DEFENSE LOGISTICS MANAGEMENT SYSTEM VOLUME 2 SUPPLY ...

DLM 4000.25, Volume 2

DEFENSE LOGISTICS MANAGEMENT SYSTEM

VOLUME 2 SUPPLY STANDARDS

AND PROCEDURES

June 13, 2012

DEPUTY ASSISTANT SECRETARY OF DEFENSE (SUPPLY CHAIN INTEGRATION)

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TABLE OF CONTENTS

VOLUME 2: SUPPLY STANDARDS AND PROCEDURES

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FOREWORD ................................................................................................................F-1

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CHAPTER 1 INTRODUCTION C1.1 GENERAL ............................................................................................ C1-1 C1.2 POLICY ................................................................................................ C1-1 C1.3 APPLICABILITY ................................................................................... C1-1 C1.4 SUPPLY PROCESS REVIEW COMMITTEE ....................................... C1-1 C1.5 SUPPLY DISCREPANCY REPORTING PRC ..................................... C1-2 C1.6 JOINT PHYSICAL INVENTORY WORKING GROUP.......................... C1-2 C1.7 NONCOMPLIANCE.............................................................................. C1-2 C1.8 TRANSACTION REVERSAL ............................................................... C1-2 C1.9 TRANSACTION REJECTION .............................................................. C1-3 C1.10 MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES .................................................................................... C1-3 C1.11 MILITARY STANDARD TRANSACTION REPORTING AND ACCOUNTABILITY PROCEDURES .................................................... C1-4

CHAPTER 2 SPECIAL PROGRAM REQUIREMENTS AND DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN

C2.1 GENERAL ............................................................................................ C2-1

C2.2 SPECIAL PROGRAM REQUIREMENTS ............................................. C2-2

C2.3 DEMAND DATA EXCHANGE PROJECTED SUPPLY PLAN .............. C2-7

CHAPTER 3 WAR MATERIEL REQUIREMENTS AND SIMULATED MOBILIZATION EXERCISES

C3.1 C3.2 C3.3

GENERAL ............................................................................................ C3-1 WAR MATERIEL REQUIREMENTS .................................................... C3-2 SIMULATED MOBILIZATION EXERCISES ......................................... C3-2

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CHAPTER 4 REQUISITIONING

C4.1 C4.2 C4.3 C4.4 C4.5 C4.6

C4.7 C4.8 C4.9 C4.10

GENERAL ............................................................................................ C4-1 PREPARATION OF REQUISITIONS ................................................... C4-2 RETRANSMITTED REQUISITIONS .................................................. C4-22 REQUISITION CANCELLATIONS ..................................................... C4-22 REQUISITION MODIFICATIONS....................................................... C4-23 REQUISITION INQUIRIES/REQUESTS FOR SUPPLY ASSISTANCE .................................................................................... C4-25 REQUISITION PROCESSING AND RELATED ACTIONS ................ C4-27 ARMY EXCHANGE REPARABLE PRICING PROCESS ................... C4-58 NAVY EXCHANGE REPARABLE PRICING PROCESS.................... C4-58 DEFENSE AUTOMATIC ADDRESSING SYSTEM EDIT OF INCOMING REQUISITIONS .............................................................. C4-59

CHAPTER 5 STATUS REPORTING

C5.1 SUPPLY AND SHIPMENT STATUS ? GENERAL ............................... C5-1

CHAPTER 6 PHYSICAL INVENTORY CONTROL

C6.1 GENERAL ............................................................................................ C6-1

C6.2 POLICY ................................................................................................ C6-4

C6.3 PHYSICAL INVENTORY PROCEDURES ......................................... C6-17

C6.4

RESEARCH OF POTENTIAL OR ACTUAL INVENTORY ADJUSTMENTS (PHYSICAL INVENTORY) ? DOCUMENT IDENTIFIER CODE D8A/D9A ............................................................ C6-22

C6.5 REVERSAL OF INVENTORY ADJUSTMENTS (PHYSICAL INVENTORY) ? DOCUMENT IDENTIFIERCODE D8A/D9A ............. C6-25

C6.6

RESEARCH OF POTENTIAL OR ACTUAL INVENTORY ADJUSTMENTS (ACCOUNTING ERRORS) ? DOCUMENT IDENTIFIER CODE D8B/D9B ............................................................ C6-26

