*DLM 4000.25, Volume 2, January 22, 2024*

*Change 17*

**C11. CHAPTER 11**

**MATERIEL RETURNS, REDISTRIBUTION OF ASSETS, DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS, AND RETROGRADE RETURNS**

C11.1.  GENERAL

	C11.1.1.  Purpose.  This chapter provides procedures for the interchange of information between the owning organization and the integrated materiel manager (IMM) on the reporting and redistribution of assets, establishes the necessary controls to ensure timely processing of related transactions and provides for the automatic return of materiel under specified conditions.  These procedures include the following:

		C11.1.1.1.  Inventory control point (ICP)/IMM directed lateral redistribution of retail assets identified by an inter- or intra-Component asset visibility system.  

		C11.1.1.2.  Special procedures for returns to DLA from selected sites in support of base realignment and closure (BRAC) retail supply, storage and distribution (SS&D)/inventory management and stock positioning (IMSP) and national inventory management strategy (NIMS).  

		C11.1.1.3.  Automatic return of materiel under specified conditions

		C11.1.1.4.  There are additional processing procedures over and above those contained in this chapter that must be applied for items identified as serially managed materiel requiring owner visibility at DLA Distribution Centers.  The identity of the materiel and the additive procedures are in Chapter 30.

	C11.1.2.  TRANSACTIONS.  The Defense Enterprise Data Standards Office (DEDSO) Website contains DLMS electronic data interchange (EDI) transaction formats on the DLMS implementation Convention (IC) page.  The IC page also includes the corresponding MILSTRIP transaction formats, identified by document identifier code (DIC).  The corresponding MILSTRIP/MILSTRAP legacy 80 record position transaction functionality is identified for information purposes in a mixed DLSS/DLMS environment.

		C11.1.2.1.  Materiel Returns Program Reporting.  Use the DLMS 180M transaction with Transaction Type Code FT.  The DLMS 180M provides the functionality of several FT_ series legacy MILSTRIP transactions.  The action code specifies the type of transaction

			C11.1.2.1.1.  Automatic Returns Notification to customer or maintenance activity is DLMS 180M with Action Code RF – Return to Shippers Facility.  This transaction provides the functionality of MILSTRIP legacy DIC FTA.

			C11.1.2.1.2.  Cancellation of Customer Asset Report is DLMS 180M with Action Code C – Cancelled.  This transaction provides the functionality of MILSTRIP legacy DIC FTC.

			C11.1.2.1.3.  The Customer Asset Report (available stock number assets) is DLMS 180M Transaction Type Code FT – Material Returns and baseline item data (2/BLI01/10 Code FS – NSN.  This transaction provides the functionality of MILSTRIP legacy DIC FTE.

			C11.1.2.1.4.  The Customer Asset Report (available part-numbered Items) is DLMS 180M Transaction Type Code FT – Material Returns and baseline item data (2/BLI01/10 Code MG (Part Number) and 2/BLI08/10 Code ZB – Commercial and Government Entity (CAGE)).  This transaction provides the functionality of MILSTRIP legacy DIC FTG.

			C11.1.2.1.5.  Customer Follow-Up for ICP/IMM Reply to Customer Asset Report is DLMS 180M with Action Code T – Status Query.  This transaction provides the functionality of MILSTRIP DIC FTF.

			C11.1.2.1.6.  Customer Follow-Up for ICP/IMM Materiel Receipt Status is DLMS 180M with Action Code RS – Report Status.  This transaction provides the functionality of MILSTRIP DIC FTT.

		C11.1.2.2.  Shipment Status Materiel Returns.  Use a DLMS 856R with the applicable Transaction Type Code.  The Action Code further specifies the type of materiel returns shipment status.

			C11.1.2.2.1.  Shipment Status is DLMS 856R with Transaction Type Code FT – Material Returns.  This transaction provides the functionality of MILSTRIP legacy DIC FTM.

			C11.1.2.2.2.  Retrograde shipments for return or repair which fall outside the scope of the MILSTRIP Materiel Returns Program.  Use DLMS 856R with Action Code RD.  There is no MILSTRIP legacy DIC equivalent.

		C11.1.2.3.  Materiel Returns Supply Status.  Use a DLMS 870M with the applicable Status Report Code to provide status on customer asset reports.

			C11.1.2.3.1.  Customer Status to ICP/IMM indicating estimated date of shipment is DLMS 870M with Status Report Code 3 – Unsolicited Report.  This transaction provides the functionality of MILSTRIP legacy DIC FTL.

			C11.1.2.3.2.  ICP/IMM Follow-Up for materiel authorized to be returned is DLMS 870M with Status Report Code7 – Response to Material Returns and 2/LQ01/145 Code 0 citing FT6).  This transaction provides the functionality of MILSTRIP legacy DIC FT6.

			C11.1.2.3.3.  ICP/IMM Delay in Disposition Instructions is DLMS 870M with Status Report Code 7 – Response to Materiel Returns and 2/ISR01/210 Code HQ to indicate the delayed date.  This transaction provides the functionality of MILSTRIP legacy DIC FTD.

			C11.1.2.3.4.  The Customer Status to ICP/IMM with the estimated date of shipment is DLMS 870M with Status Report Code 3 and 2/ISR01/210 Code PS to provide the estimated shipping date.  This transaction provides the functionality of MILSTRIP legacy DIC FTL.

			C11.1.2.3.5.  The DAAS Customer Asset Report Status is DLMS 870M with Status Report Code 7 – Response to Material Returns and 1/N101/50 Code GP).  This transaction provides the functionality of MILSTRIP legacy DIC FTQ.

			C11.1.2.3.6.  The ICP/IMM Reply to Customer Asset Report is DLMS 870M Status Report Code 7 – Response to Material Returns and  2/LQ01/145 Code 0 citing FTR.  This transaction provides the functionality of MILSTRIP legacy DIC FTR.

			C11.1.2.3.7.  The ICP/IMM Materiel Receipt Status is DLMS 870M with Status Report Code 7 Response to Material Returns and 2/LQ01/145 Code 0 citing FTZ.  This transaction provides the functionality of MILSTRIP legacy DIC FTZ.

		C11.1.2.4.  Materiel Returns Due-In and Credit and Asset Status Transactions

			C11.1.2.4.1.  Due-In Other than Procurement Instrument Source (Returns from other DoD Activity) is DLMS 527D with Transaction Type Code DA – Due-In.  This transaction provides the functionality of MILSTRAP legacy DIC DFB.

			C11.1.2.4.2.  Pre-Positioned Materiel Receipt Other than Procurement Instrument Source (Returns from other DoD Activity) is DLMS 527D with Transaction Type Code DE – Advance Receipt).  This transaction provides the functionality of MILSTRAP legacy DIC DWB.

			C11.1.2.4.3  Credit for Excess Materiel Return (Reversal) is DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 2/LQ01/311 Code 0 citing FD1.  This transaction provides the functionality of MILSBILLS legacy DIC FD1.

			C11.1.2.4.4.  Credit for Excess Materiel Return (No Charge) is identified by DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 2/LQ01/310 Code 0 citing FD2.  This transaction provides the functionality of MILSBILLS legacy DIC FD2.

			C11.1.2.4.5.  Accessorial and Other Miscellaneous Billings (Credit) is DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 3/SAC02/040 Code F650.  This transaction provides the functionality of MILSBILLS legacy DIC FN2.

			C11.1.2.4.6.  Billing for Transportation (Credit) is DLMS 810L with Transaction Type Code PP – Prepaid Invoice (DoD interfund bill) and 3/SAC02/040 Code I260.  This transaction provides the functionality of MILSBILLS legacy DIC FQ2.

			C11.1.2.4.7.  Follow-up for Materiel Returns Program (MRP) Credit is DLMS 812R with Transaction Handling Code T – Adjustment Request, 1/BCD05/020 Code C – Credit, 1/BCD11/020 Code 45 – Follow-up), and 1/LQ01/156 Code 0 with FTP.  This transaction provides the functionality of MILSBILLS legacy DIC FTP.

			C11.1.2.4.8.  Request for Adjustment of Non-Fuel Billing is DLMS 812R with Transaction Handling Code T – Adjustment Request, 1/BCD11/020 Code 00 - Original), and 1/LQ01/156 Code 0 with FAE.  This transaction provides the functionality of MILSBILLS legacy DIC FAE.

			C11.1.2.4.9.  Reply to Follow-up for Materiel Returns Program Credit is DLMS 812L with Transaction Handling Code B – Debit/Credit Advice No Remittance Detail, 1/BCD05/020 Code C – Credit, and 1/BCD11/020 Code 45 – Follow-up).  This transaction provides the functionality of MILSBILLS legacy DIC FTB.

			C11.1.2.4.10.  Asset Status Reporting Request (from ICP to Base, Post, Camp and Station) is DLMS 846I with Report Type Code TI – Asset Status Inquiry.  This transaction provides the functionality of MILSTRAP legacy DIC DZE.

			C11.1.2.4.11.  Asset Status Reporting (Base, Post, Camp and Station Level Use) Transaction is DLMS 846I with by Report Type Code TJ – Asset Status Advice.  This transaction provides the functionality of MILSTRAP legacy DIC DZF.

			C11.1.2.4.12.  Reject Advice Transaction is DLMS 824R Transaction Type Code ZT – Report of Rejection or Return of Work Candidate.  There is no MILSTRIP legacy DIC equivalent transaction.

		C11.1.2.5.  Lateral Redistributions

			C11.1.2.5.1.  Supply Status is DLMS 870S with Status Report Code 4 – Response to Requisition.  This transaction provides the functionality of MILSTRIP legacy DICs AE1, AE2, AE3, AE8, AE9, AEA, AEB, AED, and AEE.

			C11.1.2.5.2.  Lateral Redistribution Order for Retail Assets is DLMS 940R with Transaction Type Code (1/W0506/0200) Code NI – Redistribution Order and Action Code (1/W0507/0200) Code RG – Refer).  This transaction provides the functionality of MILSTRIP legacy DIC A41, A42, A44, A45, A47, A4A, A4B, A4D, A4E.

			C11.1.2.5.3.  Follow-Up by ICP/IMM to Storage or Reporting Activity is DLMS 940R with Transaction Type Code NB – Materiel Release Inquiry).  This transaction provides the functionality of MILSTRIP legacy DIC AF6.

			C11.1.2.5.4.  Supply Status to ICP/IMM from Storage or Reporting Activity is DLMS 945A with Transaction Type Code NL – Material Release Denial.  This transaction provides the functionality of MILSTRIP legacy DIC AE6.

			C11.1.2.5.5.  LRO Shipment Status is DLMS 856S with Transaction Type Code AS – Shipment Advice and Status Reason Code IV2 – Material Shipped Between Intermediate Points.  This transaction provides the functionality of MILSRIP legacy DIC AS6.

		C11.1.2.6.  Inter-Service Lateral Redistribution of Retail Assets by Inter-Service Agreement.  Passing Order Transaction is DLMS 511R with Transaction Type Code BM – Requisition Passing Order.  This transaction provides the functionality of MILSTRIP legacy DIC A3_.

