DLA New Vendor EDI Onboarding Guide-Final.pdf

OCTOBER 24, 2016 VERSION 1.0

Defense Logistics Agency (DLA)

New Vendor Electronic Data Interchange (EDI) for Inventory Management

Onboarding Guide

October 24, 2016 i Version 1.0

1 INTRODUCTION – WELCOME NEW EDI VENDOR 1

1.1 New Vendor EDI Package 1

1.1.1 Interface Control Agreement (ICA) 1

1.1.2 System Security Plan (SSP) 1

1.1.3 Checklist 1

1.1.4 DLA New Vendor Questionnaire Form 1

1.1.5 Inventory Records Management (IRM) Kit 1

1.1.6 DLA Transaction Set Implementation Guides 2

1.2 High Level Overview of Inventory Management from a DLA Perspective 2

2 DLA EXPECTATIONS (NON-TECHNICAL) 2

2.1 High Level Requirements 2

2.1.1 Timeliness of EDI Transactions 2

2.1.2 DLA’s Unit of Issue (UOI) 2

2.1.3 EDI Transactions ANSI X12 format 2

2.1.4 Product Validation 2

2.1.5 DLA National Stock Number (NSN) 2

2.1.6 IRM Transactions 2

2.1.7 Reporting 3

2.1.7.1 Daily Transactions 3

2.1.7.2 Weekly Reconciliation Transactions 3

2.1.7.3 Annual or Total Reconciliation Transactions 3

2.1.7.4 Monthly Reporting 3

3 VENDOR EDI CAPABILITIES 3

3.1 EDI 3

3.2 Preparing Inventory Records 3

4 TRANSLATION OF DATA TO EDI ANSI X12 FORMAT 4

4.1 Vendor System of Record 4

4.2 Disaster Recovery 4

4.2.1 Defining a Disaster 4

4.2.2 DLA Disaster Plan 4

4.3 Third Party Service Provider 4

5 TECHNICAL REQUIREMENTS 5

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5.1 EDI ANSI X12 Specific Transaction Sets 5

5.1.1 ANSI 527 Definition 5

5.1.2 ANSI 940 Definition 5

5.1.3 ANSI 945 Definition 5

5.1.4 ANSI 846 Definition 5

5.1.5 ANSI 947 Definition 6

5.1.6 ANSI 867 Definition 6

5.1.7 ANSI 824 Definition 6

5.1.8 ANSI 888 Definition 6

5.2 Connectivity/Communications 7

5.2.1 Value Added Network (VAN) with an Existing Connection Directly to DLA TS 7

5.2.2 Value Added Network (VAN) with an Interconnect Through a DLA TS VAN 7

5.2.3 Direct Connection 7

5.2.3.1 AS2 – Applicability Statement 2 7

5.2.3.2 SFTP – Secure File Transfer Protocol 7

5.2.4 Required Supporting Documentation 7

5.2.4.1 Interface Control Agreement (ICA) 7

5.2.4.2 System Security Plan (SSP) 7

5.2.5 Implementation Process 8

5.2.5.1 Establish Connectivity 8

5.3 Specific Transaction Sets 8

5.3.1 General 527D – Material Due-In and Receipt Overview 8

5.3.1.1 General Information of Transaction Set 527D 8

5.3.1.2 Common Issues and, or Frequently Asked Questions (FAQs) 10

5.3.1.3 Test 527D Transaction Set 10

5.3.2 General 527R – Material Due-In and Receipt Overview 10

5.3.2.1 General Information of Transaction Set 527R 10

5.3.2.2 Common Issues and, or Frequently Asked Questions (FAQs) 13

5.3.2.3 Test 527R Transaction Set 13

5.3.2.4 Sample Dataset from IRM Test Cases 13

5.3.3 General 940R – Material Release/Warehouse Shipping Order Overview 13

5.3.3.1 General Information of Transaction Set 940R 14

5.3.3.2 Common Issues and, or Frequently Asked Questions (FAQs) 16

5.3.3.3 Test 940R transaction set 16

5.3.4 General 945A Material Release Advice/Warehouse Shipping Advice Review 16

5.3.4.1 General Information of Transaction Set 945A 17

5.3.4.2 Common Issues and, or Frequently Asked Questions (FAQs) 19

5.3.4.3 Test 945A transaction set 19

5.3.4.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 19

5.3.5 General 846P Inventory Inquiry/Advice Overview 20

5.3.5.1 General Information of Transaction Set 846P 20

5.3.5.2 Common Issues and, or Frequently Asked Questions (FAQs) 22

5.3.5.3 Test 846P Transaction Set 22

5.3.5.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 22

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5.3.6 General 846R Inventory Inquiry/Advice Overview 22

