DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

June 16, 2020

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC)

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1335, 

Wide Area Work Flow (WAWF) Changes to Support Purchase Card Receiving 

Report and Property Book Identifier

We are forwarding the attached approved change to the 856 Advance Shipment Notice 

(ASN) and 861 Acceptance implementation conventions for implementation. The Enterprise 

Business Standards office will post the updated DLMS Implementation Conventions (IC) to the 

Web at http://www.dla.mil/HQ/InformationOperations/DLMS/elibrary/Transformats/140_997/, 

within 10 days from the above date.

Addressees may direct questions to Ms. Tonja Daniels-Carter, Contract Administration 

Lead, (269) 961-5227, DSN 661-5227, or e-mail Tonja.Daniels-Carter@dla.mil. Others must 

contact their Component designated representative available at 

www.dlmso.dla.mil/eLibrary/ServicePoints/allpoc.asp.

THOMAS A. DELANEY 

Director, Enterprise Business Standards Office

DLA Information Operations

Attachment

As stated

cc:

OUSD(DPC)

ODASD(Logistics)

WAWF PMO
Attachment ADC 1335

Page 1

Attachment to ADC 1335, 

Wide Area Work Flow (WAWF) Changes to Support Purchase Card 

Receiving Report and Property Book Identifier

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Tonja Daniels-Carter, Enterprise Business Standards Office 

(EBSO), Tonja.Daniels-Carter@dla.mil, 269-961-5227

b. Functional POC:

(1) Bruce Propert, Defense Pricing and Contracting (DPC), 

david.b.propert2.civ@mail.mil, (ECP 1170)

(2) Joseph Stossel, Defense Property Accountability System (DPAS), 

Joseph.Stossel@dla.mil (ECP 1176)

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: Contract 

Administration/Supply

3. REFERENCES:

a. WAWF Engineering Change Proposal (ECP) 1170, Government Purchase Card 

(GPC) Receiving Report (RR) Bank External Acceptance

b. WAWF ECP 1176, Enhanced WAWF Receipt, Acceptance Routing to DPAS 

Accountable Property System of Record (APSR)

c. Approved DLMS Change 1345, Administrative Update to Convert Federal 856 ASN, 

857, 861, and 997 to DLMS ICs, dated June 19, 2019.

4. APPROVED CHANGE(S): Green highlighting identifies substantive changes subsequent 

to staffing

a. Brief Overview of Change: The goal of this standardized format is to ensure 

uniformity and consistency of data between WAWF and Supply systems. This change will allow 

acceptance/synchronization between WAWF Receiving Reports paid by government purchase 

card and acceptance to the bank that issues the credit card used for payment. This change 

requires updates to the DLMS 856 Advance Shipment Notice (ASN) and DLMS 856P ASN

(referred to in WAWF as the WAWF 856 PSN) and the DLMS 861 (formerly Federal 861) and 

DLMS 861P Acceptance Report ICs1. This change also adds an Accountable Property System of 

Record (APSR) Property Book Identifier.

 1 ADC 1345 (Reference 3.c.), converted the Federal 856 ASN, and Federal 861 to DLMS ICs with no change in 

functionality. The existing DLMS variations of the 856 ASN and 861 are identified by “P” after the transaction 

number.
Attachment ADC 1335

Page 2

b. Background:

(1) ECP 1170 identified an issue with WAWF Receiving Reports. Presently, 

WAWF Receiving Reports paid by government purchase card can be accepted by both WAWF 

and the bank issuing the credit card; however, there is no synchronization. The lack of 

synchronization means that acceptance performed in one system is not reflected in the other. 

This impacts the ability for complete oversight of the GPC program and makes tracking the 

individual transaction acceptance difficult, since two systems need to be queried. 

(2) ECP 1176 adds the APSR Property Book Identifier to the DLMS/WAWF 856 

ASN and adds a reference to identify the values that triggered an extract to the APSR. In the 

event the Property Book Identifier needs to be routed inbound to Federal Customers and 

Systems, the DLMS 856P ASN (WAWF 856 PSN) is expanded to identify the Property Book 

Identifier.

c. Approved Change in Detail:

(1) Update the DLMS 856 ASN (WAWF) and DLMS 856P ASN to add the four 

data elements from ECP 1170 and clarify the IC notes for an existing element (credit card 

number): 

(a) Card Holder Last Name

(b) Last Four digits of the Credit Card Number

(c) Card Issuing Bank Identifier. This is the first 6 digits on a credit card 

that comprise the Bank Identification Number (BIN). There is no authoritative industry code list 

published for the BIN.

