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DoD 4000. 25-5-M

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APPENDIX A

MILSCAP DATA ELEMENTS AND CODES

The Military Standard Contract Administration Procedures (MI LSCAP ) , DoDManual 4000. 25-5-M, prescribes uniform procedures, rules, data elementsfcodes, formats, and time standards concerning the interchange of cent ractrelated data between and among DoD Components. This series of appendicesis devoted to descriptions of data elements and codes used in MILSCAP.Data elements developed under the criteria outlined in DoD 5000.12-M,“DoD Manual for Standard Data Elements,” reference (f), have beenapproved by the Washington Headquarters Services (Director for Informa-tion, Operations, and Reports) . All other data elements in this manualare defined in DoD 4000.25–13–S1, “DoD Logistics Data Element Dictionary/Directory,” reference (b), and are subject to change.

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DoD 4000.25-5-M

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APPENDIX Al

DOCUMENT IDENTIFIER CODES

NUMBER OF CHARACTERS: Three.

TYPE OF CODE: Alphanumeric.

DEFINITION : Each DI code consists of a first positionStandard Logistics Data Systems code and a sec-ond and third position MI LSCAP Format Identifiercode. Each code signifies the type of automateddocumentary record format by identifying thelayout of the data therein, thus permitting aman/machine recognition of the record.

CODE

PAA

Pm

PAC

PAD

PAE

PAF

PAF

PAH

PB1

PBA

EXPLANATION

Contract Abstract:

Contract Abstract, Administrative Data Record #1.

Contract Abstract, Administrative Data Record #2.

Contract Abstract, Accounting Classification Record.

Contract Abstract, Accounting Classification Trailer.

Contract Abstract, Supplies Line Item Data Record #1.

Contract Abstract, Supplies Line Item Data Record #2.

Contract Abstract, Supplies Schedule Data Record.

Contract Abstract, Services Line Item Data Record.

Modif icat ion Abstract:

Modification Header Record.

Modification, Administrative Data Record #1 .

Al-1

DoD 4000.25–5-M

CODE EXPLANATION (CON. ~

PBB Modification,

PBC Modification,

PBD Modification,

PBE Modif i cat ion,

PBF Modification,

PBG Modification,

PBH Modification,

Administrative Data Record #2.

Accounting Classification Record.

Accounting Classification Trailer.

Supplies Line Item Data Record #1.

Supplies Line Item Data Reoord #2.

Supplies Schedule Data Record.

Services Line Item Data Record.

PE1

PEA

PEB

PEC

PED

PEE

PEF

PEG

PEH

Correction of Erroneous

Correction Header Record.

Correction,

Correction,

Correction,

Correction,

Correction,

Correction,

Correction,

Correction,

Administrate ive

Administrative

or Qnitted Abstract Data: ~

Data Record #l.

Data Record #2.

Accounting Classification Record.

Accounting Classification Trailer.



Supplies Schedule Data Record.

Services Line Item Data Record.

Acknowledgment/Cancellation:

PEK Abstract Cancellation Record.

PFK Abstract Acknowledgment Record.

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DoD 4000 .25-5-M

CODE EXPLANNJ!ION (CON. )

PJA

PJB

PJJ

PJR

PK5

Pm

PKP

PK9

PKX

PKZ

Pvl

PV2

PV3

PV4

PV5

PVAi. :

Revised Delivery Forecast:

Revised Delivery Forecast with Stock Number.

Revised Delivery Forecast with MILSTRIP Document

Shipent and Performance:

Shipment Performance Notice – Supplies Line Item.

Shipment Performance Not ice – Services Line Item.

Destination Acceptance:

Number.

Destination Acceptance



Contract Capletion

Alert.

Report in response to an alert.

Report, no alert received.

Status:

Contract Completion Statement

Unclosed Contract Status.

Contract Closeout Extension.

Contract Payment Notice:

Accounting Classification Header Record.

Disbursement/Collection Record.

Deduction Record.

Variance Record.

Line Item Report Record.

Text Header Record.

Al-3

DoD 4000. 25-5-M

APPENDIX A2

DATING TECHNIQUES

NUMBER OF CWUW3XM:

TYPE OF CODE:

DEFINITION:

Three, five, or seven.

Alphanumeric.

To identify the type of date/time periodfigurations used in the MILSCAP manual.

con-

EXPLANATI@J

A. Seven Position Date

“Date” is a notation that specifies a given day of the Gregorianyear. This notation provides for themonth, and the day, in that sequence.

Positions 1 and 2: A period ofdays of a

identification of the year, the

either 365 or 366 (for leap year)century as defined by the Gregorian

calendar (00 to 99).

Positions 3, 4, One of the 12 parts into which a year isand 5: divided as defined by the Gregorian calendar:

Jan - January Jul – JulyFeb - February Aug - AugustMar – March Sep - SeptemberApr – April Ott – OctoberMay – May Nov – NovemberJun – June Dec - Deceniaer

Positions 6 and 7: One of the 24–hour periods of a month asdefined by the Gregorian calendar (01 to 31) .

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DoD 4000 .25-5-M

WLANATION (CON. )

B. Five Position Month-Day

Positions 1, 2, Alphabet ic month abbreviation (as detailedand 3: above ) .

Positions 4, and 5: Numeric day of month (01 through 31) .

c. Three Position Day

Positions 1, 2, Ordinal (Julian) day 001–366.and 3:

A2-2

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DoD 4000. 25-5-M

APPENDIX A3

DEFENSE PRIORITIES AND ALLOCATIONS SYSTEM

NUMBER OF ~: Four.


DEFINITION : The Defense Priorities and Allocations System(DPAS) requires prime contractors of DefenseAgencies, their subcontractors, and suppliersto employ the priority powers of the DefenseProduction Act on their purchase orders forproducts and materiels needed to complete pro-duction, construction, and research and devel–opment schedules for Defense programs. UnderDPAS, Defense contractors must identify theirDefense orders by placing the appropriate pro–gram identification and certification on theirpurchase orders. Such properly identifiedDefense orders must be given delivery prefer–ence over non–Defense business by the supplierswho receive them.

EXPLANATION

Priorities are assigned to prime contracts only by Defense Agencies.The prime contractors to whom the priority ratings are assigned mustplace them on their subcontracts and purchase orders which they place tocomplete their Defense contracts. Codes will be as specified in the DPAShandbook, dated October 1984, and published by:

Office of Industrial Resource AdministrationInternational Trade AdministrationU.S. Department of CommerceWashington, DC 20230

This code should be the same as that which appears in the Rating block atthe top of the contract or order.

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DoD 4000 .25-5-M

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APPENDIX A4

IDENTITY CODES

NUMBER OF CWWKTEM: Six.


DEFINITION :

EU@LANATI(31$l

A. Government

Identification code of contractors; purchasing,contract administration offices, finance andaccounting off ices; consignees; etc. Thesecodes are used to interchange MILSCAP datawithin DoD.

