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-W NTE01 CIR Circumstances Prior to Difficulty Use to identify the narrative Comments which describe the circumstances prior to Difficulty in regard to an SA product quality deficiency.
  842A-W NTE01 COD Corrected Data Use to identify the narrative Comments associated with and SDR Correction/change.
  842A-W NTE01 DGN Diagnosis Description Use to identify the narrative Comments which describe the suspected cause identified by the initiator in regard to an SA product quality deficiency.
  842A-W NTE01 EBK Other Reason for Withdrawal Use to identify the narrative Comments associated with cancelation of an SDR.
  842A-W NTE01 ODD Originator Deficiency Description Use to identify the narrative Comments which describe the deficiency by the initiator in regard to an SA product quality deficiency.
  842A-W NTE01 POL Property Owner Location Information Use to identify the location of discrepant/deficient materiel.
  842A-W NTE01 REC Recommendation Use to identify the narrative Comments which describe the initiator's Recommendation in regard to an SA product quality deficiency.
  842A-W NTE01 RPT Report Remarks 1. Use to identify the narrative Comments associated with the SDR. Narrative Comments are mandatory for New Original (0) SDRs, with the exception being New Original (0) SDRs submitted with Action Code 1H or 3B do not require narrative Comments. 2. CP-generated SDRs prepared at the TCN level may use the remarks block to identify specific document numbers consolidated on the shipment or other detailed information where available. 3. Use to indicate findings and recommendations form SQCR. Provide details of cause and nature of defect, malfunction, or repair. (Total field size for remarks is restricted to 80 characters).
  842A-W NTE01 RST Place Where a Report was Submitted 1. Use to identify remarks provided by the action activity to which the SDR was originally submitted. This is an additional separate remarks block for the purpose for relaying the original action activity’s reply remarks when the SDR has been forwarded to a new activity using forwarding Reply Code 504. 2. Remarks will be perpetuated to new original report as originally provided on the reply transaction (limited to 50 positions).
  842A-W NTE01 SSC Status Comment Use to identify the narrative Comments associated with an SDR followup.
  842A-W 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-W NTE01 WHI Warehouse Instruction 1. Use to identify Instructions to Depot remarks. May be used by the materiel owner to provide instructions or additional information to the distribution depot. 2. This is a separate additional remarks block reserved for use in association with SDR reports forwarded transactionally by the primary action activity to a distribution depot for research using Beginning Segment Code 47.
  842A-W DTM01 512 Warranty Expiration Reserved for future use. Not available at this time.
  842A-W REF01 BT Batch Number A quantity of material all of which was manufactured under identical conditions and assigned an identifying batch number Use in IUID loop to identify the batch, lot, or production run related to the discrepant materiel.
  842A-W REF01 M1 Material Storage Location Use on SA SDR to identify the storage location where the discrepant materiel is being held. This information is needed to calculate a transportation reimbursement to the customer, if applicable and provide adequate disposition instructions for the return of materiel. Material Storage Location is not applicable for non-receipts. Cite one of the listed codes in the REF02. Refer to ADC 1203. USG for U.S. Government Facility ICD for In-Country Depot FD for Freight Forwarder CON for Contractor Facility.
  842A-W REF01 NS National Stock Number Use to identify the missing component by NSN.
  842A-W REF01 PM Part Number Use to identify the missing component by part number or description.
  842A-W REF01 SE Serial Number A value assigned for identification of an item Use in IUID loop to identify the serial number.
  842A-W REF01 U3 Unique Supplier Identification Number (USIN) 1. Use in IUID loop to identify the UI value. Cite the UI in REF03. A - data maintenance action was approved in version 5020. The approved code/name is "UI - Department of Defense Unique Item Identifier. 2. The UI may not exceed 50 characters in accordance with IUID Policy.
  842A-W REF01 XA Substitute National Stock Number Use to identify the incorrect (wrong) item received by NSN or LSN. If multiple incorrect items are received under a single document number (Discrepancy Code W5), identify the first item and use the remarks text to clarify shipment contents.
  842A-W REF01 XB Substitute Manufacturer's Part Number 1. Use to identify the incorrect (wrong) item received by part number. If neither part number nor the NSN are identified enter the word "UNKNOWN" as the reference information field (REF02) and provide a description of the item in REF03. When a value is passed in the part number field, also include the manufacture’s CAGE Code (2/N101/280, Qualifier SU). 2. If multiple incorrect items are received under a single document number (Discrepancy Code W5), identify the first item and use the remarks text to clarify shipment contents.
  842A-W QTY01 17 Quantity on Hand Use to identify balance on hand Use to identify the quantity in stock when reporting product quality deficient materiel.
  842A-W QTY01 39 Shipped Quantity Use to identify shipped quantity in several process areas
  842A-W QTY01 75 Receipts Use to indicate the number of incorrect (wrong) items received.
  842A-W QTY01 86 Nonconformance Quantity 1. Must be used to indicate the discrepant/deficient quantity for SDRs/SQCRs. 2. By exception, may be blank for CP originated SDRs (Document Type= W). Refer to ADC 282.
