Attachment_4_-_MRO_Usage_Data_Reporting_Instructions.pdf

MRO IT Language Data Specifications V5.0 Page 1 of 17

INFORMATION TECHNOLOGY SYSTEMS

DLA Troop Support – Construction and Equipment Directorate

Maintenance, Repair and Operations Tailored Logistics Support Prime Vendor Program

DATA SPECIFICATION DOCUMENT

Version 5.0, June 2019

Monthly Order Data and Usage Data Reporting Requirements

PURPOSE: During the term of this contract, DLA Troop Support has defined a monthly requirement of Order Data and Usage Data Reporting. All data provided by the Tailored Logistics Support Prime Vendor (TLS PV) will be used and viewed by C&E Management and DLA Troop Support personnel only. To increase the utility of this collected information, streamline the data collection process and minimize data manipulation efforts, DLA Troop Support has established specific data reporting requirements. These specifications include submission time frames, vehicle or medium of submission and the data elements structure that will make up the submitted data set.

NOTE: THE ATTACHMENTS ARE NOT THE FINAL VERSION OF THE PROCESS. THEY ARE

MEANT TO BE AN EXAMPLE.

FILE TYPES AND DATA SPECIFICATIONS

TLS PVs are required to submit monthly reports for Order Data and Usage Data, where each file type has a different layout and contains different information.

Order Data contains orders placed in the reporting month, reflects the state of the order at the time the customer placed it.

Usage Data contains orders shipped in the reporting month, and reflects the order at the time the TLS PV performs.

ORDER DATA REPORT FILE SPECIFICATIONS

Order Data reflects the TLS PV's line-item detail that captures order data at the time that the order is placed by the customer with the contractor. This information contains the item requirements, pricing, required delivery date, and customer information. Data captured in this file contains order line transactions prior to shipment.

Submission Time Frame:

Order data provided should reflect orders captured by the TLS PV and must be submitted by the 5th of the following month that the order was accepted by the TLS PV. For example, an Order Data Report for line-item level data for the orders placed by customers with the contractor during the month of January would be due to DLA Troop Support by no later than February 5, and should include all orders placed during the month of January. Should the due date pass without data being received by DLA Troop Support, a member of the DLA Troop Support-C&E IT Staff will contact the contractor to coordinate immediate submission.

Medium/Vehicle of Transfer: Files shall be provided to DLA Troop Support as a pipe (|) delimited text attachment file via Email and sent to a generic email address that will be provided to the PV IT POC. The Usage data will be verified for format and sent to the DLA Troop Support for performance analysis.

MRO IT Language Data Specifications V5.0 Page 2 of 17

File Naming Convention: To facilitate the automated processing and identification of submitted data files, each file type has a specific file naming convention. Adhering to such conventions will provide for easy storage and organization during the automated loading and archival processes, and identification and retrieval of source data files.

Order Data – File Naming Convention Format of filenames: ORDER.yyyymmdd.Ann.VEN.TXT

ORDER Fixed text identifying the file as an Order Data file yyyy Year of submission mm Month of file submission dd Last day of the month of the file submission

A Fixed character 'A'.

nn Two digit, zero filled sequence number, indicates the version of the file. Each time the TLS PV resubmits a file in a particular month, this value is incremented by 1. Resubmissions are to be all inclusive of the month, not a subset of lines.

The file with the highest sequence number is loaded, all others are discarded.

VEN The TLS PV's three-character abbreviation assigned for the MRO Program

TXT Fixed value of the file's extension, which identifies it as a text file.

Example: ORDER.20191031.A01.ABC.TXT where the TLS PV, ABC Company, has the assigned abbreviation of ABC. If you are unsure of your abbreviation, contact your contracting officer.

MRO IT Language Data Specifications V5.0 Page 3 of 17

ORDER DATA GRID

Data Element Data

Type Field Length Sample Value(s) Comments

1 Data File Record Type Indicator Text 1 (fixed) U Required 2 Vendor Line Identifier (VLID) Text 9 (fixed) 9959229000 Required 3 TLS PV Contract Number Text 13 (fixed) SPE8E319D0014 Required 4 Delivery Order Number (PIID) Text 14 (fixed) SPE8E319F5001 Required 5 Vendor Quote Number Text V30 Required 6 Customer Initial Request Date

(CIRD)

