5/2/94 1:00 PM

Final Disoosition Code

Code Description

AK

AL

AM

AN

AO

AP

AQ

AR

AS

AT

AV

DA

DB

Dc

DBD

i) survey not received within 30 days. ROD will be closed with no fur'her

action...
Requesttor MVO credit adjustment has been requested. Rem lor subject

ROD has purged from the MSIR,

ROD Accepted. Subject materiel has been received and stored as a
receipt. A MVO credit'adidstment has been requested.

AOD Accepted. Subjectitern has had a COG migration. AWNO credit
adjustment has been requested.

ROD Accepted. Credit processed on stock number ordered. Debit
processed for wrong materiel received and turned Into another agenoy.
ROD forwarded to ICP for further disposition.

Recommend ¢gpv of turn-in dooument be forwarded to the ICP for trackina
purposes aha expefianure aqjustmént.

ROD Accepted. Credit processed via warehouse refusal. Requisition
passed to the ICP. Suggest follow-up to the ICP annotated in the remarks
Yield tor current status.

ROD Accepted. Credit processed. Zero assets on hand for reissue on ano
charag dooument...Youcreayisition has been. reinstated...

ROD Accepted. Credit processed tor materiel not received. A MVO debit
adjustment has been requested for the incorrect materiel being retained.

ROD Accepted. Credit processed, Your requisition has been reinstated.
Rétairi wrong materiel received at no charge or MTTS to nearest stock ‘point it”
unable to utilize. .

ROD Accepted, Materiel not received is being shipped on ano charge
document. Retain wrong item received at no charge or MTIS to nearest
stock point if unable to utilize.

ROD Accepted. ROD has been forvranded for MVO credit adjustment to
addressee annotated in remarks field. No proof of shinment avaiable.

ROD Accepted. ROD torwarded tor MVO credit adjusimentto addressee
annotated in remarks field. Investigation reveals an overage to cover
shortaag renorted on the ROD.

FOOD has been torwarded tor MVO credit adjustment to addressee
annotated in remarks field for item oredered and not received. Erroneous
materiel shipped may be retained at no charge or MTIS to nearest supply
depot if unable to utilize.
if materiel still required, submit new requisition.

Credit denied. Investigative research including warehouse count, stock
check and transaction ledger review reveals no imbalance between stock”

records and assets.
Credit denied, Materiel received as ordered. Utilize materiel or MTIS to

nearest stock paint.
Materiel shipped via water freight. Your ROD has been forwarded to
addressee annotated in remarks field to be processed as a TOR (SF-361).
Materiel shipped via UPS / RPS / truck / air, Your ROD has been forwarded
Yo addressee annotated In remarks Held to be processed as a TDR (SF-387).

Page 6


Extract from DoD DRS Data Element Dictionary:

IMA D710 -
oRS ¥0000059
DATA ELEMENT - FINAL DISPOSITION CODE :

PREPARED BY: DOOLIN DATE: 31JUL93 VERSION: 1 PAGE 1
MODIFIED BY: MHEUER DATE: 27AUG94 STATUS : DRAFT

DESCRIPTION: RODS ~ Corresponds to the xesolution of the reported
dis Includes but is not limited to disposition,
billing, information, etc.

POOR - Final disposition for deficient items.

DATA ELEMENT NAME : FINAL DISPOSITION CODE |
DATA ELEMENT ABBREVIATION + FINAL DISP CD
STANDARDIZED DATA NAMING INFO: D710SID. }

MAP TO COMPONENT ELEMENT + D7LOCOMP. }
DATA TYPE 2 AN

LENGTH 23

(THIS IS A MULTIPLE OCCURANCE ELEMENT).

MAPPING: ARMY PQDR - C97
ARMY ROD - RESPONSE-CODE, C1000 THROUGH C1003 (DRS)
RESPCD1, RESPCD2, RESPCD3, RESPCD4, RESPCDS (DRS TRACKING)
ARMY WCA ~ C97
DLA = DSPSN-CD
NAVY QDR - FINAL DISPOSITION
DRLOG = MATL, DISP

NAVY ROD ~ SITNET ~ REPLY-CODE
MATERIEL RETURN SUSPENSE FILE ~ CLOSE-ACTION
NAVY CCROD - REPLY-INDIC (A-AUTHORIZED, D-DENIED, I-INFO,
R- , O-OTHER) IN SECOND POSITION

NAVY INCOMING ~ REPLY-INDIC SAME AS CCROD

\wy


Final Disposition Code 5/2/94 1:00 PM

Code Description

IS Item(s) redirected by government without recovery from contractor.
IT Item(s) replaced or repaired by contractor under a recovery program.
IU Item(s) retained with consideration from contractor.

IV fter(s) retained without consideration from contractor.

iw Rem(s) retained without cost.

DX ltem(s) returned to contractor for redirection.

Iv Item(s) unsuitable, destroy.

IZ ltem(s) unsuitable, dispose.

MC Materiel components furnished.
MD Multiple disposition, instructions provided off-line,
NM Not managed by center, referred to proper item manager.
CA _—_ Dooumentation furnished.
OB Overage / shortage within contract variation clause.
oc Contractor abandoned property, dispose.
OF Contract shortage - contractor to replace.
OG Information only, no action necessary.
OH Substitute acceptable.
ol Contractor abandoned property, return to stock.
OM Overage 7 shortage not due to packaging i duplicate shipment.
os Contract overage - off-line instructions to tollow.
oT Other / does not apply.
RA Return to storage activity.
RB Return to depot - transship to contractor.
RC Return to contractor.
RD Return to contractor without replacement.
RE Rights have expired and recovery not mada, inventory loss.
RFE Retain for future supply decision.
RG Replacement (repair / refund) by contractor as goodwill gesture.
RH Use as is.
RM Remark and return to stock.
RO Inspect and return to stock.
RP Repackage and return to stock.
RQ Request for information.
RR Refund tor tem(s) obtained under a recovery program.
RS Return to stock as is.
RW ~~ Authorization to rework,
sD Safely hazard, destroy.
SH Satety hazard, dispose.
SM Shipment status to customer.
SN Not traceable,
SP Shipment lost or insufficient, proof of shipment obtained from contractor.
sa Decentralized issue.
{ ss Contract shortage - additional stock not expected.
TA Tracer action via SF 361.

