Ammunition Supply Discrepancy Reporting

For ammunition support activities, one of the most routine processes is the receipt of supplies. The transaction adds to the stock record account from a shipment sent by another Ammunition Supply Point or Ammunition Depot. But what not might be known is what to do when the documentation is incorrect and does not match the items present—this is when a Supply Discrepancy Report (SDR) is required.

The SDR is used to report shipping or packaging discrepancies that are made and are the responsibility of the shipper. Shippers include U.S. Government sources and contractors, manufacturers, and vendors. The report allows for appropriate responses and resolution, and most of all, determine the cause of discrepancies, provide corrective action, and prevent future recurrences.

Web Supply Discrepancy Reporting

The Standard Form 364, Supply Discrepancy Report (SDR) (formerly Report of Discrepancy (ROD)), 02/1980, is found on the GSA website. The DoD WebSDR application automates the SF 364 SDR paper form facilitating the integration of the transactional environment with direct input and transaction exchange from Service Component’s web applications.

The DoD WebSDR application provides the ability for supply point personnel to process supply discrepancy reports on each document number that has a discrepancy. A supply discrepancy is a term used to describe any difference in items received from the authorized shipping document. Supply discrepancies include both shipping and packaging discrepancies.

• Shipping (Item) Discrepancy. A shipping discrepancy is any variation in quantity or condition of ammunition received to include incorrect or misdirected material, improper or inadequate technical or supply/shipping documentation. Discrepancies involving serial numbers are reportable under a shipping discrepancy.
• Packaging Discrepancy. A packaging discrepancy is any improper or inadequate preservation, packing, marking, or utilization that causes the shipment to become vulnerable to loss, delay, damage, or unnecessary expense. Discrepancies involving passive radio frequency identification (pRFID) are reportable under a packaging discrepancy. 

Discrepancy Codes

Shipping and packaging discrepancy codes provide a description of the discrepant condition of the ammunition, and multiple codes can go on a single report for one document number. To locate the SDR Code Lists (updated March 2019), it is on the Supply Discrepancy Reporting (SDR) Process Review Committee (PRC) website.

The most common type of discrepancies involved with ammunition includes Improper Markings, Shortage or Nonreceipt, and Overage, Duplicate, Or Receipt of Canceled Materiel.

• O1-Quantity received is more than quantity shown on the supply document: On occasion, you may need to create an SDR for receipts that are more than indicated on the DD1348-1A Issue Release/Receipt Document. In these cases, ensure that the overage is not in Losses/Overages List for AR 15–6 Investigations, found on AR 190-11, Appendix E. A helpful solution is to inform the Shipping DODAAC of the overage to confirm it was sent and not located at originating facility.
• P308-Incorrect lot number: One of the most common errors in shipments is the selection of the wrong lot number but the correct quantity. The mistake is the simple negligence of employees that pull the munition for loads.
• S1-Quantity received less than quantity indicated on supply documentation: Just like an overage, you may need to create an SDR for a receipt that may be less than shown on the DD1348-1A Issue Release/Receipt Document.

These discrepancies are not all-encompassing, but just a few that are the most common found receipt mistakes I have seen. Take into account that supply discrepancy reports are not for ammunition related to Interchangeability/Substitutability (I&S). Or variances due to Quantity Unit Pack (QUP), often the additional data block, will have information about any changes to the shipment.

SDR Requested Action Codes

Requested Action Code is a description of the action required by the originator of the Supply Discrepancy Report. The two-position alphanumeric code is a data element referred to as the SDR Action Code. Only one action code for a report/document. The most common requested action codes require no action on the shipper unless there is a serious incident report which requires an investigation.

• 1B-Materiel being retained.
• 1G-Reshipment not required; item to be re-requisitioned.
• 3B-Discrepancy reported for corrective action and trend analysis; no reply required.

 Conclusion

Supply Discrepancy Reports are mandatory requirements for consignees that receive incorrect shipments and can assist inventory adjustment, overages or shortages, discovered while opening a sealed manufacturer package. Additionally, you will have to understand when an SDR is required and what actions are regulatory. An error that arrived at your location means that an organization has a mistake on their end. The shipper may not know about their mistake, and the SDR provides the information to help adjust their stock record account and learn from their mistakes.