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
  842P DTM01 146 Closing Date 1. Use to identify the date the PQDR was closed. This is the date the PQDR is closed by the Screening Point. 2. This element may only be populated/updated by the Screening Point.
  842P DTM01 177 Cancelation 1. Use to identify the date of the customer's request to cancel a previously submitted PQDR. 2. This element may only be populated/updated by the Screening Point. 3. May only be used when BNR02 conveys qualifier code 01.
  842P DTM01 188 Credit Advice 1. Use to identify the date credit was issued, Credit Date. 2. Use in the Document Number Loop (HL01=W). 3. If multiple document numbers are applicable, identify the credit date applicable to the document number included in the Report Loop (HL01=RP) and use a separate Document Number Loop (HL01=W) for each additional document number and credit date combination. 4. When providing a credit date, also provide the credit value (AMT01=PD) (and the DLA Credit Memo Number, when applicable) in the same loop. 5. This element may only be populated/updated by the Action Point.
  842P DTM01 212 Returned to Customer Use to identify the Exhibit Return Date. This is the date the exhibit was returned to the activity as stipulated in the disposition instructions.
  842P DTM01 214 Date of Repair/Service 1. Use to identify the date the nonconforming item was repaired or overhauled. This is mandatory if 2/REF/070/=BY= N/R/O. 2. This element may be populated by all processing points. For inter-service transactions, only the Screening Point, Action Point and Support Point can update this element.
  842P DTM01 368 Submittal 1. Use to identify the Action to Support Date. This is the date the Action Point released PQDR to the Support Point. 2. This element may only be populated by the Action Point.
  842P DTM01 440 Release of Information 1. Use to identify Action to Screening Date. This is the date the Action Point released the PQDR to the Screening Point. 2. This element may only be populated by the Action Point.
  842P DTM01 512 Warranty Expiration 1. Use to identify the Warranty Expiration Date. 2. Use in the Report Loop (HL01=RP) or in the applicable IUID Loop (HL01=I) if providing different Warranty expiration dates for uniquely identified items. 3. This element may be populated by all processing points. For inter-service transactions, only the Screening Point, Action Point and Support Point can update this element.
  842P DTM01 516 Discovered 1. Use to identify the Date Deficiency was Discovered. This is the date when the deficiency occurred or was discovered by the originator. Equates to SF368, Block4. 2. This element may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point may update this element.
  842P DTM01 636 Date of Last Update Use to identify Last Update Date. This is the last date the PQDR was updated to WebPQDR.
  842P DTM01 649 Document Due 1. Use to identify the Support Point Due Date. 2. Only Support Point may assign the date update information is due back to the Action Point and be populated/updated by the Support Point.
  842P DTM01 868 Last Follow-up Use to identify the Exhibit Follow-up Date. This is the date an exhibit follow-up was forwarded to the exhibit holding activity.
  842P DTM01 922 Original Receipt 1. Use to identify the date the nonconforming item was received by the Originator. 2. This element may be populated by the Originating Point or the Screening Point. For inter-service transactions, only the Screening Point may update this element.
  842P DTM01 947 Preparation 1. Use to identify the date the PQDR was completed by the originator and submitted to the Screening Point (also known as Submitted Date, Preparation Date, Originator Release Date, Screening Point receipt date). This is the date the SF368 was filed out (completed). Equates to former Block 1c, Date Submitted, on the old version of the SF368. 2. This element may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point may update this element.
  842P DTM01 AAG Due Date 1. Use to identify the Action Point Due Date. 2. Only Action Point may assign this date based on category that a response is due back to Screening Point. 3. This element may be populated/updated by the Action Point or Screening Point.
  842P DTM01 ABY Product Held Until 1. Use to identify the Exhibit Hold Date. This is the date an item will be held until before disposition. 2. This element may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point may update this element.
  842P DTM01 ACK Acknowledgment 1. Use to identify the Acknowledged Date by the sender. 2. This element may be populated by the Screening Point, Action Point, and/or the Support Point.
  842P DTM01 ACZ Controvert Date 1. Use to identify the Screening Point Rebuttal Date. This is the date the Screening Point rebutted the final reply from Action Point. 2. This element may only be populated/updated by the Screening Point.
  842P DTM01 DIS Disposition 1. Use to identify the Exhibit Final Disposition Instruction Date. 2. This element may be populated/updated by the Action Point or Screening Point.
  842P DTM01 Y13 Rebuttal Date 1. Use to identify the Action Point Rebuttal Date. This is the date the Action Point rebutted the final reply from Support Point. 2. This element may only be populated/updated by the Action Point.
  842P DTM01 Y14 Support to Action Date 1. Used to identify the Support Point to Action Point Date. 2. This element may only be populated by the support point or action point.
