will also be limited by the following conditions:

 C25.12.1.5.1. Physical characteristics of items should be compatible 

with other items in the same shipment unit.

 C25.12.1.5.2. Explosives or other dangerous articles must not be 

consolidated with other items.

 C25.12.1.5.3. Aircraft, missiles, engines, and large (excess dimension) 

spares or assemblies for any item of equipment subject to special handling or 

construction, or requiring movement as a single shipment unit must not be consolidated 

with other line items.

 C25.12.1.5.4. Radioactive or magnetic materiel must not be 

consolidated together or with other materiel.

 C25.12.1.5.5. When shelf-life items are included in a consolidated 

shipment, the exterior of the consolidated shipping container must be marked under the 

multipack requirements of MIL-STD-129, "Military Standard Marking for Shipment and 

Storage.”

C25.12.2. Address Marking. The manner of designating ship-to and/or mark-for 

addresses in requisitions is described in paragraph C25.2.1.2.3. After determining the 

specific coded entries and their use as a ship-to and/or mark-for address in a given 

requisition, the corresponding clear-text address for container markings must be 

obtained from the MAPAD.

C25.12.3. Issue Release/Receipt Document (IRRD) (DD Form 1348-1A or DD 

Form 1348-2) Continuation Page. All references in this chapter to DD Form 1348-1A 

and DD Form 1348-2 and its distribution will by direct association also apply to its 

continuation page as described in Chapter 29. The continuation page contains encoded 

information for the automated processing of multiple serialized items in a shipment.
DLM 4000.25, Volume 2, April 29, 2016

Change 7 

C25-20 CHAPTER 25

C25.13. DOCUMENT DISTRIBUTION

C25.13.1. Military Assistance Program Grant Aid Documents

 C25.13.1.1. DD Form 1348-1A. Documentation to accompany shipments will 

be two copies of DD Form 1348-1A, Issue Release/Receipt Document. See Figure 

C25.F1.

 C25.13.1.2. DD Form 250. On direct deliveries from vendors, a copy of DD 

Form 250, Material Inspection and Receiving Report, procurement shipping and 

receiving document, will be forwarded to the SAO of the country.

C25.13.2. Foreign Military Sales Documents. DD Form 1348-1A. Documentation 

to accompany shipments will be two copies of the IRRD. See Figure C25.F1. For 

shipments requiring an NOA, three copies of DD Form 1348-1A will accompany the 

NOA.

Figure C25.F1. Distribution of DD Form 1348-1A

DOCUMENT NO. OF 

COPIES

DISTRIBUTION

DD Form 1348-

1A

Three Two copies must accompany all shipments. A 

minimum of one copy must be on the outside if 

not in conflict with other applicable directives. 

The original must be retained by the shipper 

unless an automated capability is available to 

prove a shipment has been made. 

When DD Form 1348-1A contains bar coding, 

one of the two copies to accompany all 

shipments will be the original copy.

DD Form 1348-

1A

One Forwarded via priority mail to the activity 

designated in the MAPAD to receive the 

document (Type Address Codes 5 and 6; if 

blank, see Type Address Codes 1 and 2, 

respectively).

C25.14. SPECIAL GRANT AID PROCEDURES

C25.14.1. When issues of excess materiel are made in support of reimbursable 

Grant Aid requisitions, the following actions must be initiated:

 C25.14.1.1. Change signal code to D.

 C25.14.1.2. Furnish BN supply status to designated address(es).
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C25-21 CHAPTER 25

C25.14.2. When issues of DoD Defense Working Capital Fund (DWCF) stocks are 

made in support of reimbursable Grant Aid requisitions, type of assistance/financing 

code C is currently being used. DWCF activities are billing for those after the fact.

C25.15. CANCELLATION OF REQUISITIONS

C25.15.1. The rules governing cancellation of requisitions (see DLM 4000.25 

Volume 2, Chapter 4, Paragraphs C4.4., C4.7.24, and C4.7.25) apply to FMS and Grant 

Aid except for special procedures herein.

C25.15.2. When individual line items with a Grant Aid program RCN are to be 

canceled, or FMS cases/programs are to be canceled, the canceling Agency/activity will 

submit single-line cancellation requests under the appropriate Service policy.

C25.15.3. FMS/Grant Aid single-line cancellation requests will be processed 

under DLM 4000.25 Volume 2, Chapter 4, Paragraph C4.7.24., except that:

 C25.15.3.1. No tracer action will be initiated for FMS shipments to foreign 

purchasers that move in commercial transportation channels to commercial freight 

forwarders; they are therefore not available for cancellation after turnover to the 

commercial transportation carrier, post office, or freight forwarder. For shipments that 

have already shipped, storage activities will furnish supply sources with a DLMS 856S 

shipment status (MILSTRIP Legacy DIC AU_).

 C25.15.3.2. Sources of supply must advise the ILCO of contractual 

agreements that will result in cost conditions if cancellations, diversions, or holding are 

accomplished. The ILCO decides whether the cancellation, diversion, or hold actions 

will be suspended or continued. Decisions to continue cancellations or diversions must 

be provided to the source of supply by narrative message containing the notation: 

“Decision for cancellation or diversion by ILCO.”

C25.15.4. FMS/Grant Aid mass cancellation requests will be processed under 

DLM 4000.25 Volume 2, Chapter 4, Paragraph C4.7.25, except that Security Assistance 

Program mass cancellation requests will be submitted with the required codes for 

identification of one of the following, for which cancellation of all requisitions is 

requested:

 C25.15.4.1. SC implementing agency code and SC customer code

 C25.15.4.2. SC implementing agency code and SC customer code and 

project code

 C25.15.4.3. Federal supply classification (FSC) or federal supply group 

(FSG) when associated with a SC implementing agency code and SC customer code

C25.15.5. Transportation (such as the terminal costs associated with stopping, 

holding, and returning materiel to depots or storage) and procurement termination costs 
DLM 4000.25, Volume 2, April 29, 2016

Change 7 

C25-22 CHAPTER 25

incident to actual diversion/cancellation of FMS requisitions will be charged under DoD 

7000.14-R, “DoD Financial Management Regulation.”

C25.15.6. Grant Aid shipments that meet the criteria for shipment diversion under 

mass cancellation conditions will be diverted to the pre-designated storage sites of the 

canceling Service by the Defense Transportation Service (DTS). Storage sites in 

receipt of Grant Aid cancellation shipment(s) will report the receipt(s) to the applicable 

Service ICP/ILCO and the materiel will be accounted for as suspended materiel pending 

receipt of disposition instructions. Service ILCOs will provide disposition instructions 

under the provisions of DoD 5105.38-M, “Security Assistance Management Manual” 

(Part II).

C25.15.7. Navy-sponsored FMS shipments from vendor sources will be diverted 

to pre-designated Navy storage sites by the DTS. FMS shipments sponsored by the 

other Services and Navy sponsored shipments from DoD/General Services 

Administration (GSA) storage activities will be diverted under DLM 4000.25 Volume 2, 

Paragraph C4.7.25.10.

C25.16. REPAIR AND REPAIR/REPLACE PROGRAM

C25.16.1. General. Purchasing countries can establish FMS cases to get items 

repaired, most commonly at the depot level. Purchasing country repair requirements 

are integrated with the repair programs of the military services and are accomplished by 

organic military repair facilities (i.e., Army maintenance depots, Air Force logistics 

centers, Naval aviation depots, Naval shipyards) or by civilian contractors. There are 

two concepts used in obtaining repairs under the FMS repairable program: 

 C25.16.1.1 Repair and Return. The FMS customer must request approval 

for repair through the ILCO from the item/repair manager before shipping materiel to the 

U.S. for repair. After receiving approval and shipping instructions from the item 

manager, the purchaser ships the materiel to the designated repair facility where it is 

entered into the repair queue. After repairs are completed, the item is shipped back to 

the FMS customer. In the repair and return program, the cost to the country is the 

actual cost of the repair in accordance with DoD 7000.14-R, Financial Management 

Regulation (FMR), Volume 15, Chapter 7.

 C25.16.1.2 Repair and Replace. Under the repair and replace program, the 

unserviceable item is returned to the repair activity and, if it can be economically 

repaired or overhauled, a replacement item is issued from the U.S. Military Service’s 

stocks. The country’s unserviceable item is repaired or overhauled and returned to the 

U.S. military service’s stocks. Under this program, countries are charged the estimated 

average cost of repairs (also referred to as net cost or exchange price).

C25.16.2. Repair Service Value. The repair service value is the cost to repair or 

replace an FMS-origin item returned by an FMS customer. The estimated or actual 

repair unit cost, as appropriate for the type of repair program, will be identified for use in 

specific business processes including status, shipment, and preparation of the 
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Change 7 

C25-23 CHAPTER 25

subsequent billing statement by Defense Finance and Accounting Services (DFAS). If 

actual cost varies among multiple items in a shipment, off-line manual processing may 

be used to communicate the applicable values.

 C25.16.2.1. Supply Status. When supply status (DLMS 870S/DIC AE_) is 

provided in association with a repair or repair/replace program, the repair service unit 

cost will be provided in place of the unit cost for the NSN (MILSTRIP legacy rp 74-80).

 C25.16.2.2. Materiel Release Order (MRO). When the repaired or 

replacement item is located in a DoD storage activity, the activity directing shipment 

must include the repair service unit cost on the release order (DLMS 940R/MILSTRIP 

legacy DIC A5_) so that it can be perpetuated to the shipment documentation. The Air 

Logistics Complex has comparable ability via direct interface with a shipping Distribution 

Depot; for non-Air Logistics Complex locations, offline communications will be required 

to convey the repair cost information to the depot.

C25.16.2.3. Shipment Document. The repair facility and/or the storage activity will 

include the estimated or actual repair service unit cost on the shipping document. This 

is required for U.S. Customs export purposes. For DoD storage activities, the repair 

service value will be perpetuated from the MRO and will be properly identified on the 

DD 1348-1A/2 (see Appendices 6.1, 6.35, and 8.48).

C25.17. RETURN OF DISCREPANT FOREIGN MILITARY SALES MATERIEL

C25.17.1. Discrepancies in FMS shipments are reported on a Supply Discrepancy 

Report (SDR) (via SF 364, Report of Discrepancy, or equivalent under DLMS), by the 

receiving FMS customer through the applicable ILCO. The required data entries and 

procedures for processing SDRs are provided in DLM 4000.25, DLMS Manual Volume 

2, Chapter 17.

C25.17.2. When it is determined that materiel reported on an SDR is to be 

returned to U.S. supply systems stocks, the U.S. source of supply will provide the SDR 

reply to the applicable ILCO for distribution to the FMS customer. The source of supply 

or the applicable ILCO will prepare DD Form 1348-1A to be used to return the materiel. 

The prepared form will contain entries shown in Appendix 8.50. All DLA shipments 

resulting in an SDR due to a wrong item received will be returned to a CONUS DLA 

depot as part of the SDR process.

C25.17.3. The DTS will be used to return discrepant FMS materiel when 

appropriate. This can be accomplished in two ways:

 C25.17.3.1. If a transshipment point has not been specified and the SAO has 

the capability/capacity to perform this function, the SAO will arrange for movement 

through the DTS.

 C25.17.3.2. If a transshipment point has been designated, the transshipment 

point will arrange for movement through the DTS.
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C25-24 CHAPTER 25

 C25.17.3.3. The transshipment point should be a U.S. Activity located in the 

FMS country that submitted the SDR and/or be reasonably accessible to the FMS 

country.

 C25.17.3.4. At a minimum, the transshipment point will provide legible copies 

of the signed DD Form 1348-1A (evidencing receipt) to the U.S. source of supply, the 

appropriate CR listed in the MAPAD, and, if requested, to the consignor. The latter two 

copies may be reproductions of the copy furnished to the source of supply.

 C25.17.3.5. Coordination between the U.S. source of supply and the ILCO is 

required prior to initial designation as a transshipment point of an S/A other than that of 

the source of supply.

 C25.17.3.6. When the DTS is not used for return of discrepant FMS materiel, 

the holding FMS country will arrange for movement through the FF/CR to the activity 

designated in Block 3 of DD Form 1348-1A. CONUS inland shipments will be effected 

by the use of a collect commercial bill of lading (CCBL). Reimbursement of 

transportation charges between the holding FMS country and the FF/CR will be 

requested by the CR to the U.S. supply source identified in the DD Form 1348-1A.

 C25.17.3.7. Regardless of the method of transporting return-eligible 

discrepant FMS materiel, all shipments pursuant to these procedures must be 

completed within 180 days of the date of document preparation entered in Block 5 of the 

DD Form 1348-1A.

C25.18. FMS TRANSPORTATION. FMS transportation guidance may be found in the 

Security Assistance Management Manual (SAMM), DoD 5105.38M and the DTR 

4500.9-R, Part II.

C25.18.1. FMS detention and demurrage charges are located in the Security 

SAMM, Chapter 7.

C25.18.2. FMS document retention requirements are defined in the DTR 4500.9-

R, Appendix E, Paragraph Q.
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Change 16 

C26-1 CHAPTER 26

C26. CHAPTER 26

CONTRACTOR ACCESS TO GOVERNMENT SOURCES 

OF SUPPLY

C26.1. GENERAL

C26.1.1. Purpose. This chapter prescribes policies and procedures for 

requisitioning government furnished materiel (GFM) by or for contractors from the DoD 

Supply System. These procedures establish guidelines for requisitioners, authorized 

contractors, and Services/Agencies (S/As) to obtain GFM from DoD inventories to fulfill 

contract requirements.1 These procedures also support the use of MILSTRIP

requisitioning by authorized contractors to obtain materiel from Government supply 

sources to be used as contractor-furnished materiel (CFM) under controls established 

by the authorizing Component and as specified in this chapter. Basic MILSTRIP 

requisitioning procedures are documented in DLM 4000.25, Volume 2, Chapter 4; those 

procedures are augmented by this chapter to identify additional requirements 

associated with GFM and CFM.

C26.1.2. Transactions. This chapter addresses the procedures and applicable 

transactions relevant to requisitioning GFM and CFM. See the Defense Enterprise Data 

Standards Office Website for available formats on the DLMS IC page. The 

corresponding MILSTRIP legacy 80 record position transaction functionality is also 

provided for ease of interpretation by DLMS users and to support those working in a 

legacy environment. In addition to the listed MILSTRIP legacy transactions, the DLMS 

formats may incorporate functionality to support Component-unique transactions as 

noted in the implementation convention.

 C26.1.2.1. The Requisition Transaction is identified by the DLMS 511R by 

beginning segment (1/BR02/020 Code A0). This transaction provides the functionality 

of MILSTRIP legacy Document Identifier Codes (DIC) A01, A02, A04, A05, A0A, A0B, 

A0D, and A0E.

 C26.1.2.2. The Passing Order Transaction is identified by the DLMS 511R by 

beginning segment (1/BR02/020 Code BM). This transaction provides the functionality 

of MILSTRIP legacy DIC A31, A32, A34, A35, A3A, A3B, A3D, and A3E.

 C26.1.2.3. The Referral Order Transaction is identified by the DLMS 511R by 

beginning segment (1/BR02/020 Code BN). This transaction provides the functionality 

of MILSTRIP legacy DIC A41, A42, A44, A45, A4A, A4B, A4D, and A4E.

 C26.1.2.4. The Requisition Modification Transaction is identified by the 

DLMS 511M by beginning segment (1/BR02/020 Code AM). This transaction provides 

1 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to Approved MILSTRIP Change Letter (AMCL) 1A.
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C26-2 CHAPTER 26

the functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and 

AME.

C26.1.2.5. The Requisition Follow-Up Transaction is identified by the DLMS 

869F by beginning segment (1/BSI08/020 Code IN). This transaction provides the 

functionality of MILSTRIP legacy DIC AT1, AT2, AT4, AT5, ATA, ATB, ATD, and ATE.

C26.1.2.6. The Requisition Inquiry is identified by the DLMS 869A by 

beginning segment (1/BSI08/020 Code AF). This transaction provides the functionality 

of MILSTRIP legacy DIC AF1, AF2, AF3, AF4, AF5, AFC, AFY).

C26.1.2.7. The Requisition Supply Assistance Request is identified by the 

DLMS 869A by beginning segment (1/BSI08/020 Code AR). There is no equivalent 

MILSTRIP legacy DIC.

C26.1.2.8. The MCA Validation Request is identified by the DLMS 517G by 

beginning segment (1/BR02/20 Code GI). This transaction provides the functionality of 

MILSTRIP legacy DIC AX1.

C26.1.2.9. The MCA Validation Response is identified by the DLMS 517G by 

beginning segment (1/BR02/20 Code GA). This transaction provides the functionality of 

MILSTRIP legacy DIC AX2.

C26.1.2.10. The Supply Status Transaction is identified by the DLMS 870S

by beginning segment (1/BSR01/020 Code 4). This transaction provides the 

functionality of MILSTRIP legacy DIC AE1, AE2, AE3, AE8, AE9, AEA, AEB, AED, and 

AEE. 

C26.1.2.11. The Requisition Cancellation Transactions is identified by the 

DLMS 869C by beginning segment (1/BSI08/020 Code AC). This transaction provides 

the functionality of MILSTRIP legacy DIC AC1, AC2, AC3, AC4, AC5.

C26.1.2.12. The Follow-Up on Requisition Cancellation Request 

Transactions is identified by the DLMS 869C by beginning segment (1/BSI08/020 Code 

AC). This transaction provides the functionality of MILSTRIP legacy DIC AK1, AK2, 

AK3, AK4, AK5.

C26.1.2.13. The Shipment Status Transaction is identified by the DLMS 

856S by beginning segment (1/BSN06/0200 Code AS). This transaction provides the 

functionality of MILSTRIP legacy DIC AS1, AS2, AS3, AS8, AU1, AU2, AU3, and AU8.

C26.1.2.14. The Materiel Obligation Validation Request Transaction is 

identified by the DLMS 517M by beginning segment (1/BR02/20 Code AN). This 

transaction provides the functionality of MILSTRIP legacy DIC AN1, AN2, AN3, AN4, 

AN5, AN9, and ANZ.

C26.1.2.15. The Materiel Obligation Validation Response Transaction is 

identified by the DLMS 517M by beginning segment (1/BR02/20 Code AP). This 
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C26-3 CHAPTER 26

transaction provides the functionality of MILSTRIP legacy DIC AP1, AP2, AP3, AP4, 

AP5, AP8, AP9, APR, and APX.

 C26.1.2.16. The Post-Post Requisition/Referral Order Transaction identified 

by the DLMS 511R by beginning segment (1/BR02/020 Code A0 or BM) with Action 

Code J. This transaction provides the functionality of legacy DIC C0A, C01, CQA, CQ1, 

or comparable Component-unique DIC.

 C26.1.2.17. The Requisition/Referral Order Image Transaction identified by 

the DLMS 511R by beginning segment (1/BR02/020 Code A0 or BM) with Action Code 

FI. This transaction provides the functionality of legacy DIC CHA, CH1, or comparable 

Component-unique DIC.

C26.1.3. Establishing a Management Control Activity. The S/As must assign a 

unique routing identifier code (RIC) and distribution code to each management control 

activity (MCA) validating GFM and CFM requisitions.

C26.1.4. Violations. Any attempt to circumvent MCA validation requirements is

sufficient cause to refer the violation to the appropriate criminal investigating activity to 

determine possible fraud, waste, and abuse. The sponsoring Service/Agency must

refer all violations to criminal investigators and the monitoring MCA based on reports of 

rejected transactions or violations discovered during the post validation process.

C26.2. APPLICABILITY

C26.2.1. These procedures apply to all contractors and all S/A activities 

requisitioning GFM or CFM from DoD sources of supply. 

C26.2.2. Ammunition production is excluded from GFM control.

C26.3. PREPARATION OF REQUISITIONS AND RELATED TRANSACTIONS FOR 

GOVERNMENT MATERIEL FURNISHED TO CONTRACTORS

C26.3.1. Requisition Initiation. Requisitions for GFM may be initiated by the 

responsible S/A or, subject to the terms of the contract, by contractors. Requisitions for 

GFM will be prepared and initially submitted by GFM requisitioners, both contractors 

and S/As, using MILSTRIP transaction formats to the S/A MCA designated for 

monitoring the contract. Transmission through the Defense Automatic Addressing 

System (DAAS) will be utilized to the extent practical.

C26.3.2. Identifying Requisitions for GFM Controls. Requisitions and associated 

transactions containing an S/A code designated for contractors, as specified in 

Appendix AP7.2 (Department of Defense activity address code (DoDAAC) in the 

document number or ship-to DoDAAC), will be processed under GFM controls and 

restrictions except when the signal and fund codes indicate that the issue will be for 

CFM with contractor reimbursement by other than an Army contractor. All Army 

contractor requisitions and associated transactions must be processed under GFM 

controls.
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C26.3.3. Required Information. In addition to normal requisition data, GFM 

requisitions, including Referral and Passing Orders will contain the following:

 C26.3.3.1. RlC of the MCA monitoring the contract, (2/N101/180 Code Z5) 

(MILSTRIP legacy rp 4-6).

 C26.3.3.2. For contractor generated requisitions, contractor DoDAAC in first 

six positions of document number. Document number DoDAAC perpetuated to the 

ordered by activity (1/N101/70 Code OB) (MILSTRIP legacy rp 30-35).

 C26.3.3.3. For S/A generated requisitions for GFM, contractor ship-to 

DoDAAC (2/N101/180 Code ST) which may also be perpetuated to the supplementary 

address (2/LQ01/140 Code A9) based upon signal code usage (MILSTRIP legacy rp 

45-50).

 C26.3.3.4. When applicable, a signal code to indicate issue without 

reimbursement, (2/LQ01/140 Code DE) (MILSTRIP legacy rp 51).

 C26.3.3.5. When applicable, a fund code to indicate issue without 

reimbursement, (2/FA201/286 Code B5) (MILSTRIP legacy rp 52-53).

 C26.3.3.6. Contract Information. All GFM requisitions for or by contractors 

must identify the procurement instrument identifier (PIID)2 and other appropriate 

contract data, as required. Components authorizing GFM may direct the inclusion of 

the manufacturing directive number (MDN) as supplemental to the authorizing PIID.

3

 C26.3.3.6.1. Identification of the PIID in 2/GF03/70. When GFM is 

authorized under a PIID call/order number (F in 9th position), provide the value in the 

PIID field. In MILSTRIP legacy, the last eight positions of the PIID are mandatory in rp 

73-80.4

 C26.3.3.6.2. When applicable, provide the legacy call/order number 

associated with the PIIN in 2/GF07/70, (MILSTRIP legacy rp 69-72). Leave blank when 

the call/order number is the PIID with ‘F’ in the 9th position.

 C26.3.3.6.3. Identification of the contract line item number, (2/GF01/70 

Code C7). There is no MILSTRIP legacy equivalent for the contract line item number.

 C26.3.3.6.4. At the option of the S/A, a manufacturing directive number 

(MDN), (2/GF01/70 Code W3) (MILSTRIP legacy rp 54-56).

2 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 

3 Refer to ADC 1014. Staggered implementation is authorized for the transition to the mandatory 

inclusion of the PIID (rather than MDN as an alternative to the PIID).

4 Refer to ADC 1014. Staggered implementation is authorized for the transition to the full DFARS 

compliant PIID (rather than the abbreviated contract number authorized under legacy MILSTRIP 

procedures).
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 C26.3.3.7. GFM non-national stock number (NSN) requisitions are identified 

by the applicable code qualifier at 2/LIN02/100. In MILSTRIP legacy, they must be 

identified with an E in rp 68; the legacy call/order number, if appropriate, in rp 69-72; 

and the last eight positions of the PIID in rp 73-80 (the MDN is optional).

C26.4. SUBMISSION OF GOVERNMENT FURNISHED MATERIEL REQUISITIONS 

AND RELATED TRANSACTIONS

C26.4.1. Frequency of submitting GFM requisitions is the prerogative of the 

requisitioner. GFM requisitions will be submitted, when necessary, to meet contract 

requirements.

C26.4.2. Initiating activities must submit all GFM requisitions (DLMS 

511R/MILSTRIP legacy DIC A0_) and associated GFM transactions, regardless of 

origin (such as contractor or S/A initiated) to the appropriate S/A MCA for validation.

C26.4.3. After validating the GFM requisitions, the MCA forwards validated 

requisitions to the inventory control point (ICP). The MCA may pass transactions 

internally when the MCA and ICP are collocated. The MCA will send the transactions 

via DAAS when the MCA and ICP are not collocated. In those instances where a 

Component is performing the procurement/contract writing for another Component that 

includes the authorization for a contractor to order or receive GFM (or Army CFM), the 

Component providing the procurement/contracting service and the Component 

requesting the contract will coordinate efforts to ensure the requesting Component’s 

MCA has access to the necessary contract and applicable contract modification 

information to perform its management control and accountability functions over 

Government supply system materiel access.

C26.4.4. Modifier transactions are authorized for GFM requisitions only to modify 

the project code, priority designator (PD), advice code, and the required delivery date 

(RDD). Modifiers may not be used to change the ship-to/bill-to information. Modifiers 

are subject to GFM controls and validation procedures.

C26.5. MANAGEMENT CONTROL ACTIVITY PROCESSING OF GOVERNMENTFURNISHED MATERIEL REQUISITIONS AND RELATED TRANSACTIONS

C26.5.1. The MCA must receive and validate GFM Requisitions, Passing Orders, 

Referral Orders, Requisition Follow-Ups (DIC AT_), and Requisition Modifiers, based on 

the criteria furnished by procurement/contracting offices and as indicated in Table 

C26.T1. The MCA will make changes, reject, or continue the processing action on the 

GFM transactions. The MCA may also receive Supply Status, Shipment Status, 

Materiel Obligation Validation transactions, Requisition Inquiry/Supply Assistance 

Requests (DICs AF_, Requisition Cancellations, and Follow-Ups on Requisition 

Cancellation Requests. All other DLMS transactions and legacy DICs received by the 

MCA must be rejected with Status Code CR.

C26.5.2. The MCA will maintain requisition history files to serve as an auditable 

record of GFM transactions. In addition, the MCA will generate reports as required by 
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C26-6 CHAPTER 26

DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures”, February 10, 

2014.

C26.5.3. Under emergency conditions, such as a potential contract work 

stoppage, the MCA may receive telephonic requisitions, with PDs 01-08, for GFM. 

When this occurs, the MCA may telephone the requisitions to the appropriate source of 

supply (SoS) and validate the requirements afterward. Additionally, if the requisition is 

processed as a post-post action and, therefore, bypassed MCA validation prior to order 

fulfillment, the SoS retains responsibility for ensuring MCA validation is accomplished. 

If the post validation process reveals that the requisitioner is not authorized GFM, the 

following actions must be taken:

C26.5.3.1. Submit cancellation requests to the appropriate SoS for any 

unshipped materiel.

C26.5.3.2. Advise the appropriate criminal-investigating agency for 

determination of fraud waste, and abuse.

C26.5.4. Upon completion of the validation process, the MCA will identify itself as 

the RIC-From organization in the transaction, make the following changes and forward 

the requisitions, or internal requisition transactions (optional only when the MCA and 

SoS are collocated in the same system), cancellations, follow-ups, requisition modifiers, 

passing orders, or referral orders to the applicable SoS through DAAS:

C26.5.4.1. Insert the RIC-To of the SoS.

C26.5.4.2. Insert the distribution code of the MCA validating the transaction. 

C26.5.4.3. Perpetuate all applicable contract data. Under DLMS, the MCA 

must include the PIID. Where required by the Component, the MCA may also 

perpetuate the MDN consisting of the MCA’s distribution code and two other 

alpha/numeric characters as assigned.5

C26.5.4.4. For MILSTRIP legacy transactions, delete the data in rp 69-80.

C26.5.5. MCAs in receipt of MCA Validation Request transactions will validate the 

data contained therein. This validation process must be completed and an MCA

Validation Response transaction created and forwarded to the applicable SoS within 15 

days of receipt of the MCA Validation Request transaction. The results of the validation 

will be documented in the MCA Validation Response as follows:

C26.5.5.1. If the requisition has been previously validated, cite Advice Code 

2M.

5 Refer to ADC 1014. Staggered implementation is authorized for the transition to the full DFARS 

compliant PIID (rather than the abbreviated contract number authorized under legacy MILSTRIP 

procedures) and for the transition to the mandatory inclusion of the contract number (rather than MDN 

as an alternative to the PIID
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C26.5.5.2. If the requisition has not been previously validated and the legacy 

call/order number/PIID (or MDN and/or CLIN, if required by the Component in addition 

to the legacy call/order number) is not present, cite Advice Code 2U.

C26.5.5.3. If the requisition has not been previously validated and the 

call/order number/PIID is present, validate the data elements as indicated in Table 

C26.T1, and generate the MCA Validation Response as follows:

C26.5.5.3.1. If the validation process reveals that the contract is not 

valid, respond with Advice Code 2U.

C26.5.5.3.2. If the validation process reveals that the requested quantity 

exceeds the contract authorized quantity, respond with Advice Code 2R and indicate 

the quantity approved for issue.

C26.5.5.3.3. If the validation process reveals that the requested quantity 

exceeds the contract authorized quantity, respond with Advice Code 2Q and indicate 

the total quantity is disapproved for issue.

C26.5.5.3.4. If the validation process reveals that the requested item, or 

contractor is not authorized GFM under a valid contract, respond with Advice Code 2V.

C26.5.5.3.5. If the validation process reveals that the requested item is 

authorized, respond with Advice Code 2M.

C26.5.6. MCAs in receipt of Supply Status with Status Code BF from the SoS will 

review for establishment of a valid requisition. If a valid requisition exists, a Requisition 

Follow-Up (MILSTRIP legacy DIC AT_) transaction will be generated. If a valid 

requisition does not exist, a report will be generated for internal review. Subsequent 

receipt of a valid requisition will be processed under the procedures/validation process 

indicated in Table C26.T1.

Table C26.T1. MCA Validation Process

CODE OR DATA ELEMENT VALIDATION OF ENTRY

DLMS Transaction 

(MILSTRIP Legacy DIC)

If DLMS 511R Requisition, Referral or Passing Order (MILSTRIP 

Legacy DIC A01, A02, A04, A05, A0A, A0B, A0D, A0E, A3_, A4_), 

DLMS 511M Requisition Modification (MILSTRIP Legacy DIC AM_) 

(for RDD, project code, PD, or advice code), DLMS 869F Requisition 

Follow-Up (MILSTRIP Legacy DIC AT_) continue the MCA validation.

Post-post requisition/referral order transactions must contain relevant 

contract data, but MCA validation occurs subsequent to order 

fulfillment.

Stock Number Verify item requisitioned against a valid contract to determine 

authority for issue to the contractor. If blank, incorrect, or not 

authorized, reject with Status Code DN.
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C26-8 CHAPTER 26

Table C26.T1. MCA Validation Process

CODE OR DATA ELEMENT VALIDATION OF ENTRY

Unit of Issue Validate the unit of issue in conjunction with the quantity to ensure 

that the requisitioned quantity does not exceed the authorized 

quantity. If quantity is excessive, see validation of quantity field. 

(Note: If a change of unit pack has occurred, appropriate adjustment 

should be made for authorized quantity.)

Quantity If ordered item is authorized by contract, verify the quantity. If blank 

or invalid, reject with Status Code CD. If the requisitioned quantity 

exceeds the remaining authorized quantity, reject the quantity 

exceeding the authorized quantity with Status Code DJ. If authorized 

quantity has been exhausted by previous requisition(s), reject total 

requisitioned quantity with Status Code DQ.

Requisitioner If blank or incorrect, discard. If not authorized, reject with Status 

Code DN.

Document Number If blank or incorrect, reject with Status Code CD.

Supplementary Address If contractor DoDAAC, and affected by signal code, and incorrect or 

not authorized, reject with Status Code DN.

Signal and Fund If signal and fund codes indicate issues without contractor 

reimbursement, process as GFM; otherwise, consider as CFM. CFM 

requisitions are subject to MCA review.6

Manufacturer’s Directive 

Number

If the MDN option is required by the Component, the Component will 

validate; otherwise, reject with Status Code DB.

Call or Order Number (fourposition legacy value)If specified by S/A contract, and entry is blank or incorrect, reject with 

Status Code DB.

Contract Line Item Number 

(CLIN)

If specified by S/A contract, and entry is blank or incorrect, reject with 

Status Code DB.

Procurement Instrument 

Identifier (PIID)

If blank, or contract is not on MCA file, or contract has expired, reject 

with Status Code DB. (If requisition originated in the MILSTRIP 

legacy format, then only the last eight positions of the PIID are 

mandatory.). When the procurement instrument is issued under the 

PIID call/order number (F in 9th position), this value must be provided 

in the PIID field.

C26.6. SOURCE OF SUPPLY PROCESSING OF GOVERNMENT-FURNISHED 

MATERIEL REQUISITIONS AND RELATED TRANSACTIONS

C26.6.1. An SoS receiving GFM requisitions, requisition modifiers, passing orders, 

referral orders, requisition follow-ups, and requisition cancellations, regardless of the 

method of transmission, will process such transactions under GFM procedures. A SoS 

in receipt of GFM requisitions for items not managed by their activities will reject the 

6 Staggered implementation authorized; refer to ADC 1123. Pending implementation by all Services and 

Agencies, Army contractor requisitions for CFM will be forwarded for MCA validation except as noted 

in paragraphs C26.7.4. (for Army retail) and C26.8.2. (for use of the DAAS CFM Authorized Materiel 

Table). 
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requisitions with Status Code CH. The SoS will edit the GFM transactions for the 

prescribed data elements and codes and correct, continue processing actions, or 

provide the appropriate reject status.

C26.6.2. The SoS will validate all GFM transactions. The SoS in receipt of 

requisitions, passing orders, referral orders, requisition modifiers, or requisition followups being treated as requisitions, containing a contractor’s Service/Agency code under

Appendix AP7.2, will perform the SoS/MCA validation process. (The SoS/MCA 

validation process is not required when an internal requisition transaction is received 

from a collocated MCA in the same system. However, the SoS must have safeguards 

in place to ensure that only internal transactions generated by the collocated MCA are 

accepted/processed.)

C26.6.3. Under emergency conditions, the SoS may receive telephonic 

requisitions (PD 01-08) from the MCA or requisitioner. The SoS may process these 

requisitions for immediate supply action. Subsequent to taking immediate supply 

action, the MCA validation process will be performed. If the MCA Validation Response 

is not received within 15 days of the MCA Validation Request or the advice code 

indicates that the transaction is not authorized, refer the incident to the appropriate 

criminal investigating agency.

C26.6.4. The SoS/MCA validation process is as follows:

C26.6.4.1. For each GFM requisition or transaction that is treated as a 

requisition, the SoS will employ one of the following options:

C26.6.4.1.1. Create and forward an MCA Validation Request to the 

MCA identified by RIC or distribution code in the requisitioners transaction. If the MCA 

RIC and distribution code are not provided or invalid, reject with Status Code CL.

C26.6.4.1.1.1. If the requisitioners transaction contains a 

distribution code but no MCA RIC, DLMS compliant sources of supply will use a DLMS 

enhancement to address the MCA Validation Request to DAAS. DAAS (RIC SGA) will 

be identified as the RIC-To.

C26.6.4.1.1.2. DAAS will convert the Distribution Code to the 

appropriate RIC (or DoDAAC) for transmission to the MCA.

C26.6.4.1.2. Create and forward an MCA Validation Request to DAAS

regardless of an MCA RIC or distribution code contained in the requisitioners

transaction. DAAS will perform edits regarding validity of the data.

C26.6.4.1.3. Use a combination of the above options: one for intraComponent transactions and one for inter-Component transactions.

C26.6.4.2. Suspend further supply support action on the requisitioners

transaction pending receipt of the MCA Validation Response or until 15 days have 

elapsed from the date of the MCA Validation Request, whichever occurs first.
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 C26.6.4.3. If the MCA Validation Response is not received and 15 days have 

elapsed, reject the requisitioners transaction with Status Code DR.

 C26.6.4.4. Upon receipt of the MCA Validation Response, the SoS will 

process the suspended transaction using instructions provided by the advice or status 

code.

 C26.6.4.4.1. If the Advice Code is 2U, reject with Status Code DB.

 C26.6.4.4.2. If the Advice Code is 2R, process for the approved quantity 

indicated in the MCA Validation Response. Reject the quantity difference between the 

suspended transaction and the MCA Validation Response with Status Code DJ.

 C26.6.4.4.3. If the Advice Code is 2Q, reject with Status Code DQ.

 C26.6.4.4.4. If the Status Code is CL, reject with Status Code CL.

 C26.6.4.4.5. If the Advice Code is 2V, reject with Status Code DN.

 C26.6.4.4.6. If the Advice Code is 2M, process under applicable SoS 

procedures.

 C26.6.4.4.7. If neither advice nor status code is provided or is invalid, 

reject with Status Code DR.

 C26.6.4.5. If an MCA Validation Response is received and there is a record 

of the requisition, but an MCA Validation Request has not been submitted, discard the 

MCA Validation Response and generate an MCA Validation Request to initiate the 

validation process. 

 C26.6.4.6. If an MCA Validation Response is received and there is no record 

of the requisition, generate a Supply Status with Status Code BF.

C26.6.5. Follow-ups will be processed to determine the current status of 

previously submitted requisitions or cancellation requests. Time standards for 

dispatching status in reply to follow-ups are as indicated in Chapter 4, Paragraph 

C4.7.20.1.

C26.6.6. Requisition/referral order image transactions provided to DAAS for 

visibility/record history must contain GFM/CFM contract data as applicable.

C26.7. DEFENSE AUTOMATIC ADDRESSING SYSTEM PROCESSING OF 

GOVERNMENT-FURNISHED MATERIEL TRANSACTIONS

C26.7.1. DAAS will pass all GFM requisitions and related transactions to the 

identified MCA using the MCA RIC or distribution code provided in the transaction. If 

the RIC and the distribution code do not identify an established MCA reject with Status 

Code CL.
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C26.7.2. DAAS will pass all MCA Validation Requests to the identified MCA using 

the MCA RIC or distribution code provided in the transaction. If the MCA is invalid, 

generate an MCA Validation Response with Status Code CL to the SoS. If the MCA 

Validation Request does not include the MCA RIC, DAAS will populate the MCA RIC (or 

DoDAAC) based upon the distribution code and forward the transaction accordingly. 

C26.7.3. DAAS will pass all MCA Validation Responses to the SoS.

C26.7.4. DAAS Special Processing for Army.

7 8 Pending implementation of MCA 

procedures in Army systems, DAAS will assist the Army by performing the MCA 

Validation Request/Response requirement for the Army wholesale MCAs and recording 

all transactions into a history file for eventual processing to the appropriate MCA using 

the following procedures:

 C26.7.4.1. Process all Army contractor identified requisitions (MILSTRIP 

legacy DIC A0_) with the below listed first two positions of the DoDAAC in the document 

number or ship-to DoDAAC to the applicable Army MCA. Contractor requisitions with 

other than the DoDAAC entries indicated are considered Army retail and will be routed 

to the proper SoS with the DAAS RIC SGA or SHA identified as the MCA.

 C26.7.4.1.1. If the first two positions of the document number or ship-to 

DoDAAC are CB, pass to RIC A81 (TACOM MCA)

 C26.7.4.1.2. If the first two positions of the document number or ship-to 

DoDAAC are CL, pass to RIC A82 (AMCOM MCA).

 C26.7.4.1.3. If the first two positions of the document number or ship-to 

DoDAAC are CG, pass to RIC A83 (CECOM MCA).

 C26.7.4.1.4. If the first two positions of the document number or ship-to 

DoDAAC are CM, pass to RIC A84 (TACOM MCA)

 C26.7.4.1.5. If the first two positions of the document number or ship-to 

DoDAAC area CK, pass to RIC A85 (TACOM MCA).

 C26.7.4.1.6. If the first two positions of the document number or ship-to 

DoDAAC are CH, pass to RIC A86 (AMCOM MCA)

 C26.7.4.2. For Requisition Modification and Requisition Follow-Up 

transactions containing a valid MCA distribution code as identified below, the DAAS RIC 

SGA or SHA will be entered into the MCA field and routed to the appropriate SoS. If a 

valid MCA is not identified and the transaction contains the entries cited above in the 

first two positions of the document number or ship-to DoDAAC, the transaction will be 

7 Procedures to control access to DoD material inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

8 DAAS special processing for Army to be terminated upon full implementation of MCA validation. Refer to 

ADC 1123.
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passed to the appropriate MCA. If none of these conditions apply, the transaction will

be considered retail and be routed to the appropriate SoS with the DAAS RIC SGA or 

SHA entered into the MCA field. The following are valid MCA distribution codes:

 C26.7.4.2.1. I (India) - TACOM MCA

 C26.7.4.2.2. L (Lima) - AMCOM MCA

 C26.7.4.2.3. P (Papa) - CECOM MCA

 C26.7.4.2.4. S (Sierra) - TACOM MCA

 C26.7.4.2.5. Y (Yankee) - TACOM MCA

 C26.7.4.2.6. E (Echo) - AMCOM MCA

 C26.7.4.2.7. 8 (Eight) - USACEA MCA 

 C26.7.4.3. Upon receipt of an MCA Validation Request transaction, an MCA 

Validation Response transaction will be generated with Status Code 2M and returned to 

the RIC of the SoS submitting the MCA Validation Request transaction.

C26.8. CONTRACTOR REQUISITIONS FOR CONTRACTOR-FURNISHED 

MATERIEL

C26.8.1. Requisitions for materiel from a Government SoS for shipment to 

contractors that identify the contractor as the bill-to activity are subject to MCA controls. 

Pending full implementation by Services/Agencies, this requirement must be applied to 

Army contractor requisitions and may be applied to other Services/Agencies as this 

functionality is adopted within SoS systems.

9

 DAAS will validate transactions for Army 

contractor requisitions of CFM for those items that contractors are authorized to 

requisition as CFM as specified in this chapter, and for non-wholesale level supply as 

designated by the contractor-series DoDAAC. Pending full implementation of MCA 

validation for CFM, DoD Components will establish appropriate procedures for oversight 

of CFM requisitions in accordance with the Federal Acquisition Regulation. To support 

staggered implementation of full CFM validation, DoD Components authorizing CFM will 

advise contractors to construct requisitions using required data content comparable to 

GFM requisitions.10

C26.8.2. DAAS Processing of CFM Transactions. The process described in this 

paragraph provides mandatory CFM controls for CFM requisitions where the bill-to 

activity, as identified in the requisition, is an Army contractor and the SoS is DLA. Upon 

9 Staggered implementation authorized; refer to ADC 1123.

10 CFM requisitions are required to have data content comparable to GFM requisitions by January 1, 

2017. Refer to ADC 1123.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

C26-13 CHAPTER 26

full implementation of MCA validation for CFM, the following special DAAS processing 

procedures will be terminated; CFM will be validated in the same manner as GFM.11

C26.8.2.1. DAAS will maintain a list of Service/Agency authorized contractor 

DoDAACs and the associated NSNs/DoD-managed part numbers for which these

contractors may submit CFM requisitions on a CFM Authorized Materiel Table for use in 

validating requisitions regardless of method of payment. 

C26.8.2.2. CFM contractor transactions that match the CFM Authorized 

Materiel Table by DoDAAC, but do not match by NSN or part number will be rejected 

with Status Code CL; requisitions that match on DoDAAC and NSN/part number will be 

processed as valid. 

C26.8.2.3. DAAS will enter the DAAS RIC SGA or SHA as the validating 

MCA. 

C26.8.2.4. DAAS will perform the MCA Validation Request/Response 

validation requirement for authorized CFM requisitions that match the CFM Authorized 

Materiel Table. 

C26.8.2.5. DAAS will furnish CFM reports upon request for use by the 

contracting officer in verifying that quantities ordered are within the contract allowance.

C26.8.2.6. Army contractor requisitions that do not match the CFM 

Authorized Materiel Table will be processed by DAAS under the MCA waiver exception 

process or passed to the applicable MCA as described in C26.7.4.

C26.8.2.7. For DLA CFM, DAAS processing will be as identified in C26.8.3.

C26.8.2.8. CFM requisitions for other Service contractors will be passed to 

the appropriate SoS.12

C26.8.2.9. NSNs listed in the CFM Authorized Materiel Table may be 

modified over the course of this agreement when the appropriate Army contracting 

officer provides such authority. Updates to the authorized list will be collected, 

consolidated into one Microsoft Excel file by the designated DLA Lead Center point of 

contact with proof of Army Contracting Officer concurrence and provided to

Headquarters DLA Army Performance Based Logistics (PBL) action officer. DLA will 

coordinate updates to individual contractor lists with DLA DoD EMall and DAAS on a 

monthly basis. To optimize program changes, all additions to Army partnership lists will 

be made during an agreed-to monthly timeframe between DLA and support entities.

11 Refer to ADC 1123.

12 Staggered implementation is authorized for Service generation of outgoing requests for MCA validation 

for CFM. In order to support staggered implementation, Services must be able to respond to incoming 

requests for MCA validation beginning January 1, 2017. Refer to ADC 1123.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

C26-14 CHAPTER 26

C26.8.3. DAAS Processing of DLA CFM Transactions

 C26.8.3.1. DAAS is required to edit all incoming requisition, requisition 

modification, and requisition follow-up transactions containing a U-series contractor 

DoDAAC as the bill-to activity, to ensure the transaction contains a valid DLA MCA. If 

the transaction does not contain a valid DLA MCA, DAAS will reject the transaction 

using status code CL.

 C26.8.3.2. If the transaction contains a valid DLA MCA, DAAS will route/pass 

the transaction based upon established DAAS rules to the appropriate SoS for further 

processing. 

C26.9. PREPARATION OF DOD EMALL REQUISITIONS BY CONTRACTORS.

13

C26.9.1. Account Setup. Authorized contractors may establish DoD EMALL 

accounts to facilitate materiel requisition submissions. To register, go to the EMALL site

and click on “New User Registration”. Access to DoD EMALL is fully Common Access 

Card (CAC)/Public Key Infrastructure (PKI) enforced. Details of the access 

requirements are listed on the registration pages of the EMALL site. Prior to 

establishing the account, the applicable contracting officer must ensure that the 

contractor is authorized access to Government supply sources and must agree to 

review monthly or quarterly reports prepared by the DoD EMALL monitoring contractor 

activity. The applicable contracting officer must also provide a list of approved NSN/part 

numbers associated with each account/contractor DoDAAC for Army authorized CFM. 

Pending full implementation of MCA validation for CFM, Army Contractors requisitioning 

from DoD supply sources will be processed under MCA validation controls. 

C26.9.2. Contractor GFM/CFM Validations. DoD EMALL will validate that 

contractors are authorized to purchase materiel from DoD supply sources as a 

prerequisite for submission of EMALL orders. 

 C26.9.2.1. DoD EMALL requisitions for GFM will be subjected to prescribed 

rules for MCA controls within DoD EMALL or within DAAS. 

 C26.9.2.2. DoD EMALL CFM requisitions indicating corporate credit card 

method of payment are subject to special processing controls as described in C26.9.3. 

 C26.9.2.3. Additionally, CFM requisitions for Army authorized contractors will 

be validated to ensure that requisitioned NSNs or DoD managed part numbers are 

authorized regardless of the method of payment under CFM controls.

C26.9.3. Corporate Credit Card Usage. 

13 Special processing unique to validation of contractor requisitions submitted via DoD EMALL will be 

terminated upon full implementation of MCA validation. Staggered implementation authorized. Refer 

to ADC 1123.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

C26-15 CHAPTER 26

 C26.9.3.1. The DoD EMALL program office will identify to DAAS all 

contractors authorized access to Government materiel for purchase as CFM using a 

corporate credit card as the method of payment. 

 C26.9.3.2. DAAS will maintain these DoDAACs as an authorized contractor 

edit table (referenced hereafter as the DoD EMALL CFM Table) to be employed during 

initial processing and for MCA Validation Request processing.

C26.9.4. Corporate Credit Card CFM Purchases and DAAS Processing. DoD 

EMALL requisitions for shipment to contractors using corporate credit card payment are 

assigned Signal Code B, Fund Code XP, and the ship-to DoDAAC perpetuated to the 

supplementary address of the DoD EMALL DoDAAC (SC4210). This configuration 

identifies a Government DoDAAC as the bill-to activity, thereby triggering DAAS and the 

DoD Component SoS processing systems to misinterpret such transactions as GFM 

requisitions. 

 C26.9.4.1. DAAS will validate these transactions against existing GFM edits 

and the DoD EMALL CFM Table to determine appropriate action. 

 C26.9.4.2. If the contractor requisition does not contain a valid MCA 

identification code and the DoDAAC is not listed in the DoD EMALL CFM Table, DAAS 

will reject with Status Code CL. 

 C26.9.4.3. If an MCA is identified by either a distribution code or a RIC, 

DAAS will forward the requisition to the SoS. 

 C26.9.4.3.1. The SoS will submit an MCA Validation Request to DAAS 

for validation following GFM MCA procedures (including Army CFM). 

 C26.9.4.3.2. DAAS will recognize the EMALL supplementary address 

and again employ existing GFM edits and the DoD EMALL CFM Table to take 

appropriate action. 

 C26.9.4.3.3. If the validation using the DoD EMALL CFM Table 

identifies the contractor DoDAAC as authorized by the contracting officer for ordering 

CFM using corporate credit cards, then DAAS will validate the requisition and respond 

to the SoS with an MCA Validation Response using Advice Code 2M indicating that the 

requisition is valid. The SoS will continue processing. 

 C26.9.4.3.4. If the contractor DoDAAC is not contained on the DoD 

EMALL CFM Table, but the requisition contains a valid MCA code, then DAAS will 

forward the MCA Validation Request to the MCA for validation. 

 C26.9.4.3.5. If the contractor DoDAAC is not contained on the DoD 

EMALL CFM Table or does not match the CFM Authorized Materiel Table, when 

applicable, and the requisition does not contain a valid MCA code, then DAAS will 

provide an MCA Validation Response with Status Code CL indicating that the 

transaction is invalid. The SoS will reject the requisition. 
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

C26-16 CHAPTER 26

 C26.9.4.4. For DLA contractor credit card purchases (identified by a DLAassigned U-series DoDAAC in the document number), DAAS processing rules will be as

described in this paragraph, except that the requisition will be validated against the DLA 

ICP MCA Table. 

C26.9.5. DoD EMALL Reports. To support DoD requirements for oversight of

materiel sold to contractors, the DoD EMALL program office will provide reports to 

monitor contractor activity. For contracts having a maximum total dollar ceiling, a DoD 

EMALL report will be provided to the contracting officer when the cumulative value of 

CFM ordered reaches 80 percent of the ceiling.

C26.10. INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGERDIRECTED SHIPMENT OF NON-REQUISITIONED GOVERNMENT FURNISHED 

MATERIEL BASED ON A BILL OF MATERIEL. 

C26.10.1. ICP/integrated materiel manager (IMM)-directed shipments of GFM may 

be managed through the use of a bill of materiel (BOM) as identified under the terms of 

the DoD contract. In this context, the BOM identifies the raw materials/component parts

needed to assemble/manufacture/repair the end item or final product. Based on the unit 

of allowance, the number/amount of GFM component materiel needed to accommodate 

the total number of end items to be manufactured/assembled/repaired on a specific 

contract/purchase order may be calculated and provided. This procedure eliminates the 

need for separate GFM requisitions for the component materiel and subsequent 

MILSTRIP MCA validation. Instead, this process allows the ICP/IMM to push the 

materiel to the contractor as required by schedule and/or usage.

C26.10.2. Upon contract award for production of an end item or final product, the 

BOM becomes the basis for determining the quantity of GFM required by the contractor. 

These deliveries will only include stocked raw material/component parts that the 

Government provides at no separate charge to the contractor for assembly/manufacture 

of the end item/final product. Under this process, the ICP/IMM will use internal control 

procedures to monitor consumption of raw material/component parts against the receipt

of items awarded by contract.

C26.10.3. The ICP/IMM will prepare materiel release orders for stock shipment 

using document numbers based upon a DLA-established DoDAAC. The ship-to 

location cited in the release order will identify the contractor DoDAAC authorized to 

receive GFM. Under DLMS processing, the Materiel Release Order will include the 

authorizing PIID14, and CLIN, when applicable; this is not applicable to MILSTRIP 

legacy processing. When a PIID call/order number (F in 9th position) is used, provide 

the value in the PIID field. The storage activity will provide shipment confirmation to the 

ICP/IMM for monitoring GFM shipments and will prepare shipment status; under DLMS 

processing, the shipment status will perpetuate applicable contract data. For 

contractors without capability to accept legacy 80 record position/DLMS transactions, 

14 Use the legacy PIIN pending transition to the PIID. When using the PIIN, may include the four-position 

call/order number. Refer to ADC 1161A. 
DLM 4000.25, Volume 2, August 03, 2023

Change 16

C26-17 CHAPTER 26

status of the GFM component delivery will be provided upon request by the contractor. 

The assembled/manufactured end items may be shipped directly to customers or 

shipped to a storage location for future use.

C26.10.4. Use of the above business process does not relieve the ICP/IMM from 

management reporting requirements required by DoDM 4140.01, DoD Supply Chain 

Materiel Management Procedures. Materiel Receipt Acknowledgement is required for 

GFM, including pushed shipments, under MILSTRAP procedures.

C26.10.5. This process is discretionary and may not be applicable to all 

commodities and contracts requiring GFM. This process may only be used to support 

GFM requirements satisfied by the DoD Component issuing the contract (that is, by 

design, it does not support inter-Component materiel support).
DLM 4000.25, October 23, 2015

Change 6 

C27-1 CHAPTER 27

C27. CHAPTER 27 

MASS OR UNIVERSAL CANCELLATION OF 

REQUISITIONS

C27.1. GENERAL 

C27.1.1. Purpose. This chapter provides procedures for the request, generation, 

submission, and processing of mass and universal cancellations of requisitions. It also 

provides procedures for the disposition of frustrated shipments and materiel resulting 

from mass and universal cancellation actions.

C27.1.2. Transactions

 C27.1.2.1. Request for Mass Cancellation of Requisitions Transaction is 

identified by the DLMS 869C by beginning segment (1/BSI08/20 Code AC and 

1/BSI09/20 Code AW).1 This transaction provides the functionality of the MILSTRIP 

Mass Cancellation Message (See Appendix 6.23). There is no MILSTRIP legacy 

document identifier code (DIC) equivalent. 

 C27.1.2.2. Request for Universal Cancellation of Requisitions Transaction is 

identified by the DLMS 869C by beginning segment (1/BSI08/20 Code AC and 

1/BSI09/20 Code C).2 This transaction provides the functionality of the MILSTRIP 

Universal Cancellation Message (See Appendix 6.23). There is no MILSTRIP legacy 

DIC equivalent.

 C27.1.2.3. Requisition Modification Transaction is identified by the DLMS 

511M by beginning segment (1/BR02/020 Code AM). This transaction provides the 

functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and 

AME.

 C27.1.2.4. Materiel Release Order Modification Transaction is identified by 

the DLMS 940R by beginning segment (1/W0506/0200 Code NA and 1/W0507/0200 

Code 2). This transaction provides the functionality of passing the MILSTRIP legacy 

DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and AME from the source of supply 

(SoS) to the storage activity.

 C27.1.2.5. Disposal Release Order Modification Transaction is identified by 

the DLMS 940R by beginning segment (1/W0506/0200 Code NE and 1/W0507/0200 

1 Mass cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132. Delayed 

implementation authorized.

2 Universal cancellation and follow-on transactions are DLMS enhancements. Refer to ADC 1132. 

Delayed implementation authorized.
DLM 4000.25, October 23, 2015

Change 6

C27-2 CHAPTER 27

Code 2). This transaction provides the functionality of passing the MILSTRIP legacy 

DIC AMJ. 

C27.1.2.6. Inventory Control Point Requisition Modification Transaction is 

identified by the DLMS 511M by beginning segment (1/BR02/020 Code AM and 

1/BR06/020 Code 2). This transaction provides the functionality of MILSTRIP legacy 

DIC AMP.

C27.1.2.7. Universal Requisition Cancellation to Storage Activity Transaction 

is identified by the DLMS 940R by beginning segment (1/W0506/0200 Code ND) and 

DIC AC7 (2/LQ01/1300 Code 0). This transaction provides the functionality of 

MILSTRIP legacy DIC AC7. 

C27.1.2.8. Universal Requisition Cancellation to Procurement Activity 

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/20 Code 

AC and 1/BSI09/20 Code C) and DIC ACM (2/LQ01/180 Code 0). This transaction 

provides the functionality of MILSTRIP legacy DIC ACM.

C27.1.2.9. Mass Requisition Cancellation to Storage Activity Transaction is 

identified by the DLMS 940R by beginning segment (1/W0506/0200 Code ND) and DIC 

AC6 (2/LQ01/1300 Code 0). This transaction provides the functionality of MILSTRIP 

legacy DIC AC6. 

C27.1.2.10. Mass Requisition Cancellation to Procurement Activity 

Transaction is identified by the DLMS 869C by beginning segment (1/BSI08/20 Code 

AC and 1/BSI09/020 Code AW) and DIC ACP (2/LQ01/180 Code 0). This transaction 

provides the functionality of MILSTRIP legacy DIC ACP.

C27.1.2.11. Follow-Up to Storage Activity for Mass/Universal Requisition 

Cancellation Transaction is identified by the DLMS 940R by beginning segment 

(1/W0506/0200 Code ND and 1/W0507/0200 Code 82). There is no MILSTRIP legacy 

equivalent DIC.

C27.1.2.12. The Supply Status Transaction is identified by the DLMS 870S 

by two different beginning segment (1/BSR01/020) Transaction Type Codes.

C27.1.2.12.1. Transaction Type Code 4 – Response to Requisition. 

This transaction provides the functionality of MILSTRIP legacy DIC AE1, AE2, AE3, 

AE8, AE9, AEA, AEB, AED, and AEE. 

C27.1.2.12.2. Transaction Type Code 5 – Notice of Response to Direct 

Vendor Delivery. This transaction provides the functionality of MILSTRIP legacy DIC 

AB1, AB2, AB3, and AB8.

C27.1.2.13. The Reply to Cancellation Request – Shipment Status is 

identified by the DLMS 856S by beginning segment (1/BSN06/0200 Code AS) and DICs

AU1, AU2, AU3, AU4, AU5, AU8 (2/LQ01/3500 Code 0). This transaction provides the 

functionality of MILSTRIP Legacy DIC AU1, AU2, AU3, AU4, AU5, and AU8.
DLM 4000.25, October 23, 2015

Change 6 

C27-3 CHAPTER 27

 C27.1.2.14. The Reply to Cancellation Request – Materiel Release 

Confirmation is identified by the DLMS 945A by beginning segment (1/W0611/0200 

Code NJ). This transaction provides the functionality of MILSTRIP Legacy DIC AU0, 

AUA, and AUB.

 C27.1.2.15. The Reply to Cancellation Request is identified by the DLMS 

945A by beginning segment (1/W0611/20 Code NR). This transaction provides the 

functionality of MILSTRIP Legacy DIC AG6.

 C27.1.2.16. The Storage Activity Supply Status is identified by the DLMS 

945A by beginning segment (1/W0611/20 Code NL). This transaction provides the 

functionality of MILSTRIP Legacy DIC AE6. 

C27.2. APPLICABILITY 

C27.2.1. Events such as base closures, termination of special projects, ship and 

unit inactivation, termination of agreements, and termination of vessel outfitting or 

construction can necessitate the requirement for mass or universal cancellation. 

C27.2.2. Although these events may ultimately require mass or universal 

cancellation action, they are normally known to the affected activities well in advance of 

the effective date of such closures or termination action. In these instances, every effort 

will be made by the requisitioning activity to minimize the continued processing of 

requisitions by the sources of supply (SoS), and the subsequent entry of unwanted 

shipments into the Defense Transportation System (DTS), through initiation and 

processing of single line-item cancellations (See Chapter 4).

C27.2.3. When a total project (or total requirement for a single base) is no longer 

required and should be canceled and it is known that insufficient time remains to permit 

continued cancellation on a single line basis, a mass cancellation or universal 

cancellation request may be initiated.

 C27.2.3.1. A mass cancellation permits continued supply action and 

shipment processing for selected requisitions.

 C27.2.3.2. A universal cancellation serves to terminate all such processing, 

even requisitions previously identified for continued supply action and shipment 

processing under mass cancellation situations.

 C27.2.3.3. Under extreme conditions, a mass cancellation may be 

superseded by a universal cancellation.

C27.2.4. Requisitions that require continued supply action and shipment 

processing under mass cancellation situations must be identified by the requiring 
DLM 4000.25, October 23, 2015

Change 6 

C27-4 CHAPTER 27

activity at the earliest date through submission of a Requisition Modification (DLMS 

511M) citing Special Requirements Code 5553. 

 C27.2.4.1. The requisition may not be modified to cite Special Requirements 

Code 555 after the effective date of the requested mass cancellation; however, 

requisition modifications submitted to change other data elements when the Special 

Requirements Code 555 was previously entered must perpetuate the Special 

Requirements Code 555.4

 C27.2.4.2. Requisitions containing, or modified to contain, Special 

Requirement Code 555 will receive processing precedence under Chapter C4.

C27.2.5. When a universal cancellation is initiated to supersede a mass 

cancellation and there are outstanding requisitions or requisition modifications citing 

Special Requirements Code 555, the SoS will provide a Universal Requisition 

Cancellation to Storage Activity (DLMS 940R/DIC AC7) or a Universal Requisition 

Cancellation to Procurement Activity (DLMS 869C/DIC ACM) for all outstanding 

requisitions, regardless of the presence of a Special Requirements Code 555.

C27.3. INITIATION OF MASS OR UNIVERSAL CANCELLATION OF REQUISITIONS

C27.3.1. Only designated personnel within an organization may initiate requests 

for mass or universal cancellation of requisitions. The Component’s requisitioning 

system will ensure that only authorized users initiate these requests. If there are any 

questions regarding the authenticity of a mass/universal cancellation, contact either the 

Component Supply PRC Representative or the customer support representative for the 

source of supply. Component Supply PRC Representatives are identified on the DLMS 

Website on the Supply Committee page. The mass or universal cancellation request 

will be accomplished by preparation of the DLMS 869C or the message format reflected 

in Appendix AP6.23.

 C27.3.1.1. Inter-Component dissemination of requests for mass or universal 

cancellation must be coordinated in advance to determine if the DLMS 869C or 

message format will be used. If using the message format, the requesting Component 

must identify the authorized recipient from the Component to process the mass or 

universal cancellation. If it is not known, contact either the Component’s Supply PRC 

representative or the customer support representative for the source of supply to 

identify the point of contact. 

 C27.3.1.2. Intra-Component dissemination of requests for mass or universal 

cancellations must be performed by the authorized Component contact point. IntraComponent dissemination will include all Component supply sources, storage sites, and 

other activities within the DoD Component processing MILSTRIP documentation or 

shipments with capability to cancel requisitions or divert shipments. In addition, the 

3 Code 555 identified in the required delivery date field for MILSTRIP legacy transactions.

4 Revised requisition modifier procedures last reported as not implemented by U.S. Marine Corps 

(USMC). Refer to Approved MILSTRIP Change Letter (AMCL) 123C.
DLM 4000.25, October 23, 2015

Change 6 

C27-5 CHAPTER 27

designated Component contact points must ensure that the appropriate overseas 

theater, force, logistics, or type commanders are cognizant of mass or universal 

cancellation actions affecting their areas of responsibility.

C27.3.2. Due to the requirement to ensure that mass/universal cancellation 

requests are only initiated by authorized personnel, these cancellations must not be 

initiated through use of DOD EMALL, or its replacement system FEDMALL.

C27.3.3. Required Data Content. Requests for mass or universal cancellation 

action will be submitted to the applicable SoS for cancellation of all open requisitions 

applicable to specific projects or bases. The request for mass or universal cancellations 

will contain identification of the activity submitting the request, the effective date, and 

the required codes for identification of one of the following, for which cancellation of all 

applicable requisitions is requested:

 C27.3.3.1. One Project code and one ship-to DoDAAC

 C27.3.3.2. No project code and one ship-to DoDAAC

 C27.3.3.3. One project code and multiple ship-to DoDAACs

 C27.3.3.4. No project code and multiple ship-to DoDAACs

 C27.3.3.5. Multiple project codes and one ship-to DoDAAC

 C27.3.3.6. Federal supply classification (FSC), national stock number (NSN), 

local stock number (LSN), or CAGE/part number when associated with the address of 

the original requisition document number ship-to address and/or project code.

C27.3.4. Customers retain the authority to submit single line-item cancellation 

requests via DLMS 869C/DICs AC1/AC2/AC3 at any time before, during, or after the 

mass cancellation effective date.

C27.4. CONTINUING HIGH PRIORITY DEMANDS DURING A MASS 

CANCELLATION 

C27.4.1. A need may exist to continue the processing of certain requisitions and 

shipments during mass cancellations such as high priority demands to satisfy not 

mission capable supply (NMCS) conditions (identified by Special Requirements Code 

999 or N in the requisition). In addition, a need may exist to allow continued processing 

of requisitions for materiel required to effect base closure. In these instances, submit a 

requisition modification citing Special Requirements Code 555 to the SoS prior to the 

submission of the mass cancellation request. For Security Assistance, use of Special 

Requirements Code 555 is restricted to approved cooperative logistics supply support 

arrangement (CLSSA) requisitions with Type of Assistance Code U or V (the buying 

government has made cash payment to buy equity in DoD stocks). Sources of supply 

will not cancel requisitions that have been modified to contain Special Requirements 

Code 555 during a mass cancellation process. If submitting the mass cancellation 
DLM 4000.25, October 23, 2015

Change 6 

C27-6 CHAPTER 27

request via offline message, then cite one of the following selective criteria in the special 

instructions segment of the message:

 C27.4.1.1. Project code(s) when associated with the ship-to DoDAAC being 

canceled

 C27.4.1.2. Special Requirements Code 999 or N when associated with the 

ship-to DoDAAC being canceled

 C27.4.1.3. FSC, NSN, or CAGE/part number when associated with the shipto DoDAAC being canceled

 C27.4.1.4. Specific requisition document number(s) and routing identifier 

code (RIC)-From the status received or the RIC-To which the requisition has been 

transmitted if status has not been received

 C27.4.1.5. Specific priority designator (PD) when associated with the ship-to 

address DoDAAC being canceled

 C27.4.1.6. Required delivery period (RDP) when associated with the ship-to 

address DoDAAC being canceled - conventional ammunition only.5

C27.4.2. Upon receipt of Requisition Modifications citing continued processing 

action during a mass cancellation, SoS, storage activities, and procurement sources 

must annotate the affected requisition(s) and all associated transactions/records with 

Special Requirements Code 555.

C27.4.3. Upon receipt of either the Request for Mass Cancellation transaction or 

the offline Mass Cancellation message citing selective criteria for continued processing 

action in the special instructions segment, the SoS must review all prospective 

cancellations to identify those for which continued processing has been requested. For 

continued processing of requisitions at storage activities, the SoS will provide a Materiel 

Release Order Modification (for MILSTRIP legacy processing, pass the Requisition

Modification) to the Storage Activity. In the case of items scheduled for direct vendor 

delivery, the SoS must forward ICP Requisition Modifications (DIC AMP) to 

procurement sources. 

C27.4.4. The DTS will continue movement of materiel to which Special 

Requirements Code 555 has been applied except when a universal cancellation has 

been announced.

C27.5. SOURCE OF SUPPLY PROCESSING MASS OR UNIVERSAL 

CANCELLATION REQUESTS

5 Use of RDP for conventional ammunition last reported as not implemented by U.S. Air Force (USAF). 

Refer to AMCL 148.
DLM 4000.25, October 23, 2015

Change 6

C27-7 CHAPTER 27

C27.5.1. Sources of supply are responsible for ensuring that requisition 

processing, procurement, and storage activities exercise the fullest practical 

resourcefulness in preventing the issue and shipment of unwanted materiel. The 

practical considerations involved in the processing of cancellation requests include such 

factors as time, packing and handling, related costs, and location of materiel for which 

cancellation is requested.

C27.5.2. The SoS must cancel all requisitions dated on or prior to the effective 

date announced in mass or universal cancellation requests for which materiel release 

orders (MROs), and/or purchase requests have not been submitted to storage or 

procurement activities. Provide a Supply Status transaction citing Status Code BQ or 

B4, as appropriate, as notice of accomplished cancellations to all eligible status 

recipients under Chapter 5 within the timeframe for furnishing status.

C27.5.3. The SoS will furnish Supply Status transactions citing Status Code B9 to 

all eligible recipients under Chapter 5 within the timeframes for furnishing status for:

C27.5.3.1. Unconfirmed cancellation of open MROs and open procurement 

actions.

C27.5.3.2. Materiel release confirmations (MRCs) that indicate shipment to 

OCONUS activities within 45 days of the effective date of the mass cancellation.

C27.5.4. Provide subsequent Supply Status transactions citing Status Codes BQ, 

B4, or B6 as notification for each line-item canceled or diverted. Cite Status Code B8 

for each line-item that was not canceled or diverted.

C27.5.5. The SoS will provide storage activities with mass requisition cancellation 

transactions (DLMS 940R/DIC AC6) and universal requisition cancellation transactions 

(DLMS 940R/DIC AC7) for all unconfirmed MROs and MRCs that indicate shipment to 

OCONUS activities within 45 days of the effective date of the mass or universal 

cancellation. 

C27.5.6. The SoS will provide procurement activities with mass requisition 

cancellation transactions (DLMS 869C/DIC ACP) and universal requisition cancellation 

transactions (DLMS 869C/DIC ACM) for all open procurement actions. These 

transactions are mandatory when purchase requests have been issued to another 

Component. If processed within an integrated Component system, equivalent internal 

transactions may be used.

C27.5.7. The SoS will not provide storage and procurement activities with 

cancellation requests when:

C27.5.7.1. In receipt of MRCs that show shipment has been accomplished by 

parcel post (USPS),

C27.5.7.2. In receipt of MRCs that show shipment to CONUS activities has 

been accomplished, and
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C27-8 CHAPTER 27

 C27.5.7.3. In receipt of MRCs that show shipment to OCONUS customers 

was accomplished more than 45 days prior to the receipt of the mass or universal 

cancellation request.

C27.5.8. The SoS will follow-up with the procurement or storage activity, as 

applicable, when no response to the original universal or mass requisition cancellation 

request has been received within three days. The SoS will follow-up to procurement 

activities via internal system communications or offline means (e.g., email, phone). For 

follow-ups to a storage activity, the SoS will use the DLMS 940R Follow-Up to Storage 

Activity for Mass/Universal Requisition Cancellation (there is no MILSTRIP legacy 

equivalent).

C27.6. STORAGE ACTIVITY PROCESSING OF MASS OR UNIVERSAL 

REQUISITION CANCELLATIONS 

C27.6.1. Upon receipt of the mass or universal requisition cancellation 

transaction(s) from the SoS, the storage activity will identify all affected MROs where 

the items have not been released to a carrier for delivery to the consignee.

 C27.6.1.1. For mass cancellation, the storage activity will not suspend 

processing of MROs identified for continued processing under paragraph C27.4.

 C27.6.1.2. For universal cancellation, the storage activity will suspend further 

processing of all MROs, including any citing Special Requirements Code 555.

C27.6.2. For CONUS shipments, storage activities will accomplish cancellation for 

all items for which mass or universal requisition cancellation transactions are received 

from SoS and the items have not been released to a carrier for delivery to the 

consignee.

C27.6.3. Storage activities will advise the SoS of actions taken in response to 

cancellation requests. When a shipment has not been released to the carrier for 

delivery to consignee and cancellation is accomplished, the storage activity will send the 

SoS a Reply to Cancellation Request transaction (DIC AG6) citing Status Code BQ.

C27.6.4. For shipments already released to a carrier for delivery to the consignee 

not meeting the criteria stipulated in paragraph C27.5.7., the storage activity will 

generate a Reply to Cancellation Request – Shipment Status (DLMS 856S/DIC AU_) for 

routing by DAAS under standard MILSTRIP procedures for shipment status. It will also 

generate the Storage Activity Supply Status (DLMS 945A/DIC AE6) to the SoS.

 C27.6.4.1. For CONUS shipments and those OCONUS shipments that meet 

the mass or universal cancellation criteria and have entered the DTS within 45 calendar 

days of the date of the mass or universal requisition cancellation request, the storage 

activity will cite Action Code W10 in the Reply to Cancellation Request – Shipment 

Status to indicate actions are being taken to divert the shipment. 
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C27-9 CHAPTER 27

 C27.6.4.2. The Storage Activity Supply Status transaction to the SoS will cite 

Status Code B9 indicating that action is being taken to cancel/divert the shipment.

C27.6.5. When storage activities do not accomplish cancellation, the source of 

supply will be furnished a Storage Activity Supply Status transaction (DLMS 945A/DIC 

AE6) citing Status Code B8.

C27.6.6. Storage activities in receipt of transportation confirmation of shipment 

diversion transactions will send to the appropriate SoS a Reply to Cancellation Request 

transaction (DIC AG6) citing Status Code B6 for each requisition contained within the 

shipment unit. The transaction will also cite the DoD activity address code (DoDAAC) of 

the new consignee.

C27.6.7. Storage activities in receipt of transportation denial of shipment diversion 

transactions will generate a Reply to Cancellation Request – Materiel Release 

Confirmation (DIC AU0/AUA/AUB to the appropriate source of supply. This transaction 

will be prepared under Appendix AP8.14.

C27.6.8. Upon receipt of a DLMS 940R Follow-Up to Storage Activity for 

Mass/Universal Requisition Cancellation, the storage activity will respond with the 

appropriate transaction as outlined in the preceding procedures for storage activity 

processing of these cancellation requests.

C27.7. DIRECT VENDOR DELIVERY PROCESSING OF MASS OR UNIVERSAL 

REQUISITION CANCELLATIONS 

C27.7.1. All rules governing the single-line cancellation of shipments from 

procurement also apply to requests for mass or universal requisition cancellation, 

except as modified herein. Where DLMS/DIC transactions are identified for exchange 

of reporting events between the SoS and the procurement activity, internal system or 

off-line communications (e.g., email, phone), are authorized when procurement systems 

are not capable of supporting the MILSTRIP transactions.

C27.7.2. The SoS will initiate universal requisition cancellation transactions (DIC

ACM) and mass requisition cancellation transactions (DIC ACP) for all items scheduled 

for direct delivery, and for which purchase requests have been submitted, regardless of 

materiel costs, unless continued processing has been requested under Paragraph 

C27.4. 

 C27.7.2.1. Mass cancellation will not be requested for requisitions citing 

Special Requirements Code 555.

 C27.7.2.2. Universal cancellation will be requested regardless of the entry in 

the Special Requirements field.

C27.7.3. Procurement activities will advise the SoS of actions taken in response to 

cancellation requests. When a shipment has not been released to the carrier for 

delivery to consignee and cancellation is accomplished, the procurement activity will 
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Change 6 

C27-10 CHAPTER 27

send the SoS a Reply to Cancellation Request transaction (DIC AG6) citing Status 

Code BQ or B4. Procurement activities will not initiate actions with the DTS to cause 

diversion of shipments at terminals.

C27.7.4. For shipments already released to a carrier for delivery to the consignee 

not meeting the criteria stipulated in paragraph C27.5.7., the procurement activity will 

generate the Storage Activity Supply Status (DLMS 945A/DIC AE6) to the SoS. The 

SoS will generate, on behalf of the procurement activity, a Reply to Cancellation 

Request – Shipment Status (DLMS 856S/DIC AU_) for routing by DAAS under standard 

MILSTRIP procedures for shipment status. 

 C27.7.4.1. For CONUS shipments and those OCONUS shipments that meet 

the mass or universal cancellation criteria and have entered the DTS within 45 calendar 

days of the date of the mass or universal requisition cancellation request, the SoS will 

cite Action Code W10 in the Reply to Cancellation Request – Shipment Status to 

indicate actions are being taken to attempt to divert the shipment. 

 C27.7.4.2. The Storage Activity Supply Status transaction to the SoS will cite 

Status Code B9 indicating that action is being taken to cancel/divert the shipment. This 

status will be perpetuated by the SoS in a Supply Status transaction to the requesting 

activity. 

C27.7.5. Procurement activities in receipt of confirmation of shipment diversion 

transactions will send to the appropriate SoS a Reply to Cancellation Request 

transaction (DIC AG6) SoS citing Status Code B6 for each requisition contained within 

the shipment unit. The transaction will also cite the DoDAAC of the new consignee. 

C27.7.6. Procurement activities in receipt of denial of shipment diversion 

transactions will send to the appropriate SoS a Reply to Cancellation Request – 

Materiel Release Confirmation transaction (DIC AU0/AUA/AUB).

C27.7.7. If the procurement activity is unable to transmit either the confirmation of 

shipment diversion or the denial of shipment diversion, it will be presented to the SoS 

via internal system communication or offline means (e.g., email, phone), at which time 

the SoS will update its records accordingly.

C27.7.8. Upon receipt of a DLMS 869C Follow-Up to Procurement Activity for 

Mass/Universal Requisition Cancellation, the procurement activity will respond with the 

appropriate transaction as outlined in the preceding procedures for procurement activity 

processing of these cancellation requests.

C27.8. DTS PROCESSING OF MASS OR UNIVERSAL REQUISITION 

CANCELLATIONS

C27.8.1. Diverting Outside the Continental U.S. Shipments. When outside the 

continental U.S. (OCONUS) shipments have already departed from continental U.S. 

(CONUS) ports, the responsibility for diversion or disposition is that of the consignee or 

the appropriate theater, force, logistics, or type commander. Notice to the latter will be 
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C27-11 CHAPTER 27

the transportation lift data provided by the DTS clearance authority. (See paragraph 

C27.9.4.)

C27.8.2. Diverting Continental U.S. Shipments. No attempt will be made to divert 

materiel destined to CONUS customer activities beyond the point of shipment.

C27.8.3. Designated Storage Points. All shipping DoD Components will designate 

storage points within their distribution system to receive shipments redirected as a result 

of mass or universal cancellation. Fund citations for bill of lading (BL) preparation must 

also be provided. These designated points and fund citations will be provided to Air 

Mobility Command (AMC), Military Surface Deployment and Distribution Command 

(SDDC), or theater commanders and will serve as predesignated consignees for any 

announced mass or universal cancellation. If more than one storage point is 

designated, instructions will be furnished to specify on a geographical basis the storage 

point designation in relation to each range of water and aerial ports (e.g., west, gulf, and 

east coasts). In addition, canceling DoD Components will designate a contact point(s) 

to provide disposition instructions on materiel that does not meet the automatic 

diversion conditions specified in paragraph C27.9. Designated points of contact will 

provide requested disposition instructions to DTS within 24 hours on materiel located at 

air terminals and within 48 hours on materiel located at water terminals.

C27.9. DISPOSITION OF FRUSTRATED SHIPMENTS/MATERIEL

C27.9.1. The disposition of frustrated shipments at water ports of embarkation 

(WPOE)/aerial ports of embarkation (APOE) that are the result of mass or universal 

cancellation action will be as follows:

 C27.9.1.1. Shipments from DoD storage points or from commercial vendors 

acting under the direction of a DoD procuring activity will be diverted to the 

predesignated storage sites of the shipping/procuring DoD Component.

 C27.9.1.2. Shipments from General Services Administration (GSA) 

commercial vendors acting under the direction of a GSA procuring activity will be 

disposed under normal excess/surplus/donation procedures. The shipments will not be 

diverted to GSA facilities.6

 C27.9.1.3. DTS attempts to divert/frustrate shipments will terminate 45 

calendar days from the effective date of the mass or universal cancellation request.

C27.9.2. Certain strategic and tactical operations or political considerations may 

dictate that all shipments for a given consignee be stopped or diverted. In these most 

restrictive of shipment diversion situations and economic considerations (e.g., the

comparison of accessorial cost of stopping, holding, and returning the materiel to 

storage activities), the value of the canceled materiel and the costs of the receiving 

activity to perform the necessary processing or reprocessing of the materiel are not 

6 Refer to ADC 1142, Update to Remove General Services Administration (GSA) from MILSTRIP Materiel 

Returns Program (MRP)
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C27-12 CHAPTER 27

controlling factors. In most situations, however, the strategic, tactical, or political 

environment is such that complete disregard of these economic considerations is not 

warranted.

C27.9.3. Transportation diversion procedures are established to permit diversion 

only if the materiel being shipped can be identified and located by TCN.

 C27.9.3.1. Non-Consolidated Shipment Units. Shipment units eligible for 

cancellation that have not been consolidated into a container with other shipments will 

be stopped and diverted by the POE up to the point of lift. Diversion of cancellation 

eligible shipments at or beyond the port of debarkation (POD) will be the responsibility 

of the appropriate theater, force, logistics, or type commander.

 C27.9.3.2. Consolidated Multiple Shipment Units. Individual line-items will 

not be removed from multiple-line shipment units (consolidated packs), nor will a 

shipment unit container be removed from a multi-container shipment (SEAVAN) type 

device. Shipment units cannot be diverted in the DTS if stuffed or loaded with other 

shipment units or on multiple shipment unit devices; such as, SEAVANS, container 

express (CONEX), MILVANS (Military Van), and Aircraft 463L pallets.

C27.9.4. For mass or universal cancellation requests that specify FSC, 

NSNs/LSNs, or part number data, the DTS will stop and frustrate, for the DoD 

Component review, all shipments of the canceling DoD Component for the affected 

consignees. Disposition of cancellation eligible shipments at or beyond the POD will be 

the responsibility of the appropriate theater, force, logistics, or type commander.

C27.9.5. The DTS will generate specified documentation for the following 

shipment categories:

 C27.9.5.1. For all shipments that are diverted as a result of mass or universal 

cancellation, the DTS will contact the shipper to confirm shipment diversion. The 

confirmation of shipment diversion will contain complete Transportation Control and 

Movement Document (TCMD) data for each shipment unit and, if available, the contract 

number. In addition:

 C27.9.5.1.1. For shipments that are diverted under pre-positioned 

instructions, the DTS will generate appropriate DTR 4500.9R, “Defense Transportation 

Regulation” transactions to the new consignee.

 C27.9.5.1.2. For shipment units that are frustrated and were not 

diverted to a specific site, the DTS will send a request for disposition instructions to the 

appropriate Component contact points. In situations where the designated DoD 

Component contact point is a collocated liaison office, the request for disposition 

instruction transactions will be listed and provided to the contact point directly. After 

receipt of disposition instructions for such frustrated shipments, the DTS will prepare 

appropriate DTR transactions for the new consignee.
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C27-13 CHAPTER 27

C27.9.5.1.3. For shipments in transit to, at, or between the POD and the 

OCONUS consignee, OCONUS DTS activities will request disposition instructions from 

the appropriate theater, force, logistics, or type commander’s designated contact point.

C27.9.5.2. For shipments in transit between WPOE/APOE and the OCONUS 

consignee less than 30 days, the DTS will generate a listing of the manifest shipment 

unit data, vessel/aircraft identification and departure date, water port of debarkation 

(WPOD)/aerial port of debarkation (APOD) and estimated time of arrival (ETA). This 

listing will be sent to the affected OCONUS command component, the appropriate 

WPOD/APOD, and to the designated contact point, if requested.

C27.9.6. Storage sites in receipt of diverted shipments will report the receipt to the 

appropriate SoS under Chapter 13. Reconsignment/disposition will be as directed.

C27.9.7. Specific instructions concerning materiel transportation charges and 

credit allowances are contained in the DoD 7000.14-R, “Department of Defense 

Financial Management Regulations (FMRS),” (Vol 11B), Federal Property Management 

Regulation (FPMR) 101-26.311, and FPMR 101-27.505. The Component initiating the 

cancellation requests applicable to U.S. Forces requisitions will be charged with the 

following:

C27.9.7.1. Transportation and terminal costs associated with holding, 

stopping, and returning materiel to storage,

C27.9.7.2. Procurement termination costs when it is determined that 

termination is in the best interest of the Government, and

C27.9.7.3. Excess transportation costs that may be incurred when moving 

cargo that is unaffected by the mass or universal cancellation action.
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C27-1 CHAPTER 27

C28. CHAPTER 28

RESERVED
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C29 - 1 Chapter 29

C29. CHAPTER 29

RELEASE AND RECEIPT OF MATERIEL 

DD FORM 1348-1A

C29.1. GENERAL

C29.1.1. The Issue Release/Receipt Document, DD Form 1348-1A (or DD Form 

1348-2 with attached shipping label), and continuation page are prepared by the 

supply/shipping activity. These documents are used to select, pack, ship, and receive 

materiel. They are also used as a receipt transaction and/or to provide a means to 

automate the capture of data using automatic identification technology (AIT) devices. 

The DD Form 1348-1A (or DD Form 1348-2) is mandatory for all shipments to DoD 

customers, including foreign military sales (FMS) and contractors, from DoD and 

General Services Administration (GSA) shipping activities, except as noted in paragraph 

C29.3. Additionally, the continuation page is a mandatory document to assist the 

processing of serialized items (see Appendix 6.36).

C29.1.2. The DD Form 1348-1A (or DD Form 1348-2) may be manually or 

mechanically prepared and will contain data elements prescribed herein for the various 

types of transactions.

C29.1.3. Use of carbonless paper for a preprinted DD Form 1348-1A (or DD Form 

1348-2) is authorized at the option of the Service/Agency.

C29.1.4. Mechanically prepared DD Form 1348-1A (or DD Form 1348-2) must 

contain all required bar codes as outlined in C29.1.6 through C29.1.9 (and associated 

sub-paragraphs). 

C29.1.5. For transfers to DLA Disposition Services Field Offices, at least one copy 

of DD Form 1348-1A (or DD Form 1348-2) must accompany the property and be in a 

legible, easy-to-read format.

C29.1.6. For the DD Form 1348-1A, see Appendices 6.25 through 6.29, Appendix 

6.31 and Appendix 6.35. There are two methods for generating the form:

 C29.1.6.1. Preprinted form. Data entries will be made by automated printer, 

typewriter, or hand scribed.

 C29.1.6.2. Non-preprinted form. When this method is used, the form and 

data are printed simultaneously and will contain the prescribed data elements.

C29.1.7. The preprinted DD Form 1348-1A is 8-1/2 inches long (side to side) and 

51/2 inches high (top to bottom). When printed on plain stock paper using laser, 

thermal transfer, ion disposition, cold fusion, or other nonimpact printers, the size may 

vary within a range of 7-3/4 to 9 inches long and 4 to 5 inches high (with one-sixth inch 
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C29 - 2 Chapter 29

tolerance). When such print technology is used, the in-the-clear/human-readable data 

must be easily read and the AIT entries must be machine readable. Margins of onefourth inch and outside lines are preferred, but may be eliminated provided the DD form 

number remains readable. When printing three forms per 8-1/2- by 14-inch sheet of 

paper, the originator must shall ensure that the form, spacing, size, and data entered 

thereon are legible and capable of being interpreted by a Logistics Applications of 

Automated Marking and Reading Symbols (LOGMARS) scanning device.

C29.1.7.1. Block numbers are provided for data entry. Data to be entered in 

the data blocks are shown in Appendices 3.48 and 3.49. Block 27 will contain 

information facilitating item unique identification (IUID) in support of unique item tracking 

(UIT) and DoD supply policy in conjunction with the expanded content of the Portable 

Data File 417 (PDF417) two-dimensional (2D) bar code as illustrated in Appendices 

6.35 and 6.36. For a single item shipment, include the clear-text, concatenated/single 

value unique item identifier (UII). Phased/staggered implementation is authorized 

pending DoD-wide implementation of DoD policy for the application of IUID in supply 

processes. As an interim approach, identification of the item on the Issue 

Release/Receipt Document (IRRD) by serial number alone is authorized. Additional 

optional information may include the item manufacturer’s contractor and Government 

entity (CAGE) code, current part number, and batch/lot number. Block 27 will contain 

all additional data and in-the-clear text that may be required and is not shown elsewhere 

on the form. The in-the-clear text may be used with the AIT encoded information for 

those activities possessing bar coding capability. 

C29.1.7.2. The paper may be any color that provides a minimum bar code 

contrast as specified in International Organization for Standardization (ISO) and 

International Electrotechnical Commission (IEC) (ISO/IEC) 15415, Information 

Technology - Automatic Identification and Data Capture Techniques - Bar Code Print 

Quality Test Specification – Two-dimensional Symbols and in ISO/IEC 15416, 

Information Technology – Automated Identification and Data Capture Techniques – Bar 

Code Symbology Specification – Linear Symbols.

C29.1.8. The Code 39 (three-of-nine) linear bar code, and PDF417 2D bar code, 

and Macro PDF417 2D bar code, as defined in ISO/IEC 16388 Information Technology 

– Automated Identification and Data Capture Techniques – Bar code symbology 

specifications – Code 39 and ISO/IEC 15438 Information Technology – Automated 

Identification and Data Capture Techniques – PDF417 2D bar code symbology 

specification, are established as the standard symbologies for the automated marking 

and reading of items of supply, equipment, materiel packs, and containers in logistics 

operations throughout the DoD. This symbology will be applied using MIL-STD-129

(latest revision), unless otherwise authorized. When Code 39 linear bar code symbols 

are printed on DD Form 1348-1A (or DD Form 1348-2), all record positions of data 

elements that will be encoded, will contain a bar code character even if the position was

blank on the source document. The specific technical information provided in 

MILSTRIP is not intended to be compressive and should be used in conjunction with the 

MIL-STD-129.
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C29 - 3 Chapter 29

C29.1.9. IRRD (DD 1348-1A or DD Form 1348-2) Continuation Page. For 

shipment quantities of two or more serialized items, the responsible activity will prepare 

a continuation page to facilitate automatic data capture.

C29.1.9.1. In lieu of printing the PDF417 2D bar code in Block 27 of the DD 

Form 1348-1A (or DD Form 1348-2), the continuation page will contain a single PDF417 

2D bar code or multiple Macro PDF417 2D bar codes (as required by data volume) for 

the included data.

C29.1.9.2. The continuation page will contain, at a minimum, the 

prescribed data elements outlined in Appendix 6.36. For systems capable of printing 

PDF417 2D bar codes, see Appendix 6.35 for a listing of encoded MH10.8.2 standard 

data identifiers for the data elements.

C29.1.9.3. The continuation page will also contain Code 39 linear bar 

coding with the respective human-readable interpretation (i.e., clear text) for the 

included serial numbers to satisfy legacy system requirements.

C29.1.10. IRRD (DD 1348-1A or DD Form 1348-2) Continuation Page for 

Ammunition and Explosives (A&E). For shipment of items categorized as A&E, the 

responsible activity will prepare a continuation page to capture additional data elements 

required for A&E management /accountability and facilitate automatic data capture. 

The continuation page may be produced by AIT systems on the same page as the 

1348-1A if space permits, or separately.

C29.1.10.1. The continuation page will contain, at a minimum, the prescribed 

data elements outlined in Appendix 6.36 to include human-readable interpretation (i.e. 

clear text) data elements 28 through 42.

C29.1.10.2. In lieu of printing the PDF417 2D bar code in Block 27 of the DD 

Form 1348-1A, the continuation page may contain a single PDF417 2D bar code or 

multiple Macro PDF417 2D bar codes (as required by data volume) for the included 

data.

C29.1.10.3. The continuation page will contain, at a minimum, the prescribed 

applicable data elements outlined in Appendix 6.36. For systems capable of printing 

PDF417 2D bar codes, see Appendix 6.35 for a listing of encoded MH10.8.2 standard 

data identifiers for the data elements.

C29.1.10.4. Printing Code 39 linear bar code symbols for A&E is optional on 

the continuation page(s). All A&E hand held terminals (bar code imagers) in use 

support Code 39 linear, PDF417 and Data Matrix 2D barcode symbols. Serial, Lot, or 

any other required clear text data from either the DD Form 1348-1A or the continuation 

page will be included in the PDF417 or PDF417 Macro 2D barcodes.
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C29 - 4 Chapter 29

C29.2. DOCUMENT DISTRIBUTION

C29.2.1. Actual copies utilized, other than the original and first carbon copy, will 

be at the option of the individual S/A. See Tables C29.T1 and C29.T2 for the 

distribution of the transactions.

C29.2.2. For transfers to DLA Disposition Services Field Offices, if all DD 1348-1A 

data is provided in automated transactions and/or available via digital image, one copy 

of the printed document must accompany the shipment; in accordance with the 

Paperwork Reduction Act, additional paper copies are not required including verification 

of receipt copies.

Table C29.T1. Distribution of DD Form 1348-1A (or DD Form 1348-2), Issue 

Release/Receipt Document, and Continuation Page to all Consignees other than 

DLA Disposition Services and Security Assistance1

TRANSACTION NO. OF COPIES DISTRIBUTION

DD Form 1348-1A

(or DD Form 1348-2)

One (Automated)

or

Two (Manual)

One copy will accompany all shipments on 

the outside of the shipping container if not 

in conflict with other applicable directives. 

When the DD Form 1348-1A (or DD Form 

1348-2) contains bar coding, the copy 

accompanying the shipment will contain 

the bar coding.

For manually generated copies, one copy 

will be retained by the shipper unless an 

automated capability is available to prove 

that a shipment has been made.

Copies must be attached IAW MIL-STD129.

Continuation Page One (Automated)

or

Two (Manual)

One copy will accompany the DD Form 

1348-1A (or DD Form 1348-2) for all 

shipments containing serialized items and 

be attached to the material and shipment 

IAW MIL-STD-129.

For manually generated copies, one copy 

will be retained by the shipper unless an 

automated capability is available to track 

the serialized contents of the shipment.

1 For Security Assistance shipments, see Figure C6-F1.
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C29 - 5 Chapter 29

Table C29.T1. Distribution of DD Form 1348-1A (or DD Form 1348-2), Issue 

Release/Receipt Document, and Continuation Page to all Consignees other than 

DLA Disposition Services and Security Assistance1

TRANSACTION NO. OF COPIES DISTRIBUTION

DD Form 1348-1A

(or DD Form 

1348-2)

One (Automated)

or

Two (Manual)

One copy will accompany all shipments of 

materiel and remain attached to the 

property at the DLA Disposition Services 

Field Office. When the DD Form 1348-1A 

(or DD Form 1348-2) contains bar coding, 

the copy accompanying the shipment will 

contain the bar coding.

For manually generated copies, one copy 

will be produced and retained by the 

shipper unless an automated capability is 

available to prove a shipment has been 

made. 

Continuation Page One (Automated)

or

Two (Manual)

One copy will accompany the DD Form 

1348-1A (or DD Form 1348-2) for all 

shipments containing serialized items and 

be attached to the material. Upon receipt at 

the DLA Disposition Services Field Office, 

the copy will be used by personnel 

screening property for potential 

reutilization, transfer, or donation. It will 

remain attached to the property at the DLA 

Disposition Services Field Office. 

For manually generated copies, one copy 

will be produced and retained by the 

shipper unless an automated capability is 

available to track the serialized contents of 

the shipment and prove a shipment has 

been made. 

C29.3. ISSUES FROM SUPPLY SYSTEM STOCK OR FROM DLA DISPOSITION 

SERVICES FIELD OFFICES; REQUISITIONS FOR LOCAL ISSUE FROM DLA 

DISPOSITION SERVICES FIELD OFFICES

C29.3.1. The DD Form 1348-1A (or DD Form 1348-2) will be prepared as a 

release document by the shipping activity (issues from supply system stock) or by the 

shipping DLA Disposition Services Field Office (DLA Disposition Services-directed 

issues from the local DLA Disposition Services Field Office). The requisitioner may also 

use this format when hand carrying requisitions for local issue from DLA Disposition 

Services Field Office. Minimum data entries are outlined in Appendix 8.48 for the DD 

Form 1348-1A (or DD Form 1348-2).
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C29.3.2. To accommodate the various distribution systems and equipment, DD 

Form 1348-1A (or DD Form 1348-2) provides blocks for data entry. With the exception 

of Blocks 9, and 15, use of these blocks is optional, but when used, will contain 

information shown in Appendix 8.48.

C29.3.3. The continuation page will accompany the DD Form 1348-1A (or DD 

Form 1348-2) and must be attached to the material and shipment IAW MIL-STD-129 

shipping document requirements for all shipments of two or more items which are 

tracked under a UIT program or in support of DoD policy of the application of IUID in 

supply business process. Minimum data entries are outlined in Appendix 6.36.

C29.3.4. By exception, when DLA Disposition Services property is sold to a 

Commercial Venture contractor, the DLA Disposition Services Field Office has the 

option to suppress printing of the DD Form 1348-1A. When no IRRD is prepared, DLA 

Disposition Services will utilize the Workload Location List in lieu of the IRRD as the 

document transferring ownership from the Government to the contractor. The Workload 

Location List will identify all document numbers associated with the Commercial 

Venture delivery order, materiel identification by national item identification number 

(NIIN), and applicable quantities. A copy of the Workload Location List will be retained 

by the field office.

C29.4. RETURNS TO STOCK AND TRANSFERS (EXCLUDING TRANSFERS TO 

DLA DISPOSITION SERVICES FIELD OFFICES)

C29.4.1. In addition to the release of materiel for shipment based upon a 

requisition, other situations such as the following necessitate release of materiel for 

shipment:

 C29.4.1.1. Materiel returns from base to depot.

 C29.4.1.2. Base-to-base movements.

 C29.4.1.3. Retrograde or lateral system movements.

C29.4.2. The documentation copy and distribution requirements prescribed in 

Tables C29.T1 or C29.T2 will be used to effect returns and transfers. Entries will be as 

shown in Figure C29.F1 for all DLA and inter-Service/Agency (S/A) transactions.

C29.4.3. For intra-S/A use, the data prescribed in Figure C29.F1. must be 

entered. Other entries may be prescribed by concerned S/As; however, any such 

entries must relate to the columnar and/or block headings indicated in the form.
DLMS 4000.25 Volume 2, April 09, 2022

Change 14 

C29 - 7 Chapter 29

Figure C29.F1. Instructions for Completion of DD Form 1348-1A (or DD Form 1348-2), Used for 

Returns to Stock Transfers (Excluding Transfers to DLA Disposition Services Field Offices)

RECORD POSITION(S) ENTRY AND INSTRUCTIONS

1-3 Perpetuate from source document or blank.

4-7 Leave blank.

8-22 Enter the stock or part number.

23-24 Enter the U/I.

25-29 Enter the quantity.

30-43 Enter the document number of the consignor (shipper.)

44-73 Leave blank.

74-80 Enter the unit price2. 

Blocks 3 and 27 Enter DoDAAC of the activity to which the materiel is directed. 

The in-the-clear name, number, and address may be in Block 

27.

Block 27 Enter the supply condition code reflecting the condition of the 

materiel. (See Appendix 2.5, Supply Condition Codes) 

Block 27 Enter activity account number of the activity to be credited (if 

applicable) and the appropriate fund code (if applicable). (See 

DLM 4000.25, Volume 4 Finance). 

For single quantity item, enter applicable serial number and/or 

UII content in conjunction with application of a PDF417 2D bar 

as illustrated in Volume 2, Appendix 6.35. For multiple uniquely 

identified items, use the continuation page per Volume, 2, 

Appendix 6.363

C29.5. TRANSFERS TO DLA DISPOSITION SERVICES FIELD OFFICES. Use DD 

Form 1348-1A (or DD Form 1348-2) as the disposal turn-in document (DTID) for all 

transfers to DLA Disposition Services Field Offices. See C29.2.2. for criteria to use 

automated distribution of DD Form 1348-1A (or DD Form 1348-2). Appendix 8.49 

shows required entries required for single line item turn-ins. See Appendix 6.35 for 

PDF417 2D bar code content. A continuation page will accompany the DD Form 1348-

1A (or DD Form 1348-2) for all shipments of two or more items that are tracked under a 

UIT program or in support of DoD policy for the application of IUID in supply business 

processes. See Appendix 6.35 for PDF417 2D bar code content and Appendix 6.36 for 

the continuation page content.

2 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221

3 For Security Assistance shipments, see Figure C25-F1. 
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Change 15 

C30-1 CHAPTER 30

C30. CHAPTER 30 

PROCEDURES FOR SERIALLY MANAGED MATERIEL 

REQUIRING OWNER VISIBILITY

C30.1. GENERAL. 

C30.1.1. Purpose. This chapter covers the additional procedures required for 

serially managed materiel requiring owner visibility. See section C30.5. for the 

categories of serially managed materiel covered by this chapter. 

 C30.1.1.1. For these procedures, the serial number is mandatory in the 

DLMS transaction, as is the unique item identifier (UII), when available--the intent is to 

capture both serial number and UII. Many legacy items have not been marked with an 

assigned UII; therefore, the UII cannot be considered a mandatory data element until 

transition to management by UII is complete across the Department of Defense.1 That 

is the context in which the term “serial number/UII” is used in this chapter.

 C30.1.1.2. Serially managed items requiring owner visibility will follow 

DoD serial number guidance as stated in C30.4.4. Any serially managed item 

coming to the DoD, regardless of the source, must comply. DoD Components will 

add the necessary contractual clause to ensure vendor compliance in any new 

procurement contracts/acquisition actions. This requirement will safeguard the 

integrity of the serial number in all of DoD systems. Legacy items will only need 

remarking prior to inter-component shipments. A legacy item with a noncompliance serial number will stop the receipt process and result in the materiel 

to be suspended awaiting disposition.

 C30.1.1.3. Under capital equipment and active UIT programs, the 

definition for line item includes the NSN + SCC + serial number + UII + owner. 

However, for the physical storage of serially managed items, the intent is to allow 

DoD Components to store materiel by NSN, SCC, and owner and not by serial and 

UII. This will allow storage activities to store multiple items of the same NSN, 

SCC, and owner in the same location.

 C30.1.1.4. These procedures require record keeping by both the owner and 

storage activity and the constant transaction exchange at the item instance level (serial 

number/UII) to ensure that the records of both reflect the correct serial numbers/UIIs, by 

storage location, owner, and supply condition code (SCC).

1 The UII is an identifier used to uniquely identity an individual item used within the Department of 

Defense. The UII may be a DoD Recognized IUID equivalent [e.g., Vehicle identification number (VIN)] 

or a composite structure defined by the Department of Defense [refer to UII Construct 1 and UII construct 

2]. Refer to DoD policy and supporting documentation for specific IUID guidance at 

www.acq.osd.mil/dpap/pdi/uid/index.html. Refer to the most current version of MIL-STD-130 for specific 

guidance marking of U.S. Military property.
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Change 15

C30-2 CHAPTER 30

C30.1.2. Transactions. This chapter addresses the following DLMS transactions 

with their functions identified by their beginning segment and transaction type code. 

Transactions identified support the business process, but may not actually be used to 

exchange serial number/UII. The procedures in this chapter require that a system 

transact business interchanges using DLMS transactions, The DLMS Implementation 

Conventions (IC) are available on the Defense Enterprise Data Standards Office 

(DEDSO) Website on the DLMS IC Page. 

C30.1.2.1. Receipt Transaction is DLMS 527R with beginning segment 

(1/BR02/020) Transaction Type Code D4 – Receipt. 

C30.1.2.2. Standard Supply Discrepancy Report is DLMS 842A/W with 

beginning segment (1BNR06/0200) Transaction Type C1 – Claim Information. 

C30.1.2.3. Storage Quality Control Report (SQCR) is DLMS 842S/Q with 

beginning segment (1BNR06/0200) Transaction Type 03 – Report Message. Use 

beginning segment (1/BNR01/0200) Transaction Set Purpose Code to distinguish the 

purpose. 

C30.1.2.4. Physical Inventory Request is DLMS 846P with beginning 

segment (1/BIA02/020) Report Type Code TC – Physical Inventory Request. 

C30.1.2.5. Response to Physical Inventory Request is DLMS 846P with 

beginning segment (1/BIA02/020) Report Type Code DD – Distributor Inventory Report. 

This transaction is only used as a Response to Physical Inventory or follow-up when 

there is no record of stock number or no record of ownership (Management Code R), 

when physical inventory is in workload bank or in process (Management Code S), or 

when responding to follow-up when inventory is already complete (Management Code 

Y). The usual response to a request for inventory is a 947I Inventory Adjustment in 

accordance with Chapter 6.

C30.1.2.6. Transaction History Request Transaction (from owner/manager to 

distribution) is DLMS 846P with beginning segment (1BIA02/020) Report Type Code 

TF – Transaction History Request. 

C30.1.2.7. Response to Transaction History Request Transaction (when no 

history available) is DLMS 846P with beginning segment (1BIA02/020) Report Type 

Code AD – Agent/Distributor Inventory Report. 

C30.1.2.8. End of Day Transaction Count is DLMS 846P with beginning 

segment (1/BIA02/020) Report Type Code B1 – Batch Report. 

C30.1.2.9. Location Reconciliation Request is DLMS 846R with beginning 

segment (1BIA02/020) Report Type Code LC – Location Reconciliation Request. 

C30.1.2.10. Location Reconciliation Notification is DLMS 846R with 

beginning segment (1BIA02/020) Report Type Code X4 – Summary Report. 
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Change 15 

C30-3 CHAPTER 30

 C30.1.2.11. Location Reconciliation History Notification is DLMS 846R with 

beginning segment (1BIA02/020) Report Type Code ZZ – Mutually Defined. 

 C30.1.2.12. Shipment Status is DLMS 856S with beginning segment 

(1/BSN06/0200) Transaction Type Code AS – Shipment Advice. 

 C30.1.2.13. Shipment Status Materiel Returns is DLMS 856R with beginning 

segment (1/BSN06/0200) Transaction Type Code FT – Material Return. For other types 

of materiel returns such as retrograde shipment for return of discrepant/deficient 

materiel or repair outside of the MILSTRIP Returns Program, use Transaction Type 

Code RD – Returns Detail. Must use the ASC X12 Version 4030 as this version allows 

the UII to be carried in single data field

 C30.1.2.14. Acceptance Report is DLMS 861 with beginning segment 

(1/BRA04/020) Receiving Advice or Acceptance Certificate Type Code 9 – Authorized 

Representative in Receipt of an Acceptance Alert.

 C30.1.2.15. Materiel Release Confirmation is DLMS 945A with beginning 

segment (1/W0611/0200) Transaction Type Code NJ – Material Release Confirmation. 

Must use the ASC X12 Version 4030 as this version allows the UII to be carried in 

single data field.

 C30.1.2.16. Inventory Adjustment is DLMS 947I with beginning segment 

(1/W1505/0200) Transaction Type Code NU – Inventory Adjustment and use of 

2/W1901/0200 Quantity or Status Adjustment Reason Code. Must use ASC X12 

Version 4030 as only this version includes the capability to carry UII.

C30.2. APPLICABILITY AND SCOPE. 

C30.2.1. The provisions of this chapter apply to the Military Departments including 

Coast Guard and Defense Agencies (hereafter referred to as the DoD Components).

C30.2.2. This Chapter’s procedures supplement (are additive) the procedures in 

DLM 4000.25, Volume 2, Chapters 4, 5, 6, 7, 10, 11, 13, 14, 16, and 17.

C30.2.3. The procedures in this chapter can only be implemented by Automated 

Information Systems (AIS) that have implemented the DLMS ANSI ASC X12 ICs or the 

equivalent DLMS XML business partner interchange transactions.

C30.3. EXCLUSIONS. 

C30.3.1. Classified activities that determine the visibility of specific items may 

compromise operational security must request guidance from their DoD Components.

C30.3.2. The DoD excludes all items that are not cataloged in the Federal 

Logistics Information System (FLIS) from the procedures in this chapter, with the 

exception of management control numbers (MCN) under the SA/LW Program.
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Change 15 

C30-4 CHAPTER 30

C30.3.3.The procedures in this chapter do not directly address update of the IUID 

registry. The procedures for updating the IUID registry are contained in the DoD 

Procurement Toolbox found on the “Unique Identification” link at 

https://dodprocurementtoolbox.com. Procurement Integrated Enterprise 

Environment (PIEE) eBusiness Suite web based training video tutorials of different 

aspects of the IUID registry and baseline functionality are available at 

https://piee.eb.mil/. 

C30.4. POLICY. 

C30.4.1. DoD Instruction 8320.04, Item Unique Identification (IUID) Standards for 

Tangible Personal Property, dated September 3, 2015 states, “The unique item 

identifier (UII) will be used globally as the common data key in financial, property, 

acquisition, and logistics (including supply and maintenance) automated information 

systems to enable asset accountability, valuation, life-cycle management, and 

counterfeit materiel risk reduction.”

C30.4.2. DoD Components will follow the IUID procedures identified in DODM 

4140.01, Volume 9, “Materiel Programs”, and Volume 11, “Inventory Accountability and 

Special Management and Handing. 

C30.4.3. The DoD Integrated Requirements Set (IRS) for IUID in Supply Business 

Processes documents the ODASD(Logistics) vision for the integration of IUID at the 

transactional level. 

C30.4.4. DOD established overarching guidance for the serial number convention 

and only alpha numeric (A-Z, 0-9), dashes, and forward slashes are allowed with a 

maximum field length of 30 characters. Spaces are not allowed. DOD Components 

must ensure future procurement actions require vendors to follow serial number 

convention guidance as applicable. ODASD (Logistics) will update appropriate DOD 

policies to reflect these changes followed by the implementation of this change. 

Consequently, DEDSO will develop a change to incorporate these changes in all 

applicable DLMS transactions and manuals. 

C30.5. CATEGORIES OF SERIALLY MANAGED MATERIEL COVERED BY THIS 

CHAPTER

C30.5.1. DoD Unique Item Tracking Programs. The procedures in this chapter 

apply to items within a DoD level (inter-DoD Component) unique item tracking (UIT) 

program2. 

 C30.5.1.1. Unique Item Tracking Designator Codes. 

2 This chapter does not apply to the DoD Small Arms and Light Weapons Serialization Program 

(DoDSALWSP) pending implementation of weapon transaction reporting using standard supply logistic 

transactions. The Defense Enterprise Data Standards Office will address DoDSALWSP use of standard 

logistics transactions by a proposed DLMS change.
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Change 15 

C30-5 CHAPTER 30

 C30.5.1.1.1. The UIT designator code indicates that an item is part of 

an established UIT program. In accordance with DODM 4140.01 policy, the DoD 

Components will not establish any new UIT programs. The FLIS is the authoritative 

source for UIT designator codes.

 C30.5.1.1.2. DoD Components apply the appropriate FLIS UIT 

designator codes to NSNs in existing UIT programs. Table C30.T1. shows authorized 

UIT designator codes. Ensure that the integrated materiel manager (IMM) applies the 

UIT designator code to every NSN comprising the DoD level program, for which a UIT 

designator code is not already assigned. The IMM assigns UIT designator codes to a 

NSN based on direction by the DoD Component UIT central control point. The UIT 

designator code, in conjunction with FLIS IUID Indicator Y, provides the DoD 

Components a systemic means to identify that an NSN is subject to these procedures. 

For system to system updates of the UIT designator code, activities should subscribe to 

the UIT data through the FLIS Portfolio Data Warehouse which is Logistics Information 

Services Master Data Capability. To negotiate this XML Data Exchange/Subscription, 

send an e-mail request to J62FPDWPMO@dla.mil 

 C30.5.1.1.3. Table C30.T1. shows the UIT Designator Codes

Table C30.T1. Unique Item Tracking Designator Codes

Code Program Title Status 

AAA DoD Small Arms and Light Weapons Serialization Program 

(DoDSALWSP) 

Active

AAB Security Risk Category I Non-Nuclear missiles and Rockets Active*

AAC Radiation Source Tracking System (RASTS) Program Active

AAD Navy Depot Level Reparables (NDLR) Program Active*

AAF Aviation Component Tracking Program Active*

AAG Tritium Unique Item Tracking Program Active

AAH Controlled Cryptographic Items (CCI) Active

AAJ Positive Inventory Control (PIC) Nuclear Weapon Related 

Materiel (NWRM)

Active

AAK Other Serially Managed Items3 Active

* Requires prior coordination before implementation

 C30.5.1.2. DoD Small Arms and Light Weapons Serialization Program 

(DoDSALWSP). The DoD SA/LW Serialization Program is subject to the IUID 

transactions requirements identified in this chapter. In addition, section 30.13. 

provides specific instructions for scenarios pertaining to SA/LWs. 

3 Refer to ADC 1198, 1198A, ASC 1198B, and ASC 1317.
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Change 15 

C30-6 CHAPTER 30

 C30.5.1.2.1. To maintain full accountability of all SA/LW within the 

DoD, Components will ensure all SA/LW are properly recorded and managed in their 

respective accountable system of record in accordance with DoDM 4140.01. All 

SA/LW must be reconciled by line item as stated in the DLM 4000.25, Chapter 6 

Physical Inventory Control. Components will follow the procedures in this chapter as 

well as those listed in paragraph C30.2.2. for intra and inter Component shipments 

pertaining SA/LW.

 C30.5.1.2.2. The accounting of SA/LW includes, but is not limited to: 

Newly procured weapons; returns; Weapons procured from commercial sources to 

include offline ordering; Lost, abandoned, or unclaimed privately owned weapons 

turned over for disposal; Weapons purchased with non-appropriated funds turned 

over for disposal; Ceremonial/Training weapons; Lost, stolen, and/or recovered 

weapons; Captured, confiscated, or abandoned enemy weapons; Recovered 

weapons turned over to the DoD by law enforcement or foreign countries; 

Museum/historical weapons; and Loans.

 C30.5.1.2.3. DoD Components must establish active, inactive and 

historical records of all SA/LW to include those previously under custody/ 

ownership. All SA/LW records must be retained in accordance with the National 

Archives and Records Administration (NARA). The history of weapons must be 

readily available to respond to FOIA requests, law enforcement inquiries, or any 

other official request from an authorized organization.

 C30.5.1.3. Security Risk Category I Non-Nuclear missiles and Rockets. Items 

subject to Security Risk Category I Non-Nuclear missiles and Rockets UIT program have a 

FLIS IUID Indicator (Y) and FLIS UIT Designator Code AAB.

 C30.5.1.4. Radiation Source Tracking System Program (RASTS)4

 C30.5.1.4.1. Radiation Source Tracking System Program (RASTS) is a 

program established to provide regulatory and statutory compliance with Federal, state, 

and local regulations for the use of radioactive materiel in fielded chemical defense 

equipment and in industrial applications. It is designed to provide strict control and 

identification of all radioactive sources to comply with relevant Nuclear Regulatory 

Commission (NRC) license requirements. 

 C30.5.1.4.2. Identifying RASTS Items: Items subject to the RASTS UIT 

program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code AAC.

 C30.5.1.5. Navy Depot Level Reparable (NDLR) Program 

4 Radiation Testing and Tracking System (RATTS) was replaced by Radiation Source Tracking System 

(RASTS). NRC licenses 12-00722-13 and 12-00722-14 covering Chemical Detection Equipment (CDE) 

and Tritium are obsolete terminated licenses and are replaced by NRC license 21-32838-01.
DLM 4000.25, Volume 2, December 27, 2022

Change 15 

C30-7 CHAPTER 30

 C30.5.1.5.1. The NDLR UIT program is the recognized inter-DoD 

Component program for select Navy-managed Depot Level Reparables (DLR). 

 C30.5.1.5.2. Identifying NDLR UIT Program Items: Items subject to the 

Navy DLR UIT program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code 

AAD. 

 C30.5.1.5.2. Interim Process for NDLR UIT Program. Navy and DLA 

Distribution previously activated the NDLR UIT program with a limited set of DLMS 

transactions. Navy and DLA Distribution will continue that process as an interim 

process, until they implement Chapter 30 procedures. DLMS will eliminate this interim 

procedure at that time. Navy’s target implementation date to transition to the Chapter 

30 procedures for the NDLR UIT program is unknown.

Table C30.T2. Interim Navy Depot Level Reparable Program UIT transactions

Transaction Title

527R Receipt

856S Shipment Status

945A Materiel Release Confirmation/Disposal Release Confirmation

 C30.5.1.6. Aviation Component Tracking Program 

 C30.5.1.6.1. The Aviation Component Tracking Program is designed to 

ensure unique identification for U.S. Army Aviation equipment flight safety parts and for 

life managed or special interest items. It provides for control, improved accountability, 

and visibility of U.S. Army Aviation equipment. 

 C30.5.1.6.2. Identifying Aviation Component Tracking Program UIT Items: 

Items subject to the Aviation Component Tracking Program have a FLIS IUID Indicator 

(Y) and FLIS UIT Designator Code AAF.

 C30.5.1.7. Tritium Unique Item Tracking Program 

 C30.5.1.7.1. The Tritium UIT Program identifies all primary and 

secondary items comprised of tritium throughout the Army, Army Reserve, National 

Guard, and Marines. This program is necessary to meet an Army requirement for 

location visibility of all tritium sources at all times.

 C30.5.1.7.2. Identifying Tritium UIT Program Items: Items subject to the 

Tritium UIT Program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code 

AAG. 
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Change 15

C30-8 CHAPTER 30

C30.5.1.8. Controlled Cryptographic Items (CCI)

C30.5.1.8.1 Controlled Cryptographic Items UIT Program. The CCI UIT 

program was established to meet National Security Agency requirements to maintain 

visibility of controlled cryptographic end items. 

C30.5.1.8.2. Identifying CCI Items: Items subject to the CCI UIT 

program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code AAH.

C30.5.1.9. Positive Inventory Control (PIC) Nuclear Weapon Related Materiel 

(NWRM)

C30.5.1.9.1. Air Force program for providing positive inventory control 

for NWRM. 

C30.5.1.9.2. Identifying PIC NWRM Items: Items subject to the PIC 

NWRM UIT program have a FLIS IUID Indicator (Y) and FLIS UIT Designator Code 

AAJ.

C30.5.1.9.3. Air Force Integrated Logistics Solution-Supply (ILS-S) 

(Retail Supply) and Supply Status. Air Force will use Supply Status (DLMS 870S) in Air 

Force ILS-S (Retail Supply), on an intra-Air Force basis to provide the latest status to 

the intended receiving activity, including UII and/or serial number in support of the PIC 

NWRM UIT program. For legacy items where the UII has not been marked in 

accordance with IUID policy, the serial number alone will be passed. The Defense 

Automatic Addressing System (DAAS) will enable transmission of information copies of 

the ILS-S Supply Status to the NWRM PIC Fusion Module to ensure the PIC NWRM 

UIT program has near real time access to UIIs and the associated serial numbers of 

NWRM item movements. 

C30.5.1.9.4. Retail Supply and Transportation Interchange. (See DLM 

4000.25, “Defense Logistics Management Standards Manual,” Volume 3, Chapter 2.) 

For designated supply trading partners (currently limited to the Standard Base Supply 

System (SBSS) – Cargo Movement Operations System (CMOS) interface):.

C30.5.1.9.4.1. Use the DLMS 940R Materiel Release Order 

(MRO) to support the PIC NWRM UIT program. Pass UIIs and the associated serial 

number in the MRO for each item meeting the PIC NWRM UIT program criteria. For 

legacy items where the UII has not been marked in accordance with IUID policy, the 

serial number alone will be passed.

C30.5.1.9.4.2. Use an information copy (image) of the DLMS 

940R MRO and DLMS 945A Materiel Release Confirmation in support of Air Force PIC 

Fusion program data requirements. The routing of an additional information only copy 

of the DLMS standard transactions (940R and 945A) is authorized for forwarding PIC 

Fusion data needed for the Air Force UIT registry. This is a specific authorized use with 

unique identifiers to flag the transaction as information only.
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Change 15

C30-9 CHAPTER 30

Table C30.T3. PIC NWRM Retail Supply and Transportation Interchange 

Transaction TITLE

870S5 Supply Status

940R6 Materiel Release (Distribution Code 111) (approved for limited use)

945A7 Materiel Release Advice (Distribution Code 111)

C30.5.1.9.4. Interim Process for PIC NWRM UIT Program. Air Force 

and DLA Distribution previously activated the PIC NWRM UIT program with the limited 

set of DLMS transactions shown in Table C30.T4. Air Force and DLA Distribution will 

continue that process as an interim process, until they implement Chapter 30. DLMS 

will delete this interim procedure at that time. The Air Force target implementation date 

to transition to the Chapter 30 procedures for the PIC NWRM UIT program is unknown.

Table C30.T4. Interim PIC NWRM UIT transactions

Transaction TITLE

527R8 Receipt

856S Shipment Status

867I9 Issue 

945A10 Materiel Release Confirmation, Disposal Release Confirmation, and 

MRO Denials

947I11 Inventory Adjustment (only version 4030 can provide the UII)

C30.5.2. Serially Managed Items under UIT Designator Code AAK.12

C30.5.2.1. UIT Designator Code AAK identifies assets requiring serial 

number tracking for Service Owned items, to include capital equipment, when no other 

UIT program applies. UIT Designator Code AAK enables Components to address 

5 Refer to ADC 407, Requirements for Unique Item Tracking (UIT) in the DLMS Supply Status (870S) 

Supporting the Cargo Movement Operations System (CMOS) Interface (MILSTRIP/Supply/Transportation 

Interchange)

6 Refer to ADC 316C, Revise DLMS 940R Material Release and DLMS 945A Material Release Advice, to 

Support UIT for Air Force Positive Inventory Control (PIC) under the Retail Transportation and Supply 

Receipt and Acknowledgement Interchange

7 Ibid

8 Refer to ADC 347, Revise DLMS 527R Receipt, 867I Issue, 945A Materiel Release Advice, and 947I 

Inventory Adjustment to Support Unique Item Tracking (UIT) for Air Force Positive Inventory Control. 

DLA Distribution Standard System (DSS) has implemented ADC 347.

9 Ibid.

10 Ibid.

11 Ibid.

12 Refer to ASC 1317.
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Change 15 

C30-10 CHAPTER 30

serially managed items that they store, beyond those items that require special handling 

under existing UIT designator codes. The intent of this new program code is to account 

for serialized items stored at DLA Distribution Centers, however, UIT Designator Code 

AAK is available to all DoD storage activities.

C30.5.2.2. Following the initial implementation by DLA, the Services will be able to 

classify items as serialized under the UIT Designator Code AAK by submitting the 

change to FLIS.

C30.6. OBJECTIVES. 

C30.6.1. Establish visibility by serial number/UII, from point of entry into the DoD 

logistics systems through disposal, demilitarization, or shipment outside the control of 

the Department of Defense.

C30.6.2. Reestablish serial number/UII visibility over materiel previously shipped 

outside the DoD’s control when it is reintroduced to DoD control.

C30.6.3. Require the use of standard logistics transactions to interface serial 

number/UII reporting between/among owners, the DoD Components, and suppliers. 

The objective is to populate accountability and owner records using standard DLMS 

logistics transactions.

C30.7. ESTABLISHING INITIAL VISIBILITY BY SERIAL NUMBER/UII

C30.7.1. Establishing serial number/UII visibility may begin at any point in the 

supply chain. Customarily, “cradle to grave” serial number/UII tracking begins at the 

time of Government acceptance from the supplier/manufacturer.

C30.7.2. Alternatively, serial number/UII visibility may begin after items are 

already in the DoD logistics system. Examples are items that meet the criteria and are 

already in the inventory, or returns to inventory at any time after the item was originally 

accepted by the Government.

C30.8. REQUIREMENTS FOR SERIALLY MANAGED MATERIEL REQUIRING 

OWNER VISBILITY 

C30.8.1. General Requirements. The DoD Components will:

 C30.8.1.1. Maintain AIS(s) necessary to apply management in accordance 

with DODM 4140.01 IUID requirements. Maintain visibility by serial number/UII, within 

owner, and DoD storage activity AISs to include the custodian’s system of record which 

is the official auditable quantity for an item of inventory.

 C30.8.1.2. Use DLMS transactional interfaces among AISs to ensure that 

visibility exists in all AISs at the serial number/UII level.
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 C30.8.1.3. Apply the appropriate FLIS IUID indicator to NSNs for which they 

have PICA responsibility. The IUID indicator provides the DoD Components a systemic 

means to identify whether an NSN requires tracking by serial number and the UII when 

available. The FLIS IUID indicator currently has two values (Y) indicating that IUID 

marking is required and (N) indicating IUID marking is not required. For system to 

system updates of this data, activities should subscribe to the IUID data through the 

FLIS Portfolio Data Warehouse which is DLA Logistics Information Services Master 

Data Capability. To negotiate this XML Data Exchange/Subscription, send an e-mail 

request to J62FPDWPMO@dla.mil

 C30.8.1.4. An item’s NSN, in conjunction with the serial number/UII will be 

the means for tracking an item in a logistics AIS. Management is not possible if there is 

no NSN recorded in the FLIS. Item visibility will be by NSN, owner, SCC, serial 

number/UII. DLMS provides flexibility to accommodate tracking by NSN, serial number 

and UII.

 C30.8.1.5. Owner visibility tracking by serial number/UII will cease when DLA 

Disposition Services acknowledges receipt of serially managed materiel. DLA 

Disposition Services will validate serial number/UII for serially managed materiel during 

receipt processing and provide an SDR to the turn-in activity for any discrepancies.

 C30.8.1.6. Retention of Source Documents and Transaction History. 

Activities may require audit capability for a period of time following the processing of 

documents and transactions for serially managed materiel. Activities will maintain and 

dispose of documents and transaction history records in accordance with DoDI 5015.02, 

DoD Records Management Program.

C30.8.2. Specific Serial Number/UII Requirements. DLMS Transactions will 

always be sent to the owner when the NSN, quantity, ownership code, SCC, or serial 

number/UII is affected. Except as noted for receipt processing, DLMS transactions will 

always include the serial number.

 C30.8.2.1. Requisitioning. Requisitioning will be in accordance with the 

procedures contained in Chapter 4. There is no documented requirement for 

requisitioning of items by serial number/UII. Therefore, serial number/UII procedures 

are not applicable to the requisition, requisition modification, MRO, redistribution order, 

or disposal release order. With the exception of the processes documented in 

paragraph C30.5.1.9. supporting the intra-Air Force use in the NWRM PIC Fusion 

Module UIT Registry, the MRO and supply status transactions will not include serial 

number/UII. 

 C30.8.2.2. Due-In and Prepositioned Materiel Receipt (PMR), Activities will 

follow the procedures in Chapter 12 for establishing due-in records and processing 

PMRs. Do not include serial number/UII in the PMR. 
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 C30.8.2.3. Shipping Activity Processes 

 C30.8.2.3.1. Advance Shipment Notice (From Procurement Source). 

When the procuring DoD Component orders UII items from a vendor, the procuring DoD 

Component must ensure that the applicable clause requiring the vendor to provide IUID 

information in accordance with Defense Federal Acquisition Regulations Supplement 

(DFARS), “Item Unique Identification” clause is included in the contract.13 The 

contractor must submit IUID information to the PIEE e-Business Suite in accordance 

with the Wide Area Workflow (WAWF) Implementation Guides for the 856, Ship 

Notice/Manifest; 857 Shipment and Billing Notice; direct online input; or another 

comparable information exchange method supported by PIEE. WAWF will disseminate 

the vendor shipment information to the procuring activity to satisfy the shipment 

performance notice requirement for the vendor to provide notification of shipment to the 

procuring activity using DLMS 856, Advance Shipment Notice (ASN), including UII(s) 

and serial numbers, or comparable 856 transaction. DLMS-compliant receiving 

activities must coordinate with WAWF for dissemination of the vendor shipment 

information to the receiving system using the DLMS 856 ASN, including UII(s) and serial 

numbers.

 C30.8.2.3.2. Shipment Status/Shipment Status Materiel Returns

 C30.8.2.3.2.1. Chapter 5 contains procedures to prepare and 

report the shipment status. Chapter 11 contains procedures to prepare and report 

the shipment status/materiel returns. The shipping activity will report shipment 

status/materiel return with the serial numbers/UIIs selected for shipment, to the 

receiving DoD Component activity. Shipping documentation may be available for 

validating serialization data; however, it does not substitute or supersede the 

requirement for the shipping activity to provide the shipment status transaction 

at time of shipment. For inter-Component shipments, a serially managed item 

received without a corresponding shipment status will result in the materiel to be 

suspended. Compliance with this requirement will ensure the receiving activity 

can establish a due-in, in advance and confirm the serialization data at time of 

receipt. The receiving activity will prepare a due-in using the information 

available from the shipment status and/or the PMR transactions. The document 

number is the data element that connects the shipment status transaction and the 

incoming shipment. When the serialization data does not match or is missing, a 

systemic trigger is necessary to alert the user performing the receipt that a SDR 

is required. The receiving activity will then follow the SDR process and suspend 

the materiel until resolution.

 C30.8.2.3.2.2. Pending DLMS implementation, Components 

under a legacy environment will provide the Document Identifier Code AS_ 

(Shipment Status) and will communicate the serial numbers via other means to 

13 See www.acq.osd.mil/dpap/pdi/uid for specific UID DFARS clause information to include in the contract.
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ensure the necessary information is available at time of receipt. Failing to 

provide serialization data will result in the materiel to be suspended.

 C30.8.2.3.2.2.3. DLA Disposition Services Shipment Status. The 

requirement to provide a shipment status, documented in paragraph C30.8.2.3.2. 

applies to materiel shipped or received by DLA Disposition Services.

 C30.8.2.3.2.2.4. Reporting Materiel Ownership via Shipment 

Status/Materiel Return. DoD Components will communicate the future owner of 

the materiel shipped when it is other than the receiving activity. The owner data 

element is also required for: (1) inter component shipments for the purpose of 

maintenance or loans; (2) shipment to a DLA storage activity requiring serial 

number tracking. The intent is to communicate the future owner, when known, 

for all commodities to include serially managed items and not to eliminate the 

requirement to provide the PMR. Inventory control points (ICP)s are still required 

to provide a PMR in advance for all shipments. The shipment status and the PMR 

transactions are not mutually exclusive—when both transactions are present, the 

receiving activity will use the PMR to determine the materiel owner and the 

shipment status/materiel return to confirm the serialization data.

 C30.8.2.3.3. Storage Activity Shipments

 C30.8.2.3.3.1 Materiel Release Confirmations. Chapter 4 contains 

the procedures to prepare and report the materiel release confirmation. The storage 

activities will confirm materiel release to the owner and report shipped serial 

numbers/UIIs. Must use the 4030 version of the materiel release confirmation. 

 C30.8.2.3.3.2. The AIS supporting the owner will use the materiel 

release confirmation to record which serial numbers/UIIs have been shipped and 

decrement those serial numbers/UIIs from its record as no longer available and in 

storage at that location. 

