“What You Can Buy,

and How to Buy It”

To provide a conceptual overview of requisitioning

and purchasing goods and services through the

Army supply system.

To describe the stages of requisitioning, from

identifying an item to receipt and accountability of

supplies and equipment.

PURPOSE

• 5 Stages of Requisitioning • Research• Requisition• Monitor• Receive• Accountability

• Control Measures• Offline Requisitions

AGENDA

RESEARCH

CLASSESOF

SUPPLY

Class I(TISA)

Subsistence, including freehealth and welfare items.

Class IIULLS-S4

Clothing, tentage, tool SKOs, hand-tools, administrative equipment, office and cleaning supplies.

Class IIIULLS-G/A

POL, bulk and packaged fuels, lubricating oils, coal and related products.

Class IVULLS-S4

Construction materials, fortification and barrier materials.

Class VSAAS-MOD

Ammunition, of all types:bombs, explosives, mines, fuses, missiles, etc...

Class VICommercial Personal demand items

(nonmilitary sales items),Alcohol

Class VIIPBUSE

A final combination of end products which is ready for its intended use: Tanks, radios, ...

Class VIIIMED supply

Medical material, includes medical equipment and repairparts for it.

Class IXULLS-G/A

Repair parts and components, including kits & assemblies.

Class XContract

Material to support non-military programs; such as agricultural and economic development.

Classes of Supply ReferencesClass 1 – Subsistence, including free health and welfare items. AR 30–22Class 2 – Clothing, individual equipment, tentage, tool sets and tool kits, handtools, administrative, and housekeeping supplies and equipment (including maps). This includes items of equipment, other than major items, prescribed in authorization/allowance tables and items of supply (not including repair parts.)

AR 700–84, CTA 50–900, CTA 909, CTA 50–970

Class 3 – POL, petroleum and solid fuels, including bulk and packaged fuels, lubricating oils and lubricants, petroleum specialty products; solid fuels, coal, and related products.

AR 11–27, AR 700–36, AR 710–2, FM 10–13, FM 10–18, FM 10–68, FM 10–69, FM 10–71, SB 710–2, TM 5–675

Class 4 – Construction materials, to include installed equipment, and all fortification/barrier materials.

AR 420–17

Class 5 – Ammunition, of all types (including chemical, radiological, and special weapons), bombs, explosives, mines, fuses, detonators, pyrotechnics, missiles, rockets, propellants, and other associated items.

AR 190–59, AR 190–11, AR 190–13, AR 190–51, AR 700–19, AR 710–2, SB 700–2, SB 708–3, FM 9–38, TM 9–1300–206

Class 6 – Personal demand items (nonmilitary sales items). AR 700–23Class 7 – Major items: A final combination of end products which is ready for its intended use: (principal item) for example, launchers, tanks, mobile machine shops, vehicles.

AR 710–1, FM 704–28, SB 700–20, Appropriate authorization documents.

Class 8 – Medical material, including medical peculiar repair parts. AR 40–61, CTA 8–100

Class 9 – Repair parts and components, including kits, assemblies and subassemblies, reparable and nonreparable, required for maintenance support of all equipment.

AR 710–2, AR 710–1, Appropriate TMs

Class 10 – Material to support nonmilitary programs; such as, agricultural and economic development, not included in classes 1 through 9.

CTA 50–909

• TM’s, FM’s • FEDLOG (characteristics search)• www.gsaadvantage.gov• commercial catalogs

INFORMATION SOURCES

• Easy to order through the supply system.• Government already purchased, costs “programmed”.• Accepted into the inventory, approved for use, compatibility.

NSN Items: Pro

NSN Item or Commercial?

NSN Items: Con• Often “generic”, may not meet special needs.• Sometimes use old technology.• Long lead for non-stocked or high-demand item.

• Current technology.• Often faster delivery times.• Manufacturer support for planning and technical assistance.

Commercial: Pro

NSN Item or Commercial?

Commercial: Con• Requires local purchase or contract.• Purchase price may be lower, but total costs for

contracting, procurement, delivery may be more.• May not be acceptable substitute or compatible with existing

equipment in the inventory.

• SOS: Routing Identifier Code (RIC) for Source of Supply• AAC: Acquisition Advice Code provides (tells how item is managed, if it’s obsolete,

local purchase, fabricated, terminal and on the way out…)• SCMC: Supply Category of Material Code (Class of Supply, I-IX)• MATCAT: Material Category Code (2nd pos. shows who pays; if it’s a letter, it’s Procurement

and “Big Army” pays, if it’s a number it’s Stock Funded and the unit pays.

“Numbers cost money”• ARC: Accounting Requirements Code. X=Expendable, D=Durable, N=Nonexpendable.• CIIC: Controlled Item Inventory Code, says if it’s a controlled or sensitive item. In general,

U or J are not controlled, 7 means pilferable, anything else is controlled.• MR: Maintenance Reparability, says who can fix or inspect it for turn-in. O means

Organizational (unit maintenance), F means Direct Support, D means Depot. • RC: Recoverability Code, tells you whether an unserviceable item must be returned for

repair. Anything other than “Z” means you must turn in the old one.

Key AMDF Codes

NSN Item Information

All Army STAMIS have a catalog reference screen that

displays AMDF information. Currently this is updated by a

“Catalog Update” process, loading information from FEDLOG

CD-ROM’s. Pending upgrades to all STAMIS allow real-time

queries of catalog data from the FEDLOG database.

