Page 2 of 5 Attachment, ADC 470

ATTACHMENT TO ADC 470

Revise DLMS Supplement (DS) 846R, Location Reconciliation Request in Support of 

Reutilization Business Integration (RBI)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Service/Agency: Defense Logistics Agency Disposition Services

b. Technical POC:

DLA Logistics Information Service (LAR) DSN 661-5929, Commercial 269-961-5929

c. Functional POC: 

DLA Logistics Information Service (LAR) DSN 661-5872, Commercial 269-961-5872

DLA Logistics Information Service (LAR) DSN 661-5723, Commercial 269-961-5723

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Primary: Supply/Logistics DLA Disposition 

Services

b. Primary/Secondary Functional Process: Primary: Material Delivery Notification DLA 

Logistics Information Services

3. REFERENCES:

a. DOD Supply Chain Material Management Regulation, DOD 4140.1-R, Chapter 5 

(http://www.dtic.mil/whs/directives/corres/pdf/414001r.pdf)

b. DOD Financial Management Regulation, DOD 7000.14-R, Volume 4, Chapter 4 

(http://comptroller.defense.gov/fmr) 

c. Military Standard Transaction Reporting and Accounting Procedures (MILSTRAP), 

DOD 4000.25-2-M, Chapter 7 

(http://www.dla.mil/j-6/dlmso/elibrary/manuals/milstrap/word/012_chap07_ch4.doc)

d. DLMS Manual, DOD 4000.25-M, Volume 2, Chapter 6, 

(http://www.dla.mil/j-6/dlmso/elibrary/manuals/dlms/msw/v2/v2c6_chg5.doc)

4. BACKGROUND: The DLA Disposition Services (formerly Defense Reutilization and 

Marketing Service (DRMS)) is a worldwide presence within the Department of Defense, with 

disposal specialists in 14 foreign countries, two U.S territories, and 39 states. DLA Disposition 

Services’ mission is the execution of disposition solutions for excess military property. The 

Reutilization Business Integration (RBI) project will replace the DLA Disposition Services 

Automated Information System (DAISY) by integrating DLA Disposition Services business 

processes within the DLA enterprise suite of applications, including the Distribution Standard 
Page 3 of 5 Attachment, ADC 470

System (DSS) and the Enterprise Business System (EBS). Significant revisions subsequent to 

staffing of PDC 437 are identified in yellow highlighting.

a. Intent of the Transaction: This ADC covers modifications to the 846R Location 

Reconciliation Request transaction (846R beginning segment BIA02 Report Type Code ‘LC’ 

(MILSTRAP DI Code DZH functionality)). With the inclusion of the RBI functionality in DSS, 

this transaction needs to be updated to include passing a Disposal Turn-In Document (DTID)

number, and the Demilitarization Code (DEMIL code). DLA Disposition Services use the DTID 

number to uniquely identify individual property, as well as performing all inventories and 

accounting processes. The DTID number is also used to track, control and perform all 

disposition of all DLA Disposition Services property. The DLA Disposition Services uses the 

DEMIL Code in order to control property that is turned in from the services, and is received, 

stored, or sold from its locations worldwide. DLA Disposition Services complies with all DOD 

policies and regulations to identify and apply controls, worldwide, over materiel to prevent its 

diversion to entities unfriendly to U.S. interests and to prevent unauthorized use.

b. Scenarios for which the transaction is used: The DLA Disposition Services uses the 

DTID number to uniquely identify individual property, as well as performing all inventories and 

accounting processes. The DTID can serve as the primary document number in a transaction 

(most cases) or it can be a secondary identification where there is an actual customer document 

number (requisition and receipt transactions). 

1) 846R Location Reconciliation Request/Notification (DZH, DZN) Since there 

will be two separate records of inventory, one in DSS (accountable) and the other in EBS (owner 

record), there is a need to ensure that these two inventories are kept in sync at the DTID level. In 

order to comply with the DOD policy, reconciliation will be done both daily and annually. DZH 

and DZN transactions will be sent from DSS to EBS to provide the information needed to 

complete these reconciliations. DZH transactions will be sent with on-hand balances of 

inventory line items, which for RBI equals a DTID. The DZN transactions will provide the 

count of closing balance transactions being forwarded and the associated cut-off date.

