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).

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 IC REF CODE X12 CODE NAME GENERAL CODE DEFINITION CODE DLMS NOTE DLMS MIN MAX
  842AW DTM01 177 Cancellation Use to indicate the requested or confirmed cancellation date Use to identify the date of the customer's request to cancel a previously submitted SDR. 8/8
  842AW DTM01 328 Changed Use to identify the date of the customer's request to change a previously submitted Supply Discrepancy Reporting (SDR) Use to identify the date of the customer's request to change a previously submitted SDR. 8/8
  842AW DTM01 510 Date Packed For SDR/SQCR, use to identify the date the materiel was packed for expired shelf-life discrepancies. 8/8
  842AW DTM01 511 Shelf Life Expiration Use to indicate the expiration date for shelf-life materiel For SDR/SQCR, use to identify the expiration date for Type 1 (non-extendible) expired shelf-life discrepancies. 8/8
  842AW DTM01 513 Overhauled Use to identify the overhaul/rebuilt date for product quality deficiencies Use to identify the overhaul/rebuilt date for product quality deficiencies. 8/8
  842AW DTM01 514 Transferred Use on forwarded Supply Discrepancy Reporting (SDR)s to identify the date the Supply Discrepancy Reporting (SDR) was forwarded to a new action party by the action party designated on the original submission Use on forwarded SDRs to identify the date the SDR was forwarded to a new action party by the action party designated on the original submission. 8/8
  842AW DTM01 516 Discovered Use to identify the Date Deficiency was Discovered Use to identify the date a product quality deficiency was discovered. 8/8
  842AW DTM01 517 Inspected Use to identify the date inspected Use to identify the date inspected for Type II (extendible) expired shelf-life discrepancies. 8/8
  842AW DTM01 565 Date of Property Inspection Use to indicate date Inspection was completed Use to indicate date Inspection was completed.
  842AW DTM01 868 Last Follow-up Use to identify the date of follow-up for status of a previously submitted Supply Discrepancy Reporting (SDR) or to identify the Exhibit Follow-up Date it was forwarded to the exhibit holding activity Use to identify the date of the customer's follow-up for status of a previously submitted SDR. 8/8
  842AW DTM01 881 Request Use to identify the date of the submitter’s request for reconsideration 1. Use to identify the date of the submitter’s request for reconsideration. 8/8
  842AW DTM01 909 Contestability Use to identify the date on which the Foreign Military Sales (FMS) customer contested the action activities response to an Supply Discrepancy Reporting (SDR) subsequent to a reconsideration request Use to identify the date on which the FMS customer contested the action activities response to an SDR subsequent to a reconsideration request. 8/8
  842AW DTM01 947 Preparation Use to identify the date the Product Quality Deficiency Reporting (PQDR)/Supply Discrepancy Reporting (SDR)/Storage Quality Control Report (SQCR) was completed by the originator and submitted to the Screening Point 1. For SDR/SQCR, use to identify the customer's preparation date of the SDR. 2. This date must be the same or later than the date of the inspection (identified by Qualifier 565). 8/8
  842AW DTM02
  842AW REF01 08 Carrier Assigned Package Identification Number Use to identify the commercial carrier-assigned tracking number 1/17
  842AW REF01 17 Client Reporting Category Use to identify Security Assistance (SA) product quality deficiencies as either Category I or II 1. Use to identify SA product quality deficiencies as either Category I or II. 2. Enter value as “I” or “II” in REF02, when applicable. 1/50
  842AW REF01 6E Map Reference Use to identify the National Geospatial-Intelligence Agency (NGA) Reference Number (NRN) Use for receipt of mapping products to identify the National Geospatial-Intelligence Agency (NGA) Reference Number (NRN). Authorized DLMS enhancement. 1/1
  842AW REF01 6G Map Number Use to identify the map edition number Use for receipt of mapping products to identify the map edition number. Authorized DLMS enhancement. 3/3
  842AW REF01 86 Operation Number Use to identify the Key Operation (KO) Number associated with the JO 1. Use to identify the Key Operation (KO) Number associated with the JO. 2. Authorized DLMS enhancement for industrial activity support. Refer to ADC 371. 1/50
  842AW REF01 87 Functional Category Use to identify the type of Supply Discrepancy Reporting (SDR) Select one of the following: S (Shipping/Item), P (Packaging), or D (Dual Action) 1. Use to identify the type of SDR. Select one of the following: S (Shipping/Item), P (Packaging), or D (Dual Action). 2. Must use if BNR01=00. 1/1
  842AW REF01 9R Job Order Number Use to identify Job Order (JO) Number Authorized DLMS enhancement for industrial activity support. Refer to ADC 371 and ADC 381. 1/50
  842AW REF01 BL Government Bill of Lading A number assigned to a document by a consignor which represents a limited liability contract covering transportation of property from one place to another 7/17
  842AW REF01 BM Bill of Lading Number Use to identify the shipment unit commercial bill of lading number Use to identify the shipment unit commercial bill of lading number. 1/16