Entities – utilize codes published in DoD 4000.25–6–M,“DoD Activity Address Directory” (DoDAAD), reference (o), and DoD4000.25–8–M, “Military Assistance Program Address Directory” (MAPAD),reference (p) . (MAPAD codes are generally used to identify ship–to andmark-for in Foreign Military Sales (FMS) and Grant Aid requisitions.)The objective of MILSCAP is to perpetuate the data as reflected in theMILSTRIP requisition through the procurement process and back to therequisition processing point in the RDF and/or the SPN. Therefore, theShip-To field of MILSCAP transactions will contain the data reflected inpositions 30–35 of the MILSTRIP requisition and the Mark-For field willcontain the data reflected in positions 45-50 of the MILSTRIP requisi–tion. These data fields will not necessarily represent address codes andtherefore will not be validated against master address files. When thesecodes cannot be cross–referenced to MAPAD, the contract may be the sourceof in-the–clear addresses for marking containers and addressing docu-ments.

B. Non–Government Entities – utilize codes published in the CatalogingHandbook H4/H8, Commercial and Government Entity (CAGE), reference (q).These are five position codes and, for MILSCAP use, they must be precededwith a blank in the first position.

c. DFARS Appendix G – the first six positions of each PIIN are identi-fied in DFARS Appendix G to an individual purchasing office name andlocation.

DoD 4000 .25–5-M

EXPLANATION (CON . )

D. Disbursing Station Symbol Number (DSSN) – thedisbursing officer. Retain current four positionzeros.

coded identity of theDSSN and suffix with

E. Accounting Station – the identity of the activity that is therecipient of the Contract Payment Notice.

F. Examples of coding for MILSCAP purposes are as follows:

APPLICABLE ADDRESSINGDFARS

DoDAAD MAPAD CAGE ,APP .G DSSN

Purchasing Office x x

Issued By x

Contract Adminis– xtration Office

Contractor

Contractor

ADP Point

Facility

Paying Office

Accounting Station

Item or ProjectManager

Ship–To (includingContractor)

Mark–For

Performed At

Disbursing Officer

CPN Recipient

x

x

x

x

x

x

x

x

x

x

x

x

x

DoD 4000.25–5-M

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APPENDIX A5

FREE ON BOARD SITE

NUMBER OF CHARACTERS:

TYPE OF CODE:

DEFINITION :

One.

Alphabetic.

The designated site, under a sales agreement,where the seller agrees to deliver merchandiseonboard the conveyance without extra charge tothe buyer.

CODE E2WLANATION

D Destination.

s Origin (Source) .

0 Intermediate.

A5-1

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DoD 4000.25-5–M

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APPENDIX A6

TYPE OF BUSINESS

One.

TYPE OF CODE: Alphabet ic.

DEFINITKW : The classification of contractor’ s business inaccordance with the guidance in DFARS253.204 {d) (5) (i), block Dl, Type of Business.These are the Type of Business codes as pub-lished in block D1 of the DD Form 350, Individ–ual Contracting Action Report, dated August1992.

CODE EXPLANATION

A Small Disadvantaged Business (Performing in United States).

B Other Small Business (Performing in United States) .

c Large Business (Performing in United States) .

D Workshop for the Blind or Other Severely Handicapped.

F Hospital.

L Foreign Concern/Entity.

M Domestic Firm Performing Work Outside United States.

N Historically Black Colleges and Universities or MinorityInstitutions (HBCUs/MIs) .

P Other Educational.

z Other Nonprofit (e. g., Intergovernmental ) .

A6-1

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DoD 4000.25–5-M

APPENDIX A7

KIND OF CONTRACT

NUMBER OF CWWWTEW: One.

TYPE OF CODE: Numeric.

DEFINITION : Identifiespurpose of

CODE EXPLANATION

various kinds of contracts for thetailoring MILSCAP abstracts.

1

2

3

5

6

7

8

9

0

Supply Contracts and Priced Orders.

Research and Development Cent racts.

System Acquisition Contracts.

Maintenance Contracts.

Service Contracts.

Facilities Contracts.

Undef init i zed Letter Cent racts.

Unpriced Order Against a Basic Ordering Agreement.

Other.

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DoD 4000. 25-5-M

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NUMBER OF CWWWTEM:

~E OF CODE:

DEFINITI~ :

CODE

A

J

.K

L

R

s

T

u

v

Y

z

APPENDIX A8

TYPE OF CONTRACT

One.

Alphabet ic.

The specific kinds of contract pricing provi-sions as differentiated by the structure andclause content of the contract. (See DFARS253. 204–70 (c) (4) (v) (C) on page 253. 204–14. )

EXPXAFUYTNIN

Fixed Price Redetermination.

Firm Fixed Price.

Fixed Price Economic Price Adjustment.

Fixed Price Incentive.

Cost Plus Award Fee.

Cost Contract.

Cost Sharing.

Cost Plus Fixed Fee.

Cost Plus Incentive Fee.

Time and Materials.

Labor Hour.

A8-1

DoD 4000. 25-5-M

APPENDIX A9

CRITICALITY DESIGNATOR

NUMBER OF CWWWTEM: One.


EXPLANATION : Classification by the order of importance ofprocurement contracts for purpose of contractorproduction and performance surveillance. (SeeFAR 42.1105 and DFARS 242.1105. )

CODE

A

B

c

EXPLANATION

Critical cent racts, including:

(i)

(ii)

(iii)

(iv)

DX-rated contracts (see FAR subpart 12.3) ,

contracts negotiated under public exigency (see FAR6. 302.2) ,

contracts for major systems, or

contracts for items with a priority 01, 02, 03, or 06(if emergency supply of clothing) under DoDD 4410.6,Uniform Materiel Movement and Issue Priority System(see DFARS 242.1105).

Contracts (other than those designated “A”) for items:

(i) Needed to maintain a Government or contractorproduction or repair line,

(ii) to preclude out-of–stock condition, or

(iii) to meet user needs for nonstock items.

All contracts other than those designated “A” or “B.”

w

Uou

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EPPo

DoD 4000.25-5+4

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APPENDIX All

SPECIAL CONTRACT PROVISIONS

NUMBER OF ~: One.

TYPE OF CODE:

DEFINITION :

.

CODE

A

B

c

D

E

F

G

H

J

PRIORITYSEQUENCE

3

13

1

5

4

2

11

6

10

Alphabet ic.

The identification of certain contractclauses/provisions which require specializedatt ent ion and handling. (When more than fivecodes apply to a given contract, the codes withthe lowest priority sequence numbers should beused. )

EXPLANATION

Liquidated Damages.

Advance Payments Authorized.

Progress Payments Authorized.

Remittance Address Different From Bid/OfferAddress.

Administration of Government Property Antic-ipated.

First Article/Pre-Production Sample/LaboratoryTest Approval Required.

Flight Operations Involved (Aircraft Accept-ance) .

Dangerous/Hazardous Material Involved (SafetyClauses) .

Anticipatory Government Furnished FacilitiesCost Approval Required.

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DoD 4000.25–5-M

PRIORITYCODE SEUJENCE

K 14

L 12

M 15

N 16

P 9

Q 8

R 7


Bond Bailment (DPSC Clothing Contracts Only) .

Del ivery Schedules on Maintenance Cent ractRequiring Future Definitization.

Formalized Delivery Schedules on MaintenanceContract Unnecessary.

Payment to be Made in Canadian Funds.

Delivery Schedule Required Based UponDelegation Assignment and Upon Approval ofFirst Article.

Contract Schedule Subline Items Not Separate-ly Priced – Withholding of Billing andPayment Clause Included.

Incentive Subcontracting Program for Small andSmall Disadvantaged Business Concerns (FARClause 52.219-10).

