1 

Attachment 1

ATTACHMENT TO ADC 411 

Update Functionality for DLMS 856S Shipment Status and DLMS 945A Material Release 

Advice 

1. ORIGINATOR: 

a. Service/Agency: Headquarters, DLA Distribution

b. Originator: DLA Distribution J4

2. FUNCTIONAL AREA: 

a. Primary: Supply 

b. Secondary: Automatic Identification Technology 

3. REFERENCES: 

a. DoD 4000.25-M, Defense Logistics Management System (DLMS), Volume 2, 

Chapter 5, Status Reporting 

4. BACKGROUND: 

a. Intent of the revision: To establish procedures for the originating activity (RICFrom) to generate an update to the DLMS 856S, Shipment Status, and the DLMS 945A, Material 

Release Advice (Material Release Confirmation) in the event the outbound shipment details 

change from what was originally transmitted to DLA Transaction Services (formerly known as 

DAASC) for routing to designated status recipients. 

b. Scenario for which transaction is used: 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 that originate the 856S and 945A transactions need the capability to send an updated 

transaction with all changed transportation information. The 856S update can also be used to 

convey updated passive Radio Frequency Identification (RFID) tagging information, if it 

changed from the original erroneous submission. Examples of changed transportation 

information would include transportation method code, standard carrier alpha code (SCAC), ship 

date, bill of lading information, and tracking information. 

c. Procedures, transactions, data elements, processing details in use today: 

Currently, there is no mechanism for the originating activity to send an updated 856S Shipment 

Status, or 945A Material Release Advice. As a result, the potential exists for inaccurate intransit visibility and pRFID information to be resident in DoD’s visibility systems (e.g., 

Integrated Data Environment – Global Transportation Network Convergence (IGC), Asset 

Visibility(AV)), as well as the pRFID “R” table at DLA Transaction Services, which stores the 

extended shipment data for use in Web Visual Logistics Information Processing System 

(WebVLIPS) and pRFID business processes. 
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Attachment 1

5. PROPOSED CHANGE: 

a. Description of Change in Detail: 

1) The following changes are required to the DLMS Supplement (DS) 856S 

Shipment Status. 

a). Add a new Replacement Indicator (BSN02 = “RR”) to flag the 

transaction as an updated shipment status. For DLMS compliant systems, the updated 

transaction should be handled as the official overlay/replace the original shipment status in the 

receiving application, since it carries the corrected data. For DLSS-based systems, DLA 

Transaction Services will not convert these “replacement” shipment status transactions to MILS, 

since several systems are unable to accept more than one shipment status transaction and there is 

no definitive way to explain the reason for a second shipment status.

b). Add a new Status Reason Code (BSN07 = “A40”) to advise the 

shipment status recipient that the reason for the update is a delay caused by the shipper submitted 

an updated shipment status transaction to correct erroneous content data (e.g., transportation 

data, pRFID data).

c). When the ICP sends an updated shipment status transaction for Direct 

Vendor Deliveries, the 856S shall contain the BSN02 = “RR” and BSN07 = “A40” codes to flag 

the transaction as an update which corrects erroneous content data from the original submission. 

2) Since the 945A Material Release Confirmation (MRC) provides the Inventory 

Control Point (ICP) the actual shipment information from the storage/shipping activity, similar 

changes are required to it. This will enable the ICP to generate the updated 856S Shipment 

Status in response to any follow-up requests, if not already sent by the storage activity. 

a). Add a new Replacement Indicator (W0602 = “RR” Replace) to advise 

the ICP to flag the transaction as an updated MRC. For DLMS compliant ICP systems, the 

updated transaction should be handled as the official overlay/replace the original MRC. For 

DLSS-based ICP systems, DLA Transaction Services will not convert these “replacement” MRC 

transactions to MILS, since there is no definitive way to explain the reason for a second MRC. 

b). Add a new Shipping Date Change Reason Code (W0610 = “13”) to 

advise the ICP that the reason for the update to the MRC is a delay caused by the shipper 

submitted an updated MRC.

c). When the ICP sends a shipment status in response to a customer 

follow-up, based on an updated MRC, the 856S shall be transmitted as an original transaction; 

thereby, enabling DLSS-based supply systems to receive the converted DIC AS_ from DLA 

Transaction Services. Do not use the BSN01 = “RR” and BSN07 = “A40” codes in this case, 

since the presence of these codes will indicate to DLA Transaction Services not to convert these 

to MILS. to denote that this is based on updated shipment data.
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Attachment 1

d). The ICP will also need to adjust their Material Release 

Acknowledgement (MRA) follow-up timeframes based on the updated MRC in accordance with 

standard MILSTRAP business rules.

