*DLM 4000.25, Volume 2, December 27, 2022*

*Change 15*

**C10. CHAPTER 10**

**MATERIEL RECEIPT ACKNOWLEDGEMENT**

C10.1.  PURPOSE

	C10.1.1.  This chapter provides the procedures for a DoD automated, closed-loop system to provide accountability and monitor receipt of shipments of DoD and General Services Administration (GSA) wholesale stocks and DLA Disposition Services stocks issued from on-hand assets or procured for direct vendor delivery (DVD).  These procedures interface with logistics response time (LRT) for measuring receipt take-up time by requisitioners and with Chapter 5, for providing 100 percent shipment status on stock issues, including DVDs. 

	C10.1.2.  These procedures provide for the control of due-in records below the wholesale level and the interface among the transportation, quality, supply, and financial operations/systems below the wholesale level and between the supply and purchasing operations/systems at the wholesale level to provide proper control over in transit assets and document receipt in the payment files.

	C10.1.3.  MRA Business Rules.  Appendix 12 identifies the detailed business rules for generating the MRA Report.  Appendix 12 also includes an MRA Decision Tree diagram to provide graphic representation of the MRA business rules to capture shipments out of wholesale assets that qualify for MRA Reporting.

	C10.1.4  Transactions.  This chapter addresses the procedures applicable to the following transactions with their functions identified by their beginning segment transaction type code.  The DLMS implementation conventions (IC) are available on the DLMS IC page of the Defense Enterprise Data Standards Office Website.  The corresponding MILSTRAP legacy 80 record position transaction functionality is identified for information purposes in a mixed DLSS/DLMS environment.

		C10.1.4.1.  Materiel Receipt Acknowledgement (MRA) Transaction is DLMS 527R with beginning segment (1BR02/020) Transaction Type Code TH – Receipt Acknowledgement Advice.  This transaction provides MILSTRAP legacy DIC DRA functionality.

		C10.1.4.2.  MRA Response to Follow-up Transaction is DLMS 527R with Transaction Type Code TH–Receipt Acknowledgement Advice, used in conjunction with 1/BR06/20 Action Code V–Respond.  This transaction provides MILSTRAP legacy DIC DRB functionality.

		C10.1.4.3.  Follow-up for Delinquent MRA Transaction is DLMS 527R with Transaction Type Code TG – Receipt Acknowledgement Inquiry.  This transaction provides MILSTRAP legacy DIC DRF functionality.

	C10.2.  APPLICABILITY.

		C10.2.1.  These procedures apply to shipments of DoD wholesale stocks and DLA Disposition Services stocks and, in part, to shipments of GSA wholesale stocks--whether pushed or pulled, delivered or picked up, issued from on hand assets or procured for DVD from commercial sources.  

		C10.2.2.  These procedures therefore, apply to:

			C10.2.2.1.  All DoD wholesale inventory control points (ICP) and the DLA Disposition Services (for the purposes of MRA, DLA Disposition Services is the DoD ICP for shipments from Disposition Services).

			C10.2.2.2.  Recipients of DoD and GSA wholesale stocks and DLA Disposition Services stocks–including DoD intermediate/retail level and end-use activities; contractors which receive Government furnished material, and defined under DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures,” February 10, 2014; DoD ICPs which requisition materiel from GSA, DLA Disposition Services, or other DoD ICPs; and DoD maintenance facilities which receive items for maintenance when the maintenance activity accountable officer assumes property accountability for the inducted items--hereafter called reporting activities.

			C10.2.2.3.  Implementation of the materiel receipt acknowledgment concept is optional for intra-Component shipments of retail stock.  However, DoD Components which choose to implement the concept for such shipments will prescribe use of these procedures.

C10.3.  EXCLUSIONS.[footnoteRef:1]  These procedures are not applicable to the following: [1:  Known MRA gaps include shipments associated with DLA Industrial Prime Vendor (IPV), and DLA Tailored Vendor Relationships (TVR) such as Medical Prime Vendor; Subsistence Prime Vendor; Maintenance Repair and Operations program; and Kentucky Logistics Operation Center (KyLOC).  The MRA process requires a MILSTRIP Shipment Status transaction; there is no shipment status in these processes.  These processes are not excluded from MRA (except Fresh fruits and vegetables (FF&V)), and are identified as known process gaps that DLA is working to close.  Another possible MRA gap exists for immediate issue scenarios (e.g., bearer walk-through or “over the counter” issues) where shipment status/materiel release confirmation is provided and an MRA would typically be expected.  DLA will submit a proposed DLMS change to document this as a valid MRA exclusion. (ADC 1088)] 

		C10.3.1.  Commodities excluded from requisitioning, except that receipt of requisitioned forms and publications will be acknowledged.

		C10.3.2.  Shipments to foreign military sales and grant aid customers except when the shipment concerns an unconfirmed materiel release order (MRO) as described in Chapter 4 (Processing Follow-Ups).  FMS documents beginning with B, D, I, P, K and T .