C6.7 REVERSAL OF INVENTORY ADJUSTMENT (ACCOUNTING ERRORS) TRANSACTIONS ................................... C6-28

C6.8 RECORD RECONCILIATION PROGRAM ......................................... C6-28

C6.9 RETENTION OF ACCOUNTABLE DOCUMENTATION .................... C6-35

C6.10 QUALITY CONTROL ......................................................................... C6-35

C6.11 PHYSICAL INVENTORY CONTROL PROGRAM PERFORMANCE ASSESSMENT................................................................................... C6-37

C6.12 STORAGE ITEM DATA CORRECTION/CHANGENOTIFICATION ... C6-46

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C6.13 CAPITAL EQUIPMENT ...................................................................... C6-47

CHAPTER 7 INVENTORY ADJUSTMENTS

C7.1 C7.2 C7.3 C7.4 C7.5 C7.6

C7.7

GENERAL ............................................................................................ C7-1

CHANGES IN SUPPLY CONDITION OF MATERIEL .......................... C7-6

OWNERSHIP GAINS AND LOSSES ................................................. C7-12

PURPOSE TRANSFERS ................................................................... C7-14

PHYSICAL INVENTORY GAINS AND LOSSES................................ C7-14

REIDENTIFICATION OF STOCK, STOCK NUMBER CHANGES AND UNIT OF ISSUES CHANGES.................................................... C7-14

CONDITION CHANGES FOR ITEMS BEING REPORTED/ TURNED IN TO DLA DISPOSITION SERVICES............................... C7-14

CHAPTER 8 MATERIEL OBLIGATION VALIDATION

C8.1 SUPPORT OF UNITED STATES FORCES ......................................... C8-1

C8.2 GRANT AID.......................................................................................... C8-8

CHAPTER 9 LOGISTICS REASSIGNMENT

C9.1 C9.2 C9.3 C9.4 C9.5 C9.6 C9.7 C9.8

C9.9

GENERAL ............................................................................................ C9-1 POLICY ................................................................................................ C9-2 REQUIREMENTS ................................................................................ C9-2 PRE-EFFECTIVE TRANSFER DATE ACTIONS ................................. C9-3 EFFECTIVE TRANSFER DATE PERIOD ACTIONS ........................... C9-5 POST-EFFECTIVE TRANSFER DATE ACTIONS ............................... C9-6 RECEIPT PROCESSING AFTER EFFECTIVE TRANSFER DATE..... C9-8 INQUIRY FOR LOGISTICS REASSIGNMENT ASSET DATA AND RESPONSE............................................................................... C9-10 LOGISTICS REASSIGNMENT DUE-IN VALIDATION ....................... C9-10

CHAPTER 10 MATERIEL RECEIPT ACKNOWLEDGMENT

C10.1 PURPOSE.......................................................................................... C10-1

C10.2 APPLICABILITY ................................................................................. C10-2

C10.3 EXCLUSIONS .................................................................................... C10-2

C10.4 COMMUNICATIONS .......................................................................... C10-4

C10.5 RESPONSIBILITIES .......................................................................... C10-4

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C10.6 PREPARING AND SENDING MATERIEL RECEIPT ACKNOWLEDGEMENT ..................................................................... C10-6

C10.7 FOLLOWUP FOR DELINQUENT MATERIEL RECEIPT ACKNOWLEDGMENT ..................................................................... C10-10

C10.8 CORRECTING OR CANCELING MATERIEL RECEIPT ACKNOWLEDGEMENT ................................................................... C10-13

C10.9 QUALITY CONTROL ....................................................................... C10-14

C10.10 MANAGEMENT EVALUATION ........................................................ C10-14

CHAPTER 11 MATERIEL RETURNS, REDISTRIBUTION OF ASSETS, DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS AND RETROGRADE RETURNS

C11.1 GENERAL .......................................................................................... C11-1

C11.2 APPLICABILITY AND SCOPE ........................................................... C11-6

C11.3 EXCLUSIONS .................................................................................... C11-7

C11.4 REPORTING CRITERIA FOR CUSTOMER ASSET REPORTS ....... C11-8

C11.5 PREPARATION OF CUSTOMER ASSET REPORTS ....................... C11-8

C11.6 CANCELLATION OF CUSTOMER ASSET REPORTS ..................... C11-9

C11.7 PROCESSING REPLIES TO CUSTOMER ASSET REPORTS ....... C11-10

C11.8 FOLLOW-UPS ON REPORTED ASSETS ....................................... C11-11

C11.9 AUTOMATIC RETURNS .................................................................. C11-12

C11.10 DEFENSE AUTOMATIC ADDRESSING SYSTEM .......................... C11-15

C11.11 INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER PROCESSING OF CUSTOMER ASSET REPORTS .... C11-17

C11.12 INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER MATERIEL RECEIPT STATUS..................................... C11-19

