DLM 4000.25 Appendices

Volume 2, Appendix 3.4
Volume 2, Appendix 3.5
Volume 2, Appendix 3.6
Volume 2, Appendix 3.7
Volume 1, Appendix 2
Volume 1, Appendix 1
Volume 1, Appendix 2
Volume 1, Appendix 3
Volume 1, Appendix 4
Volume 1, Appendix 5
Volume 1, Appendix 6
Volume 1, Appendix 7
Volume 1, Appendix 8
Volume 1, Appendix 9

AP3.4. APPENDIX 3.4

INVENTORY ADJUSTMENT – INCREASE OR DECREASE

FIELD LEGEND	RECORD POSITION(S)	ENTRY AND INSTRUCTIONS
Document Identifier Code	1-3	Enter appropriate DIC from the D8 or D9 series except D8E, D8F, D8S, D9E, D9F, and D9S.
Routing Identifier Code (TO)	4-6	Enter RIC of the activity to which this transaction is being forwarded.
Type of Physical Inventory/Transaction History	7	Enter the appropriate type of physical inventory/transaction history code.
Stock or Part Number	8-22	Enter stock or part number of item being adjusted.
Unit of Issue	23-24	Enter UI of item.
Quantity	25-29	Enter the quantity being adjusted, preceding significant digits with zeros. [1]^{, [2]}
Document Number	30-43	For reclassification of previously suspended returns, enter document number under which materiel was received; otherwise, enter appropriate document number.
Suffix	44	Enter consecutive alpha codes A through Z when assignment of suffix codes is necessary.[3]
Multiuse	45-51	For intra-Component use, enter data prescribed by Component. For inter-Component use, leave blank.
Fund	52-53	Enter appropriate fund code for intra-Component use. For inter-Component use, leave blank.
Distribution	54-56	Enter appropriate distribution code if stocks are segregated and maintained by codes reflected in the distribution field; otherwise, leave blank.
Project	57-59	Enter appropriate project code if stocks are segregated and maintained by code reflected in the project field; otherwise, leave blank.
Multiuse	60-62	For intra-Component use, enter data prescribed by Component. For inter- Component use, leave blank.
Dual Use	63-65
Error Classification	(63-64)	For DIC D8A and D9A, enter appropriate DoD assigned physical inventory error classification code from Appendix 2.15, otherwise, leave blank. For DIC D8B and D9B enter appropriate DoD assigned accounting error classification code from Appendix 2.16, otherwise, leave blank.
	(65)	For DIC D8A/D9A and D8B/D9B, enter Component assigned code amplifying the DoD error classification code; otherwise, leave blank.
or
Multiuse	(63-65)	For intra-Component use with DIC other than D8A/D9A or D8B/D9B, enter data prescribed by Component. For inter-Component use except for DIC D8A/D9A or D8B/D9B, leave blank.
Multiuse	66	For intra-Component use, enter data prescribed by Component. For inter-Component use, leave blank.
Routing Identifier Code (Storage Activity)	67-69	Enter RIC of the storage activity at which item is stored.
Ownership/Purpose	70	Enter appropriate ownership/purpose code, if applicable.
Supply Condition	71	Enter supply condition code of inventory balance being affected.
Management	72	Enter appropriate management code; otherwise, leave blank.
Day of Year	73-75	Enter the ordinal day of the calendar year on which the adjustment is processed by the initiating activity.
Multiuse	76-80	For intra-Component use, enter data prescribed by Component. For inter- Component use, leave blank.

AP3.5. APPENDIX 3.5

INVENTORY ADJUSTMENT – INCREASE OR DECREASE (LOGISTICS TRANSFER/ CAPITALIZATION/DECAPITALIZATION)

FIELD LEGEND	RECORD POSITION(S)	ENTRY AND INSTRUCTIONS
Document Identifier Code	1-3	Enter DIC D8E, D8F, D9E, or D9F, asappropriate.
Routing Identifier Code (TO)	4-6	Enter RIC of the inventory control point (ICP) to which this transaction is being forwarded.
Blank	7	Leave blank.
Stock or Part Number	8-22	Enter stock or part number of item being adjusted.
Unit of Issue	23-24	Enter UI of item.
Quantity	25-29	Enter quantity of the increase or decrease, preceding significant digits with zeros. ^{^[1]}^{,^[2]}
Document Number	30-43	For DIC D8_ increase transactions, perpetuate document number from DIC DEE or DEF transactions. For DICD9_, decrease transactions, enter current document number of the losing ICP using a consecutive serial number for each different inventory control record balance.
Suffix	44	For DIC D8_ transactions, perpetuate code from DIC DEE or DEF transaction. For DIC D9_transactions, enter consecutive alpha codes A through Z when assignment of suffix codes is necessary. [3]
Routing Identifier (Losing)	45-47	Enter RIC of the losing ICP.
Blank	48-53	Leave blank.
Distribution	54-56	Enter distribution code if inventory control records are maintained by codes reflected in the distribution field; otherwise, leave blank.
Project	57-59	Enter project code if inventory control records are maintained by codes reflected in the project field; otherwise, leave blank.
Blank	60-61	Leave blank.
Day of Year (Effective)	62-64	Enter original effective day (ordinal day of the calendar year) of the logistic transfer or decapitalization.
Ownership/Purpose	65	To be used by gaining ICP.
Supply Condition	66	To be used by gaining ICP.
Routing Identifier Code (Storage Activity)	67-69	Enter RIC of storage activity at which item is stored.
Ownership/Purpose	70	Enter ownership/purpose code of the inventory balance being affected.
Supply Condition	71	Enter supply condition code of the inventory balance being affected.
Management	72	Enter management code; otherwise, leave blank.
Day of Year (Transaction)	73-75	Enter ordinal day of the calendar year on which transaction is prepared.
Blank	76-80	Leave blank.

AP3.6. APPENDIX 3.6

inventory adjustment – increase or decrease (ownership transfer)

FIELD LEGEND	RECORD POSITION(S)	ENTRY AND INSTRUCTIONS
Document Identifier Code	1-3	Enter DIC D8S or D9S, as appropriate.
Routing Identifier Code (TO)	4-6	Enter RIC of the activity to which this transaction is being forwarded.
Blank	7	Leave blank.
Stock or Part Number	8-22	Enter stock or part number of item being adjusted.
Unit of Issue	23-24	Enter UI of item.
Quantity	25-29	Enter quantity of the increase or decrease, preceding significant digits with zeros. [1] ^{/ [2]}
Document Number	30-43	Enter appropriate document number.
Suffix	44	Enter consecutive alpha codes A through Z when assignment of suffix codes is necessary.[3]
Blank	45-51	Leave blank.
Fund	51-53	For intra-Component use, enter appropriate code. For inter-Component use, leave blank.
Distribution	54-56	Enter distribution code if stocks are segregated and maintained by codes reflected in the distribution field; otherwise, leave blank.
Project	57-59	Enter project code if stocks are segregated and maintained by code reflected in the project field; otherwise, leave blank.
Blank	60-66	Leave blank.
Routing Identifier Code (Storage Activity)	67-69	Enter RIC of the storage activity at which item is stored.
Ownership	70	Enter ownership code reflected by RIC in record positions 4-6.
Supply Condition	71	Enter supply condition code of the inventory balance being affected.
Management	72	Enter management code; otherwise, leave blank.
Day of Year	73-75	Enter ordinal day of the calendar year on which adjustment is processed to the Single Manager for Conventional Ammunition record.
Blank	76-80	Leave blank.

APPENDIX 3.7

SINGLE MANAGED CONVENTIONAL AMMUNITION FREEZE/UNFREEZE ACTION

FIELD LEGEND	RECORD POSITION(S)	ENTRY AND INSTRUCTIONS
Document Identifier Code	1-3	Enter DIC DA1 or DA2, as appropriate.
Routing Identifier Code (TO)	4-6	Enter RIC of the activity to which this transaction is being forwarded, if applicable.
Blank	7	Leave blank.
Stock or Part Number	8-22	Enter stock or part number of item being frozen/unfrozen.
Unit of Issue	23-24	Enter UI of item.
Quantity	25-29	Enter quantity being frozen/unfrozen, preceding significant digits with zeros. [1] ^{/ [2]}
Document Number	30-43	Enter or perpetuate the controlling document number.
Suffix	44	Enter consecutive alpha codes A through Z when assignment of suffix codes is necessary.[3]
Blank	45-66	Leave blank.
Routing Identifier Code	67-69	Enter or perpetuate RIC of the (Storage Activity) storage activity where stock is positioned.
Ownership/Purpose	70	Enter ownership/purpose code, if applicable.
Supply Condition	71	Enter or perpetuate supply condition code of the inventory balance being frozen or unfrozen.
Management	72	Enter or perpetuate management code; otherwise, leave blank.
Blank	73	Leave blank.
Date (Freeze/Unfreeze)	74-78	For DIC DA1, enter date freeze was lifted. For DIC DA2, enter date freeze was applied. Enter last two digits of the calendar year in record positions 72-73 and the ordinal day of the calendar year in record positions 74-76 (e.g. 02029 is January 29, 2002).
Blank	79-80	Leave blank.

AP2. APPENDIX 2

TERMS AND DEFINITIONS

ACCESSORIAL COSTS OR CHARGES. Certain expenses incident to issues, sales, and transfers of materiel. They are defined to include: packing, handling, and crating costs; transportation costs; port loading and unloading costs; and positioning costs.

FOREIGN MILITARY SALES (FMS). Separate charges added to the standard price of materiel for each foreign military sales case. The charges cover expenses of packing, handling, crating, transportation, and supply operations associated with preparation and delivery of foreign military sales materiel.

LAND. Charges by a carrier for rendering service in addition to the line haul. Such services may include sorting, packing, cooling, heating, switching, delivering, storage, and reconsigning.

OCEAN. Those services for which the ocean carrier is not responsible under the terms of the applicable commercial tariff or Military Sealift Command (MSC) contract rate, but which are required to complete the receipt and delivery of freight between common carriers, consignors, or consignees.

ACCOUNTABILITY. (DoD) The obligation imposed by law or lawful order or regulation on an officer (accountability officer) or other person for keeping accurate record of property, documents, or funds. The person having this obligation may or may not have actual possession of the property, documents, or funds. Accountability is concerned primarily with records, while responsibility is concerned primarily with custody, care, and safekeeping.

ACCOUNTABLE OFFICER. See “Accountability.”

ACCOUNTABLE PROPERTY SYSTEM OF RECORD. The Government system used to control and manage accountable property records; a subset of existing organizational processes related to the lifecycle management of property; the system that is integrated with the core financial system. (Source: DODI 5000.64, May 19, 2011)

ACCOUNTABLE RECORD. See “Property Accountability Record.”

ACCOUNTING CLASSIFICATION REFERENCE NUMBER (ACRN). A two-position alphanumeric control code assigned (under DFARS 204.7108) to each accounting classification used in a single contract.

ACCREDITED STANDARDS COMMITTEE (ASC) X12. Accredited by the American National Standards Institute in 1979, ASC X12, Electronic Data Interchange, is a voluntary standards group charged with developing American National Standards for electronic data interchange.

ACKNOWLEDGMENT. Systemic response from one PQDR Processing Point to another informing them of receipt of PQDR. (i.e., assigned action offices).

ACTION ACTIVITY. Any activity required to take action as a result of a supply discrepancy report (SDR), (e.g., distribution depot, inventory control point/integrated materiel manager, contract administration office, packaging control point, international logistics control office or shipping activity).

ACTION POINT. A focal point(s), identified within each DoD Component responsible for receiving PQDRs from other DoD Components and for investigation and resolution of a reported product quality deficiency including necessary collaboration with Support Points. Action Points other than the above, however, may be specifically designated. Only an Action Point is authorized to transmit a deficiency report across DoD Component lines to a Support Point in another DoD Component.

ACTIVE FILE. (DoD Small Arms/Light Weapons Registry (SA/LW) and Components Registry). A list of weapon serial numbers for which the Component Registry's Military Department or Agency maintains accountability.

ACTIVITY. A unit, organization, or installation performing a function or mission, (e.g., reception center, redistribution center, naval station, naval shipyard).
(Source: JCS Publication 1-02, “DoD Dictionary of Military Terms.”)

ACTS OF GOD. Happenings outside the control of humans.

ADJUSTMENT REQUEST. Data forwarded to billing offices to request and provide information necessary for adjustment of billings. Adjustment requests also include follow-ups for adjustments for validated discrepancy reports and promised materiel return program credits.

ADJUSTMENTS, BOOK-TO-BOOK. Mismatches within the storage activity’s management system between the quantity-by-location and the owner balances.

ADJUSTMENTS, PHYSICAL INVENTORY. The accounting transaction that corrects a book balance to agree with the quantity of the item in storage. Such adjustments may result from (1) physical inventory, (2) a potential discrepancy revealed by a materiel release denial or location survey/reconciliation, (3) capitalization/decapitalization actions, (4) reidentification of stock, (5) type of pack changes, (6) catalog data changes, (7) supply condition and purpose code changes, etc.

ADMINISTRATIVE COSTS. General overhead expenses and other costs in operating the DoD or General Services Administration logistics systems that are incident to the issue, sale, or transfer of materiel and are not included in the price of the materiel, or as an accessorial cost.

ADVANCE PAYMENT. Amounts paid for materiel in advance of performance or delivery of the materiel. Amounts paid for other purposes in advance of the time the amounts are earned by the payee.

ADVICE CODE. A coding structure for the purpose of transmitting instructions considered by the creators of requisitions to be essential to the desired supply action. Insertion of advice codes is at the discretion of the initial document creator.

AERIAL PORT OF DEBARKATION (APOD). A station that serves as an authorized port to process and clear aircraft and traffic for entrance to the country where located. It is identified by a three-position Air Terminal Identifier Code
(Reference DTR 4500.9-R, “Defense Transportation Regulation”).

AERIAL PORT OF EMBARKATION (APOE). A station that serves as an authorized port to process and clear aircraft and traffic for departure from the country where located. It is identified by a three-position Air Terminal Identifier Code
(Reference DTR 4500.9-R, “Defense Transportation Regulation”).

AGENT (Depot Maintenance Interservice Support Agreement). The Military Service responsible for providing depot maintenance support to the Principal. (Source: OPNAVINST 4790.14A, et.al, “Joint Depot Maintenance Program,” March 31, 1999)

AGREEMENT LINE ITEM NUMBER (ALIN). Identifies an item of supply listed in an agreement document.

AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI). The national coordinator of voluntary standards for the United States and approves a standard only when it has verified evidence which the standards developer presents, showing that those whom the standard materially affects substantially agree by consensus to its provisions.