Date 10 (fixed) 03/22/2020 Required

7 Vendor Quote Response Date Date 10 (fixed) 03/25/2020 Required 8 Customer Original Requested

Delivery Date (CORDD) Date 10 (fixed) 06/15/2020 Required

10 Requisition Number Text 14 (fixed) N0018191500001 Required 11 Order Date Date 10 (fixed) 03/20/2019 Required 12 Required Delivery Date (RDD) Date 10 (fixed) 04/01/2019 Required 13 DoDAAC – Ordering Text 6 (fixed) N12345 Required 14 DoDAAC – Ship To Text 6 (fixed) N12345 Required 15 Manufacturer Name Text V50 ACME Required 16 Manufacturer Part Number Text V32 1-0023-D Required 17 Universal Product Code (UPC) Text V20 039800036780 Typically 12 digits, if available for the item

18 National Stock Number (NSN) Text 13 (fixed) 4210011367617 Optional 19 Short Item Description Text V100 Required 20 Unit Sold Text 2 (fixed) EA Required 21 Quantity Ordered Number 10,2 15 Required 22 Acquisition Unit Price Number 13,4 5.60 Required 23 Burdened Unit Price

Number 13,4 6.3755 Required

24 Acquisition Extended Price Number 13,4 56.00 Required 25 Burdened Extended Price Number 13,4 63.755 Required 26 DoD Special Project Code Text V3 9GY Optional 27 Green Product Text V1 Y, N, blank Optional 28 Line Item Type Text 2 (fixed) PR, SE, BE, AF, FR Required 29 Business Model Number 1 1 – KOP

2 – Storefront 3 – BidWiser

Required

30 Comments Text V100 Optional

DATA ELEMENT DETAILS

Double Quotes [" "] and Pipes [ | ] are not acceptable within the context of any field. Also, fields cannot be framed with double quotes [" "].

Data File Record Type Indicator [Required]

• Defines data as line-item level data used in the C&E Management Information System and is denoted by U, which identifies the contents as unfilled, new order lines.

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• NOTE: Order Data files only need to contain order lines from the KOP and Storefront business models.

BidWiser orders are exempt from reporting in this data file as DLA already has that information.

Vendor Line Identifier (VLID) [Required]

• This value is a guaranteed unique line identifier that is used to reconcile an order line against various systems and repositories throughout DLA.

• For the BidWiser business model, these values are generated and provided to you in the Award Notification Spreadsheet as the ‘Contractor Control Number’.

• For KOP and Storefront business models this value is to be generated by the TLS PV.

• TLS PV generated values should adhere to the following format specification:

vv - TLS PV's 2 digit, zero filled, DLA assigned ID p - Program ID, 1 digit, fixed value of 5 for MRO y - Fiscal Year expressed in 1 digit jjj - Julian day of year the value was accepted by the TLS PV nnn - zero filled, Base32 serial number using only the below values:

{0,1,2,3,4,5,6,7,8,9,B,C,D,E,F,G,H,J,K,L,M,N,Q,R,S,T,U,V,W,X,Y,Z}

Example: If TLS PV ID is 99 and an order is accepted on August 17, 2019, and the order contains five lines, then the following values would be appropriate:

9959229000 9959229001 9959229002 9959229003 9959229004

If there is another order on the same day for two lines, keep the sequence moving forward using:

9959229005 9959229006

• The above format allows for up to 32,768 distinct values per day.

TLS PV Contract Number [Required]

• Specific format (e.g. SPE8E319D0099), 13-position alpha-numeric (e.g. hyphens [-], slashes [/], spaces [ ], etc. are not acceptable). This contract number identifies the agreement, between the TLS PV Contractor and DLA Troop Support against which the order was placed.

• A TLS PV Contractor can have multiple contracts but the same contract number cannot be held by more than one Contractor.

Delivery Order Number (PIID) [Required]

• Also known as the PIID (Uniform Procurement Instrument IDentification), this 13-character alphanumeric identifies the order with which a transaction line is associated.

• Each line within the usage data set must associated with a Delivery Order Number.

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• Multiple lines can be associated with the same Delivery Order Number, so long as the lines share the same values for:

• Ordering DoDAAC

• Ship To DoDAAC

• Requisition Number

• Fund Code

• Signal Code

• MIPR Number (is applicable)

• Project Code

• For KOP and Storefront business models this value is to be generated by TLS PVs and needs to adhere to the following format:

SPE8E3YYFNNNN

SPE8E3 – Fixed value of the MRO Contracting Office DoDAAC.

YY – Fiscal Year in which the order occurred.

F – Fixed value 'F' NNNN – Sequence Number to be within the TLS PV's assigned range. The TLS PV's range is determined by DLA. The incrementing Sequence Value within the range is determined by the TLS PV.

