DEPARTMENT OF THE AIR FORCE

WASHINGTON, DC

DAFMAN23-122_DAFGM2024-01

28 AUGUST 2024

MEMORANDUM FOR DISTRIBUTION

MAJCOMs/FLDCOMs/FOAs/DRUs

FROM: AF/A4

1030 Air Force Pentagon

Washington, DC 20330

SUBJECT: Reissuance of Department of the Air Force Guidance Memorandum to Department of Air

Force Manual (DAFMAN) 23-122, Materiel Management Policy

By Order of the Secretary of the Air Force, this Department of Air Force Manual (DAFMAN) 23-

122 Materiel Management Policy, and this Guidance Memorandum immediately changes DAFMAN 23-

122. Compliance with this Memorandum is mandatory. To the extent its directions are inconsistent with

other Department of the Air Force publications, the information herein prevails, in accordance with DAFI

90-160, Publications and Forms Management. Ensure all records created as a result of processes

prescribed in this publication are maintained in accordance with AFI 33-322, Records Management and

Information Governance Program, and disposed of in accordance with the Air Force Records Disposition

Schedule (RDS) located in the Air Force Records Management System.

This memorandum includes significant changes and must be reviewed in its entirety. Changes

incorporate Financial Improvement and Audit Readiness corrections; updated guidance for Defense

Property Accountability System processes; Force Activity Designator management; Inventory frequency

and Repair Cycle management. This guidance is applicable to the entire DAF, including all civilian

employees and uniformed members of the United States Space Force (USSF), Regular Air Force, the Air

Force Reserve, the Air National Guard, the Civil Air Patrol when conducting missions as the official Air

Force Auxiliary, and those with a contractual obligation to abide by the terms of DAF issuances. Note:

All references to United States Air Force (USAF) terminology, units, and positions will also apply to the

equivalent in the USSF, as appropriate. For example, references to Airmen will also apply to Guardians.

References to MAJCOMs or NAFs will apply to field commands. References to wings will also apply to

deltas or centers. Air Staff roles and responsibilities (i.e., AF/A1) may also apply to the equivalent Office

of the Chief of Space Operations (Space Staff) office (i.e., SF/S1), as appropriate.

This Memorandum becomes void after one year has elapsed from the date of this Memorandum,

or upon incorporation by interim change to, or rewrite of DAFMAN 23-122, whichever is earlier.

TOM D. MILLER

Lieutenant General, USAF

DCS/Logistics, Engineering & Force Protection

Attachment:

Change to DAFMAN 23-122, 2 August 2022

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

1.2. (Replaced) Headquarters Air Force (HAF) Logistics Readiness Division (A4LR).

Coordinates all FAD change requests submitted by MAJCOMs, and combatant commands for

Air Force and associated foreign country organizations. Reviewers will coordinate with

supporting commands and resolve or explain all discrepancies and denials.

1.4.1. (Replaced) AFMC/FM will use 435th Supply Chain Operations Squadron (SCOS)/GSD

Budget Estimate Submission (BES) input in the AFMC BES sent to Secretary of the Air Force

(SAF)/Financial Management (FM).

2.3.1.3.4. (Replaced) Any other obligation circumstances not previously identified that cannot be

resolved by the local budget office and warrant obligation of a due-out using prior fiscal year

O&M funding, require MAJCOM budget approval along with AFMC/FM GSD manager

coordination prior to processing.

2.3.2.4. (Replaced) The Resource Advisor should review applicable records before submitting

O&M budgets to the base budget office to allow for tentative budget code changes that will

affect budget submissions for 57*3600, 57*3080 appropriations and C-SAG Operating Program.

2.3.3.3.2. (Replaced) The WRM GMO must procure initial WRM GSD obligation authority with

Appropriation 3400 Program Objective Memorandum (POM) funds.

2.3.3.3.3. (Replaced) When WRM items are used to satisfy MICAP requirements, these items are

replaced with GSD operating obligations authority. WRM items should be rotated with like

peacetime assets to the extent possible to assure their continued serviceability. When WRM

assets become unusable or outdated, replacement is considered an initial procurement of new

WRM and must be acquired with GSD WRM obligation authority and identified to AFMC on

the GSD Operating Program for additional WRM funding.

2.3.3.3.4. (Replaced) The CSAG WRM obligation authority will be used to finance CSAG

budget code “8.” (T-1). GSD obligation authority will be used to finance budget code “9” GSD

RSP requirements. (T-1). Assets will be maintained on detail records and are included in ILS-S

inventory until they are consumed and expensed. (T-1).

2.3.3.4.2. (Replaced) The 435th Supply Chain Operations Squadron (SCOS)/GSD Stock Fund

Management Flight will initiate a WRM GSD budget call annually to obtain WRM requirements

by program element code from the WRM GMO to be included in the GSD Program Budget

Review (PBR). (T-1). The WRM GMO will use the Q07 or pseudo Q07 validation to support the

budget call. (T-2).

2.3.3.4.2.1. (Replaced) The 435

SCOS/GSD Stock Fund Management Flight will submit the

BES to AFMC/Financial Management (FM). (T-1).

2.3.3.4.2.2. (Replaced) AFMC/FM will use 435 SCOS GSD Budget Estimate (BES) input in the

AFMC Submission (BES) sent to Secretary of the Air Force (SAF)/Financial Management (FM).

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

2.3.3.4.3.1. (Replaced) The 435 SCOS/GSD Stock Fund Management Flight will load funding

and notify the WRM GMO to execute. (T-1). Note: Funding is provided by priority and dollar

value for the assets identified on the last Q07 or WRM GMO pseudo Q07.

2.3.3.4.3.2. (Replaced) The 435 SCOS/GSD Stock Fund Management Flight will track the

spending of the WRM obligation authority and report back to AFMC/FM when spending is

completed. (T-1).

2.3.4.2. (Replaced) General appropriations. The approved annual ratio of operating obligations

plus credit returns to gross sales need achieved in order to generate cash from sales to support

stock replenishment requirements. Achievement of the approved ratio also aids in the control of

GSD outlays. Reference unit cost ratio impacts in AFH 23-123, Volume 2, Part 1, Chapter 2, for

items that impact the unit.

2.3.4.3. (Replaced) Annual Operating Budget (AOB) received from AFMC/FMRA provides

approved credit returns, gross sales, obligations, and an approved ratio of operating obligations

plus credit returns to gross sales (unit cost ratio). The GSD stock fund managers must continually

manage these approved financial targets and actual ratio in order to avoid an Anti-Deficiency Act

violation. (T-1). The following actions will be performed:

2.3.4.3.1. (Replaced) Operating obligations will be computed using the worksheet provided in

AFH 23-123, Volume 2, Part 1, Chapter 2, Table 2.63. (T-1).

2.3.4.3.2. (Replaced) GSD Stock Fund managers must distribute approved financial targets down

to Stock Record Account Number (SRAN) operating level. (T-1).

2.3.4.3.3. (Replaced) GSD Stock Fund managers will use the D08, D20, D32, and M01 reports to

manage the approved financial targets. (T-1).

2.3.5. (Replaced) MACR Controls.

2.3.5.1. (Replaced) Purpose: To explain the procedures for MACR controls and MACR factor

development and control. For guidance specific requirements review AFI 23-101, Materiel

Management Policy, and for IT specific guidance use AFH 23-123, Volume 2, Part 1, Chapter 2.

2.3.5.3. (Replaced) Maximum automatic obligation values, MACR factors, Urgency Need

Designator (UND) Codes, and MACR percentages are used as control data for requisitioning.

Load modifications of these values at any time, but use caution. Remember that the maximum

automatic obligation for replenishment and due-outs cannot be loaded for less than $50.

2.3.5.4. (Replaced) Five control parameters are available in the MACR record:

2.3.5.4.5. (Added) MACR percentages.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

2.3.5.5. (Replaced) The use of MACR controls is preferable during mission changes and other

events (such as MAJCOM changes in stockage levels or changes in supply levels dictated by

local authority) that make demand patterns hard to predict. But keep in mind that with use of the

MACR controls, there is an increased workload, both for depots and for the Distribution Section.

Using the MACR controls also increases the chance of out-of-stock conditions and more

customer due-outs. For these reasons, use the MACR controls only when necessary.

2.3.6.2. (Replaced) Initial development is performed and consolidated by AFMC.

2.3.6.2.1. (Deleted)

2.3.6.2.2. (Deleted)

2.3.6.3. (Added) Execution Analysis. A narrative analysis will be prepared by AFMC as of the

end of each month and furnished to AFMC/FMR no-later-than the 15th day the following month.

2.3.6.3.1. (Added) The analysis should provide a comprehensive assessment of the execution of

approved unit cost targets. Any variances plus or minus 3 percent must be narrated to include but

not limited to; causes, get-well date, mission impacts and actions initiated to ensure execution

within end-of-year approved unit cost targets. (T-1). Specific emphasis and narrative justification

is required for variances for each unit cost goal.

2.3.6.3.2. (Added) The narrative analysis will be prepared in the format provided by

AFMC/FMR.

2.4.3.3.2.1. (Replaced) The authorized quantity field of each input must reflect the Operational

Plan (OPLAN) Starter Quantity identified on the WCDO. (T-1). The total authorization is the

sum of supportable and unsupportable. Enter the unsupportable quantity in the appropriate field

when directed by MAJCOM WRMO. The supportable and unsupportable quantities will be

maintained on the same detail. (T-1). To request WRM ordering authority for General Support

Division requirements see AFH 23-123, Volume 2, Part 1, Chapter 2, and AFI 25-101.

2.4.5.15. (Replaced) WRM Direct Vendor Delivery Process.

2.4.5.15.1. (Replace) Direct vendor delivery of WRM RSP initial spares, procured with 3080

appropriation funds, will be on special spares details. (T-1).

2.4.5.15.2. (Replaced) The 635 SCOW/WM will:

2.4.5.15.2.1. (Added) Obtain an approved Master Parts List from the vendor to include the items,

price, and quantities within the kit. (T-1).

2.4.5.15.2.2. (Added) Process 1EBs to load RSP serial control record. (T-1).

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

2.4.5.15.2.3. (Added) Process FILs for all items on the Master Kit List that are not loaded in ILS-

S. Assign a temporary serialized stock number for non-stock listed part numbers. (T-1).

2.4.5.15.2.4. (Added) Process due outs for all items and quantities on the Master Parts List TEX

7 to prevent a system-generated requisition. (T-1).

2.4.5.15.2.5. (Added) Process offline SPRs to link the due outs to off-line SPR using RIC – JLS,

Signal Code – D, and using offline blocked numbers D001-D999 for all items on the Master

Parts list to prevent a creation of an RNB detail. (T-1). This will ensure the Air Force does not

pay for the item twice.

2.4.5.15.2.6. (Added) Provide an Excel® cross reference list containing the information on the

master parts list from the vendor, and the stock number, due out, and offline requisition number.

(T-1). Send an Excel® cross reference list to the vendor for inclusion in shipping along with the

DD250, and to the Base RSP Reps, and Base Inbound Cargo. (T-1). This will assist in matching

the items when delivered.

2.4.5.15.3. (Replaced) RSP Representative will:

2.4.5.15.3.1. (Added) Assist Inbound Cargo personnel upon delivery of Master Parts List items

by using the Excel® cross reference list, provided by the 635 SCOW/WM, to match up the items

received to the Master Part Number List. (T-1).

2.4.5.15.3.2. (Added) Annotate receipt overages, shortages, or other discrepancies directly onto

the Excel® cross reference list and forward to 635 SCOW/WM within 72 hours for resolution.

(T-1).

2.4.5.15.3.3. (Added) Process an MSI transaction for materiel issued to a customer using the

requester’s organizational funds to ensure RSP replenishment. (T-1).

2.4.5.16. (Deleted)

2.4.5.16.1 (Deleted)

2.4.5.16.2 (Deleted)

2.4.5.16.3 (Deleted)

2.4.5.16.4. Deleted)

2.6.1.4. (Replaced) Supportability Change. When notified by the AFMC GSD manager that

unsupportable authorization has become supportable, the WRM manager will follow these

instructions.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

2.6.13.2. (Replaced) Out-of-cycle change requests are submitted on the AF Form 1032, WRM

Spares List, or equivalent for recoverables and for consumables. Due to the workload involved,

and the impact on package requirements, out of cycle changes should be kept to a minimum.

Table 2.1. (Replaced) Spares Assessment.

RULE

A B C D

If the method used is

and the

calculated

percentage

range is

then the reported

spares assessment

percentage is

then the

reported

category lent is

MRSP/IRSP fill rate (Weapon System

Management Information System (WSMIS)

info not available) Method X, RSP

90-100

80-89

65 -79

65-79

0-64

sortie generation capability

Method Y, SORTIE

(strategic airlift only)

95-100

100

87-94

80-86

0-79

aircraft availability Method Z, ACFTA

(Option # 1, Direct Support Objective

(DSO) = 83%, PAA > 6)

(Notes 1, 2, 5)

80-100

100

65 -79

49-64

0-48

aircraft availability Method Z, ACFTA

(Option #2, DSO = 83%, PAA< 6)

(Notes 1, 3, 5)

70-100

100

50-69

30-49

0-29

aircraft availability Method Z, ACFTA

(Option #3, DSO = 75%)

(Notes 1, 4, 5)

72-100

100

63-71

54-62

0-53

aircraft availability Method Z, ACFTA

(Option #4, Fighters= 63%)

(Note 1 and 5)

60-100

100

51-59 89 2

42-50 79 3

0-41 64 4

Notes:

1: DSO refers to the 'sustained' DSO. Applicable DSOs by aircraft type are identified in AFI 23-101.

2: Applies to all aircraft types, except strategic airlift and fighters. General categories are bombers,

special operations, tactical airlift, tankers, helicopters, and special mission aircraft.

3: Generally applies to Low Density, High Demand (LD/HD) aircraft of the same aircraft types listed

for Method Z, Option #1.

4: Applies to F16C LANTIRN/suppression of enemy air defense (SEAD) only, F15C, A10 and F15E in FY03;

applies to all fighters in FY04.

5. (Added) Use DSO 88% (days 1-10) and DSO 75% (days 11-30) for the USAF Air Demonstration Squadron (F-

16/Thunderbirds) seasonal HPMSKs.

2.6.15.2. (Replaced) Immediately upon notification of deployment, to include forward-

deployments and returns, MRSP personnel will prepare and submit a deployment notification

email message to their corresponding MAJCOM/A4RM. (T-2). (Figure 2.3) for email message

requirements.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

2.6.15.3.3. (Replaced) Redeploying Unit Responsibilities. Immediately upon return to home

station from a deployment or exercise, prepare and submit a return notification to

MAJCOM/A4R. (Figure 2.3) for email message requirements.

2.6.16.2.1. (Replaced) All initial WRM RSP requirements will be established with a

Supportability Code F and appropriate Note Code assigned.

2.6.16.2.2. (Replaced) Replacement for (expired shelf life, unserviceable) stock fund RSP details

will be established with a Supportability Code F and appropriate Note Code assigned (unless it is

a legacy item).

2.6.16.2.3. (Replaced) Replenishment (MSI from kit) stock fund WRM RSP details will be

established with a Supportability Code F and appropriate Note Code.

2.6.16.2.4. Legacy WRM RSP details and assets will be established and identified with a

Supportability Code F and appropriate Note Code assigned.

2.9.6.6.3. (Replaced) When the GSD has been previously reimbursed, equipment-in-stock can be

free issued when the requesting organization has a valid authorization. Perform a transaction

history search to determine if either a receipt-not-due-in or due-out cancellation without a direct

customer charge (1PU) was processed in the last 365 days. If either condition exists, the item

cannot be free issued until the criteria in the next paragraph has been met.

2.9.8. (Replaced) GSD Stock Fund Aspects.

2.9.8.1. (Replaced) Disposing of GSD Items. After notification of base closure is received, the

best method for disposing of GSD items must be determined. (T-1). Consideration is given to the

following methods: shipment to other bases, transfer to DLADS, and free issue to MAP

countries. Free issue requires special approval by the Secretary of Defense before the Air Force

can take action. (T-0). Normal staff actions of this type require 60-90 days to obtain OSD

approval. Commands needs to inform HQ USAF about the estimated value of GSD items to be

transferred.

2.9.8.2.3. (Replaced) Receiving Frustrated Shipments. Each Air Force activity affected by the

base closure (for example, ICPs, IMs, bases identified for receipt of frustrated shipments) is

advised of the base closure by account number. When a base receives a frustrated shipment as a

result of a base closure, the receiving base or depot must pick up the shipment as a transfer in

(GLA 62902 or 62903, as appropriate). The base or depot GSD manager must make the

necessary adjustments for any changes in the operating program resulting from the receipt of

frustrated shipments.

3.3.1.3.4. (Replaced) Credit Determination. Credit will not be allowed on local manufacture

items unless they are a part of the GSD (budget code 9). Contact Customer Support Section to

determine if credit is allowed. If the local manufacture receipts are for GSD items, the receipts

must contain a Y in position 45. The organization and shop code of the fabricating activity must

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

appear in positions 46-50. The total cost (actual or estimated) of all items used to fabricate the

end item must appear on the receipt document. The total cost must be divided by the number of

units to obtain the cost which is also the input cost. Based on the input unit price, credit will be

provided to the fabricating activity. The unit cost, not the total cost, is to be entered in positions

74-80 of the receipt input.

4.3.6.2. (Replaced) General AWP Listing Procedures. AFMC customers will perform the

following actions to obtain and monitor the AWP Management Listing.

4.3.11.2. Direct NRTS (NRTS-1) are DIFM items that are not authorized repair by base level

per TO 00-20-3. Assets will be identified withNRTS-1 indicator of Y and repair activity

009RW for Reliability Improvement Warranty (RIW) items or repair activity 009DN for all

others. They will be identified with NRTS-1 indicator and applicable Ship-To Stock Record

Account Number (SRAN). All other repairable assets will have a NRTS-1 indicator of N and

applicable repair activity. NRTS-1 indicator will never be blank. Exception, NSNs with RIMCS

control codes preventing Ship-To SRAN assignment. Wholesale Item Managers load RIMCS

control codes to NSNs for enterprise reasons that will prevent direct NRTS NSNs from having

a Ship-To SRAN. LRS activities will still assign direct NRTS indicator and repair activity data

elements but will follow Item Manager RIMCS control code business rules per AFMCMAN

23-501V1 for disposition execution.

5.2.1.3.2.2.2. (Replaced) Load item code U or M respectively to the authorized in-use detail

record prior to issuing an unsatisfactory substitute or multiple component substitute of an

authorized item. See Equipment Management File Maintenance: FCI Load in AFH 23-123,

Volume 2, Part 1, Chapter 5. Note: ILS-S will retain the requisition process until DPAS employs

the requisitioning capability for AF support equipment.

5.2.1.3.2.2.3. (Added) Utilize the appropriate equipment advice code in accordance with AFH

23-123, Volume 2, Part 1, Chapter 5. When supporting replacement requests, enter the DPAS

Asset Identification code in the ILS-S MARKFOR field when available. Note: Equipment items

returned to Logistics Readiness prior to requesting the replacement equipment may not have a

DPAS Asset Identification code for the MARKFOR.

5.2.1.3.2.2.4. (Added) Items with a DPAS Asset Identification code in the ILS-S Due-Out

MARKFOR require transfer to DPAS after receipt into ILS-S.

5.2.2.8.2. (Replaced) Customer Support sends the free issue output document to LRS/Materiel

Management Activity Funds Management/GSD Liaison for initials on the face of the output

document before physical issue of the property. When approval was not received prior to

processing, and the GSD disapproves the issue, the GSD manager contacts the LRS/Materiel

Management Activity to have the transaction record reversed and reprocessed with the

appropriate funding.

5.2.2.13. (Replaced) Liquid Oxygen (LOX)/Liquid Nitrogen (LIN) Issues.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.2.2.13.1. (Replaced) Generating Backorders (Due-Outs) for LOX/LIN. When LOX/LIN stocks

require replenishment, base LRS/LGRF (Fuels Flight) personnel process an issue request

transaction or notify AFMC of their requirements. The notification will include a minimum of:

quantity, required delivery date (RDD), priority, and the using organization code. When

LOX/LIN products are being ordered for more than one organization, the quantity for each

organization will be specified in the notification.

5.2.2.13.4. (Replaced) Inventory measurements of de-icing fluid stored in bulk tanks shall be

provided to the LRS Inventory Section by the tank owner's operator, custodian, manager, or

contractor.

5.2.2.13.4.1. (Added) For inventory tolerance thresholds, Bulk De-icing fluid shall be

considered a Category B asset (difficult to measure product) IAW DLM 4000.25, Volume 2,

Supply Standards and Procedures, Table C6.T1 (General Supplies Record Accuracy Goals

Stratification Sub-Populations and Associated Goals and Tolerance Levels). Accordingly, an

inventory tolerance level of 10% will be used for determining automatic inventory adjustments

not requiring Flight leadership approval. This tolerance level is due to de-icing fluid volume

changes related to temperature, evaporation, and other related measurement factors.

5.2.2.13.4.2. (Added) Bulk De-icing fluid inventory variances greater than 10% require Flight

leadership approval prior to adjustment. Flight leadership should notify the Maintenance

Operations Center of inventory adjustments greater than 10%.

5.2.2.13.4.3. (Added) Variations in de-icing fluid inventory levels that meet thresholds in DoD

Financial Management Regulation 7000.14-R, Volume 12, Chapter 7, DoD Financial Liability

for Government Property Lost, Damaged, Destroyed, or Stolen determine when a financial

liability investigation is mandatory.

5.2.5.3.5.1. (Replaced) AMC FSL Requisition Built-Up Items. AFMC assigns command stock

numbers to selected assemblies requiring build-up, assembly, cure dating, etc. Requisitions for

command stock numbered items do not require DD Form 1348- 6, non-NSN requisition

(manual).

5.2.5.3.8. (Replaced) Fund Requirement (FRC) File Process. The following actions will be

performed:

5.2.5.3.8.1. (Replaced) AFMC will process the Fund Requirement Update/Analysis

(R04/NGV857) Option 3 monthly. This report identifies Budget Code 9 requirements that ILS-

S has suppressed when the requisitions: exceed the Maximum Automatic Obligation (MAO)

authority, do not pass the Urgency of Need Funding Flag (UNFF), or have specific SPC edits.

Reference AFH 23-123 for IT FRC file and image processing instructions. Note: AFMC

approves requisitioning for Budget Code 9 items with stock fund FRC indicators.

5.2.5.3.8.2. (Replaced) The LRS/Materiel Management Activity responsibility:

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.2.5.3.8.2.1. (Replaced) Review the Funds Requirement Update/Analysis (R04/NGV857

Option 3) monthly to determine which memo TEX coded due-outs to obligate. Note: The

R04/NGV857 Option 3 will be downloaded from the ILS-S Management Reports application.

5.2.5.3.8.2.2. (Replaced) Review and obligate due-outs assigned Jxx.

5.2.5.3.8.2.3. (Replaced) Coordinate with organizations to ensure customers are aware of

suppressed requirements.

5.2.5.3.8.2.4. (Replaced) Coordinate with AFMC to obligate requirements.

5.2.11.3.2.1.9. (Replaced) Below are the subsequent activity statements; complete the following

actions.

5.2.11.3.2.1.10. (Replaced) Received not processed. Customer Service will process Receipt

with TEX 8 followed by processing a Special Inventory Request (1GP) in accordance with

AFH 23-123 and forward all source documents to Inventory for additional research and

adjustment.

5.2.11.3.2.1.11. (Replaced) Updated Shipment status. Delete old/erroneous shipment status

(using TAR with action code D) as needed (paying close attention to suffix code if applicable).

Process updated shipment status (AS1) to update the 211 (Ship Status) detail with new

shipment date.

5.2.11.3.2.1.12. (Added) Lost in transit (LIT). When Inbound Cargo Activity changes the

overdue condition to Lost in Transit then a Transportation Discrepancy report (TDR) DD

361/Message will be provided. Customer Support processes a TAR transaction with action code

asterisk (*).

5.2.11.3.2.1.13. (Added) SDR Reporting. SDR reporting is applicable to unclassified and

pilferable items above $100, after Cargo Movement confirms that the shipment was lost,

destroyed, or Proof of Delivery could not be furnished. Use the ILS-S SDR function as the

primary means to submit SDR and SF 364, Report of Discrepancy, when the ILS-S SDR

function is not available. Reference the TDR when applicable.

5.2.11.3.2.2. (Replaced) Cargo Movement Actions. Cargo Movement will work tracer action

listings in accordance with AFI 24-602, Vol 2.

5.2.12.3.5.3. (Replaced) Validation Processing. To validate due-outs, the supported organization

should contact the person with the need for the backordered item to ensure the item is still

required. It is essential the organization validate and verify each due-out on the list and cancel

those which are no longer required. When there are any changes or cancellations required, the

customer organization must contact the LRS/Materiel Management Activity in writing or by

returning an annotated listing.

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.2.12.3.5.4. (Replaced) Validation Listing. Supported organizations resource advisor or

equivalent must sign (digital or wet) and return the validated due outs (to include changes or

cancellations) to the LRS/Materiel Management Activity, while ensuring to retain an annotated

copy in file until the next validated list is filed. The supported organization commander or

designated rep signature must be annotated on one listing per quarter. (T-2).

5.3.2.4.3.13. (Added) Re-warehousing Projects.

5.3.2.4.3.13.1. (Added) Management. A re-warehousing project is defined as a planned

simultaneous physical movement of 25% or more of warehouse locations from an original

location, in a stock room, to either a permanent or a temporary location for the purpose to add,

modify, or subtract storage locations. During a re-warehousing project, the key is to maintain the

integrity of the warehouse location system that allows one to pinpoint the exact location of any

item in the warehouse inventory.

5.3.2.4.3.13.2. (Added) Accountability. Items must remain on the item record and if temporarily

staged, in an alternate location, be readily accessible, not comingled, orderly stored, and meet the

criteria of select and move materiel as outlined in AFI 23-101. (T-1). A validation and a

complete inventory for the stock room(s) involved must be accomplished by the following month

after the completion of the re-warehousing project, to ensure accountability of all assets. (T-1).

When planning of a re-warehousing project, scheduled inventories should take into consideration

to try to prevent additional workload on the Inventory Section as much as possible.

5.3.6.3.2.4. (Replaced) IPE personnel will review, validate, and update overdue assets monthly.

(T-1). Use mobility IT system to pull listing. If assets are not returned after 10 days from the

member’s return date IPE personnel must:

5.3.6.3.2.4.1. (Replaced) Contact member’s Unit Deployment Manager (UDM) to determine if

member has been extended, if so, update mobility IT system AF Form 1297 with new return

date. (T-1).

5.3.6.3.2.4.2. (Replaced) Provide LRS/CC status of overdue returns. The LRS/CC will notify

the member’s unit commander in writing for action on the 15th duty day. (T-1). Note: Actions

also apply to government civilians and contractors.

5.3.6.3.2.5. (Added) IPE personnel will review, validate, and update expired assets monthly. (T-

1). Use mobility IT system to pull listing. If assets are not returned after 10 days from their

expiration date IPE personnel must:

5.3.6.3.2.5.1. (Added) Provide LRS/CC status of expired returns. The LRS/CC will notify the

member’s unit commander in writing for action on the 15th duty day. (T-1). Note: Actions also

apply to government civilians and contractors.

5.3.7.9.3. (Replaced) MICAP Requirements for Buildup Items. Supply points will release

buildup items to satisfy the MICAP requirement of another activity when no other items are

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

available to satisfy the redistribution order and AFMC directs the shipment. Maintenance

personnel will ensure the item is broken down (into separate components) prior to release, unless

the MICAP requirement calls for the buildup items to remain "built-up" (such as for aircraft

wheels and tires). The ILS-S orders, open MICAP events/bullets will clearly state if wheel and

tire MICAPs must be shipped as built-up items (as applicable).

5.3.7.9.4. (Replaced) LRS-Operated Buildup Supply Points. When the LRS/Materiel

Management Activity manages the buildup supply point (instead of Maintenance), use DIFM

procedures to control the items during buildup using "C" activity code, and serviceable turn-ins

with action taken code "B." LRS/Materiel Management Activity will coordinate with

Maintenance to minimize the amount of time an item is in buildup.

5.3.9.4.1.1. (Replaced) Use of Advice Code and FREE SHPMNT Phrase. Stock Control inputs

advice code 2E when GSD Stock Fund Management has approved a request for nonreimbursable

shipment. When code 2E is input, the phrase FREE SHPMNT appears on the output DD Form

1348-1A shipping document.

5.3.9.4.1.2.2. (Replaced) File a copy of the request in suspense. The GSD Stock Fund

Management reviews this copy against the daily Free Issue and Credit Code Y Turn-Ins Listing,

Base Supply Surveillance Report (D20/NGV821).

5.3.9.4.1.2.4. (Replaced) When the shipment was previously approved by GSD Stock Fund

Management, no further action is required.

5.3.9.4.1.2.5. (Replaced) When neither approval nor disapproval was obtained, AFMC must

record approval or disapproval on the listing. When the shipment is approved, no further action

is required. When the shipment is not approved, AFMC will either attempt to stop the shipment,

recover the shipping document, reverse-post the transaction or re-input the shipment as a normal

reimbursable transaction together with personnel from base level Customer Support/GSD

Liaison POCs to coordinate with Materiel Management Flight/transportation activity and the

shipment processing activity (AFMC or LRS Materiel Management Activity).

5.3.9.4.1.2.6. (Replaced) When a FREE SHPMNT cannot be aborted, the GSD Stock Fund

Management marks the listing as disapproved with comments indicating the attempt to stop the

shipment was unsuccessful. Before forwarding the original request to Stock Control, GSD Stock

Fund Management will sign, mark, and stamp the original to indicate whether the request was

approved or disapproved.

5.3.9.4.1.2.7. (Replaced) When GSD Stock Fund Management returns the approved or

disapproved requests, Stock Control will process a SHP input for approved requests with advice

code 2E, or process a SHP input for disapproved requests without an advice code.

5.3.12.4.1. (Replaced) The Organizational Commander responsibilities:

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.3.12.4.1.2. (Replaced) Ensure newly appointed bench stock monitors complete Base Level

Supply Customer Training as it pertains to Block I (General Supply Indoctrination) and Block

IIA (Bench Stock) training prior to assuming responsibilities as a bench stock monitor. Members

can access the online training modules via myLearning, https://lms-jets.cce.af.mil/moodle/ or by

following the tree path in the website: Home>Courses>Air Force>My Learning>Air Education

and Training Command (AETC)>Supply Customer Training.

5.3.12.4.1.8. (Added) Ensure used Bench Stock items in work centers are demilitarized and

disposed in accordance with paragraph 6.3 of this manual.

5.3.12.4.2.1.1. (Replaced) The LRS/Materiel Management Activity Customer Support

maintains Master Bench stock file on each account which exists at base level. Note: Master

Bench Stock files may be maintained electronically and maintained per AFRIMS. They shall

incorporate the following format: Tab A Memorandums and Certificates, Appointment letter,

Block I and IIA/B training certificates issued by myLearning, Initial bench stock establishment

letter. Note: If the original letter is not available, have the custodian type up a MFR as to why

initial bench stock letter is not available (e.g., 5.3.12. destroyed/lost), Maximum dollar

threshold letter for the unit price on bench stock details. Note: Exceeding the established dollar

threshold for any item requires a letter of justification from the supported organization

commander. This letter will be maintained attached to the original maximum dollar threshold

letter.

5.3.12.4.2.6. (Replaced) Provide information on how to access Base-Level Supply Customer

Training as it pertains to Block I (General Supply Indoctrination) and Block IIA (Bench Stock).

Members can access the online training modules via myLearning, https://lms-

jets.cce.af.mil/moodle/, or by following the tree path on the website: Home>Courses>Air

Force>My Learning>Air Education and Training Command (AETC)>Supply Customer

Training.

5.3.12.5.6. (Added) Budget code S items need to be approved/coordinated with the CICP.

5.3.12.6.2.1.2.3. (Added) Non-consumption based CICP (i.e., F77, etc.)/ Budget code S items

require written justification from the organizational customer. The LRS/Material Management

activity will coordinate these requests with the applicable CICP.

5.3.12.11.4. (Replaced) Supply Support Delays. If the supply support for an organizational

bench stock due-outs is ineffective, the Customer Support Liaison Element may request a Due-

Out Status Listing or any other like management product, to ensure satisfactory supply action

has been taken for due-outs. This will be coordinated with AFMC Stock Control to ensure

maximum bench stock support.

5.3.12.12.1.2 (Replaced) Phase II-Semiannual Bench Stock Review. The Customer Support

Liaison Element will arrange a semiannual joint review meeting with bench stock-supported-

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

shops (determined jointly by the LRS APO and the supported organization commander or

Maintenance Chief). Authorized quantity changes made between Phase II meetings will be

reviewed.

5.4.1.1. (Replaced) Purpose: To explain the procedural processes to conduct organizational

visits.

5.4.1.3.1.1. (Replaced) Ensure accountable equipment items that are verified as directed below

are marked with an Item Unique Identification (IUID) and Unique Item Identifier (UII) label is

serviceable, readable, and associated with the correct DPAS property record information if IUID

program is fully implemented.

5.4.1.3.1.4. (Replaced) Verify accountability of COMSEC/CCI equipment. Assets received are

validated via Standard Form (SF) 153, COMSEC Material Report, are recorded in the APSR as

prescribed in AFMAN 17-1302-O, Communication Security (COMSEC) Operations.

5.4.1.3.1.7. (Replaced) Query the DPAS Custodian Asset Report and ensure there are no CFO

property records missing data.

5.4.1.3.1.8. (Replaced) Visually verify all capital equipment assets with custodian and validate

CFO data fields on DPAS Property Records match the actual property (i.e., Cage Number, Serial

Number, etc.).

5.4.1.3.1.9. (Replaced) Visually verify Acquisition Date and Acquisition Cost on the DPAS

property record match the Key Supporting Document (KSD) stored in Tab C of the Master

Jacket File. Correct all identified errors.

5.4.1.3.1.11. (Replaced) Identify and validate DPAS property records correctly identify property

undergoing unserviceable maintenance and calibration actions.

5.4.1.3.1.12. (Replaced) Document organizational overages and direct return actions to LRS.

5.4.1.3.2. (Replaced) Provide organizational commander or responsible officer with a written

status report of the organizational visit signed by the LRS/CC. Include in this report, strengths,

findings, and observations. Review previous reports and classify write ups as “repeat findings”

when warranted.

5.4.1.3.3. (Replaced) Review and validate the responsible officer’s replies to the report’s

findings and determine if the actions taken are sufficient to correct the deficiencies. If the

discrepancies are not resolved within 30 calendar days, notify the LRS/CC, the responsible

officer’s group/CC within 45 calendar days, and wing commander after 60 calendar days, in

writing.

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.1.3.4. (Replaced) Measure schedule effectiveness to ensure organizational visits are

completed annually and reported to the LRS/CC monthly during how-goes-it or equivalent

briefings.

5.4.2. (Replaced) Authorization Identification (ID).

5.4.2.1. (Replaced) Purpose: To explain Authorization IDs and their use with equipment

management. Review DAFI 23-101 for guidance specific requirements. The following is

guidance for the application of Authorization IDs:

5.4.2.2. (Replaced) Authorization IDs prescribe the master item in the Interchangeable and

Substitute Group (ISG).

5.4.2.3. (Replaced) Equipment ERRCDs and Authorization IDs.

5.4.2.3. (Replaced) ERRCD and Authorization IDs.

5.4.2.3.1. (Replaced) Authorization IDs only contain ERRCD “S” and “U”.

5.4.2.3.2. (Deleted)

5.4.2.4. (Replaced) End Items for Standby Use. Only in unusual circumstances will end item

Authorization IDs be approved for standby (backup or maintenance attrition) equipment. If

additional end items are required, coordinate with CEMF for approval. Those requests, which are

in direct support of weapon systems or other major equipment end item systems, must be

validated by the applicable SPM, Product Group Manager (PGM), or Materiel Group Manager

(MGM) before sending them to AFMC Authorization Managers. Justification for this type of

authorization must provide sufficient detail to define the need.

5.4.2.5. (Replaced) Authorization IDs will not include expendable spare parts required for the

maintenance, assembly, or repair of end items. Consider equipment items requiring replacement

within an end item as a component necessary to complete the end item.

5.4.2.6. (Replaced) The FReq in Authorization IDs represents the maximum allowable quantity

for an equipment item.

5.4.2.6.1. (Replaced) The approving authority determines the Authorization ID FReq utilizing

adequate justification.

5.4.2.6.2. (Replaced) Cite authorization IDs in flexible terms to allow for variables in equipment,

personnel, and workloads.

5.4.2.6.3. (Deleted)

5.4.2.6.3.1. (Deleted)

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.2.6.3.2. (Deleted)

5.4.2.7. (Replaced) Authorization ID Support Categories. All authorization IDs will indicate the

end item application grouped into specific support categories according to the intended use of the

equipment.

5.4.2.7.7. (Deleted)

5.4.2.8. (Deleted)

5.4.3.1.4.1. (Replaced) Purpose. AFI 51-506, Gifts to the Department of the Air Force from

Domestic and Foreign Services, identifies circumstances under which units or individuals must

account for gifts. AFMC will establish accountability for these gifts by requesting that Records

Maintenance assign the gift a local stock number. This action will exclude the gift from Air

Force GSD Stock Fund Management. The action will also allow the gift to be issued without

reimbursement.

5.4.3.1.6. (Replaced) Retention Authority – ASC 048. Do not use this ASC. These items are

managed under the Malposition program as overage property.

5.4.3.1.6.1. (Deleted)

5.4.3.1.6.2. (Deleted)

5.4.3.1.6.3. (Deleted)

5.4.3.1.6.4. (Deleted)

5.4.3.1.6.5. (Deleted)

5.4.3.1.6.6. (Deleted)

5.4.3.1.6.7. (Deleted)

5.4.3.1.16.4. (Replaced) Sponsors for non-GSD customers. AFMC will not lend equipment to a

borrowing activity that is not an authorized GSD customer, unless a base activity that is an

authorized GSD customer sponsors the loan. The sponsoring activity's organization code will

appear on all records for these items, and the sponsoring activity will pay any operating expense.

5.4.3.1.16.5. (Replaced) AFMC will not requisition GSD equipment to make a temporary loan.

Also, if an item is on temporary loan, and a customer needs the item to meet a valid

authorization, then AFMC will terminate the loan authorization and issue the item to the

customer.

5.4.6.3.6.2. (Deleted)

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.6.3.6.2.1. (Deleted)

5.4.6.3.6.2.2. (Deleted)

5.4.6.3.6.2.3. (Deleted)

5.4.6.3.6.2.3.1. (Deleted)

5.4.6.3.6.2.3.2. (Deleted)

5.4.6.3.6.2.3.3. (Deleted)

5.4.7.3.2. (Deleted)

5.4.7.3.2.1. (Deleted)

5.4.7.3.2.2. (Deleted)

5.4.7.3.2.3. (Deleted)

5.4.7.3.2.4. (Deleted)

5.4.7.3.2.5. (Deleted)

5.4.7.3.2.6. (Deleted)

5.4.7.3.2.7. (Deleted)

5.4.12. (Deleted)

5.4.12.1. (Deleted)

5.4.12.2. (Deleted)

5.4.12.3. (Deleted)

5.4.12.3.1. (Deleted)

5.4.12.3.1.1. (Deleted)

5.4.12.3.1.2. (Deleted)

5.4.12.3.1.2.1. (Deleted)

5.4.12.3.1.2.2. (Deleted)

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.12.3.2. (Deleted)

5.4.12.3.2.1. (Deleted)

5.4.12.3.2.2. (Deleted)

5.4.12.3.1.2.1. (Deleted)

5.4.13. (Deleted)

5.4.13.1. (Replaced) Purpose: To explain the procedural process for review and correction of

equipment out of balance conditions and quantity errors.

5.4.13.2. (Deleted)

5.4.13.2.1. (Deleted)

5.4.13.2.1.1. (Added) Storage locations will establish due-outs and due-ins for WRM/BEAR

shortages.

5.4.13.2.1.1.1. (Added) Project code L86 will be used to identify initial/increased BEAR

requirements. Used by retail/wholesale supply systems to identify BEAR requirements.

5.4.13.2.1.2. (Deleted)

5.4.13.2.1.2.1. (Deleted)

5.4.13.2.1.2.2. (Deleted)

5.4.13.3. (Deleted)

5.4.13.3.1. (Deleted)

5.4.13.3.1.1. (Deleted)

5.4.13.3.1.2. (Deleted)

5.4.13.3.1.3. (Deleted)

5.4.13.3.1.4. (Deleted)

5.4.13.3.1.5. (Deleted)

5.4.13.3.1.6. (Deleted)

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.13.3.1.7. (Deleted)

5.4.13.3.2. (Deleted)

5.4.13.3.2.1. (Deleted)

5.4.13.3.2.2. (Deleted)

5.4.13.3.2.3. (Deleted)

5.4.13.3.2.4. (Deleted)

5.4.13.3.2.5. (Deleted)

5.4.13.3.2.6. (Deleted)

5.4.13.3.3. (Deleted)

5.4.13.3.4. (Deleted)

5.4.13.3.5. (Deleted)

5.4.13.3.6. (Deleted)

5.4.13.3.7. (Deleted)

5.4.14. (Deleted)

5.4.14.1. (Deleted)

5.4.14.2. (Deleted)

5.4.14.3. (Deleted)

5.4.14.3.1. (Deleted)

5.4.14.3.2. (Deleted)

5.4.14.3.2.1. (Deleted)

5.4.14.3.2.2. (Deleted)

5.4.15.3.2. (Replaced) Ensure the DPAS- or ILS-S-generated inventory reports is signed by the

appropriate custodian and organizational commander (or ANG designated operational

commander) and filed.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.24.3.1.1. (Replaced) Place weapons for daily use on the DPAS Custodian Inventory Report

under the using organization.

5.4.24.3.16. (Deleted)

5.4.24.3.16.1. (Deleted)

5.4.24.3.16.2. (Deleted)

5.4.24.3.16.3. (Deleted)

5.4.24.3.16.3.1. (Deleted)

5.4.24.3.16.4. (Deleted)

5.4.34. (Added) DPAS Equipment Management.

5.4.34.1. (Added) Authorization Change Requests. Authorization Managers and EAEs will load

and create new authorizations to the appropriate DPAS UIC and custodial account.

5.4.34.1.1. (Added) Authorization Managers and EAEs will utilize ILS-S and DPAS

concurrently to manage authorizations and requirements to ensure accounts do not exceed

approved total allowable quantities.

5.4.34.1.2. (Added) Custodians will coordinate authorization requests with the host EAE to

validate information on the documents and provide corrective action as appropriate. The

custodian must identify and document the responsible approving authority for the request (e.g.,

Functional Area Manager, WRM Managers).

5.4.34.1.2.1. (Replaced) The Functional Area Manager (FAM) Community of Practice (CoP)

SharePoint is located at https://usaf.dps.mil/sites/13160/sitepages/home.aspx

5.4.34.1.2.2. (Replaced) The custodian must ensure the appropriate Lead Functional Area

Manager (FAM) is identified in the Approving Authority block to approve the Authorization

Change Request.

5.4.34.1.2.3. (Replaced) Reviewing Authorities will include the required organizations

responsible for developing requirements and impacts posturing of equipment throughout the

responsible command.

5.4.34.1.2.4. (Added) At a minimum, Reviewing Authorities will include unit commanders, pilot

units, MAJCOM FAMs, centralized equipment managers, and program offices, as applicable.

Additional reviewing authorities may be applied as necessary to assist in the Approving

Authority’s decision.

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.1.3. (Added) The host EAE will perform the following edits to ensure data elements are

accurate:

5.4.34.1.3.1. (Added) Ensure initiator data is correct and Section I fields are populated by the

initiator. The initiator’s commander must concur with the authorization change request as a

Reviewing Authority prior to loading onto the FSM SharePoint® site.

5.4.34.1.3.2. (Added) Verify Section II correctly captures type of request the initiator is

submitting for approval.

5.4.34.1.3.3. (Added) Verify Section III information matches the Authorization Id information

contained in the Force Systems Management Module to include: Stock Number, Nomenclature,

Accountable UIC, UIC, Organization Id, Readiness Code, UTC, Force Requirement (current and

new), Organization Authorization (current and new), justification, and item description. See

Table 5.13.

Table 5.13. (Added) Authorization Change Request Verification Table.

FIELD

CONDITION

Authorization Id

Must match FSM.

Stock Number

Must be prime National Stock Number. Do not

submit requests for Expendable, repairable,

Recoverability Cost Designators N (XBx), P (XFx),

and T (XDx). They are not useable codes.

Nomenclature

Must match Federal Logistics Information System

if applicable. Local Stock Number nomenclatures

must match the DD Form 1348-6. Note 1.

Accountable Unit

Identification Code

Must match the AUIC associated with the host

Accountable Property Officer.

Unit Identification Code

Must match the DPAS UIC associated with the

requesting account.

Organization Identification Code

Must match the Organization Identification code

associated with the UIC.

Readiness Code

Must match the appropriate requirement: mobility

(Readiness Code A), non-mobility (Readiness Code

B), and War Reserve Materiel (Readiness Code D).

Unit Type Code

Validate the accuracy of all UTCs against the

MEFPAK, UTA, or other authoritative source.

Current Force Requirement

Must match the existing FReq if available.

New Force Requirement

Must match the Pilot Unit.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

Current Organization Authorization

Must match the existing OAuth if available.

New Organization Authorization

Must be the product of the new FREQ (basis

of issue) x OREQ (number of times unit is tasked

for the specific UTC).

Justification and Item Description

Justification must contain sufficient details to define

and validate the need for inclusion within the

requested Authorization ID. Include technical orders,

command directives, applicable end item, weapon

system and/or aircraft, operating orders, plans or any

other directive concerning the equipment

requirement. Include page, paragraph, figure, or

index, as appropriate. Include any other pertinent

information, such as level of maintenance, turnaround

requirements, volume of work, etc. If the request is

for an increase in quantity, provide a detailed

explanation as to why the current authorization does

not meet operational needs, to include the suitability

of similar items in current allowances. Note 2.

Note 1. Local Stock Numbers are not cataloged in FLIS and will require review by 437

SCOS.

Note 2. Reviewing Authorities will not prevent the change request from advancing to the

Approving Authority solely based upon non-concur with the justification.

5.4.34.1.4. (Added) EAE will:

5.4.34.1.4.1. (Added) Upload the validated authorization change request to the FSM

SharePoint® site:

https://usaf.dps.mil/teams/12599/Lists/AF%20Form%20601%203/AllItems.aspx.

Standardize the document name to the 5-digit Julian date, SRAN and 3-digit serial number (e.g.,

20261FE2067001; to represent 9/18/2020, Robins AFB, and the first validated authorization

change request for that day).

5.4.34.1.4.2. (Added) Insert a copy of the validated AF Form 601 in the appropriate custodian

jacket file.

5.4.34.1.5. (Added) Centralized Equipment Management activities will only review the AF 601

for accuracy and ensure the coordination is in the proper format.

5.4.34.1.5.1. (Added) The CEMF will return the AF Form 601 to the requester for corrections or

additional information, as required. The requester will have 15 calendar days from the date of

reassignment to make necessary changes. The requestor will reassign the AF Form 601 to the

CEMF upon completion of the updates.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.1.5.2. (Added) CEMF will closeout returned requestor AF Form 601s after 15 calendar

days from the reassignment date. Requestors must submit a new AF Form 601 if the requirement

is still valid.

5.4.34.1.6. (Added) Reviewing Authorities will review the change request concurrently to ensure

adherence and accuracy to specific functional requirements.

5.4.34.1.7. (Added) The Lead Command FAM or appropriate Functional Manager will review

authorization changes for approval. FAMs may submit authorization change requests; however,

coordinate with the Centralized Equipment Management Flight and Reviewing Authorities.

5.4.34.1.7.1. (Replaced) In accordance with DAFI 10-401, Operations Planning and Execution,

the FAM Roster located on the FAM CoP is the authoritative source to identify FAMs.

5.4.34.1.7.2. (Replaced) Authorization managers will immediately non-concur on all AF Form

601 submissions containing FAMs not identified on the FAM roster. Cite this paragraph as

justification.

5.4.34.1.7.3. (Replaced) FAMs will ensure engineering authorities have reviewed the request and

have concurred on the document as appropriate.

5.4.34.1.7.4. (Added) FAMs will notify the respective CEMF on all disapproved authorization

change requests and provide justification for disapproval. The respective CEMF will notify the

EAE for any disapproved requests. The EAE will notify the requesting activity.

5.4.34.1.7.5. (Added) Initial change requests by the Approving Authority (e.g., FAM, WRM

Managers) will require Centralized Equipment Management activity review as a minimum.

5.4.34.1.8. (Added) The 440 SCOS will notify the EAEs of the authorization update when

changes have been updated in DPAS.

5.4.34.1.9. (Added) Authorization Managers will load the authorization Id within 30 calendar

days of approval.

5.4.34.2. (Added) DPAS Support Equipment Initial Issue and Replacements.

5.4.34.3. (Added) DPAS Redistribution Orders (RDO) Equipment managers will utilize the

Redistribution Order template for all equipment transfers regardless of system (e.g., DPAS to

DPAS, DPAS to ILS-S, ILS-S to DPAS).

5.4.34.3.1. (Added) Obtain the RDO template utilizing the Equipment Central SharePoint® site

at https://cs2.eis.af.mil/sites/11813/735SCOG/440SCOS/equipment_central/default.aspx.

5.4.34.3.2. (Added) Enterprise technicians will use existing DPAS transfer process guides to

execute the RDO request.

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Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.4. (Added) DPAS Inbound Management

5.4.34.4.1. (Added) EAEs will monitor the DPAS Pending Transaction dashboard to ensure

transferring property records are timely acknowledged and processed in DPAS.

5.4.34.4.2. (Added) EAEs will coordinate with transportation and traffic management activities

to locate overdue transfers and take appropriate actions to resolve problems.

5.4.34.5. (Added) Transfer and Disposition Processing Actions. Shipping activities will employ

existing policies and procedures per AFI 23-101, Materiel Management Policy, for equipment

being shipped within the Air Force transportation system.

5.4.34.5.1. (Added) DPAS Transfers occur within the DPAS environment from UIC to UIC.

Disposition processing occurs when shipping from DPAS to non-DPAS activities. Equipment

Custodians or appropriate agency will submit transfer and disposition requests to EAEs.

5.4.34.5.2. (Added) EAEs will process the transfer or disposition in DPAS and generate the

necessary movement documents (e.g., DPAS-generated DD Form 1348-1A). Utilize pen and ink

annotations to capture Type Cargo Code (Block 8), Protect Service Code (Block 9), Freight

Classification Nomenclature and Special Packaging Instruction (Block 16), Controlled Item

Identification Code (Block 27) and applicable Transportation Account Code (TAC) on the DD

Form 1348-1A, as necessary.

5.4.34.5.2.1. (Added) Use the appropriate unit or project Transportation Account Code (TAC) as

provided by organization directing the movement. If CMOS validation determines another

source of funding is appropriate, then that TAC or MORD will be utilized and the requisition

will be annotated.

5.4.34.5.2.2. (Replaced) Reference DAFI 65-601 V1, Budget Guidance and Procedures, to

determine applicable funding/Transportation Account Code.

5.4.34.5.2.3. (Added) Utilize the DPAS-generated DD Form 1348-1A for on-installation UIC-to-

UIC transfers.

5.4.34.5.3. (Added) Transfers. Transfer actions will occur for off-installation, on-installation, and

intra-UIC movements. Utilize the Transfer Process Processing Guide found on the DPAS

Working Group SharePoint® site.

5.4.34.5.3.1. (Added) Transfer Off-Installation. Initiate the transfer in DPAS to generate the

Transportation Control Number (TCN). Select the appropriate Transportation Account Code

(TAC) and use the DPAS-generated TCN as the document number for the DD Form 1348-1A.

Approve the Pending UIC-to-UIC transfer and complete transfer actions in DPAS only when the

DPAS-generated DD Form 1348-1A is signed and received from Outbound Cargo. File the

signed document in the appropriate Master Jacket File.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.5.3.2. (Added) Transfer On-Installation. Initiate the transfer in DPAS to generate the

movement document number. Create the DPAS-generated DD Form 1348-1A for movement

from the losing UIC to the gaining UIC. Complete the transfer actions in DPAS only when the

movement document is signed and received. File the signed document in the appropriate Master

Jacket File.

5.4.34.5.3.3. (Added) Transfer Intra-UIC. Transfers between custodians within the same UIC do

not generate a movement document. Complete the transfer in DPAS and file the email

notification, or appropriate notice, in the Master Jacket File.

5.4.34.5.3.4. (Added) Temporary Equipment Loans (not GFE). Ensure equipment on temporary

loan cite “accountability retained at home station” in the remarks field on the DPAS-generated

DD Form 1348-1A. This will ensure and clarify accountability for the property belongs to the

loaning organization. Annotate the primary location with “LOAN” and add expected return date

(JULIAN date) with actual location in the sub-location field. Provide additional information in

Remarks and upload any supporting documentation as necessary.

5.4.34.5.4. (Added) Transfer Authorizations. Unauthorized transfers occur when units transfer

property without the knowledge of LRS.

5.4.34.5.4.1. (Added) Organizations are required to produce shipping documents or emails from

the receiving activity as proof the asset was shipped from the losing installation.

5.4.34.5.4.2. (Added) Coordinate with the transferring organization’s EAE to initiate the transfer.

Utilize the off- installation transfer process in the Transfer Process Processing Guide on the

DPAS Working Group SharePoint® site.

5.4.34.5.4.3. (Added) The transferring organization’s EAE should enter “TCN unknown” in the

remarks field if the TCN from the original DD Form 1348-1A is unknown.

5.4.34.5.4.4. (Added) The gaining EAE will account for the property as “000” and direct the

gaining organization to return the property to LRS or obtain authorization for the item.

5.4.34.5.4.5. (Added) A financial liability investigation is not required since the property is not

considered lost.

5.4.34.5.5. (Added) Traffic Managers apply existing Transportation Account Code (TAC)

processes in accordance with AFI 24-602V2 when the movement document does not contain an

appropriate TAC for the shipment.

5.4.34.5.6. (Added) EAEs will forward shipping documentation to customers and notify them of

next appropriate actions.

5.4.34.5.7. (Added) Equipment Custodians will arrange delivery and shipment for the equipment

with Outbound Cargo.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.5.8. (Added) Outbound Cargo personnel apply existing procedures as necessary in

accordance with 24-series guidance.

5.4.34.5.9. (Added) Pending Transaction Reconciliation. EAEs will manage and review

installation-level pending transactions within the Accountable UIC to control the movement of

property and completion of transaction processing within the Accountable Property System of

Record.

5.4.34.5.9.1. (Added) EAEs will utilize DPAS-generated reports to capture pending inbound and

outbound transactions against the Accountable UIC (e.g., Pending Transactions Due-In Inquiry,

Pending Transaction Due-Out Inquiry).

5.4.34.5.9.2. (Added) Inbound pending transactions may be reviewed for receipt, transfer, loan

within DPAS, and loan returns.

5.4.34.5.9.3. (Added) Outbound pending transaction reconciliations are performed for

disposition, transfer, and pending processing actions.

5.4.34.5.10. (Added) Outbound Pending Transaction management.

5.4.34.5.10.1. (Added) Shipping activities perform pending transaction reconciliations every two

weeks. EAEs will take action for unprocessed pending transactions with approval dates beyond

45 calendar days.

5.4.34.5.10.1.1. (Added) EAE check master jacket file and confirm receipt of the signed DD

Form 1348-1A from Outbound Cargo with shipment data.

5.4.34.5.10.1.2. (Added) Follow-up with custodian to determine if property was dropped off at

outbound cargo if a signed DD Form 1348-1A is not available in the master jacket file.

Custodians should produce a copy of the signed DD Form 1348-1A with signature from

Outbound Cargo personnel indicating the property was accepted by the shipping activity.

5.4.34.5.10.1.3. (Added) Initiate a special inventory to confirm accountability of the property if

the custodian cannot produce a signed DD Form 1348-1A. If property is found direct the

custodian to deliver to Outbound Cargo.

5.4.34.5.10.2. (Added) Forward a copy of the pending transaction record to Cargo Movement as

supplemental TTL for transactions requiring additional research. A copy of the signed DD Form

1348- 1A must be included if available as acceptance confirmation by Outbound Cargo

personnel. (T-1).

5.4.34.5.10.3. (Added) Cargo Movement shall perform research and provide TTL statements in

accordance with AFI 24-602, Volume 2. (T-1). Return documents to Cargo Movement if invalid

statements are provided.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.5.10.3.1. (Added) If Cargo Movement confirms “received in file,” EAEs contact gaining

activity to request completion of the pending transaction. Forward associate documentation as

validation of Proof of Delivery (POD).

5.4.34.5.10.3.2. (Added) If Cargo Movement confirms “Updated shipment status,” annotate the

DD Form 1348-1A and place in suspense until next review.

5.4.34.5.10.3.3. (Added) If Cargo Movement confirms “TO tracing,” annotate the DD Form

1348-1A and place in suspense file until next review.

5.4.34.5.10.3.4. (Added) If lost in transit, gaining activity rejects the transfer. The shipping

activity processes an administrative adjustment. In remarks field, enter “lost in transportation,

TDR initiated for TCN [enter appropriate lost TCN].”

5.4.34.5.10.4. (Added) A Financial Liability Investigation is not necessary as the Transportation

Discrepancy Report accomplishes the financial management requirement for recoupment in

accordance with DoD 7000.14-R, Volume 12, Chapter 7.

5.4.34.5.10.5. (Added) EAEs will transfer asset records to the WHSE UIC if the property was

accepted by Outbound Cargo and no indication the property was shipped to the gaining activity.

Outbound Cargo will initiate and perform a financial liability investigation for the lost property.

5.4.34.5.11. (Added) Account for the prime end item in DPAS and ensure the cost of the end

item captures the total cost of the installed components. Do not account for installed component

parts if the cost is part of the total acquisition cost.

5.4.34.5.11.1. (Added) Validate the ERRC in FLIS to determine the appropriate code. Use Air

Force Technical Order Form 22, Technical Manual (TM) Change Recommendation and Reply, to

submit installation initiated SMR/ERRC changes as necessary in accordance with TO 00 5-1 and

TO 00-25-195.

5.4.34.5.11.2. (Added) Provide supporting documentation (e.g., T.O. IPB, Item Specialist

confirmation,) confirming the requested item is indeed a sub-component of the end article.

5.4.34.5.12. (Added) Managing Multiple Equipment-Component End Items. Multiple

equipment-component items consist of equipment-coded items (ERRC S or U) installed into

another equipment-coded higher assembly.

5.4.34.5.12.1. (Added) Account for equipment components (Asset Level Code “CL”) separately

from the higher assembly (Asset Level Code “EC”) in the APSR.

5.4.34.5.12.2. (Added) Do not maintain components coded as XD/XF (ERRC T and P) on

Equipment Authorized In-Use Details or DPAS property records. Continue to order requirements

in ILS-S utilizing standard DIFM procedures.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.5.12.3. (Added) Items built from an assortment of piece parts (e.g., mock-ups) are not

considered equipment even if the total value exceeds $5K and the item remains built up for more

than 2 years.

5.4.34.5.12.4. (Added) Process multiple equipment-component item requirements in ILS-S with

item code M.

5.4.34.5.12.4.1. (Added) Create a valid 201-detail for the requirement in ILS-S to process the

requisition.

5.4.34.5.12.4.2. (Added) Order all multiple equipment-component item requirements using the

same authorization as the higher assembly.

5.4.34.5.12.4.3. (Added) Process unserviceable return upon receipt and subsequent due-out

release of replacement multiple components utilizing the equipment detail document number to

terminate accountability.

5.4.34.5.12.5. (Added) EAE will process a 1ETX in ILS-S if the unserviceable component was

returned prior to receipt of the replacement unit. Annotate the transaction number of the return

(obtain using CTH) to remove any existing 201-details if necessary. Ensure to include the

remark, “Multiple equipment-component item return. New part installed in the end item.” on the

document and file with Document Control.

5.4.34.6. (Added) DPAS Inventory Schedule and Execution. Accountable Property Officers and

EAEs will adhere to AFI 23-101, Materiel Management Policy, for inventory policies and

procedures.

5.4.34.6.1. (Added) EAEs will generate the Custodian Inventory Report from DPAS for

inventory count purposes. Additionally, EAEs will use the ILS-S-generated R14 for those items

temporarily remaining in the system. These reports may be maintained digitally for use and file

maintenance.

5.4.34.6.2. (Added) Property Custodians will utilize the DPAS- or ILS-S-generated inventory

reports, as appropriate, to perform organizational inventory counts. Logistics Readiness

Squadron (LRS) or Materiel Management Activity personnel will accomplish the custodial

inventory count of all items against the WHSE custodial account and items contained within the

Organization’s UIC.

5.4.34.6.3. (Added) Utilize the Generating Inventories Processing Guide located on the DPAS

Working Group SharePoint® site for procedures to prepare inventory reports and record

inventory results in DPAS.

5.4.34.6.4. (Added) EAEs will adhere to specific rules for processing inventory results in DPAS.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.6.4.1. (Added) Utilize the Receipt Processing Guide for inventory overages and Found on

Base returns. Under the Receiving menu select “IAAR – Administrative Adjustment” and apply

receipt processing procedures. Importantly, do not select “IFOI – Found on Installation” for

inventory overage or FOB instances.

5.4.34.6.4.2 (Added) EAEs will identify and update all property records suspected of lost

property. Per AFI 23-101, Materiel Management Policy, guidance applies for suspected losses

against ILS-S records. Utilize the suspected loss procedures contained in the Generating

Inventories process guide for DPAS property records.

5.4.34.6.4.2.1. (Added) EAEs will use Suspected Loss Status Code of “S” to identify property

records suspected of loss.

5.4.34.6.4.2.2. (Added) EAEs will add their initials to the Inventory User Id and update the

Suspected Loss Status Code from “S” to the appropriate status code against the appropriate

property record when the suspected loss has been resolved.

5.4.34.6.4.3. (Added) EAEs will produce a weekly DPAS Suspected Loss Status Code to manage

and resolve property record discrepancies suspected of being lost. The report will include

Suspected Loss Status Codes of “I” – Under Investigation, “R” – Report of Survey, and “S” –

Suspected Loss. Property records with suspect flag assignments must be resolved within 30 days.

5.4.34.6.4.4. (Added) All DPAS adjustments will supplement the M10, Consolidated Inventory

Adjustment Register as an attachment to the monthly inventory adjustment register.

5.4.34.6.4.4.1. (Added) Produce the DPAS Increase Decrease Action Report and attach all

supporting documentation to the product.

5.4.34.6.4.4.2. (Added) Capture the following adjustment codes on the exported DPAS Increase

Decrease Action Report on the M10 attachment: (I/D) AAR – Administrative Adjustment, (I/D)

IAJ – Inventory Adjustment, and DLDD – Report of Survey/Lost, Damaged, Destroyed. Note:

The “I” represents an increase to the property record. The “D” represents a decrease to the

property record.

5.4.34.7. (Added) DPAS Documentation.

5.4.34.7.1. (Added) Air Force SE transfers are authorized to move on DPAS- and LTS-generated

documents as lateral redistribution requirements to maintain compliance with transactional and

accountability procedures.

5.4.34.7.2. (Added) Air Force SE requisitioned from sources of supply and retail-level

inventories will move as prescribed by DLMS procedures.

5.4.34.7.3. (Added) Key Supporting Documentation (KSD). Existing management and document

control requirements exist for all KSDs regardless of APSR.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.7.3.1. (Added) DD Form 1348-1A. Air Force activities will utilize the DPAS-generated

DD Form 1348- 1A for all DPAS equipment transfers and disposition actions.

5.4.34.7.3.2. (Added) DD Form 1149 and 1150. Air Force activities will accept the DD Form

1149 and DD Form 1150 for equipment movements against DPAS requirements, as appropriate.

5.4.34.7.4. (Added) Other Acceptable Documentation. Other forms of documentation are

acceptable to capture the initial acceptance and existence for property receipts.

5.4.34.7.5. (Added) Document Control Records. EAEs will ensure all equipment document

control records are cleared in ILS-S prior to uploading property records and documents into

DPAS.

5.4.34.7.6. (Added) Uploading and attaching Documents to Property Records. EAEs will upload

copies of all KSDs and associate accountability documents to individual property records in

DPAS. Additionally, EAE will upload and attach the DPAS Stock Number History report and/or

appropriate justifying documentation to accompany KSDs assigned to the DPAS property record,

as necessary.

5.4.34.8. (Added) DPAS Chief Financial Officer (CFO) Records. DPAS will perform CFO

reporting for Air Force property. The current capitalization threshold for Air Force equipment is

$1 million as cited in DoD 7000.14-R, Department of Defense Financial Management Policy,

Volume 4, Chapter 25.

5.4.34.8.1. (Added) All assets meeting capitalization requirements must be recorded in DPAS

with the following data: acquisition cost, acquisition date, part number, and serial number. (T-0).

Additionally, all appropriate KSDs must be uploaded to each CFO property record.

5.4.34.8.2. (Added) The Activation Date, Acquisition Date, and Original In-Service Date in

DPAS must match the Acquisition Date contained on the associate KSD.

5.4.34.8.3. (Added) EAEs will update erroneous CFO data in DPAS to ensure financial reporting

is correct.

5.4.34.8.4. (Added) DPAS CFO asset records requiring corrective action have auto-populated

serial numbers beginning with “RECON” in the serial number field. EAEs are responsible to

resolve these conditions immediately upon discovery. See “Asset Inquiry” guide to obtain

complete list.

5.4.34.8.5. (Added) Utilize the Updating CFO Data Processing Guide to update CFO records and

data in DPAS.

5.4.34.9. (Added) DPAS Stock Number Management.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.9.1. (Added) Each Stock Number is unique to a specific catalog within each logistics

program and only exists once in a catalog. There are three type of stock numbers in DPAS by

Stock Item Code: “A” National Stock Number, “J” Management Control Number, and “B” Part

Number.

5.4.34.9.1.1. (Added) “A” – National Stock Number. Accomplish National Stock Number

searches using the Stock Number Browse wizard to determine if the stock number exists in

DPAS or to pull stock number information from FEDLOG. Do not load stock numbers with

Material Management Aggregation Codes against the DPAS catalog.

5.4.34.9.1.1.1. (Added) Select the appropriate record image reflected from the browse inquiry

then select Add from the search criteria page.

5.4.34.9.1.1.2. (Added) Mandatory fields are identified by an asterisk (*) and include Stock

Number, Type Asset Code, Asset Control Code, Item Description, Stock Item Code, Federal

Stock Class, Management Code, Unit of Issue, Unit Price, Years of Service Life, Authorization

Code, Maintenance Group Identification, Demilitarization Code, Controlled Item Identification

Code, Reportable code, and Accounting Requirements Code.

5.4.34.9.1.1.3. (Added) Air Force support equipment are within the General Personal Property

and Equipment (PP&E) criteria for Type Asset Code.

5.4.34.9.1.1.4. (Added) The Asset Control Code identifies the accounting class of assets. The

codes displayed are conditional based upon the Type Asset Code selected. It is critical the proper

code is selected because it identifies the accounting class of the asset. This information will be

passed to the accounting systems for use in preparing financial statements. If the wrong code is

chosen, the accounting transaction may be rejected or passed incorrectly.

5.4.34.9.1.1.5. (Added) Air Force support equipment is serially managed in DPAS unless

otherwise directed.

5.4.34.9.1.1.6. (Added) The normal years of service life for support equipment is 10 years.

5.4.34.9.1.1.7. (Added) Authorization Code is blank as authorizations are managed in a different

module.

5.4.34.9.1.1.8. (Added) Maintenance Group Identification is blank until item is selected for

maintenance group management (repair, etc.).

5.4.34.9.1.1.9. (Added) Select “0-Non-Reportable” for the Reportable Code field. This option

will be determined in a separate process.

5.4.34.9.1.1.10. (Added) Add the stock number to the catalog and correct all discrepancies as

appropriate.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.9.1.2. (Added) “J” – Management Control Number. This method allows catalog managers

to create a stock number for a local purchase item.

5.4.34.9.1.2.1. (Added) This 15-position field consists of the 4-digit Federal Supply Class, the 2-

digit National Codification Bureau country of origin, an Item Number consisting of 1

alphabetical and 2 numeric characters, and a 4-digit DPAS serial number.

5.4.34.9.1.2.2. (Added) Air Force catalog managers and users do not use this method of loading

stock numbers to the DPAS catalog.

5.4.34.9.1.3. (Added) “B” – Part Number. Catalog managers use this type of stock number to

load enterprise P- Serialized Stock Numbers into the DPAS catalog.

5.4.34.9.1.3.1. (Added) Add the P-Serialized stock number and the item description on the stock

number search criteria screen.

5.4.34.9.1.3.2. (Added) Air Force support equipment is within the General Personal Property and

Equipment (PP&E) criteria for Type Asset Code.

5.4.34.9.1.3.3. (Added) The Stock Item Code for enterprise P-serialized stock numbers is “B” –

Part Number.

5.4.34.9.1.3.4. (Added) Enterprise P-Serialized stock numbers adhere to Air Force support

equipment rules regarding serial management unless otherwise directed.

5.4.34.9.1.3.5. (Added) Unit price of the item is the same as the acquisition price for the

purchase.

5.4.34.9.1.3.6. (Added) The normal years of service life for support equipment is 10 years unless

otherwise specified in accordance with DoD 7000.14-R, Department of Defense Financial

Management Policy, Volume 4, Chapter 25, Table 25-2.

5.4.34.9.1.3.7. (Added) Authorization Code is blank as authorizations are managed in a different

module.

5.4.34.9.1.3.8. (Added) Maintenance Group Identification is blank until item is selected for

maintenance group management (repair, etc.).

5.4.34.9.1.3.9. (Added) Select “0-Non-Reportable” for the Reportable Code field. This option

will be determined in a separate process.

5.4.34.9.2. (Added) Stock Number Updates. The process is like the Stock Number Add process

except that it is accessed from the Search Results window. This capability updates the Type

Asset Code, ACC, Stock Item Code, and Stock Number.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.9.2.1. (Added) Catalog managers can enter the updating stock number or search for the

stock number using the Stock Number Browse function.

5.4.34.9.2.2. (Added) Search for the appropriate stock number after selecting the correct record.

5.4.34.9.2.3. (Added) Select update for the record appearing on the search results to perform

edits.

5.4.34.9.2.4. (Added) Ensure to select update after modifying the stock number record data

elements.

5.4.34.9.2.5. (Added) Document all reasons for change to CFO stock numbers and related

indicative data in the catalog remarks field or in justifying supporting documentation, as

required.

5.4.34.9.3. (Added) Stock Number Mass Updates. Process stock number mass updates in the

Catalog – Mass Updates – Stock Number Tab. This process changes the current existing stock

number to a new stock number for all assets within the catalog.

5.4.34.9.3.1. (Added) To change a stock number, both stock numbers must exist on the catalog

and the remaining fields may not be updated. Both TO/FROM stock numbers must have the

same Accounting Requirements Code, Management Code, and Unit of Issue.

5.4.34.9.3.2. (Added) To maintain the stock number, but change specific fields, leave the Stock

Nbr To field blank. This allows updates to the fields mentioned above.

5.4.34.9.3.2.1. (Added) Use this process to change the following fields but maintain the current

stock number: Stock Item Cd, Type Asset Cd, ACC, Attribute(s) Template, IT Device Cd, Demil

Cd, CIIC, Type Dsg, Util Svc Life, Util Measure Cd, Fdcry Deprn Mthd Cd, Maint Grp Id.

5.4.34.9.3.2.2. (Added) If the transaction fails during the batch process, review the Batch Error

Detail Report. Stock Number Deletions. The Stock Number Delete process allows removal of a

stock number from the catalog.

5.4.34.9.3.3. (Added) Catalog managers can enter the updating stock number or search for the

stock number using the Stock Number Browse function.

5.4.34.9.3.4. (Added) Search for the appropriate stock number after selecting the correct record.

5.4.34.9.3.5. (Added) Select delete for the appropriate stock number record to remove from

search results.

5.4.34.9.3.6. (Added) Select delete to complete the transaction and remove the stock number

from DPAS.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.9.4. (Added) Utilize the DPAS Part Number Submission form for all non-stock listed

stock number requests.

5.4.34.9.4.1. (Added) Equipment custodians complete the form in collaboration with the host

EAE to ensure all appropriate data elements are correct and available prior to submission for

entry into DPAS.

5.4.34.9.4.2. (Added) EAEs forward the submission form together with supporting

documentation, as necessary, to the 437 SCOS for upload into the DPAS catalog.

5.4.34.9.4.3. (Added) Cataloging Managers validate the submission form for accuracy and assign

a new stock number in the DPAS P-Serialized Stock Number Register.

5.4.34.9.4.4. (Added) Catalog Managers have the authority to collaborate on stock number

changes, determine and direct changes when appropriate, and execute the stock number change

upon discretion.

5.4.34.9.4.5. (Added) Centralized agencies and field-level organizations assist Catalog Managers

when discrepancies or changes are necessary to correct or modify the DPAS catalog.

5.4.34.9.4.6. (Added) Utilize DPAS reports and enterprise-provided tools and reports to perform

daily reviews against the DPAS catalog to ensure all stock number records conform to AF-

determined structures.

5.4.34.10. (Added) DPAS Excess Equipment Redistribution Program. The excess equipment

redistribution program focus on the redistribution of in-warehouse equipment deemed available

to satisfy existing enterprise requirements.

5.4.34.10.1. (Added) Purpose. DoDM 4140.01, Volume 1, DoD Supply Chain Materiel

Management Procedures: Operational Requirements, defines excess as, “materiel at a retail

supply activity that is excess to that activity’s requirements and is subject to return to the

wholesale materiel manager, redistribution within the DoD supply chain, or to disposal by

Defense Logistics Agency-Disposition Services.” As such, all in-warehouse equipment is excess

at the local level.

5.4.34.10.2. (Added) Enterprise Excess. Enterprise excess is the aggregate total of a property

items in- warehouse excess which exceeds the enterprise requirement.

5.4.34.10.3. (Added) Property items identified as excess, or enterprise excess are available

candidates for redistribution within the excess equipment redistribution program.

5.4.34.10.4. (Added) The 404 SCMS will generate an Excess Equipment Redistribution report

matching enterprise excess to existing equipment requisitions.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.10.4.1. (Added) Define report logic and generation in local operating instructions. At a

minimum, the excess equipment redistribution report will contain an applicable Transportation

Account Code and other information necessary to process the transfer or shipment to the gaining

activity. Produce this product at least quarterly or more frequently as necessary.

5.4.34.10.4.2. (Added) The 404 SCMS will upload the Excess Equipment Redistribution report

(Redistribution Effort (RDO)) to the 404 Supply Chain Management Squadron SharePoint® and

notify Item Managers and 440 SCOS personnel for action.

5.4.34.10.5. (Added) Item Managers will have one (1) workweek to view the report and

collaborate with MAJCOM managers (as appropriate) and take necessary actions to satisfy

specific requirements.

5.4.34.10.6. (Added) The 440 SCOS will have two (2) workweeks to view the report after the

Item Manager review and process DPAS transfers to satisfy the remaining requirement pairings.

5.4.34.10.7. (Added) Item Managers and 440 SCOS will notify applicable shipping activities of

the redistribution order or lateral transfer action upon completion of the review for coordination

of the movement.

5.4.34.10.7.1. (Added) Shipping activities will have one (1) workweek from notification of

transfer to approve or reject the DPAS pending redistribution order or lateral transfer.

5.4.34.10.8. (Added) Item Managers and 440 SCOS will notify 404 SCMS upon completion of

the review.

5.4.34.10.8.1. (Added) The 404 SCMS will ensure applicable requisitions are appropriately

cancelled in D035A.

5.4.34.10.8.2. (Added) The 440 SCOS will process applicable due-out cancellations (DOC) and

annotate “DPAS LATERAL” in the reference data field against the gaining activity’s ILS-S

supply account.

5.4.34.10.9. (Added) Host LRS activities will provide customer organizations a monthly DPAS

Due-In report to supplement the Monthly Due-Out Validation Listing (M30) allowing

organizations to identify and track incoming transfers and shipments.

5.4.34.11. (Added) Equipment Malposition Program. The Malposition Program focuses on the

misplacement of property. Specifically, the program identifies organizational and enterprise

overages and re-allocates them to satisfy existing enterprise requirements. Supply Chain

Managers will collaborate with Functional Area Managers (or equivalent) and provide corrective

recommendations for action.

5.4.34.11.1. (Added) DAFI 10-401, Operations Planning and Execution, places responsibility on

MAJCOM Functional Area Managers (FAM) to monitor unit readiness and advise applicable

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

Deputy Chief of Staff/director of units that are not manned, trained, and/or equipped to maintain

the postured capability. Coordinate appropriate actions with applicable unit or agency to remedy

manning, training, or equipment issues.

5.4.34.11.2. (Added) Malposition. A malposition is the wrong or bad posturing of property

throughout the enterprise creating organizational and enterprise overages. Results of

malpositioned property negatively impacts Air Force readiness through the improper distribution

of resources; creates property shortages at tactical-level organizations; and inhibits the ability to

accurately compute operational-level requirements.

5.4.34.11.3. (Added) Organizational Overage. An organizational overage exists when a custodial

organization possesses property exceeding approved authorization levels (e.g., IF total

authorized quantity = 1, AND possessed quantity = 2; THEN organizational overage = 1).

5.4.34.11.4. (Added) Enterprise Overage: An enterprise overage exists when a property item’s

total organizational overages exceed approved total enterprise authorization levels (e.g., IF total

enterprise authorization quantity = 80, AND enterprise possessed quantity = 100; THEN

enterprise overage = 20).

5.4.34.11.5. (Added) Property records identified as organizational, or enterprise overages are

available candidates for re-posturing within the equipment malposition program.

5.4.34.11.6. (Added) 404 SCMS will generate an Equipment Malposition report matching

enterprise overages to existing equipment requirements.

5.4.34.11.6.1. (Added) Define report logic and generation in local operating instructions.

MAJCOM FAMs (or equivalent) will utilize appropriate Transportation Account Codes to fund

the movement of re- postured property to resolve command malposition deficiencies.

5.4.34.11.6.2. (Added) 404 SCMS will upload the Equipment Malposition report to the 404

Supply Chain Management Squadron SharePoint® for access by Functional Area Managers (or

equivalent) for action.

5.4.34.11.7. (Added) FAMs (or equivalent) will have one (1) month to view the report and take

action as necessary to satisfy specific requirements.

5.4.34.11.8. (Added) 404 SCMS will develop and populate a monthly metric to identify

organizational and enterprise overages by command, installation, and organization.

5.4.34.11.8.1. (Added) Upload this metric to 404 Supply Chain Management Squadron

SharePoint® (Redistribution Effort (RDO)) for access by Functional Area Managers (or

equivalent) for review and brief with MAJCOM leadership (e.g., Director, Directorate, and

Command Primary APO).

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.11.8.2. (Added) AF/A4LR will brief the monthly metric to AF/A4L as the AF Primary

APO for General Support Equipment.

5.4.34.11.8.3. (Added) Host APOs will brief Group Commanders during local meetings for

situational awareness and action.

5.4.34.11.8.4. (Added) EAEs should measure within the appropriate DODAAC by UIC. The

primary focus area is available “Overage Quantity” against accountable property records with

standard prices greater than or equal to $5000 and controlled item property records.

5.4.34.11.8.5. (Added) EAEs should emphasize the volume of overages by UIC, line items,

quantity, and value. Recommendations to resolve identified non-compliant conditions will

include returning overage items to the APO and subsequently requesting FAM approval for use

authorization, if required.

5.4.34.11.9. (Added) Equipment Organizational Overage Corrections. Custodians must return

equipment organizational overages to the host APO within 30 calendar days upon notification or

identification the condition exists.

5.4.34.11.9.1. (Added) AFMC or CFL personnel and EAEs will direct custodial organizations to

return identified equipment overages to the host APO upon discovery. LRS/Materiel

Management Activity will not refuse equipment overage returns due to lack of disposition

instructions. Maintain the property record on the DPAS WHSE Custodial Number and await

disposition.

5.4.34.11.9.2. (Added) Organizational custodians may submit an authorization request for the

overage to retain the equipment. However, the custodial organization must return the equipment

overage immediately if the authorization request is not approved.

5.4.34.11.9.3. (Added) LRS/Materiel Management Activities will receive all in-bound equipment

shipments onto the DPAS WHSE Custodial Number when a valid authorization does not exist

for the expecting organization. Receive ILS-S shipments against corresponding due-outs, if

applicable, and immediately transfer the property record to the DPAS WHSE Custodial Number.

5.4.34.11.9.4. (Added) EAEs will notify expecting organizations an approved authorization must

exist against the gaining UIC prior to releasing the equipment. Do not release the equipment if

the action will create an organizational overage condition.

5.4.34.12. (Added) DPAS Force System Management.

5.4.34.12.1. (Added) Overview. The Force System Management (FSM) module is a component

of the Defense Property Accountability System (DPAS) and is used for managing accountable

equipment authorizations. FSM is the primary source for Unit Type Code (UTC) mobility

(Readiness Code A), non-mobility (Readiness Code B), and War Reserve Materiel (Readiness

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

Code D) accountable equipment authorizations and provides data to Department of Defense

Readiness Reporting System (DRRS).

5.4.34.12.1.1. (Added) Organizations are responsible to capture all mobility, non-mobility, and

War Reserve Materiel (WRM) authorizations for non-accountable materiel as determined by

functional managers or equivalent (e.g., Organizational Visibility List, local data base).

5.4.34.12.1.2. (Added) FSM accountable equipment UTC authorizations will take precedence

when mismatches occur with the Logistics Detail (LOGDET) pending resolution by the

Manpower and Equipment Force Packages (MEFPAK) Responsible Agency (MRA) Functional

Area Manager (FAM), or equivalent, in accordance with AFI 10-401, Operations Planning and

Execution.

5.4.34.12.1.3. (Added) All centrally managed and centrally procured equipment items require

authorization management at the enterprise level of oversight, to include items with Procurement

Source Code 5. Additionally, functional communities may determine the use of authorization

management for those items requiring additional levels of oversight.

5.4.34.12.2. (Added) 440 SCOS. The 440 SCOS is responsible for overall management and data

integrity of the Force Systems Management module. 440 SCOS/CC will:

5.4.34.12.2.1. (Added) Ensure compliance with established policies and guidance governing

equipment authorizations.

5.4.34.12.2.2. (Added) Appoints the Force Systems Management Officer.

5.4.34.12.3. (Added) Force Systems Management Officer. The Force Systems Management

Officer is responsible for day-to-day Force Management Systems operations. Force System

Management Officer will:

5.4.34.12.3.1. (Added) Appoint Authorization Managers as required to oversee all FSM

authorizations.

5.4.34.12.3.2. (Added) Serve as the FSM Information Owner and grant user access to the FSM

module.

5.4.34.12.3.3. (Added) Schedule biennial Authorization Identification reviews and ensure the

event coincides with the appropriate MRA Functional Area Manager UTC biennial review as

applicable to DAFI 10-401, Operations Planning and Execution. Include non-mobility

authorizations to ensure adequate sustainment of base support operations during deployments.

5.4.34.12.3.4. (Added) Establish internal controls to prevent unauthorized changes to FSM data.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.12.4. (Added) Authorization Manager. Authorization Managers are responsible for

establishing and maintaining DPAS Authorization Identifications (Authorization Id), Platforms,

Mission Descriptions, and all other associate data. Authorization Managers will:

5.4.34.12.4.1. (Added) Maintain authorization detail records for each Authorization Id. Ensure

prime stock numbers are loaded with appropriate readiness code, justification, force requirement

(FReq), and force authorization (FAuth). Also, ensure Organizational Requirement (OReq) and

Organizational Authorization (OAuth) records are accurate and updated as required.

5.4.34.12.4.2. (Added) Schedules and performs assigned biennial mobility Authorization Id

reviews to coincide with UTC biennial reviews as applicable. Conduct non-mobility

Authorization Id reviews as directed by Force Systems Management Officer.

5.4.34.12.4.3. (Replaced) Challenge and adjudicate authorization approvals and disapprovals

with the responsible FAM based upon questionable justifications, as required.

5.4.34.12.4.4. (Added) Employ internal controls to prevent unauthorized changes to the FSM

data.

5.4.34.12.4.5. (Replaced) Utilize available IT systems and data to generate variance reports for

the following: Interchangeable and Substitute Groups (I&SG), unit type codes, unit postures, and

organizational authorizations. Variances are delinquent if not cleared within 15 calendar days of

report date. These variance reports replace the obsolete AFEMS UTCVAR report.

5.4.34.12.4.5.1. (Replaced) These variance reports will identify erroneous NSNs and

authorization data elements negatively impacting existing authorizations and postures. Retain the

working reports on file, either electronically or in hard copy, until next review.

5.4.34.12.4.5.2. (Replaced) Interchangeable and Substitute Groups. Review all Authorization IDs

and ensure stock numbers are loaded against the master stock number if contained within an ISG.

5.4.34.12.4.5.3. (Added) Unit Type Codes (UTC). Validate the accuracy of all UTCs loaded

against authorization details against the MEFPAK or other authoritative source. Utilize LIMS-

EV generated product to identify discrepant UTCs and update the authorization Id.

5.4.34.12.4.5.4. (Added) Unit Postures. Validate the unit posture against the balance in the

Organization Requirement (OReq). Utilize the MEFPAK or other authoritative source to

identify variances between the unit posturing and the quantity contained in the OReq data field in

FSM.

5.4.34.12.4.5.5. (Added) Organizational Authorizations. Validate the quantity contained in the

OAuth data field is accurately calculated in FSM (e.g., FReq x OReq = OAuth). Also, validate

UIC assignments to ensure authorization ids are applied to the appropriate organization. Utilize

exported information from FSM to capture populated quantities in authorization review tab of

FSM and applied UIC assignments.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.12.5. (Added) DPAS Centralized Equipment Management. These responsibilities are

applicable to Air Reserve Component and Regular Air Force CEMF, War Readiness Materiel

Managers, and Core Functional Lead (when appropriate). Personnel will:

5.4.34.12.5.1. (Added) Identify and apply Authorization Detail records to specific UICs as

needed.

5.4.34.12.5.2. (Added) Assist Force Systems Management Officer or Authorization Managers

with requests to update Organizational Requirement (OReq) and Organizational Authorization

(OAuth) Authorization Id record reviews.

5.4.34.12.5.3. (Added) Download and maintain daily authorization listings on SharePoint® site

as report capabilities become available for use. Listings will contain all authorization data in

FSM and will be accessible for historical purposes.

5.4.34.12.5.4. (Added) WRM Managers will retain responsibilities for assets pertaining to WRM

data records and organizations in addition to responsibilities contained in this chapter as

applicable.

5.4.34.12.5.4.1. (Added) Provide FSM WRM reports to CWRMO as required to identify

authorizations and requirements.

5.4.34.12.5.4.2. (Added) Identify organization WRM overages and suspense units to either return

equipment or submit authorization change requests to retain property.

5.4.34.12.5.5. (Added) Per AFI 23-101, Core Functional Leads will retain responsibility for

assets included in peculiar Authorization Ids as identified in PAD D16-03, Annex X, Table X-1.

CFLs will participate in biennial UTC and authorization reviews as appropriate.

5.4.34.13. (Added) DPAS Force System Management Authorization Review Process. The Force

Systems Management Officer maintains the schedule for Authorization Id reviews and is

responsible to ensure the validation of associate information no less than biennially.

5.4.34.13.1. (Added) Mobility Authorizations. Mobility authorizations (Readiness Code A) will

be synchronized with the biennial UTC review. Biennial UTC review requirements are captured

in AFI 10-401; Authorization Managers or 440 SCOS representative must attend as mandatory

participants. ARC and CFLs may also attend as appropriate. The Force Systems Management

Officer may delegate responsibilities to 440 SCOS representatives as needed to complete

reviews. Authorization Managers will:

5.4.34.13.1.1. (Added) Assist MRA FAMs in validating all pilot and non-pilot unit FSM UTC

requirements. Substantiate increases or decreases for Readiness Code A requirements with FAM-

approved AF Form 601.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.13.1.2. (Added) Ensure non-pilot unit authorizations are consistent with actual unit

postures and pilot-unit authorization requirements.

5.4.34.13.1.3. (Added) Non-Pilot unit authorizations should mirror the pilot unit standard

package multiplied by number of UTC tasks the unit is postured to support.

5.4.34.13.1.4. (Added) Deviations from the pilot unit standard package are not authorized unless

approved by the MRA FAM. The MRA FAM will provide justification for deviations to

Authorization Managers and the justification will be documented and re-validated during next

biennial review.

5.4.34.13.1.5. (Added) Validate stock numbers are only non-expendable (ERRC S or U) and

meet the threshold for accountability in accordance with AFI 23-101. Note: DPAS only captures

requirements for accountable equipment, not expendable or non-accountable equipment assets.

5.4.34.13.1.6. (Added) Ensure authorizations are leveraged against the Prime NSN if part of an

interchangeable and substitute group.

5.4.34.13.1.7. (Added) Document all authorized changes onto a single report. The Authorization

Manager and MRA FAM will sign and date the report certifying the changes as valid. The

Authorization Manager will maintain the report until the next authorization review.

5.4.34.13.1.8. (Added) Update FSM Authorization Detail records. Coordinate with the applicable

Centralized Equipment Manager to ensure OReq and OAuth quantities are appropriately

changed.

5.4.34.13.2. (Added) Base Support Authorizations. Base support requirements (Readiness Code

B) are non- mobility accountable equipment assets necessary to support installation-level

operations. Authorization Managers will:

5.4.34.13.2.1. (Added) The Base Support authorization list will include Force and Organization

requirements and authorizations.

5.4.34.13.2.2. (Added) Update FSM Authorization Detail records. Coordinate with the applicable

Centralized Equipment Management activity to ensure OReq and OAuth quantities are

appropriately changed.

5.4.34.13.2.3. (Added) Ensure the completed validated list is signed by the applicable ERAA and

file until the next authorization review.

5.4.34.13.3. (Added) Centralized Equipment Management Flight will:

5.4.34.13.3.1. (Added) Email the complete list of Base Support authorizations with previously

approved justifications to the applicable lead command FAM for validation. Authorizations from

comparable units will also be emailed to ERAA for comparison.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.13.3.2. (Added) Provide training and assistance to ERAAs ensuring requirements are

valid, justified, and clearly support the authorization.

5.4.34.13.3.3. (Replaced) AFMC Equipment Managers will discontinue utilizing obsolete Q09

and Q10 products and guidance. The Invalid Backorder Report is the replacement tool to

perform those functions.

5.4.34.13.3.4. (Added) Logistics Management Activities will not create due-out requirements or

requisitions until an approved Authorization ID reflects new or changed authorization quantities.

5.4.34.13.3.5. (Added) WRM/BEAR storage locations will establish due-out requirements and

requisitions for confirmed shortages. Use project code L86 to identify initial and increased

BEAR requirements.

5.4.34.13.4. (Added) Logistics Management Activities will develop and present organization

overage metrics to the installation commander as the Primary APO monthly, as needed. Note:

The ERL is the preferred source to obtain overage information.

5.4.34.13.4.1. (Added) EAEs should measure within the appropriate DODAAC by UIC. The

primary focus area is available “Overage Quantity” against accountable property records with

standard prices greater than or equal to $5000 and controlled item property records.

5.4.34.13.4.2. (Added) EAEs should emphasis the volume of overages by UIC, line items,

quantity, and value. Recommendations to resolve identified non-compliant conditions will

include returning overage items to the APO and subsequently requesting FAM approval for use

authorization, if required.

5.4.34.13.5. (Added) DPAS Receipt Processing Actions. Logistics Readiness personnel will

continue to follow existing ILS-S processing actions for equipment moving on DD Form 1348-

1As. Contact EAE for all equipment receipts processed in ILS-S. EAEs will:

5.4.34.13.5.1. (Added) Arrange delivery or pick-up with equipment custodians, as required.

5.4.34.13.5.2. (Added) Transfer (1ETT) all equipment property records to DPAS upon

notification and confirmation of established equipment property records in ILS-S.

5.4.34.13.5.3. (Added) Ensure annotation of the appropriate property record’s asset identification

on document control records after transferring property from ILS-S to DPAS.

5.4.34.13.5.4. (Added) Process equipment component receipts as a “Component” transaction to

create the property record and associate the component to the Higher Assembly Asset ID. Ensure

to select the “cost embedded” box for the transaction.

5.4.34.13.5.5. (Added) Reconcile DPAS property records to ILS-S property records to confirm a

successful migration between the two systems.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.13.5.6. (Added) Utilize the Receipt Processing Guide located on the DPAS Working

Group SharePoint site for procedures to receive equipment into DPAS.

5.4.34.13.5.7. (Added) Processing a receipt transaction for an asset record which already exists

in DPAS. The 440 SCOS is responsible to resolve DPAS 117 rejects for enterprise materiel

management activities.

5.4.34.13.5.8. (Added) Engage with the receiving activity to ensure the security, accountability,

and physical custody of the property. Additionally, EAEs will:

5.4.34.13.5.9. (Added) Review and validate information on the movement document, physical

property, and the reject transaction. Ensure the stock number, serial number, quantity, and

movement document number matches the input information.

5.4.34.13.5.10. (Added) Document all discrepancies on the source document and reprocess the

receipt transaction utilizing normal procedures. Accomplish any Supply Discrepancy Report

action as necessary.

5.4.34.13.5.11. (Added) Attach a copy of the movement document and DPAS 117 Reject

notification on the physical property upon confirmation of a possible duplication of property

records. Move the property to an APO-managed reject control area until corrective actions are

complete.

5.4.34.13.5.12. (Added) Submit an email to [email protected]

containing a screen snapshot of the DPAS 117 reject with all pertinent information for the 440

SCOS to research.

5.4.34.13.5.13. (Added) The 440 SCOS will perform an inquiry in DPAS to determine if an

active or deleted property record exists for the stock number and serial number combination. The

440 SCOS will:

5.4.34.13.5.14. (Added) Resolve rejects due to a matching active asset record.

5.4.34.13.5.15. (Added) Request both possessing organizations to email a photo of the property’s

ident-a-plate or another form of proof to confirm the stock number and serial number

combination.

5.4.34.13.5.16. (Added) Inform possessing organizations with incorrect property records to

perform corrective actions to resolve the discrepant accountable record (i.e., adjustments, asset

update, etc.).

5.4.34.13.5.17. (Added) Notify the organization with the reject discrepancy to complete

processing actions in DPAS, as appropriate.

5.4.34.13.5.18. (Added) Resolve rejects due to a matching deleted asset record.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.13.5.19. (Added) Process a reversal action to restore the deleted property record back to

active status. Journal the statement, “Processed by 440 SCOS to resolve DPAS 117 reject IAW

published guidance,” in the History Remarks field.

5.4.34.13.5.20. (Added) Process a transfer action in DPAS from the UIC containing the

reactivated property record to the gaining activity’s custodian number from the reject

notification.screen shot. Journal the statement, “Processed by 440 SCOS to resolve DPAS 117

reject IAW published guidance,” in the remarks field.

5.4.34.13.5.21. (Added) Notify applicable organizations of the corrective actions and upload a

copy of the email correspondence to the appropriate property record.

5.4.34.13.5.22. (Added) Maintain email correspondence in accordance with AFRIMS.

5.4.34.13.6. (Added) ILSS to DPAS Migration Reconciliation. Property records remaining in

ILS-S will undergo validation and reconciliation to ensure the proper migration to DPAS.

5.4.34.13.6.1. (Added) AF/A4LR will generate a DPAS Ad Hoc report identifying all property

records requiring reconciliation action against DPAS and ILS-S systems.

5.4.34.13.6.2. (Added) Major Commands will manage all details requiring corrective actions

until resolution (e.g., migration, removal, etc.).

5.4.34.13.6.3. (Added) EAEs will coordinate with each applicable equipment custodians, as

required, to obtain missing information, correct custodian names and contact information, and

update all effected DPAS property records.

5.4.34.13.6.4. (Added) EAEs will forward a list of DPAS property records requiring

reconciliation to the appropriate custodian. Instruct custodians to physically confirm and

document property serial numbers to the DPAS property record list.

5.4.34.13.6.5. (Added) EAEs will review custodian annotated DPAS property record lists to

validate missing information. Update the appropriate DPAS property record after confirming

data and completing the validation process.

5.4.34.13.6.6. (Added) EAEs will place the validated custodian annotated DPAS property record

list in the custodian’s jacket file.

5.4.34.13.7. (Added) Manual Property Record Migration from ILS-S to DPAS. EAEs are

responsible for manually migrating ILS-S property records to DPAS for accountability and

management. EAEs will:

5.4.34.13.7.1. (Added) Prepare the 1ETT transaction for 201-detail property records and process

in ILS-S for transfer to DPAS.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.13.7.2. (Added) Confirm and validate all data elements, CFO information, and item

identification prior to migrating the property record to DPAS.

5.4.34.13.7.3. (Added) Process the receipt transaction in DPAS to establish the property record

for the accepted item. Ensure all data elements are correctly documented on the property record

prior to completing the action.

5.4.34.13.7.4. (Added) Utilize the DPAS Migrating ILS-S Asset Records process guide located

on the DPAS SharePoint site.

5.4.34.13.8. (Added) Redistribution Order (A2A) from ILS-S to DPAS Transaction. LRS

activities will process A2A Redistribution Orders to migrate equipment balances from ILS-S

item records to DPAS. Property must meet DoDI 5000.64_DAFI 23-111, Accountability and

Management of DOD Equipment and other Accountable Property and AFI 23-101, Materiel

Management Policy, thresholds for migration. LRS Activities will:

5.4.34.13.8.1. (Added) Utilize the transaction input parameters found in AFH 23-123, Integrated

Logistics System-Supply (ILS-S), Materiel Management Operations, Volume 2, Part 1,

Redistribution/Referral Order (A2*/A4*) Input.

5.4.34.13.8.2. (Added) Maintain a control register to prevent the duplication of serial numbers

and to ensure the processing of migration transactions. Bases will utilize the ILS-S transaction

report to confirm completion of the A2A transaction. MAJCOMs may develop and employ a

standardized control register to capture transactions.

5.4.34.13.8.3. (Added) Process A2A transactions in ILS-S to RID F99 DODAAC FEDPAS to

migrate on-hand ILS-S balances to DPAS property records. Note: Ex. A2ADZD

6625010508799TGEA00002FE461092047006 FEDPASM 12 A F99.

5.4.34.13.8.4. (Added) Assign the movement document number according to local procedures.

Begin each Julian Date with serial number 7000 with a range through 7099.

5.4.34.13.8.5. (Added) Obtain and retain the output A2A document containing the migration

statement indicating the redistribution of property from ILS-S to DPAS. EAEs will process A2A

transactions to clear and resolve rejects and migrate remaining property.

5.4.34.13.8.6. (Added) Process the receipt transaction into DPAS to create accountable property

records against the appropriate UIC. As well, receive all excess property against the LRS WHSE

Custodian Number.

5.4.34.13.8.7. (Added) Utilize the ILS-S A2A document as the source document for DPAS

receipt transactions.

5.4.34.13.8.8. (Added) Apply the procedures from the Receiving Equipment Process Guide

available on the DPAS SharePoint site.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.4.34.13.8.9. (Added) Enter the A2A document number in the Obligation Document Number on

the Accounting Tab.

5.4.34.13.8.10. (Added) Ensure to capture and load all serial numbers for serial-coded property

records within DPAS. Utilize the Serialized Managed Items receiving process within the

Receiving Equipment Process Guide.

5.4.34.13.8.11. (Added) Establish property records with Asset ID Prefix “ITM” for COMSEC

(CIIC 9) items with Serial Report Codes ‘C’ (SRC C).

5.4.34.13.8.12. (Added) Apply OSD FIAR guidance and this publication to determine

appropriate KSD requirements.

5.4.34.13.8.13. (Added) File the A2A document in Document Control to track removal from

ILS-S, as appropriate. Uploading Non-CFO A2A documents to DPAS property records is not

necessary. However, organizations may file the A2A document in the WHSE custodian master

jacket file.

5.4.34.13.8.14. (Added) Utilize the LIMS-EV “In-Warehouse Equipment Report” processed by

SRAN (e.g., 4800, etc.), or other viable product, to manage existing equipment residing on ILS-S

item records.

5.5.4.4.3.1 (Replaced) All materiel management activities will retain all source documents with

TRICS ISU, DOR, MSI, SHP, AXA, BSU, FCH, and FCU for 120 months (10 years) regardless

of what is in position 53 of the DCR. (T-1). The materiel management accounts with an

applicable materiel management automated tracking system do not need to maintain paper copies

if the transaction was processed through this automated system. These transactions must be

retained in this automated system for 120 months. All other transactions output documents will

be stored using the ILS-S Digital Document Control capability.

5.6.4.2. (Replaced) Attention: Forced Record Alteration (FIX) processing input images are

written to ILS-S audit trail.

5.6.5. (Deleted)

5.6.5.1. (Deleted)

5.6.5.2. (Deleted)

5.6.5.3. (Deleted)

5.6.5.4. (Deleted)

5.6.5.5. (Deleted)

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.7.3.3.2. (Replaced) The Inventory Management function in ILS-S will be used to record and

submit inventory counts for ILS-S accounts. Inventory count listings (and count images) will be

available in ILS-S Inventory Management function after the applicable inventory parameter is

processed by AFMC. See ILS-S User’s Manual for IT guidance. Note: ILS-S system queries will

not be used as the official tool to perform this function. (T-1).

5.7.3.3.2.1. (Replaced) Inventory count parameter requests for ILS-S accounts will be submitted

to AFMC one calendar day before the inventory count deadline date (See AFH 23-123 for

inventory parameter request format). To ensure frequency requirements are met, inventory

parameters will be processed once a month with the Date of Last Inventory (DOLI) option. For

example, two separate Inventory Count File parameters will be processed for in-warehouse

assets that will become overdue in the schedule month: one to identify item records that will not

meet the 365-day/annual requirement (e.g., consumables and recoverables) and another for the

180-day/ semi-annual requirements (e.g., classified and COMSEC). (T-1).

5.7.3.3.2.2. (Replaced) DOLI options will be processed to identify detail records that will

become overdue in the scheduled month (e.g., Supply Point, Equipment, SPRAM, WCDO,

MSK, Special Spares, RSP, Unserviceable DIFM, COMSEC and SA/LW Serialized Details,

etc.). Process all item and detail record inventories through ILS-S so DOLIs are updated within

inventory frequencies outlined in DAFI 23-101. (T-1).

5.7.3.3.5.2.2. Physically recount the inventory materiel in the location indicated on the inventory

recount image and record the count balance. Note: To comply with DoDM 4140.01, Vol. 11,

materiel recounts must be blind and not performed by the original inventory counter.

5.7.9.1. (Replaced) Purpose: To describe the general procedures associated with conducting

Semiannual NWRM Worldwide Inventory (WWI) and inventories required when the NWRM

Accountable Officer (NWRMAO) changes. Additional information, including appointment and

certification of NWRM inventory team, can be found in AFI 20-110. For other guidance specific

requirements review AFI 23-101 and for IT specific guidance use AFH 23-123, Volume 2, Part

1, or ILS-S User Guide.

5.7.9.2. (Replaced) A complete physical count of NWRM by serial number or Unique Item

Identification (UII) will be conducted semiannually or upon change of NWRMAO to obtain

agreement between the physical on-hand NWRM balances and the accountable record balance.

NWRM inventories validate the existence and completeness of 100% of the NWRM. Existence

indicates items selected from the Accountable Property System of Record (APSR) (e.g., ILS-S,

CAS, DSS) are physically inspected. Completeness indicates all assets are accounted for in the

APSR.

5.7.9.2.1. (Replaced) The change of NWRMAOs requires a 100% inventory to support the

effective date of transfer. For the accounting of all NWRM, the losing NWRMAO will direct a

100% inventory of NWRM. This inventory will be validated (reviewed with the inventory officer

(IO), referenced NWRMAO and AFI 20-110) by both the losing and gaining NWRMAOs to

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

certify a joint 100% inventory as of the effective accountability transfer date. See paragraph 1.2

for Change of NWRMAO procedures. Note: Semiannual inventories can be used to suffice for

the requirement for a change of NWRMAO provided both gaining and losing individuals

approve the inventory and no transactions affecting stock record balances occur between the end

date of the inventory and the effective date of the transfer of accountability.

5.7.9.3.3. (Replaced) The NWRMAO:

5.7.9.5.2. (Replaced) A complete physical inventory of NWRM, by Serial number (S/N), will be

conducted on every NWRM with an on-hand balance in the accountable materiel management

systems to include all detail balances, assets tracked by spreadsheets, or any assets that are not on

an accountable materiel management system (e.g., trainers, mockups, simulators, test stands,

displays). Note: Blind inventory requirements must be complied with when multiple

NWRMAO's have NWRM in a shared respective area. At a minimum NWRMAO's will review

NWRM listings together before the semi-annual inventory begins to ensure all NWRM in the

respective area is inventoried and that count cards on common items are reconciled afterwards

against the applicable accountable property system of record data files (e.g., inventory

spreadsheets).

5.7.9.5.6.2. (Replaced) These assets will be inventoried by records check. The NWRMAO will

create a new blind inventory count card for each NSN for NWRM that are inventoried via a

records check.

5.7.9.6.6. (Replaced) NWRMAO will collect all materiel given to the inventory teams.

5.7.9.7.3.1. (Replaced) MICAPs: MICAP requirements for assets with available stock on hand

will be satisfied using manual degraded operations issue procedures (Asset Management will not

be used). MICAP requirements for assets with no stock on hand will be requisitioned off-line and

receipted/due-out released using manual degraded operations procedures (Asset

Management will not be used). All transactions will be recorded on recap sheets for subsequent

processing when the freeze is lifted. The NWRMAO is responsible for ensuring all degraded

operations transactions are processed correctly and record balances, serial numbers, etc. match

assets on-hand.

5.7.9.7.3.3. (Replaced) Inventory requirements for record balance gains (receipts, returns)

resulting from the above transactions: Assets will be inventoried using procedures above (general

procedures for NWRM Semi-annual Inventories) and the following additional guidance. A new

blind inventory count card will be created by the NWRMAO and completed by the inventory

team. Enter explanation of record balance gain in the remarks field of the blind inventory count

card (e.g., MICAP REC, Doc # FBXXXX91969001). These additional assets will not be counted

when processing Inventory Recount (IRCs) transaction to complete ILS- S inventory processing.

Asset information from the blind inventory count cards will be transferred to the appropriate

columns of the inventory spreadsheet using the first blank line at the bottom of the inventory

spreadsheet. Enter specific explanation for addition in the remark’s column (e.g., MGS receipt,

Doc # FBXXXX91960001).

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.7.9.8. (Replaced) Inventory Procedures for Assets in Cargo Movement. Inventory Management

will inventory assets that have been processed for shipment but were not physically shipped by

the Cargo Movement prior to the shipping deadline per guidance. The NWRMAO will identify

NWRM assets in the Cargo Movement and create a new blind inventory count card for each

NSN. The IO will complete the blind inventory count card and enter In-transit Cargo Movement

and the shipment document number in the remark’s column. (T-2). Additional assets will not be

counted when processing IRCs to complete ILS-S processing. Asset information from the blind

inventory count cards will be transferred to the appropriate columns of the inventory spreadsheet

using the first blank line at the bottom of the spreadsheet. Enter In-transit Cargo Movement and

the shipment document number in the comments.

5.7.9.10.5.5. (Replaced) Track and report performance to the NSF NWRMAO.

5.7.9.10.5.6. (Replaced) Report problems completing any of the Type Physical Inventory Codes

(TPIC) G inventories to the NWRMAO.

5.7.9.10.5.8. (Replaced) Notify the NWRMAO within one hour after discovery of potential

inventory loss or gain of NWRM.

5.7.9.10.5.9. (Replaced) Have all potential adjustments reviewed by the NWRMAO. Causative

research for all adjustments requires approval at the Flag Officer/Senior Executive Service level.

5.7.9.10.5.10. (Replaced) Conduct rapid assessment research for all potential gains and losses

and report findings to the NWRMAO.

5.7.9.10.5.12. (Replaced) Report inventories of any NSN not completed, in writing, to the

NWRMAO. The report should contain an explanation of the reason the inventory is incomplete.

5.7.9.10.7.3. (Replaced) After the inventory documents (DSS PE4Y-02 and modified QMF count

sheets) are annotated, the IO and Verifying Individual will turn them over to the NWRMAO who

will reconcile the counts of the DSS PE4Y-02 (Figure 5.2) against the modified DSS count

sheets (Figure 5.3.) The NWRMAO will then verify the UII/serial numbers on the DSS count

sheets against the AFMC provided data pull.

5.7.9.10.7.3.3. (Replaced) When the second count does not reconcile, the NWRMAO will

accompany the inventory team to the location and determine the cause of the discrepancy and

resolution. Counts that cannot be reconciled will be processed in accordance with AFI 20-110

procedures for causative research and potential inventory adjustment.

5.7.9.11.12. (Replaced) Forward AFMC Form 37 to Wing NWRMAO for further research or

action.

5.7.9.11.13. (Replaced) The NWRMAO will continue causative research, if required, and

forward AFMC Form 37 to the IM for adjustment action.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.7.9.12.1. (Replaced) Close and early coordination between the NWRMAO, AFNWC Program

Offices, IM, Production Management Specialist (PMS), ALC Contracting (PK), the Defense

Contract Management Agency (DCMA), AFMC, and NTCC is essential to ensure full

understanding and cooperation from all involved parties to include the contractors possessing

Government owned NWRM at their facilities.

5.7.9.12.2. (Replaced) NWRMAO:

5.7.9.14.1. (Replaced) The NWRMAO must research, identify, and correct, or initiate action to

resolve, the cause of all inventory discrepancies. (T-1). If the input inventory count does not

match the accountable records balance, a physical recount is required to validate the initial count.

The inventory team will recount the item using the procedures in this document and record the

results on new inventory count card(s). The NWRMAO will then use the NWRM inventory

count card(s) and inventory spreadsheet to reconcile the inventory to the accountable record. (T-

1).

5.7.9.14.2. (Replaced) If the recount does not resolve the discrepancy, pre-adjustment research is

required. Pre-adjustment research is performed to verify that the system balance is correct. The

NWRMAO will perform a complete review of all transactions to include supporting documents

and catalog changes, shipping discrepancies and unposted/rejected documentation since the last

inventory in order to validate the system balance and determine if a discrepancy between that

balance and the count exists. (T-1). If a potential loss cannot be resolved within 24 hours, a

“Financial Liability Investigation of Property Loss” will be initiated and provided to the IM. Pre-

adjustment research is complete when the system balance is verified to be correct, or the

adjustment quantity is determined.

5.7.9.14.3. (Replaced) If upon completion of pre-adjustment research, an inventory adjustment is

required, the IM, the NTCC, and MAJCOM A4R must be notified within 24 hours and provide

inventory adjustment documentation for IM approval. The inventory adjustment documentation

must be certified by the NWRMAO and approved by the appointing official (Wing/CC) per AFI

20-110. IMs must obtain approval from the first Flag Officer/Senior Executive Service level in

their chain of command prior to performing or authorizing the inventory adjustment transaction.

The adjustment that results will change the system balance to match the final definitive count.

5.7.9.14.4. (Replaced) Causative research must be performed on all discrepancies, resolved and

unresolved, identified because of the inventory. The purpose of causative research is to identify

the root cause of any inventory discrepancy. The NWRMAO has 30 days to complete causative

research and provide the results to the IM, the NTCC, and MAJCOM A4R. A resolved

discrepancy is any discrepancy that is correctable by (re)processing a transaction to correct the

system balance (thus bringing count in line with balance). An unresolved discrepancy is any

discrepancy that cannot be corrected by (re)processing a transaction to correct the system

balance.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.7.9.15.1. (Replaced) The NWRMAO or Munitions Accountable Systems Officer (MASO) of

units participating in the semi-annual NWRM Worldwide Inventory (WWI) will submit the

following products to their respective MAJCOM NWRM POC:

5.7.9.15.1.1. (Replaced) A Certificate of Inventory signed by the NWRMAO or MASO,

Inventory Officer and the Verifying official. (T-1).

5.7.9.15.2.1. (Replaced) A certificate of Inventory signed by the NWRMAO or MASO,

Inventory Officer and the Verifying Individual.

5.7.9.15.2.2. (Replaced) An Inventory sheet signed and dated by the Inventory Officer and the

Verifying Individual reflecting the final counts. Note: All discrepancies will be identified

(losses, gains, and inventory mismatches). Inventory sheets submitted by NWRMAOs and

MASOs must include MAJCOM A4R and A4W (or equivalent) signatures acknowledging the

inventory review and the results of their respective units. (T-1).

5.9.1.4.2.1. (Replaced) Federal Aviation Agency certified Items. A FAA Form 8130-3 will

accompany all serviceable certified items. Exception: When FAA Form 8103-3 is not available,

forms listed in AFI 23-101, paragraph 5.9.7.5 may be used for certification. DD Form 1574 is

acceptable certification if signed or stamped by a Federal Aviation Agency approved repair

facility. Certification forms are not required for aircraft consumable spares. Each package or

unpackaged item will have the required certification forms on the outside of the container. Items

missing certification forms will not be stored, issued, or shipped to requesting organizations.

5.9.1.6. (Replaced) Suspect Materiel. Air Force Discrepant Materiel Program Office (AFDMPO)

will coordinate stock screen action requests received from DLA, Government Industry Data

Exchange Program (GIDEP), the Joint Deficiency Reporting System (JDRS), Depot item

managers, Air Staff, etc.

5.9.1.6.1. (Replaced) AFDMPO will forward discrepant materiel notices to AFMC to initiate

stock screen actions. AFMC will:

5.9.1.6.1.1. (Added) Maintain a SharePoint site to provide suspect item information for

LRS/Materiel Management Activities

(https://cs2.eis.af.mil/sites/11813/635scog/435scos/assessflt/stock%20screening/forms/allitems.a

spx).

5.9.1.6.1.2. (Added) Query and determine which LRS accounts have the listed NSN loaded and

load suspect materiel flag to item records.

5.9.1.6.1.3. (Added) Monitor suspenses to all LRS accounts affected by stock screen. Stock

screen suspenses will be based on the Deficiency Report (DR) deficiency category (deficiency

categories are defined in TO 00-35D-54, Table 1-2).

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

5.9.1.6.1.3.1. (Added) Stock screens of DR Category I (CAT I) will be completed immediately

(NLT 2 workdays) and DR Category II (CAT II) within 10 workdays.

5.9.1.6.1.3.2. (Added) Stock screen actions will be completed and reported to AFDMPO within 3

workdays for CAT I and 20 workdays for CAT II DRs.

5.9.1.6.1.4. (Added) Track replies from affected units. Follow-up messages will be sent for

overdue replies with additional messages sent to associated LRS/CC and parent MAJCOMs

A4RM staff for replies not received within suspense date.

5.9.1.6.1.5. (Added) Freeze item/detail records for the affected stock numbers on overdue replies

over 30 calendar days.

5.9.1.6.1.6. (Added) Compile results from all stock replies and forward information to AFDMPO

once all accounts have completed screening actions. Results will include total discrepant items

located, accounts reporting suspect materiel and final closeout date of the screen actions.

5.9.1.6.1.7. (Added) Collect additional reports from bases of discrepant materiel located/received

after initial stock screen was conducted and forward this information to AFDMPO.

5.9.1.6.1.8. (Added) Maintain all stock screen notifications and screen results received from the

bases until suspect flags or exception control data is removed.

5.9.1.6.1.9. (Added) Maintain a list of all current discrepant item stock screens on SharePoint site

(https://cs2.eis.af.mil/sites/11813/635scog/435scos/assessflt/stock%20screening/forms/allitems.a

spx) to support LRS units to manage their Materiel Suspect Code Listing and/or the Inspection

Offline Checklist (see AFI 23-101, Materiel Management Policy, Chap 5, Section 5I).

5.9.1.6.1.10. (Added) Engage and coordinate with AFDMPO for any potential suspect/discrepant

items identified by retail accounts, maintenance activities, or other sources outside of GIDEP and

JDRS. AFDMPO will determine if discrepant item notification will be established IAW AFI 23-

101, Materiel Management Policy, Section 5J.

5.9.1.6.2. (Replaced) LRS/Materiel Management Activities will perform the following actions

for stock screen of discrepant materiel:

5.9.1.6.2.1. (Added) Provide AFMC current contact names and/or offices to act on stock screen

messages.

5.9.1.6.2.2. (Added) Unit POCs will enroll for alert notifications from the AFDMPO SharePoint.

Units will query ILS-S to determine if suspect stock number is loaded in their account.

5.9.1.6.2.3. (Added) If suspect NSN is loaded in their account, screen all supply assets

(warehouse stocks and details) within the time frames listed above and provide information to

AFMC. Replies will include number of discrepant items found and date stock screen actions

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

were completed. Negative replies are required. Note: CAT I stock screens require immediate

actions and replies.

5.9.1.6.2.4. (Added) Segregate and tag materiel as directed in the discrepant report provided.

Disposition of discrepant items is generally contained in the discrepant report or provided by the

DR contacts listed in the report.

5.9.1.6.2.5. (Added) Notify AFMC of additional discrepant items located/received after initial

stock screen is concluded. Include date found, quantity, and source of discrepant items (i.e.

depot/lateral shipment, maintenance returns, etc.)

5.9.1.6.2.6. (Added) Update the Materiel Suspect Code Listing and/or the Inspection Offline

Checklist with NSNs identified by DMRP (see AFI 23-101, Chap 5, Section 5I) and/or listed on

the AFMC Stock Screen Share-Point.

5.9.1.6.2.7. (Added) Remove suspect flag from items records after one year (unless advised by

AFDMPO to remove flag earlier).

5.9.1.6.2.8. (Added) Ensure personnel unit contacts are trained to properly manage discrepant

materiel and utilize Joint Discrepancy Reporting System (JDRS) program to IAW DAFMAN 23-

122, para. 5.10.2.7.

6.2.1.3.9. (Replaced) AF Form 2005 and processing instructions. Prepare an AF Form 2005 for

all materiel returns. The procedure for preparing the AF Form 2005 depends on the type of

item being returned, as outlined in other sections of this chapter. Note: For recoverable item

turn-ins (XD2/XF3), either an AF Form 2005 or a copy of the original output issue/due-out

release document (DD Form 1348-1A) may be used as the alternate source document for the

return input transaction. Ensure the AF Form 2005 contains all required entries, including the

DOCUMENT CONTROL, (CLASSIFIED, or NWRM when required) stamp after processing,

then forward to Document Control.

6.2.2.7.4.1. (Replaced) The Flight Service Center ensures only personnel authorized by the

NWRMAO process NWRM return transactions. (T-1).

6.2.3.4.2. (Replaced) Throw Away Items. Customers may only throw away items that are in such

a deteriorated condition they cannot be sold through DLADS, thus making them useless for any

future application. Examples are used gaskets, seals, broken plastic items, etc. Under no

circumstances will serviceable or unserviceable consumable items requiring demilitarization be

thrown away. (T-1). See paragraph 6.3 for disposal and demilitarization procedures.

Table 7.1. (Replaced) Activity Code J Serial Number Assignment.

Assigned to

Serial Number

For

IMDS CDB

0001-1999

Maintenance in-line transactions

DPAS

2000-2999

Maintenance in-line transactions

IMIS

3000-3999

Maintenance in-line transactions

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

G081

4000-5999

Maintenance in-line transactions

LRS

6000-6999

Off-line transactions for IMIS units

LRS

7000-7999

Off-line transactions for DPAS units

LRS

8000-8999

Off-line transactions for IMDS CDB units

LRS

9000-9499

Off-line transactions for G081 units

7.3.2.10.4.1. (Replaced) Maintenance sends the required information to process the issue

transaction to the LRS/Materiel Management Activity. This information must include the ID

code of the requesting DPAS/IMIS/IMDS CDB/G081 unit and the entire 12-position job control

number. The LRS/Materiel Management Activity creates a document number for the requested

asset using the normal J document numbers and starting with a daily serial number of 6000-6999

for IMIS, 7000-7999 for DPAS, 8000-8999 for IMDS CDB and 9000-9499 for G081.

7.3.3.1.3. (Added) All rejects should be cleared within 1 workday unless there are specific

reasons that prohibit correction of the reject. Rejects are considered delinquent after 3 days for

controlled/sensitive assets and after 6 days for all others.

7.3.3.1.4. (Added) Manually cleared rejects in the ILS-S SBSS Reject Management function

will contain a valid "Reason Why" phrase. For re-processed transaction, use the transaction

number as the "Reason Why" phrase. Materiel Management Flight leadership will monitor

rejects "Reason Why" inputs and ensure rejects are cleared in a timely manner.

7.3.4. (Added) Enterprise Environmental, Safety & Occupational Health – Management

Information System (EESOH-MIS) Interface.

7.3.4.1. (Added) Purpose to provide the procedures and identify the processes required for the

Materiel Management IT system interface between ILS-S and the EESOH-MIS.

7.3.4.2. (Added) Establishment of this interface to increase the accuracy and efficiency of

interaction between ILS-S and EESOH-MIS by eliminating the need to post transactions

separately in both systems. All applicable transactions, with the exception of receipts, will

generate from EESOH-MIS and will be passed via an automated interface using the Rest API to

ILS-S for processing. Receipt processing will initiate in ILS-S, but will then be passed to

EESOH-MIS for completion and to maintain their system records. In EESOH-MIS, supply

personnel have the capability to inquiry ILS-S inventory balances, order parts, cancel their own

requirements, perform condition code changes, retrieve current status, turn-in consumable assets,

and review canceled requirements through remote terminals located in the work center area.

7.3.4.3. (Added) Issues. Activity codes R and X are assigned to issue requests for EESOH-MIS.

The serial numbers in Table 7.2 will be assigned. Table 7.2 Activity Code R, X Serial Number

Assignment. Assigned to Serial Number for EESOH-MIS 2000-2999 EESOH-MIS In-line

transactions.

8.2.2.3. (Replaced) Verify that the source document (DD Form 1348-6, etc.) contains all

necessary data elements to complete the research action (that is, if a TO reference is given, the

figure and index must be included). If a TO reference gives a non-procurable source code,

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

Maintenance provides AFTO Form 22. If a sole source or brand name is specified, the customer

must provide a letter of justification. Note: The requester must include the unit price or an

estimate on the DD Form 1348-6.

8.2.2.3.1. (Added) Price. Include the unit price, if known, and an allowable tolerance. This data

will be used by Base Contracting personnel to ensure that items with unacceptably high prices

are not used. If the price is not known, enter an estimated unit price. Determine whether the

customer's price estimates are reasonable by comparing them to those for similar items already

loaded in the account. This will ensure that proper ERRCD and budget code, as well as the

proper price, is assigned. If the data is insufficient, return the document to the requester.

8.2.10.3. (Deleted)

8.2.22. (Replaced) Force Activity Designator (FAD) Management. FADs define the relative

importance of a U.S. force, unit, activity, project, program, or foreign country to accomplishing

DoD objectives. FADs are used in conjunction with Urgency of Need Designators to establish a

matrix of priorities used for supply requisitioning and the transport system.

8.2.22.1. (Replaced) CJCSI 4110.01F, Security Information -- United States Only. Classified

lists reflecting authorized FAD I requisitioning entities are distributed and maintained by the

Joint Staff, Directorate for Logistics, Supply Division, J-4/SD. Distribution of this list is on a

strict “need-to-know-basis.” DoD components and associated agencies are authorized to

determine the appropriate distribution within their organizations following standard security

procedures. The following classification guidance applies when information is extracted from the

lists:

8.2.22.1.1. (Added) The association of the nomenclature of any single unit or program with the

FAD I level designator is classified SECRET.

8.2.22.1.2. (Added) Any compilation of forces, units, activities, projects, or programs associated

with the FAD I level designator is classified SECRET.

8.2.22.2. (Replaced) Concurrently use the following supplemental procedures with guidance

contained in DoDM 4140.01, Volume 8, DoD Supply Chain Materiel Management Procedures:

Materiel Data Management and Exchange.

8.2.22.3. (Replaced) Air Force and foreign country organizations will submit FAD I requests

through the supporting Combatant Commands during real-world contingencies, crises, or

emergencies only. These requests must be submitted via SIPRNET message. (T-0). FAD

assignment requests will include all elements. (T-0). Normal day-to-day FAD requests pertain to

organizational FAD upgrade submissions which are not prompted by an immediate real-world

operation, crisis, or emergency. For example, mission change from training unit to combat unit.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

8.2.22.4. (Replaced) Air Force and foreign country organizations will submit FAD I requests

through the supporting Combatant Commands during real-world contingencies, crises, or

emergencies only. (T-0). These requests must be submitted via SIPRNET message. (T-0).

8.2.22.5. (Replaced) Requesting AF organizations will use FAD criteria, supported by CJCSI

4110.01F, to determine the appropriate level FAD necessary to support mission requirements.

Requests to change FAD designation will be accomplished per CJCSI 4110.01F. (Figure 8.1).

8.2.22.5.1. (Replaced) Direct supporting units requiring a FAD increase to match the supported

unit’s designation for FAD I-IV requests, requires AF/A3 approval, per DAFPD 10-11,

Priorities for Resource Management. (Figure 8.2.).

8.2.22.6. (Replaced) MAJCOM A4s must ensure all requested information is included and will

coordinate with MAJCOMs A3, A4, A5, A8, and A10 (Nuclear requests Only), prior to

submitting change request to AF/A4LR.

8.2.22.6.1. (Replaced) Submit FAD I change requests via SIPR. Contact AF/A4LR to determine

to whom it should be sent to on SIPR. Notify the individual immediately once email sent to

SIPR.

8.2.22.6.2. (Added) FAD II-IV change requests can be submitted directly to the AF/A4LR FAD

Monitor [email protected] If any information on a FAD II-IV

change request is deemed at risk of disclosure, submit on SIPR as outlined for FAD I.

8.2.22.7. (Replaced) AF/A4LR will review all FAD change requests submitted by MAJCOMs,

Combatant Commands for Air Force and associated foreign country organizations for

completeness. Reviewers will coordinate with requestor to resolve or explain all discrepancies

and denials.

8.2.22.8. (Replaced) All FAD requests require staff coordination from AF/A5, AF/A8, AF/A10

(Nuclear requests only), SAF/IA (FMS requests only), and AF/A4LM, prior to AF/A3

coordination.

8.2.22.9. (Replaced) AF/A4L, as the Joint Materiel Priorities and Allocation Board (JMPAB) Air

Force delegate, will forward all adjudicated FAD I requests to the Joint Staff/J4 for review and

approval action. (T-0). AF/A4LR will forward all adjudicated FAD II-IV requests to AF/A3 for

review and approval action.

8.2.22.10. (Replaced) AF/A4LR will forward copies of the approved documentation to the

requesting organization, supporting MAJCOM, and the 635 SCOW/LG. AF/A4LR will also

notify the AF/A4LR FAD Monitor of the new FAD. Packages declined will be returned to

requestor.

8.2.22.10.1. (Replaced) Enterprise FAD Monitor will update the approved FAD, in accordance

with CJCSI 4110.01F, on the Record of File (ROF) and the OCCR. DPAS FAD Monitor will

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

manually update approved FAD changes until DPAS interfaces with ILS-S. (T-0). The

requesting organization will ensure the new FAD is directly associated with the mission

generating the FAD assignment.

8.2.22.11. (Replaced) Annual FAD Validation.

8.2.22.11.1. (Replaced) FAD I Validation. A FAD I validation will take place every March.

