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
  842P REF01 K4 Criticality Designator Indicates whether the item is used in a critical application (end use) 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. 1/50
  842P REF01 K6 Purchase Description Indicates whether the item is or is not under warranty 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. 1/50
  842P REF01 NN Nonconformance Report Number Use to identify Report Control Number (RCN) 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. 12/12
  842P REF01 PM Part Number Use to identify the End Item 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. 1/50
  842P 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) 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. 10/13
  842P REF01 QE Replacement Customer Reference Number Use to identify the document number for reshipment of replacement materiel when different from the original document 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. 14/14
  842P 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. 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. 12/12
  842P REF01 SE Serial Number A value assigned for identification of an item 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 11 Deficient Item Serial Number), refer to 2/LIN20/0200 Code SE in the IUID Loop (HL01=I). For Next Higher Assembly Serial Number (SF368, Block 17d) refer to 2/LIN20/0200 Code 02 in the report loop. For Engine Serial Number, refer to 2/LIN26/0200 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. 1/50
  842P REF01 TG Transportation Control Number (TCN) A 17-position alphanumeric assigned to control and manage every shipment unit throughout the transportation pipeline 1. Use to indicate the Transportation Control number. 2. This element may be populated/updated by all processing points. 17/17
  842P 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 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. 14/14
  842P REF01 VW Standard Air Force three-character code related to the end item of the deficient materiel 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. 3/3
  842P REF01 YM Resource Screening Reference Use to identify Screening Point Control Number and the system that created the control number 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. 1/50
  842P REF01 AAN Associated Case Control Number Use to identify the Support Points Investigators 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. 1/25
  842P REF01 ACC Status Use to identify the status of exhibit materiel 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 1007C. 3. This element may only be populated/updated by the Action Point or Support Point. 1/50
  842P REF01 PSM Credit Card Identifies when a deferred payment is made to a financial account upon which deferred payment is accepted 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. 1/1
  842P REF01 UII Department of Defense Unique Item Identifier A globally unique and unambiguous identifier that distinguishes an item from all other like and unlike items 1. Use to identify the End Item Unique Item Identifier (UII). For the UII(s) applicable to the nonconforming materiel uses the IUID Loop (HL01=I). If UII, then “SE” is required. “BT” is optional. These codes are in 2/REF01/2600. 2. The UII 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. 1/50
  842P REF02
  842P REF03
  842P REF04
  842P REF04-01 W7 Commercial and Government Entity (CAGE) Code Code assigned to establishments which either fabricates items of production and/or have design control of items procured by the federal government, or to identify certain military specifications or standards, and certain numbering systems developed by government agencies, panels or committees 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. 5/5
  842P 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 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. 1/1
  842P REF04-02
  842P CS01
  842P CS04 C7 Contract Line Item Number A number that identifies all items of supply or services in a contract Use as needed to identify the CLIN or the CLIN including the SUBCLIN, as appropriate. 4/6
  842P CS05
  842P PWK01 AE Attachment Use to indicate that supporting documentation may be obtained electronically in the form of images or files. Must provide the file name, including file type, in the description at PWK07.
  842P PWK02 FT File Transfer Use to indicate attachment is being sent electronically in a separate transmission Use to indicate attachments are available. 1/80
  842P PWK05 UR Uniform Resource Locator (URL) Use to indicate the URL for retrieval of attachment files via Web service Use to indicate the URL for retrieval of attachment files via Web service. 2/80
  842P PWK06
  842P PWK07
  842P 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.
  842P LQ01 83 Supply Condition Code Classifies materiel in terms of readiness for issue and use or to identify action underway to change the status of materiel Use to identify the Supply Condition Code of the deficient materiel. 1/1
  842P LQ01 CR Federal Item Identification Guide Criticality (FIIG) Code Indicates that an item of supply is technically critical by reason of tolerance, fit, restrictions, application, nuclear hardness properties or other characteristics which affect identification of the item 1. Use to identify the Federal Item Identification Guide – Criticality Code and cite in LQ02. 2. Approved for use in X12 version 4050. 1/1
  842P LQ01 CW Controvert Code 1. Use to identify the PQDR Rebuttal Code. Must use in a reply rebuttal transaction (BNR01Code=RR). 2. Use only valid codes as prescribed under the DLMS and cite in LQ02; see introductory DLMS Notes 3 and 4. 3. This element may be populated and or updated by the Screening Point, the Action Point, and/or the Support Point.
