Army Regulation 725-50

15 November 1995

Effective date: 15 December 1995

UNCLASSIFIED

Requisition and Issue of Supplies and Equipment

Requisitioning, Receipt, and Issue System



SUMMARY of CHANGE

AR 725-50
Requisitioning, Receipt, and Issue System

This revision--

* Adds DICs DLS, DLT, DLU, DLV, DLW, and DLX to provide specific management data to the GIM on logistic reassignments (paras 5-66 , E-267.1 thru E-267.6 ; tables E-285.1 thru E-285.14 ; app G ).

* Adds manual procedures to match exception data for part numbered requisitions to an existing NSN and to assure requisitions are not cancelled if advice code 2A is present ( para 4-16.1 ).

* Changes the dollar value criteria for reporting GSA stocked items for return and clarifies policy so items can only be reported if no current or future agency requirements are anticipated ( para 7-29 ).

* Adds requirement for the Army network stations to furnish the Army Central Service Point an alternate POC ( para 9-7 ).

* Adds DIC AP8 so DAAS can automatically respond to the source of supply on MOVs for units that are unable to do so themselves (paras 3-89.1 , 4-26.1 and E-28.1 ; table E-30.1 ).

* Updates projects codes (tables C-26 and C-27 ).

* Adds DIC BMB so FMS customers can transmit publication data to USASAC and adds requirement for DAAS to pass DIC BMB data to USASAC when a 'B' resides in rp 30 (para 14-16 , E-158.1 ; tables C-3 and E-153.1 ).

* Updates policy on logistic reassignments ( para 5-64.1 ).

* Adds advice codes 3C thru 3J and policy in the requisitioning of DPSC-medical materiel when the newest materiel is required ( table C-29 ).

* Modifies the materiel returns program (paras 7-13 , 7-15 , 7-18 , 7-23 , and 7-23.1 ).

* Adds requirement for unclassified parcel post/small parcel delivery service packages to be either insured, certified, or registered without a NOA and for all FMS shipments to be traceable to a specific shipment regardless of shipment size, weight, or value ( para 11-39 ).

* Expands TCN field in materiel release confirmations, shipment status documents, and materiel returns program document to 17 positions (tables E-35 and E-316 ).

* Changes blocks N and R of the DD Form 1348-1 from optional entries to mandatory entries to force the entry of the controlled inventory item code in block N and the shelf life code in block R ( para B-3 ; table B-1 ).

* Establishes purpose code 'N' to hold excess Defense assets for potential FMS ( table C-60 ).

* Establishes transportation bill codes for use by Defense Financial and Accounting Service in billing FMS customers for below-the-line transportation costs ( para C-43.1 ; table C-67.1 ).

* Adds new condition code of 'W' and establishes the requirement to reclassify assets to condition code 'W' when the discrepant materiel is reparable and under warranty (paras 5-31 , 5-44 , 5-45 , 7-3 ).

* Provides for inclusion of a three-digit code in MILSTRIP documents for subsistence items, permitting Inventory Control Point direction of issues by date packed/expiration date within supply condition code ( para C-18.1 ; table C-34.1 ).

* Clarifies the entries required on shipment status and materiel release confirmation transactions when the shipment is made with a small package carrier ( para 3-75 ).

* Adds procedures for expedited transportation signal designation '777' (para 2-4 , 2-10 , 2-11 , 3-48.1 , 4-8 , 4-9 , 4-38 ; tables 2-1 , 2-2 , 4-1 ).

* Provides for differentiating between a Foreign Military Sales Order (FMSO) I requisition and a FMSO II requisition and adds six new CLSSA codes (A-F) and three new status codes (CT, DC, and DD) (paras 11-35 , C-18 ; tables C-31 , and C-34 ).

* Deletes DIC BBZ, BCB, BED, BPD, and BZA ( table C-3 ).

* Improves controls for moving materiel to the Defense Reutilization and Marketing Offices (paras 8-4 , 8-5 , 8-6 , 8-7 , 8-8 , 8-12 , 8-13 , 8-14 , 8-15 , and 8-15.1 ).

* Modifies procedures for requesting FMP weapon system project codes (para 1-18f).

* Adds procedures for submitting follow-ups to obtain the DODAAC of the initial transportation shipping activity for tracing shipments under MILSTAMP (paras 4-50 , 4-55 , 4-60 , 4-63 , E-19 , E-33 ,tables E-20 , E-35 ).



Chapter 1
General

Section I
General Instructions

1-1. Purpose

This regulation prescribes policies and procedures for implementing —

a. DOD 4000.25-1-M (Military Standard Requisitioning and Issue Procedures (MILSTRIP)).

b. DODD 4410.6 (Uniform Materiel Movement and Issue Priority System (UMMIPS)).

c. DOD 4000.25-2-M (Military Standard Transaction Reporting and Accounting Procedures (MILSTRAP)).

d. DOD 4000.25-3-M (Military Supply and Transportation Evaluation Procedures (MILSTEP)).

e. DOD 4000.25-6-M (DOD Activity Address Directory (DODAAD)) System.

f. DOD 4140.29-M (Defense Automatic Addressing System (DAAS)).

g. DODD 4140.48 (Control of Access to DOD Materiel Inventories Required by Defense Contracts).

1-2. References

Related publications and prescribed and referenced forms are listed in appendix A .

1-3. Explanation of abbreviations and terms

Abbreviations and special terms used in this regulation are explained in the glossary .

1-4. Forms used in requisitioning, receipt, and issue system

The forms below are prescribed for use in the Requisitioning, Receipt, and Issue System. (See app B for a detailed description of these forms.)

a. SF 344 (Multi-use Standard Requisitioning/Issue System Document). This form is used as a requisition by —

(1) Army, Navy, Air Force, and Marine Corps to place demands on other Military Service supply sources when directed by Service regulations.

(2) Army only for items excepted from MILSTRIP procedures. (See para 3-3 .)

(3) Civilian agencies authorized to place demands on DOD supply sources and DLA supply centers.

(4) Service requisitioners placing demands on GSA and on DLA supply centers, when prescribed by the Service implementation of these procedures.

(5) FMS customers authorized to requisition from U.S. DOD logistics systems.

b. DD Form 1348 (DOD Single Line Item Requisition System Document) (Manual)). This form is used as a —

(1) Manual requisition or manual requisition modifier.

(2) Manual follow-up.

(3) Manual cancellation.

c. DD Form 1348M (DOD Single Line Item Requisition System Document (Mechanical)). This form is used as a —

(1) Requisition or requisition modifier.

(2) Followup.

(3) Passing order.

(4) Cancellation.

(5) Supply status.

(6) Request for improved ESD.

(7) Shipment status.

(8) Materiel release order or materiel release order modifier.

(9) Referral order.

(10) Redistribution order.

(11) Materiel release confirmation.

(12) Materiel release denial (warehouse refusal).

(13) Materiel obligation validation request.

(14) Materiel obligation validation response.

(15) Notice of availability.

(16) Issue transaction.

d. DD Form 1348-1 (DOD Single Line Item Release/Receipt Document). This form is used as a —

(1) Release document from shipping activity to consignee resulting from a requisition.

(2) Release document for retrograde materiel.

(3) Release document for interbase (posts, camps, stations) movements.

(4) Receipt documents by the consignee.

(5) Materiel returns from base to depot.

(6) An acceptable and preferred requisition when requesting property directly from DRMOs.

e. DD Form 1348-5 (Notice of Availability/Shipment). This form is used as a —

(1) Manual notice of availability to advise of shipments ready for release to the FMS country representative (CR) or freight forwarder (FF) not having a mechanized capability to process transactions.

(2) Reply to DOD notice of availability (NOA) or shipment document to furnish release instructions to the storage activity.

f. DD Form 1348-6 (DOD Single Line Item Requisition System Document (Manual Long-Form)). This form will be used to requisition non-NSN requirements that exceed the stock or part number field when other information is needed to help in making supply decisions. (See para B-9 ( fig B-13 ).)

g. DD Form 1486 (DOD Materiel Receipt Document). The receiving activity uses this form to send receipt information to the stock accounting activity.

(1) Due-in transactions.

(2) Pre-positioning transactions for receipts.

(3) Receipt of materiel on a procurement instrument.

(4) Receipt of materiel on other than a procurement instrument.

h. DD Form 1487 (DOD Materiel Adjustment Document). Accountable supply distribution and storage activities use this form as a source document to adjust item and financial records for supply management purposes.

(1) Single transaction input format.

(2) Dual transaction input format.

(3) Increase adjustment actions against inventory control records.

(4) Decrease adjustment actions against inventory control records.

(5) Condition transfers.

(6) Purpose transfers.

(7) Project code changes.

(8) Distribution code changes.

(9) Reidentification of stock.

(10) Stock number change.

(11) Issue change.

i. DA Form 2510 (Storage Item Data Change Document). Accountable supply distribution activities use this form to provide technical data to a storage point.

j. Address file form. This is a general-purpose tabulating card used to send changes to and maintain current address file for routing of shipments, documents, and billing.

k. Developers of standard automated supply systems will ensure that they contain essential elements of data prescribed in applicable paragraphs and are in compliance with policies contained herein. When system developers automate manual forms they must obtain approval from the form proponent and U.S. Army Publications and Printing Command (USAPPC). Computer-generated supply forms must be coordinated with the supply level using and receiving the forms to ensure they understand the format and use of the form. Guidance pertaining to forms approval process is in AR 25-30

l. Computer-generated forms approved by the proponent will replace or be used in lieu of a manual form.

1-5. System maintenance

a. Recommended changes to this system will be sent, by letter, with detailed justification through major commanders to the Director, USAMC Logistics Support Activity (LOGSA), ATTN: AMXLS-RSS, Redstone Arsenal, AL 35898-7466 for processing. In emergencies that require prompt action to prevent system breakdown, telephone or send electrical message. Confirm by letter.

b. Direct correspondence between oversea requisitioning agencies and CONUS is authorized generally as follows:

(1) To inventory control points (ICPs) on supply matters such as editing, justification, clarification, and status of oversea requisitions and any similar Army matters.

(2) To CG, AMC or The Surgeon General on technical matters (such as design, operation, physical characteristics, storage, maintenance, environmental factors, inventory control, excess stocks, development of basic allowance factors, and similar technical supply matters).

1-6. Basic requisitioning policies

a. This regulation will be used with other DA regulations on supply policy and procedures. When conflicts exist, the provisions of this regulation apply. Appendix C contains codes required for use on requisitioning, receipt, and issue transactions. Appendix D shows examples of completing supply correspondence formats which cannot be accommodated in an 80-column format. Appendix E shows these requisitioning, receipt, and issue transaction formats which can be accommodated in an 80 column format. Appendix F explains how supply logic decision tables are used. Appendix G provides paragraph, table, and figure cross reference information for forms ( section 1 ), codes ( section 2 ), and transactions (by document identifier code) ( section 3 ).

b. Requisitioners may send requisitions at any time. Except for subsistence items and aviation intensive management items (AIMI), the distribution system will not prescribe scheduling. Requisitions will be submitted to meet stockage levels or specific priority requirements. Requisitions for subsistence will be submitted in accordance with DPSC Handbook 4235.2 (CONUS) and DPSC Handbook 4235.1 (OCONUS), and paragraph 3-65 of this regulation. Requisitions for AIMI will be submitted in accordance with section IV , chapter 3.

c. Nonexpendable end items not available but authorized in DA equipment authorization documents (i.e., TOE and TA) will be supplied in accordance with AR 700-120.

d. The fastest mode of transportation and routing will be used to meet the needs of operating forces for high priority materiel demands. The objective is to meet the customer's materiel demand on time without operating and transportation costs becoming an overriding factor .

e. Supply activities that receive requisitions that cannot meet the customer's required delivery date (RDD) will forward them to the next higher echelon of supply. Before forwarding, however, it will be determined whether —

(1) A firm due-in can meet the demand by the RDD, or

(2) It can be met sooner if forwarded to the next higher supply echelon for direct delivery.

f. Each supply echelon will make maximum use of local resources (e.g., authorized local purchase, fabrication, and cannibalization) to meet a requirement by standard delivery date (SDD) or RDD/RDP (conventional ammunition only).

g. High priority requisitions will be held to a minimum consistent with the urgency of the need.

h. Supply activities will make supply decisions based on the priority designator (PD). The RDD/RDP (conventional ammunition only) will govern all later actions after a supply decision has been made to issue or procure. When an RDD/RDP (conventional ammunition only) is earlier than the SDD for the PD, supply activities will adjust internal processing to meet the RDD/RDP (conventional ammunition).

i. Data transmission will be consistent with the priority of the requisition.

j. A supply activity will not change an RDD/RDP (conventional ammunition only) assigned by a requisitioner.

k. To expedite the processing of data and reduce pipeline inventories, the following will be done.

(1) Maximum use will be made of —

(a) Electronic accounting machines (EAM).

(b) Automatic data processing equipment (ADPE).

(c) High-speed data transmission equipment.

(d) Machine generated requisition techniques at all levels. This includes installation, field Army, and theater.

(2) Alternate procedures will be developed to provide continuity of operation if equipment becomes inoperable or communications become temporarily or permanently interrupted.

l. Requisitioning objectives will continue to be computed based on actual order ship time (OST). They will be adjusted when OST is changed under UMMIPS.

m. Billing procedures for stock and nonstock fund materiel are prescribed in the AR 37-series and AR 12-10 . Service or agency assigned fund codes are as prescribed in paragraph C-10 ( table C-21 ) and in DOD 4000.25-7-M Supplement No. 1 (MILSBILLS).

n. Shipment marking instructions are prescribed in MIL-STD-129 .

o. Mode of shipment codes are prescribed in appendix B6, DOD 4500.32-R.

p. Type of package codes are prescribed in appendix B7, DOD 4500.32-R.

1-7. Constraint of requisitions

a. Any restraints that prevent the timely submission of requisitions for classes II, III, IV, VII, VIII, and IX materiel are contrary to the policy in paragraph 1-6b . Therefore, it is a deviation from this regulation. Inform the next higher command within 2 workdays when the routine submission of requisitions is curtailed or limited for any reason.

b. Commanders reporting constraints to the next higher command will include the information below:

(1) Reason for constraint . Examples:

(a) Funds (such as Consumer, Command Stock Fund (CSF), and Army Stock Fund (ASF)) are not available to cover the costs of demands.

(b) Personnel are not available to prepare requisitions or to properly receive, store, maintain, and issue the materiel.

(c) Facilities do not meet security, safety, or preservation requirements.

(2) Estimated time restriction . Examples are:

(a) From 1 Aug 91 to 1 Oct 91 . Funds are expected by 1 Oct 78.

(b) From 1 Sep 91 to 1 Oct 91 . Personnel will become available on 1 Oct 91.

(c) From 1 Jul 91 to 1 Oct 91. Storage facility will be completed on or about this date.

(d) From 1 Jul 91 to unknown . Request for resources to eliminate the reason for this constraint was submitted to (approving authority) on (date). (Identify correspondence on the request.)

(3) Scope . This paragraph will define the requisitioners involvement and the limiting factors. (For example, members of this command were directed to stop sending requisitions except those having PD 06 or higher.)

(4) Comments and recommendations . This paragraph will contain information of value to commanders who review the report for continuing action.

c. Each successive commander who receives reports of constraints will, within 2 days, take one of the actions below:

(1) Return the report with instructions or resources that will eliminate the cause.

(2) Forward the report to the next higher command. Intermediate commanders will verify the restrictions and circumstances. They will include a statement that resources or other capabilities are not available within the command to eliminate the reason for the constraint. Appropriate comments and recommendations will be included in forwarding endorsements.

d. Major commanders will forward report (exempt from requirement reports control, AR 335-15 ) in accordance with c(2) above to the proper DA staff element. Information copies will be sent to HQDA(DALO-PLP-D) WASH DC 20310-0521 and the Cdr, AMC, ATTN: AMXLA, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001.

e. Inspectors general will, on their regularly scheduled inspections, review the file of reports of constraints. They will check for timeliness of both the original submission and the action taken by intermediate commands.

Section II
Responsibilities

1-8. General

a. DA organizations will ensure that each of their requisitioning activities plans for its materiel needs.

b. All echelons of supply and distribution will ensure that there are no undue delays in delivering supplies.

c. The next higher headquarters will monitor to maintain the integrity of the UMMIPS.

1-9. Unique regulatory responsibilities

In addition to the overall responsibilities contained in the ensuing paragraphs in this section, responsibilities that are unique to a particular DOD MILSYSTEM regulatory requirement or DA requirement are contained in the following chapters:

a. Chapter 2 , Uniform Materiel Movement and Issue Priority System (UMMIPS) which implements DOD 4410.6 (UMMIPS).

b. Chapter 6 , LCA Logistics Intelligence File (LIF), which describes LCA responsibilities to provide, and requisitioner responsibilities to use, this automated database for acquiring supply and transportation status of requisitioned materiel.

c. Chapter 8 , Disposal Transactions, which implements portions of DOD 4160.21-M (Defense Utilization and Disposal Manual).

d. Chapter 9 , DOD Activity Address Directory (DODAAD), which implements DOD 4000.25-6-M (DODAAD).

e. Chapter 11 , Security Assistance Instructions, which implements portions of DOD 5105.38-M (Security Assistance Management Manual) and DOD 4000.25-8-M , Military Assistance Program Address Directory (MAPAD).

f. Chapter 12 , Pre-positioned Requisitions in Support of Operations Plans and Mobilization Station/Training Base Installation Requirements, which implements pre-positioning of requisitions in support of contingency operation plans (OPLAN).

g. Chapter 13 , Military Standard Transportation and Evaluation Procedures (MILSTEP), which implements DOD 4000.25-3-M (MILSTEP).

h. Chapter 14 , Defense Automatic Addressing System (DAAS), which implements DOD 4000.25-10-M (DAAS) .

1-10. Directorate for Supply and Maintenance, Office of the Deputy Chief of Staff for Logistics (ODCSLOG)

The Director for Supply and Maintenance, ODCSLOG , will —

a. Prescribe overall guidance on supply logistics, policies, and priorities.

b. Through supervision and inspection, ensure that major commanders, and their representatives, follow the provisions of this regulation.

c. Direct unsatisfactory conditions disclosed by official reports be corrected.

1-11. Directorate for Transportation, Energy, and Troop Support, ODCSLOG

The Director of Transportation, Energy, and Troop Support, ODCSLOG will —

a. Circulate the names of oversea installations that are break-bulk points (BBP) to which consolidated shipments are directed for redistribution.

b. Assign port designator codes and meanings to each water port that processes and moves supplies and equipment.

c. Maintain and publish current lists of assigned BBPs and port designator codes and their meanings. They will be used by Army activities, activities of the other military services, and DOD agencies.

1-12. U.S. Army Training and Doctrine Command (TRADOC), U.S. Forces Command (FORSCOM), and U.S. Army Health Services Command (HSC)

The Commanding Generals, TRADOC, FORSCOM, and HSC will —

a. Ensure that their activities observe strict supply discipline.

b. Assign force/activity designators (FADs) to all subordinate elements of their commands. Assignments will include all requisitioning activities and will be based on the military importance of their missions.

c. Maintain, analyze, and provide HQDA with supply management data, as required.

d. Ensure that maximum use is made of local supply sources (e.g., local procurement, fabrication, and cannibalization).

e. Through supervision and inspection, ensure that subordinate elements follow the provisions of this regulation.

f. Establish Army DOD Activity Address File (DODAAF) network stations (ANS). These stations will send DODAAF changes to and from the Army Central Service Point (ACSP) in accordance with chapter 9 .

1-13. U.S. Army Materiel Command (AMC)

The Commanding General, AMC will —

a. Name initial sources of supply for items to meet CONUS and oversea requirements.

b. Name an activity to serve as the ACSP to assign activity address codes and to receipt for, control, and distribute changes to the DOD Activity Address Directory (DODAAD) ( DOD 4000.25-6-M ). This activity is the USAMC Logistics Support Activity (AMXLS-MSF), Chambersburg, PA.

c. Monitor the performance of functions assigned to the ACSP.

d. Assign project codes within DA.

1-14. USAMC Logistics Support Activity

The director of USAMC LOGSA will —

a. Provide representatives to MILSYSTEMS Focal Point Committees as requested by higher headquarters.

b. Provide a central point of contact for all matters on or affecting DA policy and procedures as covered by this regulation.

c. Evaluate and approve or disapprove all suggested changes to this regulation as submitted by Army activities.

d. Develop any approved suggestions or changes that require DOD staffing into proposed changes to DOD 4000.25-1-M (MILSTRIP) and DOD 4000.25-2-M (MILSTRAP). Send suggestions, with justification, to HQAMC for submission to the Defense Logistics Standards Systems Division (DLSSD).

e. Review and translate all DOD proposed MILSTRIP and MILSTRAP changes sent by HQAMC into proposed changes to this regulation. Staff proposed changes, prepare the DA position on the proposals, and send through HQAMC to DOD DLSSD.

f. Publish future change letters based on approved MILSTRIP and MILSTRAP changes. Send official changes to this regulation to U.S. Army Publications and Printing Command (USAPPC) for publication.

g. Assign and control document identifier codes (DICs) established and reserved for intra-Army use (para C-1 c and C-1 i ).

h. Assign and broadcast to DAAS routing identifier codes (RICs) within DA ( para C-2 ).

i. Maintain and publish a file of RICs and addresses.

j. Through the shipping activity, furnish the national inventory control point (NICP), Defense Supply Center (DSC), or GSA, designated source of supply notice of all frustrated shipments.

k. Reconstruct requisitions if shipments are lost or damaged.

l. Assist and advise freight forwarders in processing FMS shipments. When deficiencies are found, send corrections to HQAMC, ATTN: AMSAC-MP, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001.

m. Monitor supply and transportation actions on Army sponsored requisitions placed on the wholesale supply systems.

n. Report on performance of the total Army logistics pipeline.

o. Maintain a computerized data bank (Logistics Intelligence File (LIF)).

1-15. AMC major subordinate commands

AMC major subordinate commanders will —

a. Establish Army DOD Activity Address File (DODAAF) network stations. These stations will send DODAAF changes to and from the Army Central Service Point per chapter 9 .

b. Through supervision and inspection, ensure that subordinate elements follow this regulation.

1-16. AMC commodity commands

Within the scope of assigned responsibilities, commanders of commodity commands of AMC will review all agreements (interservice and intraservice). Such agreements must not conflict with the provisions of this regulation. Commanders will send copies of all new agreements developed in implementing this regulation to CG, AMC for evaluation and acceptance.

1-17. USAMC Logistic Control Activity (LCA) (Rescinded)

1-18. U.S. Army Intelligence and Security Command (INSCOM)

The Commanding General, INSCOM, will —

a. Ensure that INSCOM activities observe supply discipline.

b. Assign FADs to all subordinate INSCOM elements. Assignments will include all requisitioning activities and will be based on the military importance of their respective missions.

c. Ensure that local supply sources are used as much as possible (e.g., local procurement, fabrication, and cannibalization).

d. Through supervision and inspection, ensure that subordinate elements follow the provisions of this regulation.

e. Designate ANS for submitting DODAAD changes to the ACSP for subordinate elements of the command. Ensure that permanent orders directing unit activation's (Format 740, app A, AR 310-10) include the assigned DOD activity address code (DODAAC).

1-19. U.S. Army Military District of Washington and the National Guard Bureau

The Commanding General, MDW and Chief, NGB, will —

a. Designate ANS for submitting DODAAD changes to the ACSP for subordinate elements of the commands. Ensure that permanent orders directing unit activation's (Format 740, app A, AR 310-10) include the assigned DOD activity address code.

b. Ensure that DODAAD mechanized file changes, or applicable portions, as received from the ACSP are redistributed to all affected installations and activities within their commands.

1-20. Major oversea commands

Major oversea commanders will —

a. Supervise the strict observance of supply discipline. Requisitioning must be limited to actual needs and authorized levels.

b. Assign FADs to all subordinate elements. Assignments will include all requisitioning activities and will be based on the military importance of their respective missions.

c. Establish Army DODAAF network stations. These stations will send DODAAF changes to and receive from the ACSP in accordance with chapter 9 . Ensure that permanent orders directing unit activation's (Format 740, app A, AR 310-10) include the assigned DOD activity address code.

d. Ensure that DODAAD mechanized file changes or applicable portions, as received from the ACSP are redistributed to all affected installations and activities within their commands.

e. Ensure that requisitions submitted to CONUS for supply contain the current cataloged item identification.

f. Ensure that requisitions are prepared and processed according to this regulation.

g. Monitor the flow of supplies through each oversea command cycle segment of order ship time to ensure maximum command performance within each segment. Unnecessary delays are not permitted.

h. Develop an alternate supply system with alternate stock control points to ensure continued operation in emergencies.

i. Develop an alternate means of communication for sending supply information within the oversea theater.

j. Maintain, analyze, and provide supply management data to HQDA as required.

k. Determine installations that will serve as BBPs.

l. Ensure that local supply sources are used as much as possible (e.g., local procurement, fabrication, and cannibalization).

m. Through supervision and inspection, ensure that subordinate elements follow the provisions of this regulation.

1-21. Military Assistance Advisory Group (MAAG)

MAAG will —

a. Prepare requisitions for Grant Aid dollar lines of materiel. Excluded are concurrent (initial) spare parts or other materiel requisitioned by the U.S. Army Security Affairs Command (USASAC) in accordance with AR 12-8 .

b. Receive from USASAC requests for validation of requirements.

c. Perform functions under the FMS Program in accordance with the MAAG charter and departmental regulations.

1-22. FMS country representative (CR)

The FMS CR will be the point of contact for all matters on foreign military sales.

1-23. U.S. Army Security Affairs Command (USASAC)

USASAC will —

a. Prepare the requisitions for defined and dollar line programs authorized by DOD Military Assistance program (MAP) orders.

b. Prepare all FMS requisitions, except FMSO 2 and blanket (open end) cases.

c. Receive all security assistance requisitions prepared by MAAG or FMS country representatives. Edit, convert to the prescribed format, and send requisition to the proper supply activity.

d. Control requisitions and follow-ups to supply sources for security assistance requisitions.

e. Receive supply and shipment status from supply activities.

f. Furnish supply and shipment status to security assistance customers.

g. Reconcile unfilled demands with ICPs and customers as required in chapter 11 .

1-24. Inventory Control Points (ICPs)

Commanders of ICPs will —

a. Maintain stock to fill requisitions.

b. Ensure that end items are not introduced into an oversea command until the command has been adequately prestocked to support the equipment.

c. Monitor the flow of supply through CONUS to ensure that there are no delays.

d. Maintain liaison with USASAC, CONUS installations, Army commanders, and military ocean terminals (MOTs) on supply matters.

e. Expedite delivery of items under procurement, maintenance, repair, rebuild, and renovation.

f. Provide criteria and technical instructions to CONUS sources of supply for use in editing requisitions.

g. Furnish Army commands with reconciliation data for review of unfilled demands.

h. Maintain a cross-reference file of DODAAD to unit identification code (UIC).

1-25. Army Central Service Point

a. The ACSP will —

(1) Assign activity address codes on receipt of justified requests. Prepare and submit corresponding changes to the DOD Activity Address File (DODAAF) and DODAAD.

(2) Maintain a current, mechanized DODAAF for issuance and use as the Army control and reference source file.

(3) Edit, process, and forward DODAAF and DODAAD additions, deletions, and changes to DAAS.

(4) Receive, control, and send approved mechanized file changes issued by DAAS to selected Army major activities and installations.

(5) Inform Army commanders and requesting activities of activity address code assignments and DAAS mechanized file changes.

(6) Maintain classified address information and send to shipping and transportation activities on request.

(7) Receive, control, process, and forward to selected Army activities a mechanized document file of all addresses for FMS freight forwarders, country representatives, and Grant Aid requisitioners. Addresses are published in DOD 4000.25-8-M , MAPAD.

b. The Director, LOGSA (AMXLS-MSF) will maintain and publish a current file of project codes, and their meanings; this file is for use by all services and agencies.

1-26. Central procurement functions

Commanding officers of Army activities performing procurement functions, when preparing Army procurement or repair contracts, will —

a. Ensure that each contractor authorized to requisition or receive material is assigned an activity address code.

b. As required, prepare requests for assignment of contractor activity address codes. Request will be sent through command channels to the ACSP for approval and assignment.

c. On receipt of assigned code ( b above), include it and associated clear-text address information in the contract, or in an amendment. Also, include instructions on the authority and procedures for use of the code and related information in preparing requisitions and supply documents.

1-27. DODAAF Army network stations

Commanders of installations designated as Army DODAAF network stations will —

a. Maintain a mechanized DODAAF and include all changes as received from the ACSP. Use file as an operating and reference file.

b. If serving as command central point for submitting command-initiated assignments and changes of activity address codes, receive or prepare and send to the ACSP all additions, deletions, and changes to the DODAAF requested by their command. Maintain suspense control and follow-up, as required, for requested changes.

c. Receive, control, and retransmit to command distribution points, the DAAS changes being distributed from the ACSP.

d. Perform those responsibilities outlined at chapter 9 .

1-28. Requisitioning activities

Commanding officers of requisitioning activities will —

a. Assign PDs, consistent with FADs authorized by higher authority.

b. Review all assignments of PDs to ensure that they adhere to the provisions of this regulation.

c. Submit requests for assignments of activity address codes and inquiries for status or clarification of assignments, through command channels, to the responsible Army commander or activity.

Section III
Project Code Assignment

1-29. DA project codes

a. The Director, LOGSA controls, assigns, and issues DA project codes ( b below).

b. Requests for the assignment of DA project codes will be forwarded to LOGSA in writing, using electronic/ARPANET mail whenever such facilities are available. When electronic/ARPANET mail is used, code the address to read: " rdte-dam@letterkenn-emh1.army.mil " and include the following information:

(1) Security classification of the project or program.

(2) Identification (meaning) of the project or program and name, if any.

(3) Detailed instructions for the use and explanation of project or program, to include:

(a) If entry of the assigned project code is mandatory by requisitioner.

(b) When the project code is to be used.

(c) Organizations required to use the assigned project code.

(d) Clear identification of project code(s) for Force Modernization (force-mod) program and stratifying PM owner assets (para f and h below).

(e) Reference of any documents establishing specific control for the project.

(f) An assembly point for shipment of project coded materiel, if applicable, and the DODAAC of the assembly point.

(4) Name of the activity within the Service that monitors or coordinates the project or program. The activity will provide its command name, electronic mail address, office symbol, project officer, if appropriate, and the DSN number of the point of contact.

(5) Effective date for the use of project code and the date of disuse. LOGSA will assign codes for a 1-year period in response to requests that indicate an "indefinite" or "continuous" termination date. Codes will not be assigned for periods exceeding 5 years. Project code requesters will review each code annually to determine its status and need for continued use. Reviews will be initiated by LOGSA. If a termination date is not known at the time of project code announcement, a date 1 year after the effective date will be used. This date may be extended at any time within the 1-year period.

(6) Other information that clarifies the need for and the use of the project code.

(7) Distribution of the project code assigned.

c. When the termination date of a project code is reached, the requisitioners will cancel unfilled requisitions and quantities by document number ( chap 3 ). Unfilled requisitions that are not canceled will be processed for supply without the special handling shown by project code. When appropriate, project codes and requisitions will be canceled before the termination date.

d. All requirements for project codes will be sent to LOGSA, in writing, by electronic/ARPANET mail when such facilities are available, unless there is a need for an immediate or emergency code. Requirements for codes that meet the criteria of immediate or emergency may be placed by phone. During duty hours, requests may be given to the Chief, Logistics Data Analysis Division (or his or her delegated representative), LOGSA, DSN 570-9611 or commercial (717) 267-9611. During nonduty hours, requests may be given to the Letterkenny Army Depot staff duty officer, DSN 570-8800.

e. Individuals requesting codes via phone will provide complete information as required in b above. LOGSA will broadcast these in an operational immediate (00) message. Because of the impact of "00" messages, phone requests for codes must be limited to only those that fit the "immediate or emergency" criteria. Requests for codes that arrive at LOGSA in a priority message with a request for quick broadcast will be broadcast as priority. This provides a 1-day turnaround under normal circumstances during normal duty hours, and should suffice for most urgent requests. All codes that LOGSA provides via phone will be confirmed, in writing, on the next working day by the code requester with all data in b above.

f. Requests for "I" (INDIA) series project codes to be used to identify materiel to be forwarded to ASL/PLL unit materiel fielding points (UMFPs) for consolidation and subsequent shipment under the Force Modernization Program (FMP) must be so identified. Requests must indicate clearly the UMFPs that are involved. (See AR 700-120.) Information copies of requests for "Force Mod" codes will be sent to HQAMC, ATTN: AMCLG-MSM. When requesting FMP Weapon System Project Codes, the request must include the applicable FMP Transportation Account Codes (TAC) published in DOD 4500.32-R, MILSTAMP, Vol II.

g. Requests for project codes to be used in fielding specific items of materiel will include proper nomenclature of the item, the model number, NSN, and LIN if one is assigned (see AR 700-120.)

h. Project Managers will request a project code for stratification of their assets on ICP accountable records in accordance with MACOM policy and procedures. Normally one code per PM will be assigned. PM owned asset project codes will be assigned in the "G" (GOLF) series. Codes will not be assigned for stratification of other types of assets, (e.g., USASAC owned materiel). An information copy of all requests for codes for PM owned assets stratification will be sent to LOGSA, ATTN: AMXLS-RSS; HQAMC, ATTN: AMCLG-MS and to LOGSA, ATTN: AMXLS-MSF.

i. When requesting activities have made or are making pre-arrangements with other services/agencies outside of Army concerning special recognition and exceptional processing requirements, the request will specify and identify the services/agencies involved. This is necessary to assist in determining what category code will be assigned to the project ( para C-13 d ). All requests for codes that do not require the special handling described above will normally be assigned a category A project code ( para C-13 d(1) ).

j. Requests for codes to be used by more than one service/agency in preparing requisitions will be so identified. Requests will be forwarded by LOGSA through HQ AMC to the DOD MILSTRIP System Administrator for consideration for assignment of a category "C" project code ( para C-13 d (3) ).

k. Requests for project codes that are determined to be of special interest to JCS and would warrant assignment of a 9 series project code will be so stated and fully justified (paras 1-30 b , 1-30 h , and C-13 ). Requests will be forwarded by LOGSA through HQ AMC to the DOD MILSTRIP System Administrator.

1-30. JCS project codes

a. General . Normal project code procedures apply to JCS project codes. The main function of a JCS project code is to provide favored processing of requisitions ( chap 2 ). Use of an authorized JCS project code on a requisition means preferred treatment is required in —

(1) Making issue priority decisions against competing demands.

(2) Processing materiel for shipment.

(3) Transportation.

b. General criteria for JCS project code assignment .

(1) Allocation, at JCS level, of significant materiel or items that are on hand or are becoming available for issue when there are not enough resources to meet all needs (JCS project code series "9-Numeric-Alpha").

(2) Establishment and later release, at JCS level, of emergency reserve or specified purpose stocks that are on hand or are becoming available (JCS project code series "9-Alpha-Numeric").

(3) Directing support for a program, project, force, activity, or other designated purpose (JCS project code series "9-Alpha-Alpha," less 9BB and 9EE).

c. Ranking by JCS codes . Materiel assigned a JCS project code ( b(1) and ( 2 ) above) will not be issued against a requisition bearing a JCS project code ( b(3) above). Exception: Authorization is granted in advance or specifically approved in response to a later request. If more than one JCS project code is effective at the same time, provide information on the priority ranking of the codes and their significance. A quarterly listing of JCS project codes and items under JCS allocation will be published separately, as applicable .

d. Controls over JCS codes . Assignment and use of JCS project codes will be rigid and controlled. They must not become escalations of normal priorities. JCS project codes shall be assigned only to projects and programs clearly of direct interest to the JCS acting on behalf of the Secretary of Defense. Authorization for use of a JCS project code shall be for a specified period of time. The FADs to be used with the JCS project code should be given in the authorization.

e. Requests for JCS codes . Requests for assignment of JCS project codes will be sent to the Joint Materiel Priorities and Allocation Board, an agency of the JCS. Requests will be submitted, as appropriate, through —

(1) HQDA (DALO-PLO).

(2) Unified or specified command headquarters.

(3) JCS.

(4) OSD.

f. Action of the Joint Materiel Priorities and Allocation Board . When a request for assignment of a JCS project code is received, the Joint Materiel Priorities and Allocations Board will approve or disapprove it. The board will develop the implementing procedures and authorization for issuance of a code and coordinate with the elements in e(1) above.

g. Priority of shipment .

(1) In accordance with chapter 2 , JCS project codes will influence decisions on the priority of issuing, processing, and transporting materiel. The normal and main basis for determining requisition processing sequence will be the assigned PD 01 through 15, in descending order. Requisitions with the same PD will be processed the same as those bearing JCS project codes. Other requisitions will be processed according to standard procedures.

(2) To expedite the movement of materiel, routine shipping challenge procedures normally do not apply to that with assigned JCS project codes. To get prompt handling of such materiel and at the same time decrease the possibility of errors or hazards from erroneous shipments, get preauthorization notice of shipments when possible. This applies especially in cases of unusual quantities or materiel's. However, shipment challenge procedures should apply for situations that involve significantly and apparently erroneous actions.

(3) If priority problems cannot be resolved (( 2 ) above) and more specific information is not available, the requisition with the earliest document number Julian date will be honored first.

h. JCS code checklist . In submitting or evaluating a request for assignment of a JCS project code, use the checklist below:

(1) General narrative background on the requirement and reason for a JCS project code.

(2) Specific identification of the problem. This includes items or types of materiel, quantities, time schedules, production schedules, stock on hand and due in status, unfilled demands and backlogs. Prognosis is provided or obtained in the areas below:

(a) Requirements for materiel.

(b) Depot and total stocks.

(c) Production.

(d) Transportation.

(e) Need for special reporting and management system techniques.

(3) Detailed information, so far as possible, for each of the factors below. MILSTRIP definitions and terms in the glossary are used as much as possible to provide complete data and help in evaluating requirements.

(a) Activity name and code from which materiel is requisitioned-routing identifier code (RIC).

(b) Materiel required-stock numbers and description, unit of issue, and quantity.

(c) Military service and activity name of requisitioner-service code and unit identifier code (UIC).

(d) Military service and activity name of supplementary addressee-service code and UIC.

(e) Signal code-used with ( c ) and ( d ) above to show transportation shipping patterns. Also, describe any plan for special assembly and discharge points and dedicated transportation modes.

(f) Financial and funding data having an impact on project code assignment.

(g) Special monitoring or status maintaining activities-distribution code.

(h) Project code-number required, purpose, and other considerations such as need for sorting cargo at cargo-marshalling and destination points.

(i) Priority-PD codes. FADs assigned, and urgency of need considerations for the program, forces and materiel.

(j) RDD of schedule-expedited handling code, RDD, and RAD code considerations for the program, forces, and materiel.

(k) Remarks-advice code and other special instructions and considerations.

(4) Specific recommendations on the requested JCS project code as shown below:

(a) The number and type, as described in the basic memorandum, of JCS project code.

(b) Project name, if any.

(c) Service monitor or coordinator.

(d) Effective date.

(e) Termination date, if appropriate.

(f) Special reporting and other requirements.

Section IV
Approved and Proposed Military Standard Systems (MILSYSTEMS) Changes

1-31. MILSYSTEMS change DA focal point

AMC is the Army focal point for MILSYSTEMS as designated by DOD and DA. AMC will —

a. Represent DA at DOD MILSYSTEMS meetings.

b. Staff approved and proposed changes with DA functional and implementing activities.

c. Prepare the DA responses on DOD approved and proposed MILSYSTEMS changes.

1-32. MILSYSTEMS change processing time-frames

a. The applicable MILSYSTEMS committees review MILSYSTEMS proposed changes. Normally, they send the proposed changes to the DOD logistics communities for review, comments, and recommendations as required.

b. MILSYSTEMS approved changes are normally sent to the DOD logistics communities for review and comment on an acceptable implementation date. These requests are staffed as received with implementing activities.

c. To ensure timely processing and response to DOD MILSYSTEMS correspondence, AMC will require suspense dates to meet the DOD DLSSD suspense. These suspense dates should allow the functional and implementing activities enough time to prepare comments and recommendations. Activities not responding by the suspense date will be considered as concurring in the proposed change.

d. MRSA will process proposed MILSYSTEMS changes, subsequent correspondence and actions related to the proposed change as outlined in paragraph 1-14 .

1-33. MILSYSTEMS change DA functional and implementing elements

a. LOGSA will staff proposed and approved MILSYSTEMS changes with the DA functional and implementing activities. Functional activities should consider the change from the standpoint of the value and need for the change.

b. Implementing activities are concerned with the cost and system design, the development, and implementation of the programming.

c. A functional activity may also be an implementing activity. Functional and implementing activities are listed at figure 1-1 .

d. Functional and implementing activities will —

(1) Maintain a current mailing address for staffing actions.

(2) Designate and maintain current, primary, and alternate points of contact.

(3) Send names and telephone numbers of alternate contacts to Cdr, AMC, ATTN: AMCLG-MS, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001, and Director, LOGSA, ATTN: AMXLS-RSS, Redstone Arsenal, AL 35898-7466 within 30 days of the date of change.



Figure 1-1. DA Functional and Implementing Activities


Chapter 2
Uniform Material Movement and Issue Priority System (UMMIPS)

2-1. Uses of UMMIPS

This system —

a. Establishes maximum requisition processing and materiel movement time standards (tables 2-1 and 2-2 ) for all DOD activities.

b. Provides a basis for managing movement of materiel throughout the DOD distribution system.

c. Ensures that materiel requirements are processed according to —

(1) The mission importance of the requiring activity.

(2) The urgency of need.

(3) Specific management considerations.

2-2. Policies

a. The UMMIPS will be used in logistics operations during peacetime and war.

b. All levels of logistics management will be responsible for maintaining an effective and credible priority system. In addition, all levels will ensure that operating levels apply UMMIPS criteria in this chapter.

c. Materiel will be given to users on time, subject to constraints and capability. The UMMIPS time standards in this chapter will be overall logistics system limits for the supply of materiel needs. Operational systems will be designed to meet and, when possible, to surpass these time standards.

d. The means of transportation for materiel will be selected in accordance with DOD Directive 4500.32-R, Vols I and II and AR 55-355.

e. Contracts for deliveries from commercial sources will be governed by the Federal Acquisition Regulation (FAR) and Army FAR supplement. The materiel required date is the interface between UMMIPS and rated industrial orders procedures. UMMIPS priority designators will not be used as industrial priority ratings and may not be cited to contractors or in contracts.

f. UMMIPS will be used as supplement to JCS and Military Service guidance on overall distribution of end items to forces and activities.

2-3. Responsibilities

a. The Office of the Assistant Secretary of Defense (Installation and Logistics) (ASD (I&L)) will —

(1) Oversee effective and efficient implementation of UMMIPS and compliance with established system requirements.

(2) Resolve all requests for deviation or exemption from UMMIPS submitted by DOD components and other Federal agencies.

(3) Establish criteria to distribute critical materiel in the DOD system to resolve competing needs among DOD components and foreign governments or non-DOD Federal agencies.

(4) Issue criteria, in coordination with the JCS, when temporary situations require supplemental UMMIPS provisions. This is to ensure delivery of selected items quickly needed for a mission or operation, or for a program vital to DOD or national objectives.

(5) Schedule periodic reviews of UMMIPS operations —

(a) To make sure they are understood and applied the same way at all levels,

(b) To analyze the validity of established time standards, and

(c) To improve and simplify UMMIPS.

(6) Coordinate policy guidance, instructional materiel, and system requirements within the OSD as appropriate.

b. The Joint Chiefs of Staff will —

(1) Supervise overall implementation of Secretary of Defense guidance on assignment of UMMIPS Force/Activity Designators (FADs) to the United States (US) and foreign country forces and activities. This includes —

(a) Recommending for the approval of the Secretary of Defense the forces, activities, programs or projects to which FAD I should be assigned.

(b) Assigning FADs to the US and foreign country forces and to programs and projects based on approved OSD guidance.

(c) Giving authority to heads of DOD components and other Federal agencies, if necessary, to assign FADs II through V to their own US forces units.

(2) Conduct annual audits of each FAD assignment to ensure they are validly assigned. When required, conduct reviews to ensure that FADs assigned by the Military Services and Defense agencies are similar.

(3) Through the Joint Materiel Priorities and Allocations Board, set up, change, or recommend priorities for distribution of materiel in the DOD system when competing needs among DOD components cannot be resolved at those levels.

c. Headquarters, DA, Deputy Chief of Staff for Operations and Plans (DCSOPS) will —

(1) Set up a single office mainly responsible to act as focal point for:

(a) Overseeing the assignment of FADs II through V to units in DA, if this authority has been granted by the JCS.

(b) Overseeing the use of the UMMIPS throughout DA.

(c) Evaluating all suggested UMMIPS changes originating in DA.

(d) Developing and submitting to the ASD (I&L) a DA position on all system revision proposals.

(2) Develop and publish implementing regulations that conform to UMMIPS criteria, and that are easily applied at the operating levels where UMMIPS is used.

(3) Conduct continuing internal training programs to make sure UMMIPS is effectively and accurately applied.

(4) Set up programs of command and administrative audits and inspections to review internal operations; the objective is to eliminate and prevent abuses, misapplication, and misunderstanding of UMMIPS.

(5) Enforce accurate use of UMMIPS through punishment for deliberate misuse of the system.

(6) Conduct semiannual reviews to make sure FADs are properly assigned to units in DA.

(7) Provide representation to joint development efforts and periodic evaluation of UMMIPS.

d. The GSA has agreed to act as UMMIPS focal point for non-DOD Federal agencies and will implement UMMIPS through publication in the FEDSTRIP Operating Guide.

2-4. UMMIPS standards

a. UMMIPS covers interservice supply support operations and applies to items managed by Military Services, Defense agencies, and GSA. Standards apply to items in stock and available for issue. Actual shipping of stocked procurement appropriation Army (PAA) items, such as those below, will conform as nearly as possible within the time cycle segments (tables 2-1 and 2-2 ):

(1) Items that require special lift equipment (e.g., tanks and cranes).

(2) Items that require special processing and handling (e.g., missiles and ammunition).

b. Requisitions for nonstocked items should allow for procurement lead-time (PROLT) as part of the order and shipping time. For these items, requisitioners will use the stocked item time standards prescribed in this regulation. When the NICP receives the requisition, the item manager will revise the delivery date to allow for PROLT, and inform the requisitioner. The requisitioner will use the revised delivery date in determining timely supply performance for items furnished through procurement.

c. New or replenishment procurement procedures will be based on delivery schedules agreed on between the Defense procuring activity and the contractor. The materiel required date will provide the connection between UMMIPS and related industrial order procedures.

d. This system implies that special handling and high-speed transportation will normally be used to meet the needs of the operating forces for PDs 01-08. However, the Deputy Secretary of Defense approved a change in 1987 to reduce the amount of premium transportation dollars to be spent for PD 01-08 requisition shipments. The change requires that PD 01-08 requisitions that do not contain a valid required delivery date (RDD)/required availability date (RAD) entry (e.g., 999, 555, N, or E in rp 62) or a JCS project code, be processed by routine distribution and transportation standards (PD 09-15 standards). To assist commanders when a valid RDD/RAD or JCS project code does not apply, and expedited transportation is required to meet mission needs, the change established a new Expedited Transportation Signal designator of "777." Army operating elements will use "777" in PD 01-08 requisitions only to support operational reconstitution's (see FM 100-16 ). This change only affects the storage and transportation processing segments. Materiel allocation and NICP processing will remain the same for the PD indicated in the requisition. For routine handling, cost-favorable transportation will be used generally to move materiel with PDs 09-15. During emergencies the time standards and mode prescribed may be temporarily changed by OASD (P&L).

e. The assignment of a project code for priority purposes is prohibited except as directed by the Joint Chiefs of Staff. Project codes will be assigned in accordance with section III , chapter I.

2-5. Request for deviation

Commanders will ensure that PDs are consistent with the FAD assigned and urgency of need designators (UND). The Deputy Chief of Staff for Logistics, DA (DCSLOG, DA) must approve any deviations.

2-6. The issue priority system

a. To meet materiel demands, it is necessary to identify the relative importance of competing demands for logistics system resources. The UMMIPS provides a way to express the relative rank of requisitions and materiel movement transactions. This is done by a series of 2-digit codes known as priority designators (see table 2-3 ). The increasing use of automatic data processing systems in handling supply and transportation information makes this code essential to the operation of the DOD distribution system. Thus, the priority designator provides a means of giving relative ranking to competing demands.

b. The priority designator is based upon a combination of factors that show the mission of the requisitioner (FAD) and the urgency of need of the end use (Urgency of Need Designator (UND)). With certain exceptions, these two factors let the requisitioning activity determine the UMMIPS priority designator (Arabic number). Guidance is also given for the use of priority designators in special requisitioning circumstances and for the retrograde movement of reparables and excesses. Together, the FAD and UND let the requisitioner determine the proper PD. (See table 2-3.)

2-7. Force/activity designator (FAD)

a. The FAD is a Roman numeral (I through V) which shows the mission essentiality of a unit, organization, installation, project, or program to meet national objectives. The urgency of need is not considered here.

b. Overall responsibility to assign and review FADs is given to the Secretary of Defense, DOD Staff, JCS, or DOD components. Within the Army, major commanders must ensure that FADs are properly assigned and applied. The lowest FAD needed to show relative importance of the force, activity, unit, or project will be assigned. Lower FADs will be assigned for segments of organizations, phases, or programs, or for individual situations where possible. Authorized PDs for retrograde movement of reparables or the return of excesses are shown in paragraph 2-21 .

c. Five FADs ranging from I (the highest) through V (the lowest) are assigned as follows:

(1) FAD I will be assigned to the following:

(a) Programs which have been approved for top priority by the President as set forth in the BRICK-BAT Category of the latest DOD Master Urgency List (MUL). The automatic FAD ranking will continue as long as that program remains in the BRICK-BAT Category of the DOD MUL. When a program drops from the BRICK-BAT Category, the use of FAD I may continue for 90 days. This allows for uninterrupted processing of these requests that fall under ( b ) below. Continued use of the FAD I does not permit continued use of the BRICK-BAT Category (or the counterpart DX industrial priority rating). Ended use in that category is effective immediately.

(b) Units, projects, or forces, including foreign country forces, which have been specifically designated by the Secretary of Defense, as recommended by the JCS.

(2) FAD II will be assigned to the following:

(a) The US combat, combat ready and direct combat support forces deployed to or operating from areas outside the 50 States and adjacent waters. This includes Republic of Panama, and other areas designated by the JCS.

(b) Those Continental United States (CONUS) forces being kept in a state of combat readiness for immediate (within 24 hours) employment or deployment.

(c) DA programs and projects, vital to DOD or national objectives, which are just as important as the elements in (a) and (b) above.

(d) Specified combat ready and direct combat support forces of foreign countries, as designated by the JCS.

(e) Federal agency programs that are vital to DOD or national objectives. These are designated by the Secretary of Defense.

(3) FAD III will be assigned to the following:

(a) All other US combat ready and direct combat support forces outside CONUS not included under FAD II.

(b) Those CONUS forces being kept in a state of combat readiness for deployment to combat prior to D + 30.

(c) DA programs and projects that are just as important as the elements in ( a ) and ( b ) above.

(d) Specified combat ready and direct combat support forces of foreign countries so designated by the JCS.

(e) Specific Federal agency programs designated by the Secretary of Defense.

(f) CONUS industrial maintenance and repair activities giving direct logistics support for forces in a state of combat readiness.

(4) FAD IV will be assigned to the following:

(a) U.S. forces being kept in a state of combat readiness for deployment to combat during the period D + 90.

(b) DA programs and projects which are just as important as the elements in (a) above.

(c) Specified combat ready and direct combat support forces of foreign countries so designated by the JCS.

(d) Federal agency programs which add to planned improvement of DOD or national objectives. These are designated by the Secretary of Defense.

(5) FAD V will be assigned to the following:

(a) All other U.S. forces or activities including staff, administrative, and base/post supply type activities.

(b) Approved programs of DA and Federal agencies not otherwise designated.

(c) Forces of foreign countries not otherwise designated.

(d) A force or activity can use the authorized higher FAD for up to 90 days before either of the following:

(1) It is scheduled to deploy outside CONUS.

(2) It is authorized to go from a lower to higher or FAD.

2-8. Urgency of need designators

The requisitioning activity determines the UNDs and shows the need of materiel requisitioned to accomplish its assigned military mission. The UNDs in table 2-4 will be used to requisition required materiel.

2-9. Priority designators (PDs)

a. PDs are determined by the combination of the assigned FAD and the UND. Table 2-3 shows all the PDs acquired from combining FADs and UNDs.

b. Under special circumstances, the PDs ( table 2-5 ) may be used by all requisitioners. They will not be used to replenish stocks to meet authorized stockage levels.

Table 2-5. PDs for Use Under Special Circumstances
PD: 03
Materiel: Medical or disaster supplies or equipment
Required immediately to: Prolong life, relieve suffering, or expedite recovery of injury, illness, or disease. Avoid or reduce the impact of epidemics or similar potential mass illnesses or diseases when professionals believe the probability is imminent.
 
PD: 03
Materiel: Emergency supplies or equipment
Required immediately to: Control civil disturbances, disorder, or rioting.
 
PD: 06
Materiel: Emergency supply of individual and organizational clothing
Required immediately to: Provide a minimum of essential clothing to active duty members without the required clothing.
 

c. If local stocks are exhausted and the supporting activity must requisition an immediate end-use item for an activity with a higher FAD, the supporting activity may assign a PD in line with the FAD of the supported unit. This authority will not be used to routinely replenish the supported unit.

2-10. Control of priority designator use

a. Commanding officers of requisitioning activities are responsible for the following:

(1) The accurate assignment of PDs consistent with FADs assigned by higher authority and with the existing urgency of need.

(2) The validity of RDDs when assigned to requisitions.

b. Commanding officers of international logistics control offices receiving requisitions from MAP requisitioners are responsible for review of assigned priority designators and delivery dates.

c. Commanders or heads of DOD installations will either personally review, or delegate in writing, specific personnel to review all requirements based on UND A to certify an inability to perform mission. This review will be done before sending requisitions to the supply source.

d. Commanders may designate, in writing, members who will review all requirements based on UND B to affirm that the urgency has been accurately determined. If the commanders do not elect to name members, then they will review the requirements.

e. The above will be reviewed before sending the requisitions to the supply source.

f. A hospital or medical activity commander may authorize the senior medical logistics officer to affirm the requests.

g. Authorized members assigned by the commanding officers of requisitioning activities will review all requisitions with UND C to ensure proper PD assignment. This review will be made within 24 hours after submission of requisitions.

h. To maintain the integrity of the issue priority system, the amount of materiel included on PD 01 through 08 requisitions will be that needed to meet the immediate end-use requirements.

i. PDs 09-15 are the only authorized designators for replenishment-type requisitions.

j. Semiannually (March and October), commanders will review the FAD assigned to each unit in relation to its mission for appropriateness.

k. Commanders will, through command, administrative, and supply inspections, ensure that —

(1) FADs have been appropriately assigned and applied.

(2) UNDs have been properly applied to result in the proper use of PDs in requisitions.

l. At times, commanders will have local training seminars to review priority rules and discuss new and changed conditions by all personnel who assign UNDs.

m. Activities in the European and Pacific commands will enter the proper PD (01-15) on requisitions for emergency or urgent and routine stocks submitted to the Defense Program for Redistribution of Assets (DEPRA). Requisitions for deferred stocks (project, pre-positioned, reserve, and economic retention) submitted to DEPRA each month will contain PD 99.

n. Army requisitioners will use expedited transportation signal designation "777" only to support operational reconstitution's. (See FM 100-16 for explanation of operational reconstitution.)

2-11. Standard delivery date (SDD)

The SDD is a maximum ending date by which normal processing and shipping will permit the consignee to receive and record the materiel. If the SDD will meet requirements, no RDD/RDP (conventional ammunition only) will be entered on the requisition. The requisitioner will assume, unless requisition status information shows otherwise, that the materiel will be delivered not later than the SDD. The SDD will apply for each PD indicated below. See exception for PDs 01-08 in paragraph 3-48.1 .

Table 2-6. Determination of SDD for each PD
PD:: 01-03
CONUS or intratheater SDD from date of requisition to receipt of materiel:: 7 days
Oversea SDD from date of requisition to receipt of materiel:: 11 -12 days
PD:: 04-08
CONUS or intratheater SDD from date of requisition to receipt of materiel:: 11 days
Oversea SDD from date of requisition to receipt of materiel:: 15-16 days
PD:: 09-15
CONUS or intratheater SDD from date of requisition to receipt of materiel:: 29 days
Oversea SDD from date of requisition to receipt of materiel:: 67-82 days

2-12. Required delivery date (RDD), required availability date (RAD), and required delivery period (RDP)

a. The RDD is a date on which the materiel must be delivered to the requisitioner. It is always a date sooner or later than the computed SDD.

(1) An RDD shorter than the SDD for the PD used will be included only when the materiel must be delivered to a point by a certain date, to meet one of the conditions below.

(a) The departure date for a vessel or other carrier is such that future replenishment from current supply sources will not be practical.

(b) The deployment for an operational force by a fixed date.

(c) A firm commitment for delivery of materiel to a country taking part in international logistics.

(d) An emergency requirement for medical and disaster supplies to save life or prevent suffering and disaster.

(2) An RDD beyond the SDD may be assigned when planned requirements are beyond the normal order and shipping time for the area. Enter the proper PD in rp 60 and 61.

(a) When RDDs extend beyond PD time standards, express in terms of months from the last day of the month shown in the requisition date. Enter the number of months reflecting the extended RDD in rp 63-64 and an "X" in rp 62. The RDD will be the last day of the month reflected by the entry in rp 63-64. This RDD will indicate the latest acceptable delivery date and will not preclude earlier delivery if materiel is available. The supply or transportation activities will not change the RDD, and will make decisions based on the PD. When supply status is provided, the ESD will be in rp 70-73. Supply sources deferring supply support to the requisitioner will enter status code BP in rp 65-66 of the supply status transaction.

(b) When a requisitioner applies an extended RDD and materiel shipments are not to be released prior to 50 days before the extended RDD expires, enter an "S" in rp 62. The RDD will be the last day of the month shown in rp 63-64. The entry in rp 63-64 will indicate the number of months from the requisition date that the materiel is required (express as "01" for the first month, "02" for the second, etc.). Controls will be established to ensure that materiel is not shipped to arrive prematurely. Supply sources deferring supply support to the requisitioner will enter status code BP in rp 65-66 of the supply status transaction.

(3) For programmed overhaul or routine FMS stock, replenishment RDDs will be set to allow maximum time to procure long lead-time items. This will be consistent with overhaul schedules and the availability dates cited in FMS agreements.

(4) Supply and transportation activities should try to improve time standards, except when materiel would arrive prematurely (( 2 ) above). The time to deprocess, test, and reprocess materiel for shipment will be kept to a minimum. It will be consistent with the requisition's SDD or RDD.

(5) The RDD for Aviation Intensive Management Items (AIMI) will be the first day of the month of consumption (e.g., 001 for Jan; 032 for Feb, etc.).

(6) For subsistence, the RDD in rp 62-64 is a mandatory entry on all requisitions. The assigned RDD is the primary processing criteria, while the assigned PD dictates the precedence of internal supply processing action for requisitions having identical RDDs. (See paragraph C-14 .) Processing subsistence requisitions based on RDD is in consonance with UMMIPS. Measurement of subsistence supply performance, based on the RDD, is not currently required by UMMIPS and is not reported through MILSTEP.

b. The RAD is a date by which end items and current spare parts must be available for sending to an International Logistics Program (ILP) recipient.

(1) RADs are firm commitment dates and will not be changed. Exceptions follow:

(a) For cross-servicing, the supply source will promptly furnish supply status DIC AE3, with status code B3, showing a true availability date. This will be for ILP requisitions or other documents that contain an RAD with a shorter lead-time than when the materiel will be available.