3) See Enclosure 1 and 2 for changes to the DS 856S and DS 945A, respectively, 

to support the data requirements for this interchange.

   

6. REASON FOR CHANGE: 

a. Currently there is no method of providing updated DLMS 856S Shipment Status and 

DLMS 945A MRC information to the designated recipients, in the event that the shipment was 

not shipped as originally depicted. Users who query IGC and other visibility systems will have 

conflicting information between what the supply shipment status is reporting versus what the 

actual transportation transactions are reporting. 

7. ADVANTAGES AND DISADVANTAGES: 

a. Advantage: The updated DLMS 856S Shipment Status and DLMS 945A MRC 

functionality ensures that the transportation information identified within the transaction aligns 

with the actual transportation movement documentation, in the event that there was an 

unexpected change in the transportation movement plan by the shipper.

b. Disadvantages: Requires a change to ICP and receiving applications to accept 

updated transactions to ensure that they have the most current shipment information from the 

original shipping activity.

8. NOTE ANY REGULATIONS OR GUIDANCE: Changes to the DoD 4000.25-M, 

Volume 2, Chapter 4 and 5 and Volume 3, Chapter 2 are at enclosure 3.

9. ESTIMATED IMPLEMENTATION DATE: DLA target is August 1, 2011.

10. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: 

a. Cost Savings Estimate: N/A 

b. Intangible Cost Avoidances: Enhanced visibility to the DOD supply chain.

11. IMPACT: 

a. DLMS Data Elements: There are no new DLMS data elements or changes to 

existing DLMS data elements resulting from this proposed change. 

b. DLA Transaction Services: 
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Attachment 1

1) Update DAAS maps to reflect new beginning segment codes. 

 

2) Ensure that WebVLIPS, the “R” table, “A” table, and “V” table will function 

appropriately with the introduction of these additional DS 856S transactions. 

3) Ensure that the data XML Visibility Response message can be properly 

compiled based on the presence of an updated 856S. 

4) Ensure that the MRA Report will react to the updated 856S transactions to restart the clock for measuring MRA reporting performance. 

c. IGC and AV: Requires a change to visibility applications to accept updated 856S 

and 945A transactions to ensure that the systems have the most current supply shipment status. 

 
1 

Enclosure 1 

ADC 411 

Enclosure 1 to ADC 411 

Item 

# 

Location Revision to 4030 DS 856S Shipment Status Reason 

1. DLMS 

Introductory 

Note 

Add ADC 411 to Introductory note for PDCs/ADCs:

- ADC 411, Update Functionality for DS 856S 

Shipment Status and DS 945A Material Release 

Advice

To identify DLMS 

changes included 

in the DS 

2. 1/BSN02/0200 Modify DLMS note:

Shipment Identification 

Description: A unique control number assigned by 

the original shipper to identify a specific shipment 

Federal Note: Use code "ZZ" or “RR” for this data 

element to satisfy X12 syntax requirements. 

DLMS Note: 

1. The ZZ filler differentiates this Shipment Status 

format from the Advanced Shipment Notice format 

associated with Wide Area Workflow, as both use 

BSN06 Qualifier AS, Shipment Advice. 

2. Use Code “RR” to indicate this is a replacement 

transaction to a previously submitted 856S to correct 

erroneous content data (e.g., transportation data, 

pRFID data). Refer to ADC 411. 

3. DLMS enhancement; see introductory DLMS 

Note 2f. 

To enable 

transaction update 

functionality for 

the shipper. 

