DEFENSE LOGISTICS AGENCY

HEADQUARTER

 8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

May 10, 2017 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1226, 

Revise DLMS 824R Reject Advice Transaction in Support of Intra-Air Force 

Government Furnished Property-Accountability (GFP-A) (Supply) 

We are forwarding the attached approved change to DLM 4000.25, Defense Logistics 

Management Standards (DLMS), for implementation. The Enterprise Business Standards 

Office will post the updated DLMS Implementation Convention (IC) to the Web at 

www.dlmso.dla.mil/elibrary/TransFormats/140_997.asp, within 10 days from the above date. 

 Addressees may direct questions to Ms. Mary Jane Johnson, Ms. Ellen Hilert, Mr. Rafael 

Gonzalez, and Ms. Sylvia Williams, e-mail: DLMSSupply@dla.mil. Others must contact their 

designated Supply PRC representative available at 

www.dlmso.dla.mil/eLibrary/ServicePoints/allpoc.asp. 

HEIDI M. DAVEREDE

Program Manager

Enterprise Business Standards Office

Attachment

As stated 

cc:

ODASD (SCI)

OUSD DPAP (PDI)
Attachment, ADC 1226

Page 1

Attachment to ADC 1226

Revise DLMS 824R Reject Advice Transaction in Support of IntraAir Force Government Furnished Property-Accountability (GFP-A)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Mr. John “Jack” Dillon, HAF/A4PT; 937-904-0815; DSN: 674-

0815; or e-mail: john.dillon.2.ctr@us.af.mil

b. Functional POC: Mr. Colquitt “Quitty” Lawrence, HAF/A4LR; 703-692-2348; 

DSN: 222-2348; or e-mail: colquitt.lawrence.civ@mail.mil

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply

b. Primary/Secondary Functional Process: Government Furnished PropertyAccountability (GFP-A)

3. REFERENCES:

a. Approved DLMS Change (ADC) 1103, Revise DLMS 824R, Reject Advice, to 

Include Rejections of Logistics Bills, Clarify use for Rejection of DLMS MILSTRIP 

Transactions, and Document Administrative Updates, August 20, 2014

b. DODM 4140.01, DOD Supply Chain Materiel Management Procedures, Volume 5, 

Delivery of Materiel

c. Approved DLMS Change (ADC) 1224, Requirements for Air Force Government 

Furnished Property (GFP) Accountability including Identification of the Contractor Inventory 

Control Point (CICP), the Physical Location of Property, the Authorizing Procurement 

Instrument Identifier (PIID), Disposal Information in the Issue Transaction, and Enhanced Data 

Content in Inventory-Related Transactions, March 1, 2017

d. Approved DLMS Change (ADC) 1225, Revise DLMS 527R Receipt Transaction for 

Intra-Air Force Government Furnished Property (GFP) Accountability to include Identification 

of the Contractor Inventory Control Point (CICP), Addition of Moving Average Cost (MAC), 

and Authorization to use Latest Acquisition Cost (LAC) and Acceptance Date, March 7, 2017 

e. Approved DLMS Change (ADC) 1238, Revise DLMS 527R Materiel Receipt 

Acknowledge (MRA) and Disposition Services Turn-In Receipt Acknowledgement (TRA) 

Transactions to Allow Air Force Contractor Inventory Control Points (CICP) to Forward 

Transaction Images in Support of Air Force Government Furnished Property (GFP) 

Accountability, March 1, 2017 
Attachment, ADC 1226

Page 2

f. DLM 4000.25, Defense Logistics Management Standards (DLMS), Volume 1, 

Concepts and Procedures

g. DODD 8190.01E, Defense Logistics Management Standards (DLMS)

h. DODI 4161.02, Accountability and Management of Government Contract Property

4. APPROVED CHANGE(S): See green highlighting for substantive revision subsequent to 

PDC staffing.

a. Brief Overview of Change: This change implements intra-Air Force procedures for

the rejection of DLMS transactions as a variation of the rejection procedures described in ADC 

1103 (Reference 3.a.). In order to establish Air Force GFP Accountability (GFP-A) (inclusive of 

materiel and equipment), Air Force CICPs are now required to share inventory accounting 

transactions with the Air Force accountable property system of record (APSR). The APSR will 

maintain the Air Force accountable property record for all Air Force-owned contractor managed 

and possessed property. This change authorizes additional data content to identify the 

manufacturer part number, local stock number, and commercial and government entity (CAGE) 

code in the DLMS 824R Reject Advice transaction. In addition, the change adds several new 

reject advice codes. This change allows the Air Force program manager, using Defense Property 

Accountability System (DPAS), as the Air Force APSR, to identify the asset details causing 

rejection of a transaction sent to the Air Force APSR from the CICP.

b. Background:

(1) The term CICP represents a contractor assigned the primary responsibility 

for the materiel management of a group of items either for a particular Military Service or for 

the Department of Defense as a whole. In addition to Integrated Materiel Management (IMM) 

functions, a CICP may perform other logistics functions in support of a particular Military 

Service or for a particular end item (e.g., centralized computation of retail requirements levels 

and engineering tasks associated with weapon system components). 

(2) For the purpose of DLMS logistics procedures, the term CICP also identifies 

Contractor Operated and Maintained Base Supply (COMBS) contractors whose support 

includes supply of aircraft, engine and support equipment components, materiel, and 

consumables, as well as off-aircraft repair, overhaul and replenishment. COMBS contractors 

are responsible for having parts on hand to perform off-aircraft maintenance and for repairing 

the parts turned in. COMBS contractors perform both wholesale and retail functions. 