 C30.8.2.4. Receiving Storage Activity. Receiving storage activities will 

maintain records of materiel received in its custodial system of record by NSN, owner, 

SCC, serial number/UII and its location.

 C30.8.2.4.1. Acceptance Report (Procurement). When acceptance at 

origin is applicable, the shipment status or comparable transactions, forwarded to the 

procuring and receiving activity, will contain accepted IUID information. When 

acceptance at destination is applicable, the receiving system must report acceptance 

using the acceptance report, or use direct input to iRAPT. The IUID information will be 

provided in the acceptance report only when partial acceptance occurs, and will include 

those items which were accepted. Responsibility for Government acceptance may also 

be contractually assigned to an alternative organization which may use the acceptance 

report or direct input to iRAPT for acceptance reporting. iRAPT will extract the IUID 

information for all Government accepted IUID items and use to establish the birth record 
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in the IUID registry. Additional information and guidance on the IUID registry can be 

found on the UID Website http://www.acq.osd.mil/dpap/pdi/uid. 

 C30.8.2.4.2. Receipt. Chapter 13 contains procedures to prepare and 

report receipts. Receiving activities will perform the receipts process by serial 

number/UII and transmit the materiel receipt acknowledgement (MRA) to report the 

serialization data that were actually receipted to the shipping activity. The 

receiving activity will use the information in the shipment notice and/or the PMR 

to establish a due-in in advance to the receipt. Shipping documentation may be 

available for validating serialization data; however, it does not substitute or 

supersedes the requirement for the shipping activity to provide the shipment 

status transaction in advance. A serially managed item received without a 

corresponding shipment status will result in the materiel to be suspended. The 

receiving activity will validate the serialization data during the receipt process 

and follow the SDR process for missing serial number(s) or mismatches on serial 

number/UII. A missing serial number on the physical item(s) at receipt will stop the 

item in the supply chain, and must follow the discrepancy reporting procedures below. 

Storage activities will not suspend or report a discrepancy at receipt solely due to 

missing UII.

 C30.8.2.4.2.1. When the storage activity receives the physical 

shipment without a matching shipment status (due-in) transaction, the receiving 

activity will treat it as a potential misdirected shipment. The receiving activity will 

receipt the shipment in a suspended condition and follow the SDR process.

 C30.8.2.4.2.2. Receiving storage activities will maintain locator 

records within their supporting AIS of the location where each serial number/UII is 

stored at that activity.

 C30.8.2.4.2.3. The storage activity will send the receipt 

transaction to the owner and include the serial numbers/UIIs. The owner will record the 

serial numbers/UIIs on the owner record.

 C30.8.2.4.3. Materiel Receipt Acknowledgement (MRA). DLMS 

Volume 2, Chapter 10, Materiel Receipt Acknowledgement contains procedures to 

prepare and report MRAs. In addition, receiving activities will use the MRA to 

report the receipt of a serially managed item by serial number/UII to the shipping 

activity. This will ensure the materiel receipted matches the materiel shipped. 

The receiving activity will match the shipment status/materiel return with the 

MRA/TRA to close the due-in status. A successful match of the DLMS 856S 

Shipment Status, 856R Shipment Status Materiel Returns, and the MRA/TRA 

closes the in-transit balance and ensures the materiel shipped matches the 

materiel received. The receiving activity will submit the SDR for discrepancies 

between the shipment status/materiel return and the MRA/TRA. 

 C30.8.2.4.3.1. Disposition Services uses the TRA in lieu of the 

MRA.
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C30.8.2.4.3.2. Shipping activities will use the MRA follow-up 

process for outstanding shipments awaiting receipt acknowledgement as stated 

in DLMS Volume 2, Chapter 10. The shipping activities may use the WEB Visual 

Logistics Information Processing System (WEBVLIPS) to research for missing 

MRAs before submitting a follow-up. 

C30.8.2.4.3.3. After 30 days, certain serially managed items, 

such as SA/LWs, without a matching receipt acknowledgement or offline 

confirmation of receipt will require an investigation as potential lost or stolen 

asset(s) in accordance with section C30.13.

C30.8.2.5. Supply Discrepancy Reporting (SDR) Processes

C30.8.2.5.1. Serially managed items requiring owner visibility at the 

storage activity, that are received without a serial number will not only require an SDR, 

but will stop the item in the supply chain until a serial number is identified and the 

materiel is marked. If the storage activity cannot determine the serial number using the 

associated shipment notice and marks/labels on the item or packaging, the storage 

activity will receipt the materiel without a serial number in a suspended condition and 

submit the SDR under Chapter 17 SDR procedures. The materiel owner is responsible 

for determining the appropriate serial number and providing disposition for marking the 

item. Upon positive resolution of the missing or mismatched serial number/UII scenario, 

separate dual inventory adjustment transactions are required to update the serial 

number/UII and update the SCC of the suspended item to the appropriate SCC.

C30.8.2.5.2. SDRs reporting discrepant receipt will contain the serial 

numbers/UIIs when reporting missing or mismatched serial number/UII data (including 

shortage, overage, mismatch with no quantity discrepancy, condition other than 

expected, and wrong item receipt) as well as when the materiel condition is 

misrepresented or otherwise deviates from the original condition shipped. WebSDR will 

ensure that the owner/manager has visibility of SDRs sent to the shipper. The receiving 

activity will submit an SDR in accordance with Chapter 17 procedures showing the 

appropriate discrepancy code, inclusive of the IUID discrepancy code when reporting 

missing or mismatched IUID data. 

C30.8.2.5.3. SDRs reporting non-compliant serial number will be 

reported using Discrepancy Code U14 (Serial number convention invalid). This code is 

distinguished from other similar U-series discrepancy codes in that this code specifically 

informs the owner that a serially managed item was received with an invalid serial 

number convention. The receiving activity must annotate the non-compliant serial 

number in the SDR comments field since the DLMS 842A/W SDR transaction will not 

allow for an invalid serial number convention to be transmitted in the transaction.

C30.8.2.5.4. Reporting and action activities must ensure SDRs follow 

the time standard requirements for submission and response in accordance with 

Chapter 17. Chapter 17, Table C17.T1 provides a decision matrix identifying when an 
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SDR is required for UIT program items, based on missing or mismatched IUID data 

during receipt processing.

 C30.8.2.6. Physical Inventory Control Processes. The procedures for 

processing and reporting transactions to maintain physical inventory control in Chapter 

6 apply with the following additions:

 C30.8.2.6.1. To increase auditability of physical inventory requests, 

serially managed items will include a unique document number. The document number 

will help relate a physical inventory request with it appropriate response. The owner will 

provide a document number in the Physical Inventory Request. The storage activity will 

perform the necessary physical research as described in Chapter 6 Physical Inventory 

Control. The physical inventory response will carry the same document number 

provided by the owner. These procedures are required for UIT programs and 

recommended for all other commodities.

 C30.8.2.6.2. The response to a transaction history request transaction 

(No History Available), and end of day transaction count transaction will not contain UIIs 

or serial numbers. However, when the owner initiates a physical inventory request to 

assist in resolving discrepancies, where the only difference between the owner records 

and the storage activity records is on serial number and/or UII, the request will contain 

Type of Physical Inventory Code B. Owners will initiate a physical inventory due to 

mismatched serial numbers or UIIs when the owner identifies a mismatched condition 

on serial number and/or UII between its records and transactions received.

 C30.8.2.6.3. Owner/manager processing a materiel release 

confirmation from a storage activity where the owner does not have a matching record 

of the serial number and/or UII or the owner/manager records have that serial number 

and/or UII located at other than the storage activity reporting the release/issue of the 

item. Either of these conditions may necessitate a complete inventory be taken at all 

storage locations for all owners and supply condition codes.

 C30.8.2.6.4. Owner/manager processing receipts, issues, or inventory 

adjustments from storage activities where there is a mismatch on serial number/UII 

between the owner records and storage activity transactions reporting which serial 

number and/or UII may at a minimum necessitate an inventory and research to resolve 

the discrepancy.

 C30.8.2.6.5. Inventory Adjustments. The inventory adjustment function 

encompasses increases, decreases, or dual adjustments. The C6.4 procedures for 

processing and reporting Inventory Adjustments (Physical Inventory) are applicable with 

the following additions:

 C30.8.2.6.5.1. Inventory adjustment (gain, loss, or dual) 

transactions will include the serial number/UII when adding, removing, or correcting a 

serial number/UII.
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 C30.8.2.6.5.2. When a discrepancy exists solely on mismatched 

serial number and/or UII, the storage activity will transmit a DLMS 947I Inventory 

Adjustment, Inventory Transaction Type Code DU (Inventory Adjustment Dual), 

Quantity or Status Adjustment Reason Code AQ (Inventory Adjustment (UII and/or 

serial number mismatch)) to correct the serial number/UII in question. The storage 

activity will collaborate with the materiel owner(s) to research inventory adjustments due 

to serial number/UII discrepancies resulting in a mismatch (Quantity or Status 

Adjustment Reason Code AQ) in accordance chapter 6. When the item was previously 

suspended, two inventory adjustment transactions are required to correct the serial 

number/UII, and to update the SCC.

 C30.8.2.6.5.3. Items where a discrepancy exists solely on missing 

serial number/UII requires a dual inventory adjustment transaction. The storage activity 

will transmit a DLMS 947I Inventory Adjustment, Inventory Transaction Type Code DU 

(Inventory Adjustment Dual), Quantity or Status Adjustment Reason Code AM (Missing 

Unique Item Identifier (UII)/Serial Number) to add the serial number/UII in question to 

the existing records. The storage activity may add multiple missing serial number/UII 

using a single transaction. When the item was previously suspended, a dual inventory 

adjustment transaction will be required to cite the impacted serial number(s)/UII(s) to 

update the suspended item(s) from the suspended SCC to the appropriate SCC.

 C30.8.2.6.5.4. In response to a Physical Inventory Request, the 

storage activity will transmit to the owner a DLMS 947I Inventory Adjustment with zero 

quantity, Quantity or Status Adjustment Reason Code AA (Physical Count) by line item 

indicating the completion of the inventory. Inventory adjustment transactions with 

Quantity or Status Adjustment Reason Code AA and zero quantity must include all 

serial number/UII(s) associated to the NSN, Condition Code, and Owner from the initial 

request. The storage activity will send all gain, loss, or dual adjustment transactions 

prior to sending the final inventory adjustment transaction (Reason Code AA, zero 

quantity) containing all serial numbers/UIIs. The owner will process all inventory 

adjustments prior to processing the final inventory adjustment.

 C30.8.2.6.5.5. Owner/managers processing location reconciliation 

history transactions resulting from End-of Day processing or an owner initiated location 

reconciliation request where there is a mismatch on serial number/UII between the 

owner records and the transactions received from the storage activity. The history 

transactions will perpetuate the serial numbers/UIIs included in the original transactions.

 C30.8.2.6.5.6. After 30 days (90 days for OCONUS) without a 

positive confirmation of receipt, certain serially managed assets such as 

SA/LW(s) requires an investigation for potential lost or stolen assets. The DoD 

Component will follow the instructions documented in section C30.13. for 

reporting lost or stolen SA/LW. The shipping activity will also perform the 

necessary inventory adjustments to account for the loss/gain of materiel pending 

an investigation and report to the corresponding APSR as necessary.
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 C30.8.2.6.5.6.1. The shipping activity will initiate the 

investigation and perform an inventory adjustment using Quantity or Status 

Reason Code WS, Suspected Lost or Stolen, to record the loss of the missing 

asset pending an investigation. 

 C30.8.2.6.5.6.2. When the materiel is found, the shipping 

activity will perform an inventory adjustment using Quantity or Status Reason 

Code WR, Found/Recovered, to report the gain of the asset(s) resulting from the 

investigation.

 C30.8.2.7. Location Survey

 C30.8.2.7.1. Chapter 6 contains the procedures for location surveys. 

Location survey requires a physical verification, other than actual count, between assets 

and recorded location data to ensure that all assets have their locations accurately 

recorded. 

 C30.8.2.7.2. Serially managed items requiring owner visibility may be in 

individual storage locations within the storage activity. The storage activity may, for 

items of this nature, include the serial number/UII verification as part of the location 

survey. When the storage activity identifies a discrepancy during the location survey 

program (Type I or Type II error (see subparagraphs C6.8.1.2.1. and C6.8.1.2.2.)), the 

storage activity will conduct prompt research and assess the need for a special 

inventory Physical Inventory Request Transaction with Type of Physical 

Inventory/Transaction History Code K). 

 C30.8.2.8. End-of-Day Reconciliation. Storage activities and materiel owners 

will perform End-of-Day (EOD) reconciliation in accordance with Chapter 6 C6.2.6. End 

of the Day Processing. In addition storage activities and owners will reconcile all 

associated serial numbers/UII to ensure proper accountability of serially-managed 

items. For mismatches between system records, the owner, in collaboration with the 

storage activity, will take the necessary steps to ensure proper research and resolution. 

It is the responsibility of the owner to submit any necessary updates as applicable to the 

IUID Registry.

C30.9. RETAIL SUPPLY AND TRANSPORTATION INTERCHANGE. (See Volume 3, 

Chapter 2). The transportation office will perpetuate the serial numbers/UIIs (when 

available with the associated transportation control number (TCN) in the materiel 

release confirmation (Distribution Code 111). This data content will be used by the 

supply activity to perpetuate this information to the shipment status.

C30.10. MATERIEL RETURNS, REDISTRIBUTION OF ASSETS, DIRECTED 

DISCREPANT/DEFICIENT MATERIEL RETURNS, AND RETROGRADE RETURNS

C30.10.1. Materiel return, redistribution of assets, directed discrepant/deficient 

materiel returns, and retrograde procedures are contained in Chapter 11. The following 

paragraphs identify the additional requirements for total visibility items. 
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C30.10.2. Activities shipping returns of any kind or responding to redistribution 

orders will include the serial number/UII in the shipment status materiel return 

transaction.

C30.10.3. Storage activities receiving returns or redistributed items will include the 

serial numbers/UIIs in the receipt transaction. Missing serial number(s) and 

mismatches on serial number/UII will be considered discrepancies. Refer to the SDR 

processing section in this chapter. 

C30.11. REINTRODUCTION OF UNIQUE ITEM IDENTIFIER ITEM PREVIOUSLY 

SHIPPED OUTSIDE THE CONTROL OF THE DEPARTMENT OF DEFENSE. When 

an item previously shipped outside DoD control is reintroduced to DoD control, the 

receiving activity will report the receipt, including serial number/UII, to the owner. If the 

UII is available on the receipt transaction, the owner will update the IUID registry using 

IUID registry procedures.

C30.12. DOD STOCK READINESS PROGRAM. 

C30.12.1. Under the Stock Readiness program, the Department of Defense 

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

condition and serviceability, and the scheduling, controlling, and reporting of packaging 

and other cost reimbursable actions supporting care of supplies in storage (COSIS). 

For serially managed materiel the storage activity will report storage quality issues 

requiring COSIS work to the materiel owner via the storage quality control report 

(SQCR), including the serial numbers/UIIs, for approval in accordance with DoD 

Component "Stock Readiness" Policy.

C30.12.2. Missing serial number. Serially managed items requiring owner visibility 

that are located in storage without a serial number will stop the equipment in the supply 

chain until a serial number is identified and the materiel is marked. If the 

remarking/relabeling exceeds the dollar threshold for pre-authorized corrective action or 

the storage activity cannot identify the serial number using inventory records and other 

available information, the storage activity will suspend the item in SCC J and prepare an 

SQCR. Cite the applicable discrepancy code and provide clarifying remarks with 

descriptive information for the item. The materiel owner is responsible for determining 

the appropriate serial number and providing disposition for marking the item 

C30.12.3. Duplicate human readable serial number. A human readable serial 

number is a combination of alpha-numeric characters, forward slashes and 

dashes that in combination with the item NSN and manufacturer CAGE code, 

helps uniquely identify a serially managed item. However, a human serial number 

alone is only unique to the manufacturer and not to the DoD. A duplicate human 

serial number refers to two or more items where the NSN, serial number, UII 

(when available), and manufacturer CAGE code are the same. Therefore, two 

identical items with the same human readable serial number may not necessarily 

be a duplicate. DoD Components will report discrepancies at time of receipt 

using the SDR; storage quality control report (SQCR) for materiel in storage.
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 C30.12.3.1. When a potential duplicate human readable serial number 

exists, the materiel owner is responsible for resolving any discrepancies 

pertaining the human readable serial number and/or missing data plates as well 

as providing the corresponding information to the storage activity for proper 

marking. The DoD Component will suspend any movement of the materiel 

pending resolution. Upon confirmation of the duplicate human serial number, the 

materiel owner may issue a modified human serial number using selected alpha 

suffix to maintain a historical cross-reference. The Component will permanently 

inscribe the modified human serial number into the item as required. Temporary 

tags are authorized for Items destined for disposal or maintenance.

 C30.13.5.2. Under new procurement, a duplicate human readable serial 

number will result in contractor non-compliance. DoD Components are 

responsible for reporting the discrepancy via SDR and coordinate with the 

manufacturer for resolution of the duplicate human readable serial number(s).

C30.13. Additional Instructions under the DoD Small Arms/Light Weapons 

(SA/LW) Program

C30.13.1. Law Enforcement Inquiries. Within 72 hours, the Army is

responsible for providing the initial response to law enforcement. The initial 

response will include the identification of the last known owner or custodial 

activity (to include contact information) for a given serialized weapon identified 

as DoD property. The Army may also be contacted by other authorized entities 

inquiring about a particular small arm/light weapon. In response, the Army will 

provide the last known owner to the inquirer. The last known owner will 

collaborate with law enforcement and other authorized entities to provide any 

additional information requested in a timely matter. In compliance with NARA, 

the Army must maintain records of all inquiries. 

C30.13.2. Non-Compliant characters in the serial number 

 C30.13.2.1. All serialized items to include SA/LW must follow DoD 

guidance for serial numbers. DoD Components will ensure that any new 

procurement contracts/acquisitions follow the DoD guidance on human readable 

serial numbers. DoD Component will need to remark legacy non-compliant serial 

numbers prior to any inter-component shipment. DoD Components are not 

required to remark SA/LWs prior to turn-in materiel to DLA Disposition Service 

Field Office Anniston, Alabama for disposal. The tracking of serially managed 

SA/LWs ends upon positive receipt of the turn-in. When a Component acquires a 

SA/LW through the DLA Disposition Services Reutilization Program, the 

Component will resume the serialization tracking of the SA/LW and will ensure 

the serial number follows current DoD serial number guidance. 

 C30.13.2.2. The DoD Components will assign a new serial number to 

foreign weapons containing unidentifiable characters in the original serial 

number (non-English alpha characters/non-Arabic numerals). All new serial 
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numbers must follow DoD guidance as stated in section C30.4.4. Upon 

assignment, the DoD Component will permanently inscribe the newly assigned 

serial number on the weapon, except for those with historical artifact value or 

weapons turn-in to DLA Disposition Services for disposal. When permanent 

inscription is not possible, the DoD Component will securely tag the SA/LW. DoD 

Components will maintain records of the original serial number for a historical 

cross-reference of the weapon. 

C30.13.3. Assignment of Management Control Numbers (MCN)

 C30.13.3.1. The MCN is a control number assigned by the Army to enable 

the movement of SA/LW without a valid NSN. The intent of the MCN is to be 

temporary, pending the assignment of a cataloged NSN. Once a SA/LW qualifies 

for a cataloged NSN, DoD Components will transition from the MCN to NSN within 

90 days. The MCN will remain part of the SA/LW identification pending 

assignment of a valid NSN. DoD Components will not use the MCN to circumvent 

or avoid the cataloging process. All DoD Components are responsible for catalog 

qualifying items as described in DoDM 4100.39, Federal Logistics Information 

System, and Stock Numbering Criteria. MCNs for heritage assets, as defined in 

DoDI 5000.64 “Accountability and Management of DoD Equipment and Other 

Accountable Property”, are exempt from the 90 days to transition to NSN. 

 C30.13.3.2. DoD Components will request a new MCN from the Army when 

a cataloged NSN is not available. The Army is the authoritative source for MCNs. 

To ensure no duplicate MCNs, the Components must provide a detail description 

of the weapon to include, but not limited to, make, model, caliber, manufacturer, 

manufacturer commercial and government entity (CAGE) code, and/or 

nomenclature, unit price, and supporting documentation. Examples of 

acceptable supporting documentation includes procurement documents, bills of 

sale, photograph of the weapon’s data plate, and technical drawings. Army 

publication DA 708-1 provides additional guidance pertaining to the assignment 

of MCNs. 

C30.13.4. Reporting Potential Lost or Stolen SA/LW. Each Component must 

establish proper procedures to ensure reporting of lost, stolen, unaccounted, 

and/or recovered SA/LW under the provisions of DoDM 5100.76, “Physical 

Security of Sensitive Conventional Arms, Ammunition, and Explosives”. DoD 

Components are responsible for reporting lost, damaged, or destroyed SA/LW in 

accordance with DoD 7000.14-R Volume 12, Chapter 17 Financial Liability for 

Government Property Lost, Damaged, Destroyed, Or Stolen. 

PROPERTY LOST, DAMAGED, DESTROYED, OR STOLEN. The DoD Component 

will ensure the capture of all necessary details and the resolution of the 

investigation as evidential matter. 

C30.13.5. Duplicate Serialization Data. A human readable serial number is a 

combination of alpha-numeric characters, forward slashes, and dashes that in 
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Change 15 

C30-22 CHAPTER 30

combination with other data elements, helps uniquely identify a serially managed 

item. However, a human serial number alone is only unique to the manufacturer 

and not to the DoD. A duplicate serial number refers to two or more items where 

the NSN, serial number, UII (when available), and manufacturer CAGE code are 

the same. Two identical items with the same serial number may not necessarily 

be a duplicate. DoD Components will report discrepancies at time of receipt 

using the SDR; storage quality control report (SQCR) for materiel in storage. 

 C30.13.5.1. When a potential duplicate serial number exists, the DoD 

Component will contact the Army for assistance in the validation of the duplicate. 

The DoD Component will suspend any movement of the SA/LW pending 

resolution. Upon confirmation of the duplicate serial number, the Army will direct 

the DoD Component to issue a modified serial number using selected alpha suffix 

to maintain a historical cross-reference. The Component will permanently 

inscribe the modified serial number into the SA/LW. For a SA/LW that cannot be 

permanently inscribed due to its historical value, the Component will securely tag 

the SA/LW with the modified serial number.

 C30.13.5.2. Under new procurement, a duplicate human readable serial 

number will result in contractor non-compliance. DoD Components are 

responsible for coordinating with the manufacturer for resolution of the duplicate 

serial number(s). SDR procedures apply for duplicate human readable serial 

numbers in a new procurement shipment.

 C30.13.5.3. A legacy SA/LW with a duplicate serial number may be suffix 

when the CAGE code is unknown. 

 C30.13.6. Non-Standard Acquisitions. When DoD Components 

purchase/acquire SA/LWs from sources other than new procurement, it is the 

responsibility of the DoD Component to account for the SA/LW(s) in accordance 

to DLM 4000.25, Volume 2, Chapter 13, Materiel Receipt. Examples of nonstandard acquisitions includes but it is not limited to offline purchases, 

commercial acquisition outside of the DoD acquisition process, and turn-ins for 

disposal by private entities (i.e., Morale, Welfare, and Recreation, or any 

procurement outside of the DoD supply chain). SA/LW(s) acquired through nonstandard acquisition methods will require serialization and permanent marking. 

C30.13.7. Nonappropriated Funds Purchases. SA/LWs purchased with nonappropriated fund purchases or privately owned SA/LWs are exempt from 

serialization program requirements as these are under the control of civil 

authorities under the Gun Control Act of 1968. However, DoD Components will 

account for SA/LWs purchased with non-appropriated funds and/or privately 

owned once the property is turned over to the DoD Component for disposal. In 

the absence of NSN and/or serial number, the DoD Component will assign a new 

serial number and follow the procedures to request a MCN from the Army. 

C30.13.8. Shipments Outside the Control of the Department of Defense. 
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Change 15 

C30-23 CHAPTER 30

 C30.13.8.1. DoD Components shipping weapons to entities outside of the 

DoD will retain all evidential matter pertaining to the shipment and have it readily 

accessible to respond to inquiries from law enforcement when requested. The 

shipping activity will need to obtain acknowledgement of receipt (electronic or 

offline) prior to closing in-transit status. 

 C30.13.8.2. When shipping SA/LWs to FMS and Grant Aid customers, DoD 

Components will release property accountability at time of shipment. The last 

DoD Component is responsible for retaining all evidential matter of the shipment 

and must be available to respond to inquiries pertaining the shipment. If the 

weapon is returned to the DoD supply chain, the Component will re-establish 

property accountability via the receipt process and update their respective APSR. 

C30.13.9. Loan of SA/LW(s). Loan of SA/LW may occur within the DoD or 

under the Law Enforcement Support Program. For the purpose of loans, the 

loaner is the entity or organization that owns the SA/LW while the loanee is the 

organization receiving the loan. The accountability of the SA/LW(s) remains with 

the DoD owning Component (Loaner) while the custodial accountability transfers 

to the authorized DoD organization or Law Enforcement Agency (loanee) until the 

SA/LW(s) returns to the loaner. 

 C30.13.9.1. DoDM 4140.01 Volume 11 and DoDM 4160.21. provides 

additional instructions regarding the accountability of assets while in loan. 

 C30.13.9.2. Loans of SA/LW are not authorized after property is officially 

declared excess and transferred to DLA Disposition Services as stated in DoD 

4160.21.

C30.13.10. Shipment of Partial Weapons to DLA Disposition Services Small 

Arms Anniston, Alabama. DoD Components will follow procedures for the 

shipment of partial weapons as described under DLM 4000.25 Volume 2, Chapter 

16 Disposition Services.

C30.13.11. New/re-engineered weapons. The JSALWCG chairperson will 

determine the reportability of new/re-engineered weapons when the SA/LW 

classification is unknown. The chairperson will then notify the results to the DoD 

Components. If no determination can be reached, the chairperson will reach out 

to the JSA/LWCG for further consideration. 

C30.13.12. JSA/LWCG. JSA/LWCG responsibilities are as set forth in DoDM 

4140.01, “DoD Supply Chain Materiel Management Regulation”.
DLM 4000.25-2, June 13, 2012

AP1-i APPENDIX 1

AP1. APPENDIX AP1

FORMS INDEX

APPENDIX

FORM

NUMBER TITLE

AP1.1 DD Form 2338-1 Inventory Control Effectiveness Report (Ammunition)

AP1.2 DD Form 2338-2 Inventory Control Effectiveness Report (General 

Supplies)
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Change 13

AP1.1-1 APPENDIX 1.1

AP1.1. APPENDIX 1.1

INVENTORY CONTROL EFFECTIVENESS REPORT 

(AMMUNITION) DD FORM 2338-1
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Change 13

AP1.1-2 APPENDIX 1.1
DLM 4000.25, Volume 2, Nov 26, 2019

Change 13

AP1.2-1 APPENDIX 1.2

AP1.2. APPENDIX 1.2

INVENTORY CONTROL EFFECTIVENESS REPORT 

(GENERAL SUPPLIES) DD FORM 2338-2
DLM 4000.25, Volume 2, Nov 26, 2019

Change 13

AP1.2-2 APPENDIX 1.2
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2-i APPENDIX 2

AP2. APPENDIX 2

CODES INDEX

APPENDIX TITLE

AP2 Index

AP2.1 Document Identifier Codes

AP2.2 Type of Physical Inventory/Transaction History Codes

AP2.3 Ownership Codes

AP2.4 Purpose Codes

AP2.5 Federal Condition Codes

AP2.6 Management Codes

AP2.7 Correction/Change Codes for Storage Item Records

AP2.8 Reject Advice Codes

AP2.9 Asset Status Reporting Codes

AP2.10 Asset Transfer Status Codes

AP2.11 Special Program Requirement Status Codes

AP2.12 Small Arms and Light Weapons Transaction Codes

AP2.13 Small Arms and Light Weapons Error Transaction Reject Codes

AP2.14 Type of Media Codes

AP2.15 Inventory Adjustment - Physical Inventory Error Classification Codes

AP2.16 Inventory Adjustment - Accounting Error Classification Codes

AP2.17 Discrepancy Indicator Codes

AP2.18 Type Inspection Codes

AP2.19 Review Period Indicator Codes

AP2.20 Competitive Characteristics Codes

AP2.21 Type of Contractor Codes

AP2.22 Type Due-In Indicator

AP2.23 Type Location Reconciliation Request

AP2.24 Other Codes
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.1-1 APPENDIX 2.1

AP2.1. APPENDIX 2.1 

DOCUMENT IDENTIFIER CODES

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric 

EXPLANATION: Identifies:

(1) Actions as forming a part of the inventory 

accountability system. 

(2) The type of document and the effect a transaction 

has upon inventory control records.

(3) The specific relation of various inventory 

transactions to appropriation fund and stock fund 

financial statements. 

RECORD POSITIONS: 1-3 

A table showing the correlation of MILSTRAP legacy document Identifier Code (DIC) 

functionality to the Defense Logistics Management Standards (DLMS) is available from 

the Defense Logistics Management Standards Website. This table provides visibility of 

how MILSTRAP DIC functionality is incorporated in DLMS American National Standards 

Institute (ANSI) Accredited Standards Committee (ASC) X12 transactions.

AP2.1.1. Under MILSTRAP legacy 80 record position transacttions, the DIC provides a 

means of identifying a given product (e.g., receipt, issue, demand, inventory adjustment, 

etc.) to the logistics system and processing operation(s) to which it pertains and further 

identifies such data as to the intended purpose, usage, and operation dictated. The DIC

enables automatic data processing equipment to select the appropriate program(s) and 

to mechanically perform operations dictated by the code, and provides a corresponding 

function for manual processing. 

AP2.1.2. The DIC is a mandatory entry on all legacy 80 record position documents 

entering and leaving the supply distribution systems under MILSTRAP. Each 

transaction, therefore, will be identified by an appropriate code. The assignment of the 

first character of the code is a responsibility of DoD.

AP2.1.3. The following rationale is applicable to DICs pertaining to MILSTRAP 

distribution system(s): 

AP2.1.3.1. The first record position will always be an alpha.
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Change 13

AP2.1-2 APPENDIX 2.1

AP2.3.1.1. Alpha D identifies transactions relating to inventory accountability 

system(s) irrespective of Component or systems within a Component.

AP2.3.1.2. Alpha E, in lieu of D, identifies MILSTRAP simulated mobilization 

exercise transactions which will not automatically affect materiel asset records or physical 

movement of materiel. Components responsible for initiating exercises must ensure 

complete coordination with all DoD Components involved. The following series of codes 

applicable for MILSTRAP, MILSBILLS, and MILSTRIP are permanently reserved for 

simulated mobilization exercise purposes only (MILSTAMP had the ‘R series’, but 

MILSTAMP has been incorporated into the Defense Transportation Regulation):

MILSTRAP – E Series

MILSBILLS – H Series

MILSTRIP – U Series

AP2.3.1.3. Alphas B and X identify transactions relating to inventory control 

system(s) within Components. Each Component may develop and assign these codes, 

but they will be confined to intra-Component use only. 

AP2.3.1.4. Alpha C identifies transactions relating to the DLA inventory control 

system which are confined to intra-DLA use only.

AP2.3.1.5. Alphas Y and Z are authorized for Component assignment to identify 

transactions need for internal depot, source of supply, or base operations when they 

cannot be identified directly to the preceding paragraph AP2.3.1.1, AP2.3.1.2, 

AP2.3.1.3, or AP2.3.1.4, and when they are not universal in scope and application. 

Transactions containing Y and Z in the first record position may never appear on any 

documents passed beyond the confines of a base, depot, ICP, or equivalent. 

AP2.1.3.2. The second record position may be either alpha or numeric. A numeric 

entry denotes a transaction which affects an on hand balance and shows the general 

nature of the transaction. An even number denotes a receipt or debit; an odd number 

denotes an issue or credit. An alpha entry, excluding DIC DAC, DAD, or DAS, denotes 

a transaction which does not affect the overall or total on hand balance.

AP2.1.3.3. The third record position may be either alpha or numeric.

AP2.1.4. D series DICs are listed on the following pages. Unassigned codes in the D 

series are reserved for future assignment by DoD.
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Change 13

AP2.1-3 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D4G Materiel Receipt - Procurement 

Instrument Source (Destructive

Test/Evaluation)

Return to inventory of unused items 

originally issued to a commercial activity for 

destructive test/evaluation.

D4H Materiel Receipt - Procurement

Instrument Source (Furnished 

Materiel for Consumption)

Return to inventory of Government-owned

materiel previously furnished to a 

commercial activity to be consumed or 

expended during the manufacturing or 

maintenance process but not so consumed 

or expended. Excludes return of materiel 

furnished for incorporation in the 

deliverable item but not so incorporated.

D4L Materiel Receipt - Procurement 

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 

Non-Destructive Test/ Evaluation)

Return to inventory of items previously 

issued to a commercial activity for repair or 

nondestructive test/evaluation.

D4N Materiel Receipt - Procurement 

Instrument Source (Loan)

Return to inventory from authorized 

commercial activity of materiel on loan. 

Includes return of Government-owned 

equipment furnished to a commercial 

activity for use in performing a contract.

D4S Materiel Receipt -Procurement 

Instrument Source (Commercial)

To inventory as a result of purchase from 

commercial sources.

D4U Materiel Receipt - Procurement 

Instrument Source (DoD Activity)

From procurement instrument source to 

inventory as a result of purchase from 

another DoD activity, including purchases 

from Government production facilities 

where procurement funds are charged.
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Change 13

AP2.1-4 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D4V Materiel Receipt -Procurement 

Instrument Source (Non-DoD 

Activity)

From procurement instrument source to 

inventory as a result of purchase from a 

non-DoD activity, including purchase from 

Government production facilities where 

procurement funds are charged.

D4X Materiel Receipt -Procurement 

Instrument Source 

(Decapitalization) 

From losing inventory manager (LIM) to 

gaining inventory manager (GIM) as 

notification of receipt of an item 

decapitalized. Indicates to GIM: 

(a) that due-in and financial records of 

loser have been updated, and 

(b) that memorandum due-in is to be 

updated.

D4Z Materiel Receipt - Procurement 

Instrument Source (Other)

To inventory when a specific DIC is not 

known. (Assignor of this code will maintain 

intelligence pertaining to its use and, as 

required, will furnish these data.)

D6A Materiel Receipt - Other Than 

Procurement Instrument Source 

(Own Service/Agency)

Returns from own Component users into 

inventory. Excludes receipts of end items 

from repair activity

D6B Materiel Receipt - Other Than 

Procurement Instrument Source 

(DoD Activities) 

Returns from other DoD activity users into 

inventory. Excludes receipts of end items 

from repair activity.

D6C Materiel Receipt - Other Than 

Procurement Instrument Source 

(Non-DoD Activities) 

Returns from non-DoD activity users into 

inventory. Excludes receipts of end items 

from repair activity.

D6D Materiel Receipt - Other Than 

Procurement Instrument Source 

(Grant Aid)

Returns from Grant Aid users into 

inventory.

D6E Materiel Receipt - Other Than 

Procurement Instrument Source 

(FMS)

Returns from foreign military sales (FMS) 

users into inventory.

D6G Materiel Receipt - Other Than 

Procurement Instrument Source 

(Destructive Test/ Evaluation)

Return to inventory of unused items 

originally issued to a Government activity 

for destructive test/ evaluation.
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Change 13

AP2.1-5 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D6H Materiel Receipt - Other Than 

Procurement Instrument Source 

(Government-Furnished Materiel 

for Consumption)

Return to inventory of materiel previously

furnished to a Government activity for

consumption during the manufacturing or

maintenance process but not so consumed 

or expended. Excludes return of materiel 

furnished for incorporation in the 

deliverable item but not so incorporated.

D6J Materiel Receipt - Other Than 

Procurement Instrument Source 

(Reutilization and Marketing)

Returns from disposition services to 

inventory.

D6K Materiel Receipt - Other Than 

Procurement Instrument Source 

(Relocation)

Return to inventory of materiel relocated 

between storage activities without change 

in ownership. Excludes receipts of repaired 

items.

D6L Materiel Receipt - Other Than 

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 Government 

activity for assembly, disassembly, 

reclamation, components from 

disassembled or reclaimed conversion, or 

modification. Includes return of materiel 

furnished for incorporation in the 

deliverable item but not so incorporated. 

Excludes return of repaired or 

tested/evaluated items and of materiel

expected to have been consumed or 

expended during the manufacture or 

maintenance process. 

D6M Materiel Receipt - Other Than 

Procurement Instrument Source 

(Repair/ or NondestructiveTest/Evalutaion)

Return to inventory of repaired or 

tested/evaluated items previously issued to 

a government activity for repair or 

nondestructive test/evaluation.

D6N Materiel Receipt - Other Than 

Procurement Instrument Source 

(Loan) 

Return to inventory of materiel on loan from 

authorized non-commercial recipient. 

Includes return of Government-owned 

equipment furnished to a non-commercial 

activity for use in performing a contract.

D6Q Materiel Receipt - Other Than 

Procurement Instrument Source 

(Removal Items) 

Returns into inventory of designated 

principal item/weapon system.
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Change 13

AP2.1-6 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D6R Materiel Receipt - Other Than 

Procurement Instrument Source 

(Exchange Item)

Exchanges of Component designated items 

into inventory, when a like item is issued on 

an exchange basis.

D6T Materiel Receipt - Other Than 

Procurement Instrument Source 

(Own Service/Agency)

Into inventory as a result of requisitioning 

from own Component.

D6U Materiel Receipt - Other Than 

Procurement Instrument Source 

(DoD Activity)

Into inventory as a result of requisitioning 

from another DoD activity.

D6V Materiel Receipt - Other Than 

Procurement Instrument Source 

(Non-DoD Activity) 

Into inventory as a result of requisitioning 

from a non-DoD activity. 

D6X Materiel Receipt - Other Than 

Procurement Instrument Source 

(Decapitalization)

From LIM to GIM as notification of receipt 

of an item decapitalized. Indicates to GIM:

(a) that due-in and financial records of loser 

have been updated and

(b) that memorandum due-in is to be 

updated.

D6Z Materiel Receipt - Other Than 

Procurement Instrument Source 

(Other)

Into inventory when a specific DIC is not 

known. (Assignor of this code will maintain 

detailed intelligence pertaining to its use 

and, as required, will furnish these data).

D7A Issue (Own Service/Agency) Issue to own Component from inventory or 

by direct delivery from vendor. Excludes 

issues of end items to be repaired.

D7B Issue (DoD Activities) Issue to other DoD activities from inventory 

or by direct delivery from vendor. Excludes 

issues of end items to be repaired.

D7C Issue (Non-DoD Activities) Issue to non-DoD activities from inventory 

or by direct delivery from vendor. Excludes 

issues of end items to be repaired.

D7D Issue (Grant Aid) Issue to security assistance (SA) program 

(grant aid) from inventory or by direct 

delivery from vendor.

D7E Issue (Foreign Military Sales) Issue to SA program (FMS) from inventory 

or by direct delivery from vendor.

D7G Issue (Destructive 

Test/Evaluation)

Issue from inventory for destructive test/ 

evaluation when the item is not expected to 

be returned.
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Change 13

AP2.1-7 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D7H Issue (Furnished Materiel for 

Consumption)

Issue of materiel furnished by the owner to 

be consumed or expended in the 

manufacturing or maintenance process. 

Includes issues from inventory or by direct 

delivery from a vendor. Excludes materiel 

furnished for incorporation in the 

deliverable item.

D7J Issue (Reutilization and 

Marketing)

Issue to disposition services from inventory.

D7K Issue (Relocation) Issue for relocation between storage

activities without change in ownership. 

Excludes issues of items for repair or

test/evaluation.

D7L Issue (Assembly/Disassembly/ 

Reclamation/Conversion/

Modification)

Issue of components for assembly or items 

for disassembly, reclamation, conversion, 

or modification furnished by the owner from 

inventory or by direct delivery from vendor. 

Includes materiel furnished for 

incorporation in a deliverable item. 

Excludes issue of materiel furnished to be 

consumed or expended during the 

manufacture or maintenance process.

D7M Issue (Repair or Nondestructive 

Test/Evaluation)

Issue from inventory for repair or 

nondestructive test/evaluation and 

expected return of the same item.

D7N Issue (Loan) Issue from inventory for loan to authorized 

recipients. Includes Government-owned 

equipment furnished for use in performing a 

contract.

D7P Issue (Returned Purchases) Issue of returned purchases from inventory 

to suppliers for credit or reimbursements.

D7Q Issue (Designated Items) Issue of designated items from inventory, 

for installation on a principal item/weapon 

system. 

D7R Issue (Exchange Items) Issue of Component designated items from 

inventory, when a like item is returned on 

an exchange basis.
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Change 13

AP2.1-8 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D7Z Issue (Other) Issue from inventory, when a specific DIC is 

not otherwise provided. (Assignor of this 

code will maintain detailed intelligence 

pertaining to its use and, as required, will 

furnish these data.)

D8A Inventory Adjustment - Increase 

(Physical Inventory)

Gain disclosed as a result of physical count 

of stock, single adjustment.

D8B Inventory Adjustment - Increase 

(Accounting Error)

Gain resulting from clerical or automated 

information system errors which are not 

subject to correction by reversal of original 

transaction, single adjustment.

D8C Inventory Adjustment - Increase 

(Condition) 

Gain resulting from condition transfer, 

single adjustment.

D8D Inventory Adjustment - Increase 

(Purpose)

Gain resulting from purpose transfer, single 

adjustment.

D8E Inventory Adjustment - Increase 

(Logistics Transfer)

Gain of item management responsibility as 

a result of logistics transfer, single 

adjustment.

D8F Inventory Adjustment - Increase 

(Capitalization)

Gain to a stock fund or stock fund division 

at time of activation or subsequent 

extension/ expansion, as result of 

capitalization, single adjustment.

D8J Inventory Adjustment - Increase 

(Reidentification)

Gain resulting from inspection of an item in 

stock which has been misidentified, single 

adjustment.

D8K Inventory Adjustment - Increase 

(Catalog Changes)

Gain resulting from stock number and/or 

unit of issue changes, single adjustment. 

Excludes change of unit price only.

D8S Inventory Adjustment - Increase 

(Ownership) 

Gain resulting from ownership transfer by 

the SMCA, single adjustment. Use is 

restricted to users of the conventional 

ammunition system.

D8Z Inventory Adjustment - Increase 

(Other) 

Gains for which a specific DIC is not 

otherwise provided, single adjustment. 

(Assignor of code will maintain detailed 

intelligence pertaining to its use and, as 

required, will furnish these data.)

D9A Inventory Adjustment - Decrease 

(Physical Inventory) 

Loss disclosed as a result of physical count 

of stock, single adjustment.
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Change 13

AP2.1-9 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

D9B Inventory Adjustment - Decrease 

(Accounting Error) 

Loss resulting from clerical or automated 

information system errors which are not 

subject to correction by reversal of original 

transaction, single adjustment.

D9C Inventory Adjustment - Decrease 

(Condition) 

Loss resulting from condition transfer, 

single adjustment.

D9D Inventory Adjustment - Decrease 

(Purpose) 

Loss resulting from transfer action for a 

specific purpose, single adjustment.

D9E Inventory Adjustment - Decrease 

(Logistic Transfer) 

Loss of item management responsibility, 

logistic transfer, single adjustment.

D9F Inventory Adjustment - Decrease 

(Decapitalization)

Loss from a stock fund or stock fund 

division at time of deactivation or 

contraction as a result of decapitalization, 

single adjustment.

D9G Inventory Adjustment - Decrease 

(Survey Process) 

Loss from shrinkage, theft contamination, 

deterioration, and/or expired shelf life, 

single adjustment.

D9H Inventory Adjustment - Decrease 

(Disaster) 

Loss from major disasters, fire loss, enemy 

action, act of God, etc., single adjustment.

D9J Inventory Adjustment -Decrease 

(Reidentification)

Loss resulting from inspection of an item in 

stock which has been erroneously 

identified, single adjustment.

D9K Inventory Adjustment - Decrease 

(Catalog Change)

Loss resulting from stock number and/or 

unit of issue changes, single adjustment. 

Excludes change of unit price only.

D9S Inventory Adjustment - Decrease 

(Ownership) 

Loss resulting from ownership transfer by 

the single manager for conventional 

ammunition (SMCA), single adjustment. 

Use is restricted to users of the 

conventional ammunition system.

D9Z Inventory Adjustment - Decrease 

(Other) 

Losses for which a specific DIC is not 

otherwise provided, single adjustment. 

(Assignor of code will maintain detailed 

intelligence pertaining to its use and, as 

required, will furnish these data.)
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Change 13

AP2.1-10 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DA1 Single Managed Conventional 

Ammunition Unfreeze Action

From the SMCA to advise owning Service 

ICP of action taken to unfreeze a quantity 

on a specific depot for a given NSN/part 

number, ownership/purpose code, and 

supply condition code.

DA2 Single Managed Conventional 

Ammunition Freeze Action

From the SMCA to advise owning Service 

ICP of action taken to freeze a quantity on 

a specific depot for a given NSN/part 

number, ownership/purpose code, and 

supply condition code.

DAC Inventory Adjustment - Dual 

(Condition Transfer) 

Dual adjustment (increase and decrease) 

resulting from condition transfer.

DAD Inventory Adjustment - Dual 

(Purpose Transfer)

Dual adjustment (increase and decrease) 

resulting from purpose transfer.

DAS Inventory Adjustment - Dual 

(Ownership Transfer)

Dual adjustment (increase and decrease) 

resulting from ownership transfer by the 

SMCA. Use is restricted to internal 

processing within the SMCA distribution 

system. 

DB_ Financial Adjustment (Gain) For use as prescribed by Components.

DC_ Financial Adjustment (Loss) For use as prescribed by Components.

DD_ Due-In - Procurement Instrument 

Source

Used to report establishment or 

cancellation of due-in (from procurement 

instrument source). The third digit code in 

this series corresponds to the third digit 

code provided in the D4 series.

DDX Memorandum Due-In -

Procurement Instrument Source

Notification from the LIM to the GIM of duein (from procurement source) involved in an 

LR.

DEE Logistic Transfer Logistic transfer from LIM to GIM. Transfer 

of onhand balances from appropriation 

accounts other than stock fund of the loser.

DEF Decapitalization Decapitalization from LIM to GIM. Transfer 

of onhand balances from stock fund 

accounts of the loser.
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Change 13

AP2.1-11 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DF_ Due-In - Other Than Procurement 

Instrument Source

Used to report establishment or 

cancellation of dues-in (from other than 

procurement instrument source). The third 

digit code in this series corresponds to the 

third digit code provided in the D6 series.

DFX Memorandum Due-In - Other 

Than Procurement Instrument 

Source

Notification from the LIM to the GIM of duein (from other than procurement source) 

involved in an LR.

DG_ Backorder Used to report establishment or 

cancellation/ reversal of a backorder. The 

third digit code in this series corresponds to 

the third digit code provided in the D7 

series.

DHA Demand Used to report establishment or 

cancellation of demand transactions to 

ICPs.

DJA Physical Inventory Request From owner/manager to initiate, follow up 

on, or cancel a physical inventory. From 

storage activity to initiate or cancel a 

physical inventory, advise of no record 

(stock or part number) and to respond to a 

follow-up.

DLA Logistics Transfer/ 

Decapitalization Follow-Up 

Logistics transfer/decapitalization follow-up 

from GIM to LIM to request asset data 

pertaining to transferred items.

DLB Reply to Logistics Transfer/ 

Decapitalization Follow-Up 

Reply from LIM to GIM as a result of a 

logistics transfer/decapitalization follow-up 

to advise of status items.

DLC Logistics Reassignment 

Delinquent Due-In Follow-Up

Logistics reassignment follow-up from the 

GIM to the LIM to request status on items 

due-in at the time of reassignment to the 

GIM. 

DLD Logistics Reassignment 

Delinquent Due-In Response

Reply from the LIM to a GIM logistics 

reassignment delinquent due-in follow-up to 

advise the status of items. Also used by 

the LIM to provide the GIM revised due-in 

estimated delivery dates as changes occur.

DLE Logistics Reassignment Due-In 

Reconciliation Request

Used from the GIM to the LIM to request 

reconciliation of dues-in.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.1-12 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DLF Logistics Reassignment Due-In 

Reconciliation Response

Reply from the LIM to a GIM logistics 

reassignment due-in reconciliation request 

to reconcile the LIM and GIM due-in 

records. 

DLS Logistics Reassignment General 

Management Data

Management data provided to GIM by LIM 

for LR consumable items.

DLT Logistics Reassignment 

Backorder and Demand Data 

Management data provided to GIM by LIM 

or LR consumable items.

DLU Logistics Reassignment On-Hand 

Asset Data

Management data provided to GIM by LIM 

for LR consumable items.

DLV Logistics Reassignment Due-In 

Asset Data

Management data provided to GIM by LIM 

for LR consumable items.

DLW Logistics Reassignment Contract 

History Data

Management data provided to GIM by LIM 

for LR consumable items.

DLX Logistics Reassignment Technical 

and Quality Data 

Management data provided to GIM by LIM 

for LR consumable items.

DMA Recurring U.S. Other War Materiel 

Requirements Data

Used by the DoD Components to submit 

recurring U.S. OWMR data to the IMM. 

Used by the LIM to advise the GIM of 

recurring U.S. OWMR data involved in an 

LR.

DMB Nonrecurring U.S. Other War 

Materiel Requirements Data

Used by the DoD Components to submit 

nonrecurring U.S. OWMR data to the IMM. 

Used by the LIM to advise the GIM of 

nonrecurring U.S. OWMR data involved in 

an LR.

DMC Nonrecurring Allies Other War 

Materiel Requirements Data

Used by the DoD Components to submit 

nonrecurring Allies OWMR data to the IMM. 

Used by the LIM to advise the GIM of 

nonrecurring Allies OWMR data involved in 

an LR.

DMD War Materiel Requirements 

Forecasted Return Data

Used by the DoD Components to submit 

forecasted reparable item return data to the 

IMM. Used by the LIM to advise the GIM of 

forecasted reparable item return data
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.1-13 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DME War Materiel Requirements 

Visibility Data 

Used by the DoD Components to submit 

PWRMR and PWRMRP visibility data to the 

IMM. Used by the LIM to advise the GIM of 

PWRMR and PWRMRP visibility data 

involved in an LR.

DRA Materiel Receipt Acknowledgment From reporting activity to source of supply

to acknowledge materiel receipt.

DRB Materiel Receipt Acknowledgment 

Reply to Follow-Up

From reporting activity to source of supply

to acknowledge materiel receipt in reply to 

follow-up.

DRF Follow-Up For Delinquent Materiel 

Receipt Acknowledgment

From source of supply to reporting activity 

to follow up when materiel receipt has not 

been acknowledged on time.

DSA Small Arms and Light Weapons

Multi-Field Corrections

Used for correcting erroneous or invalid 

NSN, DoDAAC/UIC, or WSN on the 

Component Registry.

DSB Small Arms and Light Weapons

Mass Stock Number Change

Used to update the Component Registry for 

all weapon serial numbers and stock 

numbers with one transaction.

DSC Small Arms and Light Weapons

Correction

Used for correcting rejected transaction or 

missing reconciliation transaction on the 

Component Registry.

DSD Small Arms and Light Weapons

Receipt/Issue Follow-Up

Used for follow up by the Component 

Registries to confirm serial number of 

weapon(s) shipped for which no receipt 

was confirmed or weapon(s) received for 

which no shipment was reported.

DSF Small Arms and Light Weapons

Reconciliation/Reject Follow-Up

Used to notify a unit/activity that rejected 

transaction or reconciliation transaction has 

not been received.

DSM Weapon Serial Number Control Used for registration and reporting of small 

arms and light weapons between 

Component Registries and between the 

Component Registry and the DoD Registry.

DSR Small Arms and Light Weapons

Reconciliation/Reject 

Used for annual reconciliation between all 

units/activities having possession or 

accountability of small arms and light 

weapons and the Component Registry. 

Used to reject invalid/incomplete 

transactions.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.1-14 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DU_ Pre-Positioned Materiel Receipt 

(Procurement Instrument Source)

Used by ICPs to provide storage activities 

with advance notification of scheduled 

materiel receipts from a procurement 

instrument source. The third digit code in 

this series corresponds to the third digit 

code provided in the D4 series.

DW_ Pre-Positioned Materiel Receipt 

(Other Than Procurement 

Instrument Source)

Used by ICPs to provide storage activities 

with advance notification of scheduled 

materiel receipts from other than 

procurement instrument source. The third 

digit code in this series corresponds to the 

third digit code provided in the D6 series.

DWS Not assigned Reserved for Future DoD Assignment.

DXA Materiel Receipt Follow-Up 

(Procurement Instrument Source)

From ICP to storage activity for materiel 

receipt follow up (procurement instrument 

source).

DXB Materiel Receipt Follow-Up (Other 

Than Procurement Instrument 

Source)

From ICP to storage activity for materiel 

receipt follow up (other than procurement 

instrument source).

DXC Reply to Materiel Receipt Followup (Procurement Instrument 

Source)

Reply to materiel receipt follow-up from 

storage activity advising the ICP of 

nonreceipt of materiel from procurement 

instrument source.

DXD Reply to Materiel Receipt FollowUp (Other Than Procurement 

Instrument Source)

Reply to materiel receipt follow-up from 

storage activity advising the ICP of 

nonreceipt of materiel from other than 

procurement instrument source.

DYA Special Program Requirement 

Request

Request from forecasting activity to ICP to 

advise of expected future requirements. 

Excludes requests submitted for CLSSA 

requirements.

DYB Special Program Requirement 

Request (Exception Data)

Request with exception data from 

forecasting activity to ICP to advise of 

expected future requirements. Excludes 

requests submitted for CLSSA 

requirements.

DYC Special Program Requirement 

Cancellation 

Forecasting activity cancellation notice to 

ICP to request cancellation of a previously 

submitted request.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.1-15 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DYD Special Program Requirement 

Modifier

Forecasting activity modification request to 

ICP to request change of certain data in a 

previously submitted request.

DYG Special Program Requirement 

Substitute Item Acceptance

Acceptance of ICP offered substitute item 

from forecasting activity.

DYH Special Program Requirement 

Substitute Item Rejection 

Rejection of a substitute item by forecasting 

activity to ICP.

DYJ Special Program Requirement 

Follow-Up

Forecasting activity follow up to ICP to 

request response to a previously submitted 

request.

DYK Special Program Requirement 

Status

ICP status to forecasting activity in 

response to a request, follow-up, modifier, 

cancellation, or substitute item rejection.

DYL Special Program Requirement 

Request (Cooperative Logistics 

Supply Support Arrangement)

Forecasting activity request to ICP to 

advise of expected future CLSSA 

requirements.

DYM Special Program Requirement 

Request (Exception Data for 

Cooperative Logistics Supply 

Support Arrangement).

Forecasting activity request to ICP with 

exception data, to advise of expected future 

CLSSA requirements.

DZ9 Status Notification DAAS notification to the submitter that a 

MILSTRAP document was rerouted or the 

FSC changed.

DZA Asset Status Asset status information.

DZB Storage Item Data 

Correction/Change

From ICP to storage activity to change 

elements of data pertaining to an NSN.

DZC Logistics Reassignment Storage 

Information

From LIM to LIM storage activity to request 

transfer of quantities between ownership 

accounts on the storage activity records as 

a result of an LR.

DZD Logistics Reassignment Storage 

Information Reply

From LIM storage activity to LIM to advise 

of quantity transferred to the GIM as a 

result of an LR.

DZE Asset Status Reporting Request From ICP to Military Service designated 

central points to request reporting from 

bases, posts, camps and stations. (See 

Chapter 8.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.1-16 APPENDIX 2.1

CODE DOCUMENT TITLE EXPLANATION

DZF Asset Status Reporting (Base, 

Post, Camp and Station Level 

Use)

Asset status reporting from bases, posts, 

camps, and stations to ICP.

DZG Transaction Reject Used by the processing activity to reject to 

the submitting activity a transaction which 

could not be processed due to erroneous or 

missing data. Includes LR transactions, for 

which no valid due-in exists, received more 

than one year after the effective transfer 

date.

DZH Location Reconciliation Request From storage activity to the 

owning/managing ICP to reconcile storage 

activity and owner/manager records.

DZJ Transaction History/Custodial 

Balance Request

Transaction history/custodial balance 

request from ICP to storage activity.

DZK Transaction History Transmittal Transaction history transmittal from a 

storage activity in support of a depot 

scheduled physical inventory or in response 

to an ICP request for history.

DZM End of Day Transaction Count From storage activity to owner/manager too 

advise owner/manager of the number of 

balance affecting transactions that were 

forwarded during the daily course of 

business.

DZN Location Reconciliation 

Notification

From storage activity to owner/manager to 

advise of the number of DIC DZH Location 

Reconciliation Request transactions being 

forwarded, transmission date, and the 

medium. 

DZP Location Reconciliation History 

Notification

From storage activity to owner/manager to 

advise of the number of DIC DZK 

Transaction History Transmittal 

transactions being forwarded, the cutoff 

date, and the medium
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.2-1 APPENDIX 2.2

AP2.2. APPENDIX 2.2 

TYPE OF PHYSICAL INVENTORY/

TRANSACTION HISTORY CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric 

EXPLANATION: Used in physical Inventory/transaction history 

documents to identify the type of Inventory being 

conducted/requested, or to identify requests 

for/transmission of custodial balances/transaction 

history. 

RECORD POSITIONS: 7 

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“FC – Type of Physical Inventory or Transaction 

History Code”

CODE DEFINITION

A through B Reserved for future DoD assignment.

C Special Inventory, all supply condition codes (SCC). Initiated by the 

storage activity in support of inventory accuracy improvements initiative. 

D Special Inventory, all supply condition codes. Initiated by owner as a 

result of end of day processing imbalances.

E Spot Inventory due to denial (all SCCs). Initiated by the storage activity 

or owner as a result of denials.

F Reserved for future DoD assignment.

G Scheduled Inventory. Inventory to be conducted within a specified 

period of time according to an established plan on controlled items and 

all other items or categories designated by the DoD Component.

H Special Inventory, all SCCs. Initiated by owner when an Inventory is 

necessary and the date of last Inventory is less than 90 days.

I Scheduled Inventory. Initiated by owner based on owner’s inventory 

prioritization methodology.

J Special Inventory, all SCCs. Initiated by owner as a result of location 

reconciliation errors.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.2-2 APPENDIX 2.2

CODE DEFINITION

K Special Inventory, all SCCs. Initiated by storage activity as a result of 

location survey errors.

L Scheduled Inventory, specified SCCs. Initiated by owner for a random 

statistical sample Inventory.

M Special Inventory, SCCs. Initiated by storage activity as a result of 

onhand balance mismatches between the locator and property 

accountability records.

N Scheduled Inventory, specified SCCs. Initiated by storage activity for 

the annual statistical sample Inventory.

O Reserved for future DoD assignment.

P Scheduled Inventory, specified SCCs. Initiated by storage activity for a 

random statistical sample Inventory.

Q Reserved for future DoD assignment.

R Special inventory, specified SCC. Initiated by storage activity in an effort 

to resolve a customer report of discrepancy.

S Special inventory, specified SCC. Initiated by storage activity as part of 

receipt follow-up (intransit) resolution process.

T Special inventory, specified SCC. Initiated by storage activity as a result 

of a disposal release order directing ownership transfer to the Recycling 

Control Point.

U Special inventory, specified SCC. A location-level inventory initiated by 

storage activity for low asset visibility counts.

V Special inventory, specified SCC. Initiated by storage activity as a result 

of a location-level inventory adjustment or exceeding predetermined 

thresholds.

W Automatic submission of transaction history from storage activity to 

owner/ manager.

X Storage activity transaction history requested by owner/manager or 

transaction history response from storage activity to owner.

Y Annual (Total) Transaction History (optional for use to distinguish history 

associated with annual reconciliation from other transaction history) 

Z Special Inventory (specified SCC) systemically initiated by the storage 

activity for quantity mismatches within the storage activity’s 

management system between the quantity-by-location and the owner 

balances (i.e. Book-to-Book adjustments). 

0 through 7 Reserved for future DoD assignment. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.2-3 APPENDIX 2.2

CODE DEFINITION

81 Distribution depot/storage activity has no transaction for the stock or part 

number requested for the dates specified, but transactions are available 

since the date of last location reconciliation. For use with DLMS 

Supplement 846P when beginning segment Report Type Code 

(1/BIA02/20) is 'AD'. Used only with DLMS.

92 Distribution depot/storage activity has no transactions available for the 

dates specified or since the date of last reconciliation. For use with 

DLMS Supplement 846P when beginning segment Report Type Code 

(1/BIA02/20) is 'AD'. Used only with DLMS.

1 As an interim exception, DLA vendor storage activities do not use codes 8 or 9 under DLMS. DLA 

vendor storage activities 8-fill or 9-fill the document number field, until such time as they fully implement 

ADC 198.

2 Ibid .
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.3-1 APPENDIX 2.3

AP2.3. APPENDIX 2.3

OWNERSHIP CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric 

EXPLANATION: Provides a means of segmenting inventory balances, 

accounted for in inventory control records of a Military 

Service/DLA, but which are owned by others. Further 

segmentation of these stocks by purpose code is 

neither prescribed nor intended.

RECORD POSITIONS: 70 

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“A1 – Ownership Code”

CODE TITLE EXPLANATION

1 ARMY Stocks held on inventory control records 

of a non-Army item manager but owned 

by Army.

2 DEFENSE LOGISTICS AGENCY Stocks held on inventory control records 

of a non-DLA item manager but owned 

by DLA.

3 OTHERS Stocks held on inventory control records 

of a Service/Agency item manager but 

owned by an Agency outside of DoD.

4 MARINE CORPS Stocks held on inventory control records 

of a non-Marine Corps item manager 

but owned by Marine Corps.

5 NAVY Stocks held on inventory control records 

of a non-Navy item manager but owned 

by Navy.

6 AIR FORCE Stocks held on inventory control records 

of a non-Air Force item manager but 

owned by Air Force. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.3-2 APPENDIX 2.3

CODE TITLE EXPLANATION

7 OTHER DoD Stocks held on inventory control records 

of a Military Service/Defense Threat 

Reduction Agency (DTRA) DLA item 

manager but owned by a DoD Agency 

other than a Military Service/DTRA or 

DLA. 

8 Grant Aid Stocks held on inventory control records 

of a Service/Agency item manager but 

owned by grant aid.

9 OTHER ITEM MANAGER Stocks held on inventory control records 

of a Service/Agency item manager but 

owned by another item manager within 

that same Service/Agency.

0 SPECIAL OPERATIONS FORCES Stocks held on inventory control record 

of a non-Special Operations Forces item 

manager but owned by Special

Operations Forces
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.4-1 APPENDIX 2.4

AP2.4. APPENDIX 2.4

PURPOSE CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphabetic 

EXPLANATION: Provides the owner of materiel with a means of 

identifying the purpose or reason for which an 

inventory balance is reserved. Assigned and used 

only on an intra-Component basis by the Component 

owning the materiel. NOTE: Assigned purpose 

codes, and explanation for their use, are contained in 

the various regulatory procedures published by the 

Components.

1 

RECORD POSITIONS: 70 

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“99 – Purpose Code” 

1 In accordance with the approved change for Ownership Code 0 (Zero) to identify DoD Special 

Operations Forces ownership, DoD Component publications and procedures are to restrict alpha Purpose 

Code O from being assigned/used. This restriction is made to avoid confusion between use of alpha 

Purpose Code O and numeric Ownership Code 0, since ownership code and purpose code share a field 

under the constraints of the legacy 80-record position Defense Logistics Standard System (DLSS) 

transaction formats. (See AMCL 15.)
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.5-1 APPENDIX 2.5

AP2.5. APPENDIX 2.5 

SUPPLY CONDITION CODES 

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha 

EXPLANATION: Supply condition codes classify materiel in terms of 

readiness for issue and use or to identify action 

underway to change the status of materiel. When 

materiel is determined to be in excess of approved 

stock levels and/or no longer serviceable, Supply 

Condition Codes (SCC) A through H, Q, and S will be 

utilized to reflect materiel condition prior to turn-in to 

the DLA Disposition Services Field Office.

1 

DLMS is the authoritative source for the supply 

condition code

LEGACY RECORD POSITION: 71

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“83 – Supply Condition Code” 

CODE TITLE EXPLANATION 

A SERVICEABLE (ISSUABLE 

WITHOUT QUALIFICATION)

New, used, repaired, or reconditioned materiel which 

is serviceable and issuable to all customers without 

limitation or restriction. Includes materiel with more 

than 6 months shelf-life remaining.

B SERVICEABLE (ISSUABLE 

WITH QUALIFICATION)

New, used, repaired, or reconditioned materiel which 

is serviceable and issuable for its intended purpose 

but which is restricted from issue to specific units, 

activities, or geographical areas by reason of its 

limited usefulness or short service life expectancy. 

Includes materiel with 3 through 6 months shelf-life 

remaining. 

C SERVICEABLE (PRIORITY 

ISSUE) 

Items which are serviceable and issuable to selected 

customers, but which must be issued before SCCs A 

and B materiel to avoid loss as a usable asset. 

Includes materiel with less than 3 months shelf-life 

remaining.

1 Refer to the DoD 4140.27, “Shelf-Life Item Management Programl”, 31 August 2018 for serviceability 

timeframes associated with shelf-life items. SCCs J through P, R, and V, will not be used for materiel 

turn-ins to the DLA Disposition Services. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.5-2 APPENDIX 2.5

CODE TITLE EXPLANATION 

D SERVICEABLE (TEST/ 

MODIFICATION)

Serviceable materiel which requires test, alteration, 

modification, technical data marking, conversion, or 

disassembly. This does not include items which must 

be inspected or tested immediately prior to issue.

E UNSERVICEABLE (LIMITED 

RESTORATION)

Materiel which involves only limited expense or effort 

to restore to serviceable condition and which is 

accomplished in the storage activity where the stock 

is located. May be issued to support ammunition 

requisitions coded to indicate acceptability of usable 

SCC E stock.

F UNSERVICEABLE 

(REPARABLE) 

Economically reparable materiel which requires 

repair, overhaul, or reconditioning; includes reparable 

items which are radioactively contaminated.

G UNSERVICEABLE 

(INCOMPLETE) 

Materiel requiring additional parts or components to 

complete the end item prior to issue.

H UNSERVICEABLE 

(CONDEMNED)

Materiel which has been determined to be 

unserviceable and does not meet repair criteria; 

includes condemned items which are radioactively 

contaminated; Type I shelf-life materiel that has 

passed the expiration date; and Type II shelf-life 

materiel that has passed expiration date and cannot 

be extended. (NOTE: Classify obsolete and excess 

materiel to its proper condition before consigning to 

the DLA Disposition Services Field Office. Do not 

classify materiel in Supply Condition Code H unless it 

is truly unserviceable and does not meet repair 

criteria.)

I NOT ASSIGNED Reserved for future DoD assignment.

J SUSPENDED (IN STOCK) Materiel in stock which has been suspended from 

issue pending condition classification or analysis, 

where the true condition is not known. Includes shelflife Type II materiel that has reached the expiration 

date pending inspection, test, or restoration.

K SUSPENDED (RETURNS) Materiel returned from customers or users and 

awaiting condition classification.

L SUSPENDED (LITIGATION) Materiel held pending litigation or negotiation with 

contractors or common carriers.

M SUSPENDED (IN WORK) Materiel undergoing maintenance at an organic or 

contractor maintenance facility. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.5-3 APPENDIX 2.5

CODE TITLE EXPLANATION 

N SUSPENDED (AMMUNITION 

SUITABLE FOR 

EMERGENCY COMBAT USE 

ONLY)

Ammunition stocks suspended from issue except for 

emergency combat use.

O NOT ASSIGNED Reserved for future DoD assignment.

P UNSERVICEABLE 

(RECLAMATION)

Materiel determined to be unserviceable, 

uneconomically reparable as a result of physical 

inspection, teardown, or engineering decision. Item 

contains serviceable components or assemblies to be 

reclaimed.

Q SUSPENDED (PRODUCT 

QUALITY DEFICIENCY) 

Potential and confirmed product quality deficiency 

related materiel which is prohibited for use within DoD 

and prohibited for reutilization screening. Includes 

product quality deficiency exhibits returned by 

customers/users as directed by the integrated

materiel manager (IMM) due to technical deficiencies 

reported by Product Quality Deficiency Reports. 

Exhibits require technical or engineering analysis to 

determine cause of failure to perform in accordance 

with specifications. Includes product quality deficient 

materiel identified by SF 368 Product Quality 

Deficiency Report; DD Form 1225, Storage Quality 

Control Report; SF 364, Supply Discrepancy Report 

(Security Assistance only); or authorized electronic 

equivalent.

R SUSPENDED (RECLAIMED 

ITEMS, AWAITING 

CONDITION 

DETERMINATION)

Assets turned in by reclamation activities which do not 

have the capability (e.g., skills, manpower, or test 

equipment) to determine the materiel condition. 

Actual condition will be determined prior to induction 

into maintenance activities for repair/modification.

S UNSERVICEABLE (SCRAP) Materiel that has no value except for its basic materiel 

content. No stock will be recorded as on hand in SCC

S. This code is used only on transactions involving 

shipments to DLA Disposition Services Field Offices. 

Materiel will not be transferred to SCC S prior to turnin to DLA Disposition Services Field Offices if materiel 

is recorded in SCCs A through H at the time materiel 

is determined excess. Materiel identified by NSN will 

not be identified by this SCC. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.5-4 APPENDIX 2.5

CODE TITLE EXPLANATION 

T SERVICEABLE 

(AMMUNITION SUITABLE 

FOR TRAINING USE ONLY) 2

New, used, repaired, or reconditioned ammunition 

stock originally intended for combat use but due to 

condition, function, or performance characteristics is 

serviceable and issuable for training use only. 

Authorized for intra-Service use and authorized for 

staggered implementation for inter-Service use by 

agreement of impacted trading partners. 

U SERVICEABLE 

(LIMITED REMAINING LIFE 

BEFORE FAILURE)

Components determined by predictive 

maintenance alerts or other component health 

monitoring capabilities to have a limited 

remaining life span before failure that may appear 

or test as serviceable. Components await 

engineering analysis, reliability determination, 

repair, or overhaul, reconditioning or 

reclassification.

V Unserviceable (waste military 

munitions)

Waste military munitions will be assigned SCC V only 

under the authority of a designated DoD or Service 

designated disposition authority. The waste munitions 

must meet criteria of waste munitions under the 

Environmental Protection Agency Military Munitions 

Rule Implementation Policy, be safe to store and ship 

based on DoD Explosive Safety Board/Department of 

Transportation criteria and have a current 

serviceability inspection. (NOTE: SCC V assets are 

not authorized for turn-in to DLA Disposition Services 

Field Office. The Services are responsible for 

appropriate disposal of SCC V assets.)

W NOT ASSIGNED Reserved for future DoD assignment.

X3 SUSPENDED (REPAIR 

DECISION DELAYED)

Materiel in stock or returned from customers/ users 

and awaiting repair or disposition. Not authorized for 

transfer to disposal, issue for maintenance by a 

Service other than that of the owner, or for release to 

users.

Y, Z NOT ASSIGNED Reserved for future DoD assignment.

2 Ordnance Information System implementation date for SCC T is October 1, 2012. Ordinance Information 

System is used by Navy, Marine Corps, and Coast Guard. For Army, further analysis is required to determine 

supportability and implementation timeline for incorporation of SCC T in Army’s Logistics Modernization 

Program. Air Force has no plans to implement SCC T at this time. Refer to ADC 446.

3 Refer to ADC 1159.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-1 APPENDIX 2.6

AP2.6 APPENDIX 2.6 

MANAGEMENT CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric 

EXPLANATION: Provides supplemental data not indicated through the 

transaction coding structure. When a situation exists 

which is not covered by a code, the Component 

managing the distribution system may assign 

Management Codes A thru L (except I), and other 

codes as specified below, and may prescribe their 

entry in appropriate transactions. Codes established 

under this option will not duplicate or circumvent the 

intent of DoD assigned or reserved codes.

RECORD POSITION: 72

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“84 – Management Code” 

AP2.6.1. RECEIPT RELATED TRANSACTIONS. The following management codes 

are assigned for use in MILSTRAP materiel receipt-related transactions, Document 

Identifier Codes (DIC) D4_ and D6_ Materiel Receipts, DD_ and DF_ Due-in 

Transactions, DU_ and DW_ PMRs, and DX_ Materiel Receipt Follow-ups), and related 

receiving documentation (when applicable), as indicated below: 

CODE APPLICABLE DIC EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing 

the item; not assigned by DoD.

M D6_ Materiel condemned upon receipt. Quantity 

indicated shipped direct to the DLA Disposition 

Services Field Office, or other authorized/required 

disposal action has been taken. (Excludes items 

for which shelf-life has expired and cannot/will not 

be extended.)

M All other DICs Reserved for future DoD assignment.

N All DICs Return of undelivered (frustrated) cargo (with 

accompanying shipper documentation).
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-2 APPENDIX 2.6

CODE APPLICABLE DIC EXPLANATION

O (alpha) D6_ Materiel is not hazardous to public health/safety or 

national security. Materiel is prohibited for DoD use 

but may be sold by DLA Disposition Services. DLA 

Disposition Services must assure that all sales 

include a restrictive resale provision to deter 

reentry of the materiel into the DoD supply system.

O (alpha) All other DICs Reserved for future DoD assignment.

P D4_, D6_ Materiel received without documentation. Support 

documentation and document number created by 

storage activity.

P All other DICs Reserved for future DoD assignment.

Q D6_ Multiple Use:

1. Return of materiel improperly identified at time 

of shipment from depot.

2. Return of Government-owned containers.

Q All other DICs Reserved for future DoD assignment.

R D4_, D6_ Materiel receipt discrepancy; discrepancy report 

submission required. (Excludes vendor-caused 

misdirected shipments covered by code S and 

quantity overages covered by code U.) 

R All other DICs Reserved for future DoD assignment.

S D4_ Materiel receipt discrepancy; discrepancy report 

submission required. Vendor caused misdirected 

shipment from procurement instrument source. 

Materiel meets acceptance criteria specified in the 

contract.

S D6_ Materiel is hazardous to public health/safety or 

national security. DLA Disposition Services Field 

Office will assure mutilation is accomplished.

S All other DICs Reserved for future DoD assignment.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-3 APPENDIX 2.6

CODE APPLICABLE DIC EXPLANATION

T D6_ Materiel condemned upon receipt. Shelf-life has 

expired and cannot/will not be extended. Quantity 

indicated shipped direct to the DLA Disposition 

Services Field Office or other authorized/required 

disposal action has been taken.

T All other DICs Reserved for future DoD assignment.

U D4_ Materiel receipt discrepancy; discrepancy report 

submission required. Quantity delivered exceeded 

authorized quantity including any allowable 

contract variance and/or excess delivery clause. 

Materiel meets acceptance criteria specified in the 

contract.

U All other DICs Reserved for future DoD assignment.

V All DICs Reserved for future DoD assignment.

W thru Y All DICs Reserved for future DoD assignment.

Z All DIC Exception data entered in remarks or follows by 

separate correspondence.

0 thru 9 All DICs Reserved for future DoD assignment.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-4 APPENDIX 2.6

AP2.6.2. ISSUE RELATED TRANSACTIONS. Management codes are assigned for 

use in MILSTRAP issue related transactions (DIC D7_ Issues, DG_ Backorders, and 

DHA Demands) and MILSTRIP transactions (DIC Code A4_ Referral Orders, A5_ 

Materiel/Disposal Release Orders, A6_ Materiel/Disposal Release Denials, ACJ 

Disposal Release Cancellations, AE6 Supply status, AEJ Disposal Supply Status, AFJ 

Disposal Release Follow-ups, AGJ Reply to Disposal Release Cancellations, AKJ 

Disposal Release Cancellation Follow-ups, ARJ, ARK, and ARL Deposal Release

Confirmations), and related release documentation (when applicable), as indicated 

below: 

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing 

the item; not assigned by DoD.

M D7_ less D7J, A__ less 

A5J and A6_

Backorder release.

M D7J, A5J Materiel condemned. Quantity indicated shipped 

direct to the DLA Disposition Services Field Office

or other authorized/required disposal action has 

been taken. (Excludes items for which shelf-life 

has expired and cannot/will not be extended.) 

M All other DIC Reserved for future DoD assignment.

N DHA, D7_, A4_ Nonrecurring demand.

N A6_, excluding A6J Denied. For intra-DLA Disposition Services use to 

indicate that the Field Office is unable to complete 

the DLA Disposition Services-originated RDO due 

to a need to continue processing the DTID in 

accordance with established business rules at the 

current Field Office. 

N AE_1 Non-production Materiel. Identifies Navy-funded 

requirements not associated with direct support for 

ship/aircraft maintenance. Applicable to Navy 

requisitions submitted to DLA under industrial 

activity (IA) support agreement and may be 

perpetuated to supply status.

N All other DICs Reserved for future DoD assignment.

1 Refer to ADC 375. New Management Code for Navy Funded Non-Production Support Materiel Ordered 

under BRAC SS&D/IMSP.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-5 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

O (alpha) D7J, A5J, ACJ, AEJ, AFJ, 

AGJ, AKJ, ARJ, ARK, 

ARL2

Materiel is not hazardous to public health/safety or 

national security. Materiel is prohibited for DoD 

use but may be sold by the DLA Disposition 

Services. The DLA Disposition Services must 

ensure that all sales include a restrictive resale 

provision to deter reentry of the materiel to the DoD 

supply system.

O (alpha) DHA, D7_ less D7J, A4_ No demand.

O (alpha) All other DICs Reserved for future DoD assignment.

P DHA, D7_, A4_ Nonrecurring demand for special program 

requirements.

P AE_3 Re-requisitioned materiel alternatively sourced 

subsequent to receipt of deficient materiel. 

Applicable to status related to DLMS requisition 

alerts, requisitions, and applicable follow-on 

transactions for materiel requisitioned from DLA 

under an industrial activity support agreement.4

P A6_ Ship-in-place MRO denial when on-hand 

balance is less than the MRO quantity. 

P All other DICs Reserved for future DoD assignment.

2 Also applicable to DICs assigned by the DoD Components for use on the Disposal Turn-In Document 

(DTID) below the wholesale level.

3 Refer to ADC 391, implementation date January 2011.

4 Expanded for use for all DoD Components requisitioning from DLA is planned for future implementation 

(approximately 2014.)
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-6 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

Q A6_ Denied. Storage activity unable to match materiel 

release order to identified reference numbers for 

stock in storage. Requested stock cannot be 

released.

(1) Unable to match the protection document 

number and job order number. Applicable to DLA 

Navy industrial activity support agreement.5

(2) Unable to match to the DTID Number. 

Applicable to DLA Disposition Services.6

(3) Unable to match requested Supply 

Discrepancy Report (SDR) distribution center 

number (DCN) or Product Quality Deficiency 

Report (PQDR) exhibit report control number 

(RCN) to storage activity record or physical 

location.7

Q All other DICs Reserved for future DoD assignment. 

R DHA, D7_, A4_ Recurring demand.

R A5_ Pre-inventory document.

R A6_ Denied. This denial results from a receipt posted in 

error during real-time “Issue from Receiving” 

processing, or from discovery of a receipt 

processing error during denial research. 

Distribution depot to submit receipt reversal.

R AE_8 Requisition delayed due to storage activity denial.

R All other DICs Reserved for future DoD assignment.

S D7J, A5J, ACJ, AEJ, AFJ, 

AGJ, AKJ, ARJ, ARK, 

ARL9

Materiel is hazardous to public health/safety or 

national security. DLA Disposition Services Field 

Office must ensure mutilation is accomplished.

5 ADC 391, New Denial Management Code to Support the New Protection Process at the Navy Shipyards 

(NSYs) when Protection Document Number/Job Order does not Match DSS Records under BRAC 

SS&D/IMSP.

6 Refer to ADC 449, Intra-DLA Revisions to the DLMS 945A, Materiel Release Advice, Cancellation 

Reason Code, Management Code, and Associated Procedures under Reutilization Business Integration 

(RBI)

7 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report 

(PQDR) Exhibits. 8 Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for interService/Agency use (ADC 312). Implementation outside Army applications is pending.

9 Also applicable to DICs assigned by the DoD Components for use on DTID below the wholesale level.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-7 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

S DHA, D7_ less D7J, A4_ Commissary resale demand.

S AE610 Lateral redistribution order (LRO) rejected due to 

duplication of suffix code internal to receiving 

Service. LRO may be resent with suffix code 

advanced.

S A6_ Ship-in-place MRO denial due to missing PMR. 

S All other DICs Reserved for future DoD assignment.

T D7J, A5J Materiel condemned. Shelf-life has expired and 

cannot/will not be extended. Quantity indicated 

shipped direct to DLA Disposition Services Field 

Office or other authorized/ required disposal action 

has been taken.

T A6_ Reserved for a denial management code 

associated with Unique Item Tracking (UIT). PDC 

to be developed. 

T All other DICs Reserved for future DoD assignment.

U A5_ Post inventory document.

U A6_ Reserved for a denial management code 

associated with UIT. PDC to be developed. 

U All other DICs Reserved for future DoD assignment.

V A5_ less A5J11 Denied. Requested stock cannot be released due 

to suspected unacceptable condition. Inspection to 

be conducted for verification. Applicable to DLA 

industrial activity support agreement.

V All DICs Reserved for future DoD assignment.

W A6A, A6B, A61, A6212 Unauthorized Commercial Venture (CV) Denial. 

For intra-DLA Disposition Services use to indicate 

that a delivery order line item is not authorized for 

processing as a Commercial Venture and credit 

must be provided to the Commercial Venture firm.

10 Authorized for use in Army interface with DLA in response to a DLA directed LRO. 11 Refer to ADC 396, Revised Procedures and Data Content for DLMS Materiel Release Order (940R) 

and Material Release Advice (945A) and New Denial Management Code for Marine Corps BRAC SDI.

12 See ADC 1054. 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-8 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

W AE6, A4_13

A6_14, D7_15 

Denied. Cannot identify DoDAAC/MAPAC of 

designated materiel recipient.

W All other DICs Reserved for future DoD assignment.

X AE6, A4_16

A6_, D7_17

Denied. Consignee, freight forwarder, or country 

representative has advised that issue of this 

materiel will constitute a duplicate shipment.

X AE_ (AE6 excepted) Assumed receipt from DoD stock. Use only in 

conjunction with Supply Status Code D9.

X All other DICs Reserved for future DoD assignment.

Y A6_18 Denied. Materiel pre-positioned at a forward site 

associated with the identified storage activity for 

Navy industrial activity maintenance operations.

Y AE_ Assumed Receipt from DVD source. Use only 

in conjunction with Supply Status Code D9.

Y All other DICs Reserved for future DoD assignment.

Z D7_, DG_, A6_, Exception Data entered in remarks or follows by 

separate correspondence.

0 All DIC codes Reserved for future DoD assignment.

1 AE6, A4_19

A6_, D7_20

Denied. Stock exhausted; unsuccessful storage 

activity search has been made.

1 All other DICs Reserved for future DoD assignment.

2 AE6, A4_21

A6_, D7_22

Denied. Materiel not available in condition 

requested.

13 Authorized for use only in intra-Navy referral orders. 

14 Excludes intra-DLA Disposition Services A6A, A6B, A61, and A62 denial transactions in support of 

Commercial Venture actions.

15 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DLA.

16 Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for interService/Agency use (ADC 312). Implementation outside Army applications is pending.

17 Authorized for use in Army interface with DLA in response to a DLA directed LRO.

18 Refer to ADC 370, Requisitioning for Off-Station Forward Site Support and New Non-Inventory 

Affecting Denial Management Code indicating Off-Station Materiel under Navy BRAC SS&D IMSP

19 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DSCs.

20 Authorized for use only in intra-Navy referral orders.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-9 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

2 All other DICs Reserved for future DoD assignment.

3 AE6, A4_23

A6_, D7_24

Denied. Materiel not available in proper shelf-life.

3 All other DICs Reserved for future DoD assignment.

4 AE6, A4_25

A6_, D7_26

Denied. Materiel not available in type pack 

(overseas or domestic) requested (subsistence 

only) or specified lot number cannot be released 

(ammunition only). 

4 All other DICs Reserved for future DoD assignment.

5 AE6, A4_27

A6_, D7_28

Denied. Reidentification or reclassification of 

assets in process. Storage activity to advise 

results of reidentification or reclassification. 

5 All other DICs Reserved for future DoD assignment.

6 AE6, A4_29

A6_, D7_30

Denied. No record of NSN at storage activity. This 

denial results from review of the storage records 

and the storage activity has not conducted a 

physical search for the item.

6 All other DICs Reserved for future DoD assignment.

7 AE6, A4_31

A6_, D7_32

Denied. Zero balance in an issuable condition 

indicated on storage activity custodial/ 

memorandum record and no record location exists. 

This denial results from review of the storage 

records and the storage activity has not conducted 

a physical search for the item.

21 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DSCs.

22 Authorized for use only in intra-Navy referral orders.

23 Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for interService/Agency use (ADC 312). Implementation outside Army applications is pending.

24 Authorized for use in Army interface with DLA in response to a DLA directed LRO.

25 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DSCs.

26 Authorized for use only in intra-Navy referral orders.

27 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DSCs.

28 Authorized for use only in intra-Navy referral orders.

29 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DSCs.

30 Authorized for use only in intra-Navy referral orders.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-10 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

7 All other DICs Reserved for future DoD assignment.

8 Appropriate DICs Reserved for assignment by the Component 

managing the item; not assigned by DoD.

9 AE6, A4_33

A6_, D7_34

Denied. To ICP from storage. Item was ordered in 

one continuous length only but is not so available.

9 All other DICs Reserved for future DoD assignment.

31 Authorized for use in intra-Army supply status (ADC 191), and subsequently expanded for interService/Agency use (ADC 312). Implementation outside Army applications is pending.

32 Authorized for use in Army interface with DLA in response to a DLA directed LRO.

33 Authorized for use only in intra-Navy D7_ Issue transaction reversals and in D7_ Issue transaction 

reversals between Navy Specialized Support Points and DSCs.

34 Authorized for use only in intra-Navy referral orders.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-11 APPENDIX 2.6

AP2.6.3. GAIN/LOSS RELATED TRANSACTIONS. Management codes are assigned 

for use in MILSTRAP gain/loss related transactions (DIC D8_/D9_ Inventory Adjustment 

Increases/Decreases, and DAC Dual Inventory Adjustments) as indicated below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing 

the item; not assigned by DoD.

M D9_, DAC Materiel condemned. Quantity indicated shipped 

direct to the DLA Disposition Services Field Office

or other authorized/required disposal action has 

been taken. (Excludes items for which shelf-life 

has expired and cannot/will not be extended.) 

M All other DICs Reserved for future DoD assignment.

N All DICs Reserved for future DoD assignment.

O (alpha) D8B, D9B Gain/loss resulting from end-of-day processing.

O (alpha) All other DICs Reserved for future DoD assignment.

P D8B, D9B Gain/loss resulting from location reconciliation.

P All other DICs Reserved for future DoD assignment.

Q D9_ Loss resulting from a materiel release denial on 

another owner/manager’s materiel.

Q All other DICs Reserved for future DoD assignment.

R D8_ Gain resulting from creation of computer record 

balance in order to process out-of-sequence high 

priority issues. This posting to an insufficient 

balance may be used when negative balances are 

not permitted.

R All other DICs Reserved for future DoD assignment.

S D9_ Loss resulting from automatic adjustment due to 

receipt of materiel release denial of stocks issued 

as a result of computer record balance gained 

through use of Management Code R, above. 

S All other DICs Reserved for future DoD assignment.

T D9G, DAC Materiel condemned. Shelf-life has expired and 

cannot/will not be extended. Quantity indicated 

shipped direct to DLA Disposition Services Field 

Office or other authorized/ required disposal action 

has been taken.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-12 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

T All other DICs Reserved for future DoD assignment.

U thru Y All DICs Reserved for future DoD assignment.

Z All DICs Exception data entered in remarks or follows by 

separate correspondence.

0 All DICs Reserved for future DoD assignment.

1 D9A Adjustment based on materiel denial. Stock 

exhausted; unsuccessful storage activity search 

has been made.

2 D9A Adjustment based on materiel denial. Materiel not 

available in condition requested; other condition 

codes recorded. Unsuccessful storage activity 

search has been made. 

3 D9A Adjustment based on materiel denial. Materiel not 

available in shelf life or for subsistence in date 

packed/expiration date requested.

4 D9A Adjustment based on materiel denial. Materiel not 

available in type pack (overseas or domestic) 

requested (subsistence only) or specified lot 

number cannot be released (ammunition only). 

Unsuccessful storage activity search has been 

made.

5 thru 9 All DIC Reserved for future DoD assignment.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-13 APPENDIX 2.6

AP2.6.4. PHYSICAL INVENTORY RELATED TRANSACTIONS. Management codes 

are assigned for use in MILSTRAP physical inventory related transactions (DIC DJA 

Physical Inventory Requests) as indicated below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing 

the item; not assigned by DoD.

M DJA Recount requested.

N DJA Inventory cancelled.

O thru Q DJA Reserved for future DoD assignment.

R DJA Rejected. No record of stock number or no record 

of ownership.

S DJA Physical inventory in workload bank or in process.

T thru W DJA Reserved for future DoD assignment.

X DJA Follow-up on unscheduled inventory request when 

no adjustment or completion transaction received 

within 40 days.

Y DJA Response to follow-up when inventory already 

complete.

Z DJA Exception data entered in remarks or followed by 

separate correspondence.

0 thru 9 DJA Reserved for future DoD assignment.

AP2.6.5. INFORMATIVE TRANSACTIONS. Management codes are assigned for use 

in informative transactions (DIC DRA/DRB Materiel Receipt Acknowledgments, DZC 

Logistics Reassignment Storage Information transactions, and DZD Logistics 

Reassignment Storage Information Replies) as indicated below:

CODE APPLICABLE DICS EXPLANATION

A thru L Appropriate DICs Reserved for assignment by Component managing 

the item; not assigned by DoD.

M thru Y All DICs Reserved for future DoD assignment.

Z All DICs Exception data entered in remarks or follows by 

separate correspondence.

0 thru 9 All DICs Reserved for future DoD assignment.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-14 APPENDIX 2.6

AP2.6.6. REQUISITION TRANSACTIONS. Management codes are assigned for use 

in requisition-related transactions:

CODE APPLICABLE DICS EXPLANATION

A thru L A0_, AT_35 Specific values as assigned by Army. 

Applicable on Intra-Army basis for post-post 

and image single stock fund activity

requisitions.

A thru L A0_/AM_/AT_36

(DLMS 511R, 511M and 

869F)

Intra-Air Force Use. Code assigned by 

Component managing the item, not 

assigned by DoD

M All DICs Reserved for future DoD assignment.

N A0_, AM, AT37 Non-production Materiel. Identifies Navyfunded requirements not associated with direct 

support for ship/aircraft maintenance. 

Applicable to supply status associated with 

Navy requisitions submitted to DLA under 

industrial activity support agreement.

O All DICs Reserved for future DoD assignment.

P A0_, AM, AT_ (including 

Requisition Alert)38

Requisitioned materiel to be alternatively 

sourced subsequent to receipt of deficient 

materiel (prior requisition document number 

must be identified for cross reference; PQDR 

required). Applicable only to DLMS requisition 

alerts, requisitions, and applicable follow-on 

transactions for materiel requisitioned from 

DLA under BRAC SS&D IMSP.39

Q thru R All DICs Reserved for future DoD assignment.

35 Refer to ADC 243, Identification of Army Single Stock Fund (SSF) Requisitioning Actions and Edit 

Action Code (EAC) Authorization.

36 ADC 1390 Air Force Management Codes in 511R, 511M and 869F

37 Refer to ADC 375, New Management Code for Navy Funded Non-Production Support Materiel Ordered 

under BRAC SS&D/IMSP.

38 Refer to ADC 352, Identification of Army Single Stock Fund (SSF) Requisitioning Actions and Edit 

Action Code (EAC) Authorization. Management Code for Product Quality Deficiency Report (PQDR) 

Replacement Requisitions. Note: The requisition alert transaction allows Navy BRAC IMSP sites to 

notify DLA of their requirements in advance of the funded requisition, thereby allowing DLA to procure 

and position materiel appropriately to support prompt order fulfillment. Refer to ADC 381 for the 

procedures and content of the DLMS Requisition Alert.

39 Expanded use for all DoD Components requisitioning from DLA is planned for future implementation 

(approximately 2014).
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP2.6-15 APPENDIX 2.6

CODE APPLICABLE DICS EXPLANATION

S A0_, AM, AT__ (including 

Requisition Alert)40

Identifies surge requirements for mission 

support materiel (MSM) that are to be 

processed as one-time requests and not 

sourced against on-hand assets. Applicable to 

DLMS requisition alerts, requisitions, and 

follow-on transactions for DLA-sourced 

materiel under a DLA-Navy industrial activity 

support agreement.

T thru Z All DICs Reserved for future DoD assignment.

0 thru 2 All DICs Reserved for future DoD assignment.

3 A0_, AM, AT_41 Re-requisitioned materiel to be sourced from 

an alternative location, or new procurement, if 

stock is not available, subsequent to storage 

activity denial to Service owner for release of 

materiel purchased from DLA under BRAC 

IMSP. Denial caused by lack of materiel in the 

proper shelf-life as purchased.

4 thru 8 All DICs Reserved for future DoD assignment.

9 A0_, AM, AT_42 Re-requisitioned materiel to be sourced from 

an alternative location or new procurement, if 

stock is not available, subsequent to storage 

activity denial to Service owner for release of 

materiel purchased from DLA under BRAC 

IMSP. Denial caused by lack of materiel n one 

continuous length as purchased. New 

requisition must include the prior requisition 

document number and shipment suffix, if 

applicable.

40 Refer to ADC 338A, Requirements of Mission Support Material (MSM) under Navy BRAC SS&D IMSP. 

Implementation date January 2011. Note: The requisition alert transaction allows Navy industrial sites to 

notify DLA of their requirements in advance of the funded requisition, thereby allowing DLA to procure 

and position materiel appropriately to support prompt order fulfillment. Refer to ADC 352 for DLMS 

Requisition Alert procedures.

41 Refer to ADC 359, Perpetuation of the Denial Management Code to the DLMS Requisition, and 

Modification of Air Force BRAC IMSP SDR Procedures.

42 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.7-1 APPENDIX 2.7

AP2.7. APPENDIX 2.7

CORRECTION/CHANGE CODES FOR

STORAGE ITEM RECORDS

CODE TITLE EXPLANATION

1 Consolidation of National Stock 

Numbers (NSN)

Indicates the NSN (2/G39/040) affected by 

catalog/stock list change will be consolidated with 

the new NSN (2/N9/151). Both items will be 

issued under the new NSN. The affected NSN is 

not necessarily being cancelled.

2 Change of National Stock 

Number (NSN) 

Indicates the affected NSN (2/G39/040) was

changed to the new NSN (2/N9/151).

3 Change of Shelf-Life Code Indicates the shelf-life code has been changed 

for the NSN (2/G39/040). The new shelf-life code 

is shown in the transaction.

4 Change of Controlled Inventory 

Item Code

Indicates the Controlled Inventory Item Code has 

been changed for the NSN (2/G39/040).

5 Change of Unit of Issue Indicates the NSN’s unit of issue (2/G39/040) has 

been changed. Unit of issue will be changed in 

accordance with the conversion factor 

(2/MEA/153) reflected in the transaction.

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric 

EXPLANATION: Indicates in the Storage Item Data 

Correction/Change transaction, the nature of the 

change actions to be taken and affected data 

fields.

LEGACY MILSTRAP DOCUMENT 

IDENTIFIER CODE (DIC):

DZB

LEGACY RECORD POSITION (rp): 7

DLMS IMPLEMENTATION CONVENTION 

(IC):

888I Storage Item Correction 

DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/190 Qualifier EF –

Correction or Change for Storage Item Records 

Code” 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.7-2 APPENDIX 2.7

CODE TITLE EXPLANATION

6 Multiple Changes Indicates multiple changes for the NSN 

(2/G39/040).

1

7 Change of Demilitarization Code Indicates the DEMIL code has been changed for 

the NSN (2/G39/040.

8 National Stock Number Deleted 

without Replacement

Indicates the NSN (2/G39/040) has been deleted 

and not replaced.

9 National Stock Number Change/

Inventory Manager Change

Indicates the affected NSN (2/G39/040) was

changed to the new NSN (2/N9/151) and the

inventory manager was changed.

2

0 Not Assigned Reserved for future DoD assignment

A-H Not Assigned Reserved for intra-Component assignment and 

use.

I Not Assigned Not to be assigned.

J-N Not Assigned Reserved for future DoD assignment.

O Not Assigned Not to be assigned.

P-X Not Assigned Reserved for future DoD assignment.

Y Manager Indicates the correct manager in the transaction.

Z New or Reinstated National 

Stock Number

Indicates a new or reinstated NSN (2/G39/040)

1 This code is obsolete when using a DLMS transaction. To express multiple changes, use multiple loops 

of 2/LQ/190. For legacy MILSTRAP transactions this code may still be used.

2 Ibid
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP2.8-1 APPENDIX 2.8

AP2.8. APPENDIX 2.8 

REJECT ADVICE CODES

AP2.8.1. All A B, D and H series reject advice codes not listed in this appendix are 

reserved for future use and are not to be used unless authorized and disseminated by 

the DoD MILSTRAP Administrator. All other series are reserved for intra-Component 

use.

CODE EXPLANATION

AA Rejected. DIC iinvalid. 

AB Rejected. Submitted to incorrect manager. If known, the correct manager’s routing 

identifier code (RIC) is supplied in the DLMS 824R 2/NM1/065 segment.

AC Rejected. Type of physical inventory code invalid or blank.

AD Rejected. Stock or part number unidentifiable.

AE Rejected. Quantity field invalid.

AF Rejected. Document number invalid.

AG Rejected. Ship-to address unidentifiable.

AH Rejected. Required signal code invalid or blank. 

AI Rejected. Procurement instrument identifier (PIID) (contract number) call/order 

number, contract line-item number (CLIN), and/or sub-CLIN is invalid or blank.

AJ Rejected. Required fund code invalid or blank. 

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic 

EXPLANATION: Identifies to the originator of a transaction, 

the reason for rejection, and indicates 

return of the transaction for correction and 

resubmission.

LEGACY MILSTRAP DOCUMENT IDENTIFIER 

CODE (DIC):

DZG

LEGACY RECORD POSITION (rp.): 79-80

DLMS IMPLEMENTATION CONVENTION (IC): 824R

DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/086 Qualifier “ET – 

Reject Advice Code”
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP2.8-2 APPENDIX 2.8

CODE EXPLANATION

AK Rejected. Ownership/purpose code invalid or blank.

AL Rejected. Unauthorized owning DoDAAC or RIC (use for Air Force Government 

Furnished Property - Accountability (GFP-A) only).

AM Rejected. Supply condition code invalid or blank.

AN Rejected. Physical location of property not provided.

AO Rejected. Insufficient inventory in the accountable property system of record 

(APSR) due to potential mismatch.

AP Rejected. Required management code invalid or blank. 

AQ Rejected. Processing/count date invalid or blank. Location Reconciliation Request 

cutoff date invalid.

AR Rejected. Unit of issue incorrect. 

AS Rejected. Support date invalid. Location Reconciliation Request and/or 

Transaction History Transmittal received past scheduled deadline.

AT Reserved for DoD assignment.

AU Rejected. Invalid Country Code. The code is not valid in the Geopolitical Entities, 

Names, and Codes (GENC) Standard. Originator must update the transaction with a 

valid country code and resend.

AV Rejected. Location Reconciliation Request RIC (From) activity not valid.

AW Rejected. Logistic Reassignment Logistics Transfer/Decapitalization transaction 

(DLMS 846D, DIC DEE/DEF) or memorandum Due-in transaction (DLMS 527D with 

LIN01 Code T, DIC DDX)) received more than 1 year after the ETD. (The gaining 

item manager (GIM) will reject the memorandum Receipt transaction (DLMS 527R 

with LIN01 Code T, DIC D4X) if no memorandum due-in is on record at the GIM to 

indicate it is a valid procurement receipt.)

AX Rejected. General Services Administration (GSA) is the source of supply for the 

requested SPR. GSA does not participate in SPR procedures. If required, submit a 

funded requisition citing the applicable required delivery date.

AY Rejected. Location Reconciliation Request and/or Transaction History Transmittal 

does not equal the number of transactions recorded in the Location Reconciliation 

Notification and/or Location Reconciliation History Notification. 

AZ Rejected. Number of Location Reconciliation Requests received from storage 

activity exceed reasonable variance from owner/manager.

BA Rejected. Serial Number or UII (when available) invalid or missing (use for Air 

Force Government Furnished Property - Accountability (GFP-A) only). 

BB Rejected. Others, see remarks.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP2.8-3 APPENDIX 2.8

CODE EXPLANATION

BC Rejected. Estimated Delivery Date Missing/Invalid.

(Approved for Army and DPAS. Requires coordination with other Services prior to implementation 

and use)

BD Rejected. Submitter in the PMR not found/Unknown/Inactive in the system rejecting 

the transaction. 

BE Rejected. Distribution Code Missing/Invalid

(Approved for Army and DPAS. Requires coordination with other Services prior to implementation 

and use)

BN Rejected. Invalid logistics bill number.

BU Rejected. Failed validation with Standard Financial Information Structure (SFIS) 

Fund Code to Fund Account Conversion Table.

(1) Discrete values for the SLOA data elements in the transaction do not match data 

elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund 

Code cited in the transaction.

(2) Invalid/missing fund code. Resubmit with a valid fund code.

Note: Issues with content of the SFIS Fund Code to Fund Account Conversion 

Table are to be communicated to the Fund Code Monitor of the cognizant 

Component.

BV Rejected. DoDAAC in the transaction does not have the appropriate authority code 

for its intended use

BW Rejected. Suspense account is not authorized for Interfund use 

BX Rejected. Total dollar value detail of bills is not equal to total dollar value of the 

summary bill

BY Rejected. Count of detail bills is not equal to the count in the summary bill. The 

count of DLMS 810L IT1 Loops (2/IT1/010) must equal DLMS 810L 3/CTT01/070.

BZ Rejected. DoDAAC or MAPAC is not valid in DAAS

DA Rejected. FSC Missing/Invalid.

DB Rejected. NIIN or LSN Missing/Invalid.

DC Rejected. Unit of Issue Missing/Invalid.

DD Rejected. Quantity Missing/Invalid.

DE Rejected. Hazardous Waste/Material Code Missing/Invalid.

DF Rejected. Unit Price Missing/Invalid.

DG Rejected. Supply Condition Code Missing/Invalid.

DH Rejected. Demil Code Missing/Invalid.

DI Rejected. Contact Name Missing/Invalid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP2.8-4 APPENDIX 2.8

CODE EXPLANATION

DJ Rejected. Contact Phone Missing/Invalid.

DK Rejected. Chemical Abstract Service Number is Missing/Invalid.

DL Rejected. Fund Code Missing/Invalid.

DM Rejected. Suffix Code Invalid

DN Rejected. Advice Code Invalid

DZ Rejected. Turn-in activity cannot process DLMS-formatted transactions. DTID 

rejection must be communicated through alternative methods.

HA Rejected. Waste Profile Sheet Invalid or Missing/Invalid.

HB Rejected. Generator Name Missing/Invalid.

HC Rejected. Facility Address Missing/Invalid.

HD Rejected. Facility City and State Missing/Invalid.

HE Rejected. Facility Zip Code Missing/Invalid.

HF Rejected. Technical Contact Missing/Invalid.

HG Rejected. Technical Phone is Missing/Invalid.

HH Rejected. Chemical Name Missing/Invalid.

HI Rejected. Chemical Concentration is Missing/Invalid.

HJ Rejected. Chemical Range is Missing/Invalid.

HK Rejected. Chemical Abstract Service Number is Missing/Invalid.

HL Rejected. EPA HW Number Missing/Invalid.

HM Rejected. Range of Concentration Missing/Invalid.

HN Rejected. Unit of Issue Incorrect.

HO Rejected. Container Number Missing/Invalid.

HP Rejected. Hazardous Waste Profile Sheet Data required to support Disposal 

TurnIn Document (DTID)

HZ Rejected. Turn-in activity cannot process DLMS-formatted transactions. HWPS 

acknowledgment must be communicated through alternative methods.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.9-1 APPENDIX 2.9

AP 2.9. APPENDIX 2.9

ASSET STATUS REPORTING CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Identifies in the Asset Status Reporting

Request, the type of reporting required and 

indicates whether a request is for 

commencement, change, or termination of 

reporting. Each new code will update the 

reporting requirement. Identifies the type of 

reporting being furnished in asset status 

reports. The asset status reporting codes 

are applicable to:

Asset Status Reporting Request 

transaction (DLMS 846I with BIA02 Report 

Type Code TI).

Asset Status Reporting (Base, Post, 

Camp, and Station Level Use) transaction 

(DLMS 846I with BIA02 Report Type Code 

TJ) (referred to as asset status reporting in 

the code explanations)

LEGACY MILSTRAP DOCUMENT IDENTIFIER 

CODE (DIC):

DZE, DZF

LEGACY RECORD POSITION (rp): 7

DLMS IMPLEMENTATION CONVENTION (IC): 846I 

DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/270 Qualifier “EA –

Asset Status or Transaction Reporting Code”

CODE EXPLANATION

A and B Reserved for future assignment by DoD.

C Commence daily asset status reporting on the date indicated in the 

asset status reporting request.1

D Commence monthly asset status reporting on the date indicated in

the asset status reporting request.

E Terminate reporting on the date indicated in the asset status 

reporting request. 

1 Throughout this document, the “date indicated” refers to segment 2/DTM/100 of the DLMS 846I.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.9-2 APPENDIX 2.9

CODE EXPLANATION

F and G Reserved for future assignment by DoD.

H Change type of reporting to daily asset status reporting (Code C 

above) on the date indicated in the asset status reporting request.

J Change type of reporting to monthly asset status reporting (Code D, 

above) on the date indicated in the asset status reporting request.

K and L Reserved for future assignment by DoD.

M Commence daily asset status reporting as soon as possible.

N2 Submit a one-time asset status report (DIC DZF) for the asset 

visibility/redistribution program. Submit the report by the date 

indicated in the asset status reporting request.

O Reserved for future assignment by DoD.

P3 Report assets above the activity’s requisitioning objective using the 

customer asset report materiel returns program transaction (DLMS 

180M3).

Q thru Y Reserved for future assignment by DoD.

Z One-time asset status report is requested/furnished on an expedited 

basis. The date Submit the report by the date is required is entered 

indicated in the asset status reporting request.

0 thru 9 Reserved for intra-Component use.

2 Restricted for use based upon agreement of the DoD Components involved. 

3 Legacy DIC FTE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.10-1 APPENDIX 2.10

AP2.10. APPENDIX 2.10

ASSET TRANSFER STATUS CODE

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic 

EXPLANATION: For response to the gaining inventory manager (GIM) 

follow-up request for asset data. Also used for followup and reconciliation requests for due-in information 

pertaining to logistically reassigned items. 

RECORD POSITION: 65-66

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“EB – Asset Transfer Status Code"

CODE EXPLANATION

AA No assets are available for transfer. (Applies to Document Identifier Code 

(DIC) DLB.) No record of due-in; cancel memorandum due-in record. 

(Applies to DICs DLD and DLF.)

AB DIC DEE/DEF Logistic Transfer/ Decapitalization transactions and DIC

DD_/DF_ due-in transactions (provided due-in existed) submitted 

previously. Losing inventory manager (LIM) will submit duplicate 

transactions. (Applies to DIC DLB.) Due-in (full or partial quantity) has 

been received. LIM will provide duplicate DIC DEE/DEF logistics 

transfer/decapitalization transactions and DIC D4X/D6X memorandum 

receipt transactions. (Applies to DICs DLD and DLF.) 

AC DIC DEE/DEF Logistics Transfer/Decapitalization transaction will be 

submitted. (Applies to DIC DLB.)

AD No assets are available for transfer but due-ins exist. Due-in transactions 

will be submitted. (Applies to DIC DLB.) Delinquent due-in exists. Routine 

follow-up action being taken by the LIM. (Applies to DICs DLD and DLF.) 

AE Additional due-in available for transfer. LIM will provide memorandum duein. (Applies to DIC DLF when additional due-in is available for transfer or 

when no DIC DLE was received.) 

AF Change to estimated delivery date. Revised delivery date is provided. 

(Applies to DICs DLD and DLF.)

AG Original due-in transaction has been reversed (i.e., cancelled). Cancel 

delinquent due-in. (Applies to DICs DLD and DLF.) 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.10-2 APPENDIX 2.10

CODE EXPLANATION

AH Original pre-award procurement due-in has been awarded on a contract. 

LIM will submit DIC DDX reversal for the pre-award due-in and a new DIC

DDX with contract number, quantity, EDD, etc. (Applies to DICs DLD and 

DLF.)

A1 Contract delivery action is complete. LIM will submit DIC DDX reversal for 

the portion of the due-in quantity not received. (Applies to DICs DLD and 

DLF.)

AJ Materiel pending litigation or returned to contractor. GIM will retain due-in 

pending resolution by ACO. (Applies to DICs DLD and DLF.)

AK Invalid due-in. Original due-in transaction will be reversed (i.e., cancelled). 

(Applies to DICs DLD and DLF.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.11-1 APPENDIX 2.11

AP 2.11. APPENDIX 2.11 

SPECIAL PROGRAM REQUIREMENT

STATUS CODES

CODE EXPLANATION

PA Request or modifier accepted. Submit requisition in time to all for delivery within 

the appropriate Uniform Materiel Movement and Issue Priority System 

(UMMIPS) time standard.

PB SPR is not within inventory control point (ICP) acceptance criteria. The ICP will 

maintain the SPR quantity only until the procurement lead time and/or assembly 

time away from the support date to advise the forecasting activity of any 

technical or management changes and to assure return/retention should 

unexpected assets materialize. Continuation of this requirement into the 

procurement lead time and/or assembly time period depends solely on receipt of 

a requisition sufficiently in advance of the support date. The number of days for 

procurement lead-time and/or assembly time included in the support date is 

indicated in 2/QTY/230. 

PC Request or modifier accepted. Requires extra time to assemble after receipt of 

requisition. The required assembly time in number of days is indicated in 

2/QTY/230.. 

PD Cancellation accepted.

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic

EXPLANATION: Used in Special Program Requirement (SPR) 

Status transactions to inform forecasting 

activities submitting SPR documents of action 

taken.

LEGACY MILSTRAP DOCUMENT 

IDENTIFIER CODE (DIC):

DYK

LEGACY RECORD POSITION (rp): 65-66

DLMS IMPLEMENTATION CONVENTION 

(IC):

870L with 1/BSR01/20 Status Report Code 9

DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/330 Qualifier “EY Special 

Program Requirement Status Code”
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.11-2 APPENDIX 2.11

CODE EXPLANATION

PE Rejected. The request is a duplicate of a previously submitted request. 

PF Rejected. Remarks listed herein or separate correspondence referring to this 

document number explain reason(s) for this action.

PI USAF Request Rejected by DLA. SPR is from an Air Force activity. Per Air Force 

guidance, all future forecasts to DLA should be submitted via Demand Data 

Exchange. Contact the AF Global Logistics Support Center Planning for DLA 

Managed Consumables Flight Office for more information.1 

PJ Rejected. Item coded (or being coded) obsolete in latest stock lists/catalogs. See 

superseding item in stock number field (2/PO1/150). Resubmit under stock number 

of superseding item.

PM Rejected. Request received less than 90 calendar days in advance of the support 

date. Submit requisition.

PN Rejected. Source of supply is local manufacture or fabrication.

PP Rejected. Source of supply is local procurement.

PQ Rejected. Stocks not available to meet your support date. Procurement/assembly 

required. Request received less than procurement lead time/assembly time in 

advance of support date. Procurement lead time/ assembly time in number of days 

is indicated in 2/QTY/230. Submit funded requisition.

PR SPR for which a PB Status Code was previously furnished is now within one

procurement lead time and/or assembly time of the support date. Submit 

immediate requisition to continue this requirement and to allow for delivery in time 

to meet support date. (See DLMS, Volume 2, Chapter 2 for SPR requisition 

preparation.)

PS Rejected. The item is coded (or is being coded) as a terminal item in latest stock 

lists/catalogs and has no known replacement.

PT Substitute item available. If substitute stock number shown in stock number field

(2/PO1/150) is acceptable, resubmit using SPR Substitute Item Acceptance 

transaction and submit requisition in time to allow for delivery within the appropriate 

UMMIPS time standard. In the event substitute item is not acceptable, resubmit 

SPR Substitute Item Acceptance transaction. 

PV Cancelled. Item has been logistically reassigned to the activity indicated in 

2/N101/90. Submit new SPR to gaining activity.

PW This is an interim reply to your request. Manual review being made and additional 

response will be furnished.

1 Refer to ADC 366, New Special Program Requirement (SPR) Status Code to Reject Air Force SPRs 

Submitted for Planning for DLA Managed Consumables (PDMC) Flight
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.11-3 APPENDIX 2.11

CODE EXPLANATION

PX Rejected. The item is an Acquisition Advice Code J item (centrally procured for 

shipment directly to user or another service, not stocked by procuring activity). 

Submit funded requisition in time to permit procurement. Procurement lead time in 

days is indicated in 2/QTY/230. 

PY Cancelled. Item has been changed from stocked to non-stocked by the Integrated 

Materiel Manager (IMM). If still required, submit requisition for quantity required, so 

that procurement action can be initiated for direct shipment. 
DLM 4000.25, Volume 2, December 27, 2022

Change 15

AP2.12-1 APPENDIX 2.12

AP2.12. APPENDIX 2.12

RESERVED
DLM 4000.25, Volume 2, December 27, 2022

Change 15

AP2.13-1 APPENDIX 2.13

AP2.13. APPENDIX 2.13

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.14-1 APPENDIX 2.14

AP2.14. APPENDIX 2.14

TYPE OF MEDIA CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha

EXPLANATION: Identifies the type of media for transmittal of inventory 

control point requested transaction history. 

RECORD POSITION: 60

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“FB – Type of Media Code” 

CODE EXPLANATION

A Transaction images to be transmitted using DLA Transaction Services

methodologies for exchanging computer-readable transactions.1

1 See DLM 4000.25-4, Defense Automatic Addressing System, for an explanation of DLA Transaction 

Services methodologies for transaction exchange.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.15-1 APPENDIX 2.15

AP2.15, APPENDIX 2.15 

INVENTORY ADJUSTMENT - PHYSICAL INVENTORY 

ERROR CLASSIFICATION CODES

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Provides processing activities a means of 

mechanically identifying the causes for errors which 

resulted in potential/actual inventory adjustments and 

the processing operations in which they occurred 

DLSS RECORD POSITIONS: 63-65 of inventory adjustment transactions (Document 

IIdentifier Code (DIC) D8A/D9A and D8B/D9B 

DLMS SEGMENT/QUALIFIER: DLMS 947I LQ segment, LQ01 qualifier ‘EL’ used with 

W19 segment, W1901 Quantity or Status Adjustment 

Reason Code ‘AA-Physical Count’

AP2.15.1. PURPOSE

AP2.15.1.1. The physical inventory program error classification codes provide a 

standard means for Components to classify the causes of actual/potential adjustments 

for subsequent analysis, evaluation, and corrective action.

AP2.15.1.2. The error classification code is a required entry on MILSTRAP 

documentation for use in preparing reports and for providing evaluation data to higher 

authority in standard error classification categories.

AP2.15.2. CODE STRUCTURE

AP2.15.2.1. First Position. The first character is the operation code which shall be 

numeric or alphabetic and shall identify the operation during which the error occurred 

and not the operation in which the error was detected. Code assignment for the first 

character is controlled by DoD and may not be assigned by the Components. The 

following operation codes are assigned as the first character in the error classification 

code:
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.15-2 APPENDIX 2.15

CODE OPERATION CODE OPERATION

0 Not assigned; reserved for future 

assignment by DoD

6 Warehousing/ 

Rewarehousing

1 Receiving 7 Location Survey

2 Issue 8 Other

3 Physical Inventory 9 Not assigned; reserved 

for future assignment by 

DoD

4 Cataloging Changes A-Z Not assigned; reserved 

for future assignment by 

DoD

5 Logistics Reassignments

AP2.15.2.2. Second Position. The second character is the type of error code 

which is alphabetic or numeric and identifies the type of error which occurred. Code 

assignment for the second character is controlled by DoD and may not be assigned by 

the Services/ Agencies. The following type of error codes are assigned as the second 

character in the error classification code:

CODE LEGEND DEFINITION

A System/Program Error Property accountability record was not correctly updated 

by a valid transaction because system failed or program 

contained a logic error

B Document Not Posted Physical processing was completed but transaction 

update of the property accountability record was not 

effected

C Source Document 

Error

Error in the source document national stock number 

(NSN), quantity, unit of issue, condition, type of pack, lot 

number, ownership/ purpose, and/or location (routing 

identifier) caused erroneous update of property 

accountability record

D Data Entry Error Input transaction did not match source document NSN, 

quantity, unit of issue, condition, type of pack, lot 

number, ownership/purpose, and/or location (routing 

identifier) and caused erroneous update of the property 

accountability record
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.15-3 APPENDIX 2.15

CODE LEGEND DEFINITION

E Rejected Document 

Not Posted

Transaction was rejected during processing and was not 

reinput to update the property accountability record

F Duplicate Document 

Posted

Same transaction updated the property accountability 

record more than once

G Reversal Document 

Not Posted

Property accountability record was updated by a 

transaction processed to completion and required 

transaction reversal was not processed

H Erroneous Reversal 

Posted

Prior action to reverse a transaction which updated the 

property accountability record was taken in error

I Not Assigned

J Misidentified/Mixed 

Materiel 

Assets in storage location were identified by 

incorrect/multiple stock number, unit of issue, supply 

condition, shelf-life, type of pack, lot number, or 

ownership/purpose

K Duplicate Physical 

Processing

Transaction updated the property accountability record 

once but materiel physically processed more than once

L Wrong Materiel 

Selected

Materiel selected did not match transaction which 

updated the property accountability record (i.e., wrong 

stock number, quantity, unit of issue, supply condition, 

type of pack, lot, ownership/purpose, and/or location 

was physically selected)

M Materiel Selected 

From Wrong Location

Storage location from which materiel was selected did 

not match storage location cited in the transaction

N Physical Processing Not 

Complete 

Transaction updated the property accountability record but 

physical processing of materiel was not completed

O Not Assigned

P Erroneous Denial Denial processed in error. Materiel found after denial 

was submitted

Q Materiel Not 

Stored/Stored 

Incorrectly

Materiel was not stored in finite location or placed in 

finite location when processing the storage transaction
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.15-4 APPENDIX 2.15

CODE LEGEND DEFINITION

R Infloat Document 

Control Error

Erroneous data posted to the property accountability 

record because infloat documents were not considered 

or were not available

S Erroneous Count Materiel incorrectly counted

T Erroneous Adjustment 

Posted

Prior action to adjust the property accountability record 

was taken in error

U Catalog Change Not 

Posted

Transaction resulted in erroneous update of the property 

accountability record because the property 

accountability record was not updated by catalog 

change transaction

V Erroneous Catalog 

Change Posted

Erroneous data posted to property accountability record 

due to error in catalog change record due to error in 

catalog change transaction (e.g., wrong unit of issue to 

or from, etc.)

W Bin Tag/Locator Label 

Error 

Bin tag/locator label missing, incomplete, or reflected 

erroneous data for assets in storage location

X Theft Inventory adjustment attributed to probable theft

Y No Conclusive 

Findings

Cause for the inventory discrepancy could not be 

determined

Z Not Assigned Reserved for future DoD assignment

0-9 Not Assigned Reserved for future DoD assignment

AP2.15.2.3. Third Position. The third character may be assigned by each 

Component to internally amplify the error classification. Numeric and alphabetic code 

assignments in this position will be controlled by each individual Component for their 

internal use.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.16-1 APPENDIX 2.16

APPENDIX 2.16

INVENTORY ADJUSTMENT - ACCOUNTING ERROR 

CLASSIFICATION CODES

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Provides processing activities a means of 

mechanically identifying the causes for errors which 

resulted in potential/actual inventory adjustment 

(accounting error) transactions,1 and the processing 

operations in which they occurred 

DLSS RECORD POSITIONS: rp 63-65 of Inventory Adjustment (Accounting Error) 

transaction (DI Code D8B/D9B)

DLMS SEGMENT/QUALIFIER: DLMS 947I LQ segment, LQ01 qualifier ‘ACC’ used 

with W19 segment, W1901 Quantity or Status 

Adjustment Reason Code ‘AB-Accounting Error’

AP2.16.1 PURPOSE

AP2.16.1.1 The physical inventory program error classification codes for 

accounting error inventory adjustments (Document Identifier Code (DIC) D8B/B9B) 

provide a standard means for DoD Components to classify the causes of 

actual/potential accounting error inventory adjustments for subsequent analysis, 

evaluation, and corrective action.

AP2.16.1.2 The error classification code is a required entry on MILSTRAP 

documentation for use in preparing reports and for providing evaluation data to higher 

authority in standard error classification categories.

AP2.16.2 CODE STRUCTURE

AP2.16.2.1 First Position. The first character shall be numeric or alphabetic and 

shall identify the type of transaction during which the error occurred. Code assignment 

for the first character is controlled by DoD and may not be assigned by the DoD 

Components. The following operation codes are assigned as the first character in the 

error classification code:

1 The owner/manager may use the Inventory Adjustment –Accounting Error Classification Codes in rp 63-

65 in DIC D8B/D9B Inventory Adjustment Transactions (Accounting Errors) pending the establishment of 

single shared asset balances (see chapter 7).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.16-2 APPENDIX 2.16

CODE OPERATION CODE OPERATION

0 Not assigned; reserved for future 

assignment by DoD

6 Condition Code Transfer 

(DAC)

1 Receipt (D4_/D6_) 7 Not Assigned

2 Issue (D7_/A5_) 8 Other

3 Physical Inventory (D8A/D9A) 9 Not assigned; reserved for 

future assignment by DoD

4 Cataloging Changes A-Z Not assigned; reserved for 

future assignment by DoD

5 Logistics Reassignments

AP2.16.2.2 Second Position. The second character is alphabetic or numeric and 

identifies the type of error which occurred. Code assignment for the second character is 

controlled by DoD and may not be assigned by the DoD Components. The following 

type of error codes are assigned as the second character in the error classification 

code:

CODE LEGEND DEFINITION

A System/Program Error Total item property record (TIPR) was not correctly updated by a 

valid transaction because system failed or program contained a 

logic error

B Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

C Source Transaction 

Error 

Error in the source transaction national stock number (NSN), 

quantity, unit of issue, condition, type of pack, lot number, 

ownership/ purpose, and/or location (routing identifier) caused 

erroneous update of TIPR

D Data Entry Error Input transaction did not match source transaction NSN, quantity, 

unit of issue, condition, type of pack, lot number, 

ownership/purpose, and/or location (routing identifier) and caused 

erroneous update of the TIPR

E Rejected Document 

Not Posted

Transaction was rejected during processing and was not reinput to 

update the TIPR

F Duplicate Document 

Posted

Same transaction updated the TIPR more than once

G Reversal Document 

Not Posted

TIPR was not updated by a reversal transaction processed and 

transmitted by the storage activity. 

H Erroneous Reversal 

Posted

Prior action to reverse a transaction which updated the TIPR was 

taken in error

I Not Assigned
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.16-3 APPENDIX 2.16

CODE LEGEND DEFINITION

J Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

K Duplicate Physical 

Processing

Transaction updated the TIPR once but inventory accounting 

adjustment processed more than once

L Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

M Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

N Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

O Not Assigned

P Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

Q Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

R Infloat Transaction 

Control Error

Erroneous adjustment posted to the TIPR because infloat 

transactions were not considered or were not available

S Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

T Erroneous Inventory 

Adjustment 

(Accounting Error) 

Posted

Prior action to adjust the TIPR was taken in error

U Catalog Change Not 

Posted

Transaction resulted in erroneous update of the TIPR because the 

inventory accounting record was not updated by catalog change 

transaction

V Erroneous Catalog 

Change Posted

Erroneous data posted to TIPR due to error in catalog change 

record due to error in catalog change transaction (e.g., wrong unit of 

issue to or from, etc.)

W Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

X Not Assigned Not assigned for Inventory Adjustment (Accounting Error)

Y No Conclusive Findings Cause for the inventory adjustment (accounting error) could not be 

determined

Z Not Assigned Reserved for future DoD assignment

0-9 Not Assigned Reserved for future DoD assignment

AP2.16.2.3 Third Position. The third character may be assigned by each 

Component to internally amplify the error classification. Numeric and alphabetic code 

assignments in this position shall be controlled by each individual Component for their 

internal use.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.17-1 APPENDIX 2.17

AP2.17. APPENDIX 2.17 

RECEIPT ACKNOWLEDGEMENT 

DISCREPANCY/INFORMATION INDICATOR CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphabetic

EXPLANATION: A one-digit code.

Reporting activities use these codes in the 

Material Receipt Acknowledgement (MRA) 

transaction to indicate when a supply or 

transportation discrepancy or product quality 

deficiency affects the receipt posting and/or 

MRA process. Reporting activities also use to 

provide MRA information. MRA is DLMS 

527R with Transaction Type Code TH (legacy 

DIC DRA/DRB). 

DLA Disposition Services may use Receipt 

Acknowledgement Discrepancy/Information

Indicator Codes A, D, E, and F with the

Disposition Services Turn-In Receipt 

Acknowledgement (TRA) transaction when 

acknowledging receipt of a discrepant/

deficient shipment. TRA is DLMS 527R with 

Transaction Type Code CJ. TRA is a DLMS 

enhancement with no legacy DIC. Refer to 

ADC 1111.

Army may use select codes with intra-Army 

Receipt (Other than Procurement Instrument 

Source) transactions (DLMS 527R with 

Transaction Type Code D4 (legacy DIC D6_)) 

LEGACY MILSTRAP DOCUMENT IDENTIFIER 

CODE (DIC):

DRA, DRB, D6_ (Intra-Army only)

LEGACY RECORD POSITION (rp.): 63 of MRA (DIC DRA/DRB) 80 (intra-Army 

use only) of Other Than Procurement 

Instrument Source Receipts (DIC D6_).

DLMS IMPLEMENTATION CONVENTION (IC): 527R

DLMS SEGMENT/QUALIFIER: LQ Segment, 2/LQ01/130 Qualifier “EI – 

Discrepancy Indicator Code”
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.17-2 APPENDIX 2.17

CODES USED WITH MRA and select codes (A, D, E, and F) used with TRA: 

CODE DEFINITION

A SDR being submitted. (Excludes shortage and partial or total nonreceipt.)

B No record of requisition. Use in MRA reply to follow-up if there is no record 

of the requisition and the materiel has not been received. 

C Reserved for future DoD assignment.

D Transportation discrepancy report being submitted. (Excludes shortage and 

partial or total nonreceipt.)

E Product quality deficiency report being submitted.

F Shortage or partial or total nonreceipt.

When used with MRA transaction, the quantity not received is entered. 

When used with TRA transaction, the quantity received is entered. 

G Nonreceipt due to extended transit time. Use in MRA reply to follow-up, if 

more time is needed to pick up the materiel. Only for use by Navy ships and 

only when materiel is being held at a Navy Local Logistics Support Center 

or Materiel Processing Center.1

H Materiel still in transit2

I-L Reserved for future DoD assignment.

M-T See below

U Reserved for future DoD assignment.

V MRA is based on a systemic virtual receipt. MRA is generated from virtual 

receipt transaction which the Navy industrial site (Navy Shipyard/Fleet 

Readiness Center) created from a Supply Status transaction (DLMS 870S) 

with Status Code ‘PD’. Authorized for Navy and DLA use in MRA under 

Supply, Storage and Distribution/Inventory Management and Stock 

Positioning (SS&D/IMSP). Refer to ADC 372.

W Reserved for future DoD assignment.

X Discrepant receipt, other than shortage and partial or total nonreceipt, which 

does not meet qualifying criteria for discrepancy report submission.

Y-Z Reserved for future DoD assignment.

1 Refer to ADC 474. As required by DODM 4140.01, the DoD Components must provide implementation 

status for this approved change. Navy expected implementation by 2020/21. DLA EBS implemented 

indicator G in October 2017.

2 Refer to ADC 1114.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.17-3 APPENDIX 2.17

CODES USED WITH INTRA-ARMY RECEIPT (OTHER THAN PROCUREMENT 

INSTRUMENT SOURCE) TRANSACTIONS (DLMS 527R Receipt/legacy DIC D6_): 

CODE DEFINITION

M Damaged Receipt (for intra-Army use only) 

N Receipt Storage (for intra-Army use only) 

O Reserved for future DoD assignment

P Receipt Overage (for intra-Army use only) 

Q Wrong Material (for intra-Army use only) 

R Duplicate Receipt (for intra-Army use only) 

S Receipt previously processed as a Materiel Receipt Discrepancy (for intraArmy use only) 

T Condemned Upon Receipt or Shelf-Life Expired (for intra-Army use only) 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.18-1 APPENDIX AP2.18

AP 2.18. APPENDIX 2.18

TYPE INSPECTION CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: Type Inspection Code is used with either MILSTRAP 

legacy Document Identifier Code (DIC) DLX (Logistics 

Reassignment Technical and Quality Data and 

corresponding DLMS 536L; or with DLMS 842C/I

(Stock Screening Request) and 842S/Q (Storage 

Quality Control Report (SQCR))

RECORD POSITION: 48

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Qualifier EZ

Type inspection codes used with MILSTRAP DIC DLX and corresponding DLMS 

536L:

CODE EXPLANATION

1 Contractor.

2 Standard source inspection.

3 Inspection in accordance with ANSI/ASQC Q9000-1-1994, “Quality 

Management and Quality Assurance Standards-Guidelines and Selections for 

Use” (formerly MIL-I-45208A, “Military Specification Inspection System 

Requirements”).