AF/A4LR will obtain the most current approved FAD I list from JS/J4. AF/A4LR will validate

and re-justify necessity of the designation through coordination with MAJCOMs and Combatant

Commands for all AF and associated foreign country organizations.

8.2.22.11.1.1. (Added) All FAD change requests will follow normal submission requests as cited

in this chapter.

8.2.22.11.2. (Replaced) FAD II-V Validation. A FAD II-V validation will take place every

March. AF/A4LR will obtain the most current approved FAD II-V list from AF/A3. AF/A4LR

will validate that the ROF and OCCR FAD records match the approved AF/A3 list.

8.2.22.11.2.1. (Replaced) AF/A4LR will provide SF/S4 FAD Monitor a FAD I-V validation

summary comprised of a distribution profile and graphical representation of FAD I – V

assignments.

8.2.22.11.3. (Replaced) AF/A4LR will forward a copy of the FAD I-V validation summary,

comprised of a distribution profile and graphical representation of FAD I – V assignments, to

AF/A3 and the Joint Materiel Priorities and Allocation Board via the Joint Staff, Director of

Logistics no later than 30 June.

8.2.22.12. (Added) AF/A4 delegates AF/A4L as the representative for the JMPAB and associate

working groups, as necessary.

8.2.22.13. (Replaced) To preserve the integrity of the FAD assignment, FAD overrides will only

be supported for deployments as outlined in CJCSI 4110.01F. (T-0).

8.2.22.13.1. (Replaced) In preparation of a deployment, a unit may be authorized a higher FAD

per the CJCSI 4110.01F. The deployment preparation order will be reviewed by the 635

SCOW/LG and in coordination with the applicable MAJCOM, to determine if a higher FAD is

authorized as outlined in the CJCSI 4110.01F. The 635 SCOW/LG is authorized to direct AFMC

Records Maintenance to upgrade OCCR FAD up to a FAD II for the period of the operation,

deployment, or execute orders expire. FAD I upgrades are not authorized without JS/A4

approval. (T-0).

8.2.22.13.2. (Added) AFMC Records Maintenance will assign a valid start and stop date based

on the execution order when updating the approved OCCR FAD II-IV upgrade in the system.

The system will automatically revert back to the unit’s original FAD when the stop date expires.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

(Replaced) Figure 8.1. FAD Change Request

SUBJECT: FAD Change Request

1. In accordance with DAFMAN 23-122 and CJCSI 4110.01F the following information is provided:

A. Force, unit, activity, project, or program nomenclature:

B. DoDAAC:

C. Unit identification code:

D. FAD requested:

E. Request Duration:

F. Submission Classification (as applicable):

G. Mission, project, or program description:

H. Justification (See Note 6):

I. Estimate of operational impact if the FAD is not awarded.

J. Known competing forces, units, activities, projects, or programs.

K. Office of primary responsibility:

L. Other supporting data or remarks (e.g., actions taken to obtain the necessary supplies and/or equipment

or to solve the problem that the requested FAD is intended to alleviate).

M. Supply Data for FAD Change Request: Applicable PFMR(s) and Org Code(s)

2. The Squadron/Office Symbol/POC/email/Commercial/DSN.

3. MAJCOM Coordination (See Note 2). Include MAJCOM directorates, coordination, name, and date.

Note 1: Requesting AF organizations will use FAD criteria, supported by CJCSI 4110.01F, to

determine the appropriate level FAD necessary to support mission requirements. Requests to change

FAD designation will be accomplished per CJCSI 4110.01F.

Note 2: MAJCOM A4s must ensure all requested information is included and will coordinate with

MAJCOMs A3, A4, A5, A8, and A10 (Nuclear Only), prior to submitting change request to AF/A4LR.

Note 3: Submit FAD I change requests via SIPR. Contact AF/A4LR to determine whom to send it to on

SIPR. Notify the individual immediately via NIPR once email sent to SIPR.

Note 4: Submit FAD II-IV change requests directly to the AF/A4LR. If any information on a FAD II-IV

change request is at risk of disclosure, submit on SIPR as outlined for FAD I.

Note 5: Email or memo format are both suitable for requests.

Note 6: Detailed justification of the critical nature of the requirement and its relationship to mission

readiness to ensure JMPAB members can determine impact on DoD forces and programs.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

(Replaced) Figure 8.2. Direct Support FAD OCCR Change Request

SUBJECT: Direct Support FAD OCCR Change Request

1. In accordance with DAFMAN 23-122 and CJCSI 4110.01F the following information is provided:

Part I – Approved Higher Force, Unit, Activity, Project, or Program Information:

N. Approved higher force, unit, activity, project, or program nomenclature

O. Approved Department of Defense Activity Address Code (DoDAAC)

P. Approved unit identification code

Q. Approved FAD

Part II – Direct Support FAD OCCR Change Request Information

A. Direct support force(s), unit(s), activity(s), project, or program nomenclature

B. Department of Defense Activity Address Code (DoDAAC)

C. Unit identification code.

D. FAD OCCR requested.

E. Duration of request

F. Classification of submission information, as applicable.

G. Mission, project, or program description

H. Justification (See Note 6).

I. Estimate of operational impact if the FAD is not awarded

J. Known competing forces, units, activities, projects, or programs.

K. Office of primary responsibility

L. Other supporting data or remarks (e.g., actions taken to obtain the necessary supplies and/or equipment or to

solve the problem that the requested FAD is intended to alleviate

M. Supply data FAD OCCR change request: Applicable PFMR(s) and Org Code(s)

2. The Squadron/Office Symbol/POC/email/Commercial/DSN.

3. MAJCOM Coordination (See Note 2). Include MAJCOM directorates, coordination, name, and date.

Note 1: Requesting AF organizations will use FAD criteria, supported by CJCSI 4110.01F, to determine the

appropriate level FAD necessary to support mission requirements. Requests to change FAD designation will

be accomplished per CJCSI 4110.01F.

Note 2: MAJCOM A4s must ensure all requested information is included and will coordinate with

MAJCOMs A3, A4, A5, A8, and A10 (Nuclear Only), prior to submitting change request to AF/A4LR

Note 3: Submit FAD I change requests via SIPR. Contact AF/A4LR to determine whom it send to on SIPR.

Notify the individual immediately via NIPR once email sent to SIPR.

Note 4: Submit FAD II-IV change requests directly to the AF/A4LR. If any information on a FAD II-IV

change request is at risk of disclosure, submit on SIPR as outlined for FAD I.

Note 5: Email or memo format are both suitable for requests.

Note 6: Detailed justification of the critical nature of the requirement and its relationship to mission readiness

to ensure JMPAB members can determine impact on DoD forces and programs.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

(Added) Figure 8.3

. CJCS Project Code

Request

SUBJECT: CJCS Project Code Request

1. Requests for CJCS project codes will include the following information:

A. The type of CJCS project code required, as defined in CJCSI 4110.01F paragraph 2 of Enclosure D.

B. Project Name.

C. Service or CCMD.

D. Office of primary responsibility.

E. Proposed effective date.

F. Proposed termination date.

G. Force/activity designator.

H. Classes of materiel involved.

I. Brief narrative background on the nature of the requirement.

J. Justification of the need for a CJCS project code, to include:

(1) Resource conflicts and shortfalls.

(2) Types of materiel involved.

(3) Probable impact and/or schedule slippages if a project code is not assigned.

(4) Production delays or backlogs, if appropriate.

2. Emergency requests to assign CJCS project codes for use in crisis situations or unscheduled critical

operations may be submitted with only the specific information designated above in subparagraphs 1.a.

through 1.i. When available, units, forces, and activities that will use the project code should also be

included with the information provided in subparagraph 1.j.

3. Message requests for assignment of CJCS project codes should be addressed

to: JOINT STAFF WASHINGTON DC//J4//J44//.

4. The Squadron/Office Symbol/POC/email/Commercial/DSN.

5. MAJCOM and 635 SCOW/LG Coordination (See Note 2). Include MAJCOM directorates,

coordination, name, and date.

Note 1: Requesting AF organizations will use CJCS project code criteria, supported by CJCSI

4110.01F, to determine the appropriate project code series to support mission requirements.

Note 2: MAJCOM A4s must ensure all requested information is included and will coordinate with

MAJCOMs A3, A4, A5, A8, and A10 (Nuclear Only), as well as the 635 SCOW/LG, prior to

submitting change request to AF/A4LR.

Note 3: Submit CJCS project code requests via SIPR. Contact AF/A4LR to determine whom to

send it to on SIPR. Notify the individual immediately via NIPR once email sent to SIPR.

Note 4: Email or memo format are both suitable for requests.

Note 5: Detailed justification of the critical nature of the requirement and its relationship to mission

readiness to ensure JMPAB members can determine impact on DoD forces and programs.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

(Added) Figure 8.4. FAD Management Process Map

9.3.3.2.4. (Replaced) General Support Division (GSD) Operating Program. The gaining major

command is responsible for notifying AFMC of an anticipated move or conversion, the date of

the move or conversion will take place, and any pertinent information on the major command

involved.

9.4. (Added) Project Code 703, Safeguard Support.

9.4.1. (Added) AF Policy. Any unit(s) tasked to support Immediate Response Force (IRF) and or

replacement naming mission set, can have their Readiness Spares Package (RSP) assigned

Project Code (PC) 703 and Project Flag (PF) B for the duration of their IRF window. All PC 703

requisitions will be prioritized equal to all other 7-series project codes, but lower than all 9-series

project coded requisitions.

9.4.2. (Added) AF Procedures:

9.4.2.1. (Added) AF/A4LR:

9.4.2.1.1. (Added) Will authorized SPRS assignment of 19 for PC 703, Safeguard Support.

9.4.2.1.2. (Added) Will direct AFMC AFLCMC/HIS to have KSNs with PC 703 assigned from

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

Auto Sourcing.

9.4.2.2. (Added) MAJCOM (A4R):

9.4.2.2.1. (Added) Will coordinate with applicable A3 Division to obtain schedule of unit(s) in

IRF window(s).

9.4.2.2.2. (Added) Will direct unit(s) to load PC 703/PF-B to applicable IRF tasked RSP KSNs

30 days prior to IRF window start date.

9.4.2.2.3. (Added) Will direct unit(s) to remove PC 703/PF-B from applicable IRF tasked RSP

KSNs when unit(s) are no longer in IRF window.

9.4.2.3. (Added) Base Level (Materiel Management):

9.4.2.3.1. (Added) Will load PC 703/PF-B to IRF tasked RSP KSN as directed by MAJCOM

A4R.

9.4.2.3.2. (Added) Will ensure the “Percent Fill Require” on the IRF tasked RSP serial

number/control record is set to 99% or higher.

9.4.2.3.3. (Added) Will change the Withdrawal Flag to “N” on all RSP details records for the

IRF tasked RSP KSN.

9.4.2.3.4. (Added) Will remove PC 703/PF-B from applicable IRF tasked RSP KSNs once

tasking window is complete or when authorized use of a higher PC/PF.

9.4.2.3.5. (Added) Will change Withdrawal Flag to “Y” on all RSP detail records for IRF tasked

RSP KSN once tasking window is complete.

10.2.2.4.3.1. (Replaced) The serial numbers for each transaction will be listed on the

Management Notice F117, in conjunction with the output (source) document. All serial numbers

are left justified. The COMSEC serial numbers will not be prefixed by zeros unless the zero is

part of the COMSEC serial number.

10.2.2.4.3.2. (Replaced) Document Control will file a copy of the Management Notice F117

along with the source document.

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

References

(Deleted) AFI 23-111, Management of Government Property in Possession of the Air Force, 19

November 2018

(Added) DAFPD 10-11, Priorities for Resource Management, 21 May 2021

(Added) DAFI 10-401, Operations Planning and Execution, 13 January 2021

(Deleted) DAFI 33-360, Publications and Forms Management, 1 December 2015

(Added) DAFI 65-601 V1, Budget Guidance and Procedures, 22 June 2022

(Added) DAFI 90-160, Publications and Forms Management, 14 April 2022

(Added) DAFMAN 10-406, Unit Type Code Management, 6 October 2021

(Added) DoDI 5000.64_DAFI 23-111, Accountability and Management of DoD Equipment and

Other Accountable Property, 6 December 2021

(Added) CJCSI 4110.01F, Joint Materiel Priorities and Allocation, 25 September 2021

(Deleted) CJCSI 4110.01E, Joint Materiel Priorities and Allocation, 19 July 2012

(Added) ILS-S User Guide

(Added) TO 00-1-5, Air Force Technical Order System

(Added) TO 00-25-195, Air Force Technical Order System Source, Maintenance, and

Recoverability Coding of Air Force Weapons, Systems, and Equipment

Abbreviations and Acronyms

(Deleted) AFLRB-Air Force Logistics Readiness Board

(Added) AFMC/FM—Air Force Materiel Command Financial Management

(Added) DAF—Department of the Air Force

(Added) DAFGM—Department of the Air Force Guidance Memorandum

(Added) DAFM—Department of the Air Force Manual

(Added) GMO—Global Management Officer

(Added) GIDEP-Government Industry Data Exchange Program

(Added) IRF-Immediate Response Force

(Added) MACR—Materiel Acquisition Control Record

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

(Replaced) NWRMAO—NWRM Accountable Officer

(Added) SAF—Secretary of the Air Force

(Added) SCOS—Supply Chain Operations Squadron

(Deleted) SMAG—Supply Management Activity Group

(Deleted) SMAG-R—Supply Management Activity Group-Retail

Attachment 4

Base Closure Checklist

Table A4.1. (Replaced) Base Closure Checklist.

ITEM

TASK

OPR

When notified about a base closure, the major command must

determine the status of satellite accounts and local agreement for

Federal aid, and prepare a phasedown plan for the applicable

account.

MAJCOM

As items are identified for base closure, the base closure flag field

(101-BASE-CLOSURE) of the item record will be equal to a

numeric

1. Requisitioning programs will recognize this flag and requisition

only for due-out and special level quantities (via R32/NGV822.).

MAJCOM/LRS

Special processing for excess reporting should not be required

once items have been identified for base closure (the base closure

field of the item record will be equal to a numeric 1). To ensure

that excesses are promptly reported to the source of supply,

AFMC must ensure that file status is processed after the base

closure flag is set on the item record.

AFMC (Stock

Control)

The demand level for all items selected will be forced to zero

under computer control. Also see #23. Failure to do this will result

in requisitioning and RVPs.

AFMC (Stock

Control)

Items that exceed requirements (special level and due-out detail

quantities) are considered excess and must be reported or disposed

of.

AFMC (Stock

Control)

Use the lateral requisitioning procedures to facilitate disposing of

excess items. Accomplish extensive lateral redistribution before

accelerated excess reporting, when possible.

AFMC (Stock

Control)

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

When accelerated excess reporting and disposition actions have

not deleted all serviceable and unserviceable balances, and the

applicable PAD or directive authorizes automatic return, take the

following actions to process the automatic return items:

Use GCSS/Business Objects (BOBJ) to: 1) scan the ILS-S

computer for automatic return items, and 2) format FEX according

to AFH 23-123, Volume 2, Part 1. Process the FEX inputs inline

to record the transactions and produce the required shipping

documents.

AFMC (Stock

Control)

Be sure to clear delinquent DIFM items and dispose of

reparables.

LRS

All weapon systems and associated support equipment will be

transferred in complete and serviceable configuration.

LRS and CEMF

ITEM

TASK

OPR

Repair items still on backorder at time of transfer will be

purchased by the losing organization. Missing components will be

paid for by the losing organization as well.

LRS

The way to ensure that complete/serviceable systems are

transferred is to conduct a thorough Site Activation Task Force

(SATAF) with all key players and disciplines present.

MAJCOM

MAJCOMs must deliver programming plans (p-plans) to both the

gaining and losing activities well in advance of the scheduled

transfer of assets.

MAJCOM

In the event the gaining organization agrees to accept an

incomplete weapon system, it is their responsibility to ensure the

funds and records (supply and accounting) are transferred.

MAJCOM/LRS

If the gaining organization accepts an incomplete system without

the necessary funding, the gaining organization will pay for the

missing components.

MAJCOM/LRS

When the CEMF personnel receive special guidance and direction

from the HQ USAF, they must make sure to: 1) report and ship all

equipment items, and 2) reduce all authorized/in-use detail records

and balance fields to zero by the established closure date.

AFMC (CEMF)

Determine if equipment on authorized/in-use detail records will to

be transferred to another base as a package (that is, all items

supporting a particular weapons system).

AFMC (CEMF)

When movement of personnel and organizations requires custodial

accounts to be closed before disposing of all items, the Logistics

Readiness Squadron/supply activity will transfer all in-use

property to the BCE or residual contractor using FET procedures.

MAJCOM/ LRS

When these in-use details are transferred to the Logistics

Readiness Squadron Commander/Accountable Officer holding

account, the allowance source code is changed to 076.

AFMC (CEMF)

DAFMAN 23-122_DAFGM2024-01

Attachment Title

Changes to DAFMAN 23-122, 2 August 2022

Because the base closure date usually is known well in advance,

single line-item cancellations can be submitted. However, when

insufficient advance notice does not permit continued cancellation

on a single line-item basis, a mass or universal cancellation

request may be submitted.

AFMC (Stock

Control)

Once all property has been transferred/shipped coordinate with

ILS-S PMO to pull a real time list to verify no remaining details

are left on the account (Note: Do not delete NSNs for NWRM

assets identified with freeze code S or NWRM in nomenclature.)

AFMC (Internal

Controls/Computer

Ops)

Run GCSS/BOBJ script to identify what details are on account

e.g., DIFM, RNB, Status, due-in/due-out, etc. and ensure details

are cleared working with weapon system teams, MAJCOM, LRS.

AFMC (Internal

controls)

ITEM

TASK

OPR

Review M01/NGV972 Stock Fund On-Order, In-Transit, And

Payable List for outstanding details that require.

LRS

Process FCD to load REX 4 to all NSNs or zero demand levels

whichever is most feasible and coordinate with Computer OPS to

stop releveling on Stock Record Account Number (SRAN).

AFMC (Stock

Control)

Run GCSS script to identify retro policy levels Max Level one and

delete.

AFMC (Stock

Control)

Identify Max Level zero and delete (Note: Ensure REX 4s are

loaded to all NSNs prior to deleting MAX Level 0.)

AFMC (Stock

Control)

Process FID to delete NSNs.

AFMC (Records

Maint)

Run final ILS-S products for account closure: Normal end-of-day

reports, Normal end-of-month reports, Conversion Audit List

(R22/NGV803) and Accounting and Finance end-of-year report

(NGV946).

AFMC

Run Conversion Audit List (R22/NGV803) file on S-drive.

AFMC

Process/Review last M32/NGV808 and M01/NGV972 reports to

review status of item records with zero serviceable balance equal

the total number of item records and miscellaneous/detail record

data equal zero

AFMC

Coordinate with DFAS on SRAN deletion.

AFMC GSD

Contact Gunter to delete SRAN from ILS-S.

AFMC

Go to DoDAAC webpage and delete DoDAAC. Follow-up with

DoDAAC monitor and MAJCOM to track deletion process.

AFMC/MAJCOM/

Delete SRAN from GCSS and DAAS.

AFMC

BY ORDER OF THE SECRETARY

OF THE AIR FORCE

AIR FORCE MANUAL 23-122

27 OCTOBER 2020

Materiel Management

MATERIEL

MANAGEMENT PROCEDURES

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the e-Publishing website at

www.e-Publishing.af.mil for downloading or ordering

RELEASABILITY: There are no releasability restrictions on this publication

OPR: AF/A4LR

Supersedes: AFMAN23-122,

14 December 2016

Certified by: SAF/AQD

(Ms. Angela L. Tymofichuk)

Pages: 469

This publication implements Air Force Instruction (AFI) 23-101, Air Force Materiel

Management, in conjunction with Air Force Handout (AFH) 23-123, Materiel Management

Handbook. This manual provides procedures in support of guidance from Department of Defense

(DoD) and the Air Force (AF).This document applies to all civilian employees and uniformed

members of the Regular Air Force (RegAF), Air Force Reserve (AFR), and Air National Guard

(ANG). Refer recommended changes and questions about this publication to the Office of

Primary Responsibility (OPR) using AF Form 847, Recommendation for Change of Publication;

route AF Forms 847 from the field through the appropriate functional’s chain of command. The

authorities to waive wing/unit level requirements in this publication are identified with a Tier

(“T-0, T-1, T-2, T-3”) number following the compliance statement. See DAFI 33-360,

Publications and Forms Management, for a description of the authorities associated with the Tier

numbers. Submit requests for waivers through the chain of command to the appropriate Tier

waiver approval authority, or alternately, to the requestor’s commander for non-tiered

compliance items. Ensure all records created as a result of processes prescribed in this

publication are maintained in accordance with AFI 33-322, Records Management and

Information Governance System, and disposed of in accordance with the Air Force Records

Disposition Schedule located in the Air Force Records Information Management System. The

use of the name or mark of any specific manufacturer, commercial product, commodity, or

service in this publication does not imply endorsement by the Air Force. This Air Force Manual

(AFMAN) may be supplemented at Major Command (MAJCOM) level, but all supplements

that directly implement this publication must be routed to the Air Force Logistics, Engineering

and Force Protection, Logistics Readiness Division (AF/A4LR) for coordination prior to

certification and approval. Notify AF/A4LR of guidance conflicts between this manual and any

Certified Current, 15 AUGUST 2024

2  AFMAN 23-122  27 OCTOBER 2020 
other  DoD/USAF  guidance  or  Technical  Orders  (TO).  Pending  case  resolution,  DoD 
directives/TOs will take precedence. The use of the name or mark of any specific manufacturer, 
commercial product, commodity, or service in this publication does not imply endorsement by 
the Air Force. In accordance with DoD policy, ensure that reports of information collections are 
collected,  compiled  and  transmitted  from  the  general  public  are  cleared  and  licensed  by  the 
Office of Management and Budget prior to collection. Information that is collected from other 
DoD  components  or  Federal  agencies  must  be  approved  by  DoD  and  licensed  with  a  report 
control  symbol.  See  Attachment  1  for  a  glossary  of  references  and  supporting  information. 
Compliance with the attachments in this publication is mandatory. 
SUMMARY OF CHANGES 
This revision includes significant changes and must be reviewed in its entirety. Major changes 
include guidance to incorporate Financial Improvement and Audit Readiness (FIAR) compliance 
procedures for equipment custodians; movement  of  Satellite  Operations to  Chapter  9;  Local 
Purchase (LP) Waivers or Local Repair (LR) Waivers for AF Equipment Items; update the term 
MICAP-Mission  Impaired  Capability  Awaiting  Parts;  addition  of  Non-optimize  (NOP) 
procedures; update to Individual Protective Equipment (IPE) protective mask  procedures;  the 
change  of  the  Centralized  Equipment  Office  to  establishment  of  Centralized  Equipment 
Management  Flight  (CEMF);  Force  Activity  Designator  (FAD)  Management;  validating  War 
Reserve Materiel (WRM) and Readiness Spares Package (RSP) funding requirements. 
 
Chapter 1—GUIDING PRINCIPLES    6 
Section 1A—General Manual Information    6 
1.1.  Purpose and Scope. ..................................................................................................   6 
Section 1B—Roles and Responsibilities    6 
1.2.  Headquarters Air Force (HAF) Logistics Readiness Division (A4LR). ..................   6 
1.3.  Major Command (MAJCOM) Functions. ................................................................   6 
1.4.  Air Force Materiel Command (AFMC). ..................................................................   7 
1.5.  Logistics Readiness Squadron (LRS). .....................................................................   7 
Figure  1.1.  Template for Certificate of Transfer of Account (for DODAAC "FB" Accounts). .   9 
Figure  1.2.  Template for Certificate of Transfer of Account (for DODAAC “FB” Accounts 
with NWRM). ..........................................................................................................   10 
Figure  1.3.  Template for Certificate of Transfer of Account (For DODAAC Account Types 
Other Than FB). .......................................................................................................   11 
Chapter 2—PLAN    12 
2.1.  Overview. .................................................................................................................   12 

AFMAN 23-122  27 OCTOBER 2020  3 
2.2.  Stockage Procedure. .................................................................................................   12 
2.3.  Financial Management. ............................................................................................   20 
2.4.  War Reserve Materiel (WRM). ................................................................................   26 
2.5.  Degraded Operations. ..............................................................................................   34 
2.6.  Readiness Spares Packages and Kits. ......................................................................   37 
Figure  2.1.  Deployment Computation Request Format. ............................................................   48 
Figure  2.2.  RSP Destruction and Reconstitution Assessment. ...................................................   49 
Table  2.1.  Spares Assessment. ..................................................................................................   57 
Figure  2.3.  MRSP Deployment Notification. .............................................................................   58 
2.7.  Base Closures. ..........................................................................................................   59 
2.8.  Weapons System Transfer. ......................................................................................   61 
2.9.  Equipment Transfers. ...............................................................................................   62 
2.10.  Weapon Systems Deactivation Action. ....................................................................   67 
Chapter 3—SOURCING OF MATERIEL    68 
3.1.  Overview. .................................................................................................................   68 
3.2.  Local Purchase and Retail Sales. .............................................................................   68 
Figure  3.1.  DD Form 1348-6, Local Purchase Entry. ................................................................   69 
3.3.  Receipt Processing. ..................................................................................................   79 
Chapter 4—MAKE AND MAINTAIN MATERIEL    81 
4.1.  Overview. .................................................................................................................   81 
4.2.  Time Compliance Technical Order (TCTO). ...........................................................   81 
4.3.  Repair. ......................................................................................................................   93 
4.4.  Time Change Items. .................................................................................................   103 
Chapter 5—DELIVERY OF MATERIEL    105 
5.1.  Overview. .................................................................................................................   105 
5.2.  Ordering and Requisitioning. ...................................................................................   105 
Table  5.1.  MAJCOM Country Code. ........................................................................................   108 
Table  5.2.  RIK Accountability. .................................................................................................   108 
Table  5.3.  Issue and Account for Cash Reimbursement. ..........................................................   109 

4  AFMAN 23-122  27 OCTOBER 2020 
Table  5.4.  Data Elements. .........................................................................................................   109 
Table  5.5.  Customer Backorder Review/Validation Products. .................................................   149 
5.3.  Physical Asset Management. ...................................................................................   151 
Table  5.6.  Minimum SDR Data. ...............................................................................................   159 
Table  5.7.  NSN list for SEX 2. .................................................................................................   190 
Table  5.8.  MRA/MAQ Flags and Definitions. ..........................................................................   199 
5.4.  Equipment Management. .........................................................................................   216 
Figure  5.1.  Sign this statement on the last page. ........................................................................   248 
Figure  5.2.  Certification of Loss Due to Combat Operations. ....................................................   250 
Table  5.9.  Equipment Master CA/CRL Jacket File Checklist. .................................................   252 
Table  5.10.  Equipment Folder Checklist (Field use). .................................................................   256 
Table  5.11.  Definitions for Local Purchase/Local Repair Waiver Requests Information. .........   284 
Table  5.12.  Prioritization Category 1-4. .....................................................................................   285 
5.5.  Document Control and Detail Records. ...................................................................   285 
5.6.  Record Reversal and Correction. .............................................................................   296 
5.7.  Physical Inventory and Inventory Adjustments. ......................................................   300 
Figure  5.3.  QMF Generated Spreadsheet Example. ...................................................................   333 
Figure  5.4.  Query Management Facility (QMF). .......................................................................   335 
5.8.  Special Purpose Recoverables Authorized Maintenance (SPRAM). .......................   336 
5.9.  Inspection and Related Operations. .........................................................................   344 
5.10.  Management of Discrepant, Counterfeit and Suspect Counterfeit Materiel. ...........   352 
5.11.  Stock Positioning. ....................................................................................................   352 
Chapter 6—MATERIEL RETURNS    355 
6.1.  Overview. .................................................................................................................   355 
6.2.  Returns. ....................................................................................................................   355 
Table  6.1.  Materiel Return Source Document Requirements. ..................................................   357 
Table  6.2.  Exceptions to TEX code “+” Returns. .....................................................................   359 
6.3.  Disposal and Demilitarization. .................................................................................   365 
Figure  6.1.  Inspector Certification. ............................................................................................   369 

AFMAN 23-122  27 OCTOBER 2020  5 
Table  6.3.  Demilitarization / Disposal Requirements. ..............................................................   371 
Chapter 7—SUPPORTING TECHNOLOGIES    375 
7.1.  Overview. .................................................................................................................   375 
7.2.  Automatic Identification Technology, MMHS, and Other Capabilities. .................   375 
7.3.  Supply Chain Materiel Management System...........................................................   376 
Table  7.1.  Activity Code J Serial Number Assignment. ...........................................................   379 
Chapter 8—LOGISTICS PROGRAMS AND SYSTEMS    382 
8.1.  Overview. .................................................................................................................   382 
8.2.  Cataloging and Records Maintenance. ....................................................................   382 
Chapter 9—SPECIAL REQUIREMENTS    399 
9.1.  Overview. .................................................................................................................   399 
9.2.  Special Logistics Support. .......................................................................................   399 
9.3.  Satellite Operations. .................................................................................................   400 
Chapter 10—INTENSIVELY MANAGED AND TRACKED ITEMS    404 
10.1.  Overview. .................................................................................................................   404 
10.2.  Management of Controlled Materiel. .......................................................................   404 
Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION    421 
Attachment 2—NON-OPTIMIZE (NOP) ON MOBILITY READINESS SPARES    460 
Attachment 3—EMAIL DISTRIBUTION LIST SAMPLE EMAIL MESSAGE FORMAT    464 
Attachment 4—BASE CLOSURE CHECKLIST    466 
 

6 AFMAN 23-122 27 OCTOBER 2020

Chapter 1

GUIDING PRINCIPLES

Section 1A—General Manual Information

1.1. Purpose and Scope.

1.1.1. Purpose and Scope. The purpose of this manual is to further implement direction

provided in AFPD 23-1 and AFI 23-101. This guidance provides directions for performing

predominantly retail materiel management processes associated with determining stock

requirements, inventorying, storing materiel, cataloging, ordering, sourcing, receiving,

delivering, and return/disposal of materiel for Class IX repair parts and select Class VII

major end items as identified and approved by Headquarters AF (HAF). Additionally,

guidance for other classes of supply is covered in specific subject areas. These references

will be specifically enumerated where applicable.

1.1.2. Description. This manual has the same construct as AFI 23-101 and AFH 23-123.

While not all sections within AFI 23-101 have associated procedures enumerated in AFMAN

23-122, those sections where procedures are detailed have the same section titles. In a similar

manner, where applicable, sections have the same titles in AFH 23-123. For example,

paragraph 5.4, is the same section in AFI 23-101 and AFH 23-123.

1.1.2.1. Users are encouraged to refer to Attachment 1 for reference information as well

as identification of legacy AF supply chain functions with updated terminology.

1.1.2.2. The Integrated Logistics System-Supply (ILS-S) system is the overarching term

used to describe the system(s) used by base retail materiel management operations. In

many cases the term ILS-S is used to identify system related functions/references. Where

applicable, in some instances, specific identification of ILS-S is used for more detailed

identification. Definitions of data elements used throughout this manual for preparing and

processing changes to essential data on item, detail, and support records are located in

AFH 23-123 and ILS-S User's Manual.

Section 1B—Roles and Responsibilities

1.2. Headquarters Air Force (HAF) Logistics Readiness Division (A4LR). Reviews all

validated FAD requests from MAJCOMs and Combatant Commands for Air Force and

associated foreign country organizations. Reviewers will coordinate with supporting commands

and resolve or explain all discrepancies and denials.

1.3. Major Command (MAJCOM) Functions.

1.3.1. MAJCOMs collect SDR data from their respective units on a semi- annual basis

(reporting periods are October - March and April - September) the suspense for October -

March is 30 April and for April - September is 31 October. This is necessary so MAJCOMs

can evaluate the quality of their base SDR programs. MAJCOMs will ensure their units are

collecting the minimum information shown in Table 5.6 from all sources of shipment or

supply (e.g., AFMC Air Logistics Complexes, GSA, DLA (including Defense Distribution

Depots)), other Bases, and any other major source of supply.

AFMAN 23-122 27 OCTOBER 2020 7

1.3.2. MAJCOMs provide redistribution plan guidance to respective IPE Elements.

1.3.3. MAJCOMs coordinate with AFMC prior to disposing of excess IPE assets or

authorizing out of cycle redistributions.

1.3.4. MAJCOMs review the Allowance Standard working copy and have a command

position, by item, prior to the conference. Commands submit their comments to the lead

Equipment Review Authorization Authority point of contact prior to the allowance standard

review when representation will not attend the review.

1.3.5. The MAJCOM/DRU/FOA CEMF will:

1.3.5.1. Act as the liaison to AF/A4LR to resolve requests for waivers to policy for

transfer actions.

1.3.5.2. Act as the liaison between the Functional Area Manager (FAM) and supporting

AFMC.

1.3.5.3. Coordinate transfer of accountability between the FAM, CEMF, the gaining

location, the losing location, and AFMC.

1.3.5.4. Monitor loaned assets shipped via redistribution orders (RDOs) using transfer

procedures until assets are returned.

1.3.5.5. Ensure Chief Financial Officer (CFO) data for assets shipped with a unit price

equal to or over $1M, as a result of transfer/RDOs, are properly updated via AFEMS.

1.4. Air Force Materiel Command (AFMC).

1.4.1. AFMC/FM will use data from the SMAG-R PBR in the Budget Estimate Submission

(BES) sent to Secretary of the Air Force (SAF)/Financial Management (FM).

1.4.2. Computes the value of requisitions anticipated for the remainder of the fiscal year. (T-

1).

1.4.3. Manages the entire degraded operations process at their level.

1.4.4. Manages the requisition override program.

1.4.5. Responsible for all requisition follow-up except for local routing identifiers, TCTOs,

and non -MICAP part number requisitions.

1.4.6. Suspect Materiel. AFMC coordinates stock screening action requests received from

the Air Force Discrepant Materiel Program Office (AFDMPO) DLA, GSA, Depot item

managers, Air Staff, etc.

1.4.7. Suspenses supported LRS/Materiel Management Activities to perform stock screening

actions and will maintain all stock screening notifications and screening results received from

the bases until suspect flags or exception control data is removed.

1.5. Logistics Readiness Squadron (LRS).

1.5.1. Change of Accountable Property Officers (APOs).

1.5.1.1. Purpose: To explain the Change of APOs process. For policy specific

requirements review AFI 23-101 and for Information Technology (IT) specific guidance

use AFH 23-123.

8  AFMAN 23-122  27 OCTOBER 2020 
1.5.1.2.  When the APO of an accountable Department of Defense Activity Address Code 
(DODAAC)  is  replaced  by  a  newly  designated  APO  the  following  actions  will  be 
performed: 
1.5.1.2.1.  Complete a 100% inventory of Nuclear War Reserve Materiel (NWRM) 
for FB accounts with NWRM per paragraph 5.7, prior to transfer of accountability. 
(T-1). 
1.5.1.2.2.  The  installation/wing  commander  or  equivalent  with  approving  official 
input  will  determine  if  conditions  exist  which  would  preclude  relief  from 
accountability or require board/survey action against the  officer before the present 
APO  is  relieved  from  accountability.  (T-1).  If  applicable,  refer  to  DoD  Financial 
Management Regulation (DoDFMR) 7000.14-R, Financial Liability for Government 
Property, Lost, Damaged, Destroyed, or Stolen. 
1.5.1.2.3.  Process  the  consolidated  inventory  adjustment  document  register, 
M10/NGV836  as  the  record  of  activity  for  FB  account  transfers.  (T-1).  See 
Consolidated  Inventory  Adjustment  Document  Register  in  AFH  23-123.    Note: 
Materiel  Management  IT  system  queries  will  not  be  used  as  the  official  tool  to 
perform this function. 
1.5.1.2.3.1.  The Materiel Management Flight will initiate a certificate of transfer 
for  the  account.  (T-1).  See  Figure  1.1  for  FB  accounts  and  Figure  1.2  for 
transfers of FB account with NWRM. 
1.5.1.2.3.2.  For  other  than  "FB"  account  transfers  refer  to  Figure  1.3  If  other 
guidance  outlines  transfer  of  accountability  actions,  it  may  be  used  in  lieu  of 
Figure 1.3 (e.g., "FK" or “FV” munitions account transfers will refer to AFI 21-
201,  Munitions  Management  for  appropriate  guidance.)  Note:  Contractor 
managed  accounts  must  have  a  government  APO  appointed.  The  government 
APO can either be the functional area chief, quality assurance evaluator, or other 
appointed government individual  who is qualified in the  appropriate Air Force 
Specialty Code (AFSC). These procedures apply to the transition of these APOs 
as well. 

AFMAN 23-122 27 OCTOBER 2020 9

Figure 1.1. Template for Certificate of Transfer of Account (for DODAAC "FB"

Accounts).

10 AFMAN 23-122 27 OCTOBER 2020

Figure 1.2. Template for Certificate of Transfer of Account (for DODAAC “FB” Accounts

with NWRM).

AFMAN 23-122 27 OCTOBER 2020 11

Figure 1.3. Template for Certificate of Transfer of Account (For DODAAC Account Types

Other Than FB).

(DATE)

I certify that the balance shown on the records of activity/DODAAC as of the

above date and the last document number (or equivalent) dated

20 is true and correct to the best of my knowledge and belief and that the

property has been turned over this date to pursuant

to G-

Series Order # (or equivalent designation of accountability), date.

SIGNED: (Outgoing Accountable Property Officer)

APPROVED: (Commander at the next level of command)

I certify that I have received this date from my

predecessor, all property pertaining to the above designated activity/DODAAC for which

my said predecessor was accountable, plus all proper charges against and less all

authorized credits to my predecessor's activity/DODAAC to the last document number

____________ (Date) and that I have assumed this date accountability for the property

pertaining to this activity/ DODAAC pursuant to [G-Series Order # (or equivalent

designation of accountability), date].

SIGNED: (Incoming Accountable Property Officer)

APPROVED: (Commander at the next level of command)

1.5.1.3. When the projected successor officer contests the information presented in the

transfer documentation, resolution should be sought with the projected relieved officer.

When resolution is not achieved, the approving official with installation/wing

commander concurrence shall determine the necessary action to achieve resolution.

1.5.1.4. One copy of the certificate of transfer will be retained by the officer being

relieved of accountability and one copy will be filed with the accountable records

(disposition in accordance with AFI 33-364, Records Disposition Procedures and

Responsibilities). (T-1).

12 AFMAN 23-122 27 OCTOBER 2020

Chapter 2

PLAN

2.1. Overview. This chapter outlines steps for the materiel management processes associated

with demand and supply planning for base retail operations. These activities include Stockage

Policy procedures; Financial Management; WRM; Degraded Operations; and Readiness Spares

Packages and Kits; Non-optimize (NOP); Base Closure/Weapons System Transfers.

2.2. Stockage Procedure.

2.2.1. Readiness Based Leveling.

2.2.1.1. Purpose: Describe the procedures and transactions used to implement and

maintain centrally computed Readiness Based Levels. For guidance specific requirements

refer to AFI 23-101 and for IT specific guidance refer to AFH 23-123.

2.2.1.2. General Readiness Based Level (RBL) procedures. A Readiness Based Level is

a centrally computed quantity pushed from the Air Force RBL (D035E) system. When

RBL levels are established in the ILS-S, the RBL quantity becomes the peacetime portion

of the total base requirement and the base stock level.

2.2.1.3. RBL levels are identified in the ILS-S with Type Level Flag F and “A007PL” in

the first six positions of the document number. See Guide to Assigning the Type Level

Flag (TLF) in AFH 23-123 for a list of type level flags. The RBL process was designed to

allocate the Air Force Materiel Command (AFMC)-computed worldwide peacetime

requirements among AF bases and depots in a way that minimizes worldwide expected

backorders.

2.2.1.4. Contractor Inventory Control Points (C-ICP) are responsible for total item

management including the requirements computation and setting and updating base stock

levels. Wholesale Contractor ICPs may use RBL, their own unique leveling system, or a

combination of both in managing item stock levels.

2.2.1.5. Computing RBLs considers item usage (demand data), pipeline times, adjusted

stock levels and worldwide requirements data. Bases send item usage data to the RBL

(D035E) or C-ICP central leveling system via electronic TRIC transactions (e.g., XCB).

AFMC/C-ICPs can request updated base usage data via electronic TRIC requests (XCE)

when base daily demand/percent base repair reports are over 90 days old. The RBL

process uses base specific data to determine the optimum allocation of the worldwide

requirement. The following actions will be performed:

2.2.1.5.1. RBL is processed quarterly at AFMC for both the base and the depot. The

computation is performed during the third week of the first month of each quarter.

Generally, the system will allocate a stock level to all worldwide users. However,

there is no guarantee that each user will receive a positive level, because even though

a base may have sufficient demands to establish a demand level in the ILS-S, the

AFMC-computed worldwide peacetime requirement may not be sufficient to allocate

a positive level to every base. Therefore, the system could allocate a stock level of

zero to a base. An exception applies to select Communications-Electronics (C-E),

Nuclear Command, Control, Communication (NC3) systems, space, and ground

AFMAN 23-122 27 OCTOBER 2020 13

based launched missile system items that are managed under the Low Density Level

(LDL) process. For LDLs, AFMC LDL manager consolidates MAJCOM-approved

levels, creates a flat file and sends it to AFMC to be loaded into the RBL system each

quarter.

2.2.1.5.1.1. AFMC will review and approve any exclusion to these LDL RBL

rules. A MAJCOM may request exclusions to the LDL RBL rules by submitting

a list of the applicable National Stock Numbers (NSN), SRDs and SRANs which

they want to exclude, with supporting justification, to AFMC. AFMC will review

the request for exclusion and approve or disapprove the request. When

disapproved, AFMC will coordinate with HAF and the requesting MAJCOM.

When approved the request, the excluded items will be passed to Air Force

Sustainment Center (AFSC) so the exclusions can be included in the next RBL

quarterly push. When the exclusion is approved between the normal quarterly

push, but requires immediate processing to meet mission needs, an out-of-cycle

re-computation of levels can be accomplished for the affected NSNs, SRDs and

SRANs.

2.2.1.5.2. The RBL system contains special rules for honoring Contingency High

Priority Mission Support Kit (CHPMSK) requirements. When approved by AFMC,

CHPMSK levels are loaded at contingency/deployment locations and supported by

the source of supply. For tactical Joint Chief of Staff (JCS) coded units, AFMC may

authorize CHPMSKs for those units supported by In-Place Readiness Spares Package

(IRSP) offset levels. CHPMSKs support long term (over 90 days) contingency needs.

To accommodate the CHPMSK requirements, RBL subtracts the CHPMSK

authorized quantity from the worldwide peacetime requirements before any RBL

allocations are made. Therefore, the additional CHPMSK quantity that will be

requisitioned by the contingency location will be offset by reductions in RBL

allocations to all worldwide users of the CHPMSK items. Note: AFMC/A4 will

maintain/publish a listing of units authorized CHPMSK. This listing will be updated

at least annually in preparation for the annual CHPMSK review.

2.2.1.5.3. AFMC and C-ICPs communicate centrally computed RBLs sent via

centrally computed level transactions. See Readiness Based Level (RBL) Procedures

and Transactions in AFH 23-123, for specific details and input format for centrally

computed level transactions. The RBL will always be sent to bases on the AFMC

master NSN for items in an interchangeable and substitute group (ISG) or on a

bachelor NSN for items that are not in an ISG.

2.2.2. Customer Oriented Leveling Technique (COLT).

2.2.2.1. Purpose: Describe the procedures used to implement and maintain COLT. For

guidance specific requirements refer to AFI 23-101 and for IT specific guidance refer to

COLT Procedures in AFH 23-123.

2.2.2.2. COLT centrally computes levels for Budget Code 9 items that have an

established demand pattern at a base. The following paragraphs describe the methodology

for setting and implementing COLT stock levels.

14 AFMAN 23-122 27 OCTOBER 2020

2.2.2.3. The COLT process was designed to set base stock levels on Defense Logistics

Agency (DLA)-managed items in a way that minimizes base-wide unit customer wait

time (CWT) per dollar spent. CWT considers both the number of items issued

immediately and backordered (as does issue effectiveness) as well as the duration of the

backorders to provide a complete measure of the efficiency and effectiveness of the

levels. COLT is generally designed to produce base stock levels that are cost-neutral with

respect to the ILS-S demand leveling process.

2.2.2.4. The Air Force COLT team obtains base-level data from the Air Force centralized

database for input to the COLT model. The COLT model develops stock levels one base

at a time; finding the optimum levels. A review of the output is performed by the AF

COLT team. Time is provided in the process for AFMC, MAJCOMs, or bases to

optionally review the output to ensure level accuracy. AFMC, MAJCOM/base may

decide to exclude some items from receiving levels based on local conditions (e.g.,

improper coding of Hazardous Material (HAZMAT)). The final COLT levels are then

sent to the ILS-S using XCA transactions. They are implemented in the ILS-S via RBL

transactions described in RBL Procedures and Transactions, AFH 23-123. No special

level request documentation approval/submission is required for COLT items.

2.2.2.5. COLT levels are computed once a quarter for each base. To spread the

workload, COLT computes levels for one-third of the bases each month of the quarter

Quarterly-computed COLT levels are only pushed to bases when the new level differs

from the existing base stock level by more than the square root of the existing level.

Note: Increases in levels for items with Mission Impact Code (MIC) 1 will always be

pushed regardless of the difference from previous levels. This is the same as the ILS-S

rule and is designed to reduce level volatility. See COLT Procedures in AFH 23-123 for

additional transactions.

2.2.2.6. There are a number of constraints (level caps) in COLT to control the depth of

leveling. Like the ILS-S computed demand levels, the economic order quantity (EOQ) is

capped at one year's demand quantity as is the COLT reorder point (ROP). These caps

are designed to prevent over stocking.

2.2.2.6.1. COLT stops leveling when the Expected Backorders (EBOs) are less than

0.0027; preventing leveling where there are minimal gains. COLT supports the use of

the Shelf Life Code (SLC); capping levels at half the shelf life quantity.

2.2.2.6.2. Stockage Priority Code (SPC) 5 items are capped at the existing on hand

balance. This allows COLT to maintain a level on these items (and prevent

backorders), while keeping the system from buying more stock until there are

subsequent demands. When there are subsequent demands, the SPC code will be

upgraded, allowing the resumption of full COLT leveling. The final cap calls for the

total COLT level to be capped at $4,000 (if the ILS-S demand level = 0) or $5,000

more than the ILS-S demand level (if the demand level > 0). COLT will sometimes

provide significantly more depth of levels than the current ILS-S demand level.

AFMAN 23-122 27 OCTOBER 2020 15

2.2.2.6.3. COLT has several rules that restrict the levels. There is an initial leveling

rule in COLT to prevent initially stocking an item when the chance of a future

demand is small. COLT logic limits stock levels for Individual Equipment (IEU)

items (Federal Stock Group 84 and Federal Stock Class 4240) and HAZMAT items

(IEX 9). To accommodate MAJCOM policies, COLT only provides levels on these

items if ILS-S demand level > 0. COLT will not stock any item with a Max Level of

0 or an SPC of E. In addition, there are exclusion/zero lists maintained by the AF

COLT team, modified by the MAJCOMs/AFMC, which excludes items in identified

federal stock classes at identified bases from receiving positive levels.

2.2.2.6.4. The ILS-S programmatically assigns MIC 1 to items that have previously

caused a MICAP at that base. All COLT candidate items will receive a positive level

on MIC 1 items, except for those MIC items with an SPC 5 and no on-hand

serviceable balance.

2.2.2.6.5. COLT has other rules to modify levels. COLT uses the Mission Change

details and Base Closure Flags to modify demand and leveling for changing missions.

COLT has a bench stock/RSP rule where it considers other inventory on a base as

partially available to help avoid backorders. Finally, COLT has special logic to

determine levels for the Air Mobility Command (AMC) Forward Supply Locations.

2.2.2.7. Refer to COLT Procedures in AFH 23-123, for further details associated with

COLT transaction processing.

2.2.3. Proactive Demand Levels (PDL).

2.2.3.1. Purpose: Describes the procedures used to generate and communicate PDL to

base level. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

2.2.3.2. PDL is used to compute levels for items that have no demand history or

extremely low historical demands. The goal of PDL is to reduce the number of MICAPs

for Materiel Management IT systems non-stocked items.

2.2.3.3. PDL procedures in AFH 23-123, describe the methodology for setting and

implementing PDL.

2.2.4. Mission Change Data.

2.2.4.1. Purpose: To explain the Mission Change Data (MCD) procedures process. For

guidance specific requirements refer to AFI 23-101 and for IT specific guidance refer to

AFH 23-123.

2.2.4.2. The mission-change process is designed to alter base stock levels for items

applicable to a weapon system that is already assigned at the base that will be affected by

a known “mission change.”

16 AFMAN 23-122 27 OCTOBER 2020

2.2.4.3. A mission change is the addition or loss of a number of weapon system end

items at a base or the base may be tasked to fly the same number of sorties, but increase

or decrease the average sortie duration. The ILS-S can use the base historical SRD-based

consumption data for the applicable weapon system and information about the mission

change to adjust base demand, thereby adjusting the stock levels for the weapon system

applicable items. Consider an example in which the mission change process should be

used. Suppose a base has 24 F-16C aircraft assigned and is going to receive an additional

12 aircraft in 6 months. The actions contained in Mission Change and New Activation

Spares Support List Procedures, will be taken by the base to establish sufficient materiel

management support for the increased number of aircraft.

2.2.4.4. Reference Mission Change and New Activation Spares Support List Procedures,

AFH 23-123, for further details associated with MCD transaction processing.

2.2.5. Adjusted Stock Level Requests.

2.2.5.1. Purpose: To explain the general procedures for requesting and processing

Adjusted Stock Level (ASL) Requests. Review AFI 23-101 for policy and AFH 23-123

for IT specific guidance.

2.2.5.2. Activities may submit requests for ASLs to AFMC using a digitally signed

email. Where multiple individual items with the same justification require ASLs, requests

may be submitted in a single correspondence. All required data must be included on the

request, message or email. (T-1) Repetitious data need only be provided once. All

approved ASL’s will be validated through the appropriate approval authority biennially.

(T-1)

2.2.5.2.1. Categories.

2.2.5.2.1.1. Nuclear Weapons-Related Materiel (NWRM) adjusted levels are

managed, loaded/changed/deleted by the NWRM Transaction Control Cell

(NTCC), located at Scott AFB. All actions including required validations are

performed by the NTCC.

2.2.5.2.1.2. Low Density Levels (LDL) levels. All actions, to include loads,

changes, deletes, and validations, will be coordinated with the requesting

MAJCOM, Lead MAJCOM and AFMC LDL Manager. (T-1).

2.2.5.2.1.3. Local Routing Identifier Levels. Levels apply to items identified with

routing identifier beginning with “J.” All actions, to include

loads/changes/deletes/validations, are performed by the LRS Customer Support.

2.2.5.2.1.4. Contractor Inventory Control Point (C-ICP) levels. All actions, to

include loads/changes/deletes (as pushed by the C-ICP via Defense Automatic

Addressing System (DAAS) and validations, are performed by AFMC.

2.2.5.2.1.5. Forward Supply Location (FSL) levels. All actions, to include

loads/changes/deletes/validations, are performed by AFMC.

2.2.5.2.1.6. All other levels. All actions, to include

loads/changes/deletes/validations are performed by AFMC.

AFMAN 23-122 27 OCTOBER 2020 17

2.2.5.3. Requesting ASLs. LRS will provide detailed justification for all initial requests

for negotiated levels to AFMC. Clearly justify the reason for the request and the expected

period of need. The quantity requested should be the minimum essential quantity required

to support the requirement.

2.2.5.3.1. All ASL requests need to contain the following information:

2.2.5.3.1.1. Level Justification Code.

2.2.5.3.1.2. For Low Density Levels (LDL), the following additional data is

required.

2.2.5.3.1.3. Lead Command of the supported Weapons System.

2.2.5.3.1.4. Type of LDL level being requested:

2.2.5.3.1.4.1. Single Point Failure (SPF) Items. Single point failure items are

items whose failure will render a system inoperative or unable to perform its

designated mission. SPF items are pre-positioned to meet specific mission

requirements such as system restoration time of 48 hours or less and warrants

pre-positioning of a spare or storage at a designated centralized storage

location.

2.2.5.3.1.4.2. Operational Readiness Part (ORP) Items. Operational Readiness

Part items do not fit the general definition of an SPF item. Range and depth of

available weapon system inventory usually warrants pre-positioning of the

spare or storage at a supply point or centralized storage location. These

conditions require pre-positioning of ORP items. Examples of conditions

which require pre-positioning of ORP items include a unit in a unique (e.g.,

remote) location, a small worldwide available inventory, or units with

multiple system locations. ORP items are required to maintain maximum

redundant capabilities or a one-of-a-kind system capability.

2.2.5.3.1.4.3. Joint Transfer Agreement (JTA) Items. Joint transfer agreement

(JTA) items are inter-Service C-E related and have been authorized for pre-

positioning by the Joint Chiefs of Staff (JCS). These assets are required to be

maintained on a supply point for the life of the system.

2.2.5.3.1.4.4. Non-Prepositioned (NPP). This encompasses the remaining

LDL levels that do not mandate pre-positioning.

2.2.5.3.2. LRS will send ASL requests to the appropriate AFMC activity for an

analysis/review. For non-weapon system related requests, AFMC will perform

analysis/review. AFMC will assess the need for the level and best placement

throughout the enterprise to support the identified need.

2.2.5.3.2.1. If other than AFMC initiated, ASL requests that are not justified will

be disapproved and returned without action to the initiator, with reason for

disapproval.

18 AFMAN 23-122 27 OCTOBER 2020

2.2.5.3.2.2. The analysis/review responsibility includes the identification of

plausible alternatives to the establishment of the ASLs. For example, recommend

disapproval of the ASL request if the item can be obtained from a depot,

purchased, or manufactured locally in time to satisfy operational requirements.

2.2.5.4. Types of Approved Levels. ASLs will be categorized as directed, permanent or

temporary based on the reason and results of the analysis/review. See AFH 23-123 for IT

specific guidance.

2.2.5.4.1. Load approved ASLs with the appropriate Reason Why Code (RWC)

outlined in AFH 23-123. If there is not a specific RWC for the situation, load the ASL

with RWC “Y” and file all correspondence related to the approval of the level for

future reference.

2.2.5.4.2. Permanent Levels.

2.2.5.4.2.1. When analysis/review determines the need for an ASL based on an

indefinite period or critical mission requirement and the demands pattern will not

warrant an RBL/COLT level, a permanent level will be approved using

Sustainment Flag P.

2.2.5.4.2.2. Permanent Levels can be loaded as a minimum, maximum, or fixed

type level, as coordinating Type level flags C, D, and E.

2.2.5.4.2.3. Permanent Levels will be reviewed upon changes in mission or

activation/deactivation of major weapons systems.

2.2.5.4.2.3.1. When review shows the level is no longer required or a lesser

quantity is justified, AFMC will either process an adjusted stock level delete

transaction to delete the level or process an adjusted stock level change

transaction to adjust the authorized quantity.

2.2.5.4.2.3.2. AFMC will use the special level review listing or comparable

ILS-S Query to manage and or delete any permanent levels that need deletion.

2.2.5.4.3. Temporary Levels.

2.2.5.4.3.1. When a change in mission or new mission requirements justify the

need for an ASL and the purpose for the level indicates that future demand will

result in a self-sustaining level, AFMC will establish the level as a temporary

level using Sustainment Flag T.

2.2.5.4.3.2. Using Sustainment Flag T, process an Adjusted Stock Level Load or

Adjusted Stock Level Approval Date Update input with a determined expiration

date. The approval date will be computed by subtracting 730 calendar days from

the expiration date. This date will be entered on the Adjusted Stock Level Load or

Adjusted Stock Level Approval Date Update transaction.

2.2.5.4.3.3. Temporary Levels can be loaded as a Minimum, Maximum, or Fixed

type level, as Type Level Flag A, B, D or E. In most cases, Temporary Levels

should be loaded as Minimum to allow the ASL to be deleted or become Memo

once the normal demand computation meets or exceeds the ASL.

AFMAN 23-122 27 OCTOBER 2020 19

2.2.5.4.3.4. Use the Special Level Review Listing or comparable ILS-S Query to

manage and or delete any Temporary Levels.

2.2.5.4.4. Directed Levels.

2.2.5.4.4.1. Adjusted Stock Levels directed from higher levels are termed

directed because the quantity, application, justification, and approval have already

been determined.

2.2.5.4.4.2. Directed Levels can be loaded with Sustainment Flag P or T as

determined by the directing activity.

2.2.5.4.4.3. All directed ASLs are established in the ILS-S as either a minimum

memo ASL, maximum, or fixed firm ASL upon receipt. Any Type Level Flag can

be used per the directing activity of the level request. See Adjusted Stock Level

Load, Change, Delete Transaction (1F3) in AFH 23-123, for more information

and processing directed levels loads, changes and deletes.

2.2.5.4.4.4. Directed Levels are reviewed upon changes in mission or

activation/deactivation of major weapons systems.

2.2.5.4.4.5. When review shows the level is no longer required or a lesser

quantity is justified, AFMC will coordinate with directing activity on

deletion/change of the ASL.

2.2.5.5. Actions for ASL Disapprovals. AFMC personnel will prepare an Adjusted Stock

Level Delete input as prescribed in Adjusted Stock Level (ASL) Delete Input Format

(1F3D), AFH 23-123, to delete the ASL detail record.

2.2.5.6. ASL requests for AFMC-managed non-airborne Communications-Electronic (C-

E), Nuclear Command, Control, Communication (NC3) systems. Space, Weather, Radar,

and Missile Systems are submitted electronically to the 439

Supply Chain Operations

Squadron (439

SCOS) by the requestor to the MAJCOM/Lead MAJCOM.

MAJCOM/Lead MAJCOM will forward to appropriate AFMC/SCOS for processing.

2.2.5.7. ASL Load to Interchangeable and Substitute Group (ISG). AFMC personnel

may load Minimum, Maximum, or Fixed ASL detail records to any item within an ISG.

Moreover, AFMC personnel may load multiple detail records to the same item or group

when: (1) the ASL is required to support different end items; (2) support is required by

different shops within the same organization; or (3) support is required by different base

organizations.

2.2.5.8. Guidelines for approving ASL requests are as follows:

2.2.5.8.1. AFMC loads a memo detail level and retains a suspense copy pending

approval/disapproval. After final approval has been coordinated, process the ASL

load, change, update, or delete transaction. AFMC enters the approval date based on

the desired expiration date on the Adjusted Stock Level Load or Adjusted Stock

Level Approval Date Update transaction. This action loads the approval date and

establishes the ASL detail record as confirmed (FIRM). The suspense copy can be

destroyed.

20 AFMAN 23-122 27 OCTOBER 2020

2.2.5.8.2. For AFMC-managed requests, an Adjusted Stock Level Approval Date

Update must not be processed until an approval is received. If this input is processed

before materiel manager approval is obtained, the materiel manager will return an

ASL reject transaction with a reject code "R." When this occurs, AFMC will process

an Adjusted Level Validation input with an asterisk in position 73 that blanks the

approval date and changes the ASL detail from firm to memo. See Adjusted Stock

Level Load, Change, Delete Transaction (1F3) in AFH 23-123.

2.2.5.8.3. When an ASL Reject Notification is received from the materiel manager

and there is an approved authorization on file, contact the appropriate materiel

manager. Refer to AFH 23-123, Stockage Procedure for ASL Reject Notification

(XE5) transaction processing.

2.2.5.8.4. New ASL requests will be reviewed for supportability for NSNs coded as

Obsolete (acquisition advice code (AAC V or Y), AF Inactive, or NSNs assigned

Numerical Parts Preference Code (NPPC) 2, 3, 5 or 9. When an ASL is required for

this type of item, then the requestor must submit an AF Form 86, Request for

Cataloging Data/Action, or coordinate with the Item Managers (IM)/Equipment

Specialists (ES) at the owning AFMC Air Logistics Complexes to re- catalog the

NSN. The new level may be approved after the AF Form 86 action is completed and

the NSN is stock listed and procurable. ASLs are authorized for obsolete items with

an active repair contract. These items are coded obsolete with no plans for future

procurement; they have an active repair contract to support the weapon systems.

Note: Previously existing ASLs are authorized if an AF Form 86 action has been

submitted. When exception codes are loaded to prevent future usage, the special

levels will be deleted.

2.2.5.8.5. ASLs are not authorized for stock numbers with ERRC "ND" and "NF."

Exceptions are TLF D Maximum Level Zero and Non-AFMC managed ERRC

"NF1."

2.2.6. Exception Management.

2.2.6.1. Exception Codes. Exception codes are assigned to item records when exception

processing is necessary for the management of excesses, requisitions, shipments and

issues. Personnel at AFMC will manage the exception code program. The LRS/Materiel

Management Activity is responsible for all locally assigned exception codes. See AFH

23-123 [EEX/SEX] and [IEX/REX] for exception code processing instructions.

2.2.6.2. Exception Phrases. Exception phrases are assigned to the ILS-S when exception

processing is necessary for the management of excesses, issues, requisitions and

shipments. Personnel at AFMC will manage the exception phrase program. See AFH 23-

123 for more information concerning exception phrase record creation and management.

2.3. Financial Management.

2.3.1. Due-Out Obligation Procedures.

AFMAN 23-122 27 OCTOBER 2020 21

2.3.1.1. Purpose: Explains how to obligate an organization’s Operation and Maintenance

(O&M) funds on selected due-outs. Two basic methods are used to obligate due-outs:

Due-out obligation flag and Due-out obligation/de-obligation transaction input 1DO. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

2.3.1.2. The following procedures described after this sentence do not apply to TEX code

8 equipment due-outs, TEX code H due-outs, or TEX code D due-outs.

2.3.1.2.1. The LRS/Materiel Management Activity or AFMC (for accounts under the

AFMC support) will turn on the due-out obligation flag in the base constants record

in the appropriate ILS-S.

2.3.1.2.2. When this flag is turned on, all customer due-outs will obligate when

processed.

2.3.1.2.3. Funds Requirement Card (FRC) or Special Requisition (SPR) inputs to

firm unfunded due-outs will obligate if funds are available, and the requisition is to

routing identifiers other than D(xx), JBR, or J(xx).

2.3.1.3. Due-Out Obligation. This method does not check for funds availability and

could lead to over-obligation of funds. If the previous year's O&M funds are to be

obligated, the budget officer must also approve the use of this process. Refer to Due-Out

Obligation/De-obligation Input (1DO) in AFH 23-123 for processing.

2.3.1.3.1. When the fiscal year of obligation is blank, the customer due-out was firm

and obligated before 30 September of the previous fiscal year, but because of an error

the date of obligation is now blank. In this case, use the previous year Accounting and

Finance (A&F) Stock Fund Due-Out Reports to obtain the fiscal year to be used with

the Due-Out Obligation transaction.

2.3.1.3.2. When the due-out is erroneously canceled and was obligated before 30

September of the previous fiscal year, LRS/Materiel Management Activity personnel

will reestablish the due-out with the same document number and the same fiscal year

of obligation, as reflected on previous A&F Stock Fund Due-Out Reports.

2.3.1.3.3. When an item record indicative data change rejects, it may be necessary to

de-obligate the due-out, cancel the due-out, reestablish the due-out using the same

document number, and obligate with the original fiscal year of obligation using Due-

Out Obligation transaction.

2.3.1.3.4. Any other obligation circumstances not previously identified that cannot be

resolved by the local budget office and warrant obligation of a due-out using prior

fiscal year O&M funding, require MAJCOM Budget approval along with MAJCOM

SMAG manager coordination prior to processing.

22 AFMAN 23-122 27 OCTOBER 2020

2.3.1.3.5. An industrial funds organization is an organization that provides a service

or product to another military service or government agency. Customers pay for these

services and products. AF activities that are industrially funded include

Transportation Working Capital Fund (Sales code 49), Consolidated Sustainment

Activity Group (CSAG)-Maintenance (Sales code 63 series), and other AF industrial

funds (Sales codes 48, 62, 69). When the funding for these services or products is not

linked to a specific year of appropriation, due-outs for industrial funds items are

always obligated with current year funds.

2.3.2. Budget Code Z Investments.

2.3.2.1. Purpose: To explain steps required before loading Budget Code Z item records.

For guidance specific requirements review AFI 23-101 and for IT specific guidance use

AFH 23-123.

2.3.2.2. Once the budget code has been assigned, it usually is not changed until the end

of the fiscal year. This prevents excessive changes between investment funds (major

appropriations), stock and Operations and Maintenance funds. AFI 65-601, Vol 1, Budget

Guidance and Procedures, provides the criteria for determining whether or not an

investment equipment item is authorized a budget code Z.

2.3.2.3. Budget code Z is initially assigned to locally funded equipment items with a unit

cost of $250,000 or more. These items are funded through one of three appropriations:

major procurement appropriation for other procurement (57*3080); other RDT&E

procurement (57*3600); or NIMA procurement (97*0300.4802). Two materiel

acquisition control records are maintained for each System Designator (S/D). One will

always be for procurement appropriation 57*3080. The second may be for other

appropriations authorized by AF/A4LR see Materiel Acquisition Control Record

(MACR) Load, Change, or Delete Input (1LM) in AFH 23-123, to load MACR for

Budget Code Z.

2.3.2.4. The SMAG manager should review applicable records before submitting O&M

budgets to the base budget office to allow for tentative budget code changes that will

affect budget submissions for 57*3600, 57*3080 appropriations and C-SAG Operating

Program.

2.3.2.5. Coordination with Records Maintenance personnel to change budget code Z. For

more information on assignment of Budget Code 9/Z, reference Assignment of Budget

Code 9 in AFH 23-123.

2.3.3. Validating WRM and RSP Funding Requirements.

2.3.3.1. Purpose: To explain the validation process of WRM/RSPs funding request

procedures process. For guidance specific requirements review AFI 23-101 and for IT

specific guidance use AFH 23-123.

2.3.3.2. War Reserve Materiel Program guidance specific requirements are contained in

AFI 25-101, Air Force War Reserve Materiel (WRM) Guidance and Procedures.

WRM/Readiness Spares Packages (RSP) Requirements (Q07/NGV848) report described

in AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 23

2.3.3.3. General validation process. The Q07/NGV848 report, is designed for use by

bases/MAJCOMs to determine and identify WRM and Operational RSP shortages. The

WRM Global Management Office (GMO) will produce and distribute a pseudo Q07 to

the MAJCOM WRMOs quarterly to identify type spares codes H and W for budget code

“9” unfunded requirements (WRM, RSP, WCDO and use code “D”).

2.3.3.3.1. WRM obligation authority is a firm limitation that is fenced and cannot be

exceeded.

2.3.3.3.2. The WRM GMO must procure initial WRM SMAG obligation authority

with Appropriation (APPN) 3400 Program Objective Memorandum (POM) funds.

2.3.3.3.3. When WRM items are used to satisfy MICAP requirements, these items

are replaced with SMAG operating obligations authority. WRM items should be

rotated with like peacetime assets to the extent possible to assure their continued

serviceability. When WRM assets become unusable or outdated, replacement is

considered an initial procurement of new WRM and must be acquired with GSD

WRM obligation authority and identified to AFMC on the GSD Operating Program

for additional WRM funding.

2.3.3.3.4. The CSAG WRM obligation authority will be used to finance CSAG

budget code “8.” (T-1). GSD SMAG obligation will be used to finance budget code

“9” GSD RSP requirements. (T-1). Assets will be maintained on detail records and

are included in ILS-S inventory until they are consumed and expensed.

2.3.3.4. Quarterly, the WRM GMO will send the WRM/RSP Q07 Report or pseudo Q07

to the MAJCOM WRMOs. (T-1). The MAJCOM WRMOs will contact base level RSP

Managers or installation WRMO/NCO (LRS/LGRDX) and commodity WRM Managers

(WRMM) to validate unsupportable requirements. Validation includes the

identification/correction of erroneous details and selecting valid details as deferred for

items that should not be funded immediately due to being coded shelf-life/hazardous or

storage capacity limitations. The MAJCOM WRMOs will forward the validated reports

to the WRM GMO. WRM/RSP Q07 Report and WRM GMO pseudo Q07 can be found

on the WRM GMO SharePoint. Users must request access to the SharePoint site prior to

viewing reports.

2.3.3.4.1. Load obligation authority to Materiel Acquisition Control Record (MACR)

Update Code 20 in GSD MACR.

2.3.3.4.2. The Supply Management Activity Group-Retail (SMAG-R) will initiate a

WRM GSD budget call annually to obtain WRM requirements by PEC from the

WRM GMO to be included in the GSD Program Budget Review (PBR). (T-1). The

WRM GMO will use the Q07 or pseudo Q07 validation to support the budget call.

(T-2).

2.3.3.4.2.1. The SMAG-R will submit the PBR to AFMC/Financial Management

(FM). (T-1).

2.3.3.4.2.2. AFMC/FM will use data from the SMAG-R PBR in the Budget

Estimate Submission (BES) sent to Secretary of the Air Force (SAF)/Financial

Management (FM).

24 AFMAN 23-122 27 OCTOBER 2020

2.3.3.4.2.3. Based on WRM GMO APPN 3400 O&M POM for PECs 28031F

and 41135F, SAF/FM will determine if O&M funds are approved for purchasing

initial WRM assets. If O&M is approved, Secretary of the Air Force (SAF)/FM

will provide AFMC/FM the additional stock fund authority.

2.3.3.4.3. Budget execution for GSD begins with SAF/FM by annual funding

distribution to AFMC/FM.

2.3.3.4.3.1. The SMAG-R will load funding and notify the WRM GMO to

execute. (T-1). Note: Funding is provided by priority and dollar value for the

assets identified on the last Q07 or WRM GMO pseudo Q07.

2.3.3.4.3.2. The SMAG-R will track the spending of the WRM obligation

authority and report back to AFMC/FM when spending is completed. (T-1).

2.3.3.4.3.3. Total Financial Authority (TFA) consists of obligation and

commitment targets for operating and War Reserve Materiel (WRM). These

targets will be loaded to the MACR, to support requisitions placed with supply

sources (see DFAS-DE 7077.10-M, Standard Base Supply System User’s Manual,

for MACR update logic). (T-0). Targets for obligations are limitations that cannot

be exceeded.

2.3.4. Apportionment Control.

2.3.4.1. Purpose: To explain control of appropriations procedures. For guidance specific

requirements review AFI 23-101 and for IT specific guidance use AFH 23-123.

2.3.4.2. General appropriations. The approved annual ratio of operating obligations plus

credit returns to gross sales must be achieved in order to generate cash from sales to

support stock replenishment requirements. Achievement of the approved ratio also aids in

the control of SMAG outlays. Reference Unit Cost Ratio (UCR) Impacts in AFH 23-123

for items that impact the unit.

2.3.4.3. Annual Operating Budget (APOB) received from AFMC/FMRA provides

approved credit returns, gross sales, obligations, and an approved ratio of operating

obligations plus credit returns to gross sales (unit cost ratio). The SMAG managers must

continually manage these approved financial targets and actual ratio in order to avoid an

Anti-Deficiency Act violation. The following actions will be performed:

2.3.4.3.1. Operating obligations are be computed using the AFMC developed

worksheet available upon request.

2.3.4.3.2. SMAG managers must distribute approved financial targets down to Stock

Record Account Number (SRAN) operating level.

2.3.4.3.3. SMAG managers will use the D08, D20, D32, and M01 reports to manage

the approved financial targets.

2.3.4.3.4. During periods of constrained funding, MACR controls must be applied in

order to operate within approved financial targets.

2.3.5. SMAG MACR Controls.

AFMAN 23-122 27 OCTOBER 2020 25

2.3.5.1. Purpose: To explain the procedures for MACR factor development and control.

For guidance specific requirements review AFI 23-101 and for IT specific guidance use

AFH 23-123.

2.3.5.2. General Procedures. Unlike the OCCR, Project Funds Management Record

(PFMR), and Stock Fund Inventory Management Record (SFIMR), which are for data

collecting and reporting the MACR serves the purpose of control. The MACR is used to

adjust or prevent the automatic requisitioning of materiel. Also, the MACR is used to

change or prevent requisitions undergoing normal computer processing.

2.3.5.3. Maximum automatic obligation values, MACR factors, and Urgency Need

Designator (UND) Codes are used as control data for requisitioning. Load modifications

of these values at any time, but use caution. Remember that the maximum automatic

obligation for replenishment and due-outs cannot be loaded for less than $50.

2.3.5.4. Four control parameters are available in the MACR record:

2.3.5.4.1. Urgency of need funding flag.

2.3.5.4.2. Maximum automatic obligation for due-outs.

2.3.5.4.3. Maximum automatic obligation for stock replenishment.

2.3.5.4.4. MACR factors.

2.3.5.5. The use of MACR factors is preferable during mission changes and other events

(such as MAJCOM changes in stockage levels or changes in supply levels dictated by

local authority) that make demand patterns hard to predict. But keep in mind that with use

of the MACR factors, there is an increased workload, both for depots and for the

Distribution Section. Using the MACR factor also increases the chance of out-of-stock

conditions and more customer due-outs. For these reasons, use the MACR factors only

when necessary.

2.3.5.6. The following actions will be performed:

2.3.5.6.1. AFMC will compute the value of requisitions anticipated for the remainder

of the fiscal year. (T-1). Reference Example of MACR Factor Development in AFH

23-123 to determine factors to use in the MACR.

2.3.5.6.2. Format for MACR load, change, and delete inputs and related dollar data.

Reference AFH 23-123.

2.3.5.6.3. For more information on MACR factor, reference AFH 23-123.

2.3.6. GSD Operating Program.

2.3.6.1. GSD Operating Program. AFMC will forward to AFMC/FMR annual

projections for obligations, credit returns, gross sales and unit cost ratio.

2.3.6.2. Execution Analysis. A narrative analysis will be prepared by AFMC as of the

end of each month and furnished to AFMC/FMR NLT the 15th day the following month.

26 AFMAN 23-122 27 OCTOBER 2020

2.3.6.2.1. The analysis should provide a comprehensive assessment of the execution

of approved unit cost targets. Any variances plus or minus 3 percent must be narrated

to include but not limited to; causes, get-well date, mission impacts and actions

initiated to ensure execution within end-of-year (EOY) approved unit cost targets. (T-

1). Specific emphasis and narrative justification is required for variances for each unit

cost goal.

2.3.6.2.2. The narrative analysis will be prepared in the format provided by

AFMC/FMR.

2.4. War Reserve Materiel (WRM).

2.4.1. WRM Transfers Between Kits.

2.4.1.1. Purpose: To explain the procedures to transfer between WRM Special Spares

RSPs. For guidance specific requirements review AFI 23-101, AFI 25-101, War Reserve

Materiel (WRM), and for IT specific guidance use AFH 23-123.

2.4.1.2. General WRM transfer between kits. This section discusses procedures for

preparing and processing inputs to transfer assets from one WRM detail record to

another. Input preparation is discussed first, followed by output documents, degraded

operations transfers, rejects, and management notices. It is important to note that transfers

between kits cannot be corrected with record reversal and correction (formerly RVP) and

require inputs to correct any processing errors.

2.4.1.3. The following actions will be performed by AFMC:

2.4.1.3.1. For Transfer Between Kits Inputs.

2.4.1.3.1.1. Leave the action quantity blank when the requirements of the gaining

detail document number are to be filled from assets recorded on WRM detail

records specified by the input stock number, system designator, and parameters.

The total quantity transferred will be a combination of the following:

2.4.1.3.1.1.1. The gaining primes.

2.4.1.3.1.1.2. The authorized quantity minus on-hand assets (including

substitutes).

2.4.1.3.1.1.3. The due-outs (except when due-out action flag M is used)

(Refer to MSK/MRSP/WRM Transfers Between Kits (1KT) in AFH 23-123).

2.4.1.3.1.1.4. When processing serialized reporting assets, process a Weapons

Serialized Control Input (DSR) or Serialized COMSEC Control Input (XHB)

prior to processing the Transfer Between Kits. Serialized reporting assets

cannot be transferred using the Transfer Between Kits multiple option.

2.4.1.3.1.2. When output of documents is not desired and there is a need to enter

specific quantities, enter a 6 in the input TEX code position.

AFMAN 23-122 27 OCTOBER 2020 27

2.4.1.3.1.3. Enter Due-Out Action Flag M when due-outs are not to be considered

in the authorized versus on-hand computations, and the program will ignore any

due-outs. An “Excess Due-Out Details Resulted from the Use of Due-Out Flag

M” (F202) management notice will be produced when due-outs are greater than

on-hand quantities.

2.4.1.3.1.4. Transfer the resulting quantity from those assets recorded on the

detail record as specified by the first parameter of the input. When the deficiency

is not satisfied by the detail record of the first parameter, check the detail record

of the second parameter. Continue checking each parameter until all have been

verified or the deficiency has been satisfied.

2.4.1.3.1.5. When the asset position of the gaining detail record does not match

the authorized quantity, an “On-Hand Quantity Does Not Complement the

Authorized Quantity: Quantity Short” (F206) management notice will be

produced.

2.4.1.3.1.6. When an action quantity is entered, the computer will transfer this

quantity to and from the detail record specified by the input.

2.4.1.3.1.6.1. Rejects occur when the gaining detail record asset position and

the action quantity exceed the authorized quantity.

2.4.1.3.1.6.2. Rejects occur when a selected detail record is deployed.

2.4.1.3.2. For Transfer Between Kits Output Documents.

2.4.1.3.2.1. The computer prepares a transfer document for each Transfer

Between Kits transaction (Refer to MSK/MRSP/WRM Transfers Between Kits

(1KT) in AFH 23-123) unless degraded operations (TEX code 6) is used.

2.4.1.3.2.2. When the transfer document is received, the WRM Manager

(WRMM) will do the following.

2.4.1.3.2.2.1. Clear the suspended creation sheet.

2.4.1.3.2.2.2. Physically transfer the assets or coordinate with kit custodians

for the transfer.

2.4.1.3.2.2.3. Sign the transfer document.

2.4.1.3.2.2.4. Distribute documents as follows.

2.4.1.3.2.2.4.1. Copy 1 to Document Control.

2.4.1.3.2.2.4.2. Copy 2 to the losing kit or organization.

2.4.1.3.2.2.4.3. Copy 3 to the gaining kit or organization.

2.4.1.3.2.2.5. When serialized reporting assets are transferred, a Serial

Number List (F117) management notice will be output at function 444. Attach

the management notice to the applicable output document and the property

being moved.

28  AFMAN 23-122  27 OCTOBER 2020 
2.4.1.3.3.  Degraded  Operations  Transfers.  When  the  degraded  operations  option 
(TEX 6) is used, the WRMM will hand-write three copies of the transfer document. 
After  the  transfer,  the  WRM  monitor  signs  and  distributes  the  documents  in 
accordance with this section. 
2.4.1.3.4.  Rejects and Management Notices. 
2.4.1.3.4.1.  The  WRMM  reviews  rejects  for  corrections  and  re-inputs.  When 
reprocessing is not necessary, the WRMM will remove and destroy the suspense 
creation sheet and take action to clear any suspended (rejected) transactions. 
2.4.1.3.4.2.  The WRMM will review management notices for necessary action. 
When excess due-outs result from processing a transfer, request an inquiry of the 
gaining detail record document number. Review the due-outs of the gaining detail 
record for possible cancellation, cancellation and reestablishment under a losing 
detail record, or any additional applicable action. 
2.4.2.  Maintenance of WRM Assets. 
2.4.2.1.  Purpose:  To  explain  the  procedures  to  maintain  WRM  assets.  For  guidance 
specific requirements review AFI 23-101, AFI 25-101 and for IT specific guidance use 
AFH 23-123. 
2.4.2.2.  General  WRM  asset  procedures.  An  item  in  WRM  packages,  including  an 
expendable item authorized by allowance standards, will be managed and maintained to 
retain proper control and accountability of the assets. 
2.4.2.3.  The following actions will be performed: 
2.4.2.3.1.  For  WRM  items  requiring  TOC/TCTO  procedures  apply  as  outlined  in 
paragraph 4.2, Time Compliance Technical Order (TCTO). 
2.4.2.3.2.  For  WRM  items  requiring  shelf-life  inspection  procedures  apply  as 
outlined in paragraph 5.3, Physical Asset Management. 
2.4.2.3.3.  For WRM items requiring functional check procedures apply as outlined in 
paragraph 5.3 
2.4.2.3.4.  For  redistribution  of  excess  WRM  procedures  apply  as  outlined  in 
paragraph 2.4, War Reserve Materiel. 
2.4.2.3.5.  For Inventory of WRM procedures apply as in paragraph  5.7, Physical 
Inventory and Inventory Adjustments. 
2.4.2.3.6.  For  requisitions  of  WRM  requirements  procedures  apply  as  outlined  in 
paragraph  5.2,  Order  and  Requisitioning.  For  initial/increased  requirements  use 
WRM project code DCP. 
2.4.2.3.7.  For  funding  of  WRM  requirements  procedures  apply  as  outlined  in 
paragraph 2.3, Financial Management. 
2.4.2.3.8.  For  WRM Equipment items procedures apply as  outlined in  paragraph 
5.4, Equipment Management. 
2.4.3.  War Consumable Distribution Objective (WCDO) Detail Records. 

AFMAN 23-122 27 OCTOBER 2020 29

2.4.3.1. Purpose: To explain WCDO Detail Record procedures. For guidance specific

requirements review AFI 23-101 and AFI 25-101. For IT specific guidance use AFH 23-

123.

2.4.3.2. General WCDO Detail Record procedures. The WCDO is classified based on the

classification for each line of activity in the War and Mobilization Plan, (WMP), Vol 4,

published annually. The minimum classification for any WCDO extract (unit/base) is

SECRET.

2.4.3.3. The following actions will be performed:

2.4.3.3.1. For accounting for WCDO Details.

2.4.3.3.1.1. WCDO support authorizations and assets are stored on

WRMWCDO-SPARES (241) detail records and accounted for on the

WCDO/WRM Munitions List (R07). Use organization/shop code 002WR and

activity code W for detail document numbers. Account separately for rations and

petroleum, oils, and lubricants (POLs). Follow MAJCOM provided guidance

identified in WMP, Vol 4/WCDO cover letter.

2.4.3.3.1.2. Geographical Location Pseudo-Base codes (GEOLOC PBC). WCDO

PBCs are assigned by Logistics Feasibility Analysis Capability (LOGFAC)

classified system managed by ACC. Annually a unique PBC is assigned for every

GEOLOC with WCDO requirement. GEOLOC to PBC relationship can be cross-

referenced in LOGFAC. PBCs when associated with an actual location or Base

Code is classified SECRET.

2.4.3.3.1.2.1. Load the PBC shown in the WCDO report into the

WRMWCDO-SPARES detail records. The PBC of the Alternate Storage

Location is entered in position 62-65 and the PBC of the Planner Operating

Base (POB) is entered in positions 66-69 of the WCDO load, change, and

delete.

2.4.3.3.1.2.2. For PBCs not contained in the WCDO document, contact

CWRMO by Secret Internet Protocol Router Network (SIPRNET). CWRMO

will query LOGFAC and notify base via SIPRNET of the PBC. Bases will

enter the PBC in positions 62-65 and 66-69 of the WCDO load, change or

delete.

2.4.3.3.2. WCDO Requirements. WRM spares detail records account for two kinds

of authorizations, as shown in the annual HQ USAF (HAF) Non-Airborne RSP

(NARSP) Authorization, Document, and Vol II. The WRMM will process the

applicable WCDO load, change, and delete (see WCDO Load, Change, And Delete

(TRIC 1CK) in AFH 23-123) to load the total WCDO authorizations.

30 AFMAN 23-122 27 OCTOBER 2020

2.4.3.3.2.1. The authorized quantity field of each input must reflect the

Operational Plan (OPLAN) Starter Quantity identified on the WCDO. The total

authorization is the sum of supportable and unsupportable. Enter the

unsupportable quantity in the appropriate field when directed by MAJCOM

WRMO. The supportable and unsupportable quantities will be maintained on the

same detail. To request WRM ordering authority for General Support Division

SMAG requirements see AFH 23-123 and AFI 25-101.

2.4.3.3.2.1.1. Authorizations can be loaded with or without using the

automatic issue program. When the automatic issue program is used the

processor will create a WCDO detail record and create an issue request input

and process the issue.

2.4.3.3.2.1.2. Attempting to use the automatic issue program on details with

unsupportability codes loaded will result in (F215) management notice.

2.4.3.3.2.2. When notified by the WRM GMO that a fiscally restrained

unsupportable authorization has become supportable, the WRMM will follow

these instructions:

2.4.3.3.2.2.1. Part unsupportable. When only part of the assets authorized

become supportable, process the change input and enter the new

unsupportable quantity in the unsupportable quantity field. The change input

to decrease the unsupportable quantity cannot contain issue data. Prepare an

issue request according to Expendable Item Customer Issue Request (ISU)

Transaction Format and Documentation Requirements in AFH 23-123, for the

new supportable quantity with WRM project code DCP.

2.4.3.3.2.2.2. Unsupportable details becoming supportable. If the total

authorization becomes supportable, process a change by inputting an asterisk

(*) in the supportability code field and zeros in the unsupportable quantity

field. Prepare an issue request according to paragraph 5.2, for the new

supportable quantity with WRM project code DCP.

2.4.3.3.2.3. Supportability Change. When an unsupportable authorization

becomes supportable, the WRM GMO will follow these instructions. Just in time

supportability applies to BEAR requirements which are only filled upon tasking

via local purchase or other expedited means. Note: Only hazardous and shelf life

items are authorized just in time supportability.

2.4.3.3.2.4. Storage location RSP manager will compile a list of candidate items

for coordination and final approval. Candidate listing must contain the following

information: Stock Number, Unit of Issue, Nomenclature, Unit Type Code (UTC),

Health hazard flag, Shelf life code, Total authorized and Quantity for just in time

supportability.

2.4.4. WRM Special Spares Readiness Spares Packages Detail Records.

2.4.4.1. Purpose: To explain WRM Special Spares Readiness Spares Packages (RSP)

Detail Record procedures. For guidance specific requirements review AFI 23-101 and

AFI 25-101. For IT specific guidance use AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 31

2.4.4.2. Special Spares support authorizations and assets are stored on WRM SPECIAL

SPARES (233) detail records with type spares code H and established, maintained and

deleted by Special Spares load, change, delete and receipt. WRM special spares RSP

authorizations are accounted for on the Special Spares Listing (R34). Use activity code U

and MAJCOM Special Spares Authorization Letter or email to identify shop code for

detail document numbers.

2.4.5. WRM/RSP Authorizations and Reconciliations.

2.4.5.1. Purpose: Describe the general procedures associated with processing WRM

authorizations and reconciliations. For guidance specific requirements review AFI 23-

101, AFI 25- 101, and for IT specific guidance use AFH 23-123.

2.4.5.2. BEAR, PACAF Legacy Airfield Damage Repair (ADR) and Reverse Osmosis

Water Purification Unit (ROWPU), and Fuels Support Equipment (FSE) are the only

types of WRM with RSPs.

2.4.5.3. WRM RSPs authorized for CRS assets. See WMP, Vol 1, for qualification of

BEAR in this category. WRM GMO will retain excess RSP assets by assigning ASC

080EXCE to the 233 special spares detail.

2.4.5.4. WRM RSP kit content authorization files (D040) are jointly developed by

AFCEC or Functional Area Manager (FAM), and the pilot unit, while coordinating with

using and storing commands. The pilot unit forwards the coordinated RSP authorization

file to the WRM GMO.

2.4.5.5. The WRM GMO will lead the annual RSP Review. (T-1).

2.4.5.6. The WRM GMO uses the authorization file to update the Consumables Reserve

Spares Package (CRSP) Utilization Management System (CRUMS). CRUMS database is

used to perform the annual RSP reconciliation.

2.4.5.7. WRM RSP kit contents will be standardized across the enterprise. Any

deviations must be approved by the pilot unit and WRM GMO.

2.4.5.8. WRM RSP change requests are sent through MAJCOM WRMO to the WRM

GMO from each unit. All requested RSP changes will include NSN, NOMEN, U/I,

requested quantity (QTY), Source of Supply (SOS), Standard Reporting Designator

(SRD), Expendability, Recoverability, Reparability Code (ERRC), unit price, work unit

code and budget code. All RSP changes will be coordinated as follows, via e-mail:

2.4.5.8.1. Unit Customer.

2.4.5.8.2. MAJCOM WRMO.

2.4.5.8.3. WRM GMO.

2.4.5.8.4. 635

Materiel Maintenance Group (BEAR) (pilot unit).

2.4.5.8.5. Air Force Civil Engineer Center (AFCEC) or Air Force Petroleum Agency

(AFPA).

2.4.5.8.6. Air Force Life Cycle Management Center (AFLCMC) Program

Management Office (PMO).

32 AFMAN 23-122 27 OCTOBER 2020

2.4.5.9. WRM GMO (CRUMS update) will:

2.4.5.9.1. Run a quarterly report identifying WRM RSP components coded as

obsolete or terminal.

2.4.5.9.2. Work with functional experts from the pilot unit and AFCEC, along with

engineers/equipment specialists at the support source of supply, to determine

replacement stock numbers for obsolete and terminal items. In addition, the WRM

GMO will update CRUMS and enterprise kit details with the replacement stock

number.

2.4.5.10. WRM RSP kit serial numbers (KSN) are listed in the War Mobilization Plan

(WMP), which constitutes the WRM RSP authorization document. At a minimum, the

WMP will contain KSNs and quantities by storage location. The non-airborne

requirements in WMP, Vol 4, is retained by the 635 SCOW.

2.4.5.11. MAJCOM WRMOs will coordinate with AFMC as changes to UTC

authorizations occur. The RSP Authorization Document, found in the WMP, Volume 2,

reflects an accurate picture of WRM KSNs at all times. WRM KSNs listed in the WMP

match the WRM KSNs loaded in ILS-S and CRUMS.

2.4.5.12. The WRM RSP KSN structure will be standardized across commands to allow

the use of centralized reconciliation tools and reduce excess WRM KSN records. Any

deviations from the below WRM KSN structures must be fully justified in writing and

approved by the WRM GMO. WRM RSP KSNs will be structured as follows: Stock

Record Account Number (SRAN)s (storing locations) will load a unique WRM KSN per

UTC, with individual kits delineated by organization/shop codes. The same WRM KSN

cannot be loaded at multiple SRANs within a host and satellite supply account grouping.

(Example: When a PACAF SRAN supports four XFABL UTCs, load KSN

ABOBBL0R0100 with Org/Shops of 809AA, 809AB, 809AC, and 809AD (the WRM

KSN at the second SRAN would be ABOBBL0R01(x) (x)). Shops AA, AB, AC, and AD

represent individual kits containing standard contents based on CRUMS.)

2.4.5.13. WRM RSP reconciliations are centrally processed annually by the WRM GMO

using CRUMS data (source system) compared to ILS-S special spares details (233 detail)

linked to the master WRM KSN record (024 record) and Org/Shop control record (025

record).

2.4.5.13.1. S07/S05 program logic is used for WRM RSP reconciliations. XTJ/XVF

files will not be produced depending on which reconciliation option is utilized.

2.4.5.13.2. When the ILS-S automated reconciliation option is used, the WRM GMO

will extract and organize data pulled from CRUMS to create XTJ/XVF files for

upload into ILS-S.

2.4.5.13.3. When the WRM GMO defers using the centralized ILS-S option, no

XTJ/XVF will be produced, but the same logic will be used to compare CRUMS and

ILS-S records.

2.4.5.13.4. A pseudo “clean” S05 will be signed by the WRM GMO and posted on

the WRM SharePoint. The ILS-S reconciliation (S05) date will also be updated.

2.4.5.14. MAJCOM WRMOs options for handling reconciliation excess:

AFMAN 23-122 27 OCTOBER 2020 33

2.4.5.14.1. Option 1. The WRM GMO will notify the MAJCOM WRMO of RSP

details requiring return action by the storing location. Once returns are processed the

WRM GMO will delete or adjust the details to reflect the correct authorization.

2.4.5.14.2. Option 2. The WRM GMO will load KSN details for each stock number

where excesses are generated as a result of authorization changes. The details will be

loaded with an authorized quantity equal to the excess quantity, an unsupportable

detail flag of “F”, an unsupportable quantity equal to the excess quantity and an

allowance source code (ASC) of 080EXCE. The WRM GMO, or storage location at

the request of the MAJCOM WRMO, will process 1KT transactions to move the

excess from the authorized detail to the excess detail. The original detail will be

adjusted accordingly to reflect the proper authorization quantity.

2.4.5.14.2.1. WRM RSP details containing a 080EXCE ASC will not be

considered as part of the reconciliation.

2.4.5.14.2.2. The WRM GMO will provide a 080EXCE report to the MAJCOM

WRMOs monthly.

2.4.5.14.2.3. When directed by the WRM GMO, 080EXCE excesses will be

turned in to stock to satisfy enterprise WRM shortages. MAJCOM WRMOs will

engage with WRM storage locations to get excesses turned in to stock, making

assets available for redistribution.

2.4.5.14.2.4. WRM storage locations will return assets maintained on special

spares details containing ASC 080EXCE to stock and delete the detail.

2.4.5.15. Direct vendor delivery of WRM RSP initial spares procured with APPN 3080

funds must be accounted for on special spares details.

2.4.5.15.1. The WRM GMO will provide the MAJCOM WRMO with the delivery

schedule and WRM RSP components list.

2.4.5.15.2. When the list contains non-stock listed items, the WRM GMO will assign

a temporary local serialized stock number and add the items to CRUMS.

2.4.5.15.3. The MAJCOM WRMO will notify the WRM GMO of delivery of assets.

Storage locations have 72 hours from receipt to conduct inventory of assets received.

MAJCOM WRMOs will provide the following: Type and quantity of kits received,

copy of the DD Form 250, Military Inspection and Receiving Report, with packing

list, list of overages, shortages and items not identified on the packing list, org and

shop code for each authorized kit.

2.4.5.16. WRM GMO:

2.4.5.16.1. Process all required transactions (1EB, FIL and 1KK) except for OCCR

loads or changes.

2.4.5.16.2. Input transportation control number from DD Form 250 shipping

document in “shipping document number” field.

2.4.5.16.3. Process reconciliation.

34 AFMAN 23-122 27 OCTOBER 2020

2.4.5.16.4. Maintain signed S05, DD Form 250 with packing list and e-mail status

report received from MAJCOM WRMO per the AF Records Disposition Schedule in

AFRIMS.

2.5. Degraded Operations.

2.5.1. Manual Accounting during Degraded Operations.

2.5.1.1. Purpose: Describe the manual accounting during degraded operations procedures

process. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123 and the ILS-S User Guide.

2.5.1.2. These procedures apply to AFMC, LRS, satellite accounts, and all assigned or

attached activities that maintain records on or receive support from the ILS-S. These

procedures are to be used in the event the ILS-S (in whole or in part) is not available.

AFMC supported bases will coordinate degraded operations with AFMC Control Team

Chief (CTC).

2.5.1.3. Degraded Operations. Degraded operations will meet the requirements of normal

operations, but the extent the processes are performed and the application of technology

used to perform them will vary. Scenarios that may drive materiel management activities

into degraded operations are described in Supply Automated Systems Availability

Scenarios in AFH 23-123. Degraded operations will be tailored to each situation based on

mission requirements. As soon as the need for degraded operations becomes apparent the

LRS/Materiel Management Activity and AFMC will advise customers that their support

may be limited.

2.5.1.3.1. Transactions are processed on a case by case basis (normally based on

mission impact) with close coordination between the LRS/Materiel Management

Activity, AFMC, and the sources of supply. When the situation dictates, some

transactions may be held and processed individually after recovery is complete. For

example, a single equipment transaction that was worked off-line during degraded

operations might be held and processed individually. The CTC will be involved in

decisions to withhold transactions from recovery. Degraded operations do not impede

physical movement (transfer/deployment) of spares and equipment.

2.5.1.3.2. Degraded operations documents are created to move assets. Kit

deployment/transfers are processed as part of or immediately after system recovery

(e.g., transactions that occur at home station prior to kit deployment/ transfer are

processed prior to application of the deployment indicator. Transactions occurring at

the deployed site are processed after the kit deployment/transfer has processed).

2.5.1.3.3. Computer products/listings will be used to record transactions and update

inventory information as needed. See Base Level Data Required to Support Degraded

Operations in AFH 23-123.

2.5.1.3.4. Transactions will be prepared in legacy straight-line format (flat file) and

processed as part of the degraded operations recovery.

AFMAN 23-122 27 OCTOBER 2020 35

2.5.1.3.5. Sequence transactions. Ensure transactions are sequenced for recovery.

Sequencing must be precise to avoid rejects. See Degraded Operations Backlog

Processing Sequence in AFH 23-123, for the degraded operations backlog processing

sequence.

2.5.1.4. Duration. When a planned outage is projected to last less than 24 hours, the

control team Chief can elect not to formally activate the Control Team (CT). Hold

transaction processing until system is available. When the outage (planned or unplanned)

is projected to be more than 24 hours, then degraded operations will be declared and the

CT will be activated. The CT will not be activated for normal weekends and holidays.

Materiel Management activities should not expect to process all transactions during

degraded operations (even if the operation extends for an extra ordinary length of time).

The capabilities of suppliers must be considered during the operational assessment, e.g.,

if suppliers are also in a degraded mode significant limits on additional processing may

need to be continued.

2.5.1.5. Functional Area Procedures. Common procedures applicable to all functional

areas are described below.

2.5.1.5.1. Prepare for Degraded Operations. Preparations for degraded operations

actually begin before the ILS-S goes down and before degraded operations

commence. Each functional area will ensure they are able to access the computer

products (reports/listings/data files) and forms needed to fulfill their primary duties

during degraded operations. Specific data needed during most degraded operations is

addressed in Base Level Data Required to Support Degraded Operations, AFH 23-

123, Materiel Management Operations. Note: Electronic media may be used instead

of physical forms as long as the information contained in the media meets the intent.

2.5.1.5.2. Update Computer Products. Ensure transactions are posted to applicable

computer products as the transaction occurs. This will ensure the viability of the

computer product throughout the degraded operation.

2.5.1.5.3. Enforce Controls. Special handling must be enforced during degraded

operations. Each functional area will ensure that special handling continues to be

applied. Check item record attributes for Controlled Item Codes, Serialized Report

Codes, TCTO, NPPC, Suspect, Functional Check, Shelf Life, ESD, and Exception

Codes (Issue, Shipment, and Requisition) and apply special handling as required.

Place special emphasis on the control of pilferable, classified and NWRM.

2.5.1.5.4. Recovery Files. As transactions are made, create transaction images in

legacy straight-line (80-320 position) (flat file) format. When ILS-S is available for

recovery processing, ensure applicable 4-position SRAN is appended to the beginning

of each transaction image prior to batch processing. Follow example found in ILS-S

Batch Processing, AFH 23-123. Limit batch transactions to 250 or less images.

36 AFMAN 23-122 27 OCTOBER 2020

2.5.1.5.5. Prepare auditable documents. Prepare DD Form 1348-1A, Issue

Release/Receipt Document to facilitate the movement (issues, shipments, transfers,

and releases) of assets during degraded operations. When Asset Management

System is available then document labels can be used for on-base movements. See

Preparation of DD 1348-1A, (ISU/MSI/DUO/DOR/A2x/SHP/A5J Documents) in

AFH 23-123 for more information on the preparation of DD Form 1348-1A.

2.5.1.5.6. Quality Control. Ensure transactions are correctly prepared prior to end of

day merge or more often if required to avoid rejects during recovery processing.

Verify data on input images match what is reflected on the reports/accountable

documents (for example, NSN, unit of issue, quantity, document number, and system

designator match what is reflected on computer products and forms such as AF Form

2005, Issue/Turn-In Request or DD Form 1348-1A).

2.5.1.6. Specific Functional Area Procedures.

2.5.1.6.1. Customer Support Liaison.

2.5.1.6.1.1. Call-in points will accept issue requests and perform research actions

based on CTC guidance. Requirements accepted but not qualifying for processing

will be held and input after recovery.

2.5.1.6.1.2. Load item and support records during degraded operations.

2.5.1.6.1.3. Support the screening of incoming receipts and returns for due-out

release action. A list of serviceable assets maintained in the Flight Service Center

will be consolidated with the list of serviceable assets held in Receiving so asset

availability can be quickly determined.

2.5.1.6.1.4. After recovery is complete, perform quality control on all auditable

documentation for accuracy. Quality control standards and procedures outlined in

outlined in AFH 23-123, Quick Reference Guide for DD 1348-1A Quality

Control Edits, are also applicable to degraded operations documents. Confirm all

degraded operations documents have been processed in the ILS-S.

2.5.1.6.2. Requisitioning. During degraded operations, requisitions are processed as

offline requisitions. Ensure all new MICAP due-outs (TEX 7) are added to the High

Priority MICAP Boards if available (see ILS-S User’s Manual). When ILS-S is not

available, call in new MICAP backorders to AFMC. Only when directed by AFMC,

forward all Stock replenishment Issues (TEX 6) and Non MICAP backorders to

AFMC. AFMC creates offline requisitions for authorized items using the Special

Requisition (SPR) Transaction.

2.5.1.6.3. Receiving. CTC prescribes what receipts are processed using degraded

operations procedures. Perform normal receipt actions as outlined in AFI 24-602, Vol

2, Cargo Movement. A list of all serviceable items held in receiving will be

maintained and screened against incoming asset requests (issues, shipments, etc.) as

requested. AFI 24-602, Vol 2, provides guidance on the receiving process used during

degraded operations.

AFMAN 23-122 27 OCTOBER 2020 37

2.5.1.6.4. Asset Management Storage Operations. Storage operations conducts asset

availability checks (to include lateral sourcing requests) as needed and notifies the

requestor/call-in points of asset availability. Stock will be processed for issue/release

as directed. The CTC determines if some or all stock will be binned.

2.5.1.6.5. Flight Service Center. Maintain control of items Due-In From Maintenance

(DIFM). The Flight Service Center will accept and process returns as prescribed by

the CTC. Normal in-checking and inspection functions for serviceable returns apply

as explained in paragraph 6.2 of this manual. Serviceable returns will be screened

for dueout release action and reparable items will be evacuated as directed. DIFM

Return in AFH 23-123 provides guidance on the DIFM process used during degraded

operations.

2.5.1.6.6. Quality Assurance (QA). Monitor the entire degraded operations process,

to include attending and observing transaction recovery. AFMC will manage the

entire degraded operations process at their level. LRS Quality Assurance function will

ensure an After Action report is created and submitted using the Sample After Action

Report Template found in, AFH 23-123. (T-2).

2.5.1.6.7. Inventory personnel will be available to the CT for lifting freezes that

result from erroneous processing. This section/element collects and processes Special

Inventory Request notices that result from Insufficient Quantity rejects.

2.5.1.6.8. Computer Operations/Functional Systems Management. The LRS/Materiel

Management Activity and AFMC will configure ILS-S to support degraded

operations (to include Recovery). Any incoming System interface processing should

be suspended until recovery is complete. Base level interfaces (maintenance,

transportation, etc.) will be evaluated and disabled if needed. When IT System is

available, set the recovery flag for Degraded Operations. Assign processing capability

to users designated by the CTC.

2.5.1.6.9. Other Areas Not Specifically Addressed. Specific scenarios and mission

requirements may require the involvement of other functional areas. Other areas that

must process materiel management transactions off-line will do so pertaining the

applicable section of this publication.

2.6. Readiness Spares Packages and Kits.

2.6.1. Procedures for Unsupportable Package Requirements.

2.6.1.1. Purpose: To load, change, or delete kit and package detail records’ authorized

quantities for RSP. Package detail records account for two kinds of authorizations,

supported and unsupported. For guidance specific requirements review AFI 23-101 and

for IT specific processes use AFH 23-123.

2.6.1.1.1. Use blank for the supportability code for fully supportable authorizations.

2.6.1.1.2. Use F for authorizations which may not be requisitioned because of base or

command fiscal restraints (no funds available).

2.6.1.2. General Unsupportable Package maintenance Procedures. The following actions

will be performed for the loading, changing, or deleting of unsupportable RSP

requirements:

38 AFMAN 23-122 27 OCTOBER 2020

2.6.1.2.1. Load of Total Authorization. The LRS/Materiel Management Activity RSP

package manager must load the total package authorization. (T-2). The authorized

quantity field of each input must reflect the total authorization, which includes the

sum of supportables and unsupportables. Then, enter the unsupportable quantity in

the applicable field. The supportable and unsupportable quantities will be maintained

on the same detail. For RSP, HPMSK, and CHPMSK input screen see Airborne

Mobility Readiness Spares Package (AMRSP) Load, Change, Inquire, Delete and

Receipt (1UB) in AFH 23-123.

2.6.1.2.2. Load authorizations using automatic issue program. Process an issue to

establish a due-out for new supported quantities see Expendable Item Customer Issue

Request (ISU) Transaction Format and Documentation Requirements in AFH 23-123.

2.6.1.3. Issue for Shortages. To request an issue as changes are being made to the

supportable detail record, process a do not requisition issue. See Expendable Item

Customer Issue Request (ISU) Transaction Format and Documentation Requirements in

AFH 23-123. When the computer program processes the issue, items will be issued from

the warehouse to balance the package detail, or a due-out for the quantity will be issued.

If the full quantity is issued, remove the special requirements flag from the unsupportable

due-in detail record and link the due-out and due-in.

2.6.1.4. Supportability Change. When notified by the AFMC SMAG manager that

unsupportable authorization has become supportable, the WRM manager will follow

these instructions.

2.6.1.4.1. Part unsupportable. When only part of the assets authorized become

supportable, process the change input and enter the new unsupportable quantity in the

unsupportable quantity field. The change input to decrease the unsupportable quantity

cannot contain issue data. Prepare an issue request according to Expendable Item

Customer Issue Request (ISU) Transaction Format and Documentation Requirements

in AFH 23-123 for the new supportable quantity.

2.6.1.4.2. Total Unsupportable. When the total authorization becomes supportable,

process a change by inputting an asterisk (*) in the supportability code field and zeros

in the unsupportable quantity field. Prepare an issue request according to AFH 23-123

for the new supportable quantity.

2.6.1.5. Unsupportable Package Requirements are managed by MAJCOM RSP

Managers and units will be directed to make changes as needed to meet mission

requirements.

2.6.1.5.1. MAJCOM RSP Managers will:

2.6.1.5.1.1. Perform a quarterly supportability code validation to identify items

requiring new loads and to ensure existing codes and unsupportable quantities are

correctly applied.

2.6.1.5.1.2. Review RSP details using Air Force Approved Ad-Hoc Database

Systems script to determine whether or not supportability code F applies (on an

item-by-item basis) for new additions.

AFMAN 23-122 27 OCTOBER 2020 39

2.6.1.5.1.3. Ensure details with or without existing supportability codes have

correct unsupportable quantities loaded.

2.6.1.5.1.4. Notify applicable units of new additions or changes. Date and file

listing manually or electronically until next validation.

2.6.2. Establishing and Maintaining Detail Records for RSP.

2.6.2.1. Purpose: To create and maintain RSP detail records. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

2.6.2.2. General procedures to load, change, delete or postpone RSP detail records. The

following procedures will be used to establish and maintain RSP detail records:

2.6.2.2.1. Use MAJCOM RSP Listing. Use the listing and records received from

Lead MAJCOM as authority to load, change, or delete RSP detail records.

2.6.2.2.2. LRS/Materiel Management Activity conducts a joint review with

maintenance to determine how to best segment the MAJCOM provided

authorizations. Ensure enroute support, existing taskings to multiple operating

locations and maintenance repair facilities are taken into consideration. Configure

non-airborne MRSP according to employment repair capabilities.

2.6.2.2.3. Assign Shop Codes. Assign shop codes to identify a kit/package or

kit/package increment. The first position specifies the kit number and the second the

part or container. Conduct a joint review with maintenance to determine how to best

segment the MAJCOM provided authorizations. Ensure enroute support, existing

taskings to multiple operating locations and maintenance repair facilities are taken

into consideration. In all cases, airborne MRSP must be configured in a manner that

will support the unit's mobility concept. Configure non-airborne MRSP according to

employment repair capabilities. Bases will ensure the sum of all authorizations does

not exceed the total MAJCOM authorized quantity. All airborne and non-airborne

MRSP will have standard shop codes with the first and second position alpha code

identifying the XD2 segment. Non-airborne MRSP will use a separate shop code for

each supported end item.

2.6.2.2.4. Process transaction to load the detail. See AMRSP Load, Change, Inquire,

Delete and Receipt (1UB) in AFH 23-123, for all input formats that apply to each

type of asset. When the information has been processed and verified, retain

authorization listings or files until superseded by new authorization files.

2.6.2.3. Postponing Repairs. When an item is issued from a deployed MRSP kit/package

but repair of the damaged reparable item is postponed until the deployment is over,

process the issue from MRSP detail records, using TEX W.

2.6.3. Mission Support Kits (MSK).

2.6.3.1. Purpose: To load, change, inquire, delete, and receipt for Mission Support

details. For guidance specific requirements review AFI 23-101 and for IT reference use

AFH 23-123.

40 AFMAN 23-122 27 OCTOBER 2020

2.6.3.2. General procedures to load, change, inquire, delete, and receipt for Mission

Support details MSKs. Personnel in Asset Management or organizational personnel

(when MSKs are maintained at organizational level) will perform the following

procedures to maintain MSKs:

2.6.3.2.1. Establishing Authorization Numbers. Each authorized item will be

assigned an item number which will be used as the last four positions of the detail

record document number.

2.6.3.2.2. Processing Formats. Use format and processing procedures outlined in

MSK Load, Change, Inquire, Delete, and Receipt (1MK) in AFH 23-123, to load,

change, inquire, and delete a Mission Support Kit.

2.6.3.2.3. Adding to an MSK. When adding or increasing an MSK detail record,

compare the total combined authorized quantity of all mission support kit and supply

point detail records to the requisition objective. A reject stating the input quantity plus

supply point and MSK authorization quantity exceed the requisition objective (R/O)

will be produced if the combined authorized quantity exceeds the R/O. Load or

change the detail record accordingly. Bases must either increase the R/O by adding a

special level or decrease the MSK and supply point detail record authorized quantity.

(T-2). When bases do not accomplish this requirement computation process the result

will be a management notice stating the supply point and MSK authorized quantity

exceeds the R/O.

2.6.3.2.4. Establishing New Codes for MDS. If an MSK supports multiple MDS,

unique shop codes should be assigned to each MDS. This will allow classification by

MDS on the MSK Listing.

2.6.3.2.5. Manual Processing. When the applicable IT system is not available, follow

degraded operations procedures for transaction processing.

2.6.4. WRM Authorizations and Reconciliations.

2.6.4.1. Purpose: Describe the general procedures associated with steps taken before

processing WRM authorizations, processing the WRM authorizations and performing

WRM reconciliation. For guidance specific requirements review AFI 23-101 and for IT

reference use AFH 23-123.

2.6.4.2. General procedures for steps taken before processing WRM authorizations, how

to process the WRM authorizations and performing WRM reconciliation. The following

actions will be performed:

2.6.4.2.1. Materiel Management personnel must make sure they have received the

entire WRM authorization file.

AFMAN 23-122 27 OCTOBER 2020 41

2.6.4.2.2. Processing the WRM authorizations. Lead MAJCOM RSP managers will

develop, create and ensure the MAJCOM WRM Serial Number Authorization

Record/WRM Authorization Input Record images, commonly referred to as the

XVF/XTJ files, are loaded annually, no earlier than 1 August and no later than 30

August. These images are provided to ILS-S by either manual download/upload or

automatically through the WS-MIS REALM PC interface. RSP managers will

coordinate with base Asset Management Section prior to initializing RSP

reconciliation. RSP managers will notify base Asset Management personnel when

files are ready for reconciliation. See ILS-S User’s Manual for RSP Reconciliation

instructional material.

2.6.4.2.3. WRM Base Authorization Input Processor List. When the option to create

WRM authorization input list is taken, the computer will output a WRM base

authorization input list to help Asset Management. This list helps in loading or

changing WRM serial number/control record(s), segments the WRM Authorization

Input Record, and assigns the shop codes and item numbers. See MAJCOM WRM

Serial Number Authorization Record (XTJ) in AFH 23-123, for WRM base

authorization input screen selection format. The computer outputs the WRM Base

Authorization Input Processor list in the following sequence:

2.6.4.2.3.1. MAJCOM WRM serial number authorization input record by

SRD/UTC.

2.6.4.2.3.2. WRM authorization input record by national stock number/

SRD/UTC.

2.6.4.2.4. Initiating WRM Base Authorization Input Processor. After completing the

actions required on the WRM base authorization input list, initiate the WRM Base

Authorization Input Processor process to add or change the applicable WRM details.

The computer will enter the add/change images of the applicable WRM detail

load/change in the pseudo reader to process or create a disk file for review prior to

processing.

2.6.4.2.5. WRM Base Authorization Input Processor Scan Option. After completing

all adds, changes, or deletes, Asset Management should process the WRM Base

Authorization Input Processor scan option to make sure all the WRM authorization

input records have been processed completely. When any WRM authorization input

records have not been completely processed, the computer will produce a WRM base

authorization input list. Then Asset Management must complete processing for those

WRM Authorization Input Record authorizations which appear on the WRM Base

Authorization Input Processor list.

2.6.4.3. WRM Reconciliation.

2.6.4.3.1. When Materiel Management personnel are satisfied that all WRM Base

Authorization files have properly uploaded into ILS-S, they should schedule a WRM

Reconciliation. When necessary, the WRM Base Authorization may be reloaded to

accommodate any changes to the records. Continue processing the RSP

Reconciliation until no discrepancies exist.

42 AFMAN 23-122 27 OCTOBER 2020

2.6.4.3.2. WRM Reconciliation processing procedures. Process the WRM

Reconciliation in the following way:

2.6.4.3.2.1. After WRM Base Authorization files have been properly uploaded

into ILS-S proceed with the WRM Reconciliation. The reconciliation is complete

when there are no variances or indicative data changes remaining.

2.6.4.3.2.2. The Materiel Management Flight Officer, LRS APO, or ranking

individual of the tenant activity responsible for the kit shall verify the

reconciliation.

2.6.4.3.2.3. The authorizing MAJCOM and Lead MAJCOM will verify that the

reconciliation has been completed.

2.6.4.4. Contingency Reconciliation Processing. RSPs transferred to the area of

responsibility (AOR), in accordance with established milestones, MAJCOM RSP

managers will develop, create and load the WRM authorization files (XTJ/XVF images)

annually in ILS-S.

2.6.4.4.1. In order to meet required milestones, complete all actions detailed in this

section within 30 calendar days after receipt of the master authorization files for each

type of RSP (MRSP/HPMSK). Managing MAJCOMs will determine if the

reconciliation will be performed for RSPs expected to transfer in less than 60

calendar days. Extensions must be requested in writing via message or letter to

Managing MAJCOM RSP managers. A complete explanation and expected

completion date must accompany extension request.

2.6.4.4.2. Quantity Variances (Changes). For details with reduced authorizations,

process applicable TRICs (based on type spares code) to reduce authorized quantities

but retain items resulting in excess on-hand balances in the RSP. Process due-out

cancellations if assets are not on-hand. Turn in all excess property upon return to

home station. (T-2).

2.6.4.4.3. Detail No Matching XVF Authorization (Changes). For details with on-

hand balances change the authorization to unsupportable and retain items as excess.

Process due-out cancellations and decrease/delete authorizations if assets are not on-

hand. Turn in all excess property upon return to home station and delete all

unsupportable details. (T-2). The unsupportable details are the only discrepancies that

MAJCOM RSP managers will approve.

2.6.4.5. MRSP (Airborne) Non-optimize (NOP)

2.6.4.5.1. Maximum effort will be made to compute RSP requirements in the D087

system using flying hour programs (decelerated where directed). This includes large

Mean Time Between Demand (MTBD) items. If an item can be computed, it should

not be NOP-ed. Some item requirements cannot be computed using flying hours or

sorties and are determined outside of D087. These items are identified in D087 by the

entry of an appropriate computation exception code and are referred to as "NOP"

(Non-optimize) items. All indicative data for these NOP items must still be included

in the D087 database. NOP quantities are to be file-maintained as the Total Wartime

Requirement (TWR) and, for IRSP, must also have a POS offset provided by the

AFMAN 23-122  27 OCTOBER 2020  43 
using command. All items that are NOP-ed or adjusted must be explained and the 
method used to determine the quantity documented using one of the approved reason 
codes. Reason codes are defined in Attachment 2, Table A2.1 
2.6.4.5.2.  Specific guidelines are as follows: 
2.6.4.5.2.1.  Weapon  systems  using  decelerated  hours  will  compute  brake  and 
landing  gear  items  in  lieu  of  NOPing.  When  NOP-ed  all  systems  will  use  the 
formulas in Figure A2.1 to compute wheels and tires. Weapon systems that do 
not use decelerated hours will use the formulas in Figure A2.1 for all of these 
types of items. Program Select Code (PSC) 5 item will be computed if the weapon 
system is decelerated. 
2.6.4.5.2.2.  Tires and Wheels. 
2.6.4.5.2.2.1.  Tires:  MAJCOMs  should  base  RSP  tire  requirements  for  the 
support  period  on  the  anticipated  wartime  landings  per  tire  divided  by  the 
mean  landings  between  demands,  then  multiply  the  result  by  the  QPA. 
Additional safety levels will not be computed for tires, due to the impact on 
airlift requirements. 
2.6.4.5.2.2.2.  Wheels: RSP requirements for wheels are not failure driven, but 
are  surge  support  requirements.  Given  this  situation,  MAJCOMs  should 
compute wheel requirements for RSP based on five duty days of surge sorties 
divided by the number of wartime landings, with that result multiplied by the 
QPA.  For  aircraft  that  do  not  deploy  tire  change  capability,  wheel 
requirements will equal tire requirements in the RSP. 
2.6.4.5.3.  Until the D087 system can compute requirements for items whose failures 
are not based on flying hours, or sorties for those weapon systems using decelerated 
hours,  MAJCOMs  will  continue  to  manually  determine  requirements.  See 
Attachment 2, Figure A2.1 for formulas. These items will be non-optimize in the 
D087  system.  To  determine  these  requirements,  the  MAJCOMs  should  divide 
peacetime sorties by total demands to arrive at the peacetime "mean sorties between 
demands" (MSBD). MAJCOMs will  divide the number  of  wartime sorties by that 
peacetime  MSBD  to  yield  the  wartime  requirement.  For  feasible  cannibalization 
items (see Attachment 2, Figure A2.2), subtract one half of the expected number of 
NMCS aircraft in the surge period from that wartime requirement to determine the 
NOP  quantity.  This  is  the  quantity  that  the  SPD  will  file  maintain  into  the  D087 
system. 
2.6.4.5.4.  Aircraft guns, gun barrels, components, and repair parts may be included in 
RSP based on the following constraints. Both MRSP and  IRSP will include repair 
parts and components for the weapon system support period (30 calendar days for 
most aircraft). The MRSP may also include one complete gun and gun barrel set. In 
addition, the MRSP will include enough gun support items, such as drums, to support 
initial operations. The remainder of the wartime requirement for  gun related items 
will be included in the wartime consumables distribution objective (WCDO). Guns 
and gun barrel sets will not be included in IRSP. 
   

44 AFMAN 23-122 27 OCTOBER 2020

2.6.4.5.4.1. Other NOP reason codes may only be used with prior approval of

AFSC. A request for additional reason codes must include a clear statement of

why a flying hour/sortie computation is wrong for the requested category of items

or why the items must be adjusted. It must include which computation exception

code will be used (that is, “N” if it is to be a one-time case and will revert to

“compute” for the following review, or “Y” if the circumstance is permanent). It

must include the proposed method for determining the RSP quantity for items in

the category – either an equation or decision rules clear enough for anyone to use.

2.6.4.5.5. MRSP (Non Airborne) NOP Item.

2.6.4.5.5.1. NOP “E” identifies items applicable to non-airborne systems.

Requirements for these items will be determined using guidelines in Attachment

2, Figure A2.2 (Pair with computation exception code “Y,” refer to Worksheet

and Audit List Data Element Definitions.)

2.6.4.5.5.1.1. Non-airborne systems normally have limited in-garrison

operating time, therefore MAJCOMs will determine the authorized quantity

for the RSP.

2.6.4.5.5.1.2. Non-airborne system spares will not be duplicated within the

RSP and Initial Spares Support List (ISSL) or Adjusted Stock Level (ASL)

program, unless the consumption data supports the requirement.

2.6.5. Resource Readiness (formerly the Status of Resources and Training System or

SORTS) of Readiness Spares Packages.

2.6.5.1. Purpose: Describe the general procedures associated with Resource Readiness

reporting methods, for obtaining and reporting WRM/RSP Fill Rates. Minimum Required

Products and Skills to Support ASM Assessment Processes. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

2.6.5.2. General. These procedures reference guidelines in AFI 10-201, Force Readiness

Reporting.

2.6.5.3. The available methods for Resource Readiness reporting are the Weapon System

Management Information System Sustainability Assessment Module (WSMIS SAM,

D087C), PC-Aircraft Sustainment Model (PC-ASM), and Enterprise PC-ASM (EASM).

These procedures will discuss the entire assessment and Resource reporting process for

RSPs.

2.6.5.3.1. WSMIS SAM. This is an AFMC mainframe computer system that assesses

all Air Force airborne RSPs using standard methodology. Each supply account with

RSPs and the Forward Supply Support (FSS) System reports their asset position by

processing the weekly MAJCOM Combat Supplies Management System (CSMS)

Reconciliation Report R30 to Wright-Patterson AFB. AFMC processes the R30 for

RSPs for regionalized accounts and RSPs transferred to AFMC managed locations.

AFMAN 23-122 27 OCTOBER 2020 45

2.6.5.3.2. PC-ASM. For bases with multiple weapon systems, MAJCOM units

assigned under one system designator, the host LRS/CC or equivalent should be

responsible for ensuring PC-ASM is used for Resource Readiness reporting. Upon

completion of the base level annual RSP Reconciliation, each MAJCOM will

download their applicable Dyna-METRIC Microcomputer Analysis System (DMAS)

files from WSMIS SAM and forward these files to the applicable units for use in PC-

ASM. Upon receipt from the MAJCOM, base RSP personnel will import the DMAS

file into PC-ASM for each applicable Kit Serial Number (KSN) identified in the War

Mobilization Plan (WMP), Vol 3. Note: The next step must be performed in PC-

ASM operating on a classified computer.

2.6.5.3.3. As each of the KSN’s are loaded into PC-ASM, the pertinent WMP, Vol 5,

information must also be loaded. When MAJCOM directs changes to the RSP (e.g.,

adds, changes, or deletes outside of the reconciliation period), they will provide using

bases with the updated DMAS file to import into PC- ASM. In order to obtain the

current retail level WRM and POS on-hand assets for all Mission Design Series

(MDS) RSPs being reported by the unit in Resource Readiness, the reporting base

will prepare and submit AF Form 2011, Base Supply ADPE Work Request, to

schedule the required PC-ASM Report(s), (R26/NGV776) from the host computer

operation section. It is critical that both the PC-ASM RSP files and the R-26 are set

up on OPLAN-tasked and DOC-response -time sequence. The MAJCOM will include

the sequence numbers on the annual MRSP load letter. Resource Readiness reporting

will be accomplished on the 1st of each month or next duty day should it fall on a

weekend or holiday and problem parts must be aggressively worked at that time.

Results/Problem parts are included in the Resource Readiness report to include

detailed status of the parts and the impact on maintenance.

2.6.5.3.4. EASM. AFMC is responsible for the development of EASM assessments

for RSP Resource Readiness reporting. Each year, upon completion of the MAJCOM

RSP review process and subsequent posting of current DMAS files into WMIS-SAM,

the AFMC will extract and load the applicable RSP data for each ASM assessed KSN

identified in the WMP, Vol 3. As each of these KSN’s are loaded into ASM, the

pertinent WMP, Vol 5, information are loaded. On the 1st of each month or next duty

day should it fall on a weekend or holiday, the AFMC will provide a consolidated R-

26 to update ASM with the current retail level WRM and POS on-hand assets for

each MDS assessed within ASM. Problem parts will be identified as the result of the

assessments, and passed to the applicable weapon system spares management team

for analysis and action.

2.6.5.4. For spares fill rates see Table 2.1

2.6.6. Performing and Interpreting PC-ASM Assessments.

2.6.6.1. Purpose: Describe the general procedures associated with performing initial PC-

ASM assessment. For guidance specific requirements review AFI 23-101 and for IT

references use AFH 23-123.

2.6.6.2. General procedures to perform initial PC-ASM assessment. The following

actions will be performed.

46 AFMAN 23-122 27 OCTOBER 2020

2.6.6.3. For most units the reported assessment from PC-ASM is the “availability %

(Method Z)”, which cross references to Table 2.1 Applicable rules (9-20) from the

DRRS Reference Tables are located on the SIPRNET Department of Defense Readiness

Reporting System (DRRS) web portal. For strategic airlift only, the sortie generation

capability (method “Y”) is used and is accomplished only via WSMIS/SAM as a “fleet”

rating. Strategic (C-5/C-17) bases are not required to perform PC-ASM assessments. This

fleet assessment rating is computed via WSMIS/SAM, and the results can be obtained

directly from WSMIS/SAM via SIPRNET. Even if the kit assessment's sortie percentage

equates to an S-1 level, the model will generate problem parts if a single stock number

exceeds the ENMCS threshold, which is the inverse of the DSO for the RSP’s Primary

Aircraft Authorization. Refer to AFI 23-101 for DSO information.

2.6.6.4. Once the PC-ASM assessment is completed, produce the Problem Parts List. To

do so, click on “Print Summary & Problem Parts” to identify any problem parts as a

result of the PC-ASM assessment.

2.6.6.5. When the MRSP(s) is assessed to S-1 and has not generated any problem parts,

the PC-ASM is finished and the Resource and Capability readiness information is ready

to be filled out. When an assessment is less than S-1 and problem parts are identified or

not identified contact AFMC for further research and assistance.

2.6.7. Performing and Interpreting EASM Assessments.

2.6.7.1. Purpose: Describe the general procedures associated with AFMC performing

initial EASM assessments. For guidance specific requirements review AFI 23-101 and

for IT reference use AFH 23-123.

2.6.7.1.1. General procedures followed by the AFMC to perform initial EASM

assessments.

2.6.7.1.2. Load current FY D087C WSMIS/SAM. DMAS files into ASM.

2.6.7.2. On a SIPRNET system, add MDS applicable War Mobilization Plan (WMP),

Vol 5, scenario data for Resource Readiness worksheets (hours/sortie, sortie rate, and

max sortie, decel rates if applicable).

2.6.7.2.1. Load R-26 on-hand spares data into ASM.

2.6.7.2.2. Within EASM, there are two methods in which the R-26 assets may be

allocated to the Fleet RSPs: Fleet Proportional and Fleet Priority schemes. Fleet

Proportional allocation spreads POS and spares evenly based on the authorizations

with the goal of bringing all KSNs to the same equivalent performance level and

generally achieve a higher fleet overall assessment. Fleet Priority allocation fills top

priority RSPs optimally until availability target or item authorization is reached. This

method provides a flexible option for assessing different scenarios (e.g., filling an

RSP tasked for deployment). AFMC will utilize the Fleet Proportional allocation

scheme for monthly RSP assessments. The Fleet Priority allocation scheme will be

utilized to initially robust RSPs identified in WMP, Vol 4, scenarios.

AFMAN 23-122 27 OCTOBER 2020 47

2.6.7.2.3. Assess RSP. EASM will perform modeling assessment and provide results

on the Fleet Assessment Output tab. RSP kits are listed in priority sequence with

Fleet Size, ENMCS data, Availability flown percentage. The fleet size is equal to the

Primary Aircraft Authorization (PAA) of the MDS weapon system supported by the

RSP kit. The availability flown percentage is the percentage of the PAA supported

that are expected to be FMC (fully mission capable) at the completion of the

assessment scenario.

