IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

May 03,2013 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1052, 

DOD Web Supply Discrepancy Report (WebSDR) Processes Enhancement and 

Interface with Electronic Document Access (EDA) System (Supply/SDR) 

The attached change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System (DLMS) is approved for implementation. The target date for 

implementation of the DOD WebSDRIEDA interface is late 2013; other changes are authorized 

for staggered implementation by DOD WebSDR and Services/Agencies. The updated DLMS 

Supplement will be posted to the DLA Logistics Management Standards Office Web site at 

www.dla.mil/j-6/dlmso/elibrarv/TransFormats/formats.asp within 10 days from the above date. 

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

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

Component designated Supply PRC representative or SDR Subcommittee representative 

available at: www.dla.niil!j-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp. 

Attachment 

As Stated 

cc: 

ODASD(SCI) 

e~Director

DLA Logistics 

, 

f?Management ~ Standards Office 

SDR Subcommittee (U.S. and Security Assistance) 

EDA System Program Manager 

DCMA 

Federal Recycling Program 0 Printed on Recycled Paper 
Attachment, ADC 1052

Page 1

Attachment to ADC 1052

DOD Web Supply Discrepancy Report (WebSDR) Processes Enhancement and 

Interface with Electronic Document Access (EDA) System

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Defense Logistics Agency (DLA) Transaction Services, 937-656-3783

 b. Functional POC: DLA Logistics Management Standards Office: 

(1) Kenneth Deans, 703-767-2611, DSN 427-2611, or email: kenneth.deans@dla.mil

(2) Ellen Hilert, 703-767-0676, DSN 427-0676, or e-mail: ellen.hilert@dla.mil

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply Discrepancy Reporting

b. Primary/Secondary Functional Process: Acquisition/Contract Administration

3. REFERENCES:

a. DLM 4000.25, DLMS, Volume 2, Chapter 17, Supply Discrepancy Reporting

b. DLM 4000.25-1, MILSTRIP, Appendix 2.2, Service and Agency Codes

c. DLA Transaction Services WebSDR Engineering Change Proposal (ECP) Number SCR378, 

DLA Transaction Services Supply Discrepancy Reporting (SDR) Interface with EDA

d. ADC 1011, Routing Identifier Code (RIC) Format Rule for Defense Contract Management 

Activity (DCMA), dated August 13, 2012

e. PDC 1005, Enhanced SDR Forwarding Capability and Packaging Discrepancy SDR 

Distribution to DCMA, dated April 30, 2012

4. APPROVED CHANGE(S):

a. Overview of Change: This change establishes an interface between the EDA System and the 

DOD WebSDR application to obtain essential information for populating SDR records. This interface 

will make available to WebSDR the identification of the contract administration office (CAO) DOD 

Activity Address Code (DoDAAC) and the vendor/contractor commercial and government entity 

(CAGE) Code for the discrepant shipment when the contract number is provided in the SDR by the 

submitter or action activity. The presence of the CAO on the SDR record will trigger DOD WebSDR 

to transmit an information copy of the SDR to the CAO when required under DOD business rules. 

This change includes administrative updates to SDR guidance applicable to procurement source 

receipts and increases the functionality for direct Web input of SDR replies.
Attachment, ADC 1052

Page 2

 

b. Background: 

 (1) SDRs prepared for receipts from a procurement sources are expected to identify the 

vendor/contractor as the shipping activity by CAGE code; however, the majority of SDRs do not 

include this information or provide incorrect information. It is not a data field that is systemically 

populated by Service/Agency SDR applications. However, the lack of this information leaves a gap 

during SDR review and prevents appropriate trend analysis using SDR management reports. 

(2) The CAO data element is included in the WebSDR database based upon its inclusion on 

the original hard copy form used for discrepancy reporting (Standard Form (SF) 364). However, its

potential value to processing of SDR transactions was not foreseen at the time of the initial WebSDR 

implementation resulting in the CAO data element not being retained in the currently implemented 

version of the DLMS SDR transaction.

(3) SDR procedures (Reference 3.a.) require dissemination of SDRs to the CAO, but the 

responsibility for ensuring that copies are provided is left to the inventory control point (ICP) (the 

action activity for the SDR). When the CAO is the Defense Contract Management Agency (DCMA) 

this requires an off-line action (with which action activities may not comply). Customers are advised 

that they may also identify DCMA as an information copy recipient when preparing the SDR, but most

users do not take advantage of this capability. The result is that there is a significant gap in DCMA 

visibility of vendor discrepancies. 