(b) In intraservice transactions, except when authority has been directed through proper channels.

(2) RADs are expressed in months in rp 63-64, preceded by an "A" in rp 62. The actual date of materiel availability will be the last day of the cited month. For example, if the availability date is August 1980 and the requisition date is March 1979, the RAD will be "A17" with date "244."

(3) The RAD will govern all supply actions after the decision to issue or procure has been made.

c. The RDP is a period of time that specifies the earliest and last acceptable date materiel can be delivered. The RDP is for conventional ammunition requisitions only. FMS and Grant Aid requisitions are excluded from RDP procedures. An RDP is established as outlined below and entered in rp 62-64 when required.

(1) Decide the last acceptable delivery date, then calculate how many days this date is past the date of the requisition. Assign this number of days to the last two positions of the RDP code (rp 63-64). (The RDP allows the last acceptable delivery date to reach up to, but not exceed 99 days past the date of the requisition.)

(2) Decide the earliest acceptable delivery date. Determine how many days this date is before the last acceptable delivery date. Match this number to the corresponding letter as shown below. Assign this letter to the first position of the RDP code (rp 62). The RDP code allows the earliest acceptable delivery date up to, but not greater than, 14 days before the last acceptable delivery date.

(a) 1-B.

(b) 2-C.

(c) 3-D.

(d) 4-G.

(e) 5-H.

(f) 6-J.

(g) 7-K.

(h) 8-L.

(i) 9-M.

(j) 10-P.

(k) 11-T.

(l) 12-U.

(m) 13-V.

(n) 14-W.

(3) In the above manner, a requisitioner may specify a required delivery period without the use of exception data. As an example, assume a requisition has a Julian date of 9125, and the last acceptable delivery date is 30 days after the date of the requisition (i.e., 9155), while the earliest acceptable delivery date is 2 days before the last acceptable delivery date (i.e., 9153). In this case, the last two positions of the RDP code would be "30," and the first position would be "C" (i.e., 2 days before 9155, the last acceptable delivery date). The RDP code would appear on the requisition as "C30."

2-13. Performance standards

a. Tables 2-1 and 2-2 show the UMMIPS order and shipping time standards set for supply of materiel. The time for these standards extends from the date of requisition to the date a physical receipt is posted to the requisitioners inventory record. This holds for both CONUS and oversea processing.

b. These standards, broken out by PD for CONUS and oversea processing, are based on cycle time segments which add up to the maximum allowed SDD for each PD, as stated in paragraph 2-11 . Each segment is defined by a constant date in an original document or a definite processing action. These cycle segments are also further defined in the glossary of this regulation. Cycle segments 3 and 4 (tables 2-1 and 2-2) cover from the time the supply source receives the requisition to the time the materiel is ready for shipment and is available to the transportation officer (direct pick up), or is shipped parcel post.

c. Tables 2-1 and 2-2 show the activities responsible and the maximum time allowed for each segment of the order and shipping time cycle. This provides standards for management evaluation of performance by each cycle segment. The standards are assigned for normal processing of requisitioned items. Effectiveness of system operations will be measured against them. If data collected shows that they are unrealistic, DA will propose to DOD new standards developed from actual system operations. High priority shipments diverted to surface movement are to be measured as PDs 09-15 under the performance standards. (See note 7 , table 2-1, and note 5 , table 2-2, for the type of shipments that receive diversion considerations.) Type hold code K will be applied to diversions to surface movement due to characteristics of materiel that preclude air shipment (see para C-40 ).

d. Recommended changes to these standards will be submitted in accordance with paragraph 1-5 .

e. The overall objective of the UMMIPS time standards is to provide guidance to meet a customer's demand within the time allowed for any given priority. Each processing function has been assigned a segment of the total time available. Individual segment standards should not be considered rigid, however, when subsequent savings in time and improved service can be achieved. Each processing activity should try (considering limitations imposed by higher authority) to recover time lost in processing by previous activities.

f. Army standards for moving Army sponsored materiel through the DSS/ALOC system are more stringent than the DOD UMMIPS standards for issuing PDs 09-15 requisitions. (See table 2-7 .)

2-14. Combination of time segments

a. To permit time trade-offs between ICP availability determination and depot or storage site processing, the total supply source time may be regarded as a single time. However, processing timeliness at ICPs and depots will continue to be measured separately.

b. Containerization and consolidation, when done before the materiel is received by a POE, must be within the timeframes set for depot or storage site processing and transportation hold and CONUS intransit.

c. The time standards for depot or storage site processing and transportation hold and CONUS intransit may be combined for processing shipments under priority designators 09-15. This combined segment extends from the date that the materiel release order (MRO) is transmitted to the depot or storage site until the date that materiel is received by the CONUS or Canadian requisitioner, or by the POE (for oversea requisitions). To measure ontime performance, the times for these time segments will be combined into a single time. The depot and transportation processing will be considered on time if materiel is delivered before the total of these timeframes expire. This allows a part of the transportation time to be used to consolidate MROs in the depot computer before actual processing.

d. Oversea shipment and delivery will be reported as one segment. (This is from date of receipt by a CONUS POE until the date of delivery at the oversea requisitioning installation.) This will hold true until the Military Supply and Transportation Evaluation Procedures (MILSTEP) establishes proper implementing procedures.

2-15. Performance evaluation

a. Military Supply and Transportation Evaluation Procedures (MILSTEP) is the standard DOD performance data collection system. This system will measure logistic system ability to meet UMMIPS standards by producing proper effectiveness reports.

b. Measures of logistics systems performance will be separate for stocked item requisitions filled promptly and those delayed due to stock nonavailability.

2-16. Judicious application of priority designators

The time schedules for PDs 01-08 require that the requisition receive special handling and high-speed transportation if necessary. Special consideration disrupts normal requisition processing and materiel delivery schedules. Commanders will ensure that PDs 01-08 are correctly applied. They will also ensure that the requisitioner does not use PDs 01-08 to rectify mistakes or substitutes for effective advance planning.

2-17. Communications

The methods of communication below will be used to send requisitions to the supply activity. (The order of preference is in para 3-63 .) Communications precedence applies to both data pattern and narrative messages.

a. PDs 01-08 . Use the fastest means available. This includes transceiver, teletype, cable, and courier. Normally, requisition documents with PDs 01-08 will be transmitted under communication precedence "Priority." Telephone requisitions may be submitted for PD 0 1-03 and only under the conditions specified in paragraph 3-9a .

b. PDs 09-15 . Consistent with geographical considerations, PD, and SDD, or RDD/RDP (conventional ammunition only) assigned, use teletype, cable, transceiver, courier and U.S. mail. "Routine" will also be used.

c. All issue documents that cite PDs .Communication precedence assignments for all issue documents that cite PDs are shown in table 2-8 . This will ensure that PDs 01-08 are not intermixed with routine communication traffic.

Table 2-8. Communication of Precedence Assignments for All Issue Documents Citing PDs
Documents: All
UMMIPS priority designators: 01-08
Normal precedence: Priority
MINIMIZE (see notes 1 and 2 ): Priority
 
Documents: All
UMMIPS priority designators: 09-15
Normal precedence: Routine
MINIMIZE (see notes 1 and 2): Routine
 
Documents: All without UMMIPS Priority Designator except as in table 4-1
UMMIPS priority designators: None
Normal precedence: Routine
MINIMIZE (see notes 1 and 2): Routine
 

Notes:
1. Electrical transmission is authorized with indicated precedence, unless MINIMIZE is specifically imposed on MILSTRIP destined for the affected command.
2. Requisitions, MROs, referral orders, redistribution orders, follow-ups, cancellations, MRDs, and MRC with a PD of 01-08 may be sent under 'operational immediate.' However, the commander on the scene must determine that the situation warrants.

2-18. Requisition date

Processing time standards are based on the timely receipt of requisitions. To evaluate the total performance, the requisitioning activity will date the requisition the day it is sent to the source of supply. For interservice supply support (ISS), the requisition date may be the same as the ISS interrogation date (not prescribed in this regulation). However, a computed RDD/RDP (conventional ammunition only) must be entered in rp 62-64.

2-19. Priority of processing demands

a. Supply sources and other supporting activities will use tables 2-1 and 2-2 in processing requisitions to meet the standards. Requisitions that contain PDs 01-03 and Not Mission Capable Supply (NMCS) requirements with PDs 04-08 will be processed 7 days a week, 24 hours a day. All other requisitions will be processed during the normal 5-day workweek, 8-hour workday. Work shifts may be adjusted based on volume to meet UMMIPS timeframes. Army processing activities will ensure that they have the capability to process requirements 7 days a week, 24 hours a day to meet authorized contingency plans; to do this, commanders of these activities may create timely and responsive "on call" staffing programs. Information processing systems will continue to be scheduled and operated to ensure the daily flow of information to customers.

b. Requisitions that contain PDs 01-03 will be issued to zero balance of peacetime operating stocks. Requisitions that contain PDs 04-08 will be issued to the control level established to protect assets for these requisitions. Requisitions that contain PDs 09-15 will be met through issues to the control level on peacetime operating stocks.

c. The order of processing for ALOC materiel release orders (MROs) at the depot will require identifying the DODAAC as ALOC and processing issue PDs 09-15 MROs as issue PDs 04-08. In priority processing, the more stringent standards will apply. (See table 2-7 .)

2-20. Transportation

a. Transportation activities will try to improve on the maximum times set for PDs. The mode of transportation will depend on the PD and the RDD/RDP (conventional ammunition only). Normally, the most economical mode will be used. The shipping and transportation control officers will determine the mode of transportation. Requesting activities normally will not cite the method of transportation for materiel in PDs 01-08.

b. The supplier will contact requisitioning activities to confirm high-speed transportation when any of the conditions below exist. Headquarters, Military Traffic Management Command (MTMC) will provide guidance in the use of MILSTAMP challenges of offerings under these conditions.

(1) Outsized dimensions ( fig. B-2 , MILSTAMP).

(2) Hazardous cargo ( chap 8 , MILSTAMP).

(3) Excessive weight (over 500 gross pounds of one line item in multiple packs).

(4) Improper commodities (e.g., printed matter, seasonal items out of season, office equipment, recreational and welfare items, and other items as designated by the JCS Joint Transportation Board).

(5) Suspected errors in data.

c. The types of shipments below are exempted from the challenge authorizations in b above.

(1) Dated items such as drugs, X-ray film, whole blood, and biologicals.

(2) Critical items when specifically broadcast by the JCS.

(3) JCS-designated project codes.

d. Shipping activities and clearance authorities will not cause entire shipments of PDs that are otherwise eligible for premium transportation to be delayed beyond 8 hours, pending completion of challenge. If this time will be exceeded because of distance and communication limitations, partial shipments may be moved promptly by premium transportation.

e. Time standard trade-offs between transportation and supply segments have promoted consolidation of SEAVAN containers at depots. Therefore, depots can allow more time for loading of containers. This is an incentive to plan more source-to-user SEAVAN loads with no sacrifice to the total order-ship time of depot performance.

2-21. Retrograde materiel movements

Returned materiel is moved without regard to the FAD of units involved. The main determinant of the PD is the importance of the materiel in the overall distribution system as designated by the DA materiel manager. PDs 03, 06, and 13 are prescribed for this use.

a. PD 03 is used to return critical and approved intensive management items. (This includes serviceable local excesses of these items.)

b. PD 06 is used to return materiel that the manager identifies as qualified for automatic return to the distribution system.

c. PD 13 is used in the routine return of materiel not covered in a or b above (except surplus and scrap). For example, the return of local excess stocks to the supply distribution system.

2-22. Contractor use

a. When a contract provides that a commercial contractor will requisition Government Furnished Materiel (GFM) from the Army distribution system, the contracting officer will advise the contractor of the PD to be shown on requisitions. The advice will include —

(1) The FAD of the national priority program or force/activity for which the contract is prepared.

(2) Potential urgencies of need.

b. Army supply sources will process the same as prescribed in paragraph 2-19 . This will be done to meet the delivery requirements on contractor requisitions.

Table 2-1. Maximum Oversee Order and Shipping Time Allowances for Troop Support and ILP Requisitions ( note 1 )
PDs 01-03 04-08 09-15 09-15  
Emphasis required 7-day workweek, 24-hour workday (See note 3 .) Regular workweek, regular shift workday Regular workweek, regular shift workday For use only when shipments are consolidated at origin into SEAVAN containers Responsible agency
Cycle segments
Area (see note 2 .)
Calendar Days
A B C
Calendar Days
A B C
Calendar Days
A B C
Calendar Days
A B C
 
1. Requisition submission-from the date of requisition to the date of receipt by the initial wholesale supply source. 1 1 1 1 1 1 2 2 2 2 2 2  
2. Passing action-from the date the initial supply source receives the requisition until receipt by ultimate supply source. 1 1 1 1 1 1 2 2 2 2 2 2 USASAC for MAP (initial source when appropriate)
3. ICP availability determination-from receipt of the requisition by the ultimate supply source until the date an MRO is sent to the depot. See note 4 . 1 1 1 1 1 1 3 3 3 3 3 3 Ultimate source
4. Depot storage site processing-from the date the MRO is sent to the depot until the date materiel is available to the transportation officer. See notes 4, 5 , and 11 . 1 1 1 2 2 2 8 8 8 23 23 23 Storage activity
5. Transportation hold and CONUS intransit to port of embarkation (POE)-from the date materiel is available to the transportation officer until the date of receipt by the POE. (This includes time consumed in offer/traffic release procedures.) See notes 5, 6 , 7 , 10 , and 11. 3 3 3 6 6 6 13 13 13 13 13 13 Transportation activity
6. Oversea shipment/delivery-from the date of receipt of materiel by the CONUS POE until the date the materiel is delivered to the overseas requisitioning installations. See notes 6, 7, and 8 . 4 4 5 4 4 5 38 43 53 23 28 38 Transportation activity
7. Receipt pickup time-from the date of receipt of materiel at destination until the date it is recorded on requisitioner inventory records. 1 1 1 1 1 1 3 3 3 3 3 3 Oversea command
TOTAL (cycle segment 2 not included). See notes 6 and 9 . 11 11 12 15 15 16 67 72 82 67 72 82  

Notes:
1. DSS/ALOC order ship time (OST) requirements are in
table 2-7 .
2. Area A: Alaska, Hawaii, South America, Caribbean, and North Atlantic, Area B: Europe, Mediterranean, and Africa. Area C: Pacific.
3. NMCS requirements with PDs 04-08 will be processed based on a 7-day workweek, 24-hour workday basis.
4. To permit time tradeoffs between segments 3 and 4, the total supply source time may be regarded as a single entity. However, processing timeliness at ICPs and depots will continue to be measured separately.
5. Containerization and consolidation, when required, must be within the timeframes for these segments.
6. Time standards for PDs 09-15 apply when cargo is diverted to surface movement.
7. High priority requisitions will be diverted to surface movement only when: (1) a temporary, blanket authorization is granted by JCS or the cognizant CINC, (2) a specific authorization is by the requisitioner, or (3) the characteristics of the materiel preclude air movement due to size, weight, or hazard classification. (See paragraph 2-13c .)
8. Includes POE hold time, materiel loading time, oversea transit time, materiel unloading time, POD hold time, and intratheater transit time.
9. Cycle segment 2 should be added only when passing action is between wholesale supply sources.
10. NMCS/ANMCS shipments will use overnight/next day delivery service whenever possible.
11. PD 09-15 time standards apply for PD 01-08 requisitions when '777' or a valid RDD/RAD entry is not contained in rp 62-64, except for ILP requisitions. (See para 3-48.1 .)


Table 2-2. Maximum Order and Shipping Time Domestic Requisitions (including Canada) and Oversea Intratheater Fill ( note 1 )
PDs 01-03 04-08 09-15  
Emphasis required 7-day workweek, 24-hour workday (See note 3 .) Regular workweek, regular shift workday Regular workweek, regular shift workday Responsible agency
Cycle segments Calendar Days Calendar Days Calendar Days  
1. Requisition submission-from the date of requisition to the date of receipt by the initial wholesale supply source. 1 1 2 Requisitioner
2. Passing action-from the date the initial supply source receives the requisition until receipt by ultimate supply source. 1 1 2 Initial source (when appropriate)
3. ICP availability determination-from receipt of the requisition by the ultimate supply source until the date an MRO is transmitted to the depot. See note 4 . 1 1 3 Ultimate source
4. Depot/storage site processing-from the date the MRO is sent to the depot until the date materiel is available to the transportation officer. See notes 4 and 9 . 1 2 8 Storage activity.
5. Transportation hold and intransit-from the date materiel is available to the transportation officer until the date of receipt by the requisitioning installation. See notes 5 , 6 , 8 , and 9. 3 6 13 Transportation activity
6. Receipt pickup time-from the date of receipt of materiel at destination until the date the materiel is recorded on requisitioner inventory records. 1 1 3 Requisitioner receiving unit
TOTAL (cycle segment 2 not included) 7 11 29  

Notes:
1. The standards contained on this table apply to oversea requirements satisfied from theater stocks; intratheater fill.
2. DSS order ship time requirements are in table 2-7 .
3. NMCS requirements with PDs 04-08 will be processed on a 7-day workweek, 24-hour workday basis.
4. To permit time tradeoffs between segments 3 and 4, the total supply source time may be a single entity. However, processing timeliness at ICPs and depots will continue to be measured separately.
5. Time standards for PD 09-15 apply when cargo is diverted to surface movement. High priority requisitions will be diverted to surface movement only when (1) a temporary, blanket authorization is granted by JCS or cognizant CINC, (2) a specific authorization is provided by the requisitioner, or (3) the characteristics of the materiel preclude air movement due to size, weight, or hazard classification. (See paragraph 2-13c .)
6. CONUS intransit and movement of items applied to intratheater fill.
7. Supply source processing may be exceeded for PD 09-15 requisitions in order to permit consolidation of shipments as long as delivery to the consignee can be accomplished within the RDD or SDD.
8. NMCS/ANMCS shipments will use overnight/next day delivery service whenever possible.
9. PD 09-15 time standards apply for PD 01-08 requisitions when '777' or a valid RDD/RAD entry is not contained in rp 62-64. (See para 3-48.1 .)


Table 2-3. Priority Designator Table (Relating UNDs to FADs)
UND FAD PD
A I 01
A II 02
A III 03
A IV 07
A V 08
B I 04
B II 05
B III 06
B IV 09
B V 10
C I 11
C II 12
C III 13
C IV 14
C V V


Table 2-4. Urgency of Need Designators (UNDs)
UND Required for
A Immediate end-use and without which the force or activity is unable to perform assigned operational missions, or such condition will occur within 15 days in the CONUS and 20 days overseas ( note 1 ).
A Immediate installation on or repair of mission-essential materiel and without which the force or activity is unable to perform assigned operational missions (note 1).
A Immediate end-use to install or repair direct support equipment (such as ground support and firefighting) needed to operate mission-essential materiel (note 1).
A Immediate end-use to replace or repair mission-essential training materiel and without which the force or activity is unable to perform assigned training mission.
A Immediate end-use to replace or repair essential physical facilities of an industrial or production activity and without which it is unable to perform assigned missions.
A Immediate end-use to avoid an existing work stoppage at industrial or production activities that manufacture, modify, or maintain mission- essential materiel.
A Immediate end-use to avoid an existing work stoppage on a production line that repairs and maintains unserviceable, intensively managed or critical items.
UND Required for
B Immediate end-use and without which the capability of the force or activity to perform assigned operational missions is impaired ( note 2 ).
B Immediate installation on or repair of mission-essential materiel and without which the capability of the force or activity to perform assigned operational missions is impaired (note 2).
B Immediate end-use to install or repair auxiliary equipment.
B Immediate end-use to replace or repair mission-essential or auxiliary training equipment and without which the capability of the force or activity to perform assigned missions is impaired.
B Immediate end-use to replace or repair essential physical facilities of an industrial or production activity and without which the capability of the activity to perform assigned missions is impaired.
B Precluding an expected work stoppage at industrial or production activities that manufacture, modify, or maintain mission-essential materiel.
B Precluding an expected work stoppage on a production line that repairs and maintains unserviceable, intensively managed or critical items.
B Immediate replacement of the safety level quantity of mission-essential items on allowance or load lists (e.g., prescribed load lists, spare kits, and station set) when the last item has already been issued out-of-bin to end-use.
B Immediate stock replenishment at oversea forward area supply activities when customer mission essential stock levels go below the safety level and stock due in is not expected to arrive prior to stock on hand reaching a zero balance. The quantity ordered should be the minimum amount to keep a positive stock balance until due-in materiel arrives.
UND Required for
C On-schedule repair or maintenance manufacture or replacement of all equipment.
C Replenishment of stock to meet authorized stockage objectives.
C Purposes not specifically covered by any other UND.

Notes:
1. These materiel requirements affect the readiness of mission-essential requirements. They actually result in a casualty report according to equipment readiness information systems authorized by the Office of the Secretary of Defense (OSD), JCS, and DOD component headquarters only.
2. These materiel requirements directly affect the capability of the force or activity to perform its mission. It can temporarily accomplish assigned missions and tasks but with effectiveness and efficiency below the acceptable readiness levels determined by the DOD component headquarters.


Table 2-7. DSS/ALOC Order Ship Time Objectives
OVERSEA DSS ORDER SHIP TIME
Cycle Segment
Europe DSS Korea DSS Okinawa DSS Japan DSS Hawaii DSS Alaska DSS Caribbean DSS SETAF/NATO DSS
In-Theater processing 5 5 7 7 7 5 5 5
NICP processing 3 3 3 3 3 3 3 3
Depot processing 5 5 5 5 5 5 5 5
Intransit to CCP 2 3 2 2 2 2 2 2
CPP processing intransit to POE, POE processing 10 15 14 16 11 13 10 10
Intransit POE to POD 10 18 18 12 5 4 7 10
POD processing 2 2 1 1 1 2 2 2
Intransit to SSA 3 2 1 1 1 3 1 3
SSA processing 5 6 5 5 5 5 5 5
Total order/ship time (calendar days) 45 59 56 52 40 42 40 45
DA established DSS OST objectives for priority designators 09-15.
CONUS DSS ORDER SHIP TIME  
Cycle Segment CONUS DSS
Requisitioning and passing actions 4
NICP processing 3
Depot processing 5
Intransit to CRP 2
CRP receipt to delivery (CONUS) 1
SSA processing 5
Total order/ship time (calendar days) 20
DA established DSS OST objectives for priority designators 09-15.
ALOC ORDER SHIP TIME  
Cycle Segment Europe Korea Hawaii Alaska Japan Berlin Turkey Caribbean
In-Theater processing 4 5 3 3 5 4 4 3
NICP processing 2 2 2 2 2 2 2 2
Depot processing 3 4 4 4 4 3 3 3
Intransit to CCP 2 4 4 4 4 2 2 2
CCP processing 2 2 2 2 2 2 2 4
Intransit to POE 1 1 1 2 2 1 1 2
POE processing 2 2 2 2 2 2 2 2
Intransit POE to POD 1 2 2 1 2 3 4 1
POD processing 1 1 1 1 1 1 1 1
Intransit to SSA 1 1 1 1 1 1 1 1
SSA processing 4 4 3 4 4 4 4 4
TOTAL OST (calendar days) 23 28 25 26 29 25 26 25

Notes:
1. ALOC shipments contain selected Class II and Class IX repair parts and Class VIII medical materiel only
2. For any given period, the order ship time is calculated using only completed requisitions (i.e., the requisitioner has received the material). The average segment performance is calculated using all documents (completed and uncompleted) passing through each discrete segment in the same period. Therefore, the average segment performances will not sum to the order ship time.

Chapter 3
The Requisitioner

Section I
Preparation of Requisitions

3-1. General

DD Form 1348 , DD Form 1348M , and DD Form 1348-6 are the three basic forms used for requisitioning, follow-up, and cancellation. DD Form 1348-1 is the preferred form when requesting property directly from Defense Reutilization and Marketing Offices (DRMOs).

3-2. Use of DD Form 1348

a. Requisitioners who do not have EAM systems, ADP capabilities, or Mode V teletype will use DD Form 1348 (see table 3-1 ). Entries on this form will be typed or legibly printed. The manual requisition form can be either a 4-part or 6-part paper stock, EAM size, single-line document.

(1) All copies must have the same format.

(2) The original copy will be sent to the supply source. The requisitioner retains the other three or five copies for internal processing and control use (e.g., due-in posting, suspense records, and fund obligation documents).

(3) The data (overprinted) blocks are provided for multiple usage by the requisitioner and supply source. Each data block has a numeral in the upper left of the block or a letter in the lower left of each block.

(a) Blocks 1 through 22-prescribe the data the requisitioner must provide.

(b) Block 23-for use by supply sources only.

(c) Blocks A and B-for insertion of in-the-clear addresses. Enter the requisitioners account number in block B, if applicable.

(d) Block C-a utility block for internal use. Enter internal data on internal copies only, to be retained by the requisitioner.

(e) Blocks D through K-for use by supply sources. Enter editing and supply status data.

(f) Blocks L through S and V- enter exception data for which no codes or combination of codes in blocks 1 through 22 suffice. (For example, special instructions, technical or managerial data, justification or authorization for items when such requirement is imposed by the ICP or by the parent service of the requisitioning activity.) The requisitioner may use these blocks as utility blocks on retained copies, when those on the original copy are blank.

(g) Blocks T and U-whenrequired, enter unit price and total price data respectively on copies to be retained by the requisitioner (copies 2 through 4 or 2 through 6). Unit and total price may also be entered on the original copy; in this case, they will also be entered in blocks T and U respectively.

b. Requisitioners having automatic data processing (ADP) or EAM systems facilities will use DD Form 1348M . The mechanical form is a standard EAM document size overprinted with the same data as the manual form. Requisitioners using this form may generate other transactions, or byproducts, to meet internal requirements.

(1) The data (overprinted) blocks are positioned to provide a means for keypunching written data directly into the transaction. This eliminates the need for coding sheets.

(2) The upper portion of the transaction provides for machine requirements as follows:

(a) The top line is for transceiver and keypunch 80-position interpretation.

(b) The top and second lines are for use with 60-position interpreters. When this equipment is used, all data will be interpreted as shown in table 3-1 .

(c) In the data (overprint) blocks, the requirements of both the requisitioner and the distribution system are considered. Blocks A and B that are on the manual requisition ( DD Form 1348 ) are not on the mechanical form. Therefore, the first alphabetic block identifier is "C." In all other respects, the blocks are the same as on the manual and mechanical forms.

3-3. SF 344 (Multiuse Standard Requisitioning/Issue System Document)

In addition to the criteria prescribed in paragraph 3-4a(1) below, this form will only be used when requisitioning multiple items.

3-4. Use of DD Form 1348-6

a. This form is used when —

(1) The requisitioning activity does not have facilities to electrically transmit documents in data pattern format, or when keypunch facilities are not available.

(2) Requisitioning non-NSN items that exceed the stock or part number field.

(3) Submitting a requisition for controlled substance/item with the intended application and complete justification.

(4) Submitting a new requisition in response to reject status codes CG or CJ.

(5) Requisitioning non-NSN lumber products and other materiel that must be identified and ordered by description only.

(6) Requisitioning NSN materiel requiring additional identifying information.

(7) The requisition coding structure does not provide sufficient data to assist the supply source in making supply decisions. Use of exception data will cause delays in supply of materiel since each transaction containing such data must be withdrawn from routine processing, reviewed for the exception, and continued in process after a decision has been made as a result of the review. Activities should not attempt to use exception data as a normal method for requisitioning materiel requirements. Limitations on the use of exception data are outlined in paragraph 3-12 .

b. When exception data apply, DIC A05 or A0E will be used and entered in the proper blocks.

c. To aid in requisition processing, requisitioners will enter corresponding clear text address from the DODAAD or similar publication in block 10.

3-5. Use of DD Form 1348-1

This form is preferred when requisitioning materiel directly from DRMOs.

3-6. Elements of data

The manual and mechanical single line item requisition documents (DD Forms 1348 , 1348M , and 1348-6 ) are composed of four elements.

a. Transmission data-the DIC, RIC, and M&S code.

b. Item data-the stock number, unit of issue, and quantity.

c. Document number and address data-the document number, demand code, supplementary address, and signal code.

d. Supplemental data-the fund code, distribution code, project code, priority designator (PD) code, required delivery date (RDD)/required delivery period (RDP) (conventional ammunition only), and advice code.

3-7. Narrative message requisitions

a. Narrative messages electrically transmitted will normally be used for PD 01-08 documents only. They may be used for PD 09-15 documents when airmail or other means will not suffice. Narrative messages will only be used on an exception basis, and only as a means for electrical submission of MILSTRIP documents in prescribed formats. These messages will be transmitted to wholesale supply sources only, not to the DAAS. Because of electrical garbling and possible human error in transcribing messages to transaction format, requisitioning by this means will be kept to a minimum.

b. Narrative messages will be limited to seven requisitions or the contents of a single page, whichever is greater. When exception data is required, DIC A0E/A05 will be used. Exception data will be entered on the line following the requisition to which it pertains. All requisitions listed must be for the same element within the recipient processing point, (i.e., the routing identifier codes must be identical on all requisitions).

c. The first line of the message will be the words MILSTRIP REQUISITIONS. Requisitions will be numbered consecutively, beginning with 1, followed by the first 66 columns of data. Slashes (/) will be used between the 18 fields of data as shown in para D-1a ( fig. D-1 ).

d. Narrative requisitions will be sent by formatted teletype, which is to be used only when the contents of a requisition can be accommodated in an 80- column transaction, and data pattern transmission capability is not available. (See para 3-8 .)

e. Only authorized abbreviations will be used.

3-8. Formatted teletype message

a. Formatted teletype messages should only be used when —

(1) The contents of a requisition can be accommodated in an 80- column transaction.

(2) The data pattern transmission capability is not available.

b. The formatted teletype message is a fixed length transmission of 69 characters (rp 1-66) unless the terminal has been modified to accommodate 80 characters. This allows for one transaction or document per line without paragraph numbering. This type of message is not a machine-sensible transaction or document at the site of origin. However, when routed through DAAS by Mode V teletype, it can be converted to a data pattern message. When routing through DAAS, the content indicator code (CIC) must be IAZZ and language media format (LMF) TC (tape to card).

c. The formatted teletype message will use MILSTRIP document format; however, the use of a subject line is optional. Paragraph numbering will not be used and no slashes are used between data elements. Formats will not include the letters 'BLNK' for data elements that do not apply. The formatted teletype message can accommodate 450 MILSTRIP documents per message using any or all of these DICs A0_, AF_ (to include AFC), AT_, AC_ AK_, AM_, AP9, AS3, and ASZ ( fig D-4 ).

3-9. Telephone requisitions

a. Telephone requisitions may be submitted only for PD 01-03 requisitions, and only when one or more of the following conditions exist:

(1) Data pattern and narrative message facilities are not available.

(2) Pilot pickup of materiel is planned within 24 hours.

(3) Exception data are absolutely necessary to convey the true urgency of the requirement and the exception data cannot be transmitted in an exception document.

b. When using the telephone, requisitioners will —

(1) Before transmission, prepare the requisition (DD Forms 1348 , 1348M , or 1348-6 ) in accordance with paragraphs E-1 , E-2 , and E-3 (tables E-1 , E-2 , and E-3 ).

(2) Give all data in format sequence (i.e., DIC, RIC, M&S code, and stock number).

c. Supply source of telephone requisitions will record the data on DD Form 1348 and 1348M.

d. Telephone requisitions will not be confirmed.

3-10. Entries on requisition documents

Requisitioners will ensure that all required data are entered on the requisition (paras E-1, E-2, and E-3) (tables E-1, E-2, and E-3) before sending to supply sources.

3-11. Modification of requisitions

a. The requisitioner, supplementary addressee, or control office may prepare change documents to prior requisitions. They will be submitted when FADs are upgraded or downgraded and urgency of need has changed.

(1) Required dates for prior requisitioned materiel change due to unplanned or unforeseen emergencies. Such national and local emergencies are created for lack of materiel to —

(a) Perform assigned operational missions or tasks.

(b) Make emergency repairs to primary weapons and equipment.

(c) Prevent work stoppage at industrial or production activities that repair, modify, or manufacture primary weapons, equipment, and supplies.

(2) When the emergency no longer exists, requisition priorities will be downgraded and RADs or RDDs/RDPs (conventional ammunition only) extended.

b. The requisitioner, supplementary addressee, or control office may initiate a requisition modifier to change the following fields of previously submitted requisitions. (Restrictions for modifying GFM requisitions and associated transactions are contained in chap 16 .)

(1) M & S code, rp 7. (Army FMS will always be 0).

(2) Supplementary Address, rp 45-50 (not applicable to FMS requisitions). Note: Whenever the supplementary address is changed (i.e., in non-stockage list (NSL) requisitions where the direct support unit (DSU) changes), the distribution code entry in rp 54 may or may not change. (A supplementary address change will not generate and M&S code change unless the requisitioner specifically requests an M&S code change.) In addition, in the clear address changes will be submitted in accordance with chapter 9 .

(3) Country FMS Offer/Release Option Code, rp 46 (IL requisitions only).

(4) Freight Forwarder, rp 47 (IL requisitions only).

(5) Signal Code, rp 51.

(6) Fund Code, rp 52-53.

(7) Distribution Code, rp 54 (Army FMS will always read 'B').

(8) Project Code, rp 57-59.

(9) Priority Code, rp 60-61.

(10) RDD/RDP (conventional ammunition only), rp 62-64 (except subsistence requisitions).

(11) Advice Code, rp 65-66.

c. Entries in the DIC AM_ may differ from that in the original requisition only to reflect changes to one or any combination of the fields in paragraph 3-11b above. All data elements required for a requisition will be entered in the DIC AM_. If the supplementary address (rp 45-50), project code (rp 57-59), required delivery date/required delivery period (conventional ammunition only) (rp 62-64), or advice code (rp 65-66) are left blank in the AM_, these fields will be made blank in the original requisition. (Subsistence requisitions are excluded from RDD/RDP (conventional ammunition only) deletion provisions.) See paragraph E-24 ( table E-26 ) for format and entries of an AM_ document. AM_ documents modifying exception data requisitions will include the exception data. Message AM_ modifiers with exception data will be prepared as shown in para D-1a ( fig.D-1 ).

d. During mass cancellations, DIC AM_ will be submitted as soon as possible for requisitions which require continued processing. These AM_ documents will contain "555" in the RDD field, rp 62-64. The RDD/RDP (conventional ammunition only) may not be changed to "555" after the effective date of the requested mass cancellations. However, modifiers submitted to change other data elements when the "555" has been previously entered, must perpetuate the expedited handling signal.

e. When control activities prepare changes, they will inform other interested activities of such action, such as the requisitioner and supplementary addressee. The change document will be sent to the last known source of supply.

f. Whenever requisitions are modified, all appropriate activities will be advised. In particular, the overseas gaining command must be advised to ensure the in-theater distribution plans and CCP load tables are updated.

3-12. Limitation on submission of exception data requisitions

a. To enable supply sources to process requisitions in a timely manner to meet issue priority group, standard delivery dates, or required delivery dates, requisitioners should attempt to limit repetitive submission of requisitions which contain exception data, particularly those which are to satisfy high-priority requirements. Requisitioners should use available MILSTRIP capabilities to ensure automated processes are used to the maximum extent possible. The processing of exception data requisitions is a resource intensive process that is prone to errors and generally delays required support.

b. Upon receipt of requisitions with the following as exception data, supply sources are authorized to delete such information, change the exception DIC to a nonexception DIC, and continue processing:

(1) Ship by commercial air.

(2) Ship by fastest traceable means.

(3) Do not use postal system.

(4) Ship overnight delivery.

c. Supply sources will process all requisitions under the standards prescribed by UMMIPS. Within UMMIPS time segment for transporting materiel, it is the shipper's prerogative to select the mode of shipment based on time, distance, item characteristics, and economic factors.

d. The repetitive use of the same exception ship-to address is an uneconomical way of doing business for all concerned. A separate DODAAC address of the involved activity should be changed and the resulting DODAAC(s) used on applicable requisitions. Activities having multiple locations will assign a separate DODAAC to each receiving location.

e. Authorized conditions for use of exception ship-to addresses are indicated below. Requisitions containing exception ship-to addresses other than those listed will be rejected with status code D6.

(1) Sales/donations/loans/issues of materiel to qualifying Federal, State, Civil Organizations, or individuals approved by Service Secretaries.

(2) Issues of nuclear assets as directed by DNA to DOE contractors.

(3) Materiel in Condition L to contractors.

(4) Issues required by a national emergency or natural disasters.

(5) Shipments of ammunition requiring special controls.

(6) Shipments to contractors for special testing.

f. Exception data will normally be limited to:

(1) Non-NSN requirements which exceed the stock or part number field and/or require additional information.

(2) Non-NSN lumber products and other commodities identified and ordered by description only.

(3) Authorization/identification for items when such requirement is imposed by the ICP or by the parent Service of the requisitioning activity.

(4) NSN items in FSCs 5510 , 5520 , and 5530 requiring specification data, such as species and/or grade.

(5) NSN requirements for additional identifying information, such requisitions initially rejected with status code CG or CJ.

(6) Requisitions for the Navy's LEVEL 1/SUBSAFE program and Nuclear Reactor Plant materiel's.

(7) NSN items for chemicals for boiler water and feedwater analysis.

(8) Requisitions used to establish a registered user with the ICP in a PICA/SICA situation.

(9) Requisitions for Marine Corps Pre-positioned War Reserve or Marine Corps Pre-positioning Ships Program.

(10) Requistions from deployed Naval units with "R" or "V" in rp 30; "E," "G," or "W" in rp 40; 01, 02, or 03 in rp 60-61; and 999 in rp 62-64.

g. Commanders will approve or delegate in writing the specific personnel to approve the submission of exception data requisitions.

Section II
Construction of Department of the Army Document Numbers and Supplementary Addresses

3-13. Document number

a. The numbering system used under MILSTRIP is the same for mechanical and manually prepared requisitions and related supply documents. See paragraph C-5a ( table C-14 ) for detailed instructions.

b. The document number and the supplementary address and signal code provide the requisitioner the capability to identify the ultimate delivery point, user, or bill-to point. This is within the framework of these instructions.

c. The document number consists of 14 alphanumeric positions. This is a nonduplicative number comprised of the three elements below:

(1) Requisitioner . A 6-position, alphanumeric activity address code that identifies the preparer of the requisition. Depending on the signal code in rp 51, this field may also identify the address to which materiel will be delivered (ship to) and the address of the bill-to point.

(2) Date of the requisition . A 4-position, numeric code that represents the date the requisition was sent to the initial supply source. The first digit shows the last numeric digit of the calendar year and the last three digits the numeric consecutive day (e.g., 9 July 1973 would be "3190"). See figure 3-7 for numerical calendar.

(3) Requisition serial number . A 4-position, alphanumeric code as signed by the requisitioner. Serial numbers will be assigned daily at the discretion of the preparer. Exceptions are provided in paragraph C-5 ( table C-14 ). Duplicate serial numbers will not be assigned within the same date. The recipient will disregard duplicate document numbers.

3-14. Supplementary address

This is a six position, alphanumeric activity address code. It is constructed and assigned the same as the requisitioner code. The supplementary address is not part of the document number. However, it will be used to show the data below.

a. The bill-to point, when other than the requisitioner code. When this field is used as the bill-to point, use signal code B or K.

b. The ship-to address of a consignee, when other than the requisitioner code. When this field is used as the ship-to address, use signal code J, K, L, or M.

c. Internal data, meaningful only to the requisitioner (e.g., internal mark for funding, or other control data, or work order number). When this field is used for this purpose, enter the letter Y in the service designator field of the supplementary address and assign signal code A, C, or D. Meaningful internal codes will be assigned in accordance with major and major subordinate command instructions.

3-15. Signal code

This is a one-position, alphabetic code used as the ship-to address and bill-to point ( para C-9 ) (tables C-19 and C-20 ).

3-16. Examples and use of requisitioner, supplementary address, signal code, and project code

While the size (number of positions) is the same for all requisitioners, multiple interpretations are applied to a position or group of positions. This depends on circumstances at the time the requisition is prepared. (Included are the number of positions of the document number, supplementary address, signal codes, and project code.) Examples of the construction and use of the requisitioner portion of the document number, supplementary addresses, signal codes, and project codes under varying conditions are shown in a through f below.

a. Shipment and billing to the requisitioner. (See fig 3-1 .) The signal code denotes that the requisitioner portion of the document number shows the ship-to and bill-to point (if any). The preparer, therefore, may further identify the recipient within the activity by constructing the supplementary address as follows:

(1) An alphabetic "Y" in the service designator field to show that the supplementary address is not important to the supply source.

(2) A 5-digit code for internal identification. This code will have no meaning to the supply source. However, it will be repeated in all later supply documents evolved from the requisition.

(3) When coded entry does not apply, this field may be left blank or filled with numeric zeros.

b. Shipment to the requisitioner and billing to the supplementary address. (See fig 3-2 .) The signal code denotes that the materiel is to be shipped to the requisitioning activity and billing documents sent to the supplementary address. The supplementary address is composed of the service designator and the bill-to point. This enables the supply source to send billing documents to the proper installation.

c. Shipment to requisitioner and billing to "other" than requisitioner or supplementary address. (See fig 3-3 .) Signal code C (bill other) means that the requisitioner field of the document number contains the address to which the materiel will be shipped. The billing point is shown in the first position of the fund code or in the remarks blocks. When signal code C is used, the document number and the supplementary address will be constructed the same as in a above. Besides, at the time of submitting requirements, requisitioners will furnish the supply source the name, address, and activity or account identification code of the "other" bill-to point for proper reimbursement.

d. Shipment to supplementary address and billing to requisitioner. (See fig 3-4 .) The signal code means that the ship-to point is contained in the supplementary address and the bill-to point is shown in the document number.

e. Civilian contractor requisitions (shipment to contractor and billing to Army installation). (See fig 3-5 .) When such an assignment, the names and addresses of civilian contractors will appear in SB 708-41 and SB 708-42. The activity address code will be the 5-digit Commercial and Government Entity (CAGE) code. Other addresses for civilian contractors are in DOD 4000.25-6-M .

f. Oversea-initiated contingency plan requisitions (no billing required). The signal code shows that no billing is required. The recipient can be further identified in the supplementary address field. (See fig 3-6 .)

Section III
Fund Codes

3-17. General

a. The fund code with other coded demands and data in source documents provide enough data for supply and financial management. Reimbursable fund codes prescribed for Army appropriations and funds are in AR 37-1. Nonreimbursable fund codes to be entered by requisitioners are in paragraph C-10 ( table C-21 ). Fund codes will be perpetuated on follow-on documents.

b. The fund code will be entered in block 17 of the manual requisition ( DD Form 1348 ), or in rp 52-53 of the mechanical requisition ( DD Form 1348M ).

3-18. Nonreimbursable fund codes

Requisitions for nonstock-funded items will contain signal codes D or M and the proper nonreimbursable fund code (para C-10) (table C-21).

3-19. Items issued free

When the supplier informs the requisitioner that funds are available, the requisitioner will enter signal code D or M (no billing required) in rp 51 or block 16 of the requisition. The fund code field will be left blank.

3-20. International Logistics Program (ILP) fund codes

Instructions on the assignment of fund codes for ILP requisitions are in paragraph C-10 (table C-21).

3-21. Fund codes for procurement

Requisitions prepared to procure supplies from all DOD services and agencies and GSA will contain a fund code as prescribed in AR 37-12

3-22. Interservice use of fund codes

Fund codes assigned by other Services will indicate to Army supply sources that funds are available.

3-23. Returns

Instructions on use of fund codes for shipping materiel back to the supplier and lateral transfers are in AR 37-1 and AR 37-111.

Section IV
Special Requisitioning Instructions

3-24. General

a. This section —

(1) Contains instructions and criteria on how to prepare and submit requisitions on items covered in this section.

(2) Contains standard procedures on how to prepare and process requests or requisitions for part-numbered or National Stock Numbered (NSN) items not on the Army Master Data File (AMDF).

(3) Defines DA policies and responsibilities for processing these requests or requisitions.

(4) Provides interim guidance on how to prepare and process part-numbered and non-AMDF NSN requests or requisitions until AR 708-1 , AR 710-1 , and AR 710-2 are revised.

(5) For requisitioning and wholesale management principles, clarifies DOD MILSTRIP processing of part-numbered and non-AMDF NSN requisitions.

b. Blank forms prescribed in this section are available through normal publication channels.

c. Terms peculiar to this section are explained in the glossary .

3-25. Responsibility of wholesale supplier

AUTODIN transmission of part-numbered requisitions, without exception data, will be used as much as possible. DA shifts the burden of item identification from field materiel users to the wholesale suppliers. The wholesale supplier must research and identify part-numbered and non-AMDF NSNs for requisitions submitted according to this section. Further, to help identify and improve supply support of part-numbered items, the wholesale supplier must maintain the following through cataloging:

a. Accurate provisioning records.

b. Update of technical manuals.

c. Other appropriate actions.

3-26. Contractor warranty support

Special requisitioning instructions will be followed only for the period of contractor support. This time period must be clearly stated in the contract or Materiel Fielding Plan (MFP). The contractor or supply source will accumulate demand data for these items and furnish to the end item manager.

3-27. Commercial part number repair parts

a. The guidance below is an exception only in the routing of part-numbered repair part requisitions to a supply source other than the end item manager. All requests will be prepared according to paragraph 3-28 . A military publication or commercial catalog will be referenced. The requisitioner (CONUS or overseas) will identify those repair parts in support of commercial construction equipment, materiel's handling equipment, and commercial vehicle end items.

(1) Commercial construction equipment (CCE) . This is construction equipment available from the commercial market that is not designed to satisfy unique military specifications. Examples of CCE are dump trucks, scoop loaders, hydraulic cranes, concrete trucks, and tilt-bed trailers. OCONUS activities are not required to attempt local procurement of part-numbered items in support of CCE; all OCONUS part-numbered requests for CCE will be converted to requisitions and sent to the Defense Construction Supply Center (DCSC) (RIC S9C) using project code JZC. CONUS activities are accorded the option of obtaining these parts from local purchase or by submitting requisitions to DCSC (RIC S9C) using project code JZC.

(2) Materiel handling equipment (MHE) . All OCONUS requests for part-numbered items for MHE will be requisitioned from DCSC (RIC S9C) using project code JZM. CONUS activities are accorded the option of obtaining these parts from local purchase or by submitting requisitions to DCSC (RIC S9C) using project code JZM.

(3) Commercial vehicles and commercial design tactical vehicles . Commercial vehicles are identified by an "M" in position 2 of the materiel category structure code (MATCAT) of the end item NSN. Commercial design tactical vehicles are identified by an 'L' in the second position of the MATCAT for the end item NSN; however, the generic category code definition (4th and 5th position of the MATCAT) should also be examined for commercial item description. All OCONUS requests for part-numbered items for commercial design tactical vehicles will be requisitioned from DCSC (RIC S9C) using project code JZO. CONUS activities are accorded the option of obtaining these parts from local purchase or by submitting requisitions to DCSC (RIC S9C) using project code JZO.

b. For all part-numbered and non-AMDF NSN items for which DLA is the supply source, either DLA or the end item manager will assign NSNs and record Army user interest ( AR 708-1 and AR 708-3).

3-28. Requester or using activities

a. Forms used .

(1) DA Form 2765 (Request for Issue or Turn-In) ( DA Pam 710-2-1 ). All materiel requests for items having an NSN in the AMDF will use DA Form 2765 (Mechanized or Manual). It will also be used for a part-numbered request if the supply support activity (SSA) has provided a prepunched document for that item.

(2) DD Form 1348-6 (Non-NSN Requisition (Manual) ( para B-9 ) ( fig B-13 ). Requests for part-numbered items will be submitted on DD Form 1348-6, except when a prepunched DA Form 2765 is available. Requests for non-AMDF NSN items will always be submitted on DD Form 1348-6.

b. Request for part-numbered items . For PN items, whether submitted on DA Form 2765 or DD Form 1348-6, the SSA will identify all requests either by DIC A0B/A02 or DIC A0E/A05 using the logic sequence below:

(1) Is part number found in a technical manual (TM), technical order (TO), supply bulletin (SB), supply catalog (SC), or other military publication, or General Services Administration (GSA) Supply Catalog?
If NO: DIC A0E/A05 with maximum exception data
If YES:
Are combined Commercial and Government Entity (CAGE) code and manufacturer's part number less than or equal to 15 positions?
If NO: DIC A0E/A05
If YES:
Is reference data element requirement ((
2 ) below) less than or equal to ten positions?
If NO: DIC A0E/A05
If YES: DIC A0B/A02

(2) All part-numbered requests for items found in military publications or GSA catalogs will contain one of the identification codes or reference data below. They are in order of preference.

Table 3-2. Identification Codes/Reference Data for Part-numbered Request Items
Identification Code: A
Data Elements: Number of the TM, TO, SB, SC, GSA supply catalog, or other military. publication. Omit dashes between numbers. Omit the words such as TM, TO, and SB, if inclusion would preclude fitting the publication number in rp 71-80. Example: TM 9-2320-266-20P would be placed in rp 71-80 as "9232026620."
 
Identification Code: B
Data Elements: End item identification (end item model number, serial number, or nomenclature)
 
Identification Code: C
Data Elements: Repair part or support item nomenclature.
 
Identification Code: D
Data Elements: Drawing or specification number. Omit dashes between numbers.
 

Coding requirements for a DIC A0B/A02 request or requisition are in paragraph E-3 ( table E-3 ).

(3) DIC A0B/A02 requests will have the identification code in rp 70 and the data entry in rp 71-80. DIC A0E/A05 will have the data entry in the proper block of DD Form 1348-6 . This reference data should not preclude a part-numbered request from going DIC A0B/ A02. For example, if the publication number cannot be accommodated in rp 71-80, try the end item model or serial number, and so forth.

(4) When the part number is not in an appropriate military publication or GSA supply catalog, to ensure that higher supply levels can identify item, furnish maximum exception data. These data should include as much of the information below as possible and any other information that would help to identify the item.

(a) Publication number, page number, and date of publication.

(b) Size, shape, color, and purpose of item.

(c) Manufacturer's name.

(d) End item identification.

(5) Part numbers identified only in a commercial equipment manufacturer's catalog will always use DIC A0E/A05 with maximum exception data.

c. Non-AMDF NSN requests . All requests for NSN items not in the AMDF will be identified by DIC A0E/A05 with full exception data.

d. Assistance . Any unit that needs help in identifying a part-numbered item should contact the nearest AMC Logistics Assistance Office (LAO).

3-29. Supply support activities (SSAs)

a. DIC A0B/A02. SSAs need not do manual technical edits on DIC A0B/A02 requests to convert a part number to an NSN. This duplicates efforts of the Defense Automatic Addressing System (DAAS) and the wholesale supply system. A request or requisition will not be rejected for having a part number in lieu of an NSN. If SSA levels have no record of the part number, a skeletal file record will be prepared. A requisition for that item will be sent through DAAS to the wholesale supply system.

b. DIC A0E/A05. All DIC A0E/A05 requests will be edited to determine if enough data are given for higher supply levels to identify. Then it will be forwarded by message or mail to the wholesale system.

c. Requisition routing .

(1) Requests that cannot be filled by the SSA will be converted to requisitions and forwarded through supply channels.

(2) When the intermediate-level SSA cannot determine the wholesale supply source, the requisition will be routed to the end item manager. The routing identifier code (RIC) of the end item manager will be put in rp 4-6; if the end item manager is not known, use RIC A35 (General Materiel and Petroleum Activity (GMPA)).

(3) CCE and MHE support items that cannot be locally procured will be routed to the Defense Construction Supply Center (DCSC) (RIC S9C). OCONUS activities are not required to attempt local procurement.

(4) Repair part requisitions for commercial vehicles or commercial design tactical vehicles will be routed to DCSC by OCONUS activities. CONUS activities will locally purchase these items; if unable to purchase, requisition from the end item manager or designated wholesale source of supply. Use advice code 2A for these requisitions.

d. DA Form 1988 (Request for Review of an Item) .

(1) This form is required each time an SSA fills a request for a part-numbered or non-AMDF NSN item. It will be sent to the end item MRC; if the MRC is not known, send to GMPA (RIC A35).

(2) Instructions on how to complete DA Form 1988 are in AR 708-1

(3) Submission of a DA Form 1988 is not mandatory for —

(a) Requests sent as requisitions to the wholesale supply system.

(b) Items stocked at the SSA level and replenished from the wholesale system.

(c) Items exempt from NSN assignment. These categories are as follows:

(1) Items procured on a one-time basis for immediate use in research and development, experimentation, construction, installation, and maintenance.

(2) Items furnished by contractors to fulfill service contracts which may provide for overhaul and repair of specified equipment. These items are consumed in the overhaul cycle and do not enter the logistics system.

(3) Printed forms, charts, manuals, books, or the like, subject to central administrative numbering controls within a bureau, service, or command.

(4) Ships, aircraft, and other major end items for which management and control are exercised by applying unique identification systems.

(5) Items obtained through oversea procurement and intended solely for oversea use.

(6) Items procured only with nonappropriated funds.

(7) Items manufactured locally for use by the local manufacturing activity.

(8) Medical items which are without an Investigational New Drug Approval or New Drug Application when they are required and enforced by Food and Drug Administration (FDA). Also, they are unique to a single patient or require special fitting such as orthopedic appliances and animal blood products such as sheep cells.

(d) Medical materiel processed per AR 40-61 .

(e) Clothing and textile items processed per AR 32-5.

(f) Subsistence items processed per AR 30-13 .

(g) Ammunition items processed per TB 9-1300-256 . When requesting an NSN and DODIC for ammunition items, use DA Form 1669 (Request for National Stock Number and Department of Defense Identification Code for Ammunition and Explosive Supplies).

(4) SSAs always have the option of using the DD Form 1988 to request assignment of an NSN. For example, the form may be used to request an NSN for an item needed to meet a contingency requirement, or as a means to follow-up to an MRC regarding demands previously submitted to the MRC.

3-30. Guidelines for determining sources of supply

a. To determine the proper source of supply, use the steps below in the sequence shown:

(1) Items with national stock numbers (NSN) .

(a) Follow instructions in supply catalogs, use the Army Master Data File (AMDF), or use other catalog data.

(b) If a source of supply for repair parts cannot be identified from a supply catalog, the AMDF, or other catalog data, send the requisition to the source shown for the next higher assembly.

(c) If the manager of the next higher assembly cannot be identified, send the requisition to the source for the end item.

(d) For Army-managed FSC classes only, if the source for the item, the next higher assembly, or the end item cannot be identified, send the requisition to the class manager ( AR 708-1 ). The class manager will determine proper source of supply and forward.

(e) For decentralized items (local purchase), that cannot be purchased, send the requisition to same source as in ( a ) through ( d ) above. Use advice code 2A.

(2) Items without NSN .

(a) Follow instructions in current publications, cross-reference listings, technical manuals, or special instructions.

(b) Identify the type, number, year, and page number of the manufacturer's catalog, technical manual, or other catalog from which the desired item is taken.

(c) Enter the above data as exception data in requisition.

(d) Enter that manufacturer's identity code ( para C-4 ).

(e) Follow guidance in ( 1 ) above unless item is identified as indicated in paragraph 3-26b.

(3) Special GSA procedures on nonmailable items .

(a) A requisition sent to GSA with advice code 2A (item not available locally) will be processed regardless of possible high transportation costs.

(b) A requisition sent to GSA without advice code 2A for an item valued at $25 or less will be canceled (with reject status code CW), if at time of shipment transportation costs are more than 50 percent of the item value. GSA will inform the ordering activity of this. The requisitioner should attempt to procure the item locally. If item cannot be procured locally, a new requisition should be submitted with advice code 2A. In response, GSA will supply the item regardless of transportation costs.

(c) Military Assistance Program, Grant Aid, and Foreign Military Sales requisitions under these procedures will not be returned for local procurement.

(d) A requisition sent to GSA for acquisition advice code (AAC) I (direct ordering from central contract/schedule) or AAC L (local procurement) without 2A advice code will be rejected to the requisitioner with reject status code DA or CP, respectively ( para C-15b(4) ) ( table C-31 ). The requisitioner should attempt to obtain the item from the applicable Federal Supply Schedule or procure locally. If not available, resubmit the requisition using advice code 2A.

b. Oversea requisitioners will follow the steps in a above. The routing of requisitions or requests for local purchase support of decentralized items will follow intratheater instructions.

3-31. Local purchase items

a. Local purchase of some nonstandard, nonstocked items is authorized without referral to the wholesale supply source or end item manager. The items below may automatically be purchased locally under this provision. Preparation of DA Form 1988, as cited in AR 708-1 , is not required. When an Army wholesale supply source receives three demands (advice code 2A requisitions) in 180 days for these items, a determination will be made at that time as to whether they should be centrally managed.

(1) Bicycles.

(2) Repair parts for CCE (CONUS only). See paragraph 3-27a(1) .

(3) Repair parts for MHE (CONUS only). See paragraph 3-27a(2) .

(4) Training aids and devices (includes end items, secondary items and repair parts).

(5) Repair parts for general purpose automatic data processing equipment (ADPE), software, supplies, and support equipment.

(6) Repair parts for office machines and visible record equipment.

(7) Rubber stamps.

(8) Books, maps, and other publications, (e.g., books including journals, newspapers, periodicals; sheet and book music including band music; miscellaneous printed matter including registration decals for privately owned vehicles; drivers manuals; magazines; maintenance manuals; repair parts catalogs; and telephone books).

(9) Phonograph records.

(10) Insignia (e.g., unit crests).

(11) Live animals, not raised for food.

(12) Ecclesiastical equipment, furnishings, and supplies (e.g., advent wreaths; Christmas and Lenten missals; gefilte fish; kosher wine; palms; and religious books, curriculum materiel, and pamphlets).

(13) Commercial commissary category II and III equipment with a unit price of $200 or less and repair parts.

(14) Secondary items and repair parts for Class IV construction projects.

(15) Repair parts costing $1000 or less for closed circuit television networks.

(16) Repair parts for commercial vehicles and commercial design tactical vehicles (CONUS only). See paragraph 3-27a(3) .

(17) Repair parts for noncataloged end and secondary items not supported by the wholesale supply system.

(18) Books, magazines, periodicals or subscriptions, commercially developed audiovisual software products (e.g., audio records/cassettes/discs, films/filmstrips, slide sets, video cassettes/discs), commercial computer software, art objects/prints in libraries established per AR 735-17 .

b. Three commodities must be obtained by local purchase. These items are excluded from the Federal Catalog System. They are —

(1) Awards (including trophies).

(2) Postage stamps.

(3) Toll tickets and tokens.

c. Three situations require the local purchase of cataloged and non- cataloged supplies. These situations occur when —

(1) Authorized purchases are made using a U.S. Government Credit Card.

(2) HQDA specifically directs the local purchase of an item under special oversea programs (e.g., Buy U.S. Here (BUSH) contract items).

(3) Materiel is needed to meet bona fide emergencies and delivery from wholesale sources will not meet emergency needs.

d. Aviation time change components or assemblies containing time change components will not be purchased locally unless approval is provided by ATCOM. POC is AMSAV-S.

3-32. The Defense Automatic Addressing System (DAAS)

DAAS is the first level of the requisitioning cycle required to edit the part number of an A02/A0B. Part numbers will be bumped against the Defense Logistics Service Center (DLSC) files to try to convert to valid NSNs.

a. If matched, the part number is converted to an NSN and the requisition is sent to the proper item manager. BG status (NSN change or NSN now assigned to part number on requisition) is sent through channels to the original requester, requisitioner, or other activity designated to receive supply status.

b. If not matched, the requisition is sent to the address shown by RIC in rp 4-6 for research of the item.

3-33. National Inventory Control Points (NICPs) and Service Item Control Centers (SICCs)

a. Part number requisitions .

(1) SICCs will determine the proper Army source of supply of the part-numbered item. The NICP will research the part number as necessary to fill the requisition.