(d) Transaction Date of the Credit Card Charge, and 

(e) Total Amount Billed. The existing usage in the Federal 856 ASN 

where 2/REF03/150 = Total Amount Billed will be retained when 2/REF01/150 = E4. 

(f) WAWF expects to receive this data element as R14.2. The error 

message WAWF gives is “Amount Billed must be a positive numeric value containing up to 14 

digits to the left of the decimal and 2 digits to the right of the decimal.” This is not valid in X12 

but is a local WAWF business rule that is enforced at the application level, not in the X12 

transaction.

(2) Update the DLMS 856 ASN (WAWF) and DLMS 856P ASN to add the

APSR Property Book Identifier from ECP 1176. The DLMS 856 ASN (WAWF) and DLMS 

856P ASN contain the required elements for the APSR Property Book Identifier and only require 

clarification of several notes in the 2/N1/220 segment. The agreed upon solution is for GEX to 

include a new 1/N1/220 Name loop in the DLMS 856P ASN (WAWF 856_PSN) for “APSR 

Property Book ID” as follows:
Attachment ADC 1335

Page 3

(a) N101 Entity Identifier Code = KK (Registering Party) (Used to 

identify APSR Property Book Identifier

(b) N103 Identification Code Qualifier = ZZ (Mutually Defined)

(c) N104 Identification Code = APSR Pty Bk ID (Add APSR to the 

existing N104 note)

(d) N106 Entity Identifier Code = PK (Party to Receive Copy

(3) Update the Federal 856 ASN and DLMS 856 ASN ICs to add the data 

elements and values that triggered an extract to the APSR. See Enclosure 1. 

(4) Requirements from ECP 1170:

(a) Card Holder Last Name,

(b) Last Four digits of the Credit Card Number,

(c) Card Issuing Bank Identifier,

(d) Transaction Date of the Credit Card Charge, and 

(e) Total Amount Billed.

(5) Update the DLMS 861 to add the Card Issuing Bank Identifier for use by 

WAWF to verify the system doing the external acceptance.

See Enclosure 1 for Implementation Convention (IC) updates. 

See Enclosure 2 for an overview of the Acceptance in WAWF and the GPC Bank System. 

d. Revisions to DLM 4000.25 Manuals: No updates are required. 

e. Approved Transaction Flow: No Changes

f. Alternatives: None Identified. 

5. REASON FOR CHANGE: The IC changes are required to support a new process that will 

ensure both the bank and WAWF are in sync with acceptance data and status when using the 

Government Purchase Card.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Enhances acceptance/synchronization between WAWF Receiving 

Reports paid by government purchase card and acceptance to the bank that issues the credit card 

used for payment. Enhances property accountability.

b. Disadvantages: None Identified.
Attachment ADC 1335

Page 4

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

DEVELOPMENT: None

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: WAWF 6.6.0 (ECP 1176) 

was in May 2019 and WAWF Release 6.1.0 (ECP 1170) was in August 2019.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not determined.

10. IMPACT: 

a. New DLMS Data Elements:

(1) Add new DLMS data element Credit Card Number (last four) (numeric, MIN 

4/ MAX 4) represented in the DLMS 856P ASN by 2/REF01/150 Code E4 Charge Card 

Number. This is the last four digits of the Government purchase card number under which 

payment will be accomplished

(2) Add new DLMS data element Transaction Creation Date (Date, MIN 8 / 

MAX 8) represented in the DLMS 856P ASN by 2/DTM01/200. This is the date the 

Government credit card transaction was authorized (card swipe date).

(3) Add new DLMS data element Government purchase card holder 

(alphanumeric, MIN 1 / MAX 52), represented in the DLMS 856P ASN by 2/N101/220 Code FP 

Name on Purchase Card. This identifies the last name of the Government credit card holder.

