DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

November 21, 2016

MEMORANDUM FOR FINANCE PROCESSS REVIEW COMMITTEE (PRC) 

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1213, 

Clarification of Bill Numbers in DLMS (Finance)

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

approved for immediate implementation.

Addressees may direct questions to Mr. Robert Hammond, Chair, Finance PRC, email 

financehq@dla.mil, phone: 703-767-2117. Others must contact their Component/Agency 

designated representative shown at 

https://www.dlmso.dla.mil/CertAccess/SvcPointsPOC/allpoc.asp (DOD Common Access Card 

restricted).

 

HEIDI M. DAVEREDE

Program Manager

Enterprise Business Process

Standards Office

Attachment

As stated 

cc: 

ODASD (SCI)

OUSD (C)
Attachment to ADC 1213

Page 1

Attachment to ADC 1213

Clarification of Bill Numbers in DLMS

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Defense Logistics Management Standards (DLMS)

b. Functional POC: Robert Hammond, Chair, Finance PRC, email finance@hq.dla.mil

2. FUNCTIONAL AREA: Finance

3. REFERENCE:

a. DLM 4000.25, Defense Logistics Management Standards, Volume 4, Military 

Standard Billing System (MILSBILLS) – Finance

b. DLM 4000.25-2, Military Standard Transaction Reporting and Accountability 

Procedures (MILSTRAP), Appendix 2.8, Reject Advice Codes

4. REQUESTED CHANGE(S):

a. Brief Overview of Change: This change clarifies the processing of logistics 

Interfund bills to limit the length of bill numbers to five characters in DLMS variable length 

transactions in accordance with Reference 3.a. and explains which bill numbers to include in 

adjustment requests and replies. Notable modifications to this change from the PDC are 

highlighted in light green.

b. Background: The Army Logistics Modernization Program (LMP) currently has a 

sixth character at the end of its bill numbers to indicate whether the bill is a debit or credit. In 

reviewing an example DLMS 810L (Logistics Bill) transaction generated from LMP, a trading 

partner noted that the extra character was included as part of the bill number. This sixth 

character cannot be carried in an 80 record position (RP) MILS transaction or mapped from 

DLMS to MILS and is unnecessary in both DLMS variable length transactions and in MILS 

transactions. Standard data elements indicate if a bill is a debit or credit. The Army is initiating a

system change request to remove this sixth character. Currently, when a DLMS transaction from 

LMP is received at the Defense Automatic Addressing System (DAAS), the bill number is being 

truncated when processing through DAAS’ Micro Automated Routing System (DMARS) for

validation editing and mapping to MILS customers. Thus, the extra character is not passed on to 

either MILS or DLMS recipients. This DLMS change documents a broader validation to ensure 

that all DLMS transactions have a proper bill number length.

c. Procedures, Transactions, Data Elements, Processing Details in Use Today: 

(1) Table C2.T2 of Reference 3.a. defines construction of a five-position logistics 

bill number. MILSBILLS legacy-formatted transactions can only accommodate a five-character

bill number.
Attachment to ADC 1213

Page 2

(2) In DLMS transactions, the field for the bill number can accommodate more 

than five characters, but for legacy compatibility purposes the bill number field length remains a 

five-character data element. To date, no business need has been documented for a bill number 

exceeding five characters. 

(3) The DLMS 810 Logistics Bill, 812R Logistics Bill Adjustment Request and 

812L Logistics Bill Adjustment Request Reply Implementation Conventions (ICs) contain 

distinct codes to identify whether the amount is a credit or debit. In addition, debit vs. credit can 

be derived from the document identifier code (DIC) in the DLMS and MILS transactions. For 

example, DIC FS1 is a debit Summary Interfund Bill, while DIC FS2 is a credit Summary 

Interfund Bill. That same DIC third character construct applies to supporting detail bills. 