(4) The approved change is applicable to all types of discrepant procurement source receipts. 

This includes new procurement and contractor shipments of reparable items under repair contracts. 

The receiving activity may be at the wholesale level (e.g., DLA Distribution Depots) or at the customer 

level (retail/tactical level). Based upon the input of the contract number, the EDA System interface 

will provide the CAO DoDAAC and the vendor/contractor CAGE code to be identified in WebSDR as 

the shipper. The different types of procurement source shipments are identified on SDRs by SDR 

Document Types 9, P, and 6 (see Enclosure 2).

c. Approved Change in Detail: 

(1) EDA System Interface: DOD WebSDR will initiate the EDA interface for all SDRs 

containing a contract number (not to include the new data element Contract Reference Number). The 

contract number is mandatory in SDRs prepared using SDR Document Type 9 and P; Document Type 

6 SDRs should identify the contract number, but it may not be provided on the initial report. If 

missing on the initial report, the action activity is expected to provide the contract number when 

preparing the SDR reply. If the SDR Document Type is misidentified in the initial report, the action 

activity may convert the document type code to the appropriate value. Through the EDA System 

interface, EDA will use the contract number provided by WebSDR to find the matching contract 

number records and extract the DoDAAC of the CAO and CAGE code (applicable to the prime 

contractor) and return these values to WebSDR. EDA will match the contract number to primary 

contract number data fields in EDA (separate data elements defined for DOD contract numbers and 

GSA contract numbers). DOD WebSDR will insert the retrieved values in the database. The CAO 

DoDAAC will be mapped to the CAO data field. The contractor CAGE code will be mapped to the

“Shipper” data field.
Attachment, ADC 1052

Page 3

(2) DLMS Transactions/WebSDR Input Screens: 

 (a) CAO: Update the DLMS 842A/W SDR and 842A/R SDR Reply transactions to 

include a new data field to identify the CAO DoDAAC. Service/Agency SDR applications should be 

updated to accept the CAO from WebSDR, but do not need to be updated to provide the CAO on new 

submissions (since this will be provided through the EDA interface). WebSDR screens need not be 

modified to accept input of the CAO via the Web on new SDRs. Action Activities may update the 

CAO by transaction if there are changes to the CAO subsequent to the original EDA extract.

 (b) Shipper CAGE code: The existing DLMS SDR transaction formats and Web input 

screen include capability to identify the shipping activity by CAGE code to identify vendor/contractor

shipments. This field is frequently populated incorrectly by users; therefore, if data is provided by the 

user, it will be overridden by the EDA interface value if different. EDA will be considered the 

authoritative source for the shipping vendor’s CAGE code.

 (c) WebSDR Reply. The WebSDR reply screens need to be enhanced to allow the 

authorized responding activity to modify the document type code, the source of supply, and provide 

the applicable procurement information (procurement instrument number (contract number), call/order 

number, contract line item number, vendor shipment number) when not populated/populated 

incorrectly by the submitter on the original report (e.g., applicable to Document Type 6). WebSDR 

reply screens should also have the capability to update the CAO DoDAAC and the vendor/contractor 

CAGE if so required due to changes in this data after the original EDA extract (See Paragraph 8). 

(3) SDR Dissemination: If the CAO DoDAAC begins with S and ends with A, it is a DCMA 

DoDAAC.1 When the CAO DoDAAC identifies DCMA, an information copy of the SDR (report or 

reply) will be sent automatically by WebSDR to DCMA via Product Data Reporting and Evaluation 

Program (PDREP). The DCMA DoDAAC will be identified as a “Party To Receive Copy” (Qualifier 

PK) on the outgoing SDR. If the contract number is not provided until the SDR reply, DOD WebSDR 

will generate an information copy of the original report (Transaction Set Purpose Code 22) and a 

separate information copy of the reply for DCMA. If an intervening correction or follow-up 

transaction was provided, these, too, will be copied to DCMA since the content may not otherwise be 

available. The corresponding clear text address for the CAO DoDAAC and shipper CAGE code will 

be displayed in encrypted SDR email transmissions.