Test corfirms report.

Page 10

a)


DLMSO-PM PAGE 5
SUBJECT: Discrepancy Code Meeting

SIRE

ELLEN HILERT
ROD Administrator

Prepared By:
5 Encl

(Fre! 1-4 not inchded )

Reviewed By: 4 ; Movasced

CHARLES L. MORRISON
Chief, Program Management

Approved By: i

HORACE E.
Director, Defense Logistics
Management Standards Office

cet
JLSC/MMA (B. Miller/M. Nyman)

SIMA/AMXSI-CHC (DRS PMO)



Final Disposition Code

5/2/94 1:00 PM

(

Code Description

DE

DF

0G

DI
DJ

OL
DM

DN

DO

DP

ba

DR

DS

oT

DU

DV

DW
OA
OB
oc

oD

Materiel shipped via traceable means. lt materiel not received, submit a
Transporation Diserppancy Report (TDB) SF-361 to address annotated In
remarks field. . .

Materiel shipped via certified / registered mail. Request you contact local
postal authority to verity delivery of materiel. W non-delivary, resubmit your

ROD with investigation results. :
Research reveals this activity was not the shipper. ROD being forwarded to

addressee in remarks field.

Proof of shipment documentation is being forwarded under separate cover.

Credit denied. Records indicate shelt Iife.oan be extended past the
expiration date. See remarks field for the months shell life can be extended,

Credit denied. Shelf life not cited for this material, “

Research reveals this activity was not the shipper. ROD being forwarded to
addressee in remarks field for resolution.

Credit denied. Records reveal substitute NSN listed in remarks field was
issued for material ordered. Request you verity receipt records for this
substitute NSN. ff material still not received, resubmit your ROD.

ROD cancelled by customer.

Materiel ordered was open purchase, ROD Is being forwarded to
addressee annotated in remarks field for resolution,

Materiel ordered is for provisions (9M COG). ROD is being forwarded to (
addrassee annotated in remarks fiéid for resolution.

DOC ID is BC1/BC2, ROD is being forwarded to addressee annotated in
remarks field for resolution. .

Material requisitioned Is a NAVSEA controlled item, (COG 2, 2), 28). ROD
is being forwarded to addressee annotated in remarks fietd for resolution."

Based on the issue group priority and the original required delivery date
(RDD} of your requisition, the release date to ship materiel is annotated in the
remarks field. If material required sooner than ROD, suggest you upgrade
your priority, :

ROD indicates material was damgaed in transportation. Material was
shipped via traceable means. ROD Is being forwarded to addressee
annotated in the remarks tield to be handled as a Transportation
Discrapaney Rane. <TOR) SF+361...

ROD indicates material was damaged in transportation. Material was
shipped via water treight. ROD Is being forwarded to addressee annotated
in the remarks field to be handled as a Transportation Discrepancy Report
(TDR) SF-361.

Credit denied. See remarks tield. .

Documentation / technioal data being forwarded under separate cover,

Request you forward misdirected material via traceable means to address

annotated in remarks ‘field. .
Retain overage at no charge. If unable to utilize, turn in to nearest supply (

depot. :
Debit processed for overage being retained.

2-

Page 7


Final Disposition Code

Code Description

R7
R8
RO

RA

RC

ROD

RE

RF
RG
RR
Rt

AB
AD
cc

IR

ROD rejected. Material shipped 5 days prior to ROD being prepared.

ROD rejected. Material shipped after ROD was prepared,

ROD rejected. Insufficient information contained on the ROD. Request you
provide hardcopy issue dooument and/or copy of billing.

ROD rejected. Discrepancy not reported within timeframe (ret.
NAVSUPINST 4440.1 79A dated F&b'90). SUbiit 160 days trom BA date or
POS date. Provide copy of shipping document with receipt date annotated.
Resubmit requisition if item is still required.

ROD rejected. Detective material problem should be reported via Quality
Deficiency Report (QDR) SF-368 IAW NAVSUPINST 4440.120. Forward
copy of QDR to FMSO, P.O. Box 2010, Mechanicsburg, PA 17055,

ROD reiected. Discrepane does not meet minimum dollar value for
supmission criteria. Reterto NAVSUPINST A440.1794 dated Feb 2. ft
material still required, submit new requisition.

ROD reiected. Insufficient intormation contained. Reauest vou provide the
mantiradture date ana expiration date dt SnOil'lite maternal reportea
discrepant.

ROD sejected. Billing adjustments are feported directly to the ICP, Request
you submit torn 1étter to" the TCP requestrig silifig aiajtistment AW .
NAVSUPINST 4440.179A4 dated Feb 90. Billing adjustments are not
reppriabla 9n.a ROD...

Request olariticatlon.
ROD rejected. Material shipped 5 days prior to ROD being prepared.

ROD rejected. Material shipped after ROD was prepared.

ROD rejected. insufficient information contained on the ROD. Request you
provitie' hardcopy issue dooumentt and/or copy oF billing.

ROD rejected. Mandatory / invalid info. correct & resubmit.

Return to depot.

Disposal requested / authorized.

Correction mage bv aovernment with reimbursement from contractor under
a recovery program.

Correction made by government without reimbursement.

Change condition code and resubmit.

Claim less than minimum allowance - administrative allowance.

Damage attributed to DLA - disposed previously.

Delete complaint.

Damage attributed to DLA- dispose.

Damage attributed to DLA - repair order to follow.

Damage attributed to DLA - depot repair authorized.

Materiel damaged in transit, oarrier responsibility.

Materiel damaged in transit, carrier responsibility, depot repair.

invalid complaint.

Insufficient data, for investigation or report, further data needed,

ftem(s) unsuitable. return to depot.

ltem(s) redirected by government with recovery from contractor.

Page 9

512194 1:00 PM



Final Disposition Code

5/2/94 1:00 PM

Code Description

922
923
930
931,
932
933
940
920.
aA
2

&3

AS

AB2

Debit billing adjustment. Closes the ROD record on the DRS database. No
mandatory data elaments.are reauyiread for. closure...

Credit authorized. Closes the ROD record 6n the DRS database. No
mandatory data elements are required tor closure,

No billing adjustment. ROD record is being transferred. MANDATORY TO
CLOSE Gala elements are required for transfer.