Finding an AMDF

NSN Item Information (cont’d)

FEDLOG AMDF

|___________________________________________________________________AWESF526_| | UNIT LEVEL LOGISTICS SYSTEM | | CATALOG DISPLAY SCREEN DATE: 03 MAY 1994 _____________________________________________________________________________| | FSC |NIIN_PNO |ADDL|NOMENCLATURE |SOS|AAC|PS |UNIT-PRICE | | 5230 |000812305 | |WRENCH S | | G | |$ 21.43 | |____________________________________________________________________________ | UI |UM |MEAS-QTY | EIC |SCMC| EC| AEC | MATCAT | LIN | LCC | RICC | | SE | |--------- | | 2B | A | A | 2 | | | | _____________________________________________________________________________| | ARC | INC |SCIC| CIIC |ICC| PC | SLC | DML | ADP | PMI | MRC | RC | | D | A | | | | | | | | | | O | _____________________________________________________________________________| | ARI | DIST CD TFC MAZMAT AIMI UICF UIO WC PC | UC | ______ O ---- | PKF UPQ UPW UCC CSH DUN CSH THK | <PRESS ANY KEY TO CONTINUE> | _____________________________________________________________________________

ULLS-Family AMDF

PBUSE AMDF

1. SCMC: “Am I allowed to order this class of supply?” Class 3/9 in the motor

pool/tech supply, Class 2 in the supply room, Class 7 in the PBO, Class 8 only

through MED, etc…

2. ARC: “Does it require accountability?” If it’s “X”, then no…if “D”, it requires

Durable Property accounting procedures, meaning subhandreceipts/component

listings and annual review. “N” requires Nonexpendable Accountability through

the PBO to the company commander.

3. MR: “When I go to turn it in, who inspects it?” O means unit level, F is your

Field Level maintenance, D means it has to be inspected by a national-level

activity.

4. RC: “Do I have to turn in the old one?” If there’s a Z, dispose of it locally IAW

installation policies (DRMO, recycling center). Anything else, you’ll have to turn

in the unserviceable item within 10 days of receiving a new one.

“What am I looking for?”

AMDF TRANSLATION

5. UI/UM: “Am I ordering the right amount?” Unit of issue and Unit of Measure can

ruin your day as a supply clerk when the mechanic ordered “100”, but the UI is “PG”

(package) and UM is “1,000” (100x1000=100000). Check before you enter the request!

6. AAC: “Can I even get this through the system?” AAC describes the NSN’s

current status. In general, the beginning of the alphabet is good, the end of the

alphabet is bad, and the middle may be either way. A table of AAC’s is found in DA

Pam 708-2, Table 3-2.

Some of the more common AAC’s:

AAC A, B, C, D: Stocked, they’re regulated by a specific agency

AAC F, L: Not available from the system, the NSN may is for accountability. You have to

find the component listing and “build” it (F), or buy commercial (L)

AAC G, H, I: GSA, vendor direct delivery, vendor direct ordering. May need to be a GPC

purchase in some areas, or might just take longer.

AAC V, Y, Z: Basically on the way out, although “Z” might have a few left.

“What am I looking for? (cont’d)”

AMDF TRANSLATION

“What if there’s no AMDF?”

Not all NSN’s will have an AMDF assigned. Some may not have been

completely accepted into the inventory, or the NSN is only used for contract

bidding purposes. Using FEDLOG’s Interactive mode in Windows

lets you view the limited information, like Reference Number (part number) or

Management Data. This information can be used with DD 1348-6 as an

Exception Data Request and submitted manually through the supply system.

Local purchases are only authorized when the supply system is unable to

meet the demand. FEDLOG Interactive has powerful search tools to help you

find NSN items that meet your unit’s needs, even without a known NSN.

“I don’t know the NSN, can’tI just buy it online?

Know the supplier?Search here to get the CAGE Code.

Enter the CAGE,then click “CAGE To P/N”,you’ll get a list of everythingthey make.

Found a P/N on an itemand need more? Click thePart Number button andenter the P/N you have.FEDLOG will narrow downthe search as you type andif a match is found, will x-refto a list of NSN’s.

Search by the item’scharacteristics. You canoften type in brand names,colloquial (common) names,color, capacity (15kw, 5 gal)and find results, or use withan Item Name to narrowdown a large number of items.

Type in 1-2 words,But remember, catalognames aren’t always the same as commonlyused names.

GPC holders and Unit Purchase agents are still required to use approved

sources first whenever possible. That means buying from Government-

approved agencies in order to reduce the costs of duplicating

procurement efforts, and to support socio-economic programs

(Lighthouse for the Blind, Skillcraft, Disadvantaged Businesses…)

The Government Services Administration (GSA) consolidates these

requirements through GSA Schedules. Vendors with a GSA Schedule

have already met Government requirements for reliability, socio-ecomonic

responsibility, and have established terms to provide goods or services.

www.gsaadvantage.gov

“No NSN, now can I buy it online?”

1. You’ve determined the supply system doesn’t have an NSN

item available.

2. GSA doesn’t have the right item available from an approved

Government source.

3. Now you can look at commercial options.• Research the market, don’t go with the first

manufacturer you see.• Shop around like it’s your money you’re spending

(actually, it is!)• Get brochures, source of supply info, specs.

“GSA doesn’t have it either!Now can I buy commercial?”

REQUISITION

Tracking Requisitions• DA Pam 710-2-1 requires all activities requesting

supplies to maintain a document register of requests with current supply/shipment status.