Staffing Note: During staffing of the proposed DLMS change, Services/Agencies where given the 

opportunity to define additional rules for automated dissemination of SDRs to CAOs other than 

DCMA. None have been identified at this time.

(4) Management Reports/Queries: The WebSDR metrics table will be updated to include 

the CAO CAGE for use in preparation of management reports/queries. The CAO will be made 

available as search criteria for management reports/queries and will be included in the web view and 

Excel versions of the detail report output. The functionality to support management reports/query by 

vendor/contractor shipper is already available. The corresponding clear text address for the CAO 

DoDAAC and shipper CAGE code will be displayed in the SDR detail record view associated with the 

SDR query and be available via hyperlink in on-line management reports.

 1 Refer to ADC 1011 (Reference 3.d.)
Attachment, ADC 1052

Page 4

d. Revisions to DLM 4000.25 Manuals: 

 (1) Revise DLM 4000.25 DLMS Manual, Volume 2, Chapter 17, Supply Discrepancy 

Reporting, as shown in Enclosure 1.

 (2) Revise DLM 4000.25 DLMS Manual, Volume 2, Appendix 3 as shown in Enclosure 2.

 (3) Revise DLMS Supplements 842A/W SDR and 842A/W SDR Reply transactions as

shown in Enclosure 3.

e. Transaction Flow: SDRs identifying DCMA as the intended recipient will be transmitted to

the PDREP SDR application. DCMA, as a party to receive copy, will also receive a copy of the action 

activity’s reply and all other transactions subsequent to initial submission. If DCMA is identified as 

the CAO after the contract data has been provided on an SDR reply, DCMA will be provided an 

information copy of the original report and subsequent transactions. WebSDR should suppress 

duplicate transmission to DCMA if both the DCMA DoDAAC and RIC are identified on the 

transaction (i.e. as the CAO DoDAAC and as a user-input distribution copy recipient). 

f. Alternatives: Update screens and transactions for user identification of the CAO. Rely on 

action activities to provide accurate data.

5. REASON FOR CHANGE: 

 a. The EDA System interface will ensure correct information is populated on the SDR and 

facilitate required distribution of SDR information copies to DCMA. Inclusion of the 

vendor/contractor CAGE code and distribution to DCMA will ensure appropriate oversight is given to 

contractor performance. Although the CAO may currently be identified as a distribution party, there is 

no discrete data field for identification of the CAO on SDR transactions. 

 b. This change also enhances on-line input of action activity SDR replies via DOD WebSDR to 

provide capability to update or add selected information applicable to the discrepant shipment.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages (tangible/intangible):

 (1) Allows population of EDA contract data into the SDR database to improve processing 

efficiency, reduce unnecessary workload, and automate input of contract reporting data for SDR 

transactions. 

 (2) Enables WebSDR to populate the CAGE code and CAO DoDAAC without user 

intervention for SDRs resulting from vendor/contractor shipments.

 (3) WebSDR management reports will enable DCMA and others, such as packaging 

specialists, to develop metrics, conduct trend analysis, and identify root causes of new procurement 

vendor/contractor packaging discrepancies. DCMA representatives will be able to work with contract 

vendors to resolve, reduce, or, in some cases, eliminate identified packaging discrepancies thus 

reducing repackaging costs and customer wait time.

 (4) Action activities that rely on DOD WebSDR (rather than a Service/Agency SDR 

application) will have capability to identify the contract number when left blank by submitting 
Attachment, ADC 1052

Page 5

customers. Additional functionality will be provided to correct the SDR document type code and the 

source of supply via the reply screen.

b. Disadvantages: None identified.

7. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: 

a. Service/Agencies will ensure that SDR transactions containing the CAO DoDAAC will not 

fail in Service/Agency SDR applications pending system upgrade to utilize the additional data element.

b. DCMA representatives will have the appropriate training for SDRs using PDREP-AIS and 

DOD WebSDR.

8. ADDITIONAL COMMENTS TO CONSIDER: The CAO DoDAAC and the contractor 

CAGE code may be changed by contract modification and this information will be recorded in EDA. 

However, the information extracted for the SDR is applicable to a point in time and will not be updated 

by EDA interface. It will be possible, if considered desirable, to update the CAO DoDAAC and 

contractor CAGE code via SDR Reply.

