DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

MEMORANDUM FOR RECORD

SUBJECT: Administrative Defense Logistics Management Standards Change 1462A, Expand 

Usage of Item Unique Identification in the Defense Logistics Management Standards 

940R Supporting Defense Logistics Agency Warehouse Management System

Functionality (Supply/IUID)

This memo corrects the segment position references identified in the DLMS IC change 

tables.

The Defense Enterprise Data Standards Office (DEDSO) point of contact is Dr. Gail 

Fuller, e-mail: DEDSO.Supply@dla.mil 

Sarah Winegardner

Director, Defense Enterprise Data 

Standards Office

for Logistics

Attachment:

As stated

cc:

ODASD(Logistics)

DLA J6DS
Attachment, ADC 1462A 

Page 1 

Approved Defense Logistics Management Standards Change 1462A 

Expand Usage of Item Unique Identification in the Defense Logistics 

Management Standards 940R Supporting Defense Logistics Agency 

Warehouse Management System Functionality (Supply/IUID)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: Kurt Phoel, US Army Logistics Management System (LMP) 

Program Analyst, kurt.m.phoel.ctr@army.mil, (862) 259-0186 

b. Functional POC: Tiffanie Dew, Headquarters Army Materiel Command Supply 

Chain Execution Business Team Lead, tiffanie.dew.civ@army.mil, (256) 450-6905 

2. REASON FOR CHANGE: 

a. Bottom Line Up-Front: Substantive updates made after staffing are identified in 

green highlighting. This change authorizes the use of the Item Unique Identification (IUID) 

functionality in the Defense Logistics Management Standards (DLMS) 940R Materiel Release 

Implementation Convention (IC) as documented in ADC 1073 (reference 12.d.). This change is 

to enable the fulfilment of materiel release orders (MRO) by serial number (SN) and or Unique 

Item Identification (UII). If the MRO is denied, DLM 4000.25, Volume 2, Appendix 2.6, 

Management Codes documented the use of Management Code “T” (Reserved for a denial 

management code associated with Unique Item Tracking (UIT)) applicable for DIC A6_. 

b. Background: 

(1) The current business process for DLMS 940R MROs sent from both the 

Army’s Logistics Modernization Program (LMP) and the Marine Corps’ Global Combat Support 

System-Marine Corps (GCSS-MC) to Defense Logistics Agency (DLA) storage activities contain 

any required exception data in the NTE/0450 segment, to include identification of specific SN

requested for release. DLA recently implemented a Warehouse Management System (WMS)

which contains expanded warehouse management capabilities that performs automatic picking of 

materiel based on the requested ownership/purpose data but does not automatically refer to SN

information in exception data due to the varied use of the free text field. The current process 

requires DLA manual intervention to subsequently process a batch substitution and extract the SN

and IUID data from the exception data text and manually enter it into the WMS to process the 

Materiel Release of the requested SN, resulting in additional effort and cost for processing. 

(2) This situation affects Army and Marine Corps materiel releases for specific 

SNs to include materiel being issued for testing and sampling, Depot Source of Repair, release 

and shipment of specific items following completion of maintenance or in support of specific 

contractual specifications, and Foreign Military Sales support. DLA has indicated this 

workaround is not sustainable and desires Army and USMC MROs for serialized items use a 

similar process as Air Force items as defined in reference 10.d. It is important to note that this 

process excludes ammunition and is applicable only for MROs issued from the National Level. 
Attachment, ADC 1462A 

Page 2 

3. CHANGE IN DETAIL: 

a. Technical Details: 

(1) The Military Services desire the ability to request specific assets from the 

storage activity by SN. When the SN requested in the 940R MRO is not present at the storage 

site, the MRO will be denied using the Materiel Release Denial (DLMS 945A with 

2/W0611/0200 containing transaction type code NK (MILSTRIP DIC A6_)) response to the 

requestor referencing the SN requested and use of Management Code T. This is not subject to 

inventory quantity adjustments at the storage site. The MRO will be processed by UII and/or SN

when there is a match with materiel available in storage. Business rules are as follow: 

 Table C 16. T5 Storage Business Rules 

UII SN Available in Storage Action

Yes Yes Yes (UII and SN match) Process (a)

No Yes Yes (SN match only) Process (b)

Yes No No (Only UII) Denial (c)

No No Yes (no SN/UII) Process

(2) The MRO will be processed by UII and/or SN when there is a match with 

materiel available in storage. Business rules are as follow: 

(a) When both the UII and the SN are present and both values match with 

materiel in storage, the MRO will be fulfilled as requested. 

