DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

 

August 15, 2019

MEMORANDUM FOR SUPPLY DISCREPANCY REPORT (SDR) PROCESS REVIEW 

COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 

1312, WebSDR Processing Rules for Follow Up and Reconsideration Submission 

Response Timeframes (SDR)

The attached change to DLM 4000.25, Defense Logistics Management Standards (DLMS), is 

approved for implementation. 

Addressees may direct questions to EBSO.SDR@dla.mil. Others must contact their 

designated SDR PRC available at https://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/.

 

DREXEL K. ROSS

Acting Director

Enterprise Business Standards Office

Attachment

As stated

cc: 

ODASD(Logistics)
Attachment, ADC 1312

Page 1

Attachment to PDC 1312, 

WebSDR Processing Rules for Follow Up and 

Reconsideration of Submission Response Timeframes (SDR)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Technical POC: 

Ben Breen, Discrepancy/Deficiency Administrator, email: EBSO.SDR@DLA.MIL.

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: 

a. Primary Functional Area: Supply Discrepancy Reporting (SDR)

b. Logistics and Transaction Changes (Check All That Apply): 

 Category  Category  Category

Billing Physical Inventory Contract Admin

X Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition X DLM Publications

GFP DOD BRAC

3. REFERENCE: DLM 4000.25 Defense Logistics Management Standards (DLMS), Volume 

2 Chapter 17, Supply Discrepancy Reporting

4. REQUESTED CHANGE(S):

a. Brief Overview of Change: This approved change removes the programming logic 

in WebSDR, which internally resets the “creation date” of the SDR if a reconsideration 

(Transaction Set Purpose Code 15), or forwarding Disposition/Reply Code 504 (Transaction Set 

Purpose Code 11) is used. This change also clarifies time standards regarding when follow-ups 

(transaction set purpose code 45) can be submitted. 

b. Background: Currently DLM 4000.25 Volume 2 Chapter 17 (Reference 3) states the 

submitter of the SDR will generate follow-ups on day 56. After that, at 31 day intervals, the 

submitting activity may prepare two additional follow-ups. If the action activity has not 

provided an actionable reply after three follow-ups, DOD WebSDR will block transmission of a 

fourth follow-up and the submitter should contact the action activity directly. However, 

WebSDR has programming logic that will reset the “creation date” of the SDR if a 

reconsideration or forwarding Disposition/Reply Code 504 is generated. This logic was not 

documented and partner systems were questioning why their follow-ups were being rejected with 

Reply Code 933 (Transaction rejected. Discrepancy report follow-up submitted before action 

activity response time has elapsed.) when the SDR was submitted at least 55 days prior. 
Attachment, ADC 1312

Page 2

WebSDR also has other undocumented logic tied to when a follow up is allowed or rejected 

based on specific criteria as described below. This change will remove these specific criteria to 

standardize the follow up process. 

c. Requested Change in Detail: Remove the programming logic in WebSDR that 

resets the “creation date” of the SDR if a reconsideration or forwarding Disposition/Reply Code 

504 is generated. This will allow the SDR creation date to remain constant from the date 

WebSDR originally processed it. This change will also eliminate any additional programming,

at the DOD Component level, to calculate the timeframe for when they can generate a follow up. 

In addition, this approved change also standardizes timeframes for submission of follow-ups as

shown in Enclosure 1 regardless if the submitter is a security assistance customer. WebSDR will 

also remove specific logic regarding follow-ups as stated below.

(1) This change removes the WebSDR logic that allows follow-ups at any time if 

Discrepancy Code H is used.

(2) WebSDR currently allows follow-ups at any time if the Controlled Item 

Inventory Code (CIIC) is U (Unclassified) or P (Ammunition and Explosions). This change 

removes this logic.

(3) WebSDR currently allows follow-ups at any time if the Unique Item Tracking 

(UIT) Designator is AAA (Small Arms). This change removes this logic. 