• All STAMIS maintain an automated register as requests are entered and updates status at intervals.

• Manual requisitions must be recorded on DA Form 2064, and statuses are manually updated by the activity maintaining the register.

• All STAMIS have a “Post-Post Request for Issue” process that can be used to enter manual requisitions for tracking.

Ref. DA Pam 710-2-1, Ch. 2-23

Procurement Sources

• MILSTRIP Request (“supply system”)(Military Standard Requisitioning and Issue Procedures)

• Local Purchase:• Government Purchase Card: GPC• Unit Purchasing Officer• DD Form 1348-6 through SSA (SSA

accountable officer determines ifcontract is necessary, submits)

MILSTRIPREQUESTS

MILSTRIP Request (Military Standard Requisitioning and Issue Procedures)

• DOD-standard 80 character format to recordissue, receipt, and requisition data for usein automated systems.

• Used on several standard forms forrequisition, receipt, and turn-in• DD 1348-1a (Issue/Release/Receipt)• DA 2765-1 (Request for Issue or Turn In)• DD 1348-6 (Request for Issue)

Ref. AR 725-50 and DOD 4000.25–1–M

Document Number

W34QVG70320151

DoD Activity Address Code (DODAAC):Six-digit code to identify an “account” used by a specific unit, for a specific class of supplyFirst digit denotes the service, “W” is Army, theremaining characters identify the unit and activity.

Julian Date: First digit denotes year(“7” for 2007, “0” for 2000, 2010…)Last three digits are day’s sequential number (001 is 1 Jan, 365 is 31 Dec)

Document Series:PBO assigns rangeof numbers for eachclass of supply. (0101-0199 is 101CAB’s “durable”Series, so 0151 is the 50th request that day.

DOCUMENT SERIES

STAMIS) Document Number Series Property Book PBUSE 3500 – 3699 (NON-EXPENDABLE, GARRISON) Property Book PBUSE 4500 – 4699 (NON-EXPENDABLE, DEPLOYED) ULLS-S4 (CL II & IV) 0001 – 0200 (EXPENDABLE) ULLS-S4 (CL II) 0201 – 0399 (DURABLE) ULLS-S4 0300 – 0349 (CLASS III PACKAGE) ULLS-S4 0350 – 0399 (CLASS III BULK) ULLS-S4 0800 – 0899 (CLVIII exp./durable w/o BMSO) SAMS (AMMO) 0500 – 0599 ULLS-G (CL IX) 0900 – 1400 ULLS-A (CL IX) 1900 – 2999 1. Commanders are responsible for ensuring that a separate document register is prepared and maintained for each series utilized within their command. They are also responsible for monitoring the supplies and equipment that are requested by class of supply and accounting requirement code (ARC). 2. The property book office is the only activity authorized to request non-expendable (ARC: N) equipment or commercially available items with similar characteristics. Units will not use the PBO’s non-expendable DODAAC’s for any requisition, contract, or other procurement method.

DA Pam 710-2-1 para. 2-23b: “The Property Book Officer (PBO) designates, by Informal Memorandum, those elements within a unit authorized to request expendable and durable supplies. He will ensure that document numbers are not duplicated among unit elements. The Informal Memorandum will specify class of supply, DODAAC and block of document serial numbers to be used by that element. The Informal Memorandum will also specify any restrictions.”

National Stock Number

8820-01-161-6934

Federal Supply Class:Used to group like items (2320 is “Wheeled Vehicles”, 1005 is “Small Arms”, 8145 is “Tents and Tarpaulins”…

Country of Origin Code:00, 01 are US, 12 is Germany,99 is UK…each NATO countryhas a code since this format isalso used for NATO Stock Numbers

Unique Item Number:Identifies the specific part.

Grouping Number:Can be random, or canidentify a subgroup, like “189”for green HMMWV canvas items.

The last nine digitsOf an NSN are the “NIIN”(National Item ID Number)

Document Identifier Code (DIC)

Three-digit code to identify the type of transaction being performed.

• A0_ is a request for issue• A0A is domestic with NSN (A01 overseas)• A0E is domestic with exception data (A05 overseas)

• AMA is request for modification (priority, Fund Code…)• D6_ is a receipt

• D6Z is from ‘other than procurement’ (turn-ins!)• D6S acknowledges receipt of a requisition

• AF1 is a request for followup by requisitioner• AC1 is a request for cancellation by requisitioner• AE1 is supply status to requisitioner• A5A is a release to domestic customer (A51 overseas)

Ref. AR 725-50, App. C

Uniform Materiel Movement and Issue Priority System (UMMIPS)

• Establishes maximum requisition processing and materiel movement time standards for all DOD activities.

• Provides a basis for managing movement of materiel throughout the DOD distribution system.

• Ensures that materiel requirements are processed according to:(1) The mission importance of the requiring activity.(2) The urgency of need.(3) Specific management considerations.

Ref. AR 725-50, App. C

FORCE/ACTIVITY DESIGNATOR

Force/Activity Designator (F/AD): “Roman numeral (I through V) which shows themission essentiality of a unit, organization, installation, project, or program to meet national objectives.”

F/AD’s are assigned by MACOM’s, reviewed annually by SecDef and CJCS,commanders of requisitioning activities (down to unit level) must monitor use.

F/AD I: Top priority in DOD Master Urgency List, or designated by SecDefbased on CJCS recommendation.

F/AD II: Deployed, conducting deliberate plans under JOPES; designated on ordersto deploy; critical mobilization and support activities.