		C11.1.2.7.  Returns to DLA from Industrial Sites under Base Realignment and Closure, Supply, Storage and Distribution and National Inventory Management Strategy Site Customers

			C11.1.2.7.1.  Pre-Positioned Materiel Receipt Other than Procurement Instrument Source (Returns from Other DoD Activity) is DLMS 527D with Transaction Type Code DE – Advance Receipt and 2/LIN01/010 Code J. This transaction provides the functionality of MILSTRAP legacy DIC DWB_.

			C11.1.2.7.2.  The Materiel Receipt – Other Than Procurement Instrument Source (Returns from Other DoD Activities) is DLMS 527R with Transaction Type Code D4 – Receipt and 2/LIN01/010 Code J).  This transaction provides the functionality of MILSTRAP legacy DIC D6A and D6B.

			C11.1.2.7.3.  Billing for Issue from Stock (Credit) is DLMS 810L with Transaction Type Code PP – Prepaid Invoice and 2/LQ01/310 Code 0 – FA2.  This transaction provides the functionality of MILSBILLS legacy DIC FA2.

		C11.1.2.8.  Directed and Retrograde Returns

			C11.1.2.8.1.  Pre-Positioned Materiel Receipt Other than Procurement Instrument Source (Directed and Retrograde Returns from other DoD Activity) is DLMS 527D with Transaction Type Code DE – Advance Receipt).  This transaction provides the functionality of MILSTRAP legacy DIC DWB.

			C11.1.2.8.2.  Directed and Retrograde Returns are DLMS 856R with Action Code RD – Returns Detail.  The Return Type Code is identified in 2/LQ01/3500 Code KYL.  There is no MILSTRIP legacy DIC equivalent for this transaction due to serial number and unique identification identifier requirements.

	C11.1.3.  Reporting Policy.  Policy regarding the reporting of assets, the transfer of assets, the lateral redistribution of assets, and the use of assets as an alternative to procurement (also known as the procurement offset portion of total asset visibility (TAV)), is contained in DoDM 4140.01, "DoD Supply Chain Materiel Management Procedures," February 10, 2014.

	C11.1.4.  Use of Defense Automatic Addressing System.  All transactions used to offer, return, or redistribute materiel and any follow-on transactions transmitted by electronic means must always be routed through the Defense Automatic Addressing System (DAAS).

	C11.1.5.  Financial Credit Policies and Procedures.  Credit for materiel returns is granted on the basis of need, direction to return, and subsequent receipt and classification by the consignee.  These credits may or may not include materiel credit; however, credit for all directed returns will include credit for packing, crating, handling, and transportation.  Policy for granting credit is covered under DoDM 4140.01[footnoteRef:1].  Procedures for the timeframes and transactions for providing credit for materiel returns, lateral redistributions, and materiel provided for the procurement offset portion of TAV are contained in the MILSBILLS procedures identified in DLM 4000.25, Volume 4, Finance.  MILSBILLS also covers credit procedures for packing, crating, handling and transportation (PCH&T).  In addition, MILSBILLS provides and transaction formats for DLMS 812R, Adjustment Request (Follow-Up for Materiel Returns Program Credit) (MILSBILLS legacy DIC FTP), and Reply to Follow-up for Materiel Returns Program credit (MILSBILLS legacy DIC FTB). [1:  DLA is required to request approval of new procedures supporting BRAC/NIMS allowing full materiel credit for returns regardless of asset position with no credit for packing, crating, handling and transportation (PCH&T).] 

	C11.1.6.  Responsibility for Costs Incurred for Returned Materiel.  U.S. Government activities returning materiel are cautioned that the returning activity may be held responsible for costs incurred by the receiving activity when discrepancies are reported using Supply Discrepancy Reporting (SDR) procedures (Chapter 17).  This includes returns made in violation of prescribed materiel returns procedures, returns exhibiting packaging discrepancies, and returns of reparable items unaccompanied by required technical data.  Recoupment action by the ICP against the initiator may include all cost reimbursable actions performed by the receiving activity (e.g., repackaging, marking, and disposal).

C11.2.  APPLICABILITY AND SCOPE.  The provisions of this chapter are applicable as follows:

	C11.2.1.  To all activities offering or returning materiel to the DoD Component ICP/ IMM.  

	C11.2.2.  To activities receiving and processing lateral redistribution orders of retail assets. 

	C11.2.3.  To the processing of Grant Aid.  Policy regarding utilization and redistribution of Grant Aid materiel is contained in DSCA 5105.38-M, “Security Assistance Management Manual, (SAMM)” Chapter 11.  

	C11.2.4.  To the processing of non-consumable items.

	C11.2.5.  To Base Realignment and Closure; Supply, Storage and Distribution; Inventory Management and Stock Positioning; and National Inventory Management Strategy

		C11.2.5.1.  Background.  Under NIMS, DLA's consumable item supply chain management extends from the wholesale level to the point of consumption, replacing the Service-managed retail inventory level.  Subsequent to the 2005 BRAC decision, retail SS&D functions and associated infrastructure supporting Military Service selected industrial sites transfers to DLA.  As a result, selected industrial and NIMS sites can no longer maintain retail stock balances; once the customer has determined it has no use for the materiel, it is returned to DLA.

		C11.2.5.2.  A variation of the MRP is used for processing materiel returns to DLA from selected sites in support of the BRAC SS&D/IMSP and NIMS.  Standard MRP transactions (e.g., DLMS 180M, Material Returns Reporting (MILSTRIP Customer Asset Reports (Document Identifier Code (DIC) FTE)), DLMS 870M, Material Returns Supply Status (MILSTRIP Reply to Customer Asset Report (DIC FTR) and ICP/IMM Materiel Receipt Status (DIC FTZ)), do not apply; only those logistics transactions specified in the detailed procedures under paragraph C11.18. are used.  Under the NIMS/BRAC returns program, DLA accepts returned DLA-managed materiel back into DLA ownership regardless of the current stock asset position.  Based upon specified business rules, DLA provides zero, partial, or full credit for the materiel to the customer.  No credit for packaging, crating, handling, or transportation is provided.

		C11.2.5.3.  Unlike MRP, under the BRAC SS&D/NIMS return procedures it is the returning DoD Component’s responsibility to provide a Prepositioned Materiel Receipt (PMR) transaction to the applicable storage activity if that activity is a collocated DLA storage activity using the Distribution Standard System (DSS).  The only transaction exchange with DLA prior to financial processing is the DLMS receipt transaction (DLMS 527R, Receipt, Inquiry, Response and Materiel Receipt Acknowledgement (MILSTRIP Materiel Receipt – Other Than Procurement Instrument Source (DIC D6B)), which is reported by the storage activity to the DLA ICP.

C11.3.  EXCLUSIONS.  The following categories are excluded from these procedures:

	C11.3.1.  Customer asset reports identified by part numbers exceeding a field length of 15 in the stock or part number field are excluded from DAAS processing of DLMS 180M for customer asset report transactions.  Other customer asset reports for items not identified by a national stock number (NSN) (e.g., locally assigned stock numbers) are excluded from these procedures on an inter-DoD Component basis.

	C11.3.2.  Perishable subsistence items, with the exception of perishable subsistence returns (other than fresh fruit and vegetables (FF&V)) from Navy mobile logistics support fleet ships in the Pacific area.

	C11.3.3.  Industrial plant equipment (IPE) identified only by a plant equipment code/manufacturer’s part number.  These items will be reported to DLA Aviation on DD Form 1342, “DoD Property Record.”

	C11.3.4.  Class V (W) ground (surface) ammunition.

	C11.3.5.  Lumber products.

	C11.3.6.  Items under Defense Threat Reduction Agency (DTRA) management; such as Federal Supply Group 11 and all Department of Energy (DoE) special design and quality controlled items (identified by contractor and Government entity (CAGE) 87991 in the Federal Logistics Information System (FLIS) master item file) and all DoD items designed specifically for use on or with special weapons (identified by CAGE 57991, 67991, or 77991 in the FLIS master item file).  (These items will be processed under DoE-DNA TP 100-1, et al.)

	C11.3.7.  Automatic data processing equipment under DoD 4160.21-M, “Defense Materiel Disposition Manual.”

	C11.3.8.  Items under General Services Administration (GSA) management.  These items will be redistributed internally per Service guidance; alternatively, the items will be disposed under normal excess/surplus/donation procedures.

C11.4.  REPORTING CRITERIA FOR CUSTOMER ASSET REPORTS

	C11.4.1.  Determination of Reporting Requirements.  Reporting of assets will be determined by the existing retention and reporting policy under DoDM 4140.01.  This includes the reporting policy for the procurement offset portion of TAV as described in DoDM 4140.01.  In response to the Asset Status/Transaction Reporting Request (DLMS 846I, Asset Status Inquiry/Report), submit Customer Asset Reports (DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM)/Customer Asset Report)) using appropriate project codes identified in paragraph C11.5.4.

	C11.4.2.  Reporting Activity Actions.  The reporting activity will forward customer asset reports to the ICP/IMM.  Forward all part-numbered Customer Asset Reports (DLMS 180M) directly to DAAS for possible conversion to an NSN using information in the FLIS files.  Customer Asset Reports (DLMS 180M) transmitted by electronic means must always be routed through DAAS.

C11.5.  PREPARATION OF CUSTOMER ASSET REPORTS

	C11.5.1.  Customer Asset Reports.  Use DLMS 180M to offer or report materiel that is no longer needed.

	C11.5.2.  Reports of Serviceable Items.  Reports of serviceable non-consumable item materiel support code (NIMSC) 5 items from secondary inventory control activity (SICA) reporting activities to the appropriate DoD Component SICA will be submitted under the DoD Component implementing instructions.  Quantities that are not required by the SICA will be forwarded to the primary inventory control activity (PICA) using DLMS 180M.  If appropriate, the SICA will provide DS 870M, Materiel Returns Supply Status (ICP/IMM Status to Customer) delay status to the materiel holder for the quantity referred to the PICA under section C11.11.5.  The expected reply date of the DLMS 870M, if used, will be 35 calendar days after the date the report was forwarded to the PICA.  The PICA will provide disposition instructions to the SICA.  The SICA, in turn, will provide disposition instructions to the reporting activity under the DoD Component implementing instructions.

	C11.5.3.  NIMSC 5 Stocks Exceeding Retention Limit.  When the SICA has NIMSC 5 serviceable stocks that exceed the retention limit, the SICA will prepare DLMS 180M, Materiel Returns Reporting, to report available assets to ICP/IMM using the guidelines above, but with the SICA’s own document number.

	C11.5.4.  Use of Project Codes.  The DoD Components will use one of the following project codes for the procurement offset portion of TAV of their Customer Asset Report (DLMS 180M):

		C11.5.4.1.  RBB for consumables,

		C11.5.4.2.  3AG for reparables, or

		C11.5.4.3.  3AU for DLA Dispositon Service Field Office assets.

C11.6.  CANCELLATION OF CUSTOMER ASSET REPORTS

	C11.6.1.  Use of DLMS 180M.  Use DLMS 180M to prepare cancellation of asset reports, in total or partial quantities, and submit to the ICP/IMM under the following conditions:

		C11.6.1.1.  When a determination is made that materiel is not available in the quantity reported on the asset report.