Example: SPE8E319FJ0001

• DLA Troop Support assigns the delivery order range that is available to the TLS PV. The TLS PV maintains these values throughout contract performance.

Vendor Quote Number [Required]

• This is the TLS PV generated quote number that was provided to the customer regarding their initial inquiry for the item.

Customer Initial Request Date (CIRD) [Required]

• The calendar date on which the customer first contacted the TLS PV with regarding their item requirements.

• This field shall be submitted at a fixed length of 10 characters.

• The year must be submitted as a 4-digit year.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

Vendor Quote Response Date [Required]

• The calendar date on which the TLS PV responded to the customer request and provided their final offer for the manufacturer, part number, unit of issue, and pricing.

Requested Delivery Date (RDD) [Required]

• The calendar date on which the customer initially requested to the delivery date for the item.

• This is not to be considered the date agreed to TLS PV responded to the customer request and provided their offer for the manufacturer, part number, unit of issue, and pricing.

• It refers to the date in which the customer first contacted the TLS PV regarding the item.

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Contract On-Time Delivery Date [Required]

• This is the negotiated calendar date, as identified by the ordering facility, by which the items ordered are required to be received.

• This field shall be submitted at a fixed length of 10 characters.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

Requisition Number [Required]

• No dashes are allowed in this field. This field must be exactly 14 characters long and adhere to the below structure:

Position 1 - 6: Ship To DoDAAC Position 7 - 10: Julian Date (i.e. March 29, 2020 = 0088) Position 11 - 14: Serial Number (Sequence # of Requisition)

Order Date [Required]

• The calendar date on which the TLS PV accepted the order, where the customer and TLS PV agreed to terms concerning the item identification, Unit Sold Code, Quantity, and price to be delivered to the specified Ship To DoDAAC.

• This field shall be submitted at a fixed length of 10 characters.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

DoDAAC – Ordering (Department of Defense Activity Address Code) [Required]

• Six-position alphanumeric that identifies the facility that ordered the product.

DoDAAC – Ship To (Department of Defense Activity Address Code) [Required]

• Six-position alphanumeric that identifies the facility where the product is to be delivered.

• This field CANNOT be left blank – even if it is the same value as “Ordering DoDAAC.

Manufacturer Name [Required]

• The name of the manufacturer who manufactured the listed item.

• Note: This is not the supplier name. It is the manufacturer's name. Home Depot, Grainger, and other distributors/retailers are not valid manufacturers and should not be reported in this field.

• Variable widths (up to 100 characters) are acceptable.

• Consistency must be used when reporting manufacturer names. "ABC CO", "ABC INC" and "ABC" are not consistent. Use one version of each manufacture's name.

• Double Quotes [" "] and pipes [ | ] within the manufacturer name are not acceptable.

Manufacturer Part Number [Required]

• A series of characters that uniquely identifies the item associated with the line.

• Variable widths (up to 100 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

• Double Quotes [" "] and pipes [ | ] are not acceptable.

• These values are assigned and maintained by the manufacturer of the listed item.

Universal Product Code (UPC) [Optional]

• If the item is registered with the United Code Council, provide the UPC Barcode value in this field.

• Typically this value is 12 digits, but there are several subsets of the EAN/UPC Barcode Symbology:

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• EAN: 13 digits

• UPC-A: 12 digits

• EAN-8: 8 digits

• UPC-E: 8 digits

• Bookland EAN: 18 digits

National Stock Number (NSN) [Optional]

• The NSN is a series of numbers that the government uses to uniquely identify a specific item with a government specification.

• Thirteen characters (XXXXXXXXXXXXX) in the shown format (where the X’s represent numbers) no dashes should be included (define as a text field not numeric).

Short Item Description [Required]

• A series of characters that specifies identifiable characteristics (e.g. item name, size, color, etc.) of the listed item.

• Variable widths (up to 255 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

• Framing values with Double Quotes [" "] or the use of pipes [ | ] within the description text are not acceptable. The exception to this rule is use of " as the abbreviation for inches, and ' as the abbreviation for feet. For example, a two by four by eight piece of lumber may be described as: LUMBER, 2" X 4" X 8'.

Unit Sold [Required]

• The values entered into this field shall represent the authorized government unit-of-issue codes for the listed item (e.g. CS = case, BX = box, EA = each, etc.).

• The values entered into this field MUST be exactly two characters.

