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ADC 208 Revised Inspection/Acceptance Report (DS 861) 

to Support Inspection Advise and Shipment Level Acceptance 

1. ORIGINATOR: 

a. Service/Agency: Department of Navy

b. Originator: Deputy Assistant Secretary of the Navy (Acquisition) (DASN) and 

PEO IT: 703-591-5100 x205; 703-593-5100 x212; 703 614-9610 

2. FUNCTIONAL AREAS: 

a. Primary: Contract Administration (Wide Area Workflow (WAWF))

b. Secondary(ies): Finance

3. REQUESTED CHANGE: 

a. Title: Revised Inspection/Acceptance Report (DS 861) to Support Inspection 

Advise and Shipment Level Acceptance 

b. Description of Change: 

 (1) Adds capability to include an Inspected Date, Inspection Location, and 

Acceptance Location to support source inspection and acceptance at other than the ship-to 

location. 

 (2) Adds data content and usage notes to support shipment level acceptance as 

implemented under Navy modernization.

c. Procedures: Update DS 861 and Federal IC Update to include new codes and notes 

as described below. Process flow is depicted on encloseded diagrams for inclusion of 

inspection and acceptance at other than ship-to location. The original DS was designed to 

support external acceptance at destination by box. With the additional data content this 

change will now support shipment level external acceptance. 

(1) External Acceptance by Box: This enables acceptance to be sent in real 

time, and corrections or cancellations can be made up until the point where the acceptance 

transaction is received back to Wide Area Workflow (WAWF). -This method is the preferred 

method for the target environment, as the Business Enterprise Architecture (BEA) will reflect 

this as the standard acceptance model for the target environment 

(2) External Acceptance by Shipment: Under this concept standard shipment 

data will be collected in the external system and the external system will consolidate and 

return one standard acceptance transaction for the full shipment (regardless of accumulation 

of multiple receipts within the external system). Corrections or cancellations will be locked 

when WAWF sends the Advance Shipment Notice transaction to external system. This 

method is acceptable to facilitate the interim environment, but long term environment 

requirement is captured in the acceptance by box option. 
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Item 

# 

Location Inspection/Acceptance Report 861 Revision Reason

Federal 

IC Impact 

1. DS Header Rename DLMS Supplement: 

DS 861 Inspection/Acceptance Report 

Supports new 

functionality 

identified in this 

change 

No Update 

Required 

2. Federal IC 

Notes 

Added new Federal IC note: 

4. This transaction may be used to record source 

inspection information separately or in combination 

with acceptance report information. 

5. This transaction may be used to record external 

acceptance at the “box” level or at the consolidated 

shipment level. 

Supports new 

functionality 

identified in this 

change 

Update 

Required 

3. DLMS 

Introductory 

Notes 

Added ADC 208 to DLMS Introductory Notes: 

- ADC 208, Revised Inspection/Acceptance Report 

(DLMS Supplement (DS) 861) to Support Inspection 

Advice and Shipment Level Acceptance.

Identifies DLMS 

Changes included 

in the DLMS 

Supplement for 

administrative 

purposes

No Update 

Required 

4. 1/DTM01/070 Added code: 

517 – Inspection 

Identifies 

inspection date 

Update 

Required 

5. 1/N101/130 Added codes:

L1 – Inspection Location 

KZ – Acceptance Location 

DLMS Note: Use when acceptance is performed at a 

location other than the ship-to address. 

Identifies 

inspection and 

acceptance location 

Update 

Required -for 

code L1 only - 

KZ is already 

carried in Fed 

IC 

6. 1/N101/130 Add DLMS note 2 to code KK: 

KK – Registering Party 

2. Future enhancement; not used for initial 

implementation. 

Removed code “Z4 - Owning Inventory Control 

Point” and DLMS note from DLMS Supplement only

Clarification of 

usage 

ICP identification 

is not used at this 

time. Retained in 

the Federal IC for 

possible use in the 

future. 

No Update 

Required – 

Fed IC retains 

code Z4 

7. 1/N103/130 Added DLMS note 2 to code UR and revised DLMS 

note for code ZZ to read: 

UR – Uniform Resource Locator (URL) 

2. Future enhancement; not used for initial 

implementation 

ZZ – Mutually Defined 

DLMS Note: Use to identify WAWF-RA as the 

transaction recipient. Enter “WAWF” in N104.

Clarification of 

usage 

No Update 

Required 

8. 1/N106/130 Added the following data element level DLMS Note Clarification of No Update 
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and added DLMS note 2 to code PK: 

DLMS Note: Must use to identify the organization 

sending and receiving the transaction. 

PK – Party to Receive Copy 

2. Future enhancement; not used for initial 

implementation 

usage Required 

9. 2/RCD/010 Added the following segment level notes: 

Federal Note: 3. Multiple RCD loops may be used to 

report acceptance of multiple CLINS. 

DLMS Note: The use of multiple RCD loops is 

applicable to acceptance at the shipment level.

Clarification of 

usage supporting 

shipment level 

acceptance 

Update 

Required 

10. 2/RCD04/010 

2/RCD05/010 

Marked Data Elements RCD04 and RCD05 as Not 

Used

Additional quantity 

field not used at 

this time. Retained 

in the Federal IC 

for possible use in 

the future. 

No Update 

required – Fed 

IC retains data 

element 

RCD04 and 

RCD05 

11. 2/RCD06/010 Added DLMS note 2 to data element level: 

2. Not applicable to shipment level acceptance 

process. 

