CHAPTER 7

SUPPLY PROCEDURES

When a piece of equipment becomes inoperativebecause of a broken part, you must replace the brokenpart. If you do not have a replacement or spare part, youmust order one from supply.

What must you do to obtain materials from thesupply department? What forms are used to requisitionmaterials? As a petty officer, you should be able toanswer those questions. Why is that so important?Because as a petty officer, you may be the work centersupervisor responsible for maintaining the equipmentwithin your center.

The purpose of this chapter is to help you becomefamiliar with the workings of the supply department.By understanding how the supply department works,you can use the Navy supply system to help you carryout your duties more effectively. You will be providedinformation on material identification (that is, nationalstock number format, etc.), requisition documents, andmaterial expenditures.

This chapter is not intended to make you an expertin the area of supply. Rather, it is designed to give you abasic understanding of supply matters to improve yoursupervisory abilities.

The following definitions of the basic supply termsshould help you understand the material in this chapter:

CONTROLLED EQUIPAGE—Items requiringspecial management control because the material isessential to the protection of life or is relativelyvaluable and can be converted easily for personal use.

LOGISTICS—The science of planning andcarrying out the movement and maintenance ofmilitary forces. In its most comprehensive sense,logistics involve those aspects of military operationsthat deal with the following areas:

1. Design, development, acquisition, storage,movement, distribution, maintenance,evacuation, and disposition of material

2. Acquisition, construction, maintenance,operation, and disposition of facilities

3. Acquisition and furnishing of services

4. Movement, evacuation, and hospitalization ofpersonnel

MATERIAL—All items necessary to equip,operate, maintain, and support an activity.

SUPPLIES—All items necessary to equip,maintain, and operate a military command, includingfood, clothing, equipment, arms, ammunition, fuel,materials, and machinery of all types.

SUPPLY—The procurement, distribution,maintenance (while in storage), and salvage ofsupplies, including the determination of the type andquality of supplies.

SUPPLY CONTROL—The process by which anitem of supply is controlled within the supply system,including requisitioning, receipt, storage, stock control,shipment, disposition, identification, and accounting.

MATERIAL IDENTIFICATION

Learning Objectives: Recognize the different types ofstock and control numbers. Recall the purpose ofcognizance symbols. Recall the purpose of the specialmaterial identification code. Recognize sources ofidentifying material when a stock number is notavailable. Recognize the uses of the following supplypublications: ML-N, MCRL, MRIL, ASG, and COSAL.

What is meant by material identification? Why is itnecessary? What tools are available for you to use inidentifying material? The problem of materialidentification is not peculiar to the Navy or themilitary. You probably have had occasion to purchase apart for your car or an appliance or to use a mail-ordercatalog. Those items were all identified by a catalog orpart number as part of the manufacturer’s or supplier’sidentification system. Companies use an identificationsystem for the same reason the Navy does. It is a brief,accurate means of identifying one specific item ofmaterial. Each company develops a system to meet itsown needs.

The Department of Defense (DoD) supply systemstocks over 4 million items. The Navy supply systemalone stocks over 1 million items. Because of that, thefederal catalog system was developed. It ensures theproper requisitioning of items from either an activityashore or from a unit of the mobile logistics supportforce.

7-1

The federal catalog system is responsible fornaming, describing, classifying, and numbering allitems carried under centralized inventory control bythe DoD and the civil agencies of the federalgovernment. In all supply functions from purchase tofinal disposal, only one identification may be used foreach item.

This system also serves as an economy measure.Instead of the Army, Navy, Air Force, and civilagencies each purchasing and maintaining large stocksof materials, all agencies can make use of centralizedstocks. North Atlantic Treaty Organization (NATO)countries also use the federal catalog system.

STOCK AND CONTROL NUMBERS

Stock and control numbers are used to identify andorder material in the supply system. The identificationnumbers are known as

• national stock numbers (NSNs),

• NATO stock numbers (a variation of the NSN)

• Navy item control numbers, and

• local item control numbers.

A definition and description of the types of stockand control numbers are stated in the followingparagraphs.