Cross-Reference Table in Priority Sequence:

PRIORITY PRIORITYSEQUENCE CODE SEQUENCE

1 c 92 F 103 A 114 E 12

5 D 136 H 147 R 158 Q 16

CODE

PJGL

BKMN

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DoD 4000.25-5–M

APPENDIX A12

APPROPRIATION

NUMBER OF CHARAC-: Ten.

TYPE OF CODE: Alphanumeric c.

DEFINITION : A combination of numbers established by theTreasury Department consisting of: (a) thedepartment identity, (b) appropriation fiscalyear, and (c) the serial number of the appro-priation, to account for funds made availablefor obligation and disbursement from the Trea–sury.

EXPLANATION

Positions 1 and 2:

Positions 3 and 4:

Position 5:

Position 6:

Department Identity – The number assigned bythe Treasury t o identify the GovernmentService/Agency to which an appropriationapplies or to which it has been transferred.

Transfer Department – The number assigned bythe Treasury to identify the GovernmentService/Agency from which an appropriationwas transferred.

Appropriation Fiscal Year – The low order digitof the beginning fiscal year in which amultiyear appropriation is effective. If theappropriation is not a multiyear type, leavethis space blank.

Appropriation Fiscal Year – The low order digitof (a) the ending fiscal year in which amultiyear appropriation is effective or (b)the fiscal year in which an annual appro–priation is effective. If the appropriationis a no–year type, an alphabetic X is used inthis position.

?.,...

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DoD 4000. 25-5–M

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EXPIJWATION (CON. )

Positions 7through 10:

Appropriation Fund – A serial number assignedby the Treasury for the purpose of identifi–cat ion, control, accounting, and report ing.

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DoD 4000. 25-5-M

APPENDIX A13

PURCHASE UNIT


DEFINITION : The term which connotates the physical measure-ment of quantities of an item for procurementsuch as each, dozen, gallon, pair, pound, ream!set, yard, etc.

EXPLANATION?

Codes are as identified in DoD 5000. 12-M (reference f) referenced numberUN-MT, data element “Unit of Materiel Measurement. ”

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D@ 4000.25-5-M

APPENDIX A14

PROCUREMENT QUALITY ASSURANCE SITE

NUMBER OF CWWWTEM: One.


DEFINITION : The designated site at which quality assuranceis performed to determine conformance withcontractual requirements. (See FAR 46.4 andDFARS IT-301, block 21. )

CODE

D

s

EXPLANATION

Destination.

Origin (Source) .

A14-1

D@ 4000.25-5+!4

APPENDIX A15

ACCEPTANCE SITE

NUMBER OF ~: one.


DEFINITION: The designated site at which the Governmentassents to ownership of contract line items.(See FAR 46.503 and DFARS F-301, block 8.)

CODE EXPLANATION

D Destination.

s Origin (Source) .

A15-1

DoD 4000.25-5+!4

APPENDIX Al 6

ACCOUNTING CLASSIFICATION REFERENCE

NUMBER OF

NUMBER (ACRN)

cmwcrms: Two .


DEFINITI~ : The identification of the long line account-ing classification number used in the con–tract.

A unique code assigned to each long line accounting classification numberin a contract. (See DFARS 204.7108. ) Used to relate the long lineaccounting classification number in the contract to the applicable lineitems. Required in all contracts that are assigned to a contract admin-istration services activity identified in DLAH 4105.4, reference (1) .

A16-1

DoD 4000. 25-5-M

NUMBER OF ~: Fifty.


DEFINITI@J : The long line accounting data that is speci-fied in the contract and identifies theobligated funds.

EXPLANATION

Accounting Classification Data consists of:

a. Ten position Appropriation data, see appendix A12,

b. Four posit ion Limit /. Subhead data, and

c. Thirty–six position Supplemental Accounting Classification data(see appendix B, pages B1 thru B5).

A17-1

DoD 4000 .25-5-M

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APPENDIX A18

DISCOUNT TERMS

NUMBER OF ~: Fifteen.


DEFINITION : The specific prompt payment discount termsthat apply to a given contract.

EXPLANLTICXY

A data chain that reflects the discount in the contract price, offered bythe contractor to the Government, for prompt payment of the invoice. Thedata chain allows for two, discount periods and a net payment period.Each of the two discount periods consists of a four position percent(i.e., 3-1/4% = 0325) and a two position number of days. The net paymentperiod consists of a two position number of days when the invoice is tobe paid without discount. The final position in the data chain allowsfor entry of a “9” when other terms cited in the contract are differentfrom or in addition to the terms cited in the preceding 14 positions.

A18-1

DoD 4000.25-5-M

NUMBEROF CWWWTEM:

TYPE OF CODE:

DEFINITWN :

DATACODE

9 PartialAbstract

1 ForeignMilitarySales (FMS)Requirements

F

3

Fast Pay

ContractAdministra–tionFunctionalLimitations

APPENDIX A19

INDICATOR

One.

Alphanumeric.

An indication that a specific condition appliesto the contract or abstract. Each individualdata element and explanation is identifiedbelow.

iiXPLANATION “

See contract for missing data. See DI CodeP_A, rp 61.

Cent ract includes FMS requirements. SeeDI Code P_A, rp 75.

Contract includes fast pay provisions.DI Code P_B, rp 44.

Cent ract is assigned for payment only.DI Code P_B, rp 71.

See

See

AJ.9-1

DoD 4000.25-5-M

APPENDIX

AMOUNT

A20

~ OF ~: Various (see below) .


DEFINITION : A collection of monetary values with individualdefinitions that are used in various places inMILSCAP transactions. Each individual dataelement and explanation is identified below.

DATA ELEMENT

Total Amount ofContract

Obligated Amount

Total Item Amount

Unit Price

Gross Amount

Net Paid/CollectedAmount

Deduction Amount

EXPIJ4NATION

The face value of the contract being abstracted.See DI Code P_B, rp 45-54.

The obligated amount of the contract beingabstracted for a given accountingclassification. See DI Code P_D, rp 45-54.

The amount of the item quantity on order, i.e.,unit price times quantity. See DI Codes P_Eand P_H, rp 65–74.

The amount of a single purchase unit; includestwo positions for mills. See DI Code P_E,rp 54-64.

The amount,payment.

The amount,

before deductions, applicable to theSee DI Code PV2, rp 59–68.

after deduction, paid or collected.See DI Code PV2, rp 69-78.

The amount deducted from the invoice payment fora specific reason. See DI Code PV3, rp 45-54,57-66, and 69–78.

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A20-1

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DoD 4000.25-5-M

DATA ELEMENT

Net Variance Amount

Item Gross Amount

Collected Amount

Disbursed Amount

Unliquidated Amount

EXPLANATKX’J (CON. )

The net variance is the difference between thegross amount and the amount payable to thecontractor. See DI Code PV4, rp 51–60 and69–78.

The overal 1 payment amount for the item,including price and quantity variances, butnot netted for deductions. See DI Code PV5,rp 69–78.

The sum of monies shown as collections in theCPNS . See DI Code PVA, rp 58-68.

The sum of monies shown as payments in the CPNS.See DI Code PVA, rp 69–79.

The remainder of the accumulated amounts paid asnetted by all collections subtracted from theamount obligated against the contract andadjusted by deductions and variances. SeeDI Code PK9, rp 35-42.

