OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE

 3500 DEFENSE PENTAGON

 WASHINGTON, DC 20301-3500 

 

 

 SUSTAINMENT

 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE 

 

SUBJECT: Approved Defense Logistics Management Standards Change 1422, Add 

Procurement Instrument Identifier to the Catalog Data Support Transaction (Supply) 

 

The Defense Logistics Management Standards change, as outlined in the attachment, is 

approved for implementation. 

 

Addressees may direct questions to Rafael Gonzalez, e-mail: rafael.gonzalez@dla.mil.

Others must contact their designated PRC representative available at https://www.dla.mil 

/Defense-Data-Standards/Committees/Contacts/. 

Leigh E. Method, SES 

Deputy Assistant Secretary of Defense 

for Logistics 

Attachment: 

As stated 

cc: 

OUSD(C) 

DLA J6DS 
Attachment, ADC 1422

Page 2

DEDSO Use Only - ServiceNow Change Request: CHG0030398 

Approved Defense Logistics Management Standards Change 1422 

Add Procurement Instrument Identifier to the Catalog Data Support 

Transaction 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: U.S. Air Force, AFMC/A4NL; Mr. John “Jack” Dillon, 937-271- 

3430; john.dillon.2.ctr@us.af.mil

b. Functional POC: U.S. Air Force, HAF/A4LR; Mr. Colquitt “Quitty” Lawrence, 

703-692-2348; DSN: 222-2348; colquitt.lawrence@us.af.mil

2. REASON FOR CHANGE: 

a. Bottom Line Up-Front: This change revises the Defense Logistics Management 

Standards (DLMS) 832N Catalog Data Support transaction and adds a new qualifier to identify 

the procurement instrument identifier (PIID) authorizing the contractor to perform on behalf of 

the government. This qualifier will be required when the originator of the DLMS 832N is a 

contractor. 

b. Background: 

(1) When a contractor uses their own warehouse system of record, they are 

responsible for creating and providing accurate material master data to the appropriate 

government accountable property system of record (APSR). 

(2) When the contractor procures an item on behalf of the government, and the 

item of supply is not catalogued or lacks a material master record, the contractor must create a 

local stock number (LSN) for the item. The DLMS 832N Catalog Data Support transaction is 

the appropriate transaction to communicate the new LSN and other attributes in the master 

records to the APSR. However, this transaction doesn’t support the PIID that authorizes the 

contractor to act on behalf of the government. 

(3) DoD Instruction 5000.64, Section 4.6., Data Elements, requires APSRs to 

record the government furnished property (GFP) authorizing contract when in business with a 

contractor inventory control point (ICP). To ensure APSRs can properly record items of supply 

under LSNs and in custody of a contractor, this change introduces the mandatory use of the PIID 

in the DLMS 832N for GFP. 

3. CHANGE IN DETAIL: 

a. Technical Details: 

(1) This change adds qualifier 6L – Agent Contract Number (2/REF01/0400) to 

the DLMS 832N Catalog Data Support Implementation Convention (IC) to enable contractors to 

identify the authorizing contract when transmitting material master records to the APSR. The 

qualifier 6L mirrors the DLMS 947I Inventory Adjustment transaction to ensure consistency.
Attachment, ADC 1422

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DEDSO Use Only - ServiceNow Change Request: CHG0030398 

(2) Contractors must cite qualifier 6L and include the PIID when transmitting a 

DLMS 832N. When the PIID is missing or invalid, the APSR will reject the transaction and 

request re-transmission via the DLMS 824R Reject Advice transaction with Reject Advice Code 

AI “Rejected. PIID (contract number) call/order number, contract line-item number (CLIN), 

and/or sub-CLIN is invalid or blank” (2/LQ02/086). DoDI 5000.64 requires the authorizing 

contract when the originator is a contractor. 

b. Revised Transaction Flow: This change does not impact the flow of transactions. 

4. IMPLEMENTATION TARGET: The Air Force will implement this change upon the 

release of the ADC. No other implementation target reported. 

5. TECHNICAL IMPACT: 

a. Additions or Changes to Data Elements: This change adds qualifier 6L to the 

DLMS 832N Catalog Data Support IC in 2/REF01/0400. See Enclosure 1 for details. 

b. Automated Information Systems (AIS): This change applies to all contractors 

managing GFP. Air Force contractor ICPs and the Defense Property Accountability System 

(DPAS) will also be impacted (see Enclosure 2). No other system impact reported. 

c. Defense Automatic Addressing System (DAAS): DAAS must update the DLMS 

832N Catalog Data Support transaction mapping and routing rules to support the new 

qualifier. 

6. PUBLICATION/POLICY IMPACT: 

a. Defense Logistics Manual (DLM) 4000.25: No impact on DLM 4000.25. See 

Enclosure 1 for DLMS 832N Catalog Data Support IC revisions. 

b. Non-DLM 4000.25 Publications: No other publications reported. 

7. ASSUMPTIONS: None noted. 

Coordination Response Requirement: PRC Representatives, include, with your response, an 

estimated timeline and estimated completion date to implement this change for each impacted 

system. 

Coordination Response Requirement: PRC Representatives, include, with your response, a list 

of all systems impacted by this change, including the program office point of contact information 

(name, phone number, email) for each listed system. 

