DLMS Data Dictionary

The Authoritative Resource for DLMS X12 Data Elements and Codes

This Data Dictionary is the authoritative reference for all data elements used across Defense Logistics Management Standards (DLMS) Implementation Conventions (ICs). It provides standardized definitions and technical specifications for DLMS and its underlying ANSI ASC X12 data structures.

What This Dictionary Provides:

  • Clear Definitions: Find the official business definition and purpose for every data element used in DLMS transactions.
  • Technical Specifications: Get the exact technical format, length, and structure for each element as it appears in an X12 transaction.
  • DLMS to X12 Mapping: Understand exactly how a DLMS business term maps to a specific X12 segment and element (e.g., "Ship-To Address" maps to N1*ST in the 511R transaction).
  • Authoritative Code Lists: Access the complete and current lists of approved codes and qualifiers used in logistics transactions, such as status codes, discrepancy codes, and unit of issue codes.

Who Should Use This Resource:

  • System Developers & Integrators: To correctly build, map, and test DLMS-compliant applications.
  • Logistics & Supply SMEs: To understand the precise meaning and proper use of data in our business processes.
  • Data Analysts & Managers: To ensure data quality, standardization, and interoperability across systems.

Key Implementation Notes:

  • Relationship to Implementation Conventions (ICs): This Data Dictionary is a reference tool that enhances and supports the DLMS Implementation Conventions (ICs); it does not replace them. For proper implementation, users must consult the detailed guidance and business rules contained within the applicable IC.
  • Governing Standards: All data elements are governed by the Accredited Standards Committee X12 (ASC X12) and the policies within DLM 4000.25, Defense Logistics Management Standards (DLMS). The ASC X12 is the governing source for X12, which is an electronic data interchange (EDI) standard.
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View ICSorted by ascending REF CODE CODE NAME GENERAL CODE DEFINITION CODE DLMS NOTE
  842A-R AMT03 E Credit(Estimated) Use to indicate that the dollar amount provided represents an estimated cost.
  842A-R N101 C4 Contract Administration Office 1. Use to identify the DODAAC of Contract Administration Office (CAO) for the identified contract number. 2. Populated via EDA interface with WebSDR when available for contract-related discrepant shipments. 3. This data element is required on the action activity reply for contract-related shipments when unavailable via EDA interface.
  842A-R N101 SH Shipper 1. Use to identify the shipping activity by Routing Identifier Code, DODAAC, or vendor/contractor CAGE code. 2. Vendor CAGE code populated via EDA interface with WebSDR when available for contract-related discrepant shipments. 3. This data element is required on the action activity reply for contract-related shipments when unavailable via EDA interface.
  842A-R N101 SU Supplier/Manufacturer Use with REF01 XB to identify the CAGE code of the manufacturer of the incorrect (wrong) item received.
  842A-R N103 10 Department of Defense Activity Address Code (DODAAC) Use 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
  842A-R N103 33 Commercial and Government Entity (CAGE)
  842A-R N103 M4 Department of Defense Routing Identifier Code (RIC) Use to serve multiple purposes; supply source codes, inter-system routing codes, intra-system routing codes, and consignor (shipper) codes
  842A-R LM01 DF Department of Defense (DoD) Executive department of the U.S. federal government charged with coordinating and supervising the U.S. Armed Forces and related functions and agencies.
  842A-R LQ01 EQ Controlled Inventory Item Code Use to identify the CIC associated with the wrong item received.
  842A-R LQ01 FD Demilitarization Code Use to identify Demilitarization Code associated with the wrong item received.
  842A-R NCA02 RS Response Requirements Follow Use to satisfy ANSI syntax requirements.
  842A-R NTE01 AES Actual Evaluation Summary Use to provide general narrative remarks associated with SDR/SQCR reply.
  842A-R NTE01 TPO Third Party Organization Notes Use to identify remarks provided by the ILCO. A - data maintenance action was approved in version 5020. The approved code/name is “ILC International Logistics Control Office”.
  842A-R DTM01 198 Completion Use for SDR/SQCR Completion Date. Use only on completion notice (BNR01=CN).
