DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8 725 JOHN J . KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 2206Q-6221 

July 07, 2015 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1124, 

Revise MILSTRAP and DLMS Time Standards for Receipt Processing to Support 

DODM 4140.01 Policy (Supply/MILSTRAP) 

The attached change to DLM 4000.25, Defense Logistics Management Standards, and 

DLM 4000.25-2, Military Standard Transaction Reporting and Accountability Procedures 

(MILSTRAP), is approved for implementation effective immediately. 

Addressees may direct questions to Mr. Rafael Gonzalez, email: Rafael.Gonzalez@dla.mil; 

or Ms. Mary Jane Johnson, email: Mary.Jane.Johnson@dla.mil. Others may direct questions to 

their Service or Agency designated Supply PRC representative available at 

https://www2.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp. 

Attachment 

As stated 

cc: 

ODASD (SCI) 

,,. 

¢'$£)~ DONALD C. PIPP 

Director 

Defense Logistics Management 

Standards Office 

Joint Physical Inventory Working Group (JPIWG) 
Attachment, ADC 1124

Page 1 

Attachment to ADC 1124

Revise MILSTRAP and DLMS Time Standards for Receipt 

Processing to Support DODM 4140.01 Policy (Supply/MILSTRAP)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Office: Defense Logistics Management Standards Office (DLMSO)

b. Functional POC: Mr. Rafael Gonzalez, DLMSO, email: Rafael.Gonzalez@dla.mil, 

(717) 770-6817; DSN 771-6817 

2. FUNCTIONAL AREA: Supply, Receipt process 

3. REFERENCES:

a. Defense Logistics Manual (DLM) 4000.25-2, Military Standard Transaction 

Reporting and Accountability Procedures (MILSTRAP), 

www.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp 

b. DLM 4000.25, Defense Logistics Management Standards, Volume 2, Supply 

Standards and Procedures, www.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp

c. DOD Manual (DODM) 4140.01, Volume 5, DoD Supply Chain Materiel Management 

Procedures: Delivery of Materiel, www.dla.mil/j-6/dlmso/elibrary/manuals/regulations.asp

4. APPROVED CHANGE(S): 

a. Brief Overview of Change: Revise MILSTRAP (Reference 3.a.) and DLMS, 

Volume 2 (Reference 3.b.), time standards for processing receipts to reflect the DODM 

4140.01, Volume 5 (Reference 3.c.) policy that receiving activities will “record receipts no later 

than 5 business days from date materiel received”. Affected chapters are MILSTRAP Chapter 4 

(Receipt and Due-In) and DLMS Volume 2, Chapter 13 (Materiel Receipt), Chapter 16 

(Disposition Services), and Chapter 20 (Medical Unit Assembly Program). Revisions are 

necessary to: 

(1) update the MILSTRAP Chapter 4 and DLMS, Volume 2, Chapter 13 

wholesale receiving procedures that currently allow receipt processing time of 7 calendar days 

for new procurement and redistribution and 10 calendar days for all other receipts, 

(2) update the DLMS, Volume 2, Chapter 16 receiving procedures that do not 

currently include a receipt processing timeframe, while the Chapter 20 procedures cite the 7 and 

10 day requirements shown in Chapter 13, 

(3) clarify the requirement to make associated assets visible from the point of 

inspection and acceptance within 24 hours in context of MILSTRAP/DLMS, and 
Attachment, ADC 1124

Page 2 

(4) clarify that the MILSTRAP/DLMS “wholesale receipt process” is being 

addressed, rather than “wholesale receipt activity process”. Defense Distribution Centers process 

both wholesale and retail receipt so they are more than wholesale receipt activities.

b. Background: 

(1) The February 2014 issuance of DODM 4140.01, Volume 5, Enclosure 3, 

paragraph 8.b excerpt below stipulates that: 

“b. Receiving activities will:

(1) Record receipts no later than 5 business days from date materiel received. 

(2) Make associated assets visible from the point of inspection and acceptance within 24 

hours of recording receipts (holidays and weekends excepted). 