No credit (free issue). ROD record is being transferred. MANDATORY TO
CLOSE data elements are required for transfer.

Debit billing adiustment. ROD record is being transferred. MANDATORY
TO CLOSE data efements are required for transfer.

Credit authorized, ROD record is being transferred. MANDATORY TO
CLOSE data elements are reauired for transfer.

ROD record is being transferred. No MANDATORY TO CLOSE data
elements are required to transfer the record with this response code,

ROP passed from BY7 to case manacer.

ROD Acceped. Meteriel not received is being releswed and will be shipped:
onann chatag documant... ©
ROD Accepted. : Credit processed. Nt materiel st required, submit new

requisition.
RON Arcanted. Cradit processed tar matarial ordacad and dabit pracassad,

for erroneous materiél feceived.”

ROD Accepied. Credh processed for materiel ordered. Erroneous rheheriel
recelved may be retained at no charge or MTIS to nearest stock point if
unable to utilize. If materiel still required, submit new requisition,

ROD Accepted. Credit processed for materiel ordered. Return wrong
materiel received via traceable means to address annotated in remarks field.
tf materiet not returned within 60 days, a billing will be processed.
ff materiel still required, submit new requisition.

ROD Accepted. Credit processed for materiel ordered. Return wrong
materiel received via traceable means to address annotated in remarks field.
If materiel not returned within 90 days, a billing will be processed.

If materiel still required, submit new requisition.
ROD Accepted, Credit processed tor materiel ordered. Return wrang
jived Via’ raceable means'to address annotated In remarks néid.”
if materiel not returned within 180 days, a billing will be processed.

it material.still required submitneaw.requisition...
ROD Accepted. Credit processed for materiel ordered. Your requisition has

been reinstated. Return wrong materiel received via traceable means to
address annotated in remarks field. It materiel nat returned within 60 days, a

billing will be processed.
ROD Accepted. Credit processed for materiel ordered, Your requisition has

been reinstated. Return wrong materiel received via traceable means to
address annotated in ramarks field. If materiel not returned within 90 days, a

billing will be processed.

Pagie 4



This list reflects codes included in the draft DLMS dictionary. j

DoD Logistics Code List

Qualifier Code: HB

Name: Discrepancy Advica Code
SF 364 codes are identified below by

SF 364 Name: Action Code (Note:
first numeric/second position alpha codes.)
Definition: A code to describe the type of action ta’

supply discrepancy report.

i
ken or requested for a

Min: 1 Max: 2

, Data Code Characteristics Type: A/N
CODE EXPLANATION
.« Instructions for disposition of materiel requested,.finaneiel
adjustment requested, if appropriate.
3 Materiel being retained, financial adjustment requested, if
appropriate.
door > Qr Materiel being held for reshipment instructions, request funds
citation.
JY 1H No action required - information only.
a Packaging error corrected locally.
1c Supporting supply documentation requested.
Bue Technical documentation/data requested.
Ko* Additional information is being submitted off-line. ~~
Promised supply/technical documentation not received.
See 2K Evidence of shipment “requested (use~only-when-reporting
nonzreceipt-of shipment to FMS requisitioner).
J ye Promised vendor replacement shipment not received.
1D Material still required; expedite shipment (not applicable to
FMS). ee
VA : Reshipment not required. Item to be re-requisitioned.
5 Material no longer required.
1F - Replacement shipment requested (not applicable to FMS).

e 1E Local purchase material to be returned at supplier’s expense
unless disposition instructions to the contrary are received
within 15 days (not applicable to FMS).

12 Other action requested (describe requested action in remarks).

lode odr pActecluma

Snel ; |


OVERAGE, DUPLICATE, OR RECEIPT OF CANCELLED MATERIAL (

ol Quantity received is more than quantity shown on the supply
document.
0101 Concealed overage discovered in a sealed shipping container.
02 Quantity received is more than quantity requested plus variance,
if applicable (other than unit of issue pack). ‘
03 Quantity duplicates shipment. £ Tron
0401 Materiel received after cancellation.-°') eM
PACKAGING DISCREPANCY
Pl Improper preservation.
P101 Inadequate preservation and physical protection. ‘
P102 Cleaning inadequate, incorrect, or omitted.
P103 Preservative inadequate, incorrect, or omitted.
P104 Barrier material inadequate, incorrect, or omitted.
P105 Unit pack cushioning inadequate, incorrect, or omitted.
P106 Unit container inadequate, incorrect, omitted or oversized.
P107 Desiccant incorrect, improperly located, or omitted.
P108 Tape/closure of unit container incorrect or inadequate.
P109 Hazardous materials not removed as required.
P110 Improper preservation of hazardous materials.
Plil Improper’ preservation of ammunitions/explosives.
P1112 Level of protection excessive or inadequate.
P113 Minimum protection not applied (material returns) « (
P1114 Preservation not per ASTM/MIL STD (explanation required) .
P1ls Blectrostatic/electromagnetic device preservation inadequate or
omitted,
P116 Container not fire retardant (as reguired for shipboard stowage) .
P1l7 Concealed preservation defect found in storage (retail only).
: P2 Improper packing.
a P201 Container inadequate, incorrect, or oversized,
; P202 Intermediate container inadequate, incorrect, oversized, or
omitted.
P203 Exterior container inadequate, incorrect, oversized, or omitted.
P204 Blocking and bracing inadequate, incorrect, or omitted.
P205 Cushioning inadequate, incorrect, or omitted.
P206 Level of protection excessive or inadequate.
P207 Container deteriorated.
P208 Skids incorrect or omitted.
P209 Improper packing of hazardous materials.
P210 Improper packing of ammunitions/explosives.
P2i1 Packing not per ASTM/MIL STD (explanation required).
P212 Improper foam-in-place.
P213 Nonuse or improper preparation of reusable container.
P214 Closure incorrect or inadequate. 7
P215 Concealed packing defect found in storage (retail only). ( 1

Enel $
@ Page 2



DoD Logistics Code List

Name: Discrepancy Code Qualifier Code: HA
SF 364 Name: Discrepancy Code (Note: SF 364 codes are 2 positions. New

standard codes are optional until appproved. They are identified by
4-position code values. Many are numbered with the same first two positions
as related SF 364 codes to indicate that they are a subset of the original

code.)
Definition:
Data Code Characteristics

CONDITION OF MATERIAL

c1 In a condition other than shown on supply document or on the
supporting inspection/test certificate.
c101 Materiel received in damaged/unserviceable condition not

attributed to packaging or transportation.
Materiel received stripped of parts or components (cannibalized).