A20-2

DoD 4000. 25-5-M

APPENDIX A21

NUMBERING

NUMBER OF CWWWTEM: Various (see below) .


DEF~TION: A collection of data elements that serve acounting or numbering purpose. Each individualdata element and explanation is identifiedbelow.

DATA ELEMENT

Record Count

Voucher Number

EXPLANATION

The count of all records being abstracted forthis PIIN/SPIIN. When counter exceeds 9999,transmit last four positions of count only.See page E-2. Also see DI Codes P A and P_l,—rp 77-80.

The five position voucher serial number assignedto the payment/collection (prefixed with azero) . See various locations in PVtransactions; and see DI Codes PK9 =nd PKZ,rp 72-77.

Batch Sequence Code A sequential code assigned to each CPNtransaction set for batch control purposes.The same code is assigned to each recordwithin the CPN set. The disbursing officesequentially assigns the code to each CPN setit issues. Use codes A through Z, except Iand O, and repeat the alphabet after use ofz. See PV transactions, rp 29.—

Batch Serial Number A consecutive number which identifies the numberof the batches transmitted to the accountingpoint since the first day of the fiscal year.See DI Code PVA, rp 42–44.

An-l

DOD 4000.25-5-M

DATA ~

Item Count

EXPLANATION (CON.)

The number of items (i. e., transactions) in thebatch, including the Text Header Record. See

DI Code PVA, rp 21-24.

AZ-2

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DoD 4000. 25-5-M

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APPENDIX A22

TRANSACTION STATUS INDICATOR

NUMBER OF CH?WWEW:

TYPE OF CODE:

EXPLANATION :

CODE El@LANATION

One.

Alphanumeric.

Identifies a transaction as other than normaland therefore requires special handling, or as areply to a previously submitted request.

A~/ Reply to a previous request.

B No record.

cl/ Corrected transaction.

D Interim reply.

E Request for corrected transaction.

F Final reply/report.

G Ship–to code differs from contract.

H Stock number/part number

J Physically completed and

L MILSTRIP document number

differs from contract.

accepted.

differs from contract:

P Final quantity shipped exceeds quantity variance for thisCLIN .

Q Mark–for differs from contract.

s Two or more of the following control data elements do notmat ch cent ract (ship-t o, mark-for, MI LSTRIP documentnumber) .

li NOTE: Status Code A or C will take precedence when they, as well asother status codes, are applicable to the same record.

A22-1

m 4000.25-5-M

CODE EXPLANATION (CON . )

T Two noncontrol data elements do not match contract (quantityshipped exceeds on order quantity and stock number/partnumber differs from contract) .

1 First followup.

2 Second followup.

Appendix AZ2 Co& MATRIX

This matrix shows all of the MILSCAP Appendix A22transactions in which the individual codes can beidentify t-he references in the MILSCAP Manual.

codes and the MILSCAPused. The footnotes

lApp. I Chapter 5 I Chapter 6 I Chapter 7 I Chapter 9 I Chapter 11 IIA22 I SPN I Dest. Acc.1 RDF I CPN I Ccs I

I Code I PJJ I PJR I PK5 lPKN/Pl PJA I PJB I PV–I PVA I PK9 I PKX I PKZ LI I I I I I I I I I I I1A I I I I A(4) I A(7) I A(7) I I I I I IIB I I I I I I I I I I I IIc It(l) I c(l) I I C(5) I C(7) I C(7) I I I I I IID I I I I D(4) I D(7) I D(7)! I I I I IIE 1 I I E(6) I I I 1 I I I I IIF I I I I I I I I F(8) IF(10) I I IIG IG(Z) I I I I I I I I I I IIH IH(2) I I I I I I I I I I IIJ I I I I I I I I IJ(9) I I IIL IL(2) I I I I I I I I I I I1P 1P(2) ( I I I I I I I I I IIQ IQ(Z) I I I I I I 1 I I I IIs IS(2) I I I I I I I I I I IIT IT(2) I I I I I I I I I I I11 I I I 1(3)1 I I I I I I I I12 I I 2(3) I I I I I I I I L

(1) See page 5-3, paragraph 5 G.(2) See page 5-4, paragraph 5 H.(3) See page 6-5, paragraph 6 F. 1.(4) See page 6–5, paragraph 6 F. 2.(5) See page 6–6, paragraphs 6 G. 2. and 3.(6) See page 6-6, paragraph 6 G. 3.(7) See page 7-4, paragraph 7 J.(8) See page 9-5, paragraph 9 1.4.(9) See page 11–2, paragraph 11 D. 2.(10) See page 11–2, paragraph 11 D. 3.

A22-2 . .

DoD 4000.25-5-M

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NUMBER

APPENDIX A23-A

CONTRACT DELIVERY DATE REVISION AGENT

OF CHARACTERS: One.

TYPE OF CODE: Alphabetic.

EXPLANATION : The kind of organization which causes an item tobe undeliverable within the contractual timeschedule.

CODE EXPLANATION

G Government.

K Contractor.

u Unknown.

A23-A-1

DoD 4000. 25-5–M

APPENDIX A23-B

REASON FOR CONTRACT DELIVERY DATE REVISION

NUMBER OF ~: Two .

TYPE OF C(DE : Alphanumeric.

DEKDVITICXN : Coded expressions that describe the reasondelivery of an item will not be made by thecontract delivery date.

CQDE

Al

A2

A3

A4

A5

A6

A7

A8

A9

EXPLANATION

Design and engineering problem;

Design and engineering problem;studied.

Design and engineering problem;studied.







ECP/VECP action pending.

part number feasibility being

method interchangeability being

software development.

software integration.

hardware integration.

software redesign required.

mechanical redesign required.

electrical redesign required.

B1 Specifications, drawings, or technical data submitted late.

B2 Specifications, drawings, or technical data approved late.

B3 Specifications, drawings, or technical data inadequate.

B4 Specifications, drawings, or technical data defective.

A23-B1

.

DOD 4000.25-5-M

CODE

B5

B6

B7

B8

B9

cl

C2

C3

C4

C5

D1

D2

D3

D4

D5

D6

El

E2

..’... . .. .

EXPLANATION (CXIN . )

Specifications, drawings, or technical data change request fordeviation.

Specifications, drawings, or technical data change request forwaiver.

Specifications not received by contractor.

Drawings not received by contractor.

Obsolete/incorrect drawings or specifications.

Production facility; inadequate space/physical layout.

Production facility; inadequate equipment.

Production facility; inadequate equipment capacity.

Production facility; safety violation.

Production facility; health violation.

Special tooling or test equipmentrequested late.

Special tooling or test equipmentlate.

Special tooling or test equipment

Special tooling or test equipmentquate.

Special tooling or test equipmenttive.

Special tooling or test equipmentavailable.

Production –

Production –

tooling breakdown.

machinery breakdown.

contractor provided;

contractor provided; received

manufactured in-house; late.

contractor provided; inade–

contractor provided; defec-

contractor provided; not

A23-B2

DoD 4000. 25-5-M

. Com

E3

E4

E5

E6

E7

E8

F1

F2

F3

F4

G1

G2

G3

G4

G5

G6

G7

G8

H1

H2

H3


Production – unsatisfactory quality/rework required.