C11.13 PREPARATION AND PROCESSING OF SHIPMENT STATUS...... C11-20

C11.14 PROCESSING FOLLOW-UPS FROM REPORTING ACTIVITIES... C11-21

C11.15 CANCELLATION OF CUSTOMER ASSET REPORTS ................... C11-22

C11.16 INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER PROCESSING OF DLMS 180M CUSTOMER ASSET REPORTS, CANCELLATIONS, AND FOLLOW-UPS WHEN THE SUPPLY SOURCE HAS CHANGED................................................ C11-23

C11.17 INVENTORY CONTROL POINT/INTEGRATED MATERIEL MANAGER LATERAL REDISTRIBUTION OF RETAIL ASSETS..... C11-23

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C11.18 INTER-SERVICE LATERAL REDISTRIBUTION OF RETAIL ASSETS BY INTER-SERVICE AGREEMENT ................................ C11-26

C11.19 RETURNS TO DLA FROM INDUSTRIAL SITES UNDER BASE REALIGNMENT AND CLOSURE SUPPLY, STORAGE AND DISTRIBUTION AND NATIONAL INVENTORY MANAGEMENT STRATEGY SITE CUSTOMERS ..................................................... C11-26

C11.20 DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS AND RETROGRADE RETURNS ..................................................... C11-27

CHAPTER 12 DUE-IN AND PRE-POSITIONED MATERIEL RECEIPT

C12.1 GENERAL .......................................................................................... C12-1

C12.2 CONTROL OF MATERIEL DUE-IN.................................................... C12-2

C12.3 PROVIDING THE STORAGE ACTIVITY WITH PRE-POSITIONED MATERIEL RECEIPT ......................................................................... C12-3

C12.4 LOAN MATERIEL............................................................................... C12-6

C12.5 LOGISTICS REASSIGNMENT MEMORANDUM DUE-IN AND PRE-POSITIONED MATERIEL RECEIPT ......................................... C12-6

C12.6 LOGISTICS REASSIGNMENT DUE-IN VALIDATION ....................... C12-7

CHAPTER 13 MATERIEL RECEIPT

C13.1 C13.2 C13.3 C13.4

C13.5 C13.6

GENERAL .......................................................................................... C13-1

MATERIEL RECEIPT PROCESSING ................................................ C13-2

INQUIRY ON IN-TRANSIT DUE-INS ............................................... C13-23

STORAGE ACTIVITY RESPONSE TO INQUIRY ON MATERIEL RECEIPT.......................................................................................... C13-23

ARMY EXCHANGE PRICING PROCESS ....................................... C13-24

OPTIONAL INTRA-SERVICE USE OF RECEIPT FOR MATERIEL PROVIDED TO CONTRACTORS AS GOVERNMENT FURNISHED MATERIEL ................................................................. C13-25

CHAPTER 14 ISSUE, LOAN, DEMAND, AND SINGLE MANAGER FOR CONVENTIONAL AMMUNITION FREEZE/UNFREEZE ACTIONS

C14.1 GENERAL .......................................................................................... C14-1

C14.2 ISSUE ................................................................................................ C14-2

C14.3 BACKORDER TRANSACTIONS........................................................ C14-6

C14.4 DEMAND TRANSACTIONS............................................................... C14-6

C14.5 LOAN TRANSACTIONS .................................................................... C14-6

C14.6 SINGLE MANAGER FOR CONVENTIONAL AMMUNITION FREEZE/UNFREEZE ACTIONS ........................................................ C14-7

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CHAPTER 15 INSTALLATION CLOSURE PROCEDURES

C15.1 C15.2 C15.3 C15.4 C15.5

GENERAL .......................................................................................... C15-1 APPLICABILITY AND SCOPE ........................................................... C15-2 EXCLUSIONS .................................................................................... C15-2 INSTALLATION CLOSING PROCEDURES ...................................... C15-3 PROCEDURES FOR THE INVENTORY CONTROL POINT/ INTEGRATED MATERIEL MANAGER .............................................. C15-5