A code used to provide description of material discrepancy.
Type: A/N Min: 2 Max: 4

C102
Applicable to material returns or repairs only.
C103 Incomplete item received.
c2 Expired shelf life.
c3 Damaged U.S. Postal Service shipment.
SUPPLY. ‘ION
D1 Supply documentation not received with materiel.
D101 DD 1348-1A, Issue Release/Receipt Document, omitted.
D2 Supply documentation illegible or mutilated.
D3 Supply documentation incomplete, improper, or without authority.
BILLING DISCREPANCIES FOR FMS
F201 Billed price different than published price.
F301 Duplicate billing.
F501 Billing discrepancy involving FMS surcharge.
F601 Country has been overbilled.
LUMBER
L101 Moisture exceeds allowable percentage.
L102 Not treated in accordance with specification.
L103 Product off grade.
L104 Improper size.
L105 Improper talley.
L106 Improper or no grademark on product.
L107 Rotten product.
L108 Splits, excessive wane, scant, or not end trimmed (one or all).
MISDIRECTED
M1 Material addressed to wrong activity.

oo Encl 5
ea Page |



Final Dispasition Code

Code Description

ABS

ACI

AC2

ACS

ADi

AF3

AG1

AG2

AGS

Al

ROD Accepted. Credit processed for materiel ordered. Your requisition has
been reinstated. Return wrong materiel received via traceable means to
address annotated in remarks field. It materiel not returned within 180 days,
a billing will be processed,

ROD Accepted. Correct material being shipped on ano charge document.
R&turn wrong materiel received via traceable means to addrass annotated ih
remarks field, { materiel not returned within 60 days, a billing will be
processed. =e

ROD Accepted. Correct materiel being shipped on a no charae document.
Return wrong materiel received via traceable means to address annotated in
remarks field, {f materiel not returned within 90 days, a billing will be
processed, all

ROD Accepted. Correct materiel being shipped on ano charge document.
Return wrong materiel received via traceable means to address annotated In
remarks field. If materiel not returned within 180 davs. a billina will be
processéa, a

RROD Accepted. Credit due, Return damaged / unacceptable materiel via
traceable means to address annotated in remarks feld. ¥f materiel not
returned within 60 days, ROD will be closed with no further action.
if materiel still required, submit new requisition.

ROD Accepted. Credit due. Return damaged / unacceptable materiel via
traceablé means to address annotated in remarks fiéid." If ‘naterié! hot
returned within 90 days, ROD will be closed with no further action.

It materie! still required, submit new requisition.

ROD Accepted. MVO credit adjustment has been requested. Return wrong
matefidl received via'traceable means'to address anndtated'in remarks’field.
It materiel not returned within 180 days, a debit will be processed,

It materiel still required, submitnew reauisition.

ROD Accepted. Credit due, Return ICP directed unacceptable materiel via
vaceable means to address annotated in remarks field. materiel not
returned within 60 davg. ROD will be closed with no further action.

ROD Accepted. Credit due. Return ICP directed unacceptable materiel via
traceable means to address annotated in remarks eld, i materiet nat \
retuned within.80 davs..ROD.will.be slased with.no further. action...

ROD Accepted. Credit due. Return ICP directed unacceptable material via
trageable means ty address annotated in remarks Held, Meratertel mot
returnad within. 180 days. ROD.will.be closed with.na Jucher action..,

ROD Accepted. Survey materiel locally and provide signed copy ol survey
to address annotated in remarks feta. Credit wit be processed upon receipt
of survey. If survey not received within 80 days, ROD will be closed with no
further action.

It materiel still required, submit new requisition.

ROD Accepted. Survey materiel locally and provide signed copy of survey

to address annotated in remarks field, Replacement materiel will be shipped

on ano ‘cnarge’aocumeht upon receipt ‘ot survey,

Page

5/2/94 1:00 P’

{0

M

()



$101 Shortage caused by pilferage, vandalism, or theft, (Not ( \
transportation related.)

$102 Concealed shortage discovered in a sealed shipping container,
$103 Shortage discovered upon opening a sealed vendor's pack.
$107 Shortage or nonreceipt of an item in a multipack.
$2 Quantity received is less than quantity requested minus variance,
if applicable (other than unit of issue pack).
$3 Total nonreceipt of U.S. Postal Service shipment.
$401 Material not received, but billed.
$402 Nonreceipt of vendor shipments by scheduled delivery date and
shipment status not received, ‘
s501 Incomplete sets/kits/outfits.
$601 Nonreceipt: of internal activity shipment. :
$701 Nonreceipt of FMS shipment other than U.S. Postal Service.

(Country has been billed, but no material received.)

PEC. TRU
v1 Technical data markings missing.
7101 Missing part number on bare item.
T102 Incorrect part number.
T2 Technical data markings illegible or mutilated.
73 Precautionary operational markings missing.
T4 Inspection data missing or incomplete. (
TS Serviceability operating data missing or incomplete.
T5012 Operating handbooks, log books, and/or special instructions
missing.
T6 Warranty data missing.
/
WRONG ITEM H
wi Incorrect item received.
W101 Wrong item received, but, not identifiable to an NSN or part
number.
W103 Misidentified item received.
W106 Mixed stock received.
W107 Wrong item purchased.
W109 Wrong item discovered upon opening a sealed vendor’s pack.
w2 Unacceptable substitute received.
W301 Unit of issue incompatibility.
Or pris TES
Zi Other discrepancy - see remarks.
Z201 Repetitive discrepancy. (Use in combination with other codes)
2301 Receipt not due~in (used by distribution depot to report
unauthorized returns). Information only.
2302 No record exists for document number cited in supply document
(not used by distribution depot). ( \

CG Enel 5
Page 4


&
gf

Final Disposition Code

Code Description
Classitied, sensitive ov technical material, release to osnier bor repair or

TE
TG
TL

TN
We

salvagg prahibited....