  842AW REF01 BY Repair Category Number Use to identify materiel as new or repaired/overhauled 1. Use to identify SA product quality deficient item as new or repaired/overhauled. Enter value as “N” (New) or “R” (Repaired/Overhauled) in REF02, when applicable. 2. Use for SDRs for discrepant shipments from commercial repair reported on Document Type 9/P to distinguish from new procurement. Enter or perpetuate Code R for commercial returns from repair, non-destructive test/evaluation, assembly, disassembly, reclamation, and conversion/modification. Refer to ADC 1268. 1/50
  842AW REF01 F8 Original Reference Number Use to identify the Supply Discrepancy Report (SDR) Customer Reference Number when provided separately 1. Use to identify the SDR Customer Reference Number when provided separately. Component SDR applications maintain this number and perpetuate it on outgoing transactions. Must use alphanumeric characters only with no special characters or DAAS will reject as DAAS Reject upon submission. Refer to ADC 1331A. 2. May be used when a manually assigned reference number is to be retained as a cross-reference to a system assigned number. 3. Used for FMS SDRs to ensure visibility of the ILCO assigned control number within Component SDR applications. 4. Use to identify the Air Force supporting maintenance document number/suffix associated with an SDR resulting from depot denial under DLA/AF industrial activity support agreement or other supply discrepancy. The number is constructed with the M-series maintenance site identifier in the first six positions of the document number. Refer to ADC 334. 5. Use to identify the Navy maintenance document number/suffix associated with an SDR resulting from DLA stock positioning/procurement action/requisitioning from another Component source of supply. The Navy document number/suffix (normally applicable to the requisition alert) will be perpetuated from the Prepositioned Materiel Receipt Document (PMRD) provided by DLA under DLA/Navy industrial activity support agreement. Refer to ADC 371. 1/50
  842AW REF01 GO Exhibit Identifier A unique number assigned by the air force to track specific product quality deficiency exhibit returns This identifier may apply in addition to the Product Quality Deficiency Reporting (PQDR) report control number also assigned for exhibit tracking Use to identify the Deficiency Report Unique Identifier (DRUI) assigned to the PQDR exhibit for USAF in conjunction with discrepancy code Q11. Refer to ADC 245C. 6/7
  842AW REF01 HN Hazardous Certification Number Use to provide or perpetuate the yes/no Hazardous Materiel Indicator specifying if the shipment contains hazardous materials (including explosives/ammunition) 1. Use to provide the Hazardous Materiel Indicator specifying if the shipment contains hazardous materiels (including explosives/ ammunition). Indicate “yes” or “no” as applicable in the REF02. 2. This is a mandatory entry for SDRs originated by aerial or water ports. 1/50
  842AW REF01 IK Invoice Number Use to indicate the number of a final Approved Code invoice that was forwarded to the disbursing officer of another activity 1/50
  842AW REF01 IL Internal Order Number A unique identifier assigned to track requisitions made against specific contracts For SQCR, use to identify the internal order number (ION). 1/10
  842AW REF01 IZ Insured Parcel Post Number Assigned to a package being shipped when the article being sent has a value and accountability is required 1/17
  842AW REF01 K2 Certified Mail Number Number assigned by the US Postal Service (USPS) certifying proof of delivery 1/17
  842AW REF01 K3 Registered Mail Number A number assigned by the US Postal Service to identify mailed items that require additional protection and security in dispatch and conveyance in the united states 1/17
  842AW REF01 KL Contract Reference Use to indicate the reference in the contract that generates the requirement 1. Storage activities use to provide a Contract Reference when reporting non-procurement materiel receipts in a suspended condition. Cite “NONE” when unavailable. 2. Enter the contract number retained on the packaging/labeling from the original shipment of the materiel by the vendor. Do not enter the contract number applicable to the physical shipment. The contract number applicable to new procurement receipts or direct vendor deliveries is carried at 2/CS01/0750. Refer to ADC 1022. 1/50
  842AW REF01 NN Nonconformance Report Number Use to identify Report Control Number (RCN) 1. Use to identify the submitting system’s SDR/SQCR report control number. This will be the originator's system assigned number. Identify the originating system in REF03 (see REF03 for values). 2. If the SDR was originated using the DoD WebSDR, this will be the web-generated control number. A WebSDR control number will also be assigned to transactions during processing. WebSDR transaction processing will repeat the REF segment to include each previously identified SDR/SQCR report control number on the outgoing transaction. 3. Must use alphanumeric characters only with no special characters or DAAS will reject as DAAS Reject upon submission. Refer to ADC 1331A. 4. For SQCR, use multiple occurrences as needed to identify applicable report control numbers. 12/12