AMMUNITION/EXPLOSIVES. A device charged with explosives, propellants, pyrotechnics, initiating composition, nuclear, biological, or chemical materiel for use in connection with defense or offense, including demolitions. Ammunition that can be used for training, ceremonial, or nonoperational purposes is included.

ANTICIPATED NOT-MISSION-CAPABLE-SUPPLY (ANMCS). A condition which is anticipated to occur within 15 days in the continental United States (CONUS) or 20 days outside the continental United States (OCONUS) of the requisition date when the lack of items or equipment required causes mission-essential systems or equipment of being incapable of performing any of their assigned missions.

ASSEMBLAGE IDENTIFICATION NUMBER (AIN). AIN is a 2-position numeric ranging from 01-20 and is the second level identifier for medical and industrial kits/sets. It is system generated at the build manager level based on the number of kits required.

AVAILABLE FOR ISSUE BALANCE. The total balance on-hand by stock number at the storage location minus materiel allocated to fulfill release orders.

BASIC ISSUE ITEM (BII). Those essential auxiliary items that are required to operate equipment and enable it to perform the mission and function for which it was designated.

BATCH SERIAL NUMBER. A consecutive number assigned by the paying office to each batch of contract payment notices. On October 1st, each batch for each accounting point begins with one. The batch serial number identifies the number of batches transmitted to the specific accounting point since the first day of the fiscal year.

BILL. A statement of the amounts owed for the transfer or sale of materiel and for the performance of services incident to the transfer.

BILL NUMBER. A five character alphanumeric identifier assigned by the billing office to identify a bill. The bill number is unique to the billing office DoD activity address code (DoDAAC) and may not be duplicated within a calendar year.

BILL OF LADING (B/L). The primary document used to procure freight and express transportation and related services from commercial carriers, including freight forwarders.

BILL OF MATERIAL (BOM). A list of raw materials/component parts, etc. and the quantities of each needed to assemble/manufacture/repair an end item or final product.

BILLED ERROR. An error in a bill, at the summary bill or detail billing record level, which has one or more of the following characteristics: duplicates a previous bill or detail record; contains an error in amount; contains a SLOA data mismatch (discrete values for the SLOA data elements in the transaction do not match data elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund Code in the transaction); provides an invalid fund code; assigns the wrong billed office, (i.e., designates the billed office in a manner that violates the requirements of Volume 4, Finance; was not billed under the proper method (non-interfund versus interfund); or should not have been billed, (e.g., was non-reimbursable, the requisition was cancelled, or accessorial charge was inappropriate)).

BILLED OFFICE. Any office designated to receive a bill.

BILLING DISCREPANCY. A discrepancy related to duplicate or multiple billings per individual shipment or a single billing with no ship line. Such discrepancies are reportable by security assistance customers on a supply discrepancy report. Within U.S. Government channels, all billing discrepancies will be processed under Volume 4, Finance.

BILLING OFFICE. An office that prepares bills for materiel’s and services subject to the requirements of Volume 4, Finance.

BILL OF MATERIAL (BOM). A list of raw materials/component parts, etc. and at the quantities of each needed to assemble/manufacture/repair an end item or final product.

BUILD DIRECTIVE NUMBER (BDN). BDN is a 4-position alphanumeric value used to identify a specific build order of a medical/industrial kit. It is system generated at the build manager level and serves as the first level identifier.

BUSINESS RULE. A statement that defines or constrains some aspect of the business. It is intended to assert business structure or to control or influence the behavior of the business.

CALL/ORDER NUMBER. A release against a basic contract. This is a legacy four -position field (that must be used in conjunction with a legacy PIIN). The new identifier for call/order number under the PIID rules is designated by F or M in the 9^th position of the PIID and is treated as a contractual document. See PIID definition.

CATEGORY I DEFICIENCY REPORT. (PQDR) A report of any deficiency that may cause death, injury, or severe occupational illness; would result in loss or major damage to a weapon system; critically restricts the combat readiness capabilities of the using organization; or any defect that would result in a production line stoppage. Report Category I PQDRs within 24 hours after discovery.

CATEGORY II DEFICIENCY REPORT. (PQDR)A report of a product quality deficiency which does not meet the criteria set forth in Category I. Category II normally is used for reporting major and minor defects. Report Category II PQDRs within 3 calendar days after discovery.

CAPITAL EQUIPMENT. Capital equipment is defined as tangible personal property end items that: (1) have an acquisition cost at or above the current capitalization threshold, with a useful service life of two or more years; (2) are functionally complete for their intended purpose, durable, and nonexpendable; (3) are not intended for sale in the ordinary course of business; (4) do not ordinarily lose their identity or become a component part of another article when put into use; and (5) are available for the use by the reporting entity for its intended purpose (Reference DoDI 5000.64). Source of definition: Guidelines for Registering Government Serialization, Type Designation and Ownership of Major End Items, Assemblies and Subassemblies and Capital Equipment in the IUID Registry, Version 1.1 October 15, 2007. Serial number tracking does not automatically apply to capital equipment. The materiel owner will evaluate capital equipment items and assign the appropriate UIT designator code only when the item requires serial number tracking at the DoD level.

CAPITALIZATION. The receipt or transfer in of inventories from a different fund or fund subdivision without charge or income. The inventory increases the transferee's fund equity (capital) directly and does not increase operational income or expense.

CARE OF SUPPLIES IN STORAGE (COSIS). A program composed of a set of processes and procedures whose purpose is to ensure that materiel in storage is maintained in ready-for-issue condition or to prevent uneconomic deterioration of unserviceable materiel. With proper COSIS, supplies and equipment in storage will be preserved and maintained in a serviceable condition through inspection and actions taken to correct any forms of deterioration and to restore materiel to ready-for-use condition. The COSIS includes in-storage inspection, minor repair, testing, exercising, preservation, and packing of materiel, and all intra-depot materiel movement to perform those tasks.

REIMBURSABLE COSIS. Those COSIS activities such as testing, exercising, preservation, and packing of materiel in storage resulting from COSIS inspections and not funded under discrete pricing and, in general, entails those actions necessary to correct the problems with the materiel, and/or packaging identified by the routine COSIS. Reimbursable COSIS Includes the costs for any component parts required in performing minor repairs. This applies to both receipts from Military Service activities as well as materiel in storage, and includes both minor repairs and necessary packaging that will maintain the stored materiel in assigned materiel condition codes. Funding for this work is outside of the scope of the discrete pricing as defined in the Defense Capital Working Fund

STANDARD COSIS. Standard COSIS inspections are included in the discrete pricing rate and as a minimum, consist of an annual survey of the materiel in storage. The instructions in DLAI 4145.4/AR 740-3/AFJMAN 23-231/ NAVSUPINST, “Stock Readiness,” January 6, 2003, provide specifics for various materiel types and categories.

CENTRAL SERVICE POINT. A representative designated by each Service/Agency to update the DoD activity address directory (DoDAAD) and military assistance program address directory (MAPAD) databases and to maintain liaison with Transaction Services and the DoDAAD and MAPAD System Administrators.

CHANGE NUMBER. The change number is assigned by Transaction Services and consists of four positions, (i.e., a one-position calendar year code and a three-position serial number).

CLEAR TEXT ADDRESS. The in-the-clear address of the ship-to and/or the mark-for activity identified by the military assistance program address code (MAPAC).

COMMUNICATION ROUTING IDENTIFIER (COMMRI). A 7-character code that uniquely identifies an International Logistics Communication System (ILCS) account, established with the Transaction Services, to electronically transmit and receive logistics data between the foreign military sales and the US DoD supply systems.

COMPONENT REGISTRY. The Military Service or Defense Agency system which maintains visibility of all small arms and light weapons (SA/LW) serial numbers within that Component and provides the DoD SA/LW Registry with small arms and light weapons status.

CONSIGNEE. The recipient (unit, depot, or person) to whom cargo is addressed or consigned for final delivery. Activity that is receiving the product.

CONSIGNOR. The person or activity that is the supplier or shipper of a product.

CONSTRUCTED DOCUMENT NUMBER. A document number created and used in place of the original requisition number when the original number cannot be determined. The constructed document number may be employed in reporting selected product quality and supply discrepancies. Under DLMS a constructed document number is identified through the use of a utilization code.

CONSTRUCTIVE DELIVERY. The delivery of materiel to a commercial carrier, freight forwarder, United States or international post office, or customer at point of production, storage, or test. Delivery is evidenced by completed copies of shipping documents, materiel shipment status of shipping documents, drop from inventory, or a list of deliveries in a post office.

CONTRACT ABSTRACT. A representation, in machine format, of key elements of contractual data that are used to establish the contract record in the recipient's database.

CONTRACT ADMINISTRATION OFFICE (CAO). A DoD contract administration service (CAS) DoD Component that performs assigned functions, or a purchasing office which retains functions related to the administration of contracts. (Included in this definition are all geographic and plant-type organizations engaged in the performance of field contract administration services.)

CONTRACT LINE ITEM. An item of supply or service on a contractual document usually identified by a contract line item number (CLIN). (See DFARS 204.7103.)

CONTRACT MAINTENANCE. Any depot level maintenance performed under contract by commercial organizations, including original manufacturer. (Source: OPNAVINST 4790.14.)

CONTRACT MODIFICATION. Any written alteration in the specifications, delivery point, rate of delivery, contract period, price, quantity, or other contract provision of an existing contract, whether accompanied by unilateral action under a contract provision, or by mutual action of the parties to the contract. It includes: (1) bilateral actions such as supplemental agreements; and, (2) unilateral actions such as change orders, administrative changes, notices of termination, and notices of the exercise of a contract option.

CONTRACTOR-FURNISHED MATERIEL (CFM). Materiel that the contractor is contractually required to provide. The source of supply for CFM may be the commercial market or the federal supply system when authorized by contract.

CONTROLLED INVENTORY ITEMS. Those items designated as having characteristics which require that they be identified, accounted for, secured, segregated, or handled in a special manner to ensure their safeguard or integrity. Controlled inventory item categories in descending order of degree of control normally exercised are, as follows:

CLASSIFIED ITEMS. Materiel that requires protection in the interest of national security.

PILFERABLE ITEMS. Materiel having a ready resale value or application to personal possession and which is, therefore, especially subject to theft.

SENSITIVE ITEMS. Materiel which requires a high degree of protection and control due to statutory requirements or regulations, such as narcotics and drug abuse items; precious metals; items which are of a high value, highly technical, or hazardous nature; and small arms, and ammunition. (See DoDM 4140.01, “DoD Supply Chain Materiel Management Procedures: Operational Requirements,” February 10, 2014.)

CONVENTIONAL AMMUNITION. A device charged with explosives, propellants, pyrotechnics, or initialing composition for use in conjunction with defense or offense, including demolitions. Certain ammunition can be used for training, ceremonial, or non-operational use.

CONTROL POINT. An activity designated by a Military Service, DLA or the General Services Administration (GSA) to monitor packaging discrepancies for their respective Service/Agency (S/A).

CORRECTIVE ACTIONS. Those actions taken to correct the defective items reported and all other defective items supplied or are in the supply pipeline. They include repair, replacement, alert notifications, and segregation, screening, and disposition of existing product. They also include all actions that can affect restitution for the defective items, e.g., credit, partial credit, refund, or service of a like kind.

COUNTERFEIT MATERIEL. Materiel whose identity has been deliberately altered, misrepresented, or falsified, including but not limited to, any materiel that consists of a) a substitute or unauthorized copy of a valid product from an original manufacturer; b) a product in which the materiel is used, or the performance of the product has been changed without notice by a person other than the original manufacturer of the product, DoDI 4140.67 DoD Counterfeit Prevention Policy.

1. COUNTERFEIT. An item that is an unauthorized copy or substitute that has been identified, marked, or altered by a source other than the item’s legally authorized source and has been misrepresented to be an authorized item of the legally authorized source.

1. SUSPECT COUNTERFEIT. Materiel, items, or products in which there is an indication by visual inspection, testing, or other information that it may meet the definition of counterfeit materiel provided herein.

COUNTRY CODE. 1) Identifies the Geopolitical Entities, Names, and Codes (GENC) standard. The GENC standard is the U.S. government profile of ISO 3166 (Parts 1 and 2) names and code elements, with modifications only where necessary to comply with U.S. law and U.S. government recognition policy. The authoritative source for GENC is the Geopolitical Entities, Names, and Codes (GENC) Registry. 2) Country used for distribution and the physical location used for clear text addressing under DLMS.

COUNTRY REPRESENTATIVE/FREIGHT FORWARDER CODE. A code to identify the CR and/or FF authorized to received documentation and/or shipment for FMS transactions.

CRITICAL SAFETY ITEM (CSI). A part, assembly, installation, or production system with one or more essential characteristics that, if not conforming to the design data or quality requirements, would result in an unsafe condition that could cause loss or serious damage to the end item or major components, loss of control, or serious injury to personnel. Also called CSI. (See Joint Pub 1-02.)

Critical Safety Item (CSI) is a part, assembly, or support equipment whose failure could cause loss of life, permanent disability or major injury, loss of a system or significant equipment damage. Special attention should be placed on CSIs to prevent the potential catastrophic or critical consequences of failure. Significant problems occurred when DoD purchased CSIs from suppliers with limited knowledge of the item’s design intent, application, failure modes, failure effects or failure implications.

CUSTODIAL ACCOUNTABILITY. The responsibility of the Single Manager for Conventional Ammunition (SMCA) to maintain data elements in the wholesale inventory record to reflect by ownership code the receipt, issue, balance, and other quantitative and financial data essential for proper control and management of assets which are in the single manager's custody but are owned by another DoD Component. Custodial accountability includes the responsibility to initiate and approve adjustment actions and financial liability investigation of property loss reports.

CUSTODIAL RESPONSIBILITY. The responsibility of a storage activity, depot, or agent, which is not the designated single manager, to maintain proper custody, care, safekeeping, receipt, issue, and balance data for stored DoD wholesale materiel.

CUSTOMER COLLABORATION. A confluence of strategic, tactical, and operational time base quantitative and qualitative sharing of information between DLA and its customer activities, including, but not limited to, formalized collaboration partnerships, exception handling by detection and notification, and DLA/customer collaborative demand planning.

CUSTOMER RETURN IMPROVEMENT INITIATIVE (CRII). A DLA program developed to reduce the likelihood that depots would receive nonconforming returned materiel.

DAMAGE. Partial or total marring of the appearance or reduction in usability of the materiel for its intended purpose. For security assistance, damage describes a condition creating impaired item functionality. Applicable to U.S. Postal Service and security assistance shipments only.

DATA ELEMENT. A basic unit of information in a business transaction.

DATA ELEMENT IDENTIFIER (DEI). A type of data qualifier used in the ANSI MH10.8.2 Format Header 07 to describe authorized DoD data elements.