5/2/94 1:00 PM

Technical evatuation of damaged items provided, directing disposal or

delivery to carrier tor salvage.
Time limit expired.
Test doas not confi neport,
Custonter te subatit PTE,

/6
—


IW REPLY
REFER TO

DEFENSE LOGISTICS AGENCY
HEADQUARTERS
CAMERON STATION
ALEXANDRIA, VIRGINIA 22304-6100

pINso-EM 06 MAY 1904

MEMORANDUM OF MEETING

SUBJECT: Discrepancy Code Meeting

z. PURPOSE: The Joint Logistics Systems Center (JLSC) sponsored a
meeting at the U.S. Army Materiel Command, Systems Integration and
Management Activity (SIMA), St. Louis, to discuss and refine the list
of proposed discrepancy codes to be used in the DoD Deficiency
Reporting System (DRS). The meeting was held on 2022 April 1994.
Attendees included the DoD Report of Discrepancy (ROD) Administrator,
the JLSC facilitator, the DoD Component DRS team, and packaging
discrepancy experts representing each of the Services. An agenda is
shown at Enclosure 1. A list of attendees is shown at Enclosure 2.

II. BRIEF SUMMARY OF DISCUSSIONS:

A. During the DoD DRS baseline meeting in November 1993, the
topic of standardizing and integrating the Standard Form (SF) 364
codes, the Component-unique codes, and the new codes created for
discrepancy reporting under DLMS was discussed. It was decided that
code issues should be resolved at a later meeting. In particular, it
was noted that representatives with packaging expertise should be
present since a large block of new codes is associated with this area.
This office provided to JLSC a list of proposed codes for use on the
Transaction Set 842 under the Defense Logistics Management System
(DLMS). ‘There are three data elements involved: the discrepancy
code, used to describe the actual discrepancy; the advice code (the
action code from the SF 364), used to indicate the action taken or
desired by the initiator; and the disposition/status code, used in
responding to a discrepancy report. We indicated that the signifi-
cantly larger list of code values for the discrepancy code data
element was designed to eliminate much of the narrative currently used
to describe the discrepancy. The use of codes will facilitate the
identification of trends and problem situations. Furthermore, the
codes should not be considered exclusively from the standpoint of the
initiator, The initiator will have the flexibility of using the broad
category codes now appearing on the SF 364, Ideally, these codes
would then be overlaid with more specific codes when the discrepancy

= a
Enel be

Ly



This list reflects codes included in the draft DIMS ictionary.

DoD Logistics Code List

Name: Discrepancy Status/

Disposition Code Qualifier Cole: HD
SF 364 Name: N/A (Note DRS refers to this as Final Disp: sition Code.)

Definition: A code which directs the reporting activity on disposition of
the discrepant materiel.

Data Code Characteristics Type: A/N Min: 2 Max: 2
CODE E TION
LAS Supply discrepancy report followup acknowledged. Processing
} delayed. Additional status will be provided by date shown.-
LB , Supply discrepancy report acknowledged. No further supply source
Se action will be taken.
Lc Reported supply discrepancy validated. Financial adjustment will
be issued.
LD Reported supply discrepancy validated. Financial adjustment will
not be issued. :
LE Reported supply discrepancy not validated. Financial adjustment
will not be issued. - —— :
LF Return shipment to activity indicated by date shown using

document numbér provided. If document number is not provided,
assign locally. .

LG Cancellation of supply discrepancy report received. Supply
source processing has been terminated.
LH Correction of supply discrepancy report received. Additional

status will be provided by date shown.
Supply discrepancy report or correction received after supply
source action completed. If justification can be provided,

submit request for reconsideration.
LK Required supply discrepancy report or additional information has

not been received by supply source.
Provide additional information described in the remarks.

Lg

LL

LM Supply source requisition record closed due to nonresponse to
follow up for delinquent material receipt acknowledgment.

LN Research indicates no supply error. Reinvestigate and/or search
for materiel. Submit results with appropriate supporting
documentation. .

LP Item or quantity shipped/billed is same as item or quantity
ordered,

LQ Data in supply discrepancy report missing/invalid. Review

content and submit new report by date shown.
LR No record of requisition.

{Ww


Extract from DoD DRS Data Element Dictionary:

IMA D710
DRS £0000051
DATA ELEMENT = ACTION CODE :
PREPARED BY: DATE: VERSION ‘ PAGE 1
MODIFIED BY: YAH DATE: 1OMAR94 STATUS 3
DESCRIPTION: Reflects type of action requested by the ROD originator.
DATA ELEMENT NAME 2 Action Code
DATA ELEMENT ABBREVIATION : ACT. CD
STANDARDIZED DATA NAMING INFO : D710STD.
MAP TO COMPONENT ELEMENT 3 D710COMP.
DATA TYPE 3 WN
3

1 Meckeria Woeing FeTMnee © Fin Ady Requested
DA Depeche, of Wntedic\ & Finsncsl May Re quer d(C

ua Financial A Aqustenent Requester

1A = Disposition Instructions requested =(Reply-onr-reverse)
18 ~ Material being retained See: a ¥ »
1b = Material Still rhquiredy expedite chigment (not applicabl
- sti ired; te shipment (not a to FMS).
JE - Local material to be returned at slppliee's cepense unless
disposition instructions to the contrary are received within 15
days (Reply on reverse; not applicable to FMS).
iF - Replacement shipment requested (not applicable to FMS).

9 1G - Reshipment not . Ztem to be re-requisitioned.
cy 1H ~ No action . Infownation only.
e z= Other action requested (See remarks).
XK (BS + Proof of Shipment
on \Re-< Proof of Receipt
4 eel : RS
dro LK Jy deplie Ba
Mapping: DLA ~ ROD-ACIN-CD
Navy ROD - INCOMING ~ ACTION-CODEL, SEC-ACTION-CODE2

OUTGOING - ACTION-CODE1, SHC~ACTION-CODE2

STINET ~ ACTION-CODE1
CCHUB - ACTION-CODE1, SEC-ACTION-CODE] up to 3 occurrences

Army ROD - ACT-REQ-CD-1, ACT-REQ-CD-2, ACT-RBQ-CD-3
MARINES (ROD) ~ RDSH_O ACTION CODE1~4

DRLOG - REF_BRIEF (Table RDRF)
MARINE ~ REF BRIEF (Table RDRF)

In


P3
P301

P302
P303
P304
P305

P306
P307

P308
P309
P310
P311
P312
P313

P314
P4
P401
P402
P403

P404
P405

Ql

Q101

Q102
Q103
Q104

Q106
Q107

Improper markings.
Identification markings omitted, incomplete, incorrectly located,

or not legible.