(b) When only the SN is present and there is a match with materiel 

available in storage, the MRO will be fulfilled as requested. 

(c) When only the UII is present and not SN, the MRO will be denied. 

(d) When no serialization data is provided, MRO will be processed as 

requested. 

(e) When there is no match with the serialization data provided, the MRO 

will be denied. 

(f) When the SN, national item identification number (NIIN), supply 

condition code (SCC) do not match, the MRO will be denied. 

(3) Ultimately, the materiel owner has the option to request a physical inventory

via the DLMS 846P Physical Inventory Request (1/BIA02 code TC Physical Inventory Report 

(MILSTRIP DIC = DJA)). The storage activity will then count and verify all SNs for the NIIN, 

SCC, and owner indicated in the request. The storage activity will transmit any inventory 

adjustments as necessary to correct any discrepancies.

b. Revised Transaction Flow: None 

4. IMPLEMENTATION TARGET: DoD Components must evaluate each warehouse 

management system of record and their corresponding accountable property system of record 
Attachment, ADC 1462A 

Page 3 

(APSR) to determine the level of impact. DoD Components must also plan for implementation as 

soon as possible but not to exceed 2 fiscal years from approval of this change.

5. TECHNICAL IMPACT: 

a. Additions or Changes to Data Elements: See DLMS IC updates in Enclosure 1. 

b. Automated Information Systems (AIS): 

(1) DLA WMS: Modify existing logic to read SN/ IUID data in N9/1500 segment 

from Army LMP and GCSS-MC as is performed for DLMS 940R transactions from the Air Force 

Retail Supply-Transportation Interface. DLA WMS will also require changes to automatically 

flag DLMS 940R transactions containing exception data in NTE/0450 segment to be exempt from 

automatic batch picking until Army and Marine Corps systems implement this change.

(2) LMP: Modify existing front-end logic and 940R Materiel Release interface to 

DLA to include SN / IUID data in the N9/1500 segment as opposed to in the NTE/0450 segment. 

(3) GCSS-MC: No changes required. GCSS-MC currently has the capability to 

include SN/IUID data in the N9/1500 segment. 

c. Defense Automatic Addressing System (DAAS): Coordination to ensure receipt of 

DLMS 940R Materiel Release both with and without IUID information is properly transmitted to 

the intended recipient.

6. PUBLICATION/POLICY IMPACT: 

a. Defense Logistics Manual (DLM) 4000.25:

(1) Update the DLMS 940R Materiel Release. See Enclosure 1.

(2) Update the DLMS 945A Materiel Release Advice. See Enclosure 1. 

(3) Update DLM 4000.25, Volume 3, Chapter 2. See Enclosure 2. 

(4) Update DLM 4000.25, Volume 2, Chapter 4. See Enclosure 3. 

(5) Update DLM 4000.25, Volume 2, Chapter 5, See Enclosure 4. 

(6) Update DLMS 4000.25, Volume 2, Chapter 16, See Enclosure 5. 

(7) Update DLM 4000.25, Volume 2, Chapter 30. See Enclosure 6. 

b. Non-DLM 4000.25 Publications: None identified. 

7. ASSUMPTIONS: 

a. DLA WMS will be able to implement changes to read SN/IUID data in N9/1500 

segment from Army LMP and GCSS-MC. 
Attachment, ADC 1462A 

Page 4 

b. DLA WMS will be able to implement the change to automatically flag DLMS 940R 

transactions containing exception data in NTE/0450 segment to be exempt from automatic batch 

picking in a timely manner after the approval of this ADC. 

c. GCSS-MC requires no functional changes to allow this change to be implemented. 

d. Users of this change have fully implemented the DLMS transaction capability in 

their business application. 

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

WEAKNESS, AND AUDIT-RELATED INFORMATION: 

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

b. Corrective Action Plan (CAP) References: None identified.

c. Other FIAR, Materiel Weakness, and Audit-Related Information: None 

identified. 

9. END-TO-END TESTING REQUIREMENTS: Testing will be required between Army 

LMP and DLA WMS and also GCSS-MC and DLA WMS.