2) For annual reconciliations, the DZHs will be sent for all inventory at a DLA 

Disposition Service Field Office, and for daily reconciliation, DZHs will be sent for inventory 

which had balance affecting transactions (receipts, issues, adjustments, etc.) during that day. The 

inventory data sent on the DZHs will then be compared to the inventory data in EBS. For any 

mismatches found during daily (End of Day) or the annual (Total Reconciliation), DLA 

Disposition Services owner system personnel will be notified to perform research and corrective 

actions.

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

accountable and owner records are currently resident in one system (DAISY) there is no need to 

reconcile. 

5. PROPOSED CHANGES(S):

a. Requested changes in detail:
Page 4 of 5 Attachment, ADC 470

1) In the DLMS transaction 846R Location Reconciliation Request (MILSTRAP 

DZH), DLA Disposition Services needs to provide the DTID number.

2) In the DLMS transaction 846R Location Reconciliation Request (DZH), DLA

Disposition Services will include the DEMIL code for items demilitarized under RBI.

a. Proposed procedures: The 846R will be passed from DSS to EBS each day in order to 

communicate inventory counts at a particular Disposition Services Site. A list of individual 

Disposition Services Sites for which the 846R should be sent, as well as the schedule for when 

they should be sent, will be maintained by DSS in the DSS Ownership Compliance table. This 

table will specify that all the DLA Disposition Services Sites will pass daily reconciliation 

transactions each day as well as total reconciliation transactions on an annual basis. 

DLA Disposition Services will use the DTID number to uniquely identify individual property 

turned into worldwide Field Offices. The DTID number will be used to track inventory from 

pre-receipt through sales or final disposal. The DEMIL Code will be used to ensure all military 

and government property will enforce proper property controls. 

b. Alternatives: There are no other alternatives for these proposed processes. The DTID 

and the DEMIL Code need to be added to this transaction to provide DLA Disposition Services 

with accurate inventory reporting and property control.

6. REASON FOR CHANGE: With the addition of DLA Disposition Services business 

processes into the DSS and EBS systems, data elements and transaction information need to be 

introduced in a DLMS transaction to transmit information between systems.

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages (tangible/intangible): Adding the DTID number to the transaction 

information will ensure the proper property identification and tracking capabilities. Adding the 

DEMIL Code will ensure that demilitarization information will be passed to prevent those who 

are not eligible to receive government property from receiving it.

b. Disadvantages: There are no disadvantages to adding both the DTID number and 

DEMIL Code to the transaction. 

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

DEVELOPMENT (OPTIONAL): The DTID and DEMIL Code will be passed on this 

transaction.

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: January 2012

10. IMPACT:

a. New DLMS Data Elements for the 846R: Demilitarization Code.
Page 5 of 5 Attachment, ADC 470

b. DLMS 846R Change Table: Request Code addition for the 846R and identification of when the 

TN, Document Number is a DTID for RBI.

Item # Location DS 846R Revision Reason

1. DLMS 

Introductory 

Notes

Add ADC 470 to DLMS Introductory Note 6:

- ADC 470, Revise DLMS Supplement (DS) 

846R, Location Reconciliation Request in 

Support of Reutilization Business Integration 

(RBI) (Supply)

Identifies DLMS 

Changes included in 

the DS.

2 2/REF01/140 Revise DLMS note for ‘TN’ Document 

Number to insert DTID note and apply 

numbering:

TN Transaction Reference Number 

DLMS Note: 1) Use to identify the document 

number.

2) For Disposition Services, use to provide the 

Disposal Turn-In Document (DTID) number.

3) Use of transaction number (document 

number), with location reconciliation 

transactions, is a DLMS enhancement and 

procedures for use must be developed. See 

introductory DLMS note 4a.

To accommodate RBI 

requirement. 

Normally DTID 

would just be referred 

to as the document 

number, but there is a 

Disposition Services 

need to specifically 

call-out the DTID in 

the note of 846R.

3. 2/LQ01/270 Add FD qualifier with DLMS note:

FD Demilitarization Code 

DLMS Note: Authorized DLMS enhancement 

for use by DLA Disposition Services only. 

Refer to ADC 470.