		C10.3.3.  Inter-Component lateral redistributions of retail stock not directed by the wholesale ICP.[footnoteRef:2] [2:  This is not a true “exclusion” from MRA because the MRA is only required for release of wholesale assets.  When DAAS gets the passing order that has a RIC-TO of a non-wholesale ICP, they will flag the document number as not eligible for LMARS/MRA, but still be available for WEBVLIPS as history.  Any subsequent transactions that come in under that document number (regardless of data content and indication of a wholesale ICP) automatically gets that flag.  This is similar to what DAAS does for the requisition alert process.  The one underlying assumption to this solution is that the passing order (DIC A3_) will be present so that the flag can be set at the document number level.  This is a safe assumption, since ADC 1062 states that GCSS-A will not release the requisition image until they receive the passing order routed by DAAS.  Note the DAAS check on the shipment status is just the presence of a shipment status for the document number that clears the first part of the MRA decision Tree.  DAAS feels this will eliminate a concern with LMARS picking up the transaction as a byproduct when the bill comes out of the wholesale ICP system (LMP) after the post-post issue is passed to that system (For Army GCSS-A to LMP). (ADC 1088)] 

		C10.3.4.  Shipments to state, civil, or federal agency activities.  Special Program DoDAACs are identified by numeric character in the first position followed by an alpha character in the second position.  These identify entities that are neither DoD or other Federal entities and that are associated with a special program.  Among other purposes, special programs include programs authorized by Congress for state and local entities to purchase materiel from Federal sources.  The existing Defense Automatic Addressing System (DAAS) logic for extracting the LMARS database includes the exclusion of Special Program DoDAACs (ADC 1088).

		C10.3.5.  Receipts into DoD wholesale stock controlled under Chapter 13, including relocations/shipments to contractors, commercial or industrial activities which are receipt reported to the owning ICP, when the owing ICP also issued the materiel.  However, when ICPs requisition materiel from another ICP or the DLA Disposition Services, and the receipt is reported under Chapter 13, the requisitioning ICP will acknowledge the receipt (ADC 1087).

		C10.3.6.  Shipment status (DLMS 870S/Legacy AS3) with Distribution Code 9 (DLA Distribution Services).  Shipments to DLA Disposition Services that are covered under the procedures for in-transit control of shipments to DLA Disposition Services Field Offices.

		C10.3.7.  Shipments of fresh fruit and vegetables (FF&V).  FF&V transactions are received by DAAS in a monthly data feed from DLA Troop Support and do not have shipment data.

		C10.3.8.  Shipments to Army/Air Force Exchange Service DoDAACs HX1_, HX2_, HX3_ , and HX4 _).

		C10.3.9.  DoDAAC indicating activity is GSA or FEDSTRIP.

		C10.3.10.  Exclude intra-Component shipments when the issuing wholesale ICP does not generate a Follow-up for Delinquent MRA transaction within the required delinquent MRA Follow-up time limit. The rationale is that if the issuing wholesale ICP business process requires that the intra-Component reporting activity provide a Receipt transaction back to the issuing wholesale ICP, then it falls under the MRA exclusions and the issuing ICP would not generate a Follow-up for Delinquent MRA transaction.  For the purpose of this exclusion logic, DAAS will use the MRA Follow-up timeframe plus one day.  Under existing MRA Report logic, lookup will be done at the end of the month (ADC 1087).

C10.4.  COMMUNICATIONS

	C10.4.1.  Reporting activities will direct MRAs to the managing ICP using guidance in C10.4.2.  If operating under MILSTRAP legacy transactions, refer to the instructions in DLMS Volume 2, Appendix 3.29 for the legacy DRA/DRB transactions.  DAAS will pass the MRA to the designated ICP and provide images to other designated activities based upon DoD Component rules.  

	C10.4.2  Reporting activities will direct the MRA to the managing ICP using one of the following (listed in order of preference):

			C10.4.2.1.  The organization that directed the materiel shipment as shown on DLMS 856S, Shipment Status.

			C10.4.2.2.  The last known source of supply that authorized follow-up action as shown on DLMS 870S, Supply Status. 

			C10.4.2.3.  The source of supply to which the DLMS 511R, Requisition, was submitted.

**C10.4.3.  ICPs will send all MRA follow-ups to the DAAS for transmission.  The DAAS will route MRA follow-ups for U.S. forces to the “ship-to” activity identified in the 856S Shipment Status.  The DAAS will route MRA follow-ups for security assistance requisitions to the applicable Service International Logistics Control Office (ILCO) based upon the Service Code in the Document Number and distribution code 

C10.5.  RESPONSIBILITIES

	C10.5.1.  Reporting activities and ICPs will meet the time limits stated throughout this chapter and summarized in Table C10.T1, MRA Submission Timeframe, and Table C10.T2, MRA Follow-up Timeframe for ICPs and Disposition Services. 

	C10.5.2.  Reporting activities excluding International Logistics Control Offices (ILCOs) will:

		C10.5.2.1.  Establish supply due-in records for all requisitions (pulled or pushed) being supplied from wholesale stock.  It is not required to establish a due-in record when shipment status is received after the materiel has been received.

		C10.5.2.2.  Update (or establish, when no previous record of the due-in/materiel receipt exists) due-in records and estimated delivery dates, based on supply and shipment status received.  Establish due-in record estimated delivery dates which equal the MRA prescribed timeframes in Table C10.T1. 

