ADC 331, Page 2

ADC 331

Revise 4010 857, Shipping & Billing Notice for Vendor Submission to Wide Area Workflow

1. ORIGINATOR:

a. Service/Agency: Business Transformation Agency (BTA), 703-601-3907, and Defense Contract 

Management Agency (DCMA), 703.428.0539.

b. Originator: Business Transformation Agency (BTA)

2. FUNCTIONAL AREA: Primary: Supply/Logistics.

3. REFERENCES: DLMSO memorandum dated March 24, 2010, subject: Approved DLMS 

Change (ADC), Revised DLMS Supplement (DS) 856, Advance Shipment Notice/Receiving Report 

(ASN/RR): Void, Replace, Change, and Contract Type (Staffed as PDC 359). This change 

perpetuates revisions to the Federal Implementation Convention 857 approved revisions to the 856 

ASN/RR via separate staffing.

4. REQUESTED CHANGE:

a. Description of Change: This change is applicable to the vendor submission of the Shipment and 

Billing Notice 857, Combination Receiving Report (RR) and Commercial Invoice (CI), to Wide Area 

Workflow. This transaction is not used within DoD. WAWF output splits the 857 to the separate 

receiving report (856) and commercial invoice (810). These changes are based upon three Engineering 

Change Proposals (ECPs) approved by the WAWF Operational Requirements Committee (ORC) and 

Joint Requirements Board (JRB) for WAWF Release 4.2. This change is published for documentation 

of revisions to the Federal Implementation convention perpetuated from previously approved changes 

to the RR and CI data content.

b. ECP 0547: Vendor Electronic Void and Replacement of a Transaction in a Submitted or 

Rejected Status

This proposed update will provide the capability for a document originator to void an existing

transaction via EDI and replace it with a new transaction via EDI. This change would eliminate the 

manual step of vendors logging into WAWF to void a document in a voidable status via the Web 

interface in order to submit a new version of the document. A reduction in logins would reduce 

WAWF system resource contention and save considerable time for the vendor. For additional 

information regarding this process, refer to DCMA guidance at: 

https://home.dcma.mil/mocas/wawf42.cfm (WAWF Electronic Receiving Report Changes).

WAWF Requirement:

VOID _0021 – The system will permit the document to be voided via an EDI transaction.

ReSub_0017 – The system will permit a document to be resubmitted via an EDI transaction in conjunction with 

an EDI void
ADC 331, Page 3

 c. Procedures. Revise Federal Implementation Convention (IC) 857 (Version 4010), Shipping & 

Billing Notice, as follows: 

Item 

#

Location Revision 4010 857, 

Shipping & Billing Notice

Reason

1. 1/BHT02/020 Replace existing note for qualifier 01:

01 Cancellation

Federal note: 1. Use to indicate the cancellation of a 

previously submitted Shipment and Billing Notice (SBN).

For WAWF, use to indicate a “Void Only” submission.

For WAWF, vendors will be 

able to indicate a Void only 

submission.

2. 1/BHT02/020 Replace existing note for qualifier 05: 

05 Replace

Federal note: 1. Use to indicate a replacement Shipment and

Billing Notice (SBN) using the same shipment number as a 

previously submitted SBN. When used, the replacement SBN 

will overwrite the original SBN in the receiving data base.

For WAWF, use to indicate a “Void and Create” to void a 

previously submitted ASN/Receiving Report (RR) and 

concurrently create a new one.

For WAWF, vendors will be 

able to indicate a Void and 

Create New Document 

submission.

3. 2/N901/110 Add new qualifier codes noted below (already in WAWF 

usage for previous versions):

CT Contract Number

DO Delivery Order Number

For WAWF:

CT – gaining contract number 

for repairables

DO – gaining contract number 

for repairables
ADC 331, Page 4

 d. ECP 0528: Contract Number Type Identification and Government Document Identifier

This change will provide a mechanism whereby the Contract Number on WAWF documents as listed 

below is identified as to the “type of contract number” Applicable to:

Receiving Report

Corrected Receiving Report

Item 

#

Location Revision 4010 857, 

Shipment and Billing Notice (ASN)

Reason

1 1/N901/110 Add new qualifier “KL” Contract Reference with the 

following note:

KL Contact Reference

Federal note: For WAWF, use to indicate a 

Contract Number Type. Cite the applicable code in 

REF02.

A - Cooperative Agreement

B - DoD Contract (FAR)

C - DoD Contract (Non-FAR)

D - Grant

E - Intragovernmental

F - Intergovernmental

G - International Agreement

I - Non-DoD Contract (FAR)

J - Non-DoD Contract (Non-FAR)

K - Other Agreement

For WAWF, there is a new field called 

Contract Number Type that Vendors 

will enter via the Web, EDI and FTP to 

permit entry of a Contract Number

Type. Therefore, the KL code is needed 

in the list of N901 codes and the note 

would help to explain to the vendors to 

enter “KL” in N901 for Contract 

Number Type.

The field may also be populated by 

inspectors, acceptors. 

Where the Contract Number Type is 

“DoD Contract (FAR),” the system will 

reject the document as invalid if one of 

the following conditions is not met: (1) 

The Contract Number is 13 positions in 

length and the Delivery Order Number is 

blank (empty-no entry); (2) The 

Contract Number is 13 positions in 

length and the Delivery Order Number is 

4 positions in length; (3) The Delivery 

Order Number is 13 positions in length; 

or (4) The Delivery Order Number is 17 

positions in length. 

Staffing Note: 

Code H, Micropurchase, was removed 

for the code set by WAWF 

representatives prior to staffing.
ADC 331, Page 5

e. The following changes are requested to meet the existing WAWF and NG/GEX usage of the IC 

codes.

Item 

#

Location Revision 4010 857, 

Shipment & Billing Notice

Reason

1 1/N901/110 Add new qualifiers, AT, CA, E9, FA:

AT Appropriation Number

CA Cost Allocation Reference

E9 Attachment Code

FA Federal Acquisition Regulations (FAR)

AT Appropriation Number – For 

WAWF, when AT is submitted, it 

populates the ACRN Field on the web.

CA Cost Allocation Reference – For 

WAWF, when CA is submitted, it 

populates the SDN on the web.

E9, Attachment Code – For WAWF, 

when E9 is submitted, the word 

Attachment can be entered in N902 

and the attachment name in N903.

FA, FAR – For WAWF, this allows 

the vendor to note the FAR clause in 

N902 when N901 = FA.

5. REASON FOR CHANGE: The change to the 857 will support requirements from ECP 547 –

Vendor Electronic Void & a Replacement of a Transaction in a Submitted or Rejected Status 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: The new functionality will allow more features for voiding and creating new

Receiving Reports.

b. Disadvantages: None identified.

7. IMPACT: 

a. Revises Federal IC 857, Shipping & Billing Notice for Vendors and WAWF.

b. Implementation Schedule: March 2010

c. DLMS Data Content: This is a Federal IC and there is no comparable DLMS Supplement. No 

new data elements will be added as a result of this change. All relevant new DLMS content was

identified under ADC 362, Revised DLMS Supplement (DS) 856, Advance Shipment Notice/Receiving 

Report (ASN/RR): Void, Replace, Change, and Contract Number Type.