2.6.7.2.4. After processing each unit and MDS fleet assessment, AFMC will update

the monthly RSP assessment data located on the SIPRNET EASM SharePoint and

forward assessment information to Defense Readiness Reporting System (DRRS-S)

personnel.

2.6.7.3. AFMC shall make EASM outputs available to the LRS/CC or equivalent to be

utilized at their discretion unless directed by MAJCOM to utilize EASM results for

Resource reporting. These EASM output files provide units with the A/A and the

ENMCS reporting categories for determining the health of the MRSP(s). The first

category is the aircraft availability (A/A). This is the primary measured category for

determining S-Level for Resource reporting. Refer to AFI 23-101 for Direct Support

Objective (DSO) information. Even if the sortie percentage equates to an S-1 level,

problem parts are generated if a single stock number exceeds the ENMCS threshold,

which is the inverse of the DSO for the RSP’s PAA.

2.6.7.4. Problem parts identified during the EASM monthly assessment process will be

annotated on the applicable fleet RSP assessment data located on the SIPRNET EASM

SharePoint. AFMC will review identified problem parts and take corrective actions to

resolve.

2.6.7.5. When the MRSP(s) is assessed to S-1 and has not generated any problem parts

and one is ready to fill out the Capability Readiness Assessment worksheet. When an

assessment is less than S-1 and problem parts are identified or not identified contact

AFMC for further research and assistance. EASM provides the capability to enhance the

asset position and thus obtain assessments that are more robust by including all locally

available assets and enterprise wide assets if applicable.

2.6.7.6. As Requested Assessments. AFMC will process out-of-cycle assessments upon

request. Situations that may require an out-of-cycle assessment are contingency

deployment computations, destruction and reconstitution assessments of spares due to

natural disaster, fire, war, etc. ASM assessment requests shall be submitted to AFMC.

Figure 2.1 provides the minimum information required for a contingency deployment

computation. Figure 2.2 provides the minimum information required for RSP destruction

and reconstitution assessment.

48 AFMAN 23-122 27 OCTOBER 2020

Figure 2.1. Deployment Computation Request Format.

AFMAN 23-122 27 OCTOBER 2020 49

Figure 2.2. RSP Destruction and Reconstitution Assessment.

2.6.8. Working Assessment Shortfalls.

2.6.8.1. Purpose: Describe the general procedures associated with Working Assessment

Shortfalls. For guidance specific requirements review AFI 23-101 and for IT reference

use AFH 23-123.

2.6.8.2. General procedures to perform to work assessment shortfalls. Host and tenant

units must work together to prevent “double counting” assets, correct ILS-S Audit Report

mismatches, and research problem parts. The following steps will be performed.

2.6.8.3. Ensure DIFM assets are properly coded and can be repaired on base. If not they

need to be returned to the depot and requisitioned.

2.6.8.4. Initiate Supply/Command assistance actions to AFMC on potential single failure

component parts. (This is not necessary if the weapon system and depot use EXPRESS).

50 AFMAN 23-122 27 OCTOBER 2020

2.6.8.5. Coordinate with Maintenance to determine the impact each problem part will

have on the wartime mission and to identify any additional assets that may be available

for use, e.g., Special Purpose Recoverables Authorized Maintenance (SPRAM) assets,

cannibalized assets from Backup Aircraft Inventory (BAI), Attrition Reserve (AR)

aircraft, and Programmed Depot Maintenance (PDM) coded aircraft.

2.6.8.5.1. These problem parts are identified by NSN in the ESSA1 Remarks Label

along with authorized quantity, RSP balance, other serviceable base assets, a

description of the problem, anticipated maintenance man-hours to perform

cannibalizations, and actions taken to resolve the problem.

2.6.8.5.2. Verify SPRAM assets are in serviceable condition and assets would be

available within DOC response time. The time must include removal, inspection,

packing, palletizing, and marshaling. Consider only assets which maintenance can

reasonably cannibalize in the pre-deployment phase within DOC response times from

BAI, AR, and PDM coded aircraft. Ensure BAI/AR aircraft are available for

cannibalization and not being used to backfill a grounded war-tasked aircraft. Aircraft

in PDM status located off base will not be considered for cannibalization plans.

2.6.8.5.3. After applying these additional wing assets to the appropriate RSPs in PC-

ASM, rerun the PC-ASM assessment. Cannibalized or other base assets that are

available can only be applied against RSP shortfalls once, not applied against each

squadron independently. Remember, to reload the wartime flying scenario before

running the enhanced PC-ASM assessment (refer to the security portion of the

classified flying scenario message).

2.6.8.5.4. This second enhanced PC-ASM assessment will normally increase both

sorties generated and aircraft availability. Use AFI 10-201, to convert the PC-ASM

results to the Capability Readiness Assessment percentage and S-Level.

2.6.9. Post-Capability Readiness Assessment Actions.

2.6.9.1. Purpose: Describe the general procedures associated with post Capability

Readiness Assessment follow-up actions. For guidance specific requirements review AFI

23-101 and for IT reference use AFH 23-123.

2.6.9.2. General procedures for Post Capability Readiness Assessment pro-active

actions. The following actions will be performed by AFMC:

2.6.9.2.1. Units with PC-ASM capability will continually review the status of

problem parts and pacing items, and coordinate with stock control to generate follow-

ups/supply assistance requests when the LRS APO has authorized this action.

2.6.9.2.2. Compare EXPRESS Tables and D035C with applicable IT system records.

2.6.9.2.2.1. LRS/Materiel Management Activities should compare the D035C

reported asset position and the EXPRESS tables on the PC-ASM generated

problem parts to ensure accurate D028/RAMPS reporting.

2.6.9.2.2.2. In D035C, verify the reported demand level, WRM level, serviceable

Peacetime Operating Stock (POS) balance, WRM balance, Due In/On-Hand

DIFM, and in-transit serviceable levels are correct when compared to applicable

IT system records.

AFMAN 23-122 27 OCTOBER 2020 51

2.6.9.2.2.3. EXPRESS tables should be reviewed to ensure the depot has these

parts validated with the proper Resource readiness values, and are scheduled for

repair and distribution accordingly.

2.6.9.2.2.4. The applicable IT system must initiate any corrective actions, not the

Item Manager. A return maybe required to correct a DIFM problem, or releveling

may be needed to correct a D028 problem with a WRM or POS level, etc.

2.6.10. Home Station Consumable Readiness Spares Package (CRSP) Processing.

2.6.10.1. Purpose: Describe the general procedures associated with home station CRSP

processing. For guidance specific requirements review AFI 23-101 and for IT reference

use AFH 23-123.

2.6.10.2. General procedures to perform loading and requisitioning of home station

CRSP packages.

2.6.10.3. Loading CRSPs. When a CRSP package is not required for an imminent

deployment or contingency, the withdrawal flag on each RSP detail will be set to "Y"

thereby allowing unrestricted issues and lateral support shipments from CRSPs. The

automatic withdrawal flag will be set to "N" when a deployment or contingency is

imminent to restrict withdrawals. See MRSP/IRSP Serial Number and Control Record

Change in AFH 23-123, for additional information about loading RSP withdrawal flags.

When the CRSP is segmented into multiple packages, the combined Total Wartime

Requirement (TWR) for all RSP details for each stock number will not exceed the

MAJCOM-computed TWR for the stock number for that Stock Record Account Number

(SRAN). The MAJCOM can specify the use of either the MRSP or IRSP to implement

CRSP via RSP Details.

2.6.10.4. Requisitioning CRSP Assets. Use standard RSP fill procedures to requisition

CRSP requirements. The quantity requisitioned and maintained as a CRSP package at the

home station is the RSP TWR quantity. The Contingency Flag Review process will

initiate requisition modifier transactions as appropriate to ensure the pertinent base

requisition quantities up to the TWR are assigned CRSP project codes and priorities. The

Contingency Flag Review is the process used to modify the JCS project flags and

JCS/Intra-Air Force project codes on replenishment requisition transactions.

2.6.11. Storage and Maintenance.

2.6.11.1. Procedures for Storage and Maintenance of all RSPs.

2.6.11.2. Purpose: Provide general guidance and requirements on storing and

maintaining RSPs. For guidance specific requirements review AFI 23-101 and for IT

reference use AFH 23-123.

2.6.11.3. Buildup Items. When authorized, RSP are allowed to maintain built-up

configuration prior to use. Wheels and Tires stored in an RSP will be maintained in a

built-up configuration per TO 4W-1-61, Maint and OH Instr – All Type Acft Wheels. (T-

1).

52 AFMAN 23-122 27 OCTOBER 2020

2.6.11.4. Hazardous items may be segregated in Hazardous Storage facility

(HAZMART) at the home station prior to deployment preparation. RSP personnel will

maintain a Safety Data Sheet (SDS) for each hazardous RSP item. AFJMAN 23-209,

Storage and Handling of Hazardous Material, provides guidance in the control, storage,

and handling of hazardous commodities.

2.6.12. Independent/Dependent Concept.

2.6.12.1. Purpose: Provide guidance on combining dependent MRSP and independent

MRSP to enable single Capability Readiness reporting. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

2.6.12.2. Regardless of how the authorized MRSP is warehoused or packaged for

deployment, it will be reported as a single MRSP of the Primary Mission Aircraft

Inventory (PMAI). The dependent MRSP will be combined with the independent MRSP

and will be Resource readiness reported as a single MRSP of the combined PMAI.

2.6.12.3. General procedures for combining dependent MRSP and independent MRSP.

The following procedures will be used to establish the “working package” and

computation adjustments for Resource Readiness reporting of the combined PMAI.

2.6.12.4. When units operate under the independent/dependent concept, a "working

package" of the combined PMAI must be built. This package will not be listed in the RSP

Authorization Document, and will always have an authorization factor of zero, because

no such unit actually exists. The working package and dependent MRSP will be built

after all file maintenance has been done on the independent package.

2.6.12.5. Create the working package by copying the independent package to a serial

number containing the combined PMAI of the independent and the dependent packages,

and an "N" in the thirteenth position of the PSN. In this new "N" package, change the

flying hours and Direct Support Objectives (DSO) to reflect the combined PMAI. Create

the dependent MRSP by copying the independent MRSP to a serial number containing

the dependent PMAI and an “N” in the thirteenth position, then, when necessary,

adjusting the flying hours and the DSOs.

2.6.12.6. The independent/dependent operational concept requires adjustments after the

computation. The independent, dependent, and working packages are computed

separately. Quantities in the dependent package are then adjusted as follows:

2.6.12.6.1. The Program Manager (PM) must send the independent and working kits

to be computed along with all the rest of the kits.

2.6.12.6.2. The SPM must create a post-computation database on the REALM PC

server and use the “TID” dependent kit calculation tool. After entering the three kit

serial numbers and executing the computation, the dependent kit will be populated.

For computing items, the dependent kit quantity is determined mechanically by

subtracting the independent kit quantity from the working kit quantity. For

noncompeting items, the dependent kit receives the same NOP quantity as the

independent kit.

2.6.13. Out-of-Cycle Change Requests.

AFMAN 23-122 27 OCTOBER 2020 53

2.6.13.1. Purpose: Describe the general procedures associated with submitting an Out-

Of–Cycle Change Request. For guidance specific requirements review AFI 23-101 and

for IT reference use AFH 23-123.

2.6.13.2. Out-of-cycle change requests are submitted for recoverables and for

consumables. Due to the workload involved, and the impact on package requirements,

out of cycle changes should be kept to a minimum.

2.6.13.3. Coordination among the offices concerned is essential. When an out-of-cycle

change request is required, the initiator, the authorizing and Lead MAJCOM, and the

SPM RSP Manager must be kept informed and given enough time to take appropriate

action. Each office having action on an out-of-cycle change request must promptly

acknowledge receipt of messages (to include e-mail).

2.6.13.4. Changes to economic order quantity (EOQ) items in the CRSP are approved by

the authorizing MAJCOM. The Lead MAJCOM will provide the changes to the SPM

RSP Manager in the D040 system format. If ten or fewer stock numbers are involved, a

message or e-mail may be submitted.

2.6.13.5. Changes to investment items in an RSP are approved by the SPM RSP

manager, in close coordination with the applicable IMS/Equipment Specialist and Lead

MAJCOM. Mandatory entries are the note code, stock number, quantity, work unit code,

division code, the package or end item serial number, and the justification for the

proposed change. Once the change is approved, all of the following actions are required

otherwise the RSP authorizations and the data files supporting readiness assessments will

be inconsistent:

2.6.13.5.1. The SPM RSP manager must make the change (as an adjustment) in

Reliability Execution Availability Logistics Module (REALM).

2.6.13.5.2. The Lead MAJCOM RSP Manager must notify the impacted base(s) of

the change.

2.6.13.5.3. The Lead MAJCOM RSP Manager must request, from AFMC, new ASM

files be extracted to support availability assessments.

2.6.14. Base Level Review of Readiness Spares Package.

2.6.14.1. Purpose: Describe the general procedures and tasks associated with the annual

base level RSP review process. For guidance specific requirements review AFI 23-101

and for IT specific guidance use AFH 23-123.

2.6.14.2. The review is to update the range of items in RSPs and verify the complete set

of data used to compute quantities for those items. The review will include all

recoverable items. Stock class 1377 cartridge actuated devices and propellant actuated

devices are exempt from annual review. Selected EOQ items, to include the following

categories, must also be reviewed: aircraft guns, gun components, aircraft wheels, aircraft

tires, aircraft brakes and brake components, and others, as agreed between the SPM RSP

Manager and Lead MAJCOMs. The review process provides a forum to forecast any RSP

add/change/ deletes and the anticipated cost to buy them. The following actions will be

performed:

54 AFMAN 23-122 27 OCTOBER 2020

2.6.14.2.1. Annually, the RSP packages are reviewed. Authorizations are computed

from historical demand data and programmed scenarios. However, inputs from the

ALC, MAJCOM, Base RSP managers, and maintenance experts provide information

necessary for determining valid authorizations. These tasks are part of the annual RSP

review process.

2.6.14.2.2. Conduct a joint review with maintenance to determine how to best to

segment the MAJCOM provided RSP Authorization document. Ensure existing

taskings to multiple operating locations and maintenance repair facilities are taken

into consideration. In all cases, airborne MRSPs must be configured in a manner that

will support the unit’s mobility concept.

2.6.14.2.3. The Base RSP manager will schedule a face-to-face base level review

session with maintenance and distribute worksheets to lead technicians. The Base

RSP Manager will serve as chair and record minutes, forward minutes and results to

Lead MAJCOM.

2.6.14.2.4. MAJCOM RSP/SPM Manager must be informed to review Authorization

document for accuracy of the following data: Look for indentured data to the Next

Higher Assembly, Item Type (LRU/SRU), Quantity per Aircraft (QPA) Maintenance

Concept, Cannibalization indicator and TO Fig/Index.

2.6.15. Asset Deployment and Transfer.

2.6.15.1. Purpose: Describe the general procedures associated with deploying and

transferring RSPs. For guidance specific requirements review AFI 23-101 and for IT

reference use AFH 23-123.

2.6.15.1.1. Units will initiate support segments within 5 calendar days of scheduled

deployments based on tasking priority. (T-2). Use program R42/NGV904 RSP

Shortage Listing. During the support segment review, units will consider items

contained in supply points, other RSPs, tail number bins and as a last resort,

cannibalization from home station aircraft as candidates to fill shortages within the

deploying Readiness Spares Package. (T-2). Readiness Spares Package sections will

provide maintenance with a list of candidates for cannibalization within 12 hours of

notification of deployment. (T-2).

2.6.15.2. Immediately upon notification of deployment, to include forward-deployments

and returns, MRSP personnel will prepare and submit a deployment notification email

message to their corresponding MAJCOM/A4RM. (T-2). See Figure 2.4 for email

message requirements.

2.6.15.2.1. WRM Special Spares. Special Spares Packages items dispersed to support

enduring units or forward operating bases will be immediately placed in mission

deployed status.

2.6.15.2.2. WRM Special Spares Packages will be expensed to the deployed unit in

possession of the end item by the supporting MAJCOM or Component Numbered Air

Force in lieu of processing a transfer (1WD/NBV471).

2.6.15.2.3. Losing Base RSP monitor will accomplish the following:

AFMAN 23-122 27 OCTOBER 2020 55

2.6.15.2.3.1. Process WRM Detail Record Deployment inputs to update the asset

status flag on each unit's deployed package detail record. (T-2).

2.6.15.2.3.2. Produce the applicable package list for the RSP segment deployed

and retain a copy at the home base. (T-2).

2.6.15.2.3.3. Delete the asset status flag immediately upon return after post

deployment inventory. After deployment, when the package has returned to the

home base, process a WRM Detail Record Return to delete the asset status flag.

(T-2).

2.6.15.2.3.4. Update applicable IT system database records by processing

degraded operations recovery files within the IT system immediately after return.

(T-2).

2.6.15.2.4. Losing Base Replenishment. Replenish the deployed package if required,

from the unit's home base if airlift is available.

2.6.15.3. Transfer. Deploying units for over 30 calendar days will transfer supply

accounts to the AFMC servicing the deployment theater. Transfers are accomplished by

processing WRM Detail Record Transfer. See WRM Detail Record Transfer (NGV471)

in AFH 23-123 for select and parameter images.

2.6.15.3.1. AFMC will provide detailed kit transfer instructions, to include a request

for the latest results of the PC-Aircraft Sustainment Model (PC-ASM) assessment.

The deploying unit will use the PC-ASM assessment to identify critical problem

items and evaluate the overall spares posture of the gained unit. Kit transfer

procedures will include specific redeployment instructions.

2.6.15.3.2. Deploying Unit Responsibilities. Use degraded operations procedures for

transaction processing during package or segment package transfers. Use the package

listing and a log book or local computer products to record all transactions to or from

the transferred package. Continue until all information is uploaded on the gaining

CSB computer or reloaded at the unit's home station after redeployment. Document

all package transactions regardless of which manual process is used to post

transactions.

2.6.15.3.3. Redeploying Unit Responsibilities. Immediately upon return to home

station from a deployment or exercise, prepare and submit a return notification to

MAJCOM/A4R. See Figure 2.4

2.6.15.4. Units that deploy to locations with no ILS-S capabilities or an active SRAN

will notify their MAJCOMs who will coordinate with Contingency Ops for assistance.

2.6.15.5. Upon direction from AFMC/AFSC Logistics Operation Center/LOC, the

following issuing and robusting rules and procedures govern the transition of spares from

the re-deploying MRSP. Contingency spares robusting is defined as issuing serviceable

spares from redeploying MRSP to contingency operating stock, to include CHPMSK,

RSP, and POS where an In-place Readiness Spares Package (IRSP) and Total Wartime

Requirement (TWR) exist.

56 AFMAN 23-122 27 OCTOBER 2020

2.6.15.5.1. Contingency spares robusting from redeploying unit MRSP's is critical to

ensure effective positioning of spares to support contingency operations, without

harming the deployed unit’s ability to return to home station. The (E)LRS/CC or

designated representative and parent AOR MAJCOM will also be advised of these

procedures and may be asked to assist the deployed unit in contingency robusting

actions. Note: When there is not sufficient overlap time between transfer of inbound

replacement MRSP and redeployment of outbound MRSP, robusting to the inbound

MRSP may not be possible. AFMC, inbound/outbound accountable Officer/NCO and

(E)LRS/CC will make every effort to identify replacement unit MRSP requirements

and robust from the redeploying MRSP before departure.

2.6.15.5.2. When AFMC determines de-robusting is necessary to support ongoing

operations, they will provide the deployed accountable Officer/NCO and host

(E)LRS/CC a list of recommended NSNs and quantities to be robusted from the

redeploying MRSP to the deployed location contingency operating stocks. Any

disagreement on assets recommended for robusting, from either the deployed

accountable Officer/NCO or (E)LRS/CC should be based on mission requirements

and communicated to AFMC before redeployment. There may be legitimate reason(s)

for some, or even all, of the assets recommended for robusting, remaining in the

redeploying MRSP. Resulting actions taken on each recommended NSN for robusting

will be annotated on the list provided by AFMC and returned before physical MRSP

redeployment. Decisions to not robust recommended assets to contingency operating

stocks should be justified with supporting rational (Examples: Assets required for

redeployment operations, warehouse refusal, or other mission related reasoning).

Coordination with AFMC/SCOW is the approval authority for any disagreement.

2.6.15.5.3. When the location is authorized JCS Project Flag A, the outbound MRSP

will release any assets required to bring the contingency location's POS, CHPMSK,

and inbound MRSP on-hand levels to one hundred percent of authorized levels. The

authorized level is the sum of the POS, CHPMSK and inbound MRSP levels.

2.6.15.5.4. When the location is authorized JCS Project Flag B, the outbound MRSP

will release any assets required to bring the contingency location's POS, CHPMSK,

and inbound MRSP on-hand levels to fifty percent of authorized levels. The

authorized level is the sum of the POS, CHPMSK and inbound MRSP levels. For

example, if the contingency location has a total authorized quantity of four and an on-

hand quantity of zero, the outbound MRSP would release two assets to robust the

deployed location levels. When the contingency location had a total authorized level

of three and total on-hand balances of zero, the outbound MRSP would still release

two in order to bring the contingency on-hand level to the required floor of fifty

percent.

2.6.15.5.5. When the location is authorized JCS Project Flag C, outbound MRSP will

release assets required to bring the sum of the contingency location's on-hand POS,

CHPMSK, and inbound MRSP levels up to one. When the total on-hand quantity is

zero the outbound MRSP is required to release an asset to robust Project Flag C

locations.

AFMAN 23-122 27 OCTOBER 2020 57

Table 2.1. Spares Assessment.

58 AFMAN 23-122 27 OCTOBER 2020

Figure 2.3. MRSP Deployment Notification.

2.6.16. WRM RSP Asset Control.

2.6.16.1. The WRM GMO centrally manages WRM RSP assets. Asset re-alignments

will be passed to the MAJCOM WRMOs for execution by storing commands.

2.6.16.2. Initial and replacement WRM RSP details:

2.6.16.2.1. All initial WRM RSP requirements will be established with a

Supportability Code F and Note Code 3 assigned.

2.6.16.2.2. Replacement for (expired shelf life, unserviceable) stock fund RSP details

will be established with a Supportability Code F and no Note Code assigned (unless it

is a legacy item).

2.6.16.2.3. Replenishment (MSI from kit) stock fund WRM RSP details will be

established with a blank Supportability Code and no Note Code.

2.6.16.2.4. Legacy WRM RSP details and assets will be established and identified

with a Supportability Code F and Note Code 1 assigned.

2.6.16.3. All WRM RSP authorizations will be maintained on the Special Spares Listing

(R34).

AFMAN 23-122 27 OCTOBER 2020 59

2.7. Base Closures.

2.7.1. Purpose: Describe the procedures performed during base closures. For guidance

specific requirements review AFI 23-101 and for IT references use AFH 23-123. These

procedures apply to all MAJCOMs, LRS, satellite accounts, and all assigned or attached

activities that maintain records on the ILS-S. Use Base Closure Checklist in Attachment 4,

Table A4.1

2.7.2. Supporting Operational Activities. The ILS-S has satellite Supply functions. During

base closure, some satellites must remain operational. To ensure that these satellites are

supported until they are deactivated, consider the following conditions of base closure:

2.7.2.1. Closure of an ILS-S account with autonomous satellites. (See AFH 23-123).

2.7.2.2. Relocation of satellites. (See AFH 23-123 for IT references to relocate

satellites.)

2.7.3. Phasedown Actions.

2.7.3.1. The phasedown plan must meet the following objective: To achieve a smooth,

orderly closeout while the variety and number of supplies are gradually reduced. The rate

of supply reduction is determined by resources and the closeout date. Phasedown actions

require careful attention and will be taken by the appointed personnel.

2.7.3.2. Phased Reduction of Stock Requisitioning. As items are identified for base

closure, the base closure flag field (101-BASE-CLOSURE) of the item record will be

equal to a numeric 1. Requisitioning programs will recognize this flag and requisition

only for due-out and special level quantities. This requisitioning is done by re-computing

the demand level for the item; the computer then forces zeros to this field on the

requirements computation record.

2.7.3.3. Computing excess quantity. Special processing for excess reporting should not

be required once items have been identified for base closure (the base closure field of the

item record will be equal to a numeric 1). To ensure that excesses are promptly reported

to the source of supply, AFMC must ensure that file status is processed after the base

closure flag is set on the item record. The demand level for all items selected will be

forced to zero under computer control. Items that exceed requirements (special level and

due-out detail quantities) are considered excess and must be reported or disposed of (see

AFH 23-123 for IT references). Note: If computing an excess quantity manually, use

demand level zero.

2.7.3.4. QUP procedures. These procedures for normal processing do not apply during

base closure. When the base closure flag is ON, the QUP is 1 or 0.

2.7.3.5. Facilitating disposition of excesses. Use the lateral requisitioning procedures to

facilitate disposing of excess items. Accomplish extensive lateral redistribution before

accelerated excess reporting, when possible.

2.7.3.6. Accelerated DIFM Processing and Disposition of Reparables. Be sure to clear

delinquent DIFM items and dispose of reparables.

60 AFMAN 23-122 27 OCTOBER 2020

2.7.3.7. Compressed Inventory Schedule. Inventory is very important during the

phasedown. To make sure all assets are physically disposed of and balance fields are

zeroed before final closeout, adjust and closely monitor inventory schedules and

accelerate inventory actions.

2.7.4. Closeout Action.

2.7.4.1. Mandatory Closure Procedures. During closure of a Host or satellite, certain

actions are standard practice and considered mandatory. AFMC and the LRS/Materiel

Management Activity will make sure the following actions are taken:

2.7.4.1.1. The SRAN is deleted from the SNUD.

2.7.4.1.2. Nature of change (merger of accounts, or similar circumstances). Accounts

which are merged or consolidated with other accounts will remain open for receipts

only for six months to close out the account. Cancellation of backorders will be

automatic after six months.

2.7.4.1.3. Terminating ILS-S Operations. When determined by the MAJCOM or HQ

USAF as practical and necessary for early ADPE release, a satellite account may be

established on another ILS-S account. Balances should then be transferred to that

satellite account using lateral (JLS) shipments and receipts. Transfer equipment items

on authorized/in-use detail records using the processes outlined in AFH 23-123,

Equipment Management.

2.7.4.1.4. Mandatory Reports. The following reports and listings are scheduled and

run, as they are mandatory for base closure and are the final ILS-S products produced

for the closing account:

2.7.4.1.4.1. Normal end-of-day reports.

2.7.4.1.4.2. Normal end-of-month reports.

2.7.4.1.4.3. Conversion Audit List (R22/NGV803).

2.7.4.1.4.4. Accounting and Finance end-of year report (NGV946).

2.7.4.1.4.5. The last M32/NGV808 and M01/NGV972 reports are reviewed to

verify the status of the following records.

2.7.4.1.4.5.1. Item records with zero serviceable balance equal the total

number of item records.

2.7.4.1.4.5.2. Miscellaneous/detail record data equal zero.

2.7.5. Mass Cancellations of Requisitions.

2.7.5.1. Need for mass and universal cancellation requests. During base closure, requests

for cancellation of multiple requisitions may need to be submitted. Because the base

closure date usually is known well in advance, single line item cancellations can be

submitted. However, when insufficient advance notice does not permit continued

cancellation on a single line item basis, a mass or universal cancellation request may be

submitted.

AFMAN 23-122 27 OCTOBER 2020 61

2.7.5.2. Submitting mass and universal cancellation requests. AFMC will notify all

applicable DoD sources of supply in accordance with Defense Logistics Management

(DLM) 4000.25, Defense Logistics Management Standards. (T-0). Requests must be

submitted in DLMS format and contain the identity of the base submitting the request,

the effective base closure date, and the desired transportation diversion precedence. Mass

or universal cancellation requests are submitted under the following conditions:

2.7.5.2.1. Mass cancellation requests are submitted when continued document and

shipment processing is desired for selected requisitions. For requisitions identified for

continued document or shipment processing that is already being processed, submit a

requisition modifier (AMx) document to the source of supply as soon as possible. The

requisition modifier document must contain an expedited handling signal code 555 in

the RDD field, positions 62-64. For requirements produced after a mass cancellation

request has been submitted, the requisition must contain the expedited handling signal

code 555 in the RDD field.

2.7.5.2.2. Universal cancellation requests are submitted when all source of supply

processing of requisitions is stopped. This request will also stop the processing of

requisitions previously identified for continued document and shipping processing

under mass cancellation situations. When a universal cancellation request is

submitted to replace a mass cancellation, and outstanding requisitions contain (or are

modified to contain) 555 in the RDD data field, supply sources must take action to

cancel all outstanding requisitions regardless of whether they contain 555.

2.8. Weapons System Transfer.

2.8.1. Purpose: This section is used to describe the procedures for transferring due-out, due-

in, and credit DIFM details to a gaining base during mission change/base closure actions.

These procedures should be part of a plan directed by the parent major command. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH 23-

123.

2.8.1.1. Weapon System Transfer. All weapon system and associated support equipment

will be transferred in a complete and serviceable configuration. In the event the gaining

organization agrees to accept an incomplete weapon system, it is their responsibility to

ensure the funds and records (supply and accounting) are transferred. Further, the gaining

organization will ensure transferred funds will cover existing and necessary (not yet

established) due-outs before accepting the broken or incomplete weapon system. If the

gaining organization accepts an incomplete system without the necessary funding, the

gaining organization will pay for the missing components. Should the gaining

organization be required to accept an incomplete system, the directing organization will

identify a funding source to pay for missing components.

2.8.2. Coordination Between Bases.

2.8.2.1. Requirements. Items transferred must have type SRAN B or E or as otherwise

specified in this publication. Items must not have routing identifier JBx. Organization

codes must be between 100 and 999.

62 AFMAN 23-122 27 OCTOBER 2020

2.8.2.2. Item Records. The bases should coordinate efforts to have all item records

required at the gaining base loaded. This can be done by formatting FIL images for the

items to be transferred at the losing base and forwarding them to the gaining base along

with the applicable documentation (e.g., DD Form 1348-6, DoD Single Line Item

Requisition System Document, (Manual-Long Form)).

2.8.2.3. Organization Codes. The gaining base should provide the losing base with the

organization codes needed to transfer the details. If new organization loads are required,

the gaining base should load them before the losing base transfers the details.

2.8.2.4. Losing Base. The 1TO program is used to delete due-out, due-in, status, and

DIFM details. An AMx requisition modifier is sent through DLA Transaction Service to

the source of supply so the requisition will be shipped to the gaining base. A 99S image is

sent through DLA Transaction Service to the gaining base to load a due-in, due-out, and a

DIFM detail, if required, for the transferred assets. Credit DIFM details will be

transferred to the gaining base as credit DIFM details.

2.8.2.5. Gaining Base. A 99S image is received from the losing base through DLA

Transaction Service. This image must be processed inline for establishment of the due-

out, due-in, and DIFM details. It updates both current and prior fiscal year financial

records as required. Note: If the due-out at the losing base has a "J" activity code, the

1TO program creates the 99S with an "X" activity code for the gaining account. This is to

prevent Interactive Communications Interface (ICI) errors with the maintenance systems.

2.9. Equipment Transfers.

2.9.1. Procedures under CEMF/HQ USAF. When the Operations Support Flight personnel

receive special guidance and direction from the CEMF/HQ USAF, they must make sure to:

1) report and ship all equipment items, and; 2) reduce all authorized/in-use detail records and

balance fields to zero by the established closure date. These actions prevent the establishment

of numerous due-outs and related due-ins without decreasing mission support.

2.9.2. Transferring equipment as a package. When equipment on authorized/in-use detail

records is to be transferred to another base as a package (that is, all items supporting a

particular weapons system), follow the references outlined in AFH 23-123.

2.9.3. Closing custodial accounts. When movement of personnel and organizations requires

custodial accounts to be closed before disposing of all items, the custodian will turn in all in-

use equipment without credit.

2.9.4. Processing automatic returns.

2.9.4.1. When accelerated excess reporting and disposition actions have not deleted all

serviceable and unserviceable balances, and the applicable PAD or directive authorizes

automatic return, take the following actions to process the automatic return items:

2.9.4.2. Identify items coded for automatic return, and format FEX transactions. The

unique project code RDE, required TEX code, materiel return code, and storage point

routing identifier code are provided in the PAD or the base closure directive.

2.9.4.3. Process the FEX inputs inline to record the transactions and produce the required

shipping documents.

AFMAN 23-122 27 OCTOBER 2020 63

2.9.5. Base Closure Deactivation.

2.9.5.1. Special Instructions. AFMC and local Logistics Readiness Squadron will refer to

Air Staff/Major Command phasedown plan, PAD, or other directives for special

instructions for the following actions:

2.9.5.2. Use of disposal authority code I.

2.9.5.3. Loading the base closure flag.

2.9.5.4. Transferring assets to the local community using AFI 25-201, Intra-Agency, and

Inter-Agency Support Agreements Procedures.

2.9.6. Special Excess Reporting Procedures. Note: When specific instructions are not

provided, bases will request assistance from the major command.

2.9.6.1. Reporting Excess Personal Property. Excess materiel identified as personal

property is reported to the IM/ICP using FTE procedures. The FTE must contain project

code 3QQ. This code tells the IM/ICP the item is listed on the preliminary inventory of

personal property to be transferred to the local community when the base closes.

2.9.6.2. Standard Disposal Procedures. After IM/ICP and command screening, items are

distributed. Remaining items are disposed of according to the directives listed above.

Standard disposal procedures are as follows:

2.9.6.2.1. Process transfers to DLADS using TRM with disposal authority code I.

Selectively load the base closure flag to item records.

2.9.6.2.2. Process transfer of authorized/in-use detail record balances to the local

community using FME or TIN, TRM, and FCI.

2.9.6.3. Processing Property Transferred to the Community. Process property to be

transferred to the local community according to the paragraph above. Community

screening of property is accomplished by processing from approved materiel

management IT systems to list item records and authorized/in-use detail records. Note:

Actual procedures vary for community screening of property. The base closure officer

must decide which procedures to follow.

2.9.6.4. Closure of Geographically Separated Units.

2.9.6.4.1. MAJCOM actions. Closure of a GSU requires special procedures for

caretaker responsibilities and item disposition. The GSU's major command must

provide these special procedures to the supporting Logistics Readiness Squadron

Commander/Accountable Officer. When specific guidance is not provided, the base

must request assistance from its parent MAJCOM. Note: When the caretaker

responsibilities are taken over by a major command other than the GSU's, the

supporting LRS APO must follow the procedures contained in AFI 25-201, Intra-

Agency, and Inter-Agency Support Agreements Procedures. (T-0).

2.9.6.5. Caretaker action.

2.9.6.5.1. Dispose of non-EAID (EMC 1) equipment items according to the

following guidelines:

64 AFMAN 23-122 27 OCTOBER 2020

2.9.6.5.1.1. Assets to be transferred to the local community or GSA are processed

(according to the procedures given above.) The major command normally issues

supplemental instructions in PAD. In OCONUS, the host major command

determines which accountable transfer documents to use.

2.9.6.5.1.2. Assets to be transferred to other Air Force bases are shipped on DD

Form 1348-1A.

2.9.6.5.1.3. Remaining assets are turned in, using activity code P document

numbers, to the LRS APO as excess.

2.9.6.5.2. Dispose of EAID reportable items according to the following guidelines:

2.9.6.5.2.1. Assets to be transferred on the same installation are processed using

current equipment IT system procedures.

2.9.6.5.2.2. Assets to be transferred to the local community or GSA are

processed. Transfer balances using the procedures above.

2.9.6.5.2.3. Assets transferred to other Air Force bases or bases with a different

system designator and the same Host are processed using FME procedures.

2.9.6.5.2.4. Assets transferred to other government agencies or activities are

processed (using turn-in and shipment) with the appropriate advice code for

nonreimbursable shipment.

2.9.6.5.3. Following are the only situations where issues and shipments of GSD items

are authorized without reimbursement.

2.9.6.5.3.1. Issue/shipment/transfer to approved Security Assistance (SA)

programs (grant aid) of materiel in excess of approved force acquisition

objectives required to fill current deficiencies in US supported levels of equipping

and stockage.

2.9.6.5.3.2. Issue/shipment of excess property with a standard price of less than

$5,000 to an accountable property officer of another military service or defense

agency. This does not apply to issues within the same service.

2.9.6.6. Equipment items are authorized free issue/shipment as follows:

2.9.6.6.1. Redistribution Order (RDO) of on-hand items that have completed the

mandatory reporting cycle and are directed for disposal.

2.9.6.6.2. Issue of excesses received through equipment IT system when the

customer has a due-out established with a Transaction Exception Code (TEX) "8"

prior to receipt processing.

2.9.6.6.3. When the SMAG has been previously reimbursed, equipment-in-stock can

be free issued when the requesting organization has a valid authorization. Perform a

transaction history search to determine if either a receipt-not-due-in or due-out

cancellation without a direct customer charge (1PU) was processed in the last 365

days. If either condition exists, the item cannot be free issued until the criteria in the

next paragraph has been met.

AFMAN 23-122 27 OCTOBER 2020 65

2.9.6.6.4. Equipment-in-stock without previous reimbursement from the customer

must remain in stock for 365 days prior to free issuing. Free issues are authorized

after 365 days are past.

2.9.7. Financial Records.

2.9.7.1. Immediately prior to account closure, ensure all inventory and supply detail

records have been cleared. However, if outstanding financial records are still in the ILS-S

computer, and the following actions must be taken:

2.9.7.1.1. All outstanding financial records are closed by DFAS as outlined in DFAS-

DE 7077.10-M, Financial Management Regulation.

2.9.7.1.2. Reduce all items to zero at the time of closure. Exception: Do not reduce

to zero due-ins and associated records for which cancellation/frustration has not been

confirmed.

2.9.7.2. Establish a residual account to provide for the orderly phase out of due-ins not

reduced to zero and certain Accounting and Finance records. This account will be

established at a base chosen by the major command. To load records to this account and

maintain them, take the following actions:

2.9.7.2.1. Limit records to be loaded to the residual account to the following: due-ins

with shipped status, RNB details, BNR details, and SNC details with transportation

status and all necessary supporting records.

2.9.7.2.2. Research SNC detail records without transportation status to determine and

load the status or reverse-post the shipment, as applicable.

2.9.7.2.3. Establish and maintain the residual account as an autonomous (self-

contained) satellite of the computer support base to which it is assigned. The residual

account will retain the SRAN of the closed base.

2.9.7.3. Processing Receipts at the Transfer Base. If a closing base has outstanding due-

ins when the residual account is transferred to a selected base, IM and ICP must be

informed about the alternate shipment location. When ILS-S bases receive a frustrated

shipment, the Receiving personnel must review the receiving document. If the receipt is

from a standard ICP (SMS, Fxx, etc.) and the SRAN is not the SRAN of the receiving

base, the receipt must be processed as a transfer in (process the receipt with a JLS routing

identifier code as a receipt not due-in).

2.9.8. Supply Management Activity Group (SMAG) Aspects.

2.9.8.1. Disposing of SMAG Items. After notification of base closure is received, the

best method for disposing of SMAG items must be determined. Consideration must be

given to the following methods: shipment to other bases, transfer to DLADS, and free

issue to MAP countries. Free issue requires special approval by the Secretary of Defense

before the Air Force can take action. Normal staff actions of this type require 60-90 days

to obtain OSD approval. Commands must inform HQ USAF about the estimated value of

SMAG items to be transferred.

2.9.8.2. Clearing Due-Ins. When the ILS-S account is to be deactivated, valid due-ins are

cleared and the receipt is processed.

66 AFMAN 23-122 27 OCTOBER 2020

2.9.8.2.1. The due-ins are cleared only upon receipt of one of the following

documents: a completed copy of a receiving document from the account receiving the

frustrated shipment; a confirmation of cancellation from the ICP; or a Report of

Discrepancy/Supply Discrepancy Report from the Logistics Readiness

Squadron/transportation activity.

2.9.8.2.2. The receipt is processed, using normal procedures, by the autonomous

satellite. The satellite must then process a shipment (advice code 2E), using the

document number of the receipt, to the account that received the frustrated shipment.

The shipment is then processed as a transfer out (GLA 61602 or 61603, as

appropriate). The shipping document must be marked BASE CLOSURE TRANS

ONLY and filed with the receiving document in Document Control.

2.9.8.2.3. Receiving Frustrated Shipments. Each Air Force activity affected by the

base closure (for example, ICPs, IMs, bases identified for receipt of frustrated

shipments) is advised of the base closure by account number. When a base receives a

frustrated shipment as a result of base closure, the receiving base or depot must pick

up the shipment as a transfer in (GLA 62902 or 62903, as appropriate). The base or

depot SMAG manager must make the necessary adjustments for any changes in the

operating program resulting from the receipt of frustrated shipments.

2.9.9. Follow-up/Termination of Residual Detail Records.

2.9.9.1. Billed Not Received (BNR) Details. Termination of residual BNR detail records

is directly related to termination of residual due-in details: a BNR detail record is

automatically deleted when a receipt is processed. BNR detail records related to due-ins

which are terminated because of a cancellation or Supply Discrepancy Report are deleted

by Accounting and Finance (A&F) personnel. A&F deletes these BNR details when

appropriate billing adjustment actions are completed.

2.9.9.2. Follow-up actions. AFMC will perform normal supply and transportation action

on residual due-in detail records. Before tracer action required (TAR) inputs (blank in

position 7) are processed, AFMC Stock Control must contact the receiving account to

determine whether the frustrated shipment was received. If the account received the

shipment, the due-in details can be deleted.

2.9.9.3. Termination procedures. After frustrated shipments are received, a copy of the

completed receiving document is requested, and the applicable TAR input is destroyed.

Because due-in detail records do not have a specified termination period, AFMC Stock

Control must continually review residual due-in details for validity.

2.9.9.4. Residue RNB Details. Conduct normal Accounting and Finance follow-up on

residual RNB detail records as outlined in DFAS-DE 7077.10-M, Financial Management

Regulation. (T-0). To terminate, delete residual RNB detail records from the ILS-S 360

calendar days after the date the receipt was processed. For procedures to delete the RNB

details, see DFAS-DE 7077.10-M. (T-0).

2.9.9.5. Shipped Not Credited (SNC) Details. Conduct normal Accounting and Finance

follow-up on residual SNC detail records as outlined in DFAS-DE 7077.10-M. (T-0).

Delete residual SNC detail records from the ILS-S 360 days after the date of shipment.

Accounting and Finance will maintain these SNC details offline.

AFMAN 23-122 27 OCTOBER 2020 67

2.10. Weapon Systems Deactivation Action.

2.10.1. Requirements. Upon notification of a unit/weapon system drawdown, MAJCOMs

must provide DLA Aviation and AFMC the projected deactivation date, number and type of

weapons being deactivated, name and SRAN of the losing base. This action should take place

at least 18 months prior to the scheduled deactivation date, if possible, and quarterly

thereafter.

2.10.2. AFMC will process the R13/NGV890 report with the following parameter inputs: all

SRDs affected, percentage of the weapon system remaining active, and projected

deactivation date.

2.10.3. MAJCOMs will notify HQ DLA Aviation and AFMC of any changes in the

scheduled deactivation (e.g., increase or decrease in the number of affected units, projected

deactivation date changes by more than 60 calendar days, or any other changes the major

command believes will affect the validity of this program).

2.10.4. AFMC will process the R13/NGV890 report, when directed by the supporting major

command, and transfer output SIFS files to HQ DLA. Refer to AFH 23-123 for IT processes.

Note: MAJCOMs will provide AFMC with the input data for the R13/NGV890 parameter

images.

68 AFMAN 23-122 27 OCTOBER 2020

Chapter 3

SOURCING OF MATERIEL

3.1. Overview. This chapter outlines AF guidance for completing supply chain materiel

management processes associated with the sourcing of materiel activities. These activities

include Local Purchase and Retail Sales; Receipt Processing, Item Management; and

Diminishing Manufacturing Sources and Materiel Shortages. For this chapter, DoDM 4140.01

and DoD 4140.26-M, all volumes, serve as primary DoD sources and various AF publications

also serve as references.

3.2. Local Purchase and Retail Sales. This section explains ILS-S processing of local

purchase requisitioning. Processes are explained concerning submission, status, follow-up, and

reconciliation of local purchase requisitions.

3.2.1. Local Purchase Submission Procedures. The LRS/Materiel Management Activity is

responsible for local purchase requisitions. DoD and AF policy allows for the local purchase

of items as another avenue to fulfill base requirements. Local purchase provides another

method to obtain low cost items locally, quickly, and efficiently. In the ILS-S, local purchase

requisitions are normally assigned routing identifier code (RIC) JBB.

3.2.1.1. Purpose: To provide local purchase submission procedures. For guidance

specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

3.2.1.2. General Submission Procedures. Use the following steps for all local purchase

requisitions.

3.2.1.3. Ensure four copies of DD Form 1348-6, DoD Single Line Item Requisition

System Document, (Manual-Long Form) are completed using IT Requirements for

completing DD Form 1348-6, in AFH 23-123. At a minimum ensure the following blocks

identified in Figure 3.1 are filled in:

AFMAN 23-122 27 OCTOBER 2020 69

Figure 3.1. DD Form 1348-6, Local Purchase Entry.

BLOCK INFORMATION

Manufacturer's Code and Part Number. Self-explanatory.

Manufacturer Name. Enter the manufacturer's name and address. If more

than one, enter on the reverse side of the form. Customer Support will enter

the Commercial and Government Entity (CAGE) Code of the manufacture.

Manufacturer's Catalog. If applicable, enter commercial catalog number.

Manufacturer's Catalog Date. If applicable, enter commercial catalog and

which identifies this item.

Name of Item Requested. Self-explanatory.

Description. Enter a complete description of the item. 9a Source of Supply.

Left blank by initiating activity.

9b Make. Self-explanatory. If applicable.

9c. Model Number. Self-explanatory. If applicable.

9d. Series. Self-explanatory. If applicable.

9e. Serial Number. Self-explanatory. If applicable.

10 Requisitioner: Enter the organization identification, initiator name, and

telephone

3.2.1.3.1. Distribute DD Form 1348-6 as follows:

3.2.1.3.1.1. Copy 1: Customer Support.

3.2.1.3.1.2. Copy 2: Customer.

3.2.1.3.1.3. Copy 3 & 4: As locally determined when supported by Standard

Procurement System (SPS).

3.2.1.4. LRS/Materiel Management Activity will provide descriptions for local purchase

items to base contracting to facilitate loading into the SPS when a new item is loaded into

the ILS-S and ILS-S sends a local purchase requisition to the SPS. (T-2).

3.2.1.5. Follow general requisition steps for customers’ orders discussed in Chapter 5 of

this manual.

3.2.2. Special Submission Procedures.

3.2.2.1. Purpose: To provide local purchase procedures needed for special requirements.

For guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-

123.

3.2.2.2. Project Buy U.S. (BUSH) for Overseas Bases. When the base is located overseas

(OCONUS), the RIC equals JBH (Federal Supply Schedule), and the REX code is not 2,

Base Contracting must accept and process the local purchase requisition to determine if

Project BUSH applies. When applicable, Base Contracting will notify Supply to change

the RIC to JBG (Project BUSH). When not applicable, LRS/Materiel Management

Activity will assign REX code 2 to the local purchase item record and process a request

cancellation for the requisition. The ILS-S will produce a new requisition with the routing

identifier code of GSA, DLA, or AFMC.

70 AFMAN 23-122 27 OCTOBER 2020

3.2.2.3. Mandatory Requirements for Local Purchase of AF-Managed Investment Items.

All local purchase requests for AF-managed investment items must be channeled through

the LRS/Materiel Management Activity. (T-1). The LRS/Materiel Management Activity

will record the appropriate demand and consumption data for demand-based stock

leveling purposes. (T-2). Note: Although LRS/Materiel Management Activity may

suggest a local contractor parts store as a supply source for AF-managed investment

items, the Base Contracting Office (BCO) makes the final decision on vendor selection.

Use the following instructions to process the local purchase of AF-managed investment

items:

3.2.2.3.1. Establish Retail Supply System Due-In Detail. Process a special requisition

(SPR) with RIC JBB, signal code A, and fund code 64 to establish the due-in detail

for AF-managed items (budget code 8, A-H, J-X, or Blank) in the ILS-S.

3.2.2.3.2. Provide AF Funding Citation. Acquire a funds citation from the source of

supply and manually prepare a DD Form 1348-1A requisition (A0*) transaction. The

DD Form 1348-1A will contain the obligation authority and funds citation (received

from the source of supply) in Block 3 (Ship To). (T-1). Note: Do not use local funds

to locally purchase AF-managed items. The depot source of supply should provide a

funds citation for the assets. (T-1).

3.2.2.3.3. Local Purchase of AF-Managed Recoverable Items. Local purchase of AF

managed recoverable items is also authorized following the procedures described

above for AF-managed investment items. AF-managed recoverable items contain

Expendability/ Recoverability/ Reparability/ Cost Designator (ERRCD) XD2/XF*,

budget code 8, and are purchased from base CSAG stock fund monies. To establish

the due-in detail and create a local purchase requisition (A0*) for AF-managed

recoverable items in the ILS-S, process a manual SPR transaction with RIC JBB.

Note: The BCO will cite CSAG stock fund monies to purchase the requisitioned

items.

3.2.2.4. Processing Emergency Local Purchase Requisitions. GSA items (budget code 9)

with a DLA RIC of S** that have been locally purchased for emergency situations will

be processed according to the following instructions.

3.2.2.4.1. Special Requisition Transaction Input. AFMC and the LRS/Materiel

Management Activity personnel will process a SPR transaction to establish the due-in

detail and create an output requisition (A0*) transaction. (T-2). Use RIC JBB in

positions 4-6 and S** RIC in positions 57-59 (project code). When the ILS-S assigns

the requisition number, leave positions 30-43 blank. When the requisition is prepared

offline, enter the offline requisition number in positions 30-43.

3.2.2.4.2. Special Instructions for Base Contracting. Base Contracting will use the

special instructions contained in AF 64 series directives to locally purchase items for

DLA (S**) RICs. (T-1).

AFMAN 23-122 27 OCTOBER 2020 71

3.2.2.5. Local Purchase Adjustment Transactions. The LRS/Materiel Management

Receiving function will coordinate with Customer Support Liaison for bulk deliveries to

BCE. Customer Support Liaison will process local purchase adjustment transactions in

the materiel management IT system to adjust the requisition quantity or dollar value of

the requirement when they are different from the original requisition quantity and dollar

value. (T-2). See Local Purchase Adjustment (LPA) Transaction in AFH 23-123, for

more information concerning local purchase adjustment transactions.

3.2.2.6. Local Purchase of Compressed Gases. To reduce costs for cylinder handling and

transportation, purchase industrial grade compressed gases locally whenever possible.

The GSA federal supply schedule contains a list of vendors approved for local purchase

of compressed gases. If there are not enough cylinders available, submit initial or

increased requirements for compressed gases to DLA Aviation in the following manner:

3.2.2.6.1. Overseas Activities. OCONUS retail Materiel Management Activities

submit a requisition for the NSN assigned to the filled cylinder if the acquisition

advice code (AAC) is K and the Federal Stock Class (FSC) is 6830.

3.2.2.6.2. CONUS Activities. CONUS activities submit a requisition for the NSN

assigned to the empty cylinder if the AAC equals D and the FSC equals 8120.

Normally DLA Aviation will supply the empty cylinder. Empty cylinders are filled

with gas through local purchase requisitioning procedures. To satisfy a CONUS gas

cylinder requisition, the IM may work with the customer to substitute full cylinders

for empty ones. DLA Aviation can take this action only if stock levels permit, and

there are unusual circumstances to justify the substitution, or the customer urgently

needs the full cylinder.

3.2.2.6.3. Requisitioning Gases. CONUS or OCONUS activities will not use DLA

Aviation to requisition any stock number assigned to gases only (FSC 6830). These

stock numbers are for local purchase only. When local purchase sources are disrupted

or unavailable, or when local purchase cannot meet the customer need, DLA Aviation

will assist the customer to acquire gas as necessary. In any circumstance, requisitions

to DLA Aviation must include either the NSN assigned to the empty cylinder (AAC

D), or the filled cylinder (AAC K), not the gas itself (AAC L).

3.2.2.7. Requisitioning Intermodal International Organization for Standardization (ISO)

Containers. AFMC will contact the USAF Intermodal ISO Container Manager at AFMC,

before requisitioning any containers (FSC 8150). REX code 6 will be assigned to all

NSNs to identify assets requiring ISO containers.

3.2.3. Local Purchase Requisition Status.

3.2.3.1. Purpose: This section explains how LRS/Materiel Management Activities

manages status for local purchase requisitions. This section explains the submission and

receipt of local purchase status from the Base Contracting Office (BCO). For guidance

specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

3.2.3.2. The LRS manages local purchase requisition procedures for SPS. BCO assigns

status to local purchase requisitions for input to the ILS-S during daily (inline)

processing. BCO produces a variety of local purchase status transactions (with local

purchase coding) to the ILS-S to update internal records.

72 AFMAN 23-122 27 OCTOBER 2020

3.2.3.3. LPS transaction. DoD and AF local purchase status is provided to update status

concerning a purchase order or contract. BCO assigns the purchase order number and

provides a local purchase status (LPS) transaction to update the purchase order number,

date, and all associated coding on ILS-S local purchase status details. See AFH 23-123

for local purchase status (LPS) transaction format and processing instructions.

3.2.3.4. Local purchase status change transaction. BCO provides local purchase status

change transactions to the ILS-S to update local purchase requisition status, Estimated

Delivery Date (EDD), contract number, purchase order number, and the BPA call number

in the ILS-S. See Local Purchase Status Change (EDD) Transaction in AFH 23-123, for

Local Purchase Status Change transaction format and processing instructions.

3.2.3.5. Local purchase cancellation (LCC) transaction. DoD and AF local purchase

cancellation status is provided to cancel local purchase requisitions or decrease local

purchase requisition quantities. Base Contracting will provide the LCC transaction to the

ILS-S for processing. See AFH 23-123 for LCC transaction format and processing

instructions.

3.2.3.6. Local purchase status adjustment (LPA) transaction. LPA transactions are

produced by BCO and forwarded to the ILS-S. The LPA transaction primarily notifies the

ILS-S of adjustments to either the local purchase price or quantity. See AFH 23-123 for

LPA transaction format and processing instructions.

3.2.3.7. Local purchase extra (LPX) transaction. The LPX transaction is a Civil Engineer

Material Acquisition System (CEMAS) unique transaction that provides the ILS-S

complete Procurement Instrument Identification Number (PIIN) and contract year, from

the Award Purchase Request (AWDPR) file. The LPX transaction may also be used by

the LRS/Materiel Management Activity to manually process local purchase detail

updates. See AFH 23-123 for LPX transaction format and processing instructions.

3.2.3.8. Local purchase receipt acknowledgement (1RA) transaction. The 1RA

transaction is used to update SPS purchase order records. When the LRS/Materiel

Management Activity or equivalent Receiving function processes a local purchase

receipt, the ILS-S produces a 1RA transaction and sends it to the SPS. See Standard

Procurement System (SPS) Local Purchase Receipt Acknowledgment (1RA) Transaction

in AFH 23-123, for 1RA transaction format and processing instructions.

3.2.3.9. Local Purchase Requisition Cancellation Request (AC1) Transaction. Requests

to cancel local purchase requisitions are created in the ILS-S through file status or the

manual processing of a local purchase requisition cancellation request transaction. The

ILS-S computes and requests cancellation for due-in excess each time requirements

computation is performed. When the ILS-S computes due-in excess, it automatically

formats an AC1 transaction, assigns status code ZD to the local purchase status detail,

and forwards to the SPS. If a manual requisition cancellation request is made, the ILS-S

formats an AC1 transaction with status code ZC. See AFH 23-123 for the format and

processing instructions for the local purchase AC1 output transaction.

AFMAN 23-122 27 OCTOBER 2020 73

3.2.3.10. Local purchase requisition cancellation request follow-up (AK1) transaction.

An AK1 transaction is created in the ILS-S if Base Contracting does not reply to the first

AC1 transaction within 10 calendar days. Base Contracting processes both cancellation

request and cancellation request follow-up transactions and automatically reply with

Local Purchase Cancellation , Local Purchase Status or Supply Status transactions to

acknowledge, change, update, or cancel the local purchase requisition.

3.2.4. Local Purchase Requisition Follow-up.

3.2.4.1. Purpose: This section explains how requisition follow-up actions are performed

for local purchase requisitions. The LRS/Materiel Management Activity is responsible

for local purchase follow-up. For guidance specific requirements review AFI 23-101 and

for IT references use AFH 23-123.

3.2.4.2. Local purchase requisition follow-up. The LRS/Materiel Management Activity

performs follow-up for local purchase requisitions. Requisition follow-up (AF*) and

reinstatement (AT*) transactions are also produced by the ILS-S for local purchase

requisitions. The type of follow-up transaction produced depends upon whether the status

detail contains status or not. Local purchase follow-up transactions are produced as

follows:

3.2.4.2.1. Local purchase requisition with status. The ILS-S produces automated

follow-up (AF*) transactions when updated procurement status has not been provided

within established timeframes. The type of requisition AF* transaction produced

depends on the base location, priority, estimated delivery date, and the date of last

transaction (DOLT).

3.2.4.2.2. Local purchase requisition without status. The ILS-S produces automated

requisition reinstatement (AT*) follow-up transactions when initial procurement

status has not been provided within established timeframes. The type of requisition

follow-up (AT*) transaction produced depends upon base location, priority,

requisition date, and DOLT.

3.2.4.3. Action Required (ARC) Report Transaction for Local Purchase Requisitions.

The LRS/Materiel Management Activity is responsible for ARC transactions for local

purchase requisitions. ARC transactions create Status Details with status code of 99.

Status codes 9* are termed status counters. The status counter identifies the number of

follow-up transactions produced for requisitions without status. The status counter begins

with 99 for the first follow-up and is reduced by one (1) for each subsequent follow-up

transaction produced. ARC transactions can be retrieved from Supply Interface System

(SIFS), which are produced in AT* format, or comparable ILS-S Query for status counter

99 and below.

3.2.4.3.1. ARC transactions or status counters are created on the third and subsequent

follow-ups for local purchase requisitions. SIFS produced ARC transaction position

71 will be blank and positions 72-76 will contain the purchase order number. When

BCO has not replied to follow-up transactions within established schedules, an ARC

transaction or status counter will be created by the ILS-S and forwarded to Customer

Support for processing.

74 AFMAN 23-122 27 OCTOBER 2020

3.2.4.3.2. The SPS does not accept ARC transactions. Therefore, prior to submission

to Base Contracting, Customer Support must review the SIFS residual file and change

the transaction Document Identifier Code (DIC) to the appropriate follow-up

transaction DIC or process ILS-S query for counter status and format accordingly.

Customer Support will contact BCO to obtain current status for local purchase

requisitions that have produced ARC output transactions.

3.2.4.3.3. When the local purchase requirement no longer exists, Customer Support

Liaison will process LCC transactions same day to cancel local purchase due-in

details.

3.2.4.3.4. Once ARC transactions or status counters have been produced, no other

automated follow-up (AF*) transactions will be produced by the ILS-S.

3.2.4.3.5. New ARC transactions or status counters are programmatically created

every 10 calendar days until updated status is processed in the ILS-S, or local

purchase requisitions are canceled.

3.2.5. Local Purchase Requisition Reconciliation.

3.2.5.1. Purpose: To reconcile Local Purchases between the ILS-S and SPS. For

guidance specific requirements review AFI 23-101 and for IT references use AFH 23-

123.

3.2.5.2. The LRS/Materiel Management Activity personnel will process the Local

Purchase SPS Reconciliation Program (NGV583) quarterly to perform a complete

reconciliation of requisitions between SPS and the ILS-S. (T-2). All ILS-S local purchase

due-in details are reconciled, except those with status codes Z2 (overseas foreign

procurement) and Z3 (valid description required). When large numbers of mismatched

records exist, local management may schedule local purchase reconciliations more often.

3.2.5.3. Production of Local Purchase Reconciliation Header /Local Purchase

Reconciliation Transactions. Prior to conducting reconciliations, the Local Purchase

Reconciliation Header transaction is produced. The Local Purchase Reconciliation

Header transaction provides the SPS the base PIIN and Stock Record Account Number

(SRAN). Customer Support must contact the BCO to obtain the correct contracting

installation numbers used for the reconciliation. See Local Purchase Reconciliation

Header (1LH) Transaction in AFH 23-123 for format and processing procedures for the

Local Purchase Reconciliation Header transaction.

3.2.5.4. After the Local Purchase Reconciliation Header is created, a Local Purchase

Reconciliation transaction output image will be produced for all local purchase

requisitions contained in the ILS-S. If status is loaded in the ILS-S for the requisition, the

Local Purchase Reconciliation transaction will provide corresponding status to

contracting. See Local Purchase Reconciliation (1LP) Transaction in AFH 23-123 for

format and processing information for the Local Purchase Reconciliation transaction.

3.2.5.5. LRS/Materiel Management Activity Reconciliation Processing. Customer

Support requests program SPS Due-in Reconciliation Listing.

AFMAN 23-122 27 OCTOBER 2020 75

3.2.5.6. BCO Reconciliation Processing. BCO processes the Local Purchase

Reconciliation Header transaction header to build a table of the SRANs being reconciled.

Once the SRAN table is built, the SPS processes the reconciliation output transactions as

follows:

3.2.5.6.1. When the Local Purchase Reconciliation transaction record matches the

SPS file exactly, no response will be provided to the ILS-S. The requisition data will

be printed on the Reconciliation Matched Listing.

3.2.5.6.2. When the Local Purchase Reconciliation transaction matches SPS, but the

estimated delivery date differs, the SPS sends the ILS-S a Local Purchase Status

Change EDD transaction update. The requisition data will be printed on the

Reconciliation Matched Listing.

3.2.5.6.3. When the Local Purchase Reconciliation transaction matches SPS, but

status is different, the SPS will create a local purchase status or local purchase

adjustment transaction for ILS-S processing and update. The requisition data will be

printed on the Reconciliation Matched Listing.

3.2.5.6.4. When the Local Purchase Reconciliation transaction matches SPS, but SPS

shows the requisition was canceled, the SPS will generate a new local purchase

cancellation transaction to cancel the requisition in the ILS-S. The requisition will

print on the Reconciliation Matched Listing.

3.2.5.6.5. When the Local Purchase Reconciliation transaction does not match SPS

and the Local Purchase Reconciliation transaction does not contain BD (delayed)

status, the SPS will generate a Defense Logistics Management Standards Electronic

Data Interchange (EDI) Status transaction with BF (no record) status for ILS-S

requisition update action. The requisition will print on the Reconciliation Unmatched

Listing.

3.2.5.6.6. When the Local Purchase Reconciliation transaction does not match SPS

and the Local Purchase Reconciliation transaction indicates the contract was awarded,

the SPS will generate a DLMS EDI Status transaction with B5 (updated status) status

will be provided. The requisition will be printed on the Reconciliation Action Listing

- Contracting.

3.2.5.6.7. When the Local Purchase Reconciliation transaction does not match SPS

awarded contracts file, but the requisition has been received by SPS, the SPS will

generate a DLMS EDI Status transaction with Z3 (description) status requesting

additional item description from the ILS-S. The requisition will be printed on the

Reconciliation Matched Listing.

3.2.5.6.8. When the Local Purchase Reconciliation transaction indicates requisition

assignment to Contracting personnel in SPS, but the requisition has been awarded or

suspended for further information, the SPS will generate a DLMS EDI Status

transaction with BD (delayed) status for the ILS-S. The requisition will print on the

Reconciliation Matched Listing.

76 AFMAN 23-122 27 OCTOBER 2020

3.2.5.6.9. When the Local Purchase Reconciliation transaction and SPS indicate BD

(delayed) status, the SPS will print this item on the Reconciliation Action Listing –

Contracting. This action indicates offline research is required for this requisition by

contracting.

3.2.5.6.10. When a SRAN is listed in the Local Purchase Reconciliation Header and

no Local Purchase Reconciliation transaction is received for records contained in

SPS, a listing of all the records SPS contains for that account will be printed on the

Reconciliation Action Listing for offline research by the LRS/Materiel Management

Activity.

3.2.5.7. LRS/Materiel Management Activity Investigation of Mismatched Records. Upon

receipt of the Reconciliation Unmatched Listing and Reconciliation Action Listing,

Customer Support actions are:

3.2.5.7.1. Identify the Problem. Customer Support personnel review the

Reconciliation Action Listing and check all mismatched records found during the

reconciliation to find out what caused the problem and take all necessary actions.

3.2.5.7.2. Verify the Local Purchase Requisition. When the requisition is for a valid

requirement, LRS/Materiel Management Activity processes a SPR to load the

requisition. Additionally, all necessary DLMS EDI Supply Status transaction inputs

will be processed to correct ILS-S due-in details.

3.2.5.7.3. Received Requisition. When the requisition is received, process a local

purchase receipt acknowledgement transaction and notify Contracting. See SPS Local

Purchase Receipt Acknowledgment (1RA) Transaction in AFH 23-123, for 1RA

transaction format and processing instructions.

3.2.5.7.4. Canceled Requisition. When the requisition is canceled, process an AC*

transaction and notify Contracting. See Requisition Cancellation Request (AC1/AK1)

Output Transaction in AFH 23-123 for AC* transaction format and processing

instructions.

3.2.5.8. Contracting Investigation of Mismatched Records. The Contracting Office

reviews the Reconciliation Action Listing-Contracting, to determine the cause for

mismatched records. Contracting personnel may request Customer Support’s assistance

in correcting their records. Some of the more common requests will be for stock number

change transactions, and research of supply records to assist in correction of local

purchase requisition mismatches.

AFMAN 23-122 27 OCTOBER 2020 77

3.2.5.9. Local Purchase Reconciliation Management Reports. A suspense will be

established to assure the reconciliation is completed not more than 10 duty days after

receipt. After completion of actions by both the BCO and the LRS/Materiel Management

Activity, a meeting between the two offices will be held to assure all required system

inputs are completed and the reconciliation listings are properly documented. To assure

management personnel are aware of LRS/Materiel Management Activity and Contracting

interface problems, the results of the local purchase reconciliation process will be

reviewed, dated, and signed by the LRS/Materiel Management Activity Materiel

Management Officer and the Chief, Management Analysis Flight in the Base Contracting

Office. (T-2). Once the listing is signed it is be filed and any previous listings may be

destroyed.

3.2.5.10. Using the Integrated Accounts Payable System (IAPS) Billed Not Received

(BNR) Follow-up To Supply for Receiving Report. This report identifies items that have

a vendor bill presented for payment, but the receipt has not processed by the ILS-S. Use

this listing to reconcile vendor bills with LRS/Materiel Management Activity receiving

records. Local purchase items will appear on the listing 7 days after the vendor bill is

received and processed in BCO.

3.2.5.10.1. LRS/Materiel Management Activity Processing Actions. The Customer

Support processes document number inquiries on all items. When the local purchase

due-in detail is on file in the ILS-S, annotate the listing with the current status and

EDD. When a Received Not Billed (RNB) detail is on file indicating LRS/Materiel

Management Activity receipt processing, annotate the listing with RNB and the

DOLT from the RNB detail. When no detail exists in the ILS-S for the requisition

document number, perform a transaction history from the current Julian date back to

the original date the requisition was established. Note: Use the document number

date in most cases to establish the date of requisition creation. When the local

purchase due-in was previously canceled, annotate the listing with cancellation status

and date. When the item was previously received, annotate the listing with the word

“Received” and “Date.” When no record of the local purchase requisition is found

during transaction history research, annotate the listing with the statement “No

Record of Due-In.”

3.2.6. Local Purchase Open Item List.

3.2.6.1. Purpose: For bases not supported by the SPS, the Local Purchase Open Item List

provides a means to determine and verify the status of purchase orders with the BCO. For

guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

3.2.6.2. Bases supported by the SPS may eliminate the manual Local Purchase Order

File in Receiving. SPS supported bases are not required to complete the actions in the

subparagraphs listed below; however, all other actions are required. The LRS/CC may

assign Customer Support Liaison and Funds Management responsibilities listed below as

deemed necessary to effectively and efficiently accomplish the tasks.

3.2.6.3. Funds Management Actions. Funds Management will receive three copies of the

Local Purchase Open Item List and send one copy to Receiving and one copy to

Customer Support.

78 AFMAN 23-122 27 OCTOBER 2020

3.2.6.4. Customer Support Liaison Actions. Within 10 workdays of receiving the

annotated list from Receiving, Stock Control completes the following actions:

3.2.6.4.1. Obtain Missing DD Form 1155, Order for Supplies or Services and DD

Form 1348-1A. If Inbound Cargo annotated the listing indicating missing DD Forms

1155 and 1348-1A, Customer Support will obtain the forms from Contracting and

send to Inbound Cargo.

3.2.6.4.2. Determine Status of Unlisted Purchase Orders. Customer Support will

contact Contracting to determine the status of unlisted purchase orders on the open

item listing. If a purchase order was canceled, Customer Support personnel advises

Inbound Cargo to close the file. Otherwise, Customer Support updates local purchase

due-in and status detail records in the ILS-S.

3.2.6.4.3. Screen BNR Details for Processing Errors. Customer Support ensures that

BNR detail records are screened against the document files and transaction history

records. Customer Support reconciles any corresponding due-out detail records with

the customer if required and takes the appropriate actions to correct any errors.

3.2.6.4.4. Process the Annotated Listing. The open item list is annotated with actions

taken and one copy provided to Funds Management. Customer Support retains one

copy of the annotated listing to avoid duplicate research actions on the next listing.

3.2.6.5. Final Funds Management Actions. After receiving the annotated list from

Customer Support, Funds Management performs the following actions:

3.2.6.5.1. Check Signed Invoices. Funds Management personnel will identify BNR

detail records which Accounting and Finance contains a signed invoice. Funds

Management will initiate action with the appropriate sections to ensure a receipt

(REC) and request for special inventory (1GP) transactions are processed. The signed

invoice will be used as supporting documentation for any inventory adjustment

transaction processed.

3.2.6.5.2. Check for Proof of Delivery. Funds Management personnel contacts

Accounting and Finance for proof of delivery for each BNR detail record. Once

obtained, Funds Management forwards proof of deliveries to Receiving for receipt

(REC) and special inventory (1GP) processing. Funds Management will identify

which BNR detail records reflect Records Reversal in the purchase order number

columns and determine why receipts were not reprocessed correctly.

3.2.7. Other Local Purchase Management Reports and Notices.

3.2.7.1. Purpose: The following paragraphs describe some of the other products that may

be used to ensure the LRS/Materiel Management Activity and contracting requisition

records match. Aside from the quarterly local purchase requisition reconciliation process,

there are a number of other local purchase management reports and notices produced. For

guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 79

3.2.7.2. Holdover listing. Each day, SPS produces the Holdover Listing. This listing

identifies supply local purchase requisitions “held over” because either the stock number

or descriptive data are not loaded in the SPS system. The LRS/Materiel Management

Activity should use this listing to identify items with status statements “NEW ITEM” and

“NEW PRI.” These status statements indicate there is a mismatch between contracting

and the LRS/Materiel Management Activity records that must be corrected before further

procurement action is taken. Coordinate with base contracting to determine the cause of

the mismatch and provide the required data to correct the situation.

3.2.7.3. Item listing. The Item Listing is printed as required. This listing identifies all

stock numbers currently loaded in the SPS database. Note: The listing is printed in stock

number, part number, and nomenclature sequence. The LRS/Materiel Management

Activity personnel use the Item Listing to research part numbers for local purchase

customer requests when the SPS system is not available.

3.2.7.4. Error notices. SPS error notices are produced when an error condition is detected

during SPS processing. Error notices resulting from the LRS/Materiel Management

Activity inputs are normally sent back to the ILS-S for correction. Supply will correct the

error and then return the error notice to the BCO for reprocessing. Contact Base

Contracting for explanations of Supply error notices and associated corrective actions.

3.2.7.5. Procurement notices. When supply requisition, status, and other transactions do

not meet Uniform Materiel Movement and Issue Priority System (UMMIPS) standards,

the SPS system creates Procurement Notices. For some Procurement Notices, the

LRS/Materiel Management Activity may have to correct the specific problem. Contact

Base Contracting for explanations of Procurement Notices and associated corrective

actions.

3.3. Receipt Processing.

3.3.1. Local Manufacture Receipts.

3.3.1.1. Purpose: To explain the local manufacture receipt procedures process. For

guidance specific requirements review AFI 23-101 and additional information, AFI 24-

602.

3.3.1.2. In order to reduce transportation and handling costs, LRS/Materiel Management

Activity Flight Service Center will process receipts for local manufacture items. (T-2).

All other receipts should be processed by Cargo Movement personnel. Materiel Receipt

Acknowledgement Notice (DRA) is not produced for local manufacture (JBD) receipts.

3.3.1.3. Once a work order request (DD Form 1348-1A) and the manufactured items are

received from a base maintenance activity, the following actions are performed:

3.3.1.3.1. Receipts Due-In. Local manufacture receipts will be processed as receipts

due-in. Ensure the form contains the requisition number assigned (See paragraph 5.2

of this manual for procedures to establish a requisition number).

3.3.1.3.2. Acknowledge receipt by forwarding a receipted copy of the work order

request to the maintenance activity. The remaining copies of the work order request

will be used as a receiving document.

80 AFMAN 23-122 27 OCTOBER 2020

3.3.1.3.3. Process the receipt transaction in the ILS-S (see AFI 24-602 for receipt

format).

3.3.1.3.4. Credit Determination. Credit will not be allowed on local manufacture

items unless they are a part of the SMAG (budget code 9). Contact Customer Support

Section to determine if credit is allowed. If the local manufacture receipts are for

SMAG items, the receipts must contain a Y in position 45. The organization and shop

code of the fabricating activity must appear in positions 46-50. The total cost (actual

or estimated) of all items used to fabricate the end item must appear on the receipt

document. The total cost must be divided by the number of units to obtain the cost

which is also the input cost. Based on the input unit price, credit will be provided to

the fabricating activity. The unit cost, not the total cost, is to be entered in positions

74-80 of the receipt input.

3.3.2. Receipt Acknowledgement.

3.3.2.1. Purpose: To describe the automated processes and transactions used by the ILSS

to acknowledge receipt processing and to respond to follow-ups from wholesale

activities. For guidance specific requirements review AFI 23-101 and for IT reference use

AFH 23-123.

3.3.2.2. The ILS-S acknowledges receipts with wholesale activities through two distinct

automated methods. See Receipt Acknowledgement and Follow-Up in AFH 23-123 for

additional information on Receipt Acknowledgement.

AFMAN 23-122 27 OCTOBER 2020 81

Chapter 4

MAKE AND MAINTAIN MATERIEL

4.1. Overview. This chapter outlines AF guidance to complete supply chain materiel

management processes associated with the making and maintaining of materiel. These processes

include Time Compliance Technical Order, Repair and Time Change Items. For this chapter,

DoDM 4140.01, Vols.4 and 11, serves as a primary DoD reference source.

4.2. Time Compliance Technical Order (TCTO).

4.2.1. TCTO Compliance.

4.2.1.1. Purpose: To identify assets requiring TCTO compliance. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

4.2.1.2. Accurate management of Time Compliance Technical Order’s is key to upgrade

of end items such as aircraft, missiles, vehicles and equipment used to support these

platforms.

4.2.1.3. Items requiring TCTO compliance will be identified in one of two ways: Items

requiring modifications which change their form, fit, or function will be assigned NPPC

4; Items requiring issue to maintenance for modification and then returned under the

same stock number will be assigned the TCTO flag.

4.2.1.3.1. Identified during receipt processing. When receipts are processed that

require TCTO compliance, the phrase “TCTO MODIFICATION REQUIRED” will

be printed on line 4 of the bin notice. Inspectors determine whether the TCTO has

been complied with; if it has not, an inspector issues the item to maintenance using

procedures outlined in paragraph 5.2 of this manual.

4.2.1.3.2. Identified on Shipping Document. When a shipping document contains

“TCTO MOD REQ'D” in block 27 of the DD Form 1348-1A, in line 16 of the DD

Form 1348-1A (computer generated) or the IT produced label, the inspector will tag

all items in storage requiring TCTO modification with a DD Form 1576,

Test/Modification Tag - Materiel, as specified in TO 00-20-3, Maintenance

Processing of Reparable Property and the Repair Cycle Asset Control System. (T-0).

Pull modified assets (if they are available) upon receipt of an issue document

containing the phrase "TCTO MODIFICATION MAY BE REQUIRED." Contact the

customer if only unmodified assets are available to see if an unmodified item is

acceptable.

4.2.1.4. When TCTO modification result in a change in the form, fit (specification of

size), or function, the item will be re-identified and assigned a new NSN. The inspector

loads a numeric parts preference code (NPPC) of 4 to the NSN.

4.2.1.4.1. Assignment and Retention of NPPC 4. NPPC 4 is assigned either through

1) the AFMC Interchangeability and Substitution Edit and Suspense System (D043B)

or 2) a Stock Control Data-Load/Change/Delete input found in Procedures for Stock

Control Data – Load/Change/Delete Input (FCD) in AFH 23-123.

82 AFMAN 23-122 27 OCTOBER 2020

4.2.1.4.2. Conditions causing the Deletion of NPPC 4. The NPPC 4 is normally

retained on the item record until the record is deleted. The following conditions may

cause deletion of the NPPC 4 from the item record before the item is deleted:

4.2.1.4.2.1. AFMC Cataloging Transaction. When a cataloging transaction from

AFMC removes the NPPC 4, the materiel management IT system will

automatically produce a TCTO Code management notice with the phrase “D043B

UPDATE” in the remarks field. When LRS/Materiel Management Activity

inspectors believe the code was removed in error and the item in question meets

the criteria for assigning the NPPC 4, they assign a TCTO flag and contact the

applicable ALC Technical Service Branch.

4.2.1.4.2.2. When the ALC Technical Service Branch determines the item

requires TCTO, process a Stock Control Data Input to load NPPC 4 found in AFH

23-123.

4.2.1.4.2.3. When the ALC Technical Service Branch determines the NPPC 4 is

not applicable, Stock Control will delete NPPC 4. Inspection personnel ensure the

DD Form 1576 is removed.

4.2.1.4.2.4. Delete the TCTO flag once the ALC Technical Service Branch

resolves the issue.

4.2.1.4.3. Stock Control Data Input to change or delete NPPC 4.

4.2.1.4.4. Conflict with AFMC D043B. If the NPPC 4 was assigned locally with

Stock Control Data Input but the AFMC D043B system does not yet contain the

correct parts preference code, cataloging actions from D043B processing may remove

the NPPC 4. When the NPPC 4 is removed, a TCTO Code management notice with

the phrase “D043B UPDATE” in the remarks field will be produced.

4.2.1.4.4.1. Inspection personnel may contact the applicable ALC Technical

Service Branch or AFMC and provide a copy of the TCTO for NSN requiring

NPPC 4 cataloging activity.

4.2.1.4.4.2. Inspection personnel will load the TCTO flag to the item record of

the item in question in order to maintain control of the item until the issue is

resolved.

4.2.1.4.4.3. Once the D043B records have been updated, the ILS-S automatically

produces a TCTO Code management notice.

4.2.1.4.4.4. Inspection personnel delete the TCTO flag.

4.2.1.4.5. Items requiring TCTO modification for reasons other than having changed

in form, fit, or function do not qualify for NPPC 4, they will be assigned a TCTO

Flag using the Stock Control Data Input found in Loading, updating, and processing

NPPCs in AFH 23-123, to prevent issue of unmodified items. These items are issued

to maintenance for modification and then returned under the same stock number. The

TCTO flag is assigned through the Stock Control Data-Load/Change/Delete input.

Retain the TCTO flag on the applicable item records until the recession date of the

TCTO.

AFMAN 23-122 27 OCTOBER 2020 83

4.2.1.5. TCTO Code Management Notices. When an NPPC 4 is loaded to an item record,

a TCTO Code management notice will be produced. Upon receipt of the TCTO Code

management notice, the materiel management inspector determines the availability of the

TCTO publication.

4.2.1.5.1. Check TCTO Publication Files. If the TCTO publication is already

available in the Inspector’s TCTO publication file, then appropriate procedures will

be followed. If the TCTO publication is not available, contact the Maintenance Plans

Scheduling and Documentation to obtain the TCTO publication.

4.2.1.5.2. TCTO not Available. When maintenance has no record of the TCTO

publication requiring assignment of NPPC 4 to the item, the Inspector must contact

AFMC to obtain the TCTO number. (T-2). When the Inspector obtains the TCTO

number, immediately provide it to Base Maintenance Plans Scheduling and

Documentation, to requisition the required TCTO publication. Technical data may

also be obtained by contacting the applicable ALC’s Technical Service

Division/Branch.

4.2.1.6. Control of Items Requiring TCTO Kits. Items requiring TCTO kits will not be

issued to maintenance for modification until the kits are available and maintenance has

requested them. When maintenance returns the modified item, enter the TCTO number in

the remarks block of the DD Form 1574/-1, Serviceable Tag. Annotate the form to

indicate TCTO compliance.

4.2.1.7. Monthly Verification of TCTO Items On-the-Shelf. Each month Inspection

personnel must verify stocked items assigned either NPPC 4 or the TCTO flag comply

with TCTOs. (T-2). Inspection personnel ensure all assets are inspected. Outputs or

listings should be produced in warehouse and detail location sequence to facilitate

inspections.

4.2.1.8. TCTO Compliance Undetermined. When the LRS/Materiel Management

Activity Inspection personnel cannot determine if an item complies with a TCTO, use

activity code “C” to issue the item to maintenance for inspection. Maintenance performs

the necessary tests or inspections to determine if the item complies with the TCTO.

4.2.1.9. If the item does not comply and the appropriate TCTO publication is not

available, maintenance requests the TCTO publication. LRS/Materiel Management

Activity Inspection personnel assigns the TCTO flag to the item to control it until

Maintenance receives the TCTO/disposition instructions. Once maintenance receives the

TCTO publication, normal TCTO processing takes place. When the item does comply

with the TCTO, ensure it is tagged appropriately.

4.2.2. TCTO Kit Management.

4.2.2.1. Purpose: To explain TCTO kit management. For guidance specific requirements

review AFI 23-101 and for IT reference use AFH 23-123.

4.2.2.2. General procedures to identify TCTO kit management actions.

84 AFMAN 23-122 27 OCTOBER 2020

4.2.2.2.1. Due-outs for TCTO kits are not released automatically. Receipt processing

of TCTO kits produces a notice to stock and a TCTO availability notice. The notice

indicates the total on-hand balance and all existing due-out detail record. All TCTO

kits and all copies of the I029 management notice are forwarded to the LRS/Materiel

Management Activity TCTO Kit Manager. To ensure a TCTO asset availability

notice is produced, personnel will not enter a bypass due-out release TEX code on the

receipt input.

4.2.2.2.2. TCTO Kit Receipts. As base assembled TCTO kits are completed, the

LRS/Materiel Management Activity TCTO Kit Manager prepares a receiving

document on DD Form 1348-1A. The receiving document will include routing

identifier code JBD and the appropriate due-in requisition document number. The

LRS/Materiel Management Activity TCTO Kit Manager signs the receiving

document to indicate the TCN, NSN, and number of kits stated in the quantity field

has in fact been completed. Flight Service Center picks up/signs for and processes all

TCTO kits.

4.2.3. TCTO Publications.

4.2.3.1. Purpose: To explain the proper actions taken upon receipt of TCTO publications.

For guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-

123.

4.2.3.2. General procedures for handling TCTO publications. Maintenance Quality

Assurance forwards a copy of all TCTO publications (except for munitions) to the

LRS/Materiel Management Activity inspectors and TCTO kit monitor. A copy is filed in

the applicable TCTO kit jacket file and used to manage items in stock which require

modification. Maintain TCTO publications in TCTO number sequence.

4.2.3.3. The LRS/Materiel Management Activity Inspector accomplishes the following:

4.2.3.3.1. Process Inquiry. Prepare an inquiry to list all item records, ISG related item

records, and detail records for the listed stock numbers.

4.2.3.3.2. Load NPPC 4 or TCTO Flag. Initiate action to load an NPPC 4 or TCTO

Flag to the item record of the item to be modified. Enter the TCTO number in the

source of restriction field (position 49-80) of the Stock Control Data-

Load/Change/Delete input.

4.2.3.3.3. Tag materiel awaiting TCTO modification with the applicable DD Form

1576 series label or tag. Use the stock number or part number physically located on

the asset as the source identification.

4.2.3.3.4. Load suspect item flag to items assigned NPPC 4 or TCTO flag to ensure

assets are properly inspected/tagged prior to releasing to stock or due-out release.

4.2.3.3.5. Determine Total Kit Requirement. Determine the number of TCTO kits

needed to modify base stocks. Take inventory of all unmodified spares on hand,

including serviceable, unserviceable, readiness spares packages, and supply points.

AFMAN 23-122 27 OCTOBER 2020 85

4.2.3.3.6. Review of Due-Ins. If the modification does NOT apply to specific serial

numbered items, then due-in quantities that have been shipped or released for

shipment will also be included in the total kit requirement. When the modification

applies to specific serially numbered items, due-ins are not considered during the

review. Requirements for serially numbered items will be determined upon their

receipt from the depot.

4.2.3.3.7. Correspondence. Send correspondence to forward supply points/locations,

AC&W sites; relay sites, etc., when spares at those sites are to be modified. Forward

the TCTO publication and a cover letter to these forward sites for their evaluation.

Route the correspondence for AC&W sites and radio relay sites through the EACC.

4.2.3.3.8. When the host base provides maintenance support for the forward base,

include the number of assets at the forward base requiring modification in the total kit

requirements.

4.2.3.3.9. When compliance cannot be made at the forward base, the forward base

requests replacement spares from the host base and returns unmodified spares to the

host base for maintenance. The EACC coordinates the return of unmodified spares for

AC&W and radio relay sites. Send unmodified spares to Inspection, who then

forwards them to maintenance for modification.

4.2.3.3.10. Advising Maintenance. Upon completion of the above review, Inspection

personnel advises the appropriate maintenance activity of the total number of kits

required to modify base stocks (and in transit items when applicable).

4.2.3.3.11. Demand and Adjusted Stock Levels. When the technical order stipulates

demand or adjusted stock levels be reduced or eliminated, advise the applicable Stock

Control personnel to reduce or delete the adjusted stock level.

4.2.4. Assembly of Kits.

4.2.4.1. Purpose: To describe the base assembly of TCTO kits. For guidance specific

requirements review AFI 23-101 and for IT references use AFH 23-123.

4.2.4.2. General procedures to identify assembly of TCTO kits.

4.2.4.2.1. The TCTO normally indicates how the TCTO kit is to be assembled and

provides directions for obtaining and funding the kit. Most TCTO kits are assembled

at the wholesale level and provided free of charge to base units. However, the TCTO,

AFMC, or HQ USAF may direct base assembly of TCTO kits. When base assembly

is directed and funds will be provided, the base will track expenditures as noted

below.

86 AFMAN 23-122 27 OCTOBER 2020

4.2.4.2.2. Billing Base-Assembled TCTO Kits. To make it easier to bill expenses

incurred for the base assembly of TCTO kits, an Organization Cost Center Record

(OCCR) and Project Funds Management Record (PFMR) are loaded for each kit and

source of funds (such as OBAN, ALC, MAJCOM, etc.). Accounting and Finance

(A&F) will load the PFMR, as specified by DFAS-DE 7077.10-M. (T-0). The

LRS/Materiel Management Activity will load the OCCR using an organization code

in the 100-999 series and type organization code 3 as outlined paragraph 8.2 The

responsibility center/cost center code will be 99xxxx, as provided by A&F. Upon

receiving authority to assemble a kit at base level, the LRS/Materiel Management

Activity TCTO Kit Monitor furnishes A&F the TCTO kit number, the appropriate

funding source, and the A&F disbursing station number.

4.2.4.2.3. Inclusion of Unauthorized Materiel in TCTO Kits. When a modification

requires materiel not authorized for inclusion in the kit, such as explosives,

munitions, or medical items, the IM/SM responsible for the modification will provide

appropriate funding for the required materiel to the activity developing or assembling

the kit. Base funds will not be provided to buy items not normally included in TCTO

kits. The costs for these items are included in the base's operating budget. The activity

will then obtain the required materiel. All such items will be kitted separately and

identified as part of the total TCTO kit so proper storage and safety measures can be

taken.

4.2.4.2.4. Deviations from the Complete Kit Policy. Deviations from the complete kit

policy require waivers agreed to by the MAJCOM. Base level will accept the

financial and manpower burden upon acceptance of a deviation from the complete kit.

(T-1). Host command LRS/Materiel Management activities accept the responsibility

for kit buildup of incomplete TCTO kits waived by a tenant unit's MAJCOM. Items

excluded from TCTO kits by waiver are acquired from existing organizational

resources or purchased through regular supply channels. When the need is urgent and

the using command has adequate materiel assets at another location, they will

redistribute the materiel laterally to complete their TCTO kits.

4.2.5. Establishment and Maintenance of TCTO Kit Files.

4.2.5.1. Purpose: To explain the establishment and maintenance of the TCTO kit files.

For guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-

123.

4.2.5.2. General procedures for filing completed TCTO kit files. Establishment and

maintenance of TCTO Kit Files will be accomplished in accordance with AFI 23-101,

Chapter 4.

4.2.5.3. Completed TCTO Kit Files. The LRS/Materiel Management Activity TCTO Kit

Monitor places the TCTO Kit file in the completed file when all balances have been

reduced to zero and no requirements exist. The completed jacket file will be retained as

specified in the Air Force Records Disposition Schedule. (T-2).

4.2.6. Establishment of TCTO Kit Item Records.

AFMAN 23-122 27 OCTOBER 2020 87

4.2.6.1. Purpose: To identify procedures to establish the TCTO Kit item records. For

guidance specific requirements review AFI 23-101 and for IT references use AFH 23-

123.

4.2.6.2. General procedures governing TCTO Kit item records loads.

4.2.6.2.1. Establishment of TCTO Kit Item Records. If a new TCTO is required,

maintenance coordinates with the LRS/Materiel Management Activity TCTO Kit

Monitor to request Records Maintenance to load the item record. The item record will

be assigned ERRCD XD2 and the appropriate Routing Identifier Code.

4.2.6.2.2. Recoverable Assembly Management Process System (RAMP) Reporting.

All TCTO kits assigned a depot RIC (e.g., FHZ, FLZ, F77) are included in the daily

RAMP reports and are subject to depot management or redistribution.

4.2.7. Identification of TCTO Kit Requirements.

4.2.7.1. Purpose: To identify items requiring TCTO compliance. For guidance specific

requirements review AFI 23-101 and for IT references use AFH 23-123.

4.2.7.2. Identification of TCTO Kit Requirements. Maintenance activities review

incoming technical publications to determine the number of TCTO kits required. Usually,

only one kit for each aircraft, missile, end item of equipment, spare part or component to

be modified is authorized. The maintenance activity sends a copy of the technical order to

the LRS/Materiel Management Activity inspection personnel to determine kit

requirements for items in stock (and in transit when applicable).

4.2.8. Releasing TCTO Kits to Maintenance.

4.2.8.1. Purpose: To identify procedures for Releasing TCTO Kits to maintenance. For

guidance specific requirements review AFI 23-101 and for IT references use AFH 23-

123.

4.2.8.2. TCTO kits are ordered through the TCTO Kit Monitor. When complete kits are

available for release to the user, the TCTO Kit Monitor processes a DOR at which time

the TCTO kit may be distributed.

4.2.8.2.1. Releasing TCTO Kits to maintenance. When TCTO kits are required, the

following actions are accomplished:

4.2.8.2.1.1. The maintenance activity furnishes the TCTO Kit Monitor with a

Maintenance IT system report listing specifying the technical order number and

the serial number of the end item listed on the AF Form 2001, Notification of

TCTO Kit Requirements. The TCTO Kit Monitor processes a force due-out

release to the applicable due-out listed in the TCTO Jacket File using the

procedures outlined in paragraph 5.2 of this publication.

4.2.8.2.1.2. When a consolidated issue request has been used, the TCTO kit

monitor enters the quantity to be released and verifies the completeness of

available kits (all components may not be available).

4.2.8.2.1.3. When complete kits are available, the TCTO kit monitor prepares and

processes a forced DOR using the procedures outlined in Chapter 5.

88 AFMAN 23-122 27 OCTOBER 2020

4.2.8.2.1.4. When complete kits are not available, the TCTO kit monitor advises

maintenance of the current supply status of the items still required. The

incomplete kits may be released at the option of the maintenance activity.

4.2.8.2.1.5. The TCTO Kit Monitor enters the date of release for each TCTO kit

on the AF Form 2001.

4.2.8.2.2. Free Issue of TCTO Kits. Modification-driven TCTO kits will be free

issued. Only one kit per asset requiring modification will be funded. When in-stock

assets (RSP, POS, Supply Points, etc.) require modification, the asset will be issued

using activity code “C” to the appropriate repair shop, and one TCTO kit for each

asset requiring modification will be free issued to the appropriate repair shop as

outlined in paragraph 5.2 of this publication.

4.2.8.2.3. Exceptions. Non-modification driven TCTO kits and replacement kits or

components for assets which are lost or used for purposes other than modification

must be purchased using the organization's O&M funds unless type organization code

3 is used.

4.2.9. Storage and Control of TCTO Kits.

4.2.9.1. Purpose: To describe the proper storage and control of TCTO kits. For guidance

specific requirements review AFI 23-101 and for IT references use AFH 23-123.

4.2.9.2. General procedures to establish controls to prevent the loss or unauthorized use

of kits and their components.

4.2.9.2.1. Shelf Life Monitoring. TCTO kits may contain shelf life items so each kit

is inspected to be certain the shelf life items listed in the TCTO bill of materials are

still serviceable. The TCTO Kit Monitor uses kit stock numbers to control the shelf

life items in the kits. When items become outdated, normal shelf life control

procedures will apply. The LRS/Materiel Management Activity TCTO Kit Monitor

tags kits containing outdated items with condition code E (limited restoration). The

kits remain in this status until the outdated items have been replaced or shelf life has

been extended.

4.2.9.2.1.1. Type I items are replaced through normal requisitioning procedures.

4.2.9.2.1.2. The Inspector will examine type II items and update the DD Forms

1574/-1, or DD Form 2477 on the containers. When the inspection is completed

and the outdated materiel is replaced, the kit will be assigned the appropriate

supply condition code (A, B, or C).

4.2.9.2.2. Items Needing Repair. TCTO kits found to contain items needing repair

will be tagged condition code G (incomplete) by an authorized Inspector. The

reparable items will be tagged condition code F (reparable) and turned in for repair.

The LRS/Materiel Management Activity Inspector will notify the LRS/Materiel

Management Activity TCTO Kit Monitor immediately to requisition replacements to

return the kits to complete (issuable) status. (T-2).

4.2.10. Transferring TCTO Kits.

AFMAN 23-122 27 OCTOBER 2020 89

4.2.10.1. Purpose: To describe procedures for transferring TCTO kits. For guidance

specific requirements review AFI 23-101 and for IT references use AFH 23-123.

4.2.10.2. General procedures to describe actions to transfer TCTO kits.

4.2.10.2.1. Transferring TCTO Kits. Maintenance Plans, Scheduling and

Documentation (PS&D) advises the TCTO Kit Monitor of impending transfers of

aircraft or end items. This notice should be issued as far in advance of the transfers as

possible in order to ship applicable TCTO kits with the aircraft or end items.

4.2.10.2.2. PS&D provides identification data, including date of transfer, specific

TCTO number involved, destination base, type, and tail or identification number.

4.2.10.2.3. The TCTO kit monitor determines; 1) the availability of the kits

designated for transfer, and 2) the weight and cube of those kits (by estimation if

exact figures are not available).

4.2.10.2.4. The TCTO kit monitor prepares a degraded operations shipping document

and Nondirected Shipment Transaction input for each kit being shipped, as outlined

in paragraph 2.2 The type of aircraft, end item of equipment, or tail identification

number will be entered in Block V of the shipping document. The TCTO kit monitor

coordinates with the LRS/Transportation activity to establish the date the kits and

shipping documents should be forwarded. After the LRS/Transportation activity has

received and signed for the kits, the Nondirected Shipment Transaction input and

document file copies will be processed. Upon shipment of the kits the TCTO kit

monitor cancels all TCTO kit Due-Outs and Due-Ins for the transferred aircraft or end

items, and, when applicable, annotates AF Form 2001 to show the cancellation and

shipment.

4.2.10.2.5. Once the TCTO kit monitor has completed the shipment, it advises the

consignee (ship-to Stock Record Account Number (SRAN)) LRS APO by message

that the TCTO kits are being shipped with the transferred aircraft or end items of

equipment. This message will include the TCTO kit stock number, technical order

number, quantity, shipping document number, type of aircraft or end item, tail or

identification number, and mode of shipment.

4.2.10.2.6. When the TCTO kit monitor at the consignee (ship-to SRAN) receives the

shipping notice, and work closely with the PS&D and the Materiel Management

Flight, Vehicle Operations Element to make sure that all kits arriving with the aircraft

or end items are delivered to the LRS, Inbound Cargo. The TCTO kit monitor and the

PS&D ensure that all outstanding kit requirements for the new aircraft and end items

are properly recorded on AF Form 2001 and incorporated into the base TCTO kit

system. When requested by PS&D, the TCTO kit monitor adds the new aircraft, end

item, or identification number to any existing AF Form 2001. The PS&D prepares

and processes a new AF Form 2001 if required by an outstanding TCTO.

4.2.11. TCTO Kit Reconciliation and Status Report.

4.2.11.1. Purpose: To describe procedures for TCTO kit reconciliation and status

reporting. For guidance specific requirements review AFI 23-101 and for IT references

use AFH 23-123.

90 AFMAN 23-122 27 OCTOBER 2020

4.2.11.2. General procedures to describe steps taken for TCTO kit reconciliation and

status reporting.

4.2.11.2.1. TCTO Kit Reconciliation and Status Report. The LRS/Materiel

Management Activity and maintenance reconcile all TCTO kit assets and

requirements monthly in accordance with AFI 21-101, Aircraft and Equipment

Maintenance Management. (T-2). The purpose of this reconciliation is to validate kit

availability, shortages, excesses, due-outs, and due-ins.

4.2.11.2.1.1. Local Program. Bases will process a locally developed program or

an as-required report using Logistics, Installations & Mission Support-Enterprise

View applications to obtain reconciliation data from applicable ILS-S database

records. (T-2). The program should list data from the item record, due-out detail,

due-in and status detail records.

4.2.11.2.1.1.1. Item Record (technical order number obtained from item

record nomenclature field, TCTO kit stock number, on-hand serviceable

balance, routing identifier code, and the unit cost).

4.2.11.2.1.1.2. Due-out Detail Record (due-out document number, due-out

mark for field, quantity due-out, urgency justification code).

4.2.11.2.1.1.3. Due-in and Status Detail Records.

4.2.11.2.2. Actions. The following actions are necessary:

4.2.11.2.2.1. Maintenance advises the TCTO Kit Monitor of all excesses found in

the reconciliation.

4.2.11.2.2.2. Maintenance advises the TCTO Kit Monitor of tail number changes

required in existing due-outs and of additional requirements not stated in the

Reconciliation Listing.

4.2.11.2.2.3. The TCTO Kit Monitor ensures all changes requested by

maintenance are processed.

4.2.11.2.3. An actual face to face meeting will be held. The Materiel Management

Officer determines attendance requirements for LRS/Materiel Management

personnel. MX Plans, Scheduling and Documentation will chair the meeting. Both the

Materiel Management Officer and the Maintenance Control Officer must sign the

TCTO Reconciliation Listing. (T-2). The chair prepares the minutes and distributes

them to the MX Group Commander and the LRS/CC within 5 working days. Both

LRS/Materiel Management Activity and maintenance TCTO monitors will use the

minutes or the Reconciliation Listing to administer the TCTO program. (T-2).

4.2.11.2.4. Reporting of Excess Kits. Report excess kits to the IM by e-mail. IMs

provide disposition instructions for excess kits. At the option of the MAJCOM,

excess locally manufactured kits with routing identifier JBD are reported to a

command redistribution system for disposition instructions. If a command

redistribution system does not exist, then maintenance disassembles all excess locally

assembled kits having routing identifier code JBD and returns the components to

stock.

AFMAN 23-122 27 OCTOBER 2020 91

4.2.12. Redistribution/Disassembly of TCTO Kits.

4.2.12.1. Purpose: To describe procedures for the redistribution or disassembly of TCTO

Kits. For guidance specific requirements review AFI 23-101 and for IT specific processes

use AFH 23-123.

4.2.12.2. General procedures to describe actions taken to redistribute or disassemble

TCTO kits.

4.2.12.2.1. Redistribution/Disassembly of TCTO Kits. IMs use Redistribution Orders

(RDO) to direct redistribution or disassembly of excess centrally managed TCTO

kits; those with a routing identifier code (RIC) other than JBD.

4.2.12.2.1.1. RDOs directing disassembly contain the constants YBRKDN in the

supplementary address field.

4.2.12.2.1.2. In lieu of disassembly, MAJCOMs may use non-directed shipment

requests (SHP) to redistribute locally assembled kits with RIC of JBD.

4.2.12.2.1.3. When kits are to be disassembled:

4.2.12.2.1.3.1. The TCTO kit monitor will issue the kits to Maintenance. (T-

2).

4.2.12.2.1.3.2. Upon disassembly of the kits, all components are to be turned

in to base stocks.

4.2.12.2.1.3.3. The TCTO kit monitor works closely with the appropriate

Maintenance Materiel Control to ensure that all documents for turned-in,

removed, or replaced parts are properly marked and controlled throughout the

redistribution process.

4.2.13. Re-Identification and Stock List Changes.

4.2.13.1. Purpose: To describe procedures for the re-identification and stock list changes

of assets after modification. For guidance specific requirements review AFI 23-101 and

for IT guidance use AFH 23-123.

4.2.13.2. General procedures to identify steps taken when an asset is modified due to

TCTO compliance. When a TCTO affects parts, subassemblies, assemblies, or complete

articles to the extent that physical modification of the part is required, a new part number

will be assigned and the national stock number (NSN) will be changed. When the TCTO

requires a condition inspection to identify defects which will be corrected through the

replacement of a like new item, no NSN or part number change is required.

4.2.13.3. When retrofit changes are made that result in new parts, parts being modified,

or changes in installation and assembly of new parts, new drawings shall be prepared or

existing drawings revised to include new part numbers, as applicable, (MIL-DTL-31000,

Technical Data Package) to reflect the retrofit change being performed.

4.2.13.4. When a part number or NSN is stamped, etched, stenciled, brazed, etc., on the

article being modified, removal or change to re-identify the modified article with the

appropriate new part number or NSN will be accomplished (MIL-STD-130,

Identification Marking of U.S. Military Property). (T-1).

92 AFMAN 23-122 27 OCTOBER 2020

4.2.13.5. When an item is altered according to an engineering change or a TCTO change,

new or revised drawings will be required.

4.2.13.6. Item interchangeability and substitution (ISG) relationships are updated and

changes reflected in records and through revised ISG group stock list publications.

4.2.13.7. End article IMs issuing TCTOs notifies the applicable cataloging activity to

have expedited change actions initiated. Prompt re-identification changes in the next AF

stock list change or AF service supplement change cycles, and any changes to the MCR-1

publication file will be accomplished. It is the intent to issue the applicable stock list

change notice concurrently with release of the routine TCTO.

4.2.13.8. Upon determining applicability of the TCTO, the Maintenance Plans,

Scheduling and Documentation Section immediately furnishes an action copy of the

TCTO to the LRS/Materiel Management Activity. The LRS/CC uses the published

TCTO as authority to freeze item records and warehouse bins, challenge all requisitions

for validity of end item application as a controlled exception, and apply management

codes as required per this chapter.

4.2.14. Management Coding On Supply Records.

4.2.14.1. Purpose: To describe procedures for the management coding on supply records.

For guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-

123.

4.2.14.2. General procedures to outline coding on Supply Records for TCTO kits. All

TCTO kits will be assigned manager review code "L" per AFMC guidance. This degree

of management gives visibility of transactions and requires positive manager action

before any shipments are made. This control is required to ensure that kits are not used

for unauthorized requirements. The visibility of actions assists the Technical Content

Manager (TCM) in the release of backorders to maintain the TCTO schedule. IMs

coordinate with applicable MAJCOM TCTO Kit Manager(s) prior to force release

actions to ship kits. The TCM(s) documents coordination actions in the TCTO kit

management files.

4.2.14.3. All items/spares affected by TCTOs that jeopardize life, safety of flight, and

condemnation/mutilation will be assigned manager review code "T" per AFMC guidance.

This degree of management gives visibility of transactions and requires positive manager

action before any shipments are made. This control is required to prevent wrong

spares/items from being issued to a user and to ensure that critical parts affecting safety

that have been removed by a TCTO are not reissued to maintenance for the same

application. Manager review codes are assigned to those affected items immediately upon

receipt and processing of AFMC Form 874, Time Compliance Technical Order Supply

Data Requirements, and AFMC Form 172, Coordination of Proposed Technical Order,

and the manager review code will remain in place during the life of the TCTO.

4.2.14.4. Items identified for removal and mutilated to prevent inadvertent reinstallation

are processed as follows:

4.2.14.4.1. Assign manager review code "T."

AFMAN 23-122 27 OCTOBER 2020 93

4.2.14.4.2. Determine approximate number of items in the ILS-S and prepare an

AFMC Form 206 Temporary Work Request to have these items mutilated or

salvaged. Items containing precious metal should be mutilated and all scrap residue

processed to disposal. These items will be processed to the DLADS, in accordance

with the Precious Metals Recovery Program.

4.2.14.4.3. When the AFMC Form 206 is approved and the work center that will do

the mutilation/ salvage is known, the TCM will establish a maintenance contact for

the work center; this will allow the work center to be notified of any subsequent items

that generate into the ILS-S. The TCM of the item being mutilated will prepare a save

list and coordinate it through the Product Director for use by the work center that is

required to do the mutilation or salvage operations.

4.2.14.4.4. A priority book message will be prepared to all LRS/Materiel

Management Activities using "Safety of Flight Warning" as the subject. The message

will require mutilation/salvage of the item and will give directions for accomplishing

the mutilation/salvage operation. This message will require an answer, giving the

number of items salvaged or mutilated or a negative reply "No assets this activity.”

4.2.14.4.5. The TCM will review procurement records. When it is determined that a

production contract is in existence, the Directorate of Procurement will be advised

and requested to stop all production, and to hold the contract in abeyance until

work/re-identification/disposition can be determined and formalized.

4.2.14.4.6. The Item Manager Wholesale Requisition Process (IMWRP) D035A

subsystem records will be file maintained with a constant reject code "CJ" according

to AFMC guidance.

4.2.14.4.7. An AF Form 86, Request for Cataloging Data/Action will be prepared

and submitted by the TCM in accordance with paragraph 8.2 of this manual, to have

the item cataloged as obsolete in the federal supply system. (T-1).

4.2.14.5. All TCTO kits will be assigned ERRCD "XD2." This designator is used in

accounting records, to ensure that all TCTO kit identification numbers assigned by the

ALCs are reported in the RAMPS/D035C, regardless of unit cost, for management

control.

4.3. Repair.

4.3.1. Due-In From Maintenance (DIFM) Management Quarterly Reconciliation.

4.3.1.1. Purpose: To explain the quarterly DIFM Quarterly Reconciliation procedures

process. For guidance specific requirements review AFI 23-101 and for IT reference use

AFH 23-123.

4.3.1.1.1. General DIFM Quarterly Reconciliation Procedures. The following actions

will be performed by the Flight Service Center for all DIFM Quarterly

Reconciliations:

4.3.1.1.1.1. Repair Cycle Management Listing. Obtain current copy of the Repair

Cycle Asset Management Listing.

94 AFMAN 23-122 27 OCTOBER 2020

4.3.1.1.1.2. Contact Shops. Contact all shops having on hand DIFM assets which

appear on the Repair Cycle Asset Management Listing. Draft/release memo

notifying shops date/time Flight Service Center representative will visit the

workcenter to reconcile on-hand DIFM asset(s) with the Repair Cycle Asset

Management Listing. (T-2).

4.3.1.2. Conduct Shop Visits. Flight Service Center representative(s) will perform “eyes

on” for all DIFM assets. (T-2). For GSUs, the GSU DIFM monitor will perform "eyes

on" for all DIFM reconciliation actions in accordance with this section and provide the

status to the host base Flight Service Center. (T-2).

4.3.1.2.1. Listing Validation. Flight Service Center representative validates the

following against the current Repair Cycle Listing:

4.3.1.2.1.1. DIFM Status and Location. Review and annotate the Repair Cycle

Listing to ensure it reflects the correct current status and location. As such Flight

Service Center personnel will work closely with the applicable shop to resolve

these discrepancies.

4.3.1.2.2. Completion of Applicable Property Tags. Review the tags accompanying

each DIFM asset. At a minimum, each DIFM will have a completed AFTO Form 350

tag and if applicable, a condition tag. Some DIFM assets may require other tags.

Additional information concerning the completion of these tags can be found in AFI

23-101.

4.3.1.2.3. Property Not Listed. Immediately research property found during the

reconciliation which is not on the listing. If it is determined property does not belong

to the applicable shop, initiate found on base return procedures found in paragraph

6.2 of this manual.

4.3.1.2.4. Missing Property. Take immediate action to locate missing items. Flight

Service Center personnel are to work closely with the using shop/organization to

locate the property. This includes such actions as interrogating the applicable ILS-S

and ensuring that other shops do not have the property. If not found, a special

inventory will be conducted per paragraph 5.7

4.3.1.2.5. Final Report. Flight Service Center personnel will complete a final report

within 10 workdays identifying discrepancies and best practices found during the

reconciliation. (T-2).

4.3.1.2.6. Report Disposition. Send an electronic or hard copy of the report to the

applicable shop.

4.3.1.2.7. Follow-up. Flight Service Center personnel are to closely monitor any

noted discrepancies. These actions include but are not limited to electronic messages

and any coordination with the shop.

4.3.1.2.8. Filing of Report. Flight Service Center will file this reconciliation report in

accordance the Air Force Records Disposition Schedule. (T-2).

4.3.2. Multiple DIFM Indicators.

AFMAN 23-122 27 OCTOBER 2020 95

4.3.2.1. Purpose: To explain the loading of multiple DIFM indicators. This one position

code indicates the DIFM assets that can be issued in quantities greater than one. This

indicator is located on the item record. A value of zero shows an issue quantity of one

only. A value of one shows an issue quantity of more than one. For guidance specific

requirements review AFI 23-101 and for IT references use AFH 23-123.

4.3.2.2. General Multiple DIFM Indicator Procedures. Perform the following actions to

load/delete multiple DIFM indicators:

4.3.2.2.1. Receive/Review Multiple DIFM Indicator Request. The Flight Service

Center will review/verify the justification.

4.3.2.2.2. Process Request. Process multiple DIFM indicators in accordance with

Procedures for Stock Control Data – Load/Change/Delete Input (FCD) in AFH 23-

123. (T-1).

4.3.2.2.3. Retain Document Justification. File document justification in office file

plan for the duration of the DIFM indicator. (T-2).

4.3.3. Repair Cycle Asset Management Listing.

4.3.3.1. Purpose: To explain the Repair Cycle Management Listing procedures process.

See AFI 23-101 for guidance specific requirements and AFH 23-123/ILS-S User’s

Manual for IT guidance.

4.3.3.2. Repair Cycle Management Listing Procedures. The following actions are

performed by the LRS/Materiel Management Activity/customers with a maintenance

information system to obtain/monitor the Repair Cycle Listing.

4.3.3.2.1. Obtain Current Repair Cycle Listing.

4.3.3.2.2. Verify Current DIFM Status Code and Location. Ensure proper DIFM

status code is assigned and location is updated to reflect physical location of item(s).

4.3.3.2.3. DIFM Days. Pay attention to the number of issue days on item(s). In

accordance with AFI 23-101, DIFM items not inducted into maintenance repair will

be returned to the LRS/Materiel Management Activity within 4 duty days from the

date of issue. (T-2).

4.3.3.2.4. Update/Annotate Discrepancies. Track updates/discrepancies as necessary

on the Repair Cycle Listing. Follow up with unit DIFM monitors daily and when

issued DIFM exceed return time frames established in AFI 23-101, Chapter 4.

Complete follow-up actions on noted discrepancies each day until they are resolved.

4.3.3.2.5. Verify status and location of DIFM items on the next repair cycle listing.

(T-2).

4.3.4. DIFM Status Code and Location Updates.

96 AFMAN 23-122 27 OCTOBER 2020

4.3.4.1. Purpose: To explain DIFM status code and location update procedures to reflect

the current and previous status and location of item(s). The status code and location are

used to track status/physical location of item(s) in the repair cycle. The DIFM status code

and location are located on the DIFM detail record and are loaded to the DIFM detail

record by DFM input. See AFH 23-123/ILS-S User’s Manual for IT guidance. The

following actions will be performed by the LRS/Materiel Management

Activity/customers with a maintenance information system to update DIFM

status/location:

4.3.4.2. Verify Status Codes validity found in AFH 23-123. (T-1). Perform a DFM input

to update status codes and appropriate location. (T-1). See AFH 23-123 for IT processing

guide.

4.3.5. Maintenance Turnarounds (TRN).

4.3.5.1. Purpose: To explain the TRN process. For guidance specific requirements

review AFI 23-101 and for IT reference use AFH 23-123.

4.3.5.2. TRN Procedures. The following actions will be performed by the Maintenance

activity, Decentralized Material Support or LRS/Materiel Management Activity to

update/monitor TRNs. (T-2).

4.3.5.2.1. The Maintenance activity, DMS or LRS/Materiel Management Activity

will process a TRN any time a repair action is taken. (T-2).

4.3.5.2.2. Necessary Documentation. Maintenance activities will complete AFTO

Form 350 in accordance with TO 00-20-2, Maintenance Data Documentation. (T-0).

4.3.5.2.2.1. TRN Data. Local quick reference lists of items may be developed to

allow for identification of high demand items by the TRN manager.

4.3.5.2.2.2. TRN Document Number. Use the organization and shop code of the

maintenance activity in the TRN document number.

4.3.5.2.3. The bottom portion of AFTO Form 350 will be completely filled out to

include the maintenance action taken code. Maintenance action taken codes for TRNs

must be A, F, G, K, L, or Z. More information can be found in specifying the

Condition of Returned Materiel in AFH 23-123.

4.3.5.2.4. Return Invalid Forms. Invalid/incomplete AFTO Form 350 tags will be

returned to the customer for correction. (T-2).

4.3.5.2.5. Process TRN. Process TRN in accordance with Maintenance Turnaround

Processing in AFH 23-123. Note: AFMC will capture and process DHAs (DLA

ERRC-XF3 assets) for all bases.

4.3.5.2.6. Daily Document Register. The Daily Document Register (D04) or

equivalent IT system report will be used to monitor TRN processing. AFTO Form

350 will be compared to the D04 to ensure the TRN input has been processed.

4.3.6. Awaiting Parts (AWP) Management.

4.3.6.1. Purpose: To explain the AWP management process. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 97

4.3.6.2. General AWP Listing Procedures. AFMC/customers will perform the following

actions to obtain/monitor the AWP Management Listing.

4.3.6.2.1. Monitors will pay close attention to the AWP program to ensure assets are

returned to serviceable condition as soon as possible and to determine if Cross-

cannibalization of serviceable bits and pieces is feasible to return AWP DIFM items

to a serviceable condition.

4.3.6.2.2. Monitor the DIFM/AWP disposition report on a daily basis for AFMC

directed evacuations.

4.3.6.2.3. Base-level only: When cross-cannibalization is possible, maintenance

activities are responsible for providing the LRS/Materiel Management Activity with

the end-item DIFM document number(s) and the bits and pieces involved.

4.3.6.2.4. Obtain Current AWP Management Listing.

4.3.6.2.5. Verify Current Status. Closely monitor AWP status using the AWP

Management Listing.

4.3.6.2.5.1. Requesting Evacuation Approval. When an unserviceable end-item

has been in AWP status for 30 days, AFMC AWP monitor will contact the item

manager responsible for the bits and pieces or SRUs on order to repair the

unserviceable item. When delivery of the bits and pieces or SRUs cannot be

guaranteed within 45 days, the AFMC AWP monitor will contact the item

manager or end-item manager and AFMC Repair Network Manager (RNM)

workflow, for coordination of disposition and evacuation instructions. The RNM

will collaborate with the IM, to determine appropriate action based upon repair

status and seeking to keep repair at the lowest level. The IM will then send agreed

upon recommendation(s), to the AFMC AWP monitor and RNM workflow,

providing disposition and evacuation instructions. Final determination authority

will reside with the end-item manager. AFMC AWP monitor will ensure

customers are aware of final disposition.

4.3.6.2.5.2. Cancellation of Bits and Pieces. When AFMC receives evacuation

approval, the LRS/Materiel Management Activity AWP monitor will cancel due-

outs for bits and pieces not received.

4.3.6.2.6. Follow-Up. LRS/Materiel Management activity AWP Monitors will

follow-up with AFMC on any noted discrepancies until they are resolved. (T-2).

4.3.7. Ordering AWP Assets.

4.3.7.1. Purpose: To explain the AWP assets procedures process. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

4.3.7.2. General AWP Ordering Procedures. LRS/Materiel Management activity

customers, who use a maintenance system or ILS-S to order AWP assets, will perform

the following actions to order AWP assets. Use of the AWP Checklist in AFH 23-123, is

mandatory during this process. Refer to AFH 23-123 for additional AWP processing

information.

98 AFMAN 23-122 27 OCTOBER 2020

4.3.7.3. Complete AF Form 2005. (T-2). This document is required when ordering assets

through the applicable IT system. Detailed instructions for completing this form can be

found in AFH 23-123. Particular attention should be placed when completing AF Form

2005 for an AWP request:

4.3.7.3.1. Project Code. For AWP requests, enter the standard reporting designator

(SRD) in the project code field.

4.3.7.3.2. Urgency Justification Code. The use of “AR” or “BR” is required.

4.3.7.3.3. Mark For Field. The DIFM or EAID end-item document number must be

placed in this field.

4.3.7.4. Place Request in Applicable IT system. (T-2). Use AFH 23-123 for IT

references.

4.3.7.5. Follow-up. AFMC personnel will work AWP backorder and input status in the

applicable ILS-S. (T-2).

4.3.7.6. SPRAM AWP. Process a material Return (see Chapter 6) and issue for in-house

repair (see Chapter 5). (T-2).

4.3.8. Management of Product Quality Deficiency Report (PQDR) items.

4.3.8.1. Purpose: To explain management of PQDR items. For guidance specific

requirements review AFI 23-101 and for IT references use AFH 23-123. For PQDR

return procedures refer to paragraph 6.2 of this manual.

4.3.8.2. General Management of PQDR Item Procedures. LRS/Materiel Management

activities will follow procedures outlined in TO 00-35D-54, USAF Deficiency Reporting,

Investigation, and Resolution and the proper storage and handling requirements outlined

below. (T-0).

4.3.8.2.1. Holding Period. Update the unserviceable detail document number in the

ILS-S to reflect this date; see AFH 23-123 for DIFM Status/Location update

processes. To ensure disposition instructions are received, PQDR monitors maintain a

close contact with maintenance.

4.3.8.2.2. Storage Location. Store PQDR assets in a clearly marked area separate

from normal operating stock. Ensure all condition tags and documentation is attached

to the item and assign a warehouse location.

4.3.8.2.3. Suspense File Folders. Maintain a suspense jacket files maintained for each

PQDR asset. Each folder contains a copy of the initial deficiency report and labeled

with the following: report control number, stock number, unserviceable detail

document number, and initials of individual placing the item in its applicable

location. The file folders also contain the documentation if held past the initial 30 day

period. Received disposition instructions are also filed in the folder. Suspense jacket

files will be maintained in deficiency report number sequence. Once disposition

instructions are received and actions taken, move the suspense jacket file from the

open to the closed file. Both open and closed files are maintained in accordance with

AF Records RDS. (T-2).

AFMAN 23-122 27 OCTOBER 2020 99

4.3.8.2.4. Verify Current Due-In From Maintenance (DIFM) Status/Location.

LRS/Materiel Management activities will monitor status of PQDR assets using the

Repair Cycle Management listing. (T-2).

4.3.9. Base Contract Maintenance.

4.3.9.1. Purpose: To explain the management of base contract maintenance items. For

guidance specific requirements review AFI 23-101 and for IT references use AFH 23-

123.

4.3.9.2. General Management of Base Contract Maintenance Procedures. LRS/Materiel

Management activities will follow the procedures outlined in Base Contract Maintenance

in AFH 23-123. (T-1).

4.3.10. Calibration Repair and Return (CRR).

4.3.10.1. Purpose: This procedure covers the return, receipt, and evacuation of items for

CRR. It also presents procedures for processing CRR documents for input/output,

requisitions, and termination of accountability. Special instructions for Non-DLMS EDI

shipments for Test Measurement Diagnostic Equipment (TMDE) items to an off-base

support Precision Measurement Equipment Laboratory (PMEL) are also covered.

4.3.10.2. Off-Base Calibration/Repair/Return. At times, property is to be sent to off-base

locations for calibration/repair and return. Vendors, contractors, and calibration/repair

activities (with the exception of the calibration/repair activities at the computer support

base) are considered off-base. LRS/Materiel Management Activity procedures for

processing property for calibration/repair and return are outlined below. These

procedures do not apply to AFMC-managed XD/XF items, except when directed to

return them directly to the contractor under warranty programs. Note: Do not use these

procedures to ship small arms (CIC N or 4) under any conditions.

4.3.10.2.1. These procedures document the movement of property from the customer

through the ILS-S and back to the customer without charging O&M funds.

4.3.10.2.2. Inputs to System. Inputs to the system must contain project code 440,

PACER SHELL. (T-1). This project code identifies equipment and materiel not on a

maintenance scheduling and control system.

4.3.10.3. Return of Equipment for Calibration, Repair, and Return.

4.3.10.3.1. Tagging of Equipment. The custodian ensures equipment is properly

tagged with an AFTO Form 350 and the tag is clearly marked

CALIBRATION/REPAIR AND RETURN.

4.3.10.3.2. Requesting Preparation for Repair and Return of equipment. The

custodian contacts the EAE to request preparation of a repair and return input.

100 AFMAN 23-122 27 OCTOBER 2020

4.3.10.3.2.1. Preparing the Repair and Return Input Document. EAE prepares a

repair and return input document. The document number for equipment will be

the existing authorized/in-use detail document number, with activity code E and

the current date entered in positions 36-39. If no authorized/in-use detail record

exists, then the document number will be the next available number from the

control register (but the activity code must be E). See Calibration/Repair and

Return Request in AFH 23-123 for document and input transaction format.

4.3.10.3.2.2. Preparing the Repair and Return Input Document for EMC-1 Items.

For EMC-1 items an activity code P will be automatically assigned by the

program if no authorized/in-use detail is loaded. This ensures that the due-out

detail record is established with an activity code P. The prepared Repair and

Return document may be input through any terminal or the RPS/main system. See

Calibration/Repair and Return Request in AFH 23-123 for document and input

transaction format.

4.3.10.4. Return of Expendable Items (Except for AFMC Managed XD/XF) for

Calibration, Repair, and Return.

4.3.10.4.1. Cleaning and Tagging. The user will ensure that the item is clean and

properly tagged.

4.3.10.4.2. Requesting Preparations for Repair and Return. The user will contact

Customer Support and request preparation of a repair and return input document.

4.3.10.4.3. Preparing the Repair and Return Input Document. Customer Support will

prepare a repair and return input document (see Calibration/Repair and Return

Request in AFH 23-123. (T-1). The document number contains activity code P. The

prepared Return and Repair document may be input through any terminal or the

RPS/main system.

4.3.10.5. Record Reversal and Correction Unauthorized. Record Reversal and Correction

of Return and Repair is not authorized. When the Return and Repair is processed with

invalid data, then do the following:

4.3.10.5.1. Prepare and process a receipt (TRIC REC). Use TEX code 2 and the

dueout document number created by the erroneous input in positions 60-73. (See AFI

24-602, Vol 2 for additional information on REC processing.)

4.3.10.5.2. Find and destroy the APOE that was produced for routing to the repair

base.

4.3.10.5.3. When the APOE has already been sent to the repair base, tell the repair

base to process a TRIC DOC to cancel the lateral due-out.

4.3.10.6. Special instructions for the movement of Non-DLMS EDI Shipments of

TMDE.

4.3.10.6.1. These instructions apply to the movement of TMDE items, commonly

referred to as Precision Measurement Equipment (PME), to an off-base support

PMEL, to include Air Force Metrology Calibration Detachment when calibration,

repair and return of the same items are required (TO 00-20-14, Air Force Metrology

and Calibration Program).

AFMAN 23-122 27 OCTOBER 2020 101

4.3.10.6.2. These items are not to be processed through supply channels.

4.3.10.6.3. In certain circumstances, shippers may have an official need to move

DoD materiel outside of normal DLMS EDI procedures. In those situations, the

shipper provides authority for movement and is responsible for the integrity of the

shipment.

4.3.10.6.4. All non-DLMS EDI shipment requests will be tendered to the

Transportation Officer on DD Form 1149, Requisition and Invoice/Shipping

Document. The shipper also provides written authority for movement when requested

by the Transportation Officer.

4.3.10.6.5. Instructions for the completion and distribution of DD Form 1149 are

provided in AFI 24-602, Vol 2.

4.3.10.6.6. The distribution activity receives the DD Form 1149 from

maintenance/equipment custodian/PMEL and assigns transportation priority. Entries

on DD Form 1149 will be checked for accuracy and a signature in block 19 with a

receipt copy to delivery personnel. The transportation activity verifies the DD Form

1149 documentation and package(s) to be shipped, and process the shipment as

prescribed in applicable directives.

4.3.11. Semi-annual Direct Not Reparable This Station (NRTS) validation:

4.3.11.1. Semi-annually, maintenance activities will validate direct NRTS items utilizing

the Q04 or Air Force Approved Ad-Hoc Database Systems Direct NRTS listing and

forward changes to the Flight Service Center for updates. (T-2).

4.3.11.2. Direct NRTS (NRTS-1) are DIFM items that are not authorized repair by base

level per TO 00-20-3. Assets will be identified with NRTS-1 indicator of Y and repair

activity 009RW for Reliability Improvement Warranty (RIW) items or repair activity

009DN for all others. They will be identified with NRTS-1 indicator and applicable Ship-

To Stock Record Account Number (SRAN). All other repairable assets will have a

NRTS-1 indicator of N and applicable repair activity. NRTS-1 indicator will never be

blank.

4.3.11.3. Maintenance repair shops will review items identified by their org/shop as the

repair activity and confirm items are repairable or have diagnostic capability. (T-2).

4.3.11.4. All maintenance repair shops will review items with no org/shop (blank repair

activity) and validate they have no repair or diagnostic capability for the item. (T-2).

4.3.11.5. When all repair shops indicate no repair or diagnostic capability exists, the item

is then coded direct NRTS by Flight Service Center. Note: All items are assumed

repairable and will be coded as such unless certified Direct NRTS as indicated above.

4.3.11.6. Upon completion of Semi-annual Direct NRTS validation, Flight Service

Center will disseminate to all DMS activities an updated Q04 or a LIMS-EV script in two

parts:

4.3.11.6.1. Sort Product by NSN and Repair Activity

4.3.11.6.2. Sort Product by NSN and Ship to SRAN or CRF

102 AFMAN 23-122 27 OCTOBER 2020

4.3.12. Centralized Repair Facility (CRF).

4.3.12.1. MAJCOMs may establish CRFs based on concepts outlined in AFI 20-117,

Repair Network Integration Management. These procedures apply to Air Force repair

activities supported by or designated to operate under the Enterprise CRF concept.

