IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

October 09, 2012 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Addendum to Defense Logistics Management System (DLMS) Change 

(ADC) 452A, Additional Criteria for DOD WebSDR Automated Supply 

Discrepancy Report (SDR) Rejection Capability (Supply/SDR) 

The attached change to DLM 4000.25, Defense Logistics Management System (DLMS), is 

approved for implementation by no later than December 2012. 

Addressees may direct questions to Ms. Ellen Hilert, DOD SDR System Administrator, 

703-767-0676; DSN 427-0676; or, e-mail: ellen.hilert@dla.mil. Others must contact their 

Component Supply or SDR designated representative. 

Attachment 

As stated 

cc: 

ODASD (SCI) 

SDR Committee 

_a r 

1/;fl;~ DONALD C. PIPP 

Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
ADC 452A Attachment, Page 1

Attachment to ADC 452A

Additional Criteria for DOD WebSDR Automated Supply 

Discrepancy Report (SDR) Rejection Capability

1. ORIGINATING SERVICE/AGENCY 

 a. REQUESTING SERVICE/AGENCY: DLA

 b. TECHNICAL POC: DLA Logistics Management Standards, Ms. Ellen Hilert, DOD SDR 

System Administrator, e-mail: Ellen.Hilert@dla.mil

2. FUNCTIONAL AREA: Supply/DOD WebSDR

3. REFERENCES: 

a. ADC 452, Implementation of DOD WebSDR Automated Supply Discrepancy Report (SDR) 

Rejection Capability, dated December 19, 2011

b. Defense Logistics Management System (DLMS) Manual, DLM 4000.25, Volume 2, Chapter 

17, available at: www.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp

4. APPROVED CHANGE:

a. Overview: This addendum establishes SDR processing rules to prohibit submission of an 

SDR transaction for correction or follow-up, when there is no corresponding SDR record in the DOD 

WebSDR database or the corresponding original SDR was rejected. The original record may have 

been rejected by DOD WebSDR or by the action activity processing the SDR. In association with this 

change, the text explanation for existing Discrepancy Status or Disposition (Reply) Code (referred to 

as Reply Code) 907 is updated. This change supplements procedures defined under ADC 452.

b. Background:

(1) The DLMS manual identifies validation criteria that require the capability within the 

DOD WebSDR application to edit and reject transactions systemically (or prevent online processing) 

based upon the pre-established business rules. Requirements to expand and implement systemic edit 

and rejection capability were coordinated and approved under ADC 452 (Reference 3.a.). Among the 

new rules, WebSDR will prevent processing of SDRs formatted as a follow-up or request for 

reconsideration when the original report was previously cancelled. During weekly implementation 

status discussions with Services/Agencies SDR representatives, DLA recommended the logic be 

expanded to other similar situations. The goal would be to prevent processing of correction or followup when there is no corresponding valid SDR record in the WebSDR database. 

(2) The original plan for WebSDR processing was to allow a change or follow-up with no 

original report to be accepted and used by the action activity as an original SDR. However, this 

functionality is no longer supported under DLMS procedures and is not considered a valid approach by 

Service/Agency SDR representatives. It was determined that the differences in data content, such as 

critical information carried in the original remarks text, may not be available in the correction or 

follow-up. This would prevent proper processing of the correction or modification as an original 

report. 
ADC 452A Attachment, Page 2

(3) The Service/Agency representatives concurred with implementation of the expanded 

edit criteria for rejection of corrections or follow-ups when the original SDR rejected or when there is 

no corresponding record on file. The SDR System Administrator agreed to prepare this ADC 

Addendum to formally document the requirement.

c. Scenario for which the transaction will be used: 

(1) Currently users cannot submit an SDR correction or follow-up via DOD WebSDR if 

there is no original record in the database. Additionally, WebSDR will ensure that there is no later 

rejection of the original record before allowing the user to continue submission. 