(3) CICPs are required to maintain and report accountability for Air Forceowned contractor-managed and possessed property. However, Air Force accountability is 

incomplete for contractor-managed and possessed Air Force-owned property because the Air 

Force is unable to track end-to-end logistics and financial transactions, provide total asset 

visibility, and report property inventory values accurately and timely. DODM 4140.01, Volume 

5 (Reference 3.b), Enclosure 3, Subparagraph 2.b.(4)(e), requires Services to “Take applicable 

actions necessary to ensure that the physical on-hand quantity and the total item property record 

quantity are in agreement for all DOD materiel that is not in the physical custody of DOD 
Attachment, ADC 1226

Page 3

storage activities. For example, owning materiel managers will ensure accuracy for property 

records where contractors are responsible for the physical custody of government-owned 

inventory located at contractor facilities or DOD storage activities.” 

(4) The Air Force chartered the GFP-A Capability Initiative to provide property 

accountability/control of contractor managed and possessed Air Force-owned property 

(inclusive of materiel and equipment) through implementation of standard and integrated Air 

Force logistics and contractor processes to address a material weakness on the Air Force 

financial statements. This capability will establish and maintain accountable inventory records 

for GFP that accurately reflect current quantity, status, location, condition, and authorizing 

contract, as well as establish an audit trail to update and track end-to-end logistics and financial 

transactions. This change is one of a series of DLMS changes supporting the Air Force GFP-A 

Capability Initiative (References 3.c., d., and e.).

(5) Contractor managed and possessed GFP is but one type of government 

furnished property and is the sole focus of this capability initiative. The above problem 

statement does not apply to the other types of government furnished materiel, as the Air Force 

has solutions in place for the reporting of logistics and financial data. The GFP-A Capability 

Initiative is only applicable to Air Force-owned property reported in the Air Force GFP-A 

APSR. Air Force CICPs often use commercially available inventory management systems 

(IMSs) to manage Air Force-owned property. The CICPs record inventory impacting 

accounting transactions in these systems. The Air Force has selected DPAS as its APSR for 

contractor-managed and possessed Air Force-owned GFP. 

(6) Air Force CICPs, using their own IMS will provide their transactions and 

images of their transactions, in DLMS formats, to DPAS via the Defense Automatic Addressing 

System (DAAS). This is in addition to the transmission of the applicable DLMS transactions 

between the CICP and the CICP’s warehouse or subcontractor when external communication 

(outside the IMS) is used. DPAS will be a mirror image of the CICPs IMS in order to maintain 

accuracy.

(7) The DLMS 824R Reject Advice was initially developed for rejection of

MILSTRAP-related DLMS transactions to support the functionality of MILSTRAP legacy 

Document Identifier Code (DIC) DZG. DAAS also uses it for narrative message type rejects 

for all DLMS transactions subject to rejection by DAAS narrative message. ADC 1103 

(Reference 3.a.) expanded the scope of the DLMS 824R and authorized it for use with other 

DLMS supply, contract administration, and logistics bills transactions as a future enhancement. 

This change describes procedures for a variation of the authorized use of the DLMS 824R on an 

intra-Air Force basis for GFP accountability.

(8) Prior to submission of the proposed change, the DLMS Program Office 

identified a future requirement for transition from routing identifier codes (RIC) to DoDAACs. 

This transition will require DAAS to route and process DLMS transactions based upon the 

DoDAAC-To (rather than the current RIC-To) in the transaction and use the communication 

routing identifier (COMMRI) associated with the DoDAAC in the DoD Activity Address 

Directory (DoDAAD). While developing the proposed change, the DLMS Program Office 

attempted to authorize use of the DoDAAC-To on a limited basis to identify the Air Force 
Attachment, ADC 1226

Page 4

program manager account in DPAS. However, the DLMS Program Office subsequently 

recognized the affected systems could not implement this change within the required timeline 

for implementation. The DLMS Program Office, DAAS, and the Air Force agreed on the 

alternate approach to facilitate immediate implementation. This alternate approach will 

accommodate the potential lack of available RICs within the required Air Force series as the Air 

Force establishes new program managers’ accounts in DPAS. Therefore, pending development 

of functionality for DoDAAC-based routing/processing, the Air Force will use RICs for 

identification of both CICPs and program managers. If the Air Force has insufficient RICs 

available to identify all program managers, this ADC authorizes the Air Force to use a single 

generic RIC representing the Air Force APSR. DAAS will use this RIC/DoDAAC/COMMRI 

combination for transaction processing while DPAS will use the supplemental identification of 

the specific program manager DoDAAC required within each transaction. This ADC reflects 

the interim solution described.

(9) Subsequent to staffing of the proposed change, the Air Force identified an 

additional requirement to support APSR rejection of a CICP transaction due to incorrect or 

missing item unique identification (IUID) content. For the serialization data for GFP serially 

tracked assets, the serial number is required in specified DLMS transactions, and the UII must 

be included when available. PDC 1230 is currently under development to establish the 

requirement for GFP asset tracking between the CICP and the APSR.

c. Requested Change in Detail:

(1) This change authorizes the DLMS 824R for intra-Air Force use between 

DPAS and the Air Force CICPs for all DLMS transactions applicable to this business process. 

Procedures for use of the DLMS 824R Reject Advice are in DLMS, Volume 1 (Reference 3.f.). 

Under these procedures, the Air Force program manager office ensures only contractually 

authorized assets are loaded in DPAS. 