(4) Add new DLMS data element Bank Identification Number (alphanumeric, 

MIN 6 / MAX 6) represented in the DLMS 856P ASN by 2/N101/220 Code BK Bank and in the 

DLMS 861P 1/N101/130. This identifies the card issuing bank which is the first six positions of 

the credit card number.

b. Changes to DLMS Data Elements: None

c. Automated Information Systems (AIS): WAWF and DPAS

d. Defense Automatic Addressing System (DAAS): As required by mapping updates

e. Non-DLM 4000.25 Series Publications: PIEE/WAWF to update the WAWF User 

Guides as necessary to reflect these changes. 

11. PROPOSED DLMS CHANGE (PDC) 1335 STAFFING RESPONSE/COMMENT 

RESOLUTION

Originator Response/Comment Disposition

1. Army No response Noted

2. Navy Concur without comment Noted.
Attachment ADC 1335

Page 5

Originator Response/Comment Disposition

3. Air Force No Response Noted

4. Marine Corps No Response Noted.

5. DLA

DLA Distribution

Concur without comment

Concur without comment

Noted.

Noted

6. OUSD(DPC) Concur with comment: The diagram (enclosure 2) 

needs to be clearer. It implies that the vendor is 

doing acceptance, which would not be legal. What 

is occurring is that the government is performing 

acceptance in the bank system. It is also unclear 

that the 856 originates by action within PIEE, or by 

transaction from industry to PIEE

Updated per OUSD(DPC)

comments

7. USTRANSCOM Abstains Noted.

8. DAAS Concur without comment Noted
Enclosure 1, ADC 1335

Page 1

Enclosure 1, Revisions to WAWF and DLMS Transactions

# Location 856 Ship Notice Manifest

DLMS 856 ASN (WAWF) IC Revisions

(Formerly Federal 856 ASN)

Reason

1. 2/REF01/150 Revise note for code E4. 

E4 Charge Card Number

Use to indicate the Government credit card number under 

which payment for this instrument will be accomplished.

Use to indicate (in REF02) the last four digits of the 

Government credit card number under which payment 

for this instrument will be accomplished. 

Restrict credit card 

data conveyed to 

only the last 4 digits 

of the Card Number 

Note: WAWF usage 

is generally in the 

Shipment Loop

2. 2/REF03/150 Add new note 5:

5. Use to provide the total amount billed when REF01 = 

E4. The amount billed must be a positive numeric 

value containing up to 14 digits to the left of the 

decimal and 2 digits to the right of the decimal.

Documents existing 

practice to identify the 

total amount billed

3. 2/DTM01/200 Add new code 097 and note.

97 Transaction Creation

Use to indicate the date the Government credit card 

transaction was authorized (card swipe date).

Add credit card 

swipe date

4. 2/N1/220 Revise note 1. 

1. Use the 2/N1/220 loop in 2/HL/010 address loops to 

identify: a) the party originating the transaction set; b) an 

Automated Data Processing Point as specified in the 

contract for a party receiving the transaction set; c) the 

Ship-To, ultimate recipient, or service performance 

locations when the same address applies to all line items 

in the 2/HL/010 shipment loops; d) the accountable 

property system of record (APSR) property book 

identifier; and e) additional email recipients to receive 

notification of document submissions via EDI.

Identifies APSR 

routing requirement 

(ECP 1176)

5. 2/N101/220 Add new note to code KK. 

KK Registering Party

When used to identify the Accountable Property System 

of Record (APSR) Property Book Identifier, enter the 

identifier in N104.

Identifies APSR 

routing requirement
Enclosure 1, ADC 1335

Page 2

# Location 856 Ship Notice Manifest

DLMS 856 ASN (WAWF) IC Revisions

(Formerly Federal 856 ASN)

Reason

6. 2/N104/220 Revise the note:

Use to cite the actual Dun and Bradstreet, Dun and 

Bradstreet + 4, Department of Defense Activity Address 

Code, Commercial and Government Entity Code, or 

Military Assistance Program Address Code, or the 

APSR property book identifier of the activity cited in 

N101, as signaled in N103.

Identifies APSR 

routing requirement

7. 2/N101/220 Add new code FP and note:

FP Name on Credit Card.

Use to identify the last name of the Government credit

card holder. Identify the name in N102.

Add Cardholder Last 

Name

8. 2/N101/220 Add new code BK and note:

BK Bank

Use to identify the bank that issued the Government 

Credit Card.