(2) If another NICP is the manager, the requisition will be passed, with all exception data, to that NICP. Status will be reported through channels to the requester, requisitioner, or other activity to receive status. It will include the NSN of the item if one has been determined.

(3) The NICP that is the ultimate Army manager of the end item will ensure that an updated, automated provisioning file is maintained on all part numbers requisitioned. The NICP will maintain demand data on these items. When a part number is requisitioned three times in 6 months, the NICP will obtain an NSN, record Army interest and determine if the item should be stocked, stored, and issued within the logistics system.

(a) Demands included in DA Forms 1988, and those filled at the NICP level, will be used to determine if the item qualifies for the above actions.

(b) Also, for end item PN components supplied to field users by a wholesaler other than the end item MRC, the end item manager will maintain the part number and supply source on automated provisioning records. The wholesaler will keep demand data on requisitions for these items and will obtain NSNs, record Army interest, and establish the item under centralized stockage, storage and issuance.

b. Non-AMDF NSN requisitions . The Army end item manager will keep demand data on non-Army AMDF (non-Army interest) NSN items or get this information from the wholesaler. Demands included in DA Forms 1988 and those filled at the NICP level will be used to determine if the item qualifies for Army interest.

3-34. Security classification

Requisitions will not be classified. Certain requisitions may require that the justification be classified for proper consideration. In these cases and when practicable, the classified justification will be sent with, and cross-referenced to, the unclassified requisition as follows:

a. The requisition and the classified justification will be marked and processed in accordance with AR 380-5 .

b. DIC A05 or A0E will be inserted in the document identifier field of the requisition.

c. The remarks blocks of the requisition will contain cross-reference data to the classified justification.

d. The requisition and classified justification will be sent according to priority designator used. Under no circumstances will classified data be transceived.

3-35. Preparation for oversea movement (POM) requisitions

See AR 220-10.

3-36. Project requisitions

Materiel requisitioned for special projects will contain the proper code in the project code field ( para C-13 ).

3-37. Requisitions for modification work order (MWO) and modification kits

a. Requisitions for the MWO parts and modification kits will contain the following in the remarks blocks of the requisition (manual or mechanical).

(1) DIC A05 or A0E.

(2) End item identification (i.e., make, model, serial number).

(3) MWO number, when applicable.

b. The requisition will be sent according to the priority designator used.

3-38. Tool and shop sets, kits, and components

a. Requisitions for tool and shop sets, kits, and components will be sent to the proper supply source for —

(1) Initial issue.

(2) Initial issue of components to update prior issued sets or kits.

(3) Components missing from a requested set or kit.

b. Except for certain special weapons tool sets, only complete tool or shop sets or kits will be requisitioned for initial issue and replacement of a complete set that has been lost. When a complete set has been lost, requisitions for replacement will include full justification. Requisitions for the initial issue of Procurement Appropriation, Army (PAA) funded sets and kits will be nonreimbursable. Initial issue requisitions for stock funded sets and kits will contain the proper fund citation to ensure reimbursement.

c. Sets and kits with missing components may be accepted for initial issue, when the requisitioner approves. The responsible national maintenance point (NMP) must determine that these sets or kits are technically and functionally complete. When there are shortages, the supplier will provide a list of all component shortages by stock number and quantity with estimated availability date (EAD). To get these components, requisitioning activities will submit exception data requisitions for the missing items of the set or kit. The remarks block will contain the document number of the original requisition and the NSN of the set or kit to which the component belongs. The requisitioner will enter signal code "D" or "M" in rp 51 and fund code "GA" in rp 52-53.

d. Units undergoing authorization changes or reorganizations, which require initial issue of components to update prior issued sets or kits, will requisition them when proper authorization documents are received. When there are minor changes in set composition, requisitions will be submitted within 90 days of the effective date of publication of the revised classification list (CL) supply catalog (formerly type 4 supply manual). Stock funded components required to update previously issued PAA funded sets or kits with stock funded components will be requisitioned on a reimbursable basis.

e. All requisitions for components of sets or kits intended to replace those lost, damaged, or destroyed will be on a reimbursable basis.

3-39. Programmed overhaul requisitions

a. AMC depot requisitions for programmed overhaul requirements will contain applicable project code(s).

b. When unforecasted requirements result from additions or changes in forecasted overhaul schedules, the new requisition will contain a PD code in line with the urgency of the need. The higher priority requisition will be submitted for only that quantity needed. The original requisition will be left unchanged. As an exception, the new quantity requisitioned (higher priority) is all or a major portion of that on the original requisition. When the new quantity is all or a major portion of the original, the original requisition will be canceled ( sec. VIII ).

3-40. Requisitions for unauthorized items, items in excess of authorized allowances, and expendable and nonstandard items

See AR 71-13 and AR 310-49.

3-41. Class V items

a. Ammunition will be furnished based on allowances in CTA 23-100 series for training ammunition and on levels of supply and approved days of supply for each overseas command (SB 38-26 and AR 11-11). Requisitions may be submitted, as needed, to meet unforeseen requirements. When ammunition being requisitioned (FSG 13) exceeds 99,999, the quantity will be expressed in thousands by placing an "M" in rp 29. For example, 1,950,000 each will be shown in the requisition quantity field as 1950M in rp 25-29. The "M" modified quantity will be carried in all later documents.

b. To ensure that the inherent benefits of management by DOD Ammunition Code DODAC/DODIC can still be realized, the requisitioning and managing of conventional ammunition will be as follows:

(1) DICs A04, AOD, AM4, AMD, AC1, AC2, AC3, AK1, AK2, AK3, AF1, AF2, and AF3, AT4, and ATD may continue to be used with a DODAC in rp 8-22 when the requirement is for other than a specific stock numbered item for conventional ammunition. When the DODAC is used with the above DICs, the FSC will be placed in rp 8-11 and the DODIC in rp 12-15.

(2) If the requirement is for, or pertains to, a specific stock numbered item (NSN), the requisitions and related documents must contain the 13-position NSN.

(3) All other requisitions and related documents, except those described in ( 1 ) above, must contain the NSN.

c. Requisitions for conventional ammunition will contain Advice Code 3Q, 3W, 3Y, 3Z, 3V, or 3X as applicable, when usable Condition Code E stock is acceptable. (See para C-15 , table C-29 ).

d. When conventional ammunition is required to be delivered within a specific time period (i.e., the materiel is for an exercise and the materiel is not required before or after the exercise), a Required Delivery Period (RDP) may be established as outlined in paragraph 2-12c and entered in rp 62-64.

3-42. Support of nonappropriated fund activities (NAF)

These activities will obtain their support from the installation supply officer, who will, when necessary, initiate MILSTRIP requisitions on GSA or other supply systems. Installation supply officers will cite their own activity address code when initiating requisitions for support of these activities. (DOD activity address codes will not be established for nonappropriated fund activities.)

3-43. Requisitions for providing new equipment

Requisitions for items in support of new equipment or major increases to existing equipment will be submitted according to this regulation and AR 700-142 .

3-44. Requisitions for major, controlled, and regulated items

a. Requisitions for major, controlled, or regulated items will be prepared in accordance with paragraph E-1 , E-2 , or E-3 . They will be sent through proper channels to the supplier.

b. A type of requirement code (TRC) will be shown in rp 55-56 of all major item requisitions. It identifies the requirement that applies to the requisition. This code is essential for the major item requisition validation required by AR 700-120. TRCs are in paragraph C-12 ( table C-23 ).

c. Exception data are not required on requisitions for major, controlled, or regulated items as follows:

(1) The requisitioner identifies, by DODAAC in rp 30-35 or UIC in rp 45-50 of the MILSTRIP document number, the ultimate using unit or activity. This allows the supplier to validate the requirement and determine shipment priorities.

(2) The authorization document (such as TOE and TDA) contains the name and Line Item Number (LIN) to identify an ancillary equipment to a major system.

d. Exception data are required as follows:

(1) Requirement in c above cannot be complied with.

(2) The requisitioner (USER) has special requirements, such as preservation and packaging, ship to address not listed in the DOD address directory, and winterization.

(3) For all tracked combat vehicles that are requisitioned, whether initial issue or replacement. This information is necessary because electronic or communication equipment differs from vehicle to vehicle within an organization. Over-aged high mileage vehicle serial number must be provided for replacement issue.

3-45. Requisitions for nonconsumable item materiel support code (NIMSC) 5 Items

NIMSC 5 items are Procurement Appropriation Army (PAA) secondary items identified on the Automatic Return Item List (ARIL) with Automatic Return item code (ARI) codes "N" and "M". Requisitioners are not required to do any special processing for these items. Requisitions for this materiel will be sent to the proper Army inventory control point (ICP). Any special processing of these requisitions will be done at the wholesale level. Special instructions for automatic return of these items are in chapter 7 .

3-46. Requisitions for printing equipment

Requisitions for printing equipment controlled by the Joint Committee on Printing (JCP) will cite TOE or TDA authorization. Those for replacements will also cite the serial number of the item being replaced.

3-47. Requisitions for wood products

NSN items in FSCs 5510 , 5520 , and 5530 requiring specification data (i.e., species and grade) will be requisitioned using exception data (DIC A05 or A0E).

3-48. Not mission capable supply (NMCS) and anticipated not mission capable supply (ANMCS) requisitions

a. Not mission capable supply systems and equipment are not capable of performing any of their assigned missions because of maintenance work stoppage due to a supply shortage. NMCS exists when the parts are needed for immediate installation on or repair of primary weapons and equipment under the conditions below:

(1) Equipment is deadlined for parts.

(2) Aircraft is out of commission for parts.

(3) Engine is out of commission for parts, etc.

b. Expedited Handling Signal 999.

(1) Priority Designators 01 through 03 requisitions for items causing mission-essential systems and equipment to be NMCS will be prepared to contain Code 999 in rp 62-64 in lieu of the required delivery date. Code 999 will provide identification of documents related to critical items and requiring expedited handling. When entered into requisitions, Code 999 will be perpetuated on materiel release orders and DD Forms 1348-1 . This procedure applies only to materiel being shipped to U.S. Forces overseas and to Forces alerted for deployment within 30 days of the date of the requisition for materiel involved.

(2) Code 999 will be used to identify the need for expedited handling only when the conditions specified below are met. (The commanding officer of the requisitioning activity will either personally review, or delegate in writing to specific personnel the authority to review all requisitions identified for expedited handling to certify compliance with prescribed criteria.)

(a) The requisitioning unit must possess Force/Activity Designator I, II, or III and

(b) The items or equipment required are causing mission-essential systems or equipment to be incapable of performing any of their assigned missions (NMCS) or

(c) The items or equipment required have been identified during maintenance or testing as necessary to prevent mission-essential systems or equipment from being unable to perform assigned operational missions or tasks within 5 days of the date of the requisition.

(3) Code 999 will also be used to identify items or equipment designated by the Commanding Officer or designated representative as critically needed to perform the mission of the overseas unit/unit alerted for overseas deployment.

c. Expedited handling signal 999 does not apply to foreign military sales and MAP Grant Aid requisitions.

d. For NMCS conditions other than 999, the following procedures will apply:

(1) Priority designator must be 01 through 08.

(2) Enter code N in rp 62 of requisitions applicable to NMCS conditions originating at activities where forces in CONUS are not alerted for deployment.

(3) Entries in rp 63-64 may indicate short RDDs expressed in number of days from the requisition dates.

(4) These documents will be processed in accordance with Priority Designator in rp 60-61.

e. Anticipated not mission capable supply (ANMCS) is a condition identified by the commander, or his or her designated representative which is anticipated to occur within 15 days in the CONUS or 20 days OCONUS that will result in equipment becoming deadlined for parts, engines going out of commission for parts, aircraft going out of commission for parts, ships' capability being impaired for parts, etc. Prepare requisitions for materiel to prevent degradation of the mission capability of such systems/equipment as follows:

(1) The PD must be 01 through 08.

(2) Enter Code E in rp 62 of requisitions applicable to ANMCS conditions.

(3) Entries in rp 63-64 may indicate short RDDs expressed in number of days from the requisition dates.

(4) These documents will be processed in accordance with Priority Designator in rp 60-61.

f. NMCS and ANMCS requisitions will be submitted only for materiel in the quantities needed to return the mission-essential system or equipment to mission capable/operationally ready status. They will also be submitted when the items are not available in ready-for-issue condition at the supporting post, camp, station, or overseas theater. NMCS/ANMCS shipments will use overnight/next day delivery service whenever possible.

g. Commanders will approve, or delegate in writing to specific personnel the authority to approve, all NMCS/ANMCS requisitions in writing and submit the requisitions by the most expeditious means. NMCS/ANMCS requisitions will be submitted only for parts required for installation on or repair of essential systems and equipment, without which the Commander, or his designated representative, is unable to perform assigned military operations/missions.

3-48.1. Expedited transportation in requisitioning "777" designator

Army requisitioners will use expedited transportation signal "777" in IPG I (PD 01-03) or IPG II (PD 04-08) requisitions only to support operational reconstitution's, (See FM 100-16 for explanation of operational reconstitution.) Requisitions identified by PDs 01-08 without "777", or a valid RDD/RAD entry (i.e., 999, 555, N or E in rp 62, or RDD within the SDD for the IPG), or JCS project code entered in rp 57-59, will be processed by depots and transported to meet the order-ship-time objectives for IPG III (PDs 09-15) requisitions indicated in table 2-1 , 2-2 , or 2-7 for DSS/ALOC shipments, as applicable. (Note: Presence or absence of the "777" designator will not affect wholesale level supply source materiel allocation or processing timeframes.)

3-49. Requisitioning DOD excess personal property from disposal

a. The DRMS maintains the Integrated Disposal Management System (IDMS). This system is a standardized and centralized control and accounting system for all excess and surplus personal property located in the DRMOs that provides visibility of such property through a variety of utilization screening procedures ( DOD 4160.21-M ).

b. DOD activities and, under certain circumstances, authorized Federal Civil Agencies are authorized to requisition excess personal property through the Defense Reutilization and Marketing Service (DRMS) or directly from a Defense Reutilization and Marketing Office (DRMO). Activities will request, through an accountable supply officer, only that property which is authorized by parent headquarters or command and will not request quantities of property which exceed authorized retention quantities. Serial numbers will be assigned per paragraph 3-13c(3) . All requisitions for small arms will be submitted under provisions of paragraph 3-50 .

c. Requisitions from DOD activities for excess personal property will normally be routed via AUTODIN through the Defense Automatic Addressing System (DAAS) (see para 14-17 ) to the DRMS for processing.

(1) Requisitions submitted to DRMS will be in the format specified in paragraph E-1 ( table E-1 ), the DRMS RIC (S9D) in rp 4-6, alpha code J, K, L, R, or S, in rp 40 ( para C-5a(5) ) ( table C-14 ) or normal serial number as applicable; signal code D or M in rp 51 to denote free issue; advice code 2J (fill or kill) in rp 65-66 or blank; and the proper supply condition code (A, B, C, D, E, or F) in rp 71 (see para 3-49a(7) below). For non-stock numbered items, use DIC A0D or A04.

(2) If rp 65-66 is blank and requested materiel is not available, DRMS will place the requisition on the requisition retention file for a 60 day period to await assets, and furnish supply status code B1. If all of the requested materiel does not become available during the 60 day retention period, the remaining unfilled quantity will be canceled using status D1.

(3) For a specific item, the requisition will contain the disposal turn-in document (DTID) number or excess report number in rp 67-80 (DTID suffix, if applicable, in rp 21).

(4) DRMS will select the requested item for issue or provide proper supply status if not available.

(5) Requisitioner request for modification, follow-up, or single line cancellations will be submitted in accordance with paragraphs 3-11 , 3-72 , and 3-80 , respectively. Requests for mass cancellation will not be submitted.

(6) DRMS/DRMO processing of requisitions submitted in accordance with this paragraph will be accomplished as described in paragraphs 8-17 and 8-18 .

(7) Cdr, AMC (AMCSM-MSM) will furnish DRMS the Federal condition codes that are acceptable in relation to the supply condition code being requisitioned (supply condition codes A, B, C, D, E, and F).

(8) Activities or units unable to submit requisitions through AUTODIN may forward them directly to DRMS by mail or by narrative message; however, it should be understood that this is not the standard procedure and should be discontinued as soon as the ability to use AUTODIN is realized.

d. Requisitions may also be handcarried to the DRMO for local issue of materiel. These requisitions will be prepared on a DD Form 1348-1 ; or DD Form 1348-1A ( para B-4b . DRMO processing of these requisitions will be performed as stated in paragraph 8-18 .

e. Packing, crating, and handling costs on all shipments from disposal will be borne by the host installation of the shipping DRMO on a nonreimbursable basis. All transportation charges will be borne by DRMS (per DOD-R 4100.37).

3-50. Requisitioning conventional small arms from disposal

a. Small arms ( AR 190-11 ) include —

(1) Operated weapons that are portable and handguns.

(2) Shoulder fired weapons.

(3) Light automatic weapons up to and including .50 caliber machineguns.

(4) Recoilless rifles up to and including 106mm.

(5) Mortars up to and including 81 mm.

(6) Rocket launchers, man-portable.

(7) Grenade launchers, rifle- and shoulder-fired.

(8) Individual-operated weapons that are —

(a) Portable and can be fired without special mounts or firing devices.

(b) Potential use in terrorist or in civil disturbance activities.

(c) Vulnerable to theft.

(9) All weapons meeting the criteria in ( 8 ) above regardless of origin. This includes foreign, commercial, confiscated, and NAF weapons as well as museum pieces, regardless of whether the weapons have an NSN.

b. Small arms generally are in one of the following FSCs: 1005 , 1010 , 1015 , 1025 , 1040 , 1055 , 1090 , and 1095 . However, this list is not all-inclusive. Any weapon meeting the general guidelines of a small arms weapon will be treated accordingly, regardless of the FSC.

c. Accountable activities (AAs) will send all requisitions for small arms to the inventory manager (IM). They must include the following exception data: Disposal Turn-In Document (DTID) Number or Excess Report Number, and Packaging, Crating, and Handling, and Transportation (PCHT) citations. Requisitions received directly by the DRMS or the DRMO will be rejected. Requisitions approved by the IM will be mailed to DRMS, ATTN: DRMS-U, Battle Creek, MI 49017-3092.

3-51. Source of supply for Armed Forces Radio and Television Service supplies (AFRTS)

Requisitions for AFRTS nonstandard specialized supplies will be sent to RIC BS7, Sacramento Army Depot, CA 95813-5019.

3-52. Sources of supply for air and rail transportation-type supplies

a. To equitably distribute available assets according to priorities in this regulation, ATCOM will supply all manned aircraft by administrative action. Commanders will not prepare and submit requisitions for manned aircraft. Recipients will be provided advance information on types, quantities, and expected dates of availability as soon as possible. Manned aircraft lost through accident will be replaced by ATCOM based on information submitted by operating units.

b. Supply sources for air items other than manned aircraft follow:

(1) Trainers and flight simulators-through channels to the Cdr, AMC, Alexandria, VA 22333-0001.

(2) Aircraft and drones-to the Cdr, AVSCOM, 4300 Goodfellow Boulevard, St. Louis, MO 63120-1798.

(3) Regulated secondary items-to the Cdr, ATCOM.

(4) Nonregulated secondary items in excess of authorized allowances-through channels to the Cdr, ATCOM.

(5) Nonregulated secondary items not in excess of authorized allowances (requisitions originating in CONUS and overseas)-to the Cdr, ATCOM. For electrically transmitted requisitions, RIC B17 will be used. Mailed requisitions will be addressed to 4300 Goodfellow Boulevard, St. Louis, MO 63120-1798.

c. Rail repair parts will be requisitioned in accordance with AR 700-53.

3-53. Preparation of Pre-position War Reserve Materiel Stock (PWRMS) requisitions

a. Requisitions for initial fill PWRMS consumable items will contain demand code 0 in rp 44 ( para C-7a ) ( table C-17 ) and project code 3AA in rp 57-59 ( para C-13 ) ( table C-27 ). They may be submitted as funded or unfunded. DOD activities will not submit unfunded requisitions to the GSA.

b. Funded requisitions for PWRMS will contain signal code other than D or M in rp 51 ( para C-9 ) ( table C-19 ) and the proper fund code in rp 52-53. Normally, funded requisitions for PWRMS requirements will contain only IPDs 11-15, as appropriate. As an exception, PDs 01-03 may be used when an overriding operational situation justifies prompt supply support.

c. PWRMS, maritime pre-positioned ships (MPS), and other requirements requisitions for DPSC-medical materiel where newest materiel is required, with no less than 75 percent of shelf life remaining, will contain appropriate advice code, 3C through 3J, in rp 65-66 ( table C-29 ). Activities using these advice codes when submitting requisitions for DPSC-medical materiel must receive approval prior to using these codes. Procedures for requesting and approving use of these codes are as follows:

(1) Activities will submit their requests to use these advice codes to USAMMA using internal guidance. Address is U.S. Army Medical Materiel Agency, ATTN: SGMMA-RSL, Frederick, MD 21701-5001.

(2) USAMMA will submit all approved requests to the DPSC with DODAAC of the approved activity and justification for use of the codes.

(3) The DPSC will provide approval or disapproval to USAMMA with an effective date for submission of requisitions.

3-54. Preparation of requisitions by units subject to deployment

a. All units subject to deployment, mobilization, or restationing will submit requisitions containing signal code A, C, or D only. This directs materiel to rp 30-35 of the requisition.

b. Unit requisitions with signal codes other than A, C, or D will be reviewed for possible cancellation and requisitioning using signal code A, C, or D. This action is important for materiel that is needed at restationing locations.

3-55. Preparation of Government-furnished materiel (GFM) requisitions

See chapter 16 for instructions.

3-56. Submitting Aviation Intensive Management Item (AIMI) requisitions

AIMI procedures apply to CONUS and OCONUS during peacetime as well as wartime. Requisitions for AIMI will be prepared as follows in accordance with AIMI Program requirements of AR 710-1 .

a. Authorized requisitioners (identified in the AIMI Supply Letter) may requisition up to negotiated levels for AIMI items previously approved at negotiation conferences. The serviceable on hand and due in from local repair and from the MSC must be considered when requisitioning monthly requirements.

b. These requisitions may be transceived (preferred method) in message format, or telephoned to the appropriate major subordinate command. When message format is used, the Director, LOGSA (AMXLS-RS) will be an information addressee. When requisitions are telephoned, LOGSA should be informed.

c. Requisitions for AIMI must be submitted 30 days in advance of the RDD for CONUS, and 45 days in advance of the RDD for OCONUS.

d. Requisitioner will enter in rp 57-59 the project code as listed in AIMI Supply Letter or as directed. Activities experiencing an actual NMCS situation should also enter "N" or "9" in rp 62.

e. All quantities shipped to satisfy NMCS requirements will be charged against negotiated levels. NMCS requisitions may be submitted only when the absence or failure of a repair part precludes the aircraft from performing its primary mission.

f. Anticipated NMCS requisitions for items nearing scheduled overhaul will not be submitted. They must be forecasted and included in the MACOM projection for the negotiation period.

g. Requisitions submitted by units other than the authorized requisitioners must contain the DODAAC of an unauthorized requisitioner in the supplementary address field.

h. Requisitions for newly negotiated items will be submitted as soon as possible. Requisitions will reflect the first day of the month of consumption in the RDD, rp 62-64 (e.g., 001 for Jan; 032 for Feb, etc.). This enables the MSCs to determine the correct month for which the requisition has been submitted.

3-57. Preparation of requisitions for Issue of Service-owned, single manager for conventional ammunition (SMCA) managed items below established stock reservation levels

Service owners of SMCA managed items may grant authority to the SMCA ICP to issue assets below all established stock reservation levels. This authority will be conveyed to the SMCA ICP on-line by the Service owners with advice code 2S entered in rp 65-66 of the requisition or referral order.

3-58. Simulated exercise requisitions

All Army generated simulated exercise requisitions not to be processed by the wholesale level will contain fund code QT (quebec-tango) in rp 52-53 and a DA project code assigned for that exercise in rp 57-59. All DIC A0_, AM_, and AT_ transactions with fund code QT will be rejected by DAAS and a narrative message to the requisitioner will indicate the reason for rejection (exercise requisition) in accordance with paragraph 14-13a , this regulation. It should be noted that AMC 'EXCAP' transactions currently use the 'U' series DICs and fund code QT will not be used for those transactions.

3-59. Special GSA procedures on nonavailable items

a. A requisition submitted to GSA with advice code 2A (item not available locally) will be processed regardless of possible excessive transportation costs.

b. A requisition submitted to GSA without advice code 2A for an item valued at $25 or less will be cancelled (with status code CW), if at time of shipment transportation costs in excess of 50 percent of the item value would be incurred in shipping the order. GSA will notify the ordering activity when this condition exists, and the requisitioner should attempt to procure the item locally. If local procurement cannot be effected, a new requisition should be submitted with advice code 2A. In response, GSA will supply the item regardless of transportation costs.

c. Military Assistance Program (MAP) Grant Aid and Foreign Military Sales (FMS) requisitions under these procedures will not be returned for local procurement.

3-60. Total package fielding (TPF) requisitions

TPF guidance and procedures are contained in AR 700-142 and DA Pam 700-142 , respectively. Transaction formats for applicable DICs unique to TPF (DICs BAY, B8S, BAZ) are contained in appendix E and corresponding tables. Special DAAS processing instructions are contained in chapter 14 .

3-61. Preparation of subsistence requisitions

All subsistence requisitions will contain a specific RDD (day of year format) in rp 62-64. These requisitions will be submitted in accordance with schedule established by the ICP.

Section V
Methods of Submission

3-62. General

These procedures provide for manual and mechanical processing, the media of communication, and follow-on transactions or documentation. To ensure prompt processing, the communication will be consistent with the instructions for use of the media and status (M&S) code ( para C-3 ) (tables C-6 , C-11 , and C-12 ).

3-63. Media and transmission of requisitions

Normal order of preference follows:

a. Data pattern message electrically transmitted for all priority 01-15 documents. This is the fastest, most reliable method. It provides for receipt in a transaction image suitable for machine processing (AUTODIN).

b. Formatted teletype messages electrically transmitted by Mode V teletype terminals for all priority 01-15 documents. This method allows the sender to transmit MILSTRIP formatted documents by teletype. When it is received by the addressee, it will be in data pattern message format. This method is limited to 66 characters per line (rp 1-66) unless the teletype terminal has been changed to accept 80 characters. Applicable documents are DIC A0_, AF_ (to include AFC), AT_, AC_, AK_, AM_, AP9, AS3, ASZ.

c. Electrically transmitted narrative message PD 01-08 documents only. Narrative messages should be used as an exception. It will be used only as a means for electrical submission of MILSTRIP documents in prescribed formats.

d. Telephone, only under the conditions specified in paragraph 3-9a . Telephone is not desirable. It should be used only as an exception. Telephone transactions will not be confirmed by submitting documents by other media.

e. Other media for PD 09-15 documents. Use airmail, regular mail, or courier. The document used may be a interpreted DD Form 1348M , DD Form 1348-1 for MRO actions, or manually prepared DD Form 1348 or DD Form 1348-6 . Mechanically prepared and interpreted documents should be used as much as possible. Requisitions and related correspondence to and from oversea requisitioners for delivery through postal channels will be airmailed.

f. Requisitions with DIC A0E or A05. Send by methods other than data pattern message format. When they are mailed, conspicuously mark the envelopes "MILSTRIP EXCEPTION DATA REQUISITION."

Section VI
Status

3-64. General

A supply status is a notice of a supply decision made by a supplier. It advises the requisitioner and designated activities of action taken or to be taken on certain requisitions. The four stages are —

a. Exception supply status.

b. One hundred percent supply status.

c. Exception supply status plus shipment status.

d. One hundred percent supply status plus shipment status.

3-65. Exception status

This results from any of the supply decisions below made by a supplier. It will, based on the M&S code, generate a supply status transaction to the requisitioner.

a. Substitution of an authorized stock number or change of unit of issue or quantity.

b. Establishment of a back order when materiel cannot be delivered by the SDD or RDD.

c. Procurement of material for direct shipment from vendor to customer.

d. Partial supply on a requisitioned quantity. Shipment status will be furnished for partial issues when shown by the M&S code.

e. Requisition rejected (returned without action) for a specific reason.

f. Acknowledgement of cancellation.

g. Circumstances showing that the materiel may not be delivered to the customer within the time-frame of the assigned priority or the RDD/RDP (conventional ammunition only).

h. Referral and passing actions.

3-66. One hundred percent supply status

This is the notice of immediate availability and intent to ship, or any of the supply decisions or combinations.

3-67. Rejection status

This is used by supply sources to advise all status eligible recipients (rp 30-35, 45-50, and 54) of rejected requisitions. This status is given to all, regardless of the M&S code, except when the M&S code is 8. When the M&S code is 8, rejection status will be given only to the activity in rp 54.

3-68. Supply source, direct delivery notice

DICs AB1, AB2, AB3, and AB8 will notify eligible status recipients that materiel will be supplied by direct vendor delivery from procurement. AB_ documents will be provided to consignee. This notice provides a cross reference between the requisition number and the procurement instrument identification number (PIIN). See paragraph E-11 and table E-11 for direct delivery notice format.

3-69. Shipment status

Shipment status informs recipient of actual shipping dates (i.e., date materiel released to carrier). It also provides for interface with transportation and for shipment tracing by consignees, as provided in MILSTAMP. Follow-up to the supply source once shipment status is received will result in receipt of the same shipment status.

3-70. Media and transmission of status

a. Status will be sent to the activities shown by the M&S code (rp 7) and rp 54. The proper M&S code ( para C-3 ) (tables C-6 , 11 , 12 ) in rp 7 reflects what status is required; it also shows whether status is to be given to the requisitioner (rp 30-35), the supplementary address (rp 45-50), the rp 54 activity only, or no status required. Status for requisitions assigned PDs 01-08 will be sent by the fastest means available (e.g., transceiver, teletype message, telephone, airmail). Status for requisitions assigned PDs 09-15 will be by mail, courier, or electrical transmission (transceiver).

b. DAAS will provide information based on the media and status codes A, G, H, J, P, or Q by means of GSA Form 10050, Supply/Shipment Status. (GSA Form 10050 is also referred to as GSA Mailer in this regulation.)

3-71. Use of supply status

a. Requisitioners will use supply status to update their requisition suspense files and financial records to show the latest status on each item. The latest status information will always be considered before determining the need for follow-up and where to send it.

b. Requisitioners that require an additional supply status of any type beyond that prescribed by the M&S codes will reproduce and distribute it.

c. On receipt of a rejected requirement, requisitioners will analyze the reason (status code and remarks) for rejection. If the item is still required, a new requisition will be prepared citing a new document number with a current Julian date. Before sending, ensure that the reason for the rejection has been corrected, to preclude a second rejection.

d. Supply status (DIC AE_ with status code BF sent in response to cancellation requests (DIC AC_ or AK_) will prevent further processing of requisition related documents with the same document number. When BF status has been provided in response to a cancellation request, it will also be provided in response to all other documents (e.g., AF_, AT_, AO_, AM_) received within the next 6 months that contain the same document number. No other processing will be done by supply sources.

e. When supply status (DIC AE_) with status code BF has been given in response to an AF_ follow-up document and no cancellation request has been received by the supply source, documents received with the same number (e.g., A0_, AT_, AM_) will be processed as a new requisition.

f. Requisitioners who receive status documents with no date in rp 70 through 73 will assume the materiel will be received within the prescribed time frame or by the RDD/RDP (conventional ammunition).

g. When only the distribution code activity (rp 54) receives status, that activity will ensure that proper status is given to other activities requiring status.

Section VII
Followups on Requisitions

3-72. General (Rescinded)

a. Followups should be submitted by the requisitioner, supplementary address, or the control activity denoted in rp 54 based on a need for information. Before preparing a follow-up, the initiating activity will ensure that supply status has not been received, or that status received is either insufficient or outdated.

b. Followup inquiries (five types) should be submitted as follows:

(1) DIC AF series when supply status has been received and the current status is desired. See paragraph E-19 (tables E-19 and E-20 ).

(2) DIC AT series when positive supply status has not been received. See paragraph E-19 (tables E-19 and E-20). These will be processed as requisitions when the supplier has no record of the original requisition. The follow-up must be sent to the same supply source as that of the requisition. When following up to DRMS, use DIC ATE citing the DRMS excess report number in the remarks section.

(3) DIC AK series to show nonreceipt of reply to prior cancellation request. See paragraphs E-22 ( table E-24 ) and E-23 ( table E-25 ).

(4) DIC AFC request to improve estimated shipping dates (ESDs) in prior supply status documents should be sent electronically using an 80-rp document. These will be prepared only for transactions that apply to PDs 01-08. Also, they will be sent only after receipt of supply status that shows ESDs not in line with materiel usage or need dates.

(5) DIC AFY follow-up will be submitted to obtain the DODAAC of the initial transportation shipping activity for tracing shipments under MILSTAMP. See paragraph E-19c (table E-20).

c. Requisitioners will ensure that —

(1) Proper requisition status and due-in records are maintained.

(2) Supply status and data are promptly posted to preclude needless follow-ups and to provide a history of supply action.

d. When status code CA ( para C-15 ( table C-31 )) has been received in response to a follow-up request and there is no record of having received it and the reasons for rejection cannot be located, authorized status recipients may ask the supply source for the reasons (i.e., via mail, message, or telephone).

3-73. Request for supply assistance

a. Any of the command echelons of the requisitioner may request supply assistance on PDs 01-08 requisitions. Requests should not be generated until supply status indicating open status has been received. Supply assistance includes items such as —

(1) Status of requisitions.

(2) Timely support of requirements.

(3) Items that can be substituted and interchanged.

(4) Release or cancellation of back ordered requisitions.

(5) Diversion of materiel shipment.

b. A request for assistance may be by message, electronic mail (computer-DDN), letter, or telephone to the proper supply source. The first line in the body of narrative message will begin with "Supply Assistance Request" ( para D-1d ) ( fig. D-4 ). Telephone requests will not exceed seven lines or document numbers. Supply sources are the only activities that may send requests for supply assistance or follow-ups to storage activities (SAs). Suppliers that receive requests for supply assistance from authorized activities may decline. Replies to these requests will include an information copy to all addresses in the incoming request (para D-1d) (table D-4).

3-74. Followup instructions

a. Followups for PD 01-08 demands will not be sent until at least 3 days after the date of the requisition or transaction date of the latest supply status when it contains other than advice of delay and an extended ESD. This does not apply to follow-ups requesting improvements in ESDs. Follow-ups for PD 09-15 demands will not be sent until 7 days after date of transaction or latest receipt of status and materiel has not been received. Follow-ups sent under these criteria will be only after activities ensure that —

(1) Status information has been requested under the provisions of the M&S code.

(2) Status data are not on hand to show a delay in receipt of materiel beyond the SDD or RDD/RDP (conventional ammunition only). (Does not apply to follow-ups requesting improvement in EDSs); or

(3) The UMMIPS order and shipping time standards for receipt of materiel have elapsed.

(4) Before sending follow-ups, 48 hours must have elapsed since —

(a) The RDD/RDP (conventional ammunition only) on the requisition or the SDD, or

(b) The time frame for receipt of status.

b. Followups will be sent to the supply source to which the requisition was submitted. When a supply status has been received showing that another activity will process the demand, send the follow-up to that activity (i.e., last known supply source).

(1) The last known supply source is the last known distribution point that has the demand for the materiel. Storage sites, direct support points, posts, camps, stations, bases, and equivalent are not last known supply sources for follow-up purposes, even though stock may be accounted for and stored at these activities.

(2) The activity within an oversea theater to which follow-up will be sent will be as prescribed by the proper oversea commander.

c. Requisition activities may send follow-ups for dues-in. However, they must meet the age criterion for which validation request transactions were not furnished by the supply source.

d. DIC AT_ follow-ups, on requisitions that contain exception data, will include that data. These follow-ups will be sent by mail, using the fastest postal method. Message follow-ups (AT_) on a requisition with exception data will be prepared as shown in paragraph 3-77 and para D-1e ( fig. D-5 ). DIC AF_ follow-ups on A0E/A05 requisitions will not include the exception data. Message follow-ups (AF_) will only be used when the criteria in paragraph 3-7a applies.

e. DIC AFY follow-up inquiries will be submitted to the supply source when initial shipment tracing action results in a negative response due to the inability to determine the initial (origin) transportation shipping activity and shipment cannot be traced using the information in the AS document. See f above and E-19c ( table E-20 ).

f. When the shipment cannot be located or traced using information in the initial AS_ shipment status, a DIC AFY follow-up transaction will be submitted to the supply source to request the DODAAC of the initial (origin) transportation shipping activity (para E-19c (table E-20)). Upon receipt of the DIC ASY response from the supply source, the requesting activity will furnish this DODAAC information to the local transportation officer for shipment tracing under MILSTAMP.

3-75. Shipment tracing

a. When shipment status has not been requested and materiel has not been received in normal transit time, follow-up (DICs AF1, 2, or 3) will be sent.

b. When shipment status has been received, follow-ups (DICs AF1, 2, 3, AT_, and AFC) will not be sent. This will cause another shipment status document to be sent with the same data.

c. If materiel has not been received and the date of shipment on the shipment status documents shows that normal transit time has expired, prepare a request for shipment tracing as follows:

(1) For LOGAIR, QUICKTRANS, surface, and air export shipments within the Defense Transportation System (DTS) .DOD regulation 4500.32-R, MILSTAMP, contains the procedures, formats, and address data needed by a consignee to trace a shipment in the DTS. Requests should be turned over to the local transportation officer for tracing in accordance with MILSTAMP.

(2) For all air and surface domestic freight shipments by GBL/CBL shipped direct with a final destination at a CONUS activity. These shipments can be identified by an alpha "B" in rp 68 of shipment status documents. Shipment tracing will be initiated by the consignee in accordance with AR 55-355, chapter 39. Required data may be obtained from the advance copy of the GBL. The GBL number is contained in rp 69-76 of the MILSTRIP shipment status document.

(3) For all surface shipments transshipped through a CONUS Enhanced DLA Distribution Systems (EDDS) CCP for delivery to a final destination at a CONUS activity . These shipments will show a 5___ series CONUS EDDS CCP code in rp 78-80 of AS_ shipment status transactions. The in-the-clear names and addresses of CCP and CONUS EDDS CCP codes are listed in MILSTAMP (DOD 4500.32-R, Vol I), appendix F , paragraph 8. Shipment tracing will be initiated by the consignee, who must provide the shipment unit TCN to the tracing activity. (EDDS CCP activity listed in MILSTAMP).

(4) For all small package carrier shipments to CONUS or OCONUS destinations . These shipments can be identified by the entry of the consignor's DODAAC, the Standard Carrier Alpha Code (SCAC) of the carrier issuing the tariff, and the last seven positions of the tariff number (such as the carrier's shipment unit identification number, or other document number) in rp 60-76 of the shipment status transaction. Shipment tracing will be initiated by the consignee by notification to the consignor under AR 55-355, chapter 39.

(5) For registered, insured, and certified mail/parcel post shipments to CONUS and overseas activities . These shipments are identified by an alpha 'R', 'I', or 'C', respectively, in rp 68 of shipment status documents. Requests for shipment tracing (DIC AFT) will be submitted by the consignee to the supply source in the format prescribed in paragraph E-20 , table E-21 . DIC AFT shipment tracer requests should be submitted no earlier than 10 days and no later than 60 days (90 days for medical requirements) after the date of shipment indicated in the shipment status document. An additional AFT will be sent after 15 days if no reply is received. DIC AFT tracer actions received by the consignor more than 60 days after date of shipment may result in negative response due to retirement or destruction of records on completed transactions. See paragraph 4-64 for processing action by the supply source.

(6) DIC AFT documents received on other than registered, insured, and certified mail/parcel post . These documents should be disregarded/discarded by supply sources as the MILSTRIP tracing procedures do not apply.

(7) Transshipment code . Although the mode code in rp 77 of the shipment status document indicates parcel post, if a transshipment code is present in rp 78-80, tracer action will be initiated in accordance with paragraph 3-75c(1) above.

3-76. Media and transmission of follow-up

Requisition follow-up requests will be transmitted according to the assigned PD. Normally, PDs 09-15 will be by mail, courier, or electrical transmission (transceiver). Transceivers are the preferred method and will be used when possible. PDs 01-08 will be sent by the fastest medium available (e.g., transceiver, teletype message, telephone, special delivery postal service).

3-77. Preparation of follow-up documents

a. Activities preparing follow-ups will use DD Form 1348 (manual) or DD Form 1348M (mechanical).

b. Followups on exception data requisitions may be an administrative message (DIC ATE/AT5) or formatted teletype message (DIC AF1) when time is short. Follow-up by this means will be held to a minimum. DIC AF follow-ups on exception data requisitions will not include the exception data.

c. Administrative messages are prepared as follows (see also para D-1e ( fig D-5 )):

(1) They will not exceed seven follow-ups or the contents of a single page, whichever is greater. All follow-ups listed must be for the same elements within the recipient processing point (i.e., the RIC must be identical on all follow-ups).

(2) Enter as the first line of the message the words, "MILSTRIP FOLLOWUPS (EXCEPTION)." Follow-ups will be numbered, beginning with 1, followed by the first 66 rp of the data. Slashes will be used between the 18 fields of data as shown in para D-1e (fig D-5). The follow-up will repeat the original requisition data, except those elements amended by status data.

d. Formatted messages (to be used only for AF1 follow-ups) are prepared as described in paragraph 3-8 .

3-78. Processing follow-up replies

Upon receipt of supply status (DIC AE_) with status code BF, the requisitioner will not submit a follow-up (DIC AT_/AF_). Status code BF means that the supplier will not take any future action.

Section VIII
Cancellation of Requisitions

3-79. General

The requisitioner (using DIC AC1), the supplementary address (using DIC AC2), or the activity denoted in rp 54-Service or agency headquarters or authorized command element (using DIC AC3), may cancel requisitions. If other than the requisitioner cancels a requisition, that activity will advise the requisitioner and other interested activities. Cancellation requests can be initiated as single line transactions ( para E-12 ( table E-12 )) or by narrative message ( para D-1c ( fig D-3 )) that contains one or more cancellation transactions.

3-80. Requests for cancellation

a. Some reasons for mass or universal cancellations are base closures, termination of special projects, ship and unit inactivation's, termination of agreements, and termination of vessel outfitting or construction. When service or agency headquarters know that a total project or requirement for a single base is no longer needed, they may request mass or universal cancellations. Such requests will be submitted in accordance with paragraph 4-71 .

b. Cancellation requests represent a discontinued need for materiel; however, funds will not be deobligated and individual due-in records will not be changed until status has been received confirming the cancellation. Single line cancellation requests will be prepared according to paragraph E-12 (table E-12) and processed according to paragraph 4-64 . Requests will be sent to the last known source holding the requisitions.

c. Single line item cancellation requests will not be sent under the conditions below:

(1) When a CONUS activity has received notice that shipment (such as DIC AS_, DD 250) has been made from a contractors facility or a depot.

(2) When an oversea activity has received shipment status and —

(a) The line item value of the cancellation is less than $200.

(b) The materiel has been shipped by airmail or parcel post.

(c) The materiel was shipped more than 10 days by air to aerial port of embarkation (APOE) and 45 days by surface to water port of embarkation (WPOE).

d. Single line item cancellation requests will normally be sent for conditions not excluded by c above, regardless of dollar value or status received.

e. Requests to cancel requisitions for which status code BV has been received may result in transportation charges and contract termination costs if the supplier cannot cancel or divert shipment. (See para 4-65 .)

f. The responsibility for using or disposing of materiel that could not be canceled or diverted is that of the consignee, command, or service headquarters.

g. Requests to reinstate previously canceled or rejected requisitions will not be made.

h. Status reply to cancellation requests will be furnished to the activity shown by the third digit of the DIC and the activity in rp 54, when appropriate.

i. A requisition will not be canceled until the requester receives a confirmation. However, cancellation will be valid when —

(1) Cancellation acknowledgement or other status has not been received, and

(2) The item is not on the back order validation following the cancellation request.

j. Credit allowances for items that are canceled or diverted or frustrated are shown in paragraph 4-67 .

3-81. Receipt of notice of delayed items

When requisitioners receive supply statuses showing shipment-delayed items, back ordered by the supplier (status codes BB, BC, BD, BV, or BZ), they will —

a. Review their requirements to determine if they still exist.

b. Prepare single line item cancellation requests when appropriate.

3-82. Preparation of cancellation documents

a. Single line item cancellations will be prepared, other than cyclic, in accordance with paragraph E-12 ( table E-12 ), using DD Form 1348 or 1348M . Cancellation will be sent to the same points and under the same criteria as for follow-ups. Single line cancellations on exception data requisitions will not include the exception data.

b. Mass or universal cancellations will be processed in accordance with paragraphs 4-71 and 4-72 .

c. Follow-ups DIC AK_ may be sent 10 days after the original AC_ cancellation request if no acknowledgement of receipt of the DIC AC_ is received. If status is not received within 10 succeeding days, another DIC AK_ follow-up may be sent. If status is received acknowledging receipt of DIC AC_ or DIC AK_ documents, no further follow-up may be sent until 30 days after receipt of the last status.

3-83. Processing replies to cancellation requests

a. On receipt of supply status (DIC AE_) with status code BF, showing no record of the original requisition from the supply source, the receiving activity will —

(1) Deobligate funds, if applicable.

(2) Close the document record.

b. If the supply source records show that status code BF has been previously furnished, then that code will be status code BQ confirming cancellation.

Section IX
Validation of Requisitions-Materiel Obligation Validation (MOV) Procedure

3-84. General

a. This section prescribes policies and procedures for —

(1) The user to validate the continuing need for overage requisitioned requirements.

(2) Reconciliation of supply source back order records with the due-in records of requisitioners. (A supply source is any DOD component or GSA activity that keeps backorder records.)

b. The purpose, therefore, is twofold: (1) validation of need and (2) reconciliation of records. For ease of reference, these two functions will hereinafter be called materiel obligation validation (MOV).

c. Materiel obligation is the unfilled portion of a requisition (for a stocked or nonstocked item, NSN or non-NSN item) that is not promptly available for issue. It is recorded on backorder as a commitment for future issue, either from stock or by direct delivery from a vendor. Requisitions with status codes BB, BC, BD, BV, and BZ are subject to MOV. Requisitions which are to be filled by direct delivery from vendors, status codes BV and BZ, are excluded from automatic cancellation of the MOV process.

d. An MOV request is generated from a supply source to a requisitioner/control office for a comparison and validation of the continued requirement of outstanding requisitions held as materiel obligations by the supply source for all items except major end items. This also applies to long production lead time items (including PA-2 items), effective January 91 (see para 4-24b ).

e. An MOV response is a reply by a requisitioner to an MOV request advising the supplier to —

(1) hold a materiel obligation until supplied, or

(2) cancel all or a portion of a materiel obligation.

f. A materiel obligation validation reinstatement request is a request by a requisitioner to reinstate requisitions(s) previously canceled due to requisitioners nonresponse to an MOV request (see para 3-90 ).

g. MOV will pertain to requisitions subject to this procedure under the age standard in paragraph 4-18 .

h. Procedures for reconciling records and validating requirements of ILP requisitions are in chapter 11 .

3-85. Special validations

Item managers may prepare special requirement validations to take care of changing situations as they occur. For example, they may need to validate requirements for high-dollar value, critical items, or for NSNs that have the largest number of back orders on record or account for certain percentages of the total back orders. These special validations should be selective. They may be made regardless of whether the back orders were previously reconciled and validated. Item managers determine critical items. They are those essential items in short supply or expected to be in short supply for a long time ( para 4-31 ). Requests for special back order validation and responses to those requests will always be by message.

3-86. Validation requests to GSA

GSA will not submit back order validation requests for non-stocked items valued at less than $200. They will not be submitted until procurement lead-time has expired and the age standards ( para 4-24 ) have been met. Requisitioners should review their due-in records for requisitions to GSA that meet the age standard to determine the continuing need for the demand. If the need no longer exists, a cancellation transaction, DIC AC_, should be sent to the proper supply source ( sec VIII , this chap.).

3-87. Scheduled back order validation request action

DA prescribes back order validation schedules. See para D-3 ( fig D-13 ) for detailed format for validation of back order.

a. Requisitioners who have scheduled validation request transactions intended for other recipients will send them to the intended recipients when known by the fastest means. Otherwise, the documents will be returned promptly.

b. MOV request transactions will be received through DAAS via AUTODIN and mail. This depends on the M&S code, rp 7, as well as the distribution code, rp 54 ( para 4-24c ).

c. When the MOV request transactions are received, they should be checked with the MOV request control transaction ( para E-27 ( table E-29 )) of the batch for complete count. If the count is correct, the batch will be acknowledged by returning the control transaction using DIC AP9. Include the date in rp 41-44 ( para E-29 ( table E-31 )). This acknowledgement will be returned by AUTODIN, when possible. The in-the-clear address of the supply source will be preprinted on the control transaction for those batches mailed. Acknowledgement, DIC AP9, will not be delayed. Prompt acknowledgement of each batch as received will preclude needless supply source follow-up, DIC ANZ, and transmission of duplicate DIC AN_ transactions ( para 4-27 ). See para D-3 ( fig D-14 ) for detailed follow-up on validation request.

d. Activities which do not receive the total number of transactions shown in the MOV control transaction will do one of the following:

(1) If AUTODIN is used, the DIC of the MOV control transaction will be changed to "APX" and the transaction returned to the supply source or to DAAS.

(2) If mail is used, the DIC of the control transaction will be crossed out, APX annotated, and the transaction returned. "All MOV requests not received, resubmit," may be added to the transaction if desired. All mailed DIC APX transactions should be sent only to the supply source. All DIC "APX" transactions returned to the supply source means that, or serves notice that, the supply source should retransmit that specific batch.

e. Responses to validation requests need not be batched.

f. If receipt is not acknowledged and no response documents are received by the due date in rp 75-77, the supply source will automatically cancel the validation request document of the item. This does not apply to ILP requisitions that include Agency for International Development, FEDSTRIP agency code 72.

g. Listings will not be furnished with MOV reconciliation request transactions due to the use of AUTODIN.

3-88. MOV reconciliation and validation

a. Recipient of MOV requests (either scheduled or special) must review each item with the user to determine continued need and quantity. Items that are requested but are not on the records of the recipient of the request will also be furnished to the user for validation. Items on the records of recipients of the validation requests and meet the overage standard but are not requested will, likewise, be reviewed with the user.

b. The recipient of back order validation requests will match the items cited as being on back order at the supply source with the records of unfilled demands. These two records must agree.

c. Requisitioners may request the status of any outstanding items having met the back order age criteria, and not included with the scheduled MOV requests. When a status is desired, the requisitioner will furnish the supply source with the normal follow-up document in the DIC AF/AT series.

3-89. Responses to MOV requests

a. Responses to special validation requests will be by message. Format is at figure D-11 . The responses will be sent in time to meet the "request reply by" date in the message. It will —

(1) Contain the document number of the demand or back order as contained in the validation request message, the stock or part number, and the quantity needed to continue on back order.

(2) Contain the number of items received before preparing the response.

(3) Advise whether items on back order should be canceled or requirements still exist and should continue on back order.

b. When the back order is reconciled and validated, a DIC AP_ response ( para E-28 ( table E-30 )) for each DIC AN_ request transaction will be sent to the supplier that submitted the requests, except when procedures in paragraph 3-89.1 are followed. This is required by receipt of scheduled back order validation request documents.

(1) DIC AP_ response transactions will be sent through DAAS via AUTODIN when the activity has access to an AUTODIN terminal with data pattern (transaction) transmitting capability.

(2) A validation control transaction is not required with DIC AP_ response transactions returned by mail or AUTODIN. DIC AP_ response transactions will be sent as individual transactions or small batches and as soon as practical after validation. Accumulation of DIC AP_ transactions for large or one-time transmission is not required and is discouraged. Prompt transmission of DIC AP_ transactions will preclude shipment or release of items no longer needed.

c. Responses will be submitted to the supply source by the reply due date on the request transactions. Failure to do this will result in requisitions being automatically canceled. The requisitioner will show the action to be taken on each scheduled back order validation request as follows:

(1) The quantity field of the DIC AP_ response document will show the amount still needed. The advice code field will be left blank. If total cancellation is desired, the quantity field will be zero-filled.

(2) When a requirement is to be retained on back order and the PD or the RDD/RDP (conventional ammunition only) changes due to reassessment, a requisition modifier (change) with a DIC in the AM_ series will also be prepared to show the revised PD or RDD/RDP (conventional ammunition only). In this case, the requisitioner will prepare the requisition change document, complete all prescribed data entries, and show the upgraded or downgraded PD or RDD/RDP (conventional ammunition only).

d. Requisitioners with no reproducing capability may respond to back order validation requests by annotating the originals (( 1 ) through ( 4 ) below) and returning them under a transmittal letter. In these cases, the letter will show that the enclosed documents represent those items needed to be retained on back order and those that need to be canceled.

(1) Annotate DIC AP_ in block G of all request transactions.

(2) When the total quantity on back order is still needed, enter that amount in block 8.

(3) When the total quantity is to be canceled, enter five zeroes in block 8.

(4) When a partial quantity is to be canceled, enter that amount in block 8.

e. For each item canceled because of validation, suppliers will send the activities to which back order validation requests were submitted a supply status DIC AE_ reply. This includes cancellations resulting from failure to respond to validation requests. It will contain status code BR or BS.

f. The activity that prepares a cancellation request or fails to respond to a DIC AN_ validation request transaction will get credit allowances ( para 4-74 ).

3-89.1. DAAS response to MOV requests

Units may use DIC AP8 transactions when they are unable to respond to MOV cycles due to various situations (an example of a specific situation would be a field maneuver) or they may use them in conjunction with regular MOV processing. The procedures for using this transaction are as follows:

a. Deployed units, afloat units, and CONUS/OCONUS locations that are unable to acknowledge receipt or respond by the prescribed date ( table 4-2 ) may request DAASO to provide temporary response to MOV requests. The unit must first request and obtain approval from the MACOM or theater/fleet commander. Upon approval, MACOM/theater/fleet commander will formally request this action from DAASO by message ( fig D-11.1 ). The request will be for only one cycle at a time (a separate message will be required for each MOV cycle). Upon receipt of the message request, DAAS will generate and process a DIC AP8 transaction ( para E-28.1 , table E-30.1 ) that will in turn generate DIC AP_ MOV responses to inventory control points (ICPs). (Note: Requests received prior to the beginning of an MOV cycle will enable DAAS to suppress the DIC AN_ transactions to the affected activity.)

b. MOV activities may submit a single DIC AP8, MOV response, (para E-28.1, table E-30.1) to DAAS for all MOV backorders in lieu of individual DIC AP_ responses for each DIC AN_ MOV request. Single MOV responses, however, must be verified as valid and the quantity remain unchanged. DAAS will convert the single DIC AP8 transaction to individual DIC AP_ responses using their DIC AN_ history file. These DIC AP_ responses will be transmitted along with any individual DIC AP_ responses generated by the MOV activity for records which have changes to the proper ICP. DAAS will process the DIC AP8 no earlier than 7 days after receipt, but no later than the last day of the cycle. MOV activities using the DIC AP8 process must ensure that DIC AP_ responses are generated for any record that is different from the DIC AN_ transaction. Otherwise, DAAS will generate a DIC AN_ response to the ICP indicating "no change".

3-90. The MOV reinstatement request

a. The MOV reinstatement request is a request by a requisitioner to reinstate requisition(s) previously cancelled due to requisitioners nonresponse to an MOV request.

b. Requisitioning activities in receipt of confirmed cancellations (status code BS) as a result of the MOV program may request reinstatement of canceled requisitions for a period not to exceed 60 days following the transaction date (rp 62-64) of the BS cancellation. Reinstatement of canceled requisitions will be accomplished on-line; off-line reinstatement requests will not be honored.

c. When reinstatement is required, the requisitioner will furnish the supply source a DIC APR transaction ( table E-32 ), MOV reinstatement request ( para E-30 ), for the quantity required. The quantity reinstated may be equal to or less than, but shall never exceed, the canceled quantity. (Any quantity exceeding the "BS" quantity will be rejected on an AE_ transaction with DM status.) APR document should be prepared using the AE_ document (with BS status) as a basis to ensure that the correct suffix code is included. The advice code of the original requisition must be perpetuated in the APR document, or this field will be treated blank.

Section X
Returning Materiel

3-91. Materiel returns program (MRP)

To report, use, screen, redistribute, and dispose of excess personal property, see chapter 7 .

3-92. Return of materiel to the supply distribution system

Instructions for shipping materiel back to the supply distribution system and lateral transfers are in section VIII , chapter 4.

3-93. Turn-in or shipments to the Defense Reutilization and Marketing Office (DRMO)

Installations or activities will use the uniform Disposal Release Order ( DD Form 1348-1 ) ( para B-3 ( fig B-3 )) to document turn-in or shipments to DRMO. Use of this form and the data are mandatory, (see chapter 8 for instructions).

Table 3-1. DD Form 1348M Requisition Data Block Entries
Record Positions Top line Field Designation Type Bar Space
1-3 Document identifier code (DIC) 1-3
4-6 Routing identifier code (RIC) 4-6
7 Media and status code 7
8-22 National stock number 8-22
23-24 Unit of issue 23-24
25-29 Quantity 25-29
30-43 Document number 30-43
44 Demand or suffix code 44
45-50 Supplementary address 45-50
51 Signal/hold 51
52-53 Fund code 52-53
54-56 Distribution code 54-56
57-59 Project code 57-59
Record Positions Second Line Type Bar Space
60-61 Priority designator code 1-2
62-64 Required delivery date/required delivery period (conventional ammunition only) 3-5
65-66 Advice code 6-7
67-69 Date of receipt 8-10
70-80 Variable data dependent upon type of document 11-21



Figure 3-1. Shipment and Billing to the Requisitioner





Figure 3-2. Shipment to Requisitioner and Billing to Supplementary Address





Figure 3-3. Shipment to Requisitioner and Billing to Other Than Requisitioner or Supplementary Address





Figure 3-4. Shipment to Supplementary Address and Billing to Requisitioner





Figure 3-5. Shipment to Contractor and Billing to Army Installation





Figure 3-6. Overseas-initiated Contingency Plan Requisition (No Billing)





Figure 3-7. Numerical Date Calendar


Chapter 4
The Supplier

Section I
Processing Requisitions-Source of Supply

4-1. Types of supply documents

a. Two types of supply documents may be received by suppliers. (See para C-1a .) Those that pertain to the issue or release of material and those that are informative and not intended to release material.

b. Supply documents are identified by the DIC in block 1, DD Form 1348 ; in rp 1-3, DD Form 1348M ; in the first three blocks of DD Form 1348-6 ; or in block 1, SF 344 . The supply documents below may be processed by the supply source:

(1) Requisitions received directly from requisitioners within DOD. This input will be received by transceiver, electrical media other than transceiver, administrative electrical message, telephone, radio, or mail. (Input received by administrative electrical message, telephone, or radio will not be confirmed.) Requisitions may be received from non-DOD activities authorized to order on DA supply sources by mail, electrical message, telephone, radio, or by SF 344. The format may be peculiar to the requisitioning activity. Supply sources receiving orders by telephone will record the data on DD Form 1348, DD Form 1348M, or DD Form 1348-6.

(2) Referral orders (DIC A4_). Received from —

(a) Another supply source or supply distribution system.

(b) Wholesale inventory control point (ICP) to retail or intermediate level of supply. This is based on Secondary Item Management-Expanded (SIMS-X) criteria ( AR 710-1 ).

(3) Passing orders (DIC A3_). Received from another source of supply or distribution system.

(4) Material release denials (DIC A6_). Received from storage activities to reinstate a request to issue materiel. The quantity shown in the quantity field represents the unshipped portion of the requirement.

(5) Redistribution orders (DIC A2_). Received from management. See paragraph E-4 ( table E-4 for detailed format.

(6) Reentry of materiel requests (DIC (Internal)). An internal action that results in the reentry of materiel requests previously established as back order or suspended for managerial review. Format of reentry will be the same as the original document.