9. ADDITIONAL FUNCTIONAL REQUIREMENTS: It is not currently feasible to execute the 

WebSDR interface with EDA based upon the document number. Although the requisition document 

number is identified in the delivery order, which is provided to EDA, it is not always provided as 

segmented data. Once the procurement data standard is fully implemented, it should be possible to 

enhance the interface to identify and extract the contract number and contractor CAGE code based 

upon the document number when the contract number is not populated in customer SDRs.

10. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: This change requires joint 

implementation between DOD WebSDR and the EDA system. Target implementation is late 2013. 

Staggered implementation of the CAO DoDAAC data element is authorized for Service/Agency SDR 

applications and for WebSDR screen updates.

11. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: No specific data is available; however, a significant 

savings is envisioned once DCMA has access to all available SDRs and is able to monitor for 

vendor/contractor performance. Additional savings may be achieved as DCMA pursues corrective 

action in conjunction with proposed changes documented in PDC 1005.

12. IMPACT:

a. New DLMS Data Elements: There are no new DLMS data elements established under this 

change. The existing data element for the CAO will be added to the DLMS 842 A/W, Standard Supply 

Discrepancy Report (SDR), Follow-up, Correction, Cancellation, & Reconsideration Request, and to 

the DLMS 842 A/R, Standard Supply Discrepancy Report (SDR) Reply transactions.

b. Changes to DLMS Data Elements: No changes. 
Attachment, ADC 1052

Page 6

c. Automated Information Systems (AIS): 

(1) Requires establishment of the DOD WebSDR/EDA interface as described above.

(2) Component SDR systems should be modified over time to accept the additional data 

element for the CAO. The identification of the shipper by CAGE is already a requirement.

d. DLA Transaction Services: 

(1) DLA Transaction Services will coordinate with EDA representatives for the new 

interface to populate DOD WebSDR with the vendor/contractor CAGE code and CAO DoDAAC. 

Applicable memorandum of agreement and engineering change proposal will be developed by DLA 

Transaction Services. At this time, a synchronous interface using DOD certificate authentication for 

staging and production to pull the contract data, is the planned design concept. The synchronous 

request will use an EDA-specified web location and return a flat file/text string.

(2) This change impacts SDR transactions, SDR e-mail, database/metrics table maintenance, 

and management report/query search criteria and output formats.

(3) This change requires expansion of input data capability for preparation of SDR replies

via DOD WebSDR (document type code, the source of supply, and procurement information 

(procurement instrument number (contract number), call/order number, contract line item number, 

vendor shipment number)).

e. Non-DLA Logistics Management Standards Publications: Services/Agencies may need to 

update internal guidance.
Enclosure 1, ADC 1052

Page 1

Enclosure 1, DLMS Manual Revisions

Revise DLM 4000.25, Volume 2, Chapter 17, Supply Discrepancy Reporting, as follows:

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 depot 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 Supplement. or Procurement 

information (procurement instrument number (contract number), call/order number, contract line 

item number, vendor shipment number) shall must be provided for wholesale level procurement 

source receipt discrepancies (SDR Document Type 9 or P) in accordance with the DLMS transaction 

format/SF 364. When reporting new procurement receipts, the distribution depot 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 

Depot 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 on procurement source receipt discrepancies involving direct vendor/contractor delivery to 

the customer (SDR Document Type 6).

Intervening text not shown.....................

“C17.3.10.2. SDR Distribution for Shipment (Item) Discrepancies

Intervening text not shown.....................

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 
Enclosure 1, ADC 1052

Page 2

identified as the Contract Administration Office (CAO), DoD WebSDR will provide an information 

copy of the initial submission and subsequent SDR transactions to DCMA.1

Intervening text not shown.....................

C17.3.10.8. SDR Distribution for Packaging Discrepancies 

C17.3.10.8.1. Contractor/Vendor Shipments 

C17.3.10.8.1.1. Initial action to the ICP. 

C17.3.10.8.1.2. Copy to Contract Administration Office (CAO). When DCMA 

is identified as the CAO, DoD WebSDR will provide an information copy of the initial submission 

and subsequent SDR transactions to DCMA. 2

C17.3.10.8.2.3. 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.

C17.3.10.8.2.4. 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.

