DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

March 21, 2019 

MEMORANDUM FOR SUPPLY DISCREPANCY REPORTING (SDR) PROCESS

REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1331 

Documenting and Expanding DAAS Rejection Criteria for Supply Discrepancy 

Reports (SDR)

The attached change to DLM 4000.25, Defense Logistics Management Standards 

(DLMS), is approved with implementation no later than December 2019. 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 EBSO.SDR@dla.mil. Others must contact their 

designated SDR PRC available at 

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

HEIDI M. DAVEREDE

Director

Enterprise Business Standards Office

Attachment

As stated 

cc: 

ODASD (Logistics)
Attachment, ADC 1331

Page 1

Attachment to ADC 1331, 

Documenting and Expanding DAAS Rejection Criteria for Supply 

Discrepancy Reports(SDR)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Mr. Ben Breen, 

SDR PRC Chair, e-mail: EBSO.SDR@DLA.MIL

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: 

a. Primary/Secondary Functional Area: SDR

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

 Category  Category  Category

Billing Physical Inventory Contract Admin

 Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID X Disposition X DLM Publications

GFP DOD BRAC

3. REFERENCE: DLM 4000.25, Defense Logistics Management Standards (DLMS), Volume 

2, Supply Standards and Procedures, Chapter 17, Supply Discrepancy Reporting.

4. REQUESTED CHANGE(S):

a. Brief Overview of Change: This Approved DLMS Change (ADC):

(1) Documents and expands upon procedures currently employed by WebSDR 

known as catastrophic SDR failure. The DLMS will no longer use the term catastrophic failure, 

but will refer to those events as a DAAS Reject. The term DAAS Reject is not the same term as 

an SDR that is rejected with a rejection reply code.

(2) Documents the DAAS Reject when mandatory SDR remarks required in the 

new original (00) SDR submissions (excluding SDRs submitted with Action Codes 1H or 3B), 

are left blank.

(3) Documents the DAAS Reject when new original (00) SDRs are received with 

a WebSDR control number prepopulated or already used for a previous submission.
Attachment, ADC 1331

Page 2

(4) Documents the DAAS Reject for any SDR using a Correction (Transaction 

Set Purpose Code (CO)) to change the owner/manager, or source of supply for any SDR 

document type code. 

(5) Documents the DAAS Reject for SDRs submitted to an activity with an 

invalid Routing Identifier Code (RIC), or for Department of Defense Activity Address Codes

(DoDAAC) or Military Assistance Program Address Code (MAPAC) not in the Department of 

Defense Activity Address Directory (DoDAAD).

b. Background:

(1) Currently WebSDR (DAAS) edits SDR transactions for core data elements 

required for the SDR transaction to be processed. If the core data elements are missing or 

contain invalid entries, WebSDR will reject the SDR at the transactional level and send an e-mail 

to the point of contact (POC) associated with the submitting system. The DAAS Reject occurs at 

the transactional level where the transmissions are blocked from entering WebSDR for a control 

number assignment and date/time stamp. This rejection is not the same as an SDR transaction, 

which is processed, given a WebSDR control number (thereby inserted into metrics) and rejected 

with a rejection reply code. 

(2) Currently, WebSDR will DAAS Reject only inbound SDR transactions from 

external systems based on several core requirements. The concept was originally built upon core 

data elements, without which WebSDR cannot process an SDR, and the assumption that systems 

could potentially not accept rejection transactions. The concept for the rejections was to store 

them inside WebSDR tables with other data for audit/reporting purposes. In order to do that, 

WebSDR had to follow database designs in use. The SDR transactions required key values that 

were controlled and properly formatted. These SDRs are not recorded in any database table.

However, WebSDR can provide an audit data call by parsing and organizing log entries. Future 

goal is to create a separate rejection table to house these rejections for easier accessibility.

(3) WebSDR currently performs a DAAS Reject for SDRs based on:

(a) Document Number must be length=14 and alphanumeric (no special 

characters) only.

(b) Document Suffix must be length=0 or length=1, alphanumeric only, 

and NOT any of these characters: I, N, O, P, R, S, Z, 1 and 0.