Production - items rejected by QAR.

Production process inadequate.

Production scheduling deficiencies.

Product ion – shop overload.

Production - items scrapped/remanufacture required.

Manpower problem; insufficient skilled personnel.

Manpower problem; inexperienced skilled personnel.

Manpower problem; loss of key management personnel.

Manpower problem; production unit understaffed.

Planning; unrealistic delivery schedule.

Planning; untimely purchasing practices.

Planning; inadequate purchasing practices.

Planning; vendor selection inadequate.

Planning; vendor followup inadequate.

Planning; submitted items to

Production plan inadequate.

Production plan not followed.

GFM/GFP requested late.

GFM/GFP supplied late.

GFM/GFP inadequate.

packagers late.

A23-B3

DOD 4000.25-5-M

,., . .. . . ,

CODE

H4

H5

H6

J1

J2

J3

J4

KI

K2

K3

K4

L1

L2

L3

L4

L5

L6

Ml

M2

M3

EXPLANATIW (CON. )

GFM/GFP defective.

GFM/GFP uneconomically reparable.

Government installation site unavailable.

First article, prototype; lot sample or test data submittedlate.

First article, prototype; lot sample or test data approvedlate.

First article, prototype; lot sample or test data rejected bythe Government.

First article, prototype; lot sample or test data awaitingGovernment disposition.

Financial problem; filed under chapter 11.

Financial problem; withdrawal of financial backing.

Financial problem; inadequate cash flow.

Financial problem; vendor(s) not paid.

Vendor/subcontractor problem;






shop overload.

materiel furnished rejected.

basic materiel shortage.

tooling breakdown.

equipment breakdown.

scheduling deficiencies.

Contract modification/amenfients;

Contract modification/amendments;

Contract modification/amendments;definitized.

A23-B4

in process.

not received by contractor.

contractual requirements not

..—

DoD 4000 .25-5-M

CODE

M4

M5

M6

M7

M8

N1

N2

N3

N4

N5

PI

P2

P3

P4

Q1

Q2

Q3

Q4

Q5


Contract modif i cat ion/amendments; requested by contractor.

Termination/cancellation pending.

Contractual delivery date

Contractor misinterpreted

Contractual clarification

not in conformance with bid proposal.

cent ract requirements.

required - DD Form 1716, ContractData Package Recommendat ion/Def iciency Report, pending.

Priority problem; prior receipt of DX rated contract atcontractor.

Priority problem; prior receipt of DX rated purchase order/sub–contract at vendor/subcontractor.

Priority problem; prior receipt of DO rated contract at con–tractor.

Priority problem; prior receipt of DO rated. purchaseorder/subcontract at vendor/subcontractor.

Priority problem; accomplished production outsequence of readiness/acceleration request.

Natural

Natural

Natural

Natural

Strike,

Strike,

Strike,

Strike,

Strike,

disaster;

disaster;

disaster;

disaster;

fire.

flood .

extreme weather.

earthquake.

prime contractor.

subcontractor.

supplier.

carrier.

other.

of schedule

A23-B5

. . . . . .—

DoD 4000.25-5-M

CODE

T1

T2

T3

T4

T5

T6

T7

T8

T9

Uo

VI

V2

V3

V4

V.5

V6

WI

W2

W3

W4

W5

EXPLANATION (CON. )

Transportation problem;









Unknown/not identified.

,., . . . . . . . . .

GBL

GBL

GBL

not requested.

requested late.

received late.

carrier deficiencies.

shipping instructions



not requested.

requested late.

not received.

TCN

TCN

not requested.

received/requested late.

Energy shortage; natural gas.

Energy shortage; electricity.

Energy shortage; coal.

Energy shortage; gasoline.

Energy shortage; fuel oil (all types) .

Energy shortage; liquefied gas (all types) .

Delivery documentation;acceptance.

Delivery documentation;

Delivery documentation;

Delivery documentation;acceptance, items not

Delivery documentation;ante.

shipped

shipped

DD Form

without source inspection or

without DD Form 250.

250 prepared incorrectly.

unsigned DD Form 250 for destinationsent to CAO.

shipped without certificate of conform–

A23-B6

DoD 4000.25–5-M

APPENDIX A24

CONTRACT ADMINISTRATION OFFICE RECOMMENDATIONREGARDING DELAYED DELIVERIES


TYPE OF CODE:

DEFINITION :

CODE

A

B

c

D

E

F

G

H

J

K

EXPLANATION

One.

Alpha. .-

The contract administration officer’ s recommen–dation to the procuring contracting officer foraction which should be taken in relation todelayed deliveries from contractors.

No action; minor delay only.

Taking action within authorized delegation.

Extend delivery schedule without consideration.

Extend delivery schedule with consideration in favor of theGovernment.

Terminate contract.

None.

Hard copy report to follow within 5 days .

Issue cure notice.

Issue show cause notice.

Issue modification.

A24-1

DoD 4000. 25-5-M

.. . . . . . . .

APPENDIX A25

CONTRACT SHIPMENT ADVICE

NUMBER OF CHANUZW: One.

TYPE OF CODE: Alpha.

DEFINITIW : An expression of information concerning ashipment of material from a contractor to theGovernment.

CODE EXPLANATION

A Components Missing. Authorized shipment of an end item lesssome of the Components required by specifications.

B Missing Components Furnished. The subsequent shipment ofcomponents missing at the time of shipment of the originalend item. NOTE : The MOCAS system of DLA will issue an SPNonly on the final shipment, i.e., it will not issue an SPN ona partial shipment furnishing missing components.

c

D

E

F

G

H

z

Quantity Increase. Due to overages, the quantity is anincrease over that previously reported as shipped.

Quantity Decrease. Due to missing, damaged, or nonconformingsupplies, the quantity is a decrease to that previouslyreported as shipped.

Replacement Shipment. Supplies were previouslyquantity decreasesupplies.

Shipped and held inbeen accepted.

Shipped and held as

due to missing, damaged, or

bond at contractor’s

Government furnishedhas been accepted.

Shipped or performed as indicated.

Underrun Quantity. Final shipmentunderrun variation is authorized

plant.

reported asnonconforming

Shipment has

property. Shipment

No special circumstances.

of contract line item whereand the condition exists.

A25-1

DoD 4000. 25-5-M

APPENDIX A26

MODE OF SHIPMENT

NUMBER OF CWWUXRS: One.


DEFINITION: Identifies the initial line haul of an item whenshipped.

CODE

A

B

c

D

E

F

G

H

I

J

K

L

M

N

o

EXPLANATION

Motor, truckload.

Motor, less than truckload.

Van (unpacked, uncrated personal or Government property) .

Driveaway, truckaway, towaway.

Bus .

Military Airlift Command (MAC) Channel and Special AssignmentAirlift Mission.

Surface parcel post.

Air parcel post.

Government trucks, for shipment

Air – Small package carrier.

Rail, carloadll.

Rail, less than carloadl/.

Surface - Freight forwarder.

LOGAIR .

Organic military air (includinggovernments) .

1/ Includes trailer/container-on–flat car

outside local delivery area.

aircraft of foreign

(excluding SEAVAN) .

A26-1

DoD 4000.25–5+4

CODE

P

QR

s

T

u

v

w

x

Y

z

2

3

4

5

6

7

8

9


Through Government Bill of Lading (TGBL) .