C17.3.10.8.2.5. 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.

Intervening Text Not Shown.....................

 C17.3.20. Defense Automatic Addressing System (DAAS) SDR Processing

Intervening Text Not Shown.....................

C17.3.20.1.2. Edit SDR transactions in accordance with business rules specified below. 

Additionally, DoD WebSDR will edit SDRs to improve data consistency and the appropriateness of 

data content as follows:

Intervening text not shown.....................

 1 Refer to PDC 1052. 2 Ibid.
Enclosure 1, ADC 1052

Page 3

C17.3.20.1.2.4. SDRs that contain a contract number (not including the 

contract reference number) will be edited to ensure that the shipper is populated correctly. DoD 

WebSDR will match the contract number 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. 

User input will be overridden by the EDA values if different.3

Intervening Text Not Shown.....................

C17.3.20.4.4. WebSDR will provide information copies of SDRs in accordance with 

Component business rules and as designated by the initiator.

Intervening Text Not Shown.....................

C17.3.20.4.4.3 WebSDR will provide an information copy to DCMA of all 

SDRs identifying DCMA as the CAO. 4

”

_____________

3 Ibid. 4 Ibid.
Enclosure 2, ADC 1052

Page 1

Enclosure 2, Discrepancy Report Document Type Codes

Revise DLM 4000.25, Volume 2, Appendix 3, Supply Discrepancy Report Relevant Data Elements, as 

shown below:

AP3.5 DISCREPANCY REPORT DOCUMENT TYPE CODES 

AP3.5.1. 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. 

AP3.5.2. 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 Discrepancy Report Document Type; however, 

there are many other code values assigned that are not applicable to SDRs. This data element is

mandatory on SDR transactions.

AP3.5.3. The DLA Disposition Services SDR Type Code (DLMS Qualifier ST) is used as a subtype code in conjunction with the Discrepancy Report 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.

Discrepancy Report Document Type Codes

Available for DoD WebSDR and Component-Sponsored SDR applications:

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 , vendor delivery (new procurement)

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 , vendor delivery to depot

R Depot originated, redistribution order receipt

D 

 

DLA Disposition Services Field Office originated1

 1 SDR Document Type Code D must be used in conjunction with the applicable DLA Disposition Services Document Type 

Code
Enclosure 3, ADC 1052

Page 1

Enclosure 3, DLMS Supplement Revisions

A. Revise DLMS Supplement 842 A/W, Standard Supply Discrepancy Report (SDR), Follow-up, 

Correction, Cancellation, & Reconsideration Request

Item 

#

Location Revision to DLMS 842 A/W Reason

1. DLMS 

Introductory 

Note

Add PDC 1052 to DLMS Introductory note 6:

- PDC 1052, DOD WebSDR Processes 

Enhancement and Interface with Electronic 

Document Access (EDA) System. 

Identifies DLMS Changes included in 

the DLMS Supplement.

2. 2/N101/2800 Add the following code and Note:

C4 Contract Administration Office

1. Use to identify the DoDAAC of Contract 

Administration Office (CAO) for the identified 

contract number.

2. Populated via EDA interface with WebSDR 

when available for contract-related discrepant 

shipments.

Identifies the CAO applicable to the 

contract number. The data will be 

extracted from the EDA application 

and posted to the SDR record.

3. 2/N101/2800 Revise the DLMS note for existing Qualifier SH:

SH Shipper

DLMS Note:

1. Use to identify the shipping activity by Routing 

Identifier Code, DoDAAC, or vendor/contractor

CAGE code or the activity name if code is 

unavailable.

2. This will be the returning activity DoDAAC for 

SDRs associated with storage activity receipts of

returns/retrograde shipments.

Clarification. Identification of the 

shipper by text name without the 

applicable code value is not 

consistent with current capability.

Unrelated Administrative Updates

4. 2/REF01/0700 Revise DLMS Note associated with existing 

Qualifier SI:

SI Shipper's Identifying Number for Shipment 

(SID)

DLMS Note:

This is the contractor-assigned shipment number, 

e.g. vendor shipments invoiced via the 

Mechanization of Contract Administration 

Services (MOCAS) system are identified by a 

shipment number formatted as three alpha and 

four numeric characters.