DATA IDENTIFIER (DI). A type of data qualifier used in the American National Standards Institute for Material Handling (ANSI MH10.8.2) Format Header 06 to identify authorized ANSI data elements

DATA ITEM. A subunit of descriptive information or value classified under a data element.

DATA MODEL. A visual depiction that identifies data, attributes, and relationships associated with other data.

DATA SEGMENT. A series of data elements defined and placed in a single group in a specific sequence. A data segment directory, defines the proper data element sequence for each data segment and is part of the ASC X12 standards.

DATE PACKED. (Shelf-Life Item). For all items required to be marked with date packed, the date packed will be that date on which the product was packaged in the unit container, regardless of dates of packing, shipping, or additional processing.
(See DoDM 4140.27, “Volume 2, DoD Shelf-Life Management Program: Materiel Quality Control Storage Standards” July 6, 2016.)

DECAPITALIZATION. The issue or transfer out of inventories to another fund or fund subdivision without expense or reimbursement. The cost of the inventory decreases the transferor's fund equity (capital) directly and does not increase operational expenses or income.

DEFECT. (Severity Classification) (PQDR) Any nonconformance of a characteristic with specified requirements. IAW the Federal Acquisition Regulation definition and classification of nonconformances (FAR Subpart 46.101), classify defects as critical, major or minor, as follows:

CRITICAL DEFECT/NONCONFORMANCE. A nonconformance that judgment and experience indicate is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services or is likely to prevent performance of a vital agency mission.
MAJOR DEFECT/NONCONFORMANCE. A nonconformance, other than critical, that is likely to result in failure, or to materially reduce the usability of the unit of supplies or services for their intended purpose.
MINOR DEFECT/NONCONFORMANCE. A nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose or is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

Deficiencies are failures or non-conformances with products that do not fulfill their expected purpose, operation, or service, due to deficiencies in design, specification, materiel, manufacturing, and/or workmanship.

DEFENSE LOGISTICS MANAGEMENT STANDARDS (DLMS). A process governing logistics functional business management standards and practices across DoD. A broad base of business rules, to include uniform policies, procedures, time standards, transactions, and data management, designed to meet DoD requirements for global supply chain management system support. DLMS enables logistics operations to occur accurately and promote interoperability between DoD and external logistics activities at any level of the DoD organizational structure. The DLMS supports electronic business capabilities such as: ANSI Accredited Standards Committee (ASC) X12 EDI, upon which the DLMS transaction exchange was founded; automatic identification technology, including passive RFID and linear and 2D bar coding: extensible mark-up language (XML); and web-based technology. The DLMS encompasses standardization of logistics processes including, but not limited to: Military Standard Billing System (MILSBILLS), Military Standard Transaction Reporting and Accountability Procedures (MILSTRAP), Military Standard Requisitioning and Issue Procedures (MILSTRIP), and Supply Discrepancy Reporting.

DELIVERY TERM CODE (DTC). A code (prescribed in FMS cases) identifying the point at which the responsibility for moving an item as an FMS shipment passes from the United States DoD to the purchasing nation or international organization.

DEPARTMENT OF DEFENSE ACTIVITY ADDRESS CODE (DoDAAC). A distinctive code assigned to identify specific units, activities, and/or organizations. The first position indicates the Component or other Government element of ownership or sponsorship. The remaining five positions are assigned under established products by the Service point of the participating Component.

DLMS TRADING PARTNER AGREEMENT. A written instrument of understanding negotiated between trading partners that specifies contractual matters and protocols regarding Government DLMS transactions. (Reference DLM 4000.25, “Defense Logistics Management Standards.”)

DEFENSE TRANSPORTATION SYSTEM (DTS). That portion of the worldwide transportation infrastructure that supports DoD transportation needs in peace and war. The DTS consists of two major elements: military (unique) and commercial resources. These resources include aircraft, assets, services, and systems unique to, contracted for, or controlled by the Department of Defense. The Defense transportation infrastructure, including ports, airlift, sealift, railway, highway, in-transit visibility, information management systems, customs, and traffic management that the Department of Defense maintains and exercises in peacetime, is a vital element of the DoD capability to project power worldwide. It provides for responsive force projection and a seamless transition between peacetime and wartime operations.

DEMAND DATA EXCHANGE. A systematic method use for submitting collaborative customer projected supply plan materiel requirements to DLA.

DEPARTMENT OF DEFENSE SMALL ARMS/LIGHT WEAPONS (SA/LW) REGISTRY. DoD central repository for SA/LW serial numbers. The registry serves as the single point of access for inquires relating to the last known record of SA/LW serial numbers. Serial numbers are provided by the Component Registries on a scheduled and as required basis.

DEPOT. See “Storage Activity.”

DEPOT MAINTENANCE INTER-SERVICE SUPPORT AGREEMENT (DMISA).
A formalized agreement similar to a contract whereby one Service (the Agent) obligates itself to provide depot maintenance support for another Service (the Principal). (Source: OPNAVINST 4790.14A, et.al) For the purpose of this manual, DMISA also covers depot maintenance provided for under inter-Service support agreements not covered by the referenced joint regulation.

DESIGN DEFICIENCY. (PQDR) Any condition that limits or prevents the use of materiel for the purpose intended or required, where the materiel meets all other specifications or contractual requirements. These deficiencies cannot be corrected except through a design or specification change.

DETAIL BILLING RECORD. The lowest level of detail in a bill. At this level of the bill, billings for materiel are identified by the transaction number. When more than one shipment is involved, the partial shipment, identified by a suffix, is the lowest level of detail.

DETERIORATION. A breakdown in composition of an item that makes it inferior in quality and value.

DIRECT PROCUREMENT METHOD (DPM). A method of personal property shipment in which the government manages the shipment throughout. Packing, containerization, local drayage, and storage services are obtained from commercial firms under contract arrangements or by the use of government facilities and personnel.

DIRECT VENDOR DELIVERY (DVD). (DoD) A materiel acquisition and distribution method that requires vendor delivery directly to the customer.

DISPOSAL AUTHORITY CODE. A code entered on disposal related documentation to indicate that the item(s) being transferred to the DLA Disposition Services Field Office are authorized to be transferred to disposal because of instruction of the ICP/IMM relayed through the MRP or other proper authority.

DISTRIBUTION CODE. A code that indicates which activity will receive 100 percent supply status as well as other management data.

DISTRIBUTION DEPOT. See “Storage Activity.”

DISTRIBUTION SYSTEM. That complex of facilities, installations, methods, and procedures designed to receive, store, maintain, distribute, and control the flow of military materiel between the point of receipt into a DoD supply system and the point of issue to using activities and units. (See Joint Pub 1-02.)

DLMS SUPPLEMENT. An obsolete term for the composite guideline that documents a specific business interpretation of an ASC X12 transaction set standard. A DLMS Supplement defines the structure, content and DLMS business rules for a specific business interpretation; it maps application data requirements into specific data fields within the X12 transaction set (TS) and establishes parameters for its business usage for implementation in the DLMS. DLMS Supplements are also known as either DLMS Implementation Conventions or DLMS Logistics Implementation Conventions. The term DLMS Supplement has been superseded by either of the terms DLMS Implementation Convention or DLMS Logistics Implementation Convention.

DOCUMENT IDENTIFIER CODE (DIC). A means (legacy 80 record position ) of identifying a given product (i.e., requisition, referral action, status document, follow-up, cancellation) to the system to which it pertains and further identifies such data as to its intended purpose and usage and the operations dictated.

DOCUMENT NUMBER. A unique reference number assigned to a requisition or a release/receipt document in order to identify the transaction throughout the logistics system and for the life of the transaction until its retirement is authorized in official audit reports. The first six positions are the DoDAAC of the reporting activity; the next four positions are the year and three position numerical day of the year; the next position is the utilization code; and the last three positions are the activity serial number.

DoDAAC AUTHORITY CODE. Establishes a basis for restricting processing of DLSS/DLMS Requisition, shipping and billing transactions by establishing limitations on the authority of an individual activity assigned a DoDAAC to submit specifically identified transactions to the Defense Automatic Addressing System.

DoD COMPONENT. A Military Department or Defense Agency (for example, Army, Navy, DLA, DCMA, etc.).

DROP FROM INVENTORY. Reduction of the quantitative inventory balance.

DUNS (Data Universal Numbering System) NUMBER. A 9-digit numerical identifier/number created for an organization by Dunn & Bradstreet. A different DUNS number will be assigned for each physical location different address of an organization, as well as each legal division that may be co-located. A DUNS number is frequently required to register with the Central Contractor Registration (CCR).

DUPLICATE BILL. An exact duplicate of a previous bill or a bill supported entirely by duplicate billing records.

DUPLICATE DETAIL BILLING RECORD. A second or subsequent detail billing record for a single shipment.

DUPLICATE SHIPMENT. A shipment which corresponds exactly to a previous shipment.

EFFECTIVE DATE. The five-position ordinal date (two-position year and three-position day) when an address (DoDAAD/MAPAD) change becomes effective.

ELECTRONIC MALL (EMALL). An internet-based electronic mall designed to make it easier for customers to place and track orders and pay for products. For additional information see the DoD EMALL Website.

ENEMY ACTION. Those courses of action imposed by the enemy that could affect the friendly mission.

ENTERPRISE IDENTIFIER (EID). An identifier, which relies on the Unique Entity Identifier (UEI) as a primary key for non-DoD entities, and an extended DoD activity address code (DoDAAC) for DoD activities. The Electronic Funds Transfer (EFT) allows for the identification of payment location used by business partner (represented by a UEI) when that partner has multiple locations. Other alias identifiers recorded to date include the contractor and Government entity (CAGE) code, taxpayer identification number (TIN), Unique Entity Identifier (UEI), and Electronic Funds Transfer (EFT) Indicator. The UEI replaces the Data Universal Numbering System (DUNS) number as the official entity identifier for doing business with the federal government. The EFT replaces the “plus 4” element of the DUNS.

UNIQUE ENTITY IDENTIFIER (UEI). A 12-character, alphanumeric value used as the official identifier for entities registered in the System for Award Management (SAM). The UEI replaces the DUNS number as the official identifier for doing business with the federal government.

ELECTRONIC FUNDS TRANSFER (EFT) INDICATOR. A four-character alphanumeric suffix to the unique entity identifier. The suffix is assigned at the discretion of the commercial, nonprofit, or Government entity to establish additional System for Award Management records to for identify alternative EFT accounts. This element is optional and only required if more than one funding account exists for the designated entity.

ESSENTIALITY CODE. Indicates that the assembly or component is essential to the performance of the primary and/or secondary missions of the weapon system and/or end item. The degrees of assembly and/or component essentiality depend on the effect their failure would have on a weapon system and/or end item readiness.

EVIDENCE OF SHIPMENT. Any legible movement document or receipt, duly signed by a carrier representative, which shows that the United States has shipped or released the materiel in question to a carrier for shipment to the country's designated representative, constitutes evidence of shipment. Such documents generally show the quantity, national stock number (NSN), mode date, transportation control number (TCN), notice of availability (NOA) number/bill of lading (B/L)/parcel post insured, registered number, addressee, vessel, or flight number (to the extent possible), and name of shipper and carrier to include weight and cube information, and number of pieces, etc.

EXCEPTION MATERIEL. Security Assistance Program materiel which, due to its peculiar nature and increased transportation risks, requires special handling in the transportation cycle and deviation from normal shipping procedures. This includes classified materiel, sensitive materiel, firearms, explosives, lethal chemicals, and other dangerous and hazardous materiel that requires rigid movement control and air cargo of such size that the item exceeds commercial capability.

EXHIBIT. The item reported as being deficient or a sample item, which represents the reported deficient condition, which can be analyzed to determine the possible cause of the defect.

EXHIBIT LINE ITEM. An item of supply or service listed on an exhibit or schedule forming a part of the contractual document usually identified by an exhibit line item number (ELIN). (See DFARS 204.7105.)

EXPEDITED HANDLING SHIPMENTS. Items identified by special requirements handling codes (A, B, C, or D) in the requisitions. Items so identified override normal precedence in processing and moving shipments.

EXPIRATION DATE (Shelf-Life Item). The date beyond which non-extendible shelf-life items (Type I) should be discarded as no longer suitable for issue or use.
(See DoD 4140.27-M, “Shelf-Life Item Management Manual”).

EXPIRED SHELF-LIFE. The length of time during which an item of supply, subject to deterioration or having a limited life which cannot be renewed, has expired.

FEDERAL SUPPLY CLASSIFICATION (FSC). The first 4-digits of the 13-digit national stock number. The FSC relates/separates items of supply.

FEDMALL. An internet-based electronic mall designed to make it easier for customers to place and track orders and pay for products. FedMall replaces DoD EMALL. For additional information see the FedMall Website.

FINANCIAL DISCREPANCY. The following definition applies to security assistance discrepancy reporting only. A discrepancy related to administrative and/or accessorial charges that will be processed by the Defense Finance and Accounting Service – Denver, Deputy for Security Assistance (DFAS-DE/I).

FIRE. A phenomenon of combustion manifested in light, flame, and heat.

FOLLOW-UP. Inquiry originated by an authorized source requesting the status of a previously submitted document.

FOREIGN MILITARY SALES (FMS). That portion of the United States security assistance authorized by the Foreign Assistance Act of 1961, as amended, and the Arms Export Control Act of 1976, as amended. This assistance differs from the International Military Education and Training Program in that the recipient provides reimbursement for defense articles and services transferred. Also called FMS. (See Joint Publication 1-02.)

FOREIGN MILITARY SALES (FMS) CASE DESIGNATOR. A unique designator within a single country assigned by the implementing Service to each FMS case, to identify a specific offer to a country. This designator stays with and identifies the sale or offer of a sale.

FOREIGN MILITARY SALES COUNTRY REPRESENTATIVE (CR). The designated country official (Consulate, Attaché, Director of Movements) duly authorized to control FMS case transactions.

FOREIGN MILITARY SALES FREIGHT FORWARDER/INTERNATIONAL FREIGHT FORWARDER. A private firm that serves as a contractual agent for the FMS customer. These companies, as a minimum, receive, consolidate, and stage materiel within the United States for onward shipment to the purchasing country.

FOREIGN MILITARY SALES OFFER RELEASE OPTION CODE.^{^[1]} Method by which countries participating in the FMS program advise sources of supply by coded entry on requisitions whether or not prior notice to the freight forwarder or country representative (FF/CR) is required before release of materiel shipments. The type of offer release option will be determined as a result of negotiations between the CR and the Service at the time case agreement is reached and will prescribe actions required in regard to shipments against the case except when the shipping activity determines a need for added protection and/or controls covered under chapter C25, paragraph C25.11.