(4) WebSDR currently allows follow-ups at any time if the SDR Document Type 

Code is W. This change will only allow a follow-up at any time if the Action Code is 3A 

(Transshipper (aerial/water port or CCP) requests expedited response; shipment frustrated).

d. Revisions to DLM 4000.25 Manuals: Revise DLMS Volume 2, Chapter 17 as 

shown in Enclosure 1.

e. Approved Transaction Flow: Standard SDR transaction flow applies.

f. Alternatives: None noted

5. REASON FOR CHANGE: Clarifies the WebSDR processing rules and timeframes 

regarding follow-ups when a reconsideration or forwarding Reply Code 504 is generated.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Allows the creation date of the SDR to remain constant and removes 

unnecessary programing logic from WebSDR.

b. Disadvantages: None identified. 

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

DEVELOPMENT: None identified.

8. ADDITIONAL COMMENTS TO CONSIDER: None identified.
Attachment, ADC 1312

Page 3

9. ADDITIONAL FUNCTIONAL REQUIREMENTS: None identified.

10. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: DAAS will provide a 

timeline for implementation.

11. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: None identified.

12. IMPACT: 

a. New DLMS Data Elements: None identified.

b. Changes to DLMS Data Elements: None identified.

c. Automated Information Systems (AIS): Component may need to update systems to 

calculate the correct SDR creation date.

d. Defense Automatic Addressing System (DAAS): As stated above in 4.c.

e. Non-DLM 4000.25 Series Publications: Components may need to update their 

internal procedures.

13. PROPOSED DLMS CHANGE (PDC) 1312 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition

1. ODASD(Logistics) Concur with Comment.

1. Spell out the acronym "ILCO" at the first instance.

2. In C17.3.11.1.8. remove reference to LOGSA or 

update with correct name LDAC (Logistics Data 

Analysis Center).

Updates applied as noted. 

ILCO already spelled out in 

previous section of the 

complete DLMS 4000.25 

Volume 2, Chapter 17 so no 

update based on comment 1.

2. DLA Concur without Comment As noted.

3. Navy Concur without Comment As noted.

4. Air Force Concur without Comment As noted.

5. US Army Concur without Comment As noted.

6. USMC None As noted.

7. DAAS Concur without Comment As noted.

8. USTRANSCOM Abstain As noted.

9. AFSAC None As noted.

10. DCMA None As noted.
Enclosure, ADC 1312

Page 1

Enclosure, Update DLMS Volume 2, Chapter 17 as shown below: 

Changes are identified in red bold italics. All existing Tables and referential text related to the 

existing tables will be updated when the change to Chapter 17 is made but are not specifically 

marked in this change. 

C17.3.11. Follow-Up on Original SDR

C17.3.11.1. Table C17.T1 identifies the SDR Follow-up Time 

Standards. The time standards are displayed in days unless specified.

Table C17.T1 SDR Follow-up Time Standards

Document Type 

Code of SDR

Day when initial 

follow-up 

allowed to be 

submitted 

Number of 

Days to 

respond to 

follow-up or 

provide interim 

response.

Interval when 

subsequent follow-up 

generated

Maximum 

Number of 

follow-ups

6,8,9,R, A, N, P, V 56 30 31 3

7 31 30 31 3

Turn-in activities 

(Disposition 

Services partial 

weapons SDRs)

Exception, none 

generated

N/A N/A N/A

W (Action Code 

3A)

No timeframe for 

follow up due to 

urgency of 

request.

N/A N/A unlimited

CMUPS Material 56 30 365 after Interim 

Response Code 520 is 

received

unlimited

Suspected PQDR 

Material 

120 days after 

Interim 

Response code 

521 is received

30 60 3

C17.3.11.1.2. Submitter Responsibility (including Security Assistance 

customers) When the action activity does not respond to an SDR within the prescribed 

timeframe specified in this chapter, the submitting activity must provide an SDR followup. Follow-ups must be directed to the last identified action activity when the original 

SDR was forwarded by the original recipient. Cite the SDR report number of the original 

report. For transactional exchange, include the WebSDR-assigned control number 
Enclosure, ADC 1312

Page 2

when known. Follow-up transactions should include all data that was in the previous 

SDR submission. POC information for the follow-up and the follow-up date are 

required. A narrative entry is required to provide clarification for the follow-up. The 

submitter or DoD WebSDR must forward the follow-up to the current action activity 

when SDR history indicates a or updated action activity has been identified (such as 

based upon prior Reply Code 504, 526, 527 or a 300-series reply code).