For SI: WebSDR field length = 17

Administrative update for 

clarification. 
Enclosure 3, ADC 1052

Page 2

Item 

#

Location Revision to DLMS 842 A/W Reason

5. 2/LQ01/1050 Revise DLMS Note associated with existing 

Qualifier D:

D Court Document Type Code

DLMS Note:

1. Must use to identify the Discrepancy Report 

Document Type Code to identify the type of 

discrepancy report and type of shipment 

involved. This data element is required for the 

DoD WebSDR interface.

2. Valid entries are for SDR types are:

• 6 - Customer originated, direct 

vendor/contractor delivery. This type is used 

primarily for shipment of requisitioned 

materiel sourced by the item manger by 

contracted vendor shipment rather than from 

stock.

• 7 - Customer originated, depot/lateral 

shipment/other. This type is used primarily for 

shipment of requisitioned materiel sourced by 

the item manager from stock; may be used for 

other customer SDRs.

• V - Customer originated, lateral shipment 

under TAV. This type is used exclusively for 

customer reported discrepancies resulting 

from item manager directed lateral 

redistribution (initiated via MILSTRIP DIC 

Code A4_ with Distribution Code 2 or 3).

• 8 - Depot originated, depot receipt from nonprocurement source (other than RDO).

• A - Storage site receipt, customer 

return/other (Note: Comparable to Type 8, but 

originated outside DSS; requires authorization 

prior to use.)

• 9 - Depot originated procurement source 

receipt, vendor delivery to depot

• D - DLA Distribution Field Office originated 

(Note: Used in conjunction with Disposition 

Services SDR Type Code to further distinguish 

the type of shipment scenario involved.)

• P - Storage site receipt procurement source 

receipt , vendor delivery (new procurement)

(Note: Comparable to Type 9, but originated 

outside DSS; requires authorization prior to 

Administrative update for 

clarification. 
Enclosure 3, ADC 1052

Page 3

Item 

#

Location Revision to DLMS 842 A/W Reason

use.)

• R - Depot originated, redistribution order 

receipt.

• N - Storage site receipt, depot shipment 

(RDO) (Note: Comparable to Type R, but 

originated outside DSS; requires authorization 

prior to use.

• W - Transshipper originated SDR. This type 

is used exclusively by ports and CCPs for 

discrepancies discovered while materiel is 

intransit. Because this type of SDR may apply 

to a shipment unit (rather than a single 

document number), data element requirements 

different significantly from other SDR types.

3. For future consideration, a data 

maintenance action was approved in version 

5030. The approved code/name is "TDC -

Discrepancy Report Type Code".

B. See table below for requested revisions to the DLMS Supplement 842 A/R, Standard Supply 

Discrepancy Report (SDR) Reply

Item 

#

Location Revision to DLMS 842 A/R Reason

1. DLMS 

Introductory 

Note

Add PDC 1052 to DLMS Introductory note 4:

- PDC 1052, DOD WebSDR Processes Enhancement 

and Interface with Electronic Document Access 

(EDA) System. 

Identifies DLMS Changes 

included in the DLMS 

Supplement.

2.

2/N101/2800

Add the following code and Note:

C4 Contract Administration Office

1. Use to identify the DoDAAC of Contract 

Administration Office (CAO) for the identified contract 

number.

2. Populated via EDA interface with WebSDR when 

available for contract-related discrepant shipments.

Identifies the CAO applicable to

the contract number The data 

will be extracted from the EDA 

application and posted to the 

SDR record.

3. 2/N101/2800 Revise the DLMS note for existing Qualifier SH:

SH Shipper

DLMS Note:

Use to identify the shipping activity by Routing Identifier 

Code, DoDAAC, or vendor/contractor CAGE code.

Clarification.
Enclosure 3, ADC 1052

Page 4

Item 

#

Location Revision to DLMS 842 A/R Reason

Unrelated Administrative Updates

4. 2/REF01/0700 Revise DLMS Note associated with existing Qualifier SI:

SI Shipper's Identifying Number for Shipment (SID)

DLMS Note:

1. This is the contractor-assigned shipment number, e.g. 

vendor shipments invoiced via the Mechanization of 

Contract Administration Services (MOCAS) system are 

identified by a shipment number formatted as three alpha 

and four numeric characters.

