DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

September 07, 2017

MEMORANDUM FOR FINANCE PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Addendum to Approved Defense Logistics Management Standards 

(DLMS) Change (ADC) 1213 (Staffed as ADC 1213A), Clarification of Bill 

Numbers in DLMS for Materiel Returns Program Credit (Finance)

The attached change to DLM 4000.25, Defense Logistics Management Standards is approved 

for implementation September 30, 2017.

Addressees may direct questions to Mr. Robert Hammond, Chair, Finance PRC, email:

financehq@dla.mil, phone: 703-767-2117. All others must contact their Component designated 

Finance PRC representative: 

http://www.dla.mil/HQ/InformationOperations/DLMS/DLMSPrograms/finance/ 

HEIDI M. DAVEREDE

Program Manager 

Enterprise Business Standards Office

Attachment

As stated

cc: 

ODASD (SCI)

OUSD(C)
Attachment to ADC 1213A

Page 1

Attachment to ADC 1213A

Clarification of Bill Numbers in DLMS for Materiel Returns Program 

(MRP) Credit (Finance)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Defense Logistics Management Standards (DLMS) Program Office

b. Functional POC: Robert Hammond, Chair, Finance PRC, email finance@hq.dla.mil

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Finance/Supply

b. Primary/Secondary Functional Process: Logistics Billing Adjustment Request Reply to 

Logistics Adjustment Request for Credit/Materiel Returns Program

3. REFERENCES:

a. ADC 1213, Clarification of Bill Numbers in DLMS, August 26, 2016

b. DLM 4000.25, Defense Logistics Management Standards, Volume 4, Military Standard 

Billing System (MILSBILLS) – Finance, Chapters 2 (Billing Procedures) and 4 (Adjustment 

Procedures)

c. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

Appendix 2.16, Status Codes

4. REQUESTED CHANGE(S):

a. Brief Overview of Change: This change corrects a gap in the DLMS 812L, Logistics Bill 

Adjustment Request Reply transaction, for Materiel Return Program (MRP) credit (legacy DIC FTB 

functionality). The DLMS 812L includes a scenario where the billing office approves the MRP credit, 

but the credit is pending and there is not an assigned credit bill number. For the DLMS 812L, 

American National Standards Institute (ANSI) X12 syntax rules require an entry in the data element 

field for the bill number. This change defines how to accommodate the syntax requirement even 

though a bill number is not yet available for the MRP credit. In MILS legacy 80 record position 

transaction format the bill number is blank.

b. Background:

(1) ADC 1213 (Reference 3.a.) revised the DLMS 812L IC notes to distinguish the 

different types of bill numbers in the DLMS billing and adjustment transactions and updated Logistics 

Data Resource Management System (LOGDRMS) with the definitions for these bill number types. 

ADC 1213 includes a table of DLMS transaction types and legacy mapping, noting when each type of 

bill number is relevant and how the bill number is populated. ADC 1213 did not address the 

procedures under MRP where the credit is pending and a bill number is not yet available. Enclosure 2 

of this ADC contains an updated table.
Attachment to ADC 1213A

Page 2

(2) MILSBILLS (Reference 3.b.) provides the procedures for issuing MRP credit and 

following-up on promised credit. The issuer of the credit conveys credit information in a DLMS 810L, 

Logistics Bill, with a valid bill number and an optional type of bill code to explain the reason for the 

credit. MILSBILLS Appendix 2 lists authorized values for the type of bill code. When a billing office 

approves MRP credit, but the billed office does not have a record that the credit was issued, the billing 

office will send a DLMS 812R Request for Billing Adjustment (legacy DIC FTP functionality) to the 

applicable billing office to inquire about the status of the promised credit. Since the requesting party 

does not have a bill number to reference in the DLMS 812R, there is a DLMS note indicating that the 

value ‘Z’ is entered in the bill number field at 1/BCD07/020 to address ASC X12 syntax rules

requiring a mandatory bill number entry. If the billing office has already provided the promised credit, 

the billing office will identify the bill number under which it processed the credit in the bill number 

field of the DLMS 812L at 1/BCD07/020.

(3) If the promised credit is still pending, the billing office will enter Customer Asset 

Reporting Transaction Status Code TW in legacy MILS record position (RP) 65-66 or DLMS 812L at 

1/LQ01/156, but there is no bill number to enter in 1/BCD07/020. The billing office will provide the 

promised credit in a subsequent DLMS 810L.

(4) Legacy DIC FTB (Enclosure 1) notes that when credit is pending, the bill number 

in RP 76 – 80 is blank. However, ASC X12 syntax rules specify the bill number (1/BCD07/020) is 

mandatory in the DLMS 812L. However, there is no DLMS note to describe how the billing offices 

populate the field if the bill number has not yet been issued, or how billed offices will understand and 

translate any value conveyed in that field. This scenario is not common, but when it occurs, the DLMS 

812L transactions fail Defense Automatic Addressing System (DAAS) edits, which causes the 

transaction to reject.

c. Requested Change in Detail:

(1) Modify the legacy DIC FTB format to clarify the value at record positions 65-66 is 

a MILSTRIP Customer Asset Reporting Transaction Status Code. MILSTRIP lists authorized codes in 

Appendix 2.16, Status Codes.

