Page 2 Attachment, ADC 456 

ADC 456 

Intra-DLA Sales Contract Catalog Data Support Transaction under RBI 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

 a. Technical POC: DLA Logistics Information Service Agency 

 b. Functional POC: DLA Logistics Information Service Agency 

2. FUNCTIONAL AREA: DLA Disposition Services Receipt Processing 

3. REFERENCES: DLA J627 memorandum dated June 20, 2011, subject: PDC 434, IntraDLA Revisions DLMS 527R Receipt and Associated Procedures for Use by DLA Disposition 

Services under RBI

4. BACKGROUND:

 a. Intent of the transaction: 

 (1) The DLA Disposition Services is a worldwide presence within the Department of 

Defense, with disposal specialists in 14 foreign countries, two U.S territories, and 39 states. DLA 

Disposition Services’ mission is the execution of disposition solutions for excess military 

property. The Reutilization Business Integration (RBI) project will replace the DLA Disposition 

Services’ Disposal Automated Information System (DAISY) by integrating DLA Disposition 

Services business processes within the DLA enterprise suite of applications, including the 

Enterprise Business System (EBS) and Distribution Standard System (DSS). 

 (2) This transaction will be used to provide DSS with contract information in order to help 

the DLA Disposition Services Field Offices source the correct property to the correct customers. 

DLA Disposition Services' sales process for handling contracts is not to be confused with 

standard contract terminology surrounding Federal Acquisition Regulation (FAR)-regulated 

contracts. The DLA Disposition Services system (EBS) houses the contract information, while 

DSS houses the physical location and quantity of property. By sending the valid contract 

information to DSS, the receiver will be able to assign a contract at the time the receipt is 

submitted to EBS. 

 b. Scenario for which the transaction is used: 

 (1) DLA Disposition Services conducts sales with the public for those items that cannot 

be reutilized and do not require disposal. The contracts for these sales are often written in such a 

way that they cannot be adequately described utilizing standard EBS data fields, such as Federal 

Supply Class (FSC) Code or Scrap Classification List (SCL) Code. The contracts may also cover 

too many individual NIINs (National Item Identification Number) for each NIIN to be listed 

under the contract. This combination of broad and narrow restrictions makes it impossible to 

systematically determine sourcing of receipted items in sales status to the contracts. It is 

therefore necessary to provide a means for the receiver to select the appropriate sales contract 

number and sales contract line item number – as a contract may have multiple line items – while 

entering a receipt into DSS. The receivers currently have this capability within DAISY and 
Page 3 Attachment, ADC 456 

exercise it as part of their regular duties. They are trained to identify which types of items go to 

particular contracts. 

 (2) The sales contracts in question reside and are maintained wholly within EBS. So in 

order for DSS to provide this information to the receiver to select during entry, EBS must first 

send the contract information to DSS. The following fields will be required as part of the 

transaction: 

 

 Sales Contract Number. This is the sales contract number as assigned by EBS. It will 

be passed by DSS to EBS on the receipt if selected during receipt entry. 

Field length: 10 characters1

 Sales Contract Line Item Number. This is the sales contract line item number as 

assigned by EBS. It will be passed by DSS to EBS on the receipt if selected during 

receipt entry. The receiver will choose a combination of sales contract and line item 

number; he cannot choose one or the other. 

Field length: 6 characters 

 Generic Name Description. This is the description of the intended property covered 

under the sales contract line item. Example: “lead acid batteries”. Field length: 40 

characters 

 DLA Disposition Services Field Office. This is the location where the sales contract 

line item is valid. DSS will not display this field to the receiver but will use it to 

determine which sales contract line items should be displayed to receivers at a 

particular location. The DLA Disposition Services Field Office, identified by 

DoDAAC, will be the DSS site to which the transaction is provided. Separate 

transactions will be provided to each applicable site. Field length: 6 characters 

 Remaining Authorized Quantity. This is the remaining quantity that can be sourced 

to the sales contract line item, including any overage tolerance. This is cumulative 

for all items on the contract, as the total quantity allowed for a contract may be 

sourced under a single line item or any combination of line items. Update transactions 

will be sent by EBS as receipted items are successfully sourced to the contract so that 

DSS does not need to decrement this quantity. This quantity will be used for 

informational purposes by the receivers. There will not be hard edits in DSS to 

prevent receivers from assigning a contract to property based on the remaining 

quantity. It will provide an approximate amount remaining on the contract. The edits 

for determining if a contract quantity is filled will be executed in EBS. If a quantity 

contract has reached its contract maximum, the receipt will not be sourced to the 

contract on the receipt. EBS will try to source it to another open contract. 