2. DoD action activities responsible for contracted vendor 

shipments are required to populate the contractorassigned Shipment Number when applicable and not 

provided by the submitter.

For SI: WebSDR field length = 17

Administrative update for 

clarification. 

5. 2/LQ01/1050 Revise DLMS Note associated with existing Qualifier D:

D Court Document Type Code

DLMS Note:

1. Must use to identify the Discrepancy Report 

Document Type Code to identify the type of 

discrepancy report and type of shipment involved. 

This data element is required for the DoD WebSDR 

interface.

2. Valid entries are for SDR types are:

• 6 - Customer originated, direct vendor/contractor

delivery. This type is used primarily for shipment of 

requisitioned materiel sourced by the item manager 

by contracted vendor shipment rather than from 

stock.

• 7 - Customer originated, depot/lateral 

shipment/other. This type is used primarily for 

shipment of requisitioned materiel sourced by the 

item manager from stock; may be used for other 

customer SDRs.

• V - Customer originated, lateral shipment under 

TAV. This type is used exclusively for customer 

reported discrepancies resulting from item manager 

directed lateral redistribution (initiated via 

MILSTRIP DIC Code A4_ with Distribution Code 2 

or 3).

• 8 - Depot originated, depot receipt from nonprocurement source (other than RDO).

• A - Storage site receipt, customer return/other 

Clarification. Revised to 

match the wording in the 

842A/W. 
Enclosure 3, ADC 1052

Page 5

Item 

#

Location Revision to DLMS 842 A/R Reason

(Note: Comparable to Type 8, but originated outside 

DSS; requires authorization prior to use.)

• 9 - Depot originated procurement source receipt, 

vendor delivery to depot

• D - DLA Distribution Field Office originated (Note: 

Used in conjunction with Disposition Services SDR 

Type Code to further distinguish the type of shipment 

scenario involved.)

• P - Storage site receipt procurement source receipt ,

vendor delivery (new procurement) (Note: 

Comparable to Type 9, but originated outside DSS;

requires authorization prior to use.)

• R - Depot originated, redistribution order receipt

• N - Storage site receipt, depot shipment (RDO) 

(Note: Comparable to Type R, but originated outside 

DSS; requires authorization prior to use.

• W - Transshipper originated SDR. This type is 

used by ports and CCPs for discrepancies discovered 

while materiel is intransit. Because this type of SDR 

may apply to a shipment unit (rather than a single 

document number), data element requirements differ 

significantly from other SDR types.

3. For future consideration, a data maintenance 

action was approved in version 5030. The approved 

code/name is "TDC - Discrepancy Report Type 

Code".
Enclosure 4, ADC 1052

Page 1

Enclosure 4, Comment Resolution

Originator Response/Comment Disposition

1. DLA Concur. Noted.

2. Army The Army concurs with PDC 1052 as 

written. 

The SDR community will have 

additional field added for CAO data to 

NAMI WBT. Information will come

through in a text field to LMP. 

Noted.

No changes are planned for the Armyunique user defined file (UDF) interface 

which is scheduled to be replaced by a 

DLMS compliant interface.

3. Marine Corps Concur with no comments. Noted.

4. Air Force The AF concurs. 

Initial comments:

PDC 1052 will have an impact to ILS-S. 

Please see below. 

1. The purpose of this PDC is to provide 

a copy of the SDR to the CAO (Contract 

Administration Office) when the contract 

number is provided in the SDR as well as 

Populate the vendor/ contractor CAGE 

code on the SDR. The CAGE code is 

then used to ensure the proper shipping 

activity is identified.

2. In order to fully accommodate the 

changes in PDC 1052, we would need to 

first implement ADC 465. ADC 465 

would bring the contract information into 

our system via the 870S (Supply Status) 

transaction. We have no plans to 

implement ADC 465 at this time. If we 

were to implement ADC 465 (which 

calls for the capture of the contract 

information - (including the CAGE and 

contract number), then we (ILS-S) would 

be able to implement PDC 1052. The

CAGE code is currently a data element 

on the ILS-S (ES-S) SDR, but it is not 

Noted.