To Accommodate 

mapping product 

requirement.

c. Publications: Requires update to DLMS 846R Location Reconciliation Request 

transaction as noted. Requires update to DOD 4000.25-M, DLMS as shown in Enclosure 1.
ADC 470

Enclosure 1, Page 1

Enclosure 1, DLMS Manual Revisions

Add the following paragraphs to C16.6. and rename C16.6 to be: Processing Materiel and 

Maintaining Accountability by the DLA Disposition Services and Field Offices:

C16.6.2. Maintaining Property Accountability. The accountable property record for inventory 

owned by the DLA Disposition Services shall be maintained by the DLA Disposition Service 

Field Office system. DLA Disposition Services system shall maintain the owner’s total item 

property record and financial accounting for DLA Disposition Service Owned property. End of 

Day processing and an Annual Reconciliation shall occur to ensure that the two inventory 

records are kept in sync at the DTID level.

C16.6.2.1. The Field Office system shall maintain an Owner Compliance Table to ensure 

daily (End of Day) and annual (Total Reconciliation) requirements are executed based on preestablished business rules in compliance with DLMS, Vol. 2, Chapter 6. 

C16.6.2.2. The DLA Disposition Service (owner) system and the DLA Disposition Field 

Office (storage activity) system shall match all active records daily (i.e. DTIDs that had any 

transaction affecting record balances) on-hand balances. 

C16.6.2.2.1. The Field Office system (storage activity) shall send the daily 

closing balance for each affected DTID using the 846R, Location Reconciliation Request 

transaction, Report Type Code LC and the type of reconciliation code for end of day processing. 

The 846R shall contain the Demilitarization Code (DEMIL code), which corresponds to the 

stock number for that DTID. The DEMIL code shall 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. 

C16.6.2.2.2. The Field Office system (storage activity) shall also send an 846R, 

Location Reconciliation Notification, Report Type Code X4, to advise DLA Disposition Services 

of the total number of daily DTID closing balance transactions (number of 846R ‘LC’ 

transactions) being forwarded and the associated cut-off date. Imbalances shall be 

programmatically researched to assure consideration of in-float documents, delayed transactions, 

and duplicate transactions.

C16.6.2.3. All DLA Disposition Services owner and Field Office storage activity records 

(active and inactive, including zero balances) shall be reconciled at least once each fiscal year 

(Total Reconciliation).

C16.6.2.3.1. The Field Office shall prepare location reconciliation requests by 

line item (DTID) for each DTID regardless of the balance (including zero balances), using the 

846R, Location Reconciliation Request transaction, Report Type Code LC and the type of 

reconciliation code for annual location reconciliation. The Location reconciliation Request shall

contain the DEMIL code which corresponds to the stock number for that DTID. The DEMIL 
ADC 470

Enclosure 1, Page 2

code shall 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.

C16.6.2.3.2. The Field Office (storage activity) system shall also send an 846R, 

Location Reconciliation Notification, Report Type Code X4, to advise DLA Disposition Services 

of the number of annual DTID closing balance transactions (846R Type Code ‘LC’ transactions) 

being forwarded and the associated cut-off date. Imbalances shall be programmatically 

researched to assure consideration of in-float documents, delayed transactions, and duplicate 

transactions.

C16.6.2.4 "For any mismatches found the DLA Disposition Services personnel shall

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 shall be sent to 

the appropriate Disposition Services Field Office personnel requesting assistance to isolate errors 

in data transmission."
ADC 470

Enclosure 2, Page 1

Enclosure 2, Response to PDC Staffing

Originator Response/Comment Disposition

1. Marine Corps Has reviewed subject PDC and concurs as 

written.

Noted.

2. Navy Concurs with PDC 437 as written and submits 

no additional changes or amendments.

Noted.

3. HQDA DCS G44(S)Concurs with 437 846R with comment.

CASCOM reviewed PDC 437. Functional 

process changes identified in PDC 437 will 

impact GCSS-Army Release 1.1.1 scheduled 

for 4th Quarter 2011. The GCSS-Army 

system will require the ability to produce the 

DICs mentioned to turn-in to RBI. Release 

1.1.1 has been base lined but if opportunity 

presents itself will try to push PDC to Release 

1.1.1. In order for capability to be captured in 

Release 1.2 GCSS-Army.

Noted.