4.3.12.2. ILS-S Records at CRF Supported LRS Bases. The LRS activity at the CRF

location conducting intermediate repair is identified as the “CRF Host LRS.” Bases

required to ship to a CRF for intermediate repair support are identified as “CRF-

supported units”

4.3.12.3. The ILS-S capability to manage CRF’s coupled with changes made by AFMC

Execution and Prioritization of Repair Support System (EXPRESS) allow an Enterprise

management of repair actions.

4.3.12.4. The Repair Destinations capability uses a daily EXPRESS data file to update

ILS-S reparable shipment destinations. When updates are not correctly reflected in ILS-S

bases will ship reparable carcasses to the incorrect repair location.

4.3.13. AFMC will:

4.3.13.1. Load applicable support records, determine appropriate shipment guidance,

shipping destination, routing identifier, and RIC as well as provide supplemental

instructions to units/MAJCOMs as necessary.

4.3.13.2. Load shipping destination record; load the RID to DODAAC on version record.

Refer to AFH 23-123.

4.3.13.3. Load PFMR Flag. Use TRIC FRD to load the PFMR flag in the shipping

destination record for the CRF SRAN.

4.3.13.4. Set the CRF Enterprise Flag to ‘F’ (indicates Forward base) on the Base

Constant’s record. Note: These are base(s) shipping assets to CRF.

4.3.13.5. Set the CRF Enterprise Flag to “C” (indicates CRF base) on the base

Constant’s record. Note: These are base(s) repairing assets that forward bases have

shipped.

4.3.13.6. Set the Maintenance Action Override Flag to 1 (‘On’).

4.3.13.7. Load the CRF SRAN as the Ship-to-SRAN.

4.3.14. CRF Host LRS will:

4.3.14.1. Load item records. Ensure records are loaded for the specified NSNs. (T-2).

4.3.14.2. Load the Repair Organization and Shop Codes. (T-2). Use TRIC FRR to load

the designated base repair activity's organization and shop codes to the repair cycle

records of each item being managed under this concept.

4.3.14.3. Process Prepositioned Materiel Receipt Inputs. (T-2).

4.3.14.4. Process Reparable Turn-Ins. Process using the proper Activity code per AFH

23-123 using the Action Taken Codes table. (T-2).

4.3.14.5. Load the appropriate priority designator. (T-2).

AFMAN 23-122 27 OCTOBER 2020 103

4.4. Time Change Items.

4.4.1. Time Change Duties.

4.4.1.1. Purpose: This section will outline the duties of the Time Change Management in

the Flight Service Center. For guidance specific requirements review AFI 23-101 and for

IT references use AFH 23-123.

4.4.1.2. Manages time change items for the base by completing the following actions:

4.4.1.2.1. Obtain a forecast list from maintenance monthly.

4.4.1.2.1.1. Segregate new requirements from existing requirements.

4.4.1.2.1.2. For new requirements:

4.4.1.2.1.2.1. Ensure the item is currently on backorder. When there is not a

backorder in the ILS-S, have the customer place a demand on the system for

the part.

4.4.1.2.1.2.2. Validate the backorder has positive status in the IT system.

When there is no positive status, forward a request to Customer Support to

obtain information from AFMC.

4.4.1.2.1.3. For existing requirements:

4.4.1.2.1.3.1. Reconcile the forecast list with maintenance.

4.4.1.2.1.3.2. Reconciliation will consist of 100% validation of existing due-

outs, complete physical inventory of all issued time change items, and “Mark

For” changes/validity.

4.4.2. Maintain Supporting Documentation.

4.4.2.1. Purpose: This section will list what documents need to be filed. For guidance

specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

4.4.2.1.1. Flight Service Center will file and maintain all documentation that pertains

to time change items for 1 year. (T-2). Documentation must be part of file plan.

4.4.3. Time Change Out-Of-Warehouse Inventory and Reconciliation.

4.4.3.1. Purpose: This section will give direction on how to conduct a warehouse

inventory and reconciliation. For guidance specific requirements review AFI 23-101 and

for IT references use AFH 23-123.

4.4.3.1.1. The following actions will be taken to complete a Time Change

Reconciliation:

4.4.3.1.1.1. Retrieve a current DIFM listing from the AF Portal reports page.

4.4.3.1.1.2. Schedule an appointment with the DIFM monitor.

4.4.3.1.1.3. Match each line item on the DIFM listing with each asset in the

possession of the DIFM monitor.

4.4.3.1.1.3.1. Validate/verify the national stock number, document number,

mark-for, DIFM location, DIFM status, and quantity (multiple DIFM flags).

104 AFMAN 23-122 27 OCTOBER 2020

4.4.3.2. When out of balance discrepancies exist (missing assets), process a Special

Inventory Request Input in accordance with Special Inventory Interrogation Input (1GP)

in AFH 23-123.

4.4.3.3. When minor discrepancies exist inform the custodian and have them notify base

DIFM Manager upon completion of corrective action.

4.4.3.4. Follow-up on discrepancies weekly until resolved.

AFMAN 23-122 27 OCTOBER 2020 105

Chapter 5

DELIVERY OF MATERIEL

5.1. Overview. This chapter outlines AF guidance to accomplish supply chain materiel

management processes associated with the delivery of materiel. These processes include Order

and Requisitioning; Physical Asset Management; Equipment Management; Document Control

and Detail Records, Record Reversal and Correction, Physical Inventory and Inventory

Adjustments; SPRAM; Inspection and Related Operations; and Materiel Disposition in DLM

4000.25, Defense Logistics Management Standards (DLMS), and DLM 4000.25-4, Defense

Automatic Addressing System (DAAS); DoDM 4140.01, and DoDM 4140.27, all volumes, are

reference sources for this chapter.

5.2. Ordering and Requisitioning.

5.2.1. Customer Issue Request and Processing.

5.2.1.1. Purpose: To explain the customer issue request procedures process. For guidance

specific requirements, review AFI 23-101 and for IT reference use AFH 23-123.

5.2.1.2. General Discussion: Most maintenance issue requests are processed directly

from an external maintenance IT system (e.g., Integrated Maintenance Data System

(IMDS) and G081). Processing instructions for those systems can be found in the

applicable system handbooks. Customers requiring the Logistics Readiness Squadron

(LRS)/Materiel Management Activity to directly input issue requests in the ILS-S will

submit issue requests to the customer support. Various forms used to submit customer

requests for materiel include: AF Form 2005; DD Form 1348-6; AF Form 601,

Authorization Change Request; and AF Form 1445, Materials and Equipment List. Under

certain circumstances, spreadsheets may be more practical than individual AF Forms

2005. All processing requirements that apply to the AF Form 2005 equally apply to the

spreadsheet.

5.2.1.3. The LRS/Materiel Management Activity will take the following actions for

customer issue requests:

5.2.1.3.1. Process customer request using Expendable Item Customer, Issue Request

(ISU) Transaction Format and Documentation Requirements in AFH 23-123. (T-2).

Priority orders are typically ordered as "fill or kill," meaning any quantity not filled

from stock is suppressed (killed).

5.2.1.3.1.1. When the customer request is killed, contact the requestor to

determine backorder priority. When requestor desires to backorder asset MICAP,

refer to paragraph 5.2

5.2.1.3.1.2. When the requestor desires to backorder other than MICAP, process

backorder using the Customer Backorders in AFH 23-123.

5.2.1.3.2. For Non-Expendable equipment item customer requests, the Equipment

Accountability Element (EAE) will:

5.2.1.3.2.1. Verify if equipment accountability is necessary.

106 AFMAN 23-122 27 OCTOBER 2020

5.2.1.3.2.2. For accountable (ERRCD NF(*)/ND(*)) assets issues:

5.2.1.3.2.2.1. Assign activity code E and process in accordance with Non-

Expendable Item Customer, Issue Request (ISU) Transaction in AFH 23-123.

5.2.1.3.2.2.2. Load item code U or M respectively to the authorized/in-use

detail record prior to issuing an unsatisfactory substitute or multiple

component substitute instead of an authorized item, see Equipment

Management File Maintenance: FCI Load in AFH 23-123.

5.2.1.3.3. For Non-Accountable Equipment Item Issues. Assign activity code P and

process in accordance with Non-Expendable Item Customer Issue Request (ISU)

Transaction Format and Processing Instructions in AFH 23-123.

5.2.1.3.4. Input transaction and review output reject/management notice for further

action:

5.2.1.3.4.1. When an asset issued, ensure transaction output processed to the

applicable warehouse.

5.2.1.3.4.2. When a transaction is rejected (“REJ” notice), see 316 REJ

“Authority For Issue Flag Blank or Invalid” in AFH 23-123, for corrective action

and re-input transaction.

5.2.2. Customer Issue Request and Processing of Special Type Items and Conditions.

5.2.2.1. Purpose: To explain how to prepare and process customer issue requests for

special type items and conditions. For guidance specific requirements, review AFI 23-

101 and for IT reference use AFH 23-123.

5.2.2.2. General Discussion: There are numerous categories of items and circumstances

where normal (automated) ILS-S issue procedures do not apply. Examples include:

reduced price items; health hazard items; forms; local manufacture items; non-stock

listed items; and rubber stamps that require special issue procedures. Also, under certain

circumstances, customers may request issue of unserviceable items managed on ILS-S

unserviceable detail (R920) records. When requested, special issue procedures and

coding are required.

5.2.2.3. Transient Aircraft Item Issues.

5.2.2.3.1. Foreign Government Aircraft. Foreign Governments must have an

Acquisition and Cross Servicing Agreements (ACSA) in place before any exchange

can occur. Obtain approval to provide supply assets according to AFI 25-301,

Acquisition and Cross-Servicing Agreements.

AFMAN 23-122 27 OCTOBER 2020 107

5.2.2.3.1.1. When ACSA transactions are approved by the MAJCOM ACSA

manager or delegated authority per AFI 25-301, this section provides materiel

management procedures for international cross-servicing of Not Mission Capable

(NMC) aircraft using ACSA authority. Supply assets can be sold and exchanged

using ACSA authority. Under ACSA, logistic support exchanges are voluntary

and at the discretion of the MAJCOM and installation/unit providing or receiving

support. Each request is considered on a case-by-case basis, evaluated for legal

authority, capability to support, and the supporting entity’s mission impact if the

request is supported. ACSA Global Automated Tracking and Reporting System

(AGATRS) will be used by all AF units, as directed by MAJCOM per AFI 25-

301.

5.2.2.3.1.2. MAJCOMs may delegate ACSA exchange approval authority to local

commanders.

5.2.2.3.1.3. MAJCOM or Higher HQ ACSA manager, in coordination with the

providing unit(s) will ensure:

5.2.2.3.1.3.1. The requesting nation is ACSA eligible.

5.2.2.3.1.3.2. The asset being provided or exchanged is authorized under

ACSA authority.

5.2.2.3.1.3.3. Negative mission impacts of providing support are minimal.

5.2.2.3.1.4. Initial Issue of Depot Level Reparable assets (DLR) in support of

Cost Per Flying Hour (CPFH) need to follow the approving authority as outlined

in AFI 23-101.

5.2.2.3.1.4.1. Standard Order Form 1-3a, Acquisition and Cross-Servicing

Agreement (ACSA)/Mutual Logistics Support (MLS) Order Form, produced in

ACSA Global Automated Tracking and Reporting System (AGATRS) is the

DoD standard and will be used in accordance with AFI 25-301.

5.2.2.3.1.5. ACSA repayment method from the receiving nation is accomplished

through Replacement-In-Kind (RIK) or Cash reimbursement. The selection of

repayment will be indicated on the completed ACSA MLS order form.

5.2.2.3.1.6. Use the following procedures to issue spares and receive

reimbursements.

5.2.2.3.1.6.1. The applicable maintenance organization will order the part on

their supply organization account with shop code TA. (T-1). When the

requirement is loaded in a Maintenance Information System (MIS) with a

valid job control number (JCN), requisitions will be processed in the

appropriate MIS with an activity code “J” document number. (T-1). When

there is no MIS, the requisition will be processed directly with the

LRS/Materiel Management Activity using the ILS-S under an activity code

“X” document number. (T-2).

108 AFMAN 23-122 27 OCTOBER 2020

5.2.2.3.1.6.2. Mark-For. Use the foreign aircraft tail number and valid SRD.

The last two positions of the mark-for is the MAJCOM country code found on

the ACSA transaction form (See Table 5.1 below). An example mark-for

would be: “CC00065AHX9942” (Tail CC00065, SRD AHX (Non-AF

aircraft), WUC 99, and MAJCOM 42 (ACSA country code for Canada).

Table 5.1. MAJCOM Country Code.

Canada

United Kingdom

Germany

All Other Nations

5.2.2.3.1.6.3. RIK reimbursement method: F77 managed C-17 parts for

foreign/international C-17 customer. This is an FMS issue and no ACSA

approval is required. F77 parts are budget code S, assets are exchanged one-

for-one.

5.2.2.3.1.6.4. Issue and account for RIK spares using the information in

Table 5.2

Table 5.2. RIK Accountability.

Demand Code

DIFM Control

Notes

F77 Managed C-17 parts

Yes

1, 2

Non-F77 Reparable (XD2 & XF3) Parts

Non-F77 Consumable (XB3) Parts

Note 1. In order to clear the DIFM detail, the unserviceable foreign part is

immediately returned to the providing maintenance organization and turned in to

LRS/Materiel Management Activity as unserviceable

Note 2. Initial issue is not authorized.

Note 3. When serviceable asset(s) are returned, the supporting USAF maintenance

organization will return the asset to supply as Found on Base (FOB).

5.2.2.3.1.6.5. Cash reimbursement method: This approach requires the

identification of an USAF Resource Advisor (RA) and a full fund cite

identified on the ACSA form. When directed by MAJCOM ACSA manager,

the unit RA will submit for cash reimbursement via DFAS using the ACSA

transaction form as supporting documentation. (T-1).

5.2.2.3.1.6.6. Issue and account for Cash reimbursement using the

information in Table 5.3

AFMAN 23-122 27 OCTOBER 2020 109

Table 5.3. Issue and Account for Cash Reimbursement.

Demand

Code

DIFM

Control

Notes

F77 Managed C-17

parts

Yes

N/A Cash reimbursement for foreign C-

17 customers is not authorized

Non-F77 Reparable

(XD2 & XF3) Parts

Note 2

Yes

Note 1

Non-F77 Consumable

(XB3) Parts

No return parts

Note 1. Non-recurring demands. When an unserviceable return is considered as part of the

reimbursement, the core cost amount will be charged on the ACSA form. The unserviceable

asset is returned to the supplying maintenance unit for TIN.

Note 2. Initial Issue demands. When no unserviceable asset is returned, the full procurement

value of the asset is the amount charged on the ACSA form and DIFM control will not be

necessary.

5.2.2.3.1.6.7. Equal Value Exchange (EVE) reimbursement method: The

EVE method creates a supply accountability and validation issues that are

difficult to resolve. Note: EVE should be avoided.

5.2.2.3.1.6.8. US Government & US Military Aircraft. Process issue

transaction using the data elements in Table 5.4

Table 5.4. Data Elements.

Shop Code

Demand Code

SRD

AHX or XH4 for all non-AF US military aircraft

and non- AMC commercial aircraft; AMZ or

XMZ for AMC commercial aircraft

MAJCOM

49 for DoD Aircraft Other Than AF (Army, Navy,

Marines); 4B for Federal Aviation Administration

(FAA) aircraft; 4C for other U.S. government

aircraft, National Oceanic and Atmospheric

Administration (NOAA), Coast Guard, etc.)

5.2.2.4. TCTO Item Issues

5.2.2.4.1. For Time Change requests, process issue requests with:

5.2.2.4.1.1. The using activities organization and shop code (cannot use shop

code “TO”).

5.2.2.4.1.2. UJC AU, BU, or CU will be used.

5.2.2.4.1.3. Process customer issue requests for items requiring TCTO

modification with materiel condition code D.

110 AFMAN 23-122 27 OCTOBER 2020

5.2.2.4.1.4. The following actions should be considered before processing

customer issue requests:

5.2.2.4.1.4.1. Customer Actions. The customer determines if unmodified

assets may be used, or if TCTO kits are available for modification. This action

is performed by contacting the TCTO kit manager for review of the

modification technical order (for applicability by end-item model number,

completion dates, etc.) and kit availability.

5.2.2.4.1.4.2. LRS/Materiel Management Activity Actions. Customer Support

personnel processes TCTO item issue requests with materiel condition code D

if unmodified assets may be used. The Inspection function works with the

responsible maintenance activity for item modification if needed when TCTO

kits are available. Customer Support works with the base TCTO kit manager

to determine the type of LRS/Materiel Management Activity action required

to satisfy the issue request when TCTO kits are not available.

5.2.2.5. Nuclear Weapons Related Materiel (NWRM) Issues. All NWRM issue requests

will comply with AFI 20-110, Nuclear Weapons-Related Materiel Management.

5.2.2.5.1. The Customer Support/After Hours support will:

5.2.2.5.1.1. Review the current NWRM authorization list to ensure the individual

and organization ordering the asset is a valid recipient. (T-1).

5.2.2.5.1.2. Provide the NWRM Transaction and Control Center (NTCC) NSN,

part number, issue document number, quantity, unit of issue, and applicable serial

number(s) of the assets. (T-1). The NTCC will lift freeze code “N” via Freeze

Code Update processing, and notify the requesting LRS/Materiel Management

Activity that the freeze code has been removed.

5.2.2.5.1.3. When an asset is available, process the issue request with IEX D.

After successful processing, contact the NTCC to reload the freeze code “N.”

5.2.2.5.1.4. When an asset is not available: process the backorder, contact NTCC

to process a requisition and reload the freeze code “N.”

5.2.2.6. Continuous Length Items. When the issue request is for one continuous length of

an item, assign requisition advice code 2N to the issue request. Customer Support

personnel will query the ILS-S to see if the item record serviceable balance is equal to or

greater than the input issue request quantity and process the request as follows:

5.2.2.6.1. Sufficient Continuous Length. When the quantity on hand in the ILS-S is

equal to or greater than the input issue quantity, Customer Support personnel will

contact warehouse personnel to verify that the quantity required is in one continuous

length. Customer Support personnel will process the issue transaction with the

quantity requested.

5.2.2.6.2. Insufficient Continuous Length. When the quantity is less than requested,

or not in a continuous length, process the issue transaction with TEX 8 to bypass on-

hand stock and requisition the appropriate continuous length.

AFMAN 23-122 27 OCTOBER 2020 111

5.2.2.7. Contract Maintenance/In-House Repair for items in stock. Prepare and process

the issue transaction using activity code C, demand code N, the organization code

established for contract maintenance or the LRS/Materiel Management Activity

organization code (as determined locally), and shop code CM.

5.2.2.8. Free Issue Items.

5.2.2.8.1. All customer issue requests for free issue of GSD assets must be approved

by the LRS/CC before processing with TEX code D. (T-2). Customer Support will be

responsible for ensuring free issue criteria are met before approval is given. See AFI

23-101, Chapter 2, for GSD free issue criteria and for guidance specifics regarding

free issue of CSAG-Supply items with TEX R.

5.2.2.8.2. Customer Support sends the free issue output document to LRS/Materiel

Management Activity Funds Management/SMAG Liaison for initials on the face of

the output document before physical issue of the property. When approval was not

received prior to processing, and the SMAG disapproves the issue, the SMAG

manager contacts the LRS/Materiel Management Activity to have the transaction

record reversed and reprocessed with the appropriate funding.

5.2.2.8.3. Equipment items (ERRCD codes ND(*) and NF(*)) with alpha budget

codes are considered free issue to Equipment Authorized In-Use Detail (EAID)

reporting customers with the exception of special projects and Depot Procured

Equipment Maintenance (DPEM).

5.2.2.9. Reduced Price Item Issues. All requests for reduced-price-item-issues are at the

option of the LRS/CC. If approved, the issue request transaction is processed with TEX

% and the applicable discount percentage (01 through 99) granted by the LRS/CC in

positions 62-63. See Transaction Exception (TEX) Code in AFH 23-123, for more

information concerning TEX % procedures. Reduced-price-requested-items contain a

serviceable balance greater than zero or the issue request will be killed. Additionally, the

base requisitioning objective for the item must be zero which indicates an inactive item.

(T-2). All reduced price issue transactions will be processed as non-recurring (demand

code N) so demand data is not updated. (T-2).

5.2.2.10. Repair Cycle Item Initial Issues.

5.2.2.10.1. The requesting organization will submit complete written justification for

initial issue of repair cycle assets to the Materiel Management Flight Officer in

Charge (OIC) or Superintendent for review and approval/disapproval. Note:

Guidelines for submitting justification letter for Budget Code 8 and Budget Code S

items are in AFI 23-101, Chapter 2. See Non-Expendable Item Customer Issue

Request (ISU) Transaction in AFH 23-123, for processing procedures for initial issue

of SPRAM assets.

5.2.2.10.2. Send approved initial issue requirements to Customer Support for

preparation and processing of the initial issue request. See Non-Expendable Item

Customer Issue Request (ISU) Transaction in AFH 23-123 for processing

instructions.

112 AFMAN 23-122 27 OCTOBER 2020

5.2.2.10.3. All processing for Intercontinental Ballistic Missile (ICBM) Operational

Test & Evaluation (Glory Trip) assets as a result of re-assembling a launch vehicle

will be processed as initial issue. (T-1). Any budget code 8 assets will be processed as

free issue. (T-2). Free issue approval is not required.

5.2.2.11. Issue of Items Frozen for Inventory.

5.2.2.11.1. Customer Support personnel will contact warehouse personnel to verify

property is on-hand to support issue request.

5.2.2.11.2. If asset is not available, Customer Support will contact customer to

determine if MICAP condition exists. If MICAP condition does not exist, hold

transaction in suspense file until notified that item record is unfrozen and normal

inline processing can be completed.

5.2.2.11.3. When assets are available:

5.2.2.11.3.1. Prepare an off-line issue document (DD Form 1348-1A or computer

generated equivalent) and forward it to the applicable warehouse function for

issue to the requesting activity. Mark the issue document to reflect that the asset is

frozen for inventory. Refer to ILS-S User’s Manual for manually creating Asset

Management Records.

5.2.2.11.3.2. File the issue request in a suspense file until advised by Inventory

personnel of the method and time the manual issues are to be processed.

5.2.2.11.4. Review and take action on all management notices and rejects output

during processing.

5.2.2.11.5. Other Documents. Hold all other documents rejected as a result of

inventory action in suspense until notified by Inventory personnel that the inventory

is complete.

5.2.2.12. Local Manufacture Item Issues. The normal procedure for requesting a locally

manufactured item is for the requesting activity to submit the request through the

LRS/Materiel Management Activity. There are situations where the locally manufactured

item does not have to be processed through the LRS/Materiel Management Activity. The

following paragraphs explain the procedures for both situations.

5.2.2.12.1. Local Manufacture of Items Requiring LRS/Materiel Management

Activity Processing.

5.2.2.12.1.1. The requesting activity submits the requirement to the LRS/Materiel

Management Activity on AF Form 2005 or DD Form 1348-6 (with necessary

drawings) for non-stock numbered items. Drawings or examples of the locally

manufactured items need not accompany the DD Form 1348-6 or the AF Form

2005 when the remarks blocks contain a statement that the manufacturing activity

currently possesses the necessary documents. In other words, this is not the first

request for the item. Normal issue/stock control procedures will apply.

AFMAN 23-122 27 OCTOBER 2020 113

5.2.2.12.1.2. Items Coded Field Manufacture (FM). When the locally

manufactured item is beyond base maintenance capability to manufacture,

maintenance personnel return the work order request with the reason for non-

manufacture to the LRS/Materiel Management Activity. LRS/Materiel

Management Activity personnel will cancel the local manufacture due-in detail

record and assign requisition exception code 2. (T-2). See Requisition Exception

Codes in AFH 23-123, for requisition exception code processing instructions.

5.2.2.12.1.3. Items not coded field manufacture (FM). The following action is

taken to request the local manufacturing of items not coded FM:

5.2.2.12.1.3.1. The using activity sends the request to Customer Support.

When the item is not stock listed, Customer Support personnel identify the

requested item and assign an ERRCD and a locally assigned stock number.

When the item is identified as an accountable equipment (activity code E)

item, the request is sent to the customer for preparation of AF Form 601/AF

Form 2005 before issue processing in the ILS-S.

5.2.2.12.1.3.2. For stock listed budget code 9 DLA items, contact AFMC to

process Demand History Adjustment transaction.

5.2.2.12.1.3.3. When the request is not for an equipment item, LRS/Materiel

Management Activity personnel processes the issue request as memo (TEX 7)

and prepares a special requisition transaction to complete requisitioning.

Additionally, they will prepare a DD Form 1348-1A (eight copies) and send

all copies to the appropriate maintenance Production Control activity.

5.2.2.12.1.4. Base Civil Engineer (BCE) locally manufactured items. The

following actions are performed when the BCE is tasked to locally manufacture

requested items:

5.2.2.12.1.4.1. The requesting organization submits the request to Customer

Support on AF Form 332, Base Civil Engineer Work Request and AF Form

2005 or AF Form 601 (Equipment) as applicable. Additionally, non-stock

numbered items require a DD Form 1348-6 with all necessary drawings

attached when local manufacture by the BCE is appropriate. Customer

Support Liaison establishes a memo backorder (due-out) with TEX 7 and

processes a special requisition transaction to complete ILS-S processing. See

Special Requisition (SPR) Transaction in AFH 23-123, for special requisition

transaction instructions.

5.2.2.12.1.4.2. The requesting organization then submits the DD Form 1348-

1A and AF Form 332 to the BCE for approval of local manufacture. If the AF

Form 332 is approved, the item is locally manufactured and delivered to the

Cargo Movement Section with the DD Form 1348-1A. Normal receipt and

issue processing applies.

5.2.2.12.2. Local Manufacture of Items Not Requiring LRS/Materiel Management

Activity Processing.

114 AFMAN 23-122 27 OCTOBER 2020

5.2.2.12.2.1. When the item is needed to satisfy an internal maintenance

requirement, the maintenance group commander may authorize local manufacture

of the item without processing the request through the LRS/Materiel Management

Activity, if it is coded as a field level locally manufactured item. When this option

is used, paperwork does not have to be processed through the LRS/Materiel

Management Activity and no demand may be placed on the LRS/Materiel

Management Activity.

5.2.2.12.2.2. When the item is needed to satisfy an internal BCE maintenance

requirement, and equipment accountability (activity code E) is not applicable, the

LRS/Materiel Management Activity will annotate the AF Form 332 in Block 31

with a statement indicating the item is not available through the ILS-S and that no

further processing through the LRS/Materiel Management Activity is required.

The request will then be returned to the BCE.

5.2.2.13. Liquid Oxygen (LOX)/Liquid Nitrogen (LIN)/Deicing Fluid Issues.

5.2.2.13.1. Generating Backorders (Due-Outs) for LOX/LIN/Deicing Fluid. When

LOX/LIN/deicing fluid stocks require replenishment, base LRS/LGRF (Fuels Flight)

personnel process an issue request transaction or notify AFMC of their requirements.

The notification will include a minimum of: quantity, required delivery date (RDD),

priority, and the using organization code. When LOX/LIN and deicing fluid products

are being ordered for more than one organization, the quantity for each organization

will be specified in the notification. See Transaction Exception (TEX) Code in AFH

23-123, for LOX/LIN and deicing fluid issue transaction format and processing

procedures.

5.2.2.13.2. Process the issue with TEX 7 to establish a memo backorder (due- out). If

only one organization consumes the product, process the issue transaction against the

using organization code. If more than one organization consumes the product, process

an issue transaction for each organization code, in proportion to historical

consumption as determined by the LGRF.

5.2.2.13.3. Backorder Requisitioning. After the memo (TEX 7) backorder is

established, process a special requisition transaction for the total due-out quantity.

See Special Requisition (SPR) Transaction in AFH 23-123, for special requisition

transaction processing. At bases where a blanket purchase order is used the

LRS/Materiel Management Activity advises the Base Contracting Office of the

priority, quantity, requisition number, and required delivery date (RDD) required.

5.2.2.14. Non-Medical Materiel Issues.

5.2.2.14.1. The medical materiel manager is responsible for requesting nonmedical

supply items for which the LRS/Materiel Management Activity has a stock level or

serviceable balance, from the LRS/Materiel Management Activity.

5.2.2.14.2. Requisition Processing. Process all centrally procured non-medical

equipment requisitions (ERRCD codes ND (*) and NF (*)) through the LRS/Materiel

Management Activity, with the exception of vehicles.

AFMAN 23-122 27 OCTOBER 2020 115

5.2.2.14.3. Base Funded Equipment. Base funded medical equipment requests are

requisitioned by the medical materiel activity directly from the source of supply if the

medical materiel manager verifies that the equipment is not available from the

LRS/Materiel Management Activity.

5.2.2.15. Other Type Account Item Issue Requests. Return customer issue requests for

items managed by other than LRS/Materiel Management Activities to the

customer/organization and indicate the appropriate source for submission.

5.2.2.16. Personnel Parachute Issues. Process customer issue requests for complete

personnel parachutes as locally manufactured items. Personnel parachutes are not

normally stocked by the LRS/Materiel Management Activity in an assembled/built-up

condition.

5.2.2.17. Small Arms (Repair Parts) Item Issues. A locally assigned issue exception

(IEX) code will be established for customer issue requests of small arms repair parts. See

Special Type Items and Conditions in AFH 23-123, for more information. The IEX

ensures these items are only issued to authorized organizations.

5.2.2.18. Utility (Gas/Electric/Water) Item Issues. Equipment requiring connection to

electric, gas, or water utilities and requiring modification or alteration of real property or

facilities are of major concern to the BCE. Coordinate with BCE before requesting,

authorizing, or procuring equipment items which may ultimately require BCE support.

5.2.2.19. Unserviceable Item Issues:

5.2.2.19.1. Process customer issue requests for unserviceable items located on

unserviceable detail records using the issue from detail transaction. See Special

Requisition (SPR) Transaction in AFH 23-123.

5.2.2.19.2. Activity code C or P are used for issue requests for unserviceable

equipment items.

5.2.2.20. Bench Mockup Items. Budget code 8 repair cycle (ERRCD XD2/XF (*)) item

issues will be free issued (TEX D). Notify the ALC Manager for approval of the items

that will be free issued. The ALC Manager will in turn notify AFMC.

5.2.2.21. Organizational and Provisional Flags, Flagstaffs, Guidons, Emblems, and

Streamers.

5.2.2.21.1. Requesting organizations will submit DD Form 1348-6 to the

LRS/Materiel Management Activities to obtain document number for off-line

requisition submission.

5.2.2.21.2. The requesting organization will submit the DD Form 1348-6 to the 311th

Human Systems Wing as described in AFI 34-1201, Protocol.

116 AFMAN 23-122 27 OCTOBER 2020

5.2.2.22. Visual Information Software and Commercial Production Films. The Base

Audiovisual Services unit processes all requests for audiovisual software, that is,

commercially produced films or video cassettes. See AFI 35-109, Visual Information, for

more information. These items will not be procured through retail Materiel Management

Activity channels. Note: FL**** library Stock Record Account Numbers (SRANs) may

requisition mission-essential and general or recreational films and video cassettes through

library central procurement channels or the Base Contracting Office (BCO). See AFI 34-

101, Air Force Morale, Welfare, and Recreation (MWR) Programs and Use Eligibility,

for more information.

5.2.2.23. Automotive Tires. In accordance with AFI 24-302, Vehicle Management when

economically feasible, Vehicle Management will order tires from DLA via the ILS-S for

direct vendor delivery. (T-1). Mission essential requirements (Priority 01-08) will be

processed with the RDD in positions 62-64. Normal materiel management actions apply

to these requisitions if activities fail to enter the required data. Priority 09-15 requisitions

will be processed to DLA in the normal manner.

5.2.2.24. Base Closure Items. The following procedures apply to requisitions from

LRS/Materiel Management Activities undergoing base closure action. AFMC will

oversee the automated mission change/base closure detail transfer. They will ensure all

necessary actions have been taken by the AFMC and LRS/Materiel Management

Activity.

5.2.2.24.1. Losing LRS/Materiel Management Activity will coordinate with

maintenance activities on all back orders to determine which items should be

transferred. (T-1). LRS/Materiel Management Activity will process necessary

transaction in the ILS-S, leaving only valid mission impacting due-outs requiring

transfer. (T-2). Losing LRS/Materiel Management Activity will forward due-outs

requiring transfer, gaining unit SRAN, and organization & shop codes to AFMC. (T-

2).

5.2.2.24.2. The AFMC will process 1TOs and ensure that the DIC 99S are sent to the

applicable base. They will resolve any rejects associated with DIC 99S. When the

gaining base is an AFMC supported base, AFMC will coordinate with the gaining

base to ensure valid due-outs have been established and will link the pushed due-ins.

When the gaining base is not an AFMC supported base, the Weapon System Manager

is responsible for ensuring valid due-outs have been established and linkage of

pushed due-ins.

5.2.2.25. Books, Periodicals (Magazines and Newspapers), and Other Printed Materials

(FSC 76) and FL Library Account Items.

5.2.2.25.1. General Procedures. The retail materiel management activity will not

requisition printed forms, publications, charts, and decals, and other similar items

which are subject to central administrative or numbering controls. (T-2).

AFMAN 23-122 27 OCTOBER 2020 117

5.2.2.25.2. Requisitions by the FL (****) Library Account. Stock Record Account

Number FL (****) library accounts will requisition all FSC 7610 nonstock listed or

non-cataloged commercial books and pamphlets, and all FSC 7630 commercial

newspapers and periodicals. The FL(****) library account also requisitions general or

recreational commercial publications such as books for rent or lease, recreational

fiction and nonfiction books, magazines, audiovisual materials, etc., and all

publications and materials used by the public. See AFI 34-101 for more information.

5.2.2.25.3. The base activity designated to order, stock, and issue National

Geospatial-Intelligence Agency (NGA) products will requisition FSC 7640 cataloged

maps, atlases, charts, and globes. (T-1). This same base activity will also requisition

other maps, charts, flight information publication (FLIPS), air target materiel, point

positioning data, and geodetic products. (T-1). See AFMAN 14-405, Multi-

Intelligence, for more information. Requisitioning Methods for Mapping Products.

Customers requisition mapping products through Defense Logistics Agency,

Aviation.

5.2.2.25.4. Federal Supply Class (FSC) 7650 cataloged and noncataloged drawings,

specifications, operation and repair manuals, etc., previously furnished with new

equipment from the equipment manufacturer are requisitioned by the LRS/Materiel

Management Activity.

5.2.2.25.5. Federal Supply Class (FSC) 7690. Normally, FSC 7690 cataloged and

noncataloged miscellaneous printed labels and decals are requisitioned by

LRS/Materiel Management Activity. When any of the following exceptions apply,

the requesting organization must requisition the materials through the Information

Management (IM) activity. (T-2). Exceptions to the above includes labels or

markings required for equipment items which are not listed in technical orders, non-

standard markings, and items required for local applications or used by a single

MAJCOM.

5.2.2.25.6. Legal Books and Periodicals. Use the Law Book Procurement Office of

the Office of the Judge Advocate General to requisition legal books and periodicals,

including Weighted Airmen Promotion System (WAPS) study materials (AFI 51-105,

Legal Information Services).

5.2.2.25.7. Medical Books and Periodicals. The FM (****) medical account

requisitions medical books and periodicals for medical facilities and medical

education.

5.2.2.25.8. Training Aids, Instructor Manuals, Practice Books, and Multiple Copies

of Textbooks. The requesting organization requisitions training aids, instructor's

manuals, practice books, multiple copies of textbooks, etc., for use in military and

civilian education programs and religious activities directly from Base Contracting.

See AFI 36-2670, Total Force Development; and AFI 52-101, Planning and

Organizing.

118 AFMAN 23-122 27 OCTOBER 2020

5.2.2.25.9. Items for Self-Sustaining (Separately Funded) Units. The organization

responsible for self-sustaining or separately funded activities, such as the Air National

Guard (ANG) and AFR units, are to requisition library-type items directly from Base

Contracting. See AFI 65-601, Vol 1 for more information.

5.2.2.25.10. Air Force Handbook 1, Airman, Study Guide and Specialty Knowledge

Test (SKT) Guides. Publication distribution offices will requisition Professional

Development Guide (PDG) and SKT guides to support the Weighted Airmen

Promotion System (WAPS). See AFMAN 36-2664, Personnel Assessment Program,

and AFI 36-2670.

5.2.2.26. Items Assigned a Local Unit of Issue (Dash One (-1) Stock Numbers). Items

assigned a local unit of issue are identified by a dash one (-1) in positions 14 and 15 of

the stock number. Items are normally assigned a local unit of issue when the basic stock

number is purchased using a different unit of issue than customers require upon issue. For

example, a basic stock number is ordered with a unit of issue of box (BX). Customers

only require issues of one (1) each (EA). In this situation, a (-1) stock number would be

established to allow issues of one each.

5.2.2.26.1. Requisitioning dash one (-1) stock numbers. Requisition (A0*)

transactions should not be produced for -1 stock numbers. Depot cancellation action

will occur if a -1 stock number is requisitioned to the source of supply. Therefore,

ensure that all replenishment requisitions are produced for the basic stock number

only. The -1 requirement can only be filled from the on-hand balance of the basic

stock number.

5.2.2.26.2. Adjust demand data. Do not reduce the demand data on the -1 stock

number unless a lower demand-based stock level is desired. Demand data must be

retained to ensure a demand-based stock level is computed as required. Note:

Demand data will be adjusted automatically when the ILS-S S01 program is

processed.

5.2.2.27. Items under Integrated Management. Items are placed under integrated

management to alleviate problems incurred in forecasting unusual requirements for

individual items required to support special programs or projects. These are non-

repetitive in nature and cannot be predicted through the use of demand history or

available program data. Additionally, these items have the greatest probability of

materializing and resulting in the eventual submission of requisitions. This procedure is

applicable to AFMC Air Logistics Complexes, AFMC base support activities, and AF

base level activities who become involved in these types of programs. Compliance with

these procedures permit a greater degree of responsive support for planned projects and

programs, and can improve ICP effectiveness and enhance customer support.

5.2.2.27.1. Items under integrated management are requisitioned as follows:

5.2.2.27.1.1. Process a special requisition transaction to load the due-in detail.

Demand Code P (Special Programs – Nonrecurring) will be used on the special

requisition transaction format.

AFMAN 23-122 27 OCTOBER 2020 119

5.2.2.27.1.2. Prevent due-in cancellation. Either establish a due-out or be sure the

special requirement indicator (SRI) R is used on the special requisition

transaction. Note: The SRI R appears on the due-in detail. Due-out detail or due-

in details containing SRI R will prevent the ILS-S from requesting cancellation on

these requisitions.

5.2.2.28. Lumber and Other Wood Products. Lumber and other wood products coded for

requisitioning from the DLA Land and Maritime may be locally purchased if the total

value of the requisition conforms to the micro-purchase threshold in accordance with AFI

64-117, Government Purchase Card Program. Note: There is no set dollar limit on

lumber and other wood products coded for local purchase. Emergency lumber

requirements not available locally, regardless of price, are processed dependent upon the

FSC.

5.2.2.29. AF Broadcasting Service (AFBS) Items. Submit requisitions for AF

Broadcasting Service (AFBS) items (project code SAR) to the Television-Audiovisual

Support Activity (T-ASA), Sacramento Army Depot CA, RIC BS7. Submit requisitions

for AFBS part-numbered items in message format using DIC A0E/A05. Include all

information from the required DD Form 1348-6, DoD Single Line Item Requisition

System Document, (Manual-Long Form), in the message. In addition, enter the T-ASA

management control number (MCN), if known, in the remarks block of the message.

Media and Status (M&S) code T will be entered in block 7 for all requisitions. (T-1).

This will ensure 100 percent supply and shipping status is furnished by T-ASA. After the

message is prepared and released, enter the requisition into the ILS-S. After the

requisition is entered, immediately process a supply status transaction input with status

code BD (delayed), and with an EDD of 45 days from the date of the requisition number.

(T-1). Note: Do not use A0B/A02 procedures to requisition AFBS items.

5.2.2.30. Defense Logistics Agency (DLA) Vehicle Parts. The DLA Land and Maritime

is an optional source for vehicle parts to Air Force vehicle management activities, and

can supply repair parts for commercial vehicles to military activities within the

continental United States and overseas. Bases may use DLA Land and Maritime as an

alternate source of supply to obtain vehicle parts not available from local procurement.

The DLA Land and Maritime provides vehicle parts to AF Support for both national

stock number (NSN) and non-NSN items. All vehicle part requisitions submitted to DLA

Land and Maritime must have a project code assigned to align the requirement to the

specific type of vehicle equipment supported. Applicable project codes are: JZO

(Administrative Vehicles); JZC (Commercial Construction Equipment); and JZM

(Materiel Handling Equipment).

5.2.2.30.1. Vehicle Part Requisitioning Process. Bases submit requisitions directly to

DLA Land and Maritime (RIC equals S9C or SMS) with the correct JZ(*) project

code. When the requisition is received, DLA Land and Maritime will provide supply

status BZ indicating the requisition has been forwarded for action. When the

requisitioned item is not included on the DLA Land and Maritime contract, the

requisition will be canceled. Excluded items include: non-price listed items; tires;

hazardous materials (batteries, flammables, etc.); extended cost exceeds $10,000.00;

and 463L pallets and associated equipment.

120 AFMAN 23-122 27 OCTOBER 2020

5.2.2.30.2. DLA Land and Maritime Actions. Once the requisition is accepted by

DLA Land and Maritime, supply status BM with RIC S9J or SMS is provided to

advise that the requisition is being supported through DLA Land and Maritime. When

the asset is shipped, supply status BV is provided.

5.2.2.31. Chemical Warfare Defense Equipment (CWDE). When CWDE items are

requisitioned, enter additional information on the output requisition (A0*) transaction as

follows.

5.2.2.31.1. DLA Requisition Data Requirements. If the source of supply is the DLA

Troop Support, RIC S9T or SMS, the priority designator in positions 60-61 must be

05, required delivery date (RDD) in positions 62-64 must be S24, and the requisition

advice code in positions 65-66 must be 2L.

5.2.2.31.2. AFMC Requisition Data Requirements. When the source of supply is

AFMC Air Logistics Complex (WR-ALC), RIC FLZ, the requisition must contain the

applicable 6*-series requisition advice code.

5.2.2.32. Defense Logistics Agency Disposition Service (DLADS) Items. All items

withdrawn from DLADS are processed in the ILS-S as free issue.

5.2.2.32.1. DLADS Withdrawal Authorization. The APO provides a letter to DLADS

identifying the individuals authorized to authenticate requisitions for removal of

assets from DLADS. This letter includes the base DODAAC, long line (mailing)

address, telephone number, and full name and signature of individuals authorized to

authenticate direct removal of DLADS items on behalf of the APO. Note: Non-

Appropriated Fund (NAF) activities with their own DODAAC will submit

appointment letters directly to the servicing DLADS. Property received by NAF

activities from DLADS must be for administrative or other purposes from which no

direct benefits will be realized by individuals (e.g., resale). (T-0).

5.2.2.32.2. Withdrawing Materiel from DLADS. All property withdrawals from

DLADS (regardless of the asset condition) must be for valid, documented official

requirements. (T-0). DLADS withdrawals are subject to the same criteria as requests

from other DoD sources, e.g., all withdrawals must be properly accounted for and

posted in the ILS-S. Local retail supply activities document and approve DLADS

withdrawals for established customer or stock replenishment requirements.

Exception: When the requested item is AFMC-managed (ERRCD XD2) and budget

code 8, AFMC item manager approval must be obtained prior to physical withdrawal

of the asset from DLADS. Item manager approval is necessary to ensure there is a

valid AF requirement for the asset prior to withdrawal.

5.2.2.32.2.1. Manual (offline) requisition log. Customer Support maintains an

offline (manual) requisition number log to manage withdrawals from DLADS. At

a minimum, the log contains the customer's name, organization, office symbol,

phone number, intended use of the property, document number, stock number,

nomenclature, quantity, and a suspense date for a copy of the completed

paperwork to be returned to Customer Support. When the suspense date has

passed, Customer Support contacts the customer for resolution.

AFMAN 23-122 27 OCTOBER 2020 121

5.2.2.32.2.2. DLADS withdrawals for organizational requirements. DLADS

withdrawals for organizational requirements must be for assets normally

authorized for requesting organizations and specific customer requirements. For

audit purposes, base activities (other than NAF activities) must request all

property (regardless of condition) located in DLADS through the retail Materiel

Management Activity. The retail Materiel Management Activity ensures the

requester is an authorized representative of the requesting organizational activity.

Authorization for organizational DLADS withdrawal may be accomplished using

any local approval procedure. For example, authorization letters from the unit

commander, alpha rosters, or simply checking for valid identification may suffice.

With few exceptions, organizational requests to withdraw property from DLADS

must be established in the ILS-S to support valid customer requirements (due-out)

and create audit trails for each DLADS withdrawal.

5.2.2.32.2.2.1. Establishing customer due-out. Items pending withdrawal

from DLADS must be assigned a valid stock number in order to process the

requirement through the retail Materiel Management Activity. When required,

Customer Support processes a new item record load (FIL) transaction. When

DLADS has a locally-assigned stock number (non- NSN) identifying the item,

a new FIL transaction is required to load the new stock number using an L-

serialized number. Place the DLADS local number (from the DLADS

screening sheet) and a short description of the item in the nomenclature field

of the item record load. Once the item record is loaded, an issue transaction is

processed in the ILS-S with TEX code H and the appropriate Demand Code

(recurring vs. non-recurring). The issue transaction creates a memo due-out

detail to the customer's organization. Note: This customer due-out detail may

be established before or after customer visits the DLADS; however, normal

due-in-from-maintenance (DIFM) controls and demand data update

requirements apply. If an item in DLADS contains ERRCD XD2 or XF*

(regardless of serviceability), it is placed under DIFM control unless the item

is not to be repaired or used for its original purpose. Items that will not be

repaired or used for their original purpose may be processed, bypassing DIFM

control, by using demand code I, J, K, L, or M, as appropriate.

5.2.2.32.2.2.2. Requisitioning procedures. When property required to fill the

due-out requirement is available in DLADS, Customer Support processes a

special requisition transaction with RIC JBR in positions 4-6, and J, K, or L in

position 40, the supplying activity DODAAC in positions 45-50, and the due-

out document number in positions 67-80. The JBR routing identifier code

ensures property is released to the customer at no cost.

5.2.2.32.2.3. DLADS withdrawals for stock replenishment requirements.

LRS/Materiel Management Activities may withdraw serviceable items from

DLADS to fill stock replenishment requirements. In this situation, a customer

due-out detail is not required. The special requisition transaction is processed with

positions 67-80 blank.

5.2.2.32.2.4. DLADS Withdrawal of Accountable Equipment Items.

122 AFMAN 23-122 27 OCTOBER 2020

5.2.2.32.2.5. DLADS withdrawal of scrap materiel. If property identified as scrap

is located in DLADS, automated DLADS withdrawal processing is not required.

Customer Support Liaison personnel prepare DD Form 1348-1A requisition

document using an offline requisition number. Place the word SCRAP in the

stock number field. Mark the document “DO NOT POST,” and ensure the

customer returns a DLADS signed copy of the completed document to Customer

Support.

5.2.2.32.2.6. DLADS withdrawal of material in batch lots. When DLADS has the

required item in a batch lot, it is usually not necessary for the customer to

withdraw the complete lot to obtain the needed item. When part of the batch lot is

withdrawn, follow DLADS withdrawal procedures for individual item

withdrawal. If the customer wants the entire lot, the DD Form 1348-1A

requisition document must be processed as DO NOT POST. Customer Support

Liaison personnel annotate the lot number in the stock number field on the DD

Form 1348-1A document rather than identifying individual items by stock

number. After withdrawal, the customer will return the entire batch lot to the

retail Materiel Management Activity Inspection functions for item identification

and establishment of stock number records. When an item record is not loaded for

an item included in a batch lot, a new item record load transaction is required to

load the item in the ILS-S.

5.2.2.32.2.7. DLADS withdrawal requests for materiel managed by other type

accounts. Requests for withdrawal of DLADS materials normally managed by

other accounts, e.g., medical items in FSG 65, will not be processed through the

ILS-S. (T-1). Advise the customer to request the item through the appropriate

submission source.

5.2.2.32.3. Organizations Geographically Separated From DLADS. When the retail

Materiel Management Activity and requesting activity/organization are

geographically separated from the DLADS, the APO may issue a block of DD Form

1348-1A requisition document numbers (with the stock number blank), to

geographically separated units. This is intended to preclude multiple trips between the

DLADS and the LRS/Materiel Management Activity and must be monitored

carefully. LRS/Materiel Management Activity prepares the DD Form 1348-1A,

leaving the stock number and nomenclature blank. The Materiel Management Officer

furnishes instructions for the customer on what data are to be added after identifying

the item selected.

5.2.2.32.3.1. Suspense log. Customer Support Liaison establishes a suspense log

to reflect requisition document numbers assigned on all DLADS withdrawals for

geographically separated units. The log reflects the number of withdrawals,

signature of recipient, category of property, due date for return of unused

documents or copy of used documents, and any other pertinent data.

AFMAN 23-122 27 OCTOBER 2020 123

5.2.2.33. Sole Source/Brand Name Items. AF policy allows customers to request specific

“Brand-Name” items without base contracting competing the requirement with local

vendors. Additionally, customers may be authorized (with certain limitations) to request a

specific vendor or one “Sole Source” for items to comply with Federal Acquisition

Regulation (FAR) requirements. Guidance for Sole Source/Brand Name Items can be

obtained through local Contracting support organizations and FAR Part 6, Competition

Requirements.

5.2.2.33.1. Brand-Name Requirements. When a customer specifies that only one

manufacturer’s part number or specific item will satisfy requirements, Brand- Name

requisitioning may be justified. The customer also specifies in writing what technical

requirements exist to justify use of a brand-name item, rather than procure the item

competitively. A DD Form 1348-6 must also be prepared describing the required

item. The DD Form 1348-6 also includes the statement “DO NOT SUBSTITUTE.”

Note: Brand-Name requisitioning does not necessarily justify sole source

procurement.

5.2.2.33.2. Sole-Source Requirements. When a customer specifies that only one

vendor or Sole Source can supply the requested item (or suitable substitute), Sole

Source requisitioning may be justified. The customer must specify in writing why the

requirement can only be satisfied from one source. (T-0). A DD Form 1348-6 is used

to describe the required item. The justification and DD Form 1348-6 will be

forwarded to AFMC for checking against available commercial catalogs and federal

supply schedules, to determine if the requested item can be procured from other

sources within the date required. AFMC is required to annotate other potential

sources on the DD Form 1348-6.

5.2.2.33.3. Recycled Products. Executive Order 13693, Planning for Federal

Sustainability in the Next Decade, DoD and AF Policies prescribe the use of recycled

products when available and practical. (T-0). Customers are responsible for using

recycled products, except when recycled products do not meet minimum quality

standards for the intended use. When recycled products cannot be used for Brand

Name or Sole Source requirements, customers must include in the justification letter

the technical or mission requirements which preclude the use of recycled materials.

5.2.2.33.4. Brand Name/Sole Source Request Processing. A customer due-out will be

established in the ILS-S for each brand name or sole source Request with demand

code N (nonrecurring). This will ensure the ILS-S will not compute a demand-based

stock level and stock the requested items. Note: When a customer requires a brand

name or sole source item more than once, and there is no suitable substitute available,

have an AF Form 86 prepared to have the item cataloged. See Request For Stock List

Data: Data For Input #1 And Input #2 (BZA) in AFH 23-123, for more information

concerning AF Form 86 processing.

124 AFMAN 23-122 27 OCTOBER 2020

5.2.2.34. Base Investment (Budget Code Z) Items. The ILS-S will not automatically

requisition base investment (budget code Z) items. Equipment Management establishes a

memo due-out (TEX 7) for each Budget Code Z customer request. Once the memo

customer due-out is entered into the ILS-S, a 350 management notice (Requisition

Suppressed) is produced. See General Use/Reject/Management Notices in AFH 23-123,

for more information concerning processing of the 350 management notice.

5.2.2.34.1. Funds Availability. Equipment Management sends the 350 management

notice to the Customer Support to check the availability of base investment funds.

When funds are not immediately available for the requested item, the customer due-

out detail will remain memo. As long as the requirement remains unfunded, the

LRS/Materiel Management Activity Funds Manager or Customer Support retains the

350 management notice in suspense in a locally determined sequence or they can

utilize a local computer listing to sort all budget code Z requests according to their

buy priority. The Customer Support will establish jacket files and coordinate with

Base Budget on all budget code Z requirements.

5.2.2.34.2. Determining Buy Priority. The LRS/Materiel Management Activity

Resource Management activity or Customer Support Liaison will use the 350

management notice or local listing/file to manage all budget code Z item requests

according to their buy priority. The buy priority depends on the customer's urgency

of need (UND) and impact statements. The Financial Management Board (FMB)

determines the buy priority. The LRS/Materiel Management Activity Funds

Manager/Customer Support or Base Budget personnel will send the priority list of

budget code Z requirements to base Accounting and Finance budget personnel for

submission to the applicable MAJCOM to get funding approval as required. (T-2).

After receiving MAJCOM approval for base investment item requests, the

LRS/Materiel Management Activity Funds Manager or Customer Support annotates

the approved 350 management notice from the suspense file indicating funds are

available, and initiate special requisitioning processing. The LRS will coordinate with

AFMC on any non-local purchase budget code Z requirements when funding is

received to ensure the requirements are requisitioned. (T-2).

5.2.2.34.3. Customer Support will use the following instructions to prepare the

special requisition transaction:

5.2.2.34.3.1. Fund code assignment. AFMC will assign the fund code for budget

code Z requisitions based upon appropriations:

5.2.2.34.3.1.1. Appropriation 57*3080--assign fund code 17.

5.2.2.34.3.1.2. Appropriation 57*3600--assign fund code 29.

5.2.2.34.3.1.3. Appropriation 97*0300 4802--assign fund code 8C.

5.2.2.34.4. Industrial Fund Activity Budget Code Z Item Requisitions. Special

requisitions for investment equipment for industrial fund activities will place the

appropriate fiscal year code in position 51, the industrial fund code in positions 52-

53, and requisition advice code 2E in positions 65-66.

AFMAN 23-122 27 OCTOBER 2020 125

5.2.2.35. AF Materiel Command (AFMC) and General Services Administration (GSA)

Items.

5.2.2.35.1. Requisition Preparation. Enter a certification that funds are available for

the fund code cited on the manual requisition form or an attached sheet/letter signed

by the certifying Financial Services Office (FSO) individual. For overseas bases,

enter a funds limitation statement, MAXIMUM FUNDS AUTHORIZED

$XXXXX.00, in the lower right-hand corner of the requisition. When the maximum

dollar amount of funds listed is too low to procure the item, the supply source will

cancel the requisition. If the supply source cancels the requisition, Records

Maintenance calculates a new standard price and process a unit price change (FCU)

transaction. AFMC will then submit a new requisition with a new price.

5.2.2.35.2. Prepare a special requisition. Enter the fiscal year code in position 51

rather than the signal code. This action will ensure investment funds are obligated to

the correct activity. Note: For overseas bases only, assign the applicable fund code in

positions 52-53 based upon the appropriation.

5.2.2.36. Interim Processing by the Customer Support. When the Funds Manager and

Customer Support receives the completed requisition and approved 350 management

notices, the 350 management notice will be annotated with the current date and all

documents sent to FSO. A copy of the 350 management notice and all supporting

documentation will be filed by Customer Support. (T-2).

5.2.2.37. Financial Services Office (FSO) Processing. FSO will perform the following

actions after receiving the pending requisition:

5.2.2.37.1. Certify funds are available.

5.2.2.37.2. Assign the applicable appropriation (budget program or program line

number).

5.2.2.37.3. Retain a file copy of all supporting documentation.

5.2.2.37.4. Load funds (annual budget authorization (ABA) and allotment) to the

budget code “Z” MACR.

5.2.2.37.5. Notify the LRS Resource Management Activity or Customer Support

Liaison that the requirement was funded and return all supporting documentation.

5.2.2.38. Final Processing by the LRS Resource Management Activity or Customer

Support Liaison. After receiving funding notification from FSO, the LRS/Materiel

Management Activity Funds Manager or Customer Support will destroy the suspense

copy of the approved 350 management notice. The LRS/Materiel Management Activity

Funds Manager or Customer Support Liaison will request AFMC to process the SPR

transaction to establish a due-in detail, firm-up the customer due-out detail (if applicable),

and update the budget code Z MACR. (T-2).

126 AFMAN 23-122 27 OCTOBER 2020

5.2.2.39. Exchange of AF Property with Commercial Sources. Whenever economically

possible and efficient, AF policy allows the exchange of property with commercial

sources to satisfy requirements. The exchanged item and the procured item must be

similar; the procured item replaces and performs substantially all of the functions of the

exchange item. If required, the exchange property has been made safe or harmless, or has

been demilitarized. Lastly, the exchanged and procured items are eligible to be

exchanged per Property Eligible for Exchange in AFH 23-123. Note: A list of Property

Ineligible for Exchange is provided in the same reference. To request a waiver of

exchange requirements, a customer must submit a fully justified request to AFMC.

5.2.2.39.1. Recording of the Exchange. The item being procured must be recorded

and issued at the Latest Acquisition Cost. Customers must submit a letter requesting

an “Exchange of any item not specifically excluded from the program.” (T-2). The

letter will contain the following statement: this property is offered as exchange or

trade-in under the exchange provisions of the Public Law 81-152, The Federal

Property and Administrative Services Act of 1949, as amended, DoD Materiel

Management Regulation (DoDM 4140.01, Vol. 1), Category Applies. Note: Enter the

numeric category from Property Eligible for Exchange as listed in AFH 23-123.

5.2.2.39.2. Customer Support Liaison/Equipment Management Actions. Depending

on the commodity exchange (supplies/equipment), Customer Support Liaison or

Equipment Management personnel will send AFMC three copies of the exchange

request letter and a copy of the management notice showing the due-out and

requisition document numbers. (T-1).

5.2.2.39.3. Customer Support Liaison Actions. Customer Support Liaison personnel

will record the requisition and due-out document numbers on all copies of the

exchange request letter. (T-2). Customer Support Liaison will send one copy to

Contracting and file one copy in requisition number sequence. (T-2). Customer

Support will work with BCO to ensure the item is eligible for exchange, the Logistics

Acquisition Cost (LAC) is assigned, and the amount of credit to be received for the

exchange item is determined. (T-2). Customer Support must record the new item

LAC and amount of credit on their copy of the request letter. (T-2).

5.2.2.39.3.1. Notify Inbound Cargo. Customer Support will send Inbound Cargo

a copy of the exchange request letter with applicable cost information. Customer

Support will include a note directing Receiving to process a receipt transaction for

the exchanged item.

5.2.2.39.3.2. Verify Receipt or Cancellation. After receipt processing, Customer

Support will retain the exchange request letter in accordance with AF RDS. (T-1).

Customer Support verifies that the customer has received the property or the due-

out has been satisfied. If the item has not been received, or is still due-out, contact

Contracting to obtain current status for the exchange item. Customer Support will

record the date of review on the letter on file. (T-2).

AFMAN 23-122 27 OCTOBER 2020 127

5.2.2.39.3.3. Processing Exchange Requisitions. Customer Support processes

exchange requisitions in the ILS-S. Contracting also provides procurement status

containing Quantity Purchased Variance Code T in the local purchase status

(LPS) or local purchase adjustments (LPA) transactions. When Customer Support

processes the LPS/LPA transactions with Quantity Purchased Variance Code T,

the ILS-S will update the price on the local purchase status detail. Note: The ILS-

S will not change the unit price on the item record.

5.2.2.40. Return Processing for Exchangeable Items. When the new item arrives, the

customer will return the item to be exchanged to LRS/Materiel Management Activity.

Note: Some items may require inspection. When the contractor or vendor request to

inspect the exchangeable item, refer the inspection request to Contracting. Customer

Support Liaison/Flight Service Center will process return transactions using the

instructions in paragraph 6.2, with TEX 8 or 1, and activity code E, P, or R, as

applicable.

5.2.2.41. USAF Historical Property Issues. All USAF historical property issue requests

will comply with AFI 84-103, United States Air Force Heritage Program.

5.2.3. Issue to Supply Point, Mission Support Kit (MSK), WRM, RSP, and Non-Airborne

RSP Detail Records.

5.2.3.1. Purpose: To explain how to process issues to supply point, MSK, WRM, RSP,

and Non-Airborne RSP detail records. For guidance specific requirements, review AFI

23-101 and for IT references use AFH 23-123 or ILS-S User’s Manual.

5.2.3.2. General Discussion: The ILS-S reformats the issue from detail record input

transaction into a replenishment issue to detail record transaction during issue from detail

processing. This process can only be bypassed by assigning a TEX “F” when processing

the issue from detail record. When automatic replenishment transactions are bypassed or

other circumstances dictate, an issue must be processed to these detail records to

replenish the details. The ILS-S will only issue the input quantity up to the authorized

level or backorder any unfilled quantity as appropriate under normal processing.

5.2.3.3. The following actions will be taken when processing:

5.2.3.3.1. Process replenishment issues to Supply Point detail records with:

5.2.3.3.1.1. Activity code S, organization code 005, and applicable supply point

code in the document number. Use demand code N in order to bypass demand

data update.

5.2.3.3.1.2. TEX 6 or 4 when processing issue request for recapped tires assigned

the dash two (-2) stock number.

5.2.3.3.1.3. TEX 2, K, 6, and 4 or V when the replenishment issue is for a

recapped tire and a requirement exists to exceed the authorized Supply Point

authorized quantity.

5.2.3.3.1.4. TEX M to bypass kill action and establish a backorder for the

requested item when substitute items are available with equal units of issue, but

the assets cannot be used.

128 AFMAN 23-122 27 OCTOBER 2020

5.2.3.3.1.5. Urgency justification code CZ.

5.2.3.3.2. Process replenishment issues to Mission Support Kit (MSK) detail records

with:

5.2.3.3.2.1. TEX codes 2, K, or 6 to prevent kill action of the input quantity (or

part of the input quantity) and permit issue or due-out action resulting in excess

detail record assets.

5.2.3.3.2.2. TEX M to bypass kill action and establish a memo backorder when

substitutes are available with equal units of issue but the assets cannot be used.

5.2.3.3.2.3. Urgency Justification Code CZ.

5.2.3.3.3. Process replenishment issues to WRM Spares detail records with:

5.2.3.3.3.1. TEX codes 2, K, 6, 7, or P to prevent kill action of the input quantity

(or part of the input quantity) and permit issue or due-out action resulting in

excess detail assets. When TEX 7 or P is used, a special requisition submission

transaction will be required. See Special Requisition (SPR) Transaction in AFH

23-122.

5.2.3.3.3.2. Urgency justification code BT.

5.2.3.3.4. Base level personnel will process replenishment issues to RSP and non-

airborne RSP detail records with:

5.2.3.3.4.1. TEX codes TEX 2, K, 6, 7, or P to prevent kill action of the input

quantity (or part of the input quantity) and permit issue or due-out action resulting

in excess detail assets. If TEX 7 or P is used, a special requisition submission

transaction will be required.

5.2.3.3.4.2. TEX blank for normal replenishment issues.

5.2.3.3.4.3. Urgency Justification Code (UJC). When the replenishment issue is

created as a result of TRIC: MSI processing, the replenishment issue is assigned

UJC BT.

5.2.3.3.5. Process replenishment issues of Consumable WRM Items Maintained on

Authorized/In-Use Detail Records with:

5.2.3.3.5.1. Activity Code E and demand code N to bypass demand data update.

5.2.3.3.5.2. TEX code TEX 2, K, 6, 7, or P to prevent kill action of the input

quantity (or part of the input quantity) and permit issue or due-out action resulting

in excess detail assets.

5.2.3.3.5.2.1. When TEX 7 or P is used, a special requisition submission

transaction will be required.

5.2.3.3.5.2.2. TEX blank for normal replenishment of consumable WRM

items located on authorized/in-use detail records.

5.2.3.3.5.3. Urgency Justification Code BT.

5.2.4. Establish Mission Impaired Capability Awaiting Parts (MICAP) backorder.

AFMAN 23-122 27 OCTOBER 2020 129

5.2.4.1. Purpose: To explain the MICAP backorder process. For guidance specific

requirements review AFI 23-101 and for IT reference use AFH 23-123.

5.2.4.2. General Discussion: The MICAP backorder process normally begins with

processing of customer issue requests as described in Customer Issue Request and

Processing of this chapter.

5.2.4.3. When assets are not available to fill the issue request, the following actions will

be performed:

5.2.4.3.1. Aircraft Parts Store (APS) or Customer Support Liaison will contact the

requesting Maintenance Production Superintendent or equivalent in accordance with

AFI 21-101, Aircraft and Equipment Maintenance Management to verify MICAP

condition exists. (T-1).

5.2.4.3.1.1. Customer Support Liaison or APS, will perform an exhaustive search

for available local resources as part of the MICAP verification. Local resources

include, but are not limited to:

5.2.4.3.1.1.1. Substitute or Interchangeable NSN.

5.2.4.3.1.1.2. Time Change/Time Compliance Technical Order assets.

5.2.4.3.1.1.3. Bench Stock assets.

5.2.4.3.1.1.4. War Reserve Materiel.

5.2.4.3.1.1.5. RSP and Non-Airborne RSP.

5.2.4.3.1.1.6. Special Purpose Recoverables Authorized Maintenance

(SPRAM).

5.2.4.3.1.1.7. Supply point.

5.2.4.3.1.1.8. Component parts/repair list items.

5.2.4.3.1.1.9. Next Higher Assembly (NHA).

5.2.4.3.1.1.10. Tail Number Bin (TNB).

5.2.4.3.1.1.11. Assess the possibility of priority repair of unserviceable assets

in the maintenance repair cycle (DIFM).

5.2.4.3.1.1.12. Cannibalization of serviceable items from another

unserviceable end- item will be considered if assets are not available for issue.

5.2.4.3.2. Once all local resources have been exhausted, establish the MICAP

backorder. The following paragraphs provide procedures for different situations.

5.2.4.3.3. Standard MICAP:

5.2.4.3.3.1. Aircraft MICAP request will be reprocessed with TEX 7 unless

AFMC notifies LRS/Materiel Management Activity that the ILS-S auto sourcing

logic is to be utilized.

5.2.4.3.3.2. Non-aircraft backorders will be reprocessed with TEX M. (excluding

overseas contingency operations and NEXRAD MICAPs).

130 AFMAN 23-122 27 OCTOBER 2020

5.2.4.3.3.3. Aircraft Parts Store or Customer Support Liaison documents the

verification process in the ILS-S and include all pertinent data; part number, TO,

figure, index, Vehicle Identification Number (VIN), make, model, manufacturer,

etc. (see ILS-S User’s Manual). Note: For units supporting a Chairmen Joint

Chiefs of Staff (CJCS) operation, ensure an approved CJCS project code is used.

5.2.4.3.4. Next Generation Radar (NEXRAD) MICAP:

5.2.4.3.4.1. Process with TEX X, FAD 2, MICAP FLAG N, and UJC 1C/JC.

When the IT system is inoperable, requirements will be called into the Customer

Support or handled according to local instructions and input into the IT system

with TEX "7" when the IT system becomes operable.

5.2.4.3.4.2. Customers notify AFMC of all NEXRAD MICAP incidents.

5.2.4.3.4.3. AFMC support for NEXRAD items is as follows:

5.2.4.3.4.3.1. Process transactions for NWS managed reparable items in-line.

The requisition will be funded by AFMC Air Logistics Complex (Ogden) and

forwarded to the Primary Inventory Control Activity (PICA), G13.

5.2.4.3.4.3.2. Verify asset availability by inquiring the DLA IT system or

contacting the respective DLA Customer Interaction Center (CIC) for all DLA

managed requirements.

5.2.4.3.4.3.3. When assets are available, AFMC will call the requirement in to

the appropriate DLA CIC.

5.2.4.3.4.3.4. When no assets are available, AFMC will check the National

Logistics Support Center Website for asset availability.

5.2.4.3.4.3.5. When assets are available at G13, AFMC will contact DLA CIC

and inform the representative assets are available at G13 and they should

process "BM" status to pass the requirement to G13 manual NEXRAD

MICAP support:

5.2.4.3.4.3.6. AFMC will assign an off-line requisition number.

5.2.4.3.4.3.7. For National Weather Service (NWS) managed reparable,

MICAP requirements must be processed in-line with the MICAP controller

ensuring that the correct supplementary address is entered. The requisition

should go directly to AFMC Air Logistics Complex (Ogden/FGZ) for

processing. When the requisition is not in the D035A system the MICAP

Controller will enter the requisition information into D035A.

AFMAN 23-122 27 OCTOBER 2020 131

5.2.4.3.4.3.8. For consumable items, the MICAP controller checks for asset

availability at the respective DLA CIC (SMS). When assets are available, the

MICAP controller calls the requirement into the appropriate DLA CIC. The

MICAP controller ensures the correct supplementary address is given and

informs the CIC representative the requirement is for a NEXRAD emergency.

When no assets are available, the MICAP controller also checks the NWS

website for asset availability. When assets are available at G13, the MICAP

controller will contact DLA CIC with offline requisition information and

inform the DLA CIC customer service representative assets are available at

G13 and to process "BM" status to transfer the requisition to G13.

5.2.4.3.4.3.9. When the IT system is back online, AFMC will process a

special requisition transaction to load the requisition number.

5.2.4.3.5. Local Manufacture (RIC: JBD) Items MICAP:

5.2.4.3.5.1. Complete previously addressed MICAP validation process. Note:

Check availability of end-item and all bits and pieces needed to manufacture the

item.

5.2.4.3.5.2. Parts Available. Reprocess the issue request for the end-item using

the appropriate MICAP UJC, when the bits and pieces required to manufacture

the item locally are available.

5.2.4.3.5.3. Parts Not Available. Reprocess both the killed end-item and the bits

and pieces required for manufacture with the appropriate MICAP UJC if the bits

and pieces required to manufacture the item locally are not available.

5.2.4.3.6. Transient Aircraft MICAP Support.

5.2.4.3.6.1. When a maintenance team is dispatched to repair a transient aircraft

at a location with an AF Stock Record Account Number (SRAN), establish a due-

out at the transient location in accordance with procedures described in Standard

MICAP.

5.2.4.3.6.2. Transient Locations without Supply Accounts.

5.2.4.3.6.2.1. When assets are available from Aircraft’s Home Base. Assets to

satisfy MICAP conditions for a transient aircraft are required at a location that

does not contain an Air Force SRAN, issue the required assets at the home

base to the home base maintenance activity. Note: Maintenance personnel

will either dispatch a home base maintenance team or process maintenance-to-

maintenance shipment procedures to ship the assets to the activity that will

repair the aircraft. Home station maintenance personnel and aircraft

commander will ensure that reparable (unserviceable) assets are returned to

home station either with the aircraft or through transportation channels (using

DD Form 1348-1A) to clear any DIFM detail records. Assign DIFM status

code Aircraft Cross Country (AXC) to the DIFM detail to indicate the asset is

at a transient location.

132 AFMAN 23-122 27 OCTOBER 2020

5.2.4.3.6.2.2. When assets are not available from aircraft’s home base. When

assets to satisfy MICAP conditions for a transient aircraft (non-home station)

are required at a location where no Air Force SRAN exists and a home base

maintenance team will not be dispatched, the home station will process a

MICAP due-out using the home station maintenance organizational account.

(T-1). AFMC will source for assets to fill the MICAP requirement. Once

lateral assets are found, AFMC will create a manual lateral shipment

document using the address of the recovery location. The shipment documents

will authorize shipment of the required assets to the aircraft commander where

the aircraft is located. The home station of the transient aircraft is accountable

for the shipped assets. The manual shipment documents (DD Form 1348-1A)

will contain instructions in the remarks block advising the aircraft

commander: 1) the reparable items should be returned to the home station of

the aircraft; and 2) the aircraft commander should contact home base

maintenance to pick-up the reparable items. AFMC will process the manual

shipment in the applicable ILS-S to the home station supply account.

5.2.4.3.6.2.3. Transfer of Asset Accountability. To transfer asset

accountability, the home station LRS/Materiel Management Activity will

process a receipt transaction once notified by AFMC that the asset was

delivered to the recovery location. The home station maintenance activity will

advise the LRS/Materiel Management Activity to update the DIFM status to

“AXC” to indicate the asset is at a transient location. The Materiel

Management Flight or equivalent at the shipping base will also email/FAX a

set of all shipping documents to the home station of the aircraft to the Asset

Management Section. The due-out release and shipping documents will be

cross-referenced in the ILS-S. Two copies of each issue document and one

copy of the receiving document will be forwarded to base maintenance

Production Control pending return of the aircraft. Production Control will

ensure reparable items are picked up when the aircraft returns and the items

are processed through base maintenance using normal DIFM procedures.

5.2.4.3.6.3. Air Mobility Command (AMC) and Air Force Special Operations

Command (AFSOC) Transient Aircraft. For AMC aircraft, the theater AMC

Tanker Airlift Control Center (TACC) will help the LRS APO locate assets for

lateral shipments to satisfy MICAP requirements. For AFSOC aircraft, the

AFSOC Combat Logistics Office (CLO) will assist to locate assets for lateral

shipment to satisfy the MICAP requirements. Information requisition data (stock

number, unit of issue, quantity, part number, technical order, figure and index)

will be furnished to the AFMC, who will provide an offline requisition number to

the TACC/CLO. Item indicative data such as nomenclature, part number,

technical order reference, and complete aircraft identification will also be

provided. The applicable TACC/CLO will conduct theater lateral support searches

to satisfy transient aircraft MICAP requirements.

AFMAN 23-122 27 OCTOBER 2020 133

5.2.4.3.6.4. No Available Lateral Assets. If the item is not available from theater

resources, the TACC/CLO may pursue CANN options, or AFMC will generate an

off-line requisition to the source of supply.

5.2.4.3.7. D035K MICAPs. The DLA D035K supply activity will enter Depot

Maintenance MICAPs into ILS-S and request AFMC support in satisfying the

requirement from base level assets. AFMC will take the following actions:

5.2.4.3.7.1. Source for availability of assets and enter the results of the sourcing

query into the ILS-S MICAP order bullets.

5.2.4.3.7.2. When assets are available, process the lateral shipment and update

the ILS-S MICAP order bullets accordingly to include updates to the shipping

status.

5.2.4.3.7.3. When AFMC is unable to locate assets laterally, they will enter the

reason why in the ILS-S MICAP order bullets and the DLA supply activity will

assume ownership of the applicable MICAP requirement.

5.2.5. Requisition Submission.

5.2.5.1. Purpose: To explain requisitioning procedures for establishing base-generated

requisitions. For guidance requirements review AFI 23-101. For IT reference use AFH

23-123.

5.2.5.2. General Discussion: Under normal processing, the ILS-S will generate automatic

requisitioning actions to the source of supply. General ILS-S automated (inline)

actions/processes are found in AFH 23-123, Requisition Submission. When

circumstances prevent automatic requisitioning, an off-line requisition must be submitted.

5.2.5.3. The following actions will be performed for manual (off-line) requisitioning:

5.2.5.3.1. Lateral support requisition submission.

5.2.5.3.1.1. AFMC or Weapon System Support Activities will process all non-

MICAP lateral support requests.

5.2.5.3.1.2. AFMC will request lateral support to and from NATO forces utilizing

the Acquisition and Cross Serving Agreement through project officer at USAFE.

5.2.5.3.1.3. AFMC may telephone lateral support requisition requirements to

other AF bases using the following instructions:

5.2.5.3.1.3.1. Provide the lateral support base with an offline requisition

number. See Requisition Serial Number Assignment in AFH 23-123 for more

information about assigning offline requisition serial numbers.

5.2.5.3.1.3.2. Prepare a special requisition transaction to load the requisition

and corresponding due-in details. Input the same offline requisition number

given to the lateral support base to ship the item(s). Note: To link the lateral

due-in with the customer due-out, enter the customer due-out document

number in positions 67-80 of the SPR transaction. See SPR input processing

in AFH 23-123.

5.2.5.3.2. Part number requisition submission.

134 AFMAN 23-122 27 OCTOBER 2020

5.2.5.3.2.1. The LRS/Materiel Management Activity is responsible for

submission (and status management) of part number/p-serialized national stock

number request to source of supply with the exception of MICAPs to an F(XX)

source of supply, these will be processed by AFMC.

5.2.5.3.2.1.1. For special requisition input processing, see Special Requisition

(SPR) Transaction in AFH 23-123.

5.2.5.3.3. Local purchase requisition submission. The LRS/Materiel Management

Activity is responsible for managing local purchase/local manufacture requisitions.

5.2.5.3.4. Purchasing centrally managed XB/XF items related to weapon systems

with Government Purchase Card (GPC). Specific procedures for processing GPC

purchases are outlined in AFI 64-117, Government Purchase Card Program. For

GPC purchases in support of vehicle maintenance requirements also refer to AFI 24-

302.

5.2.5.3.4.1. Obtain local purchase authority.

5.2.5.3.4.1.1. AFMC will request local purchase authority and a qualified

source from the applicable Weapon System’s Program Director (SPD) for all

MICAP requirements.

5.2.5.3.4.1.2. AFMC will advise the requesting activity of the approval for

local purchase and provide the requesting activity with the qualified source

information. Note: The decision to purchase the asset with the GPC rests with

the requesting activity.

5.2.5.3.4.2. For non-MICAP requirements, the requesting activity will be

responsible for obtaining SPD approval for GPC purchase.

5.2.5.3.4.3. The requesting activities are responsible to coordinate with

LRS/Materiel Management Activity to process Due Out Cancellation, TEX 9.

5.2.5.3.4.4. AFMC will process a monthly script to extract all TEX Code “9” Due

Out Cancellations. and process a Demand History Adjustment in the applicable

DLA Materiel Management IT System to capture demand data for the quantity of

DLA items procured through local purchase for all DLA managed budget code 9

assets (for both MICAP and non MICAP requirements).

5.2.5.3.5. Items requiring special requisitioning procedures. See Special Requisition

(SPR) Transaction in AFH 23-123, for processing instructions required to create and

submit requisition transactions for special types of items or conditions.

5.2.5.3.5.1. AMC FSL Requisition Built-Up Items. AFMC assigns command

stock numbers to selected assemblies requiring build-up, assembly, cure dating,

etc. Requisitions for command stock number items do not require DD Form 1348-

6, non-NSN requisition (manual).

5.2.5.3.5.2. Built-up items with a command stock number assigned will be

processed in-line.

AFMAN 23-122 27 OCTOBER 2020 135

5.2.5.3.5.3. AMC FSLs will submit telephone, fax or email requisitions to AFMC

for built-up up items that do not have a command stock number assigned (e.g.,

wheels and tires).

5.2.5.3.6. Special Requirements Indicator (SRI). SRI R is used on special requisition

transactions to requisition items that the ILS-S will not requisition automatically.

AFMC will use the instructions contained in SRI R in AFH 23-123 to assign SRI R

requisitions. Note: The LRS/Materiel Management Activity is responsible for SRI

assignment on JBB/JBD and non-MICAP Part number requisitions.

5.2.5.3.6.1. SRI "R" may be used by the AFMC to ship serviceable assets deemed

as excess from Forward Operations Support Element (FOSE) or contingency

location deployment back to Primary Supply Point (PSP) or home station of

deployed unit.

5.2.5.3.6.2. SRI "R" may be used by the AFMC to support contracted Inventory

Control Points (ICP) requirements (This may include Boeing, Lockheed, etc.).

5.2.5.3.6.3. The following examples describe other situations where a SRI may

be needed. Use of the SRI R for the listed examples or any other conditions will

be at AFMC’s discretion.

5.2.5.3.6.3.1. Items Assigned a Local Unit of Issue (-1 Stock Numbers).

5.2.5.3.6.3.2. Bulk Purchase Items (ready mixed concrete, fuel oil, coal, etc.).

5.2.5.3.6.3.3. Unsupportable MRSP/IRSP Requirements.

5.2.5.3.6.3.4. Calendar Requirements Greater than Combined Due-Out

Requirements.

5.2.5.3.6.3.5. Minimum Buy/Minimum Order Quantity (MOQ)

Requirements.

5.2.5.3.7. REX Codes. REX codes are a one-position, alpha/numeric code assigned

to stock numbers to restrict or modify output requisition transactions. Numeric REX

Codes are normally assigned as described in Requisition Exception (REX) Codes,

(AFH 23-123). Alpha REX codes are locally, AFMC, or MAJCOM assigned and

used to modify requisitions. See the reference above for a complete list of REX codes

and processing instructions for each.

5.2.5.3.7.1. AFMC will review and take action on stock numbers assigned REX

codes listed in the Requisition Exception Code (REX) table in AFH 23-123, on an

as required basis. "As required" is determined by a customer requirement or

automated releveling processes. AFMC will annually audit REX 4s ensuring there

is complete processing data in the nomenclature field. Note: IEX "D"s will also

receive annual audits. Additionally, REX codes will be deleted as necessary, e.g.,

if a part-numbered or non-NSN item changes to an active (cataloged) stock

number, the routing identifier code (RIC) changes to a new source of supply that

will support base requirements, the exception no longer applies to the item, etc.

136 AFMAN 23-122 27 OCTOBER 2020

5.2.5.3.7.2. The LRS/Materiel Management Activity function responsible for

monitoring each REX code must prepare and maintain an exception control

(ECC) image for each item. See AFH 23-123, Exception Phrase Load, Change, or

Delete (FXR). REX codes may be manually loaded, changed, or deleted with a

stock control data (FCD) transaction. See Procedures for Stock Control Data –

Load/Change/Delete Input (FCD) in AFH 23-123 for format and processing

instructions for FCD transactions.

5.2.5.3.7.3. Suppress Automatic Requisitioning. Requisition exception codes 1, 3,

and 4 will cause the ILS-S to suppress requisition transactions, regardless of the

assigned exception notice code (ENC). However, requisitions are suppressed for

all REX-coded items if ENC R (Reject) is assigned. REX codes are also used to

identify requisitions which require external management review before

submission. Assignment of ENC P (Process) to the REX exception phrase record

will cause the ILS-S to enter the REX code in position 71 of the output requisition

transaction. Before submitting the output requisition transaction to the supply

source, AFMC must blank position 71. Note: This does not apply to local

purchase requisition transactions printed on DD Form 1348-1A.

5.2.5.3.7.4. Requisition Override Records. Requisition exception (REX) codes

may also be used to force the ILS-S to override normal requisition data as

specified by the exception phrase record. Requisition exception phrase records

loaded for this purpose are identified as requisition override records. Any alpha

requisition exception code may be used as a requisition override record. Properly

established requisition override records will improve local requisitioning and

reduce the need for manual (offline) requisitions. Conversely, improper

requisition override records will generate invalid requisitions and internal records.

Use exception notice code (ENC) P (process) when creating requisition override

records.

5.2.5.3.7.4.1. AFMC will manage the requisition override program.

5.2.5.3.7.4.2. AMC will coordinate assignment of requisition override records

with AFMC to ensure requisitions are correctly routed. See Exception Codes

and Exception Code Control (ECC) Management in AFH 23-123 for more

information concerning creating and maintaining ECC images.

5.2.5.3.8. Fund Requirement (FRC) File Process. The following actions will be

performed:

5.2.5.3.8.1. AFMC will process the Fund Requirement Update/Analysis

(R04/NGV857) Option 3 monthly and forward to the LRS. This report identifies

Budget Code 9 requirements that ILS-S has suppressed when the requisitions:

exceed the Maximum Automatic Obligation (MAPO) authority, do not pass the

Urgency of Need Funding Flag (UNFF), or have specific SPC edits. Reference

AFH 23-123 for IT FRC file and image processing instructions. Note: AFMC

approves requisitioning for Budget Code 9 items with stock fund FRC indicators.

5.2.5.3.8.2. The LRS/Materiel Management Activity responsibility:

AFMAN 23-122 27 OCTOBER 2020 137

5.2.5.3.8.2.1. Review the Funds Requirement Update/Analysis, Option 3, as

required to determine which due-outs to obligate.

5.2.5.3.8.2.2. Review and obligate due-outs assigned Jxx.

5.2.5.3.8.2.3. Coordinate with organizations to ensure customers are aware of

suppressed requirements.

5.2.5.3.8.2.4. Coordinate with AFMC to obligate requirements.

5.2.6. Due-Out Release (DOR).

5.2.6.1. Purpose: To explain the DOR procedures process. For guidance specific

requirements, review AFI 23-101 and for IT reference use AFH 23-123.

5.2.6.2. General Discussion: Normally, the ILS-S automatically releases serviceable

assets to fill a customer backorder. Special circumstances may prevent automatic release,

and automatic release of high priority items can be manually prevented. These result in

an on-hand balance for an item with due-outs loaded. When this occurs, the serviceable

assets available have to be manually (forced) due-out released to fill the backorder.

5.2.6.3. The following actions will be performed to force release to a specific due-out:

5.2.6.3.1. Review applicable management notice or process inquiry in the appropriate

IT system to obtain due-outs for asset. Enter the desired document number in the

force DOR transaction in the ILS-S as outlined in Customer Due-Out-Release (DOR)

in AFH 23-123.

5.2.6.3.2. To release automatically per the order of release table depicted in ILS-S

Order Of Release Sequence Table in AFH 23-123. Process force DOR transaction as

outlined in Forced Due-Out Release (DOR) Input Transaction, AFH 23-123.

5.2.7. Modify Backorders.

5.2.7.1. Purpose: To explain the modification of established due-ins and due-outs. For

guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

5.2.7.2. General Discussion: When customer backorders require modification, AFMC

(for non-AFMC supported customers) prepares and processes a due-in/due-out update

transaction.

5.2.7.3. The following actions will be performed:

5.2.7.3.1. The customer is responsible to submit the following information when

backorder modification action is required:

5.2.7.3.1.1. Stock number requested.

5.2.7.3.1.2. Document number.

5.2.7.3.1.3. Requisition number.

5.2.7.3.1.4. Modification Requirement. The customer identifies any or all of the

following data elements for modification:

5.2.7.3.1.4.1. Supplementary address.

5.2.7.3.1.4.2. Project code.

138 AFMAN 23-122 27 OCTOBER 2020

5.2.7.3.1.4.3. Force activity designator.

5.2.7.3.1.4.4. Mark-for.

5.2.7.3.1.4.5. Urgency justification code.

5.2.7.3.1.4.6. Required delivery date.

5.2.7.3.1.4.7. Ammo transaction code.

5.2.7.3.1.4.8. Authority for issue flag.

5.2.7.3.2. For non-MICAP customer backorders, process Due-In/Due-Out Modifier

(DIT) Input Transaction in due-in/due-out update transaction in the ILS-S, per AFH

23-123.

5.2.7.3.3. For MICAP customer backorders, process the appropriate MICAP

Notification/Status transaction in the ILS-S in accordance with MICAP

Notification/Status (NOR) Transaction in AFH 23-123. AFMC will ensure priority

due-in details are deleted or changed when corresponding customer due-out details

have been cancelled or downgraded.

5.2.8. Requisition Follow-up

5.2.8.1. Purpose: To explain the requisition follow-up procedures to validate/obtain

status. AFMC is responsible for all requisition follow-up except for local routing

identifiers, TCTOs, and non -MICAP part number requisitions. The LRS/Materiel

Management Activity is responsible for local routing identifiers, TCTOs, and non-

MICAP part number requisition follow-up. For guidance specific requirements review

AFI 23-101 and for IT reference use AFH 23-123.

5.2.8.2. General Discussion: Use manual requisition follow-up procedures when

automated (INLINE) Requisition follow-up transactions discussed in Requisition Follow-

Up, AFH 23-123, have not yielded the desired results, and mission requirements dictate

improved status is required. Manual requisition follow-up processing may be conducted

alone or in conjunction with automated follow-up processing.

5.2.8.3. The following actions will be accomplished for manual requisition follow-up:

5.2.8.3.1. AFMC will perform follow-up for all off-line lateral support requisitions

when no shipment is loaded. See Requisition Follow-Up (AFC/FLP) Input

Transactions in AFH 23-123, for processing information and input transaction format.

5.2.8.3.2. The LRS/Materiel Management Activity will perform follow-up for local

purchase, local manufacture, and non-MICAP part number requisitions when

necessary.

5.2.8.3.2.1. For local purchase requisitions with status, see Requisition Follow-

Up in AFH 23-123, for automated follow-up transaction format, frequency, and

processing instructions.

5.2.8.3.2.2. For local purchase requisitions without status, see Requisition

Follow-Up in AFH 23-123, for automated requisition reinstatement follow-up

transaction processing instructions and transaction format.

AFMAN 23-122 27 OCTOBER 2020 139

5.2.8.3.2.3. For local manufacture requisition follow-up, Requisition Follow-Up

in AFH 23-123, for more information and processing instructions.

5.2.8.3.3. Priority requisition follow-up transaction. Utilize the priority requisition

follow-up transaction for priority 01-08 requisitions containing unsatisfactory

estimated delivery dates. See Requisition Follow-Up (AFC/FLP) Input Transactions

in AFH 23-123, for processing instructions and format.

5.2.8.3.4. Action required transaction. AFMC is responsible for centrally managed

item action required status images. The LRS/Materiel Management Activity is

responsible for all routing identifier Jxx action required transactions. See Requisition

Follow-Up in AFH 23-123, for transaction processing information and format.

5.2.8.3.5. Supply assistance request message. When all other attempts have failed to

acquire current or improved status for priority 01-08 requisitions, the supply

assistance request message should be used. The LRS/Materiel Management Activity

will assist customers with preparing supply difficulty and supply assistance requests

for forwarding to AFMC. AFMC will combine base inputs and submit assistance

requests to the appropriate action ALC/ICP, and return responses to the initiators. The

supply assistance request message informs the source of supply how the lack of the

requisitioned item affects mission support. See Supply Assistance Request Message

Format in AFH 23-123, for the supply assistance message format and submission

procedures used by the Materiel Management Activity. A request for assistance may

be accomplished by electronic mail (computer--DDN), message, letter, or telephone

to the appropriate supply source.

5.2.9. Requisition Reconciliation.

5.2.9.1. Purpose: To ensure requisitioned materiel is still required and valid. For

guidance specific requirements review AFI 23-101 and for IT reference use AFH 23-123.

5.2.9.2. As this is a system intensive process, see Requisition Reconciliation in AFH 23-

123, for processing instructions to automated responses using the ILS-S to ensure

requisitioned materiel is still required and valid.

5.2.10. Requisition Status.

5.2.10.1. Purpose: To explain the requisition status procedures process. AFMC manages

status for centrally managed item requisitions. The LRS/Materiel Management Activity

will manage status for local purchase, local manufacture and non-MICAP part number

requisitions. For guidance specific requirements review AFI 23-101 and for IT references

use AFH 23-123.

5.2.10.2. General Discussion: AFMC and LRS/Materiel Management Activity personnel

must ensure all status is processed immediately, no matter how the status is received. If

status is not processed immediately, more workload may be created due to invalid follow-

ups, receipt rejects, and requisition cancellations and billings. AFMC must establish

management notice suspense files for status problems. Most status transactions are

processed internally by the ILS-S, however some require external handling. AFMC and

LRS/Materiel Management Activity personnel must make decisions on each management

notice received to correct individual status problems.

140 AFMAN 23-122 27 OCTOBER 2020

5.2.10.3. The following actions will be accomplished in performing requisition status

updates:

5.2.10.3.1. F4(**) management notices. The ILS-S will produce F4** management

notices to explain processing actions for each cancellation status code received. See

AFH 23-123 for detailed instructions for each management notice.

5.2.10.3.1.1. SRI. If a special requirement indicator is assigned to the due-in

detail, the system will add a third line of print on the F4** management notice

specifying the flag. See Special Requisition (SPR) Transaction in AFH 23-123,

for more information concerning SRI assignment.

5.2.10.3.2. Processing Cancellation/Rejection Status. AFMC with coordination with

LRS/Materiel Management Activity personnel will process rejection and cancellation

status. The following paragraphs detail specific instructions for processing the most

common types of rejection/cancellation status received. See Intra-Air Force, And

Intra-Base Requisition Status Codes and Phrases in AFH 23-123, for a complete list

and explanation of each type of status code that may be received and for status

transaction format and instructions.

5.2.10.3.2.1. Cancellation Status Code BF (No Record of Requisition). When the

wholesale source of supply does not have a record of an ILS-S requisition, the

wholesale supply system generates a status transaction with status code BF.

5.2.10.3.2.1.1. Cancel the requirement. If the due-in and due-out should be

canceled, enter TEX 9 in position 51 of the status transaction and re-input.

5.2.10.3.2.1.2. Re-requisition the requirement. If the canceled quantity should

be requisitioned again, enter TEX R in position 51 of the status transaction

and re-input.

5.2.10.3.2.1.3. Decrease the requirement. If the cancellation should be

processed to delete or decrease only due-in details and corresponding status

details, enter TEX P in position 51 of the status transaction and re-input.

5.2.10.3.2.1.4. Current status exists. In this situation, do not re-input the

status transaction. Take this action when due-in and status details exist in the

ILS-S with current status. Note: Follow-up processing will force the source of

supply to confirm they do not have a record of the requisition.

AFMAN 23-122 27 OCTOBER 2020 141

5.2.10.3.2.2. Cancellation Status Code CA. The source of supply notifies

LRS/Materiel Management Activities of CA cancellations by message. The

message explains the reason for the cancellation and any additional requirements.

When the message is received, AFMC processes a status (AE*) input transaction

with status code CA. Note: Status code CA automatically assigns REX code 1

which prevents further requisitioning action for the item. See Requisition

Exception (REX) Codes in AFH 23-123, for a list of REX codes and associated

processing instructions. If AFMC does not receive the CA cancellation message,

the ILS-S will generate subsequent follow-up (AF*) transactions to the supply

source. Note: The supply source will not send another message to the base. When

follow-up transactions are received by the supply source they send status (AE*)

transactions with status code CA. When processed in the ILS-S, the CA status

transaction will assign REX code 1 to the item record, update cancellation status

codes on the routing identifier record, and output an F436 management notice.

See AFH 23-123 for more information concerning F436 management notices.

5.2.10.3.2.3. Cancellation Status Code CW (One-Time Local Purchase). The

ILS-S will generate a 421 Reject (input must be coded with TEX 9, P or R, and

reprocessed) when requisitions are canceled with CW status. Use the following

instructions to process CW cancellation status:

5.2.10.3.2.3.1. When the canceled quantity will be locally procured to meet

the requirement, prepare a DD Form 1348-6 according to the instructions in

AFH 23-123. Attach a copy of the 421 Reject to copy 2 (and 3 if required) and

send to Contracting. The 421 Reject indicates to Contracting this DD Form

1348-6 has been generated because of CW status. AFMC will submit a new

requisition for the requirement.

5.2.10.3.2.3.2. When a DD Form 1348-6 has been previously submitted on

this item, and management decides to procure it locally, re-input the status

transaction with TEX R in position 51. Do not send the DD Form 1348-6 and

the 421 reject notice to the Base Contracting Office.

5.2.10.3.2.3.3. When the due-in and due-out on the item is canceled, enter

TEX code 9 in position 51 of the status transaction and re-input.

5.2.10.3.2.3.4. When the item cannot be locally procured, enter TEX P in

position 51 of the status transaction and re-input. This action will delete or

decrease the due-in and status details. Submit a new requisition to the source

of supply with advice code 2A.

5.2.10.3.2.3.5. When the cancellation is for a local purchase due-in, only TEX

codes 9 or R apply.

142 AFMAN 23-122 27 OCTOBER 2020

5.2.10.3.2.4. Cancellation Status Codes ZG and ZH. For cancellation codes ZG

(item permanently not available from Base Contracting) and ZH (item temporarily

not available from Base Contracting), the ILS-S will delete the requisition and

assign REX 1 to the item record. The primary course of action is to review the

requirement for these items with the customer and work to find an acceptable

substitute. When a substitute is discovered, re-requisition the substitute item with

a new requisition number through Contracting. If a substitute cannot be found,

assign REX 2 to the item record using a Stock Control Data (FCD) transaction.

This action will allow requisitioning again from the primary source of supply as

determined by the federal supply class/MMAC (FSC/MMAC) table. See

management notice I964 in AFH 23-123, for more information.

5.2.10.3.3. Source of Supply Substitute and Equal Item Offers. The source of supply

will notify the LRS/Materiel Management Activity through message or other

correspondence when substitute or equal items are available to satisfy requisitions.

When notified, Stock Control will first determine the unit price of the offered item.

When the extended cost of the requisition is greater than $499.99, or the item is

considered accountable equipment (ERRCD equals ND*), Stock Control contacts the

customer to determine if the offered item is acceptable. When acceptable by the

customer, instruct the source of supply to provide updated status (BH) containing the

new (offered) stock number. When the offered item is not acceptable to the customer,

instruct the source of supply to continue procurement (if possible) for the requested

item. Note: The source of supply should establish a customer response suspense date.

When a customer response suspense date is not provided by the source of supply,

Stock Control should submit the customer response (acceptance/nonacceptance) to

the source of supply within 7 workdays.

5.2.10.3.4. Request for Missing Requisition Information. BD status suspends the

requisition in the wholesale supply system for 30 calendar days awaiting Item

Manager review and action. Bases have 30 days to provide requested information.

When the supply source does not receive requested information within 30 calendar

days, the supply source cancels the requisition using status code D3 (Canceled). See

Intra-Air Force, And Intra-Base Requisition Status Codes and Phrases in AFH 23-

123, for IT information concerning D3 status processing.

5.2.11. Requisition (Overdue Shipment) Tracing.

5.2.11.1. Purpose: To explain the procedures for tracing requisitions with overdue

shipment status. For guidance specific requirements review AFI 23-101 and for IT

specific guidance use ILS-S User’s Manual.

AFMAN 23-122 27 OCTOBER 2020 143

5.2.11.2. General Discussion. The ILS-S will be used to identify requisitions (inbound

shipments) that have exceeded normal transit time and are therefore considered overdue.

Normal transit time is based on standards set by the Transportation Category (TC) of the

shipment and the location (CONUS or OCONUS) of the requisitioning Stock Record

Account Number (SRAN). When transit time has expired the requisition (shipment) will

be flagged as overdue within ILS-S and the LRS/Materiel Management Activity

managers will coordinate with the local LRS/Transportation Activity to research, trace,

and resolve the overdue shipments. The LRS/Materiel Management Activity must ensure

that all required tracing actions are completed daily. (T-2). See ILS-S User’s Manual

Chapter 10 for processing information about identifying overdue shipments within ILS-

5.2.11.3. The ILS-S provides several work products to manage overdue shipments.

These work products use the due-in and status shipped details within ILS-S to identify

and list overdue shipments so no other programs need to be scheduled or processed. Any

updates to the due-in or status shipped details will reflect almost immediately in ILS-S

(even if the shipment was received right before the work products are reviewed) so users

should review the reports and take the appropriate action on a daily basis. As long as

actions are recorded promptly, no duplication (rework) is possible. The ILS-S work

products are also based on a condition (state) either automatically assigned by the system

or manually assigned by a user.

5.2.11.3.1. The ILS-S Overdue Shipment work products are designed to facilitate a

logical workflow for managing overdue shipments. This workflow is based on the

assignment of overdue conditions to each shipment based on the results of research

and tracing actions.

5.2.11.3.2. LRS/Materiel Management Activity uses the ILS-S Overdue Shipment

work products to initiate, monitor, and correct overdue shipments. LRS/Materiel

Management Activity will set up controls to ensure timely processing of the work

products and completion of required actions.

5.2.11.3.2.1. LRS/ Materiel Management Activity Initial Actions.

5.2.11.3.2.1.1. Review each entry on the Overdue Shipments – No Condition

work product for errors such as incomplete/inaccurate status, rejects

associated with the orders or erroneous receipt processing. If possible, correct

the erroneous condition immediately so the entry will no longer appear on this

list. Based on this review, LRS/Materiel Management Activity can change

the Overdue Condition as needed or if no action can be taken to correct the

overdue shipment change the condition to Transportation Review Required

(TRR). ILS-S requires the entry of comments whenever the overdue

condition is changed. Users will ensure these comments are meaningful and

justify the condition change. Note: When the TCN/GBL field contains

Pilot/Consignee, then transportation channels were not used for the shipment

so do not change the condition to Transportation Review Required (TRR).

These entries must be worked as Received Not Processed (RNP).

144 AFMAN 23-122 27 OCTOBER 2020

5.2.11.3.2.1.2. Verify the status that is loaded is the most recent status

available. If updated status is available, process an AS1 through ILS-S. If the

updated status cannot be processed immediately, then change the condition to

Updated Status (UPD) and enter comments to justify the change.

5.2.11.3.2.1.3. Review reject listings to determine if any rejects associated

with the document number (and or lead TCN document number if

consolidated) are pending. Process Audit Trail or CTH queries as needed to

determine if previous receipts against the document number (or lead TCN

document number if consolidated) have been processed and then ensure the

receipts were processed correctly, paying close attention to any suffix code. If

proof of receipt is available, then change the condition to Received Not

Processed (RNP) and enter comments to justify the change.

5.2.11.3.2.1.4. Automatic Loss. Overdue shipments that are unclassified and

have a dollar value less than $100 should be automatically deleted by ILS-S

on a daily basis. However, sometimes the transaction used to delete these

shipments (a TAR transaction with action code *) may reject. If any entries

that meet this criteria remain on the listing then attempt to delete them

immediately (by reprocessing the TAR or correcting the condition). No SDR

is required for shipments that meet this automatic loss criteria. However, any

other entry will be reported as a SDR regardless of dollar value, after the

LRS/Transportation Activity confirms that the shipment was lost, destroyed or

proof of Delivery could not be furnished. Follow procedures outlined in DLM

4000.25, Vol 2.

5.2.11.3.2.1.5. Processing Output Products. Successful processing of a TAR

with action code (*) may generate Management Notices such as the I306,

I198, I116, and F080. These management notices are automatically output to

the Manage Transaction Output (MTO) function of ILS-S. Responsible areas

should use the MTO function to retrieve these notices. See ILS-S User’s

Manual.

5.2.11.3.2.1.6. Receipts processed incorrectly: Customer Support will

compile and process record reversal. See paragraph 5.6 of this manual.

5.2.11.3.2.1.7. Immediately forward inbound records that require tracer

actions to Inbound Cargo for their actions.

5.2.11.3.2.1.8. LRS/Materiel Management Activity Subsequent Actions

Following LRS/Transportation Activity Review. Review the Overdue

Shipments-Updated Status, Received Not Processed, and Lost in Transit

entries for meaningful comments that justify the condition. If the comments

for an entry do not support the condition change the condition back to

Transportation Review Required (TRR) and enter comments as to why the

entry needs to be reexamined. Changing the condition back to TRR reassigns

that entry back to LRS/Transportation Activity for additional action. Note:

Entries in the Tracing (TRR) condition for 30 days will automatically change

to Tracing Follow-up Required (TFR).

AFMAN 23-122 27 OCTOBER 2020 145

5.2.11.3.2.1.9. Below are the subsequent activity statements; complete the

following actions. Received not processed. Process Receipt with TEX 8.

Process Special inventory request (1GP) in accordance with AFH 23-123.

Forward all source documents to Inventory for additional research and

adjustment. Updated Shipment status. Delete old/erroneous shipment status

(using TAR with action code D) as needed (paying close attention to suffix

code if applicable). Process updated shipment status (AS1) to update the 211

detail with new shipment date.

5.2.11.3.2.1.10. Lost in transit (LIT). When Inbound Cargo Activity changes

the overdue condition to Lost in Transit then a Transportation Discrepancy

report (TDR) DD 361/Message will be provided. Customer Support processes

a TAR transaction with action code asterisk (*).

5.2.11.3.2.1.11. SDR Reporting. SDR reporting is applicable to unclassified

and pilferable items above $100, after Cargo Movement confirms that the

shipment was lost, destroyed, or Proof of Delivery could not be furnished. Use

the ILS-S SDR function as the primary means to submit SDR and SF 364,

Report of Discrepancy, when the ILS-S SDR function is not available.

Reference the TDR when applicable.

5.2.11.3.2.2. Cargo Movement Actions. Cargo Movement will work tracer action

listing in accordance with AFI 24-602, Vol 2.

5.2.11.3.3. Tracing Push Due-Ins (Lateral Transfers of Equipment/SPRAM,

Shipments to CRFs, etc.). Due-Ins created as a result of processing 99S/DWA

transactions are not captured on the normal ILS-S Overdue Shipment work products

that are used to monitor due-ins with overdue shipment status. Note: Push Due-ins are

identified on a separate ILS-S work product for Overdue Shipments/Push Due-Ins.

5.2.11.3.4. LRS Materiel Management will:

5.2.11.3.4.1. Utilize the ILS-S Overdue Shipments for Push Due-Ins listing to

monitor lateral equipment/SPRAM transfers, shipments to CRFs and other Push

Due-Ins.

5.2.11.3.4.2. Review the Overdue Shipments for Push Due-Ins listing and delete

details not cleared by the system due to erroneous processing. The LRS may

forego tracer/SDR action and process a Push Due-in Delete (PDD) transaction to

delete the due-in when system inquiry or direct communication from processing

activity clearly reveals a lateral equipment/SPRAM transfer was processed in

error.

5.2.11.3.4.3. Contact customer to determine if assets have been received and

process FED or REC/DOR accordingly.

5.2.11.3.4.4. Make every effort to resolve overdue push due-ins prior to

requesting assistance from the Transportation Activity.

5.2.11.3.4.5. Request assistance from the Transportation Activity as needed for

details requiring additional research.

146 AFMAN 23-122 27 OCTOBER 2020

5.2.11.3.5. Cargo Movement will perform research and assign the appropriate

overdue conditions listed in AFI 24-602, Vol 2. (T-2).

5.2.11.3.6. LRS Materiel Management Activity will take the following actions based

on overdue condition assigned:

5.2.11.3.6.1. Received Not Processed (indicating Transportation has proof of

receipt on base). When property cannot be immediately found, LRS will accept

responsibility for lost property and FED (for lateral equipment/SPRAM transfers)

or REC (for any other push due-in) will be processed onto LRS equipment

account. (T-1). Process a PDD transaction to delete the due-in (as needed) and a

1GP to initiate special inventory procedures.

5.2.11.3.6.2. Tracing (indicating Transportation has initiated tracer action). Wait

for results of tracer action.

5.2.11.3.6.2.1. Updated Shipment Status (indicating Transportation has

received updated shipment status from the supplier). Continue tracking until

property arrives or updated shipment status has expired.

5.2.11.3.6.2.2. Lost in Transit (indicating tracer action was unsuccessful and

the shipment is considered lost). Process TRIC PDD to delete the due-in and

prepare a Supply Discrepancy Report (SDR) to the shipping activity; include

results of the tracer action.

5.2.11.3.6.2.3. If hard copy listings are used to coordinate between supply

and transportation then date and file listings electronically along with any

supporting documentation in accordance with Records Disposition Schedule

(RDS). Note: If ILS-S internal work products are used then only supporting

documentation must be filed.

5.2.11.3.6.2.4. Brief overdue lateral Equipment/SPRAM transfers to the

Flight OIC/Superintendent monthly.

5.2.11.3.7. 99S Requisition Tracing for Lateral Equipment/SPRAM Transfers.

5.2.11.3.7.1. General Discussion: Requisitions created as a result from lateral

equipment/SPRAM transfers are not captured on the Transportation Tracer

Listing (TTL). Special procedures are necessary to ensure proper tracking and

prevent materiel from becoming lost or overdue in transportation channels.

AFMAN 23-122 27 OCTOBER 2020 147

5.2.11.3.7.2. EAE will utilize Materiel Management IT System Query to identify

99S requisitions every two weeks. (T-1). Begin preliminary research action on

99S requisitions over 30 days old. Delete details not cleared by the system due to

erroneous FED processing. Contact gaining custodian to determine if assets have

returned and process FED accordingly. Take resolute actions when property

cannot be immediately found by processing FED onto LRS equipment account

and ensuring LRS/CC is notified of responsibility for lost property. Then process

TRIC 99S to delete requisition and initiate special inventory procedures. Make

every effort to resolve delinquent 99S requisitions prior to forwarding listing to

Cargo Movement for additional research. Forward listing to Cargo Movement as

supplemental TTL for details requiring additional research. Cargo Movement will

perform research and provide TTL statements listed in AFI 24-602, Vol 2. Return

listing to Cargo Movement if invalid statements are provided.

5.2.11.3.7.3. “TO tracing.” This statement indicates TO has initiated tracer

action. Wait for results of tracer action. “Updated shipment status.” This

annotation indicates TO has received updated shipment status from the supplier.

Continue tracking until property arrives. “DD 361/Message attached.” This

statement indicates tracer action was unsuccessful and the shipment is considered

lost. Prepare a Supply Discrepancy Report (SDR) to the shipping activity; include

results of the tracer action and Process TRIC 99S to delete requisition. "TM1

action required," requires EAE to submit a request for transportation status on

overseas follow-ups, through DAAS to the Air Force Shipper Service Control

Office (SSCO), for tracing action.

5.2.11.3.7.4. When transportation status is unsuccessful, the shipment is

considered lost. Prepare a Supply Discrepancy Report (SDR) to the shipping

activity, include results of the tracer action and process TRIC 99s to delete

requisition.

5.2.11.3.7.5. When at any time EAE discovers shipment (1ET) was processed in

error either through system inquiry or direct communication from processing

activity; EAE may forego tracer/SDR action and delete requisition accordingly.

5.2.11.3.7.6. Date and file listing electronically along with any supporting

documentation for one year. 99S requisitions are considered delinquent if over 60

days. Delinquent 99S requisitions will be briefed to Flight OIC/Superintendent

monthly.

5.2.12. Customer Backorder Review, Validation, and Cancellation.

5.2.12.1. Purpose: To explain the customer backorder review, validation, and

cancellation procedures. For guidance specific requirements see AFI 23-101 and for IT

specific information see AFH 23-123.

5.2.12.2. General Discussion: Because the accuracy of backorders in the IT system is

important, LRS/Materiel Management Activity must coordinate with organizations to

review and validate their backorders regularly.

5.2.12.3. The following actions will be performed:

148 AFMAN 23-122 27 OCTOBER 2020

5.2.12.3.1. Customer backorder review. Customers review backorders for their

organizations to ensure they contain valid requisition numbers. Also, customers

should ensure requisition numbers have current status, and that backorder data

elements (e.g., priority, project code, quantity, mark-for, etc.) are correct.

5.2.12.3.2. Customer backorder validation. Customers validate backorders for their

organization to determine if the item(s) are still required. Note: Local management

may dictate only weekly reviews are required for UND A and B customer backorders

for equipment items.

5.2.12.3.3. Customer Backorder Review/Validation Products:

AFMAN 23-122 27 OCTOBER 2020 149

Table 5.5. Customer Backorder Review/Validation Products.

Type Of

Customer

Organization

Due-Out Review And

Validation

Management Reports

Usage

Base Civil Engineer

(BCE)

Organizations

BCE Due-Out Status Listing

- D03

Used exclusively by base

civil engineering

organizations daily to

review backorders

Base Civil Engineer BCE)

Organizations

BCE Due-Out

Validation Listing

- M09

Used exclusively by base

civil engineering

organizations monthly to

validate backorders.

Supply Points (Inventory

Segment)

Supply Point Listing

- Q13

Used by LRS/Materiel

Management Activity each

quarter to review and

validate supply point items

and backorders

All Organizations

Due-Out

Validation

Listing - M30

Used by LRS/Materiel

Management Activity and

customers monthly to

validate all customer

backorders except bench

stock.

All Organizations

Priority Monitor Report

- D18

Used by LRS/Materiel

Management Activity

and customers

daily/weekly to review

all UND A and B

customer backorders

All Organizations

Due-Out Status Listing

- R31

Used by LRS/Materiel

Management Activity and

customers (in conjunction

with other reports) as

required to review

backorders.

Note: LRS/Materiel Management Activity personnel may use a local retrieval program or an

existing program in place of these reports.

150 AFMAN 23-122 27 OCTOBER 2020

5.2.12.3.4. Review of UND A and B Customer Backorders. Each day, LRS/Materiel

Management Activity will coordinate with applicable organizations for review of

customer backorders with UND A. At least weekly, LRS/Materiel Management

Activity will coordinate with applicable organizations for review of customer

backorders with UND A and B. Note: Management may determine daily processing

is not warranted. Customers are not required to return listings received for backorder

review. Customers must notify LRS/Materiel Management Activity of items on the

listings no longer needed. Notification can be via the listing, telephone, or other

military correspondence.

5.2.12.3.5. Validation of Customer Backorders:

5.2.12.3.5.1. Monthly Validation of Customer Backorders. The backorder

validation listing (M30), or equivalent, for all due-outs is produced monthly.

Note: The LRS/Materiel Management Activity and maintenance organization

jointly determines when the validation of customer backorders with the

maintenance information system shall be accomplished.

5.2.12.3.5.2. Validation of Customer Backorders. Validation of customer

backorders for non- IMDS CDB organizations may create output images which

can be input after the organization has completed the validation. In this case, these

images and one copy of the validation listing are retained by the LRS/Materiel

Management Activity. During backorder validation for IMDS CDB organizations,

the images are forwarded to the applicable IMDS CDB organization.

5.2.12.3.5.3. Validation Processing. To validate due-outs, the supported

organization should contact the person with the need for the backordered item to

ensure the item is still required. It’s essential the organization validate each due-

out on the list and cancel those which are no longer required. When there are any

changes or cancellations required, the customer organization must contact the

LRS/Materiel Management Activity in writing or by returning an annotated

listing.

5.2.12.3.5.4. Validation Listing. Supported organizations resource advisor or

equivalent must sign and retain validated due-outs to include changes or

cancellations. The supported organization commander or designated rep signature

must be annotated on one listing per quarter. (T-2).

5.2.12.3.6. Validation of Base Civil Engineering (BCE) Customer Backorders. The

M09, or equivalent, serves as the tool for validation of BCE customer backorders.

The computer listings are distributed with a letter of transmittal to BCE Materiel

Control Section. BCE uses the same procedures as other customers for reviewing,

validating, requesting changes and cancellations to existing backorders. In addition,

LRS/Materiel Management Activity personnel use the M09, or equivalent, in the

same method as the M30. LRS/Materiel Management Activity retains work copies of

the M09 and M30, or equivalents, for the purpose of reviewing and researching

customer backorders, including memo-obligated backorders. When necessary,

LRS/Materiel Management Activity personnel will requisition for support or cancel

customer due-outs as appropriate.

AFMAN 23-122 27 OCTOBER 2020 151

5.2.12.3.7. Validation of Bench Stock Due-outs. The monthly inventory of bench

stocks fulfills the requirement to review and validate bench stock backorders.

5.2.12.3.8. Backorder cancellations:

5.2.12.3.8.1. Once a customer has determined that an item on backorder is no

longer required, they will contact the LRS/Materiel Management Activity to have

the backorder cancelled.

5.2.12.3.8.2. The LRS/Materiel Management Activity personnel will process a

due-out cancellation as described in Customer Backorder Due-Out Cancellation

(DOC) Transaction, AFH 23-123. The LRS/Materiel Management Activity

personnel must process DOC input transactions received from the base

Maintenance on the same day to ensure Maintenance and Supply records remain

coordinated. (T-2).

5.2.12.3.8.3. When necessary, the LRS/Materiel Management Activity will

process a request for due-in cancellation for local purchase, local manufacture and

non-MICAP part number requisitions. See Local Purchase Status Cancellation

(LCC) Transaction in AFH 23-123, for processing instructions. Note: Process

due-in cancellation requests as required to ensure the requisition is not loaded at

the source of supply.

5.3. Physical Asset Management.

5.3.1. Supply Discrepancy Reports (SDR).

5.3.1.1. Purpose: To describe the procedures for submitting, following up, and replying

to SDR. For guidance specific requirements review AFI 23-101 and for IT reference use

AFH 23-123.

5.3.1.2. General. SDRs will be submitted in accordance with DLM 4000.25, Vol 2. The

SDR program is used to promote evaluation, correction, prevent recurrence and

improvement of logistics operations.

5.3.1.3. Incoming SDRs. Incoming SDRs should rarely occur because bases are

primarily receiving rather than shipping activities. The preponderance of base SDR

activity pertains to “outgoing” SDRs, e.g., those sent to DLA, GSA, commercial vendors,

and occasionally to other AF bases (lateral support). When incoming SDRs are received,

Customer Support Liaison Element will take appropriate actions to resolve discrepancies.

5.3.1.4. Outgoing SDR Submissions (Reporting Activity). The reporting (receiving)

activity will submit an SDR for all items, shipping or packaging discrepancies in

accordance with DLM 4000.25, Vol 2. (T-1).

5.3.1.4.1. LRS personnel will use ILS-S SDR function as the primary tool to submit

SDRs. (T-1). The SF 364 paper form can be used as a secondary tool until access to

the ILS-S SDR function is established. All requirements pertaining to SDRs

throughout this section will be accomplished using the ILS-S SDR function.

Exception: SF 364 paper form can be used for reporting local purchase discrepancies

to the Base Contracting Office (BCO). Refer to the DLA Customer Assistance

Handbook via the web using CAC for further information concerning current POC

addresses, e-mails or phone numbers.

152 AFMAN 23-122 27 OCTOBER 2020

5.3.1.5. Discrepancies in Item Unique Identification Data (IUID) are reportable under

shipping discrepancy criteria. Coordinate with EAE to report discrepancies involving

IUID to ensure contractual requirements are met.

5.3.1.6. Adjustments. Completed SDRs may be used to support adjustments to the

accountable inventory and financial accounting records of both the reporting and

shipping activities.

5.3.1.7. SDR Suspense Log. The reporting activity will maintain a consolidated ILS-S

SDR reporting tool to serve as the control log on all SDRs submitted. SDRs will remain

in suspense until closed. An SDR is considered closed when: a reply is received, the SDR

is categorized as unresolved, or the shipment appears on an ILS-S script providing

shipment loss analysis. Closed SDRs submitted via SF 364 paper form, will be

maintained in accordance with AFRIMS.

5.3.1.7.1. When a reply is received the suspense copy of the SDR may be closed.

5.3.1.7.1.1. “Recorded for Information Only-No Action Taken” SDRs will be

monitored for trend analysis and distributed to the respective activities impacted

by the SDR.

5.3.1.7.1.2. Units may request additional information when SDRs are received as

Recorded for Information Only-No Action Taken and lack a clear narrative of the

problem.

5.3.1.7.2. SDRs may be categorized as unresolved based on the lack of response to

follow-ups. These SDRs will be processed as indicated in Unresolved SDR Actions

paragraph.

5.3.1.7.3. The Shipment Loss Analyses Report lists all shipments which may be

potential losses, confirmed losses, and recovered shipments. If a shortage SDR was

submitted for an item that appears on this report in Part Three-Recovered Shipments,

then the SDR should be removed from the file and canceled since the SDR is no

longer valid.

5.3.1.8. Processing Report of Discrepancy Listings. When discrepant receipts are

processed in the supply system, a claims receivable or claims payable details will be

created. The ILS-SSDR function automatically identifies the details and creates an

internal SDR record. Claims payable and claims receivable details that require an initial

SDR or follow-up can also be obtained by processing the ILS-S program (See Report of

Discrepancy List (NGV587) in AFH 23-123). The program also produces transportation

action required (TAR) inputs for all listed items. The listings and TAR inputs are used to

ensure proper billing credit actions are taken.

5.3.1.8.1. Claims Receivable Details. Claims receivable detail records are used to

produce informational SDRs and to request billing credit. They are created and

deleted as follows:

5.3.1.8.1.1. Creation. A claims receivable detail is created if one of the following

conditions exists and the dollar value involved is greater than $100 for non-

Department of Defense (DoD) activities (Exception: Greater than $25.00 for

GSA.) and greater than $100 for DoD activities:

AFMAN 23-122 27 OCTOBER 2020 153

5.3.1.8.1.1.1. Receipt Shortage. When a shortage is processed on a funded

receipt and the dollar values above are met, then a claims receivable detail

will be created under program control for the missing item, which identifies

the Source of Supply (SOS) should credit the funds back to the receiving

activity or send an asset to fulfill the shortage. Also created is an adjusted

received-not-billed (RNB) detail for the quantity actually received as the

original RNB detail would have reflected the originally ordered total quantity

due-in.

5.3.1.8.1.1.2. Soon-to-be-Canceled Due-In. During follow-up processing,

when a due-in detail is subject to valid cancellation, and a billed-not-received

(BNR) detail exists, then a reject is created indicating the due-in cannot be

cancelled because a BNR detail exists and to submit a report of discrepancy

requesting credit.

5.3.1.8.1.2. Deletion. A claims receivable detail is deleted under program control

when the credit billing is received and processed, the credit billing is denied by

the source of supply, or Defense Finance and Accounting Service (DFAS) Field

Site deletes it.

5.3.1.8.2. Claims Payable Details. Claims payable detail records are used to request

billing credit for the SOS. They are created and deleted as follows:

5.3.1.8.2.1. Creation. If an overage of a funded shipment is processed and the

overage is greater than $100 for DoD and non-DoD activities (Exception: greater

than $25.00 for GSA) then a claims payable detail is created under program

control for the extra item(s) received. This detail identifies the receiving activity

now owes funds to the SOS to pay for the additional asset received.

5.3.1.8.2.2. Deletion. A claims payable detail is deleted under program control

when the proper billing adjustment input has been processed.

5.3.1.8.3. Items on the Report of Discrepancy/Supply Discrepancy Report Listing

(See Report of Discrepancy List (NGV587) in AFH 23-123). The stock control

portion of the listing shows each claims receivable detail which requires an SDR

submission and which is a reclassified BNR detail. These claims receivable details

have a B in the source-flag field. The listing and Tracer Action Request data files are

produced to assist Customer Support in conducting follow-up.

5.3.1.8.4. Items on the Receiving Listing. This listing shows each item which

requires a SDR submission for its claims payable detail, claims payable receipt

overages, and short receipt claims receivable detail. Receipt overage claims details

will have a P (213 CLAIMS-PAYABLE-FLG) in the source-flag field. Short receipt

claims receivable detail will have an S in the source-flag field. See DFAS-DE

7077.10-M, Automated Materiel Accounting System Integrated within Standard Base

Supply System, claims receivable and received not billed record layouts for source-

flag indicators.

154 AFMAN 23-122 27 OCTOBER 2020

5.3.1.8.5. Processing ILS-S Report of Discrepancy Receipt Listings. When

discrepant receipts are processed in the ILS-S, they are stored within the Air Force

Supply Centralized Data Bank (AFSCDB). Each day, ILS-S queries the AFSCDB

transaction history table to identify all receipt transaction history records (TRIC of

"REC") with Transaction Phrase Code (TTPC) equal to "8A", "1B" or "9X" and

meets the following other business rules:

5.3.1.8.5.1. TTPC equal to "8A", and

5.3.1.8.5.1.1. TEX code equals "Q" or "U" then the discrepancy is an

incorrect item.

5.3.1.8.5.1.2. Nomenclature contains "REC" in positions 4 - 6 and has an "S"

in position 19, then the discrepancy is a shortage receipt.

5.3.1.8.5.1.3. Nomenclature contains "TAR" in positions 4 - 6 and has an "S"

in position 19, then the discrepancy is a TAR receipt.

5.3.1.8.5.1.4. Nomenclature contains "REC" in positions 4 - 6 and has a "P”

in position 19, then the discrepancy is a claims receivable that has been

reclassified as a Billed-not-Received.

5.3.1.8.5.2. TTPC equal to "1B", and

5.3.1.8.5.2.1. TEX code equals "P" or "Z" then the discrepancy is a damaged

item.

5.3.1.8.5.2.2. Stockage Priority Code equals "J", then the discrepancy is a

record not due-in.

5.3.1.8.5.2.3. Document Number and Action Quantity equals Document

Number and Action Quantity of other receipt transactions, then the

discrepancy is a duplicate receipt.

5.3.1.8.5.2.4. Demand code equals "F", "G", "H", "J", "K:, or "L", then the

discrepancy is an unserviceable (incomplete, condemned, reparable)

suspended material.

5.3.1.8.5.3. TTPC equal to "9X", and

5.3.1.8.5.3.1. Nomenclature contains "REC" in positions 4 - 6 and has an "O"

in position 19, then the discrepancy is an Overage receipt.

5.3.1.8.5.3.2. Nomenclature contains "REC" in positions 4 - 6 and has an "E"

in position 19, then the discrepancy is an Excess receipt.

5.3.1.8.5.3.3. Nomenclature contains "REC" in positions 4 - 6 and has an "S"

in position 19, then the discrepancy is a Shortage receipt.

5.3.1.8.5.3.4. Nomenclature contains "TAR" in positions 4 - 6 and has an "S"

in position 19, then the discrepancy is a Shortage receipt.

AFMAN 23-122 27 OCTOBER 2020 155

5.3.1.8.6. Initial ILS-S SDR Actions on the Discrepancy Receipt Listing. Once the

internal SDR records have been created in ILS-S, ILS-S will identify those records

which are mandatory "M" and those that are optional "O", those that are input

manually by the field user "U", and those that are found to be duplicates "D" with the

applicable letter in the source indicator field. Customer Support Liaison Element will

use the listing to perform the following actions:

5.3.1.8.6.1. Process Mandatory SDRs. DOD guidance establishes a minimum

reporting of discrepancy for "Mandatory" assets within 24 hours of discovery for

shortage, overage, wrong item, and misdirected shipments.

5.3.1.8.6.2. Process Optional SDRs. DOD guidance establishes a minimum

reporting of discrepancy for "Optional" assets within 60 calendar days from date

of shipment for CONUS destinations. For overseas destinations, 120 calendar

days from date of shipment are allowed. At the discretion of the LRS commander,

optional SDR records can be deleted from ILS-S without being submitted.

5.3.1.8.6.3. Manually Created SDRs. For those receipts not captured in the

business rules where the CTH does not indicate that the transaction was

discrepant, (e.g., Wet lumber, improper packaging) an SDR can be created

manually within ILS-S. These are stored on the SDR Listing in ILS-S with a

source indicator code of “U.”

5.3.1.8.6.4. Duplicate SDRs. When a receipt is processed matching the business

rule following Processing ILS-S Report of Discrepancy Receipt Listings, then

ILS- S creates a duplicate “D” SDR record. A duplicate SDR record can be

created from TEX ‘Q’ receipts (receipt for misidentified materiel) as well. One

will show up as “M” (mandatory) and the other as “D” duplicate, each matching

the business rule. Only one of these SDRs needs to be submitted.

5.3.1.8.6.5. Late SDR Submissions. When circumstances prevent compliance

with the above time standards, e.g., response to a tracer action reveals a supposed

transportation discrepancy to be a shipping/packaging discrepancy, the reasons for

delay shall be provided in a brief clear-text explanation. When appropriate, the

responsible activities will honor the discrepancy report. Reporting activities are

required to send SDRs to report a shipping or packaging discrepancy even after

the above submission time standard has elapsed. When lacking justification,

action activities will normally process for use in reporting metrics and corrective

action, when appropriate. The SOS shall not be responsible for financial

resolution on late submission SDRs unless shipment history is available and the

circumstances warrant such action.