(a) If the CICP transmits a transaction to DPAS identifying an asset that

does not exist in the DPAS database, DPAS will suspend the transaction and notify the Air Force 

program manager via the daily task list. The program manager will research the asset and update 

the asset master data in DPAS, which will trigger DPAS to reprocess the suspended transaction. 

(b) If the suspense cannot be cleared by the program manager, DPAS will 

send a DLMS 824R, Reject Advice transaction to the CICP. DAAS will process this transaction 

as a pass-through, with no validation against the original submission by the CICP. 

(c) If the DLMS transaction contains an inaccurate value, the Air Force 

CICP will correct the transaction and resend to DPAS (using the same controlling document 

number or contract information). DPAS will discard the suspended transaction and update the 

APSR based upon the corrected transaction. 

(2) This change supports materiel identification by manufacturer’s part number 

(MPN) and the associated CAGE. This change revises the DLMS enhancement notes for the 

MPN and CAGE to indicate that these data elements are authorized for use without prior 

coordination. 
Attachment, ADC 1226

Page 5

(3) This change also supports materiel identification by local stock number 

(LSN). This change adds a new code to specify an LSN (2/REF01/020 Code 0E Subject 

Property Reference Number). This code will equate to the LSN specifically identified in DLMS 

945A (2/W1207/0200 Code SW Stock Number) and comparable LSN identification in 

inventory transactions.

(4) The DLMS 824R is enhanced to support multiple rejection scenarios. This 

change adds new beginning segment codes to allow DAAS to differentiate between two 

rejection scenarios for processing the DLMS 824R Reject Advice generated by an external 

system; it opens 1/BGN08/020 for use and adds Action Codes DR Direct and 80 Reconcile for 

this purpose. 

(a) Action Code DR Direct identifies rejections generated by the recipient 

of a transaction for routing to the identified Message-To addressee without further DAAS

processing. This enhancement is authorized for use on an intra-Air Force basis for GFP

accountability.

(b) Action Code 80 Reconcile identifies rejections generated by the 

recipient of a transaction for DAAS processing. This is a planned future enhancement per ADC 

1103. This functionality is not currently available.

(5) This change adds DLMS notes to clarify that the Air Force program manager 

and the Air Force CICP transmit transactions between each other for the purpose of GFP

accountability. 

(6) This change authorizes the use of a RIC or DoDAAC to represent the Air 

Force program manager in the APSR as the transaction originator for intra-Air Force rejects.

(a) Provide DLMS notes and new data fields as needed to clarify that the 

Air Force CICP and the Air Force program manager exchange these transactions for the purpose 

of GFM accountability. The CICP has custodial responsibility for the Government-owned 

property. The Air Force will assign each CICP to a program manager identified by a unique 

DoDAAC in DPAS. DAAS will use the COMMRI for the RIC associated with the program 

manager’s DoDAAC in the DoDAAD to route/direct the transaction to DPAS. Alternatively, if 

the Air Force has insufficient RICs available to identify the specific program manager in the 

transaction RIC-To, this change authorizes the Air Force CICP to identify the Air Force APSR 

by its generic RIC for DAAS routing/processing and separately include the CICP DoDAAC so 

DPAS can post the record to the appropriate program manager account."

(7) Add the following new reject advice codes.

(a) AI – Rejected. Procurement instrument identifier (PIID) (contract 

number) invalid or missing. This will allow the sender to identify the reason for rejection to be

an invalid or missing PIID in DLMS 527R, 846D, 846P, 846R, 846S, 867I, 945A, or 947I 

transactions.

(b) AL – Rejected. Unauthorized owning DoDAAC/RIC (use for Air 

Force Government Furnished Property - Accountability (GFP-A) only). From a DAAS 
Attachment, ADC 1226

Page 6

perspective, a valid DoDAAC or RIC is passed, but if the owning DoDAAC/RIC transmitted is 

not authorized within the APSR for the specific Air Force CICP sending the transaction, the 

APSR sends a reject advice transaction with Reject Advice Code AL back to the CICP.

(c) AN – Rejected. Physical Location of Property not provided. This will 

allow the sender to identify the reason for rejection to be the absence of the physical location of 

materiel in the received transaction.

(d) AO – Rejected. Insufficient inventory in the APSR due to potential 

mismatch. This will allow the APSR to inform the CICP that there is a mismatch in inventory 

balances between the two systems and the APSR will not accept the sent image since further 

research by both parties is required. The contractor and/or the Air Force Program Manager may 

research the cause of the mismatch in inventory balances systemically and/or manually.

(e) BA – Rejected. Serial number or UII incorrect or missing (use for Air 

Force Government Furnished Property - Accountability (GFP-A) only). This will allow the Air 

Force GFP-A APSR to identify the reason for rejection to be an incorrect (e.g., appearing in an 

issue transaction, but not previously identified in stock) or missing required IUID for serially 

tracked assets. This reject criterion applies to DLMS 527R, 846D, 846P, 846R, 867I, 945A, or 

947I transactions. The APSR will not accept the transaction. The contractor and/or the Air 

Force Program Manager will research the cause of the mismatch systemically and/or manually. 

If required IUID content is missing, the CICP will retransmit the transaction.

d. Revisions to DLM 4000.25 Manuals:

(1) Revise DLM 4000.25, Volume 1, Chapter 4, Functional Application Errors, 

as shown in Enclosure 1. 

(2) Revise DLM 4000.25-2, Appendix 2.8, Reject Advice Codes, as shown in 

Enclosure 2. 

(3) Revise DLMS 824R Reject Advice, as shown in Enclosure 3. 

e. Proposed Transaction Flow: See Enclosure 4 for the transaction flow diagram and 

detailed description. 