National Stock Numbers

The national stock numbers (NSNs) are the mostcommon numbers used to identify material. An NSN isa 13-digit number consisting of a 4-digit federal supplyclassification (FSC) code number and a 9-digitnational item identification number (NIIN). Figure 7-1shows the typical NSN format.

The FSC number identifies an item by commodityor description. The first two digits of the FSC arecalled the FSC group, and the last two digits of theFSC are called the FSC class. Figure 7-2 is anexample of the FSC system. The first two digitsdenote the group or major d iv is ion of thecommodities; for example, group 53 is hardware andabrasives. The last two digits (for example, 05) denotethe class or subdivision within a group. In otherwords, screws are a class or subdivision in thehardware and abrasives group.

The NIIN identifies each item of supply used bythe DoD and NATO. The NIIN relates to identificationdata that makes an item of supply different (as far asDoD is concerned) from every other item of supply.The amount and type of identification data depend onthe item and its intended use. Although the NIIN is partof the NSN, it is used independently to identify an item.Except for identification lists, most federal supplycatalogs are arranged in NIIN order.

NATO Stock Numbers

A NATO agreement provided for the adoption ofthe United States NSN system as the basis for theNATO item identification system. A NATO stocknumber is identical to an NSN with the exception of thenational codification bureau (NCB) code. The NCBcode consists of the first two digits of the NIIN (seefig. 7-1). The NCB code either identifies the countrythat assigned the stock number or indicates that thestock number is used by two or more countries. Forexample, an NCB will be 00 or 01 to indicate the

7-2

Stores Account

Cognizance Symbol

Material Control Code

Federal Supply Group

Federal SupplyClassification (Group)

Federal SupplyClassification (Class)

NationalCodification Bureau Code

National Item IdentificationNumber

National Stock Number

Special Material Identification Code

1H Q 5330-00-010-4960-X3

MRP3f0701

Figure 7-1. Typical NSN format.

GROUP 53Hardwareandabrasives

5305 - Screws5306 - Bolts5307 - Studs5310 - Nuts and washers5320 - Rivets

4810 - Valve solenoid4820 - Valve angle

4010 - Wire rope, steel4020 - Rope, fibrous4030 - Hook, guy

GROUP 48Valves

GROUP 40Rope,cable,chain,andfittings

MRP3f0702

Figure 7-2. Classes of material within stock groups.

United States. The NCB codes currently assigned toeach NATO aligned country are found in the AfloatSupply Procedures, NAVSUP P-485.

Navy Item Control Numbers

Items of material not included in the federalcatalog system but stocked or monitored in the Navysupply system are identified by Navy item controlnumbers (NICNs). NICNs are 13-character itemidentification numbers used for permanent ortemporary control of selected non-NSN items. AnNICN consists of four numerals in the first fourpositions. The next two positions consist of an alphacode (NICN code) that identifies the type of NICN.Finally there are seven digits or alphanumericcharacters that, in conjunction with the NICN code,uniquely identify each NICN item in the Navy supplysystem. Some examples of NICNs and their codes areas follows. Other NICNs may be found in NAVSUPP-485.

Local Item Control Numbers

Local item control numbers (formerly called localstock numbers) may be assigned by local supplyactivities for consumable items not identified by anNSN, a NATO stock number, or an NICN. A local itemnumber also consists of 13 characters. The first fourcharacters are numerals that correspond to the FSC ofsimilar NSN items, the fifth and sixth (NCB code area)are LL, and the remaining seven are all numerals. Forexample:

Locally assigned item control numbers areauthorized for local use only (that is, for shipboardstock records, locator records, bin tags, issuedocuments, etc.). The numbers are not to be used inrequisitions because they would be meaningless withinthe supply system.

COGNIZANCE SYMBOLS

A cognizance (cog) symbol is a two-character,alphanumeric code (for example, 1H, 2T, 6T, and 9Z).This symbol identifies and designates the cognizantinventory manager who exercises supply managementover specific categories of material. Although not partof the stock number, the cognizance symbol may beprefixed to the stock number in some supplypublications and allowance listings (for example, 2T1350-00-123-4567). However, the cognizance symbolis not prefixed to the stock number on supplydocuments, forms, or records.