Commercial air freight.

European Distribution System/Pacific Distribution System(EDS/PDS) .

Scheduled Truck Service (STS) (applies to contract carria9e,guaranteed traffic routings and/or scheduled service) .

Air freight forwarder.

QUICKTRANS .

sEAvAN .

Water, river, lake, coastal (commercial) .

Bearer, walk–thru (customer pickup of materiel) .

Military Intratheater Airlift Service.

Military Sealift Command (MSC) (controlled contract orarranged space) .

Government watercraft, barge, lighter.

Roll On Roll Off (RORO) service.

Armed Forces Courier Service (~COS) .

Surface – small package carrier.

Military Official Mail (MOM) .

Express mail.

Pipeline.

Local delivery by Government or corrunercial truck includingon–base transfers and deliveries between air, water, ormotor terminals, and adjacent activities. Local deliveryareas are identified in commercial carriers’ tariffs whichare filed and approved by regulatory authorities.

A26-2

DoD 4000.25–5–M

APPENDIX A27

CASH DISCOUNT STIPULATION

NUMBER OF CHARACTERS: One.


EXPLANATION : A code that identifies whenfor prompt payment apply to

cash discountthe contract.

CODE EXPLANATION

D Discount (contract contains cash discount terms) .

terms

N No discount (contract does not contain cash discount terms) .

A27-I

.. . . . . .

APPENDIX A28

SHIPMENT/ACCEPTANCE DISCREPANCY

NUMRER OF ~: One.


EXPLANATION : A code that identifies the

DoD 4000. 25-5-M

EXPLANATION

reason for either a

CODE

D

E

M

N

o

s

T

u

w

x

difference between the quantity shipped and thequantity accepted, or when document at ion ismissing or incomplete.

EXPLANATION

Documentation (incomplete, improper, or without authority andwhich precludes acceptance) .

Document at ion (shipment number missing or incomplete, but doesnot preclude acceptance) .

Misdirected (material addressed to wrong activity) .

Nonconforming (items do not conform to the contractspecifications) .

Overage (quantity received in excess of quantity ondocument ) .

shipping

Shortage (quantity received less than quantity on shippingdocument ) .

Inadequate technical data (missing, mutilated, incomplete(includes warrant y data) ) .

Undelivered.

Wrong item (incorrect item received) .

Damaged (received in damaged condition) .

A28-1

DoD 4000.25-5-M

. . . . . . . .. . . . .

APPENDIX A29

TRANSPORTATION PRIORITY

NUMBER OF CWWMXEW:

TYPE OF CODE:

EXPLANATICYN :

CODE EXPLANATKJN

1 UMMIPS 01–03;

2 UMMIPS 04-08;

One.

Numeric.

Identifies the precedence of handling and methodof shipment (see DoD 4500. 32–R, MILSTAMP) basedon DoDD 4410.6, “Uniform Materiel Movement andIssue Priority System” (UMMIPS) .

air shipment.

air shipment.

3 UMMIPS 09–15; surface shipment.

A29-1

DoD 4000. 25-5-M

APPENDIX A30

CONTRACT CLOSEOUT GROUP

NUMBER OF ~: One.


DEFINITI~ : A classification of contracts for the purposeof evaluating the closing of physically com–pleted contracts against an established timestandard (see FAR 4.804 and DFARS 204.804) andspecifying the conditions under which thefinal Contract Completion Statement (PK9) isissued.

CODE EXPLANATION

A Fixed price unilateral purchase orders. The final ContractCompletion Statement (PK9) is automatically issued to thepurchasing office when the purchase order is physically com–plete; payment date may be included. (See FAR204.804-l(a) (l).)

B

c

D

Firm fixed price contracts. The final Contract CompletionStatement (PK9) is automatically issued to the purchasingoffice when final payment is made; normally within 6 months.(See FAR 4.804-l (a)(2).)

Contracts requiring settlement of overhead rates, i.e.,contracts that are appendix A8 codes R, S, T, and U. Thefinal Contract Completion Statement (PK9) is automaticallyissued to the purchasing office when all administrativeactions are completed and final payment has been made;normally within 36 months. See FAR 4.804–l(a)(3).

All other contracts. The final Contract Completion Statement(PK9) is automatically issued to the purchasing office whenall administrative actions are completed and final paymenthas been made; normally within 20 months. (See FAR4.804.1 (a)(4).)

A30-1

.

DoD 4000. 25–5-M

APPENDIX A31

TEXT

NuM8ERoFcmmcrms: Various (see below) .


DEFINITI@l : A series of statements that are included invarious MILSCAP transactions. Each individualstatement and, where applicable, explanation isidentified below.

EXFLANATI(JN

Identifies the name of the item as shown in thecontract. See DI Code P_F, rp 29–39.

Identifies the service purchased or delivered.See DI Codes P_H, rp 29–53 and PJR, rp 62–79.

DATA ELEMENT

Noun

Description ofServices

Message

Message

ModificationAuthority

Record Legend

Cancels the abstract. See bI Code PEK,r-p 35–52.

Acknowledges the abstract or acknowledges anotice =0 cancel the abstract. See DI CodePFK, rp 35–52.

Identifies themodificationDI Code PB1,

Identifies theDI Code PVA,

authority for the contractas shown on the SF 30. Seerp 30–44.

Payment Text Header. Seerp 4–20.

Am-l

DoD 4000 .25-5-M

APPENDIX A32

CONTRACT PAYMENT TYPE

NUMBER OF CWWKTEX:

TYPE OF CCOE :

DEFINITION :

One.

Alphabetic.

A code that identifies the type of payment madeto a contractor in anticipation of performance,for actual performance or partial performance ofa contract.

CODE

A

B

cl/

D

F1/

H

J

K

L

M

QR

z

EXPLANATION

Advance.

Progress.

Part ial (if not advance or progress) . (Non-cost typecontract) .

Collect ion reversal (other than progress payment and advance–ment recoupments) .

Final (non–cost type contract) .

Special tooling.

Value engineering.

Termination charges.

Escalating clause payments.

Price redetermina~ion payments.

Partial (cost type contracts) .

Final (cost type contracts) .

Other lump-sum settlement (non–CLIN) .

1 f Codes C and F will be used only when other codes are not applicable.

A32-1

DoD 4000.25-5–M

APPENDIX A33

CONTRACT FUND REPORTING TRANSACTION

NUMBER OF ~: one.


DEFINITION : Identification of the type of cash record speci–fied in an MILSCAP contract payment notice.

CODE -LANATION

c Collection.

D Disbursement.

A33-1

DoD 4000. 25-5-M

APPENDIX A34

CONTRACT PAYMENT DEDUCTION/COLLECTION

NUMBER OF ~: One.


DEFINITION : Authorized deduction/collection conditions thatcan be used to:

a. Adjust the gross amount of the con–tract to arrive at the net amount paid thecontractor, and

b. Reflect monies collected from the con–tractor which can be handled via” applicablepayment regulations/procedures which do notrequire contractual modification.

CODE

D

‘E

F

G

H

J

N

P

EXPLANATION

Disbursement reversal (other than progress and advancepayments ) .

Transportation overpay recovery.

Recovery of overpayment for unauthorized quantity variation.

Recovery of previous progress overpayment/erroneous payment.

Recovery of previous advance overpayment/erroneous payment.