Field length: 15 characters 

 Unit of Measure. This is the unit of measure for the remaining authorized quantity. 

Items may not necessarily be receipted in the same unit of measure as identified in the 

contract, although the two units of measure must be compatible for conversion. The 

unit of measure is provided as a reference so that the receiver can determine if the 

 

1

 This is a distinct data element and does not conform to contract numbering rules for acquisition under the FAR. 
Page 4 Attachment, ADC 456 

receipt quantity falls within the remaining quantity of the sales contract line item, 

regardless of the receipt unit of measure. DSS maintains information regarding how 

the different units of measure should be converted. 

Field length: 2 characters 

 Catalog Transaction Purpose Code. This code signifies what DSS should do with the 

transaction as follows: 

o AA: Add. DSS should add this record to the table. 

o CC: Change. DSS should overwrite an existing record with this record. 

o DD: Delete. DSS should delete the existing record with this sales contract and 

line item combination from the table. 

 Field length: 2 characters 

 c. Procedures, transactions, data elements, processing details in use today: Today the 

receivers and environmental specialists assign the contract at the time of turn-in in DAISY. 

Based on previous turn-in history, the receivers and environmental specialists know the 

appropriate contract to assign to the turn-in item. 

5. APPROVED CHANGE(S):

 a. Approved procedures: 

 (1) EBS will maintain contract information. Any updates to contracts, new line items, 

expiration dates, or newly created contracts will result in EBS sending a transaction to DSS, 

which will be added, changed, or removed upon expiration, as a drop down to the receipt screen. 

The receiver, when preparing to submit the receipt to EBS will, if applicable, select the 

appropriate sales contract and associated line item from the drop down menu and add it to the 

receipt. 

 (2) In addition to the new transaction for sending contract information. The DLMS 

527R will be updated to include new fields for the sales contract number and sales contract line 

item. 

 (3) DLA (identified by DoDAAC) will prepare and transmit a sales contract data 

support transaction to the applicable DLA Disposition Services Field Office (also identified by 

DoDAAC). A separate transaction must be used for each Field Office. EBS maintains the 

specific site and contract information at the line item level. In order to get the appropriate line 

item to the correct DLA Disposition Services Field Office, a separate transaction will be sent per 

Field Office based on the changing line items at that site. A detail line is required for each 

combination of property, sales contract, and sales contract line item. Each transaction may 

contain one or more detail lines. The following detail level data will be included: 

(a) Sales Contract Number 

(b) Sales Contract Line Item Number 

(c) Generic Name Description 

(d) Remaining Authorized Quantity 
Page 5 Attachment, ADC 456 

(e) Unit of Measure 

(f) Catalog Transaction Purpose Code: 

 AA = Add to contract table 

 CC = Change contract table 

 DD = Delete from contract table 

(4) The DLA Disposition Field Office will match the property received from 

customer turn-in to the pre-positioned sales contract data property description/category. When a 

match is found, the sales contract number and associated sales contract line item number will be 

selected from the drop list to populate these data fields on the receipt transaction. The property 

will be sold under the applicable sales contract. 

 b. Alternatives: An alternative to this proposed process would be to maintain thousands 

of line items per contract in EBS, which would be difficult to maintain. Sending the contract 

information to DSS is the simplest way to source the contract to the appropriate person. 

6. REASON FOR CHANGE: The sales contracts in question reside and are maintained 

within EBS. In order for DSS to provide this information to the receiver to select during entry, 

EBS must first send the contract information to DSS. 

7. ADVANTAGES AND DISADVANTAGES:

 a. Advantages (tangible/intangible) This ADC allows sales contract data to be prepositioned at the DLA Disposition Services Field Office. Transmitting this data from EBS to 

DSS will provide the Field Offices with sales contract information specific to their location. 

This will reduce the amount of time it takes to find sales contracts pertaining to their locations, as 

well as reduce errors in sourcing the wrong amount of property. 

 b. Disadvantages: None known. 

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

DEVELOPMENT (OPTIONAL): Contract information will only be sent to DLA Disposition 

Field Offices that are assigned sales contract line items. Only valid contracts will be sent to 

DSS. The interface will happen in real time to adjust inventory on the sales contract, so more 

than one Field Office cannot source to the same sales contract/line item. 

9. NOTE ANY REGULATIONS OR GUIDANCE: Requires update to DOD 4000.25-M, 

DLMS, to add procedures for the DLA Disposition Services business process associated with the 

sales contract. See Enclosure 2. 

10. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: January 2012 

11. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE N/A 
Page 6 Attachment, ADC 456 

12. IMPACT: Requires code additions to DLMS Supplement 832N, Version 4030. 

 a. New DLMS Data Elements: New DLMS data elements are established as described 

above for the: Sales Contract Number, Sales Contract Line Item Number, Remaining 

Authorized Quantity, and Generic Name Description.

 b. Changes to DLMS Data Elements: N/A. 
ADC 456 Enclosure 1, Page 1 

Enclosure 1, DLMS Supplement (DS) Revisions 

Item 

# 

Location Revision to 

4030 832N Catalog Data Support 

Reason 

1. DLMS 

Introductory 

Note 

Added ADC 456 to DLMS Introductory note. 

- ADC 456, Intra-DLA Sales Contract Catalog Data Support 

Transaction under Reutilization Business Integration (RBI) 

To identify DLMS 

changes included in 

the DS. 

2. DLMS 

Introductory 

Note 3 

Add the following new DLMS Introductory DLMS Note 3 (renumber 

remaining notes): 

DLMS Note: 3. This transaction may be used for the Sales Contract 

Catalog Data Support Transaction. This transaction supports the 

DLA Reutilization Business Integration (RBI). The resulting 

interface has applicability for DLA Disposition Services and DLA 

Disposition Services Field Offices. The sales contract catalog data is 

accessed by the Field Office when receiving turn-in property so that 

the property may be identified to the applicable sales contract for 

subsequent re-sale. 

Describes 

additional usage for 

this transaction set

to exchange sales 

contract data. 

3. 1/BCT01/0200 Add new qualifier with DLMS Note: 

SC Sales Catalog 

DLMS Notes: Use to identify catalog data support communicated 

between DLA Disposition Services and DLA Distribution Services 

Field Offices supporting Reutilization Business Integration (RBI). 

Catalog data support transactions identified by BCT01=SC are 

referred to in this document as ‘Sales Contract Catalog Data 

Support.” Note: Only the following detail level functional data is 

applicable to this process: Generic Name Description, Sales 

Contract Number, Sales Contract Line Item Number, Remaining 

Authorized Quantity, and Unit of Measure. 

Clarifies the 

transaction contents 

when the catalog 

data support applies 

to sales contract 

data. Provides a 

separate distinct 

identification for 

this new usage. 

4. 2/LIN/0100 Revises Segment level DLMS Note as follows: 

DLMS Note: 2. This segment provides the materiel identification to 

be used in storage and distribution functions, as well as requisitioning 

where applicable, or for query functionality where available. 

Variations in procedures are due to differing implementations by

DLA Disposition Services and by Military Service interfaces with 

DLA applications.

Expands 

clarification to 

include DLA 

Disposition 

Services. 
ADC 456 Enclosure 1, Page 2 

Item 

# 

Location Revision to 

4030 832N Catalog Data Support 

Reason 

5. 2/LIN01/0100 Revise Data Element level notes as follows: 

DLMS Note: 1. Must use to identify the purpose of the transaction. 

Cite the applicable Catalog Transaction Purpose Code. 

2. For DLA Disposition Services Catalog Data Support (Catalog Purpose Code CP) only codes AA, CC, and DD are applicable. 

3. For Sales Contract Catalog Data Support (Catalog Purpose Code 

SC) only codes AA, CC, and DD are applicable.

AA: New Catalog Record Added. 

CC: Catalog Record Changed. 

DD: Catalog Record Deleted. 

QU: Site Query for Catalog Record 

MN: Multiple NSNs for Part Number/CAGE 

NN: No record exists for NSN query 

NL: No record exists for LSN query 

NP: No NSN or LSN Found for Part Number/CAGE 

RN: NSN Replaced 

RS: Use NSN When Exhausted 

SN: NSN Substituted 

NS: NSN Superseded 

DN: NSN Discontinued; no Replacement 

Clarification of the 

new usage for sales 

contract data. 

6. 2/LIN02/0100 Add new Data Element level note 7: 

DLMS Note: 7. For sales contract catalog data, provide only the 

description of the property associated with sales contract line item.

Clarification of the 

new usage for sales 

contract data. 

7. 2/LIN02/0100 Add new qualifier with DLMS Note: 

GE Generic Name Description 

DLMS Note: Use only with the Catalog Purpose Code SC to 

identify the generic name, category, or description for the type of 

property acceptable under a specified sales contract line item. (Field 

length restricted to 40 characters.)

Clarification of the 

new usage for sales 

contract data. 