		C10.5.2.3.  Post receipts from wholesale stock to a stock record/property, or equivalent, account and acknowledge materiel receipt under these procedures.

		C10.5.2.4.  Whenever materiel is taken into U.S. Government custody at final destination, whether it has been accepted or not, ensure the receipt is posted to the stock record/property, or equivalent, account.  Establish any needed interface among the transportation, quality, and supply operations/processes to meet this requirement.

		C10.5.2.5.  Monitor due-in records and report nonreceipt under these procedures when materiel is not received within the prescribed timeframes in Table C10.T1.  DLMS requires that 100 percent shipment status be sent to all reporting activities so they can meet this requirement.

		C10.5.2.6.  Coordinate with the financial operation/function before clearing a due-in record by any action other than materiel receipt.  Maintain an auditable record of all due-in records so cleared.

		C10.5.2.7.  Establish an interface with financial accounting operations/processes to maintain proper financial accounting control for in-transit assets, as prescribed by DoD 7000.14-R, “DoD Financial Management Regulations”.

	C10.5.3*.*ILCO reporting activities will screen history records for valid shipment status or coordinate with freight forwarders/customers to determine shipment status/receipt data, for unconfirmed MROs and send an MRA Advice Transaction within the prescribed timeframes in Table C10.T1.

	C10.5.4.  ICPs will:

		C10.5.4.1.  Have a closed-loop system to monitor materiel receipt on all shipments of wholesale stock to DoD activities.

		C10.5.4.2.  Control MRA data based on quantity within document number.  When the MRA does not match a shipped record, use the data only for quality control/management evaluation purposes.  Do not reject MRAs to the submitter.

		C10.5.4.3.  Keep an accessible record of requisitions, by document number and suffix code shipped, until materiel receipt is confirmed, nonreceipt is reported for the quantity shipped, or failure to acknowledge is included in management evaluation reports.

		C10.5.4.4.  Establish an interface between the supply and disbursing functions/operations to provide receipt acknowledgment data for all DVDs for documentation of payment files.

		C10.5.4.5.  Consider MRA data in the supply discrepancy report (SDR) validation process.

	C10.5.5.  DoD Components.

		C10.5.5.1.  Will establish the internal interface among the logistics, financial, and contracting operations/systems necessary to accomplish the requirements of this chapter.  When operations are geographically removed from each other, DoD Components may prescribe use of intra-DoD Component transactions to accomplish the required interface.

		C10.5.5.2.  May, for intra-DoD Component shipments, elect to have their shipping activity or container consolidation point create an MRA and send it with the shipment for completion and submission by the reporting activity.

		C10.5.5.3.  May prescribe, where appropriate, that intermediate levels of supply (i.e., organizations that are not the ultimate materiel recipient but maintain due-in records for referred user requisitions) post receipts to their due-in records and acknowledge materiel receipt for the user.

		C10.5.5.  May record MRA data in requisition history and use to close unconfirmed MROs.

		C10.5.6.  GSA will not use the MRA to monitor materiel receipt but will use the data to interface with the discrepancy reporting process.  Therefore, GSA will not follow-up to reporting activities to request an MRA.

		C10.5.7.  Components may prescribe additional internal follow-up requirements to those identified in this chapter.  

C10.6.  PREPARING AND SENDING MATERIEL RECEIPT ACKNOWLEDGEMENT 

		C10.6.1.  Reporting activities will meet the time limits identified in this chapter.  These requirements and timeframes are independent from prescribed shipment tracing and discrepancy reporting requirements and timeframes to which the receiving facility must also adhere.  MRA reporting timeframes are summarized below:

		C10.6.2.  Reporting activities will submit an MRA when a materiel receipt is posted to the retail stock record, stock record account, property account, or equivalent record.  Also, submit an MRA when due-in dates are reached and materiel has not been received.  Send an MRA to the ICP:

			C10.6.2.1.  Within 5 business days of materiel receipt.

			C10.6.2.2.  For nonreceipt of materiel with a CONUS destination, within 12 calendar days from date shipped (date released to carrier) cited in DLMS 856S, Shipment Status.

			C10.6.2.3.  29 calendar days from the date shipped (date released to carrier) when a Transportation Category 1 or 2 shipment to an OCONUS activity has not been received.

			C10.6.2.4.  For nonreceipt of materiel (Transportation Category 3) with an OCONUS destination, within 76 calendar days from the date shipped (date released to carrier) cited in DLMS 856S.

	C10.6.3.  ILCOs in receipt of DLMS 856S pseudo shipment status will screen history records for valid shipment status.  If valid shipment status is not available, ILCOs may coordinate with freight forwarders/customers to determine shipment status/receipt data.  Submit an MRA to reflect the shipment status, receipt data, or nonreceipt within 120 calendar days from the pseudo shipment status release date.

