DLM 4000.25, Volume 1

DEFENSE LOGISTICS MANAGEMENT STANDARDS

VOLUME 1

CONCEPTS 

AND 

PROCEDURES

May 19, 2014

DEPUTY ASSISTANT SECRETARY OF DEFENSE

(LOGISTICS)
DLM 4000.25, Volume 1, January 22, 2024 

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TOC-1 TABLE OF CONTENTS

TABLE OF CONTENTS

VOLUME 1: CONCEPTS AND PROCEDURES

 Page

FOREWORD ......................................................................................................... F-1

TABLE OF CONTENTS...........................................................................................TOC-1 

CHAPTER 1 INTRODUCTION

C1.1. PURPOSE........................................................................................C1-1 

C1.2. SCOPE.............................................................................................C1-1 

C1.3. POLICY .........................................................................................C1-1 

C1.4. RESPONSIBILITIES........ ...............................................................C1-2 

C1.5. DISTRIBUTION OF THIS MANUAL.................................................C1-7 

C1.6. HOW TO USE THIS MANUAL .........................................................C1-7 

CHAPTER 2 BUSINESS CONCEPTS AND ENVIRONMENTS

C2.1. OVERVIEW......................................................................................C2-1 

C2.2. DLMS IMPLEMENATION PROCESS....... ......................................C2-1 

C2.3. DLMS DATA MANAGEMENT....... ..................................................C2-2 

C2.4. REQUIREMENTS FOR NEW OR REVISED DLMS 

 PROCEDURES...............................................................................C2-2 

C2.5. DATA REQUIREMENTS AND FORMATS.......................................C2-3 

C2.6. DLMS DEVIATIONS OR WAIVERS.................................................C2-5 

C2.7. COMMUNICATION REQUIREMENTS ............................................C2-6 

C2.8. DAAS OPERATIONS.......................................................................C2-6 

CHAPTER 3 CHANGE MANAGEMENT

C3.1. GENERAL INFORMATION ..............................................................C3-1 

C3.2. MAINTAINING DLMS IMPLEMENTATION CONVENTIONS...........C3-1 

C3.3. DLMS VERSION CONTROL.............. ...........................................C3-2 

C3.4. DLMS CHANGE PROCESS .......... ................................................C3-3 

CHAPTER 4 FUNCTIONAL APPLICATION ERRORS

C4.1. INTRODUCTION......................... ................................................. C4-1 

C4.2. DLMS 824R REJECT ADVICE................................................. C4-1 
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TOC-2 TABLE OF CONTENTS

CHAPTER 5 DLMS DATA MANAGEMENT

 C5.1. PURPOSE.................... ................................................................C5-1

 C5.2. GUIDING PRINCIPLES............................................................C5-1

 C5.3. GOVERNANCE........................................................................C5-1

C5.4 METADATA MANAGEMENT ...........................................................C5-2

C5.5 COMMUNITIES OF INTERESTS (COI)...........................................C5-4

CHAPTER 6 STANDARDS AND CONVENTIONS

 C6.1. PURPOSE ..........................................................................C6-1

 C6.2. DEFENSE LOGISTICS STANDARD SYSTEMS/MILITARY 

STANDARD SYSTEMS............................................ ...............C6-1

 C6.3. ASC X12 STANDARDS......................... ......................................C6-1

 C6.4. STRUCTURE OF EDI TRANSMISSION......................... .............C6-2

 C6.5. XML STANDARDS.......................................................................C6-10

CHAPTER 7 DEFENSE LOGISTICS MANAGEMENT STANDARDS USE OF 

ACCREDITED STANDARDS COMMITTEE X12

 C7.1. PURPOSE ..... .............................................................................C7-1

 C7.2. IMPLEMENTATION CONVENTION....................................... ..C7-1

 C7.3. DLMS IMPLEMENTATION CONVENTION................................C7-1

 C7.4. DLMS USE OF ASC X12 CODES....................................... .....C7-2

CHAPTER 8 MILITARY STANDARD SYSTEMS/DEFENSE LOGISTICS 

MANAGEMENT STANDARDS MAPPING

 C8.1. GENERAL......................... ...........................................................C8-1

 C8.2. APPLICABILITY AND SCOPE............................................ .....C8-1

C8.3 DATA TRANSFORMATION .............................................................C8-1

C8.4 MILS-DLMS EDI MAP CONSTRUCT...............................................C8-1

C8.5 USING THE MAPS...........................................................................C8-4

CHAPTER 9 LOGISTICS DATA RESOURCE MANAGEMENT SYSTEM

 C9.1. PURPOSE....................................................................................C9-1

 C9.2. LOGDRMS......................... ..........................................................C9-1

 C9.3. ACCESS......................... .............................................................C9-1

 C9.4. HOMEPAGE.................................................................................C9-1

APPENDICES

AP1 APPENDIX 1, REFERENCES.....................................................AP1-1

AP2 APPENDIX 2, TERMS AND DEFINITIONS .....................................AP2-1

AP3 APPENDIX 3, ACRONYMS AND ABBREVIATIONS .......................AP3-1

AP4 APPENDIX 4, DOD/ASC X12 CONVERSION GUIDE .....................AP4-1

AP5 APPENDIX 5, DLMS TO DLSS CROSS REFERENCE TABLES.....AP5-1

AP6 APPENDIX 6, DEFENSE LOGISTICS MANAGEMENT 

STANDARDS CODE LISTS/QUALIFIERS.......................................AP6-1
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AP7 APPENDIX 7, DEFENSE LOGISTICS MANAGEMENT 

STANDARDS TRANSACTION FORMATS......................................AP7-1

AP8 APPENDIX 8, TRANSACTION SET 997 IMPLEMENTATION 

CONVENTION - FUNCTIONAL ACKNOWLEDGEMENT................AP8-1

AP9 APPENDIX 9, DLMS CHANGE PROCESS FLOW CHART.............AP9-1

AP10 APPENDIX 10, DEFENSE LOGISTICS MANAGEMENT 

STANDARDS COMPLIANCE ..........................................................AP10-1
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C1-1 CHAPTER 1

C1. CHAPTER 1 

INTRODUCTION

C1.1. PURPOSE. This Defense Logistics Manual (DLM) prescribes logistics 

management responsibilities, procedures, rules, and electronic data communications 

standards for use in the Department of Defense, to conduct logistics operations. The 

Defense Logistics Management Standards or DLMS, identify processes governing 

logistics functional business management standards and practices rather than an 

automated information system. The DLMS provide an infrastructure for the participatory 

establishment and maintenance of procedural guidance to implement the Department's 

logistics policy by its user community.

C1.2. SCOPE. This manual applies to the Office of the Secretary of Defense, the 

Military Departments, the Joint Staff, the Combatant Commands, and Defense 

Agencies, hereafter referred to collectively as the DoD Components. The manual 

applies, by agreement, to external organizational entities conducting logistics business 

operations with DoD including (a) non-Government organizations, both commercial and 

nonprofit; (b) Federal agencies of the U.S. Government other than DoD; (c) foreign 

national governments; and (d) international government organizations.

C1.3. POLICY

C1.3.1. DLMS procedures, as prescribed herein, must be implemented uniformly 

at all levels in and between DoD Components and other participating external 

organizations. DoD Components must give priority to development and implementation 

of DLMS requirements before the development and implementation of intra-DoD 

Component requirements.

C1.3.2. DoD Instruction (DoDI) 4140.01, authorizes the publication of this DLM 

and stipulates that it carry the full weight and authority of a DoD manual. DoDM 

4140.01 Volume 8, establishes a configuration control process for the DLMS and 

prescribes use of the DLMS to implement approved DoD materiel management policy 

and the interfaces among the functional areas of supply, transportation, contract 

administration, pipeline measurement, physical inventory control, and finance.

C1.3.3. DoD Directive (DoDD) 8190.01E, “Defense Logistics Management 

Standards (DLMS),” January 9, 2015, assigns responsibilities to the Defense Enterprise 

Data Standards Office (DEDSO) for direction, management, coordination, and control of 

the process to replace DoD unique logistics data exchange standards with approved 

EDI standards and supporting implementation conventions (IC) for DoD logistics 

business transactional data exchange. Pending full implementation of enterprise-wide 

modernized data exchange standards, this manual may reflect legacy processes, 

formats, data, and mediation. 
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C1-2 CHAPTER 1

C1.4. RESPONSIBILITIES

C1.4.1. Under Secretary of Defense (Acquisition and Sustainment(A&S). Develop 

policy and provide guidance, oversight, and direct implementation and compliance with 

the DLMS, except that the Under Secretary of Defense (Comptroller)(USD(C)) is 

responsible for the MILSBILLS functional area addressed under Volume 4 of this 

manual. The Director of Defense Pricing and Contracting (DPC) is responsible for the 

Contract Administration functions of shipment notification, destination acceptance 

reporting, and contract completion status reporting areas addressed under Volume 7 of 

this manual. When carrying out their responsibility, the USD (A&S), DoD Comptroller, 

and Director DPC, as appropriate for their respective functional areas, will:

 C1.4.1.1. Direct or approve expansion of DLMS in assigned functional areas 

or application of DLMS in new functional areas.

 C1.4.1.2. Provide the DEDSO with policy guidance for development, 

expansion, improvement, and maintenance of the DLMS.

 C1.4.1.3. Resolve policy and procedural issues that cannot be resolved 

within the DLMS infrastructure.

 C1.4.1.4. Ensure appropriate coordination with other Office of the Secretary 

of Defense (OSD) staff elements when DLMS policy guidance or directional memoranda 

affect assigned functions of these offices.

 C1.4.1.5. Ensure appropriate coordination with other OSD staff elements 

when DLMS policy guidance or directional memoranda affect assigned functions of 

these offices.

C1.4.2. Director, Defense Logistics Agency

 C1.4.2.1. Establish and resource the DEDSO, which will report to the 

Director, Information Operations/Chief Information Officer (CIO) (J6), DLA HQ. 

 C1.4.2.2. Provide the necessary military and civilian personnel resources.

 C1.4.2.3. Provide the necessary administrative support and services, 

including office space, facilities, equipment, automatic data processing support, and 

travel expenses for Defense Enterprise Data Standards Office personnel.

C1.4.3. Director, Defense Enterprise Data Standards Office. Operating under the 

authority of DoDM 4140.01 and DoDI 4140.01, serve as the primary proponent to 

establish procedures, data standards, and transaction formats to promote

interoperability in the logistics community and associated functional areas. This 

includes the development, maintenance and documentation of corporate level policies 

and procedures for exchanging logistics data between DoD Components, between DoD 

Components and other Federal departments and agencies, and between DoD 

Components and private industry. Participate in cooperative efforts with other 
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C1-3 CHAPTER 1

government entities to develop data exchange standards. Maintain membership in 

external voluntary standards bodies and groups; (e.g., American National Standards 

Institute (ANSI) chartered Accredited Standards Committee (ASC) X12). Administer the 

DLMS for assigned functional areas and receive policy guidance from proponent offices 

of the ASD(S), DPC, and the DoD Comptroller, as appropriate. The Director, DEDSO

will:

C1.4.3.1. Establish a formal change management process for the DLMS.

C1.4.3.2. Establish Process Review Committees (PRC) composed of 

representatives from the DoD Components and participating external organizations for 

each of the DLMS functional areas of finance, pipeline measurement, supply 

discrepancy reporting and supply (to include but not limited to requisitioning and issuing 

procedures, physical inventory, and disposition services). Also, establish PRCs for DoD 

Activity Address Directory (DoDAAD) and Military Assistance Program Address 

Directory (MAPAD). Designate a chair for each PRC.

C1.4.3.3. Designate a program administrator to serve as the DoD focal point 

for the Physical Inventory Control Program. Chair the Joint Physical Inventory Working 

Group (JPIWG) to recommend guidance and develop program enhancements for 

physical inventory control of DoD supply system materiel. 

C1.4.3.4. Ensure uniform implementation of the DLMS by doing the following:

C1.4.3.4.1. Review implementation dates and plans of the DoD 

Components and participating external organizations, and make recommendations for 

improvement.

C1.4.3.4.2. Perform analysis and design functions to implement new or 

revised policy guidance and instructions, provided by OSD proponent offices, and to 

ensure the involvement of Defense Automatic Addressing System (DAAS) with 

telecommunications planning in an integrated system design.

C1.4.3.4.3. Develop and recommend, to the appropriate OSD 

proponent office(s), new or revised policy with supporting analysis which identifies and 

explains process improvements and indicates methods to accomplish identified 

changes.

C1.4.3.4.4. Serve as the Department’s Executive Agent for logistics 

data interchange on behalf of the DLA Director, as delineated in DoD Directive 

8190.01E.

C1.4.3.4.5. Develop, publish, and maintain the Defense Logistics 

Management Standards manual and related DLM publications consistent with the DLM 

requirements identified in DODI 4140.01 and DODM 4140.01.
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C1-4 CHAPTER 1

 C1.4.3.4.6. Develop or evaluate proposed DLMS changes (PDC) and 

coordinate them with the DoD Components and participating external organizations. 

Provide a copy of all PDCs to the applicable OSD proponent office.

 C1.4.3.4.7. Review, evaluate, and recommend improvements to 

curricula of DoD Components and participating external organizations’ training schools 

offering DLMS-related courses.

 C1.4.3.4.8. Assist DoD Components and participating external 

organizations in resolving problems, violations, and deviations that arise during 

operations and are reported to the PRC Chair. Refer unresolved matters to the 

applicable OSD proponent office with analysis and recommendations for resolution and 

corrective action.

 C1.4.3.4.9. Make available to Office of the Deputy Assistant Secretary 

of Defense (ODASD)(Logistics) and to DoD Components, a status review of all DLMS 

revision proposals that have not been approved for publication or, that if approved, have 

not been implemented. The status review is updated weekly and is available from the 

DEDSO Website on the Process Changes Page. 

 C1.4.3.4.10. Review and coordinate with the DoD Components and 

participating external organizations all requests for system deviations and exemptions 

and make applicable recommendations to the OSD proponent office based on factfinding status or analysis of accompanying justification.

C1.4.4. Heads of DoD Components and Participating External Organizations. 

Designate an office of primary responsibility for each DLMS functional area identified in 

section C1.3. Use an official memorandum1 on Service/Agency letterhead (or a digitally 

signed email) to identify primary and alternate PRC representatives for each functional 

area who will: 

 C1.4.4.1. Serve as members on, and fulfill the responsibilities of, the PRC or 

Working Group (WG) for that function, and 

 C1.4.4.2. Provide the DoD Component's or external organization's official 

position on DLMS matters and have the authority to make decisions regarding 

procedural aspects.

 C1.4.4.3. Ensure continuous liaison with the DLMS PRC Chair and with other 

DoD Components and participating external organizations.

 C1.4.4.4. Submit to the Director, DEDSO, or appropriate PRC Chair, as 

DLMS PDCs, all proposed changes affecting logistics business processes irrespective 

of the electronic business technology employed following the procedures in Chapter 3 of 

this volume. Perform the initial evaluation of PDCs that originate within the DoD 

1 A template for the Official Letter of Appointment is available on the DEDSO Website.
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C1-5 CHAPTER 1

Component or participating external organization and return such proposals with the 

evaluation results.

C1.4.4.5. Perform the initial evaluation of all beneficial suggestions to the 

DLMS originating within the DoD Component or participating external organization. For 

suggestions considered worthy of adoption, submit a PDC to the DLMS PRC Chair in 

accordance with Chapter 3 of this Volume for processing in the normal manner. The 

originator's PRC representative will determine any awards using normal DoD 

Component or participating external organization procedures.

C1.4.4.6. Formally tasked DoD Component and participating external 

organization must submit a single coordinated position/response2 on all PDCs to 

the PRC and WG Chair by the specified suspense date. When a PDC affects 

multiple DLMS functional areas, the designated representative for the PRC identified in 

the proposal will submit a single coordinated response. 

C1.4.4.7. Accomplish internal training to ensure timely and effective 

implementation and continued operation of the approved DLMS. Review, evaluate, and 

update, at least annually, curricula of internal training programs to ensure adequacy of 

training. Furnish a copy of initial and revised training curricula to the appropriate DLMS 

PRC Chair.

C1.4.4.8. Implement the approved DLMS and changes thereto. Provide the 

PRC Chair with status information concerning implementation of approved changes. 

Report Control Symbol (RCS) DD-A&S(AR)1419 applies for this requirement. Begin 

reporting the first period following publication of the approved DLMS change. Stop 

reporting after identifying the approved change when the change is fully implemented. 

Cite the DoD Component or participating external organization implementing 

publication(s) and change number(s), and identify the operating system or subsystem 

involved. Provide the DLMS PRC Chair a copy of the publication change. Send the 

reports to the DLMS PRC Chair.

C1.4.4.9. Ensure that operating activities supporting the DLMS comply with 

the requirements and procedures published in the DLMs.

C1.4.4.10. Continually review and revise internal procedures to correct 

misinterpretation and prevent duplication of records, reports, and administrative 

functions related to the DLMS.

C1.4.4.11. Develop supplemental procedures for internal use as needed as 

long as they do not conflict with the DLMS procedures. Review internal supplemental 

procedures and/or implementing procedures to ensure conformance with the approved 

DLMS.

2 A template for the Official PDC Response Memorandum is available on the DEDSO Website.
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C1-6 CHAPTER 1

 C1.4.4.12. Provide, to the appropriate PRC Chair, copies of supplemental 

and internal procedures, and changes thereto, related to operation of the DLMS.

 C1.4.4.13. Report to the PRC Chair, problems, violations, and deviations that 

arise during system operations.

 C1.4.5. Process Review Committees. PRCs are joint forums for each of the 

DLMS functional areas responsible for development, expansion, improvement, 

maintenance and administration of the DLMS. PRCs include finance, pipeline 

measurement, supply discrepancy report and supply (to include requisitioning and 

issuing procedures, physical inventory accountability, and disposition services). PRCs 

are also established for DoDAAD, and MAPAD. The PRC representatives are listed on 

the DEDSO Website, “Committees” page. The DLMS PRCs will:

 C1.4.5.1. Be administered/controlled by the applicable DLMS PRC Chair.

 C1.4.5.2. Consist of representatives from the DoD Components and 

participating external organizations.

 C1.4.5.3. Meet at the request of the PRC Chair. The PRC Chair will, when 

possible, announce the meeting and identify the agenda items 30 calendar days in 

advance. The PRC Chair will issue fully documented minutes of these proceedings to 

each participating DoD Component or external organization, and the applicable OSD 

principal staff assistant (PSA), within 30 calendar days after the meeting.

 C1.4.5.4. Review and resolve comments on PDCs, deviations, and waivers, 

or other problems and violations, and provide recommendations for implementation or 

disapproval. Refer any action that the PRC cannot resolve to the appropriate OSD 

PSA.

 C1.4.5.5. Ensure uniform and effective implementation of DLMS 

requirements by:

 C1.4.5.5.1. Conducting periodic evaluations to determine effectiveness 

of DoD/DLMS policies, procedures, and processes.

 C1.4.5.5.2. Conducting reviews of selected DLMS operational areas to 

determine conformance with, and evaluate the effectiveness of, DLMS requirements 

and to interpret or provide clarification of DLMS procedures.

 C1.4.5.5.3. Reporting findings and recommendations of evaluations and 

reviews, with comments of the DoD Components and participating external 

organizations, to the applicable OSD PSA.

C1.4.6. DAAS. DAAS serves as the logistics central hub through which all DLMS 

transactions pass for selective data edits, business rule application, translation, routing, 

archiving, and data warehousing. The services provided allow the DoD Component 

supply systems to speak the same language, by receiving data (sometimes non-
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C1-7 CHAPTER 1

standard), editing and validating the transactions; and forwarding the transactions, in 

the correct format, to the proper destination. DAAS developed and maintains the 

Defense Automatic Addressing System (DAAS) to provide these services. The DAAS 

manual is available on the DEDSO Website. To ensure that these services are 

effective, DoD Components must route all DLMS transactions to DAAS. Key 

responsibilities for DAAS are to: 

 C1.4.6.1. develop DLMS mapping and conversion processes,

 C1.4.6.2. implement Approved DLMS Changes (ADC) and ensure that all 

modifications are incorporated into the, edits, translation rules, and records,

 C1.4.6.3. implement DLMS logistics data transmission requirements and 

execute system modification tasks supporting the DLMS documented in ADCs,

 C1.4.6.4. provide telecommunications support, archiving and storage, 

translation services, conversion processes, and other services to support DoD 

Component implementation of the DLMS,

 C1.4.6.5. capture required data and produce the end-to-end pipeline metrics 

specified by the Pipeline Measurement PRC, and 

 C1.4.6.6. develop, host and maintain enterprise applications and databases 

such as the DoDAAD, MAPAD, Web Supply Discrepancy Reporting, and host and 

maintains numerous essential database tables such as the Fund Code Table.

C1.5. DISTRIBUTION OF THIS MANUAL

C1.5.1. Defense Logistics Management Standards Manual. This manual is 

published electronically. No hard-copy document is available. The Defense Logistics 

Manuals are available from the DEDSO Website under the header "DLMS

Publications." Any further distribution will be accomplished within each DoD 

Component or external organization based upon approved distribution data generated 

through their internal publication channels.

C1.5.2. Changes. DLMS changes are published electronically and are available 

on the DEDSO Website under the header "DLMS Process Changes."

C1.6. HOW TO USE THIS MANUAL

C1.6.1. Structure of the Manual

 C1.6.1.1. Manual Layout. The Defense Logistics Management Standards

manual comprises seven volumes: Volume 1, Concepts and Procedures; Volume 2, 

Supply Standards and Procedures; Volume 3, Transportation; Volume 4, Finance; 

Volume 5, Reserved; Volume 6, Logistics Systems Interoperability Support Services, 

and Volume 7, Contract Administration.
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C1-8 CHAPTER 1

 C1.6.1.2. DLMS Volumes 

 C1.6.1.2.1. DLMS Content. Each volume of the Defense Logistics 

Management Standards manual contains its own Foreword, Change History Page, and 

Table of Contents showing procedural chapters with listings of figures, and tables and 

appendices. Each volume of the Defense Logistics Management Standards manual

may also contain appendices for related data that apply to multiple chapters in the 

volume; however, use of any of the functional area volumes requires simultaneous 

access to the Defense Logistics Management Standards, Volume 1 reference material 

items (e.g., terms, acronyms, and the DLMS change process).

 C1.6.1.2.2. DLMS Implementation Conventions. Appendix 7 introduces 

the DLMS ICs that explain the use of the DLMS. The DLMS ICs are available on the 

DEDSO Website DLMS IC page. For each DLMS IC, a hyperlink is provided to 

machine readable formats (X12 and XML) DLMS Change History and corresponding 

DLSS legacy transaction format.

 C1.6.1.3. DLMS Reference Material in Volume 1. Volume 1 contains 

appendices with reference items applicable to the entire manual. Reference items are:

Appendix 1 References 

Appendix 2 Terms and Definitions 

Appendix 3 Acronyms and Abbreviations 

Appendix 4 DoD/ASC X12 Conversion Guides 

Appendix 5 DLMS to DLSS 

Appendix 6 DLMS Code List Qualifiers

Appendix 7 DLMS Transaction Formats

Appendix 8 Transaction Set 997 Implementation Convention, Functional 

Acknowledgement

Appendix 9 DLMS Change Process Flow Chart

Appendix 10 DLMS Compliance
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C2-1 CHAPTER 2

C2. CHAPTER 2 

BUSINESS CONCEPTS AND ENVIRONMENTS

C2.1. OVERVIEW

C2.1.1. Defense Logistics Management Standards. The Defense Logistics 

Management Standards (DLMS) provide procedures and data formats to link the 

various component organizational elements of the Defense Logistics community 

including: inventory control points (ICPs), distribution depots, maintenance depots, 

transportation nodes, and end users in posts, camps, stations, ships, and deployed 

units. The DLMS address the different functional processes of logistics and provides 

standards to exchange data across the Military Services, Defense Agencies, other 

Federal Agencies, foreign national governments, international government 

organizations, and nongovernment participants. As other electronic business (EB) 

methods emerge, DLMS will incorporate these new capabilities into the DoD logistics 

business processes, as appropriate.

C2.1.2. Purpose. This chapter provides an overview of some of the technologies 

and procedures that all participants must implement to employ the DLMS across the 

range of participating organizations. This chapter also provides a road map to other 

parts of the manual that may provide more details about specific topics.

C2.2. DLMS IMPLEMENTATION PROCESS. The Defense Enterprise Data Standards 

Office (DEDSO) coordinates DLMS related requirements with the DoD Component focal 

points and interfaces with DAAS to ensure these requirements are fulfilled. These 

requirements are transformed into new or revised DLMS procedures, transactions and 

data standards. 

C2.2.1. Transactions. The DLMS provide descriptive procedures, transactions, 

and data formats for computer-to-computer communications. The transactions initiate a 

logistics action (e.g., requisition an item, authorize a funds transfer, ship an item). The 

transactions are structured and formatted to be transmitted by computer systems 

without human intervention.

C2.2.2. Transaction Flow. DAAS acts as a central hub for all DLMS transactions. 

Transactions flow from the originator's computer to the Defense Automatic Addressing 

System (DAAS) operated by DAAS. DAAS will edit the transactions for correct format, 

retain an image in an interactive data base for user access, and route the transactions 

to the correct recipient(s). The receiving computer(s) will process the transactions and 

initiate the appropriate logistics action. This action will frequently result in generation of 

additional DLMS transactions to other systems and/or responses back to the originator 

via DAAS. Refer to Defense Logistics Manual (DLM) 4000.25-4, Defense Automatic 

Addressing System (DAAS) manual for procedures and operations of DAAS. 
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C2-2 CHAPTER 2

C2.3. DLMS DATA MANAGEMENT

C2.3.1. Data management for DLMS provides data standards, syntax, and 

procedures necessary to ensure the data at the heart of DLMS transactions is well 

understood and interoperable. It prevents overlapping or incompatible uses of data and 

enables trading partners to communicate data or carry forward important data through 

related processes. The foundation of DLMS data management is based on the guiding 

principles established in DoD Directive (DoDD) 8190.01E, “Defense Logistics 

Management Standards (DLMS),” January 9, 2015, and DoDD 8320.02, “Data Sharing 

in a Net-Centric Department of Defense.” April 23, 2007. DLMS Data Management is 

further described in Chapter 5 of this volume.

C2.3.2. Continued Support For Legacy Data. DAAS will continue to execute the 

DLSS error notification processes until DoD has totally implemented the DLMS.

C2.4. REQUIREMENTS FOR NEW OR REVISED DLMS PROCEDURES

C2.4.1. Use of DLMS Procedures. DoD Components must use standards and 

procedures prescribed by the DLMS when undertaking development of new or revising 

existing logistics systems. If a DoD Component or other participating external 

organization requires changes to, or expansion of, the existing DLMS to accommodate 

technological innovations planned for new system designs, they must submit PDCs with 

full justification and explanation of the intended use following the instructions in Chapter 

3 in this volume.

 C2.4.1.1. DLMS Enhancements. The DLMS procedures and the supporting 

DLMS Implementation Conventions (IC) identify DLMS enhancements that may not 

have been implemented by all DLMS trading partners or within legacy systems. 

Therefore, data associated with an enhancement transmitted within a DLMS transaction 

may not be received or understood by the recipient’s automated processing system. 

Additionally, DLMS procedures may not have been developed to support the data 

exchange. Components wishing to implement DLMS enhancements must coordinate 

with DEDSO and trading partners prior to use. DoD Components must submit a PDC 

reflecting required business rules/procedures prior to implementation of DLMS 

enhancements already documented in DLMS ICs. 

 C2.4.1.2. Future Streamlined Data. The DLMS procedures and the 

supporting DLMS ICs identify data that may be targeted for elimination under a full 

DLMS environment. This data is often referred to as “future streamlined data”. This 

data is retained within DLMS during a transition period when many trading partners 

employ legacy systems or cannot move to full DLMS capability. DoD Components 

wishing to streamline data must coordinate with DEDSO prior to doing so. Components 

need to submit a PDC reflecting any revised business rules associated with such 

termination.

 C2.4.1.3. DLMS Data Element Field Size. The DLMS ICs identify ANSI X12 

field sizes and some field size constraints existing under DLSS legacy transactions. 
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C2-3 CHAPTER 2

Many DLMS trading partners operating within a legacy system will not be able to 

support the DLMS expanded field size. Components desiring to implement an 

expanded field size under DLMS must be aware that the conversion process to the 

DLSS legacy transactions cannot accommodate the larger fields. Components must 

coordinate with DEDSO prior to use and may submit a PDC to adjust a field size to a 

recommended length.

C2.4.2. Submission of New Data Elements. Data elements employed in DoDwide, inter-DoD Component, and participating external organization logistics systems’ 

authoritative issuances that have not been standardized under DoDD 8320.02, “Data 

Sharing in a Net-Centric Department of Defense,” April 3, 2007, will be submitted as 

proposed DoD logistics standards following procedures developed under the authority 

of ASD(S). DoD logistics standard data elements must be used in design and 

upgrading of:

 C2.4.2.1. DoD-wide and inter-DoD Component automated logistics systems 

and authoritative issuances, and

 C2.4.2.2. DoD Component systems and issuances.

C2.5. DATA REQUIREMENTS AND FORMATS

C2.5.1. General Information. The DLMS use ANSI ASC X12 transactions for EDI 

and X12 based extensible markup language (XML). EDI is widely used in the private 

sector to conduct business operations, and also between industry and the Government 

in acquisition, transportation, finance, and other functional areas. The DLMS extend 

this electronic connectivity to internal DoD logistics operations. The DLMS may also 

expand to include other emerging EB methods as they are standardized and approved 

for use by the DoD. The standards and conventions are described in Chapter 6 of this 

manual.

C2.5.2. DoD/ANSI ASC X12 Conversion Guides. DoD systems that store internal 

data in DoD format and exchange data in X12-based DLMS format must incorporate 

three conversion guides to convert DoD data values established in legacy systems to 

the corresponding ASC X12 code values. DoD applications must convert outbound 

transactions from DoD code values to ASC X12 code values based on the DoD/ASC 

X12 Conversion Guide definitions. DoD applications must convert inbound transactions 

from ASC X12 code values to DoD code values based on DoD/ASC X12 Conversion 

Guide definitions (Appendix 4).

The three conversion guides available from a link on the DEDSO Website and Appendix 

4 are:

 C2.5.2.1. Transportation Method/Type Code Conversion Guide.

 C2.5.2.2. Type of Pack Conversion Guide.
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 C2.5.2.3. Unit of Material Measure (Unit of Issue/Purchase Unit) Conversion 

Guide.

C2.5.3. Legacy Format to DLMS Cross Reference Tables. A Defense Logistics 

Standard System (DLSS) legacy 80 record position format to DLMS transactions cross 

reference table provides the following information:

 C2.5.3.1. Cross Reference to Legacy Formats. Cross Reference of each 

legacy format Document Identifier Code (DIC) (e.g., A01) to DLMS IC number (e.g., 

511R) for legacy format processes in DIC sequence and DLMS IC sequence. Refer to 

Appendix 5. 

 C2.5.3.2. Correlation Tables. MILSTRAP correlation tables in legacy DIC 

sequence provide general functional equivalency between each MILSTRAP legacy DIC 

and DLMS IC. Details for the correlation tables are provided in Appendix 5, DLMS to 

DLSS Cross Reference Tables. The MILSTRAP correlation tables can be viewed at the 

DEDSO Website. 

 C2.5.3.3. Cross Reference Tables. Cross reference tables for each legacy 

80 record position DLSS DIC are available in DIC and DLMS sequence at the DEDSO

Website. 

C2.5.4. DLMS Code Lists/Qualifiers. DLMS Code Lists/Qualifiers used to identify 

DoD functional data elements in the DLMS ICs are described in Appendix 6. They are 

accessible from a link in Appendix 6, DLMS Code List Qualifiers, or in LOGDRMS from 

the DEDSO Website.

C2.5.5. Editing

 C2.5.5.1. General. Data contained in DLMS transactions must be complete 

and accurate for the receiving computer systems to process. The following paragraphs 

define principles for maintaining accurate data within the DLMS for all participants.

 C2.5.5.2. Edit at Origin. DLMS procedures require recipients to edit and, if 

necessary, reject transactions back to the sender. Originating activities should 

maximize editing and validation on their own transactions prior to transmission; this can 

minimize the expense and delay involved in processing erroneous transactions. 