		C11.6.1.2.  Upon determination that materiel directed for return will not be returned.

	C11.6.2.  Timely and Accurate Cancellations.  The need for timely and accurate cancellation actions under the above conditions is emphasized to avoid unnecessary follow-up actions and to ensure that ICP/IMM records or expected returns reflect proper quantities.

C11.7.  PROCESSING REPLIES TO CUSTOMER ASSET REPORTS

	C11.7.1.  Reporting Activity Processing.  DLMS 870M is used by the ICP/IMM to respond to all customer asset reports and can be used (intra-Army only) to notify customers of the amount of credit granted and/or reversed for materiel received.  The reporting activity will process the DLMS 870M, reply using the appropriate status code and take the following actions:

		C11.7.1.1.  Use paragraph C11.6. to submit a cancellation, DLMS 180M, when it is determined that the materiel directed for return will not be returned.

		C11.7.1.2.  Reporting activities returning materiel under MRP will prepare and submit a DLMS 856R, Shipment Status Materiel Returns, with Unique Item Identifier (UII) and/or corresponding serial number(s) for NSNs containing an item unique identifier (IUID) Indicator Yes (Y), indicating that DoD IUID Supply Policy compliance is required, after materiel directed for return is released to the carrier.  The exception to the forgoing in support of Financial Improvement and Audit Readiness (FIAR), accountability and management of capital equipment requires serialization data visibility.  Serial number tracking does not automatically apply to capital equipment.  The materiel owner will evaluate capital equipment items and assign the appropriate UIT designator code only when the item requires serial number tracking at the DoD level.  Submitters must prepare shipment status materiel returns citing the applicable serial number(s) and include the UII when available.  Prepare a separate DLMS 856R for each shipment.  Exercise care to ensure that appropriate data content, including suffix of the individual DLMS 870M, Reply to Customer Asset Report (MILSTRIP Legacy DIC FTR), is perpetuated in the DLMS 856R.  The DLMS 856R will be sent to the ICP/IMM and the designated return-to activity.  The ICP/IMM is not required to store UIIs[footnoteRef:2] except for capital equipment that require serialization data visibility when assigned under an established unique Item tracking (UIT) program.[footnoteRef:3] [2:  ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 DLMS 856R Shipment Status Materiel Returns]  [3:  Refer to ADC 1198 and ASC 1198B] 

	C11.7.2.  Response to Transaction Receipt.  When DLMS 870M is transmitted to the SICA, the SICA will forward disposition instructions to the materiel holder under the DoD Component implementing instructions.  The materiel holder will provide advice to the SICA regarding shipment or cancellation as appropriate, under the DoD Component implementing instructions, and the SICA will provide DLMS 856R, or DLMS 180M cancellation, to the PICA.  If the SICA receives DLMS 870M ICP/IMM Follow-Up from the PICA and has no record of shipment, the SICA will follow up to the materiel holder and submit an interim DLMS 870M supply status to the PICA containing a future estimated shipping date (ESD) to preserve PICA’s due-in record pending a firm reply to the DLMS 870M follow-up.

	C11.7.3.  Replies to DLMS 180M Customer Asset Reports.  DLMS 870M replies to Customer Asset Reports (DLMS 180M) containing Project Code RBB, 3AG, or 3AU denoting the procurement offset portion of TAV and Status Code TC require reevaluation prior to disposal since these assets may not be above an activity’s retention limit.  Assets required and offered using either Project Code RBB or 3AG will always be directed for return with credit; however, assets required and offered using Project Code 3AU will only be directed for return without credit.

C11.8.  FOLLOW-UPS ON REPORTED ASSETS

	C11.8.1.  Reporting Activity Follow-Ups.  Reporting activity follow-ups consist of three types:

		C11.8.1.1.  Follow-Up for ICP/IMM Reply to Asset Report (DLMS 180M).  This type of follow-up will be used to obtain intelligence regarding status of the original asset report (DLMS 180M (Report of Available Assets to ICP/IMM)).  DLMS 180M follow-up to ICP/IMM will be submitted no earlier than 30 calendar days from date of submission of DLMS 180M (Report of Available Assets to ICP/IMM), and will contain the same data as shown in the DLMS 180M (Report of Available Assets to ICP/IMM).  If DLMS 870M (Disposition Instructions Delay Status) has been received, DLMS 180M Follow-Up will be submitted at the expiration of the expected reply date and DLMS 870M (From ICP/IMM) has not been received.

		C11.8.1.2.  Follow-up for ICP/IMM Materiel Receipt Status (DLMS 180M).  This type follow-up will be used when materiel to be returned has been shipped as directed by a reply to asset report (From ICP/IMM)(DLMS 870M) but an ICP/IMM Materiel Receipt Status (DLMS 870M) has not been received.  DLMS 180M, follow-up for ICP/IMM Materiel Receipt Status), will be submitted no earlier than 70 calendar days for continental U.S. (CONUS) or 130 calendar days for outside-the-continental U.S. (OCONUS) after shipment.  The data for the DLMS 180M, follow-up will be the same as shown in the DLMS 856R, with the exception that no UIIs and/or serial numbers will be perpetuated.

		C11.8.1.3.  Follow-Up for Credit (DLMS 812R, Adjustment Request) Follow-Up for Materiel Returns Program Credit.  This type of follow-up will be used when materiel to be returned has been shipped and credit allowance was indicated by ICP/IMM Materiel Receipt Status (DLMS 870M) but no credit billing has been received.  This follow-up will be prepared in accordance with MILSBILLS procedures.

	C11.8.2.  Follow-Ups to ICP/IMM.  Follow-ups will be submitted to the ICP/IMM to whom the original asset report (DLMS 180M) was submitted, except when information has been received in DLMS 870M (DAAS Customer Asset Report Information Status) status document that DAAS has rerouted the asset report to the correct ICP/IMM.  In this case, the follow-up will be submitted to the activity identified in the DS 870M DAAS Customer Asset Report Information status document received from DAAS.

	C11.8.3.  ICP/IMM Follow-Ups on Directed Returns (DLMS 870M).  Upon receipt of DLMS 870M, ICP/IMM Follow-Up, from the ICP/IMM, the reporting activity will review records to determine whether a DLMS 870M, Reply to Customer Excess Report, had been received.  If there is no record of having received DLMS 870M reply to the customer excess report, the 870M ICP/IMM Follow-Up transaction will be converted to DLMS 870M, Reply to Customer Excess Report, and processed.  If shipment has not occurred, DLMS 870M, Materiel Returns Program Supply Status, citing the ESD will be submitted.  If records indicate that shipment has occurred, the transportation activity will be queried to ensure that the materiel has been shipped.  If the materiel has been shipped, a new DLMS 856R, will be prepared and submitted identifying the quantity shipped to include UIIs and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required.  The DLMS 856R will be sent to the ICP/IMM and the designated receiving activity.  Capital equipment assigned under an established UIT program******require***s*** serialization data visibility and therefore must cite the serial number and include the UII when available.  If materiel has not been shipped, determine when the shipment will be made and follow the above procedures.  When less than the total quantity contained in the original DLMS 870M is to be shipped, the reporting activity will respond to the DLMS 870M, ICP/IMM Follow-Up, with DLMS 870M, Materiel Returns Supply Status, for the quantity to be shipped and DLMS 180M for the quantity that will not be shipped.  If any of the shipment has already occurred, the reporting activity will respond to DLMS 870M (ICP/IMM Follow-up), with DLMS 856R for the quantity that has been shipped, to include UIIs and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required.  The DLMS 856R indicating partial shipment will be sent to the ICP/IMM and the designated receiving activity.  Capital equipment assigned under an established UIT program******require***s*** serialization data visibility and therefore must cite the serial number and include the UII when available.  A DLMS 870M supply status and/or DLMS 180M cancellation will be sent to the ICP/IMM for the remaining portions of the originally reported quantity, as appropriate.

C11.9.  AUTOMATIC RETURNS

	C11.9.1.  Items Designated by a Supply Source for Automatic Return.  Reporting activities use DLMS 180M Automatic Return Notification (Action Code RF) is used for items designated by a source of supply for automatic return.  Supply sources will notify reporting activities of the location to which items so designated are to be shipped.  The returning activity will prepare and submit the DLMS 856R (MILSTRIP Legacy DIC FTM) with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required.  Capital equipment assigned under an established UIT program require***s*** serialization data visibility and therefore must cite the serial number and include the UII when available.  Conformance with standard line of accounting (SLOA)/accounting classification requires any initiation of a financial business event to include SLOA mandated standard financial information system (SFIS) elements.[footnoteRef:4]  The DLMS Automatic Return Notification supports inclusion of SLOA required elements.  Pending full implementation of SLOA, Defense Automatic Addressing System (DAAS) will facilitate interoperability by updating selected SLOA data fields based upon the returning activity’s Service/Agency and Fund Code.  If discrete values for the SLOA data elements in the transaction do not match data elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund Code in the transaction, reject with the DLMS 870M Materiel Returns Supply Status citing Status Code CF.  If invalid/missing fund code for Signal Code A, B, C, J, K, or L, reject with the DLMS 870M/DIC FTQ Materiel Returns Supply Status citing Status Code CF.[footnoteRef:5] [4:  Refer to ADC 1043/ ADC 1043A.]  [5:  Refer to ADC 1043E.] 

	C11.9.2.  Nonconsumable Item Materiel Support Code (Items Designated for Automatic Return).  

		C11.9.2.1.  All NIMSC 5 unserviceable (SCC E or F) items are designated for automatic return on an inter-DoD Component basis.  

		C11.9.2.2.  PICAs will notify SICAs of the NSN and the storage organization to which such items are to be shipped.  PICAs will also notify the receiving storage activity of the NSN of such items to be returned.  The SICAs will perpetuate this information and the PICA RIC to the materiel holder/SICA activities using intra-DoD Component procedures.  The materiel holder will prepare and submit the DLMS 856R with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required.  Capital equipment assigned under an established UIT program require***s*** serialization data visibility and therefore must cite the serial number and include the UII when available.  The materiel holder will send the DLMS 856R to the SICA and the designated return-to activity, with a copy to the PICA when directed by the SICA.  The PICA will be identified as the Party to Receive Status in the DLMS 856R.  The PICA and SICA are not required to store the UIIs and/or serial numbers.

		C11.9.2.3.  If there is no DoD Component SICA for the items identified for automatic return by a PICA (e.g., Coast Guard), the PICA will provide the information to the appropriate DoD Component designated activity. The materiel holder will prepare and submit the DLMS 856R with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required.  Capital equipment assigned under an established UIT program requires serialization data visibility and therefore must cite the serial number and include the UII when available.  The materiel holder will send the DLMS 856R to the PICA and the designated return-to activity.