5.3.6.1 General Information of Transaction Set 846R 23

5.3.6.2 Common Issues and, or Frequently Asked Questions (FAQs) 24

5.3.6.3 Test 846R Transaction Set 24

5.3.6.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 24

5.3.7 General 947I Warehouse Inventory Adjustment Advice Overview 25

5.3.7.1 General Information of Transaction Set 947I 25

5.3.7.2 Common Issues and, or Frequently Asked Questions (FAQs) 27

5.3.7.3 Test 947I Transaction Set 27

5.3.7.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 27

5.3.8 General 867I Product Transfer and Resale Report 28

5.3.8.1 General Information of Transaction Set 867I 28

5.3.8.2 Common Issues and, or Frequently Asked Questions (FAQs) 30

5.3.8.3 Test 867I Transaction Set 30

5.3.8.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 30

5.3.9 General 824R Application Advice 31

5.3.9.1 General Information of Transaction Set 824R 31

5.3.9.2 Common Issues and, or Frequently Asked Questions (FAQs) 32

5.3.9.3 Test 824R Transaction Set 33

5.3.9.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 33

5.3.10 General 888I Item Maintenance 33

5.3.10.1 General Information of Transaction Set 888I 33

5.3.10.2 Common Issues and, or Frequently Asked Questions (FAQs) 35

5.3.10.3 Test 888I Transaction Set 35

5.3.10.4 Sample Dataset from Inventory Records Management (IRM) Test Cases 35

5.4 DLA End-to-End Testing 35

5.4.1 Testing is a Multi-Phased Process 35

5.4.1.1 Transactions Services 36

5.4.1.2 EBS 36

5.4.2 Vendor Managed Inventory (VMI) Testing Phase I through IV 36

5.4.2.1 Phase I Testing: 527D, 527R – Purchase Order/Stock Transfer Order/Due-In Notification/Receipt Confirmation 36

5.4.2.2 Phase II Testing: 940R, 945A – Customer Requisitions and Acknowledgement 36

5.4.2.3 Phase III Testing: 940R, 945A – Customer Status Request, Follow-up/Cancellation 37

5.4.2.4 Phase IV Testing: 846P, 947I – Inventory Count and Adjustments 39

5.4.2.5 Test Results 39

5.5 Stabilization 39

5.6 Sign off from DLA 39

5.6.1 Lessons Learned 39

5.6.2 Hand Off to DLA Production Support 40

5.6.3 Error Handling as Needed 40

5.7 INVENTORY RECORDS MANAGEMENT (IRM) REPORTING VIA TRANSACTION SETS 40

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5.7.1 Daily Transactions 40

5.7.2 Weekly Reconciliation Transactions 40

5.7.3 Annual or Total Reconciliation Transactions 41

5.7.3.1 Supporting Documentation 41

5.7.4 Monthly Reporting 41

5.7.5 Supply Discrepancy Report (SDR) 41

5.7.5.1 Supporting Documentation 41

5.7.6 Inventory Records Management (IRM) Testing Phase V 41

6 GLOSSARY 43

APPENDIX A – DLA TRANSACTION SERVICES DIRECT CONNECTION 45

VALUE ADDED NETWORKS (VANS) 45

APPENDIX B – INTERCONNECTED VALUE ADDED NETWORKS (VANS) THROUGH DLA

TRANSACTION SERVICES VALUE ADDED NETWORKS 48

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1 Introduction – Welcome New EDI Vendor Welcome to the world of Electronic Data Interchange (EDI). Whether EDI is new to your company, or your business has experience, this onboarding guide is to help new vendors to understand Defense Logistics Agency’s (DLA’s) requirements and expectations regarding all EDI transactions.

This document provides a general overview of the EDI transactions used while adhering to the requirements which will allow you to successfully manage DLA owned inventory using EDI.

1.1 New Vendor EDI Package

We ask that each new vendor review this DLA New Vendor EDI Onboarding Guide. Once DLA completes a contract award and a vendor is confirmed to be EDI capable through the help of the New Vendor Questionnaire Form, provided by DLA, then each new vendor will receive a New Vendor EDI Package which includes the following:

1.1.1 Interface Control Agreement (ICA)

An ICA is required for interconnect with DLA Transaction Services (TS).

1.1.2 System Security Plan (SSP)

A SSP is prepared by the vendor for DLA TS.

1.1.3 Checklist

The Commercial Vendor/Contractor Requirements Checklist is a separate fill-able form to be used to help a vendor work through DLA requirements. The checklist should have been received in conjunction with this guide.

1.1.4 DLA New Vendor Questionnaire Form

The questionnaire is a separate fill-able form to be used to determine the status and, or capability of your business in regards to exchanging all EDI transactions with DLA. A new EDI vendor will need to complete the “DLA New Vendor Questionnaire Form” completely. The vendor’s responses will determine the next steps in onboarding to EDI with DLA. Please review this DLA New Vendor EDI Onboarding Guide in its entirety before completing the questionnaire, which should have been received in conjunction with this guide.

1.1.5 Inventory Records Management (IRM) Kit

The IRM Kit includes the following:

• IRM Kit PowerPoint Presentation

• IRM Overview from a Plant Perspective

• New Plant IRM Test Plan

• Total Reconciliation Job Aide for Sites

• IRM-EDI Transaction Overview

• IRM X12 Document Examples (generic)

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1.1.6 DLA Transaction Set Implementation Guides

The following implementation guides are included:

• 527 – Material Due-In and Receipt (Advance Receipt/Due Verification)

• 940 – Warehouse Shipping Order (Material Release)

• 945 – Warehouse Shipping Advice (Material Release Advice)

• 846 – Inventory Inquiry/Advice (Physical Inventory Request)

• 947 – Warehouse Inventory Adjustment Advice

1.2 High Level Overview of Inventory Management from a DLA Perspective A DLA Vendor may be a commercial contractor, vendor or plant. DLA requires that all vendors use various types of EDI transaction sets that comply with the American National Standards Institute (ANSI) X12 format to successfully manage inventory owned by DLA. A vendor is required to provide daily, weekly and annual (total) reconciliation reports of inventory electronically using

EDI.

2 DLA Expectations (Non-Technical) DLA has several general EDI and Order Fulfillment requirements and expectations in order for a vendor to remain in good standing and meet contractual agreements.

2.1 High Level Requirements

2.1.1 Timeliness of EDI Transactions

EDI transactions should be transmitted no later than the end of each day.

2.1.2 DLA’s Unit of Issue (UOI)

Vendor must use DLA’s correct UOI for all movements.

2.1.3 EDI Transactions ANSI X12 format

EDI transactions must be sent in ANSI X12 format.

2.1.4 Product Validation

Vendor must verify product type (kind), count, and condition when material arrives.

