1. “What You Can Buy, and How to Buy It”
Accounting requirements code : ARC

2. PURPOSE
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.
Accounting requirements code : ARC

3. AGENDA 5 Stages of Requisitioning Research Requisition Monitor Receive
Accountability
Control Measures
Offline Requisitions
Accounting requirements code : ARC

4. RESEARCH

5. CLASSES OF
SUPPLY

6. Class I
(TISA)
Subsistence, including free
health and welfare items.
Class II
ULLS-S4
Clothing, tentage, tool SKOs,
hand-tools, administrative equipment, office and cleaning supplies.

7. POL, bulk and packaged fuels, lubricating oils, coal and related products.
Class III
ULLS-G/A
Class IV
ULLS-S4
Construction materials, fortification and
barrier materials.

8. Ammunition, of all types:
bombs, explosives, mines, fuses, missiles, etc...
Class V
SAAS-MOD
Class VI
Commercial
Personal demand items
(nonmilitary sales items),
Alcohol

9. Class VII
PBUSE
A final combination of end products which is ready for its intended use: Tanks, radios, ...
Class VIII
MED supply
Medical material, includes medical equipment and repair
parts for it.

10. Class IX
ULLS-G/A
Repair parts and components, including kits & assemblies.
Class X
Contract
Material to support non-military programs; such as agricultural and economic development.

12. FEDLOG (characteristics search) www.gsaadvantage.gov
INFORMATION SOURCES
TM’s, FM’s
FEDLOG (characteristics search)
commercial catalogs
Accounting requirements code : ARC

13. NSN Item or Commercial? NSN Items: Pro NSN Items: Con
Easy to order through the supply system.
Government already purchased, costs “programmed”.
Accepted into the inventory, approved for use, compatibility.
NSN Items: Con
Often “generic”, may not meet special needs.
Sometimes use old technology.
Long lead for non-stocked or high-demand item.
Accounting requirements code : ARC

14. NSN Item or Commercial? Commercial: Pro Commercial: Con
Current technology.
Often faster delivery times.
Manufacturer support for planning and technical assistance.
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.
Accounting requirements code : ARC

15. NSN Item Information Key AMDF Codes
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.
Accounting requirements code : ARC

16. NSN Item Information (cont’d)
Finding an AMDF
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.
Accounting requirements code : ARC

17. FEDLOG AMDF

18. ULLS-Family AMDF

19. PBUSE AMDF
Accounting requirements code : ARC

20. AMDF TRANSLATION “What am I looking for?”
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…
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.
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.
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.
Accounting requirements code : ARC

21. “What am I looking for? (cont’d)”
AMDF TRANSLATION
“What am I looking for? (cont’d)”
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!
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.
Accounting requirements code : ARC

22. “What if there’s no AMDF?”
Accounting requirements code : ARC
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 as an Exception Data Request and submitted manually through the supply system.

23. “I don’t know the NSN, can’t
I just buy it online?
Found a P/N on an item
and need more? Click the
Part Number button and
enter the P/N you have.
FEDLOG will narrow down
the search as you type and
if a match is found, will x-ref
to a list of NSN’s.
Type in 1-2 words,
But remember, catalog
names aren’t always
the same as commonly
used names.
Search by the item’s
characteristics. You can
often type in brand names,
colloquial (common) names,
color, capacity (15kw, 5 gal)
and find results, or use with
an Item Name to narrow
down a large number of items.
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 everything
they make.
Accounting requirements code : ARC
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.

24. “No NSN, now can I buy it online?”
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.
Accounting requirements code : ARC

25. “GSA doesn’t have it either!
Now can I buy commercial?”
You’ve determined the supply system doesn’t have an NSN item available.
GSA doesn’t have the right item available from an approved Government source.
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.
Accounting requirements code : ARC

26. REQUISITION

27. Tracking Requisitions
DA Pam 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 , Ch. 2-23

28. Procurement Sources MILSTRIP Request (“supply system”) Local Purchase:
(Military Standard Requisitioning and Issue Procedures)
Local Purchase:
Government Purchase Card: GPC
Unit Purchasing Officer
DD Form through SSA (SSA
accountable officer determines if
contract is necessary, submits)