4. Air Force Concur with comments.

The RDS Command functional OPR and the 

ALC RDS DPCOs concur with Proposed 

DLMS Change 437 (846R). This e-mail 

serves as AFMC official response regarding 

this DLMS Proposal. The ALC RDS DPCOS 

request that all the DAISY reports made 

available today be made available in the 

future. In regards to the three data elements 

that RBI and EBS must have on disposal 

reconciliation requests, RDS A5Js contain the 

DTID along with DEMIL Code. However, 

RDS A5J transactions do not contain the 

Weapon Serial Number. Any requirement to 

add Weapon Serial Number to RDS A5J 

transactions would have to be directed in an 

Approved DLMS change. The RDS 

Command OPR would then document the 

requirement in a CSRD that would have to be 

evaluated to see whether it could be 

implemented in RDS legacy system or 

whether it would have to wait to be delivered 

as part of ECSS implementation.

Weapon Serial 

Number was 

proposed for addition 

after PDC 437 was 

staffed. It has since 

been rescinded as a 

requirement and is 

not included in the 

ADC. 
ADC 470

Enclosure 2, Page 2

5. DLA Concur with comments.

1. Recommended changes to PDC 437:

a. Paragraphs 4.a, 4.b, 5.a.1. and 3. 

imply that the DZH and DZN should include 

the DEMIL Code. However, the DZN (846R 

1/BIA02 Report Type Code ‘X4’) merely 

provides a ‘transaction count’ (number of 

DZHs transmitted). Therefore, the DEMIL 

Code entry is not required for the DZN 

because it could not directly relate to a 

specific line item (stock number + condition 

code, or DTID number). Paragraph 5.a.2. 

should also be changed to delete DZN, since 

it will not carry DTID either. In all cases, 

DEMIL and DTID are only found on DZH 

version of the 846R; never on DZN version of 

the 846R. Recommend the ADC be revised 

accordingly.

Agree. Noted 

sections modified to 

clarify that DEMIL 

Code is applicable to 

DZH functionality, 

and removed DZN 

where it is not 

contextually relevant.

b. Paragraph 4. b., subparagraph 1, 

the last sentence, should be clarified to define 

the term ‘inventory line items’. For non-RBI 

processes (C6.2.6.2.) the DZH is generated by 

line-item (stock number + supply condition 

code = line item). However, PDC 437 redefined the term line item to equal DTID 

number for DLA Disposition Services owned 

material. DoD 4000.25-M procedures will 

use the unique (DTID) line item definition, 

for RBI reconciliations efforts. Recommend 

the ADC highlight the unique RBI line item 

definition equals DTID.

Agree. Added a 

clause to the sentence 

in 4.b.1 to draw 

attention to the fact 

that, for RBI, a line 

item equals a DTID.

2. Request for clarification. Paragraph 4.b., 

subparagraph 2, the last sentence states ... 

“For any mismatches found, email 

notifications will be sent to the appropriate 

DLA Disposition Services personnel so that 

they may be investigated and corrected”. As 

written, it is unclear whether the email 

notification is going to DLA Disposition 

Services (Battle Creek) personnel, or to the 

Field Office personnel. Request clarification 

in the ADC to ensure consistency with 

DLMS, Vol. 2, Chapter 6 policy, specifically 

Agreed. Adopted 

recommended 

language.
ADC 470

Enclosure 2, Page 3

paragraphs C6.6.2.4., whereby the inventory 

owner is responsible for research and 

resolving location reconciliation mismatches. 

Suggested ADC wording: “For any 

mismatches found during daily (End of Day) 

or the annual (Total Reconciliation), DLA 

Disposition Services owner system personnel 

will be notified to perform research and 

corrective actions.” It would also be 

beneficial to know if these are “Resolution 

Specialists” at Battle Creek who perform this 

function and if they will have direct access to 

DSS histories when they perform their 

research. Please note we have reserved a 

paragraph in the draft procedures below to 

describe this process at a high level.

3. Suggested future enhancements to the RBI 

reconciliation process:

a. Future RBI reconciliation 

enhancements should consider using the 846P 

(MILSTRAP DZJ functionality) to request 

Transaction History Transmittal and 

programmatically research to assure 

consideration of in-float documents, delayed 

transactions, duplicate and rejected 

transactions. This would minimize the 

amount of manual research required.

Noted. Shared with 

RBI.

b. Also, future RBI reconciliation 

enhancements should consider using the 824R 

and 888I (MILSTRAP DZG/DZB 

functionality) to correct item data 

discrepancies (between DSS/EBS) found 

during the location reconciliation process.

Noted. Shared with 

RBI.