4 Inspection in accordance with ANSI/ASQC Q9000-1-1994, “Quality 

Management and Quality Assurance Standards-Guidelines and Selections for 

Use” (formerly MIL-Q-9858A, “Military Specification Quality Program 

Requirements”).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.18-2 APPENDIX AP2.18

AP 2.18.2. Type inspection codes used with DLMS 842S/Q SQCR and 842C/I Stock 

Screening Request:1

CODE DEFINITION USAGE

C Visual Inspection Monthly care of supplies in storage (COSIS) inspections. 

Applicable to SQCRs only; not used on Stock Screening 

Requests.

F Safety of Flight (SOF) 

Inspection

Special inspection of SOF materiel or Aviation Safety 

Action Message (ASAM).

P Special Inspection at 

Single Location

Specific to one storage location (e.g., take picture of 

materiel at specific location).

Q Quality-Related 

Inspection

Inspection applicable to suspected quality problem, e.g., 

subsequent to receipt of PQDR or SDR.

R Reimbursable Special 

Inspection 

For materiel stored at DLA distribution centers, request is 

transmitted to all DSS sites. 

S Shelf-life Inspection Monthly cyclic inspections for shelf life items. Applicable 

to SQCRs only; not used on Stock Screening Requests.

U Safety of Use (SOU) 

Inspection

Special inspection of SOU materiel.

X Critical Safety Item 

(CSI) Inspection

Special inspection of CSI materiel. 

Z Suspect Counterfeit 

Inspection

Applicable to suspected counterfeit 

material/unauthorized product substitution (CMUPS).

1 Refer to ADC 240 and ADC 1045. Pending implementation of ADC 1045, targeted for first quarter FY 

2017, the following codes will remain available:

 A Aviation Safety Action Message (ASAM)

 O Outbound Shipment

 T Stock Readiness
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.19-1 APPENDIX 2.19

AP2.19. APPENDIX 2.19

REVIEW PERIOD INDICATOR CODES

NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: A code identifying the review period relative to the 

effective transfer date (ETD).

RECORD POSITION: 7

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“EV – Review Period Indicator Code”

CODE EXPLANATION

1 ETD minus 120 days review period.

2 ETD minus 30 days review period.

3 ETD plus 90 days review period.

4 ETD plus 270 days review period.
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

AP2.20-1 APPENDIX 2.20

AP2.20. APPENDIX 2.20 

Environmental Protection Agency (EPA) Waste Source 

Codes

Refer to the EPA Resource Conservation and Recovery Act (RCRA) data dictionary for 

authoritative source: https://rcrainfo.epa.gov/rcrainfo-help/application/ded/

index.htm#t=introduction.htm

Code Detail

G01 DIP, FLUSH OR SPRAY RINSING

G02 STRIPPING AND ACID OR CAUSTIC CLEANING

G03 PLATING AND PHOSPHATING

G04 ETCHING

G05 METAL FORMING AND TREATMENT

G06 PAINTING AND COATING

G07 PRODUCT AND BY-PRODUCT PROCESSING

G08 REMOVAL OF SPENT PROCESS LIQUIDS OR CATALYSTS

G09 OTHER PRODUCTION OR SERVICE-RELATED PROCESSES

G11 DISCARDING OFF-SPECIFICATION OR OUT-OF-DATE CHEMICALS OR 

PRODUCTS
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

AP2.20-2 APPENDIX 2.20

G12 LAGOON OR SEDIMENT DRAGOUT AND LEACHATE COLLECTION

G13 CLEANING OUT PROCESS EQUIPMENT

G14 REMOVAL OF TANK SLUDGE, SEDIMENTS OR SLAG

G15 PROCESS EQUIPMENT CHANGE-OUT OR DISCONTINUATION OF 

EQUIPMENT USE

G16 OIL CHANGES AND FILTER OR BATTERY REPLACEMENT

G19 OTHER ONE-TIME OR INTERMITTENT PROCESSES

G21 AIR POLLUTION CONTROL DEVICES (BAGHOUSE DUST, ETC.)

G22 LABORATORY ANALYTICAL WASTES (USED CHEMICALS)

G23 WASTEWATER TREATMENT (SLUDGE, FILTER CAKE, ETC.)

G24 SOLVENT OR PRODUCT DISTILLATION OR RECOVERY (SLUDGE, 

WASTE)

G25 HAZARDOUS WASTE MANAGEMENT

G26 STORAGE AND DISPOSAL UNIT LEACHATE COLLECTION

G31 ACCIDENTAL CONTAMINATION OF PRODUCTS, MATERIALS, OR 

CONTAINERS

G32 CLEANUP OF SPILL RESIDUES
DLM 4000.25, Volume 2, January 22, 2024

Change 17 

AP2.20-3 APPENDIX 2.20

G33 LEAK COLLECTION AND FLOOR SWEEPING

G39 OTHER CLEANUP OF CURRENT CONTAMINATION

G41 CLOSURE OF HAZARDOUS WASTE MANAGEMENT UNIT UNDER RCRA

G42 CORRECTIVE ACTION AT A SOLID WASTE MANAGEMENT UNIT UNDER 

RCRA

G43 REMEDIAL ACTION OR EMERGENCY RESPONSE UNDER SUPERFUND

G44 STATE PROGRAM OR VOLUNTARY CLEANUP

G45 UNDERGROUND STORAGE TANK CLEANUP

G49 OTHER REMEDIATION

G61 HW RECEIVED FROM OFF SITE FOR STORAGE / BULKING AND 

TRANSFER OFF SITE FOR TREATMENT OR DISPOSAL

G62 HAZARDOUS WASTE RECEIVED FROM A FOREIGN COUNTRY
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.21-1 APPENDIX 2.21

AP2.21. APPENDIX 2.21

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.22-1 APPENDIX 2.22

AP2.22. APPENDIX 2.22

TYPE DUE-IN INDICATOR

NUMBER OF CHARACTERS: One

TYPE OF CODE: Numeric

EXPLANATION: A code identifying the type of due-in.

RECORD POSITION: 49 and 67

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“EH – Type Due-In Indicator” 

CODE EXPLANATION

1 Purchase request.

2 Contract.

3 Other.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.23-1 APENDIX 2.23

AP2.23. APPENDIX 2.23

TYPE LOCATION RECONCILIATION REQUEST 1

NUMBER OF 

CHARACTERS: 

One

TYPE OF CODE: Numeric

EXPLANATION: Used to identify the type of location reconciliation 

request

RECORD POSITION: 7 

DLMS 

SEGMENT/QUALIFIER:

LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“FH – Type Location Reconciliation Request” 

CODE EXPLANATION

1 End-of-day processing

2 Annual location reconciliation request

1The end-of-day processing and location reconciliation process will not be required with the establishment 

of single shared asset balances (see Volume 2, Chapter 6).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.24-1 APPENDIX 2.24

AP2.24. APPENDIX 2.24

OTHER CODES

NUMBER OF CHARACTERS: Variable

TYPE OF CODE: Variable 

EXPLANATION: This appendix provides the source, 

and other information, for codes used or referred to in 

this manual which are prescribed by other DoD 

publications and which are not republished in this 

manual.

References in this Appendix are linked to the authoritative sources from the Defense 

Enterprise Data Standards Office Website pages, unless otherwise specified, for the 

following publication categories.

CODE AUTHORITATIVE SOURCE

Acquisition Method DoD 4100.39-M, FLIS, Volume 10 Table 71

Acquisition Method Suffix DoD 4100.39-M, FLIS, Volume 10 Table 71

Advice DLM 4000.25, Volume 2, , Appendix AP7.15

Call/Order Serial Number DFARS1

Commercial and Government Cataloging Handbook H4/H8 Entity Commercial and 

Government Entity (CAGE) Code

Contract Line-Item Number DFARS1

Controlled Inventory Item DoD 4100.39-M, FLIS, Volume 10, Table 61.

Criticality Designator DoD 4000.25-5-M, MILSCAP, Appendix A9.

Data Universal Numbering 

System

FAR, section 52.204-6.

Delivery Date 

(Standard/Required)

DLM 4000.25, Volume 2, Appendix AP7.14.

Demand DLM 4000.25, Volume 2, Appendix AP7.8.

Distribution DLM 4000.25, Volume 2, Appendix AP7.12.

Document Number DLM 4000.25, Volume 2, Appendix AP7.7.

1 Defense Federal Acquisition Regulations (DFAR) applies for structure of contract data entries 

assigned/prescribed by DoD inventory control points (ICP)/integrated materiel managers (IMM). Federal 

Acquisition Regulation (FAR) applies for structure of contract data entries assigned/prescribed by nonDoD IMMs.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP2.24-2 APPENDIX 2.24

CODE AUTHORITATIVE SOURCE

DoD Activity Address DLM 4000.25, DLMS, Volume 6, Chapter 2.

Essentiality DoD 4140.26-M, Defense Integrated Materiel Management 

Manual for Consumable Items.

Fund DLM 4000.25, Volume 4

Media and Status DLM 4000.25, Volume 2, Appendix AP7.4.

National Stock Number DLM 4000.25, Volume 2, Appendix AP7.5.

Normal Source of 

Procurement 

DoD 4100.39-M, FLIS, Volume 10, Table 138.

Part Number DLM 4000.25, Volume 2, Appendix AP7.5.

Priority Designator DLM 4000.25, M Volume 2, Appendix AP7.14.

Procurement Instrument 

Identification (PIID)

FAR or DFARS2

Project DLM 4000.25, Volume 2, Appendix AP7.13. 

Production Equipment DoD 4100.39-M, FLIS 

Routing Identifier DLM 4000.25, Volume 2, Appendix AP7.3.

Signal DLM 4000.25, Volume 2, Appendix AP7.10.

Status DLM 4000.25, Volume 2, Appendix AP7.16.

Stock Number DLM 4000.25, Volume 2, Appendix AP7.5.

Subsistence Type of Pack DLM 4000.25, Volume 2, Appendix AP7.20.

Suffix DLM 4000.25, Volume 2, Appendix AP7.8.

Supplementary Address DLM 4000.25, Volume 2, Appendix AP7.9.

Type of Business DFARS, 253.204-71 (f),section D.

Type of Contract DFARS, 253.204-70 (c)(4)(v)(C)

Unit of Issue DoD 4100.39-M, FLIS, Volume 10, Table 53

Vendor Shipment Number FAR or DFARS3

2 Ibid.

3 Ibid
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3-i APPENDIX 3

AP3. APPENDIX 3

FORMATS INDEX

APPENDIX Document 

Identifier

Code(s)

TITLE

AP3 Index

AP3 Introduction

AP3.1 D4_ Materiel Receipt - Procurement Instrument Source

AP3.2 D6_ Materiel Receipt - Other Than Procurement Instrument Source

AP3.3 D7_ Issue

AP3.4 D8_, D9_ Inventory Adjustment - Increase or Decrease

AP3.5 D8E, D8F, 

D9E, D9F

Inventory Adjustment - Increase or Decrease (Logistics Transfer/ 

Capitalization/Decapitalization) 

AP3.6 D8S, D9S Inventory Adjustment - Increase or Decrease (Ownership Transfer)

AP3.7 DA1, DA2 Single Managed Conventional Ammunition Freeze/ Unfreeze Action

AP3.8 DAC, DAD Inventory Adjustment - Dual (Condition/Purpose Transfer)

AP3.9 DAS Inventory Adjustment - Dual (Ownership Transfer)

AP3.10 DD_ Due-In - Procurement Instrument Source

AP3.11 DEE, DEF Logistics Transfer/Decapitalization

AP3.12 DF_ Due-In - Other Than Procurement Instrument Source

AP3.13 DG_ Backorder

AP3.14 DHA Demand

AP3.15 DJA Physical Inventory Request

AP3.16 DLA Logistics Transfer/Decapitalization Follow-up

AP3.17 DLB Reply To Logistics Transfer/Decapitalization Follow-up

AP3.18 DLC Logistics Reassignment Delinquent Due-In Follow-Up

AP3.19 DLD Logistics Reassignment Delinquent Due-In Response

AP3.20 DLE Logistics Reassignment Due-In Reconciliation Request

AP3.21 DLF Logistics Reassignment Due-In Reconciliation Response

AP3.22 DLS Logistics Reassignment General Management Data

AP3.23 DLT Logistics Reassignment Backorder and Demand Data

AP3.24 DLU Logistics Reassignment On-Hand Asset Data

AP3.25 DLV Logistics Reassignment Due-In Asset Data
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3-ii APPENDIX 3

APPENDIX Document 

Identifier

Code(s)

TITLE

AP3.26 DLW Logistics Reassignment Contract History Data

AP3.27 DLX Logistics Reassignment Technical and Quality Data

AP3.28 DM_ War Materiel Requirements Data

AP3.29 DRA, DRB Materiel Receipt Acknowledgment

AP3.30 DRF Follow-Up For Delinquent Materiel Receipt Acknowledgment

AP3.31 DSA Small Arms Multi-Field Corrections

AP3.32 DSB Small Arms Mass Stock Number Change

AP3.33 DSC Small Arms Correction

AP3.34 DSD Small Arms Receipt/Shipment Follow-Up

AP3.35 DSF Small Arms Reconciliation/Reject Follow-Up

AP3.36 DSM Weapon Serial Number Control

AP3.37 DSR Small Arms Reconciliation/Reject

AP3.38 DU_ Pre-Positioned Materiel Receipt - Procurement Instrument Source

AP3.39 DW_ Pre-Positioned Materiel Receipt - Other Than Procurement 

Instrument Source

AP3.40 DXA Materiel Receipt Follow-Up - Procurement Instrument Source

AP3.41 DXB Materiel Receipt Follow-Up - Other Than Procurement Instrument 

Source 

AP3.42 DXC Reply To Materiel Receipt Follow-Up - Procurement Instrument 

Source 

AP3.43 DXD Reply To Materiel Receipt Follow-Up - Other Than Procurement 

Instrument Source

AP3.44 DYA, DYB, 

DYL, DYM

Special Program Requirement Request

AP3.45 DYC Special Program Requirement Cancellation

AP3.46 DYD Special Program Requirement Modifier

AP3.47 DYG Special Program Requirement Substitute Item Acceptance

AP3.48 DYH Special Program Requirement Substitute Item Rejection

AP3.49 DYJ Special Program Requirement Follow-Up

AP3.50 DYK Special Program Requirement Status

AP3.51 DZ9 Status Notification Transaction

AP3.52 DZA Asset Status

AP3.53 DZB Storage Item Data Correction/Change
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3-iii APPENDIX 3

APPENDIX Document 

Identifier

Code(s)

TITLE

AP3.54 DZC Logistics Reassignment Storage Information

AP3.55 DZD Logistics Reassignment Storage Information Reply

AP3.56 DZE Asset Status Reporting Request

AP3.57 DZF Asset Status Reporting (Base, Post, Camp, and Station Level Use)

AP3.58 DZG Transaction Reject

AP3.59 DZH Location Reconciliation Request

AP3.60 DZJ Transaction History Request

AP3.61 DZK Transaction History Transmittal

AP3.62 DZM End of Day Transaction Count

AP3.63 DZN Location Reconciliation Notification

AP3.64 DZP Location Reconciliation History Notification
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3-1 APPENDIX 3

AP3. APPENDIX 3

FORMATS INTRODUCTION

AP3.1. General. The AP3 series appendices prescribe the alignment and data 

entries for the MILSTRAP formats.

AP3.2. Formats. MILSTRAP formats are described in Appendices AP3.1 through 

AP3.64. 

AP3.3. Special Explanation/Instruction. To prevent repeating lengthy and 

repetitious footnotes, explanations, and instructions, the following are provided for 

reference purposes and shall be referred to in the applicable formats:

AP3.3.1. For ammunition and ammunition related items in Federal supply 

group 13, and Federal supply classes 1410, 1420, 1427, 1440, 5330, 5865, 6810 or 

8140, quantities exceeding 99,999 may be expressed in thousands by placing an M 

in record position 29. For example: A quantity of 1,950,000 would be expressed as 

1950M (1950 in record positions 25-28 and an M in record position 29). Quantities 

not evenly divisible by thousands shall require two transactions. The first transaction 

shall reflect the rounded thousands using the M modifier and the second transaction 

shall reflect the residual quantity: For example: A quantity of 100,001, the first 

document shall reflect a quantity of 0100M and the second document shall reflect a 

quantity of 00001.

AP3.3.2. When reversal or cancellation of the original transaction is required, 

enter a reversal indicator in record position 25. Chapter 9 provides a list of the 

MILSTRAP transactions that are authorized for reversal.

 AP3.3.2.1. Reversal Indicator. In punched-card transactions, the reversal 

indicator was an eleven-zone over punch of the quantity digit in record position 25 of 

the quantity to be reversed. In non punched-card MILSTRAP 80 record position 

transactions, the reversal indicator is the Extended Binary Coded Decimal 

Interchange Code (EBCDIC) or American Standard Code for Information 

Interchange equivalent of the punched-card entry, which is also entered in record 

position 25 of the reversal quantity for the 80 record position MILSTRAP 

transactions. (NOTE: A transaction reversal for Defense Logistics Management 

Standards (DLMS) transactions is accomplished with a negative sign in front of the 

quantity. Therefore, the MILSTRAP legacy 80 record position transaction reversal 

indicator as described below does not apply in DLMS transactions. The EBCDIC 

reversal indicators are a minus sign for a blank entry, a } (closing brace) for an entry 

of zero, or an alphabetic J through R for an entry of 1 through 9 respectively. Since 

significant digits are to be preceded by zeros, the blank and minus sign indicators in 

record position 25 are actually invalid entries and are mentioned only to cover all 

possibilities. The punched card and EBCDIC reversal indicators are as follows:
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3-2 APPENDIX 3

QUANTITY 

ENTRY

RECORD POSITION 25 

PUNCHED-CARD

TRANSACTION ENTRY

RECORD POSITION 25 

EBCDIC REVERSAL

EBCDIC REVERSAL 

QUANTITY ENTRY

1 11-zone and blank - (MINUS) - 1

00001 11-zone and 0 (zero) } }0001

10001 11-zone and 1 J J0001

20001 11-zone and 2 K K0001

39999 11-zone and 3 L L9999

42180 11-zone and 4 M M2180

57832 11-zone and 5 N N7832

60000 11-zone and 6 O O0000

78364 11-zone and 7 P P8364

80000 11-zone and 8 Q Q0000

99999 11-zone and 9 R R9999

AP3.3.2.2. For ammunition, an M-modifier may be entered in record 

position 29 of the quantity field to denote thousands. In such cases, the quantity and 

reversal indicators would appear as shown in the following example for a reversal 

quantity of 800000:

QUANTITY 

ENTRY

RECORD POSITION 25 

PUNCHED-CARD

TRANSACTION ENTRY

RECORD POSITION 25 

EBCDIC REVERSAL

CHARACTER

EBCDIC 

REVERSAL 

QUANTITY 

ENTRY

0800M 11-zone and 0 (zero) } }800M

AP3.3.3. When all data elements, other than quantity, are identical and the 

quantity due-in or being adjusted exceeds 99,999 or 9999M (M-Modifier thousands -

and residual quantities are for ammunition); or when all data elements are the same, 

except the condition of materiel, for materiel being received or being adjusted; 

assign consecutive suffix codes in record position 44 beginning with alpha code A in 

the initial transaction; otherwise, leave blank. 

AP3.3.4. Date Indicator is a three-position field used to identify the year and 

month (e.g., 305 is year 2003, month of May). Date indicators refer to the last day of 

the month unless otherwise noted in the transaction. The Date Indicators in special 

program requirement (SPR) transactions refer to the first day of the month as noted 

in the formats.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3-3 APPENDIX 3

AP3.3.5. Exception Rule Available for Communicating Larger Quantities in 

Identified Transactions. For ammunition and ammunition related items in FSG 13, 

and FSC 1410, 1420, 1427, 1440, 5330, 5865, 6810 or 8140, exception rule for 

ammunition and ammunition related items: By trading partner agreement and by 

coordination with DLA Transaction Services, an exception rule is available for 

communicating larger quantities in identified transactions. This rule is only 

applicable when the initiating system is DLMS compliant (and supports larger 

quantities), and the receiving system is using legacy MILSTRAP. Under this rule, 

when the quantity exceeds 99,999, the DLA Transaction Services transaction 

conversion from DLMS to legacy format shall transmit the initial quantity using the 

standard configuration using the qualifier “M” in rp 29 to represent thousands, per 

AP3.3.1. The residual quantity from the DLMS transaction shall be transmitted 

separately using the original document number and original/blank suffix code. The 

legacy trading partner system shall be responsible for accumulating the quantities 

transmitted separately (rather than superseding or rejecting as duplicate 

transactions). Refer to ADC 441, Exception Rules to Accommodate Communication 

of Ammunition/Ammunition Related Quantities in Excess of Five Digits.

AP3.4. General Guidance for Quantity, Day, and Date Entries

AP3.4.1. Quantity. Unless otherwise stated in the format explanation and 

instructions, quantity fields must be completely filled. If the quantity being entered 

does not fill the prescribed number of positions, right justify the entry and precede the 

significant digits with zeroes. For instance, a quantity of 55 would be entered in record 

positions 25-29 as 00055.

AP3.4.2. Day. The term Julian day is not recognized for data element 

terminology. Accordingly, all instructions covering the entry of a 3-digit day refer to 

the ordinal day of the calendar year. For instance, 25 February shall be entered as 

056 and 14 July would be entered as 195 or 196 in a leap year.

AP3.4.3. Date. Date entries of four positions, unless otherwise specified, 

consist of the last position of the calendar year and the 3-digit ordinal day of the 

calendar year. For instance, 25 February 2003 would be entered as 3056.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.1-1 APPENDIX 3.1

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.1, 2

Procurement 

Instrument Identifier 

(PIID) or Due-In 

Document Number 

30-43 Enter the PIID3, 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 intraComponent use only, enter or perpetuate 

the controlling document number in record 

positions 30-43. 

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).4

Blank

 

or

(43) Leave blank.

Due-In Document 

Number

(30-43) For intra-Component use only, enter (or 

perpetuate due-in document number.

1 See Appendix AP3 - Formats Introduction, AP3.3.1.

2 See Appendix AP3 - Formats Introduction, AP3.3.2.

3 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 

4 Ibid. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.1-2 APPENDIX 3.1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.5

Item Number 45-50 Enter the contract/exhibit line item number 

or sub-line item number as indicated below, 

if applicable; otherwise, leave blank. 

Contract/Exhibit Line 

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 interComponent use, leave blank.

Distribution 54-56 Enter (or perpetuate) distribution code; 

otherwise, leave blank.

Project 57-59 Enter (or perpetuate) project code; 

otherwise, leave blank.

60-66 Continued on next page

5 See Appendix AP3 - Formats Introduction, AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.1-3 APPENDIX 3.1

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.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.1-4 APPENDIX 3.1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Multiuse 76 For intra-Component use, enter data 

prescribed by Component. For

inter-Component use, leave blank.

Call/Order Number 77-80 Enter applicable legacy four-position 

call/order number associated with the PIIN; 

otherwise leave blank. 
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP3.2-1 APPENDIX AP3.2

AP3.2. APPENDIX 3.2

MATERIEL RECEIPT – OTHER THAN

PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the D6 series.

Routing Identifier

Code (TO)

4-6 Enter (or perpetuate) the RIC of the 

Inventory Control Point to which this 

transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item received.

Unit of Issue 23-24 Enter UI of item.

Quantity (Received) 25-29 Enter quantity received, preceding 

significant digits with zeros. 1, 2

Document Number 30-43 Enter controlling document number.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignments of suffix codes are 

necessary.3

Supplementary 

Address

45-50 Enter (or perpetuate) SUPADD; otherwise, 

leave blank.

Signal 51 Enter (or perpetuate) the signal code; 

otherwise, leave blank.

Fund 52-53 Enter (or perpetuate) fund code; otherwise, 

leave blank.

Distribution 54-56 Enter (or perpetuate) distribution code; 

otherwise, leave blank.

Project 57-59 Enter (or perpetuate) project code; 

otherwise, leave blank.

1 See Appendix AP3 - Formats Introduction, AP3.3.1.

2 See Appendix AP3 - Formats Introduction, AP3.3.2.

3 See Appendix AP3 - Formats Introduction, AP3.3.3.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP3.2-2 APPENDIX AP3.2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Dual-Use

Multi-Use

or

DSS Operations 

Control Number 

(OCN)

60-66

(60-66)

(60-66)

For intra-DoD Component use, enter data 

prescribed by DoD Component.

4, 5, 6

For inter-DoD Component use, and intraDLA use, DLA storage activities will enter 

the DSS OCN; otherwise, leave blank7.

Routing Identifier 

Code (Receiving 

Location)

67-69 Enter (or perpetuate) the RIC identifying 

activity at which item is received, if available; 

otherwise, leave blank.

Ownership/Purpose 70 Enter ownership/purpose code.

Supply Condition 71 Enter supply condition code of item 

received.

Management 72 Enter management code; otherwise leave 

blank.

Day of Year

(Released by Carrier)

73-75 Enter ordinal day of the calendar year that 

materiel was released by carrier.8

Multiuse 76-80 For intra-Component use, enter data 

prescribed by Component. For interComponent use, leave blank.

9, 10

4 For intra-Army use, rp 60-61 identifies the priority designator. (Refer to ADC 234.)

5 For intra-Army use, rp 65-66 identifies the advice code. (Refer to ADC 234.)

6 For intra-Air Force use, rp 60-65 identifies the Ship-From DoDAAC for use in Air Force retail receipts of 

shipments from Air Force retail activities. (Refer to ADC 1185.)

7 Refer to ADC 218. 8 On an intra-Army basis, Army sometimes uses D6X for their Direct Support/Reparable Exchange 

process by citing X in rp 73 with rp 74-75 blank. This is a temporary deviation from standard processing 

in place until implementation of Army Exchange Pricing (estimated to be April 2009). (Refer to ADC 267.)

9 For Navy CAV-ORM DIC D6K, rp 76-78 identifies the Shipper RIC.

10 For intra-Army use only, rp 80 identifies the discrepancy indicator code (see appendix 2.17). (Refer to

ADC 272.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.3-1 APPENDIX 3.3

AP3.3. APPENDIX 3.3

ISSUE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the D7 series.

Routing Identifier

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which this transaction is being forwarded.

Media and Status 7 Enter M&S code from original document.

Stock of Part Number 8-22 Enter stock or part number of item issued.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity issued, preceding significant 

digits with zeros.1, 2

Document Number 30-43 Enter document number from source 

document.

Suffix 44 Enter assigned suffix code; otherwise, leave 

blank.

Supplementary 

Address

45-50 Perpetuate from source document.

Signal 51 Perpetuate from source document.

Fund 52-53 Perpetuate from source document.

Distribution 54-56 Perpetuate from source document.

Project 57-59 Perpetuate from source document.

Priority 60-61 Perpetuate from source document.

Delivery Day 62-64 Perpetuate from source document.

Advice 65-66 Perpetuate from source document.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the storage activity from which 

the item is to be shipped.

1See Appendix AP3 - Formats Introduction, AP3.3.1 

2 See Appendix AP3 - Formats Introduction, AP3.3.2.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.3-2 APPENDIX 3.3

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Ownership/Purpose 70 Enter ownership/purpose code from which 

item is to be shipped.

Supply Condition 71 Enter supply condition code from which item 

is to be shipped.

Management 72 Enter appropriate issue management code.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which transaction is prepared.

Multiuse 76-79 For intra-Component use, enter data 

prescribed by Component. For interComponent use, leave blank.3, 

Dual-Use 80

Multi-Use (80) For intra-Component use, enter data 

prescribed by Component

Reason for 

Reversal

(80) For inter-Component use, authorized for 

reason for reversal code for all DoD 

Components when reversing an Issue 

transaction.4 ,5

3 For Navy, rp 77 identifies the “issue on request” code. Navy uses when a customer receives material 

without a material release order and DSS sends a D7_ (with an “I” in position 77) to Navy systems (e.g., 

Uniform Inventory Control Program (UICP)) to indicate that material has been issued. (See ADC 235)

4 For Navy, rp 80 identifies the Issue Reversal Code B or S per legacy requirements. (See ADC 259.)

5 Implementation staggered. Refer to ADC 1160.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.4-1 APPENDIX 3.4

AP3.4. APPENDIX 3.4 

INVENTORY ADJUSTMENT – INCREASE OR 

DECREASE 

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the D8 or D9 

series except D8E, D8F, D8S, D9E, D9F, 

and D9S.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the activity to which this 

transaction is being forwarded.

Type of Physical 

Inventory/Transaction 

History

7 Enter the appropriate type of physical 

inventory/transaction history code.

Stock or Part Number 8-22 Enter stock or part number of item being 

adjusted.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter the quantity being adjusted, preceding 

significant digits with zeros. 1, 2

Document Number 30-43 For reclassification of previously suspended 

returns, enter document number under 

which materiel was received; otherwise, 

enter appropriate document number.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.3

Multiuse 45-51 For intra-Component use, enter data 

prescribed by Component. For interComponent use, leave blank.

Fund 52-53 Enter appropriate fund code for intraComponent use. For inter-Component use, 

leave blank.

1See Appendix AP3 - Formats Introduction, AP3.3.1.

2See Appendix AP3 - Formats Introduction, AP3.3.2.

3See Appendix AP3 - Formats Introduction, AP3.3.3. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.4-2 APPENDIX 3.4

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Distribution 54-56 Enter appropriate distribution code if stocks 

are segregated and maintained by codes 

reflected in the distribution field; otherwise, 

leave blank.

Project 57-59 Enter appropriate project code if stocks are 

segregated and maintained by code 

reflected in the project field; otherwise, leave 

blank. 

Multiuse 60-62 For intra-Component use, enter data 

prescribed by Component. For interComponent use, leave blank.

Dual Use 63-65

Error Classification (63-64) For DIC D8A and D9A, enter appropriate 

DoD assigned physical inventory error 

classification code from Appendix 2.15, 

otherwise, leave blank.

For DIC D8B and D9B enter appropriate 

DoD assigned accounting error classification 

code from Appendix 2.16, otherwise, leave 

blank.

(65) For DIC D8A/D9A and D8B/D9B, enter 

Component assigned code amplifying the 

DoD error classification code; otherwise, 

leave blank. 

or

Multiuse (63-65) For intra-Component use with DIC other 

than D8A/D9A or D8B/D9B, enter data 

prescribed by Component. For interComponent use except for DIC D8A/D9A or 

D8B/D9B, leave blank.

Multiuse 66 For intra-Component use, enter data 

prescribed by Component. 

For inter-Component use, leave blank.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity at which 

item is stored.

Ownership/Purpose 70 Enter appropriate ownership/purpose code, 

if applicable.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.4-3 APPENDIX 3.4

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supply Condition 71 Enter supply condition code of inventory 

balance being affected.

Management 72 Enter appropriate management code; 

otherwise, leave blank.

Day of Year 73-75 Enter the ordinal day of the calendar year on 

which the adjustment is processed by the 

initiating activity.

Multiuse 76-80 For intra-Component use, enter data 

prescribed by Component. For interComponent use, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.5-1 APPENDIX 3.5

AP3.5. APPENDIX 3.5

INVENTORY ADJUSTMENT – INCREASE OR 

DECREASE (LOGISTICS TRANSFER/ 

CAPITALIZATION/DECAPITALIZATION)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC D8E, D8F, D9E, or D9F, 

asappropriate.

Routing Identifier

Code (TO)

4-6 Enter RIC of the inventory control point 

(ICP) to which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

adjusted.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity of the increase or decrease, 

preceding significant digits with zeros. 1,2

Document Number 30-43 For DIC D8_ increase transactions, 

perpetuate document number from DIC DEE 

or DEF transactions. For DICD9_, decrease 

transactions, enter current document 

number of the losing ICP using a 

consecutive serial number for each different 

inventory control record balance.

Suffix 44 For DIC D8_ transactions, perpetuate code 

from DIC DEE or DEF transaction. For DIC

D9_transactions, enter consecutive alpha 

codes A through Z when assignment of 

suffix codes is necessary. 3

Routing Identifier 

(Losing)

45-47 Enter RIC of the losing ICP.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2. 

3 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.5-2 APPENDIX 3.5

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 48-53 Leave blank.

Distribution 54-56 Enter distribution code if inventory control 

records are maintained by codes reflected in 

the distribution field; otherwise, leave blank.

Project 57-59 Enter project code if inventory control 

records are maintained by codes reflected in 

the project field; otherwise, leave blank. 

Blank 60-61 Leave blank.

Day of Year 

(Effective) 

62-64 Enter original effective day (ordinal day of 

the calendar year) of the logistic transfer or 

decapitalization.

Ownership/Purpose 65 To be used by gaining ICP.

Supply Condition 66 To be used by gaining ICP.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of storage activity at which item is 

stored.

Ownership/Purpose 70 Enter ownership/purpose code of the 

inventory balance being affected.

Supply Condition 71 Enter supply condition code of the inventory 

balance being affected.

Management 72 Enter management code; otherwise, leave 

blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which transaction is prepared.

Blank 76-80 Leave blank. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.6-1 APPENDIX 3.6

AP3.6. APPENDIX 3.6

INVENTORY ADJUSTMENT – INCREASE OR 

DECREASE (OWNERSHIP TRANSFER)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC D8S or D9S, as appropriate.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the activity to which this 

transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

adjusted.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity of the increase or decrease, 

preceding significant digits with zeros. 1 / 2

Document Number 30-43 Enter appropriate document number.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.3

Blank 45-51 Leave blank.

Fund 51-53 For intra-Component use, enter appropriate 

code. For inter-Component use, leave 

blank.

Distribution 54-56 Enter distribution code if stocks are 

segregated and maintained by codes 

reflected in the distribution field; otherwise, 

leave blank.

Project 57-59 Enter project code if stocks are segregated 

and maintained by code reflected in the 

project field; otherwise, leave blank.

1See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1. 

2See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

3See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.6-2 APPENDIX 3.6

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 60-66 Leave blank.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity at which 

item is stored.

Ownership 70 Enter ownership code reflected by RIC in 

record positions 4-6.

Supply Condition 71 Enter supply condition code of the inventory 

balance being affected.

Management 72 Enter management code; otherwise, leave 

blank.

Day of Year 73-75 Enter ordinal day of the calendar year on 

which adjustment is processed to the Single 

Manager for Conventional Ammunition 

record.

Blank 76-80 Leave blank. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.7-1 APPENDIX 3.7

AP3.7. APPENDIX 3.7

SINGLE MANAGED CONVENTIONAL AMMUNITION 

FREEZE/UNFREEZE ACTION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DA1 or DA2, as appropriate.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the activity to which this 

transaction is being forwarded, if 

applicable.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

frozen/unfrozen.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity being frozen/unfrozen, 

preceding significant digits with zeros. 1 / 2

Document Number 30-43 Enter or perpetuate the controlling 

document number.

Suffix 44 Enter consecutive alpha codes A through 

Z when assignment of suffix codes is 

necessary.3

Blank 45-66 Leave blank.

Routing Identifier

Code

67-69 Enter or perpetuate RIC of the (Storage 

Activity) storage activity where stock is 

positioned.

Ownership/Purpose 70 Enter ownership/purpose code, if 

applicable.

Supply Condition 71 Enter or perpetuate supply condition code 

of the inventory balance being frozen or 

unfrozen.

Management 72 Enter or perpetuate management code; 

otherwise, leave blank.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

3 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.7-2 APPENDIX 3.7

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 73 Leave blank.

Date 

(Freeze/Unfreeze)

74-78 For DIC DA1, enter date freeze was lifted. 

For DIC DA2, enter date freeze was 

applied. Enter last two digits of the 

calendar year in record positions 72-73 

and the ordinal day of the calendar year in 

record positions 74-76 (e.g. 02029 is 

January 29, 2002).

Blank 79-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.8-1 APPENDIX 3.8

AP3.8. APPENDIX 3.8 

INVENTORY ADJUSTMENT – DUAL 

(CONDITION/PURPOSE TRANSFER)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DAC or DAD, as appropriate.

Routing Identifier

Code (TO)

4-6 Enter RIC of the Inventory Control Point

to which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

adjusted.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity being adjusted, preceding 

significant digits with zeros.1/2

Document Number 30-43 For reclassification of previously 

suspended receipts, enter document 

number under which the materiel 

originally was received. For other 

adjustments, enter appropriate 

document number.

3

Suffix 44 For reclassification of previously 

suspended receipts, enter suffix code 

under which the materiel was originally 

received. For other adjustments, enter 

consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.4

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1. 

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2. 

3 For intra-DLA use only, if DAC is applicable to Supply Condition Code (SCC) L, enter the Procurement

Instrument Identifier (PIID) in rp 30-42.

4 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.8-2 APPENDIX 3.8

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier 

Code (Losing)

45-47 For intra-Component, enter code 

prescribed by the Component.

5 For 

inter-Component, leave blank.

Multiuse 48-50 For intra-Component, enter data 

prescribed by the Component.6 For 

inter-Component use, leave blank.

Blank 51 Leave blank.

Fund 52-53 For intra-Component use, enter 

appropriate code. For inter-Component 

use, leave blank.

Distribution 54-56 Enter distribution code if stocks are 

segregated and maintained by codes 

reflected in the distribution field; 

otherwise, leave blank.

Project 57-59 Enter project code if stocks are 

segregated and maintained by codes 

reflected in the project field; otherwise, 

leave blank.

Multiuse 60-64 For intra-Component use, enter data 

prescribed by the Component. For 

inter-Component use, leave blank.

Purpose7 (TO) 65 For DIC DAD, enter appropriate alpha 

TO purpose code.

Supply Condition (TO) 66 For DIC DAC, enter the TO supply 

condition code.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity at 

which item is stored.

5 For intra-DLA use only, if DAC is applicable to SCC L, enter the intra-DLA Contract Line Item Number in 

rp 45-50.

6 Ibid

7 Cannot change ownership code with DIC DAC or DAD. Must use appropriate issue and receipt 

transactions to change ownership.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.8-3 APPENDIX 3.8

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Ownership/Purpose8

(Purpose FROM)

70 For DIC DAD, enter appropriate alpha 

FROM purpose code. For DIC DAC for 

ammunitions systems, the existing 

numeric ownership code may be 

entered. This is not a FROM/TO 

ownership code since ownership code 

cannot be changed by a DAC 

transaction.9

Supply Condition 

(FROM)

71 For DIC DAC, enter the FROM supply 

condition code.

Management 72 Enter appropriate management code; 

otherwise, leave blank.

Day of Year 73-75 Enter the ordinal day of the calendar 

year that the adjustment is processed 

by the initiating activity.

Multiuse 76-80 For intra-Component use, enter data 

prescribed by the Component. For 

inter- Component use, leave blank.

For Navy Commercial Asset Visibility-Organic Repairable Module, the following data 

is entered in the rp 76-80 multi-use field:10

Materiel Control 

Code

76 Navy Commercial Asset VisibilityOrganic Repairable Module system 

enters the Materiel Control Code. 

Estimated Completion 

Date 

77-80 Navy Commercial Asset VisibilityOrganic Repairable Module system 

enters the estimated completion date in 

YDDD format.

8 Ibid.

9 Air Force enters the existing numeric ownership code in rp 70 for the DAC transaction. Refer to ADC 

1149.

10 Refer to ADC 461
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.9-1 APPENDIX 3.9

AP3.9. APPENDIX 3.9

INVENTORY ADJUSTMENT – DUAL 

(OWNERSHIP TRANSFER)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 

Code

1-3 Enter DIC DAS.

Routing Identifier Code 

(TO) 

4-6 Enter RIC of the storage activity to 

which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

adjusted.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity being adjusted, preceding 

significant digits with zeros.1 / 2

Document Number 30-43 Enter document number under which 

the materiel originally was issued.

Suffix 44 Enter consecutive alpha codes A 

through Z when assignment of suffix 

codes is necessary.3

Routing Identifier Code 

(Losing)

45-47 Enter RIC of Service from which 

materiel is being transferred.

Multiuse 48-50 For intra-Service, enter data prescribed 

by the Service. For inter-Service use, 

leave blank.

Blank 51 Leave blank.

Fund 52-53 Enter fund code for intra-Service use. 

For inter-Service use, leave blank.

Distribution 54-56 Enter distribution code if stocks are 

segregated and maintained by codes 

reflected in the distribution field; 

otherwise, leave blank. 

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1. 

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2. 

3 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.9-2 APPENDIX 3.9

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Project 57-59 Enter project code if stocks are 

segregated and maintained by codes 

reflected in the project field; otherwise, 

leave blank.

Blank 60-64 Leave blank.

Ownership (TO) 65 Enter TO ownership code.

Supply Condition 66 Enter supply condition code.

Routing Identifier 

Code (Storage Activity)

67-69 Enter RIC of the storage activity at 

which item is stored.

Ownership (FROM) 70 Enter FROM ownership code.

Supply Condition 71 Perpetuate the supply condition code 

entered in record position 66; otherwise 

leave blank.

Management 72 Enter management code; otherwise, 

leave blank. 

Day of Year 73-75 Enter ordinal day of the calendar year 

on which the adjustment is processed to 

the Single Manager for Conventional 

Ammunition (SMCA) record.

Multiuse 76-80 For intra-Service use, enter data 

prescribed by the Service. For interService use, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.10-1 APPENDIX 3.10

AP3.10. APPENDIX 3.10 

DUE-IN –PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the DD series 

(third digit codes in this series correspond to 

the third digit codes provided in the D4 

series).

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point (ICP) 

to which this transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item due-in.

Unit of Issue 23-24 Enter UI of item.

Quantity (Due-In) 25-29 Enter quantity due-in, preceding significant 

digits with zeros.1 / 2

Procurement 

Instrument Identifier

(PIID) or Due-In 

Document Number

30-43

Procurement 

Instrument Identifier 

(PIID)

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

applicable 13-position call/order number 

(identified by F in the 9th position).3

Blank (43) Leave blank.

or

Document Number (30-43) For intra-Component use only enter (or 

perpetuate) due-in document number.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.4

Item Number 45-50 Enter the contract/exhibit line item number or 

subline item number as follows:

Contract/Exhibit (45-48) Contract Line Item Number: 

1See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1. 

2See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2. 3 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 

4See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.10-2 APPENDIX 3.10

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Line Item Number Enter the CLIN beginning in record position 

48, preceding significant digits with zeros.

Exhibit Line Item Number: 

Enter the alphabetic exhibit identifier in record 

position 45. Enter the exhibit line number in 

record positions 46 through 48, beginning with 

record position 46, preceding significant digits 

with zeros.

Contract/Exhibit 

Subline Item Number

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

number beginning in record position 50, if 

applicable; otherwise, zero fill.

Routing Identifier 

Code (FROM)

51-53 Enter DIC of the ICP transmitting this 

transaction for logistics reassignment due-in; 

otherwise, leave blank.

Distribution 54-56 Enter distribution code; otherwise, leave 

blank.

Project 57-59 Enter project code; otherwise, leave blank.

Unit Price 60-66 Enter unit price if prescribed by Component 

managing the item; otherwise, leave blank.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter DIC of the storage activity to which the 

item is due-in.

Ownership/Purpose 70 Enter ownership/purpose code of item due-in.

Multiuse 71-72 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.5

Date Indicator 

(Estimated Delivery)

73-75 Enter last digit of the calendar year and 2-digit 

month signifying estimated delivery date; e.g., 

207 is 2002, month of July.6

5 For DIC DDX, DLA enters the supply condition code in rp 71 on an inter-Component basis based upon 

trading partner agreement. All DOD Components must implement use of SCC with DLMS 527D due-in 

transaction corresponding to MILSTRAP DIC DD_ functionality, in their modernized systems. MILSTRAP 

DIC DD_ corresponds to DLMS 527D with beginning segment Transaction Type Code DA and use of CS 

segment for contract number or purchase request number. DLMS 527D for MILSTRAP DIC DDX 

functionality includes LIN01 code T. Refer to ADC 423.

6 See Appendix AP3 - Formats introduction, Paragraph AP3.3.4. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.10-3 APPENDIX 3.10

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Multiuse 76 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Call/Order Number 77-80 Enter applicable legacy four-position call/order 

number associated with the PIIN; otherwise, 

leave blank. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.11-1 APPENDIX 3.11

AP3.11. APPENDIX 3.11

LOGISTICS TRANSFER/DECAPITALIZATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DEE or DEF, as appropriate.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point 

(ICP) to which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

transferred.

Unit of Issue 23-24 Enter UI of item.

Quantity

(Transfer/ 

Decapitalization)

25-29 Enter quantity being transferred/ 

decapitalized, preceding significant digits 

with zeros.1 / 2

Document Number 30-43 Enter current document number of the losing 

ICP using consecutive numbers for each 

different inventory record control balance.

Suffix 44 Enter consecutive suffix code (beginning 

with the letter A in the initial transaction) 

when quantity for inventory control record 

balance exceeds 99,999.

Routing Identifier

Code (Losing)

45-47 Enter RIC of the losing ICP.

Blank 48-53 Leave blank.

Distribution 54-56 Enter distribution code if stocks are 

segregated and maintained by codes 

reflected in the distribution field; otherwise, 

leave blank.

Multiuse 57-61 For intra-Component use, enter data 

prescribed by Component. For interComponent use, leave blank.

1See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.11-2 APPENDIX 3.11

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Day of Year 

(Effective) 

62-64 Enter the effective day (ordinal day of the 

calendar year) of the logistic transfer or 

decapitalization.

Ownership/Purpose 65 To be used by gaining Inventory Control 

Point (ICP).

Supply Condition 66 To be used by gaining ICP.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity at which 

item is stored.

Ownership/Purpose 70 Enter appropriate ownership/purpose code 

of the balance being transferred/ 

decapitalized.

Supply Condition 71 Enter supply condition code of the balance 

being transferred/decapitalized.

Multiuse 72 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Blank 73 Leave blank.

3

Unit Price 74-80 Enter unit price in effect for valuing the 

inventory. (For transfers within a 

Component, this field may be left blank.)

3 For intra-DLA use only, enter the intra-DLA logistics reassignment price type indicator when applicable; 

otherwise leave blank. (See ADC 125.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.12-1 APPENDIX 3.12

AP3.12. APPENDIX 3.12

DUE-IN-OTHER THAN PROCUREMENT INSTRUMENT 

SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code 

1-3 Enter appropriate DIC from the DF

series (third digit codes in this

series correspond to the third digit

codes provided in the D6 series).

Routing Identifier

Code (TO)

4-6 Enter RIC of the Inventory Control Point

(ICP) to which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item due-in.

Unit of Issue 23-24 Enter UI of item.

Quantity (Due-In) 25-29 Enter quantity due-in, preceding significant 

digits with zero.1 / 2

Document Number 30-43 Enter controlling document number.

Suffix 44 Enter controlling suffix code, otherwise leave 

blank.

Supplementary 

Address

45-50 Enter SUPADD; otherwise, leave blank.

Signal 51 Enter signal code; otherwise, leave blank.

Fund 52-53 Enter fund code; otherwise, leave blank.

Distribution 54-56 Enter distribution code; otherwise, leave 

blank.

Project 57-59 Enter project code; otherwise, leave blank.

Multiuse 60-66 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

3, 4, 5

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

3 For intra-Army use, rp 60-61 identifies the priority designator. (See ADC 234.)

4 For intra-Army use, rp 65-66 identifies the advice code. (See ADC 234.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.12-2 APPENDIX 3.12

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity to which the 

item is due-in.

Ownership/Purpose 70 Enter ownership/purpose code of item duein.

Supply Condition 71 Enter supply condition code of the item duein.

Management 72 Enter management code; otherwise, leave

blank.

Date Indicator 

(Estimated Delivery)

73-75 Enter last digit of calendar year and 2-digit 

month signifying estimated delivery date; 

e.g., 307 is 2003, month of July.6

Routing Identifier 

Code (FROM)

76-78 Enter RIC of the ICP transmitting this 

transaction for logistic reassignment due-in; 

otherwise, leave blank.

Blank 79-80 Leave blank.

5 Priority Designator is identified in Army Regulation (AR) for intra-Army use in rp 60-61. 6 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.13-1 APPENDIX 3.13

AP3.13. APPENDIX 3.13

BACKORDER

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the DG series 

(third digit codes in this series correspond to 

the third digit codes provided in the D7 

series).

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which this transaction is being forwarded.

Media and Status 7 Enter M&S code from source document.

Stock or Part Number 8-22 Enter stock or part number of item Number 

backordered.

Unit of Issue 23-24 Enter UI of item.

Quantity 

(Backordered)

25-29 Enter quantity backordered, preceding 

significant digits with zeros.1 / 2

Document Number 30-43 Enter document number from original 

document.

Suffix 44 Enter assigned suffix code; otherwise, leave 

blank.

Supplementary 

Address

45-50 Perpetuate from source document.

Signal 51 Perpetuate from source document.

Fund 52-53 Perpetuate from source document.

Distribution 54-56 Perpetuate from source document.

Project 57-59 Perpetuate from source document.

Priority 60-61 Perpetuate from source document.

Day of Year (Delivery) 62-64 Perpetuate from source document. 

Advice 65-66 Perpetuate from source document.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity against 

which the backorder is recorded.

1 See Appendix AP3 – formats introductions, paragraph AP3.3.1. 

2 See Appendix AP3 – formats introductions, paragraph AP3.3.2.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.13-2 APPENDIX 3.13

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Ownership/Purpose 70 Enter ownership/purpose code of item 

backordered.

Supply Condition 71 Enter supply condition code of the item

backordered.

Management 72 Enter issue management code; otherwise, 

leave blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which the transaction is processed.

Multiuse 76-80 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.14-1 AP3.14

AP3.14. APPENDIX 3.14

DEMAND

FIELD LEGEND

RECORD 

POSITION ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DHA.

Routing Identifier Code 

(TO)

4-6 Enter RIC of the Inventory Control Point 

(ICP) to which this transaction is being 

forwarded.

Media and Status 7 Enter M&S code from source document.

Stock or Part Number 8-22 Enter stock or part number from source 

document.

Unit of Issue 23-24 Enter UI of item. 

Quantity 25-29 Enter quantity of the demand, preceding 

significant digits with zero.1 / 2

Document Number 30-43 Enter document number from source 

document.

Suffix 44 Enter assigned suffix code; otherwise, leave 

blank.

Supplementary 

Address

45-50 Perpetuate from source document.

Signal 51 Perpetuate from source document.

Fund 52-53 Perpetuate from source document.

Distribution 54-56 Perpetuate from source document.

Project 57-59 Perpetuate from source document.

Priority 60-61 Perpetuate from source document.

Day of Year (Delivery) 62-64 Perpetuate from source document.

Advice 65-66 Perpetuate from source document.

Routing Identifier Code 

(Storage Activity)

67-69 Enter RIC of the storage activity from which 

the item should have been shipped. (Leave 

blank on submission to ICP.)

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.14-2 AP3.14

FIELD LEGEND

RECORD 

POSITION ENTRY AND INSTRUCTIONS

Blank 70-71 Leave blank.

Management 72 Enter management code; otherwise, leave 

blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which the transaction is processed.

Blank 76-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.15-1 APPENDIX 3.15

AP3.15. APPENDIX 3.15

PHYSICAL INVENTORY REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DJA.

Routing Identifier

Code (TO)

4-6 Enter RIC of the activity to which this 

transaction is being forwarded.

Type of Physical 

Inventory/Transaction 

History 

7 Enter appropriate type of inventory/transaction 

history code. 

Stock or Part Number 8-22 Enter stock or part number of item to be 

counted.

Unit of Issue 23-24 Enter UI of item.

Blank 25-34 Leave blank.

Date (Physical 

Inventory Infloat 

Control)

35-38 Enter the ordinal date established for initiating 

controls on all in-process transactions and 

materiels which could affect the outcome of 

the inventory. 

Blank 39-43 Leave blank.

Multiuse 44-46 For inter-Component use, when agreed by the 

Components involved, enter the lot/segment 

number for controlling the inventory; 

otherwise, leave blank. For intra-Component 

use, enter the data prescribed by the 

Component.

Blank 47-53 Leave blank.

Distribution 54-56 Enter distribution code if stocks are 

segregated and maintained by codes reflected 

in the distribution field; otherwise, leave blank.

Project 57-59 Enter project code if stocks are segregated 

and maintained by codes reflected in the 

project field; otherwise, leave blank.

Blank or date 

(Physical Inventory 

Cutoff)

60 - 64 Leave blank, or for materiel owners with 

existing interface agreements with DLA enter 

Physical Inventory Cutoff Date.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.15-2 APPENDIX 3.15

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Multiuse 65-66 For intra-Component transactions, enter the 

data prescribed by the Component. For interComponent use, leave blank.

Routing Identifier

Code (FROM)

67-69 Enter RIC of the activity from which this 

transaction is being forwarded.

Ownership/Purpose 70 Enter the ownership/purpose code if stocks 

are segregated and maintained by codes 

reflected in the ownership/purpose field; 

otherwise, leave blank.

Supply Condition 71 Enter the applicable supply condition code of 

the item to be counted when Type of Physical 

Inventory/Transaction History Code L, N, and 

P is entered in record position 7; otherwise, 

leave blank.

Management 72 Enter management code; otherwise, leave 

blank.

Blank 73-75 Leave blank.

Multiuse 76-78 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Dual Use 79-80

Multiuse (79-80) For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

or

Subsistence Type 

of Pack 

(79) For Subsistence Items Only: Enter the 

applicable subsistence type of pack code (see 

MILSTRIP).

Blank (80) For Subsistence Items Only: Leave blank. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.16-1 APPENDIX 3.16

AP3.16. APPENDIX 3.16

LOGISTICS TRANSFER/DECAPITALIZATION 

FOLLOW-UP

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 1-3 Enter DIC DLA.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the losing item manager to 

which this transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of transferred 

item for which asset data is being requested. 

Unit of Issue 23-24 Enter UI of item.

Blank 25-29 Leave blank.

Document Number 30-43 Enter gaining item manager (GIM) assigned 

document number controlling this 

transaction.

Blank 44-61 Leave blank.

Day of Year 

(Effective)

62-64 Enter the original effective day (ordinal day 

of the calendar year) of the logistic transfer 

or decapitalization.

Blank 65-66 Leave blank.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the GIM preparing this 

transaction. 

Blank 70-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.17-1 APPENDIX 3.17

AP3.17. APPENDIX 3.17

REPLY TO LOGISTICS TRANSFER/

DECAPITALIZATION FOLLOW-UP

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLB.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the gaining item manager 

(GIM) to which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Perpetuate from follow-up transaction.

Unit of Issue 23-24 Enter UI of item.

Blank 25-29 Leave blank.

Document Number 30-43 Perpetuate from follow-up transaction.

Blank 44-64 Leave blank.

Asset Transfer 65-66 Enter appropriate code from appendix 

AP2.10.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the losing item manager (LIM)

preparing this reply.

Blank 70-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.18-1 APPENDIX 3.18

AP.3.18. APPENDIX 3.18

LOGISTICS REASSIGNMENT DELINQUENT DUE-IN 

FOLLOW-UP

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLC.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the losing item manager (LIM)

to which this transaction is being forwarded.

Second Follow-up 

Indicator 

7 Enter 2 if second follow-up; otherwise leave 

blank.

National Stock 

Number

8-22 Enter NSN of the item.

Unit of Issue 23-24 Enter UI of item.

Quantity (Due-In) 25-29 Enter open quantity due-in, preceding 

significant digits with zeros.1

Various Fields 30-50 Perpetuate from DIC DDX or DFX 

memorandum due-in.

Call/Order Number 51-54 Enter legacy four-position call/order number 

associated with the PIIN, if applicable; 

otherwise, leave blank.

Quantity (Received) 55-59 Enter DIC D4X or D6X memorandum receipt 

quantity reported to the GIM. Zero fill if 

none received. Leave blank if data not 

available.

Blank 60-66 Leave blank.

Routing Identifier 

Code (Storage 

Activity) 

67-69 Enter RIC of the storage activity to which the 

item is due-in.

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code of the item duein.

1See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.18-2 APPENDIX 3.18

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date

(Estimated Delivery)

72-76 Enter estimated delivery date of delinquent 

due-in (i.e., last two digits of the calendar 

year in record positions 72-73 and the 

ordinal day of the calendar year in record 

positions 74-76). If not available, leave 

blank.

Routing Identifier 

Code (FROM)

77-79 Enter RIC of the gaining item manager 

(GIM) preparing this transaction.

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.19-1 APPENDIX 3.19

AP3.19. APPENDIX 3.19

LOGISTICS REASSIGNMENT DELINQUENT DUE-IN 

RESPONSE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLD.

Routing Identifier 

Code (TO) 

4-6 Enter RIC of the gaining item manager to 

which this transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-22 Enter NSN of the item.

Unit of Issue 23-24 Enter UI of item.

Quantity (Due-In) 25-29 Enter open quantity due-in, preceding 

significant digits with zeros.1

Various Fields 30-50 In reply to follow-up, perpetuate from DIC

DLC transaction. When providing revised 

due-in EDDs as they occur, perpetuate data 

provided in DIC DDX or DFX memorandum 

due-in.

Call/Order Number 51-54 Enter legacy four-position call/order number 

associated with the PIIN, if applicable; 

otherwise, leave blank.

Quantity (Received) 55-59 Enter DIC D4_ or D6_ quantity received. 

Zero fill if none received. Leave blank if 

data not available.

Blank 60-64 Leave blank.

Asset Transfer Status 65-66 Enter appropriate code from appendix 

AP2.10 of this manual.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity to which the 

item is due-in.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.19-2 APPENDIX 3.19

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code of the item duein.

Date 

(Estimated Delivery)

72-76 For Asset Transfer Status Code AF, enter 

the last two digits of the calendar year and 

ordinal day of the calendar year of the 

revised estimated delivery date; otherwise, 

leave blank.

Routing Identifier 

Code (FROM)

77-79 Enter RIC of the losing item manager 

preparing this transaction.

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.20-1 APPENDIX 3.20

AP3.20. APPENDIX 3.20

LOGISTICS REASSIGNMENT DUE-IN 

RECONCILIATION REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLE.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the losing item manager (LIM)

to which this transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-22 Enter NSN of the item.

Unit of Issue 23-24 Enter UI of item.

Quantity (Due-In) 25-29 Enter open quantity due-in, preceding 

significant digits with zeros.1

Various Fields 30-50 Perpetuate from the DIC DDX or DFX 

memorandum due-in.

Call/Order Number 51-54 Enter legacy four-position call/order number

associated with the PIIN, if applicable; 

otherwise, leave blank.

Quantity (Received) 55-59 Enter DIC D4X or D6X memorandum 

receipt quantity reported to the gaining item 

manager (GIM). Zero fill if none received. 

Leave blank if data not available.

Blank 60-66 Leave blank.

Routing Identifier 

Code (Storage 

Activity)

67-69 Enter RIC of the storage activity to which 

the item is due-in. 

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code of the item 

due-in.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.20-2 APPENDIX 3.20

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date

(Estimated Delivery)

72-76 Enter estimated delivery date of delinquent 

due-in (i.e., last two digits of the calendar 

year in record positions 72-73 and the 

ordinal day of calendar year in record 

positions 74-76). If not available, leave 

blank.

Routing Identifier 

Code (FROM)

77-79 Enter RIC of the GIM preparing this 

transaction.

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.21-1 APPENDIX 3.21

AP3.21. APPENDIX 3.21

LOGISTICS REASSIGNMENT DUE-IN 

RECONCILIATION RESPONSE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLF.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the gaining item manager to 

which this transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-22 Enter NSN of the item. 

Unit of Issue 23-24 Enter UI of item.

Quantity (Due-In) 25-29 Enter open quantity due-in, preceding 

significant digits with zeros.1

Various Fields 30-50 Perpetuate from the DIC DLE request. If 

no request received, perpetuate from DIC

DD_ or DF_ due-in record.

Call/Order Number 51-54 Enter legacy four-position call/order number

associated with the PIIN, if applicable; 

otherwise, leave blank.

Quantity (Received) 55-59 Enter DIC D4_ or D6_ quantity received. 

Zero fill if none received. Leave blank if 

data not available.

Blank 60-64 Leave blank.

Asset Transfer Status 65-66 Enter appropriate code from appendix 

AP2.10 of this manual.

Routing Identifier

Code

(Storage Activity)

67-69 Enter RIC of the storage activity to which 

the item is due-in. 

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code of the item 

due-in.

1 See Appendix AP3 – formats introductions, paragraph AP3.3.1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.21-2 APPENDIX 3.21

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date

(Estimated Delivery)

72-76 Enter estimated delivery date of delinquent 

due-in (i.e., last two digits of the calendar 

year in record positions 72-73 and the 

ordinal day of calendar year in record 

positions 74-76). If not available, leave 

blank.

Routing Identifier 

Code (FROM)

77-79 Enter RIC of the losing item manager 

preparing this transaction.

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.22-1 APPENDIX 3.22

AP3.22. APPENDIX 3.22

LOGISTICS REASSIGNMENT GENERAL 

MANAGEMENT DATA

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code 

1-3 Enter DIC DLS.

Routing Identifier Code 

(TO)

4-6 Enter RIC identifying the gaining item 

manager to which the transaction is being 

forwarded.

Review Period Indicator 7 Enter review period indicator 1 or 2 in 

accordance with appendix AP2.19.

National Stock Number 8-20 Enter NSN of item being transferred.

Blank 21-23 Leave blank.

Routing Identifier Code 

(FROM)

24-26 Enter RIC identifying the losing item 

manager preparing the transaction.

Date (Extracted) 27-31 Enter date data was extracted from files. 

(Enter two-digit year in record positions 

27-28 and three-digit ordinal day in record 

positions 29-31).

Unit Cube 32-38 Enter the actual maximum cube of unit 

pack in feet (rounded to three decimals); 

otherwise, leave blank.

Unit Weight 39-43 Enter maximum gross weight of unit pack 

in pounds (rounded to two decimals); 

otherwise, leave blank.

Date (Last Buy) 44-48 Enter date of last purchase request 

initiation (enter two-digit year in record 

positions 44-45 and three- digit ordinal day 

in record positions 46-48); otherwise, 

leave blank.

Date (Last Demand) 49-53 Enter date last demand was recorded 

(enter two-digit year in record positions 

49-50 and three-digit ordinal day in record 

positions 51-53); otherwise, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.22-2 APPENDIX 3.22

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Production Lead-time 

(Days)

54-56 Enter number of production lead-time 

days; otherwise, leave blank.

Essentiality 57 Enter essentiality code; otherwise, leave 

blank.

Blank 58 Leave blank.

Requirement Contract 

Indicator

59 Enter Y (yes) if a current term/requirement 

type contract is available for placement of 

purchase orders for stock replenishment 

and/or direct delivery to requisitioners; 

otherwise, leave blank.

Date (Contract End) 60-64 Enter date current contract will end (enter 

two-digit year in record positions 60-61 

and three-digit ordinal day in record 

positions 62-64); otherwise, leave blank.

Contract Extension 

Options

65 Enter 0 if contract cannot be extended 

beyond current end date. Enter 1, 2, 3, 

etc. for each year, if contract contains 

optional contract extension clauses; 

otherwise, leave blank.

Quantity (Total 

Onhand/Due-in 

Wholesale Assets)

66-75 Enter the sum of the onhand and due-in 

wholesale assets for this NSN as reflected 

in the sum of record 1, record positions 32-

41, of DICs DLU and DLV respectively.

Blank 76-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.23-1 APPENDIX 3.23

AP3.23. APPENDIX 3.23 

LOGISTICS REASSIGNMENT BACKORDER

AND DEMAND DATA

RECORD 1

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLT.

Routing Identifier

Code (TO)

4-6 Enter RIC identifying the gaining item 

manager (GIM) to which the transaction is 

being forwarded.

Review Period 

Indicator

7 Enter review period indicator 1 or 2 in 

accordance with appendix AP2.19.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 To sequence the records, enter A01 if more 

than one record is required for this DIC and 

NSN. Enter Z01 if only one record is 

required.

Routing Identifier 

Code (FROM)

24-26 Enter RIC identifying the losing item 

manager preparing the transaction.

Date (Extracted) 27-31 Enter date data was extracted from files. 

(Enter two-digit year in record positions 

27-28 and three-digit ordinal day in record 

positions 29-31).

Quantity (OWRMRP) 32-40 Enter other war reserve materiel 

requirement, protectable quantity, otherwise, 

leave blank.

Quantity (Backorder) 41-49 Enter sum of quantities on backorder 

(excludes direct vendor deliveries); 

otherwise, leave blank.

Count (Number of 

Backorder Lines 

50-54 Enter number of requisitions on backorder 

(excludes direct vendor deliveries); 

otherwise, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.23-2 APPENDIX 3.23

RECORD 1

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Quantity (Total 

Demand) 

55-63 Enter sum of recurring and nonrecurring 

demand quantities (previous four quarters); 

otherwise, leave blank.

Total Demand 

Frequency Count

64-72 Enter total frequency of recurring and 

nonrecurring demands (previous four 

quarters); otherwise leave blank.

Quantity (Reorder 

Point Level)

73-80 Enter the computed reorder point quantity; 

otherwise, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.23-3 APPENDIX 3.23

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLT.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number

21-23 Enter A02 on this record and increment by 

one (i.e., A03, A04, etc.) for each additional 

record. On the last record, enter Z and the 

appropriate two position sequence number. 

If only this record is required, enter Z02.

Quantity (1st Quarter 

Recurring Demand)

24-32 Enter total recurring demand quantity; 

otherwise leave blank.

1st Quarter Recurring 

Demand Count

33-37 Enter total recurring demand frequency; 

otherwise leave blank.

Quantity (1st Quarter 

Nonrecurring 

Demand)

38-46 Enter total nonrecurring demand quantity; 

otherwise leave blank.

1st Quarter 

Nonrecurring Demand 

Count

47-51 Enter total nonrecurring demand frequency; 

otherwise leave blank.

Blank 52 Leave blank.

Quantity (2d Quarter

Recurring Demand)

53-61 Enter total recurring demand quantity; 

otherwise leave blank.

2d Quarter Recurring 

Demand Count

62-66 Enter total recurring demand frequency; 

otherwise leave blank.

Quantity (2d Quarter 

Nonrecurring 

Demand)

67-75 Enter total nonrecurring demand quantity; 

otherwise leave blank.

2d Quarter 

Nonrecurring Demand 

Count

76-80 Enter total nonrecurring demand frequency; 

otherwise leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.23-4 APPENDIX 3.23

RECORD 3

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLT.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 Enter the next sequence number for this DIC

and NSN. On the last record, enter Z and 

the appropriated two-positoin sequence 

number

Quantity (3d Quarter 

Recurring Demand)

24-32 Enter total recurring demand quantity; 

otherwise leave blank.

3d Quarter Recurring 

Demand Count

33-37 Enter total recurring demand frequency; 

otherwise leave blank.

Quantity (3d Quarter 

Nonrecurring 

Demand)

38-46 Enter total nonrecurring demand quantity; 

otherwise leave blank.

3d Quarter 

Nonrecurring Demand 

Count

47-51 Enter total nonrecurring demand frequency; 

otherwise leave blank.

Blank 52 Leave blank. 

Quantity (4th Quarter 

Recurring Demand)

53-61 Enter total recurring demand quantity; 

otherwise leave blank.

4th Quarter Recurring 

Demand Count

62-66 Enter total recurring demand frequency; 

otherwise leave blank.

Quantity (4th Quarter 

Nonrecurring 

Demand)

67-75 Enter total nonrecurring demand quantity; 

otherwise leave blank.

4th Quarter 

Nonrecurring Demand 

Count

76-80 Enter total nonrecurring demand frequency; 

otherwise leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.23-5 APPENDIX 3.23

RECORD 41

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLT.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 Enter the next sequence number for this DIC

and NSN. On the last record, enter Z and 

the appropriate two position sequence 

number.

Provisioning Item 24 Enter y or N; otherwise, leave blank.

Date (Provisioning 

Item Requirement)

25-29 Enter date provisioning item is required; 

otherwise leave blank. Enter two-digit year 

in record positions 25-26 and three-digit 

ordinal day in record position 27-29. 

Life of Type Buy 30 Enter Y or N; otherwise, leave blank.

Diminishing 

Manufacturing Source 

Item

31 Enter Y or N; otherwise leave blank.

Quantity

(Procurement Cycle)

32-40 Enter procurement cycle quantity if 

available; otherwise, leave blank.

Quantity (Economic 

Order)

41-49 Enter economic order quantity if available; 

otherwise leave blank.

Quantity (Price Break; 

Life of Type Buy, and 

Minimum Buy

50-58 Enter total quantity of all buys for price buy; 

life of type buy; and minimum buy quantities; 

otherwise, leave blank.

1 DLT Record 4 is optional and intended for use only by DoD Components which implemented Record 4 

in their legacy systems in the 1990s. DLA, Air Force, and Navy are known to have implemented Record 

4 in the 1990s. Any DoD Component that has not previously implemented DIC DLT record 4 should NOT 

revise their legacy systems to do so.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.23-6 APPENDIX 3.23

RECORD 41

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Quantity (Numeric 

Stockage Objective 

and Insurance)

59-67 Enter total quantity of all buys from numeric 

stockage objective quantity and insurance 

quantity, only is not included in reorder point 

quantity computation; otherwise, leave 

blank.

Quantity (Funded 

Planned Requirement)

68-76 Enter funded planned requirement quantity 

not included in reorder point quantity 

computation; otherwise, leave blank.

Blank 78-80 Leave Blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.24-1 APPENDIX 3.24

AP3.24. APPENDIX 3.24 

LOGISTICS REASSIGNMENT ON-HAND ASSET DATA1

RECORD 1

FIELD LEGEND RECORD

POSITION ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLU.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the gaining item 

manager to which the transaction is being 

forwarded.

Review Period 

Indicator

7 Enter review period indicator 1 or 2 in 

accordance with appendix AP2.19.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 To sequence the records, enter A01 if more 

than one record is required for this DIC and 

NSN. Enter Z01 if only one record is 

required.

Routing Identifier 

Code (FROM)

24-26 Enter RIC identifying the losing item 

manager preparing the transaction.

Date (Extracted) 27-31 Enter date data was extracted from files. 

(Enter two-digit year in record positions 

27-28 and three-digit ordinal day in record 

positions 29-31).

Quantity (Total 

Onhand Wholesale 

Assets) 

32-41 Enter the total quantity of onhand wholesale 

assets (all locations); otherwise, leave blank.

Blank 42-46 Leave blank.

Quantity (Onhand 

Wholesale)

47-56 Enter onhand wholesale quantity; 

Wholesale) otherwise, leave blank.2

1 The DIC DLU records convey the total onhand wholesale assets. The records provide the individual 

quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets 

reported for individual locations are to equal the total quantity in record positions 32-41. When an 

individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition 

code for that quantity must be entered; otherwise all four fields are left blank.

2 The DIC DLU records convey the total onhand wholesale assets. The records provide the individual 

quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets 

reported for individual locations are to equal the total quantity in record positions 32-41. When an 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.24-2 APPENDIX 3.24

RECORD 1

FIELD LEGEND RECORD

POSITION ENTRY AND INSTRUCTIONS

Routing Identifier 

Code (Storage 

Location)

57-59 Enter RIC of the storage location; otherwise, 

leave blank.2

Ownership/Purpose 60 Enter ownership/purpose code; otherwise, 

leave blank.2

Supply Condition 61 Enter supply condition code; otherwise, 

leave blank. 2

Quantity (Onhand 

Wholesale)

62-71 Enter onhand wholesale quantity; otherwise, 

leave blank. 2

Routing Identifier 

Code (Storage 

Location)

72-74 Enter RIC of the storage location; otherwise, 

leave blank. 2

Ownership/Purpose 75 Enter ownership/purpose code; otherwise, 

leave blank. 2

Supply Condition 76 Enter supply condition code; otherwise, 

leave blank.2

Blank 77-80 Leave blank.

individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition 

code for that quantity must be entered; otherwise all four fields are left blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.24-3 APPENDIX 3.24

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLU.

Routing Identifier 

Code (TO) 

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number

21-23 Enter A02 on this record and increment by 

one (i.e. A03, A04, etc.) for each additional 

record. On the last record, enter Z and the 

appropriate two position sequence number. 

If only this record is required, enter Z02.

Blank 24-31 Leave blank.

Quantity (Onhand 

Wholesale)

32-41 Enter onhand wholesale quantity; otherwise, 

leave blank.3

Routing Identifier 

Code (Storage 

Location)

42-44 Enter RIC of the storage location; otherwise, 

leave blank.3

Ownership/Purpose 45 Enter ownership/purpose code; otherwise, 

leave blank.3

Supply Condition 46 Enter supply condition code; otherwise, 

leave blank.

Quantity (Onhand 

Wholesale)

47-56 Enter onhand wholesale quantity; otherwise, 

leave blank.

Routing Identifier 

Code (Storage 

Location)

57-59 Enter RIC of the storage location; otherwise, 

leave blank.

Ownership/Purpose 60 Enter ownership/purpose code; otherwise, 

leave blank.

3 The DIC DLU records convey the total onhand wholesale assets. The records provide the individual 

quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets 

reported for individual locations are to equal the total quantity in record positions 32-41. When an 

individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition 

code for that quantity must be entered; otherwise all four fields are left blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.24-4 APPENDIX 3.24

Supply Condition 61 Enter supply condition code; otherwise, 

leave blank.4

Quantity (Onhand 62-71 Enter onhand wholesale quantity; 

Wholesale) otherwise, leave blank.3

Routing Identifier 

Code (Storage 

Location)

72-74 Enter RIC of the storage location; otherwise, 

leave blank.4

Ownership/Purpose 75 Enter ownership/purpose code; otherwise, 

leave blank.4

Supply Condition 76 Enter supply condition code; otherwise, 

leave blank.4

Blank 77-80 Leave blank.

4 The DIC DLU records convey the total onhand wholesale assets. The records provide the individual 

quantities, by ownership/purpose and supply condition, at each storage activity. The sum of all assets 

reported for individual locations are to equal the total quantity in record positions 32-41. When an 

individual quantity is entered, the routing identifier code, ownership/purpose code, and supply condition 

code for that quantity must be entered; otherwise all four fields are left blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.25-1 APPENDIX 3.25

AP3.25. APPENDIX 3.25 

LOGISTICS REASSIGNMENT DUE-IN ASSET DATA1

RECORD 1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLV.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the gaining item 

manager (GIM) to which this transaction is 

being forwarded.

Review Period 7 Enter review period indicator 1 or 2 in 

Indicator accordance with appendix AP2.19.

National Stock 

Number

8-20 Enter NSN of item being transferred. 

Package Sequence 

Number 

21-23 To sequence the records, enter A01 if more 

than one record is required for this DIC and 

NSN. Enter Z01 if only one record is 

required.

Routing Identifier 

Code (FROM) 

24-26 Enter RIC identifying the losing item 

mamanger preparing the transaction.

Date (Extracted) 27-31 Enter date data was extracted from files. 

Enter two-digit year in record positions 

27-28 and three digit ordinal date in record 

positions 29-31.

Quantity (Total Due-In 

Wholesale)

32-41 Enter the total due-in wholesale quantity; 

otherwise, leave blank.1

Blank 42-49 Leave blank.

Quantity (Due-In 

Wholesale)

50-58 Enter due-in wholesale quantity; otherwise, 

leave blank.1 

1 The DIC DLV records convey the total due-in wholesale assets. The records provide the individual 

quantities due-in at each storage activity by due-in date and due-in indicator. The sum of all the due-in 

quantities for the individual locations are to equal the total quantity in record 1, record positions 32-41. 

When an individual quantity is entered, the RI code, due-in date and due-in indicator for that quantity 

must be entered; otherwise all four fields are left blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.25-2 APPENDIX 3.25

RECORD 1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier 

Code (Storage 

Location)

59-61 Enter RIC of the storage location; otherwise, 

leave blank.2

Date (Due-In) 62-66 Enter due-in date; otherwise, leave blank.2

Type Due-In Indicator 67 Enter type due-in indicator in accordance 

with appendix AP2.22; otherwise, leave 

blank.2

Blank 68-80 Leave blank.

2 The DIC DLV records convey the total due-in wholesale assets. The records provide the individual 

quantities due-in at each storage activity by due-in date and due-in indicator. The sum of all the due-in 

quantities for the individual locations are to equal the total quantity in record 1, record positions 32-41. 

When an individual quantity is entered, the RI code, due-in date and due-in indicator for that quantity 

must be entered; otherwise all four fields are left blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.25-3 APPENDIX 3.25

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLV.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Blank 7 Leave blank.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number

21-23 Enter A02 on this record and increment by 

one (i.e. A03, A04, etc.) for each additional 

record. On the last record, enter Z and 

appropriate two position sequence number. 

If only this record is required, enter Z02.

Blank 24-31 Leave blank.

Quantity (Due-In 

Wholesale) 

32-40 Enter due-in wholesale quantity; otherwise, 

leave blank.2 

Routing Identifier 

(Storage Location)

41-43 Enter RIC of the storage location; otherwise, 

leave blank.2

Date (Due-In) 44-48 Enter due-in date; otherwise, leave blank.3

Type Due-In Indicator 49 Enter type due-in indicator in accordance 

with appendix AP2.22; otherwise, leave 

blank.3

Quantity (Due-In 

Wholesale)

50-58 Enter due-in wholesale quantity; otherwise, 

leave blank.3

Routing Identifier 

Code (Storage 

Location)

59-61 Enter RIC of the storage location; otherwise, 

leave blank.3

Date (Due-In) 62-66 Enter due-in date; otherwise, leave blank.3

Type Due-In Indicator 67 Enter type due-in indicator in accordance 

with appendix AP2.22; otherwise, leave 

3 The DIC DLV records convey the total due-in wholesale assets. The records provide the individual 

quantities due-in at each storage activity by due-in date and due-in indicator. The sum of all the due-in 

quantities for the individual locations are to equal the total quantity in record 1, record positions 32-41. 

When an individual quantity is entered, the RI code, due-in date and due-in indicator for that quantity 

must be entered; otherwise all four fields are left blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.25-4 APPENDIX 3.25

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

blank.3

Blank 68-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-1 APPENDIX 3.26

AP3.26. APPENDIX 3.26 

LOGISTICS REASSIGNMENT CONTRACT HISTORY 

DATA1

RECORD 1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLW.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the gaining item 

manager (GIM) to which the transaction is 

being forwarded.

Review Period 

Indicator 

7 Enter appropriate review period indicator in 

accordance with appendix B26.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 Enter A01 indicating first record for this 

procurement instrument. If record position 

24 = N, enter Z01. 

Contract Data 

Availability Indicator

24 Enter Y (yes) or N (no).2

Procurement 

Instrument Identifier 

(PIID)

25-37 Enter the PIID or the applicable 13-position 

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

position).

Supplementary 

Procurement 

Instrument Identifier 

(PIID)

38-43 Enter the six position supplementary PIID; 

otherwise, leave blank.2

Contract Line Item 

Number or Contract 

Subline Item Number

44-49 Enter CLIN or contract subline item number. 

Not mandatory for Government Services 

Administration (GSA).2

Unit of Issue 50-51 Enter UI of item from contract.2

1 Review periods subsequent to the ETD-120 days are to include updated information. If updated 

transactions have blank spaces, the blank spaces will not overlay any data in the file.

2 If record position 24 is N, record positions 25-80 will be blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-2 APPENDIX 3.26

RECORD 1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Contract Unit Price 52-61 Enter CLIN unit price from award to four 

decimals; zero fill left and right. For 

example, enter 0000127500 for $12.75.3 / 4

Price Status 62 Air Force, Navy and Marine Corps enter E 

for estimated or A for actual. 

Army enter price status code in accordance

with appendix E of DoD MILSCAP as 

follows: 

E = has price listed; 

U = unavailable; 

N = not applicable; 

C = not separately priced; 

9 = MILS exceeds two positions; 

blank = firm fixed price (equal to A for 

actual).3

Date (Transmitted) 63-67 Enter date data was transmitted. Enter twodigit year in record positions 63-64 and 

three-digit ordinal day in record positions 65-

67.3

Blank 68-70 Leave blank.

Date (Award) 71-75 Enter contract award date or effective date. 

Enter two-digit year in record positions 71-

72 and three-digit ordinal day in record 

positions 73-75.3

Routing Identifier 

Code (FROM)

76-78 Enter RIC identifying the losing item 

manager preparing the transaction.3 

Blank 79-80 Leave blank.

3 If record position 24 is N, record positions 25-80 will be blank. 

4 If record position 62 is U, N, C, or 9, zero fill record positions 52-61. If record position 62 is E or blank, 

enter contract unit price in record positions 52-61.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-3 APPENDIX 3.26

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLW.

Routing Identifier 

Code (TO) 

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Review Period 

Indicator

7 Enter appropriate review period indicator in 

accordance with appendix AP2.19.

National Stock 

Number

8-20 Enter NSN of item being transferred. 

Package Sequence 

Number 

21-23 Enter A02 indicating second record for this 

procurement instrument.

Blank 24 Leave blank.

Procurement 

Instrument Identifier 

(PIID)

25-37 Enter the PIID or the applicable 13-position 

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

position).

Supplementary 

Procurement 

Instrument Identifier 

(PIID)

38-43 Enter the six-position supplementary PIID; 

otherwise, leave blank.

Contract Line Item 

Number or Contract 

Subline Item Number

44-49 Enter CLIN or contract subline item number. 

Not mandatory for GSA.

Contractor/Supplier 

Commercial and 

Government Entity

50-58 Enter CAGE code of awardee, right justify 

and fill left with zeros. For GSA enter Data 

Universal Numbering System number.

Quantity (Delivered) 59-69 Enter total quantity delivered on CLIN or 

contract subline item number.

Blank 70-78 Leave blank.

Type of Business 79 Enter type of business code; otherwise, 

leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-4 APPENDIX 3.26

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Type of Contractor 80 Enter code indicating type of contractor; 

otherwise leave blank. This may be the only 

descriptive data available if Type of 

Business code is not available. (The type of 

contractor code is obsolete and is no longer 

published in MILSCAP. It was replaced by 

the type of business code. This code is 

temporarily published in MILSTRAP, 

appendix AP2.21 only for convenience in 

interpreting this field when data is entered in 

this transaction.) 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-5 APPENDIX 3.26

RECORD 3

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLW

Routing Identifier 

Code (TO) 

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Review Period 

Indicator

7 Enter appropriate review period indicator in 

accordance with appendix AP2.19.

National Stock 

Number

8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 Enter A03 indicating third record for this 

procurement instrument. 

Blank 24 Leave blank.

Procurement 

Instrument Identifier

25-37 Enter the PIID or the applicable 13-position 

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

position).

Supplementary 

Procurement 

Instrument Identifier 

(PIID)

38-43 Enter the six-position supplementary PIID; 

otherwise, leave blank.

Contract Line Item 

Number or Contract 

Subline Item Number 

44-49 Enter CLIN or contract subline item number. 

Not mandatory for GSA.

Manufacturer's 

Reference or Part 

Number 

50-76 Enter manufacturer's part number being 

supplied; otherwise, leave blank. Do not 

include Original Equipment Manufacturer 

(OEM) CAGE code.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-6 APPENDIX 3.26

RECORD 4

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 

Code

1-3 Enter DIC DLW.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the GIM to which the 

transaction is being forwarded.

Review Period 

Indicator

7 Enter appropriate review period indicator in 

accordance with appendix AP2.19.

National Stock 

Number

8-20 Enter NSN of item being transferred

Package Sequence 

Number

21-23 Enter Z04 indicating last record for this 

Procurement Instrument.

5

Blank 24 Leave blank.

Procurement 

Instrument Identifier

25-37 Enter the PIID or the applicable 13-position 

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

position). 

Supplementary 

Procurement 

Instrument Identifier 

(PIID)

38-43 Enter the six-position supplementary PIID; 

otherwise, leave blank.

Contract Line Item 

Number (CLIN) or 

Contract Subline 

Item Number

44-49 Enter CLIN or contract subline item number. 

Not mandatory for GSA. 

Design Contractor 

and Government 

Entity

50-54 Enter CAGE code of OEM or design control 

activity; otherwise, leave blank.

Quantity Variance 

Positive

55-56 Enter percentage of positive variance 

allowed; otherwise, leave blank.

Quantity Variance 

Negative 

57-58 Enter percentage of negative variance

allowed; otherwise, leave blank. 

5Package Sequence Number Z04 indicates that all contract history data for the PIIN/supplementary 

PIIN/CLIN, entered in record positions 25-49 of the Package Sequence Number A01 record, has been 

identified. If there are additional contract history records for this NSN, continue preparation of DIC DLW 

for up to a maximum of 25 submissions per NSN.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-7 APPENDIX 3.26

RECORD 4

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Contract 

Administration 

Services Component 

Identifier 

59-64 Enter contract administration services code 

component's DoD activity address (see DoD 

4140.59H); otherwise, leave blank. For 

GSA one position, right justify, zero fill. 

Enter L if locally administered. 

Competitive 

Characteristics

65 Enter competitive characteristics code; 

otherwise leave blank. (This code is 

obsolete and is no longer published in 

DFARS. This code is temporarily published 

in MILSTRAP, appendix AP2.20, only for 

convenience in interpreting this field when 

data is entered in this transaction.)

Criticality Designator 66 Enter criticality designator code; otherwise, 

leave blank.

Acquisition Method 67 Enter acquisition method code at time of 

award; otherwise, leave blank.

Acquisition Method 

Suffix

68 Enter acquisition method suffix code at 

Suffix time of award; otherwise, leave blank.

Date (Shipped) 69-73 If active record and date is available, enter 

date of last shipment for this CLIN or zero fill 

if no shipment has been made. If purged 

record, enter contract physically completed 

date. For GSA enter last receipt date. 

(Enter two-digit year in record positions 

69-70 and three-digit ordinal day in record 

positions 71-73.)

Date (Original 

Contract Delivery)

74-78 Enter original contract delivery date 

Contract if available. Air Force will enter 

last delivery date when multiple deliveries 

per CLIN or contract subline item number. If 

original contract delivery date is not 

available, Army will enter contract physically 

completed date; Navy will enter date of last 

shipment or zeros if no date is available. 

(Enter two-digit year in record positions 

74-75 and three-digit ordinal day in record 

positions 76-78.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.26-8 APPENDIX 3.26

RECORD 4

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Type of Contract 79 Enter type of contract code; otherwise, 

leave blank.

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.27-1 APPENDIX 3.27

AP3.27. APPENDIX 3.27 

LOGISTICS REASSIGNMENT TECHNICAL AND 

QUALITY DATA

RECORD 1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLX.

Routing Identifier Code 

(TO)

4-6 Enter RIC identifying the gaining item 

manager (GIM) to which the transaction is 

being forwarded.

Review Period 

Indicator

7 Enter appropriate review period indicator in 

accordance with appendix AP2.19.

National Stock Number 8-20 Enter NSN of item being transferred.

Package Sequence 

Number 

21-23 To sequence the records, enter A01 if more 

than one record is required for this DIC and 

NSN. Enter Z01 if only one record is 

required.

Routing Identifier Code 

(FROM)

24-26 Enter RIC identifying losing item manager

preparing the transaction.

Date (Extracted) 27-31 Enter date data was extracted from files. 

(Enter two-digit year in record positions 

27-28 and three-digit ordinal date in record 

positions 29-31).

Blank 32 Leave blank.

End Item National 

Stock Number, Name, 

Type, or Model 

Number

33-45 Enter the NSN, name, type, or model 

number for the end item application; 

otherwise leave blank. For items with 

multiple applications, enter data for most 

critical application, or enter the word various.

Critical Application 

Indicator

46 Enter Y (yes) if the item has a critical 

application as defined by DLAR 3200.1 et al. 

otherwise, enter N (no).

Place of Inspection 47 Enter 1 for Source Inspection. Enter 2 for 

Destination Inspection. Leave blank if place 

of inspection has not been established.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.27-2 APPENDIX 3.27

RECORD 1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Type of Inspection 

Code

48 Enter the appropriate type of inspection 

code in accordance with appendix AP2.18. 

Leave blank if type of inspection has not 

been indicated or established.

First Article Test 49 Enter Y (yes) if first article testing is 

required. Enter N (no) if not required. 

Leave blank if first article testing 

requirements have not been indicated or 

determined.

Source, Maintenance, 

and Recoverability 

50-54 Enter applicable source, maintenance, and 

recoverability code; otherwise leave blank.

Packaging Data 

Availability Indicator 

55 Enter Y (yes) if specific preservation, 

packaging, packing, and marking data is 

available for the item. Enter N (no) if 

specific requirements have not been 

developed/specified.

Product Quality 

Deficiency Report 

History Indicator 

56 Enter Y (yes) if reports on contractor 

performance are on file at the LIM. Enter N 

(no) if no reports are on file.

Purchase Description 

Indicator 

57 Enter Y (yes) if a purchase description is 

being included on the following DLX 

record(s) for the NSN. Enter N (no) if a 

purchase description is not available.

Blank 58-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.27-3 APPENDIX 3.27

RECORD 2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DLX.

Routing Identifier Code 

(TO) 

4-6 Enter RIC of gaining item manager to which 

the transaction is being forwarded.

Blank 7 Leave blank.

National Stock Number 8-20 Enter NSN of the item being transferred

Package Sequence 

Number

21-23 Enter A02, and increment by one (i.e., A03, 

A04, etc.) for each additional record. On 

last record, enter Z and the appropriate two 

position sequence number. If only this 

record is required, enter Z02.

Blank 24-31 Leave blank.

Purchase Description 32-79 Enter clear text purchase description; 

otherwise, leave blank. Continue 

description on additional DIC DLX records 

using package sequence number to 

maintain correct sequence number to 

maintain correct sequence. Max of 30 

records can be used.

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.28-1 APPENDIX 3.28

AP3.28. APPENDIX 3.28

WAR MATERIEL REQUIREMENTS DATA

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC in the DM series.

Routing Identifier

Code (TO)

4-6 Enter RIC of the item manager to which this 

transaction is being forwarded.

Transaction Serial 

Number

7 Enter consecutive numeric serial number for 

each transaction within a DIC for this stock 

or part number (e.g., 1 for first DMA, 2 for 

second DMA, 1 for first DMB, etc.).1

Stock or Part Number 8-20 Enter stock or part number of item required.

Unit of Issue 21-22 Enter UI of item.

Quantities 23-70 a. For DICs DMA, DMB, and DMC, 

respectively, enter the monthly OWRMR 

quantity for recurring U.S. requirements, 

nonrecurring U.S. requirements, and 

nonrecurring Allies requirements.

b. For DIC DMD, enter the forecasted 

monthly reparable return quantity.

c. For DIC DME, enter the PWRMR in 

record positions 23-30 and the PWRMRP in 

record positions 31-38; leave record 

positions 39-70 blank.1

First Month

Second Month

Third Month

Fourth Month

Fifth Month

Sixth Month

(23-30)

(31-38)

(39-46)

(47-54)

(55-62)

(63-70)

Blank 71 Leave blank.

Total Number of 

Transactions

72-73 Enter the total number of WMR transactions 

submitted for all DICs for this stock or part 

number.

Routing Identifier 

Code (FROM)

74-76 Enter RIC of the activity from which this 

transaction is being submitted.

1 Use additional transactions as required, entering the consecutive transaction serial number within each 

DIC, to accommodate submission of the number of months data specified by the Defense Guidance 

issued each year.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.28-2 APPENDIX 3.28

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date

(Transaction 

Preparation)

77-80 Enter the date (last digit of the calendar year 

and ordinal day of the calendar year) on 

which this transaction is prepared.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.29-1 APPENDIX 3.29

AP3.29. APPENDIX 3.29 

MATERIEL RECEIPT ACKNOWLEDGEMENT

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DRA when submitting materiel 

receipt acknowledgment (MRA).

Enter DIC DRB when submitting a 

delinquent MRA in reply to followup.1

Routing Identifier Code 

(TO)

4-6 Enter the RIC of activity to receive this 

transaction.2

Multiuse

Mode of Shipment

or

Service Use

7 For security assistance shipments, enter 

the applicable mode of shipment, if 

available; otherwise, leave blank.

For U.S. forces shipments, enter data 

prescribed by the Component (e.g., code 

for controlling receipt of partial or split 

quantities).

Stock or Part Number 8-22 Enter stock number or part number of the 

item received.3 For total or partial 

nonreceipt, duplicate form due-in record.

Unit of Issue 23-24 Enter UI of the item received. For total or 

partial nonreceipt, duplicate from due-in 

record.

Quantity 25-29 Enter total quantity received for the 

document number and suffix code entered 

in record positions 30-44. For total or 

partial nonreceipt, enter the missing 

quantity and enter Discrepancy Indicator 

Code F in record position 63.4

1 In reply to follow-up, when no record of the basic requisition document number exists, duplicate record 

positions 8-24 and record positions 30-51 from the DIC DRF Follow-up.

2 Duplicate from the following in listed order of preference: record positions 4-6 of the DIC DRF, MRA 

follow-up or DIC AS_ Shipment Status; record positions 67-69 of the DD Form 1348-1 or DIC AE_ Supply 

Status; record positions 4-6 of the original requisition. For intra-DoD Component follow-up requirements, 

enter code prescribed as the DoD Component.

3 If the stock number/part number of the item received cannot be fully entered in record positions 8-22, 

leave blank. If item received exceeds stock number field and is wrong item or cannot be identified leave 

record positions 8-22 blank and enter Discrepancy Indicator Code A in record position 63.

4 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.29-2 APPENDIX 3.29

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Number 30-43 Duplicate from receipt document. For total 

or partial nonreceipt, duplicate from due-in 

record.

Suffix 44 Enter suffix code, if any, from receipt 

documentation. For total or partial 

nonreceipt or missing documentation, 

duplicate from due-in record.

Supplementary 

Address

45-50 Duplicate from receipt document. For total 

or partial nonreceipt, duplicate from due-in 

record.

Signal 51 Duplicate from receipt document. For total 

or partial nonreceipt, duplicate form due-in 

record.

Blank 52-53 Leave blank.

Routing Identifier Code 

(TO)

54-56 When prescribed by Component, enter 

applicable RIC for:5

a. Activity requiring MRA in addition to 

activity indicated in record positions 

4-6.

b. Management Control Activity 

requiring MRA in addition to 

Inventory Control Point (for 

Government Furnished Material

shipments to contractors).

Project 57-59 Duplicate from receipt document. For total 

or partial nonreceipt, duplicate form due-in 

record.

5 Defense Automatic Addressing System will edit and provide an MRA to the activity identified by a valid 

RIC in record position 54-56.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.29-3 APPENDIX 3.29

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Day of Year (Posted to 

Record/Shipped)

60-62 Enter ordinal day of calendar year as 

follows:

a. For U.S. forces, enter day receipt 

was posted to stock record/property 

account or equivalent. If record 

position 63 is F, enter day this 

transaction is prepared.

b. For security assistance shipments, 

when mode is entered in record 

position 7 enter the day shipped; 

otherwise, enter day this transaction 

is prepared.

Discrepancy Indicator 63 Enter code from appendix AP2.17, when 

applicable; otherwise, leave blank.

Blank 64-66 Leave blank.

Service Use 67-69 Enter data prescribed by the Component.

Blank 70-72 Leave blank.

Service Use 73-80 Enter data prescribed by the Component.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.30-1 APPENDIX 3.30

AP3.30. APPENDIX 3.30

FOLLOW-UP FOR DELINQUENT MATERIEL RECEIPT 

ACKNOWLEDGEMENT

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DRF.

Routing Identifier 

Code(From)

4-6 Enter RIC of activity preparing the 

transaction.1

Media and Status 7 Duplicate form the Materiel Release 

Confirmation (MRC) (DIC AR_) or DIC ASH 

Shipment Status.2

Stock or Part Number 8-22 Duplicate form the MRC or DIC ASH 

Shipment Status.2

Unit of Issue 23-24 Duplicate form the MRC or DIC ASH 

Shipment Status.2

Quantity 25-29 Enter quantity of the shipment which has not 

been acknowledged or reported as not 

received.3

Document Number 30-43 Duplicate from the MRC or DIC ASH 

Shipment Status.2

Suffix 44 Duplicate from the MRC or DIC ASH 

Shipment Status.2

Supplementary 

Address

45-50 Duplicate from the MRC or DIC ASH 

Shipment Status.2

Signal 51 Duplicate the original or modified requisition 

entry. 2

Blank 52-53 Leave blank.

Distribution Code 54-56 Duplicate the requisition entry.

Day of Year (Date 

Shipped)

57-59 Duplicate form the MRC or DIC ASH 

Shipment Status.4

1 For Intra-Component followup requirements, enter code prescribed by the Component. 

2 See DLMS Volume 2, Appendix 8 for transaction format. 

3 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1

4 See footnote 2 on page AP3.30-1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.30-2 APPENDIX 3.30

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Shipment Unit 

Number

60-76 5 Duplicate from the MRC or DIC ASH 

Shipment Status. 4

Mode of Shipment 77 Duplicate from the MRC or DIC ASH 

Shipment Status.4

Day of Year 

(Transaction)

78-80 Enter ordinal day of the calendar year this 

transaction is prepared.

5 Based on November 1993 implementation of MILSTRIP AMCL 138; otherwise priority is entered in 

record positions 60-61.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.31-1 Appendix 3.31

AP3.31. APPENDIX 3.31

RESERVED
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.32-1 APPENDIX 3.32

AP3.32. APPENDIX 3.32

RESERVED
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.33-1 APPENDIX 3.33

AP3.33. APPENDIX 3.33

RESERVED
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.34-1 APPENDIX 3.34

AP3.34. APPENDIX 3.34

RESERVED
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.35-1 APPENDIX 3.35

AP3.35. APPENDIX 3.35

RESERVED
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.36-1 APPENDIX 3.36

AP3.36. APPENDIX 3.36

RESERVED
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP3.37-1 APPENDIX 3.37

AP3.37. APPENDIX 3.37

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.38-1 APPENDIX 3.38

AP3.38. APPENDIX 3.38 

PRE-POSITIONED MATERIEL RECEIPT – 

PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the DU series.

Routing Identifier

Code (FROM)

4-6 Enter RIC of the Inventory Control Point 

(ICP) to which the receipt will be reported.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item to be 

received.

Unit of Issue 23-24 Enter UI of the item.

Quantity 25-29 Enter quantity to be received, preceding 

significant digits with zeros.1 2

Procurement

Instrument or Due-In 

Document Number

30-43

Procurement 

Instrument Identifier 

(PIID)

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

applicable 13-position call/order number 

(identified by F in the 9th position)3. 

Blank (43) Leave blank.

or

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.4

Item Number 45-50 Enter the contract/exhibit line item number 

or subline item number as indicated below, 

if applicable; otherwise, leave blank.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

3 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 

4 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.38-2 APPENDIX 3.38

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

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, leave 

blank.

Routing Identifier 

Code(FROM)

51-53 Enter RIC of the activity transmitting the 

document if different from the ICP RIC to 

which the receipt will be reported; 

otherwise, leave blank.

Distribution 54-56 Enter distribution code; otherwise, leave 

blank.

Project 57-59 Enter project code; otherwise, leave blank

Multiuse 60-66 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.5

Routing Identifier 

Code (TO)

67-69 Enter RIC of the storage activity which is to 

receive item.

Ownership/Purpose 70 Enter ownership/purpose code of item to be 

received. 

Supply Condition

Code

71 Enter SCC of item to be received.

Management 72 Enter management code; otherwise, leave 

blank.

5 For intra-Navy use rp 60-66 identifies the ‘standard unit price’ (see ADC 63).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.38-3 APPENDIX 3.38

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date Indicator 

(Estimated Delivery)

73-75 If prescribed by the Component managing 

the item, enter last digit of calendar year 

and two-digit month signifying estimated 

delivery date, e.g., 207 means 2002, month 

of July.6

Multiuse 76 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Call/Order Number 77-80 Enter applicable legacy four-position

call/order number associated with the PIIN; 

otherwise, leave blank. 

6 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.39-1 APPENDIX AP3.39

AP3.39. APPENDIX 3.39

PRE-POSITIONED MATERIEL RECEIPT –OTHER THAN 

PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD 

POSITIONS ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter appropriate DIC from the DW series.

Routing Identifier 

Code (FROM) 

4-6 Enter RIC of the Inventory Control Point to 

which the receipt will be reported.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item to be 

received.

Unit of Issue 23-24 Enter UI of the item.

Quantity 25-29 Enter quantity to be received, preceding 

significant digits with zeros.1/2

Document Number 30-43 Enter controlling document number.

Suffix 44 Enter controlling suffix code; otherwise, 

leave blank.

Supplementary 

Address 

45-50 Enter SUPADD; otherwise, leave blank.

Signal 51 Enter signal code; otherwise, leave blank.

Fund 52-53 Enter fund code; otherwise, leave blank.

Distribution 54-56 Enter distribution code; otherwise, leave 

blank.

Project 57-59 Enter project code; otherwise, leave blank.

Multiuse 60-66 For intra-DoD Component use, enter data 

prescribed by the DoD Component.3, 4, 5

 Dual Use 65-66

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.2.

3 For intra-Navy use, rp 60-66 identifies the standard unit price. (See ADC 63.)

4 For intra-Army use, rp 60-61 identifies the priority designator. (See ADC 234).

5 For intra-Air Force use, rp 60-61 identifies the priority designator. (See ADC 1080).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.39-2 APPENDIX AP3.39

FIELD LEGEND

RECORD 

POSITIONS ENTRY AND INSTRUCTIONS

Multiuse

or

(65-66) For intra-DoD Component use, enter data 

prescribed by the DoD Component.

6

 Optional interDoD Component use 

for delay notification

(65-66) For Inter-DoD Component use, either 

shipment delay notification code “BD” in rp 

65-66, if required based on Service/Agency 

NIMS agreement, and assets are not 

available to replenish the NIMS retail site 

requirement; otherwise, leave blank.7

Routing Identifier

Code (TO)

67-69 Enter RIC of the storage activity which is to 

receive item.

Ownership/Purpose 70 Enter ownership/purpose code of item to be 

received.

Supply Condition 71 Enter SCC of item to be received.

Management 72 Enter management code; otherwise, leave 

blank.

Date Indicator 

(Estimated Delivery)

73-75 If prescribed by the DoD Component 

managing the item, enter last digit of the 

calendar year and two-digit month signifying 

estimated delivery date, e.g., 211, means 

2002, month of November.8 (When delayed 

shipment notification “BD” is used in rps 65-

66, then the date entry represents the 

Estimated Shipping Date vice the Estimated 

Delivery Date).

Blank 76-78 Leave blank.9

Multiuse 79-80 For intra-DoD Component use, enter data 

prescribed by Component. For interComponent use, leave blank.

6 For intra-Army use, rp 65-66 identifies the advice code. (See ADC 234).

7 The DWK, Pre-Positioned Materiel Receipt-Other Than Procurement, may carry “BD” delayed 

notification on an optional basis, IAW Service/Agency agreement when materiel to support a National 

Inventory Management Strategy (NIMS) site requirement is delayed. Under this circumstance, the 

transaction will also carry an Estimated Ship Date. See Chapter 4, Paragraph C4.3.4.

8 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.

9 For Navy Commercial Asset Visibility-Organic Repair Module DIC DWK, rp 76-78 identifies the Shipper 

RIC. (See ADC 124.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.40-2 APPENDIX 3.40

AP3.40. APPENDIX 3.40

MATERIEL RECEIPT FOLLOW-UP

PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code (DIC)

1-3 Enter DIC DXA. 

Routing Identifier 

Code (FROM)

4-6 Enter RIC identifying the Inventory Control 

Point to which the receipt will be reported.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number to be received.

Unit of Issue 23-24 Enter UI of item to be received.

Quantity 25-29 Enter quantity to be received, preceding 

significant digits with zeros.1

Procurement 

Instrument Identifier 

(PIID)

30-42 Enter applicable PIID or the applicable 13-

position call/order number (identified by F in 

the 9th position).2

Blank 43 Leave blank.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.3

Item Number 45-50 Enter the contract/exhibit line item number 

or subline item number, as follows:

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 46-48, preceding 

significant digits with zeros.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 3 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.40-3 APPENDIX 3.40

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Contract/Exhibit 

Subline Item Number

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

number, if applicable; otherwise, zero fill.

Blank 51-53 Leave blank.

Distribution 54-56 Enter (or perpetuate) distribution code; 

otherwise, leave blank.

Project 57-59 Enter project code; otherwise, leave blank.

Shipment Number 60-66 Enter vendor shipment number if known; 

otherwise, leave blank.

Routing Identifier 

Code (TO)

67-69 Enter RIC identifying storage activity which 

is to receive the item.

Ownership/ Purpose 70 Enter ownership/purpose code of item to be 

received. 

Supply Condition 71 Enter SCC of item to be received.

Management 72 Enter appropriate management code; 

otherwise, leave blank.

Date Indicator 

(Estimated Delivery)

73-75 Enter the last digit of calendar year and twodigit month signifying estimated delivery 

date, e.g., 205 means 2002, month of May.4

Blank 76 Leave blank.

Call/Order Number 77-80 Enter applicable legacy four-position

call/order number associated with the PIIN; 

otherwise, leave blank.

4 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.41-1 APPENDIX 3.41

AP3.41. APPENDIX 3.41

MATERIEL RECEIPT FOLLOW-UP

OTHER THAN PROCUREMENT INSTRUMENT 

SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DXB.

Routing Identifier 

Code (FROM)

4-6 Enter RIC identifying the Inventory Control 

Point to which the receipt shall be reported.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number to be received.

Unit of Issue 23-24 Enter UI of item to be received.

Quantity 25-29 Enter quantity to be received, preceding 

significant digits with zeros.1

Document Number 30-43 Enter controlling document number.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.2

Supplementary 

Address

45-50 Enter SUPADD; otherwise, leave blank. 

Signal 51 Enter signal code; otherwise, leave blank.

Fund 52-53 Enter fund code; otherwise, leave blank.

Distribution 54-56 Enter distribution code; otherwise, leave 

blank.

Project 57-59 Enter project code; otherwise leave lank.

Unit Price 60-66 Enter unit price if prescribed by the 

Component managing the item; otherwise, 

leave blank.

Routing Identifier 

Code (TO)

67-69 Enter RIC identifying the storage activity 

which is to receive the item.

1 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.41-2 APPENDIX 3.41

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Ownership/Purpose 70 Enter ownership/purpose code of the item to 

be received.

Supply Condition 71 Enter SCC of the item to be received.

Management 72 Enter appropriate management code; 

otherwise, leave blank.

Date Indicator 

(Estimated Delivery)

73-75 Enter the last digit of calendar year and twodigit month signifying estimated delivery 

date, e.g., 207 is 2002, month of July.3

Blank 76-80 Leave blank.

3 See Appendix AP3 - Formats Introduction, Paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.42-1 APPENDIX 3.42

AP3.42. APPENDIX 3.42

REPLY TO MATERIEL RECEIPT FOLLOW-UP 

PROCUREMENT INSTRUMENT SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DXC.

Routing Identifier

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which the receipt shall be reported.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number received.

Unit of Issue 23-24 Enter UI of the item to be received.

Quantity 25-29 Enter quantity to be received, preceding 

significant digits with zeros.1

Procurement 

Instrument Identifier 

(PIID) 

30-42 Enter applicable PIID or the applicable 13-

position call/order number (identified by F in 

the 9th position).2

Blank 43 Leave blank.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.3

Item Number

Contract/Exhibit 

Line Item Number

45-50

(45-48)

Enter the contract/exhibit line item number 

or subline item number as follows:

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.

1 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

2 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 3 See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.42-1 APPENDIX 3.42

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Contract/Exhibit 

Subline Item Number

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

number, if applicable; otherwise, zero fill.

Blank 51-53 Leave blank.

Distribution 54-56 Enter (or perpetuate) distribution code; 

otherwise, leave blank.

Project 57-59 Enter project code; otherwise, leave blank.

Shipment Number 60-66 Enter vendor shipment number, if known; 

otherwise, leave blank.

Routing Identifier 

Code (FROM) 

67-69 Enter RIC of the storage activity which is to 

receive the item.

Ownership/Purpose 70 Enter ownership/purpose code of the item to 

be received.

Supply Condition 71 Enter SCC of item to be received.

Management 72 Enter management code; otherwise, leave 

blank.

Date Indicator 

(Estimated Delivery)

73-75 Enter last digit of calendar year and two-digit 

month signifying estimated delivery date, 

(e.g., 307 means 2003, month of July).4

Blank 76 Leave blank.

Call/Order Number 77-80 Enter applicable legacy four-position

call/order number associated with the PIIN; 

otherwise, leave blank.

4 See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.43-1 APPENDIX 3.43

AP3.43. APPENDIX 3.43

REPLY TO MATERIEL RECEIPT FOLLOW-UP

OTHER THAN PROCUREMENT INSTRUMENT 

SOURCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DXD.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which the receipt will be reported.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item to be 

received.

Unit of Issue 23-24 Enter UI of the item to be received.

Quantity 25-29 Enter quantity to be received, preceding 

significant digits with zeros.1

Document Number 30-43 Enter controlling document number.

Suffix 44 Enter controlling suffix code; otherwise, 

leave blank.

Supplementary 

Address 

45-50 Enter SUPADD; otherwise, leave blank. 

Signal 51 Enter signal code; otherwise, leave blank.

Fund 52-53 Enter fund code; otherwise, leave blank.

Distribution 54-56 Enter the distribution code; otherwise, leave 

blank.

Project 57-59 Enter project code; otherwise, leave blank.

Unit Price 60-66 Enter vendor shipment number, if known; 

otherwise, leave blank.

Routing Identifier 

Code (FROM) 

67-69 Enter RIC of the storage activity which is to 

receive the item.

Ownership/Purpose 70 Enter ownership/purpose code of the item to 

be received.

1See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.43-2 APPENDIX 3.43

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supply Condition 71 Enter SCC of the item to be received.

Management 72 Enter management code; otherwise, leave 

blank.

Date Indicator 

(Estimated Delivery)

73-75 Enter the last digit of calendar year and twodigit month signifying estimated delivery 

date, e.g., 307 means 2003, month of July.2

Blank 76-80 Leave blank.

2 See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.44-1 APPENDIX 3.44

AP3.44. APPENDIX 3.44

SPECIAL PROGRAM REQUIREMENT REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYA, DYB, DYL, or DYM, as 

appropriate.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point

(ICP) to which this transaction is being 

forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity required, preceding 

significant digits with zeros. If the quantity 

exceeds 99,999, additional transactions will 

be prepared and submitted for the remaining 

balance.1

Document Number 30-43 Enter document number controlling this 

transaction.

Suffix 44 Enter consecutive alpha codes A through Z 

when assignment of suffix codes is 

necessary.2

Supplementary 

Address

45-50 Enter DoDAAC of the expected ship-to 

address; otherwise, leave blank.

Multiuse 51-56 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Project 57-79 Enter project code; otherwise, leave blank.

Coast Designation 60 Enter E if consignee location is east of the 

Mississippi River, Atlantic, Europe, Near 

east, Africa, Central, or South America. 

Enter W if consignee location is other than 

above.

Blank 61 Leave blank.

1 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.44-2 APPENDIX 3.44

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date Indicator 

(Support)

62-64 The first day of the month by which it is 

anticipated materiel will be requisitioned for 

the program. Enter last digit of the calendar 

year and 2-digit month signifying the support 

date; e.g., 503 is 2005, month of March. 3

Advice 65-66 Enter MILSTRIP Advice Code 2B 

(requested item only will suffice; do not 

substitute/interchange); otherwise, leave 

blank.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the activity submitting this 

request.

Purpose 70 Enter purpose code of item; otherwise, 

leave blank.

Supply Condition 71 Enter supply condition code of item 

required.

Blank 72 Leave blank.

Routing Identifier

Code

73-75 If the activity submitting the SPR is not the 

originator of the requirement, enter the RIC

of the originator; otherwise, leave blank.

Generic Submission 76 For clothing and footwear, enter the alpha G 

to indicate that this is a generic submission 

and that the stock number indicated is the 

first size in the series. When used, it will 

indicate that the quantity entered in record 

positions 25-29 represents the total 

requirements for the generic item. This 

quantity will be converted by the ICP to 

individual sizes using the applicable tariff.

Blank 77-80 Leave blank. 

3 See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.45-1 APPENDIX 3.45

AP3.45. APPENDIX 3.45

SPECIAL PROGRAM REQUIREMENT CANCELLATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYC.

Routing Identifier 

Code (TO)

4-6 Enter RIC identifying the Inventory Control 

Point to which this transaction is being 

forwarded.

Blank 7 Leave blank. 

Stock or Part Number 8-22 Enter stock or part number of item required.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Enter quantity required, preceding significant 

digits with zeros. If the quantity exceeds 

99,999, additional transactions will be 

prepared and submitted for the remaining 

balance.1

Document Number 30-43 Perpetuate from source document.

Suffix 44 Perpetuate from source document.

Supplementary 

Address

45-50 Perpetuate from source document.

Multiuse 51-56 Perpetuate from source document.

Project 57-59 Perpetuate from source document.

Coast Designation 60 Perpetuate from source document.

Blank 61 Leave blank.

Date Indicator 

(Support)

62-64 Perpetuate from source document.

Advice 65-66 Perpetuate from source document.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the activity submitting the 

cancellation.

Purpose 70 Perpetuate from source document.

Supply Condition 71 Perpetuate from source document.

1 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.45-2 APPENDIX 3.45

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 72 Leave blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which the transaction is prepared.

Generic Submission 76 Perpetuate from source document.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.46-1 APPENDIX 3.46

AP3.46. APPENDIX 3.46

SPECIAL PROGRAM REQUIREMENT MODIFIER

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYD.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which the transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item required.

Unit of Issue 23-24 Enter UI of item required.

Quantity 25-29 Enter new quantity when quantity required is 

changed; otherwise, enter quantity from the 

source document.1

Document Number 30-43 Perpetuate from source document.

Suffix 44 Perpetuate from source document.

Supplementary 

Address

45-50 Enter new address, when applicable; 

otherwise, perpetuate from source 

document.

Multiuse 51-56 Perpetuate from source document.

Project 57-59 Enter new project code, when applicable; 

otherwise, perpetuate from source

document.

Coast Designation 60 Enter new coast designation when 

applicable; otherwise, perpetuate from 

source document.

Blank 61 Leave blank.

Date Indicator 

(Support)

62-64 Enter new support date when applicable 

(last digit of the calendar year and 2-digit 

month signifying the support date); 

otherwise, perpetuate from source 

document.2

1 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, paragraph AP3.3.4.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.46-2 APPENDIX 3.46

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Advice Code 65-66 Perpetuate from source document.

Routing Identifier 

(FROM)

67-69 Enter new RIC of the activity submitting the 

transaction, if applicable; otherwise, 

perpetuate from source document.

Purpose 70 Perpetuate from source document.

Supply Condition 71 Perpetuate from source document.

Blank 72 Leave blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which the transaction is prepared.

Generic Submission 76 Perpetuate from source document.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.47-1 APPENDIX 3.47

AP3.47. APPENDIX 3.47

SPECIAL PROGRAM REQUIREMENT SUBSTITUTE 

ITEM ACCEPTANCE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYG.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which this transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Perpetuate from Special Program 

Requirement (SPR) status.

Unit of Issue 23-24 Perpetuate from SPR status.

Quantity 25-29 Perpetuate from SPR status.

Document Number 30-43 Perpetuate from SPR status.

Suffix 44 Perpetuate from SPR status.

Supplementary 

Address

45-50 Perpetuate from SPR status.

Multiuse 51-56 Perpetuate from SPR status.

Project 57-59 Perpetuate from SPR status.

Coast Designation 60 Perpetuate from SPR status.

Blank 61 Leave blank.

Date Indicator 

(Support)

62-64 Perpetuate from SPR request/modifier.

Advice 65-66 Perpetuate from SPR request.

Routing Identifier 

Code (FROM) 

67-69 Enter RIC identifying the activity submitting 

the acceptance transaction.

Purpose 70 Perpetuate from SPR status.

Supply Condition 71 Perpetuate from SPR status.

Blank 72 Leave blank.

Day of Year 

(Transaction)

73-75 Enter the ordinal day of the calendar year on 

which the transaction is prepared.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.47-2 APPENDIX 3.47

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Generic Submission 76 Perpetuate from SPR status.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.48-1 APPENDIX 3.48

AP3.48. APPENDIX 3.48

SPECIAL PROGRAM REQUIREMENT SUBSTITUTE 

ITEM REJECTION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYH.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point to 

which this transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item required.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-29 Perpetuate from Special Program 

Requirement (SPR) Status.

Document Number 30-43 Perpetuate from SPR Status.

Suffix 44 Perpetuate from SPR Status.

Supplementary 

Address

45-50 Perpetuate from SPR Status.

Multiuse 51-56 Perpetuate from SPR Status.

Project 57-79 Perpetuate from SPR Status.

Coast Designation 60 Perpetuate from SPR Status.

Blank 61 Leave blank.

Date Indicator 

(Support)

62-64 Perpetuate from SPR Request/Modifier.

Advice 65-66 Perpetuate from SPR Request.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the activity submitting the 

rejection transaction.

Purpose 70 Perpetuate from SPR Status.

Supply Condition 71 Perpetuate from SPR Status.

Blank 72 Leave blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which transaction is prepared.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.48-2 APPENDIX 3.48

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Generic Submission 76 Perpetuate from SPR Status.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.49-1 APPENDIX 3.49

AP3.49. APPENDIX 3.49

SPECIAL PROGRAM REQUIREMENT FOLLOW-UP

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYJ.

Routing Identifier Code 

(TO)

4-6 Enter RIC of the Inventory Control Point to 

which this transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Perpetuate from source document.

Unit of Issue 23-24 Perpetuate from source document.

Quantity 25-29 Perpetuate from source document.

Document Number 30-43 Perpetuate from source document.

Suffix 44 Perpetuate from source document.

Supplementary 

Address

45-50 Perpetuate from source document.

Multiuse 51-56 Perpetuate from source document.

Project 57-59 Perpetuate from source document.

Coast Designation 60 Perpetuate from source document.

Blank 61 Leave blank.

Support Date Indicator 62-64 Perpetuate from source document.

Advice 65-66 Perpetuate from source document.

Routing Identifier Code 

(FROM)

67-69 Enter RIC of the activity submitting the 

request.

Purpose 70 Perpetuate from source document.

Supply Condition 71 Perpetuate from source document.

Blank 72 Leave blank.

Routing Identifier Code 73-75 Perpetuate from source document.

Generic Submission 76 Perpetuate from source document.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.50-1 APPENDIX 3.50

AP3.50. APPENDIX 3.50

SPECIAL PROGRAM REQUIREMENT STATUS

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DYK.

Routing Identifier

Code (TO)

4-6 Enter RIC of forecasting activity from record 

positions 67-69 of the incoming request.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of substitute, if 

offered, or superseding item when 

requested item is obsolete; otherwise, 

perpetuate stock number from the 

document being replied to.

Unit of Issue 23-24 Enter UI of item in record positions 8-22.

Quantity 25-29 Perpetuate from document being replied to.

Document Number 30-43 Perpetuate from document being replied to.

Suffix 44 Perpetuate from document being replied to.

Supplementary 

Address

45-50 Perpetuate from document being replied to.

Multiuse 51-56 Perpetuate from document being replied to.

Project Code 57-59 Perpetuate from document being replied to.

Coast Designation 60 Perpetuate from document being replied to.

Blank 61 Leave blank.

Lead Time 62-64 When specified by the status code in record 

positions 65-66, enter the number of days 

representing procurement lead time and/or 

time required for assembly; otherwise leave 

blank.

Special Program 

Requirement Status

65-66 Enter applicable SPR status code from 

appendix AP2.11.

Routing Identifier

Code (FROM)

67-69 Enter RIC of the ICP preparing this 

response.

Purpose Code 70 Perpetuate from document being replied to.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.50-2 APPENDIX 3.50

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supply Condition

Code

71 Perpetuate from document being replied to.

Blank 72 Leave blank.

Day of Year 

(Transaction)

73-75 Enter ordinal day of the calendar year on 

which transaction is prepared.

Generic Submission 76 Perpetuate from document being replied to.

Gaining Inventory 

Manager

77-79 Enter GIM on logistic reassignments; 

otherwise leave blank. 

Blank 80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.51-1 APPENDIX 3.51

AP3.51. APPENDIX 3.51

STATUS NOTIFICATION TRANSACTION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZ9.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the activity which submitted the 

incoming transaction being rerouted or 

revised by the Defense Automated 

Addressing System (DAAS).

Request 7 Perpetuate from incoming request.

Federal Supply Class 8-11 When MILSTRIP Status Code BG is 

entered in record positions 79-80, enter the 

correct FSC for the National Item 

Identification Number; otherwise, perpetuate 

from original transaction.

Other fields 12-56 Perpetuate from original transaction. 

Routed Document 

Identification

57-59 Enter DIC identification from record 

positions 1-3 of the incoming transaction 

being rerouted or revised by the DAAS.

Other Fields 60-66 Perpetuate data from original transaction.

Routing Identifier

Code 

67-69 When MILSTRIP Status Code BM is 

entered in record positions 79-80, enter RIC

of the source of supply to whom DAAS is 

rerouting the transaction; otherwise, leave 

blank.

Other Fields 70-76 Perpetuate from original transaction.

Blank 77-78 Leave blank.

Status 79-80 Enter MILSTRIP Status Code BG when the 

FSC in the original transaction was revised. 

Enter MILSTRIP Status Code BM when the 

original transaction was rerouted to the 

correct source of supply.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.52-1 APPENDIX 3.52

AP3.52. APPENDIX 3.52 

ASSET STATUS

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZA.

Routing Identifier Code

(TO)

4-6 Enter RIC of the Inventory Control Point (ICP) to 

where this transaction is being forwarded.

Card Overflow 7 Enter codes A through Z (Except I and O) when 

any quantity exceeds the number of digits 

allotted. 

For ammunition and ammunition related items 

in Federal Supply Group (FSG) 13, and 

Federal Supply Class (FSC) 1410, 1420, 

1427, 1440, 5330, 5865, 6810, or 8140 by 

trading partner agreement, enter code ‘9’ and 

enter the 7th, 8th and 9th position of the "onhand" quantity in record position (rp) 52-54, 

prefixing significant digits with zeros.

1

Stock or Part Number 8-22 Enter stock or part number of item reported.

Unit of Issue 23-24 Enter UI of item.

Quantity (On hand) 25-30 Enter quantity of the item on hand, preceding 

significant digits with zeros. 

For FSG 13 and FSC 1410, 1420, 1427, 1440, 

5330, 5865, 6810, or 8140 ammunition and 

ammunition related items, when ‘9’ is entered 

in rp 7, follow guidance at rp 7. 

Quantity (Due-In) 31-36 Enter quantity of the item due-in, preceding 

significant digits with zeros.

Quantity 

(Backordered) 

37-41 Enter quantity of the item on backorder, 

preceding significant digits with zeros.

Multi-use 42-66 When used between Components, leave blank. 

When used within a Component, enter data 

prescribed by that Component. See rows below 

for specific Component use.

1 Refer to ADC 444,
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.52-2 APPENDIX 3.52

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

For Army, the following data is entered in rp 43-64 of the multi-use field2. 

Quantity 

(Requirements 

Objective

43-48 Army enters requirements objective established 

for purpose code in rp 70.

Quantity (Safety Level) 49-54 Army enters quantity that reflects the safety level 

requirement, except for ammunition and 

ammunition related FSG 13 and FSC 1410, 

1420, 1427, 1440, 5330, 5865, 6810, or 8140 

as noted for rp 52-54 below.

Project Code 55-57 Army enters project code.

Routing Identifier 

(Storage Activity)

58-60 Army enters code of storage activity at which 

item is stored if different from activity preparing 

this transaction (FROM RI Code, rp 67-69).

Date (Transaction 

Preparation)

61-64 Army enters Julian date of asset status (date on 

which transaction was prepared).

For ammunition and ammunition related FSG 13 and FSC 1410, 1420, 1427, 1440, 5330, 

5865, 6810, or 8140, the following data is entered in rp 52-54 of the multi-use field.

Quantity Overflow 52-54 For ammunition and ammunition related 

items in Federal Supply Group 13 and 

Federal Supply Classes 1410, 1420, 1427, 

1440, 5330, 5865, 6810, and 8140, when 

‘9’ is entered in rp 7, enter the first through 

sixth positions of the on hand quantity in rp 

25 – 30, and the seventh through ninth 

positions in rp 52 – 54, preceding 

significant digits with zeroes. For example 

for a quantity of 98,765,432, enter 765432 

in rp 25 – 30 and enter 098 in rp 52-54.3

Routing Identifier 

(FROM) 

67-69 Enter RI code of the ICP preparing the 

transaction.4

2 Refer to ADC 250, Revise DLMS Supplement (DS) 846I and MILSTRAP DZA Asset Status 

Transactions to Support Army Distribution Operations, and Revise DS 846I for Use of Universal Time 

Coordinate (UTC) and for Administrative Updates.

3 Refer to ADC 444, Revise Asset Status Report Transactions, DLMS 846I and MILSTRAP DZA, to 

Document Ammunition Systems Use by Agreement of Nine Digit Quantity On-Hand.

4 For Army/DLA interface, based upon mutual agreement, a DLA storage activity may prepare the DZA on 

behalf of the DLA ICP. The DLA ICP RI Code SMS appears in rp 67-69. (Refer to ADC 250, Revise 

DLMS Supplement (DS) 846I and MILSTRAP DZA Asset Status Transactions to Support Army 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.52-3 APPENDIX 3.52

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

For ammunition and ammunition related items 

in FSG 13 and FSC 1410, 1420, 1427, 1440, 

5330, 5865, 6810, and 8140, enter the RI code 

of the Storage Activity preparing the 

transaction.5

Ownership/Purpose 70 When used between Components, enter 

ownership code of the item. When used within a 

Component, enter purpose code of the item.

Supply Condition 71 Enter supply condition code of the item.

Multiuse 72-80 For intra-Component use, enter data prescribed 

by the Component. For inter-Component use, 

leave blank. See rows below for specific 

Component use.

The following DoD Component data is identified for rp 72-77 multiuse field:

Time 72-77 Army enters time of transaction preparation in 

HHMMSS Format expressed in universal time 

coordinate. Refer to ADC 250.

Date (Transaction 

Preparation)

73-75 Navy, and ammunition systems, enters 

transaction preparation date. Navy, and 

ammunition ICPs, uses this date to determine 

the most current asset posture when more than 

one asset report is received within the same 

cycle. 6 7

Stockage List Code 78 Army enters the Stockage List Code. This is an 

intra-Army code and use of this data is 

meaningful to Army only.8 

Distribution Operations, and Revise DS 846I for Use of Universal Time Coordinate (UTC) and for 

Administrative Updates.)

5 Refer to ADC 444 Revise Asset Status Report Transactions, DLMS 846I and MILSTRAP DZA, to 

Document Ammunition Systems Use by Agreement of Nine Digit Quantity On-Hand.

6 Refer to ADC 355, Revise DLMS Supplement (DS) 846I, Asset Status Inquiry/Report to Address IntraNavy Use of Transaction Preparation Date in Multiuse Field of MILSTRAP DZA Transaction

7 Refer to ADC 444, Revise Asset Status Report Transactions, DLMS 846I and MILSTRAP DZA, to 

Document Ammunition Systems Use by Agreement of Nine Digit Quantity On-Hand. 8 Refer to ADC 458, Documentation of Intra-Army Use of Army Data Elements for MILSTRAP DZA and DLMS 846I 

Asset Status Transactions
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.53-1 APPENDIX 3.53 

AP3.53. APPENDIX 3.53 

STORAGE ITEM DATA CORRECTION/CHANGE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZB.

Routing Identifier 

Code (TO) 

4-6 Enter RIC of the activity to which this 

transaction is being forwarded.

Item Data 

Correction/Change

7 Enter the code from appendix AP2.7 which 

indicates the data field(s) affected by the 

change.

Stock or Part Number 8-24 Enter data as follows:

(8-20) Enter stock or part number reported in the 

storage activity transactions or affected by 

catalog/stock list change.

(21-24) Enter production equipment code, DoD 

identification code, or locally assigned 

number(s), as appropriate; otherwise, leave 

blank.

Unit of Issue 25-26 Perpetuate the UI reported in the storage 

activity transaction or affected by 

catalog/stock list change.

Stock or Part Number 27-43 Enter data as follows:

(27-39) Enter the new stock or part number when 

stock or part number is being changed; 

otherwise, leave blank.

(40-43) Enter production equipment code, DoD 

identification code, or locally assigned 

number(s), as appropriate; otherwise, leave 

blank.

Unit of Issue 44-45 Enter new UI when UI is being changed; 

otherwise, leave blank.

Unit of Issue 

Conversion Factor

46-50 Use only when the UI is being changed; 

otherwise, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.53-2 APPENDIX 3.53 

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Decimal Locator (46) The following table identifies the position of 

the decimal in the multiplication factor:

 0-whole number (no decimal)

 1-decimal before record position 50

 2-decimal before record position 49 

 3-decimal before record position 48 

 4-decimal before record position 47

Multiplication (47-50) Enter the factor by which the old Factor 

quantity must be multiplied to convert to the 

new unit of issue.

Shelf-Life 51 Enter the new shelf-life code if the shelf-life 

code is being changed; otherwise, leave 

blank.

Controlled Inventory 

Item 

52 Enter the new controlled inventory item 

code if the code is being changed; 

otherwise, leave blank.

Demilitarization 53 Enter the new demilitarization code if code 

is being changed; otherwise, leave blank.

Special Action/ 

Information for 

Identifying 

Repairability,

Reclamation, 

Recoverability, etc.

54-55 Reserved for future DoD standardization. 

Present use to accommodate individual 

Component assigned codes. 

Routing Identifier 

Code (Manager)

56-58 Enter the RIC of the manager.

Date (Transaction) 59-62 Enter last digit of the calendar year and 

ordinal day of the calendar year this 

transaction was prepared.

Multiuse 63-66 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Routing Identifier 

Code (FROM) 

67-69 Enter RIC of the activity preparing this 

transaction. 

Dual Use 70-73
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.53-3 APPENDIX 3.53 

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date

or

(70-73) For inter-Component use, enter the effective 

date (last digit of the calendar year and 

ordinal day of the calendar year of the 

catalog/stock list change when applicable; 

otherwise, leave blank. (See chapter 10.)

Multiuse (70-73) For intra-Component use, enter data 

prescribed by the Component; otherwise, 

leave blank.