Coordination Response Requirement: PRC Representatives, include, with your response, a list 

of additional publications that will require revision as a result of this change. 
DEDSO Use Only - ServiceNow Change Request: CHG0030398 

 Attachment, ADC 1422 

 Page 3 

8. FINANCIAL IMPROVEMENT AND AUDIT REMEDIATION (FIAR), MATERIAL 

WEAKNESS, AND AUDIT-RELATED INFORMATION: 

a. Notices of Findings and Recommendations (NFR): None noted. 

c. Corrective Action Plan (CAP) References: None noted. 

d. Other FIAR, Material Weakness, and Audit-Related Information: This change 

remediates a material weakness resulting from the inability to transmit and receive the 

authorizing contract via the DLMS 832N Catalog Data Support transaction. DoDI 5000.64, 

Section 4.6. requires the authorizing contract in all APSRs. No other audit related information 

reported. 

9. END-TO-END TESTING REQUIREMENTS: Proper testing must take place between, 

DoD Components, contractor ICPs, and DAAS before the changes in this document are 

implemented in a DAAS production environment. In addition, DAAS will capture the results 

and participants of the testing in a work order. Only DoD Components or contractor ICPs who 

have implemented the DLMS 832N and have successfully tested transmission with DAAS may 

use this functionality. 

10. REFERENCES: DoD Instruction 5000.64, “Accountability and Management of DoD 

Equipment and Other Accountable Property”, April 27, 2017, as amended 

11. PROPOSED DLMS CHANGE (PDC) 1422 RESPONSE/COMMENT RESOLUTION: 

Coordination Response Requirement: PRC Representative, include, with your response, any 

applicable NFR identification numbers with a brief synopsis of the NFR and how the change 

contributes to correcting the finding. Include references to information in the ADVANA NFR 

database. Include any applicable CAPs related to this change as well as a brief summary. 
DEDSO Use Only - ServiceNow Change Request: CHG0030398 

 Attachment, ADC 1422 

 Page 3 

Component Response/Comment Disposition 

1. DLA Concur. As noted. 

2. Navy No response. None noted. 

3. Air Force Concur. As noted. 

4. Army Supply: No response. 

SDR: Comment: 

Concerns with the estimated implementation timeline and 

completion date for each system 

As noted. 

Army did not provide a 

target implementation 

during the formal 

coordination process. This 

change does not require a 

joint implementation. Army 

may schedule 

implementation as 

needed. Only the AF is 

expected to implement upon 

approval. 

5. USMC No response. None noted. 

6. DAAS Concur. As noted. 

7. USTRANSCOM No impact. As noted. 

8. GSA No response. None noted. 
DEDSO Use Only - ServiceNow Change Request: CHG0030398 

 Enclosure 1, ADC 1422 

 Page 1 

Enclosure 1 

Revise DLMS 832N Implementation Convention as shown. 

Additions are identified by bold italics. 

# Location DLMS 832N 4030 Catalog Data Support Reason 

1. DLMS 

Introductory 

Notes 

Add ADC 1422 to DLMS Introductory Note 11: 

- ADC 1422, Add Procurement Instrument Identifier 

(PIID) to the Catalog Data Support Transaction (Supply) 

Adds change to the 

introductory note. 

2. 2/REF01/0400 Add qualifiers 6L with DLMS Note: 

6L Agent Contract Number 

DLMS Notes: Must use in GFP-related transactions to 

identify the procurement instrument identifier (PIID) 

applicable to the contract authorizing the contractor to 

perform on behalf of the government. 

Support PIID in 

GFP transactions 
DEDSO Use Only - ServiceNow Change Request: CHG0030398 

 Enclosure 2, ADC 1422 

 Page 1 

Enclosure 2 

GFP-A Catalog Transaction Flow 

GFP-A Catalog Transaction Narrative 

Activity Description 

1 Update asset item 

indicative detail 

Contractor performs an inventory adjustment. Contractor transmits catalog data 

support Defense Logistics Management Standards (DLMS) 832N, including 

contract number and delivery order number (if applicable), through DAAS to 

Air Force Government Furnished Property (GFP) Accountable Property System 

of Record (APSR). 

2 Route GFM asset 

item indicative 

information 

DAAS receives DLMS 832N, including contract number and delivery order 

number, and routes it to the Air Force GFP APSR 

3 Update GFP asset 

item indicative detail 

Receive catalog data support transaction DLMS 832N that includes contract 

number and delivery order from DAAS, records transaction and associates the 

asset item to the contract number 

1

 Acronyms in this enclosure: GFP-A – Government Furnished Property Accountability, CICP – Contractor 

Inventory Control Point, IMS – Inventory Management System, DAAS – Defense Automated Addressing 

System, APSR – Accountable Property System of Record, GFM – Government Furnished Material 

Accountable inventory

record is recorded 

Asset financial information

Update GFM asset

item indicative

detail

Route GFM asset 

item indicative 

detail

Accountable inventory

record needs 

to be updated/created

Update asset item

indicative detail Catalog data

DLMS 832N

Add: Contract Number

DLMS 832N 

Add: Contract Number Revise DLMS 832N (Catalog Data Support) APSR DAAS CICP IMS