DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

October 29, 2019

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

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

1350, Establish Advice Code 3G to Identify Requisitions for Short Shelf-Life 

Materiel (Supply)

The attached change to DLM 4000.25, Defense Logistics Management Standards 

(DLMS), is approved for implementation. 

Addressees may direct questions to Mr. Eric Flanagan, DOD MILSTRIP 

Administrator, e-mail: DLMS_MILSTRIP@dla.mil. Others must contact their designated 

Supply PRC representative available at

http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/

DREXEL K. ROSS

Director

Enterprise Business Standards Office

Attachment

As stated 

cc: 

ODASD(Logistics)
Attachment, ADC 1350

Page 1

Attachment to ADC 1350

EstablishAdvice Code 3G to Identify Requisitions 

for Short Shelf-Life Materiel

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: HQ DLA Distribution J4-BC, Shelf Life Special Commodities 

Team Lead/BPA, Robert Garrettson, phone: 717-770-7358, e-mail: robert.garrettson@dla.mil

b. Functional POC: HQ DLA Distribution J4-BC, Shelf Life Special Commodities 

Team Lead/BPA, Robert Garrettson, phone: 717-770-7358, e-mail: robert.garrettson@dla.mil

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: 

a. Primary/Secondary Functional Area: Supply

b. Primary/Secondary Functional Process: MILSTRIP

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

 Category  Category  Category

Billing Physical Inventory Contract Admin

Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization X MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition X DLM Publications

GFP DOD BRAC

3. REFERENCES:

a. DODM 4140.27, Volume 1, DOD Shelf-life Management Program: Program 

Administration

b. DLA Distribution SOP 4145.95, Shelf Life Time Limited Extension for Short Dated 

Material Requisition Release

c. DLM 4000.25, Volume 2, Appendix 7.15, Advice Codes

4. APPROVED CHANGE(S):

a. Brief Overview of Change: This change establishes a new advice code that allows

DLA major subordinate commands (MSCs) performing inventory control point (ICP) functions
Attachment, ADC 1350

Page 2

to issue short-dated shelf life. OCONUS customers may requisition such materiel for immediate 

consumption. The new advice code would only be applicable to OCONUS requisitions. 

b. Background:

(1) OCONUS customers currently submit requisitions to the Enterprise Business 

Systems (EBS). EBS subsequently sends materiel release orders to one of DLA’s distribution 

centers through the Distribution Standard System (DSS). The distribution centers determine if 

the requisitioned materiel is in serviceable condition and has sufficient shelf life in accordance 

with DODM 4140.27, Volume 1 (Reference 3.a.). If the materiel does not have sufficient shelf 

life, DSS flags the materiel and sends a materiel release denial to EBS.

(2) After receiving the materiel release denial, the MSC/ICP contacts the 

OCONUS customer to determine if they will consume the materiel immediately to fill an urgent 

need. Otherwise, the ICP places the requisition on backorder. If the customer accepts the 

materiel, they must agree to the requirements in DLA Distribution SOP 4145.95 (Reference 

3.b.). This verification process requires manual action on the part of the MSC/ICP and the 

customer.

(3) Requirements per Reference 3.a.:

(a) Items with a shelf life code (SLC) of 24 months or greater issued to 

satisfy either FMS or OCONUS requirements will be in Supply Condition Code (SCC) A, with a 

minimum of 12 months shelf life remaining. Requisitioners have the option to waive the 12-

month minimum by submitting exception requisitions.

(b) Items with an SLC of less than 24 months are not subject to the 12-

month minimum. However, they must be issued from SCC A assets unless the customer 

specifies that other than SCC A materiel is acceptable or the ICP designates a release from a 

specified material condition. OCONUS requisitions include the DLMS 511R Requisition 

transaction and legacy Military Standard Requisition and Issue Procedure (MILSTRIP) 

Document Identifier Codes A01, A02, A03, A04, and A05.

(4) The current process workaround was developed to assist customers in 

requisitioning stock that has a short dated shelf life remaining, with the customer acknowledging 

that they are willing to accept the materiel as-is because it is for immediate consumption. 

Reference 3.b. defines the current process for meeting the customer’s demand for short-dated 

shelf life materiel for immediate consumption. Opening the materiel for usage negates shelf life 

and triggers service life. This manual process requires coordination between customer, 

MSC/ICP, and Distribution.

(5) Audit Readiness requirements per Reference 3.b. include:

(a) acceptance of short dated shelf life materiel, and 

(b) shelf life dates on packaging labels may not match shelf life dates on 

actual product. 
Attachment, ADC 1350

Page 3

c. Approved Change in Detail: This change adds new Advice Code 3G to DLM 

4000.25, Volume 2, Appendix 7.15, Advice Codes (Reference 3.c.) as shown below:

REQUISITION TRANSACTION ADVICE CODES

CODE EXPLANATION

3G For OCONUS requisitions only. Requisitioner will accept shelf life materiel with 

a minimum of 4 months shelf life remaining until expiration at time of 

issue/shipment from DLA Distribution Center. Supply Discrepancy Reports 

(SDRs) will not be accepted for expired materiel with the usage of Advice Code

3G.

d. Revisions to DLM 4000.25 Manuals: Revise DLM 4000.25, Volume 2, Appendix 

7.15, Advice Codes to include Advice Code 3G and the code explanation.

e. Proposed Transaction Flow: This change does not alter existing transaction flows.

f. Alternatives: The alternative is to continue executing the current manual process in 

Reference 3.b.