F/AD III: Designated to prepare for deployment; combat training units supporting F/AD I and II units for national objectives; pre-positioned stocks activities.

F/AD IV: Combat training units supporting Service objectives; units supporting otherunits deploying.

F/AD V: Staff, admin, TDA, other activities not designated.

Ref. DOD 4140.1-R, App. 9

URGENCY OF NEED DESIGNATOR

Urgency of Need Designator (UND): establishes the necessity for the acquisition of a resource and the criticality of the requirement

UND A: immediate end use; unable to perform mission, or will be unable to perform

mission within 15 days; immediate replacement or repair of equipmentrelated to maintaining, manufacturing, direct support, or training forassigned mission

UND B: denotes a need which has or will cause mission impairment; repair ofsupplemental or “backup” equipment; needed sooner than routine priority

UND C: routine requirements

Ref. DoD 4000.25-1-M App. 2.14

PRIORITY DESIGNATORPriority Designator (PD) A 2-position numeric code (01-15) thatidentifies the relative priority of the competing requisitions.

Commanders are responsible to review PD use before the requisitionis processed and submitted to the supply system and must prevent abuse. All STAMIS provide a “Commander’s Exception Report” for this purpose,Manual systems require the commander’s initials or signature on the requisition document and document register.

Ref. DoD 4000.25-1-M App. 2.14

FAD A B CI 01 04 11II 02 05 12III 03 06 13IV 07 09 14V 08 10 15

UND

REQUIRED DELIVERY DATERequired Delivery Date: A 3-position field that is used to identify the level of

service (in terms of time) that a customer requires of the logisticssystem. The RDD specifies the allotted times that each element of the logistics system has to satisfy the service-level required by the customer.

RDD is normally the Julian Date the item is required (not “number of days”!).Ordering on 032 (1 Feb) and need it in 60 days? Enter 092 for RDD.

Extended RDD’s are designated by X _ _ or S_ _, and the number of months is used

• Use X_ _ when the item is long-lead, and you need to ensure the supply systemdoesn’t cancel the request when it exceeds a certain date. For example,X36 means your RDD is 3 years from the end of the month of your request.Earlier than expected shipments will be released.

• Use S_ _ when you do not want the item released any earlier than 50 days beforethe RDD. For example, a sequenced project, or projected need (“S36”)

Ref. DoD 4000.25-1-M App. 2.14

REQUIRED DELIVERY DATE (cont’d)

Requisitions with the following RDD’s are processed 24/7: • 999 (NMCS for expedited handling, mission-essential only, PD 01-03 only)• N_ _ (NMCS, CONUS)• E_ _ (Anticipated NMCS within 15 days CONUS, 20 OCONUS)

Special purpose RDD’s:

• 444: handling service for customers collocated with the storage activityor for locally negotiated arrangements

• 555: exception to mass requisition cancellation, expedited handling required (e.g.; at the end of a deployment, to close the DODAAC, but ship specificrequisitions for urgent needs)

• 777: expedited handling required for reasons other than indicated for 444 or 555 Requisitions with other RDD’s are processed on shift schedules according to theTime Definite Delivery standards required by the PD/RDD.

Ref. DoD 4000.25-1-M Ch. 8

TIME DEFINITE DELIVERYTime Definite Delivery (TDD): The concept that, within a specified degree

of probability (e.g., 85 percent) the logistics system is capable of delivering required materiel to the customer within a given period of time.

TDD is broken down into three categories based on expected processing response for a given requisition’s priority.

Category 1: PD 01-03, with or without an RDD, unless X_ _ or S_ _ is used

Category 2: PD 04-15 with 444, 555, 777, N_ _, or E_ _

Category 3: PD 04-15 with RDD blank or greater than 8 days CONUS, greater than 21 days OCONUS, routine handling

Ref. DoD 4140.1-R App. 8

TIME DEFINITE DELIVERY (cont’d)

TDD standards are also affected by the requisitioner’s location:

• CONUS• Area A: vicinity of Alaska• Area B: vicinity of the UK and northern Europe• Area C: vicinity of Japan• Area D: “hard-lift” areas, such as remote areas of Alaska,

low-traffic areas of Japan, Southwest Asia, Kuwait, New Zealand…

• EXP: Commercial door-to-door, only for Priority 1 and 2OCONUS when military airlift is not adequate

Ref. DoD 4140.1-R App. 8

Time-Definite Delivery Standards for Category 1 Requisitions

PIPELINE SEGMENT CONUS A B C D EXP

A. Requisition Submission Time .5 .5 .5 .5 .5 .5 B. ICP Processing Time .5 .5 .5 .5 .5 .5

C. Storage Site (or Base) Processing, Packaging and Transportation Hold Time

1 1 1 1 1 1

D. Storage Site to CCP Transportation Time N/A 1 1 1 1 N/A E. CCP Processing Time N/A .5 .5 .5 1 N/A F. CONUS In-Transit Time 1.5 1 1 1 1 N/A G. POE Processing and Hold Time N/A 3 3 3 3 N/A H. In-transit to Theater Time N/A 1 1 1 2.5 3 I. POD Processing Time N/A 2 2 2 2 N/A J. In-Transit, Within-Theater time N/A 1 1 1 1 1 K. Receipt Take-Up Time .5 .5 .5 .5 .5 .5 Total Order-to-Receipt Time 4 12 12 12 14 6.5

AREA

TIME DEFINITE DELIVERY (cont’d)