		C11.9.2.4.  For SICA-approved returns, the SICA will provide disposition instructions to the materiel holder under normal intra-Service implementing instructions.  The materiel holder will prepare and submit the DLMS 856R with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy compliance is required.  The materiel holder will send the DLMS 856R to the SICA and the designated return-to activity.  The SICA is not required to store the UIIs and/or serial numbers[footnoteRef:6],with the exception of capital equipment assigned under an established UIT program requires serialization data visibility.[footnoteRef:7] [6:  ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 DLMS 856R Shipment Status Materiel Returns.]  [7:  Refer to ADC 1198] 

	C11.9.3.  Automatic Return of Unserviceable Items.  When an unserviceable NIMSC 5 item is automatically returned or a replacement item will be requisitioned, DLMS 180M and later documentation will include Project Code 3AL.  If a replacement for the unserviceable NIMSC 5 automatic return item will not be requisitioned (e.g., the returned item exceeds the returning activity’s authorization or requirement), DLMS 180M Automatic Return Notification and related documentation will not contain Project Code 3AL.  The DLMS 180M to the PICA will contain the data elements specified for DLMS 180M Automatic Returns Notification Implementation Convention.  After generation of the Automatic Return Notification, processing will occur as though there has been a DLMS 180M (Report of Available Assets to ICP/IMM) report and a DLMS 870M (From ICP/IMM), reply, along with other provisions of this chapter, excluding DLMS 180M (For Reply to Asset Report) and DLMS 870M (ICP/IMM Status to Customer).

	C11.9.4.  Automatic Return of Unserviceable Items under Inter-Service Maintenance Agreement.  All unserviceable (SCC F) items requiring removal and return to the owner during maintenance performed under an inter-Service agreement, including DMISA, are designated for automatic return on an inter-Service basis.  The owner/principal will designate the applicable storage activity for the return shipment.  The maintenance activity/repair agent will notify the owner/principal of the return using the DLMS 180M Automatic Returns Notification (Action Code RF).  Include Project Code 3HX in the return notification when requisitioning a replacement part and expecting credit for return of the unserviceable asset.  The maintenance activity must provide the Automatic Return Notification prior to the physical return of the unserviceable materiel. Maintenance activities will submit the Automatic Return Notification two days prior to physical return whenever feasible; a minimum of twenty-four hours is required.  This delay is necessary because the maintenance and storage activities are normally located in close proximity and it is vital that the owner/principal have sufficient time to furnish a Prepositioned Materiel Receipt (PMR) to the storage activity before the materiel arrives.  Subsequent to generation of the Automatic Returns Notification, processing will occur as described for Project Code 3AL.[footnoteRef:8] [8:  Refer to ADC 1256.  Staggered implementation authorized by December 2019.] 

	C11.9.5.  Restrictions.  No other inter-DoD Component use of DLMS 180M Automatic Return Notification is currently authorized.

	C11.9.6.  Internal DoD Component Use.  The DoD Components may use DLMS 180M Automatic Return Notification internally for intra-DoD Component programs that do not conflict with other provisions of this manual.

	C11.9.7.  Source of Supply Processing of Automatic Return Notification.  Upon receipt of DLMS 180M Automatic Return Notification, the SICA will establish a due-in and generate a PMR transaction to the receiving activity for the quantity in the DLMS 180M Automatic Return Notification transaction.  The SICA will prepare the due-in and the PMR transaction under Chapter 12 procedures.  Note:  For unserviceable NIMSC 5 items, the SICA will send a DLMS 180M Automatic Return Notification, with data elements specified in C11.9.3, to the PICA.  The PICA will establish the due-in and send the PMR transaction to the receiving depot.

	C.11.9.8.  OWNER/PRINCIPAL PROCESSING OF AUTOMATIC RETURN NOTIFICATION.  Immediately upon receipt of an Automatic Return Notification transaction from a maintenance activity/repair agent under an inter-Service agreement, including DMISA, the owner/principal will establish a due-in and generate a PMR transaction to the receiving activity for the quantity and SCC in the Automatic Return Notification transaction.  The owner/principal will prepare the due-in and PMR transaction under MILSTRAP.  Upon receipt of unserviceable returns for credit (Project Code 3HX), the owner/principal will provide credit under MILSBILLS procedures.”

C11.10.  DEFENSE AUTOMATIC ADDRESSING SYSTEM.  DAAS will do the following:

	C11.10.1.  Route Using the RIC To.  DLMS 870M, Materiel Returns Supply Status; DLMS 856R, Materiel Returns Shipment Status; DLMS 812R, Adjustment Request (Follow-Up for Materiel Returns Program Credit); DLMS 180M, (Follow-Up for ICP/IMM Materiel Receipt Status); and DLMS 180M, Automatic Return Notification, will be passed to the activity represented by the RIC To.

	C11.10.2.  Route Using the M&S Code.  DLMS 812L, Reply to Follow-Up for Credit Status; DLMS 870M, ICP/IMM Status Advising of Delay; DLMS 870M DAAS Customer Asset Report Status; DLMS 870M ICP/IMM Reply to Customer Asset Report; DLMS 870M, ICP/IMM Advice of Receipt or Non-Receipt of Materiel; and DLMS 870M, ICP/IMM Follow-Up, will be passed using the M&S code.

	C11.10.3.  Route Using the RIC To when M&S Code is 9.  DLMS 180M, Cancellation; DLMS 180M, Customer Asset Report; and DLMS 180M, Customer Follow-Up to ICP/IMM, will be passed to the RIC To if the M&S code is 9.

	C11.10.4.  Perform NSN/NIIN Validation when M&S Code is not 9.  For DLMS 180M, Cancellation; DLMS 180M, Customer Asset Report; and DLMS 180M, Customer Follow-Up to ICP/IMM, DAAS will perform NSN/national item identification number (NIIN) validation and source of supply edit as follows:

		C11.10.4.1.  Correct NSN and Managed by ICP/IMM.  If the NSN is correct and managed by the ICP/IMM identified by the RIC To, Advice Code 3T will be entered in the advice segment and the document will be transmitted to that ICP/IMM.

		C11.10.4.2.  Correct NSN but Not Managed by ICP/IMM.  If the NSN is correct, but is not managed by the ICP/IMM identified in the RIC To, the correct ICP/IMM RIC will be entered, along with Advice Code 3T, and the transaction transmitted to the correct ICP/IMM.  DAAS will send the reporting activity a DLMS 870M, Materiel Returns Supply Status with Status Code TZ.

		C11.10.4.3.  Incorrect Federal Supply Classification.  If the Federal supply classification (FSC)/NIIN/NSN validation indicates that the FSC is incorrect, the FSC will be changed and the RIC of the ICP/IMM will be changed where applicable.  Advice Code 3T will be entered and the transaction transmitted to the managing ICP/IMM.  DAAS will send the reporting activity a DLMS 870M, Materiel Returns Supply Status, with Status Code TZ.

		C11.10.4.4.  Routing Cannot be Accomplished.  If routing to an ICP/IMM cannot be done by DAAS, the document will be passed to the activity identified by the RIC To.

	C11.10.5.  Validation by Signal Code.  DAAS will validate DLMS180M, Materiel Returns Reporting (Automatic Return Notification From Customer to Supply Source), (Customer Asset Report (Report of Available Assets to ICP/IMM)), and (Customer Follow-Up to ICP/IMM (For Reply to Asset Report)), transactions for valid ship-from and credit-to addresses as designated by the signal code.  If DAAS cannot identify the ship-from or credit-to address, the transactions will be rejected to the originating activity using DLMS 870M, Materiel Return Supply Status, with Status Code SK.

	C11.10.6.  Editing Part-Numbered Asset Reports.  DLA will not accept DLMS180M, Materiel Returns Reporting, part-numbered asset reports.  DAAS will reject all such reports with Status Code T9.  DAAS will pass all part-numbered asset reports to the RIC present in the incoming transaction.  The DoD Components may reject (Status Code T9) part-numbered assets not acceptable or recognized under internal procedures.  Non-mechanical part-numbered transactions will not be processed by DAAS, but will be rejected for processing under intra-DoD Component procedures.

	C11.10.7.  Edit Rejects Containing Status Code SC.  DAAS will edit DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), rejects containing Status Code SC or SD for correct ICP/IMM and FSC as follows:

		C11.10.7.1.  Correct NSN and ICP/IMM.  If the NSN is correct and belongs to the rejecting ICP/IMM, the DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), with Advice Code 3T and sent to the ICP/IMM.

		C11.10.7.2.  Correct NSN But Wrong ICP/IMM.  If the NSN is correct but not managed by the ICP/IMM, the DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), with Advice Code 3T and sent to the correct ICP/IMM.  DAAS will send the reporting activity a DLMS 870M, DAAS Customer Excess Report Information Status, with Status Code TZ.

		C11.10.7.3.  Incorrect Federal Supply Classification.  If the FSC is incorrect, DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), will be converted to DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), with the correct FSC, with Advice Code 3T, and the document returned to the rejecting ICP/IMM or transmitted to the correct ICP/IMM.  DAAS will send the reporting activity a DLMS 870M, DAAS Customer Excess Report Information Status, with Status Code TZ.

		C11.10.7.4.  Inactivated DLA/GSA/Navy Item in DAAS.  If a DLA/GSA/Navy IMM has coded the item inactivated in DAAS records and a DLA, GSA, or Navy activity originated the reject document, DAAS will change the status code to TC and forward the DLMS 870M, Materiel Returns Supply Status from ICP/IMM to the reporting activity.

	C11.10.8.  Country Code Edit.  DAAS will validate the DLMS 856R to ensure the country code is a valid value of the Geopolitical Entities, Names, and Codes (GENC) Standard.  If not valid, the transaction will be rejected by DAAS using the DLMS 824R Reject Advice citing Reject Advice Code AU.[footnoteRef:9] [9:  Refer to ADC 1075.] 

C11.11.  INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER PROCESSING OF CUSTOMER ASSET REPORTS

	C11.11.1.  Disposition Determination.  ICP/IMM will process asset reports to determine disposition.  Asset reports containing project codes assigned for specific returns program purposes (such as rollbacks and automatic returns) will be processed under the assigned controls.  Assets required and offered using either Project Code RBB or 3AG will always be directed for return with credit; however, assets required and offered using Project Code 3AU will only be directed for return without credit.

		C11.11.1.1.  Response Timeframe.  DLMS 870M, Materiel Returns Supply  Status (From ICP/IMM) will be prepared to respond to asset reports no later than 30 calendar days from date of receipt of the DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM) transaction.

		C11.11.1.2.  Response After 30 Calendar Days.  If a DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), cannot be provided within 30 calendar days, send DLMS 870M, Delay Status, with Status Code TR and enter an expected reply date when final disposition instructions are expected to be provided.

		C11.11.1.3.  Suffix Codes.  Suffixes will be used to identify partial actions.

	C11.11.2.  Materiel Required.  If it is determined that the materiel is required, forward DLMS 870M, Materiel Returns Supply Status (From ICP/IMM) citing Status Code TA, TB, TH, or TJ to the reporting activity.  The ICP/IMM will establish a due-in for the quantity of materiel to be returned and generate DLMS 527D, PMR, transaction to the receiving depot.

		C11.11.2.1.  Shipment Time Allowed.  Time allowed for shipment and return of materiel is 120 (CONUS) and 180 (OCONUS) days, and the counting starts with the day of posting of DLMS 856R, or the estimated shipping date cited in DLMS 870M.  The due-in estimated delivery date (EDD) will be updated upon receipt of a DLMS 856R or DLMS 870M Status to equal the time allowed for shipment and return of materiel.