	C10.6.4.  MRA For  Materiel Provided to Contractors as Government Furnished Materiel and for MRA Associated with Contractor Furnished Materiel Obtained from Government Supply Sources.  This business process is applicable when contractors are authorized to receive specific items and quantities of GFM or contractor furnished materiel (CFM) (also known as contractor acquired property (CAP)) from Government sources of supply.  Materiel may be issued to the contractor based upon a contract schedule/Bill of Material (BOM) or issued in response to a requisition made by the contractor or a responsible Government representative.  Under DLMS, MRA of GFM/CFM requires identification of the DoD contract number and call/order number, when applicable, which authorized the provision of GFM/CFM to establish accountability to the authorizing DoD contract.  This contract number is required in addition to the controlling document number for the MRA transaction.

	C10.6.5.  MRA for Tailored Vendor Relationship.  DLA, in conjunction with the DoD Components and vendors, has implemented tailored vendor relationship (TVR).  TVR is a business process where there is a direct relationship between the customer and the vendor.  Under TVR, customers place orders directly with the Prime Vendor, outside the routine supply requisitioning process/systems, using various communication channels such as EDI, phone, fax, email, or via the prime vendor's ordering system.  DLA EBS receives copies of transactions in order to maintain line item accountability.  MRA of TVR shipments require use of the contract number, call, and line item numbers to uniquely identify lines.  This data is necessary because TVR orders can have multiple lines for the same document number and suffix code.  DLA receives MRAs for TVR from~~,~~ Defense Medical Logistics Standard Support (DMLSS), Theater Enterprise-Wide Logistics System (TEWLS), EMALL, or customer systems.

	C10.6.6.  When a shipped line item (requisition document number and suffix code) is consigned as a split or partial shipment, send an MRA, for the shipment segments as they are received.  The split or partial shipment codes are part of the transportation control number (TCN) structure in accordance with DTR 4500.9-R, DoD Transportation Regulation”.  Accordingly, reporting activities will include the TCN in the MRA transaction when it is available.  If the total quantity for the shipped line item is not received by the due-in date, report the missing quantity, citing Discrepancy Indicator Code F, in accordance with the guidance in the MRA transaction.

	C10.6.7.  To acknowledge receipt of a discrepant/deficient shipment, submit an MRA, except as noted below, with the appropriate discrepancy indicator code.  With the exception of the receipt of multiple stock numbers, use a single MRA transaction to acknowledge the receipt showing both non-discrepant and discrepant quantities.[footnoteRef:4]  Note that MRA requirements and timeframes are independent from prescribed shipment tracing and discrepancy/deficiency reporting requirements and timeframes to which the receiving facility must also adhere. [4:  This this is an enhancement that the Components never implemented as part of the looping structure capability.] 

		C10.6.7.1.  If the document number cannot be identified, post the receipt using a local document number.  Do not submit an MRA.

		C10.6.7.2.  If stock number/part number cannot be identified, do not include the stock/part number in the MRA and enter Discrepancy Indicator Code A.

		C10.6.7.3.  For total or partial nonreceipt (Discrepancy Indicator Code F): 

			C10.6.7.3.1.  Enter the quantity not received and Discrepancy Indicator Code F. 

			C10.6.7.3.2.  If materiel is received subsequent to submitting an MRA Reply with Discrepancy Indicator Code F, submit a new MRA reflecting the new/additional quantity received following the MRA procedures in C10.6.8.1.[footnoteRef:5] [5:  Refer to ADC 1114.] 

		  C10.6.7.4.  Except for shortage and partial or total nonreceipt, covered in C10.6.7.3, enter Discrepancy Indicator Code X in the MRA if the discrepancy does not meet discrepancy reporting criteria.

		C10.6.7.5.  When the discrepancy causes the receipt to be posted using more than one transaction (e.g., multiple supply condition codes or multiple stock numbers are received), send an MRA for each transaction posted.  If needed, also send an MRA for any quantity not received.

		C10.6.7.6.  If materiel is received after submitting an MRA Reply with Discrepancy Indicator Code B (No Record of Requisition), submit an MRA following the MRA procedures in C10.6.1.

		C10.6.7.7.  The MRA report is created at the end of each month to reflect the MRA transactions as received/not received in the preceding month.  Receipt of an MRA citing Discrepancy Code B or F updates the Logistics Metrics Analysis Reporting System (LMARS) reports to reflect the current status of MRA transactions received.  The MRA Reports are created monthly and reflect the MRA data at the end of each month and will not be adjusted retroactively when an MRA is submitted following receipt of materiel after an MRA citing Discrepancy Indicator Code B or F is received.[footnoteRef:6] [6:  Ibid.] 

C10.**7**.  FOLLOW-UPS FOR DELINQUENT MATERIEL RECEIPT ACKNOWLEDGEMENT

	C10.7.1.  When materiel shipment is confirmed or when the requisition involves an unconfirmed MRO as described in Chapter 4, the ICP will monitor for receipt of MRA(s).  For U.S. Forces’ shipments to CONUS activities, ICPs must receive MRA for the total quantity shipped within 12 calendar days from the date released to carrier cited in the DLMS 945A, Materiel Release Advice, or DLMS 856S.  For U.S. Forces shipments to OCONUS activities, ICPs must receive MRA within 29 calendar days from the date released to carrier for Transportation Category 1 and 2, 76 calendar days from the date released to carrier for Transportation Category 3, or within 135 calendar days from the DLMS 856S shipment status release date for security assistance requisitions.  Otherwise, the ICP will send an MRA Follow-up Transaction for the delinquent MRA to (See Table C10.T2):

		C10.7.1.1.  The organization that the materiel was shipped to, for U.S. Forces.