(1) The Air Force CICP receives the asset and sends a DLMS 527R Receipt 

transaction to DPAS containing the manufacturer’s part number or local stock number and 

CAGE code. 

(2) DPAS receives DLMS 527R Receipt transaction and validates that the asset

exists in its database. The Air Force program manager ensures only contractually authorized 

assets are loaded in DPAS. 

(3) DPAS suspends the transaction if the asset does not exist in the database and 

notifies the Air Force program manager via the daily task list. The program manager adds or 

updates the asset in the DPAS asset master and performs research as necessary. 
Attachment, ADC 1226

Page 7

(4) The program manager will trigger DPAS to reprocess the suspended 

transaction. If the suspense cannot be cleared by the program manager, the program manager 

generates a DLMS 824R, Reject Advice transaction (with action code DR Direct in 

1/BGN08/020) in DPAS and sends it to the CICP IMS. 

(5) The CICP corrects the DLMS 527R if it contains an inaccurate value and 

resends it to DPAS. 

(6) The above transaction flow applies to other DLMS transactions supported by 

the GFP-A Capability Initiative including the DLMS 867I, 947I, 945A, 846D, 846P, 846R and 

846S. 

f. Alternatives: None

5. REASON FOR CHANGE: This change supports the Air Force GFP-A Capability Initiative 

addressing a material weakness on the Air Force Financial Statements and support Financial 

Improvement and Audit Readiness (FIAR). Additionally, it allows the Air Force GFP-A APSR 

to communicate DLMS transaction rejections to Air Force CICPs.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: This change improves the accuracy of Air Force accountability records 

and reduces time allocated to resolving errors related to posting the receipt of assets in the Air 

Force APSR. Additionally, this change replaces manual communication by using DLMS 

transactions.

b. Disadvantages: Requires system modifications to accommodate and perpetuate the 

Air Force CICP manufacturers’ part number, stock number, and CAGE data on the identified 

transactions.

7. ADDITIONAL COMMENTS TO CONSIDER: The Air Force GFP-A Capability 

Initiative relies on DLMS transactions from the Air Force CICPs to accurately record asset 

quantities and valuation. Without the ability to communicate electronically, the Air Force will 

need manual communication methods to inform the Air Force CICPs of transaction rejects, 

which increases the risk of misreporting the Air Force contractor managed and possessed Air 

Force owned GFP assets on its financial statements.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Target implementation 

date is May 2017.

Note: At this time, DAAS will only route/process subject transactions using the program 

manager RIC and associated COMMRI. The previously proposed routing/processing by 

program manager DoDAAC/COMMRI is deferred pending further analysis.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: The Air Force is unable to estimate at this time; 

Air Force does not have adequate data to calculate cost of manual workaround. 
Attachment, ADC 1226

Page 8

10. IMPACT:

a. New DLMS Data Elements: Add Rejection Action Code (mapped to 1/BGN08/020, 

DE 306, Action Code, Optional, ID,1/2) with code values 80 Reconcile and DR Direct; refer to 

Enclosure 3 for details.

b. Changes to DLMS Data Elements: Revise Reject Advice Code with new code

values AI, AL, AN, AO, and BA; refer to Enclosure 2 for complete list. Updates the Logistics 

Data Resources Management System (LOGDRMS) Data Element ID 1270, Qualifier ET –

Reject Advice Code.

AI Rejected. Procurement instrument identifier (PIID) (contract number) invalid or blank.

AL Rejected. Unauthorized owning DoDAAC or RIC (use for Air Force Government 

Furnished Property - Accountability (GFP-A) only).

AN Rejected. Physical location of property not provided.

AO Rejected. Insufficient inventory in the accountable property system of record (APSR) due 

to potential mismatch.

BA Rejected. Serial number or UII incorrect or missing (use for Air Force Government 

Furnished Property - Accountability (GFP-A) only). 

c. Automated Information Systems (AIS): Applicable to DPAS and Air Force CICP 

systems.

d. Defense Automatic Addressing System (DAAS): Mapping updates are required to 

recognize materiel identification, and potential use of a DoDAAC for identification of the 

transaction originator (future implementation). DAAS will develop a future capability to display 

the DLMS 824R and other transactions that lack MILS equivalents within the Logistics Data 

Gateway (LDG) application. DLMS 824R transactions with Action Code DR Direct in 

1/BGN08/020 count as pass-through transactions in LDG. 

e. Non-DLM 4000.25 Series Publications:

(1) Air Force should take action necessary to update procedures documenting 

the requirements contained herein as needed for Air Force and for the DPAS.

(2) OUSD(AT&L)/ARA, Property & Equipment Policy, is in the process of 

coordinating a revision to DOD Instruction 5000.64, Accountability and Management of DOD 

Equipment and Other Accountable Property (Reference 3.g.), to address use of the DLMS for 

equipment, among other updates. The proposed wording will recognize use of the DLMS for 

electronic interfaces between DOD supply systems and the APSR to facilitate accountable 

property management. By virtue of the contractual requirements levied by the Air Force on the 

CICP, the procedures discussed in this change for managing Government-owned equipment fall 

within the scope of the pending update to DODI 5000.64 establishing authoritative guidance for 

use of the DLMS.
Attachment, ADC 1226

Page 9

11. PDC 1226 RESPONSE/COMMENT TABLE:

Component Component Response DLMS PMO 

Response

DLA Concur without comment Noted.

DLA Distribution 

J4BC 

Concur without comment Noted.

Marine Corps Concur without comment Noted.