(3) Notify the local accounting and finance office of the item receipt within 24-hours. 

(4) Notify the accountable property officer of recording receipts, when applicable. 

(5) Provide MRA for receipt of all shipments of materiel, whether requisitioned (pulled) or 

pushed to them, from any supply source, e.g., issues from stock; direct or prime vendor deliveries; 

or issues from DLA Disposition Services according to References (p) and (q). Inventory title 

transfer and customer billing is not predicated on processing of the MRA transaction. 

 (6) Perform acceptance for materiel that is shipped directly from commercial sources 

where the contract specifies destination acceptance.”

(2) DODM 4140.01 further defines receiving as all actions taken by the receiving 

activity from the physical turnover of materiel by a carrier until the on-hand balance of the 

accountable stock record file or in-process receipt file is updated to reflect the received materiel 

as an asset in storage, or the materiel is issued directly from receiving to the customer. 

(3) Prior to this revision, MILSTRAP and DLMS provided wholesale receipt 

processing performance measured in the two segments, and provided two timeframes for 

wholesale receipt processing through the two segments: 7 calendar days for new procurement 

and redistribution receipts, and 10 calendar days for all other receipts. 

c. Approved Change in Detail: 

(1) Revise the MILSTRAP and DLMS time standards for processing wholesale 

receipts to support the DODM 4140.01 policy requiring that receiving activities record receipts 

no later than 5 business days from date materiel is received.

(2) Revise the DLMS procedures for DLA Disposition Services processing of 

receipts of turn-ins, as well as receipts from relocations between field offices, to support the 

DODM 4140.01 policy requiring that receiving activities record receipts no later than 5 business 

days from date materiel is received
Attachment, ADC 1124

Page 3 

(3) Clarify the requirement for making assets visible from the point of inspection and 

acceptance within 24 hours of recording receipt. 

(4) Updates to refer to “wholesale receipt processing” rather than “wholesale 

activity receipt processing”.

(5) Administrative updates to better align the MILSTRAP and DLMS procedures 

for time standards for processing receipts. This alignment will facilitate the eventual 

cancellation of MILSTRAP in favor of a consolidated DLMS Volume 2, as has been discussed at 

various Supply Process Review Committee meetings. 

(6) Remove MILSTRAP deviation granted to DLA that allowed DLA to process 

redistribution receipts within 10 calendar days, to include stored, rather than 7 calendar days. 

d. Revisions to DLM 4000.25 series of Manuals:

(1) Revise MILSTRAP Chapter 4, Receipt and Due-in, as shown in Enclosure 1. 

(2) Revise DLMS, Volume 2, Chapter 13, Materiel Receipt, as shown in Enclosure 2. 

(3) Revise DLMS, Volume 2, Chapter 16, Disposition Services, as shown in 

Enclosure 3. 

(4) Revise DLMS, Volume 2, Chapter 20, Medical Unit Assembly Program, as 

shown in the Enclosure 4. 

e. Alternatives: None. 

5. REASON FOR CHANGE: 

a. Changes are required to support current DODM 4140.01 Receipt Processing policy, to 

clarify time standards for recording receipts, and to better align the MILSTRAP and DLMS 

language with a goal toward ultimately consolidating the manuals.

b. The timeframe for making assets visible from the point of inspection is established to 

ensure that receipt records identifying receipt of materiel from a procurement source, requiring 

inspection and acceptance at destination, or by an alternative location other than destination or 

origin, must be made available promptly, thereby allowing these required actions to occur. 