  842P REF01 0D Subject Property Verification Source Must use to identify the Property Type Code to distinguish Government-furnished property (GFP) from non-GFP. Cite the applicable code in REF02: The Screening Point, Action Point and Support Point can update this field. YY - GFP: R - - GFP returned by the contractor to DoD inventory. NN - Not GFP UU - Unknown BB - Army FMS customer DD - Air Force FMS Customer PP - Navy FMS Customer KK - Marine Corps FMS Customer NN - Nonconformance Report Number: 1. Use to identify Parent/Previous Record Control Number (RCN). This is a previously reported PQDR RCN for same type deficiency. Identify the system that created the control number in REF03. 2. This element may only be populated/updated by the Action Point.
  842P REF01 17 Client Reporting Category 1. Use to identify deficiencies as either Category I or I IAW the PQDR Joint Regulation. 2. Enter value as 1 or 2 as applicable. 3. This element may be populated by the Originating Point, the Screening Point, or Action Point. Only the screening point can update this field.
  842P REF01 2E Foreign Military Sales Case Number 1. Reserved for future use to identify FMS Case Numbers for FMS PQDRs. 2. This element may only be populated or updated by the ILCO serving as both the Originating Point and the Screening Point. 3. This qualifier must be used with the Military service FMS indicators as the first position of the RCN/Originating DODAAC.
  842P REF01 2I Tracking Number Use to identify the Exhibit Tracking Number. This is the commercial carrier’s number provided to the shipping activity to track the exhibit. This field may be updated on a Status Update (SU) by the Screening Point, Action Point and Support Point.
  842P REF01 3H Case Number 1. Use to identify the Action Points control number. This will be the sending system assigned number. i.e. DLA Case Control Number, Action Point Control Number, etc. Submitting activity's control number, if different than RCN. Identify the system that created the control number in REF03. 2. This element may only be populated/updated by the Action Point.
  842P REF01 44 End Use Number 1. Use to identify the End Item Type/Model/Series. This is the major weapons system with which the end item is associated. Equates to SF 368, Block 18c. 2. This element may be populated by the Originating Point, the Screening Point, or Action Point. For inter-service transactions, only the Screening Point or Action Point can update this element.
  842P REF01 86 Operation Number Reserved for future use to identify the Navy Key Operation with an associated Job Order Number.
  842P REF01 BY Repair Category Number 1. Use to identify the nonconforming materiel as Item New or Repaired/Overhauled Code. 2. Enter 'N' for new, 'R' for Repaired, 'O' for Overhauled, or ‘U’ = Unknown in REF02, as applicable. 3. This element may be populated by the Originating Point, the Screening Point, Support Point or Action Point. For inter-service transactions, only the Screening Point, Support Point or Action Point can update this element.
  842P REF01 CM Buyer's Credit Memo 1. Use to identify the DLA Credit Memo Number. This is reference number provided to track credit. 2. If multiple document numbers are applicable, identify the credit memo number applicable to the document number included in the Report Loop (HL01=RP) and use a separate Document Number Loop (HL01=W) for each additional document number and credit memo number combination 3. When providing a credit memo number, also provide the credit date (DTM01=18) and credit value (AMT01=PD) in the same loop. 4. This element may only be populated/updated by the Action Point.
  842P REF01 H6 Quality Clause 1. Use to identify the Government Source Inspection Code. Enter "Y" (Yes), or "N" (No) in REF02. 2. Definition: Code used to indicate whether GSI is required. 3. This element may be populated by all processing points. For inter-service transactions, only the Screening Point or Action Point can update this element.
  842P REF01 IQ End Item 1. Use to identify the End Item NSN in REF02. Equates to SF 368, Block 18a. 2. Use to identify the End Item Nomenclature in REF03. 3. This element may be populated by the Originating Point, the Screening Point, or Action Point. For inter-service transactions, only the Screening Point or Action Point can update this element.
  842P REF01 K4 Criticality Designator 1. Used to identify the item as a Critical Safety Item (CSI) or Critical Application Item (CAI). Use Cataloging Data and Transaction Standards, Volume 10, Multiple Applications References / Instructions / Tables and Grids, Table 181 to determine if the materiel is CSI/CAI. 2. Definition: Indicates whether the item is used in a critical application (end use). 3. This element may be populated by the Originating Point, the Screening Point, or Action Point. For inter-service transactions, only the Screening Point or Action Point can update this element.
  842P REF01 K6 Purchase Description 1. Use to identify whether the Item Under Warranty is still in effect, Enter Warranty indicator as "Y" (Yes),"N" (No), or "U" (Unknown) in REF02. 2. Definition: Indicates whether the item is or is not under Warranty, if known. 3. This element may be populated by all processing points. For inter-service transactions, only the Screening Point, Action Point and Support Point can update this element.