(c) Document Type Code: Document Type Code must be valid in the set 

specified for use within WebSDR – 6, 7, 8, 9, A, D, N, P, R, V, and W.

(d) WebSDR control number must only be numeric characters, value 

checks for format (YYYYJJJSSSS (serial number)). Year component cannot be before 2005 and 

not after the current year. Julian day component cannot be larger than the total number of days in 

that given year.
Attachment, ADC 1331

Page 3

(4) Current procedures and the DLMS 842A/W data elements do not require the 

inclusion of SDR remarks in the submission of a new original (00) SDR. The idea behind not 

requiring remarks in the SDR is based upon the submitter using a correct or related discrepancy 

code, which provides a description of the issue the submitter is reporting. However, not every 

discrepancy code provides a detailed description of the issue. 

(5) New original (00) SDR submissions created by the Component SDR system 

are assigned the originator's SDR Report Control Number (Qualifier Code NN), which is linked 

to the submitting system ID. The system generating the SDR transaction assigns this number. 

The sending system should not transmit other system numbers; WebSDR will populate those 

during processing. There have been several instances where Component SDR systems have 

submitted new original (00) SDRs with the WebSDR control number populated, which causes 

WebSDR to encounter processing errors. In this scenario, there should never be an instance 

where a new original (00) SDR is created with the WebSDR control number populated. This 

change will result in a DAAS Reject for any new original (00) SDR received with the WebSDR 

control number pre-populated by the submitting system. 

(6) Corrections (CO) are used to correct data identified as needing a change after 

the submission of the SDR. However, components are using the correction (CO) to change the 

owner/manager, or source of supply on the SDR. When this occurs, most component SDR 

systems require a new 00 on file in order to process a correction. WebSDR does not generate 

copies of 00 SDRs based on a correction identifying a new owner, manager, or source of supply. 

This results in failed transactions, and the assumption by the submitter is that the new 

owner/manager or source of supply received the updated SDR. However, this is not the case and 

results in SDRs being rejected or placed in a status where no Component system actually has the 

action. 

(7) WebSDR edits SDR transactions that identify a RIC, DoDAAC, or MAPAC 

against the DoDAAD and determine if the value is valid. If the value is not valid, WebSDR 

currently rejects the SDR using Reply Code 929 (Transaction rejected. Missing, invalid, or

unauthorized use of DoDAAC, MAPAC, or RIC). However, these SDRs are given a WebSDR 

control number and inserted into metrics. There is not a valid reason to give SDRs a WebSDR 

control number and insert the record into metrics, if they are addressed to an invalid RIC, 

DoDAAC, or MAPAC not in the DoDAAD. 

c. Requested Change in Detail:

(1) WebSDR will develop a strategy to capture the SDRs that fall into a DAAS 

Reject category and send a DAAS Reject e-mail to the Component SDR primary/alternate, and 

system POCs. WebSDR will retain these records outside of the metrics table, which is used for 

SDRs that process successfully and are given a WebSDR control number. WebSDR will collect 

this data and use it for audit purposes, and possibly disseminate it on a monthly basis to the 

Components as required. 

(2) DAAS will reject SDRs when Document Number length is not equal to 14 

and alphanumeric (no special characters) only. WebSDR will generate an e-mail to the 

component SDR primary/alternate, and system POCs stating, “The length of the document 
Attachment, ADC 1331

Page 4

number you provided is not equal to 14 characters, or contains a non-alphanumeric character. 

Please submit a new SDR with a valid document number meeting the correct criteria.” 

(3) DAAS will reject SDRs when Document Suffix length is not equal to 0 or 1, 

alphanumeric (no special characters) only. The following characters are not allowed: I, N, O, P, 

R, S, Z, 1 and 0. WebSDR will generate an e-mail to the Component SDR primary/alternate, and 

system POCs stating, “The document number suffix code you provided has a length not equal to 

0 or 1, contains a non-alphanumeric or one of the following disallowed characters: I, N, O, P, R, 

S, Z, 1 or 0. Please submit a new SDR with a valid document number suffix.” 