		C10.7.1.2.  The applicable ILCO, for SA requisitions.

		C10.7.1.3.  The MRA Follow-up timeframes are based upon the Time Definite Delivery (TDD) Standards and take into account the wide variation in TDD timeframes based on the Combatant Commands/Regions and the allowed receipt take-up timeframe.[footnoteRef:7]  [7:  With the knowledge that TDD Standards have changed since ADC 1114 (2015), an analysis was performed in 2019 to determine if MRA Timeframes needed to be adjusted.  The analysis showed that TDD Standards have not changed sufficiently to merit adjustment of these timeframe standards.  Future analyses may be performed to ensure this remains the case.] 

		C10.7.1.4.  The follow-up time limits for a delinquent MRA are 17 calendar days from the date shipped (date released to carrier) field entry in the MRC or DLMS 856S Pseudo Shipment Status for CONUS, 34 calendar days for OCONUS destinations with Transportation Category 1 and 2, and 81 calendar days for OCONUS destinations with Transportation Category 3.  (See Table C10.T2).

		C10.7.1.5.  Summary of MRA Follow-Up Time Limits.  Reporting activities will meet the time limits identified in this chapter.  These requirements and timeframes are independent from prescribed shipment tracing and discrepancy reporting requirements and timeframes to which the receiving facility must also adhere.  MRA follow-up time limits are summarized in Table C10.T2.

	C10.7.2.  To answer the follow-up, the reporting activity will prepare a MRA following paragraph C10.6.  Send the MRA to the ICP within 10 calendar days from the transaction preparation date cited in the follow-up.

	C10.7.3.  In the event that materiel has not been received because a Navy ship has not yet had the opportunity to physically pick it up (it is awaiting pick up at a Navy Local Logistics Support Center or the Material Processing Center), the Navy ship reporting activity will respond with a MRA Follow-up Transaction containing Discrepancy Indicator Code G.  This will signal the ICP to keep the record open and continue to monitor for receipt of MRA(s), and send another MRA Inquiry Transaction after another 45 calendar days have elapsed (which may be responded to with an additional MRA Response to Inquiry Transaction with Discrepancy Indicator Code G if the ship is unable to pick up their materiel from the Navy Local Logistics Support Center or the Material Processing Center).  The Navy ship reporting activity may send up to six MRA transactions in response to follow-up, using MRA Response to Inquiry Transaction with Discrepancy Indicator Code G.  The Navy ship reporting activity will send an MRA, using DLMS 527R MRA Response to Inquiry Transaction, without the Discrepancy Indicator Code G, once the materiel is received (e.g., picked-up or otherwise delivered directly to the ship), which may include the use of other discrepancy codes as appropriate.  If a reply is not received within 45 calendar days from the sixth MRA Response to Inquiry Transaction with Discrepancy Indicator Code G, the ICP will include the delinquency information in the management evaluation report (C10.10).  Also, if the requisition involves an unconfirmed MRO (see Chapter 4, (Processing Follow-Ups)), then the ICP will resolve the record as described in Chapter 4 for Force Closed Materiel Release Confirmation).

	C10.7.4.  When Component research into a Follow-up For Delinquent MRA identifies that materiel is still in transit, the reporting activity will respond with a MRA Response to Inquiry transaction containing Discrepancy Indicator Code H in record position 63.  This will signal the ICP to keep the record open and continue to monitor for receipt of MRA(s), and send another Follow-up For Delinquent MRA transaction after another 45 calendar days have elapsed.[footnoteRef:9]  If a reply is not received within 45 calendar days from the sixth MRA Response to Inquiry transaction with Discrepancy Indicator Code G, the ICP will include the delinquency information in the management evaluation report (C6.10).  Navy afloat units should use Discrepancy Indicator Code H if they determine the materiel is still in transit and not at an MPC.[footnoteRef:10] [9:  Refer to ADC 1114.]  [10:  Ibid.] 

	C10.7.5.  Except as noted in C10.7.3., if a reply is not received within 30 calendar days from the MRA inquiry preparation date, the ICP will include the delinquency information in the MRA Management Information Report.  Also, if the requisition involves an unconfirmed MRO, then the ICP will resolve the record as described in the procedures in Chapter 4 (Force-Closed Materiel Release Confirmations).

******C10.7.6.  Administrative Closeout of Open Orders[footnoteRef:11] [11:  Refer to ADC 1343.] 

		C10.7.6.1.  Administrative Closeout of open orders applies when the wholesale ICP (Source of Supply) receives no MRA.  DoD Components may avoid these procedures by providing the MRA transaction at time of receipt or for non-receipt, when the timeframe for receipt has passed.  This will ensure the ICP (source of supply) has proper evidence of receipt and subsequently avoids administrative closeout.  Components may report any materiel discrepancies even after the submission of the MRA. 