Receipted materiel would not be available for use pending inspection and acceptance, making it 

critical that no delay occur in providing visibility. The original MILSTRAP wording for this 

guidance did not clarify the specific circumstances requiring record visibility and did not make the 

time standard mandatory. Therefore, this change clarifies the MILSTRAP/DLMS procedures for the 

DODM 4140.01 requirement to “Make associated assets visible from the point of inspection and 

acceptance within 24 hours of recording receipts (holidays and weekends excepted)”, to stipulate 

that the statement is only applicable to procurement source receipts, because acceptance only 

applies to procurement source receipts. The guidance is further updated to remove the word 

“normally” making the time standard a mandatory requirement. It further clarifies that the 

statement does not apply when the required inspection and acceptance are performed at origin, since 
Attachment, ADC 1124

Page 4 

the required acceptance and inspection would have already occurred, eliminating the need to make 

records available upon receipt for this purpose. 

c. Remove MILSTRAP deviation allowing DLA to process redistribution receipts within 10 

calendar days, to include storing the materiel, rather than 7 calendar days, because the deviation 

was requested/granted as a temporary interim deviation over 10 years ago. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: Updates MILSTRAP and DLMS time standards for processing receipts 

to support and reflect DODM 4140.01 policy. Clarifies requirements. Aligns the MILSTRAP 

and DLMS chapters on time standards for receipt processing. 

b. Disadvantages: There are no known disadvantages to these procedure changes

supporting DOD policy. 

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Effective immediately

upon release of ADC to support current DODM 4140.01 policy. 

8. IMPACT: 

a. New DLMS Data Elements: No new DLMS data elements. 

b. Changes to DLMS Data Elements: No changes to existing DLMS data elements.

c. Automated Information Systems (AIS): 

(1) Component wholesale receiving function should ensure that their systems 

support the revised timeframes required by DODM 4140.01 policy and DLMS/MILSTRAP. 

(2) DLA Disposition Services receiving function should ensure that their systems 

support the timeframe required by DODM 4140.01 policy and DLMS. 

(3) Component Medical Unit Assembly Program receipt processing should ensure that 

their systems support the revised timeframes required by DODM 4140.01 policy and DLMS. 

d. DLA Transaction Services: There are no changes to current transaction flows and 

mappings through DAAS. 

e. Non-DLM 4000.25 Series Publications: None identified. Components must update 

their Component-level publications if required. 

9. Proposed DLMS Change (PDC) 1124 Staffing Response/Comment Table: 

Originator Response/Comment Disposition

1. DLA Concur with comment. DLA is 

currently reviewing necessity of 

a follow-on PDC to address 

removal of its deviation.

Noted. 
Attachment, ADC 1124

Page 5 

Originator Response/Comment Disposition

2. GSA Concur without comment. Noted. 

3. Air Force Concur as written Noted.

4. Army Concur without comment. 

5. Navy Concur without comments Noted.

6. Marine 

Corps 

Headquarters, MarineCorpshas

reviewed PDC 1124 and 

recommends adjusting language 

within the PDC to reference Time 

Definite Delivery (TDD)standards

within the changes to the Defense

Logistics Manual (DLM) 4000.25-

2 and the DLM 4000.25. If the 

theatersegmenttimeasindicated

in the aggregate TDD standards 

posted at the location specified in 

DODM 4140.01 Volume 8, 

Enclosure (3),Paragraph 3.(a).3.d.

islessthanfive business days, then 

that lesser time should be the

threshold required to run receipts. 

By not linking the receipttimeto

the theater segment of TDD 

standards, the elements of the PDC

mayindirectly extend TDD

aggregate standards unnecessarily.

DLMSO acknowledges USMC concern with 

the DODM 4140.01 policy requiring that 

receiving activities will record receipts no later 

than 5 business days from date materiel 

received, while the TDD standards also 

addressed by DODM 4140.01 may provide for 

a lessor timeframe than 5 days to process 

receipts in select scenarios. However any 

clarifying language related to TDD, which 

USMC recommends, must be proposed for 

DODM 4140.01 policy. DLMSO cannot 

stipulate a different timeframe in MILSTRAP/ 

DLMS, than what the overarching policy 

states. 

MILSTRAP/DLMS procedures address 

wholesale receipt processing timeframes, 

which are unrelated to TDD. 