Outbound transactions must meet all DLMS IC requirements. Components may apply 

more stringent or specific edit requirements on outbound transactions to meet their 

business requirements 

 C2.5.5.3. Use Data Only as Defined. Data elements will carry ONLY the 

data specifically defined in the DLMS ICs. Capabilities exist within the DLMS to support 

DoD Component unique data. However, DoD Components must submit proposed 

DLMS changes following Volume 1, Chapter 3 requirements to address any planned 

usage of Component-unique data.
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C2.5.6. Error Processing

 C2.5.6.1. Transaction Set (TS) 997, Functional Acknowledgement. DLMS 

use TS 997 when the translator encounters an error that violates ANSI ASC X12 syntax 

rules. TS 997 may also be used to acknowledge receipt of a transaction set without 

error when agreed to between the DoD and a commercial trading partner. Use of TS 

997 is discussed in more detail in Appendix 8 of this manual and in DLM 4000.25-4, 

DAAS manual.

 C2.5.6.2. DLMS Implementation Convention 824R, Reject Advice. DLMS 

824R is used by the transaction recipient to reject a DLMS transaction that could not be 

processed due to erroneous or missing data based on requirements identified in the 

DLMS IC for a particular transaction. DLMS 824R is generated as an exception by 

DAAS and DoD Component application programs to convey information to the sender’s 

application process. Originating sites will possess technical and procedural means to 

receive the application advice, correct errors, and retransmit appropriate data. Use of 

DLMS 824R is discussed in Volume 1, Chapter 4, Functional Application Errors and 

Volume 2 Supply Standards and Procedures. 

C2.5.7. Change Control. DAAS is the designated activity to perform change 

management for the translator used to convert legacy DLSS to DLMS or DLMS to 

legacy DLSS. DAAS will upgrade the translator as logistics data requirements change 

and the DLMS are updated to reflect the changes. Volume 1 Chapter 3 discusses the 

guidelines for maintaining the DLMS and defines the procedures for processing and 

recording proposed DLMS changes.

C2.5.8. Enveloping. The DLMS support the bundling of multiple groups of data, 

referred to as enveloping. Specifically, multiple transactions can be bundled into a 

single DLMS interchange. Multiple transaction sets of a similar type can be placed into 

a single functional group, and multiple functional groups can be placed into a single 

interchange group. The DLMS use of envelopes is consistent with ANSI ASC X12.6 

standards. Refer to Defense Logistics Manual (DLM) 4000.25-4, DAAS manual 

(Communications) for details of DLMS envelope usage.

C2.6. DLMS DEVIATIONS OR WAIVERS

C2.6.1. Submission. DoD Components and participating external organizations 

will not request DLMS deviations or waivers solely to accommodate existing internal 

systems and procedures or organizational environments. When requesting deviations 

or waivers, DoD Components and participating external organizations must submit them 

following the guidelines in Chapter 3 in this volume.

C2.6.2. Review. The PRC Chairs will consider requests for DLMS deviations or 

waivers when the requestor demonstrates that the system cannot provide a workable 

method or procedure, or cannot accommodate interim requirements. The Director, 

DEDSO, will forward unresolved matters to the applicable OSD proponent office for 

resolution. 
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C2.7. COMMUNICATION REQUIREMENTS

C2.7.1. Telecommunication Networks. The method for conveying DLMS 

transactions from one activity to another will be by DoD and Federal electronic 

telecommunications networks. DoD Components will route all DLMS transactions to 

DAAS. The Defense Information Systems Network (DISN) is the main network pathway 

for transmission of transactions to and from the DAAS. Refer to the DAAS procedures 

in DLM 4000.25-4 for DLMS-specific capabilities and requirements for transmitting data 

within the DISN. 

C2.7.2. Common Communications Approach. All participating activities must use 

a common communications approach. DAAS procedures (DLM 4000.25-4) define 

specific communication requirements. The following paragraphs highlight some of the 

key communications requirements:

 C2.7.2.1. Data transmission will be via the DISN or other approved 

alternatives.

 C2.7.2.2. Compression algorithms as defined by DAAS will be used.

 C2.7.2.3. Transaction set syntax and content will be in accordance with ANSI 

ASC X12.6 standards and the DLMS implementation conventions defined in this 

manual.

 C2.7.2.4. Transactions through DAAS are encrypted. 

 C2.7.2.5. Component activities will maintain readily accessible copies of all 

transmissions for at least one week, and will be able to retransmit them at the request of 

the receiving party. DAAS will retain a copy of all receipts and transmissions in 

accordance with DoDI 5015.02, DoD Records Management Program. DAAS

procedures define the retention period for each type of transaction set.

 C2.7.2.6. DLMS transactions are variable length and in many cases have no 

practical maximum size. However, for transmission purposes, an overall maximum size 

will be imposed for transaction sets and transmission envelopes (see Chapter 4).1

C2.7.3. Technical Solutions. DoD Component activities will have the discretion to 

determine the technical means to create the data exchange formats defined above, for 

example, using a commercial translator or develop their own software.

C2.8. DAAS OPERATIONS

C2.8.1. Functions. DAAS is central to all DLMS operations.2 It performs 

numerous corporate functions for DLMS operations including:

1 Temporary restrictions at the data element level may be imposed on translation requirements to the 

previous fixed-length formats.

2 Complete procedures for DAAS are contained in the DLM 4000.25-4, DAAS manual. 
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C2-7 CHAPTER 2

 C2.8.1.1. Performing basic edits and returning any transactions with errors 

back to the originator.

 C2.8.1.2. Archiving all received and transmitted messages, to ensure 

retransmission capability in the event the original message was lost due to computer or 

telecommunications failure.

 C2.8.1.3. Generating images, as required.

 C2.8.1.4. Holding or forwarding transactions per DoD Component profile for 

the recipient.

 C2.8.1.5. Executing "suppress" or other national command directives.

 C2.8.1.6. Loading transaction data into the Logistics On-Line Tracking 

System (LOTS).

 C2.8.1.7. Coordinating and providing DoD management information on 

supply system performance evaluation.

 C2.8.1.8. Performing additional functions for requisitioning, including 

rerouting requisitions to the correct source of supply (SOS).

 C2.8.1.9. Rerouting other documents using DoD Component rules and 

records as appropriate.

 C2.8.1.10. Evaluating the "To" address capability for receiving transactions in 

DLMS versus DLSS format.

 C2.8.1.11. Converting transactions from legacy format DLSS to DLMS and 

from DLMS to DLSS, as required.

C2.8.2. DLMS Global Services Provider. DAAS maintains activity profiles 

recording EDI capability, compression techniques, encryption techniques, 

communications media, and other address data of the DoD Components.

 C2.8.2.1. Capabilities. In its role as the DLMS Global Services Provider and 

as a DoD distribution point for EDI communications with industry, DAAS maintains an 

extensive capability to translate between EDI formats and other file structures. As 

required, DAAS will provide translation between DLMS and Component user defined 

formats; between multiple versions of the ANSI ASC X12 standards; and between other 

EDI formats, such as XML. In addition, DAAS will support translation between DLSS 

legacy formats and DLMS formats referred to as “conversion”.

 C2.8.2.2. Transition Conversion Requirements. During a transition period of 

indeterminate length, the DoD will operate in a mixed legacy 80 record position/DLMS 

environment. DAAS will provide conversion processing between the standard legacy 

formats and DLMS to support this transition. Legacy format to DLMS conversion tables 
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have been developed that facilitate the conversion of data from legacy format to DLMS, 

and vice-versa. The conversion tables enable logistics business to be conducted in 

both environments. To accomplish the conversion, DAAS uses a commercial “any to 

any” mapping software package that supports a robust conversion. The Components 

are able to use their current format, either legacy format or DLMS, to initiate a 

transaction. DAAS incorporates and maintains a profile of each organization and 

specifies whether the organization is operating in legacy format, DLMS, or both. The 

legacy format data elements are retained in DLMS to support the conversion. However, 

DLMS enhanced data may not be supported in legacy or transitioning systems, so 

coordination with DEDSO is required prior to implementation of DLMS enhancements.
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C3. CHAPTER 3 

CHANGE MANAGEMENT

C3.1. GENERAL INFORMATION

C3.1.1. Guidelines Description. This chapter describes the guidelines for 

maintaining the Defense Logistics Management Standards (DLMS), DLMS 

Implementation Conventions (IC), and procedures. The change management process 

ensures the proper documentation of all proposed or approved changes to the DLMS. 

These guidelines also apply to the legacy 80 record position based systems changes 

(hereafter referred to as “legacy systems or formats”) and changes employing Electronic 

Business (EB) methods other than Electronic Data Interchange (EDI) that are chosen by 

DoD Components for use within their logistics business processes and systems. The 

DLMS will support emerging EB technologies such as: data sharing, automatic 

identification technology, electronic malls, web-based technology, electronic funds 

transfer, etc.

C3.1.2. Structured Collaboration Model. The DLMS change management process 

uses a structured collaboration model as a managed transformation process. On the 

input side, the Proposed DLMS Change (PDC) process factors in relevant DoD level 

policy guidance, DoD Component business requirements, relevant subject matter 

experts and Services Defense Automatic Addressing System (DAAS) subject matter 

and technical expertise. The output side of the structured collaboration model, the 

Approved DLMS Change (ADC) provides new or revised business rules, business 

objects, metadata, and functional requirements to guide Component implementation of 

the ADC.

C3.2. MAINTAINING DLMS IMPLEMENTATION CONVENTIONS. The Defense 

Enterprise Data Standards Office (DEDSO) coordinates the implementation of the 

DLMS and maintains control of related standards, DLMS ICs, procedures, and common 

support packages (e.g., versions of the American National Standards Institute, 

Accredited Standards Committee (ANSI ASC) X12 standards, extensible markup 

language (XML) based standards), participates in the standards-setting process, and 

ensures compliance with approved EDI standards. A DLMS IC is a composite guideline 

that documents a specific business interpretation of an ASC X12 transaction set 

standard. The DLMS IC defines the structure, content, and DLMS business rules for a 

specific business interpretation; it maps application data requirements into specific data 

fields within the X12 transaction set and establishes parameters for its business usage.

C3.2.1. Change Management

 C3.2.1.1. Scope. DLMS change management is the approval/disapproval 

and prioritization of changes to DLMS, achieved through DoD Component coordination 

and consensus, thereby promoting an integrated approach to standardization and 

modernization of DoD logistics business processes. Control of changes includes 
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C3-2 CHAPTER 3

documentation, justification, systematic evaluation, coordination, release, 

implementation, and publication.

 C3.2.1.2. Purpose. The change management process ensures that those 

involved in the change process define and evaluate the full impact of a change based 

on at least the following considerations before making a decision to approve and 

implement the change:

 C3.2.1.2.1. Functional requirements

 C3.2.1.2.2. Change justification

 C3.2.1.2.3. Quality assurance

 C3.2.1.2.4. Operational readiness

 C3.2.1.2.5. Systems interfaces

 C3.2.1.2.6. Technical reviews

 C3.2.1.2.7. Estimated impact on total life-cycle costs.

C3.2.2. Reporting Requirements

 C3.2.2.1. Status Reports. DoDM 4140.01, “DoD Supply Chain Materiel 

Management Procedures: Volume 1, Operational Requirements”, December 13, 2018 

directs DoD Components to provide the DLMS PRC Chair with the implementation 

status of approved changes. Report Control Symbol (RCS) DD-A&S(AR)1419 applies 

for this requirement. Begin reporting the first period following publication of the 

approved DLMS change. Stop reporting after identifying the approved change when the 

change is fully implemented. Cite the DoD Component or participating external 

organization implementing publication(s) and change number(s), and identify the 

operating system or subsystem involved. Provide a copy of the publication change to 

the DLMS PRC Chair. Send reports to the DLMS PRC Chair.

 C3.2.2.2. Status Reviews. DEDSO will maintain status of DLMS changes. 

The report will show the title and change number, associated dates, and current status 

for each DoD Component. The status review is updated continuously and is available 

from the DEDSO Process Changes web page.

C3.3. DLMS VERSION CONTROL

C3.3.1. Version Numbering. The official ANSI ASC X12 version of a standard 

transaction set (e.g., 511) is a key ingredient in the successful application of DLMS ICs. 

The version number is transmitted as a code in the functional group header within an 

interchange envelope. The version is transmitted as a three-position code. Each major 

ANSI ASC X12 standards revision involving the public review process that leads to a 

publication of a set of American National Standards causes the version number to 
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increase by one. The predominate DLMS version is 004. The next three positions 

designate the release level within each version, (e.g., 010). The release number of 

each version is identified in the second position of the release level. The initial ASC 

X12 release is release one (010). The predominant DLMS releases are 010 and 030. 

Both version and release numbers are commonly referred to as a version/release, e.g., 

ANSI ASC X12 version/release 004010 (“4010”).

C3.3.2. Multiple DLMS Versions. DLMS may support multiple ICs based on 

different versions/releases of the X12 standard dependent upon trading partner 

requirements. In addition, DLMS may support multiple standards of DLMS ICs within 

each ANSI ASC X12 version/release. Currently some transactions such as the DLMS 

947I support multiple standards; the newer (004030) version/release is used for new 

implementations, while enabling existing implementations to remain at an older 

version/release (004010), until they can be modified to the newer version/release. Older 

version/release DLMS ICs may not have all the functionality of the newer one, so 

Component AIS should plan to modernize to the newer version release (4030). Once 

all Component AIS have modernized to the newer version release, DEDSO will cancel 

the old DLMS IC via a formally staffed DLMS change.

C3.4. DLMS CHANGE PROCESS

C3.4.1. New and Revised Requirements. A new requirement, design 

modification, system deficiency, change in DoD logistics policy, information exchange, 

or an operational emergency can all trigger a PDC. Examples of significant changes 

include those that create substantial life cycle cost savings, correct deficiencies, or 

make significant effectiveness change(s) in operational or logistics support 

requirements. Proposal submission requires inclusion of detailed procedures, and the 

text of revisions for the Defense Logistics Manual (DLM) 4000.25 series of manuals. 

Other changes include, but are not limited to: revisions to formats, codes, procedures; 

or changes requiring interface with other systems, retail level systems, or Federal 

Agencies. For all DLMS changes, two key elements are defining the problem, process 

gap or process improvement desired, and socializing the proposed change within the 

Component subject matter experts and putting forward a recommendation from a set of 

alternative solutions.1 To aid in ensuring the successful and timely processing of a 

PDC, the submitter should accomplish the following actions prior to its formal 

submission:

 C3.4.1.1. Issue Identification. Determine the problem, process gap, or 

process improvement that is desired. The clear and complete articulation of the 

problem, process gap, or process improvement (including available problem examples 

and/or illustrative data) aids in the understanding by all parties involved. It also aids in 

the formulation of solution alternatives, preliminary internal Component socialization, 

and will be essential in the preparation of the draft PDC.

1 DLMS Training slides Module 6:
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 C3.4.1.2. Socialization within the Component. Coordinate with subject 

matter experts of the issue and postulate alternative solutions. A thorough preliminary 

vetting of the problem statement and alternatives by the Component subject matter 

experts provides an internal validation of the problem statement, ensures that all viable 

alternatives have been developed and that there are no unforeseen/undocumented 

detrimental impacts to other processes and process owners.

 C3.4.1.3. Initial heads-up: contact with Component PRC representative and 

DLMS PRC chairperson. Early contact with the Component PRC representative and 

PRC Chair allows for a determination if similar solutions have been submitted and 

rejected and why, other applicable solutions from other Components that have either 

been adopted or are proposed, being worked, and are applicable to the stated problem 

resolution.

 C3.4.1.4. Strict adherence to DLM 4000.25 PDC instructions. The 

adherence to the instructions for drafting PDCs is the first item of review by the 

applicable DLMS PRC Chair. Following the instructions aids the overall process by 

eliminating rejects back to the submitter for administrative errors, lack of clarity, 

omissions, and incompleteness.

 C3.4.1.5. Provide advance unofficial draft copy to DLMS PRC chairperson. 

Providing an advance copy allows the PRC Chair to do a quick review and provide 

feedback to the submitter on any administrative errors, lack of clarity, omissions, and 

incompleteness that should be corrected prior to the submitters staffing the draft 

proposal inside their Component.

 C3.4.1.6. Internal Component staffing, review, finalization. Prior to draft PDC 

submission to the DLMS PRC Chair, the final draft proposal should be fully vetted within 

the Component. 

 C3.4.1.7. Submit PDC to Component PRC Representative. While anyone 

can initiate a PDC, DEDSO only accepts draft PDC submissions from the designated 

Component representative to the PRC. Once submitted to DEDSO by the Component 

PRC representative, the draft proposal is treated as that Component’s official position 

and all internal Component staffing and vetting is presumed to have occurred.

C3.4.2. Information Exchanges. PDCs will also be used to effect new or revised 

information exchanges. Information exchange is defined as the process of transferring 

data between two or more applications. The DLMS ICs prescribe the transfer of data 

among applications when transactional business events are communicated. Strict 

adherence to the notes contained in the DLMS ICs is critical to the successful 

communication among applications. The three major categories of notes contained in 

the DLMS ICs are: 

 C3.4.2.1. ANSI ASC X12 Standard Syntax and Semantic Notes. These 

notes must be universally adhered to by all users of the X12 transaction set.
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 C3.4.2.2 DLMS Notes. These notes identify the business rules and usage 

constraints to which all DLMS implementing trading partner users of the DLMS IC must 

adhere, in addition to the ANSI ASC X12 Standard Syntax and Semantic Notes.

C3.4.3. Submission. The applicable DoD Component PRC member must submit

PDCs to DEDSO. DEDSO may also accept proposed changes submitted through joint 

Service/Agency process action teams or the equivalent sponsoring organization.

C3.4.4. Procedures. Appendix 9 is a flow chart that illustrates the process to 

submit a PDC and the processing of the PDC by the applicable DLMS PRC through the 

issuance of an ADC. In summary, processing a change, waiver, or deviation to DLMS 

involves the following steps and the normal associated timeframes (NOTE: The PRC 

Chair may accelerate the change process from the timeframes indicated and may, when 

appropriate, extend them):

 C3.4.4.1. Step 1. The PDC sponsor (see C3.4.3) submits a PDC (or waiver 

or deviation request) in the format available on the DEDSO Website to the Director, 

DEDSO, or appropriate PRC Chair. The instructions are included at the end of the 

change proposal template. When more than one committee is involved, for example, 

supply, finance, or pipeline measurement, the PRC Chairs involved will determine the 

lead PRC and coordination required.

 C3.4.4.2. Step 2. Within 10 calendar days of receipt of proposal, the PRC 

Chair evaluates the proposal and determines appropriate action, (e.g., return for 

additional information, work with PDC sponsor to clarify/amend, accept for staffing). 

The PRC Chair will verify that the submitter adequately addresses the following items in 

the PDC:

• Identify impact to current business processes

• Identify organizations and systems and respective roles

• Identify new business procedures and associated business rules

• Define new DLMS data elements and/or changes to existing ones

• Define new information exchanges and/or changes to existing ones

• Identify the required implementation timelines by impacted systems

• Identify any impact to existing DoD policy. 

 C3.4.4.3. Step 3. If the proposal is accepted for staffing, the PRC Chair 

assigns a PDC number and updates the draft PDC to ensure the following items are 

included, as applicable:

• Insert required changes to DLM 4000.25 series of manuals

• Insert required changes to DLMS ICs

• Assess interoperability impact to DoD global supply chain

• Identify any additional DoD impacts
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• Identify and coordinate with OSD on possible DoD policy impacts

• Optimize solution for reuse, effectiveness and efficiency 

 C3.4.4.4. Step 4. Once the submitting organization and the DLMS PRC 

Chair are in agreement with the PDC content, the PRC Chair will release the PDC to the 

DoD Component PRC members for coordination. The PRC Chair also determines if 

submission to external standards bodies such as ANSI ASC X12 is required. If the PDC 

includes a change to a DLMS IC that requires review and approval by the external 

standards bodies, the PRC Chair will forward the IC change(s) and/or related data 

maintenance request(s) to those groups/committees for processing after the proposal is 

approved or in conjunction with staffing, as appropriate.

 C3.4.4.5. Step 5. The PRC members provide the PRC Chair a fully 

coordinated DoD Component or participating Agency response, including a proposed 

implementation strategy including the desired/required implementation timeline when 

available, by the due date provided in the proposal, normally within 30 days of the date 

on the PDC. If the Component/Agency response is a non-concur, it is incumbent on the 

PRC representative to explain the issue and provide a proposed resolution to the DLMS 

PRC Chair.

 C3.4.4.6. Step 6. The PRC Chair may initiate a follow up for non-response 

five calendar days after the due date. Additional follow up may be elevated as 

appropriate.

 C3.4.4.7. Step 7. The PRC Chair will evaluate all comments on the PDC 

within 10 calendar days from receipt of all outstanding comments or in conjunction with 

the next scheduled PRC meeting. If necessary, the PRC will resolve comments and/or 

disagreement and establish an implementation date. If the Component comments 

cannot be resolved by the PRC membership or policy issues exist, unresolved issues 

may be elevated to the applicable OSD proponent for resolution. If the PRC approves 

the PDC, the PRC Chair will establish an implementation date based on consensus. If 

the PDC is disapproved by the PRC, the sponsor is notified of the disapproval.

 C3.4.4.8. Step 8. Based on PDC responses, and the interface requirements 

associated with the specific change, the PRC Chair will establish a joint implementation 

date, or when appropriate, either authorize DoD Components and participating 

organizations to implement on a staggered schedule or authorize a limited 

implementation by impacted Components. This information will be included in the ADC. 

PDCs that begin with the 1000 number series will retain that same number in the ADCs.

 C3.4.4.8.1. When an implementation date is not known/provided as part 

of the PDC adjudication process, the PRC Chair will include in the ADC a requirement 

for the DoD Components and participating organizations to actively monitor for 

implementation of the ADC and provide implementation dates when they become 

available.
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 C3.4.4.8.2. When one Component provides an extended 

implementation date, which would delay implementation by the other Components, the 

PRC Chair will attempt to resolve the issue with the appropriate Component or seek a 

methodology that will permit a phased or staggered implementation. When a 

satisfactory implementation date cannot be jointly agreed upon, the PRC Chair may 

refer the matter to the applicable OSD proponent for resolution.

 C3.4.4.9. Step 9. The DLMS PRC Chair will prepare the ADC by updating 

the PDC content based on adjudication of Component responses to the PDC. This 

includes the following:

• Formalize changes to DLM 4000.25 series of manuals.

• Formalize changes to DLMS ICs.

• Create XSD files in support of DLMS IC changes. 

 C3.4.4.10. Step 10. When approved, all ADCs are formally incorporated into 

the Defense Logistics Management Standards manual and posted on the DEDSO

Website on the Process Changes Page. Text changes in the manuals are identified by 

bold italicized print. .Approved DLMS changes are also posted with the appropriate 

DLMS IC on the DLMS IC web page. 

C3.4.5. Post-Approved DLMS Change (ADC) Issuance Component 

Implementation Responsibilities. 

 C3.4.5.1. Review ADC and determine affected Component organizations and 

systems. 

 C3.4.5.2. Distribute ADC to affected organizations. 

 C3.4.5.3. Affected activities prepare system change requests (SCRs) for 

system developers/integrators. 

 C3.4.5.4. Affected system developers/integrators develop rough order of 

magnitude (ROM) estimates of resources and schedules required to implement ADC. 

 C3.4.5.5. Submit SCRs/ROMs to applicable system configuration 

management boards for prioritization, resourcing and scheduling. 

 C3.4.5.6. Perform system lifecycle release management tasks of 

documentation, coding, testing, and release for affected systems.

 C3.4.5.7. Make necessary change to affected Component publications.

 C3.4.5.8. Conduct necessary training for affected Component personnel.

 C3.4.5.9. Provide implementation status updates to the PRC Chair at any 

time, to include full and partial implementation or required deviation. When Components 

are unable to meet established implementation dates, prior coordination with the PRC 
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C3-8 CHAPTER 3

Chair is required. Additionally, the PRC members must provide the PRC Chair a 

semiannual status report on implementation of approved changes (RCS DDA&S(Q&SA)1419 applies) per the guidance in DoDM 4140.01. The semiannual 

reporting of implementation status is due June 15 and December 15.
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C4-1 CHAPTER 4

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) 

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

standards through which these varied systems can interoperate technically and 

functionally. 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 ASC X12 syntactical errors. A DLMS IC 997, Functional 

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 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

 C4.2.1.2.1. Identifies the erroneous transaction, specifically including 

the following data: 
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C4-2 CHAPTER 4

 C4.2.1.2.1.1. Document number or procurement instrument 

identifier (PIID).1 When a contract is authorized under a PIID call/order number (F in 9th

position), provide the value in the PIID field. 

 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 three scenarios:

 C4.2.2.1.Defense Automatic Addressing System (DAAS) Transaction Reject. 

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, 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 

1 Use the legacy PIIN pending transition to the PIID. 
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C4-3 CHAPTER 4

transaction originator.2,3 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.

 C4.2.2.3. 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.4 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, 856S, 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 

2 Not available for use without prior coordination.

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

Refer to ADC 1226 for detailed procedures.

4 Not available for use without prior coordination.
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C4-4 CHAPTER 4

Report Reply. DLMS 824R codes may be expanded in the future as requirements are 

identified and implemented. 

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. DAAS Receipt and Generation of DLMS 824R Reject Advice 

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

envelopes it will process the data through an EDI translator and then break the contents 

down to the transaction level. DAAS 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 will reject the transaction back to the sender using DLMS 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, DAAS 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. DAAS will also use the 

enveloping information to identify the rejected transaction. 

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

not contain errors into the Logistics Online Tracking System (LOTS). 
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C5-1 CHAPTER 5

C5. CHAPTER 5 

DLMS DATA MANAGEMENT

C5.1. PURPOSE. The chapter describes the critical factors in developing, managing, 

and enabling information sharing through the use of Defense Logistics Management 

Standards (DLMS) data management practices. Details about data management 

concepts, procedures, and tools are covered in subsequent chapters.

C5.2. GUIDING PRINCIPLES

C5.2.1. Compliance. DLMS conform to DoD policies for data management 

policies as noted in the references identified in Chapter 1 (C1.3) and Chapter 2 (C2.3). 

DLMS also use standards from voluntary consensus standards organizations such as 

Accredited Standards Committee (ASC) X12. DLMS data management helps ensure 

compliance with DoD and voluntary consensus standards. 

C5.2.2. Interoperability. DLMS data management supports data element 

coordination to provide interoperability among logistics trading partners. The use of 

DLMS procedures and metadata repository (e.g., Logistics Data Resource Management 

System (LOGDRMS)) simplifies and enables understanding and accessibility of data 

elements and their syntactical representations.

C5.2.3. Data Quality. Data quality deficiency is often due to inconsistent or 

inaccurate data usage, or conflicting business rules or business processes. The 

Defense Enterprise Data Standards Office coordinates data issues under the 

governance of the Process Review Committees (PRC). Revisions to the DLMS 

procedures and component systems are necessary to harmonize data.

C5.2.4. Revisions to Data Requirements. Revisions to the DLMS and data 

requirements are proposed and incorporated under the PRC forum for the respective 

logistics functional area. Submit all proposed change requests through the designated 

DoD Component PRC representatives. More information on the DLMS PRC process 

can be found in Volume 1, Chapter 3 of this manual on the DEDSO Website on the 

Process Changes page. 

C5.3. GOVERNANCE

C5.3.1. Approach

 C5.3.1.1. The process for adding, modifying, and deleting DLMS data 

elements is part of the Proposed DLMS Change (PDC)/Approved DLMS Change (ADC) 

process. The DLMS PDC and ADC templates provide sections to identify changes to 

DLMS data elements. Information on data element proposals should be included in 

relevant PDC/ADC sections as appropriate, but common practice is to include data 

element changes in the description of change, the impacts, explanations, and any 
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C5-2 CHAPTER 5

descriptions of DLMS IC changes. The PDC/ADC procedures are in Volume 1 Chapter 

3 of this manual and at the Process Changes page. 

 C5.3.1.2. Changes to data representations in DLMS Implementation 

Conventions are made when the ADC is published.

 C5.3.1.3. Approved data element changes are represented in LOGDRMS 

upon the implementation date identified in the ADC. If no implementation date is 

explicitly designated, LOGDRMS will be updated concurrent with the date of the ADC.

C5.3.2. Responsibilities

 C5.3.2.1. Components. Components contribute to the maintenance of DLMS 

by developing and commenting on PDCs and ADCs. 

 C5.3.2.2. Defense Enterprise Data Standards Office. The Defense 

Enterprise Data Standards Office is the DoD Executive Agent for Logistics Data 

Interchange and is responsible for change management concerns and technical issues 

related to the implementation of DLMS Data Elements and Information Exchanges as 

defined by Defense Logistics Manual (DLM) 4000.25. The Defense Enterprise Data 

Standards Office oversees LOGDRMS for maintaining and presenting DLMS data 

elements. Prior to staffing a PDC, and again with the ADC, the relevant PRC Chair 

coordinates content and quality review of additions and modifications to data elements 

among Defense Enterprise Data Standards Office staff.

C5.4. METADATA MANAGEMENT. Metadata are the defining characteristics about 

data elements of a database or transaction. However, DLMS managed metadata 

expands beyond the simple characteristics of data elements or a transaction. It also 

includes, associated code values, business rules, transaction formats, and the 

repository that hold the information. These data categories reflect distinctions between 

generic and context-specific definitions as well as different representations when 

applied within syntactical standards, or how they’re used in a particular business 

transaction. Understanding the relationship among the data categories and the 

governing process will improve data quality through the use of consistent data assets. 

Table C5.T1 identifies the DLMS Metadata Categories, the details of these categories 

are described in the subsequent chapters.
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C5-3 CHAPTER 5

Table C5.T1. DLMS Metadata Categories

Category Explanation

Core Data Element The most general definition of a data element that forms 

the basis of more specific DLMS data element (e.g., DoD 

activity address code (DoDAAC)).

DLMS Data Element and 

associated business 

rules/code values

The specific DLMS data element coordinated for use in the 

logistics community. It may be identical to the core data 

element, or a business context-specific version of a core 

data element to recognize different contextual uses of a 

core data element. (e.g., Bill-to DoDAAC). Some DLMS 

data elements have explicit business rules and/or code 

values that specify their usage in a business transaction.

Accredited Standards 

Committee (ASC) X12 

Representation

The ASC X12 syntax structures to which DLMS data 

elements are mapped in DLMS ICs. (e.g., code BT, BillTo-Party, qualifies the X12 entity to which the DLMS 

element Bill-to DoDAAC is mapped).

C5.4.1. The following information is recorded in LOGDRMS. LOGDRMS is a 

publically accessible webpage. 

 C5.4.1.1 Metadata for each data element, including a definition, minimum 

and maximum characters, data type, and authoritative source(s)

 C5.4.1.2 Code values and special business rules 

 C5.4.1.3 DLMS data elements and their relationships to X12 syntax 

representations

 C5.4.1.4 Mapping of DLMS data elements and code values in the DLMS 

transactions

C5.4.2. Developing DLMS Data Requirements. Data elements, business rules, 

and code values.

 C5.4.2.1. Data requirements identified during PDC development (Volume 1, 

Chapter 3), are compared against the DLMS elements recorded in LOGDRMS to check 

if the element is already supported, needs to be modified, or needs to be added. While 

preferable for DLMS data elements to use terms commonly used by subject matter 

experts, reuse of an existing DLMS element with the same semantic meaning may take 

precedence in the interest of interoperability. Conversely, DLMS data elements may be 

adjusted from common industry usage to distinguish concepts that are almost the same 

but should not be confused as synonyms. These same concepts are used to develop 

code values and business rules.
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C5-4 CHAPTER 5

 C5.4.2.2. The creation of a core data element occurs when an Approved 

DLMS ADC adds a new DLMS data element that does not represent a context-specific 

version of an existing core element. The core element name and definition are derived 

from the approved DLMS element and are to be made as generic as possible. It is 

possible that the Core element may duplicate the DLMS element if the DLMS element is 

generic.

 C5.4.2.3. When ADCs include mappings of DLMS elements to X12 

structures in the DLMS ICs, LOGDRMS is updated to reflect the use of X12 data 

elements.