2.1.5 DLA National Stock Number (NSN)

Vendor must maintain DLA NSN transaction histories and balances; sending transactions using the appropriate condition codes for every physical movement of the NSN.

2.1.6 IRM Transactions

IRM transactions may exceed 10,000 lines per transaction. Vendors must be able to process/handle a significant volume of EDI large transactions.

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2.1.7 Reporting

Reporting transactions are required and all transactions are subject to transaction history submissions.

2.1.7.1 Daily Transactions

At the close of business, the plant/vendor is required to send an on-hand balance of any material that had movement on that day. The plants/vendors provide their balances daily from Monday through Sunday to be used in the IRM process on a Weekly basis. This process will be described in more detail in the transaction set section of this document.

2.1.7.2 Weekly Reconciliation Transactions

At the end of a specified week, a plant/vendor must send a reconciliation of DLA owned material that experienced movement within the week to determine the physical inventory remaining at the vendor. This process will be described in more detail in the transaction set section of this document.

2.1.7.3 Annual or Total Reconciliation Transactions

Annual or Total Reconciliation of DLA owned material via EDI is mandated by the Department of Defense (DoD) and is used as a final inventory audit for the Enterprise Business System (EBS). This reporting is to be completed on a predetermined date on, or before September 30 of each year. This process will be described in more detail in the transaction set section of this document.

2.1.7.4 Monthly Reporting

Monthly reporting may be required. All monthly reports may not be transaction-driven and will require output from vendor systems. Please coordinate with your contracting officer for confirmation and clarification.

3 Vendor EDI Capabilities

3.1 EDI

EDI is a method, using industry standards, to transfer structured data electronically from one system to another with little or no human intervention. DLA requires vendors to send various data based on the ANSI X12 standard format through DLA TS.

3.2 Preparing Inventory Records

A vendor is responsible for providing an electronic inventory record that is needed to generate DLA-required ANSI X12 transaction sets. Inventory records may be generated using various methods within a vendor’s inventory management system. The records will be exported from the vendor’s system of record into an electronic format. A few examples include, application software, human data entry, databases or spreadsheets and, or system generated output files. A

October 24, 2016 4 Version 1.0 vendor’s electronic inventory record is required whether the vendor uses internal or outsourced inventory management.

4 Translation of Data to EDI ANSI X12 Format Translation requires mapping tools, application software and, or communication services in order to translate the required inventory management data to and from the required ANSI X12 format to be sent to, or received from DLA TS. The process of translation may be performed through application software the vendor maintains internally or has outsourced through a Third Party Service Provider contracted by the vendor, at the vendor’s expense.

4.1 Vendor System of Record

Responsible for generating, receiving, and maintaining data records sent to and received from DLA through EDI. The data must be archived in accordance with DLA data retention and disaster recovery policies. Examples of systems of record include: Commercial off the Shelf (COTS) software, i.e. Quick Books; office tools, i.e. spreadsheets, custom applications – home grown software solutions, and enterprise solutions, i.e. SAP. The vendor is responsible for the system of record.

4.2 Disaster Recovery

4.2.1 Defining a Disaster

Defining a disaster is to have a pre-established, documented description of what constitutes a disaster and provide guidance when an important decision must be made and to minimize the decision-making process and improve the timeliness and successful recovery should an event occur. A vendor needs to have a Disaster Plan in place to define the continuity of business operations during a disaster event.

4.2.2 DLA Disaster Plan

A DLA disaster plan exists that provides for the smooth transfer of all mission or business essential functions to an alternate site for the duration of an event with little or no loss of operation continuity. DLA disaster recovery procedures include business recovery plans, system contingency plans, facility disaster recovery plans, and plan acceptance.

4.3 Third Party Service Provider

A vendor may require use of a Third Party Provider contracted by their company to provide mapping, translation application software and, or communication services.

Note: All charges incurred for this method are the sole responsibility of the vendor.

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5 Technical Requirements Purpose: To provide the vendor with a general technical overview of the EDI process. This process can be broken into several components, including EDI overview, the options available to establish connectivity, an overview of the transaction sets to be processed for Vendor Managed Inventory (VMI), and the testing, onboarding, and stabilization process.

5.1 EDI ANSI X12 Specific Transaction Sets

5.1.1 ANSI 527 Definition1

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Material Due-In and Receipt Transaction Set (527) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide advanced notification of scheduled material receipts, to report receipts, and to inquire about the status of receipt reporting. This transaction set may be used to convey a description of the material, receiving conditions and quantities, necessary contract information, and other logistics information. This transaction set is bi-directional between trading partners.”

5.1.2 ANSI 940 Definition2

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Shipping Order Transaction Set (940) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to enable the depositor to advise a warehouse to make a shipment, confirm a shipment, or modify or cancel a previously transmitted shipping order.”

5.1.3 ANSI 945 Definition3

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Shipping Advice Transaction Set (945) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used by the warehouse to advise the depositor that shipment was made. It is used to reconcile order quantities with shipment quantities.”

5.1.4 ANSI 846 Definition4

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Inventory Inquiry/Advice Transaction Set (846) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used in the following ways: (1) for a seller of goods and services to provide inventory information to a prospective purchaser, with no obligation to the purchaser to acquire these goods or services; (2) for a representative of a seller of goods and services to supply inventory information to that seller; (3) for one location to

1 Drawn from the American National Standards Institute (ANSI) X12 Standard published standard definitions for 527 transaction sets.

2 Drawn from ANSI X12 Standard published standard definitions for 940 transaction sets.

3 Drawn from ANSI X12 Standard published standard definitions for 945 transaction sets.

4 Drawn from ANSI X12 Standard published standard definitions for 846 transaction sets.

October 24, 2016 6 Version 1.0 supply another location with inventory information; and (4) for an inquiry as to the availability of inventory with no obligation on the seller of goods and services to reserve that inventory.”