Improper marking of hazardous materials.

Improper marking of ammunitions/explosives.

Labels omitted or improperly affixed.

Contract data omitted, incomplete, incorrectly located, or not

legible.
Precautionary or handling markings omitted, incomplete, or not

legible.

Shelf-life or Cure date marking omitted, incorrect, or not
legible.

Bar code markings omitted, or not legible.

Incorrect lot number.

Set or assembly markings omitted.

Address incorrect or not legible.

Marking not per ASTM/MIL/FED STD (explanation required).
Electrostatic/electromagnetic device markings inadequate or

omitted,
Packing list omitted or incorrectly located.

Improper ‘unitization (includes palletization and
containerization) .

Cargo not unitized.

Shrink/stretch wrap inadequate or omitted.

Strapping inadequate or omitted.
Multiple consignees in single consignee consolidation container.

Protective covering/wrapping inadequate, improper, or omitted.

P! R. GRANT AID
A defect or nonconforming condition

Product quality deficiency.

which limits or prohibits the product from fulfilling its
intended purpose. Included are deficiencies in design,
specification, materiel, manufacturing, and workmanship.
Latent defect. A flaw or other imperfection in an article which
is not normally detected by examination or routine test, but
which was present at time of manufacture.

Quality deficiency, contractual noncompliance.

Design deficiency, item requires change in design.
Contracting deficiency, specification and/or technical data
deficient.

Item failed under use.

Safety hazard.

SHORTAGE OR NONRECEIPT

$1

Quantity received less than quantity indicated on supply
documentation.

& > Encl 5
Page 3



Final Disposition Code

§/2/94 1:00 PM i

Code Description

O&1

OE2

OES

OFt

OF2

OFS

oa

OG2

oG3s

RO
Ri

R2

R3

R4

RS

R6

ROD Accepted. Return overage / duplicate material via traceable rieans to
address annotated in remarks field. If overage / duplicate material not
returned within 60 days, a debit will be processed.

ROD Accepted. Return overage / duplicate material via traceable means to
address annotated in remarks field. If overage / duplicate material not
returned within 90 days, a debit will be processed.

ROD Accepted. Return overage / duplicate material via traceable means to
address annotated in remarks field. If overage / duplicate material not
returned within 180 davs, a debit will be processed.

Misdirected shipment / unknown consignee. Return materiel via traceable
means to address annotated in remarks field. If material not returned within
60 davg. a debit will be processed.

Misdirected shipment / unknown consignee. Retum materiel via traceable
means to address annotated in remarks field. if material not returned within
90 davg. a debit will be processed.

Misdirected shipment / unknown consignee, Return materiel via traceable
means to address annotated in remarks field. If material not returned within

"480 davs..a debit wil.be pracessed...

Credit due. Return everage / duplicate material via traceable means to
address annotated in remarks field. If material not returned within 60 days,”
ROD.will.be clased with.na further. actian...

Credit due. Return overage / duplicate material via traceable means to
address annotated in remarks field. if material not returned within 90 days,
ROD will be closed with no further action.

Credit due. Return overage / duplicate material via traceable means to
address annotated in remarks field. tf material not returned within 180 days,
ROD will be closed with no further action.

ROD rejected, Mandatory / invalid info. correct & resubmit.

ROD rejected. Discrepancy not reported within timetrame (ref.
NAVSUPINST 4440.179A dated Feb 90). Submit 150 days from BA date or
POS date. Provide copy of shipping document with receipt date annotated.
Resubmit requisition if item Is still required.

ROD rejected. Defective material problem should be reported via Quality
Deficiency Report (QDR) SF-368 IAW NAVSUPINST 4440.120, Forward
copy of UDA toFMSO, PO. Box 2070, Mechanicsburg, PA’ T7055.

ROD rejected. Discrepancy does not meet minimum dollar value for
submission criteria, Refer to NAVSUPINST 4440.179A dated Feb 90. ff
material still required, submit new requisition.

ROD rejected. Insufficient intormation contained. Request you provide the
manufacture date and expiration date of shelf life material reported

discrepant.
ROD rejected. Billing adjustments are reported directly to the ICP, Request

you submil a form latter to the ICP requesting billing adjusimant AW
NAVSUPINST 4440.179A dated Feb 90. Billina adiustments are not
repohdsie on a HU.

Request clarification.

13

Pane 3


DLMSO~PM PAGE 4
SUBJECT: Discrepancy Code Meeting

B. Another meeting must be scheduled for discussion of the two
remaining data elements with code lists. Several options were
proposed including holding the meeting at DLMSO with ROD focal points
in attendance. This may be the best alternative; however, the
contribution of the DRS team would be desirable.

Iv. FOLLOWUP ACTIONS REQUIRED:

A. Three codes are still in question and require additional
research. . .

1. Code P101, Inadequate preservation and physical protec~
tion: ‘The Air Force packaging representative will determine whether
the term "physical protection" has a meaning beyond what is already
covered by other codes, This code was retained on the standard list.

2. PO, Improper-packaging: This is a DLA unique code. It
is believed that this is a general purpose code which duplicates Pl,
Improper preservation and P2, Improper packing. PO is not shown on
the standard list, but will be added if DLA can support the need.

3. P7, Missing part number: This is a DLA unique code.
It is believed that code P301, Identification markings omitted,
incomplete, incorrectly located or not legible, sufficiently covers
this discrepancy. P7 is not shown on the standard list, but will be

added if DLA can support the need.

B. DLMSO will address coordination and approval of the codes
as discussed above.

C. A meeting will be scheduled to resolve issues related to
the other data elements with code lists. Standard code lists must be

completed for DRS deployment.

D. This memorandum will be distributed among the U.S./FMS ROD
Focal Points to insure that information concerning this ongoing action

is disseminated.



Final Disposition Code
This list reflects 4 consolidation of current Sexvice/Agency-unique codes.