(4) DAAS is truncating the sixth character of the bill number when mapping 

LMP’s DLMS transactions to its MILS-based trading partners. The truncation is occurring

before the file goes through edits at DAAS, and recipients have reported no issues.

d. Approved Change in Detail: 

(1) Develop an edit at DAAS to validate that the DLMS bill number length is

exactly five characters. A new Reject Advice Code BN will be used in the DLMS 824R (Reject 

Advice), to reject the transaction back to the sender when a transaction fails the new edit. 

Implementation of the new edit will await confirmation from Army that the LMP system change 

to remove the sixth character has been implemented.

(2) Modify the MILSBILLS definition for bill numbers to explicitly specify that 

the bill number length must be exactly five characters and document the new DAAS edit.

(3) Update relevant DLMS ICs to clarify that the bill number field must conform 

to the five-character construct defined in MILSBILLS. Also, clarify in the DLMS ICs how to 

distinguish types of bill numbers included in billing adjustment requests and replies. Refer to 

Enclosure 2 for additional details.

e. Revisions to DLM 4000.25 Manuals:

(1) Modify DLM 4000.25, Volume 1, Appendix 2, Terms and Definitions as 

follows:

BILL NUMBER. An five-character alpha or numeric identifier assigned by the billing office to 

identify a bill. The bill number is unique to the billing office DOD activity address code 

(DoDAAC) and may not be duplicated within a calendar year.

(2) Add the following acronyms to DLM 4000.25, Volume 1, Appendix 3, 

Acronyms and Abbreviations:

DBR Detailed Billing Record
Attachment to ADC 1213

Page 3

SBR Summary Billing Record

(3) Modify DLM 4000.25, Volume 4, Chapter 6 to add the following:

C6.2.2. Bill Editing and Billed Error Rejection

C6.2.2.1. DAAS will edit and reject any bill that fails any of the following edits:

(Intervening text omitted)

C6.2.2.1.8. The bill number does not conform to the rules described in 

Chapter 2, Table C2.T2.

(4) Add the following new reject advice code to DLM 4000.25-2, MILSTRAP, 

Appendix 2.8, Reject Advice Codes:

BN Rejected. Invalid logistics bill number.

(5) Update notes in DLMS ICs as presented in Enclosure 1.

(6) Modify the entry in LOGDRMS for Invoice (Bill) Number and update the 

entry for Credit/Debit Adjustment Bill Number. Add an entry for Original Bill number. See 

paragraph 9.a. for changes. 

(7) Enclosure 2 addresses the legacy DIC scenarios to explain these bill number

definitions and inform the changes explaining their use in the DLMS ICs of Enclosure 1.

f. Alternatives: None.

5. REASON FOR CHANGE:

a. Provide bill number consistency in DLMS transactions to avoid unintended 

miscommunication in testing, etc. 

b. Document that the future use of extended bill numbers exceeding five characters in 

length in DLMS, either for internal processes or between trading partners, will require a 

Proposed DLMS change, should a requirement emerge. Maintain the integrity of the DLMS 

transactions from the time of initiation by the originator throughout the DLMS life cycle, which 

preserves the integrity of the bill number for audit readiness evidentiary matter.

c. Clarify DLMS qualifiers and legacy mapping of bill numbers (original, duplicate, 

adjustment, unknown) in DLMS variable length transactions in requests for billing adjustments 

and replies.

d. Clarify DAAS DMAR edits with respect to bill numbers in applicable DLMS variable 

length transactions.
Attachment to ADC 1213

Page 4

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: 

(1) Avoid truncation of a non-conformant bill number creating a bill number 

mismatch between Components.

(2) Clarify DLMS qualifiers and legacy mapping of bill numbers in requests for 

adjustment and replies.

(3) Clarify existing DMARS edits and mapping for bill numbers and modernize 

those edits to address the DLMS field length parameter.

b. Disadvantages: None noted.

7. ADDITIONAL CONSIDERATIONS: A separate DLMS change is required in the event 

that a bill number exceeding five characters is needed in the future to accommodate purely 

DLMS functionality.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET:

a. Changes are approved for immediate implementation. 

b. DAAS will activate the bill number length edit upon notification from Army that the 

system change to LMP to limit the bill number to five characters has been implemented in order 

to mitigate any operational impacts.

c. Army will confirm the estimated timeline for correcting the bill number in their 

outbound transactions and notify DAAS and the DLMS Program Office upon completion.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: None.