C5.5. COMMUNITIES OF INTERESTS (COI). The orchestration of logistics data 

management requires continuous dialog and coordination with the other DoD 

Components, Federal agencies, and Commercial communities to ensure shared data is 

visible, understandable, and interoperable. The Defense Enterprise Data Standards 

Office staff participates in various COIs focused on enterprise data standards and 

interoperability issues.

C5.5.1 DoD Metadata Registry (MDR). Directive DoD 8320.02, “Data Sharing in a 

Net-Centric Department of Defense”, April 23, 2007, requires that Data assets must be 

made understandable and discoverable by publishing associated semantic and 

structural metadata in a federated MDR. Defense Enterprise Data Standards Office is 

the manager of the Logistics namespace in the MDR. When DLMS ICs are updated by 

ADCs, an XML schema is generated from the DLMS IC as an alternative syntactical 

approach. These XML schemas are posted to the MDR on a regular basis. 

C5.5.2. Country Code Working Group (CCWG). Defense Enterprise Data 

Standards Office is a voting member of the CCWG. It was established to create and 

maintain the configuration management process for the maintenance of the Geopolitical 

Entities, Names, and Codes (GENC) Standard for use by the U.S. Federal Government 

and the Department of Defense. GENC is the U.S. Government profile of ISO 3166, 

modified only where necessary to comply with U.S. law and U.S. Government 

recognition policy. The complete set of entries in the GENC Standard may be browsed 

and searched from the GENC Discovery page. Federal and DoD Component systems, 

including MAPAD and DoDAAD must be in compliance with the GENC Standard.

C5.5.3. Business Enterprise Architecture (BEA). In 2005, the National Defense 

Authorization Act mandated the establishment and use of a BEA: An organizational 

system designed to provide overarching governance across all business systems, 

functions, and activities for 15 End-to-End (E2E) business processes within the DoD. 

The entire BEA content is available on the BEA Website. BEA compliance is one of the 

requirements in the DoD Investment Review Board (IRB) process, which certifies 

funding for Defense Business Systems that have an expected total cost of greater than 

$1 million. The IRB process is available on the IRB Website. The Defense Enterprise 

Data Standards Office has significant interest in the BEA E2E business processes such 

as: “Order to Cash”, “Procure to Pay”, ”Plan to Stock”, and “Acquire to Retire”. Given 

that all DoD trading partners must comply with BEA, it is imperative that the relevant 
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C5-5 CHAPTER 5

BEA content is valid and interoperable with DLMS. With over 60 published DLMS 

transactions (e.g., Requisition, Advance Shipment Notice), including business 

processes, information exchanges, business rules and data requirements; the DLMS 

continue to contribute to the BEA development process by incorporating the logistics 

business processes, business rules, and data requirements into the relevant E2E 

processes, Standard Financial Information Structure, and Procurement Data Standards. 

DLMS policies and procedures are also included in the BEA Laws, Regulations, and 

Policies and they are linked as constraints to the various business processes in the 

architecture models. In addition to the BEA and DLMS compliance, the Components 

have additional processes, business rules and data for managing customers within their 

respective business systems.
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C6-1 CHAPTER 6

C6. CHAPTER 6 

STANDARDS AND CONVENTIONS

C6.1. PURPOSE. The purpose of this chapter is to assist the reader in understanding 

the basic concepts and semantics of the standards involved in processing logistics 

transactions: Defense Logistics Standard Systems (DLSS); American National 

Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 (hereafter 

referred to as ASC X12) Standards; and Extensible Markup Language (XML) standards.

C6.2. DEFENSE LOGISTICS STANDARD SYSTEMS/MILITARY STANDARD 

SYSTEMS. DLSS are commonly referred to as Military Standard Systems (MILS) and 

are legacy 80 record position, fixed-length, DoD-unique standards for DoD logistics 

transactions.

C6.2.1. Developed in the 1960s, each DoD logistics transaction was based on the 

80-record position (fixed-length) punch card. Each record position (column) on the 

punch card contains a datum as defined in the requirements of that particular 

transaction. Figure C6.F1 is an example of two data items, their record positions and 

their associated values: 

Figure C6.F1. MILS Record Position Example

Record Position Name Description

1-3 Document Identifier Code (DIC) A three-position code that indicates 

the purpose and use of the document 

An example of a DIC is A0A, which stands for domestic shipment/with National Stock 

Number (NSN)/North Atlantic Treaty Organization (NATO) stock number

4-6 Routing Identifier Code (RIC) A three-position code used to 

represent the recipient of the 

document

An example of a RIC is SMS, which identifies Defense Logistics Agency (DLA)

C6.2.2. Since their inception, the DLSS legacy formats have provided the 

backbone of cross-functional interoperability between DoD Components and their 

commercial trading partners. However, the rigid fixed-length formats are functionally 

constrained, technologically obsolete, and unable to support current DoD business 

goals.

C6.3. ASC X12 STANDARDS. In 2000, the Department of Defense issued a directive 

that mandated the use of Electronic Data Interchange (EDI) Standards for the exchange 

of DoD logistics business transactions (DoDD 8190.01E “Defense Logistics 

Management Standards (DLMS)”, January 9, 2015). This means that logistics 

transactions must migrate from DLSS legacy standards to the DLMS. DoD adopted the 

ASC X12 EDI standards as the basis for the DLMS. 
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C6-2 CHAPTER 6

The ASC X12 standards define commonly used business transactions in a formal, 

structured manner called transaction sets. The structure of the transaction set 

comprises specific syntax rules for the EDI constructs. The standard defines the data 

elements, codes, and segments within each transaction set. Most importantly, it also 

defines specific rules and formats for the content of data within the data elements. 

C6.4. STRUCTURE OF EDI TRANSMISSION. To allow different types of transaction 

sets to be transmitted from one party to another in the same transmission, a hierarchical 

structure of headers and trailers allows the data to be segregated logically for easy 

interpretation by the transmitter and receiver. Figure C6.F2 shows an example of the 

EDI structure.

Figure C6.F2. EDI structure Example1

1 Each layer of the EDI enveloping structure and transaction set detail is described below, beginning with 

the outer layer (Interchange Control Header/Trailer) and moving to the innermost layer (Transaction Set 

Details).
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C6-3 CHAPTER 6

C6.4.1. Interchange Control Header (ISA) and Trailer (IEA) Segments. 

Interchange Control consists of one or more Functional Groups enclosed in an envelope 

defined by an ISA Interchange Control Header segment and ending with an IEA 

Interchange Control Trailer segment. Details of the envelope:

• Contains the structured mailbox address of the sender and the receiver.

• Contains control numbers and counts of the different types of functional groups 

inside.

• Contains a time/date stamp. 

• Specifies the format and version of the interchange envelopes. 

• Specifies the characters used for data element delimiters (separators) and 

segment terminators. 

C6.4.2. Functional Group Header (GS) and Trailer (GE) Segments. A Functional 

Group is a group of one or more related Transaction Sets within an EDI transmission. 

Functional Groups start with a GS Functional Group Header segment and end with a 

GE Functional Group Trailer segment. The details in the Functional Group GS/GE 

envelope are often used to route the group's transaction sets to the target environment. 

Functional Group detail: 

• Contains a functional group ID (e.g., RN (511), MD (527)).

• Contains transaction set counts and functional group control numbers.

• Contains a time/date stamp of when the group was generated.

• Provides format, version, and release specifications of the transactions within 

the group. 

C6.4.3. Transaction Set Header (ST) and Trailer (SE) Segments. The 

Transaction Set Header and Trailer are used to uniquely identify the transaction set. 

The transaction set begins with an ST Transaction Set Header segment and ends with 

an SE Transaction Set Trailer segment.

 C6.4.3.1. Transaction Set Header. The Transaction Set Identifier Code 

(ST01) is the first data element of the transaction set header segment. It is used by the 

translation routine of the interchange partners to select the appropriate transaction set 

definition (e.g., 511 selects the Requisition transaction set). The Transaction Set 

Control Number (ST02) uniquely identifies an instance of the transaction set and is 

assigned by the originator of a transaction set. The control number in ST02 must match 

the control number in SE02. Some DLMS transactions use the ASC X12 version 

release 4030 which contains an additional data element in the ST Segment; the 

Implementation Convention Reference (ST03) uniquely identifies the DLMS IC used in 

the transaction. 

 C6.4.3.2. Transaction Set Trailer. The purpose of the transaction set trailer is 

to indicate the end of the transaction set and provide the count of the transmitted 

segments (including the beginning (ST) and ending (SE) segments). The number of the 
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C6-4 CHAPTER 6

included segments (SE01) is used to indicate the end of the transaction set and provide 

the count of the transmitted segments (including the beginning (ST) and ending (SE) 

segment). The Transaction Control Number (SE02) must match the one in ST02 to 

ensure that entire transaction set was received. Figure C6.F3 shows an example of the 

Header and Footer segments.

Figure C6.F3. Header/Footer Example: ST and SE

ST* <...data, separated by *...>

<multiple transaction loops and segments>

SE* <...data, separated by *...>

ST* <...data, separated by *...>

<multiple transaction loops and segments>

SE* <...data, separated by *...>

C6.4.4. Transaction Set Detail (Data) Segments. A Transaction Set is a group of 

data segments, as defined by the X12 Standard, conveyed between trading partners. 

The information, in the form of a transaction set, is generally patterned after a 

conventional paper document, such as a requisition or invoice.

 C6.4.4.1. A Transaction Set consists of a number and name (e.g., 511 

Requisition), purpose, Functional Group ID, table listing the included segments, their 

position numbers, requirement designation, maximum usage, and loop repeat counts. 

 C6.4.4.2. The Transaction Set Detail comprises data elements and data 

segments specific to the business (requisition) transaction. Examples of data in the 

detail section are: identity of ordering activity, item ordered, quantity, order priority, 

delivery point, and identity of paying activity. 

 C6.4.4.3. Data Element. The data element is the smallest named unit of 

information in the standard. A simple data element is equivalent to a field in a data 

dictionary. It has a name, a data element number, a brief description, a data type, and 

a minimum and maximum length. When a group of two or more simple data elements 

are linked together to form a single data element, they are referred to as a composite 

data structure.

 C6.4.4.3.1. Data Element Types. There are seven types of data 

elements identified in Table C6.T1.
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C6-5 CHAPTER 6

Table C6.T1. Data Element Types

Data Element Type Data Element Type Description

AN – Alphanumeric 

String

Sequence of letters, numbers, spaces, and/or special characters. The contents 

are left-justified and trailing spaces should be suppressed.

B – Binary Any sequence of octets ranging in value from binary 0000000 to 1111111. This 

data element type has no defined maximum length. Actual length is specified by 

the immediately preceding data element. The binary data element type may only 

exist in the Binary segment and is not used in the DLMS at this time.

DT – Date Used to express the standard date in (CC)YYMMDD format in which CC is the 

century, YY is the year, MM is the month (01 to 12), and DD is the day of the 

month (01 to 31). DLMS require the use of century to satisfy Y2K compliance.

ID – Identifier Contains a unique value from a predefined list of values maintained by ASC X12, 

the DoD, or other responsible organization referenced by the data element 

dictionary. All code lists employed under DLMS, including those maintained by 

ASC X12 are available via LOGDRMS. The contents are left-justified and trailing 

spaces should be suppressed. Identifier type data elements are frequently used 

as qualifiers to identify by code the type of information contained in an 

associated data element. For example, the identifier type data element, 

Product/Service ID Qualifier, may be transmitted with a value of FS to indicate 

that the value contained in the associated data element Product/Service ID is a 

national stock number. In this instance, the list of valid identifier codes is 

maintained by X12. The conventions normally specify which of these values are 

permissible entries for the specific use under DLMS.

Nn – Numeric Represented by one or more digits with an optional leading sign representing a 

value in the normal base of 10. The value of a numeric data element includes an 

implied decimal point. It is used when the position of the decimal point within the 

data is permanently fixed and is not to be transmitted with the data. The symbol 

for this data element type is Nn where “N” indicates that it is numeric and “n” 

indicates the number of decimal positions to the right of the implied decimal 

point. If no decimal positions are allowed, the symbol is written as N or N0. A 

leading minus sign (-) is used to express negative values. Absence of a sign 

indicates positive value. Leading zeros should be suppressed unless necessary 

to satisfy a minimum length requirement. The length of a numeric type data 

element does not include the optional minus sign. For example, where the 

numeric type is N2 (indicating an implied decimal placement two positions from 

the right), the value -123.4 would be transmitted as -12340. The length of the 

value within the data stream is five.

R – Decimal 

Numeric

Contains an explicit decimal point and is used for numeric values that have a 

varying number of decimal positions. The decimal point is always carried in the 

transmission unless it occurs at the right end of the value. A leading minus sign 

(-) is used to express negative values. Absence of a sign indicates positive 

value. Leading zeros should be suppressed unless necessary to satisfy a 

minimum length requirement. Trailing zeros following the decimal point should 

be suppressed unless used to express precision. Use of commas within the 

numeric value is prohibited. The length of a numeric type data element does not 

include the optional minus sign or the decimal point. For example, the numeric 

value - 123.45 would be transmitted as -123.45. The length of this entry is five.

TM – Time Used to express the time in HHMMSSdd format in which HH is the hour for a 24-

hour clock (00 to 23), MM is the minute (00 to 59), SS is the second (00 to 59) 

and dd is the decimal seconds. Seconds and decimal second are optional. 

Trailing zeros in decimal seconds should be suppressed unless necessary to 

satisfy a minimum length requirement or unless necessary to indicate precision.
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C6-6 CHAPTER 6

 C6.4.4.3.2. Data Element Length. Each data element is assigned a 

minimum and maximum length, which may be the same. The length of the data 

element value is the number of character positions used except as noted for numeric, 

decimal, and binary elements. A data element is of variable length unless the minimum 

and maximum lengths are equal, in which case it is of fixed length. The length attribute 

of a data element is expressed as minimum length / maximum length, (e.g., 2/30). 

 C6.4.4.4. Data Segment. The data segment comprises simple data elements 

and/or composite data structure(s) and separators, as an intermediate unit of 

information in a transaction set. Each data segment has a unique segment ID and is

used to convey a grouping of functionally-related user information.

 C6.4.4.4.1. Condition Designator. The condition designator (or 

requirement designator) is used to define the circumstances under which a data 

element is required to be present or absent in a particular usage. These conditions are 

of three basic types: mandatory, optional, and conditional. Under DLMS, optional and 

conditional designations can be further defined as either recommended or required. 

Condition designators shown in Table C6.T2 are identified by the symbol as specified in 

parentheses.

Table C6.T2. Condition Designators

Condition 

Designator

Condition Designator Definition

Mandatory (M) The designation of mandatory is absolute in the sense that there is no dependency 

on other data elements within the segment or composite data structure. A 

mandatory data element must appear in the segment.

Optional (O) The designation of optional means that there is no syntactic requirement for the 

presence of the data element within the segment or composite data structure. 

Optional data elements may be included or omitted based upon instructions provided 

in the DLMS ICs or at the discretion of the transmitting activity (as applicable).

Conditional (X) A designation of conditional defines a special relationship between two or more data 

elements within a segment or composite data structure. Relational conditions are 

based upon the presence of one of those data elements. The specific relationship is 

defined in a syntax note. The first character of the syntax note identifies one of the 

following conditions: 

(1) Paired (P). If any specified data element is present, then all of the specified data 

elements must be present.

(2) Required (R). At least one of the specified data elements must be present.

(3) Exclusion (E). Not more than one of the specified data elements may be used.

(4) Conditional (C). If the specified data element is present, then all other specified 

data elements must be present. However, any or all of the data elements not 

specified as the first in the condition may appear when the first is not present.

(5) List Conditional (L). If the first specified data element is present, then at least 

one of the remaining specified data elements must be present. However, any or 

all of the data elements not specified as the first may appear when the first is not 

present.
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C6-7 CHAPTER 6

 C6.4.4.4.2. Data Segment Loops. Data Segment Loops are groups of 

two or more data segments that represent a block of related information in a 

Transaction Set. Different loops may be nested within each other, and loops may repeat 

up to the maximum loop occurrences specified within the Transaction Set. In some 

cases, it may be specified as having an unlimited number of occurrences (noted as 

“>1”). Loops can be Unbounded or Bounded as defined in the X12 Standard. 

 C6.4.4.4.2.1. Unbounded. An Unbounded loop starts with a 

specific segment, and all of the other segments in the loop may be considered children 

of that segment. To establish the iteration of a loop, the first data segment in the loop 

must appear once and only once in each iteration. Loops may have a specified 

maximum number of repetitions. A specified sequence of segments is in the loop. 

Loops themselves are optional or mandatory. The requirement designator of the 

beginning segment of a loop indicates whether at least one occurrence of the loop is 

required. Each appearance of the beginning segment defines a new occurrence of the 

loop. The requirement designator of any segment within the loop after the beginning 

segment applies to that segment for each occurrence of the loop. If there is a 

mandatory requirement designator for any data segment within the loop after the 

beginning segment, that data segment is mandatory for each occurrence of the loop. If 

the loop is optional, the mandatory segment only occurs if the loop occurs.

 C6.4.4.4.2.2. Bounded. The characteristics of unbounded loops 

described previously also apply to bounded loops. In addition, bounded loops require a 

Loop Start Segment (LS) to appear before the first occurrence of the loop and a Loop 

End Segment (LE) to appear after the last occurrence of the loop. If the loop does not 

occur, the LS and LE segments are suppressed.

 C6.4.4.5. EDI fields and records are separated by delimiter characters. The 

delimiter for a field and the delimiter for a record are set externally by the Interchange 

Control Header (ISA) segment. This means, the EDI parser may not know what the 

delimiters will be until it has begun to parse the file. EDI handles this problem by 

making the first segment, ISA, fixed length and defining the delimiters in the ISA 

segment of the EDI interchange. In an actual interchange, ASCII Hexadecimal 

characters are used, a graphic representation is used for print examples. 

 C6.4.4.5.1. Delimiters. In ASC X12 EDI interchanges (Releases 4010 

and 4030), there are three delimiters. The delimiters cannot appear as a value in the 

business transaction; otherwise the syntax rule will fail.

 C6.4.4.5.1.1. Data Element Separator. The first delimiter is the 

data element separator. This defines the delimiter between each field within the record. 

This character will likely be the most common character used for any given EDI file. 

 C6.4.4.5.1.2. Component Element Separator. The second, and 

least commonly used, is the component element separator. ASC X12 supports the use 

of sub-elements in transactions employing a Composite data element such as in the 
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C6-8 CHAPTER 6

Unit of Measure (MEA) and Reference (REF) segments. The component element 

separator delimits the sub-elements.

 C6.4.4.5.1.3. Segment Terminator. Lastly, the segment terminator 

defines the end of each segment within the transaction.

 C6.4.4.5.2. EDI Interchange and Delimiter Example. Figure C6.F4. 

shows an example of the EDI data in an interchange that includes the delimiters. 

Figure C6.F4. ASC X12 Delimiters

ISA*00* *00* *01*1515151515 *01*5151515151 

*041201*1217*U*00403*000032123*0*P*\*~

GS*CT*9988776655*1122334455*20041201*1217*128*X*004030~

ST*831*00128001~

BGN*00*88200001*20041201~

N9*BT*88200001~

TRN*1*88200001~

RCD*1*20*EA\2\1~

AMT*2*100000.00~

QTY*46*1~

SE*8*00128001~

GE*1*128~

IEA*1*000032123~

Data Element Separator = * (Asterisk). Defined in the fourth position of the ISA Segment 

Component Element Separator = \ (Back slash). Defined in the 3rd to last position of ISA segment

Segment Terminator = ~ (Tilde). First occurrence defines the segment termination

 C6.4.4.6. Special Character Use in DLMS Transaction 

 C6.4.4.6.1. XML Reserved Characters. DLMS develops and publishes 

XML schemata (paragraph C6.5.) that are equivalent to the X12-based DLMS ICs. 

Because the W3C XML standard defines a number of reserved characters that senders 

may not convey in the XML data element values, senders of X12-based transactions 

also may not convey these characters in DLMS X12-based transactions as data 

element values, because they will result in errors if the X12-based transactions are 

translated to XML. 

 C6.4.4.6.2. DoD Allowed Special Characters. DoD has identified a 

number of special characters as valid for use in specific DoD data values, (e.g., the 

dash (-) and the slash (/) characters are valid in a unique item identifier). Because 

trading partners may legitimately convey these characters in their EDI data content, 

senders must not use these special characters as delimiters in DLMS transaction that 

may require the use of these characters in the transaction data. To avoid any possibility 

of this type of data collision, DLMS procedures do not allow the use of these DoD 

allowed special characters as X12 EDI delimiters in any DLMS transactions. Table 

C6.T3, Special Characters Allowed as Delimiters in X12-based DLMS Transactions, 

lists the characters that are valid for use as X12 delimiters in DLMS transactions. 
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C6-9 CHAPTER 6

Senders may choose delimiters from among this list and encode those delimiters in the 

ISA segment of the DLMS transactions they send. Table C6.T4, Preferred Special 

Characters as Delimiters for use in X12-based DLMS Transactions, lists the special 

characters that are preferred for use by type of delimiter. 

 C6.4.4.6.3. In addition to the above, see Volume 2, Chapter 17 for SDR 

special character exceptions/inclusions. 

Table C6.T3 – Special Characters Allowed as Delimiters in 

X12-based DLMS Transactions

Authorized Characters Meaning

! Exclamation Mark

“ Double Quote

& Ampersand

‘ Single Quote

* Asterisk 

: Colon

% Percent Sign

_ Underscore

{ Open Bracket

} Close Bracket

| Pipe (Vertical Bar)

< Less Than

> Greater Than

~ Tilde

^ Caret

1D (hex value) Group Separator2

1F (hex value) Unit Separator3

1C (hex value) File Separator4

0D 0A (hex value) Newline5 (Line Feed/Carriage Return)

2 Group Separator is an unprintable character; senders may use it only as a data element separator in 

X12 transactions.

3 Unit Separator is an unprintable character; senders may use it only as a component element separator.

4 File Separator is an unprintable character; senders may use it only as a segment terminator.

5 Newline is an unprintable character; senders may use it only as a segment terminator. 
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C6-10 CHAPTER 6

Table C6.T4 – Preferred Special Characters as Delimiters in 

X12-based DLMS Transactions

Delimiter Type Preferred Character Meaning

Data Element Separator <gs> 1D (hex value) Group Separator

* Asterisk 

~ Tilde

Component/Composite Element 

Separator

<us> 1F (hex value) Unit Separator

: Colon

Segment Terminator <tr> 1C (hex value) File Separator

0D 0A (hex value) Newline (Line Feed/Carriage 

Return)

C6.5. XML STANDARDS. DLMS use XML as an alternative to EDI for exchanging 

data between logistics trading partners. XML offers a flexible way to describe and tag 

content (data, word, phase, etc.) in a structured way. The XML standard emphasizes 

simplicity and usability over the Internet. It is a textual data format with worldwide 

support. Though originally designed to focus on documents, it is widely used to 

represent data structures (e.g., DLMS) and is the foundation of web services. XML only 

refers to the data; the XML Schema (e.g., XSD file) is used to express the set of 

business rules to which the XML must conform to be considered valid. The schema is 

an abstract collection of metadata components. The XML instance document is 

validated against the schema (a process known as the assessment) prior to sending the 

transaction for processing. This validation ensures required fields are present, the 

elements are in the correct format and valid codes are used (when defined in the 

schema). 

C6.5.1. Well-Formed. The XML specification defines an XML document as text 

that is well-formed; for example, it satisfies a list of syntax rules provided in the 

specification. Some of the key criteria are:

 C6.5.1.1. It contains only properly encoded legal Unicode characters.

 C6.5.1.2. None of the special syntax characters such as "<" and "&" appear 

except when performing their markup-delineation roles.

 C6.5.1.3. The beginning, ending, and empty-element tags that delimit the 

elements are correctly nested, with none missing and none overlapping.

 C6.5.1.4. The element tags are case-sensitive; the beginning and end tags 

must match exactly. Tag names cannot contain any of the characters 

!"#$%&'()*+,/;<=>?@[\]^`{|}~, nor a space character, and cannot start with -, ., or a 

numeric digit.
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C6-11 CHAPTER 6

 C6.5.1.5. There is a single "root" element that contains all the other 

elements. The XML instance document must adhere to all the rules of a well-formed file 

or it is not XML. An XML processor that encounters violation of the well-formed rules is 

required to report such errors and to cease normal processing.

C6.5.2. In addition to being well-formed, DLMS XML must be valid. This means 

that it contains a reference to a schema (XSD file) and that its elements and attributes 

are declared in that schema and follows the grammatical rules for them that the schema 

specifies. Additional usage information is further described in Chapter 8.

C6.5.3. XML Tags. XML and EDI tag names are similar, but XML fields and 

records are handled differently than in EDI. In EDI, data is separated by delimiters. In 

XML, documents are comprised of markup code to delimit content. Markup and content 

are distinguished by syntactic rules. All strings that constitute markup begin with the 

character < and end with a >. These bracketed strings are called XML tags. Strings of 

characters that are not XML tags are content.

 C6.5.3.1. XML tags define the beginning and end of each section of the XML 

transaction. The start tag contains the field or record name. The end tag will use the 

same name, but will be preceded by a forward slash. Anything in between the two tags 

is content. For example, to define the value 1000 in the quantity field the XML might 

appear as <quantity>1000</quantity>. Figure C6.F5 shows the hierarchy:

Figure C6.F5. XML Hierarchy

<segment>

<code>ISA</code>

<element>00</element>

<element> </element>

<element>00</element>

<element> </element>

<element>01</element>

<element>1515151515 </element>

. 

. 

. 

</segment>

 C6.5.3.2. XML is self-validating. Each DLMS XML transaction has an XSD 

(XML Schema Definition) file. The XSD defines the data types (e.g., string, numeric, 

binary) and detailed constraints (e.g., size, optional/required, enumeration value (lookup 

table), and format). The process of checking to see if an XML transaction conforms to a 

schema is called validation, which is separate from XML’s core concept of being 

syntactically well formed. All XML transactions must be well formed or they cannot be 

parsed. The schema ensures the transaction conforms to the process rules. Validation 

of an instance transaction against a schema can be regarded as a conceptually 

separate operation from XML parsing. In practice, the schema validation is integrated 

within the XML parser. 
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C7-1 CHAPTER 7

C7. CHAPTER 7 

DEFENSE LOGISTICS MANAGEMENT STANDARDS 

USE OF ACCREDITED STANDARDS COMMITTEE X12

C7.1. PURPOSE. The purpose of this chapter is to describe Defense Logistics 

Management Standards (DLMS) use of Accredited Standards Committee (ASC) X12 

standards.

C7.2. IMPLEMENTATION CONVENTION. ASC X12 develops uniform standards for 

electronic interchange of business transactions. The main objective of ASC X12 is to 

provide standards to facilitate electronic interchange of general business transactions. 

The standards provide a broad range of transaction setup upon which trading partners 

may base specific implementation conventions (IC). By agreement between trading 

partners, ICs are developed to satisfy a specific business interchange. These ICs do 

not incorporate the full range of allowable business information in a transaction set but 

tailor the configuration of the transaction sets to identify selected data segments and 

data elements essential to the business interchange. The Logistics Community has 

exercised a similar judgment in developing and defining the DLMS ICs.

C7.3. DLMS IMPLEMENTATION CONVENTION

C7.3.1. The DLMS ICs represent a combination of ASC X12 standards and 

implementation guidance specific to the DLMS. The main objective is to provide 

standards to facilitate electronic interchange of general business transactions. DLMS 

ICs identify and define the segments, data elements, and codes that DLMS trading 

partners use in each IC. Most importantly, DLMS ICs specify rules and formats for the 

content within the data elements. DLMS ICs address how the standards are 

implemented. One X12 transaction set may be used in several different functional 

areas or repeatedly within the same functional area. Each separate interpretation of the 

standards according to a specific usage is called an application. DLMS ICs are found 

on the Defense Enterprise Data Standards Office (DEDSO) Website at the DLMS IC 

page.

C7.3.2. Structure. Each DLMS IC consists of a cover page, X12 transaction set 

table diagram, segment hierarchy, and notes.

 C7.3.2.1. Cover page. The cover pages includes the transaction designation 

(e.g., 527R, Material Due-In and Receipt), the purpose of the transaction (brief narrative 

description of how this transaction is used), notes (a more detailed description of the 

transaction within the scope of the Supply Chain), and a change history (a list of ADCs 

and a short description of the enhancement).
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C7-2 CHAPTER 7

 C7.3.2.2. X12 Transaction Set Table Diagram. The information here 

contains an outline of the X12 standard transaction set. There may be semantic notes, 

but only high level information is contained within this section.

 C7.3.2.3. Segment Hierarchy. The segment hierarchy includes a data 

element summary with information pertaining to each data element in the segment. In 

general, information printed in normal typeface is extracted from ASC X12 standards 

and information printed in italics prefaced by “DLMS Note” relates to the DLMS 

implementation of the standards.

 C7.3.2.4. Instructions on Use of the ASC X12 Standard. In many instances, 

exact equivalents are not available to map the DoD information requirements to the 

ASC X12 standard. Specific instructions on how a particular portion of the standard is 

used under DLMS ICs are provided in the form of DLMS notes. The DLMS notes 

explain what data may be carried where. The DLMS notes are printed in italics in a 

gray box. Notes may be applicable to a transaction set, segment, data element, or a 

specific code value.

 C7.3.2.5. Importance of DLMS Notes. The information provided in DLMS 

notes is crucial to understanding the DLMS IC. At times, the ASC X12 data element or 

code value name has little similarity to the commonly used DoD name for a piece of 

information. Additionally, an ASC X12 data element or code value may be used as a 

migration code (C7.4.1.3) or local code (C7.4.1.4) to carry DLMS required data not 

otherwise provided for by the standard. The DLMS notes explain these circumstances.

 C7.3.2.6. Syntax and Semantic Notes. The terms “syntax” and “semantic,” 

when used in the context of EDI implementations, refer to the structure and meaning of 

X12-formatted information respectively. 

 C7.3.2.6.1. Syntax is the structure of the data. This includes 

establishing the method of encoding a piece of data by its attributes and identifying that 

data in the transfer. Defining minimum and maximum field lengths of a data element or 

the designation of a relevant code list are examples of syntax requirements.

 C7.3.2.6.2. Semantic relates to the meaning of the data transferred. 

For example, a semantic note might indicate the relationships in the meaning of one or 

more data elements in an instance of the segment.

C7.4. DLMS USE OF ASC X12 CODES. Most DLMS ICs are based on ASC X12 

version/release 4010 or 4030. When DLMS uses codes from a higher version/release, 

it is referred to as a Migration Code. The X12 standard currently does not allow for use 

of codes from a higher version/release, nor does it allow substantially changing the 

meaning of the underlying code, hence creating confusion and non-compliance with 

respect to semantic equivalence. Although technically regarded as syntactically noncompliant by the X12 standard, the DLMS authorize limited use of higher 

version/release codes to support Component data requirements. DAAS, DoD 
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C7-3 CHAPTER 7

Components, trading partners, and Value Added Networks (VAN) will ensure 

commercial software products are configured in accordance with the DLMS IC.

C7.4.1. Code Sources

 C7.4.1.1. Deriving Code Values. Code values associated with data elements 

may be derived from several locations. Many of the applicable code values for DLMS 

data elements are listed in the DLMS ICs. DLMS will continue to support other legacy 

code structures used in the Defense Logistics Standard System (DLSS). Three data 

elements, transportation method code (transportation method/type code), unit of issue 

(unit or basis for measurement code), and type pack code (packaging code) use 

conversion guides to convert the DoD code values to the ASC X12 code values. 

Special processing at the sending node provides conversion from a DoD code value to 

an ASC X12 code value for transmission of the transaction set. The sender and the 

receiver employ the conversion guide so that the users see only the familiar DoD code 

values. DoD/ASC X12 Conversion Guides are available from the DEDSO Website. 

 C7.4.1.2. References to Code Source. In DLMS ICs, some data elements 

reference a significant number of code values that are applicable to a DLMS application. 

When the specific codes are not listed in the DLMS IC, a reference to a code source is 

provided.

 C7.4.1.3. Migration Code. A “migration code” is a code used from a higher 

ASC X12 version/release (e.g., 5030) that is used in a lower version/release (e.g., 

4010). The semantic meaning and syntax are consistent with the higher version/release. 