		C11.11.2.2.  Materiel Not Received Within 120 or 180 Calendar Days.  If the materiel is not received by the due-in EDD, or 30 days have elapsed since the transmission of DLMS 870M, ICP/IMM Follow-Up, without receiving a response, the ICP/IMM will take action to cancel the due-in and delete DLMS 527D transaction.  DLMS 527D will also be canceled when DLMS 180M, Materiel Returns Reporting, is received from the customer activity.  The EDD required for the due-in will be 120 calendar days (CONUS) and 180 calendar days (OCONUS) from the processing date of DLMS 870M Materiel Returns Supply Status (From ICP/IMM).  The due-in estimated delivery date will be updated upon receipt of DLMS 870M, Materiel Returns Supply Status, or DLMS 856R, Shipment Status Materiel Returns (Customer Status to ICP/IMM).

		C11.11.2.3.  Cancellation of Due-In Not Precluding Other Requirements.  Action taken to cancel the due-in and delete DLMS 527D, Due-in Advance Receipt, transaction does not preclude requirements prescribed in other DoD manuals and joint regulations to initiate tracer action and file discrepancy reports such as a Transportation Discrepancy Report (TDR) or Supply Discrepancy Report (SDR) on shipments not received, but for which shipment status has been received.

	C11.11.3.  Entering Priority Designators in DLMS.  Enter priority designators (PD) in DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), documents as follows:

		C11.11.3.1.  PD 03.  PD 03 will be used in the return of critical items and approved intensive management items (including serviceable local stocks).

		C11.11.3.2.  PD 06.  PD 06 will be used in the return of materiel identified by the materiel manager as qualified for automatic return to the DoD distribution system.

		C11.11.3.3.  PD 13.  PD 13 will be used in the routine return of materiel not covered above (except surplus and scrap) such as the return of local stocks to sources of supply.

	C11.11.4.  Non-processable Customer Asset Reports.  DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), received by the ICP/IMM that cannot be processed will be rejected to the reporting activity using DLMS 870M, Materiel Return Supply Status (From ICP/IMM), status with the appropriate S_ series reject status code.

	C11.11.5.  Customer Asset Reports for Items Requiring Screening/Review.  DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), received for items requiring extended screening/review will be suspended.  The reporting activity will be sent a DLMS 870M, Materiel Returns Supply Status (ICP/IMM Status to Customer), with Status Code TR containing an estimated date of reply in the ESD field.

	C11.11.6.  FSC Change Required.  If the determination has been made that an FSC change is required on a customer asset report (DLMS 180M, Materiel Returns Reporting), the correct FSC will be entered, the RIC To of the ICP/IMM will be changed, where applicable, and the DLMS 180M, Customer Asset Report, will be forwarded to the responsible ICP/IMM for processing.  The reporting activity will be sent a DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), containing Status Code T7.  The RIC of the forwarding ICP/IMM will be entered in the RIC field of the ICP/IMM representing the last known holder and will be entered as the RIC of the activity preparing the document.

C11.12.  INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER MATERIEL RECEIPT STATUS

	C11.12.1.  Notification of Receipt/Nonreceipt.  The ICP/IMM will prepare DLMS 870M, Materiel Returns Supply Status, to provide reporting activities with notification of materiel receipt or non-receipt on returns.  DLMS 870M Materiel Returns Supply Status will be provided upon processing of the receipt for other than suspended condition materiel, or upon processing of inventory adjustment action moving assets from suspended condition to correct condition, or not less than 30 calendar days after DLMS 870M, Materiel Returns Supply Status (ICP/IMM Follow-Up), when no receipt or DLMS 856R, Shipment Status Materiel Returns, has been processed.  Multiple DLMS 870M, Materiel Returns Supply Status, documents will be provided when a single shipment is received in more than one materiel condition.  Use status codes in the DLMS 870M as follows:

		C11.12.1.1.  Status Code TN.  Enter Status Code TN when credit is granted for the condition and quantity of materiel received.

		C11.12.1.2.  Status Code TM.  Enter Status Code TM when reduced or no credit is allowed because the condition of materiel received is less than that authorized for return.

		C11.12.1.3.  Status Code TL.  Enter Status Code TL when the materiel received is other than authorized for return and no credit is allowed.

		C11.12.1.4.  Status Code TP.  Enter Status Code TP when the materiel is not received within prescribed timeframes, follow-up action has been unsuccessful, and the credit authorization is canceled.

		C11.12.1.5.  Status Code TQ.  Enter Status Code TQ when the materiel has been received for an authorized non-creditable return.

	C11.12.2.  Multiple DLMS 870Ms Required.  DLMS 870M, Materiel Returns Supply Status, will always show the document number, including suffix code, contained in the DLMS 180M, Materiel Returns Reporting, or DLMS 870M, Materiel Returns Supply Status (From ICP/IMM).  When multiple DLMS 870M, Materiel Returns Supply Status, transactions are required for materiel received in different conditions, each DLMS 870M produced will retain the document number and suffix of the DLMS 180M, Materiel Returns Reporting/DLMS 870M, Materiel Returns Supply Status (From ICP/IMM).

C11.13.  PREPARATION AND PROCESSING OF SHIPMENT STATUS

	C11.13.1.  Preparation of Shipment Status.  Shipment status provides information and normally requires no subsequent documentation.  For NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is required.  The exception to the forgoing in support of FIAR***,*** accountability and management of capital equipment, assigned under an established UIT program requires serialization data visibility.  Submitters must prepare shipment status materiel return citing the applicable serial number(s) and include the UII when available.  The DLMS 856R will be provided by the materiel holder and sent to both the ICP/IMM and the return-to activity.  

		C11.13.1.1.  If the controlling document number for the return is the same as the customer’s original requisition for the item, a unique transportation control number (TCN), not derived from the original document number, must be created.

		C11.13.1.2.  Shipments containing IUID data content (e.g., UIIs and/or serial numbers) and requiring more than one freight piece to execute the movement must have a unique TCN assigned to each freight piece by using a partial indicator in the 16th position of the TCN.  Multiple freight piece shipments using the same TCN for all related freight pieces are not authorized when IUID content is required[footnoteRef:10] or when capital equipment that requires serialization data visibility where the serial number is mandatory and UII is provided when available.[footnoteRef:11] [10:  ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 DLMS 856R Shipment Status Materiel Returns.]  [11:  Refer to ADC 1198] 

	C11.13.2.  ICPs/IMMs will receive shipment status transactions and update appropriate ICP/IMM records.  Shipment status with UII(s) and/or corresponding serial numbers under DoD IUID Supply Policy requirements, will be received by ICP/IMM, but they are not expected to store and track by UII, except for management of capital equipment that requires serialization data visibility.  The shipment date indicated in DLMS 856R, Shipment Status Materiel Returns, is available to ICPs/IMMs to verify in-transit status and provide information on expected receipts.  DLMS 856R received for items not under control of the ICP/IMM will be rejected to the reporting activity using DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with reject Status Code SC.  DLMS 856Rs that do not pass data field validity checks will be rejected to the reporting activity using DLMS 870M, with the appropriated S_ series status code.

	C11.13.3.  Shipment Advice.  In the event that the ICP/IMM requires an advice of shipment to support related supply decisions and a DLMS 856R, Shipment Status Materiel Returns, has not been received, an ICP/IMM follow-up (DLMS 870M, Materiel Returns Supply Status) will be prepared and forwarded to the reporting activity.  DLMS 870M will not be generated until at least five calendar days have elapsed from the transmission of DLMS 870M (from ICP/IMM) for PD 03 or 50 calendar days for PD 13 and no DLMS 856R, Shipment Status Materiel Returns, or receipt has been posted.  DLMS 870M with Status Code T3 may be generated upon expiration of the due-in timeframe when DLMS 856R has been received, but receipt has not been posted.  The ICP/IMM is authorized to follow up without regard to the established timeframe when the need arises to satisfy PD 01-08 requirements.

C11.14.  PROCESSING FOLLOW-UPS FROM REPORTING ACTIVITIES

	C11.14.1.  Types.  Follow-ups submitted by reporting activities consist of three types:

		C11.14.1.1.  Follow-up for ICP/IMM Reply to Customer Asset Report (DLMS 180M, Materiel Returns Reporting (For Reply to Asset Report)).

		C11.14.1.2.  Follow-up for ICP/IMM Materiel Receipt Status (DLMS 180M, Materiel Returns Reporting (Follow-Up for ICP/IMM Materiel Receipt Status)).

		C11.14.1.3.  Follow-up for credit (DLMS 812R, Adjustment Request (Follow-Up for Materiel Returns Program Credit)).

	C11.14.2.  Determining Whether Original DLMS 180M was Received.  On receipt of DLMS 180M, Materiel Returns Reporting (For Reply to Asset Report), the ICP/IMM will determine whether  there is a record indicating that the original DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), was received.

		C11.14.2.1.  Record Established.  If a record is established and DLMS 870M, Materiel Returns Supply Status (ICP/IMM Status to Customer), indicating delayed response was sent to the customer, a duplicate DLMS 870M will be provided.  If a record is established and a DLMS 870M was not provided, one of the following actions will be initiated:

			C11.14.2.1.1.  In Process.  If DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), transaction is in process, DLMS 870M, Materiel Returns Supply Status (ICP/IMM’s Status to Customer), will be sent to the customer with Status Code TR indicating the DLMS 180M is in process and DLMS 870M will be provided at a later date.

			C11.14.2.1.2.  Rejection.  If DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), was rejected by the ICP/IMM as invalid, DLMS 180M will produce DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), to the reporting activity with the same status code used in the original DLMS 870M.

		C11.14.2.2.  No Record of Receipt.  If no record of receipt exists for DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), the ICP will process the DLMS 180M as a new DLMS 180M and provide DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), as appropriate, to the reporting activity.

	C11.14.3.  Receipt of DS 180M, Follow-Up for ICP/IMM Materiel Receipt Status.  On receipt of a DLMS 180M, Materiel Returns Reporting, ICP/IMM will review records and take action as follows:

		C11.14.3.1.  Received Materiel.  If the records indicate that the materiel has been received and classified, transmit a DLMS 870M, Materiel Returns Supply Status, to the customer.

		C11.14.3.2.  Received Materiel Not Classified.  If records indicate that the materiel has been received but not classified, the ICP/IMM will provide DLMS 870M, Materiel Returns Supply Status (From ICP/IMM) with Status Code TT to the customer.

		C11.14.3.3.  Materiel Not Located.  If records indicate that the materiel has not been received, and if the materiel is not located after investigation, the reporting activity will be sent DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with Status Code TU.

	C11.14.4.  Receipt of DLMS 812R.  On receipt of DLMS 812R, Adjustment Request (Follow-Up for Materiel Returns Program Credit), ICP/IMM will take action under MILSBILLS procedures.