5.1.5 ANSI 947 Definition5

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Inventory Adjustment Advice Transaction Set (947) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to inform a warehouse/depositor of a quantity or status change to inventory records. This transaction set provides detail information concerning the internal adjustments which occur between a warehouse and a depositor.”

5.1.6 ANSI 867 Definition6

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Product Transfer and Resale Report Transaction Set (867) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to: (1) report information about product that has been transferred from one location to another; (2) report sales of product from one or more locations to an end customer; or (3) report sales of a product from one or more locations to an end customer, and demand beyond actual sales (lost orders).

Report may be issued by either buyer or seller.”

5.1.7 ANSI 824 Definition7

“This Draft Standard for Trial Use contains the format and establishes the data contents of the Application Advice Transaction Set (824) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide the ability to report the results of an application system's data content edits of transaction sets. The results of editing transaction sets can be reported at the functional group and transaction set level, in either coded or free-form format. It is designed to accommodate the business need of reporting the acceptance, rejection or acceptance with change of any transaction set. The Application Advice should not be used in place of a transaction set designed as a specific response to another transaction set (e.g., purchase order acknowledgment sent in response to a purchase order).”

5.1.8 ANSI 888 Definition8

“This Draft Standard for Trial Use provides the format and establishes the data contents of the Item Maintenance Transaction Set (888) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set is used to enable a manufacturer, supplier, broker, or agent to provide detailed finished goods product information to a partner in a consumer goods market. This transaction set can be used to provide information about new

5 Drawn from ANSI X12 Standard published standard definitions for 947 transaction sets.

6 Drawn from ANSI X12 Standard published standard definitions for 867 transaction sets.

7 Drawn from ANSI X12 Standard published standard definitions for 824 transaction sets.

8 Drawn from ANSI X12 Standard published standard definitions for 888 transaction sets.

October 24, 2016 7 Version 1.0 products or changes in existing product specifications. Price changes will not be sent with this transaction set, but can be sent with the Price Change Transaction Set (879).”

5.2 Connectivity/Communications

There are several communication methodologies by which a vendor and DLA TS may agree to send and, or receive electronic data transactions.

5.2.1 Value Added Network (VAN) with an Existing Connection Directly to DLA TS See Appendix A for a full list.

5.2.2 Value Added Network (VAN) with an Interconnect Through a DLA TS VAN See Appendix B for a full list.

5.2.3 Direct Connection

A direct peer-to-peer connection to DLA Transaction Services requires a signed ICA and a SSP with DLA. *Be advised the use of this option may be restricted. This method will result in a considerable longer timeline; however, it will not stop EDI development.

5.2.3.1 AS2 – Applicability Statement 2

AS2 is used to securely transport data over the Internet using digital certificates and encryption.

5.2.3.2 SFTP – Secure File Transfer Protocol

Secure FTP uses SSL and, or SSH encryption to securely transfer data between two points.

5.2.4 Required Supporting Documentation

Provide supporting documentation based on method chosen.

5.2.4.1 Interface Control Agreement (ICA)

An ICA is a formal agreement between DLA TS and the vendor for the express purpose of fulfilling a security requirement to transfer data through a system to system connection between vendor system and DLA TS.

Note: An ICA is required in order for DLA TS to setup a testing account for the vendor.

5.2.4.2 System Security Plan (SSP)

A formal questionnaire should be completed by the vendor regardless of connectivity or communication method. The vendor must provide detailed information regarding their connectivity, security policies, physical security, access controls, security technologies risk management, their business continuity plan and personnel management, i.e. training and importance of security.

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5.2.5 Implementation Process

5.2.5.1 Establish Connectivity

• Based on vendor capabilities through DLA New Vendor Questionnaire Form

• Signed agreements need to be in place, i.e. ICA and SSP

• Successful completion of connection testing with DLA TS, regardless of communication method

• Successful completion of Transaction Set Testing Phases I through V

5.3 Specific Transaction Sets

5.3.1 General 527D – Material Due-In and Receipt Overview

Purpose: Provide the vendor with a general overview of the 527(D), Material Due-in/Receipt Inventory Request transaction set, and DLA expectations regarding the use for DLA Vendor Managed Inventory (VMI) “Front End” processes. This document should not be used for mapping purposes.

The full transaction set details are provided in the 527D Implementation Guide. The Implementation Guide will be provided by DLA to the vendor in accordance with their contract award and the fulfillment of additional DLA requirements outlined in this New Vendor Onboarding Guide.

5.3.1.1 General Information of Transaction Set 527D

GENERAL INFORMATION

Transaction Set 527 D Current Version ANSI X12 4010 ANSI Description This Draft Standard for Trial Use contains the format and establishes the data contents of the Material Due-In and Receipt Transaction Set (527) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide advanced notification of scheduled material receipts, to report receipts, and to inquire about the status of receipt reporting. This transaction set may be used to convey a description of the material, receiving conditions and quantities, necessary contract information, and other logistics information. This transaction set is bi-directional between trading partners.

DLA Use The transaction set can be used to:

• Provide advanced notification of scheduled material receipts

• Report receipts

• Inquire about the status of receipt reporting

This transaction set may be used to convey a description of the material, receiving conditions and quantities, necessary contract information, and other logistics information.

Vendor Use Received from DLA upon DLA receipt of 846R DZH Direction Inbound 527D to vendor from DLA Vendor Response Document Outbound 527R from vendor to the DLA Supporting Documentation

• Implementation Guide: 004010F527D5DA27_Aug0315_ADC_1043C

• DLMS URL: http://www.dla.mil/j-6/dlmso http://www.dla.mil/j-6/dlmso

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GENERAL INFORMATION

Data Requirements and Definitions

Data is provided in this document at three different levels in accordance with the ANSI X12 V 4010 transaction set:

• Header

• Detail

• Summary

527D – HEADER LEVEL

Header Level Summary The data provided in the header level applies to the entire document. DLA may provide the information shown in the elements below.