Use of a migration code refers to establishing agreement among all trading partners to 

use a valid X12 code from a higher version/release, with its approved X12 definition, in 

a lower version/release of X12. Manual intervention may be needed for some 

commercial ANSI ASC X12 parsers to accept the higher version/release code.

 C7.4.1.4. Local Code. A “local code” is a code value that is not in the current 

version/release, and has not been established in a higher ASC X12 version/release. A 

data maintenance action with ASC X12 is in process to establish the code in a higher 

version/release. Once approved by ASC X12, the local code becomes a migration 

code. Manual intervention may be needed for some commercial applications to accept 

the local code.

 C7.4.1.5. Borrowed Code. Use of a “borrowed code” refers to establishing 

an agreement among all trading partners to use a valid X12 code at the correct version 

but altering the code’s semantic meaning (i.e., the code is used because it conforms to 

syntax rules, even though its intended meaning is different from its use in the identified 

context). The borrowed value must be a value that is otherwise unused by the trading 

partners allowing its definition to be mutually changed. When a borrowed code is 

identified for DLMS use, DEDSO will submit an ASC X12 data maintenance (DM) action 

to establish a new qualifier to be approved for use in a higher (future) ASC X12 

version/release. The borrowed code may be used indefinitely until DoD migrates to a 
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C7-4 CHAPTER 7

higher version of ASC X12; however, it is more likely to be permanent, since migration 

to higher versions is very rare.

 C7.4.1.6. DLMS Qualifiers

 C7.4.1.6.1. DLMS qualifiers are ASC X12 Data Element 1270 Codes 

that identify a DoD code list. X12 Data Element 1271 (Industry Code) is the actual code 

from the code list identified (or qualified) in X12 Data Element 1270. DLMS Qualifiers 

are available from the DEDSO Website. See Chapter 6 of this volume for more 

information about how Logistics Data Resources Management System (LOGDRMS) 

presents qualifiers.

 C7.4.1.6.2. Qualifier values are selected from codes approved for use 

by ASC X12 in the version/release applicable to the DLMS IC. At times, there is no 

suitable qualifier available within the X12 dictionary and an alternative code must be 

used to identify and pass the data associated with the business process (migration or 

borrowed code).
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C8-1 CHAPTER 8

C8. CHAPTER 8 

MILITARY STANDARD SYSTEMS/DEFENSE 

LOGISTICS MANAGEMENT STANDARDS MAPPING

C8.1. GENERAL. This chapter provides an overview of data mapping procedures 

between Military Standard System (MILS) and Defense Logistics Management 

Standards (DLMS) transactions. MILS official name is the Defense Logistics Standard 

System (DLSS), however most users know it as MILS, MILS will be used throughout 

this chapter.

C8.2. APPLICABILITY AND SCOPE. The data mapping identifies the data content and 

location within the MILS and DLMS formats. The DLMS maps are created and 

maintained by DAAS and support translation of data both from MILS to DLMS and 

DLMS to MILS. Because DLMS transactions have the capacity to convey more data 

than the MILS, the mapping also highlights the gaps in the DLMS and MILS translation 

processes (e.g., information may be lost when translating a DLMS transaction to a MILS 

transaction because only values that exist in both DLMS and MILS can be translated).

C8.3. DATA TRANSFORMATION

C8.3.1. Mapping is a step in a larger process known as data transformation. Data 

transformation is the process of converting information from one format to another 

format. MILS is based on 80-column card images developed in the 1960s and was the 

sole DoD transaction format for decades. The records are fixed length and fields are 

based on a column position within the record. 

C8.3.2. DLMS currently supports two industry standard formats: American 

Accredited Standards Committee (ASC) X12 Electronic Data Interchange (EDI) and 

eXtensible Markup Language (XML). To make data mapping easier between the 

multiple formats, DLMS XML uses the EDI X12 element names for the markup tags. 

For example, if the EDI element name is “Reference Identification”, 

“<E_Reference_Identification>” and “</E_Reference_Identification>”will be used as the 

beginning and ending tags within XML.

C8.3.3. DAAS’s transformation process involves the use of executable programs 

to convert transactional data between MILS, DLMS EDI, and DLMS XML.

C8.4. MILS-DLMS EDI MAP CONSTRUCT

C8.4.1. While the DLMS maps are based on the MILS transaction format, multiple 

MILS transaction formats may be mapped to a single DLMS transaction. For example, 

Document Identifier Codes (DIC) D4_, D6_, DRA, DRB, DRF, DZK, D6T, BAY,C3D, 

C2_, DX_, Z6T, Z4S, Z6S, BG1 and BG2 are all mapped to the DLMS 527R Receipt, 

Inquiry Response and MRA transaction. Due to this many-to-one relationship, the maps 
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C8-2 CHAPTER 8

contain conditional statements defining how MILS elements map to the corresponding 

DLMS elements. For example, the national stock number (NSN) element appears in 

record position 12 to 24 in both the MILS BG1 and BG2 while other MILS transaction 

formats use record position 8 to 20, all of which map to a single element (LIN03) in 

DLMS 527R. The MILS-DLMS maps comprise two sections. 

C8.4.2. MILS Section of the Data Map. The legacy 80 record position MILS 

format is a fixed-length data format, meaning each data value resides in a specific 

range within the record layout. The MILS section of the map comprises three parts: 

field name, record position and conditions for translation (if required).

 C8.4.2.1. Field name is the data member within the data structure.

 C8.4.2.2. Record position defines the beginning and ending position of the 

data value within the data structure.

 C8.4.2.3. The translation describes the conditions for mapping the data 

between the MILS and DLMS formats.

 C8.4.2.3.1. The mapping describes how an individual MILS transaction 

is translated to the DLMS. The conditional mapping also provides information about 

values within the record.

 C8.4.2.3.2. For example, the MILS transaction format is limited to a 

fixed number of columns; DLMS are variable length format and do not have the same 

restriction. In the MILS quantity field, M is used to designate thousands. The map 

translates M to 000 so the value stored in the DLMS is a numeric quantity.

C8.4.3. DLMS Section of the Data Map. The DLMS section of the data map 

comprises three parts: DLMS Data Element, Table, and Update information. The DLMS 

data element relates back to the MILS field name (if one exists) and its MILS record 

position. In many cases the MILS record position will be “none” because the DLMS 

transaction is an expanded/enhanced version of the legacy 80 record position MILS 

transaction. DLMS are designed to support new elements and features that do not exist 

in the MILS version of the transactions. The table column (next to last column in Figure 

C8.F3.) is an X12 EDI concept and exists to distinguish among the header, detail, and 

summary segments of the X12 transaction. DLMS data elements in Table 1 (header 

segments) contain the transaction information, receiving location and routing 

information. DLMS data elements in Table 2 (detail segments) contain the values to be 

used for processing the transaction. DLMS data elements in Table 3 (summary 

segments) contain summary data for the transaction.
DLM 4000.25, Volume 1, May 19, 2014

C8-3 CHAPTER 8

Figure C8.F3. Partial Example of the DLMS 527R Material Due In and Receipt Map

527 MATERIAL DUE-IN AND RECEIPT (D4,D6,DZK,BAY,D6T,Z6T,Z4S, Z6S,BG1,BG2)

Field Name Record Position 

(DLSS)

Conditions DLMS Data Element Table Updated

Transaction Set 

Identifier Code

None None ST01=527 1 

Transaction Set 

Control Number

None None ST02= Serial Number 1 

Beginning 

Segment

None If RP1=D or BAY

If RP1=E

Unit of use Indicator

– Ext Data

If RP1-2=D4, D6, 

and RP1-2=Z4, Z6, 

or BAY

If RP1-3=DZK and 

RP54-55=D4 or D6

BR01=00 

BR01= 77 

BR01=ZZ

BR02=D4

BR03=()CCYYMMDD

BR06=W1

BR09=()HHMM

1 ADC381

8/10/10

Receiving Location 67-69 If RP1-3≠BAY or 

RP1-2=Z4 or Z6

N101=RC

N103=M4

N104=RP 67-69

N106=FR

1 11/1/06

Receiving Location 78-80 If RP1-3=BAY N101=RC

N103=M4

N104=RP 78-80

N106=FR

1 10/1/04

Routing Identifier 72-74 IF RP1-3=BG1 or 

BG2

N101=RC

N103=M4

N104=RP 72-74

N106=FR

1 ADC 261

4/25/08

Local Stock 

Number

8-20 DLA Navy BRAC-Ext 

Data

LIN02=SW

LIN03=LSN

2 ADC 381

8/10/10

National Stock 

Number

None DLA Navy BRAC-Ext 

Data

(LIN02=SW)

LIN04=FS

LIN05=NSN

2 ADC 381

8/10/10

Local Stock 

Number

None DLA Marine BRAC –

Ext Data

LIN04=SW

LIN05=LSN

2 ADC 

381A1

10/19/10

Materiel Control 

Tracking Tag 

Number

8-20 DLA Navy BRAC-Ext 

Data

LIN02=ZR

LIN03=MCT Tag Nbr

2 ADC 381

8/10/10

Funds 

Appropriation

None DLA RBI - Extended 

Data

FA201=18

FA202=Appropriation

2 PDC 434

7/6/11

Number Of 

Included Segments

None None SE01=Total Number Of 

Segments

2

Serial Number None Must Equal ST02 SE02=Serial Number 2

Legend: MILS Conditions DLMS
DLM 4000.25, Volume 1, May 19, 2014

C8-4 CHAPTER 8

C8.4.4. XML Mapping. There are no MILS to XML maps. DLMS XML is “EDI 

based”. This means the segments, elements, and looping structure of the EDI 

transaction are exactly the same in XML as they are in EDI. For example, if the routing 

identifier code (RIC) is stored in the “N104” element in EDI, XML will use “N104” as the 

XML tag name when storing the RIC value in XML (e.g., <N104>S2B</N104>).

C8.5. USING THE MAPS

C8.5.1. DAAS business rules define the routing of transactions and the type of 

transactions used by each communication system (e.g. EDI, XML, MILS). The DLMS 

maps are used when the data needs to be transformed between MILS and EDI/XML.

C8.5.2. DAAS uses the DLMS maps to translate the input file from one format to 

another. Missing data, incorrect data types, values outside the parameters and many 

other reasons can cause the transaction to reject. If the transaction is rejected, DAAS

sends a notification back to the source system so the transaction can be corrected and 

resubmitted.

C8.5.3. Components migrating to the DLMS will need to locate the MILS format 

within the DLSS/DLMS cross reference table. The cross reference will indicate the 

correct DLMS transaction for a given MILS transaction. Components should compare 

the MILS format to any existing Service unique formats and document any deltas. The 

DLMS transactions can be updated in response to changing business needs. If the 

Component has a unique requirement, a Proposed DLMS Change (PDC) can be 

submitted to have the specific transaction enhanced (Volume 1, Chapter 3 of this 

manual).
DLM 4000.25, Volume 1, May 19, 2014

C9-1 CHAPTER 9

C9. CHAPTER 9 

LOGISTICS DATA RESOURCE MANAGEMENT 

SYSTEM 

C9.1. PURPOSE. This chapter provides basic information about DLMS data 

dictionaries and simple navigation in the Logistics Data Resource Management System 

(LOGDRMS). The data maintenance process is described in C5.3 and C5.4.

C9.2. LOGDRMS. LOGDRMS is the online repository of Defense Logistics 

Management Standards (DLMS) data elements, definitions, qualifiers, and the DLMS 

Supplement (hereafter referred to as DLMS Implementation Convention (IC)) 

transaction structures. 

C9.3. ACCESS. The LOGDRMS website is publically accessible from the Defense 

Enterprise Data Standards Office Website. There is no logon or common access card 

(CAC) requirement to see data on LOGDRMS. Only unclassified, publicly releasable 

content is to be provided on LOGDRMS. 

C9.4. HOMEPAGE. The LODGRMS homepage contains overview information and 

links to the suite of directories in LOGDRMS. LOGDRMS contains three views with sub 

directories. Figure C9.F1 shows the expanded definition for the three views identified 

below.

• DLMS Data Element Dictionary/Directory (DEDD)

• Dictionary/Directory of DLMS Qualifiers (Reference Tables) 
DLM 4000.25, Volume 1, May 19, 2014

C9-2 CHAPTER 9

ANSI X12 Repository Figure C9.F1. LOGDRMS Home Page

C9.4.1. DLMS Data Element Dictionary/Directory. The DEDD is the central 

directory for all DoD logistics data elements used in the DLMS. Entries are made for 

core, domain, and DLMS data element definitions. Select one of the three elements 

shown below from the drop down list and click the search button next to the element to 

show the details of the element (Figure C9.F2).

• Core Elements

• Domain Codes and Qualifier Element

• DLMS Element

Core Elements, Domain/Qualifiers, and DLMS Elements are discussed in more detail 

in the following subsections. 
DLM 4000.25, Volume 1, May 19, 2014

C9-3 CHAPTER 9

Figure C9.F2. DLMS Data Element Dictionary

C9.4.1.1. Core Elements

 C9.4.1.1.1. This section describes the results of selecting a Core data 

element from Figure C9.F2. A Core data element is a logical concept that is the 

foundation for one or more DLMS elements. The Core data element page (Figure 

C9.F3) will display the applicable Core data element, related DLMS data elements, and 

applicable domain data (data codes). It will also show associated DLMS IC, numbers 

with identified location(s) within each IC.

 C9.4.1.1.2. For example, the Core data element “DoDAAC (Department 

of Defense Activity Address Code)” (Figure C9.F3.), displays the core definition that 

underlies the use of DoDAAC with the DLMS and the associated DLMS data elements 

(e.g. DoDAAC - BILL AND SHIP TO PARTY, DoDAAC - BILL TO PARTY (FOR 

DISPOSAL OF HAZARDOUS MATERIEL)).

 C9.4.1.1.3. Clicking on the “Logistics Qualifier Link” (Figure C9.F3.) will 

display the page for a linked qualifier, if there is a qualifier reference table for the 

element.
DLM 4000.25, Volume 1, May 19, 2014

C9-4 CHAPTER 9

Figure C9.F3. DLMS Core Element Example

 C9.4.1.2. Domain Codes. This section describes the results of selecting a 

Domain from Figure C9.F2. Domain codes are DoD codes mapped to codes of an ASC 

X12 standard element. The X12 code may or may not match the DoD code, but should 

be as close as possible. For example, Unit of Measure (UoM) (core data element) 

contains set of measurement values: Cubic Foot, GA-Gallon. “Type of Unit Price Code” 

has codes associated with the Core data element, (Figure C9.F4.). Even though every 

Core Element is in the Domain drop down list, not every Core data element has Domain 

codes. The Domain result page may also link to a DLMS qualifier list.
DLM 4000.25, Volume 1, May 19, 2014

C9-5 CHAPTER 9

Figure C9.F4. Domain Example

 C9.4.1.3. DLMS Data Elements. This section describes the results of 

selecting a DLMS Element from Figure C9.F2. above. DLMS elements are the 

functional data standards for the logistics community and are the basis for identifying 

transaction data requirements. For example, the core data element, “Department of 

Defense Activity Address Code (DoDAAC)”, is the parent and includes DLMS data 

variations like “DoDAAC – Bill To Party” and “DoDAAC – Delivery Address”. The results 

of the DLMS inquiry will display a list of DLMS ICs in which the DLMS data element are 

used (Figure C9.F5.).
DLM 4000.25, Volume 1, May 19, 2014

C9-6 CHAPTER 9

Figure C9.F5. DLMS Data Elements

 C9.4.1.4. DLMS Implementation Convention Inquiry. This section describes 

the results of searching a DLMS IC from Figure C9.F2. above. The resulting DLMS IC 

will display all associated DLMS data elements, X12 qualifiers, and locations in a 

particular IC. The example in Figure C9.F6. shows the results for DLMS 

IC“004010F511R4RA05”. 
DLM 4000.25, Volume 1, May 19, 2014

C9-7 CHAPTER 9

Figure C9.F6. DLMS Implementation Convention Inquiry

C9.4.2. DLMS Qualifiers. In Figure C9.F7., the DLMS Qualifiers page provides a 

way to browse or search for the DLMS managed code lists used in the DLMS IC. The 

DLMS Qualifiers represent a combination of DoD logistics functional data elements for 

which the authoritative source is DLM 4000.25, Defense Logistics Management 

Standards manual. 
DLM 4000.25, Volume 1, May 19, 2014

C9-8 CHAPTER 9

Figure C9.F7. DLMS Qualifiers

 C9.4.2.1 Users may enter specific keyword searches to retrieve the desire 

Qualifier lists, however the best way to view the information is to click on the “Complete 

Listing” tab for a comprehensive view of all Qualifiers, as shown in Figure C9.F8.

Figure C9.F8. Complete DLMS Qualifiers

 C9.4.2.2. External qualifiers are DoD codes recognized within the X12 

Standard as being managed by an external source. For most qualifiers in DLMS, the 

Defense Enterprise Data Standards Office is the recognized code source. The DLMS 

also use qualifier codes from other sources such as U.S. Transportation Command 
DLM 4000.25, Volume 1, May 19, 2014

C9-9 CHAPTER 9

(USTRANSCOM) for certain transportation related code lists. A qualifier code value will 

always be the code transacted. Most of the DLMS qualifiers are registered under ASC

X12 Data Element 1270 (Code List Qualifier Code) and are used in Data Segment LQ 

identifying the coded entry to its qualifier. The presence of an asterisk (*) in the qualifier 

code indicates one of the following conditions:

• The entry represents a conversion guide required or used in the legacy 80 

record position Defense Logistics Standard Systems (DLSS)/DLMS translation 

process. The conversion guide is available on the DLMS Website.

• The entry shows a secondary sequence of a data code within a qualifier 

(alphabetic/alphanumeric code sequence or clear-text name),

• The entry is a guide for cross-reference of DoD Document Identifier Codes 

(DIC) to DLMS ICs.

• The entry identifies a DoD managed code list (qualifier not in the X12 DE1270 

code list).

C9.4.2.3. Service and Agency Code Example. Selecting “Service and 

Agency Code” from Figure C9.F8. above will display a list of valid codes and associated 

agency names and usage criteria. For example, B – US Army, FMS AND GRANT AID 

USE ONLY and C – US Army, CONTRACTOR USE ONLY. The results of the inquiry 

are displayed as shown in Figure C9.F9.
DLM 4000.25, Volume 1, May 19, 2014

C9-10 CHAPTER 9

Figure C9.F9. DLMS Qualifier 71

C9.4.3. ANSI X12 Repository. The ANSI X12 Repository reflects the ANSI X12 

structures of the DLMS ICs, leaving out the notes. The side navigation bar for 

LOGDRMS has links to the DLMS IC, segments, composite data elements, simple data 

elements views. The structures are hyperlinked to enable browsing up or down the 

parent/child relationships of the structures. The details of X12 concepts are described in 

Chapter 6.

 C9.4.3.1. Directory of DLMS Implementation Conventions. A directory of all 

DLMS ICs in abbreviated format, i.e., transaction set identifying all American National 

Standards Institute (ANSI) Accredited Standards Committee (ASC) X12 data segments 

and simple/composite data elements. This directory also identifies applicable X12 

version and release (Figure C9.F10.). NOTE: The authoritative source for the DLMS IC 

is located on the DLMS IC page. 
DLM 4000.25, Volume 1, May 19, 2014

C9-11 CHAPTER 9

Figure C9.F10. DLMS Implementation Conventions

 C9.4.3.2. Once a user clicks on “View” link in Figure C9.F10. (e.g., 511R), 

the DLMS IC Transaction Set Specifications will be displayed (Figure C9.F11.). 

Figure C9.F11. Implementation Convention Transaction Set Specifications
DLM 4000.25, Volume 1, May 19, 2014

C9-12 CHAPTER 9

 C9.4.3.3. Directory of DLMS Segments. This directory identifies only those 

X12 segments that are used in the DLMS ICs (Figure C9.F12.). 

Figure C9.F12. Segments

 C9.4.3.4. Once a user clicks on “View” link in Figure C9.F12, (e.g., 

“Beginning Segment”), the Segment Specifications will display (Figure C9.F13.).

Figure C9.F13. Segment Specifications
DLM 4000.25, Volume 1, May 19, 2014

C9-13 CHAPTER 9

 C9.4.3.5. Directory of ANSI ASC X12 Simple Data Elements. Figure C9.F14. 

shows X12 data elements used in DLMS ICs.

Figure C9.F14. X12 Simple Data Elements

 C9.4.3.6. Once a user clicks on “View” link in Figure C9.F14., (e.g., 

“Commodity Code Qualifier”), the DLMS Simple Data Element Specifications will be 

displayed (Figure C9.F15.).

Figure C9.F15. X12 Simple Data Element Specifications
DLM 4000.25, Volume 1, May 19, 2014

C9-14 CHAPTER 9

 C9.4.3.7. Directory of ANSI ASC X12 Composite Data Elements. Figure 

C9.F16. lists the Composite Data Elements, which are intermediate units of information 

in a segment consisting of two or more simple data elements.

Figure C9.F16. X12 Composite Data Elements

 C9.4.3.8. Once a user clicks on “View” link in Figure C9.F16., (e.g., 

“Composite Unit of Measure”), the DLMS Composite Data Element Specifications will 

be displayed (Figure C9.F17.). 

Figure C9.F17. Composite Data Element Specifications
DLM 4000.25, Volume 1, May 04, 2018

Change 6

AP1-1 APPENDIX 1

AP1. APPENDIX 1 

REFERENCES

References1 in this manual are linked to the authoritative sources from the Defense 

Enterprise Data Standards Office Website for the following publication categories: 

Defense Logistics Manuals: www.dla.mil/DLMS-Pubs 

Discrepancy Status or Disposition (Reply) Code2: https://logdrms.dla.mil 

The following references are listed in the order they appear in the text of the manual:

Document

DODI 5000.64, “Accountability and Management of DoD Equipment and Other 

Accountable Property,” May 19, 2011

DoD 7000.14-R, “Department of Defense Financial Management Regulations (FMR)”

DoDI 4140.01, "DoD Supply Chain Materiel Management Policy," December 14, 2011

DoDM 4140.01, "DoD Supply Chain Materiel Management Procedures: Operational 

Requirements," February 10, 2014

DoD Directive 8190.01E, “Defense Logistics Management Standards (DLMS),” January 

9, 2015 

DLM 4000.25-4, “Defense Automatic Addressing System (DAAS)” June 5, 2012

Federal Acquisition Regulation (FAR) and the Defense Federal Acquisition Regulation 

Supplement (DFARS), various dates

DTR 4500.9-R, “Defense Transportation Regulation,” varies by volume

DLAI 4145.4 AR 740-3 AFMAN 23-125(IP) NAVSUPINST 4400.100A MCO 4450.15A, 

“Stock Readiness,” November 9, 2012

DoD Instruction 3110.06, “War Reserve Materiel Policy,” June 23, 2008 

DoD 4140.27, "DoD Shelf-life Management Program," July 6, 2016 

 Volume 1 Program Administration

 Volume 2 Materiel Quality Control Storage Standards

1 On line sources are identified when known

2 See Defense Logistics Management Standards, Volume 2, Chapter 17, Supply Discrepancy Reporting.
DLM 4000.25, Volume 1, May 04, 2018

Change 6

AP1-2 APPENDIX 1

DoD 4140.25-M, “DoD Management of Bulk Petroleum Products, Natural Gas and 

Coal,” varies by volume

DoD 5200.8-R, “Physical Security Program,” May 27, 2009

DoD 4100.39, "Federal Logistics Information System (FLIS) Procedures,” March 8, 2017

DoD 5100.76-M, "Physical Security of Sensitive Conventional Arms, Ammunition, and 

Explosives (AA&E)," April 17, 2012 

Federal Management Regulation (FMR), September 22, 2016

DLM 4000.25-2, “Military Standard Transaction Reporting and Accountability 

Procedures (MILSTRAP)”

DoD Directive 5160.65, “Single Manager for Conventional Ammunition,” August 1, 2008

DoD 4140.26-M, "DoD Integrated Material Management (IMM) for Consumable Items,"

September 24, 2010

Army Materiel Command Regulation (AMC-R) 700-99/Naval Supply Systems Command 

Instruction (NAVSUPINST) 4790.7/Air Force Logistics Command Regulation (AFLCR) 

400-21/Marine Corps Order (MCO) P4410.22, “Logistics Wholesale Inventory 

Management and Logistics Support of Multi-Service Used Non consumable Items

DoD 4160.21, “Defensive Materiel Disposition: Disposal Guidance and Procedures,” 

October 22, 2015

MIL-STD-129R, “Military Marking for Shipment and Storage,” February 18, 2014

DLAR 4155.3/AR 30-12/NAVSUPINST 4355.2/AFR 74-5/MCO 10110.21F, "Inspection 

of Subsistence Supplies and Services," November 3, 1986

DoD Directive 5410.12, “Economic Adjustment Assistance to Defense-Impacted 

Communities,” July 5, 2006 

Disposition Services I4160.14, “Operating Instructions for Disposition Management,”

May 12, 2008

DLM 4000.25-1, “Military Standard Requisitioning and Issue Procedures (MILSTRIP),” 

June 13, 2012

29 CFR 1910.1200(b)(6)

DoD 4140.65-M, “Compliance For Defense Packaging: Phytosanitary Requirements for 

Wood Packaging Material (WPM)”

DoDM 5200.01, "DoD Information Security Program," February 24, 2012

DLAR 4155.24/AR 702-7/SECNAVINST4855.5A/AFR 74-6, Product Quality Deficiency 

Report Program
DLM 4000.25, Volume 1, May 04, 2018

Change 6

AP1-3 APPENDIX 1

MIL-HDBK-701, “Blocking, Bracing and Skidding of Industrial Plant Equipment for 

Shipment and Storage”

MIL-STD-107, “Preparation and Handling of Industrial Plant Equipment (IPE) for 

Shipment and Storage”

MIL-STD-130, "DoD Standard Practice Identification Marking of U.S. Military Property"

National Archives Records Administration (NARA) General Records Schedule (GRS)

National Telecommunications and Information Systems Security Instruction (NTISSI) 

No. 4001, "Controlled Cryptographic Items"

DoD Directive 8320.2, “Data Sharing in a Net-Centric Department of Defense,” April 23, 

2007

DoD 5200.2-R “Personnel Security Program,” February 23, 1996

Foreign Assistance Act of 1961, as amended and the Arms Export Control Act of 1976, 

as amended

DoDI 4140.61, “Customer Wait Time and Time Definite Delivery”

PIEE Electronic Data Interchange Implementation Guides 
DLM 4000.25, Volume 1, January 22, 2024

Change 13 

AP2-1 APPENDIX 2

AP2. APPENDIX 2

TERMS AND DEFINITIONS

ACCESSORIAL COSTS OR CHARGES. Certain expenses incident to issues, sales, 

and transfers of materiel. They are defined to include: packing, handling, and crating 

costs; transportation costs; port loading and unloading costs; and positioning costs.

FOREIGN MILITARY SALES (FMS). Separate charges added to the standard 

price of materiel for each foreign military sales case. The charges cover expenses of 

packing, handling, crating, transportation, and supply operations associated with 

preparation and delivery of foreign military sales materiel.

LAND. Charges by a carrier for rendering service in addition to the line haul. 

Such services may include sorting, packing, cooling, heating, switching, delivering, 

storage, and reconsigning.

OCEAN. Those services for which the ocean carrier is not responsible under the 

terms of the applicable commercial tariff or Military Sealift Command (MSC) contract 

rate, but which are required to complete the receipt and delivery of freight between 

common carriers, consignors, or consignees.

ACCOUNTABILITY. (DoD) The obligation imposed by law or lawful order or regulation 

on an officer (accountability officer) or other person for keeping accurate record of 

property, documents, or funds. The person having this obligation may or may not have 

actual possession of the property, documents, or funds. Accountability is concerned 

primarily with records, while responsibility is concerned primarily with custody, care, and 

safekeeping.

ACCOUNTABLE OFFICER. See “Accountability.”

ACCOUNTABLE PROPERTY SYSTEM OF RECORD. The Government system used 

to control and manage accountable property records; a subset of existing organizational 

processes related to the lifecycle management of property; the system that is integrated 

with the core financial system. (Source: DODI 5000.64, May 19, 2011)

ACCOUNTABLE RECORD. See “Property Accountability Record.”

ACCOUNTING CLASSIFICATION REFERENCE NUMBER (ACRN). A two-position 

alphanumeric control code assigned (under DFARS 204.7108) to each accounting 

classification used in a single contract.

ACCREDITED STANDARDS COMMITTEE (ASC) X12. Accredited by the American 

National Standards Institute in 1979, ASC X12, Electronic Data Interchange, is a 

voluntary standards group charged with developing American National Standards for 

electronic data interchange.
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Change 13

AP2-2 APPENDIX 2

ACTION ACTIVITY. Any activity required to take action as a result of a supply 

discrepancy report (SDR), (e.g., distribution depot, inventory control point/integrated 

materiel manager, contract administration office, packaging control point, international 

logistics control office or shipping activity).

ACTIVE FILE. (DoD Small Arms/Light Weapons Registry (SA/LW) and Components 

Registry). A list of weapon serial numbers for which the Component Registry's Military 

Department or Agency maintains accountability.

ACTIVITY. A unit, organization, or installation performing a function or mission, (e.g., 

reception center, redistribution center, naval station, naval shipyard). 

(Source: JCS Publication 1-02, “DoD Dictionary of Military Terms.”)

ACTS OF GOD. Happenings outside the control of humans.

ADJUSTMENT REQUEST. Data forwarded to billing offices to request and provide 

information necessary for adjustment of billings. Adjustment requests also include 

follow-ups for adjustments for validated discrepancy reports and promised materiel 

return program credits.

ADJUSTMENTS, BOOK-TO-BOOK. Mismatches within the storage activity’s 

management system between the quantity-by-location and the owner balances.

ADJUSTMENTS, PHYSICAL INVENTORY. The accounting transaction that corrects a 

book balance to agree with the quantity of the item in storage. Such adjustments may 

result from (1) physical inventory, (2) a potential discrepancy revealed by a materiel 

release denial or location survey/reconciliation, (3) capitalization/decapitalization 

actions, (4) reidentification of stock, (5) type of pack changes, (6) catalog data changes, 

(7) supply condition and purpose code changes, etc.

ADMINISTRATIVE COSTS. General overhead expenses and other costs in operating 

the DoD or General Services Administration logistics systems that are incident to the 

issue, sale, or transfer of materiel and are not included in the price of the materiel, or as 

an accessorial cost.

ADVANCE PAYMENT. Amounts paid for materiel in advance of performance or 

delivery of the materiel. Amounts paid for other purposes in advance of the time the 

amounts are earned by the payee.

ADVICE CODE. A coding structure for the purpose of transmitting instructions 

considered by the creators of requisitions to be essential to the desired supply action. 

Insertion of advice codes is at the discretion of the initial document creator.

AERIAL PORT OF DEBARKATION (APOD). A station that serves as an authorized 

port to process and clear aircraft and traffic for entrance to the country where located. It 

is identified by a three-position Air Terminal Identifier Code 

(Reference DTR 4500.9-R, “Defense Transportation Regulation”).
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Change 13

AP2-3 APPENDIX 2

AERIAL PORT OF EMBARKATION (APOE). A station that serves as an authorized 

port to process and clear aircraft and traffic for departure from the country where 

located. It is identified by a three-position Air Terminal Identifier Code

(Reference DTR 4500.9-R, “Defense Transportation Regulation”).

AGENT (Depot Maintenance Interservice Support Agreement). The Military Service 

responsible for providing depot maintenance support to the Principal. (Source: 

OPNAVINST 4790.14A, et.al, “Joint Depot Maintenance Program,” March 31, 1999)

AGREEMENT LINE ITEM NUMBER (ALIN). Identifies an item of supply listed in an 

agreement document.

AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI). The national coordinator of 

voluntary standards for the United States and approves a standard only when it has 

verified evidence which the standards developer presents, showing that those whom the 

standard materially affects substantially agree by consensus to its provisions.

AMMUNITION/EXPLOSIVES. A device charged with explosives, propellants, 

pyrotechnics, initiating composition, nuclear, biological, or chemical materiel for use in 

connection with defense or offense, including demolitions. Ammunition that can be 

used for training, ceremonial, or nonoperational purposes is included.

ANTICIPATED NOT-MISSION-CAPABLE-SUPPLY (ANMCS). A condition which is 

anticipated to occur within 15 days in the continental United States (CONUS) or 20 days 

outside the continental United States (OCONUS) of the requisition date when the lack of 

items or equipment required causes mission-essential systems or equipment of being 

incapable of performing any of their assigned missions.