10. REFERENCES: 

a. DLM 4000.25, Volume 3, Chapter 2, Retail Supply and Transportation - Stock 

Shipments

b. DLMS 4000.25, Volume 2, Chapter 4, Requisitioning

c. DLM 4000.25, Volume 2, Chapter 5, Status Reporting

d. DLM 4000.25, Volume 2, Chapter 16, Disposition Services 

e. DLM 4000.25, Volume 2, Chapter 30, Procedures for Serially Managed Materiel 

Requiring Owner Visibility

f. ADC 1073, Implementation of Item Unique Identification (IUID) in the DLMS 

940R/945A Supporting the Supply-Transportation Interface; Creation of New DLMS 945A 

Implementation Convention (IC) Version 4030; Administrative Update to the DLMS 945A IC 

Version 4010 (Supply/Transportation/IUID), dated January 24, 2014

11. PROPOSED DLMS CHANGE (PDC) 1462 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition

1. DLA Concur with comment.

SN/UII inaccuracy should not be the only reason 

for MRO denial. If NIIN/Condition Code do not 

match the MRO would this denial criteria satisfy 

DEDSO response:

As noted.

When the SN, NIIN, and SCC 
Attachment, ADC 1462A 

Page 5 

Component Response/Comment Disposition

this MRO Denial Code stated in this PDC? do not match, the MRO will be 

denied.

2. DAAS Concur as written As noted. 

3. US Air Force Concur as written As noted.

4. US Army Concur as written As noted.

5. US Marine Corps Concur as written As noted.

6. US Navy Concur as written As noted.

7. USTRANSCOM Abstain. As noted.

8. FAA Concur as written As noted.
Enclosure 1, ADC 1462A 

Page 1 

Enclosure 1

Update the DLMS Implementation Conventions as follows:

Changes are identified by bold italics. 

Item 

# 

Location Revision to 4030 940R, Materiel Release Reason

1. DLMS 

Introductory 

Note

Added ADC 1462 to DLMS Introductory note 7:

- ADC 1462 Expand Usage of Item Unique Identification 

(IUID) in the DLMS 940R Supporting Defense Logistics 

Agency Warehouse Management Functionality

To identify DLMS changes 

included in the DS. 

2. 2/LX/1100

2/LX/1400

Add new DLMS Note 4 6 and renumber/update existing 

DLMS Note 4 6 to DLMS Note 5 7 at segment level: 

4 6. Use for UII, Serial Number, and batch/lot number, when 

this message supports the shipment of materiel where a 

specific Serial Number is required (See DLM 4000.25 

Volume 3, Chapter 2) See ADC 1462.

To add and clarify the new 

note.

3. 2/N9/1500 Add new DLMS Note 6 and renumber/update existing DLMS 

Note 6 to DLMS Note 7 at segment level: 

6. When this message supports the shipment of materiel for 

testing or release from maintenance where a specific Serial 

Number is required, this transaction supports unique item 

identification based upon the UII. Pending full transition to 

DoD IUID Supply Policy using the UII, the materiel release 

will be prepared using the UII and corresponding Serial 

Number and batch/lot number when available when required 

by DoD IUID Supply Policy. Authorized DLMS 

enhancement. See ADC 1462. 

7. With the exception of the limited implementation authorized 

by ADC 1073 in support of the Retail Supply-Transportation 

Interface and ADC 1462 in support of DLA Warehouse 

Management functionality, the entire 2/N9/1500 segment is a 

DLMS enhancement. See introductory DLMS note 4a.

Clearly state that the 

implementation of UII in the 

940R is restricted to 

transactions supporting the 

shipment of materiel where 

a specific SN is required. 

4. 2/N901/1500 Modify existing DLMS Note 1: 

1. Use codes separately or in combination, to identify 

appropriate information for DoD IUID Supply Policy, 

including, but not limited to unique item tracking (UIT) 

programs. See ADC 1073 and ADC 1462.

Clarifies intended use to 

support DoD IUID Supply 

Policy.
Enclosure 1, ADC 1462A 

Page 2 

Item 

# 

Location Revision to 4030 940R, Materiel Release Reason

5. 2/N901/1500 Add new DLMS Note 3 for Qualifiers BT, SE and U3.

BT Batch Number 

DLMS Note: 

3. Use when this transaction supports shipment of materiel

where a specific Serial Number is required. See ADC 1462.

SE Serial Number

DLMS Note:

3. Use when this transaction supports shipment of materiel

where a specific Serial Number assigned by the OEM is 

required. See ADC 1462.

U3 Unique Supplier Identification Number (USIN) 

DLMS Note:

3. Use when this transaction supports shipment of materiel

where a specific Serial Number for DoD assigned UII is 

required. See ADC 1462.