Data Value Description Transaction Purpose Original, exercise or unit of use indicator Transaction Type Due in

Advance receipt Due-in Reconciliation Inquiry Delinquent Due-in Advice Delinquent Due-in Inquiry Due-in Reconciliation Advice

Action Code Report status Date/ Time Transaction date and time Name and Identifier The name and identification code of the agency or individual initiating the transaction

527D – DETAIL OR LINE LEVEL

Detail or Line Level Summary The data at the detail or line level is applicable to each line provided as shown below.

Data Code Description Line Identification Number Alphanumeric identifier unique within this transaction only General Line Information Qualifiers associated with values to further define the product or service on the line level Contract Number, Change Order Sequence Number, Release Number, Purchase Order Number, Transaction Reference Number, Disposal Turn-In Document Number and Unit of Measure

Date and Time information The date and time for Effective Date, Estimated Delivery Date, Ordered date, Transaction Control Date, Publication Date, or transfer date

Furnished Property Information

This includes: Manufacturing Directive Number, Contract number

Demand and Use Information Product Procurement Type, Manufacturing Directive Number, Agency and service code, weapons codes, Military Interdepartmental Purchase Request (MIPR) Number, Sort Sequence Number, Work Breakdown Structure (WBS) map reference and Container/Packaging Specification Number, Job order number, Assignment number, Customer order, claim or repair number

Dollar Amount Line item dollar amount Physical Product Description Description including size, weight, packaging, unit of measure, etc.

Shipping Delivery Information Where the product needs to be shipped and when; who needs to be contacted

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527D – SUMMARY LEVEL

Summary Level No summary level data is provided in this transaction that requires use by the vendor.

5.3.1.2 Common Issues and, or Frequently Asked Questions (FAQs) This section contains a listing of common issues experienced during the onboarding to production.

Issue: Common issue will be identified by DLA during testing

Note: Additional data will be provided by the DLA based on their experiences.

5.3.1.3 Test 527D Transaction Set

Testing Phase Testing will take place in Phase I and must be scheduled well in advance.

Transaction Receipt Vendor successfully receives the 527D transaction and provides a valid 997

Functional Acknowledgement to DLA in response.

Transaction Response Vendor provides a valid 527R response to DLA as applicable. Please reference

Transaction Set 527R General Overview.

5.3.2 General 527R – Material Due-In and Receipt Overview

Purpose: Provide a response from the vendor to DLA with a general overview of the 527(R), Material Due-in/Receipt Inventory Request transaction set and DLA expectations regarding the use for DLA Vendor Managed Inventory (VMI) “Front End” and Inventory Records Management (IRM) processes. This document should not be used for mapping purposes.

The full transaction set details are provided in the 527R Implementation Guide. The Implementation Guide will be provided by DLA to the vendor in accordance with their contract award and the fulfillment of additional DLA requirements outlined in this DLA New Vendor EDI Onboarding Guide

5.3.2.1 General Information of Transaction Set 527R

Data Requirements and Definitions: Data is provided in this document at three different levels in accordance with the ANSI X12 V 4010 527 transaction set: header, detail, and summary.

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527R HEADER LEVEL

Header Level Summary The data is provided in the header level applies to the entire document. DLA provides the information below at the header level Data Value Description Transaction Purpose Original, exercise or unit of use indicator Transaction Type Delivery

Confirmation Receipt Response Receipt Acknowledgment Advice

Action Code Report status Date/Time Transaction date and time Name and Identifier The name and identification code of the submitter, receiving location, Owning

Inventory Control Point, DUNS Number and DODAAC

Transaction Set 527 R Current Version ANSI X12 4010 ANSI Description This Draft Standard for Trial Use contains the format and establishes the data contents of the Material Due-In and Receipt Transaction Set (527) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide advanced notification of scheduled material receipts to report receipts and to inquire about the status of receipt reporting. This transaction set may be used to convey a description of the material, receiving conditions and quantities, necessary contract information, and other logistics information. This transaction set is bi-directional between trading partners.

DLA Use The transaction set can be used to:

• Provide advanced notification of scheduled material receipts, report receipts

• Provide current and historical inventory information as requested by the

DLA

• Inquire about the status of receipt reporting

• This transaction set may be used to convey a description of the material, receiving conditions and quantities, necessary contract information and other logistics information

Vendor Use The vendor generates this transaction in response to a 527D received from DLA.

Direction Outbound 527R from vendor to DLA Vendor Response Document N/A Supporting Documentation

• Implementation guide: 004010F527R5RP48_Oct1615_PDC_1168_1170

• DLMS URL: http://www.dla.mil/j-6/dlmso

Data Requirements and Definitions

Data is provided in this document at three different levels in accordance with the ANSI X12 V 4010 transaction set:

• Header

• Detail

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527R – DETAIL OR LINE LEVEL

Detail or Line Level Summary The data at the detail or line level is applicable to each line provided as shown below.