5. REASON FOR CHANGE: DLA Distribution requested this change to allow OCONUS 

customers to accept short-dated shelf life materiel without the need for manual intervention. The 

ability of the customer to provide this code eliminates the need for a manual verification process. 

The DLA MSCs/ICP would no longer need to contact the customer, and the customer would no 

longer need to provide response. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: This change provides a systemic method for customers to requisition 

short-dated shelf life materiel. It also improves timely warfighter support through increased 

materiel availability. Finally, the new advice code will utilize shelf life materiel within its whole 

life and thereby save taxpayer dollars.

b. Disadvantages: Adding a new advice code will require system updates across the 

DOD supply chain. Using a new advice code to order short dated shelf life materiel will make 

an additional advice code unavailable since a requisition can only accommodate one at a time.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Implementation of this 

change is effective upon approval and publication of the ADC.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE:

a. Avoidance: DLA estimates a full-time equivalent labor savings of $43K a year at the 

MSC/ICP and distribution centers.

b. Savings: DLA estimates a $12M annual savings achieved through utilizing shortdated shelf life materiel instead of disposing of it.
Attachment, ADC 1350

Page 4

9. IMPACT:

a. New DLMS Data Elements: None

b. Changes to DLMS Data Elements: Update DLMS Qualifier 80, Advice Code to 

insert new code 3G as defined in paragraph 4.c. above.

c. Automated Information Systems (AIS): DLA EBS, DLA DSS, and participating

systems will require coding changes to generate and accommodate the additional advice code.

d. Defense Automatic Addressing System (DAAS): No impacts identified.

e. Non-DLM 4000.25 Series Publications: DLA and participating Service/Agencies 

should update affected publications as needed.

10. PROPOSED DLMS CHANGE (PDC) 1350 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition

1. Air Force Conur with comment.

Requisitions using Advice Code 3G for short 

shelf-life items require faster modes of 

shipment if not known to be available at 

nearby storage activities.

Recommendation: Include comments to 3G 

advice code instructions which recommend 

application of higher priority or project code 

(if warranted) to influence faster mode 

shipments.

Recommend Air Force 

submit a PDC for this 

change. This would 

allow the other services 

and DLA to evaluate 

the change. If DLA 

submits an addendum, 

EBSO can combine this 

recommendation with 

that change.

2. USMC Concur without comment. Noted.

3. US Army No response received. Noted.

4. Navy Concur with comment.

1. Navy recommends expanding the scope of 

Advice Code 3G to include not only 

OCONUS requisitions, but CONUS 

requisitions for Issue Priority Group (IPG) I 

and II Direct Turnover (DTO) materiel (no 

stock replenishment orders).

2. Navy recommends modifying the second 

sentence of section 6.a. (Advantages) as 

follows to correspond with comment #1: “It 

Response:

1. Recommend the 

Navy submit a PDC for 

this capability. 

2. Same 

recommendation as 

above.
Attachment, ADC 1350

Page 5

also improves timely warfighter support 

through increased materiel availability and 

reduction of Unfilled Customer Orders 

(UCOs).”

5. DLA Concur with comment

1. Comment: This change requires new 

“combination advice codes.” 

New codes for combos 2L & 3G; 2B & 3G; 

2D & 3G; 2T & 3G; 2J & 3G.

2. Comment: DSS currently has shelf life 

logic based on certain project codes.

Use of the new advice code with a 

conflicting project code requires direction. 

Recommend DLA Distribution coordinate 

their internal/edits logic with DAAS. 

Recommendation is an initial DAAS edit to 

reject the requisition back to the customer. 

Perhaps also create a new reject advice code 

identifying the conflict with the requisition 

project code vs. the advice code (or combo).

3. Comment: The change would allow 

OCONUS & FMS orders access to cc A & B 

material (cc A includes materiel with more 

than 6 months shelf-life remaining; cc B 

includes material with 3 through 6 months 

shelf-life remaining).

Would require a change to current DLA EBS 

sourcing logic (ATP).

4. Comment: The ability of the customer to 

provide this code eliminates the need for a 

manual verification process. 

Will the CAS be able to make changes to the 

advice code with permission from the 

customer?

5. Comment: Should the PDC address the 

possibility of the customer submitting 

Supply Discrepancy reports against the 

1. Recommend that 

DLA submit a PDC as 

an addendum to this 

ADC to establish the 

five combination 

advice codes. 

2. Recommend that 

DLA submit a PDC as 

an addendum to 

address this issue. 

DLA can use the 

combination advice 

code PDC to address 

this this issue. 

3. No comment. This is 

a DLA issue.

4. No comment. This a 

DLA issue.

5. No comment. Noted.
Attachment, ADC 1350

Page 6

material that they requisition with a shorter 

life?

DLA Response: Supply Discrepancy reports 

submitted on requisitions that contain a 3G 

advice code will be rejected by the receiving 

activity.

6. DAAS Concur Noted.

7. USTRANSCOM No response received. Noted.