	C11.14.5.  Items Not Under Cognizance of the ICP/IMM.  DLMS 180M, Materiel Returns Reporting (For Reply to Asset Report), received for items not under awareness of the ICP/IMM will be rejected to the reporting activity using DLMS 870M, Materiel Returns Supply Status (From ICP/IMM), with Status Code SC.  DLMS 180M, Follow-up for ICP/IMM Reply to Customer Asset Report, that does not pass data field validity edits will be rejected to the reporting activity using DLMS 870M Status with the appropriate reject status code.

C11.15.  CANCELLATION OF CUSTOMER ASSET REPORTS

	C11.15.1.  Reducing Quantity in All Applicable Cancellation Requests.  Upon receipt of a customer cancellation (DLMS 180M, Materiel Returns Reporting), ICP/IMM will cancel or reduce the quantity in all applicable documents affected by DLMS 180M, including the decision to return, due-in record, PMR, and credit suspense, if applicable.

	C11.15.2.  Materiel Not Received by Due-In Estimate.  The ICP/IMM will initiate cancellation (DLMS 870M, Materiel Returns Supply Status) action when materiel is not received by the due-in EDD or when materiel is not received and no response has been received within 30 calendar days after its DLMS 870M, ICP/IMM Follow-Up.  ICP/IMM will also initiate cancellation when DLMS 856R, Shipment Status Materiel Returns, is not received within 120 calendar days (CONUS) or 180 calendar days (OCONUS) after receipt of DLMS 870M, Materiel Returns Supply Status.

	C11.15.3.  Cancellations Initiated by ICP/IMM.  Cancellations started by the ICP/IMM or in response to DLMS 180M, Materiel Returns Reporting, will be done as follows:

		C11.15.3.1.  Creditable Returns.  For creditable returns, notification of cancellation to the reporting activity will be made using DLMS 870M, Materiel Returns Supply Status, with Status Code TP.

		C11.15.3.2.  Non-creditable Returns.  For non-creditable returns, notification of cancellation to the reporting activity will be made using DLMS 870M, Materiel Returns Supply Status, with Status Code TV.

	C11.15.4.  Receipt of Shipment Status.  When DLMS 856R has been received, but material has not been received within the timeframe allotted under C11.11.2.1., action to cancel the due-in and PMR will be accomplished under Chapter 12 procedures.

C11.16.  INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER PROCESSING OF DLMS 180M CUSTOMER ASSET REPORTS, CANCELLATIONS, AND FOLLOW-UPS WHEN THE SUPPLY SOURCE HAS CHANGED

	C11.16.1.  Advice Code 3T.  Upon receipt of DLMS 180M, Materiel Returns Reporting, Cancellation of Customer Asset Report, or Customer Follow-Up to ICP/IMM (For Reply to Asset Report), transaction from DAAS with Advice Code 3T when the SOS has been changed, the losing ICP/IMM will arrange to change the FLIS and DAAS SOS files.

	C11.16.2.  Losing Supply Source.  The losing ICP/IMM will prepare and transmit through DAAS DLMS 180M, Materiel Returns Reporting (Report of Available Assets to ICP/IMM), Cancellation of Customer Asset Report, and/or Customer Follow-Up to ICP/IMM (For Reply to Asset Report)), transactions containing Advice Code 3U to the gaining SOS.

	C11.16.3.  DAAS Action.  DAAS will pass DLMS 180M transactions, above, to the gaining SOS.

C11.17.  INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER LATERAL REDISTRIBUTION OF RETAIL ASSETS

	C11.17.1.  Purpose.  This paragraph outlines procedures for filling back orders by generating lateral redistribution orders for retail materiel that has been identified through an inter- or intra-DoD Component retail asset visibility system.  Additionally, ICPs/IMMs may use these procedures to direct lateral redistribution when the total cost of such action is lower or when the wholesale level does not have stock available to meet a requisition’s required response time.

	C11.17.2.  Backorder Supplied by Lateral Redistribution.  If a backorder is to be supplied by lateral redistribution of materiel identified by an inter- or intra-DoD Component retail asset visibility system, the lateral redistribution order (LRO) will contain appropriate data from the requisition, DLMS 940R, (Referral Order (For Domestic Shipment/With NSN/North Atlantic Treaty Organization (NATO) Stock Number)) in the document identifier, the RIC of the reporting activity, Distribution Code 2 for consumable materiel or Distribution Code 3 for reparable materiel, ***the billed ICP/IMM DoDAAC and fund code, materiel average acquisition cost,*** and the RIC of the receiving ICP/IMM.  ***Conformance with SLOA/accounting classification requires any initiation of a financial business event to include SLOA mandated standard financial information system (SFIS) elements. The DLMS shipment status for ICP/IMM directed lateral redistribution supports inclusion of SLOA required elements. Pending full implementation of SLOA, DAAS will facilitate interoperability by updating selected SLOA data fields based upon the reporting activity’s Service/Agency and Fund Code. If discrete values for the SLOA data elements in the transaction do not match data elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund Code in the transaction, reject with the DLMS 824R Reject Advice citing Reject Advice Code BU.***  The LRO will be forwarded through DAAS to the reporting activity.  DLMS 945A, Materiel Release Advice (to ICP/IMM From Storage Activity) with Status Code BA will be provided to eligible status recipients.

	C11.17.3.  Reporting Activity Actions.  The reporting activity will:

		C11.17.3.1.  Process the Lateral Redistribution Order on a Fill/Kill basis.  Provide Status Code BA using DLMS 945A, Materiel Release Advice (to ICP From Storage Activity), for the quantity being filled and/or Status Code CB status for the quantity not being filled (killed) to the receiving activity, and include Distribution Code 2 or 3.

		C11.17.3.2.  Supply Substitutions.  Substitutions are allowed if the requiring activity/requisitioning activity and the supplying/holding activity are the same DoD Component.  Do not substitute if the requiring/requisitioning activity and the supplying/holding activity are different DoD Components.

		C11.17.3.3.  Ensure Shipment.  Ensure materiel is shipped, using DD Form 1348-1A, to the activity identified in the LRO as the “ship-to” addressee.  When the materiel is shipped, send DLMS 856S, Shipment Status (To ICP/IMM From Reporting Activities for LRO Shipments of Retail Assets), to the activity identified as the receiving activity in the LRO. The DLMS 856S must include the Distribution Code 2 or 3.  Retail activities will use Uniform Materiel Movement and Issue Priority System (UMMIPS) time standards for processing LROs directed by the ICP/IMM.

		C11.17.3.4.  ***Generate Billing***.  ***Generate billing to the ICP/IMM for the materiel sent to the original requisitioner. The bill amount is calculated based on multiplying the quantity shipped by the average acquisition cost provided by the ICP/IMM, along with allowed*** PCH&T costs.

	C11.17.4.  Inventory Manager Actions.  ICP/IMM will:

		C11.17.4.1.  ***Record Obligation. Upon receiving DLMS 945A response from Reporting Activity, record an obligation for any quantity being filled by the Reporting Activity based on the average acquisition cost.***

		C11.17.4.***2***.  Update Estimated Ship Dates.  Use DLMS 945A, Materiel Release Advice (To ICP From Storage Activity), with Status Code BA and Distribution Code 2 or 3 to update ESDs.

		C11.17.4.***3***.  Generate Follow-Ups.  Generate DLMS 940R, Materiel Release (From ICP/IMM to Reporting Activity or Storage Activity), follow-ups with Distribution Code 2 or 3 to the reporting activity as follows:

			C11.17.4.***3***.1.  When the initial Status Code BA or CB is not received on LROs within 10 calendar days.

			C11.17.4.***3***.2.  Upon receipt of Supply Status Code BA without an ESD and 10 calendar days have elapsed since the transaction date of the DLMS 945A, Materiel Release Advice (To ICP From Storage Activity), Supply Status Code BA.

			C11.17.4.***3***.3.  Upon Receipt of Supply Status Code BA with an ESD and the ESD has expired.

			C11.17.4.***3***.4.  When no response is received to the previous follow-up and 10 calendar days have elapsed.  Continue to follow up until status is received, backorder is re-established, or final disposition.

		C11.17.4.***4***.  Provide Reinstatement and Status Notification.  Reinstate the requisition and send appropriate status to eligible status recipients upon receipt of DLMS 945A, Materiel Release Advice (To ICP From Storage Activity)/Status Code CB with Distribution Code 2 or 3.

		C11.17.4.5.  Create Customer Supply/Status Transactions.  When creating customer supply and status transactions as a result of processing DLMS 945A, Materiel Release Advice or DLMS 856S, Shipment Status Materiel Returns, transactions with Distribution Code 2 or 3, always use the distribution code that was in the original requisition.

C11.18.  INTER-SERVICE LATERAL REDISTRIBUTION OF RETAIL ASSETS BY INTER-SERVICE AGREEMENT[footnoteRef:12] [12:  Refer to ADC 1062.  Initial implementation applicable to Global Combat Supply System-Army (GCSS-Army) and authorized trading partners.  Phased implementation for shipment status is authorized.] 

	C11.18.1.  Inter-Service redistribution will not occur before wholesale-level requisitioning, except within theater at Combatant Commander direction or as authorized by inter-Service agreement for lateral support of high priority mission readiness requirements where stock is available within the area of responsibility.  

	C11.18.2.  Prior to initiating MILSTRIP procedures for non-ICP/IMM-directed inter-Service lateral redistribution, the requiring Service must establish a support agreement with the retail/tactical level supply source and employ agreed upon asset visibility tools to ensure that materiel is available.  High priority mission readiness requirements (PD 01-03 and Special Requirements Code N) may be submitted using a passing order requisition (DLMS 511R/DIC A3_ with Transaction Type code BM) identifying the retail source supply as the RIC-To.  These transactions will bypass DAAS routing logic to the wholesale SoS.  By alternative, the requiring Service may choose to skip the initiating requisition passing order transaction and request materiel in person as bearer walk-thru.

	C11.18.3.  Services supporting inter-Service lateral redistribution will ensure that only high priority mission readiness requisitions originated by pre-approved trading partners within the area of responsibility are honored.  All such requisition passing orders will be processed on a fill or kill basis (Advice Code 2C or 2J).  These requisitions are not subject to modification or follow-up; standard cancellation procedures apply.  Transactional supply status will be provided regardless of initiating method (transaction or walk-thru).  Upon receipt of BA status, the materiel will be available for pick-up by the requiring customer.  Standard shipment status will be provided.

	C11.18.4  The Service supply source has responsibility for preparation of Interfund billing and any required internal transactions associated with this method of lateral supply support.

C11.19.  RETURNS TO DLA FROM INDUSTRIAL SITES UNDER BASE REALIGNMENT AND CLOSURE SUPPLY, STORAGE AND DISTRIBUTION AND NATIONAL INVENTORY MANAGEMENT STRATEGY SITE CUSTOMERS

	C11.19.1.  Industrial Sites Procedures

		C11.19.1.1.  The return of DLA-managed material will be accomplished without processing the standard MRP program transactions.  The individual maintenance customer will determine when it has no immediate requirement for the materiel and will initiate the return process.  The materiel will be physically returned to the DLA storage activity with the applicable documentation.  The returning activity will provide a DLMS 527D, Due-In/Advance Receipt/Due Verification (MILSTRAP PMR (DIC DW_)), transaction to the storage activity identifying the DoD Component activity to which the receipt will be reported.  Upon notification of receipt by the storage activity by a DLMS 527R (MILSTRAP Materiel Receipt - Other Than Procurement Instrument Source (DIC D6A)), the Military Service activity will determine whether there is a need for the materiel by another maintenance user (backorder).  If so, an issue document will be forwarded to the storage activity for action.  If not, a materiel release order (MRO) will be initiated, directing shipment-in-place (citing the ship-to/supplemental address of the storage activity), authorizing a change of ownership to DLA.  The receipt of the returned materiel from the Military Service ownership to DLA will be accomplished with a DLMS 527R Receipt (MILSTRAP DIC D6B).