29. MILSTRIP
REQUESTS

30. (Military Standard Requisitioning and Issue Procedures)
MILSTRIP Request
(Military Standard Requisitioning and Issue Procedures)
DOD-standard 80 character format to record
issue, receipt, and requisition data for use
in automated systems.
Used on several standard forms for
requisition, receipt, and turn-in
DD a (Issue/Release/Receipt)
DA (Request for Issue or Turn In)
DD (Request for Issue)
Ref. AR and
DOD –1–M

31. W34QVG70320151 Document Number DoD Activity Address Code (DODAAC):
Six-digit code to identify an “account” used by
a specific unit, for a specific class of supply
First digit denotes the service, “W” is Army, the
remaining characters identify the unit and activity.
W34QVG
Document Series:
PBO assigns range
of numbers for each
class of supply. (
is 101CAB’s “durable”
Series, so 0151 is the
50th request that day.
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)

32. DOCUMENT SERIES
DA Pam 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.”

33. 8820-01-161-6934 National Stock Number The last nine digits
Of an NSN are the “NIIN”
(National Item ID Number)
Federal Supply Class:
Used to group like items (2320 is “Wheeled Vehicles”,
1005 is “Small Arms”, 8145 is “Tents and Tarpaulins”…
Unique Item Number:
Identifies the specific part.
Country of Origin Code:
00, 01 are US, 12 is Germany,
99 is UK…each NATO country
has a code since this format is
also used for NATO Stock Numbers
Grouping Number:
Can be random, or can
identify a subgroup, like “189”
for green HMMWV canvas items.

34. 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 , App. C

35. 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 , App. C

36. FORCE/ACTIVITY DESIGNATOR
Force/Activity Designator (F/AD): “Roman numeral (I through V) which shows the
mission 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 SecDef
based on CJCS recommendation.
F/AD II: Deployed, conducting deliberate plans under JOPES; designated on orders
to 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 other
units deploying.
F/AD V: Staff, admin, TDA, other activities not designated.
Ref. DOD R, App. 9

37. 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 equipment
related to maintaining, manufacturing, direct support, or training for
assigned mission
UND B: denotes a need which has or will cause mission impairment; repair of
supplemental or “backup” equipment; needed sooner than routine priority
UND C: routine requirements
Ref. DoD M App. 2.14

38. PRIORITY DESIGNATOR
Priority Designator (PD) A 2-position numeric code (01-15) that
identifies the relative priority of the competing requisitions.
Commanders are responsible to review PD use before the requisition
is 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 M App. 2.14

39. REQUIRED DELIVERY DATE
Required 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 logistics
system. 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 system
doesn’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 before
the RDD. For example, a sequenced project, or projected need (“S36”)
Ref. DoD M App. 2.14

40. REQUIRED DELIVERY DATE (cont’d)
Requisitions with the following RDD’s are processed 24/7:
999 (NMCS for expedited handling, mission-essential only, PD 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 activity
or 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 specific
requisitions 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 the
Time Definite Delivery standards required by the PD/RDD.
Ref. DoD M Ch. 8

41. TIME DEFINITE DELIVERY
Time 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 with 444, 555, 777, N_ _, or E_ _
Category 3: PD with RDD blank or greater than 8 days CONUS,
greater than 21 days OCONUS, routine handling
Ref. DoD R App. 8

42. 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 2
OCONUS when military airlift is not adequate
Ref. DoD R App. 8

43. TIME DEFINITE DELIVERY
(cont’d)

44. TIME DEFINITE DELIVERY
(cont’d)

45. TIME DEFINITE DELIVERY
(cont’d)

46. FUND CODE Fund Code: Two position alpha-numeric code used to determine
billing method and source of funds.
Requisitions submitted to DoD activities and the GSA will always contain a
fund 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 will
have no meaning to the requisition processing point.
Ref. DoD M (MILSBILLS)

47. ADVICE CODE
Advice Codes: Provides additional instruction from the requisitioner to
the supply system for special handling, material requirements,
backorder processing, and more. Only required if there are
special instructions, otherwise leave blank.
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 M App 2.15

48. PROJECT CODE
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.
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

49. DA Form
Request for Issue
Or Turn-In

50. DA
Used to request expendable, durable, or nonexpendable single line
item 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.
Ref. DA Pam , Ch. 2

51. DA
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)
Ref. DA Pam , Ch. 2

52. DD Form
“DOD Single Line
Item Request”

53. DD
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 be
submitted.
Requires additional processing time to review and approve request.
Ref. DoD M App. 1.6,
also DA Pam Ch 2.