10. IMPACT:

a. DLMS Data Elements:

(1) Modify the following data elements:

Invoice (Bill) Number (AN, Min: 51, Max: 15) – Number assigned to a commercial the billing

document(s) issued by a seller’s billing office to a buyer-specified billed office indicating the 

product(s), quantity(ies), and agreed price(s) for products or services for which the seller has 

already provided to the buyer (indicates that payment is due).

Credit/Debit Adjustment Bill Number (AN, Min: 51, Max: 522) – Number of a bill cited in a 

response to a request for adjustment, assigned to identify a prior credit adjustment by the issuer 

of the billtransaction.

(2) Create the following new data element:
Attachment to ADC 1213

Page 5

Original Bill Number (AN, Min: 5, Max: 5) – Number identifying the bill for which the buyer

is seeking adjustment due to a suspected subsequent duplicate bill.

b. Automated Information Systems (AIS): Army is making a system change for LMP 

to remove the sixth character from the bill number.

c. DAAS: 

(1) Apply an edit to applicable DLMS transactions to validate the required fivecharacter bill number length after the Army has implemented its system change. 

(2) Modify the 812L map for DICs FDR and FDS to map RP 11-15 to DLMS IC 

812L 1/BCD07/020.

(3) Modify the data map at DAAS for DLMS IC 812L to change the bill number 

in RP 11-15 of DICs FDR/FDS from 2/N901/200 code IV to 1/BCD07/020.

d. PDC Staffing Comment Resolution:

# Component/

Agency

Response/Comment Disposition

1 Air Force Concur. Noted.

2 Army Concur. Noted.

3 Marine Corps Concur. Noted.

4 Navy Concur. Noted.

5 DLA Concur. Noted.
Attachment to ADC 1213

Page 6

# Component/

Agency

Response/Comment Disposition

6 DAAS Concur with comment:

Transaction Services converts inbound 

DLMS transactions to an internal UDF for 

editing/routing and then back to whatever 

required format may be outbound. There is 

no edit of the inbound field in BIG02 other 

than it is within x12 constraints, which it is 

even with 6 positions. The mapping for bill 

number to the UDF is only 5 positions so 

anything beyond that is dropped in the 

conversion so the sixth character that LMP is 

sending has never been sent on to the

customer whether they are receiving MILS 

or DLMS. Since the 6 position bill number is

not passed to the Transaction Services edit

routine there is not anyway to perform the 

edit and reject the transaction as proposed.

Noted.

Expanded paragraphs 4.b. and 4.c.(4) to 

acknowledge that the bill number is 

currently being truncated during data 

mapping, before the data is processed 

through edits. The ADC is still relevant as 

a point in documentation and a broader 

solution not dependent on truncating the 

sender’s original transaction content.

DAAS would need to accept the larger bill 

number in DMARS in order to perform the 

edit, which would be applicable to the 

810L, 812L and 82R. DAAS concurs with 

this approach.
Enclosure 1 to ADC 1213

Page 1

Enclosure 1, DLMS Implementation Convention (ICs) Revisions

Item 

#

Location 810L Logistics Bill Reason

1. DLMS 

Introductory 

Notes

Add ADC 1213

- ADC 1213, Clarification of Bill Numbers in DLMS

Identifies DLMS 

Changes included in 

the DLMS IC

2. 1/BIG02/020 Modify Existing DLMS Note:

Invoice Number

DLMS Note: Must use to uniquely identify the bill

invoice transaction to an issuer. The bill invoice number 

must conform to DLM 4000.25, Volume 4, MILSBILLS

and may not be duplicated by an issuer within a calendar 

year.

Clarify the definition 

of a Bill Number.