5.3.1.8.7. Initial SDR Actions on the Stock Control and Receiving Listings.

Customer Support, Stock Control function will review the Receiving listing and

identify all claims receivable details created through the processing of a shipped short

receipt. For all such details on the listing, and for all details on the Stock Control

listing, they will perform the following actions:

156 AFMAN 23-122 27 OCTOBER 2020

5.3.1.8.7.1. Process SDRs. Refer to DLM 4000.25, Volume 2, Chapter 17, for

specific dollar value criteria. DoD guidance establishes a minimum reporting

dollar value of $100, with exception to controlled material and shipments from

contractors, manufacturers, or vendors – these are mandatory. Prepare an SDR for

each detail exceeding $100 per line item. Claims from $100 to $499.99 may be

pursued at the local level initially, and will forward documentation to the finance

center or claims office for disposition if the claim cannot be settled. Claims above

$500.00 are mandatory submissions. Process a TAR input (see Tracer Action

Required (TAR) Transaction in AFH 23-123) with action code C. This input will

update the detail 213-Billing-Request-Date or 221-FAE-Date to show that an

SDR has been submitted.

5.3.1.8.7.2. Designate Details for Deletion. Identify shipments between DoD and

non-DoD activities which are less than $100 per line item. DFAS Field Site will

then automatically delete the corresponding claims receivable or payable detail

records. Annotate the SDR listings with the deletion actions taken.

5.3.1.8.8. Follow-up Listing. SDR follow-ups will be prepared and processed as

specified in DLM 4000.25, Volume 2, Chapter 17. To assist in the follow-up process

a listing that shows all claims receivable and claims payable details which do not

have follow-up SDRs submitted for them will be produced by the Report of

Discrepancy List. The follow-up schedule is determined by subtracting the 213-

Billing-Request- Date or 221-FAE-Date on the detail from the Julian date of the SDR

listings as follows:

5.3.1.8.8.1. First Follow-up. Details requiring first follow-up action are those

which appear on the list 55 days after the initial submission of the SDRs. Once a

first follow-up has been submitted, a detail will not appear on the list again until

40 days after initial submission.

5.3.1.8.8.2. Second Follow-up. Details requiring second follow-up action are

those which appear on the list 120 days after the initial submission of the SDRs.

Once a second follow-up has been submitted, a detail will not appear on the list

again and the SDR will be considered unresolved.

5.3.1.8.8.3. Update the ILS-S. When a follow-up is submitted, process a TAR

input (AFH 23-123) with an action code F to update the Billing-Request-Date or

FAE-Date and show a follow-up has been submitted.

5.3.1.8.8.4. Designate Details for Deletion. TAR monitor or Customer Support

personnel will identify all non-classified item details appearing on the follow-up

listing for DoD shipments valued at less than $100. These items will be

designated for deletion. DFAS Field Site will then automatically delete the

corresponding claims receivable/payable detail records. All classified items,

regardless of cost, will require follow-up action.

5.3.1.8.9. ILS-S Follow-up Listing. SDR follow-ups will be prepared and processed

as specified in DLM 4000.25, Volume 2, Chapter 17. ILS-S SDR follow-ups are

completed as follows:

AFMAN 23-122 27 OCTOBER 2020 157

5.3.1.8.9.1. Controlled Items. ILS-S considers controlled items codes A, B, C,

D,E, F, G, H, K, L, O, S, T, 1, 2, 3, 4, 5, 6, 8 and 9 as controlled. Discrepant

controlled inventory items (shortage/overage/wrong item/misdirected): Total

response time, to include sequential processing by multiple action activities when

necessary, will be resolved within 25 calendar days. Wrong item receipts

identified as controlled/sensitive and unidentified items will be returned to the

designated location within 30 calendar days of the SDR reply. Sources of supply

will monitor for the return and follow-up with the SDR submitter if materiel is not

returned.

5.3.1.8.9.2. Non-Controlled Items. ILS-S considers non-controlled items codes as

all other not considered controlled in following this chapter and the follow-up

days are:

5.3.1.8.9.2.1. First follow-up. Details requiring first follow-up action are

those which appear on the list 55 days after the initial submission of the

SDRs. ILS-S will automatically generate the TAR "F", updating the 221 ILS-

S detail record.

5.3.1.8.9.2.2. Second follow-up (Manual). Details requiring second follow-up

action are those which appear on the list 85 days after the initial submission of

the SDRs.

5.3.1.9. Unresolved SDR Actions. A SDR is defined as unresolved by the ILS-S when its

reply has not been received 146 days after initial submission. Allow additional mailing

time for overseas bases. ILS-S unresolved SDRs are defined as unresolved if it is a

controlled item and has not received a reply in 90 days or when it is a non-controlled item

and has not received a reply in 115 days after initial submission.

5.3.1.9.1. Forward all unresolved SDRs to the MAJCOM for assistance. When

MAJCOM personnel do not reach a resolution for the SDR, they will request

assistance from the AF SDR focal point.

5.3.1.10. SDR Reply Actions.

5.3.1.10.1. Required Replies. Action activities are required to reply to every SDR

submitted within the time limits specified in DLM 4000.25, Volume 2, Chapter 17.

Shipping activity personnel will perform the following actions:

5.3.1.10.1.1. Respond to the SDR indicating the appropriate disposition, e.g.,

acknowledgement of the report, disposition of the material, validation of the

report with authorization of financial adjustment, and instructions for repair or

other type of corrective action. Identify the interim disposition/status using up to

three disposition/status (reply) codes available from the DLMS Data Element

Dictionary/Directory.

5.3.1.10.1.2. Complete the information on the reverse side of the SDR.

5.3.1.10.1.3. Indicate whether a billing adjustment will be issued.

5.3.1.10.1.4. Forward the reply to the Customer Support Liaison Element.

158 AFMAN 23-122 27 OCTOBER 2020

5.3.1.10.2. Process Replies. Customer Support Element will perform the following

actions after receiving a reply to a SDR. When a reply is received, process a TAR

(see Tracer Action Required (TAR) Transaction in AFH 23-123) with an action code

"R" to update the detail DOLT. The detail will no longer appear on the SDR listings,

and it will remain in the computer until the proper billing adjustment input is

processed by DFAS Field Site personnel.

5.3.1.10.3. Interim Replies. Responsible action activities must provide an interim

reply where a final reply cannot be provided within established timeframes. For

additional information refer to DLM 4000.25, Volume 2, Chapter 17.

5.3.1.11. Management Evaluation of the SDR Process. DLM 4000.25, Volume 2,

Chapter 17, directs the institution of SDR quality programs and semi-annual reporting of

results. SDR quality programs must be sufficient to identify trends, establish volume and

dollar values of SDRs, identify problems with shipping activities, and assist in preventing

recurrences. Note: This does not address Security Assistance (SA) SDRs. Action on SA

SDRs will be prescribed by SAF/IA (see DLM 4000.25, Volume 2, Chapter 17).

5.3.1.11.1. The LRS/CC will ensure detailed SDR data is maintained to analyze their

programs. Bases must collect information on the number of SDRs submitted and

received, dollar value, and discrepancy type. The number of follow-ups responses

received, unresolved SDRs, and dollar values recovered will also be measured.

Operations Compliance will semiannually report the effectiveness of the SDR

program to their respective MAJCOMs.

5.3.1.11.2. MAJCOMs will collect SDR data from their respective units on a semi-

annual basis (reporting periods are October - March and April - September) the

suspense for October - March is 30 April and for April - September is 31 October.

This is necessary so MAJCOMs can evaluate the quality of their base SDR programs.

MAJCOMs will ensure their units are collecting the minimum information shown in

Table 5.6 from all sources of shipment or supply (e.g., AFMC Air Logistics

Complexes, GSA, DLA (including Defense Distribution Depots), other Bases, and

any other major source of supply. MAJCOMs may prescribe additional information,

if necessary. MAJCOMs may be asked to provide data to AF/A4LR as needed. Note:

Data sent to AF/A4LR should only include overall trends and problems that cannot be

resolved at MAJCOM and base levels.

5.3.1.11.2.1. Minimum Requirements, (for each Source of Supply or Shipping

Activity).

AFMAN 23-122 27 OCTOBER 2020 159

Table 5.6. Minimum SDR Data.

Total Receipts

Total SDRs

Percentage

Discrepant Dollar Value

Discrepancy Type

Controlled Items Total Investigation 0-25

days old

Dollar Value Recovered by Credit or

Reshipment

Total Investigations 0-59 Days Old

Total Investigations 60-89 Days Old

Total Investigations 90-119 Days Old

Total Investigations 120 Days and Older

Total Not Resolved

Brief explanation of top two SDR problems

5.3.2. Storage Locations (Primary, Reserve, Bin Labels, Locator Files).

5.3.2.1. Purpose: To explain storage location procedures process. For guidance specific

requirements review AFI 23-101 and for IT specific guidance use AFH 23-123.

5.3.2.2. The warehouse location system allows one to pinpoint the exact location of any

item in the warehouse inventory. Property may be maintained in fixed warehouses,

supply points, transportable spares packages, or in maintenance activities to include in-

use assets.

5.3.2.3. Before assigning a warehouse location, stockroom personnel must complete the

following at a minimum:

5.3.2.3.1. Ensure all unnecessary labels and tags are removed from outside of box.

5.3.2.3.2. Ensure applicable serviceability tag/labels are attached.

5.3.2.3.3. Ensure the item is properly stored in correct warehouse (e.g., NWRM,

classified, pilferable, ESD, etc.).

5.3.2.4. Assigning Warehouse Locations. Refer to Warehouse Location

Load/Change/Delete (FCS) input transaction and Warehouse Location Format in AFH

23-123, for specific ILS-S information and processing.

5.3.2.4.1. Primary Storage Locations. Warehouse personnel assign and maintain

primary warehouse locations for each serviceable item stocked. Primary locations are

assigned to items using the warehouse location load/change/delete input transaction.

During re-warehousing projects, personnel will ensure items are accounted for

throughout the entire process, in accordance with DoDM 4140.70, DoD Supply Chain

Materiel Management Procedures for Storage and Material Handling. (T-0).

5.3.2.4.2. Reserve Storage Locations. The Materiel Management Flight

OIC/Superintendent will establish controls to ensure reserve locations are assigned

only as a last resort and that they are promptly deleted when no longer needed.

160 AFMAN 23-122 27 OCTOBER 2020

5.3.2.4.2.1. When used, warehouse personnel will cross-reference bin labels or

the bin label/holder of both primary and reserve locations.

5.3.2.4.2.2. Items under detail management (e.g., readiness spares package

(RSPs), unserviceable details, in-use equipment, etc.) may contain duplicate

storage locations; however, the storage facility must have the capability to cross

reference the applicable document number to maintain the audit trail and item

accountability at all times.

5.3.2.4.3. Processing a Warehouse Location Load/Change/Delete Request. Materiel

Management personnel at a minimum will download electronic stock number

directory from LIMS-EV weekly for each warehouse/storeroom. Follow the steps

below to load, change or delete a warehouse location.

5.3.2.4.3.1. Find an open warehouse location.

5.3.2.4.3.2. Copy warehouse location and prepare temporary bin label which will

include NSN, warehouse location, Unit of Issue, date created and initials of

warehouse person.

5.3.2.4.3.3. Enter location change in the stockroom suspense log. Develop and

maintain warehouse location load/change/delete suspense log (within

stockrooms). Minimum information will include NSN, warehouse location, date

processed, date new label was produced and detail record (if applicable).

5.3.2.4.3.4. Update warehouse location on electronic stock number directory or a

working copy of detail record listing.

5.3.2.4.3.5. Process location add or change (FCS). See AFH 23-123 for

processing instructions.

5.3.2.4.3.6. Process stock number/detail number inquiry to verify accurate entry

of warehouse location.

5.3.2.4.3.7. Use ILS-S Daily FCS capability to print bin labels for FCS

transactions processed between 0 - 7 days prior to the start date selected.

5.3.2.4.3.8. Replace temporary bin label with permanent bin label. Update

suspense log.

5.3.2.4.3.9. Rejects. When the warehouse location load/change/delete request

input rejects, correct the input and reprocess it, or take the action indicated by the

reject. When the item record is frozen for inventory, forward a copy of the reject

to Inventory personnel. See AFH 23-123 for details on researching and processing

rejects.

5.3.2.4.3.10. Duplicate Locations. Once a warehouse location record has been

assigned to an NSN, a duplicate location record will not be allowed. When a

location has already been assigned within a system designator, a reject notice will

occur. A different location must be assigned or the existing record must be

changed or deleted.

AFMAN 23-122 27 OCTOBER 2020 161

5.3.2.4.3.11. Deleting warehouse locations. When a warehouse location requires

deletion; ensure the location does not contain property by visually checking

location and processing an inquiry to ensure serviceable balance is zero. If no

property exists in location or on serviceable balance, process a location delete

transaction with an “*” in cc 72 “Warehouse Location Delete Flag.” Refer to AFH

23-123, for additional processing instructions. When property exists in location

and serviceable balance is zero, check to ensure all assets have been pulled. When

there are no assets requiring a pull, process a request for special inventory. Refer

to Special Inventory Interrogation Input (1GP) in AFH 23-123 for additional

information on request for special inventory.

5.3.2.4.3.12. Warehouse Locations for Unserviceable Details. All unserviceable

details must have an assigned warehouse location. Warehouse location

load/change/delete inputs may be used to load or change locations on

unserviceable details. All location loads/changes will be maintained in suspense

until the location is verified by its appearance on the Due-In From Maintenance

Listing.

5.3.2.4.4. Bin Labels. Bin labels will be attached to storage racks, bins, or bin

subdivisions (shelf, box, drawer, etc.) in a neat and uniform manner. Bin labels for

outside storage locations should be at strategic points in the area (such as on corner

markers of open storage bays). Place labels for outside storage on permanent

weatherproof placards. Bin labels are not required for unserviceable warehouse

location changes.

5.3.2.4.4.1. Production of Bar-Coded Bin Labels. The HHT print Temporary Bin

Labels ILS-S warehouse bin label function provides the capability to print

temporary warehouse bin labels on portable printers attached to HHTs (see ILS-S

User’s Manual for processing instructions). The ILS-S produces all bar-coded bin

labels. Bar-coded bin labels cannot be created manually, regardless of the number

required.

5.3.2.4.4.2. Warehouse personnel may request new warehouse bin labels by

preparing a warehouse location load/change/delete (FCS) input transaction, (see

AFH 23-123) or through the Print Warehouse Bin Label function in ILS-S (see

ILS-S User’s Manual).

5.3.2.4.4.3. Validation of Bin Label Data. Warehouse personnel validate all data

on the bin labels by comparing the data on the label with the data on output

documents or bin notices. When the data on the bin label does not match the data

on the document and the data on the bin label is not correct, process a request for

a replacement label.

5.3.2.4.4.4. Active Storage Locations without Bin Labels. When warehouse

personnel find a location with property but no bin label or an incorrect bin label,

they must identify the proper location. Check the stock number directory or

process an inquiry to determine the correct location for the stock number.

162 AFMAN 23-122 27 OCTOBER 2020

5.3.2.4.4.4.1. When the warehouse location is correct and a replacement bin

label is needed prepare a warehouse location load/change/delete (FCS) input

transaction, (see AFH 23-123) or through ILS-S.

5.3.2.4.4.4.2. When the inquiry rejects because the item record is not loaded,

then a special inventory is required. When the inquiry rejects because the item

record is not loaded, warehouse personnel will:

5.3.2.4.4.4.2.1. Coordinate with Customer Support to load the item record.

5.3.2.4.4.4.2.2. Process a warehouse location change to assign location.

5.3.2.4.4.4.3. Process a request for special inventory. Refer to Special

Inventory Interrogation Input (1GP) in AFH 23-123 for additional information

on request for special inventory.

5.3.3. Special Storage Handling.

5.3.3.1. Purpose: To explain special storage handling procedures process. For guidance

specific requirements review AFI 23-101 and for IT specific guidance use AFH 23-123.

5.3.3.2. Hazardous commodities, controlled items, cylinders, electrostatic discharge

(ESD) and elastomeric material are among items where alternate or additional procedures

for storage and handling are required.

5.3.3.3. Hazardous Commodities. It is not possible to list all hazardous items that may be

received into the Supply complex. Therefore, to adequately protect life and property,

materiel management processors and inspectors must be alert to potentially hazardous

material received, stored, or issued.

5.3.3.3.1. The following references provide guidancefor the identification,

authorization, handling, tracking, and storage of hazardous commodities:

5.3.3.3.1.1. FED-STD-313, Material Safety Data, Transportation Data, and

Disposal Data, for Hazardous Materials Furnished to Government Activities,

contains a list of FSCs that are likely to contain hazardous or radioactive

materials.

5.3.3.3.1.2. AFMAN 32-7002, Environmental Compliance and Pollution

Prevention, establishes guidance and procedures that govern the identification,

tracking, and authorization of certain hazardous materials (have), as defined in the

AFI. It applies to all AF personnel who manage, authorize, procure, issue, use, or

dispose of HAZMAT in the course of their official duties, whether the processes

are performed by government or contractor personnel. AFMAN 32-7002 is

applicable to all installations, except where joint basing or international

agreements require modified policy. It establishes a cross-functional Hazardous

Materials Management Process (HMMP) team at each installation to assist with

the identification, authorization, and management of HAZMAT. It requires the

use of the Enterprise Environment, Safety, and Occupational Health Management

Information System (EESOH-MIS) to track selected HAZMAT on the

installation.

AFMAN 23-122 27 OCTOBER 2020 163

5.3.3.3.1.2.1. EESOH-MIS is the source of organizations authorized to

procure and issue hazardous materials on the installation.

5.3.3.3.1.2.2. Use Air Force Approved Ad-Hoc Database Systems to identify

potential hazardous materials. Process script semi-annually to select all item

records in FSC/FSG listed in Tables I and II of FED-STD-313 and that meet

local criteria established by the installation HMMP team.

5.3.3.3.1.2.3. Customer not an EESOH-MIS authorized user must obtain

authorization from the installation HMMP team before hazardous material

(HAZMAT) is issued in accordance with AFMAN 32-7002. (T-1).

5.3.3.3.1.3. AFJMAN 23-209, Storage and Handling of Hazardous Material,

provides guidance in the control, storage, and handling of hazardous

commodities.

5.3.3.3.1.4. AFJI 23-504, Radioactive Commodities in the DoD Supply System,

provides uniform procedures for the acquisition, accountability, identification,

possession and handling, storage, shipment, transport, transfer and disposal of

radioactive commodities by DLA and DoD.

5.3.3.3.2. Personnel must wear the proper safety clothing and equipment when

handling hazardous commodities. (T-1).

5.3.3.3.3. Leakage or Spillage of Hazardous Commodities. Leakage or spillage of

hazardous commodities with a health, flammability and reactivity hazards rating of 0

or 1, proceeded by an asterisk (*); 2, 3, or 4 may be extremely dangerous to

personnel. If leakage or spillage should occur, contact the Civil Engineer Squadron

(CES) and Base Safety Officer before cleaning up or disposing of the materiel.

5.3.3.3.4. The materiel management procedures identified in the following

paragraphs apply to NSNs that have either a Hazardous Characteristic Code (HCC),

an Issue Exception (IEX) Code of 9, or are included in an FSC listed in FED-STD-

313. NSNs with a Health Hazard Approval Flag already set have been previously

reviewed and exempted from IEX 9 coding by the installation HMMP team. Materiel

management personnel may receive and issue health hazard approval flagged

materials without executing the following procedures and without tracking the

materials in EESOH-MIS. Materiel management personnel will assign the IEX Code

9 to materials that have been designated as a hazmat by the HMMP team and manage

such material as indicated below. (T-1).

5.3.3.3.4.1. Issue Transactions. Materiel management personnel will use EESOH-

MIS to process HAZMAT requests to verify an organization’s hazardous material

authorization. (T-1).

5.3.3.3.4.1.1. If the requesting shop is an approved user, the supply clerk will

fulfill the supply transaction and ensure that the issue transaction is updated in

EESOH-MIS. (T-1).

5.3.3.3.4.1.2. When the requesting shop is not an approved user in EESOH-

MIS, the requesting shop will secure authorization through EESOH-MIS prior

to issue.

164 AFMAN 23-122 27 OCTOBER 2020

5.3.3.3.4.1.3. When the requesting shop is not an approved user and the NSN

is mission time-critical, follow local procedures or contact the HMMP team.

(T-1).

5.3.3.3.4.2. HAZMAT Authorization/Exemption Processing. Materiel

management personnel will complete the following actions for all new

requirements for HAZMAT.

5.3.3.3.4.2.1. When the HMMP team has designated the NSN material as

hazardous that must be tracked in EESOH-MIS, update the record with an

IEX 9 for subsequent tracking. (T-1).

5.3.3.3.4.2.2. When the HMMP team has exempted the material from

tracking in EESOH-MIS, set the Health Hazard Approval Flag. (T- 1). This

effectively ends any further tracking until rescinded by the HMMP team.

5.3.3.3.4.3. Logistics Readiness Squadrons will not assign “L” and “P” (Non-

Catalogued) stock numbers for hazardous material at locations using EESOH-

MIS for hazardous materials authorization and tracking. EESOH-MIS centrally

stewards hazardous material non-catalogued numbers for AF-wide

standardization and use. The EESOH-MIS data stewards will use the following

NSN convention when assigning hazardous material Stewarded Local Purchase

stock numbers. Position 1-4 will be populated with the four-digit federal stock

class. Positions 5-7 will be populated with “PHM.” Positions 8-15 will be

populated by a serialize number assigned by EESOH-MIS.

5.3.3.3.4.4. Materiel management personnel should periodically verify that the

list of IEX 9 items are adequately controlled and tracked in EESOH-MIS and

should periodically review HCC and FED-STD-313D flagged items to ensure

continued HMMP exemption from authorization and tracking. (T-1).

5.3.3.4. Controlled Items. AF activities will comply with guidance in DoDM 4140.01, all

volumes; DoDM 5200.01, all volumes, and AFI 16-1404, Air Force Information Security

Program, regarding the storage of controlled materiel. Procedures apply to all AF

activities or agencies managing, issuing, receiving, storing, shipping or tracking AF

owned controlled materiel; to include civilian, contractor, Air National Guard, and AF

Reserve Component units.

5.3.3.4.1. Designation. AF activities will formally designate, in writing, personnel

authorized to handle, or accept controlled materiel in accordance with AFI 16-1404,

AFI 20-110 and other applicable directives.

5.3.3.4.1.1. Only personnel authorized by the Commander or equivalent are

permitted to handle and accept controlled materiel into accountable records

systems. Releasing activities will verify the identification of an individual and

their authorization to accept controlled materiel prior to signing for the materiel.

5.3.3.4.1.2. Utilize only the most current authorization list(s) of individuals

approved to handle, and accept controlled materiel. Maintain the source lists in a

single collection point to manage the documents. These lists are updated by

Document Control or Customer Support according to paragraph 5.4

AFMAN 23-122 27 OCTOBER 2020 165

5.3.3.4.1.3. AF activities will store controlled materiel according to the security

classification, security risk, or pilferage controls of the item. (T-1).

5.3.3.4.1.4. AF activities will ensure controlled inventory items are safeguarded

in appropriate storage facilities. (T-1).

5.3.3.4.1.5. AF activities will clearly identify the item, classification, and serial

number (as appropriate) for all controlled materiel being stored. (T-1).

5.3.3.4.1.6. AF activities will manage documentation for controlled materiel in

accordance with disposition guidance found in AFI 16-1404.

5.3.3.4.1.7. AF activities will stamp or mark in red ink each document and label

with the appropriate item classification phrase (e.g., "Classified Item",

"Controlled Cryptographic Item (CCI)", "Sensitive Item", "Pilferable Item"

,"Classified NWRM Item") prior to the issue, receipt, turn-in, or shipment of

controlled materiel. (T-1).

5.3.3.4.1.8. Clearly mark NWRM transitory holding and unserviceable storage

areas. Requirements for classified storage also apply.

5.3.3.4.1.9. All NWRM must be segregated by condition code. (T-1).

5.3.3.4.1.10. AF activities will annotate the item serial number of the physical

asset onto all accountable documents. (T-1).

5.3.3.4.1.11. AF activities will not requisition or transport AF owned controlled

materiel outside of normal DLMS electronic data interchange (EDI). All AF

activities will coordinate acquisition, utilization, and transportation requirements

for AF owned controlled materiel with authorized activities. (T-1).

5.3.3.4.1.12. AF activities will provide training to affected personnel in regards to

all DoD and AF policies to be followed in managing, issuing, receiving, storing,

shipping or tracking controlled materiel. AF activities will conduct training to

maintain awareness and competence regarding proper management of controlled

materiel and will document all training in formal training records. (T-1).

5.3.3.4.1.13. AF activities will stamp or mark in red each copy of Top Secret,

Secret and Confidential documents with the phrase "CLASSIFIED ITEM" prior

to the issue, receipt, return, or shipment of classified material. (T-1).

5.3.3.5. Cylinders. This paragraph describes the general procedures for the control of

government- or vendor-owned cylinders/containers.

5.3.3.5.1. Government-Owned Cylinders. Cylinders are used to store warehouse

stock of compressed gases. Each government-owned gas cylinder will be assigned a

national stock number (NSN), L or P stock number.

5.3.3.5.1.1. Tagging Cylinders' Condition. Inspection personnel indicate the

condition of the cylinders by attaching tags or labels as specified in TO 42B5-1-2,

Gas Cylinders (Storage Type) Use, Handling, and Maintenance.

166 AFMAN 23-122 27 OCTOBER 2020

5.3.3.5.1.2. Exchanging Cylinders. Customers may exchange empty cylinders for

full ones on a one-for-one basis. No transaction against the cylinder item record is

necessary for an exchange.

5.3.3.5.1.3. Issuing Cylinders without an Exchange. When a customer has a

requirement for gas but does not have an empty cylinder immediately available, a

full cylinder will be issued.

5.3.3.5.1.4. Refilling/Repairing Empty Cylinders. Warehouse personnel ship or

issue cylinders to vendors for refill or repair.

5.3.3.5.1.5. Customer Pre-inspection. When mutually agreed to between

LRS/Materiel Management Activity and the customer, the LRS APO has the

option to allow customers to pre-inspect and accept delivery of compressed gas

cylinders at the LRS/Materiel Management Activity storage point. When this

option is used, the customer physically inspects the cylinders for any defects and,

if not defective, transports them from the LRS/Materiel Management Activity

storage point to their organization site. This method reduces delays that may

result when defective cylinders are delivered by LRS/Materiel Management

Activity to the customer site. When this option is used, it is the responsibility of

the customer to return empty cylinders to the supply storage point.

5.3.3.5.2. Controlling Vendor-Owned Cylinders or Containers. When issuing vendor-

owned cylinders or containers, Central Storage personnel will prepare AF Form 1297,

Temporary Issue Receipt. The AF Form 1297 will be signed by the organization

receiving the contents of the cylinders or containers. Central Storage will maintain the

signed form in a suspense file until the cylinders or containers have been returned to

the LRS/Materiel Management Activity. Warehouse personnel will prepare and

process updates to vendor-owned container detail records (IT Reference: Vendor

Owned Container Detail Record Update – 1VR in AFH 23-123) upon issue of filled

containers and when empty containers are returned. (T-2).

5.3.3.6. Electrostatic Discharge (ESD). Inspection will ensure ESD items are properly

marked/labeled and a type cargo code (TCC) 3 is stored on the item record. (T-1). When

physical inspection indicates ESD marking/labeling with TCC other than 3, handle the

item as ESD sensitive and submit a message or letter to the Transportation Manager at

the Air Logistics Complex (ALC) managing that particular item. To inquire if an item is

truly TCC 3, send all requests to Robins AFB TCC 3 Challenges.

5.3.3.6.1. Serviceability Checks. When the serviceability of an ESD item is

questionable, inspection personnel will issue the item to maintenance for a functional

check. (T-1). Never use staples or any kind of metal fasteners to attach

documentation to ESD property.

5.3.3.7. Elastomeric Materiel. Elastomeric items will be managed using first-in/first-out

(FIFO) procedures. For example, materiel with a use by date of 1 January 2012 should be

placed in front, on top, etc., of items with a use by date of 1 May 2013. When issuing

property, select the items with the closest use by date first. When materiel does not have a

use by date, then select the items with the oldest date received stamped/printed on the

package/container. Exception: Issue the newest item to fill RSP kits.

AFMAN 23-122 27 OCTOBER 2020 167

5.3.3.8. Controlled Inventory Items Codes (CIIC) as Highest Sensitivity (Category I) –

Arms, Ammunition and Explosives with a physical security classification of Secret (CIIC

5), High Sensitivity (Category II) – Arms, Ammunition and Explosives. (CIIC 6), and

High Sensitivity (Category II) – Arms, Ammunition and Explosives with a physical

security classification of Confidential (CIIC 8) will be stored and transported in

accordance with AFI 16-1404, DoDM 5100.76, Physical Security of Sensitive

Conventional Arms, Ammunition, and Explosives (AA&E) or DoDM 5100.76, whichever

is more stringent.

5.3.3.9. Small Arms weapon components, such as silencers, mufflers and noise

suppression devices will be treated as Category II items. (Reference: DoDM 5100.76).

5.3.3.10. Small Arms major subparts, such as frame(s) and receiver(s), will be treated as

Category II items. (Reference: DoDM 5100.76).

5.3.3.11. Barrels and Major Subassemblies will be protected as Category IV Arms.

(Reference: DoDM 5100.76).

5.3.3.12. Generally, only arms, rockets, explosive rounds, mines and projectiles that have

an unpackaged weight of 100 pounds or less shall be categorized as sensitive. (Reference:

DoDM 5100.76).

5.3.3.13. The following is a list of sensitive items that require a high degree of protection

and physical inventory control. The DoD components are expected to include additional

items determined to require a similar degree of control:

5.3.3.13.1. Drug abuse items.

5.3.3.13.2. Precious metals.

5.3.3.13.3. Hazardous items.

5.3.3.13.4. Arms.

5.3.3.13.4.1. Handguns.

5.3.3.13.4.2. Shoulder-fired weapons.

5.3.3.13.4.3. Light automatic weapons up to and including 50 caliber machine

guns.

5.3.3.13.4.4. Recoilless rifles up to and including 106 mm.

5.3.3.13.4.5. Mortars up to and including 81mm.

5.3.3.13.4.6. Rocket launchers man portable.

5.3.3.13.4.7. Grenade launchers, rifle, and shoulder-fired.

5.3.3.13.4.8. Individual operated weapons that are portable or can be fired

without special mounts or firing devices and which have potential use in civil

disturbances and are vulnerable to theft.

5.3.3.13.5. Ammunition:

5.3.3.13.5.1. Ammunition for weapons listed above.

5.3.3.13.5.2. Bulk explosives.

168 AFMAN 23-122 27 OCTOBER 2020

5.3.3.13.5.3. Antitank and anti-personal land mines.

5.3.3.13.5.4. Hand grenades.

5.3.3.13.5.5. Demolition charges and related items: for example, blasting caps,

detonating cords, safety fuses, detonators, destructors, primers, firing devices,

squibs, igniters, demolition kits, explosive kits, etc.

5.3.3.13.5.6. Fuses.

5.3.3.13.5.7. Boosters.

5.3.3.13.5.8. Supplementary charges (not assembled to end items).

5.3.3.13.5.9. Explosive bolts, explosive cartridges, and related items.

5.3.3.13.5.10. Safety and arming devices.

5.3.3.13.5.11. Incendiary destroyers.

5.3.3.13.5.12. Fuel thickening compound.

5.3.3.13.5.13. Riot control agent, bulk, 60 pound package or less.

5.3.3.13.5.14. Warheads and rocket motors (unpacked weight of 60 pounds or

less).

5.3.3.13.5.15. Missiles and rockets (unpacked weight of 60 pounds or less).

5.3.3.13.5.16. End items of conventional and guided missile ammunition (except

artillery rounds, bombs, and torpedoes) which have potential use in civil

disturbances and are vulnerable to theft.

5.3.4. Warehouse Storage Location Validation.

5.3.4.1. Purpose: To explain warehouse storage location validation procedures. For

guidance specific requirements refer to AFI 23-101 and for IT references use AFH 23-

123.

5.3.4.2. The accurate storage and control of assets is essential to inventory control and

accuracy. Warehouse location validations are conducted to: 1) verify the asset is stored in

the warehouse location stated on item record, 2) ensure all records indicating a

serviceable balance are assigned a warehouse location, and 3) identify those records

having duplicate warehouse locations.

5.3.4.3. Warehouse Validation Schedule. Warehouse personnel are required to prepare a

warehouse location validation schedule each fiscal year to ensure all assigned locations

are validated annually. Note: Do NOT count balances when conducting annual

validations.

5.3.4.3.1. Scheduling Warehouse Location Validations. The validation program is

scheduled and performed based on the location of items in the warehouse (warehouse

location sequence). Additional validation selections are provided to fulfill the

requirements of local management (e.g., classified, sensitive, and pilferable). These

additional selections do not satisfy the normal requirements for validation.

AFMAN 23-122 27 OCTOBER 2020 169

5.3.4.3.2. Coordination of Activities. The LRS/CC will ensure Inventory Section and

warehouse personnel coordinate closely during the preparation of the warehouse

location validation and inventory schedules. (T-1). The storage activity will complete

scheduled validations 10 workdays prior to the start of an inventory cycle. (T-1).

5.3.4.3.3. Copies of the Location Validation Schedule. The Asset Management

Section will receive copies of the warehouse location validation schedule from each

warehouse activity assigned to Asset Management and provide to the appropriate

stock rooms, Inventory section, and other section/element(s) as required. All

recipients of the warehouse location validation schedule will retain it until replaced

by or superseded with a new schedule. (T-2).

5.3.4.3.4. Satellite Accounts. The warehouse location validation for satellite accounts

is scheduled and conducted by warehouse personnel responsible for their respective

satellite accounts.

5.3.4.4. Validation File Listing. ILS-S Warehouse Management, Location Validation

function is the primary IT tool for validations. One day before the start of the validation,

warehouse personnel will request the warehouse validation listing using applicable IT

system. Refer to ILS-S User’s Manual for the parameter format. The Warehouse Location

Validation program writes images to a location-validation database and prints the images

on the Validation File Listing in warehouse location sequence.

5.3.4.5. Warehouse Location Validation Processing. Warehouse personnel compare the

stock number displayed on the bin label with the stock number on the property tag of the

item in the bin location. Note: Warehouse personnel will open all containers for

controlled materiel (NWRM, classified, sensitive, and pilferable) and physically verify

that the item matches the stock number on the property tag and bin label. (T-1). Materiel

in a location must be identified/tagged. Refer to AFI 23-101 for specific marking/tagging

guidance.

5.3.4.6. Processing Warehouse Location Validation Discrepancies.

5.3.4.6.1. Stock number on property does not match stock number listed on the bin

label. Warehouse personnel will take the following actions:

5.3.4.6.1.1. Process a stock number inquiry in the applicable IT system to

determine if location exists and was accidently put in the wrong location. Note: If

applicable IT systems are unavailable, research using the Stock Number User

Directory (SNUD), warehouse location change suspense files, or the Daily

Document Register.

5.3.4.6.1.1.1. If warehouse location is assigned, then move to correct location.

5.3.4.6.1.1.2. If warehouse location is not assigned, process a warehouse

location change (FCS) to assign one. Refer to AFH 23-123, for processing

instructions.

5.3.4.6.1.1.3. When the inquiry indicates a zero (0) balance, prepare a request

for special inventory. Enter the location of the property on the request, and

then forward it to the Inventory Section, see Special Inventory Interrogation

Input (1GP) in AFH 23-123, for the format.

170 AFMAN 23-122 27 OCTOBER 2020

5.3.4.6.1.1.4. When the inquiry rejects because the item record is not loaded,

warehouse personnel will get with Customer Support to load the item record,

then process a warehouse location change to assign location, and finally

process a request for special inventory.

5.3.4.7. Stock in bin/location for which no warehouse location has been assigned.

Warehouse personnel first check the warehouse location change suspense file and the

“Serviceable Balance - No Location” Listing to see if a warehouse location is being

loaded.

5.3.4.7.1. When a location is being loaded, prepare a slip to indicate the bin has been

validated.

5.3.4.7.2. When the locator file indicates another location, move the stock to the

proper location.

5.3.4.7.3. When failing to resolve the problem using either of the methods above,

then prepare a request for special inventory. Annotate the location on the inventory

request, and place a copy in the bin.

5.3.4.8. Zero Balance/Zero Demand Level Listing. A listing of locations assigned to item

records with a zero (0) serviceable balance, a zero (0) demand level, and date of last

transaction (DOLT) equal to or greater than 30 days, will be requested using the

appropriate option. Note: Program control will not select “dead” locations with the above

conditions when any of the following detail records are linked to the item record: Due-in

detail, due-in from maintenance detail, due-in from maintenance (DIFM) unserviceable

detail, supply point detail, war reserve materiel (WRM)/ in place readiness spares

package (IRSP) spares detail, and WRM/wartime consumables distribution objective

(WCDO) spares detail. Warehouse personnel will physically verify each location

identified on the list to ensure the location is empty.

5.3.4.8.1. When the location is empty, warehouse personnel may delete the location.

See Warehouse Location Load/Change/Delete (FCS) input transaction in AFH 23-

123 for specific ILS-S information and processing. Remove the bin label from the

location after the location has been deleted.

5.3.4.8.2. When any stock remains in the bin, process a request for special inventory

and forward it to Inventory.

5.3.4.9. Serviceable Balances with No Warehouse Location. ILS-S Warehouse

Management, “Locations/Validation” function is the primary IT tool for managing

serviceable balances with no location. Items with serviceable balances and no warehouse

location must be assigned a location no greater than 3 duty days from the date of last

transaction (DOLT). (T-2). Items not assigned locations within the timeframe will be

reported to Materiel Management Flight Leadership. See the ILS-S User’s Manual or

refer to for the Serviceable Balance No Location Listing.

5.3.5. Warehouse Change Documents.

5.3.5.1. Purpose: To explain warehouse change document procedures process. For

guidance specific requirements refer to AFI 23-101 and for IT processes refer to AFH 23-

123.

AFMAN 23-122 27 OCTOBER 2020 171

5.3.5.2. Certain ILS-S transactions will automatically cause the generation of warehouse

change documents. These transactions are item record indicative data changes, unit of

issue changes, and controlled item code changes.

5.3.5.3. Processing Warehouse Change Documents. Transactions that will cause the

automatic generation of a warehouse change document are:

5.3.5.3.1. Item Record Indicative Data Changes. When an item record indicative data

change input changes a stock number, system designator, or ERRCD. Note: A

warehouse change document will NOT be produced when the FIC input changes only

the last two positions of the national stock number (positions 14-15). It is, NOT

necessary to keep positions 14-15 of the national stock number current on external

tags, bin labels, etc. The 13-digit national stock number is the basis for ILS-S

transactions on these items.

5.3.5.3.2. Unit of Issue Changes. Refer to Warehouse Change Document in AFH 23-

123, for the output format.

5.3.5.3.3. Controlled Item Code Changes. Refer to Warehouse Change Document in

AFH 23-123, for the output format.

5.3.5.4. Receipt of Warehouse Change Documents. Warehouse personnel must process

warehouse change documents as quickly as possible. (T-1). Upon receipt of warehouse

change documents, warehouse personnel will do the following:

5.3.5.4.1. Update Labels, Tags, and Listings. Change the applicable data on bin

labels, property tags, locator listing (Stock Number Directory), etc.

5.3.5.4.1.1. Shelf Life and Issue Exception Code Changes. The ILS-S program

control prints the shelf life code and issue exception code. When applicable,

warehouse personnel will use this data to update external files.

5.3.5.4.1.2. Unit of Issue Change affecting zero balances. When a unit of issue

change results in a zero balance (e.g., EA changed to DZ) and there is an

insufficient quantity on hand (5 EA to 0 DZ) to show a balance, warehouse

personnel must coordinate with Customer Support to decide if the item is critical

or in short supply locally. When plausible local management may choose create a

(-1) NSN and adjust records to reflect the appropriate quantity. Note: Local

management may request to Free Issue the remaining (-1) NSNs to a known local

user if there are no anticipated future demands. See paragraph 5.2 for Free Issue

processing.

5.3.5.4.1.3. Pricing. Ensure pricing has been updated to reflect new converted

unit of issue. (Example: unit price for 1 EA equals $1, when converted to DZ the

new unit price should increase). If the warehouse change price is in question,

contact Customer Support for correction.

5.3.5.4.2. Relocate Property. Relocation may be necessary when the following occur:

172 AFMAN 23-122 27 OCTOBER 2020

5.3.5.4.2.1. Changed Controlled Item Code. The Materiel Management Flight

Commander or Superintendent must approve any relocation of the property

caused by controlled item code changes by signing the warehouse change

document. (T-1).When changing from classified to unclassified, warehouse

personnel must verify the change to the controlled item code originated through

the stock number user directory (SNUD). (T-1). When the change did not

originate through SNUD, warehouse personnel process a controlled item code

change input to reinstate the previous controlled item code stated on the

warehouse change document. When the change was received through SNUD, it

should be valid. When the Materiel Management Flight Commander or

Superintendent believes the change compromises security, warehouse personnel

immediately ask Customer Support to validate the controlled item codes. In the

meantime, the property remains in secure storage.

5.3.5.4.2.2. Consolidating Stock Numbers/Unit of Issue. When warehouse change

documents require consolidation due to stock number merge or unit of issue

conversions. Ensure material correctly matches quantity and stock number

changes.

5.3.5.4.3. Coordinate with Inspection. Coordinate with Inspection when property

requires inspection.

5.3.5.4.4. DD Form 1348-1A. Initial and date block 27 of the DD Form 1348-1A and

then forward the original to Document Control.

5.3.5.5. Daily Document Register. The Daily Document Register contains entries for 1)

inputs that recorded a deleted warehouse location against the item record, and 2) item

record indicative data changes, unit of issue changes, and controlled item code changes

that recorded an unserviceable detail record for an item.

5.3.5.5.1. Warehouse personnel must verify the Daily Document Register for

transactions daily. (T-1).

5.3.5.5.1.1. Deleted Item Record Entries on the Daily Document Register.

Deleted item record entries on the Daily Document Register are arranged

sequentially by location. Central Storage personnel must verify all locations. (T-

2).

5.3.5.5.1.2. When the location is empty, remove or obliterate the bin label and

cross out the corresponding entry on the locator listing.

5.3.5.5.1.3. When the location contains property, prepare a request for special

inventory and forward it to Inventory. Enter the location of the property on the

request for special inventory but do not cross out the corresponding entry on the

locator listing (although this may be annotated to indicate that the item record was

deleted).

AFMAN 23-122 27 OCTOBER 2020 173

5.3.5.5.2. Item record indicative data changes, unit of issue changes, and controlled

item code changes that recorded an unserviceable detail record. They are arranged

sequentially by document number, which will have activity code R, organization code

920, and shop code RW. Entries indicate changes to stock number, system

designators, and ERRCD. Any changes to controlled item codes or unit of issue refer

to procedures listed in this section.

5.3.5.5.3. Destroy daily document register once all actions have been completed.

Should any subsequent research be necessary, use the Daily Document Register

maintained by Document Control. The LRS/CC signature is not needed on the portion

of Daily Document Register processed by warehouse storage personnel.

5.3.6. Individual Protective Equipment Element.

5.3.6.1. Purpose: To explain the individual protective equipment element procedures

process. For guidance specific requirements refer to AFI 23-101 and for IT processes

refer to AFH 23-123 or the mobility IT system handbook.

5.3.6.2. General Discussion: Individual Protective Equipment (IPE) Element involves

managing all General Purpose (A-Bag), Cold/Extreme Cold Weather (B-Bag), Chemical

Biological, Radiological, Nuclear equipment (CBRN) (C-Bag) components, and other

assets identified by AFMC.

5.3.6.3. Individual Protective Equipment actions:

5.3.6.3.1. Issuing assets:

5.3.6.3.1.1. IPE personnel will ensure members verify NSN, contract/lot number,

serial number (when applicable), cage code (when applicable) and quantities

issued prior to signing the mobility IT system generated AF Form 1297 (hand

receipt).

5.3.6.3.1.2. If the mobility IT system or HHTs are not immediately available, use

AF Form 1297 when issuing assets. Reconcile and update AF Form 1297s in the

mobility IT system when it becomes available.

5.3.6.3.1.3. Shelf-life or Service life for items issued for deployment (based on

individual testing or current date of expiration) must extend beyond the duration

of the deployment. (T-1).

5.3.6.3.2. Turning In assets:

5.3.6.3.2.1. IPE personnel will verify all mobility items presented for turn-in

exactly match the customer hand receipt information (NSNs, contract/lot

numbers, serial numbers and quantities issued) prior to releasing the customer of

asset possession responsibilities.

5.3.6.3.2.2. When items are turned-in at a different base (account) than issued,

the base (account) to which the items are returned shall process the asset returns,

clear hand receipts as applicable, and assume stock accountability responsibilities

for the returned items.

174 AFMAN 23-122 27 OCTOBER 2020

5.3.6.3.2.3. Items missing or damaged; annotate AF Form 1297, identify to

member which missing or damaged items they are still responsible for. If

required, the member’s commander will initiate an investigation as addressed in

DoD 7000.14-R for additional information. Initiate restitution actions for

contractors with the Contracting Squadron.

5.3.6.3.2.4. IPE personnel will review, validate, and update overdue assets

monthly. (T-1). Use mobility IT system to pull listing. If assets are not returned

after 10 days from the member’s return date IPE personnel must:

5.3.6.3.2.4.1. Contact member’s Unit Deployment Manager (UDM) to

determine if member has been extended, if so update mobility IT system AF

Form 1297 with new return date. (T-1).

5.3.6.3.2.4.2. Provide LRS/CC status of overdue returns. The LRS/CC will

notify the member’s unit commander in writing for action on the 15th duty

day. (T-1). Note: Actions also apply to government civilians and contractors.

5.3.6.3.3. Authorizations:

5.3.6.3.3.1. IPE personnel will coordinate with the applicable Logistics Plans

office to ensure authorizations and adjustments are validated/received annually.

(T-2).

5.3.6.3.3.2. Stock levels for Regular Air Force (RegAF) installations are

calculated in accordance with guidance in AFI 23-101, Air Force Materiel

Management, and include all assigned AF host, tenant and geographically

separated units unless host tenant support agreement states otherwise.

5.3.6.3.4. Shelf-Life Assets:

5.3.6.3.4.1. CBRN Shelf-Life. AF Civil Engineer Center, Emergency

Management (AFCEC/CXR) is the AF shelf life manager for CBRN IPE assets.

AFCEC/CXR is responsible for shelf life management policy guidance and

surveillance testing of CBRN mobility equipment.

5.3.6.3.4.2. The Joint Acquisition CBRN Knowledge System-Reporting

Warehouse (JACKS-RW) provides shelf life updates via message to the mobility

IT system PMO. AFCEC/CXR provides assistance to A4LR/A4CX and the

MAJCOMs concerning serviceability, authorizations, and disposition of CBRN.

5.3.6.3.4.3. Shelf life updates will be automatically updated to the web-based

version of the mobility IT system.

5.3.6.3.4.4. Extension data will be updated for all assets in accordance with

Shelf-Life Item Control.

5.3.6.3.4.5. Condition code “J” and “H” assets must be stored separately and

clearly identified from operational assets. Timeframes by which materiel may be

suspended is per DoDM 4140.27, Vols. 1-2. MAJCOMs contact AFMC/A4RM

when CBRN asset(s) are placed in “J” status. AFMC will coordinate with

AFCEC/CXR, to provide disposition instructions within 90 days through the

Defense Accountability Reutilization and Disposal Program.

AFMAN 23-122 27 OCTOBER 2020 175

5.3.6.3.4.6. Assets with expired shelf life will be used for training in accordance

with AFI 10-2501 with MAJCOM/A4R approval. (T-2). Units will Assets with

expired shelf life will be used for training in accordance with AFI 10-2501 with

MAJCOM/A4R approval. (T-2). Request disposition instructions from

MAJCOM/A4R for assets with expired shelf life.

5.3.6.3.5. Equipment Decontamination Kits:

5.3.6.3.5.1. The equipment decontamination kit (M-295) will NOT be removed

from the original packaging in accordance with DoDM 4140.27, Vols. 1-2. (T-0).

5.3.6.3.5.2. M-295 kits can be extended, pending testing, in accordance with

configuration manager protocols and can be reissued upon visual inspection.

5.3.6.3.5.3. Sealed M295 boxes shall not be opened until M295 kits are required

for operational needs. When a sealed box of 20 M295 kits is opened, IPEE shall

re-identify all 20 of the M295 kits from the opened box to a new (LL) NSN

(6850-LL-357-8456) via the Mobility IT System. Relocate stock to an already

existing location for the “LL” number or if required create a new warehouse

location.

5.3.6.3.6. Protective Masks:

5.3.6.3.6.1. The Joint Service General Purpose Mask (JSGPM) M50 will be

maintained in the mobility IT system by LRS. Stock numbers and serial numbers

will be loaded for the JSGPM M50 mask. Serial number data must be entered

exactly as written on item including all dashes/slashes or spaces/characters. The

M50 mask uses the M-61 canister set. The canister set will be maintained in the

mobility IT system and loaded by stock number, contract and lot number, Date of

Manufacture, and Date of Expiration.

5.3.6.3.6.2. The Land Warrior Mask (M45) is an extra-small mask used only for

hard to fit personnel and will be maintained in the mobility IT system. The M45

will be loaded by stock number. The M45 mask uses the C2A1 canisters. The

canisters will be maintained in the mobility IT system and loaded by stock

number, contract and lot number, Date of Manufacture, and Date of Expiration.

5.3.6.3.6.3. IPE personnel shall store, clean, inspect, and document inspections

per applicable technical orders/manuals. (T-1). Modified or non-operational

masks used for training are not authorized. (T-1).

5.3.6.3.6.4. 635 SCOW ensures requisition exception (REX) code 4 is loaded to

all protective masks and mask component parts. (T-1).

5.3.6.3.6.5. Gas masks will not be stored in the C bag. In addition, long-term and

short-term storage of masks will follow technical orders/manuals.

5.3.6.3.6.6. For, Joint Service General Purpose Mask (JSGPM), Date of

Manufacture is reflected on lot number combination on filter ring mount of mask;

in-lieu of DOM on rubber mask medallion.

5.3.6.3.6.7. Mask Support Kits are optional and are not mandatory UTCs.

5.3.6.3.7. Protective Mask Leak Test:

176 AFMAN 23-122 27 OCTOBER 2020

5.3.6.3.7.1. LRS/Materiel Management Activity will monitor gas mask leak test

schedule to ensure all masks are maintained in accordance with T.O. 14P4-20-1.

JSMLT mask inspections will be documented on the DD Form 1574 and in the

mobility IT system.

5.3.6.3.7.2. Perform an initial physical inspection of the JSGPM protective masks

upon receipt from the manufacture.

5.3.6.3.7.3. The date of manufacture on the JSGPM protective mask serves as the

initial mask leak inspection date.

5.3.6.3.7.4. The Joint Service Mask Leakage Tester (JSMLT) will be used to leak

test the protective masks. The operator will conduct proper preventive

maintenance checks and services (PMCS) per T.O. 14P4-20-1. PMCS ensures

that the operator is performing inspections and maintaining the mask. Note: The

JSMLT will not be used as a mask fit test machine.

5.3.6.3.7.4.1. JSMLTs will be maintained by the LRS/Materiel Management

Activity and accounted for on a CA/CRL.

5.3.6.3.7.4.2. LRS/Materiel Management Activity trainers will conduct

JSMLT refresher training through in-house training. (T-2).

5.3.6.3.7.4.3. Air Force Mask Inspection and Repair Program (AFMIRP) and

JPEO-CBRND Enterprise Fielding and Surveillance (JEFS). Units

participating in AFMIRP must maintain a JSLMT capability to support

possible unscheduled testing of M50 masks. (T-2).

5.3.6.3.8. Inventories:

5.3.6.3.8.1. IPE personnel will coordinate with inventory personnel to ensure all

mobility assets are inventoried annually, at a minimum. (T-1). The mobility asset

inventory is included on the annual inventory schedule prepared and conducted by

the Inventory Section.

5.3.6.3.8.2. IPE personnel will perform the warehouse validation prior to the

inventory.

5.3.6.3.8.3. Use reports from the mobility IT system as source documents to

conduct annual inventories. Inventory personnel will use the inventory capability

within the mobility IT system to document and complete inventories. Adjustments

will be reflected in the mobility IT system.

5.3.6.3.8.4. IPE personnel will provide a written report with a list of all inventory

adjustments signed by the Materiel Management Flight Officer to the Inventory

Section upon completion of inventories. Inventory will brief the LRS APO during

the monthly M10 review. File all inventory source documents in Document

Control in accordance with AF Records Information Management System

(AFRIMS). (T-1).

5.3.6.3.9. Inspections:

5.3.6.3.9.1. Conduct IPE inspections in accordance with the applicable item TO.

AFMAN 23-122 27 OCTOBER 2020 177

5.3.6.3.9.2. Physically inspect returned assets prior to processing into the

mobility IT system.

5.3.6.3.10. CBRN Training Assets:

5.3.6.3.10.1. Physically separate training assets from operational assets and

visibly mark in accordance with AFI 10-2501.

5.3.6.3.10.2. LRS/Materiel Management Activity has the option to bulk issue to

units and individuals.

5.3.6.3.11. Redistribution:

5.3.6.3.11.1. AFMC will produce redistribution plans for all mobility IPE assets.

5.3.6.3.11.1.1. AFMC will direct redistribution of centrally funded assets and

coordinate redistribution plans with MAJCOMs for concurrence on non-

centrally funded assets.

5.3.6.3.11.1.2. MAJCOMs will provide redistribution plan guidance to

respective IPE Elements.

5.3.6.3.11.2. MAJCOMs may initiate redistribution of serviceable excess assets

and expired training assets when needed. MAJCOMs will coordinate with AFMC

prior to disposing of excess assets or authorizing out of cycle redistributions.

5.3.6.3.11.3. AFMC centralized funding will support all CBRNE/IPE asset

shipping costs for enterprise management.

5.3.6.3.12. For Individual Body Armor (IBA):

5.3.6.3.12.1. IBA includes torso extremity protection, small arms protective

inserts, and ballistic head protection. IBA will be maintained in mobility IT

system. Note: IBA for Battlefield Airman and Special Tactics Operation Forces

will be maintained in accordance with AFPD 10-35, Battlefield Airmen.

5.3.6.3.12.2. Enhanced Small Arms Protective Inserts (ESAPI). The NSN, noun,

cage code, and lot number will be loaded and maintained in the mobility IT

system.

5.3.6.3.12.3. Enhanced Side Ballistic Inserts (ESBI). The NSN, noun, cage code,

and lot number will be loaded and maintained in the mobility IT system.

5.3.6.3.12.4. Only Air Force approved torso extremity protection materiel

solutions with serviceable ESAPI and ESBI inserts which meet Level-4 ballistics

protection are issued to deploying personnel.

5.3.6.3.13. IBA and Protective Insert Training Assets:

5.3.6.3.13.1. Unserviceable IBA are authorized to be used for training and will be

visibly marked in accordance with the applicable T.O. (T-1). Unserviceable IBA

will be turned into DLADs in accordance with DEMIL instructions when training

use is no longer viable or not needed.

5.3.6.3.13.2. Training assets must be physically maintained separately from

operational assets and visibly marked per applicable TO.

178 AFMAN 23-122 27 OCTOBER 2020

5.3.6.3.13.3. LRS/Materiel Management Activity has the option to bulk issue to

units and /or individuals.

5.3.6.3.14. IPE Element personnel must take corrective action on all the mobility IT

system errors. (T-1). This will foster accurate accountability.

5.3.6.3.15. The Mobility IT System is mandatory for all record maintenance of IPE

assets unless otherwise excluded in guidance.

5.3.6.3.16. Funding Sustainment

5.3.6.3.16.1. For RegAF, AFMC will conduct an analysis to develop an annual

budget for IPE assets.

5.3.6.3.16.2. When funding is received, AFMC will develop an execution plan to

procure RegAF enterprise requirements.

5.3.7. Supply Point Management.

5.3.7.1. Purpose: To explain supply point unique management procedures. For guidance

specific requirements, review AFI 23-101 and for IT reference use AFH 23-123.

5.3.7.2. Supply Points are additional warehouses located within or next to the supported

activities.

5.3.7.3. Supply Point Establishment/Change Requests.

5.3.7.3.1. Organizations desiring to establish or change a supply point must submit a

list of requested items to the LRS/Materiel Management Activity, Flight Service

Center element. This list shall include the following item information: stock number,

part number, and nomenclature, end item application (e.g., weapon system, end item,

or equipment), quantity desired, and identify if functional check is required for the

assets. The following items are authorized on a supply point:

5.3.7.3.1.1. Any item of supply, except for equipment items (ERRCD ND*/NF*)

and items assigned Numeric Parts Preference Codes (NPPC) 4 or 9.

5.3.7.3.1.2. Buildup items. The individual XD2/XF* components of buildup

items will be identified and accounted for separately on supply point detail

records. Expendable items (XB3) required for a buildup item do not need to be

accounted for separately. Expendable items can be obtained by submitting normal

issue requests.

5.3.7.3.1.3. Launch kits.

5.3.7.3.2. Once an item is selected for addition, all authorized interchangeable

(substitute) items must also be stocked in the supply point.

5.3.7.3.3. Upon receipt of the supply point establishment/change request, the Flight

Service Center will:

AFMAN 23-122 27 OCTOBER 2020 179

5.3.7.3.3.1. Verify authorized items and quantities that have been requested. (T-

1). The quantity of an item stocked in a supply point is based upon the demand

data of the organizations using the supply point (except for XB3 items). Items

used by more than one organization can be stocked in a supply point; however,

care must be taken to ensure all base users are adequately supported.

5.3.7.3.3.2. Sole Users. When only one organization uses the item, the total

authorization of the base’s operating stock may be kept at the supply point (when

space allows). In this case, supply point personnel will receive, store, and issue

property in the same manner as central storage personnel.

5.3.7.3.3.2.1. Multiple Users. When there is more than one user of the item,

only a portion of the base’s operating stock will be stored in the supply point

for each supported organization. In this case, the balance maintained in each

supply point will be recorded on a supply point detail for each organization.

5.3.7.3.3.3. Verify supply point requests are supported by positive Requisitioning

Objectives (RO). (T-1). This can be accomplished by processing individual item

record inquiries or a LIMS-EV script to ascertain base asset position. When RO is

insufficient to support supply point request, the Flight Service Center direct the

customer to prepare and submit an ASL. Failure to submit the ASL could delay

supply point support. See paragraph 2.2 for ASL request submission

instructions. Non-Airborne Communications-Electronics (C-E) XD2 items (to

include space, weather and missile system assets) do not require the documented

request for a special level. See paragraph 2.2 for procedures on establishing Low

Density Levels for C-E XD2 items.

5.3.7.3.3.4. Forward supply point requests which include Economic Order

Quantity (EOQ) items (ERRCD XB3) to the Materiel Management Flight

Commander for approval. (T-1).

5.3.7.3.3.5. For all new supply point establishment requests, coordinate addition

of a new delivery destination record with the Customer Support Liaison Element.

Shop codes for all supply point activities must have a corresponding delivery

destination record loaded to ensure correct delivery. For supply point activities

not located on the supporting base or satellite, the off-base indicator must be used

when loading a delivery destination. When this indicator is used, the ILS-S

produces a transportation copy of issue or release document. The off-base

indicator will be blank for those activities serviced by the supporting base or

satellite Documented Cargo. See Delivery Destination Record Load, Change, Or

Delete (1DE) in AFH 23-123 for delivery destination input format and processing

procedures.

5.3.7.3.3.6. Add/change/delete Supply Point Detail Records. Assets maintained in

supply points will be accounted for and controlled on supply point detail records.

See Supply Point Detail Load/Change/Delete/Inquiry (FSP) in AFH 23-123, for

specific ILS-S information and processing.

180 AFMAN 23-122 27 OCTOBER 2020

5.3.7.3.3.7. Submit requests to produce the Supply Point Listing and bin labels.

See Supply Point Listing (Q13/NGV875) in AFH 23-123, for specific ILS-S

information and processing instructions. For specific information on bin labels,

refer to the ILS-S User’s Manual. Provide a copy of the listing and bin labels to

the supply point monitor. Maintain one copy of the Supply Point Listing in the

Flight Service Center.

5.3.7.4. Asset Accountability. The LRS/Materiel Management Activity maintains

accountability of supply point assets in ILS-S.

5.3.7.4.1. The supported organization’s supply point monitor is responsible for the

overall management and control for those supply point within their possession, to

include: assist LRS/Materiel Management Activity personnel during scheduled

inventories, maintain supply discipline when ordering assets from the supply point,

ensuring assets in supply points are serviceable inventories, and provide secure space

and facilities to store supply point assets.

5.3.7.5. Stocking and Replenishing Supply Points.

5.3.7.5.1. Issues (Transfers) to Supply Points. The issue of stock to a Supply Point is

a transfer of stock from one warehouse location to another. No usage or demand data

will be updated. When Supply Points are established or changed, the issue interface

can be used to automatically request transfers of stock to the Supply Point. IT

procedures outlined in Customer Issue Request (ISU/MSI) Transaction Mark-For

Field Data Requirements in AFH 23-123.

5.3.7.5.2. Issues From Supply Points. All issues from a supply point are over-the

counter. When a demand is placed on the supply point and the item is available,

supply point personnel will select the item from the location and prepare an MSI

request. If ILS-S access is available at the supply point, the MSI document will be

returned to the input terminal so the recipient's signature can be obtained. Supply

points operating without an ILS-S terminal (or with an inoperable terminal) will

prepare MSI requests as degraded operations. The supply point monitor will forward

all documentation to the Flight Service Center for processing and to ensure proper

document control actions are taken. (T-2). See Issue From Kit (MSI) Processing

Instructions and Transaction Format in AFH 23-123, for detailed supply point

processing and documentation preparation.

5.3.7.5.3. Turn Around Processing In Lieu of Issue Requests. Turn around

procedures may be used in lieu of processing issue requests to record demand data for

fast moving items in supply points. When turnaround procedures are used, the supply

point detail Date of Last Transaction (DOLT) is not updated. See Maintenance

Turnaround Processing in AFH 23-123, for turnaround processing and TO 00-20-3,

Maintenance Processing of Reparable Property and the Repair Cycle Asset Control

System for additional information, for additional information.

AFMAN 23-122 27 OCTOBER 2020 181

5.3.7.6. Transfers of Items between Supply Points. One supply point may issue items to

another. First, a return (TRIC TIN with TEX code 8) from the losing supply point must

be processed to prevent due-outs from being released. See Recoverable Item Turn-In

Request (TIN) in AFH 23-123, for return processing. Secondly, a forced due-out release

(TRIC DOR with TEX code 3) will be processed with the gaining supply point’s due-out.

See Forced Due-Out Release (DOR) Input Transaction in AFH 23-123.

5.3.7.7. Returns to a Supply Point from Maintenance. Returns (TRIC TIN) to a supply

point from maintenance will be completed, as outlined in AFH 23-123, Recoverable Item

Turn-In Request (TIN). Supply points will only accept returns when the property is

serviceable and required to satisfy existing due-outs.

5.3.7.8. Supply Point Reconciliation.

5.3.7.8.1. Semiannual reconciliations of all supply points are mandatory. More

frequent reconciliations are recommended when warranted by the volume of changes.

One of the semiannual reconciliations will be accomplished at the same time as the

annual supply point inventory. See paragraph 5.7 for more information on

inventorying supply points. Reference AFI 21-101 for additional information.

5.3.7.8.2. A Supply Point Listing will be used to perform the reconciliation. IT

Reference, Supply Point Listing (Q13/NGV875), in AFH 23-123. The supported

supply monitor(s) will perform a physical count to verify the balances. All items and

requirements on the listing will be verified, to include:

5.3.7.8.2.1. Balance Discrepancies. When the physical on-hand balance does not

match the quantities on the Supply Point Listing, discrepancies will be reconciled

according to the inventory procedures in paragraph 5.7

5.3.7.8.2.2. Verified Excesses. The supply point monitor will complete an AF

Form 2005, Issue/Turn-In Request, and return verified excesses to the Flight

Service Center.

5.3.7.8.2.3. Items Less than the Authorization. When the reconciliation shows the

total items are less than the authorization plus due-outs, the Flight Service Center

will verify the RO is still sufficient to support the supply point’s authorized

quantity. When RO is sufficient, Flight Service Center will process issue requests

to establish due-outs or create issue release. The Flight Service Center may use

the issue transactions produced by the Supply Point Listing or manually process

issues. If RO is not sufficient to support authorized quantity, follow the Supply

Point Management procedures in this manual, or the assets will be returned to

Flight Service Center and supply detail reduced for discrepant quantity.

5.3.7.9. Operating Supply Points with Buildup Items.

5.3.7.9.1. Transaction Notification. Each time a buildup item (or components) is

removed from the supply point to replace a like item (removed from an end item), the

organization responsible for the supply point items will notify the LRS/Materiel

Management Activity of the transaction. An issue from the supply point or a

turnaround will be processed for each component. When issue procedures are used,

demand code R or N will be used to establish DIFM accountability.

182 AFMAN 23-122 27 OCTOBER 2020

5.3.7.9.2. Clear the DIFM. After the item is restored (repaired and built up) by

Maintenance, the asset will be placed back in the supply point’s stock and a

paperwork return (TRIC TIN) for each component will be processed to clear the

outstanding DIFM details.

5.3.7.9.2.1. After the return is processed, a paperwork transfer to the supply point

will be processed to reduce the serviceable on-hand balance and restore the supply

point on-hand balance.

5.3.7.9.2.2. When the item is returned to the LRS/Materiel Management Activity

for Not Reparable This Station (NRTS)/condemned action, normal DIFM return

procedures will apply.

5.3.7.9.3. MICAP Requirements for Buildup Items. Supply points will release

buildup items to satisfy the MICAP requirement of another activity when no other

items are available to satisfy the redistribution order and AFMC directs the shipment.

Maintenance personnel will ensure the item is broken down (into separate

components) prior to release.

5.3.7.9.4. LRS-Operated Buildup Supply Points. When the LRS/Materiel

Management Activity manages the buildup supply point (instead of Maintenance),

short term (10 days or less) hand receipts will be used to control the items while they

are physically in Maintenance undergoing buildup. LRS/Materiel Management

Activity will coordinate with Maintenance to minimize the amount of time an item is

in buildup. When hand receipts are in excess of 10 days, conduct a daily revalidation

with Maintenance until they are cleared. Do not use DIFM procedures to control the

items during buildup because they will cause erroneous ILS-S reporting.

5.3.8. Selecting Assets for Issue, Shipment, or Transfer (Normal, Warehouse Refusal, Zero

Balance Validation).

5.3.8.1. Purpose: To explain how to select assets for an issue, shipment, or transfer. For

guidance specific requirements refer to AFI 23-101 and for IT reference use AFH 23-123.

5.3.8.2. When a request will be satisfied by assets that are in stock, a movement

document will be produced. Warehouse personnel will take immediate action to move the

assets from stock for delivery to the customer or cargo movement.

5.3.8.3. Selecting Property for Issue. Take the following steps to ensure that correct

property is selected:

5.3.8.3.1. Go to the location indicated on the movement document/label or prompted

on Asset Management HHT.

5.3.8.3.2. Ensure the bin label matches the information on the issue document or use

Asset Management HHT to scan/enter bin label data.

5.3.8.3.2.1. Ensure that the stock number and unit of issue on the property are

correct or use Asset Management HHT to scan/enter NSN and Unit of Issue data.

5.3.8.3.2.2. For Shelf-life and Elastomeric items, select the oldest dated item in

location to ensure proper stock rotation. Exception: Select the newest dated item

to issue from Readiness Spares Packages.

AFMAN 23-122 27 OCTOBER 2020 183

5.3.8.3.3. Select the quantity indicated on the document or use Asset Management

HHT to scan/enter quantity selected.

5.3.8.3.4. Ensure issue exception processing is accomplished when applicable. For

example, random length (IEX code 4 – sheet metal, tubing, fabric, etc.) sometimes

requires quantities to be issued in one continuous length.

5.3.8.3.5. Sign and date block 22 of the movement document to show that the

property was pulled or complete the pull using the Asset Management HHT, which

documents the same action.

5.3.8.3.6. Use Asset Management HHT to annotate the movement of the property for

delivery to the customer.

5.3.8.3.7. Move the property and document for delivery to the customer.

5.3.8.4. Asset Selection Problems. The two most common problems that may occur

when assets are being selected from stock are: 1) the warehouse location stated on a

document is either empty or does not contain sufficient assets to fill the request; 2)

documents indicate the on-hand balance was reduced to zero but assets remain in stock.

5.3.8.4.1. Warehouse Refusals. A warehouse refusal occurs when the warehouse

location stated on an issue or shipment document is either empty or does not contain

enough quantity to fill the request. In this situation, take the following steps to ensure

the item is not misplaced in the warehouse:

5.3.8.4.1.1. Fill the request from a reserve location (if applicable).

5.3.8.4.1.2. Check adjacent locations to see if the item might have fallen into the

adjacent location or was stored in the wrong location.

5.3.8.4.1.3. Check the same and adjacent locations in the bin rows on each side of

the one stated on the issue/shipment document.

5.3.8.4.1.4. Check the locator listing and FCS suspense file for a possible

warehouse location change.

5.3.8.4.1.5. Process a CTH inquiry to check for recent transactions (e.g., receipts,

returns, location changes). Check “Not Put Away” reports, Inbound Cargo,

Inspection, and the Flight Service Center to determine the location of missing

property.

5.3.8.4.1.6. When the assets are still not found, notify the warehouse or

stockroom supervisor. Supervisors will take action to verify the item is missing by

repeating all of the above procedures. When the assets are still not found the

warehouse or stockroom supervisor will:

184 AFMAN 23-122 27 OCTOBER 2020

5.3.8.4.1.6.1. Process the pull in the HHT and enter a quantity of “zero” and

Click “Deny” in the Asset Management Warehouse Refusal Report, these

steps will freeze the items record and move the Asset Management Record to

history and update the Temporary Location with “Moved to history. Reason:

Warehouse Refusal Denied.” When not using Asset Management, then stamp

all copies of the label/document WAREHOUSE REFUSAL (using 1/2 inch

block letters and red ink), sign copy 1 across the stamp, and write ASSIGN

TEX Code “P” beneath the stamp on the first copy.

5.3.8.4.1.6.2. When Asset Management HHT and ILS-S in unavailable,

process a special inventory request to freeze the item record using TEX Code

“P.” For IT reference see Special Inventory Interrogation Input (1GP), AFH

23-123, for format. Forward all copies of the refused document along with

special inventory output notice to the inventory control function.

5.3.8.4.1.6.3. If the issue is for a repair cycle item, prepare and process a due-

in from maintenance (DIFM) detail change input to load status “RFS” to the

DIFM detail. Refer to Due-In From Maintenance (DIFM) Updates in AFH 23-

123, for processing instructions.

5.3.8.4.1.6.4. Notify Customer Support of all warehouse-refused documents.

Note: Customer Support will notify AFMC if warehouse refusal is for a

shipment or Redistribution Order. (T-2).

5.3.8.4.1.6.5. When Inventory finds the asset. Retrieve the Asset Management

record from history or the DD Form 1348-1A from document control files.

Pull the asset and move to customer delivery.

5.3.8.4.2. Zero Balance Validation. To facilitate zero balance validation, the supply

system automatically identifies documents or transactions (ISU, BSU, DOR, SHP,

and A5J) that reduce the item record serviceable balance to zero. The phrase SER

BAL = 0 will be printed in either block W or block F on physical documents. Bench

stock issues (TRIC BSU) that reduce the item record serviceable balance to zero are

identified by a numeric zero in position 80. The individual validating the zero balance

will initial next to the zero balance phrase to indicate the check has been

accomplished. Note: ILS-S/AM processing stores user information on transaction

histories, a physical document is not required.

5.3.8.4.2.1. When stock remains, request a special inventory for the warehouse

location indicated on transaction. See Special Inventory Interrogation Input

(1GP), AFH 23-123, for inventory request format.

5.3.9. Directed and Non Directed Shipments.

5.3.9.1. Purpose: To explain base-initiated, non-directed shipment (SHP) procedures. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

AFMAN 23-122 27 OCTOBER 2020 185

5.3.9.2. General: AF bases can initiate shipments of supply (ERRCD XB3, XF3, and

XD2) and equipment (NF*/ND*) items when required. Base-initiated shipments can also

be used to ship assets when the application of “special shipment procedures” is required.

One common use of base-initiated shipments is base-to-base lateral support. (Note: Bases

are not authorized to initiate asset shipments to non-AF activities (such as other Services,

DLA, or GSA). Bases are not authorized to return serviceable AF managed assets back to

Air Logistics Complex’s using transaction SHP, bases should receive redistribution

orders (A2*) from the item manager. Bases will perform physical bare item inspection of

property (identaplate, engraving, decal, or label) to ensure: proper identification of asset

in accordance with MIL-STD-129, Military Marking for Shipment and Storage; and that

materiel shipped matches supporting documentation AFTO Form 350, Reparable Item

Tag and ILS-S records. (T-1).

5.3.9.2.1. Lateral requisition procedures allow for an ILS-S account to requisition

either stock replenishment or due-out requirements from another ILS-S account

provided there is a mutual agreement between the Supply activities. This form of

support can be for selected items or a full range of items. See AFI 23-101, Chapter 2,

for detailed information about lateral support policy for CONUS and OCONUS

bases. Note: Lateral support shipments are subject to the asset release rules detailed

in Lateral Support Requisitioning Procedures, High priority lateral support in AFH

23-123, and ILS-S User’s Manual.

5.3.9.2.1.1. The activity required to pay for lateral support transportation charges

are dependent on whether the asset being shipped is included within the Defense

Working Capital Fund (DWCF), or not and whether the asset is an Item Manager

directed shipment or not. Details are provided in AFI 65-601, Vol 1, Budget

Guidance and Procedures.

5.3.9.2.1.2. Processing a lateral support non-directed shipment (SHP) transaction

causes the ILS-S to output a DD 1348-1A, Issue Release/Receipt. Base logistics

personnel use the output release/receipt document to pick up (from the supply

warehouse location) and ship the redistributed asset. AFH 23-123 outlines

Nondirected Shipment (SHP) Output Format - DD 1348-1A.

5.3.9.2.2. Status for base-initiated shipments is programmatically passed to the base

receiving the redistributed asset by the ILS-S via supply status (AE*) transactions.

Additionally, the ILS-S at the receiving base programmatically initiates follow-up

action with the shipping base via DLMS EDI follow-up transactions. Refer to

paragraph 5.2 for additional information about supply status (AE*) and DLMS EDI

follow-up (AFC) transactions.

5.3.9.3. The ILS-S Manage Outbound Shipment process provides enhanced capabilities

for managing movements from initial shipment through Cargo Movement until the

receipt is processed at the gaining base. This capability focuses on ensuring outbound

shipments are planned, packaged and executed by Cargo Movement personnel within the

standard timeframes defined for the current Delinquent Shipment Listing process, and

that base shipments arrive at the proper destination in the correct quantity. Refer to ILS-S

User’s Manual for more information.

186 AFMAN 23-122 27 OCTOBER 2020

5.3.9.4. There are a number of circumstances where special procedures must be used to

generate base shipments.

5.3.9.4.1. For Non-Reimbursable Shipments.

5.3.9.4.1.1. Use of Advice Code and FREE SHPMNT Phrase. Stock Control

inputs advice code 2E when Funds Management has approved a request for

nonreimbursable shipment. When code 2E is input, the phrase FREE SHPMNT

will appear on the output DD Form 1348-1A shipping document.

5.3.9.4.1.2. When a request is received for a non-reimbursable shipment, AFMC

will:

5.3.9.4.1.2.1. Approve or disapprove the request.

5.3.9.4.1.2.2. File a copy of the request in suspense. The Funds Management

reviews this copy against the daily Free Issue and Credit Code Y Turn-Ins

Listing, Base Supply Surveillance Report D20/NGV821).

5.3.9.4.1.2.3. When the shipment is for a vendor-owned container, no further

action is required.

5.3.9.4.1.2.4. When the shipment was previously approved by Funds

Management, no further action is required.

5.3.9.4.1.2.5. When neither approval nor disapproval was obtained, AFMC

must record approval or disapproval on the listing. When the shipment is

approved, no further action is required. When the shipment is not approved,

AFMC will either attempt to stop the shipment, recover the shipping

document, reverse-post the transaction or re-input the shipment as a normal

reimbursable transaction together with personnel from base level Customer

Support/SMAG Liaison POCs to coordinate with Materiel Management

Flight/transportation activity and the shipment processing activity (AFMC or

LRS/Materiel Management Activity).

5.3.9.4.1.2.6. When a FREE SHPMNT cannot be aborted, the Funds

Management marks the listing as disapproved with comments indicating the

attempt to stop the shipment was unsuccessful. Before forwarding the original

request to Stock Control, Funds Management will sign and mark/stamp the

original to indicate whether the request was approved or disapproved.

5.3.9.4.1.2.7. When Funds Management returns the approved or disapproved

requests, Stock Control will process a SHP input for approved requests with

advice code 2E, or process a SHP input for disapproved requests without an

advice code.

5.3.9.4.2. Shipment of Serviceable Assets Direct from a Detail.

5.3.9.4.2.1. Use of Document Numbers. The detail document number must be

entered in positions 67-80 when serviceable assets are to be shipped from MSK,

supply point, MRSP, or WRM details.

AFMAN 23-122 27 OCTOBER 2020 187

5.3.9.4.2.2. Automatic Replenishment of Assets. The ILS-S automatically

initiates replenishment requisitioning for shipped MSK, supply point, MRSP, or

WRM assets unless the TEX code in position 51 of the shipment transaction

(SHP) contains a “+.”

5.3.9.4.3. Classified and Sensitive Item Shipments.

5.3.9.4.3.1. Release of Classified/Sensitive Items. Classified material will be

released only to individuals identified by the LRS APO as authorized to receive

classified material. When someone is to receive classified material, first check the

individual's military or civilian identification card and verify their identity.

Identity will be verified against approved classified authorization list/letter. Make

the identity check before the individual signs the DD Form 1348-1A and before

releasing the materiel.

5.3.9.4.3.2. Preparation of DD Form 1348-1A Hand Receipt. The ILS-S prepares

three copies of the DD Form 1348-1A for use as a hand receipt for directed and

non-directed shipments of classified/sensitive items (see AFH 23-123 for the

Classified Hand Receipt Output Format). Requirements for off- base shipment of

these items must contain one of the classified or sensitive controlled item codes

(listed in DoDM 4100.39).

5.3.9.4.3.2.1. Asset Management personnel will stamp or write CLASSIFIED

ITEM in red ink on all copies of DD Form 1348-1A when a shipment (FTR,

A2*, A4*, SHP, or A5J) is produced for a classified item.

5.3.9.4.3.2.2. LRS/transportation activity personnel place the three extra

copies in the shipping container with the other shipment documents.

5.3.9.4.3.2.3. DD Form 1907, Signature and Tally Record is used only for the

transportation portion of a movement.

5.3.9.4.4. Movement of Classified Shipments via Total Delivery Service (TDS)

contract carrier. Secret and Confidential freight shipments may be moved within

CONUS via TDS contract carrier small package express carrier provided there is

strict adherence to the restrictions and processes contained in AFI 24-602 Vol 2,

Cargo Movement. Shipments must comply with provisions contained in DoDM

5100.76 and AFI 16-1404. LRS/transportation activity personnel must develop

locally written procedures with LRS/Materiel Management Activity personnel,

information management, and security personnel covering the preparation, handling,

receipt, documentation, and delivery of classified shipments using this method of

transportation. Ensure these procedures include the possible shipment of classified

property directly from decentralized support elements such as flight-line operated

parts stores and flight service centers.

188 AFMAN 23-122 27 OCTOBER 2020

5.3.9.4.4.1. Cargo Movement is responsible for ensuring the package, wrapping,

marking, and addressing are in compliance with applicable directives if packed by

Cargo Movement, otherwise it is the shipper’s responsibility. The carrier’s

package may be used as the outer wrapper. Classification markings, packing lists,

and classified document receipts will be located on the inner container. Contact

local Cargo Movement personnel, and review AFI 24-602 Vol 2, Cargo

Movement for guidance when considering using the Next Generation Delivery

Service (NGDS) contract small package express carrier for movement of

classified material.

5.3.9.4.5. Reliability Improvement Warranty (RIW) Item Shipments.

5.3.9.4.5.1. Identification of RIW Items. RIW items are managed by the AFMC

item manager and are identified in the ILS-S by the SNUD. SNUD performs the

following for RIW assets:

5.3.9.4.5.1.1. Set the item record RIW program to 1.

5.3.9.4.5.1.2. Set the repair cycle record RIW program code to G.

5.3.9.4.5.1.3. Changes the disposition field to the database key of the

applicable shipping destination record.

5.3.9.4.5.2. Redistribution of Serviceable/Unserviceable RIW Items. Item

Manager-directed RIW shipments to the DLADS will be processed in accordance

with Disposal and Demilitarization instructions described in AFH 23-123. RIW

shipments processed for return to a contractor must contain project code 390 and

project name PACER WARRANT. See AFH 23-123 for the format of the RIW

Shipment Notification (XFA) transaction.

5.3.9.4.5.2.1. Results of RIMCS Loads. Most RIW items will be assigned

RAMPS report codes, and the load of RIMCS data found on SNUD will

usually create an automatic shipment. When the TIN is input with TEX code 1

(to request offline disposition from the applicable item manager) the asset can

be shipped to the routing identifier code. These shipments are accomplished

by making a SHP input using the serial number in positions 46-50 of the

RIMCS input image.

5.3.9.4.5.2.2. Processing Through Intermediate Repair Facilities. When the

RIW contractor has an intermediate repair facility at the Primary Supply Point

(PSP) base, and when all reparable assets must be processed through this

facility because of a contractual agreement, then the off-shore activity must

load a shipment override record identifying the intermediate facility as the

ship-to Stock Record Account Number (SRAN). This load will override the

automatic shipment to the intermediate facility.

5.3.9.4.6. NWRM SHP/A2x/A4x Shipments: Before sourcing for lateral support, the

NWRM Transaction Control Center (NTCC) will always verify that D035 does not

already reflect a shipment released against the original due-in.

AFMAN 23-122 27 OCTOBER 2020 189

5.3.9.4.6.1. LRS/Materiel Management Activity will provide the NTCC with the

requestor’s information along with NSN, part number, quantity, unit of issue,

gaining base SRAN, applicable serial number(s), and condition code. (T-1).

5.3.9.4.6.2. NTCC will contact the IM to ensure the gaining base/address is

authorized to receive the asset(s).

5.3.9.4.6.3. NTCC will lift the freeze code “N” via 1FC processing, process the

SHP/A2x/A4x request, then reprocess the freeze code “N.”

5.3.9.4.6.4. NTCC will notify the IM of pending shipment and will track asset(s)

through transportation channels to final destination.

5.3.9.4.6.5. NTCC will update Positive Inventory Control (PIC) Fusion.

5.3.9.4.7. Deficient Item Shipment Conditions That Warrant Shipped Not Credited

(SNC) Detail Creation Procedures: Shipments for unserviceable budget code 9

deficient items are manually initiated by AFMC via Nondirected Shipment (SHP)

transactions. See AFH 23-123 for detailed processing instructions. This SNC detail

provides Accounting and Finance with a suspense record for identifying and

following up on transactions for credit purposes.

5.3.9.4.8. Disposition of Certain Chemical Defense Equipment (CDE).

5.3.9.4.8.1. This paragraph applies to the disposition/return of certain CDE by

use of routing identifier code B14 which is managed by the U.S. Army Armament

Munitions and Chemical Command, Rock Island IL.

5.3.9.4.8.2. Procedures. To ensure the Air Force complies with Army

requirements, the following procedures apply:

5.3.9.4.8.2.1. Stock Control assigns SEX code 2 to item records for the stock

numbers listed below. The ILS-S will report CDE to RID B14 for disposition

instructions via Report of Redistributable (Excess) Materiel (FTE)

transactions, regardless of excess or asset condition.

190 AFMAN 23-122 27 OCTOBER 2020

Table 5.7. NSN list for SEX 2.

Nomenclature

6630007838192

TESTING KIT,IMPREGN

6910010432090

TRAINING SET, CHEMICAL

4230011013984

DECON KIT, SKIN

4230012064252

DECON KIT

4230007757541

CYLINDER, NITROGEN

6665008568236

DETECTION TUBE ASSY

6665009034767

DETECTOR KIT,CHEMICAL

6665011340885

WATER TESTING KIT, CHEM AGENT

4230007201618

DECONTAMINATING APPARATUS

6910011011768

TRAINING AID, SKIN DECON

6665007768819

REFILL KIT, ANALYZING

6665011334964

DETECTOR KIT, CHEMICAL AGENT

6665001719747

WATER TESTING KIT, CHEMCIAL AGENT

6910001064800

TRAINING SET, CHEMICAL AGENT

6665002856175

PAPER, CHEMICAL AGENT DETECTOR

4230001233180

KIT, SKIN DECON

4230003686145

IMPREGNATING SET, CLOTHING, FIELD

4230009074828

DECONTAMINATING AND RE- IMPREGNAT

6665010498982

PAPER, CHEMICAL AGENT DETECTOR

5810011081729

MAINTENANCE KIT, CBR EQUIPMENT

6665001719745

FOOD TESTING AND SCREENING KIT

6665007768810

SAMPLING AND ANALYZING KIT, CBR

6665009034765

DETECTOR KIT, CHEMICAL AGENT

6665010168399

DETECTOR KIT, CHEMICAL AGENT

6910011132434

REFILL KIT, TRAINING; M58A1

6910001487011

TRAINING AID, SKIN

5.3.9.4.8.2.2. All returns of CDE material, regardless of condition, must be

correctly packaged and labeled. All NSNs should be packed separately to

facilitate depot receipt, handling, and safe storage. Return items must be

labeled or manifested as hazardous waste.

5.3.10. Organizational Refusals.

5.3.10.1. Purpose: To explain the organizational refusal procedure process. For guidance

specific requirements review AFI 23-101 and for IT specific process use AFH 23-123.

5.3.10.2. Organizational refusals occur when a customer refuses to accept an item for

any number of reasons. When this occurs the person refusing the property (the primary or

alternate custodian for equipment items) must annotate all copies of the ISU/MSI/DOR

document with the phrase ORGANIZATION REFUSAL, give a brief explanation for

refusing the property, and sign the document.

5.3.10.3. LRS Transportation Actions. LRS transportation personnel will return the

property along with the issue/due out release document to materiel management

inspection activity.

AFMAN 23-122 27 OCTOBER 2020 191

5.3.10.4. LRS/Materiel Management Activity Inspection Actions. Upon receipt of an

item and applicable issue/due-out release document annotated with ORGANIZATIONAL

REFUSAL, Inspection personnel will determine the primary responsibility for the refusal.

Inspection personnel will consider the reason for refusal stated on the issue/due-out

release document and an inspection of the item when making this determination. For

example, the LRS/Materiel Management Activity is responsible if the property is

misidentified, unserviceable, an unsuitable substitute, or the quantity issued is in excess

of what the customer ordered. The customer is responsible if the wrong item was ordered,

or if the item was shipped due to a failure to cancel a due-out. See AFH 23-123 for more

specific information about processing Organizational Refusals. Note: Do NOT reverse-

post items returned because 1) too many were issued, or 2) the wrong item was issued

and returned after having been signed for. Process these items according to the correct

return (TIN) procedures explained in AFH 23-123.

5.3.11. Deficiency Reports.

5.3.11.1. Purpose: To explain deficiency report procedures process. For guidance

specific requirements refer to AFI 23-101 and for IT specific guidance refer to AFH 23-

123.

5.3.11.2. Upon receipt of a supply or equipment item with a deficiency or latent defect,

report the Deficiency Report asset and prepare the asset for immediate return according

to TO 00-35D-54.

5.3.11.3. Control of Deficiency Report Exhibits. The originating point maintains control

of the exhibit when the size and configuration of the asset allows. When the exhibit size

and configuration allow, move the exhibit to a controlled area (preferably locked) to

ensure the exhibit is not altered or lost. Normally, this controlled area is in the

LRS/Materiel Management Activity. When there is not enough space in the LRS/Materiel

Management Activity, maintenance may store the exhibit pending final disposition. There

is an exception to this policy when maintenance becomes the permanent storage location.

When the need arises to establish a permanent storage area within maintenance, the

organization must request approval authority from AF/A4LR, through its MAJCOM.

5.3.11.4. Materiel Deficiency Returns. Process Deficiency Report to include latent defect

returns as follows. Maintenance personnel initiating deficiency returns must provide

materiel management personnel with a copy of the initial deficiency report (DR)

submittal paperwork with the deficient property at the time of return. The return will not

be processed without the required paperwork.

5.3.11.4.1. Unserviceable Supply (ERRCD X**) Items. For unserviceable supply

item returns, indicate the unsatisfactory condition of materiel by entering supply

condition code Q and action taken code C. Exception: Use action taken code C and

supply condition E for Federal Supply Class (FSC) 3110 routing identifier code Sxx,

ERRCD XF3.

5.3.11.4.2. The ILS-S will assign supply condition code Q to the unserviceable.

5.3.11.4.3. The ILS-S will update the appropriate details (for example, due-in from

maintenance (DIFM), in-use) when returns with action taken code C are processed.

192 AFMAN 23-122 27 OCTOBER 2020

5.3.11.4.4. The ILS-S will produce a management notice I012 (stock awaiting

disposition) on the input terminal reflecting the unserviceable detail document

number. A 156ALL inquiry will also be printed reflecting the NSN affected by the

deficiency report action. Be sure to attach a copy of the management notice to the

property so it can be readily identified.

5.3.11.5. Processing Deficiency Report Returns. The Flight Service Center will process

Deficiency Report or latent defect returns for items assigned ERRCD XD, XF, XB. EAE

will process return documents for Deficiency Report or latent defects on equipment

managed items. See AFH 23-123 for return (TIN) formats. Flight Service Center/ EAE

will process the return if the degraded operations method is used.

5.3.11.5.1. When deficiency report items are assigned budget code 8 or 9, the ILS-S

return program logic will automatically grant credit (assign credit code Y) based upon

the action taken code of C and condition code Q. Funds manager approval is not

needed.

5.3.11.5.2. Store deficiency report assets in a central location in the LRS/Materiel

Management Activity warehouse unless the items are too large.

5.3.11.6. Check for Similar Deficient Assets. Flight Service Center or EAE personnel

(for equipment assets) will query the ILS-S database to determine if there are additional

assets (with the same NSN) requiring deficiency report action. When additional assets

exist, coordinate with the using maintenance activity to determine if the assets should be

tested for similar deficiencies. When other assets have the same deficiency, use the

following procedures:

5.3.11.6.1. When an organization is using the asset, the maintenance activity

reporting deficiency will determine whether the item should be used or turned in.

When return is required, process the asset (according to the section above).

5.3.11.6.2. When the asset is in base stock, coordinate with the maintenance activity

to determine whether the assets should be removed from stock or remain in stock.

When the assets are to be removed, process according to this section.

5.3.11.6.3. Use the instructions in TO 00-35D-54 to monitor deficiency report

pending actions. The deficiency report will be monitored using the materiel

deficiency report portion of the unserviceable DIFM Detail List. When the maximum

hold date is exceeded and no disposition instructions have been received, follow

instructions in TO 00-35D-54.

5.3.11.7. Deficient Warranty Item Returns. For pre-post returns, forward property and all

copies of the DD Form 1348-1A to the holding area.

AFMAN 23-122 27 OCTOBER 2020 193

5.3.11.7.1. When the defective item is authorized for field level repair, determine

whether the item should be repaired or if disposition should be requested from the

SPM/IM. When the item is mission essential and in critical short supply and non-

availability would adversely affect the mission capability of the activity concerned,

the item should be repaired locally and returned to service. On those defective

warranted items which are not turned in to LRS/Materiel Management Activity but

are repaired on site, maintenance will notify supply of their decision to repair.

LRS/Materiel Management Activity, in turn, will advise the SPM/IM by message

including the information below that the item was repaired and returned to service.

5.3.11.7.2. RIW items will not be repaired locally, except in such cases where the

warranty identification tags or equipment technical order specifies that such repair is

authorized. Procedures for RIW items are contained below.

5.3.11.7.3. On items for which disposition instructions are required, attach a DD

Form 1575, Suspended Tag - Materiel/DD Form 1575-1, Suspended Label-Materiel,

to the item to identify the item as an exhibit with condition code "Q."

5.3.11.7.4. Notify the applicable SPM/IM by message of the defective item

furnishing the NSN, contract number, and all data available regarding the defect and

request disposition instructions.

5.3.11.7.5. Follow disposition instructions according to SPM/IM.

5.3.12. Bench Stock (Add, Change, Delete and Reconciliation).

5.3.12.1. Purpose: To explain bench stock procedures process. For guidance specific

requirements review AFI 23-101 and for IT specific process use AFH 23-123.

5.3.12.2. Bench stocks are consumable items kept on-hand in a work center to increase

mission support. As such, the ILS-S includes functionality that makes use of historical

organizational item consumption data to recommend the quantity of items customers

should include, maintain or delete in organizational bench stocks. The process also

provides customers the flexibility to include consumable items in their bench stocks with

little or no historical consumption. The specific criteria for bench stock item qualification

are provided in Bench Stock Item Qualification Criteria paragraph. The logic used in the

ILS-S for determining bench stock item add, change, and deletion recommendations is

described in paragraph 5.3

5.3.12.3. Advantages and Disadvantages of Bench Stocks.

5.3.12.3.1. Advantages of Bench Stocks. Bench stock items are physically stored in

the maintenance work area, so bench stock customers have ready access to the items

as needed. Consumption of bench stock items requires no paperwork or

communication with LRS/Materiel Management Activity personnel. Bench stocks

also result in reduced workload for base logistics support activities since the items are

periodically replenished in bulk quantities rather than being issued, picked, and

delivered individually each time a customer need occurs.

194 AFMAN 23-122 27 OCTOBER 2020

5.3.12.3.2. Disadvantages of Bench Stocks. Bench stock inventory must be

purchased at the time of replenishment. Since maintenance funds are expended for the

purchase of bench stock items in advance of actual need, there is at least some

potential for buying unneeded items. Organizational bench stock customers must also

provide the storage space and storage bins required for maintaining bench stock

inventories. There is also an organizational workload associated with periodically

coordinating bench stock inventory range and depth updates with base logistics

support personnel. The establishment and maintenance of customer bench stock

records is a recurring workload for LRS/Materiel Management personnel. Finally,

from a materiel management point of view, it is disadvantageous that inventory

issued to organizational bench stocks is no longer visible within ILS-S.

5.3.12.4. Bench Stock Responsibilities for Organizational Customers and LRS/Materiel

Management Activity Personnel.

5.3.12.4.1. The Organizational Customer responsibilities:

5.3.12.4.1.1. Appoint a primary and alternate bench stock monitor.

5.3.12.4.1.2. Ensure newly appointed bench stock monitors attend/receive Base

Level Supply Customer Training as it pertains to Block I (General Supply

Indoctrination) and Block IIA (Bench Stock) training prior to assuming

responsibilities as a bench stock monitor.

5.3.12.4.1.3. Provide secure bench stock storage.

5.3.12.4.1.4. Care and safe-guard bench stocks in accordance with AFI 23-111,

Management of Government Property in Possession of the AF. (T-1).

5.3.12.4.1.5. Ensure controls are established for shelf life items to ensure that

older shelf life items are used first to minimize the occurrence of expired,

unusable items.

5.3.12.4.1.6. Monitoring each bench stock item balance for replenishment (see

Routine Bench Stock Cycle Replenishment).

5.3.12.4.1.7. Reviewing bench stock due-outs. The ILS-S will provide each

organization with a Daily Document Register that will serve as the basis for the

review. See AFH 23-123 for a complete description of the Daily Document

validate organizational bench stock backorders. See AFH 23-123 for additional

information about Due-Out Status Listings.

5.3.12.4.2. The LRS/Materiel Management Activity will:

5.3.12.4.2.1. Create and maintain bench stock records to document requested and

approved customer bench stock authorization requests. (T-1). See AFH 23-123

for transactions and procedures required to Load Master Bench Stock Detail

Records (2BSL), Master Bench Stock Record Change (2BSC), Master Bench

Stock Record/EOQ Delete (2BSD), and Master Bench Stock Consolidation

(2BSCON) transactions.

AFMAN 23-122 27 OCTOBER 2020 195

5.3.12.4.2.1.1. The LRS/Materiel Management Activity Customer Support

maintains Master Bench stock file on each account which exists at base level.

Note: Master Bench Stock files may be maintained electronically and

maintained per AFRIMS. They shall incorporate the following format: Tab A-

Memorandums and Certificates, Appointment letter, Block I and IIA/B

training certificates issued by Customer Support, Initial bench stock

establishment letter. Note: If the original letter is not available, have the

custodian type up a MFR as to why initial bench stock letter is not available

(e.g., 5.3.12. destroyed/lost), Maximum dollar threshold letter for the unit

price on bench stock details. Note: Exceeding the established dollar threshold

for any item requires a letter of justification from the supported organization

commander. This letter will be maintained attached to the original maximum

dollar threshold letter.

5.3.12.4.2.1.2. Tab B- Authorization letters, authorization letters for

controlled items (Refer to the Controlled Items in Bench Stocks rules for more

information and signature authority.). Tab C- M04, Bench stock Review

Report. Recommend add, changes, and deletes. Note: May be filed

electronically. Tab D- S04, Organization Bench Stock Listing indicating

Phase III – Annual SRD/MRA validation has been completed. File with a

copy of signed endorsement letter. Maintain until next annual SRD/MRA

validation.

5.3.12.4.2.2. Ensure monthly bench stock review (M04/NGV850) report is

available to determine when to add, change, or delete items from the

organizational customer’s bench stocks. (T-2). See AFH 23-123 for details on this

report.

5.3.12.4.2.3. Responsible for processing routine and urgent bench stock

replenishment requests for organizational bench stock customers when access to

materiel management IT system is not available. (T-2). See Bench Stock Due-out

processing for routine and urgent bench stock replenishment procedures.

5.3.12.4.2.4. Flight Service Center will process consumable returns for excess

bench stock materials returned from organizations. (T-2). See AFH 23-123

Processing Return of Consumable Items processing instructions.

5.3.12.4.2.5. Assist customer in preparation of adjusted stock level requests to

AFMC. (T-2). Should a request be required to support an organization’s bench

stock account, the LRS/Materiel Management Activity will perform the necessary

actions to request the level. See adjusted stock level requests for ASL request

submission instructions.

5.3.12.4.2.6. Provide Base-Level Supply Customer Training as it pertains to

Block I (General Supply Indoctrination) and Block IIA (Bench Stock). (T-2).

5.3.12.5. Bench Stock Item Qualification Criteria. Before a bench stock is established,

the following minimum criteria must be met.

5.3.12.5.1. The item record Expendability, Recoverability, Reparability Coded

(ERRC) designator must be XB3.

196 AFMAN 23-122 27 OCTOBER 2020

5.3.12.5.2. Restricted Item Codes. In general, the item record must not be coded as

follows:

5.3.12.5.2.1. Disposal (numeric parts preference code (NPPC 2). On-hand/in-use

assets that have an NPPC 2 may be issued/used if they satisfy a local requirement

or until the cost to repair the item exceeds its value.

5.3.12.5.2.2. Time Compliance Technical Order (TCTO) (numeric parts

preference code 4).

5.3.12.5.2.3. Non-published (NPPC 5). On-hand/in-use assets that have an NPPC

5 may be issued/used if they satisfy a local requirement or until the cost to repair

the item exceeds its value.

5.3.12.5.2.4. Unacceptable for AF use (NPPC 9).

5.3.12.5.2.5. Recoverable Assembly Management Process (RAMPS)/War

Reserve Material (WRM) codes 5, 6, 7, or E.

5.3.12.5.2.6. Classified, sensitive, or issue exception codes (IEX) 3, 6, E, or K.

Additional details regarding classified items are provided later in this chapter.

5.3.12.5.3. Quantity Irregularities. Items that are normally used in quantities that are

different from the unit of issue (for example, nuts, bolts, screws, etc.) and items that

have a quantity of issue different from the quantity unit pack, should be added to

bench stock to the maximum levels possible.

5.3.12.5.4. Controlled Items in Bench Stocks. The following rules apply to items

with a controlled item code. See AFH 23-123 and DoDM 4100.39 for details about

controlled item codes.

5.3.12.5.4.1. Controlled Items Not Requiring IEX. Controlled item code *, I, J,

U, 7, Y, and Z are authorized on bench stock. None of these categories require

issue exception codes loaded on the item record.

5.3.12.5.4.2. Controlled Items Requiring IEX. Controlled item code R items,

other than photographic items, are authorized on bench stock when the unit

commander has given approval in writing. Items in this category will require an

issue exception code N to be loaded to the item record.

5.3.12.5.4.3. Photographic Items. Controlled item code *, J, R, or X items may be

authorized on bench stock with the written approval of the unit commander who

controls and manages bench stock.

5.3.12.5.4.3.1. Requesting Approval. The shop supervisor/bench stock

manager will send a letter to the commander asking to add the items to bench

stock (specifying org/shop code). The letter will list the national stock number

(NSN), nomenclature, and unit of issue of each photographic type of item to

be added.

AFMAN 23-122 27 OCTOBER 2020 197

5.3.12.5.4.3.2. Approval Letters. If the additional items are approved, endorse

the letter to the Customer Support Liaison Element. After LRS/Materiel

Management Activity personnel take action, Customer Support Liaison

Element will endorse the letter back to the applicable unit commander so a

successor will be aware of the action and comply with AFI 23-111.

5.3.12.5.4.4. Controlled Item Codes S and C. With LRS approval, items with

controlled item codes S and C items may be included on organizational bench

stocks when demand data indicates it is advantageous to do so. When authorized

by LRS, classified bench stock material must meet all security, storage, and

access provisions outlined in AFI 16-1404, and DoDM 5100.76.

5.3.12.5.4.5. Other Controlled Item Codes. Controlled item codes not specified

above are authorized on bench stock when the unit commander has given

approval in writing. Assigning issue exception code N to the item record will

further identify items in this category. When IEX N is assigned, the other item

flag for bench stock items will be assigned with a stock control data change. The

bench stock flag will be assigned by the ILS-S when a master bench stock detail

is loaded.

5.3.12.5.5. Off-Base Supported Organizations. Unless specifically included in a joint

tenancy agreement, or some specific directive, the LRS/Materiel Management

Activity will not perform a walk-thru inventory of bench stock assets to off-base

organizations.

5.3.12.6. Bench Stock Item Add, Change and Delete Logic.

5.3.12.6.1. This logic is used in the ILS-S to develop recommendations for adding,

deleting, and changing the quantities of items in organizational bench stocks.

5.3.12.6.2. Guidelines for Adding and Deleting Items from Bench Stocks. The bench

stock process makes use of organizational historical consumption and customer

desires to determine what range of items to include in a customer bench stock. The

range determination may result in the addition or deletion of an item from a bench

stock.

5.3.12.6.2.1. Bench Stock Additions. The identification of candidates for bench

stock addition is either consumption-based or specified by bench stock customers.

5.3.12.6.2.1.1. Consumption-Based Bench Stock Add Recommendations. The

ILS-S uses organization-specific historical consumption data to identify items

that, based on past demand, price, and other item characteristics, are

candidates for addition to an organizational bench stock. For details about

ILS-S procedures for identifying bench stock addition candidates, see the

Bench Stock Review (M04/NGV850) in AFH 23-123. The bench stock

review logic recommends items for addition to organizational bench stocks

meeting the qualifying conditions detailed in Bench Stock Item Qualification

Criteria where organizational economic order quantity (EOQ) consumption

detail record indicates there have been three or more customer demands and

the EOQ consumption detail has existed for at least 30 days.

198 AFMAN 23-122 27 OCTOBER 2020

5.3.12.6.2.1.2. Non-Consumption-Based Bench Stock Additions.

Organizational bench stock customers can request the addition of qualifying

items to bench stocks regardless of historical consumption under certain

conditions. See procedures for Establishing Non-Consumption-Based Bench

Stock Items section for a complete list of non-consumption-based bench stock

qualification conditions.

5.3.12.6.2.2. Bench Stock Deletions. Like additions, bench stock deletion

candidates are based on organizational consumption history and bench stock

customer desires.

5.3.12.6.2.2.1. Consumption-Based Deletion Recommendations.

Consumption-based bench stock items that become inactive (have no

consumption) are candidates for deletion from bench stocks.

5.3.12.6.2.2.2. Non-Consumption-Based Deletions. Organizational bench

stock owners may request deletion of bench stock items at any time based

upon mission support or financial considerations.

5.3.12.6.3. Bench Stock Quantity Determination. The determination of what quantity

to apply to customer bench stocks is based upon consumption and non-consumption

based support periods for individual items.

5.3.12.6.3.1. Consumption-based Support Period. Unless otherwise specified by

the organizational bench stock owner, the depth of stock for bench stock items is

calculated based upon a 30-day support requirement. That is, the bench stock

quantity is the quantity required to fill the organization’s anticipated demands,

based on their historical demand history, for a 30-day period.

5.3.12.6.3.2. Non-Consumption-Based Support Period. Organization

commanders may deviate from the 30-day support requirement by specifying an

alternative number of support days in the Organizational Bench Stock Stockage

Days Field of the BS OCCR.

5.3.12.6.4. Organizational Cost Center Record (OCCR) Bench Stock Stockage Days

Field. When the bench stock stockage days field is populated, the ILS-S will use that

value in calculating the depth of stock for bench stock items. Additionally, bench

stock quantity calculations are altered as specified when a master bench stock detail

record contains a minimum reserve authorization (MRA) or a maximum authorization

quantity (MAQ).

5.3.12.7. Conditions for Non-Consumption-Based Bench Stock Additions. An item may

be added to bench stock via MRA and MAQ procedures described in this section,

regardless of consumption data, if one of the following conditions applies:

5.3.12.7.1. The end-item being supported is a primary mission aircraft, missile

system, or communications electronic maintenance (CEM), and the applicable group

commander has determined that maintenance cannot wait for the item to be delivered

from a LRS/Materiel Management Activity warehouse.

5.3.12.7.2. The using activity is off base or in a remote area of the base, and the item

must be at the using location.

AFMAN 23-122 27 OCTOBER 2020 199

5.3.12.7.3. The unit of issue is not compatible with the unit of use (such as nuts,

bolts, and screws) or with the quantity unit pack (QUP) (such as wire which comes in

50 foot rolls).

5.3.12.8. Procedures for Establishing Non-Consumption-Based Bench Stock Items.

Commands have the option to use adjusted stock levels to support bench stock items.

Bases will use MRA or MAQ procedures to establish, order, and maintain adequate

stockage for bench stock levels not based on normal consumption.

5.3.12.8.1. MAQ/MRA Flags. The Bench Stock Review (M04/NGV850) in AFH 23-

123, is normally used to calculate bench stock authorized quantities. Bench stock

authorized quantities that are not based on consumption may be established via the

use of MAQ or MRA procedures. See this section for the details about how to specify

MRA/MAQ quantities and flags in Master Bench Stock detail records. MRA/MAQ

flags and their definitions are provided in Table 5.8

Table 5.8. MRA/MAQ Flags and Definitions.

Code

Meaning

Bench stock minimum reserve authorization based on a 30-day requirement

Bench stock maximum authorized quantity based on a 30-day requirement

Bench stock minimum reserve authorization based on a 45-day requirement

Bench stock maximum authorization quantity based on a 45-day requirement

Bench stock minimum reserve authorization based on a 60-day requirement

Bench stock maximum quantity authorization based on a 60-day requirement

Authorization based on consumption for 60 days with no bench stock

minimum reserve

QUP to be considered when computing recommended level. Using this code

does not prevent automatic deletion if normal deletion criteria apply

BLANK

Authorization based on consumption for 30 days with no bench stock

minimum reserve

5.3.12.8.2. Impact of MRA/MAQ Flags on Bench Stock Quantity Calculations.

5.3.12.8.2.1. MRA/MAQ Flag A, B, C, 3, or 4. If a master bench stock detail

record contains an MRA/MAQ flag of A, B, C, 3, or 4, the MRA/MAQ will

override the bench stock stockage days.

5.3.12.8.2.2. MRA/MAQ Flag C. If the MRA/MAQ flag is a C, the authorized

quantity will be computed based on 60-day consumption.

5.3.12.8.2.3. MRA/MAQ Flag 1, 3, or A. If the MRA/MAQ flag is 1, 3, or A, the

authorized quantity will be the MRA or the computed consumption quantity,

whichever is greater. When the date of last demand (DOLD) is greater than 270

days, the item is no longer considered for automatic change, review procedures

must be accomplished.

200 AFMAN 23-122 27 OCTOBER 2020

5.3.12.8.2.4. MRA/MAQ Flag 2, 4, or B. If the MRA/MAQ flag is 2, 4, or B, the

authorized quantity will be the maximum authorized or the computed

consumption quantity, whichever is smaller. When the DOLD is greater than 270

days, the item is no longer considered for automatic change, and review

procedures must be accomplished.

5.3.12.8.3. MRA/MAQ Quantity Letters. Recertification of MRA/MAQ will be

accomplished through the review process.

5.3.12.8.4. Conformity. MRA/MAQ quantity changes required for conformance with

quantity unit pack or materiel handling requirements do not require a letter from the

supported organization and may be accomplished by annotating the listing.

5.3.12.9. Master Bench Stock Record Load. Bench Stock Review Program

Recommended Additions.

5.3.12.9.1. The monthly Bench Stock Review Program will produce a listing of those

items, which qualify for addition to an organizational bench stock. These additions

are computed from the EOQ consumption detail records, which are built from issues,

and due-out releases processed for expendable (ERRCD XB3) items that are not

currently on bench stock. When these listed items are not recommended for addition,

these details are maintained in the database for 180 days before they are deleted.

Once an item has been recommended for addition, it will stay in the database for 30

days. If at the end of the 30-day period the item has not been added to a bench stock,

the detail will be deleted and the consumption data will be deleted from the records.

5.3.12.9.2. Recommended add transactions will not be produced for items that are

assigned RAMPS/WRM report codes 5, 6, 7, or E. When the organization elects to

add these items to their bench stock and a reject (extended cost exceeds $1,000.00

EOQ item) is produced when the transaction is processed, the organization should be

notified so they can determine if a suitable substitute can be added to their bench

stock in place of the originally recommended add item. See Load Master Bench Stock

Detail Record (2BS) in AFH 23-123 for specific ILS-S information and processing.

5.3.12.9.3. Addition of Items Not on the Bench Stock Review Program Listing. Upon

receipt of a request to add items which are not on the monthly bench stock add listing,

LRS/Materiel Management Activity Customer Support Center personnel are to

accomplish the following:

5.3.12.9.3.1. Verify the stock number and unit of issue.

5.3.12.9.3.2. Furnish the issue exception code, application code, and system

designator for each item.

5.3.12.9.3.3. Review each item to ensure that all criteria for bench stock are met.

5.3.12.9.3.4. Obtain necessary approvals and notify the requesting activity of

action taken.

5.3.12.9.3.5. Prepare and process a load input as described in this chapter to load

the master bench stock detail.

AFMAN 23-122 27 OCTOBER 2020 201

5.3.12.9.3.6. Prepare and process a bench stock issue. See AFH 23-123 for

specific ILS-S information and processing Bench Stock Issue (1BS) transactions.

5.3.12.10. Master Bench Stock Record Change. Changes to the authorized quantity on

existing master bench stock details are made automatically during the review. The

MRA/MAQ flag is considered, as well as consumption, in computing new levels. See

procedures for Establishing Non-Consumption Based Bench Stock for additional

information about MRA/MAQ flags. Organizations may request changes to a bench stock

at any time via telephone, letter, email, or annotated listing. See AFH 23-123 for specific

ILS-S information and processing Master Bench Stock Record Change (2BSC)

transactions.

5.3.12.10.1. Authorized Quantity Changes. An authorized quantity change is

computed only for substantial changes in consumption patterns. For this computation,

a change that exceeds the square root of the previous authorized quantity is defined as

substantial. The review program does not make changes smaller than the square root

of the previous authorized quantity.

5.3.12.10.2. 30-day Consumption Factor. A 30-day consumption factor will be used

unless one of the following exists:

5.3.12.10.2.1. The organization cost center record contains bench stock stockage

days.

5.3.12.10.2.2. The master bench stock detail record contains an MRA/MAQ flag

of A, B, C, 3, or 4. If both conditions exist, the MRA/MAQ will override the

bench stock stockage days.

5.3.12.11. Bench Stock Routine, Stock-Out, Urgent Replenishment and Due-Out

Procedures. The normal responsibilities of Customer Support Center personnel include

assistance in the establishment, change or deletion of Master Bench Stock details as well

as the processing of bench stock issue requests as applicable.

5.3.12.11.1. Routine Bench Stock Cycle Replenishment. Bench stock items should

be replenished when the quantity on hand is equal to or less than 50 percent of the

authorized quantity. This should be done once every 30 days (or more often as

necessary). The unit bench stock monitor will perform the following:

5.3.12.11.1.1. Routine Walk-Through. Unit bench stock monitors should perform

a routine walk-through based on mission needs and frequency of bench stock

replenishment requests. At the option of the LRS APO and supported

organization, the unit bench stock monitor processes routine bench stock

replenishment requests as soon as the 50 percent or below level is reached. When

this option is used, the organization may waive the weekly walk through. The

LRS APO may authorize the organizational bench stock monitor use the ILS-S to

enter their replenishment requests. Red flags may be used as an aid; when used,

they will be displayed if the stock is below 50% of the authorized bench stock

level whether a due-out has been established or not.

202 AFMAN 23-122 27 OCTOBER 2020

5.3.12.11.1.2. Document Replenishment Needs. Unit bench stock monitors will

circle the item numbers on the AF Form 465, Bench Stock Inventory (Not LRA)

which require replenishment and then process issue requests. Customer Support

Center personnel will process requests bench stock issue requests for units not

having that capability. See AFH 23-123 for specific ILS- S information and

processing Bench Stock Issue (1BS) transactions.

5.3.12.11.1.3. Coordinating Customer Excess Disposition. Customer Support

personnel will coordinate with the supported activity to take the appropriate

action when excess bench stock inventory exists. Items will not be considered

excess until the on-hand balance is more than twice the authorization. Excesses

will initially be considered for return review (to determine if return is desired—or

necessary, as in the case of storage problems within the bench stock).

5.3.12.11.2. Stock-Out and Urgent Bench Stock Replenishment Procedures.

5.3.12.11.2.1. Stock-Out (Empty Bin) Reports. The organization may request

normal issue processing to replenish the entire bench stock authorization

providing a backorder does not already exist for this item.

5.3.12.11.2.2. Urgent Bench Stock Requirements. The method to satisfy urgent

bench stock requirements will be determined by the LRS/Materiel Management

Activity in coordination with the supported activity.

5.3.12.11.2.3. Submit Issue Request. Process a priority issue request or call in an

expedite issue request to the LRS/Materiel Management Activity using activity

code X and then follow normal issue procedures described earlier in this chapter,

including the re-input of any killed quantity after validation. Items will be

delivered within specified delivery times.

5.3.12.11.2.4. Submit Request to Customer Support Liaison Element. The

Customer Support Liaison will input a bench stock issue. See AFH 23-123

Expendable Item Customer Issue Request (ISU) transaction format and

processing instructions. If the request is filled (issued), a DD Form 1348-1A

output issue document will be produced. The customer will be notified of item

availability by telephone. The output issue document will be hand-carried to the

appropriate warehouse for item location. Issued items will be delivered within

specified delivery times.

5.3.12.11.3. After Duty Hour Requests. Provide the applicable Customer Support

function with all the bench stock issue requests outside normal duty hours.

5.3.12.11.4. Supply Support Delays. If the supply support (timeliness of receipts) for

an organizational bench stock is ineffective, the Customer Support Liaison Element

may request a Due-Out Status Listing or any other management product, or develop a

QLP or SURGE program to ensure satisfactory supply action has been taken for due-

outs. This will be coordinated with Stock Control to ensure maximum bench stock

support.

5.3.12.11.5. Bench Stock Due-Out Processing.

AFMAN 23-122 27 OCTOBER 2020 203

5.3.12.11.5.1. Establish Firm Backorder (Due-Out). The Customer Support

Center will establish a firm customer backorder (due-out) for all initial bench

stock fill requests that are processed when property is not available for issue.

5.3.12.11.5.1.1. Due-Out Quantity Balances. If a backorder (due-out) already

exists for the full authorized bench stock quantity, the issue request will be

killed. Bench stock backorders will only be created for the full authorized

quantity. When a due-out is created as a result of a partial issue being

processed by the ILS-S, the bench stock due-out will be created for the full

authorized quantity. For each bench stock backorder, the cumulative recurring

demand (CRD) field is updated on the master bench stock detail.

5.3.12.11.5.1.2. Other Asset Notice. When an issue request is not satisfied

and available items may be suitable, a management notice is produced. If any

or all of the items are acceptable, reprocess the bench stock issue request with

TEX “C.” See AFH 23-123 for more information on processing I023

Management Notices. The use of this TEX code will allow available assets to

be issued in place of the originally requested item(s).

5.3.12.11.6. Unsuitable Substitutes. When substitute items are available, but cannot

be used, process issue requests for the usable item only; these issues may be

identified as bench stock by using the mark-for field serial number portion to identify

the line number, e.g. BS00433.

5.3.12.11.7. Cancellation of Due-Outs. When a master bench stock detail is deleted

by processing a Bench Stock Record/EOQ Delete (2BSD) transaction, the IT system

will automatically cancel any existing due-out with the same stock number,

organization and shop codes. See AFH 23-123 Master Bench Stock Record/EOQ

Delete Transaction for specific ILS-S information and processing.

5.3.12.11.8. Lack of Funds. When insufficient funds exist for the requested item, the

due-out is killed and a management notice (lack of funds) is produced. See AFH 23-

123 for resolution of Input Exceeds Project FMR Fund Balance rejects.

5.3.12.11.9. Due-Out Release Procedures. On-base due-out release of items for

bench stocks will be delivered by the LRS/Materiel Management Activity to the

organizational bench stock delivery location.

5.3.12.12. Bench Stock Review Requirements and Responsibilities. The bench stock

review process is designed to ensure bench stocks are regularly updated in a way that

maximizes mission support.

5.3.12.12.1. Three-Phase Review Process. The bench stock review will be made in

three separate phases; monthly, semiannually for regular bench stock, and annually

for standard reporting designator (SRD) and minimum reserve authorization. The

semiannual review may be discontinued with the concurrence of the LRS APO and

the supported organizations.

204 AFMAN 23-122 27 OCTOBER 2020

5.3.12.12.1.1. Phase I-Monthly Recommended Additions, Changes, and

Deletions. Bench stock will be reviewed monthly for additions, changes, and

deletions. Items recommended by IT system are based upon past issue and due-

out release action. Coordination with affected bench stock account representatives

will be effected prior to changes being made. This requirement may be changed to

quarterly at the option of the major command. See AFH 23-123 for instructions

on processing the Bench Stock Review listing.

5.3.12.12.1.2. Phase II-Semiannual Bench Stock Review. The Customer Support

Liaison Element will arrange a semiannual joint review meeting with bench

stock-supported-shops (determined jointly by the LRS APO and the supported

organization commander or Maintenance Chief).

5.3.12.12.1.3. Phase III-Annual SRD/MRA Validation. SRD data and minimum

reserve authorization levels must be validated annually. Bench stock demands are

identified to mission requirements only if proper SRD data are loaded. MRA

levels may no longer be valid resulting in erroneous stock control practices. After

phase II of the review has been completed, the following actions are required:

5.3.12.12.1.3.1. The Customer Support Liaison Element, Decentralized

Supply Support/Materiel Control and the appropriate shop supervisor will

participate in the joint review meeting. Air Force approved Adhoc Database

system script will be run to identify bench stock NSNs with zero item record

demands and zero item record cumulative demands. During these reviews,

bench stock details identified via the Air Force approved Adhoc Database

system script will be deleted unless a letter is submitted by the Maintenance

Superintendent justifying retention. The semiannual review may be

discontinued with the concurrence of the LRS APO and the supported

organization commander, but must be conducted at least annually. Credit may

be granted for bench stock turn-ins for lateral support and for items from non-

flying hour accounts for which there are a positive enterprise positive

enterprise demand with less than 3 years stock on-hand within the enterprise.

5.3.12.12.1.3.2. Processing of the Organizational Bench Stock Listing is not

required when this review does not take place, but may be processed when

requested by the Customer Support Liaison Element supervisor. This

paragraph may be supplemented if local/MAJCOM requires this review to be

accomplished more frequently. The review should not conflict with normally

busy periods, such as end of month. Close coordination with the scheduler is

needed to set the processing date for the semiannual review.

5.3.12.12.1.3.3. All bench stocks will be replenished within 15 days of their

scheduled semiannual reviews. After the review is concluded (within one

work week), normal support to the shops will be resumed as quickly as

possible. The one-week time limit may be extended by the major command

for distant/remote off-base supported activities. Also, off-base organizations

may be reviewed prior to on-base organizations to eliminate the delay in

processing the Bench Stock Review.

AFMAN 23-122 27 OCTOBER 2020 205

5.3.12.12.1.3.4. All changes and recommended deletions will be reviewed

during the joint review meeting, and the listing annotated as needed, and then

signed by reviewing participants. The Customer Support Liaison Element will

keep a copy of the signed listing until the next review is completed.

5.3.12.12.1.3.5. The Customer Support Liaison Element will provide copies

of the Organization Bench Stock Listing to the applicable shop supervisor and

Materiel Control (after all necessary actions have been taken). The listing

assists shop personnel in the location of bench stock items. The Customer

Support Liaison Element will also file a copy of the listing with the signed

listing from the joint review meeting. The copy of the listing produced after

the semiannual review may be replaced if a new listing is run before the next

review. A thorough review is extremely important to ensure that bench stock

supports the mission efficiently and economically.

5.3.12.12.1.3.6. When approved by the LRS APO and the supported

organization commander or Maintenance Chief, the semi-annual joint review

may be conducted by the following electronic means. LRS/Materiel

Management Activity personnel will initiate the ILS-S generation of the

Organizational Bench Stock Listing and forward it to the appropriate

individual using any electronic means. Current technology will allow the

listing to be sent via e-mail to the bench stock monitor or the organization’s

electronic mail box. Future technology changes that allow transfer of listing

will also be acceptable methods of forwarding the listing. The LRS/Materiel

Management Activity Bench Stock Monitor will not be the chairperson for a

formal meeting. Reviewing organizations will ensure special emphasis is

placed on the following items: items with no demands in the past year and

items with excessive quantities not supported by demands.

5.3.12.12.1.3.7. All changes and recommended deletions will be reviewed

during the electronic review, and the listing annotated as needed. The using

organization will prepare a memo for the record to be signed by the reviewing

participant. The memo will indicate the following data elements: date the

Organizational Bench Stock Listing was created; date review was completed;

details requiring change; required change; name; rank; and phone number of

individual(s) conducting the review. The memo will be forwarded to

Customer Support Liaison who will make the indicated changes and maintain

the signed memo until the next review is completed. Memo may be filed

electronically.

5.3.12.12.1.3.8. Updated copies of the Organization Bench Stock Listing will

be provided by the Customer Support Liaison for the applicable shop

supervisor and Materiel Control (after all necessary actions have been taken).

A thorough review is extremely important to ensure that bench stock supports

the mission efficiently and economically.

206 AFMAN 23-122 27 OCTOBER 2020

5.3.12.12.1.3.9. The Customer Support Liaison must keep the fund’s manager

informed of significant increases or decreases in bench stock authorizations

and demands. Organization commanders will find pertinent financial

information included in each organization's bench stock listing. No bench

stock orders will be filled unless funds are available in the project fund

management record.

5.3.12.12.1.4. Phase III-Annual SRD/MRA Validation. SRD data and minimum

reserve authorization levels must be validated annually at the same time as one of

the semiannual bench stock reviews. Bench stock demands are identified to

mission requirements only if proper SRD data are loaded. MRA levels may no

longer be valid resulting in erroneous stock control practices. After phase II of the

review has been completed, the following actions are required:

5.3.12.12.1.4.1. A digitally signed email or cover letter by the LRS APO must

accompany the Organization Bench Stock Listing provided to Decentralized

Materiel Support. The letter will request a review of all SRD and MRA data.

There must also be a reply by endorsement, signed by the shop supervisor, to

certify completion of the review.

5.3.12.12.1.4.2. Changes resulting from the review will be submitted to the

Customer Support Liaison, who will update the master bench stock record.

5.3.12.12.1.4.3. A copy of the signed endorsement will be filed in the

Customer Support Liaison and used for verification of the annual review.

5.3.12.13. Bench Stock Issue Output Issue Document Format and Document Flow–DD

Form 1348-1A.

5.3.12.13.1. Bench Stock Issue Document Flow. See Bench Stock Issue Transaction

in AFH 23-123, for specific ILS-S information and processing.

5.3.12.13.1.1. Customer Support Liaison. Create the master bench stock issue

request for items requiring replenishment.

5.3.12.13.1.2. Asset Management Section.

5.3.12.13.1.2.1. Off-base issues. Select the property to be issued and enter the

date and name of the individual selecting the property on line 29 of the DD

Form 1348-1A. Forward property with DD Form 1348-1A attached to

transportation for shipment. The transportation function will sign, date, and

distribute the DD Form 1348-1A.

5.3.12.13.1.2.2. Bench stock issues. Select the property to be issued and enter

the date and signature of the individual selecting the property on line 29 of the

DD Form 1348-1A. Place property and any corresponding documentation in

the Deployment and Distribution holding area for customer delivery.

5.3.12.13.1.3. Management Notice. This output will be used to coordinate with

the customer if a substitute is available for issue.

AFMAN 23-122 27 OCTOBER 2020 207

5.3.12.14. Deployment/Contingency Bench Stock Support. Bench stock support at

deployment/contingency locations is provided via CRSP. In the event a weapon system

operates from the same deployment/contingency location for a timeframe sufficient to

establish reliable demand patterns within ILS-S and the weapon system is expected to

continue operations at the location in the foreseeable future, then regular organizational

bench stocks can be established.

5.3.12.14.1. These two different approaches dictate different replenishment actions.

Be aware of these differences and take every effort to aid or assist in the timely

replenishment of consumables. These represent the majority of bits and pieces,

attaching parts and hardware.

5.3.12.14.2. Items included in the RSP will be ordered under normal procedures as

they are expensed (used.).

5.3.12.14.3. Bench Stock Review. Bench Stock should begin immediate review of

deploying units' bench stock. If it is a short notice deployment (60 days or less), the

above actions are still advised but must be compressed within the given time.

5.3.12.14.3.1. Close and continuous coordination with the supported organization

to check and double check bench stock adds and deletes is essential.

5.3.12.14.3.2. Initiate priority action to fill bench stocks according to established

procedures.

5.3.12.14.3.3. Initiate priority action on bench stock due-out line items that the

deploying organization identifies as necessary for deployment.

5.3.12.15. Bin Labels.

5.3.12.15.1. Bench stock bin labels are produced via the ILS-S upon request. Bin

labels are automatically produced for new bench stock items and when existing bench

stock records are changed. Bin labels for items with a shelf life can be colored, to

distinguish those items from non-deteriorating items. See Daily Bin Labels

(D38/NGV837) in AFH 23-123 for additional details about bench stock label printing

options. In some locations, bench stock items are managed by the use of automated

information technology (AIT) equipment (hand-held terminals) that record the

information stored on bin labels.

5.3.12.15.2. Process this report using ILS-S. Reference the ILS-S User’s Manual.

The purpose of this report is to provide bin labels for all item record warehouse

locations, bench stock operations, supply point, equipment, retail sales, SPRAM,

mission support and war reserve type items.