Multiuse 74-80 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.54-1 APPENDIX 3.54

AP.3.54. APPENDIX 3.54

LOGISTICS REASSIGNMENT STORAGE 

INFORMATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZC.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the activity to where this 

transaction is being forwarded.

Blank 7 Leave blank.

Stock or Part Number 8-22 Enter stock or part number of item being 

transferred.

Unit of Issue 23-24 Enter UI of item being transferred.

Quantity (Transfer) 25-29 Enter quantity being transferred to gaining 

item manager (GIM); otherwise, enter 

zeros.1,2

Document Number 30-43 Perpetuate from the DEE/DEF transaction.

Suffix 44 Enter consecutive alpha code A through Z 

when assignment of suffix codes is 

necessary.3

Routing Identifier 

Code (Gaining)

45-47 Enter RIC of the GIM. 

Multiuse 48-56 Enter data prescribed by the Component.

Project 57-59 Enter appropriate code if stocks are 

segregated and maintained by codes 

reflected in project code field: otherwise, 

leave blank.

Blank 60 Leave blank.

Date 

(Effective Transfer)

61-64 Enter ordinal date on which the logistics 

reassignment is effective.

Blank 65-66 Leave blank.

1 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, paragraph AP3.3.2. 

3 See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.54-2 APPENDIX 3.54

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier 

(FROM)

67-69 Enter RIC of activity preparing document.

Ownership/Purpose 70 Enter ownership/purpose code if prescribed 

by Component; otherwise, leave blank.

Supply Condition 71 Enter supply condition code of balance 

affected.

Management 72 Enter management code as prescribed by 

Component; otherwise, leave blank.

Multiuse 73-75 Enter data prescribed by the Component.

Quantity (Retention) 76-80 Enter quantity being retained by the losing 

item manager.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.55-1 APPENDIX 3.55

AP3.55. APPENDIX 3.55

LOGISTICS REASSIGNMENT STORAGE 

INFORMATION REPLY

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZD.

Routing Identifier Code

(TO)

4-6 Enter RIC from record positions 67-69 of 

DIC DZC to which reply is being made or

losing item manager (LIM) RIC.

Follow-up Indicator 7 LIM storage activity not in receipt of a DIC

DZC, enter A (denoting follow-up) to 

provide available asset information to the 

LIM. Otherwise, leave blank.

Stock or Part Number 8-22 Perpetuate from DIC DZC. 

Unit of Issue 23-24 Perpetuate from DIC DZC.

Quantity (Transfer) 25-29 Enter quantity which was available for 

transfer subject to the retention quantity 

contained in record positions 76-80 of DIC

DZC.1,2

Document Number 30-43 Perpetuate from DIC DZC.

Suffix Code 44 Enter consecutive alpha codes A through 

Z when assignment of suffix codes are 

necessary.3

Routing Identifier Code 

(Gaining)

45-47 Perpetuate from DIC DZC.

Multiuse 48-56 Enter data prescribed by the Component.

Project Code 57-59 Perpetuate from DIC DZC.

Blank 60 Leave blank.

Date

(Effective Transfer)

61-64 Perpetuate from DIC DZC.

Blank 65-66 Leave blank.

1 See Appendix AP3 - Formats Introduction, paragraph AP3.3.1.

2 See Appendix AP3 - Formats Introduction, paragraph AP3.3.2.

3 See Appendix AP3 - Formats Introduction, paragraph AP3.3.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.55-2 APPENDIX 3.55

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier Code 67-69 Enter RIC of storage activity from which 

reply is being made.

Ownership/Purpose 70 Perpetuate from DIC DZC.

Supply Condition Code 71 Perpetuate from DIC DZC.

Management 72 Perpetuate from DIC DZC.

Multiuse 73-75 Enter data prescribed by the Component.

Quantity (Retention) 76-80 Enter the quantity being retained by the 

LIM.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.56-1 APPENDIX 3.56

AP3.56. APPENDIX 3.56

ASSET STATUS REPORTING REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZE.

Routing Identifier Code 

(TO)

4-6 Enter RIC of the activity to which the request 

is submitted (see chapter 8).

Reporting 7 Enter the appropriate code from appendix 

AP2.9.

Stock or Part Number 8-22 Enter the stock or part number of item to be 

reported.

Date 23-26 Enter the ordinal date when required by the 

reporting code in record position 7. Always 

reflect dates for commencing, or change of 

reporting, under codes C, D, H, and J, as the 

first day of a month. Always reflect the date 

for termination of reporting (code E) as the 

last day of a month. When the code entered 

in record position 7 is M or P, this field will be 

left blank. When the code entered in record 

position 7 is N or Z, enter the date by which 

the one-time asset status report is required.

Blank 27-66 Leave blank.

Routing Identifier Code 67-69 Enter the appropriate RIC of the activity to 

which the asset status reports are to be 

submitted.

Multiuse 70-80 For intra-Component use, enter data

prescribed by the Component. For interComponent use, leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.57-1 APPENDIX 3.57

AP3.57. APPENDIX 3.57

ASSET STATUS REPORTING (BASE, POST, CAMP, 

AND STATION LEVEL USE)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZF.

Routing Identifier 

Code (TO)

4-6 Enter the RIC of the activity to which this 

transaction is being forwarded.

Reporting 7 Enter code from appendix AP2.9 which 

indicates type of reporting being 

accomplished.

Stock or Part Number 8-22 Enter the stock or part number of item 

reported.

Unit of Issue 23-24 Enter the UI of item.

Multiuse 25-30 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Routing Identifier 

Code

31-33 When rp 7 = N, enter RIC of the owning 

activity to which any resulting MILSTRIP 

DIC A4_ Lateral Redistribution Orders are 

to be sent; otherwise enter RIC of the 

activity preparing this transaction (FROM 

RIC).

Routing Identifier 

Code (Storage 

Activity) 

34-36 Enter the RIC of storage activity at which 

item is stored, if different from record 

positions 31-33; otherwise, leave blank.

Date 37-40 Enter last digit of the calendar year and 

ordinal day of the calendar year which 

reflects assets as of close of business.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.57-2 APPENDIX 3.57

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Quantity 

(Requisitioning 

Objective)

41-46 When rp 7 = N, enter total system RO for 

RIC in rp 31-33; if multiple transactions 

with the same rp 31-33 RIC are generated 

for the same NSN, each shall reflect the 

same requisitioning objective.

1 If rp 7 does 

not equal N, enter requisitioning objective 

quantity established for item being 

reported, preceding significant digits with 

zeros; if quantity exceeds 999,999, enter 

overflow quantity in next transaction. 

Leave field blank in ensuing transactions 

when overflow quantity is not involved.

Quantity (Due-In) 47-52 Enter quantity of the item due-in, preceding 

significant digits with zeros. If quantity 

exceeds 999,999, enter overflow quantity 

in next transaction. Leave field blank in 

ensuing transactions when overflow 

quantity not involved. When rp 7 = N, this 

field may be left blank.

Multiuse 53 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Multiuse 54 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, enter the purpose code 

of quantity on hand reported in rps 56-61, if 

required based on Service/Agency 

agreement; otherwise leave blank.

Supply Condition

Code

55 Enter SCC of quantity on hand reported in 

record positions 56-61.

1For Air Force Secondary Inventory Control Activities (SICAs) which own their Services= wholesale and 

retail assets, only DIC DZFs with the same RIC in rps 31-33 for the same NSN, and 01 entry in rps 79-80 

will contain the same SICA total system requisitioning objective. DIC DZFs with the SICA RIC in rp 

31-33 without a 01 entry in rps 79-80 will contain the requisitioning objective for the RIC in rps 34-36. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.57-3 APPENDIX 3.57

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Quantity (On Hand) 56-61 When rp 7 = N, enter the quantity on-hand 

for the activity at which the materiel is 

stored, i.e., the quantity on-hand for the 

RIC in rps 31-33 (if no RIC is present in rps 

34-36) or the quantity on-hand for the RIC

in rps 34-36 if both RICs are present.2 If rp 

7 does not equal N, enter quantity on hand 

preceding significant digits with zeros. 

(Does not include reserved quantity 

entered in record positions 71-76.) If 

quantity exceeds 999,999, enter overflow 

quantity in next transaction. Leave field 

blank in ensuing transactions when 

overflow quantity not involved.

Multiuse 62 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Multiuse 63 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, enter the purpose code of 

quantity on hand reported in rps 65-70, if 

required by Service/Agency agreement; 

otherwise leave blank.

Supply Condition

Code

64 Enter SCC of quantity on hand reported in 

record positions 65-70.

2 For all Service Secondary Inventory Control Activities (less Air Force): If both rps 31-33 and rps 34-36 

contain RICs, then the recipient must add the on-hand quantity on all the DIC DZF transactions, for the 

reported NSN, that have the same RIC in rps 31-33. This aggregate on-hand quantity is then compared 

to the system requisitioning objective in rps 41-46 when making MILSTRIP Lateral Redistribution Order 

decisions using DoD Total Asset Visibility business rules.

For Air Force Secondary Inventory Control Activities: Both rps 31-33 and rps 34-36 will contain RICs. 

The recipient must add the quantity on-hand on all DZF transactions containing a "01" in rps 79-80, for 

the reported NSN, that have the same RIC in rps 31-33. This aggregate on-hand quantity is then 

compared to the system requisitioning objective contained in rp 41-46 when making Lateral 

Redistribution Order decisions using DoD Total Asset Visibility business rules.

For DZFs with only one RIC (rps 31-33) and for Air Force Secondary Inventory Control Activity DZFs 

with two RICs and "blanks" in rps 79-80, the on-hand quantity and requisitioning objective in the 

individual DZF are compared when making Lateral Redistribution Order decisions using DoD Total Asset 

Visibility business rules.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.57-4 APPENDIX 3.57

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Quantity (On Hand) 65-70 Enter quantity on hand, preceding 

significant digits with zeros. (Does not 

include reserved quantity entered in record 

positions 71-76.) If quantity exceeds 

999,999, enter overflow quantity in next 

transaction. Leave field blank in ensuing 

transactions when overflow quantity not 

involved.

Quantity (Reserved) 71-76 Enter quantity reserved for special 

projects/programs, preceding significant 

digits with zeros. If quantity exceeds 

999,999, enter overflow quantity in next 

transaction. Leave field blank in ensuing 

transactions when overflow quantity not 

involved.

Blank 77-78 Leave blank.

Number of 

Transactions

79-80 Enter total number of transactions being 

submitted for item identified in record 

positions 8-22 (precede significant digit 

with zero, when applicable).

EXCEPTION: when rp 7 = N, leave blank 

for all Service SICAs except Air Force; for 

Air Force SICAs, enter a SICA 

wholesale/retail indicator as follows: 

01 for SICA wholesale

Blank for SICA retail
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.58-1 APPENDIX 3.58

AP3.58. APPENDIX 3.58

TRANSACTION REJECT

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZG.

Routing Identifier Code

(TO)

4-6 Enter RIC of the activity to which the 

transaction is being forwarded.

Other Fields 7-53 Perpetuate data from the incoming 

transaction being rejected.

Correct Manager's 

Routing Identifier Code

54-56 Enter RIC of correct manager, if known, 

when code AB is indicated in record 

positions 79-80; otherwise, leave blank.

Rejected Document 

Identification Code

57-59 Enter DIC from record positions 1-3 of the 

incoming transaction being rejected.

Other Fields 60-66 Perpetuate data from the incoming 

transaction being rejected.

Routing Identifier Code 

(FROM)

67-69 Enter RIC of the activity rejecting the 

document.

Other Fields 70-78 Perpetuate data from the incoming 

transaction being rejected.

Dual Use 79-80

Reject Advice

or

(79-80) Enter applicable advice code (see 

appendix AP2.8 of this manual).

MILSTRIP Status (79-80) Enter applicable MILSTRIP status code 

(see MILSTRIP).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.59-1 APPENDIX 3.59

AP3.59. APPENDIX 3.59

LOCATION RECONCILIATION REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZH.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the Inventory Control Point to

which this transaction is being forwarded.

Type of Location 

Reconciliation 

Request

7 Enter type of location reconciliation request 

code which indicates the type of reporting 

being accomplished. 

Stock or Part Number 8-22 Enter stock or part number of item being 

requested for reconciliation.

Unit of Issue 23-24 Enter UI of item.

Quantity 25-34 Enter quantity, preceding significant digits 

with zeros.

Multiuse 35 For intra-Component use, enter the data 

prescribed by the Component. For interComponent use, leave blank.

Date Cutoff 36-39 Enter mutually agreed upon cutoff date (last 

digit of the calendar year and ordinal day of 

the calendar year; e.g., 6253 is 10 Sep 86) 

for location reconciliation.

Shelf-Life 40 Enter shelf-life code of the item.

Controlled Inventory 

Item

41 Enter controlled inventory item code 

applicable to the item.

Manager/Owner 42 Enter numeric 1 if activity in record Identifier 

positions 4-6 is the Integrated Materiel 

Manager (IMM) or numeric 2 if the activity is 

an owner but not the IMM.1

Blank 43 Leave blank.

Transaction 

Lot/Number

44-46 Enter the lot/segment number of the 

Segment transactions being reconciled; 

otherwise, leave blank.

1 May be used intra-Component or inter-Component when agreed to by the Components involved.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.59-2 APPENDIX 3.59

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 47-59 Leave blank.

Consecutive 

Transaction Number 

60-66 Enter consecutive number beginning with 

0000001 in the first transaction to identify 

each transaction in the reconciliation.

Routing Identifier 

Code (FROM)

67-69 Enter RIC of the storage activity preparing 

the transaction.

Ownership/Purpose 70 Enter ownership or purpose code if assets 

are segregated physically or on the storage 

activity record; otherwise leave blank.2

Supply Condition 71 Enter SCC of item being reconciled.

Inventory Category 72 Enter inventory category code, if prescribed 

by Component managing the item; 

otherwise, leave blank.

Blank 73-75 Leave blank.

Multiuse 76-78 For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

Dual Use 79-80

Multiuse (79-80) For intra-Component use, enter data 

prescribed by the Component. For interComponent use, leave blank.

or

Subsistence Type 

of Pack 

(79) For Subsistence Items Only: Enter 

subsistence type of pack code (see 

MILSTRIP) for the item.

Blank (80) For Subsistence Items Only: Leave blank.

2 May be used intra-Component or inter-Component when agreed to by the Components involved.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.60-1 APPENDIX 3.60

AP3.60. APPENDIX 3.60

TRANSACTION HISTORY REQUEST1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZJ.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the storage activity to which 

the request is being forwarded.

Type of Physical 

Inventory/Transaction 

History

7 Enter the applicable type of physical 

inventory/transaction history code.

Stock or Part Number 8-22 Enter stock or part number of the item for 

the history/balance being requested.

Unit of Issue 23-24 Enter UI of item.

Transaction History 

Timeframe

25-31 Enter data specifying the period timeframe 

for which transaction history is being 

requested. 

(25-28) Enter transaction history start date.

(29-31) Enter the total number of prior days 

transaction history required.

Blank 32-53 Leave blank.

Distribution 54-56 Enter distribution code if stocks are 

segregated and maintained by codes 

reflected in distribution field; otherwise, 

leave blank.

Lot/Segment Number 57-59 Enter the lot/segment number for controlling 

the inventory/reconciliation; otherwise, leave 

blank.

Type of Media 60 Enter the code which identifies the 

transaction history transmission media (see 

appendix AP2.15); otherwise, leave blank.

Blank 61-66 Leave blank.

1 May be used intra-Component or inter-Component when agreed to by the Components involved.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.60-2 APPENDIX 3.60

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier

Code (FROM)

67-69 Enter RIC of the activity from which the 

request is being forwarded.

Ownership/Purpose 70 Enter applicable ownership/purpose code 

for the history/balance requested; 

otherwise, leave blank.

Supply Condition 71 Enter applicable SCC for the history/

balance requested; otherwise, leave blank.

Blank 72 Leave blank.

Day of Year 

(Transaction)

73-76 Enter the ordinal date of the calendar year 

on which the transaction is prepared.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.61-1 APPENDIX 3.61

AP3.61. APPENDIX 3.61

TRANSACTION HISTORY TRANSMITTAL1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZK.

Routing Identifier 

Code (TO)

4-6 Enter RIC of the activity to which the 

transaction is being forwarded.

Type of Physical 

Inventory/Transaction 

History

7 Perpetuate from the DIC DZJ Transaction 

History Request; otherwise, enter code W 

for automatic submission of transaction 

history.

Other Fields 8-29 Perpetuate from source document.2

Document Number 30-43 When record position 7 of the DIC DZJ 

request is W and the storage activity has no 

transactions for the stock or part number 

requested for the dates specified in record 

positions 25-31, but transactions are available 

since the date of last location reconciliation, 8-

fill this field; when no transactions are 

available for the dates specified or since the 

date of last reconciliation, 9-fill this field. 

When record position 7 is X and the storage 

activity has no transactions for the dates 

specified, 9-fill this field; otherwise, perpetuate 

from the source document.

Other Fields 44-50 Perpetuate from source document.

Blank 51 Leave blank.

Fund 52-53 Perpetuate from source document.

Source Document 

Identifier Code

54-56 Enter DIC from record positions 1-3 of the 

source document.

Lot/Segment Number 57-59 Enter the lot/segment number for controlling 

the inventory/reconciliation; otherwise, leave 

blank.

1 May be used intra-Component or inter-Component when agreed to by the Components involved.

2All references to the source document relate to the document on the storage activity transaction 

history file; e.g., D4_, D6_, D7_, D8_, D9_.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.61-2 APPENDIX 3.61

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Contract Shipment 

Number

60-66 Perpetuate from source document.

Routing Identifier 

Code (FROM) 

67-69 Enter RIC of the activity from which the 

transaction is being forwarded.

Other Fields 70 Perpetuate from source document.

Supply Condition 71 When record positions 30-43 of the DIC 

DZK are 8- or 9-filled, enter the applicable

SCC; otherwise perpetuate from the source 

document.

Other fields 72 Perpetuate from the source document.

Ordinal Date 73-76 Enter the date on which the source 

document was entered on the storage 

activity record.

Blank 77-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.62-1 APPENDIX 3.62

AP3.62. APPENDIX 3.62

END OF DAY TRANSACTION COUNT

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier 

Code

1-3 Enter DIC DZM.

Routing Identifier

Code (TO)

4-6 Enter RIC identifying the owner/manager to 

which the transaction is being forwarded.

Type of Accountable 

Transaction Count

7 Enter 1 to identify the number of transactions

included in this transmission.

or

Enter 2 to identify the individual balance 

affecting transaction.

Blank 8-27 Leave blank.

Accountable 

Transaction 

Document Identifier 

Code

28-29 Enter the first two positions of the balance 

affecting transactions (D4, D6, D7, D8, D9, 

DA, DZ). Leave blank if record position 7 is 

equal to 1.

Accountable 

Transaction Count

30 Enter the number of transactions included in 

this transmission. Leave blank if record 

position 7 is equal to 2.

Blank 31-37 Leave blank.

Number of Balance 

Affecting Transactions

38-43 Enter the daily volume of balance affecting 

transactions applicable to the reported DIC in 

record position 28-29. Leave blank if record 

position 7 is equal to 1.

Blank 44-66 Leave blank.

Routing Identifier 

Code (FROM)

67-69 Enter the RIC identifying the storage activity 

preparing the transaction.

Date (Transaction) 70-73 Enter the ordinal day on which the transaction 

took place.

Blank 74-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.63-1 APPENDIX 3.63

AP3.63. APPENDIX 3.63

LOCATION RECONCILIATION NOTIFICATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC DZN.

Routing Identifier Code

(TO)

4-6 Enter RIC identifying the owner/manager to 

which the transaction is being forwarded.

Type of Location 

Reconciliation Request

7 Enter code from Appendix AP2.23 identifying 

Type of Location Reconciliation Request.

Number of DIC DZH 

Transactions to be 

Transmitted

8-14 Actual number of DIC DZH requests to be 

transmitted, e.g., 0000151.

Date (Cutoff) 15-18 Enter the date for location reconciliation. The 

last digit of the calendar is entered in record 

position 15 and the day of the year is entered 

in record positions 16-18; e.g., 2027 is Jan 

27, 2002.

Routing Identifier Code 

(FROM)

19-21 Enter RIC identifying the storage activity 

preparing the transaction.

Type of Media 22 Enter type of media code from Appendix 

AP2.15 identifying medium used to transmit 

the transactions.

Blank 23-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP3.64-1 APPENDIX 3.64

AP3.64. APPENDIX 3.64

LOCATION RECONCILIATION HISTORY 

NOTIFICATION

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS 

Document Identifier

Code

1-3 Enter DIC DZP.

Routing Identifier Code 

(TO)

4-6 Enter the RIC identifying the 

owner/manager to which the transaction is 

being forwarded.

Type of Location 

Reconciliation Request

7 Enter code from Appendix AP2.23 

identifying Type of Location Reconciliation 

Request.

Number of DIC DZK 

Transactions to be 

Transmitted

8-14 Actual number of DIC DZK requests to be 

transmitted, e.g., 0000151.

Date (Cutoff) 15-18 Enter the date for location reconciliation. 

The last digit of the calendar is entered in 

record position 15 and the day of the year 

is entered in record positions 16-18; e.g., 

2029 is Jan 29, 2002.

Routing Identifier Code 

(FROM)

19-21 Enter the RIC identifying the storage 

activity preparing the transaction.

Type of Media 22 Enter type of media code from Appendix 

AP2.15 identifying medium used to 

transmit the transactions.

Blank 23-80 Leave blank.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP6-1 APPENDIX 6

AP6. APPENDIX 6

FORMS/MESSAGE FORMATS INDEX

Number Title

AP6. FORMS/MESSAGE FORMATS INDEX

AP6.1. FORMS/MESSAGE FORMATS INTRODUCTION

AP6.2. DD FORM 1348, DOD SINGLE LINE ITEM REQUISITION SYSTEM DOCUMENT 

(MANUAL)

AP6.3. RESERVED

AP6.4. DD FORM 1348-5, NOTICE OF AVAILABILITY/SHIPMENT

AP6.5. STANDARD FORM 344, MULTIUSE STANDARD REQUISITIONING/ISSUE SYSTEM 

DOCUMENT

AP6.6. DD FORM 1348-6, DOD SINGLE LINE ITEM REQUISITION SYSTEM DOCUMENT 

(MANUAL-LONG FORM)

AP6.7. RESERVED

AP6.8. MILSTRIP MESSAGE REQUISITION

AP6.9. MILSTRIP MESSAGE FOLLOW-UP 

AP6.10. MILSTRIP MESSAGE SUPPLY ASSISTANCE REQUEST

AP6.11. ABBREVIATED MILSTRIP MESSAGE SUPPLY STATUS

AP6.12. ABBREVIATED MILSTRIP MESSAGE SHIPMENT STATUS

AP6.13. MILSTRIP PART NUMBER/NON-NSN MESSAGE REQUISITION

AP6.14. RESERVED

AP6.15. MESSAGE REQUEST FOR SPECIAL MATERIEL OBLIGATION VALIDATION

AP6.16. MESSAGE REPLY TO SPECIAL MATERIEL OBLIGATION VALIDATION REQUEST

AP6.17. REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND GRANT AID 

TRANSACTIONS) (FROM SOURCE OF SUPPLY TO ILCO)

AP6.18. FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND 

GRANT AID TRANSACTIONS) (FROM SOURCE OF SUPPLY TO ILCO)

AP6.19. REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND GRANT AID 

TRANSACTIONS) (FROM ILCO TO SAOs)

AP6.20. FOLLOW-UP REQUEST FOR VALIDATION OF MATERIEL OBLIGATIONS (FMS AND 

GRANT AID TRANSACTIONS) (FROM ILCO TO SAOs)

AP6.21. REPORT OF VALIDATION OF MATERIEL OBLIGATIONS
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP6-2 APPENDIX 6

Number Title

AP6.22. ABBREVIATED MESSAGE ASSET REPORT, ETC. (MATERIEL RETURNS PROGRAM)

AP6.23. MASS OR UNIVERSAL CANCELLATION MESSAGE

AP6.24. DEFENSE LOGISTICS MANAGEMENT STANDARDS/LEGACY MILSTRIP REVISION 

IMPLEMENTATION REPORT

AP6.25. ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED FORM WITH LOGMARS BAR 

CODING

AP6.26. RESERVED

AP6.27. ISSUE RELEASE/RECEIPT DOCUMENT PREPRINTED FORM WITHOUT LOGMARS 

BAR CODING DATA

AP6.28. RESERVED

AP6.29. ISSUE RELEASE/RECEIPT DOCUMENT LASER PRINTED FORM WITH LOGMARS BAR 

CODING FOREIGN MILITARY SALES

AP6.30. RESERVED

AP6.31. ISSUE RELEASE/RECEIPT DOCUMENT WITH ADDRESS LABEL

AP6.32. MESSAGE REQUEST FORM DEFENSE AUTOMATIC ADDRESSING SYSTEM 

MATERIEL OBLIGATION VALIDATION RESPONSE

AP6.33. QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES FIELD OFFICE REPORT

AP6.34. UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT REPORT

AP6.35. ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (DD FORM 1348-1A) WITH CODE 39 

(THREE OF NINE) BAR CODES AND PDF417 TWO-DIMENSIONAL (2D) BAR CODE

AP6.36 ISSUE RELEASE/RECEIPT DOCUMENT (IRRD) (DD FORM 1348-1A or DD Form 1348-2) 

CONTINUATION PAGE

AP6.37 RESERVED

AP6.38 RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-1 APPENDIX 6.1 

AP6.1. APPENDIX 6.1 

FORMS/MESSAGE FORMATS

(INTRODUCTION)

AP 1.1.1. Requisitions may be transmitted using the CJCSI 5721.01E, The Defense 

Message System1 and Associated Legacy Message Processing Systems, 

requirements. DLM 4000.25, Volume 1, describes methods used to transmit and 

receive requisition and requisition-related transactions. In addition, the specific forms 

and message formats2 prescribed for use under MILSTRIP are described below. 

AP6.1.2. MILSTRIP Message Requisition (AP6.8.) and Abbreviated MILSTRIP 

Message Supply Status (AP6.11)

AP6.1.2.1. The first line in the body of the message will contain the words 

“MILSTRIP REQUISITION.” Thereafter, each requisition will be numbered, 

commencing with number 1, and the first 66 positions of data (except for dividing 

slashes (/)) will be inserted. The basic requisition will consist of 18 separated fieldlengths of data.

AP6.1.2.2. Below is a sample message requisition segmented and explained. 

 AP6.1.2.2.1. First Line: A0E/(DIC); XYS/(RIC); S/(M&S); 

1224005123456/(stock or part number); EA/(unit of issue); 00015(quantity); 

ZY1234/(requisitioner); 1150/(ordinal date); 0112/(serial number); R/(demand); 

BLNK/(SUPADD); A/(signal).

3

 AP6.1.2.2.2. Second Line: 19/(fund); 089/(distribution); BLNK/(project); 

03/(PD); 154 (RDD); 2B/(advice).4

 AP6.1.2.3. Part number requisitions converted to message format are 

illustrated in AP6.13.

AP6.1.3. MILSTRIP Message Follow-Up (AP6.9.). 

AP6.1.3.1. Follow-up on requisitions may be transmitted electronically in the form 

of a formatted message or a narrative message when requesting status and improved 

estimated shipping date (ESD), under Volume 2, Chapter 4. 

1CJCS Directives Home Page – https://www.jcs.mil/library

2Narrative messages shall only be used on an exception basis. When used, each transmission shall be 

limited to a maximum of seven transactions or the contents of a single page, whichever is greater. 

3When an element of data is not available, the field shall be recognized and entered as “BLNK.”

4Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-2 APPENDIX 6.1 

AP6.1.3.2. The first line in the body of the message will contain the words 

“MILSTRIP FOLLOW-UPS.” When requesting normal status, DICs AF1, AF2, and AF3 

apply. When requesting an improved ESD, DIC AFC applies. Exception data, and 

additional wording will be omitted unless DIC AT_ is used. The DIC dictates action to 

be taken by the supply source, under Volume 2, Chapter C4, and added comments or 

requests are not applicable since the narrative message is no more than one of the 

media of communications for submitting follow-ups. 

AP6.1.3.3. Below is a sample narrative follow-up message segmented and 

explained:

 AP6.1.3.3.1. First Line: AT5/(DIC); S/(M&S); 8305001234567/(stock or part 

number); EA/(unit of issue); 00040/(quantity); XTZ456/(requisitioner); 1250/(ordinal 

date); 0111/(serial number); R/(demand); BLNK/(SUPADD).5

 AP6.1.3.3.2. Second Line: 12/(fund code); 089/(distribution code); 

BLNK/(project code); 02/(PD); 154/(RDD); 2B/(advice).6

AP6.1.4. Request for Supply Assistance. Requests for Supply Assistance are 

described under Volume 2, Chapter 4 and illustrated in AP6.10. Paragraphs AP6.3.2 

and AP6.3.3., above, also apply, except DIC AFC will always be used. This will ensure 

manual review and reply using Volume 2, Chapters 4 and 5. 

AP6.1.5. Message Cancellation

AP6.1.5.1. Cancellation of a requisition may be transmitted electronically in the 

form of a narrative message7 under Volume 2, Chapters 1 and 4. 

AP6.1.5.2. The first line is the body of the message will contain the words 

“MILSTRIP CANCELLATION.” Exception data, remarks, and additional verbiage will be 

omitted.

 AP6.1.5.2.1. First Line: AC1/(DIC); FMI/(R); 2/(M&S); 

8305001234567/(stock or part number); EA/(unit of issue); 00040/(quantity);

FB2300/(requisitioner); 6265/(ordinal date); 0111/(serial number); R/)demand code); 

BLNK/(SUPADD); A/(signal).

8 

 AP6.1.5.2.2. Second Line: 12/(fund); 089/(distribution); BLNK/(project); 

02/(PD); 354/(RDD); BLNK/(advice).9

5Ibid.

6Ibid.

7 Narrative messages shall only be used on an exception basis. When used, each transmission shall be 

limited to a maximum of seven transactions or the contents of a single page, whichever is greater. 

8 When an element of data is not available, the field shall be recognized and entered as “BLNK.”.

9 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-3 APPENDIX 6.1 

AP6.1.6. Abbreviated Message Documents (AP6.11 and AP6.12)

AP6.1.6.1. Abbreviated message formats are provided for MILSTRIP follow-ups 

(DIC AF_ series only), cancellations, supply status, and shipment status, respectively. 

Use of these documents will be at the option of the individual Service/Sgency (S/A). 

Use between S/As will be based upon agreement between the S/As.

AP6.1.6.2. Abbreviated message follow-up (DIC AF_ only) and cancellation 

documents will be initiated only by those activities with capability to prepare machinereadable documents for transmission by the Defense Message System (DMS).10

AP6.1.6.3. When abbreviated messages are used, each message will be limited to 

a maximum of seven items or the contents of a single page, whichever is greater.

AP6.1.6.4. The first line in the body of the message will contain the words 

ABBREVIATED MILSTRIP FOLLOW-UP, CANCELLATIONS, SUPPLY STATUS, OR 

SHIPMENT STATUS, as applicable. Thereafter, number each line item, commencing 

with number 1. Insert slashes (/) or other appropriate marks between each code and/or 

data element as depicted in AP6.11 and AP6.12. The authorized data elements11 and 

code entries for abbreviated messages are as follows:

 AP6.1.6.4.1. Follow-Ups and Cancellation Requests (No Supply Status 

Received)

 AP6.1.6.4.1.1. Document Identifier Code (DIC)

 AP6.1.6.4.1.2. Routing Identifier Code (RIC) (To) 

 AP6.1.6.4.1.3. Stock or Part Number

 AP6.1.6.4.1.4. Unit of Issue

 AP6.1.6.4.1.5. Quantity

 AP6.1.6.4.1.6. Requisition Document Number

 AP6.1.6.4.1.7. Distribution, when applicable; otherwise, leave blank.

 AP6.1.6.4.1.8. Priority Designator

 AP6.1.6.4.2. Follow-Ups and Cancellation Requests (Supply Status 

Received)

 AP6.1.6.4.2.1. Document Identifier Code

10 CJCS Directives Home Page – https://www.jcs.mil/library. 

11 When an element of data is not available, the field shall be recognized and entered as “BLNK.”.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-4 APPENDIX 6.1 

 AP6.1.6.4.2.2. Routing Identifier Code (To) 

 AP6.1.6.4.2.3. Stock or Part Number

 AP6.1.6.4.2.4. Unit of Issue

 AP6.1.6.4.2.5. Quantity

 AP6.1.6.4.2.6. Requisition Document Number

 AP6.1.6.4.2.7. Suffix, when applicable; otherwise, leave blank.

 AP6.1.6.4.2.8. Status

 AP6.1.6.4.2.9. Distribution, when applicable; otherwise, leave blank.

 AP6.1.6.4.2.10. Priority Designator

 AP6.1.6.4.3. Supply Status

 AP6.1.6.4.3.1. Document Identifier Code

 AP6.1.6.4.3.2. Stock or Part Number

 AP6.1.6.4.3.3. Unit of Issue

 AP6.1.6.4.3.4. Quantity

 AP6.1.6.4.3.5. Requisition Document Number

 AP6.1.6.4.3.6. Suffix, when applicable; otherwise, leave blank.

 AP6.1.6.4.3.7. Priority Designator

 AP6.1.6.4.3.8. Status

 AP6.1.6.4.3.9. Estimated Shipping Date

 AP6.1.6.4.4. Shipment Status

 AP6.1.6.4.4.1. Document Number Code

 AP6.1.6.4.4.2. Quantity

 AP6.1.6.4.4.3. Requisition Document Number

 AP6.1.6.4.4.4. Suffix, when applicable; otherwise, leave blank.

 AP6.1.6.4.4.5. Date Shipped or Estimated Shipping Date
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-5 APPENDIX 6.1 

 AP6.1.6.4.4.6. Priority Designator

 AP6.1.6.4.4.7. Transportation Control Number (TCN).

 AP6.1.6.4.4.8. Mode-of-Shipment

 AP6.1.6.4.4.9. If available, any of the following may also be provided: 

GBL Number, Registered Parcel Post Number, or other shipment number.

AP6.1.6.5. Materiel Obligation Validation Form Letters and Messages. Form letter 

requests, followup requests, message requests, and replies are provided in AP6.15 

through AP6.20 and AP6.32 for use in connection with Materiel Obligation Validation 

(MOV) procedures under Chapter C8. 

AP6.1.6.6. DD Form 1348-1A, Issue Release/Receipt Document (AP6.25, AP6.27, 

AP6.29, AP6.31, and AP6.35). 

 AP6.1.6.6.1. Non-Preprinted Issue Release/Receipt Document. A single line 

item, single part form produced on plain stock paper (see example, AP6.25). The size 

may vary within a range of 7-3/4 to 9 inches long (side to side) and 4 to 5 inches high 

(top to bottom) (see Chapter 29). Data to be entered in the data blocks are shown in 

Appendices 8.48 and 8.49. Blocks 24, 25, and 26 must contain bar coded data except 

for DLA Disposition Services Field Office documents. DLA Disposition Services Field 

Office documents will not contain bar coding in Block 26. Block 27 must contain a twodimensional (2D) bar code (Portable Data File (PDF) 417) encompassing the linear bar 

code data elements plus additional elements to improve automated information 

technology (AIT) efficiencies and to facilitate item unique identification (IUID) when 

applicable.

 AP6.1.6.6.2. The Issue Release/Receipt Document data elements, 

configuration and locations are as follows:

DATA ELEMENT NAME LENGTH RECORD POSITION(S)

Document Identification Code 3 1-3 

Routing Identifier Code

(From)

3 4-6 

Media and Status 1 7 

Unit of Issue 2 23-24

Quantity 5 25-29

Service 1 45

Supplementary Address 5 46-50

Signal 1 51

Fund 2 52-53
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-6 APPENDIX 6.1 

DATA ELEMENT NAME LENGTH RECORD POSITION(S)

Distribution 3 54-56

Project 3 57-59

Priority 2 60-61

Required Delivery Date 3 62-64

Advice 2 65-66

Routing Identifier 3 67-69

Ownership/Purpose 1 70

Condition 1 71

Management 1 72

Multi Use 1 73

Unit Price12 7 74-80

BLOCK ELEMENT NAME

BLOCK SIZE/

NO. OF CHARACTERS

BLOCK 

NUMBER

Total Price 1213 1 

Ship-From 10 2 

Ship-To 9 3 

Mark-For 2414 4 

Doc Date 5 5 

NMFC 9 6 

Freight Rate 8 7 

Type Cargo 10 8 

Physical Security 4 9 

Quantity 7 10

12 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size shall 

reflect the unit price as 9 digits for dollars and 2 digits for cents. Refer to ADC 221. 

13 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size shall 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221. 

14 Maximum length is 24 positions: Mark-for clear text (with no DoDAAC or RIC) displays on DoD 

shipment documents as two lines of 12 characters each. If text is combined with a DoDAAC, up to 17 

clear text characters are allowed. If text is combined with a RIC, up to 20 clear text characters is allowed. 

Insert a slash (/)during printing of shipment documentation to separate the DoDAAC or RIC from clear 

text; do not perpetuate the slash (/) in the DLMS transaction. Refer to ADC 1009A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-7 APPENDIX 6.1 

BLOCK ELEMENT NAME

BLOCK SIZE/

NO. OF CHARACTERS

BLOCK 

NUMBER

Unit Pack 3 11

Unit Weight 10 12

Unit Cube 7 13

UFC 6 14

Shelf Life 3 15

Freight Classification 

Nomenclature

36 16

Item Nomenclature 36 17

Type Container 5 18

No. of Containers 8 19

Total Weight 13 20

Total Cube 10 21

Received By 26 22

Date Received 10 23

Document Number and Suffix 

(30-44)

44 24

National Stock Number and 

Additional (8-22)

44 25

For other than Security 

Assistance:

RIC (4-6) UI (23-24) QTY (25-

29) COND Code (71) Dist (55-

56) UP (74-80)15

If Security Assistance:

RIC (4-6), UI (23-24), QTY (25-

29), COND (71), UP (74-80)16, 

SUPPADD (45, 48-50)

Variable 26

15 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. Refer to ADC 221.

16 Ibid
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-8 APPENDIX 6.1 

BLOCK ELEMENT NAME

BLOCK SIZE/

NO. OF CHARACTERS

BLOCK 

NUMBER

Additional Data

For shipments of GFP, include 

the GFP contract number (and 

call order number when 

provided). This includes 

shipments from DOD to 

contractors and contractor 

shipment of GFP to DOD 

activities. The contract number 

will be prefaced by “GFP” to 

clarify the usage. 

Variable 27

Perpetuate the customer’s 

internal purchase order (PO) 

number when provided on the 

release order17. 

PO number value: 10-13 characters

For FMS repair/return and 

repair/replace items, include 

the estimated or actual unit 

cost of the repair service per 

Appendix 8.48.18

Repair value: up to 9 digits dollars followed by period 

and 2 digits cents

For IUID to support UIT/

serialized item management, 

include the following:

19

Unique Item Identifier and/or

Serial Number

The following additional data 

elements may be included in 

support of IUID:

Manufacturer’s CAGE, Current 

Part Number, Batch/Lot

Clear text labeling of IUID 

information must be provided 

using the following acronyms: 

CAGE, P/N, BT/LT, S/N, and 

UII.

Field size and characteristics of item unique 

identification data content and specific policy guidance 

is available at: 

http://www.acq.osd.mil/dpap/pdi/uid/index.html

17 Refer to ADC 473A

18 Refer to ADC 1031

19 Capability to support IUID data content within the PDF 417 2D bar code has been approved for 

staggered and phased implementation under ADC 44B and ADC 399/ADC 399A. Components have not 

reported implementation at this time.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-9 APPENDIX 6.1 

 AP6.1.6.6.3. The Issue Release/Receipt Document is used as:

 AP6.1.6.3.1. An issue document from distribution point to consignee 

resulting from a requisition.

 AP6.1.6.3.2. A release document for retrograde materiel or inter base 

(post, camp, station, etc.) movements.

 AP6.1.6.3.3. A materiel return document from base to depot.

 AP6.1.6.3.4. A receipt document by the consignee

 AP6.1.6.3.5. Disposal turn-in document.

 AP6.1.6.3.6. Local requisition on DLA Disposition Services Field Office. 

 AP6.1.6.6.4. The Issue Release/Receipt Document is designed to 

accommodate the various elements of data used by any of the Services as source 

information for preparing other documentation. The document enables supply sources 

to use a single method of documentation for all requisitions and provide a standard 

receiving document that will accommodate both manual and automated requisitioners 

and consignees.

AP6.1.7. DD Form 1348-2, Issue Release/Receipt Document with Address Label 

(AP6.31)

AP6.1.7.1. The Service/Agencies have the option to stock or print the DD Form 

1348-2. The DD Form 1348-2 configuration is a DD Form 1348-1A with a perforated 

address label attached to the outer right edge. The length of the DD Form 1348-2 is 13 

inches. The DD Form 1348-2 may be configured for printing as continuous forms. For 

continuous forms configuration, pin-fed strips of one-half inch on each side may be 

added. The length of the DD Form 1348-2 with pin-fed strip will not exceed 14 inches. 

The address label dimensions of the DD Form 1348-2 are 4-1/4 inches long and 5-1/2 

inches high. Use of the address label with preprinted postage data is only authorized 

for shipments by the U.S. Postal Service. The address label will contain the following 

elements.

 AP6.1.7.1.1. Postage Data

 AP6.1.7.1.2. TCN Data

 AP6.1.7.1.3. Weight Data

 AP6.1.7.1.4. Type Service Data
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.1-10 APPENDIX 6.1

AP6.1.7.1.5. From Data

AP6.1.7.1.6. Ship-to Data

AP 1.1.7.2. Data will be entered on the address label as follows:

AP6.1.7.2.1. Postage Data. A shipment through the U.S.P.S. must contain 

the following phrase, “OFFICIAL BUSINESS.” This phrase will be printed on the bottom 

line of the postage block.

AP6.1.7.2.2. Transportation Control Number. Enter the TCN applicable to 

the shipment.

AP6.1.7.2.3. Weight. Enter the weight of the item being shipped.

AP6.1.7.2.4. Type Service. Enter the appropriate type of delivery service; for 

example, first-class-priority, express mail, and Military Official Mail (MOM).

AP6.1.7.2.5. Ship-to. Enter the applicable in-the-clear address of the activity 

that is to receive the shipment. If mark-for data is required, enter the mark-for data 

above the city/state/zip code data. If the Port of Embarkation (POE) is required, enter 

the POE in this block.

AP6.1.8. IRRD (DD Form 1348-1A or DD Form 1348-2) Continuation Page. This is a 

mandatory document for serialized Item shipments containing machine readable bar 

codes for the encoded content information to include the serial numbers, unique item 

identifiers (UIIs), and batch/lot numbers as required for tracking under a UIT program or 

in support of DoD policy for the application of IUID in supply processes. The 

continuation page is intended to expedite supply and distribution processes by providing 

a means to automate the capture of data using automatic identification technology (AIT) 

devices. The continuation page is free form. The data elements and preferred format 

are shown in AP6.36.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.2-1 APPENDIX 6.2

AP6.2. APPENDIX 6.2

DD FORM 1348, DOD SINGLE LINE ITEM REQUISITION 

SYSTEM DOCUMENT (MANUAL)

SAMPLE
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP6.3-1 APPENDIX 6.3

AP6.3. APPENDIX 6.3

Reserved
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.4-1 APPENDIX 6.4

AP6.4. APPENDIX 6.4

DD FORM 1348-5,

NOTICE OF AVAILABILITY/SHIPMENT

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.5-1 APPENDIX 6.5

AP6.5. APPENDIX 6.5

STANDARD FORM 344, MULTIUSE STANDARD 

REQUISITIONING/ISSUE SYSTEM DOCUMENT

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.6-1 APPENDIX 6.6

AP6.6. APPENDIX 6.6

DD FORM 1348-6 

DOD SINGLE LINE ITEM REQUISITION SYSTEM 

DOCUMENT (MANUAL-LONG FORM)

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.6-2 APPENDIX 6.6

INSTRUCTIONS FOR IDENTIFICATION OF DATA BLOCKS

FIELD LEGEND BLOCK 

NUMBER

ENTRY AND INSTRUCTIONS

Manufacturer’s Code 

and Part Number

1 Enter the item contractor and Government 

entity (CAGE) code when available, first, 

followed by the complete part number when 

the part number exceeds 10 digits.

Manufacturer’s Name 2 Enter the manufacturer’s name and address 

(including Zip Code, if known) when the 

CAGE is not available.

Manufacturer’s Catalog 

Identification

3 Enter the manufacturer’s catalog 

identification number when available.

Date 4 Enter the date of the publication in calendar 

date format (YYMMDD).

Technical Order Number 5 Enter the applicable order number in which 

the requested item may be defined.

Technical Manual 

Number

6 Enter the applicable technical manual 

number in which the requested item may be 

defined.

Name of Item Requested 7 Enter the appropriate name of item 

requested.

Description of Item 

Requested

8 Enter the description of item requested and, 

if necessary, attach exhibits or pictures.

Color 8a Enter the color of item requested, if 

applicable.

Size 8b Enter the size of item requested, if 

applicable.

End Item Applicable 9 Enter the name of the applicable end item for 

which the requested item applies. Entry 

should cite NSN and/or nomenclature. If 

application is unknown, enter unknown.

Supply Source 9a Enter the supply source of the applicable end 

item, if known.

Make 9b Enter the manufacturer’s make of the 

applicable end item, if known.

Model Number 9c Enter the manufacturer’s model number of 

the applicable end item, if known.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.6-3 APPENDIX 6.6

FIELD LEGEND BLOCK 

NUMBER

ENTRY AND INSTRUCTIONS

Series 9d Enter the manufacturer’s series number of 

the applicable end item, if known.

Serial Number 9e Enter the serial number of the end item, if 

known. If UII is available, enter in Block 11 

(prefixed with “UII”).

Requisitioner 10 Enter the requisitioner’s clear-text name, 

commercial or DSN number, and address 

including ZIP code.

Remarks 11 Enter any additional information which will 

assist the supply source to obtain the correct 

item.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.7-1 APPENDIX 6.7

AP6.7. APPENDIX 6.7

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.8-1 APPENDIX 6.8

AP6.8. APPENDIX 6.8

MILSTRIP MESSAGE REQUISITION

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP REQUISITIONS:

1. 

A0A/FMI/2/8305001234567/EA00040/FB2300/1150/0111/R/BLNK/A/12/089/BLNK/02/ 

154/2B

2. 

A0A/FMI/B/8305002345678/EA/00001/FB2300/1150/0112/N/BLNK/A/19/089/BLNK/03/ 

154/BLNK

3. 

A0E/FMI/B/1234005123456/EA/00015/FB2300/1150/0113/R/BLNK/A/19/089/BLNK/03/ 

154/BLNK

 {NOTE: SEE CHAPTER 2, PARAGRAPH A FOR TYPE OF EXCEPTION TO BE 

ENTERED}

4. 

A0A/FMI/B/8310002345678/EA/00011/FB2300/1150/0114/R/BLNK/A/14/089/BLNK/02/ 

155/BLNK

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.9-1 APPENDIX 6.9

AP6.9. APPENDIX 6.9

MILSTRIP MESSAGE FOLLOW-UP

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP FOLLOW-UPS:

1. AF1/FMI/2/8305001234567/EA/00040/FB2300/1250/0111/R/BLNK/A/12/089/BLNK/

02/154/2B

2. ATE/FMI/B/8310002345678/EA/00010/FB2300/1250/0114/R/BLNK/A/14/089/BLNK/

02/155/BLNK

3. AFC/FMI/0/8310002345679/EA/00010/FB2300/1250/0115/R/BLNK/A/15/089/BLNK/

02/156/BLNK

NOTE: EXCEPTION DATA WILL BE OMITTED FROM AF_ SERIES FOLLOW-UPS

AT5 OR ATE FOLLOWUPS WILL REPEAT THE EXCEPTION DATA FROM THE 

ORIGINAL A05 OR A0E REQUISITION.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.10-1 APPENDIX 6.10

AP6.10. APPENDIX 6.10

MILSTRIP MESSAGE SUPPLY ASSISTANCE 

REQUEST

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

INFO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP SUPPLY ASSISTANCE REQUEST

1. THIS COMMAND IS EXPERIENCING SERIOUS PROBLEMS DUE TO LACK OF 

ITEM(S) SHOWN BELOW. REQUEST AGGRESSIVE ACTION TO ACCELERATE 

DELIVERY AND IMPROVE ESD.

DOC NO. W/SUFFIX NSN

FB2300/1152/0111/0 8305-01-123-4567

2. SUBSTITUTES. LIST ALL KNOWN AND ACCEPTABLE SUBSTITUTE NSNs OR 

PART NUMBERS. IF NONE, SO STATE.

3. NEXT HIGHER ASSEMLY. IF NONE, SO STATE

4. LATERAL SUPPORT. LIST ANY ACTIVITIES CONTACTED IN AN ATTEMPT TO 

OBTAIN ITEM THROUGH LATERAL SUPPORT AND/OR KNOWN ACTIVITIES 

USING SAME END ITEM OF WEAPONS SYSTEM. IF NONE, SO STATE.

5. KNOWN SOURCE. LIST ANY KNOWN SOURCES FOR THE ITEM TO INCLUDE 

NAME, MAILING ADDRESS, AND TELEPHONE NUMBER (IF KNOWN). IF NONE, 

SO STATE.

6. MISSION IMPACT STATEMENT. INCLUDE END ITEM DESCRIPTION, WEAPON 

SYSTEM APPLICATION. INDICATE MISSION DEGRADATION CREATED BY LACK 

OF ITEM(S) OR STATEMENT “A CLASSIFIED NMCS CONDITION EXISTS DUE TO 

LACK OF REQUIRED ASSTETS.”

7. REMARKS. INCLUDE ADDITIONAL PERTINENT DATA NOT COVERED ABOVE.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.11-1 APPENDIX 6.11

AP6.11. APPENDIX 6.11

ABBREVIATED MILSTRIP MESSAGE SUPPLY 

STATUS

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: ABBREVIATED MILSTRIP SUPPLY STATUS

1. AE1/8305001234567/EA/00040/FB2300/1215/0001/BLNK/02/BB/3015

2. AE1/8310002345678/EA/00012/FB2300/1259/0014/B/02/BV/2283

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.12-1 APPENDIX 6.12

AP6.12. APPENDIX 6.12

ABBREVIATED MILSTRIP MESSAGE SHIPMENT 

STATUS

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: ABBREVIATED MILSTRIP SHIPMENT STATUS

1. AS1/00040/FB5249/1165/0001/BLNK/036/02/FB524911650001XXX/B

2. AS1/00012/FB5294/1165/0003/A/C44/02/FB529411650003XXX/B

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.13-1 APPENDIX 6.13

AP6.13. APPENDIX 6.13

MILSTRIP PART NUMBER/NON-NSN MESSAGE 

REQUISITION

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

SUBJECT: MILSTRIP REQUISITIONS

1. A0E/FHZ/2/350451234567899/EA/00040/FB2300/0150/0111/R/BLNK/A/12/089/BLNK/02/

154/29

• INDENTIFICATION DATA {INCLUDE ONLY APPLICABLE INFORMATION, 

PRESERVING THE ALPHA DESIGNATOR.}

A. CAGE CODE AND PART NUMBER <USE TOTAL CAGE CODE AND PART NUMBER 

WHEN TOO LARGE FOR RP 8-22\ WHEN PLACED HERE LEAVE RP 8-22 BLANK>.

B. MFG. NAME

C. MFG. CAT. AND DATE

D. TECH. ORD. NO.

E. TECH.MAN.NO.

F. END ITEM APPL.

G. NAME/DESCRIPTION

H. MAKE

I. MODEL NO.

J. SERIES

K. SERIAL NO.

L. COLOR

M. SIZE

REMARKS: WHEN ADDITIONAL DATA NOT COVERED ABOVE, IS FURNISHED.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.14-1 APPENDIX 6.14

AP6.14. APPENDIX 6.14

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.15-1 APPENDIX 6.15

AP6.15 APPENDIX 6.15

MESSAGE REQUEST FOR SPECIAL

MATERIEL OBLIGATION VALIDATION

FROM: {INSERT ADDRESS OF INITIATOR}

TO: {INSERT ADDRESSEE}

SUBJECT: MILSTRIP SPECIAL MATERIEL OBLIGATION VALIDATION REQUEST

1. REQUEST SPECIAL RECONCILIATION AND VALIDATION OF NEED FOR ITEM 

HELD AS MATERIEL OBLIGATION AT THIS ACTIVITY.

A. DOCUMENT NUMBER {ENTER REQUISITION NUMBER}.

B. STOCK OR PART NO. {ENTER NUMBER BEING REVIEWED}.

C. QUANTITY {ENTER QUANTITY ON BACKORDER}.

D. PD {ENTER PRIORITY DESIGNATOR OF REQUISITION}.

E. SHIP TO {IF OTHER THAN ADDRESSEE, ENTER DODAAC}.

2. REQUEST REPLY BY {ENTER A DATE 15 DAYS BEYOND THE DATE OF THIS 

REQUEST} INDICATING QUANTITY TO BE RETAINED AS A MATERIEL 

OBLIGATION. IF REPLY IS NOT RECEIVED BY THIS DATE, THE OBLIGATION 

QUANTITY WILL BE CANCELED.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.16-1 APPENDIX 6.16

AP6.16. APPENDIX 6.16

MESSAGE REPLY TO SPECIAL

MATERIEL OBLIGATION VALIDATION REQUEST

FROM: {INSERT ADDRESS OF INITIATOR}

TO: {INSERT ADDRESSEE}

SUBJECT: REPLY TO MILSTRIP SPECIAL MATERIEL OBLIGATION VALIDATION 

REQUEST

1. THIS IS IN REPLY TO YOUR MESSAGE ON {INSERT DATE OF REQUEST} 

REQUESTING SPECIAL VALIDATION OF NEED FOR ITEM HELD AS A MATERIEL 

OBLIGATION.

A. DOCUMENT NUMBER {ENTER REQUISITION NUMBER}.

B. STOCK OR PART NO. {ENTER APPLICABLE NUMBER}.

C. QUANTITY {ENTER QUANTITY STILL REQUIRED OR “NONE”}.

2. A QUANTITY OF: _____________ HAS BEEN RECEIVED PRIOR TO 

PREPARATION OF THIS VALIDATION RESPONSE.

SAMPLE

NOTE: Paragraph 2 above shall be omitted if none of the items have been received. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.17-1 APPENDIX 6.17

AP6.17. APPENDIX 6.17

REQUEST FOR VALIDATION OF MATERIEL 

OBLIGATIONS (FMS AND GRANT AID 

TRANSACTIONS)

(FROM SOURCE OF SUPPLY TO ILCO)

FROM: (Insert the official clear-text name and address of the initiating activity 

and its assigned activity address code (AAC).)

TO: (Insert the official clear-text name and address, including the AAC of the 

ILCO to receive the Validation Request Documents.)

SUBJECT: Request for Validation of Materiel Obligations

AP6.17.1. Enclosed are (enter quantity) MOV Request documents (enter a listing of the 

documents or strike out if not applicable). Each of the enclosed validation requests, 

pertaining to FMS and Grant Aid transactions, reflects quantities of the items indicated 

held as materiel obligations at this installation as of (enter cutoff date) and for which the 

requisitions are aged 180 days or more past the requisitions document number date. 

The validation requests are submitted to your activity using the code contained in record 

position 54 of the original requisition document.

AP6.17.2. It is required that the item indicated by each validation request be reconciled 

with your records. It is also required that each enclosed MOV request be reviewed by 

the appropriate country Security Assistance office (SAO) to determine the continuing 

need for the item and quantity shown. An AP_ response document is required for each 

item contained with the validation request, enclosed/listed, to indicate the desirability for 

continuation or cancellation of the requirement.

AP6.17.3. Acknowledge the receipt of the enclosed validation request by inserting the 

date and signature below and return the correspondence to this installation.

Enclosures

 MOV Request documents

 Listing of Request documents (if applicable)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.17-2 APPENDIX 6.17

_____________________________________________________________________

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above validation request documents were received 

_____________________________

(Date)

________________________

(Signature)

DO NOT DETACH 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.18-1 APPENDIX 6.18

AP6.18. APPENDIX 6.18

FOLLOW-UP REQUEST FOR VALIDATION OF 

MATERIEL OBLIGATIONS

(FMS AND GRANT AID TRANSACTIONS)

(FROM SOURCE OF SUPPLY TO ILCO)

FROM: (Insert the official clear-text name and address of the initiating activity 

and its assigned Activity Address Code (AAC).)

TO: (Insert the official clear-text name and address, including the AAC of the 

International Logistics Control Office (ILCO) to receive the MOV 

Request documents.)

SUBJECT: Request for Validation of Materiel Obligations

AP6.18.1. The referenced letter forwarded (enter quantity) MOV Request documents, 

pertaining to FMS and Grant Aid transactions, and requested that receipt be 

acknowledged. This activity has no record of receipt of the requested acknowledgment 

nor any response to the validation requests. Enclosed are duplicates/triplicates (strike 

out one) of the (enter quantity) MOV Request documents and a listing of these 

documents (strike out if not applicable).

AP6.18.2. It is required that the item indicated by each validation request be reconciled 

with your records. It is also required that each enclosed validation request be reviewed 

by the appropriate country Security Assistance office (SAO) to determine the continuing 

need for the item and quantity shown. A response is required for each validation 

request to indicate the desirability for continuation or cancellation of the requirement.

AP6.18.3. Acknowledge receipt of the enclosed MOV Request documents by inserting

the date and signature below and returning the correspondence to this installation.

Enclosures

 MOV Request documents

 Listing of Request documents (as applicable)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.18-2 APPENDIX 6.18

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above MOV Request documents were received 

_________________________________

(Date)

________________________

(Signature)

DO NOT DETACH 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.19-1 APPENDIX 6.19

AP6.19. APPENDIX 6.19

REQUEST FOR VALIDATION OF MATERIEL 

OBLIGATIONS

(FMS AND GRANT AID TRANSACTIONS)

(FROM ILCO to SAOs)

(Insert date) 

FROM: (Insert the official clear-text name and address of the initiating 

International Logistics Control Office (ILCO) and its assigned activity 

address code (AAC).)

TO: (Insert the official clear-text name and address, of the security 

assistance office (SAO) to receive the validation request documents.)

SUBJECT: Request for Validation of Materiel Obligations.

AP6.19.1. Enclosed are listings (in duplicate) of MOV Request documents and a 

complete set of the documents (strike out if not applicable). Each of the enclosed 

validation requests, reflect quantities of the indicated item recorded as materiel 

obligations as of (enter cutoff date) and for which the requisition are aged 180 days or 

more past the requisitions document number date. The requests are submitted to your 

activity for validation of the continuing need for the item in the original requisition 

document.

AP6.19.2. It is required that the item indicated by each validation request be reconciled 

with your records. It is also required that each validation request be reviewed to 

determine the continuing need for the item and quantity shown.

AP6.19.3. Request that a copy of the enclosed listing/data Block 8 and Block 21 of the 

remarks block, respectively (strike out one) of documents be annotated to indicate: (1) 

the quantity of each item still required and (2) the quantity of each item received prior to 

receipt of the validation requests. A copy of the annotated listing/the annotated 

documents should transmitted by priority mail to this activity to arrive no later than (enter 

date), which is 35 calendar days prior to the supply source response due date.

AP6.19.4. Acknowledge receipt of the enclosed MOV Request documents by inserting 

the date and signature below and return of the correspondence to this installation.

Enclosures

 Listings of Validation Requests (in duplicate)

MOV Request documents (as applicable)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.19-2 APPENDIX 6.19

_____________________________________________________________________

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above MOV Request documents were received

_________________________________

(Date)

________________________

(Signature)

 DO NOT DETACH 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.20-1 APPENDIX 6.20

AP6.20. APPENDIX 6.20

FOLLOW-UP REQUEST FOR VALIDATION OF 

MATERIEL OBLIGATIONS

(FMS AND GRANT AID TRANSACTIONS)

(FROM ILCO to SAOs)

(Insert date)

FROM: (Insert the official clear-text name and address of the initiating ILCO 

and its assigned AAC.)

TO: (Insert the official clear-text name and address of the security 

assistance organization (SAO) to receive the validation request 

documents.)

SUBJECT: Follow-up on Request for Validation of Materiel Obligations.

REFERENCES: (Insert reference to original letter.)

AP6.20.1. The referenced letter forwarded a listing (in duplicate) of MOV Request 

documents and a complete set of the documents (strike out one if not applicable) and 

requested that receipt be acknowledged. This activity has no record of receiving the 

requested acknowledgment, nor any response to the validation requests. Enclosed are 

duplicates/triplicates (strike out one) of listings for MOV Request documents and a 

complete set of the documents (strike out if not applicable). The requests are submitted 

to your activity for validation of the continuing need for the item in the original requisition 

document.

AP6.20.2. It is required that the item indicated by each validation request be reconciled 

with your records. It is also required that each validation request be reviewed to 

determine the continuing need for the item and quantity shown.

AP6.20.3. Annotate a copy of the enclosed listing/Data Block 8 and Block U of the 

remarks block, respectively, for each document to indicate:

(1) The quantity of each item still required, and 

(2) The quantity of each item received prior to receipt of the validation requests. 

A copy of the annotated listing/the annotated documents (strike out one) should be 

transmitted by priority mail to this activity to arrive no later than enter date, which is 35 

calendar days prior to the supply source response due date.

AP6.20.4. Acknowledge receipt of the enclosed MOV Request documents by insertion 

of the date and signature below and return of the correspondence to the installation.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.20-2 APPENDIX 6.20

Enclosures

1. MOV Request documents

2. Listing of Request documents (as applicable)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6AP6.20-3 APPENDIX 6.20

_____________________________________________________________________

(ACKNOWLEDGMENT OF RECEIPT)

_____________________________________________________________________

Above MOV Request documents were received

______________________________________

(Date)

________________________

(Signature)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.21-1 APPENDIX 6.21

AP6.21. APPENDIX 6.21

REPORT OF VALIDATION OF MATERIEL

OBLIGATIONS

1. Total overage Materiel obligations referred for validation 

(includes those forwarded by USAF bases to ALCs):

a. U.S. Forces Number Value1

b. FMS and Grant Aid Number Value2

2. Total cancellations requested by the requisitioner. Number Value3

3. Total canceled by the logistics system as a direct result of the 

above requests:4

a. U.S. Forces Number Value5

b. FMS and Grant Aid Number Value6

4. Percentage of accomplishment

(Line 3 divided by Line 2). Percent Percent

5. Materiel Obligation Validation requests to which the requisitioner 

did not respond (requisitioner failed to acknowledge receipt of 

requests; did not confirm that materiel obligation should be retained; 

and did not request suspension of automatic cancellations). Number Value7

1 All dollar values will be expressed in thousands.

2 Ibid.

3 Ibid.

4 A materiel obligation shall not be counted as actually canceled until it is certified that the materiel will not be 

delivered to the requisitioner; for example, the affected elements of the logistics system have confirmed that 

shipment/procurement action has been stopped.

5 All dollar values will be expressed in thousands.

6 Ibid.

7 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.21-2 APPENDIX 6.21

6. Total canceled by the logistics systems due to nonresponse:8

a. U.S. Forces Number Value9

b. FMS and Grant Aid Number Value10

7. Percentage of accomplishment (Line 6 divided by Line 5) Percent Percent

8. Reinstatement requests received:11,12

Army Number Value13

Navy Number Value14

Air Force Number Value15

Marine Corps Number Value16

Other DoD Number Value17

9. Reinstatements accomplished:18,19

Army Number Value20

Navy Number Value21

Air Force Number Value22

Marine Corps Number Value23

Other DOD Number Value24

8 Ibid

9 Ibid.

10 Ibid.

11 Reinstatement requests received are measured from the ending of the prior MOV cycle to the ending date of the 

current MOV cycle. This report reflects cycle reinstatements.

12 Established procedures to reinstate canceled requisitions last reported as not implemented by USN. Refer to 

AMCL 150C.

13 All dollar values will be expressed in thousands.

14 Ibid.

15 Ibid.

16 Ibid.

17 Ibid.

18 Reinstatement requests received are measured from the ending of the prior MOV cycle to the ending date of the 

current MOV cycle. This report reflects cycle reinstatements.

19 Established procedures to reinstate canceled requisitions last reported as not implemented by USN. Refer to 

AMCL 150C.

20 All dollar values will be expressed in thousands.

21 Ibid

22 Ibid

23 Ibid

24 Ibid
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.22-1 APPENDIX 6.22

AP6.22. APPENDIX 6.22

ABBREVIATED MESSAGE ASSET REPORT, ETC.

(MATERIEL RETURNS PROGRAM)

FROM: {INSERT ADDRESS OF INITIATOR}

TO: {INSERT ADDRESSEE}

SUBJECT: MILSTRIP ASSET REPORT

FTE/SMS/2/5910001882725/EA/53188/FB2300/1221/001/Blank/FM2300/J/6C/Blank/

3AA/ Blank/Blank/DPK/Blank/A/Blank

NOTE: The above example applies equally to other MRP formats by indicating 

applicable document identifier code (DIC) and data content displayed in this Appendix.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.23-1 APPENDIX 6.23

AP6.23. APPENDIX 6.23

MASS OR UNIVERSAL CANCELLATION MESSAGE

FROM: {APPROPRIATE INDICATOR OF SENDER}

TO: {INSERT ADDRESSEE(S)}

INFO: {INSERT ADDRESSEE(S)}

SUBJECT: MASS OR UNIVERSAL CANCELLATION REQUEST

1. REQUESTED BY: {ENTER OFFICE SYMBOL OF REQUESTOR (FROM)}.

2. CONSIGNEE: {ENTER “N/A” OR APPLICABLE DODAAC(S) TO BE CANCELLED}.

3. EFFECTIVE DATE: {ENTER ORDINAL DAY OF YEAR THAT CANCELLATION 

ACTION IS TO BE IMPLEMENTED}.

4. PRIORITY DESIGNATOR: {ENTER “N/A” OR APPLICABLE PD(S) TO BE 

CANCELLED}.

5. FSC, FSG, NSN, P/N: {ENTER “N/A” OR FSC, FSG, NSN, P/N TO BE 

CANCELLED}.

6. PROJECT CODES(S): {ENTER “N/A” OR PROJECT CODE(S) TO BE 

CANCELLED}.

7. SPECIAL INSTRUCTIONS: {ENTER “N/A” OR APPLICABLE ENTRY FROM 

CHAPTER 8, 1.5. FOR MASS CANCELLATIONS, ENTER “NONE” FOR UNIVERSAL 

CANCELLATIONS}.

NOTE: All paragraph headings are mandatory entries. The Department of Defense 

activity address code (DoDAAC) is a mandatory entry in Paragraph 2 above, when data 

is entered in Paragraph 4 or 5.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.24-1 APPENDIX 6.24

AP6.24. APPENDIX 6.24

DEFENSE LOGISTICS MANAGEMENT 

STANDARDS/LEGACY MILSTRIP REVISION 

IMPLEMENTATION REPORT

STATUS REPORT

APPROVED MILSTRIP CHANGES/APPROVED DLMS CHANGES

APPROVED MILSTRIP CHANGE/APPROVED

DLMS CHANGE NO: AS OF: _________________

STATUS: (Provide narrative as to current status and whether effort is on target. 

Address any problems that may prevent meeting the implementation date and planned 

action to recover. Final report should include S/A implementing publication 

number/system identification/subsystem identification, as applicable.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.25-1 APPENDIX 6.25

AP6.25. APPENDIX 6.25

ISSUE RELEASE/RECEIPT DOCUMENT

LASER PRINTED FORM WITH LOGMARS BAR 

CODING1

1 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221.

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.26-1 APPENDIX 6.26

AP6.26. APPENDIX 6.26

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.27-1 APPENDIX 6.27

AP6.27. APPENDIX 6.27

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD)

PREPRINTED FORM WITHOUT LOGMARS BAR CODING 

DATA1

1 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will reflect the unit 

price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for display on the printed form, 

the generating application may leave blank. Refer to ADC 221, DLMS enhancement for communication of unit price and 

total price.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP61.28-1 APPENDIX 6.28

AP6.28. APPENDIX 6.28

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.29-1 APPENDIX 6.29

AP6.29. APPENDIX 6.29

ISSUE RELEASE/RECEIPT DOCUMENT

LASER PRINTED FORM WITH LOGMARS BAR 

CODING FOREIGN MILITARY SALES1

1 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.30-1 APPENDIX 6.30

AP6.30. APPENDIX 6.30

RESERVED
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.31-1 APPENDIX 6.31

AP6.31. APPENDIX 6.31

ISSUE RELEASE/RECEIPT DOCUMENT

WITH ADDRESS LABEL 

SAMPLE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.32-1 APPENDIX 6.32

AP6.32. APPENDIX 6.32

MESSAGE REQUEST FOR DEFENSE AUTOMATIC 

ADDRESSING SYSTEM MATERIEL OBLIGATION

VALIDATION RESPONSE1

FROM: (ENTER APPROPRIATE AUTHORIZING MAJOR COMMAND (MACOM)

OR THEATER/FLEET COMMANDER)

TO: DLA TRANSACTION SERVICES WRIGHT-PATTERSON AFB OH//

SUBJECT: REQUEST FOR DAAS TO PROVIDE MOV RESPONSE

THIS COMMAND REQUESTS THAT DAAS PROVIDE RESPONSES TO MOV 

REQUESTS FOR (ENTER NAME OF ACTIVITY TO INCLUDE DODAAC) FOR MOV 

CYCLE (ENTER APPROPRIATE CYCLE NUMBER FROM CHAPTER 7, TABLE

C7.T1.) THIS REQUEST HAS BEEN APPROVED BY THE (ENTER MACOM OR 

FLEET/THEATER COMMANDER, AS APPROPRIATE).

THE ACTION OFFICER FOR THIS MESSAGE IS (ENTER THE NAME AND DSN 

TELEPHONE NUMBER OF RESPONSIBLE INDIVIDUAL HAVING KNOWLEDGE OF 

THIS REQUEST).

1 Use of revised MOV temporary suspension procedures for selected activities last reported as not 

implemented by USMC. Refer to AMCL 37.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.33-1 APPENDIX 6.33

AP6.33. APPENDIX 6.33

QUARTERLY INTRANSIT TO DLA DISPOSITION 

SERVICES FIELD OFFICE REPORT1

AP6.33.1. A Quarterly Intransit To DLA Disposition Services Field Office Report is 

produced by DLA Disposition Services upon request. In addition, an annual report is 

produced at the end of each fiscal year that includes the previous four totals upon 

request. The report is in four parts:

AP6.33.1.1. Total DoD Summary.

AP6.33.1.2. Service Summary.

AP6.33.1.3. DoDAAC breakout (including further subdivision by DLA Disposition 

Services Field Office Routing Identifier Code (RIC).

AP6.33.1.4. A supplemental invalid DoDAAC report.

AP6.33.2. The report shall be distributed upon request. All copies of the reports are 

provided to the designated DoD Component MILSTRIP Focal Points. Further 

dissemination of the reports is the responsibility of each individual DoD Component.

AP6.33.3. The format of the report and the explanation of the derivation of the counts 

are as follows:

QUARTERLY INTRANSIT TO DLA DISPOSITION SERVICES FIELD OFFICE REPORT

Total DoD, Service, or DoDAAC (Clear-text name and address of the DoDAAC will be printed)

AFX 

Generated

AFZ 

Generated

No Response to AFZ Unresolved 

Discrepancies

Moved to 

History Discrepancies 

Cleared

Advice 

Code Advice Code 30-60 

Days

60-90 

Days

>90 

Days

Total 

Matches

ASZ/AE3 –

BF, DE, DF,

DG, DH

36 37 36 37 36 37 36 37 36 37 36 37

Note: 1. All columns show transaction totals and dollar totals. Dollars shall be shown in 

multiples of $100.00

2. Report prepared in hardcopy shall page break after each distinct record, i.e., after each 

DoDAAC or Service.

1 Establishing intransit control procedures for shipments to DLA Disposition Services Field Offices last 

reported as not implemented by USAF and USMC. Refer AMCL 158B.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.33-2 APPENDIX 6.33

AP6.33.4. Explanation of columns in the report:

AP6.33.4.1. Total Matches. Reflects a count of matching DIC AS3 transactions 

and DLA Disposition Services Field Office receipts. Physical security/controlled 

inventory item totals required an exact quantity match. All other items require a quantity 

match within $800 of an exact match.

AP6.33.4.2. Discrepancies Cleared. Reflects a count of transactions received by 

DLA Disposition Services Field Offices in response to DIC AFX and AFZ follow-ups, 

subdivided by type of response; DIC ASZ or DIC AE3 with Status Code BF, DE, DF, 

DG, or DH.

AP6.33.4.3. AFX Generated. Reflects a count of DIC AFX transactions generated 

during the period (quarter or fiscal year) by DLA Disposition Services, subdivided by the 

type of condition causing a mismatch between the DIC AS3 and the DLA Disposition 

Services Field Office receipt.

AP6.33.4.4. AFZ Generated. Reflects a count of the DIC AFZ transaction 

generated during the period (quarter or fiscal year) by DLA Disposition Services, 

subdivided by type of condition causing a mismatch between the DIC AS3 and the DLA 

Disposition Services Field Office receipt.

AP6.33.4.5. No response to AFZ. Reflects a count of the DIC AFZ transactions to 

which there has been no response, subdivided by number of days since the DIC AFZ 

transaction was generated prior to the report preparation cutoff date; further subdivided 

by type of condition causing a mismatch of the DIC AS3 and the DLA Disposition 

Services Field Office receipt.

AP6.33.4.6. Unresolved Discrepancies Moved to History. Count of the 

transactions (records) moved from the active file to history during the period (quarter of 

fiscal year) that has no resolution of the discrepant condition. Documents (records) are 

removed from the active file to history, one year from the date of receipt of the first 

transaction in the record (either a DIC AS3 or a DLA Disposition Services Field Office

receipt transaction).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.34-1 APPENDIX 6.34

AP6.34. APPENDIX 61.34 

UNAUTHORIZED PRIORITY DESIGNATOR

ASSIGNMENT REPORT

AP6.34.1. The Unauthorized Priority Designator Assignment Report is produced by 

DLA Transaction Services to identify suspected abuse of priority designator (PD) 

assignment. This report also provides visibility of requisitions downgraded automatically 

by DLA Transaction Services during requisition processing based upon Service/Agency 

authorization. See Appendix 7.14 for detailed discussion on appropriate PD assignment 

and validation procedures. The report is prepared monthly. Summary sections, Parts I, 

II, IV, and V, are also available quarterly and annually. The report is in seven parts.

AP6.34.1.1. Part I – Service/Agency Summary of Requisitions Submitted Through 

Defense Automatic Addressing System (DAAS).

AP6.34.1.2. Part II – (DoD Activity Address Code (DoDAAC) Summary by 

Service/Agency of Requisitions Submitted Through DAAS

AP6.34.1.3. Part III – Requisition Detail by DoDAAC of Requisitions Submitted 

Through DAAS

AP6.34.1.4. Part IV – Service/Agency Summary of Requisitions NOT Submitted 

Through DAAS

AP6.34.1.5. Part V – DoDAAC Summary by Service/Agency of Requisitions NOT 

Submitted Through DAAS

AP6.34.1.6. Part VI – Requisitions Detail by DoDAAC of Requisitions NOT 

Submitted Through DAAS

AP6.34.1.7. Part VII – Requisitions Detail by DoDAAC of Requisitions 

Downgraded to a Lower Priority by DAAS

AP6.34.2. The report is available for review or downloading through Internet access to 

the DLA Transaction Services website1 after the 5th of the month.

1 Defense Automatic Addressing System (DAAS) requires a user ID and logon to gain access to their 

various reports and services; such as, the Unauthorized Priority Designator Assignment Report, DoDAAC 

queries, fund codes, Routing Identifier Codes (RIC), Military Assistance Program Address Codes 

(MAPAC), Military Standard Billing System (MILSBILLS) reports, and other information. If you do not 

currently have an approved access (user id and password) please complete a request for access by 

going to the following DAAS Website: https://www.transactionservices.dla.mil/sar/warning.asp 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.34-2 APPENDIX 6.34

AP6.34.3. The format of the report and the explanation of the contents are as follows:

UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT

PART I - SERVICE/AGENCY SUMMARY OF REQUISITIONS

SUBMITTED THROUGH DAAS

JUN 1, 2001-

JUN 30, 2001

MAR 1, 2001-

MAY 31, 2001

# OF

AACS

# OF

REQNS

# OF

REQNS

DWNGD

# OF

AACS

# OF

REQNS

# OF

REQNS

DWNGD

MILITARY SERVICE ARMY 82 888 648 109 4,743 1,700

NAVY 74 1,990 1,806 122 7,628 2,586

AIR FORCE 49 550 299 57 2016 344

MARINES 10 52 46 12 125 14

SUB-TOTAL 215 3,480 2,799 300 14,512 4,644

AGENCY/OTHER GSA 26 165 39 44 391 45

FAA 1 1 1 0 0 0

DLA 2 12 10 3 160 19

COAST GUARD 8 49 49 16 128 128

OTHER 7 217 23 11 867 267

SUB-TOTAL 44 444 122 74 1,546 385

SECURITY ASSISTANCE ARMY 0 0 0 0 0 0

NAVY 0 0 0 0 0 0

AIR FORCE 0 0 0 4 19 19

MARINES 0 0 0 0 0 0

DLA 0 0 0 3 30 30

SUB-TOTAL 0 0 0 7 49 49

GRAND TOTAL 259 3,924 2,921 381 16,107 5,075
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.34-3 APPENDIX 6.34

UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT

PART II - DODAAC SUMMARY BY SERVICE/AGENCY OF REQUISITIONS

REPORT PERIOD: Jun 1, 2001 - Jun 30, 2001

PREVIOUS PERIOD: Mar 1, 2001 - May 31, 2001

SERVICE/AGENCY=ARMY 

REPORT PERIOD STATS PREVIOUS PERIOD STATS

DODAAC PD 01 PD 04 PD 11

TOTAL

REQNS PD 01 PD 04 PD 11

TOTAL

REQNS

CLOKX1 18 61 17 96 142 132 18 292

W90M7W 0 76 0 76 0 0 0 0

W8124E 5 25 45 75 805 34 107 946

W81EWF 0 66 0 51 0 77 0 77

UNAUTHORIZED PRIORITY DESIGNATOR ASSIGNMENT

REPORT PERIOD: JUNE 1, 2001 - JUNE 30, 2001

PART III - REQUISITION DETAIL BY DODAAC OF REQUISITIONS SUBMITTED 

THROUGH DAAS

ARMY

DODAAC: AC1359 NO. OF REQUISITIONSIDENTIFIED 2

XU ASF EUSTIS

BLDG 2407

FELKER AAF

FORT EUSTIS VA 23604-5594

PD 01 NOT DOWNGRADED 2

A0DHM0F1501ANL1002 EA00001AC135911780001N DNS 01

A0DHM0F1501ANL1005 EA00001AC135911780002N DNS 01

AP6.34.4. Explanation of data in report.

AP6.34.4.1. Requisition data displayed in this report is selected in accordance 

with the validation process described under appendix AP7.14, paragraph AP7.14.4. 

Parts IV/V/VI repeat the earlier display format; however, the source of data is the 

requisition image transaction provided to DLA Transaction Services where an 

alternative means of requisition submission has been used bypassing DLA Transaction 

Services validation; such as, Defense Supply Expert System (DESEX) input.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.34-4 APPENDIX 6.34

AP6.34.4.2. Report data is sorted in descending order by number of requisitions. 

Summaries and transaction display are grouped using DoDAAC identified in the 

requisition document number. Contractor and Security Assistance customers are 

grouped with the sponsoring Service/Agency. The annual report is prepared without 

prior quarter totals

AP6.34.4.3. Part VII identifies requisitions that have been subjected to automatic 

downgrading of the PD based upon DLA Transaction Services validation and S/A 

agreement. Transactions are grouped by PD and indicate in the header the original and 

modified PD assignment.

AP6.34.4.4. To support accurate monitoring of the “volume” of F/AD abuse, report 

logic eliminates “redundancy” by identifying only a single occurrence of abuse per 

requisition number. To determine the volume of abuse (vice transaction volume), 

requisition modifications, follow-ups, passing orders, referral orders, and requisition 

reinstatements are not included where the original requisition initiated the unauthorized 

PD assignment and was recorded in the DAAS database. If the original requisition is 

not recorded in the DAAS database or did not initiate the unauthorized PD assignment, 

the follow-on transaction is used to identify the suspected abuse. This report logic does 

not impact DAAS transaction edits that apply to all requisition-related transaction types.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-1 APPENDIX 6.35

AP6.35. APPENDIX 6.35

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD)

(DD FORM 1348-1A) WITH CODE 39 (THREE-OF-NINE) 

BAR CODES AND PDF417 TWO-DIMENSIONAL 2D 

BAR CODE

Notes: 

1. Above sample is for illustration only. Implemented version may differ in 

placement and size of PDF417 2D bar code. The Code 39 linear bar code and 

PDF417 2D bar code requirements are described in this appendix.

2. For shipment quantities of two or more serialized items, in lieu of printing the 

PDF417 2D bar code in Block 27 of the DD Form 1348-1A, the continuation page 

will contain a single PDF417 2D bar code or multiple Macro PDF417 2D bar 

codes (as required by data volume) for the included data (see AP6.36).

3. Unit prices obtained via electronic interfaces that are not constrained by the 

MILSTRIP field size will reflect the unit price as 9 digits for dollars and 2 digits for 

cents. If total price exceeds available space for display on the printed form, the 

generating application may leave blank. Refer to ADC 221. 

PARTIAL

UII UN077991289S123TS001100223

CAGE 12345 P/N 9988771212SP

LOT MGU12345 S/N 123TS001100223
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-2 APPENDIX 6.35

AP6.35.1. Code 39 Linear Bar Code Requirements. The following encoded data are 

required on the DD Form 1348-1A.

AP6.35.1.1. Code 39 linear bar coded data with human-readable interpretation for 

issue to Services/Agencies.

 AP6.35.1.1.1. Document number and suffix assigned to the requisition for a 

maximum fifteen characters should be bar coded in Block 24.

 AP6.35.1.1.2. Thirteen-digit national stock number (NSN) and two additional 

code values, as applicable, per Appendix 7.5.2, should be bar coded in Block 25. In the 

absence of the NSN, the manufacturer’s CAGE and Part Number will be used up to a 

maximum of 15 characters.

 AP6.35.1.1.3. Three character routing identifier code (RIC), two character 

unit of issue (UI) code, five digit zero filled quantity (QTY), one character supply 

condition code (COND), blank or last two characters of the distribution code field 

(DIST), and a seven digit or eleven digit zero filled unit price (UP) showing dollars and 

cents with no decimal bar coded in block 26. The bar code will have a fixed length of 20 

or 24 characters to include leading zeros and spaces depending on the implemented 

version of the unit price annotation noted in Appendix 8.48. For transfers to DLA 

Disposition Services, Block 26 will not contain bar code data in accordance with 

Appendix 8.49. 

AP6.35.1.2. Code 39 linear bar coded data, with human-readable interpretation 

requirements, for issue to FMS/Grant Aid customers. 

 AP6.35.1.2.1. Block 24. The document number and suffix assigned to the 

requisition up to a maximum fifteen characters should be bar coded. 

 AP6.35.1.2.2. Block 25. The thirteen digit national stock number (NSN) and 

two additional code values, as applicable, per Appendix 7.5.2, should be bar coded. In 

the absence of the NSN, the manufacturer’s CAGE and part number will be used up to 

a maximum of 15 characters.

 AP6.35.1.2.3. Block 26. The two character unit of issue (UI) code, five digit 

zero filled quantity (QTY), one character condition code (COND), a seven digit or eleven 

digit zero filled unit price (UP) showing dollars and cents with no decimal, and the first

position and last 3 positions of supplementary address (SUPADD) should be bar coded. 

The bar code will have a fixed length of 19 or 23 characters to include leading zeros and 

spaces depending on the implemented version of the unit price annotation noted in 

Appendix 8.48.

AP6.35.1.3. The application of Code 39 linear bar codes on the DD Form 1348-1A 

should be in accordance with MHIA MH10.8.1, Annex A and MIL-STD-129 (as revised). 

The specific technical information provided in is not intended to be compressive and 

should be used in conjunction with the MIL-STD 129. A data check character is not 

used. The following requirements and exceptions apply:
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-3 APPENDIX 6.35

 AP6.35.1.3.1. The height of the bar code should be at least 0.5 inches (12.7 

mm); and height must be no less than 0.25 inches (6.3 mm) , regardless of the density 

(characters per inch/mm).

 AP6.35.1.3.2. Blocks 24 and 25. The length of the bar code must not be 

greater than 4.0 inches (101.6 mm). Each bar code must have 15 characters. When 

there is an absence of any character(s) (less than 15) within these two bar codes, 

encoded spaces will be used as fillers (based upon specific encoded data element).

 AP6.35.1.3.3. Block 26. The length of the bar code must not be greater than 

4.5 inches (114.3 mm). Encoded spaces will be used as fillers for any unknown, or 

unencoded, data characters.

 AP6.35.1.3.4. Block 27. The length of the bar codes must not be greater 

than 4.00 inches (101.6 mm) for serial numbers that may have up to 30 characters. The 

narrow element X-dimension should be at least 0.01 inches (.25mm) but will not be less 

than 0.007 inches (0.1778 mm) for these high-density bar codes. The wide to narrow 

ratio should be 3 to 1 but must not be less than 2 to 1.

 AP6.35.1.3.5. The ASCII characters encoded will consist of the standard 

uppercase characters, numbers, and symbols identified in ISO/IEC 16388, Table 1 

(i.e.[A to Z][1 to 9][hyphen][period][space][ $ ][ / ][ + ][ % ][stop/start (*)]. The full ASCII 

128 character set will not be used to encode information. Also, scanners and imagers 

will not be configured to decode the full ASCII 128 character set for linear (Code 39) bar 

codes.

 AP6.35.1.4. The application of Code 39 linear bar codes must be in 

accordance with ISO/IEC 16388. Print quality, element width, and wide to narrow ratios 

must comply with ISO/IEC 15416 and MHIA MH10.8.1. The standard linear (Code 39) 

bar code density range should be from 3.0 to 9.4 characters per inch (CPI) (25.4 mm).

AP6.35.2. Programmer’s Technical Summary for PDF417 2D Bar Code

AP6.35.2.1. Refer to ISO/IEC 15438 for detailed technical specifications for 

printing PDF417 2D bar codes. Refer to the ISO/IEC 15434 standard for the message 

syntax specifications within the PDF417 2D bar codes. Refer to the MH10.8.2 or 

ISO/IEC 15418 standards for the data qualifier semantics for message data within the 

PDF417 2D bar codes and refer to MIL-STD 129 (latest revision) for comprehensive 

guidance. For DoD assistance concerning the application of these standards contact the 

DOD AIT Office through the USTRANSCOM web site at

https://www.ustranscom.mil/cmd/associated/ait/index.cfm

AP6.35.2.2. The PDF417 2D bar code used for shipping and receiving should be

printed with no more than 12 data columns in width. The use of 13 to 18 data columns is 

allowed for inventory or supporting documentation applications (identification marking, 

ammunition/explosive marking, packing list, etc.) if smaller PDF417 2D bar codes 

cannot accommodate the increased data requirements. A PDF417 2D bar code
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-4 APPENDIX 6.35

includes a start pattern, a left row indicator column, one or more data columns, a right 

row indicator column, and a stop pattern.

AP6.35.2.3. The PDF417 2D bar code must not exceed 2.4 inches (61 mm) in 

height to include the surrounding minimum quiet zone.

AP6.35.2.4. The PDF417 2D bar code must have a minimum quiet zone of 0.04 

inches (1 mm) above, below, to the left, and to the right. 

AP6.35.2.5. The minimum narrow element dimension (X-dimension) must not be 

less than 0.01 inches (10 mils/.254 mm). For PDF417 2D bar codes up to 12 data 

columns, the X- dimension must not exceed 0.017 inches (17 mils/.432 mm). For 13 to 

18 data columns, the X-dimension will not exceed 0.01 inches.

AP6.35.2.6. The PDF417 2D bar code must have a minimum row height of three 

times the width of the narrow element (X-dimension).

AP6.35.2.7. The PDF417 2D bar code will use error correction level 5.

AP6.35.2.8. The label should be designed so that two bar codes are not next to 

each other in the same horizontal plane unless the label is wide enough to reduce the 

possibility of interference with successful bar code scanning.

AP6.35.2.9. Data identifiers, that contain no information, should not be encoded in 

the PDF417 2D bar code. 

AP6.35.2.10. The quality of the printed PDF417 2D bar code must meet a grade 

requirement of 2.5 (B) at the point of production when measured in accordance with 

ISO/IEC 15438 with a measurement aperture of 0.25 mm and an inspection wavelength 

of 660 ± 10 nm.

AP6.35.3. Data Format. The following table provides examples and explanations of the 

data stream for a PDF417 2D bar code. 

AP6.35.3.1. Compliance Indicator (Column 1), shows the special formatting 

characters associated with the ISO/IEC 15434 data format. The Compliance Indicator 

will be the first three characters in the Message Header. The Compliance Indicator will

be [)> (left bracket, right parenthesis, and greater than).

Start 

Pattern

Stop 

Pattern

Left Row 

Indicator 

Column Data 

Columns

Right Row 

Indicator 

Column
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Change 13

AP6.35-5 APPENDIX 6.35

AP6.35.3.2. Separator/Trailer Characters (Column 2), which are non-printing 

ASCII control characters, show the separator or terminal code that is for that particular 

part of the data stream. The Format Trailer Character (RS) will be used at the end of the 

Message Header (before a format series) and at the end of each format series of data 

(before the next series of data). The Data Element Separator (GS) separates data 

elements within each format series of the data table. The Message Trailer (EOT) 

identifies the end of the message within the data stream.

AP6.35.3.3. Format Header (Column 3) is a two-digit numeric identifier “06” or

“07”that identifies the rules governing the message format for the data elements that 

follow.

AP6.35.3.4. Data Identifiers (DI) or Data Element Identifiers (DEI) Column 4)

define data content within the message. DIs, for Format Header 06, pertain to American 

National Standards Institute (ANSI) authorized data elements. Refer to ANSI MH10.8.2, 

American National Standard for Material Handling, for additional information. DEIs, for 

Format Header 07, pertain to DoD authorized data elements.

AP6.35.3.5. Data Field (Column 5) contains an abbreviated description of the data 

field.

AP6.35.3.6. Data Format Type/Length (Column 6) contains indicators of whether 

the data is alpha and/or numeric and the length of the actual data represented by this 

field (e.g. an5). A convention of “an..25” means a variable length data string of up to 25 

alphanumeric characters, where “an25” means a fixed length of precisely 25 

alphanumeric characters. A convention of “an13..15” means a minimum of 13 

characters and a maximum of 15 characters. The plus symbol (+) is used to show 

concatenated data fields within a DI/DEI string. Variable length fields are not zero-filled 

unless the information is extracted from an external data source that requires leading 

zeros. If a DI or DEI is used to encode data for multiple applications, several data 

formats may be described.

AP6.35.3.7. Sample Data (Column 7) contains sample data for the field indicated. 

AP6.35.3.8. Total Characters (Column 8) reflects length of the data element

separator + header/data element identifier + data field.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-6 APPENDIX 6.35

Compliance 

Indicator

Separator / Trailer

Characters

Format Header

Category/Description 

ANSI MH10.8.2 

Format 06 

Data Identifier (DI) 

or 

Format 07 

 Data Element Identifier (DEI) 

Data Field 

(DoD Usage) 

Data Format 

(Type/Length) 

Sample Data 

(Compliance, 

Header, Identifier 

and 

Data) 

Total Characters

[)> Message Header Compliance indicator [)> 4 

RS 06 Data Identifier Format (ANSI Standard) 06 3 

GS

12S

Category 19, Traceability Number for an 

Entity: Document Number (internally 

assigned or mutually defined)

Document Number 

Includes Suffix Code when applicable an14..15 12SW90GF8829620258 19 

GS

N 

Category 14, Industry Assigned Codes: 

National/NATO Stock Number (NSN) 

National Stock Number (NSN) or Stock 

Identification Elements

May reflect NSN, CAGE Code/part number, 

FSC, etc., as applicable. May also include 

associated coding, e.g., Type of Pack, USN 

Special Material Identification Code (SMIC) or 

USAF Materiel Management Aggregation Code 

(MMAC). This data content is analogous to the 

legacy MILSTRIP stock number field. When 

using this data field to identify an item byCAGE 

Code/part number, also use separate identifiers 

below for CAGE Code and part number. For 

unique item tracking or in support of DoD policy 

for the application of IUID in supply processes, 

use this identifier for the NSN and use separate 

identifiers listed below to uniquely identify a 

specific individual item. 

an..15 N5340013145957 17 

GS

7Q

Category 17, Measurement: 

Quantity, Amount, or Number of Pieces in 

the format: Quantity followed by the two 

character ANSI X12.3 Data Element 

Number 355 Unit of Measurement Code

Quantity and Unit of Issue

Do not include leading zeros 

Staffing Note: Original footnote deleted; 

restricted quantity to 1. 

an..5+an2 7Q1EA 10 

GS

V 

Category 22, Party to the Transaction: 

Supplier Code assigned by Customer

Routing Identifier Code – Shipping Activity 

Identifies the RIC of the shipping activity 

(MILSTRIP legacy transaction rp 4-6).

an3 SRR 5 

GS

7V

Category 22, Party to the Transaction: 

Code assigned to a party which has 

financial liability for an entity or group of 

entities (e.g., owner of inventory) (mutually 

defined)

Routing Identifier Code – ICP/IMM 

Identifies the RIC of the activity originating the 

MRO/LRO/DRO (MILSTRIP transaction rp 67-

69). 

an3 7VN32 6 

GS

8V

Category 22, Party to the Transaction: 

Customer Code assigned by Customer 

Distribution Cognizance Code

Last two positions of DoD Distribution Code 

used for DD Form 1348-1A linear bar code data. 

an2 8V7V 5 

GS

2R

Category 18, Miscellaneous: Return code 

assigned by the Customer 

Condition Code an1 2RA 4 

GS

12Q

Category 17, Measurement: Value 

followed by an ISO 4217 data element 

code for representing unit of value of 

Unit Price

Configured as 9 digits (whole dollars), decimal, 

and 2 digits (cents) followed by “USD” indicating 

U.S. dollars. Do not include leading zeros.

n..9.n2+an3 12Q50.20USD 19 
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Change 13

AP6.35-7 APPENDIX 6.35

Compliance 

Indicator

Separator / Trailer

Characters

Format Header

Category/Description 

ANSI MH10.8.2 

Format 06 

Data Identifier (DI) 

or 

Format 07 

 Data Element Identifier (DEI) 

Data Field 

(DoD Usage) 

Data Format 

(Type/Length) 

Sample Data 

(Compliance, 

Header, Identifier 

and 

Data) 

Total Characters

currencies and funds (e.g., 12Q2.50USD) 

(2.50 Monetary Value in USA Dollars) 

GS

5Q 

Net Amount 

Repair Value

For repair/return and repair/replace, include the 

estimated or actual unit cost. Configured as 9 

digits (whole dollars), decimal, and 2 digits 

(cents). Do not include leading zeros. Do not 

suffix the value with “USD”. 

n..9.n2 

Value is in U.S. 

dollars. 

5Q1500.00 15 

GS

5P

Category 16, Item Information: 

Freight Classification Item Number 

assigned by Carrier for purposes of rating 

hazardous materials (e.g., Motor Freight, 

Air, Boat, Rail Classification)

National Motor Freight Classification 

Commodity Number n6 5P999912 9 

GS

25S

Category 19, Traceability Number for an 

Entity: Identification of a party to a 

transaction assigned by a holder of a 

Company Identification Number (CIN) and 

including the related Issuing Agency Code 

(IAC) in accordance with ISO/IEC 

15459 and its registry, structured as a 

sequence of 3 concatenated data 

elements: IAC, followed by CIN, followed 

by the supplier assigned serial number that 

is unique within the CIN holder's domain 

(See MH10.8.2 Annex C.11)

Unique Item Identifier (UII). 

The unique identification assigned by the 

supplier or DoD to an entity for its lifetime 

an..50 

Decreased to 50 

to match UII 

registry 

25SD12345123TS

001100223 54 

GS

S

Category 19, Traceability Number for an 

Entity: Serial number or code assigned by 

the Supplier to an entity for its lifetime, 

(e.g., computer serial number, traceability 

number, contract tool identification)

Serial Number 

The item’s serial number used for tracking under 

a UIT program or in support of DoD policy for 

the application of IUID in supply processes. 

an..30 S123TS00110022

3 32 

GS

1T

Category 20, Traceability Number for 

Groups of Entities: Traceability Number 

assigned by the Supplier to identify/trace a 

unique group of entities (e.g., lot , batch , 

heat)

Batch/Lot Number 

Assigned by the supplier (or DoD) to 

identify/trace a unique group of entities, (e.g. lot, 

batch, or production run). 

an..25 ITMGU12345 28 

GS

17V 

Category 22, Party to the Transaction: 

U.S. DoD CAGE Code

Manufacturer ID Commercial and 

Government Entity Code (CAGE) 

The manufacturer’s CAGE for the identified 

item. [Optional alternative manufacturer 

identification may be used by Component 

agreement only.

If Dun & Bradstreet Data Universal Numbering 

System (DUNS) number, use identifier 12V. 

If GS1 Company Prefix code, use identifier 3V.]

an5 

[n9] 

[an7..10] 

17V1AAA9

[12V123456789] 

[3V0614141] 

14 

GS

1P 

Category 16, Item Information: Item 

Identification Code assigned by Customer 

Part Number

The part number currently used to identify this 

item. Use to supplement item identification 

when the item is otherwise identified (e.g., by 

NSN or local stock number) and when the 

combined CAGE code/part number is cited.

an..32 1P9988771212SP 35 
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AP6.35-8 APPENDIX 6.35

Compliance 

Indicator

Separator / Trailer

Characters

Format Header

Category/Description 

ANSI MH10.8.2 

Format 06 

Data Identifier (DI) 

or 

Format 07 

 Data Element Identifier (DEI) 

Data Field 

(DoD Usage) 

Data Format 

(Type/Length) 

Sample Data 

(Compliance, 

Header, Identifier 

and 

Data) 

Total Characters

GS

4R

Category 18, Miscellaneous: U.S. 

Department of Defense Identification Code 

(DoDIC) 

U.S. Department of Defense Identification 

Code (DoDIC)

The DoDIC currently used to identify this item. 

an4 4RA576 7 

GS

11V

Category 22, Party to the transaction: 

Ownership Code 

Ownership Code

The ownership code of the military Service or 

other activity having title to the assets 

an1 11V5 5 

GS

7D 

Category 4, Date 

Serviceable Condition Expiration Date for 

Ammunition and Explosive (A&E) 

Also known as Maintenance/Expiration/Next 

Inspection Due (M/E/N) Date. (MMYY).

n4 7D0217 7 

RS 07 Format Indicator (ANSI Free Text) n2 07 3 

GS 03 Project Code an3 03ZCN 6 

GS B6 

DoD Distribution Code

Three-position field must reflect blanks as 

applicable. Blanks may be located in any 

position.

an3 B6_7V 6 

GS 27 Consignee DoDAAC 

Reflects ship-to DoDAAC (Block 3) an6 27WK4FV9 9 

GS 37Y Ammunition Defect code1 An6 37YNBNZ55 10 

GS 38 Nomenclature an..20 38LOOP, STRAP 23 

GS 32 

Required Delivery Date (RDD)

May reflect RDD in DDD format or special 

codes, e.g., expedited shipment and handling 

(Code 999), Not Mission Capable Supply 

(NMCS) (Code N__), etc. 

an..3 32999 6 

GS B7 Requisition Priority Designator (PD) n2 B703 5 

GS B8 Partial Shipment Indicator a1 B8P 4 

GS 81 

Supplementary Address

Derived from rp 45-50 of the requisition

an6 81WK4FV9 9 

GS

H

Category 8, Name of Party: DI (H) is 

followed by the (Mark-for DoDAAC) 

followed by a (+) character followed by the 

EDIFACT Code List 3035 code value (UC)

Mark-for Party DoDAAC 

Reflects DoDAAC in MARK FOR (Block 4) 

an6+UC 

The (+UC) is 

encoded data

HW90GF8+UC 10

1 This row added as an administrative update; although this row is shown in ADC 1252 it was 

inadvertently not added in formal change 10
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-9 APPENDIX 6.35

Compliance 

Indicator

Separator / Trailer

Characters

Format Header

Category/Description 

ANSI MH10.8.2 

Format 06 

Data Identifier (DI) 

or 

Format 07 

 Data Element Identifier (DEI) 

Data Field 

(DoD Usage) 

Data Format 

(Type/Length) 

Sample Data 

(Compliance, 

Header, Identifier 

and 

Data) 

Total Characters

The Mark-for DoDAAC may be used alone or in 

combination with a text element. In either case, 

the DoDAAC is separately encoded. Only one 

Mark-for DoDAAC may be used.

GS

H 

Category 8, Name of Party: DI (H) is 

followed by the (Mark-for RIC) followed by 

a (+) character followed by the EDIFACT 

Code List 3035 code value (UD)

Mark-for Party RIC

Reflects RIC in MARK FOR (Block 4)

The Mark-for RIC may be used alone or in 

combination with a text element. In either case, 

the RIC is separately encoded. Only one Markfor RIC may be used.

an3+UD 

The (+UD) is 

encoded data

HAER+UD 7

GS

H 

Category 8, Name of Party: DI (H) is 

followed by the (Mark-for text) followed by 

a (+) character followed by the EDIFACT 

Code List 3035 code value (HK)

Mark-for Party Text

Reflects text other than DoDAAC or RIC in 

MARK FOR (Block 4)

The Mark-for text may be used alone or in 

combination with a DoDAAC or RIC element. In 

either case, the text is separately encoded 

without the DoDAAC or RIC. All 24 Mark-for 

text positions are available if a mark-for 

DoDAAC or a Mark-for RIC is not encoded. If a 

Mark-for DoDAAC is encoded separately, 17 

positions are available for the clear text. If a 

Mark-for RIC is encoded separately, 20 

positions are available for the clear text. When 

the Mark-for text is printed in combination with a 

DoDAAC or RIC, do not encode the printed 

slash (/).

an1..24+HK 

The (+HK) is 

encoded data

HJohn Doe+HK 28

R

S 

EOT

2 

AP6.35.4 Encoding the Separator/Trailer Characters. The following table shows the 

encoded values that can be used for the non-printing ASCII control characters used as 

Element Separators.

Table of Hexadecimal and Decimal Values

ASCII / ISO 646 HEX DEC

RS 1E 30

GS 1D 29

EOT 04 04

AP6.35.5. PDF417 2D Bar Code Data Syntax
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.35-10 APPENDIX 6.35

AP6.35.5.1. Common data for the IRRD item will be encoded in the ISO/IEC 

15434 Format 06 and Format 07 syntax envelopes, as applicable.

AP6.35.5.2. For an IRRD quantity of one item, the Format 06 envelope may also 

be used to associate the format applicable item-specific data (e.g. serial number, UII, 

batch/lot, etc.) for the uniquely identified item. A single data qualifier or paired data 

qualifiers (e.g., UII (DI 25S), serial number (DI S), batch/lot (DI 1T)) may be used with 

the Format 06 envelope to identify and associate the serialized data for an item. The 

UII and serial number (used for tracking under a UIT program or in support of DoD 

supply policy for the application of IUID) will be encoded to based upon IUID Indicator Y 

when they are when machine readable and readily available, or when retrievable from 

the system generating the form. However, at a minimum, the serial number is required 

for a NSNs falling under a UIT program.

AP6.35.5.3. For IRDD quantities of two or more items, use the DD Form 1348-1A 

Continuation Page (see AP6.36).

Sample PDF417 2D bar code data stream:

[)>RS06GS12SW90GF8829620258GSN5340013145957GS7Q1EAGSVS9IGS7VN32GS2RAGS12Q050.20USDGS5P999

912GS25SUN077991289674B36ABGSS123TS001100223GS1TMGU12345 GS17V1AAA9 GS 1P9988771212SPRS07 GS 03ZCNGSB6 7VGS27WK4FV9GS38LOOP, STRAPGS32999GSB702GSB8PGS81WK4FV9RSEOT

Sample PDF417 2D Bar Code
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-1 APPENDIX 6.36 

AP6.36. APPENDIX 6.36 

ISSUE RELEASE/RECEIPT DOCUMENT (IRRD)

(DD FORM 1348-1A or DD FORM 1348-2) 

CONTINUATION PAGE

Example 1. This IRRD Continuation Page may be used for all commodities with the 

exception of ammunition and explosives (A&E). Due to unique data content, separate 

continuation page formats for A&E are shown on subsequent pages.

WAREHOUSE/SHIPPING INSTRUCTIONS: 

OTHER INSTRUCTIONS: 

Note: Example 1 is for illustration only and is not actual size. The sample shows only 

the first page of a multi-page set; the follow-on pages would show the listed serial 

number linear bar code information for the remaining items in the shipment.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-2 APPENDIX 6.36

Example 2. This IRRD A&E Continuation Page is prepared as a separate document 

and must be attached to the DD 1348-1A. 

 A&E CONTINUATION PAGE DOCUMENT NO. & SUFFIX: M132205212P001 Page 1 of 1

27.ADDITIONAL DATA

 (LOT NUMBER AND QUANTITY)

 TAC15L001-001 2

 (SERIAL NUMBER)

 25451T

 (SERIAL NUMBER)

 25461T

28.ISSUED BY 29.DATE

30.PACKED BY/DATE 31.DATE SHIPPED

32.INSPECTED BY 33.DATE

34.WAREHOUSE BY 35.DATE

36.WHSE LOC

TFS1

37.CAA 38.NEW

7.58 39 TCN

40.REMARKS

APPROVED FOR TRANSFER:

41.FIRST DEST ADDRESS

W6TC 596TH USA TRANS SURF BDE 

TRANS SDAT OPT BLDG 101 6280 SUNNY 

POINT ROAD SE 

SOUTHPORT NC 28461-7800 

42.SHIP TO ADDRESS

0001 CS HHC HHC X1 THTR SPT

AMMO SUPPLY POINT KUWAIT CLASS V AL 

JALAIL ASP 

 

Note: Example 2 is an illustration only and is not actual size. The sample reflects A&E 

Continuation Page for the DD Form 1348-1A prepared as a separate document. 

DD FORM 1348-1A ISSUE RELEASE/RECEIPT DOCUMENT A&E CONTINUATION PAE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-3 APPENDIX 6.36 

Example 3. This IRRD A&E Continuation Page displayed on a single page with the DD 

1348-1A. 

 A&E CONTINUATION PAGE DOCUMENT NO. & SUFFIX: M132205212P001 Page 1 of 1

27.ADDITIONAL DATA

 (LOT NUMBER AND QUANTITY) 

 TAC15L001-001 2 

 (SERIAL NUMBER)

 25451T

 (SERIAL NUMBER)

 25461T

28.ISSUED BY 29.DATE

30.PACKED BY/DATE 31.DATE SHIPPED

32.INSPECTED BY 33.DATE

34.WAREHOUSE BY 35.DATE

36.WHSE LOC

TFS1

37.CAA 38.NEW

7 58 39 TCN

40.REMARKS

APPROVED FOR TRANSFER:

41.FIRST DEST ADDRESS 42.SHIP TO ADDRESS

2ND BN 3RD MARINES UDP EAST

SUPPLY OFFICER

MF 2ND BN 3RD MAR SUPO UDP EAST

BLDG 1094 TEL 808 257 5284

MCBH KANEOHE BAY HI 96863-3006

 COMPLETE 2-D BARCODE 

Note: Example 3 is an illustration only and is not actual size. It is acceptable for AIT 

systems to print both the 1348-1A and the continuation page on a single page when 

Shipment is a United States Munitions List (USML) Item. Shipment is property of the U.S. 

Government. Title remains with U.S. Government. Ultimate end user is agency of U.S. 

Government (Dept. of Defense). Not intended for introduction to commercial economy. 

Shipment is for the exclusive end use of U.S. Military Forces.

A5A BB2 F EA 0000002 W81P6D J 26 2T 841 13 146 2B B14 0 00 2956 00

W53XMD CRANE ARMY AMMUNITION 

ACTIVITY 300 HWY 361

CRANE, IN 47522-5009

M132200 

16119 6430 42712 1

2 1 12.5 1.82 

UN#001

UN 0181 PSN: ROCKETS 1.1E PG II

ROCKET, HIGH EXPLOSIVE HA29

1478

RAIL

PL 1 25LBS 2.364 FT

DD FORM 1348-1A ISSUE RELEASE/RECEIPT DOCUMENT A&E CONTINUATION PAGE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-4 APPENDIX 6.36 

space permits. The sample reflects the 1348-1A and A&E Continuation Page printed on 

a single page.

AP6.36.1. IRRD (DD 1348-1A or DD Form 1348-2) Continuation Page. There are two 

unique continuation pages addressed in AP6.36, the standard continuation page used 

with all commodities other than A&E, and a continuation page specific to A&E. The 

A&E continuation page may be produced by AIT systems either on the same page as 

the 1348-1A if space permits, or separately. When the continuation page is used as an 

extension of the IRRD Block 27, it will contain the following minimum data:

AP6.36.1.1. Continuation Page (Title).

AP6.36.1.2. Document Number and suffix (from requisition/shipment).

AP6.36.1.3. Quantity Shipped and Unit of Issue (processed for shipment).

AP6.36.1.4. Page number and total number of continuation pages.

AP6.36.1.5. PDF417 2D bar code or Macro PDF417 2D bar codes. See Appendix 

6.35 for included data elements, their respective data identifiers, and print quality 

requirements.

AP6.36.1.6. Code 39 linear bar codes with human-readable information. Each 

item’s serial number used for tracking under a UIT program or in support of DoD policy 

for the application of IUID in supply processes, as applicable, will be printed and 

encoded with a Code 39 linear bar code. This requirement provides backward 

compatibility for distribution systems unable to decode the PDF417 2D bar code 

information. Each item will have no more than one encoded serial number; some items 

may not have a serial number (i.e., the item only has a UII or the item is not serialized). 

See AP6.36.4 for implementation business rules.

AP6.36.1.7. Small Arms/Light Weapons (SA/LW) Turn-In.

1 If Block 27 of the 

IRRD does not provide sufficient space for listing missing parts associated with a 

partial/incomplete weapon turned-in under the whole item NSN, provide a missing parts 

list on, or attached to, the continuation page. If the shipment includes multiple 

weapons, list missing parts under the serial number of the applicable weapon. In lieu of 

listing the missing parts, the owning Component may authorize including a signed 

statement in Block 27 or the attached continuation page certifying that the weapons 

have missing parts. Provide name and contact information of the authorizing official. If 

prepared electronically, provide a digital signature. 

AP6.36.2. A&E Continuation Page. A&E Continuation Page unique content 

requirements numbered 28 through 42. Associated numbers to block titles and 

description may vary based on AIT system and service unique requirements:

1 Refer to ADC 1175.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-5 APPENDIX 6.36 

Note: When supported by AIT, electronic signatures are preferred for blocks requiring 

signatures.

Block(s) Block Title Entry Description

28 Issued/Picked By Signature of individual from the originating activity. 

29 Date Date Issued/Picked

30 Packaged By/Date Crew Supervisor/Individual responsible for prepping materiel Signature 

and date

31 Date Shipped Date the shipment departs originating activity

32 Inspected By (Mandatory) Signature of individual from the originating activity 

performing final inspection

33 Date Inspected Date

34 Warehoused By Signature of the crew supervisor or individual responsible for stowage 

of the item at the completion of the receipt process. 

35 Date Warehoused Date

36 Warehouse Location

Storage/staging location of the item. Normally expressed as a building 

number or area number. May reflect multiple locations as applicable. 

Different locations will be separated by a comma between locations

37 CAA

Competent Authority Approval (CAA), the CAA number for those items 

that require a CAA document to accompany the shipment

38 NEW Net Explosive Weight of items covered by the 1348-1A.

39 TCN Transportation Control Number associated with the shipment.

40 Remarks Remarks (Approval for transfer)

41 First Destination 

Address

Department of Defense Activity Address Code (DoDAAC) and 

associated shipping address for the first destination. This block is 

associated with items shipped “For Further Transfer (FFT)”

42 Ship-To Address Shipping address associated with the Ship-To DoDAAC in 

cBlock 3.

AP6.36.3. Code 39 Linear Bar Code Business Rules. Format requirements for the DD 

Form 1348-1A Continuation Page applications are:

AP6.36.3.1. The minimum bar height should be at least 0.50 inches (12.7 mm), 

but must not be less than 0.25 inches (6.3 mm.).

AP6.36.3.2. The space provided on the continuation page must be able to encode 

up to 30 characters for the serial number and the bar code should not exceed 4 inches 

in length. 

AP6.36.3.3. The narrow element X-dimension should be at least 0.010 inches 

(0.25 mm) but must not be less than 0.007 inches (0.18 mm) for these high density bar 

codes. The wide to narrow ratio should be 3 to 1 but must not be less than 2 to 1.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-6 APPENDIX 6.36 

AP6.36.3.4. The quality of the printed bar code must meet a grade requirement of 

1.5(C) at the point of production when measured in accordance with ISO/IEC 15416 

with a measurement aperture of 0.25 mm and an inspection wavelength of 660±10 nm.

AP6.36.3.5. The ASCII characters encoded will consist of the standard uppercase 

characters, numbers, and symbols identified ISO/IEC 16388, Table 1. The full ASCII 

128 character set will not be used.

AP6.36.4. Common data for all of the IRDD items will be encoded in the PDF417 (or 

Macro PDF417) 2D bar code’s first ISO/IEC 15434 Format 06 and Format 07 

envelopes, as applicable.

AP6.36.5. UIIs and serial numbers (including batch/lot number when required for

tracking) will be encoded and linked together to support DoD supply policy based upon 

IUID Indicator Y when they are machine readable and readily available, or when 

retrievable from the AIS generating the form. However, at a minimum, the serial 

number is required for NSNs falling under a UIT program.

AP6.36.5.1. One item. If the continuation page is used for an IRDD quantity of 

one serialized item, the first Format 06 envelope may also be used to associate itemspecific data for the uniquely identified item. A single data qualifier or a single set of 

data qualifiers (e.g., UII (DI 25S), serial number (DI S), batch/lot (DI 1T)) may be used 

with the Format 06 envelope to identify and associate the serialized data for an item.

AP6.36.5.2. Two or more items. For an IRDD quantity of two or more serialized 

items, an additional Format 06 envelope (one per item) will be used for each item to 

encode item-specific data (e.g., UII (DI 25S), serial number (DI S), batch/lot (1T)) for the 

uniquely identified item.

AP6.36.5.3. The example is for 40 items in an IRDD.

Sample PDF417 2D bar code (actual size)

[)>RS06GS12SW90GF8829620258GSN5340013145957GS7Q40EAGSVS9IGS7VN32GS2RAGS12Q050.20USDGS5P9999

12GS1TMGU12345GS17V1AAA9 GS1P9988771212SPRS07GS03ZCNGSB6 7VGS27WK4FV9GS38LOOP,STRAPGS329

99GSB702GSB8PGS81WK4FV9RS06GSSVT45645RS06GSSVT45646RS06GSSVT45647RS06GSSVT45648RS06GSSVT456

49RS06GSSVT45651RS06GSSVT45652RS06GSSVT45653RS06GSSVT45654RS06GSSVT45655RS06GSSVT45656RS06GSS

VT45657RS06GSSVT45658RS06GSSVT45659RS06GSSVT45660RS06GSSVT45661RS06GSSVT45662RS06GSSVT45663RS

06GSSVT45664RS06GSSVT45665RS06GSSVT45666RS06GSSVT45667RS06GSSVT45668RS06GSSVT45669RS06GSSVT4

5670RS06GSSVT45671RS06GSSVT45672RS06GSSVT45673RS06GSSVT45674RS06GSSVT45675RS06GSVT45676RS06GSS

674A3604RS06GSSVT45677RS06GS25S06141411A0B9C3D7RS06GS25SUN077991289674B36AARS06GS25SUN0779
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-7 APPENDIX 6.36 

91289674B36ABRS06GSSVT45678GS25SUN077991289674B36ACRS06GSS674A3605GS25S06141411A0B9C3D8RS

06GSSMK98765GS25SUN077991289674B36ADRSEOT 

 Linear Bar Code Sample Data Stream (above)

AP6.36.6. PDF417 2D Bar Code Business Rules. If only one PDF417 2D bar code is 

required to encode the information, it will be a standard PDF417 2D bar code and not a 

Macro PDF417 2D bar code. If two or more PDF417 2D bar codes are required, they 

must be Macro PDF417 2D bar codes. The PDF417 2D bar codes will be on the first 

page(s) of the continuation page to be followed by each item’s serial number encoded 

with Code 39 linear bar codes. 

AP6.36.6.1. Macro PDF417 2D bar codes will be used when the encoded data 

message file exceeds the capacity of a single PDF417 2D bar code. When space is 

exhausted in a PDF417 2D bar code’s data capacity, the application program must 

begin using Macro PDF417 2D bar codes to encode the data content in multiple bar 

codes. There is no requirement to repeat shipment-related data in the next Macro 

PDF417 2D bar code; the Macro PDF417 2D bar codes are linked with codewords to 

derive a single transaction file. A full size 18 data column 2D bar code (PDF417 or 

Macro PDF417) can encode approximately 1100 characters at Error Level 5. The 

character capacity of the PDF417 2D bar code is based on a PDF417 2D bar code limit 

of 925 codewords, the compaction algorithm used to encode data in a codeword, and 

the PDF417 2D bar code’s error correction level.

AP6.36.6.2. Macro PDF417 2D bar codes will be encoded and printed in 

accordance with ISO/IEC 15438.

AP6.36.6.3. Each Macro PDF417 2D bar code represents a segment of the whole 

file. To reconstruct the whole file, the segments need to be placed in the correct order. 

Each Macro PDF417 2D bar code is encoded with a control block of codewords that 

facilitates this reassembly process after all the PDF417 2D bar codes have been 

scanned at least once in any sequence order.

AP6.36.6.4. Each receiving system used to scan Macro PDF417 2D bar codes will 

need to determine if the system scanner will operate in a buffered or unbuffered mode. 

As the Macro PDF417 2D bar codes are scanned, the de-packetizing function 

reconstructs the original message. If operating in buffered mode, the PDF417 2D bar 

code codeword de-packetizing function is in the scanner’s decoder; if operating in 

unbuffered mode, it is in the receiving system decoder.

AP6.36.6.5. Decoders should provide a specific means whereby the processing of 

a given Macro PDF417 2D bar code control block file ID may be aborted, thus allowing 

the decoder to begin processing a different set of Macro PDF417 2D bar codes. This is 

necessary to prevent a deadlock condition should one or more Macro PDF417 2D bar 

codes of a given file ID be missing or undecodable.

AP6.36.6.6. To accommodate potentially unbuffered operations by some receiving 

systems, the segment count field in the control block will be encoded in each Macro 

PDF417 2D bar code to facilitate checking that all segments in a set of Macro PDF417 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-8 APPENDIX 6.36 

2D bar codes are received. The segment count field identifies the total number of 

Macro PDF417 2D bar codes in the distributed file.

AP6.36.6.7. The following is provided to describe the example Macro PDF417 2D 

bar code control block used for the continuation page Macro PDF417 2D bar codes 

shown in AP6.36.6. The codewords are encoded by software suites using different 

schemes; thus, the example only shows the numeric value of each codeword and not 

the actual syntax of how it is encoded.

• Continuation page example first Macro PDF417 2D bar code Control Block 

code words within the Macro PDF417 2D bar code’s segment data structure 

are:

(928) (111)(100) (129) (923)(001) (111)(002)

• Continuation page example second Macro PDF417 2D bar code Control Block 

codewords are:

(928) (111)(101) (129) (923)(001) (111)(002) (922)

• The code-words represent the following controls:

(928) = the tag identifier for the start of a macro control block

(111)(100) = the modular math base 900 value for the 1st segment (00000)

(111)(101) = the modular base 900 value for the 2nd segment (00001)

(129) = the file ID assigned for the set of Macro PDF417 2D bar codes

(923)(001) = the tag and field designator for the Segment Count field

(111)(002) = the modular base 900 value for the Segment Count (00002) 

(922) = the tag identifier for the end of the last macro Control Block

AP6.36.7. Example Macro PDF417 2D Bar Codes. The following two Macro PDF417 

2D bar codes from the continuation sample page are printed full size for system 

developer review. The two Macro PDF417 2D bar codes contain all of the linear bar 

coded information from the parent DD Form 1348-1A (or DD Form 1348-2), additional 

item identification detail, and the included UIIs and/or serial numbers. The annotations 

of ^(nnn) in the encoded strings below denote Macro PDF417 code words.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP6.36-9 APPENDIX 6.36

Macro PDF417 2D Bar Code Samples (actual size) from Continuation Page

[)>RS06GS12SW90GF8829620258GSN5340013145957GS7Q60EAGSVS9IGS7VN32GS2RAGS12Q050.20USDGS5P9999

12GS1TMGU12345GS17V1AAA9GS1P9988771212SPRS07GS03ZCNGSB6 7VGS27WK4FV9GS38LOOP, 

STRAPGS32999GSB702GSB8PGS81WK4FV9RS06GSS30-CHARACTER SERIAL NO 

EXAMPLERS06GSSA1B2C3112345678RS06GSSA1B2C3234567890RS06GS25SD1AAA9A1B2C33GSSA1B2C33RS06 GS25SD1AAA9A1B2C34GSSA1B2C34RS06GS25SD1AAA9A1B2C35GSSA1B2C35RS06GS25SD1AAA9A1B2C36GS

SA1B2C36RS06GS25SD1AAA9A1B2C37GSSA1B2C37RS06GS25SD1AAA9A1B2C38GSSA1B2C38RS06GS25SD1AA

A9A1B2C39GSSA1B2C39RS06GS25SD1AAA9A1B2C310GSSA1B2C310RS06GS25SD1AAA9A1B2C311GSSA1B2C

311RS06GS25SD1AAA9A1B2C312GSSA1B2C312RS06GS25SD1AAA9A1B2C313GSSA1B2C313RS06GS25SD1AAA9

A1B2C314GSSA1B2C314RS06GS25SD1AAA9A1B2C315GSSA1B2C315RS06GS25SD1AAA9A1B2C316GSSA1B2C3

16RS06GS25SD1AAA9A1B2C317GSSA1B2C317RS06GS25SD1AAA9A1B2C318GSSA1B2C318RS06GS25SD1AAA9

A1B2C319GSSA1B2C319RS06GS25SD1AAA9A1B2C320GSSA1B2C320RS06GS25SD1AAA9A1B2C321GSSA1B2C3

21RS06GS25SD1AAA9A1B2C322GSSA1B2C322RS06GS25SD1AAA9A1B2C323GSSA1B2C323RS^(928)^(111)^(100

)^(129)^(923)^(001)^(111)^(002)

06GS25SD1AAA9A1B2C324GSSA1B2C324RS06GS25SD1AAA9A1B2C325GSSA1B2C325RS06GS25SD1AAA9A1B

2C326GSSA1B2C326RS06GS25SD1AAA9A1B2C327GSSA1B2C327RS06GS25SD1AAA9A1B2C328GSSA1B2C328RS

06GS25SD1AAA9A1B2C329GSSA1B2C329RS06GS25SD1AAA9A1B2C330GSSA1B2C330RS06GS25SD1AAA9A1B

2C331GSSA1B2C331RS06GS25SD1AAA9A1B2C332GSSA1B2C332RS06GS25SD1AAA9A1B2C333GSSA1B2C333RS

06GS25SD1AAA9A1B2C334GSSA1B2C334RS06GS25SD1AAA9A1B2C335GSSA1B2C335RS06GS25SD1AAA9A1B

2C336RS06GS25SD1AAA9A1B2C337RS06GS25SD1AAA9A1B2C338RS06GS25SD1AAA9A1B2C339RS06GS25SD1A

AA9A1B2C340RS06GS25SD1AAA9A1B2C341RS06GS25SD1AAA9A1B2C342RS06GS25SD1AAA9A1B2C343RS06G

S25SD1AAA9A1B2C344RS06GS25SD1AAA9A1B2C345RS06GS25SD1AAA9A1B2C346RS06GS25SD1AAA9A1B2C

347RS06GS25SD1AAA9A1B2C348RS06GS25SD1AAA9A1B2C349RS06GS25SD1AAA9A1B2C350RS06GS25SD1AA

A9A1B2C351RS06GS25SD1AAA9A1B2C352RS06GS25SD1AAA9A1B2C353RS06GS25SD1AAA9A1B2C354RS06GS2

5SD1AAA9A1B2C355RS06GS25SD1AAA9A1B2C356RS06GS25SD1AAA9A1B2C357RS06GS25SD1AAA9A1B2C3

58RS06GS25SD1AAA9A1B2C359RSEOT^(928)^(111)^(101)^(129)^(923)^(001)^(111)^(002)^(922)
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP6.37-1 APPENDIX 6.37

AP6.37. APPENDIX 6.37

Reserved
DLM 4000.25, April 09, 2022

Change 14

AP6.38-1 APPENDIX 1.38

AP6.38. APPENDIX 6.38

Reserved
DLM 4000.25, Volume 2, December 27, 2022

Change 15 

AP6.39-1 APPENDIX 6.39

AP6.39. APPENDIX 6.39 

PREPARATION OF SUPPLY DISCREPANCY REPORT 

USING STANDARD FORM (SF) 364

AP6.39.1. ORIGINAL REPORT. A hard copy Supply Discrepancy Reports (SDR) shall 

only be used by exception under Chapter 17 guidance. When reported manually via 

hard copy, the following instructions for use of the SF 364, Report of Discrepancy, 

apply.

AP6.39.1.1. Indicate whether shipping discrepancy or packaging discrepancy by 

placing an "X" in appropriate boxes at the top of the form.

Item 1 Date of Preparation. Use month, day, and four-position year format for 

the date the reporting activity prepares the SDR (e.g., January 10, 

2012).

Item 2 Report Number. Provide the locally assigned report number. For 

Security Assistance shipments, this consists of one alpha character to 

identify the initiating office in-country, four numeric characters for 

number control, two alpha characters for the foreign customer country 

and three to six alphanumeric characters for the master and line item 

case designator, i.e., A0010-JA-KBD/001. For any unnumbered reports 

received, the International Logistics Control Office (ILCO) shall assign 

number x9000 to x9999 and so advise the foreign country customer on 

the receipted copy. Suffix code R added to the report number indicates 

the purchaser has asked for reconsideration of the report disposition. 

Suffix code C added to the report number indicates that the purchaser 

has contested the U.S. Government's decision on a request for 

reconsideration.

Item 3 To. In-the-clear name, address, ZIP code and DoD Activity Address 

Code (DoDAAC) and/or Routing Identifier Code (RIC) (if assigned), and 

attention symbol/code of action activity. The action activity is based 

upon the origin of the shipment. If forwarding to the ICP, the RIC of the 

ICP is located in positions 67-69 of the DD Form 1348-1A. If forwarding 

to the Defense Distribution Depot, the RIC of the shipping depot is 

located in positions 4-6 of the DD Form 1348-1A.

Item 4 From. DoDAAC, name, address and ZIP code of the reporting activity 

or Security Assistance customer (consignee). The in-the-clear address 

shall be entered.
DLM 4000.25, Volume 2, December 27, 2022

Change 15 

AP6.39-2 APPENDIX 6.39

Item 5a Shipper's Name. Enter name, DoDAAC and/or RIC (for DoD activities) 

or commercial and government entity (CAGE) code (if available, for 

commercial contractor facilities), and address of shipper (consignor) 

when different from Item 3. If applicable, the RIC of the shipping depot 

is located in positions 4-6 of the DD Form 1348-1A. 

Item 5b Number and Date of Invoice. Applicable to Security Assistance billing 

discrepancies. Enter number and date of vendor's invoice or shipper's 

bill number. Attach copy of invoice to SF 364.

Item 6 Transportation Document. Enter the type of transportation document, 

Transportation Control Number (TCN), Government Bill of Lading 

(GBL), Commercial Bill of Lading (CBL), manifest, waybill, 

insured/certified U.S. Postal Service, or transportation control and 

movement document (TCMD) and the identifying number assigned to 

such document. This is a mandatory entry when shipment received 

was made via traceable means, (e.g., GBL, CBL). Further for U.S. 

SDRs, for discrepancies involving shortages, include following 

statement in Item 12--"Shortage has been verified as not being 

transportation related."

Item 7a Shipper's Number. Enter shipment number (when more than one 

shipment is made under a contract or requisition) and contract/contract 

line item number/document number (e.g., contract, purchase order). 

For Security Assistance, also include the shipment date to distinguish 

multiple shipments from a contractor source.

Item 7b Office Administering Contract. Name, address, and ZIP code of the 

Contract Administration Office (CAO) activity that directed/arranged 

shipment.

Item 8 Requisitioner's Number. Enter the requisitioning activity's number, 

(e.g., requisition, purchase request, and suffix code), if applicable. 

Entry of the applicable requisition document number is mandatory in all 

instances, even though a contract/purchase order is involved. Only one 

document number will be included on each SF 364. For U.S. SDRs 

only, when the original requisition number cannot be identified for 

discrepancies in sealed vendor packs, the reporting activity must 

include a constructed document number. When using a constructed 

document number in an SDR, credit or replacement is not 

authorized.

Item 9a NSN/Part Number and Nomenclature. If item received is different from 

item shown on shipping documents, or different from item ordered, 

show each item on a separate line. For serial numbered principal 

items, sets, kits and outfits, list the item individual serial number first, 

followed by the discrepancies applicable to that serial number. (Sets, 
DLM 4000.25, Volume 2, December 27, 2022

Change 15 

AP6.39-3 APPENDIX 6.39

kits and outfits showing an assembly order number, the assembly order 

number should also be listed.)

Item 9b Unit of Issue. Enter unit of issue as billed or indicated on shipping 

document for each item listed in Item 9a.