1. Type A. Shipments are to be released automatically by the shipping activity without advance notice.

2. Type X. The U.S. Service and the CR have agreed that the:

a. U.S. Service will sponsor the shipment to a country address. Under this agreement Block 34 (FF code) of the DD Form 1513 must contain “X” and a mark-for code must be entered in Block 33. The MAPAD must contain the CC code and addresses for each type of address required; such as, parcel post, freight, and documentation.

b. Shipments are to be made to an assembly point or staging area as indicated by clear text instructions on exception requisitions. Under this agreement block 34 of the DD Form 1513 must contain “W.” A mark-for code may be entered in Block 33 and the MAPAD must contain the mark-for code if the mark-for address is to be used on the shipment to the assembly point or staging area.

3. Type Y. Advance NOA to the FF/CR is required before release of shipments, but shipment may be released automatically if release instructions are not received by the shipping activity within 15 days subsequent to the date of the NOA.

4. Type Z. Advance NOA to the FF/CR is required before release of shipment and specific release/shipping instructions must be received by the shipping activity before shipment may be made.

FOREIGN ORIGIN. Those goods produced or manufactured in a foreign country located outside the CONUS, its possession, or Puerto Rico. It also includes those aforementioned that are physically located in bonded warehouses or foreign trade zones within the United States (U.S.), its possessions, or Puerto Rico, but it does not include foreign produced or manufactured goods that have otherwise been lawfully imported into the United States, its possessions, or Puerto Rico.

FREE-ON-BOARD (FOB) DESTINATION. Product is accepted at destination by the Government. Shipper provides transportation.

FREE-ON-BOARD (FOB) ORIGIN. Product is accepted at origin (source) by the Government. Government provides transportation with commercial carriers.

GAINING INVENTORY MANAGER (GIM). The inventory manager responsible for assuming wholesale materiel management functions.

GENERAL AGENCY AGREEMENT (GAA). Pertains to Government-owned ships operated under cost plus fixed-fee contracts by commercial ocean carriers acting as general agents for the Maritime Administration, U.S. Department of Commerce, with whom the MSC has entered into agreements for the exclusive use of such ships.

GIDEP ALERT. A report of an actual or potential problem with parts, components, materials, manufacturing processes, test equipment, or safety conditions that may have multiple applications in Government or industry and be of significance to other GIDEP participants. GIDEP ALERTs are not to be used to report random part failures or failures resulting from applications outside of published design requirements. Prepare GIDEP ALERTs following current GIDEP Policy for submission.

GIDEP SAFE-ALERTs. Is a report of an actual or potential problem with parts, components, materials, manufacturing processes, test equipment, or safety conditions, which may have multiple applications in Government or industry that affect the safety of people or equipment. Prepare GIDEP ALERTs following current GIDEP Policy for submission.

GIDEP AGENCY ACTION NOTICE. A notice issued by Government agencies to report problems with products or processes. Unlike ALERTs, Safe Alerts, and Problem Advisories, Agency Action Notices do not include problem solutions or manufacturer’' corrective actions, but they do document the occurrence of a problem. Agency Action Notices may be designated as “U” for Unlimited release to all GIDEP participants or “L” for Limited release (limited to only Government Agencies, or only Defense Agencies). Prepare GIDEP ALERTs following current GIDEP Policy for submission.

GIDEP PROBLEM ADVISORY. Problem Advisories are used to report nonconformances, which, unlike ALERTs, have a low probability of causing a functional failure. They do however, report problems with products/processes, which do not meet specifications. They can also be used as preliminary ALERTs where there is a suspected problem, which is not completely defined due to lack of data. Prepare GIDEP ALERTs following current GIDEP Policy for submission.

GLOBAL EXCHANGE (GEX). The Global Exchange eBusiness Gateway is the Electronic Data Interchange (EDI) hub for Department of Defense. The GEX functions as the single interface among Government and commercial trading partners conducting electronic commerce and EDI activities. It provides translation, routing, and archive services for EDI transactions that are sent between two or more Government systems or between Government systems and their commercial trading partners. There are two GEX sites operated by Transaction Services.

GOVERNMENT-FURNISHED MATERIEL (GFM). Materiel in the possession of, or acquired by, the Government and later delivered or otherwise made available to a contractor. GFM is property that may be incorporated into or attached to a deliverable end item or that may be consumed or expended in performing a contract. GFM includes assemblies, components, parts, raw and processed materials, and small tools and supplies that may be consumed in normal use in performing a contract.

GOVERNMENT-FURNISHED PROPERTY. Property in the possession of, or acquired directly by, the Government and subsequently delivered to or otherwise made available to a contractor.

GOVERNMENT-FURNISHED PROPERTY (GFP) INTRANSIT BALANCE. The total quantity of confirmed GFP shipments without a matching materiel receipt acknowledgment from the receiving activity. The MRA/TRA received from the customer/ DLA Disposition Services Field Office constitutes the receipt acknowledgment. The in-transit balance is a cumulative calculation and is not restricted to activity occurring during the day or month being reconciled. For Air Force Contractor Inventory Control Points (CICPs), the in-transit balance excludes property issued for local disposal, internal CICP deliveries, and customer pick-up. This is because property issued under these exclusions, will not be retained on an owner property record and in-transit tracking is not required.

GOVERNMENT-INDUSTRY DATA EXCHANGE PROGRAM – GIDEP. A Department of Defense program established to eliminate expenditure of manpower, time, and money by making maximum use of existing knowledge and to promote and facilitate the sharing of technical information between government agencies and industry partners to increase systems safety, reliability, and readiness and to reduce systems development, production, and ownership costs. A centralized, computerized, data dissemination, storage, and retrieval system that promotes the full and voluntary interchange of data on parts, materials, and processes among DoD, other Governmental Agencies, and industry users.

GOVERNMENT-OWNED PRODUCT. A product that is owned by, leased to, or acquired by the Government under the terms of a contract.

GRANT AID. Military assistance rendered under the authority of the Foreign Assistance Act of 1961, as amended, which provides defense articles and services to recipients on a non-reimbursable (grant) basis.

HANDGUNS. Handguns are divided into one of two major groups depending on the location of the chamber. Revolvers have a revolving chamber; pistols have a chamber integral with the barrel. Some handguns include single-shot pistols, revolvers, semi-automatic pistols, and fully automatic, or machine pistols.

HAZARDOUS MATERIEL (DANGEROUS GOODS). A substance of materiel that has been determined to be capable of posing an unreasonable risk to health, safety, and property when transported. This materiel includes explosives, gasses (compressed, liquefied, or dissolved under pressure), flammable liquids, flammable solids or substances, oxidizing substances, poisonous and infectious substances, radioactive substances, corrosives, and miscellaneous dangerous substances presenting real or potential hazards to life and property. Procedures for handling this materiel are specified in applicable publications of the Department of Transportation, the Interstate Commerce Commission, Federal Aviation Agency, U.S. Coast Guard, U.S. Agriculture Department, U.S. Public Health Service, Intergovernmental Maritime Consultative Organization, the International Civil Aviation Organization, and in federal or military documents. Dangerous goods are the term applied to hazardous materiel in international movement.

IMPLEMENTATION CONVENTION. The composite guideline that documents a specific business interpretation of an ASC X12 transaction set standard. Conventions define the structure, content and DLMS business rules for a specific business interpretation; it maps application data requirements into specific data fields within the X12 transaction set (TS) and establishes parameters for its business usage for implementation in the DLMS. DLMS Implementation Conventions are also known as either DLMS Supplements or DLMS Logistics Implementation Conventions. DLMS Implementation Conventions are also known as DLMS Logistics Implementation Conventions, particularly by the DoD Transportation community. DLMS Implementation Conventions were formerly known as DLMS Supplements.

INCORRECT ITEM. An item received in lieu of the item requisitioned. This is an erroneous item shipped due to shipper error and not an intended interchangeable/substitute item. See also, WRONG ITEM.

INTEGRATED MATERIEL MANAGER (IMM). Any DoD activity or agency that has been assigned wholesale materiel management responsibility for the Department of Defense and participating Federal Agencies. Integrated wholesale materiel management responsibilities include requirements determination, procurement, distribution, overhaul, and repair of reparable materiel, and disposal of materiel. (See DoDM 4140.01.)

INTEGRATED MATERIEL MANAGER. Any activity or agency that has been assigned integrated wholesale materiel management responsibility for the Department of Defense and participating Federal agencies. Integrated wholesale materiel management responsibilities include requirements determination, procurement, distribution, overhaul and repair of reparable materiel, and disposal of materiel.

INTERCHANGEABLE/SUBSTITUTABLE ITEM. An item that possesses such functional and physical characteristics as to be equivalent in performance, reliability, and maintainability, to another item of similar or identical purposes, and is capable of being exchanged for the other item without selection for fit or performance, and without alteration of the item itself or of adjoining items, except for adjustment. (See DoDM 4140.01.)

INTERFUND BILL. A bill processed under the interfund billing system. These bills are not only "bills" but notices to the billed office that its funds have been disbursed and the bill "paid."

INTERFUND BILLING SYSTEM. An automated billing fund transfer system.

INTERIM REPLY. Correspondence used to inform an activity that response timeframes could not be met. Interim replies should minimally provide the status of the investigation and an anticipated completion date.

INTERMEDIATE DEFENSE FUEL SUPPORT POINT (DFSP). Bulk fuel storage facility where product is stored for subsequent issue to multiple end customers.

INTERNATIONAL LOGISTICS CONTROL OFFICE (ILCO). The central U.S. Military Service control point in CONUS that monitors requisitions and related transactions for FMS and Military Sales and Grant Aid (GA).

INTER-SERVICE SUPPORT. Action by one Military Service, or element thereof, to provide logistic and/or administrative support to another Military Service, or element thereof. Such action can be recurring or nonrecurring in character, on an installation, area, or worldwide basis.

INTO-PLANE. A supply technique whereby the U.S. Government contracts with a contractor to refuel military aircraft at commercial airports. The contractor supplies the fuel, lube oil, and refueling facilities (storage tank, vehicle, and equipment). The use of Government refueling trucks, equipment, bladders, etc., is not authorized unless so stipulated in the into-plane contract. (NOTE: Commercial aircraft under a Government charter may be refueled at into-plane locations; and occasionally, into-plane locations may be at a military base.)

INTRA-SERVICE SUPPLY. Exchange of materiel, inventory control documentation, and other management data within or between the distribution systems of a single Service or Agency.

INTRA-THEATER. Movement of materiel from a point in a theater to another point within the same theater.

INVENTORY. Materiel, titled to the U.S. Government, held for sale or issue, held for repair, or held pending transfer to disposal.

INVENTORY CONTROL POINT (ICP). An organizational unit or activity within a DoD supply system that is assigned the primary responsibility for the materiel management of a group of items either for a particular Service or for the Defense Department as a whole. Materiel inventory management includes cataloging direction, requirements computation, procurement direction, distribution management, disposal direction, and, generally, rebuild direction. (Source: JCS Publication 1-02.)

INVENTORY LOT/SEGMENT. A sub grouping of the total items in storage for the purpose of physical inventory counting or record reconciliation. The lot/segment is generally by Federal supply classification (FSC), warehousing, picking station, or some form of commodity grouping.

INVENTORY, SCHEDULED. A physical inventory that is to be conducted on a group of items within a specified period of time, according to an established plan. There are two types of scheduled inventories:

INVENTORY, COMPLETE. An inventory of all conditions of all stock numbers within specified categories.

INVENTORY, SAMPLE. A sample of items selected from an inventory lot in such a manner that each item in the lot has an equal opportunity of being included in the sample

INVENTORY, UNSCHEDULED. A physical inventory which is to be conducted on a specific item as a result of some unscheduled inventory requirement such as an inventory manager or locally initiated request, materiel release denial, location survey or location reconciliation request. There are two types of unscheduled inventories:

INVENTORY, SPECIAL. A physical inventory of a specific item(s) as a result of a special requirement generated by the record reconciliation program, pre-procurement, or any other reason deemed appropriate by the item manager, Accountable Property Officer (APO), or the APO designated representative, or the storage activity.

INVENTORY, SPOT. A physical inventory required to be accomplished as a result of a total or partial materiel denial.

ISSUING AGENCY CODE. The IAC represents the registration authority that issued the enterprise identifier. The value for the IAC is assigned by the Registration Authority for ISO/IEC 15459-2, Registration Procedures. The current Registration Authority of ISO/IEC 15459-2 is NEN – Nederlands Normalisatie-Instituut.

ITEM. An item is a single hardware article or a unit formed by a grouping of subassemblies, components or constituent parts. In the DoD, an item is any article produced, stocked, stored, issued, or used; or any product, including systems, materiel, parts, subassemblies, sets and accessories.

ITEM DEFICIENCY. See SF 368, “Product Quality Deficiency Report.”

ITEM UNIQUE IDENTIFICATION (IUID) OF ITEMS. The application of a set of data elements that is globally unique and unambiguous, ensures data integrity and data quality throughout life, and supports multifaceted business applications and users. (See UNIQUE ITEM IDENTIFIER for additional definitions of IUID related terms)

JOINT COLLABORATION AGREEMENT. A collaborative and coordinated consensus between DLA and customer activities that cites mutual responsibilities and expectations of both parties in the process of demand data exchange (DDE).

LATENT DEFECTS. This definition is provided for supply discrepancy reporting of product quality deficiencies against security assistance shipments. A deficiency in an article that effects item operability and is not normally detected by examination or routine test, but which was present at the time of manufacture.

LATERAL REDISTRIBUTION. . The release and shipment of materiel from a post, camp, station, or base to another similar activity to satisfy a specific demand.

LESS THAN RELEASE UNIT (LRU). A shipment unit that can be shipped without requiring an export release from the appropriate authority.

LETTER OF OFFER AND ACCEPTANCE. The U.S. document by which the U.S. Government offers to sell defense articles and defense services to a foreign government or international organization. The LOA lists the items and/or services, estimated costs, the terms and conditions of sale, and provides for the foreign government’s signature to indicate acceptance.

RECORD RECONCILIATION PROGRAM. Consists of actions required to assure compatibility between the assets in storage and the locator records and between the locator records and the accountable records. Record reconciliation programs may include quantity. This program is accomplished in two phases:

LOCATION RECONCILIATION. A match between valid storage activity records and the accountable records, in order to identify and correct situations where items are in physical storage but not on record, on record but not in storage, or where common elements of data, including quantity, do not match. Research of mismatches, including special inventories when required, results in corrective action.

LOCATION SURVEY. A physical verification, other than actual count, between actual assets and recorded location data to ensure that all assets are properly recorded as to location, identity, condition, and unit of issue.