8. 2/REF01/0400 Add new qualifier with DLMS Note: 

FCN Assigned Contract Number 

DLMS Note: Use only with the Catalog Purpose Code SC to identify 

the sales contract number. (Field length equal to 10 characters.) 

Clarification of the 

new usage for sales 

contract data. 

9. 2/REF04-

01/0400 

Add new qualifier with DLMS Note: 

BCI Basic Contract Line Item Number 

DLMS Note: Use only in conjunction with the sales contract number 

(REF01=FCN) to identify the sales contract number line item 

number.

Clarification of the 

new usage for sales 

contract data. 

10. 2/SLN/3500 Revise Segment level DLMS Note as follows: 

DLMS Note: Use to open the SLN Loop to allow for subsequent 

identification of the Safety Level or Remaining Authorized 

Quantity, as applicable.

Clarification of the 

new usage for sales 

contract data. 
ADC 456 Enclosure 1, Page 3 

Item 

# 

Location Revision to 

4030 832N Catalog Data Support 

Reason 

11. 2/QTY01/4300 Add new qualifier with DLMS Note: 

61 Remaining Authorized Quantity 

DLMS Note: Use only with the Catalog Purpose Code SC to identify 

the remaining quantity on the sales contract. (Maximum length is 15 

positions).

Clarification of the 

new usage for sales 

contract data. 

12. 2/QTY03/4300 Mark Data Element QTY03 as Used and add the following note: 

DLMS Note: DLMS users see the Unit of Issue and Purchase Unit 

Conversion Table for available codes.

Clarification. 

13. 2/QTY03-

01/4300 

Open QTY03-01 and add the following note: 

DLMS Note: Use in conjunction with the remaining authorized 

quantity to identify the unit of measure associated with the sales contract line item. 

Clarification of the 

new usage for sales 

contract data. 
ADC 456 Enclosure 2, Page 1 

Enclosure 2, DLMS Manual Revisions 

Revise DOD 4000.25-M, Volume 2, Chapter 16, as follows. Paragraph numbering is 

approximate pending full re-write of this chapter for RBI-related changes. 

C16.6.6.  DLA Disposition Services Public Sales   

   

C16.6.6.1.  Contracts for public sales are maintained at DLA Disposition Services.  The

832N, Catalog Data Support transaction (Catalog Purpose Code ‘SC’) shall be used to com‐

municate sales contract catalog data to the Field Offices.  This pre‐positioned information

shall be used by the Field Office to facilitate the receipt process for turned‐in property/DTIDs

initially assigned Disposition Category Code SL (Sales).  A separate transaction must be used

for each Field Office since specific site data and contract information is maintained at the line

item level.  A detail line is required for each combination of property, sales contract, and sales

contract line item.  Each transaction may contain one or more detail lines.  The following de‐

tail level data will be included:   Sales Contract Number, Sales Contract Line Item Number, Ge‐

neric Name/Description, DLA Disposition Services Field Office, Remaining Authorized Quanti‐

ty, Unit of Measure, and the Catalog Transaction Purpose Code used to indicate the line item

record shall be added, changed, or deleted.

C16.6.6.2.  The DLA Disposition Services Field Office shall match the property received

from customer turn‐in to the pre‐positioned sales contract data.  When a match is found, the

sales contract number and associated sales contract line item number will be provided on the

receipt transaction provided to DLA Disposition Services.  

      C16.6.6.3.  Subsequent to receipt, excess property eligible for public sale will be

published to DLA Disposition Services Web auctions, which are required to be accessible to the

general public without any form of user registration.  While published Web auctions will be

viewable by the general public, users will be restricted from submitting bids until a self‐

registration process is completed.  The completion of the self‐registration process will result in

the creation of a DLA Disposition Services business partner record, enabling the registered

user to submit bids against published web auctions.   

 C16.6.6.3.1. Upon determination of an auction winner, the customer 

shall be required to submit an End Use Certification (EUC). The information on the EUC 

shall be used to authenticate the customer’s self-registration credentials and verify eligibility 

to receive the auction property. Upon completion of the eligibility process, DLA Disposition 

Services will create a supporting internal sales order document. 

 C16.6.6.3.2. Once the Defense Finance Accounting Service (DFAS) 

posts customer payment against the sales order, then DLMS 940R Materiel Release Orders 

shall be generated by DLA Disposition Services to the DLA Disposition Services Field Office 

authorizing release of the property. The MRO transaction will serve as the indicator to DLA 

Disposition Services Field Office personnel responsible for managing property removals, that 

customer payment was received and removal is permitted.