C17.3.11.1.1.3. SDR submitters may follow-up on Document Type 

Code 7 SDRs sent to DLA Distribution Centers storage activities after 31 days have 

elapsed from the time of the submission date regardless of any interim response 

provided by the storage activity. This will not ensure full resolution of the SDR, but it 

will help identify a communication problem before the entire SDR response period has 

elapsed (i.e. depot and source of supply processing time).

C17.3.11.1.2.4. SDR submitters may follow-up on all other

Document Type Code SDRs (Except Type W, Action Code 3A, and Disposition 

Service SDRs) on day 56 Routine SDR follow-ups (e.g. not applicable to controlled 

inventory items) must be submitted no sooner than 55 days from the original submission 

date when no response has been provided. 

C17.3.11.1.34.1. If the action activity provides an interim 

response, the submitter can still generate the initial follow up on day 56 and a 

maximum of two additional follow-ups every 31 days thereafter. Submitters must 

follow up to the current action activity after receipt of an interim reply but no further 

response within 55 days of the initial reply.

 C17.3.11.1.4.2. After three follow-ups, DoD WebSDR will block 

transmission of a fourth follow-up and request that the submitter will contact the 

action activity directly.

C17.3.11.1.4. Prior to submitting a second follow-up, the submitting 

activity should first attempt to ascertain the status of the SDR using the DoD WebSDR 

query function. If there is no record of an action activity reply, a second follow-up may 

be submitted or the submitting activity may contact the action activity off-line. The 

originator may contact DLA Distribution for distribution center shipments (direct e-mail 

to: DDC.ISDR@dla.mil) or the source of supply for all other shipments to request 

assistance. Off line communication with the action activity is recommended because 

electronic processing errors may have impeded timely response to the SDR and later 

follow-up could encounter similar issues.

C17.3.11.1.5. At 31 day intervals, the submitting activity may prepare 

two additional follow-ups. If the action activity has not provided a functionally significant

reply after three follow-ups, DoD WebSDR will block transmission of a fourth follow-up 

and request that the submitter contact the action activity directly.

C17.3.11.1.6. In response to interim Reply Code 520 indicating 

suspected Counterfeit Materiel/Unauthorized Product Substitution (CM/UPS) materiel 
Enclosure, ADC 1312

Page 3

may be suspended for an extended period, the storage activity will limit systemic followup requests to once every 12 months. There will be no limit on the follow-ups allowed.

C17.3.11.1.7. In response to interim Reply Code 521 indicating 

suspected product quality deficient materiel may be suspended for an extended period 

of time, the storage activity will not follow-up for response until 120 days have elapsed, 

and then subsequent follow-ups should be sent every 60 days. No more than three 

response/follow-up transactions per SDR will be allowed.

C17.3.11.1.8. By exception, DLA Disposition Services will not generate 

SDR follow-ups for turn-in of partial weapons lacking the required list of missing parts or 

a signed statement certifying that the weapons have missing parts. Turn-in activities 

are required to respond to the SDR within 25 days. Additionally, DLA Disposition 

Services will attempt to contact the turn-in activity off-line, and if it has not resolved the 

issue within 25 days, DLA Disposition Services will return the serialized 

weapons/weapon parts or contact the DoD Registry (Logistics Support Activity

Logistics Data Analysis Center (LDACLOGSA)) for resolution/disposition instructions 

or referral to the owning Service. LOGSA LDAC may contact others to include item 

managers as deemed necessary to provide resolution.

C17.3.11.2. Action Activity Procedures. Action activities must respond to 

submitter follow-ups in a timely manner as shown in Table C17.T1. Action activities 

are encouraged to be responsive to submitter follow-ups in a positive way whenever 

possible. Rejection should be reserved for unduly late follow-ups where the elapsed 

time impedes proper research. Follow-ups on open SDRs submitted prior to completion 

of the authorized response time or after a significant delay may be rejected using the 

assigned reject reply code. The preferable response to follow-ups submitted after the 

SDR has been closed is retransmission of the original response. 

C17.3.11.2.1. Upon receipt of the follow-up, the action activity will 

ensure that a response with disposition or interim status is provided within 30 calendar 

days.

C17.3.11.2.2. Action activities may reject premature follow-ups using 

SDR Reply Code 933.