LOCATION RECONCILIATION DISCREPANCIES. Location reconciliation discrepancies are classified into one of four categories as listed below:

a. Owner/Manager Record. Shows balance for storage activity; no location reconciliation transaction received (Type I Location Reconciliation Error).

b. Location Reconciliation Transaction. Received from storage activity; no corresponding owner/manager record (Type II Location Reconciliation Error).

c. Mismatch of Data Elements. Mismatch of any of the following (Type III Location Reconciliation Error):

1). Unit of issue.

2). Ownership/manager identifier.

3). Controlled inventory item code (see DoD 4100.39-M, “Federal Logistics Information Service (FLIS) Procedures Manual,” Volume 10).

4). Type of pack code (subsistence).

5). Shelf-life code.

6). Date packed/expiration date (subsistence only).

d. Quantity Discrepancy (Type IV Location Reconciliation Error).

LOCATION SURVEY DISCREPANCIES. Location survey discrepancies are classified into one of three categories as listed below:

a. Locator Record Deleted. The removal or change of a locator record when there is a recorded location but there are no physical assets unless the location is being held open for new receipts (Type I Location Survey Error).

b. Locator Error Established. The recording of locations when assets are physically found in storage and no locator records exist, or when the recorded stock number disagrees with the materiel in the location (Type II Location Survey Error).

c. Locator Record Corrected. Changes to the locator record when physical materiel characteristics differ from any of the following data elements (Type III Location Survey Error):

1). Unit of issue

2). Supply condition code.

3). Controlled inventory item code (see DoD 4100.39-M, Volume 10). Verification of the code must consist of ensuring that assets are stored in areas providing the degree of security commensurate with the assigned code.

4). Type of pack code.

5). Lot number or unique item identifier (for ammunition only).

6). Completeness and accuracy of magazine data card (for ammunition only).

LOGISTICS REASSIGNMENT (LR). The transfer of IMM responsibilities from one manager to another. (See DoDM 4140.01.)

LOOP. A group of semantically related segments in ANSI ASC X12 Transactions. An example is the N1 loop, which contains name and address information.

LOSING INVENTORY MANAGER (LIM). The inventory manager responsible for relinquishing wholesale materiel management functions.

LOT/SEGMENT (INVENTORY). A sub-grouping of the total items in storage for the purpose of physical inventory counting or record reconciliation. The lot/segment is generally by federal supply class, warehousing, picking station, or some form of commodity grouping.

LOWEST OVER ALL COST. The aggregate of shipment costs known or reasonably estimated; (i.e., transportation rate(s), accessorial, drayage, storage, in transit, packing and crating, unpacking, and port handling costs).

MAINTENANCE (MATERIEL). All action taken to retain materiel in a serviceable condition or to restore it to serviceability. It includes inspection, testing, servicing, classification as to serviceability, repair, rebuilding, and reclamation. (Source: JCS Publication 1-02.). Maintenance, used generically in this manual, also includes evaluation, assembly, disassembly, conversion, and modification.

MAJOR DISASTER. Any disaster as a result of enemy action, insurrection, civil disturbance, flood, fire, hurricane, tornado, earthquake, or other catastrophe which, in the determination of the President, is or threatens to be of sufficient severity and magnitude to warrant disaster assistance by the Federal Government under
Public Law 91 - 606, “Disaster Relief Act”, 91st Congress (42 United States Code 58) to supplement the efforts and available resources of State and local governments in alleviating the damage, hardship, or suffering caused thereby.

MAJOR INVENTORY VARIANCE. Total dollar value of the item overage or shortage for the stock number exceeds $5,000 or a variance of any value for controlled items.

MANAGEMENT CONTROL ACTIVITY (MCA). A DoD Component, DoD activity, or non-DoD activity, if participating by separate agreement (e.g., the Coast Guard), designated to receive, screen, and validate Military Service-initiated and contractor- initiated requisitions for direct shipment to contractors of materiel sourced from the wholesale supply system to support DoD contracts or requirements. MCA procedures are applicable to materiel requisitioned for shipment to a contractor on either a reimbursable or non-reimbursable basis as specified in the contract.

MAPPING. A process for diagramming what electronic data are to be exchanged, how the data are to be used, and what internal application system requires the data.

MATERIEL. All items (including ships, tanks, self-propelled weapons, aircraft, etc., and related spares, repair parts, and support equipment, but excluding real property, installations, and utilities) necessary to equip, operate, maintain, and support military activities without distinction as to its application for administrative or combat purposes. (See Joint Publication 1-02.) Materiel is either serviceable (i.e., in an issuable condition) or unserviceable (i.e., in need of repair to make it serviceable.) (See DoDM 4140.01.)

MATERIEL ACCOUNTABILITY. The act of safeguarding, answering for, and exercising proper quantitative and physical controls over DoD materiel, supplies, and equipment in the care and custody of DoD activities.

MATERIEL CONDITION. A classification of materiel that reflects its readiness for issue and use or to identify the action underway to change the status of materiel. (See DoDM 4140.01)

MATERIEL DENIAL. A transaction notifying the IMM that there is insufficient materiel in storage to satisfy, in total or in part, the quantity directed for issue and specifying the quantity that may not be issued. (See DoDM 4140.01.)

MATERIEL OBLIGATION. The unfilled portion of a requisition (for a stocked or non-stocked item) that is not immediately available for issue but is recorded as a commitment for future issue, either by direct vendor delivery or backordered from stock.

MATERIEL RECEIPT ACKNOWLEDGEMENT (MRA). A computer processed transaction or manual form used to advise that materiel has been received and posted and/or to indicate that a discrepancy affects the receipt posting/acknowledgement process.

MATERIEL RELEASE CONFIRMATION (MRC). A notification from a shipping or storage activity advising the originator of a materiel release order of the positive action taken on the order.

MATERIEL RELEASE DENIAL (MRD). A notification from a storage site advising the originator of a materiel release order of negative (warehouse refusal) action on the order.

MATERIEL RELEASE ORDER (MRO). An order issued by an accountable supply system manager (usually an ICP or accountable depot or stock point) directing a non-accountable activity (usually a storage site or materiel drop point) within the same supply distribution complex to release and ship materiel. (See Joint Publication 1-02.) Also used to direct redistribution and shipment of materiel from a post, camp, station, or base to another similar organization to satisfy a specific demand.

MATERIEL SCREENING POINT. A designated activity(ies) within each DoD Component that receives notices of suspect materiel and initiates action(s) to locate, freeze, and/or provide instructions for the disposition of suspect materiel. Activities will monitor screening and alert action and provide result to requesting activities.

METADATA. Information describing the characteristics of data; data or information about data; and descriptive information about an organization’s data, data activities, systems, and holdings.

MILITARY ASSISTANCE PROGRAM ADDRESS CODE (MAPAC). A code constructed by the ILCO for security assistance program shipments. MAPAC is used to identify the consignee in transportation documents and to obtain clear-text address and other shipment information from the military assistance program address directory (MAPAD).

MILITARY ASSISTANCE PROGRAM ADDRESS DIRECTORY (MAPAD). An automated database of addresses maintained for each country or international organization.

MILITARY ASSISTANCE SERVICE-FUNDED PROGRAM. Programs which, by their nature, are security assistance, except that the funding source is a DoD appropriation.

MILITARY STANDARD BILLING SYSTEM (MILSBILLS). A broad base of logistics transactions and procedures designed to meet DoD requirements to establish standard codes, forms, formats, (both DLMS and legacy 80 record position) and procedures for billing, and related adjustments and collections for sales of materiel and related services for logistics support. It prescribes uniform procedures and time standards for the interchange of logistics information relating to logistics bills. The procedures govern the interchange of information for all logistics related financial management of the Department of Defense and participating external organizations unless specifically exempted by the Assistant Secretary of Defense for Logistics and Materiel Readiness (ASD(L&MR)).

MILITARY STANDARD TRANSACTION REPORTING AND ACCOUNTABILITY PROCEDURES (MILSTRAP). A broad base of logistics transactions and procedures designed to meet DoD requirements to establish standard codes, formats (both DLMS and legacy 80 record position), and procedures for inventory accountability and reporting processes. MILSTRAP prescribes uniform procedures for recording inventory management data passed between elements of a single Service or Agency distribution system or between the various distribution systems of the Department of Defense. The procedures govern the interchange of logistics information, and related financial management information, for materiel in the supply control/distribution systems of the Department of Defense and participating external organizations, unless specifically exempted by the Assistant Secretary of Defense for Logistics and Materiel Readiness (ASD(L&MR)). The financial management aspects of MILSTRAP pertain only to financial data produced as a by-product of receipt, issue, and inventory adjustment processing.

Military Standard Requisitioning and Issue Procedures (MILSTRIP). A broad base of logistics transactions and procedures designed to meet DoD requirements to establish standard data elements, codes, forms, transaction formats (both legacy 80 record position and DLMS) and procedures to requisition, release/issue, and dispose of materiel and prepare related documents. It prescribes uniform procedures and time standards for the interchange of logistics information relating to requisitioning, supply advice, supply status, cancellation, materiel release/issue, lateral redistribution, materiel return processes, materiel obligation validation, contractor access to government sources of supply, and selected security assistance processes. The provisions apply to the Office of the Secretary of Defense, the Military Departments, the Joint Staff, the Combatant Commands, and Defense Agencies. It also applies, by agreement, to external organizations conducting logistics business operations with DoD including (a) non-Government organizations, both commercial and nonprofit; (b) Agencies of the U.S. Government other than DoD; (c) foreign national governments; and (d) international government organizations.

MISDIRECTED MATERIEL. Materiel which is improperly addressed and/or shipped to the wrong destination.

MISIDENTIFIED ITEM. An item for which the label on the container is different than the item in the container, or tag attached to the item. See also, WRONG ITEM.

MODE OF SHIPMENT. See Transportation Method Code.

MUTILATION. The act of making materiel unfit for its intended purpose by cutting, tearing, scratching, crushing, breaking, punching, shearing, burning, neutralizing, etc.

NATIONAL ITEM IDENTIFICATION NUMBER (NIIN). The last 9-digits of the national stock number (NSN). NIIN consists of a 2-digit National Codification Bureau number designating the central cataloging office (whether North Atlantic Treaty Organization or other friendly country) that assigned the number and a 7-digit (xxx-xxxx) nonsignificant number.

NEW MATERIEL. Materiel procured under contract from Government sources. Such materiel will be considered new until it has been proven during actual system operation. (See reworked materiel.)

NONINTERFUND BILL. A bill that requires payment by a method other than the interfund billing system; (e.g., check payment). An example of this bill is one prepared on an SF 1080, Voucher for Transfers Between Appropriations and/or Funds.

NONTRACEABLE SHIPMENT. A shipment by a method wherein an audit trail between the various shipping elements and the consignee is not available or signed delivery receipts are not required from the consignee. The shipping transportation office normally makes the non-traceability determination.

NOT MISSION CAPABLE SUPPLY (NMCS). Materiel condition indicating that systems and equipment are not capable of performing any of their assigned missions because of maintenance work stoppage due to supply shortage. (See Joint Publication 1-02.)

NOTICE OF AVAILABILITY (NOA). The method by which the U.S. shipping installation will provide advance notification to the designated FMS country representative (CR) or freight forwarder (FF) that the materiel is ready for shipment and, where appropriate, that the shipment requires an export release under the provisions of AR 55-355, et al.

NOTICE OF AVAILABILITY (NOA) NOTICE NUMBER. A number reflecting the number of times the NOA has been sent to the Freight Forwarder/Country Representative. Each repetitive communication of the NOA will be interpreted as a follow-up.

OBJECTIVE QUALITY EVIDENCE. Evidence based upon the results of test or examination that a deficiency exists.

OFFER OF MATERIEL REPORT (OMR). A report under the Defense Logistics Management Standards (DLMS) that allows inventory control points and integrated materiel managers to use a DLMS transaction to provide disposition instructions or to inquire or respond as to the status of materiel reported as excess or available for redistribution under the DLMS materiel returns program.

OFFER OR RELEASE OPTIONS. Methods by which countries participating in the FMS program advise supply sources whether materiel shipments should be released without prior notice to the CR or FF. The type of offer or release option will be determined as a result of negotiations between the CRs and the U.S. Military Service at the time the case agreement is reached.

OFFER/RELEASE OPTION CODES. Methods by which countries participating in the FMS program, advise sources of supply by coded entry on requisitions whether or not prior notice to the CRs or FFs is required before release of materiel shipments. The type of offer/release option will be determined as a result of negotiations between the CR and the Service at the time the case agreement is reached and will prescribe actions required in regard to shipments against the case except when the shipping activity determines a need for added protection and/or controls (DoD 5105.38-M. “Security Assistance Management Manual (SAMM)”).

ORGANIC MAINTENANCE. Maintenance performed by a military department under military control, utilizing Government-owned or controlled facilities, tools, test equipment, spares, repair parts and military or civilian personnel. Depot maintenance support by one Service for another is considered organic within the Department of Defense. (Source: OPNAVINST 4790.14A, et.al.).

ORIGINATING POINT. An Activity within a DoD Component that finds a product quality deficiency and reports it to the designated DoD Component screening point. A contractor that receives defective Government materiel and reports it is also considered to be an Originating Point.

ORIGINATOR. The individual who discovers the defective materiel and initiates the deficiency report.

OTHER TRANSACTIONS (OT). Contractual instruments other than standard procurement contracts, grants, or cooperative agreements. OT agreements are identified via Type of Instrument 3 for Research OTs and Type of Instrument 9 for Prototype and Production OTs in the 9th position of the PIID.

OVERAGE. Item overage is when the quantity received is greater than that ordered or shown on shipping document. This type of overage is not evident on delivery but is discovered when the article is opened and the contents are checked. Transportation overages reportable under DTR 4500.9-R, are overages of boxes, packages, or freight (packaged or loose) found to be in excess of the quantity or articles recorded on the bill of lading or transportation document covering the shipment. NOTE: Overage on SEAVAN/container that is source-loaded and moved under a shipper's load and count, and arrives at destination with original seal (s) intact, is a supply discrepancy.

OWNER. The activity holding title to the tangible personal property.

PACKAGING. A generic term that includes the processes of preserving, packing, marking, and unitization as defined below:

MARKING. Application of numbers, letters, labels, tags, symbols, or colors for handling or identification during shipment and storage.

PACKING. Assembly of items into a unit, intermediate, or exterior pack with necessary blocking, bracing, cushioning, weatherproofing, reinforcing, and marking.

PRESERVATION. Application of protective measures to prevent deterioration; includes cleaning, drying, preservation materiel’s, barrier materiel’s, cushioning, and container, when necessary.

UNITIZATION. Assembly of packs of one or more line items of supply into a single load in such a manner that the load can be handled as a unit through the distribution system. Unitization (unitized loads/unit loads) encompasses consolidation in a container, placement on a pallet or load base, or securely binding together.