5.3.13. Shelf Life Item Control.

5.3.13.1. Purpose: To explain shelf life procedures process. For guidance specific

requirements review AFI 23-101 and for IT specific processes use AFH 23-123.

5.3.13.2. Shelf life management procedures are contained in DoDM 4140.27, Vols. 1-2,

and will be followed for stocking, storing and issuing shelf life designated material.

208 AFMAN 23-122 27 OCTOBER 2020

5.3.13.2.1. Designation. Items assigned a National Stock Number (NSN) in the

Federal Supply System will be designated by a specific shelf life code. This code

identifies length of the shelf life period.

5.3.13.2.2. All NSNs not designated as shelf life items per DoDM 4140.27, Vols. 1-

2, are considered to be non-deteriorative and, thus, are not managed as shelf life items

and shall be coded and identified by shelf life code 0 (zero).

5.3.13.3. Shelf Life Management and Programs.

5.3.13.3.1. Storage. Shelf life items should be consolidated in one central stockroom

or warehouse to the maximum extent possible. Consolidation will facilitate efficiency

during inspection or surveillance actions by reducing the amount of travel time

between locations. It is not necessary to segregate shelf life items from other assets in

storage.

5.3.13.3.1.1. Report any item in storage that appears to be deteriorating and

excluded from the shelf life control procedures to the responsible item manager to

evaluate if the item should be assigned a shelf life code.

5.3.13.3.1.2. Item(s) may be unsuitable for intended use at the expiration of the

assigned storage time. Users need to ensure not to confuse Shelf Life and Service

Life. Shelf Life is the time the item sits “on the shelf” prior to issue or after issue

and not in use. The service life is determined by appropriate TO, Commercial

Manuals, or other documentation. For example, a tire might have a shelf life code

of “S” (60 months). This does not mean replace a “in use” tire every 60 months.

The service life of the tire might be 10 years. When the tire has been on the shelf

for 60 months and has not been used the shelf life code (SLC) will apply because

requirements in tactical situations when mission success could be jeopardized by

failure and lives could be lost during combat when assets have sat “on the shelf.”

Users may challenge any SLC if they feel items are improperly coded.

5.3.13.3.1.3. Identification on Labels. Warehouse personnel must make sure the

label on each item, subject to shelf life management, clearly states the expiration

date. (T-1). Activities using items with short shelf lives are authorized, on an

optional basis, to use a color-coding system making expiration dates more readily

apparent. One system is to have two sets of decals like those used on vehicle

license plates. Each set is a different color to designate the current year and the

next year. Each color would have decals with numbers from 1 to 12 to designate

the month of expiration.

AFMAN 23-122 27 OCTOBER 2020 209

5.3.13.3.1.3.1. Chemical Warfare Defense Equipment (CWDE). Individual

Protective Equipment assets that qualify for shelf life extension must be

clearly marked with the latest discard/expiration date and will be clearly

remarked with new discard/ expiration date. This can be done by marking out

the old data and hand writing in new data, or use of DD Form 2477. Note:

Property previously identified with AF Form 2032, Inspection Extension

(rescinded) must now be identified using a DD Form 2477. AFTO Form 152,

Chemical Defense Ensemble Inspection Record/DD Form 1574/1574-1 to

show updated extended shelf life is an acceptable method of update. Assets

"without" a marked discard/expiration date will not require individual

marking of extended shelf life. Along with the guidance above, Mobility IT

System will be updated for all assets with extension data.

5.3.13.3.2. Maximum Use of Stock. Issues of shelf life stocks should be directed

against the oldest stocks (those with the least shelf life remaining). Storage activities

shall initiate controls to minimize expiration of materiel in storage by issuing first

those stocks which have the earliest expiration date for Type I items; or the earliest

date manufactured, date packed, date cured, or date assembled for Type II items,

except where issue of newer stocks is justified. Under normal circumstances, this

policy prescribes for a strict application of first-in/first-out (FIFO) issue control

techniques.

5.3.13.3.2.1. Exceptions. The only exception to this policy is issues (transfers) to

mission support kit (MSK)/mobility readiness spares package (MRSP)/war

reserve material (WRM) where the newest stock is released. Under no conditions

will warehouse personnel issue an item that has reached or passed its expiration

date. Immediately notify inspection personnel when an item with an expired shelf

life date is discovered in stock. Inspection personnel will immediately begin a

complete review of all assets on hand for that stock number.

5.3.13.3.2.2. Time compliance technical order (TCTO) kits containing shelf-life

items will be assigned a shelf-life code of the shortest shelf-life item in the kit.

5.3.13.3.2.3. Overseas Shipments. All items for overseas shipment will be

selected from the newest stock (longest remaining shelf-life).

5.3.13.3.3. Internal Controls. To control items in storage, Inspection personnel do the

following:

5.3.13.3.3.1. Query the ILS-S to list the item records for all items assigned shelf

life codes (See ILS-S User’s Manual and AFH 23-123) for additional information

on shelf life codes). This program may also be processed to select specific shelf

life codes, as required. This option should be used to frequently monitor items

assigned short shelf life codes.

5.3.13.3.3.2. Physically check each location for the following:

5.3.13.3.3.2.1. Bin label attached to and matches property in location.

5.3.13.3.3.2.2. Ensure using first-in/first-out (FIFO) issue control techniques.

5.3.13.3.3.2.3. Verify shelf life and expiration date.

210 AFMAN 23-122 27 OCTOBER 2020

5.3.13.3.3.2.4. Ensure items are in original packing with manufacturer label

for Type I. Type II must have a manufacturer label or DD Form 2477. Note:

Manufacturer label must be clear and legible.

5.3.13.3.3.2.5. Color coding bin labels. On an optional basis, warehouse

personnel can use a color-coding system to making shelf life and expiration

dates more readily apparent. One system is to have two sets of decals like

those used on vehicle license plates. Each set is a different color to designate

the current year and the next year. Each color would have decals to designate

the month of expiration.

5.3.13.3.3.3. Annotate the listing to indicate items are outdated or require issue or

disposition before the next inspection.

5.3.13.3.3.4. Retain the annotated listing(s) until new products are produced.

5.3.13.3.4. DoD Shelf Life Program Website. The DoD Shelf Life program has both

a secure and non-secure website. These sites contain access to the Shelf Life

Extension System (SLES) and other management information. The secure site is

available to .mil customers and is located at the DoD Shelf-Life Program web site:

https://www.shelflife.dla.mil

5.3.13.3.5. Shelf-Life Extension System (SLES). AF personnel will utilize SLES to

determine whether shelf-life materiel has been tested by a certified laboratory and

extended (Reference DoDM 4140.27, Vols. 1-2).

5.3.13.3.5.1. Quality Status Listing (QSL). AF storage activities may utilize the

test results in the QSL to extend the shelf-life or dispose of specified items as

indicated. The QSL is available to “.mil” customers on the SLES secure site. To

extend the shelf-life based on the test results in the QSL, the items on hand must

equate to the same stock number, contract, lot, and batch number as listed. For

items not appearing on the QSL, contact the appropriate ICP Shelf-Life Point of

Contact for assistance. Note: QSL test results are based upon compliance with the

mandated DoD/AF storage standards. Storage activities must take into

consideration local storage conditions prior to extending/disposing of shelf-life

assets.

5.3.13.3.6. Acting in the role of AF Executive Agent, the Warner Robins ALC shares

the responsibility of testing shelf-life items with other DoD components and helps

assure update and operation of the data in the SLES.

5.3.13.4. Shelf Life Codes.

5.3.13.4.1. Assigning Shelf Life Codes. Items assigned shelf life codes are divided

into categories as follows:

5.3.13.4.1.1. Type I (alpha codes) are assigned to items having a definite, non-

extendable shelf life.

5.3.13.4.1.1.1. Type I shelf life items will not be tested, inspected, or

extended in storage. These assets will be downgraded from condition codes

"A," to "B," to "C," to "H," in accordance with the specified condition code

timeframes located in DoDM 4140.27, Vols. 1-2.

AFMAN 23-122 27 OCTOBER 2020 211

5.3.13.4.1.1.2. For all shelf life assets other than cure dated items, the

manufactured date, assembled date, packed date, expiration date, and the

inspect/test date shall be expressed by the numeric month followed by the last

two digits of the calendar year, with the day of the month being the last day.

When two or more unit packs of identical items have different beginning or

ending shelf-life dates, the earliest ending date, e.g., expiration or inspect/test

shall be the date used. Note: Example, the date of 12/03 would be December

2003 and the inspection/expiration date would be the 31st of December 2003.

The 31st would be the use to date and the item could have a longer service

date.

5.3.13.4.1.2. Type II (numeric codes) are assigned to items having a shelf life

which may be extended after the completion of inspection, testing, or restoration,

as appropriate. An item may be extended for the full term of its original life unless

TOs or other publications prevent it.

5.3.13.4.1.2.1. For Type II extendible shelf life items, materiel requiring

visual inspection will be inspected 6 months prior to the inspection test date.

Materiel requiring laboratory testing shall be tested 9 months prior to the

inspect/test date, while the item is still in condition code A. Prior to testing,

the QSL shall be checked to determine if the item has already been tested and

extended. For materiel requiring laboratory testing which is stored at an

intermediate or LRS/Materiel Management Activity, the storage activity may

test materiel locally in a certified lab or contact the managing ICP shelf life

focal point DoDM 4140.27, Vols. 1-2, for a list of approved certified labs.

5.3.13.4.1.2.2. When submitting Type II shelf life materiel to a testing

laboratory, it is important that the batch, lot, and contract numbers are

annotated on all documentation/property that is being sent for testing. This

requirement applies to materiel from the warehouse that needs to be tested, as

well as the materiel in depot maintenance support centers. This information is

required so that the test results reported in the SLES product can be used

accurately. In cases where the contract number is not available, the materiel

can still be tested and extended if test parameters are met.

5.3.13.5. Testing and Inspections.

5.3.13.5.1. Shelf-Life Testing Costs. The basic premise is the organization owning

the material pays for the testing. When the customer owning the material is from

another AF base, another Service, another Agency, etc. they are responsible to fund

any costs related to the testing of shelf-life assets. When the material is owned by a

local manufacturing production organization, the testing lab gets paid by the expense

incurred testing the material being charged back to the organization owning the

material.

5.3.13.5.1.1. Lab testing is necessary prior to issue or shipment of items

exceeding shelf life expiration dates. When lab testing is not required, check

requirements with applicable Technical Order (TO).

212 AFMAN 23-122 27 OCTOBER 2020

5.3.13.5.1.2. After Type II shelf life materiel is inspected or tested and then

extended to a new inspection or test date, a DD Form 2477, shall be attached to

the outside container of each item in a conspicuous place at the storage location.

5.3.13.5.1.3. Natural or synthetic rubber components, bearings, lubricants, etc.,

should be replaced when necessary, as well as any other reconditioning required

to return the item to a serviceable condition prior to issue or shipment if the

assigned storage time has elapsed.

5.3.13.5.1.4. Petroleum Products are managed as to TO 42B-1-1, Quality Control

of Fuels and Lubricants and AFI 23-204, Organizational Fuel Tanks. Quality

control of petroleum products and chemicals will be inspected visually or retested

as specified in TO 42C-1-12. (T-1). Contact AF Petroleum Office at Ft. Belvoir,

VA, for petroleum product retest information or disposition instructions.

Information can also be obtained through the AF Petroleum Office via the AF

Portal.

5.3.13.5.1.5. Aircraft jet engine oils, MIL-PRF-7808L, Lubricating Oil, Aircraft

Turbine Engine, Synthetic Base and MIL-L-23699, must be used within 36 months

of the date of packaging or the date of the last test. To prevent unnecessary

testing, the QSL published by DLA may be used to obtain test data.

5.3.13.5.1.5.1. Bases maintaining large inventories of aircraft and engine oils

as WRM may have difficulty rotating stocks in peacetime, when demands are

low. Accordingly, 12 months before the product's expiration date, bases

should submit requests for assistance in redistributing stock. AF bases unable

to rotate stocks adequately may use advice code 2G when requisitioning to

DLA.

5.3.13.5.1.6. Containers, Drums, Tanks, Lines, and Associated Equipment. Local

checklists are developed to ensure that containers, drums, tanks, lines, and

associated equipment are inspected monthly. The ILS-S listings or a suitable

program may be used to assist in these inspections. Checklists will indicate

specific storage areas where chemicals are stored, location of tanks and lines

where applicable, and location or serial numbers of associated equipment used in

the chemical storage operation. The result of the monthly inspections will be

documented on the checklist and maintained for a minimum of one year.

5.3.13.5.1.7. XD/XF Assets. All Type II shelf life ERRC designator XD (T) and

XF (P) items must undergo a 100% test or inspection. (T-1). These items will

require a bench or functional check to ensure serviceability; therefore all affected

assets must be checked.

5.3.13.5.1.8. Critical Supplies. Shelf life items that are in a critical supply

position will be tested and extended in stock when appropriate; regardless of the

dollar value of the materiel involved. Item criticality will be determined by

coordination with the appropriate AF activity with engineering authority assigns

the shelf life code having responsibility for the item.

AFMAN 23-122 27 OCTOBER 2020 213

5.3.13.5.1.9. Possession of Shelf Life. Inspections shall be the responsibility of

the activity having custody of a shelf life item. Units shall be responsible and

accountable for shelf life inspection on materiel that has been issued to them.

Supply activities shall be responsible and accountable for shelf life inspection on

materiel in their possession. The materiel management activity should request

assistance from a maintenance activity (user) when they need services or advice to

accomplish the inspection or to evaluate the test results. The following procedures

will assist with these circumstances:

5.3.13.5.1.9.1. Process a condition change input to transfer outdated

serviceable items to unserviceable details when the item is to be issued to

Maintenance for serviceability check, or there will be a delay in processing

the item to disposal.

5.3.13.5.1.9.2. Maintenance personnel will forward written results of their

test findings and the items not used or consumed in testing.

5.3.13.5.1.9.3. Maintenance will return items not consumed but tested

unserviceable. Inspection personnel will process a return for the total quantity

of the items not consumed but tested unserviceable.

5.3.13.5.1.9.4. Maintenance will tag those items tested and found serviceable

and their expiration dates will be extended according to this manual.

5.3.13.5.1.9.5. Inspection personnel will process a return for the quantity used

or consumed during testing.

5.3.13.5.1.9.6. The unserviceable document will be stamped or typed with the

following statement: “Property reflected on this document has been consumed

during routine testing in accordance with applicable directive.”

5.3.13.5.1.9.7. The ILS-S document will be signed and dated by the Chief

Inspector or designee and forwarded to Document Control. Attach a copy of

the written test results to provide an audit trail.

5.3.13.5.1.9.8. Items consistently failing to meet test requirements and have

been properly stored should be reported to the appropriate Item Management

organization for assessment of the assigned shelf life or use of an alternate

source of supply.

5.3.13.6. Processing Outdated Shelf Life Items. Under no conditions will warehouse

personnel issue an item which has reached or passed its expiration date. Immediately

notify inspection personnel when an item with an expired shelf life date is discovered in

stock. Inspection personnel will immediately begin a complete review of all assets on

hand for that stock number.

5.3.13.6.1. Type I Shelf Life Items. When type I shelf life items are outdated, process

a condition change to change the condition to H (condemned) for an automatic

transfer to DLADS.

214 AFMAN 23-122 27 OCTOBER 2020

5.3.13.6.2. Type II Shelf Life Items. The QSL maintained by DLA under the SLES

program will be checked before any local testing is initiated. Testing is required when

the on- hand balance for the affected batch/lot indicates the materiel will remain in

stock beyond the expiration. Decisions to test are based on the normal utilization rate

or demand pattern for the affected item. If the materiel cannot be tested while it is still

in condition code A, this materiel shall be allowed to migrate to condition codes B, C,

or J, until the laboratory test results or disposition instructions are received.

5.3.13.6.2.1. Processing Type II Expired Shelf Life Items. Process a condition

change input to change the condition code to J (suspend outdated items on an

unserviceable detail). When the item is to be issued to maintenance for a

serviceability test or when there is a delay in processing. Issue unserviceable

items to maintenance using ILS-S controls for monitoring.

5.3.13.6.2.2. Test Findings. The Maintenance function forwards a written reply of

the test finding(s), along with any materiel not used or destroyed in testing, to

Inspection.

5.3.13.6.2.2.1. Item Destroyed During Testing. If the item was destroyed as a

result of testing, Inspection processes a return with supply condition code of H

and action taken code of 9. This action will generate a transfer document to

DLADS. Returns are processed using the original issue document numbers to

make certain all due-in from maintenance (DIFM) details are deleted.

5.3.13.6.2.2.2. Stamp, type or hand scribe the following statement on the

transfer document: “Property reflected on this document has been consumed

during routine testing in accordance with applicable directive.”

5.3.13.6.2.2.3. The Chief Inspector or designee signs and date the document

before forwarding it to Document Control. A copy of the written test result(s)

will be attached to provide an audit trail.

5.3.13.6.2.3. Tested Unserviceable. Materiel not consumed and tested

unserviceable is processed in the same manner as above, but the resulting transfer

document and the unserviceable item are forwarded to DLADS.

5.3.13.6.2.4. Tested Serviceable. Items tested and found serviceable are tagged

and their expiration dates are extended according to instructions in this section.

5.3.13.6.3. Exception to Type II Shelf Life Testing. When small quantities of the

same stock number reach their expiration date, the Chief Inspector must determine if

testing of this material is cost effective. Testing should not be done when the cost of

the test is greater than the total dollar value of the outdated materiel, or when only

one unit remains and the materiel will be consumed in testing. See DoDM 4140.27,

Vols. 1-2, for specific policy guidance.

AFMAN 23-122 27 OCTOBER 2020 215

5.3.13.7. Shipping. Source of Supply activities should utilize the following criteria to

ensure that shelf life items arrive at their destination with adequate serviceable shelf life

remaining. Once the Type II materiel is received, it becomes the receiver's (e.g., retail,

end user) responsibility to inspect the materiel and ensure that extension information is

available or submit an SDR if information is not current and not available in the QSL.

Subsequently, the receiver will ensure that extension markings are current and remark

accordingly. Costly DLADS/hazardous waste disposal of Type II shelf-life items/materiel

solely on the basis that the inspect/test date markings on the shipment container had

lapsed when received would most likely be premature and is unauthorized without

conducting the appropriate research. Shipping expired shelf-life materiel to any customer

is prohibited.

5.3.13.7.1. Continental United States (CONUS) Shipments.

5.3.13.7.1.1. Items with less than 90 days of shelf life remaining (condition code

"C") may only be issued for immediate usage priority designator 01-08

requisitions.

5.3.13.7.1.2. Items with three to six months shelf-life remaining (condition code

"B") may be shipped to CONUS contractors' facilities for use as government

furnished property (GFP) or government furnished materiel (GFM) and to other

CONUS requisitioner's for stock and reissue.

5.3.13.7.2. Overseas Shipments. All items for overseas (OCONUS) requirements,

Foreign Military Sales (FMS), including shipments under security assistance

programs, will be selected using guidelines in DoDM 4140.27. (T-0).

5.3.13.7.3. Requisitioners may specify the shipment of only the newest stock to meet

strategic mission requirements by utilizing DLMS EDI advice code "2G."

5.3.13.7.4. The IMMs have the capability to supplement the advice codes indicated

in the customer's requisition or when instructing storage activities to deviate from the

FIFO principle by the use of DLMS EDI management codes. These codes are to be

used only to supplement information conveyed by the condition code on the materiel

release order. The two management codes are defined as follows: Code "T" - Issue

newest stock only. Code "U" - Issue stock having at least one-year shelf life

remaining.

5.3.13.8. Excess, Disposal and Reutilization of Shelf Life Assets.

5.3.13.8.1. All AF units shall report all excess on-hand quantities to the Integrated

Materiel Manager (IMM) in accordance with DoD 4140.26-M, Vol 5. (T-0). All

efforts will be made to redistribute potentially expiring shelf life assets.

216 AFMAN 23-122 27 OCTOBER 2020

5.3.13.8.2. Final disposal action should be the absolute last resort for shelf life items

that have, for example: (1) expired or (2) will not be extended due to visual

inspection/laboratory test failure and (3) are not Hazardous Material

(HAZMAT)/Hazardous Waste. Using discretion and common sense, in terms of

Environment, Safety and Occupational Health (ESOH) considerations, there may be

circumstances where use of these items may be diverted to completely non-critical or

non-tactical applications as opposed to disposal. Alternative uses should be

coordinated with ESOH authority and facilities maintenance.

5.3.13.8.3. Challenging a SLC Assignment. Challenges shall be written, coordinated

within the challenging service/agency prior to routing to the AF activity with

engineering authority that assigns the shelf life code, and coordinated with the

remaining services/agencies prior to service implementation. Shelf life assignments

are based on optimum storage conditions and the exact rates of deterioration or

degradation are unknowns, shelf life items must be closely monitored and visually

inspected prior to use. When the items are still good even where stored under adverse

conditions, the scenario presents an opportunity to challenge the shelf life code

assignment.

5.3.13.8.4. Retail activities will dispose of expired items and redistribute/dispose of

excess items as needed. When serviceable items become unserviceable due to

expiration of a shelf life component, a determination will be made as to whether a

firm or future stock level requirement still exists for the item. If so, the item will be

tagged with a DD Form 1576 or DD Form 1576-1, Test/Modification Label-Materiel

and forwarded to maintenance for local repair or evacuation.

5.4. Equipment Management.

5.4.1. Organizational Visits.

5.4.1.1. Purpose: To explain the procedural processes to conduct organizational visits.

For guidance specific requirements review AFI 23-101 and for IT specific guidance refer

to AFH 23-123.

5.4.1.2. General Discussion: The EAE is responsible for ensuring proper accountability

of in-use equipment, custodians properly conduct their duties, and squadron commanders

or designated representative are provided feedback concerning equipment accountability.

The EAE assists unit property custodians with equipment issues, perform base level

equipment management functions and perform scheduled organizational visits. Note:

MAJCOMs are authorized to modify these instructions for wings with contracted or Most

Efficient Organization (MEO) LRS’s if organizational visits will significantly increase

the cost of current contracts or MEO manpower until such contracts are due to be

competed or renewed. The unit will provide their MAJCOM/A4R with a waiver request

that includes reason(s) they cannot comply, their proposed alternative method to ensure

equipment accountability and a projected get well date. MAJCOMs/wings will add

associated EAE tasks to contracts as they are competed or renewed.

5.4.1.3. The following actions will be performed:

AFMAN 23-122 27 OCTOBER 2020 217

5.4.1.3.1. EAE will schedule and conduct annual visits to ensure organizations are

compliant with custodial responsibilities. During annual visit, EAE will review the

following:

5.4.1.3.1.1. Ensure accountable equipment items that are verified as directed

below are marked with a Unique Item Identifier (IUID) and Unique Item

Identifier (UII) label is serviceable, readable, and associated with the correct

equipment data within AFEMS if IUID program is fully implemented.

5.4.1.3.1.2. Verify accountability of all capital equipment assets and ensure

documentation is available to support valuation.

5.4.1.3.1.3. Verify accountability of Nuclear Weapons Related Material

(NWRM) equipment per AFI 20-110.

5.4.1.3.1.4. EAE will verify accountability of COMSEC/CCI equipment. Assets

received are validated via Standard Form (SF) 153, COMSEC Material Report,

are recorded in the APSR as prescribed in AFMAN 17-1302-O, Communication

Security (COMSEC) Operations.

5.4.1.3.1.5. Spot check a random 10% sample (per account) of the organization’s

remaining accountable in-use equipment to ensure it is on hand.

5.4.1.3.1.6. Custodian Jacket File.

5.4.1.3.1.7. Query AFEMS In-Use serialized asset screen and ensure there are no

CFO details missing data or CFO details awaiting reconciliation.

5.4.1.3.1.8. Visually verify all capital equipment assets with custodian and

validate CFO data fields within AFEMS match the data collected from the asset

(e.g., Cage Number, Serial Number, etc.).

5.4.1.3.1.9. Visually verify Acquisition Date and Acquisition Cost within the

AFEMS CFO Data fields match FIAR Key Supporting Document (KSD) stored

in Tab C of the Master Jacket File and correct any errors within AFEMS.

5.4.1.3.1.10. Ensure custodian’s information appears on current Authorization-to-

Receipt-for-Classified-Property-Listing for accounts with classified items.

5.4.1.3.1.11. Identify and validate unserviceable maintenance and calibration

quantities on CA/CRL.

5.4.1.3.1.12. Document excess equipment overdue 30 day return. Note: Date

established on excess detail.

5.4.1.3.2. Provide organizational commander or responsible officer with a written

status report of the organizational visit signed by the LRS APO. Include on this

report, strengths, findings and observations. Review previous reports and classify

write ups as “repeat findings” when warranted.

218 AFMAN 23-122 27 OCTOBER 2020

5.4.1.3.3. Review and validate the responsible officer’s replies to the report’s

findings and determine if the actions taken are sufficient to correct the deficiencies. If

the discrepancies are not resolved within 30 calendar days, notify the LRS APO, the

responsible officer’s group within 45 calendar days and wing commander after 60

calendar days, in writing.

5.4.1.3.4. Measure schedule effectiveness to ensure organizational visits are

completed annually and reported to the LRS APO monthly during how-goes-it or

equivalent briefings.

5.4.2. Allowance Standards (AS).

5.4.2.1. Purpose: To explain AS and their use with Equipment Management. For

guidance specific requirements review AFI 23-101 and for IT specific process refer to

AFH 23-123. AS’s are available online in AFEMS. The following is guidance for the

application of AS’s:

5.4.2.2. AS’s prescribe the master item in the Interchangeable and Substitute (ISG)

subgroup.

5.4.2.3. ERRCD and AS’s.

5.4.2.3.1. Generally, only nonexpendable items (ERRCD Nxx) are listed in an AS’s.

When expendable items are listed, it is for information purposes only. With the

exception of WRM equipment items, Equipment Management Code (EMC) “1” items

are excluded from EAID records and AFEMS reporting, unless the item is equal to or

greater than $5,000.00, or is an exception per AFI 23-101.

5.4.2.3.2. Using commands can substitute expendable items and quantities when

desired. Exceptions include specialized tools, personal retention and survival items,

components of bench set components, test measurement diagnostics equipment, and

WRM.

5.4.2.4. End Items for Standby Use. Only in unusual circumstances will end item

allowances be approved for standby (backup or maintenance attrition) equipment. If

additional end items are required, coordinate with CEMF for approval. Those requests,

which are in direct support of weapon systems or other major equipment end item

systems, must be validated by the applicable SPM, Product Group Manager (PGM), or

Materiel Group Manager (MGM) before sending them to AFMC Allowance Manager.

Justification for this type of allowance/authorization must provide sufficient detail to

define the need.

5.4.2.5. ASs will not include expendable spare parts required for the maintenance,

assembly, or repair of end items. In certain circumstances, equipment items may be

required as spare parts to be used in the repair of other major equipment end items. The

items will be obtained using activity code “P” and the reparable equipment item will be

turned in to supply.

5.4.2.6. The BOI in AS’s represents the maximum allowable quantity of a

nonexpendable item.

5.4.2.6.1. The AS BOI is authorized by the applicable approval authority when

substantiated by adequate justification.

AFMAN 23-122 27 OCTOBER 2020 219

5.4.2.6.2. Allowances should be stated in flexible terms to allow for variables in

equipment, personnel, and workloads.

5.4.2.6.3. Organization commanders may exceed the BOI in a non-weapon AS if the

item is ERRC code NF, BC 9, and use code B (base funded/base support). This

guidance excludes:

5.4.2.6.3.1. BC9 items listed in AS 009, 016 (Parts C, D, E, F, G, and H), 410,

501, 654, and 658.

5.4.2.6.3.2. Weapon system AS, depot support, controlled items, mobility, WRM,

and any allowances requiring approval above wing/base level.

5.4.2.6.4. The equipment custodian will provide a single AETC Form 120/120A for

each course. List items required in stock number sequence and indicate maximum

authorizations. The AETC Form 120 must include a cover letter signed by the

squadron commander or flight chief. The letter must indicate any items and quantities

that supply must order. The letter and AETC Form 120/120A will be kept in the

Equipment Master Jacket file and the Custodian Jacket file. A new AETC Form

120/120A must be provided whenever there is a change, add or delete. New AETC

Forms 120/120A will replace old letters in both jacket files.

5.4.2.7. AS Support Categories. All AS’s will indicate the end item application grouped

into specific support categories according to the intended use of the equipment.

5.4.2.7.1. Category I, Miscellaneous Allowances. These are non-published

Allowance Source Codes (ASC), such as; Special Allowance 041; Retention

Authority 048, etc.

5.4.2.7.2. Category II, Special Support. Reflects equipment to support peculiar

operations, missions or functions, including WRM support. AS’s in this category may

reflect both standard and nonstandard equipment. The user will review AS’s in this

category annually to validate the need to continue the requirement and advise the AM

of the results of the review.

5.4.2.7.3. Category III, System Support. Reflects equipment to support specific

aircraft or missile, and is tailored to specific operational and maintenance concepts.

5.4.2.7.4. Category IV, Facilities Support. Reflects equipment required to support

normal base and satellite installation functions for such things as food service,

chaplain, and civil engineers.

5.4.2.7.5. Category V, Personnel Support. Reflects equipment to support personnel in

performance of their assigned duties based upon AFSC or job

classification/description and related functions with respect to specific USAF

missions.

5.4.2.7.6. Category VI, Mission Support. Reflects equipment required to support

common application of organizational and field level maintenance for such things as

machine, welding, and sheet metal shops.

220 AFMAN 23-122 27 OCTOBER 2020

5.4.2.7.7. AS Changes. Users may submit change requests when allowances are

inadequate, excessive, or unsuitable for functions for which prescribed. Change

requests can be submitted online through the AFEMS (TACR) or manually on AF

Form 601. Detailed instructions for submitting change requests are contained in AF

Form 601 Preparation, AFH 23-123. Recommendations to change an AS preface (or

format) must be submitted by letter.

5.4.2.8. Proposing a new AS. Any activity may develop a new AS to perform a specific

duty or function. Any level may approve, modify, or disapprove the proposed new AS

prior to forwarding it to AFMC Allowance Manager for final action.

5.4.2.8.1. Forward the requests through MAJCOM channels. Include statements of

evaluation by Equipment Review Authorization Activity (ERAA) with a proposed

BOI on the approval.

5.4.2.8.2. Send one copy to AFMC Allowance Manager for approval.

5.4.2.8.3. Include the recommended title, purpose, preface, and special information

in sufficient detail to permit the evaluation of the stated equipment requirements.

5.4.2.8.4. Include a complete list consisting of the NSN, nomenclature, unit of issue,

and BOI for each of the proposed items.

5.4.2.8.5. Explain pertinent data. Include such things as a functional chart, copies of

directives assigning new or expanded functions, numbers and skills of personnel

available or required for equipment operation and maintenance, level of maintenance

to be performed, student load, peacetime and wartime workload.

5.4.2.9. Line by Line Allowance Standard Review and Desktop Audit Allowance

Review.

5.4.2.9.1. MAJCOMs may request reviews for mission changes, new or modified

operational or maintenance concepts, conversion from one weapon system to another,

or when determined to be mission critical. The activity requesting the review must

provide justification and obtain coordination from other using MAJCOMs.

5.4.2.9.2. Allowance Managers will schedule and coordinate the review with

requesting MAJCOM Equipment Review Authorization Authorities and appropriate

weapon system representatives. The Allowance Manger also serves as the

Chairperson for the review.

5.4.2.9.3. Additional representation may include Lead MAJCOM Equipment Review

Authorization Authorities, Command Functional Area Manager, Pilot Unit

representation, contractors, or activities having subsystem or related support

responsibilities, and other commands utilizing the subject allowance standard.

5.4.2.9.4. At least 30 days prior to convening the allowance standard review

conference, the Allowance Manager will furnish conferees an agenda and current

working copy allowance standard for use at the conference.

AFMAN 23-122 27 OCTOBER 2020 221

5.4.2.9.5. MAJCOMs will review the working copy and have a command position,

by item, prior to the conference. Commands submit their comments to the lead

Equipment Review Authorization Authority point of contact prior to the allowance

standard review when representation will not attend the review.

5.4.2.9.6. The Allowance Manager makes the final determination regarding items

and the basis of issue reflected on the allowance standard with exception for those

items directed or controlled by HQ USAF.

5.4.2.10. AS updates. The AFEMS (C001) message board will used to notify all affected

users of allowance changes/updates. In certain instances, the AFEMS (C001) will provide

an automated base authorization update (DOC ID XSJ) which will permit the updating of

the authorized/in-use detail record without human intervention.

5.4.3. Special Allowances and Miscellaneous Allowances.

5.4.3.1. Purpose: To explain Special Allowance and their use with Equipment

Management. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123. Special and Miscellaneous Allowances were established

to permit necessary deviations for authorizations when a requirement develops for an

item or quantity of equipment that normal allowance standard coverage is inappropriate

or inadequate. These are non-published Allowance Source Codes (ASC) in AFEMS.

5.4.3.1.1. Research, Development, Test, and Evaluation (RDT&E) Equipment – ASC

040 and ASC 049.

5.4.3.1.1.1. Purpose: Air Force designated RDT&E activities must use ASC 040

and ASC 049 when equipment is used in direct support of RDT&E programs or

projects.

5.4.3.1.1.2. AF Form 601/TACR are not required. Authorization for ASC 040

and ASC 049 are approved at the base level by MAJCOM identified RDT&E

activity.

5.4.3.1.2. ASC 041 - Special Allowance.

5.4.3.1.2.1. Special allowance 041 is applicable to equipment authorizations that

normal allowance standard coverage is inappropriate or inadequate.

5.4.3.1.2.2. In addition to applicable data specified in Allowance Standard

Change Requests, cite the peculiar circumstances that preclude inclusion of the

item in an AS.

5.4.3.1.2.3. The MAJCOM CEMF is the approval authority for base funded (BC

9) Equipment items. This does not apply to controllable items requiring higher

level approval.

5.4.3.1.2.4. MAJCOM approval allows a base to procure a BC 9 item while, at

the same time, processing the request for a normal AS add.

5.4.3.1.2.5. All special requests for centrally-procured items will be forwarded

through command channels to the Allowance Manager for final approval.

5.4.3.1.2.6. The provisions above do not apply to USAF medical activities.

222 AFMAN 23-122 27 OCTOBER 2020

5.4.3.1.2.7. The ASC(s) covering the above, and other specific situations, are

identified in AFEMS. Requisition or retained items that are restricted for

authorization, acquisition, or possession only need approval of the controlling

agency prior to the ASC being approved for use.

5.4.3.1.3. Depot Non-Standard Equipment.

5.4.3.1.3.1. Purpose: Depot activities at OO-ALC (Ogden-Hill), OC-ALC

(Tinker), WR-ALC (Robins), and 309 Aerospace Maintenance And Regeneration

Group (Davis-Monthan) are authorized to use ASC 042 for non-stock listed

equipment that directly supports depot programs or projects which has been

determined to be a one-time buy. Submit requests for special allowance according

to paragraph 5.4 For guidance requirements AFI 23-101; for IT guidance refer to

AFH 23-123.

5.4.3.1.3.2. Unless the items are REMS, no AF Form 601/TACR is required.

Approval for ASC 042 is approved at the base level.

5.4.3.1.3.3. MAJCOM may authorize certain Depot activities to establish

separate ERAA. ERAA will review and make recommendations only on Depot

requirements that use ASC 042.

5.4.3.1.3.3.1. Staff responsibilities. ERAA staff will be technically qualified

to determine if requested equipment meets engineering, economic, and

mission requirements. The senior member of the ERAA will recommend

approval or disapproval in block 19 of the AF Form 601. The staff member

will send approved requests to the LRS/CC or Accountable Property Officer

and will return disapproved ones to the submitter.

5.4.3.1.3.3.2. AFMC responsibilities. With the advice of the ERAA, AFMC

will control, establish initial and replacement issues, account for, and

promptly report excess equipment for disposition.

5.4.3.1.4. Gift Items- ASC 044.

5.4.3.1.4.1. Purpose. AFI 51-506 identifies circumstances under which units or

individuals must account for gifts. AFMC will establish accountability for these

gifts by requesting that Records Maintenance assign the gift a local stock number.

This action will exclude the gift from Air Force Supply Management Activity

Group (SMAG) management. The action will also allow the gift to be issued

without reimbursement.

5.4.3.1.4.2. Detail record for the gift will be loaded using ERRCD NF2, REX

code 4, routing identifier code JBZ, budget code 9 for items with a unit price less

than $250,000 or budget code will be Z for items with a unit price of $250,000 or

more and ASC 044.

5.4.3.1.4.3. AFMC will establish an authorized/in-use detail record for the gift,

using ASC 044.

AFMAN 23-122 27 OCTOBER 2020 223

5.4.3.1.5. Collateral Equipment – ASC 047. When collateral equipment is required it

is listed in an allowance standard AND shown in an approved drawing. When the

equipment is shown in an approved drawing but is not listed in an allowance

standard, AFMC will use ASC 047 as the AID on detail records. Miscellaneous AS

047 is applicable to collateral equipment (other than installed real property) that is

contractor affixed/installed and contributes to the functional operations of a facility

such as a dining hall, bakery, service club, etc. For guidance specific requirements

review AFI 23-101 and for IT specific guidance refer to AFH 23-123.

5.4.3.1.6. Retention Authority – ASC 048.

5.4.3.1.6.1. Purpose: To save money, units may retain equipment that will help

complete the assigned mission. The item must be safe to use, maintainable and

not designated for recall due to personnel or maintenance hazards. Centrally

procured items are no longer required to meet MAJCOM or other AF authorized

requirements. ASC 048 is also used when an item may be too expensive to repair

or to redistribute to meet other authorized Air Force requirements.

5.4.3.1.6.2. The unit commander is the approval authority for ASC 048 retention

of base-funded items regardless of previous allowance ID or use code. Specially

excluded from this are items in weapon system allowance standards.

5.4.3.1.6.3. AFMC may authorize a custodian to retain an item rather than

redistribute it provided it is not a vehicle or an asset/organization that would

normally require higher than base-level approval for retention. AFMC may

approve ASC 048 when the item is in-use or it can be issued from stock/DLA

Disposition Services. AFMC screens other organization requirements for a valid

allowance standard. When a shortage exists, offer the item to the organization

with the valid allowance standard prior to ASC 048. Note: Under no

circumstances will AFMC authorize retention of an item that was initially

requisitioned.

5.4.3.1.6.4. Custodians will submit requests or input an allowance change request

(TACR) online into the AFEMS (C001) for retention authority when higher than

base-level approval is required.

5.4.3.1.6.5. MAJCOM CEMFs may approve retention requests for Disposal

(DSP) coded items without referring them to the AFMC item manager (IM), and

Non- DSP coded items with other valid AF requirements. When CEMF approves

a retention request for an AF CP item that is not coded DSP, then CEMF sends

the request to AFMC IM for approval. When the AFMC IM disapproves the

request, he or she will send shipping instructions to redistribute the item.

5.4.3.1.6.6. When repairing retained items they may be repaired within base

resources if the repairs are economically reasonable and justified. Vehicle repairs

will not exceed the maximum repair allowance in TO 00-36-1-191, Technical and

Managerial Reference for Motor Vehicle Management.

5.4.3.1.6.7. Retention equipment will not be replaced under any circumstances.

AFMC will not substitute other items for retained items under any circumstances.

224 AFMAN 23-122 27 OCTOBER 2020

5.4.3.1.7. Loan of Other Governmental Agency Equipment to the USAF – ASC 050.

5.4.3.1.7.1. Purpose: Special Allowances (ASC 050) were established to account

for loaned equipment from other Governmental Agency Equipment to the USAF

5.4.3.1.7.2. AFMC will set up authorized/in-use detail records for EAID items

that other governmental agencies lend to AF activities, using FED inputs with

Accounting and Finance interface code LOAN to establish the detail records.

ASC 050 will be used for loaned equipment with the first position of the

allowance ID suffix aligned with AFH 23-123 to identify the lending agency. The

next three-position alpha code in the allowance ID suffix (last three positions), to

further identify the lenders when directed by the CEMF or higher authorities. If

this code is not required, fill the ASC field with three alpha O's.

5.4.3.1.7.3. AFMC will set up loan controls to be sure that lent items are returned

to the lending agency when the loan is up, rather than being turned in as local

excess or transferred to DLA Disposition Services. FED and FME are the only

authorized inputs for establishing and deleting authorized/in-use detail records for

these items. Do not use normal REC, FCI, ISU, SHP, TRM, etc., inputs.

5.4.3.1.8. Loan of AF Equipment to NON-AF Activities – ASC 051.

5.4.3.1.8.1. Purpose: Special Allowances (ASC 051) were established for

activities with which the base does and does not have a host/tenant agreement.

5.4.3.1.8.2. Activities with which the base does not have an agreement. When in-

stock equipment is loaned to non-AF supported activities that a base has no

host/tenant agreement with, AFMC will use the temporary loan procedures.

5.4.3.1.8.3. Activities with which the base has an agreement. When in-stock

equipment is lent to non-AF supported activities that a base has a host/tenant

agreement with, AFMC will use FCI, ISU, TIN procedures and ASC 051 to

process the loan. ASC 050 will be used for equipment on loan, with the first

position of the allowance ID suffix aligned with AFH23-123, to identify the

borrowing agency.

5.4.3.1.8.4. All centrally managed support equipment provided to a contractor as

a result of a Base Operations Services contract will be reported on EAID records.

5.4.3.1.8.4.1. The appropriate AS will be cited.

5.4.3.1.8.4.2. Requisitions on back order for a contractor will be immediately

cancelled if the Administrative Contracting Officer (ACO) approves a direct

buy by the contractor

5.4.3.1.8.4.3. CEMFs will forecast future equipment requirements for these

accounts using normal forecast procedures.

5.4.3.1.9. Miscellaneous AS 043 is applicable to Air Force funded equipment

provided in support of Department of Defense dependent schools and requires

authorized/in-use detail records.

5.4.3.1.10. Special Projects – ASC 054.

AFMAN 23-122 27 OCTOBER 2020 225

5.4.3.1.10.1. Purpose: Equipment Sources for Special Projects. Headquarters

USAF or MAJCOM may authorize a one-time special project (other than a

RDT&E project). When no allowance standard exists, then the command assigned

to the project will use its authorized equipment to support the project to the

maximum extent possible. Equipment will also be provided according to

directives and instructions for the specific project.

5.4.3.1.10.2. AFMC will maintain authorized/in-use detail records for special

project equipment, using ASC 054. Identify the specific project in the last three

positions of the allowance ID.

5.4.3.1.10.3. A MAJCOM initiating a special project will request equipment on

TACR citing ASC 054. It will input a TACR online into the AFEMS (C001) for

special projects for approval by the allowance manager. The allowance manager

will then evaluate the requirement and check with the appropriate SM, IM, and

technical services personnel. For a special project directed by HQ USAF, the

MAJCOM assigned to the project may approve required equipment unless the

project directive lists other instructions.

5.4.3.1.10.3.1. AS 054 approval by AFMC is required for:

5.4.3.1.10.3.1.1. Requested equipment item costs more than $50,000 per

unit.

5.4.3.1.10.3.1.2. Or when AFMC controls the item.

5.4.3.1.10.3.1.3. Or when HQ USAF controls the item. Exception for

special projects directed by HQ USAF may be approved by MAJCOM

unless project directive lists other instructions.

5.4.3.1.10.4. Turn-In. LRS EAE will turn in equipment authorized for special

projects as soon as the equipment is no longer needed for the project.

5.4.3.1.11. Service Test of Commercial Items – ASC 056.

5.4.3.1.11.1. Purpose: When authorized, customers may purchase or borrow off-

the-shelf, non-aeronautical, commercial items for service tests. These tests will

determine if the item meets a military operational requirement. Items authorized

for service testing will be tagged as service test equipment.

5.4.3.1.11.2. The MAJCOM CEMF is the approval authority. A TACR is

required with complete justification for the item, description of the item to be

tested, price, available source, estimated duration of the testing, additional costs,

if any, including transportation.

5.4.3.1.11.2.1. When the AF has acquired title to an item, use ASC 056.

Process ASC 056 items using normal REC, FCI, ISU, etc., inputs.

5.4.3.1.11.2.2. When the item is on loan from private industry, use ASC 057.

Do not use normal REC, FCI, ISU, etc., inputs.

226 AFMAN 23-122 27 OCTOBER 2020

5.4.3.1.11.3. AFMC will maintain authorized/in-use detail records for service test

equipment. When receive ASC 057 items, use FED inputs with Accounting and

Finance (A&F) interface code LOAN to establish detail records. Establish local

controls for all ASC 057 items to make sure that items are returned to the loaning

agency and not turned in as local excess or transferred to DLA Disposition

Services. When the loan ends, use FME inputs to delete the detail records and

return the items to the owning agency.

5.4.3.1.11.4. When the service test determines that the item meets the operational

requirement, the customer will submit a request for standardization and cataloging

to EAE. The request will include a report of the service test along with evidence

to support standardization and cataloging. EAE will send the request with

attached report to the CEMF. When the service test determines that the item does

not meet the operational requirement, then the customer will submit a report to the

IM.

5.4.3.1.12. Mechanized Materiel Handling Systems (MMHS) - ASC 060.

5.4.3.1.12.1. Miscellaneous allowance 060 is applicable for accountability of

MMHS equipment as described in AFI 23-101.

5.4.3.1.12.1.1. MMHS project officer and the organization’s equipment

custodian will inform the Customer Support Section (LGRMC) what

components make up the MMHS (Do not include components accounted for

as real property). The list will include the unit price of each component.

LGRMC will assign an L stock number to the MMHS with a unit price based

on the computed total of each component unit price.

5.4.3.1.12.1.2. AFMC will maintain authorized/in-use detail records for

MMHSs using ASC 060.

5.4.3.1.13. Loan of In-Use Equipment Between AF Organizations – ASC 063 and

ASC 064.

5.4.3.1.13.1. Purpose: MAJCOMs may direct the temporary loan of in-use items

to other Air Force units at different bases in the same or different commands.

When commands use these equipment loan procedures, EAID accountability and

reporting are transferred to the borrowing base. Therefore, both the lending and

the borrowing commands should appoint project managers to coordinate the

above procedures with AFMC especially since the lent equipment is often critical

to support the mission. When the loan is terminated, the project managers should

make sure that AFMC returns the lent equipment, and reestablishes accountability

at the lending base. The project manager should make sure that this property

accountability is transferred as quickly as possible, to reduce the in transit time

(the period when accountability is not established at either the loaning or the

borrowing base) to an absolute minimum.

5.4.3.1.13.2. The MAJCOM CEMF is the approval authority for Loan of In-Use

Equipment between AF organizations. EAE or AFMC maintains AF Form 601 or

TACR and all supporting documentation for temporary loan (ASC 064 for the

Gaining Unit).

AFMAN 23-122 27 OCTOBER 2020 227

5.4.3.1.13.3. The lending command will direct the lending base to establish an

authorized/in-use detail record using ASC 063, Allowance ID suffix (the Stock

Record Account Number (SRAN) of the borrowing base OR the Julian date for

the termination of the loan) the number of assets loaned as the authorized

quantity, zero as the on-hand quantity, and the shop code. The MAJCOM will

decide which Allowance ID suffix to use. The lending command will direct the

lending base to ship the items to the borrowing base. The lending or borrowing

commands may set up specific shop codes that lending or borrowing bases can

use to account for loaned equipment.

5.4.3.1.13.4. The borrowing command will direct the borrowing base to process

an FCI to establish an authorized/in-use detail record using ASC 064, Allowance

ID suffix (the SRAN of the lending base or the Julian date of loan termination),

zero as the authorized quantity, the number of items on loan as the on-hand

quantity.

5.4.3.1.13.5. When the loaned equipment is received, AFMC will use the manual

FED procedures to process the equipment. Use the shipping document number

from the 1ET processed by the lending base and the Accounting and Finance

interface code EAID to properly account for the receipt of the lent equipment.

However, the review listings do not need to be processed. When the borrowing

base returns the equipment to the lending base, AFMC will use 1ET to ship the

equipment and FED to reestablish EAID accountability.

5.4.3.1.13.6. When the MAJCOM CEMF directs the permanent retention of

loaned equipment, the loaning base will delete the EAID detail citing ASC 063,

and the borrowing base changes the EAID detail citing ASC 064 to the

appropriate AS.

5.4.3.1.14. Special Equipment Management - ASC 081, 082, and 083.

5.4.3.1.14.1. Purpose: ASCs 081, 082, and 083 are reserved for special

equipment management purpose and may only be used when directed by

AF/A4LR. These ASCs will only be used when a need exists to account for

equipment which has been returned from a theater of operation, deployment, or

other significant operation. The approval period is not to be indefinite and is to be

sufficient to resolve the problems necessitating use of these ASCs.

5.4.3.1.14.2. Accounting for In-use Equipment by Air Force Services Morale

Welfare and Recreation (MWR) activities that lost APF Support. Revenue

generating activities and the outdoor recreation activity may retain in-use assets

originally provided by APF support which now exceed allowance standard BOI,

as a result of BOI deletion or downward adjustment due to partial or total APF

support withdrawal. These assets will be transferred to ASC 083.

5.4.3.1.14.2.1. ASC 083 assets will be maintained with NAF, will not be

redistributed to satisfy non-MWR activity requirements, will be used to satisfy

same base MWR requirements, and assets no longer needed or uneconomical

to repair will be turned in to the LRS/CC or Accountable Property Officer.

5.4.3.1.15. Quick Reaction Capability (QRC) Items - ASC 986.

228 AFMAN 23-122 27 OCTOBER 2020

5.4.3.1.15.1. Purpose: QRC items are items listed in allowance standards which

can support QRC (however, some items are not listed in the allowance standards).

5.4.3.1.15.2. AFMC will maintain authorized/in-use detail records for QRC items

using equipment code Q. For supporting QRC items listed in the allowance

standard, use the allowance identification of the allowance standard. For QRC

items not listed in the allowance standards, use ASC 986 unless the MAJCOM

directs that separate records be established.

5.4.3.1.16. Loan of Items Required for a Short Time – ASC 987.

5.4.3.1.16.1. Purpose: At times, a customer may need an item for a short time.

AFMC may issue a temporarily required item without reimbursement for a

maximum period of 6 months or less. Approved items are issued with ASC 987,

to record that the item has been lent to the customer for a short time. The Julian

calendar date of the loan's termination follows ASC 987.

5.4.3.1.16.2. AFMC will not lend equipment to supplement normal authorizations

nor to help the customer avoid normal operating expenses. AFMC will only

approve loans for short-term activities or activities with specific temporary

requirements, such as activities on maneuvers and training exercises, reserve

forces field activities, scouting jamborees.

5.4.3.1.16.3. AFMC will normally lend equipment for 90 days; however, the

LRS/CC or Accountable Property Officer may extend the loan for an additional

90 days. AFMC will not extend loans past the 180-day maximum.

5.4.3.1.16.4. Sponsors for non-SMAG customers. AFMC will not lend equipment

to a borrowing activity that is not an authorized SMAG customer, unless a base

activity that is an authorized SMAG customer sponsors the loan. The sponsoring

activity's organization code will appear on all records for these items, and the

sponsoring activity will pay any operating expense.

5.4.3.1.16.5. AFMC will not requisition SMAG equipment to make a temporary

loan. Also, if an item is on temporary loan, and a customer needs the item to meet

a valid authorization, then AFMC will terminate the loan authorization and issue

the item to the customer.

5.4.4. Emergency Contingency Allowances – ASC 058.

5.4.4.1. Purpose: Emergency Contingency Allowances are applicable in instances of

emergency contingency, combat operations, or emergency relief mission where an

established base cannot provide support and normal allowance coverage is inadequate.

For guidance specific requirements review AFI 23-101 and for IT specific guidance refer

to AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 229

5.4.4.2. The MAJCOM Commander having logistical support responsibility requests

establishment of an FX account per AFMAN 23-230, Maintaining Air Force DoD

Activity Address Codes (DODAAC), and authorizes the use of emergency contingency

(allowance identity ASC 058) to authorize and identify requirements. Advise AFMC

Allowance Manager each time the contingency allowance procedure is authorized and the

anticipated scope and level of approval within the MAJCOM. Except for combat

operations, use ASC 058 only in those instances where the referenced FX account is

established. To support combat operations, cite ASC 058 for emergency equipment

authorizations as a place holder for equipment that is transferred. Authorizations are

driven by what is reflected in the Logistics Detail (LOGDET) based on the UTC in the

standard AS to meet the MISCAP. Send requests for ASC 058 authorizations for combat

operations to the parent MAJCOM for approval. The MAJCOM periodically evaluates

ASC 058 approved authorizations and initiates requests changes to applicable AS, when

appropriate.

5.4.4.3. Upon completing the contingency requirement, request disposition instructions

from the applicable IM.

5.4.5. Mobility Equipment (ME) and WRM Allowances.

5.4.5.1. Purpose: Mobility Equipment (ME) and WRM Allowances provide a means to

allow equipment for the prescribed purposes of ME, joint-use and WRM support.

Determination of items and quantities of equipment to be authorized and prepositioned

will be made with coordination from the FAM and pilot unit based on applicable

allowance documents. For guidance specific requirements review AFI 23-101 and for IT

specific guidance refer to AFH 23-123.

5.4.5.1.1. During the development stages of new Weapon Systems AS’s (WSAS),

items required to support the weapon system during mobility contingencies are

identified and included in the WSAS. The FAM will identify general-purpose

equipment required to support a mobility tasking and coordinate with CEMF to

incorporate these requirements.

5.4.5.1.2. Changes to WSAS and non-WSAS will be coordinated through the

MAJCOM, which has approval/disapproval authority.

5.4.5.1.3. Air Force policy dictates that RegAF and reserve forces units tasked with

the same Unit Type Code (UTC) requirements will be similarly equipped so that they

can be used interchangeably. To achieve this goal, ME required to meet the wartime

tasking of reserve forces must be identified by the gaining MAJCOM in coordination

with ANG, AFR, and AFMC Allowance Manager.

5.4.5.1.4. When adequate authorization criteria is published or has otherwise been

provided to the APO by CEMF to permit base level determinations of items and

quantities of equipment to be authorized as ME, submission of AF Form 601, etc. for

command level approval is not required.

230 AFMAN 23-122 27 OCTOBER 2020

5.4.5.1.5. All equipment to support a UTC will be on-hand, on-order, or contained in

appropriate budget documents if not centrally procured. AF/A4LR must approve

exceptions to this policy. Note: Home station DEPORD-required ME that has been

TEMPORARILY transferred to contingency location ASC 058 records will be

considered as "on-hand" assets unless applicable MAJCOMs direct permanent AOR

retention. Home station units will not generate replacement requisitions for deployed

assets without first verifying MAJCOM approval of permanent AOR retention.

5.4.5.1.6. WSAS/non-WSAS is the only basis for the authorization and procurement

of ME. In no case will equipment items be placed in Unit Type Code logistics detail

(LOG-DET) without a WSAS/non-WSAS authorization.

5.4.5.2. War Reserve Materiel (WRM) Allowances.

5.4.5.2.1. WRM allowances and authorizations are based on formal wartime tasking

in the USAF War and Mobilization Plan (WMP), Vol 3, as determined by agreement

between HQ AF/A3O and the appropriate MAJCOM operational OPR.

5.4.5.2.2. Detailed instructions regarding policy, allowances and accounting for

WRM is contained in AFI 23-101.

5.4.5.2.3. BEAR SE is loaded against use code D unless approved from by the WRM

GMO, or transferred to AS 058.

5.4.5.2.4. BEAR AS 159 is a valid authorization document that reflects command

allowances per UTC and quantities authorized. The WRM Global Strategy Document

(GSD) will be published by the WRM GMO and utilized to provide using and storing

command data based on the SPG and TWG.

5.4.5.2.5. BEAR assets, deployed as Direct Mission Support, will transfer off of the

storing command’s account to the gaining account custodian. Records will transfer to

the Contingency Allowance Standard (AS) 058, as soon as connectivity is established

at the contingency location.

5.4.5.2.6. BEAR assets, deployed as Indirect Mission Support, will not be transferred

to AS 058 without written approval from the WRM GMO.

5.4.5.2.7. Composition (Comp) codes identify the use and type of requirement for

WRM/Joint Use. These codes and their description are stored within the Classified

AFEMS (C001).

5.4.6. Deployment and Transfer of Equipment.

5.4.6.1. Purpose: To explain the procedures for the transfer and deployment of

equipment. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 231

5.4.6.2. General Discussion: Transfer of accountability will be the primary method to

move equipment. Movement of all equipment in support of contingency, humanitarian, or

disaster relief operations will be accomplished using transfer procedures in the ILS-S or

AFEMS. Note: The primary method to move equipment for ANG and AFR will be to

deploy not transfer. Transfer of ANG and AFR equipment can only occur when the

ANG/AFRC CEMOs have determined that it is excess to their needs. Excess ANG and

AFR equipment will follow transfer procedures. Transfer of ANG and equipment that is

not excess can only be transferred when DoDM 1225.08, Reserve Component Facilities,

Construction, and Real Property Programs; AFI 10-402, Mobilization Planning are

complied with first. Additionally, at least 45 days prior to initiating ANG/AFR equipment

transfers, gaining MAJCOMs will provide a replacement plan to AF/A4LR for staffing

and subsequent approval with the SECDEF through the Assistant. SECDEF for Reserve

Affairs (ASD (RA)). AF/A4LR will forward the approved plan and proposal for

withdrawal, diversion, or reduction for equipment to the ANG/AFRC ERAAs.

5.4.6.3. Organization and personnel roles and responsibilities are as follows:

5.4.6.3.1. The MAJCOM/DRU/FOA CEMF will:

5.4.6.3.1.1. Act as the liaison to AF/A4LR to resolve requests for waivers to

policy for transfer actions.

5.4.6.3.1.2. Act as the liaison between the Functional Area Manager (FAM) and

supporting AFMC.

5.4.6.3.1.3. Coordinate transfer of accountability between the FAM, CEMF, the

gaining location, the losing location, and AFMC.

5.4.6.3.1.4. Monitor loaned assets shipped via redistribution orders (RDOs) using

transfer procedures until assets are returned.

5.4.6.3.1.5. Ensure Chief Financial Officer (CFO) data for assets shipped with a

unit price equal to or over $1M, as a result of transfer/RDOs, are properly updated

via AFEMS.

5.4.6.3.2. The Owning Unit Commander/Designated Representative will:

5.4.6.3.2.1. Appoint primary and alternate deploying custodians for the

equipment tasked to deploy.

5.4.6.3.2.2. Appoint a sufficient number of personnel to serve as equipment

custodian/alternates on all unit deployments.

5.4.6.3.2.3. Ensure that newly appointed deploying custodians receive Deployed

Custodian training. Document training records prior to deploying with assets.

Note: Not required if previous deployment training was completed within one

year of deployment date.

5.4.6.3.2.4. Ensure the owning equipment custodian properly selected, deployed,

or transferred accountability of assets to the deploying custodian. (T-1).

5.4.6.3.2.5. Ensure owning custodians conduct periodic mobility equipment

reviews with the Unit Deployment Manager (UDM). (T-1). Note: Use Code B

assets are to be reviewed bi-annually.

232 AFMAN 23-122 27 OCTOBER 2020

5.4.6.3.2.6. Ensure the deploying custodian signs all applicable deploying

equipment documentation prior to departure. (T-1).

5.4.6.3.3. The Owning equipment custodian responsibility includes:

5.4.6.3.3.1. Review mobility requirements with the Unit Deployment Manager

(UDM). (T-1). Compare the CA/CRL to LOGDET data to ensure tasked

equipment is identified with the proper UTC in AFEMS and CA/CRL account

data is current in LOGDET. Note: Only assets coded as use code ‘A’ will be

subject to deployment with the following exception: Use code ‘B’ assets may be

deployed only when prior approval from the pilot unit and FAM is granted and

when matched with a valid UTC in the unit’s Logistics Detail (LOGDET).

5.4.6.3.3.2. Notify EAE or AFMC of upcoming deployments. (T-1).

5.4.6.3.3.3. Conduct an inventory with the deploying custodian prior to the

movement of assets to identify assets to deploy or transfer. (T-1).

5.4.6.3.3.4. Ensure all assets are in serviceable condition and have identification

labels prior to deployment. (T-2).

5.4.6.3.3.5. Either create a deployment/transfer package in the Support

Equipment APSR or forward a list of NSNs, details and quantities from the

deploying account to EAE or AFMC for deployment/transfer processing. (T-1).

Process separate packages for each deploying function, e.g., civil engineering,

security forces, aircraft maintenance, etc. (T-1).

5.4.6.3.3.6. Ensure deploying custodian signs all applicable documents,

validating receipt of assets. (T-1).

5.4.6.3.3.7. Maintain copies of all supporting documentation until the return of

the equipment or the decision by MAJCOM is made to maintain the assets in

support of stay-behind initiatives are agreed upon. (T-1). Note: If the assets are

moved BEFORE deployment/transfer transactions are processed through the ILS-

S/C, the owning equipment custodian will, if AFEMS access is authorized, create

a deployment/transfer package. (T-1). If not, forward a list of NSNs, details and

quantities from the affected accounts to be transferred to EAE or AFMC for

processing. (T-1).

5.4.6.3.3.8. Immediately initiate a report of Survey investigation for losses

resulting from deployment as specified in DoD 7000.14-R, Vol 12, Chapter 7,

Financial Liability for Government Property Lost, Damaged, Destroyed, or

Stolen. (T-1).

5.4.6.3.4. The Primary/Alternate Deploying equipment custodian will:

5.4.6.3.4.1. Prior to processing equipment for movement, conduct an inventory

with the owning equipment custodian to identify assets to deploy/transfer.

5.4.6.3.4.2. Coordinate the selection of items to deploy with EAE.

5.4.6.3.4.3. Verify and sign applicable deployment equipment accountable

documents/listings.

AFMAN 23-122 27 OCTOBER 2020 233

5.4.6.3.4.4. Maintain two copies of the deployment listings/transfer documents.

5.4.6.3.4.5. While deployed, act as the single point of contact in the deploying

organization on all matters relating to the deployed equipment. (T-2).

5.4.6.3.4.6. Retain responsibility for deployed equipment until the equipment

returns to the home base custodian or accountability transfers to the gaining base

or forward location. (T-1).

5.4.6.3.4.7. Maintain documentation for all equipment gains and losses that occur

en-route or while assigned to the deployed location on the Consolidated Deployed

Equipment Listing or locally devised custodian log. Note: If equipment

gain/losses are processed during the deployment, the documentation MUST be

returned with the Custody Receipt Transfer document upon redeployment and

reported to the unit commander. (T-2).

5.4.6.3.4.8. Upon notification of termination of deployment, notify Expeditionary

Logistics Readiness Squadron (ELRS) or AFMC of assets to be returned.

5.4.6.3.4.9. Upon return to home station, perform a 100 percent inventory with

the original owning equipment custodian. (T-1).

5.4.6.3.4.10. When assets were not received/returned, notify EAE and take tracer

action.

5.4.6.3.5. The EAE responsibility:

5.4.6.3.5.1. Attend base deployment concept briefings to identify organizations

that are deploying or transferring equipment. (T-1).

5.4.6.3.5.2. Within 120 days of departure:

5.4.6.3.5.2.1. Identify supported organizations (host & tenant) subject to

deployment. (T-1).

5.4.6.3.5.2.2. Schedule a pre-deployment planning meeting with the owning

equipment custodian and ensure deploying equipment custodians are

designated, in writing by the unit commander for the upcoming deployment.

Retain a file copy of each deployment letter. (T-1).

5.4.6.3.5.3. Within 90 days of actual departure.

5.4.6.3.5.3.1. Review the CA/CRL with the appropriate custodian, staff

agencies, and logistics personnel together to determine what equipment will

be transferred. (T-1).

5.4.6.3.5.3.2. Obtain vehicle registration numbers if vehicles will transfer. (T-

1).

5.4.6.3.5.3.3. Provide hands on assistance with the deploying process as

necessary, to include, assisting custodians with pre-deployment inventories,

identification of assets to deploy, correction of CA/CRL data, and individual

equipment training. (T-2).

234 AFMAN 23-122 27 OCTOBER 2020

5.4.6.3.5.3.4. Request Equipment/WRM deployment Review Listings through

AFMC or use pre-built deployment packages through AFEMS. Maintain one

copy for the custodian’s jacket file and forward two copies to the owning

custodian. (T-2).

5.4.6.3.5.3.5. Annotate listing with items not required or authorized at the

deployment base.

5.4.6.3.5.3.6. Assist with the identification of any shortages and take the

necessary steps required to fill shortages as appropriate. Coordinate with

CEMF or MAJCOM FAM as necessary. (T-1).

5.4.6.3.5.4. Within 60 days of departure.

5.4.6.3.5.4.1. Conduct a follow up (face-to-face) conference to ensure the

custodians understand the equipment process and assist with providing

solutions to problems and questions that may arise. (T-1).

5.4.6.3.5.4.2. Ensure that gaining location account information is available; if

not, contact AFMC to establish account information at the gaining location.

5.4.6.3.5.5. Within 30 days of departure.

5.4.6.3.5.5.1. Conduct a final (face-to-face) conference with the deploying

custodian to ensure the custodian has the necessary administrative/mission-

oriented tools to accomplish the mission. (T-2).

5.4.6.3.5.5.2. Review the custodian’s deployment folder, providing

names/phone numbers of POCs at each level (LRS/Materiel Management

Activity, Expeditionary LRS (ELRS), and AFMC).

5.4.6.3.5.5.3. Provide information relating to establishing accounts and EAID

accountability at the deployed location and that deploying equipment

custodians understand any actions that they are required to take upon arrival at

the deployed location. (T-2).

5.4.6.3.5.5.4. Provide information such as internet links to support systems

and ensure access to support systems (passwords) etc. is accomplished prior to

departure.

5.4.6.3.5.6. Within 15 days of departure.

5.4.6.3.5.6.1. Ensure that the shipping destination record for the ship-to-

Stock Record Account Number (SRAN) is loaded. If not, contact the AFMC.

5.4.6.3.5.6.2. Prepare and process the transactions to deploy/transfer the

equipment per AFH 23-123, for EAID Accountability Transfer (Inline) - 1ET;

Equipment/WRM Deployment Select (FME) Input (Group Selection); and

Equipment/WRM Receipt/Transfer Input (FED) transaction processing

instructions. If the custodian has IT access, assist with the creation of the

deployment/transfer package. (T-1).

AFMAN 23-122 27 OCTOBER 2020 235

5.4.6.3.5.6.2.1. When the transfer is from one base account to another on

the same base, the transfer will result in an out-of-balance condition at the

losing account. This will result in an automatic backfill. To rectify this

situation, prior to transfer, process a replacement issue with TEX “H” to

suppress automatic requisition. Immediately upon return of asset from

deployment, cancel the replacement issue (backorder). Note: Transfer

vehicles BEFORE other items on the same custody account to prevent

rejects. Use only valid Routing Identifiers (RIDs). Do not use RID “XXX.”

The use of RID “CLS” (classified) is authorized and will be kept to an

absolute minimum and only to identify true classified locations. (T-1).

5.4.6.3.5.6.3. Ensure all listings/accountable documents are signed and in

possession of the deploying custodian prior to departure. Instruct the

custodian to hand-carry listings/documents to the gaining location. (T-1).

5.4.6.3.5.7. Returns.

5.4.6.3.5.7.1. Upon return of deployed/transferred property to home base

ensure DOLI is updated when custodian has completed inventory.

5.4.6.3.5.7.1.1. Prepare the inputs necessary to remove the deployment

indicator, subtract the appropriate quantities from the deployed quantities

and add it to the on-hand quantity. Assets deployed using the group

selection option, should be returned from deployment using the same

selection criteria. Note: Do not remove the deployed indicator until the

deployed quantity is reduced to zero.

5.4.6.3.5.7.1.2. Upon receipt of transferred assets at the gaining location,

use the document number/transaction control number (TCN) to update

shipment suspense detail (99s) and obtain accountability.

5.4.6.3.5.7.2. EAE will maintain a consolidated list of all deployed equipment

on authorized in-use details and track expected return dates. Use of the LIMS-

EV “Deployed Equipment Report” will be run and reconciled against EAE’s

deployed equipment listing monthly to ensure accuracy. EAE will coordinate

with the equipment custodian to determine the status of the deployment and

rectify existing details when deployed assets have not returned within 15 days

of deployment termination date.

5.4.6.3.5.7.2.1. EAE will follow up with unit periodically, but no less than

every six months when custodian is prohibited from revealing expected

deployment return dates due to OPSEC requirements.

236 AFMAN 23-122 27 OCTOBER 2020

5.4.6.3.5.7.2.2. EAE will create off-base (GSU) accounts (TRIC FORSYS)

in accordance with AFH 23-123, for units wishing to leave equipment long

term (1 year) beyond initial deployment and rotate deployed personnel while

still maintaining custody. Organization commander will remain the same for

new account, however, a separate Master Jacket File will be created with

custodian appointment letter, CA/CRL, etc. Inter-custody Receipt/Transfer

(FET) Input transactions will be processed to transfer equipment in lieu of

Equipment Single Item Deployment/Return (1ED) transactions. Inventories

will be required upon change of custodian for new account as normal for on-

base accounts.

5.4.6.3.6. The Expeditionary Logistics Readiness Squadron (ELRS) will assume

responsibility of all equipment and transactions processed against the owning SRAN,

to include all equipment and transactions from tenant units and satellite accounts. (T-

1).

5.4.6.3.6.1. Expeditionary Equipment Authorization Element (EEAE)

responsibilities include:

5.4.6.3.6.1.1. Identify deployed equipment custodians at the time of their

debarkation and obtain a copy of the deployment listing/shipping

documentation. This is to ensure all assets are physically received at the

gaining location.

5.4.6.3.6.1.2. Create jacket file/folders for all equipment accounts added to

the owning SRAN.

5.4.6.3.6.1.3. Assist deployed custodians with identifying, inventorying, and

assuming accountability for all equipment under their responsibility.

5.4.6.3.6.1.4. Contact AFMC to initiate accountability via Equipment Receipt

Input (FED) transactions outlined in AFH 23-123.

5.4.6.3.6.1.5. Upon notification of deployment termination, assist custodians

with inventorying equipment and forward all pertinent shipping information to

the home station owning custodian and EAE.

5.4.6.3.6.1.6. Contact AFMC to transfer accountability back to home station,

using EAID Accountability Transfer (1ET) procedures. See AFH 23-123 for

IT instructions.

5.4.6.3.6.1.7. Ensure all listings/accountable documents are signed and in the

possession of the returning deployed custodian prior to departure.

5.4.6.3.6.2. AFMC will:

5.4.6.3.6.2.1. When notified of deployment, process transfers, loans, or

redistribution orders as directed by CEMF using EAID Accountability

Transfer (1ET) as referred in AFH 23-123.

5.4.6.3.6.2.2. Assist EAE/owning custodian with establishing or obtaining

gaining account information to facilitate the transfer.

AFMAN 23-122 27 OCTOBER 2020 237

5.4.6.3.6.2.3. National Emergency transfers. Transfers to support FEMA are

processed upon notification and validation of a request for equipment by

AF/A4LR:

5.4.6.3.6.2.3.1. Process transfer of equipment according to transfer

procedures.

5.4.6.3.6.2.3.2. Process replacement issues for transferred assets with the

name of the emergency or national disaster listed in the ‘mark for’ field of

the issue (e.g., Katrina ZZZZZ).

5.4.6.3.6.2.3.3. Maintain a list of assets, to include quantities, losing

organization, dollar amounts, account information or other pertinent

information for higher level reporting. Note: The parent and host commands

may decide to transfer property accountability to exercise transfer

procedures, etc., even though a deployment is less than 120 days.

5.4.7. AF Equipment Management System (AFEMS) processing.

5.4.7.1. Purpose: To explain the AFEMS procedures process to update base level data.

For guidance specific requirements review AFI 23-101 and for IT specific guidance refer

to AFEMS and also AFH 23-123. Note: As Defense Property Accountability System

(DPAS) replaces AFEMS, processes will transition to the new capability, where

applicable.

5.4.7.2. General Discussion: The EAE is responsible for ensuring base level AFEMS

data, such as Chief Financial Officer Data and equipment custodian/Commander Profile

Data are entered into AFEMS. MAJCOM CEMF has the responsibility to ensure ILS-S

and AFEMS databank accuracy to include any organization configuration data updates

identified.

5.4.7.3. Perform the following actions:

5.4.7.3.1. The EAE will process the following transactions:

5.4.7.3.1.1. Equipment Identity Change requests. See paragraph 5.9, of this

manual and AFH 23-123 for EAID In-Use Identity Change (FER) input

transaction.

5.4.7.3.1.2. Intercustody Receipts and Transfers (e.g., to record and document the

transfer of equipment between custodians). See AFH 23-123 for Inter-custody

Receipt/Transfer (FET) Input instructions.

5.4.7.3.1.3. Equipment Action Request (AF Form 601/TACR). EAE will process

Equipment Action Request using the AFEMS Transaction Allowance Change

Request (TACR) option. EAE will validate unit commander’s approval. (T-1).

Note: Equipment custodians will retain authority to process TACR in AFEMS.

238 AFMAN 23-122 27 OCTOBER 2020

5.4.7.3.1.3.1. BEAR/WRM allowance standard Allowance Change Requests

(TACRs) will be input through AFEMS and routed to the WRM GMO for

coordination. Coordination and flow of BEAR/WRM TACRs will start with

the unit equipment custodian/Customer, who will forward to the Requesting

Command/A7xx (or equivalent), who will then forward to the WRM GMO (in

coordination with 49 Materiel Management Group (MMG) and Air Force

Civil Engineer Center (AFCEC/CXX) or the Air Force Services Agency

(AFPC/SVX).

5.4.7.3.1.4. Ensure all information involving the movement of equipment, to

include MAJCOM approved Redistribution Orders (RDOs) shipments are

forwarded to AFMC for processing.

5.4.7.3.1.5. Process Equipment Receipt Input (FED) transactions for all assets

transferred or as directed by CEMF. See AFH 23-123 for processing instructions.

5.4.7.3.2. AFMC will:

5.4.7.3.2.1. Correct equipment out of balance conditions using the Equipment

Out of Balance Listing.

5.4.7.3.2.2. Manage AFEMS rejects and variances (with the exception of

vehicles).

5.4.7.3.2.3. Conduct Allowance Source Code listing reviewsand notify

EAE/custodian of corrective actions.

5.4.7.3.2.4. Process requests for initial issue and replacement equipment.

5.4.7.3.2.5. Process EAID Accountability transfers (1ET) in accordance with

AFH 23-123.

5.4.7.3.2.6. Notify gaining EAE of incoming equipment to ensure proper receipt

of assets.

5.4.7.3.2.7. Supply personnel deployed to support BEAR UTCs work for the

contingency site LRS and will account for and maintain accountability of BEAR

assets until transferred to AS 058.

5.4.7.4. The WRM GMO will:

5.4.7.4.1. Utilize AFEMS for support equipment budget requirements, procurement

plans, and capital equipment asset reporting.

5.4.7.4.2. Review and compare AFEMS organizational information to the WRM

program document (PD) and non-program document (Non-PD) information and

determine if changes/updates need to be made to the AFEMS database.

5.4.7.4.3. Perform actions to create and delete the WRM base code within classified

AFEMS when a base code is required or compromised.

5.4.7.4.4. Provide a new base code list to SIPRNET SharePoint when new base codes

are created.

AFMAN 23-122 27 OCTOBER 2020 239

5.4.7.4.5. On an as-needed/required basis, coordinate with applicable equipment

allowance managers, to create new WRM composition codes and extract composition

and base code reports from classified AFEMS.

5.4.8. Allowance Updates.

5.4.8.1. Purpose: To explain the AFEMS allowance change procedure process to update

base equipment authorizations. For guidance specific requirements review AFI 23-101

and for IT specific guidance refer to AFH 23-123.

5.4.8.2. General Discussion: AFEMS provides allowance update change notices and

reports to AFMC and equipment custodians to advise them of changes to allowances

applicable to their base or organization.

5.4.8.3. Perform the following actions:

5.4.8.3.1. Review notices upon receipt to determine if the change affects a current

authorization.

5.4.8.3.2. Change applicable equipment records to reflect the information in the

allowance change notices.

5.4.9. Allowance Standard Change Requests.

5.4.9.1. Purpose: To explain the change request process when equipment allowances are

inadequate, excessive or unsuitable for the required function. For guidance specific

requirements review AFI 23-101 and for IT specific guidance refer to AFH 23-123.

5.4.9.2. General Discussion: A data Transaction Sessions Allowance Change Request

(TACR) is the preferred method of requesting allowance standard changes. The EAE will

process Equipment Action Request using the TACR option in AFEMS. EAE will validate

unit commander’s approval.

5.4.9.3. Perform the following actions:

5.4.9.3.1. The EAE or Custodians will submit Allowance Change Requests either via

an AF Form 601, or in the AFEMS via the TACR option. TACRs for Use Code "A"

Mobility Support Equipment will have additional requirements addressed in this

chapter.

5.4.9.3.2. When submitting a request for change, include any or all of the following

that apply:

5.4.9.3.2.1. The appropriate allowance identification or end item, mission

application, and mission exception.

5.4.9.3.2.2. Nomenclature, stock number, and cost of item(s) involved.

5.4.9.3.2.3. Recommended Basis of Issue (BOI) of the items.

5.4.9.3.2.4. Title and numerical unit designation of the requesting activity and

base location.

5.4.9.3.2.5. Include technical order, command directives, operating orders, plans

or any other directive concerning the equipment requirement. Include page,

paragraph, figure, or index, as appropriate.

240 AFMAN 23-122 27 OCTOBER 2020

5.4.9.3.2.6. Detailed explanation justifying an allowance increase to include,

information about the suitability of similar items in current allowances.

5.4.9.3.2.7. The applicability of the change request to other units.

5.4.9.3.2.8. Any other pertinent information, such as level of maintenance,

turnaround requirements, volume of work, etc.

5.4.9.3.2.9. ACR's for support equipment tied to a Unit Type Code (UTC) will

have a Use Code "A" designator identified within the TACR/AF Form 601. The

UTC must be valid and registered in the Manpower and Equipment Force

Package (MEFPAK).

5.4.9.3.2.9.1. TACR/AF Form 601 will require a statement justifying the need

for the support equipment (SE) being added or deleted from the Allowance

Standard.

5.4.9.3.2.9.2. An ACR for changes or deletions for SE on an established UTC

can originate from any non-Pilot Unit but MUST be routed to the applicable

Pilot Unit for their approval before going to the CEMF. CEMF will forward to

the Allowance Manager.

5.4.9.3.2.9.3. The ACR Evaluators Comments screen will contain the

statement "Change and request for deviations were coordinated and approved

by the applicable Pilot Unit (Pilot Unit Designation), gaining Command

CEMF, and UTC Functional Manager.”

5.4.9.3.3. Submit allowance change requests via an AF Form 601 only, do not input

in AFEMS for the following:

5.4.9.3.3.1. Explosive ordnance disposal equipment (FSCs 1385 and 1386).

MAJCOM evaluators will forward requests for Explosive Ordnance Disposal

equipment to Air Force Installation and Mission Support Center (AFIMSC), AF

Civil Engineer Center Primary Support Unit (AFMC/CXE) Indian Head MD

20640-5099. Do not input these change requests into AFEMS.

5.4.9.3.3.2. Special Weapons. MAJCOM evaluators will forward all change

requests for special weapons equipment in triplicate to the applicable ALC which

manages that stock number. If the change request is not applicable to all units

then indicate the special unit affected by the change. Do not input the change

request into AFEMS.

5.4.9.3.3.3. Multiple item requests.

5.4.9.3.3.4. Requests with classified information.

5.4.9.3.4. When requesting a non-stock listed commercial item, include the part

number (if available) in the allowance change request and ensure initiation of

cataloging actions. If appropriate, also furnish any available military, federal, or

adopted industrial specification standard for addition to the allowance standard. When

specification standards are not applicable, give a composite description to include:

5.4.9.3.4.1. New item description with all available information.

AFMAN 23-122 27 OCTOBER 2020 241

5.4.9.3.4.2. Essential characteristics of the item such as material, electrical data

(if any), dimensions, principles of operations, essential operating conditions,

special features, restrictive or significant environmental conditions,

manufacturer’s name, address, part number, and brochure (include as a mail in

attachment).

5.4.9.3.4.3. Intent of use, operation to perform, and equipment to use the item

with.

5.4.9.3.5. When CEMF directs a change to a specific unit’s authorization, the EAE

and AFMC will process all necessary inputs to adjust the EAID records.

5.4.9.3.6. The EAE and AFMC or equipment custodian can obtain the latest

allowance change request status by using the Data Transaction Sessions Allowance

Document Status Query Screen (TDSI).

5.4.9.4. Build, validate, and adjustment (add/changes or deletes) of

WRM/BEAR/FORCE Allowance Standards require collaboration between the WRM

GMO and Program management Office, pilot unit(s), allowance managers at Robins AFB

(AFMC), applicable MAJCOM functional area managers, and AFMC.

5.4.10. Documentation of Organizational Equipment Authorizations.

5.4.10.1. Purpose: All equipment items, except those as specified in AFI 23-101,

required to support organizational missions and functions will be authorized and

accounted for on EAID records maintained by the APO. For guidance specific

requirements review AFI 23-101 and for IT specific guidance refer to AFH 23-123.

5.4.10.2. The EAID constitutes the authorization, accounting, and reporting record for

the host, tenant units, and AFMC Air Logistics Complexes Programmed Depot

Maintenance (PDM) facilities. Acquisition of base funded or AFMC centrally procured

equipment will not be issued prior to authorization approval. Equipment authorizations

will be documented as follows:

5.4.10.2.1. Current Authorizations. Consists of all equipment authorized in-use or in-

place within an organization and maintained on EAID records.

5.4.10.2.2. Forecast Authorizations. Forecast authorizations are used to

systematically plan, develop, and report projected equipment requirements for CP

items (forecast records for base funded items will be at MAJCOM option).

Requirements will be forecast as far in advance as possible. Detailed instructions

concerning forecasting are contained in AFH 23-123, Vol 3.

5.4.10.2.3. Authorizations are coded in EAID records to indicate the type of

authorization and intended utilization as follows:

5.4.10.2.3.1. Mobility Equipment (ME). Items and quantities of equipment

required to be moved with a unit or special activity upon deployment to an

emergency or wartime situation. Determination of ME will be made by the CEMF

based upon applicable allowance standards.

242 AFMAN 23-122 27 OCTOBER 2020

5.4.10.2.3.2. Support Equipment (SE). All items and quantities of organizational

equipment, in addition to the authorized ME, required for support of a unit’s day-

to-day operation.

5.4.10.2.3.3. Joint-Use (JU) Equipment. Items and quantities of equipment

required by existing organizations, which can also be used in support of an

emergency or wartime additive mission. JU equipment is determined by the APO

equipment management function in conjunction with the base war reserve

materiel (WRM) officer. Equipment which is coded JU (Use Code = “C”) will not

be classified as WRM.

5.4.10.2.3.4. War Reserve Materiel (WRM). Equipment, in addition to authorized

“ME” and “JU” items, that is required to support forces, missions, and activities

reflected in USAF war plans.

5.4.10.2.4. War Plans Additive Requirements Roster (WPARR).

5.4.10.2.4.1. The War Plans Additive Requirements Roster (WPARR) identifies

and authorizes WRM in addition to POS. The WPARR is compiled based on

equipment authorizations in the Allowance Standards.

5.4.10.2.4.2. The WRM GMO will generate and publish the WPARR on the

WRM SharePoint annually NLT 30 November.

5.4.10.2.4.3. MAJCOM WRMO’s, using Command’s and storing Command’s

approval of WPARR adds, changes, and deletions must be reflected in AFEMS.

5.4.11. Equipment Review and Authorization (ERAA) for DLADS Withdrawals.

5.4.11.1. Purpose: To explain the process for withdrawing equipment from DLADS. For

guidance specific requirements review AFI 23-101 and for IT specific guidance refer to

AFH 23-123.

5.4.11.2. General Discussion: Prior to withdrawing or requisitioning equipment from

DLADS, the requesting organization must comply with procedures that outline

equipment authorizations and have a valid equipment authorization established.

5.4.11.3. Preparatory Actions for DLADS Withdrawals:

5.4.11.3.1. When practicable, the EAE and AFMC shall obtain technical advice and

recommendations from functional experts prior to approval/disapproval of any

equipment authorization request for equipment being withdrawn from DLADS.

5.4.11.3.2. The EAE and AFMC can approve/disapprove changes within an

allowance standard and disapprove changes that exceed the allowance standard.

Approved recommended changes to an allowance standard will be input into the

AFEMS using the TACR and include recommendations/evaluators comments. The

TACR will be forwarded to the next evaluator. For supported tenant units of other

commands, the AFEMS will forward the request to the parent command of the tenant

unit.

AFMAN 23-122 27 OCTOBER 2020 243

5.4.11.3.3. Input into AFEMS all requests to change allowance standards or special

allowance for HQ USAF controlled items. The AFEMS will forward the request to

the parent MAJCOM for approval and submission to the appropriate allowance

manager. Note: Submit special weapons allowance change requests to the Prime Item

Manager.

5.4.11.4. DLADS Withdrawal Procedures for Equipment Items.

5.4.11.4.1. Before accountable equipment items can be withdrawn from DLADS, a

valid allowance standard or authorization supporting the equipment must exist. This

authorization requirement also includes unserviceable equipment items which will be

repaired by the customer and used for their original purpose. Any vehicle equipment

asset withdrawals must be coordinated with the MAJCOM Vehicle Management Staff

in accordance with AFI 24-302.

5.4.11.4.1.1. When an authorization is not established, Equipment Management

personnel process accountable items using equipment transfer (FED) transaction

procedures.

5.4.11.4.1.2. When an authorization and customer due-out are already established

in the ILS-S for the item, cancel the existing due-out and reestablish it with TEX

5.4.11.4.1.3. When equipment transfer (FED) procedures are used, Customer

Support prepares a DD Form 1348-1A requisition (A0*) document using an

offline requisition document number to withdraw the item from DLADS. Clearly

mark the requisition (A0*) document “Do Not Post” and attach it to the FED

document.

5.4.11.4.2. Non-accountable individual equipment items withdrawn from DLADS to

fill a valid authorization for individual/organizational clothing (ASC 016) are

processed through the retail materiel management Customer Support.

5.4.11.4.3. Unserviceable equipment withdrawals. Equipment authorizations are not

required for unserviceable equipment items withdrawn from DLADS which will not

be repaired, or used for their original purpose by the customer. In this case, the

customer provides the LRS/Materiel Management Activity a signed statement by the

organizational commander or designated representative. This statement certifies the

unserviceable equipment item will not be repaired or used for its original purpose.

Customer Support personnel review the signed statement to ensure necessary

approval is obtained prior to processing the withdrawal. The customer should retain a

copy of the approval as authority to retain the unserviceable equipment item without

accountability. The statement may be submitted by letter or typed on the DD Form

1348-1A requisition (A0*) document by Customer Support and will read as follows,

“I certify this item will not be repaired, is not to fill a valid authorization, and will not

be used for its original, intended purpose.”

244 AFMAN 23-122 27 OCTOBER 2020

5.4.11.4.4. Re-identification of equipment items. Equipment items obtained for

purposes other than what they were intended must be re-identified for the

LRS/Materiel Management Activity. A local L-serialized stock number will be

assigned with the original stock number loaded in the nomenclature field.

Additionally, these items will be assigned an ERRCD NF1 to these items and the unit

price of one penny (.01) will be loaded. For example, a withdrawal of condemned

flight suits to perform paint details.

5.4.12. Allowance Source Code (ASC) Listing.

5.4.12.1. Purpose: To explain the procedural process for review and validation of

allowance source codes. For guidance specific requirements review AFI 23-101 and for

IT specific guidance refer to AFH 23-123.

5.4.12.2. General Discussion: AFMC will use the ASC listing to ensure that equipment

authorizations are within required allowance standards, units are requesting minimum

quantities of equipment and the Allowance Source Code (ASC) applies to the requestor.

5.4.12.3. Perform the following actions:

5.4.12.3.1. Review all ASCs at least annually and annotate the ASC Listing with

changes/actions. During ASC reviews, as a minimum, examine the following:

5.4.12.3.1.1. Special allowances. Examples of special allowances include 048,

054, and 063. AFMC will ensure approved AFEMS TACR is on file. Note: ASC

048 is not authorized for NWRM equipment.

5.4.12.3.1.2. Duplication of requirements. Research using organization citing

same NSN, allowance standard (AS), part, section, subsection and column against

multiple equipment records and validate total authorized quantity against the basis

of issue.

5.4.12.3.1.2.1. Review UTCVAR report of ASC being reviewed and clear

variances. Variances are delinquent if not cleared within 15 calendar days of

report date.

5.4.12.3.1.2.2. ASC listing with attached UTCVAR report will be kept on

file, either electronically or in hard copy until next review.

5.4.12.3.2. Multiple components and interchangeable substitute (ISG) relationships.

Verify that bench mock-ups and other multiple and component ISG relationships are

authorized within the allowance standard or technical order.

5.4.12.3.2.1. Compare mobility (A), base use (B), joint use (C) and war reserve

material (D) use codes on Equipment Authorization In-Use Detail (EAID) records

against authorizations in AFEMS.

5.4.12.3.2.2. Verify unsuitable or unsatisfactory substitutes with D043

relationships and AFEMS basis of issue narrative.

5.4.13. Equipment Authorization and On Hand Balance Reconciliation.

AFMAN 23-122 27 OCTOBER 2020 245

5.4.13.1. Purpose: To explain the procedural process for review and correction of

equipment out of balance conditions, quantity errors, and Allowance Source Code 000

excess equipment. For guidance specific requirements review AFI 23-101 and for IT

specific guidance refer to AFH 23-123.

5.4.13.2. The Equipment Authorization and On Hand Balance Reconciliation compares

the authorized quantity with the in-use and due-out quantity. Process the list quarterly and

initiate corrective actions or provide justification for out-of-balance conditions.

5.4.13.2.1. MAJCOM WRMOs, FAMs, Pilot Units, Item Managers, AFMC, LRS

Equipment Offices, and equipment custodians monitor detail record variances

(shortages and excesses) and notify the WRM GMO when corrective actions are

required.

5.4.13.2.1.1. Storage locations will establish due-outs and due-ins for

WRM/BEAR shortages.

5.4.13.2.1.2. Excess BEAR/WRM SE will be identified against Comp Code

H000 details and a brief narrative of action to be taken along with the OPR.

5.4.13.2.1.2.1. FETs/1ETs will be processed for H000 excesses when a valid

WRM requirement exists.

5.4.13.2.1.2.2. When no enterprise requirement exists, storing units may hold

the H000 excess within the sealed storage container until first available

opportunity (inventory, deployment or transfer, etc.) to remove the equipment

for subsequent return to stock.

5.4.13.3. Perform the following actions:

5.4.13.3.1. Excess Equipment. ASC 000 will be assigned to excess equipment. When

the ASC 000 is assigned by AFMC, submit official written notification to the CEMF,

LRS EAE and unit equipment custodians at that time and include the old ASC. Units

then have 30 calendar days to comply for excess equipment, except vehicles and non-

centrally procured items which allot a 45 calendar day response. Note: Extensions to

this timeline must be approved by AFMC. Excess equipment assigned to the Air

Force Reserve or the Air National Guard will be redistributed by that corresponding

Command Equipment Management Office per DoDM 1225.08.

5.4.13.3.1.1. When excess equipment is not returned or AFEMS ACR is not

submitted, when the excess equipment is AFR or ANG then AFMC will contact

the corresponding CEMF for further action; otherwise, AFMC will perform the

following:

5.4.13.3.1.2. Notify servicing LRS Commander of non-compliance after 30

calendar days of excess notification.

5.4.13.3.1.3. Notify MSG and unit's group commander of non-compliance after

45 calendar days of excess notification.

5.4.13.3.1.4. Notify MAJCOM of imminent freezing of unit's supply account.

Accounts will not be frozen prior to 60 calendar days of initial LRS EAE and unit

equipment custodian excess notification.

246 AFMAN 23-122 27 OCTOBER 2020

5.4.13.3.1.5. LRS/Materiel Management Activity will not refuse returns of excess

equipment due to lack of disposition instructions. Property will be returned and

stored by LRS while awaiting disposition.

5.4.13.3.1.6. Excess ASC 000 and due-outs exist. Take action to return the item

for subsequent automatic due-out release to satisfy any existing due-out. See AFH

23-123 for Return (TIN) processing.

5.4.13.3.1.7. When there are no existing requirements for the excess equipment

and it is still required, then submit AF Form 601 justifying the need for the

equipment.

5.4.13.3.2. Quantity errors. Take the following actions based on the condition for the

error:

5.4.13.3.2.1. When the quantity in-use is less than the quantity authorized or the

quantity in-use plus due-outs are less than the quantity authorized, then take

action to reduce the authorization or establish a due-out.

5.4.13.3.2.2. When the quantity in-use exceeds the authorized quantity, take

action to increase the authorization or transfer excess quantity to ASC 000.

5.4.13.3.2.3. When the quantity in-use plus due-out exceeds the quantity

authorized, increase the authorization or cancel the excess due-out, unless the due

out is a replacement backorder reflected by demand code R. (The customer is

retaining the old item until the replacement is received).

5.4.13.3.2.4. When the quantity authorized and the quantity in-use is unequal for

items citing ASC 048 or 000A, then correct the authorizations to reflect the same

quantity as the in-use quantity. When a due-out exists, validate the authorized and

in-use quantities and if an asset is available and not required then transfer the

asset to the requiring custodian in accordance with AFH 23-123, Inter- custody

SPRAM Receipt Transfer Input (FET).

5.4.13.3.2.5. When the quantity authorized and in-use citing ASC 048 or 000A

are equal and a due-out exists, then either cancel the due-out or increase the

authorization.

5.4.13.3.2.6. When the quantity authorized and in-use equal zero and no due-out

exist, then delete the detail.

5.4.13.3.3. Duplicate document number. When two or more prime records are

loaded, delete one of the duplicate prime authorized/in-use detail records.

5.4.13.3.4. No authorized detail loaded for this document number. Process an inquiry

to determine if a prime authorized in/use detail record is loaded and either establish

an authorized/in-use detail record or transfer the item to another authorized/in-use

detail record.

5.4.13.3.5. Equipment on loan has reached expiration date and a due-out exists. Take

action to update the expiration date or transfer the item to satisfy the due-out.

5.4.13.3.6. EMEF equals Z; manual review required. Either delete this record or

change the EMEF.

AFMAN 23-122 27 OCTOBER 2020 247

5.4.13.3.7. Multiple errors. Review to determine the multiple errors and make

necessary corrections.

5.4.14. Configuration Data.

5.4.14.1. Purpose: To explain the procedures to perform a biennial configuration data

review. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

5.4.14.2. At a minimum, configuration validation will be conducted biennially to ensure

changes to unit datasets in AFEMS are answered correctly.

5.4.14.3. CEMF will:

5.4.14.3.1. Obtain configuration validation dataset from AFEMS, for all host Stock

Record Account Numbers (SRANs). CEMFs may modify list as needed, but as a

minimum will retain SRAN, ORG ID, ASC, Use Code, BOI Indicator, Config Code,

Config Question, and Qty.

5.4.14.3.2. CEMF will validate or suspense applicable MAJCOM FAM or EAEs to

validate answered questions. Other MAJCOMs may need to be contacted if host

SRAN has tenant units. Note: Out-of-cycle changes must be approved by CEMF or

applicable MAJCOM FAM.

5.4.14.3.2.1. Process changes to organizational configuration datasets in AFEMS

or direct EAE to process changes.

5.4.14.3.2.2. Post finalized list of both Use Code A and B validated configuration

dataset questions to AFMC SharePoint. Retain copy locally until next validation.

5.4.15. Signing Custody Receipts.

5.4.15.1. Purpose: To explain equipment custodian custody receipt procedures. For

guidance specific requirements review AFI 23-101 and for IT specific guidance refer to

AFH 23-123.

5.4.15.2. General Discussion: equipment custodians have an inherent responsibility for

the management of assigned property. AF policy states they may be held financially

liable for the mismanagement of property under their control. Custodian

Authorization/Custody Receipt Listings (CA/CRL) are used to manage AF accountable

equipment.

5.4.15.3. The EAE or AFMC will:

5.4.15.3.1. Provide designated equipment custodians two copies of an updated

CA/CRL annually.

5.4.15.3.2. Ensure the CA/CRL is signed by the appropriate custodian and

organizational commander (or ANG designed operational commander) and filed.

5.4.15.3.3. Correct errors they find on the custody receipt listing. (T-2).

5.4.15.4. The equipment custodians:

5.4.15.4.1. Perform inventory count per this manual and validate deployed location

and quantities.

248 AFMAN 23-122 27 OCTOBER 2020

5.4.15.4.2. Sign this statement on the last page:

Figure 5.1. Sign this statement on the last page.

5.4.15.4.3. Relinquishing property responsibility.

5.4.15.5. The EAE will process a new CA/CRL when an outgoing custodian has a signed

CA/CRL on file with EAE.

5.4.15.6. The Outgoing equipment custodian(s):

5.4.15.6.1. Concurrently with the Incoming Custodian perform a physical inventory

in accordance with AFI 23-101, Chapter 5 (Both custodians must be present and

participate in this joint inventory.). Identify all equipment over $5,000 to confirm that

items are on the CA/CRL. Inventories should not be used to add items to the

CA/CRL, but to ensure accountability is established for all applicable equipment

items in the work place. Once identified, the custodian should contact EAE to

determine/establish accountability.

5.4.15.6.2. Account for lost, damaged, or destroyed property according to the

provisions of DoD 7000.14-R, and all other applicable guidelines and standards

before the relinquishing custodian is relieved of custodial responsibility.

5.4.15.7. Remote Prepositioned Satellite Materiel Management CA/CRL accounts.

Personnel assigned to the prepositioned site are rotated at a frequency which may make

normal CA/CRL procedures impractical. A satellite Equipment Management is usually

established to manage satellite equipment; however, a single custodian may be used if

there are not enough management actions to justify a separate function. Be aware that the

single custodian concept cannot be used without AF/A4LR approval. In addition, if the

single custodian concept is being used when an activity is given satellite status, AF/A4LR

must give approval before conversion to a separate Equipment Management. Note:

MAJCOM or theatre LRS/Materiel Management Activities will also concur on the use of

these procedures.

5.4.15.7.1. Change of custodian. Follow the procedures for Signing Custody Receipts

for a change in Property Custodians. Exceptions to this must comply with this

chapter.

AFMAN 23-122 27 OCTOBER 2020 249

5.4.15.7.2. Maintain an inventory schedule which ensures 100 % of the account is

inventoried over a 12-month period. Note: MAJCOM or theatre LRS/Materiel

Management Activity must approve extensions to this frequency.

5.4.15.7.3. Deployments. Transfer assets deployed from the prepositioned satellite

supply operation to a deployable CA/CRL.

5.4.15.7.3.1. Attain signature on deployed CA/CRL from the receiving custodian.

5.4.15.7.3.2. Perform a 100 % inventory of the deployed CA/CRL prior to

transferring the assets back to the satellite supply operational account.

5.4.16. Relief from Responsibility for Public Property Lost, Damaged or Destroyed by

Causes Other Than Fair Wear and Tear.

5.4.16.1. Purpose: To explain the procedures to relieve individual liability for public

property lost, damaged or destroyed due to custodian negligence and during Disaster

Relief or Combat Conditions. For guidance specific requirements review AFI 23-101 and

for IT specific guidance refer to AFH 23-123.

5.4.16.2. General Discussion: When the custodian is found responsible for the loss,

damage, or destruction, relief from responsibility can be obtained by processing a Cash

Collection Voucher. When accountable equipment item is lost, damaged or destroyed

during Disaster Relief or Combat Conditions, relief from responsibility can be obtained

using a certified DD Form 1150, Request for Issue/Transfer/Turn-In.

5.4.16.3. In accordance with DoD 7000.14-R, Vol 12, Chapter 7, investigations must be

processed for controlled items regardless of value. Note: All NWRM items are

categorized as controlled/classified.

5.4.16.4. Commanders will investigate and adhere to DoD 7000.14-R, Vol 12, Chapter 7,

for lost, damaged, destroyed or theft of government equipment. (T-0). After investigation

is complete and the responsible officer has determined “negligence or abuse/evident,” the

financial liability investigation of property loss documentation is forwarded to the LRS

Materiel Management activity to adjust property records. (T-1).

5.4.16.5. Record Adjustment Procedures. LRS/Materiel Management Activity will take

the following actions to adjust records for property lost, damaged, or destroyed:

5.4.16.5.1. Adjust by Inventory Adjustment Document (IAD) lost or destroyed items

on authorized /in-use detail records. Attach the LRS APO copy of the relief document

to IAD as supporting documentation.

5.4.16.5.2. The custodian will request replacements for lost, damaged, or destroyed

EAID and non-EAID items. Use normal issue procedures.

5.4.16.6. Losses and damage sustained under Disaster Relief or Combat Conditions may

be processed as follows:

5.4.16.6.1. Responsibility for any property lost, damaged, or destroyed during

combat operations may be terminated upon accomplishment and approval by the

commander of a DD Form 1150, and bearing the certification of the responsible

officer or person as shown in Figure 5.1

250 AFMAN 23-122 27 OCTOBER 2020

Figure 5.2. Certification of Loss Due to Combat Operations.

Item Description (NSN, Nomenclature, etc.)

Loss or damage of above article is due to combat operations

Signature of LRS APO, or other designated responsible officer or individual

Approved/Disapproved

Signature of Commander at next level of command or designee

5.4.16.6.2. Use of this form for termination of property responsibility will be at the

discretion of the USAF theater commander.

5.4.16.6.3. The custodian will request replacements for lost, damaged, or destroyed

EAID and non-EAID items. Use normal issue procedures.

5.4.17. File Maintenance for Equipment Management (Jacket File).

5.4.17.1. Purpose: To explain the procedures to maintain the Master and Custodian

CA/CRL Jacket Files. For guidance specific requirements review AFI 23-101 and for IT

specific process refer to AFH 23-123.

5.4.17.2. General Discussion: The EAE maintains a Master CA/CRL Jacket File on each

equipment account that exists at base level. The equipment custodian also maintains a

CA/CRL Jacket File. Table 5.5 lists mandatory items in which the EAE and equipment

custodian will maintain in each organizations jacket file. The Jacket Files will not contain

anything other than items contained in the checklist.

5.4.17.3. Perform the following actions:

5.4.17.3.1. Insert checklist at the beginning of each folder.

5.4.17.3.2. Tab A – Memorandums and Certificates.

5.4.17.3.2.1. Appointment letter.

5.4.17.3.2.2. All required training certificates, e.g., AFIT issued Block III

Custodian training, AFIT issued COMSEC training, locally issued Refresher

training.

5.4.17.3.2.3. Initial or annual AF/A4LR Supplemental Training Certificate.

5.4.17.3.2.4. AFEMS COMSEC training certificate or signed Memo for Record

indicating date of completion.

5.4.17.3.3. Tab B – Custodian Authorization/Custody Receipt Listing.

5.4.17.3.3.1. Current signed CA/CRL from Primary or Alternate custodian and

organization commander. When utilizing the ILS-S database to store signed

CA/CRLs, the EAE or custodian will file a memo in Tab B identifying that the

CA/CRL is maintained within ILS-S. Note: Electronic signatures are acceptable.

5.4.17.3.3.2. Memorandums from Organizational Commanders requesting for

extensions to current annual CA/CRL inventory requirements.

5.4.17.3.4. Tab C - Information File.

5.4.17.3.4.1. Any host wing agreement letters if applicable.

AFMAN 23-122 27 OCTOBER 2020 251

5.4.17.3.4.2. AETC Form 120, Training Equipment List or AETC Form 120A,

Field Training Equipment List for all Air Education and Training Command

(AETC) sponsored training organizations.

5.4.17.3.4.3. Serial number engraving documentation from the Cognizant/Chief

Engineer

5.4.17.3.4.4. Other source documents mandated by higher HQ’s.

5.4.17.3.5. Tab D – Deployed Custodian Information File.

5.4.17.3.5.1. Deployed custodian appointment letter.

5.4.17.3.5.2. Proof of deployed equipment custodian training. All deployed

equipment custodians will take the AFIT provided Deployed equipment custodian

CBT which is located at AFIT online.

5.4.17.3.5.3. All current marked 1RB581s showing existing deployments with

DD Form 1348-1A (1ED) documents attached and filed in deployed date

sequence. The following must be included on the 1RB581: Printed Name of

Deploying Custodian; Organization Name/Office Symbol; Work telephone

Number; Deployment Duration; Deployed Location; Signature & Date Block.

5.4.17.3.5.4. Deployment Accountability Documents

5.4.17.3.6. Tab-E-Organizational Visits.

5.4.17.3.6.1. Written report of Annual Organization Visit (signed by the LRS

APO or designated representative).

5.4.17.3.6.2. Replies to written report (within 30 days of written report).

5.4.17.3.7. Tab-F-Miscellaneous Documentation.

5.4.17.3.7.1. Standard Form (SF) 153, Special Inventory, Financial Improvement

and Audit Readiness (FIAR) Documentation.

5.4.17.3.7.2. F119 Mgt Serial Number Change using IT guidance in AFH 23-123.

5.4.17.3.8. Equipment Master CA/CRL Jacket File Checklist

5.4.17.3.8.1. Use the checklist in Table 5.9 to ensure validity of Equipment

Master CA/CRL Jacket File contents.

252 AFMAN 23-122 27 OCTOBER 2020

Table 5.9. Equipment Master CA/CRL Jacket File Checklist.

ORGANIZATION SHOP CODE:

DATE

TAB A

Memorandum & Certificates

Discrepancy

Fixed

(date/initials)

Date of

Documents

in File

Custodian Appointment Letter

(SSgt and above)

Block III Training Certificates

AF/A4LR Supplemental

Training Certificate

COMSEC Training Certificate

TAB B

CA/CR

CA/CRL – Current R14 only

(must be signed w/in 15

workdays from the date listed

on the CA/CRL; 30 workdays

for off-base organizations)

Memorandums from

Organizational Commanders

requesting for extensions to

current annual CA/CRL

inventory requirements.

TAB C

Information File

Host wing agreement letter (if

applicable)

AETC 120-Field Training

Equipment List (if applicable)

Serial number engraving

documentation

Other documents mandated

by higher Headquarters

TAB D

Deployment Custodian

Information File

Deployed Custodian

Appointment Letter

AFMAN 23-122 27 OCTOBER 2020 253

Deployed Custodian

Training/Block IV Certificate

Current 1RB581 Listing for

Deployed Equipment (if

applicable) Must have: Printed

Name of Deployed Custodian,

Organization Name/Office

Symbol, Work Telephone,

Deployment Location &

Duration, Signature and Date

Block and copies of the 1ED

documents

Current 1RB581 for Transferred

Equipment (if applicable) Must

have same info as above 581

list & copy of 1ET documents

Deployment Accountability

Documents (if applicable)

TAB E

Organizational Visits

Written Report of Annual

Organization Visit (signed by

LRS APO or designated

representative)

Replies to written report (w/in

30 days of written report)

TAB F

Miscellaneous Documentation,

e.g., SF153, F119, FIAR or

special inventory

EAE REPRESENTATIVE NAME: _________________________________________

NEXT REVIEW DUE: _______________________

5.4.17.4. The following actions will be performed for the Custodian Jacket File:

5.4.17.4.1. Insert checklist at the beginning of each folder. The checklist is available

in Table 5.10

5.4.17.4.2. Tab A – Inventory Listings.

5.4.17.4.2.1. Copy of the current signed CA/CRL or memorandum

5.4.17.4.2.2. Monthly weapon inventory listings for individual units which

encompass the last 24 inventories accomplished (total of 2 years). Semi-annual

weapons inventory listings which encompass the last four inventories

accomplished (total of 2 years) may be filed separately.

5.4.17.4.3. Tab B - Information File, Regulations and Certificates.

254 AFMAN 23-122 27 OCTOBER 2020

5.4.17.4.3.1. A copy of this manual and all applicable supplements. When a

custodian is responsible for more than one equipment account, only one set of

directives is required. A memorandum showing the location of the manual and all

applicable supplements if it is not maintained by the custodian can be used.

5.4.17.4.3.2. AF Form 1297, Temporary Issue Receipt.

5.4.17.4.3.3. AF Form 9, Request for Purchase (contract maintenance forms).

5.4.17.4.3.4. Warranty and guaranty documents.

5.4.17.4.3.5. Current custodian designation letter.

5.4.17.4.3.6. AFIT Block III CBT certificates issued after 1 July 2007 for the

primary and alternate custodian.

5.4.17.4.3.7. Serial number engraving documentation from the Cognizant/Chief

Engineer.

5.4.17.4.3.8. Capital Assets Documentation as regulated in DoD 7000.14-R.

5.4.17.4.3.9. AETC Form 120, Training Equipment List, or AETC Form 120A,

FTD Training Equipment List, and cover letter for all AETC sponsored training

organizations.

5.4.17.4.4. Tab C - Suspense and Completed File.

5.4.17.4.4.1. Suspense File.

5.4.17.4.4.2. Completed File.

5.4.17.4.5. Tab D - Adjustment Documents. Documents on inventory action; that is,

statement of charges, cash collection vouchers, reports of survey, etc.

5.4.17.4.6. Tab E - Register of Control Numbers.

5.4.17.4.6.1. Custodian Request Log. Each custodian must log in all requests

submitted to LRS. The requests are maintained in the suspense and completed

file. This request log, should be set up to start with number 0001 on the first day

of each calendar year (see attachment). Custodians must enter the custodian

request number on the AF Form 601 and input on-line into the AFEMS (C001).

This is not required for equipment requests submitted by other means (e.g., AF

Form 2005, letter, etc.). Note: AF Form 126 has been discontinued and custodian

request logs are locally generated.

5.4.17.4.6.2. Daily Document Register (D04) or a memorandum showing the

location of the D04 file if not maintained by the custodian. (D04) will be closely

monitored for transactions affecting the equipment account as LRS/Materiel

Management Activity does not return paper work to customers after processing

submitted customer requests.

5.4.17.4.7. Tab F - Deployment Custodian Information File.

5.4.17.4.7.1. Deployment Custodian appointment letter.

5.4.17.4.7.2. Deploying custodians will need to provide proof of deployed

equipment custodian training by EAE.

AFMAN 23-122 27 OCTOBER 2020 255

5.4.17.4.7.3. All current marked 1RB581's showing existing deployments with

DD Form 1384-1 (1ED) documents attached and filed in deployed date sequence.

The following must be included on the 1RB581 Printed Name of Deploying

Custodian; Organization Name/Office Symbol; Work Telephone Number;

Deployment Duration; Deployed Location; Signature and Date Block.

5.4.17.4.7.4. All current marked 1RB581's showing existing transfers with DD

Form 1384-1 (1ET) documents attached and filed in transfer date sequence. The

following must be included on the 1RB581 Printed Name of Deploying

Custodian; Organization Name/Office Symbol; Work Telephone Number;

Deployment Duration; Deployed Location; Signature and Date Block.

5.4.17.4.7.5. Deployment Accountability Documents.

256 AFMAN 23-122 27 OCTOBER 2020

Table 5.10. Equipment Folder Checklist (Field use).

ORGANIZATION SHOP CODE: DATE:

TAB A

Inventory Listings

YES

Discrepancy

Fixed

(date/initials)

Date of

Documents

in File

CA/CRL—R14 Annual

Inventory

Monthly and Semi Annual

Weapons Inventory Listings

TAB B

Information File,

Regulations and Certificates

Copy of Manual or

location Memorandum

AF Form 1297, Temporary

Issue Receipt

AF Form 9, Request

for Purchase

Warranty and Guaranty

Documents

Custodian Appointment Letter

Block III Certificate

Serial number engraving

Capital Assets Documentation

AETC Form 120, Training

Equipment List, or AETC

Form 120A, FTD Training

Equipment List, and cover

letter for all AETC sponsored

training Organizations.

TAB C

Suspense and Completed File

Suspense File

Completed File

TAB D

Adjustment Document

Financial Liability for

Government Property that is

Lost, Damaged, Destroyed or

Stolen

TAB E

Custodian Request Log

AFMAN 23-122 27 OCTOBER 2020 257

D04 Daily Document Register

Listings or location of

electronic equivalent

TAB F

Deployment Custodian

Information

Deployed Custodian

Appointment Letter

Block IV Certificates

Marked 1RB581 showing

existing deployment and/or

transfers

Deployment accountability

documents

Misc Documents

5.4.18. Establishment/Termination of EAID Accountability.

5.4.18.1. Purpose: To explain the procedures to establish or terminate accountability for

EAID assets. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

5.4.18.2. General Discussion: This section explains when to use the transactions to

establish and terminate equipment accountability. Note: Transactions to establish,

transfer and terminate accountability for NWRM equipment are not authorized and must

be coordinated through the Nuclear Transaction Control Center (NTCC).

5.4.18.3. Extreme care must be taken when processing termination inputs. Programs to

perform a record reversal and correction of a termination input do NOT exist. If an error

is made, take the following action: Prepare an input to establish authorized/in-use detail

record using the original document number and the base Stock Record Account Number

(SRAN). Correct and reprocess any rejected inputs. The same procedures apply when a

transaction to establish EAID accountability is processed in error. Prepare input to

terminate accountability using the original document number and the base SRAN.

Correct and reprocess any rejected inputs.

5.4.18.4. Perform the following actions:

5.4.18.4.1. Use Termination and EAID Establishment transaction procedures when

financial records are NOT to be updated to accomplish the following tasks:

5.4.18.4.1.1. Establish EAID accountability.

5.4.18.4.1.2. Buying equipment being rented by USAF.

5.4.18.4.1.3. Items provided by a contractor as part of a facility project.

5.4.18.4.1.4. Initial load of a satellite.

5.4.18.4.1.5. Items withdrawn from DLADS.

258 AFMAN 23-122 27 OCTOBER 2020

5.4.18.4.1.6. Items previously dropped because of changes in Equipment

Management Code (EMC) or Expendability, recoverability, reparability, cost,

designator (ERRCD).

5.4.18.4.1.7. Equipment items previously reported by other than AFEMS

inventory systems which are no longer exempt from AFEMS.

5.4.18.4.1.8. OGMVCs purchased locally will be picked up on EAID records as a

substitute against the prime NSNs in Allowance Standard 036.

5.4.18.4.1.9. COMSEC/CCI is not authorized for local purchase per AFI 64-117,

Government Purchase Card Program. Upon discovery of locally purchased

COMSEC/CCI, it must be picked up on EAID records, with supporting

documentation (e.g., SF 153, COMSEC Material Report, DD Form 1149, voucher

etc.). Note: An Investigation is not required when valid documentation is

provided.

5.4.18.4.2. Terminate equipment accountability for equipment transferred to the local

community during base closure.

5.4.18.4.3. Establish and Terminate accountability for:

5.4.18.4.3.1. Fixed ground communication-electronics equipment end items

(ASC 654).

5.4.18.4.3.2. Rental Items.

5.4.18.4.3.3. Equipment on loan to USAF from other governmental agencies.

5.4.18.4.3.4. Bench mockup/sets.

5.4.18.4.3.5. Chemical Warfare Defense equipment. Terminate EAID

accountability for assets no longer in serviceable condition that are being

converted for Training Use Only.

5.4.18.4.3.6. Research and development project expenditures.

5.4.18.4.3.7. Aircraft or missile components sent to AFMC Aerospace

Maintenance and Regeneration Activity for retirement/storage.

5.4.18.4.3.8. Federal Supply Class 6910 base L stock numbered vehicles

withdrawn from DLADS and destroyed/mutilated in training.

5.4.18.4.4. Preparation and processing of transactions to establish and terminate

accountability.

5.4.18.4.4.1. EAE personnel will prepare establish/terminate (FED/1ETX) inputs.

See AFH 23-123 for IT reference. Note: Using Establish/Terminate

accountability procedures in this section is Exception processing.

5.4.18.4.4.2. EAE must process the transactions (rather than other flights or

elements such as Receiving or Pick-up and delivery) and has the following

responsibilities:

AFMAN 23-122 27 OCTOBER 2020 259

5.4.18.4.4.2.1. Review equipment being processed to determine output

documents, signatures required, etc. In many cases, this documentation may

not require property to be moved.

5.4.18.4.4.2.2. Input Establish/Termination transactions through any input

terminal.

5.4.18.4.4.2.3. Process the output.

5.4.18.4.4.2.4. AFMC will provide justification to the EAE who will write the

justification on all termination output documents to explain why

accountability ended (for example, return of rental items to vendor; return of

asset loaned to USAF from other government agencies).

5.4.18.4.4.2.5. EAE will ensure documents are annotated, signed, and

forwarded to Document Control within 5 working days.

5.4.18.4.4.2.5.1. The equipment custodian or the LRS Materiel

Management Officer must sign all Establish/Terminate output documents.

The LRS Materiel Management Officer may delegate authority to the

Equipment Management Supervisor to sign the output documents during

absence. (T-1).

5.4.18.4.4.2.6. All 1ETX transactions terminating accountability must be

briefed to the LRS APO during the monthly M10 review. (T-1). A LIMS- EV

script or ESS inquiry listing of all 1ETX transactions will supplement the M10

as an attachment and filed accordingly.

5.4.19. Processing of Errors from AFEMS.

5.4.19.1. Purpose: To explain the procedures to process and correct errors, rejects, and

variances. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

5.4.19.2. General Discussion: The AFEMS provides automated transactions which allow

the ILS-S to update their database without human intervention in most cases. These

transactions are intended to reduce variance and reject conditions by eliminating manual

reviews and record updates. AFMC will be notified of variances via email notices that are

sent as errors are found.

5.4.19.3. Perform the following actions:

5.4.19.3.1. To determine mismatches and error notices, log into AFEMS and select

email from the main menu.

5.4.19.3.1.1. Upon determining the corrective action for an error, delete the error

suspense by logging on to the AFEMS, selecting data transactions from the Main

Menu and retrieve the error record using an AFEMS online transaction.

5.4.19.3.2. Email notices sent to AFMC require immediate action. AFEMS terminal

users MUST log on daily to the AFEMS to see if email notices or output products are

awaiting their action.

260 AFMAN 23-122 27 OCTOBER 2020

5.4.19.3.2.1. The following basic research points need to be emphasized when

corrections are being made.

5.4.19.3.2.1.1. Check the ILS-S database records for completeness and

accuracy.

5.4.19.3.2.1.2. Review the reject error report and email notices to determine

the appropriate corrective action using IT guidance in AFH 23-123.

5.4.19.3.2.1.3. Determine whether incorrect entries caused the error.

5.4.19.3.2.1.4. Contact AFMC, Supply Control Center to determine whether a

suspected ILS-S ADS programming problem could be causing a recurring

reject.

5.4.19.4. The WRM GMO will produce and provide WRM/BEAR//FORCE storing

commands a monthly report identifying mismatches between established requirements in

WRM and BEAR allowance standards and authorizations loaded. Storing commands will

take action to correct misstated or duplicate AFEMS records.

5.4.19.4.1. Storing MAJCOMs will ensure that storing units account for WRM

equipment by comp code and that BEAR is identified using the Allowance Source

Code (ASC) in the Air Force Equipment Management System (AFEMS).

5.4.19.4.1.1. The ASC must be utilized in order to identify all WRM

requirements in the AFEMS Equipment Requirements System (ERS) for all

Budget Code (BC) Y assets.

5.4.20. Fixed Ground Communications-Electronics (C-E) Equipment - ASC 654.

5.4.20.1. Purpose: To explain the procedures used to acquire and account for fixed

ground communications-electronic (C-E) equipment in allowance standard 654. For

guidance specific requirements review AFI 23-101 and for IT specific guidance refer to

AFH 23-123.

5.4.20.2. Fixed Ground Communications-Electronics (C-E) Equipment. Fixed ground C-

E equipment is non-tactical, which means it is not moved from one location for tactical

deployments. C-E equipment includes all radio, wire, and any other means used for the

electrical and visual transmission and reception of information or messages in the clear or

by cryptographic means; radar and radiation aids to Air Traffic Control and navigation

and enemy aircraft warning and interception; electronic weather equipment, electronic

countermeasure devices, and related electronic systems and equipment. Accountability is

in accordance with AFI 21-103, Equipment Inventory, Status and Utilization Reporting.

5.4.20.3. Perform the following actions:

5.4.20.3.1. Submit AF Form 601 to EAE or AFMC after the equipment has been

installed. Initial requirements are generally pushed to base level as part of a

communications-computer systems (C-CS) installation project or procured through a

contract. Note: AFMC will establish an equipment detail record and generate a

requisition for initial requirements only when 1) the local CSRD is the approval

authority, 2) the technical solution can be determined locally, and 3) the required item

is a budget code 9 or Z item.

AFMAN 23-122 27 OCTOBER 2020 261

5.4.20.3.1.1. Normal equipment processing procedures apply for replacement of

installed fixed ground C-E equipment.

5.4.20.3.1.2. Some fixed ground C-E end item equipment contains components

which are NF/ND and are not carried on separate details. Issue replacements for

these nonexpendable components by using activity code P.

5.4.20.3.2. Maintain on accountable EAID records all end items (ERRC NF/ND)

specifically identified as major items in a project package. For example, an AN/GPN-

22 installed as a fixed facility may be made up of individual radar scopes or radios

that are ERRC NF/ND; however, only the highest stock number assembly is

accounted for on an in-use detail.

5.4.20.3.3. Equipment not requiring EAID Accountability.

5.4.20.3.3.1. Nonexpendable components of a major end item.

5.4.20.3.3.2. Government-owned contractor-operated C-E equipment is

accounted for using Government Furnished Equipment (GFE) procedures.

5.4.20.3.3.3. Real property C-E items in FSC 5410 and 5445. Accountability of

these FSCs is with BCE. Some FSC 5410 and 5445 items are not real property

and EAE should check with BCE before coding as real property.

5.4.20.3.4. ASC 654 equipment will be custody receipted to the organization

possessing the fixed ground equipment (the using/operating agency). Equipment

installed at unmanned sites will be custody receipted to the AF organization tasked

with maintenance responsibility.

5.4.20.3.5. Establish accountability for Fixed Ground C-E (AS 654) provided

through a contract by submitting an AF Form 601 to AFMC after the equipment is

installed. Cite the approved IT/NSSRD or PMD number and the coordination of the

base level communications-computer systems (CCS) program manager in the

justification and item description block. Attach a copy of the DD Form 250, Material

Inspection and Receiving Report.

5.4.20.4. Leased or Rented Fixed Ground C-E Equipment require EAID accountability if

the lease is for more than 12 months. See AFH 23-123 for additional processing

instructions.

5.4.20.4.1. Establish accountability by initiating AF Form 601 and attach a copy of

the lease/rental agreement (or refer to the agreement) as authority to enter items on

EAID records. Include the approved IT/NSSRD or PMD number and coordination of

the base C-CS program manager in the justification and item description block.

5.4.20.4.2. Establish EAID records for leased/rented equipment based on the highest

assembly or system that will identify the equipment being leased or rented.

5.4.20.4.3. Establish authorized in use detail records with equipment code “R” and

accounting and finance code “RENT.”

5.4.20.5. When equipment is not stock listed assign a P number and submit for

cataloguing action.

262 AFMAN 23-122 27 OCTOBER 2020

5.4.20.6. Establish accountability for fixed C-E equipment Found On Base (FOB) by

submitting AF Form 601.

5.4.20.6.1. Enter the approved IT/NSSRD or PMD number in the justification and

end item block.

5.4.20.6.2. When there is not an approved IT/NSSRD or PMD on file in the local

communications unit, the AF Form 601 will have to be validated and approved by the

Communications Squadron Commander.

5.4.20.6.3. Inventory adjustment procedures will be used to initiate accountability.

5.4.20.7. Special Instructions for Telephone Switches.

5.4.20.7.1. Digital switches (other than DMS 100 digital switches) will be accounted

for by P numbers loaded as substitute/multiple components for the prime number.

5.4.20.7.2. Manual switches are accounted for by part number.

5.4.20.8. Changes to Fixed Ground C-E Equipment require the submission of an

IT/NSSRD approved by the applicable authority (Base, MAJCOM, Air Staff, etc.). Once

approved, input the TACR in to AFEMS.

5.4.20.9. Notify EAE immediately of any modifications have been made that change the

identity of the fixed C-E equipment. Update the authorized/in-use details by submitting

an AF Form 601 with a copy of applicable supporting documentation.

5.4.21. Communications Security/Controlled Cryptographic Item (COMSEC/CCI)

Equipment.

5.4.21.1. Purpose: To explain the procedures on how to requisition and account for

COMSEC/CCI equipment. For guidance specific requirements review AFI 23-101 and

for IT specific guidance refer to AFH 23-123.

5.4.21.2. There are three categories of COMSEC/CCI equipment: airborne, deployable,

and fixed.

5.4.21.2.1. Airborne consists of tactical COMSEC/CCI devices which are designed

to work primarily on airframes.

5.4.21.2.2. Deployable consists of COMSEC/CCI equipment which can be deployed.

5.4.21.2.3. Fixed COMSEC/CCI equipment items used in a fixed facility. Airborne

and deployable COMSEC/CCI equipment items appear in the allowance standard that

is applicable to each MAJCOM/weapon system for the end item the COMSEC/CCI

supports. Fixed COMSEC/CCI equipment items are in allowance standard 658. Note:

All activities not supported by the ILS-S will have their COMSEC/CCI equipment

accounted for in the COMSEC/CCI material Accounting System (CMCS) which is

managed by the AFMC Cryptologic and Cyber Support Division, San Antonio TX.

5.4.21.3. The equipment custodian performs the following actions:

5.4.21.3.1. Submit requests for COMSEC/CCI equipment items.

5.4.21.3.1.1. Submit requests for deployable and airborne COMSEC/CCI by AF

Form 601/TACR.

AFMAN 23-122 27 OCTOBER 2020 263

5.4.21.3.1.1.1. Fixed COMSEC/CCI requirements are not submitted via AF

Form 601, Authorization Change Request/TACR. Submit requirements for

these assets in accordance with MPTO 00-33D-3003, Managing the

Cyberspace Infrastructure with the Cyberspace Infrastructure Planning

System.

5.4.21.3.1.1.2. Account for COMSEC/CCI items on CA/CRL authorized/in-

use details.

5.4.21.3.1.2. Prepare and maintain SF 153 for COMSEC/CCI assets that were

shipped using manual procedures. Provide the Item Manager a copy of the SF 153

each time a transfer action occurs.

5.4.21.3.1.3. KIV-42 COMSEC/CCI assets will be delivered by an agent courier

to the custodian who will contact Inbound Cargo to process the receipt.

5.4.21.3.2. The LRS/Materiel Management Activity:

5.4.21.3.2.1. Ensure equipment ERRCD NF/ND items are accounted for on

authorized/in-use detail records. SF 153 may be used to adjust EAID records for

COMSEC/CCI items maintained in the ILS-S. The SF 153 may be used as

justification to process an IAD when the gaining organization does not have a

ship to Stock Record Account Number (SRAN). When a SRAN can be identified

for the gaining organization, the SF 153 will be used to process a manual

shipment. The SF 153 is prepared by the losing COMSEC/CCI custodian.

5.4.21.3.2.2. The EAE ensures the semi-annual COMSEC/CCI equipment

reconciliation is performed.

5.4.21.3.2.3. Ordering of KI-111 COMSEC/CCI Assets. All due-outs for KI-111

will contain TEX Z and link to a valid due-in. These assets/devices are

programmed at the depot and cannot be interchanges by units or activities.