(2) Modify the DLMS 812L implementation convention (IC) to specify that the bill

number field is populated with ‘Z’ when sent as a reply to a request for status of MRP credit and the 

credit is pending with no credit bill number currently available.

(3) Update the DAAS DLMS 812L map.

d. Revisions to DLM 4000.25 Manuals:

(1) Refer to Enclosure 1 for edits to DLM 4000.25, Volume 4, MILSBILLS, Appendix 

3, DIC FTB.

(2) Refer to Enclosure 2 for modifications to the DLMS 812L map.

(3) Refer to Enclosure 3 for modifications to DLMS 812L IC.

e. Alternatives: None.
Attachment to ADC 1213A

Page 3

5. REASON FOR CHANGE: Provides procedures for the DLMS 812L (legacy DIC FTB

functionality) MRP credit scenario where the promised credit is pending and the bill number is not 

available to meet ASC X12 syntax; else transactions will continue to fail DAAS edits. During DLA’s 

implementation of the DLMS 812L for legacy FTB functionality, they discovered this syntax gap. 

DLA awaits the changes identified in this DLMS change in order to submit the required system 

change.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Provides procedures for the DLMS 812L (legacy DIC FTB functionality) 

MRP credit scenario where the promised credit is pending and the bill number is not available to meet 

ASC X12 syntax to preclude transactions failing DAAS edits. 

b. Disadvantages: None noted.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Target is September 30, 2017.

Upon issuance of an approved change for this requirement, DLA will submit their system change with 

high priority. In the responses to the PDC, Components either have yet to implement the 812L or did 

not note any issue with implementation.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH IMPLEMENTATION 

OF THIS CHANGE: N/A.

9. IMPACT:

a. New/Changed DLMS Data Elements: None.

b. Automated Information Systems (AIS): Apply the DLMS 812L Reply to Request for 

Billing Adjustment, (legacy DIC FTB functionality), change at Enclosure 3.

Staffing Note: Components were asked in staffing to ensure that a value of “Z” in the bill number 

field at 1/BCD07/020 will process correctly in receiving financial systems. No issues identified in 

Component responses.

c. Defense Automatic Addressing System (DAAS): Update map for DLMS 812L map from

FTB to apply Z to 1/BCD07/020 when record positions 65-66 is TW (credit pending, no bill number), 

and drop the Z where mapping from DLMS to legacy in the same scenario.

d. PDC Staffing Comment Resolution:

# Component/

Agency

Response/Comment Disposition

1 Air Force Concur. Noted.

2 Marine Corps Concur. Noted.

3 Navy Not currently programmed for 812L. Noted.
Attachment to ADC 1213A

Page 4

# Component/

Agency

Response/Comment Disposition

4 DLA Concur. Noted.

5 OUSD(C) Concur. Noted
Enclosure 1 to ADC 1213A

Page 1

Enclosure 1

DIC FTB FORMAT

REPLY TO FOLLOW-UP FOR MATERIEL RETURN 

PROGRAM CREDIT

Field Legend Position(s) Entry and Instructions

DI Code 1-3 Enter FTB

RI Code 4-6 Perpetuate from the DI code FTP, Follow-up 

for MRP Credit (hereafter referred to as 

follow-up.

Media and Status Code 7 Perpetuate from the follow-up.

Stock Number 8-22 Perpetuate from the follow-up.

U/I Code 23-24 Perpetuate from the follow-up.

Quantity 25-29 Perpetuate from the follow-up.

Document Number 30-43 Perpetuate from the follow-up.

Suffix 44 Perpetuate from the follow-up.

Supplementary Address 45-50 Perpetuate from the follow-up.

Signal Code 51 Perpetuate from the follow-up.

Fund Code 52-53 Perpetuate from the follow-up.

Blank 54-56 Leave blank.

Project Code 57-59 Perpetuate from the follow-up.

Priority Code 60-61 Perpetuate from the follow-up.

Day of Year 62-64 Enter the Julian day the reply is prepared.

Customer Asset 

Reporting Transaction

Status Code

65-66 Enter the applicable code from MILSTRIP 

Appendix 2.16, Status Codes.

Blank 67-75 Leave blank.

Bill Number 76-80 Enter the bill number under which the credit 

was processed. 

When the credit has not been processed, leave 

blank.
Enclosure 2 to ADC 1213A

Page 1

Enclosure 2, Updated matrix of MILSBILLS DIC Bill Numbers

Summary Billing Records (SBRs)

Legacy

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FS_/GS_ 40-44 Created N/A N/A N/A N/A 810L 1/BIG02/020

Detail Billing Records (DBRs)

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FA_/GA_

54-58

SBR

N/A N/A N/A N/A 810L

Not mapped into 810L, 

FS_/GS_ bill number mapped 

into the header applied to all 

detail bills in the 810L.