• Values must be one of the standard codes listed within The DLA Customer Handbook : DOD 4100.39-

M, VOL 10, TABLE 53

Quantity Ordered [Required]

• The number of units, as listed in the "Unit Sold" field, of the item that the customer ordered.

• Negative numbers are prohibited.

Acquisition Unit Price [Required]

• The value entered into this field represents the actual invoice price paid by the TLS PV for the product or incidental service paid to the manufacturer or supplier.

• This value is the TLS PV’s acquisition cost per unit sold for the item.

Burdened Unit Price [Required]

• The value entered into this field represents the price to the Troop Support customer for a single unit, as listed in the ‘unit sold’ field. This value is to include program applicable fees such as the TLS PV distribution fee as well as the DLA Troop Support cost recovery rate.

• This is the amount the Troop Support customer pays per unit.

Acquisition Extended Price [Required]

• The value entered into this field represents the total line product/incidental paid by the TLS PV to the manufacturer/supplier (quantity delivered times acquisition unit price).

• This value is the TLS PV’s total acquisition cost for the line item(s).

Burdened Extended Price [Required]

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• The value entered into this field represents the total line price to the Troop Support customer (quantity delivered times burdened unit price).

• This value does include the DLA Troop Support cost recovery rate.

• This is the total amount paid by the Troop Support customer.

DoD Special Project Code [Optional]

• The Customer is responsible for identifying any special project codes. If a special project code is supplied by the customer and the TLS PV Contractor is reporting it in the “project code” field of the “Summary” data, then it must be entered here for each of the line-items on the monthly reports. Every effort should be made by TLS PV Contractor to obtain special project codes from the customer.

• Project codes are 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. Category D Project Codes are assigned for use by the Office of the Secretary of Defense/Chief, Joint Chiefs of Staff, while Category C Project Codes are common purpose Project Codes for use by all or specified Components. A complete set of rules and procedures is contained in DOD 4000.25-1-M, Military Standard Requisitioning and Issue Procedures (MILSTRIP), Appendix 2.13.

• NOTE: Do not frame text fields with Double Quotes.

Green Product [Optional]

• The value entered into this field represents if the product is green (environmentally preferable/energy efficient). Valid values are "Y" if it is green, "N" if it's not green and blank if unknown.

Line Item Type [Required]

• Either products or services are sold through the TLS PV Contractor program, these must be delineated separately using the codes:

PR denotes Products SE denotes Services FR denotes order lines that specify shipping costs paid by the customer for an order – (no product/service amounts should be reported on lines where Line Item Type=FR) AF denotes items where Air Freight is included within the Acquisiton Unit Price BE denotes Bench Stock (when a TLS PV Contractor owns and manages a store and controls the inventory that item is considered Bench Stock)

Business Model [Required]

• This numeric ID value specifies the DLA C&E Business Model associated with the order line transaction and should be one of:

• 1 – Single Award, TVR 855 Based TLS PV contract

• 2 – TLS PV Storefront

• 3 – BidWiser*

* NOTE: For the Order Data record layout, BidWiser order lines need not be reported as DLA will already have record of the transaction.

Comments [Optional]

• TLS PVs are able to use this field to annotate any remarks or comments related to the item that they wish to convey to DLA and C&E.

• Maximum of 100 characters are permitted for this field.

MRO IT Language Data Specifications V5.0 Page 9 of 17

USAGE DATA REPORT FILE SPECIFICATIONS

Usage Data contains orders shipped in the reporting month, and reflects the order at the time the TLS PV performs. In the event that an item requires multiple shipments to satisfy the ordered quantity, the TLS PV is to report the shipments performed each month.

Submission Time Frame:

Usage data provided should reflect orders captured by the TLS PV and must be submitted by the 5th of the following month that the order was shipped by the TLS PV. For example, an Usage Data Report for line-item level data for the orders shipped by TLS PV during the month of January would be due to DLA Troop Support by no later than February 5, and should include all orders shipped during the month of January. Should the due date pass without data being received by DLA Troop Support, a member of the DLA Troop Support-C&E IT Staff will contact the contractor to coordinate immediate submission.

Medium/Vehicle of Transfer: Files shall be provided to DLA Troop Support as a pipe (|) delimited text attachment file via Email and sent to a generic email address that will be provided to the PV IT POC. The Usage data will be verified for format and sent to the DLA Troop Support for performance analysis.

File Naming Convention: To facilitate the automated processing and identification of submitted data files, each file type has a specific file naming convention. Adhering to such conventions will provide for easy storage and organization during the automated loading and archival processes, and identification and retrieval of source data files.