5.4.21.3.3. Excess Equipment. Disposition of excess equipment should be requested

from MAJCOM CEMO/CEMF and AFMC Cryptologic and Cyber Support Division,

on serviceable excess equipment. Unserviceable equipment (including reparable)

should be shipped to the AFMC Cryptologic and Cyber Support Division (routing

identifier: FPD, DODAAC: FB2307). There is no requirement to contact the Item

Manager for permission to ship the asset.

5.4.21.3.4. Telemetry Encryption Devices (e.g., KG66). Telemetry encryption

devices will be dropped from accountable records when a certified letter/document is

received from the operations officer that certify that the loss was due to OTE

(operational testing & evaluation) or operational requirements. The letter/document

will be certified by the senior operations officer and presented to the LRS APO. The

certified letter/document will be used as supporting documentation for processing

IAD transaction to adjust COMSEC/CCI items. The certified letter/document will be

cited as authority to terminate serial number tracking and filed with the M10 to

substantiate the COMSEC/CCI adjustment. The individual that requested the

termination of accountability is responsible for notifying the supported

COMSEC/CCI account of the lost/destruction.

264 AFMAN 23-122 27 OCTOBER 2020

5.4.21.3.5. CEMO/CEMF Responsibilities. The CEMO/CEMF is the only agent

authorized to submit allowance change requests to allowance standards for

deployable and airborne COMSEC/CCI item allowances. Allowance change requests,

must be input by the MAJCOM CEMO/CEMF to the AFMC for approval.

5.4.22. Portable Buildings.

5.4.22.1. Purpose: To explain the procedures required to maintain and account for

portable buildings. For guidance specific requirements review AFI 23-101 and for IT

specific guidance refer to AFH 23-123.

5.4.22.2. A portable building is defined as a small, shed-type structure with less than 300

square feet with no permanently installed Base Civil Engineer utility hookups. These

buildings are not suitable for human habitation and do not satisfy requirements for

permanent real property. They are designed to be moved from one place to another by

means of a flat-bed trailer and, therefore are not considered vehicular (wheeled)

equipment. Portable buildings are purchased with budget code 9, local purchase (JBB)

funds.

5.4.22.3. Perform the following actions:

5.4.22.3.1. Submit requests for portable buildings on either an AF Form 2005 or by

letter with unit commander approval.

5.4.22.3.1.1. Request must contain coordination of both Base Civil Engineer and

Safety Office specifying fire, safety, and structural requirements will be met prior

to purchase of building.

5.4.22.3.1.2. All requests must have a DD Form 1348-6, DoD Single Line Item

Requisition System Document (Manual-Long Form), which states required

specifications of the building to be purchased.

5.4.22.3.1.3. Assign a local “L” stock number, with Federal Stock Class (FSC)

5410 and assigned equipment management Code (EMC) 1.

5.4.22.3.1.4. Portable buildings are authorized in allowance standard 006 with a

BOI of “when approved by the unit commander.” They are identified in the

allowance standard under one generic local purchase non-EAID NSN.

5.4.22.3.2. Disposition of portable buildings.

5.4.22.3.2.1. Return portable buildings to LRS/Materiel Management Activity

using the assigned “L” stock number.

5.4.22.3.2.2. When there is no other base organization portable building

requirement, transfer to DLADS is authorized.

5.4.22.3.2.3. Do not report portable building to the AFEMS Excess equipment

Redistribution Program.

5.4.23. Equipment Management of Computer Systems.

5.4.23.1. Purpose: To explain the procedures required to maintain and account for

Computer Systems. For guidance specific requirements review AFI 23-101 and for IT

specific guidance refer to AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 265

5.4.23.2. Accountability for most computer systems is maintained per AFMAN 17-1203,

Information Technology (IT) Asset Management (ITAM). This includes personal

computers, microcomputers, and standard multi-user small computer requirements

contract systems. This also includes computer systems provided as part of downward

directed programs and locally purchased computer systems for administration purposes.

Guidelines and accountability thresholds are in AFMAN 17-1203.

5.4.23.3. Perform the following actions:

5.4.23.3.1. Computer System accountability in the ILS-S and in AFEMS Allowance

Standards apply to the following:

5.4.23.3.1.1. Computer systems for mobility requirements and those that serve a

technical or test equipment end use.

5.4.23.3.1.2. Centrally procured/managed computer systems

5.4.23.3.1.3. 16

AF unit mission computers, printers and associated hardware.

Allowance Standard 709 is the authorization for this equipment.

5.4.23.3.1.4. Submit and process requirements in accordance with AFMAN 63-

144, Business Capability Requirements, Compliance, and System Acquisition.

5.4.24. General Small Arms/Light Weapons Management.

5.4.24.1. Purpose: To explain the procedures required to requisition and account for

weapons. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

5.4.24.2. General Discussion: Small Arms and Light Weapons (SA/LW) are defined as

carbines, grenade launchers, machine guns, pistols, recoilless weapons, revolvers, rifles,

shotguns, etc. The Individual Protective Equipment (IPE) Element provides secure

storage for mobility SA/LW. Accountability will remain on the owning organization’s

equipment account when courtesy storing small arms for other units.

5.4.24.3. Perform the following actions:

5.4.24.3.1. For Daily Use Weapons (Use Code B):

5.4.24.3.1.1. Place weapons for daily use on the CA/CRL under the using

organization.

5.4.24.3.1.2. Weapons required to be readily available for issue to base defense

forces and training will be custody receipted for Central Storage to the activity

responsible for the operation of the base defense and training program. The

organization’s designated equipment custodian is responsible for the storage and

safe keeping of the weapon.

5.4.24.3.2. LRS/Materiel Management Activity Weapons Management:

5.4.24.3.2.1. Wing Unit Type Code mobility requirements warehoused by the

supply activity will contain the storage code of WGMOB in the UTC field of the

detail.

266 AFMAN 23-122 27 OCTOBER 2020

5.4.24.3.2.1.1. WGMOB is an umbrella tool to capture all wing level UTC

requirements at an installation. Additionally, WGMOB should not be

populated in the LOGFOR/LOGDET as it will reflect a duplicate requirement.

5.4.24.3.2.1.2. The increment code field will be used with no more than 80

SA/LW per detail. If more than one detail is required, the increment code will

be numbered (e.g., MOBAG1, MOBAG2, 375SV1, 375CE1, etc.).

5.4.24.3.2.2. Control access to the SA/LW vault to authorized personnel only.

The LRS/CC or Materiel Management Flight Chief is responsible for access

control.

5.4.24.3.2.3. Designate in writing personnel authorized to perform duties

associated with firearms protection and control.

5.4.24.3.2.3.1. This designation will be via the Personnel Authorized

Unescorted Access/Personnel Authorized to Issue and Receive SA/LW Letter.

5.4.24.3.2.3.2. The letter will identify personnel authorized access to the LRS

SA/LW vault and will include: individual’s names, rank/grade, duty title,

security clearance levels, and unit of assignment. The letter must be signed by

the LRS/CC or equivalent.

5.4.24.3.2.3.3. Maintain a signed copy of the authorization letter posted on

the inside of the SA/LW storage area and ensure a copy is on file.

5.4.24.3.2.3.4. Ensure that any organization using the SA/LW storage vault

for courtesy storage provides a current listing of personnel authorized to

remove SA/LW from the vault to the Individual Protective Element. The

organization’s list should state the conditions (e.g., maintenance, deployment,

etc.) for removal of the SA/LW from the vault.

5.4.24.3.2.3.5. Personnel assigned to the IPE will control access to SA/LW

and adhere with requirements per AFI 36-2654, Combat Arms Program; AFI

31-101, Integrated Defense (ID); AFI 31-117, Arming and Use of Force by

Air Force Personnel; AFMAN 21-209, Vol 2, Demolition Munitions;

AFMAN 21-209, Vol 1, Ground Munition; DTR 4500.9-R Part I, Defense

Transportation Regulation, Passenger Movement; and DoDM 5100.76, and

applicable technical orders. (T-0).

5.4.24.3.2.3.6. IPE must ensure member has a current AF Form 522, USAF

Ground Weapons Training Data indicating personnel is qualified for specific

weapon to be issued; unless member is attending weapons qualification.

5.4.24.3.3. Equipment custodian Responsibilities:

5.4.24.3.3.1. Coordinate with Security Forces to inspect SA/LW, per AFI 36-

2654.

5.4.24.3.3.2. Ensure the reconstitution of SA/LW from deploying units.

5.4.24.3.3.3. Maintain SA/LW support kits.

5.4.24.3.3.4. Ensure SA/LW are stored and shipped in the proper containers.

AFMAN 23-122 27 OCTOBER 2020 267

5.4.24.3.3.5. Ensure that sufficient holsters, SA/LW magazines, ammunition

pouches, and slings are available for each weapon.

5.4.24.3.3.6. Ensure that weapons have a unique item identifier (UII) label in

accordance with MIL-STD-130 if IUID program is fully implemented.

5.4.24.3.3.7. Adjust out of cycle SA/LW authorizations to meet out of cycle

mobility bag authorizations. Note: Annually, the Logistics Plans will determine

the mobility SA/LW requirements in conjunction with mobility bag authorizations

(NLT 1 January). Specific references for the Arming of Aircrew, Mobility and

Overseas Personnel are described in AFI 31-117.

5.4.24.3.3.8. Equipment custodians and Unit Deployment managers will assist

the Logistics Plans Flight with determining mobility SA/LW requirements. (T-1).

5.4.24.3.3.9. Make adjustments to the inventory using normal materiel

management procedures, e.g., issue/return, etc.

5.4.24.3.4. Inventory of Small Arms. Refer to paragraph 5.7

5.4.24.3.5. Inspection of SA/LW:

5.4.24.3.5.1. The owning/using activity is responsible for actions related to

maintenance, inspection, cleaning & packing regardless of who is the storing

activity. Note: The only exception is SA/LW in storage for the AF Reserve.

5.4.24.3.5.2. Coordinate with Combat Arms to inspect SA/LW at prescribed

intervals established in AFI 36-2654, Combat Arms Program, and other

applicable technical orders.

5.4.24.3.6. After any inspection, the unit’s SA/LW custodian will:

5.4.24.3.6.1. Remove all corroded SA/LW from storage and transport to a

centralized cleaning facility or to the unit for cleaning.

5.4.24.3.6.2. After the SA/LWs are cleaned, the Combat Arms technician will

inspect the SA/LWs to ensure they have been properly cleaned and reassembled

according to the applicable Technical Order. (T-1). In accordance with AFI 36-

2654, units may use an Air Force general purpose form for documenting this

cleaning.

5.4.24.3.6.3. Transport unserviceable SA/LW to the base Combat Arms for

repair. Provide the Combat Arms technician with an AFTO Form 105 for each

weapon requiring maintenance.

5.4.24.3.6.4. Coordinate with the local Packing & Crating facility to have

packing and crating specialist pack and seal the SA/LW once cleaning and

inspection are completed. Note: If packing and crating specialist are not available,

owning unit personnel will pack their SA/LW following the appropriate technical

order and Special Packing Instructions (SPI).

5.4.24.3.6.4.1. Check and verify the SA/LW serial number and that an AFTO

Form 105 is created and updated in Security Forces Management Information

System (SFMIS)

268 AFMAN 23-122 27 OCTOBER 2020

5.4.24.3.6.4.2. Place the SA/LW in containers and seal & band the containers

after SA/LW is properly packaged and Combat Arms technicians have

annotated the AFTO Form 105 in SFMIS.

5.4.24.3.7. Maintenance of SA/LW:

5.4.24.3.7.1. Individual maintenance is limited to authorized disassembly,

assembly, cleaning, lubricating, preserving, tightening screws, adjusting sights,

and periodic inspections according to applicable technical orders. Only combat

arms personnel are authorized to interchange or cannibalize weapon parts.

5.4.24.3.7.2. Item identification changes for SA/LW must be coordinated with

Combat Arms to ensure proper inspection and identification.

5.4.24.3.8. Receipt of SA/LW:

5.4.24.3.8.1. Combat Arms personnel must inspect all SA/LW received.

5.4.24.3.8.2. Complete SF 364 and SF 361, Transportation Discrepancy for all

unserviceable or damaged SA/LW received.

5.4.24.3.8.3. Prepare pre-embarkation Inspections as required for SA/LW being

deployed from CONUS to overseas or potential combat zone per AFI 36-2654.

Note: SA/LW inspected and gauged within the last 120 days or packed in sealed

barrier bags/containers with an Extended Storage inspection/gauged are exempt

from pre-embarkation inspection.

5.4.24.3.9. Shipment of SA/LW:

5.4.24.3.9.1. Trans-shipment requirements. To ensure maximum control, the IM

will instruct that SA/LWs be returned to the Anniston Army Depot (FY1346) AL

for trans-shipment to another service/DLA when trans-shipment is appropriate.

5.4.24.3.9.2. Provide the SA/LW Item Manager with the NSN, QTY, and

condition code of excess SA/LW and coordinate disposition for subsequent

processing of all shipment transactions in accordance with Item Manager

disposition instructions. Note: AFMC or Base Level equivalent will provide this

info to the Item Manager.

5.4.24.3.9.3. The Shipping Document Number will contain the SRAN/DODAAC

of the losing base. If included in the disposition instructions, DODAAC

“FY1346” will be used for the Supplementary Address and “FLS” for the Routing

Identifier Code (FROM) with Signal Code M to indicate no billing action

required. Do not ship assets to FD2060/FB2065, Robins AFB GA.

5.4.24.3.9.4. The owning organization and traffic management package SA/LW

for shipment in accordance with applicable SPIs and TOs. Procedures for the

physical movement of SA/LW are contained in AFI 10-401 Air Force Operations

Planning and Execution; AFI 24-602V1 Passenger Movement; DoD 4500.9-R;

DoDM 5100.76. Note: For M9 SA/LW see SPI 00-317-2468. Instructions for

M16 SA/LW can be located under SPI 00-856-6885.

5.4.24.3.9.5. Restrictions.

AFMAN 23-122 27 OCTOBER 2020 269

5.4.24.3.9.5.1. SA/LW must NOT be transferred from one accountable

activity to another within or outside the AF unless directed by the AFMC

SA/LW function.

5.4.24.3.9.5.2. SA/LW must NOT be transferred from one activity to another

using repair and return procedures.

5.4.24.3.9.5.3. Match grade SA/LWs presented to the LRS APO for shipment

to the USAF Gunsmith Shop for maintenance will be shipped and returned to

the master shooter when received from the school on accountable

documentation.

5.4.24.3.9.5.4. Combat Arms will perform a complete inspection on all

SA/LW and accessories being turned in to LRS per AFI 36-2654. (T-1).

5.4.24.3.10. Demilitarization.

5.4.24.3.10.1. SA/LWs for Demilitarization or Destruction. SA/LWs must be

demilitarized or destroyed according to the following procedures:

5.4.24.3.10.1.1. The IM must authorize the demilitarization or destruction of

all SA/LW. (T-1).

5.4.24.3.10.1.2. EAE must process a Non-Directed Transfer to DLADS to

adjust accountable records, after authorization to demilitarize or destroy is

granted. (T-1).

5.4.24.3.10.1.3. A Weapon Control Report transaction to applicable materiel

management system (SA Registry) with transaction code V will be generated

under program control.

5.4.24.3.11. SA/LWs Using Code V. Demilitarized SA/LWs using code V and

retained for training, ceremonial, or other purposes must be processed according to

the following procedures:

5.4.24.3.12. SA/LWs must be re-identified to a different stock number (NSN),

assigned a controlled item code N, safeguarded, and reported to the applicable

materiel management system.

5.4.24.3.13. The applicable Materiel Management Activity is responsible for

updating the DoD Central Registry.

5.4.24.3.14. SA/LWs Abandoned, Claimed, Found-On-Base, and Confiscated.

5.4.24.3.14.1. SA/LWs Abandoned, Claimed, Found-On-Base, and Confiscated

should be reported according to the following guidelines:

5.4.24.3.14.1.1. Abandoned, confiscated, etc., SA/LWs can be registered in

applicable materiel management system, the AFMC SA/LW Function must

check the AF and DoD-wide registry to see if the SA/LW is registered.

5.4.24.3.14.1.2. When the SA/LW is registered with the AF, then the small

arm should be reported by normal reporting procedures.

270 AFMAN 23-122 27 OCTOBER 2020

5.4.24.3.14.1.3. When the SA/LW is not registered with the AF, then it will

be registered immediately when the SA/LW comes under government control.

5.4.24.3.14.1.4. The document to establish accountability should contain the

following two statements: condition under which the SA/LW was obtained,

e.g., lost, found-on-base, confiscated; a notation will also be made to indicate

the completion of DoD-wide registration and reutilization screening.

5.4.24.3.14.1.5. Refer to Table 6.2 regarding Found-On-Base SA/LW.

5.4.24.3.14.2. Excess SA/LW, regardless of dollar value, must be reported.

5.4.24.3.14.2.1. Non-appropriated-funded SA/LW turned in to a DLADS and

privately-owned SA/LWs classified as claims property will be registered

immediately when they come under the control of DoD. SA that are claimed

(private property whose title has passed to DoD as a result of a claim against

the government due to its damage in connection with government activities,

usually movement of household goods) or confiscated (private property whose

title has passed to the DoD as a result of being confiscated by appropriate

authority, usually as a result of being abandoned or unauthorized for personal

possession) by DoD activities will be reported immediately to Component

Registries, e.g., AF is the applicable materiel management system. Contact the

AFMC SA/LW Function SA equipment specialist.

5.4.24.3.15. Captured SA/LW.

5.4.24.3.15.1. Special procedures for captured SA/LW.

5.4.24.3.15.2. Personnel involved with managing SA are to be familiar with AFI

31-101 before using information in this section.

5.4.24.3.15.3. Special procedures apply for accountability of captured SA/LW.

5.4.24.3.15.3.1. All AF SA/LW that are currently on hand but not registered

in the applicable LRS/materiel management system and all those captured in

the future are subject to the following guidance:

5.4.24.3.15.3.1.1. Ensure all SA/LW are safeguarded per AFI 31-101.

5.4.24.3.15.3.1.2. Immediately enter information on captured weapons into

the applicable materiel management system using stock number

“1005PCAPTURE.” The model number should be added to the end of the

stock number to identify the weapon (e.g., 1005PCAPTUREM9,

1005PCAPTUREAK47), utilizing no more than four characters).

5.4.24.3.15.3.1.3. Identify in writing, to their parent MAJCOM, the type of

SA/LW complete with description, quantity, serial number, and intended

purpose.

5.4.24.3.15.3.1.4. MAJCOMs will provide disposition instructions. In the

meantime, bases must retain these assets using ASC 054CAPT. Disposition

will consist of 1 of 3 different scenarios:

AFMAN 23-122 27 OCTOBER 2020 271

5.4.24.3.15.3.1.5. When the SA/LW is intended for display purposes, it

must be approved per AFI 84-103, USAF Heritage Program.

5.4.24.3.15.3.1.6. If assets could be used to support mission requirements if

approved by MAJCOM.

5.4.24.3.15.3.1.7. When captured, the most probable fate will be

disposal/demilitarization.

5.4.24.3.15.3.1.8. When not approved for display or to fill mission

requirements, units and LRS/Materiel Management Activity must ensure

that disposal of captured SA/LW be in accordance with DoDM 4160.21, Vol

4, Defense Materiel Disposition: Instructions for Hazardous Property and

other Special Processing Material.

5.4.24.3.15.3.1.9. SA/LW that survives DLADS screening will be

destroyed. When the local DLADS has expanded demilitarization authority

and there are less than 10 SA/LW, the DLADS will generally accomplish

the demilitarization. Otherwise the DLADS will give instructions for

shipping the SA/LW to a demilitarization facility. When the MAJCOM

authorizes shipment of the SA/LW to another location for demilitarization,

the losing unit will input the shipping transaction while the gaining unit

input the proper demilitarization instructions into applicable materiel

management system. Note: If the shipment is to the Anniston Army Depot,

funding will be required to have the SA/LWs demilitarized.

5.4.24.3.15.3.1.10. ASC 054CAPT will be used for captured SA/LW

awaiting disposition from MAJCOM.

5.4.24.3.15.3.1.11. File Maintenance. All SA/LW controlled by serial

number must be assigned a valid NSN or service stock number (NC/ND).

Records Maintenance must submit AF Form 86, when required.

5.4.24.3.16. Special Issue of Small Arms.

5.4.24.3.16.1. Small Arms to General Officers. Air Force general officers

(including Air Force Reserve (AFR) and federally recognized Air National Guard

general officers) may be issued a unique configuration of their standard Air Force

handgun on a semi-permanent basis when they submit a letter of request to

AF/DPG (AF/REG for AFR GOs) for verification. This letter of request must

contain an appropriate organizational mailing address and a Stock Record

Account Number (SRAN) the weapon will be shipped to. These unique handguns

are referred to as the GO PDW program, refer to the General Officer Handbook.

5.4.24.3.16.2. The USAF Small Arms Program Office located at Robins AFB,

GA is responsible for maintaining control of the issue and turn-in of these GO

PDWs.

272 AFMAN 23-122 27 OCTOBER 2020

5.4.24.3.16.3. No Logistics Readiness Squadron (LRS)/supply activity action is

required when a GO PDW is shipped to a base from the USAF Small Arms

Program Office marked for a general officer since these weapons do not fall under

the DLMS EDI. Shipments of GO PDWs are accomplished using a DD Form

1149 (Requisition and Invoice/Shipping Document).

5.4.24.3.16.3.1. The GO PDW is the only weapon in the AF inventory that

can be shipped “off-line” via a DD Form 1149 without a waiver. Initial

shipments of the GO PDWs go directly to the general or aide who signs for

receipt of the weapon on the DD Form 1149 from the LRS/transportation

activity personnel. The General Officer or aide must make a copy of the

signed DD Form 1149 and send it to the SAPO at Robins AFB, GA. The

LRS/supply activity does not process REC/DOR transactions and does not

establish EAID accountability.

5.4.24.3.16.4. Retained Handguns. General officers may retain the GO PDW

issued to them until retirement. Upon retirement, the general officer may either

turn-in or purchase the weapon. If the weapon is to be turned in, it must be

returned to the LRS Commander/Chief of Supply at the general officer's duty

station. The LRS Commander/Chief of Supply is responsible for requesting

disposition instructions from the USAF Small Arms Program Office. If the

weapon is to be purchased, payment is based on the current catalog price. To

obtain or verify the stock number, serial numbers, and price of the GO PDW,

contact the USAF Small Arms Program Office. For detailed instructions on how

to process the purchase request, refer to the current GO Handbook.

5.4.24.3.17. 365-Day Extended Deployment Advance Assignments

5.4.24.3.17.1. If deployed airmen do not return weapons to the losing base or

deployed account, the gaining location will acquire custody of the item and

contact the CEMF for RDO and instructions.

5.4.24.3.17.2. The deployed location will coordinate a return shipment to the

owning account when airmen are not permitted to rotate with their assigned

weapon to a follow on location.

5.4.24.3.17.3. Immediately initiate lost or stolen procedures if the member cannot

account for the weapon. Forward the completed Security Forces incident report to

the owning account to begin the Financial Liability Investigation, adjust the

accountable property system of record, and update the DoD Small Arms Registry.

5.4.25. Forecasting New Equipment Requirements.

5.4.25.1. Purpose: To explain the procedures to forecast new equipment requirements.

For guidance specific requirements review AFI 23-101 and for IT specific guidance refer

to AFH 23-123.

5.4.25.2. Forecasting is necessary to support future organizations changes, future fielding

of new or modified weapon/support systems, Special Training Equipment Program

(STEP) requirements, WRM changes, and ME changes.

5.4.25.3. The MAJCOM/FOA/DRU CEMF will perform the following:

AFMAN 23-122 27 OCTOBER 2020 273

5.4.25.3.1. Ensure the accurate and timely forecasting of future requirements are

noted in the classified equipment requirements computation system.

5.4.25.3.2. Ensure forecast authorization equipment data only contains those items

indicated as nonexpendable by assignment of expendability, recoverability,

reparability category (ERRC) code of “S” or “U” in the applicable weapon/support

system ASs. Note: Do not include expendable items, including those contained in the

AS, in the forecasts submitted by the owning MAJCOM.

5.4.25.3.3. Submit forecast data as soon as possible after requirements are known

(corresponding Organization Information Data is also necessary). Note: It must be

stressed that forecasting affects only authorizations. It does not affect actual

movement of assets, but causes reallocation of existing assets within the equipment

item requirements computation affecting the AFMC budget/buy requirement position.

The actual redistribution of SE assets, caused by movement of a system or subsystem,

is subject to negotiations between the MAJCOMs, the SPM, and the IM.

5.4.25.3.4. The owning MAJCOM CEMO/CEMF is responsible for developing,

maintaining, and reporting forecast authorization equipment data, as required, to

project equipment requirements in support of programmed and unprogrammed unit

actions. Note: Failure to submit accurate forecasts in a timely manner will negatively

impact the ability of the AFMC Air Logistics Complexes to support the projected

change.

5.4.25.3.5. The owning MAJCOM will develop forecasts for base funded items and

furnish them to the bases to ensure their budget projections are accurately projected.

(T-1). Reporting forecasts for base funded assets to AFMC is not required.

5.4.25.3.6. The owning MAJCOM will notify the host MAJCOM when a unit is to be

activated, inactivated, moved, or when a mission change will occur within host

MAJCOM area of control. (T-1). Additionally, the owning MAJCOM will provide

the host MAJCOM with all applicable unit forecast authorization equipment data, for

centrally procured (CP) and base funded items. (T-1).

5.4.25.3.7. The applicable ERAA/CEMF will actively participate with the SPO and

SPM in the mock-up inspections, development of engineering inspections, contractor

technical compliance inspections, weapon system phasing group meetings, SE

reviews, provisioning conferences and other related meetings pertinent to the

weapon/support system program.

5.4.25.3.8. When forecasts are developed for programmed changes, the MAJCOM

ERAA/CEMF must ensure that ILS-S authorization records are not established prior

to the actions identified in the following paragraphs. (T-1). When both records

(Current Authorizations/Forecast Authorizations) are established, the Air Force

budget requirement is overstated. Additional information regarding forecasting

authorizations for organization equipment, development of forecast authorization

records, and forecasting for Precision Measurement Equipment Laboratories (PMEL)

support equipment (SE) is contained in the following paragraphs.

5.4.25.4. Authorizations for Organization Equipment.

274 AFMAN 23-122 27 OCTOBER 2020

5.4.25.4.1. Equipment subject to EAID/Forecast authorization includes all

nonexpendable items of equipment required for the support of AF organizations.

5.4.25.4.2. Forecast authorizations will be used to systematically plan, develop and

report projected equipment requirements for centrally procured items to support

future conditions.

5.4.25.4.3. Forecasts will be submitted for each organization requiring organizational

equipment support programmed in the USAF Program Document “Units, Bases and

Priorities” (PD) for activation, conversion or reorganization more than 270 days after

the next scheduled requirements reporting date.

5.4.25.4.4. Forecasts will be submitted when changes occur in equipment

authorizations (increase or decrease) due to conditions not reflected in the PD and

scheduled more than 270 days after the next scheduled requirements PD reporting

date.

5.4.25.4.5. Exceptions to the normal 270 days are those SE requirements for PMEL

(360 days).

5.4.25.5. Development of Forecast Authorization Records.

5.4.25.5.1. The development and reporting of forecast authorizations is essential to

ensure adequate budget/buy and timely supply support for future equipping

requirements. Forecast records only reflect authorizations for requirements to support

programmed or unprogrammed unit actions and must be maintained in a current

status to accurately reflect future authorizations required to support programmed

actions.

5.4.25.5.2. The owning MAJCOM is responsible for preparation, maintenance, and

processing of forecast authorizations of the affected organization, with assistance (as

necessary) from the appropriate AFMC allowance manager and SPM. When forecasts

involve tenant units supported by a different command, full coordination between the

two MAJCOMs and the affected APO is essential.

5.4.25.5.3. When new weapon or support systems are acquired or if unit strength is

increased or decreased, a forecast or forecast change must be processed.

5.4.25.5.4. Forecasts are required when USAF PDs show:

5.4.25.5.4.1. A weapon or support system is scheduled for activation.

5.4.25.5.4.2. A unit is scheduled for re-designation.

5.4.25.5.4.3. A unit is scheduled to convert to a different weapon system or

maintenance concept.

5.4.25.5.4.4. Changes are scheduled to occur in operational plans, which result in

a change in equipment requirements.

5.4.25.5.4.5. A unit is scheduled for significant changes in personnel capabilities

and functions.

AFMAN 23-122 27 OCTOBER 2020 275

5.4.25.5.4.6. A unit is scheduled to transfer between commands more than 270

days subsequent to the reporting date. The gaining command is responsible for

submission of the forecast.

5.4.25.5.5. Forecasts will be submitted when non-programmed (non-USAF PD)

changes affect (add, increase, delete or reduce) in-being organizational EAID

authorizations more than 270 days beyond the AFEMS reporting date.

5.4.25.5.6. Forecasts are required to change requirements to meet:

5.4.25.5.6.1. Scheduled increased or decreased workloads. For example:

Additional tenant units to be assigned to the base and will be supported by the

host base shops.

5.4.25.5.6.2. Changes in the numbers or types of systems to be assigned to the

base and will be supported by base shops.

5.4.25.5.6.3. Any other future condition scheduled to occur more than 270 days

after the AFEMS reporting date, which will increase or decrease equipment

requirements of an in-being base organization.

5.4.25.6. Forecasting for PMEL Support Equipment.

5.4.25.6.1. The activation, conversion, movement, or transfer of a weapon system or

subsystem at a base may require augmentation of, or additional SE within PMEL.

Care must be taken to ensure these requirements are correctly identified and

forecasted as outlined in AFH 23-123.

5.4.25.6.1.1. If these requirements affect a unit supported under a host/tenant

agreement as in AFI 25-201, Support Agreements Procedures, the MAJCOM of

the tenant unit will identify these requirements to the host MAJCOM, to ensure

they are aware of the mission change.

5.4.25.6.2. SE requirements for PMEL should be submitted 360 days prior to the

scheduled event. Input or retention of forecast records within these designated time

frames would inflate the AFMC buy/budget position. Failure to provide the item

manager with forecast data pending establishment of in-use details will normally

result in nonsupport of the requirements.

5.4.26. Organization Information Record.

5.4.26.1. Purpose: Describe procedures for management of the organization information

records. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

5.4.26.2. Organization Information Records identify all essential data and programmed

actions associated with an organization. These actions are associated with additions to or

deletions from assigned systems, activations of new weapon or support systems,

transfers, moves, redesignations, or the capabilities of the organizations being reported.

For example, when activating a new organization, create a new Organization Identity

(Org ID) Number.

5.4.26.3. See AFH 23-123 for applicable ILS-S processes to manage Organization

Information Records.

276 AFMAN 23-122 27 OCTOBER 2020

5.4.27. Base Issue/Distribution/and Redistribution.

5.4.27.1. Purpose: Describe procedures for base issue, distribution and redistribution of

equipment. The ILS-S is designed to respond to processed receipt and return actions

based on previously established due-in, due-out, and equipment in-use detail records. The

ILS-S will automatically accomplish required issue transactions and distribution of assets

to authorizations loaded to the EAID record. For guidance specific requirements review

AFI 23-101 and for IT specific guidance refer to AFH 23-123.

5.4.27.1.1. Upon receipt of equipment, the APO will update established due-in/due-

out and EAID records when an issue is made to a designated organization. If the need

exists to fill a higher priority request, the APO may reassign the item.

5.4.27.1.2. When an organization reports excess equipment on hand, care will be

taken to ensure that overages are actually in excess to authorizations, rather than

belonging to another custody account. The APO will check due-in records to

ascertain if a different organization has a shortage and, when possible (if the item is

not USAF or CEMO/CEMF controlled), reissue to that shortage. If the assets are

ANG or AFR support equipment, the applicable CEMO/CEMF must be contacted by

the unit EAE for possible re-distribution within the reserve component in accordance

with DoDD 5105.83, National Guard Joint Force Headquarters-State (JFHQ-S), and

DoDM 1225.08.

5.4.27.1.3. When turned in assets cannot be reallocated to an existing base

organization the APO will report the item to the applicable IM and await IM

disposition instructions.

5.4.27.2. Current APO EAID records are reported online in the AFEMS/C001, and used

for computation of requirements and establishing buy/budget positions. IMs screen

output products for obvious errors and reconcile quantities prior to taking procurement,

disposal, or redistribution actions.

5.4.27.2.1. Assets reported in excess of established authorizations or reflecting ASC

“000” generate queries from the IM to record validity and availability of excess for

redistribution.

5.4.27.2.2. The queries are forwarded to the reporting APO, who will verify the

reported excess. Replies to IM queries are required as soon as possible, but not later

than ten working days after receipt.

5.4.27.3. Decentralized Procurement Distribution/Redistribution. The distribution and

redistribution of assets procured under the decentralized process will be at the direction

of the MAJCOM that owns, or has funded for, the asset(s). MAJCOMs must coordinate

these actions with the IMs to ensure the most urgent requirements are filled, when

possible, and that critical assets are not prematurely disposed.

5.4.28. Equipment Disposition for Base Deactivation and Closure.

5.4.28.1. Purpose: Describe procedures for Equipment disposition for Base Deactivation

and Closure. For guidance specific requirements review AFI 23-101 and for IT specific

guidance refer to AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 277

5.4.28.2. LRS or Materiel Management Activities will contact AFMC and MAJCOM

Equipment Management to coordinate the disposition of equipment in conjunction with

base deactivation and closures. (T-1).

5.4.28.2.1. Upon coordination in paragraph above, LRS/Materiel Management

Activities will assign Allowance Source Code 076 for bases undergoing deactivation.

(T-1). This code identifies excess related personal property reflected on the APO

managed EAID holding account pending transfer to civil engineering and subsequent

reporting to General Services Administration (GSA) on SF 118C, Related Personal

Property Schedule C - Supplement to Report of Excess Real Property.

5.4.28.2.2. Assets will be transferred directly from the active in-use custodian

account to the APO holding account to preclude stock fund capitalization action.

5.4.28.2.3. LRS/Materiel Management Activities will consult AFMC and MAJCOM

CEMO/ERAA and CEMF for guidance regarding any further required actions. (T-1).

5.4.29. Loan of In-Use Equipment between AF Organizations.

5.4.29.1. Temporary Loan of In-Use Items. MAJCOMs may direct the temporary loan of

in-use items to other Air Force units at different bases in the same or different commands,

using the following procedures:

5.4.29.1.1. The lending command will direct the AFMC of the lending base to

establish an authorized/in-use detail record. This record will include the following:

5.4.29.1.1.1. ASC 063.

5.4.29.1.1.2. Allowance ID suffix (the SRAN of the borrowing base).

5.4.29.1.1.3. The number of assets lent as the authorized quantity.

5.4.29.1.1.4. Zero as the on-hand quantity.

5.4.29.1.1.5. The expiration date of the loan will be placed in the increment code

field.

5.4.29.1.2. The lending command will direct the lending base to ship the items to the

borrowing base. The lending command will also specify the length of the loan.

5.4.29.1.3. AFMC will use the appropriate 1ET transfer procedures to process the

shipment. The review listings do not need to be processed. Note: 1ET, FME, and

FED transactions are not authorized for NWRM equipment.

5.4.29.1.4. The borrowing command will direct the AFMC for the borrowing base to

process an FCI to establish an authorized/in-use detail record. This record will

include the following:

5.4.29.1.4.1. ASC 064.

5.4.29.1.4.2. Allowance ID suffix (the SRAN of the lending base).

5.4.29.1.4.3. Zero as the authorized quantity.

5.4.29.1.4.4. The number of items on loan as the on-hand quantity.

278 AFMAN 23-122 27 OCTOBER 2020

5.4.29.1.4.5. The expiration date of the loan will be placed in the increment code

field.

5.4.29.1.5. When the loaned equipment is received, the gaining EAE will notify

AFMC. The AFMC will use the manual FED procedures to process the equipment.

Use the shipping document number from the 1ET processed by the lending base and

the Accounting and Finance interface code EAID to properly account for the receipt

of the lent equipment. However, the review listings do not need to be processed.

5.4.29.1.6. When the borrowing base returns the equipment to the lending base, the

original loan will be the authorizing document for the return and AFMC will use 1ET

to ship the equipment and FED to reestablish EAID accountability.

5.4.29.2. Transfer of Accountability. When commands use these equipment loan

procedures, EAID accountability and reporting are transferred to the borrowing base.

Therefore, both the lending and the borrowing commands should appoint project

managers to coordinate the above procedures with AFMC, especially since the lent

equipment is often critical to support the mission. When the loan is terminated, the

project managers should make sure that AFMC returns the lent equipment, and

reestablishes accountability at the lending base. The project manager should make sure

that this property accountability is transferred as quickly as possible, to reduce the in

transit time (the period when accountability is not established at either the loaning or the

borrowing base) to an absolute minimum.

5.4.29.3. When the MAJCOM ERAA/CEMF directs the permanent retention of loaned

equipment, AFMC will change the EAID detail citing ASC 064 to the appropriate AS.

5.4.30. Operations & Maintenance (O&M) & Investment Support Equipment.

5.4.30.1. Purpose: Describe procedures for Fiscal Year (FY) O&M and Investment

Support Equipment. Explain the process for FY buys to include use of the Equipment

Requirements System (ERS) and Asset Distribution List (ADL), as well as management

of the Buy Lists, Current Unfunded Priority Lists, and outline the process for a Buy

Budget Review for EEIC 638 O&M items.

5.4.30.2. General Discussion: ERS plays a vital role in the planning and budgeting

processes, as well as the development of the Buy Lists and the Current Unfunded Priority

List (UFR). ERS is used by the MAJCOMs to view and assess the criticality of their

requirements. Information file maintained in ERS by the MAJCOMs and AFMC is used

to compile and defend O&M and Investment POM, Investment Procurement Document

(PDOC), O&M Execution Plan, and O&M Spend Plan submissions. The Equipment

Prioritization Model (EPM), an underlying module within ERS, provides the baseline

prioritization of equipment requirements.

5.4.30.3. Equipment Requirement System (ERS).

5.4.30.3.1. MAJCOM’s will assess the criticality of each of their requirements. This

assessment will be used in the development of the Air Force Requirements Planning

List (RPL), which ultimately results in the FY O&M Buy List and associated UFR, as

well as forms the basis for the Spend Plan, Execution Plan, and POM submissions.

AFMAN 23-122 27 OCTOBER 2020 279

5.4.30.3.1.1. MAJCOM SE POCs will assign criticality assessments in ERS to

requirements of centrally managed equipment items after proper coordination and

validation with the applicable MAJCOMs Functional Area Managers (FAM) and

CEMF.

5.4.30.3.1.2. MAJCOMs will maintain the applicable documentation to support

the classification of Critical and Important requirements in ERS upon request by

AFMC or AF/A4L.

5.4.30.3.2. ERS will initially default all requirements to routine (category 3).

MAJCOMs may change their requirements to critical (category 1), important

(category 2); or defer (category 4) the requirements. MAJCOMs may update ERS on

a continual basis.

5.4.30.3.2.1. Critical criteria is work stoppage has or will occur with no solution;

Safety of flight/safety of troops affected; Joint Chiefs of Staff (JCS) project coded

surge requirement; Resource Readiness reportable requirement; e.g., the

Capability Readiness Assessment rating of the unit has been downgraded, and

comments documented in the current Resource reporting report identify the

particular NSN as the impacting item. Projected delivery date will not allow

initial operational capability (IOC) of new missions or conversions, as applicable.

5.4.30.3.2.2. Important criteria is current asset condition may cause work

stoppage. Improved safety and saved resources through “latest and greatest

technology advances.” Projected delivery date does not allow full operational

capability (FOC) of new missions or conversions, as applicable.

5.4.30.3.2.3. Routine: ERS default for all requirements.

5.4.30.3.2.4. Defer criteria is when MAJCOM determines there is no need to

satisfy the requirement at this time. MAJCOM has knowledge the requirement

will be reduced; e.g., Base Realignment and Closure (BRAC) realignment;

Allowance Standard/Allowance Authorization reductions. Base has a non-

preferred sub, but does not want a replacement.

5.4.30.3.3. Buy List changes must be accomplished in ERS for O&M and Investment

Buy Lists. The “Buy List” screen is used for deletions; and the “Current Unfunded

Priority List” is for additions. The Buy Lists identify buy requirements by MAJCOM

and PE for O&M and by MAJCOM and Budget Program Activity Code (BPAC) for

investment.

5.4.30.3.4. Requisitions must be selected from the Asset Distribution List (ADL),

unless an alternative bed-down plan is in place having been coordinated and approved

by AFMC and MAJCOM SE POC. Status of all selected requisitions must be updated

in D035A.

5.4.30.3.4.1. Agencies using an alternative bed-down plan must identify to the

applicable IMS and MAJCOM CEMO/CEMF SE POCs which requisitions will

be funded so they will be assigned status code “BV” to prevent duplicate funding.

280 AFMAN 23-122 27 OCTOBER 2020

5.4.30.3.5. Air National Guard (ANG) and Air Force Reserve (AFR) retain

ownership of their funding; however, they will follow the same procedures regarding

development of the Buy List.

5.4.30.4. Base Expeditionary Airfield Resources (BEAR). The BEAR Program Office

will identify BEAR requisitions and contact the IMS to discuss the BEAR procurements

and associated requisitions. BEAR-specific procurements can be identified by their PE

(41135), which is reflected on the FY Buy List.

5.4.30.4.1. Ensure proper project code is used for use code “D” is assigned to

BEAR/WRM equipment and vehicle initial (PC DCP) and replacement shortages (PC

BB2) and that they are backordered and requisitioned with the proper project codes.

5.4.30.4.1.1. MAJCOMs will ensure storing units submit requisitions for all SE

shortages, as required but NLT 31 July each FY. (T-1).

5.4.30.4.1.2. The WRM GMO will update all project code L87 (training)

equipment backorders in ERS with PEC 41135F (BEAR).

5.4.30.4.2. ADL is a working product maintained on the BEAR Program

Management Office’s (PMO) SharePoint. The WRM GMO, AFLCMC (BEAR

PMO), and Wholesale Item Managers jointly use this product to produce the FY

APPN 3400 CAM buy list for BEAR. ADL procedures are located in AFMAN 25-

101.

5.4.31. Seized Equipment.

5.4.31.1. Purpose: Describe procedures for equipment seized as part of a law

enforcement investigation. Explain the process of accounting for seized equipment to

include processes for CEMF, LRS EAPO and equipment custodians.

5.4.31.1.1. When equipment is seized, equipment custodians will:

5.4.31.1.1.1. Contact respective LRS EAE for coordination to CEMF to assign

applicable ASC for seized equipment.

5.4.31.1.1.2. Retain evidence receipt (AF Form 52 and AF Form 1297) until

disposition instruction is received. Forward a copy to LRS EAE for filing.

5.4.32. FIAR Compliance:

5.4.32.1. Key Supporting Documentation (KSD) is mandatory for each capitalized asset

listed in the APSR to substantiate acquisition cost and date. The acquisition cost and date

must match the cost and date of the KSD. Refer to OUSD (Comptroller)/Chief Financial

Officer FIAR Guidance for details on allowable KSDs.

5.4.32.1.1. EAE is not required to acquire or otherwise retain KSDs for expensed

assets (e.g., acquisition date older than 10 years) with an acquisition cost under $1M.

Assets with an acquisition cost of $1M or more will require a KSD regardless of age.

5.4.32.1.2. When KSDs are unavailable, EAE will draft a Memorandum for Record

(MFR) to provide rationale for how acquisition cost and date were obtained.

5.4.32.1.2.1. At a minimum, MFR will contain NSN, Serial Number, Acquisition

Cost, and Acquisition Date.

AFMAN 23-122 27 OCTOBER 2020 281

5.4.32.1.2.2. MFR must indicate historical records were researched and no KSD

could be found or explain rationale for why DOR/FED in historical records were

not used if available.

5.4.32.2. Acquisition Cost.

5.4.32.2.1. Original acquisition cost includes all costs incurred to bring general

property, plant, and equipment (PP&E) to a form and location suitable or its intended

use (e.g., amounts paid to vendors, transportation to point of initial use, handling and

storage costs, interest costs paid, and direct and indirect production costs). This is

usually found on vendor invoice or DD Form 250 that accompany the asset.

5.4.32.2.2. DD Form 1348-1A (DOR/FED) from Source of Supply (SOS) may also

be used as a KSD, but only when an invoice or DD Form 250 cannot be found.

5.4.32.2.2.1. To obtain a DD Form 1348-1A (DOR/FED), query the supply

system and trace audit trail from when item was first received into the retail

system from SOS. When the item was transferred from another base, continue to

research using the other bases Stock Record Account Number (SRAN).

5.4.32.2.2.2. Duplicate document when Document Control element does not have

a copy on file. Note: Signatures are not required in this instance if original signed

DD Form 1348 cleared through Document Control.

5.4.32.2.3. When historical cost information for existing general PP&E is not

available, it should be valued/ recorded at estimated fair market value. The estimates

should be based on the costs of similar assets at the time of acquisition, or the current

costs of similar assets discounted since the time of acquisition (e.g., by deflating

current costs to costs at the time of acquisition by the general price index).

5.4.32.3. Acquisition Date.

5.4.32.3.1. General PP&E should be recorded when the title passes to the Air Force.

Usually found on same KSD as acquisition cost. Note: Acquisition date should not

match the date asset arrived on installation if property was gained through transfer

from another unit.

5.4.32.3.2. General PP&E acquired under a capital lease shall be recorded as an asset

at lease inception. (T-1).

5.4.32.3.3. For constructed assets that meet the capitalization requirements, the

"acquisition date" should be the date the asset is placed in service.

5.4.32.3.4. When KSD is unavailable, EAE will use manufacturer date off item

identification plate as the acquisition date. When an item does not have manufacturer

date, coordinate with organization to establish age of asset.

5.4.32.4. CFO data:

5.4.32.4.1. AFEMS CFO data must be updated accurately for the system to correctly

calculate and report depreciation of capitalized assets. (T-1). A CFO detail record is

created in AFEMS for each CFO asset reported on-hand in the ILS-S system.

282 AFMAN 23-122 27 OCTOBER 2020

5.4.32.4.1.1. EAE must ensure CFO data is populated in AFEMS for all records

on the AFEMS CFO screen to include non-CFO items or CFO assets already

expensed which do not require a KSD.

5.4.32.4.2. Missing CFO data.

5.4.32.4.2.1. Missing CFO data occurs when an item is first receipted or

otherwise brought onto accountable records in ILS-S. AFEMS reads the balance

in ILS-S and builds a CFO detail with blank data elements awaiting user input.

5.4.32.4.2.2. EAE must query AFEMS weekly to identify CFO details with

missing data elements, contact custodian to acquire information and ensure

AFEMS is updated accordingly. (T-1).

5.4.32.4.2.3. Take immediate action to obtain KSDs on newly arrived property

and file per this manual.

5.4.32.4.3. CFO reconciliation.

5.4.32.4.3.1. CFO details require reconciliation whenever an out of balance

occurs between the on hand balance in ILS-S and the number of CFO details

reported in AFEMS. This often occurs when there are multiple CFO items in ILS-

S on a single In-Use detail and a transaction is processed in ILS-S reducing the

balance (e.g., TIN, IAD, etc.). AFEMS does not know which corresponding CFO

detail to delete and an out of balance condition occurs until manually rectified.

5.4.32.4.3.2. EAE must query AFEMS weekly to identify CFO details requiring

reconciliation and immediately contact custodian to delete or update CFO data.

(T-1). Use IT specific guidance in AFH 23-123.

5.4.33. Local Purchase (LP) Waivers or Local Repair (LR) Waivers for AF Equipment

Items.

5.4.33.1. Purpose: Local Purchase (LP) Waivers or Local Repair (LR) Waivers for AF

Equipment Items Centrally Managed and Procured NF/ND Nonexpendable Items with

Alpha Budget Codes. For LP/ LR Waiver policies refer to AFI 23-101, Chapter 5.

5.4.33.2. The LP/LR waiver process is to be utilized when the normal supply support

process for equipment items cannot satisfy the requirement. A Waiver Request is

required to be submitted for each NSN, requirement, and requisition number.

5.4.33.3. Specific Requirements for LP/LR Waiver.

5.4.33.4. Requesting base must have a requisition in the supply system. For IT specific

guidance use AFH 23-123 V2 PT1, Chapter 5.

5.4.33.5. The AF Equipment IT System must reflect an authorization for the requesting

base and the requirement criticality must be coded appropriately. For IT specific

guidance use AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 283

5.4.33.6. The requesting base must forward all waiver requests and supporting

documentation to the Centralized Equipment Management Flight (CEMF) for review and

validation actions. This request will contain all necessary information to identify the

requirement and provide rationale for the request. Customers requiring a request can

utilize the AFMC Centrally Managed Support Equipment Requirements Policy &

Procedures SharePoint website.

5.4.33.6.1. CEMF must ensure the requirement meets the criteria to be considered for

Local Purchase/ Local repair waiver request.

5.4.33.6.2. Redistribution of equipment is not possible to satisfy the urgency of the

mission requirement.

5.4.33.6.3. Overall effect of realigning funds to fulfill the requirement through

procurement or repair.

5.4.33.6.4. Ensure appropriate assignment of prioritization categories have been

assigned appropriately as defined in Table 5.12

5.4.33.6.5. The Local Purchase/ Local Repair Waiver Request must include the

information that is outlined in Table 5.11

5.4.33.7. The Equipment Policy and Procedures Implementation Office will assign a

tracking control number and act as the focal point between the CEMF and the applicable

ALC Integrated Product Team (IPT) member after receipt of the LP or LR Waiver

Request.

5.4.33.8. Funding for Local purchase waiver requests. Funding will be provided for

Investment items/Direct AF Element of Expense Investment Code or (EEIC) 638

Operations & Maintenance (O&M) items. Reference AFI 65-601. Note: Funding is not

provided for local repair waiver requests. Exclusions are defined below:

5.4.33.8.1. For Air National Guard/Air Force Reserve (ANG/AFR) EEIC 638 O&M

items, the ALC will coordinate with applicable Financial Management (FM)

personnel to realign funding back to the MAJCOM.

5.4.33.8.2. For Depot Maintenance Activity Groups (DMAG) funding will not be

sent to the organization since they are required to fund their own equipment

requirements. Reference AFI 65-601.

5.4.33.8.3. For initial requirements for in-production aircraft refer to AFI 65-601.

5.4.33.8.4. The customer will then make the purchase(s) or repair per any ALC

instructions by:

5.4.33.8.4.1. Procuring or repairing the asset(s) from the approved source per any

special instructions. Request must be resubmitted if the customer cannot purchase

or repair the item from the IPT approved source.

5.4.33.8.4.2. Utilizing the funding provided if it is a local purchase waiver

request.

284 AFMAN 23-122 27 OCTOBER 2020

5.4.33.8.5. Once assets are received, the customer will complete part IV of the LP /

LR Waiver Request documentation and forward to the CEMF, IMS, and the

Equipment Policy and Procedures Implementation Office.

5.4.33.8.6. IMS will confirm the requisition(s) as delivered, maintain the LP / LR

Waiver Request in history files for two years per AFRIMS, update procurement

history files, and assume materiel management.

Table 5.11. Definitions for Local Purchase/Local Repair Waiver Requests Information.

Number

FIELD NAME

FIELD DEFINITION

NSN

National Stock Number – authorization must

exist in AF Equipment IT system for the

requested NSN or the Master NSN

Nomenclature

Noun for NSN

ALC

Air Logistics Centers/Source of Supply

(SOS)= FLZ (WRALC) FGZ(OO-ALC),

FHZ(OC-ALC)

MDC

Manager Designator Code

Purchase Quantity

Quantity requested to meet the need

ASC

Allowance Source Code – The 7 position

allowance source code that is cited against the

authorization of the item in the AF Equipment

IT system

Requirement Number

The 15 character position used in the AF

Equipment IT system and consist of SRAN(6

characters) and document number (9

characters broken down to ORG ID (3

characters);Shop Code(2 characters);Detail

Numbers (4 characters)

Prioritization Category

One of four categories assigned by the CEMF:

(a) Critical (Category 1)

(b) Important (Category 2)

(d) Deferred (Category 4)

Requisition Number

Due-out Document number

Need Date

Earliest date of mission requirement

Rationale for LP/LR Waiver

request

Explain why the normal procurement process

for equipment will not satisfy the requirement

request

AFMAN 23-122 27 OCTOBER 2020 285

Unit level POC contact

information

Includes name, title, office symbol, DSN,

commercial number and email address

Approving Functional Area

Manager (FAM) contact

information

Includes name, title, office symbol, DSN,

commercial number and email address

CEMF Authorizing Official

contact information

Includes name, title, office symbol, DSN,

commercial number and email address

Table 5.12. Prioritization Category 1-4.

Prioritization Category

Definition

1 (Critical)

- Work Stoppage has or will occur with no work around

- Safety of flight/troops affected

- Joint Chief of Staff (JCS) project coded surge requirement

- Force Readiness reporting

- Projected delivery date will not allow initial operational

capability (IOC) of new missions or conversions as applicable.

2 (Important)

- Current asset condition may cause work stoppage

- Updated technology advances

- Projected delivery dates does not allow full operational

capability (FOC) of new missions or conversions, as applicable.

3 (Routine)

- AF Equipment IT system default for all requirements

4 (Deferred)

- CEMF determines there is no need to satisfy the requirement at

this time

- Base has a non-preferred sub, but does not want a replacement

Note: Requisitions will remain in ILS-S

5.5. Document Control and Detail Records.

5.5.1. Quality Control of Documents.

5.5.1.1. Purpose: To explain the quality control procedures for documents. For guidance

specific requirements review AFI 23-101 and for IT specific guidance use AFH 23-123.

5.5.1.2. General Procedures for Quality Control. LRS/Materiel Management Activities

will follow the procedures outlined below concerning the quality control of documents.

286 AFMAN 23-122 27 OCTOBER 2020

5.5.1.2.1. Required Documents. Begin by comparing the information on the

document control record (DCR) with the information on one of the following: the

ILS-S document, or Document Control copy of the source document. When

procedures state that a specific copy of a document is to be used as the Document

Control copy, the most legible copy may be substituted when the document specified

is marred or hard to read. Also, verify all accountable equipment documents are

signed for by the applicable equipment custodian. Additionally, ensure only

individuals officially appointed as inspectors verify condition of property. Note:

Automated document control uses the DCR from the ILS-S database to make these

comparisons (see Document Control Record (DCR) paragraph of this document).

5.5.1.2.2. Filing DCR. DCRs are created by the applicable ILS-S during end-of-day

processing.

5.5.1.2.3. Filing source documents. Generally, source documents are filed according

to organization and ascending document number to match the document control

record sequence.

5.5.1.2.4. Weapons Inventory Listing (CA/CRL/R-14). Document Control will

maintain a signed copy of the Weapons Inventory Listing in accordance with

AFRIMS. If discrepancies are discovered, a letter must be attached to the listing

summarizing the results of the inventory, any differences, and the action taken to

correct the differences. The Materiel Management Officer must sign the letter and the

LRS APO must approve it. (T-1).

5.5.1.2.5. Matching. To match document control records with their documents, use

the last 8 positions of the document number. Exception: For stock-funded, locally

manufactured items the document control records will contain the organization and

shop code of the manufacturing activity in positions 30-35. Note: The Document

Control copy for these receipts will contain the base stock record account number in

the document number field of the materiel management document.

5.5.1.2.6. Errors. When finding an error or an omission that can be corrected, do so.

Return the document to the responsible activity for immediate corrections.

5.5.1.2.7. Disposition. After the documents are validated and the required quality

control checks are performed, the document is digitally stored in ILS-S. Note: Bases

in wartime categories 1, 2, and 3 must validate only the signature on a document.

5.5.2. Shipment Suspense Processing.

5.5.2.1. Purpose: To explain the quality control procedures for Shipment Suspense

Processing. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 287

5.5.2.2. General Procedures for Shipment Suspense Processing. LRS/Materiel

Management Activities are to follow the procedures outlined below concerning the

management of Shipment Suspense Processing. This section describes the procedures

that Document Control uses to manage the shipments both with and without the CMOS

interface. Shipments without the CMOS interface are controlled by using the shipment

suspense file and either a shipment suspense detail or shipped not credited detail.

Shipments using the CMOS interface are controlled entirely by either a SSC or a SNC.

5.5.2.3. Shipment Suspense (SSC) Output. The ILS-S will provide an output of an SSC

image under several conditions when not operating with the CMOS interface. These

conditions are described below.

5.5.2.4. Bases operating with a CMOS interface.

5.5.2.4.1. Redistribution Order and Referral Order Inputs. With these inputs, the ILS-

S will output an SSC and also create a shipment suspense detail when shipment action

is initiated. For each different stock number, system designator, document number,

and suffix code that is shipped, there will be one SSC output and one shipment

suspense detail established.

5.5.2.4.2. Replies to Reports of Customer Excess. With these inputs, the ILS-S will

output an SSC and create a SNC detail when credit return shipment action is initiated.

5.5.2.4.3. DLADS Transfer Inputs. These inputs will produce an SSC and build a

shipment suspense detail. The SSC output will contain a T in position 7.

5.5.2.4.4. CMOS Interface Processing. When the CMOS interface is in operation,

Document Control does not retain shipment documents and transfers to off-base

DLADS and off-base organizations.

5.5.2.4.4.1. A SSC detail or a SNC detail is created and an electronic image is

sent to the LRS/Materiel Management Activity. SSC images are not created

because CMOS generates SSC inputs and automatically updates the shipment

suspense/shipped not credited details with the in checker identification code, date

in-checked, TCN, date shipped, and mode of shipment code.

5.5.2.4.4.2. There are exceptions when Document Control must manually update

details. The Customer Support NCOIC assigns a three-digit numerical in checker

code to each person in Document Control, and any other authorized outside

activities when approved by the LRS APO, to be used when processing manual

updates. These codes must be controlled. Use the following procedures when

processing these exceptions:

5.5.2.4.4.2.1. Downgraded Low Dollar Value Property. When low dollar

value property is authorized to be downgraded to scrap and not sent to

DLADS, the inspector sends a copy of the document to Document Control.

Document Control personnel processes an SSC to update the applicable detail

with the in checker code and date. A TCN is assigned in accordance with SSC

input format and Entry requirement in AFH 23-123.

288 AFMAN 23-122 27 OCTOBER 2020

5.5.2.4.4.2.2. Non-CMOS Property Transfers. When property is moved from

one account to another and not moved through the LRS/Materiel Management

Activity, a TEX code will be used to bypass CMOS. A DCR will be

established and a signed document will be returned, cleared, and filed under

normal document control procedures.

5.5.2.4.4.3. Procedures for Degraded Operations Recovery. During these

operations, the LRS/Materiel Management Activity enters data for each

transaction manually. All SSCs for these transactions are stored in the ILS-S

interface until recovery is complete. When the interface is activated, the SSC

transactions are processed.

5.5.2.4.5. Transfer of Property to DLADS. When property is moved to the DLADS,

the customer is responsible for ensuring a signed copy of the transfer document is

provided to Document Control. Shipment suspense details are created to use for

DLADS confirmation and follow-up. A DCR is created and a signed document is

returned to Document Control and cleared under normal document control

procedures.

5.5.2.4.6. Deployed MRSP Details. When MRSPs are deployed, each detail is

flagged to create off-base releases of property. Normally, these must pass through the

LRS/Materiel Management Activity. When MRSPs are about to be returned and the

MRSP personnel do not want to ship items to the deployed location, they should sign

for the property and send a signed copy to Document Control. Document Control

clears the document. These documents are then filed as normal.

5.5.3. Digital ILS-S Document Control.

5.5.3.1. Purpose: To explain the Procedures for Digital ILS-S Document Control. For

policy review AFI 23-101 and for IT guidance see ILS-S User’s Manual.

5.5.3.2. Digital ILS-S Document Control Procedures. The following actions and

procedures pertain to the LRS/Materiel Management Activity utilizing the Digital ILS-S

Document Control: Document removal, document signatures, specific quality control

checks, control checks for supporting documentation, document verification procedures

for DLADS in-transit control program, degraded operations document processing,

delinquent document requirements, and permanent document file requirements.

5.5.3.3. Any validated and digitally stored document can be printed from ILS-S by any

user.

5.5.3.4. Document Control Record (DCR). It is Document Control's responsibility to

maintain the DCR data file. Document Control performs the quality control checks then

updates the DCR database using the personal computer process. More IT specific

information on DCRs can be found in ILS-S User’s Manual.

5.5.3.5. Delinquent Source Document (DSD). Document Control creates and loads the

DSD record on the database and deletes the DSD when it is cleared. See ILS-S User’s

Manual for IT guide.

AFMAN 23-122 27 OCTOBER 2020 289

5.5.3.6. Delinquent Document List (DDL). Document Control personnel will utilize ILS-

S Manage Document Control Record (DCR) capability to manage delinquent document

list. This listing will be distributed to LRS activity responsible for the delinquent

document. See ILS-S User’s Manual for IT guidance and Delinquent DCR criteria.

5.5.3.7. Consolidated Transaction History (CTH) Inquiries. Document Control processes

TIP/BATCH CTH inquiries from a terminal by screen inputs. See ILS-S User’s Manual

for IT guide.

5.5.3.8. Automated reversal. Document Control processes reversal inputs on CTH

records. The automated program creates the reversal inputs and displays them for review

before processing. Review the automated reversal procedures in accordance with

AFMAN 23-122.

5.5.3.9. Personal Computers. Procedures for the automated processing of document

control records are in Automated Document Control.

5.5.4. Filing Documents.

5.5.4.1. Purpose: To explain the quality control procedures for filing documents. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

5.5.4.2. General Procedures for Filing Documents. LRS/Materiel Management activities

to follow the procedures outlined below concerning the filing of documents.

5.5.4.3. Required Checks. Before filing documents, complete all required quality control

check outlined in this manual. Once all checks for completeness are accomplished, the

document(s) may be filed.

5.5.4.4. Document Filing.

5.5.4.4.1. Arrange documents in Julian date serial number sequence.

5.5.4.4.2. Remove the corresponding document control suspense record from the file.

5.5.4.4.3. Do a quality control check. If the document control suspense record and

the source document do not match, correct the errors using the instructions in

paragraph 5.6 If the DCR and the source document match scan document control

images for upload into ILS-S, upload images directly into ILS-S and complete the

validation within ILS-S regardless of the position code in position 53.

5.5.4.4.3.1. All materiel management activities will retain all source documents

with TRICS ISU, DOR, MSI, SHP, AXA, BSU, FCH, and FCU for 75 months (6

years and 3 months) regardless of what is in position 53. (T-1). The materiel

management accounts with an applicable materiel management automated

tracking system do not need to maintain paper copies if the transaction was

processed through this automated system. These transactions must be retained in

this automated system for 75 months. All other transactions output documents

will be stored using the ILS-S Digital Document Control capability.

290 AFMAN 23-122 27 OCTOBER 2020

5.5.4.5. MRSP/IRSP/MSK Transfer (1WD/NGV471). Regardless of the flag found in

position 53, all document control records will be cleared by uploading and validating the

image within ILS-S, with one exception. The 1WD document generates multiple

transactions associated to the one document. Upload the 1WD document as a single

image within ILS-S. Then clear the first 1WD record with the uploaded document, and

clear the remaining DCRs by clicking the process 1SI button within ILS-S.

5.5.5. Processing Degraded Operations Documents.

5.5.5.1. Purpose: To explain the procedures for processing degraded operations

documents. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

5.5.5.2. General Procedures for Processing Degraded Operations Documents.

LRS/Materiel Management activities are to follow the procedures outlined below

concerning the processing of degraded operations documents.

5.5.5.3. General Issues, Releases, and Shipments. Once the appropriate signature has

been obtained, Document Control will receive copy 1 of all degraded operations

documents.

5.5.5.3.1. Maintain these documents in a suspense file according to ascending Julian

date serial number.

5.5.5.3.2. When the transaction appears on the Document Register, perform quality

control.

5.5.5.3.3. Upload the document into ILS-S to complete the validation process and file

the handwritten accountable materiel management document in the permanent

document file.

5.5.5.4. Returns. Inbound Cargo or designated return point will send a copy of all returns

to Document Control.

5.5.5.4.1. Maintain returns in a suspense file in document number order.

5.5.5.4.2. When the return appears on the Document Register, perform quality

control checks outlined in AFMAN 23-122, Quality Control of Records and AFH 23-

123. Note: Single returns with partial credit return require special processing. There

will be two document control records (DCR) representing a separate transaction for

these returns. Consider the total action quantity shown when performing the quality

control check. When reversal action is required, process separate inputs for each

transaction.

5.5.6. The Delinquent Document Listing.

5.5.6.1. Purpose: To explain the quality control procedures for managing the Delinquent

Document Listing. For guidance specific requirements review AFI 23-101 and for IT

specific guidance use AFH 23-123.

5.5.6.2. General Procedures for the Delinquent Document Listing. LRS/Materiel

Management Activities are to follow the procedures outlined below concerning the

management of the Delinquent Document Listing.

AFMAN 23-122 27 OCTOBER 2020 291

5.5.6.2.1. Obtain current Delinquent Document Listing within ILS-S.

5.5.6.2.2. Review Listing. Verify that the documents were not previously given to

Document Control personnel. Contact applicable section delinquent document

monitors to verify location/status of particular document(s). Hold delinquent

document meetings as needed with LRS/Materiel Management Activities.

5.5.6.2.3. Distribute the Listing. Any user can review the Delinquent Document

Listing within ILS-S. Only those assigned the document control capability will be

allowed to insert comments and clear document control records as outlined in the

ILS-S User’s Manual.

5.5.6.2.4. Annotate listing. Annotate the ILS-S Document Control Listing to mark

the documents still being processed and the flight responsible.

5.5.6.2.5. Destruction of the delinquent listing. The ILS-S Document Control

electronic listing is refreshed every 4 hours and new records obtained once a day. All

annotation remain in place until the document control record is cleared.

5.5.6.2.6. Further Actions for Delinquent Documents. Begin aggressive action to

locate documents the first day they appear on the delinquent document listing and

continue the research on the second day. When a document is still missing after it

appears on three daily listings. Obtain a duplicate or prepare a replacement. Actions

will depend on the type of document being reviewed and at what stage in processing

it is lost or missing.

5.5.6.2.6.1. Lost Documents. If the intended receiver has no record of and does

not have the property, prepare a replacement document, initiate a mandatory

special inventory, and complete issue or shipping action. If the special inventory

shows that a shortage exists, Inventory will start proper action. The inventory

results will support the complete inventory adjustment. When no shortage exists,

file the completed replacement document. No record reversal action is necessary.

5.5.6.2.6.2. Lost document certification. If a signed copy of 1, 2, 3, or 4 from the

original set or a reproduction cannot be found, then a replacement document will

be created with a certificate of lost document stamped or typed on the Document

Control copy. This certificate will state that a thorough search has been made.

Include any other details important enough to mention. Forward to Document

Control for filing. Note: A duplicate means copy 1, 2, 3, or 4 of the original

document. A replacement is a hand scribed or typed copy to look like the original.

5.5.6.2.6.3. Procedures for lost DLADS shipping documents: First, see if a

duplicate copy of the lost shipping document exists. Contact the

custodian/activity, local LRS/transportation activity, or the local DLADS that was

to receive the property to see if copy 2, 3, or 4 of the shipping document is

available. If a duplicate copy is available, it may be used without certification. If

it is not, then prepare a replacement. The replacement will be signed by the

intended custodian or activity, the local LRS/transportation activity, or the local

DLADS. Send a copy of the certified document to the intended receiver.

292 AFMAN 23-122 27 OCTOBER 2020

5.5.6.2.7. Follow-up. Complete follow-up actions on delinquent documents each day

until the document(s) are received.

5.5.6.2.8. Notify Leadership as necessary.

5.5.7. Delinquent Shipment Listing.

5.5.7.1. Purpose: To explain the procedures for management of the Delinquent Shipment

Listing. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

5.5.7.2. General Procedures for Management of the Delinquent Shipment Listing.

LRS/Materiel Management Activities are to follow the procedures outlined below

concerning the management of the Delinquent Shipment Listing. This listing provides

Document Control with a list of all shipment transactions for which the SSC detail or

SNC detail has not been updated with transportation data (TCN, in checker code, in

checker date, mode of shipment, and date shipped) using the SSC input. Detailed

instructions for the Delinquent Shipment Listing are contained in ILS-S User’s Manual,

Chapter 17. Additionally, more information concerning Shipment Suspense detail

records can be found in AFH 23-123.

5.5.7.3. Processing Frequency. Document Control requests that the delinquent shipment

listing be processed every 2 weeks. When the base is using the automated applicable ILS-

S/CMOS interface, the listing should be processed each week. More information on the

interface of the materiel management and transportation systems can be found in

paragraph 7.3 and AFH 23-123.

5.5.7.4. Output. The delinquent shipment listing is produced in six parts:

5.5.7.4.1. Parts I and II contain delinquent SSC and SNC records which have not

been updated with transportation data. Parts I and II are not produced when the base

is using the automated ILS-S/CMOS interface.

5.5.7.4.2. Part III contains both SSC and SNC detail records for which the

LRS/transportation activity has provided only an estimated date the item was shipped

and a transportation hold code was not provided. These details are identified by an

asterisk (*) in position 1 of the TCN field. Part III is not produced when the base is

using the automated ILS-S/CMOS interface.

5.5.7.4.3. Part IV contains a separate list of delinquent shipment suspense detail

records for all transfers to DLADS which were shipped through the base

LRS/transportation activity channels but have not been updated with an SSC input.

The delinquent shipment listing determines whether LRS/transportation activity or

the LRS/Materiel Management Activity delivery was used for disposal documents by

checking the “TMO-DRMO-DELIVERY-FLG” on the 516 record. If the flag is set to

a “T”, the LRS/Materiel Management Activity delivers the shipment directly to

DLADS. This part is not produced if DLADS shipments are delivered directly by the

LRS/Materiel Management Activity or if the base is using the automated ILS-

S/CMOS interface.

AFMAN 23-122 27 OCTOBER 2020 293

5.5.7.4.4. Part V is produced only when the automated ILS-S/CMOS interface is

being used. The listing contains all SSC and SNC records for which the

LRS/transportation activity has not provided an in checker code and in checker date.

5.5.7.4.5. Part VI is produced for those SSC and SNC records where the in checker

code and date are present but the TCN and Mode of Shipment are blank.

5.5.7.4.6. Processing Parts I, II, and IV for Bases not using the ILS-S/CMOS

Interface.

5.5.7.5. Document Control Actions. To process parts I, II, and IV details, check 1)

previous delinquent shipment listings provided by the LRS/transportation activity for

transportation data, 2) any unprocessed transportation data provided by the

LRS/transportation activity and 3) delinquent document files. Line off any entry on the

listing found during the above checks so the LRS/transportation activity does not review

these details. Enter any unprocessed transportation data found on an SSC input and

process to the ILS-S. Forward the updated delinquent shipment listing (original and one

copy) to the LRS/transportation activity within 1 calendar day after receiving the listing.

5.5.7.6. LRS/transportation activity processing actions. To process the delinquent

shipment listing, the LRS/transportation activity will follow the steps below:

5.5.7.6.1. Review the delinquent shipment listing against appropriate materiel

management documents.

5.5.7.6.2. Return copies of these documents with the listing if they have not

previously been provided to the LRS/Materiel Management Activity.

5.5.7.6.3. When copies have been sent to the LRS/Materiel Management Activity,

the LRS/transportation activity will enter the transportation data on the listing and

return the annotated listing to Document Control for processing of an SSC input.

5.5.7.6.4. When the LRS/transportation activity cannot provide either hold data or

TCN/GBL, but is sure the shipment was made on a specific Julian date, it will

provide these data.

5.5.7.7. Document Control Actions.

5.5.7.7.1. When Document Control receives copies of transportation documents or

the annotated delinquent shipment listing, enter the TCN/GBL data in the SSCs and

input them to the ILS-S.

5.5.7.7.2. When the LRS/transportation activity is sure a shipment was made on a

specific Julian date but cannot provide hold data or TCN/GBL, Document Control

will check to see that a completed shipment document signed by the

LRS/transportation activity is on file. When a document is on file, then enter the

following data on the SSC input: an asterisk (*) in position 62 and the Julian date of

the shipment in positions 63-66. Next process the SSC image to update the SSC

detail.

294 AFMAN 23-122 27 OCTOBER 2020

5.5.7.7.3. Part III Processing for Bases without CMOS Interface. Part III of the

delinquent shipment listing contains SSC/SNC details for which the

LRS/transportation activity has provided an estimated date shipped and a

transportation hold code was not provided. The estimated date shipped, as provided

by the LRS/ transportation activity, will appear in the date shipped field of the

SSC/SNC detail. This part of the listing provides information about the number of

shipments the LRS/transportation activity makes for which the ILS-S has been

provided no TCN/GBL or hold code. If the LRS/transportation activity has the

TCN/GBL for a shipment that appears in this part of the listing, it will send a copy of

the materiel management document along with the listing. Document Control will

then use the TCN/GBL to process the appropriate SSC input and update the

SSC/SNC detail.

5.5.7.7.4. Part V Processing for Bases with CMOS Interface. Part V of the

delinquent shipment listing will include those SSC/SNC details which have no in

checker number or in checker date in the detail. This is an indication that the

LRS/transportation activity has not received the property for shipment.

5.5.7.7.5. Document Control must check with the section shipping the materiel to

ensure the property has been moved, and no delays in shipping have occurred. (T-2).

When delays have occurred, line through the items that have not been forwarded to

the LRS/transportation activity for shipment. Forward the listing to the

LRS/transportation activity. The LRS/transportation activity will use the listing to

either provide transportation data or annotate the listing with no record of the

shipment found. The listing will then be returned to Document Control.

5.5.7.7.6. For any item that the LRS/transportation activity has no record of the

shipment, record reversal or special inventory procedures will be followed.

5.5.7.7.6.1. When inventory results indicate an overage equal to (or greater than)

the quantity on the shipment document exists then prepare a certified replacement

document and complete the shipping action. No inventory adjustment for the

shipment quantity or record reversal and correction action is necessary.

5.5.7.7.6.2. When inventory results do not indicate an overage equal to (or

greater than) the quantity on the shipment document exists then further research

may be necessary.

5.5.7.7.7. Part VI Processing for Bases with CMOS Interface. Part VI of the

delinquent shipment listing will include those SSC/SNC details which have the in

checker code and date in the detail but lack the TCN and Mode of Shipment. This is

an indication that the LRS/transportation activity has received the property but not

released it for shipment.

5.5.7.7.8. Part VI should be annotated and forwarded directly to the

LRS/transportation activity for research. The LRS/transportation activity must

provide the missing data and conduct research to verify receipt by the consignee of

the shipment. The listing will then be returned to Document Control. Note: Manually

processed SSCs must also include the date shipped. This date is used to Shipment

Suspense Record deletion during follow-up.

AFMAN 23-122 27 OCTOBER 2020 295

5.5.8. Monitoring Authorizations to Receipt for Property.

5.5.8.1. Purpose: To explain the procedures for monitoring authorizations to receipt for

property. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

5.5.8.2. General Procedures for Monitoring Authorizations to Receipt for Property.

LRS/Materiel Management activities are to follow the procedures outlined below

concerning the monitoring authorizations to receipt for property.

5.5.8.3. Initiating Activity Responsibilities. The organization commander to include the

LRS APO must do the following:

5.5.8.3.1. Submit a letter to the Customer Support which identifies individuals

authorized to receive classified and NWRM property. (T-1). The letter will contain

the data elements specified in AFH 23-123, Receipt Authorization Record for

Classified/NWRM Property.

5.5.8.3.2. For munitions, the initiating activity will follow the specific requirements

in AFMAN 21-201 and AFMAN 21-204, Nuclear Weapons Maintenance.

5.5.8.3.3. For Classified equipment, the initiating activity will submit all requests to

appoint or change a custodian directly to the EAE. EAE maintains the custodian

authorization receipt file according to paragraph 5.4 EAE will provide a copy of this

request (letter) to Document Control or Customer Support so they can update the

Authorization Receipt Listing and notify internal LRS/Materiel Management Activity

agencies of the change/update. (T-1).

5.5.8.3.4. Every June and December the initiating activity reviews the Authorization

Receipt Listing provided by the LRS APO, annotates required changes, signs and

dates the listing, and returns it to the LRS APO.

5.5.8.3.5. Retain the Classified and NWRM Authorization Receipt Listing from

Document Control or Customer Support until it receives an updated listing. (T-1).

5.5.8.4. Responsibility of the LRS APO. The LRS APO will provide a letter of receipt

authorization to activities that can process classified and NWRM property. (T-1). This

letter will identify the LRS/Materiel Management Activity representatives authorized to

receive classified and NWRM property.

5.5.8.5. Responsibilities of Document Control or Customer Support. For classified

receipt authorizations for and NWRM property, Document Control or Customer Support

will:

5.5.8.5.1. Prepare Classified and NWRM Authorization Receipt Listing from the

receipt authorizations. Document Control will send a complete copy to each internal

LRS/Materiel Management Activity. (T-1). One copy will be used to provide

supported activities with a list of individuals authorized to receive classified and

NWRM property for their organization.

296 AFMAN 23-122 27 OCTOBER 2020

5.5.8.5.2. Record all changes to the current Classified and NWRM Authorization

Receipt Listing. Beginning with 1, number each change to the listing. Notify internal

LRS/Materiel Management Activity activities and the supported agencies either by

letter or listing. Note: Changes to the current activity requesting the change, receipt

listing do not require processing a complete new listing.

5.5.8.5.3. Perform a semiannual revalidation of authorizations to receipt for classified

and NWRM property each June and December. The validations are done by sending

organizations a copy of their portion of the authorization listing which is prepared

from the file maintained according to this paragraph. Necessary additions, changes,

and deletions are annotated by the organizations and the listings are returned to

Document Control or Customer Support. Document Control or Customer Support

then updates the file and produces a new, updated listing for distribution according to

this paragraph.

5.6. Record Reversal and Correction.

5.6.1. Record Reversal and Correction Research.

5.6.1.1. Purpose: To explain the record reversal and correction research procedures

process. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

5.6.1.2. General Discussion: Inadequate research and subject knowledge could result in

rejects or erroneous inventory adjustments (e.g., Transaction Identification Codes

(TRICs), Type Transaction Phrase Codes (TTPC), and reversal sequence). A list of

reversible TRICs and TTPCs are located in AFH 23-123. The key is the word “reverse.”

The reversible transactions that appear on the CTH will be processed in reversal order

according to TRICs and TTPCs. The AF Form 13, Record Reversal & Correction

Worksheet is used to document all record reversal transaction data. The worksheet will be

signed by all approving officials prior to processing any record reversal transactions. The

approving official’s signature certifies information on the Record Reversal & Correction

Worksheet as accurate and all applicable research was conducted. Note: Record Reversal

& Correction for NWRM require more stringent research and approval authority.

5.6.1.3. The following actions are performed in order:

5.6.1.3.1. From research: determine the TRICs, TTPCs, and record reversal

processing order utilizing appropriate IT systems.

5.6.1.3.2. Process a stock number inquiry to obtain interchangeable items and

substitutes in appropriate IT system.

5.6.1.3.3. Process a consolidated transaction history record (CTH) on all related

stock numbers in appropriate IT system.

AFMAN 23-122 27 OCTOBER 2020 297

5.6.1.3.4. After determining that a record reversal correction is needed: assign freeze

code “Q” to all affected item records utilizing the appropriate IT systems. Information

addressing Freeze Code “Q” and its effects on record reversal and correction in the

appropriate IT system is located in AFH 23-123 Item Record Preparation for Record

Reversal. Note: AFMC will coordinate with the LRS/Materiel Management Activity

prior to processing record reversal and correction transactions on shipments and

RDOs to ensure property has not departed from the base.

5.6.1.3.5. Print a copy of the freeze code load notice and attach it to the reversal

record source document.

5.6.1.3.6. Fill out the Record Reversal & Correction Worksheet for processing of the

correct TRIC/TTPC transaction sequence.

5.6.1.3.7. Forward the Record Reversal & Correction Worksheet with the correct

supporting documentation to the LRS/CC’s designated personnel to process reversal

inputs.

5.6.1.4. Determine the proper sequence for record reversal. When responsible for record

reversals determine the proper sequence of each transaction, e.g., due-out releases

(DORs) before receipts (RECs), etc.

5.6.1.5. When processing the record reversal, coordinate with Asset Management to

determine correct quantities, unit of issue or stock numbers when necessary to ensure

accurate processing of the record reversal.

5.6.2. Automated Record Reversal.

5.6.2.1. Purpose: To explain the reversal inputs for Automated Record Reversal from the

Consolidated Transaction History records that has been researched by the initiator. For

guidance specific requirements review, AFI-23-101 and for IT specific guidance use

AFH 23-123.

5.6.2.2. General Discussion: Only one TRIC can be processed at a time when utilizing

this program. Be sure to process the individual TRICs in the reversal order identified. All

information and requirements for normal record reversal processing also applies to the

automated record reversal. Inputs on the applicable IT systems require the TTPC, date,

and serial number of the transaction to reverse. This includes TTPCs from all stock

numbers that are applicable to the transaction being reversed.

5.6.2.2.1. Review all prefilled areas on record reversal screen for accuracy before

input.

5.6.2.2.2. Ensure the cursor is placed at the end of the last field on the screen before

transmitting.

5.6.3. Steps of Document Distribution.

5.6.3.1. Purpose: To identify possible steps to ensure the capture of record reversal and

correction documentation. For guidance specific requirements review AFI 23-101 and for

IT specific guidance use AFH 23-123.

5.6.3.2. This procedure will help with the quality assurance of the process of getting the

reversal out of the system.

298 AFMAN 23-122 27 OCTOBER 2020

5.6.3.2.1. The initiator will forward the Record Reversal & Correction Worksheet

and supporting documentation to the assigned supervisor for approval.

5.6.3.2.2. Upon supervisor approval, the initiator will provide the Record Reversal &

Correction Worksheet and supporting documentation to the Flight Chief/Materiel

Management Flight Commander for approval.

5.6.3.2.3. After Flight Chief/Materiel Management Flight Commander approval, the

initiator will provide the Record Reversal & Correction Worksheet and supporting

documentation to the Record Reversal & Correction Action monitor for processing of

the reversal.

5.6.3.2.4. The initiator records the dates and transaction serial numbers on the record

reversal and correction log. Sample log is located in Document Identifier Code

(DIC)/Transaction Identifier Code (TRIC) Authorized Record Reversal, AFH 23-123.

If the type of transaction was a receipt and multiple inputs were required, enter the

date and transaction serial numbers which were applicable to type transaction phrase

codes (2T, 1Y, or 1W), since no output documents are created for these TTPCs.

5.6.3.2.5. Record Reversal and Correction Action monitor will forward the Record

Reversal & Correction Worksheet and supporting documentation to Document

Control for filing. AFMC will process their own record reversal and correction

actions. AFMC will retain record reversal and correction documentation and will

forward a copy to the base for document control purposes.

5.6.3.2.6. An additional copy of the Record Reversal & Correction Worksheet will be

provided to the initiator for corrective action after the reversal transaction to ensure

all reversal actions were completed.

5.6.3.2.7. After verification of completion of all reversal actions, additional copies of

the Record Reversal & Correction Worksheet should be destroyed.

5.6.3.2.8. Notify stock control of all transactions affecting unserviceable details in

order to report or to delete excess detail records.

5.6.4. Forced Record Alteration.

5.6.4.1. Purpose: Occasionally, there will be conditions created on a database that cannot

be corrected by processing normal transactions. When these conditions exist the records

must be altered or deleted. It is mandatory that all errors should be corrected by

processing a normal input or a series of inputs, such as file maintenance, reverse-post, or

inventory adjustments in lieu of a Forced Record Alteration. Refer to ILS-S User’s

Manual, Chapter 34 for information on the forced record alteration process.

5.6.4.2. Attention: Forced Record Alteration processing input images are not written to

audit trail tape.

AFMAN 23-122 27 OCTOBER 2020 299

5.6.4.3. Forced Record Alteration processing. This program will permit alteration or

deletion of records on the database. The execution of this program is restricted and

should only be executed by personnel who are familiar with database management

system commands and the structure of the database. All Forced Record Alteration

requests will be reviewed and approved by the Materiel Management Flight

Commander/Chief and AFMC. AFMC and Contingency account Record Alteration

Requests will be reviewed/approved by AFMC only.

5.6.4.3.1. After documentation has been reviewed and approved the LRS/Materiel

Management Activity requesting activity will submit a Forced Record Alteration

request using the AFMC website for processing. If the reason for the request was for

system related errors include the Difficulty Report (DIREP) or Computer Systems

Discrepancy (CSD) ticket number as part of the Forced Record Alteration

documentation.

5.6.4.3.2. After processing the Force Record Alteration, AFMC will provide

notification of the Forced Record Alteration requests completion with the Forced

Record Alteration Change Request serial number, as well as the date completed. The

results recorded in the ILS-S audit trail will indicate if Accounting and Finance

(A&F) and satellites or other type stock record account records were affected. For

base level generated Forced Record Alterations, base level personnel will capture the

number of Forced Record Alterations and serial numbers for the month for filing via

AFMC website.

5.6.4.3.3. The original copy of the document, all supporting documentation, and a

signed Consolidated Inventory Adjustment Document Register, M10/NGV836 will

be filed in the Document Control.

5.6.4.3.4. Each month, verify the accuracy of the Forced Record Alterations file.

Compare the number of Forced Record Alterations requests file with the AFMC

website. If number of Forced Record Alterations requests and the number of Forced

Record Alterations completed do not agree, the following procedure is used to

account for and correct the difference:

5.6.4.3.4.1. Conduct an extensive search to determine the reason for the

disagreement. Note: The serial number for a Forced Record Alteration request is

stored on the AFMC Forced Record Alterations website. Do not confuse this

serial number with the Remedy system discrepancy report number.

5.6.4.3.4.2. The section supervisor must submit a letter explaining the reason for

the difference, complete with support documents (copies of AFMC Forced

Record Alterations website reports/audit trail results, etc.).

5.6.4.3.4.3. When a complete record is lost and must be reconstructed on the

database, use the applicable inputs to reestablish the record. For example, if an

item record is lost, use a FIL input to reload the record; use an inventory

adjustment input to establish the serviceable balance (if applicable) and execute

the Force Record Alteration to enter applicable data in other fields that cannot be

entered with normal inputs.

300 AFMAN 23-122 27 OCTOBER 2020

5.6.5. Query Language Processor (QLP) with Update.

5.6.5.1. Purpose: It is mandatory that all ERRORS should be corrected by processing a

normal input or a series of inputs, such as file maintenance, reverse-post, or inventory

adjustments, in lieu of QLP with Update. When there are conditions created on a database

that cannot be corrected by processing normal transactions and Query Language

Processor (QLP) Update will be required. For guidance specific requirements review AFI

23-101. For IT specific guidance use AFH 23-123/ILS-S User’s Manual.

5.6.5.2. General Discussion: AFMC will provide the DISA OKC with a request letter of

individuals authorized to process QLP with Update.

5.6.5.3. QLP with Update. All QLP with update transactions will be

coordinated/approved by AFMC. AFMC will maintain a control log of all QLPs with

update. The log will contain the date; serial number; reasons for use, including

database/areas affected; who authorized use; names of personnel using the program; and

what was changed. AFMC personnel will provide the electronic copy to the

requesting/owning account for filing through the AFMC website. The Materiel

Management Activity will process the hard copy output resulting from use of QLP with

update in the same manner as a Forced Record Alteration document, annotated with the

information from the control log, and filed in Document Control.

5.6.5.4. AFMC will take all output from this process and follow the rules of

documenting and filing output required for Forced Record Alterations. A write once/read

only electronic media may be used in lieu of printed output. The documentation must

state why Forced Record Alterations or other inputs could not be used to modify the

records and approval official's name and rank. Document Control will file the output with

the Consolidated Inventory Adjustment Document Register, M10/NGV836.

5.6.5.5. Wing and MAJCOM inspectors, along with AF Audit personnel, can request

from DISA OKC personnel a list of user-IDs, dates, and times that QLP with Update was

invoked (by researching audit trail tapes and spooled master console data), to provide a

check of compliance with this manual.

5.7. Physical Inventory and Inventory Adjustments.

5.7.1. Establish and Distribute an Inventory Schedule.

5.7.1.1. Purpose: To provide an inventory schedule by fiscal year to ensure all items

assigned a warehouse location and on a detail record are inventoried at prescribed

frequencies. For guidance specific requirements and frequency review AFI 23-101,

Chapter 5. For other guidance specific requirements review AFI 23-101 and for IT

specific guidance use AFH 23-123/ILS-S User’s Manual.

5.7.1.2. The inventory schedule will ensure all commodities outlined in AFI 23-101 are

schedule to not exceed required inventory frequency. Work with each warehouse/activity

to create schedule which will be used to create the warehouse location validation.

5.7.1.3. The following actions will be performed to establish and distribute an Inventory

Schedule:

5.7.1.3.1. Determine the length of time and the number of items for inventory, so that

normal LRS/Materiel Management Activity operations do not suffer.

AFMAN 23-122 27 OCTOBER 2020 301

5.7.1.3.2. Physical Inventory Control Section establishes an inventory schedule by

fiscal year.

5.7.1.3.3. Prepare and publish an inventory count schedule using letter format.

5.7.1.3.4. Establish an inventory deadline as the date on which the inventory begins.

The balance on the computer record as of the deadline date is the balance with which

the inventory count input balance is compared.

5.7.1.3.5. Provide copies of the inventory schedule to all affected sections/elements

or flights.

5.7.1.3.5.1. The LRS APO will notify supported unit commanders of upcoming

scheduled inventories.

5.7.1.3.5.2. EAE functions will notify the appropriate unit equipment/SPRAM

custodians of the inventory schedule to allow proper time to generate necessary

documents, listings, resolve discrepancies etc. in preparation for the inventory.

5.7.2. Preparing the Warehouse for Inventory Count.

5.7.2.1. Purpose: Provide guidance on preparing the warehouse for an inventory count.

For guidance specific requirements review AFI 23-101 and for IT specific guidance use

AFH 23-123.

5.7.2.2. All actions applicable to the location scheduled for inventory must be processed

at least 1 day before the inventory deadline date.

5.7.2.3. Warehouse personnel accomplish the following to prepare for an inventory

count:

5.7.2.3.1. Validate the warehouse location within 10 workdays prior to the date the

inventory is to begin. See paragraph 5.3 of this manual for more information on

procedures to conduct warehouse validations.

5.7.2.3.2. Isolate and identify the area scheduled for inventory by clearly marking the

parameters of the area with ropes, signs, etc. Signs marking off the area must state the

inventory deadline date so warehouse personnel can monitor transactions occurring

before that date.

5.7.2.3.3. Limit movement of assets in the areas to be inventoried to emergency

issues and to transactions occurring before the inventory deadline date.

5.7.2.3.3.1. When property is removed from an area under inventory on or after

the inventory deadline date, record the transactions on a recap sheet. As a

minimum, entries on the recap sheet must include stock number, system

designator, quantity, document number, appropriate transaction identification

code, and warehouse location.

5.7.2.3.3.2. Items received during inventory are held in the Inbound Cargo hold

area if sufficient space is available. When not, the materiel, a copy of the receipt,

and a copy of the applicable IT system notice indicating the stock number is

frozen for inventory will be held in the warehouse storage hold area.

5.7.3. Complete Inventory Count Procedures.

302 AFMAN 23-122 27 OCTOBER 2020

5.7.3.1. Purpose: To provide instructions for performing complete inventory counts. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123 or the ILS-S User’s Manual.

5.7.3.2. The identification of a potential inventory variance (gain or loss) on a classified

item constitutes a potential compromise of classified information and will be reported

immediately upon discovery in accordance with AFI 16-1404. For NWRM, see AFI 20-

110 for additional reporting requirements.

5.7.3.3. General Procedures for Conducting Complete Inventory Counts: Steps to

prepare the warehouse for inventory must be completed before the inventory count

deadline date.

5.7.3.3.1. Perform complete inventory counts using the closed warehouse-method of

inventory. See AFI 23-101 for additional information on closed warehouse method.

5.7.3.3.2. The Inventory Management function in ILS-S will be used to record and

submit inventory counts for ILS-S accounts. Inventory count listings (and count

images) will be available in ILS-S Inventory Management function after the

applicable inventory parameter is processed by AFMC. See ILS-S User’s Manual for

IT guidance. Note: ILS-S system queries will not be used as the official tool to

perform this function.

5.7.3.3.2.1. Inventory count parameter requests for ILS-S accounts will be

submitted to AFMC one calendar day before the inventory count deadline date

(See AFH 23-123 for inventory parameter request format).To ensure frequency

requirements are met, inventory parameters will be processed once a month with

the Date of Last Inventory (DOLI) option. For example, two separate Inventory

Count File parameters will be processed for in-warehouse assets that will become

overdue in the schedule month: one to identify item records that will not meet the

365-day/annual requirement (e.g., consumables and recoverables) and another for

the 180-day/ semi-annual requirements (e.g., classified and COMSEC).

5.7.3.3.2.2. DOLI options will be processed to identify detail records that will

become overdue in the scheduled month (e.g., Supply Point, Equipment, SPRAM,

WCDO, MSK, Special Spares, RSP, Unserviceable DIFM, COMSEC and SA/LW

Serialized Details, etc.). Process all Item and detail record inventories through

ILS-S so DOLI’s are updated within inventory frequencies outlined in AFI 23-

101.

5.7.3.3.3. Retrieve the Inventory Count Listing from ILS-S Inventory Management

function. Count listings may be printed or downloaded to a handheld terminal (HHT).

5.7.3.3.4. Physically count and record the warehoused/in-use quantity for each item

listed on the Inventory Count Listing.

5.7.3.3.5. When the inventory count is completed, inventory personnel must submit

the Physical Count Quantity on each Inventory Count Record through ILS-S

Inventory Management function for processing in the ILS-S (See AFH 23-123 for

Inventory Count Format). (T-1).

AFMAN 23-122 27 OCTOBER 2020 303

5.7.3.3.5.1. When the count quantity and the item record/detail quantity are

equal, the IT system will update the Date of Last Inventory and remove inventory

freeze codes. No further action is required.

5.7.3.3.5.2. When the count quantity and the item record/detail quantity are

unequal, the following actions are accomplished:

5.7.3.3.5.2.1. The IT system updates the applicable inventory accuracy

record, creates a transaction history, and produces an inventory recount image.

(See AFH 23-123 for the inventory recount format).

5.7.3.3.5.2.2. Physically recount the inventory materiel in the location

indicated on the inventory recount image and record the count balance. Note:

To comply with DoDM 4140.01, Vol. 11, materiel recounts must be blind and

where feasible, not be performed by the original inventory counter.

5.7.3.3.5.2.3. Update inventory recount images with the recount quantity and

input into the appropriate materiel management IT system (AFH 23-123 for

the inventory recount format).

5.7.3.3.5.2.3.1. AF policy allows programmatic/automatic inventory

adjustments for items meeting defined criteria (See AFH 23-123 for detailed

automatic adjustment criteria).

5.7.3.3.5.2.3.2. When unequal physical inventory recounts do not qualify

for programmatic/automatic adjustment, additional research must be

conducted (See Researching out-of-balance Inventory conditions of this

section for complete research procedures and documentation requirements).

5.7.3.3.6. Inventory count completion.

5.7.3.3.6.1. Review Daily Document Registers and Transaction Histories to

ensure all item movement recorded on recap sheets is processed immediately after

count/recount processing. Recap sheets may be destroyed after verifying all

transactions are recorded in the appropriate materiel management IT system.

5.7.3.3.6.2. Advise applicable elements/sections/flights the inventory count has

been completed after all count/recount records and subsequent transactions have

been processed. When the last inventory count transaction for an inventory is

accepted, an Inventory Completion Notice will be recorded in the ILS-S Audit

Trail. Inventory Completion Notices are viewable by querying Transaction Name

“ICN” in ILS-S Audit Trail. Print output and file with monthly inventory

adjustment listing.

5.7.3.3.7. Complete Inventory Counts of Supply Points.

5.7.3.3.7.1. The general procedures for complete inventory recounts apply to

supply point inventory recounts except as detailed below.

304 AFMAN 23-122 27 OCTOBER 2020

5.7.3.3.7.1.1. Process Supply Point Listing (see AFH 23-123) to create the

count record database file. Use ILS-S Inventory Management function to print

a list of count images for supply point items in document number sequence or

download the count images into a HHT. Inventory count personnel advise

Flight Service Center personnel of applicable supply points undergoing

inventory count to ensure emergency issues/shipments are recorded on recap

sheets. Note: ILS-S queries will not be used as the official tool to perform this

function.

5.7.3.3.7.1.2. Inventory count personnel perform the physical count of local

supply point assets. LRS APO personnel may conduct a joint inventory with

CCI/COMSEC monitor. All other supply point custodians will assist

Inventory Count Personnel as required.

5.7.3.3.7.1.3. Off-base inventory counts are conducted in the same way as

local supply point inventory counts, except that Inventory Count Personnel

send only the inventory count listing to the supervisor of the supply point.

Inventory Count Personnel retains the remainder of the Supply Point Listing

and appropriate Issues and Inquiries until the inventory count has been

completed. The supply point supervisor is responsible for conducting the

inventory count and for returning the listing to Inventory Count Personnel. For

satellite accounts, the inputs are returned to satellite Inventory Count

Personnel. Note: When the annual inventory count is to be conducted at the

same time as the reconciliation, the Supply Point Listing will be distributed by

the supply point monitor within the Flight Service Center.

5.7.3.3.7.1.4. Inventory Count Personnel processes inventory recount inputs

for supply points through the ILS-S Inventory Management function. Satellite

account supply point inventory recounts are input by satellite account

Inventory Count Personnel

5.7.3.3.7.1.5. Inventory Count Personnel can reconstruct lost count or recount

inputs by obtaining the required data from the count listing.

5.7.3.3.8. Complete Inventory Counts of MSK/MRSP Assets.

5.7.3.3.8.1. The general procedures for complete inventory recounts apply to

MSK/MRSP inventory recounts except as detailed below. Note: For recoverable

and consumable MSK/MRSP items, the item records are not frozen during annual

inventories

5.7.3.3.8.2. For receipt of an MRSP transferred or loaned from another unit;

conduct an inventory in accordance with AFI 23-101, Table 5.5.

5.7.3.3.8.3. Inventory counts for off base (non-deployed) MSK/MRSP may be

conducted by managing unit. LRS APO has the option to send inventory count

personnel to the off-base location if warranted.

5.7.3.3.8.3.1. The managing unit signs and forward listing to LRS. Inventory

personnel will update DOLI accordingly.

AFMAN 23-122 27 OCTOBER 2020 305

5.7.3.3.8.3.2. Listing will be filed in Document Control in accordance with

AFRIMS.

5.7.3.3.9. Complete Inventory Counts of WCDO/IRSP Assets.

5.7.3.3.9.1. The general procedures for complete inventory recounts apply to

WCDO/IRSP asset inventory recounts except as detailed below.

5.7.3.3.9.2. WCDO/IRSP items collocated with normal retail warehouse stock.

When WCDO/IRSP spares are stored in the same bin location as normal retail

stock and DO NOT have an RSP warehouse location assigned, conduct the

inventory by doing the following:

5.7.3.3.9.2.1. Process Inventory Count Listing (see AFH 23-123) and use

ILS-S Inventory Management function to print a list of count images or

download the count images into a HHT.

5.7.3.3.9.3. Segregated WCDO/IRSP spares. When WCDO/IRSP spares are

stored separately from normal retail stock, and a RSP warehouse location is

assigned, conduct the inventory by doing the following:

5.7.3.3.9.3.1. Process WCDO list using the inventory select option (See AFH

23-123).

5.7.3.3.9.3.2. Process IRSP using the inventory select option (See AFH 23-

123).

5.7.3.3.9.3.3. Use ILS-S Inventory Management function to print a list of

count images or download the count images into a HHT.

5.7.3.3.9.4. MAJCOMs authorized IRSP will ensure local inventory procedures

are developed and coordinated with the storing activity when these assets are not

stored in the LRS APO storage facility. Inventory Count Personnel provides the

storing activity with an annual inventory count schedule. The inventory count is

jointly accomplished by personnel from Inventory Count Personnel and the

storing activity.

5.7.3.3.10. Complete Inventory Counts of Sensitive, CCI/COMSEC in the warehouse

and on MRSP.

5.7.3.3.10.1. The general procedures for complete inventory apply to

CCI/COMSEC MRSP inventory recounts except as detailed below.

5.7.3.3.10.2. In addition to scheduling inventories, Inventory Count Personnel

submits the applicable inventory parameter to AFMC and takes the following

actions:

5.7.3.3.10.2.1. Advise the applicable custodian of the inventory count date so

all transactions can be recorded on a recap sheet.

5.7.3.3.10.2.2. Obtain the required inventory count list from ILS-S Inventory

Management function. Send the MRSP custodian the inventory count list.

Note: ILS-S queries will not be used as the official tool to perform this

function.

306 AFMAN 23-122 27 OCTOBER 2020

5.7.3.3.10.3. RSP personnel will perform a 100% physical inventory count by

serial number. (T-1). Physically verify the serial number on the item to the serial

number on inventory list; enter the quantity on hand on the inventory count list,

and return to Inventory Count Personnel for processing.

5.7.3.3.10.4. Overage/Shortage of CCI/COMSEC. If the physical inventory count

does not agree with the supply system inventory balances, an inventory recount

image is produced.

5.7.3.3.10.4.1. Inventory Count Personnel must notify the LRS APO, the

CCI/COMSEC custodian, and the organization commander of a possible

overage/shortage of CCI/COMSEC. (T-1).

5.7.3.3.10.4.2. Inventory Count Personnel will assist the RSP personnel in

performing the required research (for additional information on research see

Researching Out-Of-Balance Inventory Conditions). Note: For equipment

items, coordinate with EAE for additional research and corrective actions.

5.7.3.3.10.4.3. When the cause of the overage/shortage cannot be determined,

the LRS APO or organization commander notifies the appropriate security

manager to initiate an inquiry into the probable compromise. Process the

probable compromise per DoDM 5100.76, AFI 16-1404 and DoD 7000.14-R.

Note: The COMSEC/CCI custodian / equipment custodian is responsible for

any additional reporting actions (see AFMAN 17-1302-O, Communications

Security (COMSEC) Operations, for additional information on COMSEC/CCI

materiel).

5.7.3.3.11. Conduct complete inventory counts of BEAR Unit Type Codes (UTC

upon return from a deployment).

5.7.3.3.12. When the annual inventory count schedule is completed, Inventory Count

personnel prepares an inventory parameter request using the Stand-Alone DOLI

option (See AFH 23-123, Vol 2) to produce inventory count outputs for item records

that contain a warehouse location or serviceable balance but have not been

inventoried in the past 365 days or in the last 180 days for sensitive and classified

items.

5.7.4. Special Inventory Count Procedures.

5.7.4.1. Purpose: To provide instructions for performing special inventory counts to

reconcile out-of-balance conditions discovered during other than complete inventory

counts. For guidance specific requirements review AFI 23-101; for IT specific guidance

use AFH 23-123 or ILS-S User’s Manual.

5.7.4.2. The identification of a potential inventory variance (gain or loss) on a classified

item constitutes a potential compromise of classified information and will be reported

immediately upon discovery per AFI 17-1703-O. For NWRM items, see AFI 20-110 for

additional reporting instructions.

AFMAN 23-122 27 OCTOBER 2020 307

5.7.4.3. Conducting Special Inventory Counts: The following paragraphs explain

generalized procedures for requesting and conducting special inventory counts. If an

inventory functional section/element does not exist at satellite accounts, the host base

performs the special inventory. Note: Special inventory counts do not satisfy the

requirement for complete inventories.

5.7.4.3.1. Special Inventory Interrogations are required for:

5.7.4.3.1.1. Insufficient Balance. When an insufficient balance exists for a

degraded ops transaction, item condition code changes, or identity changes, the

appropriate materiel management IT System will programmatically freeze the

item record. Inventory Count Personnel will receive the degraded ops transaction

reject and the special inventory request.

5.7.4.3.1.2. Warehouse Refusal. For warehouse refusals, the

warehouse/stockroom supervisor will process the special inventory request and

forward the output notice to Inventory Count Personnel.

5.7.4.3.1.3. Other. Inventory Count Personnel are required to process the request

for other special inventory requirements.

5.7.4.3.2. Process a Special Inventory Interrogation Input (see AFH 23-123) to freeze

the item record and details with freeze code “I” and produce a Special Inventory

Count Output Notice (see AFH 23-123) containing pertinent asset, detail, and history

information. Transactions that do not affect the serviceable balance of a frozen item

record will be allowed to process.

5.7.4.3.3. Inventory Count Personnel will manage a Special Inventory Suspense file.

5.7.4.3.3.1. Retain the suspense file copy of the Special Inventory Interrogation

Inputs and reject notices. Automated files will be used in lieu of paper.

5.7.4.3.3.2. After the inventory count is complete, pull the suspense copy for

distribution. Return a copy of the annotated Special Inventory Interrogation Input

to the requesting activity. If an automated file is used, notify the requester and

delete the record.

5.7.4.3.3.3. Destroy the suspense copy for policy-directed special inventories

(e.g., control item change or critical item code change).

5.7.4.3.4. Count the items in the bin location reflected on the Special Inventory

Count Output Notice (See AFH 23-123).

5.7.4.3.5. When the item count is equal to the quantity indicated in the output notice,

process a Special Inventory Input transaction using the format provided in AFH 23-

123. Note: When a TEX Code is in the input, it appears on the M10/NGV836,

Consolidated Inventory Adjustment Document Register for the management review.

5.7.4.3.6. When the item count is not equal to the quantity indicated in the output

notice, conduct research to determine the cause and appropriate actions to correct the

out-of-balance condition. See this section for details about how to conduct the

research. Note: Research is not required for items meeting automatic adjustment

criteria per AFI 23-101.

308 AFMAN 23-122 27 OCTOBER 2020

5.7.4.3.7. When the research is complete and corrective actions have been taken,

process an inventory recount input using the format provided in AFH 23-123.

5.7.4.4. Special Inventory Procedures for Selected Conditions. The following paragraphs

detail additional special inventory count procedures as they apply to specific conditions.

5.7.4.4.1. Warehouse Refusals or Insufficient Balance Rejects.

5.7.4.4.1.1. When Inventory Count Personnel receive warehouse refusals without

a Special Inventory Output Notice (see AFH 23-123) attached, they should

prepare and process a Special Inventory Interrogation Input, TEX code “P” (see

AFH 23-123) for the item(s).

5.7.4.4.1.1.1. Distribution of Warehouse Refusal Documents. The distribution

of warehouse refusal documents depends upon the outcome of the special

inventory count.

5.7.4.4.1.1.2. Assets Not Found. If Inventory Count Personnel cannot find the

assets associated with the warehouse refusal, distribute the related documents.

5.7.4.4.1.1.3. Issue Documents (to include Bench Stock Issues). Distribute

issue documents as follows: copy 1 to Document Control; copy 2 to Input

source; copy 3 to Organization; copy 4 to the Flight Service Center.

5.7.4.4.1.1.4. Shipping Documents. Distribute shipping documents as

follows: copy 1 to Document Control; copy 2 to Input source; all other copies

will be disposed.

5.7.4.4.1.1.5. Record Reversal Document. Forward the copy of the reverse-

post document (DD Form 1348-1A) to Bench Stock Support, so that the

master bench stock format will be re-input.

5.7.4.4.1.1.6. Assets Found. If Inventory Count Personnel find asset(s)

associated with the warehouse refusal, return the documentation to Storage

personnel for action.

5.7.4.4.1.2. For insufficient rejects without a Special Inventory Output Notice,

prepare and process a Special Inventory Interrogation Input (see AFH 23-123).

5.7.4.4.2. Controlled Item Code Changes. When a controlled item code is upgraded

and the item record has a serviceable balance or a warehouse location, the item record

will be frozen for a special inventory count. Special Inventory count images will be

systematically created when controlled item code changes occur and detail records

have an on-hand balance exist.

5.7.4.4.2.1. Inventory count images for DIFM details are created when the DIFM

status flag equals zero and for unserviceable details when the first six positions of

the document number equals R920RW.

5.7.4.4.2.2. Unserviceable Asset Special Inventory Counts. Use the

Unserviceable Detail List section of the Repair Cycle Asset Management List to

perform the inventory of unserviceable detail assets.

AFMAN 23-122 27 OCTOBER 2020 309

5.7.4.4.2.3. Notify Personnel. When counting out-of-warehouse assets (DIFM,

supply point, etc.), Inventory Count personnel notify the personnel who are

counting the materiel of the new controlled item code, so that adequate security

measures are taken.

5.7.4.4.3. Unserviceable Asset Overage. Take the following actions if the special

inventory count result indicates an unserviceable asset overage exists:

5.7.4.4.3.1. Unserviceable DIFM item:

5.7.4.4.3.1.1. Overage Found-Unserviceable Detail Already Loaded. If there

is an overage and an unserviceable detail is loaded for the stock number, use

Special Inventory Input (see AFH 23-123) to increase the detail balance.

5.7.4.4.3.1.2. Overage Found-Unserviceable Detail Not Loaded. Pick up

supply items by processing a Special Inventory Input (see AFH 23-123) with

TEX code L (found on base) followed by a condition code change (see AFH

23-123).

5.7.4.4.3.2. Unserviceable Equipment Items. Inventory works with EAE to

determine if the previous user caused the overage by forwarding a return item to

the unserviceable warehouse location without processing the TIN input. Note:

When dealing with overage of a serialized control item, contact the applicable

Item Manger with the actual serial number of the asset. The Item Manager will be

able to tell who the last owner of the asset was, by organization and shop code,

and Stock Record Account Number (SRAN). Never process a FOB TIN on a

serialized control (CCI/COMSEC/weapon) asset except for those listed in Table

6.2

5.7.4.4.3.2.1. Previous User Known. When the previous using organization

can be determined, process a P or E activity code return (whichever is

appropriate) using their organization code. This records the unserviceable

detail and updates the authorized/in-use detail record if appropriate.

5.7.4.4.3.2.2. Previous User Unknown. When assets cannot be traced to a

previous user, process a serviceable Special Inventory Input (see AFH 23-

123) with TEX code L followed by a Condition Code Change (see AFH 23-

123). This action establishes an unserviceable detail record.

5.7.4.4.4. Unserviceable Shortages. When there is a shortage, process a Special

Inventory Input (see AFH 23-123) to decrease or delete the unserviceable detail

record. Notify Flight Service Center Personnel of all transactions affecting

unserviceable detail records to ensure reporting, control, and shipment of

unserviceable assets.

5.7.4.4.5. Identity Changes. When recorded assets or item records require identity

changes, Inventory Count Personnel will work with Inspection and Storage personnel

to provide the data necessary for proper validation and corrective action according to

paragraph 5.9

5.7.4.4.6. Problematic warehouse location changes.

310 AFMAN 23-122 27 OCTOBER 2020

5.7.4.4.6.1. Inventory Count Personnel screen the file maintenance transactions

(activity code Y) on Daily Document Resisters to ensure newly assigned

warehouse locations are valid. When new locations are not valid, Inventory Count

Personnel initiates special inventory count procedures to verify the locations and

quantities on hand.

5.7.4.4.6.2. When the items are not located, inventory adjustments will be

processed in accordance with this section.

5.7.4.4.6.3. When locations are determined to be valid, update the inventory

schedule to ensure locations are included in normal inventory cycle.

5.7.4.4.7. Misidentified Serialized Control CCI/COMSEC Items. When special

inventory procedures are used to re-identify serialized control CCI/COMSEC items

ensure the following occurs:

5.7.4.4.7.1. Process a return to decrease the Authorized-In-Use-Detail record for

the losing stock number.

5.7.4.4.7.1.1. Process a Special Inventory Interrogation Input (see AFH 23-

123) to freeze the stock number on the losing in use detail record.

5.7.4.4.7.1.2. Process a COMSEC/CCI Serialized Control Input-Format Two.

Use type phrase IADDTL.

5.7.4.4.7.1.3. Process a Special Inventory Input to decrease the in use

quantity on the losing in use detail record.

5.7.4.4.7.2. Increase the Authorized In-Use Detail record for the gaining stock

number.

5.7.4.4.7.2.1. Process a Special Inventory Interrogation Input (see AFH 23-

123) to freeze the stock number on the gaining in use detail record.

5.7.4.4.7.2.2. Process COMSEC/CCI Serialized Control Input-Format Two.

Use the type phrase IADDTL.

5.7.4.4.7.2.3. Process a Special Inventory Input to increase the in use quantity

on the gaining in use detail record.

5.7.5. Researching Out-Of-Balance Inventory Conditions.

5.7.5.1. Purpose: Provide procedures for researching inventory out-of-balance

conditions. For additional information on research requirements, accounting adjustments,

and determining cause, see AFI 23-101, Chapter 5, and DoD 7000.14-R. For other

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

5.7.5.2. The identification of a potential inventory variance (gain or loss) on a classified

item or NWRM constitutes a potential compromise of classified information and will be

reported immediately upon discovery in accordance with AFI 17-1302-O. For NWRM,

see AFI 20-110 for additional reporting instructions.

AFMAN 23-122 27 OCTOBER 2020 311

5.7.5.3. General research requirements associated with specific inventory deficiencies.

Research begins with the current date and continues back either one year, to the last

inventory adjustment, or the previous DOLI. Research is not mandatory for automatic

adjustments (see AFH 23-123 for Automatic Adjustment Criteria).

5.7.5.3.1. Research all variances, including DIFM balances, before input of the

recount to determine cause and correct the following accountable processing errors:

5.7.5.3.1.1. Review the Consolidated Transaction History Inquiry Report to find

erroneous transactions.

5.7.5.3.1.2. Account for transactions that may not have been posted. Review

unprocessed backlog including warehouse recap sheets, the daily/cumulative

reject listing, and the receiving line for assets that have not been forwarded to

Central Storage.

5.7.5.3.1.3. Review Serviceable Balance with no Location function (see ILS-S

User’s Manual) to determine if a different warehouse location was assigned.

Correct warehouse location errors.

5.7.5.3.1.4. Review IT audit trail file to determine if a notice to stock is on file

with a warehouse location.

5.7.5.3.1.5. Review emergency issues made during complete inventory count to

ensure all physical movement of materiel in and out of the storage bin was

properly recorded.

5.7.5.3.1.6. Do any additional research required to review locally established

processes.

5.7.5.3.2. After research, correct the discrepancies via the following actions as

appropriate:

5.7.5.3.2.1. Complete a Record Reversal to correct erroneous transactions

detected during research for resolved discrepancies.

5.7.5.3.2.2. Advise Central Storage or the warehousing activity for other type

accounts and satellites to move the property to the correct location or to process a

warehouse location change.

5.7.5.3.2.3. Process backlog transactions that include corrected/rejected

documents by other applicable sections or flights for resolved discrepancies.

5.7.5.3.2.4. Adjust the count or recount quantity for unresolved discrepancies.

Then reprocess the count or recount image.

5.7.5.4. Document research actions (including discrepancies and corrective action) and

file this document in Document Control as a supporting document. MAJCOM determines

the format and data required.

5.7.5.5. When initial research does not identify the probable cause(s) of inventory loss,

further research may be required. See AFI 23-101 Chapter 5, and DoD 7000.14-R for

additional guidance.

312 AFMAN 23-122 27 OCTOBER 2020

5.7.5.5.1. Further research is conducted by a person not supervised by the

accountable or responsible officer.

5.7.5.5.2. The results of the investigation will be documented on DD Form 200,

Financial Liability Investigation of Property Loss.

5.7.5.6. Investigating Discrepant DLADS Shipments/Transfers. Intransit control

procedures are an additional control for discrepant DLADS shipments or transfers. They

do not affect inventory adjustment procedures and criteria. Use the inventory procedures

below to investigate and process Disposal Follow-Up from DLADS.

5.7.5.6.1. When Document Control forwards a copy of the Disposal Follow-Up from

DLADS to Inventory, perform a special inventory to determine why a quantity

variance exists between the quantity shipped/transferred to the DLADS Location and

the quantity reported to the DLADS. Complete the special inventory and return the

Disposal Follow-Up from DLADS to Document Control within ten days.

5.7.5.6.2. Inventory Personnel determines if the property was removed from the

warehouse and delivered to the DLADS Location or if the property was transferred to

Cargo Movement for shipment to the DLADS Location. If the property is located,

Inventory ensures it is promptly delivered or transferred to the DLADS Location.

5.7.5.6.3. If the property is not located and one suspects theft or fraud is the reason

property is not in the warehouse or at DLADS Location, document these findings and

present them to the Operations Officer. The Operations Officer reviews the findings

and if warranted, initiates a request for criminal investigation according to AFI 90-

301, Inspector General Complaints Resolution. If the DLADS Location never

received the shipment/transfer, enter an L in position 44 and enter zeros in position

25-29.

5.7.6. DIFM Inventory Procedures.

5.7.6.1. Purpose: To provide instructions for performing DIFM inventory counts. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123 or the ILS-S User’s Manual.

5.7.6.2. The identification of a potential inventory variance (gain or loss) on a classified

item or NWRM constitutes a potential compromise of classified information and will be

reported immediately upon discovery in accordance with AFI 17-1302-O. For NWRM,

see AFI 20-110 for additional reporting instructions.

5.7.6.3. Conducting DIFM Inventory Counts: DIFM Reconciliations satisfy the

requirement to inventory out-of-warehouse recoverable items. When discrepancies are

discovered between DIFM record balances and the physical count, Flight Service Center

requests a special inventory by processing a Special Inventory Interrogation Input (see

AFH 23-123).

5.7.6.3.1. Special Inventory Counts of DIFM Items. Conduct the following steps for

resolving variances in DIFM inventory

5.7.6.3.1.1. Perform a physical count.

AFMAN 23-122 27 OCTOBER 2020 313

5.7.6.3.1.2. Conduct research for all special inventory counts as described in this

chapter.

5.7.6.3.2. If research confirms adjustment or records reversal/correction is not

required, do the following:

5.7.6.3.2.1. Process a Special Inventory Input (see AFH 23-123) with the item

record serviceable balance or the detail balance in the inventory count to remove

the freeze code.

5.7.6.3.2.2. When records reversal and correction is required to resolve the

discrepancy, take the following action:

5.7.6.3.2.2.1. Prepare and process reverse-post and other transactions as

required (see paragraph 5.6 of this manual).

5.7.6.3.2.2.2. When applicable, forward warehouse refusal documents to

Central Storage to release materiel for customer equipment.

5.7.6.3.2.2.3. Annotate the Special Inventory Interrogation Input notice with

the action taken. Use this notice to clear the freeze code suspense file.

5.7.6.3.3. When adjustments are required, do the following:

5.7.6.3.3.1. Input Special Inventory Input (see AFH 23-123). Enter the stock

number, system designator, count quantity (leading zeros are not required), and

TEX code, if applicable. The document number and research date fields will be

required if the suspense image is for a DIFM detail inventory count.

5.7.6.3.3.2. If required, prepare reverse-post transactions.

5.7.6.3.3.3. Annotate the Special Inventory Interrogation Input notice with the

corrective action. Keep the notice in suspense until the adjustment appears on the

document register. Use this notice to clear the freeze code suspense file.

5.7.6.3.4. The following special instructions apply for unserviceable assets found on

base:

5.7.6.3.4.1. If an asset does not seem to belong to an existing detail.

5.7.6.3.4.1.1. Input Special Inventory Input (see AFH 23-123) TEX L to pick

it up on the item record serviceable balance.

5.7.6.3.4.1.2. Process a condition change request to establish an unserviceable

detail, and transfer the assets.

5.7.6.3.4.2. If the item is unserviceable and belongs to an existing detail, use

normal processing. For serialized controlled items, create the serial number record

(in AFH 23-123) with the phrase IADITM (inventory adjustment item).

5.7.7. Equipment Inventory Counts.

5.7.7.1. Purpose: Provide procedures for completing inventory counts of in-use/in place

equipment. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

314 AFMAN 23-122 27 OCTOBER 2020

5.7.7.2. The identification of a potential inventory variance (gain or loss) on a classified

item or NWRM constitutes a potential compromise of classified information and will be

reported immediately upon discovery in accordance with AFMAN 17-1302-O. For

NWRM, see AFI 20-110 for additional reporting instructions. The following actions are

to be performed by the LRS/Materiel Management Activity/unit equipment custodians:

5.7.7.3. General Procedures for performing inventory on In-Use/In-Place Equipment

items. Equipment custodians are responsible for performing a complete physical

inventory of equipment recorded on unit’s Custodian Authorization/ Custody Receipt

Listing (CA/CRL). Organizational commanders/staff agency director can formally

request inventory count assistance from the LRS APO. Request must include full

justification and identify discrepancies involved.

5.7.7.3.1. EAE utilizes the on-line AF Form 1991 or equivalent to submit an

Inventory Parameter to AFMC (see AFH 23-123 for parameter request format). Note:

Materiel management IT system queries will not be used as the official tool to

perform this function.

5.7.7.3.1.1. Utilization of the ILS-S Inventory Management Function is the

preferred method, however EAE has the option to process Equipment Inventory

Count (EIC) transactions directly to update equipment detail DOLI.

5.7.7.3.2. EAE retrieves CA/CRL and Labels, if requested, no later than the

beginning of the next workday. Forward to equipment custodian or to Inventory

Count Personnel when requests for inventory count assistance are been granted by the

LRS APO.

5.7.7.3.3. Conduct physical inventory count and manually record count quantities on

the CA/CRL.

5.7.7.3.4. Custodians must sign the CA/CRL to acknowledge responsibility for

property.

5.7.7.3.4.1. Inventory Count Personnel will sign under the custodian’s signature

when providing inventory count assistance. When using the ILS-S database to

store the CA/CRL, after the commander has digitally signed and uploaded the

CA/CRL, the EAE will open the current stored CA/CRL, print it, and have the

Inventory Count Personnel print/sign and date under the custodian’s signature.

The EAE will then scan the Inventory Count Personnel’s signed CA/CRL into a

pdf file and upload into ILS-S.

5.7.7.3.4.2. Custodians prepare and sign an Inventory Overage Document for all

overages found during inventory (see AF Form 2005(TRIC: IOD), AFH 23-123).

5.7.7.3.4.2.1. When an AF Form 601 is required, attach to the inventory

overage document.

5.7.7.3.5. Custodians must research appropriate supporting documentation (hand

receipts, affidavits, statements, certificates, etc.) and initiate a Financial Liability

Investigation as necessary.

AFMAN 23-122 27 OCTOBER 2020 315

5.7.7.3.6. Forward a copy of the CA/CRL and any supporting documentation for

overages/shortages to EAE. Inventory Count Personnel must validate equipment

overages/shortages before adjusting the in-use detail.

5.7.7.3.7. EAE personnel submit the physical count quantities through the ILS-S to

complete inventory processing and update applicable system records.

5.7.7.4. Conducting Special Inventory Counts of Equipment.

5.7.7.4.1. Inventory Count Personnel will use special inventory procedures (see

Special Inventory Count Procedures of this section) for overages/shortages custodians

report to EAE.

5.7.7.4.1.1. The following process is to be performed if inventory recount and

research show an equipment overage exists:

5.7.7.4.1.1.1. Obtain/prepare an Inventory Overage Document (AF Form

2005) with the custodian’s signature.

5.7.7.4.1.1.2. Inventory Count personnel coordinates with EAE and Records

Maintenance to load the item record and authorized/in-use detail record as

required.

5.7.7.4.1.1.3. Inventory Count Personnel processes inventory recount and

inventory adjustment in the appropriate IT system. Note: Ensure Financial

Liability Investigation process (if required) is initiated prior to adjustment.

5.7.7.4.1.1.4. Attach the AF Form 2005, Inventory Overage Document, to the

Consolidated Inventory Adjustment Document Register, M10/NGV836, upon

receipt. Forward to Document Control for filing.

5.7.7.4.1.1.5. Notify EAE to take action.

5.7.7.4.1.2. If the recount and research indicate an equipment shortage exists,

Inventory Count Personnel will enter the quantity change on the CA/CRL and

process recount images. Attach Inventory Adjustment Document to the

Consolidated Inventory Adjustment Document Register, M10/NGV836 upon

receipt. Forward to Document Control for filing.

5.7.8. Small Arms and Light Weapons Inventory.

5.7.8.1. Purpose: Provide the procedure for the inventory of SA/LW. Inventory will

comply with guidance in this chapter and DoDM 4140.01, Vol. 11. (T-0). Additional

arms facility inventory and documentation requirements can be found in AFI 31-101. For

IT specific guidance see AFH 23-123.

5.7.8.2. General Inventory Requirements. SA/LW require serial number inventories at

prescribed intervals (excludes depot level activities). Equipment custodians are

responsible for maintaining, accounting for, inventorying, and managing the use of

SA/LW on authorized in-use details. CA/CRL Listing will be used to conduct SA/LW

inventories (see Equipment Inventory Counts for additional information on equipment

inventory procedures). Maintain inventory records per AFRIMS.

5.7.8.2.1. Unit level SA/LW.

316 AFMAN 23-122 27 OCTOBER 2020

5.7.8.2.1.1. Unit level SA/LW are assigned and maintained by an organization

solely intended for that organization's use. Unit level SA/LW will be inventoried

monthly by serial number. (T-1).

5.7.8.2.1.2. EAE will provide custodian's CA/CRL/SPRAM listings on the first

duty day of the month.

5.7.8.2.1.3. Unit armorers, persons authorized unaccompanied access, or the

same person will not conduct or participate in the inventory for two consecutive

months in a row per DoDM 5100.76, Enclosure 8. (T-0). Units may augment

personnel from outside organizations to assist if needed.

5.7.8.2.1.4. Inventory listing will be signed by personnel who conducted the

inventory. Custodian will certify inventory was complete and sign, even if

excluded from participating in inventory as noted above.

5.7.8.2.1.5. Organizational monthly weapon inventories are the organizations

responsibility to complete and file. CA/CRL and SPRAM inventories will be filed

in the custodians jacket file only, not in Master Jacket File. DOLI is not required

to be updated.

5.7.8.2.1.6. Participate in semi-annual inventories in accordance with Base Level

inventory procedures.

5.7.8.2.2. Base level SA/LW.

5.7.8.2.2.1. Base level SA/LW are assigned to and maintained by LRS/Materiel

Management Activity. LRS/Materiel Management Activity is responsible for

storage, accountability and management of SA/LW for base mobility

requirements. Base level SA/LW will be inventoried semi-annually by serial

number. (T-1).

5.7.8.2.2.2. EAE will provide custodians CA/CRLs on first duty day of the

month. Custodian will complete the SA/LW inventory and return the signed

CA/CRL within 15 workdays.

5.7.8.2.2.3. Coordinate at least one inventory cycle with the annual Combat Arms

inspection.

5.7.8.2.2.4. For inventory purposes, permanently affix numbered anti-pilferage

seals to containers.

5.7.8.2.2.5. Inventory the contents of each container by serial number and record

on a locally developed spreadsheet. Note: This spreadsheet will include the

following minimum information: account code (ORG/SHOP), detail number,

NSN, nomenclature, serial number from the SA/LW, butt number (if applicable),

number assigned to the container and serial numbers from the anti-pilferage seals.

5.7.8.2.2.6. Include a copy in the outside container packing list.

5.7.8.2.2.7. Forward copies of the spreadsheet to Document Control and EAE to

ensure anti-pilferage seal integrity. The Document Control copy is the official

record.

AFMAN 23-122 27 OCTOBER 2020 317

5.7.8.2.2.8. EIC will be processed to update the DOLI on the 201 detail. Note:

Updating the equipment 201 detail will automatically update the serialized 250

detail.