ASSEMBLAGE IDENTIFICATION NUMBER (AIN). AIN is a 2-position numeric 

ranging from 01-20 and is the second level identifier for medical and industrial kits/sets. 

It is system generated at the build manager level based on the number of kits required.

AVAILABLE FOR ISSUE BALANCE. The total balance on-hand by stock number at 

the storage location minus materiel allocated to fulfill release orders. 

BASIC ISSUE ITEM (BII). Those essential auxiliary items that are required to operate 

equipment and enable it to perform the mission and function for which it was 

designated.

BATCH SERIAL NUMBER. A consecutive number assigned by the paying office to 

each batch of contract payment notices. On October 1st, each batch for each 

accounting point begins with one. The batch serial number identifies the number of 

batches transmitted to the specific accounting point since the first day of the fiscal year.

BILL. A statement of the amounts owed for the transfer or sale of materiel and for the 

performance of services incident to the transfer.
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Change 13 

AP2-4 APPENDIX 2

BILL NUMBER. A five character alphanumeric identifier assigned by the billing office to 

identify a bill. The bill number is unique to the billing office DoD activity address code 

(DoDAAC) and may not be duplicated within a calendar year.

BILL OF LADING (B/L). The primary document used to procure freight and express 

transportation and related services from commercial carriers, including freight 

forwarders. 

BILL OF MATERIAL (BOM). A list of raw materials/component parts, etc. and the 

quantities of each needed to assemble/manufacture/repair an end item or final product.

BILLED ERROR. An error in a bill, at the summary bill or detail billing record level, 

which has one or more of the following characteristics: duplicates a previous bill or 

detail record; contains an error in amount; contains a SLOA data mismatch (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 in the 

transaction); provides an invalid fund code; assigns the wrong billed office, (i.e., 

designates the billed office in a manner that violates the requirements of Volume 4, 

Finance; was not billed under the proper method (noninterfund versus interfund); or 

should not have been billed, (e.g., was nonreimburseable, the requisition was cancelled, 

or accessorial charge was inappropriate)).

BILLED OFFICE. Any office designated to receive a bill.

BILLING DISCREPANCY. A discrepancy related to duplicate or multiple billings per 

individual shipment or a single billing with no ship line. Such discrepancies are 

reportable by security assistance customers on a supply discrepancy report. Within 

U.S. Government channels, all billing discrepancies will be processed under Volume 4, 

Finance.

BILLING OFFICE. An office that prepares bills for materiel’s and services subject to the 

requirements of Volume 4, Finance.

BILL OF MATERIAL (BOM). A list of raw materials/component parts, etc. and at the 

quantities of each needed to assemble/manufacture/repair an end item or final product.

BUILD DIRECTIVE NUMBER (BDN). BDN is a 4-position alphanumeric value used to 

identify a specific build order of a medical/industrial kit. It is system generated at the 

build manager level and serves as the first level identifier.

BUSINESS RULE. A statement that defines or constrains some aspect of the business. 

It is intended to assert business structure or to control or influence the behavior of the 

business.

CALL/ORDER NUMBER. A release against a basic contract. This is a legacy four -

position field (that must be used in conjunction with a legacy PIIN). The new identifier 

for call/order number under the PIID rules is designated by F or M in the 9th position of 

the PIID and is treated as a contractual document. See PIID definition. 
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CAPITAL EQUIPMENT. Capital equipment is defined as tangible personal property 

end items that: (1) have an acquisition cost at or above the current capitalization 

threshold, with a useful service life of two or more years; (2) are functionally complete 

for their intended purpose, durable, and nonexpendable; (3) are not intended for sale in 

the ordinary course of business; (4) do not ordinarily lose their identity or become a 

component part of another article when put into use; and (5) are available for the use by 

the reporting entity for its intended purpose (Reference DoDI 5000.64). Source of 

definition: Guidelines for Registering Government Serialization, Type Designation and 

Ownership of Major End Items, Assemblies and Subassemblies and Capital Equipment 

in the IUID Registry, Version 1.1 October 15, 2007. Serial number tracking does not 

automatically apply to capital equipment. The materiel owner will evaluate capital 

equipment items and assign the appropriate UIT designator code only when the item 

requires serial number tracking at the DoD level.

CAPITALIZATION. The receipt or transfer in of inventories from a different fund or fund 

subdivision without charge or income. The inventory increases the transferee's fund 

equity (capital) directly and does not increase operational income or expense.

CARE OF SUPPLIES IN STORAGE (COSIS). A program composed of a set of 

processes and procedures whose purpose is to ensure that materiel in storage is 

maintained in ready-for-issue condition or to prevent uneconomic deterioration of 

unserviceable materiel. With proper COSIS, supplies and equipment in storage will be 

preserved and maintained in a serviceable condition through inspection and actions 

taken to correct any forms of deterioration and to restore materiel to ready-for-use 

condition. The COSIS includes in-storage inspection, minor repair, testing, exercising, 

preservation, and packing of materiel, and all intra-depot materiel movement to perform 

those tasks.

REIMBURSABLE COSIS. Those COSIS activities such as testing, exercising, 

preservation, and packing of materiel in storage resulting from COSIS inspections and 

not funded under discrete pricing and, in general, entails those actions necessary to 

correct the problems with the materiel, and/or packaging identified by the routine 

COSIS. Reimbursable COSIS Includes the costs for any component parts required in 

performing minor repairs. This applies to both receipts from Military Service activities as 

well as materiel in storage, and includes both minor repairs and necessary packaging 

that will maintain the stored materiel in assigned materiel condition codes. Funding for 

this work is outside of the scope of the discrete pricing as defined in the Defense Capital 

Working Fund

STANDARD COSIS. Standard COSIS inspections are included in the discrete 

pricing rate and as a minimum, consist of an annual survey of the materiel in storage. 

The instructions in DLAI 4145.4/AR 740-3/AFJMAN 23-231/ NAVSUPINST, “Stock 

Readiness,” January 6, 2003, provide specifics for various materiel types and 

categories.

CENTRAL SERVICE POINT. A representative designated by each Service/Agency to 

update the DoD activity address directory (DoDAAD) and military assistance program 
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address directory (MAPAD) databases and to maintain liaison with Transaction Services

and the DoDAAD and MAPAD System Administrators.

CHANGE NUMBER. The change number is assigned by Transaction Services and 

consists of four positions, (i.e., a one-position calendar year code and a three-position 

serial number).

CLEAR TEXT ADDRESS. The in-the-clear address of the ship-to and/or the mark-for 

activity identified by the military assistance program address code (MAPAC).

COMMUNICATION ROUTING IDENTIFIER (COMMRI). A 7-character code that 

uniquely identifies an International Logistics Communication System (ILCS) account, 

established with the Transaction Services, to electronically transmit and receive logistics 

data between the foreign military sales and the US DoD supply systems.

COMPONENT REGISTRY. The Military Service or Defense Agency system which 

maintains visibility of all small arms and light weapons (SA/LW) serial numbers within 

that Component and provides the DoD SA/LW Registry with small arms and light 

weapons status.

CONSIGNEE. The recipient (unit, depot, or person) to whom cargo is addressed or 

consigned for final delivery. Activity that is receiving the product.

CONSIGNOR. The person or activity that is the supplier or shipper of a product. 

CONSTRUCTED DOCUMENT NUMBER. A document number created and used in 

place of the original requisition number when the original number cannot be determined. 

The constructed document number may be employed in reporting selected product 

quality and supply discrepancies. Under DLMS a constructed document number is 

identified through the use of a utilization code.

CONSTRUCTIVE DELIVERY. The delivery of materiel to a commercial carrier, freight 

forwarder, United States or international post office, or customer at point of production, 

storage, or test. Delivery is evidenced by completed copies of shipping documents, 

materiel shipment status of shipping documents, drop from inventory, or a list of 

deliveries in a post office.

CONTRACT ABSTRACT. A representation, in machine format, of key elements of 

contractual data that are used to establish the contract record in the recipient's 

database.

CONTRACT ADMINISTRATION OFFICE (CAO). A DoD contract administration 

service (CAS) DoD Component that performs assigned functions, or a purchasing office 

which retains functions related to the administration of contracts. (Included in this 

definition are all geographic and plant-type organizations engaged in the performance of 

field contract administration services.)
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CONTRACT LINE ITEM. An item of supply or service on a contractual document 

usually identified by a contract line item number (CLIN). (See DFARS 204.7103.)

CONTRACT MAINTENANCE. Any depot level maintenance performed under contract 

by commercial organizations, including original manufacturer. (Source: OPNAVINST 

4790.14.)

CONTRACT MODIFICATION. Any written alteration in the specifications, delivery 

point, rate of delivery, contract period, price, quantity, or other contract provision of an 

existing contract, whether accompanied by unilateral action under a contract provision, 

or by mutual action of the parties to the contract. It includes: (1) bilateral actions such 

as supplemental agreements; and, (2) unilateral actions such as change orders, 

administrative changes, notices of termination, and notices of the exercise of a contract 

option.

CONTRACTOR-FURNISHED MATERIEL (CFM). Materiel that the contractor is 

contractually required to provide. The source of supply for CFM may be the commercial 

market or the federal supply system when authorized by contract.

CONTROLLED INVENTORY ITEMS. Those items designated as having 

characteristics which require that they be identified, accounted for, secured, segregated, 

or handled in a special manner to ensure their safeguard or integrity. Controlled 

inventory item categories in descending order of degree of control normally exercised 

are, as follows:

CLASSIFIED ITEMS. Materiel that requires protection in the interest of national 

security.

PILFERABLE ITEMS. Materiel having a ready resale value or application to 

personal possession and which is, therefore, especially subject to theft.

SENSITIVE ITEMS. Materiel which requires a high degree of protection and 

control due to statutory requirements or regulations, such as narcotics and drug abuse 

items; precious metals; items which are of a high value, highly technical, or hazardous 

nature; and small arms, and ammunition. (See DoDM 4140.01, “DoD Supply Chain 

Materiel Management Procedures: Operational Requirements,” February 10, 2014.) 

CONVENTIONAL AMMUNITION. A device charged with explosives, propellants, 

pyrotechnics, or initialing composition for use in conjunction with defense or offense, 

including demolitions. Certain ammunition can be used for training, ceremonial, or nonoperational use.

CONTROL POINT. An activity designated by a Military Service, DLA or the General 

Services Administration (GSA) to monitor packaging discrepancies for their respective 

Service/Agency (S/A).

COUNTRY CODE. 1) Identifies the Geopolitical Entities, Names, and Codes (GENC) 

standard. The GENC standard is the U.S. government profile of ISO 3166 (Parts 1 and 
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2) names and code elements, with modifications only where necessary to comply with 

U.S. law and U.S. government recognition policy. The authoritative source for GENC is 

the Geopolitical Entities, Names, and Codes (GENC) Registry. 2) Country used for 

distribution and the physical location used for clear text addressing under DLMS.

COUNTRY REPRESENTATIVE/FREIGHT FORWARDER CODE. A code to identify 

the CR and/or FF authorized to received documentation and/or shipment for FMS 

transactions.

CRITICAL SAFETY ITEM (CSI). A part, assembly, installation, or production system 

with one or more essential characteristics that, if not conforming to the design data or 

quality requirements, would result in an unsafe condition that could cause loss or 

serious damage to the end item or major components, loss of control, or serious injury 

to personnel. Also called CSI. (See Joint Pub 1-02.)

CUSTODIAL ACCOUNTABILITY. The responsibility of the Single Manager for 

Conventional Ammunition (SMCA) to maintain data elements in the wholesale inventory 

record to reflect by ownership code the receipt, issue, balance, and other quantitative 

and financial data essential for proper control and management of assets which are in 

the single manager's custody but are owned by another DoD Component. Custodial 

accountability includes the responsibility to initiate and approve adjustment actions and 

financial liability investigation of property loss reports.

CUSTODIAL RESPONSIBILITY. The responsibility of a storage activity, depot, or 

agent, which is not the designated single manager, to maintain proper custody, care, 

safekeeping, receipt, issue, and balance data for stored DoD wholesale materiel.

CUSTOMER COLLABORATION. A confluence of strategic, tactical, and operational 

time base quantitative and qualitative sharing of information between DLA and its 

customer activities, including, but not limited to, formalized collaboration partnerships, 

exception handling by detection and notification, and DLA/customer collaborative 

demand planning.

CUSTOMER RETURN IMPROVEMENT INITIATIVE (CRII). A DLA program developed 

to reduce the likelihood that depots would receive nonconforming returned materiel.

DAMAGE. Partial or total marring of the appearance or reduction in usability of the 

materiel for its intended purpose. For security assistance, damage describes a 

condition creating impaired item functionality. Applicable to U.S. Postal Service and 

security assistance shipments only.

DATA ELEMENT. A basic unit of information in a business transaction.

DATA ELEMENT IDENTIFIER (DEI). A type of data qualifier used in the ANSI 

MH10.8.2 Format Header 07 to describe authorized DoD data elements.
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DATA IDENTIFIER (DI). A type of data qualifier used in the American National 

Standards Institute for Material Handling (ANSI MH10.8.2) Format Header 06 to identify 

authorized ANSI data elements

DATA ITEM. A subunit of descriptive information or value classified under a data 

element.

DATA MODEL. A visual depiction that identifies data, attributes, and relationships 

associated with other data.

DATA SEGMENT. A series of data elements defined and placed in a single group in a 

specific sequence. A data segment directory, defines the proper data element 

sequence for each data segment and is part of the ASC X12 standards.

DATE PACKED. (Shelf-Life Item). For all items required to be marked with date 

packed, the date packed will be that date on which the product was packaged in the unit 

container, regardless of dates of packing, shipping, or additional processing. 

(See DoDM 4140.27, “Volume 2, DoD Shelf-Life Management Program: Materiel 

Quality Control Storage Standards” July 6, 2016.) 

DECAPITALIZATION. The issue or transfer out of inventories to another fund or fund 

subdivision without expense or reimbursement. The cost of the inventory decreases the 

transferor's fund equity (capital) directly and does not increase operational expenses or 

income.

DEFENSE LOGISTICS MANAGEMENT STANDARDS (DLMS). A process governing 

logistics functional business management standards and practices across DoD. A 

broad base of business rules, to include uniform policies, procedures, time standards, 

transactions, and data management, designed to meet DoD requirements for global 

supply chain management system support. DLMS enables logistics operations to occur 

accurately and promote interoperability between DoD and external logistics activities at 

any level of the DoD organizational structure. The DLMS supports electronic business 

capabilities such as: ANSI Accredited Standards Committee (ASC) X12 EDI, upon 

which the DLMS transaction exchange was founded; automatic identification 

technology, including passive RFID and linear and 2D bar coding: extensible mark-up 

language (XML); and web-based technology. The DLMS encompasses standardization 

of logistics processes including, but not limited to: Military Standard Billing System 

(MILSBILLS), Military Standard Transaction Reporting and Accountability Procedures 

(MILSTRAP), Military Standard Requisitioning and Issue Procedures (MILSTRIP), and 

Supply Discrepancy Reporting.

DELIVERY TERM CODE (DTC). A code (prescribed in FMS cases) identifying the 

point at which the responsibility for moving an item as an FMS shipment passes from 

the United States DoD to the purchasing nation or international organization.

DEPARTMENT OF DEFENSE ACTIVITY ADDRESS CODE (DoDAAC). A distinctive 

code assigned to identify specific units, activities, and/or organizations. The first 

position indicates the Component or other Government element of ownership or 
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sponsorship. The remaining five positions are assigned under established products by 

the Service point of the participating Component.

DLMS TRADING PARTNER AGREEMENT. A written instrument of understanding 

negotiated between trading partners that specifies contractual matters and protocols 

regarding Government DLMS transactions. (Reference DLM 4000.25, “Defense 

Logistics Management Standards.”)

DEFENSE TRANSPORTATION SYSTEM (DTS). That portion of the worldwide 

transportation infrastructure that supports DoD transportation needs in peace and war. 

The DTS consists of two major elements: military (unique) and commercial resources. 

These resources include aircraft, assets, services, and systems unique to, contracted 

for, or controlled by the Department of Defense. The Defense transportation 

infrastructure, including ports, airlift, sealift, railway, highway, intransit visibility, 

information management systems, customs, and traffic management that the 

Department of Defense maintains and exercises in peacetime, is a vital element of the 

DoD capability to project power worldwide. It provides for responsive force projection 

and a seamless transition between peacetime and wartime operations.

DEMAND DATA EXCHANGE. A systematic method use for submitting collaborative 

customer projected supply plan materiel requirements to DLA.

DEPARTMENT OF DEFENSE SMALL ARMS/LIGHT WEAPONS (SA/LW) 

REGISTRY. DoD central repository for SA/LW serial numbers. The registry serves as 

the single point of access for inquires relating to the last known record of SA/LW serial 

numbers. Serial numbers are provided by the Component Registries on a scheduled 

and as required basis.

DEPOT. See “Storage Activity.”

DEPOT MAINTENANCE INTER-SERVICE SUPPORT AGREEMENT (DMISA). 

A formalized agreement similar to a contract whereby one Service (the Agent) obligates 

itself to provide depot maintenance support for another Service (the Principal). (Source: 

OPNAVINST 4790.14A, et.al) For the purpose of this manual, DMISA also covers depot 

maintenance provided for under inter-Service support agreements not covered by the 

referenced joint regulation.

DETAIL BILLING RECORD. The lowest level of detail in a bill. At this level of the bill, 

billings for materiel are identified by the transaction number. When more than one 

shipment is involved, the partial shipment, identified by a suffix, is the lowest level of 

detail.

DETERIORATION. A breakdown in composition of an item that makes it inferior in 

quality and value.

DIRECT PROCUREMENT METHOD (DPM). A method of personal property shipment 

in which the government manages the shipment throughout. Packing, containerization, 
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local drayage, and storage services are obtained from commercial firms under contract 

arrangements or by the use of government facilities and personnel.

DIRECT VENDOR DELIVERY (DVD). (DoD) A materiel acquisition and distribution 

method that requires vendor delivery directly to the customer.

DISPOSAL AUTHORITY CODE. A code entered on disposal related documentation to 

indicate that the item(s) being transferred to the DLA Disposition Services Field Office 

are authorized to be transferred to disposal because of instruction of the ICP/IMM 

relayed through the MRP or other proper authority.

DISTRIBUTION CODE. A code that indicates which activity will receive 100 percent 

supply status as well as other management data.

DISTRIBUTION DEPOT. See “Storage Activity.”

DISTRIBUTION SYSTEM. That complex of facilities, installations, methods, and 

procedures designed to receive, store, maintain, distribute, and control the flow of 

military materiel between the point of receipt into a DoD supply system and the point of 

issue to using activities and units. (See Joint Pub 1-02.)

DLMS SUPPLEMENT. An obsolete term for the composite guideline that documents a 

specific business interpretation of an ASC X12 transaction set standard. A DLMS 

Supplement defines the structure, content and DLMS business rules for a specific 

business interpretation; it maps application data requirements into specific data fields 

within the X12 transaction set (TS) and establishes parameters for its business usage 

for implementation in the DLMS. DLMS Supplements are also known as either DLMS 

Implementation Conventions or DLMS Logistics Implementation Conventions. The term 

DLMS Supplement has been superseded by either of the terms DLMS Implementation 

Convention or DLMS Logistics Implementation Convention.

DOCUMENT IDENTIFIER CODE (DIC). A means (legacy 80 record position ) of 

identifying a given product (i.e., requisition, referral action, status document, follow-up, 

cancellation) to the system to which it pertains and further identifies such data as to its 

intended purpose and usage and the operations dictated.

DOCUMENT NUMBER. A unique reference number assigned to a requisition or a 

release/receipt document in order to identify the transaction throughout the logistics 

system and for the life of the transaction until its retirement is authorized in official audit 

reports. The first six positions are the DoDAAC of the reporting activity; the next four 

positions are the year and three position numerical day of the year; the next position is 

the utilization code; and the last three positions are the activity serial number.

DoDAAC AUTHORITY CODE. Establishes a basis for restricting processing of 

DLSS/DLMS Requisition, shipping and billing transactions by establishing limitations on 

the authority of an individual activity assigned a DoDAAC to submit specifically identified 

transactions to the Defense Automatic Addressing System.
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DROP FROM INVENTORY. Reduction of the quantitative inventory balance.

DUNS (Data Universal Numbering System) NUMBER. A 9-digit numerical 

identifier/number created for an organization by Dunn & Bradstreet. A different DUNS 

number will be assigned for each physical location different address of an organization, 

as well as each legal division that may be co-located. A DUNS number is frequently 

required to register with the Central Contractor Registration (CCR). 

DUPLICATE BILL. An exact duplicate of a previous bill or a bill supported entirely by 

duplicate billing records.

DUPLICATE DETAIL BILLING RECORD. A second or subsequent detail billing record 

for a single shipment.

DUPLICATE SHIPMENT. A shipment which corresponds exactly to a previous 

shipment.

EFFECTIVE DATE. The five-position ordinal date (two-position year and three-position 

day) when an address (DoDAAD/MAPAD) change becomes effective.

ELECTRONIC MALL (EMALL). An internet-based electronic mall designed to make it

easier for customers to place and track orders and pay for products. For additional 

information see the DoD EMALL Website.

ENEMY ACTION. Those courses of action imposed by the enemy that could affect the 

friendly mission.

ENTERPRISE IDENTIFIER (EID). An identifier, which relies on the Unique Entity

Identifier (UEI) as a primary key for non-DoD entities, and an extended DoD activity 

address code (DoDAAC) for DoD activities. The Electronic Funds Transfer (EFT)

allows for the identification of payment location used by business partner (represented 

by a UEI) when that partner has multiple locations. Other alias identifiers recorded to 

date include the contractor and Government entity (CAGE) code, taxpayer identification 

number (TIN), Unique Entity Identifier (UEI), and Electronic Funds Transfer (EFT) 

Indicator. The UEI replaces the Data Universal Numbering System (DUNS) number as 

the official entity identifier for doing business with the federal government. The EFT 

replaces the “plus 4” element of the DUNS. 

UNIQUE ENTITY IDENTIFIER (UEI). A 12-character, alphanumeric value used as the 

official identifier for entities registered in the System for Award Management (SAM). 

The UEI replaces the DUNS number as the official identifier for doing business with the 

federal government.

ELECTRONIC FUNDS TRANSFER (EFT) INDICATOR. A four-character alphanumeric 

suffix to the unique entity identifier. The suffix is assigned at the discretion of the 

commercial, nonprofit, or Government entity to establish additional System for Award 

Management records to for identify alternative EFT accounts. This element is optional 

and only required if more than one funding account exists for the designated entity.
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ESSENTIALITY CODE. Indicates that the assembly or component is essential to the 

performance of the primary and/or secondary missions of the weapon system and/or 

end item. The degrees of assembly and/or component essentiality depend on the effect 

their failure would have on a weapon system and/or end item readiness.

EVIDENCE OF SHIPMENT. Any legible movement document or receipt, duly signed by 

a carrier representative, which shows that the United States has shipped or released 

the materiel in question to a carrier for shipment to the country's designated 

representative, constitutes evidence of shipment. Such documents generally show the 

quantity, national stock number (NSN), mode date, transportation control number 

(TCN), notice of availability (NOA) number/bill of lading (B/L)/parcel post insured, 

registered number, addressee, vessel, or flight number (to the extent possible), and 

name of shipper and carrier to include weight and cube information, and number of 

pieces, etc.

EXCEPTION MATERIEL. Security Assistance Program materiel which, due to its 

peculiar nature and increased transportation risks, requires special handling in the 

transportation cycle and deviation from normal shipping procedures. This includes 

classified materiel, sensitive materiel, firearms, explosives, lethal chemicals, and other 

dangerous and hazardous materiel that requires rigid movement control and air cargo of 

such size that the item exceeds commercial capability.

EXHIBIT LINE ITEM. An item of supply or service listed on an exhibit or schedule 

forming a part of the contractual document usually identified by an exhibit line item 

number (ELIN). (See DFARS 204.7105.)

EXPEDITED HANDLING SHIPMENTS. Items identified by special requirements 

handling codes (A, B, C, or D) in the requisitions. Items so identified override normal 

precedence in processing and moving shipments.

EXPIRATION DATE (Shelf-Life Item). The date beyond which non-extendible shelf-life 

items (Type I) should be discarded as no longer suitable for issue or use. 

(See DoD 4140.27-M, “Shelf-Life Item Management Manual”).

EXPIRED SHELF-LIFE. The length of time during which an item of supply, subject to 

deterioration or having a limited life which cannot be renewed, has expired.

FEDERAL SUPPLY CLASSIFICATION (FSC). The first 4-digits of the 13-digit national 

stock number. The FSC relates/separates items of supply.

FEDMALL. An internet-based electronic mall designed to make it easier for customers 

to place and track orders and pay for products. FedMall replaces DoD EMALL. For 

additional information see the FedMall Website.

FINANCIAL DISCREPANCY. The following definition applies to security assistance 

discrepancy reporting only. A discrepancy related to administrative and/or accessorial 

charges that will be processed by the Defense Finance and Accounting Service –

Denver, Deputy for Security Assistance (DFAS-DE/I).
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FIRE. A phenomenon of combustion manifested in light, flame, and heat.

FOLLOW-UP. Inquiry originated by an authorized source requesting the status of a 

previously submitted document.

FOREIGN MILITARY SALES (FMS). That portion of the United States security 

assistance authorized by the Foreign Assistance Act of 1961, as amended, and the 

Arms Export Control Act of 1976, as amended. This assistance differs from the 

International Military Education and Training Program in that the recipient provides 

reimbursement for defense articles and services transferred. Also called FMS. (See 

Joint Publication 1-02.)

FOREIGN MILITARY SALES (FMS) CASE DESIGNATOR. A unique designator within 

a single country assigned by the implementing Service to each FMS case, to identify a 

specific offer to a country. This designator stays with and identifies the sale or offer of a 

sale.

FOREIGN MILITARY SALES COUNTRY REPRESENTATIVE (CR). The designated 

country official (Consulate, Attaché, Director of Movements) duly authorized to control 

FMS case transactions.

FOREIGN MILITARY SALES FREIGHT FORWARDER/INTERNATIONAL FREIGHT 

FORWARDER. A private firm that serves as a contractual agent for the FMS customer. 

These companies, as a minimum, receive, consolidate, and stage materiel within the 

United States for onward shipment to the purchasing country.

FOREIGN MILITARY SALES OFFER RELEASE OPTION CODE.1 Method by which 

countries participating in the FMS program advise sources of supply by coded entry on 

requisitions whether or not prior notice to the freight forwarder or country representative 

(FF/CR) is required before release of materiel shipments. The type of offer release 

option will be determined as a result of negotiations between the CR and the Service at 

the time case agreement is reached and will prescribe actions required in regard to 

shipments against the case except when the shipping activity determines a need for 

added protection and/or controls covered under chapter C25, paragraph C25.11.

1. Type A. Shipments are to be released automatically by the shipping activity 

without advance notice.

2. Type X. The U.S. Service and the CR have agreed that the:

a. U.S. Service will sponsor the shipment to a country address. Under 

this agreement Block 34 (FF code) of the DD Form 1513 must contain “X” and a markfor code must be entered in Block 33. The MAPAD must contain the CC code and 

addresses for each type of address required; such as, parcel post, freight, and 

documentation. 

1 See DOD 5105.38-M for additional data concerning the use of these codes and complete instructions for 

preparing the DOD Offer and Acceptance.
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b. Shipments are to be made to an assembly point or staging area as 

indicated by clear text instructions on exception requisitions. Under this agreement 

block 34 of the DD Form 1513 must contain “W.” A mark-for code may be entered in 

Block 33 and the MAPAD must contain the mark-for code if the mark-for address is to 

be used on the shipment to the assembly point or staging area.

3. Type Y. Advance NOA to the FF/CR is required before release of shipments, 

but shipment may be released automatically if release instructions are not received by 

the shipping activity within 15 days subsequent to the date of the NOA.

4. Type Z. Advance NOA to the FF/CR is required before release of shipment 

and specific release/shipping instructions must be received by the shipping activity 

before shipment may be made.

FOREIGN ORIGIN. Those goods produced or manufactured in a foreign country 

located outside the CONUS, its possession, or Puerto Rico. It also includes those 

aforementioned that are physically located in bonded warehouses or foreign trade 

zones within the United States (U.S.), its possessions, or Puerto Rico, but it does not 

include foreign produced or manufactured goods that have otherwise been lawfully 

imported into the United States, its possessions, or Puerto Rico.

FREE-ON-BOARD (FOB) DESTINATION. Product is accepted at destination by the 

Government. Shipper provides transportation.

FREE-ON-BOARD (FOB) ORIGIN. Product is accepted at origin (source) by the 

Government. Government provides transportation with commercial carriers.

GAINING INVENTORY MANAGER (GIM). The inventory manager responsible for 

assuming wholesale materiel management functions.

GENERAL AGENCY AGREEMENT (GAA). Pertains to Government-owned ships 

operated under cost plus fixed-fee contracts by commercial ocean carriers acting as 

general agents for the Maritime Administration, U.S. Department of Commerce, with 

whom the MSC has entered into agreements for the exclusive use of such ships.

GLOBAL EXCHANGE (GEX). The Global Exchange eBusiness Gateway is the 

Electronic Data Interchange (EDI) hub for Department of Defense. The GEX functions 

as the single interface among Government and commercial trading partners conducting 

electronic commerce and EDI activities. It provides translation, routing, and archive 

services for EDI transactions that are sent between two or more Government systems 

or between Government systems and their commercial trading partners. There are two 

GEX sites operated by Transaction Services. 

GOVERNMENT-FURNISHED MATERIEL (GFM). Materiel in the possession of, or 

acquired by, the Government and later delivered or otherwise made available to a 

contractor. GFM is property that may be incorporated into or attached to a deliverable 

end item or that may be consumed or expended in performing a contract. GFM 

includes assemblies, components, parts, raw and processed materials, and small tools 

and supplies that may be consumed in normal use in performing a contract.
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GOVERNMENT-FURNISHED PROPERTY (GFP) INTRANSIT BALANCE. The total 

quantity of confirmed GFP shipments without a matching materiel receipt 

acknowledgment from the receiving activity. The MRA/TRA received from the customer/

DLA Disposition Services Field Office constitutes the receipt acknowledgment. The 

intransit balance is a cumulative calculation and is not restricted to activity occurring 

during the day or month being reconciled. For Air Force Contractor Inventory Control 

Points (CICPs), the intransit balance excludes property issued for local disposal, 

internal CICP deliveries, and customer pick-up. This is because property issued under 

these exclusions, will not be retained on an owner property record and intransit tracking 

is not required.

GRANT AID. Military assistance rendered under the authority of the Foreign 

Assistance Act of 1961, as amended, which provides defense articles and services to 

recipients on a nonreimbursable (grant) basis.

HANDGUNS. Handguns are divided into one of two major groups depending on the 

location of the chamber. Revolvers have a revolving chamber; pistols have a chamber 

integral with the barrel. Some handguns include single-shot pistols, revolvers, semiautomatic pistols, and fully automatic, or machine pistols.

HAZARDOUS MATERIEL (DANGEROUS GOODS). A substance of materiel that has 

been determined to be capable of posing an unreasonable risk to health, safety, and 

property when transported. This materiel includes explosives, gasses (compressed, 

liquefied, or dissolved under pressure), flammable liquids, flammable solids or 

substances, oxidizing substances, poisonous and infectious substances, radioactive 

substances, corrosives, and miscellaneous dangerous substances presenting real or 

potential hazards to life and property. Procedures for handling this materiel are 

specified in applicable publications of the Department of Transportation, the Interstate 

Commerce Commission, Federal Aviation Agency, U.S. Coast Guard, U.S. Agriculture 

Department, U.S. Public Health Service, Intergovernmental Maritime Consultative 

Organization, the International Civil Aviation Organization, and in federal or military 

documents. Dangerous goods are the term applied to hazardous materiel in 

international movement.