Recovery of previous cost overpayment/erroneous payment.

Price redetermination.

Recovery of previous overpayment/erroneous payment (other thanprogress, advance and cost).

Q Voluntary refund.

A34-1

DoD 4000.25–5-M

CODE

R

s

T

u

v

w

x

Cash discounts.

Trade discounts.

Trade–in allowance.

Proceeds from sale of

Liquidated damages.

Temporary withholding

Recoupment of advance

surplus materiels.

of funds.

payments.

Y Recoupment of progress payments.

z Recoupment of other contractor indebtedness.

A34-2

DoD 4000. 25-5-M

..; ..,. . . . ,.

APPENDIX A35

CONTRACT OBLIGATION VARIANCE

NUMBER OF CWWWIZW: one.


DEFINITION : A difference which changes the gross amount to

CODE

A

B

c

D

E

P

Q

T

be paid the contractor from those amountsrecorded as payable by the contract.

EXPLANATION

Packaging and handling charges billed by the contractor forwhich no obligation was recorded.

Reusable containers billed by the contractor for which noobligation was recorded.

State and local taxes billed by the contractor for which noobligation was recorded.

Royalty payments billed by the contractor for which noobligation was recorded.

Minimum guarantee payments billed by the contractor for whichno obligation was recorded.

The difference between the unit price used to compute theobligation and the unit price billed on the contractor’sinvoice.

The difference between the quantity of items used to computethe obligation and the quantities delivered by the contractor(overruns and underruns) .

Transportation charges paid and billed by the contractor forwhich no obligation was recorded.

?s5-1

DoD 4000.25-5+

. . . . ,

APPENDIX A36

COUNTRY CODE


DEFINITKIN : A series of codes assigned to friendly foreignnations and used to identify the countries ininternational balance of payment transactions.

EXPLANATION

(See DoD 5000. 12–M, (reference f) reference number CO-XV of the dataelement “Count ries of the World.”)

A36-1

DoD 4000.25-5-M

NUMBER OF

*

APPENDIX A37

PLUS/MINUS INDICATOR

CHARACTERS :

TYPE OF CODE:

DEFINITION :

●

CODE EXPLANATKJN.

P Plus .

M Minus.

One.

Alphabet ic.

Signifies whether a data field is to be consid–ered algebraically positive or negative. Thisdata element is listed in DoD 4000 .25–13–S1(reference (b) ) as “Mathematical ComputationSign” .

A37-1

DoD 4000.25-5+

. . . . . . . .

APPENDIX A38

REASON FOR DELAYED CLOSING OF CONTRACT FILE

NUMBER OF CHARACTERS: One.


DEFINITION : The factors which contribute to the delay inclosing the contract file within the timeperiod established as the norm.

CODE

Ar

B

c

D

E

F

G

H

J

K

L

M

N

EXPLANATION

Contractor has not submitted final invoice/voucher.

Final acceptance not received.

Contract or has not submitted patent /roYaltY rePort”

patent /roYalty clearance required.

Contractor has not submitted proposal for final priceredetermination.

Supplemental agreement covering final price redeterminationrequired.

Settlement of subcontracts pending.

Final audits in process.

Disallowed cost pending.

Final audit of Government property pending.

Independent research and development rates pending.

Negotiation of overhead rates pending.

Additional funds requested but not yet received.

A38-1

DoD 4000.25-5+4

CODE

P

Q

R

s

T

u

v

w

x

Y

z

1–5

6

7

8-9

EXPLANATION (CON. )

Reconciliation with paying office and contractor beingaccomplished.

Armed Services Board of “Contract Appeals case.

Public Law 85-804 case.

Litigation/investigation

Termination in process.

pending.

Warranty clause action pending.

Disposition of Government property pending.

Contract modification pending.

Contract release and assignment pending.

Awaiting notice of final payment.

Disposition of classified material pending.

Reserved.

Fee withheld.11

Awaiting removal of excess funds.

Reserved.

11 Fee is being withheld because a question about the fee must beresolved before final payment can be made and the contract can beclosed.

A38-2

DoD 4000.25-5-M

CONTRACT

~ OF ~:

TYPE OF CODE:

DEFINITION:

CODE EXPLANATION

c Interim.

F Complete.

APPENDIX A39

PAYMENT LINE ITEM STATUS

One.

Alphabet ic.

The status of at icular payment

A39-1

contract lineor collection

item after a par-has been applied.

DoD 4000 .25-5-M

APPENDIX A40

SPECIAL REIMBURSABLE PROVISIONS

NUMBER OF ~:

TYPE OF CODE:

DEFINITICYN :

CODE EXPLANATION

A Packing,

B Reusable

c Federal,

D Royalty.

One.

Alphabetic.

Requirements expressing contractor responsibil-ities not directly involving performance on thesupply line item (s) or service (s) , but forwhich the contractor may be reimbursed or theGovernment may collect. The Special Reimburs-able Provision codes identify those non–CLIN/ELIN materials, services, or lump sum Costitems authorized in the contract. Some ofthese costs will definitely be incurred, whileothers may or may not be incurred. The dollaramount of the cost may or may not be known atthe time of the award. When the costs areknown at the time of award, and will definitelybe incurred, the funds will be included in theobligated amount of the award and reflected inDI code PAD, positions 45-54. Codes A, B, C,D, E, and T do not require an obligated amount.

packaging, and marking.

containers.

state, local

E Minimum guarantee.

F Testing.

taxes.

A40-1

MD 4000.25-5-M

CODE

G

H

J

K

L

M

P

T

z


DD Form 250 charges.

Special tooling.

Value engineering.

Termination charges.

Escalation clause.

Price redetermination.

Set–up charge.

Transportation charges.

Other lump-sum settlements (CLIN and non–CLIN) .

A40-2

DoD 4000. 25-5-M

APPENDIX A41

KIND OF MODIFICATION

NUMBER OF ~: One.


DEFINITION : A special designation for modification headerrecords to identify specific conditions con-cerning the modification.

CODE

A

B

c

D

E

F

G

H

I

J

K

EXPLANATION

Change order including exercise of unpriced options (requirescode G definitization) .

Change order/ funding act ion/ administration change(clef init ization not required) .

Supplemental agreement, including no cost partial terminationsettlement (does not require further definitization) .

Transfer of cent ract bet ween purchasing activities.

Transfer of contract between administering activities.

Correction of hard copy error.

Supplemental agreement (clef init izes code A document) .

Def initized provisioned item order (PIO ) (a one step PIO; doesnot definitize a previous PIO) .

Refund or recoupment resulting from a spare parts acquisitioninitiative (does not require further definitization) .

Work order/task order (requires code Z definitization) .

Unpriced order definitization (definitizes an unpriced order,which is a Kind of Contract, appendix A7, code 9 document) .

A41-1. .

DoD 4000. 25–5-M

CODE EXPLANATION (CON . )

L Letter contract def initization (clef initizes a letter contract,which is either a Kind of Contract, appendix A7, code 8document, or a Kind of Modification, appendix A41, code Wdocument) .

M

N

o

P

Q

R

s

T

u

v

w

x

Y

z

Reserved for internal Service/Agency use (Army uses this codeto identify the complete cancellation of a purchase orderwhich is administered in-house and on which no deliverieshave been made) .

Exercise of priced option (definitization not required) .