Item 

#

Location 812R Logistics Bill Adjustment Request Reason

1. DLMS 

Introductory 

Notes

Add ADC 1213

- ADC 1213, Clarification of Bill Numbers in DLMS

Identifies DLMS 

Changes included in 

the DLMS IC

2. 1/BCD07/020 Replace the Existing Federal Note with a DLMS Note:

Invoice Number

Federal Note: Use the invoice number associated with 

the transaction set. When requesting adjustment and the 

invoice number is unknown, use code Z to satisfy the 

X12 usage requirement.

DLMS Note: 

1. Use the bill number associated with the transaction 

set. 

2. When requesting adjustment and the bill number is 

unknown, use code Z to satisfy the X12 usage 

requirement. (i.e. Materiel Returns Program credit).

3. When a billing adjustment request is due to a 

duplicate bill (i.e. Billing Advice Code = 11, 43 or 44)

identify the duplicate bill here and identify the original

bill in 2/N9/200, code OI.

Clarify the definition 

and use of a Bill 

Number.

3. 2/N901/200 Remove codes C9 and IV and Modify the DLMS Notes 

for OI:

C9 Previous Credit/Debit Adjustment Number

DLMS Note: Use to identify the adjustment bill number.

IV Seller's Invoice Number

Remove unnecessary 

bill number types. 

Clarify the definition, 

types and use of a Bill 

Number.
Enclosure 1 to ADC 1213

Page 2

Item 

#

Location 812R Logistics Bill Adjustment Request Reason

DLMS Note: 1. Use to identify the invoice number. If 

more than one invoice number is involved, use to 

identify the most recent invoice number.

DLMS enhancement; see introductory DLMS note 5a.

OI Original Invoice Number

DLMS Note: Use when a billing adjustment request is 

due to a duplicate billing (i.e. Billing Advice Code = 11, 

43 or 44) to identify the original billduplicate or other 

invoice involved in the adjustment request. The

duplicate bill is cited in 1/BCD07/020.

Item 

#

Location 812L Logistics Bill Adjustment Request Reply Reason

1. DLMS 

Introductory 

Notes

Add ADC 1213

- ADC 1213, Clarification of Bill Numbers in DLMS

Identifies DLMS 

Changes included in 

the DLMS IC

2. 1/BCD07/020 Replace the Existing Federal Note with a DLMS Note:

Invoice Number

Federal Note: Cite the invoice number which applies to 

both the request and reply.

DLMS Note: 

1. Cite the bill number which applies to both the request 

and reply.

2. If the request did not cite a bill number (i.e. Materiel 

Returns Program credit requests) the reply will cite a 

generated bill number conforming to DLM 4000.25, 

Volume 4, MILSBILLS and may not be duplicated by 

the issuer within a calendar year.

3. When replying to an adjustment request for credit 

due to a duplicate bill (i.e. Billing Advice Code = 11, 43 

or 44) cite the original bill in 2/N9/200, code OI.

4. When the requested adjustment has already been 

furnished previously (Bill Status Code = AI or DD), cite 

the adjustment bill number in 2/N9/200, code C9.

Clarify the definition 

and use of a Bill 

Number.

3. 2/N901/200 Modify the DLMS Notes for the following codes:

C9 Previous Credit/Debit Adjustment Number

DLMS Note: Use to identify the adjustment bill number

(i.e. Billing Status Code = AI or DD).

IV Seller's Invoice Number

Clarify the definition, 

types and use of a Bill 

Number.

Remove code IV as it 

is a duplicate of the 
Enclosure 1 to ADC 1213

Page 3

Item 

#

Location 812L Logistics Bill Adjustment Request Reply Reason

DLMS Note: Use to identify the invoice requiring 

correction.

OI Original Invoice Number

DLMS Note:

1. Use to identify the original billor other invoice

involved in the adjustment request due to a duplicate 

billing.

2. The bill identified by the requester as a duplicate is 

cited in 1/BCD07/020.

bill number at 

1/BCD07/020.
Enclosure 2 to ADC 1213

Page 1

Enclosure 2, MILSBILLS DIC Bill Numbers

Summary Billing Records (SBRs)

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FS_/GS_ 40-44 Created N/A N/A N/A N/A 810L 1/BIG02/020

Detail Billing Records (DBRs)

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FA_/GA_

54-58

SBR

N/A N/A N/A N/A 810L

Not mapped into 810L, 

FS_/GS_ bill number mapped 

into the header applied to all 

detail bills in the 810L.