Add Card Issuing 

Bank Identifier

9. 2/N101/220 Remove code VN:

VN Vendor 

Remove unused code 

10. 2/N103/220 Modify note for code 31:

31 Bank Identification Code

Use to indicate the card issuing bank identification 

number of the bank when code BK is cited in N101. 

This is the first six positions of the credit card number.

Clarify mapping

11. 2/REF01/260 Add new code 7U and notes:

7U Related Transaction Reference Number

1. Use in the address loop, (HL01 = V) or line item loop 

(HL01 = I) to identify the data values that triggered an 

extract to the Accountable Property System of Record 

(APSR) (WAWF). 

2. Enter the data value in REF02.

3. Enter the description of the data in REF03: Issue 

By, Admin By, Pay Office, Accept By, Document 

Number, Authorized Accounting Identifier (AAI, 

Purchase Request Number, Military Interdepartmental 

Purchase Request (MIPR) Number, Department Code

Identify data values 

that triggered an 

extract to the APSR 

(ECP 1176)
Enclosure 1, ADC 1335

Page 3

# Location 856 Ship Notice Manifest

DLMS 856 ASN (WAWF) IC Revisions

(Formerly Federal 856 ASN)

Reason

12. 2/REF03/260 Mark data element as used and add note:

Use only when REF01 is 7U.

Identify data values 

that triggered an 

extract to the APSR 

(ECP 1176)

# Location DLMS 856P Advance Shipment Notice (ASN)

Ship Notice/Manifest

DLMS IC Revisions

Reason

1. DLMS

Introductory 

Notes

Add ADC 1335 to DLMS Introductory Note:

- ADC 1335, Wide Area Work Flow (WAWF) 

Changes to Support Purchase Card Receiving Report 

and Property Book Identifier

Identifies 

DLMS Change 

included in 

DLMS IC.

2. 2/REF01/150 Add code E4 and DLMS note:

E4 Charge Card Number

DLMS Note: Use to indicate (in REF02) the last four digits 

of the Government credit card number under which 

payment for this instrument will be accomplished. 

Add Card Number 

(Last 4)

3. 2/DTM01/200 Add new code 097 and DLMS note:

097 Transaction Creation 

DLMS Note: Use to indicate the date the Government 

credit card transaction was authorized (card swipe date).

Add credit card swipe 

date

4. 2/N101/220 Add new DLMS note 2 to code KK:

KK Registering Party

DLMS Note:

1. Use to identify the Component UIT registry. May be used 

by a Component when their UIT process requires that a copy 

of the transaction also be sent to a UIT registry for 

information purposes. Must be used with 2/N106/220 code

‘PK-Party to Receive Copy’ to identify that this is only an 

information copy of the transaction, for use with the 

Component UIT registry.

2. When used to identify the Accountable Property System 

of Record (APSR) Property Book Identifier, enter the 

identifier in N104.

Identifies APSR 

routing requirement
Enclosure 1, ADC 1335

Page 4

# Location DLMS 856P Advance Shipment Notice (ASN)

Ship Notice/Manifest

DLMS IC Revisions

Reason

5. 2/N104/220 Revise the Federal note:

Use to cite the actual Dun and Bradstreet, Dun and 

Bradstreet + 4, Department of Defense Activity Address 

Code, Commercial and Government Entity Code, or Military

Assistance Program Address Code, or the APSR property 

book identifier; of the activity cited in N101, as signaled in 

N103.

Identifies APSR 

routing requirement

6. 2/N101/220 Add new code FP and DLMS note:

FP Name on Credit Card 

DLMS Note: Use to identify the last name of the 

Government credit card holder. Identify the name in 

N102.

Add Cardholder Last 

Name

7. 2/N102/220 Mark data element as used and add DLMS note:

DLMS Note: Use with N101code FP to identify the 

last name of the card holder.

Identify card holder 

last name

8. 2/N101/220 Add new code BK:

BK Bank

DLMS Note: Use to identify the bank that issued the 

Government Credit Card.

Add Card Issuing 

Bank Identifier

9. 2/N103/220 Add new code 31 and DLMS note:

31 Bank Identification Code

DLMS Note: Use to indicate the card issuing bank 

identification number of the bank when code BK is 

cited in N101. This is the first six positions of the 

credit card number.