  842A-W QTY01 87 Quantity Received
  842A-W QTY01 9A Time Expended 1. Use to indicate the time expended to conduct the inspection expressed as labor hours and minutes. Field length is five positions formatted as HHMM, and must include leading and training zeros as Necessary to fil the length requirement. Allowable minutes (M) are 0-59. No decimal point is allowed. Provide the expended time value in QTY02, and use with QTY03=LH to indicate the unit of measure is Labor Hours. 22 - This qualifier is not currently being used. It is being retained pending a possible SDR/SQCR requirement from DLA Distribution.
  842A-W QTY01 D1 Billed
  842A-W QTY01 FL Units 1. Use to identify the number of discrepant pieces as specified by the type of pack, e.g., the number of discrepant boxes, skids, etc when reporting a packaging discrepancy. May be provided when reporting packaging discrepancies. Required for CP-originated discrepancies. 2. When used the value for type pack is identified from the DoD code list (2/LQ01/1050). Unit of issue is not used.
  842A-W QTY01 OT Number of Operating Periods at Failure Use to indicate the operating time at the time of failure of the discrepant item. Expressed as 4 numeric hours and 2 position minutes.
  842A-W QTY01 SW Sample Amount Use to indicate the Number of Samples Examined.
  842A-W QTY01 VR Variance Use to indicate the number of missing component parts.
  842A-W AMT01 10 Shipment Value in U.S. Dollars Use to indicate the total dollar value of the discrepant materiel.
  842A-W AMT01 Z1 Repackaging Labor Cost Cost may be estimated. Refer to ADC 1310.
  842A-W AMT01 Z2 Repackaging Material Cost Cost may be estimated. Refer to ADC 1310.
  842A-W AMT01 Z3 Unit Cost of Discrepant Material Use to identify the unit value (price) of the discrepant materiel.
  842A-W AMT01 RPC Repackaging Cost 1. Use to include the dollar value for corrective action. Include materiel and labor needed to complete a packing, packaging, preservation, palletization and/or marking project. Cost may be estimated when submitting the SDR for disposition instructions. Cost must be actual when submitting the SDR for reimbursement of corrective action already taken. Refer to ADC 1310. 2. Use with Estimated/Actual Cost Flag (AMT03) and specify in SDR remarks if repackaging cost is estimated or actual pending DoD-wide implementation of ADC 1203. Refer to ADC 1310.
  842A-W AMT03 A Credit (Actual) 1. Use to indicate that the dollar amount provided represents the actual cost. 2. Approved for use in X12 version 7050.
  842A-W AMT03 E Credit (Estimated) 1. Use to indicate that the dollar amount provided represents an estimated cost. 2. Approved for use in X12 version 7050.
  842A-W N101 42 Component Manufacturer Use with REF01 PM to identify the CAGE code of the manufacturer of the missing component.
  842A-W N101 BT Bill-to-Party 1. Use for SFIS compliant systems to identify the BPN of the party to receive the bill. BPN may only be used when the corresponding DODAAC is also provided. This will require a second iteration of the N1 loop with the same qualifier. 2. Authorized DLMS enhancement; see introductory note 6.
  842A-W 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.
  842A-W N101 HA Owner 1. Do not use until new ADC authorizes use. 2. 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 SQCR (Type 5). 3. 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. 4. Delayed implementation. Use Code SUS Supply Source for owner identification pending implementation of ADC 126.
  842A-W N101 KA Item Manager 1. Do not use until new ADC authorizes use. 2. 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). 3. Delayed implementation. Use Code SUS Supply Source for manager identification pending implementation of ADC 126.
  842A-W N101 LW Customer Use to identify the SDR report initiator by DODAAC (if not identified by 1/N101/120/41).
  842A-W N101 MF Manufacturer of Goods Use to identify the manufacturer of the identified item Use to identify the manufacturer by name and/or CAGE Code. Applicable to expired shelf-life or product quality discrepancies.
  842A-W N101 SH Shipper 1. Use to identify the shipping activity by Routing Identifier Code, DODAAC, or vendor/contractor CAGE code. 2. This will be the returning activity DODAAC for SDRs associated with storage activity receipts of returns/retrograde shipments.
  842A-W N101 SU Supplier/Manufacturer Use with REF01 XB to identify the name or CAGE code of the manufacturer of the incorrect (wrong) item received. This is a mandatory entry associated with the part number field incorrect. CAGE value may be “UNKNW” to satisfy application edit rules.
  842A-W N101 Z6 Transferring Party Use on forwarded SDRs to identify the Routing Identifier of the previous action party. This is the party forwarding the SDR.
  842A-W N101 ZB Party to Receive Credit Use to identify the Business Partner Number (BPN) of the party to receive credit 1. Use for SFIS compliant systems to identify the BPN of the party to receive credit. BPN may only be used when the corresponding DODAAC is also provided. This will require a second iteration of the N1 loop with the same qualifier. 2. Authorized DLMS enhancement; see introductory note 6.
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