(7) Other authorized forms. Other types of supply documents authorized by DOD, including the Multi-Use Standard Requisitioning/Issue System Document ( SF 344 ).

c. Requisitions will be sequenced major to minor for processing as follows:

(1) PD in rp 60-61.

(2) OSD/JCS project code, when entered in rp 57-59 will rank the requisition above all other requisitions within the same priority designator.

(3) Expedited handling signal ( "999" in rp 62-64) with PD 01, 02, or 03 in rp 60-61.

(4) "N" (NMCS) in rp 62 and PD 01 through 08 in rp 60-61.

(5) "E" (ANMCS) in rp 62 and PD 01 through 08 in rp 60-61.

(6) Expedited handling signal ( "555" in rp 62-64) and PD 01 through 08 in rp 60-61.

(7) RDD/RDP (conventional ammunition only) or RAD in rp 62-64.

(8) Requisition document date in rp 36-39. The oldest document number date within requisitions of the same priority.

(9) RDP in rp 62-64 if later than the SDD (conventional ammunition only).

(10) For subsistence requisitions, the assigned RDD is the primary processing criteria, while the assigned PD dictates the precedence of internal supply processing action for requisitions having identical RDDs.

d. The following types of informative supply documents may be processed by the supply source. These documents are identified by the DIC in rp 1-3, DD Form 1348M , or block 1, DD Form 1348 .

(1) Followups (DIC AF_, AK_, or AT_). Requisitioners, supplementary addresses, and the activities in rp 54 (mechanical form) or block 18 (manual form) may submit follow-ups.

(2) Cancellations (DIC AC_). See ( 1 ) above.

(3) Materiel release confirmations (MRC) (DIC AR0, ARA, and ARB). MRCs are received from storage activities (SAs). The quantity shown in the quantity field represents the amount actually shipped.

e. DICs for supply documents are as follows:

(1) First position . An alphabetic A identifies transactions on requisitioning and issue systems, regardless of service or system within service.

(2) Second position .

(a) This will always be numeric when the document in which it is entered results in positive distribution decisions or alters accountable balances.

(b) This will always be alphabetic when the document in which it is entered is informative and does not necessarily result in distribution decisions or alter accountable balances. Examples are supply statuses, follow-ups, and cancellations.

(3) Third position . This position may be either numeric or alphabetic. A numeric character in the third position means that the transaction relates to a requisition from an overseas Theatre; an alphabetic character in the third position relates to a domestic (CONUS) transaction. It further identifies the item as to part number and NSN. These alpha/numeric coded DICs are listed in paragraph C-1b .

4-2. Processing supply documents

a. Before putting supply documents into the processing system, they will be edited for correct routing, justification and authorization (when applicable), accuracy, and availability. (See table 4-1 .)

b. When ILP requisitions or other documents have a RAD with a shorter lead time than when the materiel will be available, the supplier will send a supply status transaction, DIC AE8, status code B3 in rp 65-66. It will show true availability date. Recipients will adjust all records to the new availability date. Status code B3 will be used on intra-Service transactions when authority, obtained through proper channels, has been granted.

c. To compute the submission time, processing points will record the date of receipt in rp 67-69 of each requisition, redistribution order, and passing order. Submission time provides a basis for the ICP to measure the first cycle segment of UMMIPS for supply effectiveness. It will be recorded in requisition history files to measure overall supply and transportation effectiveness.

d. The date received will not be carried in passing orders between distribution systems. It will be carried in reorders within the same distribution system.

e. Submission time will be computed by subtracting the date in rp 37-39 from the date in rp 67-69 of the demand document.

f. The RIC "From" when required, will be entered in rp 74-76 of redistribution or passing and referral orders.

g. Exception data will be carried in all documents when critical to processing.

h. Passing orders are used to pass a misrouted requisition to another supply source. Referral orders are used when the requisition was routed correctly but must be passed to another supply source. The document number of a requisition will be used in all passing or referral orders and MROs. See paragraph E-5 ( table E-5 ) for passing order data entries. See paragraph E-6 ( table E-6 ) for referral order entries. Record positions 67-69 of the referral order will contain the date the requisition was received.

Note . Back order release referrals from ICPs to the Single Manager for Conventional Ammunition will contain "888" in rp 67-69.

i. Status documents indicating rejection with status code CA (para C-15c ( table C-31 ) will be prepared in narrative teletype message format and will include the reason for rejection. Such narrative message will be used only when CA status code is initially generated. When this offline CA supply status is provided, an automated CA supply status, DIC BE3 ( para E-98 ) table E-99 ), will be provided to DAAS for perpetuation (as DIC XE3) to the LCA. Subsequent responses to follow-ups on which CA status code has previously been provided will be prepared using normal supply status transaction format and will be transmitted via AUTODIN. The reasons for rejection will not be transmitted in response to follow-ups unless the supply source has received an inquiry off-line (mail, message, or telephone) from an authorized status recipient. DIC BE3 will not be used when preparing responses to follow-ups on which CA status code has previously been provided.

j. Requisitions received by supply source that contain a document number that is recorded in its history file and shows status code BF will be processed as follows:

(1) When record was established with follow-up DIC AF_, continue processing as a new requisition after a thorough review to preclude duplicate shipments.

(2) When record was established with cancellation DIC AC_, cancellation follow-up, DIC AK_, the requisition will be rejected back to the originating activity with supply status DIC AE_, and status code BF.

k. If a manually prepared requisition contains superfluous shipping instructions as exception data, the supplier may change the exception DIC to a nonexception DIC(example: change DIC A0E/A05 to DIC A0A/A0l) and continue processing. When a requisition contains exception data that is not allowed (see para 3-12 ) the requisition will be rejected with status code CA.

4-3. Supply source processing of RDP requisitions (conventional ammunition only)

a. Requisitions with an RDP that has an earliest delivery date that is within the standard UMMIPS timeframes for the PD will be processed in accordance with the time period established for that PD.

b. Requisitions with an RDP that has an earliest delivery date that is longer than the standard UMMIPS timeframes for the PD will not be placed on backorder. If stock is not available, the requisition will be referred or rejected back to the customer. If stock is available, an MRO will be issued to the storage facility. The shipping activity will establish necessary control mechanisms to provide timely shipment to the customer.

c. Requisitions that cannot be delivered within the RDP will be rejected with status code CB.

d. RDP procedures do not apply to FMS or Grant Aid requisitions.

4-4. Processing requisition modifier documents

a. Supply sources will process requisition modifier documents for requisitions on backorder or for requisitions for which materiel release confirmations (DIC AR_) have not been posted. (Restrictions for modifying GFM requisitions and associated transactions are contained in chap 16 .) The original requisition and materiel obligation will be modified and normal processing continued. When rp 45-50, rp 57-59, rp 62-64, or rp 65-66 of the DIC AM_ is blank, the original requisition will be modified accordingly.

b. Requisitions which have been sent to procurement for direct delivery will not be modified except for:

(1) DIC AM_ which contain a revised Country FMS Offer/Release Option Code (rp 46) and/or Freight Forwarder Code (rp 47). The format for submitting the modification to procurement is at paragraph E-25 ( table E-27 ) (DIC AMF).

(2) DIC AM_ which contains "555" in the RDD/RDP (conventional ammunition only) field (rp 62-64).

Note . The RDD may not be changed to "555" after the effective date of the mass cancellation. The format for submitting the modification to procurement is at paragraph E-25 (table E-27)(DIC AMP). Status code "B2" will be provided to all eligible recipients when the requisition is not modified.

(3) DIC AM_ which contain changes to the supplementary address (rp 45-50) and signal code fields in the format in paragraph E-25 (table E-27) (DIC AMF). Signal code will be indicated in rp 77.

c. If the MRO is still open (no DIC AR_ received from the storage activity) when the requisition modifier is received, an MRO modifier (DIC AM_) will be sent to the storage activity. If, however, the DIC AR_ has been received, indicating the item has been shipped, before the requisition modifier is received, no attempt will be made to modify the requisition or MRO. Supply status B2 will be provided.

d. Requisitions on which split actions have been taken will be modified for that portion that remains on backorder. Provide status code "BK" for that portion that was modified and status code "B2" for the portion not modified.

e. If the item was referred under SIMS-X, the requisition will not be modified and status code "B2" will be provided to all eligible recipients.

f. If modifiers are received and there is no record of the requisition, the document will be processed as a new requisition.

g. If DIC AM_ matches a document number recorded in the supply source's history file showing status code "BF", process as follows:

(1) If record was established with follow-up DIC AF_, process as a new requisition, after reviewing records, to prevent duplicate shipments.

(2) If record was established with DIC AC_, or DIC AK_, reject to the originating activity with a DIC AE_, status code "BF".

h. If DIC AM_ are received for NSNs that are the responsibility of another supply source, forward to the correct SOS. Enter the forwarding activity RIC in rp 67-69 of the DIC AM_.

(1) The DIC AM_ initiator will be provided supply status DIC AE_, with status code "BM".

(2) Receiving SOS will not automatically pass these modifiers back to the supply source from which received (RIC from rp 67-69) without its permission.

i. SOS will furnish status to all eligible recipients after processing the DIC AM_ as follows:

(1) When the DIC AM_ contains invalid entries for data elements listed in paragraph 3-11a , which would require rejection under the requisition edits prescribed in table 4-1 , the DIC AM_ will be rejected by DIC AE_ with status code D7. This supply status transaction will contain the same data fields as on the unmodified requisition. This will allow the initiator of the AM_ document to rebuild the requisition as it appears on the supply source records. Where modification of the RDD and advice code is requested but not accomplished, the supply status will contain a transaction date in rp 62-64 and a rejection status code in rp 65-66, in lieu of the original RDD and advice code. The supplier will use DIC AE8 in preparing this status. DAAS will convert the AE8 to the appropriate AE_ transaction (see para 4-60a ).

(2) When the DIC AM_ is not honored because the requested modifications cannot be made, provide a DIC AE_ with status code B2 to the activities designated on the unmodified requisition. This supply status transaction will contain the same data fields as on the unmodified requisition. This will allow the initiator of the AM_ to rebuild the requisition as it appears on the supply source records. Where modification of the RDD and advice code is requested but not accomplished, the supply status will contain a transaction date in rp 62-64 and a rejection status code in rp 65-66, in lieu of the original RDD and advice code.

(3) If the DIC AR_ has been received, indicating the item has been shipped, before the AM_ is received, supply status code B2 will be provided as in paragraph (2) above.

(4) When the requested modifications have been made, provide a DIC AE_ with status code BK.

j. Supply sources will process requested modifications only when all data fields can be modified as requested. If this cannot be done, reject the modifier with status code B2.

k. In addition, when modifier documents are processed, supply sources will provide the latest supply or shipment status in accordance with the M&S code and distribution code.

4-5. Routing edit

For documents that are not the responsibility of the receiving supply source, take the action below.

a. If the proper supply source can be determined —

(1) Prepare a passing order transaction (DIC A3_), except as shown in ( 3 ) below.

(2) Prepare a status transaction (DIC AE8), using status code BM and the routing identifier of the supplier to which the requisition is being passed.

(3) Reject or pass the requisition as follows:

(a) If ILP requisition has distribution code B in rp 54 ( para C-11 ) and the current source is DLA, GSA, or another military service, then reject the requisition to the USASAC using code CH (para C- 15c, table C-31 ).

(b) If ILP requisition has a distribution code other than B, a fund code in rp 52-53 and the current source is DLA, GSA, or another military service, then pass the requisition to the proper source, with applicable status to the activity indicated by rp 54.

(c) If rp 54 contains other than distribution code B and rp 52-53 are blank and the current source is DLA, GSA, or another military service, then reject the requisition to the activity indicated by rp 54.

(4) Non-NSN requisition (mechanical) when passed or referred, will be sent to another supply source as follows:

(a) If there are no reference data in rp 70-80, use AUTODIN or message.

(b) If there are reference data in rp 70-80, either omit it and send by AUTODIN or message or perpetuate pertinent data and send by mail. This is the option of the passing or referring activity.

b. If the proper supply source cannot be determined after research of the stock number, prepare a supply status transaction (DIC AE8) citing reject code CA or CG. Reject the requisition to the originator (para C-15c, table C-31).

4-6. Justification or authorization edit

a. This edit will apply under one of two conditions.

(1) The item is controlled or regulated and managed to prevent automatic release.

(2) Requisitioners must furnish justification or authority for the item. These data will be entered in the remarks blocks or sent with the requisition. Exception data requisitions have a 5 or an E in the third position of the DIC.

b. This editing will be according to section IV , chapter 3. When requisitions are rejected because of justification or authorization edit, DIC AE_ with status code CA or CQ (para C-15c, table C-31 ) will be sent to all eligible recipients (rp 30-35, 45-50, and 54).

c. The recipient will ignore duplicate requisitions, passing or referral orders, redistribution's, and materiel release orders.

4-7. Accuracy edit

a. All supply documents will be edited to ensure that essential data are complete and correct for processing ( table 4-1 ). Supply sources will make changes, continue processing, or reject the documents.

b. Documents will be rejected only after an attempt has been made to correct the questionable data element or code. Rejection of requisition transaction will be according to the coding structure in paragraph C-15c (table C-31).

c. Wholesale supply sources will validate FSC/NIIN compatibility and process requisitions as follows:

(1) If the FSC and NIIN match, the requisition is processed as submitted by the requisitioner.

(2) If the FSC and NIIN do not match and the FSC has previously been assigned to that NIIN, the FSC is changed (and the customer notified), and the requisition is processed.

(3) If the FSC and NIIN do not match and the FSC has never been assigned to that NIIN, the requisition is rejected to the customer.

d. If rejections apply to more than one data element or code and no other reject status code is applicable, reject under status code CA (para C-15c, table C-31 ) in accordance with paragraph 4-2i .

e. To prevent duplicate shipments, supply sources and storage activities will set necessary controls to prevent duplicate requisitions, redistribution, passing, referral and materiel release orders (MRO) from entering into the supply system. Internal procedures will be established to detect document duplication within the same day's processing cycle. The document number (entries in rp 30-44) will be used as a basis for determining duplicate documents. (As an exception, FMS transactions will include entries in rp 30-50).

4-8. Availability edit

a. Processing sequence .

(1) All valid supply documents will be processed for availability edit in PD sequence. (This includes recycled requisition modifiers and back order releases.) These supply documents will be further sequenced within PD and processed as shown below. For subsistence requisitions, the assigned RDD is the primary processing criteria, while the assigned PD dictates the precedence of internal supply processing action for requisitions having identical RDDs.

(a) OSD/JCS project codes, when entered in rp 57-59.

(b) Expedited handling signal (999 in rp 62-64) with PD 01, 02, and 03 in rp 60-61.

(c) "N" (NMCS) in rp 62 and PD 01 through 08 in rp 60-61.

(d) "E" (ANMCS) in rp 62 and PD 01 through 08 in rp 60-61.

(e) Expedited handling signal (555 in rp 62-64) and PD 01 through 08 in rp 60-61.

(e1) Expedited transportation signal "777" in rp 62-64 and PD 01-08 in rp 60-61.

(f) Required delivery date/required availability date/required delivery period (conventional ammunition only) in rp 62-64.

(g) Requisition document date in rp 36-39.

(2) Principal items will conform with priorities in DAMPL.

(3) Procedures will be set up to process requisitions that contain code S in rp 62 against the availability record in priority sequence. The MRO will be held and released to the storage activity in time for materiel to be shipped 50 days before the extended RDD/RDP (conventional ammunition only).

(4) In interservice actions, when materiel will not be available by the RAD, status will be furnished the requester. The status transaction will show the true availability date. This will be by use of DIC AE8 with supply status code BB, BV, or B3. The requesting activity will adjust all records to reflect the new availability date. When the supplier is aware that the established RAD will not be met, the appropriate control office (ILCO) will be notified. The advice of RAD slippage will be furnished the ILCO by letter or message, or DIC AE8 with supply status code B3.

(5) The supplier will set control levels to restrict issues against initial fill requisitions for PWRMS consumable item requirements. This will ensure that —

(a) Assets available below the Approved Force Acquisition Objective (AFAO) are not issued against requisitions for PWRMS requirements that contain signal code D or M in rp 51.

(b) Assets available below the Reorder Point (ROP) are not issued against requisitions for PWRMS requirements that contain a signal code other than D or M in rp 51 and a PDs 04-15 during initial processing.

b. Availability search . Inventory managers will set control levels on critical stocked items to ensure that they are available for PDs 01-08 requirements. These controls will not exceed the maximum safety level quantity but may be for lesser amounts. Requirements for PDs 09-15 will be filled with assets in excess of control levels set for PDs 01-08. Assets retained for PDs 01-08 will be used for PDs 09-15 requisitions if review shows that this will not impair the capability to fill potential PDs 01-08 requisitions. Availability edit will include locations, purpose code, substitutions, fabrication or assembly, and provisions for using mobilization stocks.

(1) Location . The proximity of storage point to consignee will be considered to best support the customer's need within the time allotted by the RDD.

(2) Purpose codes . Availability edit will be made against purpose codes other than J, N, and P according to standards set by inventory managers.

(3) Purpose codes J, N, and P . This materiel will not be issued for other than FMS, Supply Support Arrangements (SSA), or Grant Aid (GA) requirements without prior written approval from Commander, AMC, ATTN: AMCDS, 5001 Eisenhower Avenue, Alexandria, VA 22333-0001.

(4) Condition . Search will be made according to current standards, subject to modification by advice code 2G.

(5) Substitution .

(a) Direct substitution is authorized, except when advice code 2B, 2F, or 2J, is used. If direct substitution is made, a supply status transaction, with status code BH, will be furnished.

(b) Conditional substitution offers will be sent to requisitioner by supply status transaction. Reject status code CJ will be used. Conditional substitution may be made after the requisitioner concurs and on receipt of a new requisition.

(6) Local procurement or fabrication . Except for oversea requests, requisitions received for items designated for local purchase or fabrication without advice code 2A will be rejected. Reject advice codes CK or CP will be used. Oversea requisitions for items designated for local purchase or fabrication received without advice code 2A will be processed to complete supply action.

(7) Quantity . The exact quantity ordered will be supplied, except as follows:

(a) Unit pack adjustments . Issue quantities will be adjusted to unit pack. However, resulting quantities must be within 10 percent plus or minus that requested. Preference will be to make downward adjustments. Unit pack adjustments will not be applied to requisitions with PDs 01-10, or if advice code 2D is in the requisition. If unit pack information is not available, management code G ( para C-35 , tables C-52 thru C-57 ) may be entered in rp 72 of the MRO authorizing the shipping depot to adjust quantities. When quantities are adjusted, a supply status transaction, using status code BJ, will be prepared and sent to the requisitioner. It will show the total quantity being processed against the requisition.

(b) Unit pack adjustments, ammunition, and nonperishable subsistence . Quantities on supply documents will be adjusted to unit pack, regardless of PD. Preference will be to make upward adjustments.

(c) Contract variance adjustments . When quantity adjustments are made by a vendor as allowed under the contract variance option, the supply source will send a supply status transaction with Status Code BJ to the requisitioner, to identify the quantity change. The quantity shipped will appear on the status transaction.

(8) Multiple supply actions . Quantitative edit of supply documents may result in multiple documents. This may be any combination of MROs, referral orders, back orders, or rejects needed to show action taken on the total quantity requisitioned. MROs may be further divided by locations, ownership or purpose codes, conditions, and stock numbers. Multiple supply documents will be separately identified by using suffix codes. See paragraph C-7 .

(a) Suppliers will enter suffix codes on documents that involve partial quantities, such as —

(1) Referral actions for a partial quantity.

(2) Passing actions for a partial quantity.

(3) Release of a partial quantity.

(4) Rejection of a partial quantity.

(5) Back order of a partial quantity.

(6) Back order release of a partial quantity.

(7) Procurement of a partial quantity for direct delivery by a vendor.

(8) Any other action applicable to a partial quantity.

(b) Suppliers will not enter suffix codes under the conditions below. (As an exception, rp 44 will continue to carry the demand code on passing orders and the suffix code on other passing actions.)

(1) Referral actions for total quantity.

(2) Passing actions for total quantity.

(3) Release of total quantity.

(4) Rejection of total quantity.

(5) Back order of total quantity.

(6) Back order release of total quantity.

(7) Procurement of total quantity for direct delivery by a vendor.

(8) Any other actions that apply to a total quantity.

(9) Special instructions . The instructions below pertain to international logistics and security assistance demands:

(a) Earmarking of stocks . When a study is made to determine the current status of material on hand or due in to support a pending case (FMS/SSA) or approved GA order, assets above the AFAO will be promptly transferred to Purpose Code J, N, or P. It will be done by country-case or RCN, as applicable. These stocks will not be available to fill other requirements until the negotiation and funding time frame has expired. If, at the end of this time, the accepted sales case or approved ILP order has not been received, the materiel will be returned (transferred by adjustment) to the proper purpose code.

(b) Pre-positioned materiel receipt document controls . When procurement is needed to obtain the materiel, it will be marked for purpose code J, N, or P. Pre-positioned materiel receipt document controls will be set up. Materiel due in from procurement for GA or FMS or SSA must be identified to the proper purpose code at the receiving activity. When materiel is currently being procured to meet the requirements, the due-in will be administratively changed to purpose code J, N, or P.

(c) Procurement of assets . When assets must be procured, the lead time will begin on the date of acceptance and will be in effect on that date.

(d) Supply under Foreign Military Sales . When requisitions are received for defined lines, assets reserved in purpose code N will be automatically issued to zero balance by country and case for all priorities. This also includes concurrent spare parts (CSP). When requisitions are received and assets have not been reserved (i.e., undefined lines and blanket open end cases), issues will be made to zero balance in purpose code M and to the reorder point from purpose code A. All quantities above these levels will be back ordered awaiting the receipt of stock in purpose code N or M, or above the set levels in purpose code A.

(e) Supply under Grant Aid . When requisitions are received, assets reserved in purpose code J will be issued to zero balance by country and case for all priorities. When requisitions are received and assets have not been reserved (i.e., undefined lines for follow on spare parts identified by dollar value rather than stock number), issues will be made to zero balance in purpose code M and to the safety level in purpose code A. All quantities above these levels will be back ordered awaiting the receipt of stock in purpose code J or M or above the set levels in purpose code A.

(f) Supply under Supply Support Arrangements .When requisitions are received, assets reserved in purpose code P will be issued to zero balance by country and case for all priorities. When requisitions are received and assets have not been reserved (undefined lines), issues will be made to zero balance by country and case for all priorities from purpose code M. When the only issuable stock is in purpose code A, the agreed to quantity for PDs 01-08 will be issued to the safety level. However, the commitment date must equal today's date or prior. For PDs 09-15, purpose code A stock will be issued to the reorder point. All quantities above these levels will be back ordered to await receipt of stock in purpose code M or assets above the reorder point in purpose code A.

4-9. Type and distribution of output from editing

The output at the supplier, when processing supply documents, will be as follows:

a. MROs .

(1) Accountable supply sources ordering release of materiel from nonaccountable remote storage sites will use MRO transactions ( DD Forms 1348M ). When necessary to transmit exception data, DD Form 1348 may be used. Communications precedence assignments for transceiving MROs to remote storage sites are in paragraph 2-17 . PD 01-08 MROs will not be intermingled with PD 09-15 MROs. When necessary to send exception data, telephone or teletype will be used for PDs 01-08; airmail, regular mail, or courier for PDs 09-15. MROs by telephone will not be confirmed.

(2) Suppliers directing release of materiel from storage sites that are not remote and organized so that processing and storage functions are under the same commander may use any technique adaptable to that command. Document output from these locations will conform with the requirements of section III.

(3) All MROs will contain the RIC (To) denoting the location of the shipping depot. Condition and management codes may be entered to convey data and instructions to the storage site.

(4) During physical inventories, inflow MROs between supply sources and storage activities will be accounted for ( AR 740-26 ).

b. Referral orders . For continued supply, if the supply activity cannot fill the demand (transaction format para E-6c , table E-6 ), referral orders will be sent to —

(1) Another supply source.

(2) Inventory managers.

(3) SIMS-X reporter ( AR 710-1 ).

(4) Other managers in an established supply distribution system.

c. Passing orders . Passing orders will be sent to the proper initial supply activity for correcting erroneous routing. (See transaction format in para E-5 , ( table E-5 )).

d. Non-NSN requisitions . Non-NSN requisitions ( DD Form 1348M ) with pertinent reference data in rp 70-80, when passed or referred to another supply source, will be sent by mail. DIC A02/A0B will be retained. (See transaction format in para E-3 .) If no reference data are in rp 78-80 or the reference data are not valid, it will be the option of the passing or referring activity to either —

(1) Omit the reference data and send by AUTODIN or message, using DIC A3_ or DIC A4_, or

(2) Provide pertinent reference data and send by mail.

e. Requisitions prepared by item managers .

(1) Inventory managers will prepare requisitions on the following.

(a) Special actions such as contingency plans and preparation for oversea movement (POM) requirements.

(b) Letter requests from other governmental agencies outside DOD.

(c) Set assembly and repair programs.

(d) Government-furnished property (GFP) and Government-loaned equipment (GLE).

(e) Any other authorized action that results in moving stocks to a consignee outside the supply distribution system.

(2) If the quantity being supplied consists of more than one action, other requisitions will be prepared.

(3) For customers within DOD, a memorandum explaining the reason for the requisition (including any instructions) will be prepared and sent to the consignee. This does not apply to shipments directed to the DRMO. At the same time, a status transaction will be prepared for each item. It will be mailed, together with a copy of the memorandum, to the consignee shown in the supplementary address and to the activity (if given) in rp 54.

(4) For requisitions prepared because of requests received from non-DOD activities that may requisition from DA supply sources (including GFP and GLE), that activity will furnish information as needed.

(5) In preparing item manager requisitions, the document number will consist of the activity address code in rp 30-35, the date the requisition was processed, and serial number. If an Army installation is in the supplementary address field, the signal codes will be J, K, or M. If an item manager prepares requisitions for agencies and organizations outside DOD, the supplementary address field may be left blank, filled with zeros, or contain service designator code Y. It will also contain an internal code meaningful to the originator. In addition, the third position of the DIC will contain an E or a 5. The requisitioner will furnish the shipping installation the in-the-clear address.

f. Redistribution order .

(1) An inventory manager, major or major subordinate commander, or an accountable source of supply may prepare a redistribution order to direct release of materiel to another activity, post, camp, station, or base under the same authority. This is done to meet stock levels such as —

(a) Strategic positioning of stocks to meet contingency plan requirements.

(b) Keeping enough stocks within distribution or mission areas.

(c) Programed overhaul.

(2) If the amount being supplied consists of more than one action, the redistribution order will contain a suffix code.

(3) Inventory control points and major or major subordinate commanders will furnish the consignee pre-positioned materiel receipt transactions (DIC DWK). It is a notice of shipments to be received ( para E-274 , table E-276 ).

g. Internal actions .

(1) Supply status . See section V of this chapter.

(2) Back order . It is that unfilled portion of a requisition (for a stocked or nonstocked, standard or nonstandard item) that is not readily available for issue. However, it is recorded as a commitment for future issue, either from stock or by direct delivery from a vendor. This includes long production lead time items.

(a) Supply sources will keep back order files on requisitions received.

(b) Items on back order will be monitored. If a back order is delayed beyond the furnished release date, the requisitioner will be furnished supply status code BP, and a new estimated release date.

(c) Based on resupply, release of the back orders will be as in ( 4 ) below. When the release of a back order must be referred, supply status BM will be sent to the requisitioner.

(d) See paragraph 4-24 for validation of back orders.

(3) Purchase request and documentation .Purchase requests will be sent promptly to the procurement office according to procedures for items not available for issue from stock. The RDD/RDP (conventional ammunition only) of the request will be considered in determining the urgency of the procurement. Documents for security assistance and ILP shipments from vendors will be as directed in chapter 11 .

(a) Inventory managers will prepare requests to procure items not available from stock as warranted by conditions and requisition priorities.

(b) An amended supply status transaction will be sent if the items cannot be procured and shipped to arrive at the consignee's address according to the PD or revised estimated shipping dates.

(c) Purchase requests received in procurement offices will be processed to ensure delivery by the RDD/RDP (conventional ammunition only). Applicable procurement regulations will be observed in processing emergency requisitions (PD 01-08).

(d) Direct shipments from vendors will be documented on the forms below:

(1) DD Form 250 (Materiel Inspection and Receiving Report).

(2) DD Form 1155 (Order for Supplies or Services).

(3) Vendors packing list (annotated with MILSTRIP data). Special distribution of documents for FMS shipments is stated in paragraph 11-45 . Customer requisition data will be continued on forms as required in paragraph 4-76 .

(4) Release of assets in short supply . If there are not enough assets to meet all current demands and back orders for a certain item, inventory managers will set up procedures to release the materiel as follows:

(a) Automatic release of assets will be provided for if all current demands, including back orders, do not contain a JCS-assigned project or a security assistance program or ILP commitment RAD. Demands will be sequenced by priority designators. Assets will be issued against the highest PD and oldest requisition.

(b) Demands will be reviewed manually if any contain one of the following:

(1) A JCS-assigned project code.

(2) "999" in RDD/RDP (conventional ammunition only).

(3) "N" or "E" in rp 62.

(4) Expedited handling signal (555 in rp 62-64) with PDs 01-08 in rp 60-61.

(5) Expedited Transportation Signal "777" in rp 62-64 and PD 01-08 in rp 60-61.

(c) Decisions on the selection of demands to be met will be based on scheduled dues-ins, ability to meet RDDs/RDPs (conventional ammunition only) and RADs through deferred action, significance of JCS-assigned project codes, and acceptability of substitute items.

(d) Materiel for JCS-approved projects and PDs 01-08 normally will be met by issue to zero balances. PDs 09-15 demands normally will be met by issue to the highest control level.

Section II
Special Processing Instructions

4-10. Preparation for oversea movement (POM) requisitions

Instructions in AR 220-10 will be followed.

4-11. Contingency plans

See chapter 12 .

4-12. Loans, unauthorized items, nonstandard items, and temporary issues

a. Inventory managers will review requests for temporary loans and temporary or special issues of equipment. The request must have been sent through correct channels and approved according to current procedures.

b. Requisitions improperly submitted will be returned. Commanding General, U.S. Army Materiel Command and The Surgeon General will issue return instructions.

c. When authority is given to loan Government-owned materiel, supporting documents on the terms and conditions will be kept in a manual jacket file. As a minimum, the file will contain information on the purpose of the loan and authorization, location of the materiel, condition of the materiel at time of loan, loan duration, quantity, and value of materiel loaned.

d. When accountability is dropped, issue (loan) transaction, DIC D7N, may be used to loan materiel from depot inventory to authorized recipients. Some centralized systems do not use the DIC D7_ series transactions for making issues. They may continue to use the MRO, DIC A5_, identified with fund code G3, G4, G6 (created from a requisition, DIC A0_, transaction). However, the method applied should show the issue of loan materiel for audit and accountability. Alignment and format of DIC D7_ are in paragraph E-249 ( table E-267 ).

4-13. Materiel with missing parts and/or components

a. When materiel with missing parts/components or other identified deficiencies (i.e., packaging, technical data missing, etc.) is authorized for shipment, the source of supply (SOS) item manager will include a list of the missing items (or deficiencies) with the shipment instructions.

b. In addition, a letter of authorization, signed by the item manager with a copy of the listing of missing parts/components (other deficiencies) will be forwarded to the shipment and receiving activity commanders to provide advanced notification of outgoing/incoming deficient materiel.

(1) In lieu of authorization letter the item manager may contact the receiving depot/activity by letter/message/telephone, and obtain permission prior to shipping materiel. In this case, the shipping instructions will reference the message/letter/telephone conversation (to include the name of the inventory manager and the approving consignee) and list the components missing.

(2) If either the authorization or missing item list is not provided, a report of discrepancy (ROD) is appropriate.

c. The MRO, DIC A5_, will contain a statement indicating that the above information is required.

4-14. Provisioning

a. NICPs will not distribute a new end item or increase inventory more than 25 percent until the major commander has received special tools and supplies. Exceptions are provided in AR 700-120

b. Requisitions (ICP-initiated shipments) will be prepared for the following:

(1) Commercial-type end items, and

(2) Quantities of peculiar and common support items not shown on the theater authorized stockage list (AR 700-120).

4-15. Modification work order (MWO) requisitions

MWO requirements normally will be received on DD Form 1348 , DD Form 1348M , or DD Form 1348-6 , with DIC A05 or DIC A0E (showing inclusion of written exception data). They will be processed as follows:

a. Edit for applicability to the MWO number.

b. If data are correct or can be corrected, convert document to system input transaction and edit for availability.

c. Requisitions received without an MWO number reference or with incorrect MWO numbers will be rejected. A supply status transaction, with reject status code CA, will be sent to the requisitioner. The reason for rejection is noted in the remarks block. If the explanation will not fit in the remarks block, continue on back of transaction.

4-16. Supply source processing of requisitions with advice code 2D, 27, or 29

Upon receipt of any requisition displaying an advice code of 2D, 27, or 29, an edit will be performed to determine if an increase in the requisition quantity to the quantity unit pack is less or more than $5. If less than $5, the advice code will be disregarded. If $5 or more, the advice code will be honored and processed for the exact quantity requested. When a quantity adjustment is made using the above criteria, the customer will be notified using MILSTRIP status code BJ.

4-16.1. Processing part number requisitions

The item manager will receive customer requirements either electronically or by mail. Each part numbered requisition will be processed manually due to the presence of exception data. Exception data can consist of manufacturer's part number, commercial and government entity code, technical manual number, figure number, item number and/or other information to assist in the identification of the item. The item manager should forward the requisition to a cataloging expert in an attempt to match the part number to an existing national stock number. If a match is found, the requisition will be filled with the NSN item. If a matching NSN cannot be found, an attempt should be made to obtain the item through a procurement action. Only when the attempt at procurement is unsuccessful should the requisition be cancelled to the requisitioner with advice to pursue alternate sources. Examples of alternate sources are fabrication, local purchase and requisition of the next higher assembly. Under no circumstances should a requisition be cancelled to the requisitioner if it contains advice code 2A (unavailable locally). Only requests for additional identifying data are authorized for requisitions with advice code 2A.

4-17. Processing of PWRMS requisitions

a. Supply sources, except GSA, will process funded and unfunded initial file requisitions for PWRMS consumable items as follows. GSA will process only funded requisitions for PWRMS requirements.

b. On receipt of PWRMS initial fill requisitions for consumable item (demand code O(alpha) in rp 44 and project code 3AA in rp 57-59), the supply source will determine asset availability in excess of the AFAO.

(1) If there are enough assets in excess of the AFAO to meet the quantity, the total requisition will be processed as free issue (regardless of the signal code in rp 51).

(2) If the assets available in excess of the AFAO are not enough to meet the total requisition quantity, then that portion equal to the assets available in excess of the AFAO will be processed as free issue. This is regardless of the signal code in rp 51. The balance will be processed according to c below.

c. When the supply source determines that assets are not available in excess of the AFAO, the signal code in rp 51 of the PWRMS initial fill requisition of consumable items will be checked. (This applies to demand code 0 in rp 44 and project code 3AA in rp 57-59.)

(1) If the signal code is "D" or "M," the unfilled quantity on the requisition will be rejected. To reject, use reject status code CB since all unfunded PWRMS requisitions will be processed as "fill or kill."

(2) If the signal code is other than "D" or "M," the PWRMS requisition will be processed as containing advice code "2L" in rp 65-66. The PD in rp 60-61 will be checked to determine further processing routines.

(a) Except for subsistence, PWRMS requisitions with PDS 01-03 will be processed for issue according to UMMIPS supply source processing time standards. Subsistence requisitions will be processed to meet the specific RDD.

(b) PWRMS requisitions with PDs 04-15 will be processed for issue from assets available above the reorder point (ROP), or equivalent. When assets above the ROP, or equivalent, are not available to meet the requisitioned quantity, the unfilled quantity will be placed on back order and proper supply status will be given with an ESD equal to one procurement lead time. Back ordered PWRMS requisitions with PD 04 through 15 will be released from back order at the end of the procurement lead time or when enough stocks are available above the ROP.

d. PWRMS requisitions for DPSC-medical materiel will be processed per paragraph 3-53 .

4-18. Processing of Government-furnished materiel (GFM) requisitions

See chapter 16 for instructions.

4-19. Total package fielding (TPF) requisitions

TPF guidance and procedures are contained in AR 700-142 and DA Pam 700-142 , respectively. Transaction formats for applicable DICs unique to TPF (DICs BAY, B8S, BAZ) are contained in Appendix E and corresponding tables. Special DAAS processing instructions are contained in chapter 14 .

4-20. Nonconsumable item materiel support code (NIMSC) 5 Requisitions

The Army ICP acting as a secondary inventory control activity (SICA) will process the NIMSC 5 requisition. Supply action will be taken if stocks are normally held. If stocks are not available, send the requirement to the primary inventory control activity (PICA). When the requirement is to be sent to the PICA, the following apply:

a. The SICA will record the requisition as being received and must recode it as follows:

(1) RIC of the PICA in rp 4-6.

(2) M&S Code 8 in rp 7.

(3) Signal code C in rp 51 (if original requisition was coded A, B, or D); signal code L in rp 51 (if original requisition was coded J, K, or M).

(4) Fund code of the SICA in rp 52-53.

(5) Distribution code of the SICA in rp 54.

b. The above recoding will ensure PICA output of all status, billing, and MOV requests to the Army SICA (in lieu of the requisitioner).

c. BD status will be given to the requisitioner; however, BM status will not be provided.

d. When status is received from the PICA, the SICA will give this status to the requisitioner. Before doing so, the SICA will convert codes in paragraph a above to those codes in the original requisition.

e. The SICA will be billed for the full amount on the requisition. This occurs even though the A0_ is to replace an unserviceable (condition code E or F) ARI "N" or "M" item (for which an FTA was previously sent). Proper credit will be granted to the SICA upon PICA receipt of the unserviceable carcass with project code 3AL in the FTA and shipping document ( DD 1348-1 ). Project code 3AL is not needed on the replacement requisition.

4-20.1. Processing requisitions for nonconsumable items from a nonregistered user

Requisitions for nonconsumable items from a nonregistered user will be processed as follows:

a. If the PD is 01-08, process for issue and furnish status to the requisitioner using supply status code DS.

b. If the PD is 09-15 and assets are available and above the ROP, process for issue and furnish status to the requisitioner using supply status code DS.

c. If the PD is 09-15 and assets are not available above the ROP, reject the requisition using status code CC or CN, as appropriate.

4-21. Processing requisitions for aviation intensive management items (AIMI)

a. MSCs will accept AIMI requisitions from authorized activities and process according to chapter 4 , with the following exceptions:

(1) AIMI requisitions will be manually reviewed to protect the MACOM negotiated levels.

(2) The DODAAC in rp 30-35 or 45-50 must be listed in the AIMI Supply Letter as an authorized requisitioner. AIMI requisitions received without this authorized requisitioner DODAAC will be rejected with "CR" status.

(3) The project code in rp 57-59 must be an approved AIMI project code. If not, reject the requisition with "CR" status.

(4) The quantity in rp 25-29 must not exceed the negotiated level. The requisitioned excess quantity will be rejected with "CS" status.

(5) When rp 62 contains other than "N" or "9" for items negotiated as NMCS only, reject the requisition with "CR" status.

b. Close out of AIMI requisitions.

(1) Unsatisfied (partial or total) AIMI requisitions will be canceled with "CR" status at the end of the month of consumption.

(2) Requisitions in process that are non-AIMI or non-NMCS for items that are newly negotiated as AIMI or made NMCS-only will be canceled with "CR" status.

(3) International logistics requisitions are not subject to the above cancellation processing.

4-22. Supply source processing of subsistence requisitions

Subsistence requisitions will not be backordered. Subsistence requisitions will be processed to meet the specific RDD in rp 62-64. This is in consonance with UMMIPS. The assigned PD will prescribe the precedence of internal supply processing action for requisitions having identical RDDs. To ensure delivery on the RDD, the ICP and depot may bank the requisitions until the current processing date (computed by subtracting the number of days needed for depot processing and transit time from the RDD). Measurement of subsistence supply performance, based on the RDD, is not currently required by UMMIPS and is not reported through MILSTEP. UMMIPS supply source processing time standards do not apply to substance requisitions.

4-23. Tool and shop sets, kits, and components

The supply source will control the preassembling of tool and shop sets and kits for initial issue only. When feasible, the preassembling of sets will conform to Troop Program, Army Materiel Plan, Missile and Nuclear Programming Data.

a. Requisitions for initial issue of complete tools or shop sets and kits will be issued from those that are preassembled. Sets and kits with missing components, which are technically and functionally complete according to the NMP, may be shipped if a waiver is obtained from the requisitioner. This does not apply to Grant Aid, FMS, and SSA requirements. When such shortages exist, the supplier will give the requisitioner an itemized listing of all component shortages by stock number and quantity, with an EAD. Units will requisition shortages as stated in paragraph 3-37c.

(1) Initial issue of complete sets or kits will be on a nonreimbursable basis for PAA funded items. Stock-funded sets or kits are billed to the requisitioner at full standard price. Except for medical sets and kits, the billing for initial issue of sets or kits with missing components will be the same as for complete sets or kits.

(2) Components of sets or kits that were missing at the time of initial issue will be furnished on a nonreimbursable basis. This will be done when an unfunded requisition, prepared according to paragraph 3-38c , is received.

(3) Components needed to update previously issued sets or kits because of authorization changes or reorganizations will be supplied to the requisitioner on receipt of PAA or stock fund requisitions, as appropriate. Stock funded component changes required to update previously issued PAA funded sets or kits will be expense items, issued to the customer on a reimbursable basis.

(4) Item managers will include with the shipping instructions a copy of or make reference to the waiver or authorization letter/message received from the requisitioner on sets or kits shipped with missing components.

b. Components of tool and shop sets and kits that have been lost, damaged, or destroyed after issue will be supplied only on receipt of a funded (reimbursable) requisition.

c. Medical sets and kits with minor components missing, but otherwise technically and functionally complete (as determined by the U.S. Army Medical Materiel Agency), may be shipped without getting a waiver from the requisitioner. The unit cost of the set or kit will be adjusted to the cost of the set minus the cost of the missing components. Requisitioners will requisition missing components, if needed.

d. Local purchase component items will be procured by the supply source depot. They will not be canceled back to the requisitioner.

e. Requisitions received at the NICP or supply source for complete sets and replacement of components, which are not the logistical responsibility of the NICP, will be processed as stated in paragraph 4-5 .

4-24. Scheduled materiel obligation validation (MOV) requests for U.S. Forces requisitions

See table 4-2 .

a. At the time of validation cutoff, prescribed by DA, supply sources will prepare validation request transactions ( para E-26 ( table E-28 )) for overage U.S. forces requisitions recorded as open in the Document Control File (DCF). MOV requests will be prepared and processed for all items except major end items.

(1) U.S. forces requisitions are over age when-

(a) PDs 01-08 requisitions are 30 days or more past the requisition date.

(b) PDs 09-15 requisitions are 75 days or more past the requisition date.

(2) Requisitions are open when a partial or total quantity is shown in the current MRHSF as recorded-

(a) As back order under any supply status code.

(b) In suspense under supply status code BD.

(c) As original requisition entry only (possibly with informative supply status, but no supply decision entry).

b. The procedure in a above also applies to long production lead time items (including PA-2 items), since requirements may change because of unit or force movements, deactivation, and other population changes. However, item managers may elect to establish longer intervals for validation of long production lead time items.

c. Scheduled MOV requests (DIC AN_) will be transmitted by the supply source to DAAS not later than 5 days after the cutoff date under the cover MOV control transaction in the format in paragraph E-27 ( table E-29 ). The MOV control transaction will be produced for DIC AN_ transactions sent by either AUTODIN or mail. The response due dates (45 days from the cutoff date) are entered in rp 46-49 of the control transactions and rp 75-77 of the validation request documents. The MOV transactions include a provision whereby the recipient will acknowledge receipt of such request documents. Supply sources will use the transaction for control and recording acknowledgment of receipt. The rules below apply.

(1) Supply sources will transmit the DIC AN_ transactions to the DAAS in data pattern messages. Supply sources will set up records by batch control number (rp 7-10) for each validation cycle. This will permit follow-up, as necessary, when customer receipt of a certain batch number is not acknowledged.

(2) The DAAS will transmit the DIC AN_ requests to the designated recipient, perpetuating the supply source batch control. The DAAS will transmit the DIC AN_ documents via AUTODIN in data pattern (transaction format) messages, unless the recipient does not have AUTODIN capability. In the absence of AUTODIN capability, DIC AN_ transactions will be mailed to the recipient by DAAS. MOV requests will be transmitted to the activities determined in accordance with the following rules:

(a) To the activity shown by the M&S code (rp 7).

(b) To the activity shown by an alphabetic character or numeric 6, 7, or 8 in rp 54, when a zero is entered in the M&S code field.

(c) To the requisitioner (rp 30-35) when rp 54 contains a numeric other than 6, 7, or 8 (or is blank) and the M&S code is zero.

(d) To the requisitioner (rp 30-35) when the M&S code is F, G, P, or Z.

(3) When preparing MOV batches for transmission via AUTODIN, no more than 494 DIC AN_ transactions will be included in a single AUTODIN message. Each batch will have its own MOV control transaction (DIC AN9/ANZ). If a single batch exceeds 493 detail request transactions (DIC AN1, AN2, and AN3), additional AUTODIN messages are required, with a separate control transaction for each partial batch in a different AUTODIN message. For example, if 950 detail request transactions are to be sent to the same recipient, the first AUTODIN message will include only 493 detail request transactions (DIC AN1, AN2, and AN3) and a control transaction. The second AUTODIN message will include the remaining 457 detail request transactions and another control transaction. (This limitation allows for a message header and trailer. It also provides sufficient capacity for DAAS to conform with the JANAP 128 maximum limit of 500 transactions in a single data pattern message when rejecting an erroneous MOV message to the transmitting activity.)

(4) When using mail, there is no limit to the number of DIC AN_ transactions sent in a single container (e.g., envelope or package). However, a separate MOV control transaction (DIC AN9) will be prepared and sent as the first transaction with each separate group of DIC AN_ transactions sent to the same activity for validation. This interpreted transaction will contain the preprinted in-the-clear address of the supply source on the reverse side. When two or more mailing containers are sent to the same activity, distinct batch control numbers (rp 7-10) will be entered in the DIC AN9 documents.

d. Army control activities, due to their distribution code in rp 54, responsible for distributing request transactions to requisitioners, will take the actions below. This excludes USASAC. It receives MOV reconciliation request transactions.

(1) On receipt of DIC AN_ transactions sent via AUTODIN, acknowledge the receipt of MOV request control transaction ( para E-29 ( table E-31 )). Change the DIC to DIC AP9, enter the receipt acknowledgment date in rp 41-44 as stated in paragraph E-29 (table E-31) and return to the activity. If the total number of transactions shown in the MOV control transaction is not the same as received, the recipient will follow procedures in paragraph 3-87d .

(2) Prepare a new MOV request control transaction in accordance with paragraph E-27 ( table E-29 ). The RIC (rp 4-6) will be that of the activity preparing the new control transaction. If a new batch control number (rp 7-10) as well as the number of DIC AN_ transactions (rp 11-13) in the batch changes, this will be done as prescribed. The remaining record positions, as shown in the original control transaction received, will not change. This will be done not later than 2 days after receipt from DAAS.

(3) Set up records by batch control number (rp 7-10), as well as a cross-reference to the batch control number for which the original MOV reconciliation request transactions were received from the supply source. These records will be used to-

(a) Followup on customers that do not provide a receipt confirmation within 30 days from the cutoff date of the MOV cycle.

(b) Process follow-ups (DIC ANZ) received from the supply sources.

(c) Process notice of nonreceipt of total batch of MOV transactions (DIC APX).

(4) Process follow-ups (DIC ANZ) ( para 4-27 ) and notice of non-receipt of total batch (DIC APX) ( para 4-26 ).

4-25. Scheduled MOV requests for International Logistics Program requisitions

See table 4-2 .

a. At the time of cutoff, prescribed by DA, supply sources will prepare validation requests transactions ( para E-26 ( table E-28 )) for all Service's over age ILP requisitions recorded as open in the MRHSF. This applies for stocked and nonstocked, standard, and nonstandard items.

(1) ILP requisitions are over age when they are 180 days or more past the number date.

(2) ILP requisitions are open under the conditions in paragraph 4-24a(2) .

b. Procedures of validating Army Security Assistance Program (B service code) requisitions (including GA, FMS, and SSA) are in chapter 11 . Air Force ILP (D service code), Marine Corps ILP (K service code), Navy ILP (P service code), and DLA (T service code) requisition validation will follow the same procedures as for Army. The cut-off in a above does not apply.

c. Requisitions for Agency for International Development (AID), identified by numerics 72 in rp 30-31, will not be validated.

4-26. Processing acknowledgment of cycle validation request

a. The recipient of validation requests will acknowledge receipt according to paragraph 3-87c . It will be in the format in paragraph E-29 ( table E-31 ).

b. Supply sources will process the receipt confirmation for backorder validation request transactions as follows:

(1) DIC AP9-Match against the backorder validation request (DIC AN9/followup (DIC ANZ)) control transactions. (No further action is needed until MOV response documents are received.)

(2) DIC APX-Retransmit the specific batch as shown in rp 7-10 to the recipient. If a change in the number of DIC AN_ transactions being retransmitted is required, correct the suspense records accordingly.

4-26.1. DAA acknowledgment of MOV requests

The DAAS MOV response transaction (DIC AP8) has two uses.

a. Deployed units, afloat units, and CONUS/OCONUS locations which are unable to acknowledge receipt or respond by the prescribed date per table 4-2 may request the DAASO to temporarily provide responses to MOV requests ( para 3-89. 1 ).

b. MOV activities may submit a single response transaction (DIC AP8) to DAAS on each DIC AN_ MOV request for all MOV backorders which are verified as valid and when the quantity remains unchanged. This is in lieu of preparing and submitting individual DIC AP_ transactions for each DIC AN_ MOV request (para 3-89.1).

4-27. Followup on unacknowledged cyclic validation requests

a. Supply sources will follow-up when the request transactions are not acknowledged. The DIC ANZ follow-up will be in the MOV format ( para E-27 ( table E-29 )). It will include a reproduction of the original request transaction documents. Follow-up will be sent 30 days from the cutoff date of the MOV requests. If a follow-up acknowledgement and responses are not received by the due date, the affected backorders (except for fleet units and ILP) will be canceled.

b. When fleet units do not acknowledge receipt of requests (ships and squadrons as shown by the in-the-clear activity address), a duplicate of the follow-up MOV control transaction(s) (DIC ANZ) will also be sent to the fleet-type commander. The fleet-type commander will advise supply sources, by message within 10 days, of units that cannot acknowledge receipt or respond by the due date. Supply sources will suspend cancellation until the commander of the fleet unit gives an estimated date as to when the acknowledgement receipt or response will be furnished.

4-28. Processing validation response documents

a. Procedures for acknowledging receipt of back-order validation requests and the validation response by the requisitioner are in paragraphs 3-87 and 3-88 .

b. Validation response documents that contain blanks in the advice code field will be processed by comparing the quantity shown with that on record at the supply source.

(1) When the quantity fields agree, the item will remain on backorder. No further action is required.

(2) If the quantity field of the response document is all zeros, the supply source will cancel the total quantity on back order. This also applies to annotated request transaction received from requisitioners without automation equipment.

(3) If the quantity shown on the response document (or annotated request transaction) is less than that on record at the supply source, cancel the difference and adjust all records accordingly.

(4) If quantity shown on the response document (or annotated request transaction) is greater than that on record at the supply source, furnish supply or shipment status of quantity variance.

c. Fleet units mailing response documents to CONUS supply sources will report it by message. This will be done if the transactions are mailed less than 20 days before the reply due date in the scheduled validation request transactions.

d. Supply sources that receive scheduled back order validation response documents, intended for the activity designated by the RIC-TO (rp 4-6) in the documents, will forward them by airmail.

e. Supply sources may contact requisitioners to determine desired actions on erroneous response documents. If time does not permit, these items will be kept on back order until the problem is solved.

4-29. Supply source cancellation of back orders

a. Supply sources will cancel back ordered items as follows:

(1) When the reply to a special validation message request has not been received by the reply due date.

(2) Except for ILP and requisitions to be filled by direct delivery from vendors (status code BV and BZ), when the requisitioner has not acknowledged receipt of the scheduled backorder validation requests and no DIC AP_ response documents are received by the response due date. This also applies when the MACOM or theater/fleet commander has not requested temporary suspension of cancellation pending final response. ILP backorders and requisitions to be filled by direct delivery from vendors will not be automatically canceled due to nonresponse to an MOV request.

(3) When receipt of validation requests has been acknowledged but no DIC AP_ response has been received on specific items and documents submitted for validation. In these cases, receipt of a follow-up document during the validation cycle will not preclude cancellation.

(4) Upon receipt of cancellation requests from requisitioning activities. When there is no record of the item as a materiel obligation, the validation response will be matched with the requisition history file to determine the current status of the item. If the item is in an 'in-process' state, effective action must be taken to stop the flow of unneeded materiel. Supply sources will stop procurement, storage, or transportation in accordance with paragraph 4-58 . Based on actions taken, the requisitioner will be furnished supply or shipment status.

b. The supply source will furnish the activities to which back order validation requests were sent and the control activity shown in rp 54, when appropriate, with a supply status transaction (reply to cancellation). It will contain supply status code BR or BS, whichever applies for each item canceled because of validation.

c. Supply sources in accomplishing cancellations resulting from MOV procedures will initiate efforts to stop storage and transportation actions.

4-30. Processing requests for MOV reinstatements

Upon receipt of a request for MOV reinstatement, DIC APR ( table E-32 ), the supply source will reinstate supply action when the records indicate that supply status, DIC AE_, with status code BS was generated due to customer nonresponse to an MOV request for validation ( para 4-33 ). Upon processing the DIC APR, supply sources will furnish status to all status eligible recipients as indicated in the below paragraphs.

b. The reinstatement request will not be honored if it is received later than 60 days from date of the BS status.

c. Reinstatement of the requisition will be for the quantity in the DIC APR transaction, which may be equal to or less than the original canceled quantity. If the reinstatement quantity on the APR document is greater than the quantity canceled in the AE_ transaction (status code BS), only the quantity in the AE_ transaction (BS status) will be reinstated. Only the quantity exceeding the 'BS' quantity will be rejected.

d. If the advice code from the original requisition is included on the APR document, it will be honored. Otherwise, this field will be treated as blank.

e. When the APR document is received by the source of supply, the latest supply or shipment status will be furnished to all status eligible recipients.

f. APR documents will be rejected using DIC AE_, for the following reasons:

(1) Status code DK . Received over 60 days after the AE_ document (status code BS) transaction date.

(2) Status code DL . No record of an AE_ document with status code BS.

(3) Status code DM . Requested reinstatement of a quantity larger than that which was canceled (status code BS). The quantity canceled is in rp 25-29.

g. The M&S code does not apply to the DIC APR transaction. See table 4-9 .

4-31. Special MOV validation requests

a. Due to the urgency of the demand, an end item manager may supply from stocks due-in, against which there are back orders of lesser or equal priorities. In these cases, a special back order validation request may be made.

b. Requests for and responses to special back order validation requests will always be via message. Use of message validation will normally consist of a few transactions for a single requisitioner.

c. The message request will consist of the document number, stock or part number, the unfilled amount shown on the "ship to" address, the PD, and a reply due date. The reply due date will always be 15 days from the date of the message dispatch. The format of the message request is shown at para D-1 ( fig D-10 ).

d. Special validation may be ordered without regard to the age of the back order.

4-32. Mandatory validation

The validation procedure is mandatory. It is the only procedure authorized to validate back orders. Arbitrary cancellation or rejection of requisitions due to age or quantity shown on the back order is not authorized. Each Army supply source will establish a point of contact (POC) to monitor the back-order validation program to ensure that it is expeditious and effective. The requisitioner will be advised of the POC and instructed to contact the POC on all matters about the validation. Failure to complete the required back order validation and within time frames will be subject to Inspector General investigation.

4-33. Report of validation of materiel obligations

a. The supply source will review the history file prior to the preparation of the report for those transactions on which the quantity response was different from the quantity requested. This review will be made to determine if the quantity difference was a result of a shipment, a cancellation, or if the requisitioner actually requested the obligation to be canceled. Only cancellations actually requested by the requisitioner via the MOV response will be included in the MOV report. Difference of quantity, as the result of any other cause/process, will not be reported.

b. A consolidated report of validation of materiel obligations will be submitted quarterly in accordance with the time frames shown in table 4-2 . The report will be assigned Reports Control Symbol DD-P&L(Q) 1064. See table 4-3 for format.

4-34. Receipts

The storage activity will process receipts and report to the accountable supply activity according to chapter 5 .

4-35. Rejecting requisitions back to customer for lack of information

a. When a supply source receives a requisition that contains insufficient information for processing to be completed, reject it using the appropriate status code in paragraph C-15c ( table C-31 ) or request the information needed to continue processing.

b. The activity designated by the media and status code in the requisition as status recipient will be the action addressee identified on all requests for additional information.

c. When additional information is requested, DIC AE_ with BD status will be forwarded to all designated status recipients. The supplier will use DIC AE8 in preparing this status. DAAS will convert the AE8 to the appropriate AE_ transaction. (See para 4-60a .)

d. Any further action will be suspended until a response is received or until 30 days have elapsed from the date of inquiry, whichever is first. When the information that was requested is received, processing will continue normally.

e. If the requisitioner fails to respond to the supply source's request for additional information or the 30 days have elapsed, the supply source will reject the requisition with status code D3 (para C-15c (table C-31)).

4-36. Demand data from DEPRA

a. DEPRA will generate DIC DHA, demand transaction (see para 5-40 ), via DAAS to the recorded IMM/ICP in response to receipt of shipment status to a DEPRA redistribution order. The DIC DHA will contain, among other data, the quantity of the item shipped and NSN of the original requisition. The DIC DHA will be prepared by DEPRA only when the original requisition contains a valid fund code and would have been forwarded to the SOS if DEPRA had not caused redistribution action to satisfy the demand. (A DIC DHA will not be prepared for unfunded requisitions addressed to DEPRA (RIC HR1, distribution code 1)).

b. The IMM/ICP, upon receipt of the DIC DHA from DEPRA, will record the demand in the demand history file.

Section III
Storage and Shipping Activity Processing

4-37. Documentation

a. General .

(1) The documents to be received by storage and shipping activities to complete shipment will, in general, depend on the following:

(a) The location of the storage and shipping point in relation to the accountable supply distribution activity, and

(b) The availability of EAM/ADP and transceiver facilities at the storage and shipping activity.

(2) Remote storage and shipping activities will receive and use only MRO transactions DD Form 1348M . These transactions will be received from the supply sources by transceiver or mail. (When materiel is released from commercial storage installations, or oversea remote storage points with no machine capability, DD Form 1348-1 or DD Form 1348-1A may also be furnished.) See appendix B for format instructions.

(3) Supply sources directing release of materiel from storage and shipping activities may use any technique adaptable to the capability of that command if —

(a) They are not remote (storage sites located at the same place where the requisition is processed), and

(b) They are organized so that requisition processing and storage functions are under the same commander.

b. Processing materiel release data. Each MRO (DIC A5_), or MRO modifier (DIC AM_), placed on a storage activity will result in its confirmation, denial, or a combination of the two. Internal controls will be set to ensure proper documents are prepared for each. The MRO, MRO modifier, or a local form containing MRO data, will be used to examine locator files and is the basis for:

(1) Shipment planning.

(2) Stock selections.

(3) Materiel release confirmation.

(4) Materiel release denial.

(5) Preparation of shipment status transaction.

(6) Preparation of release/receipt document.

(7) Preparation of transportation control movement document (TCMD)(when applicable).