Navy Concur without comment

USTRANSCOM Abstains Noted.

Air Force Concur with comment

Revise to capture additional reject advice 

code for IUID errors:

BA – Rejected. Serial number or UII 

incorrect or missing (use for Air Force 

Government Furnished Property -

Accountability (GFP-A) only). This will 

allow the Air Force GFP-A APSR to 

identify the reason for rejection to be an 

incorrect (e.g., appearing in an issue 

transaction, but not previously identified in 

stock) or missing required IUID for serially 

tracked assets. This reject criterion applies 

to DLMS 527R, 846D, 846P, 846R, 867I, 

945A, or 947I transactions. The APSR 

will not accept the transaction. The 

contractor and/or the Air Force Program 

Manager will research the cause of the 

mismatch systemically and/or manually. If 

required IUID content is missing, the CICP 

will retransmit the transaction.

Noted and added to 

ADC highlighted in 

green.

DAAS Concur with comment

DAAS would like to point out that it has 

previously objected to a potential future 

enhancement first introduced in ADC 1103 

and now perpetuated in this change. The 

respective potential future enhancement is 

described in DLM 4000.25, Volume 1, 

Chapter 4, C4.2.2.3, Activity Transaction 

Reject to DAAS.

Noted. Since the 

subject is a “potential 

future enhancement”, 

the DLMS Program 

Office choses to keep 

the language as is for 

this change, and plans 

to address the 

objection in a future 

change.
Enclosure 1, ADC 1226

Page 1

Enclosure 1, Revisions to DLM 4000.25, Volume 1, Chapter 4, Functional Application 

Errors

Changes are identified by bold red italics and strike-through text.

Revise DLM 4000.25, Volume 1, Chapter 4, Functional Application Errors, as shown:

C4. CHAPTER 4

FUNCTIONAL APPLICATION ERRORS

C4.1. INTRODUCTION

C4.1.1. Purpose. DoD Components, Federal Agencies, contractors, and foreign 

governments may use a variety of application systems to exchange Electronic Data Interchange 

(EDI) data based on Defense Logistics Management Standards (DLMS) Supplements to Federal 

Implementation Conventions (IC). The primary purpose of this manual is to establish standards 

through which these varied systems can interoperate technically and functionallyinteroperate. 

This chapter describes use of the DLMS 824R, Reject Advice Transaction to exchange 

information about functional errors not covered by DLMS status transactions. The DLMS 824R 

Reject Advice Transaction is not used to reject a transmission due to American National 

Standards Institute Accredited Standards (ANSI) Accredited Standards Committee (ASC) ASC

X12 syntactical errors. A Federal IC 997, Functional Acknowledgement Acknowledgment

Transaction is used for that purpose (DLM 4000.25-4, “Defense Automatic Addressing 

System”).

C4.1.2. Error Reduction. The primary means for reducing errors is for each DoD 

Component to ensure that outbound transactions are thoroughly edited to fully comply with the 

DLMS standards and any DoD Component-unique requirements. Receiving applications will 

likely perform edits to preclude processing erroneous transactions that may cause incorrect 

actions, disrupt the integrity of other data, or disrupt the operation of the system as a whole.

C4.1.3. Error Reporting. When receiving applications apply edit checks and discover 

functional errors, the errors may be reported back to the originating activity using DLMS 824R.

C4.2. DLMS 824R REJECT ADVICE

C4.2.1. Implementation Convention Content. The DLMS 824R, Reject Advice shall will

convey the following information when reporting errors to the originator:

C4.2.1.1. Table 1 Data. Identifies the originator of the DLMS 824R and the 

recipient, which is the originator of the erroneous transaction being rejected.

C4.2.1.2. Table 2 Data
Enclosure 1, ADC 1226

Page 2

C4.2.1.2.1. Identifies the erroneous transaction, specifically including the 

following data:

C4.2.1.2.1.1. Document number or contract number.

C4.2.1.2.1.2. Transaction set control number.

C4.2.1.2.1.3. Transaction set identifier code.

C4.2.1.2.1.4. Beginning segment information as applicable (e.g., 

transaction set purpose code, transaction type code, report type code, action code).

C4.2.1.2.1.5. Identifying materiel number (e.g., National Stock Number 

(NSN), part number (PN)/CAGE)

C4.2.1.2.1.6. Transaction creation date.

C4.2.1.2.2. The application error condition code identifying error type.

C4.2.1.2.3. Copy of the bad data element (optional).

C4.2.1.2.4. Free-form text message describing the error (optional).

C4.2.2. Reject-Error Routing. Routing of the reject is from the rejecting activity to the 

sending activity. This will typically lead to one of two three scenarios:

C4.2.2.1. DLA Transaction Services Defense Automatic Addressing System (DAAS)

Transaction Reject. Defense Automatic Addressing System (DAAS) uses the DLMS 824R, 

Reject Advice Transaction, to report the error back to the originating activity, which must correct 

and retransmit the transaction. 

C4.2.2.1.1. The Reject Advice Transaction reports the unique document 

number of the erroneous transaction and/or other pertinent information to identify the erroneous 

transaction including reject advice codes (when available) identifying one or more specific error 

conditions.

C4.2.2.1.2. Where specific reject advice codes are not established to identify 

the error condition causing the transaction to fail, DLA Transaction Services DAAS uses the 

DLMS 824R to provide narrative message rejection of any DLMS transaction using procedures 

described in paragraph C4.2.4.2.

C4.2.2.1.3. A combination of reject advice codes and clarifying narrative may 

be used to facilitate interpretation of the error condition.