Code
O14
O12"
013
014
018
Gre-
O17"
018
~019-
“e24TM
022."
028.
024
030.
031
032
033
“034—~
. 040
AS pate
_ 7 048"
48;
2h
046"

Description
Disposition instructions provided. tar)

Ship materiel - ICP expense. (o £/o al

Ship materiel - customer expense (° Wor)

Acceptable substitute. (oe .

Place in mission stock or field service stock. ( Av)

Reolassify / test.

Dispose locally, per local materiel returns program. ( (o7 @)

Send to PDO. (OG)

Materiel return acknowledged. odes egdra,. GO

Field return misidentiication.

Adjust / adjusted records accordingly.

Authorization for retention given. {06 nr 0)

Field return short- no action required. (611)

Materiel authorized for retention at no expense to customer. (o «)
Supply / shipping documentation sent / provided. oF abd
Technical materiel being sent / provided. (eA) ie)
Authorized condition, thatis, extended shelf life, and so forth. { dD y)
System purge item (ath oecl. Gwrnwy eaten ap A
Materiel authorized for retention. Debit billing processed. ( o° pb)
Materiel being shipped. . ve
Materiel being shipped - missing SKO. (oe a &)

Reorder - submit new requisition.

Item back ordered.

Iter shipped - shipment information supplied.(0 i)

646-—--ROD-submittedteo-soon(invatia)r

~047-
-048-
Oh9-
~=050~
“054.
-860
“062
06S
-070-
OF

OF.

072

~878"
080

“08
082
083
084
086"

DO

ttem was cancelled.

Material release denial.

ROD ecancelled.( 0 ) -

Materiel authorized for local disposal. Credit billing processed. (A @

Return at contractor's expense(\v)

Materiel authorized for local disposal. Credit billing net authorized. ¢ D 6)

Transter between depots.

Retain materiel - no charge. ( ©)

Materiel authorized for turn-in to property disposal officer. (02. ?

Materiel authorized for turn-in to property disposal officer per reclamation ot
precious metals regulations.

ROD acknowledged. LL.

No action taken / other, OH

Corrective packaging action gompleted.

Materiel authorized for turn-in to property disposal officer. Credit billing not
authorized. (P®) _

Credit processed. ( A 2.) .

No record of billings @E)

Debit processed(g 0)

Free issue -no Lootoo)

Make billing adjustment.

1 le Mean

fo re} 7 aw

SOR. Dewed= Prien DMPO.

Page 1

5/2/94 1:00 PM

(°


Final Dispasition Code

Code Description

310
320
-830-

340

350
360

~870-
380

~e90...
400
401 ©
410
420
420.

—440-

460
470
~s50"
660
661
770
800
880
900
910
911
912
913
920

921

Debit action.taken.

RODs returned to case manager as a result of L card reject.

RODs returned to FMS customers by N4/ attaches / embassies, prior to
receipt at USASAC,

Cancelled by USASAC per DA instructions (customer failed to respond to
disposition instructions for materiel return).

ROD cancelied by customer subsequent te completion of DR.

Customer has provided evidence of returning materiel per disposition
instructions.

Customer was sent follow-up on code 09,

DA action has been completed, proof of shipment has been furnished to
customer,

Financial adjustment processed instead of resupply against a closed case.

Credit previously granted prior to receipt of ROD.

Other. : ,

Deb? denied. Customer previously billed.

Credit granted and reimburseable requisition issued.

ROD returned to SAAC Jor processing faceassorlal) adininistrative charges).

ROD completed by SAAC (other than through normal channels). ‘

ROD returned without action. Credit cannot be granted since debit billing
never processed.”

ROD returned without action. Quantity customer claims as discrepant is on
back order, Billing processed on MRO.

Current backlog of correspondence.

Holding for policy decision from higher authority.

Possible candidate for irresolvable writeoff.

Interim reply received from supplier.

Interim reply turnished USASAC.

Incorrect / incomplete reply. Returned to supply source for valid reply.

Credit authorized but suspended pendipa return of materiel (used when
disposal! action is authorized). :

Financial adjustment authorized, logistical action complete.

Reopens an ROD record that is closed on the DRS database.

No billing adjustment. Closes the ROD record on the DRS database,
Mandatory data elements are required for closure.

No credit (free issue}. Closes the ROD record on the DRS database.
Mandatory dala elements are required for closure.

Debit billing adjustment. Closes the ROD record on the DRS database.
Mandatory data elements are required for olosure.

Credit authorized. Closes the ROD record on the DRS database. Mandatorv
data elements are required for closure. :

No billing adjustment. Closes the RO
mandatory data elements are reauired for closure.

No credit (free issue). Closes the ROD record on the DRS database. No -

mandatory data elements are required for closure,

1D record on the DRS database. No

Page 3

5/2/94 1:00 PM



DLMSO-PM PAGE 3
SUBJECT: Discrepancy Code Meeting

D. SIMA provided a matrix of codes prepared for use in the DRS
(Enclosure 4). The matrix listed all discrepancy codes currently used
by the Components. This included duplicate codes with different
meanings. With the potential for inter-Component use of the codes
under DRS, I felt strongly that the codes needed to be standardized
for the deployment of DRS and not later for phase II. Interestingly,
in working with the SIMA matrix we found that most of the DLMSO list
codes matched those already in use in the automated Army DRS at the
wholesale level. All codes shown -on the matrix for Navy use relate to
Stock Intransit (SIT) RODs. These were considered outside the scope
of this meeting. JLSC has an issue paper to resolve use of SIT RODs
within the migration system.

E. A smaller meeting with the packaging experts went quite
well. We were quickly able to consolidate, correct, add, and elimi-
nate codes to produce a clean list which was to everyone’s satisfac-
tion. “The experts believed the breakdowns would be very helpful in
reducing narrative on discrepancy reports and would permit automated
searches and improved trend analysis. We presented the list to the
group as a whole. A few codes were revised and three codes were left
unresolved (refer to followup actions). A second small group met to
discuss the remainder of the codes. This also progressed smoothly.
We agreed to add two new categories currently being used by DLA.
These are for lumber and Foreign Military Sales billing discrepancies.
Most of the new Component codes and the DLMSO-initiated codes were

accepted.