C17.3.11.2.3. Action activities may reject late submission of follow-ups 

on unresolved non-FMS SDRs using SDR Reply Code 715 no sooner than 200 days 

have elapsed since the date of shipment if the action activity has no prior record of the 

SDR, or no sooner than 100 days from the date of the last transaction recorded by the 

action activity (e.g. an information copy of the SDR or an interim reply). 

C17.3.11.2.3. The applicable ILCO is responsible for rejecting FMS 

SDR follow-ups considered outside acceptable time standards.

Intervening text not shown.
Enclosure, ADC 1312

Page 4

C17.3.14. Reconsiderations (Transaction Set Purpose Code 15)

Contested Decisions for Non-Security Assistance Related Discrepancies. When the 

SDR originator does not concur with a reply/disposition received in response to an SDR, 

they will forward the SDR indicating a contested Reconsiderations (Transaction Set 

Purpose Code 15) decision. Requests for reconsideration pertaining to distribution 

center storage activity shipments will be forwarded to the shipping depot (exception is 

the Army, see C17.3.10.2.1.1); all others will be forwarded to the source of supply. 

Requests for reconsideration must be submitted within 45 calendar days from date of 

action activity response. Cite the SDR report number of the original report. For 

transactional exchange, SDR applications will include the WebSDR-assigned control 

number when known. Requests for reconsideration transactions require all data that 

was in the previous SDR submission. 

C17.3.14.1. In addition, a narrative entry is required to provide 

justification for reconsideration. POC information for the new submission and 

submission date is required. An SDR must be in a closed status before a request for 

reconsideration can be submitted (this means the action activity reply to the SDR must 

be recorded within the applicable Component application). 

C17.3.14.1.2. The action activity has 45 calendar days to 

respond to the request for reconsideration. The designated recipient of the request 

for reconsideration will review all data relating to the problem and provide a response to 

the reporting activity with information to all concerned parties within 45 calendar days. 

When the shipping depot is unable to respond to the reconsidered contested SDR, the 

depot will forward the SDR to the source of supply for resolution (when the SDR is 

forwarded, the 45 calendar days for processing and evaluation will begin when the SDR 

is received by the source of supply). The resulting decision will be final.

Intervening text not shown.

C17.3.12.1.2.1.4. Source of Supply Returning SDR 

Disposition Instructions to Storage Activity/Initial Action Activity after Storage Activity 

Response.1

C17.3.12.1.2.1.4.1. Following initial action 

activity reply/forwarding and closure of the SDR by the initial activity system, the source 

of supply for the shipment may need to return the SDR to the storage activity/initial 

action activity to reopen the SDR and perform directed disposition instructions. To 

accomplish this, the SDR reply must identify the storage activity/initial action activity as 

the Transfer-To party and the appropriate interim reply code: Reply Code 526 (Credit 

authorized; storage activity issue reversal requested) or Reply Code 527 (SDR returned 

to storage activity/initial action activity for additional action (see remarks)). WebSDR 

will recognize this construct and make distribution to the SDR submitter and the 

 1 Refer to ADC 1217.
Enclosure, ADC 1312

Page 5

identified action activity (or reject inappropriately forwarded SDRs with Reply Code 

945). 

C17.3.12.1.2.1.4.2. The storage activity/initial 

action activity system must reopen the SDR upon receipt of the incoming reply. Storage 

activity/initial action activity personnel will review the requested disposition and respond 

as appropriate within 25 days. If the storage activity/initial action activity is able to 

complete the requested action, that activity will provide a new reply to the customer 

citing applicable reply codes including Reply Code 151 (Replacement/revised 

disposition/status; prior response is superseded). WebSDR will distribute the reply to 

the SDR submitter and to the source of supply based upon inclusion of the source of 

supply in the owner/manager/source of supply field.2 If the storage activity/initial action 

activity is unable to complete the requested deposition for issue reversal, it may forward 

the SDR to the source of supply for action using Reply Code 530 (Storage activity 

unable to perform requested issue reversal) and the appropriate 300-series forwarding 

reply code. If the storage activity/initial action activity is otherwise unable to complete 

the requested disposition, the 300-series forwarding reply applies. The source of supply 

should contact DLA Distribution if it does not receive a response to the returned SDR 

within 30 days.

Intervening text not shown.