3. 1/BSN07/0200 Add new X12 qualifier and DLMS note:

A40 Shipper Related 

Description: Unspecified delay caused by the 

shipper. 

DLMS Note: 

1. Use Required in conjunction with BSN02 = “RR” 

to indicate the reason for the updated shipment 

status transaction corrects erroneous content data 

(e.g., transportation data, pRFID data). Refer to 

ADC 411. 

2. DLMS enhancement; see introductory DLMS 

Note 2f. 

To provide a 

reason code 

associated with the 

transaction update 

from the shipper. 
1 

Enclosure 2 

ADC 411 

Enclosure 2 to ADC 411 

Item 

# 

Location Revision to 4010 DS 945A Material Release 

Confirmation 

Reason 

1. DLMS 

Introductory 

Note 

Add ADC 411 to Introductory note for PDCs/ADCs:

- ADC 411, Update Functionality for DS 856S 

Shipment Status and DS 945A Material Release 

Advice

To identify DLMS 

changes included 

in the DS 

2. 1/W0602/20 Mark W0602 as used and add DLMS note:

Depositor Order Number 

Description: Identifying number for warehouse 

shipping order assigned by the depositor. 

DLMS Note: 

1. Use code “RR” to indicate this is a replacement 

transaction to a previously submitted 945A to correct 

erroneous content data (e.g., transportation data). 

Refer to ADC 411. 

2. DLMS enhancement; see introductory DLMS 

Note 2e. 

To enable 

transaction update 

functionality for 

the shipper. 

3. 1/W0610/20 Mark W0610 (Data Element 891) as used and add new 

X12 qualifier and DLMS note:

Shipping Date Change Reason Code 

Description: Code informing a depositor why 

shipment of an order was delayed. 

13 Shipping Location Handling 

DLMS Note: 

1. Use Required in conjunction with W0602 = “RR” 

to indicate that the reason for the updated MRC 

corrects erroneous content data (e.g., transportation 

data, pRFID data) is a shipper related delay. Refer to 

ADC 411. 

2. DLMS enhancement; see introductory DLMS 

Note 2e. 

To provide a 

reason code 

associated with the 

transaction update 

from the shipper. 
1 

Enclosure 3 

ADC 411 

Enclosure 3 – DLMS Manual Changes 

1. Add new paragraph to DoD 4000.25.M Volume 2, Chapter 5 

C5.2.3.4. Shipment Status Messages 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 shall 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 would include 

transportation method code, standard carrier alpha code (SCAC), ship date, bill of lading 

information, and tracking information. 

    C5.2.3.4.1. Preparation of the Shipment Status Change/Update

 C5.2.3.4.1.1. 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. 

 C5.2.3.4.1.2. It shall 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). 

 C5.2.3.4.1.3. It shall repeat the shipment status information from the 

original shipment status message, in addition to any changes to the original information. 

 C5.2.3.4.1.4. It shall convey updated passive RFID information if it 

has changed from the original erroneous submission. When applicable, the transaction 

shall contain multiple passive RFID tag values using a hierarchical structure. The 

original passive RFID shall be repeated when it is available. Any additional tag values 

available to the shipment status recipient shall also be provided. 

 C5.2.3.4.1.5. It shall convey changed transportation information 

(e.g., transportation method code, standard carrier alpha code [SCAC], ship date, bill of 

lading information, and tracking information.) 

 C5.2.3.4.2. DLA Transaction Services Distribution of Shipment Status 

Change/Update. DLA Transaction Services shall route the shipment status 

change/update to the shipment status recipient per standard business rules for 

distribution of the shipment status. DLA Transaction Services shall not distribute the 

shipment status change/update to DLSS-based recipients. 

 C5.2.3.4.3. 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 should handle the updated transactions as the official shipment 

status in their receiving application, since they carry the corrected data. 
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Enclosure 3 

ADC 411 

2. Add new paragraph to DoD 4000.25.M Volume 2, Chapter 4 

C4.7.13. MRC 

 C4.7.13.1. Purpose. The MRC serves as advice from a storage site to the supply 

source that initiated the MRO of supply action taken. The MRC shall be provided using DS 

945A. The MRC shall include enhanced data content under DLMS to include: 

 C4.7.13.1.1. Both the TCN, when applicable, and a secondary transportation 

number, such as the small package carrier number, when this is applicable. 