Time-Definite Delivery Standards for Category 2 Requisitions

PIPELINE SEGMENT CONUS A B C D EXP

A. Requisition Submission Time .5 .5 .5 .5 .5 .5 B. ICP Processing Time .5 .5 .5 .5 .5 .5

C. Storage Site (or Base) Processing, Packaging and Transportation Hold Time

1 1 1 1 1 1

D. Storage Site to CCP Transportation Time N/A 3 3 3 3 N/A E. CCP Processing Time N/A 1 1 1 1 N/A F. CONUS In-Transit Time 4 2.5 2.5 2.5 2.5 N/A G. POE Processing and Hold Time N/A 3.5 3.5 3.5 4 N/A H. In-transit to Theater Time N/A 1 1 1 2.5 3 I. POD Processing Time N/A 2 2 2 2 N/A J. In-Transit, Within-Theater time N/A 1 1 1 1 1 K. Receipt Take-Up Time 1 1 1 1 1 .5 Total Order-to-Receipt Time 7 17 17 17 19 6.5

AREA

TIME DEFINITE DELIVERY (cont’d)

Time-Definite Delivery Standards for Category 3 Requisitions

PIPELINE SEGMENT CONUS A B C D

A. Requisition Submission Time 1 1 1 1 1 B. ICP Processing Time 1 1 1 1 1

C. Storage Site (or Base) Processing, Packaging and transportation Hold Time

3 3 3 3 3

D. Storage Site to CCP Transportation Time N/A 6 6 6 6 E. CCP Processing Time N/A 4 4 4 10 F. CONUS In-Transit Time 7 5 5 5 5 G. POE Processing and Hold Time N/A 5 5 5 10 H. In-transit to Theater Time N/A 4 9 18 27 I. POD Processing Time N/A 3 3 3 3 J. In-Transit, Within-Theater time N/A 3 3 3 3 K. Receipt Take-Up Time 2 2 2 2 2 Total Order-to-Receipt Time 14 37 42 51 71

AREA

TIME DEFINITE DELIVERY (cont’d)

FUND CODE

Fund Code: Two position alpha-numeric code used to determinebilling method and source of funds.

Ref. DoD 4000.25-7-M (MILSBILLS)

Requisitions submitted to DoD activities and the GSA will always contain afund code, unless the materiel requested has been offered without reimbursement, In which case the signal code will be D or M (free issue) and the fund code willhave no meaning to the requisition processing point.

Advice Codes: Provides additional instruction from the requisitioner tothe supply system for special handling, material requirements,backorder processing, and more. Only required if there arespecial instructions, otherwise leave blank.

ADVICE CODE

Commonly used Advice Codes:

• 2A: Not available locally• 2B: Do not substitute• 2F: Item known to be obsolete, still require• 2N: Required in one continuous length (hose, wire)• 2L: Exceeds normal demand, but is valid requirement

Ref. DoD 4000.25-1-M App 2.15

Project Codes: 3-digit alpha-numeric, used for the purpose of distinguishing requisitions and related documentation and shipments, as well as for the accumulation of intra-Service performance and cost data related to exercises, maneuvers, and other distinct programs, projects, and operations.

PROJECT CODE

• Are only used for specific projects, not always required• Provide “cost capture”, often used for deployments, new weapon systems • Do not provide nor imply any priority or precedence for requisition

processing or supply decisions• Do not alter nor override the priority assigned to a requisition or shipment

DA Form 2765-1Request for Issue

Or Turn-In

• Used to request expendable, durable, or nonexpendable single lineitem with National Stock Number (NSN) listed in the Army Master Data File (AMDF)

• Used for turn-in of unserviceable items to the supply system.

• Used to document Found-On-Installation property and either turn-in to the supply system or issue back to the unit who found it.

DA 2765-1

Ref. DA Pam 710-2-1, Ch. 2

DA 2765-1

Ref. DA Pam 710-2-1, Ch. 2

Use CTA, TM, SC #, MTOE number as appropriate.

(for ULLS-G/A clerks, this field is for EIC,Identifying the end-item you’re ordering parts for)

DD Form 1348-6“DOD Single Line

Item Request”

• Used for Exception Data requests to provide additional information.

• Allows requisitions to be submitted for non-NSN items, or items with NSN’s but no AMDF.

• LAST RESORT: Use only when automated requisitions cannot besubmitted.

• Requires additional processing time to review and approve request.

DD 1348-6

Ref. DoD 4000.25-1-M App. 1.6,also DA Pam 710-2-1 Ch 2.

DD 1348-6

DD 1348-6

Ref. DoD 4000.25-1-M App. 1.6

Instructions for Identification of Data Fields FIELD LEGEND BLOCK

NUMBER ENTRY AND INSTRUCTIONS

Manufacturer’s Code and Part Number

1 Enter the item commercial and Government entity (CAGE) code when available, first, followed by the complete part number when the part number exceeds 10 digits.

Manufacturer’s Name 2 Enter the manufacturer’s name and address (including Zip Code, if known) when the CAGE is not available.

Manufacturer’s Catalog Identification

3 Enter the manufacturer’s catalog identification number when available.

Date 4 Enter the date of the publication in calendar date format (YYMMDD).

Technical Order Number 5 Enter the applicable order number in which the requested item may be defined.

Technical Manual Number

6 Enter the applicable technical manual number in which the requested item may be defined.

Name of Item Requested. 7 Enter the appropriate name of item requested.

Description of Item Requested.