(8) Replies to MRO follow-up request.

c. Processing MRO modifiers . Wholesale accountable activities (AAs) will send MRO modifiers to the storage activity (SA) as a result of requisition modifiers or when an MRO follow-up (DIC AF6) results in BE or BF supply status from the SA by DIC AE6. (MRO follow-ups are described in paragraph 4-58 .) Upon receipt of MRO modifiers, the SA will do one of the following:

(1) If the DD Form 1348-1 or DD Form 1348-1Automated has not been printed, modify the original MRO data elements as appropriate. This will be done by matching the document number and suffix of each modifier with the document number and suffix of the original MRO. The SA will continue to process the MRO as modified.

(2) If the DD Form 1348-1 or DD Form 1348-1Automated has been printed but the MRO modifier is not in response to a DIC AE6 with supply status code BE, the SA will respond with B2 status. When the SA records reflect cancellation or denial prior to receipt of the MRO modifier, the SA will respond with an AG6 reply to cancellation request or supply status AE6 with status code BY.

(3) If the MRO modifier is forwarded in response to a DIC AE6 with supply status BE, create a second DD Form 1348-1 or DD Form 1348-1Automated and ship the materiel.

(4) If the MRO modifier is received in response to a DIC AE6 with supply status BF, process the MRO modifier as an MRO.

(5) Process the MRO modifier as an MRO when the original MRO is not received.

(6) SAs will provide supply status (DIC AE6) to supply sources when requested modifications are or are not made, citing status code BK or B2.

4-38. Planning the shipment

a. Concurrent planning by warehousing, packing, and the transportation segments of the shipping activity will ensure that materiel shipped is accurate, handled promptly, and selected, packed, and marked correctly.

b. Procedures will be maintained to determine the need for: special handling (based on the RDD/RDP (conventional ammunition only)), characteristics of materiel, lot shipments, type of pack, management code instructions, mode of transportation, destination, volume, weight, terminal requirements, and domestic and oversea intransit times. Expedited handling (PD 01-03, with 999 in the RDD/RDP (conventional ammunition only) field) will take precedence over other priorities with the same PD. NMCS/ANMCS shipments will use overnight/next day delivery service whenever possible.

c. MROs with advice code 2T and no date in rp 62-64 will be processed under the assigned PD. If the materiel cannot be delivered to the consignee by the SDD or RDD/RDP (conventional ammunition only), and the MRO contains advice code 2T, the MRO will be canceled using DIC AE6, with reject status code CB. The requisitioner will be advised of the cancellation by a DIC AE_, with reject status code CB.

d. Storage and shipping activities must provide the NSN and DODIC on all supply status and shipping documents for conventional ammunition. This information may be repeated in Military Standard Transportation and Movement Procedure (MILSTAMP) document.

e. MROs with expedited transportation signal "777" entered in rp 62-64 will be processed for release and shipment within the timeframe standards (tables 2-1 , 2-2 , or 2-7 for DSS/ALOC activities) for the PD indicated in rp 60-61. When an MRO contains PD 01-08 without "777," or a valid RDD/RAD entry in rp 62-64 (i.e., 999, 555, N or E in rp 62, or RDD within the SDD for the IPG), or a JCS project code in rp 57-59, the MRO will be processed for shipment under PD 09-15 standards.

4-39. Selection of stock

a. DD Form 1348-1 or DD Form 1348-1Automated may be used to select stock for issue. Location information will be entered in overprint block F before sending to the storage area for stock selection.

b. Unless management code G is in rp 72 ( para C-35 ( table C-52 )), the exact quantity on the MRO will be selected according to stock number, location, priority, consignee, mode of shipment, and the date and time due in packing. SAs will apply prescribed packaging and packing instructions, based on the materiel PD, considering the geographical area shown in the document number and supplementary address. When the level of packaging and packing is a main factor, the accountable supply activity will make note on the MRO transaction. Storage and shipping activities will repeat this information through the storage and shipping operation to ensure that the packaging and packing instructions are followed.

c. When the MRO is for a shelf life item, use the first-in/first-out (FIFO) principle, unless otherwise instructed by advice code 2G, a condition code, or management code P. If advice code 2G is not used, ensure that the materiel has the minimum shelf life, consistent with the customer's location, mission, and location needs.

d. When the MRO is for release of materiel with missing parts/components (other identified deficiencies) the shipment will contain a listing of the missing items (other deficiencies) and a statement indicating whether the item manager did/did not authorize the deficient shipment.

4-40. Materiel release confirmation

a. The storage activity/shipping activity will send a materiel release confirmation (MRC), DD Form 1348M , using DIC AR0 (see para E-31 , table E-33 ) to carrier. This document will show the quantity actually shipped. If that amount is greater or less than that requested because a unit pack adjustment is based on management code G, the MRC will contain DIC ARA or ARB. When the quantity shipped has not been adjusted for unit pack characteristics, the MRC will always contain DIC AR0 and show the quantity actually shipped. DIC AR0 will be used for confirmation of a partial quantity shipped when the remainder is being denied. MRCs furnished in response to DIC AF6 follow-ups will be in accordance with paragraph 4-58f . Confirmation notices will not be delayed to consolidate transmission. They will be expedited for transmission in the next scheduled dispatch after release to the carrier. An MRC transmitted by telephone under emergency conditions will not be confirmed.

b. Management code G ( para C-35 ( table C-52 )) must appear in rp 72 of the MRO before DIC ARA or ARB can be used to show an overshipment or undershipment.

(1) MRC transactions that contain DIC ARA will be processed to confirm a single shipment of an amount over the MRO quantity. If the amount on the MRO must be made by partial shipments and they exceed the original MRO quantity, all partial shipments except the final one will be confirmed by DIC AR0. The final one will be confirmed by DIC ARA.

(2) MRC transactions that contain DIC ARB will be processed the same as in ( 1 ) above. The quantities shipped will be less than that of the MRO.

(3) DIC ARA or DIC ARB will only be used with DIC AR0 when there are multiple shipments of the same MRO quantity and the total quantities shipped are over or under that of the MRO.

c. Materiel release modifier confirmation will contain DIC AR9. (See paras C-1 ( table C-1 ) and para E-31 ( table E-33 ).)

4-41. Storage activity denial or rejection of materiel releases

a. A materiel release denial (MRD), DIC A6_, is prepared by the storage activity and sent to the supply source that created the MRO, as notification of negative action on the MRO. The MRD document ( DD Form 1348M ) must be completed as prescribed in paragraph E-9 ( table E-9 ) to show the quantity denied and proper management code ( para C-35 , table C-52 ). MRDs for subsistence MROs for which there is no stock for the date packed/expiration date cited on the MRO will use management code 3 (see table C-52). If the quantity shipped is less than the quantity on the MRO, do the following:

(1) Annotate the DD Form 1348-1 or DD Form 1348-1Automated to show the quantity actually shipped and explain the difference in quantity on the form. The materiel release confirmation document will be prepared for the quantity actually shipped.

(2) Prepare a materiel release denial (MRD) (DD Form 1348M) to show the quantity denied. This document must be complete as prescribed in paragraph E-9 (table E-9). Show the proper DIC and management code as shown in paragraph C-35 (table C-52) or as shown on the MRO or on DD Form 1348-1 or DD Form 1348-1Automated.

(3) Send MRD to the accountable activity. These notices will not be delayed to consolidate transmission. They will be expedited for transmission in the next scheduled dispatch after completing the initial validation research ( AR 740-26 ) for warehouse denials and immediately on receipt of computer-initiated denials.

b. If the total quantity of materiel to be shipped is denied, an MRD will be prepared for the entire quantity. The documents will be promptly sent or delivered to the accountable activity, using the proper DIC and management code (para C-35 (table C-52)).

c. If there are no facilities, storage and shipping points will promptly inform the accountable activity (by telephone or electronically transmitted message) of the denial to preclude further denials. These MRDs will not be confirmed.

d. Special inventories will be made, because of MRDs (warehouse refusals), according to accountable supply point or inventory manager instructions and AR 740-26.

e. If the storage activity cannot meet the required delivery period (RDP) specified in rp 62-64, DIC AE6 with status code CB will be provided to the supply source. The supply source will advise eligible status recipients. (Applies to conventional ammunition requisitions only.)

4-42. Replies to materiel release order follow-ups

On receipt of a MRO follow-up from the accountable activities, the storage and shipping activities will reply with shipment confirmation, DIC AR_ ( para E-31 , table E-33 ), shipment denial, DIC A6_ ( para E-9 , table E-9 ), or supply status, DIC AE_ ( para E-17 , table E-18 ), as appropriate. (Further instructions are given in para 4-58f .)

4-43. Preparation of shipment status

a. In addition to the MRC ( para 4-40 ), storage or shipping activities will prepare shipment status transactions under the conditions below:

(1) When an authorized code is in rp 54 of the MRO.

(2) When the M&S Code (rp 7 of the MRO) is K, L, M, N, S, T, U, or V.

b. Within 24 hours after release of shipment, the storage activity will transmit shipment status documents (DIC AS8) to DAAS. DAAS will distribute this status, via AS_ transactions, to —

(1) The requisitioner (rp 30-35) or the supplementary addressee (rp 45-50) as shown by the M&S code in rp 7, and

(2) The activity designated by an authorized code in rp 54.

c. Storage or shipping activities will mail shipment status documents, using DIC AS_, to those requisitioners or supplementary addressees with no transceiver facilities. Distribution of this status will be as outlined in paragraph b above.

d. For deliveries direct from vendors, ICPs will prepare and send shipment status documents using DIC AS8. DD Forms 250 (Materiel Inspection and Receiving Report) or DD Forms 1155 (Order for Supplies or Services) or other advice of shipment prepared in procurement channels will provide the ICPs with source data on shipment status.

4-44. Preparing and distributing DD Form 1348-1, DD Form 1348-1 Automated, and the Automated Packing List (APL)

a. General . The DD Form 1348-1 (DOD Single Line Item Release/Receipt Document), or the DD Form 1348-1Automated (DOD Issue Release/Receipt Document), and the optional Automated Packing List (APL) are prepared by the supply or shipping activity. A DD Form 1348-1Automated is prepared for each MRO, or for each bill of lading if partial shipments are involved. These documents are used for selecting, packing, shipping, and receiving materiel. They are also used as a record of receipt transaction and as the source document for preparation of other documents.

(1) The basic principle is to repeat the requisition information on the release and receipt document, when possible. For example, under ideal conditions, the exact quantity of the stock number requisitioned would be released from the initial point that received the requisition. The resulting release and receipt document would repeat the information and simply add the unit price. The requisitioner would, therefore, have a complete record of the requisition and receiving data on a single document. In a supply sense, the requisitioner could, therefore, discard the original requisition or retire it to other files.

(2) However, the system does not always operate under ideal conditions. Therefore, it provides supply status as the means of updating or revising the requisition. Under the basic principle previously explained, the release and receipt document will repeat the requisition data as submitted or as revised, including the original advice code.

b. Preparation . The DD Form 1348-1 or DD Form 1348-1Automated is mandatory and the APL is optional for all shipments to DOD customers, including FMS and contractors, from DOD and GSA shipping activities. Instructions for completing the forms are in appendix B . If shipment is direct from procurement, the contractor will prepare and distribute DD Forms 250 in accordance with appendix I, part 4, FAR, rather than using DD Form 1348-1 or DD Form 1348-1Automated. Materiel inspection and receiving reports may be used, but are not required with shipments under DD Form 1155 (Order for Supplies or Services/Request for Quotations).

(1) The DD Forms 1348-1 and 1348-1Automated may be manually or mechanically prepared. They will contain data elements prescribed herein for the various types of transactions. Use of carbonless paper for preprinted forms (DD Form 1348-1 and DD Form 1348-1Automated) is authorized. The DD Form 1348-1 is a preprinted form (see app B). For DD Form 1348-1Automated, there are two methods for generating the form:

(a) Preprinted forms . Data entries will be made by automated printers, typewriter, or handscribed (see app B).

(b) Laser printed forms . When this method is used, the form and data are printed simultaneously by laser printer. The IRRD will contain prescribed data elements contained in appendix B.

(2) The APL will contain at a minimum the prescribed data elements listed in paragraph B-5 . When the APL is not produced, a copy of the DD Form 1348-1Automated will be used and will be placed inside the packing list envelope securely attached to the outside of the shipping container. On multiple container shipments, the DD Form 1348-1Automated will be placed inside a packing list envelope and securely attached to the outside of the No. 1 shipping container.

c. Document distribution . Document distribution for the DD Form 1348-1 is in table 4-4 ; distribution for the DD Form 1348-1Automated (IRRD) and the Automated Packing List is shown in table 4-5 . Actual copies used other than the original and first carbon are optional. (When the DD Form 1348-1Automated with bar coding (IRRD) is used, the original will always accompany the shipment to the consignee.) Distribution of these forms for issue to FMS and Grant Aid, as discussed in chapter 11 , is contained in table 11-7 . Distribution of copies for shipments to DRMOs, as discussed in chapter 8 , is contained in table 8-3 . Distribution of forms for loans to United Kingdom, Canada, and Australia, as discussed in paragraph f below, is contained in table 4-6 .

d. Parcel post . Parcel post shipments will be processed and distributed as follows:

(1) Two copies of DD Form 1348-1 or DD Form 1348-1Automated will be affixed to the item inside the package.

(2) A copy will be placed in a water-resistant PPP-E-540 envelope and attached to the No. 1 container ( MIL-STD-129 ). Note: Envelope Specification PPP-E-540 comes in nine standard sizes varying from 5 by 3 3/4 inches to 10 by 12 inches.

(3) The original will be distributed the same as in paragraph b above; however, if the shipping activity has a way of accumulating the data either by PCM or ADP, the original may be destroyed. For Grant Aid shipments, a copy will be air mailed to the MAAG or mission of the country. A copy is not required for parcel post.

e. Security assistance . Security assistance program and ILP transactions will be processed in accordance with chapter 11 .

f. Loans . For loans to United Kingdom, Canada, and Australia provided under section 65 of the Arms Export Control Act the following provisions apply:

(1) DD Form 1348-1 or DD Form 1348-1Automated will contain —

(a) Basic issue item listing, if applicable.

(b) Citation of loan approval.

(c) Required markings.

(d) Period of loans.

(e) Return shipping instructions, if needed.

(f) Identification of items not required to be returned, with notation "Return of property not required."

(g) The statement "These goods are the property of the United States on loan to the (British) (Canadian) (Australian) Army under current international agreements."

(2) Eight copies of DD Form 1348-1 or DD Form 1348-1Automated are required plus those kept by the shipper. The copies will be distributed as shown in table 4-6 .

4-45. Preparation of transportation documents

Shipping activities will prepare transportation documents in accordance with DOD 4500.32-R.

4-46. Shipment markings

Markings will be according to DOD 4500.32-R and MIL-STD 129 .

4-47. Storage activity processing of single line cancellation/diversion requests

a. DIC AC6s will be processed in the sequence given in paragraphs 4-64a and 4-65a(2), (3) and (4).

b. Records will be maintained to determine whether line items shipped were in single line or multiline shipment units and the dollar value of each. This will identify shipment units that may be canceled and determine whether cancellation should be continued as follows.

c. As much as processing capability is available, activities will develop and maintain data to —

(1) Help determine the depot work area to which shipment processing should have progressed. Work areas for consideration are as follows:

(a) Computer . Mechanized processing of DIC AC6s, and output of DD Forms 1348-1 and stop shipment notices.

(b) Storage . Bin area and bulk area.

(c) Shipment preparation . Preservation, packaging, packing, consolidation, and parcel post.

(d) Shipping . Consolidation, air freight, motor (truck) freight, and rail freight.

(2) Include the maximum time to process DD Form 1348-1, DD Form 1348-1Automated, or shipments in each above work area. (This is within total time allowed by chapter 2 from receipt of MRO to release to transportation.) These data would provide a basis for determining the work areas where stop shipment could most likely be taken on receipt of a DIC AC6. Also, document priority should be considered as it affects processing time in hours versus days.

d. On receipt of a DIC AC6, the SA will determine the proper work areas to which stop shipment notices would be sent when cancellation of an in-process DD Form 1348-1, DD Form 1348-1Automated, or shipment is required. The stop shipment notices will include pertinent line item and document identification priority. It will also contain information as to whether a single or multiline shipment unit is involved. A separate stop shipment notice will be issued to the current work area and each other work area through which the shipment would be processed.

e. All items and quantities will be canceled for which DD Forms 1348-1 or DD Forms 1348-1Automated have not been released to storage work areas.

f. All items and quantities will attempt to be canceled for which DD Forms 1348-1 or DD Forms 1348-1Automated have been released to storage work areas and there is no record of transportation release to a carrier. The following are exceptions:

(1) The dollar value is less than $25 for a single line shipment unit, or

(2) The dollar value of a single line packed in a consolidated shipment unit is less than $200.

g. The SA will advise the supply source of actions taken in response to cancellation requests. This notice will be provided as follows:

(1) When the SA has no record of the MRO receipt, the supply source will be provided DIC AE6 status with supply status code BF.

(2) When the canceled items have not left the depot, respond only to the supply source in the same format as the cancellation request document. As an exception, rp 4-6 will contain the RIC of the supply source to which the document will be sent and rp 67-69 will contain the RIC of the activity preparing the document. This document will contain DIC AG6.

(3) When cancellation is not attempted due to less than $25 or $200 criteria in f(1) and ( 2 ) above, the SA will furnish the supply source DIC AE6 status with supply status code B8.

(4) When the items have been released to a carrier in shipments for a CONUS customer, the materiel will not be stopped or diverted beyond the point of shipment. In this case, the supply source will be provided shipment status (DIC AU_).

(5) When the items have been released to a carrier in shipments to an oversea consignee, the SA will follow the procedures in DOD 4500.32-R to stop or divert shipments within the DTS. In this case, the supply source will be provided DIC AE6 status with supply status code B9.

(6) The SA will not stop or divert oversea shipments within the DTS when —

(a) The items are combined in a multiline shipment unit.

(b) The items were in oversea shipments released to carrier for shipment more than 45 days by surface or more than 10 days by air before receipt of the DIC AC6.

(c) The items were shipped to oversea customers by air mail parcel post, or United Parcel Service.

(d) Single line item shipments have a total dollar value of less than $200.

(e) The single line item shipment unit has a total dollar value of less than $1,000 and is shipped with other units in larger containers (e.g., CONEX and SEAVAN).

(7) After DTS receives confirmation that shipments have been stopped or diverted, the SA will provide the supply source DIC AE6 status with supply status code B6.

(8) There are cases when a shipment could not be stopped or diverted. Sometimes the SA did not stop or divert a shipment with the DTS due to one of the reasons in ( 6 ) above. Also, the SA may get notice that the DTS did not stop or divert the shipment as requested. In these cases, the SA will send a reply to cancellation request-materiel release confirmation (DIC AU0, A, B) to the SOS; the SOS is shown on the MRO. DIC AU0 shows the exact quantity on the MRO, DD Form 1348-1 , DD Form 1348-1Automated was shipped and not canceled. DIC AUA shows that a quantity greater than on the MRO or DD 1348-1 was shipped and not canceled. (This greater quantity was due to unit pack.) DIC AUB shows that a quantity less than on the MRO or DD Form 1348-1 was shipped and not canceled. (This lesser quantity is also due to unit pack.) Upon receipt of the AU0, A, B, the SOS will create a reply to cancellation request-shipment status (DIC AU8) to DAAS. DAAS will convert the AU8 to the appropriate DIC AU1, 2, or 3 transaction. DAAS will then provide the status to eligible recipients as determined from the original MRO.

h. SAs that need diversion instructions when rp 45-50 of the DIC AC6 cancellation is blank will request it from the activity designated in cc 67-69. These requests will be by telephone or message.

i. Actions under d through g above will be completed as follows:

(1) Two working days for PDs 01-08.

(2) Five working days for PDs 09-15.

j. The SA will advise the supply source that the attempted stop or diversion has or has not been completed by the DTS within 2 working days of receiving the confirmation or denial notice.

Section IV
Issue History Files

4-48. Document control file (DCF)

a. All supply sources will maintain a record of each materiel request and the action taken on it to meet the total quantity requested (see table 4-7 ). The requested quantity may be met by shipment (including shipment direct from procurement), referral, cancellation, or rejection. Status and follow-up information will be obtained from this file as required.

b. The DCF will remain active for 2 years after the request is closed. It will be thoroughly searched before converting a DIC AT-series documents.

c. Supply sources will establish and retain accessible history records of BF status provided to requisitioners because of cancellation requests (DIC AC_, or AK_) received for a minimum of 6 months after providing the BF status to the requisitioner.

d. File may be maintained in hard copy, magnetic tape, microfilm, microfiche, disk storage, or paper tape. It will consist of the data in table 4-7.

4-49. Materiel release order history and status file

The SAs will keep records of MROs and the supply actions taken on the order to meet the total quantity (see table 4-8 ). The amount may be met by shipment, denial, or cancellation. Responses to follow-up and cancellations will be obtained from this file as required. It will remain active for 1 year after the order is closed. It will be thoroughly searched before converting a follow-up to an MRO. SAs located at the same installation and requisition processing and storage functions under the same commander, may use the MRHSF. The MRO history and status file may be maintained in hard copy, magnetic tape, disk storage, microfilm, microfiche, or paper tape. It will consist of the data in table 4-8.

Section V
Supply Status

4-50. General

a. Supply sources or Management Control Activities (MCAs) provide status data to designated activities as notice of action taken or being taken on MILSTRIP documents received, using status codes in paragraph C-15 ( table C-31 ). Activities to receive status data and the type of data required are designated by entry of a media and status (M&S) code in rp 7 ( para C-3 ( table C-10 ). A significant distribution code in rp 54 also designates monitoring/control office to receive all status data. In addition to supply sources furnishing status, the DAAS also generates status in selected situations as a result of editing the stock number field of requisitions. The DAAS status is furnished using the unique DIC AE9 and the DAAS RIC (from) is cited in these transactions.

b. Status data is either supply status or shipment status prepared by the supply source in the applicable format in appendix E . Status data may be informational or require additional action by recipients based on the status code in the document.

c. Supply sources will forward status documents to DAAS for transmission to status recipients. DAAS will transmit status as indicated in table 14-1 . DAAS will pass DIC AFY transactions (requests for DODAAC information) to the RIC in rp 4-6, and will route DIC ASY response transactions containing DODAAC information, without changing the DIC, to all eligible status recipients as indicated in paragraph 4-60 .

4-51. Exception status

Exception supply status indicates any one or a combination of the following supply source action decisions or MCA action decisions:

a. Procurement for direct delivery from vendor to consignee.

b. Partial issue and other partial actions. Furnish shipment status for the quantity shipped if indicated by the M&S code in rp 7.

c. Substitution of another item for the item requisitioned.

d. Requisition rejection (supply source or MCA).

e. Requisitions referred or passed to another supply source for supply decision.

f. Any circumstances which predict that issue may not be made within the time frames established for the assigned PD or RDD/RDP (conventional ammunition only).

g. Change of unit of issue and quantity.

h. Requisition is placed on backorder.

i. Acknowledgement of cancellation.

j. Notice of submission of security assistance program and ILP requisition by USASAC.

4-52. One hundred percent supply status

One hundred percent supply status is notice of all actions taken or being taken by supply sources on a requisition, passing, referral or redistribution order. This includes any one or a combination of all positive supply action decisions and all applicable exception nonpositive supply action decisions.

4-53. Rejection status

This status advises all status eligible recipients (rp 30-35, 45-50, and 54) of rejected requisitions and passing orders. This status is given to all, regardless of the M&S code in rp 7, except when the M&S code is 8. When the M&S code is 8, rejection status will be given only to the activity in rp 54.

4-54. Direct delivery notice

DIC AB1, AB2, AB3, and AB8 provide notice to eligible status recipients that materiel will be supplied by direct vendor delivery (DVD) from procurement. Direct delivery notice documents provide a cross reference between the requisition document number and the procurement instrument identification number (PIIN). DIC AB1, AB2, AB3, and AB8 documents are generated when materiel is procured for direct shipment to consignee. DIC AB_ will be furnished to applicable entries in the requisition; that is, requisitioner (rp 30-35), supplementary address (rp 45-50), and distribution (rp 54) regardless of the media and status code used. This is so that customers will have a basis for reporting nonreceipt of materiel.

4-55. Shipment status

a. This is positive advice of shipment. It includes —

(1) Actual date of shipment.

(2) Mode of shipment.

(3) Transportation control number or GBL number.

(4) Parcel post or certified mail registration number.

(5) Port of embarkation, as applicable.

(6) DODAAC of initial (origin) transportation shipping activity, as applicable.

b. It also provides for interface with transportation and for shipment tracing by consignees, as provided in MILSTAMP.

4-56. Acknowledgement status

Acknowledgement status is either supply or shipment status and informs recipients of the results of supply source processing of the following types of documents received:

a. Materiel Obligation Validation Response (DIC AP_).

b. Cancellation (DICs AC_/AK_).

c. Document modifier (DIC AM_).

d. Followup request for improved ESD (DIC AFC).

e. Followup request for status (DICs AF1, 2, 3, 6 and AT_).

4-57. Consolidated shipment status (DIC BBC)

a. This transaction measures the Consolidation/Containerization Point (CCP) processing time. The DIC BBC ( para E-79 ( table E-73 )) transaction will contain —

(1) The transportation control number (TCN) of the container,

(2) Air Force 463L pallet or minipallet, and

(3) The TCN of the line item for the highest level of consolidation within a van or pallet.

b. For items shipped loose (e.g., major items, outsized cargo), the DIC BBC transaction will contain the original shipment unit TCN. The DIC BBC transaction is transceived to the LCA. The data on the transaction will be used to prepare the shipment detail lift notice transaction (DIC BDD) ( para E-95 ( table E-96 )).

4-58. Materiel release order follow-ups

a. Accountable Activities (AAs) will set controls to prevent excessive follow-up to storage activities (SAs) on MROs. Controls must especially consider MROs that require extra processing time or extended required delivery dates such as set assemblies and basic issue items. Except under unusual conditions, MRO follow-up will not be sent to SAs until after the due-for-shipment date as determined by UMMIPS time standards, the required delivery date (RDD)/required delivery period (RDP) (conventional ammunition only), or previous status provided by the storage activity.

b. Following expiration of due for shipment date AAs will send MRO follow-ups to SAs at least every 30 days on unconfirmed MROs as follows:

(1) Priority designators 01-08 that are 7 days past the due-for-shipment date as determined from UMMIPS time standards, the RDD/RDP (conventional ammunition only), or previous status from the storage activity.

(2) Priority designators 09-15 that are 15 days past the due-for-shipment date.

c. MRO follow-ups will not be sent to SAs because of follow-ups from requisitioners, unless a previously provided estimated shipping date has expired, or the MROs are aged as indicated in paragraph b above and no MRC or MRD has been received from the SA.

d. MRO follow-ups will be prepared in the same format as the MRO ( para E-7 ( table E-7 )), except DIC AF6 will be used and exception data will be omitted. In order to provide for transceiving and online processing, MRO follow-ups will not contain exception data.

e. Because of the excessive time required to process off-line MRO follow-ups, message follow-ups will be kept to a minimum and will require command approval.

f. In response to an MRO follow-up, the SA will reply with shipment confirmation, denial, or supply status, as appropriate:

(1) If the item has just been shipped (confirmation of shipment received from transportation) or has previously been shipped but no MRC (DIC AR_) was sent, prepare and send the MRC (DIC AR0, ARA, ARB) after shipment. If the item has been shipped and the MRC previously sent to the AA, prepare and send a duplicate MRC (AR_).

(2) If the MRO is in the process of being filled, but materiel has not yet been shipped (confirmation of shipment not yet received from transportation), the SA will send supply status AE6 with status code BA in rp 65-66 and the estimated shipping date (ESD) in rp 70-73.

(3) On an MRO on which the shipment is being delayed, or where materiel is held for consolidation of shipment units, the SA will reply with supply status DIC AE6, with status code BA in rp 65-66 and the estimated shipping date (ESD) is rp 70-73.

(4) If an MRO is in the process of being denied, send an MRD, DIC A6_, to the AA. If the MRO has previously been denied, and the MRD sent to the AA, reply with supply status, DIC AE6, with status code BY in rp 65-66; include the quantity denied in rp 25-29 and the reason for denial (management code) in rp 72. When there is no record of the original MRD, DIC A6_, the accountable record will be adjusted based on receipt of supply status, DIC AE6, with status code BY ( para C-15 , table C-31 ).

(5) On an MRO for which both partial shipment and partial denial occur, the procedures in subparagraphs ( 1 ) and ( 4 ) above apply for the respective quantities shipped and denied, except that only DIC ARO will be used as a materiel release confirmation for the partial quantity shipped.

(6) SAs will use DIC AE6 with status code BE to respond to supply source follow-ups if the SA has a record of the MRO but no record of processing the MRO. Supply sources receiving the BE status will query the requisitioner, or MCA designated by distribution code (rp 54) for GFM requisitions, by narrative message to find out if a valid requirement still exists for the materiel. The MCA is responsible for taking necessary action to query the requisitioner and respond to the supply source for GFM requisitions. (See chap 16 .) If the requisitioner indicates that the materiel has not been received and the requirement for the materiel is still valid, the supply source will create an MRO modifier ( para 4-37c ). The MRO modifier will contain the original MRO data. See format in paragraph E-7 and table E-7 . Storage activities in receipt of MRO modifiers will process them as in section III .

(7) Followups on MROs not received at the SA require a reply of DIC AE6 with status code BF.

4-59. Media and status (M&S) code

a. This code identifies the type of supply and shipment status to be furnished. When used with other codes, it designates the recipient of the supply and shipment status and gives the method of sending these data. M&S code is used only for furnishing status to either the requisitioner and/or the supplementary addressee. The original document preparer must enter the appropriate M&S code ( para C-3 ( table C-10 )). It will not be altered during processing.

b. A 100 percent supply status includes an exception status. An unauthorized code in rp 54 will be meaningless for status preparation but will be carried on other documents. An authorized distribution code ( para C-11 ) in rp 54 is significant and indicates the activity of the Service (rp 30) to receive additional statuses. It will be carried on other documents.

4-60. Instructions for furnishing status

Supply and shipment status will be furnished based on either the M&S code (rp 7) or distribution code (rp 54), in response to requisitions, reinstated requisitions, requisition modifiers, passing and referral orders, redistribution orders, follow-ups and cancellations. See table 4-9 for applicable Supply and Shipment Status Distribution. Supply and shipment status DIC AE8, AS8, and AU8 are reserved for use between the Army ICPs and DAAS, except as noted in paragraph 4-43 .

a. Supply status. The requisition processing point will provide initial requisition status to the Defense Automatic Addressing System (DAAS) facility. Initial requisition status includes all status generated during supply source processing that is not produced in response to follow-up or cancellation requests. This status will be transmitted to DAAS on a DIC AE8 ( para E-18 ( table E-18 )) transaction. DIC AE8 will indicate to DAAS that supply source initial requisition status is being provided as a result of requisition processing. Except for cancellations and rejections, DAAS will convert the AE8 to the appropriate AE_ document (ie., AE1, AE2, AE3) and make distribution to the requisitioner or supplementary addressee as noted by the M&S code in rp 7, and the activity noted by the entry in rp 54. The requisition processing point will provide all other supply status (ie., status in response to follow-ups. or cancellation requests) to the requisitioner or supplementary addressee using DIC AE_ transactions (para E-18 (table E-18)). Distribution of status in response to follow-ups will take place as outlined in paragraph 4-60c . Distribution of status in response to cancellation requests will be made to all eligible recipients. DAAS also provides supply status to a DAAS subscriber if the requisition document is rerouted. This occurs as a result of DAAS editing the stock number field of requisitions. DIC AE9 and the DAAS RIC (from) are cited in these status transactions.

(1) All supply status documents showing that the intended consignee will receive material later than the SDD or RDD/RDP (conventional ammunition only) will have an ESD in rp 70-73. These supply status documents apply to the transactions below:

(a) Back ordered against a due-in to stock. Supply sources will furnish exception supply status when a requisition or reinstatement of a requisition is to be backordered against a due-in to stock. This exception status (DIC AE) will contain supply status code BB and the ESD for release of materiel from stock to the customer. When shipping dates are adjusted, additional status (DIC AE_), status code BB, will be furnished the customer with the revised ESD in rp 70-73.

(b) Procurement for direct delivery. Supply sources will furnish exception status when the intent to process for direct delivery is known. This exception status will contain status code BZ and the ESD in rp 70-73. When contracts or procurement actions have been made and an agreed-to contract shipping date is established, supply sources will furnish additional supply status. These latter transactions will contain status code BV and the contract shipping date. When contract shipping dates are adjusted on items scheduled for direct shipment to consignee (status code BV), additional status with supply status code BV will be provided to show the revised shipping date in rp 70-73. When delivery dates are established for direct shipment to consignees, the supply source will provide the consignee a direct delivery notice, DIC AB_ The direct delivery notice is in addition to AE_ supply status.

(2) Yet, requisitions that contain advice codes 2D, 2J, 2T, or 2W will be rejected with reject status code CB when items are not available for prompt release or cannot be supplied by the SDD or RDD/ RDP (conventional ammunition only).

(3) ESDs are also mandatory entries for transactions reporting adjusted ESDs, and for any conditions predicting that issues may not be made within the time frame set for the priority or the previously furnished ESD. If storage facilities are in the process of filling requirements; for which follow-up inquiries are received, supply status transactions serving as responses will also contain ESDs according to rules for preparing supply status. Status documents providing advice of such actions as changes in stock number (BG or BH status), unit of issue (BG status), quantity (BJ status) reject status, and release of materiel will not contain an ESD in rp 70-73. When BG, BH, or BJ supply status is furnished by supply sources, additional status giving further disposition of the requisition is required.

(4) An S in rp 62 of a requisition contains the month of the extended RDD/RDP (conventional ammunition only) in rp 63-64. The supply status document ESD will be the last day of this RDD/RDP (conventional ammunition only) month.

(5) When rejecting requisitions and passing orders, the C and D series reject status codes will be used. (See para C-15 ( table C-31 .)) Supply status rejections will be given all eligible recipients (rp 30-35, 45-50 and 54). This status is given to all, regardless of the M&S code in rp 7, except when the M&S code is 8. When the M&S code is 8, rejection status will be given only to the activity in rp 54.

b. Shipment status.

(1) All requisitioners or supplementary addresses are furnished a shipment status as denoted by the M&S code and distribution code (rp 54). The status is provided under the instructions outlined for supply status ( a above) with the following exceptions —

(a) The storage activity will use DIC AS8 ( para E-33 ( table E-35 )) to provide initial requisition shipment status to DAAS. DIC AS8 will indicate to DAAS that initial shipment status is being provided as a result of requisition processing.

(b) DAAS will use DIC AS_transactions (i.e., AS1, AS2, AS3) to forward the status to the requisitioner, supplementary addressee, or activity designated by the distribution code.

(c) The requisition processing point or storage activity will use DIC AS_ transactions in providing all other shipment status to the requisitioner, supplementary addressee, or activity designated by the distribution code.

(2) Remote shipping activities will automatically furnish an MRC to the activity denoted in rp, 67-69 (RIC From) of the MRO. Proof of shipment in any other case is not authorized.

(3) Processing points, in receipt of DIC AFY follow-ups, will provide a DIC ASY shipment status response containing the DODAAC of the initial (origin) transportation shipping activity using the format in paragraph E-33 (table E-35). If the processing point is unable to provide the DODAAC information to the requesting activity, the DIC AFY follow-up will be rejected with a DIC ASY response transaction containing status code DY.

c. Followup reply status to customer. Either a supply or shipment status will be forwarded in response to a follow-up document. The supply source will forward this supply or shipment status using DIC AE1, AE2, AE3, or AS1, AS2, AS3 transactions. Status replies to AF_ follow-ups will be sent to the activity that created the follow-up (third position of the AF_ document identifier). Status replies to AT_ follow-ups will be sent to the activity shown by rp 7 as well as rp 54 of the AT_. The decision to send supply or shipment status will be based on the following criteria:

(1) A supply status will be furnished if a requisition or other demand has been received, but the item has not been ordered to be shipped.

(2) A supply status will be furnished if the items has been ordered to be shipped, even if shipment has not occurred. In these cases, an estimated date of shipment will be provided.

(3) A shipment status will be furnished if the item has been shipped. The actual date of shipment will be provided.

Note. Clear text status-All Army supply sources that receive requisitions and related documents with M&S codes A, G, H, J, P, or Q will send proper status to DAAS. On receiving supply and shipment status (containing M&S codes A, G, H, J, P, or Q) DAAS will prepare and transmit status by means of a GSA Mailer, GSA Form 10050.

(4) A DIC ASY shipment status response containing the DODAAC of the initial transportation shipping activity ( para E-33 ( table E-35 )) will be provided in response to a DIC AFY follow-up. If the DODAAC information cannot be provided, the AFY follow-up will be rejected with DIC ASY shipment status containing status code DY, as stated in b(3) above.

4-61. Time standards for distribution of status and reply to follow-up

When required, applicable status on requisitions, reinstated requisitions, redistribution orders, referral orders, and responses to follow-ups will be dispatched as follows:

a. Supply status.

(1) Two days from receipt of PDs 01-08 documents.

(2) Five days from receipt of PDs 09-15 documents.

(3) Twenty-four hours after release of materiel obligations in PDs 01-15.

b. Shipment status.

(1) Twenty-four hours after shipment (i.e., release to carrier) for PDs 01-03 documents.

(2) Forty-eight hours after shipment for PDs 04-08 documents.

(3) Three working days after shipment for PDs 09-15.

(4) Twenty-four hours from receipt of PDs 01-03 follow-ups.

(5) Forty-eight hours from receipt of PDs 04-08 follow-ups.

(6) Three working days from receipt of PDs 09-15 follow-ups.

4-62. Status codes

Status codes flow from supply sources to requisitioners, supplementary addresses, or activities shown by the authorized codes in rp 54 or in block 18, DD Form 1348M . These codes tell recipients the status of a requisition or inform them of the results of follow-ups.

Section VI
Followup and Cancellation Processing

4-63. Followup processing

a. Followup documents will be processed to determine current status of requisitions, cancellation requests previously submitted, or the DODAAC of the initial (origin) transportation shipping activity when the shipment originated from a location other than the supply source.

(1) A status in response to a DIC AF series follow-up will contain current data. If the latest status is not current, update and prepare as follows:

(a) Duplicate the valid data in the current supply status transaction or MRC, using DICs in the AE_ or AS_ series.

(b) The supply status may contain a change in the ESD. The transaction date will correspond to the date of the reply.

(c) If the requisition record shows that an MRO has been prepared, duplicate the MRO (including exception data, when applicable) except for the DIC, which will be AF6 (MRO follow-up). Forward the MRO follow-up to the storage activity processing the MRO. Response will be in accordance with procedures in paragraph 4-58 . Send a shipment status, citing the date shipped, to the initiator of the follow-up; if shipment has not been made, send a supply status with an ESD in rp 70-73.

(d) When the supply source receives a follow-up (DIC AF_) and there is no record of the requisition, send a DIC AE_ to the requisitioner with a supply status code BF. If the original requisition or a follow-up, DIC AT_ is received after the BF status is sent (in response to a DIC AF_ follow-up), process the document in accordance with chapters 3 and 4 .

(e) When a supply source receives a follow-up (DIC AF/AT/AK) and it has no record of original requisition and requested stock number is not its responsibility, and the responsible supply source is known, forward the follow-up, to the responsible supply source. Enter the RIC of preparing activity in rp 67-69 of the follow-up, transaction. The follow-up initiator will be provided supply status, DIC AE, with status code BM. (Processing points will not automatically pass these documents back to the source from which received (i.e., "RIC From," rp 67-69) without permission from that activity.) If supply source is not known, send a supply status document (DIC AE) to the originator. Enter status code BF according to ( d ) above.

(f) Send a follow-up answer document to the activity denoted by the third position of the DIC and the control activity denoted in rp 54.

(2) A follow-up DIC AT_ for which there is no record of the original requisition or when the record was established with follow-up DIC AF, and the record shows status code BF, process as a requisition only after a thorough review to preclude a duplicate shipment. Change the DIC AT_ to a DIC A0_ and follow the normal processing routine for requisitions. Provide status as follows:

(a) Send supply status (DIC AE_) to the activity denoted by the M&S code and to the control activity denoted in rp 54.

(b) If the M&S code is blank or contains a zero and if no authorized code is in rp 54, send a status to the requisitioner (rp 30-35).

(3) Process follow-up DIC AT_ for which there is a record of the original requisition according to (1)(a) and( c ) above.

(a) Send status to the activity denoted by the M&S code in rp 7 and to the control activity denoted by rp 54.

(b) If the M&S code in rp 7 is blank and if no authorized activity is in rp 54, send a status to the requisitioner (rp 30-35).

(c) Send status for security assistance program and ILP requirements to the proper Service International Logistics Control Office.

(4) Requests for supply assistance and follow-ups (DIC AFC) to improve ESDs require management decisions on supply needs which normally are not programmed for mechanical processing. DIC AFC transactions will be manually reviewed to determine if the ESDs can be improved. DIC AFC transactions are notices to the supply source of the consignee's need for the materiel earlier than the ESDs. The actual date of the requirement is the prerogative of the requisitioning activity. Thus, any advancement of the ESDs, including a single day, will be considered by supply sources as an improvement in ESDs. Management decisions, designed to improve ESDs, should include one or more of the following and any other actions which will improve ESDs.

(a) Cannibalization of existing equipment.

(b) Acceleration of repair programs.

(c) Acceleration of procurement.

(d) Offers of items for interchange or substitution.

(e) Diversion of material shipments.

(f) Supply from reserve assets.

(g) Supply from known station or depot excess stocks.

(h) Supply held, pending classification (condition code J or K).

(5) IF the ESD can be improved, supply status transactions with the revised date of rp 70-73 will be sent to status recipients in the original requisition and to the control activity denoted in rp 54. If ESDs; are not improved after management actions, recipients will be provided with the latest status of the requisition. While ESDs are being improved, follow-up inquiries will not be considered as authority to override any back ordered requirements of equal or higher priorities. Therefore, diversion of any assets will not be considered from back ordered requirements of equal or higher priorities.

(6) Followup documents in the DIC AK_ series will be processed as follows:

(a) When the supply source has no record of the original DIC AC_ process the AK_ follow-up as a cancellation request. Address status to the requisitioner, the supplementary address, and to rp 54. However, if the M&S code in the original record of the demand is 8, supply and shipment status will be given only to rp 54.

(b) When the supply source has a record of the original DIC AC_ send status to the activity shown by the third position of the DIC AK_ and to rp 54. However, if the M&S code in the original record of the demand is 8, send supply and shipment status only to rp 54.

(7) Supply sources in receipt of DIC AFY follow-ups will provide a DIC ASY shipment status response containing the DODAAC of the initial (origin) transportation shipping activity. See paragraph B-33 ( table E-35 ). If the supply source is unable to provide the DODAAC information to the requesting activity, the DIC AFY follow-up will be rejected with a DIC ASY response transaction containing status code DY.

b. Replies to follow-ups will normally be by the same media as the follow-up requests. Responses will be provided to each of the recipient activities designated in the request. Responses to telephone requests will be agreed on the telephone.

c. The time frames for furnishing follow-up replies are in paragraph 4-61 .

d. If a follow-up, DIC AF_/AT_/AK_, is received by other than the activity processing the demand, forward it to the last known supply source. Enter the forwarding activity's RIC in rp 67-69 of the follow-up transaction. The initiator of the follow-up will be advised with supply status, DIC AE_, and status code BM.

e. The response to a follow-up will be sent by a medium in agreement with the priority and method of submission. Follow-up replies may be by any method available, including —

(1) AUTODIN.

(2) Airmail or regular mail (correspondence).

(3) Administrative electrical message.

(4) Telephone or radio.

(5) Formatted teletype message (Mode V).

f. Responses to message requests for supply assistance ( para D-1d ( fig D-4 )) and MILSTRIP message follow-ups ( para D-1e ( fig D-5 )) must be provided. If message replies are used, they must be formatted as in para D-1f ( fig D-6 ) and para D-1g ( fig D-7 ) and supply sources must update appropriate files.

4-64. Shipment tracing

a. Supply sources, on receipt of a request for shipment tracing of registered, insured, and certified parcel post, DIC AFT document, will —

(1) Review DCF to determine the activity that processed shipment (e.g., storage activity or procurement activity), and

(2) Forward the DIC AFT to the appropriate storage or procurement activity for further processing.

Note. Small business firms or civilian contractors, not required to process follow-ups received from supply sources, are excluded from these procedures.

b. Storage or procurement activities receiving the DIC AFT will —

(1) Forward tracers under U.S. postal service regulations to the post office from which the parcel was shipped, and

(2) On receipt of post office response, take action as follows:

(a) If the parcel was lost, destroyed, or proof of delivery could not be furnished, inform the consignee (based on signal code, rp 51), by message, to prepare an SF 364 (Report of Discrepancy (ROD)) ( AR 735-11-2 DLAR 4140.35, NAVSUPINST 4355.73, AFR 400-54, MCO 4430.3E).

(b) If the post office has proof of delivery, inform the consignee (based on signal code, rp 51), by message, of details of the proof of delivery, and send information copies of response provided consignee to the ICP or IMM.

4-65. Processing single line item cancellation requests

a. When supply sources and SA use the sequential (or batch) method of processing and do not use real-time processing, it will be done as often as necessary to meet the UMMIPS time standards, or specific RDD for subsistence requisitions as applicable. These cycle cancellation requests (DIC AC_, including automatic cancellation initiated by the supply source) and MOV reconciliation requests (DIC AP_) will be processed before backorder releases and new requisitions (DIC A0_). Demands will be sequenced as noted in paragraph 4-1c .

b. Supply sources, procurement, and storage activities will process single line cancellations (DIC AC_) as prescribed in this paragraph and in paragraphs 4-65 through 4-68 . Policies and procedures for processing requests for mass or universal cancellation of multiple lines and requisitions are in paragraphs 4-71 and 4-72 .

c. Supply sources, procurement, and SAs will, as much as possible, prevent the issue and shipment of unwanted material. In processing cancellation requests, consider factors such as time, related packing and handling costs, the dollar value, and location of the materiel.

d. General rules for the disposition and diversion of materiel that has been shipped follow:

(1) Supply sources will provide diversion and disposition instructions for all their items destined for overseas which are to the point where procurement could not be terminated or it is in the Defense Transportation System (DTS). When oversea. shipments have been lifted from CONUS terminals, the consignee, the proper commander, or Service headquarters is responsible for diversion or disposition.

(2) Supply sources may request diversion or disposition instructions from Service or agency contact points in table 4-4 , for both nonstocked and non-NSN items. However, supply sources may, based on their stock position, divert materiel to depot stock.

(3) Army activities may predetermine and choose alternate consignees so that the DOD activity address code (DODAAC) of these activities may be inserted in later MILSTRIP and MILSTAMP documents. These will be based on considerations in c and ( 1 ) above, and may vary in NSN, class, or group.

(4) When oversea shipments cannot be diverted or held for disposition, storage and procurement activities will advise supply sources when the DTS cannot divert shipment or hold. The supply source will supply shipment status (DIC AU8) to DAAS. DAAS will furnish this status to all eligible recipients using DIC AU1, AU2, AU3 transactions. This status will contain a date in rp 57-59, as provided by the clearance authorities, showing the date on which the shipment was lifted from the terminal for delivery overseas.

(5) When the DTS diverts oversea shipments, supply sources will provide supply status to DAAS (DIC AE8) with supply status code B6. DAAS will furnish this status to all eligible recipients using DIC AE1, AE2, AE3 transactions. The action taken by the DTS will be provided according to DOD 4500.32-R.

(6) Supply sources will automatically cancel unfilled materiel obligations or open requisitions on deleting a DODAAC from the DOD Activity Address Directory ( DOD 4000.25-6-M ). Applicable supply and shipment status will be furnished authorized recipients. If DAAS does not have a recorded DODAAC, the status will be disposed of.

(7) Costs for cancellations and diversion will be as stated in paragraph 4-65 h.

(8) No attempt will be made to stop or divert shipments to CONUS (domestic) consignees once released for shipment, regardless of mode of shipment.

4-66. Supply source processing of single line cancellation requests

a. DIC AC1, 2, and 3, cancellation requests ( para E-12 ( table E-12 )), will be processed as stated in paragraph 4-64 . Include distribution of initial status as follows:

(1) First, against back orders in the following order of assigned supply status codes: BB, BC, BD, BV, and BZ.

(2) Second, against unconfirmed shipments, supply status code BA.

(3) Third, confirmed oversea shipments (DIC AS_ and/or AR_), when shipped (to surface/aerial POEs and SEVAN assembly points) before ICP receives DIC AC_ documents in less than 45 days (surface) or 10 days (air).

(4) Fourth, against all other status.

b. Cancellations will be against the quantity in rp 25-29 of the DIC AC_. When it cannot be determined because of garbled or improperly punched entries, the requisition fill or back ordered quantity will be edited. If the quantity is equal to one, the cancellation request should be processed. Otherwise, the request will be rejected to the activity designated by the third position of the DIC AC_ document using DIC AE_ with reject status code CD.

c. Cancellations will be edited to preclude duplication. As a minimum, this edit will compare quantity (rp 25-29), document number (rp 30-44), and date of preparation (rp 62-64). Duplicates will be discarded. All other cancellations will be processed as received. When a DIC AC_ document is received with a blank or garbled date of preparation (rp 62-64), the Julian date of receipt will be entered and processing continued.

d. Regardless of dollar value or quantity, the DIC AC_ cancellation request will be processed promptly to cancel quantities for which MROs, DD Form 1348-1 or DD Form 1348-1 Automated, and purchase requests have not been prepared.

e. If the quantity in the cancellation request is equal to or less than that of the back order (supply status codes BB, BC, or BD), it will be canceled promptly. A DIC AE_ with supply status code BQ will be provided all authorized recipients. Since back orders with supply status code BV and BZ cannot be canceled promptly, DIC AR , with supply status code B9, will be furnished all authorized recipients.

f. If the quantity in the DIC AC_ is greater than the back order, but equal to or less than that requisitioned, the supply source will cancel as in a above. This criteria and paragraph 11-30 apply to FMS and MAP Grant Aid. When the cancellation request is greater than that requisitioned, cancel the recorded quantity.

g. The supply source will divert cancellation requests for materiel released for shipment, and for direct vendor deliveries (supply status code BV), to depot stock or to fill other demands or back orders, or for contract termination. This also applies to nonstocked and non-NSN materiel, if there is a foreseeable demand for the item.

h. If actions in this paragraph are taken, status code B4 may be furnished to show that the activity denoted by the signal code in canceled requisition may be billed as follows:

(1) Transportation costs for returning the materiel to depot or storage and

(2) Procurement termination costs when it is in the best interest of the Government.

(3) Materiel and transportation charges and credit allowances. (AR 37-60, AR 37-20 , AR 37-111, and AR 37-1).

(4) In addition to costs in ( 1 ) and ( 2 ) above, when applicable, rebuild costs and other expenses to cancel FMS and MAP Grant Aid requisitions. Supply source will bill according to Parts II and III, DOD 4000.25-8-M and paragraph 11-30e .

i. Demand data previously recorded will be reversed by the quantity actually canceled or diverted.

j. Notice of the success or failure of cancellations or diversions will be provided all eligible recipients as named in the original requisition ( table 4-9 ). This notice will be in the format of supply status (DIC AE_) or shipment status (DIC AU_) For shipment status, the supply source will submit a DIC AU8 transaction to DAAS. DAAS will convert the AU8 to the appropriate AU1, AU2, AU3 transaction.

(1) Supply status (DIC AE_) with supply status codes B4, B6, BQ, or BS apply to requisitions canceled or diverted.

(2) Supply status (DIC AE_) with supply status code B9 to show that cancellation or diversion is being attempted.

(3) Shipment status (DIC AU_) will be furnished to show that requisition was not canceled or diverted.

(4) Supply status (DIC AE_) with supply status code B8 win be furnished when requisition was not canceled and supply status code B9 was previously furnished.

(5) Supply status (DIC AE_) with supply status code BF will be furnished to show no record of the document for which cancellation was previously furnished. The supply source will retain a record of the cancellation request for 6 months. This will preclude processing of requisitions and follow-ups DIC AT_ that contain a duplicate document number that may be still in the supply system.

(6) Supply status (DIC AE_) with reject status code C or supply status BQ will be furnished for those transactions in which supply source has a record of a prior cancellation or rejection.

k. When a DIC AC_ or follow-up to a cancellation request (DIC AK_) is received, and the supply source has no record of the requisition, and the NSN is —

(1) The responsibility of the supply source that received the cancellation, or the supply source is not known, send supply status DIC AE_ to the originator with supply status BF. If the original requisition is received within 6 months after the status code BF is furnished, the supply source will furnish supply status (DIC AE_) with a status code BQ. This is in response to a cancellation request or a follow-up to a cancellation request.

(2) Not the responsibility of the activity that received the cancellation and supply source is known, send the cancellation to the responsible supply source. Enter the forwarding activity's RIC in rp 67-69 of the transaction and advise the initiator with supply status, DIC AE_ and status code BM. Supply sources receiving passed cancellations will not automatically send these documents back to the supply source from which received (i.e., "RIC From" rp 67-69) without permission of that activity.

l. Response must be provided to MILSTRIP message cancellation request and abbreviated MILSTRIP message cancellation request. If message replies are used, they must be formatted as in para D-1 (figs D-6 and D-7 ) and supply source files are updated.

4-67. Supply source submission of single line cancellation or diversion requests, DIC ACP, to procurement

a. These requests may be in automated transaction format or by manual instructions.

b. Automated documents will be prepared according to paragraph E-14 ( table E-14 ) and submitted to procurement. The entry of procurement instrument identification number (PIIN) or purchase request number (PRN) will depend on whether a MIN has been assigned to a contract and is known to the supply source at time of receipt of cancellation requests. When the PRN is used, the activity address code of the consignee to which shipment is to be diverted will be shown in rp 45-50. When the supply source does not wish diversion, rp 45-50 will be blank.

c. A manual request for cancellation or diversion to a procurement activity will contain the following:

(1) Notice that the document is a request for cancellation or diversion.

(2) Identify the supply source submitting the request.

(3) The stock or part number or description of the item.

(4) The quantity of the item to be canceled or diverted.

(5) The original requisition document number and the suffix code, if needed.

(6) The "ship to" and "mark for" address in the purchase request.

(7) The PIIN, if known; otherwise, the identifying number and date of the purchase request.

(8) Diversion or "hold" instructions, including coded and in-the-clear "ship to" and "mark for" addresses for shipment, if request is diverted.

d. Cancellation and diversion requests will be sent to procurement activities as stated below.

(1) Regardless of dollar value or quantity, when purchase requests have been submitted but contracts have not been awarded. This applies to items and quantities in supply status BZ.

(2) For items and quantities on awarded contracts or purchase agreements and the dollar value exceeds $200.

e. Supply sources will decide whether the cancellations for diversions or "holds" will be suspended or continued. Decisions to continue cancellations or diversion will be provided to procurement activities by cancellation request documents prepared in the manual format. They will contain the notation: "Decision for cancellation or diversion by supply source." (See para 4-64d(2), 4-65h, and 4-67e .)

f. Cancellation and diversion requests or requests for determining whether cancellation is in the best interest of the Government will not be sent to procurement activities under the conditions below:

(1) The dollar value of the request is less than $200.

(2) DD Form 250 , vendor shipment notice, or equivalent, is recorded showing the following.

(a) Shipments to CONUS consignees, regardless of dollar value.

(b) Shipment to oversea consignees were released to carriers, in excess of the days stated in paragraphs 4-65a(3).

(c) Shipment and delivery by airmail or parcel post. In this case, shipment status (DIC AU_) will be furnished in response to DIC AC_ cancellations received.

Note. As an exception, for intraservice only, cancellation and diversion may be sent to procurement regardless of dollar value when critical or short supply items are affected.

g. Notice of the success or failure of cancellation or diversion will be provided all eligible recipients as named in the original requisition ( table 4-9 ). This notice will be in the format of supply status (DIC AE) or shipment status (DIC AU_). For shipment status, the supply source will submit a DIC AU8 transaction to DAAS. DAAS will convert the AU8 to the appropriate AU1, AU2, AU3 transaction.

(1) Supply status (DIC AE_) with supply status code B4, B6, BQ or BS apply to requisitions canceled or diverted.

(2) Supply status (DIC AE_) with supply status code B9 to show that cancellation or diversion is being attempted.

(3) Shipment status (DIC AU_) will be furnished to show that requisition is canceled or diverted.

(4) Supply status (DIC AE_) with supply status code B8 will be furnished when requisition was not canceled, and supply status code B9 was previously furnished.

4-68. Procurement activity processing of single line cancellation and diversion requests

a. DIC ACP and manual cancellation and diversion requests will be sequenced and processed according to PD codes.

b. Cancellation will be prompt when contracts have not been awarded or firm orders have not been issued or placed.

c. Procurement activities will advise the supply source of contractual agreements which may result in unfavorable cost if canceled, diverted, or "hold". Supply sources will decide whether the cancellation, diversion, or "hold" will be suspended or continued. Decisions to continue cancellation or diversions will be provided to procurement activities by cancellation request documents. They will be prepared in the manual format and contain the notation: "Decisions for cancellation or diversion by supply source."

d. The costs of diversion or shipment "hold" will be provided the supply source for billing under paragraph 4-65 h. Cost of contract termination and diversion will be furnished supply sources for billing as stated in paragraph 4-65h.

e. Procurement activities must contact clearance authorities to divert shipments at terminals. (This does not apply to transactions resulting from mass cancellations.) See paragraph 4-72g(2). When procurement activities divert shipments and rp 45-50 are blank, instructions will be requested from the activity designated by the RIC in rp 78-80. Requests will be by telephone or message.

f. When the above cancellation, termination, diversion, or hold will not be in the best interest of the Government, the supply source will be advised. It will be requested to furnish a decision by a given date.

g. To cancel, divert, or terminate contracts, begin within 1 working day from the receipt of cancellation requests. Completion must be within 5 working days for PDs 01-08 requests and 10 working days for PDs 09-15 requests. When multiple cancellation requests are received on the same day, consider the priority of the request, oversea destination, the dollar value of the materiel, and the status of the contract.

h. The procurement activity will advise the supply source that the attempted stop or diversion has or has not been done by the DTS. The supply source will be informed within 2 working days of receiving the confirmation or denial notice from the DTS.

i. Cancellations (DIC ACP/ACM) received for items that are not the responsibility of the procurement source will be returned to the supply source shown in rp 78-80, for any action required.

4-69. Supply source submission of single line cancellation or diversion requests to storage activities

a. Cancellation requests (DIC AC6) or follow-ups on cancellation requests (DIC AK6) ( para E-13 ( table E-13 )), will be submitted to storage activities —

(1) Regardless of dollar value and quantity when supply status code BA is recorded, but MRC has not been received.

(2) When MRC is recorded on an oversea shipment which was released to carrier for shipment to POE, less than 45 days (surface shipments) or less than 10 days (air shipments) and the dollar value exceeds $200.

b. The DIC AC6 will contain the DODAAC of the activity to which the shipment will be diverted in rp 45-50, when it has been released. When the supply source does not wish or cannot divert to a specific activity, rp 45-50 will be left blank. In the latter case, the supply source will provide alternate destinations, if SAs request. (See para 4-64d(1).)

c. When any attempt to divert materiel is made, supply status (DIC AE_) with supply status code B9 will be sent recipients.

d. Supply sources will not send storage activities requests for cancellation or diversion as follows:

(1) When in receipt of MRC at the time of the cancellation request, and the item has a line item value of less than $200 and is for oversea shipment.

(2) When in receipt of MRC and item has been shipped by parcel post, airmail, or United Parcel Service.

(3) When MRC is for an oversea shipment which was released to the carrier more than 45 days (surface shipments) or 10 days (air shipments).