We understand, as USMC noted to DLMSO by 

email, that DODM 4140.01, Vol 5, policy 

directs that DOD components will pattern 

procedures for management of inventories 

below the wholesale level, after the wholesale 

level DoD Physical Inventory Control Program 

(PICP) procedures. The MILSTRAP/ DLMS 

PICP procedures include a Receipt Processing 

Performance Goal for the receipt time 

standards conveyed by the MILSTRAP and 

DLMS receipt chapters. However, 

MILSTRAP/DLMS must align with the 

existing DOD policy for 5 days to process the 

receipt. Therefore, ADC 1124 is approved as 

written in PDC 1124. 

DLMSO included this issue as an agenda topic 

at the June 24, 2015, Supply Process Review 

Committee (PRC) Meeting 15-2. At that 

meeting, USMC addressed their concerns with 

the DODM 4140.01 receipt processing 

timeframe, in the context of TDD, with DASD 

SCI; DASD SCI is reviewing the issue. 
Enclosure 1, ADC 1124

Page 1 

ENCLOSURE 1 TO ADC 1124

Revise DLM 4000.25-2, MILSTRAP, Chapter 4, Receipt and Due-In, Section C4.6. 

Time Standards for Processing Receipts, as follows (changes are identified by bold, 

red italics or double strikethrough): 

C4.6. TIME STANDARDS FOR PROCESSING RECEIPTS

 C4.6.1. One objective of the MILSTRAP system Department of Defense wholesale receipt 

processing performance is to process receipts and reflect show them on both the accountable and 

owner records with minimal delay on both the accountable and owner records. Wholesale activity 

receipt processing performance will, therefore, be measured is measured in two overlapping time

segments:

STAFFING NOTE: Current paragraphs C4.6.1.1 and C4.6.1.2 are being reversed and revised as shown: 

 C4.6.1.1. The first segment is the time period between the date materiel is turned over 

by the carrier to the designated receiving activity and the to date of posting the receipt to the total 

item property record (both accountable and owner records). 

 C4.6.1.2. The second segment is the time period between the date materiel is turned 

over by the carrier to the designated receiving activity and the date stored to date when storage 

location/proof of storage is posted in storage activity records. Materiel is considered to be stored in 

storage when it reaches the first location (either temporary or permanent) where actual storage 

control exists through locator data and the materiel can be issued without delay in response to 

materiel release documentation. 

 C4.6.2. MILSTRAP Performance standards for processing receipts through these time 

segments are as follows:

 C4.6.2.1. Receipts from new procurement and redistribution1 will be processed through 

segments one and two within 7 calendar days.

 C4.6.2.2. All other receipts will be processed through segments one and two within 10 

calendar days.

 C4.6.2.1. Segment one. Materiel receipt is posted to the accountable and the owner 

record no later than 5 business days from date materiel is received.

 C4.6.2.2. Segment two: 

 C4.6.2.2.1. Receipt from new procurement and redistribution will be receipted 

and storedwithin 7 calendar days from the date materiel is turned over by the carrier.

 C4.6.2.2.2. All other receipts will be receipted and storedwithin 10 calendar days 

from the date materiel is turned over by the carrier.

 

1 A deviation granted to DLA allows DLA to process redistribution receipts through segments one and two within 

10 calendar days.
Enclosure 1, ADC 1124

Page 2 

 C4.6.3. Making Recording asset records receipts and making asset records visible from the 

point of inspection and/or acceptance normally will must be accomplished within 24 hours of 

recording receipts (holidays and weekends excepted). (This applies to receipts from a procurement 

source when required inspection and acceptance are not performed at origin.) The accounting and 

finance office will be notified of the item receipt within the 24-hour period. 