  842A-R DTM01 311 Latest Receiving Date/Cutoff Date 1. This is the suspense date by which requested materiel or documentation must be received. 2. Must use with SDR Reply Code , and 17. 3. Use with ship-to location identified at 2/N101/410. 4. Pending full implementation of this data field under DLMS, the suspense date must also be identified in the SDR Reply remarks field to ensure that the receiving application has visibility of this information. Refer to ADC 1249.
  842A-R DTM01 446 Replacement Use to identify the estimated date of reshipment of replacement materiel.
  842A-R REF01 8 Carrier Assigned Package Identification Number Use to identify the commercial carrier-assigned tracking number for materiel return.
  842A-R REF01 16 Military Interdepartmental Purchase Request (MIPR) Number Use to identify the MIPR for disposal of hazardous materiel.
  842A-R REF01 GD Return Goods Bill of Lading Number
  842A-R REF01 QE Replacement Customer Reference Number Use to identify the document number for reshipment of replacement materiel when different from the original document number.
  842A-R REF01 QJ Return Material Authorization Number 1. Used to identify the document number applicable to materiel return. Must use return document number when SDR Reply Code 105 or 107 applies. 2. Return on original shipment document number preferred, but may not be possible due to system constraints. Must use alternate document number for materiel already in a DLA Distribution Center necessitating ship-in-place processing for return.
  842A-R REF01 TH Transportation Account Code (TAC) Use to identify the TAC for materiel return when applicable.
  842A-R REF04-01 W8 Suffix Use to identify supply transaction partial actions taken on the original document without duplicating or causing loss of identity of the original document number When citing a return document number (Code QJ) or a replacement shipment document number (Code QE), use to identify the document number suffix when applicable.
  842A-R N101 BT Bill-to-Party Use to identify the billing DODAAC for disposal of hazardous materiel.
  842A-R N101 HA Owner 1. Use as applicable to identify the materiel owner by RIC. Must use for storage activity SDRs (Document Type 8, 9, R, A, N, and P) and SQCRs (Type 5). 2. For DLA Disposition Services prepared SDRs (Document Type D), use to identify DLA Disposition Services as the owner for materiel turn-ins with the exception of materiel that was not Accepted. For this situation, the owner may be left blank and the original owner of the materiel will be understood to be the current owner. 3. Delayed implementation. Use Code SUS Supply Source for owner identification pending implementation of ADC 126 no later than 2018.
  842A-R N101 KA Item Manager 1. Use as applicable to identify the item manager by RIC. Must use for use for storage activity SDRs (Document Type 8, 9, R, A, N, and P). 2. Delayed implementation. Use Code SUS Supply Source for manager identification pending implementation of ADC 126 no later than 2018.
  842A-R N101 LW Customer Use to identify the SDR report initiator by DODAAC (if not identified by 1/N101/120/ZD).
  842A-R N101 ST Ship To 1. Use to identify the location to which materiel must be shipped/returned. Location must be identified by DODAAC or CAGE (for contractors with no assigned DODAAC). Text address may be included in SDR Reply remarks text for DoD activities and must be included for contractors identified by CAGE. Must include location when SDR Reply Code 105, 106, 107, or 108 applies. MFR 1503 DLM 2. Pending full implementation of discrete data elements for the ship-to, the DODAAC or CAGE, must be repeated in the SDR Reply remarks block to ensure that all users will receive the specified location.
  842A-R N101 TT Transfer To 1. The responding activity uses to designate the new action activity to which the original SDR is to be forwarded (use with Reply Code 504 (2/LQ01/4650/HD). 2. The source of supply uses to designate the storage activity (initial action activity) to which the SDR is being returned to be reworked with disposition instructions provided by the source of supply (use with Reply Code 526 or 527 (2/LQ01/4650/HD). Refer to ADC 1217. 3. DoD WebSDR uses in the reply transaction forwarded by WebSDR to the submitter to identify the new action activity to which the SDR has been forwarded by the shipping activity for disposition and/or financial resolution (used with 30-series reply codes (2/LQ01/4650/HD). The new action activity will provide a subsequent reply. 4. Identify the “Transfer To” party using a RIC pending future transition to processing based upon the activity’s DODAAC.