The first numeric character of the cognizancesymbol denotes the stores account of the item. Briefly,the numerical characters indicate the following:

1, 3, 5, 7 Material is held in the Navy stock account(NSA). When this material is issued, itmust be paid for by the requisitioner.

9 Material purchased by the defense stockfund and held in the NSA account. Whenthis material is issued, it must be paid forby the requisitioner.

7-3

NICN NICNCODE

APPLICATION

0108-LF-504-2201 LFCog I stocknumber for forms

1234-LK-YA1-2345 LKAircraft change kitnumbers

0530-LP-485-0000 LPCogs OI and OPstock numbers forpublications

Q1. How many digits in the NSN designate theFSC?

1. 2

2. 4

3. 9

4. 13

Q2. What is the most common number used toidentify material?

1. Navy item control number

2. Local item control number

3. National stock number

4. NATO stock number

REVIEW QUESTIONS

2, 4, 6, 8 Material held in the appropriationspurchases account (APA) and issuedwithout charge to the requisitioner.

0, 8A Material is not in a stores account(nonstores) and is issued without charge tothe requisitioner.

The second character (letter), in conjunction withthe first numeric character, identifies the specificinventory control point, office, or inventory managerthat has cognizance or controls the issuance of thematerial.

SPECIAL MATERIALIDENTIFICATION CODE

Special material identification codes (SMICs) are

assigned to certain items to ensure their technical

integrity. Because of the nature of these items, they have

stricter requirements regarding procurement, issue and

receipt, inspections, tests, storage, and handling. An

example would be items specially designed,

manufactured, and tested for use in nuclear reactor

plants, which require special handling, machining, and

so forth, before being installed and used.

A SMIC is a two-digit alpha or alphanumeric code

(for example, 5330-00-010-04960-X3). NAVSUP

P-485, appendix 9L, lists and explains the SMICs

currently authorized.

NOMENCLATURE

As part of the federal catalog system, each item of

supply is assigned an official government name.

Personnel frequently refer to material by trade names

or common terms, rather than the official name.

Referring to an item by its common term is not wrong.

However, only the official name of an item should be

used when recording or requisitioning supplies.

OTHER SOURCES OFIDENTIFICATION DATA

Assume that you do not have a stock number for anitem and cannot locate it in the allowance lists. Youthen have two primary sources of information foridentifying the item: (1) other identification datarelating to the item itself and (2) identificationpublications in which available data are recorded andused.

If you can find other identification data, such asreference numbers for the item, your supplydepartment may be able to locate the correct NSN. Areference number may be a part, type, catalog, ordrawing number; or it may be a specification ornomenclature designation that the manufacturer,contractor, or governmental agency has applied to theitem. A superseded stock number is also a type ofreference number. One of the most important sourcesof identification is the information on nameplates. Thenameplate may include manufacturer’s name, make,model number, s ize , vol tage , and the l ike .Identification publications, such as a manufacturer’stechnical manual, may also help you in identifying anitem.

Manufacturers’ Part Numbers

Commercial catalogs and instruction bookletsissued by manufacturers contain valuable informationyou should use in preparing procurement documentsfor nonstandard material. Use these catalogs andbooklets as supplements to Navy publications toidentify commercial equipment, repair parts, andaccessories accurately.

Serial Numbers

Certain technical material may be seriallynumbered, either by direction of the responsiblebureau or systems command or by the manufacturer.These serial numbers are used in maintaining recordson the material. They appear on all vouchers, records,custody cards, and survey reports.

Nameplates

Material identification, particularly of portableand installed equipment, is made easier by referring tonameplates attached to the equipment. Nameplate data

7-4

Q3. Is the cognizance symbol a part of thenational stock number?

1. Yes

2. No

REVIEW QUESTION

includes the manufacturer’s name and the equipmentmake or model number, serial number, size, voltage,and the like.