FB_/GB_ SBR

FC_/GC_ SBR

FD_/GD_ SBR

FE_/GE_ SBR

FF_/GF_ SBR

FG_/GG_ SBR

FJ_/GJ_ SBR

FL_/GL_ SBR

FN_/GN_ SBR

FP_/GP_ SBR

FQ_/GQ_ SBR

FR_/GR_ SBR

FU_/GU_ SBR

FW_/GW_ SBR

FX_/GX_ SBR
Enclosure 2 to ADC 1213

Page 2

Request Summary Bill Adjustment

Follow-up on Request for Summary Bill Adjustment

Legacy 

DIC

BAC Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

Mapped

FDE/FDF 42

11-13

Duplicate SBR N/A N/A 812R 1/BCD07/020

43, 44 Duplicate SBR 25-29

Prior SBR 

duplicated by bill 

cited in RP11-13

812R

RP11-13 = 1/BCD07/020

RP25-29 = 2/N901/200 (Code: 

OI)

Reply to Summary Bill Adjustment Request

Reply to Summary Bill Adjustment Request Follow-up

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

Mapped

FDR/FDS 11-15 Request 25-29 Request 51-55 When status 

codes AI & 

DD

812L RP11-15 = 2/N901/200 (Code: 

IV) 1/BCD07/020

RP25-29 = 2/N901/200 (Code: 

OI)

RP74-78 = 2/N901/200 (Code: 

C9)
Enclosure 2 to ADC 1213

Page 3

Request for Detail Bill Adjustment

Follow-up on Request for Detail Bill Adjustment

Legacy 

DIC

BAC Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FAE/FAF Default

54-58

DBR N/A N/A

N/A N/A

812R

1/BDC07/020

11 Duplicate DBR 74-78

Prior DBR 

duplicated by bill 

cited in RP54-58

RP54-58 = 1/BCD07/020

RP74-78 = 2/N901/200 (Code: 

OI)

19, 51 SBR

N/A N/A

1/BDC07/020

23 From last reply

24

From bill (if 

known)

27 May be blank

34 None 1/BDC07/020 is 'Z' 35 AS_ (RP56-58)

41 Requestor 1/BDC07/020

FJE/FJF Default

54-58

DBR N/A N/A 1/BDC07/020

11 Duplicate DBR 74-78

Prior DBR 

duplicated by bill 

cited in RP54-58

N/A N/A

RP54-58 = 1/BCD07/020

RP74-78 = 2/N901/200 (Code: 

OI)

19, 51 SBR

N/A N/A

1/BDC07/020

23 From last reply

24

From bill (if 

known)

27 May be blank

34 None 1/BDC07/020 is 'Z' 35 AS_ (RP56-58)

41 Requestor 1/BDC07/020
Enclosure 2 to ADC 1213

Page 4

Reply to Detail Bill Adjustment Request

Reply to Follow-up for Detail Bill Adjustment Request 

Legacy

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FAR/FAS 54-58 Request

N/A N/A

N/A N/A 812L 1/BDC07/020

FJR/FJS 54-58 Request

(Except for status 

codes AI & DD = 

Actual bill 

number)

54-58 Adjustment 

Bill 

(For status 

codes AI & 

DD)

812L 1/BDC07/020

Follow-up for MRP Credit

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FTP N/A N/A N/A N/A N/A N/A 812R 1/BDC07/020 is 'Z'

Reply to Follow-up for MRP Credit

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

FTB 76-80 Created N/A N/A N/A N/A 812L 1/BCD07/020

Request for Retransmission of Bill (Copy)

Legacy 

DIC

Bill Number 

RP

Populated From Original Bill 

Number RP

Populated From Adjustment 

Bill Number 

RP

Populated 

From

DLMS 

IC

DLMS

Mapping

QBR 40-44 SBR N/A N/A N/A N/A 812L 1/BCD07/020