(2) When users submit DLMS transactions for an SDR correction or follow-up from a

Service/Agency SDR application, the transaction will no longer be accepted and forwarded to the 

action activity if there is no corresponding valid original SDR record in the database. It will be 

rejected/returned to the submitter with guidance to resubmit a new original SDR. 

d. Procedures, transactions, data elements, processing details in use today: Receivers of 

discrepant materiel submit an SDR via a Service/Agency-sponsored automated SDR system that

creates a DLMS transaction for transmission to DLA Transaction Services for processing in DOD 

WebSDR. Transactions must be formatted per DLMS requirements for X12 Electronic Data 

Interchange (EDI) or eXtensible Markup Language (XML) transactions. When the DLMS transaction 

is not properly constructed, or is otherwise not acceptable to the receiving system, and has been 

rejected, or was never received by DOD WebSDR, the original report may not be recorded in DOD 

WebSDR or may not be recorded as a valid record. The user may be unaware of this situation (or may 

believe that a rejection can be fixed by a correction transaction) and attempts to provide corrections or 

a follow-up (due to lack of disposition response). Currently, the correction or follow-up will process 

successfully in WebSDR, but fails when distributed to another Service/Agency WebSDR system. This 

leads to frustration all around and lost time in manual research to determine the cause of the disconnect 

among the various systems involved.

e. Approved change in detail. When the DOD WebSDR identifies an SDR (input via direct 

user input or via DLMS transaction exchange) formatted as a correction or follow-up for which there is 

no valid corresponding SDR, forward transmission of that SDR will be prevented. A corresponding 

SDR is identified by a match on the document number and submitting system control number. The 

change will require use of on-line error messages and additional program logic to support creation and 

return of a DLMS 842A/R Standard SDR Reply transactions (Transaction Set Purpose Code 11) with

the appropriate reply disposition code. When submitted transactionally, the correction or follow-up 

and the WebSDR-prepared rejection will be posted to the WebSDR database for visibility. The 

following requirements are added to the transaction processing business rules documented in ADC 

452. 

(1) SDR Correction or Follow-up with No Corresponding Original Report. Reject 

with Reply Code 907. The SDR will include remarks text (or tailored error message for on-line 

WebSDR users) as follows: 

• “SDR Correction [or Follow-Up] cannot be processed after the original SDR has been 

rejected. Research and resubmit the SDR as a new report containing applicable 

corrections for proper processing.” or
ADC 452A Attachment, Page 3

• “SDR Correction [or Follow-Up] cannot be processed when there is no original SDR 

on file. Resubmit the SDR as a new report.” 

(2) Action Activity SDR Systems. Services/Agencies must ensure that the resubmission

of the SDR (using DLMS 842 A/W, Transaction Set Purpose Code 00) will not reject as a duplicate if 

there is already a rejected SDR in the Component SDR application for the same document 

number/suffix. 

f. Revisions to DLM 4000.25, Volume 2, Chapter 17: Update business rules as follows:

C17.3.21.2.11. 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.

g. Alternatives: None.

6. REASON FOR CHANGE:

a. Increases efficiency and responsiveness of SDR processing. 

b. Reduces manual processing due to lack of visibility and communication of SDRs processing 

problems.

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages:

(1) Provides clear business rules and supporting system enforcement of the rules.

(2) Ensures all SDR submissions remain DLMS compliant. 

b. Disadvantages: Requires additional program logic.

8. ASSUMPTIONS:

a. WebSDR management report processing will use the most current status in the case of a 

rejected transaction which is later resubmitted (e.g., the original rejected status will not interfere with 

the selection of the report for open SDRs). 

b. The same WebSDR control number will apply to resubmitted SDRs subsequent to rejection. 

c. Service/Agency SDR applications will accept resubmitted SDRs matching on document 

number after the original SDR rejected.

10. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: December 2012.

11. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available.
ADC 452A Attachment, Page 4

12. IMPACT:

a. New DLMS Data Elements: There are no new data elements associated with this change.

b. Revised DLMS Data Elements: Reply Code Update: SDR applications will update the 

text explanation associated with Reply Code 907 as follows:

907 Transaction rejected. No corresponding SDR record on file or SDR record closed, canceled, 

rejected, or a final reply has been provided.

c. DLA Transactions Services: Incorporate new edit and rejection criteria in DOD WebSDR.

d. Service/Agency SDR Applications: Update text explanation for Reply Code 907. Ensure 

the resubmission after original rejection will not also be rejected as a duplicate.