PACKAGING CONTROL POINT. An activity designated by a Military Service which monitors packaging discrepancies.

PACKAGING DISCREPANCY. Any unsatisfactory condition due to improper or inadequate packaging (including marking, packing, preservation, or unitization) and which causes the item, shipment, or package to be vulnerable to loss, delay, or damage, or unnecessary expense to the U.S. Government, as in excessive packaging.

PACKING, HANDLING, AND CRATING COSTS. Costs incurred for labor, materiel, or services in preparing materiel for shipment from or between storage and distribution points.

PARTIAL SHIPMENT UNIT. A shipment unit separated at the origin shipping activity into two or more increments with each increment identified and documented separately.

PASSING ACTIONS (GENERIC TERM). A general term identifying the transactions associated with materiel demands within the supply distribution system. This term is applicable when forwarding materiel demands from the initial source of supply to the ultimate source of supply.

PASSING ORDER. An order used to pass an erroneously routed requisition to the appropriate depot or distribution point, and to pass a requisition from one distribution system to another.

PAYBACK. When the Single Manager for Conventional Ammunition issues materiel from a location where the requesting service owns no materiel, the owning service is compensated for its loss of materiel by a like item and quantity at a location where the requesting service owns some materiel. The payback of the materiel is accomplished by ownership gain/loss transactions.

PERSONAL PROPERTY. Property of any kind or any interest therein, except real property. Tangible personal property includes military equipment, plant equipment, other equipment (general property, plant and equipment), reparables and consumables. For the purpose of this issuance, personal property discrepancies identify personal property as household goods, unaccompanied baggage (personal effects), house trailers (mobile homes), houseboats, railcars, and privately owned vehicles. (reporting applicable to packaging discrepancies only not applicable to security assistance (See Joint Travel Regulation, Volume 1).

PHYSICAL INVENTORY CUTOFF DATE. A date established for striking the property accountability record balance. This date serves as the reference point for considering the relationship between pre inventory/post inventory transactions and the physical count quantity to determine if the count is in agreement with the inventory record balance.

PHYSICAL INVENTORY INFLOAT CONTROL DATE. Established for initiating controls on all in-process transactions and materiel’s that could affect the outcome of the inventory.

PLANT EQUIPMENT. Personal property of a capital nature, consisting of equipment, furniture, vehicles, machine tools, test equipment, and accessory and auxiliary items, but excluding special tooling and special test equipment, used or capable of use in the manufacture of supplies or for any administrative or general plant purpose.

PORT OF DEBARKATION (POD). The geographic point at which cargo or personnel are discharged. This may be a seaport or aerial port of debarkation; for unit requirements; it may or may not coincide with the destination. (See Joint Publication 1-02.)

PORT OF EMBARKATION (POE). The geographical point in a routing scheme from which cargo or personnel depart. This may be a seaport or aerial port from which personnel and equipment flow to a port of debarkation; for unit and non-unit requirements, it may or may not coincide with the origin. (See Joint Publication 1-02.)

POSITIONING COSTS. Costs incurred in prepositioning items in the supply distribution system of a Military Department at locations OCONUS in anticipation of support to other authorized customers.

POST INVENTORY TRANSACTION. Any transaction, causing an increase or decrease to the property accountability record balance, dated after the established physical inventory cutoff date.

POST-POST TRANSACTION. The posting of a transaction to add to or subtract from the accountable stock record balance subsequent to physical issue or storage of a stocked item.

PREINVENTORY PLANNING. Pre inventory planning is conducted prior to the physical inventory cutoff date to reduce the potential for inventory inaccuracies through: (1) Actions to ensure location integrity by resolving such situations as un-binned/loose materiel; questionable identity of materiel in location; and multiple conditions, shelf-life (including date of pack/date of expiration), and/or materiel lots stored in a single location; and (2) document cleanup to ensure to the extent possible that adjustments and transaction reversals are posted to the record, in-process receipts are stored in location, and related transactions are transmitted to the IMM prior to the established physical inventory cutoff date.

PREINVENTORY TRANSACTION. Any transaction, causing an increase or decrease to the property accountability record balance, dated prior to the established physical inventory cutoff date.

PREMATURE FAILURE. Premature failures are limited to those failures occurring after the item has been placed in service or operations, but prior to expiration of a contractually prescribed warranty term/s and conditions/s or specified period of performance.

PREPOST TRANSACTION. The posting of a transaction to add to or subtract from the accountable stock record prior to physical issue or storage of a stocked item.

PRE-POSITIONED WAR RESERVE (PWR). That portion of the war reserve materiel requirement that the current Secretary of Defense guidance dictates be reserved and positioned at or near the point of planned use or issue to the user prior to hostilities, to reduce reaction time, and to assure timely support of a specific force or project until replenishment can be effected. (See Joint Publication 1-02.)

PREVENTATIVE ACTIONS. Those actions taken to prevent or preclude recurrence of the deficiency. These include design/specification/drawing changes, changes to procurement technical data packages for future buys, issuance of Quality Assurance Letters of Instructions, notices to contractors, procedural changes, and process changes.

PRINCIPAL (DMISA). The Military Service(s) or other Federal Department or Agency(s) [owner(s)] receiving depot maintenance support from the Agent. (Source: OPNAVINST 4790.14A. et.al)

PRINCIPAL ITEMS. An end item or a replacement assembly of such importance to operational readiness that management techniques require centralized individual item management throughout the supply system to include items stocked at depot level, base level, and using item level. (See DoDM 4140.01.)

PRIORITY DESIGNATOR (PD). A 2-position numeric code (01 – 15) that identifies the relative priority of the competing requisitions. As an integral of the UMMIPS, it is used by the materiel management systems to allocate available stocks among competing requisitions and is based on the combination of the F/AD assigned to the requisitioning activity and the urgency of need as prescribed in Volume 2, Supply. (See DoDM 4140.01.)

PROCESS REVIEW COMMITTEE (PRC). A component body that processes and recommends the disposition of Defense Logistics Management Standards change requests. See Chapter 1 for further information.

PROCUREMENT DEFICIENCY. Any unsatisfactory materiel condition that is attributable to improper, incorrect, ambiguous, omitted, or conflicting contractual requirements including the procurement document it references, or any problem condition due to technical requirements of materiel.

PROCUREMENT INSTRUMENT IDENTIFICATION NUMBER (PIIN). Identifies legacy contractual documents. Use of the PIIN is authorized in the DLMS and legacy MILSTRIP/MILSTRAP procedures, pending transition to the procurement instrument identifier (PIID).

PROCUREMENT INSTRUMENT IDENTIFIER (PIID). A standard unique identifier for a solicitation, contract, agreement, or order and related procurement instruments. See FAR Subpart 4.16 for PIID policy and procedures, including allowable letter designations to identify the type of instrument. For Other Transactions (OT), which contain a numerical designator of 3 or 9 for the type of instrument, see the definition in this appendix or DLM 4000.25, Volume 7.

PRODUCT QUALITY (ITEM) DEFICIENCY. A defect or nonconforming condition which limits or prohibits the product from fulfilling its intended purpose. Included are deficiencies in design, specification, material, manufacturing, and workmanship.

PRODUCT QUALITY DEFICIENCY REPORT (PQDR). The SF 368 form or format used to record and transmit product quality deficiency data.

PROGRESS PAYMENT. Amounts paid for goods or service, not yet delivered, to finance that portion on which performance has been completed.

PROOF OF DELIVERY. A legible data and signature of the designated receiver listed on the delivery manifest, certifying the item was received. Proof of delivery must also reflect the number of cases/containers received to agree with the number shown on supply documentation and actual weight received within weight-range variation. The proof of delivery establishes transfer of custody and liability to the receiver (Defense Transportation Regulation definition). In the case of nonreceipt of SDRs, the DoD ICP/IMM/shipping depot and the General Services Administration are required only to provide evidence of shipment.

PROPERTY ACCOUNTABILITY. The assignment of duties and responsibilities to an individual or organization that mandates jurisdiction, security, and answerability over public property. (See DoDM 4140.01.)

PROPERTY ACCOUNTABILITY RECORD. The official record of tangible personal property, including inventory, owned by the Department of Defense that is maintained to identify the quantities of items on-hand, unit prices, locations, physical condition, receipt and issue records, authorized stock numbers, item descriptions, and other such information necessary to properly account for materiel and exercise other inventory management responsibilities. (See DoDM 4140.01.)

PROPERTY RECORD. A formal record of property and property transactions in terms of quantity and/or cost, generally by item. An official record of Government property required to be maintained. Also called property account. (See Joint Publication 1-02.)

PROVISIONING ORDER. A written notification to a contractor to deliver spare repair parts against a line item already contained in a contractual instrument. (Both delivery date and prices may be estimated on the order subject to later definitized on a supplemental agreement.)

PURCHASING OFFICE (PO). The office that awards or executes a contract for supplies or services.

QUALIFIER. A data element that identifies or defines a related element, set of elements, or a segment. The qualifier contains a code taken from a list of approved codes.

QUALITY DEFICIENCY DATA. Information (based on objective evidence) provided by an activity concerning unsatisfactory new, newly reworked (Government or contractor) materiel, premature equipment failures, and products in use that does not fulfill their expected purpose, operation or service. The data can be as simple as the Originating Point's internal report form that initially recorded the deficiency. Of prime importance is the requirement for documentation that is based on direct examination, test, procedural review, etc.

QUALITY INVESTIGATION. A comprehensive investigation conducted by the quality assurance organization within the action/support Activity to determine whether the reported unsatisfactory materiel was repaired, manufactured, or tested in conformance with required specifications, standards, or contractual requirements and that applicable quality controls are adequate to ensure conformance. Corrective action will be initiated when inadequacies are identified.

QUANTITY RESTRICTION. A restriction in quantity on a single requisition to limit the number of shipment units to 25 each to accommodate structure if MILSTRIP TCNs only. Quantity restriction is applied to requisitions constituting volume shipments of equipment as specified by the Services. For example, wheeled/tracked and other items of equipment when a unit of issue of one each constitutes a single shipment unit. (Applicable to FMS only.)

RADIO FREQUENCY IDENTIFICATION. RFID systems consist of an antenna, a transceiver with a decoder, and a transponder, typically called an RFID tag. Depending on the type of tag used, the RFID tag may contain a simple “license plate” uniquely identifying the specific tag, or it may be programmed with application-specific information. The antenna acts as a link between the tag and the transceiver. Often, the antenna is packaged with the transceiver and decoder to become a reader, also known as an interrogator. Interrogators can be handheld or fixed-mount devices. The reader decodes the data and passes that information to a computer for processing. The information can be used for a wide variety of inventory management or other identification applications through a central database.

Passive RFID tags have no on-board battery and they provide short communication ranges (1-5 meters). These tags have a low data bandwidth and cannot initiate communications, they must be read.

Semi-passive RFID tags have an internal power source for tag circuitry which allows the tag to complete functions such as monitoring of environmental conditions and which may extend the tag signal range.

Active RFID tags allow extremely low-level RF signals to be received by the tag and the tag (powered by its internal source) can respond by generating a high-level signal back to the reader/interrogator. Active RFID tags can hold large amounts of data, are continuously powered, and are normally used when a longer tag read distance is desired.

RECEIPT ADJUSTMENTS. Receipt adjustment refers to the transfer of materiel to a different materiel owner using the Ship-in-Place process where retroactive reimbursement may apply. The materiel must be stowed prior to any changes. Materiel owners seeking receipt reimbursement have a 60-day window to submit their request to the designated Storage Activity.

RECLAMATION ACTIVITY. An activity that performs the process of reclaiming required serviceable and economically repairable components and materiel from excess or surplus property for return to the proper supply activity.

RECONCILIATION, PHYSICAL INVENTORY. To obtain agreement between the physical count and record balance by attempting to account for all transactions representing in-float documents.

RECORD RECONCILIATION PROGRAM. The record reconciliation program consists of actions required to assure compatibility between the assets in storage and the locator records and between the locator records and the owner records. Record reconciliation programs may include quantity. This program is accomplished in two phases:

a. Location Reconciliation. A match between valid storage activity records and the owner records, in order to identify and correct situations where items are in physical storage but not on record, on record but not in storage, or where common elements of data (may include quantity) do not match. Research of mismatches, including special inventories when required, results in corrective action.

b. Location Survey. A physical verification, other than actual count, between actual assets and recorded location data to ensure that all assets are properly recorded as to location, identity, condition, and unit of issue.

REDISTRIBUTION ORDER. An order issued by a responsible IMM to an accountable supply distribution complex directing release of materiel to another supply distribution activity within the same supply complex. For intra-Service use, an RDO may be used to direct release and shipment of materiel from a post, camp, station, or base to another similar activity to satisfy a specific demand.

REFERRAL ORDER. An order used between supply sources and distribution systems for the purpose of passing requisition or continued supply action when the initial activity cannot fill the demand.

RELEASE. A title given to annual updates of standards.

REPAIR AND RETURN. Consignment, without change in ownership, of reparable materiel from an owning activity to a Government, commercial, or industrial maintenance activity for repair and shipment directly back to the owning activity. The owning activity is responsible for negotiating maintenance agreements and preparation of applicable turn-in documents. The activity having custody of the materiel is responsible for maintaining the property accountability record (materiel accountability) prior to an assets induction into maintenance and following its return from maintenance.

REPORT CONTROL NUMBER (RCN). The PQDR report control number assigned by the Originating Point IAW a prescribed format containing the Originating Point's Department of Defense Activity Address Code (DoDAAC), calendar year and sequential number. The number has three parts. The first part has six places and is the DoDAAC of the originating DoD activity (reference c). Part two is the calendar year (two places.) Part three is a four-digit sequential number starting with 0001 at the beginning of the calendar year. Examples of valid number are FA4600050001 for the Air Force, W22G1G050001 for the Army, N38010050001 (or R or V service designators) for the Navy, and M38010050001 for the Marine Corps. (Marine Corps aviation units include N, R, or V designators.) If a contractor is creating the report, the first place should be a "0" (zero) followed by the applicable Commercial and Government Entity (CAGE) code; the second part is the calendar year; and the third part is a sequential number; for example, 053862050001. The RCN will not contain any hyphens or spaces.

REPORT OF DISCREPANCY. See Supply Discrepancy Report (SDR).

REPORTING ACTIVITY. Within the context of MRA, the reporting activity for U.S. Forces is the activity identified by the ship-to DoDAAC designated in the requisition. The reporting activity is normally the requiring activity or unit that receives the materiel and posts it to a record such as a retail stock record, stock record amount property account, etc. For security assistance shipments, the responsible Military Service ILCO will serve as the reporting activity. Within the context of MRP, the reporting activity is a Service or Agency organization that has reported materiel to an ICP/IMM.