 C4.7.13.1.2. Identification of the carrier when other than United States Postal 

Service (USPS) by Standard Carrier Alpha Code (SCAC). 

 C4.7.13.1.3. 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 in the DS. (During 

MILS/DLMS transition, DAAS may substitute a generic terminal qualifier for MRC transactions 

converted from MILS where the type of facility is unknown.) 

 C4.7.13.2. Supply Source Follow-Up. Supply sources shall follow up on storage 

facilities at least once every 30 calendar days for unconfirmed MROs that are 7 calendar days 

old for PDs 01-08 and 15 calendar days old for PDs 09-15. 

C4.7.13.3. Material 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 

material release confirmation (945A) shall send an updated transaction with all of the 

changed transportation information to the ICP. This will ensure required visibility of the 

shipment information and enable the ICP to prepare an updated shipment status (856S) 

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. 

    C4.7.13.3.1. Preparation of the Material Release Confirmation 

Change/Update

 C4.7.13.3.1.1. The material release confirmation change/update 

message shall be identified by a unique code (W0602 =“RR”) in the transaction to flag 

it as an updated MRC. 

 C4.7.13.3.1.2. It shall 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). 

 C4.7.13.3.1.3. It shall repeat the information from the original MRC, 

in addition to any changes to the original information. 
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Enclosure 3 

ADC 411 

 C4.7.13.3.1.4. It shall convey changed transportation information 

(e.g., transportation method code, standard carrier alpha code [SCAC], ship date, bill of 

lading information, and tracking information.) 

 C4.7.13.3.1.5. When the ICP sends a shipment status in response to 

a customer follow-up, based on an updated MRC, the 856S shall be transmitted as an 

original transaction; thereby, enabling DLSS-based supply systems to receive the 

converted DIC AS_ from DLA Transaction Services. Do not use the BSN01 = “RR” and 

BSN07 = “A40” codes in this case, since the presence of these codes will indicate to DLA 

Transaction Services not to convert these to MILS. 

 C4.7.13.3.1.6. The ICP shall adjust its Material Release 

Acknowledgement (MRA) follow-up timeframes based on the updated MRC in 

accordance with standard MILSTRAP business rules. 

 C4.7.13.3.2. DLA Transaction Services Distribution of MRC 

Change/Update. DLA Transaction Services shall route the MRC change/update to the ICP 

per standard business rules for distribution of MRC messages. DLA Transaction 

Services shall not distribute the MRC change/update to DLSS-based recipients. 

 C4.7.13.3.3. 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 (856S). DLMS compliant systems should handle 

the updated transactions as the official MRC in their application, since they carry the 

corrected data. 

3. Add two new paragraphs to DoD 4000.25.M Volume 3, Chapter 2 

C2.3.2.6.1. Shipment Status Message Updates. In the event a shipment does not get 

lifted as originally intended (e.g., shipment is left off the truck) and the retail supply 

activity receives an updated Material Release Confirmation message (945A) from the 

retail transportation activity, then they shall generate an updated shipment status 

transaction (856S) to convey the changed transportation information. See DoD 4000.25-

M, Volume 2, Chapter 5 for detailed procedures. Examples of changed transportation 

information would include transportation method code, standard carrier alpha code 

(SCAC), ship date, bill of lading information, and tracking information. 

C2.3.3.5.1 MRC Changes/Updates. In the event a shipment does not get lifted as 

originally intended (e.g., shipment is left off the truck), the transportation activities that 

originate the material release confirmation (945A) shall send an updated MRC transaction 

with all of the changed transportation information to the supply activity to enable the 

supply activity to prepare an updated shipping status (856S) message. See DoD 

4000.25.M Volume 2, Chapter 4 for detailed procedures for preparation of the MRC 

change/update message. Examples of changed transportation information would include 

transportation method code, standard carrier alpha code (SCAC), ship date, bill of lading 

information, and tracking information. 
1 

Enclosure 4 

ADC 411 

Enclosure 4 – Coordination Block 

Organization Comment Disposition 

Army FMS Concur with comment. Request DLA 

Transaction Services provide them with 

the revised shipment status. They want it 

to overlay the original status in their 

legacy system (CISIL). 