8 Enter the description of item requested and, if necessary, attach exhibits or pictures.

Color 8a Enter the color of item requested, if applicable.

Size 8b Enter the size of item requested, if applicable.

FIELD LEGEND BLOCK NUMBER

ENTRY AND INSTRUCTIONS

End Item Applicable 9 Enter the name of the applicable end item for which the requested item applies. Entry should cite NSN and/or nomenclature. If application is unknown, enter unknown.

Supply Source 9a Enter the supply source of the applicable end item if known.

Make 9b Enter the manufacturer’s make of the applicable end item if known.

Model Number 9c Enter the manufacturer’s model number of the applicable end item, if known.

Series 9d Enter the manufacturer’s series number of the applicable end item, if known.

Serial Number 9e Enter the manufacturer’s serial number of the end item, if known.

Requisitioner 10 Enter the requisitioner’s clear-text name, commercial or DSN number, and address including ZIP code.

Remarks 11 Enter any additional information which will assist the supply source to obtain the correct item.

DD 1348-6, MILSTRIP data

SSA’s DODAACRIC for Source of Supply

E

DD 1348-6, Exception Data

(used for components of larger items, helps identify)

(additional data not covered in otherareas)

(if item is in TO)

(if item is in TM)

(if applicable)

(if applicable)

Add as much information as possible; more details=betterchance are of getting the request filled!!

GOVERNMENTPURCHASE

CARD

Government Purchase Card (GPC)

• Valid Government Mission-Related Requirement • Funding Must Be in Place Prior to Purchase• Must have all required approvals • Single Purchase Limit <$2,500 • Purchases must be Tax Exempt• “Fair and Reasonable Price”• PBO must review all receipts within 5 working days to

determine accountability requirements • No Split purchases (e.g.; buying a $5000 item on two

separate $2500 purchases)

Conditions For Use

Does Purchase Fall into One of These Categories?

• Property Accountability • Information Technology Equipment• Audio/Visual Equipment • Repair IT Equipment • Repair/Change Property • Copiers • Rental of Vehicles

Required Approvals MUST be on File…

GPC Special Requirements

GPC WILL NOT BE USED FOR: • Cash Advances• Lease or Rental of Land or Buildings• Telecommunications Services• Travel related purchases that should be covered by the travel card• Food/Subsistence (unless an approved fund citation) • Fuel• Repair of leased or GSA Vehicles• Gifts/mementoes (going-away plaques, mugs, shirts, hats, etc)• Construction over $2,000• Wire Transfers, Savings Bonds, Foreign Currency, Dating & Escort

Services, Casinos or Off-Track Betting, Transactions with Political Organizations, Court Costs, Alimony, Child Support, Fines, Bail and Bond Payments, Tax Payments, and Untreated Wood.

Unauthorized Uses for GPC

You must seek and receive approval from the appropriate source BEFORE purchasing the following:

• Printing: FAR 8.802 prohibits directly contacting commercial sources. DAPS is the mandatory source for all printing/reproduction srvs.

• Hazardous Material• Advertising• Audio/Visual Equipment: TSC approval• Food• Personal Purchases: CHs are prohibited from purchasing items for personal

convenience, refrigerators, handheld/portable electronic devices, clothing and seasonal decorations. (Exceptions to Personal Purchases: If an otherwise “personal” purchase is deemed proper by the respective agency official, usually an O-6 or above, as mission essential and necessary expense of operating a facility, this may be considered an exception. These mission essential items must be documented and secured in the office at the end of the day for use during the work and duty day.)

• Bottled Water/Services: exception, water is deemed unpotable by DPW• Business Cards (purchasing the cards)• Trophies, Awards, Plaques and Mementoes as Give Away Items for Hail & Farewells, etc. Exception: limited use in support of employee recognition programs or by recruiters if accomplished within an approved award program.

Items Requiring Pre-Purchase Approval of GPC Use

UNIT PURCHASING

OFFICER

UNIT PURCHASING OFFICER

• Acts as an agent of the Contracting Officer

• Soldier or DA civilian who is authorized to purchase items valued less than $2500 under the supervision of a contracting officer

• Allows unit representative to make small purchases while unit is deployed when merchant won’t accept credit card

• Are authorized to obligate the U.S. Gov’t funds up to the amounts and for the purposes specified in their appointment letters

Comparison• Purchasing Officer

– NTE $2500 per transaction– Specific authority – Periodic Recon– Vendor payment by Paying Agent with

cash or check– SF 44 not widely accepted

• Credit Card Holder– NTE $2500 per transaction– General authority– Periodic Recon– Vendor paid immediately– GPC more widely accepted

UNIT PURCHASING OFFICER

UNIT PURCHASING OFFICER

• Acts as an agent of the Contracting Officer• Soldier or DA civilian who is authorized to purchase

items valued less than $2500 under the supervision of a contracting officer

• Allows unit representative to make small purchases while unit is deployed when merchant won’t accept credit card

• Are authorized to obligate the U.S. Gov’t funds up to the amounts and for the purposes specified in their appointment letters

UNIT PURCHASING OFFICER

Potential Ethics or Legal Violations:• Accepting anything of value from a vendor doing

business with the U.S. Gov (meals, baseball caps, coffee cups, pens, etc.)

• Making purchases from a vendor with whom the Purchasing Officer has a financial interest

• Seeking private employment with a vendor from whom the Purchasing Officer is procuring supplies or services.