Clarify mapping

10. 2/N106/220 Revise DLMS note:

PK Party to Receive Copy

DLMS Note:

Use when appropriate to send an information copy of 

the transaction to a Component UIT registry or APSR. 

For use with N101 code KK.

Expands use for 

APSR

11. 2/REF/260 Mark Segment as used. Identify data values 

that triggered an 

extract to the APSR 

(ECP 1176)
Enclosure 1, ADC 1335

Page 5

# Location DLMS 856P Advance Shipment Notice (ASN)

Ship Notice/Manifest

DLMS IC Revisions

Reason

12. 2/REF01/260 Add new code 7U and DLMS notes:

7U Related Transaction Reference Number

DLMS Notes.

1. Use in the address loop, (HL01 = V) or line item 

loop (HL01 = I) to identify the data values that 

triggered an extract to the Accountable Property 

System of Record (APSR) (WAWF). 

2. Enter the data value in REF02. 

3. Enter the description of the data in REF03: Issue 

By, Admin By, Pay Office, Accept By, Document 

Number, Authorized Accounting Identifier (AAI, 

Purchase Request Number, Military 

Interdepartmental Purchase Request (MIPR) 

Number, Department Code

Identify data values 

that triggered an 

extract to the APSR 

(ECP 1176)

13. 2/REF03/260 Mark data element as used and add DLMS note:

DLMS Note: Use only when REF01 is 7U.

Identify data values 

that triggered an 

extract to the APSR 

(ECP 1176)
Enclosure 1, ADC 1335

Page 6

# Location 861 (WAWF) Receiving Advice/Acceptance Certificate

DLMS IC Revisions

(Formerly Federal IC)

Reason

1. 1/REF01/50 Add code E4 and note:

E4 Charge Card Number

Use to indicate (in REF02) the last four digits of the 

Government credit card number under which payment 

for this instrument will be accomplished.

Add Card Number 

(Last 4)

2. 1/REF03/50 Add new note:

Use to provide the total amount billed when REF01 = E4. 

The amount billed must be a positive numeric value 

containing up to 14 digits to the left of the decimal and 2 

digits to the right of the decimal.

Adds total amount 

billed

3. 1/DTM/070 Add new code 097 and note:

97 Transaction Creation 

Use to indicate the date the Government credit card 

transaction was authorized (card swipe date).

Add credit card swipe 

date

4. 1/N101/130 Add new code FP and note:

FP Name on Credit Card.

Use to identify the last name of the Government credit

card holder. Identify the name in N102.

Add Cardholder Last 

Name

5 1/N102/130 Mark data element as used and add note:

Only use when N101 is code FP to identify the last name 

only of Government Credit Card holder

Opens N102 for 

narrative name

6. 1/N101/130 Add new code BK:

BK Bank

Use to identify the bank that issued the Government 

Credit Card.

Add Card Issuing 

Bank Identifier

7. 1/N103/130 Add new code 31 and note:

31 Bank Identification Code

Use to indicate the card issuing bank identification 

number of the bank when code BK is cited in N101. This 

is the first six positions of the credit card number.
Enclosure 1, ADC 1335

Page 7

Location 861P Inspection/Acceptance Report

Receiving Advice/Acceptance Certificate

DLMS IC Revisions

Reason

1. DLMS

Introductory 

Notes

Add ADC 1335 to DLMS Introductory Notes:

- ADC 1335, Wide Area Work Flow (WAWF) Changes to 

Support Purchase Card Receiving Report and Property 

Book Identifier

Identifies 

DLMS Change 

included in 

DLMS IC.

2. 1/N101/130 Add new code BK and DLMS note:

BK Bank

DLMS Note: Use to identify the bank that issued the 

Government Credit Card.

Add Card Issuing 

Bank Identifier

3. 1/N103/130 Add new Code 31 and note:

31 Bank Identification Code

DLMS Note: Use to indicate the card issuing bank 

identification number of the bank when code BK is cited 

in N101. This is the first six positions of the credit card 

number.
Enclosure 2, ADC 1335

Page 1

Enclosure 2, WAWF Transaction Flow

Enclosure 2 identifies the high level process flow for acceptance in the GPC Bank System and in 

WAWF.