(4) DAAS will reject SDRs, when Document Type Code is not valid in the set 

specified for use within WebSDR – 6, 7, 8, 9, A, D, N, P, R, V, and W. WebSDR will generate 

an e-mail to the component SDR primary/alternate, and system POCs stating “The document 

type code you provided is not equal to 6, 7, 8, 9, A, D, N, P, R, V, W. Please submit a new SDR 

with a valid document type code.”

(5) DAAS will reject SDRs when WebSDR control number contains nonnumeric characters, or has an incorrect value format (YYYYJJJSSSS). Year component cannot 

be before 2005 and not after the current year. The Julian day component cannot be larger than 

the total number of days in that given year. WebSDR will generate an e-mail to the component 

SDR primary/alternate, and system POCs stating “The WebSDR control number contains nonnumeric characters, or has an incorrect value format (YYYYJJJSSSS). Please submit a new 

SDR with the WebSDR control number in the proper format.”

(6) DAAS will reject SDRs when new original (00) SDRs do not have narrative 

comments with a description of the deficiency in the remarks field. This edit will not apply to 

new original (00) SDRs submitted using Action Codes 1H (No action required; information 

only) or Action Code 3B (Discrepancy reported for corrective action and trend analysis; no reply 

required). WebSDR will generate an e-mail to the component SDR primary/alternate, and 

system POCs stating, “New SDR submissions require narrative comments describing a 

description of the discrepancy. Please submit a new SDR with narrative comments.” 

(7) DAAS will reject any new original (00) SDR submitted with a WebSDR 

control number pre-populated by the submitting system. WebSDR will generate an e-mail to the 

component SDR primary/alternate, and system POCs stating, “Your new original (00) SDR was 

created with the WebSDR control number pre-populated. Please resubmit a new SDR without 

the WebSDR control number pre-populated.” 

(8) DAAS will reject any SDR addressed to a RIC, DoDAAC, or MAPAC not 

found in the DoDAAD. WebSDR will generate an e-mail to the component SDR 

primary/alternate, and system POCs stating, “Your SDR was routed to a RIC, DoDAAC, or 

MAPAC not found in the DoDAAD. Please submit a new SDR identifying a valid RIC, 

DoDAAC, or MAPAC as the action activity.”
Attachment, ADC 1331

Page 5

d. Revisions to DLM 4000.25 Manuals:

(1) Revise DLM 4000.25, Volume 2, Chapter 17, Supply Discrepancy Reporting, 

as shown in Enclosure 1. 

(2) Update DLMS Volume 2 Appendix 7.28, Supply Discrepancy Report 

Relevant Data Elements, for new discrepancy codes as shown in paragraphs 4.c.(2, and 3).

e. Revise the DLMS IC 842A/W, SDR transaction as shown in Enclosure 2.

f. Approved Transaction Flow: Standard SDR business transactions apply.

g. Alternatives: None noted.

5. REASON FOR CHANGE: This change provides clarity and updates SDR procedures and 

business rules.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: These changes will systemically enforce current SDR business process 

and procedures, and provide the SDR community better clarity to the business and system 

requirements in various scenarios.

b. Disadvantages: None

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

DEVELOPMENT: If no valid new original 00 SDR is on file due to being DAAS Rejected, 

then all subsequent transactions for the original SDR, which was submitted but was subsequently 

failed, will be DAAS Rejected as well and will not process. 

8. ADDITIONAL COMMENTS TO CONSIDER: None

9. ADDITIONAL FUNCTIONAL REQUIREMENTS: None

10. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: EBSO will update the 

applicable DLMS ICs within 10 working days of the approval of this change to include the 

DLMS 842 data elements added by this change. DAAS will apply the WebSDR edits on 

transactions and in WebSDR by December 31, 2019. 

11. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: None identified.

12. IMPACT: 

a. New DLMS Data Elements: None identified.

b. Changes to DLMS Data Elements: None identified.
Attachment, ADC 1331

Page 6

c. Automated Information Systems (AIS): Revise SDR submitting applications to 

prevent rejections as outlined above.

d. Defense Automatic Addressing System (DAAS): Update WebSDR rejection criteria 

as outlined above. 

e. Non-DLM 4000.25 Series Publications: DOD Components may need to update 

internal operating procedures and other published Receipt/SDR guidance. 