Item 9c Quantity Shipped/Billed. Enter quantity of item shipped or billed. When 

code C1 is applicable, enter the quantity and the supply condition code

of the item when shipped, (e.g., 980A as shown on shipping document). 

Item 9d Quantity Received. Enter the quantity of item received.

Item 10a Discrepancy Quantity. Enter the discrepant quantity. If code C1 is 

applicable, enter the quantity and the supply condition code of the item 

received. If total quantity received is classified under more than one 

condition code, enter separately each partial quantity so classified, 

followed by the applicable condition code, (e.g., 960A, 20F). 

Item 10b Discrepancy Unit Price. Enter the unit price as billed or shown on 

shipping document.

Item 10c Discrepancy Total Cost. For shipping discrepancies, enter the total 

value of materiel (10a x 10b). For U.S. SDR packaging deficiencies, 

enter total cost for corrective packaging of all discrepant items. For 

SDRs reporting both a packaging and a shipping discrepancy on the 

same item, enter on separate lines both the total value of the materiel 

and the total cost for corrective packaging.

Item 10d Discrepancy Code. Nature of the discrepancy using the applicable 

discrepancy code. See Appendix 7.28 for discrepancy codes that 

supplements those listed on the face of the form. If a condition exists 

that is not listed, use code Z1 and describe discrepancy in Item 12, 

Remarks. Use up to three discrepancy codes. When Discrepancy 

Code Q1, Product Quality Deficiency, or C2, Expired Shelf Life, is 

applicable, enter the following information under Item 12, Remarks:

1. Manufacturer's name and commercial and government entity (CAGE) code (if 

available).

2. Contract/purchase order number if not shown in Item 7a.

3. Date manufactured, date cured, date assembled, date packed (apply one as 

appropriate), and expiration date for Type I (nonextendible) shelf-life 

items and inspection or test date for Type II (extendible) shelf-life items. 

Include the date overhauled/rebuilt if pertinent.

4. Lot/batch number.
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Change 15 

AP6.39-4 APPENDIX 6.39

5. Location of materiel.

6. Name, address, and telephone number of point of contact.

7. Nature of complaint stating in detail why materiel is unsatisfactory.

Item 11 Action Code. Nature of the action requested identified by action code. 

See Appendix 7.28 for action codes that supplements those listed on 

the face of the form. 

Item 12 Remarks.

General Conditions. Use for any supplemental information when the combination of 

discrepancy codes and action codes needs clarification; when 

discrepancies need explanation; and when a breakdown of cost to 

report, in terms of labor man-hours and materials, is required. Specific 

data such as appearance, lot/batch number, manufacture/packaging 

date, inspector number and inspection date, probable cause of 

improper packaging, and suggested corrective action should be entered 

here. Provide photos where it would assist in determining the 

cause/validity of the discrepancy/deficiency.

Information Contact. Include name and communication numbers, (e.g., DSN and 

commercial telephone numbers, facsimile number, and e-mail address) 

of the person to be contacted for additional information if different from 

that entered in Item 14a.

Discrepancies in Sealed Vendor Packs. Enter, if available, the contract number 

and lot number from the item package and the words "concealed 

discrepancy found upon opening sealed vendor pack," or cite the 

appropriate discrepancy code. 

Special conditions. For shortages or nonreceipt of GSA items shipped via U.S. 

Postal Service--cite whether all packages shown as shipped in Item 5 of 

GSA or DD Form 1348-1A were received. For medical materiel 

requiring refrigeration or frozen storage--cite the information requested 

on the special instruction sheet, which is included with shipments of 

such materiel. For classified materiel--cite whether indications of 

container tampering were or were not evident; indicate whether a 

security deviation inquiry may be necessary at the origin.

Security Assistance SDRs. Cite the specific violation of specification, regulation, 

packaging instruction, or contract.

Item 13 Funding and Accounting Data. (Not applicable to Security Assistance 

SDRs.) For packaging discrepancies, the accounting/appropriation 

fund cite may be entered in this block by the SDR initiator if 

reimbursement funds/credits are expected for costs incurred to correct 
DLM 4000.25, Volume 2, December 27, 2022

Change 15 

AP6.39-5 APPENDIX 6.39

reported deficiencies. Use only when a billing document such as the 

SF 1080, Voucher for Transfer Between Appropriation and/or Funds, 

will not be prepared.

When using a constructed document number under authorized SDR 

procedures use the reporting activity’s DoDAAC as the basis for 

constructing the document number, citing (Code U in the first 

position of the constructed document number serial number (DLMS 

Utilization Code U). Credit or replacement is not authorized.

Item 14a Typed or Printed Name, Title, and Phone Number of Preparing Official. 

Self-explanatory. Include both full commercial, DSN, and facsimile 

communication numbers and e-mail address, if available.

Item 14b Signature. Self-explanatory.

Item 15 Distribution Addressees for Copies. Enter other addressees receiving 

copies of the report. Not applicable to Security Assistance SDRs.

AP6.39.2 SUPPLY DISCREPANCY REPORT REPLY. The reverse of SF 364 shall be 

completed by the action activity as required by this publication.

Item 16 From. The name, DoDAAC and/or RIC, and address of the activity 

preparing the reply. 

Item 17 Distribution Addressees for Copies. Enter addressees (including DoDAAC 

and/or RIC (if assigned)) receiving copies of the reply in addition to 

addressee listed in Item 18. 

Item 18 To. Enter address (including DoDAAC and/or RIC (if assigned)) of the 

activity indicated in Item 4 on face of the form. For Security Assistance, 

use the address for the appropriate ILCO.

Item 19 Enter action taken by responsible action office by placing an "X" in 

appropriate box(es). Do NOT check box 19f(2) for U.S. SDRs; the 

regulation(s) citation(s) applies only for shipments to Security Assistance 

customers. Also, see instructions for Item 23.

Item 20 Enter disposition instructions by placing an "X" in appropriate box(es). 

Also, see instructions for Item 23.

Item 21 Enter an "X" to indicate to the reporting activity that a new requisition is 

required if the materiel is still needed. Also, see instructions for Item 23.

Item 22 Enter an "X" to indicate a replacement shipment will be made and the 

approximate shipment date. Also, see instructions for Item 23.

Item 23 Remarks
DLM 4000.25, Volume 2, December 27, 2022

Change 15 

AP6.39-6 APPENDIX 6.39

General Conditions. Enter any clarification or information necessary for a 

complete reply. Enter corrective action taken to preclude future packaging 

discrepancies and/or record the SDR reply code (Appendix 7.28). This 

code and applicable narrative may be used rather than marking equivalent 

boxes for Items 19, 20, and 21. 

Item 24a Typed or Printed Name and Phone Number of Preparing Official. This is 

the individual authorized to provide an SDR response. Include both DSN 

and full commercial telephone numbers.

Item 24b Signature. Self-explanatory.

Item 24c Date. Use month, day, and four-position year (e.g., January 10, 2012). 

AP6.39.3. SUPPLY DISCREPANCY REPORT FOLLOW-UPS, CORRECTIONS, AND 

CANCELLATIONS

AP6.39.3.1. At the top of the original report annotate the appropriate word 

("FOLLOW-UP," "CORRECTION," or "CANCELLATION") and the date the follow-up, 

correction, or cancellation was prepared and forward to the same distribution addresses 

as the initial report.

AP6.39.3.2. Where there is any change to the point of contact information 

provided in block 14a of the original SF 364, enter the new point of contact name and 

telephone number(s) and e-mail address.

AP6.39.3.3. For corrected or cancelled SDRs, the initiator shall explain the 

clarifying data in detail in the "Remarks" block. Include the signature, date, DSN 

number, complete commercial telephone number, and e-mail address, if available, of 

the person preparing the revised report.
DLM 4000.25, Volume 2, December 27, 2022

Change 15

AP6.39-7 APPENDIX 6.39

SF364, Supply Discrepancy Report Form (Front)
DLM 4000.25, Volume 2, December 27, 2022

Change 15

AP6.39-8 APPENDIX 6.39

SF364, Supply Discrepancy Report Form (Reverse Side)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7AP7-1 APPENDIX 7

AP7. APPENDIX 7

DATA ELEMENTS AND CODES INDEX

Number Title

AP7.1 DOCUMENT IDENTIFIER CODES

AP7.2 SERVICE AND AGENCY CODES

AP7.3 ROUTING IDENTIFIER CODES

AP7.4 MEDIA AND STATUS CODES

AP7.5 STOCK OR PART NUMBERS

AP7.6 UNIT OF ISSUE AND QUANTITY

AP7.7 DOCUMENT NUMBER

AP7.8 DEMAND AND SUFFIX CODES

AP7.9 SUPPLEMENTARY ADDRESS

AP7.10 SIGNAL CODES

AP7.11 FUND CODES

AP7.12 DISTRIBUTION CODES

AP7.13 PROJECT CODES

MASTER PROJECT CODE LIST - w/ POC-POSTED TO WEBSITE ONLY

MASTER PROJECT CODE LIST - w/o POC-POSTED TO WEBSITE ONLY

AP7.14 PRIORITY DESIGNATORS, STANDARD AND REQUIRED DELIVERY 

DATES

AP7.15 ADVICE CODES

AP7.16 STATUS CODES

AP7.17 SHIPMENT HOLD CODES

AP7.18 COUNTRY AND ACTIVITY CODES

AP7.19 SECURITY ASSISTANCE PROGRAM TYPE OF ASSISTANCE AND 

FINANCING CODES

AP7.20 SUBSISTENCE TYPE OF PACK CODES

AP7.21 DISPOSAL AUTHORITY CODES

AP7.22 COOPERATIVE LOGISTICS PROGRAM SUPPORT CATEGORY CODES

AP7.23 PRECIOUS METALS INDICATOR CODES
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7AP7-2 APPENDIX 7

Number Title

AP7.24 AUTOMATED DATA PROCESSING IDENTIFICATION CODES

AP7.25 CUSTOMER IDENTIFICATION

AP7.26 DELIVERY PRIORITY/SPECIAL PROCESSING CODES

AP7.27 PRODUCT QUALITY DEFICIENCY REPORT (PQDR) RELEVANT DATA 

ELEMENTS

AP7.28 SUPPLY DISCREPANCY REPORT RELEVANT DATA ELEMENTS

AP7.29 STOCK READINESS RELEVANT DATA ELEMENTS

AP7.30 HAZARDOUS WASTE/MATERIAL CODE

AP7.31 MAPPING PRODUCT RELEVANT DATA ELEMENTS

AP7.32 REASON FOR REVERSAL CODE

AP7.33 DEMAND PLANNING STATUS CODE
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-1 APPENDIX 7.1

AP7.1. APPENDIX 7.1 

DOCUMENT IDENTIFIER CODES

AP7.1.1. Document Identifier Codes (DIC) (located in record position (rp) 1-3 of 

transactions) provide a means of identifying a given product (for example, a requisition, 

referral action, status transaction, follow-up, or cancellation) to the system to which it 

pertains and further identify such data as to the intended purpose, usage, and operation 

dictated. DIC enables automatic data processing (ADP) equipment to select the 

appropriate program(s) and to mechanically perform operations dictated by the data 

element or code and performs a similar function in manual operations. (All A__ and 

FT_ series DICs that are not listed in this appendix are reserved for future use and are 

not to be used unless authorized and disseminated by the DoD Military Standard 

Requisitioning and Issue Procedures (MILSTRIP) Administrator.)

AP7.1.2. DIC is a mandatory entry on all documents entering and leaving the supply 

distribution systems under MILSTRIP; therefore, each transaction shall be identified by 

an appropriate code.

AP7.1.3. Control of assignments of the first character of the DIC is a responsibility of 

the DoD. Alphabetic characters A and B have been assigned to the supply distribution 

system(s) for requisitioning and issue. Alphabetic characters FT are assigned to the 

Materiel Returns Program (MRP). In addition, alphabetic characters X, Y, and Z have 

been provided as variable codes usable in any or all systems but under the restrictive 

conditions hereafter indicated.

AP7.1.4. The following rationale is applicable only to DICs pertaining to MILSTRIP 

supply distribution system(s)

AP7.1.4.1. First Position (rp 1):

 AP7.1.4.1.1. Alphabetic A in rp 1 identifies requisitioning/issue systems 

transactions. 

 AP7.1.4.1.2. Alphabetic U in lieu of A in rp 1 identifies mobilization exercise 

requisitioning/issue transactions which shall not automatically be processed as real 

documents. Whether such transactions are created for simulation purpose only, or 

require action by elements of supply distribution system(s), they shall be explicated by 

the Component activity responsible for conducting the particular exercises. The 

following code blocks are reserved in the transaction formats for the legacy 80 record 

position logistics transactions for mobilization purposes:
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-2 APPENDIX 7.1

LOGISTICS SYSTEMS EXERCISE CODE BLOCK

MILSTRIP A - series U - series

MILSTRAP D - series E - series

Transportation1 T - series R - series

MILSBILLS F - series H - series

AP7.1.4.1.3. RESERVED:

AP7.1.4.1.4. Alphabetic B and X are provided to identify transactions relating 

to inventory control system(s) within the Components. Each Component may develop 

and assign these DICs but they will be confined to intra-Service use only.

AP7.1.4.1.5. Alphabetic C is provided to identify transactions relating to the 

inventory control system of the Defense Logistics Agency (DLA).

AP7.1.4.1.6. Alphabetic characters Y and Z are provided to facilitate 

assignment of DICs by Components that are necessary to internal depot, source of 

supply, or base operations when they cannot be identified directly to the preceding 

subparagraphs AP7.1.4.1.2. and AP7.1.4.1.4., when they are not universal in scope and 

application. Transactions containing codes Y or Z in the first position of the DIC may 

never appear on any transactions passed beyond the confines of a base, depot, 

Inventory Control Point (ICP), or equivalent.

AP7.1.4.2. Second position (rp 2) may contain alphabetic or numeric entries.

AP7.1.4.3. The third position (rp 3) may be either alphabetic or numeric. When 

used with alphabetic A in the first position of requisitions, passing orders, referral 

orders, redistribution orders, and MROs, any numeric in rp 3 shall signify that shipment 

of materiel is intended for an Outside Continental United States (OCONUS) consignee. 

Conversely, when rp 3 is any alphabetic character, it shall mean shipment to a domestic 

recipient. The actual character (regardless of whether numeric or alphabetic) will 

indicate the content of the stock or part number field.

AP7.1.5. The alphabetic FT_ series DICs are applicable to reporting and return of 

materiel to a distribution system.

AP7.1.5.1. First two positions (rp 1 and 2): Alphabetic FT shall identify 

transactions relating to the reporting and return of materiel to distribution systems 

irrespective of Component or systems within a Component.

AP7.1.5.2. Third position (rp 3) may be alphabetic or numeric.

1 See DTR 4500.9-R. “Defense Transportation Regulation.”
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-3 APPENDIX 7.1

AP7.1.6. Document identifier codes are listed below:

DOCUMENT IDENTIFIER CODES

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Provides means for identifying a transaction as to the 

system to which it pertains and further identifies such 

transaction as to its intended purpose and usage

RECORD POSITION(S): 1 through 3

. 

CODE DOCUMENT TITLE EXPLANATION

A01 Requisition For overseas shipment/with national stock number 

(NSN)/North Atlantic Treaty Organization (NATO) 

stock number 

A02 Requisition For overseas shipment/with part number

A04 Requisition For overseas shipment/with other

A05 Requisition For overseas shipment/with exception data2

A07 Requisition For overseas shipment/Overseas Dependent School 

System Requirement

A0A Requisition For domestic shipment/with NSN/NATO stock 

number

A0B Requisition For domestic shipment/with part number

A0D Requisition For domestic shipment/with other

A0E Requisition For domestic shipment/with exception data3

2 Processing activity shall, by screening of documents, determine whether the incoming requisition type 

document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be 

acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to 

correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22.

3 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-4 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A21 Redistribution Order For overseas shipment/with NSN/NATO stock 

number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation 

(Defense Logistics Manual (DLM) 4000.25, Volume 

3, Chapter 2).

A22 Redistribution Order For overseas shipment/with part number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A24 Redistribution Order For overseas shipment/with other. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A25 Redistribution Order For overseas shipment/with exception data4. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A27 Redistribution Order For overseas shipment/Overseas Dependent School 

System Requirement. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

4 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-5 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A2A Redistribution Order For domestic shipment/with NSN/NATO stock 

number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A2B Redistribution Order For domestic shipment/with part number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A2D Redistribution Order For domestic shipment/with other. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A2E Redistribution Order For domestic shipment/with exception data5. Also for 

use in support of the Retail Transportation and 

Supply Receipt and Acknowledgment Interchange 

(transactions identified by a Distribution Code = 111) 

from retail supply to transportation (DLM 4000.25, 

Volume 3, Chapter 2).

A31 Passing Order For overseas shipment/with NSN/NATO stock 

number

A32 Passing Order For overseas shipment/with part number

A34 Passing Order For overseas shipment/with other

A35 Passing Order For overseas shipment/with exception data6

A37 Passing Order For overseas shipment/Overseas Dependent School 

System Requirement

A3A Passing Order For domestic shipment/with NSN/NATO stock 

number

5 Ibid.

6 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-6 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A3B Passing Order For domestic shipment/with part number

A3D Passing Order For domestic shipment/with other

A3E Passing order For domestic shipment/with exception data7

A41 Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For overseas shipment/with NSN/NATO stock 

number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A42 Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For overseas shipment/with part number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A44 Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For overseas shipment/with other. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A45 Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For overseas shipment/with exception data8. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A47 Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For overseas shipment/Overseas Dependent School 

System Requirement. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

7 Ibid.

8 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-7 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A4A Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For domestic shipment/with NSN/NATO stock 

number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A4B Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For domestic shipment/with part number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A4D Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For domestic shipment/with other. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A4E Referral Order/Lateral 

Redistribution Order 

for Retail Assets

For domestic shipment/with exception data9. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM

4000.25, Volume 3, Chapter 2).

A51 Materiel Release 

Order

For overseas shipment/with NSN/NATO stock 

number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A52 Materiel Release 

Order

For overseas shipment/with part number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

9 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-8 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A54 Materiel Release 

Order

For overseas shipment/with other. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A55 Materiel Release 

Order

For overseas shipment/with exception data10. Also 

for use in support of the Retail Transportation and 

Supply Receipt and Acknowledgment Interchange 

(transactions identified by a Distribution Code = 111) 

from retail supply to transportation ( DLM 4000.25, 

Volume 3, Chapter 2).

A57 Materiel Release 

Order

For overseas shipment/Overseas Dependent School 

System Requirement. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A5A Materiel Release 

Order

For domestic shipment/with NSN/NATO stock 

number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A5B Materiel Release 

Order

For domestic shipment/with part number. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A5D Materiel Release 

Order

For domestic shipment/with other. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

10 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-9 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A5E Materiel Release 

Order

For domestic shipment/with exception data11. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A5J Disposal Release 

Order

From ICP to storage activity (may also be used by 

local generating activity). 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

A61 Materiel Release 

Denial

For overseas shipment/with NSN/NATO stock 

number

A62 Materiel Release 

Denial

For overseas shipment/with part number

A64 Materiel Release 

Denial

For overseas shipment/with other

A65 Materiel Release 

Denial

For overseas shipment/with exception data12

A67 Materiel Release 

Denial

For overseas shipment/Overseas Dependent School 

System Requirement

A6A Materiel Release 

Denial

For domestic shipment/with NSN/NATO stock 

number

A6B Materiel Release 

Denial

For domestic shipment/with part number

A6D Materiel Release 

Denial

For domestic shipment/with other

A6E Materiel Release 

Denial

For domestic shipment/with exception data13

11 Ibid.

12 Ibid.

13 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-10 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

A6J Disposal Release 

Denial

From storage activity to ICP

AB114 Direct Delivery Notice To requisitioner (rp 30-35)

AB215 Direct Delivery Notice To SUPADD (rp 45-50)

AB316 Direct Delivery Notice To rp 54

AB817 Direct Delivery Notice To Defense Automatic Addressing System (DAAS) 

from S/A for distribution by DAAS of Direct Delivery 

notice, DICs, AB1, AB2, and/or AB3, under 

MILSTRIP status distribution rules

AC1 Cancellation By requisitioner (rp 30-35)

AC2 Cancellation By SUPADD (rp 45-50)

AC3 Cancellation By rp 54

AC4 Cancellation By rp 55 (for intra-Service use only)

AC5 Cancellation By rp 56 (for intra-Service use only)

AC6 Cancellation From ICP/IMM to Storage Activity or Reporting 

Activity. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

AC7 Cancellation From ICP/IMM to Storage Activity. Results from the 

receipt of a universal cancellation request. 

ACJ Disposal Release 

Cancellation

From ICP to storage activity. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

14 Use of DIC AB_ changed from intra- to inter-Service for direct delivery from procurement last reported 

as not implemented by Government Services Administration (GSA). Refer to AMCL 155.

15 Ibid.

16 Ibid.

17 Ibid. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-11 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

ACM Cancellation From ICP to procurement activity. Results from the 

receipt of a universal cancellation request

ACP Cancellation From ICP to procurement activity. Cancellation for 

indicated quantity of the item listed on the 

procurement instrument or procurement document 

designated by the number in rp 62-74

AD1 FMS Notice of 

Availability (initial key 

document)

To designated CR/FF. Will accompany the FMS 

NOA Initial Detail document

AD2 FMS Notice of 

Availability (initial 

detail document)

To designated CR/FF. Will accompany the FMS 

NOA Initial Key document

AD3 FMS Notice of 

Availability (delay key 

document)

To designated CR/FF. Will accompany the FMS 

NOA Delay Detail document

AD4 FMS Notice of 

Availability (delay 

detail document)

To designated CR/FF. Will accompany the FMS 

NOA Delay Key document

AD5 FMS Notice of 

Availability (reply 

document)

To the activity originating the NOA

ADR FMS Notice of 

Availability (export 

release Required)

To designate CR/FF. Will accompany the FMS NOA 

Initial Detail document

AE1 Supply Status To requisitioner (rp 30-35) in U.S. requisition. To 

Grant Aid country status recipient from 

ILCO/monitoring activity

AE2 Supply Status To SUPADD (rp 45-50) in U.S. requisition. To FMS 

country status recipient from ILCO/monitoring activity

AE3 Supply Status To rp 54 activity in U.S. requisition. Also used from 

source of supply to ILCO/monitoring activity on 

Security Assistance requisitions

AE4 Supply Status To rp 55 (for intra-Service use only)

AE5 Supply Status To rp 56 (for intra-Service use only)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-12 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AE6 Supply Status To ICP/IMM from storage or reporting activity in 

response to a DIC AF6, AC6, AC7, DIC A4_ series 

with Distribution Code 2, or A5_ series when a DIC

AR_ series or DIC AS6, does not apply. Also for use 

in support of the Retail Transportation and Supply 

Receipt and Acknowledgment Interchange

(transactions identified by a Distribution Code = 111) 

from transportation to retail supply activity to provide 

status, unsolicited, for cargo incheck, hold/delay 

status, supply status, and cancellation responses

(DLM 4000.25, Volume 3, Chapter 2).

AE8 Supply Status To DAAS from S/A for distribution by DAAS of supply 

status DIC AE1, AE2, and/or AE3 under MILSTRIP 

status distribution rules

AE9 Supply Status From DAAS:

a. To activities identified by M&S (rp 7), and/or 

distribution code (rp 54) to advise of the rerouting or 

change to a MILSTRIP requisition transaction as 

reflected by the status code (rp 65-66)

b. To activity in rp 30-35 when the M&S is 0, and rp 54 

is blank or invalid to advise of rerouting or change to a 

MILSTRIP requisition transaction as reflected by the 

status code (rp 65-66)

c. To activities in rp 30-35, 45-50, and 54 to advise of 

rejection of a MILSTRIP requisition transaction as 

reflected by supply status code (rp 65-66)

d. To “From” RIC (rp 74-76) to advise of the rerouting 

of a DIC A3_ (passing order), or DIC A4_ (referral 

order) 

e. From DAAS on behalf of an identified internet ordering 

application with Supply Status CX to all status recipients 

(identified in rp 30-35, 45-50, and 54) to advise of rejection 

due to lack of available funds or other criteria associated 

with the funds verification process. The internet ordering 

application used by the customer for submission of the 

requisition/referral order is identified as the RIC-From (rp 

4-6). Rejection is the result of the DoD Component 

responding to the funds verification request and not the 

DAAS or source of supply.18

18 Used by internet ordering applications on requisitions, modifications, and follow-ups for subsequent 

rejection by DAAS. Refer to ADC 328.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-13 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AEA Supply Status For Service prepared Security Assistance requisitions 

with NSN/NATO Stock Number

AEB Supply Status For Service prepared Security Assistance requisitions 

with part number

AED Supply Status For Service prepared Security Assistance 

requisitions/with other

AEE Supply Status For Service prepared Security Assistance 

requisitions/with exception data

AEJ Disposal Supply 

Status

From storage activity to ICP. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from transportation to retail supply 

activity to provide status, unsolicited, for cargo incheck, hold/delay status, supply status, and 

cancellation responses (DLM 4000.25, Volume 3, 

Chapter 2).

AF1 Follow-up By requisitioner (rp 30-35)

AF2 Follow-up By SUPADD (rp 45-50)

AF3 Follow-up By rp 54

AF4 Follow-up By rp 55 (for intra-Service use only)

AF5 Follow-up By rp 56 (for intra-Service use only)

AF6 Follow-up By ICP to storage or reporting activity. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

AFC Follow-up (request for 

improved ESD)

Furnished by requisitioning activities as requests to 

sources of supply to initiate actions which will 

improve estimated availability dates provided in 

supply status transactions
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-14 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AFJ Disposal Release 

Follow-up

From ICP to storage activity. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

AFT Request for Shipment 

Tracing-Registered, 

Insured, and Certified 

Parcel Post

From consignee (based on signal code) to source of 

supply and ILCO to source of supply unless business 

firm or civilian contractor not required to process 

follow-ups received from Military sources. In this 

case, from consignee to ICP and ILCO to ICP

AFX19 Disposal 

Shipment/Receipt 

Confirmation Followup

From DLA Disposition Services to rp 30-35 or from 

ICP/IMM to rp 4-6 

AFY20 Follow-up (Request for 

DoDAAC of Initial 

Transportation 

Shipping Activity)

A request to source of supply to obtain the DoDAAC 

of the initial (origin) transportation shipping activity for 

tracing shipments. 

AFZ Disposal Shipment 

Confirmation Followup (DIC ASZ not 

received)

From DLA Disposition Services to rp 30-35 or from 

ICP/IMM to rp 4-6 

AG6 Reply to Cancellation 

Request

To ICP from storage activity

AGJ Reply to Disposal 

Release Cancellation

From storage activity to ICP

AK1 Follow-up on 

Cancellation Request 

(process as 

cancellation if original 

cancellation not 

received)

By requisitioner (rp 30-35)

19 Establishing intransit control procedures for shipments to DLA Disposition Services Field Offices last 

reported as not implemented by USAF and USMC. Refer AMCL 158B.

20 Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not 

implemented by GSA. Refer to AMCL 5.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-15 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AK2 Follow-up on 

Cancellation Request 

(process as 

cancellation if original 

cancellation not 

received)

By SUPADD (rp 45-50)

AK3 Follow-up on 

Cancellation Request 

(process as 

cancellation if original 

cancellation not 

received)

By rp 54

AK4 Follow-up on 

Cancellation Request 

(process as 

cancellation if original 

cancellation not 

received)

By rp 55 (for intra-Service use only)

AK5 Follow-up on 

Cancellation Request 

(Process as 

cancellation if original 

cancellation not 

received)

By rp 56 (for intra-Service use only)

AK6 Follow-up on 

Cancellation Request 

(process as 

cancellation if original 

cancellation not 

received)

From ICP to storage activity

AKJ Disposal Release 

Cancellation Follow-up

From ICP storage activity

AM1 Document Modifier 

(process as requisition 

if original document 

not received)

For overseas shipment/with NSN/NATO stock 

number
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-16 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AM2 Document Modifier 

(process as requisition 

if original document 

not received)

For overseas shipment/with part number

AM4 Document Modifier 

(process as requisition 

if original document 

not received)

For overseas shipment/with other

AM5 Document Modifier 

(process as requisition 

if original document 

not received)

For overseas shipment/with exception data21

AMA Document Modifier 

(process as requisition 

if original document 

not received)

For domestic shipment/with NSN/NATO stock 

number

AMB Document Modifier 

(process as requisition 

if original document 

not received)

For domestic shipment/with part number

AMD Document Modifier 

(process as requisition 

if original document 

not received)

For domestic shipment/with other

AME Document Modifier 

(process as requisition 

if original document 

not received)

For domestic shipment/with exception data22

21 Processing activity shall, by screening of documents, determine whether the incoming requisition type 

document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be 

acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to 

correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22. 

22 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-17 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AMF23 Document Modifier 

(process only to 

change SUPPADD 

and signal code field)

From ICP to procurement activity. Changes 

SUPADD and signal code. 

AMJ Disposal Release 

Order Modification

To storage activity from ICP (Not applicable for 

MILSTRIP legacy formatted transactions; used for 

DLMS transaction exchange only).

AMP Document Modifier 

(process only to 

change RDD field)

From ICP to procurement activity. Changes RDD 

field (rp 62-64) to Expedite Handling Signal 555. 

AN1 Materiel Obligation 

Validation Request

To requisitioner (rp 30-35)

AN2 Materiel Obligation 

Validation Request

To SUPADD (rp 45-50)

AN3 Materiel Obligation 

Validation Request

To rp 54

AN4 Materiel Obligation 

Validation Request

To rp 55 (for intra-Service use only)

AN5 Materiel Obligation 

Validation Request

To rp 56 (for intra-Service use only)

AN9 Materiel Obligation 

Validation Control 

Document

Header document used when forwarding request 

documents by DMS or mail

ANZ Materiel Obligation 

Validation Request 

Follow-up Control

Header document used when following up on request 

documents previously forwarded (DIC AN9) by DMS 

or mail

AP1 Materiel Obligation 

Validation Response

From requisitioner (rp 30-35)

AP2 Materiel Obligation 

Validation Response

From SUPADD (RP 45-50)

AP3 Materiel Obligation 

Validation Response

From rp 54

23 Revised requisition modifier procedures last reported as not implemented by USMC. Refer to AMCL 

123C.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-18 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AP4 Materiel Obligation 

Validation Response

From rp 55 (for intra-Service use only)

AP5 Materiel Obligation 

Validation Response

From rp 56 (for intra-Service use only)

AP824 Materiel Obligation 

Validation Response

DAAS transaction to effect MOV response for 

specified activities. Also used by activities to have 

DAAS provide responses for validated MOV requests 

(Chapter 7, C7.1.11.2.)

AP9 Receipt Confirmation 

for Materiel Obligation 

Validation Requests

Return document for acknowledgment of documents 

transmitted either by DMS or mail

APR25 Materiel Obligation 

Validation 

Reinstatement 

Request

Notification to source of supply requesting 

reinstatement of a requisition canceled under MOV

APX Notice of Non-receipt 

of Total Batch of MOV 

Documents

Notification to DAAS or the source of supply that the 

total number of documents indicated in the control 

document was not received

AR0 Materiel Release 

Confirmation

To ICP from storage. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

ARA Materiel Release 

Confirmation

For release of quantity greater than requested (due to 

unit pack). 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

24 Use of revised MOV temporary suspension procedures for selected activities last reported as not 

implemented by USMC. Refer to AMCL 37.

25 Established procedures to reinstate canceled requisitions last reported as not implemented by USN. 

Refer to AMCL 150C.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-19 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

ARB Materiel Release 

Confirmation

For release of quantity less than requested (due to 

unit pack). 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

ARH Force Closed Materiel 

Release Confirmation

For use by ICPs and storage activities to force close 

open MRO records. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

ARJ Disposal Release 

Confirmation

From storage activity to ICP. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

ARK Disposal Release 

Confirmation

From storage activity to ICP for release of quantity 

greater than requested. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

ARL Disposal Release 

Confirmation

From storage activity to ICP for release of quantity 

less than requested. 

Also for use in support of the Retail Transportation 

and Supply Receipt and Acknowledgment

Interchange (transactions identified by a Distribution 

Code = 111) from retail supply to transportation (DLM 

4000.25, Volume 3, Chapter 2).

AS1 Shipment Status To requisitioner (rp 30-35) in U.S. requisition. To 

Grant Aid country status recipient from 

ILCO/monitoring activity

AS2 Shipment Status To SUPADD (rp 45-50) in U.S. requisition. To 

Security Assistance country status recipient from 

ILCO/monitoring activity
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-20 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AS3 Shipment Status To rp 54 activity in U.S. requisition. Also used from 

source of supply to ILCO/monitoring activity on 

Security Assistance requisitions

AS4 Shipment Status To rp 55 (for intra-Service use only)

AS5 Shipment Status To rp 56 (for intra-Service use only)

AS6 Shipment Status To ICP/IMM from reporting activities for LRO 

shipments of retail assets

AS8 Shipment Status To DAAS from S/A for distribution by DAAS of AS_ 

shipment status under MILSTRIP distribution rules

ASH Pseudo Shipment 

Status for 

Unconfirmed Materiel 

Release Orders

From ICP to DAAS for distribution under MILSTRIP 

rules. This transaction shall be used by the ICP as 

shipment status for unconfirmed MROs

ASY26 Shipment Status 

(DoDAAC of Initial 

Transportation 

Shipping Activity)

The source of supply response to the request for 

DoDAAC of the initial (origin) transportation shipping 

activity

ASZ Disposal Shipment 

Confirmation

From shipping activity to DLA Disposition Services

AT1 Follow-up (process as 

requisition if original 

requisition not 

received)

For overseas shipment/with NSN/NATO stock 

number

AT2 Follow-up (process as 

requisition if original 

requisition not 

received)

For overseas shipment/with part number

AT4 Follow-up (process as 

requisition if original 

requisition not 

received)

For overseas shipment/with other

26 Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not 

implemented by GSA. Refer to AMCL 5.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-21 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AT5 Follow-up (process as 

requisition if original 

requisition not 

received)

For overseas shipment/with exception data27

AT7 Follow-up (process as 

requisition if original 

requisition not 

received)

For overseas shipment/Overseas Dependent School 

System Requirement

ATA Follow-up (process as 

requisition if original 

requisition not 

received)

For domestic shipment with NSN/NATO stock 

number

ATB Follow-up (process as 

requisition if original 

requisition not 

received)

For domestic shipment with part number

ATD Follow-up (process as 

requisition if original 

requisition not 

received)

For domestic shipment with other

ATE Follow-up (process as 

requisition if original 

requisition not 

received)

For domestic shipment with exception data28

AU1 Reply to Cancellation 

Request-Shipment 

Status

To requisitioner (rp 30-35)

AU2 Reply to Cancellation 

Request-Shipment 

Status

To SUPADD (rp 45-50)

AU3 Reply to Cancellation 

Request-Shipment 

Status

To rp 54

27 Processing activity shall, by screening of documents, determine whether the incoming requisition type 

document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be 

acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to 

correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22.

28 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-22 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

AU4 Reply to Cancellation 

Request-Shipment 

Status

To rp 55 (for intra-Service use only)

AU5 Reply to Cancellation 

Request-Shipment 

Status

To rp 56 (for intra-Service use only)

AU8 Reply to Cancellation 

Request-Shipment 

Status

To DAAS from S/A for distribution by DAAS of status 

(AU_) under MILSTRIP distribution rules

AU0 Reply to Cancellation 

Request-Materiel 

Release Confirmation

To ICP. Release of quantity same as requested

AUA Reply to Cancellation 

Request-Materiel 

Release Confirmation

To ICP. Release of quantity greater than requested 

(due to unit pack)

AUB Reply to Cancellation 

Request-Materiel 

Release Confirmation

To ICP. Release of quantity less than requested 

(due to unit pack)

AX129 Inventory Control point 

GovernmentFurnished Materiel 

Validation Request

From ICP to MCA to validate GFM transactions to a 

valid contract. May be intercepted by DAAS when 

applied to contractor requisitions submitted via DoD

EMALL indicating payment by corporate credit card.

AX230 Management Control 

Activity GovernmentFurnished Materiel 

Validation Response

From MCA to ICP. Response to ICP validation 

request of GFM transactions. Also used by DAAS 

when applied to contractor requisitions submitted via 

DoD EMALL indicating payment by corporate credit 

card.

FTA Automatic Return 

Notification

Customer or maintenance activity notification to a 

source of supply of an automatic return

29 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

30 Processing activity shall, by screening of documents, determine whether the incoming requisition type 

document contains NSN/NATO Stock Number, part number, or other. If item identifying data can be 

acted upon without need for further exception data, the code in rp 3 shall be changed, as appropriate, to 

correspond to the NSN/NATO Stock Number, part number, or other in rp 8-22.. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-23 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

FTB Reply to Follow-up for 

Materiel Return 

Program Credit

Reserved for DLM 4000.25, Volume 4 (MILSBILLS

Procedures) 

FTC Cancellation of 

Customer Asset 

Report

Customer Cancellation of previously submitted asset 

report

FTD Disposition 

Instructions

ICP/IMM status to customer advising of delay in 

response to asset report

FTE Customer Asset 

Report

Customer report of available assets

FTF Follow-up for ICP/IMM 

Reply to Customer 

Asset Report

Customer follow-up to ICP/IMM

FTG31 Customer Asset 

Report (Partnumbered items)

Customer report of available assets for partnumbered items. (Not authorized for asset reports 

directed to DLA.)

FTL Materiel Returns 

Program Supply 

Status

Customer Status to ICP/IMM indicating estimated 

date of shipment

FTM Shipment Status Customer status to ICP/IMM indicating release of 

shipment to carrier

FTP Follow-up for Materiel 

Return Program Credit

Reserved for DLM 4000.25, Volume 4 (MILSBILLS

Procedures)

FTQ DAAS Customer Asset 

Report Information 

Status

DAAS status to customer indicating actions on 

reports of assets

FTR Reply to Customer 

Asset Report

ICP/IMM reply to customer asset report

FTT Follow-up for ICP/IMM 

Materiel Receipt 

Status

Customer follow-up due to non-receipt of ICP/IMM 

receipt acknowledgment

31 Use of part-numbers in the Materiel Returns Program last reported as not implemented by USMC. 

Refer to AMCL 167.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.1-24 APPENDIX 7.1

CODE DOCUMENT TITLE EXPLANATION

FTZ ICP/IMM Materiel 

Receipt Status

ICP/IMM advice to customer of receipt or non-receipt

of materiel

FT6 ICP/IMM Follow-up ICP/IMM follow-up materiel authorized to be returned
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.2-1 APPENDIX 7.2

AP7.2. APPENDIX 7.2 

SERVICE AND AGENCY CODES1

DLMS SERVICE CODES

NUMBER OF 

CHARACTERS: One or two

TYPE OF CODE: Alpha

EXPLANATION: Services/Agency (S/A) codes are designed to accommodate S/A 

identity in Defense Logistics Management Standards (DLMS) 

documentation. For this purpose, these codes are used in conjunction 

with other codes to identify the parent S/A of requisitioners and other 

addressees. The S/A codes shall be used in rp 4, 30, 31, 45, 46, 67, 

and 74 of the DD Form 1348 series of documents according to the 

following DLMS record position key:

4 First position of the Routing Identifier Code (RIC)

30 First position of the Document Number

31 Second position of the Document Number

45 First position of Supplementary Address

46 Second position of Supplementary Address

67 First position of RIC for U.S. storage activity preparing the

 DD Form 1348-1A or DD Form 1348-2 

74 First position of the RIC

By exception, two position combination codes using the authorized S/A 

code and a specified second position are authorized to identify 

contractor DoDAACs.2 FEDSTRIP provides for the use of the two 

position codes, defined as civil Agency codes, to be entered in rp 30-31 

and 45-46 of the Government Services Administration (GSA) Form 

1348 series of documents. The DLMS Service codes3 and the Federal 

Standard Requisitioning and Issue Procedure (FEDSTRIP) Agency 

codes4 are listed below:

1 Refer to the Treasury Financial Manual Supplement--FAST Book (Part II link to Independent Agencies) 

for listing of Federal Civil Agency codes 

https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm used as the first two positions 

of the activity address code (AAC).

2 Combination codes authorized for USCG and DLA. Refer to ADC 319.

3 Mandatory usage rules for Service and Agency Codes are established for the assignment of DoD 

Activity Address Codes (DoDAACs) and Routing Identifier Codes (RICs). Further stratification for 

DoDAAC assignment usage rules may be found in the Logistics Data Resources Management System 

(LOGDRMS) under DLMS Qualifier/DLMS Code List ID 71, Service and Agency Code. 4 Refer to the Treasury Financial Manual Supplement--FAST Book (Part II link to Independent Agencies) 

for listing of Federal Civil Agency codes 

https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm used as the first two positions 

of the activity address code (AAC).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.2-2 APPENDIX 7.2

RECORD POSITION: 4, 30, 31, 45, 46, 67, and/or 74

SERVICE CODES

CODE 4 5 30 31 45 46 67 68 74 75 S/A REMARKS

A A A A A A Army

B B B B Army

B B B Army Security Assistance Use 

Only5

C C C C Army

C C C Army Contractor Use Only

D D D D Air Force

D D D Air Force Security Assistance Use 

Only6

E E E E Air Force

E E E Air Force Contractor Use Only

F F F F F F Air Force

G G G G G G GSA

H H H H Other DoD 

Activities

Note: To designate 

other7 DoD Activity 

contractors, you must 

use Service Code H with 

G. When code HG is 

used, rp 30-31 or 45-46 

shall contain the HG 

code, as appropriate8.

H H G H G Other DoD Activity 

Contractors

H H H Not Assigned

I I Missile Defense 

Agency

Security Assistance Use 

Only

J J J J J J Air Force

K K K K Not Assigned

K K K Marine Corps Security Assistance Use 

Only9

L L L Not Assigned

L L L L Marine Corps Contractor Use Only

5 On Grant Aid requisitions, rp 45 shall contain S/A Code Y.

6 Ibid.

7 Procedures to control access to DoD material inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

8 Mandatory usage rules for Service and Agency Codes are established for the assignment of DoD 

Activity Address Codes (DoDAACs) and Routing Identifier Codes (RICs). Further stratification for 

DoDAAC assignment usage rules may be found in the Logistics Data Resources Management System 

(LOGDRMS) under DLMS Qualifier/DLMS Code List ID 71, Service and Agency Code. 9 On Grant Aid requisitions, rp 45 shall contain S/A Code Y.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.2-3 APPENDIX 7.2

SERVICE CODES

CODE 4 5 30 31 45 46 67 68 74 75 S/A REMARKS

M M M M M M Marine Corps

N N N N N N Navy

O Not Assigned

P P P P Navy

P P P Navy Security Assistance Use 

Only10

Q Q Q Q Navy 

Q Q Q Navy Contractor Use Only

R R R R R R Navy

S S S S S S DCMA See footnote11

S S S S S S DLA See footnote12

S S D S D DLA Contractor Use Only

T T T T DLA

T T DLA Security Assistance Use 

Only13

T T (See Footnote14 )

U U U U Not Assigned

U U U DLA Contractor Use Only

V V V Navy

V V V V Navy Contractor Use Only

V V V Not Assigned

W W W W W W Army

X Reserved (Used internally by DLA 

Transaction Services)

Y Y15 Reserved See Footnote

Z Z Z Z Z Z Z Coast Guard

10 Ibid. 11 DCMA: DoDAACs begin with S and end with A; any character is allowed in between. RICs are in

the format S-numeric-alpha, where the numeric value is 6, 7, or 8 only.

12 DLA: S-series excluding those values that fall within the DCMA format rules identified in the previous 

footnote for DCMA.

13 On Grant Aid requisitions, rp 45 shall contain S/A Code Y. 14 S/A Code T entered in rp 45 may be used for any Foreign Military Service (FMS) country Defense 

organization which is not designated as an element of that country’s Army, Navy, Air Force, or Marine 

Corps.

15 Identifies Security Assistance Grant Aid when used in a Security Assistance requisition (as designated 

by rp 30). Otherwise, considered nonsignificant except by coordinated prior agreement or authorized 

procedures for inter-Service ownership transfer of ammunition/ammunition-related materiel. See 

Appendix 7.9 for details.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.2-4 APPENDIX 7.2

SERVICE CODES

CODE 4 5 30 31 45 46 67 68 74 75 S/A REMARKS

Z Z 0 Z 0 Coast Guard Contractor Use Only
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Change 13

AP7.2-5 APPENDIX 7.2

FEDSTRIP CIVIL AGENCY CODES16

NUMBER OF CHARACTERS: Two.

TYPE OF CODE: Numeric, Numeric. 

EXPLANATION: Identifies civil agencies under FEDSTRIP

RECORD POSITION(S): 30-31 and 45-46.

SPECIAL PROGRAM ACTIVITY CODES17

NUMBER OF CHARACTERS: Two.

TYPE OF CODE: First-position Numeric, Second-position Alpha.

EXPLANATION: Identifies special program activities that are neither 

DoD or Federal Agencies

RECORD POSITION(S): 30-31 and 45-46.

16 Refer to the Treasury Financial Manual Supplement – FAST Book (Part II link to Independent 

Agencies) for linsitn of Federal civil Agency codes 

https://www.fiscal.treasury.gov/fsreports/ref/fastBook/fastbook_home.htm used as the first two positions 

of the AAC. 17 Request for Implementation Date for Approved DLMS Change (ADC) 384, Special Programs for 

NonDoD/No-Federal Agency Requisitioners and Administrative Change for Contractor DoDAACs, 

January 18, 2011
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.3-1 APPENDIX 7.3

AP7.3. APPENDIX 7.3

ROUTING IDENTIFIER CODES

AP7.3.1. Routing Identifier Codes (RIC) (located in rp 4-6, 67-69, and 74-76 of 

transactions) are assigned by Service/Agencies (S/A) for processing inter-S/A, and 

intra-S/A logistical transactions. The codes serve multiple purposes in that they are 

supply source codes, intersystem routing codes, intrasystem routing codes and 

consignor (shipper) codes. Defense Automatic Addressing System (DAAS) maintains 

an electronic database of these codes; users with accounts1 can access the database 

from the DAAS portal: https://www2.transactionservices.dla.mil/portal/portal.asp. Those 

without accounts can access the database, with limited functionality at 

https://www.transactionservices.dla.mil/DAASINQ.

AP7.3.2. To qualify for assignment of a RIC, the facility/activity must be an integral and 

predetermined element of an established logistical system and must perform a general 

logistical control, distribution and/or storage mission (to include bases, posts, camps, 

and stations, when applicable).

AP7.3.3. The use of a RIC on any one document does not infer, imply, or intend that 

follow-on documentation resulting from there must contain the same RIC or any element 

thereof. It is a fundamental premise of Military Standard Requisitioning and Issue 

Procedures (MILSTRIP) that any RIC serves as only one of the following:

AP7.3.3.1. An address to indicate the intended recipient of the document for 

logistical actions.

AP7.3.3.2. Identification of the actual consignor (shipper) on supply type 

release/receipt transactions originated within the distribution system(s).

AP7.3.4. All authorized RICs shall contain one of the characters depicting Service 

assignment as listed in Appendix 7.2, Service and Agency Codes, in the first position.

AP7.3.5. The second and third positions may be in any combination of alphanumerics,

except as noted in Appendix 7.2. These positions may identify either a facility or activity 

of the S/A depicted by the first position.

AP7.3.6. Each S/A is responsible for the assignment of RICs to its facilities and 

activities. A S/A that has activities located at another S/A facility shall assign its own 

RIC to the activity. A S/A which has assets located at another S/A facility shall use the 

RIC assigned by the S/A owning/operating the facility. (An appropriate RIC may be 

assigned to identify these assets when requested by the S/A owning the assets.) 

1 DAAS requires a user authorization to obtain information from their website. Users without approved 

access to DAAS (user id and password), must complete a request for access available on the DAAS

Website https://www.transactionservices.dla.mil/sar/sar_menu.asp
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Change 13

AP7.3-2 APPENDIX 7.3

Washington Headquarters Service (WHS) shall make RIC H_ series assignments for 

“Other DoD Activities.”

AP7.3.7. Each S/A shall designate a coordinator with the responsibility to control, 

monitor, and submit/validate all RIC additions, revisions, and deletions relative to its 

S/A. In most cases the DoDAAC and RIC coordinators (or monitors) are the same. S/A 

coordinators established for assignment of RICs are available at

http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/

AP7.3.8. DAAS maintains the RIC database and serves as the focal point for receipt of 

all RIC database revisions. DAAS will monitor RIC code assignment for compliance 

with the above assignment rules. RIC database is published electronically and updated 

from requests for additions, changes, and/or deletions as submitted by the Component 

RIC coordinators. Interested parties may interrogate the RIC database through the 

DAAS Website2 at https://www.transactionservices.dla.mil/DAASINQ.

2 DAAS requires a user authorization to obtain information from their website. Users without approved 

access to DAAS (user id and password), must complete a request for access available on the DAAS

https://www.transactionservices.dla.mil/sar/sar_menu.asp.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP-7.4-1 APPENDIX 7.4

AP7.4. APPENDIX 7.4 

MEDIA AND STATUS CODES

AP7.4.1. General. This appendix delineates business rules for furnishing status on 

DLMS requisitions, Materiel Returns Program (MRP), and related transactions based 

upon the Media and Status (M&S) code. The M&S code is populated on the initiating 

transaction to identify the desired status recipient(s) and the type of status to be 

provided. Once assigned, the M&S code is perpetuated to subsequent transactions. 

AP7.4.1.1. Based upon the status recipient profile, DLA Transaction Service’s 

Defense Automatic Addressing System (DAAS) will determine the appropriate 

communication process/format, e.g., Defense Information System Network (DISN) using 

DLMS (X12/XML) or the legacy 80 record position (rp) format, or DLA Transaction 

Services Automatic Message Exchange System (DAMES). The original M&S code set 

defined the media for communication of status, as well as the type of status and 

required recipients. However, with the substitution of web portals for viewing status 

where transactional exchange is not available, document mailing has been terminated, 

thus eliminating the option for the user to specify a communication media by M&S code. 

Requisitioners without communication services supported by DAAS may use various 

web portals for supply and shipment status. Web portals include:

• DoD EMALL - registration required; provides visibility of status for orders 

sourced by DLA, 

• GSA Advantage Requisition Status - no registration required; visibility of 

status on orders sourced by GSA or provided by any source via DAAS to 

civil agency customers, and 

• Web Visual Logistics Information and Processing System (WebVLIPS) - 

registration required; provides visibility of status processed via DAAS for 

all sources of supply. 

AP7.4.1.2. Selected requisition-related and MRP transactions that identify status 

recipients and are applicable to the procedures discussed in this appendix are identified 

in Table AP7.4.T1. 

Table AP7.4.T1. Transactions Used for Identification of Status Recipients

Transaction Name DLMS Transaction

Document 

Identifier Code 

(DIC)

Transaction Category: Requisition-Related

Requisition/

Requisition Passing Order/ 

Requisition Referral Order

511R with Transaction Type Code AN 

511R with Transaction Type Code BM

511R with Transaction Type Code BN

A0_

A3_

A4_
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Change 13

AP-7.4-2 APPENDIX 7.4

Requisition Modification 511M AM_

Requisition Follow-Up 869F AT_

Materiel Obligation 

Validation (MOV) Requisition 

Reinstatement Request

517M with Transaction Type Code AW APR

Transaction Category: Materiel Returns

Customer Asset Report 180M with Transaction Type Code FT FTE/FTG

Automatic Return 180M with Transaction Type Code FT and 

Action Code RF 

FTA

AP7.4.1.3. Status transactions include supply and shipment status, as well as 

materiel obligation validation (MOV) and responses to MRP transactions. Selected 

transactions applicable to procedures discussed in this appendix are identified in Table 

AP7.4.T2. 

Table AP7.4.T2. Status Transactions

Transaction Name DLMS Transaction DIC

Supply Status 870S AE_, AB_

Supply status provided to DAAS AE8, AB8

Supply status to status recipients AE1, AE2, AE3, 

AE9, AB1, AB2, 

AB3 

Shipment Status 856S AS_, AU_

Shipment status provided to DAAS AS8, AU8

Shipment status to status recipients AS1, AS2, AS3, 

AU1, AU2, AU3

MOV Response 517M with Transaction Type Code 

AP 

AP_

MOV Response provided to DAAS AP8

MOV Response to status recipients AP1, AP2, AP3

Materiel Returns Supply 

Status/Follow-up

870M FT6, FTD, FTR, 

FTQ, FTZ

Reply to Follow-Up for 

Credit Status (MILSBILLS)

812L FTB
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP-7.4-3 APPENDIX 7.4

AP7.4.1.4. Status recipients may be identified by using the M&S code as a pointer 

to various organizations identified by coded data within the transaction:

Table AP7.4.T3. Derivation of Status Recipients

Status 

Recipient

DLMS Location/Data Reference 

(X12 Segment/Code)

Signal 

Code

Legacy 

Location/Data 

Reference 

(RP)

Requisitioner Document Number DoDAAC

(REF or N9/TN – Transaction Reference 

Number)

Any Document Number 

DoDAAC 

(30-35)

Reporting 

Activity

Document Number DoDAAC

(REF or N9/TN – Transaction Reference 

Number)

Any Document Number 

DoDAAC 

(30-35)

Ship-To and/or 

Bill-To 

Ship-To and/or Bill-To (when other than 

the requisitioner)

(N1/ST – Ship To; BT – Bill- to-Party; or 

BS –Bill and Ship To) 

Perpetuated to the supplemental address 

(SUPADD) /data

(LQ/A9 – Supplemental Data)

B, J, 

K, L, 

M 

SUPADD

(40-45)

Credit-To Credit-To (when other than the reporting 

activity) 

(LQ/ZB – Party to Receive Credit)

Perpetuated to the supplemental address 

(SUPADD)/data

(LQ/A9 – Supplemental Data)

B or K SUPADD

(40-45)

Credit-To Credit-To (when other than the reporting 

activity or SUPADD) equates to the 

DoDAAC associated with the Fund Code 

in the Fund Code to DoDAAC Conversion 

Table (see DLMS Volume 4, Finance, 

Appendix 1.01) May be perpetuated to the 

credit-to 

(LQ/ZB – Party to Receive Credit)

C or L Fund Code 

(52-53)

Distribution 

Activity

Distribution Activity equates to the 

DoDAAC associated with a significant 

entry in first position of the Distribution 

Code in the Distribution Code Table (see 

Any Distribution Code 

(54)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP-7.4-4 APPENDIX 7.4

Table AP7.4.T3. Derivation of Status Recipients

Status 

Recipient

DLMS Location/Data Reference 

(X12 Segment/Code)

Signal 

Code

Legacy 

Location/Data 

Reference 

(RP)

DLMS Appendix 7.12). 

(LQ/AK – Distribution Code)

AP7.4.1.5. The M&S code is not used for all status distribution processing:

 AP7.4.1.5.1. Services may provide status to distribution activities identified 

by the second or third position of the distribution code on an intra-Service basis. 

 AP7.4.1.5.2. Under the DLMS, not all status recipients are identified by the 

M&S Code. An enhancement to DLMS transactions allows for discrete identification of 

status recipients by DoDAAC when not specified by the M&S Code (see N1 

Segment/Code Z1 – Party to Receive Status). DAAS will provide distribution to these 

activities when status distribution is required.

AP7.4.1.6. M&S codes are used in different ways on requisition-related and MRP 

transactions. 

 AP7.4.1.6.1. On requisition-related transactions:

 AP7.4.1.6.1.1. M&S may indicate that status is to be furnished to the 

requisitioner and/or the ship-to/bill-to activity. 

 AP7.4.1.6.1.2. M&S may indicate that no status is to be provided to the 

requisitioner or the ship-to/bill-to activity (M&S O and Y).

 AP7.4.1.6.1.3. M&S may indicate that status is restricted to the 

Secondary Inventory Control Activity (SICA) identified by the distribution code (first 

position) under all circumstances on transactions for nonconsumable items (M&S 8).

 AP7.4.1.6.2. With the exception of M&S 8, M&S codes do not apply to: 

 AP7.4.1.6.2.1. The mandatory provision of shipment status to all valid 

status recipients.

 AP7.4.1.6.2.2. Rejection or cancellation status.

 AP7.4.1.6.2.3. Responses to follow-ups.

 AP7.4.1.6.2.4. Status responses to MOV response documents.
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Change 13

AP-7.4-5 APPENDIX 7.4

AP7.4.1.6.3. M&S codes do not inhibit the mandatory furnishing of 100 

percent supply and shipment status to the activity designated by a significant entry in 

the distribution code (first position).

AP7.4.1.6.4. M&S Y is an exception to the general requirement for 100 

percent status to the activity designated by a significant entry in the distribution code 

(first position), and specifies that only exception status and shipment status are wanted. 

AP7.4.1.6.5. M&S codes designate the following types or combinations of 

status is required:

AP7.4.1.6.5.1. Exception status.

AP7.4.1.6.5.2. One hundred percent supply status.

AP7.4.1.6.5.3. Exception status and shipment status.

AP7.4.1.6.5.4. One hundred percent supply status and shipment status

AP7.4.1.7. On MRP transactions:

AP7.4.1.7.1. M&S codes specify the activity to receive replies to asset

reports and related transactions output by ICPs/IMMs. 

AP7.4. 1.7.2. M&S codes may indicate that such replies must be routed to 

the credit-to activity associated with the Fund Code (M&S 9).

AP7.4. 1.7.3. When the SICA is identified as the credit-to activity associated 

with the fund code, M&S 9 will be entered (optional for automatic return notification).

AP7.4.1.8. DLA Transaction Services’ Defense Automatic Addressing System 

(DAAS) Transmission Rules. Regardless of the M&S cited, sources of supply or 

designated activities must transmit all machine sensible status transactions via DAAS. 

Upon receipt of the status, DAAS will determine the appropriate business process for 

dissemination as follows:

AP7.4.1.8.1. For transmission services, refer to the DAAS Manual, DLM 

4000.25-4, Chapter 5 and Appendix 1.1. 

AP7.4. 1.8.2. When an addressee is not served by by DAAS, DAAS status 

cannot be provided directly to that addressee. These activities must rely on web portal 

visibility. 

AP7.4. 1.8.3. DAAS will forward status addressed to a non-DoD agency 

addressee to GSA to provide visibility via the GSA Advantage web portal.1

1 Refer to PDC 1067.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP-7.4-6 APPENDIX 7.4

AP7.4. 1.8.4. Activities requiring the specialized processing must submit 

written justification to DLA Transaction Services for consideration. These exception 

procedures apply only when DMS capability is not available.

AP7.4.1.8.5. When status is forwarded to DAAS for transmission to the 

appropriate status recipient, DAAS will furnish applicable status based on DLMS status 

distribution rules as prescribed in this appendix. 

AP7.1.9. Activities requiring status must be encouraged in S/A implementing 

instructions to obtain and utilize full supply and shipment status. This requirement 

should be implemented to reduce the need for activities to submit follow-up inquiries.

AP7.1.10. M&S is a mandatory entry by the originator of the document and will not 

be altered during subsequent processing except under the procedures for SICA 

processing (See DLMS Volume 2, Chapter 4 and 11) or Service-level guidance for 

internet-based ordering applications.

AP7.4.1.11. M&S Codes are listed below.

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha-numeric.

EXPLANATION: Indicates the status recipient and type of status required. 

One hundred percent supply status includes exception 

status.

DLMS LOCATION:

LEGACY RECORD 

POSITION:

Industry Code (LQ01) DF – Media & Status Code

7

M&S Codes Used with MRP Transactions

CODE EXPLANATION

1 Reserved.

2 Reply to the reporting activity.

3 Reserved.

4 Reply to shipped from and/or credit-to as perpetuated to the SUPADD.

5, 6, 7, 8 Reserved.

9 Reply to credit-to activity as associated with the fund code.
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Change 13

AP-7.4-7 APPENDIX 7.4

M&S Codes Used with Requisition-Related Transactions

CODE EXPLANATION

0 No status to requisitioner or ship-to and/or credit other than mandatory 

shipment status to the ship-to activity. One hundred percent supply status and 

shipment status to the activity designated by a significant entry in the 

distribution code (first position).

1 Reserved.

2 Exception supply status to requisitioner.

3 Reserved.

4 Exception supply status to ship-to and/or credit-to as perpetuated to the 

SUPADD.

5, 6, 7 Reserved.

8 One hundred percent supply status and shipment status to activity indicated in 

the distribution code (first position). Do not provide status to any other status 

eligible recipient under any other circumstances. (For use only by SICAs on 

transactions for nonconsumable items).

9, A Reserved.

B One hundred percent supply status to requisitioner.

C Reserved.

D One hundred percent supply status to ship-to and/or credit-to as perpetuated 

to the SUPADD.

E Reserved.

F One hundred percent supply status and shipment status to requisitioner and 

ship-to and/or credit-to as perpetuated to the SUPADD.

G, H Reserved.

I Not used.

J Reserved.

K Exception supply status and shipment status to requisitioner.

L Reserved.
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Change 13

AP-7.4-8 APPENDIX 7.4

M&S Codes Used with Requisition-Related Transactions

CODE EXPLANATION

M Exception supply status and shipment status to ship-to and/or credit-to as 

perpetuated to the SUPADD.

N Reserved.

O Not used.

P, Q, R Reserved.

S One hundred percent supply status and shipment status to requisitioner.

T Reserved.

U One hundred percent supply status and shipment status to ship-to and/or 

credit-to as perpetuated to the SUPADD.

V, W, X Reserved.

Y No status to requisitioner or ship-to and/or credit-to as perpetuated to the 

SUPADD other than mandatory shipment status to the ship-to activity. 

Exception supply status and shipment status to the activity designated by a 

significant entry in the distribution code.

Z Exception supply status and shipment status to requisitioner and ship-to and/or 

credit-to as perpetuated to the SUPADD.
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Change 13

AP7.5-1 APPENDIX 7.5

AP7.5. APPENDIX 7.5 

STOCK OR PART NUMBERS

AP7.5.1. Stock or part numbers are located in rp 8-22 of transactions. When a 13-digit 

national stock number (NSN) or non NSN assigned to the Overseas Dependent School 

System items is applicable:

AP7.5.1.1. The federal supply classification (FSC) will be entered in rp 8-11. 

AP7.5.1.2. The national or NATO item identification number (NIIN) will be entered 

in record position (rp) 12-20.

AP7.5.1.3. Example:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

NSN 8 3 2 0 0 0 3 1 2 3 4 1 2 BLANK

AP7.5.1.4. Cognizance symbols, stratification codes, fraction symbols, condition 

codes, etc., are never to be entered in rp 8-20.

AP7.5.2. When codes are required in addition to the NSN to properly identify the item 

being requisitioned and these codes are recognizable to the initial processing source, 

the codes will be entered in rp 21 and 22. If one digit only, entry will be in rp 21. See 

examples below:

rp 8 9 10 11 12 13 14 25 16 17 18 19 20 21 22

NSN 

plus one 

code

8 3 2 0 0 0 3 1 2 3 4 1 2 3 BLANK

OR

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

NSN 

plus two 

codes

1 5 6 0 0 0 3 1 2 3 4 1 2 B C 
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Change 13

AP7.5-2 APPENDIX 7.5

AP7.5.3. When a 13-digit NATO NSN is applicable:

AP7.5.3.1. The North Atlantic Treaty Organization (NATO) FSC will be entered in 

rp 8-11.

AP7.5.3.2. A two-position NCB code which identifies the NATO country assigning 

the NIIN will be entered in rp 12-13. Examples of NCB codes are: (1) 00 and 01 -

United States, (2) 99 - United Kingdom, (3) 21 - Canada, and (4) 12 - Germany. See 

Cataloging Data and Transaction Standards, Volume 10, Table 9 for a complete listing 

of NCB codes.

AP7.5.3.3. The seven-digit NATO NIIN will be entered in rp 14-20.

AP7.5.3.4. Example:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

NATO

NSN 5 3 4 0 0 0 1 2 3 1 2 3 4 BLANK

AP7.5.4. When a manufacturer’s part number is applicable:

AP7.5.4.1. The contractor and Government entity (CAGE) code will be entered in 

rp 8-12 (see example in paragraph AP7.5.4.5., below). If the CAGE code is not 

available, enter the in-the-clear description in the remarks section.

AP7.5.4.2. The manufacturer’s part number, if 10 digits or less, will be entered in 

rp 13-22 progressing from left to right, with unused spaces, if any left blank. Use the 

Federal Logistics Information System (FLIS) Technical Procedures, Volume 4, Chapter 

3, to verify the validity of part numbers.

AP7.5.4.3. When a manufacturer’s part number exceeds 10 digits, the materiel will

be requisitioned on DD Form 1348-6.

AP7.5.4.4. When requisitioning across Service lines (i.e., inter-Service, DLA 

Supply Center, GSA) the 5-digit CAGE code will always be entered in rp 8-12. When 

the requisitioner cannot determine the appropriate 5-digit CAGE, the manufacturer’s 

name will be provided using DD Form 1348-6.

AP7.5.4.5. Example: (Applicable to paragraphs AP7.5.4.1, AP7.5.4.2., and 

AP7.5.4.4., above.)

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

Part 

Number 1 2 3 4 5 1 2 3 4 5 6 7 8 9 0
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Change 13

AP7.5-3 APPENDIX 7.5

AP7.5.5. If an NSN or manufacturer’s part number is not known but a description or 

publication reference is available to adequately identify the item, and such reference is 

meaningful to the processing point, use DD Form 1348-6.

AP7.5.6. When other than an NSN or part number is applicable (i.e., a plant equipment 

code, DoD ammunition code, locally assigned number, etc.) and:

AP7.5.6.1. If 15 digit or less, it will commence in rp 8 and progress to the right, 

with unused spaces left blank. Example of less than fifteen digits:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

Number 1 2 3 4 5 6 7 8 9 1 2 3 Blank

AP7.5.6.2. If 15 digits, it will commence in rp8 and progress to the right. Example 

of Fifteen digits:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

Number 1 2 3 4 5 6 7 8 9 1 2 3 4 5 6

AP7.5.6.3. If 16 digits or more, the DD Form 1348-6 will be used and the entire 

number will be entered in block 1 thereof.

AP7.5.7. Brand name resale subsistence items are identified by special item 

identification numbers assigned by DLA Troop Support and configured to conform with 

the NSN, as explained below:

rp 8 9 10 11 12 13 14 15 16 17 18 19 20

DLA 

Troop 

Support

Number

8 9 1 5 0 0 A 1 6 1 0 9 9

FSC

(a)

NCB

(b)

Alp

ha

(c)

Supply 

Bulletin

Number

(d)

Item

Number

(e)

AP7.5.7.1. Rp 8-11 will contain the FSC. Example: FSC 8915 is canned fruit and 

vegetables.

AP7.5.7.2. Rp 12-13 will contain NCB Code 00 or 01.

AP7.5.7.3. Rp 14 will contain an alpha character to distinguish brand name resale 

item numbers from NSNs. The letter A identifies item in 10-500 series of DLA supply 
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Change 13

AP7.5-4 APPENDIX 7.5

bulletins for brand name resale items. The letter B identifies items in the 10-600 

bulletins. The letters S and J are assigned to certain brand name items not appearing 

in the 500 and 600 series bulletins. The latter are announced by DLA Troop Support in 

monthly master item lists.

AP7.5.7.4. Rp 15-17 will contain the supply bulletin number, which identifies the 

brand name supplier. Example: SB 10-500-161, the numeric 161 identifies the specific 

supplier by name for brand name resale items listed in that bulletin.

AP7.5.7.5. Rp 18-20 will contain the numerical sequence of items listed in the 

specific bulletin (0 thru 999), i.e., line item number in the bulletin.

AP7.5.8. Rp 3 of the document identifier code (DIC) (Appendix AP7.1) is significant to 

the type of number entered in rp 8-22. Any requisition containing special or locally 

assigned numbers (e.g., production equipment code (PEC), DoD Ammunition Code, 

Subsistence Brand Name Resale Item Identification Number) must contain a 4 or D 

unless additional data are entered in the remarks space.

AP7.5.9. Requisitions for perishable and nonperishable subsistence will contain the 

applicable subsistence type of pack code in rp 21.
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Change 13

AP7.6-1 APPENDIX 7.6

AP7.6. APPENDIX 7.6

UNIT OF ISSUE AND QUANTITY

AP7.6.1. The unit of issue (located in rp 23-24 of transactions) is a two-letter 

abbreviation of the types of units under which materiel is issued. Unit of issue codes 

are contained in Cataloging Data and Transaction Standards (CDTS), Volume 10, Table 

53.

AP7.6.2. The quantity (located in rp 25-29 of transactions) is a numerical designation of 

the number of units applicable to the transaction. If the quantity required exceeds 

99,999,1 additional requisition(s) with new document number(s) shall be prepared and 

submitted for the remaining balance.

AP7.6.3. Exception rule for ammunition and ammunition related items (federal supply 

group (FSG) 13 and federal supply classification (FSC) 1410, 1420, 1427, 1440, 5330, 

5865, 6818 or 8140). By trading partner agreement and by coordination with DLA 

Transaction Services, an exception rule is available for communicating larger quantities. 

This rule is only applicable when the initiating system is Defense Logisitcs Management 

System compliant (and supports larger quantities) and the receiving system is using 

legacy MILSTRIP. Under this rule, when the quantity exceeds 99,999, the DLA 

Transaction Services transaction conversion from DLMS to legacy format shall transmit 

the initial quantity using the standard configuration of using the qualifier “M” in rp 29 to 

represent thousands. The residual quantity from the DLMS transaction shall be 

transmitted separately using the original document number and original/blank suffix 

code. The legacy trading partner system shall be responsible for accumulating the 

quantities transmitted separately (rather than superseding or rejecting as duplicate 

transactions).2

1 For ammunition transactions only (FSG 13), enter an “M” in rp 29 to express in thousands any 

quantity exceeding 99,999. Example: A quantity of 1,950.00 shall be expressed as 1950M 

(1950 in rp 25-28 and an “M” in rp 29). The “M” modifier is an optional feature that can be 

applied intraS/A and, by agreement, inter-S/A.

2 Refer to ADC 441, Exception Rules to Accommodate Communication of Ammunition/Ammunition 

Related Quantities in Excess of Five Digits
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.7-1 APPENDIX 7.7

AP7.7. APPENDIX 7.7 

DOCUMENT NUMBER

AP7.7.1. The document number (located in record position (rp) 30-43 of transactions) is 

a nonduplicative number throughout the system. For support of U.S. Forces, it is 

constructed as follows: (See chapter 25 for document number construction for Security 

Assistance transactions.)

AP7.7.1.1. Department of Defense activity address code (DoDAAC) or Federal 

Standard Requisitioning and Issue Procedures (FEDSTRIP) activity address code 

(AAC) (rp 30-35).

AP7.7.1.2. Four-position ordinal date (rp 36-39).

AP7.7.1.3. Serial number (rp 40-43).

Service

Agency Code

Activity Address Code Ordinal Date Serial Number

30 31 32 33 34 35 36 37 38 39 40 41 42 43

AP7.7.2. The entries in rp 30 and 31 will always be the appropriate character(s) from 

appendix AP7.2 that indicates the Service/Agency (S/A). 

AP7.7.3. DoDAAC or FEDSTRIP AAC for each activity will be established and 

disseminated by each of the Services, DLA and the GSA. (See DLM 4000.25, Volume 

6, Chapter 2, DoDAAD.) Each code so established will contain or serve as an address 

to permit shipping and billing for materiel and for mailing of documentation.

AP7.7.4. Entries in rp 36-39 (date) will always be numeric and will indicate the actual 

date of transmittal from the requisitioner to the initial supply source. If requisitions are 

predated to facilitate local processing, the requisition date will be amended (if 

necessary) to reflect the true date of transmittal.

AP7.7.4.1. Rp 36 will indicate the last numeric digit of the calendar year in which 

the document was originated. Example: 0 for 1990, 1 for 1991, etc.

AP7.7.4.2. Rp 37-39 will indicate the numerical or consecutive day of the calendar 

year; for example, 035 is equal to February 4TH.
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Change 13

AP7.7-2 APPENDIX 7.7

Additional Examples:

RECORD POSITIONS DATES

36 37 38 39

0 0 0 5 - January 5, 2010

9 0 5 2 - February 21, 2009

2 2 7 9 - October 5, 2012

AP7.7.5. Document serial numbers, assigned at the discretion of the document 

originator, are entered in rp 40-43. The document serial number will not be duplicated 

on the same day. The serial number may be assigned to consist of alphanumeric 

characters, with the exception of alphas I and O (on inter-Service transactions) under 

the following criteria:

AP7.7.5.1. Rp 40 may consist of alpha or numeric characters with the utilization of 

certain alphas limited as specified in paragraph AP7.7.5.3., below. Under DLMS 

implementation, this embedded information will be carried as a distinct data element 

referred to as the utilization code.

AP7.7.5.2. Rp 41-43 may consist of alpha or numeric characters on inter-S/A 

requisitions. However, the entries in rp 41-43 will not be meaningful to the receiving 

S/A, but will be perpetuated on documentation initiated as a result of requisition 

processing.

AP7.7.5.3. The following alphabetic codes have been reserved for use in rp 40:

CODE EXPLANATION

B1 Document number assigned by the Marine Corps Maintenance Center Bridge in

conjunction with the changes required under DLA Marine Corps industrial activity

support agreement. Applies where release of materiel is initiated within the 

Marine Corps systems and submission of the corresponding material release 

order is transmitted to the DLA managed warehouse. (This meaning is 

applicable only when an MCMC-associated DoDAAC is used to construct the 

document number.)

C Use in the document number (unique control number) assigned for receipt of an 

item upgraded from scrap under DLA Disposition Services procedures. (This 

meaning is applicable only to DLA Disposition Services Field Office-prepared 

receipt transactions.)

1 Available under DLMS. Refer to ADC 396, Revised Procedures and Data Content for DLMS Materiel 

Release Order (940R) and Material Release Advice ((945A) and New Denial Management Code for 

Marine Corps BRAC Storage and Distribution Interface (SDI).
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Change 13

AP7.7-3 APPENDIX 7.7

CODE EXPLANATION

D2 Document number assigned by the depot on behalf of the Marine Corps 

Maintenance Center under DLA Marine Corps industrial activity support 

agreement. Applies where release of materiel is initiated without submission of a 

corresponding material release order. (This meaning is applicable only when an 

MCMC-associated DoDAAC is used to construct the document number.)

E Navy exception "ship to" for deployed naval units.

G Navy exception "ship to" for deployed naval units.

J Inventory control point (ICP) interrogations or offers of excess, and requisitions

resulting from the interrogations or offers (denotes inter-service supply support

transactions between ICPs).

K Reserved.

L Use to identify requisitions submitted to DLA Disposition Services that result 

from physical screening of property at the DLA Disposition Services Field Office. 

This type of requisition is referred to as a “Walk-In Requisition.”

M3 Use to identify Inventory Control Point/Integrated Materiel Manager directed 

disposal release orders resulting from Base Realignment and Closure (BRAC). 

This value is not currently approved for use on other transaction types. 

N Reserved.

P Reserved for DoD assignment.

Q Use to identify requisitions and related transactions/documents for items 

reclaimed from aircraft and equipment from the Aerospace Maintenance and 

Regeneration Center (AMARC).

R4 Use to identify document numbers generated within the DLA Disposition 

Services’ Reutilization/Transfer/Donation (RTD) Web to accommodate 

processing of the individual lines associated with requisitioning a Disposition 

Services container.

S5 Use to identify requisitions submitted to DLA Disposition Services. 

T Use to identify Electronic Turn-In Document (ETID) prepared shipments/

transfers to DLA Disposition Services.6 

2 Ibid.

3 Use of modified definitions for codes M, R, and S in record position 40 last reported as not implemented 

by United States Navy (USN), United States Air Force (USAF), and United States Marine Corps (USMC). 

Refer to AMCL 145

4 Ibid. 5 Ibid. 6 ADC 464 (PDC 484), Intransit Control System (ICS), Shipment Status (DLMS 856S/Document Identifier 

Code (DIC) AS3), and Disposal Shipment Confirmation Follow-up (DLMS 940/ DIC AFX/AFZ) under RBI.
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Change 13

AP7.7-4 APPENDIX 7.7

CODE EXPLANATION

U Product quality deficiency report (PQDR), storage quality control report (SQCR),

and supply discrepancy report (SDR) related transactions when the original 

requisition number is not known. (See MILSBILLS procedures in DLM 4000.25, 

Volume 4, Finance.) 

V7 Nuclear Related Materiel Code 2305 material requires manual routine contact of

Nuclear Engineering Department for delivery instructions.

W Navy exception "ship to" for deployed naval units.

Z8 Nuclear related materiel code 2305 material requires manual immediate contact 

of Nuclear Engineering Department for delivery instructions.

7 Available under DLMS. Refer to ADC381, Procedures and Additional Data Content supporting 

Requisitions, Requisition Alerts, and Unit of Use Requirements under Navy BRAC SS&D/IMSP

8 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7AP7.8-1 APPENDIX 7.8

AP7.8. APPENDIX 7.8 

DEMAND AND SUFFIX CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha/Numeric.

EXPLANATION: Has dual use and the meaning of the code entered is 

dependent upon the directional flow of the document.

RECORD POSITION: 44

AP7.8.1. Demand Codes.

1 Requisitions requiring demand codes shall be entered in 

this position by the activity creating the request. The demand code is a mandatory entry 

of an alphabetic character to indicate to the management element of a distribution 

system whether the demand is recurring or nonrecurring as follows:

CODE EXPLANATION

I INACTIVATED ITEM DEMAND. This code will be entered only in 

requisitions (document identifier code (DIC) A0_) applicable to inactivated 

items by DAAS.

N NONRECURRING DEMAND. A request made for a requirement known to 

be a one-time occurrence; for example, a modification work order (MWO) kit 

for application or an initial request for storage. Requisitions shall be coded

nonrecurring when the demand is anticipated to be nonrepetitive.

O 

(Alpha)

NO DEMAND. To be assigned by requisitioning activities in submitting 

requisitions for substitute items which are acceptable in lieu of previously 

requisitioned but delayed items and for initial fill of prepositioned war reserve 

materiel stock (PWRMS) consumable item requirements. Also applicable to 

resubmission of previously requisitioned requirements under a new 

document number when associated with shortage or nonreceipt for which 

shipment status was received. May be prescribed by the program manager 

on the basis of a nonrepetitive program requirement for which use of 

Demand Code N or P is determined to be inappropriate.

P NONRECURRING DEMAND FOR SPECIAL PROGRAM REQUIREMENTS. 

Entered in requisitions by a requisition initiator to identify a requisition for 

special program/requirements for which stocks were known to have been 

acquired by the ICP in anticipation of such demands.

1 When no demand code is entered in the requisition, the ICP shall consider such demand as R. 

(See DLMS Volume 2, Chapter 4.)
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Change 13

AP7AP7.8-2 APPENDIX 7.8

R RECURRING DEMAND. A request made periodically or anticipated to be 

repetitive by an authorized requisitioner for consumption or use, or for stock 

replenishment. The occurrences encompass most demands; therefore, a 

demand shall be considered recurring when a doubt exists. Note: This 

requirement is not applicable to resubmission of previously requisitioned 

requirements under a new document number when associated with shortage 

or nonreceipt for which shipment status was received; use Demand Code O

for these requirements.

S COMMISSARY RESALE DEMAND. A demand for perishable and 

nonperishable subsistence items only for resale. Commissary demands for 

troop issue subsistence shall be identified with Demand Codes R or N only.

AP7.8.2. Suffix Codes – General

AP7.8.2.1. Suffix codes shall be entered in this position by elements of the 

distribution system as transactions occur. The purpose of the suffix code is to relate 

and identify requisition and Materiel Returns Program (MRP) transaction “partial 

actions” taken on the original requisition or MRP transaction without duplicating or 

causing loss of identity of the original number.

AP7.8.2.2. Suffix codes do not relate to separate transportation units involved in 

the shipment of materiel. Neither do they identify final shipments nor differentiate 

between partial and final shipments.

AP7.8.2.3. Suffix codes shall be alphabetic or numeric with the exception that the 

following alpha and numeric characters shall never be used:

ALPHA NUMERIC

I, N, O, P, R, S, and Z 1 and 0

AP7.8.2.4. Suffix Y is reserved for used by Navy and DLA only in their intraService action involving duplicate shipments.

AP7.8.2.5. Service/Agency (S/A) implementation of these instructions shall provide 

for block assignment of suffix codes in a decentralized system to preclude duplicate 

assignment of suffix codes against the same document number. Block assignment of 

the suffix codes should be accomplished essentially as follows:

PROCESSING SOURCE ASSIGNED SUFFIXES

Initial Source A through E

First Secondary Source F through H, J and K

Second Secondary Source L, M, Q, T, and U

Third Secondary Source V through X

Fourth Secondary Source 2 through 9
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Change 13

AP7AP7.8-3 APPENDIX 7.8

AP7.8.2.6. Suffix assignment within centralized distribution systems shall be 

accomplished from the authorized codes as listed below: 

AUTHORIZED SUFFIXES

Central Processing Source A through Z and 2 through 9, 

exclusive of I, N, O, P, R, S, Y, 

and Z

AP7.8.2.7. Storage and other activities responsible for processing transactions 

containing suffixes shall always perpetuate the suffix code onto related transactions that 

they generate.

AP7.8.2.8. When assigned, suffix codes shall be sequentially advanced within 

code assignments as split actions occur. Recipients of status transactions containing 

suffix codes shall consider the suffix codes in combination with dates, status codes, and 

quantities when accounting for split transactions.

AP7.8.3. Suffix Codes – Requisition Transaction

AP7.8.3.1. Processing elements of the distribution system shall enter a suffix code 

in rp 442 of transactions involving partial quantities such as:

 AP7.8.3.1.1. Referral actions for a partial quantity.

 AP7.8.3.1.2. Passing actions for a partial quantity.

 AP7.8.3.1.3. Release of a partial quantity.

 AP7.8.3.1.4. Rejection of a partial quantity.

 AP7.8.3.1.5. Backorder of a partial quantity.

 AP7.8.3.1.6. Backorder release of a partial quantity.

 AP7.8.3.1.7. Procurement of a partial quantity for direct delivery by a vendor.

 AP7.8.3.1.8. Any other action applicable to a partial quantity.

AP7.8.3.2. Processing elements of distribution systems shall not enter suffix 

codes under the following conditions:

 AP7.8.3.2.1. Referral actions for a total quantity.

 AP7.8.3.2.2. Passing actions for a total quantity.

2 MILSTRIP supports the valid use of Suffix Code X, which may be perpetuated into the 15th character of 

the Transportation Control Number (TCN) (which is normally derived from the MILSTRIP suffix code). 

However, the Defense Transportation Regulation (DTR) also allows X as a default value when no suffix 

code is assigned. This redundancy in the significance of the X in the TCN is recognized and accepted. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7AP7.8-4 APPENDIX 7.8

 AP7.8.3.2.3. Release of a total quantity.

 AP7.8.3.2.4. Rejection of a total quantity.

 AP7.8.3.2.5. Backorder of a total quantity.

 AP7.8.3.2.6. Backorder release of a total quantity.

 AP7.8.3.2.7. Procurement of a total quantity for direct delivery by a vendor.

 AP7.8.3.2.8. Any other action applicable to a total quantity.

AP7.8.4. Suffix Codes - Materiel Returns Program

AP7.8.4.1. Processing elements of the distribution system shall enter a suffix code 

in rp 44 of MRP transactions involving partial quantities, such as:

 AP7.8.4.1.1. Return partial quantity with credit.

 AP7.8.4.1.2. Return partial quantity without credit.

 AP7.8.4.1.3. Partial quantity authorized for disposal.

 AP7.8.4.1.4. Effect lateral redistribution of partial quantity.

 AP7.8.4.1.5. Effect split returns by separate priority.

 AP7.8.4.1.6. Any other action applicable to a partial quantity.

AP7.8.4.2. Processing elements of distribution systems shall not enter suffix

codes in MRP transactions for total quantity.
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Change 13

AP7.9-1 APPENDIX 7.9

AP7.9. APPENDIX 7.9 

SUPPLEMENTARY ADDRESS

AP7.9.1. The supplementary address (SUPADD)/supplemental data field is a multipurpose data element. Usage rules vary for U.S. Forces and Security Assistance, by 

the intent of the transaction originator, as well as based upon the transaction format 

(legacy MILSTRIP vs. DLMS) used to communicate the information. Regardless of 

usage or format, the originator’s SUPADD/supplementary data shall be perpetuated in 

all subsequent transactions and documentation.

AP7.9.2. U.S. Forces

AP7.9.2.1. Under legacy MILSTRIP, the SUPADD (located in rp 45-50) in 

transactions for support of U.S. Forces, when significant, will contain a DoD activity 

address code (DoDAAC). The entry in the first position (Service) or first and second 

position (Federal Agency, if numeric-numeric, or special program activity, if numericalpha) shall always be the appropriate character(s) identifying the Service/Agency (S/A) 

or program (see Appendix 7.2. Service and Agency Codes). The DoDAAC shall be 

established in the authoritative DLA Transaction Services DoD Activity Address 

Directory (DoDAAD) database by S/A designated DoDAAD Central Service Points for 

dissemination in a variety of formats. Each code so established will contain address(es) 

in detail to permit the shipping and billing of materiel. (See the DLM 4000.25, Volume 6, 

Chapter 2, DoD Activity Address Directory (DoDAAD).)

Service/Agency

Activity Address Code

45 46 47 48 49 50

AP7.9.2.2. Under DLMS, the SUPADD shall be replaced by a generic supplemental 

data field. DoDAACs provided for the purpose of identifying a ship-to and/or bill-to 

activity are carried as discrete data elements in the DLMS transaction address segment 

with specific data qualifiers indicating the exact purpose. 

 AP7.9.2.2.1. In a mixed legacy/DLMS environment, the supplemental data field is 

used to perpetuate/populate the legacy MILSTRIP SUPADD. During this time, field size for the 

supplemental data field is restricted to 6 positions. When containing a DoDAAC, the value 

carried in the supplemental data field must also be repeated in the applicable DLMS address 

segment to identify the ship-to/bill-to activity.

 AP7.9.2.2.2. Under full DLMS, the requirement to pass activity address 

information within the supplement data shall be terminated and the supplementary data 
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Change 13

AP7.9-2 APPENDIX 7.9

field will be used for miscellaneous data only. Under full DLMS, the field length shall be 

expanded to 30 positions. 

AP7.9.2.3. Non-significant Supplemental Data. The Service/Agency Code Y in the 

first position shall be used to denote that the field is being used for data rather than a 

ship-to/bill-to DoDAAC. When the originator of the transaction uses the 

SUPADD/supplemental data field for data rather than addressing, the entry shall be 

considered non-significant to the receiving activity except by coordinated prior 

agreement or authorized procedures for inter-Service ownership transfer of 

ammunition/ammunition-related materiel.

AP7.9.2.4. Inter-Service Ownership Transfer of Ammunition/Ammunition-related 

Materiel

AP7.9.2.4.1 When used for inter-Service ownership transfer of ammunition or 

ammunition-related materiel located in a Single Manager for Conventional Ammunition 

(SMCA) storage activity where no physical movement of materiel or billing applies, the 

Referral Order (DLMS 511R/DIC A4_) shall cite Signal Code M and Project Code CYK 

in conjunction with a SUPADD/supplemental data field beginning with Service/Agency 

Code Y (a ship-to DoDAAC is not applicable). In a mixed DLMS/legacy environment, 

the required additional data content to support this process will be concatenated in the 

SUPADD/supplemental data field as follows:

• First position: Service/Agency Code Y

• Second position: Old (from) ownership code

• Third-fifth position: New owner RIC

• Last position: New/gaining (to) ownership code

AP7.9.2.4.2 Materiel release orders (MROs) (DLMS 940R/DIC A5_) directed 

to an SMCA storage activity for inter-Service transfer of ammunition or ammunitionrelated materiel with no physical movement or billing will cite the 

SUPADD/supplemental data constructed as in AP7.9.4.1 in combination with Signal 

Code M. All subsequent transactions will perpetuate this construct.

AP7.9.2.4.3 Under DLMS, the originating system will also provide the 

discrete data elements where applicable, mirroring those contained in the supplemental 

data. This redundancy will be retained until all parties are using DLMS and the 

supplemental data field may be repurposed for unrelated information.

AP7.9.2.5. When the first position of the document number contains a valid S/A 

alpha designator and the first position of the SUPADD/data field contains a zero (0), 

DAAS shall change the zero (0) to Y.
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Change 13

AP7.9-3 APPENDIX 7.9

AP7.9.3. Security Assistance

AP7.9.3.1. For Security Assistance transactions, the legacy MILSTRIP SUPADD, 

as well as the mixed environment DLMS supplemental data field, is used for a 

concatenation of multiple distinct data elements.

AP7.9.3.1.1. For Foreign Military Sales (FMS), the first position (legacy 

format rp 45) shall contain the in-country Service designating the military service within 

the Security Assistance customer country. For Grant Aid, the first position shall contain 

Service/Agency Code Y. Note that the Y is subsequently converted to an X for 

establishment of the applicable Military Assistance Program Address Code (MAPAC).

AP7.9.3.1.2. The contents of the remaining positions vary for both FMS and 

Grant Aid, according to the Security Assistance country and the originator’s intent. (See 

Chapter 25 and Appendix 8.3 or DLM 4000.25, Volume 6, Chapter 3, Military 

Assistance Program Address Directory (MAPAD), for detailed guidance.)

AP7.9.3.2. In a mixed legacy/DLMS environment, the supplemental data field shall 

be interpreted during DLA Transaction Services’ DAAS processing and separated into 

its discrete data elements for transmission to DLMS-compliant applications. Under full 

DLMS, the originating system shall provide the discrete data elements applicable to the 

transaction including: customer within country code, offer and release option code, 

FMS case number, program line number, record control number.
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Change 13

AP7.10-1 APPENDIX 7.10

AP7.10. APPENDIX 7.10

SIGNAL CODES

AP7.10.1. General. This appendix provides guidance for legacy-formatted MILSTRIP 

requisitions and provides transition guidance for perpetuation of the signal code under 

DLMS. The long-term goal for DLMS procedures is to eventually terminate the use of 

the signal code, which is redundant to the use of discretely identified activities relevant 

to the transaction. 

AP7.10.2. Legacy MILSTRIP Business Rules. The signal code (record position 51) in 

A series documents has two purposes; it designates the fields containing the intended 

consignee (ship-to), and the activity to receive and effect payment of bills, when 

applicable. In the case of the Material Returns Program (MRP), Document Identifier 

Code (DIC) FT_ series, the signal code designates the fields containing the intended 

consignor (ship-from) and the activity to receive and process credits, when applicable. 

All requisitions/asset reports will contain the appropriate signal code.

AP7.10.2.1. The coding structure and its meaning for DIC A_ series documents 

are shown in Table AP7.10.T1.

Table AP7.10.T1. Legacy-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . .

A Requisitioner Requisitioner (rp 30-35)

B Requisitioner Supplementary address (rp 45-50)

C Requisitioner Bill-to party designated by the fund code (52-53)

D Requisitioner No billing required (free issue) (Not to be used by DoD activities 

when submitting requisitions on General Services 

Administration (GSA))

J Supplementary 

address

Requisitioner (rp 30-35)

K Supplementary 

address

Supplementary address (rp 45-50)
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Change 13

AP7.10-2 APPENDIX 7.10

Table AP7.10.T1. Legacy-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . .

L Supplementary 

address

Bill-to party designated by the fund code (52-53) 

M Supplementary 

address1

No billing required (free issue). (Not to be used by DoD 

activities when submitting requisitions on GSA) 

W Requisitioner For intra-Service use only

X Supplementary 

address

For intra-Service use only

AP7.10.2.2. The coding structure and its meaning for applicable Materiel Returns 

Program (MRP) (DIC FT_ series documents) are shown in Table AP7.10.T2.

Table AP7.10.T2. Legacy-Formatted Asset Reporting Transaction Business Rules 

Code Ship from . . . Credit to . . .

A Requisitioner Requisitioner (rp 30-35)

B Requisitioner Supplementary address (rp 45-50)

C Requisitioner Bill-to party designated by the fund code (52-53) 

D Requisitioner No credit required 

J Supplementary 

address Requisitioner (rp 30-35)

K Supplementary 

address Supplementary address (rp 45-50)

L Supplementary 

address Bill-to party designated by the fund code (52-53)

M Supplementary 

address No credit required 

W Requisitioner For intra-Service use only

X Supplementary 

address For intra-Service use only

1 When used to identify ownership transfer of ammunition and ammunition-related materiel with no 

physical movement of materiel or billing, Signal Code M is used in conjunction with Project Code CYK 

and the supplementary address/supplemental data field beginning with Service/Agency Code Y and will 

not require inclusion of a valid ship-to DoDAAC. Refer to ADC 1020.
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Change 13

AP7.10-3 APPENDIX 7.10

AP7.10.2.3. When the Signal Code is C or L, an additional use for the fund code is 

to indicate the bill-to office. The fund code to bill-to office conversion under MILSBILLS 

procedures is prescribed in the fund code appendix of DLM 4000.25, Volume 4, 

Finance.

AP7.10.3 DLMS MILSTRIP Business Rules.2 Pending future termination of the signal 

code under DLMS, the signal code remains as a required data element. Redundant 

mapping of the discretely identified activities is required during an extended transition 

period to ensure interoperability in a mixed DLMS/legacy environment. 

 AP7.10.3.1 Although identified in the transaction, the signal code in 

requisitions, including referral and passing orders, must also designate the 

role/placement of legacy fields containing the intended consignee (ship-to), and the 

activity to receive and effect payment of bills, when applicable. In the case of the MRP, 

the signal code designates the role/placement of fields containing the intended 

consignor (ship-from) and the activity to receive and process credits, when applicable. 

All requisitions/asset reports will contain the appropriate signal code.

 AP7.10.3.2 The coding structure and its meaning for requisition documents 

are shown in Table AP7.10.T3. 

Table AP7.10.T3. DLMS-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . . Notes

A Requisitioner 

Requisitioner DoDAAC 

perpetuated to the bill and 

ship-to 

(N101/Code BS)

Requisitioner 

Requisitioner DoDAAC 

perpetuated to the bill and 

ship-to 

(N101/Code BS)

Supplemental data nonsignificant

(LQ01/Code A9)

B Requisitioner 

Requisitioner DoDAAC 

perpetuated to the ship-to

(N101/Code ST)

Addressee (other than the 

requisitioner) designated 

by the bill-to 

(N101/Code BT)

Perpetuate bill-to DoDAAC to 

the supplemental data 

(LQ01/Code A9)

2 Refer to ADC 1009A. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.10-4 APPENDIX 7.10

Table AP7.10.T3. DLMS-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . . Notes

C Requisitioner 

Requisitioner DoDAAC 

perpetuated to the ship-to 

(N101/Code ST)

Addressee (other than the 

requisitioner or ship-to) 

designated by the bill-to

(N101/Code BT) 

Supplemental data nonsignificant

(LQ01/Code A9)

Bill-to DoDAAC must be 

associated with the fund code in 

the Fund Code to Billed 

DoDAAC Conversion Table3

D Requisitioner 

Requisitioner DoDAAC 

perpetuated to the ship-to

(N101/Code ST)

No billing required (free 

issue)

Supplemental data nonsignificant

(LQ01/Code A9)

J Addressee (other than the 

requisitioner) designated 

by the ship-to 

(N101/Code ST)

Requisitioner 

Requisitioner DoDAAC 

perpetuated to the bill-to

(N101/Code BT)

Perpetuate ship-to DoDAAC to 

the supplemental data

(LQ01/Code A9)

K Addressee (other than the 

requisitioner) designated 

by the bill and ship-to 

(N101/Code BS)

Addressee (other than the 

requisitioner) designated 

by the bill and ship-to

(N101/Code BS)

Perpetuate bill and ship-to 

DoDAAC to the supplemental 

data

(LQ01/Code A9)

L Addressee (other than the 

requisitioner) designated 

by the ship-to 

(N101/Code ST)

Addressee (other than the 

requisitioner or ship-to) 

designated by the bill-to 

(N101/Code BT)

Perpetuate ship-to DoDAAC to 

the supplemental data

(LQ01/Code A9)

Bill-to DoDAAC must be 

associated with the identified 

Fund Code in the Fund Code to 

Billed DoDAAC Conversion 

Table4 

M Addressee (other than the 

requisitioner) designated 

by the ship-to 

(N101/Code ST)5

No billing required (free 

issue)

Perpetuate ship-to DoDAAC to 

the supplemental data 

(LQ01/Code A9)6

3 Refer to DLM 4000.25, Volume 4, Finance.

4 Ibid.

5 When used to identify ownership transfer of ammunition and ammunition-related materiel with no 

physical movement of materiel or billing, Signal Code M is used in conjunction with Project Code CYK 

and the supplementary address/supplemental data field beginning with Service/Agency Code Y and will 

not require inclusion of a valid ship-to DoDAAC. Refer to ADC 1020.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.10-5 APPENDIX 7.10

Table AP7.10.T3. DLMS-Formatted Requisitioning Transaction Business Rules

Code Ship to . . . Bill to . . . Notes

W Requisitioner

(N101/Code ST)

For intra-Service use only 

X Addressee (other than the 

requisitioner) designated 

by the ship-to

(N101/Code ST)

For intra-Service use only Perpetuate ship-to DoDAAC to 

the supplemental data

(LQ01/Code A9)

AP7.10.3.3. The coding structure and its meaning for MRP asset reports

documents are shown in Table AP7.10.T4.

Table AP7.10.T4. DLMS-Formatted Asset Reporting Transaction Business Rules

Code Ship from . . .

(N101/Code SF)

Credit to . . .

(N101/Code ZB) 7

Notes

A

Reporting activity 

identified in the document 

number perpetuated to 

the shipped from and 

party to receive credit

Reporting activity 

identified in the document 

number perpetuated to 

the shipped from and 

party to receive credit

B

Reporting activity 

identified in the document 

number perpetuated to 

the shipped from

Addressee (other than the 

reporting activity) 

designated by the party to 

receive credit 

Perpetuate credit-to DoDAAC to 

the supplemental data 

(LQ01/Code A9)

C

Reporting activity 

identified in the document 

number perpetuated to 

the shipped from

Addressee (other than the 

reporting activity) 

designated by the party to 

receive credit based on 

the fund code. 

Credit-to DoDAAC must be 

associated with the identified 

Fund Code in the Fund Code to 

Billed DoDAAC Conversion 

Table8 

D

Reporting activity 

identified in the document 

number perpetuated to 

the shipped from

No credit required

6 Ibid.

7 A single party to receive credit is used pending implementation of a DLMS enhancement to distinguish 

and discretely identify the party to receive credit for materiel; party to receive credit for packing, crating, 

and handling; and party to receive credit for transportation.

8 Refer to DLM 4000.25, Volume 4, Finance.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.10-6 APPENDIX 7.10

Table AP7.10.T4. DLMS-Formatted Asset Reporting Transaction Business Rules

Code Ship from . . .

(N101/Code SF)

Credit to . . .

(N101/Code ZB) 7

Notes

J

Addressee (other than the 

reporting activity identified 

in the document number) 

discretely identified as the 

shipped from 

Reporting activity 

identified in the document 

number perpetuated to 

the party to receive credit

Perpetuate reporting location to 

the supplemental data

(LQ01/Code A9)

K

Addressee (other than the 

reporting activity identified 

in the document number) 

designated by the shipped 

from and party to receive 

credit 

Addressee (other than the 

reporting activity identified 

in the document number) 

designated by the shipped 

from and party to receive 

credit

Perpetuate party to receive 

credit DoDAAC to the 

supplemental data

(LQ01/Code A9)

L

Addressee (other than the 

reporting activity identified 

in the document number) 

designated by the shipped 

from 

Addressee (other than the 

reporting activity identified 

in the document number 

or shipped from) 

designated by the party to 

receive credit based on 

the fund code

Perpetuate shipped from 

DoDAAC to the supplemental 

data (LQ01/Code A9)

Credit-to DoDAAC must be 

associated with the identified 

fund code in the Fund Code to 

Billed DoDAAC Conversion 

Table

M

Addressee (other than the 

reporting activity identified 

in the document number) 

designated by the shipped 

from 

No credit required Perpetuate shipped from 

DoDAAC to the supplementary 

data (LQ01/Code A9)

W

Reporting activity 

identified in the document 

number perpetuated to 

the shipped from

For intra-Service use only

X

Addressee (other than the 

reporting activity identified 

in the document number) 

designated by the shipped 

from

For intra-Service use only
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.10-7 APPENDIX 7.10

AP7.10.4. The coding structure and its meaning for shipments/transfers to DLA 

Disposition Service Field Office:

AP7.10. 4.1. For shipments/transfers of hazardous materiel and waste to DLA 

Disposition Service Field Offices, the Disposal Turn-In Document (DTID), DD Form 

1348-1A, DD Form 1348-2, or authorized electronic equivalent, will reflect the 

designated consignee DLA Disposition Service Field Office as the ship-to (N1/Code ST) 

(MILSTRIP Legacy supplementary address (rp 45-50)) and the signal code will be as 

shown in Table AP7.10.T5.

Table AP7.10.T5. DTID Signal Code Business Rules

Code Bill to . . .

A Turn-in activity identified in the document number (MILSTRIP legacy rp 30-35)

B

Bill to activity in block 27 of the DTID. If Signal Code B is present and no bill-to activity 

is provided in DTID block 27, the bill-to office will default to the turn-in activity identified 

in the document number (MILSTRIP legacy rp 30- 35).

C

Addressee designated by the fund code (MILSTRIP legacy rp 52-53). If Signal Code 

C is present and no bill-to activity is identified on the Fund Code to Billed DoDAAC 

Conversion Table, the bill-to office will default to the turn-in activity in the document 

number (MILSTRIP legacy rp 30-35).

For Signal Code C, bill to activity must also be identified in block 27 of the DTID. 

L

Addressee designated by the fund code (legacy rp 52-53). If Signal Code L is present 

and no bill-to activity is identified on the Fund Code to Billed DoDAAC Conversion 

Table, the bill-to office will default to the turn-in activity in the document number 

(MILSTRIP legacy rp 30-35).

For Signal Code L, bill to activity must also be identified in block 27 of the DTID. 

AP7.10.4.2. Only the signal codes in AP7.10.3.1 are applicable on the DTID for 

hazardous materiel or waste turn-in. Processing under Signal Codes C and L are 

redundant to allow perpetuation of legacy system procedures.

AP7.10.5. Designation of the DoD EMALL DoDAAC SC4210 as the bill-to indicates 

payment via Government purchase card or corporate credit card applies.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.11-1 APPENDIX 7.11

AP7.11. APPENDIX 7.11

FUND CODES

AP7.11.1. Fund codes (located in rp 52-53 of transactions) are two-position 

alpha/numeric codes used with the Service or Agency code of the billed office to 

designate the billing method (interfund or noninterfund). When interfund billing is 

indicated, the fund code also indicates the fund account to be charged (disbursed) or 

credited (refunded). The fund code to fund account conversion is prescribed in the 

MILSBILLS procedures fund code appendix of DLM 4000.25, Volume 4, Finance.

AP7.11.2. An additional use for the fund code is to indicate the DoDAAC of the “bill-to” 

office when the Signal Code is C or L. The conversion of fund code to billed office DoD 

activity address code (DoDAAC) conversion is prescribed in the fund code appendix of 

DLM 4000.25, Volume 4, Finance.

AP7.11.3. Requisitions submitted to DoD activities and the Government Services 

Administration (GSA) shall always contain a fund code, unless the materiel requested 

has been offered without reimbursement, in which case the signal code (rp 51) shall be 

D or M (free issue) and the fund code shall have no meaning to the requisition 

processing point. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.12-1 APPENDIX 7.12

AP7.12. APPENDIX 7.12

DISTRIBUTION CODES

NUMBER OF CHARACTERS: Three.

TYPE OF CODE: Alpha/Numeric.

EXPLANATION: An alpha or numeric entry in rp 54 requires a decision as 

indicated in this appendix.

RECORD POSITION(S): 54-56.

POSITION 54: Activities eligible to receive additional status and 

assigned codes.

POSITION 55-56: Internal Service/Agency (S/A) use.

AP7.12.1. Use of Distribution Codes. The distribution field is a three-position two-part 

field of which the first part (record position (rp) 54) is significant and will require a 

decision when the entry is alphabetic or an assigned numeric. When an alphabetic or 

assigned numeric entry is contained in rp 54, the activity designated by the entry will be 

furnished 100 percent supply and shipment status on all priorities in addition to status 

furnished using the media and status (M&S) entry in rp 7. When rp 7 is M&S 0, 8, or Y, 

the activity designated in rp 54 is responsible for furnishing status to other status eligible 

recipients. The second part of the field (rp 55-56) is discretionary for other types of 

internal control. The distribution code serves only to indicate an addressee is to receive 

status (including MOV requests) and may be changed only by submission of a DIC AM_ 

requisition modifier.

AP7.12.1.1. A numeric entry in rp 54 which is not assigned on an inter-Component 

basis by the DoD MILSTRIP System Administrator will be nonsignificant to the system 

but will always be perpetuated in other transactions.

AP7.12.1.2. An alpha character or assigned numeric entry is significant and will

always be perpetuated in other transactions.

AP7.12.1.3. Alphabetic or numeric entries in rp 55 and 56 will not require 

decisions, but will always be perpetuated in other transactions.

AP7.12.2. Assignment and Maintenance of Distribution Codes. Distribution codes are 

assigned to identify the activities to receive 100 percent supply and shipment status for 

all priority designators in addition to the status to be furnished using the M&S entry in rp 

7.

AP7.12.2.1. Alphabetic distribution codes are assigned by the Component 

coordinator as identified by the S/A code from appendix AP7.2. and a DoD activity 

address code (DoDAAC). 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.12-2 APPENDIX 7.12

AP7.12.2.2. Numeric distribution codes are controlled and approved by Defense 

Logistics Management Standards and will not be used by the Components without prior 

approval. When a numeric code is assigned for inter-Service use, a Proposed Defense 

Logistics Management Standards (DLMS) Change (PDC) containing the required or 

desired implementation date will be staffed with the Components. In addition, numeric 

distribution codes are nonsignificant unless they are assigned by the DoD MILSTRIP 

Administrator for inter-Component use.

AP7.12.2.3. Each Component coordinator listed in AP7.12.4., will ensure currency 

in code assignments. Additional assignments, revisions, or deletions of distribution 

codes, with the exception of codes used with Service Code H, will be requested from 

the DAAS1 for update of the central file. Requests for assignment of Service Code H 

distribution codes will be requested from the DoD MILSTRIP Administrator by mail to

Defense Logistics Management Standards J627 Room 1650, Defense Logistics Agency 

J627, MILSTRIP Administrator, 8725 John J Kingman Road, STOP 6205, Fort Belvoir, 

VA 22060-6217, or by the Defense Enterprise Data Standards Office Website comment 

form. 

AP7.12.2.4. The DAAS maintains the database of distribution codes2 and will

serve as the focal point for all database revisions. Use 

https://www2.transactionservices.dla.mil/edaasinq/ to interrogate the distribution code 

file. Assigned distribution codes are listed at 

https://www2.transactionservices.dla.mil/eDoDAAD_asearch/download_dodaaf.asp3. 

Select ‘MILSTRIP Distribution Codes’ from the drop-down menu box. The report 

displays the ‘as of’ date for the codes listed.

AP7.12.3. Numeric Distribution Codes. Current use of numeric distribution codes are 

as follows:

CODE USE

1 Reserved for assignment by the DoD MILSTRIP System Administrator.

2 For use by IMMs to identify transactions associated with lateral redistribution 

of DoD consumable assets

3 For use by IMMs to identify transactions associated with lateral redistribution 

of DoD reparable assets

4 Use for DoD EMALL requisitions

1 DAAS requires a user authorization to obtain information from their website. If you do not currently have 

approved access to DAAS (user id and password), please complete a request for access by going to the 

following DAAS website: https://www.transactionservices.dla.mil/sar/warning.asp

2 Ibid.

3 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.12-3 APPENDIX 7.12

CODE USE

5 Inter-Component use with Service/Agency Code N to identify a DLA 

DoDAAC to receive supply and shipment status and materiel obligation 

validation (MOV) for DLA-funded Navy requisitions to other Services under 

industrial activity support agreement.

6 Inter-Component use with the Navy Service Codes N, V, and R

7 and 8 Inter-Component use with the transmission of MOV requests

9 DLA Disposition Services 

Federal Center

Battle Creek MI 49016-3412

111 Inter-Component use for Retail Transportation and Supply Receipt and 

Acknowledgement Interchange (See DLM 4000.25, Volume 3, Chapter 2)

AP7.12.4. Component Coordinators. DoD Component coordinators are established for 

S/A assignment of distribution codes. See the Defense Enterprise Data Standards 

Office (DEDSO) Website

https://www.dla.mil/Defense-Data-Standards/Committees/Contacts/ 
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

AP7.13-1 APPENDIX 7.13

AP7.13. APPENDIX 7.13

PROJECT CODES

NUMBER OF CHARACTERS: Three.

TYPE OF CODE: Alpha/Numeric.

EXPLANATION: Identifies requisitions and related documentation as to 

special programs, exercises, projects, operations, or 

other purposes.

LEGACY RECORD 

POSITION(S):

57-59.

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Qualifier 781

AP7.13.1. Project codes are used to distinguish requisitions and related documentation 

and shipments, and to accumulate Service/Agency (S/A) performance and cost data 

related to exercises, maneuvers, and other distinct programs, projects, and operations. 

If no project code is applicable, leave blank in the applicable transaction. 

AP7.13.2. Project codes, other than Office of the Secretary of Defense (OSD)/ 

Chairman of the Joint Chiefs of Staff (CJCS) assigned codes, do not provide nor imply 

any priority or precedence for requisition processing or supply decisions. Project codes 

are not related to priority in any respect and, when used, do not alter nor override the 

priority assigned to a requisition or shipment. Requisitions containing project codes and 

shipments related thereto will be processed strictly under the assigned priority 

designator and implied/requested preferential treatment to the contrary will be 

disregarded.

AP7.13.3. Project codes will be perpetuated in all related documentation and will

appear as a part of shipping container markings. Recognition of project codes by 

suppliers in another S/A and the resultant special handling afforded requisitions and 

shipments will be limited to:

AP7.13.3.1. Shipment Consolidation. Criteria for consolidation of project code 

materiel is published in DTR 4500.9-R. 

AP7.13.3.2. Container Marking. Shipments will be marked as prescribed in MILSTD-129, as amended. 

1 ADC 1043 added the Standard Line of Accounting (SLOA) requirement for a project code element in the 

FA2 segment, but also noted that the SLOA project code may or may not be the same as the supply 

project code.
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

AP7.13-2 APPENDIX 7.13

AP7.13.3.3. Shipment Release/Movement Control. At the time of project 

announcement for contingencies and similar rapid response situations, the initiating S/A 

will provide the instructions as to procedures to be followed on requisitions which must 

arrive at destinations within specified time periods.

AP7.13.4. Project codes are categorized into four groups and the authority to assign 

project codes varies by category. The following paragraphs provide the definitions of 

each category of project codes and identify the S/A which is authorized to assign each 

category of project code. The authoritative source for each category of project codes is 

either maintained with the Services or the Project Code Management System (PCMS) 

as part of DAAS logistics transaction processing infrastructure.

AP7.13.4.1. Category A. For use when no meaning of the code will be 

perpetuated outside the originating S/A. The code will be perpetuated in all related 

documentation and will appear as a part of the shipping container markings. Project 

codes in Category A may be assigned by those S/As identified in Appendix 7.2 by a 

distinct S/A code, Federal Standard Requisitioning and Issue Procedures (FEDSTRIP) 

activity address code (AAC), and by those Agencies using the multiuse Service Code H. 

Category A project codes are managed by the Services and are not included in the 

PCMS.

AP7.13.4.2. Category B. For use when recognition and exceptional processing 

actions have been prearranged between specified S/As. Category B project codes will

be announced by the managing S/A only to participating S/As, with the information 

described below in AP7.13.6.3. Assignment authority is the same as for Category A. 

Category B project codes are managed by the Services and are not included in PCMS.

AP7.13.4.3. Category C (3/alphanumeric/alphanumeric). Assigned for common 

purpose use by all or specified S/As. Category C project code(s) are assigned for a 

specified period of time, not to exceed two years initially, with an exception for project 

codes assigned to ongoing MILSTRIP procedures. The project code 

monitor/coordinator will evaluate the need to extend and update Category C project 

codes prior to expiration. All Category C codes are managed in PCMS by OSD, Office 

of CJCS, or the DoD Military Standard Requisition and Issue Procedures (MILSTRIP) 

Administrator.

 AP7.13.4.3.1. Assignment of Category C project codes may be requested by 

OSD/CJCS or by S/As. S/A requests will be forwarded by the Supply Process Review 

Committee (SPRC) representative to the DoD Military Standard Requisition and Issue 

Procedures (MILSTRIP) Administrator. Such requests must: 

 AP7.13.4.3.1.1. Include a statement of the intended use.

 AP7.13.4.3.1.2. Indicate the S/As which will be involved (including 

designator of applicable S/A codes).

 AP7.13.4.3.1.3. Provide the effective date and termination date of the 

code.
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

AP7.13-3 APPENDIX 7.13

 AP7.13.4.3.1.4. Identify at least one monitor/coordinator.

 AP7.13.4.3.1.5. Note any references.

 AP7.13.4.3.2. Project Codes CYK, JZC, JZM, JZO, and RBB are designated 

as Category C and are authorized exceptions to the normal Category C 

3/alphanumeric/alphanumeric structure.

AP7.13.4.4. Category D (9/alphanumeric/alphanumeric). OSD/CJCS project 

codes. Requisitions and materiel releases with Category D project codes will be ranked 

above all other requisitions with the same priority designators for processing purposes. 

Authorization for use of Category D project code(s) will be for a specified period of time, 

not to exceed two years initially. OSD/CJCS will evaluate the need to extend and 

update Category D project codes prior to expiration. All Category D codes are

managed in PCMS by OSD and CJCS.

AP7.13.4.5. OSD and CJCS Assignment Requests

 AP7.13.4.5.1. OSD project codes will be assigned only to projects and 

programs clearly of direct interest to the Secretary of Defense (SECDEF). Requests for 

assignment of OSD project code(s) will be submitted to the DASD (L&MR) SCI. An 

information copy of the request will be provided to the DoD MILSTRIP Administrator. 

Upon approval of the request by the DASD (L&MR) SCI, OSD will complete assignment 

of the project code in PCMS, or may request CJCS record the project code in PCMS on 

behalf of OSD. 

 AP7.13.4.5.2. CJCS project codes will be assigned only to projects and 

programs clearly of direct interest to the CJCS acting on behalf of the SECDEF. The 

Force/Activity Designators (F/AD) to be used in conjunction with the CJCS project code 

should be designated in the authorization. Requests for assignment of CJCS project 

code(s) will be submitted to the Joint Materiel Priorities and Allocation Board, an 

agency of the Chairman, Joint Chiefs of Staff, and approved through the appropriate 

office listed below to authorize CJCS to complete assignment of the project code in 

PCMS: 

 AP7.13.4.5.2.1. Service Headquarters.

 AP7.13.4.5.2.2. Unified or Service Command Headquarters.

 AP7.13.4.5.2.3. The Joint Staff.

 AP7.13.4.5.2.4. OSD.

AP7.13.5. Dissemination. When Category C & D project codes are initially assigned, 

extended, or cancelled prior to the current expiration date, the change will be reflected 

on PCMS generated reports. 
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

AP7.13-4 APPENDIX 7.13

AP7.13.5.1. Initial dissemination of Category C and D project codes will be 

accomplished as follows:

 AP7.13.5.1.1. For OSD/CJCS project codes, OSD/CJCS are responsible for

electronically disseminating the authorizing project code message (or the Execute Order 

containing project code assignment) to S/A Headquarters and other activities as appropriate. 

 AP7.13.5.1.2. The approved project code is finalized and made active and 

will be available from the Defense Automatic Addressing System (DAAS) 

Logistics Data Gateway (LDG).

AP7.13.5.2. When an active project code is extended, the extension will not 

exceed two years. 

AP7.13.5.3. When an active project code is cancelled early (i.e., before the 

currently published termination date) or reaches its termination date, the prior 

termination date is to be crossed out on the PCMS reports and the actual expiration 

date distinctly displayed.

AP7.13.5.4. For those without LDG accounts, reports containing all Category C 

and D codes will be published electronically on the Defense Enterprise Data 

Standards Office (DEDSO) Website. The report includes active project codes and 

those that have expired in the six months prior of the report generation date.

AP7.13.6. Project Code Management System

AP7.13.6.1. System Administration

 AP7.13.6.1.1. DAAS maintains the PCMS application for updating Category 

C & D project code data. It facilitates project code lifecycle management, and real-time 

project code validation for supply transactions processed through DAAS. Access to the 

PCMS application is controlled in accordance with DoD Public Key Infrastructure 

(PKI)/Common Access Card (CAC) requirements and requires an appointment letter 

submitted to the MILSTRIP Administrator, and a System Access Request (SAR) 

submitted to DAAS. 

 AP7.13.6.1.2. DAAS deactivates accounts when an account holder is no 

longer authorized or when the account has not experienced activity for a period of time 

determined by DAAS. OSD/CJCS and MILSTRIP Administrator accounts are restricted 

through access controls to project code categories appropriate to their role authorized in 

their appointment letter. S/A Project Code Representatives and SPRC representatives 

may submit a SAR to obtain a read-only access account to perform ad hoc queries.

AP7.13.6.2. Validation. Using project code data in PCMS, DAAS will edit all 

requisitions and related transactions (DLMS 511R / MILSTRIP Document Identification 

Code (DIC) A0_, AM_, DLMS 869F / MILSTRIP DIC AT_, and DLMS 517M / MILSTRIP 

DIC APR) for invalid/expired Category C & D project codes.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.13-5 APPENDIX 7.13

AP7.13.6.2.1. The edit check for valid project codes compares the project 

code in the transaction to the project codes recorded in PCMS and verifies the project 

code is present and currently active.

AP7.13.6.2.2. If the edit check determines the project code exists but has 

expired, PCMS compares the ordinal date from the requisition document number in the 

transaction to the beginning date and actual expiration date of the project code in PCMS 

to determine if the project code was active at the time of the original requisition.

AP7.13.6.2.3. If an invalid code is present or a project code is used on a 

requisition issued outside the active period for the project code, DAAS will blank the 

project code, forward the requisition for processing, and report this action back to the 

requisitioner in a supply status transaction (DLMS 870S / MILSTRIP DIC AE9) with BK 

status.

AP7.13.6.3. PCMS will track which project codes are reserved, pending active, 

and expired.

AP7.13.6.3.1. PCMS users may reserve a project code within their authority 

to assign for up to one year. If the project code is not made active or given a pending 

date to become active within the year it was reserved, then PCMS will no longer 

reserve the project code. During the time that a project code is reserved, it is only 

discoverable within PCMS by other users who could have been assigned the same 

code.

AP7.13.6.3.2. PCMS users can set a project code to automatically become 

active on a date up to 30 days in the future. In order to set a project code for future 

activation, the project code must have the required information for disseminating the 

project code as called for in AP7.13.6.3.. During the time that a project code is pending 

activation, it is only discoverable within PCMS by other users who could have assigned 

the same code.

AP7.13.6.3.3. PCMS will not offer a previously expired project code to be 

reused for another purpose until at least five years after the project code expired. 

When a user requests to create a new project code, PCMS will first offer the project 

code that has gone the longest since being used. The user will be able to request a 

specific project, so long as it is not already active or within five years since expiring.
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AP7.14-1 APPENDIX 7.14

AP7.14. APPENDIX 7.14

PRIORITY DESIGNATORS, STANDARD AND 

REQUIRED DELIVERY DATES

AP7.14.1. The priority designator (PD) is located in rp 60-61 of requisitions, and related 

transactions, and is based upon a combination of factors that relate the relative 

importance of the requisitioner’s mission, expressed by its Force or Activity Designator 

(F/AD), and the urgency of need of the end use expressed by the Urgency of Need 

Designator (UND). The F/AD (a Roman numeral) is assigned by the Secretary of 

Defense, the Chairman of the Joint Chiefs of Staff (CJCS), or a DoD Component 

authorized by the CJCS to assign F/ADs for their respective forces, activities, programs 

or projects. The criteria for assignment of an appropriate F/AD is in DoDM 4140.01, 

“DoD Supply Chain Materiel Management Procedures,” Volume 8, “Materiel Data 

Management and Exchange,” February 10, 2014. The UND (an alphabetic character) is 

determined by the requisitioning activity. The criteria for assignment of the UND are in 

paragraph AP7.14.3., below.

AP7.14.2. Commanding Officers of requisitioning installations are responsible for the 

accurate assignment of PDs consistent with the F/AD and UND, and the validity of 

required delivery dates (RDD) when assigned to requisitions. Commanding Officers of

International Logistics Control Offices ( ILCO), receiving requisitions from Security 

Assistance requisitioners, are responsible for review of assigned PDs and delivery 

dates. The following reviews will be accomplished prior to transmission of the 

requisitions to the supply source:

AP7.14.2.1. Commanders (or acting commanders during absences) will personally 

review all requirements based on UND A to certify an inability to perform the mission.

AP7.14.2.2. Commanders will designate, in writing, specific personnel who will

personally review all requirements based on UND B to certify that the urgency has been 

accurately determined.

AP7.14.3. The determination of the appropriate UND will be made as follows:

AP7.14.3.1. UND A will be used in requisitioning materiel:

 AP7.14.3.1.1. Required for immediate end use and without which the force or 

activity is unable to perform its assigned operational mission or without which the force 

or activity will be unable to perform its assigned operational mission within 15 days (20 

days if the force or activity is located OCONUS).1

1 Materiel requirements of this nature affect the readiness of mission-essential materiel and 

actually result in a report of casualty in accordance with equipment readiness information 
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AP7.14-2 APPENDIX 7.14

AP7.14.3.1.2. Required for immediate installation on, or repair of, missionessential materiel and without which the force or activity is unable to perform its 

assigned operational mission.

AP7.14.3.1.3. Required for immediate end use for installation on, or repair of, 

direct support equipment (ground support, firefighting, etc.) necessary for the operation 

of mission-essential materiel.2

AP7.14.3.1.4. Required for immediate end use in the replacement or repair of 

mission-essential training materiel and without which the force or activity is unable to 

perform its assigned training missions.

AP7.14.3.1.5. Required for immediate end use to effect the replacement or 

repair of the essential physical facilities of an industrial or production activity and without 

which that activity is unable to perform its assigned missions.

AP7.14.3.1.6. Required for immediate end use to eliminate an existing work 

stoppage at an industrial or production activity that is engaged in manufacturing, 

modifying, or maintaining mission-essential materiel.

AP7.14.3.1.7. Required for immediate end use to eliminate an existing work 

stoppage on a production line that is performing repair and maintenance of 

unserviceable items having a Military Mission Essentiality Code of 1 or 2.

AP7.14.3.2. UND B will be used in requisitioning materiel:

AP7.14.3.2.1. Required for immediate end use and without which the 

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

AP7.14.3.2.2. Required for immediate installation on, repair of, missionessential materiel and without which the capability of the force or activity to perform its 

assigned operational missions is impaired.3

AP7.14.3.2.3. Required for immediate end use for installation on, or repair of, 

auxiliary equipment which supplements mission-essential materiel or takes the place of 

such materiel should it become inoperative.

AP7.14.3.2.4. Required for immediate end use in the replacement or repair of 

mission-essential or auxiliary training equipment and without which the capability of the 

force or activity to perform its assigned missions is impaired.

systems authorized by the OSD, the Chairman of the Joint Chiefs of Staff, or DoD Component 

headquarters.

2 Ibid.

3 Materiel requirements of this nature directly affect the capability of the force or activity to 

perform its mission; it can temporarily accomplish assigned missions and tasks but with 

effectiveness and efficiency below the DoD Component Headquarters-determined level of 

acceptable readiness.
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AP7.14-3 APPENDIX 7.14

 AP7.14.3.2.5. Required for immediate end use to effect replacement or repair 

of the essential physical facilities of an industrial or production activity and without which 

the capability of the activity to perform its assigned missions is impaired.

 AP7.14.3.2.6. Required to preclude an anticipated work stoppage at an 

industrial or production activity that is engaged in manufacturing, modifying or 

maintaining mission-essential materiel.

 AP7.14.3.2.7. Required to preclude an anticipated work stoppage on a 

production line performing repair and maintenance of unserviceable intensive 

management or critical items.

 AP7.14.3.2.8. Required for the immediate replacement of the safety level 

quantity of mission-essential items on allowance and load lists (such as, prescribed load 

lists, spares kits, station sets, or coordinated shipboard allowance lists) when the last 

item has already been issued.

 AP7.14.3.2.9. Required for immediate stock replenishment at overseas 

forward area supply activities when a customer’s mission-essential stock level goes 

below the safety level and stock due in is not anticipated to arrive prior to stock on hand 

reaching a zero balance. The quantity ordered should be the minimum amount 

sufficient to ensure the maintenance of a positive stock balance until materiel that is due 

in actually arrives.

AP7.14.3.3. UND C will be used in requisitioning materiel:

 AP7.14.3.3.1. Required for on-schedule repair, maintenance, manufacture,

or replacement of all equipment.

 AP7.14.3.3.2. Required for replenishment of stock to meet authorized 

stockage objective.

 AP7.14.3.3.3. Required for purposes not specifically covered by any other 

UND.

AP7.14.4. Special Programs. All special programs requisitions (identified by 

requisitioner DoD activity address code (DoDAAC) using the 1st position numeric–2nd

position alpha series, e.g. 1A) will be reviewed for appropriate PD assignment. These

requisitions are authorized to use Uniform Materiel Movement and Issue Priority System 

(UMMIPS) priorities 8, 10, and 15, which corresponds to F/AD V and UND A, B, and C. 

DAAS will validate for appropriate use and downgrade any anuauthorized value to PD 

15. Defense Automatic Addressing System (DAAS) will provide an AE9 transaction with 

BK status and the modified requisition will be forwarded for processing. Abuse of FAD I 

will be output to the Unauthorized Priority Designator Report.

AP7.14.5. Purpose. This section describes the assignment process for determining the 

appropriate PD based on the assigned F/AD and the validation process for those 

activities using the F/AD I assignment inappropriately.
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AP7.14-4 APPENDIX 7.14

AP7.14.5.1. Derivation of Priority Designators. The requisitioning activity

determines the appropriate PD to enter in the requisition based on the assigned F/AD 

and the UND determined by the requisitioning activity. Table AP7-14.T1 indicates the 

appropriate Arabic number PD derived from a combination of a given roman numeral 

F/AD with one of the alphabetical UNDs. It should be noted that each force or activity 

normally can choose from only three priority designators.

Table AP7-14.T1. Derivation Of Priority Designators (Relating F/AD to UND)

FORCE OR

ACTIVITY DESIGNATOR

URGENCY OF NEED

A B C 

I 01 04 11

II 02 05 12

III 03 06 13

IV 07 09 14

V 08 10 15

AP7.14.5.2. Validation of F/AD I Activities. By direction of the OSD, the DAAS will 

validate F/AD I usage through the requisitioning process. The DAAS will maintain an 

edit table consisting of activities authorized to use F/AD I. To preserve accuracy and 

timely update, the JCS will forward to DAAS and Government Services Administration 

(GSA) all OSD-approved assignments of F/AD I immediately upon approval. 

Telephonic or electronic communication, to include on-line update, with the DAAS and 

GSA is authorized for time sensitive updates; however, formal documentation will be 

forwarded to DAAS and GSA to support inclusion of all F/AD I authorized activities. In 

order to maintain unclassified communication, JCS contact points are advised to identify 

authorized activities by DoDAAC only (no clear-text activity names) and make no 

reference to the associated F/AD. DAAS will edit PD 01, 04, and 11 requisitions (DLMS 

511R, 511M, 869F, and 517M or MILSTRIP legacy DICs A0_, AM_, AT_, A3_, A4_, and 

APR) to ensure that F/AD I requisitions identify an authorized activity in the document 

number (MILSTRIP legacy rp 30-43), supplementary address field (MILSTRIP legacy rp 

45-50), or DLMS ship-to, bill-to, or mark-for party4 DoDAAC. DAAS will identify PD 01 

requisitions failing this edit for suspected abuse and subsequent investigation without 

interruption of normal requisition processing. DAAS will use Table AP7-14.T2, to 

downgrade PD 04 and 11 requisitions failing this edit. DAAS will report downgrading 

action back to the requisitioner in DLMS 870S/DIC AE9 transaction with BK status and 

will forward the modified requisition for processing. By agreement, all suspected F/AD I 

abuses found in US Coast Guard requisitions (document number beginning with 

Service/Agency Code Z) identified under above validation process will be automatically 

downgraded. In addition, DAAS will assess the validity of transactions which bypass 

4 Refer to ADC 1009A. Automatic downgrade for PD 01 requisitions will not be authorized pending 

implementation of the mark-for party as an alternate location for the authorized activity DoDAAC.
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AP7.14-5 APPENDIX 7.14

the F/AD I validation process as a result of alternative requisition submission; such as, 

Defense Supply Expert System (DESEX) input, using the requisition image transaction 

(MILSTRIP legacy DICs CHI, CHA, BE9, and B99). Suspected abuses uncovered 

during the above edit process (to include those transactions downgraded by DAAS) will

be output to the Unauthorized Priority Designator Assignment Report (Appendix 6.34). 

Table AP7-14.T2. DAAS Table For Automatic Downgrading Of Requisition 

Priority Designator5

If PD is: then DAAS will to change to:

01

(USCG, USAF JM accounts, and Security 

Assistance only)

03

04 06

11 13

AP7.14.5.3. MILSTRIP requisitions submitted directly to GSA for GSA managed 

items will be reviewed for appropriate PD assignment prior to further processing. Any 

requisitions with PD 04 or PD 11 will be downgraded in accordance with table 2. PD 01 

requisitions may be downgraded with the exception of AF (Service Code F) 

requisitions.

6 GSA will notify the requisitioner of the downgrade by generating a supply 

status, DIC AE8 with BK Status, and route to DAAS for distribution to the correct 

recipient(s) depending on the Media/Status and Distribution Code in the AE8. The 

modified requisition will be forwarded within GSA for processing based on the new PD. 