		C10.7.6.2.  When ICP data reveals an MRA was not received within the timeframes identified in Table C10.T2 plus the 10 day reply response timeframe (paragraph C10.7.2), the wholesale ICP (source of supply) may initiate action to close the record.  The ICP will initiate internal system procedures and notify the ordering activity of the administrative closeout action using a Supply Status transaction (DLMS IC 870S or equivalent) with Requisition Transaction Status Code D9:  Closed.  Open order was administratively closed due to non-receipt of a materiel receipt acknowledgement (MRA).  This transaction must also include one of two Management Codes: X for shipments from DoD Stock, or Y for shipments made via DVD.

******C10.7.6.3.  Controlled inventory items (CII) designated with a controlled inventory item code (CIIC) in the Federal Logistics Information System (FLIS) record for the national stock number (NSN) will be excluded from this process.  Orders for NSNs coded as CII within FLIS must be systemically excluded from these procedures.  In addition to CII, Component wholesale ICPs may develop local policy and thresholds to manage the inherent material and/or financial risk involved in assuming receipt and define their own additional criteria for issuing an MRA closeout Supply Status transaction based upon those risk thresholds.  

		C10.7.6.4.  Ordering Components will develop policy and procedures to manage the inherent material and/or financial risk related to receiving Requisition Transaction Status Code D9, and define their own criteria for responding.  Responses include the submission of an SDR with Discrepancy MRA, TDR, MRA, billing dispute, or other follow-up action to the ICP.

C10.8.  CORRECTING OR CANCELING MATERIEL RECEIPT ACKNOWLEDGEMENT

	C10.8.1  MRA Errors

		C10.8.1.  Identification of Erroneous Information.  Activities which acknowledge a materiel receipt in error will not correct the MRA.  However, to ensure validation of any SDR for the shipment, the reporting activity must identify the erroneous MRA information in the SDR remarks (SF364, “Report of Discrepancy”) or in the DLMS 842A/W, SDR Follow-up, Correction, Cancellation, & Reconsideration Request note/special instruction segment.  MRAs with an invalid quantity field or blank unit of issue will be processed and corrected as addressed in C10.8.1.2.

		C10.8.1.2.  Syntax Errors in Mixed DLMS/DLSS Environment.  MRAs submitted in legacy DIC DRA/DRB format, with an invalid quantity or blank unit of issue, cannot be processed by DLMS trading partners due to syntax errors.  Accordingly, when DAAS must convert DIC DRA/DRB to a DLMS 527R MRA transaction for a DLMS trading partner, and the DRA/DRB contained an invalid quantity or blank unit of issue, DAAS will reject the transaction using narrative message rejects as follows:

			C10.8.1.2.1.  Invalid Quantity Syntax Error.  (Quantity field is blank or contains alphas or special characters):

				C10.8.1.2.1.1  DAAS will reject MRA transactions (DICs DRA/DRB) received with an invalid quantity field (record position  25-29) to the reporting activity with a narrative message reject stating:  Correct and resubmit.  The quantity in record position 25-29 is invalid.

				C10.8.1.2.1.2.  Reporting activities which acknowledged receipt using an invalid quantity are to correct and resubmit the MRA upon receipt of the narrative message reject.

			C10.8.1.2.2.  Blank Unit of Issue Syntax Error

				C10.8.1.2.2.1.  DAAS will reject legacy MRA transactions (DICs DRA/DRB) received with a blank unit of issue (record position 23-24) to the reporting activity with a narrative message reject stating:  Unit of Issue contains blanks or special characters.

				C10.8.1.2.2.2.  Reporting activities which acknowledged receipt using a blank unit of issue  are to correct and resubmit the MRA upon receipt of the narrative message reject.

			C10.8.2.  Error Documentation.  When the ICP receives an MRA that does not match a shipment record, or contains errors, the ICP will document the error in the management evaluation report or quality control data, as applicable.

C10.9.  QUALITY CONTROL

	C10.9.1.  To comply with the requirements of Chapter 6, ICPs and reporting activities will include the evaluation of internal MRA processing in their quality control programs.  The following work processes will be included:  accuracy of MRA initiation of follow-up, submission timeliness, and investigative research to determine and correct processing errors.

	C10.9.2.  Command managers will assign to specific organizations the responsibility for directing and monitoring corrective action.  The purpose of the program is to assist management in identifying those human, procedural, or system errors adversely affecting the MRA process or indicating potential deficiencies in the control over in-transit assets.

	C10.9.3.  Command managers must ensure effective organizational interrelationships among the functional operations/processes concerned with MRA, such as:  supply, procurement, financial, inventory management, transportation, quality assurance, and storage.

C10.10.  MANAGEMENT EVALUATION

	C10.10.1.  The DoD Components will establish a management evaluation program which monitors and evaluates MRA submission to ensure compliance with MRA requirements.  Execute timely processing and perform response rate analyses to identify non-responsive activities and initiate corrective actions.  