• Doing anything that might adversely affect the public’s confidence in the Government’s integrity

Standards of Conduct

Purchasing Officer Restrictions• No classified purchases• No purchase methods other than those authorized in

their appointment letters• No purchases exceeding the dollar amount

specified in their appointment letters• No purchases of restricted items (ASK IF YOU’RE

UNSURE!!)• No split purchases (multiple bills in small increments

to buy items exceeding $2500)• Will not purchase supplies or services for which a

fixed price cannot be obtained before an order is issued

Authorized Purchases (unless restricted)

• Appliances• Construction Material• Emergency Supplies• Furniture• Gravel• Latrine & Shower Facilities• Sanitation Items• Refuse Collection• Repair of Info technology equipment • Office machine repair• Office equipment (not info tech)• Laundry (if QM is not available)• Training aids

Unauthorized Purchases• State and local taxes (contracting officer approval required)• Ammo or explosives• Personal Services• MTOE Equipment• Info technology unless approved• Intelligence information Clothing• Insurance• Medical and dental treatment• Passenger transportation on commercial carriers• Personal comfort items• Plaques, momentos, & training certificates• Rations and subsistence using OMA funds• Advertisement in newspapers, magazines, or other media• Printing services & related supplies & equipment• Telephone & Utility bills• Construction• Purchases over $2500• Purchases requiring more than one delivery or one payment

Making unauthorized purchases can lead to UCMJ and/or paying for items.

UNAUTHORIZED COMMITMENTS (UAC)

• What is a UAC– Obligation on the part of an unauthorized

individual– Purchases/Split Purchases exceeding

$2,500– Purchases exceeding amount of funding

• Could be violation of Federal Law• Purchasing Agent could be held fiscally

liable

MONITOR

REQUISITION FOLLOWUP• Followup is the process of submitting a request

for status to the supply system, and recording the current status.

• All STAMIS performs this automatically and updates the document register (“Document Control Register” or DCR in ULLS/SAMS systems, “Activity Register” in PBUSE).

• Manual requisitions must be updated by submitting a manual followup request on DA

2765-1, and the requisitioner must update status on the DA Form 2064.

MANUAL STATUS QUERYLOGSA maintains the Logistics Information Warehouse (LIW), a portal to access supply system data, Army equipment data, catalog information, publication indexes, parts tracking, unit information, and more. If it’s remotely logistics-related, it’s in LIW…

Within LIW, the Logistics Integrated Database (LIDB) collects data from all Army STAMIS, as well as National-level Supply System activities. This tool allows users to generate reports, query individual items, document numbers, or units. LIDB is the “functional” component of LIW.

LOGISTICS INFORMATION WAREHOUSE (LIW)

https://liw.logsa.army.mil

CompleteSAR to getan account.

Accessing LIDB

Follow the WebLIDB link.

Query Database>Pipeline Query, thenchoose “DODAAC”

Status for a DODAAC

Status for a DODAAC

Set the date range and click “Submit”

Status for a DODAAC

1. Select “Force Tree”, and Unit Selection2. Pull window to “DODAAC”3. Enter DODAAC and click “Add”4. Click “Running Man” button to run report

Optional tip: Use “File” button to import a .txt file with multiple DODAACs(must be in a column, one DODAAC per line)

Status for a DODAAC

1. Scroll down, select “Detailed Report Status”2. Select your report3. Select “Microsoft Excel” from Save Options.4. Download report as .xls, rename as needed.

Status for a DODAAC

Notice how Excel converted the “long number”NSN’s into scientific notation. To correct it:1. Right click the top of the NSN column

(column C in this report)2. Select Format Cells3. Choose “Number” and change decimal

places to “0”, then click “OK”

Status for a DODAAC

This column shows the current status codefor supply and shipment, which you’llneed to update the documentregister.

Now you have an Excel worksheetShowing all requisitions for the DODAAC(s)you entered within the date range youspecified. This report shows ship dates, and the date the item was processed as“received” in SARSS.

STATUS CODES

Ref. DoD 4000.25-1-M App. 2.16 (list of codes),also AR 725-50 and DA Pam 710-2-2

• Requisition status codes provide the customer with information on shipping, modification, cancellation, substitution, or other actions affecting a requisition.

• Common status codes seen at the unit level:– BA: Released for shipment– BB: Backordered against a due-in– BD: Delayed for verification– BF: No record in the supply system– BM: Modified (usually an NSN substitution)– BQ: Canceled by requisitioner– BH/BV: delivery by contractor– CA, CJ, CQ (anything with C is a rejection, look up the reason)

CANCELLATION• Cancellation of requests helps reduce costs by stopping

procurement or shipping actions for unneeded items, as well as reducing excess supplies, equipment, and parts at the unit level.

• Excess also costs the DoD when it is returned to the supply system, as it must be processed, inventoried, shipped back, and stored again.

• Good supply programs will periodically review open documents and cancel unnecessary requisitions.

• All STAMIS provide an automated “Request for Cancellation” process. Manual requisitions must be cancelled using DA Form 2765-1 with DIC “AC_”.

CANCELLATION (cont’d)(“When to cancel, when not to!”)

Cancel open requisitions when:– The wrong item was ordered– Too much was ordered (Partial Cancellation for the excess qty)– The item was ordered for a specific vehicle or weapon, which has

since been transferred (NOTE: ULLS operators can use the Modification process to reassign the document# to a new admin# if another piece of equipment needs the part!)