IMPLEMENTATION CONVENTION. The composite guideline that documents a 

specific business interpretation of an ASC X12 transaction set standard. Conventions 

define the structure, content and DLMS business rules for a specific business 

interpretation; it maps application data requirements into specific data fields within the 

X12 transaction set (TS) and establishes parameters for its business usage for 

implementation in the DLMS. DLMS Implementation Conventions are also known as 

either DLMS Supplements or DLMS Logistics Implementation Conventions. DLMS 

Implementation Conventions are also known as DLMS Logistics Implementation 

Conventions, particularly by the DoD Transportation community. DLMS Implementation 

Conventions were formerly known as DLMS Supplements.
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INCORRECT ITEM. An item received in lieu of the item requisitioned. This is an 

erroneous item shipped due to shipper error and not an intended 

interchangeable/substitute item. See also, WRONG ITEM.

INTEGRATED MATERIEL MANAGER (IMM). Any DoD activity or agency that has 

been assigned wholesale materiel management responsibility for the Department of 

Defense and participating Federal Agencies. Integrated wholesale materiel 

management responsibilities include requirements determination, procurement, 

distribution, overhaul, and repair of reparable materiel, and disposal of materiel. (See 

DoDM 4140.01.)

INTERCHANGEABLE/SUBSTITUTABLE ITEM. An item that possesses such 

functional and physical characteristics as to be equivalent in performance, reliability, 

and maintainability, to another item of similar or identical purposes, and is capable of 

being exchanged for the other item without selection for fit or performance, and without 

alteration of the item itself or of adjoining items, except for adjustment. (See DoDM 

4140.01.)

INTERFUND BILL. A bill processed under the interfund billing system. These bills are 

not only "bills" but notices to the billed office that its funds have been disbursed and the 

bill "paid."

INTERFUND BILLING SYSTEM. An automated billing fund transfer system.

INTERMEDIATE DEFENSE FUEL SUPPORT POINT (DFSP). Bulk fuel storage facility 

where product is stored for subsequent issue to multiple end customers.

INTERNATIONAL LOGISTICS CONTROL OFFICE (ILCO). The central U.S. Military 

Service control point in CONUS that monitors requisitions and related transactions for 

FMS and Military Sales and Grant Aid (GA).

INTER-SERVICE SUPPORT. Action by one Military Service, or element thereof, to 

provide logistic and/or administrative support to another Military Service, or element 

thereof. Such action can be recurring or nonrecurring in character, on an installation, 

area, or worldwide basis. 

INTO-PLANE. A supply technique whereby the U.S. Government contracts with a 

contractor to refuel military aircraft at commercial airports. The contractor supplies the 

fuel, lube oil, and refueling facilities (storage tank, vehicle, and equipment). The use of 

Government refueling trucks, equipment, bladders, etc., is not authorized unless so 

stipulated in the into-plane contract. (NOTE: Commercial aircraft under a Government 

charter may be refueled at into-plane locations; and occasionally, into-plane locations 

may be at a military base.)

INTRA-SERVICE SUPPLY. Exchange of materiel, inventory control documentation, 

and other management data within or between the distribution systems of a single 

Service or Agency.
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INTRA-THEATER. Movement of materiel from a point in a theater to another point 

within the same theater.

INVENTORY. Materiel, titled to the U.S. Government, held for sale or issue, held for 

repair, or held pending transfer to disposal.

INVENTORY CONTROL POINT (ICP). An organizational unit or activity within a DoD 

supply system that is assigned the primary responsibility for the materiel management 

of a group of items either for a particular Service or for the Defense Department as a 

whole. Materiel inventory management includes cataloging direction, requirements 

computation, procurement direction, distribution management, disposal direction, and, 

generally, rebuild direction. (Source: JCS Publication 1-02.)

INVENTORY LOT/SEGMENT. A sub grouping of the total items in storage for the 

purpose of physical inventory counting or record reconciliation. The lot/segment is 

generally by Federal supply classification (FSC), warehousing, picking station, or some 

form of commodity grouping.

INVENTORY, SCHEDULED. A physical inventory that is to be conducted on a group of 

items within a specified period of time, according to an established plan. There are two 

types of scheduled inventories:

INVENTORY, COMPLETE. An inventory of all conditions of all stock numbers 

within specified categories.

INVENTORY, SAMPLE. A sample of items selected from an inventory lot in 

such a manner that each item in the lot has an equal opportunity of being included in 

the sample

INVENTORY, UNSCHEDULED. A physical inventory which is to be conducted on a 

specific item as a result of some unscheduled inventory requirement such as an 

inventory manager or locally initiated request, materiel release denial, location survey or 

location reconciliation request. There are two types of unscheduled inventories:

INVENTORY, SPECIAL. A physical inventory of a specific item(s) as a result of 

a special requirement generated by the record reconciliation program, pre-procurement, 

or any other reason deemed appropriate by the item manager, Accountable Property 

Officer (APO), or the APO designated representative, or the storage activity.

INVENTORY, SPOT. A physical inventory required to be accomplished as a 

result of a total or partial materiel denial.

ISSUING AGENCY CODE. The IAC represents the registration authority that issued 

the enterprise identifier. The value for the IAC is assigned by the Registration Authority 

for ISO/IEC 15459-2, Registration Procedures. The current Registration Authority of 

ISO/IEC 15459-2 is NEN – Nederlands Normalisatie-Instituut.
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ITEM. An item is a single hardware article or a unit formed by a grouping of 

subassemblies, components or constituent parts. In the DoD, an item is any article 

produced, stocked, stored, issued, or used; or any product, including systems, materiel, 

parts, subassemblies, sets and accessories.

ITEM DEFICIENCY. See SF 368, “Product Quality Deficiency Report.”

ITEM UNIQUE IDENTIFICATION (IUID) OF ITEMS. The application of a set of data 

elements that is globally unique and unambiguous, ensures data integrity and data 

quality throughout life, and supports multifaceted business applications and users. (See 

UNIQUE ITEM IDENTIFIER for additional definitions of IUID related terms)

JOINT COLLABORATION AGREEMENT. A collaborative and coordinated consensus 

between DLA and customer activities that cites mutual responsibilities and expectations 

of both parties in the process of demand data exchange (DDE).

LATENT DEFECTS. This definition is provided for supply discrepancy reporting of 

product quality deficiencies against security assistance shipments. A deficiency in an 

article that effects item operability and is not normally detected by examination or 

routine test, but which was present at the time of manufacture.

LATERAL REDISTRIBUTION. . The release and shipment of materiel from a post, 

camp, station, or base to another similar activity to satisfy a specific demand.

LESS THAN RELEASE UNIT (LRU). A shipment unit that can be shipped without 

requiring an export release from the appropriate authority.

LETTER OF OFFER AND ACCEPTANCE. The U.S. document by which the U.S. 

Government offers to sell defense articles and defense services to a foreign 

government or international organization. The LOA lists the items and/or services, 

estimated costs, the terms and conditions of sale, and provides for the foreign 

government’s signature to indicate acceptance.

RECORD RECONCILIATION PROGRAM. Consists of actions required to assure 

compatibility between the assets in storage and the locator records and between the 

locator records and the accountable records. Record reconciliation programs may 

include quantity. This program is accomplished in two phases:

LOCATION RECONCILIATION. A match between valid storage activity records 

and the accountable records, in order to identify and correct situations where items are 

in physical storage but not on record, on record but not in storage, or where common 

elements of data, including quantity, do not match. Research of mismatches, including 

special inventories when required, results in corrective action.

LOCATION SURVEY. A physical verification, other than actual count, between 

actual assets and recorded location data to ensure that all assets are properly recorded 

as to location, identity, condition, and unit of issue.
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AP2-20 APPENDIX 2

LOCATION RECONCILIATION DISCREPANCIES. Location reconciliation 

discrepancies are classified into one of four categories as listed below:

a. Owner/Manager Record. Shows balance for storage activity; no location 

reconciliation transaction received (Type I Location Reconciliation Error).

b. Location Reconciliation Transaction. Received from storage activity; no 

corresponding owner/manager record (Type II Location Reconciliation Error).

c. Mismatch of Data Elements. Mismatch of any of the following (Type III 

Location Reconciliation Error):

1). Unit of issue.

2). Ownership/manager identifier.

3). Controlled inventory item code (see DoD 4100.39-M, “Federal Logistics 

Information Service (FLIS) Procedures Manual,” Volume 10).

4). Type of pack code (subsistence).

5). Shelf-life code.

6). Date packed/expiration date (subsistence only).

d. Quantity Discrepancy (Type IV Location Reconciliation Error).

LOCATION SURVEY DISCREPANCIES. Location survey discrepancies are classified 

into one of three categories as listed below:

a. Locator Record Deleted. The removal or change of a locator record when 

there is a recorded location but there are no physical assets unless the location is being 

held open for new receipts (Type I Location Survey Error). 

b. Locator Error Established. The recording of locations when assets are 

physically found in storage and no locator records exist, or when the recorded stock 

number disagrees with the materiel in the location (Type II Location Survey Error).

c. Locator Record Corrected. Changes to the locator record when physical 

materiel characteristics differ from any of the following data elements (Type III Location 

Survey Error):

1). Unit of issue

2). Supply condition code.

3). Controlled inventory item code (see DoD 4100.39-M, Volume 10). 

Verification of the code must consist of ensuring that assets are stored in areas 

providing the degree of security commensurate with the assigned code.
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AP2-21 APPENDIX 2

4). Type of pack code.

5). Lot number or unique item identifier (for ammunition only).

6). Completeness and accuracy of magazine data card (for ammunition only).

LOGISTICS REASSIGNMENT (LR). The transfer of IMM responsibilities from one 

manager to another. (See DoDM 4140.01.)

LOOP. A group of semantically related segments in ANSI ASC X12 Transactions. An 

example is the N1 loop, which contains name and address information.

LOSING INVENTORY MANAGER (LIM). The inventory manager responsible for 

relinquishing wholesale materiel management functions.

LOT/SEGMENT (INVENTORY). A sub-grouping of the total items in storage for the 

purpose of physical inventory counting or record reconciliation. The lot/segment is 

generally by federal supply class, warehousing, picking station, or some form of 

commodity grouping.

LOWEST OVER ALL COST. The aggregate of shipment costs known or reasonably 

estimated; (i.e., transportation rate(s), accessorial, drayage, storage, in transit, packing 

and crating, unpacking, and port handling costs).

MAINTENANCE (MATERIEL). All action taken to retain materiel in a serviceable 

condition or to restore it to serviceability. It includes inspection, testing, servicing, 

classification as to serviceability, repair, rebuilding, and reclamation. (Source: JCS 

Publication 1-02.). Maintenance, used generically in this manual, also includes 

evaluation, assembly, disassembly, conversion, and modification.

MAJOR DISASTER. Any disaster as a result of enemy action, insurrection, civil 

disturbance, flood, fire, hurricane, tornado, earthquake, or other catastrophe which, in 

the determination of the President, is or threatens to be of sufficient severity and 

magnitude to warrant disaster assistance by the Federal Government under 

Public Law 91 - 606, “Disaster Relief Act”, 91st Congress (42 United States Code 58) to 

supplement the efforts and available resources of State and local governments in 

alleviating the damage, hardship, or suffering caused thereby.

MAJOR INVENTORY VARIANCE. Total dollar value of the item overage or shortage 

for the stock number exceeds $5,000 or a variance of any value for controlled items.

MANAGEMENT CONTROL ACTIVITY (MCA). A DoD Component, DoD activity, or 

non-DoD activity, if participating by separate agreement (e.g., the Coast Guard), 

designated to receive, screen, and validate Military Service-initiated and contractorinitiated requisitions for direct shipment to contractors of materiel sourced from the 

wholesale supply system to support DoD contracts or requirements. MCA procedures 

are applicable to materiel requisitioned for shipment to a contractor on either a 

reimbursable or non-reimbursable basis as specified in the contract.
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AP2-22 APPENDIX 2

MAPPING. A process for diagramming what electronic data are to be exchanged, how 

the data are to be used, and what internal application system requires the data.

MATERIEL. All items (including ships, tanks, self-propelled weapons, aircraft, etc., and 

related spares, repair parts, and support equipment, but excluding real property, 

installations, and utilities) necessary to equip, operate, maintain, and support military 

activities without distinction as to its application for administrative or combat purposes. 

(See Joint Publication 1-02.) Materiel is either serviceable (i.e., in an issuable 

condition) or unserviceable (i.e., in need of repair to make it serviceable.) (See DoDM 

4140.01.)

MATERIEL ACCOUNTABILITY. The act of safeguarding, answering for, and 

exercising proper quantitative and physical controls over DoD materiel, supplies, and 

equipment in the care and custody of DoD activities.

MATERIEL CONDITION. A classification of materiel that reflects its readiness for issue 

and use or to identify the action underway to change the status of materiel. (See DoDM 

4140.01)

MATERIEL DENIAL. A transaction notifying the IMM that there is insufficient materiel 

in storage to satisfy, in total or in part, the quantity directed for issue and specifying the 

quantity that may not be issued. (See DoDM 4140.01.)

MATERIEL OBLIGATION. The unfilled portion of a requisition (for a stocked or nonstocked item) that is not immediately available for issue but is recorded as a 

commitment for future issue, either by direct vendor delivery or backordered from stock.

MATERIEL RECEIPT ACKNOWLEDGEMENT (MRA). A computer processed 

transaction or manual form used to advise that materiel has been received and posted 

and/or to indicate that a discrepancy affects the receipt posting/acknowledgement 

process.

MATERIEL RELEASE CONFIRMATION (MRC). A notification from a shipping or 

storage activity advising the originator of a materiel release order of the positive action 

taken on the order.

MATERIEL RELEASE DENIAL (MRD). A notification from a storage site advising the 

originator of a materiel release order of negative (warehouse refusal) action on the 

order.

MATERIEL RELEASE ORDER (MRO). An order issued by an accountable supply 

system manager (usually an ICP or accountable depot or stock point) directing a nonaccountable activity (usually a storage site or materiel drop point) within the same 

supply distribution complex to release and ship materiel. (See Joint Publication 1-02.) 

Also used to direct redistribution and shipment of materiel from a post, camp, station, or 

base to another similar organization to satisfy a specific demand.
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AP2-23 APPENDIX 2

METADATA. Information describing the characteristics of data; data or information 

about data; and descriptive information about an organization’s data, data activities, 

systems, and holdings.

MILITARY ASSISTANCE PROGRAM ADDRESS CODE (MAPAC). A code 

constructed by the ILCO for security assistance program shipments. MAPAC is used to 

identify the consignee in transportation documents and to obtain clear-text address and 

other shipment information from the military assistance program address directory 

(MAPAD).

MILITARY ASSISTANCE PROGRAM ADDRESS DIRECTORY (MAPAD). An 

automated database of addresses maintained for each country or international 

organization.

MILITARY ASSISTANCE SERVICE-FUNDED PROGRAM. Programs which, by their 

nature, are security assistance, except that the funding source is a DoD appropriation.

MILITARY STANDARD BILLING SYSTEM (MILSBILLS). A broad base of logistics 

transactions and procedures designed to meet DoD requirements to establish standard 

codes, forms, formats, (both DLMS and legacy 80 record position) and procedures for 

billing, and related adjustments and collections for sales of materiel and related services 

for logistics support. It prescribes uniform procedures and time standards for the 

interchange of logistics information relating to logistics bills. The procedures govern the 

interchange of information for all logistics related financial management of the 

Department of Defense and participating external organizations unless specifically 

exempted by the Assistant Secretary of Defense for Logistics and Materiel Readiness 

(ASD(L&MR)). 

MILITARY STANDARD TRANSACTION REPORTING AND ACCOUNTABILITY 

PROCEDURES (MILSTRAP). A broad base of logistics transactions and procedures 

designed to meet DoD requirements to establish standard codes, formats (both DLMS 

and legacy 80 record position), and procedures for inventory accountability and 

reporting processes. MILSTRAP prescribes uniform procedures for recording inventory 

management data passed between elements of a single Service or Agency distribution 

system or between the various distribution systems of the Department of Defense. The 

procedures govern the interchange of logistics information, and related financial 

management information, for materiel in the supply control/distribution systems of the 

Department of Defense and participating external organizations, unless specifically 

exempted by the Assistant Secretary of Defense for Logistics and Materiel Readiness 

(ASD(L&MR)). The financial management aspects of MILSTRAP pertain only to 

financial data produced as a by-product of receipt, issue, and inventory adjustment 

processing.
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AP2-24 APPENDIX 2

MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES (MILSTRIP). 

A broad base of logistics transactions and procedures designed to meet DoD 

requirements to establish standard data elements, codes, forms, transaction formats 

(both legacy 80 record position and DLMS) and procedures to requisition, release/issue, 

and dispose of materiel and prepare related documents. It prescribes uniform 

procedures and time standards for the interchange of logistics information relating to 

requisitioning, supply advice, supply status, cancellation, materiel release/issue, lateral 

redistribution, materiel return processes, materiel obligation validation, contractor 

access to government sources of supply, and selected security assistance processes. 

The provisions apply to the Office of the Secretary of Defense, the Military Departments, 

the Joint Staff, the Combatant Commands, and Defense Agencies. It also applies, by 

agreement, to external organizations conducting logistics business operations with DoD 

including (a) non-Government organizations, both commercial and nonprofit; (b) 

Agencies of the U.S. Government other than DoD; (c) foreign national governments; 

and (d) international government organizations. 

MISDIRECTED MATERIEL. Materiel which is improperly addressed and/or shipped to 

the wrong destination.

MISIDENTIFIED ITEM. An item for which the label on the container is different than the 

item in the container, or tag attached to the item. See also, WRONG ITEM.

MODE OF SHIPMENT. See Transportation Method Code.

MUTILATION. The act of making materiel unfit for its intended purpose by cutting, 

tearing, scratching, crushing, breaking, punching, shearing, burning, neutralizing, etc.

NATIONAL ITEM IDENTIFICATION NUMBER (NIIN). The last 9-digits of the national 

stock number (NSN). NIIN consists of a 2-digit National Codification Bureau number 

designating the central cataloging office (whether North Atlantic Treaty Organization or 

other friendly country) that assigned the number and a 7-digit (xxx-xxxx) nonsignificant 

number.

NONINTERFUND BILL. A bill that requires payment by a method other than the 

interfund billing system; (e.g., check payment). An example of this bill is one prepared 

on an SF 1080, Voucher for Transfers Between Appropriations and/or Funds.

NONTRACEABLE SHIPMENT. A shipment by a method wherein an audit trail 

between the various shipping elements and the consignee is not available or signed 

delivery receipts are not required from the consignee. The shipping transportation office 

normally makes the nontraceability determination.

NOT MISSION CAPABLE SUPPLY (NMCS). Materiel condition indicating that systems 

and equipment are not capable of performing any of their assigned missions because of 

maintenance work stoppage due to supply shortage. (See Joint Publication 1-02.)
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AP2-25 APPENDIX 2

NOTICE OF AVAILABILITY (NOA). The method by which the U.S. shipping 

installation will provide advance notification to the designated FMS country 

representative (CR) or freight forwarder (FF) that the materiel is ready for shipment and, 

where appropriate, that the shipment requires an export release under the provisions of 

AR 55-355, et al.

NOTICE OF AVAILABILITY (NOA) NOTICE NUMBER. A number reflecting the 

number of times the NOA has been sent to the Freight Forwarder/Country 

Representative. Each repetitive communication of the NOA will be interpreted as a 

follow-up.

OFFER OF MATERIEL REPORT (OMR). A report under the Defense Logistics 

Management Standards (DLMS) that allows inventory control points and integrated 

materiel managers to use a DLMS transaction to provide disposition instructions or to 

inquire or respond as to the status of materiel reported as excess or available for 

redistribution under the DLMS materiel returns program.

OFFER OR RELEASE OPTIONS. Methods by which countries participating in the FMS 

program advise supply sources whether materiel shipments should be released without 

prior notice to the CR or FF. The type of offer or release option will be determined as a 

result of negotiations between the CRs and the U.S. Military Service at the time the 

case agreement is reached.

OFFER/RELEASE OPTION CODES. Methods by which countries participating in the 

FMS program, advise sources of supply by coded entry on requisitions whether or not 

prior notice to the CRs or FFs is required before release of materiel shipments. The 

type of offer/release option will be determined as a result of negotiations between the 

CR and the Service at the time the case agreement is reached and will prescribe 

actions required in regard to shipments against the case except when the shipping 

activity determines a need for added protection and/or controls (DoD 5105.38-M. 

“Security Assistance Management Manual (SAMM)”).

ORGANIC MAINTENANCE. Maintenance performed by a military department under 

military control, utilizing Government-owned or controlled facilities, tools, test 

equipment, spares, repair parts and military or civilian personnel. Depot maintenance 

support by one Service for another is considered organic within the Department of 

Defense. (Source: OPNAVINST 4790.14A, et.al.).

OTHER TRANSACTIONS (OT). Contractual instruments other than standard 

procurement contracts, grants, or cooperative agreements. OT agreements are 

identified via Type of Instrument 3 for Research OTs and Type of Instrument 9 for 

Prototype and Production OTs in the 9th position of the PIID. 

OVERAGE. Item overage is when the quantity received is greater than that ordered or 

shown on shipping document. This type of overage is not evident on delivery but is 

discovered when the article is opened and the contents are checked. Transportation 

overages reportable under DTR 4500.9-R, are overages of boxes, packages, or freight 
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AP2-26 APPENDIX 2

(packaged or loose) found to be in excess of the quantity or articles recorded on the bill 

of lading or transportation document covering the shipment. NOTE: Overage on 

SEAVAN/container that is source-loaded and moved under a shipper's load and count, 

and arrives at destination with original seal (s) intact, is a supply discrepancy.

OWNER. The activity holding title to the tangible personal property.

PACKAGING. A generic term that includes the processes of preserving, packing, 

marking, and unitization as defined below:

MARKING. Application of numbers, letters, labels, tags, symbols, or colors for 

handling or identification during shipment and storage.

PACKING. Assembly of items into a unit, intermediate, or exterior pack with 

necessary blocking, bracing, cushioning, weatherproofing, reinforcing, and marking.

PRESERVATION. Application of protective measures to prevent deterioration; 

includes cleaning, drying, preservation materiel’s, barrier materiel’s, cushioning, and 

container, when necessary.

UNITIZATION. Assembly of packs of one or more line items of supply into a 

single load in such a manner that the load can be handled as a unit through the 

distribution system. Unitization (unitized loads/unit loads) encompasses consolidation 

in a container, placement on a pallet or load base, or securely binding together.

PACKAGING CONTROL POINT. An activity designated by a Military Service which 

monitors packaging discrepancies.

PACKAGING DISCREPANCY. Any unsatisfactory condition due to improper or 

inadequate packaging (including marking, packing, preservation, or unitization) and 

which causes the item, shipment, or package to be vulnerable to loss, delay, or 

damage, or unnecessary expense to the U.S. Government, as in excessive packaging.

PACKING, HANDLING, AND CRATING COSTS. Costs incurred for labor, materiel, or 

services in preparing materiel for shipment from or between storage and distribution 

points.

PARTIAL SHIPMENT UNIT. A shipment unit separated at the origin shipping activity 

into two or more increments with each increment identified and documented separately.

PASSING ACTIONS (GENERIC TERM). A general term identifying the transactions 

associated with materiel demands within the supply distribution system. This term is 

applicable when forwarding materiel demands from the initial source of supply to the 

ultimate source of supply.

PASSING ORDER. An order used to pass an erroneously routed requisition to the 

appropriate depot or distribution point, and to pass a requisition from one distribution 

system to another.
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AP2-27 APPENDIX 2

PAYBACK. When the Single Manager for Conventional Ammunition issues materiel 

from a location where the requesting service owns no materiel, the owning service is 

compensated for its loss of materiel by a like item and quantity at a location where the 

requesting service owns some materiel. The payback of the materiel is accomplished 

by ownership gain/loss transactions.

PERSONAL PROPERTY. Property of any kind or any interest therein, except real 

property. Tangible personal property includes military equipment, plant equipment, 

other equipment (general property, plant and equipment), reparables and consumables. 

For the purpose of this issuance, personal property discrepancies identify personal 

property as household goods, unaccompanied baggage (personal effects), house 

trailers (mobile homes), houseboats, railcars, and privately owned vehicles. (reporting 

applicable to packaging discrepancies only not applicable to security assistance (See 

Joint Travel Regulation, Volume 1).

PHYSICAL INVENTORY CUTOFF DATE. A date established for striking the property 

accountability record balance. This date serves as the reference point for considering 

the relationship between pre inventory/post inventory transactions and the physical 

count quantity to determine if the count is in agreement with the inventory record 

balance.

PHYSICAL INVENTORY INFLOAT CONTROL DATE. Established for initiating 

controls on all in-process transactions and materiel’s that could affect the outcome of 

the inventory.

PLANT EQUIPMENT. Personal property of a capital nature, consisting of equipment, 

furniture, vehicles, machine tools, test equipment, and accessory and auxiliary items, 

but excluding special tooling and special test equipment, used or capable of use in the 

manufacture of supplies or for any administrative or general plant purpose.

PORT OF DEBARKATION (POD). The geographic point at which cargo or personnel 

are discharged. This may be a seaport or aerial port of debarkation; for unit 

requirements; it may or may not coincide with the destination. (See Joint Publication 1-

02.)

PORT OF EMBARKATION (POE). The geographical point in a routing scheme from 

which cargo or personnel depart. This may be a seaport or aerial port from which 

personnel and equipment flow to a port of debarkation; for unit and non-unit 

requirements, it may or may not coincide with the origin. (See Joint Publication 1-02.)

POSITIONING COSTS. Costs incurred in prepositioning items in the supply distribution 

system of a Military Department at locations OCONUS in anticipation of support to other 

authorized customers.

POST INVENTORY TRANSACTION. Any transaction, causing an increase or 

decrease to the property accountability record balance, dated after the established 

physical inventory cutoff date.
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POST-POST TRANSACTION. The posting of a transaction to add to or subtract from 

the accountable stock record balance subsequent to physical issue or storage of a 

stocked item.

PREINVENTORY PLANNING. Pre inventory planning is conducted prior to the 

physical inventory cutoff date to reduce the potential for inventory inaccuracies through: 

(1) Actions to ensure location integrity by resolving such situations as unbinned/loose 

materiel; questionable identity of materiel in location; and multiple conditions, shelf-life 

(including date of pack/date of expiration), and/or materiel lots stored in a single 

location; and (2) document cleanup to ensure to the extent possible that adjustments 

and transaction reversals are posted to the record, in-process receipts are stored in 

location, and related transactions are transmitted to the IMM prior to the established 

physical inventory cutoff date.

PREINVENTORY TRANSACTION. Any transaction, causing an increase or decrease 

to the property accountability record balance, dated prior to the established physical 

inventory cutoff date.

PREPOST TRANSACTION. The posting of a transaction to add to or subtract from the 

accountable stock record prior to physical issue or storage of a stocked item.

PRE-POSITIONED WAR RESERVE (PWR). That portion of the war reserve materiel 

requirement that the current Secretary of Defense guidance dictates be reserved and 

positioned at or near the point of planned use or issue to the user prior to hostilities, to 

reduce reaction time, and to assure timely support of a specific force or project until 

replenishment can be effected. (See Joint Publication 1-02.)

PRINCIPAL (DMISA). The Military Service(s) or other Federal Department or 

Agency(s) [owner(s)] receiving depot maintenance support from the Agent. (Source: 

OPNAVINST 4790.14A. et.al)

PRINCIPAL ITEMS. An end item or a replacement assembly of such importance to 

operational readiness that management techniques require centralized individual item 

management throughout the supply system to include items stocked at depot level, 

base level, and using item level. (See DoDM 4140.01.)

PRIORITY DESIGNATOR (PD). A 2-position numeric code (01 – 15) that identifies the 

relative priority of the competing requisitions. As an integral of the UMMIPS, it is used 

by the materiel management systems to allocate available stocks among competing 

requisitions and is based on the combination of the F/AD assigned to the requisitioning 

activity and the urgency of need as prescribed in Volume 2, Supply. (See DoDM 

4140.01.) 

PROCESS REVIEW COMMITTEE (PRC). A component body that processes and 

recommends the disposition of Defense Logistics Management Standards change 

requests. See Chapter 1 for further information.
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PROCUREMENT INSTRUMENT IDENTIFICATION NUMBER (PIIN). Identifies legacy 

contractual documents. Use of the PIIN is authorized in the DLMS and legacy 

MILSTRIP/MILSTRAP procedures, pending transition to the procurement instrument 

identifier (PIID).

PROCUREMENT INSTRUMENT IDENTIFIER (PIID). A standard unique identifier for a 

solicitation, contract, agreement, or order and related procurement instruments. See 

FAR Subpart 4.16 for PIID policy and procedures, including allowable letter 

designations to identify the type of instrument. For Other Transactions (OT), 

which contain a numerical designator of 3 or 9 for the type of instrument, see the 

definition in this appendix or DLM 4000.25, Volume 7.

PRODUCT QUALITY (ITEM) DEFICIENCY. A defect or nonconforming condition which 

limits or prohibits the product from fulfilling its intended purpose. Included are 

deficiencies in design, specification, material, manufacturing, and workmanship.

PROGRESS PAYMENT. Amounts paid for goods or service, not yet delivered, to 

finance that portion on which performance has been completed.

PROOF OF DELIVERY. A legible data and signature of the designated receiver listed 

on the delivery manifest, certifying the item was received. Proof of delivery must also 

reflect the number of cases/containers received to agree with the number shown on 

supply documentation and actual weight received within weight-range variation. The 

proof of delivery establishes transfer of custody and liability to the receiver (Defense 

Transportation Regulation definition). In the case of nonreceipt of SDRs, the DoD 

ICP/IMM/shipping depot and the General Services Administration are required only to 

provide evidence of shipment.

PROPERTY ACCOUNTABILITY. The assignment of duties and responsibilities to an 

individual or organization that mandates jurisdiction, security, and answerability over 

public property. (See DoDM 4140.01.)

PROPERTY ACCOUNTABILITY RECORD. The official record of tangible personal 

property, including inventory, owned by the Department of Defense that is maintained to 

identify the quantities of items on-hand, unit prices, locations, physical condition, receipt 

and issue records, authorized stock numbers, item descriptions, and other such 

information necessary to properly account for materiel and exercise other inventory 

management responsibilities. (See DoDM 4140.01.)

PROPERTY RECORD. A formal record of property and property transactions in terms 

of quantity and/or cost, generally by item. An official record of Government property 

required to be maintained. Also called property account. (See Joint Publication 1-02.)

PROVISIONING ORDER. A written notification to a contractor to deliver spare repair 

parts against a line item already contained in a contractual instrument. (Both delivery 

date and prices may be estimated on the order subject to later definitized on a 

supplemental agreement.)
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PURCHASING OFFICE (PO). The office that awards or executes a contract for 

supplies or services.

QUALIFIER. A data element that identifies or defines a related element, set of 

elements, or a segment. The qualifier contains a code taken from a list of approved 

codes.

QUANTITY RESTRICTION. A restriction in quantity on a single requisition to limit the 

number of shipment units to 25 each to accommodate structure if MILSTRIP TCNs only. 

Quantity restriction is applied to requisitions constituting volume shipments of 

equipment as specified by the Services. For example, wheeled/tracked and other items 

of equipment when a unit of issue of one each constitutes a single shipment unit. 

(Applicable to FMS only.)

RADIO FREQUENCY IDENTIFICATION. RFID systems consist of an antenna, a 

transceiver with a decoder, and a transponder, typically called an RFID tag. Depending 

on the type of tag used, the RFID tag may contain a simple “license plate” uniquely 

identifying the specific tag, or it may be programmed with application-specific 

information. The antenna acts as a link between the tag and the transceiver. Often, the 

antenna is packaged with the transceiver and decoder to become a reader, also known 

as an interrogator. Interrogators can be handheld or fixed-mount devices. The reader 

decodes the data and passes that information to a computer for processing. The 

information can be used for a wide variety of inventory management or other 

identification applications through a central database.

Passive RFID tags have no on-board battery and they provide short 

communication ranges (1-5 meters). These tags have a low data bandwidth and cannot 

initiate communications, they must be read.

Semi-passive RFID tags have an internal power source for tag circuitry which 

allows the tag to complete functions such as monitoring of environmental conditions and 

which may extend the tag signal range.

Active RFID tags allow extremely low-level RF signals to be received by the tag 

and the tag (powered by its internal source) can respond by generating a high-level 

signal back to the reader/interrogator. Active RFID tags can hold large amounts of data, 

are continuously powered, and are normally used when a longer tag read distance is 

desired.