C4.2.2.2. Activity Transaction Reject to Sending Activity. The activity receiving a 

transaction from DAAS uses the DLMS 824R to report an error back to the transaction 
Enclosure 1, ADC 1226

Page 3

originator.1

,

2 DAAS will not compare the rejected information to an image of the transaction 

as they received it from the originating activity. Instead, DAAS will route the DLMS 824R 

transaction to the identified Message-To addressee without further processing. Action Code 

DR Direct in data element 1/BGN08/020 of the DLMS 824R Reject Advice Transaction 

identifies this rejection process.

C4.2.2.23. Activity Transaction Reject to DAAS. A potential future enhancement 

will allow an activity receiving a transaction from DAAS to report the error back to the 

transaction originator using DLMS 824R.3 Under the planned enhancement, DAAS will 

compare the rejected information to an image of the transaction as they received it from the 

originating activity. If DAAS determines it caused the error, DAAS will correct and retransmit 

the transaction. If DAAS determines the originating activity caused the error, then DAAS will 

initiate another Reject Advice Transaction back to the originating activity, as in the first scenario. 

Action Code 80 Reconcile in data element 1/BGN08/020 of the DLMS 824R Reject Advice 

Transaction identifies this planned enhancement. 

C4.2.3. Application Program Use of DLMS 824R, Reject Advice. If a DoD Component 

application program cannot process a received transaction, it will send a DLMS 824R, Reject 

Advice Transaction back to the sending activity. The Reject Advice Transaction reports the 

unique document number, and/or other pertinent information to identify the erroneous 

transaction, and codes identifying one or more specific error conditions

C4.2.3.1. Rejection by Specific Reject Advice Code 

C4.2.3.1.1. Initially, DLMS 824R was developed to provide the functionality of 

legacy Military Standard Transaction Reporting and Accountability Procedures (MILSTRAP) 

Document Identifier Code (DIC) DZG, Transaction Reject. As such it rejects the following 

DLMS transactions with legacy MILSTRAP functionality: DLMS Transactions 527D, 527R, 

536L, 830R, 830W, 846A, 846D, 846F, 846I, 846P, 846R, 846S, 867D, 867I, 870L, 888I, and 

947I, citing specific reject advice codes in the LQ segment. 

C4.2.3.1.2. Additionally, the DLMS 824R is authorized for use with DLMS 

supply (including MILSTRIP transactions), finance, and contract administration transactions that 

are not specifically identified in this chapter. 

C4.2.3.2. Use of DLMS 824R does not replace procedures for error identification 

addressed by DLMS 140A, Small Arms and Light Weapons (SA/LW) Reporting, DLMS 870S, 

Supply Status, or DLMS 842A/R, DoD Supply Discrepancy Report Reply. DLMS 824R codes 

may be expanded in the future as requirements are identified and implemented.

 1 Not available for use without prior coordination.

2 Authorized for use on an intra-Air Force basis for Government Furnished Property (GFP) accountability. 

Refer to ADC 1226 for detailed procedures.

3 Not available for use without prior coordination.
Enclosure 1, ADC 1226

Page 4

C4.2.4. Characteristics of Use

C4.2.4.1. Application Identified Error Examples. Even with stringent editing 

performed by the EDI translator, some error conditions will occur that only the more complex 

application program edits can identify. These errors may include:

C4.2.4.1.1. Invalid item identification.

C4.2.4.1.2. Quantity of zero when a nonzero quantity is required.

C4.2.4.1.3. Invalid DLMS code received in the LQ02 Segment. The DLMS

824R applies only when a received transaction fails to comply with the application-level 

rules/formats specified in the implementation convention.

C4.2.4.2. DLA Transaction Services DAAS Receipt and Generation of DLMS 824R 

Reject Advice 

C4.2.4.2.1. Processing Data. As DAAS receives DLMS interchange envelopes 

it shall will process the data through an EDI translator and then break the contents down to the 

transaction level. DAAS shall will apply appropriate DLMS and DoD Component edit checks 

on received transactions.

C4.2.4.2.1.1. If DAAS software detects a nonbusiness process error, it 

shall will reject the transaction back to the sender using Federal IC 997 or DLMS 824R, as 

applicable.

C4.2.4.2.1.2. If DAAS detects data errors preventing the correct routing 

or processing of the transaction, DLA Transaction Services DAAS shall will reject the 

transaction back to the originator with a DLMS 824R containing a narrative message in the NTE 

segment identifying the error(s) that prevented the routing/processing. DLA Transaction 

Services DAAS shall will also use the enveloping information to identify the rejected transaction.

C4.2.4.2.2. Loading Transactions. DAAS shall will load transactions that do 

not contain errors into the Logistics Online Tracking System (LOTS).
Enclosure 2, ADC 1226

Page 1

Enclosure 2, Revisions to DLM 4000.25-2, Appendix 2.8, Reject Advice Codes

Changes are identified by bold red italics and strike-through text.

Revise DLM 4000.25-2, Appendix 2.8, Reject Advice Codes, as shown:

AP2.8. APPENDIX 2.8

REJECT ADVICE CODES

NUMBER OF CHARACTERS: Two

TYPE OF CODE: Alphabetic 

EXPLANATION: Identifies to the originator of a transaction, the reason 

for rejection, and indicates return of the transaction for 

correction and resubmission.4

MILSTRAP RECORD POSITION: 79-80

DLMS SEGMENT/QUALIFIER: LQ Segment, LQ01 Data Element ID 1270

Qualifier “ET – Reject Advice Code”

CODE EXPLANATION

AA Rejected. Document identifier code invalid. 