856S modified to use “RR” replace and 

restricted change to DLMS compliant systems. 

On March 30, 2011, AMC stated that due to 

high cost of fixing CISIL to accept MILS 

updates, pending development of SCES, and 

ability to query WebVLIPS for accurate status, 

they agreed to restricting this change to DLMS 

compliant systems. 

Army Concur without comment. 

Navy Concur with comment. Restrict changes 

to only DLMS compliant systems. 

Generate a replacement transaction with 

a “RR” code. 

856S and 945A modified to use “RR” replace 

and restrict change to DLMS compliant 

systems. 

Navy FMS Concur with comment. Updated AS_ 

transactions need to be prevented from 

entering the MISIL, since MISIL is not 

designed to recognize an AS_ document 

as an update to the original. 

856S and 945A modified to use “RR” replace 

and restrict change to DLMS compliant 

systems. 

Air Force Concur without comment. 

DLA Logistics 

Management 

Standards Office 

Clarify ICP requirement to generate 

updated 856S transaction for DVDs. 

Clarify ICP requirement to generate an 

856S transaction in response to a followup, for which they have received an 

updated MRC. 

Clarify if the BSN07 in the DS 856S and 

the W0610 in the DS 945A are optional 

or mandatory. 

Added paragraph 5.a.1).c). to state requirement 

for ICP to generate an updated shipment status 

for DVDs, if they received corrected 

information from the vendor. 

Modified paragraph 5.a.2) and 5.a.2).c). to 

state that the ICP will not generate updated 

shipment status transactions in response to a 

customer follow-up; the ICP shall send an 

original 856S per existing MILSTRIP business 

rules. 

Modified the DLMS notes in the DS 856S and 

DS 945A to require the BSN07 and W0610 

data elements when “RR” code is set in the 

BSN02 and W0602, respectively. 
2 

Enclosure 4 

ADC 411 

Organization Comment Disposition 

Marine Corps Concur with comment. Currently GCSSMC does not wait for CMOS to generate 

a TCN prior to generating the shipment 

status transaction. As a result the TCN 

included in the shipment status 

transaction may not be identical to the 

“true TCN” if CMOS assigns a new 

TCN. In order to ensure the accuracy of 

the TCN on the shipment status 

transaction two options are available: (1) 

the GCSS shipping activity will have to 

wait for confirmation of the new TCN 

from CMOS (via the 

mat’l release) before generating the 

shipment status, or (2) the GCSS 

shipping activity will generate a new 

shipment status transaction with a 

replacement 

indicator of “UU” or “RR” when the 

materiel release transaction is received 

from CMOS with the correct 

transportation data. Of the 2 options, 

option 2 will be the more easily 

implemented (but will still carry a 

funding cost). 

GCSS-MC should wait until they receive the 

material release confirmation from CMOS 

before generating the 856S, to do exactly what 

you say, which is get the transportation 

information accurately loaded the first time. 

That was the original intent under the 

procedures outlined in ADC 316. If you do 

release the 856S in advance of actual shipment 

by CMOS, then you'll have to do the updated 

856S, modified to use “RR” replace. 

DLA Concur with comment. Recommend 

using “RR” (replace). DLA will accept 

replacements as a DLMS compliant 

activity. 

856S and 945A modified to use “RR” replace. 

DMLSS Concur with comment. Recommend 

using “RR” (replace). 

856S and 945A modified to use “RR” replace. 

USTRANSCOM Concur with comment. IGC requests 

wording be inserted into the ADC that 

allows for 90 days notice from the date 

the ADC is approved and released to the 

date that it goes into effect. 

90 day implementation delay from date of 

ADC inserted into cover memo. 

DFAS No Comment.