(4) When in receipt of MRC and item was shipped to a CONUS activity before the cancellation request was received.

e. In the instances described in d above, shipment status (DIC AU_) will be furnished status recipients.

f. A follow-up on cancellation request, DIC AK6, may be submitted from the supply source to storage activities as a result of receipt of DIC AK_. The AK_ may be received from the requisitioner, supplementary address, or control activity (rp 54). A DIC AK6 may also be sent as a result of nonresponse to a previous DIC AC6.

g. DRMS will forward cancellation requests (DIC AC6) or follow-ups on cancellation requests (DIC AK6) to DRMOs when a Materiel Release Confirmation (MRC) (DIC AR_) has not been received for items(s) requisitioned from property disposal. If the MRC has been received from the DRMO, shipment status (DIC AU_) will be forwarded by DRMS to eligible status recipients.

4-70. Direct vendor delivery on MILSTRIP requisitions.

a. When a MILSTRIP requisition is to be by direct vendor delivery, coordination is required between MILSTRIP and the purchasing operation. This requires an exchange of specific information and documents between supply sources and the procurement activity to ensure the following.

(1) That designated recipients of status receive status data on time.

(2) Proper marking of shipment containers.

(3) Delivery of materiel is according to PDs and RDDs/RDPs (conventional ammunition only).

b. Purchase requests will contain certain in-the-clear and coded data as cited below. This data will be carried on procurement and related documents.

(1) The MILSTRIP requisition document number, suffix codes, supplementary address, and signal codes.

(2) In-the-clear "ship to" address of the consignee and "mark for" address.

(3) Project code and name, if applicable.

(4) Schedule of deliveries according to RDDs/RDPs (conventional ammunition only) and RADs whichever applies. Items should be listed on procurement requests in descending sequence of delivery of availability dates beginning with the earliest date. (A separate requisition number is required for each delivery date, consignee, and priority.)

(5) Identity and address of the activity to receive the notice or evidence of shipment made by contractors (1-401, table 2 DAR).

c. Requisitions for direct delivery from vendor will be named separately from stock replenishment buys or purchase requests.

4-71. Cancellation of requisitions upon deletion of DODAAC

Supply sources will automatically cancel unfilled quantities on requisition when a DODAAC is deleted from the DODAAD. Status code BQ will be assigned.

4-72. Mass or universal cancellation of requisitions

a. Requests for mass or universal cancellation of requisitions will be initiated by the Service headquarters, or by authorized command element. Interservice dissemination of requests for mass or universal cancellation will be made by the contact points designated in column 1 to the designated contact points identified in column 2, table 4-10 . The preparation of a mass or universal cancellation request will be accomplished in accordance with the format reflected in para D-1 ( fig D-8 ). The Military Service/agency points established for issuance and receipt of requests for mass and universal cancellation are shown in table 4-10. Army requests for mass or universal cancellations will be sent by message to: Commander, Logistic Support Activity, ATTN: AMXLS-RT, Redstone Arsenal, AL 35898-7466. (For telephonic contact, use DSN 645-9770.)

b. Intraservice and agency dissemination of requests for mass or universal cancellations will be made by the focal point in column 2, table 4-10. Dissemination will include all Service or agency supply sources, storage sites, and other activities within the Service or agency that process MILSTRIP transactions that can cancel requisitions or divert shipments. Service focal points will inform oversea theater, force, logistics, or type commanders of mass or universal cancellations that affect their areas of responsibility.

c. Base closures, termination of special projects, ship and unit inactivation's, termination of agreements, termination of vessel outfitting or construction can be reasons for mass or universal cancellation.

(1) These events are normally known to the affected activities well in advance of the effective date of such closures or termination actions. In these instances, requisitioners will create single-line cancellations. (see para 3-80 and 3-82 ) as soon as possible to minimize continued processing of requisitions and avoid entry of unwanted shipments into the DTS.

(2) When it is known that insufficient time remains to permit continued cancellation on a single line basis, a mass cancellation or universal cancellation may be requested.

(a) A mass cancellation permits continued document and shipment processing for selected requisitions.

(b) A universal cancellation serves to terminate all such processing, even requisitions previously identified for continued document and shipment processing under mass cancellation situations.

(c) Normally, the request will specify either mass or universal cancellation but, under extreme conditions, a mass cancellation may be superseded by a universal cancellation.

(3) Requisitions for which continued document and shipment processing will be requested under mass cancellation situations will also be indicated, by the requiring activity, at the earliest date through submission of document modifiers (DIC AM_) containing an expedited handling signal "555" in the RDD/RDP (conventional ammunition only) data field, rp 62-64.

(a) DIC AM_ will not be used to change the RDD to "555" (expedited handling signal) after the effective date of the requested mass cancellation action. DIC AM_, submitted to change other data elements when "555" has previously been entered, must contain the "555."

(b) (Rescinded).

(c) Requisitions containing or modified to contain "555" in the RDD/RDP (conventional ammunition only) field will receive processing precedence in accordance with paragraph 2-19 .

(4) When a universal cancellation is initiated to supersede a mass cancellation and there are outstanding requisitions containing or modified to contain "555" in the RDD/RDP (conventional ammunition only) data field, supply sources will provide DIC AC7/ACM transactions to storage and procurement activities for all outstanding requisitions, regardless of the "555."

(5) Documents that contain code "555" in the RDD/RDP (conventional ammunition only) field will be processed in accordance with paragraph 4-9g(4)(b) and( c ).

(6) Supply and shipment status in response to DIC AC1, AC2, AC3, and mass cancellation documents will be addressed to the requisitioner (rp 30-35), the supplementary address (rp 45-50), and to the activity in rp 54; however, if the M&S code in the original record of the demand is 8, supply and shipment status will be given only to the activity in rp 54. Also storage and procurement activities and supply sources, when direct vendor delivery (supply status code BV), will furnish DAAS shipment status (DIC AU7) on all shipments that have entered the DTS. Supply sources will furnish status of cancellation within 5 days of receipt of DIC AC_ or DIC AK_ documents. This status will be updated as further actions are taken on the cancellation request.

d. Request for mass or universal cancellation will be sent by message ( fig D-8 ). It will identify the activity, the effective date, and the required codes that identify one of the following:

(1) Project code and "ship to" address (requisitioner, rp 30-35, or supplementary address, rp 45-50).

(2) No project code- "ship-to" address (requisitioner, rp 30-35, or supplementary address, rp 45-50).

(3) One project code and various addresses.

(4) No project code-various addresses.

(5) Various project codes and one address.

(6) FSC, group, NSN, or part number when related to the address of the original requisition document number, "ship-to" address or project code.

e. A need may exist to continue processing select requisitions and shipments during mass cancellations (such as high priority demands to meet NMCS conditions). Also, it may be necessary to continue processing requisitions for materiel to close the base. For these requisitions, the mass cancellation request will cite, in the "special instructions" segment, one of the following:

(1) Project code when related to the "ship-to" address (rp 45-50) being canceled.

(2) NMCS RDD/RDP (conventional ammunition only) entry (rp 62-64) when related to the "ship-to" address (requisitioner, rp 30-35, or supplementary address, rp 45-50) being canceled.

(3) FSC, group, NSN, or part number when related to the "ship-to" address (requisitioner, rp 30-35, or supplementary address, rp 45-50) being canceled.

(4) Specific document number and routing identifier code (RIC). The RIC will be that shown on the latest status document. If no status has been received, use the RIC of the requisition.

(5) Specific issue priority designator when related to the "ship-to" address (requisitioner, rp 30-35, or supplementary address, rp 45-50) being canceled.

(6) RDP entry (rp 62-64) when associated with the "ship to" address (requisitioner, rp 30-35, or supplementary address, rp 45-50, being canceled-conventional ammunition only).

f. On receipt of the mass cancellation message, supply sources and SAs will review all prospective cancellations to identify those for which continued processing has been requested. In the case of items scheduled for direct delivery, the supply source will forward DIC AMP requisition modifier documents to procurement sources. Supply sources, storage activities, and procurement sources will annotate the affected requisition(s), and all associated documents/records, with an expedited handling signal "555" in the RDD/RDP (conventional ammunition only) data field.

g. The Defense Transportation System (DTS) will continue movement of materiel to which an RDD/RDP (conventional ammunition only) of "555" has been applied except when a universal cancellation has been announced.

h. The consignee, theater, force, logistics, or type commander will divert or dispose of oversea shipments that have departed CONUS ports. Notice to the latter will be the transportation lift data provided by the DTS clearance authority.

i. No attempt will be made to divert materiel destined to CONUS customer activities beyond the point of shipment.

j. All shipping Services and agencies will designate storage points within their distribution system to receive shipments redirected because of mass or universal cancellation. Fund citations for GBL preparation will also be provided. These designated points and fund citations will be provided to MAC, MTMC, or theater commanders. They will serve as pre-designated consignees for any announced mass or universal cancellation. If more than one storage point is designated, instructions will cite, geographically, the storage point designation in relation to each water and aerial port (i.e., West, Gulf, and East coasts). Services and agencies will also choose a contact point to provide disposition instructions on materiel which does not meet the automatic diversion conditions. Contact points will provide the DTS disposition instructions within 24 hours on materiel located at air terminals and within 48 hours on materiel located at water terminals.

k. Customers retain the authority to submit single line cancellation requests (DIC AC1, 2, 3) at any time before, during, or after the effective date of the mass cancellation.

4-73. Processing mass or universal cancellation requests

a. Supply sources will cancel requisitions dated on or before the effective date announced in mass or universal cancellation requests for which MROs, DD Forms 1348-1 or 1348-1 Automated, or purchase requests have not been sent to storage or procurement activities. Cancellations will be confirmed by supply status (DIC AE_), supply status code BQ or B4, to all recipients of status ( para 4-60 ) within the timeframes in paragraph 4-61 .

b. Supply sources will send supply status (DIC AE_), supply status code B9, to all recipients (para 4-60) within the timeframes in paragraph 4-61 for —

(1) Unconfirmed MROs, DD Forms 1348-1, and DIC ACPs.

(2) MRCs that indicate that items have been shipped to oversea activities within 45 days of the effective date of the mass cancellation.

c. Later cancellation or diversion confirmation will be as follows:

(1) DIC AE_ supply status code BQ, B4, or B6 for each line item canceled or diverted.

(2) DIC AE_ supply status code B8, for each line item not canceled or diverted.

d. Supply sources will furnish storage and procurement activities cancellation requests (DIC AC7/ACM) for each unconfirmed MRO, purchase request, and MRCs that indicate that items have been shipped to oversea activities within 45 days of the effective date of the mass or universal cancellation. DIC AC7/ACM documents are mandatory when MROs or purchase requests have been issued on another Service or agency. The DIC AC7/ACM will be prepared in the same format as DIC AC6/ACP documents.

e. Supply sources will not furnish storage and procurement activities cancellation requests when the MRC shows that —

(1) Shipment was by parcel post.

(2) Shipment to CONUS activities has been made.

(3) Shipment to oversea customers was more than 45 days before the receipt of the mass or universal cancellation request.

f. The following rules apply to mass and universal cancellation of shipments from storage:

(1) On receipt of the mass or universal cancellation request, and pending the receipt of single line cancellation requests (DIC AC7) from the supply source, the SA will identify all affected MROs where the item(s) have not been released to carrier for delivery to consignee.

(a) For mass cancellation, the storage activity will not suspend processing of MROs identified for continued processing.

(b) For universal cancellation, the storage activity will suspend further processing of all MROs, including any containing an RDD of "555."

(2) For oversea shipments, which meet the mass or universal cancellation criteria and have entered the DTS within 45 days of the date of the mass or universal cancellation message, the shipping activity will prepare a shipment status document (DIC AU7) to DAAS. The DIC AU7 will be prepared in the same format as the DIC AU1 document.

(3) SAs will cancel all items for which a single line cancellation request is received when they have not been released to a carrier.

(4) SAs will advise the supply source of actions taken in response to cancellation requests. When the shipment has not been released to a carrier and it is canceled, the supply source will be informed by DIC AG6. The DIC AG6 will be in the same format as the cancellation request document. As an exception, rp 4-6 will contain the RIC of the supply source to which the document will be sent and rp 67-69 will contain the RIC of the activity preparing the document.

(5) When the SA cannot cancel the shipment, the supply source will be furnished a DIC AE6, status code B8.

(6) When the SA receives transportation confirmation of shipment diversion, it will send the supply source a DIC AG6 for all requisitions in the shipment unit that contain the DODAAC of the new consignee in rp 45-50.

(7) When transportation denial of shipment diversion documents are received, the SA will furnish the supply source a DIC AU_ ( para E-33 ( table E-35 )).

g. Rules governing the single fine cancellation of shipments from procurement apply to requests for mass or universal cancellation, except:

(1) The supply source will initiate cancellation requests (DIC ACM)for all items scheduled for direct delivery, and for which purchase requests have been submitted, regardless of materiel costs, unless continued processing has been requested.

(a) For mass cancellation, cancellation will not be requested for requisitions annotated with an RDD of "555."

(b) For universal cancellation, cancellation will be requested regardless of RDD.

(2) Procurement activities will not consult with the DTS to divert shipments at terminals.

(3) The procurement activity will send a shipment status document (DIC AU7) to the DAAS, in the format of the DIC AU1 for those oversea shipments which have entered the DTS —

(a) Within 45 days of the date of the mass and universal cancellation message or

(b) From the date of receipt of the DIC ACM from the source of supply.

(4) Procurement activities which receive confirmation of shipment diversion documents will furnish the supply source a DIC AG6 for the requisition(s) in the shipment unit. The DIC AG6 will be prepared from data in the DIC ACM, or purchase request. The DIC AG6 will contain the DODAAC of the new consignee in rp 45-50.

(5) On receipt of shipment diversion denial documents, the procurement activity will furnish the supply source a DIC AU (para E-33 (table E-35)).

h. Requisitions that contain "555" in rp 62-64 and PD 01-08 in rp 60-61 will be processed as NMCS according to priority. If PD 09-15 is entered in rp 60-61, process according to priority. If there is an "N" or "E" in rp 62 and PD 01-08 in rp 60-61, process. If "555" is entered in rp 62-64, process. If there is an "N" or "E" in rp 62 and PD 09-15 in rp 60-61, blank the entry in rp 62-64 and process according to priority.

4-74. Disposition of suspended shipments of materiel

a. The disposition of frustrated shipments at water and aerial POEs that are the result of mass or universal cancellations will be as follows:

(1) Shipments from DA storage points, or from commercial vendors under the direction of a DA procuring activity, win be diverted to the predesignated DA storage site.

(2) DTS attempts to divert or frustrate shipments will end 45 days from the effective date of the mass or universal cancellation message.

b. Certain strategic and tactical operations or political considerations may dictate that all shipments for a consignee be stopped or diverted. In these most restrictive of shipment diversion situations, economic considerations (i.e., the comparison of accessorial cost of stopping, holding, and returning the materiel to depots or storage activities; the value of the canceled materiel; and the costs to the receiving activity to process or reprocess the materiel) are not controlling factors. In most situations, however, the strategic, tactical, or political environment is such that complete disregard of these economic considerations is not warranted.

c. MILSTAMP diversion procedures are established to permit diversion only if the materiel being shipped can be identified and located by transportation control number (TCN).

(1) Non-consolidated shipment units. Shipment units eligible for cancellation that have not been consolidated into a container with other shipment units will be stopped and diverted by the POE up to the point of lift. Diversion of cancellation-eligible shipments at or beyond the POD will be the responsibility of the appropriate theater, force, logistics, or type commander.

(2) Consolidated multiple shipment units. Individual line items will not be removed from multiple line shipment units (consolidated packs), nor will a shipment unit container be removed from a multicontainer shipment (SEAVAN) type device. Shipment units cannot be diverted in the Defense Transportation System (DTS) if stuffed or loaded with other shipment units, or on multiple shipment unit devices such as SEAVANS, CONEXES, MILVANS, aircraft pallets, etc.

d. For those mass or universal cancellation requests which give FSC, group, NSN or part number data, the DTS will stop and suspend, for Service review, all shipments of the canceling Service for the affected consignee. Disposition of cancel-eligible shipments at or beyond the POD will be the responsibility of theater, force, logistics, or type commander.

e. The DTS will prepare cited documents for the following shipments:

(1) For all shipments diverted, because of mass or universal cancellation, the DTS will prepare a confirmation of shipment diversion document to the DAAS. The confirmation of shipment diversion will contain complete TCMD data for each shipment unit and, if available, the contract number. In addition —

(a) For shipments diverted according to pre-positioned instructions, the DTS will prepare a Government Bill of Lading (GBL) to the new consignee.

(b) For suspended shipment units, the DTS will prepare a request for disposition instructions to the DAAS, which will route the document to the Service or agency contact point. When the contact point is a collocated liaison office, the request for disposition instructions documents will be listed and provided to the contact point direct. After receipt of disposition instructions for these shipments, the DTS will prepare a GBL or other appropriate document for the new consignee.

(c) For shipments intransit to, at, or between the POD and the oversea consignee, the oversea DTS activity will request disposition instructions from the theater, force, logistics, or type commander's designated contact point.

(2) For shipments which have been intransit between the WPOE/ APOE and the oversea consignee less than 30 days, the DTS will —

(a) Prepare a list of the manifest shipment unit data, vessel or aircraft identification and departure date, WPOD/APOD, and estimated time of arrival (ETA). This list will be sent to the affected oversea command component, the proper WPOD/APOD, and the designated contact point, if requested.

(b) Prepare denial of shipment diversion documents for each individual shipment unit to the DAAS.

f. Storage sites having diverted shipments will report them to the proper source of supply.

g. The Service or agency that prepares the cancellation requests that apply to U.S. Forces requisitions will be charged with transportation and terminal costs for the following:

(1) Holding, stopping, and returning materiel to depots or storage.

(2) Procurement termination costs when it is in the best interest of the Government.

(3) Excess transportation costs that may be incurred when moving the cargo unaffected by a mass or universal cancellation. Specific instructions on materiel transportation charges and credit allowances are in AR 37-60, AR 37-120, AR 37-111, and AR 37-1.

4-75. Cancellation credit allowances

The following guidance is for granting credits for materiel suspended at consolidation points and ports of embarkation. It applies to cancellations resulting from single line and mass cancellation requests and from back order validations.

a. All Army-managed NSN items will be ordered returned to depot stocks. Full credit will be given to the customer at the time the materiel is recorded by the NICP. (The document number of the original shipment will be carried on receipt documents.)

b. Army-managed NSN items on procurement for direct delivery to the customer will be diverted to depots stocks. No billings will be made.

c. Items such as non-NSN and part numbered items will be returned to the nearest depot for disposal. Billing to the requisition "bill to" point will continue.

d. Contracts for non-NSN items and part numbered items on procurement for direct delivery to the customer will be terminated, when possible. Termination costs will be borne by the "bill to" point shown in the requisition. If the contract cannot be terminated and the cancellation line value is $50 or more, issue amended shipping instructions to divert the materiel to the nearest depot for disposal. The "bill to" point shown on the original requisition will be billed on shipment of materiel from the contractor.

e. Transportation costs for materiel returned to depot stock because of cancellation will be charged to transportation account code A298.

Section VII
Procurement Request Instructions

4-76. Requests for depot replenishment procurement

Inventory managers' requests for procurement will be assigned a 14-character document number. This number will contain the identity of the originator, date, and serial number of the request. CG, AMC and major oversea commanders will establish coding configuration of this document number. They will ensure that a document number will not be duplicated within 10 years.

4-77. Request for direct deliveries from vendors

a. The purchase request furnished the purchasing office will include —

(1) The clear text consignee address.

(2) The 14-digit document number, supplementary address, and signal code of the requisitioner.

(3) The RDD/RDP (conventional ammunition only), or code 999, when assigned by the requisitioner.

(4) Army-assigned fund code (rp 52-53).

(5) Instructions for completing and distributing shipping and receiving documents according to instructions of contracting officer.

(6) Instructions for documenting loans to the United Kingdom, Canada, and Australia ( para 4-44f ).

b. On emergency-type supply demands, the purchase request will contain instructions to the purchasing office that delivery of items from vendors should not be delayed pending preparation and issuance of procurement documents. Also, the purchase request will contain these instructions.

(1) Specify to the vendor that the shipment be identified using the document (requisition) number and supplementary address, and in-the-clear address.

(2) Advise vendor to furnish procurement inspection activity proper shipping data, by the fastest means available (telephone collect if necessary). This includes quantity, partial shipment (if applicable), date shipped, and mode of shipment.

(3) If the geographical location is such that the shipment may arrive at the destination before the documentation, the procurement or inspection activity will telephone the consignee or CONUS terminal and provide the data in a above.

(4) Prepare and send shipment status according to paragraph 4-43c .

4-78. Request for procurement of shelf life Items

Consider the shelf-life item and tailor the request for procurement to obtain maximum allowable age of the item at the time of delivery. For items with a shelf-life of less than 6 months, consider the use of indefinite delivery type contracts with deliveries made directly to the requisitioner. Specifications, materiel standards, provisioning documents, purchase descriptions, and procurement documents will include the dating and marking requirements according to MIL-STD-129 and the packaging and protection desired.

4-79. Pre-positioned materiel receipts

a. Partially completed materiel receipt documents ( DD Form 1486 ) will be furnished each depot to receive stock from a specific procurement.

b. The storage activity, on receipt of materiel, will use these transactions in reporting receipts to the AA ( chap 5 ).

Section VIII
Special Supplier Instructions

4-80. Reconsignments

When shipments are consigned to a new destination, the reconsigning agency will ensure that a notice is sent to the new consignee.

4-81. Suspended cargo

On notice of suspended cargo, ICPs will —

a. Send disposition instructions to the reporting activity by the most expeditious means.

b. Report suspended cargo according to AR 37-80 and related instructions.

c. When disposition instructions divert the return to the original distribution system, provide the returning activity with information for preparing DD Form 1348-1 or DD Form 1348-1 Automated ( para 4-81 ). This will include the activity to be credited, if it applies, fund code, type of return, and management data, as needed.

4-82. Shipment of creditable or noncreditable returns and transfers

a. The activity accountable for materiel to be returned or transferred will send DD Form 1348-1 or DD Form 1348-1 Automated to the shipping activity (see app B and tables B-2 and B-6 ). Returns and transfers relate to materiel returns from installations to depots, retrograde shipments, lateral transfers, temporary loans, and consigned inventories. The FAO will request credit adjustments and allowances for all incorrectly billed items (AR 37-1). These credit transactions will contain the same document number shown on the billing card for the shipping document which completed delivery to the requisitioner. Returns of excess materiel will carry the document number in the excess reporting system (see chap 7 ). The FAO will also use this document number on detail billing card ( DD Form 1348M ). It is converted from the response to report of customer excess materiel transaction. Return advice codes that identify the type of return are in paragraph C- 15 ( table C-29 ). Noncreditable returns will be assigned document number by the shipping activity. Policies governing the allowance of credit for stock fund materiel returned to Army Stock Fund entities are in chapter 3, AR 37-111.

b. The same document ( DD Form 1348-1 or DD Form 1348-1 Automated) prepared in the number of copies stated in section III , this chapter, will be used for these transactions.

c. Entries in the DD Form 1348-1 or DD Form 1348-1 Automated for return of materiel to supply sources are in appendix B and tables B-2 and B-6. In addition for intra-Army use, the following entries will also be completed: suffix code, supplementary address, signal code, fund code, distribution code, project code, and return advice code.

d. Return of GFM, inventory temporarily in use, consigned inventory, suspended cargo, Government-owned returnable shipping containers, improper shipments, and materiel having hidden defects will be returned or moved on the same document number on which the item was received. See paragraph C-15a (table C-29) for advice codes and paragraph C-10 ( table C-21 ) for fund codes.

e. Use of return advice codes 1Q or 1R will require writing the authorization project number on DD Form 1348-1 or DD Form 1348-1 Automated.

f. Other information on the documentation of returns is in chapter 5 .

4-83. Return of discrepant FMS materiel

a. Discrepancies in FMS shipments are reported on Standard Form SF 364 (Report of Discrepancy) by the receiving FMS customer. AR 12-12 provides required data entries and procedures for processing Reports of Discrepancy (RODs).

b. When materiel reported on SF 364 is to be returned to U.S. supply system stocks, follow instructions in paragraphs 11-47 and 11-48 .

c. Entries in the DD Form 1348-1 or DD Form 1348-1 Automated for return of discrepant FMS materiel are in appendix B and tables B-4 and B-8 .

4-84. Storage activity (SA) response decision tables

a. This chapter has furnished data interchange requirements between storage activities and supply sources. These requirements are shown in the following decision tables. The use of decision tables is explained in appendix F .

b. Table 4-11 provides SA responses to MROs, DIC A5_.

c. Table 4-12 provides SA responses to follow-ups (DICs AF6 or AFJ).

d. Table 4-13 provides SA responses to cancellations (DIC AC6) and follow-ups on cancellations (DIC AK6).

e. Table 4-14 provides SA responses to MRO modifiers (DIC AM_).

Table 4-1. Requisition and Related Transaction Validity Edit Table
Code or data element Entry in record position is blank Entry in record position is incorrect
Routing identifier Determine correct source and continue processing.  
Media and status Process as O. Same.
Stock number or item identification. Reject Reject for review. Compare the stock number with the Army Master Data File (AMDF) to ensure that the item can be identified for processing.
(1) When the AMDF reveals that the NSN is changed to a new number, or when a manufacturer's part number is assigned to a stock number, change to the new NSN, send BG status to the customer, and continue processing.(2) If the FSC and NIIN do not match but the FSC has previously been assigned to that NIIN, change the FSC to the new one, notify the customer (BG supply status), and continue processing.
(3) If the FSG and NIIN do not match and the FSC has never been assigned to that NIIN, reject the requisition to the customer (CA or CG reject status).
When the AMDF reveals that the stock number is obsolete and advice code 2F is not cited, reject the demand. This is done by creating a supply status transaction using reject status code CJ and sending it to the requisitioner.
1. The DICs below may continue to be used with a DODAC in rp 8-22 when the requirement is for other than a specific stock numbered item for conventional ammunition: A04, AOD, AM4, AMD, AC1, AC2, AC3, AK1, AK2, AK3, AF1, AF2, AF3, AT4, and ATD.
2. When the DODAC is used with the above DICs, the FSC will be placed in rp 8-11 and the DODAC in rp 12-15. It the requirement is for or pertains to a certain stock numbered item (NSN), the requisitions and related documents must contain the 13 position NSN.
All other requisitions and related documents, except those described in (1) and (2) above, must contain the NSN.
Unit of issue Enter correct unit of issue or reject for review. If rejected, enter correct unit of issue in rp 79-80 of Supply Status Transaction. Reject for review. When the unit of issue is other than that in the AMDF, do the following:
(1) If the quantity can be converted to correspond with the new unit of issue, whereby the customer will receive the amount requisitioned —
a. Correct the quantity and the unit of issue on the document,
b. Create a supply status transaction, using status code BG, and C. Send to the requisitioner.
Continue supply action.
(2) If the quantity cannot be converted, reject the requisition. Use a supply status transaction with reject status code CE with the correct unit of issue in rp 79-80.
Quantity Reject (1) Reject if entry is zero filled, garbled, or otherwise invalid; supply status transaction will contain reject status code CE).
(2) If requested quantity is excessive, reject it and prepare a supply status transaction using reject status code CS. Item managers will not reject total quantity using reject status code CS. A quantity of at least one will be issued. Other reject status codes (para C-12c) will be used for total quantity; e.g., 'CA.'
(3) Army overseas requisitions with advice code 1A or 1B will not be rejected for excessive quantity. Supply the quantity requisitioned.
Requisitioner Discard (1) Reject for review. As shown by the signal code, verify that the address is in the DOD Activity Address File (DODAAF)
(2) If affected by the signal code, address code is not in the DODAAD, and the document is not accompanied by an in-the-clear address, reject the document using reject status code CX, if possible; otherwise, discard.
Date Reject Reject.
Serial Reject Reject.
Demand Process as recurring Process as recurring.
Supplementary address Reject (CX status) if blank or invalid and the signal code is J, K, L, or M. Same.  
Signal code Reject Reject.
Fund code No edit is required. Same.
Distribution Process. Process.
Project code (1) Process.
(2) If an OSD/JCS project code is entered, the requisition will be ranked above all other requisitions within the same priority designator.
Process.
Priority designator (1) If expedited handling signal 999 is present in RDD field and PD is not 01-03, enter PD 03. Same.
  (2) If an OSD/JCS project code is present in rp 57-59 and PD is not 01-15, enter PD 03. Same.
  (3) If NMCS/ANMCS indicator (N/E) is present in rp 62 and PD is not 01-15, enter PD 08. Same.
  (3.1) If Expedited Transportation Signal "777" is in rp 62-64 and PD is blank or not 01-15, enter PD 08. Same.
  (4) If rp 62 is A, S, or A, enter PD 15.. Same.
  (5) For all other conditions, if PD is not 01-15, enter PD 15. Same.
Required delivery date Process in accordance with the priority designator in rp 60-61. (1) If expedited handling signal 999 or 555 is in rp 62-64, entry is correct. Action: process.
(2) If there is an N or E in rp 62, and PO is 01-08 in rp 60-61, and there are numeric entries or blank in rp 63-64, entry is correct. Action: process.
(3)If there is an N or E in rp 62 and PD is 09-15, the entries are not compatible. Action: Ignore the N or E in rp 62 and any entry in rp 63-64 and process in accordance with the PD in rp 60-61.
(3.1) If Expedited Transportation Signal "777" is in rp 62-64 and PD 01-08 is in rp 60-61, process. If the PD is 09-15, blank the "777" in rp 62-64 and process using the priority.
(4) If rp 62 is A, S, or X and rp 63-64 is numeric, entry is correct. Action: process.
(5)For subsistence, except for conditions 1, 2, 3, and 4 above, all requisitions will contain a specific required delivery date in ordinal day of year format. If blank, compute an SDD.
(6) If rp 62 is A, S, or X and rp 63-64 are blank or non-numeric, the entries are not compatible. Action: Ignore the A, S, or X in rp 62 and process in accordance with PD in rp 60-61. (7) For other incorrect conditions not described above, blank the RDD field and process in accordance with the PD, in rp 60-61.
Required delivery period (RDP) (conventional aluminum only) If there is an alpha B, C, D, G, H, J, Same. K, L, M, P, T, U, V, or W in rp 62, and a numeric 01 through 99 in rp 63-64, process. Same.
Advice code Requisitions that contain advice code 2T and do not contain a date in rp 62-64 will be processed under the assigned PD without regard to the 2T advice code. If the item cannot be delivered to the ultimate consignee by the SDD or RDD, and the requisition contains advice code 2T, cancel the requirement with status code CB. Process.


Table 4-2. MOV Cyclic Schedule U.S. Forces-International Logistics
Cycle Cutoff Date Supply Source An To Customer Supply Source Follow-up U.S. Forces Customer DIC AP Due To SUP Source MOV Report Due To AMC MOV Report Due to DA DCSLOG MOV Report Due to OASD (ILFM)
    U.S. Forces IL   U.S. Forces IL U.S. Forces IL U.S. Forces IL U.S. Forces IL
1 20 JAN 25 JAN 30 JAN 20 FEB 5 MAR 5 JUN 23 MAR N/A 30 MAR N/A 30 APR N/A
2 20 APR 25 APR N/A 20 MAY 5 JUN N/A 23 JUN 23 JUN 30 JUN 30 JUN 30 JUL 30 JUL
3 20 JUL 25 JUL 30 JUL 20 AUG 5 SEP 5 DEC 23 SEP N/A 30 SEP N/A 30 OCT N/A
4 20 OCT 25 OCT N/A 20 NOV 5 DEC N/A 23 DEC 23 DEC 30 DEC 30 DEC 30 JAN 30 JAN

Notes:
1. Internal logistics cycle 1 and 3 MOV reports are due in the 2d and 4th cycles respectively.


Table 4-3. Report of Validation of Materiel Obligations
RCS DD-P&L(Q) 1064    
1. Total over-age materiel obligations referred for validation (includes those forwarded by AF bases to ALCS).    
a. U.S. Forces
b. MAP Grant Aid
Number
Number
Value 2
Value 2  
2. Total cancellations requested by the requisitioner. Number Value 2  
3. Total canceled by the logistics system as a direct result of the above requests. 1      
a. U.S. Forces
b. MAP Grant Aid
Number
Number
Value 2
Value 2  
4. Percentage of accomplishment (line 3 divided by line 2). Percent Percent
5. Materiel obligation validation requests to which the requisitioner did not respond (requisitioner failed to acknowledge receipt of requests; did not confirm that materiel obligation should be retained; and did not request suspension of automatic cancellation). Number Value 2  
6. Total canceled by the logistics system due to nonresponse. 1      
a. U.S. Forces
b. MAP Grant Aid
Number
Number
Value 2 Value 2  
7. Percentage of accomplishment (line 6 divided by line 5). Percent Percent
8. Reinstatement requests received. 3      
a. Army
b. Navy
c. Air Force
d. Marine Corps
e. Other DOD
Number
Number
Number
Number
Number
Value 2 Value 2 Value 2 Value 2 Value 2  
9. Reinstatements accomplished. 3      
a. Army
b. Navy
c. Air Force
d. Marine Corps
e. Other DOD
Number
Number
Number
Number
Number
Value 2 Value 2 Value 2 Value 2 Value 2  

Notes:
1. A materiel obligation shall not be counted as actually canceled until it is certified that the materiel will not be delivered to the requisitioner; i.e., affected elements of the logistics system have confirmed that shipment/ procurement action has been stopped.
2. All dollar values will be expressed in thousands.
3. Requests for reinstatement and reinstatements accomplished are measured from the ending date of the prior MOV cycle to the ending date of the current MOV cycle. This report reflects previous cycle reinstatements.


Table 4-4. Storage Activity Distribution of DD Form 1348-1 for Materiel Release Orders
No. of copies Use
Original 1   Supply-Retained copy by the distribution point (shipper).
2 2   Consignee-To send with materiel. One copy must be the first carbon to ensure legibility.
1 3   Consignee-To pick, pack, and identify item. Place in a class 4, weather-resistant envelope (PPP-E-540) and attach to the outside of No. 1 shipping container.
1 4   Transportation-Retained copy by the distribution point (shipper).

Notes:
1. Mechanized activities having automated proof of shipment capability may send the original copy to the consignee with the advance Government Bill of Lading when not required locally for other purposes.
2. On single line item shipments, these copies will be included with the materiel placed in the No. 1 shipping container. On consolidated shipments, these copies will be attached to the shipment pack applying to each individual requisition and placed inside the shipping containers. If the storage container is used as the shipping container, it will not be opened for inserting the consignee copies. In this instance, the copies will be placed inside the packing list envelope and attached to the outside of the No. 1 container.
3. Shipment of one line item . Place in a 4- by 6-inch L-P-378 polyethylene bag and attach to materiel in No. I shipping container. Use 1-inch UU-T-106 or L-T-90 tape. If the storage container is used as the shipping container, place the copies with the No. 5 in a class 4, weather-resistant envelope (PPP-E-540) and attach to the outside of the No. I container.
Shipments of more than one line item (multipacks) . Place in a 4- by 6-inch L-P-378 polyethylene bag. Use 1-inch UU-T-106 or L-T-90 tape. Attach to interior package applicable to each requisition. Leave carbon intact between the second and third copies.
4. If the shipping activity can collect the data through use of or ADP, this copy will be destroyed after data have been collected if not required for audit.
DD Form 1348-1 distribution instructions:
DRMO-See table 8-3 .
MAP Grant Aid Shipments-See table 11-2 .
FMS-See table 11-6 .


Table 4-5. Storage Activity Distribution of DD Form 1345-1Automated (IRRD) and Automated Packing List (APL) for Materiel Release Orders
Document No. of copies Distribution
DD Form 1348-1 Automated Two copies 1 , 2   Consignee-To accompany shipment.
DD Form 1348-1 Automated One copy 3   Distribution point (shipper).
APL One copy If an APL is produced, it will be attached to the outside of the No. 1 shipping container.

Notes:
1. A minimum of one copy will be on the outside of the No. 1 shipping container.
2. When the DD Form 1348-1 Automated contains bar coding, one of the two copies to accompany the shipment will be the original copy.
3. One copy will be produced and retained by the shipper unless an automated capability is available to prove a shipment has been made.
DD Form 1348-1 Automated (IRRD) distribution instructions:
DRMO-See
Table 8-3 .
MAP Grant Aid Shipments-See Table 11-3 .
FMS-See Table 11-7 .


Table 4-6. Storage Activity Distribution of DD Form 1348-1 or DD Form 1348-1 Automated for Loans to United Kingdom, Canada, and Australia
1. General
No. of Copies Distribution For Consignee
2 Send before shipment.
1 Place inside the package.
1 Place outside the package.
2. For United Kingdom (price and distribute)
No. of Copies Distribution For
3 Senior Standardization Representative, U.S. Army Standardization Group, United Kingdom, Box 65 FPO NY 09125.
1 Auditor General, Comptroller, U.S. Air Force, London Branch Office, APO New York 09125.
3. For Canada (price and distribute)
No. of Copies Distribution For
2 Senior Standardization Representative, U.S. Army Standardization, Group-Canada, Canadian Forces Headquarters, Ottawa, 4, Ontario, Canada.
1 Canadian Defense Liaison Staff, Washington, 2450 Massachusetts Ave. N.W., Washington, DC 20008.
4. For Australia (price and distribute)
No. of Copies Distribution For
2 Senior U.S. Standardization Representative, U.S. Army RD Office, c/o U.S. Army Attache, American Embassy, Canberra, A.C.T. Australia, Department of State, Washington, DC 20520.
1 Australian Army Staff, Embassy of Australia, 1601 Massachusetts Ave. N.W., Washington, DC 20036.


Table 4-7. Document Control File (DCF) Data
Document Document Identifier Code
Requisition A01, A02, A04, A05, A07, A0A, A0B, A0D, A0E
Document modifier AM1, AMW, AM4, AM5, AMA, AMB, AMD, AME
Redistribution order A21, A22, A24, A25, A27, A2A, A2B, A2D, A2E
Passing order A31, A32, A34, A35, A37, A3A, A3B, A3D, A3E
Referral order A41, A42, A44, A45, A47, A4A, A4B, A4D, A4E
Materiel release order A51, A52, A54, A55, A57, A5A, A5B, A5D, A5E
Disposal release order A5J
Materiel release denial A61, A62, A64, A67, A6A, A6B, A6D, A6E
Disposal release denial A6J
Cancellation requests AC1 through AC6 and ACP
Disposal release cancellation request ACJ
Supply status AE1 through AE9 and AEA, AEB, AED, AEE
Disposal supply status AEJ
Follow-up AF1 through AF6, AT1, AT2, AT4, AT5, ATA, ATB, ATD, ATE, AFC, AK1 through AK6, AFX, AFZ
Disposal release follow-up AFJ
Disposal release cancellation follow-up AKJ
Materiel release confirmation AR0, ARA, and ARB
Disposal release confirmation ARJ, ARK, and ARL
Shipment status AS1 through AS5, AS8, and ASZ
Reply to MRO cancellation request AG6
Reply to disposal release order cancellation request AGJ
Backorder validation request AN1 through AN5, AN9, and ANZ
Back order validation response AP1 through AP5, AP9, and APX
Materiel release confirmation reply to follow-up AR6 and AR9
Reply to cancellation request shipment status AU0, AUA, AUB, AU I through AU5, and AU8


Table 4-8. Materiel Release Order History and Status File Data
Document Document Identifier Code
Materiel release order A51, A52, A54, A55, A57, A5A, A5B, A5D, A5E
Disposal release order A5J
Materiel release denial A61, A62, A64, A65, A67, A6A, A6B, A6D, A6E
Disposal release denial A6J
MRO cancellation AC6
Disposal release cancellation request ACJ
MRO follow-up AF6
Disposal release follow-up AFJ
Reply to MRO cancellation request AG6
Reply to disposal release order cancellation request AGJ
Materiel release confirmation AR0, ARA, and ARB
Disposal release confirmation ARJ, ARK, and ARL
Shipment status AS1 through AS5
MRC reply to follow-up AR6
Shipment status reply to cancellation request AU0, AUA, AUB
Disposal shipment confirmation follow-up AFX, AFZ
Disposal shipment confirmation ASZ


Table 4-9. Supply and Shipment Status Distribution
Customer Input Document Identifier Activity Designated by Document M&S Code Supply Source and MCA Output Document Identifier and Eligible Recipient
    rp 30-35 rp 45-50 rp 54
(*) 1 A0__ Requisitioner A(**) 2 1   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3
* 1 A2__ Requisitioner A(**) 2 1   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3
* 1 A3__ Requisitioner A(**) 2 1   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3
* 2 A4__ Requisitioner A(**) 2 1   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3
* 1 AC__ (N/A) A(**) 2 1 A(**) 2 2 A(**) 2 3(***) 3
AF1 (N/A) A(**) 2 l   A(**) 2 3
AF2 (N/A)   A(**) 2 2 A(**) 2 3
AF3 (N/A)     A(**) 2 3
    (No record of AC__ at Supply Source)
AFC Requisitioner A(**) 2 l   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3
AK__ (N/A) A(**) 2 l A(**) 2 2 A(**) 2 3
    (Supply Source has record of AC__)
AK1 (N/A) A(**) 2 l   A(**) 2 3
AK2 (N/A)   A(**) 2 2 A(**) 2 3
AK3 (N/A)     A(**) 2 3
* 1 AM__ Requisitioner A(**) 2 l   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3
* 1 AP__ (N/A) A(**) 2 l A(**) 2 2 A(**) 2 3
(Cancellation)
APR (N/A) A(*****) 5 l A(*****) 5 2 A(*****) 5 3
* 1 AT Requisitioner A(**) 2 1   A(**) 2 3
  Supplementary Address   A(**) 2 2 A(**) 2 3
  None     A(**) 2 3(****) 4

Notes:
.
(*) Supply source provides AE8 (supply status), AS8 (shipment status), or AU8 (reply to cancellation request) to DAAS in response to these customer inputs. DAAS converts the third position to 1, 2, or 3 as appropriate and makes distribution.
(**) Supply status (AE) or shipment status (AS or AU), as applicable will be furnished.
(***) See
paragraph 4-53 for the exception when rejecting DIC AC cancellation requests.
(****) When rp 54 (distribution code) is nonsignificant and rp 7 (M&S code) is zero (0), or Y, give status to requisitioner (rp 30-35).
(*****) Status will be sent to all status eligible recipients in response to DIC APR.


Table 4-10. Mass Cancellation Focal Points
Focal Points Column 1 Address Authorized to Issue Column 2 Address Authorized to Receive
Army Commander (Same as column 1)
  USAMC Logistics Support Activity  
  ATTN: AMXLS-RT  
  Redstone Arsenal, AL 35898-7466  
  Commander  
  U.S. Army Security Affairs Command  
  New Cumberland Army Depot  
  New Cumberland, PA 17070-5000  
Navy Commander (Same as Column 1)
  Naval Supply Systems Command  
  Department of the Navy  
  ATTN: SUP 0311  
  Washington, DC 20376-5000  
  Commander  
  Naval Supply Systems Command  
  Department of the Navy  
  ATTN: SUP 0731  
  Washington, DC 20376-5000  
  (For ILP Requisitions)  
Air Force Air Force Logistics Command (Same as column 1)
  ATTN: LOLSM  
  Wright-Patterson AFB, OH 45433-5001  
Marine Corps Commandant of the Marine Corps Commanding General
  Hqs., U.S. Marine Corps Marine Corps Logistics Base
  ATTN: Code LM ATTN: Code P820
  Washington, DC 20380-001 Albany, GA 31704-5000
Coast Guard Ships Parts Inventory Control Ctr (Same as column 1)
  (SICP), U.S. Coast Guard Yard  
  Curtis Bay, Baltimore, MD 21266-1792  
  Inventory Control Point (ICP)  
  U.S. Coast Guard Supply Center  
  Brooklyn, NY 11232-1596  
  Aviation Inventory Control Point (AICP)  
  U.S. Coast Guard Aircraft Repair & Supply Center  
  Elizabeth City, NC 27909-5001  
General Services (Not applicable) General Services Admin
Administration   Federal Supply Service
    ATTN: FCI
    Washington, DC 20406-0001
Defense Nuclear Commander (Same as column 1)
Agency Field Command Defense Nuclear Agency  
  ATTN: FCLM  
  Kirkland AFB, NM 87115-5000  
Defense Logistics (Not applicable) Defense Logistics Agency
Agency   ATTN: DLA-OSC
    Cameron Station
    Alexandria, VA 22304-6100
Military Traffic (Not applicable) Commander
Management   Eastern Area, Military Traffic
Command   Management Command
    ATTN: MTE-ITD
    Bayonne, NJ 07002-5000
    Commander
    Western Area, Military Traffic Management Command
    ATTN: MTW-ITX
    Oakland, CA 94626-5000
Military Airlift (Not applicable) Commander, MAC/TROC
Command   Scott AFB, IL 62225-3331
Defense Automatic Addressing (Not applicable) Defense Automatic Addressing System Office
System   Gentile Air Force Station
    Dayton, OH 45444-5320


Table 4-11. Storage Activity Response to Supply Source Materiel Release Order (DIC A5)
Conditions Rules

DIC A5_, Materiel Release Order (para E-7) received from supply source
1
Y
2
Y
3
Y
4
Y
Storage activity ships quantity greater than the DIC A5_ quantity due to unit pack Y      
Storage activity ships quantity less than the DIC A5_ quantity due to unit pack   Y    
Storage activity ships quantity equal to the DIC A5_ quantity     Y  
Storage activity takes negative action (denial on DIC A5)       Y
Actions        
Storage activity responds with DIC ARA Materiel Release Confirmation (para E-31) X      
Storage activity responds with DIC ARB, Materiel Release Confirmation (para E-31)   X    
Storage activity responds with DIC ARO, Materiel Release Confirmation (para E-31)     X  
Storage activity responds with DIC A6, Materiel Release Denial (para E-10)       X


Table 4-12. Storage Activity Response to Supply Source Follow-up (DIC AF6 and AFJ)
Conditions       Rules      
  1 2 3 4 5 6 7
DIC AF, Follow-up ICP to Storage (para E-8 or E-19 ) received from supply source Y Y Y Y Y Y Y
Materiel has been shipped. Quantity shipped was greater than the DIC A5_ quantity due to unit pack Y            
Materiel has been shipped. Quantity shipped was less than the DIC A5_ quantity due to unit pack   Y          
Materiel has been shipped. Quantity shipped is equal to DIC A5_ quantity     Y        
Release of materiel is denied. No DIC A6_ Materiel Release Denial, previously sent to supply source       Y      
Materiel Release Denial, DIC A6_, was previously sent to supply source         Y    
Storage activity has record of DIC A5_ but no supporting record of action taken           Y  
Storage activity has no record of DIC A5_             Y
Actions              
Storage activity responds with DIC ARA Materiel Release Confirmation ( para E-31 ) Y            
Storage activity responds with DIC ARB, Materiel Release Confirmation (para E-31)   Y          
Storage activity responds with DIC AR6/ARO or ARJ, Materiel Release Confirmation (para E-31 or E-32 )     Y        
Storage activity responds with DIC A6_, Materiel Release Denial (para E-9 or E-10 )       Y      
Storage activity responds with DIC AE6 or AEJ, Supply Status to ICP from Storage ( para E-18 )         X X X
Enter "BY" status code (rp 65-66) ( para C-15 b )         X    
Enter 'BE' status code (rp 65-66) (para C-15 b)           X  
Enter "BF" status code (rp 65-66) (para G-15 b)             X


Table 4-13. Storage Activity Response to Supply Source Request for Cancellation (DIC AC6) and Follow-up on Request for Cancellation (DIC AK6)
Conditions   Rules  
  1 2 3 4
DIC AC6, Request for Cancellation or DIC AK6, Follow-up on Request for Cancellation from ICP to Storage Activity (para E-13 or E-23 ) received from supply source Y Y Y Y
Materiel has not been shipped and cancellation is accomplished Y      
Storage activity does not accomplish cancellation   Y Y Y
Materiel has been shipped. Quantity shipped was greater than the DIC A5_ quantity due to unit pack   Y    
Materiel has been shipped. Quantity shipped was less than the DIC A5_ quantity due to unit pack     Y  
Materiel has been shipped. Quantity shipped was equal to the DIC A5_ quantity       Y
Actions        
Storage activity responds with DIC AG6, Reply to Cancellation Request to ICP from storage activity (para E-13). X      
Storage activity responds with DIC AUA, Reply to Cancellation Request-Materiel Release Confirmation ( para E-31 ).   X    
Storage activity responds with DIC AUB, Reply to Cancellation Request-Materiel Release Confirmation (para E-31).     X  
Storage activity responds with DIC AUO Reply to Cancellation Request-Materiel Release Confirmation (para E-31).       X
Storage activity will furnish all eligible status recipients shipment status, DIC AU1, 2 and/or 3 ( para E-33 ). Supply source may elect to furnish this status to oversea activities.   X X X


Table 4-14. Storage Activity Response to Supply Source Document Modifier (DIC AM_)
Conditions   Rules  
  1 2 3 4
DIC AM_, MRO document modifier ( para E-7 ) received from Supply Source Y Y Y Y
Action on original MRO not completed     Y  
Original MRO not held by storage activity   Y    
Original MRO was denied prior to receipt of DIC AM       Y
Original MRO was released for shipment prior to receipt of DIC AM_ Y      
Actions        
Storage activity responds to supply source with DIC AR9, Materiel Release Confirmation reply to MRO modifier ( para E-31 ) X      
Process as new MRO with R in rp 73. Mail copy of DIC AM_ to supply source advising that original MRO was never received.   X    
Cancel original MRO and process DIC AM as MRO. Return original MRO by mail to supply source conspicuously marked "modified" or "canceled"     X  
Storage activity responds to supply source with DIC AE6, status code "BY" ( para C-15 b)       X

Chapter 5
Receipt, Adjustment, and Accounting Procedures

Section I
General Instructions

5-1. Objective

MILSTRAP sets standard codes, forms, formats, and procedures for inventory accounting and reporting. All military services, including Defense Logistics Agency (DLA) and Defense Nuclear Agency (DNA), must use MILSTRAP procedures. These procedures provide the following:

a. A standard coding structure for inventory transactions that conveys the information needed for effective management.

b. Uniformity in the interchange of inventory accounting information within and between the military services.

c. An integrated system of item and financial accounting. This permits financial data to be accumulated for reporting and updating inventory records.

d. An individual transaction reporting capability. This accommodates any combination or variation of existing methods for centralized, decentralized, or regional processing of requisitions.

5-2. Applicability of MILSTRAP procedures

a. These procedures apply to all NICPs, SSAs, SAs, and AAs. They will be uniformly implemented for both inter-and intraservice and agency use. Priority will be given to developing and implementing interservice or agency procedures before separate ones are developed and implemented. New or redesign of intraservice or agency systems or procedures will not be developed or used unless DOD approves a waiver. Requests for changes or waivers will be considered when it can be shown that the system cannot provide a workable method or procedure. Changes or waivers should not be requested solely for existing internal procedures or organizational environments.

b. MILSTRAP procedures apply when the intermediate level activities transmit or receive MILSTRAP transactions to or from activities above the intermediate level (i.e., wholesale supply sources or storage activities). As existing systems, programs, and instructions are changed, they will comply with a above.

c. These procedures do not apply to the following:.

(1) Transactions sent by intermediate level activities to retail level systems, or vice versa, so long as these systems, programs, and instructions are not changed. Intermediate level activities include theater Army, corps support commands (COSCOM/SUPCOM). This also includes general support units and CONUS installations. However, materiel receipt acknowledgment transactions at the retail level are not excluded from MILSTRAP, as these transactions are also required between DOD Service activities below the wholesale level.

(2) Transactions that support local organizations, and activities described in ( 1 ) above.

(3) Financial transactions other than those produced as a by-product of receipt, issue, and adjustment processing within the inventory control system.

(4) The commodities below:

(a) Bulk petroleum and packaged fuel products.

(b) Forms and publications.

(c) Industrial plant equipment.

(d) National Security Agency (NSA) designed and controlled signal intelligence (SIGINT) collection and processing equipment; classified Communications Security (COMSEC) equipment; COMSEC aids (Keying material), and classified CRYPTO spare and repair parts which are obtained through COMSEC channels.

(e) Aircraft and missile propulsion units.

(f) Nuclear ordnance items designated by DNA for item serial number control.

(g) Coal and coke.

(5) Small Arms Serial Number Registration and Reporting System (DODSASP). See AR 710-3 .

d. DLA and DNA are regarded as DOD agencies with separate supply distribution systems, even though located at Army installations.

5-3. Communications

a. General. MILSTRAP permits the transmission and receipt of transactions by electrical communications, mail, telephone, and courier. Classified messages will not be sent via the Defense Automatic Addressing System (DAAS). If it is necessary to transmit a classified message containing MILSTRAP documentation, the classified message will be addressed directly to addressee and not routed to or through the DAAS. When classified data relating to MILSTRAP documentation must be sent by any means of communication, controls will be set up in line with the security classification of the data being sent. Procedures for routing MILSTRAP Asset Support Requests (DIC DTA) and Asset Support Request Follow-ups (DIC DTD) through the DAAS are cited in chapter 15 .

b. Electrical communications.

(1) The Defense Communication System (DCS) Automatic Digital Network (AUTODIN) is a worldwide Department of Defense computerized general purpose communications system. It provides for transmission of narrative and data pattern (machine-readable) traffic.

(2) The Content Indicator Code (CIC) in communication message headers identifies various types of traffic. It provides a reference or indicator to communication personnel for routing, handling, and speed of processing messages received based on the local command policies and procedures. For MILSTRAP traffic, the second position of the CIC should always be an alpha A or D. Local rules should be established for communication terminal routing and handling of MILSTRAP transactions received to ensure that they reach the proper elements of processing.

(3) About ( 1 ) and ( 2 ) above, users of the MILSTRAP system should be familiar with and establish local procedures for efficient use of the facilities and capabilities of the supporting communication terminal which provides communication services.

c. Defense Automatic Addressing System (DAAS). The DAAS will be used in the supply and distribution systems of all Services and agencies and, by agreement, in the General Services Administration (GSA) system and systems of other Federal agencies.

d. Selection of communications media. To ensure expeditious and responsive processing, the media to be used and their order of preference are as follows: Data pattern message; formatted teletype message; air or regular mail or courier; narrative message; or telephone, as described below:

(1) Data pattern message. A machine-readable format electrically transmitted via the DAAS. This is the most desirable, fastest, most reliable method and provides for receipt of transactions in a format suitable for automated processing.

(2) Formatted teletype message. Electrically transmitted messages by mode V (five) teletype terminals via the DAAS. This method allows the sender to transmit MILSTRAP transactions in prescribed formats by teletype, which, when received by the ultimate addressee, will be in machine- readable format suitable for automated processing. This method has a limitation of 69 characters per data line (i.e., positions 1-69) unless the teletype terminal has been modified to accommodate up to 80 characters.

(3) Air or regular mail or courier. This method will be used only when there is no capability to transmit data pattern messages or formatted teletype messages via the DAAS. Mailed transactions will be in punched card format and cards will be interpreted when keypunch facilities exist or can be otherwise arranged. The container or envelope in which the transactions are transmitted will be conspicuously marked MILSTRAP.

(4) Narrative message. Narrative electrically transmitted messages are a less desirable method due to inherent delay and potential for error in transcribing into machine-readable format for processing. Narrative messages may be used to electrically transmit MILSTRAP transactions in prescribed formats only when all of the following conditions apply:

(a) There is no capability to transmit data pattern messages via the DAAS.

(b) Formatted teletype message is impractical due to column restrictions.

(c) Degree of urgency precludes transmission via mail or courier of mechanically prepared and interpreted transactions.

(5) Telephone. Telephone is not a desirable medium due to potential for error in transcribing into machine-readable format for processing. Telephone will rarely, if ever, be used for the transmission of MILSTRAP transactions. It should be used only when all other means of transmission (i.e., AUTODIN via DAAS, mail, or courier) are temporarily not available and the degree of urgency requires immediate transmission. Telephone transactions will not be confirmed by submitting them by other media.

e. Communication precedence.

(1) An appropriate communication precedence will be assigned to all electrical transmissions in accordance with the JANAP 128.

(a) Communication precedence applies to both data pattern and narrative messages.

(b) The assignment of precedence is the responsibility of the message originator as determined by the subject matter and time factors.

(c) The communication precedence does not dictate the action to be taken by the addressee, nor the precedence. Message precedence for logistics (e.g., MILSTRAP) traffic applies to speed of transmission and handling in the communication system.

(2) The communication precedence for all MILSTRAP transactions will be priority.

f. Violations. Violations of the intent of all the above provisions will be reported to the DOD MILSTRAP System Administrator for correction.

Section II
Inventory Accounting

5-4. General

The DA inventory control system is structured to provide essential information to Army activities for supply and financial management.

5-5. Inventory segmentation codes

a. The purpose of inventory segmentation codes is to obtain information about the stock balance of an item and divide the inventory into meaningful categories having distinctive features. This is called "inventory segmentation." The inventory control system, designed to account for supplies, is based on the concept of inventory segmentation by ownership and purpose, condition, and location, and for subsistence items, date packed or expiration date. The information provided by the coding shows the following:

(1) Who owns the assets (ownership). See paragraph C-37a ( table C-59 ).

(2) Purpose the materiel is held within an ownership (purpose). See paragraph C-37c ( table C-60 ).

(3) The condition of the materiel in terms of serviceability and readiness for issue. See paragraph C-22 ( table C-38 ).

(4) Where the materiel is stored (location).

(5) The date packed or expiration date for subsistence items. See paragraph C-18.1 ( table C-34. 1 ).

b. Army activities use these data to —

(1) Process requisitions and manage inventory and distribution.

(2) Prepare financial and supply status reports for management and decision making.

c. The range of the inventory segmentation codes accommodates the Army distribution system as a whole. However, all of the codes may not apply to the materiel managed by any one Army activity. Use of the codes is mandatory. Codes provided but not required by an Army activity will not be used for another purpose.

5-6. Ownership and purpose codes

a. Ownership codes identify on the inventory control record, maintained by other than the owner, the organization having title to the assets. Ownership codes are numeric. Purpose codes segment and identify on the inventory control records, maintained by the owner, the purpose for which the materiel is held. Purpose codes are alphabetic.

b. To preclude complication in accounting, identifying, and reporting of assets, ownership and purpose codes will be entered in the inventory control record as a single element of data. This will be done even though they are separate and distinct elements of data. When an Army activity is accounting for assets under the ownership of another inventory manager, the AA maintains the entire balance under the proper numeric code. Further breakout by purpose code is neither prescribed nor intended.

5-7. Changes between ownership and purpose codes

Ownership and purpose codes will not be changed. Appropriate issue and receipt transactions will be processed for necessary accounting. An exception is the use of the dual inventory adjustment transaction, DIC DAS, and single adjustments, D8S/D9S, to make ownership and purpose code gain and loss under the single manager (SM) for conventional ammunition.

5-8. Ownership and purpose code gains and losses

SM will be assigned for conventional ammunition.

a. Based on the need to manage conventional ammunition, separate inventory adjustments DAS, D8S, and D9S have been developed to permit the following:

(1) Retaining the document number from the requisitioners original demand throughout processing, when payback is necessary.

(2) On-line recording and reconciling of materiel debit and credit balances of the SM and affected military services.

(3) The military services to have an audit trail when their accountable and financial records are affected.

b. The DAS used as a dual transaction is limited to paybacks of conventional ammunition items from one owning service to another. The SM will start the DAS for internal adjustments to custodial and accountable records and for notice to SM storage activities ( para E-255 ( table E-273 )).

c. The SM will start D8S/D9S transactions to update custodial and accountable records and notice to affected military services of actions to be accomplished ( para E-252 ( table E-270 )).

5-9. Condition codes

Condition codes segment and show on the inventory control record the physical state of the materiel or actions underway to change the status of the materiel ( para C-22 (tables C-38 and C-39 )).