Clarification of 

usage supporting 

shipment level 

acceptance 

No Update 

required 

12. 2RCD08/010 Added DLMS note 2 to code 9:

9 – Hold 

2. Not applicable to shipment level acceptance 

process.

Clarification of 

usage supporting 

shipment level 

acceptance 

No Update 

Required 

13. 2REF01/070 Removed the codes PM and T0 and DLMS notes from 

DLMS Supplement only: 

PM – Part Number (IUID Part Number) 

T0 – Dealer Type Identification (UII Type) 

Added code IX with DLMS Note:

IX – Item Number

Federal Note: Use for Authorization Accounting 

Activity (AAA). 

DLMS Note: 1. Applicable to Navy acceptance only. 

2. AAA may be reported for each CLIN accepted.

IUID component 

data elements are 

not used at this 

time. Retained in 

the Federal IC for 

possible use in the 

future. 

Supports Navy 

ERP requirements 

No Update 

Required – 

(These codes 

have been 

removed from 

the DS only – 

Fed IC retains 

these codes.) 

Update 

Required for 

Federal note 

only – IC 

already carries 

code IX 

14. 2/REF03/070 

2/REF04/070 

Marked data elements REF03 and REF04 as Not 

Used. 

This removes codes (DS only): 

DX – Department/Agency Number (Enterprise 

IUID component 

data elements are 

not used at this 

time. Retained in 

the Federal IC for 

possible use in the 

No Update 

Required – 

Fed IC retains 

DE REF03 

and REF04 
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Identifier) 

PM – Part Number (Original Part Number) 

XM – Issuer Number (Issuing Agency Code) 

future. 

15. 2/MAN/180 Added segment note: 

DLMS Note: For initial implementation, IUID 

information will be provided only when partial 

acceptance occurs. The UII will be provided for 

those items which were accepted. 

Clarifies current 

usage 

No Update 

Required 

16. 2/MAN01/180 Added the following data element DLMS note: 

DLMS Note: The UII may not exceed 50 characters 

in accordance with UID Policy.

Clarification No Update 

Required 

17. 2/SLN/190 Remove SLN segment from DLMS Supplement only. Not used at this 

time. Retained in 

the Federal IC for 

possible use in the 

future. 

No Update 

required – Fed 

IC retains 

SLN segment 

d. Alternatives: DISA GEX (support contractor Northrop Grumman) advised the 

Navy that the alternative would be to add conditions to GEX that will help WAWF to 

distinguish between the inspected, received, and accepted date. This would be less preferable 

since it would mean applying multiple meanings to the same qualifier code.

4. BACKGROUND: The Navy Systems Interface (details documented under WAWF 

Engineering Change Proposal 00004) allows for WAWF Advance Shipment Notice (ASN) 

transactions to be sent to Navy Systems, where they will be inspected (source inspection 

only), received and accepted. The Navy System sends the 861 back to WAWF and WAWF 

will update its status. 

5. REASON FOR CHANGE: 

a. If source inspection takes place, the 861 needs to have inspected, accepted, and 

received date codes. If inspection location differs from acceptance location, both locations 

must be included in the 861. This transaction is being updated to provide flexibility although 

initial implementation may not require use of the 861 for a separate transmission of the 

inspection advice transaction to precede transmission of the acceptance transaction.

b. The Navy implementation of WAWF uses an external shipment level acceptance 

process. The Business Transformation Agency has authorized this approach as an interim 

step in achieving BEA compliance.

c. This change allows for consistency between the DLMS Supplement and the WAWF 

implementation.

6. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: Supports data integrity and allows for an easier mapping process at 

GEX. 
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 b. Disadvantages: Unknown.

7. IMPACT: 

 a. Data Content/Procedures: The DLMS manual will be updated separately to support 

these procedures.

b. Publication(s): DOD 4000.25-M, DLMS Supplement 4010 861. Federal IC update 

4010 861 is required. 

c. Implementation: WAWF-RA Version 3.0.11 supports the above revisions. 

Enclosure 
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1) WAWF sends the 856_ASN to ERP_LOG for source actions. ERP_LOG forwards an 861 back to 

WAWF. 

Note: This 861 identifies the acceptance 

date. Inspection and receipt date are optional 

according to Component guidance. 
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2) WAWF sends the 856_ASN to ERP_LOG for source actions. ERP_LOG forwards an 861 back to 

WAWF. 

Note: 3) Acceptance date 

provided by direct manual 

entry to WAWF 

Note: This 861 carries inspection date only. 
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3) WAWF sends the 856_ASN to ERP_LOG for source actions. ERP_LOG forwards an 861 back to 

WAWF and then WAWF will forward the document to the "Other" location for destination acceptance. 

 For WAWF, this could be any other designated system; Navy Integrated Logistics Management 

Information System (ILSMIS) was used as an example in the flow chart below. 

Other System 

than WAWF for 

example ILSMIS

WAWF

GEX

ERP

Source Inspection in ERP/

Destination Acceptance in other 

System

1) 856

1) 856 2)861

2) 861

Source Inspector

Destination Acceptor

GEX

3)856

3)856

4)861

4)861

Note: This 856 carries 

inspection date reported in the

prior 861. 

Note: This 861 

carries inspection 

(as reported 

previously), 

acceptance and 

receipt date.