  842AW REF01 PO Purchase Order Number Any document issued by a DOD/Federal organization; i.e., purchase order number, contract number (including federal supply schedules, General Services Administration schedules and all other basic contracts) 10/13
  842AW REF01 QR Quality Report Number Use to identify the Product Quality Deficiency Reporting (PQDR) Report Control Number (RCN) that is comprised of the six-position originating activity Department of Defense Activity Address Code (DoDAAC), a two-digit calendar year, and a unique four-position serial number 1. For SDR/SQCR, use to identify the PQDR Report Control Number (RCN) for cross reference to the PQDR exhibit when the discrepancy code is Q11. Refer to ADC 245C. 2. For SQCR, use to identify the PQDR Report Control Number (RCN) when stock screening resulting in SQCR was associated with a PQDR. Up to 5 PQDR RCNs may be entered. 12/12
  842AW REF01 S2 Data Source Use on Security Assistance (SA) Supply Discrepancy Reporting (SDR) to identify Portal Submission Indicator indicating the activity submitting SDR's as authorized by SA customers 1. Use on SA SDR to identify Portal Submission Indicator indicating the activity submitting SDRs as authorized by SA customers, e.g., SA Customer Submission, STARR PC Submission, ILCO Submission (mailed copy submissions), Freight Forwarder Submission - as authorized by SA customer or Other Activity as authorized by SA customer. If other, use REF03 to provide an explanation. A data maintenance action was approved in version 5020. The approved code/name is “PSC Portal Submission Code”. 1/50
  842AW REF01 SI Shipper's Identifying Number for Shipment (SID) Use to identify the vendor's shipment number shown on the shipping documentation This is the contractor-assigned shipment number, e.g. vendor shipments invoiced via the Mechanization of Contract Administration Services (MOCAS) system are identified by a shipment number formatted as three alpha and four numeric characters (may include 1 position shipment number suffix). 1/22
  842AW REF01 TG Transportation Control Number (TCN) A 17-position alphanumeric assigned to control and manage every shipment unit throughout the transportation pipeline 17/17
  842AW REF01 TN Transaction Reference Number A unique number generated by the original submitter of a pre-defined transaction and assigned to any pre-defined information exchange within the department of defense The transaction reference number retains its identity for the life of the generated transaction 1. Use to indicate the requisition document number. This entry is required in DoD WebSDR. 2. The document number cited on SDRs prepared by the Distribution Depot for new procurement receipts (document type 9) and by the CCP (document type W), will be assigned for this purpose based upon the current date and the DoDAAC of the receiving depot or CCP. 3. For SQCR, use to identify the applicable document number. (The SQCR document number can be a system-generated/assigned by the storage activity when a document number is no longer associated with the materiel in storage. 14/14
  842AW REF01 W4 Procurement Request Number Use to identify a procurement request associated with the requisition when no contract number is assigned Use to identify the purchase request number. 1/30
  842AW REF01 WO Work Order Number 1. Use to identify the Build Directive Number (BDN) for medical/surgical or other component assembly/kit. 2. For future consideration, a data maintenance action was approved in X12 version 5010. The approved code/name is “BDN – Build Directive Number.”
  842AW REF01 XY Other Unlisted Type of Reference Number Use to identify other unlisted type of transportation number Use to identify other unlisted type of transportation number. 1/17
  842AW REF01 YM Resource Screening Reference Use to identify Screening Point Control Number and the system that created the control number Use to perpetuate the reference number (e.g., quality notification number) provided by the originating system to identify the stock screening request which resulted in this SQCR. 1/50
  842AW REF01 PGC Packing Group Code Use Roman Numerals I, II, or III to indicate the degree of danger for the hazardous material For SQCR, use to indicate Condition of Packaging. Indicate packaging satisfactory with an “S” or packaging not satisfactory with a “U” in REF02. 1/3
  842AW REF01 PGD Downstream Package Identifier Use to indicate original unopened packaging (yes/no) when reporting non-procurement materiel receipts in a suspended condition Storage activities must use to indicate original unopened packaging when reporting non-procurement materiel receipts in a suspended condition. Enter "Y" for yes or "N" for no in REF02, as applicable. Refer to ADC 1022. 1/1
  842AW REF01 PWC Preliminary Work Candidate Number Used for preliminary notification that an order for material (requisition) is being prepared for future submission to a supply source Applicable for DLA industrial activity support agreements 1. For SQCR, use to identify a Requisition Alert Document Number to protect materiel for use by authorized local users at industrial work sites. 2. For SQCR, Authorized DLMS enhancement under DLA industrial activity support agreement. Refer to ADC 381. 15/15
  842AW REF02
  842AW REF03
  842AW REF04
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