 C4.6.4. Address wholesale activity receipt processing effectiveness as prescribed by Chapter 7, 

(C7.11.2.2.1.). The acceptable DoD performance goals for receipt processing are: 90 percent posted 

within the time standard, 90 percent; 90 percent stored within the time standard, 90 percent. When 

computing the overall performance against the above time standards, include receipt transactions 

frustrated for a long period of time prior to posting/storing.
Enclosure 2, ADC 1124

Page 1 

ENCLOSURE 2 TO ADC 1124

Revise DLMS, Volume 2, Chapter 13, Receipt and Due-In, Section C13.2.6. Time 

Standards For Processing Receipts, as follows (changes are identified by bold, red 

italics or double strikethrough): (Gray highlight reflects changes that align the DLMS section 

C13.2.6 with MILSTRAP section C4.2.6.; to that end, parts of C13.2.6.1 were moved to stand alone 

paragraphs C13.2.6.3 and C13.2.6.4.; and paragraph C13.2.6.4. incorporates the performance goals for 

receipt processing that are published in the corresponding MILSTRAP paragraph.): 

C13.2.6. Time Standards for Processing Receipts

 C13.2.6.1. Purpose. The Department of Defense measures wholesale activity receipt 

processing performance in terms of the goal to process receipts and show them with minimal 

delay on both the accountable and owner records. as on hand assets available for issue. 

Recording asset receipts and making asset records visible from the point of inspection and/or 

acceptance normally will be done within 24-hours (holidays and weekends excepted) as 

prescribed in DoD 4140.1-R, “DoD Supply Chain Materiel Management Regulation,” May 23, 

2003. The accounting and finance office must be notified of item receipt within the 24-hour 

period. One objective of the DLMS is to process receipts through the receiving activity, 

irrespective of geographical location, and show them on both the accountable and locator records 

with least delay. For this objective, there are two segments of receipt processing: Wholesale 

receipt processing performance is measured in two overlapping segments: 

STAFFING NOTE: Current paragraphs C13.2.6.1.12 and C13.2.6.1.2. are reversed and revised as shown: 

 C13.2.6.1.1. The first segment is the time period between the date materiel is 

turned over by the carrier to the designated receiving activity and the to date of posting the 

receipt to the total item property records (both accountable and owner records). 

 C13.2.6.1.2. The second segment is the time period between the date materiel 

is turned over by the carrier to the designated receiving activity and the date stored when storage 

location/proof of storage is posted in the receiving activity's records. Materiel is considered to be 

storedin storage when it reaches the first location (either temporary or permanent) where actual 

storage control exists through locator data and the materiel can be issued without delay in 

response to materiel release documentation.

 C13.2.6.2. Processing Standards. Performance standards for processing receipts 

through these time segments are as follows:

 C13.2.6.2.1. New Procurement. Process receipts from new procurement 

through segments one and two within 7 calendar days. 

 C13.2.6.2.2. Others. Process all other receipts through segments one and two 

within 10 calendar days 
Enclosure 2, ADC 1124

Page 2 

 C13.2.6.2.1. Segment one. Materiel receipt is posted to the accountable and the 

owner record no later than 5 business days from date materiel is received 

 C13.2.6.2.2. Segment two:

 C13.2.6.2.2.1. Receipt from new procurement and redistribution will be 

receipted and stored within 7 calendar days from the date materiel is turned over by the carrier.

 C13.2.6.2.2.2 All other receipts will be receipted and stored within 10 

calendar days from the date materiel is turned over by the carrier.

 C13.2.6.3. Making asset records visible from the point of inspection and/or

acceptance normally will must be accomplished within 24 hours of recording receipts (holidays 

and weekends excepted). (This applies to receipts from a procurement source when required 

inspection and acceptance are not performed at origin.) The accounting and finance office will 

be notified of the item receipt within the 24-hour period.

 C13.2.6.4. Wholesale Receipt Effectiveness. Report wholesale activity receipt 

processing effectiveness as prescribed by Chapter 6, C6.11.1.2.1. The acceptable DoD 

performance goals for receipt processing are: 90 percent posted within the time standard, 90 

percent stored within the time standard. When computing the overall performance against the 

time standard, include Receipt Transactions frustrated for a long period of time prior to posting, 

storing, or reporting.
Enclosure 3, ADC 1124

Page 1 

ENCLOSURE 3 TO ADC 1124

Revise DLM 4000.25, Volume 2 Chapter 16 (Disposition Services) as follows 

(changes are identified by bold, red italics or double strikethrough):