RECLAMATION ACTIVITY. An activity that performs the process of reclaiming 

required serviceable and economically repairable components and materiel from excess 

or surplus property for return to the proper supply activity.

RECONCILIATION, PHYSICAL INVENTORY. To obtain agreement between the 

physical count and record balance by attempting to account for all transactions 

representing infloat documents.
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RECORD RECONCILIATION PROGRAM. The record reconciliation program consists 

of actions required to assure compatibility between the assets in storage and the locator 

records and between the locator records and the owner records. Record reconciliation 

programs may include quantity. This program is accomplished in two phases:

a. Location Reconciliation. A match between valid storage activity records and 

the owner records, in order to identify and correct situations where items are in physical 

storage but not on record, on record but not in storage, or where common elements of

data (may include quantity) do not match. Research of mismatches, including special 

inventories when required, results in corrective action.

b. Location Survey. A physical verification, other than actual count, between 

actual assets and recorded location data to ensure that all assets are properly recorded 

as to location, identity, condition, and unit of issue.

REDISTRIBUTION ORDER. An order issued by a responsible IMM to an accountable 

supply distribution complex directing release of materiel to another supply distribution 

activity within the same supply complex. For intra-Service use, an RDO may be used to 

direct release and shipment of materiel from a post, camp, station, or base to another 

similar activity to satisfy a specific demand.

REFERRAL ORDER. An order used between supply sources and distribution systems 

for the purpose of passing requisition or continued supply action when the initial activity 

cannot fill the demand.

RELEASE. A title given to annual updates of standards.

REPAIR AND RETURN. Consignment, without change in ownership, of reparable 

materiel from an owning activity to a Government, commercial, or industrial 

maintenance activity for repair and shipment directly back to the owning activity. The 

owning activity is responsible for negotiating maintenance agreements and preparation 

of applicable turn-in documents. The activity having custody of the materiel is 

responsible for maintaining the property accountability record (materiel accountability) 

prior to an assets induction into maintenance and following its return from maintenance.

REPORT OF DISCREPANCY. See Supply Discrepancy Report (SDR).

REPORTING ACTIVITY. Within the context of MRA, the reporting activity for U.S. 

Forces is the activity identified by the ship-to DoDAAC designated in the requisition. 

The reporting activity is normally the requiring activity or unit that receives the materiel 

and posts it to a record such as a retail stock record, stock record amount property 

account, etc. For security assistance shipments, the responsible Military Service ILCO 

will serve as the reporting activity. Within the context of MRP, the reporting activity is a 

Service or Agency organization that has reported materiel to an ICP/IMM.

REQUIRED AVAILABILITY DATE (RAD). A date specifying when end items and 

concurrent spare parts are committed to be available for transportation to a Foreign 

Military Sales, Grant Aid, or Security Assistant Program recipient.
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REQUIRED DELIVERY DATE (RDD). A date specifying when materiel is actually 

required to be delivered to the requisitioner and is always earlier or later than the 

computed standard delivery date. A required delivery date cannot exactly equal a 

computed standard delivery date.

REQUIRED DELIVERY PERIOD (RDP). A period of time specifying the earliest and 

the latest acceptable date materiel can be delivered. (Applies to conventional 

ammunition requisitions only.)

REQUISITION. An order for materiel initiated by an established, authorized 

organization (i.e., a DoD or non-DoD organization that has been assigned a DoD 

Activity Address Code) that is transmitted either electronically, by mail, or telephoned to 

a supply source within the Department of Defense or external to the Department of 

Defense (the General Services Administration (GSA), the Federal Aviation 

Administration (FAA), or other organizations assigned management responsibility for 

categories of materiel), according to procedures specified in Volume 2, Supply.

RESEARCH, PHYSICAL INVENTORY. An investigation of potential or actual 

discrepancies between physical count and recorded balances. The purpose of research 

is to determine the correct balance and determine the cause of discrepancies. There 

are three types of research:

CAUSATIVE RESEARCH. An investigation of discrepancies; i.e., gains and 

losses, consisting of, as a minimum, a complete review of all transactions to include 

supporting documentation, catalog change actions, shipment discrepancies, and 

unposted or rejected documentation occurring since the last completed inventory. The 

purpose of causative research is to identify, analyze, and evaluate the cause of 

inventory discrepancies with the intention of eliminating repetitive errors. Causative 

research ends when the cause of the discrepancy has been discovered or when, after 

review of the transactions, no conclusive findings are possible.

POSTCOUNT VALIDATION. A comparison of physical count with recorded 

balances or another count, with consideration of transactions that have recently 

occurred. The purpose of postcount validation is to determine the validity of the count. 

postcount validation research ends when the accuracy of the count has been verified or 

when any necessary recounts have been taken.

PREADJUSTMENT RESEARCH. A review of potential discrepancies that 

involves consideration of recent transactions and verification of catalog data. The 

purpose of preadjustment research is to determine the correct balance. Preadjustment 

research ends when the balance has been verified or the adjustment quantity 

determined.

RESPONSIBLE ACTIVITY. Any activity required to take action as a result of a Supply 

Discrepancy Report (SDR); (e.g., ICP, contract administration office, packaging control 

point, or a shipping activity of shipments from an RDO).
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RETAIL STOCK. Stock held in the custody or on the record of a supply organization 

below the wholesale level. (See DoDM 4140.01.)

RETROGRADE CARGO. A movement of materiel opposite of the normal flow, e.g., 

cargo returned from OCONUS to CONUS.

SCRAP. Materiel that has no value except for its basic materiel content.

SEAPORT OF DEBARKATION (SPOD). An authorized point of arrival from a foreign 

country or the United States located at a seaport. It is identified by a three-position 

water port identifier code (Reference DTR 4500.9-R).

SEAPORT OF EMBARKATION (SPOE). An authorized point of departure from a 

foreign country or the United States located at a seaport. It is identified by a threeposition water port identifier code (Reference DTR 4500.9-R).

SECURITY ASSISTANCE ORGANIZATION (SAO). All Department of Defense 

elements located in a foreign country with assigned responsibilities for carrying out 

security assistance management functions. It includes military assistance advisory 

groups, military missions and groups, offices of defense and military cooperation, liaison 

groups, and defense attaché personnel designated to perform security assistance 

functions.

SECURITY COOPERATION CASE DESIGNATOR. The Security Cooperation case 

designator code is used to reflect a FMS contractual sales agreement (Letter of Offer 

and Acceptance) between the U.S. and an eligible foreign country. It is a unique code 

used with a country identification code to identify a particular foreign military sale. The 

Security Cooperation case designator is a minimum three, maximum four-character 

designation; however, it is restricted to three positions under DLMS.

SECURITY COOPERATION CUSTOMER CODE. The Security Cooperation (SC) 

customer code is a code used by Defense Security Cooperation Agency to represent 

the country, international organization, region or program authority associated with 

transactions recorded in Security Cooperation systems and associated with programs 

implemented in the Foreign Military Sales Trust Fund. The Security Cooperation 

customer code is a minimum two, maximum three-character designation; however, it is 

restricted to two positions under DLMS. Pending separation of the country and activity 

codes used for distribution and physical location in clear text addressing under the 

DLMS, the SC customer code values and the country and activity codes are maintained 

in a mixed-purpose table in LOGDRMS (in association with Qualifier 85 an 85*.

SECURITY COOPERATION IMPLMENTING AGENCY. The implementing agency (IA) 

code identifies the military department or defense agency responsible for the execution 

of military assistance programs. With respect to FMS, this is the military department or 

defense agency assigned responsibility by the Defense Security Cooperation Agency to 

prepare a Letter of Offer and Acceptance (LOA) and to implement an FMS case. The 

implementing agency is responsible for the overall management of the actions that will 

result in delivery of the materials or services set forth in the LOA that was accepted by a 
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foreign country or international organization. For Military Service and Missile Defense 

Agency sponsored FMS cases, the IA code is equivalent to the Service/Agency code 

used in the first position of the document number; for all other Defense Agencies the IA 

does not equate to the Service/Agency code. The only IA codes authorized for 

MILSTRIP requisitioning are B (Army), D (Air Force), I (Missile Defense Agency), P 

(Navy), and R (DLA).

SEGMENT. Consists of logically related data elements in a defined sequence. A data 

segment consists of a segment identifier, one or more data elements each preceded by 

an element separator, and ends with a segment terminator. (See Volume 1, Chapter 7, 

for additional descriptive information.)

SHELF-LIFE. The length of time during which an item of supply, subject to 

deterioration or having a limited life which cannot be renewed, is considered serviceable 

while stored. (See Joint Publication 1-02.)

SHELF-LIFE ITEM. An item of supply possessing deteriorative or unstable 

characteristics to the degree that a storage time period must be assigned to assure that 

it will perform satisfactorily in service.

SHIP-IN-PLACE. A procedure that causes a custodial activity of a given materiel to 

transfer the ownership to a gaining inventory manager (GIM) without a physical 

shipment. The custodial activity uses the materiel release order (MRO) and the prepositioned materiel receipt (PMR) transaction to receive authorization to complete the 

request. Also known as Ship-to-Self).

SHIP-TO/MARK-FOR CODE. A one-position alphabetic or numeric code that identifies 

the mark-for address of the activity to receive the materiel. This code will also identify 

the ship-to address for materiel/documentation for shipment moving through the 

Defense Transportation System (DTS).

SHIPMENT. Movement of materiel from point of origin to destination by any mode.

SHIPMENT STATUS. Informs activities of the actual shipping dates (such as the date 

released to the carrier), the release criteria for shipments, or shipment delay 

notifications. Also provides for an interface with transportation and for shipment tracing 

by activities under DTR 4500.9-R.

SHIPMENT UNIT. One or more items assembled into one unit that becomes the basic 

entity for control throughout the transportation cycle.

SHIPPER. Any organization, service, or agency (including the contract administration 

or purchasing office for vendors) that originates/delivers materiel to a carrier for 

movement. The shipper may be a Military organization or activity, other Government 

agency, or a manufacturer or vendor. The functions performed include planning, 

assembling, consolidating, documenting, and arranging for movement of materiel.
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SHIPPING ACTIVITY. A Service/Agency activity that originates shipments and plans, 

assembles, consolidates, documents, and arranges for movement of materiel.

SHIPPING (ITEM) DISCREPANCY. Any variation in quantity or condition of materiel 

received from that shown on the covering authorized shipping documents, e.g., DD 

Form 1348-1A, Issue Release/Receipt Document, or purchase order. Shipping 

discrepancies include incorrect and misdirected materiel, receipt of canceled 

requirements, improper, inadequate technical or supply documentation, or other 

discrepancies as enumerated in, Volume 2, Supply, and not the result of a 

transportation error or product quality deficiency.

SHORTAGE. Item shortage is when the quantity received is less than the quantity 

ordered or shown on the shipping document. The shortage is not evident on delivery 

but is discovered when the container is opened and the contents are checked. 

Transportation shortages reportable under DLAR 4500.15, are shortages of boxes, 

packages, or loose articles of freight in a SEAVAN/Military Van (MILVAN), roll on/roll off, 

or a Container Express (CONEX) found to be less than the quantity of freight as 

recorded on the applicable bill of lading. NOTE: Shortage on SEAVAN/container that is 

source loaded and moves under shipper's load and count, and arrives at destination 

with original seal(s) intact, is considered a supply discrepancy.

SHRINKAGE. A reduction in size, weight, or substance.

SINGLE MANAGER FOR CONVENTIONAL AMMUNITION (SMCA). The 

responsibility assigned to the Secretary of the Army by the Secretary of Defense for the 

procurement, production, supply, and maintenance/renovation of conventional 

ammunition within the Department of Defense. Specific responsibilities, functions, 

authority, and relationships are contained in DoDD 5160.65, “Single Manager for 

Conventional Ammunition,” August 1, 2008

SMALL ARMS AND LIGHT WEAPONS. For the purpose of DoD small arms and light 

weapons reporting, small arms and light weapons are defined as man-portable 

weapons made or modified to military specifications for use as lethal instruments of war 

that expel a shot, bullet or projectile by action of an explosive. Small Arms are 

individually operated weapons which are portable or can be fired without special mounts 

or firing devices and which have potential use in civil disturbances and are vulnerable to 

theft. Examples include:

• Handguns (e.g., revolvers and self-loading pistols)

• Shoulder-fired weapons (e.g., carbines, rifles, and shotguns)

• Sub-machine guns

• Assault rifles

• Light automatic weapons

Light weapons are broadly categorized as those weapons designed for use by two or 

three members of armed or security forces serving as a crew, although some may be 

used by a single person. Examples include: 
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• General purpose, medium and heavy machine guns

• Under-barrel, mounted, and automatic grenade launchers

• Portable anti-aircraft guns

• Portable anti-tank guns

• Recoilless rifles up to and including 106 mm

• Launchers of missile and rocket systems

• Mortars up to and including 100-120 mm (includes high velocity mortars systems)

Associated suppressors, silencers, mufflers, and noise suppression devices appropriate 

for previously listed small arms and light weapons are included and will be reported 

within an accountable system.

Antique small arms and light weapons as identified in 18 USC Section 921, “Gun 

Control Act,” will follow the owning Component’s inventory control and accountability 

procedures and be tracked within an accountable system.

SMALL ARM AND LIGHT WEAPONS SERIAL NUMBER. The total series of 

characters appearing on the firing component part of small arms or light weapons.

SOURCE OF SUPPLY. Any Federal Government organization exercising control of 

materiel and to which requisitions are directed. (See DoDM 4140.01.)

SPECIAL PROGRAM REQUIREMENT (SPR). Automated procedure to forecast select 

future nonrepetitive requirements that cannot be forecast by the ICP based on demand 

data and which have the greatest probability of resulting in the eventual submission of 

requisitions.

SPLIT SHIPMENT UNIT. A whole or partial shipment unit separated at a transshipment 

point into two or more increments with each increment identified and documented 

separately.

STANDARD DELIVERY DATE (SDD). A date computed by adding the individual 

Uniform Materiel Movement and Issue Priority System (UMMIPS) time standards to the 

requisition date.

STANDARDS. The technical documentation approved for use in the DLMS; 

specifically, transaction sets, segments, data elements, and code sets. Standards 

provide the framework for structuring each DLMS transaction.

STATUS RECIPIENT. Includes, but not limited to, requisitioners, International Logistics 

Control Offices/monitoring activities (Security Assistance and Foreign Military Sales 

(FMS)), designated MAPAD TAC 4 country designees (FMS), and MAPAD TAC 3 

country/in-country security assistance activities status designees (Grant Aid customers).

STOCK READINESS. A DoD program involving the tasks needed to assure that the 

proper condition of materiel in storage is known and reported, that the condition is 
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AP2-37 APPENDIX 2

properly recorded, and that the materiel is properly provided with adequate packaging 

protection to prevent any degradation to lower condition codes. Stock Readiness 

concerns itself with the in-storage inspection, minor repair, testing, exercising of 

materiel, and packaging aspects associated with these efforts. Stock Readiness 

includes the elements of COSIS plus the functions related to the receipt, identification, 

classification, and packaging of materiel during the receipt process. Stock Readiness 

excludes those actions that fall under the area of general warehouse care and depot 

maintenance, including the use of proper storage aids, identification of materiel/storage 

locations, and rewarehousing actions.

STOCK RECORD ACCOUNT. A basic record showing by item the receipt and 

issuance of property, the balances on hand, and such other identifying or stock control 

data as may be required by proper authority.

STORAGE ACTIVITY. The organizational element of a distribution system which is 

assigned responsibility for the physical handling of materiel incident to its check-in and 

inspection (receipt), its keeping and surveillance in a warehouse, shed, tank, or open 

area (storage), and its selection and shipment (issue). (See DoDM 4140.01.)

STORAGE LOCATION. The physical location within a storage activity where materiel 

is stored.

SUBSISTENCE TYPE OF PACK CODE. Use only in subsistence requisitions to 

indicate the required level of pack to be applied to shipments of perishable and 

nonperishable subsistence materiel.

SUBSTITUTABLE ITEM. An item possessing functional and physical characteristics 

that make it capable of being exchanged for another only under specified conditions or 

for particular applications and without alteration of the items themselves or of adjoining 

items. That term is synonymous with the phrase “one-way interchangeability,” such as 

item B will be interchanged in all applications for item A, but item A will not be used in all 

applications requiring item B. (See DoDM 4140.01.).

SUB TIER CODE. A field in the DoDAAD that indicates if a DoDAAC is tied to a 

specific Federal Agency Sub Tier (a.k.a. bureau) for business uses within the Federal 

Procurement Data System (FPDS). 

SUMMARY BILLING RECORD (SBR). A record, used in the interfund billing system, 

which summarizes the values of detail billing records and provides other information 

needed to support transfers of funds between appropriations.

SUPPLEMENTARY ADDRESS. The activity address of a customer when the recipient 

of materiel and/or the billing activity is other than the requisitioner address. 

SUPPLEMENTARY PROCUREMENT INSTRUMENT IDENTIFIER (Supplementary 

PIID). Identify amendments or modifications to the procurement instrument. The 

Supplementary PIID must be used in conjunction with the PIID.
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SUPPLY DISCREPANCY. Errors reportable under Volume 2, Supply. For example any 

variation in goods received from data shown on the covering shipping documents 

(General Services Administration or Single Line Item Release/Receipt Document; Issue 

Release/Receipt Document (IRRD); Requisition and Invoice/Shipping Document; 

authorized procurement delivery document or vendor's packing list; or other authorized 

shipping document) which is not the result of a transportation discrepancy or product 

quality deficiency. Supply discrepancies encompass variations in condition or quantity 

including damaged or lost USPS shipments (except lost registered, insured, or 

certified), item shortage or overage, incorrect and misdirected materiel, receipt of 

canceled requirements, improper or inadequate technical data or supply documentation, 

and any unsatisfactory condition due to improper packaging which causes the materiel 

to be vulnerable to loss, delay, or damage or which imposes unnecessary expense to 

the U.S. Government; e.g., excessive packaging.

SUPPLY DISCREPANCY REPORT (SDR). An electronic transmission or manual form 

used to report a supply discrepancy. Other types of discrepancies may be reported via 

SDR only as specifically authorized under Volume 2, Supply, Chapter 17.

SUPPLY SOURCE. The Component installations or activities in their respective 

distribution systems designated to receive and process requisitions and related 

transactions; for example, the ICP, DLA Supply Chains, IMM, stock point, or depot

SUPPLY STATUS. Informs activities of action taken or being taken on materiel 

requisitioned but not shipped, shipment consignments instructions, or disposition 

instructions for materiel offered under the materiel returns program (MRP).

SUPPLY SYSTEM RESPONSIBILITY ITEM (SSRI). These items are furnished by the 

supply system when the end item is issued and will be transferred with the end item 

during redistribution or other changes of custody unless otherwise specifically directed 

by the appropriate authority. This term equates to Components of End Item (COEI).

THEFT. The felonious taking and removal of materiel.

TOTAL ITEM PROPERTY RECORD. The record or record set maintained by the IMM 

that identifies the quantity, condition, and value of the items assets for each 

organizational entity having physical custody of these assets. The total item property 

record includes materiel that is due in, in transit, in organic wholesale repair facilities, in 

a contractor's custody, on loan, on hand in wholesale distribution centers, on hand at 

retail activities, and for reported assets in the custody of users. (See DoDM 4140.01.)

TOTAL NONRECEIPT. Complete nonreceipt of item(s) shipped.

TRANSACTION NUMBER (OR TRANSACTION REFERENCE NUMBER). A unique 

reference number assigned to a transaction for identification throughout the logistics 

system and for the life of the transaction until its retirement is authorized in official audit 

reports. For DLMS transactions, this is the document number.
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TRANSACTION SET (TS). The electronic data interchange (EDI) equivalent of a paper 

business document composed of data elements and data segments.

TRANSPORTATION CONTROL NUMBER (TCN). A 17-position alphanumeric 

character set assigned to control a shipment unit throughout the transportation cycle of 

the DTS.

TRANSPORTATION COSTS. Costs paid to common carriers or Government activities 

to move materiel within the transportation system.

TRANSPORTATION DISCREPANCY REPORT. A form used to report loss and 

damage to materiel.

TRANSPORTATION METHOD CODE. This code identifies the specific method used 

for each segment of movement within the Defense Transportation System. For 

additional information, see the Defense Transportation Regulation, 4500.9-R, Part II, 

Cargo Movement, Appendix GG, Transportation Method Codes.

TRANSPORTATION PRIORITY (TP). A number assigned to a shipment that 

establishes its movement precedence by air, land, or sea within the DTS.

TRANSSHIPPER. A transportation activity, other than the shipper or receiver, that 

handles or documents the transfer of a shipment between conveyances. A transshipper 

is usually a consolidation and containerization point (CCP), air or sea port of 

embarkation, air or sea port of debarkation, or break-bulk point. A transshipper may 

perform more than one type transshipment.

TYPE I SHELF-LIFE ITEM. An item of supply that is determined through an evaluation 

of technical test data and/or actual experience to be an item with a definite nonextendable period of shelf life. (See DoD 4140.27-M.)

TYPE II SHELF-LIFE ITEM. An item of supply having an assigned shelf-life time period 

that may be extended after completion of inspection/test/restorative action. (See DoD 

4140.27-M).

TYPE OF ADDRESS CODE (TAC). A one-position alphabetic or numeric code which 

designates the use of a DoDAAD or MAPAD address.

UNCLASSIFIED PROPERTY RECORD. A stock account belonging to a DoD activity 

whose mission is not classified, whereas a classified account contains information of a 

sensitive nature, the disclosure of which may be detrimental to the U.S. Government's 

interest (e.g., small arms or light weapons belonging to intelligence-gathering activities).

UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS). A 

structure that establishes time standards, based on the mission and urgency of need of 

the requestor, for the supply of materiel from the date of the requisition to the time that 

the acknowledgment of physical receipt is posted to the requisitioner’ s inventory record. 

(See DoDM 4140.01.)
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UNIQUE ITEM IDENTIFIER (UII). An identifier used to uniquely identify an individual 

asset used within DoD. The UII may be derived from a DoD recognized IUID equivalent

[e.g., Vehicle Identification Number] or a composite structure defined by the DoD [refer 

to UII Construct 1 and UII Construct 2]. Formation of the UII relies upon two primary 

methods of serialization: (1) Serialization within the enterprise and (2) Serialization 

within the original part number of the enterprise. Refer to OSD policy and supporting 

documentation for specific guidance. Refer to the current version of MIL-STD-130 for 

specific guidance on marking of U.S. Military property. The generic term, UII, has 

evolved through usage to mean the concatenated UII as a common database key 

without regard to the UII data set being used.

UNIQUE ITEM IDENTIFIER (UII) TYPE. A designator that identifies the specific 

structure and syntax of a type of UII. Specific examples of the UII Type are: Vehicle 

Identification Number (VIN), UII Construct I (UII 1), UII Construct 2 (UII 2).

UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 1. This is a concatenated UII based 

upon serialization within the enterprise. The concatenated UII Construct 1 contains the 

IAC, EID, and serial number.

UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 2. This is a concatenated UII based 

upon serialization within the part, lot, or batch number within the enterprise. The 

concatenated UII Construct 2 contains the IAC, EID, original part number, lot or batch 

number, and serial number.

UNIQUE ITEM TRACKING (UIT). A program within DoD for tracking selected items to

maintain visibility of each uniquely identified asset for the primary purpose of inventory 

control and/or engineering analysis.

USTRANSCOM REFERENCE DATA MANAGEMENT (TRDM). A utility for managing 

transportation reference tables utilized by various Department of Defense (DoD) 

systems. It distributes the data to systems using a variety of methods according to 

individual system requirements and has an application for entering data.

VALIDATED DISCREPANCY REPORT. A discrepancy report in which the authorized 

processing point has both accepted for processing and confirmed or has a reason to 

believe the discrepancy has occurred. For adjustment purposes, an SDR for nonreceipt is considered validated when the shipping office determines the non-traceability 

of the shipment.

VERSION. A title given to the updates (every 3 years) of a Defense Logistics 

Management Standard that has officially been approved by ASC X12.

WAR MATERIEL REQUIREMENT. The quantity of an item required to equip and 

support the approved forces specified in the current Secretary of Defense guidance 

through the period prescribed for war materiel planning purposes.
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP2-41 APPENDIX 2

WHOLESALE STOCK. Stock, regardless of funding sources, over which the IMM has 

asset knowledge and exercises unrestricted asset control to meet worldwide inventory 

management responsibilities. (See DoDM 4140.01.)

WIDE AREA WORK FLOW - RECEIPT and ACCEPTANCE (WAWF-RA). WAWF-RA 

is the designed program to automate Commercial Invoices and Government Receiving 

Reports in a web-based, paperless environment. WAWF-RA electronically captures and 

coordinates the four basic pieces of the payment process. WAWA-RA users input their

invoices and receiving reports by transition or via the Internet. These are compared to 

contracts stored in the Defense Finance Accounting System (DFAS) - Electronic 

Document Access (EDA) system. Once the invoice and receiving reports are approved 

and processed, payment transactions are initiated via Electronic File Protocol (EFT) to 

the contractor’s bank account.

WOOD PACKAGING MATERIEL (WPM). Wood or wood products (excluding paper 

products) used in supporting, protecting, or carrying a commodity (includes dunnage). 

Examples of WPM include but are not limited to pallets, skids, pallet collars, containers, 

crates, boxes, cases, bins, reels, drums, load boards, and dunnage. Wood packaging 

made of exempt materiel’s but combined with solid wood components must still be 

treated and marked. WPM does not include processed wood materiel’s and 

manufactured wood products.

WRONG ITEM. Any incorrect or misidentified item or unacceptable substitute item 

received requiring submission of a discrepancy report. See also, MISIDENTIFIED ITEM 

and INCORRECT ITEM.
DLM 4000.25, Volume 1, January 22, 2024

Change 13 

AP3-1 APPENDIX 3

AP3. APPENDIX 3

ACRONYMS AND ABBREVIATIONS

ACRONYM OR

ABBREVIATION

DEFINITION

AAC Activity Address Code

ACO Administrative Contracting Office

ACART Architecture Compliance and Requirements Traceability

ACRN Accounting Classification Reference Number

ADC Approved DLMS Change

ADPE Automatic Data Processing Equipment

ADP Automatic Data Processing

AECA Air Export Control Agreement

AF Air Force

AFAO Approved Force Acquisition Objective

AFJMAN Air Force Joint Manual

AFLC Air Force Logistics Center

AFR Air Force Regulation

AIN Assemblage Identification Number

AIS Automated Information System

AIT Automatic Identification Technology

ALIN Agreement Line Item Number

AMC Air Mobility Command 

AMC Army Materiel Command

AMMA Army Medical Materiel Agreement

AMCL Approved MILS Change Letter (i.e. MILSTRIP, MILSTRAP, 

MILSBILLS)

AMARC Aerospace Maintenance and Regeneration Center

ANMCS Anticipated Not-Mission-Capable Supply

ANSI American National Standards Institute

ANSI ASC X12 American National Standards Institute Accredited Standards 

Committee X12

AP Abandoned Property

APL/AEL Allowance Parts List/Allowance Equipment List
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-2 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

APL Automated Packing List

APO Army or Air Force Post Office

APOD Aerial Port of Debarkation

APOE Aerial Port of Embarkation

APSR Accountable Property System of Record

AR Army Regulation 

AR Acceptance Report

ARP Alternate Release Procedures

ASAM Aviation Safety Action Message

ASC Accredited Standards Committee

ASD(L&MR) Assistant Secretary of Defense (Logistics & Materiel Readiness)

ASN Advance Shipping Notice

ATTN Attention

BAC Billing Account Code

BEA Business Enterprise Architecture

BDN Build Directive Number

BII Basic Issue Item 

BL Bill of Lading

BOM Bill of Materiel

BPR Business Process Reengineering

BRAC Base Realignment and Closure

CA Certificate Availability

CAC Common Access Card

CAGE Contractor and Government Entity

CAM Chemical Agent Monitor

CAO Central Accounts Office(s) 

CAO Contract Administration Office

CAP Civil Air Patrol 

CAP Contractor Acquired Property

CAS Contract Administration Service

CASREP Casualty Report (Navy)
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-3 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

CBL Commercial Bill of Lading

CCI Controlled Cryptographic Items

CCP Consolidation and Containerization Point

CCR Central Contractor Registration

CCSA Change Control Status Accounting

CCSS Commodity Control Supply System

CCWG Country Code Working Group

CCYYMMDD Century Century Year Year Month Month Day Day

CD-ROM Compact Disk-Read-Only Memory

CJCS Chairman of the Joint Chiefs of Staff

CFL Computers for Learning

CFM Contractor Furnished Materiel

CFR Code of Federal Regulations

CIIC Controlled Inventory Item Code

CIM Critical Item Management

CIN Company Identification Number

CIRS Contractor inventory Redistribution System

CJCS Chairman, Joint Chiefs of Staff

CLIN Contract Line Item Number

CLN Case Line Number

CLPSC Cooperative Logistics Program Support Code

CLSSA Cooperative Logistics Supply Support Arrangement

CMOS Cargo Movement Operations System

CO Contracting Officer

CoC Certificate of Conformance

COG Cognizance Code (Navy)

COI Communities of Interest

COMSEC Communications Security

COMMRI Communication Routing Identifier

CONEX Container Express

CONUS Continental United States

COSIS Care of Supplies in Storage

COTS Commercial-Off-The-Shelf
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-4 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

CR Country Representative (FMS)

CR/FF Country Representative/Freight Forwarder

CRII Customer Return Improvement Initiative

CSI Critical Safety Item

CSP Central Service Point

CWT Customer Wait Time

DAAS Defense Automatic Addressing System

DAMES DAAS Automated Message System

DASD(SCI) Deputy Assistant Secretary of Defense (Supply Chain Integration)

DBR Detailed Billing Record

DBC/IRB Defense Business Council/Investment Review Board

DCMA Defense Contract Management Agency

DCMO Deputy Chief Management Officer

DCS Defense Courier Service

DD Department of Defense (i.e., DD Form) 

DD Distribution Depot

DDE Demand Data Exchange

DDMS DLA Distribution Mapping System

DDN Defense Data Network

DEDD Data Element Dictionary/Directory

DEI Data Element Identifiers

DEPMEDS DoD Deployable Medical Systems

DESEX Defense Supply Expert System

DFARS Defense Federal Acquisition Regulation Supplement

DFAS Defense Finance and Accounting Service

DFAS-CO Defense Finance and Accounting Service, Columbus

DFAS-IN Defense Finance and Accounting Service, Indianapolis Center

DFSP Defense Fuel Support Point

DI DEMIL Instructions

DI Data Identifiers

DIC Document Identifier Code

DIELOG DAAS Integrated Email Logistics
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-5 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

DII Defense Information Infrastructure

DIPEC Defense Industrial Plant Equipment Center

DISA Data Interchange Standards Association 

DISA Defense Information Systems Agency

DISN Defense Information Systems Network

DLA Defense Logistics Agency

DLAI Defense Logistics Agency Instruction

DLAR Defense Logistics Agency Regulation

DLIS Defense Logistics Information Service

DLM Defense Logistics Manual

DLMS Defense Logistics Management Standards

DLR Depot Level Repairable

DLSS Defense Logistics Standard Systems

DM Data Maintenance

DMISA Depot Maintenance Inter-Service Support Agreement

DMLSS Defense Medical Logistics Standard Support

DMS Defense Message Syste

DNA Defense Nuclear Agency

DoD Department of Defense

DoDAAC Department of Defense Activity Address Code

DoDAAD Department of Defense Activity Address Directory

DoDAAF Department of Defense Activity Address File

DoDD Department of Defense Directive

DoDI Department of Defense Instruction

DoE Department of Energy

DPAP Defense Procurement and Acquisition Policy

DPM Direct Procurement Method

DRC Disposal Release Confirmation

DRD Disposal Release Denial

DRO Disposal Release Order

DSAMS Defense Security Assistance Management System

DSN Defense Switched Network

DSS Distribution Standard System
DLM 4000.25, Volume 1, January 22, 2024

Change 13 

AP3-6 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

DTC Delivery Term Code

DTEB Defense Transportation Electronic Business

DTID Disposal Turn-In Document

DTR Defense Transportation Regulation

DTRA Defense Threat Reduction Agency

DTS Defense Transportation System

DUNS Data Universal Numbering System

DVD Direct Vendor Delivery

DWCF Defense Working Capital Fund 

E2E End-to-End

EAC Edit Action Code

EB Electronic Business

EBCDIC Extended Binary Code Decimal Interchange Code

EBS Enterprise Business System

ECSS USAF Expeditionary Combat Support System

EDA Electronic Document Access

EDD Estimated Delivery Date

EDI Electronic Data Interchange

EFT Electronic Funds Transfer

EID Enterprise Identifier

ELIN Exhibit Line Item Number 

EMALL Electronic Mall

EP Exchange Pricing

ESD Estimated Shipping Date 

ES/EM Electrostatic/Electromagnetic

ESP Enterprise Service Provider

ETA Electronic Transportation Acquisition

ETA Estimated Time of Arrival

ETD Effective Transfer Date

ETID Electronic Turn In Document

EUC End Use Certification
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-7 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