C17.5.7. SDR Follow-Up. When the action activity does not respond to an 

SDR within the prescribed time standard specified in this chapter, the ILCO, acting on 

behalf of the Security Assistance customer, will submit an SDR follow-up. Prior to 

submitting a follow-up, the ILCO must first attempt to ascertain the status of the SDR 

using the DoD WebSDR query function. If there is no record of an action activity reply, 

a follow-up should be submitted. Follow-ups must be directed to the last identified 

action activity when the original SDR was forwarded by the original recipient. Cite the 

SDR report number of the original report. For transactional exchange, include the 

WebSDR-assigned control number when known.

C17.5.7.1. Follow-up transactions should include all data that was in the 

previous SDR submission. POC information for the follow-up and the follow-up date are 

required. A narrative entry is required to provide clarification for the follow-up.

C17.5.7.2. If no response is received to the follow-up within 30 calendar 

days, the ILCO may contact DLA Distribution for distribution center shipments or the 

source of supply to request assistance. Off-line communication with the action activity 

is recommended because electronic processing errors may have impeded timely 

response to the SDR and subsequent follow-up. DLA Distribution or the source of 

supply will ensure that a response with disposition or interim status is provided within 30 

calendar days.

Intervening text not shown.

 
Enclosure, ADC 1312

Page 6

C17.5.9.1. Requests for Reconsideration 

C17.5.9.1.1. The Security Assistance purchaser may ask the U.S. 

Government to reconsider the disposition for a reported supply discrepancy. 

Purchasers must send a Request for Reconsideration (Transaction Set Purpose Code 

15) to the ILCO within 45 calendar days from the date of the ILCO final reply to the 

customer concerning disposition, except when materiel/exhibit return to the customer is 

required subsequent to US Government-directed evaluation/testing/repair. This 

exception is applicable only when the materiel/exhibit must be re-inspected by the 

customer to confirm that the reported discrepancy/deficiency has been resolved and, 

therefore, additional transportation time is necessary for the return shipment. Under this 

scenario only, the SA purchaser is authorized up to 90 days from the date of the final 

ILCO reply to submit the Request for Reconsideration to the ILCO. The ILCO will be 

responsible for monitoring that requests for reconsideration are submitted within the 

allowable time standards. 

C17.5.9.1.2. The request for reconsideration will use the 

nonconformance number associated with the original report. When the customers ask 

for reconsideration, the ILCO will add a Suffix Code R to the SDR number. The ILCO 

will convert the request for reconsideration to electronic transmission and forward to the 

appropriate DoD ICP/IMM or GSA action activity for reconsideration within 20 calendar 

days of receiving the request for reconsideration from the customer. If relevant 

information is not accessible by the responsible activity, the ILCO may forward 

supporting documentation. The designated recipient of the request for reconsideration 

will review all data relating to the problem and provide a response to the reporting 

activity with information to all concerned parties within 45 calendar days (90 days for 

security assistance shipments where materiel was returned to country when previous 

SDR resubmission was closed). When the shipping depot is unable to respond to the 

contested SDR, the depot will forward the SDR to the source of supply for resolution 

(when the SDR is forwarded, the 45 calendar days for processing and evaluation will 

begin when the SDR is received by the source of supply).

C17.5.9.2. Second Request for Reconsideration (Contested Transaction 

Set Purpose Code 50Reconsideration Response). Security Assistance customers may 

further contest the ICP/IMM or GSA decision given after the request for reconsideration. 

To do so, the customer must send a written request to the ILCO within 45 calendar days 

from the date of the ILCO reply to the request for reconsideration. The customer must 

indicate why the ICP/IMM or GSA decision is not satisfactory. Cite the nonconformance 

number on the original SDR. The ILCO will add a Suffix Code C to the report number, 

which will be used in all references to the SDR. The ILCO will convert the request to 

electronic transmission and forward the SDR, with an appropriate advice code, within 20 

calendar days to the appropriate focal point who will review all the information and send 

the ILCO the final decision within 50 calendar days from the date of receipt of the ILCO 

information. A contested reconsideration may only be submitted transactionally to DoD 

WebSDR and will be forwarded to the original action activity(ies). Additional distribution 

may be accomplished manually. Pending full DLMS implementation, contested 

reconsideration requests may be forwarded manually. If relevant information is not 
Enclosure, ADC 1312

Page 7

accessible by the focal point, the ILCO may forward supporting documentation. The 

ILCO will ensure all interested parties receive the SDR resolution.