	C10.10.2.  The program will provide for:

		C10.10.2.1.  Review of the MRA Management Information report (Report Control Symbol DD-AT&L(AR)1419 applies).  DAAS will prepare the report and provide access by electronic means.  The report content is determined by the Supply Process Review Committee.  Each Supply Process Review Committee representative is responsible for analysis of the report to identify potential deficiencies in their Service or Agency MRA operations or procedures contributing to breakdowns in internal controls for in-transit wholesale stock.  Supply Process Review Committee representatives are responsible for initiating corrective action with delinquent and non-reporting activities.

		C10.10.2.2.  The MRA Management information report will include as a minimum:

				C10.10.2.2.1.  General MRA Management Report Criteria.  Documentation of nonresponses for a reporting period to include:  the number of qualifying shipments made to an activity (by “ship to” DoDAAC); the number of MRA responses received from that activity; the number of nonresponses. The following sections identify a common report description, how to do additional analysis of the data, and the types of breakdown to be available for MRA responses/non-responses for several different categories and whether detail by individual DoDAAC is available.

				C10.10.2.2.2.  Capability for Additional MRA Report Analysis.

					C10.10.2.2.2.1.  Most of the MRA reports contain a “Save” link above the report title. Clicking the “Save” link launches the applicable MRA report content in a spreadsheet format for additional analysis 

					C10.10.2.2.2.2.  The MRA reports contain an option from the MRA Report Detail page (after selecting a DoDAAC) to download the entire list of document numbers with associated requisition/initial supply transaction data to an Excel file for additional research.[footnoteRef:12]  [12:  ADC 1086.] 

C10.10.2.2.2.3.  Three MRA Reports (MRA 02 Direct Vendor Delivery, MRA 36 Stock Shipment, and MRA 37 DVD and Stock Reports) contain an option to download the entire list of document numbers for the missing MRA data shown on the Detail Reports page.  Clicking the “Save Component Missing MRA Data” link will generate a list of Component options to download file for the missing MRA data and will combine the data for CONUS and OCONUS.[footnoteRef:13] [13:  Refer to ADC 1330 Revise MRA Download Reports to Include a Component Summary Option.] 

					C10.10.2.2.2.4.  The following data elements are included in the downloadable files:

· Header with Report Month or Date Run (depending on type of report) 

· Source of Supply RIC included on the header for MRA38 (Source of Supply MRA Stock Summary), MRA39 (Source of Supply MRA DVD Summary) and MRA40 (Source of Supply Stock and DVD Summary)

· CONUS / OCONUS Indicator (MRA02, MRA36 and MRA37)

· Shipment Date

· Document Number

· Suffix

· Supplementary Address[footnoteRef:14] [14:  This enhancement perpetuates legacy “MILS” data requirements due to the DAAS Micro Automated Routing System (DMARS) which performs transaction level services, such as, validation, editing, routing, imaging, and exception processing, using the 80 record position legacy format.] 

· Ship-To DoDAAC

· Signal Code[footnoteRef:15]  [15:  Ibid.] 

· Bill-To DoDAAC

· Priority

· NSN

· Shipped Quantity

· Unit of Issue

· Unit Price (U/P)

· Total Cost

· Initial Transaction DLMS/MILS, (e.g., requisition or initial supply transaction if no requisition is available per MRA Business Rules/Decision Tree)[footnoteRef:16] [16:  This is the transaction that results in the inclusion in the MRA Report per the MRA Business Rules/Decision Tree (ADC 1088 , Reference 3.d.).] 

· Communication Routing Identifier (COMMRI) of the system from which the requisition or initial supply transaction originated

· COMMRI associated with the Document Number DoDAAC, (e.g., could be a requisitioner/requiring/other activity)

· COMMRI where the Follow-up for Delinquent MRA transaction was transmitted.

				C10.10.2.2.2.5.  MRA41 – Status Code D9:  Closed.  Open order was administratively closed due to non-receipt of a materiel receipt acknowledgement (MRA).[footnoteRef:17] [17:  Refer to ADC 1343.] 

					C10.10.2.2.2.5.1.  This provides a single report by Component to conduct analysis of the open orders administratively closed using Status Code D9.  Clicking the desired “Save Component Data” link will generate a download file reflecting transaction with Status Code D9. 

					C10.10.2.2.2.5.2.  The following data elements are included in the downloadable file:

· Header with the Date Run

· CONUS/OCONUS (Indicator “C” or “O”)

· Management Code (Stock = X; DVD = Y)

· Source of Supply (Wholesale ICP providing D9 Closed Status)

· D9 Status Date 

· Shipment Date

· Document Number

· Suffix

· Supplementary Address

· Ship-To DoDAAC

· Signal Code

· Priority

· NSN

· Shipped Quantity

· Unit of Issue

· Unit Price

				C10.10.2.2.3.  Common Text for Report Descriptions.  In general, for each report category, the count of qualified shipments requiring an MRA is matched against MRAs received/not received within the allotted timeframe and a percentage is computed. The reports shows results for Shipments Requiring MRA and MRA Not Received. Some of the reports include a column for MRA Received. Where the report is broken out by Service, click on the Service line hyper link to show the specific report category MRA Service/Agency Detail Report showing all DoDAACs making up the totals within each Service.  The detail report shows results for shipments requiring an MRA and MRA received.  Some of the detail reports include a column for MRA received.  Selecting a DoDAAC from the detail report will show all document numbers associated with that DoDAAC total.  Clicking on an individual document number will launch WEBVLIPS for further analysis of the selected document number. Differences from this standard report description are noted in the following descriptions of each specific MRA report type:

				C10.10.2.2.3.1.  MRA Service/Agency Summary.  This summary shows shipments for DoD Components/Participating Agencies and all categories by area of the ship-to-DoDAAC and customer.  Detail report is available.  Summary and Detail Reports include an extra column for MRA received.