GSA will report downgrading action to DAAS on the DIC CHA/CH1 transaction using rp 

78 as 'D' to indicate downgrade and rp 79-80 to report the original PD. In the case of PD 

01 suspected abuse, both the PD in rp 60-61 and rp 79-80 would contain 01 on the DIC 

CHA/1 transaction. This action will allow DAAS to merge GSA priority abuse data into 

the Unauthorized Priority Designator Assignment Report on a monthly basis as 

described in DLM 4000.25, Volume 2, Appendix AP6.34. NOTE: MILSTRIP requisitions 

submitted directly to GSA for GSA managed items will not be revalidated by DAAS

against the established edit table.

AP7.14.5.4. DAAS will apply automatic downgrading to DoD EMALL prepared 

requisitions unmatched to the Authorized DoDAAC List with the exception of AF PD 01 

and MILSTRIP Order Entry Program (MOES) PD 01.

5 Effective November 3, 2003, DAAS implemented logic change to allow requisitions with DoDAAC 

N00421 in rp 30-35, Document Number Serial Numbers FQ and GQ (in rp 40-41) and PDs 04 and 11 to 

pass through DAAS processing without being downgraded. Requisitions with DoDAAC N00421, 

document number serial numbers beginning with FQ and GQ for PDs 01, 04, and 11 will not be included 

in the monthly Priority Designator Reports.

6 Refer to ADC 279, Automated Downgrade for Priority Abuse and Reporting Procedures. The exception 

for the AF is an interim waiver pending better methodology for identification of the F/AD I authorized 

activity in AF requisitions.
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AP7.14-6 APPENDIX 7.14

AP7.14.5.5. Security Assistance Requisitions. All Security Assistance requisitions 

(identified by Service Code B, D, K, P, or T in rp 30/45) will be reviewed for appropriate 

PD assignment by the ILCO prior to release. The Security Assistance requisitions will

not be revalidated by DAAS against the established edit table. However, any Security 

Assistance requisitions with PD 01, 04, or 11 will be downgraded in accordance 

withTable AP7-14.T2. DAAS will report downgrading action to the applicable ILCO in 

an AE9 transaction with BK status and the modified requisition will be forwarded for 

processing. Suspected abuse will be output to the Unauthorized Priority Designator 

Report under the appropriate S/A heading with no activity name.

AP7.14.5.6. Participating Service/Agency Points of Contact and Responsibilities. 

DoDM 4140.01, Volume 8, requires DoD Components to designate a single office of 

primary responsibility to act as focal point for UMMIPS matters. To provide clear 

visibility of such points of contact, the JCS, the Military Services, the Defense Logistics 

Agency (if needed), and the General Services Administration, will provide contact 

information to DLA Logistics Management Standards for publication in this appendix. 

Contact information will include office name/symbol and communications numbers. 

Primary and alternate information should be included. DoD Component responsibilities 

for monitoring FA/D assignments and conducting annual reviews are delineated in 

DoDM 4140.01. 

AP7.14.5.7. Service/Agency Points of Contact are listed on the DLA Logistics 

Management Standards Web site at 

http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/. 

AP7.14.6. In the following special circumstances, the stated PD may be used by all 

requisitioners, irrespective of F/AD, but they are not to be used for the routine 

replenishment of stocks to meet authorized stockage objectives:

AP7.14.6.1. PD 03 will be used by all activities for medical or disaster-relief 

supplies or related items of equipment that are required immediately for:

 AP7.14.6.1.1. Prolonging life, relieving avoidable suffering, or expediting 

recovery in case of injury, illness, or disease.

 AP7.14.6.1.2. Avoiding or reducing the impact of epidemics or similar 

potential mass illnesses or diseases when in the opinion of medical professionals the 

probability of epidemics or similar potential mass illnesses is imminent.

AP7.14.6.2. PD 03 will be used by all activities for emergency supplies or items of 

equipment that are required immediately for controlling a civil disturbance, civil disorder 

or rioting.

AP7.14.6.3. PD 06 will be used by all activities for emergency supplies of 

individual and organizational clothing required immediately to provide a minimum of 

essential clothing to active duty military personnel who are actually without their 

required clothing.
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AP7.14-7 APPENDIX 7.14

AP7.14.7. If local stocks are exhausted and the local supply activity must requisition a 

specific immediate end-use requirement for a supported activity with a higher F/AD, the 

supply activity may assign a PD, commensurate with the F/AD of the supported unit, to 

the specific requirement. This authority will not be used for the routine replenishment 

requirements of the supported unit.

AP7.14.8. Whenever a DoD Component executes a contract which provides that a 

commercial contractor will requisition Government-furnished materiel from the DoD 

distribution system, the DoD contracting officer will advise the contractor of the PDs to 

be shown in such contractor-prepared requisitions. The advice will take cognizance of 

the F/AD of the national priority program, force or activity for which the contract is 

executed, and potential urgencies of need.

AP7.14.9. ISSUE PRIORITY GROUPS (IPGs). PDs are grouped into IPGs as follows:

AP7.14.9.1. PDs 01, 02, and 03 form IPG I.

AP7.14.9.2. PDs 04, 05, 06, 07 and 08 form IPG II.

AP7.14.9.3. PDs 09, 10, 11, 12, 13, 14, and 15 form IPG III.

AP7.14.10. The key to achieving and maintaining a well balanced stock position is 

timeliness is submitting stock replenishment requisitions. Services, in promulgating this 

system, will ensure establishment of directives to provide positive assurance that 

replenishment requisitioning is effected when the reorder point has been reached and/or 

when planned program requirements or issue experience reveals the necessity for the 

establishment of stock levels. Continued emphasis on stock replenishment 

requisitioning will minimize the necessity for priority requisitioning. Competing 

demands; such as, different demands having the same PD or RDD for assets in short 

supply, will be manually reviewed when release of assets may result in failure to satisfy 

a firm commitment for delivery of materiel to a Security Assistance recipient or failure to 

satisfy a requisition reflecting a CJCS assigned project code. Decision on the selection 

of demands to be satisfied will be based on scheduled dues-in, significance of the CJCS 

assigned project codes, and acceptability of substitute items. The CJCS project codes 

are the 9__ series. Control levels may be established to reserve assets for requisitions 

with designated ranges of PDs, CJCS approved projects, or firm commitments for 

delivery of materiel to a Security Assistance recipient. 

AP7.14.11. RDD Data Field. Requisitioning activities, after determining the appropriate 

PD applicable to requisitions, will determine the appropriate entry for the RDD data 

field.

7 The combination of the PD and the designation or non-designation of an RDD or 

other allowable entry for rp 62-64, as stated in this appendix, will determine the supply 

and transportation system response time requirements. Response times are referenced 

in DoDM 4140.01, Volume 8, DoD Supply Chain Materiel Management Procedures: 

Materiel Data Management and Exchange.

7 Non-date entries in the RDD field, i.e., Codes E, F, N, R, 444, 555, 777, and 999, are referenced as 

Special Requirement Codes Under the DLMS.
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AP7.14-8 APPENDIX 7.14

AP7.14.11.1. A RDD which falls within 8 days of the requisition date will impact 

determination of the applicable UMMIPS time standard when the PD is 04-15. 

Otherwise, designation of a specific calendar day as the RDD will not influence 

response time; shipment will occur within the UMMIPS time standards for the assigned 

PD. When entered, the calendar day RDD may not precede the requisition date or 

exceed the requisition date or exceed the requisition date by more than 100 days.

8

Requisitions may also be coded using instructions below to indicate an extended RDD. 

To preclude shipment later than the RDD, submit requisition with Advice Code 2T.

 AP7.14.11.1.1. Extended RDD (Code X). When an extended RDD is 

assigned, it will be expressed in terms of months from the last day of the month 

expressed by the date of the requisition. The number of months, designating the 

extended RDDs, will be entered in rp 63-64 and an alphabetic X will be entered in rp 62. 

Use of the extended RDD will not preclude earlier delivery if the materiel is available or 

later delivery should back-ordered materiel become available at a later date. Enter the 

appropriate PD, consistent with the F/AD and UND, in rp 60-61. Under these 

circumstances, the RDD will be the last day of the month depicted by the entry in rp 63-

64. When supply status is provided, the estimated shipping date (ESD) will be shown 

in rp 70-73. Supply source deferring supply support to the requisitioner will enter Status 

Code BP in rp 65-66 of the supply status transaction.

 AP7.14.11.1.2. Extended RDD (Code S). When a requisitioner desires that 

specific shipments not be released prior to 50 days before expiration of the extended 

RDD, an S will be entered in rp 62. No other entry will preclude earlier shipment if the 

materiel is available. The RDD will be interpreted as the last day of the month indicated 

in rp 63-64. The entry in rp 63-64 will indicate the number of months from the 

requisition date that the materiel is required; such as, 01 for the first month and 02 for 

the second month. Shipping activities will ensure that this request is honored. Supply 

sources deferring supply support to the requisitioner will enter Status Code BP9 in rp 65-

66 of the supply status transaction.

AP7.14.11.2. Expedited Transportation Signal. When expedited transportation is 

required, and the PD is 01-15, “777" may be entered in rp 62-64.

AP7.14.11.3. Collocated Stock. If the customer is collocated with the supply depot 

issuing the materiel or has through local negotiations obtained collocated customer 

status and does not require the fastest possible service of the supply and transportation 

system, the customer should enter an RDD of 444. The customer entering a “444" RDD 

should expect the total time from order placement to delivery to be within the UMMIPS 

time standards for the assigned PD.

AP7.14.11.4. Non-Mandatory RDD Data-Field Requirements. If the customer 

does not specify an RDD or one of the allowable entries for rp 62-64 the RDD may be 

8 The 100-day edit is not applicable to requisitions directed to Naval Ammunitions Logistics Center 

(NALC). 

9 Ibid
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AP7.14-9 APPENDIX 7.14

left blank and the customer should expect the total time from order placement to 

delivery to be within the UMMIPS time standards for the assigned PD. When 

requisitions are received without entries in rp 62-64, these positions will be left blank on 

all transactions resulting from requisition processing.

AP7.14.11.5. Mandatory RDD Data-Field Requirements. For subsistence, the 

RDD in rp 62-64 is a mandatory entry on all requisitions, with the assigned PD 

prescribing the precedence of internal supply processing actions for requisitions 

reflecting identical RDDs. To ensure delivery on the RDD, the ICP/depot may bank the 

requisitions until the correct processing date, computed by subtracting the number of 

days needed for depot processing and transit time from the RDD. All requisitions will be 

submitted using schedules established by the ICP.

 AP7.14.11.5.1. When RDDs extend beyond order/ship times established by 

the ICP (for meals ready to eat (MRE) and other ration items), Paragraph AP7.14.10.1.

will apply.

 AP7.14.11.5.2. Provisions for work stoppage conditions identified below do 

not apply to subsistence.

 AP7.14.11.5.3. During mass and universal cancellation situations, provisions 

of Chapters C4 and C27 take precedence over specific RDD requirements. 

 AP7.14.11.5.4. Expedited Handling Signal 999 and other not mission capable 

supply (NMCS) conditions covered in the succeeding paragraphs take precedence over 

the specific RDD requirements.

AP7.14.11.6. Not Mission Capable Supply/Anticipated Not Mission Capable 

Supply. Not mission capable supply/anticipated not mission capable supply 

(NMCS/ANMCS) requisitions will be prepared with special coding in the RDD field when 

the following conditions exist/are anticipated to occur; equipment deadlined for parts, 

aircraft out of commission for parts, engine out of commission for parts, and ships 

capability impaired for parts. The Commanding Officer of the requisitioning activity will

either personally approve, or delegate in writing to specific personnel the authority to 

approve, all NMCS/ANMCS requisitions.

 AP7.14.11.6.1. Expedited Handling Signal. Expedited Handling Signal 999 

will be entered in the RDD field of PD 01-03 NMCS requisitions for materiel being 

shipped to U.S. Forces OCONUS and CONUS Forces alerted for OCONUS deployment 

within 30 days of the requisition date only when the conditions specified below are met:

 AP7.14.11.6.2. The requisitioning unit must possess F/AD I, II, or III, and 

 AP7.14.11.6.3. The items or equipment required are causing missionessential systems or equipment to be incapable of performing any of their assigned 

missions, or 
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AP7.14-10 APPENDIX 7.14

 AP7.14.11.6.4. The items or equipment required have been identified during 

maintenance or testing as necessary to prevent mission-essential systems or 

equipment from being unable to perform assigned operational missions or tasks within 5 

days of the date of the requisition. 

 AP7.14.11.6.5. Expedited Handling Signal 999 does not apply to Security 

Assistance requisitions.

 AP7.14.11.6.6. Requisitions for NMCS conditions other than 999, and all 

ANMCS conditions, must contain PD 01-08 with an N (NMCS) or E (ANMCS) in rp 62. 

[text deleted] Rp 63-64 are considered nonsignificant. Use UMMIPS time standards to 

ship materiel. 

 AP7.14.11.6.7. Required Availability Date. Security Assistance requisitions 

may contain a required availability date (RAD) in rp 62-64. The RAD will reflect the 

amount of time remaining from the date of the requisition until the materiel is required. 

Enter an A in rp 62 and use rp 63-64 to indicate the number of months remaining from 

the date of the requisition to the required availability date. (See Chapter C25.)

 AP7.14.11.6.8. Processing Precedence During Mass Cancellation. 

Customers desiring to identify requisitions for continued supply and/or shipment 

processing during mass cancellation situations, will submit a requisition modifier 

(document identifier code (DIC) AM_ with 555 in the RDD data field (in rp 62-64). 

Requisitions containing or modified to contain 555 in the RDD data field and PD 01-08 

(in rp 60-61) will receive processing precedence using the guidance in Volume 2, 

Chapter C4. Requisitions containing 555 in the RDD data field and PD 09-15 in rp 60-

61 will be processed under the priority.

 AP7.14.11.6.9. Processing Precedence During Work Stoppage. For work 

stoppage conditions at industrial activities, the following procedures may apply at the 

option of the individual Service. When utilized, these codes will only be significant on 

an intra-Service basis and will not be otherwise recognized.

 AP7.14.11.6.9.1. Enter F in rp 62 of requisitions submitted by rework 

facilities for bits and pieces required for rework of mandatory turn-in reparable materiel. 

Rp 63-64 is left blank.

 AP7.14.11.6.9.2. Enter R in rp 62 of requisitions submitted by repair 

activities, other than rework facilities, to indicate local work stoppage requirements. Rp 

63-64 is left blank.

 AP7.14.11.6.10. Required Delivery Period. For conventional ammunition 

requisitions only when materiel is required to be delivered within a specific time period; 

such as, materiel for an exercise which is not required before or after the exercise, a
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AP7.14-11 APPENDIX 7.14

required delivery period (RDP) may be established as outlined below and entered in rp 

62-64:10

AP7.14.11.6.10.1. Decide the latest acceptable delivery date, then 

calculate how many days this date is past the date of the requisition. Assign this 

number of days to the last two positions of the RDP (in rp 63-64). (The RDP allows the 

last acceptable delivery date to reach up to but not exceed 99 days past the date of the 

requisition.)

AP7.14.11.6.10.2. Decide the earliest acceptable delivery date. 

Determine how many days this date is before the last acceptable delivery date. Match 

this number to the corresponding letter in the RDP table below. Assign this letter to the 

first position of the RDP (in rp 62). (The RDP allows the earliest acceptable delivery 

date up to, but not greater than, 14 days before the last acceptable delivery date.)

B C D G H J K L M P T U V W

1 2 3 4 5 6 7 8 9 10 11 12 13 14

AP7.14.11.6.10.3. In the above manner, a requisitioner may specify an 

RDP without the use of exception data. As an example, assume a requisition has an 

ordinal date of 2125, and the last acceptable delivery date is 30 days after the date of 

the requisition (2155), while the earliest acceptable delivery date is 2 days before the 

latest acceptable delivery date (2153). In this case two positions of the RDP would be 

30, and the first position would be C (2 days before 2155–the last acceptable delivery 

date). The RDP would appear on the requisition as C30.11

10 Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL 

148.

11 The 100-day edit is not applicable to requisitions directed to Naval Ammunitions Logistics Center 

(NALC).
DLM 4000.25, Volume 2, April 09, 2022

Change 14 

AP7.15-1 APPENDIX 7.15

AP7.15. APPENDIX 7.15

ADVICE CODES 

AP7.15.1. Advice codes are numeric/alphabetic or numeric/numeric and provide coded 

instruction to supply sources when such data are considered essential to supply action 

and entry in narrative form is not feasible. The requisition transaction advice codes flow 

from requisition originators to initial processing points and are thereafter perpetuated 

into passing actions and release/receipt documents. The excess transaction advice 

codes flow from Defense Automatic Addressing System (DAAS) to an Inventory Control 

Point (ICP)/ Integrated Materiel Manager (IMM) to indicate that the excess transaction 

has been edited by DAAS. The method of assigning advice codes and listings of 

requisition/excess transaction advice codes are provided below:

CATEGORY ASSIGNMENTS OF ADVICE CODES

RECORD POSITION(S)

65 66 Numeric/Alphabetic and Numeric/Numeric

1 A thru Z

(Except I and O)

1 thru 9

For Intra-Army usage.1

2 A thru Z

(Except I and O)

1 thru 9

For DLA, inter-Service, and GSA 

transactions.

3 A thru Z

(Except I and O)

1 thru 9

4 A thru Z

(Except I and O)

1 thru 9

For Intra-Marine Corps usage.2

5 A thru Z

(Except I and O)

1 thru 9

For Intra-Navy usage.3

6 A thru Z 

(Except I and O)

1 thru 9

For Intra-Air Force usage.4

1 The codes assigned for DLA, inter-Service and Government Services Administration (GSA) transaction 

use will also be recognized and used for intra-Service transactions and will not be duplicated within the 

Service assignment latitude.

2 Ibid.

3 Ibid.

4 Ibid.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-2 APPENDIX 7.15

CATEGORY ASSIGNMENTS OF ADVICE CODES

RECORD POSITION(S)

7 A thru Z

(Except I and O)

1 thru 9

For Intra-GSA usage.5

8 A thru Z

(Except I and O)

1 thru 9

For Intra-DLA usage.6

9 A thru Z

1 thru 9

Reserved - Not to be used.

0 A thru Z

1 thru 9

NUMBER OF 

CHARACTERS:

Two.

TYPE OF CODE: Numeric/alphabetic or numeric/numeric.

EXPLANATION: Provides coded instructions by the requisitioner to supply 

sources when such data are considered essential to supply 

action and entry in narrative form is not feasible.

RECORD 

POSITION(S) (rp):

65-66.

5 Ibid.

6 Ibid.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-3 APPENDIX 7.15

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION

2A Item is not locally obtainable through manufacture, fabrication, or 

procurement.

2B Requested item only will suffice. Do not substitute/interchange. Also 

applies to “obsolete”/”inactivated” items previously rejected with 

Status CJ. When used in response to Status Code CJ, the 

submission of a new requisition will be on DD Form 1348-6 with all 

appropriate technical data; for example, end item usage, component, 

make, model, series, serial number, drawing piece and/or part 

number, manual reference, or applicable publication.

2C (1) Do not backorder. Reject any unfilled quantity not available to 

meet standard delivery date (SDD)/ required delivery date (RDD). 

Suitable substitute acceptable.

(2) When entered in Brand name Resale Subsistence item, 

requisitions for overseas will be interpreted to authorize rejection of 

unfilled quantities not due to arrive in the overseas command by the 

RDD plus 30 days. Rejection status will be furnished the customer 

when it is determined by the supply source that unfilled requisitioned 

quantities cannot be shipped in time to arrive at the Outside 

Continental United States (OCONUS) destination by RDD plus 30 

days. This may occur as a result of vendors’ failure to ship required 

quantities to the CONUS transshipment depots by contract delivery 

date plus 15 days or upon receipt at the Continental United States 

(CONUS) transshipment depot, it is determined that the shipment 

could not reach the OCONUS destination by the RDD plus 30 days. 

2D7 Furnish exact quantity requested (i.e., do not adjust to quantity unit 

pack unless adjustment is upward and the dollar value increase is not 

more than $5 over the requisition’s extended money value.)

2E Free issue. Stock lists or other publications offer this materiel without 

reimbursement. (To be used with Signal D or M on inter-Service 

requisitions.)

2F Item known to be coded “Obsolete” but still required for immediate 

consumption. Service coordinated/approved substitute is acceptable. 

If unable to procure, reject requisition with Status CJ.

7 Procedures for quantity adjustment related to requisitions with Advice Codes 2D, 27, or 29 last reported 

as not implemented by GSA. Refer to AMCL 161.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-4 APPENDIX 7.15

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION

2G Multiple use:

(1) Ship new stocks or stocks having new appearance;

(2) Strategic mission requires latest model and configuration (for 

electronic tubes);

(3) Strategic mission requires newest stock only (for photographic 

film or for aerial requirements for ammunition devices or cartridges);

(4) Anticipated usage requires latest expiration dates only (for 

biological).

2H Special textile requirement for use in airborne operations where 

personal safety is involved.

2J Do not substitute or backorder any unfilled quantities.

2K Item being requisitioned from CONUS pursuant to the balance of 

payments program. (To be used by OCONUS requisitioner.)

2L Quantity reflected in quantity field exceeds normal demands; 

however, this is a confirmed valid requirement.

2M8 MCA validation process has revealed that the requested item is 

authorized by a valid contract.

2N Item required in one continuous length as expressed in rp 25-29 and 

unit of issue in rp 23-24. No other configuration is acceptable and/or 

multiples of the unit pack is not acceptable.

2P Item required in one continuous length as expressed in rp 25-29 and 

the unit of issue in rp 23-24. If requirement exceeds the unit pack 

length, multiples of the unit pack is acceptable.

2Q9 The management control activity (MCA) validation process has 

revealed that the quantity cited on the document identifier code (DIC)

AX1 exceeds the contract authorized quantity. The total 

requisitioned quantity is to be rejected.

2R10 MCA validation process has revealed that the quantity cited on the 

DIC AX1 transaction exceeds the contract authorized quantity. The 

quantity field in this transaction (DIC AX2) reflects the quantity that 

may be supplied. The quantity difference between the DIC AX1 and 

this transaction will not be supplied.

8 Procedures to control access to DoD material inventories by defense contractors last reported as not 

implemented by United States Army (USA) (Retail). Refer to AMCL 1A.

9 Ibid.

10 Ibid.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-5 APPENDIX 7.15

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION

2S Issue below established stock reservation levels is authorized. (To 

be used by Service owners of single manager for conventional 

ammunition (SMCA) managed conventional ammunition items only.)

2T Deliver to the ultimate consignee by the SDD or RDD entered hereon 

or cancel requirement.

2U11 MCA validation process has revealed that no valid contract/call or 

order number is registered at the MCA or Service/Agency required

manufacturing directive number (MDN) or contract line item number 

(CLIN) is missing or invalid.

2V12 MCA validation process has revealed that the contract is valid; 

however, the requisitioned item, or requisitioner, or the DoD activity 

address code (DoDAAC) in rp 45-50, is not authorized government 

furnished materiel (GFM) under the contract.

2W This requisition is submitted for free issue of assets above the 

approved force acquisition objective (AFAO) on a fill or kill basis. 

(Applicable to Grant Aid/ Military Assistance Service Funded (MASF)

requisitions only.)

21 Combination of Advice Codes 2L and 2T.

22 Combination of Advice Codes 2C and 2L.

23 Combination of Advice Codes 2L and 2G.

24 Combination of Advice Codes 2B and 2G.

25 Combination of Advice Codes 2A and 2F.

26 Combination of Advice Codes 2B and 2L.

27 Combination of Advice codes 2D and 2L.

28 Combination of Advice Codes 2N and 2L.

29 Combination of Advice Codes 2D and 2G.

31 Combination of Advice Codes 2J and 2G.

32 Combination of Advice Codes 2C and 2T.

33 Combination of Advice Codes 2L and 2J.

11 Ibid.

12 Ibid.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-6 APPENDIX 7.15

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION

34 Requested item only will suffice. Do not substitute/interchange. 

Items required in one continuous length as expressed in rp 25-29 and 

unit of issue in rp 23-24. No other configuration is acceptable and/or 

multiples of the unit pack is not acceptable. 

(Combination of Advice Codes 2B and 2N.)

39 Requested item only will suffice. Do not substitute/interchange. Item 

required in one continuous length as expressed in rp 25-29 and the 

unit of issue in rp 23-24. If requirement exceeds the unit pack length, 

multiples of the unit pack is acceptable. 

(Combination of Advice Codes 2B and 2P.)

3A This requisition is for assets located in the DLA Disposition Services 

Field Office activities, as advertised by DLA Disposition Services, for 

which the requisitioner desires to inspect materiel prior to shipment. 

Fill or kill. Use of this code is limited to requisitions with K, L, R, S, or 

T in rp 40.

3B Item being requisitioned has been designated as a commercial type 

item. Unable to obtain from commercial sources. Request supply of 

requisitioned quantity be accomplished against Foreign Military 

Service (FMS) code reflected in rp 48-50.

3C through 3F Deleted.

3G For OCONUS requisitions only. Requisitioner will accept shelf 

life materiel with a minimum of 4 months shelf life remaining 

until expiration at time of issue/shipment from DLA Distribution 

Center. Supply Discrepancy Reports (SDRs) will not be 

accepted for expired materiel with the usage of Advice Code 3G.

3H through 3J Deleted

3L Deleted.

3O Deleted.

3Q Requested item only will suffice. Do not substitute/interchange. 

Requisitioner will accept Condition Code E stock in a usable 

condition (ammunition stock only).

3R and 3S Reserved.

3V Deliver to the ultimate consignee by the SDD entered hereon or 

cancel requirement. Requisitioner will accept Condition Code E 

stock in a usable condition (ammunition stock only).
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-7 APPENDIX 7.15

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION

3W Furnish exact quantity requested (i.e., do not adjust to unit pack 

quantity). Requisitioner will accept Condition Code E stock in a 

usable condition (ammunition stock only).

3X Requisition will accept Condition Code E stock (ammunition stock 

only).

3Y Do not substitute or backorder any unfilled quantities. Requisitioner 

will accept Condition Code E stock in a usable condition (ammunition 

stock only).

3Z The quantity reflected in the quantity field exceeds normal demand; 

however, this is a confirmed valid requirement. Requisitioner will

accept Condition Code E stock in a usable condition (ammunition 

stock only).

MATERIEL RETURNS PROGRAM ADVICE CODES

CODE EXPLANATION

3T Document has been edited by DAAS. Records indicate that NSN is 

correct and that the activity identified in rp 4-6 is the managing 

ICP/IMM.

3U The correct source of supply is in rp 4-6. Necessary action has been 

initiated to correct the FLIS source of supply file.

INTRANSIT CONTROL SYSTEM ADVICE CODES

CODE EXPLANATION

35 Deleted.

36 A DLA Disposition Services Field Office receipt exists for which a 

matching DIC AS3 has not been received. No response is required. 

(For use with DlCs AFX and AFZ by DLA Disposition Services only.)

37 A DIC AS3 has been received for which a matching DLA Disposition 

Services Field Office receipt has not been received. (Only use with 

DICs AFX and AFZ by DLA Disposition Services.)
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.15-8 APPENDIX 7.15

DLMS RECEIPT, RESPONSE TO RECEIPT INQUIRY, AND INVENTORY 

ADJUSTMENT TRANSACTION ADVICE CODES 13

CODE EXPLANATION

3K Storage activity response to inquiry for receipt status. Storage 

activity has the receipt in process. Refer to ADC 313.

3M Storage activity response to inquiry for receipt status. Storage 

activity has no receipt in process but there is a prepositioned materiel 

receipt (PMR) file. Refer to ADC 313.

3N Storage activity response to inquiry for receipt status. Storage 

activity has no receipt in process and no record of the due-in/PMR. 

Refer to ADC 313.

3P Storage activity response to an inquiry for status on receipt, or in 

response to a follow-up for asset reclassification, to indicate that the 

transaction being submitted is a duplicate of the original receipt 

transaction, or inventory adjustment transaction, provided by the 

storage activity. Caution must be used by the recipient to assure that 

the transaction is not processed twice. Refer to ADC 313 and ADC 

487.

13 DLMS enhancement. Not for use in corresponding MILSTRAP legacy 80 record position transactions. 

Refer to ADC 313. DOD Components must provide Defense Enterprise Data Standards Office with their 

Component implementation date for ADC 313.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-1 APPENDIX 7.16

AP7.16. APPENDIX 7.16

STATUS CODES

AP7.16.1. Status codes may be alphabetic/alphabetic or alphabetic/numeric and flow 

from sources of supply to the creator of a requisition or customer asset report, 

consignee/consignor, or Service-designated control office. Status codes also flow from 

the Defense Automatic Addressing System (DAAS) to a DAAS subscriber or from 

storage activities to inventory control points (ICP) to furnish the status of materiel 

release orders (MRO). The purpose of status codes is to inform recipients of the status 

of requisitions or customer asset reports and related transactions.

AP7.16.2. Selected status codes are also used to provide status on or to reject Military 

Standard Transaction Reporting and Accountability Procedures (MILSTRAP) 

transactions (Volume 2, Appendix 3). 

AP7.16.3. The method of assigning status codes and a listing of the codes is provided 

below:

CATEGORY ASSIGNMENTS OF STATUS CODES

RECORD POSITION(S)

65 66 Alphabetic/Alphabetic and 

Alphabetic/Numeric

A A through Z 

(except I and O)

1 through 9

For Intra-Army

B A through Z 

(except I and O)

1 through 9

For DLA, Inter-Service, and 

Government Services Administration 

(GSA)1 transactions, excluding 

customer asset reporting transactions.

C A through Z 

(except I and O)

1 through 9

D A through Z 

(except I and O)

1 through 9

P A through Z 

(except I and O)

1 Codes assigned for DLA, inter-Service, and GSA use will also be recognized and used for intraService 

transactions and will not be duplicated within the Service assignment latitude.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.16-2 APPENDIX 7.16

CATEGORY ASSIGNMENTS OF STATUS CODES

RECORD POSITION(S)

65 66 Alphabetic/Alphabetic and 

Alphabetic/Numeric

F A through Z 

(except I and O)

1 through 9

For Intra-Air Force

J A

1

G A through Z 

(except I and O)

1 through 9

For Intra-GSA

H A through Z 

(except I and O)

1 through 9

For Intra-DLA

M A through Z 

(except I and O)

1 through 9

For Intra-Marine Corps

N A through Z 

(except I and O)

1 through 9

For Intra-Navy

R A

1

E A through Z 

(except I and O)

1 through 9

For DLA, Inter-Service, and GSA2

customer asset reporting transactions.

S A through Z 

(except I and O)

1 through 9

T A through Z 

(except I and O)

1 through 9

U A through Z 

(except I and O)

1 through 9

2 Ibid
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-3 APPENDIX 7.16

NUMBER OF 

CHARACTERS:

Two

TYPE OF CODE: Alpha/Alpha or Alpha/Numeric.

EXPLANATION: Used to inform appropriate recipient(s) of the status of a 

requisition’s or asset report’s processing, or of the 

processing of related transactions.

Legacy Record Position 65-66

DLMS/Segment/Qualifier: LQ Segment, LQ01 Data Element ID 1270 Qualifier 81 – 

Status Code

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

BA (1) Item being processed for release and shipment on a requisition or 

requisition alert. The estimated shipping date (ESD) is contained in record 

position (rp) 70-73 when provided in response to a follow-up. 

(2) For status messages with a Distribution Code in rp 54-56 = 111, this 

status indicates that it is used in support of the Retail Transportation and 

Supply Receipt and Acknowledgement Interchange in response to follow-ups 

and for initial physical in-check of cargo from a retail supply warehouse to a 

transportation system for movement, etc. See DLM 4000.25, Volume 3, 

Chapter 2.

BB (1) Item is back ordered against a due-in to stock. The ESD for release of 

materiel to the customer is contained in rp 70-73.

(2) Requisition alert has been backordered. Additional status will be 

provided to indicate action taken.

BC Item on original requisition containing this document number has been back 

ordered. Long delay is anticipated and ESD is in rp 70-73. Item identified in 

the national stock number (NSN) field (or "remarks" field if NSN field cannot 

accommodate the item number), that is not an automatic/coordinate 

substitute, can be furnished. The price of the substitute item is in rp 74-80. If 

desired, submit a cancellation for the original requisition and submit a new 

requisition3 for the offered substitute.

3 Submit a new requisition using a new document number with a current ordinal date.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-4 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

BD Requisition is delayed: 

(1) Delay due to need to verify requirements relative to authorized 

application, item identification, or technical data.

(2) Requisition alert fulfillment is delayed due to need to verify requirements 

relative to item identification. Re-identification of NSN materiel to unit of use 

LSN required.

(3) Requisition for government furnished materiel (GFM) is delayed pending 

validation by either contracting management control activity (MCA) or 

between source of supply and MCA. See rp 4-6 to determine the activity 

performing the validation. Upon completion of review, additional status will 

be provided to indicate action taken.

(4) If used with Management Code R, delay due to storage activity denial on 

the identified suffix. Clear/update local records for suffix and quantity 

identified. Further action on the denied quantity is anticipated to occur on a 

subsequent suffix code.

BE Depot/storage activity has a record of the MRO but no supporting 

transaction/record of the action taken. (Depot/storage activity response to 

ICP request for MRO status for use with DIC AE6 only.)

BF No record of your requisition or requisition alert for which your DIC AF_ 

follow-up or cancellation request was submitted. Also used by a source of 

supply to indicate no record of a GFM requisition for which a DIC AX2 

transaction has been received.

(1) If received in response to a cancellation request, subsequently received 

requisitions (A0_) or other documents (AM_, AT_) will be returned by the 

source of supply with BF status. De-obligate funds and, if item is still 

required, submit requisition using new document number.4

(2) If received in response to a follow-up (AF_) request, source of supply 

action to process subsequently received documents (A0_, AM_, AT_) will 

continue under regular MILSTRIP procedures.5

(3) When used in response to DLA Disposition Services generated DIC AFX 

and AFZ follow-ups, indicates that the shipping activity has no record of 

generating an AS3 transaction or of making a shipment to a DLA Disposition 

Services Field Office under the document number in question and has not 

received a signed copy of the disposal turn in document (DTID). 

(4) MCAs/contractors/Service(s)/Agencies (S/A) in receipt of Status Code BF 

will review for establishment of a valid GFM requisition. If a valid requisition 

exists, a DIC AT_ transaction will be generated. Subsequent receipt of a 

valid requisition will be processed by the MCA or source of supply, under 

Chapter C26 procedures.

4 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-5 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

BG One or more of the following fields have been changed:

(1) Stock Number (as the result of a formal catalog change).

(a) Requisitioned NSN has been replaced by or consolidated with NSN in 

stock number field.

(b) NSN is assigned to part number that was requisitioned.

(c) FSC has changed but NIIN remains the same as originally 

requisitioned. Review NSN (federal supply classification (FSC) and national 

item identification number (NIIN)) to ensure that requisition under process is 

for desired item. If NSN is not for desired item, submit cancellation request 

to the source of supply.

(d) FSC has changed but NIIN remains the same as expressed in 

original transaction. (Applies to MILSTRAP DZ9 status notifications only.)

(2) Unit of Issue (as the result of a formal catalog change).

(3) Unit of issue: A requisition alert or funded requisition was requested in a 

unit of use. The requested quantity is equal to the units in a FLIS unit of issue 

(ex.: 100 EA equals 1 HD). Your document has been converted to the FLIS 

unit of issue, quantity, and price. The source of supply will provide additional 

status to indicate further action taken on this requisition.

(4) Requisitioned part number has been identified to/replaced by the part 

number reflected in the stock number field. Examine quantity and unit price 

resulting from the above changes and revise appropriate records 

accordingly. The source of supply will provide additional status to indicate 

further action taken on this requisition

BH Service coordinated/approved substituted/interchangeable item, identified in 

stock number field, will be supplied requisition or requisition alert. Examine 

unit of issue, quantity, and unit price fields for possible changes. Revise 

appropriate records accordingly. Additional status will be provided.

BJ Quantity changed to conform to unit pack or because of allowable direct 

delivery contract variance; adjust the due-in records accordingly. Unit of 

issue is not changed.

BJ Quantity changed to conform to unit pack or because of allowable direct 

delivery contract variance; adjust the due-in records accordingly. Unit of 

issue is not changed.

5 If requisitioning via submission of a new document number, submit a cancellation request prior to fund 

deobligation to ensure against a potential duplicate shipment.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.16-6 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

BK Modified. 

(1) Requisition data elements have been modified as requested. Examine 

data fields in this status document for current requisition data.

(2) Used by Transaction Services on DIC AE9 and by GSA on DIC AE_ to 

advise that the requisition contained a requisition priority for which the activity 

was not authorized. The requisition priority has been downgraded as shown 

and the requisition forwarded for processing. 

(3) Used by Transaction Services on DIC AE9 to advise that the requisition 

contained an invalid/expired OSD/CJCS category D project code. The 

project code has been blanked out and the requisition forwarded for 

processing.

(4) Used by Transaction Services on DIC AE9 or by source of supply to 

advise the customer that the requisition priority designator and/or required 

delivery date (RDD) data fields continued invalid or incompatible data. 

Customer entry has been modified or blanked out and the requisition 

forwarded for processing.

(5) Used by Transaction Services on DICC AE9 or by the source of supply to 

advise that submitter’s fund code has been replaced by Fund Code XP 

requiring non-interfund billing.

BL Notice of availability (NOA) was forwarded to the country representative or 

freight forwarder on date entered in rp 70-73.

BM Your document was forwarded to the activity indicated in rp 67-69. Forward 

all future transactions for this document number to that activity. (Also applies 

to MILSTRAP DIC DZ9 status notifications.)

BN (1) Requisition being processed as free issue. Signal and fund code fields 

corrected as noted. Adjust local fund obligation records.

(2) Requested free issue quantity on requisition can be provided. No 

change to signal and fund code. No need to adjust fund obligation records. 

Applies only to DLA requisitions directed to Navy’s Real-time Reutilization 

Asset Management (RRAM) in support of 2005 BRAC.

BP Requisition has been deferred per customer instructions. The ESD is in rp 

70-73.

BQ Canceled. Results from receipt of cancellation request from requisitioner, 

consignee, manager, or other authorized activity. Also applies to 

cancellations resulting from deletion of a DoDAAC identified as requisitioner, 

ship-to, bill-to activity from the DoDAAD. Deobligate funds, if applicable.

BR Cancelled. Requisitioning activity authorized cancellation in response to 

materiel obligation validation (MOV) request furnished by processing point.

BS Canceled. Requisitioning activity failed to respond to MOV request from 

processing point.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-7 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

BT Requisition has been received and will be processed for attempted release 

and shipment from stock to meet your RDD. Further status will be provided 

based on asset availability at the time of release processing. (Applies to 

Subsistence only.)

BU Item being supplied against your FMS Case Designator reflected in rp 48-50 

or you Grant Aid Program and record control number (RCN) reflected in rp 

46-50. This document represents a duplicate of the requisition prepared by 

the U.S. Service.

BV Requisition or requisition alert item procured and on contract for direct 

shipment to consignee. The contract shipping date is entered in rp 70-73. 

Cancellation, if requested, may result in billing for contract termination and/or 

transportation costs, if applicable. 

BW Your Security Assistance Program requisition containing this document 

number has been received by the ILCO and submitted to the supply system. 

A current ESD is not presently available but will be provided by subsequent 

status transactions. (May be used by ILCOs in acknowledging requisition 

receipt or in reply to follow-up when ESDs are not available.)

BX Transportation activity has received pre-positioned data on item for shipment 

from supply activity; item not yet arrived at transportation activity for check-in 

(Servicing retail transportation activity response to retail supply activity 

request for materiel release status for use with DIC AE6/AEJ only).

BY Depot/storage has previously denied the MRO by DIC A6_. (Depot/storage 

activity response to ICP request for MRO status, for use with DIC AE6 only.)

BZ Requisition or requisition alert is being processed for direct delivery 

procurement. Upon completion of necessary procurement action, additional 

status will be provided to indicate action taken. ESD is in rp 70-73.

B1 Assets not currently available. Requisition will be retained by DLA 

Disposition Services for 60 days from date of receipt awaiting possible arrival 

of assets. (DLA Disposition Services use only.)

B2 Status of supply or procurement action precludes requested modification.

B3 The required availability date (RAD) contained in the original requisition is 

unrealistic. The date in rp 70-73 is the date when the materiel will be 

available.

B4 Canceled. Results from receipt of cancellation request from requisitioner, 

consignee, manager, or other authorized activity. Do not deobligate funds. 

Billing for materiel or contract termination charges will be made.

B5 The activity identified by the code in rp 4-6 is in receipt of your follow-up

request. Action to determine current status and/or improve the ESD is being 

attempted. Further status will be furnished.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-8 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

B6 The materiel applicable to the requisition requested for cancellation has been 

diverted to an alternate consignee.

B7 Unit price change. The latest unit price for the item identified by the stock or 

part number in rp 8-22 is reflected in rp 74-80.

B8 Quantity requested for cancellation or diversion was not accomplished.

B9 The activity identified by the code in rp 4-6 is in receipt of your cancellation 

request. Action to cancel the demand or to divert the applicable shipment is 

being attempted. Do not de-obligate funds or delete due-in. Advice of final 

action will be furnished in subsequent status transactions.

CA Rejected.

(1) Initial provision of this status will be by narrative message. The message 

will also state the reasons for rejection.

(2) When provided in response to a follow-up, this status will be sent via 

Defense Information System Network (DISN) and no reasons for rejection 

will be included. When received in response to a followup, authorized status 

recipients may request the reasons for rejection off-line (by mail, message, or 

telephone) if the initial narrative message containing the reasons for rejection 

cannot be located.

CB Rejected. Rejection of that quantity not available for immediate release or 

not available by the SDD or RDD or within the RDP (for conventional 

ammunition). Quantity field indicates quantity not filled. May be used by a 

reporting activity to advise the ICP/IMM that a DIC A4_ with Distribution 

Code 2 cannot be filled from reported materiel. May be used by the source of 

supply (Principal), to notify the maintenance activity that a requested asset is 

not available for induction.

CC Nonconsumable item. Your Service is not a registered user. Submit your 

requisition to your Service ICP for registration action.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-9 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

CD Rejected. Unable to process because of errors in the quantity, date, and/or 

serial number fields or inconsistency in data content. 

(1) If received in response to a requisition and the materiel is still required, 

submit a new requisition6 with correct data field entries.

(2) If other than FMS/Grant Aid or Navy initial outfitting, the requisition date 

will not exceed one calendar year from the transaction processing date 

(current date) or be more than one day in the future.

(3) If received in response to a cancellation request and materiel is not 

required, submit a new cancellation request with a valid quantity entry.

(4) If received in response to an FMS requisition, the Security Cooperation 

Customer Code and Security Cooperation Case Designator embedded in the 

document number and supplementary address must correspond exactly to 

the values contained in the separate data elements provided under 

SFIS/SLOA procedures. The Security Cooperation Customer Code must 

align properly with the Service/Agency Code identified in the document 

number.

CE Rejected. Unit of issue in original requisition, which is reflected in rp 23-24 of 

this status document, does not agree with ICP unit of issue and cannot be 

converted. If still required, submit a new requisition7 with correct unit of issue 

and quantity. The source of supply will enter the correct unit of issue in rp 

79-80 of status transactions.

CF Rejected. Failed validation with SFIS Fund Code to Fund Account 

Conversion Table.

(1) Discrete values for the Standard Line of Accounting data elements in the 

transaction do not match data elements from the SFIS Fund Code to Fund 

Account Conversion Table for the Fund Code in the transaction. If still 

required, submit a new requisition8 with valid data entries.

(2) Invalid/missing fund code9

Note: Issues with content of the SFIS Fund Code to Fund Account 

Conversion Table are to be communicated to the Fund Code Monitor of the 

cognizant Component.

6 Submit a new requisition using a new document number with a current ordinal date.

7 Ibid.

8 Ibid. 9 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-10 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

CG Rejected. Unable to identify requested items. Submit a new requisition10

and furnish correct NSN or part number. If correct NSN or part number is 

unknown, or if part number is correct, submit a new requisition11 on DD Form 

1348-6 furnishing as much data as is available. SF 344 may be submitted by 

authorized activities. (See Appendix AP1.5.)

CH Rejected. Requisition submitted to incorrect single manager/ technical 

service/distribution depot or MCA and correct source/MCA cannot be 

determined. Research for correct source/MCA and submit a new 

requisition.12

CJ Rejected.

(1) Item coded (or being coded) "obsolete" or "inactivated." Item in stock 

number field, if different from item requisitioned, can be furnished as a 

substitute. Unit price of the substitute item is in rp 74-80.

(2) If offered substitute is desired, submit a new requisition13 with substitute 

item stock number. If only original item is desired, submit a new requisition14

for procurement on DD Form 1348-6. SF 344 may be submitted by 

authorized activities. (See Appendix AP1.5.) Cite Advice Code 2B.

(3) Furnish technical data; for example, end item usage, component, make, 

model, series, serial number, drawing piece and/or part number, manual 

reference, or applicable publication.

CK Rejected. Unable to procure. No interchangeable and substitute item (I&S) 

item is available. Returned for supply by local issue of components, kit, or 

next higher assembly. Suggest fabrication or cannibalization. If not 

available, submit a new requisition15 for components, kit, or next higher 

assembly.

CL Rejected. Contractor's requisition or related transaction is to be processed 

initially by an MCA. Transaction entries indicate direct submission. 

Research for correct MCA and submit a new requisition.16

10 Ibid.

11 Ibid.

12 Ibid. 

13 Ibid.

14 Ibid.

15 Ibid.

16 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-11 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

CM (1) Rejected. Item is not or is no longer free issue. Submit a new funded 

requisition17 with signal code other than D or M if materiel is still required. 

(2) Rejected. Request has been identified as non-production materiel 

support and requires a funded requisition. Applies to requisition alert, when 

request is identified as a non-production materiel support.

CN Nonconsumable item. Your Service does not receive requisition support on 

this item or your requirement is a nonrecurring demand, which cannot be 

satisfied. Support will be provided upon submission of a Military 

Interdepartmental Purchase Request (MIPR) by your Service ICP.

CP Rejected. Source of supply is local manufacture, fabrication, or local 

procurement. If item cannot be manufactured or fabricated locally, or activity 

lacks procurement authority/capability, submit a new requisition18 with 

Advice Code 2A. 

CQ Rejected. Item requested is command or Service regulated or controlled. 

Submit new requisition19 through appropriate channels.

CR Rejected. Invalid DIC for a GFM transaction.

CS Rejected. Quantity requisitioned is suspect of error or indicates excessive 

quantity. Partial quantity being supplied. Quantity field in this transaction 

reflects quantity rejected. If requirement still exists, submit a new 

requisition20 for the required quantity using Advice Code 2L.

CT Rejected. FMS requisition contains a “U” or “V” in rp 35 and the entry in rp 72 

is incorrect or blank. Review records and resubmit with a new document 

number and a correct CLPSC in rp 7221.

CU Rejected. Unable to procure item requested. Item is no longer produced by 

any known source and attempts to obtain item have failed. Item in stock 

number field can be furnished as a substitute. Unit price of the substitute 

item is in rp 74-80. (If offered substitute is desired, submit a new requisition 

22 with substitute item stock number.)

CV Rejected. Item prematurely requisitioned. The effective date for 

requisitioning is contained in rp 70-73.

17 Ibid.

18 Ibid.

19 Ibid.

20 Ibid.

21 Per AMCL 22, approved for implementation under Defense Security Assistance Management System 

(DSAMS) December 31, 2003. No implementation date available for Navy due to legacy system freeze. 22 Submit a new requisition using a new document number with a current ordinal date. 
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-12 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

CW Rejected. Item not available or is a nonmailable item whose transportation 

costs are uneconomical. Local procurement is authorized for this requisition 

only. If item cannot be locally procured, submit a new requisition 23 using 

Advice Code 2A.

CX Rejected. 

(1) Unable to identify the bill-to and/or ship-to address as designated by the 

signal code or the signal code is invalid. 

(2) The Military Assistance Program Address Code (MAPAC) does not exist 

in MAPAD as a valid ship-to and/or mail-to address. 

(3) GSA Advantage GY/GZ series activity address codes (AAC) are not 

authorized for use in DoD requisitions/orders. 

(4) Activity identified in the requisition is not authorized as a requisitioning or 

bill-to activity.

(5) A discretely identified DLMS bill-to activity used with Signal Code C or L 

does not correspond to the Fund Code to Billed DoDAAC Conversion Table. 

(6) Financial events associated with bill-to DoDAAC SC2410 must be 

initiated via DoD EMALL (indicating payment via purchase/credit card) and 

are otherwise invalid.

(7) Unable to identify the discretely designated mark-for party DoDAAC or 

RIC.

(8) If still required, submit a new requisition24 with valid data entries. 

(9) Notification of rejection due to lack of available funds or other criteria 

associated with the funds verification process. Provided in response to the 

internet ordering application’s request for funds verification. The RIC-From 

associated with the internet ordering application used for submission of the 

requisition/referral order is identified in the DIC AE9. Rejection is provided 

by the DoD Component responding to the funds verification request under 

DoD and DoD Component-directed business rules, and not the DAAS or the 

Source of Supply.

CY Rejected. Unable to procure item requested. Item is no longer produced by 

any known source and attempts to obtain item have failed. If requirement 

still exists, contact appropriate S/A technical organization for assistance or, if 

substitute item is known, requisition25 that item.

CZ Rejected. Subsistence item not available for resale. Reserved for troop 

issue only.

23 Ibid.

24 Ibid.

25 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-13 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

C1 For Subsistence Only. Rejected. Requested item is not available nationally. 

Do not requisition this item until advised by the activity identified in rp 4-6.

C2 Rejected. Security Assistance Program funds are not available to process 

this requisition. (This code will be used between ILCO and requisitioners 

only.)

C3 Rejected. Applies to subsistence only. Vendor cannot make delivery during 

shipping period.

C4 Rejected. Applies to subsistence. Item is seasonal and not available for 

delivery during current shipping period.

C5 Rejected. Requisitioner, upon inspection of materiel located in the DLA 

Disposition Services activity, rejected acceptance due to condition of 

materiel/unacceptable substitute and/or materiel incorrectly identified. This 

status code is generated by the DLA Disposition Services and furnished to 

the appropriate status recipients.

C6 Rejected. Requisition is for commercial type item which is not authorized for 

supply under the Security Assistance Program. If unable to obtain desired 

item from commercial sources, submit a new requisition 26 containing Advice 

Code 3B after obtaining approval from the U.S. Service implementing the 

case.

C7 Rejected. DIC indicates this is a remarks/exception data document. Source 

of supply has no record of receipt of remarks/exception data. If still required, 

submit a new requisition.27

C8 Rejected. Vendor will not accept order for quantity less than the quantity 

indicated in rp 76-80. If requirement still exists, submit a new requisition 28 

for a quantity that is not less than that reflected in rp 76-80.

C9 Rejected. Applies only to subsistence. Quantity in rp 25-29 canceled due to 

nonavailability during shipping period. If required in subsequent shipping 

period, submit a new requisition.29

DA Rejected. Source of supply is direct ordering from the Federal Supply 

Schedule identified by number in rp 76-80 (rp 76-77 group, rp 78-79 part, rp 

80 section). If activity lacks procurement authority, submit a new 

requisition30 with Advice Code 2A.

26 Ibid.

27 Ibid.

28 Ibid.

29 Ibid.

30 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-14 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

DB (1) Rejected. No valid contract registered at MCA. 

(2) Rejected. One or more of the following Service/Agency required data 

elements is missing or invalid: (1) call or order number, (2) manufacturing 

directive number (MDN), (3) contract line item number (CLIN). 

DC Processing of your CLSSA termination/drawdown requisition (CLPSC: A, B, 

C, or D) has resulted in the quantity reflected in rp 25-29 being absorbed by 

the ICP/IMM. Disposition on any remaining quantity will be communicated by 

separate status transaction.

31

DD Processing of your CLSSA termination/drawdown requisition (CLPSC: C or 

D) has resulted in the quantity reflected in rp 25-29 not being absorbed by 

the ICP/IMM. This quantity will not be delivered. Disposition of materiel will 

be under appropriate Service/Agency regulations. Billing action for this 

quantity is in process. Status on any remaining quantity will be 

communicated by a separate transaction.

32

DE Canceled. Although shipment status (DIC AS3) was sent, no shipment was 

made. (For use in controlling shipments intransit to disposal only. May be 

used in response to DICs AFX and AFZ with Advice Code 37.)

DF Terminate intransit control processing. A signed receipt copy of the DTID is 

not available, but investigation indicates that property was removed from the 

storage area and cannot be located. Further research is being conducted 

within S/A channels. (For use in controlling shipments intransit to disposal 

only.)

DG Shipment confirmed. The quantity in the DIC AS3 transaction was the 

quantity shipped. A signed copy of the DTID acknowledging DLA Disposition 

Services receipt of that quantity is on file. DLA Disposition Services action 

required to resolve apparent discrepancy. (For use in controlling shipments 

intransit to disposal only. May be used only in response to DIC AFX or AFZ 

with Advice Code 37.)

DH Terminate intransit control processing. A signed copy of the DTID 

acknowledging receipt is on file. The quantity in the DTID is different from 

that in the original AS3. The quantity acknowledged in the DTID is included 

in the quantity field. Further research on the quantity discrepancy is being 

conducted within S/A channels. (For use in controlling shipments intransit to 

disposal only. May be used only in response to DIC AFX or AFZ with Advice 

Code 37.)

31 Per AMCL 22, approved for implementation under Defense Security Assistance Management System 

(DSAMS) December 31, 2003. No implementation date available for Navy due to legacy system freeze. 32 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-15 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

DJ Rejected. GFM quantity requisitioned partially exceeds the contract 

authorized quantity. The quantity that exceeds the authorized quantity will 

not be supplied. Quantity in this transaction has been adjusted to reflect the 

authorized quantity. 

DK Rejected. Your DIC APR transaction requesting reinstatement was received 

over 60 days after generation of the DIC AE_ transaction containing Status 

Code BS.

DL Rejected. Your DIC APR transaction requesting reinstatement has been 

received. There is no record of a DIC AE_ transaction containing Status 

Code BS.

DM Rejected. Your DIC APR transaction requesting reinstatement has been 

received. The DIC APR transaction requested reinstatement of a quantity 

larger than that, which was canceled by the DIC AE_ transaction containing 

Status Code BS. The quantity canceled is shown in rp 25-29.

DN Rejected. A valid contract is recorded at the MCA; however, the 

requisitioned item, the requisitioner, or the DoDAAC in rp 45-50 is not 

authorized GFM under the contract.

DP Rejected. The MAPAC does not exist in the DLM 4000.25, Volume 6, as a 

valid ship-to and/or mail-to address. If still required, submit appropriate 

codes (s) and address(es) under the procedures of the military assistance 

program address directory (MAPAD). Upon confirmation the code (s) and 

address(es) have been added to the MAPAD, resubmit a new requisition. 

(Applicable to DAAS processing only.)

DQ Rejected. GFM quantity requisitioned totally exceeds the contract authorized 

quantity. The total requisitioned quantity is rejected.

DR Rejected. The MCA, for the contract indicated by the requisition, failed to 

respond or provide a valid response to an ICP GFM validation request.

DS Requisition received for an item for which your Service is not a registered 

user. Issue action is being processed. Request action be taken to register 

your Service as a user using the procedures outlined in DoD 4100.39-M 

(FLIS Procedures Manual).

DT Free Issue denied; either the complete or partial quantity of a post-post 

requirement (includes DIC Code C0_, CQ_, D7_) is not authorized for free 

issue. Fund code and/or signal code corrected as noted. Adjust local fund 

obligation records.

DY Rejected. Materiel shipped by non-traceable means or supplied by DVD 

from a contractor without an assigned DoDAAC or there is no record of the 

transaction for which the DIC AFY follow-up was submitted. (Use on DIC

ASY.)
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-16 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

D1 Canceled. Requisition was retained for 60 days. Requested asset did not 

become available. Quantity field indicates quantity not filled. (DLA 

Disposition Services use only.)

D2 Rejected. Item requested is Brand Name Resale and is in short supply.

D3 Rejected. Activity did not respond to source of supply request for additional 

information.

D4 Canceled. Applies only to subsistence items. Quantity in rp 25-29 canceled. 

Your requisition quantity, together with all other requisitions received this 

cycle for the specified port or depot, does not meet the contractor's minimum 

order quantity.

D5 Rejected. Item requested is Nuclear Reactor Plant materiel authorized for 

issue only to Nuclear Reactor Plant activities and support facilities. A similar 

item may be available under a different NSN. If unable to identify the nonnuclear NSN, submit a new requisition33 providing complete technical data 

(such as: Allowance Parts List (APL)/Allowance Equipment List (AEL), end 

use equipment, CAGE, part number, piece number, nameplate) and remarks 

indicating "NON-NUCLEAR APPLICATION" in the remarks block.

D6 Rejected. Manually prepared requisition contains unauthorized exception 

data.

D7 (1) Requisition modifier rejected because of errors in one or more data 

elements.

(2) Requisition modifier may be rejected due to improper application of the 

RDD field and/or Priority Designator (PD). Check the original requisition 

RDD and PD data fields for compatibility with revised input. Resubmit with 

appropriate data.

D8 Rejected. 

(1) Requisition is for controlled substance/item and requisitioner and/ or ship 

to address is not an authorized recipient. Submit a new requisition34 on a DD 

Form 1348-6 furnishing intended application and complete justification for the 

item. 

(2) FMS requisitions for publications which are controlled or have restricted 

access and requisitioner and/or ship-to address is not authorized. Submit 

new requisition 35 with justification to the applicable Service ILCO.

(3) Requisitioners associated with special programs (1st position numeric-2nd

position alpha DoDAACs) must coordinate with their program 

sponsor/executive agent for authorization prior to re-requisitioning.

33 Submit a new requisition using a new document number with a current ordinal date

34 Ibid.

35 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-17 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

D9 Closed. Open order was administratively closed due to non-receipt of a 

materiel receipt acknowledgement (MRA). 

Source of Supply/Integrated Materiel Manager did not receive a materiel 

receipt acknowledgement within the prescribed timeframes per DLM 

4000.25, Volume 2, Chapter 10, Materiel Receipt Acknowledgement. The 

SoS/IMM assumes materiel receipt by ordering activity, has closed the 

supply record, and considers the order complete. Ordering activities may 

submit follow up transactions including supply discrepancy reports and billing 

disputes as appropriate. 

(Refer to ADC 1343)

NL Item received by the Logistics Support Center (LSC)/Material Processing 

Center (MPC) (MILSTRIP rp 4-6). Contact local LSC/MPC for delievery.

NY Item transshipped by the receiving MPC to another destination MPC.

NW Item delievered by the MPC (MILSTRIP rp 4-6). 

PA Item has arrived at the local industrial activity worksite and is ready for 

delivery to artisan. Applies to DLA/Navy industrial activity support 

procedures.

PC Rejected. Unable to process requisition because the purchase/credit card 

exceeded its limit. Review records for corrective action and resubmit under 

new document number if still required. 

PD Item has been physically delivered to the artisan by the local industrial 

activity worksite. Applies to DLA/Navy industrial activity support procedures.

PF Delayed shipment; item undergoing First Article Testing with the vendor. 

Failure to pass FAT will result in further delays. 

PG Rejected. Unable to process non-Federal requisition due to an unsuccessful 

purchase/credit card advance payment. Review records for corrective action 

and resubmit under new document number if still required.

PH Rejected. Unable to process requisition due to unmatched purchase/credit 

card and order data within processing system. Resubmit under new 

document number if still required.

PJ Rejected. Unable to process requisition due to systemic error/rejection from 

Pay.gov. Resubmit under new document number if still required. 

PM Mission support materiel (MSM) allocation notification. Provided in response 

to a requisition alert to indicate request for MSM has been processed by DLA 

and allocation of assets has occurred; no protection under the requisition 

alert document number has been applied. DLA will issue materiel upon 

receipt of a funded order. Applies to DLA/Navy industrial activity support 

procedures; not applicable for Fleet Readiness Centers (FRCs).
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-18 APPENDIX 7.16

REQUISITION TRANSACTION STATUS CODES

CODE EXPLANATION

PP Pre-protection or re-warehousing notification. Provided in response to a 

requisition alert or requisition to indicate that materiel is being moved from 

the local distribution depot to the industrial activity or re-identified to unit of 

use. For requisition alerts, materiel will be protected upon confirmation 

completion of this action. For requisitions, materiel will be sourced and 

issued to the customer upon confirmation completion of this action. Applies 

to DLA/Navy industrial support procedures.

PQ Item has been protected at the local industrial activity worksite as a result of 

a requisition alert in support of a projected maintenance job. Applies to 

DLA/Navy industrial activity support procedures. 

PS Pre-shipment notification. Provided in response to a requisition alert or 

requisition to indicate that materiel is being sourced from another 

Service/Agency source of supply to DLA and will be protected upon receipt. 

The source of supply-provided ESD is included when available. Applies to 

DLA/Navy industrial activity support procedures

PU Rejected. Unable to process non-Federal requisition due to insufficient funds 

available via Advance Pay. Provide additional funding for Advance Pay 

requirement and resubmit under new document number if still required.

PW Item is backordered. Request has been sent to an Engineering Support 

Activity for further support on this item. When available, the Engineering 

Support Activity Response Due Date is provided/extended (see rp 70-73 or 

DLMS DTM Segment, Qualifier 268).

SS DLA supported requisition has been shipped. This status is only visible 

within DoD EMALL and other DLA systems; it is not transmitted via 

DLMS/MILSTRIP Supply Status transaction.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-19 APPENDIX 7.16

CUSTOMER ASSET REPORTING TRANSACTION STATUS CODES

Use the S series status codes on the DIC FTR to reject asset transactions. If 

subsequent reporting is required for the items identified by the FTR containing S series 

status codes, submit a new asset report with a new document number. Use the T 

series status codes with DICs FTB/FTD/FTQ/FTR/FT6/FTZ to provide informative/action 

status on an asset report and related documentation. When a DIC FT6 is submitted to 

the reporting activity, it will contain the applicable status code cited in the DIC FTR. 

CODE EXPLANATION

CF Rejected. Failed validation with SFIS Fund Code to Fund Account 

Conversion Table.

(1) Discrete values for the Standard Line of Accounting data elements in 

the transaction do not match data elements from the SFIS Fund Code to 

Fund Account Conversion Table for the Fund Code in the transaction. If 

still required, submit a new requisition36 with valid data entries.

(2) Invalid/missing fund code37

Note: Issues with content of the SFIS Fund Code to Fund Account 

Conversion Table are to be communicated to the Fund Code Monitor of 

the cognizant Component.

EP Customer DoDAAC and reparable item being returned or item being 

issued are Army Exchange Pricing relevant and no unserviceable return 

has been received associated with an issue. The specific monetary 

amount shows any billing differences that result from the status of the 

turn-in, i.e., delta amount (Standard Price minus Exchange Price). The 

status code is authorized for intra-Army use only in the legacy format 80 

rp MILSTRIPtransaction DIC FTZ/DLMS Transaction 870M.

SA Rejected. If appropriate, resubmit with exception information as required 

by instructions disseminated separately by applicable ICP/IMM. (Assign 

a new document number if a new asset report is submitted.) (Use on 

DIC FTR.)

SB Rejected. Report garbled and incomplete. Corrective action cannot be 

determined. Review entire contents, correct, and resubmit if appropriate. 

(Assign a new document number if a new asset report is submitted.) 

(Use on DIC FTR.)

SC Rejected. ICP/IMM of the reported item cannot be determined. 

Research records and, if applicable, resubmit citing correct stock 

number. (Assign a new document number if a new asset report is 

submitted.) If NSN is GSA managed, item is non- stocked; disposition is 

authorized under local directives. (Use on DIC FTR.)

36 Ibid. 37 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-20 APPENDIX 7.16

CODE EXPLANATION

SD Rejected. NSN not identifiable. Corrective action cannot be determined. 

Review, correct, and resubmit, if appropriate. (Assign a new document 

number if a new asset report is submitted.) (Use on DIC FTR.)

SF Rejected. Item not in authorized condition to be reported or condition 

code cannot be identified. Materiel should be screened for correct 

condition code and new DIC FTE submitted; or, if not reportable, 

dispose of under current procedures. (Assign a new document number if 

a new asset report is submitted.) (Use on DIC FTR.)

SG Rejected. This transaction is a duplicate of a previously received report. 

Recipient must research records to determine if this transaction was 

previously rejected with an S series status/reject code. If so, resubmit a 

new asset report with a new document number. Otherwise, no action is 

required.

SH Rejected. Unit of issue is incorrect and cannot be converted or 

corrected. (Assign a new document number if a new asset report is 

submitted.) (Use on DIC FTR.)

SJ Rejected. Signal code is blank or incorrect. (Assign a new document 

number if a new asset report is submitted.) (Use on DIC FTQ or FTR.)

SK Rejected. Unable to identify the ship-from or credit-to address as 

designated by the signal code. (Assign a new document number if a 

new asset report is submitted.) (Use on DIC FTQ and FTR.)

SM Rejected. Stock balance indicates materiel is not required; however, 

item is in process of migrating and further action is deferred until date 

contained in rp 70-73. If asset position exceeds retention limits after that 

date, resubmit to appropriate IMM. (Assign a new document number if a 

new asset report is submitted.) (Use on DIC FTR.)

SN Rejected. Materiel reported not authorized for return. Asset reports 

directed to GSA are not authorized. (Use on DIC FTR and FTQ.) 

SP Rejected. Item was reported and requisitioned by the reporting activity 

(rp 30-35) or requisitioned by another activity for shipment to the 

reporting activity (rp 45-50). (For use with DIC FTR.)

SQ Rejected. Reported NSN is master item number (i.e., all makes and 

models) used for reference purpose only. Review records and resubmit 

with new document number(s), citing appropriate NSN(s) for the specific 

item(s) being reported. (Use on DIC FTR.) 

TA Creditable return. Credit will be granted for quantity indicated in rp 25-

29. Ship materiel to activity in rp 54-56. (Use on DIC FTR or FT6.)

TB Noncreditable return. Return quantity indicated in rp 25-29 to activity 

indicated in rp 54-56. (Use on DIC FTR or FT6.) 
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-21 APPENDIX 7.16

CODE EXPLANATION

TC Not returnable. Quantity reported has been determined by the IMM to be 

not economically feasible to return. Use Component regulations for 

further processing. (Use on DIC FTR.) 

TD Not returnable.

(l) Special instructions for disposition are stated in the remarks field. In 

this case, the status document will be mailed. This code will not be used 

when other status codes have been established to convey applicable 

status.

(2) When due to security reasons, or space limitations, instructions will 

be furnished by separate media referring to pertinent document 

numbers. In this case, the remarks block will be left blank and TD status 

documents may be transmitted electrically. (Use on DIC FTR.)

TE Materiel required for lateral redistribution. DIC A4_ referral(s) will follow. 

(Use on DIC FTR.) 

TF Materiel received. Status being investigated. (Use on DIC FTR.)

TG Materiel required for lateral redistribution. DIC A4_ referral(s) will follow, 

containing stock number and/or unit of issue as changed and as 

indicated in rp 8-22 and/or rp 23-24. Examine unit of issue and quantity 

fields for possible changes. (Use on DIC FTR.)

TH Credit will be granted for quantity indicated in rp 25-29. Stock number 

and/or unit of issue changed as designated in rp 8-22 and/or rp 23-24. 

The quantity field (rp 25-29) is adjusted as required. Examine unit of 

issue and quantity fields for possible changes. Ship materiel to activity in 

rp 54-56. (Use on DIC FTR or DIC FT6.)

TJ Noncreditable return. Stock number and/or unit of issue changed as 

designated in rp 8-22 and/or rp 23-24. Examine unit of issue and 

quantity fields for possible changes. Return quantity indicated in rp 25-

29 to activity indicated in rp 54-56. (Use on DIC FTR or DIC FT6.)

TK Not returnable. Stock number and/or unit of issue changed as 

designated in rp 8-22 and/or rp 23-24. Quantity indicated in rp 25-29 

exceeds authorized retention levels. Examine unit of issue and quantity 

fields for possible changes. (Use on DIC FTR.)

TL Materiel received. No credit allowed as item received was other than 

that authorized for return. (Use on DIC FTZ.) 

TM Materiel received. No credit or reduced credit allowed as condition 

received was less than reported. Condition of materiel received is 

indicated in rp 71. (Use on DIC FTZ.)

TN Materiel received. Credit authorized for quantity in rp 25-29. (Use on 

DIC FTZ.)

TP Materiel not received within prescribed timeframe. Credit authorization is 

canceled. (Use on DIC FTZ.)
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.16-22 APPENDIX 7.16

CODE EXPLANATION

TQ Materiel received. Noncreditable return as indicated in reply to customer 

asset report. (Use on DIC FTZ.)

TR DIC FTE received and in process. Reply will be provided by date 

indicated in rp 70-73. (Use on DIC FTD.)

TT Materiel received and in process of inspection and classification. DIC 

FTZ will be provided upon completion. (Reply to DIC FTT.) (Use on DIC 

FTR.)

TU Materiel not received. (Reply to DICs FTT and FTP.) (Use on DICs FTR 

and FTB.)

TV Materiel not received within prescribed timeframe. Noncreditable return 

authorization is cancelled. (Use on DIC FTZ.)

TW Credit action in process. Financial transaction is forthcoming. (Reply to 

FTP.) (Use on DIC FTB.)

TX Financial transaction accomplished. Bill number of credit transaction 

appears in rp 76-80. (Reply to DIC FTP.) (Use on DIC FTB.)

TY DIC FTZ generated on document number cited indicated no credit 

authorized for return. (Reply to DIC FTP.) (Use on DIC FTB.)

TZ Customer Asset Report changed by DAAS (rp 4-6). Examine rp 8-22 for 

possible change in FSC/NSN/part number being converted to an NSN if 

the original Customer Asset Report was DIC FTG. Also, examine rp 67-

69 to determine if the transaction has been routed to another activity. 

(Use on DIC FTQ.)

T1 Materiel received. No credit allowed because the stock number was 

changed from a stock fund to an appropriation financed item. For intraService use only. (Use on DIC FTZ.)

T3 DIC FTM has been received. Materiel has not been received. Materiel 

should be shipped, tracer action initiated, or DIC FTC submitted, as 

appropriate. (Use on DIC FT6.)

T4 Materiel not returnable. Quantity indicated in rp 25-29 is no longer 

required IPE and must be reported to Defense Industrial Plant 

Equipment Center (DIPEC) (SE 4300) under

DLAM 4215.1/AR 700.43/NAVSUP PUB 5009/AFR 78-9.

T5 Deleted. (Use TZ.)

T6 DIC FTE has been routed to the activity indicated in rp 67-69. Forward 

all future FT_ documents to that activity. (Use on DIC FTR.)

T7 FSC has been changed by the ICP in rp 4-6. (Use on DIC FTR.)

T9 Part-numbered materiel reported is not authorized for return. DIC FTG 

not authorized for asset reports directed to DLA. Use current 

Component instructions for disposition of materiel. (Use on DIC FTQ.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.17-1 APPENDIX 7.17

AP7.17. APPENDIX 7.17

SHIPMENT HOLD CODES

NUMBER OF 

CHARACTERS:

One

TYPE OF CODE: Alpha (except I and O)

EXPLANATION: When MILSTRIP requisitioned materiel is delayed at a shipping 

activity after it has been picked, packed, marked, and made 

ready for shipment, the delay will be recorded on the shipment 

planning worksheet using the appropriate code below and will be 

reported for inclusion in the MILSTRIP shipment status and 

materiel release confirmation (MRC) transaction

RECORD POSITION: 51 (in MILSTRIP transactions).

CODE EXPLANATION

A Shipment unit held for consolidation.

B Awaiting carrier equipment

C Awaiting export/domestic traffic release.

D Delay due to diversion to surface resulting from challenge by air clearance 

activity.

E Delay resulting from challenge by air clearance activity for which no diversion to 

surface occurs and materiel was shipped by air.

F Embargo.

G Strikes, riots, civil commotion.

H Acts of God.

J Shipment delayed to process customer cancellation request(s).

K Diversion to surface movement due to characteristics of materiel that preclude 

air shipment; for example, size, weight, or hazard clarification.

L Delay requested and/or concurred in by consignee.

M Delay to comply with delivery dates at Continental United States (CONUS)

destinations/out loading terminal.

N Delay due diversion to air (requisition priority upgraded).

O Reserved

R DLA Disposition Services receipt-in-place property held pending disposition and 

shipping instructions.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.17-2 APPENDIX 7.17

CODE EXPLANATION

S Invalid or missing Transportation Account Code (TAC). .

T-V Reserved

W Wood Packing Material (WPM) remediation/decontamination.

X DLA Disposition Services Field Office redistribution order held pending release 

(inventory on hold; not available for alternate use).

Y Reserved.

Z Holding action of less than 24 hours from date materiel is available for 

shipment.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.18-1 APPENDIX 7.18

AP7.18. APPENDIX 7.18

SECURITY COOPERATION CUSTOMER CODES

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alpha-Alpha or Alphanumeric

EXPLANATION: SECURITY COOPERATION CUSTOMER CODE. A 

two-digit code used by Defense Security Cooperation 

Agency to represent the country, international 

organization, region, or program authority associated 

with transactions recorded in Security Cooperation 

systems and associated programs implemented in the 

Foreign Military Sales. The codes are used to identify 

the country, international organization, or account 

which is (1) the recipient of materiel or services sold, 

leased, loaned, transferred, exchanged, or furnished 

through FMS programs and (2) the recipient of 

materiel or services furnished under FMS and Grant 

Aid.

RECORD POSITION(S): 31-32
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.19-1 APPENDIX 7.19

AP7.19. APPENDIX 7.19

SECURITY ASSISTANCE PROGRAM TYPE OF 

ASSISTANCE AND FINANCING CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alphanumeric.

EXPLANATION: Provides additional information concerning 

type of transaction applicable to Security 

Assistance shipments.

RECORD POSITION(S): 35.

AP7.19.1. GRANT AID 

CODE EXPLANATION

1 Grant Aid rendered under the authority of the Federal Aviation 

Administration (FAA) of 1961 for which the United States receives no 

reimbursement.

A Grant transfers of Excess Defense Articles provided under the authority of 

the FAA of 1961 for which the United States receives no reimbursement 

for the value of the materiel.

C Presidential determination to order defense articles from stock and 

performance of defense services to satisfy Grant Aid requirements with 

reimbursement from subsequent military assistance appropriations. 

(Section 506 of the FAA of 1961.) All requests for Working Capital Fund 

activities (to include transportation), shall include a funding source to 

allow Defense Working Capital Fund (DWCF) activities to be reimbursed 

by the military departments; orders will not be accepted without a funding 

source. (DoD FMR 7000.14R, Vol 12, paragraph 230502 and Vol 11B, 

paragraph 110106.A.

D Military Assistance Service Funded (MASF). Grant Aid programs 

transferred to the DoD budget, which were not controlled and 

implemented through the Grant Aid documentation and automatic data 

processing (ADP) system. 

H Grant Aid share of cost sharing agreements.

K Grant Aid-owned assets obtained through barter arrangements with 

Federal Republic of Germany (used in conjunction with Supply Source 

Code B only).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.19-2 APPENDIX 7.19

CODE EXPLANATION

L Grant Aid provided through the NATO Hawk Production and Logistics 

Office (NHPLO) for maintenance support of Hawk Missile system (use in 

conjunction with Supply Source Code N only).

P Grant Aid programs transferred to the DoD budget which were controlled 

and implemented through the Grant Aid documentation and ADP system.

R Grant Aid of U.S. recovered materiel resulting from liquidation of NATO 

Maintenance and Supply Agency (NAMSA) excess stockage.

S Assigned to all records in the Repbulic of Korea (ROK) Equipment 

Transfer program authorized by Public Law 95-384 at no charge to Grant 

Aid. This code is also assigned to all PY 71 update and 72 equipment 

transferred to the ROK under Public law 91-652 at no cost to Grant Aid. 

This code is also assigned to ammunition transferred to the Royal Thai 

Government from Army foreign military sales (FMS) Case UEB. Transfer 

at no cost to Grant aid was authorized by Section 24, Public Law 96-92.

AP7.19.1.1. Type of assistance Codes used in other than Grant Aid transactions:

F Training provided as a part of an FMS case. This data is maintained in 

the DSAA Grant Aid data base purely as a service to assist the Military 

Department in accounting for students and/or spaces provided under 

FMS. Not used in MILSTRIP.

AP7.19.2. FOREIGN MILITARY SALES. Terms of sale and accompanying type of 

assistance codes indicate the statutory authority for a foreign military sale; the time of 

payment for the sale; whether the sale is to be from DoD stocks or procurement; and 

whether the sale is to be financed on a cash or credit basis. The implementing agency 

enters the appropriate Terms of Sale and accompanying type of assistance codes in the 

“Terms” block of the letter of offer. The implementing agency uses type of assistance 

code for MILSTRIP requisitioning purposes. The following codes and definitions have 

been extracted from DSCA 5105.38-M, Security Assistance Management Manual

(SAMM), for the convenience of MILSTRIP participants. A more complete definition of 

the codes shown below may be found in the SAMM.

CODE EXPLANATION

3 Cash sale from Stock with Payment in Advance. This code applies to cash 

payments in advance of delivery and/or performance for a foreign military 

sale which the Implementing Agency determines at the time of the offer will 

be from DoD stocks.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.19-3 APPENDIX 7.19

CODE EXPLANATION

4 Source of Supply Not Predetermined with Payment in Advance. This code 

applies to cash payment for a foreign military sale for which the Implementing 

Agency has not yet determined, at the time of the offer, the extent to which 

the supply source will be DoD stocks or procurement.

5 Cash Sale from Procurement with Payment in Advance. This code applies to 

cash payment in advance of delivery and/or performance for a foreign military

sale which the Implementing Agency determines at the time of the offer will 

be from DoD procurement.

6 Cash Sale from Stock with Payment on Delivery. This code applies to cash 

payment upon delivery of defense articles or initiation of performance of 

defense services which the implementing Agency determines at the time of 

offer will be from DoD stocks.

7 Cash sale from Procurement with 120-Day Payment. This code applies to 

cash payment 120 days after delivery of articles or commencement of 

performance of services for a foreign military sale, which the implementing 

Agency determines at the time of the offer, will be from DoD procurement.

8 Cash sale from Stock with 120-Day payment. This code applies to cash 

Payment 120 days after delivery of articles or commencement of 

performance of services for a foreign military sale which the Implementing 

Agency determines at the time of the offer will be from DoD stocks.

M Grant Aid Merger. The Grant Aid, established under the mutual Defense 

Assistance Act of 1949, originally provided for the loan or grant if military 

equipment, materials, and services (including training) to eligible nations. 

Since FY 82, the authority of Section 503(a)(3) of the FAA of 1961 has been 

used to merge Grant Aid funds with recipient countries funds and/or with 

FMS financing credit in the FMS Trust Fund, to make adequate funds 

available to finance the country’s FMS cases. In addition, since FY06, other 

authorized granting of US appropriations for use for FMS.

N Section 23 or 24 Arms Export Control Act (AECA) FMS, Credit (NonRepayable).

U FMSO No. 1. This code applies to cash payment for a Foreign Military Sales 

Order (FMSO) No.1 Supply Support Arrangement (SSA). The purchasing 

government buys equity in a specified dollar amount of DoD stocks. DoD 

maintains that portion of its stocks for eventual delivery to the purchasing 

government under a FMSO No.2 requisition agreement.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.19-4 APPENDIX 7.19

CODE EXPLANATION

V FMSO No. 2. This code applies to cash payment for a FMSO No.2 SSA 

which permits the purchaser to submit requisitions for common repair parts 

and secondary items in the DoD stocks of which the purchaser has bought 

an equity under a FMSO No.1 agreement. The use of this code requires the 

input of Cooperative Logistics Program Support Code (CLPSC) 1 or 2 

(Appendix 7.22) in rp 72 of Cooperative Logistics Supply Support 

Arrangement (CLSSA) requisitions and passing orders by the applicable 

International Logistics Control Office (ILCO).

Z Section 23 or 24, AECA, FMS Credit.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.20-1 APPENDIX 7.20

AP7.20. APPENDIX 7.20

SUBSISTENCE TYPE OF PACK CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Numeric.

EXPLANATION: Indicates in the requisition the degree of 

protection to be provided subsistence items by 

the pack or outside shipping container. Actual 

“type of pack” requested should be based on the 

degree of protection required.

RECORD POSITION: 21.

AP7.20.1. NONPERISHABLE TYPE OF PACK CODES

CODE EXPLANATION

1 Protection required under known favorable conditions during shipment, 

handling and storage as in Continental United States (CONUS). Domestic 

fiberboard shipping containers are utilized and unitized in pallet loads bonded 

with strapping or shrink film.

2 Protection required under more severe conditions during shipment, handling, 

and storage as may be encountered in the support of Outside Continental 

United States (OCONUS) customers. Weather resistant fiberboard shipping 

containers are utilized. All OCONUS shipments do not necessarily require 

Type of Pack 2. This type of pack may also be used when Subsistence Type 

of Pack Code 7 is requested but not available.

3 (Not Applicable)

4 Protection required under conditions of open storage for an unknown duration 

in geographical areas where excessive rainfall, high humidity, and adverse 

environmental conditions may be encountered. V2s fiberboard shipping 

containers are utilized. Unitization consists of 40" x 48" standard, double wing, 

4-way entry, wood pallet, with 4" flanged, V2s fiberboard cap, and strapped.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.20-2 APPENDIX 7.20

AP7.20.2. PERISHABLE TYPE OF PACK CODES

AP7.20.2.1. General Items:

CODE EXPLANATION

1 Protection that must meet the minimum requirements for shipment, handling, 

and storage in Continental United States (CONUS).

2 Protection that must be sufficiently strong to permit shipment to an OCONUS 

designation. All OCONUS shipments do not necessarily require Type of Pack 

2.

AP7.20.2.2. Meat Carcass and Cut Items Only:

CODE EXPLANATION

3 Single Wrap, Kraft, Krinkle Paper

4 Single Wrap, Stockinette

5 Double Wrap, Kraft Krinkle Paper and Stockinette

6 Double Wrap, 1 Kraft Krinkle Paper and 2 Stockinette (Export Only)

AP7.20.2.3. Fresh Eggs, Milk, Fruits, and Vegetables; Frozen Meats, Fish, and Poultry:

CODE EXPLANATION

7 Wax impregnated fiberboard containers. The conditions that justify customer 

requirement for this type of pack are defined as follows:

a. Items are desired for specific operations involving shipment to remote 

areas, transfer at sea, ice or hydro cooling, prolonged storage, deploying 

ships, lengthy environmental exposure or multiple handling transshipment, or;

b. At the option of the requisitioner when local demand and experience 

indicates upgrading of shipping container requirements as being essential to 

ensure adequate production protection, and;

c. The items (for example, Fresh Fruits and Vegetables (FF&V)) have been 

approved by the cognizant Services/Agencies (S/A) for application and 

requisitioning of this type of pack.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.21-1 APPENDIX 7.21

AP7.21. APPENDIX 7.21

DISPOSAL AUTHORITY CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha.

EXPLANATION: Entered on DLA Disposition Services-related 

documentation to indicate that the item(s) being 

transferred to a DLA Disposition Services Field 

Office are authorized to be transferred to a DLA 

Disposition Services Field Office based on

instructions by the inventory control point (ICP)/

integrated materiel manager (IMM) relayed through 

the materiel returns program (MRP) or other proper 

authority.

RECORD POSITION(S): 64.

CODE EXPLANATION

M Items on this transaction are ICP/IMM stocks and are being transferred to 

DLA Disposition Services by authority of the responsible ICP/IMM.

N Items on this transaction are not reportable by virtue of exclusion to the 

MRP or other specific criteria; such as, extended dollar value or condition 

limitations on asset reporting, and are duly authorized to be transferred to 

DLA Disposition Services.

R Items on this transaction have been reported to the ICP/IMM under 

MILSTRIP MRP procedures and are considered over the ICP/IMMs 

authorized retention levels. Use Service/Agency (S/A) retention levels and 

instructions to manage this materiel.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.22-1 APPENDIX 7.22

AP7.22. APPENDIX 7.22

COOPERATIVE LOGISTICS PROGRAM SUPPORT 

CATEGORY CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Numeric:

EXPLANATION: Provides information as to whether or not supply 

support on a Cooperative Logistics Supply Support 

Arrangement (CLSSA) requisition or passing order 

(national stock number (NSN) only) (“V” in rp 35) should 

be made on a programmed or un-programmed basis. 

This code will be entered by the applicable International 

Logistics Control Office (ILCO).

DLMS LOCATION: Industry Code (LQ01 Code 89) 

LEGACY RECORD POSITION: 72.

CODE EXPLANATION

1 Lead time necessary for the support source to augment U.S. stocks to support 

the CLSSA has passed. Assets can be released on a programmed basis.

2 Lead time necessary for the supply source to augment U.S. stocks to support 

the CLSSA has not passed. Assets can be released on an un-programmed 

basis..
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.23-1 APPENDIX 7.23

AP7.23. APPENDIX 7.23

PRECIOUS METALS INDICATOR CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Alpha/Numeric.

SOURCE: Catalogin Data And Transaction Standards, Volume 10 

Table 160

EXPLANATION: Identifies Defense materiel items that contain precious 

metals and the content value of the metal to will aid DLA 

Disposition Services Field Office’s efforts to identify 

precious metal bearing items at the time such materiel is 

turned in.

RECORD POSITION: 62.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.24-1 APPENDIX 7.24

AP7.24. APPENDIX 7.24

AUTOMATED DATA PROCESSING IDENTIFICATION 

CODES

NUMBER OF CHARACTERS: One.

TYPE OF CODE: Numeric.

SOURCE: Cataloging Datqa and Transaction Standards, Volume 

10, Table 159. 

EXPLANATION: Identifies DoD automatic data processing equipment

(ADPE)/ Automatic Data Processing (ADP) Components 

in the supply system and shall aid DLA Disposition 

Services Field Offices to identify these items at the time 

they are transferred to disposal.

RECORD POSITION: 63.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.25-1 APPENDIX 7.25

AP7.25. APPENDIX 7.25

CUSTOMER IDENTIFICATION

NUMBER OF CHARACTERS: Thirteen.

TYPE OF CODE: Alpha/Numeric.

EXPLANATION: Provides customer identification on automated 

submission of requisitions containing exception 

ship-to addresses via a system-generated code 

that cannot be overridden by the user. The first 

three-charters may identify the preparing system 

followed by a 10-character identification of the 

individual customer keyed to the customer 

login/account. The originating organization must 

be able to identify the specific individual by this 

code. When constructed by the Defense 

Automatic Addresing System (DAAS), the 

customer identification will consist of the 

originator (the first position of the seven position 

communications routing identifier is dropped) 

plus the four-position serial number and the 

three-position date form the incoming message 

header. Originating systems are identified 

below.

RECORD POSITION(S): 67- 691

CODE EXPLANITION

OTS Navy One Touch

1Applicable only to DLA-supported Document Identifier Code YRZ-formatted requisition trailers that 

provide exception ship-to information as identified by Type Transaction Code ST.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.26-1 APPENDIX 7.26

AP7.26 APPENDIX 7.26

DELIVERY PRIORITY/SPECIAL PROCESSING CODES

NUMBER OF 

CHARACTERS:

One

TYPE OF CODE: Alpha

EXPLANATION: The delivery priority/special processing code communicates 

special processing and/or priority requirements to the 

Distribution Standard System for DLA Distribution Center 

shipments under agreements with DOD Components. 

Delivery priority/special processing codes carry no 

precedence in ICP asset allocation decisions. Asset 

allocation decisions are controlled by UMMIPS as defined in 

DoD 4140.01-M, DoD Supply Chain Materiel Management 

Procedures (February 10, 2014) and by DLM 4000.25, 

Defense Logistics Management Standards. This data 

element is found in MILSTRIP legacy DIC A5_ and DLMS 

Implementation Conventions (ICs) 511M, 511R, 869A, 869F, 

870S, 856S, 940R, 940S, and 945A.1,2,3

• Only Code X is valid in the 511M, 511R, 869A, 869F, 

870S, 856S, 940S, and 945A DLMS ICs.

• All codes are valid in the DLMS IC 940R. 

RECORD POSITION: 73 

DLMS 

SEGMENT/QUALIFIER

LQ Segment, LQ01 Qualifiers R3 and KJ4

CODE EXPLANATION

A Immediate release (all users) 

B Bearer Walk-Through (Navy)

C Subscriptions (Mapping)

F Allowance (Mapping)

1 Refer to ADC 141, Revise DLMS Supplement (DLMS IC) 940R, Material Release, to Accommodate 

Delivery Priority Codes and National Geospatial-Intelligence Agency (NGA) Product Codes

2 Refer to ADC 381, Procedures and Additional Data Content supporting Requisitions, Requisition Alerts, 

and Unit of Use Requirements under Navy BRAC SS&D/IMSP

3 Refer to ADC 401, Procedures and Data Content for DLMS Warehouse Service Request (940S) and 

Warehouse Service Advice (943A) under Navy and Marine Corps BRAC

4 A data maintenance action was approved in version 5030. The approved code/name is "DPC – Delivery 

Priority Code.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.26-2 APPENDIX 7.26

CODE EXPLANATION

G Flight Information Publications and Products (FLIPS) (Mapping)

H Hot (Navy) 

J Disposal Release Order (Mapping) (Process order as free flow bypassing work 

bench for cycle releases)

M Ammunition Transship via Customer Interface Control System (CICS) (Air 

Force)

O Overnight (Navy) 

P Digital Point Positioning Data Base (DPPB) (Mapping)

Q Quick (Navy) 

R Sectional (Mapping)

S Standard Base Supply System (SBSS) Prepositioned Transship (Air Force)

T Next Day Delivery (Air Force) (SBSS stock - Relates to Air Force Delivery 

Priority 7)

U Twelve (12) Hour Delivery (Air Force) (Mission Impaired Capability (MIC) Stock 

Replenishment/Bench Stock - Relates to Air Force Delivery Priority 6)

V Eight (8) Hour Delivery (Air Force) (Production Issues - Relates to Air Force 

Delivery Priority 5) 

W Four (4) Hour Delivery (Air Force) (Maintenance Line - Relates to Air Force 

Delivery Priority 4) 

X One (1) Hour Delivery

(Air Force) (Awaiting Parts (AWP)/Work Stoppage - Relates to Air Force 

Delivery Priority 3), or (Navy) (Navy Request to free flow BRAC Issues)

Y Thirty (30) Minute Delivery (Air Force) (Anticipated Mission Impaired Capability 

Awaiting Parts (MICAP) - Relates to Air Force Delivery Priority 2) 

Z Thirty (30) Minute Delivery (Air Force) (MICAP - Relates to Air Force Delivery 

Priority 1)
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-1 APPENDIX 7.27

AP7.27 APPENDIX 7.27

PRODUCT QUALITY DEFICIENCY REPORT (PQDR) 

RELEVANT DATA ELEMENTS

AP7.27. GENERAL. This appendix provides a consolidated reference resource for 

transaction sets, data elements and their associated code sets applicable to Product 

Quality Deficiency Report (PQDR) submissions, subsequent communication between 

trading partners, and responses. These transaction sets and data elements are 

applicable in all DoD PQDR applications under the DLMS. Within the context of PQDR 

procedures, these transaction sets and data elements may be recognized by 

abbreviated names as indicated. Refer to the DLMS Dictionary (Logistics Data 

Resources Management System (LOGDRMS) for additional PQDR data definitions and 

codes. 

 AP7.27.1. PQDR Transaction Set Purpose Codes. 

 AP7.27.1.1. General Opening, Closing and Related Codes. These codes 

process transactions that include but are not limited to; open, close, transfer, and 

return PQDRs to other PQDR processing points.

 AP7.27.1.1.1. Original (Originator Forwards to Screening Point) 

(Transaction Set Purpose Code 00). Used when the Originator forwards to the 

Screening Point. Originators are required to execute this transaction set within 

24 hours of discovery for Category I and three calendar days of discovery for 

Category II PQDRs. 

 AP7.27.1.1.2. Forward to Action (Forward from Screening Point to 

Action Point) (Transaction Set Purpose Code FA). Used when the Screening Point 

forwards a PQDR to an Action Point and the Action Point does not exist within 

the same AIS. 

 AP7.27.1.1.3. Forward to Support (Forward from Action Point to 

Support Point) (Transaction Set Purpose Code FS). Used when the Action Point 

forwards a PQDR to a Support Point and the Support Point does not exist within 

the same system. 

 AP7.27.1.1.4. Response (Final Reply from Support Point to Action 

Point) (Transaction Set Purpose Code 11). Used when the Support Point 

completes their investigation and returns the PQDR to an Action Point and the 

Action Point does not exist within the same system. 

 AP7.27.1.1.5. Completion Notification (Final Reply) from Action 

Point to Screening Point (Transaction Set Purpose Code CN). Used when the 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-2 APPENDIX 7.27

Action Point completes their investigation and returns the PQDR to a Screening 

Point and the Screening Point does not exist within the same system. 

 AP7.27.1.1.6. Not Processed (Misdirected) (Transaction Set 

Purpose Code 12). Use to indicate that a PQDR was received by an incorrect 

Screening, Action, or Support Point and could not be processed. The transaction 

returns the misdirected PQDR to the previous processing point.

 AP7.27.1.1.7. Delete (Retraction) (Transaction Set Purpose Code 

03). Used by Screening Points and Action Points to request ownership of a 

PQDR be transferred back to them.

 AP7.27.1.1.7.1. Where system capabilities exist within a 

single PQDR processing AIS, the AIS may be programmed to systemically move 

the PQDR back to the Screening Point or Action Point. Use of (T-03) will not be 

programmed to systemically transfer a PQDR back to the Screening Point or 

Action Point from different AIS's.

 AP7.27.1.1.8. Rebuttal (Transaction Set Purpose Code RR). Used 

to rebut an investigation response. PQDR placed at the prior ownership level.

 AP7.27.1.1.9. Completion (Closure)(Transaction Set Purpose Code 

53). Used by Screening Point to close out and notify other PQDR processing 

points of PQDR process completion for a given PQDR. Note: Only the Screening 

Point may perform this transaction.

 AP7.27.1.2. Exhibit Movement Transactions. PQDR exhibit movement 

transactions provide status and control over exhibit movements. All PQDR 

processing points can use exhibit movement transactions. Use of exhibit related 

transactions may not be used prior to Action Point acknowledgement of the 

PQDR. Additionally, exhibit related transaction workflows must start with either 

an Action Point exhibit request or exhibit disposition. The only exception to this 

rule will be when the PQDR is at the Support Point level after acknowledgment, 

where either the Action Point or Support Point may open the exhibit related 

workflows by sending an exhibit request transaction set. Use of this DLMS 842P 

for exhibit movement supplements the use of standard logistics transactions for 

receipt and shipment status. When information copies of the receipt and 

shipment status are provided to the PDREP-AIS, they will be used to update the 

exhibit movement and disseminated as appropriate.

 AP7.27.1.2.1. Exhibit Request (Transaction Set Purpose Code 13) 

Used to request the exhibit and provide shipping information.

 AP7.27.1.2.1.1. When an exhibit is required to complete a 

PQD investigation, this transaction will open the ability to send exhibit shipped 

(T-14) and exhibit status update request (T-10) transactions. If the T-14 or T-10 

are provided prior to T-13, it will result in a transaction rejection. 
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AP7.27-3 APPENDIX 7.27

 AP7.27.1.2.1.2. With exception to when the PQDR is at the 

Support Point level after acknowledgement, where either the Action Point or 

Support Point may transmit the request, initial use of this transaction at any other 

level will be restricted to the Action Point. Action point use of this code will open 

the ability for the Screening Point to send the exhibit request transaction to 

Originator. 

 AP7.27.1.2.2. Advance Notification (Exhibit Shipped Notification) 

(Transaction Set Purpose Code 14). Used to provide exhibit shipment 

information to the requestor.

 AP7.27.1.2.2.1. When an exhibit is requested, the exhibit 

shipped transaction will open the ability to transmit the exhibit receipt (ER) 

transaction.

 AP7.27.1.2.2.2. When the PQDR is at the Action Point level 

after acknowledgement, use of this transaction will be limited to the Originator 

and Screening Point.

 AP7.27.1.2.2.3. If the PQDR has been assigned to a Support 

Point, and is at the Support Point after acknowledgement level, the Originator, 

Screening Point and Action Point may transmit the exhibit shipped transaction 

set.

 AP7.27.1.2.2.4. If the PQDR has been assigned to a Support 

Point, and the PQDR has been moved to the Action Point from Support Point 

level, all PQDR processing points may transmit this transaction. 

 AP7.27.1.2.3. Exhibit Receipt (Transaction Set Purpose Code ER). 

Used to document exhibit receipt. When the PQDR is located at the Action after 

acknowledgment level, only the Screening Point and Action Point may have use 

of this transaction. After this point, either the Screening Point, Action Point, or 

Support Point may transmit an exhibit receipt transaction. Note: If sent as a late 

exhibit receipt, PQDR is reassigned to the sender’s level. 

 AP7.27.1.2.4. Not Found Exhibit Tracer (Transaction Set Purpose 

Code 10). Used by exhibit requestor to request status or follow up on an exhibit 

request. 

 AP7.27.1.2.5. Material Disposition (Final Materiel Disposition) 

(Transaction Set Purpose Code MD). Material Disposition must be provided prior 

to PQDR closure. 

 AP7.27.1.2.5.1. Used by the Screening Point, Action Point and 

Support Point after the investigation is complete to provide final materiel 

disposition instructions. If a Support Point has been assigned and the PQDR is 

at the Support Point after acknowledgment level, only the Support Point may use 

this transaction at this level.
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AP7.27-4 APPENDIX 7.27

 AP7.27.1.2.6. Exhibit Disposition Confirmation) (Transaction Set 

Purpose Code ED). Used by the current exhibit holder to confirm compliance 

with materiel disposition instructions. 

 AP7.27.1.2.6.1. Use of this transaction may be used any time 

after Material Disposition (T-MD) has been provided and may continue to be used 

after the Screening Point closes the report (T-53). This allows for reports to 

continue to be updated in situations such as long-term overhaul corrective 

actions by vendors that will take place over months or years, while not 

unnecessarily keeping the report open.

 AP7.27.1.3. General Information Transactions. The PQDR general 

information transactions provide information or status regarding the PQDR 

without changing ownership.

 AP7.27.1.3.1. Status (Acknowledge)Transaction Set Purpose Code 

08). Used to acknowledge that a PQDR was received and provide current status to 

the previous point. Screening Points, Action Points and Support Points are all 

required to provide this transaction set within 24 hours for Category I and three 

business days for Category II PQDRs.

 AP7.27.1.3.2. Incremental (Interim Reply) (Transaction Set Purpose 

Code 25). Used by Support or Action Point to provide investigation status of the 

PQDR to the previous owner.

 AP7.27.1.3.3. Corrected (General Correspondence) (Transaction 

Set Purpose Code CO). Used to transmit a general correspondence information 

concerning the PQDR status from the sender to the receiver, or to send 

corrections with an explanation of changes. For inter-service PQDRs, the 

Originating Point may only submit this transaction to the Screening Point. This 

transaction will also be used to inform other PQDR processing points when Major 

Data Element changes are required after they have acknowledged receipt of the

PQDR.

 AP7.27.1.3.4. Follow-up (Follow-up for Status) (Transaction Set 

Purpose Code 45). A systemically generated transaction used to request a status 

when a processing point has not provided investigation status via interim reply or 

the like. 

 AP7.27.1.3.5. Cancellation (Transaction Set Purpose Code 01). 

Used when a PQDR is cancelled.

 AP7.27.1.3.5.1. Cancellations may take place at the request of 

the Screening Point when major data element changes are required to a PQDR. 

Major data element changes include the RCN, NIIN/NSN, contract number and 

CAGE. These data elements have the ability to change the scope and responsible 

parties associated with the investigation. Note: Only Screening Points may 

cancel a PQDR. and cancelled PQDRs cannot be reopened.
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AP7.27-5 APPENDIX 7.27

 AP7.27.1.3.6. Delegate to Alternate (Delegate to Alternate Support 

Point) (Transaction Set Purpose Code DA). Used to document Action Point or 

responsible Support Point delegation to an entity that does not support PQDR 

investigations through a PQDR AIS, such as Engineering Support Activities 

(ESA). 

 AP7.27.1.3.7. Transaction Set Purpose Code DA. may be used by 

either the Action Point or responsible Support Point without systemically 

changing the initial responsible Support Point. Use of this transaction set in 

conjunction with the systemic assignment of a traditional Support Point, such as 

DCMA, will require PDREP-AIS to provide an information copy(T-22) to the 

Support Point assigned at the Support Point level for the PQDR.

 AP7.27.1.3.8. Transfer (Redirect/Transfer) (Transaction Set 

Purpose Code 47). Used to redirect a PQDR to another Screening Point, Action 

Point, or Support Point within the component due to major data element changes 

when the Screening Point determines that a cancellation is not a preferred 

resolution.

 AP7.27.1.3.9. Reopen (Transaction Set Purpose Code RO). Used 

when a PQDR is reopened by the system sending the transaction and a PQDR 

needs to be reopened in the receiving system. This transaction notifies other 

systems that a PQDR has been reopened by the Screening Point, or that the other 

PQDR processing points (Originator, Action, or Support Point) have requested 

that the PQDR to be reopened.

 AP7.27.1.3.10. Status Update (Transaction Set Purpose Code SU). 

Used to send an update to correct or append specific data fields in another AIS. 

This element may be populated/updated by the Screening Point, Action Point or 

Support Point for minor changes. Only the Screening Point for minor changes. 

Only the Screening Point may use the SU transaction or make major data element 

changes (RCN, NIIN/NSN, Contract Number or CAGE Code). In order for the 

Screening Point to make a major data element change using the SU transaction, 

the PQDR must be at the Screening Point level. The use of the SU transaction 

other than specified will result in a (T-44).

 AP7.27.1.3.11. Notice of Defect (Transaction Set Purpose Code 

FC). Used when Support Point sends PQDR investigation request to a contractor.

 AP7.27.1.3.12. Information Copy (Transaction Set Purpose Code 

22). Used to send information copy of PQDR to another system. Used for 

dissemination to non-action activities outside of the PQDR process in another 

system. Used to provide PQDR to other agencies with a need to know. All data 

fields should be sent to present the entire PQDR to the receiver. 

 AP7.27.1.4. System Transactions. System transactions are used to 

confirm data receipt and communicate transaction failures to the sending system. 
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AP7.27-6 APPENDIX 7.27

 AP7.27.1.4.1. Rejection (Transaction Rejection) (Transaction Set 

Purpose Code 44). Used when the 842P transaction is non-compliant with this 

standard or when a recipient system of an 842P is unable to process a 

transaction due to its data requirements (i.e., duplicate RCN). This transaction is 

both system generated, and user defined.

 AP7.27.1.4.2. Confirmation (Confirmation of Transaction Receipt) 

(Transaction Set Purpose Code 06). Used by an automated IT system to confirm 

transaction receipt from another system.

 AP7.27.2. PRODUCT QUALITY DEFICIENCY REPORT SPECIFIC DATA 

ELEMENTS. 

AP7.27.2.1. Product Quality Deficiency Report (PQDR) Status Code. 

 AP7.27.2.1.1 Definition. A two-character alpha-numeric compound 

code consisting of the PQDR STATE (active or closed) in the first position, and either 

the active PQDR's LAST KEY EVENT CODE or the closed PQDR's CLOSURE 

REMARK CODE in the second position. 

 AP7.27.2.1.1. PQDR STATE: A single character alphabetic code 

indicating whether the status of a PQDR is "Active" (permitted value = A) or "Closed" 

(permitted value = C) 

 AP7.27.2.1.2. LAST KEY EVENT CODE: A single character alphanumeric code used to indicate the last key event accomplished in processing an active 

PQDR. Used with PQDR STATE = A.

 AP7.27.1.1.3. CLOSURE REMARK CODE = A code used with (T53) to indicate the circumstances under which a PQDR was closed. Used with PQDR 

STATE = C. 

 AP7.27.2.2. Usage. Facilitates workflow efficiencies for functional users, and 

program management metrics for oversight and analyses of process performance and 

production issues.

 AP7.27.2.3. DLMS 842P Reference: 2/LQ01/1050 Code PQS Product 

Quality Deficiency Reporting Status Code.

 AP7.27.2.4. PQDR Status Codes are listed in Table AP7.27.T1: 

Table AP7.27.T1. PQDR Status Codes

Code Literal

<Blank> Draft Record

A1 Child PQDR
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AP7.27-7 APPENDIX 7.27

Table AP7.27.T1. PQDR Status Codes

Code Literal

A2 Screening Pt Request For Information

A3 Action Point Request For Information

A4 Request for Support Point Investigation

A8 Awaiting Verification Of Corrective Action

A9 Stock Screened PQDR

AA Request for Additional Information

AB Under Engineering Review

AC Investigation Requested Of Action Pt

AD Action Point Accepted PQDR for Investigation

AE Exhibit Requested

AF Exhibit Shipped

AG Case/PQDR Reopened

AH PQDR Rebutted Back To Support Pt

AI Information Only/Trending Purposes

AJ Awaiting Credit Recommendation Or Credit Reversal

AK Awaiting Other Closing Delay

AM Awaiting Final Materiel Disposition Instructions

AN Awaiting Funds

AO Record Returned To Originator

AP Action Pt Inv Report Submitted

AQ Investigation Requested Of Support Pt

AR Request for Additional Information

AU Other

CA Invalid PQDR

CC Nonresponsive Investigation

CD Defect Previously Investigated

CE Enhancement

CF Exhibit Unavailable

CG Investigation Completed Without Exhibit (Not Requested)
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AP7.27-8 APPENDIX 7.27

Table AP7.27.T1. PQDR Status Codes

Code Literal

CH No Investigation - Exhibit Damaged

CI Information Only/Reliability Data

CJ Investigation With Damaged Exhibit

CK Contractor Unwilling To Investigate

CN Manufacturing Sources Or Technical Data No Longer Available

CO Child PQDR

CP Investigation Completed With Exhibit

CR Stock Screened PQDR

CS No Closing Data Received From External System

CT Missing Necessary Information

CU Investigation Could Not Validate Defect

CV Corrected And Verified

CW Isolated Incident/Acceptable Risk

CX Cancelled Record

CY Closed Under Warranty Provisions

CZ Administrative Closing

AP7.27.3. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) REBUTTAL/ 

CONTROVERT CODE

 AP7.27.3.1. Definition. A 2-character alpha compound code, consisting of 

the rebuttal “Point Of Origin” (Screening Point, or Action Point) in the first position, and 

the rebuttal “Reason” in the second position.

 AP7.27.3.1.1. Point Of Origin: A single character alphabetic code 

indicating who generated the rebuttal: Action Point (permitted value = A) or Screening 

Point (permitted value = S). Originator’s rebuttal generates an official correspondence 

to the screening point for review, but it does not open a closed record. Screening point 

may accept request to reopen for originator and reopen PQDR for further investigation.

 AP7.27.3.1.2. Reason: A single character alphabetic code indicating the 

reason for the rebuttal being generated. 

 AP7.27.3.2. Usage. Provides mechanism to facilitate program oversight.
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AP7.27-9 APPENDIX 7.27

 AP7.27.3.3. DLMS 842P Reference: 2/LQ01/1050 Code CW.

 AP7.27.3.4. PQDR Rebuttal/Controvert Reason Codes are listed in 

Table AP7.27.T2:

Table AP7.27.T2. PQDR Rebuttal/Controvert Reason Codes

Code Literal

C Root Cause Not Addressed

D Responsible Party Not Addressed

E Corrective Action Not Addressed

F Disposition Not Addressed

G Credit Not Addressed

H Preventive Action Not Addressed

I Incomplete Or Incorrect PQDR Information On Closing Letter

M Multiple Reasons For Rebuttal

N Disagree With Closing Response/Findings

O Other - Not Covered By A Defined Code

R Repeat Rebuttal

S Response Truncated Or Not Submitted In Proper Format

T Case Reopened Due To Delayed Receipt Of Exhibit Or Data

U Update Or Change Requested

V Response Needs Clarification

W Response Is For Wrong PQDR

AP7.27.4. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) CREDIT CODE

 AP7.27.4.1. Definition. A single character alpha code used to describe 

whether credit or other form of resolution is authorized. 

 AP7.27.4.2. Usage. Used by Screening/Action point to provide the originator 

with current status of financial liability on reported materiel. Secondary usage is to 

support management metrics. 

 AP7.27.4.3. DLMS 842P Reference: 2/LQ01/1050/P2C – PQDR Credit Code 

(new data element).

 AP7.27.4.4. PQDR Credit Codes are listed in Table AP7.27.T3
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AP7.27-10 APPENDIX 7.27

Table AP7.27.T3. PQDR Credit Codes

Code Literal

F Repaired by User

P Vendor Replacement

R Vendor Repair

S Source of Supply Replacement

T Source of Supply Repair

W Credit Authorized

X No Credit Authorized

 

AP7.27.5. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) EXHIBIT 

CURRENT DISPOSITION CODE

 AP7.27.5.1. Definition. A single character alpha code, used to identify the 

status of exhibit materiel from originator point of view on initial PQDR Submission.

 AP7.27.5.2. Usage. Provide mechanism to identify exhibit initial locations. 

 AP7.27.5.3. DLMS 842P Reference: 2/LQ01/1050/CDC – Current 

Disposition Code (new data element).

 AP7.27.5.4. PQDR Exhibit Current Disposition Codes are listed in Table 

AP7.27.T5:

Table AP7.27.T5. PQDR Exhibit Current Disposition Codes

Code Literal

H Holding Exhibit

D Disposed or Destroyed

R Repaired

O Other 

AP7.27.6. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) EXHIBIT 

DELIVERY REQUIREMENT CODE

 AP7.27.6.1. Definition. A single character alpha code, used to identify the 

status of exhibit materiel from the action or support point of view. 
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AP7.27-11 APPENDIX 7.27

 AP7.27.6.2. Usage. Use to identify the Exhibit Delivery Requirement Code 

from the Action or Support Point. This provides verification that the exhibit is required 

and should be sent or held by originator. 

 AP7.27.6.3. DLMS 842P Reference: 2/LQ01/1050 Code PQR Product 

Quality Exhibit Delivery Requirement Code.

 AP7.27.6.4. PQDR Exhibit Delivery Requirement Codes are listed in Table 

AP7.27.T6: 

Table AP7.27.T6. PQDR Exhibit Delivery Requirement Code

Code Literal

H Hold Exhibit

N Exhibit Not Required

Q Exhibit Required (but not Requested)

R Exhibit Requested

AP7.27.7. PRODUCT QUALITY DEFICIENCY REPORT (PQDR) OPERATING 

TIME AT FAILURE CODE AP

 AP7.27.7.1. Definition. A two character alphanumeric code, used for 

measure of time or events as listed in Table AP7.27.T7 for data elements: Operating 

Time at Failure, Time Since New/Overhaul, and Time Since Installation. 

 AP7.27.7.2. Usage. Use to identify the quantity of time a unit entered 

operational service as a new or overhauled item to time the deficiency was discovered. 

Operating Time Codes are mapped as Unit of Measure Codes associated with the 

applicable quantified value for Operating Time at Failure, Time Since New/Overhaul, or 

Time Since Installation.

 AP7.27.7.3. DLMS 842P Reference: 2/QTY01/2700. 

 AP7.27.7.4. Operating Time Codes are listed in Table AP7.27.T7: 

Table AP7.27.T7. Operating Time Codes1

Code Literal Notes

03 Seconds

1 Codes 7A and 7C are established Local Codes. A data maintenance action has been submitted for 

establishment of “7A – Landings” and “7C – Flight Hours” in a future X12 Version. Refer to ADC 1007C.
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AP7.27-12 APPENDIX 7.27

Table AP7.27.T7. Operating Time Codes1

Code Literal Notes

14 Catapult Shots Used to document the number of launches an 

aircraft has been launched, i.e. aircraft catapult 

systems and/or unmanned air vehicles.

7A Landings Used to document the number of landings an 

aircraft has completed.

7C Flight Hours Used to document the amount of time in hours 

that an aircraft/equipment has been flying.

1N Starts

B7 Cycles Use to indicate cycles of equipment, e.g., engine 

start-up and stop, or take-off and landings.

DA Days

DH Miles

FT Foot

HR Hours

IS Arrestments Used to document the number of times an aircraft 

has engaged arresting gear to stop forward 

momentum of a routine or emergency landing or 

an aborted takeoff.

MJ Minutes

MO Months

RH Running or Operating 

Hours

RO Rounds Fired

T8 Time Since 

New/Overhaul

New X12 data element

T9 Time Since 

Installation

New X12 data element

YR Year

UN Unit, other than listed 

above
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AP7.27-13 APPENDIX 7.27

AP7.27.8. Product Quality Deficiency Report (PQDR) Reject Advice Code.

 AP7.27.8.1. Definition. A two-position alpha code used with transaction 

set purpose code 44, identifying the reason a transaction was rejected. 

 AP7.27.8.2. Usage. Informs the originator of a transaction, the reason 

for rejection, and indicates return of the transaction for correction and 

resubmission.

 AP7.27.8.3. DLMS 842P Reference: 2/LQ01/1050/RAC PQRD Reject 

Advice Code. (new data element)

 AP7.27.8.4. PQDR Reject Advice Codes are listed in Table AP7.27.T8:

Table AP7.27.T8. Reject Advice Code.

Non-Security Assistance User Defined Reject Advice Codes

Code Literal

701 PQDR rejected. Incorrect Screening Point assigned

702 PQDR rejected. Incorrect Action Point assigned – different IMM 

exists 

703 PQDR Rejected. Report does not meet the requirements of a 

PQDR – invalid report.

704 PQDR Rejected. Acceptable substitute issued for materiel 

requisitioned.

705 PQDR rejected. Material shipped prior to cancellation request.

706 PQDR rejected. Report identifies a supply discrepancy. Resubmit 

as a SDR.

707 PQDR rejected. Requisition document is not from Action Point 

Source of Supply.

Security Assistance User Defined Reject Advice Codes

Code Literal
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AP7.27-14 APPENDIX 7.27

80_ (Reserved for Future Use)

Systemic Reject Advice Codes

Code Literal

901 Transaction rejected. Discrepancy report canceled.

902 Transaction rejected. Record is currently open and cannot be 

reopened until closed.

903 Transaction rejected. Missing or invalid requisition document 

number (or document number/suffix).

904 Transaction rejected. Missing or invalid report control number.

905 Transaction rejected. Duplicate report control number.

906 Transaction rejected. Missing or invalid discrepant quantity.

907 Transaction rejected. Missing or invalid point of contact name.

908 Transaction rejected. Missing or invalid point of contact phone 

number/email.

909 Transaction rejected. Missing or invalid transaction date.

910 Transaction rejected. Missing or invalid deficiency discovery 

date.

911 Transaction rejected. Narrative missing.

912 Transaction rejected. No record found.

913 Transaction rejected. Missing or invalid materiel identification.

914 Transaction rejected. Missing materiel nomenclature.

915 Transaction rejected. Missing PQDR category.

916 Transaction rejected. Missing, invalid, or unauthorized use of 

DoDAAC or MAPAC

917 Transaction rejected. Missing or invalid transaction set purpose 

code. 
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AP7.27-15 APPENDIX 7.27

918 Transaction rejected. Missing action requested.

920 Transaction rejected. Exhibit shipment information provided prior 

to exhibit request.

921 Transaction rejected. Exhibit status information provided prior to 

exhibit request.

922 Transaction rejected. Exhibit receipt information provided prior to 

exhibit request.

923 Transaction rejected. Exhibit receipt information received prior to 

exhibit shipped transaction.

924 Transaction rejected. Exhibit shipping information missing 

exhibit shipped date.

925 Transaction rejected. Exhibit shipping information missing 

exhibit shipped quantity.

926 Transaction rejected. Exhibit shipping information missing 

exhibit shipped to address.

927 Transaction rejected. Exhibit shipping information missing 

exhibit shipped tracking number.

928 Transaction rejected. Exhibit receipt information missing exhibit 

receipt date.

929 Transaction rejected. Exhibit receipt information missing exhibit 

receipt quantity.

930 Transaction rejected. Exhibit Disposition (ED) transaction 

provided prior to Material Disposition (MD) transaction.

931 Transaction rejected. Invalid special character used.

932 Transaction rejected. Time to failure missing measurement code.

933 Transaction rejected. Final reply missing defect responsibility.

934 Transaction rejected. Final reply missing severity of the defect.

935 Transaction rejected. Final reply missing broad cause.

936 Transaction rejected. Final reply missing detailed cause.
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AP7.27-16 APPENDIX 7.27

937 Transaction rejected. Final reply missing preventative action.

938 Transaction rejected. Final reply missing corrective action.

939 Transaction rejected. Final reply missing final exhibit disposition.

940 Transaction rejected. Transaction 03 RR missing Retraction 

Reason Code.

941 Transaction rejected. Transaction CO missing General 

Correspondence Purpose Code.

942 Transaction rejected. Transaction 25 missing Interim Reply Code.

943 Transaction rejected. Transaction 01 missing Cancellation Code.

944 Transaction rejected. Transaction 00 missing Discovery Defect 

Codes.

945 Transaction rejected. Transaction 00 missing FMS case number.

946 Transaction rejected. Transaction 03 submitting after PQDR 

acknowledgement.

947 Transaction Rejected. T-SU submitted for major data element 

change when not at Screening Point.

AP7.27.9. Product Quality Deficiency Report (PQDR) Retract Reason Code.

 AP7.27.9.1. Definition. A two-position alpha numeric code used with 

transaction set purpose code 03 to describe the reason for requesting the PQDR 

be returned to the previous level. 

 AP7.27.9.2. Usage. Request a PQDR be returned back to the previous 

level due to incorrect routing or to make major data element changes to the 

PQDR that could result in changes to the Screening Point, Action Point or 

Support Point. .

 AP7.27.9.3. DLMS 842P Reference: 2/LQ01/1050/PQC PQDR Retract 

Reason Code (new data element)
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AP7.27-17 APPENDIX 7.27

Table AP7.27.T9. PQDR Retraction Reason Code

Code Literal

A1 Incorrect Screening Point Assigned

A2 Incorrect Action Point Assigned

A3 Incorrect Support Point Assigned

B1 Major Data Element Correction Required

AP7.27.10. Product Quality Deficiency Report (PQDR) General 

Correspondence Purpose Code.

 AP7.27.10.1. Definition. A two-position alpha code used with 

transaction set purpose code CO, informing the purpose for the general 

correspondence. 

 AP7.27.10.2. Usage. Informs the recipient of the main purpose of the 

communication, i.e., gain in discrepant quantity, decrease in discrepant quantity, 

point of contact change, etc.

 AP7.27.10.4. DLMS 842P Reference: 2/LQ01/1050/GCP PQDR General 

Correspondence Purpose Code (new data element)

Table AP7.27.T10. PQDR General Correspondence Purpose Code

Code Literal

GN Gain or increase in quantity reported

LS Loss or decrease in quantity reported

CC Change in point of contact information

IP Requested information provided

MI Minor Data Element Change Required

MJ Major Data Element Change Required

MR Follow Up Requested Due to Late/Missed Interim Reply

OT Other

 

AP7.27.11. Product Quality Deficiency Report (PQDR) Interim Reply Codes.
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AP7.27-18 APPENDIX 7.27

 AP7.27.11.1. Definition. A two- position alpha code describing the 

current interim status causing delay the delay in the PQDR investigation. 

 AP7.27.11.2. Usage. Informs the recipient of the status and reason that 

the investigation is pending final completion.

 AP7.27.11.3. DLMS 842P Reference: 2/LQ01/1050/IRC PQDR Interim 

Reply Code (new data element).

Table AP7.27.T11. PQDR Interim Reply Codes

Code Literal

AE Pending for Engineering Response

AR Pending Approving Official Review Prior to Completion 

Notification

CR Pending Credit/Replacement Determination

ED Pending Exhibit Disposition Confirmation

ER Exhibit Requested, Awaiting Exhibit

IR Awaiting IM Response

MD Pending Material Disposition

OR Awaiting Originator Response

PA Pending Post Award Review

PM Awaiting PM Review

PR Pending Pre-positioned Materiel Request

RR Pending Requisition Number request

SC Awaiting Screening Pt Response

SP Awaiting Support Pt Response

SR Pending Shipment Received (Exhibit)

SS Pending Stock Screening Results

TD Awaiting Design Information

TR Awaiting Test Results

VL Pending Vendor Litigation

VR Awaiting Vendor Response

VR Pending Vendor Receipt of Exhibits
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AP7.27-19 APPENDIX 7.27

AP7.27.12. Product Quality Deficiency Report (PQDR) Cancellation Codes.

 AP7.27.12.1. Definition. A two-position numeric code used with 

transaction set purpose code 01, describing the reason for PQDR cancellation. 

 AP7.27.12.2. Usage. Informs the recipient why the PQDR was 

cancelled.

 AP7.27.12.3. DLMS 842P Reference: 2/LQ01/1050/PCC PQDR 

Cancellation Code (new data element).

AP7.27.T12 PQDR Cancellation Codes

Code Description

19 Exhibit Compromised

22 Exhibit Not Received by Customer Service

17 Exhibit Not Received by Supply

26 Exhibit Unavailable - Not Marked as a PQDR

27 Exhibit Unavailable - Released by Supply (BCM'd)

24 Exhibit not Received by DCMA

25 Exhibit not Received by Inter-Service Agency (Air 

Force, Army, etc...)

23 Request Cancellation by Submitting Unit

21 Wrong Exhibit Shipped

20 Cancelled due to non-responsiveness of Originator

18 Deficiency reported is an SDR

 AP7.27.13. Defect Code. Originators are required to provide a Defect 

Code as part of the Transaction Set Purpose Code 00 data transmission, detailing 

what the Originator believes the cause of deficiency is.

 AP7.27.13.1. Definition. A three-position alpha numeric code 

detailing what the Originator of the PQDR believes is the detailed cause of the 

defect. These codes are identical to the Detailed Cause codes required to be 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-20 APPENDIX 7.27

used by Action Point or Support Points at the conclusion of the PQDR 

investigation. 

 AP7.27.12.2. Usage. Informs the recipient what the Originator 

believes is the detailed cause of the quality deficiency.

 AP7.27.12.3. DLMS 842P Reference: 2/LQ01/1050/PDD PQDR 

Discovery Code (new data element).

Table AP7. 27.T13. Discovery Defect Codes

Code Literal

1AA Material, Incorrect

1AB Blank Intentionally

1AC Welding

1AD Coating, Protective

1AE Marking Improper

1AF Installation Improper

1AG Blank Intentionally

1AH Manufacturing /Fabrication

1AI Soldering Inadequate

1AJ Lubrication Improper

1AK Documentation Missing

1AL Blank Intentionally

1AM Damaged (Visual)

1AN Component Failure

1AO Blank Intentionally

1AP Brazing

1AQ Bonding

1AR Potting

1AS Heat Treat

1AT Plating

1AU Chemical Film

1AV Impregnation

1AW Kitting

1AX Machining (Cutting, Grinding, Etc.)

1AY Cleaning

1AZ Clean Room

2AA Technical Data Package, Incorrect/Incomplete

2AB Blank Intentionally

2AC Blank Intentionally

2AD Test Procedures, Inadequate

2AE Blank Intentionally

2AF Blank Intentionally

2AG Configuration Control, Inadequate

2AH Instructions, Work
DLM 4000.25, Volume 2, January 22, 2024

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AP7.27-21 APPENDIX 7.27

2AI Design, Inadequate

2AJ Operational Malfunction, Electrical

2AK Material Defective, Electrical

2AL Operational Malfunction, Electronic

2AM Material Defective, Electronic

2AN Operational, Malfunction, Mechanical

2AP Blank Intentionally

2AR Preservation/Packaging

3AA QA Requirements, Inadequate

3AB Blank Intentionally

3AC Drawing, Procured

3AD Maintenance Procedure, Improper

3AE Overhaul, Incomplete

3AF Torque, Improper

3AG Blank Intentionally

3AH Computer (Software) Quality Assurance / Software, Incomplete

3AI Test Equipment, Automatic

3AJ Calibration

3AK Testing, Electronic

3AL Testing, Mechanical

3AM Testing, Nondestructive

3AN Inspection, Final

3AO Blank Intentionally

3AP Chemical Analysis

4AA Shelf-Life Expired

4AB Shelf-Life Inappropriate

4AC Blank Intentionally

4AD Technical Manual Error

4AE Field Fix, Improper

4AF Electrostatic Sensitive Device Controls

4AG Lead Free Solder

5AA Purchasing Error

5AB Certification, Vendor

5AC Inspection, Receiving

5AD Blank Intentionally

5AE Material, Segregation of Nonconforming

5AF Blank Intentionally

5AG Blank Intentionally

5AH Blank Intentionally

5AI Test, Pressure

5AJ Verification, Mechanical Properties

5AK Material Defective, Mechanical

5AL Material, Unauthorized Substitution

5AM Specification Error

5AN Material Identification/Mic
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-22 APPENDIX 7.27

5AO Mercury Free Requirement, Noncompliance

5AP Contamination

5AQ Finish

5AR Assembly, Improper

5AS Counterfeit Parts, Suspect

9XA Undetermined – Isolated Case

9XB Undetermined – Info Only

9XC Undetermined – Exhibit Unavailable

9XD Undetermined – Defect Not Duplicated

9XE Undetermined – Item Warranty Procedures

9XX Undetermined - Other: The root cause of the defect could not 

be determined for reason other than listed. use of this code 

requires the reason(s) for inability to identify the root cause to 

be stated as part of the investigation report. (For Example: 

budgetary constraints, equipment or test procedures are no 

longer practical for investigation, etc.)

9XY Other Than Listed: Use of this code requires the detailed cause 

be identified as part of the investigation report.

9XZ Invalid Report: The PQDR did not meet the requirements of 

DLAR 4155.24 and is considered invalid.

AP7. 27.3. Product Quality Deficiency Investigative Closing Codes.

AP7. 27. 13.1. The information to be entered in each data element is

dependent upon the type and cause of the deficiency and the information 

requested may not be appropriate in all cases. The information requested is 

typical when the cause of the deficiency is due to non-conformance with contract 

requirements. The investigative closing codes provide specific details about the 

findings of the investigation. Together these codes make up seven segments of 

investigation related data forming a nine-position code referred to as the 

Summary Code. 

AP7.27.13.2. The seven segments of closing data include (1) defect 

responsibility, (2) severity of the defect, (3) broad classification of the cause, (4) 

detailed cause of the defect, (5) preventative action taken because of the defect, 

(6) corrective action taken for the defective materiel, and (7) disposition of the 

deficient materiel. Each segment and their corresponding codes can be found in 

27.T14 through 27.T20.

AP7.27.T14. SEGMENT 1 – Deficiency Responsibility - 1st Position

842P Reference: 2/LQ01/1050/DRC – Deficiency Responsibility Code (new data 

element).

Code Literal Notes
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AP7.27-23 APPENDIX 7.27

1 Private Contractor The cause of the defect occurred at a 

contractor-operated facility and was 

determined to be a contractor's error.

2 Procurement Agency The defect was the result of a faulty 

procurement package and the 

responsibility of the buying command 

activity for contracting and procurement 

of the materiel.

3 Government Manufacturer 

(Organic Facility)

The defect was caused by a contractor 

manufacturing error at a governmentoperated manufacturing facility.

4 Design Agency The cause of the defect was due to a 

faulty Technical Data Package (TDP) or 

performance and technical 

requirements and the responsibility of 

the design activity.

5 Government Overhaul 

Facility

The cause of the defect occurred at a 

government operated overhaul facility 

not including field maintenance.

6 Using Activity The defect occurred as a result of user 

error and is the responsibility of the 

user activity.

7 Government Supply Activity The defect occurred at a government 

supply facility for storing and 

requisitioning the materiel.

8 Unknown Responsible party for the cause of the 

defect could not be determined. Use of 

this code requires the reason(s) for 

inability to identify responsibility to be 

stated as part of the investigation 

report. (For example: budgetary 

constraints, equipment or test 

procedures are no longer practical for 

the investigation, Exhibit Not Available, 

etc.).

9 Invalid Report The PQDR did not meet the 

requirements of DLAR 4155.24 and is 

considered invalid.

10 Blank (Intentionally) 

11 Field Maintenance The cause of the defect occurred during 

field maintenance, evaluation or 

operation and is the responsibility of the 

field activity.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-24 APPENDIX 7.27

Table AP7.27.T15. SEGMENT 2 - Severity of Defect - 2nd Position

842P Reference: 2/LQ01/1050/SDC – Severity of Defect Code (new data element).

Code Literal Description

1 Critical A nonconformance that judgment and 

experience indicate is likely to result in 

hazardous or unsafe conditions for individuals 

using, maintaining, or depending upon the 

supplies or services or is likely to prevent 

performance of a vital agency mission.

2 Major A nonconformance, other than critical, that is 

likely to result in failure, or to materielly reduce 

the usability of the unit of supplies or services 

for their intended purpose.

3 Minor A nonconformance that is not likely to materielly 

reduce the usability of the supplies or services 

for their intended purpose or is a departure from 

established standards having little bearing on 

the effective use or operation of the supplies or 

services.

4 Unknown

5 No Defect Found

Table AP7.27.T16. SEGMENT 3 - Broad Cause - 3rd Position

842P Reference: 2/LQ01/1050/BCD – Broad Cause of Defect Code (new data 

element).

Code Literal Notes

A Normal Wear and Tear 

& Component (Worn 

Out)

Indicates that the reported deficiency is 

attributed to normal wear and tear of the 

item, within expected or designed 

performance levels. The PQDR is 

considered invalid.

C Contract Error The actual contract was in error, e.g., wrong 

part number called out, wrong specification 

cited, etc.

D Technical Data 

Package (TDP)/Design 

Error

Contractor met requirements but the TDP or 

specified design requirements were 

inadequate and resulted in defective 

materiel.
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-25 APPENDIX 7.27

M Maintenance Error Defect occurred during the repair, rework, 

modification, or overhaul of the item.