Data Code Description Line Identification Number Alphanumeric identifier unique within this transaction only Line Qualifiers and Descriptions

Qualifiers associated with values to further define the product or service on the line level, Estimated Time of Arrival, Reject code, Priority designator code, Advice code, Supply Condition Code, Department of Defense Identification Code (DoDIC), Locally Assigned Control Number, Subsistence Identification Number, National Stock Number, Federal Supply Classification, Manufacturer's Part Number, Process Number, Stock number, Publication Number, Commodity Name, National Drug Code in 5-4-2 Format, Serial Number, Unique Supplier Identification Number (USIN), Vendor's (Seller's) Catalog Number, Vendor's (Seller's) Part Number, Commercial and Government Entity (CAGE) Code

Date and Time Information The date and time for Effective Date, Estimated Delivery Date, Ordered date, Transaction Control Date, Publication Date, or transfer date, Expiration Date, Pack Date, Inspection, Shelf-Life Expiration, Warranty Expiration, Manufacture, and Action dates

Furnished Property Information

Contract number Release number

Reference Information Military Interdepartmental Purchase Request (MIPR) Number, Storage Information Code, Supporting Document Number, Sequence Number, Map Reference and map number, Provider Control Number, Work Breakdown Structure (WBS), Work Package, Operation Number, Container/Packaging Specification Number, Job Order Number, Customer Order Number, Batch number, Part Number, New Part Number, Dealer Type Identification

Dollar Amount Qualifier Line item dollar amount Transportation Instructions Method of transport Name Information Submitter, Bill to party, consigner, requesting party, Receiving Location, Final

Maintenance Organization, Owning Inventory Control Point, Management Control Activity, Party to Receive Credit, Party to Receive Reports, DUNS Number, Department of Defense Routing Identifier Code (RIC), Party Executing and Verifying

Quantity Information Order Count Total to Date

Financial Accounting Data

Department of Defense (DoD), Department of the Navy, Department of Air Force, Department of Army, Federal Government Adjustments, Base Charge, Export Shipping Charge, Goods and Services Charge, Other Accessorial Service Charge, Premium Transportation, Transportation Direct Billing, Use for non-premium transportation, Packing, Crating, and Handling Charge, Funds Appropriation, Fund Code, Abbreviated Department of Defense (DoD) Budget and Accounting Classification Code (BACC), Accounting Installation Number

527R – SUMMARY LEVEL

Summary Level No summary level data is provided in this transaction that requires use by the vendor.

October 24, 2016 13 Version 1.0

5.3.2.2 Common Issues and, or Frequently Asked Questions (FAQs) This section contains a listing of common issues experienced during the onboarding to production.

Issue: Common issue identified by DLA

Resolution: How to resolve or avoid this issue

Note: Additional data will be provided by the DLA based on their experiences.

5.3.2.3 Test 527R Transaction Set

Testing Phase Testing will take place in Phase I and must be scheduled well in advance.

Testing will repeat in Phase V with IRM specific datasets.

Transaction Receipt Vendor provides a valid 527R response to DLA as applicable.

Transaction Response N/A Transaction Set Compliance ANSI: Data is ANSI Standard compliant

DATA: Data provided matches what was expected

5.3.2.4 Sample Dataset from IRM Test Cases

ST*527*0001

BR*00*D4*20071016***W1***034720

N1*RC**M4*S5F**FR

LIN*N*FS*4730006322002

N9*SI*3170548

N9*TN*SL470171930EWC

RCD*1*18*EA

G62*35*20070909*W*034720*LT

LM*DF

LQ*0*DZK

LQ*99*A

LQ*83*A

LQ*0*D6K

LQ*FC*W

N1*Z4**M4*SMS**TO

SE*16*0001

5.3.3 General 940R – Material Release/Warehouse Shipping Order Overview Purpose: Provide the vendor with a general overview of the 940(R), Warehouse Shipping Order transaction set and DLA expectations regarding the use of this transaction set for DLA Vendor Managed Inventory (VMI) “Front End” and Inventory Records Management (IRM) processes.

This document should not be used for mapping purposes.

The full transaction set details are provided in the 940R Implementation Guide. The Implementation Guide will be provided by DLA to the vendor in accordance with their contract award and the fulfillment of additional DLA requirements outlined in this DLA New Vendor EDI Onboarding Guide.

October 24, 2016 14 Version 1.0

5.3.3.1 General Information of Transaction Set 940R

GENERAL INFORMATION

Transaction Set 940 R Current Version ANSI X12 4030 ANSI Description This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Shipping Order Transaction Set (940) for use within the context of an Electronic Data Interchange (EDI) Environment. This transaction set can be used to enable the depositor to advise a warehouse to make a shipment, confirm a shipment, modify or cancel a previously transmitted shipping order.

DLA Use The DLA will use this transaction set to:

• Direct shipments, Inquire about the status of open shipment directives

• Cancel or modify previously submitted shipment directives Vendor Use Vendor receives this transaction from the DLA.

Direction Inbound from DLA Vendor Response Document Vendor sends an Outbound 945A from vendor to the DLA.

Supporting Documentation

• Implementation guide: 004030F940R5RA41_Aug1315_ADC_1043C

• DLMS URL: http://www.dla.mil/j-6/dlmso

Data Requirements and Definitions

Data is provided in this document at three different levels in accordance with the ANSI X12 V 4030 transaction set:

• Header

940R HEADER LEVEL

Header Level Summary The data is provided in the header level applies to the entire document. DLA provides the information below at the header level.

Data Value Description Order Status Code Original, exercise, or unit of use indicator Depositor Order Number Depositor Order Number Transaction Type Code Material Release Order, Material Release Inquiry, Material Release

Cancellation, Disposal Release Order, Disposal Release Cancellation, Disposal Shipment Confirmation Inquiry

Action Code Change (Update), Follow Up, Modified, Closed, Consolidated. Establish Additional Address, File, Merge, Provide Additional Information, Refer, Reconcile Historical Records

Contact Information Requestor telephone and Defense Switched Network number Name and Identifier Item Manager, Party to Receive Status, Owning Inventory Control Point, DUNS, DODAAC, RIC

Reference Information Transaction Reference Number

Date and Time Effective Date and time

940R DETAIL OR LINE LEVEL

Detail or Line Level Summary The data at the detail or line level is applicable to each line provided as shown.