REQUIRED AVAILABILITY DATE (RAD). A date specifying when end items and concurrent spare parts are committed to be available for transportation to a Foreign Military Sales, Grant Aid, or Security Assistant Program recipient.

REQUIRED DELIVERY DATE (RDD). A date specifying when materiel is actually required to be delivered to the requisitioner and is always earlier or later than the computed standard delivery date. A required delivery date cannot exactly equal a computed standard delivery date.

REQUIRED DELIVERY PERIOD (RDP). A period of time specifying the earliest and the latest acceptable date materiel can be delivered. (Applies to conventional ammunition requisitions only.)

REWORKED MATERIEL. Materiel that has been overhauled, rebuilt, repaired, reworked, or modified by a military facility or commercial facility. Such materiel will be considered newly reworked until it has been proven during actual system operation.

REQUISITION. An order for materiel initiated by an established, authorized organization (i.e., a DoD or non-DoD organization that has been assigned a DoD Activity Address Code) that is transmitted either electronically, by mail, or telephoned to a supply source within the Department of Defense or external to the Department of Defense (the General Services Administration (GSA), the Federal Aviation Administration (FAA), or other organizations assigned management responsibility for categories of materiel), according to procedures specified in Volume 2, Supply.

RESEARCH, PHYSICAL INVENTORY. An investigation of potential or actual discrepancies between physical count and recorded balances. The purpose of research is to determine the correct balance and determine the cause of discrepancies. There are three types of research:

CAUSATIVE RESEARCH. An investigation of discrepancies; i.e., gains and losses, consisting of, as a minimum, a complete review of all transactions to include supporting documentation, catalog change actions, shipment discrepancies, and unposted or rejected documentation occurring since the last completed inventory. The purpose of causative research is to identify, analyze, and evaluate the cause of inventory discrepancies with the intention of eliminating repetitive errors. Causative research ends when the cause of the discrepancy has been discovered or when, after review of the transactions, no conclusive findings are possible.

POSTCOUNT VALIDATION. A comparison of physical count with recorded balances or another count, with consideration of transactions that have recently occurred. The purpose of post count validation is to determine the validity of the count. Post count validation research ends when the accuracy of the count has been verified or when any necessary recounts have been taken.

PREADJUSTMENT RESEARCH. A review of potential discrepancies that involves consideration of recent transactions and verification of catalog data. The purpose of pre-adjustment research is to determine the correct balance. Pre-adjustment research ends when the balance has been verified or the adjustment quantity determined.

RESPONSIBLE ACTIVITY. Any activity required to take action as a result of a Supply Discrepancy Report (SDR); (e.g., ICP, contract administration office, packaging control point, or a shipping activity of shipments from an RDO).

RETAIL STOCK. Stock held in the custody or on the record of a supply organization below the wholesale level. (See DoDM 4140.01.)

RETROGRADE CARGO. A movement of materiel opposite of the normal flow, e.g., cargo returned from OCONUS to CONUS.

SCRAP. Materiel that has no value except for its basic materiel content.

SCREENING POINT. Designated Activities within each DoD Component that review the PQDR for proper categorization, validity, correctness of entries, accuracy, and ensures complete address information and determines and transmits the PQDR to the proper action point. The screening point is either inside or outside the DoD Component, maintains an audit trail for each PQDR, reviews closeout responses from action points, and collects, maintains, and exchanges PQDR data.

SEAPORT OF DEBARKATION (SPOD). An authorized point of arrival from a foreign country or the United States located at a seaport. It is identified by a three-position water port identifier code (Reference DTR 4500.9-R).

SEAPORT OF EMBARKATION (SPOE). An authorized point of departure from a foreign country or the United States located at a seaport. It is identified by a three-position water port identifier code (Reference DTR 4500.9-R).

SECURITY ASSISTANCE ORGANIZATION (SAO). All Department of Defense elements located in a foreign country with assigned responsibilities for carrying out security assistance management functions. It includes military assistance advisory groups, military missions and groups, offices of defense and military cooperation, liaison groups, and defense attaché personnel designated to perform security assistance functions.

SECURITY COOPERATION CASE DESIGNATOR. The Security Cooperation case designator code is used to reflect a FMS contractual sales agreement (Letter of Offer and Acceptance) between the U.S. and an eligible foreign country. It is a unique code used with a country identification code to identify a particular foreign military sale. The Security Cooperation case designator is a minimum three, maximum four-character designation; however, it is restricted to three positions under DLMS.

SECURITY COOPERATION CUSTOMER CODE. The Security Cooperation (SC) customer code is a code used by Defense Security Cooperation Agency to represent the country, international organization, region or program authority associated with transactions recorded in Security Cooperation systems and associated with programs implemented in the Foreign Military Sales Trust Fund. The Security Cooperation customer code is a minimum two, maximum three-character designation; however, it is restricted to two positions under DLMS. Pending separation of the country and activity codes used for distribution and physical location in clear text addressing under the DLMS, the SC customer code values and the country and activity codes are maintained in a mixed-purpose table in LOGDRMS (in association with Qualifier 85 an 85*.

SECURITY COOPERATION IMPLMENTING AGENCY. The implementing agency (IA) code identifies the military department or defense agency responsible for the execution of military assistance programs. With respect to FMS, this is the military department or defense agency assigned responsibility by the Defense Security Cooperation Agency to prepare a Letter of Offer and Acceptance (LOA) and to implement an FMS case. The implementing agency is responsible for the overall management of the actions that will result in delivery of the materials or services set forth in the LOA that was accepted by a foreign country or international organization. For Military Service and Missile Defense Agency sponsored FMS cases, the IA code is equivalent to the Service/Agency code used in the first position of the document number; for all other Defense Agencies the IA does not equate to the Service/Agency code. The only IA codes authorized for MILSTRIP requisitioning are B (Army), D (Air Force), I (Missile Defense Agency), P (Navy), and R (DLA).

SEGMENT. Consists of logically related data elements in a defined sequence. A data segment consists of a segment identifier, one or more data elements each preceded by an element separator, and ends with a segment terminator. (See Volume 1, Chapter 7, for additional descriptive information.)

SHELF-LIFE. The length of time during which an item of supply, subject to deterioration or having a limited life which cannot be renewed, is considered serviceable while stored. (See Joint Publication 1-02.)

SHELF-LIFE ITEM. An item of supply possessing deteriorative or unstable characteristics to the degree that a storage time period must be assigned to assure that it will perform satisfactorily in service.

SHIP-IN-PLACE. A procedure that causes a custodial activity of a given materiel to transfer the ownership to a gaining inventory manager (GIM) without a physical shipment. The custodial activity uses the materiel release order (MRO) and the pre-positioned materiel receipt (PMR) transaction to receive authorization to complete the request. Also known as Ship-to-Self).

SHIP-TO/MARK-FOR CODE. A one-position alphabetic or numeric code that identifies the mark-for address of the activity to receive the materiel. This code will also identify the ship-to address for materiel/documentation for shipment moving through the Defense Transportation System (DTS).

SHIPMENT. Movement of materiel from point of origin to destination by any mode.

SHIPMENT STATUS. Informs activities of the actual shipping dates (such as the date released to the carrier), the release criteria for shipments, or shipment delay notifications. Also provides for an interface with transportation and for shipment tracing by activities under DTR 4500.9-R.

SHIPMENT UNIT. One or more items assembled into one unit that becomes the basic entity for control throughout the transportation cycle.

SHIPPER. Any organization, service, or agency (including the contract administration or purchasing office for vendors) that originates/delivers materiel to a carrier for movement. The shipper may be a Military organization or activity, other Government agency, or a manufacturer or vendor. The functions performed include planning, assembling, consolidating, documenting, and arranging for movement of materiel.

SHIPPING ACTIVITY. A Service/Agency activity that originates shipments and plans, assembles, consolidates, documents, and arranges for movement of materiel.

SHIPPING (ITEM) DISCREPANCY. Any variation in quantity or condition of materiel received from that shown on the covering authorized shipping documents, e.g., DD Form 1348-1A, Issue Release/Receipt Document, or purchase order. Shipping discrepancies include incorrect and misdirected materiel, receipt of canceled requirements, improper, inadequate technical or supply documentation, or other discrepancies as enumerated in, Volume 2, Supply, and not the result of a transportation error or product quality deficiency.

SHORTAGE. Item shortage is when the quantity received is less than the quantity ordered or shown on the shipping document. The shortage is not evident on delivery but is discovered when the container is opened and the contents are checked. Transportation shortages reportable under DLAR 4500.15, are shortages of boxes, packages, or loose articles of freight in a SEAVAN/Military Van (MILVAN), roll on/roll off, or a Container Express (CONEX) found to be less than the quantity of freight as recorded on the applicable bill of lading. NOTE: Shortage on SEAVAN/container that is source loaded and moves under shipper's load and count, and arrives at destination with original seal(s) intact, is considered a supply discrepancy.

SHRINKAGE. A reduction in size, weight, or substance.

SINGLE MANAGER FOR CONVENTIONAL AMMUNITION (SMCA). The responsibility assigned to the Secretary of the Army by the Secretary of Defense for the procurement, production, supply, and maintenance/renovation of conventional ammunition within the Department of Defense. Specific responsibilities, functions, authority, and relationships are contained in DoDD 5160.65, “Single Manager for Conventional Ammunition,” August 1, 2008

SMALL ARMS AND LIGHT WEAPONS. For the purpose of DoD small arms and light weapons reporting, small arms and light weapons are defined as man-portable weapons made or modified to military specifications for use as lethal instruments of war that expel a shot, bullet or projectile by action of an explosive. Small Arms are individually operated weapons which are portable or can be fired without special mounts or firing devices and which have potential use in civil disturbances and are vulnerable to theft. Examples include:

Handguns (e.g., revolvers and self-loading pistols)
Shoulder-fired weapons (e.g., carbines, rifles, and shotguns)
Sub-machine guns
Assault rifles
Light automatic weapons

Light weapons are broadly categorized as those weapons designed for use by two or three members of armed or security forces serving as a crew, although some may be used by a single person. Examples include:

General purpose, medium and heavy machine guns
Under-barrel, mounted, and automatic grenade launchers
Portable anti-aircraft guns
Portable anti-tank guns
Recoilless rifles up to and including 106 mm
Launchers of missile and rocket systems
Mortars up to and including 100-120 mm (includes high velocity mortars systems)

Associated suppressors, silencers, mufflers, and noise suppression devices appropriate for previously listed small arms and light weapons are included and will be reported within an accountable system.

Antique small arms and light weapons as identified in 18 USC Section 921, “Gun Control Act,” will follow the owning Component’s inventory control and accountability procedures and be tracked within an accountable system.

SMALL ARM AND LIGHT WEAPONS SERIAL NUMBER. The total series of characters appearing on the firing component part of small arms or light weapons.

SOURCE OF SUPPLY. Any Federal Government organization exercising control of materiel and to which requisitions are directed. (See DoDM 4140.01.)

SPECIAL PROGRAM REQUIREMENT (SPR). Automated procedure to forecast select future nonrepetitive requirements that cannot be forecast by the ICP based on demand data and which have the greatest probability of resulting in the eventual submission of requisitions.

SPLIT SHIPMENT UNIT. A whole or partial shipment unit separated at a transshipment point into two or more increments with each increment identified and documented separately.

STANDARD DELIVERY DATE (SDD). A date computed by adding the individual Uniform Materiel Movement and Issue Priority System (UMMIPS) time standards to the requisition date.

STANDARDS. The technical documentation approved for use in the DLMS; specifically, transaction sets, segments, data elements, and code sets. Standards provide the framework for structuring each DLMS transaction.

STATUS RECIPIENT. Includes, but not limited to, requisitioners, International Logistics Control Offices/monitoring activities (Security Assistance and Foreign Military Sales (FMS)), designated MAPAD TAC 4 country designees (FMS), and MAPAD TAC 3 country/in-country security assistance activities status designees (Grant Aid customers).

STOCK READINESS. A DoD program involving the tasks needed to assure that the proper condition of materiel in storage is known and reported, that the condition is properly recorded, and that the materiel is properly provided with adequate packaging protection to prevent any degradation to lower condition codes. Stock Readiness concerns itself with the in-storage inspection, minor repair, testing, exercising of materiel, and packaging aspects associated with these efforts. Stock Readiness includes the elements of COSIS plus the functions related to the receipt, identification, classification, and packaging of materiel during the receipt process. Stock Readiness excludes those actions that fall under the area of general warehouse care and depot maintenance, including the use of proper storage aids, identification of materiel/storage locations, and re-warehousing actions.

STOCK RECORD ACCOUNT. A basic record showing by item the receipt and issuance of property, the balances on hand, and such other identifying or stock control data as may be required by proper authority.

STORAGE ACTIVITY. The organizational element of a distribution system which is assigned responsibility for the physical handling of materiel incident to its check-in and inspection (receipt), its keeping and surveillance in a warehouse, shed, tank, or open area (storage), and its selection and shipment (issue). (See DoDM 4140.01.)

STORAGE LOCATION. The physical location within a storage activity where materiel is stored.

SUBSISTENCE TYPE OF PACK CODE. Use only in subsistence requisitions to indicate the required level of pack to be applied to shipments of perishable and nonperishable subsistence materiel.

SUBSTITUTABLE ITEM. An item possessing functional and physical characteristics that make it capable of being exchanged for another only under specified conditions or for particular applications and without alteration of the items themselves or of adjoining items. That term is synonymous with the phrase “one-way interchangeability,” such as item B will be interchanged in all applications for item A, but item A will not be used in all applications requiring item B. (See DoDM 4140.01.).

Sub Tier Code. A field in the DoDAAD that indicates if a DoDAAC is tied to a specific Federal Agency Sub Tier (a.k.a. bureau) for business uses within the Federal Procurement Data System (FPDS).

SUMMARY BILLING RECORD (SBR). A record, used in the interfund billing system, which summarizes the values of detail billing records and provides other information needed to support transfers of funds between appropriations.

SUMMARY CODE. A nine-character code that provides the overall conclusion of the PQDR investigation that includes determination of responsibility, severity, broad and detailed cause, corrective action and preventative actions and materiel disposition of the PQDR.

SUPPLEMENTARY ADDRESS. The activity address of a customer when the recipient of materiel and/or the billing activity is other than the requisitioner address.

SUPPLEMENTARY PROCUREMENT INSTRUMENT IDENTIFIER (Supplementary PIID). Identify amendments or modifications to the procurement instrument. The Supplementary PIID must be used in conjunction with the PIID.