AB Rejected. Submitted to incorrect manager; routing identifier code of correct 

manager indicated in record positions 54-56, if known. (When known, incorrect 

manager is identified in MILSTRAP recorded positions 54-56 or appropriate DLMS 

segment.)

AC Rejected. Type of physical inventory code invalid or blank.

AD Rejected. Stock or part number unidentifiable.

AE Rejected. Quantity field invalid.

AF Rejected. Document number invalid.

AG Rejected. Ship-to address unidentifiable.

AH Rejected. Required signal code invalid or blank. 

 4 Codes in the A_ and B_ series not listed above are reserved for future use and are not to be used unless authorized 

and disseminated by the DoD MILSTRAP Administrator. Codes in the C through Z series are reserved for intraComponent use.
Enclosure 2, ADC 1226

Page 2

CODE EXPLANATION

AI Rejected. Procurement instrument identifier (PIID) (contract number) invalid or 

blank.

AJ Rejected. Required fund code invalid or blank. 

AK Rejected. Ownership/purpose code invalid or blank.

AL Rejected. Unauthorized owning DoDAAC or RIC (use for Air Force Government 

Furnished Property - Accountability (GFP-A) only).

AM Rejected. Supply condition code invalid or blank.

AN Rejected. Physical location of property not provided.

AO Rejected. Insufficient inventory in the accountable property system of record 

(APSR) due to potential mismatch.

AP Rejected. Required management code invalid or blank. 

AQ Rejected. Processing/count date invalid or blank. Location Reconciliation Request 

cutoff date invalid.

 AR Rejected. Unit of issue incorrect. 

AS Rejected. Support date invalid. Location Reconciliation Request and/or Transaction 

History Transmittal received past scheduled deadline.

AT Reserved for DoD assignment.

AU Rejected. Invalid Country Code. The code is not valid in the Geopolitical Entities, 

Names, and Codes (GENC) Standard. Originator must update the transaction with a 

valid country code and resend.

AV Rejected. Activity identified in location reconciliation request record positions 67-

69 (RIC (From)) not valid.

AW Rejected. Logistic Reassignment Transaction (DEE, DEF, DDX) received more 

than 1 year after the ETD. (The D4X will be rejected if no memorandum due-in is 

on record at the gaining item manager (GIM) to indicate it is a valid procurement 

receipt.) 

AX Rejected. Government Services Administration (GSA) is source of supply for 

requested SPR. GSA does not participate in MILSTRAP SPR procedures. If 

required, submit funded DoD MILSTRIP requisition citing applicable required 

delivery date.

AY Rejected. Location Reconciliation Request and/or Transaction History Transmittal 

does not equal the number of transactions recorded in the Location Reconciliation 

Notification and/or Location Reconciliation History Notification. 
Enclosure 2, ADC 1226

Page 3

CODE EXPLANATION

AZ Rejected. Number of Location Reconciliation Requests received from storage 

activity exceed reasonable variance from owner/manager.

BA Rejected. Serial Number or UII (when available) invalid or missing (use for Air 

Force Government Furnished Property - Accountability (GFP-A) only). 

BU Rejected. Failed validation with SFIS Fund Code to Fund Account Conversion 

Table.

(1) 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 cited in the transaction.

(2) Invalid/missing fund code. Resubmit with a valid fund code.

Note: Issues with content of the SFIS Fund Code to Fund Account Conversion 

Table are to be communicated to the Fund Code Monitor of the cognizant 

Component.

BV Rejected. DoDAAC in the transaction does not have the appropriate authority code 

for its intended use

BW Rejected. Suspense account is not authorized for Interfund use 

BX Rejected. Total dollar value detail of bills is not equal to total dollar value of the 

summary bill

BY Rejected. Count of detail bills is not equal to the count in the summary bill (MILS 

RP 5-7, DLMS 810L 3/CTT01/070)

BZ Rejected. DoDAAC is not valid in DAAS
Enclosure 3, ADC 1226

Page 1

Enclosure 3, Revisions to DLMS 824R IC

Changes are identified by bold italics and strike-through text.

Revise the DLMS 824R Reject Advice, as shown:

# Location Revisions to DLMS 824R Reject Advice Reason

1. DLMS 

Introductory 

Notes

Add authorized enhancement note to DLMS 

Introductory Note:

6.e. Data associated with a DLMS 

enhancement authorized for implementation 

by modernized systems under DLMS 

migration. This data (including expanded 

field sizes) should be adopted during, or

subsequent to, modernization when 

applicable to the Component’s business

process. Prior coordination is not required. 

Components should ensure that inclusion of 

this data in a DLMS transaction does not 

cause inappropriate rejection of the 

transaction.

Adds introductory 

DLMS note for 

authorized 

enhancement not 

requiring prior 

coordination with 

DLMSO.

2. DLMS 

Introductory 

Notes

Add ADC 1226 to DLMS Introductory Note: 

- ADC 1226, Revise DLMS 824R Reject 

Advice in support of intra-Air Force basis 

Government Furnished Property (GFP) 

Accountability

Identifies DLMS 

Changes included in 

the IC

3. 1/BGN08/020 Open BGN08 for use and add new Action 

Codes 80 and DR with associated DLMS 

Notes:

Action Code

80 Reconcile

DLMS Note:

1. Use to identify rejections generated by the 

recipient of a transaction for DAAS 

processing. This is a planned future 

enhancement; this functionality is not 

currently available. 

2. DLMS enhancement; see introductory 

DLMS note 6.a. on the IC cover page. Refer 

to ADC 1226.