October 24, 2016 15 Version 1.0

Data Code Description Quantity Ordered Quantity ordered Unit of Measure Unit of Measure General Line Information Plant Equipment Number, Department of Defense Identification Code (DODIC), Subsistence Identification Number, Form Number, National Stock Number, Federal Supply Classification, Manufacturer's Part Number, National Drug Code in 5-4-2 Format, Stock Number, Publication Number, Service Control Identification, Commodity Name, Commercial and Government Entity (CAGE) Code, Recouped

Reference Information Military Interdepartmental Purchase Request (MIPR) Number, Repair Action Number, Tracking Number, Shipment , Destination Code, Sequence Number, Account Suffix Code, Map Reference, Map Number, Work Breakdown structure (WBS), Work Package, Operation Number, Functional Category, Package Number, Container/Packaging, Specification Number, Job Order Number, Agreement Number, Associated Purchase Orders, Repair Category, Number, Customer Order Number, Contract Number, Line Item Control Number, Internal Vendor Number, Item Number, Special Instructions Number, Manifest Key Number, Product Line Number, Price List Number, Return, Material Authorization Number, Quality Report Number, Transportation Account Code (TAC), Transaction Reference Number, Locally Assigned Control Number, Work Order Number, Warehouse Pick Ticket Number, Associated Contract Identifier, Preliminary Work Candidate Number, Repair Action Number, Order Number, Disposal Turn-In Document Number, Suffix, Comparable Property Sale Reference Number, Contract Line Item Number, Disposal Turn-In Document Number

Notes Delivery, Order Instructions, Payment, and content notes Quantities Total transactions, Minimum Ship Quantity, Total Consolidated Subsidiaries, Maximum Ship Quantity, Order Count, and Retention Quantity Amounts Line Item Unit Price, Repair price Date and Time Effective Date, Process Date, shipped on This Date, Deliver Not Before Date, Deliver No Later Than Date, Publication Date, Required by date, Last Demand date, and Transfer date

Transportation Instructions Method of transport used Name Information Name, Address and Contact Information

BS Bill and Ship-to, Bill-to-Party, Bill-to DODAAC, Consignee, International Freight Forwarder, Registering Party, Location of Goods, Delivery Location, Receiving Location, Storage Area, Ship-to, Subsequent Owner, Planning/Maintenance Organization, Party to Receive Status, Mark-for Party, Foreign Office, associated address information including address, city, state, zip postal and country code, Administrative contact information including name and telephone number

October 24, 2016 16 Version 1.0

Financial Accounting Information

Agency identifier code, Adjustments, Base Charge, Export Shipping Charge, Goods and Services Charge, Other Accessorial Service Charge, Premium Transportation, Transportation Direct Billing, Packing, Crating, and Handling Charge, Funds Appropriation, Budget Line Item Identification, Project/Task, Department Indicator, Transfer from Department, Basic Symbol Number, Sub-class, Sub-Account Symbol, Activity Identifier, Budget Sub-Activity Number, Fund Code, Business Event Type Code, Budget Restriction, Cost Center Identifier, Object Class, Functional Area, Funding, Center Identifier, Funding Type, Cost Code, Security Cooperation Implementing Agency, Accounting Installation Number, Disbursing Station Number, Security Cooperation Case, Line Item Identifier, Security Cooperation Customer Code, Security Cooperation Case Designator, Work Order Number, Beginning Period of Availability, Ending Period of Availability

940R – SUMMARY LEVEL

vendor.

5.3.3.2 Common Issues and, or Frequently Asked Questions (FAQs) This section contains a listing of common issues experienced during the onboarding to production.

Issue: Common issue identified by DLA

Resolution: How to resolve or avoid this issue

Note: Additional data will be provided by the DLA based on their experiences.

5.3.3.3 Test 940R transaction set

Testing Phase Testing will take place in both Phase II and Phase III and must be scheduled well in advance. Testing will repeat in Phase V with IRM specific datasets.

Transaction Receipt Vendor successfully receives the 940R transaction and provides a valid 997

Functional Acknowledgement to DLA.

Transaction Response Vendor provides a valid 945A response to DLA as applicable.

5.3.4 General 945A Material Release Advice/Warehouse Shipping Advice Review Purpose: Provide the vendor with a general overview of the 945(A), Warehouse Shipping Advice transaction set and DLA expectations regarding the use of this transaction set for DLA Vendor Managed Inventory (VMI) “Front End” and Inventory Records Management (IRM) processes.

This document should not be used for mapping purposes.

The full transaction set details are provided in the 945A Implementation Guide. The Implementation Guide will be provided by DLA to the vendor in accordance with their contract award and the fulfillment of additional DLA requirements outlined in this DLA New Vendor EDI

October 24, 2016 17 Version 1.0

5.3.4.1 General Information of Transaction Set 945A

GENERAL INFORMATION

Transaction Set 945A Current Version ANSI X12 4030 ANSI Description This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Shipping Advice Transaction Set (945) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used by the warehouse to advise the depositor that shipment was made. It is used to reconcile order quantities with shipment quantities.

DLA Use The DLA will use this transaction set to allow storage facilities to provide Inventory Control Points (ICPs) or Integrated Material Managers (IMMs) with disposition information on material release orders (including material release order modifications), disposal release orders (including disposal release order modifications) and requests to cancel material/disposal release orders.

Vendor Use Vendor sends this transaction to DLA in response to a 940R request.

Direction Outbound to DLA Vendor Response Document N/A Current Version 4030 Supporting Documentation

• Implementation guide: 004030F945A0AA04_Aug1415_ADC_1043C

• DLMS URL: http://www.dla.mil/j-6/dlmso

Data Requirements and Definitions

Data is provided in this document at three different levels in accordance with the ANSI X12 V 4030 transaction set:

• Header

945A HEADER LEVEL

Header Level Summary The data that is provided in the header level applies to the entire document.