54. DD

55. DD 1348-6 Instructions for Identification of Data Fields
Ref. DoD M App. 1.6

56. DD , MILSTRIP data E
RIC for Source of Supply
SSA’s DODAAC

57. DD 1348-6, Exception Data (if item is in TO) (if item is in TM)
(if applicable)
(if applicable)
(used for components of larger items, helps identify)
(additional data not covered in other
areas)
Add as much information as possible; more details=better
chance are of getting the request filled!!

58. GOVERNMENT
PURCHASE
CARD

59. Government Purchase Card (GPC)
Conditions For Use
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)

60. GPC Special Requirements
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…

61. Unauthorized Uses for GPC
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.

62. Items Requiring Pre-Purchase Approval of GPC Use
You must seek and receive approval from the appropriate source BEFORE purchasing the following:
Printing: FAR 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.
Exceptions to Personal Purchases: If an othrewise “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.

63. UNIT
PURCHASING
OFFICER

64. 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

65. UNIT PURCHASING OFFICER
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
How the Purchasing Officer compare with the GPC holder

66. 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

67. UNIT PURCHASING OFFICER
Standards of Conduct
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

68. 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

69. 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

70. 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.

71. 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

72. MONITOR

73. 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 , and the requisitioner must update status on the DA Form 2064.

74. MANUAL STATUS QUERY
LOGSA 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.

75. LOGISTICS INFORMATION WAREHOUSE (LIW)
Complete
SAR to get
an account.

76. Accessing LIDB
Follow the WebLIDB link.

77. Status for a DODAAC Query Database>Pipeline Query, then
choose “DODAAC”

78. Status for a DODAAC
Set the date range and click “Submit”

79. Status for a DODAAC Select “Force Tree”, and Unit Selection
Pull window to “DODAAC”
Enter DODAAC and click “Add”
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)

80. Status for a DODAAC Scroll down, select “Detailed Report Status”
Select your report
Select “Microsoft Excel” from Save Options.
Download report as .xls, rename as needed.

81. 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 Cells
3. Choose “Number” and change decimal
places to “0”, then click “OK”

82. Status for a DODAAC Now you have an Excel worksheet
Showing all requisitions for the DODAAC(s)
you entered within the date range you
specified. This report shows ship dates,
and the date the item was processed as
“received” in SARSS.
This column shows the current status code
for supply and shipment, which you’ll
need to update the document
register.

83. STATUS CODES
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)
Ref. DoD M App (list of codes),
also AR and DA Pam

84. 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 with DIC “AC_”.

85. 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!)

86. RECEIVE

87. RECEIVING ITEMS
Perform the following actions when receiving any item, regardless of Class of Supply.
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)
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.)

88. ACCOUNTABILITY

89. 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.”
Accounting requirements code : ARC

90. EXPENDABLE PROPERTY Expendable property should still be tracked on an
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).
Accounting requirements code : ARC
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.

91. DURABLE PROPERTY Durable property must be controlled through the use
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 use
of tool room sign-out logs, DA Form 2062 Hand Receipts,
and must be accounted for IAW AR when lost
or damaged.

92. NONEXPENDABLE PROPERTY
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 submitted
to 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.

93. CONTROL MEASURES

94. CONTROLLING LOCAL PURCHASES
IAW AR 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
All GPC receipts will be submitted to the PBO for review within five working days (consolidate at the BN S4).
Accounting requirements code : ARC

95. 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.

96. 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 R and AR prior to submitting requests to the supply system.

97. OFFLINE REQUESTS

98. DEFINITION OF AN OFFLINE 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.

99. PROBLEMS CAUSED BY OFFLINE 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!

100. Summary 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
Accounting requirements code : ARC

101. QUESTIONS?
Accounting requirements code : ARC