Establishes a new 

DLMS enhancement 

for use with prior 

coordination. Allows 

DAAS to differentiate 

between two rejection 

scenarios described in 

DLM 4000.25, 

Volume 1, Chapter 4. 

Must use Action Code 

DR for Air Force GFP

accountability. 

For LOGDRMS:

BGN08 – DE 306 –

Action Code –

Optional – ID - 1/2
Enclosure 3, ADC 1226

Page 2

# Location Revisions to DLMS 824R Reject Advice Reason

DR Direct

DLMS Note:

1. Use for rejections generated by the 

recipient of a transaction for routing to the 

identified Message-To addressee without 

further DAAS processing. 

2. DLMS enhancement; see introductory 

DLMS Note 6.a.

3. Authorized for use for Air Force 

Government Furnished Property -

Accountability (GFP-A). Refer to ADC 1226.

4. 1/N1/030 Change segment level DLMS note:

DLMS Note:

1. Must use 2 iterations of the 1/N1/030 loop; 

one iteration to identify the activity 

transmitting the DLMS 824R Reject Advice 

transaction and a second iteration to identify 

the activity to whom the DLMS 824R Reject 

Advice transaction is being sent. 

2. Component systems generate 824R 

transactions under the existing authorized 

MILSTRAP DIC DZG functionality, and 

rejection of materiel release orders under 

PDC 1166, as well as rejection based on 

ADC 1226. The only other authorized RICFrom is SGA, the RIC-From of the 

Component system generating 824R per 

legacy DIC DZG functionality, or the 

RIC/DoDAAC-From representing the Air 

Force Program Manager in the accountable 

property system of record (APSR) for Air 

Force rejects for Air Force Government 

Furnished Property - Accountability (GFPA) pending future functionality to support 

additional Component system origination.

Authorizing the use of 

RIC/DoDAAC-From 

representing the AF 

owner in the APSR 

for intra-Air Force 

rejects.

Routing by DoDAAC 

may be required if no 

RIC is assigned to the 

AF Program Manager.

However, this 

functionality is 

deferred pending 

DAAS update.

DOD MILSTRAP 

Administrator update 

captures that 

Component systems 

reject transactions as 

the RIC From, using 

DLMS 824R 

consistent with legacy 

MILS DIC DZG, 

Transaction Reject,

functionality.

5. 2/REF01/020 Change DLMS Note 2 from existing Code

MF:

MF Manufacturer’s Part Number

DLMS Note:

1. Use to identify the manufacturer's part 

number for nonstandard materiel when used 

in the transaction being rejected.

Identifies intra-Air 

Force CICP 

requirement

Administrative update

to change DLMS 

enhancement note

from qualifier MF,

consistent with use of 
Enclosure 3, ADC 1226

Page 3

# Location Revisions to DLMS 824R Reject Advice Reason

2. DLMS enhancement; see introductory 

DLMS note 6a Authorized DLMS 

enhancement; see introductory DLMS Note 

6e.

part number with 

transactions that the 

824R rejects, such as 

527R Receipt.

6. 2/REF01/020 Add new Code 0E and associated DLMS 

Note:

0E Subject Property Reference Number

DLMS Note: Use to identify the assigned 

local stock number (LSN).

Added to support 

discrete identification 

of the LSN. The LSN 

can be discretely 

identified in multiple 

supply transaction, 

but this capability is 

not available in the 

824R. Inclusion of a 

new code for the LSN 

will better align the 

Reject Advice with 

other transactions, 

rather than defaulting 

to the generic Code 

ZZ.

7. 2/REF04-01/020 Change DLMS Note2 from existing Code

W7:

W7 Commercial and Government Entity 

(CAGE) Code

1. Use to identify the manufacturer's part 

number for nonstandard materiel when used 

in the transaction being rejected.

2. DLMS enhancement; see introductory 

DLMS note 6a Authorized DLMS 

enhancement; see introductory DLMS note 

6e.

Identifies intra-Air 

Force CICP 

requirement

Administrative update 

to change DLMS 

enhancement note 

from qualifier W7, 

consistent with use of 

CAGE code with 

transactions that the 

824R rejects, such as 

527R Receipt.
Enclosure 4, ADC 1226

Page 1

Enclosure 4, GFP-A Reject Transaction Flow Diagram
Enclosure 4, ADC 1226

Page 2

Enclosure 4, Narrative

1

Send transaction 

error notification

Air Force Government Furnished Property-Accountability (GFP-A) Accountable Property System of 

Record (APSR) receives a Defense Logistics Management Standards (DLMS) transaction that contains 

an error; these include 527R Receipt, 846D Logistics Reassignment and Decapitalization, 846P Physical 

Inventory Request, 846R Location Reconciliation Request, 846S Logistics Reassignment Storage 

Information Order/Reply, 867I Issue, 945A Warehouse Shipping Advice and 947I Inventory 

Adjustment. Sample errors include but are not limited to an asset with no master record. Air Force GFP

APSR sends DLMS 824R with Action Code DR Direct, including Manufacturer Part Number, Stock 

Number, or Commercial and Government Entity (CAGE) Code through DAAS to Air Force Contractor 

Inventory Control Point (CICP) Information Management System.

2

Route transaction 

error notification

DAAS receives DLMS 824R including PIID, Manufacturer Part Number, Local Stock Number, and 

CAGE Code, as applicable, and routes it to the Air Force CICP IMS.

3

Research transaction 

error

Air Force CICP IMS receives the DLMS 824R, researches the transaction error and sends corrected 

transaction or resends original transaction once master record has been established.