  842P LQ01 DE Signal Code In requisition related documents, it designates the fields containing the intended consignee (ship-to), and the activity to receive and effect payment of bills, when applicable. In the case of the Material Returns Program (MRP), it designates the fields containing the intended consignor (ship-from) and the activity to receive and process credits, when applicable 1. Use to identify the Signal Code. 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. 1/1
  842P LQ01 DG Fund Code Designation of the billing method (interfund or non-interfund) and the fund account to be charged (disbursed) or credited (refunded) 1. Use to identify the Fund Code. This is the two position alpha/numeric code used to designate the billing method (interfund or non-interfund). When interfund billing is indicated, the fund code also indicates the fund account to be charged (disbursed) or credited (refunded). 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. 2/2
  842P LQ01 EQ Controlled Inventory Item Code Use to indicate the security classification and/or security risk or pilferage control for storage and transportation of Department of Defense assets 1. Use to identify the Controlled Inventory Item Code. 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. 1/1
  842P LQ01 FD Demilitarization Code Use to define the requirements for removal of the military characteristics of a weapon or munition and the type of demilitarization needed to meet those requirements 1. Use to identify the Demilitarization Code. 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. 1/1
  842P LQ01 ARC Action Requested Code Use to identify the action that was requested 1. SF368 Block 21: Enter codes "C" (Credit), "R" (Repair), "E" (Replacement) or "O" (Other) in LQ02, as applicable. This field may only be populated by the Originating Point. 2. Approved for use in X12 version 8060. 1/1
  842P LQ01 BCD Broad Cause of Defect Code Use to describe the cause of deficiency Third position of the PQDR Summary Code. AKA Broad Cause Code. 1. Definition: PQDR Joint Regulation code describing the cause of deficiency. See PQDR Joint Regulation for appropriate codes. This field may be populated/updated by the Support Point or the Action Point. The Screening Point may use the code if it is not their intention to forward the PQDR to an Action Point. Once the PQDR is forwarded to the Action Point, the Screening Point will not be able to populate/update Summary Code fields and will communicate with the Action Point through the rebuttal process for any updates/changes. 2. Approved for use in X12 version 8060. 1/1
  842P LQ01 CAT Corrective Action Taken Code Use for results of an investigation Eighth Positions of the PQDR Summary Code. AKA Corrective Action Taken Code. 1. Definition: Corrective action code taken as a result of the investigation. DLAR 4155.24 or Reference (g)for appropriate codes. 2. This field may be populated/updated by the Support Point or the Action Point. The Screening Point may use the code if it is not their intention to forward the PQDR to an Action Point. Once the PQDR is forwarded to the Action Point, the Screening Point will not be able to populate/update Summary Code fields and will communicate with the Action Point through the rebuttal process for any updates/changes. 3. Approved for use in X12 version 8060. 1/1
  842P LQ01 CDC Current Disposition Code 1. SF368 Block 19: Use codes H-Holding Exhibit, D-Disposed of/Destroyed, R-Repaired, or O-Other. 2. This field may only be populated by the Originating Point. 3. Approved for use in X12 version 8060.
  842P LQ01 COG Cognizance Symbol Use for internal Navy management purposes to classify items by technical program, type of fund, and to indicate the cognizant Inventory Control Point (ICP) and technically responsible command Use to identify the materiel cognizance symbol (COG). Indicate NSL for non-stock numbered listed items. This is a Navy-unique data element meaningful to Navy only; Non-Navy Components are to perpetuate without action. 2/2
  842P LQ01 DRC Deficiency Responsibility Code Use to indicate the responsible/liable party for the deficiency 1. First Position of PQDR Summary Code. AKA Defect Responsibility Code. Indicates the responsible/liable party for the deficiency. See PQDR Joint Regulation for appropriate codes. This field may be populated/updated by the Support Point or the Action Point. The Screening Point may use the code if it is not their intention to forward the PQDR to an Action Point. Once the PQDR is forwarded to the Action Point, the Screening Point will not be able to populate/update Summary Code fields and will communicate with the Action Point through the rebuttal process for any updates/changes. 2. Approved for use in X12 version 8060. 1/1
  842P LQ01 DVC Defect Verified Code Use to indicate whether the defect actually existed as described 1. Definition: Code used to indicate whether the defect actually existed as described. Use codes N-Defect not verified, O-Other Than reported, U-Unable to Test, Y-Defect Verified. This field may be populated by the Screening Point, Action Point, or the Support Point. 2. Approved for use in X12 version 8060. 1/1
  842P LQ01 FEC Final Exhibit Disposition Code Use to represent the current disposition of the exhibit Ninth Positions of the Product Quality Deficiency Reporting (PQDR) Summary Code Ninth Positions of the PQDR Summary Code. AKA Final Exhibit Disposition Code. 1. Definition: Code representing the current disposition of the exhibit. See DLAR 4155.24 or Reference (g)for appropriate codes. 2. This field may be populated by the Support Point or the Action Point. The Screening Point may use the code if it is not their intention to forward the PQDR to an Action Point. Once the PQDR is forwarded to the Action Point, the Screening Point will not be able to populate/update Summary Code fields and will communicate with the Action Point through the rebuttal process for any updates/changes. 3. Approved for use in X12 version 8060. 1/1
  842P LQ01 GCP Product Quality Deficiency Report General Correspondence Purpose Code 1. Use to identify the Product Quality Deficiency Report General Correspondence Purpose Code 2. Use only valid codes as prescribed under the DLMS; see introductory DLMS Notes 3 and 4. 3. Approved for use in X12 version 8060.
  842P LQ01 IRC Product Quality Deficiency Report Interim Reply Code A two- position alpha code describing the current interim status causing delay the delay in the Product Quality Deficiency Reporting (PQDR) investigation 1. Use to identify the Product Quality Deficiency Report Interim Reply Code 2. Use only valid codes as prescribed under the DLMS; see introductory DLMS Notes 3 and 4. 3. Approved for use in X12 version 8060. 2/2
  842P LQ01 MAC Material Management Aggregation Code Use to identify specific items /National Stock Number/ to be managed by a specific manager 1. Use to identify the Material Management Aggregation Code (MMAC) for NSNs managed by a specific manager (i.e., System, program, aggregation, selected FSC, technology group). This is an Air Force-unique data element meaningful to the Air Force only. 2. Approved for use in X12 version 5010. 2/2
  842P LQ01 P1C Product Quality Deficiency Report Cost Code Use to identify the cost to the government 1. Definition AKA DLA Cost Code. Use Codes C-Cost to Gov’t (Commercial Supplier), G-Cost to Navy(Government Manufacturer/Supplier), N-No Cost to Gov’t (Commercial Supplier), U-undetermined, Z-No Cost to Navy (Government Manufacturer /Supplier) 2. This field may only be populated by the Screening Point or Action Point. 3. Approved for use in X12 version 8060. 1/1
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