13. PROPOSED DLMS CHANGE (PDC) 1331 RESPONSE/COMMENT RESOLUTION:

Component Response/Comment Disposition

1. DLA Concur without Comment As noted.

2. Navy Concur without Comment As noted.

3. Air Force Concur without Comment As noted.

4. US Army Concur without Comment As noted.

5. USMC Concurs as written. As noted.

6. DAAS Concur without Comment As noted.

7. USTRANSCOM Abstain

8. AFSAC Concur without Comment As noted.

9. DSCA Concur without Comment As noted.

10. DCMA Concur without Comment As noted.
Enclosure 1, ADC 1331

Page 1

Enclosure 1, Defense Logistics Manual (DLM) 4000.25, Volume 2, Revisions

Revise Chapter 17 as shown. Changes are identified in red bold italics. 

(Intervening text not shown)

C17.3.1.1.2. Identify the discrepancy using the Shipping, Packaging, and 

Storage Discrepancy Code (Appendix 7.28). Within the context of SDRs this data element is 

known as the SDR Discrepancy Code. Use up to three different codes to describe the 

discrepancy on SDRs. (Distribution Center-originated SDRs and their equivalents prepared via 

WebSDR may only use two discrepancy codes). Packaging discrepancies must be identified by 

four-character packaging discrepancy codes and applicable remarks.1 If no code exists to 

adequately describe a shipping/item discrepancy, select Code Z1 and use a clear-text 

description. The goal of the initial SDR submission is to provide as much relevant information 

as possible to the action activity, including mandatory clarifying remarks to supplement 

discrepancy codes, so that they can take timely action to correct the problem and provide a 

timely response and disposition to the customer.

C17.3.1.1.3. New original (Transaction Set Purpose Code 00) SDR must 

have narrative remarks (excluding new original SDRs with Action Codes 1H or 3B) citing the

description of the deficiency. If narrative remarks are blank, WebSDR will generate an e-mail 

to the component SDR primary/alternate, and system POCs stating. “New SDR submissions 

require narrative comments describing a description of the discrepancy. Please submit a new 

SDR with narrative comments.”

(Intervening text not shown)

C17.3.20. Defense Automatic Addressing System (DAAS) SDR Processing

C17.3.20.1. Under DLMS, SDRs are integrated with standard logistics transaction 

processing through DAAS. DLMS transaction formats are available in ASC X12 EDI or EDIbased XML. Guidance for transaction content is provided in DLMS ICs available on the DLMS 

IC page. DoD WebSDR will perform the following actions:

C17.3.20.2. WebSDR (DAAS) will edit SDR transactions for core data elements 

required for the SDR transaction to be processed. If the core data elements are missing or 

contain invalid entries, WebSDR will perform a DAAS Reject for the SDR transaction and 

send an e-mail to the component SDR primary/alternate, and system POCs for the scenarios 

identified below. 

C17.3.20.3. DAAS will reject SDRs when Document Number/Suffix Document 

Number length is not equal to 14 and alphanumeric (no special characters) only. WebSDR 

will generate an e-mail to the component SDR primary/alternate, and system POCs stating,

“The length of the document number you provided is not equal to 14 characters, or contains a 

non-alphanumeric character. Please submit a new SDR with a valid document number 

meeting the correct criteria.”

 1 Applicable for new submissions after September 1, 2013. Refer to ADC 1059.
Enclosure 1, ADC 1331

Page 2

C17.3.20.4. DAAS will reject SDRs when Document Suffix length is not equal to 0 

or 1, alphanumeric only (no special characters). The following characters are not allowed: I,

N, O, P, R, S, Z, 1, and 0. WebSDR will generate an e-mail to the Component SDR 

primary/alternate, and system POCs stating, “The document number suffix code you provided 

has a length not equal to 0 or 1, contains a non-alphanumeric or one of the following 

disallowed characters: I, N, O, P, R, S, Z, 1 or 0. Please submit a new SDR with a valid 

document number suffix.” 