Revise DLMS enhancement 

status to authorize for 

shipment of materiel where 

a specific Serial Number is 

required.

Item Location Revision to 4030 945A

Materiel Release Advice

Reason

1. DLMS 

Introductory 

Note

Added ADC 1462 to DLMS Introductory note 7:

- ADC 1462 Expand Usage of Item Unique Identification 

(IUID) in the DLMS 940R Supporting Defense Logistics 

Agency Warehouse Management Functionality

To identify DLMS changes 

included in the DS

2. 2/LX/1100 Modify existing DLMS Note 3 at segment level: 

3. Use for UII, SN, and batch/lot number, when this message 

supports the Retail Supply-Transportation Interface (See DLM 

4000.25 Volume 3, Chapter 2) and when required by DoD 

IUID Supply Policy. Authorized DLMS enhancement. See 

ADC 1073 and ADC 1462.

To add and clarify the new 

note.

3. 2/N9/1500

2/N9/1200

Modify existing DLMS Notes 2 and 4 at segment level: 

2 4. When this message supports the Retail SupplyTransportation Interface (See DLM 4000.25 Volume 3, 

Chapter 2), this transaction supports unique item 

identification (UII). Pending full transition to DoD IUID 

Supply Policy using the UII, the Materiel Release 

Confirmation will be prepared using the UII and the 

corresponding Serial Number and the batch/lot number when 

available when required by DoD IUID Supply Policy. 

Authorized DLMS enhancement. See ADC 1073 and ADC 

1462. 

Clearly state that the 

implementation of UII in 

the 

945A is restricted to 

transactions supporting the 

shipment of materiel where 

a specific SN is required
Enclosure 1, ADC 1462A 

Page 3 

Item Location Revision to 4030 945A

Materiel Release Advice

Reason

4. With the exception of the limited implementation authorized 

by ADC 1073 in support of the Retail Supply-Transportation 

Interface and ADC 1462 in support of DLA Warehouse 

Management functionality, the entire 2/N9/1500 segment is a 

DLMS enhancement. See introductory DLMS note 4a.

4. 2/N901/1500 Add new DLMS Note 4 for and renumber/update existing 

DLMS Note 4 to DLMS Note 5 at segment level: 

BT Batch Number 

DLMS Note: 

4. Authorized to support of DLA Warehouse Management 

functionality to provide the batch/lot number, when available. 

See ADC 1462.

5. Authorized DLMS enhancement. See introductory DLMS 

note 4a.

Add new DLMS Note 5 for SE and renumber/update existing 

DLMS Note 5 to DLMS Note 6 at segment level: 

SE Serial Number

DLMS Note: 

5. Authorized to support of DLA Warehouse Management 

functionality to provide the batch/lot number, when available. 

See ADC 1462.

6. Authorized DLMS enhancement. See introductory DLMS 

note 4a.

Add new DLMS Note 4 for and renumber/update existing 

DLMS Notes 4 and 5 to DLMS Notes 5 and 6 at segment level: 

U3 Unique Supplier Identification Number (USIN) 

DLMS Note:

4. Authorized to support of DLA Warehouse Management 

functionality to provide the batch/lot number, when available. 

See ADC 1462.

5. Authorized DLMS enhancement. See introductory DLMS 

note 4a.

6. A data maintenance action was approved in version 5020. 

The approved code/name is UII -Department of Defense 

Unique Item Identifier.

Revise DLMS enhancement 

status to authorize for 

shipment of materiel where 

a specific SN is required.
Enclosure 2, ADC 1462A

Page 1

Enclosure 2

Update the DLM 4000.25, Volume 3, Chapter 2, Retail Supply and Transportation – Stock 

Shipments as shown.

Changes are identified in red bold italics and strike-though text. Intervening text between 

updated paragraphs is not shown. Paragraphs will be renumbered as appropriate due to 

identified revisions.

preceding text not shown

C2.3.2.1.5. Updated Pre-Positioned Release Order. In the event required 

UII and/or SN information is not transmitted in the initial DLMS 940R to transportation or

issuance for testing or release from maintenance where a specific serial number is 

required, an updated DLMS 940R citing the value R at 1/W0502/0200 must be sent 

prior to sending the materiel to transportation.

Intervening text not shown
Enclosure 3, ADC 1462A

Page 1

Enclosure 3

Update the DLM 4000.25, DLMS, Volume 2, Chapter 4, Requisitioning, as shown.