5.7.8.2.2.9. EAE will file the signed inventory CA/CRL in the master jacket file

or maintain the CA/CRL within ILS-S.

5.7.8.3. Use the following procedures for banded and crated SA/LW.

5.7.8.3.1. Reconcile CA/CRL serial numbers with 100 percent of serial numbers as

reflected by the number of items listed on the outside of the container. Custodians

will only open crates to perform a physical inventory in the following situations:

5.7.8.3.1.1. When there is evidence of tampering or the anti-pilferage seal serial

numbers do not match those recorded on the maintained listing, custodians will

open containers and complete a 100% physical inventory by serial number in

accordance with DoDM 5100.76. (T-0). Custodians will coordinate with Combat

Arms per AFI 36-2654. (T-1).

5.7.8.4. Discrepancy Reporting. Complete the following actions within 24 hours of

discovering the discrepancy. If the error is unresolved after 24 hours, follow installation

procedures for lost/stolen SA/LW.

5.7.8.4.1. EAE and inventory count personnel will provide assistance to the

equipment custodian to determine if the discrepancy is the result of supply transaction

processing.

5.7.8.4.1.1. When research reveals a supply transaction error, inventory count

personnel will correct the error.

5.7.8.4.2. Missing SA/LW. Conduct an immediate 100% floor-to-book serial number

inventory of the SA/LW storage facility and a review/validation of hand receipts.

5.7.8.4.2.1. When the floor to book inventory does not resolve the error, EAE

will process a small arms serial number inquiry. Contact the CEMF if further

assistance is required. When weapon cannot be found follow procedures for Lost

or Stolen SA/LW.

5.7.8.4.3. Lost or Stolen SA/LW. If a SA/LW is lost or suspected stolen, contact SFS

immediately. Make other notifications as required in the installation’s procedures for

lost or stolen SA/LW per AFI 31-101.

5.7.8.4.4. Found SA/LW. Immediately following the identification of a found

SA/LW, contact EAE for inventory research assistance.

5.7.8.4.4.1. When EAE cannot establish SA/LW ownership, contact SFS to

determine if the SA/LW was reported stolen.

5.7.8.4.4.2. When ownership remains undetermined, contact the CEMF for

assistance.

5.7.8.5. Inventory Adjustments of SA/LW. If a verified overage/shortage exists, see

Weapons Serialized Control Input (Format Two) as outlined in AFH 23-123 for serialized

control processing that must accompany inventory adjustment procedures.

318 AFMAN 23-122 27 OCTOBER 2020

5.7.9. NWRM Inventory Procedures.

5.7.9.1. Purpose: To describe the general procedures associated with conducting

Semiannual NWRM Worldwide Inventory (WWI) and inventories required when the

NWRM Accountable Property Officer (NWRMAPO) changes. Additional information,

including appointment/certification of NWRM inventory team, can be found in AFI 20-

110. For other guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

5.7.9.2. A complete physical count of NWRM by serial number or Unique Item

Identification (UII) will be conducted semiannually or upon change of NWRMAPO to

obtain agreement between the physical on-hand NWRM balances and the accountable

record balance. NWRM inventories validate the existence and completeness of 100% of

the NWRM. Existence indicates items selected from the Accountable Property System of

Record (APSR) (e.g., ILS-S, CAS, DSS, etc.) are physically inspected. Completeness

indicates all assets are accounted for in the APSR.

5.7.9.2.1. The change of NWRMAPOs requires a 100% inventory to support the

effective date of transfer. For the accounting of all NWRM, the losing NWRMAPO

will direct a 100% inventory of NWRM. This inventory will be validated (reviewed

with the inventory officer (IO), referenced NWRMAPO and AFI 20-110) by both the

losing and gaining NWRMAPOs to certify a joint 100% inventory as of the effective

accountability transfer date. See paragraph 1.2 for Change of NWRMAPO

procedures. Note: Semiannual inventories can be used to suffice for the requirement

for a change of NWRMAPO provided both gaining and losing individuals approve

the inventory and no transactions affecting stock record balances occur between the

end date of the inventory and the effective date of the transfer of accountability.

5.7.9.2.2. AF activities will conduct the NWRM inventory during the same month of

the installation’s nuclear weapons Semiannual Inventory Report (SIR) in accordance

with TO 11N-100-3150, Joint Reporting Structure; Nuclear Weapons Reports. (T-0).

5.7.9.2.3. AF activities that do not conduct a SIR, will conduct the NWRM

semiannual inventory in the months of March and September or April and October.

(T-1).

5.7.9.2.4. NWRM will be inventoried according to the policies prescribed in AFI 20-

110 and the procedures in this section. (T-1).

5.7.9.2.5. CAS managed NWRM will use CAS procedures found in AFMAN 21-

201, Munitions Management. (T-1). Note: Out-of-cycle inventory counts do not

satisfy semiannual complete inventory requirements. The LRS APO may elect to

conduct an annual inventory count for any class or type of asset other than controlled

assets, to include NWRM.

5.7.9.2.6. Due to information system constraints and to ensure schedules and

deliveries are not impacted, it is up to the respective organization to determine if

items need to be frozen within the repair cycle for proper count during the inventory

period.

AFMAN 23-122 27 OCTOBER 2020 319

5.7.9.2.7. NWRM installed on-weapon systems (e.g. missiles, aircraft) will not be

inventoried.

5.7.9.3. Roles and Responsibilities for Semiannual Inventory.

5.7.9.3.1. AFMC: Directs and manages the semiannual NWRM world-wide

inventory on every NWRM with an on-hand balance in materiel management APSR

to include all detail/custody balances.

5.7.9.3.1.1. Provides specific dates for the stop movement and freeze of NWRM.

The inventory freeze will take place during a two week period in the months of

March and September or April and October for executing the inventory (except

AF activities with a SIR, who follow in accordance with TO 11N-100-3150. The

inventory freeze will be lifted after all units have completed their physical count.

5.7.9.3.1.2. All materiel management APSR NWRM items will be frozen for

inventory. The NWRM Transaction and Control Center (NTCC) manages

inventory freeze codes and updates the Date of Last Inventory (DOLI) after the

inventory is complete.

5.7.9.3.1.3. Identifies a POC to provide NWRM information to the MAJCOMs

and consolidates all NWRM inventory results forwarded to AFMC thru

MAJCOMs.

5.7.9.3.1.4. Provides each MAJCOM POC with an inventory spreadsheet

containing NWRM items for their bases/units for use in accomplishing the

inventory process.

5.7.9.3.1.5. Creates official world-wide inventory data pull listing and establishes

the inventory data cut-off date as of the date of the data pull.

5.7.9.3.1.6. Provide discrepancies requiring inventory adjustment to AF/A4L

NLT 1 January for the previous year’s semi-annual inventories.

5.7.9.3.2. MAJCOM NWRM POCs (recommend 0-6 or GS-15):

5.7.9.3.2.1. Assigns an NWRM WWI POC and provides the POC information to

AFMC inventory POC and affected bases.

5.7.9.3.2.2. Ensures distribution of NWRM WWI Semi-annual inventory

timeline, any additional inventory instructions, and inventory spreadsheets to all

units under their respective control. Note: The inventory spreadsheet is the

official inventory record.

5.7.9.3.2.3. Performs quality check on unit submitted inventory documentation

and consolidates into a MAJCOM inventory package. When complete, forward all

inventory package to AFMC NWRM Inventory POC per AFI 20-110. Note:

Documentation package will also include any inventory related adjustment

discrepancy research.

5.7.9.3.3. The NWRMAPO:

320 AFMAN 23-122 27 OCTOBER 2020

5.7.9.3.3.1. Reviews the inventory data spreadsheet provided by AFMC to

validate locations, baseline quantities or volume to determine number of teams

required to perform inventories in the allotted inventory period.

5.7.9.3.3.2. Assembles the inventory team(s) coordinating with appropriate

organizations and assign inventory area of responsibility.

5.7.9.3.3.3. Appoints an IO in writing and select additional team members to

assist with inventory as required.

5.7.9.3.3.4. The inventory team members must be identified no later than (NLT)

seven days prior to the start of the inventory to allow time to arrange for access

into the secured areas.

5.7.9.3.3.5. The Inventory Team will be comprised of the following individuals:

an IO with materiel management experience and a verifying individual. The

organizational equipment custodian will be required to support the inventory of

assets on in-use details. The team may be further supported with additional

personnel to facilitate the inventory (moving property, unpackaging and

repackaging assets, etc.). Maintenance/munitions Subject Matter Experts (SMEs)

will assist in determining special asset handling requirements. (See AFI 20-110

for additional information on inventory teams).

5.7.9.3.3.6. Coordinate with the respective area being inventoried to provide

special instructions for access, safety, electro-static discharge (ESD) prevention,

and other required information.

5.7.9.3.3.7. Schedule the times and locations for the inventory teams (where to go

and when).

5.7.9.3.3.8. Ensure all inventory team members are authorized to enter all

locations where NWRM are stored.

5.7.9.3.3.9. Brief the inventory team on the details and procedures of conducting

a ‘blind inventory.’

5.7.9.3.3.10. Use the inventory spreadsheet and current APRS data to identify all

locations where NWRM is stored. Note: The inventory spreadsheet(s) will not be

used to perform the inventory; it will be used to reconcile the results after the

inventory is complete.

5.7.9.3.3.11. Create blind inventory count cards for each NWRM NSN using the

Excel template provided (for an example, see NWRM Inventory Count Card

Template, AFH 23-123). Only the NSN and location/facility will be filled in.

NWRM Storage Facility (NSF) may use DSS-generated products.

5.7.9.3.3.12. Provide NWRM inventory count cards to the team verifying

officer(s). Sample count cards are provided in AFH 23-123.

5.7.9.3.3.13. Provide NWRM Smart-Book (if used) for assigned inventory area.

5.7.9.3.3.14. In coordination with inventory team(s), reconcile the blind

inventory count cards with the inventory spreadsheet after inventory counts are

complete.

AFMAN 23-122 27 OCTOBER 2020 321

5.7.9.3.3.15. Conduct thorough and in-depth causative research for any and all

variances or discrepancies.

5.7.9.3.3.16. Report discrepancies in accordance with this manual and AFI 20-

110.

5.7.9.3.3.17. Perform additional trend analysis of the inventory and provide

results to inventory OPR at the AFMC NTCC within 30 calendar days of

inventory closeout.

5.7.9.3.4. Inventory Officer:

5.7.9.3.4.1. Performs the physical count, annotate the NWRM inventory count

card(s), and provide the information to the inventory team verifier at the end of

each count.

5.7.9.3.4.2. Keeps track of the NWRM inventory count cards given to the

inventory team.

5.7.9.3.4.3. Validates the count and direct recounts when the physical count does

not match the accountable balance on the inventory spreadsheet.

5.7.9.3.4.4. Initiates causative research for all inventory discrepancies.

5.7.9.3.5. The verifying individual accomplishes an audit of account in conjunction

with the NWRM inventory. See AFI 20-110 for audit of account procedures.

5.7.9.4. NWRM Smart-Book (if utilized).

5.7.9.4.1. The use of a Smart-Book is a local option although not required, its use is

highly encouraged. If utilized, care must be taken to ensure the information contained

in the Smart-Book does not contain or become “classified” in nature. Each

organization with NWRM may generate an NWRM Smart-Book to help familiarize

the inventory team with their organization’s NWRM.

5.7.9.4.2. Official NWRM NSN list with all NWRM NSNs highlighted which the

organization does or could possess.

5.7.9.4.3. Consolidated list of potential NWRM with list of locations within the

organization where the item could be found (known as the NWRM footprint).

5.7.9.4.4. Each NWRM item listing will consist of the following:

5.7.9.4.4.1. NSN.

5.7.9.4.4.2. Part Number(s).

5.7.9.4.4.3. Applicable Resource Control Center (RCC)/Production Section

Scheduling Designator (PSSD).

5.7.9.4.4.4. Delivery location(s).

5.7.9.4.4.5. Storage location(s), including the AWP area.

5.7.9.4.4.6. Maintenance location(s), where work is performed on the item.

5.7.9.4.4.7. Month/Year of last time the organization had one or more of these

items.

322 AFMAN 23-122 27 OCTOBER 2020

5.7.9.4.4.8. A picture or drawing of each NWRM, including information on the

location of the data plate.

5.7.9.5. The following actions are general procedures for NWRM Semi-annual

Inventories:

5.7.9.5.1. In order to validate the existence of NWRM, the inventory will be a blind

inventory, meaning the inventory officers will be provided a count card with an NSN

and location but will not be given the serial number or the number of assets on record.

5.7.9.5.2. A complete physical inventory of NWRM, by Serial number (S/N), will be

conducted on every NWRM with an on-hand balance in the accountable materiel

management systems to include all detail balances, assets tracked by spreadsheets, or

any assets that are not on an accountable materiel management system (e.g. trainers,

mockups, simulators, test stands, displays). Note: Blind inventory requirements must

be complied with when multiple NWRMAPO's have NWRM in a shared respective

area. At a minimum NWRMAPO's will review NWRM listings together before the

semi-annual inventory begins to ensure all NWRM in the respective area is

inventoried and that count cards on common items are reconciled afterwards against

the applicable accountable property system of record data files (e.g., inventory

spreadsheets).

5.7.9.5.2.1. The inventory team will be taken to the respective area by escorts

from the organization where the inventory is to take place to physically inventory

all NWRM they find in the area.

5.7.9.5.2.2. These inventory locations will be searched for NWRM that may have

been misplaced to include those areas where NWRM has recently been stored or

maintained. The objective is to perform a general sweep of these locations, not a

“wall-to-wall” search, to find all NWRM.

5.7.9.5.3. All NWRM will be visually verified (except when properly packaged and

marked per AFI 20-110) and counted by S/N. The blind inventory count card will be

filled out using asset information from the asset itself or the exterior packaging/tag if

the asset is banded, crated, or sealed. The objective is to ensure 100% accountability

of all NWRM.

5.7.9.5.4. The IO and verifying individual both visually inspect the items

identification information for each asset or container. The maintenance/munitions

SME ensures the correct serial number is identified for assets that contain

subcomponents (e.g. Aft Section). The IO will records the required information on

the blind inventory count card and the verifying individual reviews the information to

ensure 100% accuracy. It is essential that serial numbers are accurately transcribed (to

include any preceding zeros) to the blind inventory count cards during the inventory.

Note: Care must be taken to ensure the information recorded on the blind inventory

count card is legible.

AFMAN 23-122 27 OCTOBER 2020 323

5.7.9.5.5. When the data plate does not have all of the information needed to identify

the asset (e.g. data plate is missing the NSN), or the item is contained in a sealed box,

use the accompanying documentation (e.g. Work Control Document (WCD), DD

Form 1577, Unserviceable (Condemned) Tag Materiel, or DD Form 1348-1A) to get

the required information for the count card. If the documentation conflicts, note all

variations of numbers on the count card using subsequent lines with '#' column set the

same for any one item pending research after the completion of the inventory. When

unable to determine the identity of an asset, contact the NTCC for assistance.

5.7.9.5.6. Inventory of installed assets on accountable records.

5.7.9.5.6.1. NWRM will not be disassembled for the sole purpose of serial

number (S/N) verification.

5.7.9.5.6.2. These assets will be inventoried by records check. The NWRMAPO

will create a new blind inventory count card for each NSN for NWRM that are

inventoried via a records check.

5.7.9.5.6.3. The IO and verifying individual will complete the blind inventory

count card using data from the accountable system and will annotate, inventoried

by records check, in the remarks section of the count card.

5.7.9.5.6.4. When transcribing the blind inventory count card data to the

inventory spreadsheet, annotate in the comments section the next higher assembly

(NHA) the asset is installed in (e.g. Trainer, Mockup, Simulator, test stand).

5.7.9.5.7. After the inventory is complete, perform inventory reconciliation in

accordance with the process in this manual.

5.7.9.6. Inventory Count Cards.

5.7.9.6.1. The IO will document each NWRM inventoried on their inventory count

cards. Each line on the count card will only contain one item (e.g., Qty. is 1). Special

care will be taken to ensure all leading zeros are included in S/Ns.

5.7.9.6.2. When corrections are made, line out incorrect information and initial next

to the line out.

5.7.9.6.3. When all assets have been inventoried and the count card has remaining

lines, draw a diagonal line through all unused rows and write “No Further Entries” on

the line.

5.7.9.6.4. Additional detailed instructions for filling out the count card (NWRM

Inventory Count Card) form are provided with the official form.

5.7.9.6.5. Once the inventory is complete, close the inventory by assigning page

numbers (1 of 8, etc.) to the blind inventory count cards. Blind inventory count cards

used during the inventory must be signed and dated by both the IO and verifying

individual.

5.7.9.6.6. NWRMAPO will collect all materiel given to the inventory teams.

5.7.9.7. Movement of assets during semiannual inventory.

324 AFMAN 23-122 27 OCTOBER 2020

5.7.9.7.1. Movement of assets must be curtailed prior to the inventory to clear the

transportation channels and ensure that most, if not all, assets are accounted for in a

system of record. To facilitate this effort, outbound shipments will be stopped two

weeks prior to the start of the inventory. Internal base-level or depot-level asset

movements (receipts, issues, due-out releases, returns) will continue through the day

prior to the data pull for the inventory (ensure returns are processed to unserviceable

details).

5.7.9.7.2. The Cargo Movement will also stop all outbound shipments two weeks

prior to the start of the inventory. (T-2). They will make every effort to ensure all

assets processed for shipment are shipped prior to this deadline. After the data pull,

asset movements are restricted at all locations, with the exceptions noted below, until

inventory actions are completed across the AF and NTCC has lifted the inventory

freeze and normal activity can resume.

5.7.9.7.3. Exceptions to asset movement restrictions:

5.7.9.7.3.1. MICAPs: MICAP requirements for assets with available stock on

hand will be satisfied using manual degraded operations issue procedures (Asset

Management will not be used). MICAP requirements for assets with no stock on

hand will be requisitioned off-line and receipted/due-out released using manual

degraded operations procedures (Asset Management will not be used). All

transactions will be recorded on recap sheets for subsequent processing when the

freeze is lifted. The NWRMAPO is responsible for ensuring all degraded

operations transactions are processed correctly and record balances, serial

numbers, etc. match assets on-hand.

5.7.9.7.3.2. Internal base-level asset movements (REC, ISU, MSI, DOR, TIN)

will continue through the day prior to the data pull for the inventory.

5.7.9.7.3.3. Inventory requirements for record balance gains (receipts, returns)

resulting from the above transactions: Assets will be inventoried using procedures

above (general procedures for NWRM Semi-annual Inventories) and the

following additional guidance. A new blind inventory count card will be created

by the NWRMAPO and completed by the inventory team. Enter explanation of

record balance gain in the remarks field of the blind inventory count card (e.g.,

MICAP REC, Doc # FBXXXX91969001). These additional assets will not be

counted when processing Inventory Recount (IRCs) transaction to complete ILS-

S inventory processing. Asset information from the blind inventory count cards

will be transferred to the appropriate columns of the inventory spreadsheet using

the first blank line at the bottom of the inventory spreadsheet. Enter specific

explanation for addition in the remarks column (e.g., MGS receipt, Doc #

FBXXXX91960001).

5.7.9.7.3.4. Inventory requirements for record balance losses (issues, due-out

releases, shipments) resulting from the above transactions: Enter explanation for

movement of asset in the remarks column of inventory spreadsheet for each

specific serial number involved (e.g., MICAP MSI, Doc # S0050191960001).

These assets will be counted when processing IRCs to complete ILS-S inventory

processing, since they were on record at the beginning of the inventory period.

AFMAN 23-122 27 OCTOBER 2020 325

5.7.9.8. Inventory Procedures for Assets in Cargo Movement. Inventory Management

will inventory assets that have been processed for shipment but were not physically

shipped by the Cargo Movement prior to the shipping deadline per guidance. The

NWRMAPO will identify NWRM assets in the Cargo Movement and create a new blind

inventory count card for each NSN. The IO will complete the blind inventory count card

and enter In-transit Cargo Movement and the shipment document number in the remarks

column. (T-2). Additional assets will not be counted when processing IRCs to complete

ILS-S processing. Asset information from the blind inventory count cards will be

transferred to the appropriate columns of the inventory spreadsheet using the first blank

line at the bottom of the spreadsheet. Enter In-transit Cargo Movement and the shipment

document number in the comments.

5.7.9.9. Inventory of Assets in Base Level Maintenance. Installed NWRM not on the

Accountable Property System of Record (APSR) are not subject to NWRM inventory.

Reference AFI 20-110 Note: If NWRM items are already disassembled, they will not be

counted, but the NSN/part number (PN) should be captured. The remarks section of the

inventory count card should clearly identify these items as sub-assemblies of the end item

they are a part of. The NSF is a wholesale NWRM node and will not follow standard

retail inventory procedures. For specific procedures, see the “Physical Counting in the

NWRM Storage Facility (NSF).

5.7.9.10. Planning and Performing Inventories in AF NWRM Storage Facilities (NSF).

These procedures outline the process to accomplish the semi-annual world-wide

inventory of NWRM in Distribution Standard System (DSS) accounts. The NSF is a

wholesale NWRM node and will not follow standard retail inventory procedures.

5.7.9.10.1. The Acceptable Performance Level (APL) for physical inventories of

NWRM is 100 percent. This means that there will be zero difference between the

physical count and record balances.

5.7.9.10.2. Unique Item Identification (UII) numbers (synonymous with serial

number) must be verified manually during the physical count process as DSS does

not inventory by UII. A DSS PE4Y-02 Inventory Workload By Work Area document

will be utilized in the verification process of the location count for each physical

inventory (See Figure 5.2). A second, modified, Query Management Facility (QMF)

Count Sheet will be used to inventory counts and record the UII/serial numbers (See

Figure 5.3). This product will not contain pre-printed UII/serial numbers.

5.7.9.10.3. All inventories of NWRM are completed by physically counting the stock

unless Automated Information Technology (AIT) radio frequency identification

(RFID) inventory is performed at MAJCOM discretion. A paper count (recording the

on-hand balance from the Quantity By Location record) IS NOT an acceptable

practice.

5.7.9.10.4. Physical counts will be performed by a two person (IO and verifying

individual) dual count verification process.

326 AFMAN 23-122 27 OCTOBER 2020

5.7.9.10.4.1. When a second or third count of a location is required, different

individuals will perform the count. Example: Persons conducting the first count

should not conduct the second or third count. (Second count is generated as a

result of a first count variance. Third count is the result of a variance between the

first and second counts.)

5.7.9.10.4.2. A bare item inspection is not required for banded, crated, or sealed

items that show no sign of tampering. Conduct a bare item inspection to verify the

NSN, UII, Condition Code, Unit of Issue and quantity. (If opening the container

will compromise the condition of the materiel, do not perform the inspection.)

5.7.9.10.5. Procedures must be established to ensure the NWRM inventory includes

or meets the following:

5.7.9.10.5.1. Schedule inventories.

5.7.9.10.5.2. Monitor scheduling to ensure effective management of work.

5.7.9.10.5.3. Complete NWRM inventories within two weeks of workload

release.

5.7.9.10.5.4. Provide NTCC with verification that all NWRM NSNs at the site

have been inventoried.

5.7.9.10.5.5. Track and report performance to the NSF NWRMAPO.

5.7.9.10.5.6. Report problems completing any of the Type Physical Inventory

Codes (TPIC) G inventories to the NWRMAPO.

5.7.9.10.5.7. Coordinate the availability of an Equipment Specialist (ES) as

required in performance of a bare item inspection/physical count.

5.7.9.10.5.8. Notify the NWRMAPO within one hour after discovery of potential

inventory loss or gain of NWRM.

5.7.9.10.5.9. Have all potential adjustments reviewed by the NWRMAPO.

Causative research for all adjustments requires approval at the Flag Officer/Senior

Executive Service level.

5.7.9.10.5.10. Conduct rapid assessment research for all potential gains and

losses and report findings to the NWRMAPO.

5.7.9.10.5.11. TPIC. NWRM item inventories will be assigned a TPIC of G

through the Complete Inventory Group Program in DSS.

5.7.9.10.5.12. Report inventories of any NSN not completed, in writing, to the

NWRMAPO. The report should contain an explanation of the reason the

inventory is incomplete.

5.7.9.10.5.12.1. Catalog data changes and condition code changes

automatically cancel the TPIC G inventory in DSS. If this occurs, reschedule

the cancelled inventory and complete within the original two-week period.

(DSS CA Dispatch report PE4X (ADD INVENTORY CANCELLATION)

will be generated daily and may be reviewed to identify cancelled inventories

due to cataloging or condition code changes.).

AFMAN 23-122 27 OCTOBER 2020 327

5.7.9.10.5.12.2. If a scheduled inventory cannot be completed within the

original two-week period, permission to extend the completion date must be

obtained from AFMC Cataloging Activity.

5.7.9.10.6. NWRM Inventory Scheduling Procedures in DSS.

5.7.9.10.6.1. Use the PS03 (LOCAL STRATA INPUT/REVIEW) screen to add

an inventory request. Type Physical Inventory Code “G”, Warehouse Area, and

Narrative (title for inventory) must be entered.

5.7.9.10.6.1.1. After adding inventory request, confirm release of the

inventory (PS031 screen, LOCAL STRATA SELECTIONS).

5.7.9.10.6.1.2. The complete inventory program will run behind the scenes

and populate the stratum. The inventory must be reviewed and accepted

before it will release into production.

5.7.9.10.6.2. Access the PS11 (BROWSE OPEN SAMPLE INVENTORIES)

screen to locate and browse (or delete) the inventory that was created. DSS will

display the PS16 (COMPLETE INVENTORY REVIEW/ACCEPT) screen, where

the inventory may be accepted or deleted. The applicable Inventory Cut-Off Date

(ICOD) must be entered prior to accepting the inventory. The inventories will

load into the workload bank and subsequently release into the workload when

end-of-day wrap-up runs on the assigned ICOD.

5.7.9.10.6.3. Verify the group inventory was accepted by browsing the applicable

group ID number on the blank PS11 (BROWSE OPEN SAMPLE

INVENTORIES) screen. DSS will display the PS13 (DISPLAY IN-PROCESS

RESULTS) screen showing the inventories were loaded into the workload bank.

5.7.9.10.6.4. Print the DSS PE4Y-02, Inventory Workload By Work Area

document for use in the inventory. (Figure 5.2).

5.7.9.10.7. Physical Counting in the NWRM Storage Facility (NSF)

5.7.9.10.7.1. For assets stored in the NSF, one count team member will possess

the DSS PE4Y-02 (Figure 5.2) and the other will use the modified QMF count

sheets containing Stock Record Account Number (SRAN), NSN, and Location

(Figure 5.3). The IO and Verifying Individual will proceed location-by-location

to stored material, “both will” verify NSN, UII/serial number, Condition Code,

Unit of Issue and quantity contained on the DD Form 1500-Series tag and verify

corresponding information on the DSS documents. The “Physical Quantity” total

for each location will be recorded on the DSS PE4Y-02 and each “UII/Serial

Number” and “Total Location Count Quantity” will be recorded on the modified

QMF count sheet.

5.7.9.10.7.2. During the inventory, annotate the following:

5.7.9.10.7.2.1. Total Quantity.

5.7.9.10.7.2.2. Serial Number/UII (Synonymous).

5.7.9.10.7.2.3. Condition Code.

328 AFMAN 23-122 27 OCTOBER 2020

5.7.9.10.7.2.4. Document Number (If an asset is in-transit or is not on the

data pull).

5.7.9.10.7.2.5. Use the Remarks block to annotate any discrepancies or other

notes of interest.

5.7.9.10.7.2.6. IO and VI prints name, organization, phone number, dates, and

signs in respective blocks. Note: SRAN need not be filled out on the Blind

Count Cards.

5.7.9.10.7.3. After the inventory documents (DSS PE4Y-02 and modified QMF

count sheets) are annotated, the IO and Verifying Individual will turn them over

to the NWRMAPO who will reconcile the counts of the DSS PE4Y-02 (Figure

5.2) against the modified DSS count sheets (Figure 5.3). The NWRMAPO will

then verify the UII/serial numbers on the DSS count sheets against the AFMC

provided data pull.

5.7.9.10.7.3.1. When the counts reconcile, the counts will be input into DSS

(PE3H screen, ENTER INVENTORY COUNTS) by a qualified NSF DSS

user.

5.7.9.10.7.3.2. When the counts do not reconcile, a different inventory team

will be dispatched to the location where the discrepancy exists to perform a

second count. If that second count reconciles, the count will be input into DSS

(PE3H screen).

5.7.9.10.7.3.3. When the second count does not reconcile, the NWRMAPO

will accompany the inventory team to the location and determine the cause of

the discrepancy and resolution. Counts that cannot be reconciled will be

processed in accordance with AFI 20-110 procedures for causative research

and potential inventory adjustment.

5.7.9.11. Inventories in Depot Organic Maintenance.

5.7.9.11.1. These procedures outline the process to accomplish the world-wide

inventory of NWRM items in depot organic maintenance.

5.7.9.11.2. Maintenance Wing (MXW) personnel will inventory NWRM within their

respective wing.

5.7.9.11.3. The AFMC Aerospace Maintenance and Regeneration Activity does not

have any NWRM in repair and these procedures do not address any NWRM assets on

an aircraft/end-item currently in storage at AFMC Aerospace Maintenance and

Regeneration Activity.

5.7.9.11.4. For locations using multiple inventory teams, ensure local procedures are

developed to identify NWRM disassembled for on-going maintenance actions in

order to prevent duplication of count by inventory teams. Teams are highly

encouraged to coordinate the performance of inventories to avoid duplication in

counts.

AFMAN 23-122 27 OCTOBER 2020 329

5.7.9.11.5. NWRM that has been removed from a NHA as part of an on-going

maintenance action are subject to inventory. These items will be captured on a new

inventory count card and the remarks section of the count card will clearly identify

these items as sub-assemblies of their associated NHA. Research will be conducted to

determine the status of these items (e.g., to be reinstalled in the NHA or it is no longer

required and will be turned in, demilitarized, etc.). These assets will be added to the

inventory spreadsheet following the last entry under a heading “Part of Ongoing

Maintenance Action.” The status of these assets (e.g. reinstalled in NHA, turned in)

will be clearly identified in the comments section of the inventory spreadsheet for that

item. These are not considered overages.

5.7.9.11.6. NWRM that are issued to a work order for repair of an NWRM NHA.

These assets will be documented on a new inventory count card and the remarks

section of the count card will clearly identify these items as sub-assemblies of the

NHA they are a part of to include the work order number. These items will be added

to the inventory spreadsheet with a comment stating these items will be installed in a

NHA to include the work order number.

5.7.9.11.7. All maintenance holding areas (courtesy stores) will be inventoried, NHA

only.

5.7.9.11.8. Items in the maintenance repair organization (MRO) will not be frozen

for this inventory.

5.7.9.11.9. Inventory data will consist of physical location, SOS, NSN, Condition

Code, Serial Number, and an on-hand accountable balance.

5.7.9.11.10. Researching an out-of-balance scenario. Each situation may be unique,

but there are common circumstances that could cause an out-of-balance scenario.

5.7.9.11.10.1. Verify/validate, conduct research in the following areas for any

discrepancies noted.

5.7.9.11.10.1.1. Check the RINA screen in D035K for condition code Z in-

transits, check the scheduling workbooks to verify all returns have been

processed, etc. See process for more avenues that could cause an out-of-

balance scenario. When the verifying individual does not have D035K access,

the NSF RIM will check D035K information.

5.7.9.11.10.1.2. Transaction history in D035K.

5.7.9.11.10.1.3. Due-In for Overhaul (DIOH) Returns (document identifier

D6M, condition code Z in-transits).

5.7.9.11.10.1.4. Due-In for Overhaul (DIOH) Issues (document identifier

D7M, condition code Y in-transits).

5.7.9.11.10.1.5. Wash-post transactions.

5.7.9.11.10.1.6. The missing item may be located in awaiting parts storage

(AWP) area, which should be checked accordingly.

5.7.9.11.10.1.7. Review scheduling workbooks for process routes (paint shop,

etc.) and match NSN against the WCD.

330 AFMAN 23-122 27 OCTOBER 2020

5.7.9.11.10.1.8. Look for exceptions in G042A, G004L and D035K.

5.7.9.11.10.1.9. Look for found on base (FOB) receipts.

5.7.9.11.11. If discrepancy cannot be reconciled, inventory will complete an AFMC

Form 37, Inventory Research Worksheet. An inventory adjustment will not be taken

by inventory team.

5.7.9.11.12. Forward AFMC Form 37 to Wing NWRMAPO for further research or

action.

5.7.9.11.13. The NWRMAPO will continue causative research, if required, and

forward AFMC Form 37 to the IM for adjustment action.

5.7.9.11.14. Inventory adjustments and Financial Liability for Government Property

Lost, Damaged, Destroyed or Stolen will be passed to the IM for processing.

5.7.9.11.15. The IM will coordinate with AFMC Item Manager (RIM) to process any

adjustments.

5.7.9.12. Planning and Performing Inventories in Contractor Facilities.

5.7.9.12.1. Close and early coordination between the NWRMAPO, AFNWC

Program Offices, IM, Production Management Specialist (PMS), ALC Contracting

(PK), the Defense Contract Management Agency (DCMA), AFMC, and NTCC is

essential to ensure full understanding and cooperation from all involved parties to

include the contractors possessing Government owned NWRM at their facilities.

5.7.9.12.2. NWRMAPO:

5.7.9.12.2.1. Assigns an IO that has a basic understanding of the items to be

inventoried.

5.7.9.12.2.2. Provides the IO blind inventory count cards that contain the NSN

and location of NWRM as well as an inventory spreadsheet sealed in an envelope

that is to be used during the reconciliation.

5.7.9.12.2.3. Coordinates with the contracting officer (CO) at least 30 days prior

to the inventory, to notify the contractor that the inventory will be taking place.

5.7.9.12.2.4. Instructs contractors to stop movement of assets and freeze assets as

well as reduce transaction processing to mission essential transactions to align

with the inventory freeze dates provided by AFMC. The contractor will provide

the inventory team documentation of all transactions processed after the data pull

upon arrival at the contractor’s facility.

5.7.9.12.3. PMS (AFNWC) works with the IM to ensure the inventory team has all

the necessary information/data to facilitate a successful inventory.

5.7.9.12.4. CO:

5.7.9.12.4.1. Acts as a liaison to the contractor to ensure full understanding and

compliance with the inventory requirements.

5.7.9.12.4.2. Ascertains if special access/security clearances are required for

access to contractor facilities.

AFMAN 23-122 27 OCTOBER 2020 331

5.7.9.12.4.3. Coordinates specific dates for the inventory and forward a formal

written notification to the contractor.

5.7.9.12.4.4. Contact DCMA for inventory support as necessary.

5.7.9.12.5. The IO is responsible for planning the inventory, conducting the

inventory, performing the inventory reconciliation and conducting any causative

research at the contractor facilities where the inventory took place, and report

inventory results as prescribed by AFMC in this document.

5.7.9.12.5.1. Ask the contractor if they are aware of other AF owned NWRM at

their facilities. These assets will be inventoried in accordance with AFI 20-110

and this manual.

5.7.9.12.6. The Government is responsible to perform the inventory along with the

IO will be familiar with AF inventory procedures.

5.7.9.12.7. Program Manager is responsible to coordinate with the CO to ensure all

contracts include the necessary contract language outlining the requirements for semi-

annual 100% NWRM inventories.

5.7.9.12.8. At larger contractor locations where a DCMA representative is assigned,

DCMA may act as a liaison between the contractor and the inventory team to verify

the contractor’s stated location of previously un-located items. At contractor facilities

where no DCMA representative is assigned, the regional DCMA office acts in an

advisory capacity providing assistance where practical.

5.7.9.13. Reconciling Inventories.

5.7.9.13.1. Serial number validation. Since NWRM are serialized, it is essential that

serial numbers from the blind inventory count cards are verified against the

accountable record to ensure 100% accountability. Asset identification info (NSN,

serial number, condition code) from the blind inventory count cards will be validated

against both the AFMC provided inventory spreadsheet and the system accountable

record to ensure all data matches. If there is a discrepancy, research must be

conducted to resolve the error.

5.7.9.13.2. Completion of the inventory spreadsheet. Blind inventory count card data

for assets on record will be transferred (electronically) to the inventory spreadsheet in

the appropriate columns to the right of the pre-existing data. Blind inventory count

card data for assets gained (receipts, returns) or in the Cargo Movement will be added

in the first blank line at the bottom of the inventory spreadsheet. Ensure explanations

for record balance loss asset movements are recorded in the comments column for

each specific serial number.

5.7.9.13.3. If physical count does not match accountable records and inventory

spreadsheet, research must be performed in accordance with researching inventory

discrepancy procedures in this section and full supporting documentation provided

(Reference: AFI 20- 110).

5.7.9.14. Researching Inventory Discrepancies.

332 AFMAN 23-122 27 OCTOBER 2020

5.7.9.14.1. The NWRMAPO must research, identify, and correct, or initiate action to

resolve, the cause of all inventory discrepancies. (T-1). If the input inventory count

does not match the accountable records balance, a physical recount is required to

validate the initial count. The inventory team will recount the item using the

procedures in this document and record the results on new inventory count card(s).

The NWRMAPO will then use the NWRM inventory count card(s) and inventory

spreadsheet to reconcile the inventory to the accountable record. (T-1).

5.7.9.14.2. If the recount does not resolve the discrepancy, pre-adjustment research is

required. Pre-adjustment research is performed to verify that the system balance is

correct. The NWRMAPO will perform a complete review of all transactions to

include supporting documents and catalog changes, shipping discrepancies and

unposted/rejected documentation since the last inventory in order to validate the

system balance and determine if a discrepancy between that balance and the count

exists. (T-1). If a potential loss cannot be resolved within 24 hours, a “Financial

Liability Investigation of Property Loss” will be initiated and provided to the IM. Pre-

adjustment research is complete when the system balance is verified to be correct or

the adjustment quantity is determined.

5.7.9.14.3. If upon completion of pre-adjustment research, an inventory adjustment is

required, the IM, the NTCC, and MAJCOM A4R must be notified within 24 hours

and provide inventory adjustment documentation for IM approval. The inventory

adjustment documentation must be certified by the NWRMAPO and approved by the

appointing official (Wing/CC) per in AFI 20-110. IMs must obtain approval from the

first Flag Officer/Senior Executive Service level in their chain of command prior to

performing or authorizing the inventory adjustment transaction. The adjustment that

results will change the system balance to match the final definitive count.

5.7.9.14.4. Causative research must be performed on all discrepancies, resolved and

unresolved, identified as a result of the inventory. The purpose of causative research

is to identify the root cause of any inventory discrepancy. The NWRMAPO has 30

days to complete causative research and provide the results to the IM, the NTCC, and

MAJCOM A4R. A resolved discrepancy is any discrepancy that is correctable by

(re)processing a transaction to correct the system balance (thus bringing count in line

with balance). An unresolved discrepancy is any discrepancy that cannot be corrected

by (re)processing a transaction to correct the system balance.

5.7.9.15. Analyzing and Reporting Inventories.

5.7.9.15.1. The NWRMAPO or Munitions Accountable Systems Officer (MASO) of

units participating in the semi-annual NWRM World Wide Inventory (WWI) will

submit the following products to their respective MAJCOM NWRM POC:

5.7.9.15.1.1. A Certificate of Inventory signed by the NWRMAPO or MASO,

Inventory Officer and the Verifying official. (T-1).

5.7.9.15.1.2. An Inventory sheet signed and dated by the Inventory Officer and

Verifying Individual reflecting the final counts. Note: All discrepancies will be

identified (loses or gains, and inventory mismatches). (T-1).

AFMAN 23-122 27 OCTOBER 2020 333

5.7.9.15.2. MAJCOM POCs will quality check/review unit submitted inventory

documentation. Consolidate information and submit an inventory documentation

package to NTCC within 30 calendar days after the last day of inventory.

5.7.9.15.2.1. A certificate of Inventory signed by the NWRMAPO or MASO,

Inventory Officer and the Verifying Individual.

5.7.9.15.2.2. An Inventory sheet signed and dated by the Inventory Officer and

the Verifying Individual reflecting the final counts. Note: All discrepancies will

be identified (losses, gains, and inventory mismatches). Inventory sheets

submitted by NWRMAPOs and MASOs must include MAJCOM A4R and A4W

(or equivalent) signatures acknowledging the inventory review and the results of

their respective units. (T-1).

5.7.9.15.3. When out of balance condition was discovered during inventory, the

NTCC will remove the 'N' freeze code via NWRM Freeze Code Load or Delete (see

AFH 23-123) and submit a Special Inventory Interrogation (see AFH 23-123).

5.7.9.15.4. The NTCC will update the DOLIs upon proper notification from the

owing MAJCOM indicating inventory completion at their individual units. Note:

DOLI processing will not occur for NSNs at the unit until AFI 20-110 Discrepancy or

Financial Liability Investigation of Property Loss processing is complete.

5.7.9.15.5. NTCC will provide discrepancies requiring inventory adjustment to

AF/A4L NLT 1 January for the previous year semi-annual inventories.

Figure 5.3. QMF Generated Spreadsheet Example.

FAC_NM

NIIN

UII

WRHS_LOC

COND_C

OGDEN, UT

000037274

A4V0639

C22F0800101A

OGDEN, UT

000037274

A4V0680

C22F0800101A

OGDEN, UT

000037274

A4V1173

C22F0800101A

OGDEN, UT

000037274

A4V0499

C22F0800301A

OGDEN, UT

000037274

A4V0806

C22F0800301A

OGDEN, UT

000037274

A4V0811

C22F0800301A

OGDEN, UT

000037274

A4V0990

C22F0800301A

OGDEN, UT

000037274

A4V1009

C22F0800301A

OGDEN, UT

000037274

A4V1112

C22F0800301A

OGDEN, UT

000037274

A4V1169

C22F0800301A

OGDEN, UT

000037274

A4V0555

C22F0800501A

OGDEN, UT

000121729

0006142

C22F1900401A 1

OGDEN, UT

000121729

0006149

C22F1900401A 1

OGDEN, UT

000121729

0006156

C22F1900401A 1

OGDEN, UT

000121729

0006179

C22F1900401A 1

OGDEN, UT

000121729

0006273

C22F1900401A 1

OGDEN, UT

000121729

0006286

C22F1900401A 1

OGDEN, UT

000121729

0006375

C22F1900401A 1

OGDEN, UT

000121729

0006386

C22F1900401A 1

334 AFMAN 23-122 27 OCTOBER 2020

OGDEN, UT

000121729

0006446

C22F1900401A 1

OGDEN, UT

000121729

0006565

C22F1900401A 1

OGDEN, UT

000121729

0006646

C22F1900401A 1

OGDEN, UT

000121729

0006670

C22F1900401A 1

OGDEN, UT

000121729

0006685

C22F1900401A 1

OGDEN, UT

000121729

0006883

C22F1900401A 1

OGDEN, UT

000121729

0006889

C22F1900401A 1

OGDEN, UT

000121729

0006949

C22F1900401A 1

OGDEN, UT

000121729

0007092

C22F1900401A 1

OGDEN, UT

000121729

0007131

C22F1900401A 1

OGDEN, UT

000121729

0007140

C22F1900401A 1

OGDEN, UT

000121729

0007202

C22F1900401A 1

OGDEN, UT

000121729

0007448

C22F1900401A 1

OGDEN, UT

000121729

0007523

C22F1900401A 1

OGDEN, UT

000688700

PDM0089

C22F0300504B 1

OGDEN, UT

000688700

PDM0096

C22F0300504B 1

OGDEN, UT

000688700

PDM0124

C22F0300504B 1

OGDEN, UT

000688700

PDM1029

C22F0300504B 1

OGDEN, UT

000688700

PDM1066

C22F0300504B 1

OGDEN, UT

000688700

PDM1103

C22F0300504B 1

OGDEN, UT

000688700

PDM1116

C22F0300504B 1

OGDEN, UT

000688700

PDM1118

C22F0300504B 1

OGDEN, UT

000688700

PDM1186

C22F0300504B 1

OGDEN, UT

000688700

PDM1212

C22F0300504B 1

OGDEN, UT

000688700

PDM1235

C22F0300504B1

OGDEN, UT

000688700

PDM1240

C22F0300504B 1

OGDEN, UT

000688700

PDM1244

C22F0300504B 1

OGDEN, UT

0006887000

PDM1262

C22F0300504B 1

OGDEN, UT

0006887000

PDM1277

C22F0300504B 1

OGDEN, UT

000688700

PDM1324

C22F0300504B 1

AFMAN 23-122 27 OCTOBER 2020 335

Figure 5.4. Query Management Facility (QMF).

NWRM Third Count Notification QMF:

SELECT DISTINCT A.FSC, A.NIIN, A.COND_CD, A.VISIT_OCCURANCE, A.TPIC,

A.MGR_RIC, C.UI,

C.CIIC, A.STA_DT, B.WRHS_LOC

FROM DDHUENVR.INH A INNER JOIN DDHUENVR.IND B ON B.NIIN = A.NIIN

INNER

JOIN

DDHUENVR.QBG C ON C.NIIN = A.NIIN AND B.NIIN = C.NIIN INNER JOIN

DDHUENVR.DIN D

ON D.NIIN = A.NIIN

WHERE (A.VISIT_OCCURANCE = '3')

AND (A.VISIT_STA = ' ')

AND (A.RESEARCH_STATUS = 'P')

AND (B.VISIT_OCCURANCE = '2')

ORDER BY 5 ASC, 9 ASC

WITH UR

NWRM UII Verification QMF:

SELECT DISTINCT D.FAC_NM, C.FSC, B.NIIN, B.UII, B.WRHS_LOC,

C.COND_CD, ' ' AS UII_DISCREPANCIES

FROM DDHUENVR.DIN A, DDHUENVR.UMR B, DDHUENVR.QBD C,

DDHUENVR.FAC D, DDHUENVR.QBG E

WHERE B.NIIN = A.NIIN

AND B.NIIN = C.NIIN

AND B.WRHS_LOC = C.WRHS_LOC

AND B.COND_CD = C.COND_CD

AND B.SITE_ID = D.SITE_ID

AND B.NIIN = E.NIIN

AND (B.UII_STTS_CD IN ('AA', 'AV', 'PA', 'PV', 'WA', 'WV','RA'))

ORDER BY 5, 4

WITH UR

5.7.10. Adjustment Procedures.

5.7.10.1. Purpose: To provide instructions to adjust the accountable balance for

unresolved discrepancies when there is a difference between the quantities of assets on

hand and the quantity shown in the accountable balance. For IT specific guidance use

AFH 23-123 or the ILS-S User’s Manual.

5.7.10.2. The identification of a potential inventory variance (gain or loss) on a classified

item constitutes a potential compromise of classified information and will be reported

immediately upon discovery in accordance with AFMAN 17-1302-O. See AFI 20-110 for

additional reporting requirements for NWRM.

5.7.10.3. Inventory variances are discovered during Complete or Special inventories or

upon the processing of a Special Inventory Input (see AFH 23-123).

336 AFMAN 23-122 27 OCTOBER 2020

5.7.10.4. Processing a Special Inventory Input may create both a decrease and an

increase inventory adjustment record. These adjustments appear as separate entities on

the Consolidated Inventory Adjustment Document Register, M10/NGV836.

5.7.10.5. Adjustment Documentation

5.7.10.5.1. Adjustments research will be documented using AF Form 12, Supply

Inventory Research Worksheet.

5.7.10.5.1.1. AF Form 12 is used to provide justification and authentication for

the adjustment of the physical inventory and accounting records. AF Form 12 will

be signed by the certifying and approval officials prior to processing adjustment.

5.7.10.5.1.2. The certifying official will be the person who performed the

inventory research or lead researcher if team performed the research. The

approving official will be the Materiel Management Flight Superintendent/OIC.

The certification signature certifies information on the AF Form 12 as accurate

and all applicable research was conducted. Note: Adjustments for NWRM require

more stringent research and approval authority in accordance with this manual.

5.7.10.5.1.3. Once adjustment is processed, the IAD document number and

transaction number will be annotated on the AF Form 12 and form will be filed

with the M10 along with all supporting documentation.

5.7.10.5.2. Supporting documentation for organizational supplies and equipment:

5.7.10.5.2.1. Organizational supplies and equipment encompass any items stored

and managed outside of LRS, e.g., Equipment/SPRAM, DIFM, RSP, Supply

Point, etc.

5.7.10.5.2.2. For losses that do not meet financial liability criteria, organizational

commander will draft a memorandum summarizing research conducted, suspected

cause of variance, and corrective actions taken to prevent further reoccurrence.

Memorandum will be attached to AF Form 12 as supporting documentation.

5.8. Special Purpose Recoverables Authorized Maintenance (SPRAM).

5.8.1. Adding/Deleting SPRAM Authorizations.

5.8.1.1. Purpose: To explain the procedures for Adding/Deleting SPRAM

Authorizations. For guidance specific requirements review AFI 23-101 and for IT

specific guidance use AFH 23-123.

5.8.1.2. Recommendations to add or delete SPRAM authorizations are submitted by the

requesting organization via letter to the EAE. Additions or increases require justification

such as TO references, maintenance directives, correspondence, etc.

5.8.1.2.1. Computation method. The method for computing the additional SPRAM

authorized quantity should be included in the justification. Example: If a maintenance

directive states that a quantity of two SPRAM assets is required per aircraft and 24

aircraft are assigned to the base, then the SPRAM quantity authorized under this

justification would be 48.

AFMAN 23-122 27 OCTOBER 2020 337

5.8.1.2.2. Approval. Each request for changes to SPRAM authorizations will be

approved by the respective group commander and forwarded from the EAE to

AFMC. (T-2). The Operations Group and Maintenance Group Commanders (or

equivalent) may delegate SPRAM approval authority to the squadron commanders.

Delegation below that level is not authorized. Note: NWRM SPRAM approval

authority will not be delegated.

5.8.1.2.2.1. Locally approved requests are forwarded to the MAJCOM CEMF for

tracking and in-turn will be forwarded to the MAJCOM FAM for approval. If

approved, the MAJCOM CEMF then forwards the request with a statement of

unit/MAJCOM funding availability for the requested items to the Lead Command

FAM for final approval. If approved, Lead Command FAM returns the approval

with supporting documentation to the MAJCOM CEMF for further distribution to

the supported activity for requisitioning purposes.

5.8.1.2.2.2. Disapproval at any level warrants the return of the request with

reason for the denial to the initiating activity.

5.8.1.2.2.3. SPRAM requests for entities where the SPM is also the requester,

(e.g., Cryptologic and Cyber Systems Division (CCSD); Remote ReKey (RRK)

program; Intercontinental Ballistic Missile (ICBM) Systems Directorate), will be

approved by the SPM's delegated authority and will be accompanied with the

delegation letter. (T-1).

5.8.1.2.2.4. Requests for the following RDT&E programs will be approved by the

Logistics Branch Chief (or equivalent) and may be delegated to the Senior

Materiel Leader: (T-2).

5.8.1.2.2.4.1. AF RDT&E, including the Aeronautical Systems Division

(ASD), (except for ASD flight line support), and their respective support base

activities.

5.8.1.2.2.4.2. AF Research Laboratory (AFRL).

5.8.1.2.2.4.3. Air Force Institute of Technology (AFIT) School of

Engineering (for master and doctorate thesis and for faculty research).

5.8.1.2.2.4.4. National Air and Space Intelligence Center (NASIC) for

AF/A2.

5.8.1.2.3. Documentation. A copy of each letter requesting changes to SPRAM

authorizations must be maintained by the EAE in a folder along with the current

SPRAM listing and the custodian appointment letter. The letters requesting SPRAM

changes may be discarded once a new SPRAM listing signed by the SPRAM

custodian is received.

5.8.1.2.4. Review. All SPRAM authorizations should be reviewed annually and

certified as valid. Certification may occur during the annual SPRAM inventory and

may be noted on the approved SPRAM listing.

5.8.2. Maintain SPRAM Custodian File.

338 AFMAN 23-122 27 OCTOBER 2020

5.8.2.1. Purpose: To explain the procedures for maintaining the SPRAM Custodian File.

For guidance specific requirements review AFI 23-101 and for IT specific guidance use

AFH 23-123.

5.8.2.2. The EAE maintains SPRAM Custodian File on each account where SPRAM

accountability approval has been given. The file is made up of the following mandatory

items which EAE will maintain for each organization Master SPRAM Jacket File. The

same mandatory items will also be maintained by the SPRAM custodian to maintain the

status of the SPRAM account. Files will not include anything other than what is listed in

each tab unless approved by CEMF. The SPRAM jacket will be maintained separate from

the Master CA/CRL Jacket File.

5.8.2.2.1. Tab A – Memorandums and Certificates.

5.8.2.2.1.1. Original appointment letter; a copy is permitted as long as it is a

direct photocopy of the original no fax copy is allowed for permanent use. A fax

copy may be permitted if only used as a suspense copy when an off-base

organization will be mailing either an original or photocopy to the EAE or AFMC

Equipment Activity.

5.8.2.2.1.2. SPRAM request change letters, e.g., letter requesting for a change to

existing authorized quantities, etc.

5.8.2.2.1.3. SPRAM training certificate(s). Training certificates issued from each

respective EAE or AFMC is acceptable. EAE and AFMC will utilize the SPRAM

Training Handout provided by each MAJCOM CEMF for training certification.

5.8.2.2.2. Tab B – Current File.

5.8.2.2.2.1. Current signed SPRAM Report List – with original or digital (CAC)

signatures from either the primary or alternate custodian. Note: Electronic

signatures may be used.

5.8.2.2.2.2. Any current transfer or deployment documentation relating to

SPRAM assets.

5.8.2.2.2.3. AETC Form 120, Training Equipment List, or AETC Form 120A,

FTD Training Equipment List, and cover letter for all AETC sponsored training

organizations.

5.8.2.2.3. Tab C – Information File.

5.8.2.2.3.1. Memorandums from organization commanders requesting an

extension to current Annual SPRAM Inventory requirements.

5.8.3. Load, Change, Delete SPRAM Detail Records.

5.8.3.1. Purpose: To explain the procedures to load, change and delete SPRAM detail

records. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123.

5.8.3.2. EAE personnel load, change, and delete special purpose asset detail records

using the Load, Change, Delete SPRAM Detail Record input (see AFH 23-123 for the

input format).

AFMAN 23-122 27 OCTOBER 2020 339

5.8.3.2.1. Load. The following is applicable:

5.8.3.2.1.1. Use any terminal for the load, change and delete SPRAM detail

record input. However, any input through a satellite terminal function must be for

that specific satellite system designator.

5.8.3.2.1.2. Load the item record for the applicable system designator, if required.

5.8.3.2.1.3. Enter an “I” in position 64 of the load, change and delete SPRAM

detail record input to call the issue program. Assets will either be issued from the

item record serviceable balance or due-outs will be established.

5.8.3.2.2. Change. Change the special purpose asset detail as follows by processing

load, change and delete SPRAM detail record input with a C in position 80.

5.8.3.2.2.1. Authorized quantity. Do not decrease the authorized quantity below

the total quantity on hand for the prime and all substitute detail records.

5.8.3.2.2.2. Item code. To realign the prime/substitute relationship in a group,

change the existing substitute record to the prime record or add a new prime

authorization. If making this realignment, the existing prime is changed to a

substitute if an on-hand quantity exists. If the on-hand quantity is zero, the

program deletes the detail substitute.

5.8.3.2.2.3. Type SPRAM flag. Input the type SPRAM flag on the prime

authorization. This input changes all detail records with the same document

number and system designator.

5.8.3.2.2.4. SRD. A valid SRD must be entered on the prime detail record. This

input will update the prime and sub detail of the SPRAM asset.

5.8.3.2.3. Delete. Delete a special purpose asset detail record when all on hand

balances are 0 by processing the load, change and delete input with a D in position 80

if the on-hand balance equals zero. SPRAM detail record cannot be deleted when

either the prime (item code P) or substitute detail records are not zero.

5.8.3.2.4. Inquiry. Inquire a special purpose detail record by processing a load,

change and delete SPRAM detail record input with an “I” in position 80. The only

data elements required to inquire a SPRAM detail is TRIC, action code, stock

number, system designator and document number.

5.8.4. Manage/maintain SPRAM Management Products.

5.8.4.1. Purpose: To explain the procedures for managing/maintaining the SPRAM

management products. For guidance specific requirements review AFI 23-101 and for IT

specific guidance use AFH 23-123.

5.8.4.2. The SPRAM Report List does the following (see AFH 23-123 for SPRAM

Report List processing procedures):

5.8.4.2.1. Provides a listing of all items authorized, on hand, and due-out for those

organizations authorized SPRAM assets.

5.8.4.2.1.1. Serves as a custody receipt and authorization certification document

and is signed by the custodian or alternate custodian.

340 AFMAN 23-122 27 OCTOBER 2020

5.8.4.2.1.2. Provides equipment inventory count inputs for the inventory of

SPRAM assets.

5.8.4.2.2. Daily Document Register. The Daily Document Register provides the

SPRAM custodian with a daily recap of all transactions affecting the SPRAM account

in document number sequence. Maintain the Daily Document Registers until receipt

of an updated and signed SPRAM Report List listings are received.

5.8.4.2.3. Consolidated Inventory Adjustment Document Register, M10/NGV836.

Certification and approval sort codes for SPRAM adjustments are as follows. (See

AFH 23-123 Consolidated Inventory Adjustment Document Register, M10/NGV836,

processing procedures.)

5.8.4.2.3.1. Certifying Sort Code H.

5.8.4.2.3.2. Approval Sort Code 1-5, which is the same as other inventory

adjustments.

5.8.4.2.4. Priority Monitor Report and Due Out Validation Listings. Maintain current

copies of the Priority Monitor Report and Due out Validation Listings until

superseded.

5.8.4.2.5. Custodian Request Log. Maintain a copy of a custodian request logs with

suspense and completed documentation submitted to LRS. Completed documentation

may be destroyed upon receipt and approval of a new SPRAM Report List listing.

Note: AF Form 126 has been discontinued and custodian request logs are locally

generated.

5.8.4.2.6. Supporting Documentation. Maintain supporting documentation for

SPRAM assets authorized on the account. Note: Justification documentation will be

validated annually and maintained on file until the SPRAM authorization is deleted.

All copies of hand receipts, logs, letters, etc., used to identify assets stored or used

outside the custodian's work center. Authorized document codes are as follows:

5.8.4.2.6.1. First digit:

5.8.4.2.6.1.1. M=Manual

5.8.4.2.6.1.2. R=Regulation

5.8.4.2.6.1.3. T=TO

5.8.4.2.6.1.4. L=Letter

5.8.4.2.6.1.5. C=Message

5.8.4.2.6.1.6. O=Other

5.8.4.2.6.2. Second Digit

5.8.4.2.6.2.1. U=Headquarter USAF

5.8.4.2.6.2.2. M=MAJCOM

5.8.4.2.6.2.3. A=AFMC

5.8.4.2.6.2.4. L=Local

AFMAN 23-122 27 OCTOBER 2020 341

5.8.4.2.7. Records of Assets Off-Base. Maintain all records of SPRAM assets that

accompany end-items (that is, aircraft, test stations, etc.) off-station for other than

deployments. Maintain a copy of the correspondence directing the movement of the

assets with applicable model and serial numbers. If end-items return without the

SPRAM assets, the depot or using location will be tasked to return the assets, provide

a replacement, or accept accountability. Coordinate with the EAE to process returns

and shipments to the gaining location, if required. Maintain copies of returns and

shipment documentation until an updated SPRAM Report List is approved and filed.

5.8.4.2.8. Relief of Accountability Documentation. Maintain all copies of

documentation requesting relief of accountability for assets lost, damaged, or

destroyed until updated SPRAM Report List listing reflects all actions have been

completed and the SPRAM Report List is signed and filed.

5.8.5. Deploy/Transfer EAID/SPRAM Assets.

5.8.5.1. Purpose: To explain the deployment/transfer of SPRAM procedures. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

5.8.5.2. A deployment is the temporary movement of assets from the home base to

another location or base with accountability remaining at the home station. A transfer is

the movement of assets and accountability to another location or base. When it is

necessary to deploy or transfer SPRAM assets, the SPRAM custodian must provide the

EAE a listing of all items to be transferred or deployed indicating the duration, location,

and any special actions required. The custodian determines if any requirements on order

at the time of transfer action should remain on-order or be cancelled.

5.8.5.2.1. Authority to Deploy or Transfer. The organization commander possessing

the SPRAM assets has the authority to deploy or transfer SPRAM assets. However,

for management purposes, MAJCOMs retain the authority to identify specific

SPRAM assets that require MAJCOM approval before they are deployed or

transferred.

5.8.5.2.2. Losing EAE. When directed by the MAJCOM to deploy or transfer

SPRAM assets, the SPRAM custodian identifies the assets to the EAE. The losing

EAE does the following:

5.8.5.2.2.1. List of assets. After receiving the deployment or transfer listing from

the custodian, logistics plans, and appropriate staff agencies, finalize the lists of

assets to be deployed or transferred.

5.8.5.2.2.2. Prepare the inputs necessary to deploy, return, or transfer the selected

items (Equipment Deployment/Return Transaction/EAID Accountability

Transfer/EAID Accountability Termination).

5.8.5.2.2.2.1. Use the Equipment/SPRAM Single Item Deployment/Return

Input to deploy or return single items (see AFH 23-123 for the input format).

342 AFMAN 23-122 27 OCTOBER 2020

5.8.5.2.2.2.2. Use Equipment/SPRAM Accountability Transfer inputs to

transfer single items (see AFH 23-123 for the input format). Note: EAID

Accountability Transfer, EAID Accountability Termination and

Accountability Transfer transactions are not authorized for NWRM

equipment. Contact the NWRM Transaction Control Cell for processing

instructions.

5.8.5.2.2.2.3. Use EAID Accountability Termination inputs for group

selection of assets for deployment, return, or transfer. (See AFH 23-123 for

the input format.).

5.8.5.2.2.3. Shipping destination record. Ask Customer Support to load a

shipping destination record for the ship-to Stock Record Account Number

(SRAN). This provides a complete mailing address when shipping documents are

output.

5.8.5.2.2.4. Multi-item custody receipt transfer. When the items selected for

transfer will be moved as a complete unit to another Supply Equipment account,

prepare the input to show that the transfer is made as a multi-item custody receipt

transfer. This option is only available with group processing of assets for

deployment, return, or transfer.

5.8.5.2.2.5. Single-item custody receipt documents. When the items selected for

transfer will be shipped, transported, and received as individual items, use

materiel management shipping documents. Transfers to non-Supply Equipment

accounts are always made on materiel management shipping documents.

Equipment Deployment/Return and EAID Accountability Transfer inputs will

only produce materiel management output documents.

5.8.5.2.2.6. Cover letter. Prepare a cover letter to the gaining LRS APO and

attach the following:

5.8.5.2.2.6.1. Shipping documents.

5.8.5.2.2.6.2. Item Record load/Load, Change, Delete SPRAM Asset Detail

Records/ Accountability Transfer inputs (when produced by EAID

Accountability Termination).

5.8.5.2.2.6.3. DD Forms 1348-6 related to L and P numbered items

transferred.

5.8.5.2.2.7. Assets and quantities transferred. Forward to the gaining LRS APO

MAJCOM a listing of the assets and quantities transferred.

5.8.5.2.2.8. Names of custodians. Obtain and keep the names of the custodians

who will accompany the deployed or transferred assets and hand-carry the

materiel management documentation.

5.8.5.2.2.9. Due-ins and due-outs. Determine if the losing EAE should cancel

due-ins and due-outs or keep them in the ILS-S database. Before canceling due-

ins and due-outs, consider such factors as urgency of need by the unit before and

after transfer, avoiding excessive shipping costs, and the availability of the item

from base sources.

AFMAN 23-122 27 OCTOBER 2020 343

5.8.5.2.3. Gaining EAE. When the deployed or transferred unit arrives at the new

location, the gaining unit property custodian receives it and signs the resulting

SPRAM Report List.

5.8.5.2.4. EAID Accountability Termination Input Options. Before processing EAID

Accountability Termination input, EAE personnel must understand that the EAID

Accountability Termination input has several options. For example, Item Record

Load, Load, Change, Delete SPRAM Asset Detail Records, and Accountability

Transfer inputs can be produced to load item records, establish special purpose assets

detail records, and receive property. If a substitute item is deployed, manually prepare

a Load, Change, Delete SPRAM Asset Detail Records to load a prime detail to the

ILS-S database.

5.8.5.2.5. End Item Transfer. The following procedures apply when an end item(s)

(aircraft/missile) is transferred to the AFMC Aerospace Maintenance and

Regeneration Activity. Upon notification of an end item transfer, AFMC will

terminate accountability for all installed and support equipment, SPRAM assets, and

“- 21” technical order assets. These procedures will minimize the number of AFEMS

(C001) reporting errors for FB/E2373 and the losing bases.

5.8.5.2.5.1. Assets Transferred On-Board with the Aircraft/Missile. EAID

Accountability Termination documents will not be processed to FB/E2373 for

aircraft/missile installed equipment when the aircraft/missiles are transferred to

AFMC Aerospace Maintenance and Regeneration Activity for retirement/storage.

AFMC will process the EAID Accountability Termination/EAID Accountability

Transfer documents using the losing base SRAN. Accountability Transfer

documents will not be generated for installed Equipment assets located on board

the aircraft or missile. The reason why accountability ended (aircraft transferred

to AFMC Aerospace Maintenance and Regeneration Activity for

retirement/storage, aircraft tail number) will be annotated on the EAID

Accountability Termination EAID Accountability Transfer output documents.

Copies of the EAID Accountability Termination /EAID Accountability Transfer

terminations will be provided to the equipment custodian. Copy one is filed in

Document Control. AFMC is responsible for clearing all in transit delinquent

shipments identified by the AFEMS (C001) as a result of erroneously processing

EAID Accountability Termination / EAID Accountability Transfer documents.

Note: EAID Accountability Transfer, EAID Accountability Termination and

Accountability Transfer transactions are not authorized for NWRM equipment.

Contact the NWRM Transaction Control Cell for processing instructions. Instead

of processing EAID Accountability Transfer, refer to paragraph 5.7 for

processing of the inventory adjustment with proper supporting documentation.

344 AFMAN 23-122 27 OCTOBER 2020

5.8.5.2.5.2. Assets which are shipped through transportation channels. Use non-

direct shipments (not EAID Accountability Termination) according to procedures

contained in paragraph 5.3 of this manual to ship in-use spare assets not

transferred onboard the aircraft/missile to AFMC Aerospace Maintenance and

Regeneration Group for storage. Assets will be shipped to FB/E2373, mark for

AFMC Aerospace Maintenance and Regeneration Activity, Davis-Monthan AFB,

AZ. Shipment suspense details should not be generated. See AFH 23-123 for

shipping destination record transaction (FRD) format.

5.8.5.2.6. Receive or transfer SPRAM. Use the Accountability Transfer input to

process an issue to a special purpose asset detail record. It may be produced by EAID

accountability termination processing or by manually preparing individual inputs for

the input format (see AFH 23-123 for the format).

5.9. Inspection and Related Operations.

5.9.1. General Requirements for Inspection and Related Operations.

5.9.1.1. Purpose: To explain standard AF methods and procedures for inspection and

related operations which include verifying identity, condition (as certified by

maintenance inspectors or obvious physical damage) and status marking, tagging, and

labeling of property at U.S. AF activities. The contents of this chapter also include

special storage and handling to include condition and identity changes of materiel and are

applicable to all activities unless prescribed otherwise in the individual section. For other

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

5.9.1.2. Logistics personnel will not sign DD Form 1574/1574-1 certifying an asset as a

serviceable condition item. Exception: Certified IPE personnel will sign DD Form

1574/1574-1 when applicable, after JSMLT inspections.

5.9.1.3. MIL-STD-129 and MIL-STD-130 prescribe identification marking requirements

to be followed by contractors and AF activities. Serviceable items being received, stored,

issued, or shipped must be identified either through original containers or subsequent

containers. Example: 100 bolts are received into an account in one clearly identified

package. A shipment for 10 bolts is requested from the same account. The materiel

management technician would place the 10 bolts into another container (e.g., Baggie)

then annotate the identification (NSN, Noun, Contract and Lot Numbers) and the quantity

contents legibly on the new container prior to shipment, accompanied by the shipment s

DD Form 1348-1/1A. DD Form 1574/1574-1 can be used to identify property if the

remark field contains the following statement: ID PURPOSES ONLY.

5.9.1.4. The following actions will be performed:

5.9.1.4.1. Requirements for XD (Reparable) items:

5.9.1.4.1.1. Incoming Shipments:

AFMAN 23-122 27 OCTOBER 2020 345

5.9.1.4.1.1.1. Verify identification on the outside container matches DD Form

1348-1A or DD Form 1348-1A. If the outside container does not match the

DD 1348-1/1A, the container must be opened to properly identify the item. If

the actual property does not match the DD Form 1348-1A, submit a Supply

Discrepancy Report (SDR)/Report of Discrepancy (ROD) as outlined in AFI

23-101.

5.9.1.4.1.1.2. Ensure condition paper work is located on the outside of the

container. If condition paperwork is not located on the outside of the container

but the item identification is matched and there is no suspected damage, the

DD Form 1348-1A will suffice as condition paperwork. The DD Form 1348-

1A must be affixed to the outside container for originator tracing purposes. No

further labeling/tagging or opening containers are required. Exception: Items

of sufficient size to make stenciling more appropriate due to outside storage

and exposure to weather, or when stenciling is preferred by AF activities.

When stenciling is accomplished in lieu of tagging, the minimum information

will be the data contained on DD Forms 1574/1574-1 (inspector’s

name/signature or the inspector’s stamp certifying the condition of the asset

on the outside of the container).

5.9.1.4.1.1.3. If serviceability or condition of property cannot be identified or

is in question, an SDR must be processed prior to acceptance into the ILS-S

outlined in AFI 23-101.

5.9.1.4.1.2. Incoming Returns:

5.9.1.4.1.2.1. Ensure DD Form 1574/1574-1 series tag is completely filled out

and contains a legible signature from a certified maintenance inspector stating

the identification of the asset and the condition is placed on the outside of the

container. If DD Form 1574/1574-1 series tag is placed on the outside of the

container no further labeling/tagging or opening of containers are required.

Exception: Items of sufficient size to make stenciling more appropriate due to

outside storage and exposure to weather, or when stenciling is preferred by

AF activities. When stenciling is accomplished in lieu of tagging, the

minimum information will be the data contained on DD Forms 1574/1574-1

series tag (inspector’s name/signature or the inspector’s stamp certifying the

condition of the asset on the outside of the container).

5.9.1.4.2. FAA Form 8130-3, Authorized Release Certificate, Airworthiness

Approval Flag.

5.9.1.4.2.1. Federal Aviation Agency certified Items. A FAA Form 8130-3 will

accompany all serviceable certified items. Exception: When FAA Form 8103-3 is

not available, forms listed in AFI 23-101, paragraph 5.9.8.5 may be used for

certification. DD Form 1574 is acceptable certification if signed or stamped by a

Federal Aviation Agency approved repair facility. Certification forms are not

required for aircraft consumable spares. Each package or unpackaged item will

have the required certification forms on the outside of the container. Items

missing certification forms will not be stored, issued or shipped to requesting

organizations.

346 AFMAN 23-122 27 OCTOBER 2020

5.9.1.4.2.2. Inspecting Federal Aviation Agency certified items in storage.

Inspection personnel will process a quarterly listing on all items records assigned

Federal Aviation Agency indicator codes. Inspection personnel will ensure all

serviceable items have mandatory certification forms visible on the outside of the

container. Items missing certification forms will be removed from storage

location, suspended on an unserviceable detail with condition code “J,” and

labeled using DD Form 1575.

5.9.1.4.3. General requirements for both reparable and expendable items:

5.9.1.4.3.1. Open packages with single items of supply received in vendor-sealed

containers for additional inspections or tagging as to the condition and or

identification when subjected to one or more of the following actions:

5.9.1.4.3.1.1. Property has been used; been rendered incomplete; suffered

obvious or suspected damage, deterioration, corrosion; or had latent defects

disclosed.

5.9.1.4.3.1.2. Condition or status of the property has been changed by

direction of higher authority.

5.9.1.4.3.1.3. Identification of the property has been lost, defaced, or

obliterated.

5.9.1.4.3.1.4. The container shows evidence of possible damage to the

materiel, or the item history dictates inspection action is required regardless of

pack.

5.9.1.4.3.1.5. When the maximum operating time of the item is limited and

partial service life has been accrued, but the item is returned to serviceable

stock after minor repair under TO 00-20-3, Maintenance Processing of

Reparable Property and Repair Cycle Asset Control System.

5.9.1.4.3.2. For bare items utilize the item identity plate if available.

5.9.1.4.3.3. To validate identity of an asset cross reference the assets part number

with catalog records utilizing Master Item Identification System (MIICS) or

Federal Logistics Data.

5.9.1.4.4. Original Containers affected by conversion to national stock numbers

(NSNs) or superseded by new codes or NSNs:

5.9.1.4.4.1. Do not open solely for application of new Stock List Change data

(SLC) while in storage.

5.9.1.4.4.2. Identify proper SLC data except in those instances when it is not

economically feasible to remark each container in storage, due to quantity

involved. In such instances, a sufficient quantity will be identified and re-tagged

to facilitate issue and inventory. Mark the location adequately with the use of a

bin card to indicate that some items have not been retagged. When issues or

shipments are made, all items, unit packs, outside containers or intermediate

containers, will be marked with the current SLC data (MIL-STD-129).

AFMAN 23-122 27 OCTOBER 2020 347

5.9.1.4.5. Use the correct tag in accordance with TO 00-20-3 to prepare all

authorized tags/labels.

5.9.1.4.6. Use MIL-STD-129 and MIL-STD-130 for marking and identification.

5.9.1.4.6.1. MIL-STD-129 provides the minimum requirements for uniform

military marking for shipment and storage. Marking is the application of numbers,

letters, labels, tags, symbols, or colors on containers or packaging to provide

identification and expedite handling during shipment and storage.

5.9.1.4.6.2. MIL-STD-130 provides the guideline that requires product

identification nameplates, product identification labels, and product identification

tags be designed in a specific way.

5.9.1.4.7. Metal tags specification MIL-P (USAF):

5.9.1.4.7.1. May be utilized to identify the contents of containers having only one

line item and which are stored outside or being shipped overseas.

5.9.1.4.8. Metal embossing plates. May be utilized for applying item description and

other data to forms, tags, labels, listings, etc., at AF installations where equipment is

authorized and available.

5.9.1.4.9. Activity Supply Inspector. Ensures that all materiel received, stored,

issued, or shipped is properly identified, and the legibility and permanence of the

information contained on tags, labels, and other markings are maintained.

5.9.1.5. Condition and Item Management Data Changes. Changing the condition,

identity, or item management data of assets may be needed under certain circumstances.

The document flow for Document Flow for Condition/Identity Change (FCC or FCH) is

described in AFH 23-123, Condition Changes. Processing Condition Changes (FCC) is

described in AFH 23-123.

5.9.1.6. Suspect Materiel. AFMC will coordinate stock screening action requests

received from the Air Force Discrepant Materiel Program Office (AFDMPO) DLA,

GSA, Depot item managers, Air Staff, etc.

5.9.1.6.1. AFMC will suspense supported LRS/Materiel Management Activities to

perform stock screening actions and will maintain all stock screening notifications

and screening results received from the bases until suspect flags or exception control

data is removed.

5.9.1.6.2. Supported LRS/Materiel Management Activities must also maintain

documentation on suspect items loaded at their location.

5.9.2. Processing Identity Changes.

5.9.2.1. Purpose: To explain the procedures for processing identity changes. For

guidance specific requirements review AFI 23-101 and for IT specific guidance use AFH

23-123.

348 AFMAN 23-122 27 OCTOBER 2020

5.9.2.2. Use the identity change processing to re-identify a specific item or quantity of

supplies from one stock number to another when it is recorded on the item record, EAID,

or a SPRAM detail record. Note: Identity changes are not allowed for vehicles and WRM

while on EAID. Process a return to stock before the identity change input is processed.

The item can may be issued back to the appropriate EAID under the new NSN.

5.9.2.2.1. Identity Changes. Identity changes may be used to correct the identification

of serviceable items in storage, but they should be very rare. When possible, post

processing will be used to correct the identification of items on detail records. The

identity change of a Weapon or CCI/ COMSEC asset will not be allowed. Processing

Identity Changes are described in AFH 23-123.

5.9.2.2.2. Item Management Data Changes. Some item management data changes

(e.g., controlled item code changes) will automatically cause the generation of

warehouse change documents. Warehouse personnel must process warehouse change

documents as quickly as possible. Warehouse Change Documents are described in

AFH 23-123.

5.9.2.3. Whoever identifies that there is a discrepancy between the item/detail record’s

stock number assignment in the ILS-S and what the asset’s actual stock number is

physically (also known as misidentified) will notify a qualified inspector (as deemed by

AFI 23-101). Note: Normally, the qualified inspector for assets on equipment and

SPRAM details is aligned under EAE. Whereas, the qualified inspector for all other

assets is from the Inspection Element.

5.9.2.4. The qualified inspector:

5.9.2.4.1. Inspects the asset to confirm it is misidentified. Exception: The LRS APO

may, at discretion, determine that an asset does not have to be physically inspected by

an LRS/Materiel Management Activity inspector if sufficient information is provided

by E-mail, fax, or other means.

5.9.2.4.2. If the asset is misidentified, research the ILS-S to ensure the discrepancy

cannot be resolved by other means (e.g., record reversal, return, etc.). Extreme care

should be taken when processing an identity change since it creates both a decrease

and an increase inventory adjustment record.

5.9.2.4.3. Re-tag/label the property.

5.9.2.4.4. Ensure the identity change meets the criteria specified in Processing

Identity Changes, AFH 23-123 prior to initiating any transaction processing.

5.9.2.4.5. Coordinate with EAE to ensure changes are made to equipment and

SPRAM details as necessary in accordance with paragraph 5.4 Note: Items that are

deployed cannot be re-identified, but the remaining on-hand quantities can be re-

identified.

5.9.2.4.6. Process the identity change transaction in the ILS-S. See AFH 23-123 for

SPRAM Identity Change, Identity Change Input, and EAID/In-Use Identity Change

Input and output formats.

5.9.2.4.7. Take corrective action(s) as prescribed by AFH 23-123 if the transaction

rejects.

AFMAN 23-122 27 OCTOBER 2020 349

5.9.2.4.8. Create a suspense file and forward the identity change document to

warehouse storage or EAE personnel, as applicable. Ensure asset is relocated; new

location is assigned; and location is entered on DD Form 1348-1A, as appropriate.

5.9.2.4.9. Upon receipt of returned document annotate the reason for change in

blocks 26-27 of DD Form 1348-1A (continue on reverse side of form if needed). For

suspect materiel, AFMC will coordinate stock screening action requests received

from the Air Force Discrepant Materiel Program Office (AFDMPO) DLA, GSA,

Depot item managers, Air Staff, etc. sign identity change document (e.g., DD Form

1348-1A) as prescribed AFH 23-123, Quick Reference Guide For DD 1348-1A

Quality Control Edits.

5.9.2.4.10. Obtain the appropriate official’s certification and approval as prescribed

by AFH 23-123, Authentication of Inventory Adjustments and Identity Changes, if

applicable.

5.9.2.4.11. Forward completed documentation as follows:

5.9.2.4.11.1. Copy 1 to Document Control for filing in accordance with

paragraph 5.5 of this manual.

5.9.2.4.11.2. Copy 2 to custodian (for equipment and SPRAM identity change

inputs).

5.9.2.4.11.3. Copy 3 to EAE jacket file (for equipment and SPRAM identity

change inputs). Remove FER or 1SA document when new R14 or R25 is

received.

5.9.3. Processing Assets for Maintenance Functional Check.

5.9.3.1. Purpose: To explain the procedures for processing maintenance functional

checks. For guidance specific requirements review AFI 23-101 and for IT specific

guidance use AFH 23-123. The types of assets requiring function checks fall into two

categories:

5.9.3.1.1. Assets (other than buildup items) requiring extensive functional checks

before installation.

5.9.3.1.2. Serviceability of an asset is in question. Assets that appear to have been

mishandled while in stock, dropped, etc. or assets received in a suspect condition.

5.9.3.2. Responsibilities.

5.9.3.2.1. Supply Inspectors normally manage the functional check program for the

LRS APO. At the option of the LRS APO or the MAJCOM, the functional check

program for readiness spares packages may be managed separately.

5.9.3.2.2. The list of functional check assets will be compiled by Maintenance

Superintendent (MX Supt) and forwarded to the LRS, per AFI 21-101. (T-1).

350 AFMAN 23-122 27 OCTOBER 2020

5.9.3.3. Identification of items requiring functional checks before installation. The

Maintenance contact point for functional checks prepares a listing of all items requiring

extensive functional checks before installation and forward a copy of this list to supply

Inspection. This listing is usually in the form of a signed letter. All listings, letters, etc.,

submitted by Maintenance point of contact will be kept on file in Inspection until the

superseded or items no longer require functional checks.

5.9.3.3.1. Inspection of items requiring functional check. Upon receipt of the listing,

Inspection personnel perform following:

5.9.3.3.1.1. Process an inquiry to determine the location of all assets on the

listing, including interchangeable assets.

5.9.3.3.1.2. Physically inspect all assets on the inquiry to determine if the local

maintenance activity has already performed the functional check. The appearance

of a base maintenance inspector's stamp/signature is adequate proof of the

function check. If Inspection personnel find any assets requiring a functional

check, they process them.

5.9.3.3.1.3. Process FCD inputs to load or delete the functional check flag for

those items identified on this listing. (See Stock Control Data –

Load/Change/Delete Input (FCD), AFH 23-123 for FCD format.) The FCD input

changes all master and interchangeable items in the group having the same system

designator.

5.9.3.3.1.4. At the option of a MAJCOM, DD Form 1576 or 1576-1 may be used

for items that require in-stock functional checks; otherwise, annotations will be

made on either the DD Form 1574/1574-1 to indicate in-stock functional checks

are required.

5.9.3.3.1.5. Remove the distinctive markings from the bin labels for those items

requiring deletion.

5.9.3.3.2. Processing Items Requiring Functional Checks. When Inspection personnel

find an item for which the local maintenance inspector has not indicated the condition

of serviceability by stamping or signing the DD Form 1574/1574-1, they contact the

maintenance contact point or Production Control to determine when the asset(s) can

be scheduled for a functional check.

5.9.3.3.2.1. Receive time and place of delivery. Maintenance contact point

informs Inspection personnel what maintenance shop will perform the functional

check and when the functional check can be conducted.

5.9.3.3.2.2. Issue to Maintenance. Process an ISU or MSI using activity code C

and the organization and shop code furnished by Maintenance point of contact.

Note: Process MSI for assets accounted for on MRSP, MSK, WRM, or supply

point detail records. See Issue From Detail Record (MSI) Processing Instructions,

AFH 23-123 for MSI format.

AFMAN 23-122 27 OCTOBER 2020 351

5.9.3.3.2.3. Deliver items. Deliver the items to the appropriate shop where they

will be controlled under normal DIFM procedures until returned to Supply. If

these items need repair, the required bits and pieces will be charged to the

repairing shop.

5.9.3.3.2.4. Return from Maintenance. When maintenance returns the item to

supply, process a turn-in (TIN) based on the condition of the item and the action

taken code. See Recoverable Item Turn-In Request (TIN), AFH 23-123 for the

TIN format.

5.9.3.4. Processing Assets of Questionable Serviceability. When the serviceability of any

asset is in doubt, the supply Inspectors will place the item in a suspect condition and

process the item to maintenance using the functional check process.

5.9.3.4.1. Issue to Maintenance. Issue the suspect item to maintenance using MSI

with activity code C and the organization and shop code furnished by maintenance

point of contact. The issue to maintenance results in no financial updates to the

organization’s O&M funds because of the suspect condition code and the “C” activity

code.

5.9.3.4.2. Return from Maintenance. Credit will be allowed based on the

serviceability of the item and the action taken code as indicated below:

5.9.3.4.2.1. Serviceable with Action Taken Code B. When maintenance

determines the item is serviceable (condition code A) and performs no repair

(action taken code B) process the turn-in (TIN) with a suspect condition code and

then change the condition of the asset from suspect to serviceable process using a

Condition Code Change input (FCC). This process prevents crediting the

maintenance organization for repairs it did not perform. See Processing Condition

Changes, AFH 23-123, for the FCC format.

5.9.3.4.2.2. Serviceable with Action Taken Code Other than B. When

maintenance determines the item was unserviceable and repairs the item (action

taken code indicating repair, other than B) process the TIN as serviceable to allow

the maintenance organization to receive credit for the repair performed.

5.9.3.4.2.3. Unserviceable. When maintenance determines the item is

unserviceable and performs no repair, process the TIN as unserviceable.

Maintenance will not receive any credit for the return of the unserviceable item.

5.9.3.5. Functional Checks Listing. Program NGV401 with the functional check listing

option (or an equivalent local program) will be processed as required, but at least

semiannually. A copy of the output will be forwarded to both the Maintenance point of

contact and Inspection. Upon receipt of the listing, Inspection personnel do the following:

5.9.3.5.1. Check this listing against the previous listing and with letters submitted by

Maintenance point of contact.

5.9.3.5.1.1. Thoroughly research items added to or deleted from the previous

listing.

5.9.3.5.1.2. If no requests from Maintenance point of contact are on file, ask the

Maintenance point of contact to verify the additions or deletions.

352 AFMAN 23-122 27 OCTOBER 2020

5.9.3.5.2. Update the present listing manually or request a new listing when new

additions or deletions are requested. The number of changes required should

determine whether to manually update the listing or request a new one.

5.9.3.5.3. Provide a copy of the Functional Check Listing to Receiving for use during

degraded operations.

5.10. Management of Discrepant, Counterfeit and Suspect Counterfeit Materiel.

5.10.1. Purpose: To provide referenced for AF policy guidance and procedures regarding the

management of discrepant, counterfeit and suspect counterfeit materiel. For guidance specific

requirements and other authoritative sources for discrepant materiel, review AFI 23-101; this

guidance identifies requirements for non-conforming or malicious materiel reporting,

investigating, and resolution processes and procedures.

5.11. Stock Positioning.

5.11.1. Asset Redistribution.

5.11.1.1. Purpose: Describe the processing actions for Stock Control or designated

personnel to manage RDO/Referral suspense detail records.

5.11.1.2. RDO/Referral suspense details will appear on the Base Supply Surveillance

Report (D20), part 13 and the RDO Metrics Report (M22) (Reference Surveillance

Report (D20/NGV821) and Redistribution Order (RDO Metrics) (M22/NGV885) in AFH

23-123. These listings provide management with the capability to manage and track all

incoming RDO/Referral orders when they are in a suspended status. Interrogation of the

RDO/Referral suspense details can also be accomplished by processing a 16 ALL inquiry

or an inquiry with retrieval code “T.”

5.11.1.3. The management of RDO functionality within ILS-S is designed to operate

with little to no manual intervention. Users can view the ILS-S Audit Trail Component

(ATC) entries to determine the disposition of each RDO transaction. User can create a list

of all RDO suspense details from any base account (based on AFSCDB data), list

rejected RDOs, determine if RDO rejects were cleared without reprocessing (assuming

the clear was processed through ILS-S), and also determine if a record reversal and

correction on the shipment was performed.

5.11.1.4. When a wholesale-directed redistribution transaction (A2*/A4*) is processed in

the ILS-S, the system checks for serviceable base assets. If serviceable base assets exist,

then the RDO/referral order is subjected to a series of rules, based upon the priority of the

redistribution transaction, to determine what base assets may be released for shipment.

Basically the rules ensure base assets will only be redistributed to bases with higher

priority needs. Those asset release rules are detailed in Redistribution Order (RDO) Asset

Release Rules in AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 353

5.11.1.4.1. If base assets are available to satisfy the RDO/referral, but some or all of

the required assets are “inaccessible” for immediate shipment, the ILS-S creates an

RDO/referral suspense detail (220) detail. There are numerous reasons why

serviceable assets may be suspended. For instance, RDO/referral suspensions can

occur due to ongoing physical inventory actions, out of warehouse storage locations,

because the serviceable assets are deployed in an MSK, and when an external

management decision is required. The RDO/referral suspense detail is maintained in

the ILS-S until the redistribution action is either honored or denied.

5.11.1.4.2. When an A2*/A4* is suspended, either an I136 or I023 management

notice is produced and forwarded to Stock Control. See Common RDO (A2*),

Referral Order (A4*), And Excess Disposition Shipment (FTR) Rejects and

Corrective Actions in AFH 23-123 for common RDO rejects.

5.11.1.4.3. Process a query to determine if the 220-RDO-QTY can be satisfied from

other assets or substitute NSNs.

5.11.1.4.4. Personnel should check the numeric source coded item in D043 to

determine what the source code was before it was locally tailored. If the source code

is preferable to the source code on the input stock number (including consideration of

the item jump-to-code) then the item can be shipped to satisfy the RDO. If research

indicates the asset cannot be shipped, then take action to deny the RDO. Numeric

source codes indicate that the interchangeable and substitute group (ISG) has been

locally tailored, and the item may or may not be in a subgroup that is usable in lieu of

the requested stock number.

5.11.1.4.5. Re-input RDO (A2*/A4*) transactions to either honor or deny suspended

redistribution/referral orders. See Redistribution/Referral Order (A2*/A4*) Input in

AFH 23-123.

5.11.1.4.5.1. Re-input RDOs with TEX code asterisk (*) to ship a substitute NSN

or to honor RDOs with off-base supply point or deployed MSK assets. However,

before using TEX “*,” personnel should ensure that the A2*/A4* satisfies the

asset release rules detailed in Redistribution Order (RDO) Asset Release Rules

AFH 23-123. Note: TEX “*” is note authorized for RSP details. Failure to re-

input suspended RDOs with the “*” could cause duplicate RDO/Referral suspense

details. When using TEX code “*,” re-input the original A2*/A4*, with the

following changes:

5.11.1.4.5.2. If shipping from an MSK or supply point detail, use the NSN and

the quantity that will be released from the detail. Use the suffix code from the

RDO/Referral suspense detail. If MSK or supply point assets are available, then

Stock Control can ship (A2*/A4*) the asset directly off the appropriate detail or

the assets can be turned in and shipped off the item record by re-inputting the

A2*/A4*. Stock Control should normally ship directly off the detail in lieu of the

return/ship process.

5.11.1.4.5.3. If shipping a substitute item, use the substitute NSN and the quantity

of the substitute NSN that will be released for the RDO. Use the suffix code from

the RDO/Referral suspense detail.

354 AFMAN 23-122 27 OCTOBER 2020

5.11.1.4.6. Re-input the applicable denial code into the TEX code field of the

A2*/A4*. The TEX code field is a dual purpose field and must reflect the appropriate

denial code. See authorized denial codes in Redistribution Order Denial (B7*)

Transaction Format in AFH 23-123.

5.11.1.4.7. If a referral order (A4*) is partially or completely denied either

programmatically or manually, the ILS-S outputs a supply status (AE*) transaction

with “CB” status.

5.11.1.4.8. When ICPs that initiated RDOs and referral orders have not received

status from the shipping bases, the ICPs follow-up to the shipping bases for updated

status.

5.11.1.4.8.1. When AFMC or C-ICPs has not received status from a shipping

base indicating when (or whether) an RDO has been honored, the ICP sends a

redistribution order follow-up (BF7) transaction to the shipping base. The

redistribution order follow-up transaction format is provided in ILS-S Responses

to RDO and Referral Order Follow-ups in AFH 23-123. The ILS-S response to

these wholesale redistribution order follow-up transactions depends upon whether

the base has received the RDO, and if so, whether the RDO has been honored.

The ILS-S responses to ICP RDO follow-ups are provided in ILS-S Responses to

RDO and Referral Order Follow-ups, AFH 23-123.

5.11.1.4.8.2. Referral order follow-ups. ICPs who initiate referral orders can

follow-up to shipping bases via DLMS EDI follow-up (AF*) transactions. Refer

to Reply to Redistributable Order Follow up Shipment Status (BL7) in AFH 23-

123, for a reference to DLMS EDI follow-up output (AF*) transactions. See ILS-

S Responses to RDO and Referral Order Follow-ups, AFH 23-123, for details

regarding the ILS-S responses to referral order follow-ups.

5.11.1.4.9. Initiators of RDOs and referral orders communicate cancellation requests

via AC* transactions. See Requisition Cancellation Request (AC1/AK1) Output

Transaction in AFH 23-123 for the format for AC* transactions. When RDO or

referral order cancellation request transactions are input, the ILS-S attempts to locate

a shipment suspense or SNC detail with an equal document number and suffix code;

or an RDO/referral suspense detail. The action taken by the retail system depends

upon what details are found. See ILS-S Responses to RDO and Referral Order

Follow-ups, AFH 23-123 for a complete explanation of the ILS-S responses to

RDO/referral order cancellation requests.

AFMAN 23-122 27 OCTOBER 2020 355

Chapter 6

MATERIEL RETURNS

6.1. Overview. This chapter outlines AF guidance for performing supply chain materiel

management processes associated with materiel returns and disposal of materiel. These activities

include Returns and Disposal. DoDM 4100.39, Federal Logistics Information System (FLIS)

Procedures, DoDM 4140.01, Vol. 6, DoDM 4160.21, Vol. 4, and DoDM 4160.28, Vol 1,

Defense Demilitarization: Program Administration, serve as primary DoD reference sources.

6.2. Returns.

6.2.1. Material Returns to the Retail Supply Activity.

6.2.1.1. Purpose: To explain return procedures. For guidance specific requirements

review, AFI 23-101 and for IT specific guidance use AFH 23-123. Caution: AFI 16-1404

applies at all levels of personnel who handle, or store classified information and

Controlled Unclassified Information (CUI).

6.2.1.2. Return requests will be processed without delay.

6.2.1.3. The following actions will be performed for all returns:

6.2.1.3.1. Perform physical bare item inspection of property (identaplate, engraving,

decal, or label) to ensure proper identification of asset following the MIL-STD-130.

Ensure materiel received matches supporting documentation and ILS-S records.

6.2.1.3.1.1. If property identification does not match information in the ILS-S,

review interchangeable/substitute data within the system or research in the D043B

Interchangeable and Substitute (ISG) maintenance system.

6.2.1.3.1.2. If ISG data is not compatible, action may dictate use of

Interchangeability Code I for return processing.

6.2.1.3.2. Interchangeability Code I. Use extreme discretion in processing Due-in

From Maintenance (DIFM) returns with Interchangeability Code I. Improper

processing will lead to incorrect inventory control.

6.2.1.3.2.1. The submitting organization will create a memorandum certifying the

item returned is acceptable to clear existing DIFM records; this memorandum will

include supporting documentation such as TOs or service manuals.

6.2.1.3.2.2. The Flight Service Center will use this information to verify the item

returned is acceptable for the item issued and should not be or is not linked in the

applicable Interchangeable Substitute Group. All supporting documentation will

be filed with a copy of the D20, Base Supply Surveillance Report for a period of

two years.

6.2.1.3.3. Property Preservation. Ensure all returns are protected with packaging

identified in Special Packaging Instruction (SPI) information, DD Form 1348-1A and

AFMAN 24-206_IP, Packaging of Materiel.

356 AFMAN 23-122 27 OCTOBER 2020

6.2.1.3.4. Sign and date customer copy of the original DD Form 1348-1A upon

receipt and completion of bare item inspection. See Table 6.1 for complete document

requirements.

6.2.1.3.5. Review the AFTO Form 350. Review the AFTO Form 350 accompanying

repairable returns for completeness and compatibility in accordance with the TO 00-

20-2. Coordinate with the applicable Maintenance Reparable Processing Center for

clarification or correction of any questionable or incomplete entries.

6.2.1.3.5.1. Block 16 must contain the original issue request or due-out release

document number listed on the DD Form 1348-1A or equivalent.

6.2.1.3.5.2. Block 17 must contain the nomenclature of the item.

6.2.1.3.5.3. Block 18 must contain the Part Number.

6.2.1.3.5.4. Block 18a, must contain the WUC when the item is declared NRTS

or condemned (Action Taken Codes 0 through 9).

6.2.1.3.5.5. Block 19 must contain the National Stock Number.

6.2.1.3.5.6. Block 20 must contain an Action Taken Code compatible with

property condition. See AFH 23-123 for a list of Action Taken codes.

6.2.1.3.5.7. Block 21 must contain the Quantity.

6.2.1.3.6. AFTO Form 350 Disposition. Leave Part 1 of the AFTO Form 350 tag

attached to the item. Part II of the AFTO Form 350 will be used for return

processing actions.

6.2.1.3.7. Condition tags. Verify the accuracy of condition tags affixed to the repair

cycle asset in accordance with TO 00-20-3.

6.2.1.3.8. Removal of Tags and Labels. Remove all documentation not pertaining to

current transaction (e.g., previous shipping labels, issue documents, MICAP, NMCS,

999, etc.). Tags and labels must be obliterated or removed from the item’s container

prior to the item being shipped, reissued or returned to warehouse stock.

6.2.1.3.9. AF Form 2005 and processing instructions. Prepare an AF Form 2005 for

all materiel returns. The procedure for preparing the AF Form 2005 depends on the

type of item being returned, as outlined in other sections of this chapter. The format

and processing instructions for consumable (XB3), equipment (NF/ND) and

recoverable (XD2/XF3) item return requests are provided in AFH 23-123, Vol 2.

Note: For recoverable item turn-ins (XD2/XF3), either an AF Form 2005 or a copy of

the original issue/due-out release document (DD Form 1348-1A) may be used as the

source document for the return input transaction. Ensure the AF Form 2005 contains

all required entries, including the DOCUMENT CONTROL, (CLASSIFIED, or

NWRM when required) stamp after processing, then forward to Document Control.

AFMAN 23-122 27 OCTOBER 2020 357

Table 6.1. Materiel Return Source Document Requirements.

Form Used

Block/Card

Column

Title

AF Form 2005

Note 2

Enter Last Name of In-Checker and Julian Date

Enter Last Name of Inspector and Julian Date

Nomenclature (Note 1)

DD Form 1348-1A

Note 3

1-3

Enter “TIN”

Enter quantity

Enter Return Condition

Enter Inspector/In-Checker Name/Signature

Enter Date received

Enter serial number (if applicable),

DOCUMENT CONTROL, CLASSIFIED or

NWRM

Note 1: AFH 23-123 Vol 2, prescribes all additional block/card column requirements.

Note 2: Provided by requestor.

Note 3: Applies to recoverable DIFM returns when original/copy of release document is

used to process transaction.

6.2.1.3.9.1. Return Processing Delays. When an item is physically returned and

processing is delayed for more than 1 duty day, enter a P in Repair Cycle Flag

position 53. Record the last three positions of the Julian date (actual return date)

in Tote Box/Hold Bay positions 4-6 of the Return input.

6.2.1.3.10. Handling Post Return Processing. After completing return processing,

move material with correct automated tracking labels and applicable documentation

to locally designated hold areas or applicable warehouse stockrooms.

6.2.2. Special Return Procedures.

6.2.2.1. Purpose: These procedures cover returns that require special action. For

guidance specific requirements review, AFI 23-101 and for IT specific guidance use AFH

23-123.

6.2.2.2. Materiel Deficiency Returns. Process Materiel Deficiency Returns in accordance

with TO 00-35D-54.

6.2.2.2.1. Maintenance personnel (originator) delivers the deficient exhibit to the

LRS/Materiel Management Activity in accordance with TO 00-35D-54, specifically:

6.2.2.2.1.1. A copy of the initial deficiency report (DR) submittal paperwork.

6.2.2.2.1.2. Provide documentation for DR to include latent defects found after

initial exhibit reporting.

6.2.2.2.1.3. Two completed copies of the DD Form 1575.

6.2.2.2.1.4. Two copies of the DD Form 2332 properly completed per TO 00-

35D-54 with the deficient property at the time of return.

358 AFMAN 23-122 27 OCTOBER 2020

6.2.2.2.2. The LRS/Materiel Management Activity will verify maintenance has

provided required documentation and unserviceable (ERRCD X**) item returns are

identified with supply condition code Q and action taken code C.

6.2.2.2.3. Upon completion of return processing, the appropriate ILS-S produces

management notice I012 (Stock Awaiting Disposition) reflecting the unserviceable

detail document number. The LRS/Materiel Management Activity will attach a copy

of the I012 management notice to the property and write the Report Control Number

(RCN) on the I012 so the exhibit can be readily identified.

6.2.2.2.4. Move the exhibit to the deficiency report storage location.

6.2.2.2.5. Assign location to R920 detail.

6.2.2.3. Warranty Item Returns. Include all warranty paperwork when items are returned.

6.2.2.4. Items Undergoing Physical Inventory. Inventory freeze codes (C for Cycle

inventory and I for Special inventory) will not affect processing of unserviceable returns.

Inventory freeze codes will have the following effects on serviceable return processing:

6.2.2.4.1. When TEX code 7 or G is used to force shipment, the system will process

the return and shipment of the property.

6.2.2.4.2. When the entire quantity can be due-out released, the system will process

the return and release the due-out.

6.2.2.4.3. When neither of these conditions exist, reject 469 will be printed. Take the

following actions:

6.2.2.4.3.1. Hold copy 1 of the 469 reject in suspense and re-input the return after

freeze code is removed.

6.2.2.4.3.2. Forward copy 2 of the 469 reject to the holding area, where it will be

attached to the property.

6.2.2.5. Found on Base (FOB) Item Returns. Assets in the possession of base customers

not accounted for on supply system due-in from maintenance or in-use equipment detail

records are commonly referred to as found on base (FOB).

6.2.2.5.1. Determine ownership. The following research actions are performed for all

FOB returns to determine ownership: Verify all warehouse locations and detail

balances; review transaction history for previous adjustments to validate if FOB is

related; and check Degraded Operations log sheets to verify all transactions have been

processed. After research, if ownership of FOB property can be determined, return

the property to the owning organization.

6.2.2.5.2. Specific FOB Actions. The Flight Service Center documents all research

actions and files with a copy of the D20 when an item is found on base. Follow

actions for Recoverable, Consumable, or Equipment Return Procedures and process

the return with TEX code “+.” Serialized control assets (e.g., NWRM,

CCI/COMSEC, Weapons) or classified assets need to follow actions identified under

Table 6.2 All research actions and maintenance documentation will be filed with a

copy of the D20 (BASE SUPPLY SURVEILLANCE REPORT) per AFI 23-101,

Chapter 5. Use Table 6.2 for additional actions.

AFMAN 23-122 27 OCTOBER 2020 359

6.2.2.5.3. Overages. Overages resulting from maintenance turn-ins due to scheduled

weapon system deactivations and modifications shall be considered resolved

discrepancies when maintenance activities provide documentation directing the

deactivations and or modifications as justification for resolution. The supply activity

will add the items to the item record via a turn-in/receipt transaction, and

documentation will be filed with Document Control per AFI 23-101, Chapter 5 for

NWRM assets, notify the NTCC (6[email protected]) prior to processing

for accountability and disposition instructions. If documentation cannot be provided,

the overages will be considered unresolved and the requirements prescribed in Table

6.2 will be followed. Note: For approved weapon system deactivation or

modifications, FOB TINs will be processed with a “0” in the Disposal Authority/SEX

Code field.

6.2.2.5.4. FSC 8150 Intermodal ISO Containers. Contact the Air Force ISO

Container Program Manager at AFMC to request disposition instructions for ISO

containers declared FOB on AF installations. See Defense Transportation Regulation

(DTR) 4500.9-R, Part VI, Management and Control of Intermodal Containers and

System 463L Equipment, for ISOs found on installation.

Table 6.2. Exceptions to TEX code “+” Returns.

Type Item

Actions

Serialized control assets (e.g.,

NWRM, CCI/COMSEC and

Weapons) or Classified

These assets will not be turned-in with a TEX + (plus).

Use Special Inventory procedures and customers will

follow Financial Liability Investigation guidance in DoD

7000.14-R (DoD FMR), Vol 12, Chapter 7.

For NWRM: Immediately contact the NTCC to determine

proper accountability/disposition actions. Refer to AFI 20-

110, Chapter 11 for discrepancy reporting requirements.

Note: When the adjustment is the result of a weapon

system deactivation or modification, or programmed/un-

programmed reclamation refer to paragraph 6.2.2.5.3.

Equipment (ERRC NF*/ND*)

If ownership can be determined, see paragraph 5.4 for

equipment processing procedures.

6.2.2.6. Readiness Spares and Supply Point Item Returns. These assets are “returned” to

retail supply stocks, and the materiel return procedures are the same as those used for

customer materiel returns. Use the activity code, Organization Code, Shop Code and

serial number of the Readiness Spares or Supply Point detail for processing the return.

6.2.2.7. Controlled Item and Nuclear Weapons Related Materiel (NWRM) Returns.

6.2.2.7.1. Write or stamp CLASSIFIED ITEM in red ink on all copies of classified

item source documents. For NWRM equipment, stamp the AF Form 2005 with

CLASSIFIED NWRM Item in red ink.

360 AFMAN 23-122 27 OCTOBER 2020

6.2.2.7.2. LRS/Materiel Management activities will research and verify the serial

number and part number/stock number conversions for all controlled materiel turned-

in without the serial number or national stock number physically identified on the

item.

6.2.2.7.3. Serialized Control Returns. When processing a return that affects the total

on-hand or detail quantity, follow normal processing procedures. However, if

processing a transaction for a partial quantity, specific serial numbers must be

identified before the in-line transaction is processed. Use TRIC XHB or DSR detailed

in COMSEC Serialized Control Input (XHB) and Small Arms Reconciliation Report

for AFMC (DSR) respectively in AFH 23-123.

6.2.2.7.4. NWRM Returns. NWRM returns will be processed using the following

procedures:

6.2.2.7.4.1. The Flight Service Center ensures only personnel authorized by the

NWRMAPO process NWRM return transactions. (T-1).

6.2.2.7.4.2. Flight Service Center/return processing activities will notify NTCC

of processing actions when an NWRM is being returned. (T-1).

6.2.2.7.4.3. The Flight Service Center provides the NTCC the NSN, the part

number, document number, quantity, unit of issue, and applicable serial

number(s). (T-1).

6.2.2.7.4.4. The NTCC lifts freeze code N via Freeze Code Update (1FC)

processing, and notify the requesting Flight Service Center the freeze code has

been removed. Flight Service Center will process the TIN. After successful

processing, NTCC informs IM/repair facility of pending shipment and reload the

freeze code N.

6.2.2.7.4.5. Do NOT process returns for NWRM with a TEX 7 and

Supplementary Address. This will prevent automatic bypass of the freeze code.

(T-1).

6.2.2.7.4.6. When return processing releases to a backorder, Flight Service Center

will provide final destination detail (SPRAM, Equipment, Supply Point, etc.) of

the asset(s). All excess POS assets will be redistributed based on direction from

the Item Manager (IM).

6.2.2.7.4.7. When return processing released to an unserviceable hold detail,

contact the NTCC to process a Shipment (SHP) or Wholesale Activity

Redistribution Order /Referral Order (A2x/A4x) to the correct address.

6.2.2.8. Parachute Returns will be processed using equipment returns procedures detailed

in Chapter 5, and the following procedures.

6.2.2.8.1. Parachute components found to be unserviceable as a result of inspection

performed in accordance with the applicable technical orders will be processed

6.2.2.8.2. Reparable and serviceable parachutes and components of the following

stock numbers, which are excess to AF requirements, will be converted to training

aids:

AFMAN 23-122 27 OCTOBER 2020 361

6.2.2.8.2.1. Stock number 1670-00-940-0787.

6.2.2.8.2.2. Stock number 1670-00-543-3819.

6.2.2.8.2.3. Stock number 1670-00-376-8779.

6.2.2.8.2.4. Stock number 1670-00-517-9539.

6.2.2.8.2.5. Stock number 1670-00-554-6413.

6.2.2.8.2.6. Stock number 1670-00-622-4462.

6.2.2.8.2.7. Stock number 1670-00-680-9025.

6.2.2.8.2.8. Stock number 1670-00-112-9861.

6.2.2.8.2.9. Stock number 1670-00-892-4218.

6.2.2.8.2.10. Stock number 1670-00-373-9094.

6.2.2.8.2.11. Stock number 1670-01-236-3822.

6.2.2.8.3. Serviceable components will be turned in to LRS/Materiel Management

Activity for stock or excess reporting to the IM for disposition instructions, to include

year/date of manufacture and condition, when applicable.

6.2.2.8.4. AFMC will assign excess exception code (EEX) "6" and a locally

determined shipment exception (SEX) code, with exception notice code (ENC) of "R"

for reject, with the SEX exception phrase reading: Online ship to FB4620 (RIC DL7),

MF USAF Ground Survival School. "Do Not Post" shipments are prohibited.

6.2.2.8.5. Prior to shipment, materiel management personnel will ensure the

parachute assemblies are conspicuously stenciled in indelible ink: "NOT FOR

FLIGHT - GROUND TRAINING ONLY." (T-1). Unserviceable components may be

stenciled during the technical order inspection performed by maintenance.

6.2.2.8.6. Disassembled Parachutes. If disassembling parachutes, EAE, responsible

custodian, and owning activity work together to ensure the parachute is properly

taken apart, identified and accounted for on separate DIFM details before taking it to

the Flight Service Center.

6.2.2.8.7. EAE determines what parts make up the assembled parachute and then

prepare the documents listed below. Process these documents in the exact order listed.

Note: Although these documents are basically "paperwork" transactions, output DD

Form 1348-1A will be distributed in the normal manner.

6.2.2.8.7.1. Activity Code E Return (Assembled Parachute). This return transfers

the parachute from the in-use detail to the item record. EAE prepares and

processes the return with the following information: Supply condition code A;

TEX code 8; and PARCHUTDSAMBLY in positions 67-80. When necessary,

prepare an FCI to adjust authorizations.

6.2.2.8.7.2. Activity Code P Issue (Assembled Parachute). This issue removes the

parachute from the item record balance. EAE prepares and processes the issue

with the following information: Activity code P; organization code 004; shop

code AD; and PARCHUTDSAMBLY in positions 67-80.

362 AFMAN 23-122 27 OCTOBER 2020

6.2.2.8.7.3. Activity Code P Return (Parachute Component). For each parachute

component, EAE will prepare and process the return using following data:

Activity code P; organization code 004; shop code AD; condition code A; and

TEX code 8.

6.2.2.8.7.4. Activity Code C Issue (Parachute Component). For every activity

code P return prepared for a component, EAE prepares and processes an activity

code C issue. In positions 67-80, enter the in-use document number of the

parachute. Use the disassembling activity's organization and shop code to

establish DIFM control on component items. Note: The activity disassembling the

parachute signs each activity code C issue. Other issues or returns are signed by

EAE.

6.2.2.8.8. Return and Disposition of Parachute Components. After parachute

components have been associated to a unique DIFM detail, the disassembling activity

returns any serviceable, reparable, or condemned parachute components to the Flight

Service Center.

6.2.2.9. Return of Bench Mockups or Sets. The equipment custodian must state

disassembly is complete when returning a bench mockup or set. Follow equipment return

procedures using activity code E, for returns of each component of the mockup or set.

6.2.2.10. Special Purpose Recoverables Authorized Maintenance (SPRAM). Returns for

SPRAM items must contain demand code I (when reducing or deleting authorized detail)

or demand code R (when requesting replacement item).

6.2.2.11. Safe and Filing Cabinet Returns. Return documents for safes and filing cabinets

with combination locks will include combination settings. When locksmith services are

available, the combination settings will be changed to 50-25-50 prior to return. When a

locksmith is unavailable, returns may be accomplished without changing combination

settings. If so, in addition to writing the settings on the return document also notate the

combination on the tag or label attached to the safe or cabinet.

6.2.2.12. Multiple DIFM Indicator. When using a multiple DIFM indicator, there is only

one DIFM document number. Additional processing will be required if returning partial

quantities or using separate conditions. Example: DIFM quantity is 10. When returning

five each with an action taken code 9 and the other five with an action taken code B, it

will be necessary to process separate returns with the same document number.

6.2.2.13. Non-accountable equipment. Non-accountable equipment GPC purchased

items must be processed through the ILS-S to ensure the assets are not on any

accountable records. Process returns for non-EAID equipment items that do not affect in-

use detail records. The requester provides the org/shop code. Materiel Management

personnel will process the return using:

6.2.2.13.1. Activity code “P” document numbers.

6.2.2.13.2. Activity code “K” from retail outlets.

6.2.2.13.3. Credit code “N.” Note: Credit code “Y” is assigned when credit is

allowed, the Funds manager must approve the use of credit code “Y” before

processing.

AFMAN 23-122 27 OCTOBER 2020 363

6.2.2.13.4. Contact EAE for items on EAID details

6.2.2.14. Air Force Repair Enhancement Program (AFREP)

6.2.2.14.1. Unserviceable XF Returns validated on the Q04 will be placed in the

designated hold area by Flight Service Center for one duty day to give the Air Force

Repair Enhancement Program time to determine reparability. When the Air Force

Repair Enhancement Program does not respond in one duty day, return will be

processed as normal.

6.2.2.14.2. When AFREP can repair the asset, a TIN will be processed with a TEX

code "1" to clear the original DIFM detail.

6.2.2.14.2.1. Process an unserviceable issue (MSI) with a TEX code "D" to the

AFREP account. Use activity code "C" for ERRC XD and XF budget code 8

(MSD), and "R" for XB and XF budget code 9 (GSD) and use shop code "GF."

This will provide the asset to AFREP as a "free issue" while establishing a DIFM

detail.

6.2.2.14.2.2. Submit request to AFMC to assign local ERRC of XF for XB items

with recurring initiatives that have a demand level established in accordance with

AFH 23-123.

6.2.2.14.3. Serviceable/Unserviceable returns from AFREP repair shops will be

processed for credit per AFI 23-101. (T-1).

6.2.3. Recoverable, Consumable, or Equipment Return Procedures.

6.2.3.1. Purpose: To provide procedures on the return of recoverable, consumable, or

equipment items. For guidance specific requirements review, AFI 23-101 and for IT

specific guidance use AFH 23-123.

6.2.3.2. In addition to guidance in this chapter, follow instructions in subsequent

paragraphs for recoverable (ERRCD XD2 or XF3), consumable (ERRCD XB*/NF1), or

equipment (ERRCD N**) returns to the ILS-S.

6.2.3.3. Recoverable Item Returns. Return recoverable items after completing the base

repair cycle process per TO 00-20-9, Forecasting Replacement Requirements for Selected

Calendar and Hourly Time Change Items. In addition, all recoverable returns will follow

procedures in Sec 6B and recoverable return transaction processing outlined in AFH 23-

123.

6.2.3.4. Consumable Item Return Procedures. Processing Turn-In of Consumable Items,

as outlined in AFH 23-123, perform the following actions for all consumable item

returns:

6.2.3.4.1. AFI 23-101 and DoDM 4160.21, Vol 1, Defense Materiel Disposition:

Disposal Guidance and Procedures, mandates all government materiel must be fully

used and reused whenever it can be effectively, economically, and safely utilized.

Although activities or work centers may no longer need consumable assets for current

needs, they are not authorized to automatically throw away these items because they

may be needed in the future. The following general guidelines will help determine

item usefulness and applies to both on and off-base organizations.

364 AFMAN 23-122 27 OCTOBER 2020

6.2.3.4.2. Throw Away Items. Customers may only throw away items that are in such

a deteriorated condition they cannot be sold through DLADS, thus making them

useless for any future application. Examples are used gaskets, seals, broken plastic

items, etc.

6.2.3.4.3. Useful materiel. Customers will collect, retain, and return to the

LRS/Materiel Management Activity all consumable items, serviceable or

unserviceable, having potential use or resale value. The LRS/Materiel Management

Activity will reissue and redistribute these for repair and reuse, or transfer to DLADS

as scrap. (T-1).

6.2.3.4.4. The return activity prepares and signs the applicable DD Form 1500 series

tag/label. The return activity will write appropriate organization and shop code on the

applicable DD Form or the property container. The DD Form 1574/1574-1 is not

required on a serviceable consumable item if the item is in its original sealed

container, and the national stock number has not been removed or obliterated.

6.2.3.5. LRS/Materiel Management Activity will not accept serviceable property less

than a full Unit of Issue (UI). (T-1). When returned serviceable property contains less

than a full UI (e.g., 57 EA and the UI is Hundred (HD)), the organization will keep the

items as work order residue or add them to existing bench stock.

6.2.4. Specific Consumable Processing Procedures.

6.2.4.1. Purpose: To provide procedures on certain consumable returns. For guidance

specific requirements review, AFI 23-101 and for IT specific guidance use AFH 23-123.

6.2.4.2. In accordance with AFI 24-301, Ground Transportation, will incorporate

collection/pickup into their documented cargo sweeps, according to the schedule set by

the LRS. They will deliver recovered consumable materiel to Flight Service Center for

processing.

6.2.4.3. Use the organization and shop code identified on the DD Form 1574/1574-1 or

container to make sure funds credit is provided when authorized. Property suspected to be

unserviceable or misidentified will be verified by a certified inspector. Process

unserviceable returns as condition code “H.” When items are considered scrap, process

see paragraph 6.3, of this manual. After processing, move materiel to applicable hold

location.

6.2.5. Equipment Return Procedures.

6.2.5.1. Purpose: To provide procedures on the return of recoverable, consumable, or

equipment items. For guidance specific requirements review, AFI 23-101 and for IT

specific guidance use AFH 23-123.

6.2.5.2. Equipment return processing is outlined in Processing Turn-In of Equipment

Items To ILS-S, AFH 23-123.

6.2.5.3. The organization equipment custodian will contact EAE to request return of

accountable equipment items. Additionally, the custodian will prepare two copies of AF

Form 2005 for return processing.

6.2.5.4. The EAE:

AFMAN 23-122 27 OCTOBER 2020 365

6.2.5.4.1. Reviews the equipment custodian’s AF Form 2005 for accuracy.

6.2.5.4.2. Queries the ILS-S to identify unfilled base authorizations for the item.

6.2.5.4.2.1. Unfilled base authorizations:

6.2.5.4.2.1.1. When a due-out exists, EAE contacts the customer to verify the

item returned will be acceptable to their requirements. If so, ensure the correct

document number is annotated on AF Form 2005 used for return with TEX 2.

6.2.5.4.2.1.2. If no due-out exists, EAE transfers the serviceable item to the

existing base authorization.

6.2.5.4.2.1.3. When there are no base requirements, the Flight Service Center

processes the TIN to stock which allows item manager visibility VIA the FTE

process for potential redistribution.

6.2.5.5. Documented Cargo Operations is responsible to pick up the property from

custodian. Custodians ensure that items contain proper documentation prior to pick up.

Proper documentation includes: AFTO Form 350 and condition tag. When an item is

missing required packaging, an AF Form 451, Request for Packaging Service, will be

included with the property. Documented Cargo will initial the AF Form 2005 and leave a

copy with the custodian. Documented Cargo personnel are not responsible for the

inspection or completion of documentation. They will deliver the property and remaining

AF Form 2005 copies to Flight Service Center for return transaction processing. Flight

Service Center personnel will take delivery of items and coordinate with the owning unit

for discrepancies with packaging or documentation.

6.3. Disposal and Demilitarization.

6.3.1. Disposal.

6.3.1.1. Purpose: To explain disposal procedures process required to transfer materiel

(TRM) to DLADS for managing excess and surplus materiel transfers. Materiel transfers

from AF retail materiel management activities to DLA can be either directed by

wholesale inventory control point (ICP) item managers, or can be initiated based upon

enterprise disposal decisions by AFMC only. For guidance specific requirements review

AFI 23-101 and for IT specific guidance use AFH 23-123.

6.3.1.2. Overarching disposal guidance is contained in DoDM 4160.21, Vol 1.

6.3.1.3. General Disposal Procedures. AFMC-directed materiel transfers to DLADS are

processed in the ILS-S when items are no longer required (excess) and all disposal

authority criteria has been met. The following actions will be performed for all items

being transferring to DLADS through LRS/Materiel Management Activity channels.

Reference AFI 23-101 for disposal authority criteria.

6.3.1.3.1. Identify the type of property for disposal by checking NSN and Part

Number. Reference AFH 23-123 for clarification.

6.3.1.3.2. Ensure all the paperwork if applicable, is complete (e.g., hazardous forms,

disposition instructions, and condition tags with property).

366 AFMAN 23-122 27 OCTOBER 2020

6.3.1.3.3. Input of an AFMC-directed materiel transfer, the ILS-S applies transfer

disposal authority criteria to ensure the materiel qualifies for transfer. The transaction

format and processing instructions for transferring items are provided at AFH 23-123,

6.3.1.3.4. Successful processing of the transfer transaction produces a DD Form

1348-1A output A5J transfer document, reference Preparation of DD 1348-1A,

(ISU/MSI/DUO/DOR/A2x/SHP/A5J Documents) in AFH 23-123, Transfer

Document.

6.3.1.3.5. Attach document to the property. Note: DLADS is sometimes located off-

base and the transferred materiel must be transported. Go to DLA Disposition

Services property Turn-In (www.dla.mil/DispositionServices) to request an

appointment to bring scrap or usable property to nearby DLADS.

6.3.1.3.6. When the document contains demilitarization codes F, G or P forward to

Inspection for processing and coordination materiel movement with base LRS/LGRD.

6.3.1.3.7. For Wholesale-Directed Transfers to DLADS Transactions reference

Processing Procedures For ICP-Directed Transfers to DLADS, AFH 23-123.

6.3.1.4. For Critical Safety Items (CSI) materiel which lacks required supporting

documentation will be mutilated prior to being transferred. The term “AFTO Form 95

Required” will be printed on all output shipments or transfer documents requiring

supporting historical maintenance data. LRS/Materiel Management Activity inspector

should contact maintenance when this phrase is printed on serialized reparable items and

no maintenance documentation is available.

6.3.1.4.1. A criticality code of “E” or “F” identifies an item as CSI, in accordance

with DoDM 4100.39, Vol 10.

6.3.1.4.2. DLADS will mutilate CSIs not accompanied by an AFTO Form 95 or other

historical maintenance record, and if the items have not already been mutilated.

6.3.1.4.3. When disposing such aviation CSIs into DLA, ensure that the documents

clearly annotate that the part is "defective," "non-reparable," or "time-expired" and

that mutilation is required. Note: When the materiel is new/unused and still packaged

in the original manufacturer’s container that reflects all of the identification and

contracting data, the item shall be issued or turned-in to DLA without applying the

mutilation requirement.

6.3.1.4.4. CSIs that contain military offensive or defensive capabilities shall be

demilitarized in accordance with DoDM 4160.28, Vol 1.

6.3.1.5. Disposal of Special Access Program parts will comply with AFI 16-701,

Management, Administration and Oversight of Special Access Programs.

6.3.2. Disposal Return Document (DTID).

6.3.2.1. Purpose: To explain Disposal Return Document/materiel transfer procedures

used by base organizations to process directly to DLADS. For guidance specific

requirements review AFI 23-101 and for IT specific guidance use AFH 23-123.

AFMAN 23-122 27 OCTOBER 2020 367

6.3.2.2. These procedures are primarily used to transfer scrap to DLA by authorized base

organizations. Since organizational transfers of materiel to DLADS are not processed

through the ILS-S, the initiating organizations are responsible for hand scribed or typed

DD Form 1348-1A documenting the transfer. There are two methods available for

producing the documentation. Organizations will use DLA’s Electronic Turn-in/Return

Document (ETID) system or manually produce the transfer shipment documentation if IT

is limited.

6.3.2.3. General Disposal Procedures. Property shall be turned in to the DLADS Site in

accordance with DLM 4000.25, Vol 2 and DoDM 4160.21, Vol 1. All returns will be on

DD Form 1348-1A.

6.3.2.3.1. Segregate scrap materiel to minimize DLA handling costs and to ensure

maximum returns from the sale of disposed materiel. Segregation of scrap materiel

shall be accomplished by the base organizations initiating materiel for all transfers.

6.3.2.3.2. When purchased items using Government Purchase Card (GPC),

organization will contact LRS/Materiel Management Activity to ensure the assets are

not on any accountable records. For “Scrap Materiel,” organization will make every

effort possible to return the items directly to DLADS.

6.3.2.3.3. Property shall be turned in using the DLADS Site at DLA Disposition

Services property Turn-In (www.dla.mil/DispositionServices).

6.3.2.3.4. For password access see additional information link.

6.3.2.3.5. The requesting organization coordinates with DLADS to schedule property

drop off/pick-up.

6.3.2.3.6. When an ETID is prepared by an IM to process excesses at more than one

storage location, separate forms will be prepared for each location. Each form will

contain indicative information for the property held only at that location. Ensure

quantity to be transferred and retention quantity entries are complete.

6.3.3. Batch Lot Processing.

6.3.3.1. Purpose: To explain the batch lot procedures. For guidance specific requirements

review AFI 23-101 and for IT specific guidance use AFH 23-123.

6.3.3.2. In some cases, bases are authorized to transfer useable low dollar value materiel

to DLADS in “batch lots” instead of individual stock number (item) transfers. Note:

Batch lotted property documents are not in Web Docs and will be mailed back. Reference

DoDM 4160.21, Vol 1, for more information.

6.3.3.3. General batch lot procedures. Property shall be collected in a standard tri-wall

container or other suitable container but must not exceed the dimension of a standard box

pallet. Place containers in a convenient location within each warehouse and when the

container is full or the warehouse supervisor considers it desirable, an ETID will be

prepared and the container forwarded to the DLADS. The following types of property do

not qualify for batch lot processing:

6.3.3.3.1. Munitions List and Strategic List Items per DoDM 4160.28, Vol 1.

6.3.3.3.2. Property that needs special handling as determined in DoDM 4160.21.

368 AFMAN 23-122 27 OCTOBER 2020

6.3.3.3.3. Items designated as critical by the wholesale inventory manager.

6.3.3.3.4. Items determined to be pilferable or sensitive.

6.3.3.3.5. Hazardous property.

6.3.3.4. The following procedures are performed:

6.3.3.4.1. Generating activities transferring property to a DLADS site will prepare an

ETID to accompany the property.

6.3.3.4.2. Type in below webpage and submit the request according to instructions.

(www.dla.mil/DispositionServices).

6.3.4. Demilitarization Procedures.

6.3.4.1. Purpose: To explain demilitarization for selected items. For guidance specific

requirements review AFI 23-101 and for IT specific guidance use AFH 23-123.

6.3.4.2. Demilitarization of selected items must be performed by the disposing activity

prior to transfer to preclude the unauthorized use of military items; destroy the military

advantages inherent in certain types of property; render dangerous property harmless;

protect the national interest; and preclude the compromise of security requirements in

accordance with DoDM 4160.28, Vol 1.

6.3.4.3. General Demilitarization Procedures: The following actions are performed:

6.3.4.3.1. LRS/Materiel Management Activity Inspection personnel will contact IM

personnel to obtain guidance when Demilitarization (DEMIL) codes on DD Form

1348-1As appear to be incorrect or cannot be determined. When an IM cannot be

identified, contact DLADs in accordance with DoDM 4160.21, Vol 1.

6.3.4.3.1.1. When Inspection personnel detect incorrect demilitarization codes,

they forward documents showing the changed demilitarization requirement to

Records Maintenance, who will resolve the coding conflict.

6.3.4.3.2. For items assigned DEMIL code F, Inspection is responsible for initiating

correspondence to obtain demilitarization instructions from the IM/ICP. Inspection

personnel informs Central Storage to segregate or mark property destined for

shipment pending response from the IM/ICP.

6.3.4.3.3. For items assigned DEMIL code G before they can be transferred:

Inspection is responsible for monitoring demilitarization, subsequent transfer, and