N Contractor 

Noncompliance

Contractor (Government or private) failed to 

meet one or more contractual 

manufacturing requirements, resulting in 

defective materiel.

P Part Application Part Complies but is not usable in the 

application.

S Shelf-Life Problem The item's shelf-life was expired or 

inappropriate.

U Misuse Of Item The originator caused the defect through 

misuse.

V Operated Beyond Life 

Limits

Component operated past life limits set by 

design or engineering

X Undetermined The cause of the defect could not be 

determined. Use of this code requires the 

reason(s) for inability to identify the broad 

cause to be stated as part of the 

investigation report. (For example: 

budgetary constraints, equipment or test 

procedures are no longer practical for 

investigation, Exhibit Not Available, etc.).

Z Invalid Report The PQDR did not meet the requirements of 

DLAR 4155.24 and is considered invalid. 

Invalid Report will not be used to closed 

Child PQDRs. Child PQDRs are VALID.

Table AP7.27.T17. SEGMENT 4 - Detailed Cause - 4th, 5th, and 6th Position

842P Reference: 2/LQ01/1050/PDC – PDQR Detailed Cause Code (new data 

element).

Code Literal

1AA Material, Incorrect

1AB Blank Intentionally

1AC Welding

1AD Coating, Protective

1AE Marking Improper

1AF Installation Improper

1AG Blank Intentionally

1AH Manufacturing /Fabrication

1AI Soldering Inadequate

1AJ Lubrication Improper

1AK Documentation Missing

1AL Blank Intentionally
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Change 17

AP7.27-26 APPENDIX 7.27

1AM Damaged (Visual)

1AN Component Failure

1AO Blank Intentionally

1AP Brazing

1AQ Bonding

1AR Potting

1AS Heat Treat

1AT Plating

1AU Chemical Film

1AV Impregnation

1AW Kitting

1AX Machining (Cutting, Grinding, Etc.)

1AY Cleaning

1AZ Clean Room

2AA Technical Data Package, Incorrect/Incomplete

2AB Blank Intentionally

2AC Blank Intentionally

2AD Test Procedures, Inadequate

2AE Blank Intentionally

2AF Blank Intentionally

2AG Configuration Control, Inadequate

2AH Instructions, Work

2AI Design, Inadequate

2AJ Operational Malfunction, Electrical

2AK Material Defective, Electrical

2AL Operational Malfunction, Electronic

2AM Material Defective, Electronic

2AN Operational, Malfunction, Mechanical

2AP Blank Intentionally

2AR Preservation/Packaging

3AA QA Requirements, Inadequate

3AB Blank Intentionally

3AC Drawing, Procured

3AD Maintenance Procedure, Improper

3AE Overhaul, Incomplete

3AF Torque, Improper

3AG Blank Intentionally

3AH Computer (Software) Quality Assurance / Software, Incomplete

3AI Test Equipment, Automatic

3AJ Calibration

3AK Testing, Electronic

3AL Testing, Mechanical

3AM Testing, Nondestructive

3AN Inspection, Final

3AO Blank Intentionally
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-27 APPENDIX 7.27

3AP Chemical Analysis

4AA Shelf-Life Expired

4AB Shelf-Life Inappropriate

4AC Blank Intentionally

4AD Technical Manual Error

4AE Field Fix, Improper

4AF Electrostatic Sensitive Device Controls

4AG Lead Free Solder

5AA Purchasing Error

5AB Certification, Vendor

5AC Inspection, Receiving

5AD Blank Intentionally

5AE Material, Segregation of Nonconforming

5AF Blank Intentionally

5AG Blank Intentionally

5AH Blank Intentionally

5AI Test, Pressure

5AJ Verification, Mechanical Properties

5AK Material Defective, Mechanical

5AL Material, Unauthorized Substitution

5AM Specification Error

5AN Material Identification/Mic

5AO Mercury Free Requirement, Noncompliance

5AP Contamination

5AQ Finish

5AR Assembly, Improper

5AS Counterfeit Parts, Suspect

9XA Undetermined – Isolated Case

9XB Undetermined – Info Only

9XC Undetermined – Exhibit Unavailable

9XD Undetermined – Defect Not Duplicated

9XE Undetermined – Item Warranty Procedures

9XX Undetermined - Other: The root cause of the defect could not 

be determined for reason other than listed. use of this code 

requires the reason(s) for inability to identify the root cause to 

be stated as part of the investigation report. (For Example: 

budgetary constraints, equipment or test procedures are no 

longer practical for investigation, etc.)

9XY Other Than Listed: Use of this code requires the detailed cause 

be identified as part of the investigation report.

9XZ Invalid Report: The PQDR did not meet the requirements of 

DLAR 4155.24 and is considered invalid.

Table AP7.27.T18. SEGMENT 5 - Preventative Action 7th Position
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-28 APPENDIX 7.27

842P Reference: 2/LQ01/1050/PAT – Preventative Action Taken Code (new data 

element).

Code Literal

A Process Changed (Includes Changes to Process Instructions)

B Initiated Engineering Change Proposal

C Revised Test Procedures

D Revise/Reviewed Specification/Drawing/Technical Order, 

Publication/Manual

E Blank Intentionally

F Issued Technical/Safety Bulletins

G Improved Packaging

H Change Contractual Requirements for Future Buys

I Policy Changed

J Quality Assurance Requirements Changed

K Training Provided/Modified

L Blank Intentionally

M Further Investigation to Determine Root Cause And Corrective Action

N Corrective Action Request Submitted

O Contract Terminated

P Source Qualification Revoked / Removed as Approved Source From 

Total Item Record.

Q Blank Intentionally

R No Preventative Action - Operational Risk Accepted – Use Of This Code 

Is Restricted To The PQDR Owner Or Service Only.

X No Preventative Action - Use of This Code Requires The Reason(S) For 

No Preventative Actions To Be Stated As Part Of The Investigation 

Report

Z Invalid Report

Table AP7.27.T19. SEGMENT 6 - Corrective Action 8th Position

842P Reference: 2/LQ01/1050/CAT – Corrective Action Taken Code (new data 

element).

Code Literal

A To Be Repaired/Replaced by Contractor At No Cost To Government

B Repaired By Using Activity - Not Contractor Representative

C To Be Repaired/Replaced by Govt - Depot/Overhaul Facility

D Exhibit(S) Scrapped Without Replacement

E Use-As-Is

F To Be Repaired/Replaced by Contractor At Government Expense

G Exhibit Not Required, Turn in Through Normal Supply

H Consideration Requested
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-29 APPENDIX 7.27

I No Corrective Action – Acceptable Risk – Use of this code is restricted to 

the PQDR owner or Service only.

X No Corrective Action - Use of This Code Requires The Reason(S) For No 

Corrective Action To Be Stated As Part Of The Investigation Report. (For 

example: budgetary constraints, equipment or test procedures are no 

longer practical for investigation, Exhibit Not Available, etc.)

Z Invalid Report - The PQDR did not meet the requirements of DLAR 4155.24 

and was considered invalid.

Table AP7.27.T20. SEGMENT 7 - Final Exhibit Disposition - 9th Position

DLMS 842P Reference: 2/LQ01/1050/FEC – Final Exhibit Disposition Code (new 

data element).

Code Literal Notes

A Retained As Is by User Indicates the user activity 

retained the exhibit for use as is.

B Repaired by User for Use Indicates the user activity 

maintained or repaired the 

exhibit for use by the user 

activity.

C Return To Supply/User in SCC “A” Indicates the exhibit was or will 

be returned to RFI Supply under 

RFI condition.

D Return To Supply in SCC “F” Indicates the exhibit was or will 

be returned to NRFI Supply 

under normal repair cycle.

E Return To Supply in As 

Suspended/Controlled Assets In SCC 

“J”, “L”, Or “Q”

Indicates that exhibit was or is 

planned to be returned to NRFI 

Supply under a suspended 

condition.

F Return To Supply in SCC “H/S” 

Condemn/Scrap

Indicates that the exhibit was or 

is planned to be returned to NRFI 

Supply to be scraped/destroyed.

G Return To Vendor Without Re-Supply Indicates that the exhibit was 

returned to and retained by the 

contractor, vendor, or SOS.

H Holding Activity Authorized to 

Dispose/Scrap 

Indicates the user or holding 

activity of the exhibit has or has 

been instructed to scrap or 

destroy the exhibit.

I Disposition Not Necessary- No 

Exhibit Available

Indicates that final disposition of 

exhibit is not necessary for 

reasons such as invalid report, 
DLM 4000.25, Volume 2, January 22, 2024

Change 17

AP7.27-30 APPENDIX 7.27

info only report, materiel not 

received, etc.

J Removed For Conditioned Based 

Maintenance (CBM) Analysis

Indicates the exhibit was 

transferred to the CBM program 

and final Disposition will be 

executed by CBM.

K Undetermined Indicates that final disposition of 

exhibit is not known or identified 

as part of the PQDR report
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-1 APPENDIX 7.28

AP7.28 APPENDIX 7.28 

SUPPLY DISCREPANCY REPORT RELEVANT DATA 

ELEMENTS 

AP7.28.1. GENERAL

AP7.28.1.1. This appendix provides a consolidated reference resource for data 

elements and their associated code sets applicable to Supply Discrepancy Report 

(SDR) submissions and responses. These data elements are applicable in all DoD 

SDR applications under the DLMS. The following data elements are included in this 

appendix. Within the context of SDR procedures, these data elements may be 

recognized by abbreviated names as indicated.

• Shipping Packaging and Storage Discrepancy Code. Also referred to as 

Discrepancy Code.

• SDR Requested Action Code. Also referred to as Action Code.

• Discrepancy Status or Disposition (Reply) Code. Also referred to as 

Reply Code.

• Discrepancy Report Document Type Code. Also referred to as SDR 

Document Type.

• DLA Disposition Services SDR Type Code. Also referred to as 

Disposition Services Sub-Type.

AP7.28.2. SHIPPING AND PACKAGING DISCREPANCY CODES

AP7.28.2.1. The following codes are used to provide a description of the 

discrepant condition. Multiple codes may be used on a single report. Customerprepared SDRs may use up to three discrepancy codes per SDR. SDRs associated 

with Distribution Center receipts may identify up to three discrepancy codes per SDR. 

Preprinted codes on the face of the SF 364 may be supplemented from this list of 

codes. Use of the expanded list of codes is encouraged to clearly identify the 

discrepant situation, reduce the reliance on narrative descriptions, and facilitate capture 

of SDR metrics.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-2 APPENDIX 7.28

DISCREPANCY CODES

Condition of Materiel

A1 Condition of stored materiel changed because of damage

A2 Condition of stored materiel changed because of deterioration

A3 Stored materiel is misidentified

A5 Stored materiel requires repair

C1 In a condition other than shown on supply document or on the supporting 

inspection/test certificate (if hazardous materiel use code H1)

C2 Expired shelf life item (if hazardous materiel use code H5)

C3 Damaged U.S. Postal Service shipment (Security Assistance customers 

are authorized to use this code for all types of damaged shipments)

C4 Materiel received stripped of parts or components (cannibalized) 

(applicable to materiel returns or repairs only)

C5 Incomplete item received. Do not use for incomplete sets/kits/outfits 

(See discrepancy S9)

Supply Documentation

D1 Supply documentation not received with materiel

D2 Supply documentation illegible or mutilated

D3 Supply documentation incomplete, improper, or without authority (use 

only when receipt cannot be properly processed)

D301 Defense Turn-In Document (DTID) for partial weapon lacks missing parts 

list or certification statement

D4 Missing Quality Assurance Representative (QAR) Signature in Wide 

Area Workflow (WAWF)

D401 Receiving Report/Material Inspection and Receiving Report/Receiving 

Report (DD 250 or equivalent) incomplete, incorrect, or hard copy 

missing

D5 Transportation related documentation discrepancy1

D501 Special Handling Data/Certification, DD Form 1387-2, omitted

D502 Special Handling Data/Certification, DD Form 1387-2, incomplete or 

incorrect

1 Two-position transportation-related documentation discrepancy code is not applicable for new 

submissions. Refer to ADC 1153.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-3 APPENDIX 7.28

DISCREPANCY CODES

D503 Transportation Control and Movement Document (TCMD), DD Form 

1384, omitted

D504 TCMD, DD Form 1384, incomplete or incorrect

D505 Shipper's Declaration for Dangerous Goods omitted

D506 Shipper's Declaration for Dangerous Goods incomplete (including 

incomplete item description)

D507 Shipper's Declaration for Dangerous Goods not appropriate for 

transportation mode

D508 Department of Transportation Special Permit (DOT-SP) omitted

D509 Competent Authority Approvals (CAA) omitted

D510 Certificate of Equivalency (COE) omitted

D511 Inert certification omitted

D512 Drained and Purge Certificate/AFTO Form 20 omitted

D513 Explosives Classification Approval (CA) (EX-Letter) omitted

D599 Transportation-related documentation discrepancy (not identified by 

other code). See remarks.

D601 Hazardous Waste Profile Sheet omitted

D602 Hazardous Waste Profile Sheet incomplete or incorrect

D701 Hazardous Waste Manifest omitted

D702 Hazardous Waste Manifest incomplete or incorrect

Billing and Financial Discrepancies (Security Assistance Only)

B1 Requisitioned materiel received (no record of billing)

B2 Duplicate billing

B3 Wrong amount billed

F1 Financial discrepancy involving Security Assistance surcharge

Hazardous Material2

H1 Hazardous item in a condition other than shown on supply document or on 

the supporting inspection/test certificate

H2 Hazardous item in storage damaged or requires repair

H3 Lack of a Safety Data Sheet (SDS) in Hazardous Material Information 

Resource System (HMIRS)

2 Discrepancy Code H6, Shipper’s Declaration for Dangerous Goods, has been re-assigned to the 

D-series. See D505 and D506.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-4 APPENDIX 7.28

DISCREPANCY CODES

H4 Non-radioactive item classified as radioactive, or non-hazardous item 

classified as hazardous

H5 Expired hazardous shelf life item

Lumber

L1 Moisture exceeds allowable percentage

L2 Not treated in accordance with specification

L3 Product off grade

L4 Improper size

L5 Improper tally

L6 Improper or no grade mark on product

L7 Rotten product

L8 Splits, excessive wane, scant, or not end trimmed (one or all)

Misdirected

M1 Materiel improperly addressed and shipped to wrong activity

Overage, Duplicate, Or Receipt of Canceled Materiel

O1 Quantity received is more than quantity shown on the supply document.

O2 Quantity received is more than quantity requested plus variance, if 

applicable (other than unit of issue or unit of pack)

O3 Quantity duplicates another shipment

O4 Materiel received after cancellation

O5 Concealed overage discovered in a sealed shipping container

O6 Overage due to unit of issue/unit of pack incompatibility (use only when 

requisition specified no unit of issue/unit of pack variance)

Packaging Discrepancy Codes 

P1 Improper preservation3

P101 Cleaning inadequate, incorrect, or omitted

P102 Preservative inadequate, incorrect, or omitted

P103 Barrier materiel inadequate, incorrect, or omitted

P104 Unit pack cushioning inadequate, incorrect, or omitted

P105 Unit container inadequate, incorrect, omitted or oversized

3 Two-position packaging discrepancy codes are not applicable for new submissions after September 1, 

2013. Refer to ADC 1059.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-5 APPENDIX 7.28

DISCREPANCY CODES

P106 Desiccant incorrect, improperly located, or omitted

P107 Tape/closure of unit container incorrect or inadequate

P108 Hazardous materiels not removed as required

P109 Improper preservation of hazardous materiels (includes ammunitions/ 

explosives)

P110 Level of protection excessive or inadequate

P111 Minimum protection not applied (materiel returns)

P112 Non-conformance to specified requirements for preservation (explanation 

required)

P113 Electrostatic/electromagnetic device preservation inadequate or omitted

P114 Concealed preservation defect found in storage (retail only)

P116 Preservation inadequate or incorrect resulting in item corrosion

P199 Improper preservation (not identified by other code). See remarks.

Packaging Discrepancy Codes 

P2 Improper packing4

P201 Container inadequate, incorrect, or oversized

P202 Intermediate container inadequate, incorrect, oversized, or omitted

P203 Exterior container inadequate, incorrect, oversized, or omitted

P204 Blocking and bracing inadequate, incorrect, or omitted

P205 Cushioning inadequate, incorrect, or omitted

P206 Level of protection excessive or inadequate

P207 Container deteriorated

P208 Skids incorrect or omitted

P209 Improper packing of hazardous materiels (includes 

ammunitions/explosives)

P210 Non-conformance to specified requirements for packing (explanation 

required)

P211 Improper foam-in-place

P212 Reusable container not used or improperly prepared

P213 Closure incorrect or inadequate

P214 Concealed packing defect found in storage (retail only)

P215 Non-conformance to specified requirements for wood packaging materiel 

(WPM)

4 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-6 APPENDIX 7.28

DISCREPANCY CODES

P216 Packaging inadequate or incorrect resulting in item corrosion

P299 Improper packing (not identified by other code). See remarks.

Packaging Discrepancy Codes 

P3 Improper markings5

P301 Identification markings omitted, incomplete, incorrectly located, or not 

legible

P302 Improper marking of hazardous materiels (includes 

ammunitions/explosives)

P303 Labels omitted or improperly affixed

P304 Contract data omitted, incomplete, incorrectly located, or not legible

P305 Precautionary or handling markings omitted, incomplete, or not legible

P306 Shelf-life markings omitted, incorrect, or not legible

P307 Bar code markings omitted, or not legible

P308 Incorrect lot number

P309 Set or assembly markings omitted

P310 Address incorrect or not legible

P311 Non-conformance to specified requirements for marking (explanation 

required).

P312 Electrostatic/electromagnetic device markings inadequate or omitted

P313 Packing list omitted or incorrectly located

P314 Passive RFID tag is missing

P315 Passive RFID tag is visibility damaged and unreadable

P316 Passive RFID tag is present but unreadable (not visibility damaged)

P317 Passive RFID tag read has no corresponding advance shipment 

notification

P318 Passive RFID tag read duplicates previously used tag identification

P319 Military Shipment Label (MSL), DD Form 1387, omitted; no Transportation 

Control Number (TCN)

P320 MSL, DD Form 1387, improperly affixed, incorrect, or incomplete

P399 Improper markings (not identified by other code). See remarks.

5 Ibid.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-7 APPENDIX 7.28

DISCREPANCY CODES

Packaging Discrepancy Codes 

P4 Improper unitization (includes palletization and containerization)6

P401 Cargo not unitized

P402 Shrink/stretch wrap inadequate or omitted

P403 Strapping inadequate or omitted

P404 Multiple consignees in single consignee consolidation container

P405 Protective covering/wrapping inadequate, improper, or omitted

P406 Contents of multipack container inadequately packaged, stuffed or missing 

unit packs

P407 Improper unitization/palletization/containerization of hazardous materiels 

(includes ammunitions/explosives)

P499 Improper unitization (not identified by other code). See remarks.

Product Quality (Item) Deficiency (Security Assistance Only)

Q1 Product Quality Deficiency

Q2 Quality deficiency, contractual noncompliance

Q3 Design deficiency, item requires change in design

Q4 Contracting deficiency, specification, and/or technical data deficient.

Q7 Safety hazard

Q8 Latent defect

Quality - Related Receipts/Stock Screening (Storage Activity Only)

Q11 Returned or stock screen item, PQDR exhibit deficiency

Q22 New procurement receipt, customer return, redistribution order, or stock 

screen item quality deficiency, contractual non-compliance, including 

specification and/or technical data deficiency7

Q33 Returned, redistribution order, or stock screened item suspected materiel 

deficiency (DLA Customer Returns Improvement Initiative (CRII) items 

only)

Q55 Item under investigation

Q66 Customer return or stock screen item failed under use

Q77 New procurement receipt, customer return, or redistribution order receipt of 

stock screen item identified as a suspected critical safety item (CSI) 

discrepancy

6 Ibid.

7 ADC 1126, not yet implemented.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-8 APPENDIX 7.28

DISCREPANCY CODES

Q99 New receipt item received for First Article Testing

Shortage or Nonreceipt

S1 Quantity received less than quantity indicated on supply documentation

S2 Quantity received is less than quantity requested minus variance, (other 

than unit of issue or unit of pack)

S3 Total nonreceipt of U.S. Postal Service shipment.

S4 Total nonreceipt; not transportation related. (U.S. only)

S5 Total nonreceipt (Security Assistance only)

S6 Shortage due to unit of issue/ unit of pack incompatibility 

S7 Shortage or nonreceipt of an item in a multipack or sealed shipping 

container

S8 Concealed shortage discovered upon opening a sealed vendor's pack (not 

applicable to Security Assistance)

S9 Incomplete component, assembly, sets, kit, outfit (CASKO) (do not use to 

report cannibalization of Supply System Responsibility Item (SSRI), 

Components Of End Item (COEI), or Basic Issue Item (BII); see 

Discrepancy Code C4)

Technical Markings (Name Plates, Log Books, Operating Handbooks, Special 

Instructions)8

T1 Technical data markings missing

T2 Technical data markings illegible or mutilated

T3 Precautionary operational markings missing

T4 Inspection data missing or incomplete

T5 Serviceability operating data missing or incomplete

T6 Warranty data missing

T7 Missing part number on bare item

T9 Operating handbooks, log books, and/or special instructions missing

Item Unique Identification (IUID) of Serially-Managed/Tracked Materiel 

U01 Unique identification (UII/serial number) on label missing, damaged, or 

unreadable

8 Discrepancy Code T8 discontinued. See W7 and W8.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-9 APPENDIX 7.28

DISCREPANCY CODES

U02 Unique identification (UII/serial number) on item missing, damaged, or 

unreadable

U03 Unique identification (UII/serial number) on supply documentation missing, 

damaged, or unreadable

U04 Unique identification (UII/serial number) not provided on shipping notice/

returns notice

U05 Non-conformance to unique identification requirements under terms of 

contract

U06 Multiple containers without separate unique identification (UII/serial 

number) listings

U07 Mismatch between unique identification (UII/serial number) on item and 

label

U08 Mismatch between unique identification (UII/serial number) on item or 

packaging marks/labels and the associated shipping documentation

U09 Mismatch between unique identification (UII/serial number) on item or 

packaging marks/labels and the associated due-in/shipping notice

U10 Mismatched or missing unique identification (UII/serial number) discovered 

upon opening a sealed pack

U12 Duplicate UII or serial number (applicable to UII/serial number) 

U13 Serial number unknown/missing for serially-tracked item.

U14 Serial number convention invalid.

U15 Missing shipping/return notice

Incorrect Item

W1 Incorrect item received.

W2 Unacceptable substitute received.

W3 Incorrect item received, but not identifiable to an NSN or part number.

W4 Misidentified item received.

W5 Mixed stock received.

W6 Incorrect item discovered upon opening a sealed vendor's pack (Not 

applicable to Security Assistance)

W7 Part number unmatched to FEDLOG/FLIS

W8 Incorrect part number for NSN received

Other Discrepancies

Z1 Other discrepancy - see remarks
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-10 APPENDIX 7.28

DISCREPANCY CODES

Z2 Repetitive discrepancy (must use in combination with other codes or 

describe in remarks)

Z3 Distribution Center receipt not due-in; no prepositioned materiel receipt 

(PMR)

Z4 No record exists for document number cited on supply document (not used 

by distribution center; not applicable to Security Assistance)

Z5 Immediate resolution/replacement of discrepant item under inter-Service 

support agreement (restricted use per Service guidance)9

Z7 Property not authorized or not acceptable for turn-in to DLA Disposition 

Services

Z8 Materiel unidentifiable; stock number missing or damaged.

9 Refer to ADC 1062 and 1174. Not authorized for use by DLA Distribution Centers.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-11 APPENDIX 7.28

AP7.28.3. SDR REQUESTED ACTION CODES. The SDR Requested Action Code is 

used to provide a description of the action requested by the initiator of the SDR. This 

data element may be referred to as the SDR Action Code. This is a two position 

alphanumeric code. Only one action code may be used per SDR under DLMS. 

Preprinted codes on the face of the SF 364 may be supplemented from this list.

SDR ACTION CODES

1A Disposition instructions for discrepant materiel requested; financial action not 

applicable

1B Materiel being retained

1C Supporting supply documentation requested

1D Materiel still required; expedite shipment using premium transportation. Not 

applicable to Security Assistance (Use Action Code 1F if materiel is still 

required, but premium transportation is not justified.)

1E Local purchase materiel to be returned at supplier's expense unless disposition 

instructions to the contrary are received within 15 calendar days (not applicable 

to Security Assistance or DLA customers) 

1F Replacement shipment requested

1G Reshipment not required; item to be re-requisitioned

1H No action required; information only

1Z Other action requested (see remarks)

2A Disposition of materiel and financial adjustment (credit) requested.

2B Materiel being retained. Financial adjustment (debit) requested.

2C Technical documentation/data requested.

2F Materiel being held for disposition instructions, request funds citation. Not 

applicable to Security Assistance

2J Financial adjustment requested

2K Evidence of shipment requested (Security Assistance only)

2L Request billing status (Security Assistance only)

2Z Additional information is being submitted off-line (use with electronic SDR 

submission only)

3A Transshipper (aerial/water port or CCP) requests expedited response; 

shipment frustrated

3B Discrepancy reported for corrective action and trend analysis; no reply 

required.

3C Receiving activity not authorized to accept property (pick-up by original owner 

required) (Disposition Services use only)
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-12 APPENDIX 7.28

SDR ACTION CODES

4A Manager disposition requested for non-manager owned suspended stock per 

receipt/stock screening; no action by owner pending manager response.10

4B Action transferred to manager subsequent to return of non-manager owned 

suspended materiel to the manager.11

AP7.28.4. DISCREPANCY STATUS OR DISPOSITION (REPLY) CODES. 

Action activities use the Discrepancy Status or Disposition (Reply) Codes to codify a 

response to an SDR. This data element may be referred to as an SDR Reply Code. It 

is a three position numeric code. Up to three reply codes may be used on a single 

report to provide complete financial and materiel disposition instructions and provide 

additional information as needed. Codes may be used to replace or supplement 

preprinted information on the reverse side of the SF 364. System design should 

accommodate clear text for ease of use and interpretation.

Reply Codes

The 100-series codes provide status of financial resolution, materiel disposition 

instructions, or other appropriate information:12

101 Credit authorized by source of supply/item manager.13

102 Credit not authorized; see remarks.

105 Forward materiel received to location identified. Must use traceable and most 

economical means available. 

106 Forward materiel received to contractor location identified (must use traceable 

and most economical means available).

109 Credit authorized by source of supply/item manager for repackaging costs.14

110 Disposal authorized in accordance with local procedures.

111 Disposal authorized, monetary reimbursement from contractor.

112 Disposal authorized, contractor will provide replacement.

113 Provide disposal documentation as requested.

114 Provide disposal documentation by date indicated as requested. Credit will be 

authorized upon receipt.

115 Turn in materiel received to DLA Disposition Services Field Office.

116 Turn in hazardous materiel received to DLA Disposition Services Field Office 

(MIPR or bill-to DoDAAC provided to cover disposal costs).

117 Materiel will be billed if not returned by date indicated.

10 Refer to ADC 1126 and 1084. Not authorized for use pending implementation; target implementation is 

1Q FY 2017.

11 Ibid.

12 Exception: Reply Codes 103, 104, 107, and 108 have been moved to interim reply grouping.

13 No longer authorized for use by storage activities upon implementation of ADC 1160.

14 Refer to ADC 1203.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-13 APPENDIX 7.28

Reply Codes

118 Debit authorized for material retained.

119 Retain materiel received at no charge.

120 Retain materiel with consideration from contractor.

121 Retain materiel without consideration from contractor.

122 Retain materiel for future supply decision.

123 Materiel will be shipped/reshipped (estimated date of shipment provided, when 

known).

124 Materiel is no longer procurable.

125 Incomplete part/missing component being forwarded.

126 Stock not available or will not be reshipped in response to SDR.

127 Contractor to reship.

128 Balance of contract materiel will not be shipped.

129 Reimbursement for repackaging discrepancy cannot be authorized until 

submitter provides cost for repackaging.

130 Place materiel in stock as is.

131 Remark/repackage materiel.

132 Inspect and place in depot stock.

133 Upgrade materiel to Condition Code A, correction made by government with 

reimbursement from contractor.

134 Upgrade materiel to Condition Code A, correction made by government without 

reimbursement from contractor.

135 Documentation/technical data is being forwarded.

136 Confirmed canceled requisition shipped.

137 Additional comments provided; see remarks.

138 Shipment shortage based on pieces, weight, and cube.

139 Warehouse denial total shipment.

140 Warehouse denial partial shipment.

141 Duplicate shipment from stock or procurement.

142 Proof of Delivery/Evidence of Shipment not available.

143 SDR canceled by submitter.

144 Recorded for information, trend analysis, and/or process correction where 

applicable.

145 No contractor liability found.

146 Material return acknowledged.

147 Corrected shipment document (DD Form 250) provided.

148 Representative will contact you for discussion concerning disposition.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-14 APPENDIX 7.28

Reply Codes

149 Material will be picked up in number of days indicated.

150 Your requisition will be reinstated and placed on backorder.

151 Replacement/revised disposition/status; prior response is superseded.

152 Discrepancy validated by storage activity; credit processing associated with 

issue reversal 15

The 200-series codes provide additional information relevant to Security Assistance 

SDRs:

201 Incorrect information provided by U.S. Government contract.

202 MAPAD information not current by U.S. Government error.

203 Material erroneously returned to U.S. Government stock.

204 Overage of Repair and Replace material.

205 Shortage of Repair and Replace material.

206 Administrative write-off recommended.

207 No financial adjustment required. Excess Defense Articles (EDA). Overage 

not billed.

208 Repaired in-country by contractor or U.S. Government personnel.

The 300-series codes indicate storage activity or initial action activity status on SDRs 

forwarded to the owner/manager for action:

301 Interim reply; SDR forwarded to USA for disposition instructions or final 

resolution. 

302 Interim reply; SDR forwarded to USAF for disposition instructions or final 

resolution.

303 Interim reply; SDR forwarded to USMC for disposition instructions or final 

resolution. 

304 Interim reply; SDR forwarded to USCG for disposition instructions or final 

resolution.

305 Interim reply; SDR forwarded to USN for disposition instructions or final 

resolution. 

306 Interim reply; SDR forwarded to GSA for disposition instructions or final 

resolution. 

307 Interim reply; SDR forwarded to DLA for disposition instructions or final 

resolution.

15 Refer to ADC 1160.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-15 APPENDIX 7.28

Reply Codes

308 Interim reply; SDR forwarded to the identified Item Manager for disposition

instructions or final resolution.

309 Interim reply; SDR forwarded to owner for disposition instructions or final 

resolution.

320 Reclassification of materiel complete. (Use only with Status Update.)

321 Documentation/technical data/other information are being forwarded. (Use 

only with Status Update.)

The 400-series codes indicate the SDR has been closed for the reason provided:

400 SDR closed. Non-compliance with disposition instructions.

401 SDR closed. Non-response to additional information request.

402 SDR closed. Wrong material returned.

410 SDR closed. Disposition action complete.

411 SDR closed SDR closed due to zero balance on record.

412 SDR closed. Materiel disposition could not be completed due to zero balance 

at storage location.

450 Administrative closure notification. SDR information copy sent to wrong source 

of supply

The 500-series (and some 100-series) codes indicate an interim reply:

103 Discrepancy report receipt acknowledgment.

104 Additional information required from submitter; see remarks.

107 Forward materiel to address shown for inspection/exhibit analysis (must use 

traceable and most economical means available).

108 Forward materiel to contractor address shown for inspection/exhibit analysis 

(must use traceable and most economical means available).

504 SDR forwarded to new action activity as shown.

520 Discrepancy report materiel undergoing test/evaluation.

521 Discrepancy report resolution pending PQDR review.

525 Discrepancy validated by storage activity; credit recommended (use with 300-

series forwarding reply code)16

16 Refer to ADC 1160.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-16 APPENDIX 7.28

Reply Codes

The 600-series codes indicate an ICP reply to the storage activity: 

601 Change supply condition code and submit as new complaint (original 

complaint cannot be modified to show new supply condition code).

602 Item(s) unsuitable; destroy.

603 Remark and return to stock.

604 Repackage and return to stock.

605 Reidentify and return to stock.

606 Safety hazard; destroy.

607 Safety hazard; dispose.

608 Reclassify materiel as instructed; final disposition instructions will be provided 

upon confirmation of reclassification. (Do not use in combination with other 

reply codes.) 

609 Reclassify materiel; disposition instructions provided (see remarks/ additional 

reply code(s)).

610 Materiel previously dispositioned; close SDR with no further action. (Provide 

remarks to explain circumstances for use of this code.)17

611 Reidentify unique identification (UII/serial number) and return to stock.

612 Reverse associated receipt and reprocess to correct owner as identified.

The 700-series codes indicate SDR rejection:

701 Discrepancy report rejected. See remarks.

702 SDR rejected. Material shipped as requisitioned.

703 SDR rejected. Overage/shortage is within contract variation clause.

704 SDR rejected. Evidence of shipment/proof of delivery forwarded.

705 SDR rejected. Records indicate the inspection or test date or this shelf-life 

item has been extended to date indicated.

706 SDR rejected. Shelf-life not applicable for this item.

707 SDR rejected. Acceptable substitute issued for material requisitioned.

708 SDR rejected. Material shipped prior to cancellation request.

709 SDR rejected. Discrepant quantity shipped after SDR submission.

710 SDR rejected. Discrepant quantity on backorder.

711 SDR rejected. Material shipped via insured/certified/registered mail. Request 

you contact local postal authority to verify delivery of material.

712 SDR rejected. Submit offer of material under material returns program.

17 Refer to ADC 1174.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-17 APPENDIX 7.28

Reply Codes

713 SDR rejected. Discrepancy does not meet required minimum dollar value.

714 SDR rejected. Billing adjustments may not be requested on a SDR (except 

Security Assistance). Contact local finance office.

715 SDR rejected. Discrepancy report/follow-up not submitted within authorized 

timeframe.

716 SDR recorded for information and possible corrective action.

717 SDR identifies a carrier discrepancy. Resubmit as a Transportation 

Discrepancy Report (TDR).18

718 SDR identifies a quality deficiency. Resubmit as a PQDR.19

719 Discrepancy report rejected. Duplicate of previously submitted SDR.

The 800-series codes provide additional rejection notices relevant to Security 

Assistance SDRs: 

800 SDR rejected. No U.S. Government liability.

801 SDR rejected. No billing discrepancy exists.

802 SDR rejected. Bill reflects pre-positioning costs/non-recurring costs.

803 SDR rejected. Bill reflects contract termination charge.

804 SDR rejected. Item proven serviceable when shipped (repair & return, 

exhibits). 

805 SDR rejected. Freight forwarder tracking system indicates material received. 

Customer should challenge freight forwarder.

806 SDR rejected. Repair/adjustment procedures provided by source.

807 SDR rejected. Material shipped to address specified on LOA in lieu of country.

808 SDR rejected. SDR does not meet latent defect criteria and is, therefore, 

beyond the allotted timeframe for submission

809 SDR returned without action. Credit cannot be granted since debit billing has 

not processed. (ILCO use only.)

810 Freight forwarder notification not submitted for total nonreceipt.

The 900-series codes are intended for system/application use in processing 

transactions. When SDRs are processed manually, these codes may be user 

assigned as appropriate:

18 Use of this code is discouraged. Every effort should be made to process the discrepancy report and 

resolve the situation without requiring the initiator to resubmit. See preferred codes 518 and 519.

19 See footnote 1.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-18 APPENDIX 7.28

Reply Codes

901 Transaction rejected. Discrepancy report submitted to wrong activity. 

Resubmit to the correct action activity (identified in remarks when known). 

When applicable, use with Reply Code 612 or receipt rejection transaction 

(DLMS 824R/MILSTRAP DZG) to reverse/reject the original receipt for 

reprocessing.

902 Transaction rejected. Invalid action code for type of discrepancy submitted.

904 Transaction rejected. Open suffix must be closed before SDR can be 

reopened.

906 Transaction rejected. Record already closed.

907 Transaction rejected. Discrepancy report canceled.

908 Transaction rejected. Record is currently open and cannot be reopened for 

reconsideration until closed.

909 Transaction rejected. SDR must be reopened for reconsideration before it can 

be contested. 

910 Transaction rejected. Missing or invalid document number (or document 

number/suffix).

911 Transaction rejected. Missing or invalid case designator.

912 Transaction rejected. Missing or invalid discrepancy report number.

915 Transaction rejected. Missing or invalid type of discrepancy code.

916 Transaction rejected. Missing or invalid action desired code.

917 Transaction rejected. Missing or invalid discrepant quantity.

918 Transaction rejected. Missing or invalid quantity received.

919 Transaction rejected. Invalid Security Assistance materiel location code.20 

920 Transaction rejected. Missing or invalid point of contact name.

921 Transaction rejected. Missing or invalid point of contact phone number/email.

923 Transaction rejected. Missing or invalid transaction date.

924 Transaction rejected. Narrative missing.

926 Transaction rejected. No record found.

927 Transaction rejected. Missing or invalid disposition/reply code

928 Transaction rejected. Missing or invalid condition code.

929 Transaction rejected. Missing, invalid, or unauthorized use of DoDAAC, 

MAPAC, or RIC.

930 Transaction rejected. Missing information associated with disposition/reply

931 Transaction rejected. Missing or invalid materiel identification.

932 Transaction rejected. Missing or invalid wrong item information.

20 Refer to ADC 1203.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-19 APPENDIX 7.28

Reply Codes

933 Transaction rejected. Discrepancy report follow-up submitted before action 

activity response time has elapsed. 

934 Transaction rejected. Forwarding action not authorized. Submit new SDR.

935 Transaction rejected. Forwarding action cannot be processed due to 

incomplete SDR history. Contact originator to resubmit with updated action 

activity. 

936 SDR processing suspended. Request DoD WebSDR provide an information

copy of the original report.

937 Transaction rejected. DoD WebSDR/WebSQCR unable to provide requested 

SDR information copy.

938 Transaction rejected. Missing or invalid transaction set purpose code. 

939 Transaction rejected. Missing, invalid, or inappropriate discrepancy report

document type code.

940 Transaction rejected. Improper or Missing either contract number or 

contractor-assigned shipment number on SDR associated with vendor 

shipment.

941 Transaction failed during processing. SDR cannot be transmitted electronically 

to the designated action activity because no systemic e-mail routing is in place.

942 Transaction rejected. Unauthorized use of reply code. The 200-series reply 

codes may only be used for Security Assistance SDRs.

943 Transaction rejected. Fund Code or Standard Line of Accounting (SLOA) data 

elements do not match SFIS Fund Code to Fund Account Conversion Table.21

944 Transaction rejected. Forwarding transaction not properly formatted. 

945 SDR rejected. Invalid 500-series SDR Reply Code used; see remarks.

946 Transaction rejected. Missing serial number for serially-tracked item.

947 Transaction rejected. Invalid serial number length or convention. 

948 Transaction rejected. Unauthorized change in the Owner, Manager, or Source 

of Supply field.

949 Transaction rejected. Reply Code 504 can only be used for SDR Document 

Type Code 7 or R, and cannot be used with any other reply code. 

950 Transaction rejected. Unauthorized generation of completion notice (CN). 

Only the submitter of the SDR is authorized to generate a CN.

951 Transaction rejected. Unauthorized change of data value using a Correction. 

Submit a new SDR.

952 Transaction rejected. A completion notice (CN) has processed against this 

SDR, no further transactions will process.

21 Refer to ADC 1043A/1043E. Note: Issues with content of the SFIS Fund Code to Fund Account 

Conversion Table are to be communicated to the Fund Code Monitor of the cognizant Component.
DLM 4000.25, Volume 2, August 03, 2023

Change 16 

AP7.28-20 APPENDIX 7.28

AP7.28.5 DISCREPANCY REPORT DOCUMENT TYPE CODES 

AP7.28.5.1. The following codes are used to identify report categories for 

appropriate automated processing. Discrepancy Report Document Type Codes and 

DLA Disposition Services SDR Type Codes are one position alphanumeric codes. 

AP7.28.5.2. The Discrepancy Report Document Type Code (DLMS Qualifier D) is 

used on SDRs to identify the type of discrepancy report and type of shipment involved. 

In the context of SDR processing, this data element may be referred to as an SDR 

Document Type; however, there are many other code values assigned that are not 

applicable to SDRs. This data element is mandatory on SDR transactions.

AP7.28.5.3. The DLA Disposition Services SDR Type Code (DLMS Qualifier ST) 

is used as a sub-type code in conjunction with the SDR Document Type to further clarify 

the shipment scenario. This data element may be referred to as an SDR Sub-Type 

Code. This data element is conditional; it is used when applicable.

SDR DOCUMENT TYPE CODES

Available for DoD WebSDR and Component-Sponsored SDR applications:

5 Storage Quality Control Reports

6 Customer originated, direct vendor/contractor delivery

7 Customer originated, depot/lateral shipment/other

Restricted Use. Authorized user only:

A Storage Site receipt, customer return/Other

N Storage site receipt, depot shipment (RDO)

P Storage site procurement source receipt

V Customer originated, lateral shipment under TAV

W Transshipment SDR

Available for Distribution Standard System Originated SDRs only:

8 Depot originated, depot receipt from non-procurement source (other than or RDO)

9 Depot originated procurement source receipt

R Depot originated, redistribution order receipt

D DLA Disposition Services Field Office originated22

22 SDR Document Type Code D must be used in conjunction with the applicable DLA Disposition 

Services Document Type Code.
DLM 4000.25, Volume 2, August 03, 2023

Change 16

AP7.28-21 APPENDIX 7.28

SDR DOCUMENT TYPE CODES

DLA DISPOSITION SERVICES DOCUMENT TYPE CODES

Available for Distribution Standard System Originated SDRs only. Must use in conjunction 

with SDR Document Type Code D:

B Distribution Center shipment to a Field Office

E Field Office Redistribution 

T DLA Disposition Services Field Office Turn-in

Available for DoD WebSDR only. Restricted Use. Must use in conjunction with SDR 

Document Type Code 7:

D Disposition Services donated materiel 

F Disposition Services transferred materiel

O Other Disposition Services shipment

R Disposition Services reutilization

S Disposition Services sale

Restricted. No longer available for new submissions after March 30, 2012:

L Disposition Services DEMIL

P Disposition Services Field Office SDR, depot shipment
DLM 4000.25, Volume 2, May 04, 2018 

Change 10

AP7.29-1 APPENDIX 7.29

AP7.29 APPENDIX 7.29 

STOCK READINESS RELEVANT DATA ELEMENTS 

AP7.29.1. GENERAL

AP7.29.1.1. This appendix provides a consolidated reference resource for data 

elements and their associated code sets applicable to Stock Screening Request and 

Storage Quality Control Report (SQCR) submissions and responses. These data 

elements are applicable in all Stock Screening Requests and SQCR processing under 

the DLMS. The following data elements are included in this appendix. Within the 

context of stock readiness procedures, these data elements may be recognized by 

abbreviated names as indicated.

• Shipping, Packaging, and Storage Discrepancy Code. Also referred to as 

Discrepancy Code.

• SDR or SQCR Requested Action Code. Also referred to as Action Code.

• Discrepancy Status or Disposition (Reply) Code. Also referred to as Reply Code.

• Discrepancy Report Document Type Code. Also referred to as Document Type.

AP7.29.2. IN-STORAGE DISCREPANCY CODES. The following codes are used to 

provide a description of the discrepant condition. Up to two discrepancy codes may be 

used on a single report. 

DISCREPANCY CODES

Condition of Materiel

A1 Condition of stored materiel changed because of damage

A2 Condition of materiel changed because of deterioration

A3 Stored materiel is misidentified

A4 Stored materiel is incomplete

A5 Stored materiel requires repair

A6 Improper storage conditions resulting in item corrosion

C1 In a condition other than shown on supply document or on the supporting 

inspection/test certificate (if hazardous materiel use code H1)

C2 Expired shelf life item (if hazardous materiel use code H5)

C6 Damage caused by pilferage, vandalism, or theft

Hazardous Material

D601 Hazardous waste profile sheet omitted

D602 Hazardous waste profile sheet incomplete or incorrect
DLM 4000.25, Volume 2, May 04, 2018

Change 10

AP7.29-2 APPENDIX 7.29

DISCREPANCY CODES

D701 Hazardous waste manifest omitted

D702 Hazardous waste manifest incomplete or incorrect

H1 Hazardous item in a condition other than shown on supply document or 

on the supporting inspection/test certificate

H2 Hazardous item in storage damaged or requires repair

H3 Lack of a Safety Data Sheet (SDS) in Hazardous Material Information 

Resource System (HMIRS)

H4 Non-radioactive item classified as radioactive, or non-hazardous item 

classified as hazardous

H5 Expired hazardous shelf life item

Lumber

L1 Moisture exceeds allowable percentage

L2 Not treated in accordance with specification

L3 Product off grade

L4 Improper size

L5 Improper tally

L6 Improper or no grade mark on product

L7 Rotten product

L8 Splits, excessive wane, scant, or not end trimmed (one or all)

Overage

O5 Concealed overage discovered in a sealed shipping container

O6 Overage due to unit of issue/unit of pack incompatibility 

Packaging Discrepancy Codes1

P1 Improper preservation

P101 Cleaning inadequate, incorrect, or omitted

P102 Preservative inadequate, incorrect, or omitted

P103 Barrier materiel inadequate, incorrect, or omitted

P104 Unit pack cushioning inadequate, incorrect, or omitted

P105 Unit container inadequate, incorrect, omitted or oversized

P106 Desiccant incorrect, improperly located, or omitted

P107 Tape/closure of unit container incorrect or inadequate

P108 Hazardous materiels not removed as required

1 Two-position packaging discrepancy codes are not applicable for new submissions after September 1, 

2013. Refer to ADC 1059. 
DLM 4000.25, Volume 2, May 04, 2018

Change 10

AP7.29-3 APPENDIX 7.29

DISCREPANCY CODES

P109 Improper preservation of hazardous materiels (includes ammunitions/ 

explosives)

P110 Level of protection excessive or inadequate

P112 Non-conformance to specified requirements for preservation (explanation 

required)

P113 Electrostatic/electromagnetic device preservation inadequate or omitted

P114 Concealed preservation defect found in storage (explanation required)

P116 Preservation inadequate or incorrect resulting in item corrosion

P199 Improper preservation not identified by other code; see remarks

P2 Improper Packing

P201 Container inadequate, incorrect, or oversized

P202 Intermediate container inadequate, incorrect, oversized, or omitted

P203 Exterior container inadequate, incorrect, oversized, or omitted

P204 Blocking and bracing inadequate, incorrect, or omitted

P205 Cushioning inadequate, incorrect, or omitted

P206 Level of protection excessive or inadequate

P207 Container deteriorated

P208 Skids incorrect or omitted

P209 Improper packing of hazardous materiels (includes 

ammunitions/explosives)

P210 Non-conformance to specified requirements for packing (explanation 

required)

P211 Improper foam-in-place

P212 Reusable container not used or improperly prepared

P213 Closure incorrect or inadequate

P214 Concealed packing defect found in storage (explanation required)

P215 Non-conformance to specified requirements for wood packaging materiel 

(WPM)

P216 Packaging inadequate or incorrect resulting in item corrosion

P299 Improper packing (not identified by other code); see remarks

P3 Improper markings

P301 Identification markings omitted, incomplete, incorrectly located, or not 

legible
DLM 4000.25, Volume 2, May 04, 2018

Change 10

AP7.29-4 APPENDIX 7.29

DISCREPANCY CODES

P302 Improper marking of hazardous materiels (includes 

ammunitions/explosives)

P303 Labels omitted or improperly affixed

P304 Contract data omitted, incomplete, incorrectly located, or not legible

P305 Precautionary or handling markings omitted, incomplete, or not legible

P306 Shelf-life markings omitted, incorrect, or not legible

P307 Bar code markings omitted, or not legible

P308 Incorrect lot number

P309 Set or assembly markings omitted

P311 Non-conformance to specified requirements for marking (explanation 

required).

P312 Electrostatic/electromagnetic device markings inadequate or omitted

P313 Packing list omitted or incorrectly located

P399 Improper markings not identified by other code; see remarks

P4 Improper unitization (includes palletization and containerization)

P405 Protective covering/wrapping inadequate, improper, or omitted

P499 Improper utilization not identified by other code; see remarks

Quality-Related Stock Screening (Storage Activity Only)

Q11 Returned or stock screen item, PQDR exhibit deficiency

Q22 New procurement receipt, customer return, redistribution order or stock 

screen item quality deficiency, contractual non-compliance including 

specification and/or technical data deficiency

Q33 Returned, redistribution order, or stock screened item suspected materiel 

deficiency (DLA Customer Returns Improvement Initiative (CRII) items 

only)

Q55 Item under investigation

Q66 Customer return or stock screen item failed under use

Q77 New receipt, customer return, redistribution order to stock screen item 

identified as a Critical Safety Item (CSI)
DLM 4000.25, Volume 2, May 04, 2018 

Change 10

AP7.29-5 APPENDIX 7.29

DISCREPANCY CODES

Shortage or Nonreceipt

S6 Unit of issue/unit of pack incompatible 

S9 Incomplete component, assembly, set, kit, outfit (CASKO) (do not use to 

report cannibalization of Supply System Responsibility Item (SSRI), 

Components Of End Item (COEI), or Basic Issue Item (BII); see 

Discrepancy Code C4)

Technical Markings (Name Plates, Log Books, Operating Handbooks, Special 

Instructions)

T1 Technical data markings missing

T2 Technical data markings illegible or mutilated

T3 Precautionary operational markings missing

T4 Inspection data missing or incomplete

T5 Serviceability operating data missing or incomplete

T6 Warranty data missing

T7 Missing part number on bare item

T9 Operating handbooks, log books, and/or special instructions missing

Unique Identification and Unidentifiable Materiel

U01 Unique identification data on label missing, damaged, or unreadable

U02 Unique identification data on item missing, damaged, or unreadable

U05 Non-conformance to unique identification requirements under terms of 

contract

U06 Multiple containers without separate unique identification data listings

U07 Mismatch between unique identification data on item and label

U10 Mismatched or missing unique identification discovered upon opening a 

sealed pack

U11 Materiel unidentifiable; stock number missing or damaged

Other Discrepancies

Z1 Other discrepancy - see remarks

Z5 Immediate resolution/replacement of discrepant item under DLA 

industrial activity support agreement

Z6 Discrepancy report resubmitted following cancellation must use with 

other codes 
DLM 4000.25, Volume 2, May 04, 2018 

Change 10

AP7.29-6 APPENDIX 7.29

AP7.29.3. SQCR REQUESTED ACTION CODES. The Requested Action Code is 

used to provide a description of the action requested by the initiator of the SQCR. Only 

one action code may be used per SQCR under DLMS. 

ACTION CODES

1A Disposition instructions for discrepant materiel requested; financial action not 

applicable.

1Z Other action requested (see remarks).

2C Technical documentation/data requested.

3B Discrepancy reported for corrective action and trend analysis; no reply 

required.

4A Manager disposition requested for non-manager owned suspended stock per 

receipt/stock screening; no action by owner pending manager response.

2

4B Action transferred to manager subsequent to return of non-manager owned 

suspended materiel to the manager.3

AP7.29.4. DISCREPANCY STATUS OR DISPOSITION (REPLY) CODES. Action 

activities use the Discrepancy Status or Disposition (Reply) Codes to codify a response 

to an SQCR. This data element may be referred to as a Reply Code. Up to two reply 

codes may be used on a single SQCR reply to provide complete disposition instructions 

and additional information as needed. WebSQCR and WebSS may also use reply 

codes on automatic reject replies for transactions that fail edit criteria. System design 

should accommodate clear text for ease of use and interpretation. The following Reply 

Codes may be used on the SQCR.

Reply Codes

The 100-series codes provide status of financial resolution, materiel disposition 

instructions, or other appropriate information:4

105 Forward materiel received to location identified. Must use traceable and 

most economical means available.

106 Forward materiel received to contractor location identified (must use 

traceable and most economical means available).

110 Disposal authorized in accordance with local procedures.

111 Disposal authorized, monetary reimbursement from contractor.

112 Disposal authorized, contractor will provide replacement.

119 Retain materiel received at no charge.

2 Refer to ADC 1084. Not authorized for use pending implementation; target implementation is 1Q FY 

2017.

3 Ibid.

4 Reply Codes 103, 104, 107, and 108 have been moved to interim reply grouping.
DLM 4000.25, Volume 2, May 04, 2018

Change 10

AP7.29-7 APPENDIX 7.29

Reply Codes

120 Retain materiel with consideration from contractor.

121 Retain materiel without consideration from contractor.

122 Retain materiel for future supply decision.

129 Reimbursement for repackaging discrepancy cannot be authorized until 

submitter provides cost for repackaging.

130 Place materiel in stock as is.

131 Remark/repackage materiel and place in stock.

133 Upgrade materiel to Condition Code A, correction made by government 

with reimbursement from contractor.

134 Upgrade materiel to Condition Code A, correction made by government 

without reimbursement from contractor.

135 Documentation/technical data is being forwarded.

137 Additional comments provided; see remarks.

144 Recorded for information only; no action taken.

145 No contractor liability found.

148 Representative will contact you for discussion concerning disposition.

151 Replacement/revised disposition/status; prior response is superseded.

152 Discrepancy report recorded for information and possible corrective action.

The 300-series codes indicate Distribution Center status on SDRs/SQCRs 

forwarded to the owner/manager for action:

320 Reclassification of materiel complete. (Use only with Status Update.)

321 Documentation/technical data/other information are being forwarded. (Use 

only with Status Update.)

The 400-series codes indicate the SDR/SQCR has been closed for the reason 

provided:

410 Discrepancy report closed. Disposition action complete.

411 Discrepancy report closed due to zero balance on record.

412 Discrepancy report closed. Materiel disposition could not be completed due 

to zero balance at storage location.

The 500-series (and some 100-series) codes indicate an interim reply:

103 Discrepancy report receipt acknowledgment.

104 Additional clarification required from submitter; see remarks.
DLM 4000.25, Volume 2, May 04, 2018

Change 10

AP7.29-8 APPENDIX 7.29

Reply Codes

107 Forward materiel to address shown for inspection/exhibit analysis (must 

use traceable and most economical means available).

108 Forward materiel to contractor address shown for inspection/exhibit 

analysis (must use traceable and most economical means available).

503 Discrepancy report currently under investigation.

514 Discrepancy report forwarded to the packaging specialist for research.

520 Discrepancy report materiel undergoing test/evaluation.

521 Discrepancy report resolution pending PQDR review. 

522 Discrepancy report resolution pending investigation/response from item 

manager.5

523 Manager notification to owner: return materiel to manager at current 

location.6

524 Owner notification to manager: materiel returned at current location for 

credit.7

The 600-series codes indicate an ICP reply to the Distribution Center:

602 Item(s) unsuitable; destroy.

603 Remark and return to stock.

604 Repackage and return to stock.

605 Reidentify and return to stock.

606 Safety hazard; destroy.

607 Safety hazard; dispose.

608 Reclassify materiel as instructed.

611 Reidentify unique identification (UII/serial number) and return to stock.

The 700-series codes indicate SDR/SQCR rejection:

701 Discrepancy report rejected. See remarks.

719 Discrepancy report rejected. Duplicate of previously submitted 

discrepancy report.

5 Refer to ADC 1084. Not authorized for use pending implementation; target implementation is 1Q FY 

2017.

6 Ibid.

7 Ibid.
DLM 4000.25, Volume 2, May 04, 2018 

Change 10

AP7.29-9 APPENDIX 7.29

Reply Codes

The 900-series codes are intended for system/application use in processing 

transactions. When SDRs/SQCRs are processed manually, these codes may be 

user assigned as appropriate:

901 Transaction rejected. Discrepancy report submitted to wrong 

owner/manager. Resubmit to the correct action activity.

902 Transaction rejected. Invalid action code for type of discrepancy submitted.

904 Transaction rejected. Open suffix must be closed before discrepancy 

report can be reopened.

906 Transaction rejected. Record already closed.

907 Transaction rejected. Discrepancy report canceled. 

908 Transaction rejected. Record is currently open and cannot be reopened for 

reconsideration until closed.

910 Transaction rejected. Missing or invalid document number (or document 

number/suffix).

912 Transaction rejected. Missing or invalid discrepancy report systemassigned control number.

915 Transaction rejected. Missing or invalid type of discrepancy code.

916 Transaction rejected. Missing or invalid action desired code.

917 Transaction rejected. Missing or invalid discrepant quantity.

920 Transaction rejected. Missing or invalid point of contact name.

921 Transaction rejected. Missing or invalid point of contact phone 

number/email.

923 Transaction rejected. Missing or invalid transaction date.

924 Transaction rejected. Narrative missing.

926 Transaction rejected. No record found.

927 Transaction rejected. Missing or invalid disposition/reply code

928 Transaction rejected. Missing or invalid condition code.

929 Transaction rejected. Missing, invalid, or unauthorized use of DoDAAC, 

MAPAC, or RIC.

930 Transaction rejected. Missing information associated with disposition/reply

931 Transaction rejected. Missing or invalid materiel identification.

933 Transaction rejected. Discrepancy report follow-up submitted before action 

activity response time has elapsed. 

937 Transaction rejected. DoD WebSDR/WebSQCR unable to provide 

requested Discrepancy report information copy.

938 Transaction rejected. Missing or invalid transaction set purpose code. 
DLM 4000.25, Volume 2, May 04, 2018 

Change 10

AP7.29-10 APPENDIX 7.29

Reply Codes

939 Transaction rejected. Missing, invalid, or inappropriate discrepancy report 

document type code.

941 Transaction failed during processing; it cannot be transmitted electronically 

to the designated action activity.

943 Transaction rejected. Fund Code or Standard Line of Accounting (SLOA) 

data elements do not match Standard Financial Information Structure 

(SFIS) Fund Code to Fund Account Conversion Table.

AP7.29.5. DISCREPANCY REPORT DOCUMENT TYPE CODES. The following 

codes are used to identify report categories for appropriate automated processing.

DOCUMENT TYPE CODES

5 Storage Quality Control Report/Reply

S Stock Screening Request/Reply
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP7.30-1 APPENDIX 7.30

AP7.30. APPENDIX 7.30

HAZARDOUS WASTE/MATERIAL CODE

NUMBER OF CHARACTERS: One (Generator Communication Legacy)/Two 

(DLMS)

TYPE OF CODE: Alpha

EXPLANATION: Entered on the DTID Record supporting a 

Hazardous Material/Hazardous Waste Turn-In to 

DLA Disposition Services to identify the nature of 

the hazard and service request. The Generator 

Communication (GenComm) legacy format is one 

alpha character. Under the DLMS, this value is 

converted to a two position alpha character for 

alignment with the Disposition Services Indicator 

DLMS data element.

RECORD POSITION(S): GENCOMM DTID Record Format (8th data 

element)

DLMS SEGMENT/QUALFIER LQ Segment, LQ01 Data Element ID 1270 Qualifier 

“DSI – Disposition Services Indicator”

CODE EXPLANATION

HM Hazardous Material. GenComm legacy equivalent code is M.

HW Hazardous and Non-Regulated Waste. GenComm legacy equivalent code 

is W.

SC Scrap Property. GenComm legacy equivalent code is S.

SS Special Services Request. GenComm legacy equivalent code is P.

US Useable Property. GenComm legacy equivalent code is N.
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP7.31-1 APPENDIX 7.31

AP7.31 APPENDIX 7.31

Mapping Product Relevant Data Elements

AP7.31.1. GENERAL. This appendix provides a consolidated reference resource for 

mapping product relevant data elements and their associated code sets. The following 

data elements are included in this appendix.

AP7.31.1.1. Mapping Product Type

AP7.31.1.2. Mapping Product Procurement Type

AP7.31.2. MAPPING PRODUCT TYPE

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphanumeric 

EXPLANATION: Identifies the type of mapping product. 

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270

Qualifier “MPT – Mapping Product Type Code”

CODE EXPLANATION 

1 Lithographs

2 Digital Data Products/ Plastics

3 Publications

4 Catalogs

5 Download Only

6 Download/Lithographic

7 Video Laser Disc Products

8 Flip - Flight Information Program

9 Navigational Filmstrips

P Gridded Air Photos
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP7.31-2 APPENDIX 7.31

AP7.31.3. MAPPING PRODUCT PROCUREMENT TYPE

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphanumeric 

EXPLANATION: Identifies the type of procurement for mapping 

products.

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270

Qualifier “MPP – Mapping Product 

Procurement Type Code”

CODE EXPLANATION 

0 Redistribution Action

1 New Item

2 Revision of existing item

3 Reprint of existing item

4 Reprint of new item

5 Corrected reprint

6 Procured Item with Same Edition
DLM 4000.25, Volume 2, November 26, 2019 

Change 13 

AP7.32-1 APPENDIX 7.32

AP7.32 APPENDIX 7.32 

REASON FOR REVERSAL CODE 

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alpha

EXPLANATION: Identifies the reason for reversal in applicable 

transaction

LEGACY RECORD POSITION: 73 for DEE/DEF; 80 for D7_

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270,

Qualifier Z – Cancellation

MILSTRAP Document Identifier 

Code (DIC):

D7_; DEE/DEF

DLMS Implementation Convention: 867I Issue

846D Logistics Reassignment Transfer/ 

Decapitalization (Report Type Code TL)

CODE NAME/DEFINITION APPLICABLE 

TRANSACTION EXPLANATION

A Reversal of logistics 

transfer/decapitalizati

on transaction 

846D/DEE/DEF Logistics reassignment transfer and 

decapitalization transaction (when 

the quantity is not available for 

transfer/decapitalization)1 

B Reversal of issue 

transaction – 

shortage

867I/D7_ Reversal of issue transaction when 

amount shipped is determined to be 

less than amount requested on a 

materiel/disposal release order 

(MRO/DRO)/issue transaction. 

C Reversal of issue 

transaction – 

condition

867I/D7_ Reversal of issue transaction when 

the condition of materiel shipped is 

not consistent with that requested 

on an MRO/DRO/issue transaction2

1 Refer to Request for Implementation Date for ADC 12. Not authorized for use; implementation pending.

2 Refer to ADC 1160.
DLM 4000.25, Volume 2, November 26, 2019 

Change 13 

AP7.32-2 APPENDIX 7.32

CODE NAME/DEFINITION APPLICABLE 

TRANSACTION EXPLANATION

D Reversal of receipt 

– SDR after receipt

527R Receipt/ 

D4_/D6_

Reversal of receipt reported due 

to supply discrepancy report 

(SDR) after receipt3

E

through 

Q 

Not assigned. Reserved for future DoD 

assignment.

R Reversal of receipt – 

wrong owner

527R Receipt/ 

D4_/D6_

Reversal of receipt erroneously

reported to wrong owner due to 

missing/unmatched pre-positioned 

materiel receipt (PMR). [May be 

associated supply discrepancy 

report (SDR) reply disposition 

requesting reversal and 

reprocessing of receipt to the 

correct owner.]4 

3 Refer to ADC 1323. 4 Refer to ADC 1273.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.32-3 APPENDIX 7.32

CODE NAME/DEFINITION APPLICABLE 

TRANSACTION EXPLANATION

S Reversal of issue 

transaction -

cancellation

867I/D7_ Navy use only. Reversal of issue 

transaction when a cancellation 

request has been issued for a 

material/disposal release order 

(MRO/DRO) and the item was not 

yet shipped. Reversal requirement 

stems from a timing issue. The 

MRO/DRO is in process, the depot 

accountable balance has been 

decremented and the issue 

transaction has been sent to the 

ICP to decrement to the owner 

balance. Subsequent to this action, 

but prior to the material being 

physically shipped and a 

confirmation being generated, the 

MRO/DRO issue action is cancelled 

and the material is returned to 

stock, if necessary. A D7_issue 

reversal transaction is then required 

to increment the depot's 

accountable balance and the ICP's 

balance to the original quantity.5

T Reversal of issue 

transaction - other

527R Receipt/ 

D4_/D6_

867I Issue/D7_

Reversal of transaction for a reason 

not otherwise identified, inclusive of 

incorrectly entered data, (e.g., 

transposed characters).6

U 

through 

V

Not Assigned Reserved for future DoD 

assignment.

5 Refer to ADC 259, Revise DLMS Supplement 867I and MILSTRAP Issue Transactions to Support Navy 

Requirement for Reason for Reversal Code. 6 Refer to ADC 1160 and ADC 1273.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP7.32-4 APPENDIX 7.32

CODE NAME/DEFINITION APPLICABLE 

TRANSACTION EXPLANATION

W Reversal of issue 

transaction – wrong 

item

867I/D7_ Reversal of issue transaction when 

materiel shipped is determined to 

be other than the type of materiel 

(e.g. wrong stock number) 

requested on an MRO/DRO/issue 

transaction.

7

X 

through 

Y

Not Assigned Reserved for future DoD 

assignment.

Z Reserved Not available for assignment as a 

reason for reversal code.

7 Ibid.
DLM 4000.25, Volume 2, October 09, 2018

Change 11

AP7.33-1 APPENDIX 7.33

AP7.33 APPENDIX 7.33

Demand Planning Status Code

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic

EXPLANATION: Used in response to a Demand Data Exchange 

(DDE), Gross Demand Plan (GDP), or Army 

Supply Plan (ASP) transaction. The status code 

will report to the originator, acceptance or 

rejection of the forecasting request.

LEGACY MILSTRIP and 

MILSTRAP DOCUMENT 

IDENTIFIER CODE (DIC):

Not Applicable

RECORD POSITION: Not Applicable

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270 

Qualifier DV Demand Planning Status Code

CODE EXPLANATION

00 Forecast received; awaiting evaluation.

01 Forecast accepted, processed, and planned.

02 Rejected. Unit of Measure/Unit of Use does not match.

03 Rejected. Item does not exist in Source of Supply Item Master.

04 Rejected. Nuclear or reparable item. For DLA use only.

05 Rejected. Non-stocked item by Source of Supply Item.

06 Rejected. Invalid submitter DoDAAC/Sold-To DoDAAC combination. 

DLA managed for Fleet Readiness Center (FRC) requirements use only

07 Reserve for future use.

08 Reserve for future use.

09 Rejected. Item has future requirements with no requisition history within 

the past 12 months. FRC use only.

10 Rejected. Hazardous item. FRC use only.

11 Rejected. Item planned via other business processes as agreed upon 

with Formal Collaborative partners. DLA managed items only.

12 Rejected. Item excluded by Supply Chain or Profit Center from the 

Formal Collaborative Process. DLA managed items only.

13 Rejected. Item not managed by Source of Supply.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP7.34-1 APPENDIX 7.34

AP7.34 APPENDIX 7.34

WAREHOUSE PROJECT CODE 

NUMBER OF CHARACTERS: Three

TYPE OF CODE: Alpha/Numeric

EXPLANATION: Identifies materiel release and redistribution orders 

related to specific programs, projects, or 

operations. 

LEGACY RECORD POSITION: N/A

DLMS SEGMENT/QUALIFIER: N9 Segment, N901 Data Element ID 1270, 

Qualifier P4 – Project Code

DLMS IMPLEMENTATION 

CONVENTIONS:

DLMS 940R Materiel Release Order, 

Redistribution Order

DLMS 945A Materiel Release Advice

AP7.34.1. Warehouse project codes distinguish materiel release and redistribution 

orders related to support of specific programs, projects, or operations. Applicable 

transactions include:

AP7.34.1.1. Lateral redistribution orders

AP7.34.1.2. Materiel release orders

AP7.34.1.3. Materiel release confirmations

AP7.34.1.4. Materiel release denials

AP7.34.1.5. Redistribution orders

AP7.34.2. A Service/Agency (S/A) may assign a warehouse project code when no 

meaning of the code will be perpetuated to another S/A. If multiple S/As are involved, 

the originating S/A may assign a warehouse code for inter-Component use if 

participating S/As agree to recognize the code value for a shared purpose. 

AP7.34.3. Warehouse project codes are not related to requisition project codes (Refer 

to DLM 4000.25, Volume 2, AP7.13, Appendix 7.13.).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8-1 APPENDIX 8 

AP8. APPENDIX 8 

FORMATS INDEX

APPENDIX DIC TITLE PAGE

AP8.1 Formats Introduction AP8.1-1 

AP8.2 A0_/AM_ Requisition AP8.2-1 

AP8.3 A0_/AM_ Security Assistance Program Requisition AP8.3-1 

AP8.4 A02/A0B Non-National Stock Number Requisition 

(Mechanical)

AP8.4-1 

AP8.5 AF_/AT_ Requisition Follow-up AP8.5-1 

AP8.6 AFX/AFZ Disposal Shipment Confirmation Follow-up AP8.6-1 

AP8.7 AC_/AK_ Requisition Cancellation AP8.7-1 

AP8.8 AC6/AC7/AG6 Source of Supply Cancellation Request or 

Reply to Source of Supply Cancellation 

Request (Issues from Stock)

AP8.8-1 

AP8.9 ACM/ACP Source of Supply Cancellation (Direct Delivery 

from Procurement)

AP8.9-1 

AP8.10 AE_ Supply Status (Issues from Stock) AP8.10-1 

AP8.11 AB_ Direct Delivery Notice1 AP8.11-1 

AP8.12 A5_/AF6 Materiel Release Order/Follow-up for Materiel 

Release Order/Lateral Redistribution Order

AP8.12-1 

AP8.13 A5J/AFJ/ACJ/

AKJ/AGJ

Disposal Release Order, Follow-up, or 

Cancellation

AP8.13-1 

AP8.14 ARA/ARB/AR0/

AUA/AUB/AU0

Materiel Release Confirmation AP8.14-1 

AP8.15 ARH Force Closed Materiel Release Confirmation AP8.15-1 

AP8.16 ARJ/ARK/ARL/

AEJ

Disposal Release Order Confirmation or 

Supply Status

AP8.16-1 

AP8.17 A6_ Materiel Release Order Denial (Warehouse 

Refusal)

AP8.17-1 

AP8.18 A6J Disposal Release Order Denial AP8.18-1 

1 Use of Document Identifier Code (DIC) AB_ changed from intra- to inter-Service for direct delivery from 

procurement last reported as not implemented by GSA. Refer to AMCL 155.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8-2 APPENDIX 8

APPENDIX DIC TITLE PAGE

AP8.19 AS1-6/AS8/

ASY or

AU1-5/AU7/AU8

Shipment Status AP8.19-1

AP8.20 ASH Pseudo Shipment Status for Unconfirmed 

Materiel Release Order

AP8.20-1

AP8.21 ASZ Disposal Shipment Confirmation AP8.21-1

AP8.22 AMF/AMP Document Modifier (Inventory Control Point to 

Procurement)

AP8.22-1

AP8.23 A3_ Passing Order AP8.23-1

AP8.24 A4_ Referral Order/Lateral Redistribution Order for 

Retail Assets

AP8.24-1

AP8.25 A2_ Redistribution Order AP8.25-1

AP8.26 AN_ Source of Supply Materiel Obligation 

Validation Request

AP8.26-1

AP8.27 AN9/ANZ Materiel Obligation Validation Request Control 

Document

AP8.27-1

AP8.28 AP9/APX Receipt Confirmation for Materiel Obligation 

Validation Request

AP8.28-1

AP8.29 AP_ Materiel Obligation Validation Response AP8.29-1

AP8.30 AD1/ADR/AD3 Foreign Military Sales Notice of Availability 

Key Document

AP8.30-1

AP8.31 AD2/AD4 Foreign Military Sales Notice of Availability 

Detail Document

AP8.31-1

AP8.32 AD5 Foreign Military Sales Notice of Availability 

Reply Document

AP8.32-1

AP8.33 FTE/FTG Customer Asset Report (Materiel Returns 

Program)

AP8.33-1

AP8.34 FTR Reply to Customer Asset Report (Materiel 

Returns Program)

AP8.34-1

AP8.35 FTQ Defense Automatic Addressing System 

Customer Asset Report Status (Materiel 

Returns Program)

AP8.35-1

AP8.36 FTD Disposition Instructions Delay Status (Materiel 

Returns Program)

AP8.36-1
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8-3 APPENDIX 8

APPENDIX DIC TITLE PAGE

AP8.37 FTF Follow-up for Inventory Control 

Point/Integrated Materiel Manager Reply to 

Customer Asset Report (Materiel Returns 

Program)

AP8.37-1

AP8.38 FTC Cancellation of Customer Asset Report 

(Materiel Returns Program)

AP8.38-1

AP8.39 FTM Shipment Status (Materiel Returns Program) AP8.39-1

AP8.40 FTA Automatic Return Notification (Materiel 

Returns Program)

AP8.40-1

AP8.41 FT6 Inventory Control Point/Integrated Materiel 

Manager Follow-up (Materiel Returns 

Program)

AP8.41-1

AP8.42 FTZ Inventory Control Point/Integrated Materiel 

Manager Materiel Receipt Status (Materiel 

Returns Program)

AP8.42-1

AP8.43 FTT Follow-up for Inventory Control 

Point/Integrated Materiel Manager Materiel 

Receipt Status (Materiel Returns Program)

AP8.43-1

AP8.44 FTP Follow-up for Materiel Returns Program Credit AP8.44-1

AP8.45 FTB Reply to Follow-up for Materiel Returns 

Program Credit

AP8.45-1

AP8.46 AFT Request for Shipment Tracing on Registered, 

Insured, and Certified Parcel Post

AP8.46-1

AP8.47 FTL Supply Status (Materiel Returns Program) AP8.47-1

AP8.48 Materiel Release Document DD Form 1348-1A 

or DD Form 1348-2

AP8.48-1

AP8.49 Transfers to DLA Disposition Services Field 

Office on DD Form 1348-1A or DD Form 1348-

2 (Single Line Item Turn-Ins)

AP8.49-1

AP8.50 Return of Discrepant Foreign Military Sales 

Materiel

AP8.50-1

AP8.512 APR Materiel Obligation Validation Reinstatement 

Request

AP8.51-1

AP8.523 AX1 Inventory Control Point Government-Furnished 

Materiel Validation Request

AP8.52-1

2 Established procedures to reinstate canceled requisitions last reported as not implemented by USN. 

Refer to AMCL 150C.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8-4 APPENDIX 8

APPENDIX DIC TITLE PAGE

AP8.534 AX2 Management Control Activity GovernmentFurnished Materiel Validation ResponseAP8.53-1

AP8.545 AP8 Defense Automatic Addressing System 

Materiel Obligation Validation Response 

Transaction

AP8.54-1

AP8.55 AV_ Notification Of Customer Nonresponse To 

Materiel Obligation Validation Request

AP8.55-1

3Procedures to control access to DOD material inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

4 Ibid.

5 Use of revised MOV temporary suspension procedures for selected activities last reported as not 

implemented by USMC. Refer to AMCL 37.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.1-1 APPENDIX 3.1

AP8.1. APPENDIX 8.1

FORMATS INTRODUCTION

AP8.1.1. General. The AP8 series of appendices prescribe the record position 

alignment and data entries for the DoD Issue Release/Receipt Document and such 

other transactions that are utilized in the complete processing of a requisition through 

the supply system, including materiel obligation validation (MOV) formats, regardless of 

the organizational structure of the system

AP8.1.2. Formats. Legacy MILSTRIP formats are described in AP8.2 through AP8.55.

AP8.1.3. Special Explanation/Instruction.

AP8.1.3.1 Expressing Ammunition and Ammunition Related Quantities 

Exceeding 99,999. For ammunition and ammunition related items Federal supply 

group (FSG) 13 and Federal supply Classification (FSC) 1410, 1420, 1427, 1440, 

5330, 5865, 6810, or 8140), quantities exceeding 99,999 may be expressed in 

thousands by placing an M in record position 29. Example: A quantity of 1,950,000 

would be expressed as 1950M (1950 in record positions 25-28 and an M in record 

position 29. Quantities not evenly divisible by thousands shall require two 

transactions. The first transaction shall reflect the rounded thousands using the M 

modifier and the second transaction shall reflect the residual quantity. For example, 

for a quantity of 100,001, the first document shall reflect a quantity of 0100M and the 

second document shall reflect a quantity of 00001.

AP8.1.3.2. Exception Rule for Ammunition and Ammunition Related Items. 

Exception rules exist for ammunition and ammunition related items (FSG 13 and FSC 

1410, 1420, 1427, 1440, 5330, 5865, 6810 or 8140). By trading partner agreement and 

by coordination with DLA Transaction Services, an exception rule is available for 

communicating larger quantities in identified transactions. This rule is only applicable 

when the initiating system is DLMS compliant (and supports larger quantities) and the 

receiving system is using legacy MILSTRIP. Under this rule, when the quantity exceeds 

99,999, the DLA Transaction Services transaction conversion from DLMS to legacy 

format shall transmit the initial quantity using the standard configuration using the 

qualifier M in rp 29 to represent thousands. The residual quantity from the DLMS 

transaction shall be transmitted separately using the original document number and 

original/blank suffix code. The legacy trading partner system shall be responsible for 

accumulating the quantities transmitted separately (rather than superseding or rejecting 

as duplicate transactions).1

1 Refer to ADC 441 and ADC 441A, Exception Rules to Accommodate Communication of Ammunition/ 

Ammunition Related Quantities in Excess of Five Digits
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-1 APPENDIX 8.3

AP8.2. APPENDIX 8.2 

REQUISITION 

FIELD LEGEND

TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL) ENTRY AND INSTRUCTIONS

Send to Block A1 Not 

Applicable

Enter the appropriate in-the-clear 

name and address corresponding to 

the RIC, if applicable.

Requisition Is From Block B Not 

Applicable

Enter the appropriate in-the-clear 

name and address of the 

requisitioner, if applicable.

Document Identifier

Code

Block 1 1-3 Enter DIC A0_ or AM_.

Routing Identifier

Code

Block 2 4-6 Enter RIC indicating the source of 

supply to which the document is 

being submitted.

Media and Status Block 3 7 Enter the M&S code.

Stock Number2 Blocks 4, 5, 6 8-22 Enter the stock or part number of 

the item being requisitioned. For 

subsistence items, enter the type of 

pack in rp 21.

Unit of Issue Block 7 23-24 Enter the unit of issue.

Quantity Block 8 25-29 Enter the quantity requisitioned. For 

ammunition and ammunition related 

requisitions only (items in Federal 

supply group (FSG) 13 and for 

Federal supply classification (FSC) 

1410, 1420, 1427, 1440, 5330, 

5865, 6810 or 8140), enter an M in 

rp 29 to express in thousands any 

quantity exceeding 99,999. 

Example: A quantity of 1,950,000 

will be expressed as 1950M (1950 in 

rp 25-28 and an M in rp 29).

1 See the AP2 series of appendices for an explanation of the data fields.

2 Requisitions to DLA Disposition Services (RIC S9D) cannot reflect an entry in rp 21-22
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-2 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL) ENTRY AND INSTRUCTIONS

Document Number Blocks 9-12 30-43 Enter document number as 

assigned by the preparing activity.

Demand3 Block 13 44 Enter the demand code; otherwise, 

leave blank.

Supplementary 

Address

Blocks 14-15 45-50 When applicable, enter the coded 

SUPADD of the ship-to or bill-to 

activity; otherwise, leave blank. 

When coded data is not significant 

to the source of supply (other than 

an activity address code (AAC)), 

enter an alphabetic Y in rp 45.

Signal Block 16 51 Enter the signal code.

Fund Block 17 52-53 Enter the fund code as directed by 

the Component.

Distribution Block 18 54 When applicable, enter the 

distribution code of the activity to 

receive status information in addition 

to the requisitioner or the SUPADD.

55-56 Enter the code as directed by the 

Components.

Project Block 19 57-59 When applicable, enter the 

appropriate project code under 

Component instructions.

Priority Block 20 60-61 Enter priority designator.

Required Delivery 

Date/Required 

Delivery Period4

Block 21 62-64 Enter data requirements from 

AP2.14, as applicable; otherwise, 

leave blank.

Advice Block 22 65-66 Enter advice code to convey 

instructions to the source of supply; 

otherwise, leave blank.

3 On an Intra-Army basis, a suffix code entry is authorized for identification of post-post partial issues of 

materiel by Army Single Stock Fund Activities. These requisitions will contain Army Edit Action Code IV in 

rp 74-75.

4 Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL 

148.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-3 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL) ENTRY AND INSTRUCTIONS

Date of Receipt of 

Requisition5,6,7

Block 23 67-69 Leave blank.

Blank Block 23 70-80 Leave blank on inter-Component 

requisitions forwarded to the DLA 

and Government Services 

Administration (GSA) sources of 

supply.

a. This field is optional for intraComponent use.8, 9, 10, 11, 12, 13,14

b. This field may be used for 

internal purposes on retained copies 

of requisitions.

5 Processing Points passing DIC AM_ transactions to another source of supply for continued processing 

will enter their RIC in rp 67-69.

6 The DLA Distribution Mapping System (DDMS) will enter the DDMS RIC SD7 in A0_ transactions 

returned to Mapping Enterprise Business System (MEBS)(HM8) for processing. This will indicate to 

MEBS that this is not the initial processing of the requisition (requisition was previously reviewed and 

forwarded to DDMS, which was unable to fulfill).

7 On Intra-Army basis a RIC entry is authorized for identification of the storage site related to post-post 

issues of materiel by Army Single Stock Fund Activities. These post-post requisitions will contain Army 

Edit Action Code IV in rp 74-75.

8 On Intra-Army requisitions rp 70 will contain the ownership/purpose code and rp 71 will contain the 

supply condition code of the material post-post issued by Army Single Stock Fund Activities. These postpost requisitions will contain Army Edit Action Code IV in rp 74-75.

9 On Intra-Army basis both post-post and image Single Stock Fund Activity requisitions may contain a 

management code in rp 72 to facilitate processing.

10 On Intra-Army basis requisitions may contain an Army Edit Action Code in rp 74-75 to indicate the 

actions required by the receiving system in order to process transactions and direct authorized follow-on 

actions. This code is meaningful to the Army only and is used on both post-post and image requisitions.

11 On Intra-Army basis requisitions may contain the date generated in rp 77-80. This date is required to 

accurately process transactions relative to image, post-post and working requisitions submitted by Army 

Single Stock Fund activities.

12 For intra-Air Force lateral requisitions, the source of supply identified in rp 4-6 is another Air Force 

base, the RIC of the requisitioner is identified in rp 73-75, and the RIC of the DoD source of supply is 

identified in rp 78-80. Refer to ADC 266.

13 For intra-Air Force requisition modification, the unit price may be identified in rp 71-80. Refer to ADC 

263.

14 For intra-Navy organic maintenance requisitions (citing Project Code Z5X), used to identify the storage 

activity from which the requisitioned item is requested in rp 74-76.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-4 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL) ENTRY AND INSTRUCTIONS

Supply Condition 

Code (SCC)

(71) c. When requisitioning specific 

reparables for induction under Depot 

Maintenance Inter-Service 

Agreement (DMISA) or comparable 

inter-Service agreement, cite the 

SCC applicable to the reparable 

item requested. Authorized SCCs 

include D, F, G, and Q. Requisitions 

for induction of a Product Quality 

Deficiency Report (PQDR) exhibit 

for warrantied maintenance will cite 

SCC Q.15

GOVERNMENT-FURNISHED MATERIEL REQUISITION ENTRIES.

16

Manufacturer’s 

Directive Number

54-56 If required by the Component 

contracts, enter the MDN.

Call/Order Number 69-72 If required by the Component

contracts, enter the appropriate 

contract legacy four-position 

call/order number associated with 

the PIIN; otherwise leave blank. 

Procurement 

Instrument Identifier 

(PIID)

73-80 Enter the last eight positions of the 

PIID. This entry is mandatory.

17, 18

When materiel is authorized under 

a PIID call/order number (F in 9th

position), provide the last eight 

positions. 

15 Refer to ADC 1176. 16 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

17 Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.

18 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-5 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL) ENTRY AND INSTRUCTIONS

MANAGEMENT CONTROL ACTIVITY ENTRIES: Entries Required for Requisitions for 

Government-Furnished Materiel.19 

Routing Identifier

Code

4-6 Enter the RIC of the source of 

supply. 

Distribution 54-56 Enter the distribution code of the 

Management Control Activity

(MCA) validating the transaction or 

the MDN consisting of the MCA’s 

distribution code in rp 54 and two 

other alpha/numeric characters in 

rp 55-56.

FIELD LEGEND TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL)

ENTRY AND INSTRUCTIONS

Routing Identifier 

Code

74-76 If required by the Component, 

enter the RIC of the validating 

MCA in rp 74-76.

DLA DISPOSITION SERVICES ENTRIES: Entries Required When Requisitioning a Specific 

Item From Disposal.20

Disposal Turn-in 

Document Number 

67-80 This entry is optional on DIC

A01/A0A/A05/A0E requisitions and 

is mandatory on DIC A04/A0D 

requisitions. If applicable, the 

DTID suffix will be entered in rp 

21.

19 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A

20 Procedures, formats, and codes for requisitioning material from disposal last reported as not 

implemented by DLA. Refer to AMCL 139A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-6 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK 

NUMBER(S) (MANUAL) 

RECORD POSITION(S) 

(MECHANICAL) ENTRY AND INSTRUCTIONS

DLA DISPOSITION SERVICES ENTRIES: Entries Required on Requisitions to Disposal 

When a Specific Item is Not Required.21

Blank 70 Leave blank.

Condition Code 71 Enter lowest acceptable supply 

condition code under Component 

criteria furnished to DLA 

Disposition Services. See 

Chapter16.2.1.1, for requirement.

Blank 72-80 Leave blank.

21 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-1 APPENDIX 8.3

AP8.3. APPENDIX 8.3 

SECURITY ASSISTANCE PROGRAM REQUISITION

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

Send To1 A Not Applicable Enter the appropriate in-theclear name and address of the 

activity designated to receive 

the requisition.

Requisition Is From B Not Applicable Enter the in-the-clear name 

and address of the 

requisitioner.

Document Identifier

Code

1-3 Enter DIC A0_ or AM_.

Routing Identifier

Code

4-6 Enter RIC indicating the source 

to which the document is 

submitted.

Media and Status 7 Enter M&S code.

Stock Number 8-22 Enter the stock or part number 

of the item requisitioned.

Unit of Issue 23-24 Enter the U/I.

1See the “AP6” series of appendices for the explanation of data fields.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-2 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

Quantity 25-29 a. Enter quantity requisitioned.

b. When quantity restriction 

applies; for example, total 

requirements for an item will 

result in more than 25 

shipment units for specified 

items, see Chapter 25.4.4.

c. For ammunition and 

ammunition related requisitions 

only (items in Federal supply 

group (FSG) 13 and for 

Federal supply classification 

(FSC) 1410, 1420, 1427, 1440, 

5330, 5865, 6810 or 8140), 

enter an “M” in rp 29 to express 

in thousands any quantity 

exceeding 99,999. Example: A 

quantity of 1,950,000 will be 

expressed as 1950M (1950 in 

rp 25-28 and an M in rp 29).

Document Number 30-43 Enter the document number as 

assigned by the preparing 

activity.

Service/Agency 

Code

30

(First Position)

Enter the alphabetic code of 

the SC implementing agency 

designated as the recipient of 

the Security Assistance order.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-3 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

Security Cooperation 

Customer Code

31-32

(Second and 

Third Position)

Enter the appropriate SC 

Customer Code (recipient 

country/organization for the 

Security Assistance materiel).

Mark-For

(In-Country Code)

33

(Fourth

Position)

a. For Grant Aid, enter the 

one-digit alpha or numeric 

code to indicate the country 

recipient and place of 

discharge within the country.

b. For foreign military sales 

(FMS), enter the one-digit 

alpha/numeric code that 

identifies the countries’ 

selected mark-for addresses, 

that will be part of shipment 

container markings selected 

mark-for addresses, that will be 

part of shipment container 

markings. When rp 46-47 

contains code XX, the address 

identified by the code in rp 33 

will be the ship-to address. 

When a code is not applicable, 

a numeric zero (0) will be 

entered.

c. An XW entry in rp 46-47 

indicates instances where the 

materiel is to be delivered to an 

assembly point or staging area. 

In such instances, in-the-clear 

shipping instructions will be 

contained in the remarks 

portion of the requisitions and 

related materiel release orders

(MRO).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-4 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

Foreign Military 

Sales Delivery Term

34

(Fifth Position)

a For FMS requisitions, enter 

the numeric code to identify 

delivery term for type of 

shipment.

b The above entry is not 

applicable to Grant Aid 

requisitions. For Grant Aid 

requisitions, always enter a 0 

(zero).

Security Assistance 

Program Type of 

Assistance/ 

Financing

35

(Sixth Position)

Enter the one-digit alpha or 

numeric code to identify the 

type of assistance.

Date 36-39 Enter the year and threeposition day of year.

Serial Number 40-43 Enter the serial number of the 

requisition. The number is 

assigned at the discretion of 

the requisition initiator and will 

not be duplicated on any one 

day.

Demand 44 Enter the demand code, as 

applicable.

Supplementary 

Address

45-50 Contains entries indicated 

below:
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-5 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

Security Assistance 

Program Customer 

Service Designator

(In-Country Service)

45

(First Position)

a. For FMS, this code, must be 

the Service/Agency Code B, D, 

K, P, or T since these are the 

only codes with addresses 

published in the Military 

Assistance Program Address 

Directory (MAPAD).

b. For Grant Aid, enter an 

alpha Y to indicate that the 

contents in Block 15 or rp 46-

50 are not meaningful to the 

system, but are to be 

perpetuated in the ensuing 

documentation.

Address 46-47

(Second and

Third Position)

a. For FMS, enter the 

appropriate type of FMS offer 

release options in rp 46 and FF 

in rp 47 designated by the 

recipient country (see the 

MAPAD). When the shipments 

are to be made under U.S. 

sponsored transportation, 

alpha XX will be entered. An 

XW entry in rp 46-47 indicates 

the materiel is to be delivered 

to an assembly point or staging 

area In such instances, in-theclear shipping instructions will 

be contained in the remarks 

portion of the requisitions and 

related MROs.

48-50

(Fourth, Fifth

and Sixth

Position)

b. For FMS, enter the 

applicable three-position case 

number assigned to the FMS 

transaction.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-6 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

46-50 c. For Grant Aid in the first 

position or rp 46, enter the last 

numeric digit of the SAP year, 

for example, 1999 is expressed 

as 9, 2000 as 0, etc.). The 

remaining four positions of 

Block 15 or rp 47-50 will 

indicate the program line item 

(alpha, numeric, or 

alpha/numeric).

Signal 51 Enter the signal code.

Fund 51-53 Enter the fund code as directed 

by the Service.

Distribution 54-56 Enter the distribution code of 

the activity to receive status as 

directed by the Service.

Project 57-59 When applicable, enter the 

appropriate project code under 

Service instructions.

Priority 60-61 Enter the priority designator.

Required Delivery 

Date

62-64 This field will normally be left 

blank. (The ordinal day or 

Required Availability Date

(RAD) entry will be made when 

conditions meet the 

established criteria.)

Advice 65-66 Enter the advice code to 

convey instructions to the 

supply source. When entry is 

not required, leave blank.

Date of Receipt of 

Requisition2

67-69 Leave blank on submission. 

Processing points will enter 

date of receipt.

2 Processing points passing DIC AM_ modifiers to another supply source for continued processing will 

enter their RIC in rp 67-69.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.3-7 APPENDIX 8.3

FIELD LEGEND

TYPE REQUISITION BLOCK

NUMBER(S) (MANUAL)

RECORD POSITION(S)

(MECHANICAL) ENTRY AND INSTRUCTIONS

Blank 70-80

(FMS 70-71, 

73-80)

Leave blank on inter-Service 

requisitions forwarded to the 

DLA and Government Services 

Administration (GSA) supply 

sources.

a. This field is optional for 

intra-Service/Agency (S/A) use.

b. This field may be used for 

internal purposes on retained 

copies of requisitions.

Cooperative 

Logistics Program 

Support Category

72 FMS only. The applicable 

International Logistics Control 

Office (ILCO) will enter the 

appropriate Cooperative 

Logistics Program Support 

Code (CLPSC) if rp 35 

contains a V on Cooperative 

Logistics Supply Support 

Arrangement (CLSSA) 

requisitions or passing orders. 

If blank, or incorrect, reject with 

Status Code CT.3

Remarks Field of 

Requisition

L-V This field will be used to 

convey required additional 

information not provided for in 

the requisition format.

3 Requirement to expand the CLPSC to differentiate a Foreign Military Sales Order (FMSO) I requisition 

from a FMSO II requisition was not implemented. Refer to AMCLs 7 and 22.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.4-1 APPENDIX 8.4

AP8.4. APPENDIX 8.4

NON-NATIONAL STOCK NUMBER 

REQUISITION (MECHANICAL)

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A02 or A0B.

(rp 4-7 entries are the same as AP8.2)

Manufacturer’s Code and 

Part No.1

8-22 Enter the contractor and Government 

entity (CAGE) from the DoD and Part No. 

Cataloging Handbook H4-1 and the part 

number assigned to the item by the 

manager.

(rp 23-43 entries are the same as AP8.2)

Demand 44 Enter appropriate demand code from 

AP2.8.

(rp 45-69 entries are the same as AP8.2)

Identification 702 Enter the applicable code to designate 

the entry in rp 71-80 (if not applicable, 

leave blank): 

A – Technical Order (TO) or Technical 

Manual (TM)

B – End Item Identification

C – Noun Description of Item

D – Drawing or Specification No.

1 If the CAGE and part number cannot be entered in rp 8-22, use DD Form 1348-6 (AP1.6) to requisition 

the part number or non-NSN items.

2 Air Force part-numbered requisitions use rp 67-80 (without the identification code in rp 70. to provide 

descriptive information. This may not be recognizable on an inter-Service basis. Refer to ADC 264.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.4-2 APPENDIX 8.4

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Reference Identification 71-80 Enter the identification of the reference

specified in rp 70.

GOVERNMENT-FURNISHED MATERIEL REQUISITION ENTRIES:3

(rp 23-67 entries are the same as AP8.2)

Part Number Designation 68 Enter an E in the GFM requisition when a 

part number is requisitioned.

Call/Order Number 69-72 If required by an Service/Agency (S/A)

contract, enter the appropriate contract 

legacy four-position call/order number 

associated with the PIIN; otherwise leave 

blank.

Procurement Instrument 

Identifier (PIID) 

73-80 At the option of the S/A, enter last eight 

positions of the PIID in lieu of the 

Manufacturing Directive Number (MDN)

in rp 54-56. This entry is mandatory.

4, 5 

When materiel is authorized under a PIID 

call/order number (F in 9th position), 

provide the last eight positions.

MANAGEMENT CONTROL ACTIVITY ENTRIES: Entries Required for Requisitions for 

Government-Furnished Materiel.

Routing Identifier Code 4-6 Enter the RIC of the source of supply.

Distribution 54-56 Enter the distribution code of the

Management Control Activity (MCA)

validating the transaction or the MDN 

consisting of the MCA’s distribution code 

in rp 54 and two other alpha/numeric 

characters in rp 55-56.

Routing Identifier Code 74-76 If required by the S/A, enter the RIC of 

the validating MCA in rp 74-76.

3 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by Army vice USA (Retail). Refer to AMCL 1A.

4 Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.

5 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.5-1 APPENDIX 8.5

AP8.5. APPENDIX 8.5

REQUISITION FOLLOW-UP

AP8.5.1. The following entries will apply when no positive supply status has been 

received from the supply source:

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC AT_.

All Other Fields1, 2 4-80 Duplicate entries from the original 

requisition.

AP8.5.2. The following entries will apply when positive supply status has been received 

from a supply source:

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AT_ or AF_.

Routing Identifier Code 4-6 Enter RIC identifying the last known 

source of supply3 indicated in the 

supply status in rp 67-69.

All Other Fields 7-80 Duplicate entries from the last status 

received.

AP8.5.3. The following entries apply when a shipment status transaction is received but 

it does not contain adequate information for shipment tracing under DTR 4500.9-R, 

“Defense Transportation Regulation4:

1 On Intra-Army basis AT_ transactions may contain an Army Edit Action Code in rps 74-75 to indicate 

the actions required by the receiving system in order to process transactions and direct authorized followon actions. This code is meaningful to the Army only. 

2 On Intra-Army basis AT_ transactions may contain the date generated in rp 77-80. This date is required 

to accurately process transactions submitted by Army Single Stock Fund activities.

3 Processing points passing DIC AF_ or DIC AT_ transactions to another source of supply for continued 

processing will enter their RIC in rp 67-69.

4 Procedures requesting and/or providing the Department of Defense Activity Address Code (DoDAAC) of 

the initial shipping activity last reported as not implemented by Government Services Administration 

(GSA). Refer to AMCL 5.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.5-2 APPENDIX 8.5

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AFY.

Routing Identifier Code 4-6 Enter the RIC identifying the last known 

supply source (rp 4-6 of the shipment 

status transaction).

All Other Fields 7-80 Duplicate the entries from the last 

shipment status received.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.6-1 APPENDIX 8.6

AP8.6. APPENDIX 3.6 

DISPOSAL SHIPMENT CONFIRMATION FOLLOW-UP

AP8.6.1. The following entries shall apply when shipment status has been received 

from a shipping activity by DLA Disposition Services on shipments to DLA Disposition 

Services Field Offices: 

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AFX for initial followup. 

Enter DIC AFZ when response to 

initial followup has not been received.

Routing Identifier Code 4-6 See Paragraph AP8.6.3. instructions. 

All Other Fields 7-61 Duplicate entries from the DIC AS3 

shipment status.

Blank 62-64 Leave blank.

Advice 65-66 Enter the advice code from AP2.15 

indicating the reason for followup.

Research Guidance 67-74 Identify as “CRITICAL” or leave blank, 

as appropriate.

All Other Fields 75-80 Leave blank.

AP8.6.2. The following entries shall apply when shipment status has not been received 

from a shipping activity by DLA Disposition Services on shipments to DLA Disposition 

Services Field Offices: 

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AFX for initial followup. 

Enter DIC AFZ when response to 

initial followup has not been received.

Routing Identifier Code 4-6 See Paragraph AP8.6.3. instructions.

Media and Status 7 Leave blank.

Stock Number 8-22 Enter stock number/data as shown in 

the DLA Disposition Services Field 

Office receipt of usable property 

document.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.6-2 APPENDIX 8.6

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Unit of Issue 23-24 Enter unit of issue as shown in the 

DLA Disposition Services Field Office

receipt of usable property document.

Quantity 25-29 Enter quantity as shown in the DLA 

Disposition Services Field Office

receipt of usable property document.

Document Number 30-43 Enter document number as shown in 

the DLA Disposition Services Field 

Office receipt of usable property 

document.

Suffix 44 Enter suffix code as shown in the DLA 

Disposition Services Field Office

receipt of usable property document 

or leave blank when none is entered 

by DLA Disposition Services Field 

Office.

Supplementary Address 45-50 Enter DoDAAC of receiving DLA 

Disposition Services Field Office. 

Signal 51 Leave blank.

Fund 52-53 Leave blank.

Distribution 54 Enter 9.

All Other Fields 55-64 Leave blank.

Advice 65-66 Enter advice code from AP7.15 

indicating the reason for the followup.

Research Guidance 67-74 Identify as “CRITICAL” or leave blank, 

as appropriate.

All Other Fields 75-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.6-3 APPENDIX 8.6

AP8.6.3. DIC AFX/AFZ Routing Instructions:

AP8.6.3.1. DLA Disposition Services shall generate DIC AFX/AFZs with rp 4-6 

always blank.

AP8.6.3.2. Defense Automatic Addressing System (DAAS) shall route DIC

AFX/AFZs to rp 4-6 or to rp 30-35 if rp 4-6 are blank.

AP8.6.3.3. Inventory Control Points (ICP)/Integrated Material Managers (IMM)

receiving DIC AFX/AFZs (based on the entry in rp 30-35) shall:

AP8.6.3.3.1. Enter the shipping activity RIC in rp 4-6 of the DIC AFX/AFZ 

and route them to the shipping activity via DAAS for the shipping activity to answer 

directly to DLA Disposition Services using DIC ASZ; or

AP8.6.3.3.2. Perform research with the shipping activity in order to provide 

either an ICP/IMM or storage activity DIC ASZ answer to DLA Disposition Services.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.7-1 APPENDIX 8.7

AP8.7. APPENDIX 8.7

REQUISITION CANCELLATION

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AC_ or AK_.

Routing Identifier Code 4-6 Enter RIC for the last known source 

of supply1.

Media and Status 7 Enter the M&S code as shown in the 

original requisition.

Stock or Part Number 8-22 Enter the NSN or part number as 

shown in the requisition or in supply 

status, when such status has been 

received.

Unit of Issue 23-24 Enter the U/I as shown in the 

requisition or status.

Quantity 25-29 Enter the quantity for which 

cancellation is requested. For 

ammunition and ammunition related

item cancellations only (items in

Federal supply group (FSG) 13 and 

for Federal supply classification 

(FSC) 1410, 1420, 1427, 1440, 

5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands 

any quantity exceeding 99,999. 

Example: A quantity of 1,950,000 

shall be expressed as 1950M (1950 

in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter document number of the 

requisition for which cancellation is 

requested.

Suffix 44 Enter the suffixcode as shown on 

the supply status, when applicable. 

Otherwise, enter demand code from 

the requisition.

1 Processing points passing DIC AC_ or DIC AK_ transactions to another supply source for continued 

processing will enter their RIC in rp 67-69.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.7-2 APPENDIX 8.7

FIELD LEGEND

RECORD 

POSITION(S) ENTRY AND INSTRUCTIONS

All Other Fields2 45-61 Enter data from the requisition or 

supply status.

Date of Preparation 62-64 Enter the ordinal day of preparation.

All Other Fields 65-80 Enter data from the requisition or 

supply status.3

2 On Intra-Army basis cancellations may contain an Army Edit Action Code in rp 74-75 to indicate the 

actions required by the receiving system in order to process transactions and direct authorized follow-on 

actions. This code is meaningful to the Army only.

3 For intra-Air Force requisition cancellation/follow-up, the reason for cancellation 

(Excess Cause Code) maybe identified in rp 71. Refer to ADC 265.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.8-1 APPENDIX 8.8

AP8.8. APPENDIX 8.8

SOURCE OF SUPPLY CANCELLATION REQUEST OR

REPLY TO SOURCE OF SUPPLY CANCELLATION

REQUEST

(ISSUES FROM STOCK)

FIELD LEGEND

RECORDS

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AC6/AC7. Also used by storage

activity in reply to cancellation request from 

the ICP (DIC AG6).

Routing Identifier Code 4-6 Enter RIC applicable to the activity to which 

the DIC AC6/7 is directed. When the DIC

is AG6, enter the RIC of the source of 

supply that created the DIC AC6/7.

Media and Status 7 Enter the M&S code as shown in the

materiel relese order (MRO) or lateral 

redistribution order (LRO).

Stock or Part Number 8-22 Enter NSN or part number from original 

requisition.

Unit of Issue 23-24 Enter U/I from original requisition.

Quantity 25-29 Enter quantity for which cancellation is 

requested. For ammunition and 

ammunition related cancellations only 

(items in Federal supply group (FSG) 13

and for Federal supply classification (FSC)

1410, 1420, 1427, 1440, 5330, 5865, 6810 

or 8140), enter an M in rp 29 to express in 

thousands any quantity exceeding 99,999. 

Example: A quantity of 1,950,000 shall be 

expressed as 1950M (1950 in rp 25-28 and 

an M in rp 29).

Document Number 30-43 Enter document number of the MRO or

LRO for which cancellation action is 

requested.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.8-2 APPENDIX 8.8

FIELD LEGEND

RECORDS

POSITION(S) ENTRY AND INSTRUCTIONS

Suffix 44 Enter suffix code shown in the MRO or 

LRO; otherwise, leave blank. (For DIC

AG6, enter the suffix code from the DIC

AC6/AC7.)

New Consignee DoDAAC 45-50 Enter Department of Defense activity 

address code (DoDAAC) to reflect the new 

consignee to which shipments are to be 

diverted; otherwise, leave blank.

Signal 51 Enter signal code as shown in the MRO or 

LRO.

Fund 52-53 Enter fund code as shown in the MRO or 

LRO.

Distribution 54-56 When used to cancel an LRO, enter 2 for 

consumables or 3 for reparables in rp 54. 

Otherwise, enter data as shown in the 

MRO.

Project 57-59 Enter the project code as shown on the 

MRO or LRO or from the 1348-1A (or 

1348-2).

Priority 60-61 Enter the priority designator as shown on 

the MRO or LRO or from the DD Form 

1348-1A (or DD Form 1348-2).

Required Delivery 62-64 Enter data as shown on the MRO or LRO 

or from the DD Form 1348-1A (or DD Form 

1348-2).

Advice 65-66 Enter the advice code as shown on the 

MRO or LRO or from the DD Form 1348-

1A (or DD Form 1348-2).

Routing Identifier Code 67-69 Enter the RIC to identify the activity 

preparing the document.

Blank 70-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.9-1 APPENDIX 8.9

AP8.9. APPENDIX 8.9

SOURCE OF SUPPLY CANCELLATION

(DIRECT DELIVERY FROM PROCUREMENT)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC ACP or ACM.

Routing Identifier Code 4-6 Enter RIC of the activity to which the 

transaction is to be transmitted.

Media and Status 7 Enter the M&S code as shown in the 

original requisition.

Stock or Part Number 8-22 Enter the NSN or part number from original 

requisition, as applicable.

Unit of Issue 23-24 Enter U/I from original requisition, as 

applicable.

Quantity 25-29 a. Enter the quantity for which cancellation 

is requested.

b. For ammunition and ammunition related

cancellations only (items in Federal supply 

group (FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example: 

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter the requisition document number as in 

the procurement request.

Suffix 44 Enter the suffix code as shown in the 

procurement request; otherwise, leave 

blank.

New Consignee DoDAAC 45-50 Enter the DoDAAC to reflect the new 

consignee to which shipments are to be 

diverted; otherwise, leave blank.

Multiple Use 51-69

Procurement Request 

Number

(51-64) Enter PRN, when applicable.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.9-2 APPENDIX 8.9

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank (65-69) When procurement request number (PRN) 

is applicable, leave blank.

OR

Procurement Instrument 

Identifier (PIID)

(51-63) Enter PIID.

1 Enter the PIID call/order 

number (F in 9th position) if applicable.

Contract Line Item Number (64-67) Enter CLIN.

Contract Subline Item 

Number

(68-69) Enter contract subline item number, if 

applicable.

Project 70-72 Enter the project code from original 

requisition.

Priority 73-74 Enter priority from original requisition.

Blank 75-77 Leave blank.

Routing Identifier Code 78-80 Enter the RIC to identify the activity 

preparing transaction.

1 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.10-1 APPENDIX 8.10

AP8.10. APPENDIX 8.10

SUPPLY STATUS

(ISSUES FROM STOCK)

FIELD LEGEND

RECORD

POSITION(S ENTRY AND INSTRUCTIONS

Document Identifier Code1 1-3 Enter DIC AE_.

Routing Identifier Code 4-6 Enter RIC of the source of supply furnishing 

the supply status (RIC From). If used as a 

DIC AE6 transaction, enter the RIC of the 

source of supply to which the transaction will

be sent (RIC To).2

Media and Status 7 Enter the M&S code as shown in the original 

requisition.

Stock or Part Number 8-22 Enter NSN or part number.

Unit of Issue 23-24 Enter U/I.

Quantity3 25-29 a. Enter quantity for which status is provided.

b. For ammunition and ammunition related

items only (items in Federal supply group 

(FSG) 13 and for Federal supply slassification 

(FSC) 1410, 1420, 1427, 1440, 5330, 5865, 

6810 or 8140), enter an M in rp 29 to express 

in thousands any quantity exceeding 99,999. 

Example: A quantity of 1,950,000 will be 

expressed as 1950M (1950 in rp 25-28 and an 

M in rp 29).

Document Number 30-43 Enter document number as shown in the 

requisition.

1 Intra-Service ammunition and ammunition related orders following the ammunition storage site selection 

utilize the storage depot being transacted against instead of the Inventory Control Point when providing 

supply and shipment status in order to maintain traceability of ammunition and ammunition related items 

shipped. Refer to ADC 441/441A, Clarification of Exception Rules to Accommodate Communication of 

Ammunition/Ammunition Related Quantities in Excess of Five Digits.

2 When used by the material processing center (MPC) to notify the Navy customer that materiel has arrived 

(NL Status), been delivered (NW or Navy-unique BA Status), or transshipped (NY Status), rp 4-6 will identify 

the MPC that originated the transaction. 3 See Appendix AP8.1 - Formats Introduction, Paragraph AP8.1.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.10-2 APPENDIX 8.10

FIELD LEGEND

RECORD

POSITION(S ENTRY AND INSTRUCTIONS

Suffix 44 a. Enter the suffix code applicable to quantity 

in rp 25-29 when the requisitioned quantity is 

divided into separate supply actions.

b. When the requisition quantity is not 

divided, leave this field blank.

Supplementary Address 45-50 Enter data from original requisition.

Signal/Shipment Hold Code 51 Enter data from original requisition.4

Fund 52-53 Enter fund code from original requisition.

Distribution 54-56 When used as an AE6 to provide status on the 

processing on an lateral redistribution order 

(LRO), enter 2 for consumables or 3 for 

reparables in rp 54. Otherwise, enter data as 

shown in the requisition.5

Project 57-59 Enter project code from original requisition.

Priority 60-61 Enter data from the original requisition.

Transaction Date 62-64 Enter the day that corresponds with the date 

of this reply.

Status 65-66 Enter the status code to convey the 

information regarding the status of this 

transaction.

Routing Identifier Code 67-69 Enter the “last known source” to which 

authorized follow-up action will be directed. If 

used as a DIC AE6 transaction, the RIC will

be the activity preparing the document.6

Estimated Shipping Date 70-73 When designated by the status code, enter 

the four-position ordinal day by which it is 

estimated the materiel will be shipped.7,8

4 If the Distribution Code in rp 5556 = 111 and the Status Code (rp 65-66) is blank, rp 51 contains the hold 

code; if a status code is present, then rp 51 is the signal code.

5 When used by transportation and supply receipt and acknowledgement interchange, insert Distribution Code 

= 111.

6 When used by the MPC to notify the Navy customer that materiel has arrived (NL Status) or been delivered 

(NW or Navy-unique BA Status), rp 67-69 will repeat the identification of the MPC that originated the 

transaction in rp 4-6. When used for transshipment notification (NY Status), rp 67-69 will identify the MCP to 

which materiel is transshipped.

7 When used by the MPC, this will be the date associated with the materiel arrival (NL Status) or delivery (NW 

or Navy-unique BA Status), or transshipment (NY Status). 8 When used with PW Status, this will be Engineering Support Activity Response Due Date indicating the date 

established by the IMM/ICP waiting for a response from the Engineering Support Activity. A revised date may 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.10-3 APPENDIX 8.10

FIELD LEGEND

RECORD

POSITION(S ENTRY AND INSTRUCTIONS

Multiple Use9,10 74-80

Unit Price 74-80 Enter unit price of the stock or part number 

shown in rp 8-22. When the status code in rp 

65-66 relates to an erroneously routed 

requisition, this field will be left blank.

OR

Blank (74-75) Leave blank.

Minimum Order Quantity (76-80) For C8 Status, enter the minimum order 

quantity.

OR

Blank (74-75) Leave blank.

Federal Supply

Schedule Number11

(76-80) For DA Status, enter Federal supply schedule 

number constructed as follows:

rp 76-77 Group (numeric) rp 78-79 Part 

(numeric) rp 80 Section (alphabetic).

For DIC AE6 Transactions with Status Code BY

70-71 Leave blank.

Management Code 72 If status code (rp 65-66) is BY (previously 

denied material release order (MRO)), enter 

appropriate denial management code.

73 Leave blank.

Unit Price12 74-80 Enter unit price of the stock or part number 

shown in rp 8-22.

be provided in a second transmission of Supply Status PW if additional time is required to coordinate with the 

ESA. Refer to ADC 1049.

9 When used by the storage activity in response to a query by the ICP (DIC AE6), this data may be omitted at 

Component option.

10 DIC AE9 transactions generated by Defense Automatic Addressing System (DAAS) shall always be blank 

in rp 74-80.

11 Requirement to use DA requisition rejection status to indicate the supply source is direct ordering from the 

Federal Supply Schedule last reported as not implemented by United States Air Force (USAF). Refer to 

AMCL 132B.

12 When used by storage in response to a query by the ICP (DIC AE6), this data may be omitted at 

Component option.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.10-4 APPENDIX 8.10

FIELD LEGEND

RECORD

POSITION(S ENTRY AND INSTRUCTIONS

For DIC AE_ Transactions with Status Code CE

79-80 For transactions containing rejection Status 

Code CE in rp 65-66, source of supply will

enter the correct unit of issue in rp 79-8013.

For DIC AE_ Transactions with Status Code BD (Army only)

Management Code 72 Cite Management Code R with Status Code 

BD (rp 65-66) when communicating to the 

customer that a storage site denial has occurred 

against an MRO. The status transaction will be 

for the denied quantity and suffix.

14

For DIC AE6 Transactions with Distribution Code 2 and Status Code CB (Army/DLA Interface 

Only)

Management Code 72 If Status Code (rp 65-66) is CB, enter 

Management Code S, indicating LRO under 

Total Asset Visibility (TAV) procedures was 

denied because it matched an existing suffix 

for the document number.

13 Requirement to provide correct unit of issue when original unit of issue on the requisition could not be 

converted last reported as not implemented by United States Navy (USN). Refer to AMCL 162.

14 Authorized for use on an intra-Army basis (ADC 191), and subsequently expanded for inter-Service/Agency 

use (ADC 312). Implementation outside Army applications is pending.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.11-1 APPENDIX 8.11

AP8.11. APPENDIX 8.11

DIRECT DELIVERY NOTICE1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AB_.

Routing Identifier Code 4-6 Enter the RIC of the source of supply 

furnishing the status.

Media and Status 7 Enter the M&S code as shown in the 

original requisition.

Stock or Part Number 8-22 Enter stock or part number to which the 

status applies.

Unit of Issue 23-24 Enter U/I.

Quantity 25-29 a. Enter quantity for which the status is 

provided

b. For status on ammunition and 

ammunition related items only (items in 

Federal supply group (FSG) 13 and for

Federal supply classification (FSC) 1410, 

1420, 1427, 1440, 5330, 5865, 6810 or 

8140), enter an M in rp 29 to express in 

thousands and quantity exceeding 99,999. 

Example: A quantity of 1,950,000 shall be 

expressed as 1950M (1950 in rp 25-28 and 

an M in rp 29).

Document Number 30-43 Enter the document number as shown in 

the requisition.

Suffix 44 Enter the suffix code applicable to the 

quantity in rp 25-29 when the requisitioned 

quantity is divided into separate supply 

actions; otherwise, leave blank.

Supplementary Address 45-50 Enter SUPADD from the original requisition 

or modified transaction.

Signal 51 Enter signal code from the original 

requisition or modified transaction.

1 Use of DIC Code AB_ changed from intra- to inter-Service for direct delivery from procurement last 

reported as not implemented by Government Services Administration (GSA). Refer to AMCL 155.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.11-2 APPENDIX 8.11

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Fund 52-53 Enter fund code from the original 

requisition or modified transaction.

Distribution 54-56 Enter distribution code from the original 

requisition or modified transaction.

Project 57-59 Enter project code from the original 

requisition or modified transaction.

Procurement Instrument 

Identifier (PIID)

60-72 Enter the PIID.

2 Enter the PIID call/order 

number (F in 9th position) if applicable.

Call/Order Number 73-76 Enter the legacy four-position call/order 

number associated with the PIIN, if 

applicable; otherwise; leave blank.

Estimated Shipping Date 77-80 Enter the four-position ordinal date.

2 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.12-1 APPENDIX 8.12

AP8.12. APPENDIX 8.12

MATERIEL RELEASE ORDER/

FOLLOW-UP FOR MATERIEL RELEASE 

ORDER/LATERAL REDISTRIBUTION ORDER

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A5_/AF6.

Routing Identifier Code 4-6 Enter the RIC indicating the source to which 

the material release order (MRO)/followup 

is directed.

Media and Status 7 Enter the M&S code as shown in the 

original requisition.

Stock or Part Number 8-22 Enter NSN or part number of the item 

ordered for release. For subsistence items, 

enter type of pack in rp 21.

Unit of Issue 23-24 Enter U/I.

Quantity1 25-29 a. Enter quantity for which MRO/followup is 

provided.

b. For ammunition and ammunition related

items only (items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example:

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter document number as shown in the 

requisition.

Suffix 44 a. Enter the suffix code applicable to 

quantity in rp 25-29 when the requisitioned 

quantity is divided into separate actions.

b. When the requisitioned quantity is not 

divided, this field shall be left blank.

1 See Appendix AP3.1 - Formats Introduction, Paragraph AP3.1.3.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.12-2 APPENDIX 8.12

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supplementary Address 45-50 Enter data from original requisition.

Signal 51 Enter data from original requisition.

Fund 52-53 Enter data from original requisition.

Distribution 54-56 When used as a followup to an laterial 

redistribution order (LRO) of retail assets, 

enter “2" for consumables or “3" for 

reparables in rp 54; otherwise, enter data 

as shown in the material release order 

(MRO).

Project 57-59 Enter data from original requisition.

Priority 60-61 Enter data from original requisition.

Required Delivery 

Date/Required Delivery 

Period2

62-64 Enter data from original requisition.

Advice 65-66 Enter data from original requisition.

Routing Identifier Code 67-69 Enter RIC applicable to the activity 

originating the MRO/followup. When the 

MRO format is used as a followup, enter 

the inventory control point ( ICP) RIC if 

shipment status in reply is to be furnished 

to the supply source.

Ownership 70 Enter ownership code, as applicable.

Supply Condition 71 Enter appropriate condition code.

Management 72 Enter management code applicable to the 

transaction.

Intra-Service/Agency 73 For use under intra-Service/Agency (S/A)

procedures. Leave blank for inter-S/A 

transactions.

Unit Price 74-80 Enter unit price applicable to the NSN or 

part number shown in rp 8-22.

2Use of RDP for conventional ammunition last reported as not implemented by united States Air Force 

(USAF). Refer to AMCL 148.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.13-1 APPENDIX 8.13

AP8.13. APPENDIX 8.13

DISPOSAL RELEASE ORDER, FOLLOW-UP, OR 

CANCELLATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A5J for disposal release order

(DRO), DIC AFJ for ICP follow-up on a 

DRO, DIC ACJ for inventory control 

point (ICP) cancellation of a DRO, DIC

AKJ for ICP follow-up on DRO 

cancellation, or DIC AGJ for reply to 

DRO cancellation.

Routing Identifier Code 4-6 Enter the appropriate code applicable to 

the facility to which the DRO is directed. 

(If used as a DIC AGJ transaction, will 

contain RIC of the source of supply to 

which the document shall be 

transmitted).

Media and Status 7 Enter 0 or leave blank.

Stock or Part Number 8-221 Enter the NSN or part number of the 

item ordered for disposal. For 

subsistence items, enter the type of pack 

in rp 21.

Unit of Issue 23-24 Enter the unit of issue applicable to the 

stock or part number.

Quantity 25-29 Enter the quantity to be transferred, 

based on the inventory control record 

balance. Quantity actually transferred 

shall be dependent on the entry in rp 55-

61 if applicable. (For DIC ACJ/AKJ, 

enter DIC A5J quantity to be canceled. 

For DIC Code AGJ, enter quantity 

canceled.)

Document Number 30-43 Enter document number as assigned by 

the preparing activity.

Suffix 44 Leave blank.

1 For subsistence transactions, rp 22 and 52-53 shall contain the date packed indicator code. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.13-2 APPENDIX 8.13

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supplementary Address 45-50 Leave blank in DRO. The shipping 

activity shall enter the Department of 

Defense activity address code 

(DoDAAC) of predesignated DLA 

Disposition Services Field Office. 

Signal 51 Enter applicable signal code if required; 

otherwise, leave blank. For hazardous 

materiel or waste, use Signal Code A, B, 

C, or L. For Signal Code B, identify the 

bill-to activity to be included on the 

disposal turn-in document (DTID), Block 

27, using an off-line communication with 

the activity to which the DRO is directed.

Fund 52-53 Enter the fund code to be credited with 

proceeds from the sale by DLA 

Disposition Services Field Office. If no 

credit is desired, leave blank. For 

hazardous materiel or waste, this shall

be the bill-to fund code for reimbursable 

actions associated with disposal.

Distribution 54 Enter Distribution Code 9.

Retention Quantity 55-61 Enter quantity to be retained in stock by 

activity in rp 4-6. When the quantity to 

be retained exceeds the retention 

quantity field, the transaction shall be 

processed offline.

Precious Metals Indicator 62 Enter applicable code from AP7.23.

Automated Data Processing 

Equipment Identification

63 Enter applicable ADPE code from 

AP7.24.

Disposal Authority 64 Enter applicable code from AP7.21.

Demilitarization 65 Enter the demilitarization code assigned 

by the ICP/IMM as required by DoD

Manual 4160.21, “Defense Materiel 

Disposition” 

Reclamation 66 Enter Y if reclamation is required prior to 

release to DLA Disposition Services 

Field Office. Enter N if reclamation is 

not required.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.13-3 APPENDIX 8.13

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier Code 67-69 Enter RIC of ICP/IMM originating the 

DRO. (For DIC AGJ transaction, enter 

RIC of the activity preparing the 

transaction.)

Ownership 70 Enter ownership code, if applicable, 

otherwise, leave blank.

Supply Condition 71 Enter the condition code of the materiel 

to be transferred.

Management 72 Enter management code, if applicable; 

otherwise, leave blank.

Flight Safety Critical Aircraft 

Parts2

73 Enter Criticality Code E to indicate 

Nuclear Hardened Flight Safety Critical 

Aircraft Parts (FSCAP) or Criticality 

Code F to indicate a standard FSCAP. 

Unit Price 74-80 Enter the unit price for the NSN or part 

number shown in rp 8-22.

2 Identification of FSCAP codes on the DTID and disposal release transactions last reported as not 

implemented by USA and USN. Refer to Approved DLSS/DLMS Change 6.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.14-1 APPENDIX 8.14

AP8.14. APPENDIX 8.14

MATERIEL RELEASE CONFIRMATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC ARA, ARB, AR0, AUA, AUB or AU0.

Routing Identifier Code 4-6 Enter RIC of thesource of supply from which the 

materiel release order (MRO)/cancellation 

request was received.

Media and Status 7 Enter the M&S code as shown in the 

MRO/cancellation request.

Stock or Part Number 8-22 Enter NSN or part number of the item supplied.

Unit of Issue 23-24 Enter the unit issue.

Quantity1 25-29 a. Enter the quantity.

b. For ammunition and ammunition related 

items only (items in Federal supply group (FSG)

13 (and Federal supply classification (FSC)

1410, 1420, 1427, 1440, 5330, 5865, 6810 or 

8140), enter an M in rp 29 to express in 

thousands any quantity exceeding 99,999. 

Example: Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter document number as shown in the 

MRO/cancellation request.

Suffix 44 Enter the suffix code contained in rp 44 of the 

MRO. If no code is in rp 44 of the 

MRO/cancellation request, leave blank.

Supplementary Address 45-50 Enter SUPADD as shown in the 

MRO/cancellation request.

Hold 51 Enter shipment hold code, when applicable. 

Leave blank in response to follow-up when item 

has not been selected for shipment.

Fund 52-53 Enter the fund code as shown in the MRO.

1 See Appendix AP8.1 - Formats Introduction, Paragraph AP8.1.3
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.14-2 APPENDIX 8.14

Port of Embarkation 54-56 a. For shipments moving to Outside Continental 

United States (OCONUS) destinations via the 

Defense Transportation System (DTS)

Government Bill of Lading (GBL)/Commercial 

Bill of Lading (CBL), enter the POE.

b. For deliveries to Ports of Embarkation (POE), 

or parcel post entering the DTS at a POE (other 

than the Army/Air Force Post Office (APO)/FPO 

postal system), enter the POE or SEAVAN CCP. 

See DTR 4500.9-R, “Defense Transportaion 

Regulation” (DTR).

c. Leave blank for parcel post movement 

through an APO or FPO.

d. Enter the POE for Foreign Military Service 

(FMS) transactions moving via the defense 

transportation system (DTS). If not moving via 

the DTS, leave blank.

e. Enter the POE for Grant Aid transactions 

except parcel post.

f. For Continental United Stated (CONUS)

shipments, leave blank.

Date Shipped 57-59 Date released/tendered to carrier.

Transportation Control 

Number

60-76 Enter the shipment unit TCN as prescribed in 

DTR.

Mode of Shipment 77 Enter code identifying the mode of shipment.2 

Leave blank in response to a follow-up when 

shipment has not occurred.

Date Available for 

Shipment

78-80 Enter the date available for shipment.

For Local Issues From Disposal3

Mode of Shipment 77 Enter the code identifying the mode of 

shipment.4

Routing Identifier Code 78-80 Enter the RIC of the DLA Disposition Services 

Field Office processing the local issue 

requisition and releasing the materiel.

2 Refer to the USTRANSCOM Reference Data Management (TRDM) for available code list at

https://trdmws.maf.ustranscom.mil/trdm/index.html (DTR Data)

3 Procedures, formats, and codes for requisitioning material from disposal last reported as not 

implemented by DLA. Refer to AMCL 139A.

4 Refer to the USTRANSCOM Reference Data Management (TRDM) for available code list at

https://trdmws.maf.ustranscom.mil/trdm/index.html (DTR Data)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.15-1 APPENDIX 8.15

AP8.15. APPENDIX 8.15

FORCE-CLOSED MATERIEL RELEASE 

CONFIRMATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC ARH.

Routing Identifier Code 4-6 Enter the RIC of the source of supply 

generating this transaction.

Media and Status 7 Enter the M&S code from the materiel 

release order (MRO).

Stock or Part Number 8-22 Enter the NSN or part number from the 

MRO.

Unit of Issue 23-24 Enter the U/I from the MRO.

Quantity 25-29 Enter the quantity from the MRO.

Document Number 30-43 Enter the document number as shown in 

the MRO.

Suffix 44 Enter the suffix code contained in rp 44 of 

the MRO. If rp 44 in the MRO is blank, 

leave blank.

Supplementary Address 45-50 Enter the SUPADD as shown in the MRO.

Blank 51-56 Leave blank.

Date Shipped1 57-59 Enter date released/tendered to carrier; 

otherwise, leave blank.

Blank 60-76 Leave blank.

Mode of Shipment2 77 Enter the code identifying the mode of 

shipment3; otherwise, leave blank.

Blank 78-80 Leave blank.

1 For U.S. forces, leave blank. For Security Assistance, may contain the release date from the materiel 

receipt acknowledgement (MRA).

2 For U.S. forces, leave blank. For Security Assistance, may contain the mode of shipment from the 

MRA.

3 Refer to the TRDM for available code list at URL: https://trdmws.maf.ustranscom.mil/trdm/index.html

(DTR Data)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.16-1 APPENDIX 8.16

AP8.16. APPENDIX 8.16

DISPOSAL RELEASE ORDER CONFIRMATION OR 

SUPPLY STATUS

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC ARJ, ARK, ARL, or AEJ, as 

applicable.

Routing Identifier Code 4-6 Enter RIC of the source of supply from 

which the DRO or follow-up was received.

Media and Status 7 Leave blank.

Stock or Part Number 8-221 Enter NSN or part number of the item 

released.

Unit of Issue 23-24 Enter the U/I from the DRO.

Quantity 25-29 a. Enter the quantity for which release is 

confirmed (DIC AR_) or the quantity 

appropriate to the status being provided 

(DIC AEJ).

b. For ammunition and ammunition related

items only (items in FSG 13 and for FSC 

1410, 1420, 1427, 1440, 5330, 5865, 6810 

or 8140), enter an M in rp 29 to express in 

thousands any quantity exceeding 99,999. 

Example: Express a quantity of 1,950,000 

as 1950M (1950 in rp 25-28 and an M in rp 

29).

Document Number 30-43 Enter document number as shown in the 

DRO.

Suffix 44 Leave blank.

Retention Quantity 45-51 Enter quantity actually retained.

52-542 Perpetuate from DRO.

Blank 55-56 Leave blank.

1 For subsistence transactions, rp 22 and 52-53 will contain the date packed/expiration date indicator 

code. 2 Ibid. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.16-2 APPENDIX 8.16

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Estimated Shipping Date 

or Date Shipped

57-59 Enter date delivered/shipped to DLA 

Disposition Services Field Office. When 

used in response to follow-up and 

shipment has not occurred, enter ESD.

Blank 60-61 Leave blank.

Precious Metals 62 Enter applicable code from AP2.23.

ADPE Identification 63 Enter applicable code from AP2.24.

Disposal Authority 64 Enter applicable code from AP2.21.

Supply Status 65-66 Enter supply status from AP2.16, if 

applicable; otherwise, leave blank.

Routing Identifier Code 67-69 Enter the RIC (From).

Ownership 70 Enter the ownership code, as applicable.

Supply Condition 71 Enter the supply condition code, as 

applicable.

Management 72 Enter the management code, as 

applicable.

All Other Fields 73-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.17-1 APPENDIX 8.17

AP8.17. APPENDIX 8.17

MATERIEL RELEASE ORDER DENIAL

(WAREHOUSE REFUSAL)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A6_.

Routing Identifier Code 4-6 Enter RIC as indicated in rp 67-69 of the 

MRO. This is the code of the accountable 

point that originated the MRO.

Media and Status 7 Enter the M&S code as shown in the MRO.

Stock or Part Number 8-221 Enter NSN or part number as shown in the 

MRO.

Unit of Issue 23-24 Enter U/I as shown in the MRO.

Quantity 25-99 a. Enter quantity denied.

b. For ammunition and ammunition related

items only (items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example:

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter document number as shown in the 

MRO.

Suffix 44 Enter the suffix code as shown in the MRO.

Supplementary 45-50 Enter SUPADD as shown in the MRO.

Signal 51 Enter the signal code as shown in the MRO.

Fund 52-532 Enter the fund code as shown in the MRO.

Distribution 54-56 Enter the distribution code as shown in the 

MRO.

1For subsistence transactions, rp 22 and 52-53 shall contain the date packed/expiration date indicator 

code. 2 Ibid
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.17-2 APPENDIX 8.17

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Project 57-59 Enter the project code as shown in the 

MRO.