  842A-R N101 SUS Supply Source 1. Use as applicable to identify the source of supply (SoS) by Routing Identifier Code (RIC). Must use for customer SDRs (Document Type 6, 7, and V); this is the party that directed the shipment. 2. For Transhipper prepared SDRs (Document Type W), use to identify the party that directed the shipment. 3. Pending delayed implementation of ADC 126, also use this field to identify the owner/manager.
  842A-R N103 10 Department of Defense Activity Address Code (DODAAC) Use 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
  842A-R N103 33 Commercial and Government Entity (CAGE)
  842A-R N103 M4 Department of Defense Routing Identifier Code (RIC) Use to serve multiple purposes; supply source codes, inter-system routing codes, intra-system routing codes, and consignor (shipper) codes
  842A-R LM01 DF Department of Defense (DoD) Executive department of the U.S. federal government charged with coordinating and supervising the U.S. Armed Forces and related functions and agencies.
  842A-R LQ01 GY Cause of Loss Code 1. Use to identify the cause code when providing owner/manager final disposition. 2. Use is optional except when applicable to SDR Document Type 6, 9, P, or W (for vendor shipment) and the validated discrepancy is attributed to the fault of the contractor. When this is determined, the owner/manager must cite the applicable Cause Code: CN - Contractor Noncompliance CP - Contractor Packaging Noncompliance CS - Contractor Noncompliance (Subcontractor) 3. Also, use to identify the Cause Code when providing DCMA interim reply to the owner/manager for contractor noncompliance. 4. A data maintenance action was approved in version 5030. The approved code/name is "DC - Cause Code".
  842A-R LQ01 HA Discrepancy Code 1. Use up to three repetitions to identify the discrepancy. (Note: Distribution Depot-originated SDRs and their equivalents prepared via WebSDR use up to two discrepancy codes.) 2. Action activities are required to update inappropriate use of discrepancy codes to support use of the SDR record for program metrics.
  842A-R LQ01 HD Discrepancy Status or Disposition Code Use up to three repetitions to identify disposition/reply codes.
  842A-R FA101 DF Department of Defense (DoD) Executive department of the U.S. federal government charged with coordinating and supervising the U.S. Armed Forces and related functions and agencies. Use to indicate that the Component is a Department of Defense agency, including Defense Logistics Agency. Refer to ADC 1043.
  842A-R FA101 DN Department of the Navy A federal agency within the U.S. Department of Defense that consists of two uniformed services: the U.S. Navy and the U.S. Marine Corps Includes the United States Marine Corps.
  842A-R FA101 DY Department of Air Force Responsible for the nation's air and space superiority, and it organizes the U.S. Air Force and the U.S. Space Force
  842A-R FA101 DZ Department of Army Serves as the primary land-based branch of the United States Department of Defense
  842A-R FA101 FG Federal Government The central reigning governmental body of the United States, established by the United States Constitution
  842A-R FA102 A170 Adjustments Use only for adjustments not specified by any other code Use only for adjustments not specified by any other code.
  842A-R FA102 A520 Base Charge Use for materiel charges only Use only for materiel charges only.
  842A-R FA102 C930 Export Shipping Charge Charge for goods or services transferred across national borders
  842A-R FA102 D340 Goods and Services Charge Use for both materiels and related services MFR 1503 DLM Use for both materiel and related services.
  842A-R FA102 F060 Other Accessorial Service Charge Use for accessorial costs
  842A-R FA102 F560 Premium Transportation Use for expedited or high-security shipping methods that are faster and more expensive than standard transport
  842A-R FA102 I260 Transportation Direct Billing Use for non-premium or credit for transportation Use for non-premium transportation.
  842A-R FA102 R060 Packing, Crating, and Handling Charge Use for costs associated with preparing and securing goods for shipment, including labor, materials, and the expenses of order fulfillment
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