Resolution of initial comments: The first 

paragraph of the AF response is correct, 

however the implementation approach we 

are using will minimize impact on Service 

systems and reporting activities. Because 

we will be getting the CAO DoDAAC and 

vendor CAGE from EDA, it means we do 

not need to ask Service systems or users 

to provide this information on their SDRs, 

and we will be able to send information 

copies to DCMA when relevant 

systemically (without a person identifying 

DCMA to us) as is required by DoD 

policy (and is currently not being done). 

This change can be implemented without 

any impact to ES-S. 

The issue with adding the contract number 

to ESS-S is not part of this PDC. The 

contract number was a core requirement, 

but was not incorporated during ES-S 

development. We asked ES-S for the 

program change to provide the contract 

number in the appropriate data element 

field on the SDR (where it can be used 

systemically) and not in the remarks. In 

the interim, WebSDR will accept SDRs

lacking the contract number because the 
Enclosure 4, ADC 1052

Page 2

Originator Response/Comment Disposition

always populated.

3. ILS-S currently takes the CAGE from 

the ILS-S (ES-S) SDR event - which is 

not always populated due to NIINs either 

having no CAGE loaded or multiple part 

numbers/ multiple CAGEs. ILS-S (ES-S) 

also allows for the manual entry of a 

contract number when the shipment was 

a direct vendor delivery. The contract 

number is entered into the remarks area 

of the SDR. Although, ILS-S SDR does 

make use of the contract number and 

CAGE – the CAGEs not always present 

and we rely on a manual process for the 

contract number.

Both changes (ADC 465 and PDC 1052) 

need a requirement to be created for

software modifications in ES-S. We are 

not aware of any firm implementation 

dates for either of these DLMSO 

changes. 

data field was changed from mandatory to 

optional to accommodate users who didn't 

have the contract number available when 

reporting a DVD receipt discrepancy.

We also have a work-around for any 

delays in implementation of the contract 

number by ES-S. Since we were aware 

that some users where not providing the 

contract number, we made it mandatory 

for the action activity (SoS) to populate 

the data field on the SDR reply if left 

blank by the submitter. The system 

change has been implemented DLA's 

EBS, and since most of the SDRs go to 

DLA, this helps a lot, but was only a 

partial fix. We are also asking for a 

WebSDR screen change so that other 

Service/Agency ICPs creating a reply can 

populate the contract number when 

missed by the user (or placed it in remarks 

vice the data field).

The AF does not need to implement ADC 

465 for this change. There is a 

relationship between the two changes in 

that DoD-wide implementation of 465 

would allow ES-S to electronically 

populate the contract data on an SDR 

rather than asking the user to enter it. 

This change supports the Air Force

because it allows WebSDR to pull 

necessary data from EDA, a central 

authoritative source, rather than driving 

many systems to change to provide the 

Contract Admin DoDAAC, which is 

necessary to fulfill DoD requirements

using a systemic interface. At the same it 

allows us to get correct identification of 

the vendor CAGE (users currently 

populate incorrectly much of the time by 

indicating the shipment is from DLA 

(SMS) rather than looking on the 

shipment documentation for the vendor's 
Enclosure 4, ADC 1052

Page 3

Originator Response/Comment Disposition

CAGE. 

Another factor is that EDA is supporting 

this as a near term requirement, so the 

interface may be operational this year, 

which will be a huge benefit for DoD, 

even if the ES-S change to add the 

contract number data field is delayed 

beyond that. 

5. USTRANSOM Abstain. There is no known impact to 

USTRANSCOM systems based on this 

change.

Noted.

6. DLA DLA concurs. 

J6-Sustainment indicates an SCR will be 

required.

Noted.

7. Navy Concur. Noted.

8. SDR System 

Administrator

Additional updates are identified for 

inclusion in this ADC:

1. Discussion with the Army DLMS 

SDR implementation team highlighted 

the need for additional clarification of the 

shipment number data field using DLMS 

Supplement notes.

2. Although previously identified as a 

requirement for reply screen update 

capability, the functionality to revise the 

submitter-identified source of supply 

(when incorrect) was not documented in 

an ADC.

ADC updated as noted.

1. DLMS 842A/W and 842A/R shipment 

number (mapped to REF01/SI, Shipper's 

Identifying Number for Shipment) now 

included additional clarification of 

intended usage.

2. The source of supply field is now 

included among the data fields that can be 

populated/modified via direct WebSDR 

reply screen. This capability already

exists for Services/Agencies using a 

Component SDR system.