CHAPTER 16 DISPOSITION SERVICES

C16.1 C16.2 C16.3

C16.4 C16.5 C16.6 C16.7

C16.8

GENERAL .......................................................................................... C16-1

REQUISITIONING DOD EXCESS PERSONAL PROPERTY FROM THE DISPOSITION SERVICES ............................................. C16-2

REQUISITIONING AND OTHER MATERIEL MOVEMENT OF CONVENTIONAL SMALL ARMS/LIGHT WEAPONS FROM DISPOSITION SERVICES ................................ C16-17

SOURCE OF SUPPLY AND STORAGE ACTIVITY INTERFACE FOR DISPOSAL RELEASE ORDERS........................ C16-18

DOCUMENTATION REQUIRED FOR SHIPMENTS TO DLA DISPOSITION SERVICES ............................................................... C16-20

INTRANSIT CONTROL SYSTEMS PROCESSING OF SHIPMENTS TO DLA DISPOSITION SERVICES ..................... C16-28

PROCESSING MATERIEL AND MAINTAINING ACCOUNTABILITY BY THE DLA DISPOSITION SERVICES AND THE DISPOSITION SERVICES FIELD OFFICES ................... C16-34

SUPPLY DISCREPANCY REPORTING .......................................... C16-55

CHAPTER 17 SUPPLY DISCREPANCY REPORTING

C17.1 GENERAL .......................................................................................... C17-1

C17.2 POLICY .............................................................................................. C17-5

C17.3 PROCEDURES .................................................................................. C17-8

C17.4 MANAGEMENT EVALUATION ........................................................ C17-71 C17.5 SECURITY ASSISTANCE DISCREPANCY REPORTS .................. C17-72

CHAPTER 18 RESERVED CHAPTER 19 RESERVED

CHAPTER 20 MEDICAL UNIT ASSEMBLY PROGRAM C20.1 GENERAL .......................................................................................... C20-1

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C20.2 C20.3 C20.4 C20.5 C20.6

APPLICABILITY AND SCOPE ........................................................... C20-1 BUILD REQUIREMENT ..................................................................... C20-1 DUE-IN ESTABLISHMENT ................................................................ C20-1 RECEIPT PROCESSING ................................................................... C20-2 COMPONENT PACKING INFORMATION ......................................... C20-2

CHAPTER 21 STOCK READINESS PROGRAM

C21.1 GENERAL .......................................................................................... C21-1

C21.2 APPLICABILITY AND SCOPE ........................................................... C21-2

C21.3 STOCK SCREENING REQUEST/REPLY OVERVIEW ..................... C21-2

C21.4 STORAGE QUALITY CONTROL REPORT PROCESS OVERVIEW ........................................................................................ C21-5

CHAPTER 22 ASSET STATUS REPORTING

C22.1 C22.2 C22.3

GENERAL .......................................................................................... C22-1 IN STORAGE ASSETS ...................................................................... C22-1 INTRA-COMPONENT USE................................................................ C22-3

CHAPTER 23 CATALOG DATA SUPPORT

C23.1 C23.2 C23.3 C23.4 C23.5

GENERAL .......................................................................................... C23-1 INDUSTRIAL ACTIVITY CATALOG DATA SUPPORT ...................... C23-2 PROCEDURES-NAVY INTERFACE .................................................. C23-3 PROCEDURES-MARINE CORPS INTERFACE ................................ C23-9 AIR FORCE GOVERNMENT FURNISHED PROPERTY ACCOUNTABILITY .......................................................................... C23-11

CHAPTER 24 PRODUCT QUALITY DEFICIENCY REPORT PROGRAM

C24.1 GENERAL .......................................................................................... C24-1

C24.2 PQDR TRANSACTION SET .............................................................. C24-1

C24.3 APPLICABILITY AND SCOPE ........................................................... C24-1

C24.4 PQDR OVERVIEW............................................................................. C24-1

C24.5 DETAILED REQUIREMENT .............................................................. C24-2

C24.6 EXHIBIT TRACKING .......................................................................... C24-5

C24.7 PQDR INTER-SERVICE INTERFACE QUERY CAPABILITY............ C24-5

CHAPTER 25 SECURITY ASSISTANCE PROGRAM

C25.1 GENERAL .......................................................................................... C25-1

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