5-10. Location codes

a. Location codes segment and show on the inventory control record the activity where materiel is stored.

b. The RIC structure, established by MILSTRIP, provides a system to identify activities within supply distribution systems and storage activities. For this system, location codes are used to identify storage activities corresponding to the RICs established by MILSTRIP.

c. Location codes need not be entered on the inventory control record in their RIC configuration. If an alternate means is used to identify the storage site, the record code will relate directly to the RIC of the storage activity entered on input and output documents.

5-11. Inventory transaction Coding

a. An inventory transaction is a supply action used by an Army activity to manage its supplies and finances. Inventory transactions, properly segregated, form the essential information needed by an activity to review and report the results to higher authority.

b. DICs of the "D" series are used to denote inventory transactions ( para C-1d ). The "D" series transactions provide information on the effect they have on the supply and financial records. The positions of the "D" series DICs are as follows:

(1) D in the first position denotes transactions on inventory accounting and reporting.

(2) The second position, when numeric, denotes an inventory transaction that affects accountable on-hand balances and shows the type of transaction. An even number means a receipt or debit; an odd number means an issue or credit. The second position, when alphabetic, means information not affecting on-hand balances.

(3) The third position modifies the second position by furnishing specific information about the transaction. To interpret the meaning of the entry, the second and third digits must be read as a unit.

c. An X overpunch in rp 25 reverses DIC A and D-series transactions.

d. Selecting, preparing, and transmitting inventory transactions between Army activity supply systems will be as follows:

(1) Storage activities will furnish NICPs, SSAs, and AAs only information that they cannot develop.

(2) Transactions should be posted to the financial records with a minimum of interpretation.

5-12. Ancillary codes

These codes provide more finite management data about receipts, issues, and adjustments than is conveyed by the DIC. Information conveyed by DICs, supplemented by ancillary codes, provide an infinite number of combinations of transaction information. DA use of these codes is as follows:

a. Physical inventory/transaction history codes. These codes are one-position alphabetic codes. They denote the type of inventory being conducted/requested or a request for transmission of custodial balances/transaction history. Authorized codes are in paragraph C-45 ( table C-69 ). Procedures on the use of these codes are in section VIII.

b. Management codes. These codes are one-position, alphabetic or numeric characters. They provide supplemental data not shown through the transaction coding structure.

(1) If a situation is not covered by an assigned management code, enter management data in the remarks block. In these cases the third position of the "A" series documents will contain a 5 or E, and rp 72 of "D" series documents a "Z" to show instructions are in the remarks block. These documents will be sent by a method other than punch card electrical transmission media.

(2) Use of management codes requires stringent control. The same code has a different meaning when used with different DICs. Similarly, since all services may assign management codes, recipients of documents from other services that contain management codes must be aware of service differences in code meanings.

c. Fund codes. Army nonreimbursable fund codes, with other coded information in the source document, provide enough detail to classify data for supply and financial management ( para C-10 ( table C-2 1 )).

Section III
Processing Receipt and Due-In Transactions

5-13. General

a. This section prescribes procedures for processing materiel receipt and due-in documents. These are used for stock record and inventory control accounting between the point where materiel is received and where the records are maintained. They provide for timely establishment of procurements on order and field return records and for showing assets in the accountable inventory control record and related financial accounts.

b. Receipt from vendors can come from central or local procurements. Authorized procurement delivery documents should accompany each shipment as prescribed in the Federal Acquisition Regulation (FAR).

c. When shipments of materiel from commercial sources need inspection or acceptance at destination, the storage activity will —

(1) Perform the inspection or acceptance and the tallying-in operations at the same time.

(2) Inspect shelf life materiel for appropriate condition and type of shelf life code in accordance with paragraph C-39 (tables C-62 thru C-64 ). Inspect subsistence materiel for appropriate date packed or expiration date.

(3) Mark materiel, as appropriate, for shelf-life code and supply condition code. Package markings will be in accordance with MIL-STD-129 (Military Standard Marking for Shipment and Storage).

(4) Based on inspection, prepare separate materiel receipt transactions indicating the actual condition of the materiel received.

(5) Prepare materiel receipt transactions for discrepant shipments from commercial sources as outlined in paragraph 5-31 .

d. To complete the receipt card, change of add to data in the prepositioned materiel receipt card or take data from the consignment document.

e. Processing and distributing receiving documents on contract administration and disbursement prescribed in other regulations are excluded from this section.

5-14. Materiel receipt processing time standards

a. Receipts will be processed through the storing activity, regardless of geographical location, with minimal delay. Receipts will be recorded on both the storage locator record and the AA records. Receipt processing will be measured in two segments.

(1) Segment one. Date of tailgate off-loading to date of posting to the on-hand balance of the AA stock record file.

(2) Segment two. Date of tailgate off-loading to date when storage location or proof of storage is posted in storing activity records. Materiel is "in storage" when —

(a) It reaches the first location (either temporary or permanent) where actual storage control exists through locator data, and

(b) It can be issued in response to materiel release documents.

b. Performance standards for the wholesale level for processing receipts through the time segments follow:

(1) Receipts from new procurement and redistribution will be processed through segment one or segment two (whichever is longer in time). It will be within 7 consecutive calendar days.

(2) All other receipts will be processed through segment one or two (whichever is longer in time) within 10 calendar days.

(3) Time frames for processing receipts from tailgate off-loading until the AA receives the materiel receipt document ( DD Form 1486 ) is shown in table 5-1 .

Table 5-1. Time Frames for Processing Receipts from Tailgate Off-loading
Type receipt: From procurement (DIC D4_) and redistribution (DIC D6K).
Time allowed: 6 calendar days
Type receipt: All other receipts
Time allowed: 9 calendar days

(4) The AA has 1 day to record the receipt on accountable records, In a decentralized distribution system, this includes transmittal time to an AA for recording on inventory control records.

c. Wholesale activity receipt processing effectiveness will be reported in the Report of Inventory Control Effectiveness, Reports Control Symbol (RCS) CSGLD-1870, in accordance with AR 740-26 . The acceptable DA performance goals for receipt processing are: the percent posted within the time standard-90 percent; and, percent stored within the time standard-90 percent. Include in overall performance against these time standards those receipts frustrated for a long time before posting or storing.

d. Inventory managers may waive time standards for items received during scheduled inventories. In these cases, newly received items may be needed to meet emergency requirements received during the inventory. The materiel receipt documents will include a post-inventory date in rp 73-75 ( para 5-77 ). Internal procedures will denote whether the count will or will not show the quantities received during inventory.

e. Materiel previously reported as a receipt, but suspended in condition code K pending final condition determination, will be classified within 10 calendar days with the exception of ammunition which will be classified within 45 days. Results of the final condition will be reported to the AA as prescribed in this section. The same document number reporting the receipt will be used to report final condition adjustment. When more time is needed because of large quantities, lack of facilities, lack of personnel, or other circumstances, request an extension from the AA.

5-15. Control of receipts

a. Storage activities will establish control procedures to provide for the posting of the status in the storage cycle. The cycle begins with the release of materiel and ends with custody and control by the storage activity (SA).

b. After materiel has been physically received, but before or concurrent with movement to storage, SAs will —

(1) Set up a transaction suspense record to record the materiel as an in-process receipt.

(2) Prepare and transmit the appropriate materiel receipt transaction to the ICP in an expedient manner.

c. When the SA receives materiel release orders for which there is not enough materiel shown as available on the stock record on-hand balance (physically stored), check the in-process receipt suspense file; determine if there is a quantity in-process to fully or partially satisfy the requirement. When in-process receipts are recorded, priority 01-08 requirements will be filled from these receipts. Filling of priority 09-15 requirements in these instances will be deferred pending proof of storage.

d. SAs will periodically refer to the suspense file of in-process receipts to speed up the storage of materiel delayed beyond authorized receipt processing time frames. Give special attention to the storage of materiel for which issues have been deferred pending storage.

e. After proof of storage is received, SAs will clear the suspense record, update the storage locator record, and release the deferred issues.

f. SA records (e.g., stock locator) will show the date of last receipt of an item and proof of storage information. (Included is date of storage or some other code that shows that storage has not been reported.) This information will be used in preparing stock selection documents (e.g., DD Form 1348-1 ). This shows that a recent receipt has been tallied and posted, but storage confirmation has not been reported.

5-16. Document Identification, formats, and codes

Transactions, formats, and codes that apply to materiel processing and reporting are prescribed in the paragraphs below:

a. Due-in transactions ( DD Forms 1486 ), DIC DD_ or DF_ paragraph E-257 ( table E-275 ), and paragraph E-258 ( table E-276 ).

b. Pre-positioned materiel receipt transactions (DD Forms 1486), DIC DU_ or DW_ paragraph E-273 ( table E-291 ), and paragraph E-274 ( table E-292 ).

c. Materiel receipt transactions (DD Forms 1486), DIC D4_ or D6_, paragraph E-246 ( table E-264 ) and paragraph E-247 ( table E-265 ).

d. Document identifiers, paragraph C-1d ( table C-4 ).

e. Return advice codes, paragraph C-15 ( table C-29 ).

f. Purpose and ownership codes, paragraph C-37 ( tables C-59 and

g. Management codes, paragraph C-35 (tables C-52 through C-57 ).

h. Condition codes, paragraph C-22 (tables C-38 and C-39 ).

5-17. Transmittal of documentation

Documentation will be exchanged between all organizational elements by the fastest means as follows.

a. Transceiver, teledata, microfilm, microfiche, and others, if the equipment is available.

b. U.S. mail or courier, if electrical equipment is not available. This includes transactions prepared manually when the activity does not have equipment for automated processing and documents that contain exception data, or 'hard copy' attachments incidental to the transaction.

c. Telephone, teletype, or radio if transmission is warranted or meets emergencies —

5-18. Consignment documentation

a. Consignment of materiel to receiving activities will be either by DD Form 1348-1 , DD Form 1348-1 Automated, or an authorized procurement delivery document, DD Form 250 (FAR and APP). These forms will be used, together with information gathered in inspection and classification procedures, as source data to document materiel receipt transactions in this section.

b. When data in consignment documents are converted into materiel receipt format, recording of materiel receipts within DA is standard. It complements standard logistical principles.

5-19. Categories of materiel receipts

Receipts of materiel into inventory are grouped as follows:

a. Receipts due-in. Receipts due in are those set by AA that will result in materiel being delivered into inventory at certain receiving activities. These may include —

(1) Directed returns of materiel from users.

(2) Receipts of materiel from procurement sources, such as commercial concerns, other DOD services or agencies, non-DOD Federal agencies, and foreign governments.

(3) Creditable returns from commercial concerns.

(4) Receipts of materiel from property disposal activities.

(5) Receipts of materiel from other storage activities because of materiel redistribution between storage installations.

(6) Receipts of component items recovered from disassembly operations.

(7) Receipts of complete assemblages from assembly operations.

(8) Returns of repaired end items from contractor repair facilities.

(9) Returns of items previously issued on loan.

(10) Receipts from a military manufacturer.

(11) Other receipts or returns as directed by the NICP, SSA, and AA.

b. Receipts not due in. Receipts not due in are those received by a storage activity that are not supported by action initiated or directed by an AA. These may include the following:

(1) Materiel received with or without consignment document which, after research by the receiving activity, cannot be identified with a pre-positioned receipt transaction on record, Me, or listing.

(2) Returns of undelivered cargo not supported by a pre-positioned materiel receipt transaction furnished by the AA,

(3) Misrouted shipments which cannot, because of inadequate consignment documentation, be routed to proper destination.

(4) Component items recovered from disassembly when authorized by the AA, but fails to provide the receiving activity with pre-positioned materiel receipt transactions for the component items to be recovered. (See sec. XI .)

5-20. Establishing receipt due-in records

The AA that initiates action that will result in receipt of materiel into inventory at receiving activities will establish due-in entries on the due-in records. Due-in transactions will be used for this purpose.

5-21. Pre-positioned materiel receipts

a. The AA will prepare these transactions and send to the receiving activity for the reasons below:

(1) To establish and maintain suspense files, records, or listings by EAM or ADPE, or manually. Data acquired and maintained will be used later to prepare receipt transactions prescribed for reporting materiel receipts to the AA.

(2) To preplan materiel receipt processing, establishing or adjusting location records, or scheduling MHE to ensure fast processing of shipments on arrival.

(3) As control documents in assembly and disassembly operations or in other situations.

(4) To provide other instructions as necessary. Besides other required data, pre-positioned materiel receipt transactions will contain the information below.

(a) RP 4-6 will always show the RIC of the creating and transmitting AA. Receiving activities will always add this RIC to all materiel receipt transactions when reporting receipts of materiel to the AA. This will be done even though the item received may not be managed by the AA to which the receipt is reported.

(b) RP 70 will always contain a purpose or ownership code. These codes may be of no value to the receiving activity, but will be added in the materiel receipt transaction. This will permit the AA to use this transaction as direct input into the inventory record system without review of purpose or ownership codes, or later adjustment to realign purpose or ownership accounts.

(c) RP 71 will contain the condition code of the materiel to be received if known. If this column is blank or does not agree with the actual condition of the materiel received, the receiving activity will enter the proper condition code in rp 71 of the materiel receipt transaction during processing.

(d) RP 72 may contain a materiel management code if needed to convey other instructions to the receiving activity on the receipt due-in. Management code Z will be used if there is no management code for certain situations. If management code Z is used, enter special instructions in the remarks block of the transaction, or provide in attached correspondence, and send to the receiving activity by courier or U.S. mail.

b. At the time the inventory manager provides diversion instructions for canceled demands that are to the point that they cannot be terminated, promptly post the due-in and send the related pre-positioned materiel receipt transaction.

c. Pre-positioned materiel receipt files established and maintained at receiving activities will be as follows:

(1) The basic file or record will be sequenced by stock number to ease —

(a) Search for pre-positioned materiel receipt transactions when the only identification that the receiving activity has is the stock number of the item.

(b) Updating of the basic file or record on receipt and processing of cataloging data changes.

(2) Pre-positioned materiel receipt files at receiving activities will be reconciled periodically between the AA and the receiving activity. Pre-positioned materiel receipt transaction suspense files or records at receiving activities will be completely replaced once each 6 months, or more often if required. This will be based on a mutual agreement between the receiving activity and the AA. Complete replacement will be processed as follows:

(a) The AA will send the receiving activity a complete new and current set of pre-positioned materiel receipt transactions. The set will be compiled from current receipt due-in data as shown in the due-in records of the AA at the time of reconciliation cutoff. This replacement set will be transceived via AUTODIN when receiving facilities are available; otherwise, the set will be mailed. The correspondence will describe the purpose of the set and action to be taken.

(b) The receiving activity will completely purge all files or records of all transactions that apply to the AA that sent the replacement set. The identity of the AA is band on the RIC in rp 4-6. After purging, the new replacement transactions will be used to reestablish the receiving activity's pre-positioned materiel receipt transaction file or record. No further reconciliation between the purged and new data will be necessary or required.

(3) The AA may selectively or partially update the pre-positioned materiel receipt transaction file established at receiving activities by sending transactions as follows:

(a) Transactions may be added to the file as required. Transactions will be aligned as prescribed in paragraph E-273 ( table E-291 and paragraph E-274 ( table E-292 )). No special coding is required.

(b) Transactions may be canceled as required, but will contain an overpunch in rp 25 and management code C in rp 72 to identify the action. Management code C is used to ease manual maintenance of the file.

(c) A cancellation received at the same time with additions may identify replacements. When this occurs, add the cancellations to the new or revised pre-positioned materiel receipt transactions.

(d) Selective or partial updating of the file does not change the requirement for complete replacement of the file at times.

5-22. Materiel receipts

The receiving activity will prepare and process materiel receipt transactions as prescribed in a through e below:

a. On receipt of materiel, the receiving activity will prepare materiel receipt transactions using consignment documents and the pre-positioned materiel receipt transactions on file or record as a basic data source. Normally, materiel receipt transactions duplicate all entries of the pre-positioned materiel receipt transaction. The receiving activity will enter the additions or changes below in the materiel receipt transaction.

(1) DIC D4_ or DIC D6_ (rp 1-3). DIC D4_ will be used when the first and second positions (rp 1-2) of the pre-positioned materiel receipt transaction contain DIC DU_. DIC D6_ will be used when the first and second positions contain DIC DW_. The third position of the DIC will be taken from the pre-positioned materiel receipt transactions.

(2) Returned materiel fund codes (rp 52-53) from consignment documents.

(3) Return advice codes (rp 65-66) on materiel returns from users.

(4) Condition code (rp 71) showing the condition or suspension of the item as received.

(5) Management code (rp 72), if required.

(6) Numerical day of the calendar year the shipment arrived at the receiving activity's unloading docks (rp 73-75).

(7) Other data from the consignment document. (As an example, contract line item number, or shipment number peculiar to materiel receipts from procurement sources and as given in the transaction format in paragraph E-273 ( table E-291 )).

b. When materiel is received without consignment documentation, or with inadequate documentation to process the receipt, the storage activity will attempt to identify the receipt with a pre-positioned materiel receipt transaction. If the receipt cannot be readily identified with a pre-positioned materiel receipt transaction, the receiving activity will research one of the areas below. This will be done before, and be used for, preparing materiel receipt transactions for transmittal.

(1) Advance copies of authorized procurement delivery documents, including vendor's packing lists.

(2) Advance copies of DD Forms 1348-1 , DD Forms 1348-1 Automated, DD Forms 1149 (Requisition and Invoice/Shipping Document), DD Forms 1155 , DD Forms 250 , or other shipping documents.

(3) Transportation documents and fiscal records.

(4) Container markings.

(5) Stock number researched through the item data files.

(6) Advice provided by the AA, when requested by the receiving activity.

(7) Advice provided by the shipping activity, when requested by the receiving activity.

(8) Advice provided by the U.S. Customs Inspector's Office, when requested by the receiving activity; this will be done for receipts which passed through customs.

c. When research fails to find a match with a pre-positioned materiel receipt transaction on file or record, the receipt will be a receipt not due in.

d. On undelivered depot shipments, care will be taken to —

(1) Show the proper D6_ document identifier,

(2) Carry the document number, supplementary address, signal code, and fund code from the DD Form 1348-1 or DD Form 1348-1 Automated accompanying the shipment, and

(3) Enter receipt advice code 1Y, with management code N.

e. When shipments not due in are received with information to construct a 14-digit document number, enter the number in rp 30-43 of the materiel receipt transaction. When consignment document is not received with the shipment, or it does not have the information to construct a 14-digit document number, the receiving activity will enter management code P in rp 72 of the materiel receipt transaction. The receiving activity will assign a document number as follows:

(1) Service assignment code A or W in rp 30.

(2) Activity address code of the receiving activity in rp 31-35.

(3) The numeric calendar day the number is assigned in rp 36-39.

(4) Consecutively assigned serial number in rp 40-43.

f. All materiel receipt transactions will be sent to the AA responsible for the stock number in rp 8-22.

5-23. Materiel receipt follow-ups

When 45 calendar days have passed since the shipping date shown in the shipment notice, posted to the due-in file, and the receipt has not been reported to the AA, the AA will initiate follow-up. Extension of the 45 calendar days time frame is authorized when long transit times are involved. Follow-up will be by sending materiel receipt follow-up transactions to the storage activities. The follow-up documents will be prepared on DD Form 1486 or tape depending on system concept. Follow-ups on expected receipts from procurement instrument sources will be identified by DIC DXA and prepared in the format as prescribed in paragraph E-275 ( table E-293 ). Follow-ups on expected receipts from other than procurement instrument sources will be identified by DIC DXB and prepared as prescribed in paragraph E-276 ( table E-294 ).

5-24. Reply to materiel receipt follow-ups

a. When the materiel has been received, the storage activity will reply to the AA with the materiel receipt transaction in the D4_ or D6_ series as prescribed by paragraph E-246 ( table E-264 and paragraph E-247 ( table E-265 )).

b. When materiel has not been received, the response to the AA will be as follows:

(1) Replies to materiel receipt follow-ups (procurement instrument source) identified by DIC DXC will be prepared as prescribed in paragraph E-277 ( table E-295 ).

(2) Replies to materiel receipt follow-ups (other than procurement instrument source) identified by DIC DXD will be prepared as prescribed in paragraph E-278 ( table E-296 ).

5-25. Receipt transaction reject

a. The AA will establish editing procedures on processing receipt transactions. Errors than can be corrected without rejection to the originating activity will be corrected. Processing will continue. Transaction errors than cannot be corrected and processed will be rejected to the originator.

b. Rejected transactions will be prepared in the format shown in paragraph E-287 ( table E-305 ) and identified by DIC DZG.

c. The AA will establish a program to control or ensure that transactions are corrected and returned.

5-26. Materiel receipt acknowledgement document (MRAD) (DIC D6S)

a. The materiel receipt acknowledgment document (MRAD) (DIC D6S) is used by requisitioners to report materiel receipts to the Defense Automated Addressing System (DAAS). Procedures for processing this form are as follows:

(1) For intra-Army shipments, shipping activities or consolidation containerization points will prepare the MRAD (DIC D6S). The format at paragraph E-248 ( table E-266 ) will be used (except date posted to accountable record will be blank). These MRADs will accompany the shipment.

(2) On receipt of materiel, requisitioners will post their accountable records. The date of posting will be entered in rp 73-75 of the MRAD. For shipments received without an MRAD, requisitioners will prepare a replacement document using the format at paragraph E-248 (table E-266).

(3) After posting their accountable records, requisitioners will forward the MRAD to their supporting installation supply division (ISD)/materiel management center (MMC). The ISD/MMC will process the MRADs through their automated system. The completed MRADs will then be sent to DAAS by AUTODIN, Mode V teletype message, or mail.

(4) DAAS will use the MRAD to update their shipment status correlation (SSC) file and route image documents to LOGSA. Monthly DAAS will screen their file for delinquent shipments. Delinquent shipments are those documents in the DAAS file for which an MRAD has not been received within 90 days after the shipment status date; in these instances, DAAS will prepare an MRAD (with a "D" in rp 7) to close out their record, and will send an image to the USAMCLCA. Monthly, DAAS summarizes all MRAD information and forwards it to the Army MILSTEP Central Processing Point at the U.S. Army Systems Integration and Management Activity in Chambersburg, PA. Quarterly, the DAAS will list, by requisitioning activity, a record of delinquent shipments. Two copies will be sent to the MILSTRAP System Administrator, and one copy to the LOGSA. (See para 14-25 , DAAS processing of MRADs.)

b. Procedures for processing MRAD documents do not apply to —

(1) Navy afloat units.

(2) Security Assistance Program transactions.

(3) Shipments to the General Services Administration and civil agencies.

(4) Shipments to Coast Guard units.

(5) Shipments to Defense Property Disposal Offices.

(6) Inter-depot transfers.

(7) Government furnished materiel shipments.

(8) Shipments to contractors for repair/return.

(9) Shipments to demil.

(10) Shipments of materiel temporarily in use (loans).

(11) Shipments of materiel consumed during testing/sampling.

5-27. Special instructions

Receipt document that requires special processing will be prepared and submitted as follows:

a. Materiel receipt transactions will always contain the correct stock number, unit of issue, and amount of materiel actually received. For reporting of discrepant receipts, see paragraphs 5-30 , 5-31 , and 5-32 below.

b. When the AA needs serial numbers of items for supporting serial number records, the numbers will be listed, identified to the document number, and sent to the responsible AA under separate cover. Any other pertinent data, such as discrepancies, will be included under the same cover, and management code Z will be entered in rp 72.

c. When materiel is received that has misidentified items (in part or in whole), the correct stock number, unit of issue, and amount will be entered in one or more materiel receipt transactions. All transactions will contain the same document number as the pre-positioned materiel receipt transaction. They will be processed in accordance with a above and sent to the AA providing the pre-positioned materiel receipt transaction.

d. When only a partial quantity of a receipt due-in has been received, adjust the original pre-positioned materiel receipt transaction or record to show the quantity that is due.

e. A proper condition code, that describes the condition or suspension of materiel as received, will be entered in rp 71 of the materiel receipt transaction. When materiel is received and classified by inspection to more than one condition code per stock number for a single receipt transaction, prepare separate material receipt transactions with quantity and condition codes and transmit. These materiel receipt transactions will contain the same document number with consecutively assigned suffix codes to correlate the receipts.

f. Materiel returned from customers or users should be inspected at the time of receipt. When possible, the condition code should be entered in rp 71 of the materiel receipt transaction sent to the AA. If the workload in the receiving activity does not permit prompt inspection, take the actions below:

(1) The receiving activity will prepare a materiel receipt transaction to show condition K (suspended-returns) in rp 71 and send to the AA. Materiel reported in condition K will be segregated to maintain the customer's document number pending final condition classification.

(2) On receipt of materiel receipt transaction that contains condition K, the AA will record an increase of on-hand inventory balances for the item on the accountable record. However, it will not determine allowance or disallowance of customer credit until the receiving activity reports final condition classification. The AA will establish controls to follow-up with the receiving activity if delinquent on final condition classification.

(3) During the inspection and final classification of condition K suspended materiel, the receiving activity will prepare a materiel adjustment transaction (DIC DAC). (It will show the customer's document number, stock number, unit of issue, and quantity, the same as materiel receipt transaction described in ( 1 ) above.). Also condition K will be entered in rp 71 and the actual condition as inspected in rp 66. If one or more of the transactions contains exception data, code those transactions only with management code Z in rp 72 and send the data to the responsible AA under separate cover, referencing the document number.

(4) On receipt of transactions described in ( 3 ) above, the AA will process the materiel adjustment transaction —

(a) To decrease the on-hand balance for the item in condition K, and

(b) To increase the on-hand balances in the proper condition.

g. Items shipped directly from the supplier to the customer will be accounted for by making a receipt and issue transaction against the accountable records. At the time the supply source is informed to ship directly to the customer, the AA will establish a due-in and back order against the accountable records. The back order will be established with a DIC DG_ transaction. The due-in will be established with a DIC DD_ transaction. When notice is received that the vendor has shipped the item, the AA will use the issue transaction (DIC D7_), with management code D or F, to update the due-in and back order records. The AA will also make receipt and issue transactions. (See para C-35 (tables C-52 thru C-57 ) for other instructions on management codes.)

h. Materiel received from the Military Aircraft Storage and Disposition Center (MASDC) or other reclamation activity will be handled 4W as follows:

(1) If the reclamation activity does not have adequate facilities to test and classify the serviceability condition of reclaimed assets, the activity will classify these assets as supply condition R. The receiving activity will ensure the assets are checked/tested and classified to actual conditions within the time frames outlined in paragraph 5-44c .

(2) If the reclamation activity cites an actual supply condition code (i.e., other than R) for reclaimed assets, this code will be used when recording and reporting the receipt. If inspection reveals this condition is incorrect, the actual condition to which the item is classified will be used to record and report the receipt. Condition code K will be used if the actual condition cannot be determined. Materiel reported in supply condition code K must be reclassified to actual conditions within the time frames outlined in paragraph 5-44c.

i. Materiel received for activities that have been transferred to a new installation. The receiving installation will contact the supply officer of the transferred unit for appropriate disposition instructions.

j. Materiel receipts from DCSC contractor operated parts depot (COPAD) will be processed as follow:

(1) Customer receipt of materiel from DCSC COPAD will be accompanied by copies one and four of DCSC Form 1938.

(2) Customers will annotate the materiel receipt date on copy four, which is used as a detachable intransit data sheet (IDC), following the instructions contained on the form. The form will be promptly returned to the address indicated.

5-28. Product quality deficiency report (QDR)

DA activities which use or store items of supply may find defects or nonconforming conditions on items which may limit or prevent the product from fulfilling its intended purpose. Product quality deficiencies must be reported according to AR 702-7 and AR 702-7-1 . SF 368 (Product Quality Deficiency Report) will be used for this purpose.

a. Deficiencies within the AMC wholesale level will be reported according to AR 702-7 and AR 702-7-1.

b. Deficiencies at the retail level will be reported per AR 702-7 and DA Pam 738-750 .

c. The following procedures will be used in reporting defective ICP and depot Installation Supply Account (ISA) stock:

(1) In addition to the submission of QDRs to the appropriate points, the SA will provide a copy of the QDR to the centralized point of control established herein. (See para 5-28d below.)

(a) This copy of the QDR will identify the owner of the materiel as the ICP.

(b) When materiel is found to be defective upon initial receipt, each copy of the QDR will be accompanied by copies of the applicable wholesale receipt documentation (DD Form 1348-1A for nonprocurement shipments; DD Form 250 or procurement delivery document for deliveries from procurement) and the materiel receipt transaction (DIC D4_ or D6_). The materiel receipt document will contain management Code L ( para C-35 (tables C-52 through C-57 )) to identify receipt of a deficient item.

(c) When materiel is found to be defective during SA maintenance operations, the materiel will be returned to the SA Installation Supply Activity and the ISA accountable record adjusted accordingly. The ISA will return defective materiel to the ICP wholesale account in condition code L. Materiel will be returned on an ISA document number, allowing the defective materiel to be identified and report under one owner and on one QDR. Applicable ISA document numbers will be annotated on the copy of the QDR provided to the centralized point of control shown in table 5-2 .

Table 5-2. Quality Deficiency Report Control Points
Control Point MATCAT Code (Position 1)
U.S. Army Armament, Munitions and Chemical Command ATTN: AMSAR-MMD-I Rock Island, IL 61299-6000 M
U.S. Army Armament, Munitions and Chemical Command ATTN: AMSAR-SDC-cQ Rock Island, IL 61299-6000 D
U.S. Army Communications Security Logistics Activity ATTN: SELCL-NICP-IM Fort Huachuca, AZ 85613-5000 U
U.S. Army Communications-Electronics Command ATTN: AMSEL-MMD Fort Monmouth, NJ 07703-5000 G OR Q
U.S. Army Missile Command ATTN: AMSMI-SSDCI Redstone Arsenal, AL 35898-5000 L
U.S. Army Aviation and Troop Command (AIR) ATTN: AMSAT-I-SDI 4300 Goodfellow Blvd. St. Louis, MO 63120-1798 H
U.S. Army Aviation and Troop Command (TROOP) ATTN: AMSAT-I-SDI 4300 Goodfellow Blvd. St. Louis, MO 63120-1798 B, E, J, OR T
U.S. Army Tank-Automotive Command ATTN: AMSTA-FDA Warren, MI 48090-5000 K
U.S. Army General Materiel and Petroleum Activity ATTN: STSGP-IS New Cumberland, PA 17070-5008 R
U.S. Army Support Activity, Philadelphia ATTN: STSAP-MR Philadelphia, PA 19101-3460 F
U.S. Army Electronics Materiel Readiness Activity ATTN: SELEM-IC-F Vint Hill Farms Station Warrenton, VA 22186-5141 P

(2) The control point will ensure that its responsibilities for the processing of QDRs are accomplished within 45 days, using the following procedures:

(a) Check the accountable record balance to assure that condition code L materiel on the QDR is on the ICP accountable record. If the balance does not match quantity on the QDR, request the custodial balance and history of the SA; adjust accountable records as appropriate.

(b) When materiel is reported on an ISA document number, a memo will be sent to the office of the comptroller to allow the ISA credit for the returned materiel. In the event the materiel is managed by another ICP, a letter will be sent to the appropriate inventory manager requesting reimbursement and disposition for the defective materiel.

(c) Completion of litigation. Upon completion of litigation procedures, the screening point will notify the control point of further actions required by the item manager, if any.

d. The ICP or SICC control point addresses to which SAs will submit copies of QDRs are in table 5-2 . The control point is identified in position 1 of the Materiel Category Structure Code (MATCAT) in the Army Master Data File (AMDF) for each national stock number (NSN) item. Table 5-2 lists the control points and their corresponding MATCATs.

e. Those types of deficiencies not reportable under the above procedures are identified in AR 702-7-1

f. The U.S. Army Troop Support Agency, ATTN: DALO-TAB-B, Fort Lee, VA, is the contact point for subsistence. Subsistence discrepancies are reported on DD Form 1608 , (Unsatisfactory Materiel Report (Subsistence)). Troop Issue Subsistence Activities (TISA) operating under AR 30-18 will submit DA Form 1608 in accordance with AR 30-16.

5-29. Submitting reports of discrepant/deficient receipts

a. In addition to processing and reporting materiel receipts, storage activities will submit reports for all discrepant/deficient receipts in accordance with the procedures and forms prescribed by the following:

(1) AR 735-5 , Policies and Procedures for Property Accountability.

(2) Joint Regulation DLAR 4140.55, AR 735-11-2 , NAVMATINST 4355.73, AFR 400.54, and MCO 4430.3E, Reporting of Item and Packaging Discrepancies.

(3) Joint Regulation AR 55-38, NAVSUPINST 4610.33B, AFR 75-18, MCO P4610.19C and DLAR 4500.15, Reporting of Transportation Discrepancies in Shipments.

(4) Joint Regulation DLAR 4155.24, AR 702-7 ,NAVMATINST 4855.8B, AFR 74-6, and MCO 4855.5B, Reporting of Product Quality Deficiencies Across Component Lines.

(5) Joint Regulation DLAR 4140.60, AR 12-12 , NAVMATINST 4355.72, AFR 67-7, and MCO 4140.1B, Processing Discrepancy Reports Against Foreign Military Sales Shipments.

(6) Joint Regulation DLAR 4155.3, AR 30-12, NAVSUPINST 4355.2B, AFR 74-5, and MCO 10110.21C, Inspection of Subsistence Supplies and Services.

(7) Other DA regulations which govern discrepancies/deficiencies not covered by the above.

b. Neither the dollar value nor time frames for submitting discrepancy/deficiency reports apply for reporting materiel receipts to the proper ICP. Procedures for reporting receipt of discrepant/deficient shipments to the ICP are given in paragraph 5-30 . Materiel receipt reporting time frames are listed in paragraph 5-14 .

c. SA receiving shipments of materiel with missing parts/components. are not required to prepare RODs when (1) a list of the missing parts/components and, (2) an authorization from the item manager to ship the equipment short the list of missing parts/components have been received. A ROD is required if either is missing, or any parts/ components other than those identified on the listing furnished by the source of supply at the time of initial inspection are missing.

5-30. General provisions for processing discrepant/deficient materiel receipts to the ICP

a. Upon receipt of all incoming materiel shipments, from procurement and nonprocurement sources, SAs will —

(1) Research all available documentation and item markings.

(2) Determine the receipt document number, NSN (or other item identification number), pre-positioned materiel receipt document (PMRD) or due-in data, quantity, condition, inspection/acceptance requirements, etc.

(3) Determine if a discrepancy/deficiency exists (hereinafter referred to as discrepancy or discrepant); if so, identify its nature.

b. After the nature of the discrepancy is identified, SAs will follow paragraph 5-29 procedures to determine whether a discrepancy report must be submitted. Not all discrepant receipts require submission of discrepancy reports.

(1) Management code R has been assigned as a discrepant receipt indicator for use in receipt transactions when the paragraph 5-29 procedures require submission of a discrepancy report. The purpose of the discrepant receipt indicator is to notify the ICP in advance that a receipt was discrepant and that a discrepancy report is being submitted which will provide additional information relating to the reported item.

(2) When a materiel receipt involves discrepant and nondiscrepant materiel, separate receipt transactions may be required. The discrepant receipt indicator may not be required for the nondiscrepant quantity. (See paras 5-31 and 5-32 for details.) Additionally, the discrepant receipt indicator is not used when special circumstances require the use of another management code (e.g., M for automatic disposal by the SA; P for SA created document number; or Z for explanatory remarks) even though submission of a discrepancy report is required. Prescribed omission or replacement of the discrepant receipt indicator in the receipt transaction does not negate the paragraph 5-29 requirements to submit a discrepancy report.

(3) The discrepant receipt indicator is never entered in transactions for discrepant receipts if the paragraph 5-29 procedures do not require submission of a discrepancy report.

c. When materiel is received without consignment documentation, or with inadequate documentation to process the receipt, the procedures in paragraph 5-22b will be followed. For procurement receipts with no PMRD, see paragraph 5-31e(11) . For nonprocurement receipts with no PMRD, see paragraph 5-32c(11) .

d. When a discrepant receipt is to be kept in the U.S. Government, it will be stored by the receiving activity and processed as a materiel receipt (DIC D4_ D6_) to the proper ICP for recording on the ICP accountable record. Materiel will be held pending receipt of disposition instructions. This applies whether or not the materiel is owned by the U.S. Government. In improbable situations, the SA may forward a materiel receipt using exception transactions ( "Z" in the third position of the DIC or management code "Z" in rp 72). In these cases, the SA must provide the ICP a written explanation by separate correspondence; this must include the receipt document number and discrepancy report number, when applicable.

e. Unusual situations may prevent normal receipt reporting of discrepant shipments. The SA will contact the ICP or Contract Administration Office (CAO)/Purchasing Office (PO) to find out how to submit the discrepancy report and report the receipt. If the receipt is not to be reported pending further action, the SA must physically separate, account for, and monitor the status of the materiel, until the receipt is reported or the ICP provides disposition instructions (e.g., reshipment, return to shipper, etc.). This paragraph applies only when circumstances exist which prevent normal receipt reporting.

f. Discrepant receipts on items which have been logistically reassigned will be reported in accordance with section VII.

g. When the ICP receives receipt transactions from a storage activity outside the normal distribution system for a given item, the ICP will record the receipt on the accountable records; assets will be issued from that site first. ICPs will dispose of this materiel as quickly as possible. If the materiel is not issuable, the ICP will direct repair, reclassification, relocation, or disposal. Before directing a bulk movement of reported materiel, ICPs will review figure 5-1 , Economic Decision Criterion for Movement of Materiel (Logistical Reassignments).

h. Separate or secure storage maybe required for procurement discrepancies, discrepancies imposing a health/safety hazard, classified risk, etc.

i. The ICP will process a financial adjustment transaction, using DIC DBA or DCA, or make financial postings as follows:

(1) On an overage or shortage, or price variance from the standard price that exists on shipments received from other stock fund branches, or

(2) On origin acceptance shipments received directly from commercial vendors resulting in a financial inventory gain or loss.

5-31. Receipt reporting for discrepant shipments from procurement Instrument sources

a. When materiel is accepted at a point other than destination, it cannot be reinspected at final destination for acceptance purposes. However, SAs will examine such supplies at destination for identity, damage in transit, quantity, condition (including proper packing/ packaging and labeling and, for subsistence materiel, date packed and expiration date). The U.S. Government's right to litigate a discrepant receipt is not affected by the point of acceptance. Consequently, SAs will report discrepancies found during the destination inspection in accordance with the regulations cited in paragraph 5-29 .

b. Procurement receipts are not authorized for shipment directly to disposal unless unusual conditions (e.g., health/safety hazard, etc.) exist and separate/secure storage facilities ( para 5-30h ) are not available. When unusual conditions require shipping procurement receipts direct to disposal, or other disposal action, the SA will first report the receipt to the ICP using DIC D4_ materiel receipt; cite supply condition L (rp 71) and management code R (discrepant receipt indicator-rp 72). Then, report the disposal action, using DIC DAC (dual inventory adjustment) citing supply condition code H and management code M (excludes shelf life materiel, including subsistence) or management code T (expired shelf life materiel, including subsistence).

c. When the receipt cannot initially be identified to an NSN, the receiving SA will use the procurement instrument and the sources listed in paragraph 5-22b to identify the item.

d. Unless otherwise stated in these procedures, SAs will report discrepant shipments from procurement instrument sources to the ICP using a DIC D4_ materiel receipt transaction. The DIC D4_ will cite the NSN of the item received, and the proper ownership or purpose code (from the DIC DU_ PMRD). In receipts for discrepant quantities, cite supply condition code L; cite management code R (discrepant receipt indicator) when a discrepancy report was submitted. Exceptions to the use of the "R" discrepant receipt indicator include improbable situations mentioned under general provisions (and using management code Z in rp 72) and specific cases cited in paragraph e below).

e. Procedures for reporting specific categories of discrepant receipts from procurement are listed below. Various discrepancy conditions may exist for a single receipt —

(1) Condition of materiel. SAs will report the actual discrepant quantity as a condition L receipt or, if the item is reparable and under warranty, as a condition W receipt. The nondiscrepant quantity will be reported in the actual condition received, but do not cite the discrepant receipt indicator in the transaction.

(2) Supply documentation. The SA will research in accordance with paragraph 5-22b to report the receipt. Lack of supply documentation will not preclude receipt processing and reporting, or subsequent issue of the materiel; discrepancy reporting requirements still apply.

(3) Misdirected shipments (improperly addressed by the procurement instrument source). SAs will contact the proper ICP to ensure that the procurement instrument requirements (e.g., inspection, acceptance, etc.) are complied with. Report the total quantity received in the actual condition received and enter Management Code S in rp 72 of the transaction. If the ICP or CAO/PO directs reshipment/return of a reported receipt without issuing a materiel release order (DIC A5_), SAs will submit a reversal (11 zone punch in rp 25) of the previously submitted materiel receipt transaction.

(4) Overage/duplicate shipment. SAs will research PMRD, receipt, and contract documentation to determine the discrepant quantity. Confirmed duplicate shipment will be reported as discrepant condition L receipt. Overages above the allowable variance specified in the contract, or above the excess delivery clause (after considering any allowable variance) will be considered discrepant and reported as condition L receipts with Management Code U entered in rp 72 of the transaction. Overages within the allowable contract variance or within the excess delivery clause (after considering any allowable variance) will not be considered discrepant; in these cases, report the total quantity received as a single receipt in the appropriate condition, but do not cite the discrepant receipt indicator.

(5) Packaging discrepancy. SAs will report the total discrepant quantity as a condition L receipt; report any acceptable quantity in the applicable condition and do not cite the discrepant receipt indicator. The ICP or the CAO/PO will determine whether litigation is required; if litigation is not required, the ICP will request that the suspended assets be transferred to the appropriate condition.

(6) Shortages. SAs will research PMRD, receipt, and contract documentation to determine the discrepant quantity. Report the total quantity in the condition received. Except for shortages attributed to transportation discrepancies, the receipt will be considered discrepant only if the shortage exceeds the allowable contract variance; in this case, cite the discrepant receipt indicator. The ICP is responsible for initiating follow-up on delinquent receipts.

(7) Item technical data marking (includes nameplates, logbooks, operating handbooks, special instructions, etc.). SAs will report any nondiscrepant quantity as a receipt in the appropriate condition and will omit the discrepant receipt indicator. Report the discrepant quantity as a condition L receipt and identify and describe the specific technical data discrepancy in the SF 364 for ICP evaluation. If the ICP determines that the assets can be issued, the ICP will transfer the suspended assets to the appropriate condition.

(8) Wrong item. SAs will report the total quantity of the incorrect item in condition L. If the shipment contains assets which are the correct item, one of two actions may occur —

(a) Report the correct items in the applicable condition. Do not cite the discrepant receipt indicator in the transaction.

(b) If the majority of the assets in the shipment are the incorrect item, the total shipment quantity may be suspended in condition L.

(9) Transportation discrepancies. Product quality deficiency. It is preferred that the receiving activity keep the materiel, whether or not it has been accepted, and report the deficient quantity as a condition L receipt. The ICP or CAO/ PO will determine if litigation or informal action with the procurement instrument source should be taken. If litigation or informal action will not be taken, the ICP will transfer the suspended assets to the appropriate condition.

(10) Transportation discrepancies. When materiel is accepted by the transportation officer, the receipt will be processed and reported in accordance with procedures cited above for the type of discrepancy which exists (e.g., condition of materiel for damage, etc.).

(11) Receipt not due-in (no PMRD/due-in is recorded). See subparagraphs 5-31e(3) and 5-31e(4) for processing receipts of misdirected shipments and overages/duplicate shipments, for which PMRDs are not normally available.

(12) Other discrepancies. Receipt reporting will depend upon the type of discrepancy involved. When unusual circumstances exist, the receipt and discrepancy reporting requirements provide sufficient time for the receiving SA to obtain guidance from the appropriate authority before reporting the receipt or submitting the discrepancy report. See paragraph 5-30e for storage and accountability requirements.

f. ICPs will develop management evaluation data for contract overages and vendor caused misdirected shipments for use in identifying trends or indications of system problems and in initiating corrective action. When the same discrepancy is repeatedly reported on shipments from a given procurement source, the ICP will advise the source of the error and request action be taken to correct its repeated occurrence. When a procurement source continues to commit the same error, initiate action to consider inclusion on the Awards Review List or other disciplinary action.

5-32. Receipt reporting for discrepant shipments from other than procurement Instrument sources

a. When the receipt cannot initially be identified to an NSN or other identifying number, the receiving SA will try to identify the item by following the procedures in paragraph 5-22b before reporting the receipt to the ICP.

(1) If the item cannot be identified (by NSN or otherwise) and the estimated value of the item is under $100, SAs will not report the receipt to the ICP. Ship the materiel directly to reutilization and marketing, using a local document number; keep a record of the transaction and its backup for 2 years.

(2) If the item cannot be identified (by NSN or otherwise) and the estimated value of the item is $100 or more, the SA will contact the ICP managing like items to determine disposition. (EXCEPTION: If GSA is the manager of like items, process the receipt as indicated in paragraph c(11) below.) If this ICP can identify the item, it will direct the SA to submit the receipt and SF 364 to the proper ICP. If the ICP managing like items cannot identify the item, it will provide disposition instructions to the reporting activity; this will include an item identification number (part number, management control number, local control number, etc.) for reporting the receipt and submitting the SF 364. If the ICP directs shipment to reutilization and marketing, the ICP will maintain a record of the transaction and its backup for 2 years.

b. Unless otherwise stated in these procedures, SAs will report discrepant shipments from a non-procurement instrument source to the proper ICP using a DIC D6_ material receipt transaction; the D6_ will contain the NSN of the item received, and the applicable ownership/purpose code (normally from the DIC DW_ PMRD). In receipts for discrepant quantities, cite the supply condition code which most accurately describes the condition of the materiel (or code K when the condition cannot be determined); include management code R (discrepant receipt indicator) when a discrepancy report is required, Exceptions to the use of the "R" discrepant receipt indicator include improbable situations (using management code Z) and specific cases cited in paragraph c below.

c. Procedures for reporting specific categories of discrepant receipts from other than procurement instrument sources are listed below. Various discrepancy conditions may exist for a single receipt —

(1) Condition of materiel.

(a) When inspection of inter-Service/agency receipts reveals materiel to be supply condition code H and no PMRD is recorded, SAs will automatically ship discrepant materiel, valued at less than $100 per item, direct to the property disposal activity, or dispose of locally. This includes Type I shelf life materiel, including subsistence which has passed the expiration date, regardless of value. When automatic disposal action is taken, cite supply condition code H and management code M (excludes shelf life materiel, including subsistence) or management code T (expired shelf life materiel, including subsistence) in lieu of the discrepant receipt indicator, in the receipt transaction for the discrepant quantity.

(b) Report discrepant quantities, other than those mentioned above, citing the applicable supply condition code, or code K when the condition cannot be determined.

(c) Report receipt of nondiscrepant quantities in the normal manner and do not cite the discrepant indicator in the transaction.

(2) Supply documentation. Lack of supply documentation will not preclude receipt processing and reporting, or subsequent issue of the materiel. The SA will research in accordance with paragraph 5-22b to report the receipt. The paragraph 5-29 discrepancy reporting requirements still apply. When the document number in the receipt transaction must be created by the storage activity, cite management code P in lieu of the discrepant receipt indicator in the transaction.

(3) Misdirected shipments (improperly addressed by the supply activity). SAs will report misdirected shipments as receipts to the proper ICP. ICPs will effect disposition using appropriate MILSTRIP transactions.

(4) Overage. Overages will be reported as a single receipt in the applicable condition.

(5) Shortages. The SA will report the total quantity received in the applicable condition. The ICP will initiate any necessary financial adjustment action, and will follow up on delinquent receipts.

(6) Packaging discrepancy. SAs will report the total quantity received as a single transaction in the applicable condition, and will schedule the discrepant quantity for preservation/packaging.

(7) Item technical data marking (includes nameplates, logbooks, operating handbooks, special instructions, etc.). SAs will report any nondiscrepant quantity in the applicable condition, and will not cite the discrepant receipt indicator. Report the discrepant quantity as a condition D receipt. Identify and describe the specific technical data discrepancy in the SF 364 for ICP evaluation. If the ICP determines that the asset can be issued, the ICP will transfer assets to the appropriate conditions.

(8) Wrong item. SAs will report the receipt in the applicable condition. If both correct and incorrect items are received in the same shipment, each will be reported separately. Omit the discrepant receipt indicator in the transaction for the correct item.

(9) Product quality deficiency. Product quality deficiency receipts should be determined based on the supply condition code cited in the PMRD. Product quality deficiency receipts from ICP directed returns are not discrepant receipts and will be receipt reported in the normal manner. Do not cite the discrepant indicator in the transaction.

(10) Transportation discrepancies. When materiel is turned over by the Transportation Officer, the receipt will be reported in accordance with the procedures cited above for the type of discrepancy which exists (e.g., condition of materiel for damage, etc.).

(11) Receipts not due-in (no PMRD/due-in recorded).

(a) GSA managed items. GSA does not normally authorize return of assets to DOD storage activities. This materiel is considered DOD owned which has not been reported to GSA under the materiel returns program (MRP) (see section IV , chapter 7 for GSA excess reporting criteria). Upon receipt of GSA materiel for which a PMRD is not recorded at the SA, the SA will process the receipt to GMPA (RIC A35).

(b) DOD managed items. Report the receipt to the cognizant ICP in the applicable condition. Do not include a discrepant receipt indicator (management code) in the transaction. (Army reports these items to GMPA.)

(12) Other discrepancies. Receipt reporting will depend upon the type of discrepancy involved. When unusual circumstances exist, the receipt and discrepancy reporting requirements provide sufficient time for the SA to obtain guidance from the ICP prior to reporting the receipt or submitting the discrepancy report. See paragraph 5-30e for storage and accountability requirements.

5-33. Resolution of reported receipt discrepancies

a. MSCs will maintain accurate materiel accountability records and audit trails for reported receipts with evidence of a supply discrepancy. Resolution of these discrepancies requires the establishment of interfaces among the materiel accountability, procurement, financial accounting, and discrepancy reporting systems.

b. When discrepant receipts are reported, MSCs will process the transactions and effect the research required to resolve the discrepancy. When materiel received from procurement will be retained in the wholesale inventory, coordinate with the CAO/PO for a contract modification which will recoup any administrative costs and any additional second destination transportation costs or onward shipment (redistribution) costs incurred by the U.S. Government as a result of the discrepancy. For all receipt discrepancies, ensure that procurement/supply due-in records and related financial accounts (including intransit) are corrected to reflect any new receipt status and transmit required update PMRD(s) to the storage activity(s) involved. Care must be taken, however, to suppress PMRD output if the corresponding receipt has already been reported (e.g., for overages or misdirected shipments being retained where delivered).

5-34. Loan transactions

a. Appropriate MILSTRAP adjustment and receipt transactions will be used to show the on-hand and due-in and later receipts. Materiel on loan should be posted on accountable or activity records in purpose code L to denote loan and show due-in (DIC DFN). Alignment and format for due-in transactions are in paragraph E-258 ( table E-276 ).

b. Pre-positioned materiel receipt (DIC DWN) transactions may be used as advance notice to activities scheduled to receive returned loaned materiel. Alignment and format are in paragraph E-274 ( table E-292 ).

c. Loan material, on receipt, will be inspected by the receiving activity. Materiel receipt transactions, DIC D6N, will provide information about the condition and quantity of loaned materiel returned. Alignment and format are in paragraph E-247 ( table E-265 ).

d. The AA is responsible for final determination and resolution of returned Government property from loan. Controls should be set to ensure the materiel is returned in an appropriate condition (i.e., as good as or better than condition) based on the original loan issue. Any discrepancies will be resolved and the loaning activity will be reimbursed.

Section IV
Issue, Back Order, Demand Data, and SMCA Freeze Unfreeze Transactions

5-35. General

This section contains the rationale and general usage of D-series documents that apply to issue, back order, and demand data transaction reporting and recording.

5-36. Document formats

Document formats are prescribed in paragraph E-249 ( table E-267) .

5-37. Issue transactions

Rationale and usage of the issue transaction (DIC D7_) follow:

a. This transaction is used to report issues in the decentralized supply distribution system. The decentralized accountable stock control activity prepares these transactions as by products of processing incoming requisitions (DIC A0_) and referral order transactions (DIC A4_). This results in the issue of materiel from stock. The third position of the issue transaction document identifier is determined by correlating various coding structures in the A series document being processed for issue.

b. The preparing AA uses the issue transaction, or recorded equivalent data, to group issues by level for summarizing and preparing financial reports and records. Also, the AA will send issue transactions to the nonaccountable activity where they are used for the same purpose.

c. The nonaccountable activity in a decentralized supply distribution system does not apply this technique (b above) to incoming or initiated A series demand documents. These must be converted to referral orders (DIC A4_) and passed to the AA where a and b above applies when the materiel is actually issued.

d. Although the issue transaction is mandatory and necessary for the decentralized supply distribution system, its use by an AA in this system is optional. A suitable alternate method is needed to group financial transactions by level on materiel issues to financial records or reports. The issue transaction technique will, however, provide the AA with complete standard use of all the DIC D-series transactions for ultimate preparation of financial reports. Design of ADP programs and procedures will preclude the physical preparation of issue transactions for this purpose.

e. The issue transaction is not used to record demand data.

f. When a AA in a centralized supply distribution system uses the reporting technique described in d above, the issue transaction, or recorded equivalent data in data processing, will be prepared because of issuing an MRO (DIC A5_).

5-38. Issue transactions, single manager for conventional ammunition

The SM sends DIC D7_ documents to the NICP of the requisitioning service as follows:

a. When a DIC A4_ is received from that service and

b. When issue is being directed by the SM from another service-owned stocks using the A4_ document number.

5-39. Single managed conventional ammunition (SMCA) freeze/unfreeze actions

a. Processing MILSTRAP/MILSTRIP transactions may require the single manager for conventional ammunition to freeze wholesale assets at a specific storage activity for a given NSN or part number, ownership or purpose code, and supply condition code. (Examples are mismatched location audit reconciliation request transactions (DIC DZH) or materiel release denials (DIC A6_). The manager will unfreeze assets when processing is complete.

b. The SMCA will provide the owning ICP with all single managed conventional ammunition freeze or unfreeze actions (DIC DA1/DA2). The owning ICPs will use this transaction to update their wholesale financial accountable records.

5-40. Demand transactions

The rationale and usage of the demand transaction (DIC DHA) are as follows:

a. This demand transaction is used in both the decentralized and centralized supply distribution systems. It is used to accumulate and record demand data resulting from the first processing of incoming or initiated requisitioning documents. For example, requisitions (DIC A0_) or passing orders (DIC A3_), even though processing may (or may not) result in an issue or expenditure of materiel from inventory. Demand transactions will not be prepared from the processing of referral orders (DIC A4_).

b. In a decentralized supply distribution system, the AA will, besides accumulating demand data for internal records, duplicate demand transactions and send to the responsible nonaccountable activity for a like purpose.

c. In a centralized supply distribution system, the AA will abstract demand data on first processing of an incoming requisition or passing order. It will use the demand transaction technique, or record data in ADPE.

d. Since the demand transaction is the same as the initial DIC A-series demand document being processed, rp 44 will be blank or will contain the suffix code from the source document.

5-41. Back order transactions

The AA will use the back order transaction (DIC DG_) to establish back order transactions on records resulting from processing A-series demand documents. The third position of the back order transaction identifier will be determined by correlating other coding structures in the A-series demand document being processed. These third-position, alphabetical characters are the same as those prescribed for the issue transaction (DIC D7_). (See para 5-38 .)

Section V
Materiel Adjustment Transactions

5-42. General

This section provides procedures relating to the following types of adjustments.

a. Changes in condition of materiel due to damage, deterioration, suspension, or other causes.

b. Reidentification of improperly identified materiel.

c. Transfer from one purpose code to another.

d. Adjustments caused by catalog changes.

e. Discrepancies disclosed by physical inventory.

f. Quantitative discrepancies caused by clerical or mechanical accounting errors.

g. Offsetting adjustments to condition code segments of the accountable records.

h. Ownership and purpose codes gains and losses applicable to SM for conventional ammunition.

i. Classification and disposition of materiel being cannibalized.

5-43. Materiel adjustment

a. The DD Form 1487 (DOD Materiel Adjustment Document) is used as either a single or dual transaction document.

(1) The first method accommodates those techniques that employ individual increase or decrease adjustments against the accountable inventory control records. DD Forms 1487 that contain identifiers in the DIC D8_ or DIC D9_ series and prepared as shown in paragraph E-250 ( table E-268 ) apply to these transactions.

(2) The second method provides for offsetting (dual) adjustments to condition or purpose codes in a single materiel adjustment document. This is possible by using the "FROM" and "TO" data fields in the materiel adjustment document. DD Form 1487 that contains DIC DAC or DIC DAD and prepared as outlined in paragraph E-254 ( table E-272 ) apply to these transactions.

(3) When Army policy prescribes the use of single transactions in the D8 and D9 series internally for condition or purpose transfer, provisions will be made to accept and process DIC DAC and DIC DAD documents from other Services and agencies.

b. The accountable property officer of each AA will assign, each fiscal year, a block of adjustment document serial numbers to each SA. They will be used to send adjustments to the proper AA based on the actions in this section.

c. Each SA will maintain control of adjustment documents. All documents must be prepared, processed, and recorded on the SA's records so that a complete audit trail will be available.

d. Materiel adjustment transactions will not be used to record changes in ownership. Changes between ownership codes, from purpose (Army ownership) code to ownership code, or vice versa, will not be by an adjustment. AAs will process appropriate issue and receipt transactions for such actions.

e. The dual adjustment transaction may also be used as an information or instruction passing document between an AA and an SA. For example, the AA may have been advised, without knowledge of the SA, that items previously delivered are suspected of containing latent defects. In this case, the materiel adjustment transaction, with exception data as required, may be used to inform the SA to transfer the materiel to condition code L (suspended-litigation). This will depend on further investigation and negotiation with the shipper.

f. The actual preparation of an adjustment transaction as such is not mandatory. Accounting equipment capabilities may preclude the preparation of actual transactions in preference to another form of transmissible data for certain situations.

g. DICs that identify materiel adjustment transactions may be supplemented by management codes in rp 72 to define the adjustments by type. Management codes have been assigned by DA to provide for transactions not standardized by MILSTRAP. Coding that pertains to materiel adjustment transactions accommodates both centralized and decentralized stock accounting.

5-44. Changes In condition of materiel

a. Condition reclassification of assets in storage.

(1) When inspection of stocks on hand reveals that a condition reclassification is required, storage activities will report the variance to the accountable activity within three calendar days using a DIC DAC (inventory adjustment-dual), in accordance with paragraph E-254 ( table E-272 ). Enter the new supply condition code in rp 66 of the dual adjustment transaction. Enter the supply condition code under which the item is carried on the record in rp 71. (Note: Storage activities may not transfer stored materiel into supply condition code K or R.)

(2) When inspection discloses that stocks are suspect for issue and immediate reclassification is beyond current capabilities, transfer the materiel to supply condition code J. In the dual adjustment transaction, show the new supply condition code in rp 66. Show the supply condition code under which the item is carried on the record in rp 71.

(a) With the exception of ammunition, complete the materiel reclassification within 90 calendar days after reporting the original transfer to the accountable activity. Complete the reclassification of ammunition within 270 calendar days after reporting the original transfer.

(b) When the reclassification is complete, report the change to the supply source with the dual adjustment transaction. Use the same document number used to report the materiel in supply condition code J. Enter the new supply condition code in rp 66 and supply condition code J in rp 71 of the dual adjustment transaction.

(3) When materiel in stock is reclassified to supply condition code H, storage activities may also, based on criteria promulgated by the Services/Agencies, automatically turn in condemned and expired shelf-life materiel to reutilization and marketing or take other authorized automatic disposal action. When taking such simultaneous reclassification and automatic disposal action, advise the accountable activity by entering management code M (materiel condemned-excludes expired shelf-life materiel) or management code T (materiel condemned-expired shelf-life materiel) in rp 72 of the dual adjustment transaction. Within Army, all condition code H materiel will be reported to the wholesale supply source before directed to disposal.