Drawing Numbers

Certain technical material may be identified onlyby a drawing or sketch number. These numbers may beassigned by the manufacturer, controlling bureau, orsystems command. When you are requisitioningnonstandard items, be sure to include the drawingnumber, if available, to aid in positive identification.

Markings

Various items of electronic equipment areidentified by joint electronics-type designations(JETDs) nomenclature (for example, AN/UYK-7[V]).They are also identified by Navy type or model numberand manufacturer’s model number, as well as stocknumber and serial number.

Contractors’ Service Bulletins

Contractors’ service bulletins include contractors’recommendations for modifying or repairing specificequipment. They cover a wide range of equipment andusually contain part numbers, nomenclature, andnames of manufacturers.

SUPPLY PUBLICATIONS

When you turn in a requisition for supplies, you setin motion a long chain of events involving movementof materials, maintaining stock records, andprocurement actions. Because of this chain of events,you (the requisitioner) must supply accurateinformation to ensure prompt results from therequisition.

The Management List-Navy (ML-N) and severalrelated publications provide you with information forsubmitting accurate and error-free requisitions. TheFederal Logistics Data (FEDLOG), NAVSUP P-2002,or the Naval Logistics Library, available on compactdisk (CD), describes the format and use of thesepublications. The supply department is the primaryuser of these publications. However, as a divisionsupply petty officer, you may have an occasional needfor information contained in them. For that reason, thefollowing short descriptions of these publications isprovided.

Management List-Navy

The ML-N is the basic publication relating to NSNmanagement data. It is published in NIIN sequence andincludes only items for which Navy interest has beenrecorded. Although it includes ammunition items, youstill must use the Catalog of Navy Ammunition Stock,NAVSEA OD 12067/NAVAIR 11-1-116, for orderingand reporting items of ammunition.

The ML-N omits subsistence items, such as food.The source for subsistence items is the book edition ofthe Federal Catalog for Subsistence compiled by theDefense Personnel Support Center. The ML-N alsoomits cryptographic, cryptologic, and defense nuclearitems, which are listed in security classified catalogsproduced by the respective DoD agencies.

The ML-N is a Navy-tailored publication;therefore, many NSNs may be located in the MasterCross-Reference List (MCRL) that will not be found inthe ML-N. If the item being researched is not found inthe ML-N (including deleted items) and a continuingrequirement exists, the using activity must take thenecessary action to establish Navy interest inprocuring that item. Figure 7-3 shows the format of theML-N. Table 7-1 lists the contents of the ML-N.

For definitions and explanations of the variouscodes used in the columns of the ML-N, refer toFEDLOG, NAVSUP P-2002.

Master Cross-Reference List

The MCRL , Part I (fig. 7-4), provides across- reference f rom a reference number(manufacturer’s part number, drawing number, designcontrol number, etc.) to its assigned NSN. The MCRL,Part II (fig. 7-5), provides a cross-reference from anNSN to a reference number.

7-5

Q4. Which of the following items would require aSMIC?

1. Office supplies

2. Firefighting equipment parts

3. Parts designed for nuclear plants

4. Aircraft engine parts

REVIEW QUESTION

7-6

MSN SOS UNIT PRICEUIACT

AAC

QUP

SLC

SEC

RC

MCD-NAVY DML

ITEM NAME PC

PHRASE STATEMENT

CS SMCCMMC IR RRC

AC

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NC

OD

EN

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NA

LS

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MB

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LIM

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ITA

RIZ

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MRP3f0703

Figure 7-3. Management List-Navy (ML-N).

COLUMN TITLE DATA PRINTED

ACTION CODE A one-position alpha code that designates the type of actionrequired by the file maintenance computer toenter/update/delete data in various cyclic or master files

NATIONAL STOCK NUMBER A 13-digit number that uniquely identifies an item of supply

SOURCE OF SUPPLY The routing identifier of the managing activity, which is apotential source of supply

ACQUISITION ADVICE CODE A code indicating how (as distinguished from where) andunder what restrictions an item will be acquired

QUANTITY PER UNIT PACK A code representing the number of units of issue included inthe first tie, wrap, or container in which the NSN is preparedfor shipment

UNIT OF ISSUE

(LIMIT)

The abbreviations printed represent determinate amounts orquantities that have been established as standards ofmeasurement for issue of materials or supplies

UNIT PRICE The dollars and cents of the item per unit of issue (Formaterial control code “A” and acquisition advice code “L,”prices are estimated.)