IXI. DECISIONS REACHED:

A. A revised list of discrepancy codes (Enclosure 5) will be
included in the DLMS. As the use of MODELS within the migration
systems has now been directed by the Office of the Under Secretary of
Defense (ADUSD(LBS&TD) letter dated 22 April 1994), this list will
also be used for the DRS. DLMSO will address the issue of obtaining
approval of the new codes from the Components and GSA. This may be
accomplished in one of several ways. The DLMS as a whole will be
staffed at the discretion of OSD/DLMSO management when printing/compi-
lation is complete, The list may be used as an enclosure to a revised
ROD regulation being prepared for staffing as a proposed change. If
this is delayed, the list may be coordinated separately. In the
interim, the DRS team is expected to elevate the list through channels

to gain support for the new code breakdowns.



DLMSO-PM PAGE 2
SUBJECT: Discrepancy Code Meeting

report is worked at the depot, packaging center, etc. With proper
training and a user-friendly system design, appropriate use of the new
codes should be achievable.

B. The initial response of the DRS team to the discrepancy
codes was disturbing. They did not see the value of adding new codes
when the Components frequently have difficulty obtaining appropriate
use of existing codes. They refused to support what was considered
the "minute breakdown" of the major discrepancy categories seeing no
use for this information. JLSC determined that a joint meeting should
be held to further discuss the discrepancy codes and scheduled this
meeting. The Defense Logistics Agency (DLA) nonconcurred prior to the
meeting (see Enclosure 3). Discussion with the DLA ROD focal point
(also prior to the meeting) was only slightly encouraging. He
indicated that some of the proposed codes were of interest to DLA, and

_that DLA depots are using some codes internally which are also
considered a breakdown of existing code. categories. The SIMA project
manager had also non-coneurred to JLSC. This non-concurrence was
primarily based upon the diversion from the task at hand (pressure
from JLSC to meet DRS milestone dates is significant) and the lack of
confidence that any agreement could be reached and coordinated at the
headquarters level in time for deployment within DRS, As the program
manager for the DRS, JLSC made a decision to proceed with the meeting.

C. The meeting agenda called for presenting the philosophy
behind the proposed codes. In doing so, I acknowledged the resistance
of the group and the validity of their concerns. I explained that the
codes were not a DLMSO invention that would be forced upon them. In
fact, the majority of the new codes were submitted to DLMSO many years
ago and were staffed under Proposed MILSTRAP Change Letter 110A (later
withdrawn). I asked for the team’s cooperation in scrubbing the list
to consolidate and eliminate any unnecessary codes. The DRS team
indicated that they were not authorized to addzess any policy issues
and that this would be the major problem in trying to develop a
standard set of codes. I explained that I could document the new
codes within the DLMS and that staffing would be addressed as a
separate issue. The new codes would be optional for inter-Component
use until approved. This would give us a standard set of codes with
standard meanings for DRS and DLMS.

e&


Lt

LU
LV

Lw

LY
L2

L2

L3

L4
LS

EXPLANATION ( )

Item reported as not received was shipped traceable U.S. Postal
Service mode. Initiate shipment tracer action. {Follow up for
shipment status information if necessary.) If tracer action
negative, submit supporting documentation requesting
reconsideration.
Item reported as not received shipped via traceable mode other
than by U.S. Postal Service. Initiate transportation tracer
action or report transportation discrepancy.

Supply/technical documentation being furnished off line.

Quantity reported.discrepant is in excess of authorized retention
levels or material in nonreturnable condition. Ship to activity
identified for disposal or if no activity is identified, process
locally under appropriate Service/Agency regulations/policies.
Representative will call for discussion concerning disposition on
date indicated.

Evidence of shipment being furnished off line (vsed on shipments
to FMS purchasers only).

Materiel will be picked up on date indicated.

See remarks for status or disposition,

Discrepancy suspense record closed, response to request for
additional information not received. “
Requisition did not cite advice code indicating requested item (
only was acceptable. Material supplied is authorized
interchangeable or substitute item. .

Replacement shipment will be sent by vendor (applies only to
requisitions supplied by direct vendor delivery) .

Diserepancy not reported within required timeframe.

Discrepancy does not meet dollar value reporting criteria.


Final Disposition Code 5/2/94 1:00 PM

Code Description
080 Materiel authorized for return to CONUS. Credit billing to be processed.
092 Exceeds time limit - customer loss.
093 Customer loss ~ other.
100 Materiel authorized for return tz CONUS. Creait not authorized,
401 ROD invalid.
102 No record of shipment.
103 No record of raquisitian.
104 Documentation sent showing item received.
105 Discrepancy being investigated.
106 Shipper requested to inventory and make necessary adjusiments,
107. Shipper error, late shipment, no loss, miscounted material.
108 Documentation sent showing item shipped.
10% Requisitioner error / ROO invaiid.
410 Materiel authorized lor retention by overseas theater command,
120 Materiel authorized for retention pv overseas theater command. Credit not
authorized,
190 Materie? authorized for application to open requirements indicated, Ne
fudher shinment.wil.ke.made. . —
440 Materiel aufhorized for transshipment to acfivity indicated.
150 Materiel indicated as being incorrect is a vaiid substitute / interchangeable
itam...
160 Diserepancy report rejected. Negofiated agreements are jn existence tor
this type of discrepancy.
470 — Malerie! authevized for return to CONUS at no expense to the US
government.
160 = Credit granted,
4190 Credit denied.
200 Credit aranted and replacement shipment accomplished (for Igaistical
transters). . !
201 Submit SF 368 - QDR.
202 Submit SF 361 - TRACER.
203 Wrong NICP - forward ROD to correct NICP,
204 Wrong NICP - forwarded ROD to correct NICP.
205 Miscounted - other.
210 Disposition denied.
220 Replacement denied.
230 Additional data or clarification requested.
240 Cancalled, based upon customer request.
250 Rejected for other reasons.
-260—~ Forwarded to AMC for review.
-270.. Returned to RIC (grant aid only).

280... Not USASAC - controlled (grant aid only}.
290 Returned to country (shipment or final billing more than 18 monthes ago).

300 Returned to country. Duplicate of ROD previously submitted,
301 Insufficient data.
302 Duplicates (FMS).

In

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