F/AD Force or Activity Designator

FAA Federal Aviation Administration

FAR Federal Acquisition Regulation

FEDSTRIP Federal Standard Requisitioning and Issue Procedures

FF Freight Forwarder

FF&V Fresh Fruit and Vegetables

FGS Final Governing Standards

FIAR Financial Improvement and Audit Readiness

FLIS Federal Logistics Information System

FMR Financial Management Regulation

FMS Foreign Military Sales

FMSO Foreign Military Sales Order

FOB Free On Board

FPDW FLIS Portfolio Data Warehouse

FPDS Federal Procurement Data System

FPMR Federal Property Management Regulation

FPO Fleet Post Office

FSCAP Flight Safety Critical Aircraft Part

FRC Fleet Readiness Centers (Navy)

FSC Federal Supply Classification

FSG Federal Supply Group

FV Funds Verification

FYDP Future-Years Defense Program

GA Grant Aid

GAA General Agency Agreement

GBL Government Bill of Lading

GCSS Global Combat Support System

GE Functional Group Trailer

GENC Geopolitical Entities, Names, and Codes

GEX Global Exchange eBusiness Gateway

GFM Government Furnished Materiel 

GIM Gaining Inventory Manager
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-8 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

GRS General Records Schedules

GS Functional Group Header

GSA General Services Administration

HM Hazardous Materiel

HMIRS Hazardous Materials Information Resource System

HW Hazardous Waste

I&S Interchangeability and Substitutability

IA Industrial Activity

IAC Issuing Agency Code

IC Implementation Convention

ICAO International Civil Aviation Organization

ICP Inventory Control Point

ICS Intransit Control System

IDE Integrated Data Environment

IEA Interchange Control Trailer

IGC Integrated Data Environment and Global Transportation Network 

Convergence 

ILCO International Logistics Control Office

ILP International Logistics Program

ILS-S Integrated Logistics System-Supply

IMM Integrated Materiel Manager

IMET International Military Education and Training

IPE Industrial Plant Equipment

IMSP Inventory Management and Stock Positioning

IPG Issue Priority Group

IRB Investment Review Board

IRRD Issue Release/Receipt Document

IRRIS Intelligent Road/Rail Information Server

ISA Interchange Control Header

ISV In-Storage Visibility

IT Information Technology
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-9 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

ITV In-Transit Visibility

IUID Item Unique Identification

JCS Joint Chiefs of Staff

JDRS Joint Deficiency Reporting System

JANAP Joint Army, Navy, and Air Force Publication

JPIWG Joint Physical Inventory Working Group

JSA/LWCG Joint Small Arms /Light Weapons Coordinating Group

LCN Local Control Number

LCN Location Control Number 

LE Loop End Segment

LIM Losing Inventory Manager

LMP Army Logistics Modernization Program

LOA Letter of Offer and Acceptance

LOGDRMS Logistics Data Resources Management System

LOGMARS Logistics Marking and Reading Symbols

LOTS Logistics On-Line Tracking System

LR Logistics Reassignment

LRO Lateral Redistribution Order

LS Loop Start Segment

LSN Local Stock Number

M&S Media and Status

MAJCOM Major Command

MAPAC Military Assistance Program Address Code

MAPAD Military Assistance Program Address Directory

MASF Military Assistance Service Funded

MAT Materiel Access Technology

MCA Management Control Activity 

MCN Management Control Number

MCMC Marine Corps Maintenance Centers

MCO Marine Corps Order
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-10 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

MDA Missile Defense Agency

MDN Manufacturing Directive Number 

MDR Metadata Registry

MEBS Mapping Enterprise Business System

MICAP Mission Impaired Capability Awaiting Parts (USAF)

MRP Materiel Returns Program

MILS Military Standard

MIL-STD Military Standard

MILVAN Military Van

MILSBILLS Military Standard Billing System

MILSINQ MILSBILLS Inquiry

MILSTRAP Military Standard Transaction Reporting and Accountability 

Procedures

MILSTRIP Military Standard Requisitioning and Issue Procedures

MIPR Military Interdepartmental Purchase Request

MOA Memorandum of Agreement

MOES DoD EMall Manual Order Entry System

MOES MILSTRIP Order Entry System

MOV Materiel Obligation Validation

MPC Material Processing Center

MRA Materiel Receipt Acknowledgment

MRC Materiel Release Confirmation

MRD Materiel Release Denial

MRE Meals-Ready-To-Eat

MRO Materiel Release Order

MRP II Manufacturing Resource Planning II

M&S Media and Status

MSC Military Sealift Command

MSCVAN MSC Leased/Controlled SEAVAN or MILVAN

MSL Military Shipping Label

NAMF NATO Missile Fire Installation

NAMI Non-Army Managed Items
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-11 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

NAMSA NATO Maintenance and Supply Agency

NARA National Archives and Records Administration

NATO North Atlantic Treaty Organization

NAVICP Navy Inventory Control Point

NAVILCO Navy International Logistics Control Office

NAVSUPINST Naval Supply System Command Instruction

NCB National Codification Bureau

NHPLO NATO Hawk Production and Logistics Office

NDLR Navy Depot Level Repairable

NIIN National Item Identification Number

NIMS National Inventory Management Strategy

NIMSC Nonconsumable Item Materiel Support Code

NIPRNET Non-Secure Internet Protocol Router Network

NMCS Not-Mission-Capable Supply

NMFC National Motor Freight Classification

NO. Number

NOA Notice of Availability

NOAA National Oceanic and Atmospheric Administration

NRC Nuclear Regulatory Commission

NSN National Stock Number

NSN NATO Stock Number

NSY Naval Shipyards

NWRM Nuclear Weapons Related Materiel

OCONUS Outside Continental United States

OASD Office of the Assistant Secretary of Defense

OEM Original Equipment Manufacturer

OEP Organizational Execution Plans

OMR Offer of Materiel Report

OPTEMPO Operating Tempo

OSD Office of the Secretary of Defense

OT Other Transactions

OUSD(C) Office of the Undersecretary of Defense (Comptroller)
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-12 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

OWMR Other War Materiel Requirement

OWRMR Other War Reserve Materiel Requirement

OWRMRP Other War Reserve Materiel Requirement Protectable

PBL Performance Based Logistics

PC&H Packing, Crating, and Handling

PCH&T Packing, Crating, Handling, and Transportation

PCO Procuring Contract Officer

PD Priority Designator

PDC Proposed DLMS Change

PDS Procurement Data Standards

PEC Production Equipment Code

PIC Positive Inventory Control (USAF)

PICA Primary Inventory Control Activity

PICD Physical Inventory Cutoff Dates

PICP Physical Inventory Control Program

PIID Procurement Instrument Identifier

PIIN Procurement Instrument Identification Number

PKI Public Key Infrastructure

PM Pipeline Measurement

PMR Prepositioned Materiel Receipt

PO Purchasing Office

POC Point of Contact

POD Port of Debarkation

POE Port of Embarkation

POL Petroleum, Oil, and Lubricants

PQDR Product Quality Deficiency Report

PQDR II Product Quality Deficiency Report Inter-service Interface

PRC Process Review Committee

pRFID Passive Radio Frequency Identification

PRN Procurement/Purchase Request Number

PWR Pre-Positioned War Reserve

PWRMR Pre-Positioned War Reserve Materiel Requirement
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-13 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

PWRMRP Pre-Positioned War Reserve Materiel Requirement Protectable

PWRMS Pre-Positioned War Reserve Materiel Stock

PWRR Pre-Positioned War Reserve Requirement

QSL Quality Status Listing

QUP Quantity Unit Pack

RAD Required Availability Date

RASTS Radiation Source Tracking System

RBI Reutilization Business Integration

RCN Report Control Number

RCS Reports Control Symbol

RDD Required Delivery Date

RDO Redistribution Order

RDP Required Delivery Period

REPSHIP Report of Shipment

RFID Radio Frequency Identification 

RFID Request for Implementation Date

RHF Requisition History File

RHICS Regional Hazardous Inventory Control System

RIC Routing Identifier Code

RIP Receipt-In-Place

RMDE Reference Master Data Environment

ROK Republic of Korea

ROM Rough Order of Magnitude

ROP Reorder Point

RORO Roll On/Roll Off

RP Record Position

RRAM Real-time Reutilization Asset Management

S/A Service/Agency

SA/LW Small Arms/Light Weapons

SAO Security Assistance Organization
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-14 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

SAP Security Assistance Program

SARSS Standard Army Retail Supply System 

SBR Summary Billing Record

SBSS Standard Base Supply System

SC Security Cooperation

SCA Stock Control Activity

SCAC Standard Carrier Alpha Code

SCC Supply Condition Code

SCR System Change Requests

SDD Standard Delivery Date

SDDC Military Surface Deployment and Distribution Command

SDI Retail Storage and Distribution Interface

SDR Supply Discrepancy Report

SDS Safety Data Sheet

SE Transaction Set Trailer

SEATO Southeast Asia Treaty Organization

SEAVAN Commercial/Government-Owned/Leased Shipping Container

SECNAVINST Secretary of the Navy Instruction

SED Shipper’s Export Declaration

SF Standard Form

SHAPE Supreme Headquarters, Allied Powers, Europe

SICA Secondary Inventory Control Activity

SII Special Instruction Indicator

SLES Shelf-Life Extension System

SLOA Standard Line of Accounting

SMCA Single Manager for Conventional Ammunition

SMR Source, Maintenance, and Recoverability

SN Serial Number

SOF Safety of Flight

SOS Source of Supply

SOU Safety of Use

SPIIN Supplementary Procurement Instrument Identification Number

SPR Special Program Requirement
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-15 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

SPRS Supplier Performance Risk System

SQCR Storage Quality Control Report

SR Stock Readiness

SRC Shipment Release Code

SSA Supply Support Activity

SS&D Supply Storage and Distribution

SSF Single Stock Fund

ST Transaction Set Header

SUPPADD Supplementary Address

SWOP Special Weapons Ordnance Publication

TAC Transportation Account Code 

TAC Type Address Code

TAMMS The Army Maintenance Management System

TAV Total Asset Visibility

TCMD Transportation Control and Movement Document

TCN Transportation Control Number

TDD Time Definite Delivery

TDR Transportation Discrepancy Report

TEDB The Army Maintenance Management System (TAMMS) Equipment 

Data Base

TEWLS Theater Enterprise-Wide Logistics System

TIN Tax Payer Identification Number

TIPR Total Item Property Record

TM Technical Manual

TO Technical Order

TP Technical Publication

TRA Disposition Services Turn-in Receipt Acknowledgement

TRDM USTRANSCOM Reference Data Management

TS Transaction Set

TSDC Transportation to Supply Documentation Correlation

TVR Tailored Vendor Relationships
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-16 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

UEI Unique Entity Identifier

UFC Uniform Freight Classification

UDF Uniform Data File

U/I Unit of Issue

UIC Unit Identification Code

UID Unique Identification

UII Unique Item Identifier

UIT Unique Item Tracking

UITC Unique Item Tracking Committee

UITDC Unique Item Tracking Designator Code

UMMIPS Uniform Materiel Movement and Issue Priority System

UN United Nations

UND Urgency of Need Designator

UPS United Parcel Service

U.S. United States

USA United States Army

USAF United States Air Force

USAMMA United States Army Medical Materiel Agency

USASAC United States Army Security Assistance Center

USCG United States Coast Guard

USDAO United States Defense Attaché Office

USMC United States Marine Corps

USN United States Navy

USPS United States Postal Service

USTRANSCOM United States Transportation Command

USMFT U.S. Message Text Format

USML United States Munitions List

VAN Value Added Network

VIN Vehicle Identification Number

WAWF Wide Area Work Flow

WAWF-RA Wide Area Work Flow - Receipt and Acceptance
DLM 4000.25, Volume 1, January 22, 2024

Change 13

AP3-17 APPENDIX 3

ACRONYM OR

ABBREVIATION

DEFINITION

WCF Working Capital Funds

WebSDR Web Supply Discrepancy Report

WEBVLIPS Web Visual Logistics Information Processing System

WMR War Materiel Requirement

WP Wash Post

WPM Wood Packaging Materiel

WPOD Water Port of Debarkation

WPOE Water Port of Embarkation

WPP Weapons Production Program

WSN Weapons Serial Number

XML eXtensible Markup Language

XSD XML Schema Definition
DLM 4000.25, Volume 1, April 09, 2022

Change 10

AP4-1 APPENDIX 4

AP4. APPENDIX 4

DoD/ASC X12 CONVERSION GUIDE

AP4.1. Three sets of conversion guides contain cross references between DoD domain 

codes (data item codes) and Accredited Standards Committee (ASC) X12 domain code 

values. DoD systems that store internal data in DoD format and exchange data in X12-

based DLMS format must implement all three conversion guides to convert outbound 

DoD data values to the corresponding ASC X12 code values and vice versa for inbound 

data values. The applicable conversion guides are available under the quick links on 

the Defense Enterprise Data Standards Office Website.

CODE TITLE

*9 TRANSPORTATION METHOD/TYPE CODE CONVERSION

*A TYPE OF PACK CONVERSION GUIDE

*8 UNIT OF MATERIEL MEASURE (UNIT OF ISSUE/PURCHASE UNIT) 

CONVERSION GUIDE
DLM 4000.25, Volume 1, May 19, 2014

AP5-1 APPENDIX 5

AP5. APPENDIX 5

DLMS TO DLSS CROSS-REFERENCE TABLES

AP5.1. The Defense Logistics Management Standards (DLMS) – Defense Logistics 

Standard System (DLSS) (legacy 80 record position format) cross reference tables 

provide the following information, which can be found on the DLSS/DLMS Cross 

Reference page on the DLMS Website.

AP5.1.1. A cross-reference of each DLSS Document Identifier Code (DIC) (e.g., 

A01) to DLMS Implementation Convention, also known as DLMS Supplement, number 

(e.g. 511) for all DLSS legacy processes in two sequences: DIC sequence; DLMS 

transaction sequence.

AP5.1.2. A Military Standard Transaction Reporting and Accountability Procedures 

(MILSTRAP) customer assistance aid consisting of correlation tables between 

MILSTRAP legacy DIC series, (e.g. .D4_, D6_, D7_, etc.) and DLMS provides general 

functional equivalency between each MILSTRAP DIC and DLMS Implementation 

Convention. In addition to identification of the DIC/DLMS basic cross-references, actual 

physical location of the applicable transaction type code(s) within each DLMS 

Implementation Convention and clarifying information required for defining a valid 

correlation are provided.
DLM 4000.25, Volume 1, May 19, 2014

AP6-1 APPENDIX 6

AP6. APPENDIX 6

DEFENSE LOGISTICS MANAGEMENT STANDARDS 

CODE LISTS/QUALIFIERS

AP6.1. The Defense Logistics Management Standards (DLMS) Implementation 

Conventions, also known as DLMS Supplements, frequently employ a specific 

combination of data segments and data elements to convey encoded information. The 

DLMS Qualifiers represent a combination of DoD logistics functional data elements for 

which the authoritative source is Assistant Secretary of Defense (Logistics & Materiel 

Readiness) and data elements developed and maintained by other functional data 

administrators; but, are used in the DLMS, (e.g., procurement, finance, contract 

administration and personnel). Many of the listed data elements are registered under 

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

X12 Data Element 1270 (Code List Qualifier Code) and are used in Data Segment LQ 

identifying the coded entry to its qualifier. The presence of an asterisk (*) in the qualifier 

code indicates either of the following conditions:

 The entry represents a conversion guide required or used in the legacy 80 

record position Defense Logistics Standard Systems (DLSS)/DLMS translation 

process.

 The entry shows a secondary sequence of a data code within a qualifier 

(alphabetic/alphanumeric code sequence or clear-text name).

 The entry is a guide for cross-reference of DoD Document Identifier Codes 

(DIC) to DLMS ICs.

 The entry identifies a DoD managed code list (qualifier not in 1270)

AP6.2. DLMS Codes Lists/Qualifiers are available from the Defense Logistics 

Management Standards Program Office Website
DLM 4000.25, Volume 1, May 19, 2014

AP7-1 APPENDIX 7

AP7. APPENDIX 7

DEFENSE LOGISTICS MANAGEMENT STANDARDS 

TRANSACTION FORMATS

AP7.1. DEFENSE LOGISTICS MANAGEMENT STANDARDS TRANSACTION 

FORMATS. Defense Logistics Management Standards (DLMS) transaction formats are 

stored on the Defense Logistics Management Standards Program Office Website at the 

DLMS IC page.

AP7.2. DEFENSE LOGISTICS STANDARD SYSTEM FORMATS. The Defense

Logistics Management Standards Program Office Website contains a link to the legacy 

80 record position Defense Logistics Standard System (DLSS) transactions associated 

with each DLMS transaction listed, on the DLMS IC page.

AP7.3. DEFENSE LOGISTICS MANAGEMENT STANDARDS TRANSACTION 

USAGE. DLMS Implementation Conventions, also known as DLMS Supplements, 

address how the standards are implemented. One transaction set may be used in 

several different functional areas or repeatedly within the same functional area. Each 

separate interpretation of the standards according to a specific usage is called an 

application. See Volume 1, Chapter 7, Standards and Conventions, for more information 

on DLMS transactions.
DLM 4000.25, Volume 1, May 19, 2014

AP8-1 APPENDIX 8

AP8. APPENDIX 8

TRANSACTION SET 997 IMPLEMENTATION 

CONVENTION – FUNCTIONAL ACKNOWLEDGEMENT

AP8.1. This implementation convention (IC) contains the format and establishes the 

data contents of the functional acknowledgement transaction set (997) for use within the 

EDI environment. This IC is used to acknowledge receipt and acceptance or rejection 

of a functional group and the transaction sets (ICs) contained therein based upon EDI 

translation software syntax edits. This IC does not cover the semantic meaning of the 

information encoded in the ICs. This IC is available on the Defense Enterprise Data

Standards Office Website on the DLMS IC page.
DLM 4000.25, Volume 1, May 19, 2014

AP9-1 APPENDIX 9

AP9. APPENDIX 9

DLMS CHANGE PROCESS FLOW CHART

Begin

Initiator Submits Change Proposal to Component PRC Representative

Component PRC representative coordinates with Component

Component PRC representative submits to appropriate PRC Chair

PRC Chair reviews for methodology, compliance, and completeness

PRC Chair consolidates coordination comments and submits proposal 

package to director, Defense Logistics Management Standards for 

signature

Signed change proposal package approved and submitted to 

component PRC members to evaluate and comment

Comments received by PRC Chair

PRC Chair reviews/evaluates comments, coordinates comments with 

PRC as required, and completes change proposal package

Approved?

Does change need 

ASC X12 approval?

Notification of disapproval

PRC Chair

PRC S/A Member

Initiator

End

Component and DLA Transaction 

Services implement change

Change 

Approved by 

ASC X12?

Defense Logistics Management 

Standards determine impact and 

forward change request to ASC X12 

through appropriate channels

PRC Chair submits change proposal package for approval

Defense Logistics 

Management Standards 

decide if the approved 

change should be adopted 

by DoD prior to ASC X12 

approval

Defense Logistics Management 

Standards forward unresolved 

disagreements to ASD(L&MR/

SCI) for resolution 

No

Yes

No

Yes

No

Yes

PRC Chair to 

coordinate change 

to ADC

Components provide implementation 

status updates to PRC Chair

Issues?

Yes

No

All concurrences?

Yes

No

PRC representative provides concurrence/non-concurrence to PRC Chair
DLM 4000.25, Volume 1, December 14, 2016

Change 4

 AP10-1 APPENDIX 10

AP10. APPENDIX 10 

DEFENSE LOGISTICS MANAGEMENT STANDARDS 

COMPLIANCE

AP10.1. DEFENSE LOGISTICS MANAGEMENT STANDARDS COMPLIANCE 

LEGISLATIVE & POLICY AUTHORITY CHAIN. To facilitate interoperability of logistics 

business functions across the global supply chain management system, the Defense 

Logistics Management Standards (DLMS) prescribe standard logistics business 

processes, business rules, information exchange formats and data standards. 

Transaction based information exchanges must be executed in the applicable DLMS 

format, including DLMS X12 Electronic Data Interchange (EDI) and DLMS eXtensible 

Markup Language (XML). Automated information systems (AIS) executing business 

processes covered by the DLM 4000.25 series of manuals and interfacing with other 

systems in the performance of those processes must assert their compliance with the 

DLMS.

AP10.1.1. TITLE 10 UNITED STATES CODE § 2222 

 AP10.1.1.1. Specifies requirements for investment review and certification of 

defense business systems before funds, whether appropriated or non-appropriated, can 

be obligated.

 AP10.1.1.2. Requires establishment of a Department-wide Business 

Enterprise Architecture (BEA).

 AP10.1.1.3. Requires Business Process Reengineering (BPR) and alignment 

to the BEA.

 AP10.1.1.4. Requires the establishment of a single Investment Review Board 

(IRB) chaired by the DoD Deputy Chief Management Officer (DCMO) and an 

investment management process.

AP10.1.2. Office of Deputy Chief Management Officer. The Office of Deputy Chief 

Management Officer (DCMO) issues guidance governing the following:

 AP10.1.2.1. BEA development, maintenance, and compliance

 AP10.1.2.2. IRB rules

 AP10.1.2.3. Annual delivery of BEA for the Department of Defense Business 

Mission Area (BMA) to help defense business system owners and program managers 

make informed decisions.
DLM 4000.25, Volume 1, December 14, 2016

Change 4

 AP10-2 APPENDIX 10

AP10.1.3. Defense Business Council/Investment Review Board. The Defense 

Business Council/Investment Review Board (DBC/IRB) oversees the implementation of 

the DCMO guidance through:

 AP10.1.3.1. Review of business area functional strategies and approval of 

the Components’ Organizational Execution Plans (OEPs) to implement the functional 

strategies.

 AP10.1.3.2. Definition of the Department's target business environment and 

approval of the content for the DoD BEA. The BEA specifies the enterprise standards 

to which DoD business systems must adhere.

AP10.1.4. DoD Component Chief Information Officers. They must annually assert 

the following items for automated information systems under their purview:

 AP10.1.4.1. BEA compliance of any business system with a total cost in 

excess of $1M over the period of the current future-years defense program (FYDP), 

regardless of type of funding or whether any development or modernization is planned.

 AP10.1.4.2. BEA certifications using the Architecture Compliance and 

Requirements Traceability (ACART) Tool to provide an automated assessment of 

system compliance against the data standards, business rules, laws, regulations, and 

policies defined in the DoD BEA.

 AP10.1.4.3. DLMS compliance for any business system with a total cost less 

than $1M over the FYDP, but which executes business processes covered by the DLM 

4000.25 series of manuals. 

AP10.1.5. Defense Logistics Management Standards. DLMS are authorized by 

the following DoD policy documents:

 AP10.1.5.1. DoD Directive 8190.01E, “Defense Logistics Management 

Standards (DLMS)” 

AP10.1.5.1.1. Directs that the Defense Enterprise Data Standards 

Office serve as the Department's executive agent for DLMS change management,

AP10.1.5.1.2. Establishes the American National Standards Institute 

(ANSI) Accredited Standard Committee (ASC) X12 as the baseline logistics data 

exchange standard upon which the DLMS are based, and 

AP10.1.5.1.3. Requires the DoD Components to implement the DLMS 

in all AISs that perform business functions covered by the DLM 4000.25 series of 

manuals.

 AP10.1.5.2. DoDI 4140.01, “DoD Supply Chain Materiel Management Policy” 

authorizes and directs publication of the 4000.25 series of Defense Logistics Manuals 

(DLM).
DLM 4000.25, Volume 1, December 14, 2016

Change 4

 AP10-3 APPENDIX 10

 AP10.1.5.3. DoDI 4140.01, “DoD Supply Chain Materiel Management Policy” 

directs that the DLMS serve as the primary system governing logistics functional 

business management standards and practices.

AP10.1.6. DoD Acquisition and Logistics Functional Strategy, FY 2013

 AP10.1.6.1. Identifies the DLMS as an enterprise standard, 

 AP10.1.6.2. Sets the target for Component Automated Information Systems 

to be “Fully DLMS compliant by 2019.” This target fulfills the requirement to increase 

the level of data and process standardization.

AP10.2 DEFENSE LOGISTICS MANAGEMENT STANDARDS IS A BUSINESS 

ENTERPRISE ARCHITECTURE ENTERPRISE STANDARD 

AP10.2.1. The DLMS are included in the DoD BEA as a mandatory enterprise 

standard of the DoD architecture’s target business environment. 

AP10.2.2. The DLMS are a set of artifacts documenting logistics business 

management standards whose implementation in automated information systems 

ensures interoperability within and across functional domains. The DLMS interpret, 

prescribe, and implement DoD policy in multiple functional areas including specifically 

supply, transportation, acquisition (contract administration), maintenance, and finance. 

The DLMS document the approved standard business processes and the supporting 

business rules, information exchanges, and data standards. As an enterprise standard, 

the DLMS are applicable to all the DoD Components and by agreement, to external 

organizational entities conducting logistics business operations with DoD including (a) 

non-Government organizations, both commercial and nonprofit; (b) agencies of the U.S. 

Government other than DoD; (c) State and Local Government entities; (d) foreign 

national governments; and (e) international government organizations.

AP10.2.3. DLMS Business Processes & Rules are published in the Defense 

Logistics Manual (DLM) 4000.25 series of manuals authorized by DoDI 4140.01. The 

DLMs are available on the Publications page. The DLMS Information Exchanges 

supporting the business rules and processes are available on the DLMS IC page. The 

DLMS Data used by the business and processes and conveyed in the DLMS 

Information Exchanges can be found in LOGDRMS, which is accessible through the 

DLMS Website. 

AP10.3 COMPONENT CERTIFICATION OF COMPLIANCE WITH THE BEA 

ENTERPRISE STANDARD “DEFENSE LOGISTICS MANAGEMENT STANDARDS”

AP10.3.1. The Component ACART certification of a system’s DLMS Compliance 

is a two-step approach.

 AP10.3.1.1. Step 1: Applicability of the DLMS. Determine if the DLMS are 

applicable to the system under review. If the DLMS are not applicable to the functional 
DLM 4000.25, Volume 1, December 14, 2016

Change 4

 AP10-4 APPENDIX 10

processes supported by the system under review, then no DLMS compliance 

certification is necessary. The determination of applicability is made by reviewing 

functional business processes that the system supports and determining whether or not 

the system under review exchanges transactional information with other systems to 

execute its business processes. 

 AP10.3.1.1.1. Systems that are within the DLMS functional scope are 

those that support business functions covered by the DLM 4000.25 series of manuals. 

The system under review may identify DLMS applicability for all or selected individual 

business processes supported by the DLMS. A review of the DLM 4000.25 series 

manuals “Tables of Contents” is a quick way to identify the specific business processes 

supported by the DLMS. To aid program managers in determining the applicability 

of the DLMS to a particular system, a DLMS Compliance Checklist is on the DLMS 

Implementation page. Program managers must review the DLMS Compliance 

Checklist to determine DLMS applicability to their programs.

 AP10.3.1.1.2. Systems that are within the DLMS functional scope and 

are dependent on incoming transactions or exiting transactions to support those 

functional processes can compare the systems transactions to the transactions 

identified within the DLM 4000.25 series of manuals to ascertain the scope of 

information exchange impacts.

 AP10.3.1.2. Step 2: DLMS Compliance Determination. Step 2 begins with 

the finding in Step 1 that the DLMS are applicable to functional processes supported by 

the system under review. The following describe several levels of compliance. A 

determination of Level 1, “Basic DLMS Compliance” is required for a Component to 

make the assertion that the system is DLMS Compliant within the ACART tool.

 AP10.3.1.2.1. Level 0: DLMS NON-COMPLIANT. A system is declared 

DLMS Non-compliant when it 

• executes business processes covered by the DLM 4000.25 

series of manuals,

• interfaces with other systems in the performance of those 

processes, but does not adhere to the DLMS standard processes, business 

rules, information exchange formats, or data standards, and 

• there are no active efforts to implement the DLMS. 

Transaction based information exchanges must be executed in the applicable DLMS 

format including DLMS X12 EDI and DLMS XML. The DLMS are a broad-based body 

of logistics management, responsibilities, procedures, business rules, data and 

information exchange standards that are documented in the Defense Logistics 

Management Standards manual and Approved DLMS Changes (ADCs) published and 

posted to the Defense Enterprise Data Standards Office Website.
DLM 4000.25, Volume 1, December 14, 2016

Change 4

 AP10-5 APPENDIX 10

 AP10.3.1.2.2. Level 1: BASIC DLMS COMPLIANCE. A system is 

declared Basic DLMS Compliant when it 

• executes business processes covered by the DLM 4000.25 

series of manuals, 

• has the capability to interface with other systems using the 

standard DLMS transactions (either DLMS EDI or DLMS XML), and 

• implements the DLMS basic business function rules and data 

standards. 

• Basic business process rules, formats, and data conform to 

those prescribed by legacy MILSTRIP, MILSTRAP, and MILSBILLS. 

• At a minimum, the system must be capable of communicating via 

DLMS transactions equivalent to the legacy 80 record position transactions, but 

may not have implemented all the applicable enhanced capabilities of the DLMS. 

While the system has not fully implemented all of the applicable DLMS enhancements, 

it has begun doing so, and has detailed plans and actions ongoing to reach full DLMS 

compliance. These systems are characterized as Level 1 and are considered to have 

reached basic DLMS Compliance for BEA/IRB compliance certification purposes.

 AP10.3.1.2.3. Level 2: ENHANCED DLMS COMPLIANCE. A system is 

declared “Enhanced DLMS Compliant” when it 

• executes business processes covered by the DLM 4000.25 

series of manuals, 

• has the capability to interface with other systems using the 

standard DLMS transactions (either DLMS EDI or DLMS XML), 

• implements DLMS basic business function rules, formats and 

data standards, and 

• has implemented the preponderance of applicable DLMS 

enhancements.

While the system has not fully implemented all of the applicable DLMS enhancements, 

it has detailed plans and actions ongoing to reach full DLMS compliance. Systems are 

characterized as Level 2 and are considered to have reached Enhanced DLMS 

Compliance for BEA/IRB compliance certification purposes.
DLM 4000.25, Volume 1, December 14, 2016

Change 4

 AP10-6 APPENDIX 10

 AP10.3.1.2.4. Level 3: FULL DLMS COMPLIANCE. A system is 

declared “Full DLMS Compliant” when it 

• executes business processes covered by the DLM 4000.25 

series of manuals, 

• has the capability to interface with other systems using the 

DLMS transactions (either DLMS EDI or DLMS XML), 

• implements the DLMS basic business function rules, formats and 

data standards, and 

• has implemented all of the applicable DLMS enhancements. 

These systems are characterized as Level 3 and are considered to have reached Full 

DLMS Compliance for BEA/IRB compliance certification purposes. 

AP10.3.2.The IRB will actively monitor Component ACART certifications of a 

system’s level of DLMS Compliance. For those systems that are not at Level 3 Fully 

DLMS Compliant, the IRB will review Component plans and ongoing actions to ensure 

the appropriate resources and priority are being applied to enable the system to be 

declared Level 3 Fully DLMS Compliant. 

AP10.3.3. As new DLMS enhancements are approved for implementation, 

Components must continually update the Component ACART certifications to ensure 

the system is remaining current with DLMS. It is possible for a system that was 

declared Level 3 Fully DLMS Compliant to revert to Level 2 if new DLMS enhancements 

have not been implemented. If this occurs, the Component must submit to the IRB 

detailed plans and demonstrate ongoing actions for implementing the new DLMS 

enhancements.
DLM 4000.25, Volume 1, December 27, 2022

Change 11

AP11-1 APPENDIX 11

Appendix 11

REMOVE