1. Revise Paragraph C16.6.7., Receipts of Turn-ins to DLA Disposition Services Field Offices:

C16.6.7. Receipts of Turn-ins to DLA Disposition Services Field Offices. For receipt of items that 

have been turned in, the field office will provide DLA Disposition Services a DLMS 527R Receipt, 

(Transaction Type Code D4 with 2/LIN01/10 code I) (MILSTRAP D6A functionality) or J (D6B 

functionality), as appropriate. The DTID number or DTID number and suffix, which represent 

specific property in the same condition turned in to a specific DLA Disposition Services Field Office, 

will be passed on all field office generated receipt transactions and provides the level of traceability 

DLA Disposition Services requires. Because property is often turned in used, simply representing 

property by materiel number (e.g., NSN or LSN) is insufficient and the DTID number or DTID 

number and suffix provides the capability to identify and track property at a more granular level of 

detail. For receipt of property, the field offices will sign the DD Form 1348-1A/1348-2 and provide 

a signed digital image of the turn-in document via eDOCs, to confirm receipt in ICS. DLA

Disposition Services Field Offices must comply with the Chapter 13 time standards for processing 

receipts.

2. Revise Paragraph C16.6.5.2, Prepositioned Materiel Receipt for Relocations Between Field Offices:

C16.6.5.2. Prepositioned Materiel Receipt and Receipt for Relocations Between Field Offices. 

C16.6.5.2.1. Prepositioned Materiel Receipt. For all relocation actions between field offices, 

DLA Disposition Services will generate a DLMS 527D, PMR (Transaction Type Code DE), to the field 

office designated to receive the relocated materiel. The PMR will contain 2/LIN01/10 Code N (return to 

inventory of materiel relocated between storage activities without change in ownership (MILSTRAP 

DIC DWK functionality)). DLA Disposition Services will include the DTID number or DTID number 

and suffix in the PMR in order for DTID number or DTID number and suffix accountability to be 

maintained across multiple locations. The DTID number or DTID number and suffix value may be the 

original turn-in document number or may be a UCN assigned by the field office during receipt 

processing when the original DTID number or DTID number and suffix is not adequate to uniquely 

identify the property. Additionally, when an entire container is identified for transfer between field 

offices, the PMR will contain the disposition services container ID. Along with the Disposition Services 

Container ID, DLA Disposition Services will pass a Disposition Services Complete Container Count to 

indicate how many different DTID number, or DTID numbers and suffixes are within the container; this 

is how many different receipts are expected for a particular container. 

C16.6.5.2.2. Receipt. Upon receipt of the materiel relocated between field offices, the receiving 

field office will provide the DTID number or DTID number and suffix or UCN and, when applicable,

the disposition services container ID provided in the PMR to DLA Disposition Services using a DLMS 

527R, Receipt, (Transaction Type Code D4) identified by 2/LIN01/10 Code N, and sequentially assign 

the Disposition Services Current Container Count number for each DTID number or DTID number and 

Suffix that is in the container. DLA Disposition Services Field Offices must comply with the Chapter 

13 time standards for processing receipts.
Enclosure 4, ADC 1124

Page 1 

ENCLOSURE 4 TO ADC 1124

Revise DLM 4000.25, DLMS, Volume 2 Chapter 20 (Medical Unit Assembly Program), 

Section C20.5. Receipt Processing, as follows (changes are identified by bold, red italics

or double strikethrough): 

C20.5. RECEIPT PROCESSING. The assembly activity will report procurement and 

nonprocurement receipts to the assembly manager using DLMS 527R Receipt. This notifies the 

assembly manager that assembly components have been received for a specific build/assembly of 

the medical end item. Assembly activities shall maintain accountability by processing receipts 

from new procurements within seven calendar days and all other receipts within 10 calendar days. 

Receipts are measured from date turned over by the carrier to the designated receiving activity to 

date when storage location/proof of storage is posted in the receiving activity's records. Assembly 

activities shall must comply with Chapter 13 for maintaining control of receipts, to include the 

time standards for processing receipts, and for reporting discrepant/deficient receipts.