– When clearing a deployed theatre– When the item is no longer required for any reason

DO NOT CANCEL open requisitions when:– The item has been processed for shipment (waste of effort)– The requisition has been open since last FY (or longer), but has

“good” status (the funds have already been obligated against the previous FY, cancelling those old, but valid requests will not return funds to the unit, you’ve effectively bought the same part twice!)

RECEIVE

RECEIVING ITEMS

Perform the following actions when receiving any item, regardless of Class of Supply.

1. Check the receipt documents:• Is it yours? (right DODAAC and document number series)• Does the receipt match the item? (NSN, nomenclature, quantity,

serial number if applicable)

2. Check the item:• Is it serviceable?• Does it have all the pieces? (TM, component list, inventory

sheet)

If you’re not familiar with the item, ask someone knowledgeable to help inspect it (mechanic, commo, food-service, armorer, aviator, etc.)

ACCOUNTABILITY

ACCOUNTABILITY REQUIREMENTS

AR 735-5, para 7-1. “All Army property, except real property, is classified for property accounting purposes as expendable, durable, or nonexpendable.

The LOGSA assigns the accounting requirements code (ARC) using the ARC assignment criteria contained in DA Pam 708–2, chapter 2, section XV.

An ARC is assigned to each item of supply to identify its specific classification and the degree of accounting and control that must be applied at the user level.”

• Items consumed in use, or that lose their identity in use.

• Includes items not consumed in use, with a unit cost of less than $300 and a CIIC of "U" or "7“.

• Coded with an ARC of “X”in the AMDF

• Commercial and fabricated items similar to items coded X in the AMDF are considered expendable items.

• Require no formal accountability after issue from Stock Record Account (SRA).

EXPENDABLE PROPERTY

Expendable property should still be tracked on an informal log or register to help track demand and prevent waste or abuse of the supply system.

DURABLE PROPERTY• Not consumed during usage.

• ARC of “D” in AMDF.

• Hand tools, SKOs, etc.

• Commercial and fabricated items similar to items coded N in the AMDF are considered nonexpendable items.

• Does NOT require formal accountability, but requires control

Durable property must be controlled through the useof tool room sign-out logs, DA Form 2062 Hand Receipts,and must be accounted for IAW AR 735-5 when lost or damaged.

NONEXPENDABLEPROPERTY

• Not consumed during use; retains original identity during period of use.

• ARC of “N” in AMDF.

• All items listed on authorization documents (MTOE, TDA, CTA)

• Commercial and fabricated items similar to items coded N in the AMDF are considered nonexpendable items.

• Require Property Book accountability.

All nonexpendable property receipts must be submittedto the PBO within three days of receipt. For items in A/96th

SSA, do not leave with nonexpendable property until you have submitted your receipts to PBO.

CONTROL MEASURES

IAW AR 710-2 and HQDA ALARACT 252/2005, only the SSA

Accountable Officer or the Property Book Officer can

approve the use of Local Purchase.

Fort Campbell is implementing this control by only allowing the

SSA Accountable Officer to generate Acquiline requests. All

unit local purchase requests will be submitted through the

SSA on DD Form 1348-6.

All GPC receipts will be submitted to the PBO for review within

five working days (consolidate at the BN S4).

CONTROLLING LOCAL PURCHASES

Management Review File (MRF)now Non-Sufficient Fund File (NSF)

The MRF or NSF is the first stage of review for all requisitions in the supply system.

Requisitions through SARSS from the unit level are held at the Division Comptroller before being passed to the National-Level supply system.

Reviews are conducted for budget, PD abuse, excessive quantity, and proper Fund Code/Project Code use.

Commander’s Exception Report,Financial Transaction Listing

All STAMIS is capable of generating these reports prior to sending requisitions to SARSS.

All high-priority requests will appear on the Exception Report.

All requisitions waiting to be sent to SARSS appear on the Financial Transaction Listing.

Commanders are required to control PD use by DoD 4140.1-R and AR 725-50 prior to submitting

requests to the supply system.

OFFLINE REQUESTS

DEFINITION OF ANOFFLINE REQUEST

Any request for supplies or services, or obligation of funds that does not follow established

controls for purchasing, contracting, or requisitions through the supply system.

Examples:• Calling or placing online orders with GSA

using the unit’s DODAAC.• Providing a local merchant with the unit’s

DODAAC for billing.• Any requisition that does not go through SARSS, the

GPC approval process, or contracting.

PROBLEMS CAUSED BYOFFLINE REQUESTS

Offline requisitions do not go through established controls in the supply channel, causing a variety of problems:

• Unauthorized personnel ordering supplies • No demand history to allow National-Level to stock the item• Wasted inventory of similar items already purchased and in the

National-Level supply system• No visibility of offline requests at the comptroller until funds

are already obligated (bills come from the top)

The last item has the biggest impact on the unit, as those funds may have been marked for other things, like laptops, special aviation gear, etc., but the offline requests must be paid first. You can face UCMJ action or financial liability for offline requests!

• RESEARCH• Look for before you buy• Use the supply system first

• REQUISITION• Use the right method for the type of requisition• Don’t abuse the Priority Designator system

• MONITORING• Track status• Cancel unneeded requisitions

• RECEIPT• Inventory, inspect, count, verify

• ACCOUNTABILITY• Everything is accountable at some level

• CONTROLS• Use Commander’s Exception Report and Financial Transaction Listing

• OFFLINE REQUEST• If it doesn’t go through SARSS, GPC, Acquiline, or PR&C it’s a violation

Summary