Priority 60-61 Enter the priority as shown in the MRO.

Required Delivery 62-64 Enter data as shown in the MRO.

Advice 65-66 Enter the advice code as shown in the 

MRO.

Routing Identifier Code 67-69 Enter the RIC identifying the activity 

preparing the denial.

Ownership 70 Enter the ownership code, as applicable.

Supply Condition 71 Enter the supply condition, as applicable.

Management 72 Enter the management code indicating 

reason for denial.

Intra-Service/Agency 73-80 For use with intra-S/A procedures; 

otherwise, leave blank for inter-S/A 

transactions.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.18-1 APPENDIX 8.18

AP8.18. APPENDIX 8.18

DISPOSAL RELEASE ORDER DENIAL

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A6J.

Routing Identifier Code 4-6 RIC or the source of supply from which 

the disposal release order (DRO) was 

received.

Media and Status 7 Leave blank.

Stock or Part Number 8-22 Enter the stock or part number of the item 

denied.

Unit of Issue 23-24 Enter U/I.

Quantity 25-29 a. Enter quantity denied; for example, the 

difference between the quantity 

transferred and the quantity shown in the 

DRO.

b. For ammunition and ammunition 

related items only Federal supply group 

((FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example:

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter document number as shown in the 

DRO.

Suffix Code 44 Leave blank.

Retention Quantity 45-51 Enter quantity actually retained.

Fund 52-53 Perpetuate from the DRO.

Distribution 54 Perpetuate from the DRO.

Blank 55-56 Leave blank.

Denial Date 57-59 Enter date DRO is denied.

Blank 60-66 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.18-2 APPENDIX 8.18

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Routing Identifier Code

(From)

67-69 Enter RIC identifying the activity preparing 

the denial.

Ownership 70 Enter ownership code, as applicable.

Supply Condition 71 Enter appropriate supply condition code.

Management 72 Enter management code indicating the 

reason for denial.

Blank 73-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.19-1 APPENDIX 8.19

AP8.19. APPENDIX 3.19 

SHIPMENT STATUS

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter the DIC applicable to the shipment 

status (DIC AS1-6, AS8, or ASY) or reply to 

cancellation request-shipment status (AU1-

5 or AU8).

1 

Routing Identifier Code2, 3 4-6 Enter the RIC of the source of supply that

generated the lateral redistribution order 

(LRO)/materiel release order 

(MRO)/cancellation request/disposal 

release order (DRO)/DIC FTR or the 

shipping activity if the shipment was not 

initiated by a supply source LRO/MRO 

cancellation request/DRO/DIC FTR. If a 

disposal shipment was not initiated by a 

source of supply DRO/DIC FTR and the 

shipping activity has no RIC, leave blank. If 

used as a DIC AS6, indicate the RIC of the 

inventory control point (ICP)/integrated 

materiel manager (IMM) to which the 

transaction will be sent.

Media and Status 7 Use the M&S code from the 

MRO/LRO/DRO or cancellation request.

Stock or Part Number 8-22 Enter the NSN or part number of the item 

supplied.

Unit of Issue 23-24 Enter the U/I.

1 Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not 

implemented by GSA. Refer to AMCL 5.

2 See Appendix AP8.1 - Formats Introduction, Paragraph AP8.1.3 3 Intra-Service ammunition and ammunition related orders following the ammunition storage site selection 

utilize the storage depot being transacted against instead of the Inventory Control Point when providing 

supply and shipment status in order to maintain traceability of ammunition and ammunition related items 

shipped. Refer to ADC 441/441A, Clarification of Exception Rules to Accommodate Communication of 

Ammunition/Ammunition Related Quantities in Excess of Five Digits.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.19-2 APPENDIX 8.19

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Quantity 25-29 a. Enter the quantity shipped.

b. For ammunition federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140 items only, 

enter an M in rp 29 to express in thousands 

any quantity exceeding 99,999. Example:

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Use the document number from the 

MRO/LRO/DRO or cancellation request.

Suffix 44 Use the suffix code from the 

MRO/LRO/DRO or cancellation request. If 

no suffix code, leave blank.

Supplementary Address 45-50 Use SUPADD from the MRO/DRO or 

cancellation request. The shipping activity 

will all enter the DoDAAC of the 

predesignated DLA Disposition Services 

Field Office for shipments to DLA 

Disposition Services Field Offices. If used 

as a DIC AS6, enter the DoDAAC of the 

activity to which the credit for the materiel 

and reimbursement for the packing, crating, 

handling and transportation (PCH&T) costs 

is to be provided.

Hold 51 If used as a DIC AS6, enter Signal Code B. 

Otherwise, enter the shipment hold code, 

when applicable.

Fund 52-53 Enter the fund code as shown in the 

MRO/DRO or cancellation request. If used 

as a DIC AS6, enter the fund code to which 

the credit for the materiel and 

reimbursement for the PCH&T costs is to be 

provided.

Distribution 54-56 Enter the distribution code as shown in the 

MRO/LRO/DRO or cancellation request.

Release Date 57-59 Enter the date the materiel is released to 

the carrier.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.19-3 APPENDIX 8.19

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Transportation Control 

Number

60-76 Enter the shipment unit TCN as prescribed 

in DTR 4500.9-R, “Defense Transportation 

Regulation”. 

Mode of Shipment 77 Enter the code identifying the mode of 

shipment.4 (Leave blank when transmitting 

DIC AS3 through DAAS to DLA Disposition 

Services.)

Port of Embarkation 78-80 a. CONUS. Leave blank.

b. OCONUS:

(1) For shipments moving to OCONUS 

designations through the DTS, GBL/CBL, 

parcel post (except APO/FPO); and small 

package carrier shipments entering the DTS 

at the POE, enter the POE or SEAVAN 

CCP. (See DTR 4500.9-R, Part II, 

Appendices CC, MM, and PP.)

(2) Leave blank for parcel post movement 

through an APO or FPO.

(3) Enter the POE for Security Assistance 

Program transactions moving through the 

DTS; otherwise, leave blank.

ENTRIES REQUIRED FOR DoDAAC INFORMATION – DIC ASY TRANSACTIONS5

Blank 57-64 Leave blank.

Status Code 65-66 Enter Status Code DY if the DIC AFY 

follow-up transaction is being rejected; 

otherwise, leave blank.

Blank 67-74 Leave blank.

DoDAAC of Initial 

Transportation Activity

75-80 Enter the DoDAAC of the initial (origin) 

transportation shipping activity. If the DIC

AFY follow-up transaction is being rejected 

with Status Code DY, leave blank.

4 Refer to the TRDM for available code list at https://trdmws.maf.ustranscom.mil/trdm/index.html 

(DTR Data)

5 Procedures requesting and/or providing the DoDAAC of the initial shipping activity last reported as not 

implemented by GSA. Refer to AMCL 5.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.19-4 APPENDIX 8.19

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

ENTRIES REQUIRED FOR SHIPMENTS TO DISPOSAL

Unit Price 62-68 Enter the unit price of the item identified in 

rp 8-22. Enter an estimated unit price if 

pricing information is not available. If the 

value for a part-numbered item exceeds the 

seven-position unit price field, enter the 

price manually on the DIC AS3 shipment 

status transaction and forward off-line to the 

DLA Disposition Services for manual 

processing.

Blank 69-76 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.20-1 APPENDIX 8.20

AP8.20. APPENDIX 8.20

PSEUDO SHIPMENT STATUS FOR

UNCONFIRMED MATERIEL RELEASE ORDERS

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC ASH.

Routing Identifier Code 4-6 Enter the RIC of the source of supply 

generating this transaction.1

Media and Status 7 Enter the M&S code from the material 

release order (MRO).

Stock or Part Number 8-22 Enter the stock or part number from the 

MRO.

Unit of Issue 23-24 Enter the U/I from the MRO.

Quantity 25-29 Enter the quantity from the MRO.

Document Number 30-43 Enter the document number as shown in 

the MRO.

Suffix 44 Enter the suffix code contained in rp 44 of 

the MRO. If the MRO rp 44 is blank, leave 

blank.

Supplementary Address 45-50 Enter the SUPADD as shown in the 

Address MRO.

Signal 51 Enter the signal code from the MRO.

Fund 52-53 Enter the fund code as shown in the MRO.

Distribution 54-56 Enter the data as shown in the MRO.

Date Shipped 57-59 Enter the date this transaction was 

generated.

Blank 60-66 Leave blank.

Routing Identifier Code

(From)

67-69 Enter the RIC of the source of supply 

generating this transaction.

Blank 70-80 Leave blank.

1The Defense Automatic Addressing System (DAAS) will overlay transactions containing the DAAS RIC

(SGA) to show the RIC (From) in rp 67-69. (NOTE: This allows DAAS to overlay original entries of the 

DAAS RIC so that Component systems may be modified over time.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.21-1 APPENDIX 8.21

AP8.21. APPENDIX 8.21

DISPOSAL SHIPMENT CONFIRMATION

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC ASZ.

Routing Identifier Code 4-6 Enter RIC of the source of supply from 

which the materiel release order (MRO) or 

disposal release order (DRO) received.

Media and Status 7 Enter the M&S code as shown in the DIC

AFX or DIC AFZ.

Stock or Part Number 8-22 Enter the NSN or part number as shown in 

the DIC AFX or DIC AFZ.

Unit of Issue 23-24 Enter the U/I as shown in the DIC AFX or 

DIC AFZ.

Quantity 25-29 Enter quantity receipted for by the DLA 

Disposition Services Field Office.

Document Number 30-43 Enter the document number as shown in the 

DIC AFX or DIC AFZ.

Suffix 44 Enter the suffix code as shown in the DIC

AFX or DIC AFZ.

Supplementary Address 45-50 Enter the SUPADD as shown in the DIC

AFX or DIC AFZ.

Signal 51 Leave blank.

Fund 52-53 Leave blank.

Distribution 54 Enter 9.

All Other Fields 55-64 Leave blank.

Advice 65-66 Enter the advice code as shown in DIC AFX 

or DIC AFZ.

All Other Fields 67-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.22-1 APPENDIX 8.22

AP8.22. APPENDIX 8.22

DOCUMENT MODIFIER

(INVENTORY CONTROL POINT TO PROCUREMENT)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AMF (to change the SUPADD 

field) or DIC AMP (to change the required 

delivery date (RDD) field to 555).

Routing Identifier Code 4-6 Enter the code of the activity to which the 

document is to be transmitted.

Media and Status 7 Enter the M&S code as shown in the 

original requisition.

Stock or Part Number 8-22 Enter data as shown in the procurement 

instrument or procurement request.

Unit of Issue 23-24 Enter the unit of issue.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example:

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter the requisition document number as 

shown in the procurement request.

Suffix 44 Enter the suffix code as shown in the 

procurement request; otherwise, leave 

blank.

Supplementary Address 45-50 Enter the SUPADD in the DIC AMF; 

otherwise, leave blank in the DIC AMP.

Procurement Instrument 

Identifier (PIID) or 

Procurement Request 

Number

51-69 Enter the PIID when available, otherwise 

enter the PRN. Enter the PIID call/order 

number (F in 9th position) if applicable.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.22-2 APPENDIX 8.22

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Procurement Instrument 

Identifier (PIID) 

(51-63) Enter the PIID.1 Enter the PIID call/order 

number (F in 9th position) if applicable.

Contract Line Item Number (64-67) Enter the CLIN.

Contract Subline Number (68-69) Enter the contract subline item number, if 

applicable.

Procurement Request (51-64) Enter the PRN.

Blank (65-69) Leave blank when a PRN is entered.

Project (70-72) Enter the project code as shown in the 

original requisition.

Priority (73-74) Enter the priority designator as shown in the 

original requisition.

Procurement Document 

Indicator

75-76 Enter PR in rp 75-76 when the entry in rp 

51-64 is a PRN; otherwise, leave blank.

Signal2 77 Enter the signal code in the DIC AMF; 

otherwise, leave blank in DIC AMP.

Routing Identifier Code 78-80 Enter RIC to identify the activity preparing 

the transaction.

1 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 2Revised requisition modifier procedures last reported as not implemented by USMC. Refer to AMCL 

123C.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.23-1 APPENDIX 8.23

AP8.23. APPENDIX 8.23

PASSING ORDER1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A3_.

Routing Identifier Code 4-6 Enter the RIC of the activity to which the 

document is being passed.

All Fields 7-66 Enter data as shown in the requisition.

Date of Receipt of Demand 67-69 Leave blank on submission. Processing 

points shall enter date of receipt when 

received from another distribution system.

Blank 70-71 Leave blank.

Cooperative Logistics Program 

Support Code

72 Enter data as shown in the requisition, if 

applicable.

Blank 73 Leave blank.

Routing Identifier Code 74-76 Enter the RIC of the activity from which 

the document is being passed.

Blank 77-80 Leave blank.

GOVERNMENT-FURNISHED MATERIEL PASSING ORDER ENTRIES.

2

Manufacturer’s Directive 

Number

54-56 If required by the Component contracts, 

enter the MDN.

Call/Order Number 69-72 If required by the Component, enter the 

appropriate legacy four-position call/order 

number associated with the PIIN; 

otherwise leave blank.

Procurement Instrument 

Identifier (PIID) 

73-80 Enter the last eight positions of the PIID. 

This entry is mandatory.3, 4 When 

materiel is authorized under a PIID 

call/order number (F in 9th position) 

provide the last eight positions

1 Entries from the remarks field shall be made only when it is necessary to report that data when 

it is entered on the requisition. In all such instances, rp 3 of the DIC shall identify the document 

as containing exception data and the passing order shall not be transmitted. 2 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

3 Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.23-2 APPENDIX 8.23

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

MANAGEMENT CONTROL ACTIVITY ENTRIES. Entries Required for passing orders for 

Government-Furnished Materiel.5

Routing Identifier Code 4-6 Enter the RIC of the source of supply.

Distribution 54-56 Enter the distribution code of the 

management control activity (MCA) 

validating the transaction or the MDN 

consisting of the MCA’s distribution code 

in rp 54 and two other alpha/numeric 

characters in rp 55-56.

Routing Identifier Code 74-76 If required by the Component, enter the 

RIC of the validating MCA in rp 74-76.

4 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 5 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.24-1 APPENDIX.24

AP8.24. APPENDIX 8.24

REFERRAL ORDER/LATERAL REDISTRIBUTION 

ORDER FOR RETAIL ASSETS

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A4_.

Routing Identifier Code 4-6 Enter the RIC of the activity to which the 

transaction is being sent.

Media and Status 7 Enter the M&S code as shown in the original 

requisition.

Stock or Part Number 8-22 a. When no change or substitution is made, 

enter the stock or part number shown in the 

requisition.

b. When a change or substitution is made, 

enter the corrected stock or substituted stock 

or part number.

Unit of Issue 23-24 Enter U/I.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 1440, 

5330, 5865, 6810 or 8140), enter an M in rp 

29 to express in thousands any quantity 

exceeding 99,999. Example: Express a 

quantity of 1,950,000 as 1950M (1950 in rp 

25-28 and an M in rp 29).

Document Number 30-43 Enter document number as shown in the 

requisition.

Suffix 44 a. Enter the suffix code applicable to 

quantity in rp 25-29 when the requisitioned 

quantity is divided into separate actions.

b. When the requisitioned quantity is not 

divided, leave this field blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.24-2 APPENDIX.24

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supplementary Address 45-50 Enter data from the original requisition.1

Signal 51 Enter data from the original requisition.

Fund 52-53 Enter data from the original requisition.

Distribution 54-56 When used to effect lateral redistribution of 

retail assets, enter 2 for consumables and 3 

for reparables in rp 54; otherwise, enter data 

from the original requisition.

Project 57-59 Enter data from the original requisition.

Priority 60-61 Enter data from the original requisition.

Required Delivery 

Date/Required Delivery 

Period2

62-64 Enter data from the original requisition.

Advice 65-66 Enter data from the original requisition.

Date of Receipt of Demand 67-69 Enter the date of receipt of the demand 

document as recorded in that document by 

the initial recipient in the supply distribution 

system. Note: Referral orders generated as 

a result of backorder releases and submitted 

to the (Single Manager for Conventional 

Ammunition) SMCA shall contain code 888 

in rp 67-69.

Management Data 70-71 Enter management data, as authorized.

Demand Code/ 3

Management Data4

72 Enter demand code from rp 44 of original 

requisition or management data, as 

authorized. Note: Intra-Air Force Foreign 

Military Service (FMS) DIC A4_ transactions 

may use a Cooperative Logistics Program 

Support Code (CLPSC) (program/nonprogram) code in rp 72.

1 When used on a referral order to initiate an inter-Service ammunition-related ownership transfer with no 

physical movement of materiel and no billing, cite Signal Code M and Project Code CYK in conjunction 

with the supplementary address constructed as follows: Service/Agency Code Y followed by the old 

(from) ownership code, the RIC to which ownership is transferred, and the new/gaining (to) ownership 

code. Refer to ADC 1020.

2 Use of RDP for conventional ammunition last reported as not implemented by USAF. Refer to AMCL 

148.

3 Deferred implementation authorized. The revised format of the referral order to include the demand

code of the original requisition may be deferred for DLMS/logistics systems modernization.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.24-3 APPENDIX.24

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Management Data 73 Enter Management data, as authorized.

Routing Identifier Code 74-76 Enter RIC applicable to the activity 

generating the transaction.

Management Data 77-80 Enter management data, as authorized.

LATERAL REDISTRIBUTION ORDER ENTRIES: Entries applicable when rp 54 equals 2 or 3:

Purpose code 70 Enter the purpose code of the materiel being 

issued if required based on Component 

agreement (derived from DIC DZF, Asset 

Status Reporting Transaction); otherwise 

leave blank.

Condition Code 71 Enter the applicable condition code.

Blank 72-73 Leave Blank.

4 On an Intra-Navy basis, a management code may be used to identify the reason a requisition is referred 

to the Navy Inventory Control Point (ICP) when the requisition cannot be filled by the referring system. 

Refer to ADC 363.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.24-4 APPENDIX.24

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

GOVERNMENT-FURNISHED MATERIEL REFERRAL ORDER ENTRIES.

5

Manufacturer’s Directive 

Number

54-56 If required by the Component contracts, 

enter the MDN.

Call/Order Number 69-72 If required by the Component, enter the 

appropriate legacy four-position call/order 

number associated with the PIIN; otherwise 

leave blank. 

Procurement Instrument 

Identifier (PIID)

73-80 Enter the last eight positions of the PIID. 

This entry is mandatory.6, 7 When materiel is 

authorized under a PIID call/order number (F 

in 9th position) provide the last eight positions

MANAGEMENT CONTROL ACTIVITY ENTRIES. Entries Required for referral orders for 

Government-Furnished Materiel.8

Routing Identifier Code 4-6 Enter the RIC of the source of supply.

Distribution 54-56 Enter the distribution code of the 

management control activity (MCA) 

validating the transaction or the MDN 

consisting of the MCA’s distribution code in 

rp 54 and two other alpha/numeric 

characters in rp 55-56.

Routing Identifier Code 74-76 If required by the Component, enter the RIC 

of the validating MCA in rp 74-76.

5 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.

6 Abbreviated contract number is mandatory, regardless of inclusion of the MDN. Refer to ADC 1014.

7 Use the legacy PIIN pending transition to the PIID. Refer to ADC 1161A. 

8 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.25-1 APPENDIX 8.25

AP8.25. APPENDIX 8.25

REDISTRIBUTION ORDER

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC A2_.

Routing Identifier Code To 4-6 Enter RIC of the source to which the 

document is directed.

Media and Status 7 Enter the M&S code.

Stock or Part Number 8-22 Enter the NSN or part number.

Unit of Issue 23-24 Enter the U/I.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. 

Example: Express a quantity of 1,950,000 

as 1950M (1950 in rp 25-28 and an M in rp 

29).

Document Number 30-43 Enter document number assigned by the 

preparing activity.

Demand/Suffix1 44 For intra-DLA, enter suffix code, if 

appropriate; all others leave blank. 

Supplementary Address 45-50 Enter the SUPADD of the consignee.

Signal 51 Enter the signal code, as appropriate.

Fund 52-53 Enter the fund code, if appropriate.

Distribution 54-56 This field will be blank unless entries are 

prescribed by the preparing activity.

Distribution 54-56 This field will be blank unless entries are 

prescribed by the preparing activity.

1 Suffix Code authorized for intra-DLA use in support of Industrial Product-Support Vendor (IPV) program. 

Refer to ADC 1152.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.25-2 APPENDIX 8.25

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Project 57-59 Enter the project code, when applicable.

Priority 60-61 Enter the priority designator.

Required Delivery 

Date/Required Delivery 

Period2

62-64 Normally left blank. Enter three-position 

ordinal day when conditions meet 

prescribed requirements.

Advice 65-66 Use an advice code to convey instructions 

to the supply source. When code is not 

required leave blank.

Date of Receipt of Order 67-69 Leave blank on submission. Processing 

points will enter date of receipt.

Ownership 70 Enter ownership code, as appropriate.

Supply Condition 71 Enter supply condition code, as 

appropriate.

System Management 72-73 Enter system management codes 

applicable to this transaction.

Routing Identifier Code 

From

74-76 Enter the RIC of initiating activity.

Inventory Control Data 77-80 Enter inventory control codes as 

prescribed.

2Use of Required Delivery Period (RDP) for conventional ammunition last reported as not implemented by 

USAF. Refer to AMCL 148.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.26-1 APPENDIX 8.26

AP8.26. APPENDIX 8.26

SOURCE OF SUPPLY MATERIEL OBLIGATION

VALIDATION REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AN_.

Routing Identifier Code

From

4-6 Enter RIC (From) of the source of supply 

initiating the request.

Media and Status 7 Grant Aid transaction submitted to security 

assistance organization (SAO) by Service; 

international logistics control office (ILCO)

may, at Service option, contain a program 

originator code. Otherwise, this field shall be 

left blank. The program originator code shall

not be perpetuated in DIC AP_ responses 

transmitted to inventory control points (ICP).

Stock or Part Number 8-22 Enter stock or part number of the item on 

which validation is required. This number 

should be in agreement with the number 

included in latest status furnished recipient 

activities prior to validation requests.

Unit of Issue 23-24 Enter U/I from original requisition.

Quantity 25-29 a. Enter quantity of MOV request, unfilled 

quantity of items being validated that is on the 

source of supply record.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply classification 

(FSC) 1410, 1420, 1427, 1440, 5330, 5865, 

6810 or 8140), enter an M in rp 29 to express 

in thousands any quantity exceeding 99,999. 

Example: Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter document number of original requisition 

for item being validated.

Suffix 44 Enter the suffix code assigned to the 

document number at time backorder was 

established or leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.26-2 APPENDIX 8.26

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supplementary Address 45-50 Enter SUPADD from original requisition for 

item being validated.

Signal 51 Enter the signal code from original requisition 

for item being validated.

Fund 52-53 Enter the fund code from original requisition 

for item being validated.

Distribution 54-56 Enter the distribution code from original 

requisition for item being validated.

Project 57-59 Enter the project code from original requisition 

for item being validated.

Priority 60-61 Enter the priority designator from original 

requisition for item being validated.

Estimated Shipping Date 62-64 When ascertainable, enter the numerical day 

corresponding to the date that the source of 

supply estimates materiel shall be released for 

shipment.

Status 65-66 Enter status code to convey the information 

regarding the status of the materiel obligation.

Blank 67-70 Leave blank.

Cutoff Day 71-73 Enter ordinal day of the year of the cutoff date 

for validation; for example, use 121 for the 

April 30th cycle.

Blank 74 Leave blank.

Reply Due Day 75-77 Enter the ordinal day corresponding to the day 

on which the supply source must receive a 

response.

Blank 78-79 Leave blank.

Multi-Use 80 Reserved for ILCO entry of internal control 

data on Grant Aid transactions. Otherwise, 

this rp shall be left blank. ILCO code data 

shall not be perpetuated in DIC AP_ 

responses transmitted to ICPs.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.27-1 APPENDIX 8.27

AP8.27. APPENDIX 8.27

MATERIEL OBLIGATION VALIDATION REQUEST

CONTROL DOCUMENT

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AN9 when transmitting request. 

Enter DIC ANZ when following up on DIC AN9 

request.

Routing Identifier Code 4-6 Enter address of source of supply making the 

request. Use as address-to when making 

response.

Batch Control No. 7-10 Enter a control number assigned each batch of 

DIC AN_ transactions forwarded to a single 

activity for validation. Rp 7-8 shall contain the 

batch number and rp 9-10 shall contain the 

total number of batches being forwarded. For 

example, if two batches are sent, the first DIC

AN9 would contain “01" in rp 7-8 and “02" in rp 

9-10 (for example, “1" of “2"). The second 

DIC AN9 would contain “02" in rp 7-8 and “02" 

in rp 9-10.

Number of AN_ 

Documents in Batch

11-13 Enter actual number of DIC AN_ detail 

requests in this batch (under control number in 

rp 7-10) from 001 to 493 maximum.

Blank 14-29 Leave blank.

Address (To) 30-35 Enter the Department of Defense activity 

address code (DoDAAC) of recipient of 

requests. Identifies acknowledging activity in 

responses. Enter DoDAAC of rp 54 activity 

when recipient of DIC AN_ transactions.

Cutoff Date 36-39 Enter prescribed cutoff date of the validation 

cycle. (One position for last digit of calendar 

year and three positions for numerical day of 

year.)

Blank 40 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.27-2 APPENDIX 8.27

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Receipt Acknowledgment 

Date

41-44 When computer-readable documents are used 

in responding, enter date documents were 

received at responding activity.

Blank 45 Leave blank.

Response Due Date 46-49 Enter prescribed date the DIC AP_ document 

is due at the source of supplye. (Year and 

ordinal day configured as in rp 36-39 above).

Blank 50-53 Leave blank.

Distribution 54-56 Enter the distribution code when applicable; 

otherwise, leave blank.

Blank 57-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.28-1 APPENDIX 8.28

AP8.28. APPENDIX 8.28

RECEIPT CONFIRMATION FOR MATERIEL 

OBLIGATION VALIDATION REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AP9 or APX.

Other Fields 4-40 Duplicate from AN9/ANZ received.

Receipt Acknowledgment 41-44 Enter ordinal day DIC AN9/ANZ were received 

by validating activity. (Enter one position for 

last digit of calendar year and three positions 

for numerical day of year.)

Other Fields 45-80 Duplicate from DIC AN9/ANZ received.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.29-1 APPENDIX 8.29

AP8.29. APPENDIX 8.29

MATERIEL OBLIGATION VALIDATION RESPONSE

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AP_.

Routing Identifier Code 4-6 Enter the RIC indicating the source of supply 

to which the response is submitted.

Other Fields 7-24 Enter data from the request for which the 

response is prepared.

Quantity 25-29 a. Enter quantity still required. If total 

cancellation is desired, zero fill this field.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply classification 

(FSC) 1410, 1420, 1427, 1440, 5330, 5865, 

6810 or 8140), enter an M in rp 29 to express 

in thousands any quantity exceeding 99,999. 

Example: Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an M in rp 29).

Other Fields 30-59 Enter data from the request for which the 

response is prepared.

Priority 60-61 Enter validated priority designator.

Blank 62-70 Leave blank.

Transaction Day 71-73 Enter ordinal day of year on which the 

response is prepared.

Blank 74-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.30-1 APPENDIX 8.30

AP8.30. APPENDIX 8.30

FOREIGN MILITARY SALES NOTICE OF 

AVAILABILITY KEY DOCUMENT

AP3.30.1. The mechanized foreign military sales (FMS) notice of availability (NOA) is 

provided to Freight Forwarders/Country Representatives having a need to receive 

mechanized data for FMS shipments when FMS offer release option Y or Z is entered in 

rp 46 of requisitions. This FMS NOA Key document will accompany the FMS NOA 

detail documents.

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 a. Enter DIC AD1 for the initial key NOA 

document when an export release is not required.

b. Enter DIC ADR for the initial key NOA 

document when an export release is required.

c. Enter DIC AD3 for the delay key NOA 

document.

Routing Identifier

Code

4-6 Enter the RIC of the activity transmitting the NOA.

Number of Line Items 7-10 Enter the number of line items included in the 

shipment unit as represented by NOA detail 

documents transmitted with the NOA key 

document.

Commodity/Cargo 

Exception/Special 

Handling

11-17 a. Rp 11-15 will always contain the appropriate 

water commodity and cargo exception code to be 

used to describe the predominant commodity 

within the shipment unit for ocean manifesting. 

(See DTR 4500.9-R, “Defense Transportation 

Regulation”) 

b. Rp 16-17 will always contain the appropriate 

air commodity and special handling code to be 

used for all shipments via air. Identifies materiel 

for manifesting and customs requirements and 

denotes cargo requiring special handling or 

reporting (see DTR 4500.9-R).

Air Dimension 18 Identifies dimensional characteristics of air 

shipments by relating the dimensions of the 

largest piece to the minimum size cargo door 

opening of an aircraft (see DTR 4500.9-R).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.30-2 APPENDIX 8.30

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Security Cooperation 

Customer Code

19-20 Enter SC Customer Code. 

Blank 21-22 Leave blank.

Mode of Shipment 23 Identifies the intended mode to be used from 

shipping activity to designated consignee.1

Type of Pack 24-25 Identifies the type of pack code used for the 

shipment unit2. 

Pieces 26-29 Enter total pieces in shipment unit.

Weight 30-35 Enter total weight of shipment unit. This entry will

be rounded to the next whole number.

Cube 36-39 Enter total cubic feet of shipment unit. This entry 

will be rounded to the next whole number.

Blank 40-44 Leave blank.

Supplementary 

Address

45-50 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2, etc).

Blank 51-52 Leave blank.

Transportation Priority 53 See DTR 4500.9-R. 

Blank 54-56 Enter data same as the issue release/receipt 

document (materiel release order (MRO), DD 

Form 1348-1A, DD Form 1348-2, etc).

Project Code 57-59 Enter the same project code as the issue 

release/receipt document (MRO, DD Form 1348-

1A, DD Form 1348-2, etc).

Blank 60 Leave blank.

Transportation 

Control Number3

61-77 Identifies the number assigned to the shipment 

that controls the shipment from shipper to 

consignee. See DLM 4000.25, Chapter 25, 

Paragraph C25.11.

1 Refer to the TRDM for available code list at https://trdmws.maf.ustranscom.mil/trdm/index.html (DTR 

Data). 2 Ibid.

3 Refer to (ADC) 1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding 

DLMS 856N NOA and 870N NOA Reply.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.30-3 APPENDIX 8.30

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Date of Offer 78-80 a. For DICs AD1, ADR, and AD3 documents, 

enter the ordinal day the initial NOA is 

transmitted.

b. When new NOAs are prepared, because the 

original NOA contained items that were rejected, 

the date of offer will be the transmission date of 

the NOA.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.31-1 APPENDIX 8.31

AP8.31. APPENDIX 8.31

FOREIGN MILITARY SALES NOTICE OF 

AVAILABILITY DETAIL DOCUMENT

AP3.31.1. The mechanized foreign military sales (FMS) notice of availability (NOA) 

detail document will be prepared from the issue release/receipt documents (materiel 

release order (MRO), DD Form 1348-1A, and DD Form 1348-2) contained in the 

shipment unit and shall accompany the FMS NOA key document.

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code 

1-3 a. Enter DIC AD2 for the initial detail NOA 

document.

b. Enter DIC AD4 for the delay detail NOA 

document.

Routing Identifier Code 4-6 Enter the RIC of the activity transmitting the 

NOA.

Media and Status 7 Enter the same M&S code as the issue 

release/receipt document (MRO, DD Form 1348-

1A, DD Form 1348-2).

Stock or Part Number 8-22 Enter the stock or part number of the item 

supplied.

Unit of Issue 23-24 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2).

Quantity 25-29 a. Enter data same as the issue release/receipt 

documents (MRO, DD Form 1348-1A, DD Form 

1348-2).

b. For ammunition and ammunition related items 

only (items in Federal Supply Group (FSG) 13

and for Federal Supply classification (FSC) 1410, 

1420, 1427, 1440, 5330, 5865, 6810 or 8140), 

enter an “M” in rp 29 to express in thousands any 

quantity exceeding 99,999. Example: Express a 

quantity of 1,950,000 as 1950M (1950 in rp 25-

28 and an “M” in rp 29).

Document Number 30-43 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.31-2 APPENDIX 8.31

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Suffix 44 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2).

Supplementary 

Address

45-50 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2).

Blank 51-53 Leave blank.

Required Delivery 

Date/Required 

Availability Date

54-56 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2).

Project 57-59 Enter data same as the issue release/receipt 

document (MRO, DD Form 1348-1A, DD Form 

1348-2).

Blank 60 Leave blank.

Transportation Control

Number1

61-77 Enter data same as rp 61-77 of the initial FMS 

NOA key document.

Date of Offer 78-80 a. For DIC AD2 and DIC AD4 documents, enter 

the ordinal day the initial NOA is transmitted.

b. When new NOAs are prepared because the 

original NOA contained items that were rejected, 

the date of offer shall be the transmission date of 

the new NOA. 

1 Refer to (ADC) 1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding 

DLMS 856N NOA and 870N NOA Reply.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.32-1 APPENDIX 8.32

AP8.32. APPENDIX 8.32

FOREIGN MILITARY SALES NOTICE OF 

AVAILABILITY REPLY DOCUMENT

AP3.32.1. The mechanized foreign military sales (FMS) notice of availability (NOA) reply 

document is used when replying to a mechanized NOA. When shipment release is to be 

made to the addresses identified by coded entries in the requisition and the DLM 4000.25

Volume 6, Chapter 3 (Military Assistance Program Address Directory (MAPAD)), the DIC

AD5 shall contain the shipment release code (SRC) R in rp 60. When shipment release is to 

be made to an address that is not coded or contained in the MAPAD, the DI AD5 shall

contain SRC E in rp 60.

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AD5.

Routing Identifier Code through 

Cube

4-39 Enter data same as rp 4-39 of initial or 

delay FMS NOA key document.

Customer Transportation Order 

Number

40-44 When customer (CR/FF) assigns a 

number for internal control of shipments, 

the number shall be entered in these 

columns.

Other Fields 45-59 Enter data same as rp 45-59 of initial or 

delay FMS NOA key document.

Shipment Release 60 Enter codes as follows:

a. Enter R when shipment to be released 

to appropriate ship-to address contained 

in the MAPAD as identified by address 

codes in the FMS requisition.

b. Enter E when release instructions are 

being mailed under separate cover on the 

date of this reply.

Transportation Control 

Number1

61-77 Enter data same as rp 61-77 of initial or 

delay FMS NOA key document.

Date of Reply 78-80 Enter ordinal day reply to NOA is 

transmitted.

1 Refer to (ADC) 1098, Updates to DD Form 1348-5 Notice of Availability (NOA) and Corresponding 

DLMS 856N NOA and 870N NOA Reply.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.33-1 APPENDIX 8.33

AP8.33. APPENDIX 8.33

CUSTOMER ASSET REPORT

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Send To A Not Applicable Enter the appropriate in-the-clear 

name and address 

corresponding to the RIC. 

Report is From B Not Applicable Enter the appropriate in-the-clear 

name and address of the 

reporting activity.

Document Identifier

Code

1-3 Enter DIC FTE or FTG.1

Routing Identifier

Code

4-6 Enter the RIC of the inventory 

control point (ICP)/integrated 

material manager (IMM) to which 

the document is directed. For 

Government Services 

Administration (GSA), the RIC

shall always be GG0 (golf-golfzero)2. 

Media and Status 7 Enter M&S code.

1 Use of part-numbers in the material returns program last reported as not implemented by USMC. Refer 

to AMCL 167.

2 Requirement to use a single RIC on customer asset reports directed to the GSA last reported as not 

implemented by USA. Refer to AMCL 26.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.33-2 APPENDIX 8.33

FIELD LEGEND

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Stock or Part Number 8-22 Enter NSN (DIC FTE) or part 

number (DIC FTG)3. (Partnumbered materiel not 

authorized for asset reports 

directed to DLA). For 

subsistence items only, rp 21 

shall be type of pack and rp 22 

shall be the last digit of the 

calendar year the item, was 

packed.

Unit of Issue 23-24 Enter the U/I.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and 

ammunition related items only 

(items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 

1427, 1440, 5330, 5865, 6810 or 

8140), items only, enter an M in 

rp 29 to express in thousands 

any quantity exceeding 99,999. 

Example: Express a quantity of 

1,950,000 as 1950M (1950 in rp 

25-28 and an M in rp 29).

Document Number 30-43 Enter the document number.

Blank 44 Leave blank.

Supplementary 

Address

45-50 When applicable, enter the 

activity address code (AAC) of 

the credit to and/or ship from 

activity. Field may be left blank 

when code entry is not 

applicable. When code entry is 

not significant to the ICP, enter a 

Y in rp 45.

Signal 51 Enter the signal code.

3 Use of part-numbers in the material returns program last reported as not implemented by USMC. Refer 

to AMCL 167.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.33-3 APPENDIX 8.33

FIELD LEGEND

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Fund 52-53 Enter the fund code.

Blank 54-56 Leave blank.

Project 57-59 When applicable, enter project 

code using Service instructions; 

otherwise, leave blank.

Blank 60-64 Leave blank.

Advice 65-66 Enter 3T to indicate to the 

ICP/IMM that the document has 

been edited by DAAS. When 

code is not required, leave blank.

Routing Identifier

Code 

67-69 Enter the RIC of the activity 

preparing the document, if 

assigned; otherwise, leave blank.

Blank or Intra-Air 

Force Use

70 Leave blank or use for intra-Air 

Force to display asset position 

code.

Supply Condition 71 Enter supply condition code.

Blank 72-80 Leave blank.

Remarks Field L-V Not Applicable This field shall be used to convey 

any additionally required 

information not provided for in 

the report format.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.34-1 APPENDIX 8.34

AP8.34. APPENDIX 8.34

REPLY TO CUSTOMER ASSET REPORT

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC FTR.

Routing Identifier Code 4-6 Enter the RIC of the inventory control 

point (ICP)/integrated material manager 

(IMM) furnishing the reply.

Media and Status 7 Enter data as contained in the customer 

asset report unless modified by the ICP.

Stock Number 8-22 Enter data as contained in the customer 

asset report unless modified by the ICP.

Unit of Issue 23-24 Enter data as contained in the customer 

asset report unless modified by the ICP.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and ammunition 

related items only (items in Federal 

supply group (FSG) 13 and for Federal 

supply classification (FSC) 1410, 1420, 

1427, 1440, 5330, 5865, 6810 or 8140), 

enter an M in rp 29 to express in 

thousands any quantity exceeding 

99,999. Example: Express a quantity of 

1,950,000 as 1950M (1950 in rp 25-28 

and an M in rp 29).

Document Number 30-34 Enter data as contained in the customer 

asset report (DIC FTE).

Suffix 44 Enter the suffix, when applicable.

Supplementary Address 45-50 Enter data as contained in the customer 

asset report (DIC FTE).

Signal 51 Enter data as contained in the customer 

asset report (DIC FTE).

Fund 52-53 Enter data as contained in the customer 

asset report (DIC FTE).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.34-2 APPENDIX 8.34

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Receiving Depot 54-56 Enter the RIC of the receiving activity to 

which materiel is directed for return, or 

leave blank when no return is directed.

Project 57-59 Enter data as contained in the customer 

asset report (DIC FTE).

Priority Designator 60-61 Enter priority designator of the materiel 

return as directed by the ICP.

Action Date 62-64 Enter the ordinal day of document 

preparation.

Status 65-66 When Status Code SM is entered, rp 70-

73 will contain the date when further 

action should be taken.

Routing Identifier Code 67-69 Enter the last known source to which all 

future DIC FT_ transactions will be 

directed.

Multi-Use 70-73

On SM Status

Date

70-73 On SM status, enter date when further 

action should be taken by the reporting 

activity.

On Other Status

Blank 70 Leave blank.

Supply Condition 71 Enter code from the customer asset 

report (DIC FTE).

Demilitarization 72-73 Rp 72 will contain code assigned by the 

ICP/IMM as required by DODM 4160.21, 

“Defense Materiel Disposition”, when 

available. Entry not required on rejected 

transactions. Rp 73 is reserved for 

reclamation code, special reports, etc.

Unit Price 74-80 Enter the unit price applicable to the 

stock number shown in rp 8-22, when 

available. Entry not required on rejected 

transactions.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.35-1 APPENDIX 8.35

AP8.35. APPENDIX 8.35

DEFENSE AUTOMATIC ADDRESSING SYSTEM

CUSTOMER ASSET REPORT STATUS

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC FTQ.

Routing Identifier Code 4-6 Enter the RIC for the DAAS facility.

Media and Status 7 Enter data as contained in DIC FTC, DIC

FTE, or DIC FTF.

Stock Number 8-22 Enter data as contained in DIC FTC, DIC

FTE, or DI FTF.

Unit of Issue 23-24 Enter data as contained in DI FTC, or DI 

FTF.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and ammunition 

related items only (items in Federal supply 

froup (FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

“M” in rp 29 to express in thousands any 

quantity exceeding 99,999. Example: 

Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an “M” in rp 

29).

Document Number 30-43 Enter data as contained in DIC FTC, DIC

FTE, or DIC FTF.

Suffix 44 Enter data as contained in DIC FTC, DIC

FTE, or DIC FTF.

Supplementary Address 45-50 Enter data as contained in DIC FTC, DIC

FTE, or DIC FTF.

Signal 51 Enter data as contained in DIC FTC, DIC

FTE, or DIC FTF.

Project 57-59 Enter data as contained in DIC FTC, DIC

FTE, or DIC FTF.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.35-2 APPENDIX 8.35

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Blank 60-64 Leave blank.

Status 65-66 Enter status code.

Routing Identifier Code 67-69 Enter the RIC of ICP to which all future 

DIC FT_ transactions shall be directed.

Blank 70-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.36-1 APPENDIX 8.36

AP8.36. APPENDIX 8.36

DISPOSITION INSTRUCTIONS DELAY STATUS

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC FTD.

Routing Identifier Code 4-6 Enter the RIC of the inventory control 

point (ICP)/integrated material manager 

(IMM) or Defense Automatic Addressing 

System (DAAS) facility furnishing the 

status.

Media and Status 7 Enter data as contained in DIC FTE or 

DIC FTF.

Stock Number 8-22 Enter data as contained in DIC FTE or 

DIC FTF.

Unit of Issue 23-24 Enter data as contained in DIC FTE or 

DIC FTF.

Quantity 25-29 a. Enter the quantity.

b. For ammunition and ammunition 

related items only (items in Federal supply 

group (FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an 

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example: 

Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an M in rp 

29).

Document Number 30-43 Enter data as contained in DIC FTE or 

DIC FTF.

Suffix 44 Enter data as contained in DIC FTE or 

DIC FTF.

Supplementary Address 45-50 Enter data as contained in DIC FTE or 

DIC FTF.

Signal 51 Enter data as contained in DIC FTE or 

DIC FTF.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.36-2 APPENDIX 8.36

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Fund 52-53 Enter data as contained in DIC FTE or 

DIC FTF.

Blank 54-56 Enter data as contained in DIC FTE or 

DIC FTF.

Project 57-59 Enter data as contained in DIC FTE or 

DIC FTF.

Blank 60-61 Leave blank.

Action Date 62-64 Enter the ordinal day of document 

preparation.

Status 65-66 Enter the status code.

Routing Identifier 67-69 Enter data as contained in DIC FTE or 

DIC FTF.

Expected Reply Date 70-73 Enter the ordinal day disposition 

instructions from the ICP may be 

expected.

Blank 74-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.37-1 APPENDIX 8.37

AP8.37. APPENDIX 8.37

FOLLOW-UP FOR INVENTORY CONTROL POINT/

INTEGRATED MATERIEL MANAGER REPLY TO 

CUSTOMER ASSET REPORT

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Send To A Not Applicable Enter the appropriate in-the-clear 

name and address corresponding to 

the RIC.

Follow-up is 

From

B Not Applicable Enter the appropriate in-the-clear 

name and address of the reporting 

activity.

Document 

Identifier Code

1 1-3 Enter DIC FTF.

Other Fields 2-23 4-80 Enter data as contained in the 

customer asset report (DIC FTE).

Remarks Field L-V Not Applicable This field will be used to convey any 

additional required information not 

provided for in the follow-up format.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.38-1 APPENDIX 8.38

AP8.38. APPENDIX 8.38

CANCELLATION OF CUSTOMER ASSET REPORT

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

TYPE CANCELLATION

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S)

Send To A Not Applicable Enter the appropriate in-the-clear 

name and address 

corresponding to the RIC.

Cancellation is From B Not Applicable Enter the appropriate in-the-clear 

name and address of the 

reporting activity.

Document Identifier

Code

1-3 Enter DIC FTC.

Routing Identifier Code 4-6 Enter data as contained in the 

customer asset report (DIC

FTE).

Media and Status 7 Enter data as contained in the 

customer asset report (DIC

FTE).

Stock Number 8-22 Enter data as contained in the 

customer asset report (DIC

FTE).

Unit of Issue 23-24 Enter data as contained in the 

customer asset report (DIC

FTE).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.38-2 APPENDIX 8.38

FIELD LEGEND

TYPE CANCELLATION

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S)

Quantity 25-29 a. Enter quantity being 

canceled.

b. For ammunition and 

ammunition related items only 

(items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 

1427, 1440, 5330, 5865, 6810 or 

8140), enter an M in rp 29 to 

express in thousands any 

quantity exceeding 99,999. 

Example: Express a quantity of 

1,950,000 as 1950M (1950 in rp 

25-28 and an M in rp 29).

Other Fields 20-801 Enter data as contained in the 

customer asset report (DIC

FTE).

Remarks L-V Not Applicable This field shall be used to convey 

any additional required 

information not provided for in 

the cancellation format.

1 Indicate suffix code (rp 44), when applicable, for split actions indicated in DIC FTR.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.39-1 APPENDIX 8.39

AP8.39. APPENDIX 8.39

SHIPMENT STATUS

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC FTM.

Routing Identifier Code 4-6 Enter data as contained in the DIC FTR/FTA.

Media and Status 7 Enter data as contained in the DIC FTR/FTA.

Stock Number 8-22 Enter data as contained in the DIC FTR/FTA.

Unit of Issue 23-24 Enter data as contained in the DIC FTR/FTA.

Quantity 25-29 a. Enter quantity released to the carrier for 

shipment.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply classification 

(FSC) 1410, 1420, 1427, 1440, 5330, 5865, 

6810 or 8140), enter an M in rp 29 to express 

in thousands any quantity exceeding 99,999. 

Example: Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Enter data as contained in the DIC FTR/FTA.

Suffix 44 Enter data as contained in the DIC FTR/FTA.

Supplementary Address 45-50 Enter data as contained in the DIC FTR/FTA.

Signal 51 Enter data as contained in the DIC FTR/FTA.

Fund 52-53 Enter data as contained in the DIC FTR/FTA.

Routing Identifier 54-56 Enter data as contained in the DIC FTR/FTA.

Release Date 57-59 Enter the date materiel was released to the 

carrier.

Transportation Control 

Number

60-76 Enter the shipment unit TCN as prescribed in 

DTR 4500.9-R, “Defense Transportation 

Regulation”. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.39-2 APPENDIX 8.39

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Mode of Shipment 77 Enter the code identifying the mode of 

transportation used to move the materiel.1

Blank 78-80 Leave blank.

1 Refer to the USTRANSCOM Reference Data Management (TRDM) for available code list at

https://trdm.c2.amc.af.mil/trdm/index.jsp (DTR Data).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.40-1 APPENDIX 8.40

AP8.40. APPENDIX 8.40

AUTOMATIC RETURN NOTIFICATION

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

TYPE STATUS

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK 

NO.

(MECHANICAL)

RECORD

POSITION(S)

Send To A Not Applicable Enter the appropriate in-theclear name and address 

corresponding to the RIC.

Status is From B Not Applicable Enter the appropriate in-theclear name and address of the 

reporting activity.

Document Identifier

Code

1-3 Enter DIC FTA.

Routing Identifier Code 4-6 Enter the RIC of the inventory 

control point (ICP)/integrated 

materiel manager (IMM) to 

which the document is directed.

Media and Status 7 Enter the M&S code.

Stock Number 8-22 Enter the stock number.

Unit of Issue 23-24 Enter the U/I.

Quantity 25-29 a. Enter quantity released to 

the carrier for shipment.

b. For ammunition and 

ammunition related items only 

(items in Federal supply group 

(FSG) 13 and for Federal 

supply classification (FSC)

1410, 1420, 1427, 1440, 5330, 

5865, 6810 or 8140), enter an 

M in rp 29 to express in 

thousands any quantity 

exceeding 99,999. Example:

Express a quantity of 1,950,000 

as 1950M (1950 in rp 25-28 and 

an M in rp 29).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.40-2 APPENDIX 8.40

FIELD LEGEND

TYPE STATUS

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK 

NO.

(MECHANICAL)

RECORD

POSITION(S)

Document Number 30-43 Enter the document number.

Blank 44 Leave blank.

Supplementary 

Address

45-50 When applicable, enter the 

activity address code (AAC) of 

the credit-to and/or ship-from 

activity. Field may be left blank 

when a code entry is not 

applicable. When a code entry 

is not significant to the ICP, a Y 

shall be entered in rp 45.

Signal 51 Enter the signal code.

Fund 52-53 Enter the fund code.

Routing Identifier Code 54-56 Enter the RIC of receiving 

activity to which automatic 

shipment is made.

Project 57-59 When applicable, enter 

appropriate project code.

Priority Designator 60-61 Enter the priority designator 03 

or 06.

Blank 62-66 Leave blank.

Routing Identifier Code 

(From)

67-69 Enter the RIC of the submitter, if 

applicable.

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code.

Blank 72-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.41-1 APPENDIX 8.41

AP8.41. APPENDIX 8.41

INVENTORY CONTROL POINT/INTEGRATED 

MATERIEL MANAGER FOLLOW-UP

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC FT6.

Routing Identifier Code 4-6 Enter data as contained in DIC FTA or 

FTR.

Media and Status 7 Enter data as contained in DIC FTA or 

DIC FTR.

Stock Number 8-22 Enter data as contained in DIC FTA or 

DIC FTR.

Unit of Issue 23-24 Enter data as contained in DIC FTA or 

DIC FTR.

Quantity 25-29 Enter quantity from DIC FTA or DIC FTR 

or lesser quantity due to cancellation.

Document Number 30-43 Enter data as contained in DICFTA or DIC 

FTR.

Suffix 44 Enter data as contained in DIC FTA or 

DIC FTR.

Supplementary Address 45-50 Enter data as contained in DIC FTA or 

DIC FTR.

Signal 51 Enter data as contained in DIC FTA or 

DIC FTR.

Fund 52-53 Enter data as contained in DIC FTA or 

DIC FTR.

Routing Identifier Code 54-56 Enter data as contained in DIC FTA or 

DIC FTR.

Project 57-59 Enter data as contained in DIC FTA or 

DIC FTR.

Priority 60-61 Enter data as contained in DIC FTA or 

DIC FTR.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.41-2 APPENDIX 8.41

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Action Date 62-64 Enter data as contained in DIC FTA or 

DIC FTR.

Status 65-66 Enter appropriate status code from 

Appendix AP2.16.

Other Fields 67-80 Enter data as contained in DIC FTA or 

DIC FTR.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.42-1 APPENDIX 8.42

AP8.42. APPENDIX 8.42

INVENTORY CONTROL POINT/INTEGRATED 

MATERIEL MANAGER MATERIEL RECEIPT STATUS

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC FTZ.

Routing Identifier Code 4-6 Enter IMM RIC.

Media and Status 7 Enter data as contained in the shipment 

status (DIC FTM) or receipt document.

Stock Number 8-22 Enter stock number of materiel received.

Unit of Issue 23-24 Enter UI of materiel received.

Quantity 25-29 a. Quantity of materiel received in a single 

materiel condition. Multiple DIC FTZ 

documents are provided when a single 

shipment is received in more than one 

materiel condition.

b. For ammunition and ammunition related 

items only (items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 1427, 

1440, 5330, 5865, 6810 or 8140), enter an

M in rp 29 to express in thousands any 

quantity exceeding 99,999. Example:

Express a quantity of 1,950,000 as 1950M 

(1950 in rp 25-28 and an M in rp 29).

Document Number 30-43 Perpetuate from DIC FTM.

Suffix 44 Perpetuate from DIC FTM.

Supplementary Address 45-50 Perpetuate from DIC FTM.

Signal 51 Perpetuate from DIC FTM.

Fund 52-53 Enter data as contained in the shipment 

status (DIC FTM).

Receiving Depot 54-56 Enter data as contained in the shipment 

status (DIC FTM).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.42-2 APPENDIX 8.42

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Release Date 57-59 Enter data as contained in the shipment 

status (DIC FTM).

Priority Designator 60-61 Enter Data as contained in DIC FTA or DIC

FTR

Materiel Receipt Date 62-64 Enter date materiel received or date credit 

authorization canceled.

Status 65-66 Enter status code from Appendix AP2.16 .

Routing Identifier Code 67-69 Enter the RIC of the reporting activity.

Blank 70 Leave blank.

Supply Condition 71 Enter supply condition code indicating 

condition of materiel received.

Expected Credit 72-80 Enter credit to be granted in dollars and 

cents. When no credit is granted, zero fill.

Expected Credit 801 For intra-Army return of reparables only:

To designate To designate 

amount of credit amount of credit

granted, enter: reversal, enter:

Code Value Code Value

{ 0 { 0

A 1 J 1

B 2 K 2

C 3 L 3

D 4 M 4

E 5 N 5

F 6 O 6

G 7 P 7

H 8 Q 8

I 9 R 9

1 Refer to ADC 215, Material Receipt Status (material returns program (MRP)) Credit Reversal Amount.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.43-1 APPENDIX 8.43

AP8.43. APPENDIX 8.43

FOLLOW-UP FOR INVENTORY CONTROL

POINT/INTEGRATED MATERIEL MANAGER

MATERIEL RECEIPT STATUS

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

TYPE FOLLOW-UP

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK 

NO.

(MECHANICAL)

RECORD

POSITION(S)

Send To A Not Applicable Enter the appropriate in-the-clear 

name and address corresponding to 

the routing identifier code (RIC).

Followup is From B Not Applicable Enter the appropriate in-the-clear 

name and address of the reporting 

activity.

Document Identifier

Code

1 1-3 Enter DIC FTT.

Other Fields 2-23 4-80 Enter the data as contained in the 

materiel shipment status (DIC FTM).

Remarks Field L-V Not Applicable This field shall be used to convey 

any additionally required information 

not provided for in the followup 

format.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.44-1 APPENDIX 8.44

AP8.44. APPENDIX 8.44

FOLLOW-UP FOR MATERIEL RETURNS PROGRAM 

CREDIT

(See DLM 4000.25 Volume 4 (MILSBILLS), Appendix 3)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.45-1 APPENDIX 8.45

AP8.45. APPENDIX 8.45

REPLY TO FOLLOW-UP FOR MATERIEL RETURNS 

PROGRAM CREDIT

(See DLM 4000.25 Volume 4, Appendix 3)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.46-1 APPENDIX 8.46

AP8.46. APPENDIX 8.46

REQUEST FOR SHIPMENT TRACING ON 

REGISTERED, INSURED, AND CERTIFIED PARCEL 

POST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC AFT.

Routing Identifier Code 4-6 Enter RIC (To), Consignor.

Other Entries 7-80 Duplicate of DIC AS_ or DIC AU_ document 

received.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.47-1 APPENDIX 8.47

AP8.47. APPENDIX 8.47

SUPPLY STATUS

(MATERIEL RETURNS PROGRAM)

FIELD LEGEND

TYPE STATUS

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S)

Send To A Not Applicable Enter the appropriate in-the-clear 

name and address corresponding 

to the routing identifier code (RIC).

Status is From B Not Applicable Enter the appropriate in-the-clear 

name and address of the reporting 

activity.

Document Identifier

Code

1-3 Enter DIC FTL.

Routing Identifier

Code

4-6 Enter data as contained in DIC

FTR.

Media and Status 7 Enter data as contained in DIC

FTR.

Stock Number 8-22 Enter data as contained in DIC

FTR.

Unit of Issue 23-24 Enter data as contained in DIC

FTR.

Quantity 25-29 a. Enter quantity to be shipped.

b. For ammunition and 

ammunition related items only 

(items in Federal supply group 

(FSG) 13 and for Federal supply 

cassification (FSC) 1410, 1420, 

1427, 1440, 5330, 5865, 6810 or 

8140), enter an M in rp 29 to 

express in thousands any quantity 

exceeding 99,999. Example:

Express a quantity of 1,950,000 as 

1950M (1950 in rp 25-28 and an M

in rp 29).
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.47-2 APPENDIX 8.47

FIELD LEGEND

TYPE STATUS

ENTRY AND INSTRUCTIONS

(MANUAL)

BLOCK NO.

(MECHANICAL)

RECORD

POSITION(S)

Document Number 30-43 Enter data as contained in DIC

FTR.

Suffix 44 Enter data as contained in DIC

FTR.

Supplementary 

Address

45-50 Enter data as contained in DIC

FTR.

Signal 51 Enter data as contained in DIC

FTR.

Fund 52-53 Enter data as contained in DIC

FTR.

Routing Identifier

Code

54-56 Enter data as contained in DIC

FTR.

Estimated Shipping 

Date

57-59 Enter estimated date of shipment.

Priority 60-61 Enter data as contained in DIC

FTR.

Action Date 62-64 Enter ordinal day of document 

preparation.

Blank 65-80 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-1 APPENDIX8.48

AP8.48. APPENDIX 8.48

MATERIEL RELEASE DOCUMENT

DD FORM 1348-1A OR DD FORM 1348-2

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-31 Perpetuate from requisition or source 

document unless otherwise indicated.

Routing Identifier Code

(From)

4-62 Enter the RIC of the shipping activity.

Media and Status 7 Enter the M&S code assigned to the 

requisition or source document.

Stock or Part Number 8-22 Indicate the NSN or part number being 

released. See Block 25.

Unit of Issue 23-24 Indicate the U/I of the NSN or part 

number being released.

Quantity 25-29 Indicate the quantity being released. 

See Block 26.

Document Number 30-43 Enter the document number of

requisition. See Block 24.

Suffix Code 44 Leave blank if the document represents 

release of the total quantity 

requisitioned. Indicate the appropriate 

suffix code assigned to indicate a partial 

quantity release. See Block 24.

Supplementary Address 45-503 Perpetuate from the original requisition 

or source document. See Block 26.

Signal 514 Perpetuate from the original requisition 

or source document.

Fund 52-535 Perpetuate from the original requisition 

or source document.

1 Procedures, formats, and codes for requisitioning material from disposal last reported as not 

implemented by DLA. Refer to AMCL 139A.

2 Ibid.

3 Ibid. 4 Ibid. 

5 Ibid. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-2 APPENDIX8.48

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Distribution 54-566 Perpetuate from the original requisition 

or source document.

Project 57-597 Perpetuate from the original requisition 

or source document.

Priority 60-618 Perpetuate from the original requisition 

or source document.

Required 62-649 Perpetuate from the original requisition 

or source document.

Advice 65-6610 Perpetuate from the original requisition 

or source document.

Routing Identifier Code 67-6911 Perpetuate from the original requisition 

or source document.

Management 70-73 Perpetuate from the original requisition 

or source document.

Unit Price12 74-80 Indicate the unit price of item being 

released. See Block 26.

6 Ibid.

7 Ibid.

8 Ibid.

9 Ibid.

10 Ibid.

11 Ibid. 12 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-3 APPENDIX8.48

BLOCK(S) ENTRIES

1 Total price (10 digits dollars and 2 digits cents).13

2 Department of Defense Activity Address Code (DoDAAC) of shipping 

activity/DLA Disposition Services Field Office. If reduced print in used, in-theclear address may be entered in addition to the DoDAAC.

3 DoDAAC of the activity to receive the shipment, if applicable. If reduced print 

is used, in-the-clear address may be entered in addition to the DoDAAC.

4 Mark-for Party, if applicable. The mark-for party may be identified by 

DoDAAC, RIC, clear text, or a combination of these. Up to 24 characters may 

be displayed as two lines of 12 each. The DoDAAC or RIC (when provided) 

will appear in the first line and must be separated from clear text with a slash 

(/). Reduced print may be used.

5 Document preparation date (enter numerical day of year).

6 National motor freight classification commodity code.

7 Freight rate for the shipment.

8 Type of cargo code (See DTR 4500.9-R “Defense Transportation Regulation)

9 Enter applicable controlled inventory item code (CIIC) that describes the 

classified and/or sensitive or pilferage classification of the shipment from DoD 

Cataloging Data and Transaction Standards (CDTS), Volume 10, Chapter 3, 

Table 61. (Mandatory Entry)14

10 Actual quantity received. 

11 Unit pack of item shipped.

12 Unit weight of item shipped.

13 Unit cube of item shipped.

14 Uniform freight classification (UFC) commodity code.

15 Shelf life of item shipped. Enter SL (for shelf life) followed by applicable shelflife code from DoD Cataloging Data and Transaction Standards (CDTS) 

Volume 10, Chapter 3, Table 50. (Mandatory Entry)15

16 Freight classification nomenclature.

17 Item nomenclature.

18 Type of container used for the shipment.

19 Number of containers that make up the shipment.

13 Ibid.

14 Mandatory requirement to enter the controlled inventory item code (CIIC) and shelf-life code on the DD 

Form 1348-1A for issues from stock last reported as not implemented by USN. Refer to AMCL 32.

15 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-4 APPENDIX8.48

BLOCK(S) ENTRIES

20 Total weight of all containers that make up the shipment.

21 Total cube of all containers that make up the shipment.

22 Received by, signature of receiver, or call sign/code of individual authorized 

access to the automated file.

23 Date received, date shipment was received.

24 Document Number - The document number assigned to the requisition.16

Suffix Code - Blank if the document represents release of the total quantity 

requisitioned. If partial shipment, the appropriate suffix code assigned to 

indicate partial quantity released.

25 National Stock Number - Enter the stock or part number being released.

Add - For subsistence items, enter the type of pack code in position 21.

FOR OTHER THAN FMS SHIPMENTS

26 Routing Identifier Code - The RIC code of the shipping activity.

Unit of Issue - The unit of issue of the stock or part number being released.

Quantity - The quantity being released.

Condition Code - The supply condition code of materiel being released.

Distribution - Perpetuate from record positions 55 and 56.

Unit Price17 - The unit price for the NSN/part number being released.

27 This block may contain additional data including bar coding for internal use. 

This block may contain a PDF417 2D bar code that contains information for 

serially tracked items and repeats bar coded data content. Data entered in 

this block is as required by shipping activity by commodity. When data is 

entered in this block, it will be clearly identified.

See Appendix 6.35 for Code 39 linear bar code and PDF417 2D bar code 

format information. See Appendix 6.36 for the Block 27 continuation page 

requirements.

For shipments of GFP, include the GFP contract number (and call order 

number when provided). This includes shipments from DOD to contractors 

and contractor shipment of GFP to DOD activities. The contract number will

be prefaced by “GFP” to clarify the usage.

16 Prepare data from blocks 24-26 in two configurations: (1) three-of-nine bar code and (2) in-the-clear. 

When prepared manually, do not include bar code.

17 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-5 APPENDIX8.48

BLOCK(S) ENTRIES

DTID - On issues from DLA Disposition Services Field Office, enter Disposal 

Turn-In Document (DTID).18

 

For Issues of DLA Disposition Services-owned property :

Warehouse/Shipping Instructions:

Exception Shipping Address: If the ship to address is an exception 

address, print the exception address (up to five lines).

Special Shipping Instructions: Print any special shipping instructions. 

Some examples of shipping instructions can include:

 Do not ship. Customer will arrange for transportation.

Do not ship property. Contact customer for transportation 

instructions.

 Contact customer to obtain transportation fund cite and TAC.

 Fax this 1348 and shipping document to [insert point of contact].

Fund Citation: Print line of accounting in a single text field.

Foreign Military Sales Information: For FMS shipments, print “FMS 

COSTS”.

Type of Property Being Shipped: Indicate if the property is either 

“Hazardous Property” or a “Small Arms Issue”.

Other Instructions:

Instructions for Return of Unneeded Property: Print applicable 

instructions if customer is required to return material to DLA Disposition 

Services, when they no longer require the property and/or it requires 

demilitarization.

USML Items - This block will contain clear-text information to identify 

shipments of USML items which may require filing of export licenses and 

shipper export declarations (SED) per 22CFR126.4 and 22CFR123.22 as 

follows: “USML item—may need SED.”

Purchase Order (PO) Number - Perpetuate the customer’s internal PO 

number when provided on the release order. The PO number must be 

prefaced by text “PO #” to clarify the usage.19

18 Procedures, formats, and codes for requisitioning material from disposal last reported as not 

implemented by DLA. Refer to AMCL 139A.

19 Refer to ADC 473A
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-6 APPENDIX8.48

BLOCK(S) ENTRIES

For IUID to support UIT/serialized item management:

20

Unique Item Identifier (UII) and/or Serial Number

The following additional data elements may be included in support of 

IUID:

 Manufacturer’s commercial and Government entity (CAGE)

 Current Part Number (PN)

 Batch/Lot (BT/LT) 

 Clear text labeling of IUID information must be provided using

the following acronyms: CAGE, P/N, BT/LT, S/N, and UII.

FOR OTHER THAN FMS SHIPMENTS

26 Unit of Issue - two positions - the unit of issue of the stock or part number 

being released.

Quantity - five positions - the quantity being released.

Condition - one position - the supply condition code of materiel being 

released.

Unit Price21 - the unit price for the NSN/part number being released.

Supplementary Address - the first position and last three positions of the 

supplementary address.

27 This block may contain additional data including bar coding for internal use. 

This block may contain a PDF417 2D barcode which contains information for 

serially tracked items and repeats bar coded data content. Data entered in 

this block is as required by shipping activity by commodity. When data is 

entered in this block, it will be clearly identified. See Appendix 6.35 for Code 

39 linear bar code and PDF417 2D barcode format information. See 

Appendix 6.36 for the Block 27 continuation page requirements.

USML Items – This block will contain clear-text information to identify 

shipments of United States Munitions List (USML) items which may require 

filing of export licenses and Shipper Export Declarations (SED) per 

22CFR126.4 and 22CFR123.22 as follows: “USML item—may need SED.

20 Capability to support IUID data content within the PDF417 2D bar code has been approved for 

staggered and phased implementation under ADC 44B and ADC 399/399A. Components have not 

reported implementation at this time.

21 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.48-7 APPENDIX8.48

BLOCK(S) ENTRIES

For FMS Repair/Return and Repair/Replace Items – Include the estimated or 

actual unit cost for the repair service; perpetuate from the release order when 

provided. This block will contain the following statement: “Unit repair value of 

$XXXXXXXXX.XX is provided for United States Customs export purposes. 22

For IUID to support UIT/serialized item management:

23

Unique Item Identifier (UII) and/or Serial Number (S/N)

The following additional data elements may be included in support of IUID: 

Manufacturer’s CAGE

Current Part Number

Batch/Lot

Clear text labeling of IUID information must be provided using the following 

acronyms: CAGE, P/N, BT/LT, S/N, and UII.

22 Refer to ADC 1031.

23 Ibid.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.49-1 APPENDIX 8.49

AP8.49. APPENDIX 8.49

TRANSFERS TO DLA DISPOSITION SERVICES FIELD 

OFFICE ON 1348-1A OR DD FORM 1348-2 

(SINGLE LINE-ITEM TURN-INS)

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Perpetuate from the source document. For 

locally determined excesses generated at a 

base, post, camp, or station, assign a DIC as 

determined by Service/Agency (S/A) 

procedures.

Routing Identifier Code 4-6 Enter the RIC of the shipping activity or leave 

blank when the shipping activity is not 

assigned an RIC. 

Media and Status 7 Leave blank.

Stock or Part Number 8-22 Enter the stock or part number being turned 

in. For subsistence items, enter the type of 

pack in rp 21. See Block 25.

Unit of Issue 23-24 Enter the unit of issue of the stock or part 

number being turned in.

Quantity 25-29 Enter the quantity being turned in to DLA 

Disposition Services Field Office. 

Document Number 30-43 Perpetuate from source document. This 

cannot be the same document number that 

was used to receive the materiel. For locally 

determined excess generated at base, post, 

camp, or station, assign as determined by S/A 

procedures. See Block 24.

Suffix 44 Leave blank.

Supplementary Address 45-50 Enter DoDAAC of predesignated consignee 

DLA Disposition Services Field Office . 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.49-2 APPENDIX 8.49

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Signal 51 For hazardous materiel and waste turn-ins, 

enter the applicable signal code; otherwise, 

leave blank. Signal Codes A, B, C, and L are 

authorized; if using Signal Code B, bill-to 

office must be identified in block 27. Refer to 

Appendix AP7.10, Signal Codes, for bill-to 

identification rules associated with disposal 

turn-in document (DTID). 

Fund 52-53 For Hazardous materiel and waste turn-ins, 

enter the bill to fund code for reimbursable 

actions associated with disposal.

Distribution 54 Perpetuate from source document or leave 

blank.

Retention Quantity 55-61 Enter the quantity to be retained in inventory 

or leave blank.

Precious Metals 62 Enter applicable precious metals code from 

appendix AP7.23.

Automated Data 

Processing Equipment 

Identification

63 Enter applicable ADPE code from appendix 

AP7.24.

Disposal Authority 64 Enter applicable disposal authority code from 

Appendix AP7.21.

Demilitarization 65 Enter code assigned as required by DoD 

4160.21-. Note: When demilitarization has 

been accomplished prior to transfer to DLA 

Dispostion Services Field Office, the 

appropriate demilitarization certification, as 

required by DoD 4160.21 , must be reflected 

in Block 27.

Reclamation 66 Enter Y if reclamation was performed prior to 

release to a DLA Disposition Services Field 

Office. Enter R if reclamation is to be 

performed after turn-in to DLA Disposition 

Services Field Office. Enter N if reclamation 

is not required.

Routing Identifier Code 67-69 Perpetuate from disposal release order

(DRO). 

Ownership 70 Enter applicable ownership code or leave 

blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.49-3 APPENDIX 8.49

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Supply Condition 71 Enter the applicable MILSTRAP supply 

condition code.

Management 72 Perpetuate from source document or leave 

blank.

Flight Safety Critical 

Aircraft Parts 

731 Enter Criticality Code E to indicate Nuclear 

Hardened Flight Safety Critical Aircraft Parts 

(FSCAP) or Criticality Code F to indicate a 

standard FSCAP. 

Unit Price 74-80 Enter the unit price for the NSN or part 

number in rp 8-222. 

BLOCK(S) ENTRIES

1 Enter the extended value of the transaction3. 

2 Enter the shipping point by Department of Defense activity address code

(DoDAAC); if reduced printing is used, in-the-clear address may be 

entered in addition to the DoDAAC.

3 Enter the consignee DLA Disposition Services Field Office by DoDAAC. 

This will be the predesignated DLA Disposition Field Office and will be 

entered by the shipping activity; if reduced printing is used, the in-the-clear 

address may be entered in addition to the DoDAAC.

4 Insert HM, if the turn-in is hazardous materiel or HW, if the turn-in is 

hazardous waste.

5 Enter the date of document preparation, if required by the shipper.

6 Enter the national motor freight classification (NMFC), if required by the 

shipper.

7 Enter the freight rate, if required by the shipper.

8 Enter coded cargo data, if required by the shipper.

9 Enter applicable controlled inventory item code which describes the 

security/pilferage classification of the shipment from DoDM Cataloging 

Data and Transaction Standards (CDTS), Volume 10, Chapter 3, Table 

61.

1 Identification of of FSCAP codes on the DTID and disposal release transactions last reported as not 

implemented by USA and USN. Refer to Approved DLSS/DLMS Change 6. 

2 Unit prices obtained via electronic interfaces which are not constrained by the MILSTRIP field size will 

reflect the unit price as 9 digits for dollars and 2 digits for cents. If total price exceeds available space for 

display on the printed form, the generating application may leave blank. Refer to ADC 221A. 

3 If total price exceeds available space for display on the printed form, the generating application may 

leave blank. Refer to ADC 221. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.49-4 APPENDIX 8.49

BLOCK(S) ENTRIES

10 Enter the quantity actually received by the DLA Disposition Field Office, if 

different from positions 25-29.

11 Enter the number of units of issue in a package, if required by the shipper.

12 Enter the unit weight applicable to the unit of issue, if required by the 

shipper.

13 Enter the unit cube applicable to the unit of issue, if required by the 

shipper.

14 Enter the uniform freight classification, if required by the shipper.

15 Enter the shelf life, if appropriate; otherwise, leave blank.

16 Enter in-the-clear freight classification nomenclature, if required by the 

shipper.

17 Enter the item nomenclature. For non-NSN items; enter as much 

descriptive information as possible. Specified additive data or certification 

from the generating source for specific types of property should be 

entered.

18 Enter type of container, if required by the shipper.

19 Enter number of containers that makes up the shipment, if required by the 

shipper.

20 Enter total weight of shipment, if required by the shipper.

21 Enter total cube of shipment, if required by the shipper.

22 Received By - Enter the signature of person receiving the materiel.

23 Date Received - Enter date materiel was received and signed for.

24 Document Number - Perpetuate from source document. This cannot be 

the same document number that was used to receive the materiel. For 

locally determined excesses generated at base, post, camp, or station, 

assign a document number as determined by Service/Agency procedures.

Suffix Code - Leave blank.4

25 National Stock Number - Enter the stock number or part number being 

turned in.

Additional - For subsistence items, enter the type of pack code rp 21.

26 For turn-in to DLA Disposition Services Field Office - This block will not 

contain bar code data, it is reserved for internal DLA Disposition Services 

Field Office use. 

4 Data from blocks 24-25 will be displayed in two configurations; (1) three-of-nine bar code and (2) inthe-clear. When prepared manually, bar code will not be included.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.49-5 APPENDIX 8.49

BLOCK(S) ENTRIES

27 This block may contain additional data including bar coding for internal 

use. This block may contain a PDF417 2D bar code that contains 

information for serially tracked items and repeats bar coded data content. 

Enter data in this block as required by the shipping activity or the DLA 

Disposition Services receiving the materiel. When data is entered in the 

block, it will be clearly identified. See Appendix 6.35 for Code 39 linear 

bar code and PDF417 2D bar code format information. See Appendix 6 

.36 for the Block 27 continuation page requirements.

HM/HW Turn-Ins – For hazardous materiel and waste turn-ins, enter the 

DoDAAC of the bill-to office (required for Signal Code B), the contract line 

item number (CLIN) for the item on the disposal contract, the total cost of 

the disposal, Hazardous Waste Profile Sheet Reference Number, the 

Material Safety Data Sheet 5-digit alpha code from the Hazardous Material 

Information Repository System, the Chemical Name of Hazardous 

Contaminant(s), and the Noun Name of Non-Hazardous Contaminant(s).

FSCAP Items –This block will contain both coding and clear-text 

information to identify Flight Safety Critical Aircraft Parts (FSCAP) 

shipments to DLA Disposition Services Field Offices using Criticality Code 

E or F as follows: FSCAP E - Flight Safety Critical Aircraft Part-Nuclear 

Hardened or FSCAP F – Standard Flight Safety Critical Aircraft Part.5

Scrap Reimbursement – This block will contain the fund citation for 

reimbursement of scrap proceeds minus Disposition processing costs.

For IUID to support UIT/serialized item management6

Unique Item Identifier (UII) and/or Serial Number

The following additional data elements may be included in support of IUID:

Manufacturer’s CAGE

Current Part Number

Batch/Lot

Clear text labeling of IUID information must be provided using the 

following acronyms: CAGE, P/N, BT/LT, S/N, and UII.

Small Arms/Light Weapons (SA/LW) Turn-In7 – Ship serialized weapons 

and serialized weapon parts to the Anniston, Alabama, DEMIL Center. Do 

not mix partial and complete weapons on a single IRRD. For 

partial/incomplete weapon turn-in, identify missing parts in this block. If 

there is insufficient space, use an attached continuation page (refer to 

5 Identification of of FSCAP codes on the DTID and disposal release transactions last reported as not 

implemented by USA and USN. Refer to Approved DLSS/DLMS Change 6, 

6 Capability to support IUID data content within the PDF417 2D bar code has been approved for 

staggered and phased implementation under ADC44B and ADC 399/399A. Components have not 

reported implementation at this time.

7 Refer to ADC 1175 and https://www.dla.mil/DispositionServices/. 
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.49-6 APPENDIX 8.49

BLOCK(S) ENTRIES

Appendix 1.36). If the shipment includes multiple weapons, associate 

each list of missing parts with the serial number of the whole weapon. In 

lieu of listing the missing parts, the owning Component may authorize 

including aa signed statement certifying that the weapons have missing 

parts. Provide the name and contact information of the authorizing official. 

If prepared electronically, provide a digital signature.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.50-1 APPENDIX 8.50

AP8.50. APPENDIX 8.50

RETURN OF DISCREPANT FOREIGN MILITARY 

SALES MATERIEL

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Leave blank.

Routing Identifier Code

From

4-6 Leave blank.

Media and Status 7 Leave blank.

Stock Number 8-22 Enter the stock or part number of the item 

authorized to be returned.

Unit of Issue 23-34 Enter the UI.

Quantity 25-29 Enter the quantity authorized to be 

returned.

Document Number 30-43 Enter the requisitioner’s document number 

from block 8, SF 364.

Suffix 44 Leave blank.

Supplementary Address 45-50 Leave blank.

Signal 51 Leave blank.

Fund 52-53 Leave blank.

Distribution 54-56 Leave blank.

Project 57-59 Leave blank.

Priority 60-61 Leave blank.

Required Delivery Date 62-64 Leave blank.

Advice 65-66 Leave blank.

Routing Identifier Code 67-69 Enter the RIC of U.S. source of supply 

preparing the DD Form 1348-1A or DD 

Form 1348-2.

Blank 70-73 Leave blank.

Unit price 74-80 Enter the unit price for the NSN or part 

number shown in rp 8-22. (This should be 

the same price as used on the issue 

document.)
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.50-2 APPENDIX 8.50

BLOCK(S) ENTRIES

A Leave blank.

B The consignee by account number, name, and address.

C-D Enter words “Transshipment point” and account number, name, 

and address of activity designated to receive the transshipped 

materiel. If not designated, leave blank.

E The extended value of the transaction.

F-N Leave blank.

O Date of document preparation.

P Supply condition of the materiel authorized for return.

Q-Y Leave blank.

1-10 Leave blank.

AA-BB Enter the “SDR number” from Block 2, SF 364.

CC-GG Leave blank.

11-12 Leave blank.

13 Transportation fund cite applicable to the shipment.

14-15 Leave blank.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.51-1 APPENDIX 8.51

AP8.51. APPENDIX 8.51

MATERIEL OBLIGATION VALIDATION

REINSTATEMENT REQUEST1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC APR.

Routing Identifier Code 4-6 Enter the RIC of the source of supply that 

canceled the requisition.

Other Fields 7-24 Enter the data from the supply status 

transaction (DIC AE_) with Status Code BS.

Quantity 25-29 Enter the quantity required; this quantity 

cannot be greater than the original quantity 

canceled

Other Fields 30-61 Enter the data from supply status 

transaction (DIC AE_) with Status Code BS.

Blank 62-64 Leave blank.

Advice Code 65-66 Enter the advice code from the original 

requisition; otherwise, leave blank.

Blank 67-70 Leave blank.

Transaction Day 71-73 Enter the ordinal day of year of the 

reinstatement request.

Blank 74-80 Leave blank.

1 Established procedures to reinstate canceled requisitions last reported as not implemented by United 

States Navy (USN). Refer to AMCL 150C.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.52-1 APPENDIX 8.52

AP8.52. APPENDIX 8.52

INVENTORY CONTROL POINT GOVERNMENT 

FURNISHED MATERIEL VALIDATION REQUEST1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier Code 1-3 Enter DIC AX1.

Routing Identifier Code

(From)

4-6 Enter the RIC identifying the 

inventory control point (ICP)

creating the DIC AX1 

transaction.

Media and Status 7 Perpetuate from the requisition.

Stock Number 8-22 Perpetuate from the requisition.

Unit of Issue 23-24 Perpetuate from the requisition.

Quantity 25-29 Perpetuate from the requisition.

Document Number 30-43 Perpetuate from the requisition. 

If perpetuating from a referral 

order, use suffix code.

Demand/Suffix Code 44 Perpetuate from the requisition.

Supplementary Address 45-50 Perpetuate from the requisition.

Signal 51 Perpetuate from the requisition.

Fund Code 52-53 Perpetuate from the requisition.

Distribution 54 Perpetuate from the requisition.

Project Code 57-59 Perpetuate from the requisition.

Priority Designator 60-61 Perpetuate from the requisition.

Supply Source Origination 

Date

62-64 Enter the date the DIC AX1 was 

created.

Advice 65-66 Perpetuate from the requisition.

Blank 67-68 Leave blank.

1 Procedures to control access to DoD material inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.52-2 APPENDIX 8.52

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Call Number 69-72 Perpetuate from the requisition.

Contract Identification 73-80 Perpetuate from the requisition.

OR

Management Control 

Activity Routing Identifier

Code

74-76 Perpetuate from the requisition.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.53-1 APPENDIX 8.53

AP8.53. APPENDIX 8.53

MANAGEMENT CONTROL ACTIVITY GOVERNMENT 

FURNISHED MATERIEL VALIDATION RESPONSE1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC AX2.

Routing Identifier Code

(To)

4-6 Perpetuate from the DIC AX1 transaction.

Media and Status 7 Perpetuate from the DIC AX1 transaction.

Stock Number 8-22 Perpetuate from the DIC AX1 transaction.

Unit of Issue 23-24 Perpetuate from the DIC AX1 transaction.

Quantity 25-29 If Advice Code 2R is entered in rp 65-66, 

enter quantity to be supplied. If Advice 

Code 2Q is entered in rp 65-66, enter 

total quantity to be rejected.

Document Number 30-43 Perpetuate from the DIC AX1 transaction.

Demand 44 Perpetuate from the DIC AX1 transaction.

Supplementary Address 45-50 Perpetuate from the DIC AX1 transaction.

Signal 51 Perpetuate from the DIC AX1 transaction.

Fund Code 52-53 Perpetuate from the DIC AX1 transaction.

Distribution 54-56 Perpetuate from the DIC AX1 transaction.

Project Code 57-59 Perpetuate from the DIC AX1 transaction.

Priority 60-61 Perpetuate from the DIC AX1 transaction.

Validation Date 62-64 Enter date validated or rejected by the 

MCA.

Advice or Status 65-66 Enter the applicable advice code from 

Appendix AP7.15 or status code from 

Appendix AP7.16 .

Blank 67-68 Perpetuate from the DIC AX1 transaction.

1 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Retail). Refer to AMCL 1A.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.53-2 APPENDIX 8.53

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Call Number 69-72 Perpetuate from the DIC AX1 transaction.

Contract Identification 73-80 Perpetuate from the DIC AX1 transaction.

OR

Management Control 

Activity Routing 

Identifier Code

74-76 Perpetuate from the DIC AX1 transaction.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.54-1 APPENDIX 8.54

AP8.54. APPENDIX 8.54

DEFENSE AUTOMATIC ADDRESSING SYSTEM

MATERIEL OBLIGATION VALIDATION RESPONSE 

TRANSACTION1

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC AP8.

Routing Identifier Code 4-6 Enter RIC SGA.

Submitting Activity 7-12 Enter Department of Defense 

activity address code (DoDAAC)

of applicable activity.

Blank 13-80 Leave blank.

1 Use of revised Materiel Obligation Validation (MOV) temporary suspension procedures for selected 

activities last reported as not implemented by USMC. Refer to AMCL 37.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.55-1 APPENDIX 8.55

AP8.55. APPENDIX 8.55

NOTIFICATION OF CUSTOMER NONRESPONSE TO

MATERIEL OBLIGATION VALIDATION REQUEST

FIELD LEGEND

RECORD

POSITION(S) ENTRY AND INSTRUCTIONS

Document Identifier

Code

1-3 Enter DIC AV_.

Routing Identifier Code 4-6 Enter RIC of supply source 

initiating the request.

Media and Status 7 Enter the program originator 

code; otherwise, leave blank. 

This code may be entered by the 

international logistics control 

office (ILCO), at Service option, 

on Service initiated foreign 

military service (FMS) and grant 

aid transactions to security 

assistance organizations (SAO).

Stock or Part Number 8-22 Enter the stock or part number of 

item on which validation is 

required. This number should be 

in agreement with the number 

included in the latest status 

transaction furnished to the 

recipient activities prior to the 

notification request.

Unit of Issue 23-24 Enter data from original 

requisition.
DLM 4000.25, Volume 2, November 26, 2019

Change 13

AP8.55-2 APPENDIX 8.55

Quantity 25-29 A. Enter quantity in BZ status 

not responded to in Materiel 

Obligation Validation (MOV).

b. For ammunition items and 

ammunition related item only 

(items in Federal supply group 

(FSG) 13 and for Federal supply 

classification (FSC) 1410, 1420, 

1427, 1440, 5330, 5865, 6810 or 

8140), enter an M in rp 29 to 

express in thousands any 

quantity exceeding 99,999. 

Example: A quantity of 1, 

950,000 will be expressed as 

1950M (1950 in rp 25-28 and an 

M in rp29). 

Document Number 30-43 Enter the document number of 

the original requisition for the 

item being validated.

Suffix 44 Enter the suffix assigned; 

otherwise, leave blank.

Other Fields 45-56 Enter the data from the original 

requisition for the item being 

validated.

Blank 57-79 Leave Blank.

Multi-Use 80 Reserved for the ILCO’s entry of 

internal control data on FMS and 

grant aid transactions; otherwise, 

leave blank.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP8.56-1 APPENDIX 8.56

AP8.56 APPENDIX 8.56

WEBSDR CONTRACTOR NONCOMPLIANCE 

DATA EXTRACT1

Data Element Name A=Alpha 

N=Numeric

S=Special 

Characters

Field Length

Min/Max

M=Mandatory

O=Optional

Submitting Activity (DoDAAC) A/N 6/6 M

SDR Document Type A/N 1/1 M

Customer Preparation Date 

(YYYYMMDD)

N 8/8 M

Action Activity (DoDAAC assigning 

Cause Code)

A/N 6 M

DoD WebSDR Control Number N 11/11 M

Contract Administration Office A/N 6/6 O2

Procurement Instrument Identifier 

(PIID) (Contract Number)

A/N 13/193 M

Vendor Commercial and Government 

Entity (CAGE) Code4

A/N 5/5 M

Action Activity Reply Date 

(YYYYMMDD)

N 8/8 M

Materiel Identification:

 National Stock Number

 Part Number5

 Manufacturer’s CAGE Code

 LSN/Other Materiel Identification 

A/N

A/N/S

(variable)

13/13

32

5

13/25

M

Cause Code A 2/2 M

1 Refer to ADC 1181A.

2 Refer to ADC 1181B.

3 Refer to ADC 1161A, Update Uniform Procurement Instrument Identifier (PIID) Numbering System. 

Note: If only the PIID call/order number is available, it will be provided in this data field.

4 Populated by the shipper field in WebSDR.

5 Refer to ADC 1181B.
DLM 4000.25, Volume 2, April 09, 2022

Change 14

AP8.56-1 APPENDIX 8.56

Quantity Discrepant

(not included when Document Type W)

N 1/7 O

Discrepancy Code 1 A/N 2/4 M

Discrepancy Code 2 A/N 2/4 O

Discrepancy Code 3 A/N 2/4 O

Contract Line/Subline Item Number A/N 4/6 O

Call/Order Number A/N 46 O

Vendor-Assigned Shipment Number A/N 7/22 O

Disposition Reply Code 1 N 3/3 M

Disposition Reply Code 2 N 3/3 O

Disposition Reply Code 3 N 3/3 O

Document (Requisition) Number 

(only included when Document Type 6)

A/N 14/14 O

Document Number Suffix A/N 1/1 O

6 Refer to ADC 1161A, Update Uniform PIID Numbering System. The call/order number will only be 

provided as a discrete data field when populated with the legacy four-position data element. Otherwise, 

the PIID call/order number will be reflected in the PIID data field.
DLM 4000.25, Volume 2, April 29, 2016 

Change 7 

AP9-1 APPENDIX 9

AP9. APPENDIX 9

GENERATOR COMMUNICATIONS INTERFACE 

STANDARD 5.0.0

AP9.1 General.

AP9.1.1. Generator Communications (GenComm) basically serves as an 

interpreter, allowing DLA Disposition Services to read automated data submitted from 

the generator’s system, which meets the standard set forth in this document. Data can 

be submitted in bar delimited format or in XML.

AP9.1.2. GenComm allows for the electronic transfer of the Waste Profile Sheet 

(WPS, DRMS 1930 and the Disposal Turn-In Document (DTID, DD1348-1A) data.

 AP9.1.2.1. It expedites the transfer of accountability from the Generator to 

the DLA Disposition Services Field Office. 

 AP9.1.2.2. It expedites the ultimate disposal of hazardous waste from the 

DoD supply chain by reducing keystroke errors and lowering data entry costs by 

decreasing paper handling.

AP9.2. Procedure. 

AP9.2.1. The generator uses their system to create either an ASCII or an XML file.

AP9.2.2. The generator transfers their file to the GenComm server by using one of 

the following methods:

 AP9.2.2.1. E-mail file to: gencomm@gencomm.dla.mil 

 AP9.2.2.2. Upload the file to: Gencomm Upload Page 

 AP9.2.2.3. Use secure shell/secure FTP

AP9.2.3. Generator checks the GenComm Log file to check for problems or 

errors. The log file lists the WPS numbers and DTID numbers, which processed. Items 

rejected show the WPS/DTID number and a reason for the reject. Items rejected need 

to be resubmitted in a new file, with a different name. Note: the individual records 

reject – not the entire file.

AP9.2.4. To receive the GenComm Log file submit the following via e-mail:

 AP9.2.4.1. DoDAAC

 AP9.2.4.2. E-mail Address for system or individual(s) to receive the log.
DLM 4000.25, Volume 2, April 29, 2016 

Change 7 

AP9-2 APPENDIX 9

 AP9.2.4.3. To: mailto:DRMSShipHQ@dla.mil

AP9.3. File Format for Generator Communications (Version 5.0.0 – 04/17/08). The 

basic structure for communicating this data is to use sections and subsections in a text 

file. The record format for each text line is determined by a combination of its sequence 

in the outline and its first field.

AP9.3.1. Structure. 

 AP9.3.1.1. The required outline is as follows: 

• File Header 

• WPS Section, if any 

• DTID Section, if any 

 AP9.3.1.2. Each WPS section is as follows: 

• WPS Section Header 

• WPS Subsection(s), if any 

• WPS Section Trailer 

 AP9.3.1.2.1 Each WPS Subsection is as follows: 

• WPS Record 

• Chemical Composition Subsection, if any 

• EPA Waste Number Subsection, if any. 

 AP9.3.1.2.2. Each Chemical Composition Subsection is as follows: 

• Chemical Composition Section Header

• Chemical Composition Record(s)

• Chemical Composition Section Trailer.

 AP9.3.1.2.3. Each EPA Waste Number Subsection is as follows: 

• EPA Waste Number Subsection Header 

• EPA Waste Number Record(s) 

• EPA Waste Number Subsection Trailer. 

 AP9.3.1.3. Each DTID section is as follows: 

• DTID Section Header 

• DTID Subsection(s), if any 

• DTID Section Trailer. 

 AP9.3.1.3.1. Each DTID Subsection is as follows: 
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-3 APPENDIX 9

• DTID Record 

• DTID Container Subsection, if any 

• DTID EPA Waste Code Subsection, if any 

• DTID State Waste Code Subsection, if any 

AP9.3.1.3.2. Each DTID Container Subsection is as follows: 

• DTID Container Subsection Header

• DTID Container Record(s)

• DTID Container Subsection Trailer.

AP9.3.1.3.3. Each DTID Container Subsection is as follows: 

• DTID EPA Waste Code Subsection Header 

• DTID EPA Waste Code Record(s) 

• DTID EPA Waste Code Subsection Trailer. 

AP9.3.1.3.4. Each DTID State Waste Code Subsection is as follows: 

• DTID State Waste Code Subsection Header 

• DTID State Waste Code Record(s) 

• DTID State Waste Code Subsection Trailer. 

AP9.3.2. Fields are restricted to a maximum of the length indicated, unless noted 

as variable (V).

AP9.3.3. Fields will be delimited by the pipe symbol (“|”) in the bar delimited files. 

However, there will not be a trailing pipe (“|”).

AP9.3.4. Records will be delimited by the carriage return <CR>, technically stored 

as the carriage return line feed (LF) combination. This will be represented as End of 

Record Indicator in the record formats.

AP9.3.5. At the end of any record there are three options:

AP9.3.5.1. Continue with the next record.

AP9.3.5.2. Terminate the section or subsection with its trailer and start a new 

section or subsection.

AP9.3.5.3. Terminate the section or subsection with its trailer and quit (End 

of file). 

AP9.3.6. The following codes are used in defining record formats:

• Mandatory (M)

• Optional (O)
DLM 4000.25, Volume 2, April 29, 2016 

Change 7 

AP9-4 APPENDIX 9

• Alpha (A)

• Numeric (N)

• Alpha/Numeric (A/N) 

AP9.4. Record Formats for Generator Communications (Version 5.0.0 - 04/17/08)

AP9.4.1. File Header Format. The header record will be followed by one or two 

sections: Waste Profile Sheet (WPS) Section or Disposal Turn In Document (DTID) 

Section. Each section can contain one or more records. A section must have a section 

header and a section trailer. Permissible combinations are: File Header (FH) and WPS 

and DTID Sections (in that order), FH and WPS Section only, or FH and DTID section 

only. Note: The Routing Identifier Code (RIC) SFX must be coordinated with your 

environmental contact to ensure proper routing.

M/ O Field Name

A, N or 

A/N

Field 

Length 

Min

Field 

Length Example, Format or Style

M Generator’s File 

Transfer DoDAAC A/N 6 6 The Generator DoDAAC i.e. FB2020 

M Transaction 

Date 

N 7 7 Julian date the file was created i.e. 

1994332

M Transaction 

Time 

N 4 4 In the format HHMM 

M 

DLA Disposition 

Services Site ID 

(RCCC)

A/N 4 3 DLA Disposition Services Site ID

O 

Generator’s 

Software Release

Version Number

A/N 50 1 Generator Software Release Version 

Number 

M End of Record 

Indicator

AP9.4.2. WPS Section Header Format. 

M/ O Field Name

A, N or 

A/N

Field 

Length 

Min

Field 

Length Example, Format or Style

M WPS Section Header A/N 12 12 A constant of “beg_wps_sect” 

M End of Record 

Indicator

AP9.4.3. WPS Record Format. 
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-5 APPENDIX 9

M/O Field Name

A, N 

or 

A/N

Field 

Length

Min 

Field 

Length

Example, Format or 

Style

DRMS 1930

Block # Correlating Data 

Elements

M Waste Profile Number A/N 20 5 Part 1 – A

M Generator Name A/N 30 2 Part 1 – A-1

M Facility Address Line 1 A/N 30 3 Part 1 – A-2

O Facility Address Line 2 A/N 30 0 Part 1 – A-2

M Facility Address Line 3 A/N 30 2 City & State Part 1 – A-2

M Facility ZIP Code A/N 10 5 NNNNN-NNNN Part 1 – A-3

O Generator USEPA ID A/N 13 0 Part 1 – A-4

O Generator State ID A/N 13 0 Part 1 – A-5

M Technical Contact Name A/N 30 2 Part 1 – A-6

O Technical Contact Title A/N 30 0 Part 1 – A-7

M Technical Contact Phone A/N 21 4 XXX(NNN)NNNNNNNxNNNN Part 1 – A-8

O Waste Profile Established 

Date N 7 0 Julian YYYYDDD

O Name of Waste A/N 60 0 Part 1 – B-1

O Process Generating Waste A/N 60 0 Part 1 – B-3

O Projected Annual Volumes N 10.4 0 NNNNNNNNNN.NNN

N Part 1– B-3

O Projected Annual Units A 10 0 Part 1 – B-4

O Mode of Collection A 15 0 Part 1 – B-5

O Dioxin Waste A 1 0 Y/N Part 1 – B-6

O Land Disposal Restrictions

Indicator A 1 0 Y/N Part 1 – B-7-A

O Exemption Granted

Indicator A 1 0 Y/N Part 1 – B-7-B

O Meets Treatment 

Standards Indicator A 1 0 Y/N Part 1 – B-7-C

O Treatment Standard 

Reference A/N 30 0 Part 1 – B-7-C

O Color A 30 0 Part 2 – 1-1

O Density A/N 15 0 Part 2 – 1-2

O BTU/LB A/N 15 0 Part 2 – 1-3

O Total Solids A/N 15 0 Part 2 – 1-5

O Ash Content A/N 15 0 Part 2 – 1-4
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-6 APPENDIX 9

M/O Field Name

A, N 

or 

A/N

Field 

Length

Min 

Field 

Length

Example, Format or 

Style

DRMS 1930

Block # Correlating Data 

Elements

O Layering A 12 0

MULTILAYERED,

BILAYERED, 

SINGLE PHASE

Part 2 – 1-6

O Physical State A 10 0

S = SOLID, 

L = LIQUID, 

SS = SEMISOLID, 

G = GAS,

O = OTHER

Part 2 – 2

O Treatment Group A 1 0 W=Wastewater,

N = Nonwastewater

O Ignitable Indicator A 1 0 Y/N Part 2 – 2

O Flash Point (Degrees 

Fahrenheit) A/N 9 0 Part 2 – 2

O High TOC (> 10 %)

Indicator A 1 0 Y/N Part 2 – 2

O Low TOC (< 10 %)

Indicator A 1 0 Y/N Part 2 – 2

O Reactive Indicator A 1 0 Y/N Part 2 – 2

O Water Reactive Indicator A 1 0 Y/N Part 2 – 2

O Cyanide Reactive

Indicator A 1 0 Y/N Part 2 – 2

O Sulfide Reactive Indicator A 1 0 Y/N Part 2 – 2

O Corrosive Indicator A 1 0 Y/N Part 2 – 2

O Ph A/N 8 0 Example: >= 12.5

O Toxicity Characteristic

Indicator A 1 0 Y/N Part 2 – 2

O Corrodes Steel Indicator A 1 0 Y/N

O Copper Quantity N 20 0

O Copper Units A/N 5 0

O Phenolics Quantity N 20 0

O Phenolics Units A/N 5 0

O Nickel Quantity N 20 0

O Nickel Units A/N 5 0

O Total Halogens Quantity N 20 0

O Halogens Units A/N 5 0

O Zinc Quantity N 20 0

O Zinc Units A/N 5 0
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-7 APPENDIX 9

M/O Field Name

A, N 

or 

A/N

Field 

Length

Min 

Field 

Length

Example, Format or 

Style

DRMS 1930

Block # Correlating Data 

Elements

O Volatile Organics Qty N 20 0

O Volatile Organics Units A/N 5 0

O Chromium Hex Quantity N 20 0

O Chromium Units A/N 5 0

O PCB Quantity N 20 0

O PCB Units A/N 5 0

O Other Chemical 

Component Description A/N 30 0

O Other Chemical 

Component Quantity N 20 0

O Other Chemical 

Component Units A/N 5 0

O Dot Hazardous Material A 1 0 Y/N Part 2-4

O Proper Shipping Name A/N 200 0 Part 2-4

O Hazard Class A/N 18 0 Part 2-4

O UN or NA Number A/N 6 0 Part 2-4

O Additional Description A/N 60 0 Part 2-4

O Packing Type A/N 30 0 BULK, DRUM or 

OTHER (Describe) Part 2-4

O DoT Reportable Quantity N 5 0 Part 2-4

O DoT Unit of Issue A/N 5 0

O Packing Group A 3 0 Part 2-4

O Emergency Response

Guide Page Number N 4 0 Part 2-4

O Edition (YR) N 4 0

O Special Handling 

Information A/N 90 0 Part 2-5

O Basis For Information A 4 0

USER for user 

knowledge

LAB for chemical 

analysis

Part 2-6

O RCRA Requirements A/N 255 0

O Additional RCRA 

Requirements A/N 255 0 Part 2-6

O Certifier Name A 45 0 Part 2-6

M End of Record Indicator
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-8 APPENDIX 9

AP9.4.4. Chemical Composition Header Format.

M/O Field Name

A, N 

or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

DRMS 1930

Block # Correlating Data 

Elements

M Composition 

Subsection Header A/N 13 13 A constant of "beg_comp_sect" 

M End of Record 

Indicator

AP9.4.5. Chemical Composition Record Format.

M/O Field Name

A, N 

or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

DRMS 1930

Block # Correlating Data 

Elements

M Chemical Name A 60 2 Part 2-3

M Chemical 

Concentration A/N 30 1 Part 2-3

M Chemical Range A/N 30 2 Part 2-3

M CAS Identifier A/N 11 2 Chemical Abstract Service 

Number 

Part 2-3

M

Underlying 

Hazardous 

Constituent

A/N 1 1 Y for Yes; N for No; or 

Blank

M End of Record 

Indicator

AP9.4.6. Chemical Composition Trailer Format.

M/O Field Name A, N 

or A/N

Field 

Length

Min 

Field 

Length

Example, Format or Style

M Composition 

Subsection Trailer A/N 13 13 A constant of “end_comp_sect” 

M End of Record Indicator

AP9.4.7. EPA Waste Number Header Format.

M/O Field Name

A, N 

or A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M EPA Waste No 

Subsect Header A/N 12 12 A constant of “beg_ewn_sect” 
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-9 APPENDIX 9

M End of Record 

Indicator

AP9.4.8. EPA Waste Number Record Format.

M/O Field Name

A, N 

or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M EPA HW Number A/N 4 4 EPA HW Number i.e. D001 

M EPA Units A/N 5 2 

M End of Record Indicator

AP9.4.9. EPA Waste Number Trailer Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M EPA Waste No 

Subsection Trailer A/N 12 12 A constant of “end_ewn_sect” 

M End of Record 

Indicator

AP9.4.10. WPS Section Trailer Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M WPS Section Trailer A/N 12 12 A constant of "end_wps_sect" 

M End of Record 

Indicator

AP9.4.11. DTID Section Header Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M DTID Section Header A/N 12 12 A constant of "beg_dtid_sect" 

M End of Record 

Indicator
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-10 APPENDIX 9

AP9.4.12. DTID Record Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M Federal Supply Class N 4 4 

M NIIN/Local Stock 

Number A/N 9 9

O Additional Data A/N 2 0 

M Document Number A/N 15 14 Disposal Turn In Document Number 

M Unit of Issue A 2 2 

M Issued Quantity N 7 1 

O Disposal Authority 

Code

A 1 0 M=Approved, N=Not Reqd., 

R=Auth. Received

M Hazardous 

Waste/Material Code A 1 1 

“W” for hazardous and non-regulated 

waste, “M” for hazardous material, and 

“N” for usable property, “P” for 

Special Services request, and “S” for 

scrap property turn-ins to DLA 

Disposition Services Field Office

M Issue Unit Price N 5.2 1 NNNNN.NN (Acquisition Unit Price) 

M Item Nomenclature A/N 60 2 

M Supply Condition 

Code A 1 1 

M Demilitarization

Code A 1 1 

O Accumulation Start 

Date N 7 0 Julian Date i.e. 1994320 

O Waste Profile Sheet 

Number A/N 20 5

O MSDS Number A/N 15 0 

O Receipt Manifest 

Number A/N 17 0 

Only used for property received at the 

DLA Disposition Services Field Office 

from an off-site facility. Put in the 12 

digit EPA Manifest Number.

O Type of Container A/N 60 0 

O Disposal Total 

Weight/Volume

N 6 0 

O Disposal Total

Weight/Volume Unit A 1 0 

P= Pounds, T= Short Tons (2000 LB), 

G= Gallons, Y= Cubic Yards,

K= Kilograms, M= Tonnes (1000KG), 

L= Litres, C= Cubic Meters 

O Organization Code A/N 6 0 
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-11 APPENDIX 9

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

O Building A/N 6 0 

O Type Operation A/N 60 0 i.e. Motor Pool, Spill Residue, 

Degreasing etc.

M Contact Name A 18 4 

M Contact Phone A/N 21 4 

O Waste Description 

Line 1 A/N 60 0 

O Waste Description 

Line 2 A/N 60 0 

O Waste Description 

Line 3 A/N 60 0 

O Waste Description 

Line 4 A/N 60 0 

O Contract Number A/N 13 0 

O HIN A/N 6 6

M Total Disposal Cost N2 5.2 4 NNNNN.NN 

M Fund Code A/N 2 2 

O Bill to DoDAAC A/N 6 0 

O Pickup DoDAAC A/N 6 0 

O Number of 

Containers N 4 0 Count of containers in DTID 

M End of Record 

Indicator

AP9.4.13. DTID Container Header Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M Container Subsection 

Header A/N 13 13 A constant of "beg_cont_sect" 

M End of Record 

Indicator

AP9.4.14. DTID Container Record Format.
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-12 APPENDIX 9

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M Document Number A/N 15 1 Disposal Turn In Document Number 

M Container Number A/N 15 1 Alias "Drum Number" 

O Storage Location 

Code A/N 16 0 Location within the building 

O Container 

Weight/Volume N 6 0 

O Accumulation Start 

Date N 7 0 Julian Date i.e. 1994320 

M End of Record 

Indicator

AP9.4.15. DTID Container Trailer Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M Container Subsection 

Trailer A/N 13 13 A constant of "end_cont_sect" 

M End of Record 

Indicator

AP9.4.16. DTID EPA Waste Code Header Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M EPA Waste Code 

Subsection Header A/N 16 16 A constant of "beg_dtidepa_sect" 

M End of Record 

Indicator

AP9.4.17. DTID EPA Waste Code Record Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M Document Number A/N 15 14 Disposal Turn In Document Number 

M DTID EPA Waste 

Codes A/N 4 4 EPA waste code for DTID 
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-13 APPENDIX 9

M End of Record 

Indicator

AP9.4.18. DTID EPA Waste Code Trailer Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M EPA Waste Code 

Subsection Trailer A/N 16 16 A constant of "end_dtidepa_sect" 

M End of Record 

Indicator

AP9.4.19. DTID State Waste Code Header Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M State Waste Code 

Subsection Header A/N 16 16 A constant of "beg_dtidsta_sect" 

M End of Record 

Indicator

AP9.4.20. DTID State Waste Code Record Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M Document Number A/N 15 14 Disposal Turn In Document Number 

M DTID State Waste 

Codes A/N 10 4 State waste code for DTID 

M End of Record 

Indicator

AP9.4.21. DTID State Waste Code Trailer Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M

State Waste Code 

Subsection Trailer A/N 16 16 A constant of "end_dtidsta_sect"
DLM 4000.25, Volume 2, April 29, 2016

Change 7

AP9-14 APPENDIX 9

M

End of Record 

Indicator

AP9.4.22. DTID Section Trailer Format.

M/O Field Name

A, N or 

A/N

Field 

Length

Min 

Field 

Length Example, Format or Style

M DTID Section Trailer A/N 13 13 A constant of "end_dtid_sect" 

M End of Record 

Indicator
DLM 4000.25, Volume 2, October 23, 2015

Change 6

AP10-1 APPENDIX 10

AP10. APPENDIX 10

RESERVED
DLM 4000.25, Volume 2, June 16, 2015

Change 5

AP11-1 APPENDIX 11

AP11. APPENDIX 11.

CORRELATION OF MILSTRAP LEGACY DIC 

FUNCTIONALITY TO DLMS IMPLEMENTATION 

CONVENTION CODING

AP11.1. This appendix provides a user aid for Military Standard Transaction Reporting 

and Accountability Procedures (MILSTRAP). The aid consists of correlation tables 

between MILSTRAP legacy document identifier code (DIC) series, (e.g., D4_, D6_, 

D7_, etc.) and DLMS implementation conventions (IC), which provide general functional 

equivalency between each MILSTRAP DIC and DLMS IC. In addition to identification of 

the DIC/DLMS basic cross-references, physical location of the applicable transaction 

type code(s) within each DLMS IC and clarifying information required to define a valid 

correlation are provided:

AP11.2. Correlation of MILSTRAP legacy DIC Functionality to DLMS Transactions 

(legacy DIC Sequence)

Correlation of MILSTRAP DIC Functionality to DLMS Transactions:

http://www.dla.mil/Portals/104/Documents/DLMS/eApplications/LogDataAdmin/MILSTR

AP_DI_Code_Function_DI_Code_sequence.doc

AP11.3. Correlation of DLMS Transaction to MILSTRAP legacy DIC Functionality 

(DLMS Sequence)

Correlation of DLMS Transaction to MILSTRAP DIC Functionality:

http://www.dla.mil/Portals/104/Documents/DLMS/eApplications/LogDataAdmin/MILSTR

AP_DI_Code_Function_InDLMSsequence.doc
DLM 4000.25, December 14, 2016 

Change 8

AP12-1 APPENDIX 12

AP12. APPENDIX 12

MATERIEL RECEIPT ACKNOWLEDGMENT REPORT 

BUSINESS RULES

AP12.1. Materiel Receipt Acknowledgement Report – Business Rules

AP12.2. Background. 

AP12.2.1. MRA reports show shipments and the percentage of shipments for 

which the DAAS receives and does not receive the associated MRA transactions. 

Qualifying Shipments included in the report are determined by the date released to 

carrier (recorded at DLA Transaction Services) plus 25 calendar days to 

accommodate the 17 calendar days MRA reporting period and the 10 calendar days 

MRA follow-up response timeframes (if CONUS); or plus 43 calendar days to 

accommodate the 34 calendar days MRA reporting period and the 10 calendar 

days MRA follow-up response timeframe (if OCONUS – Transportation 

Category 1 or 2); or plus 90 calendar days to accommodate the 81 Calendar days 

MRA reporting period and the 10 calendar days MRA follow-up response timeframe 

(if OCONUS – Transportation Category 3).1 Security assistance program 

requisitions are not captured for inclusion in LMARS or MRA Reports based on the 

Security Cooperation Implementing Agency code in the first position of the document 

number. 

AP5.12.2.2. The MRA report is created at the end of each month to reflect 

the MRA transactions as received/not received in the preceding month. 

Receipt of an MRA citing Discrepancy Code B or F updates the Logistics 

Metrics Analysis Reporting System (LMARS) reports to reflect the current 

status of MRA transactions received. The MRA Reports are created monthly 

and reflect the MRA data at the end of the month and will not be adjusted 

retroactively when an MRA is submitted following receipt of materiel after an 

MRA citing Discrepancy Indicator Code B or F is received.

AP12.3. TRANSACTIONS

AP12.3.1. Transactions identified in the MRA Business Rules by DLMS 

Transaction and Legacy Document Identifier Code (DIC)

 AP12.3.1.1. The Requisition transaction is identified by the DLMS 511R 

by beginning segment (1/BR02/020 Code A0). This transaction provides the 

1 Per DLM 4000.25, Chapter 10, the reporting period is defined as 17 calendar days for CONUS; 34 

calendar days for OCONUS Transportation Category 1 and 2 shipments; and 81 calendar days 

for OCONUS Transportation Category 3 shipments. The follow-up response timeframe for both is 

10 days. Refer to ADC 1114.
DLM 4000.25, December 14, 2016 

Change 8

AP12-2 APPENDIX 12

functionality of MILSTRIP legacy Document Identifier Codes (DIC) A01, A02, A04, 

A05, A07, A0A, A0B, A0D, and A0E.

 AP12.3.1.2. The Requisition Follow-up transaction (process as requisition 

if original requisition not received) is identified by the DLMS 869F by the beginning 

segment (1/BSI08/020 Code IN). This transaction provides the functionality of 

MILSTRIP legacy DIC AT1, AT2, AT4, AT5, AT7, ATA, ATB, ATD and ATE.

 AP12.3.1.3. The Requisition Modification transaction (process as 

requisition if original document not received) is identified by the DLMS 511M by 

beginning segment (1/BR02/020 Code AM). This transaction provides the 

functionality of MILSTRIP legacy DIC AM1, AM2, AM4, AM5, AMA, AMB, AMD, and 

AME.

 AP12.3.1.4. The Passing Order transaction is identified by the DLMS 

511R by beginning segment (1/BR02/020 Code BM). This transaction provides the 

functionality of MILSTRIP legacy DIC A31, A32, A34, A35, A37, A3A, A3B, A3D, and 

A3E.

 AP12.3.1.5. The Referral Order transaction is identified by the DLMS 

511R by beginning segment (1/BR02/020 Code BN). This transaction provides the 

functionality of MILSTRIP legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D, and 

A4E. The exception is where Distribution Code 2 or 3 is present to indicate the 

transaction is; 2 – lateral redistribution of consumable, or 3 – repairable assets.

AP12.3.2. Service Specific Transactions

 AP12.3.2.1. The Requisition Image transaction is identified by the DLMS 

511R by beginning segment (1/BR02/020 Code A0 or BN and 1/BR06/020 Code FI). 

This transaction provides the functionality of DLA, Air Force, and GSA unique legacy 

DIC CH1 and CHA. This transaction is used where the original transaction has 

bypassed the normal DAAS transaction flow.

 AP12.3.2.2. The DLA post-post issue from forward stock at recruit training 

centers is identified by the DLMS 867I by beginning segment (1/BPT04/20 Code 01). 

This transaction provides the functionality of MILSTRAP legacy DIC D7_.

 AP12.3.2.3. The Image of an Activated Prepositioned Requisition (Army) 

is identified by the DLMS 511R by beginning segment (1/BR02/020 Code A0 and 

1/BR06/020 Code FI). This transaction provides the functionality of Army unique 

transaction DIC BE9 (Image of an Activated Pre–Positioned Requisition). This 

transaction is created by the Army National Inventory Control Point/Service Item 

Control Center (NICP/SICC) at the same time a pre-positioned requisition in support 

of Operation Plans, or mobilization station/training base installation requirements is 

released. The transaction is forwarded to the requisitioner (routed by DAAS), and is 
DLM 4000.25, December 14, 2016 

Change 8

AP12-3 APPENDIX 12

used by the requisitioner to establish a due-in record for receipt processing of 

materiel issued by the NICP/SICC from processing of a pre-positioned requisition.2

AP12.3.3. Original Source Transaction Is An Equivalent A5_Materiel Release 

Order (MRO)

 AP12.3.3.1. The MRO is identified by the DLMS 940R by the shipping 

order identification segment (1/W0506/0200 Code NA). This transaction provides 

the functionality of MILSTRIP legacy DIC A51, A52, A54, A55, A57, A5A, A5B A5D, 

and A5E.

 AP12.3.3.2. The Lateral Redistribution Order is identified by the DLMS 

940R by the shipping order identification segment (1/W0506/0200 Code NI and 

1/W0507/0200 Code RG). This transaction provides the functionality of MILSTRIP 

legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D, and A4E with Distribution 

Code 2 or 3 present to indicate the transaction is a lateral redistribution of 

consumable or repair assets.

 AP12.3.3.3. The DLA Post-Post Directed Material Release Order (MRO) 

(Requisition) is identified by the DLMS 511R by beginning segment (1/BR02/020 

Code A0 and 1/BR06/020 Code J). This transaction provides the functionality of the 

DLA unique transaction C0A/C01). 

 AP12.3.3.4. The DLA Post-Post Directed MRO (Referral) is identified by 

the DLMS 511R by beginning segment (1/BR02/020 Code BN and 1/BR06/020 

Code J). This transaction provides the functionality of the DLA unique transaction 

CQA/CQ1).

 AP12.3.3.5. The Army Offline MRO Image is identified by the DLMS 940R 

by the beginning segment (1/W0506/0200 Code NA, and 1/W0507/0200 Code FI). 

This transaction provides the functionality of the Army unique transaction B99. 

 AP12.3.3.6. Intra Navy Issue (MRO) is identified by the DLMS 940R by 

the beginning segment (1/W0506/0200 Code NA). This transaction provides the 

functionality of the Intra Navy use of MILSTRIP DIC A4. The Intra Navy A4_ does 

not have a Distribution Code of 2 or 33 however it is treated as an MRO. The other 

transaction used in the Navy Issue (MRO) scenario is identified by the DLMS 867I 

by the beginning segment (1/BPT04/20 Code 01). This transaction provides the 

2 The Army advised that with the transition to Army LMP, this functionality is not currently in use, but the 

DAAS processing rules should be retained for potential future use.

3 Standard A4_ transaction with a Distribution Code = 2 or 3 is treated as a lateral redistribution order. 

Navy A4_ is treating this A4_ as an MRO and not a requisition, thus a special rule is required so LOTS 

can flag appropriately. The internal rule in LOTS for categorizing these D7s is: If there is no other 

requisition DIC equivalent as defined in decision blocks 2 and 3, then flag the D7 as a requisition 

equivalent; if there is a requisition equivalent, but no traditional MRO, then treat the D7 as an MRO; if 

there is a requisition equivalent and MRO equivalent, but no shipment status, then treat the D7 as 

shipment. Summary: Navy – No Shipment; D7_ is a shipment; No MRO, D7_ is an MRO; No Reqn, D7_ 

is a Requisition.
DLM 4000.25, December 14, 2016 

Change 8

AP12-4 APPENDIX 12

functionality of the Intra Navy use of MILSTRIP legacy DIC D7_. These two 

transactions are primarily from Navy Enterprise Resources Planning (ERP) to 

Commercial Asset Visibility (CAV) sites to issue A condition materiel from a CAV 

site.

 AP12.3.3.7. Air Force Redistribution Order (RDO) is identified by the 

DLMS 940R by the beginning segment (1/W0506/0200 Code NI). This transaction 

provides the functionally of the MILSTRIP legacy A2_. This Air Force RDO is 

generated only for AF wholesale (owned) assets that are being shipped to another 

DSS storage site or being sent to an Air Force site for storage. If no record of the 

RDO (no shipment suspense or RDO/Referral suspense record then the Air Force 

will use an RDO Follow-Up identified by the DLMS 940R by the beginning segment 

(1/W0506/0200 Code NI and 1/W0507/0200 Code 82). This transaction provides 

the functionality of the Air Force Unique BF7 transaction. The Air Force system will 

reformat BF7 as an A2_ and either ship or create a B7_ (Denial). For issues to 

depot maintenance, the A5_ is sent to DSS.4

AP12.4. MRA Business Rules derived from the MRA Decision Tree. The following 

list identifies the decision blocks and key transactions and business rules used to 

identify the presence of a requisition or MRO type transactions to determine MRA 

Report eligibility. The decision blocks identify transactions unique to Component 

specific processes. Figure AP12. F1 is a graphical version of the MRA Decision 

Tree.

Decision Block 1. Is the Source of Supply a wholesale ICP? There must be a 

Wholesale ICP in the To_RIC of the Requisition or the From_RIC of the MRO.5 The 

authoritative list of wholesale ICPs is found on the LMARS master data record, available 

on the DLMS Website. 

a. If No, terminate MRA decision tree (No MRA Required)

b. If Yes, proceed to Decision Block 2 

Decision Block 2. Is the original source transaction a requisition, requisition 

modification, or requisition follow-up transaction? This business rule applies to all 

Services/Agencies. 

a. If Yes, proceed to Decision Block 6 to determine if there is an associated 

shipment status from a wholesale ICP. Note: If there is no associated shipment status, 

there is no MRA tracking for that transaction.

4 Some of the Air Force A2_, BF7 process was identified in ADC 405 to support ECSS development.

5 DLA Transaction Services records the ICP (To RIC) for requisition type transaction, passing, referral and 

redistribution order transactions. When an MRO type transaction is received, the ICP is re-recorded and 

the From RIC is used. If and MRO is received by DLA Transaction Services, unless they receive a denial, 

the recorded ICP is never changed. A denial and new MRO will change the ICP.
DLM 4000.25, December 14, 2016

Change 8

AP12-5 APPENDIX 12

b. If No, proceed to Decision Block 3

Decision Block 3. Is the original source transaction a passing order or referral order, 

where the Distribution Code does not equal 2 or 3 in the first position?6 This business 

rule applies to all Services/Agencies.

a. If Yes, proceed to Decision Block 6 to determine if there is an associated 

shipment status from a wholesale ICP

b. If No, proceed to Decision Block 4

Decision Block 4. Is the original source transaction one of the following 

Service/Agency-specific transaction types? These transactions are functioning similar 

to a requisition.

a. Army: Activated Prepositioned Requisition citing Service/Agency Code A, C 

or W in the first position of the document number

b. DLA: Requisition Image CONUS or OCONUS?

c. DLA: Post-Post issues (D7_) from forward stock at recruit training centers?

d. GSA: CH1, CHA (image transactions)?

i. If Yes, proceed to Decision Block 6 to determine if there is an 

associated shipment status from a wholesale ICP

ii. If No, proceed to Decision Block 5

Decision Block 5. Is the original source transaction an MRO or equivalent 

transaction?

a. All Services/Agencies: MRO or Lateral Redistribution Order citing Distribution 

Code 2 or 3 in the first position 

b. DLA ICPs: Post-Post Directed MRO (Requisition)7

c. Army: Offline MRO Image 

d. Navy: Intra-Navy Issue (MRO)

6 Distribution Code: 

2 – For use by IMMs to identify transactions associated with lateral redistribution of DoD consumable 

assets.

3 – For use by IMMs to identify transactions associated with lateral redistribution of DoD reparable 

assets.

7 DLA will not generate an A5_ unless it is for a customer requisition.
DLM 4000.25, December 14, 2016

Change 8

AP12-6 APPENDIX 12

e. Air Force: RDO and RDO Follow-Up 8

i. If Yes, proceed to Decision Block 6 to determine if there is an 

associated shipment status from a wholesale ICP

ii. If No, terminate MRA decision tree (No MRA Required)

Decision Block 6. Is there a shipment status from a Wholesale ICP? The 

authoritative list of wholesale ICPs is found on the LMARS master data record, 

available on the DLMS Website.

a. If No, terminate MRA decision tree (No MRA Required)

b. If Yes, proceed to Decision Block 7 to determine if any additional MRA 

exclusions apply

Decision Block 7. Do any of the following exclusions apply? 

a. Requisition DoDAAC or the ship-to DoDAAC is GSA or FEDSTRIP

b. Security Cooperation Implementing Agency code B, D, I, K, P or T in the 

first position of the document number

c. DoDAAC in document number begins with HX

d. Distribution Code is 9 in first position indicating the requirement is for DLA 

Disposition Services

e. Non-ICP/IMM Directed Inter-Service Lateral Redistributions. ADC 1062 

established procedures to support Non-ICP/IMM Directed Inter-Service Lateral 

Redistributions.9

i. If No, proceed to Decision Block 8 to determine if a follow-up for 

delinquent MRA was sent by the wholesale ICP

ii. If Yes, terminate MRA decision tree (No MRA Required)

Decision Block 8. Did the ICP generate a follow-up for delinquent MRA transaction 

(DRF) within the required time limit?10

a. If Yes, track for Receipt of MRA Transaction

8 Air Force BF7 was only used between D035A and SBSS (ILS-S and base retail). It is an RDO follow-up 

to the shipping activity. Air Force plans to continue using A2_ and has no plan to convert to A5_. 9 See ADC 1062 – Non-Inventory Control Point/Integrated Materiel Manager (ICP/IMM)-Directed InterService Lateral Support via Retail Level Passing Order. 10 See ADC 1087 – Revise Materiel Receipt Acknowledgement (MRA) Report Selection Criteria to Reflect 

the MRA Process Exclusion for Receipt Transaction Reporting.
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Change 8

AP12-7 APPENDIX 12

b. If No, No MRA Tracking required

AP12.5. Requirements for Generating MRA Reports

AP12.5.1. Data Included in Reports

 AP12.5.1.1. The initial rule for reports that must be met is the document 

numbers that yielded the requirement for MRA Tracking are based on the business 

rules identified in the MRA Decision tree (Enclosure 3).

 AP12.5.1.2. If Signal Code = J, K, L or M, then the Supplementary 

Address (SUPPADD) is considered the Ship-To DoDAAC. If signal Code = A, B, C, 

or D, then the activity address code in the document number is the Ship-To 

DoDAAC.

 AP12.5.1.3. Parsing the data by Service/Agency is determined by the 

Service/Agency code in the first position of the document number. 

Source: LMARS Table H – Service and/or Report Affiliation.

 AP12.4.1.4. Location (CONUS/OCONUS) is determined by the Ship-To 

DoDAAC. The CONUS/OCONUS is obtained from the Combatant Command 

(COCOM) designation in the DoDAAC file and stored in the LMARS/Logistics 

Response Time (LRT) file.

 AP12.5.1.5. Direct Vendor Delivery (DVD). DVD is identified one of two 

ways: 

 AP12.5.1.5.1. Supply Status DLMS 870S beginning segment 

(1/BSR01/20 Code 5). This transaction provides the functionality of MILSTRIP 

legacy DIC AB1, AB2, AB3, and AB8. 

 AP12.5.1.5.2. Supply Status DLMS 870S beginning segment 

(1/BSR01/20 Code 4 and logistics qualifier (2/LQ01/330 Code 81) citing Status Code 

BV or BZ. This transaction provides the functionality of MILSTRIP legacy DIC AE1, 

AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

AP12.5.1.6. Dollar Value is determined by multiplying the unit price on the 

Source of Supply field by the quantity in the requisition.

AP12.5.1.7. Suffixed document numbers are treated as individual 

requisitions and MRA is applied using the 15 position document number, if present. 

If no match, a match is made on the 14-position document number and quantity. 

 AP12.5.1.8. Split/Partial Shipments

 AP12.5.1.8.1. Existing Business Rule. Split Shipments at the 

distribution center (multiple TCNs), the first receipt will be counted as the receipt. 
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Change 8

AP12-8 APPENDIX 12

 AP12.5.1.8.2. Revised Business Rule. DLM 4000.25, Volume 2, 

C10.2.6. Acknowledgement of Split or Partial Shipments. When a shipped line item 

(requisition document number and suffix code) is consigned as a split or partial 

shipment, submit an MRA for the shipment segments as they are received. The split 

or partial shipment codes are part of the transportation control number (TCN) 

structure in accordance with DTR 4500.9-R, Defense Transportation Regulation. 

Accordingly, reporting activities must include the TCN in the MRA transaction when 

it is available (ADC 247). If the total quantity for the shipped line item is not received 

by the due-in date, report the missing quantity, citing Discrepancy Indicator Code F, 

in accordance with the guidance in the MRA transaction.

AP12.5.2. Categories of Reports. Existing DLA Transaction Services 

documentation requires update to remove descriptions for reports that were 

removed by previous ADCs. (MRA04 (ADC 1086 (Reference 3.h.)), MRA05, 

MRA06, and MRA31 (ADC 482).

AP12.5.3. Invalid, Y-Series, or clear-text exception Ship-To. Existing DAAS 

edits should prevent successful processing of transactions containing invalid or YSeries ship-to values. However, if successfully processed, these shipments will be 

counted against the requisitioner’s DoDAAC (ADC 482).11 In no ship-to DoDAAC is 

associated with the exception address, these shipments will be counted against the 

requisitioner’s DoDAAC.

AP12.6. Figure AP12.F1 shows a graphic representation of the MRA Report 

business rules identified in the previous sections. 

11 Existing requisition edits are addressed in Chapter 4, Table C4.T4, Requisition Processing and Related 

Actions, and the DoDAAC authority code edits identified in Chapter 4, paragraph C4.10.2. Table 

C4.T3. DoDAAC Authority Codes.
DLM 4000.25, December 14, 2016 

Change 8

AP12-9 APPENDIX 12

Figure AP12.F1. MRA Report Business Rules 

1

SoS = 

Wholesale ICP?

(Refer to master 

list)

Capture Shipments out of Wholesale Assets that Qualify for MRA Reporting

Update MRA Business Rules/Report Logic to require the presence of a requisition or MRO type document to determine MRA report eligibility1

2

All:

Is the initial supply 

transaction a

 requisition?

A0_, AT_ or

 AM_ 

5

Is the 

Initial supply transaction 

an equivalent A5_MRO?

All: A5_ (except A5J) and 

A4_ with 2 or 3 in RP54

DLA ICPs: C0_, CQ_

Intra Navy: A4_, D7_

4

Air Force: A2_, BF7

Army: B99

No

4

Service Specific: 

Is the initial supply

transaction one of the following?

Army: BE9, (RP30 = A, C, W)

DLA: CH1, CHA, D7_2

Air Force: CH1, CHA

GSA: CH1, CHA

Yes

Track for 

Receipt of MRA 

Transaction

Yes

No MRA 

tracking

LMARS processes first to 

look for a valid SoS in either 

the Requisition or MRO.

7

Do any of the Following 

Exclusions Apply?3

Reqn or Ship-To DoDAAC = GSA or 

FEDSTRIP 

FMS docs start w/B, D, I, K, P or T

Shipment to state, civil or Federal Agencies 

Shipments of FF&V 

DoDAAC4

 begins with HX 

 Distribution Code = 9_

No

8

Did the ICP 

Generate a Follow-Up 

For Delinquent MRA transaction 

(DRF) within the require time limit?

 (Intra-Component 

shipments) 

PDC1087

Yes

No

No

6

Is there Shipment 

Status (from a 

Wholesale ICP)?

(DIC AS_) 

No

Yes

Yes

No

1 This will eliminate redistribution orders from being included in MRA Reports

2 DLA post-post issues (D7_) from forward stock at recruit training centers 

3 Exclusions noted in DLA Transaction Services Business rules from 2/2003 

and clarified in PDC 1088

4 AF uses A2_ as an equivalent MRO, no plans to change to A5_.

Key: Blue text = Proposed new selection criteria.

A2 – Redistribution Order (RDO), A3 – Passing Order, A4 – Referral Order, Lateral Redistribution Order (LRO), 

A5 – Materiel Release Order (MRO), A5J – Materiel Release Order, Image Transactions – (CH_), Post Post (CO_, CQ_ ). 

Revised: October 31, 2014 (Corrected text in Step 7 to add “Reqn or Ship-To DoDAAC and remove associated footnote).

Gaps

Offline DLA processes for Subsistence, Medical; and 

Maintenance Repair and Operations. These are known 

MRA gaps because no shipment status is created.

Yes

3

All: 

Is the initial supply 

transaction an A3_ or 

A4_? 

(and not 2 or 3

 in RP54)

Yes

Yes No

No MRA 

tracking