SUPPLY DISCREPANCY. Errors reportable under Volume 2, Supply. For example any variation in goods received from data shown on the covering shipping documents (General Services Administration or Single Line Item Release/Receipt Document; Issue Release/Receipt Document (IRRD); Requisition and Invoice/Shipping Document; authorized procurement delivery document or vendor's packing list; or other authorized shipping document) which is not the result of a transportation discrepancy or product quality deficiency. Supply discrepancies encompass variations in condition or quantity including damaged or lost USPS shipments (except lost registered, insured, or certified), item shortage or overage, incorrect and misdirected materiel, receipt of canceled requirements, improper or inadequate technical data or supply documentation, and any unsatisfactory condition due to improper packaging which causes the materiel to be vulnerable to loss, delay, or damage or which imposes unnecessary expense to the U.S. Government; e.g., excessive packaging.

SUPPLY DISCREPANCY REPORT (SDR). An electronic transmission or manual form used to report a supply discrepancy. Other types of discrepancies may be reported via SDR only as specifically authorized under Volume 2, Supply, Chapter 17.

SUPPLY SOURCE. The Component installations or activities in their respective distribution systems designated to receive and process requisitions and related transactions; for example, the ICP, DLA Supply Chains, IMM, stock point, or depot

SUPPLY STATUS. Informs activities of action taken or being taken on materiel requisitioned but not shipped, shipment consignments instructions, or disposition instructions for materiel offered under the materiel returns program (MRP).

SUPPLY SYSTEM RESPONSIBILITY ITEM (SSRI). These items are furnished by the supply system when the end item is issued and will be transferred with the end item during redistribution or other changes of custody unless otherwise specifically directed by the appropriate authority. This term equates to Components of End Item (COEI).

SUPPORT POINT. Any activity that helps the Action Point, as requested, conduct and provide results of a special analysis or investigation to correct or prevent a product quality deficiency.

TEST DEFICIENCIES. Any incompatibility or failure of materiel as measured against the applicable test specifications, procedures, or test equipment between Government and contractor-cognizant activities.

THEFT. The felonious taking and removal of materiel.

TOTAL ITEM PROPERTY RECORD. The record or record set maintained by the IMM that identifies the quantity, condition, and value of the items assets for each organizational entity having physical custody of these assets. The total item property record includes materiel that is due in, in transit, in organic wholesale repair facilities, in a contractor's custody, on loan, on hand in wholesale distribution centers, on hand at retail activities, and for reported assets in the custody of users. (See DoDM 4140.01.)

TOTAL NONRECEIPT. Complete nonreceipt of item(s) shipped.

TRANSACTION NUMBER (OR TRANSACTION REFERENCE NUMBER). A unique reference number assigned to a transaction for identification throughout the logistics system and for the life of the transaction until its retirement is authorized in official audit reports. For DLMS transactions, this is the document number.

TRANSACTION SET (TS). The electronic data interchange (EDI) equivalent of a paper business document composed of data elements and data segments.

TRANSPORTATION CONTROL NUMBER (TCN). A 17-position alphanumeric character set assigned to control a shipment unit throughout the transportation cycle of the DTS.

TRANSPORTATION COSTS. Costs paid to common carriers or Government activities to move materiel within the transportation system.

TRANSPORTATION DISCREPANCY REPORT. A form used to report loss and damage to materiel.

TRANSPORTATION METHOD CODE. This code identifies the specific method used for each segment of movement within the Defense Transportation System. For additional information, see the Defense Transportation Regulation, 4500.9-R, Part II, Cargo Movement, Appendix GG, Transportation Method Codes.

TRANSPORTATION PRIORITY (TP). A number assigned to a shipment that establishes its movement precedence by air, land, or sea within the DTS.

TRANSSHIPPER. A transportation activity, other than the shipper or receiver, that handles or documents the transfer of a shipment between conveyances. A trans-shipper is usually a consolidation and containerization point (CCP), air or sea port of embarkation, air or sea port of debarkation, or break-bulk point. A trans-shipper may perform more than one type transshipment.

TYPE I SHELF-LIFE ITEM. An item of supply that is determined through an evaluation of technical test data and/or actual experience to be an item with a definite non-extendable period of shelf life. (See DoD 4140.27-M.)

TYPE II SHELF-LIFE ITEM. An item of supply having an assigned shelf-life time period that may be extended after completion of inspection/test/restorative action. (See DoD 4140.27-M).

TYPE OF ADDRESS CODE (TAC). A one-position alphabetic or numeric code which designates the use of a DoDAAD or MAPAD address.

UNCLASSIFIED PROPERTY RECORD. A stock account belonging to a DoD activity whose mission is not classified, whereas a classified account contains information of a sensitive nature, the disclosure of which may be detrimental to the U.S. Government's interest (e.g., small arms or light weapons belonging to intelligence-gathering activities).

UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS). A structure that establishes time standards, based on the mission and urgency of need of the requestor, for the supply of materiel from the date of the requisition to the time that the acknowledgment of physical receipt is posted to the requisitioner’ s inventory record. (See DoDM 4140.01.)

UNIQUE ITEM IDENTIFIER (UII). An identifier used to uniquely identify an individual asset used within DoD. The UII may be derived from a DoD recognized IUID equivalent [e.g., Vehicle Identification Number] or a composite structure defined by the DoD [refer to UII Construct 1 and UII Construct 2]. Formation of the UII relies upon two primary methods of serialization: (1) Serialization within the enterprise and (2) Serialization within the original part number of the enterprise. Refer to OSD policy and supporting documentation for specific guidance. Refer to the current version of MIL-STD-130 for specific guidance on marking of U.S. Military property. The generic term, UII, has evolved through usage to mean the concatenated UII as a common database key without regard to the UII data set being used.

UNIQUE ITEM IDENTIFIER (UII) TYPE. A designator that identifies the specific structure and syntax of a type of UII. Specific examples of the UII Type are: Vehicle Identification Number (VIN), UII Construct I (UII 1), UII Construct 2 (UII 2).

UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 1. This is a concatenated UII based upon serialization within the enterprise. The concatenated UII Construct 1 contains the IAC, EID, and serial number.

UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 2. This is a concatenated UII based upon serialization within the part, lot, or batch number within the enterprise. The concatenated UII Construct 2 contains the IAC, EID, original part number, lot or batch number, and serial number.

UNIQUE ITEM TRACKING (UIT). A program within DoD for tracking selected items to maintain visibility of each uniquely identified asset for the primary purpose of inventory control and/or engineering analysis.

USTRANSCOM REFERENCE DATA MANAGEMENT (TRDM). A utility for managing transportation reference tables utilized by various Department of Defense (DoD) systems. It distributes the data to systems using a variety of methods according to individual system requirements and has an application for entering data.

VALIDATED DISCREPANCY REPORT. A discrepancy report in which the authorized processing point has both accepted for processing and confirmed or has a reason to believe the discrepancy has occurred. For adjustment purposes, an SDR for non-receipt is considered validated when the shipping office determines the non-traceability of the shipment.

VERSION. A title given to the updates (every 3 years) of a Defense Logistics Management Standard that has officially been approved by ASC X12.

WAR MATERIEL REQUIREMENT. The quantity of an item required to equip and support the approved forces specified in the current Secretary of Defense guidance through the period prescribed for war materiel planning purposes.

WHOLESALE STOCK. Stock, regardless of funding sources, over which the IMM has asset knowledge and exercises unrestricted asset control to meet worldwide inventory management responsibilities. (See DoDM 4140.01.)

WIDE AREA WORK FLOW - RECEIPT and ACCEPTANCE (WAWF-RA). WAWF-RA is the designed program to automate Commercial Invoices and Government Receiving Reports in a web-based, paperless environment. WAWF-RA electronically captures and coordinates the four basic pieces of the payment process. WAWA-RA users input their invoices and receiving reports by transition or via the Internet. These are compared to contracts stored in the Defense Finance Accounting System (DFAS) - Electronic Document Access (EDA) system. Once the invoice and receiving reports are approved and processed, payment transactions are initiated via Electronic File Protocol (EFT) to the contractor’s bank account.

WOOD PACKAGING MATERIEL (WPM). Wood or wood products (excluding paper products) used in supporting, protecting, or carrying a commodity (includes dunnage). Examples of WPM include but are not limited to pallets, skids, pallet collars, containers, crates, boxes, cases, bins, reels, drums, load boards, and dunnage. Wood packaging made of exempt materiel’s but combined with solid wood components must still be treated and marked. WPM does not include processed wood materiel’s and manufactured wood products.

WRONG ITEM. Any incorrect or misidentified item or unacceptable substitute item received requiring submission of a discrepancy report. See also, MISIDENTIFIED ITEM and INCORRECT ITEM.

APPENDIX 1

REFERENCES

References[1] in this manual are linked to the authoritative sources from the Defense Enterprise Data Standards Office Website for the following publication categories:

Defense Logistics Manuals: www.dla.mil/DLMS-Pubs

Discrepancy Status or Disposition (Reply) Code[2]: https://logdrms.dla.mil

The following references are listed in the order they appear in the text of the manual:

Document

DoDI 5000.64, “Accountability and Management of DoD Equipment and Other Accountable Property,” June 10, 2019

DoD 7000.14-R, “Department of Defense Financial Management Regulations (FMR)”

DoDI 4140.01, "DoD Supply Chain Materiel Management Policy," March 06, 2019

DoDM 4140.01, "DoD Supply Chain Materiel Management Procedures: Operational Requirements," December 13, 2018

DoDM 4140.01, Volume 5, DoD Supply Chain Management Procedures: Delivery of Materiel, February 7, 2023

DoDM 4140.26-Volume 2, DoD Integrated Materiel Management (IMM) for Consumable Items: Logistics Reassignment, June 10, 2022

DoD Directive 8190.01E, “Defense Logistics Management Standards (DLMS),” December 30, 2019

DLM 4000.25-4, “Defense Automatic Addressing System (DAAS)” April 09, 2022

Federal Acquisition Regulation (FAR) and the Defense Federal Acquisition Regulation Supplement (DFARS), various dates

DTR 4500.9-R, “Defense Transportation Regulation,” varies by volume

DLAR (JSR) 4145.04, AR 740-3, AFMAN 23-125, NAVSUPINST 4400.100B, MCO 4450.15B, "Joint Service Regulation," October 21, 2020.

DoD Instruction 3110.06, “War Reserve Materiel Policy,” January 07, 2019

DoDM 4140.27, "DoD Shelf-life Management Program," December 11, 2019

Volume 1 Program Administration

Volume 2 Materiel Quality Control Storage Standards

DoD 4140.25-M, “DoD Management of Bulk Petroleum Products, Natural Gas and Coal,” varies by volume

DoD 5200.8-R, “Physical Security Program,” October 19, 2020

DoD 4100.39, "Federal Logistics Information System (FLIS) Procedures,” June 03, 2019

DoDM 5100.76-M, "Physical Security of Sensitive Conventional Arms, Ammunition, and Explosives (AA&E)," October 05, 2020

FAR Part 45: Government Property, Subpart 45.6—Reporting, Reutilization, and Disposal.

DoD 7000.14R, DoD Federal Management Regulation (FMR), June 30, 2022

DoD Directive 5160.65, “Single Manager for Conventional Ammunition,” August 31, 2018

DoD 4140.26-M, Volume 4, "DoD Integrated Materiel Management (IMM) for Consumable Items," June 10, 2021

Army Materiel Command Regulation (AMC-R) 700-99/Naval Supply Systems Command Instruction (NAVSUPINST) 4790.7/Air Force Logistics Command Regulation (AFLCR) 400-21/Marine Corps Order (MCO) P4410.22, “Logistics Wholesale Inventory Management and Logistics Support of Multi-Service Used Nonconsumable Items

ASTM D3951, Standard Practice for Commercial Packaging

AR 40-660/DLAR 4155.26/NAVSUPINST 10110.8C/AFR 161-42/MCO 10110.38C, DoD Hazardous Food and Nonprescription Drug Recall System, August 15, 1996

DoDM 4160.21, “Defense Materiel Disposition: Disposal Guidance and Procedures,” August 31, 2022

MIL-STD-129R, “Military Marking for Shipment and Storage,” February 18, 2014

DLAD 4145.7/AR 700-15/NAVSUPINST 4030.28E/AFMAN24-206_IP/MCO 4030.33E, Packaging of Materiel, January 12, 2004

DLAR 4155.3/AR 30-12/NAVSUPINST 4355.2/AFR 74-5/MCO 10110.21F, "Inspection of Subsistence Supplies and Services," November 3, 1986

DoD Directive 5410.12, “Economic Adjustment Assistance to Defense-Impacted Communities,” August 31, 2018

Disposition Services I4160.14, “Operating Instructions for Disposition Management,” May 12, 2008

DLM 4000.25, Defense Logistics Management Standard, (DLMS) 4000.25, August 2023

DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP), December 14, 2016

29 CFR 1910.1200(b)(6)

DoDM 5200.01, "DoD Information Security Program," February 24, 2012

DLAR 4155.24/AR 702-7/SECNAVINST 4855.21/AFI 21-115/DCMA INST 1102, Joint Service Regulation, Product Quality Deficiency Report Program, August 1, 2022

MIL-HDBK-701, “Blocking, Bracing and Skidding of Industrial Plant Equipment for Shipment and Storage”

MIL-STD-107, “Preparation and Handling of Industrial Plant Equipment (IPE) for Shipment and Storage”

MIL-STD-129, “Standard Practice, Military Marking for Shipment and Storage,” February 18, 2014

MIL-STD-130, "DoD Standard Practice Identification Marking of U.S. Military Property"

MIL-STD-2073-1, Standard Practice for Military Packaging, December 15, 1999

National Archives Records Administration (NARA) General Records Schedule (GRS)

National Telecommunications and Information Systems Security Instruction (NTISSI) No. 4001, "Controlled Cryptographic Items"

DoD Instruction 8320.02, Sharing Data, Information, and Information Technology (IT) Services in the Department of Defense, June 24,2020

DoD 5200.2-R “Personnel Security Program,” February 23, 1996

Foreign Assistance Act of 1961, as amended and the Arms Export Control Act of 1976, as amended

DoDI 4140.61, “Customer Wait Time and Time Definite Delivery,” December 14, 2000

DoDI 4140.67, DoD Counterfeit Prevention Policy, April 26, 2013

DoD Directive 5010.40, Managers Internal Control Procedures, May 30, 2013

PIEE Electronic Data Interchange Implementation Guides

SECNAVINST 4855.3D, Product Data Reporting and Evaluation Program, December 21, 2018

Title 41, Code of Federal Regulations, 101-26.8, Discrepancies or Deficiencies in General Services Administration (GSA) or Department of Defense (DoD) Shipments, Material or Billings.

Title 41, Code of Federal Regulations, 101-26.802, Exclusions

APPENDIX 2