FB_/GB_ SBR

FC_/GC_ SBR

FD_/GD_ SBR

FE_/GE_ SBR

FF_/GF_ SBR

FG_/GG_ SBR

FJ_/GJ_ SBR

FL_/GL_ SBR

FN_/GN_ SBR

FP_/GP_ SBR

FQ_/GQ_ SBR

FR_/GR_ SBR

FU_/GU_ SBR

FW_/GW_ SBR

FX_/GX_ SBR
Enclosure 2 to ADC 1213A

Page 2

Request Summary Bill Adjustment

Follow-up on Request for Summary Bill Adjustment

Legacy 

DIC

BAC Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

Mapped

FDE/FDF 42

11-13

Duplicate SBR N/A N/A 812R 1/BCD07/020

43, 44 Duplicate SBR 25-29

Prior SBR 

duplicated by bill 

cited in RP11-13

812R

RP11-13 = 1/BCD07/020

RP25-29 = 2/N901/200 

(Code: OI)

Reply to Summary Bill Adjustment Request

Reply to Summary Bill Adjustment Request Follow-up

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

Mapped

FDR/FDS 11-15 Request 25-29 Request 51-55 When status 

codes AI & 

DD

812L RP11-15 = 1/BCD07/020

RP25-29 = 2/N901/200 

(Code: OI)

RP74-78 = 2/N901/200 

(Code: C9)
Enclosure 2 to ADC 1213A

Page 3

Request for Detail Bill Adjustment

Follow-up on Request for Detail Bill Adjustment

Legacy 

DIC

BAC Bill Number

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FAE/FAF Default

54-58

DBR N/A N/A

N/A N/A

812R

1/BDC07/020

11 Duplicate DBR 74-78

Prior DBR 

duplicated by bill 

cited in RP54-58

RP54-58 = 1/BCD07/020

RP74-78 = 2/N901/200

(Code: OI)

19, 51 SBR

N/A N/A

1/BDC07/020

23 From last reply

24

From bill (if 

known)

27 May be blank

34 None 1/BDC07/020 is 'Z' 35 AS_ (RP56-58)

41 Requestor 1/BDC07/020

FJE/FJF Default

54-58

DBR N/A N/A 1/BDC07/020

11 Duplicate DBR 74-78

Prior DBR 

duplicated by bill 

cited in RP54-58

N/A N/A

RP54-58 = 1/BCD07/020

RP74-78 = 2/N901/200 

(Code: OI)

19, 51 SBR

N/A N/A

1/BDC07/020

23 From last reply

24

From bill (if 

known)

27 May be blank

34 None 1/BDC07/020 is 'Z' 35 AS_ (RP56-58)

41 Requestor 1/BDC07/020
Enclosure 2 to ADC 1213A

Page 4

Reply to Detail Bill Adjustment Request

Reply to Follow-up for Detail Bill Adjustment Request 

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FAR/FAS 54-58 Request

N/A N/A

N/A N/A 812L 1/BDC07/020

FJR/FJS 54-58 Request

(Except for status 

codes AI & DD = 

Actual bill 

number)

54-58 Adjustment 

Bill 

(For status 

codes AI & 

DD)

812L 1/BDC07/020

Follow-up for MRP Credit

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FTP N/A N/A N/A N/A N/A N/A 812R 1/BDC07/020. 

Reply to Follow-up for MRP Credit

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FTB 76-80 Created N/A N/A N/A N/A 812L

1/BCD07/020

If RP 65-66 = TW (credit 

pending, no bill number) then 

1/BCD07/020 = “Z”

Request for Retransmission of Bill (Copy)

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

QBR 40-44 SBR N/A N/A N/A N/A 812L 1/BCD07/020
Enclosure 3 to ADC 1213A

Page 1

Enclosure 3, DLMS Implementation Convention (IC) Revision

Item 

#

Location 812L Logistics Bill Adjustment Request Reply Reason

1. DLMS 

Introductory 

Notes

Add PDC 1213A

- PDC 1213A, Clarification of Bill Numbers in DLMS 

for Materiel Returns Program Credit (MRP)

Identifies DLMS 

Changes included in 

the DLMS IC

2. 1/BCD07/020 Modify the existing DLMS Note:

Invoice Number

DLMS Note: 

1. Cite the bill number, which applies to both the request 

and reply.

2. If the request did not cite a bill number (i.e. Materiel 

Returns Program credit requests) the reply will cite a 

generated bill number conforming to DLM 4000.25, 

Volume 4, MILSBILLS and may not be duplicated by 

the issuer within a calendar year. If the credit is pending

and lacks a bill number (i.e., DLMS Supply Status Code 

(1/LQ01/156) is TW), cite “Z” to satisfy syntax 

requirements.

3. When replying to an adjustment request for credit due 

to a duplicate bill (i.e. Billing Advice Code = 11, 43 or 

44) cite the original bill in 2/N9/200, code OI.

4. When the requested adjustment has already been 

furnished previously (Bill Status Code = AI or DD), cite 

the adjustment bill number in 2/N9/200, code C9.

Clarify how to 

populate this 

mandatory field when 

a bill number is not 

yet assigned.