(4) Stocks identified as unserviceable/reparable and under warranty (see AR 700-139 and DA Pam 738-750 and DA Pam 738-751 ) will be classified as condition code W. Assets identified as condition code W at the retail level will be reported to the proper NICP using ARI/MRP procedures.

b. Reclassification of Condition L Receipts.

(1) Storage activities will report discrepant receipts from procurement and materiel held pending resolution of a transportation discrepancy in supply condition code L. When directed by the accountable activity, storage activities will also transfer materiel to supply condition code L and report the action using a dual adjustment transaction following the procedures in paragraph 5-44a(1) .

(2) Accountable activities are responsible for monitoring materiel suspended in condition code L and directing transfer of the materiel to its correct condition when litigation or other action to resolve the discrepancy is completed.

(3) When directed by the accountable activity, storage activities will, within 3 calendar days of receipt of the direction, reclassify the suspended materiel to its correct condition. Report completion of the action with a DIC DAC dual inventory adjustment using the same document number cited in the original receipt or adjustment transaction. Enter the new supply condition code in rp 66 and supply condition code L in rp 71 of the dual adjustment.

c. Reclassification of condition K and R receipts.

(1) Storage activities may suspend materiel in supply condition code K upon receipt for condition determination. Storage activities may also receive materiel identified as supply condition code R (suspended) from reclamation activities which do not have the capability to determine the materiel condition.

(2) Storage activities will reclassify these suspended receipts to their correct condition within the timeframes prescribed in the following subparagraphs. When materiel has been reclassified to its correct condition, submit a DIC DAC dual inventory adjustment to the accountable activity using the same document number cited in the original receipt transaction. Enter the new supply condition code in rp 66 and the suspended supply condition code in rp 71 of the dual adjustment.

(a) With the exception of ammunition (Class V materiel), reclassify materiel reported in supply condition code K within 10 calendar days after reporting the receipt; reclassify ammunition (Class V materiel) within 45 calendar days after reporting the receipt.

(b) When materiel identified as supply condition code R is received from reclamation activities, reclassify the materiel within 180 calendar days after reporting the receipt or prior to induction into maintenance facilities for repair/modification, whichever is sooner.

(1) When the capability to test/check condition R assets for actual condition does not exist, the materiel may be forwarded to a maintenance facility for condition determination.

(2) The actual condition of the assets must be recorded on the accountable record before the assets may be included in a scheduled maintenance program.

(c.1) SAs will report discrepant receipts in condition W per receipt processing procedures. When directed by the accountable activity, storage activities will also transfer materiel to condition code W and report the action using a dual adjustment transaction. When litigation action is initiated for condition W materiel, the accountable activity will direct the storage activity to reclassify the assets to condition L. When directed by the accountable activity, storage activities will reclassify condition W materiel to condition L within 3 calendar days from receipt of the direction. Completion of this action will be reported with a DIC DAC (inventory adjustment-dual), using the same document number originally used to report the materiel in condition W. The new supply condition code will be entered in rp 66 and supply condition W in rp 71 of the dual adjustment. See paragraph 5-45 for reclassification of condition W assets for repair.

d. Exception to prescribed timeframes for condition reclassification.

(1) When additional time is required to reclassify materiel held in supply condition codes J, K, or R, because of large quantities, lack of facilities, nonavailability of personnel and/or test equipment, or other circumstances considered justified by the storage activity commander, the storage activity will forward an extension request to the accountable activity.

(a) When appropriate, the accountable activity will approve the request for extension, notify the storage activity, and establish a suspense to ensure that classification action is taken within the agreed upon timeframe.

(b) If the accountable activity does not approve the request for extension, the storage activity will make every effort to comply with the established timeframe.

(2) Accountable activities may request expedited reclassification of condition J, K, and R assets whenever it is deemed necessary based on their stock position and overall management responsibility.

e. Monitoring assets recorded in suspended supply condition codes.

(1) Accountable activities will review records for all materiel suspended in supply condition codes J, K, and R at least monthly and ensure that storage activities accomplish reclassification actions within prescribed timeframes.

(2) Although there is no prescribed timeframe for transferring suspended materiel from supply condition code L, accountable activities will review all records for materiel suspended in condition L at least quarterly and will take necessary action to ensure expeditious litigation/negotiation with contractors or common carriers.

(3) Although there is no prescribed timeframe for transferring materiel from supply condition code W, accountable activities will review all condition W materiel at least monthly to ensure warranty action is executed before the warranty expires.

5-45. Condition changes for items under repair

a. When one Service or agency is repairing items for another, it may, by mutual agreement, inform the owning AA of the other Service or agency of condition changes on —

(1) Induction of items for repair. The owning AA will be provided with inventory adjustment transactions to show transfer of items from supply condition code F (unserviceable reparable) or W (unserviceable warranted reparable) to supply condition code M (suspended in work). These inventory adjustment transactions will be shown by DIC DAC or DIC D8C and DIC D9C.

(2) Completion of repair. The owning AA will be provided with inventory adjustment transactions to show transfer of items from condition code M (suspended (in work)) to the ready for issue condition. These inventory adjustment transactions will be shown by DIC DAC or DIC D8C and DIC D9C.

b. When items are being repaired at a maintenance facility for return to user, induction into and return from repair will be reported as follows:

(1) Induction into repair will be reported by sending inventory adjustment transactions to show transfer of the items from condition code F (unserviceable reparable) or W (unserviceable warranted reparable) to condition code M (suspended in work). These transactions will be shown by DIC DAC or DICs D8C and D9C.

(2) Items from repair will be returned by sending a DIC DAC that transfers the items from condition code M (suspended (in work)) to a ready for issue condition. These inventory adjustment transactions will be shown as DIC D8C and D9C.

c. When an Army maintenance facility is repairing Army materiel, a above must be followed.

d. When contractor facilities are repairing under any of the conditions above, condition code transfer documents that use the proper adjustment transactions will be sent to the AA or user. However, this must not be an added cost to the Government.

5-46. Condition changes for items being turned in to property disposal activities

a. Excess, serviceable, and unserviceable materiel being turned in to property disposal activities shown in conditions codes J, K, L, M, N, P, R, or W must be reclassified to the proper condition (supply condition codes A through H and S). This must be done before preparing document to ship the materiel to the Defense Reutilization and Marketing Office (DRMO). Activities must report materiel in the proper condition to prevent having it rejected or returned by the DRMO for proper classification.

b. Only materiel recorded on accountable records, that has been classified in condition codes A through H will be turned in to the DRMO. At the discretion of the service or agency, an exception to classifying materiel in condition codes A through H is to reclassify it in condition code S when it cannot be identified by an NSN and is actually scrap for turn-in to the Defense Reutilization and Marketing Office (DRMO).

c. DRMO will use disposal condition codes ( para C-22b ( table C-39 )) to accurately describe the materiel physical condition. This will be based on inspection at the time of receipt. DRMOs will record both the supply and disposal condition codes that will be shown in management data for program screening and review. Disposal condition code S, assigned by the DRMOs, is for materiel that has no value except for its basic materiel content. It is not restricted to materiel identified by NSN.

5-47. Reidentification of stock, stock number changes, and unit of issue changes

a. Reidentification of stock.

(1) When inspection reveals that an item in stock has been misidentified, SAs will prepare and send two or more materiel adjustment transactions. They will be prepared as outlined in paragraph E-250 ( table E-268 ). The first transaction will contain the following:

(a) The misidentified stock number.

(b) The quantity misidentified.

(c) The DIC D9J (decrease-reidentification of stock), and

(d) Suffix code "A".

(2) When one new stock number is picked up due to reidentification, the second transaction will contain the following:

(a) The same document number as the first transaction.

(b) The identified stock number.

(c) The quantity of the identified stock number.

(d) The DIC D8J (increase-reidentification of stock), and

(e) The suffix code "B".

Note. When more than one new stock number is picked up due to reidentification, an additional DIC D8J adjustment for each newly identified stock number will be prepared and sent. These transactions will be prepared the same as the second transaction except that the suffix codes will progress as each transaction is prepared such as "C" and "D". The suffix codes in the second and ensuing transaction serve to correlate the transactions to the misidentified stock number.

(3) The AA will process the adjustment transactions against accountable inventory control records to —

(a) Decrease under the incorrectly identified stock number, and

(b) Increase against the correct stock number.

(4) When two AAs are involved, the decrease and increase will be processed to the accountable records of the losing AA. The quantity will be transferred to the AA having logistical responsibility for the reidentified stock ( sec. VII , this chapter).

b. Stock number and unit of issue changes.

(1) When there is only a stock number change, the AA will prepare and process two materiel adjustments (para E-250 ( table E-268 )). The first transaction will contain the replaced stock number, the DIC D9K (decrease-catalog data change), and suffix code A. The second transaction will contain the same document number as the first transaction, the DIC D8K (increase-catalog data change), and suffix code B.

(2) When there is only a unit of issue change, the AA will prepare and process two materiel adjustment transactions ( para E-250 ). The first transaction will contain the quantity and unit of issue prior to change of unit of issue, the DIC D9K (decrease-catalog data change), and suffix code A. The second transaction will contain the following:

(a) The same document and stock number as the first transaction. (b) The new unit of issue.

(b) The new adjustment quantity based on the new unit of issue.

(c) The DIC D8K (increase-catalog data change), and

(d) Suffix code B.

(3) When a stock number and unit of issue change occurs at the same time, AA will prepare and process two materiel adjustment transactions. The first transaction will contain the replaced stock number and its unit of issue and quantity, the DIC D9K (decrease-catalog data change), and suffix code A. The second transaction will contain the following:

(a) The same document number.

(b) The replacing stock number.

(c) Unit of issue.

(d) The new adjusted quantity based on the new unit of issue.

(e) The DIC D8K (increase-catalog data change),

(f) Suffix code B.

(4) Actions in ( 1 ) through ( 3 ) above that cause an overall price difference or category change must be adjusted against the gaining financial inventory accounting (FIA) category code ( sec. VI ). A change in FIA category code will be processed on a DIC DBZ and DIC DCZ adjustment.

(5) When the change is from one nonstock fund category to another or from one stock fund category to another, a DIC DCZ action with management code D will show a decrease. A DIC DBZ action with management code D will show the corresponding increase.

(6) When the change is from a nonstock fund category to a stock fund category, or from a stock fund category to a nonstock fund category, a DIC DCZ action with management code C will show the decrease. A DIC DBZ action with management code C will show the increase to record.

(7) A change in stock manager will be processed the same as for a logistical transfer ( sec. VII ).

5-48. Purpose transfers

Based on authorized programs, materiel may be reserved for specific purposes and retained on inventory control records until requisitioned. To transfer assets between purpose codes, the materiel adjustment transactions (DIC D8D and D9D or DIC DAD) will be prepared as in paragraph E-250 ( table E-268 and paragraph E-254 ( table E-272 )). They will also be processed against inventory control records.

a. For supply distribution systems that have limited processing capacities that preclude a dual adjustment, document identifiers have been provided for a purpose code transfer on single adjustments. The decrease to the old purpose code will contain DIC D9D. The increase to the new purpose code will contain DIC D8D. Both transactions will contain the same document number, with consecutively assigned suffix codes to correlate the documents.

b. Materiel will not be adjusted between purpose code W (This code is reserved for basic issue item assembly.) and other purpose codes. Increases and decreases to this purpose code will be by receipts or issues.

5-49. Physical inventory adjustment processing

a. Adjustments resulting from discrepancies disclosed by physical inventory will be processed on a materiel adjustment transaction. DIC D8A will be used for a gain and DIC D9A for a loss.

b. When materiel is uneconomically reparable, the debit adjustment will contain management code M (materiel condemned). It identifies materiel shipped directly to the DRMO.

c. The SA, on finding concealed discrepancies on stocks in storage, will prepare a materiel adjustment (DIC D8A or DIC D9A) to correct the records. Management code F in rp 72 of the materiel adjustment transaction will identify the action as a concealed discrepancy adjustment.

5-50. Processing quantitative accounting error adjustments

a. When adjusting inventory that is not on record because of undiscoverable posting errors, the codes below will be used.

(1) DIC D8B. Quantitative gains resulting from clerical or mechanical accounting errors that may not be corrected by reversing the original transaction.

(2) DIC D9B. To show quantitative losses resulting from clerical or mechanical accounting errors that may not be corrected by reversing the original transaction.

b. When an out-of-balance can be corrected by reversing the original transaction, or a portion thereof, enter an X overentry in rp 25.

5-51. Offsetting adjustments

a. The materiel adjustment transactions with DICs DA series will be used to report offsetting (dual) credit and debit adjustments. The dual adjustments prescribed herein are used to relocate stock within the purpose and condition segments of the inventory accounting records.

b. Dual adjustment of stock on one transaction requires an entry in the "FROM" and "TO" columns for the ownership or purpose and condition codes. The "FROM" field (rp 70 (ownership or purpose) and 71 (condition)) will show the codes from which adjusted. The "TO" field (rp 65 (ownership or purpose and rp 66 (condition)) will show the codes to which adjusted.

c. Condition reclassification required by storage management will be on dual adjustments, using DIC DAC.

(1) When materiel has deteriorated to an uneconomically reparable state and it has been directly turned over to the DRMO, enter code M (materiel condemned) in rp 72 of the adjustment transaction. It is a notice to the AA of such action.

(2) When shelf life items have been reclassified to the next lower condition, enter the proper supply condition code in the adjustment transaction. Send to the AA promptly for updating of the accountable records. A type II shelf life assembly (one housing shelf life items) with an expired date will be shown as condition code F in adjustment transaction sent to the AA. Condition code J will be shown for items that have remaining extendable life and those held until the inventory manager directs test or restoration.

(3) For supply distribution systems that have limited processing capacities that preclude dual adjustment, document identifiers have been provided for a condition reclassification on single adjustments. The decrease to the old code will contain DIC D9C. The increase to the new code will contain DIC D8C. Both documents will contain the same document number with consecutively assigned suffix codes to correlate the documents.

(4) Materiel being reclassified after having been reported as a receipt will be reported on a materiel adjustment transaction. The same document number will be used as shown on the original receipt transaction.

d. Based on authorized programs, materiel may be reserved for specific purposes and retained on inventory control records until requisitioned. To transfer assets between purpose codes, the single inventory adjustment transactions (DIC D8D and D9D) or the dual inventory adjustment transaction (DIC DAD) will be prepared in the format as in paragraphs E-250 and E-254 (tables E-268 and E-272 ). They will also be processed against the inventory control records.

5-52. Processing project or distribution code changes

When stock is segmented on the inventory records by project or distribution code and a change is desired, the materiel adjustment transactions will show DIC D9D and D8D, with a blank management code. The DIC D9D will show the losing project or distribution identification (or blank if no previous project segmentation). The DIC D8D will show the gaining project or distribution code identification (or blank if no further project segmentation is desired).

5-53. Materiel consumed during sampling tests

Adjustments to account for materiel consumed during tests will show DIC D9Z, with management code H (materiel consumed). (An example is rounds of ammunition fired to determine condition.) Packing materiel classified or reclassified to condition code H, and is to be or has been disposed of at a landfill, or that is hauled to a "box yard" for a give-away program, will be dropped from the records in the same manner as stocks consumed during sampling tests. This procedure applies to other materiel's not requiring demilitarization when specific instructions have not been provided.

5-54. Adjustment transaction reject

AA procedures for editing of receipt transaction ( para 5-27 ) will be followed when editing adjustment related transaction for errors. The rejected transaction format will be as shown in paragraph E-287 ( table E-305 ).

5-55. Other inventory losses

Inventory losses caused by shrinkage, theft, contamination, deterioration, and expired shelf life (includes subsistence items) will be adjusted using DIC D9G. Losses caused by major disasters, fire, enemy action, acts of God, etc., will be adjusted using DIC D9H.

5-56. Miscellaneous adjustment actions

An increase in inventory adjustments, for which a specific DIC is not otherwise provided, will contain DIC D8Z. When the adjustment is a decrease, it will be DIC D9Z. (Assignor of these codes will maintain detailed backup information on the use and need for the transaction.)

5-57. Accountability for materiel being cannibalized

a. Materiel to be cannibalized will be retained on the accountable records in condition code P until required items have been removed. When these items have been removed, the SA will transfer them to the proper condition code. The SA will also transfer items to the DRMO and demilitarization (DEMIL) account, as appropriate, when they have automatic disposition authority.

b. When the SA does not have automatic disposal authority, the SA will prepare adjustment transaction shown with DIC DAC. The AA, on receipt of the DIC DAC, will process the DIC D8C and DIC D9C adjustment transaction to show the drop "from" and the "pick up" condition codes. When the SA does not have automatic disposal authority and the cannibalized materiel or residue was classified to condition code H or S, the AA will provide the SA with disposition instruction.

c. If the transfer is from condition code P to H or S and the SA has automatic disposal authority, the transactions below will be prepared:

(1) Shipments to the DRMO.

(a) The depot will prepare an inventory adjustment transaction shown with the DIC DAC. It will contain management code M which transfers the item from condition code P to condition code H and sends to the responsible AA.

(b) The AA will process the DIC DAC inventory adjustment transaction that contains management code M. This is done by creating DIC D8C and D9C inventory adjustment transactions that also contain management code M to drop materiel from accountable records. Besides the DIC D8C and D9C, the AA will also prepare a DIC D7J issue transaction to show shipment to the DRMO.

(c) The SA or SSA will prepare a Disposal Release Order (DRO) DIC A5J ( para E-8 ( table E-8 )). The quantity to be shipped will be that transferred from condition code P to condition code H on the DIC DAC transaction. The retention quantity field will be zero filled and the supplementary address in the DRO will contain the DODAAC of the DRMO to which the materiel will be sent.

(d) Because of the DIC DAC and DIC A5J, the SA will prepare the disposal turn-in document (DTID) ( DD Form 1348-1 or DD Form 1348-1 Automated) ( app B ). It must accompany the item to the DRMO. Where there is no off depot movement or the materiel is to remain in place, the DRMO will sign for the materiel on the DD Form 1348-1 or DD Form 1348-1 Automated.

(e) When applicable, the SA will declassify or decontaminate items before shipment to the DRMO.

(2) Shipments to the DEMIL account before shipment to the DRMO.

(a) The SA or SSA will prepare an inventory adjustment transaction shown with the DIC DAC that transfers the item from condition code P to condition code H and contains management code M. The transaction will be sent to the responsible AA.

(b) The AA will process the DIC DAC inventory adjustment transaction with management code M. This will be done by providing DIC D8C and DIC D9C inventory adjustment transactions that also contains management code M to drop materiel from the accountable record. Besides the DIC D8C and DIC D9C, the AA will prepare a DIC D7Z issue transaction to show shipment to the DEMIL account.

(c) The SA will prepare the regular MRO DIC A5_ ( para E-7 ( table E-7 )) for that materiel transferred from condition code P to condition code H. The supplementary address code will be the DODAAC assigned to the DEMIL account to which the materiel is to be shipped.

(d) Besides the DIC DAC and the DIC A5_, for the normal release receipt document the SA will prepare and send DD Form 1348-1 ( para B-3 ) or DD Form 1348-1 Automated ( para B-4 )).

(e) When applicable, the SA will declassify or decontaminate items before shipment to the DEMIL account.

Section VI
Processing Financial Adjustment Transactions

5-58. General

This section prescribes procedures on the financial adjustments below:

a. Variance between purchase price and standard price.

b. Reconciliation of financial records to inventory records.

c. Price differences caused by assembly or disassembly.

d. Price differences caused by changes in standard price.

e. Price differences on materiel returns.

f. Price differences due to sales at reduced price.

5-59. Documentation

Documentation, formats, and codes for processing financial adjustments are as follows:

a. The materiel adjustment transaction ( DD Form 1487 ) has been overprinted with a format that allows this transaction to be used as a financial adjustment transaction. Transaction entries for this format are prescribed in paragraph E-256 ( table E-274 ).

b. DICs identify the type of financial transaction. A complete list of DICs that apply to financial adjustments is in paragraph E-256 (table E-274). These codes may be supplemented by management codes in rp 72 and funding data in rp 48-50 if more definitive information is required. To provide this supplementary data, DA will assign these codes.

c. Coding for financial adjustment transactions is to accommodate a decentralized stock accounting system. However, it may be used by a centralized stock accounting system, if required.

d. The financial adjustment transaction is for use within a decentralized distribution system that would transmit adjustments to financial records from an AA to a nonaccountable activity.

5-60. Processing financial adjustments

All financial adjustments will be processed as follows:

a. To adjust the financial records when the cost of purchased materiel differs from the standard price, code as follows:

(1) Use DIC DBA for a monetary gain when the standard price exceeds the cost price. (Do not include surcharges for inventory losses and transportation expenses.)

(2) Use DIC DCA for a monetary loss when the cost exceeds the standard price. (Do not include surcharges for inventory losses and transportation expenses.)

b. To reconcile financial ledgers to stock record balances, use DIC DBB for gains and DIC DCB for losses. This type of adjustment will be used only when financial records are not subject to correction by reversing the original transaction. Financial adjustments on incoming shipments will be processed in accordance with section III .

c. To adjust the financial records when the standard price of an assembly does not equal the total price of the components, code as follows:

(1) Use DIC DBC when assembly or disassembly results in an overall gain to financial inventory.

(2) Use DIC DCC when assembly results in an overall loss to financial inventory.

d. Standard price change adjustments may occur at the time of the catalog change or at a later date. For example:

(1) When a credit is reversed at a different standard price than that of the original, a standard price adjustment must be processed to correct the financial inventory records.

(2) When a unit price has changed after shipment by one accountable depot and before posting the receipt to the records of the receiving depot, a standard price will be adjusted to the financial records of the receiving activity. DIC DBD will show gains and DIC DCD will show losses to financial inventory.

e. Financial inventory gains, caused by a difference between the standard price and the amount of customer credits allowed on reparable materiel returned to the supply system, will be accounted for with DIC DBF. The proper financial adjustment format will be used.

f. To adjust records to show a financial inventory loss, use DIC DCG for items sold at less than standard price in accordance with a service agreement, or for items in less than new condition or serviceability.

Section VII
Logistical Reassignments

5-61. General

This section provides policies and procedures to —

a. Ensure successful Logistic Reassignment (LR) of consumable and nonconsumable items.

b. Provide adequate management control of items being moved.

c. Ensure uninterrupted supply support of items during transition.

5-62. Periods of LR

The LR is divided into three periods of time that are based on the effective transfer date (ETD). These periods are pre-ETD, ETD, and post-ETD. The pre-ETD begins on the date the gaining item manager (GIM) assignment or ETD is sent to the losing item manager (LIM) and it terminates at ETD. The ETD is the date of the LR. Although the ETD is a specific point in time, actions involving data requirements that show conditions as of the ETD will be discussed as if they took place on the ETD. This applies even though the action may have been taken just before or after the actual ETD. The post-ETD period begins immediately following the ETD and includes all actions that do not specifically involve data requirements that reflect conditions as of the ETD. The specific events required to take place during the LR are described under the proper period.

5-63. Transfer of data

a. LR includes the transfer of accountable record balance, due-in, due out, and other ancillary data from a LIM to a GIM. This results from an approved logistical transfer or capitalization/decapitalization action. (See glossary for explanation of terms).

b. A logistical gain or loss is the transfer of records and management responsibility of nonstock fund items.

c. A capitalization or decapitalization transfer is the transfer of records and management responsibility of stock fund items as follows:

(1) Within DA (i.e., on activation of a new command channel (retail) stock fund division, or realignment of stock and items to Procurement Appropriation, Army (PAA) or (vice versa).

(2) To or from a service or agency other than DA.

d. These procedures do not apply to transfers of records on accountable balances held by an AA in numeric ownership code accounts.

5-64. Documentation

Documents will be as follows:

a. Logistical transfers (DD Form 1487).

(1) Logistical transfer, DIC DEE ( para E-251 ( table E-269 )).

(2) Materiel adjustment (logistical transfer increase), DIC D8E (para E-251 (table E-269)).

(3) Materiel adjustment(logistical transfer decrease), DIC D9E (para E-251 (table E-269)).

b. Decapitalization transfers (DD Form 1487).

(1) Decapitalization transfer, DIC DEF (para E-251 (table E-269)).

(2) Materiel adjustment (capitalization decrease), DIC D8F (para E-251 (table E-269)).

(3) Materiel adjustment (decapitalization decrease), DIC D9F (para E-251 (table E-269)).

c. Transfer of back orders (DD Form 1348M).

(1) Back order transaction, DIC DG_( para E-249 ( table E-267 )).

(2) Passing order, DIC A3_( para E-5 ( table E-5 ).

(3) Supply status, DIC AE_( para E-18 ( table E-18 )).

d. Transfer of due-ins (DD Form 1486).

(1) Due-in transaction (procurement instrument source), DIC DD_ ( para E-257 ( table E-275 )).

(2) Due-in transaction (other than procurement instrument source), DIC DF_ ( para E-258 ( table E-276 )).

(3) Pre-positioned materiel receipt, DIC DU_ ( para E-273 ( table E-291 )) or DW_ ( para E-274 ( table E-292 )).

5-64.1. Policy on LRs

a. Coordination between the LIM and GIM is required. This will prevent procurements by the LIM when the GIM is in a potential long supply or excess asset position.

b. One hundred fifty days prior to ETD, the LIM will stop initiating disposal actions for issuable wholesale assets which are in excess position. Disposal action will continue for condemned materiel.

c. The GIM, if appropriate, will furnish disposition instructions for assets remaining on hand at the LIM's storage sites. Disposition instructions will be in MILSTRIP format.

d. The LIM will advise the GIM about categories of government-owned industrial plant equipment and special tooling and test equipment applicable to the production of an item logistically reassigned.

5-65. LR requirements

a. The LIM, GIM, and storage activities will reassign asset accountability to the GIM in a timely manner to assure uninterrupted supply support. Direct communication, coordination, and assistance are required in resolving problems affecting supply operations.

b. (Rescinded.)

c. (Rescinded.)

d. The GIM will accept, as of the ETD, those items and book balances submitted by the LIM. All on-hand wholesale balances will be transferred in place, except the following:

(1) Assets committed to the support of special projects, programs, and plans including security assistance programs/ILP (e.g., staged and packaged shipments). On-hand wholesale assets in support of ILP will not be transferred to the GIM, nor will any ongoing procurement action in support of the ILP be terminated.

(2) Consumable assets in supply condition codes F, H, J, K, L, M, P, R, and S.

(3) Nonconsumable assets in supply condition codes G, H, J, K, L, M, and P. Supply condition codes H and P materiel will never be decapitalized.

e. Wholesale assets, other than the supply condition codes shown in subparagraphs 5-65d(2) and ( 3 ) above, generated during the first year after the ETD, will be decapitalized by the LIM to the GIM on an expedited basis. Assets generated after 1 year of ETD will be reported under the Materiel Returns Program ( chap. 7 ). Assets decapitalized more than 1 year after the EDT will be rejected using DIC DZG transaction reject, with reject code AW. Exceptions to this are in paragraph 5-70 .

f. (Rescinded.)

g. (Rescinded.)

h. (Rescinded.)

i. (Rescinded.)

5-66. Pre-ETD actions

The following will be done during pre-ETD.

a. General.

(1) (Rescinded.)

(2) (Rescinded.)

(3) (Rescinded.)

(4) (Rescinded.)

(5) (Rescinded.)

(6) (Rescinded.)

(7) The LIM procurement office will provide the GIM with status on contracts that it retains or that are assigned to Defense Contract Administration Services for administration. Contract status includes, but is not limited to, delivery status, acceleration of delivery, follow-up status requests, changes to basic contracts, and contract warranty provisions.

(8) Throughout the pre-ETD, the LIM will furnish listings of all purchase requests for nonconsumable items to the GIM. These are procurements that have not been awarded. The GIM will, within 15 calendar days after receiving purchase request listing, annotate required changes and return one copy to the LIM.

(9) The LIM will reclassify supply condition code R consumable assets to their proper condition codes before providing the GIM updated LR supply management data transactions. These transactions include DICs DLS through DLX.

(10) For assets in condition code H, the LIM will either send to disposal or reclassify according to this regulation.

b. One hundred and fifty days before ETD or on notice if less than 150 days.

(1) The LIM will advise the GIM of assets being held for litigation.

(2) (Rescinded.)

(3) The LIM will perform physical inventories as follows:

(a) For consumables, inventory on-hand wholesale assets designated as classified or sensitive per MILSTRAP procedures.

(b) For nonconsumables, inventory on-hand wholesale assets per AMCR 700-99.

b.1. One hundred and twenty days before ETD or on notice if less than 120 days. For consumable items being transferred, the LIM will furnish the GIM LR supply management data transactions, DICs DLS, DLT, DLU, DLV, DLW and DLX.

c. Sixty days prior to ETD.

(1) (Rescinded.)

(2) When an excess report (MILSTRIP DIC FTE) is sent to the LIM and the LIM stockage shows that disposal is proper, the LIM will reply with a reply to excess report, DIC FTR, using excess reject status code SM. This means that disposal is proper but the item is being transferred and further action is deferred until after ETD.

(3) (Rescinded.)

d. Forty-five days before ETD.

(1) By mutual agreement between the GIM and the LIM, the LIM will begin action to amend existing LR item contracts/purchase orders which are not reassigned to the GIM. This will divert shipments of stock by quantities into storage activities of the GIM. The GIM will send addresses of the shipping destinations to the LIM. The LIM will retain the due-in.

(2) For consumable items, the LIM will furnish listings of all purchase requests to the GIM. Purchase requests are procurement actions that have not reached the award stage. Within 15 calendar days after the receipt of the listing, the GIM will annotate required changes and return one copy to the LIM.

e. Action of the AA. Before the effective date of the logistical transfer or decapitalization the losing AA will —

(1) Review alphabetical purpose code balances of affected items and establish controls to exclude those that may be needed immediately. (Examples are assembly operations, basic issue item (BII) requirements, and firm ILP requirements.) Controls will include informing the SAs of quantities to be retained. A logistical reassignment storage transaction, (DIC DZC/DCD) ( para E-283 ( table E-301 )), will be used for this notice.

(2) Review all loan records (jacket files) on accountable balances currently recorded in purpose code L (suspended-loan) and ensure that loan agreements are current and complete. Write the borrower, advising him or her of the pending LR and the address of the gaining AA. Include a copy of this correspondence in the loan jacket file. Coordinate with the gaining AA for transfer of the loan jacket file.

(3) Review all applicable balances currently recorded in condition code M. (These are items physically in a depot maintenance or contractor repair facility being repaired.) Expedite, as much as possible, the repair and return and reclassification of condition code M assets.

(4) Review the materiel request history and status file to determine the status of all outstanding MROs. Advice the SAs by the fastest means to expedite final processing of these documents and return MRCs or MRDs.

(5) Advise SAs to suspend any inventory counting and ensure that all current adjustments are completed and posted to the accountable records.

f. Thirty days before the ETD—

(1) The LIM will furnish the GIM a War Materiel Requirements Data Listing, showing the current computed data. This listing will be sequenced by NSN, DOD Service, and RIC within Service, major to minor. Include the quantity and value of the following:

(a) Other War Materiel Requirement (OWMR).

(b) Other War Reserve Materiel Requirement (OWRMR).

(c) Other War Reserve Materiel Requirement, Protectable (OWRMRP).

(d) Forecasted reparable return data, if applicable.

(e) Pre-positioned War Reserve Materiel Requirement (PWRMR).

(f) Pre-positioned War Reserve Materiel Requirement, Protectable (PWRMRP).

(g) Dollar value subtotals for Federal Supply Class, RIC, if allocated, and Service/Agency.

(h) Grand total dollar value.

(2) (Rescinded.)

(3) The LIM will mail the War Materiel Requirements Data Listing to the GIM together with War Materiel Requirements transactions, DIC DM__ The DM__ transaction, prepared per paragraph E-268 ( table E-286 ), will show the original input from which the computed data was made. Upon receipt of the DM__s, the GIM will process them to recompute the war materiel requirements data as prescribed in AR 710-1

(4) The LIM will furnish the GIM latest status of assets being held for litigation action.

(5) For consumable items being transferred, the LIM will furnish the GIM updated LR supply management data transactions, DICs DLS, DLT, DLU, DLV, DLW and DLX.

5-67. ETD actions

The following will be done during ETD:

a. The LIM will issue a LR storage information transaction, DIC DZC to their storage activities. This will serve as notification that stored wholesale stocks are now under the ownership and accountability of the GIM.

b. The LIM will decrease the inventory control record using DIC D9E (decrease-logistic transfer) or DIC D9F (decrease-decapitalization). The decrease will be through the use of the DD Form 1487 prepared as outlined in paragraph E-251 ( table E-269 ).

c. The LIM will prepare and send to the GIM the transfer documents, by condition and location, using DIC DEE (logistic transfer) or DIC DEF (decapitalization), prepared as outlined in paragraph E-251 (table E-269). The GIM may automatically reject invalid transactions using DIC DZG (transaction rejects), prepared as outlined in paragraph E-287 ( table E-305 ). The GIM and LIM may telephone to resolve transactions that reject from the validation.

d. The LIM will advise the GIM of the latest data on assets being held for litigation.

e. The LIM will furnish memorandum due-in information (DIC DDX or DIC DFX) as of the ETD to the GIM. Information on quantity will show only that which may be transferred. Information will be sent to the GIM through use of the proper due-in transaction documents prepared according to paragraph E-257 ( table E-275 and paragraph E-258 ( table E-276 )). On receipt, the GIM will establish a memorandum due-in.

f. The LIM will furnish the GIM SA a Prepositioned Materiel Receipt Document (PPMRD), DIC DU__. It will be prepared as outlined in paragraph E-273 (table E-275) for each due-in from procurement on which the destination has been changed to the GIM. Also, the LIM will send its SA a PPMRD reversal (entry of an 11 zone punch in rp 25) to delete the PPMRD from their file.

g. Transfer of back orders to the GIM will be by referral or passing orders prepared in accordance with MILSTRIP. Back orders transferred between services and agencies will be funded. The losing AA will review back order records and take the actions below. They will be based on the current status of the back orders and funding.

(1) Back orders to customers by direct delivery from vendor will require the original procurement instrument to be amended. It advises the vendor that documentation must be sent to the gaining AA. The losing AA will prepare a referral order (DIC A4_) to send to the gaining AA. The gaining AA will file the customer's demand in the materiel request history and status file and accountable records and will continue supply. Referral orders will contain the following in the remarks blocks:

(a) The third position of the DIC will show a 5 or an E.

(b) The remarks block will show that action has been taken to meet the demand by direct delivery from the vendor. It will also contain the identification number of the procurement instrument.

(2) Back orders on ILP requirements will be processed by one of the methods below.

(a) Replenishment supply ILP demands will be transferred to the gaining AA by a referral order (DIC A4_). The losing AA or ILP fund code, constructed in accordance with paragraph C-10 ( table C-21 ), will be placed in rp 52-53. When the gaining AA ships supplies, reimbursement billing will be sent to the losing AA (FAO) for payment. Besides paying the gaining AA, ILP billing instruments will be prepared in accordance with AR 37-80 to recover reimbursement from ILP fund appropriations.

(b) ILP demands pertaining to a pending "package" shipment will be retained on backorder by the losing ICP.

(c) ILP demands for items that have been logistically transferred to DLA or GSA and have not been placed on contract for direct delivery will be rejected to the USASAC. Reject status code CH will be used. USASAC will obligate funds from USASAC stock fund money, assign the proper fund code, and pass the requisition to the proper supply source. The same document number will be used.

(d) The losing AA will retain ILP demands for items that have been logistically transferred to DLA or GSA and have been placed on contract for direct delivery to the customer. On shipment, the losing AA will prepare ILP billing instruments in accordance with AR 37-80 to recover reimbursements from ILP appropriation.

(3) Back orders, other than those described in (2)(a) and ( b ) above, containing proper reimbursable fund codes, will be converted to referral order transaction (DIC A4_). These transactions will be sent to the gaining AA.

(4) Back orders, other than those described in (2)(a) through ( c ) above, not containing proper reimbursable fund codes, will be converted to referral order transactions (DIC A4_). These transactions will have the coding and annotations below in the remarks block:

(a) The third position of the DIC will be a 5 or an E.

(b) The signal code (rp 51) will be a C or an L.

(c) The remarks block will contain instructions to the gaining AA to send billing instructions to the losing AA (FAO) for payment. Include the billing address and fund appropriation.

(5) All referral orders will require a compensating deletion of entries from the losing AA back order files. To delete, prepare a back order transaction (DIC DG_), with an 11 punch in rp 25.

(6) Also, a supply status transaction (DIC AE_) will be prepared and sent to the requisitioner, supplementary addressee, or the activity denoted in rp 54. It will advise that all later follow-ups on these demands will be made to the gaining AA.

h. Due-in information will be sent to the GIM. Use of the proper due-in transactions prepared as outlined in paragraph E-257 ( table E-275 and paragraph E-258 ( table E-276 )). DIC DD or DF series will be used.

(1) The losing AA will retain due-in records equal to retained back order records described in e above. All other dues-in will be deleted by a due-in reversal transaction (DIC DD_ or DF_ with an 11-zone entry in rp 25). The losing AA will also prepare due-in transactions (DIC DD or DF) without an 11-zone entry in rp 25, and send them to the gaining AA. The gaining AA will use these transactions to establish due-in records.

(2) Contracts on undelivered purchases may be administered by the losing or gaining AA. This depends on the agreement between the activities.

(a) When administered by the losing AA, undelivered quantities will be received into the accountability of the losing AA which will then make payment. Stocks will then be decapitalized (if stock fund) and transferred in accordance with the agreement.

(b) The gaining AA may divert deliveries of materiel to SAs other than those reported by the losing AA. The gaining AA will reimburse the losing AA for any added costs caused by the diversion (such as increased transportation expense or higher contract unit price). An exception is if the amount is minor and the losing AA waives reimbursement.

(3) On diverted shipments, the losing AA will correct all delivery instructions. This includes pre-positioned materiel receipt documents.

i. For items with Special Program Requirement (SPR), the LIM will prepare a status transaction and send to the forecasting activity.

j. (Rescinded.)

5-68. GIM post-ETD actions

The following will be done during the post-ETD:

a. The GIM will convert the DIC DEE or DIC DEF transaction received from the LIM to DIC D8E (increase-logistic transfer) or D8F (increase-capitalization). This establishes or increases the inventory balances. (This is not required on receipt of a DEE/DEF with a zero balance.) This will be done through use of the DD Form 1487 prepared according to paragraph E-251 ( table E-269 ). The GIM may automatically reject invalid DIC DEE or DEF transactions using DIC DZG transaction rejects (See para E-287 ( table E-305 )). Telephone communication between the GIM and LIM is authorized to resolve DIC DEE or DEF transactions that reject from the validation process.

b. The GIM will process DIC DDX and DFX transactions received from the LIM to establish memorandum dues-in. If materiel (other than procurement) has not been received within 6 months of ETD, the GIM will delete the memorandum due-in. Memorandum due-in from procurement sources will not be deleted by the GIM unless the LIM cancels the procurement action.

c. The GIM, when appropriate, will furnish reconsignment instructions to the LIM for items due-in from undelivered LIM contracts. Reporting of receipts from these contracts after the ETD will be in accordance with paragraph 5-70 .

d. Until new DEE or DEF transactions are received from the LIM and processed, the GIM will —

(1) Accept and process DEE or DEF reversals (11-zone entry in rp 25).

(2) Adjust accountable records.

(3) Stop processing any other transactions against the LR assets

e. When DIC DEE or DEF reversals are received with an incorrect zone punch, the GIM may elect to do one of the following:

(1) Contact the LIM to verify that reversal is proper and then correct the transaction to process it.

(2) Reject the transaction using DIC DZG, Transaction Reject, with reject advice code AE (rejected-quantity field invalid).

f. (Rescinded.)

5-69. LIM post-ETD actions

The following will be done during post-ETD:

a. The LIM will change the destination of undelivered purchases when the GIM requests. On changing the quantity due-in and destination, prepare and transceive a due-in reversal and new due-in to the GIM. Also, when an unawarded purchase request is awarded, prepare and transceive to the GIM a memorandum due-in, DIC DDX, and a PMRC, DIC DU_, to the applicable SA.

b. The LIM will enter litigation proceedings on all items in condition code L that are either on hand at ETD or later received by either the GIM or LIM on LIM negotiated contracts. The LIM will inform the GIM of actions being taken to resolve the litigation.

c. When an item previously transferred to the GIM is restored to an issuable condition or when inspection of stocks reveals a change in condition, the GIM will be informed. Notice will be an inventory adjustment transaction, DIC DAC, formatted as in paragraph E-254 ( table E-272 ).

c.1. The LIM's SA will prepare a LR Storage Information Reply, DIC DZD, within 5 working days. This transaction will notify the LIM of the quantity transferred to the GIM's ownership. If the LIM's SA does not receive a DIC DZC, the SA will prepare and transmit a DIC DZD to the LIM with an A in rp 7. The DIC DZD will reflect each balance by condition code.

d. Upon receipt of the DZD (LR Storage Information Reply), the LIM will review the quantity.

(1) When the quantity in the DZD is greater than that in the DZC (LR Storage Information Document), the LIM will transfer the additional quantity to the GIM on a new DEE or DEF transaction.

(2) When the quantity in the DZD is less than that in the DZC, the LIM will complete the actions below within 30 calendar days after the ETD. This prevents a time lag between the ETD and correction.

(a) Within 24 hours, start to reverse the DEE or DEF (total quantity) transactions previously submitted for that transaction.

(b) Conduct research or request a special inventory when appropriate.

(c) Determine, based on research and inventory data, whether the quantity reported by the LIM SA is correct.

(d) Provide the GIM new DEE or DEF transactions on new document numbers, with the revised quantity.

(3) If the LIM cannot complete the above task within a 30-calendar day timeframe, he or she should tell the GIM of the problem and expected date for a solution. (It should not exceed 60 calendar days past the ETD).

(4) The LIM will give the GIM a new DEE or DEF with the proper quantity, condition, and location of an item when —

(a) The LIM had provided a DEE or DEF transaction with a zero balance, and

(b) The LIM receives from the SA, a DZD for this item that contains a transferable quantity. When this condition exists, no DEE or DEF reversal will be prepared.

(e) Ninety days after the ETD the LIM will furnish the GIM updated LR Contract History Data Transactions, DIC DLW, for consumable items being transferred.

(f) Two hundred and seventy days after the ETD the LIM will furnish the GIM updated LR Contract History Data Transactions, DIC DLW, for consumable items being transferred.

5-70. Receipt processing after ETD

a. Receipts from procurement.

(1) When either the GIM or LIM SA receives assets from procurement, this SA will send a materiel receipt transaction, DIC D4S, to the LIM.

(2) The LIM and GIM will process procurement receipts, received more than 1 year past the ETD, the same as those received during the ETD to 1 year time period.

(3) The LIM will —

(a) Process the SA initiated DIC D4S receipt transaction to reduce the due-in record. Record the amount of assets received on the accountable record.

(b) Decrease the inventory control record using DIC D9E or D9F.

(c) Prepare and send a materiel receipt transaction, DIC D4X, to the GIM.

(d) Prepare and send a logistics transfer (DIC DEE) or decapitalization (DIC DEF) transaction to the GIM.

(4) The GIM will —

(a) Use the DIC D4X transaction to reduce the memorandum due-in record.

(b) Use the DIC DEE or DEF transaction to record the amount of assets received on the accountable record.

(5) For materiel received for which litigation is required, the LIM will record assets on the accountable record in condition code L, and will reduce the due-in record. At this time, the LIM will not remove or change the GIM's memorandum due-in by producing a DIC D4X transaction. When the litigation proceedings are completed and the materiel is reclassified to an issuable condition, the LIM will provide to the GIM a DIC DEE or DEF transaction to make the LR and a DIC D4X to reduce the memorandum dues-in. If materiel is returned to the contractor due to litigation proceedings, the LIM will inform the GIM by letter. The LIM must reestablish a due-in, if the materiel being returned to the contractor for deficiency correction will eventually be returned to the LIM's SA.

(6) When assets from procurement are received, for which there are no pre-positioned materiel receipt documents (PMRDs) recorded at the receiving SA, the SA will report receipt to the current GIM. If the GIM does not have a recorded due-in and the item was recently involved in an LR, the GIM will research and contact the LIM to determine proper reporting of the receipt for accurate accountability. If the LIM receives an incorrect procurement receipt (for which he or she did not initiate the procurement), the receipt will be rejected to the reporting SA in accordance with c below.

b. Receipts from other than procurement.

(1) The LIM's SA, on receipt of assets from other than procurement, will prepare and send a materiel receipt transaction, DIC D6_, to the LIM.

(2) The LIM will —

(a) Process the SA initiated DIC D6_ receipt transaction to reduce the due-in record and record the amount of assets received on the accountable record.

(b) Decrease the inventory control record using DIC D9E or D9F.

(c) Prepare and send a materiel receipt transaction, DIC D6X, to the GIM.

(d) Prepare and send a logistic transfer or decapitalization transaction DIC DEE or DEF to the GIM.

(e) Process and report assets generated after 1 year under the materiel returns program.

(3) The GIM will use the DIC D6X transaction to reduce the memorandum due-in record. Use the DIC DEE or DEF transaction to record the amount of assets received on the accountable record.

(4) When assets from other than procurement sources are received, for which there are no PMRDs recorded at the receiving SA, the SA will report the receipt to the current GIM. If the receipt is incorrectly reported to the GIM, the receipt should be rejected to the initiator with a DZG transaction ( para E-287 and table E-305 ) and reject advice code AB ( para C-43 and table C-67 ).

c. Receipt and adjustment transaction reject.

(1) When LIM validation of input transaction reveals there is no due-in record and activity address does not equal LIM activity, the LIM will prepare a transaction reject, DIC DZG, to the reporting SA for correct routing. The DZG will show the correct item manager, and reject advice code AB (para C-43 (table C-67)). DZG format is described in paragraph E-287 (table E-305). This includes LR transactions, for which no valid due-in exist, received more than 1 year after the ETD.

(2) When the responsible materiel manager is unknown and the processing activity cannot correct other errors, follow procedures of the AA for editing receipt transactions ( para 5-25 ).

5-71. Discrepant receipts

On items which have been logistically reassigned, discrepant receipts will be reported as follows:

a. If PMRDs have been established, receipts will be reported to the LIM or GIM, in accordance with this section.

b. Procurement receipts for which no PMRD is recorded will be researched by the receiving SA in coordination with the recorded item manager. The item manager will direct the appropriate reporting of the receipt in accordance with LR procedures to assure accurate accountability of the assets is maintained.

c. Nonprocurement receipts for which no PMRD is recorded will be reported directly to the GIM. Lack of memorandum due-in identifies the transaction as a discrepant receipt not due in; transfer/decapitalization is not required for these receipts.

5-72. Followup for asset data

The GIM sends logistic transfer and decapitalization follow-up documents to the LIM for all items logistically transferred for which asset or due-in data are not received within 10 days after the ETD. These transactions will be identified by DIC DLA and prepared in the format at paragraph E-262 ( table E-280 ). For additional follow-up procedures see paragraph 5-74 .

5-73. Reply to follow-up for asset data

a. The LIM will submit reply to logistics transfer/decapitalization follow-up (DIC DLB), prepared in the format at table E-281 , to the GIM in response to DIC DLA follow-up transactions.

b. The DIC DLB response documents will contain the proper asset transfer status codes ( para C-15 ( table C-31 )) to advise the GIM of one of the following:

(1) No assets are available for transfer.

(2) DIC DEE or DEF logistic transfer or decapitalization transactions were previously submitted. Duplicate transactions will be submitted.

(3) DIC DEE or DEF logistic transfer or decapitalization transactions will be submitted.

(4) No assets are available for transfer but dues-in exist. Due-in transactions will be submitted.

5-74. Follow-up for due-in data

The GIM will submit a Logistics Reassignment Delinquent Due-In Follow-up (DIC DLC), prepared in the format at table E-282 to follow up for due-in data as follows:

a. The GIM will initiate follow-up action for all due-ins whose estimated delivery date (EDD) for delivery of materiel is delinquent for more than 30 calendar days. The delinquent date will be computed from the date furnished on the due-in transaction (DIC DDX/DFX memo due in) provided by the LIM on the ETD. Revised due-in dates that subsequently become delinquent by 30 calendar days will also be subject to follow-up transactions .

b. The GIM will also follow-up 30 calendar days after the ETD for materiel pending procurement/contract action by the LIM when the due-in transaction (DIC DDX/DFX memo due in) contains a blank or invalid EDD. The second follow-up will be 60 calendar days after ETD for all due-ins with invalid or blank EDDs. The second follow-up will have "2" in rp 7 of the DLC. Non-response to the second follow-up will result in offline intervention by the GIM. All due-ins with invalid or blank EDDs 90 calendar days after the ETD will be included in the reconciliation (see paragraph 5-76 ). Based on the response, the GIM will determine if additional follow-up/reconciliation action is required.

5-75. Reply to follow-up for due-in data

a. Replies to delinquent follow-ups (DIC DLC) will be prepared by the LIM using the logistics reassignment delinquent due-in response (DIC DLD) prepared in the format at table E-283 . The DLD response transaction will contain the appropriate asset transfer status code ( table C-3 1 ).

b. To preclude the need for follow-up transactions by the GIM, the LIM will provide revised due-in dates as they occur utilizing DIC DLD transactions and asset transfer status code AF.

5-76. Service/Agency due-in reconciliation

The reconciliation process will be used to verify that the GIM is in receipt of all procurement/contract award information and the most current EDDs available. This procedure will also ensure that all items still pending procurement/contract award on the ETD are still valid.

a. Reconciliation of due-ins for logistically reassigned materiel will be initiated 90 days after the ETD and semiannually thereafter by the GIM for all materiel not received.

b. The first reconciliation will be no earlier than 90 days after the ETD and no more frequently than semiannually. The GIM will submit DIC DLE, logistics reassignment due-in reconciliation request transaction (format is at table E-284 ), to the LIM for all NSNs still due-in. The DLE transaction may be submitted by magnetic tape in lieu of transceived via DAAS when agreed to by the GIM and LIM. Reconciliation will be requested for all NSNs still due-in regardless of the presence of an EDD for delivery of the materiel that is not delinquent.

c. The LIM will ensure that due-in information for all items still pending procurement/contract action, pending delivery, or in litigation, is readily available to respond to the reconciliation request. Replies to reconciliation due-in request will be prepared by the LIM using the logistics reassignment due-in reconciliation response transaction (DIC DLF) ( para E-267 , format at table E-285 ), with the appropriate asset transfer status code from table C-31 entered in rp 65-66.

Section VIII
Physical Inventory Transactions

5-77. General

The policy in this section applies to the wholesale level of supply in accordance with AR 740-26 . The retail inventory policy is contained in AR 710-2 The transactions prescribed in this section implement the policy of these two Army regulations.

a. Special selected item statistical sampling and complete inventories are planned; scheduled, and accomplished in accordance with AR 740-26 for wholesale level and AR 710-2 for retail level.

b. The AA may request spot inventories on receipt of MRDs and if the discrepancy cannot be reconciled.

c. The forms, formats, and codes prescribed in this chapter are required when requesting and reporting inventory results.

(1) Paragraphs E-259 ( table E-277 ) (DIC DJA) and E-261 ( table E-279 ) (DIC DKA) show the formats used to request inventories and reports counts of inventories.

(2) Type of physical inventory/transaction history codes ( para C-45 ( table C-69 )) are used in physical inventory documents to identify the type of inventory being conducted/requested, or to identify requests for transmission of custodial balances/transaction history.

(3) Management codes ( para C-35 (tables C-52 through C-57 )) are used for supplemental data not provided in the physical inventory document.

(4) DD Form 1487 (paras B-11 and E-250 ( table E-273 )) is used to adjust inventory records.

d. All receipts prepared during the inventory for which materiel is placed in stock, recorded on the locator records, and included in the inventory count will be preinventory transactions. For this purpose, rp 73-75 will show a date before the inventory cut-off. All other receipt documents will show a date in rp 73-75 after the inventory is completed. As an exception, receipts are completed during an inventory to meet emergencies. The receipt documents will show a post-inventory date in rp 73-75. When materiel is included in the inventory count, the count transactions will be adjusted to reduce the quantities received. The receipt documents will be processed to the asset balance records after completing the inventory. Internal procedures will be set to account for the inventory count control, and processing of the receipt documents.

5-78. Special Inventories

a. If the AA considers it necessary to inventory an individual item, a physical inventory document (DIC DJA) will be sent to the SA. The type of physical inventory/transaction history code will be entered in rp 7 of all requests. DIC DJA will be submitted using only physical inventory/transaction history codes A, B, C, D, E, or F. Special inventories (for all condition codes of a given item) will be requested by entry of physical inventory/transaction history code C in the DJA. When information for a specified supply condition code is required, code D will be entered in rp 7 of the DJA. Type of physical inventory/transaction history codes are listed at paragraph C-45 (table C-69). The AA will set cutoff dates that will be entered in rp 62-64 of the request.

b. RP 72 of the physical inventory document may contain a management code. It will convey other instructions or information to the SA receiving the request for count. Management code Z (exception data) will be used if no other one is available for a given situation. When management code Z is used, give special instructions in the remarks block of the transaction, or in correspondence. Send by courier or mail to the SA.

c. SAs will report results of special inventories requested by the AA within 10 calendar days after the cutoff date; physical inventory document DIC DKA will be used. One transaction will be used for each condition code of the item inventoried. For subsistence items, one DIC DKA transaction will be generated for each date packed/expiration date within supply condition code. When punched card transactions are used, they will be prepared on general purpose cards.

d. When MRDs occur, that quantity will be posted as an increase to the on-hand balance. Denials will contain management codes 1-7 or B.

(1) When management code 1 or 6 is used, AAs will suspend quantities in all condition codes until research is completed ( AR 740-26 ).

(2) When management code 2 is used, AAs will suspend the quantity in the denied condition until research is completed.

(3) When management code 3, 4, or B is used, the availability record will not be suspended.

(4) When management code 5 is used, the AA will suspend the quantity in the denied condition until a reclassification or reidentification adjustment is received from the SA.

(5) When management code 7 is used, the AA will suspend quantities in all serviceable condition codes until research is completed.

e. When physical inventories are requested because of actions in d above, request documents will contain type of physical inventory code E (spot inventory all condition codes) in rp 7. The AA will establish controls to ensure that —

(1) Research, with later adjustments as required, is completed within 30 days of receipt of the denials.

(2) An inventory adjustment report (IAR) is prepared.

f. When MRDs occur because stock is unsuitable for shipment to a requisitioner, management code B from the MRO transaction ( DD Form 1348M ) will be carried in the MRD transaction. The AAs will reinstate quantities to accountable records, and inventories will not be requested.

g. A segment of the inventory may be frozen when the accuracy of balances are suspect because of materiel denials, when the balances are being verified after physical inventory, or when other reasons justify temporary restriction of an SA. Assets remain frozen until an accurate balance is posted. Under these circumstances, the balance as to ownership and purpose, condition, and location will be retained. AAs must establish this inventory balance freeze through the use of internal code, a record mark, or a similar device when the denied quantity plus the on hand balance are greater than $800 or when the denied item is a controlled one. This will be mandatory to avoid sizable loss adjustments before research.

5-79. Requesting and reporting recounts

a. When a recount is required, the AA will prepare physical inventory request documents. Management code M (recount requested) will be entered to show a request for recount.

b. SAs will recount and report results to the AA within 5 workdays after the cutoff date. The physical inventory document, DIC DKA, that contains management code M (recounted) will be used to report recounts to the AAs.

c. Recount is not required when the value of the variance for the NSN is $800 or less and the item is not controlled.

5-80. Adjustments

a. The AA will reconcile the inventory count to accountable records. Differences in count and record quantities with a value of $800 or less will be automatically adjusted. A materiel adjustment document will be used (DIC D8A or DIC D9A). Differences with a value of over $800 will be suspended pending research ( AR 740-26 ). Adjustments between condition codes revealed through inventories will not be shown as a gain or loss. All adjustments will be coded by using DICs and management codes listed in this regulation.

b. For reconciliation of inventories, the ICP may request transaction history and/or custodial balances from the SA for analyzing inventory discrepancies. The history/balance will be requested using DIC DZJ ( para. E-289 ( table E-307 )) and the type of physical inventory/transaction history code in rp 7 ( para C-45 ( table C-69 )). DIC DZJ will be submitted using only physical inventory/transaction history codes W, X, Y, or Z. When the transaction history is requested, the transaction history time frame (start date and number of prior days history required) will be entered in positions 25-3 1. The storage activity will provide the transaction history data using DIC DZK ( para E-290 ( table E-308 )). The transmission media will be based on the media code entered in rp 60 of the DIC DZJ request. The SA will provide custodial balances using the DIC DKA transaction. The type of physical inventory/transaction history code Y or Z in rp 7, taken from the DIC DZJ request, identifies the quantity as a custodial balance only.

c. Once the causes of potential/actual inventory adjustments are determined by causative research, they will be classified, analyzed, and evaluated so action may be taken to correct the situation which caused the error. DOD assigned error classification codes will be entered in record positions 73-74 of physical inventory count transactions (DIC DKA) and record positions 63-64 of inventory adjustment transactions (DIC D8A/D9A). Record positions 75 of the DKA and 65 of the D8A/D9A may be used to insert an intra-Service code to amplify the DOD assigned portion of the error classification code. However, within Army, rp 75 of the DKA and rp 65 of the D8A/D9A will remain blank. For analysis and evaluation, error conditions will be identified to the operation in which they occurred (e.g., receiving, issue, etc.) and classified by type within each operation. For reporting purposes, each operation and each error type have been identified by an alphabetic or numeric code as shown in paragraph C-21 ( table C-36 ).

d. Controls will be set to identify all inventory adjustments and reversals as to the number of gains, losses, reversals, and the dollar value of each category. Reversals of DIC D8A/D9A inventory adjustments are a required capability which must be implemented with proper controls. Procedures for reversing adjustments will contain, as a minimum, the following controls:

(1) If research reveals that a supply transaction was unposted or posted incorrectly and there is documentary evidence to that effect, the transaction will be posted or reversed and posted correctly.

(2) Inventory adjustments posted to correct the effects of a supply transaction error will be reversed to allow the supply transaction to post correctly, but inventory adjustments must be reversed within 2 years of the date of the original inventory adjustment. If 2 years have elapsed since the original inventory adjustment, an additional inventory adjustment will be required.

(3) Reversals will reflect the same National stock number, quantity, document number, condition code, and management code as the transaction being reversed.

(4) Reversals to supply transactions and inventory adjustments will be approved by the second level of supervision.

(5) Copies of reversal transactions, approvals, supporting transaction histories, and supporting documentary evidence will be retained for 2 years.

(6) A prior inventory adjustment of equal quantity will not be reversed to resolve a current inventory discrepancy without documentary evidence of a corresponding supply transaction error.

(7) Automated controls will be implemented to the maximum extent possible to prevent unauthorized reversals of transactions.

(8) Reversals against transactions processed within the adjustment reporting period will be separated and identified to report:

(a) Gross adjustment during the current period,

(b) Reversal of prior quarter's adjustment transactions,

(c) Reversal of current quarter's adjustment transactions, and

(d) Total value of net adjustments during the current period (i.e., value of net gains added to value of net losses).

e. All adjustments in storage before the inventory count will be sent to the AA before the inventory cutoff date.

5-81. Location record audit

Location data will be reconciled with the AAs records in accordance with AR 740-26 . The format prescribed in paragraph E-288 ( table E-306 ) will be used when auditing a location record. For subsistence items only, location reconciliation request transactions will include the date packed/expiration date. Inventories will be scheduled in accordance with AR 740-26.

5-82. Storage Item data changes

AAs will send storage item data changes to correct storage custodial records, item locator records, and bin tags, using DIC DZB. See paragraph E-282 ( table E-300 ) for detailed format. Storage item data changes resulting from AMDF update will be processed using DIC DZB. DIC DZB will update accountable and custodial records at the same time.

Section IX
Stock Status Reporting