DLA provides the information below at the header level.

Data Value Description Order Status Code Original, exercise or unit of use indicator Depositor Order Number Depositor Order Number Transaction Type Code Disposal Shipment Advice, Disposition, Material Release Confirmation, Material Release Denial, Material Release Advice, Disposal Release Confirmation, Notice, Disposal Release Advice, Material Release, Cancellation Advice, Disposal Release, Cancellation Advice

Action Code Modified, Closed, Consolidated, File, Merge, Reconcile, Historical Records Contact Information Shipper Name, Telephone, Email address, Fax number, Defense Switched

Network Name and Identifier Gateway provider, Location of goods, Storage area, Wholesaler and DUNS

Number Date and Time Transaction control Date and time

October 24, 2016 18 Version 1.0

945A DETAIL OR LINE LEVEL

Detail or Line Level Summary The data at the detail or line level is applicable to each line provided as shown below.

Data Code Description Item Detail Shipment Quantity Increase or decrease, Unsolicited Report Unit of Measure Unit of Measure General Line Information Plant Equipment Number, Department of Defense Identification Code (DODIC), Subsistence Identification Number, Form Number, National Stock Number, Federal Supply Classification, Manufacturer's Part Number, National Drug Code in 5-4-2 Format, Stock Number, Publication Number, Service Control Identification, Commodity Name, Commercial and Government Entity (CAGE) Code, Recouped

Reference Information Tracking Number, Shipment Destination Code, Previous Sequence, Indicates request for materiel was not created in owner’s application, Work Package, Operation Number, Functional Category, Job Order Number, Agreement Number, Customer Order Number, Contract Number, Return Material Authorization Number, Transportation Control Number (TCN), Transaction Reference Number, Terminal Code, Disposal Turn-In Document Number, Manufacturing Directive Number, Locally Assigned Control Number, Work Order Number, Warehouse Pick Ticket Number, Internal Control Number, Previous Distributor Number, Preliminary Work Candidate Number, Carrier Assigned Package Identification Number, Military Interdepartmental Purchase Request (MIPR) Number, Repair Action Number, Air Waybill Number, Government Bill of Lading, Bill of Lading Number, Insured Parcel Post Number, Foreign Military Sales Notice Number, Certified Mail Number, Registered Mail Number, Local Jurisdiction, Suffix, Waybill Number, Carrier Assigned Reference Number, Geographic Number, Geographic Destination Zone Number, Batch number, Serial Number, Unique Supplier Identification Number (USIN)

Quantity Discrete Quantity, Discreet Quantity - Rejected Material, Shipped Quantity, Quantity Disapproved, Retention Quantity

Amount Unit Value Carrier Details Transportation method, Standard carrier code and equipment initial Name and Address Information

Carrier, Consignee, Delivery Zone, Registering Party, Location of Goods, Ship-to, Subsequent Owner, Planning/Maintenance Organization, Party to Receive Status, Owning Inventory Control Point, Mark-for Party and DUNS Number

Date and Time Expiration Date, Warranty Expiration Date, Manufacture Date, and Action Date Transportation Instructions Method of transport used Financial Accounting Information

Agency identifier code, Adjustments, Base Charge, Export Shipping Charge, Goods and Services Charge, Other Accessorial Service Charge, Premium Transportation, Transportation Direct Billing, Packing, Crating, and Handling Charge, Funds Appropriation, Abbreviated Department of Defense (DoD) Budget and Accounting Classification Code (BACC), Accounting Installation Number

October 24, 2016 19 Version 1.0

945A – SUMMARY LEVEL

Summary Level No summary level data is provided in this transaction that requires use by the vendor

5.3.4.2 Common Issues and, or Frequently Asked Questions (FAQs) This section contains a listing of common issues experienced during the onboarding to production.

Issue: Common issue identified by DLA

Resolution: How to resolve or avoid this issue

Note: Additional data will be provided by the DLA based on their experiences.

5.3.4.3 Test 945A transaction set

Testing Phase Testing will take place in both Phase II and Phase III and must be scheduled well in advance. Testing will repeat in Phase V with IRM specific datasets.

Transaction Receipt Vendor successfully receives the 940R transaction and provides a valid 997

Functional Acknowledgement to DLA.

Transaction Response Vendor provides a valid 945A response to DLA as applicable.

Transaction Set Compliance ANSI: Data is ANSI Standard compliant

DATA: Data provided matches what was expected

5.3.4.4 Sample Dataset from Inventory Records Management (IRM) Test Cases

ST*945*0001~

W06*Z**********NJ*W1~

N1*SB**M4*SDM**FR~

G62*BB*20140812*W*0012~

LX*1~

W12*UR******SW*9535U02320543*********FS*9535002320543~

N9*TN*N6588642060072~

N9*TG*N6588642060072XXX~

N9*WO*31273641 ~

N9*AAE*GG0100138 ~

N9*WP*31273641~

G62*11*20140805~ G62*17*20140805~

QTY*01*2*FT~

AMT*NT*4.60~

W27*LD*ZZ~

N1*Z4**M4*SMS**TO~

N1*XN**92*2K ~

LM*DF~

LQ*0*DZK~

LQ*0*ARB~

LQ*FC*W~

LQ*DF*S~

October 24, 2016 20 Version 1.0

LQ*COG*9B~

LQ*79*03~

LQ*DE*A~

LQ*78*705~

LQ*83*A~

LQ*99*E~

LQ*T05*4~

FA1*DN*D340~

FA2*B5*PS~

SE*33*0001~

5.3.5 General 846P Inventory Inquiry/Advice Overview

Purpose: Provide the vendor with a general overview of the 846(P),…