Usage Data – File Naming Convention Format of filenames: USAGE.yyyymmdd.Ann.VEN.TXT

USAGE Fixed text identifying the file as an Usage Data file yyyy Year of submission mm Month of file submission dd Last day of the month of the file submission

A Fixed character 'A'.

nn Two digit, zero filled sequence number, indicates the version of the file. Each time the TLS PV resubmits a file in a particular month, this value is incremented by 1. Resubmissions are to be all inclusive of the month, not a subset of lines.

The file with the highest sequence number is loaded, all others are discarded.

VEN The TLS PV three-character abbreviation assigned for the MRO Program

TXT Fixed value of the file's extension, which identifies it as a text file.

Example: USAGE.20191031.A01.ABC.TXT where the TLS PV, ABC Company, has the assigned abbreviation of ABC. If you are unsure of your abbreviation, contact your contracting officer.

MRO IT Language Data Specifications V5.0 Page 10 of 17

USAGE DATA GRID

Data Element Data

Type Field

Length Sample Value(s) Comments

1 Data File Record Type Indicator Text 1 (fixed) S Required 2 Vendor Line Identifier (VLID) Text 9 (fixed) 9959229000 (Vendor generated)

BMC00000N2 (BidWiser generated) Required

3 TLS PV Contract Number Text 13 (fixed) SPE8E319D0014 Required 4 Delivery Order Number (PIID) Text 14 (fixed) SPE8E319F5001 Required 5 Requisition Number Text 14 (fixed) N0018191500001 Required 6 Order Date Date 10 (fixed) 03/20/2019 Required 7 Required Date Date 10 (fixed) 07/15/2019 Required 8 Ship Date Date 10 (fixed) 07/06/2019 Required 9 Received Date Date 10 (fixed) 07/08/2019 Required 10 Cancelation Date Date 10 (fixed) 07/10/2019 Optional 11 Cancelation Type Code Text 1 (fixed) 0 – Not Canceled

1 – Partial Cancelation, Customer 2 – Partial Cancelation, Vendor 3 – Full Cancelation, Customer 4 – Full Cancelation, Vendor

Optional

12 DoDAAC – Ordering Text 6 (fixed) N12345 Required 13 DoDAAC – Ship To Text 6 (fixed) N12345 Required 14 TLS PV-Assigned Customer

Account Number Text V20 Optional

15 Sub-Contractor (Socioeconomic Indicator)

Text V30 S1;S2;S3 Optional

16 TLS PV Contractor Part Number Text V32 Required 17 Manufacturer Name Text V50 ACME Required 18 Manufacturer Part Number Text V32 1-0023-D Required 19 Universal Product Code (UPC) Text V20 039800036780 Optional 20 National Stock Number (NSN) Text 13 (fixed) 4210011367617 Optional 21 Short Item Description Text V100 Required 22 Unit Sold Text 2 (fixed) EA Required 23 Quantity Ordered Number 10,2 15 Required 24 Total Quantity Shipped Number 10,2 10 Required 25 Acquisition Unit Price Number 13,4 5.60 Required 26 Burdened Unit Price

Number 13,4 6.3755 Required

27 Acquisition Extended Price Number 13,4 56.00 Required 28 Burdened Extended Price Number 13,4 63.755 Required 29 Quality Code Text 1 (fixed) Y, N Required 30 DoD Special Project Code Text V3 9GY Optional 31 Green Product Text V1 Y, N Optional 32 Line Item Type Text 2 (fixed) PR, SE, BE, AF, FR Required 33 Business Model Number 1 KOP, BidWiser, Storefront, Required 34 TVL PV Contractor Specific Field 1 Text V50 Optional 35 TVL PV Contractor Specific Field 2 Text V50 Optional 36 TVL PV Contractor Specific Field 3 Text V50 Optional 37 TVL PV Contractor Specific Field 4 Text V50 Optional 38 Comments Text V100 Optional

DATA ELEMENT DETAILS

Double Quotes [" "] and Pipes [ | ] are not acceptable within the context of any field. Also, fields cannot be framed with double quotes [" "].

MRO IT Language Data Specifications V5.0 Page 11 of 17

Data Type Indicator [Required]

• Defines data as line-item level data used in the C&E Management Information System and is denoted by S, which identifies the contents as Shipped order lines.

Vendor Line Identifier (VLID) [Required]

• This value is a guaranteed unique line identifier that is used to reconcile an order line against various systems and repositories throughout DLA.