		C11.19.1.2.  Upon notification of receipt, the DLA ICP will determine whether a corresponding sale to Service maintenance (identified by DoDAAC series/internal customer group) has occurred for the same materiel and condition code within a 60 day time frame.  If there is a matching sale, the customer will receive credit equal to the original sale.  The Service’s financial system will be notified of a credit via a DLMS 810L, Logistics Bill (MILSBILLS Billing for Issue from Stock (Credit) (DIC FA2)).

		C11.19.1.3.  If no sale has occurred or the condition code differs from that on the original sale, DLA will provide credit based upon stock position.  If the return quantity exceeds that of previous sales, credit will be provided equal to the original sale quantity and credit on the remaining quantity will be based upon stock position.  DLA ICP business rules for determining whether to provide credit/credit amount are equivalent to the MRP program and policy contained in DoDM 4140.01.  The Service’s financial system will be notified of a credit via a DLMS 810L (MILSBILLS DIC FA2).

	C11.19.2.  National Inventory Management Strategy Procedures.  Materiel returns from a NIMS site customer will be processed as per C11.19.1.1. through C11.19.1.3. including use of the PMR, receipt to the Military Service, followed by the MRO directing shipment-in-place triggering receipt to the DLA ICP.  The DLA ICP will process the receipt and determine whether a sale has occurred for the same materiel, condition code, and customer within a 60 day time frame reflecting the exact same document number as the receipt (return) document.  If there is an exact matching sale, the customer will receive credit equal to the original sale.  Credit for any quantity returned over the original amount, in a different condition code from the original sale, or unmatched is subject to DLA ICP business rules equivalent to the MRP for determining whether to provide credit/credit amount.

C11.20.  DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS AND RETROGRADE RETURNS

	C11.20.1.  General Requirements.  The DoD supply chain may require the return of supply items for a variety of reasons beyond the usual excesses turned in for credit under the materiel returns program (MRP) described earlier in this chapter.  These can include the exchange of depot level repairable (DLR) Class IX repair parts as required by Military Services’ Exchange Pricing programs, the retrograde of forward-positioned retail stock back to a home location, and discrepant/deficient materiel returns directed by SDRs, Product Quality Deficiency Reports (PQDRs), or TDRs.  In some cases, logistics business rules require that the return use the same document number as the related order/sale.  While this reuse may be appropriate for some materiel held at the customer’s location, it is not feasible for all situations.  When the materiel is already located in a DLA Distribution Center and no physical shipment is required to return the materiel to the original owner/manager, the current owner must not reuse (or suffix) the original document number for the Prepositioned Materiel Receipt (PMR) and Materiel Release Order (MRO) directing the return.  The responsible action activity must assign an alternative document number when materiel is located in a DLA Distribution Center and the current owner must use a ship-in-place MRO to direct the return or when the submitters system prohibits reuse of document numbers.  Returning activities may ask for an alternative document number if the action activity does not provide one.  When using a new document number for the directed return of discrepant/deficient materiel, the responsible activity and the returning activity must retain an audit trail linking the old and new document number/suffix.  The PMR, Materiel Returns Shipment Status, and Receipt provide transactional visibility of the original and new document numbers.  The directed return must identify the return-to location by DoDAAC or CAGE (used for contractors when no DoDAAC is assigned).  Clear text addresses may be included in addition to the DoDAAC and must be included for returns directed to a contractor identified by a CAGE only.  The use of a combination of enhanced return transactions and the addition of specific indicators to other transactions allows for the specific reporting of the transactions without confusion about the nature of the return and enable enhanced in-transit visibility (ITV) of these returns.  The procedures also support recent process improvement initiatives related to requirements for directed returns.

	C11.20.2.  Associated Transactions.  There are three DLMS transactions that contain specific content that support the procedures for retrograde and directed discrepant/deficient returns.  They are the DLMS 527D, Pre-Positioned Materiel Receipt, DLMS 856R, Materiel Returns Shipment Status, and DLMS 842A/R Standard Supply Discrepancy Report Reply.  A fourth transaction, the DLMS 842P, Product Quality Deficiency Report (PQDR), is pending implementation.[footnoteRef:13] [13:  Refer to ADC 1007 series.] 

		C11.20.2.1.  A Pre-Positioned Materiel Receipt, DLMS 527D/MILSTRAP DW_, is required for all returns to a DLA Distribution Center/Storage Activity.  This requirement is applicable to DLMS-capable applications and MILSTRAP legacy applications.  Detailed procedures associated with the PMR are listed in paragraph C11.20.3.

		C11.20.2.2.  A Materiel Returns Shipment Status, DLMS 856R with enhanced data content, is required from DLMS-capable customers to report directed returns to both the storage activity and the ICP/Integrated Materiel Manager (IMM) (or other Component designated activity).  Detailed procedures associated with the materiel returns shipment status are listed in paragraph of C11.20.3.

		C11.20.2.3.  The materiel returns shipment status will include passive radio frequency identification (pRFID) when applicable.  Under DoD IUID Supply Policy, the DLMS materiel returns shipment status identifying capital equipment or NSNs containing an IUID Indicator Y in FLIS, must include serial numbers and the corresponding UIIs (when UII is available).

		C11.20.2.4.  Capital Equipment.  In support of FIAR, accountability and management of capital equipment, assigned under an established UIT program requires serialization data visibility.  Submitters must process directed returns for SDR, PQDR TDR and retrograde returns citing the applicable serial number(s) and include the UII when available.[footnoteRef:14] [14:  Refer to ADC 1198.] 

	C11.20.3.  Detailed Procedures.  The following paragraphs contain detailed procedures for return of supply items related to discrepant/deficient materiel as directed by an SDR, PQDR, or TDR response.  This section also addresses retrograde of forward-positioned retail stock back to a home location.

		C11.20.3.1.  Supply Discrepancy Report

			C11.20.3.1.1.  When directing return of discrepant materiel, the SDR reply will include the suspense date by which the customer will return the materiel to the designated location.  Expedited time standards under DoD or DoD Component policy will be applied to wrong item/misdirected/misidentified classified/sensitive item returns.  ICP/IMs may also apply expedited time standards to overage returns for backordered materiel not available within another customer’s required delivery date.  The activity directing the return will identify the return-to/ship-to location by DoDAAC or CAGE as described in paragraph C11.20.1.  

			C11.20.3.1.2.  The organization responsible for the SDR reply will take action to establish a due-in and generate a PMR transaction to the receiving activity.  The PMR will include the return quantity and the appropriate supply condition code.  Action to establish the due-in and create the PMR transaction will be accomplished under MILSTRAP/DLMS.  The PMR will perpetuate the document number associated with the SDR, normally the document number of the original shipment, or the alternative document number assigned by the activity directing the return as described in paragraph C11.20.1.  The DLMS PMR will include a Return Type Code indicating the reason for return for which the PMR is established and will perpetuate the DoD WebSDR control number associated with the SDR.  

			C11.20.3.1.3.  The PMR Due-in EDD indicating the time allowed for shipment and return of discrepant materiel will be based upon the date of the SDR reply directing the return.  The EDD will be calculated based upon the date of the initial SDR reply directing return.  (This may be a reply from the storage activity when action activity responsibility has been delegated by the ICP/IM.)  The EDD is a “not to exceed” time standard established for system processing and does not necessarily equal the number of days identified in the SDR reply.  The return-by date may be dictated by policy or by need.  PMR time standards are shown in Table C11.T1., PMR Due-In Estimated Delivery Date for SDRs.

			C11.20.3.1.4.  The returning activity will prepare the DLMS 856R, materiel returns shipment status citing the Return Type Code, identifying the reason for return for which the materiel returns shipment status is provided.  If the controlling document number for the directed return is the same as the customer’s requisition, a unique transportation control number (TCN) (not derived from the original document number) will be identified.  The shipment status will perpetuate the DoD WebSDR control number (required where electronic interface is available to facilitate inclusion of this data content).  The materiel returns shipment status will include pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is required.  Shipment returns containing IUID data content (e.g., UIIs and/or serial numbers or for capital equipment (assigned under an established UIT program) serial number and UII if available) and requiring more than one freight piece to execute the movement must have a unique TCN assigned to each freight piece by using a partial indicator in the 16th position of the TCN.  Multiple freight piece shipments using the same TCN for all related freight pieces are not authorized when IUID content is required.  The shipment status will be directed to the ICP/IMM (or other organization that directed the return).  With the exception of capital equipment that require serialization data visibility, the ICP/IMM (or other organization directing the return) is not required to store the UIIs and/or serial numbers.  The shipment status will also be directed to the return-to activity when identified by DoDAAC.  DAAS will transmit to DLMS capable activities as identified.

			C11.20.3.1.5.  Upon receipt of materiel returns shipment status, the ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and return of materiel (i.e., reset the EDD using the date of the shipment status as the starting date, comparable to MILSTRIP MRP EDD procedures) and provide a replacement PMR to the receiving location.  This action will ensure that both records have the same EDD date.

			C11.20.3.1.6.  The ICP/IMM and the International Logistics Control Office (ILCO) will monitor for directed returns.  Follow-up action is required where classified/sensitive materiel has not been returned by the EDD.  The ICP/IMM will use automated research tools to determine status where applicable:  query for materiel returns shipment status in WEB Visual Logistics Information Processing System (WEBVLIPS), transportation shipment status in Integrated Data Environment (IDE)-Global Transportation Network (GTN) Convergence (IGC), and Report of Shipment (REPSHIP) in Intelligent Road/Rail Information Server (IRRIS).  Offline communication with the shipper may be necessary to determine the status of the materiel.  The ICP will verify that proper discrepancy procedures are followed for materiel reported as in-transit and not received.  If shipment was delayed an updated EDD will be identified and disseminated.

			C11.20.3.1.7.  For nonclassified/sensitive returns, in the event that the ICP/IMM requires advice of shipment to support related supply decisions and neither the materiel nor shipment status has been received, the ICP/IMM may follow-up with the customer.  Follow-up for nonclassified/sensitive returns is optional except when return shipment status was provided and materiel was not received.  If the nonclassified/sensitive returns are not received by the EDD and no transportation shipment status in IGC exists and no materiel returns shipment status was provided or the customer is non-responsive to ICP/IMM follow-up, the ICP/IMM will initiate cancellation of the due-in/PMR and take appropriate financial action (e.g., reversal of credit previously provided or billing for materiel not returned).  If the EDD was reset based upon shipment status and the materiel is not received by the new EDD, the ICP/IMM will follow-up with the shipper to determine the status of the return.  The ICP will initiate cancellation of the PMR and establishment of a new PMR if the originally planned receiving location is changed. Offline communication with the shipper may be necessary to determine the status of the materiel.  The ICP will verify that proper discrepancy procedures are followed for materiel reported as in-transit and not received.