Lease adjustment (modification to facility contract) .

Partial termination for convenience (requires code Udefinitization) .

Partial termination for default (requires code Udefinitization) .

Obligation adjustment after physical completion of contract.

PIO (requires code V definitization) .

Complete termination for convenience (requires code Udefinitization) .

Termination settlement (definitizes code P, Q, T, and Xdocuments ) .

Provisioned item order (definitizes code S document, partial ortotal) .

Letter contract modification (requires code L definitization) .

Complete termination for default (requires code Udefinitization) .

Excess funds remova: (decommit and deobligate . . . due to partialor complete termination) .

Work and task order definitization (definitizes code Jdocument ) .

A41-2

DOD 4000.25-5–M

APPENDIX A42

STOCK NUMBER

NUMBER OF @UWWTEW: Thirteen.


DEFINITION : A number usually assigned under the FederalCataloging System and/or North Atlantic TreatyOrganization (NATO) Codification of EquipmentSystem to each approved item identificationwhich provides a unique identification of anitem of supply within a specified Federal SupplyClassification (FSC).

EXPLANATION

The National Stock Number (NSN) consists of a four position FSC, a twoposition National Codification Bureau (NCB) Code, and a seven positionNational Item Identification Number (NIIN) .

Occasionally, a local stock number may be used that is constructed likean NSN except that it will include alphas, usually in the fifth and sixthpositions (the NCB field).

The P_E transaction allows 15 positions for stock number. When

appropriate, the 13 position stock number is suffixed with a 2 positionmanagement data code.

A42-1

DoD 4000. 25-5-M

.. . . . .. . .,,.

APPENDIX A43

PART NUMBER

NUMBER OF ~: Thirty-two.

TYPE OF CODE:

DEFINITION :

EXPIJUWI’ION

For purposes of

a. In thef acturer.

Alphanumeric.

A number assignedof production.

by a manufacturer to an item

MILSCAP the part number includes:

first five positions, the - code to identify the manu-

b. Beqinning in the sixth position, the identifying number the

manufacturer has assigned to the item. When the identifying number

requires less than 27 positions, the unused positions are left blank.

When fractions are included use three positions, e.g. , 1/2.

A43-1

DoD 4000.25-5-M

APPENDIX A44

SHIPMENT IDENTIFICATION DATA

NUMBER OF CWWWTEW: Eight.


DEFINITION : A number assigned by the contractor to identifyeach individual shipment (see DFARS, 1-301,block 2) .

EXPLANATION

Shipment Identification Data consists of a shipment number and, whenapplicable, a suffix code.

a. The shipment number consists of a three position alpha codeidentifying the contractor and a four position alphanumeric serial numberidentifying each shipment against the contract.

(1) The code in the first three positions is controlled andassigned by the prime contractor and is different for each shippingaddress or facility. The code remains constant throughout the life ofthe contract.

(2) The contractor shipment serial number is consecutively as-signed and is used to identify each shipment from the same shippingaddress or for the numbering sequence.

b. The shipment number suffix code is a one position code attachedto the shipment number. The final shipment of the contract will use codez. Replacement shipments will use code A for the first replacement, Bfor the second, etc.

A44-1

DoD 4000.25–5–M

APPENDIX A45

MILSTRIP DATA

NUMBER OF CWWWTEW: Fifteen.


DEFINITKJN : This data element consists of the 14 positionMILSTRIP document number and, when applicable,a one position MILSTRIP document number suffixcode.

EXPLANATKJN

MILSTRIP Data consists of an MILSTRIP document number and, when applica–ble, a suffix code.

a. The MILSTRIP document consists of the requisition number of arequirement that resulted in a new procurement or a modification to acontract.

b. The MILSTRIP document number consists of a six position DoDAACto identify the requisitioner, a four position ordinal date, and a fourposition serial number.

c. The MILSTRIP document number suffix code is a one position codeattached to the document number that further identifies the requisition.Suffix codes are normally used to relate the parts when a requisition isdivided, e.g. , when a portion is furnished from stock and a portion isput on cent ract.

A45–1

.. . . . .

DoD 4000. 25-5-M

APPENDIX A46

QUANTITY

NUMBER OF ~:

TYPE OF CODE:

DEFINITION :

DATA ELEMENT

Order Quantity

Delivery ScheduleQuantity

Quantity Shipped

Quantity Accepted

RDF DeliveryScheduleQuantity

ExpenditureQuantity

Various (see below) .

Numeric.

A collection of data elements that identifyindividual quantities used in various places inMILSCAP transactions. Each individual dataelement and, where applicable, explanation isidentified below.

EXPLANATION

The total quantity on order for a givenCLIN/ELIN. See DI Code P_E, rp 44–51.

The quantity on the delivery schedule; may beby MILSTRIP, Ship–To, and Delivery ScheduleDate. See DI Code P_G, rp 48–55.

The quantity shipped by the contractor againstthe delivery schedule; may be by MILSTRIP,Ship-To, and Delivery Schedule Date. SeeDI Codes PJJ, rp 46–51; PK5, rp 47–54; PKNand PKP, rp 47–54.

The quantity accepted by the receivingactivity. See DI Codes PKN and PKP, rp57–64 .

The undelivered quantity on the deliveryschedule. See DI Codes40–47.

The quantity of items formade. See DI Code PV5,

PJA and PJB, rp

which expenditure wasrp 55-62.

A46-1

DoD 4000.25-5-M

APPENDIX A47

QUANTITY VARIANCE

~ OF ~: TwO.


DEFINITION : A coded percentage which identifies the varia-tion in quantity authorized by the contract.This variance may be an increase (over) , adecrease (under) , or a combination of both.Coded percentages are shown below.

EiPIANATICN

Variances will be entered as overruns and underruns in the Supplies LineItem Data Record #2, DI Code PAF, according to the following:

l%

‘2%

3%4%5%6%7%8%9%10%1/8 of 1%1/4 of 1%3/8 of 1%

01020304050607080910OAOBOc

1/2 of 1%5/8 of 1%3/4 of 1%7/8 of 1%1/10 of 1%1–1/8%1-1/4%1-3/8%1-1/2%1-5/8%1-3/4%1–7/8%2-1/8%

ODOEOFOGOH1AlBlClDlElFlG2A

For f ract ions of 2–1 / 8 through 9 percent, the whole number percentagewill be substituted for the 1 percent in the above chart. If none of theabove combinations accurately express the variation enter 9 blank (i.e. rsee contract) in these positions.

A47–1

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DoD 4000. 25-5-M

APPENDIX A48

PROCUREMENT INSTRUMEhfT IDENTIFICATION NUMBER(PIIN)

~ OF ~: Thirteen.


DEFINITION : As used in MILSCAP, this is the contract num–ber. It uniquely identifies one contract fromall other contracts. The PI IN is developed bythe contracting office in accordance with DFARS204.7003.

EXPLANATICXN

The number consists of:

a. Contracting Office - A six position alphanumeric code listed inDFARS appendix N that identifies the office issuing the contract.

b. Fiscal Year - A two position numeric code identifying the fiscalyear in which the contract was awarded.

c. Type of Instrument – A one position alpha codetype of contract as fixed price, etc.

d. Serial Number - The four position alphanumericcontract.

-’

A48-1

that identifies the

serial number of the

“1

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