• For the BidWiser business model, these values are generated and provided to you in the Award Notification Spreadsheet as the ‘Contractor Control Number’.

• For KOP and Storefront business models this value is to be generated by the TLS PV.

• TLS PV TLS PV generated values should adhere to the following format specification:

vv - TLS PV 2 digit, zero filled, DLA assigned TLS PV ID p - Program ID, 1 digit, fixed value of 5 for MRO y - Fiscal Year expressed in 1 digit jjj - Julian day of year the value was accepted by the TLS PV nnn - zero filled, Base32 serial number using only the below values:

{0,1,2,3,4,5,6,7,8,9,B,C,D,E,F,G,H,J,K,L,M,N,Q,R,S,T,U,V,W,X,Y,Z}

Example: If TLS PV ID is 99 and an order is accepted on August 17, 2019, and the order contains five lines, then the following values would be appropriate:

9959229000 9959229001 9959229002 9959229003 9959229004

If there is another order on the same day for two lines, keep the sequence moving forward using:

9959229005 9959229006

• The above format allows for up to 32,768 distinct values per day.

TLS PV Contract Number [Required]

• Specific format (e.g. SPE8E319D0099), 13-position alpha-numeric (e.g. hyphens [-], slashes [/], spaces

[ ], etc. are not acceptable). This contract number identifies the agreement, between the TLS PV Contractor and DLA Troop Support against which the order was placed.

• A TLS PV Contractor can have multiple contracts but the same contract number cannot be held by more than one Contractor.

Delivery Order Number (PIID) [Required]

• Also known as the PIID (Uniform Procurement Instrument IDentification), this 13-character alphanumeric identifies the order with which a transaction line is associated.

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• Each line within the usage data set must associated with a Delivery Order Number.

• Multiple lines can be associated with the same Delivery Order Number, so long as the lines share the same values for:

• Ordering DoDAAC

• Ship To DoDAAC

• Requisition Number

• Fund Code

• Signal Code

• MIPR Number (is applicable)

• Project Code

• For KOP and Storefront business models this value is to be generated by TLS PVs and needs to adhere to the following format:

SPE8E3YYFNNNN

SPE8E3 – Fixed value of the MRO Contracting Office DoDAAC.

YY – Fiscal Year in which the order occurred.

F – Fixed value 'F' NNNN – Sequence Number to be within the TLS PV's assigned range. The TLS PV's range is determined by DLA. The incrementing Sequence Value within the range is determined by the TLS PV.

Example: SPE8E319FJ0001

• DLA Troop Support assigns the delivery order range that is available to the TLS PV. The TLS PV maintains these values throughout contract performance.

Requisition Number [Required]

• No dashes are allowed in this field. This field must be exactly 14 characters long and adhere to the below structure:

Position 1 - 6: DODAAC of Ordering location Position 7 - 10: Julian Date (i.e. March 29, 2020 = 1088) Position 11 - 14: Serial Number (Sequence # of Requisition)

Order Date [Required]

• The calendar date on which the items are ordered, as identified by the ordering facility.

• This field shall be submitted at a fixed length of 10 characters.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

Required Date [Required]

• This is the negotiated calendar date, as identified by the ordering facility, by which the items ordered are required to be received.

• This field shall be submitted at a fixed length of 10 characters.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

Ship Date [Required]

• The calendar date on which the listed item(s) was shipped to the ordering facility, as identified by the

PV.

• This field shall be submitted at a fixed length of 10 characters.

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• Single digit months and/or days shall be entered with leading zeroes (e.g. 05/04/2020 = May 4, 2020).

Received Date [Required for MRO PV Program]

• The calendar date on which the listed item(s) was received at its point of use, as identified by the customer.

• This field shall be submitted at a fixed length of 10 characters.

• The year must be submitted as a 4-digit year.

• Single digit months and/or days shall be entered with leading zeroes (e.g. 03/04/2020 = March 4, 2020).

• This is not an estimated date, but an actual date that the item(s) were delivered.

Cancelation Date [Optional]

• Calendar Date on which the order line was canceled

• For lines not canceled, this field is blank

• For lines that have a cancelation, the date value must adhere to the following:

o This field shall be submitted at a fixed length of 10 characters.

o The year must be submitted as a 4-digit year.

o Single digit months and/or days shall be entered with leading zeroes (e.g. 03/04/2020 = March 4, 2020).