C17.3.20.5. DAAS will reject SDRs, when Document Type Code is not valid in the 

set specified for use within WebSDR – 6, 7, 8, 9, A, D, N, P, R, V, and W. WebSDR will 

generate an e-mail to the component SDR primary/alternate, and system POCs stating, “The 

document type code you provided is not equal to 6, 7, 8, 9, A, D, N, P, R, V, and W. Please 

submit a new SDR with a valid document type code.”

C17.3.20.6. DAAS will reject SDRs, when WebSDR control number contains nonnumeric characters, or has an incorrect value format (YYYYJJJSSSS). Year component 

cannot be before 2005 and not after the current year. The Julian day component cannot be 

larger than the total number of days in that given year. WebSDR will generate an e-mail to 

the component SDR primary/alternate, and system POCs stating “The WebSDR control 

number contains non-numeric characters, or has an incorrect value format (YYYYJJJSSSS). 

Please submit a new SDR with the WebSDR control number in the proper format.”

C17.3.20.7. DAAS will reject SDRs, when new original (Transaction Purpose Code 

Set 00) SDRs do not have narrative comments with a description of the deficiency in the 

remarks field. This edit will not apply to new original (00) SDRs submitted using Action 

Codes 1H (No action required; information only) or Action Code 3B (Discrepancy reported 

for corrective action and trend analysis; no reply required). WebSDR will generate an e-mail

to the component SDR primary/alternate, and system POCs stating, “New SDR submissions 

require narrative comments describing the discrepancy. Please submit a new SDR with 

narrative comments.” 

C17.3.20.8. DAAS will reject any new original (Transaction Purpose Set Code 00) 

SDR submitted with a WebSDR control number pre-populated by the submitting system. 

WebSDR will generate an e-mail to the component SDR primary/alternate, and system POCs 

stating, “Your new original (Transaction Purpose Set Code 00) SDR was created with the 

WebSDR control number pre-populated. Please resubmit a new SDR without the WebSDR 

control number pre-populated.”

C17.3.20.9. DAAS will reject any SDR addressed to a RIC, DoDAAC, or MAPAC 

not found in the DoDAAD. WebSDR will generate an e-mail to the component SDR 

primary/alternate, and system POCs stating, “Your SDR was routed to a RIC, DoDAAC, or 

MAPAC not found in the DoDAAD. Please submit a new SDR identifying a valid RIC, 

DoDAAC, or MAPAC as the action activity.”
Enclosure 2, ADC 1331

Page 1

Enclosure 2, Revise the DLMS Implementation Convention (IC) 842A/W SDR 

transactions as shown below.

Item Location Revision to 4030 842A/W Standard Supply Discrepancy Report 

(SDR), Follow-up, Correction, Cancellation, & Reconsideration 

Request

Reason

1. DLMS 

Introductory 

Notes

Add ADC 1331 to the DLMS Introductory Note:

- ADC 1331, Miscellaneous SDR Enhancements Including 

Reconsideration Requests, Including Narrative Remarks in 

Original SDR, Edit Use Of Reply Code 504, Remove AFSAC 

Historical Procedures, Catastrophic Failures For New SDRs 

With A Prepopulated WebSDR Control Number, And 842 IC 

Note Updates

To identify DLMS 

changes included in 

IC. 

2. 2/NTE01/2400 Revise DLMS Notes for Qualifier RPT:

RPT Report Remarks

DLMS Note:

1. Use to identify the narrative comments associated with the SDR. 

Narrative comments are mandatory for New Original (00) SDRs, 

with the exception being New Original (00) SDRs submitted with 

Action Code 1H or 3B do not require narrative comments.

Revises note with 

referenced PDC for

report remarks to 

annotate they are 

mandatory on new 

original (00) SDR 

submissions.

3. 2/DTM01/0600 Revise DLMS Notes for Qualifier 881:

Request

DLMS Note:

1. Use to identify the date of the customer’s submitter’s request for 

reconsideration.

Change customer to 

submitter.