  842P REF01 PM Part Number 1. Use to identify the End Item Part Number. 2. This element may be populated by the Originating Point, the Screening Point, or Action Point. For inter-service transactions, only the Screening Point or Action Point can update this element.
  842P REF01 PO Purchase Order Number 1. Use to indicate the Purchase Order Number associated with deficient materiel. This is not the same as the contract, CALL, or CLIN of the deficient material. 2. This element may be populated by all processing points. For inter-service transactions, only the Screening Point, Action Point and Support Point can update this element.
  842P REF01 QE Replacement Customer Reference Number 1. Use in responses, as needed to identify the document number under which replacement materiel will be provided to the organization reporting the deficiency, or the document number provided from an ICP that authorizes the return of deficient materiel or exhibit. 2. This element may only be populated/updated by the Action Point or screening point.
  842P REF01 QR Quality Report Number 1. Must use to identify the PQDR Report Control Number (RCN). It is comprised of the six-position originating activity DODAAC, a two-digit calendar year, and a unique four-position serial number. 2. This element may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point can update this element.
  842P REF01 SE Serial Number 1. Use to identify End Item Serial Number. Equates to SF 368, Block 18d. 2. For the serial number(s) applicable to the nonconforming materiel (SF 368 Block 1 Deficient Item Serial Number), refer to 2/LIN20/020 Code SEE in the IUID Loop (HL01=I). For Next Higher Assembly Serial Number (SF368, Block 17d) refer to 2/LIN20/020 Code 02 in the report loop. For Engine Serial Number, refer to 2/LIN26/020 Code SN in the report loop. 3. The serial number may not exceed 30 characters in accordance with IUID policy. 4. Screening Point and Action Point may populate/update this field.
  842P REF01 TG Transportation Control Number (TCN) 1. Use to indicate the Transportation Control number. 2. This element may be populated/updated by all processing points.
  842P REF01 TN Transaction Reference Number 1. Use to indicate the original document numbers under which the defective materiel was purchased, requisitioned, shipped, or reworked. When the original document numbers are unavailable, a reconstructed document number may be used. 2. If multiple document numbers are applicable, identify the first in the Report Loop (HL01=RP) and use a separate Document Number Loop (HL01=W) for each additional document number. 3. This element may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point and Action Point can update this element.
  842P REF01 VW Standard 1. Use to identify the Standard Reporting Designator (SRD) Code. 2. Definition: Air Force three-character code related to the end item of the deficient materiel. 3. This element may only be populated by the Originating Point, Screening Point or Action Point. For inter-service transactions, only the Screening Point and Action Point can update this element.
  842P REF01 YM Resource Screening Reference 1. Use to identify Screening Point Control Number in REF02 . Identify the system that created the control number in REF03. 2. Field size = 14. 3. Definition: Control number assigned by the Screening Point if different from the RCN. 4. This element may only be populated/updated by the Screening Point.
  842P REF01 AAN Associated Case Control Number 1. Use to identify the Support Points Investigators Control Number. This is the DCMA/Support Point Control Number. Identify the system that created the control number in REF03. 2. This field may only be populated and/or updated by the Support Point.
  842P REF01 ACC Status 1. Cite the applicable PQDR Exhibit Delivery Requirement Code to identify the status of exhibit materiel from the Action or Support Point perspective. Cite the applicable code in REF02. 2. Refer to ADC 107C. 3. This element may only be populated/updated by the Action Point or Support Point.
  842P REF01 PSM Credit Card 1. Use to indicate payment by either Government purchase card or commercial credit card. Cite Y in REF02 when applicable. 2. This field may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point can update this element.
  842P REF01 UII Department of Defense Unique Item Identifier 1. Use to identify the End Item Unique Item Identifier (UI). For the UI(s) applicable to the nonconforming materiel uses the IUID Loop (HL01=I). If UI, then “SEE” is required. “BT” is optional. These codes are in 2/REF01/260. 2. The UI may not exceed 50 characters in accordance with IUID Policy. 3. This element may only be populated by the Originating Point or Screening Point. For inter-service transactions, only the Screening Point can update this element. 4. Approved for use in X12 version 5020.
  842P REF04-01 W7 Commercial and Government Entity (CAGE) Code 1. Use to identify the End Item CAGE Code associated with the End Item Part Number (REF01 Code PM). 2. This element may only be populated by the Originating Point, Screening Point or Action Point. For inter-service transactions, only the Screening Point and Action Point can update this element.
  842P REF04-01 W8 Suffix 1. When citing the document number (using Code TN), or replacement shipment document number (using Code QE) use to identify the suffix if one is provided. 2. Screening Point and Action Point can update this field.
  842P CS04 C7 Contract Line Item Number Use as needed to identify the CLIN or the CLIN including the SUBCLIN, as appropriate.
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