Cancelation Type Code [Optional]

• For lines that are canceled this field specifies the type of cancelation associated with the items:

o 0 – Not Canceled o 1 – Partial Cancelation, Customer o 2 – Partial Cancelation, TLS PV o 3 – Full Cancelation, Customer o 4 – Full Cancelation, TLS PV

• For lines not canceled, this field should contain the value 0.

• For lines that have a cancelation, the date value must adhere to the following:

DoDAAC – Ordering (Department of Defense Activity Address Code) [Required]

• Six-position alphanumeric that identifies the facility that ordered the product.

• The ordering DoDAAC is the first six digits of the requisition number.

DoDAAC – Ship To (Department of Defense Activity Address Code) [Required]

• Six-position alphanumeric that identifies the facility where the product is delivered.

• This field CANNOT be left blank even if it is the same value as “Ordering DoDAAC.

TLS PV Contractor -Assigned Customer Account Number [Required]

• The values to be entered in this field will enable both PVs and DLA Troop Support personnel to identify lower-level ordering facilities within DoDAACs. They are assigned by the PV and represent the ID for that specific ordering location.

• Values entered in this field may be of variable widths (up to 20 characters).

• These values would be established and maintained by the TLS PV to identify their customers.

• Examples, as follows: PV Assigned # = DoDAAC, Site

465041401 = N12345, Site 1 465041402 = N12345, Site 2 465041403 = N12345, Site 3 530004500 = W41K80, Site 1

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530004501 = W41K80, Site 2

Subcontractor (Socioeconomic Indicator) [Required]

• Required if subcontractor is a member of any socioeconomic group as defined in FAR clauses 52.219-1 and 52.212-3.

• Small Business standard per block 10 of solicitation/contract/order for commercial items.

• This field indicates if the source (e.g. distributor, subcontractor, etc.) of the listed item is a small business.

• Data Entry will indicate the type of small business grouping of the source (distributor, subcontractor, etc.) member.

• Usage data submissions will allow for up to five socioeconomic codes to be entered per line for this field. The following restrictions apply:

S1 and S2 cannot apply together for the same order line.

If S7 applies, there cannot be any other socioeconomic code entries for that line Codes must be uppercase Codes must be separated by a semicolon. E.g. S1;S3;S5 or S1;S3;S5; are acceptable

• Valid entries in this field shall be as follows:

Value Definition

S1 Small Business – Not Disadvantaged S2 Small Disadvantaged Business S3 Small, Woman-Owned Business S4 HUBZone Small Business (see FAR 52.219-4 for guidance) S5 Veterans Owned Small Business S6 National Industries for the Blind (see FAR 52.208-9 for guidance) S7 NISH – National Institute for the Severely Disabled (see FAR

52.208-9 for guidance) S8 Service Disabled Veteran Owned Small Business

** Note: If the subcontractor involved is not a socioeconomic group as listed; this field will be left blank.

TLS PV Contractor Part Number [Required]

• A series of characters that uniquely identifies each line item.

• Variable widths (up to 32 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

• These values are assigned and maintained by the TLS PV.

Manufacturer Name [Required]

• The name of the manufacturer who manufactured the listed item.

• Note: This is not the supplier name. It is the manufacturer's name. Home Depot, Grainger, and other distributors/retailers are not valid manufacturers.

• Variable widths (up to 50 characters) are acceptable.

• Consistency must be used when reporting these names. “ABC CO”, “ABC INC” and “ABC” are not consistent. Use 1 name.

MRO IT Language Data Specifications V5.0 Page 15 of 17

Manufacturer Part Number [Required]

• A series of characters that uniquely identifies each line item.

• Variable widths (up to 32 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

• These values are assigned and maintained by the manufacturer of the listed item.

Universal Product Code (UPC) [Optional]

• If the item is registered with the United Code Council, provide the UPC Barcode value in this field.

• Typically this value is 12 digits, but there are several subsets of the EAN/UPC Barcode Symbology:

• EAN: 13 digits

• UPC-A: 12 digits

• EAN-8: 8 digits

• UPC-E: 8 digits

• Bookland EAN: 18 digits

National Stock Number (NSN) [Optional]

• The NSN is a series of numbers that the government uses to uniquely identify a specific item with a government specification.

• Thirteen characters (XXXXXXXXXXXXX) in the shown format (where the X’s represent numbers) no dashes should be included (define as a text field not numeric).

• Some Contractors may and do provide the first four characters only, which designate the Federal Stock Class (FSC).

Short Item Description [Required]

• A series of characters that specifies identifiable characteristics (e.g. item name, size, color, etc.) of the listed item.