				C10.10.2.2.3.2.  Direct Vendor Delivery (DVD) (Non Stock) MRA Summary. This summary shows DVD (Non Stock) shipments for DoD Components/Participating Agencies and all categories by Area and Customer. Detail report is available.

				C10.10.2.2.3.3.  Stock Shipment Summary, MRA Not Received.  This Summary shows Stock Shipments by area of the ship-to-DoDAAC and DoD Components/ Participating Agencies. Detail report is available.

				C10.10.2.2.3.4.  Direct Vendor Delivery (DVD) and Stock Shipment Summary, MRA Not Received.  This summary shows DVD and Stock Shipments for all DoD Components/Participating Agencies and all categories by Ship-to DoDAAC.  Detail report is available. 

				C10.10.2.2.3.5.  MRA Report by Source of Supply (Wholesale ICP).  This report shows MRAs from the perspective of the wholesale ICP to review how well the Services acknowledge receipt of the materiel the ICP shipped out of wholesale assets for a given Service/Agency.  Detail report is available.

			C10.10.2.2.4.  Specific Category Reports.  The MRA Management Information report provides the capability to access information by specific categories for ammunition, contractor, and Army Total Package Fielding.  For these specific category reports, the detail report reflects the same layout as the summary report:

				C10.10.2.2.4.1.  Ammunition Percent of Delinquents Summary.  This summary shows shipments for ammunition by area of the ship-to-DoDAAC and DoD Component/Agency. The report shows results for Shipments Requiring an MRA, where an MRA was received within the allotted timeframe and where an MRA was not received within the allotted timeframe.  Only the percentage of qualified shipments that received an MRA is shown.

				C10.10.2.2.4.2.  Contractor Percent of Delinquents Summary. This summary shows contractor shipments by area of the ship-to-DoDAAC and DoD Component/Agency.  Detail report is available.  The report shows results for Shipments Requiring an MRA, where an MRA was received within the allotted timeframe and where an MRA was not received within the allotted timeframe.  Only the percentage of qualified shipments that received an MRA is shown. 

				C10.10.2.2.4.3.  Army Total Package Fielding (TPF), Percent of Delinquents Summary.  This summary shows Army TPF shipments by area of the ship-to-DoDAAC.  The report shows results for Shipments Requiring an MRA, where an MRA was received within the allotted timeframe and where an MRA was not received within the allotted timeframe.  Only the percentage of qualified shipments that received an MRA is shown. 

				C10.10.2.2.4.4.  Percent of Delinquents General Summary.  This summary shows general shipments by area of the ship-to-DoDAAC and DoD Component. The report shows results for Shipments Requiring an MRA, where an MRA was received within the allotted timeframe and where an MRA was not received within the allotted timeframe.  Only the percentage of qualified shipments that received an MRA is shown.  The report excludes the categories for Ammunition, Contractor, and Army Total Package Fielding.  

		C10.10.3.  ICPs will keep accessible records of shipments and MRA transactions to support the reporting requirements.

***C10.11.  Use of System Generated MRAs.  When appropriate, DoD Components may opt to use DAAS services to create and transmit a system generated MRA on their behalf.  DoD policy requires DoD Components to implement the MRA process in their respective AIS.  The use of system generated MRAs is an alternative for Components unable to generate MRAs on their own systemically.***

***C10.11.1.  The use of system generated MRAs allow prompt submission of the receipt acknowledgement when a system is otherwise unable to transmit an MRA as required by this chapter.  The Component must transmit the image of receipt transaction in real time to ensure the system generated MRA complies with the MRA time standards.  The use of a system generated MRA follows the current policies and procedures for MRAs and ensures prompt submission of a receipt acknowledgement to the appropriate organization.***

***C10.11.2.  DAAS System Generated MRA Procedures***

***C10.11.2.1.  To authorize DAAS to transmit a system generated MRA on behalf of a Component, the supply system must transmit the receipt or the receipt image to DAAS and identify the RIC ICP where the MRA should be directed.***

***C10.11.2.2.  The transaction must include the DAAS Routing Identifier Code (RIC) SGA as party to receive copy and the organization to receive the MRA as party to receive report.  When using the image of a receipt to request a system generated MRA, the originating system must use a second loop to indicate the RIC MRA destination.***

***C10.11.2.3.  The combination of the party to receive copy and party to receive report will serve as the authorization for DAAS to create and transmit the MRA to the appropriate destination.***

***C10.11.2.4.  DAAS will not transmit a system generated MRA unless authorized by the Component.***

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CHAPTER 10