		C11.20.3.2.  Product Quality Deficiency Report

			C11.20.3.2.1.  When directing return of deficient materiel/exhibits to storage activities, the PQDR reply will include the date by which the customer will return the materiel to the designated location.  The responsible activity may apply an expedited time standard to Type I PQDRs or as appropriate.  The ICP/IMM will identify the return-to location by DoDAAC or CAGE/clear text as described in paragraph C11.20.1.

			C11.20.3.2.2.  When directing return of deficient materiel/PQDR exhibit, the ICP/IMM will establish a due-in and generate a PMR transaction to the receiving activity for the materiel return/exhibit quantity using SCC Q.  Action to establish the due-in and create the PMR transaction will be accomplished under MILSTRAP/DLMS by the activity directing the return.  The PMR will perpetuate the document number associated with the PQDR, normally the document number of the original shipment or the alternative document number assigned by the activity directing the return as described in paragraph C11.20.1.  If the submitter does not have the original shipment document number available, a constructed document number will be employed for the PMR, and the return shipment.  The DLMS PMR will include the Return Type Code indicating the reason for the PMR as return of quality deficient materiel and will perpetuate the PQDR report control number (RCN).

			C11.20.3.2.3.  The PMR due-in EDD indicating the time allowed for shipment and return of deficient materiel will be based upon the date of the PQDR reply directing the return.  The EDD is a “not to exceed” time standard established for system processing and does not necessarily correlate to the PQDR reply return-by date which may be dictated by other criteria.  See Table C11.T2., PMR Estimated Delivery Date Days for Product Quality Deficiency Reports, to establish the EDD.

			C11.20.3.2.4.  The returning activity will prepare DLMS 856R, materiel returns shipment status citing the Return Type Code indicating the reason for the shipment status as deficient materiel returns.  If the controlling document number for the directed return is the same as the customer’s requisition, a unique TCN (not derived from the original document number) will be identified.  The materiel returns shipment status will perpetuate the PQDR RCN.  The materiel returns shipment status will include pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is required.  Shipment returns containing IUID data content (e.g., UIIs and/or serial numbers or for capital equipment requiring serial numbers and UIIs if available) and requiring more than one freight piece to execute the movement must have a unique TCN assigned to each freight piece by using a partial indicator in the 16th position of the TCN.  Multiple freight piece shipments using the same TCN for all related freight pieces are not authorized when IUID content is required.  The shipment status will be directed to the ICP/IMM (or other organization that directed the return).  With the exception of capital equipment assigned under an established UIT program and requires serialization data visibility, the ICP/IMM (or other organization directing the return) is not required to store the UIIs and/or serial numbers.  The shipment status will also be directed to the return-to activity when identified by DoDAAC.  DAAS will transmit to DLMS capable activities as identified.

			C11.20.3.2.5.  Upon receipt of materiel returns shipment status, the ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and return of materiel (i.e., reset the EDD using the date of the shipment status as the starting date, comparable to MILSTRIP MRP EDD procedures) and provide a replacement PMR to the receiving location.  This action ensures that both records have the same EDD.

			C11.20.3.2.6.  The ICP/IMM and the ILCO will monitor for directed returns.  Follow-up with customers is required where materiel/PQDR exhibit has not been returned by the EDD.  The ICP/IMM will use automated research tools to determine status where applicable:  query for materiel returns shipment status in WEBVLIPS, transportation shipment status in IGC, and REPSHIP in IRRIS.  The ICP will verify that proper discrepancy procedures are followed for materiel reported as in-transit and not received.  The originator of the PMR will cancel the PMR if circumstances have changed and materiel will not be returned as directed.  The PMR will be cancelled and a new PMR established if the originally planned receiving location is changed.

		C11.20.3.3.  Transportation Discrepancy Report

			C11.20.3.3.1.  When directing return of materiel associated with a TDR, the TDR reply will include the date by which the reporting activity will return the materiel to the designated location.  The responsible activity may apply an expedited time standard as appropriate.  The activity directing the return will identify return-to location identified by DoDAAC or CAGE/clear text as described in paragraph C11.20.1.

			C11.20.3.3.2.  When directing return of discrepant materiel, the ICP/IMM responsible for the TDR reply will take action to establish a due-in and generate a PMR transaction to the receiving activity for the quantity in the TDR reply.  Action to establish the due-in and create the PMR transaction will be accomplished under MILSTRAP/DLMS.  The PMR will perpetuate the return document number associated with the document number of the original shipment or as assigned by the ICP/IMM as described in paragraph C11.20.1.  The DLMS PMR will include a Return Type Code indicating the reason for the PMR as return of transportation-related discrepant materiel and will perpetuate the control number associated with the TDR.

			C11.20.3.3.3.  The PMR due-in EDD indicating the time allowed for shipment and return of deficient materiel will be based upon the date of the TDR response directing the return.  The EDD is a “not to exceed” time standard established for system processing and does not necessarily correlate to the TDR reply return-by date, which may be dictated by other criteria.  See Table C11.T3., Due-In Estimated Delivery Date for Transportation Discrepancy Report, to establish the EDD.

			C11.20.3.3.4.  The returning activity will prepare DLMS 856R materiel returns shipment status citing a Return Type Code indicating the reason for the shipment status is applicable to a TDR directed return.  If the controlling document number for the directed return is the same as the original shipment, a unique TCN (not derived from the original document number) will be identified.  The materiel returns shipment status will perpetuate the TDR control number.  The materiel returns shipment status will include pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is required.  Shipment returns containing IUID data content (e.g., UIIs and/or serial numbers or capital equipment requiring serial numbers and UIIs if available) and requiring more than one freight piece to execute the movement must have a unique TCN assigned to each freight piece by using a partial indicator in the 16th position of the TCN.  Multiple freight piece shipments using the same TCN for all related freight pieces are not authorized when IUID content is required.  The shipment status will be directed to the ICP/IMM (or other organization that directed the return).  With the exception of capital equipment assigned under an established UIT program and requires serialization data visibility, the ICP/IMM (or other organization directing the return) is not required to store the UIIs and/or serial numbers.  The shipment status will also be directed to the return-to activity.  DAAS will transmit to DLMS capable activities as identified.

			C11.20.3.3.5.  Upon receipt of materiel returns shipment status, the ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and return of materiel (i.e., reset the EDD using the date of the shipment status as the starting date, comparable to MILSTRIP MRP EDD procedures) and provide a replacement PMR to the receiving location.  This action will ensure that both records have the same EDD date.

			C11.20.3.3.6.  The ICP/IMM and ILCO will monitor for receipt.  Follow-up with customers is required where materiel has not been returned by the EDD.  The ICP/IMM will use automated research tools to determine status where applicable:  query for materiel returns shipment status in WEBVLIPS, transportation shipment status in IGC, and REPSHIP in IRRIS.  The ICP will verify that proper discrepancy procedures are followed for materiel reported as in-transit and not received.  The originator of the PMR will cancel the PMR if circumstances have changed and materiel will not be returned as directed.  The PMR will be cancelled and a new PMR established if the originally planned receiving location is changed.

		C11.20.3.4.  Retrograde Returns.  These procedures apply to returns for which materiel returns shipment status (DLMS 856R/DIC FTM) is not provided under the above MILSTRIP Materiel Returns Program.

			C11.20.3.4.1.  When directing return of materiel (for return, replacement, or other reason), the ICP/IMM will include the date by which the reporting activity will return the materiel to the designated location and the applicable PD.  The return-to location will be identified by DoDAAC or CAGE.  Clear text addresses may be included to facilitate the return since not all customers have ready access to an authoritative source for address information.  Retrograde returns that are not subject to ICP/IMM direction will be returned in accordance with DoD Component procedures.

			C11.20.3.4.2.  When directing return of materiel the ICP/IMM will establish a due-in and generate a PMR transaction to the receiving activity for the applicable quantity.  Action to establish the due-in and create the PMR transaction will be accomplished under MILSTRAP/DLMS.  Where the returning activity self-initiates the return, the returning activity will be responsible for preparation of the PMR.  The PMR will perpetuate the return document number.  The DLMS PMR will include a Return Type Code indicating the reason for the PMR as return of materiel for repair (including exchange price returns)/retrograde movement.

			C11.20.3.4.3.  The PMR EDD indicating the time allowed for shipment and return of deficient materiel will be based upon the date of the directed return or generation of PMR where the return is initiated by the returning activity.  The EDD is a “not to exceed” time standard established for system processing and does not necessarily correlate to the reply return-by date when applicable since that date may be dictated by other criteria.  See Table C11.T4., PMR EDD Time Standard for Retrograde Returns, to establish the EDD.

			C11.20.3.4.4.  The returning activity will prepare DLMS 856R materiel returns shipment status citing a Return Type Code indicating the reason for the shipment status is applicable to return/retrograde movement.  The materiel returns shipment status will perpetuate the associated document number.  A unique TCN (not derived from the original document number) will be identified.  A customer reference number may be included when applicable to identify the original requisition document number.  The materiel returns shipment status will include pRFID, and for NSNs containing an IUID Indicator Y, UII(s) and/or corresponding serial numbers must be included in the DLMS 856R, indicating that DoD IUID Supply Policy compliance is required.  Shipment returns containing IUID data content (e.g., UIIs and/or serial numbers or capital equipment requiring serial numbers and UIIs if available) and requiring more than one freight piece to execute the movement must have a unique TCN assigned to each freight piece by using a partial indicator in the 16th position of the TCN.  Multiple freight piece shipments using the same TCN for all related freight pieces are not authorized when IUID content is required.  The shipment status will be directed to the ICP/IMM (or other organization that directed the return).  With the exception of capital equipment assigned under an established UIT program and requires serialization data visibility, the ICP/IMM (or other organization directing the return) is not required to store the UIIs and/or serial numbers.  The shipment status will also be directed to the return-to activity when identified by DoDAAC.  DAAS will transmit to DLMS capable activities as identified.

			C11.20.3.4.5.  Upon receipt of materiel returns shipment status, the ICP/IMM will recalculate the EDD to equal the original time allowed for shipment and return of materiel (i.e., reset the EDD using the date of the shipment status as the starting date, comparable to MILSTRIP MRP EDD procedures) and provide a replacement PMR to the receiving location.  This action ensures that both records have the same EDD date.

			C11.20.3.4.6.  The ICP/IMM will monitor for receipt.  Follow-up with the returning activity is required where materiel has not been returned by the EDD.  The ICP/IMM will use automated research tools to determine status where applicable:  query for materiel returns shipment status in WEBVLIPS, transportation shipment status in IGC, and REPSHIP in IRRIS.  The ICP will verify that proper discrepancy procedures are followed for materiel reported as in-transit and not received.  The originator of the PMR will cancel the PMR if circumstances have changed and materiel will not be returned as directed.  The PMR will be cancelled and a new PMR established if the originally planned receiving location is changed.

	C11-1	CHAPTER 11