Changes are identified by bold red italics and strike-though text. Intervening text between 

updated paragraphs is not shown. Paragraphs will be renumbered as appropriate due to identified 

revisions.

preceding text not shown

C4.1.5.10. Materiel Release Denial Transaction is DLMS 945A with Transaction 

Type Code NK – Materiel Release Denial. Must use the ASC X12 Version 4030 as 

this version allows the UII to be carried in single data field. This transaction 

provides the functionality of MILSTRIP legacy DIC A6_, except A6J.
Enclosure 4, ADC 1462A

Page 1

Enclosure 4

Update the DLM 4000.25, DLMS, Volume 2, Chapter 5, Status Reporting, as shown.

Changes are identified by bold red italics and strike-though text. Intervening text between 

updated paragraphs is not shown. Paragraphs will be renumbered as appropriate due to identified 

revisions.

preceding text not shown

C5.1.6.2.1.1. When the serial number requested in the 940R Materiel 

Release Order is not present at the storage site, the MRO will be denied using the 

Materiel Release Denial (945A with 2/W0611/0200 code NK/ MILSTRIP DIC A6_) 

response to the requestor referencing the serial number requested and use of 

Management Code “T”, and not subject to inventory quantity adjustments at the 

storage site. The Materiel Release Order will be processed by UII and / or serial 

when there is a match with materiel available in storage business rules outlined 

in Chapter 16. 

Intervening text not shown
Enclosure 5, ADC 1462A 

Page 1 

Enclosure 5

Update the DLM 4000.25, DLMS, Volume 2, Chapter 16, Disposition Services, as shown.

Changes are identified by bold red italics and strike-though text. Intervening text between 

updated paragraphs is not shown. Paragraphs will be renumbered as appropriate due to identified 

revisions.

preceding text not shown 

C16.7.8.3.2.1.3.1. When the serial number (SN) requested in the 940R Materiel

Release Order is not present at the storage site, the MRO will be denied using the 

Materiel Release Denial (DLMS 945A with 2/W0611/0200 code NK / MILSTRIP DIC A6_) 

response to the requestor referencing the SN requested and use of Management Code T, 

and not subject to inventory quantity adjustments at the storage site. The Materiel 

Release Order will be processed by UII and /or serial when there is a match with materiel 

available in storage Business rules are as follow:

 Table C16. T5 Storage Business Rules

UII SN Available in Storage Action

Yes Yes Yes (UII and SN match) Process

No Yes Yes (SN match only) Process

Yes No No (Only UII) Denial

No No Yes (no SN/UII) Process

 C16.7.8.3.2.1.3.2. The MRO will be processed by UII and /or serial when 

there is a match with materiel available in storage. 

(a) When both UII and the SN are present and both values 

match with materiel in storage, the MRO will be fulfilled as requested.

(b) When only the SN is present and there is a match with 

materiel available in storage, the MRO will be fulfilled as requested.

(c) When only the UII is present and not the SN, the MRO

would be denied.

(d) When no serialization data is provided, the MRO will be 

processed as requested. 

(e) When there is no match with Serialization data provided, 

the MRO will be denied.

(f) When the SN, NIIN, SCC do not match, the MRO will be 

denied.

Intervening text not shown 
Enclosure 6, ADC 1462A

Page 1

Enclosure 6

Update the DLM 4000.25, DLMS, Volume 2, Chapter 30, Procedures for Serially Managed 

Materiel Requiring Owner Visibility, as shown.

Changes are identified by bold red italics and strike-though text. Intervening text between 

updated paragraphs is not shown. Paragraphs will be renumbered as appropriate due to identified 

revisions.

preceding text not shown

C30.1.2.15. Materiel Release Confirmation is DLMS 945A with beginning segment 

(1/W0611/0200) Transaction Type Code NJ – Materiel Release Confirmation and 

Transaction Type Code NK – Materiel Release Denial. Must use the ASC X12 

Version 4030 as this version allows the UII to be carried in single data field.

intervening text not shown

C30.8.2.1. Requisitioning will be in accordance with the procedures contained in 

Chapter 4. There is no documented requirement for requisitioning of items by SN/UII. 

Therefore, SN/UII procedures are not applicable to the requisition, requisition 

modification, MRO, redistribution order, or disposal release order. With the exception of 

the processes documented in paragraph C30.5.1.9. supporting the intra-Air Force use in 

the NWRM PIC Fusion Module UIT Registry, and the release of specific materiel’s

for testing or from maintenance where a specific serial number is required, the 

MRO and supply status transactions will not include SN/UII.