• Variable widths (up to 100 characters) and characters (e.g. hyphens [-], slashes [/], etc.) are acceptable.

• Framing values with Double Quotes [" "] or the use of pipes [ | ] within the description text are not acceptable. The exception to this rule is use of " as the abbreviation for inches, and ' as the abbreviation for feet. For example, a two by four by eight piece of lumber may be described as: LUMBER, 2" X 4" X 8'.

Unit Sold [Required]

• The values entered into this field shall represent the authorized government unit-of-issue codes for the listed item (e.g. CS = case, BX = box, EA = each, etc.).

• The values entered into this field MUST be exactly two characters.

• Values must be one of the standard codes listed within The DLA Customer Handbook : DOD 4100.39-

M, VOL 10, TABLE 53

Quantity Ordered [Required]

• The number of units, as listed in the “unit sold” field, of the item that the customer ordered.

• No Negative Numbers.

Quantity Shipped [Required]

• The number of units, as listed in the “unit sold” field, of the item that were shipped.

• No Negative Numbers.

MRO IT Language Data Specifications V5.0 Page 16 of 17

Acquisition Unit Price [Required]

• The value entered into this field represents the actual invoice price paid by the TLS PV for the product or incidental service paid to the manufacturer or supplier.

• This value is the TLS PV’s acquisition cost per unit sold for the item.

Burdened Unit Price [Required]

• The value entered into this field represents the price to the Troop Support customer for a single unit, as listed in the ‘unit sold’ field. This value is to include program applicable fees such as the TLS PV distribution fee as well as the DLA Troop Support cost recovery rate.

• This is the amount the Troop Support customer pays per unit.

Total Acquisition Price [Required]

• The value entered into this field represents the total line product/incidental paid by the TLS PV to the manufacturer/supplier (quantity delivered times acquisition unit price).

• This value is the TLS PV’s total acquisition cost for the line item(s).

Burdened Extended Price [Required]

• The value entered into this field represents the total line price to the Troop Support customer (quantity delivered times burdened unit price).

• This value does include the DLA Troop Support cost recovery rate.

• This is the total amount paid by the Troop Support customer.

Quality Code [Required]

• This value specifies whether the line was delivered without any quality defects, and is the exact item approved by the customer.

• Valid values are "Y" for yes, and "N" for no.

Special Project Code [Optional]

• The Customer is responsible for identifying any special project codes. If a special project code is supplied by the customer and the TLS PV Contractor is reporting it in the “project code” field of the “Summary” data, then it must be entered here for each of the line-items on the monthly reports. Every effort should be made by TLS PV Contractor to obtain special project codes from the customer.

• Project codes are 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. Category D Project Codes are assigned for use by the Office of the Secretary of Defense/Chief, Joint Chiefs of Staff, while Category C Project Codes are common purpose Project Codes for use by all or specified Components. A complete set of rules and procedures is contained in DOD 4000.25-1-M, Military Standard Requisitioning and Issue Procedures (MILSTRIP), Appendix 2.13.

• NOTE: Do not frame text fields with Double Quotes.

Green Product [Optional]

• The value entered into this field represents if the product is green (environmentally preferable/energy efficient). Valid values are "Y" if it is green, "N" if it is not green, and blank if unknown.

Line Item Type [Required]

• Either products or services are sold through the TLS PV Contractor program, these must be delineated separately using the codes:

MRO IT Language Data Specifications V5.0 Page 17 of 17

PR denotes Products SE denotes Services FR denotes order lines that specify shipping costs paid by the customer for an order – (no product/service amounts should be reported on lines where Line Item Type=FR) AF denotes items where Air Freight is included within the Acquisiton Unit Price BE denotes Bench Stock (when a TLS PV Contractor owns and manages a store and controls the inventory that item is considered Bench Stock)

Business Model [Required]

• This numeric ID value specifies the DLA C&E Business Model associated with the order line transaction and should be one of:

• 1 – Single Award, TVR 855 Based TLS PV contract

• 2 – TLS PV Storefront

• 3 – BidWiser

• ?? – Other values may be provided by your Contracting Officer

TLS PV Contractor Specified Fields 1 - 4 [Optional]

• These four fields are reserved for the TLS PV's use to report and store order specific information.

• Each field will have a maximum of 50 characters of text.

Comments [Optional]

• TLS PVs are able to use this field to annotate any remarks or comments related to the item that they wish to convey to DLA and C&E.

• Maximum of 100 characters are permitted for this field.