SHELF LIFE CODE A code indicative of the interval of shelf-life time (based onestablished technical factors) beyond which the item may notbe satisfactory for use (See NAVSUPINST 4410.52 forfurther guidance.)

SECURITY

CLASSIFICATION CODE

A code indicative of the degree of security assigned an item

REPAIRABILITY CODE A one-position code that indicates whether or not an item isrepairable (Repairability code for Navy-managed items is thematerial control code [MCC].)

COGNIZANCE CODE (SYMBOL) A code designating a segment of material for managementby a specific inventory manager and the funding involved;that is,odd digit for Navy stock fund (NSF), even digit for APA

Table 7-1. ML-N Contents

Master Repairable Item List

The Navy’s Master Repairable Item List (MRIL) is

provided to identify Navy-managed mandatory turn-in

repairable items. It also provides shipping instructions

for unserviceable repairables that must be turned in to a

designated repair facility.

The MRIL cons i s t s o f two bas ic par t s :Part I—Listing of Items and Part II—ShippingAddresses. Part I (fig. 7-6) lists all repairables that areno longer serviceable and gives disposit ioninstructions. Usually, unserviceable components areshipped to a designated repair facility or collectionpoint. The repairables are listed in sequence by thelast 9 characters of their 13-character NSN or NICN.

7-7

COLUMN TITLE DATA PRINTED

MATERIAL CONTROL CODE(MANAGEMENT)

A code used to indicate a reporting segment,interchangeability grouping, specialized distribution channel,and so forth, as applied to the NSN for logistic managementpurposes (This code is the special material identificationcode [SMIC].)

ISSUE REPAIR AND/ORREQUISITION RESTRICTIONCODE

A code that indicates restrictions on issuing or instructionsfor requisitioning, item repair/overhaul, turn-in, exchange, ordisposal

SPECIAL MATERIAL CONTENTCODE

A code indicating that an item represents or containspeculiar material requiring special treatment, precautions, ormanagement control

DEMILITARIZATION CODE A code indicating the degree of demilitarization required andindicating when demilitarization is not required or whendemilitarization requirement has been determined by theinventory control point (ICP)

ITEM NAME The approved name of the item as established by thefederal catalog system (The length of an item name hasbeen restricted to its first 19 characters because of spacelimitations.)

PHRASE CODE A code assigned to a phrase used in the management list todenote changes or relationships between NSNs andreference data; for example, technical document numberand qualitative expressions

PHRASE STATEMENT A series of phrases to denote changes or relationshipsbetween NSNs and information-type data

Table 7-1. ML-N Contents (continued)

55599

556

556-012-001

556-1137

556-1182

556-2332

556-35-1246FW160P

2

556-3541

556-3541-1

62983

24161

16665

46859

46859

46859

01351

46859

46859

2

2

2

2

2

2

2

2

2

4320-00-057-0782

3030-00-269-9669

5950-00-237-7237

5841-00-323-0747

5365-00-323-0749

5305-00-433-9273

3020-00-967-4607

5365-00-514-0363

5365-00-200-5226

REF. NO. FSCM RNVC NSN

MCRL PART I

MRP3f0704

Figure 7-4. Master Cross-Reference List (MCRL), Part I.

Part I also lists the shipping code of the activity towhich an unserviceable repairable must be shipped.Part II (fig. 7-7) lists the shipping addresses ofdesignated repair activities (military and civiliancontractors) and collection points to which therepairables are to be sent.

As a work center supervisor or division supplypetty officer, you must cooperate with the supplydepartment by returning replaced parts. By doing that,you will help the fleet use assets more efficiently.

Afloat Shopping Guide

The Afloat Shopping Guide (ASG), NAVSUPP-4400, is another source used for identificationpurposes. It is designed to assist fleet and Navy supplysupport personnel in identifying an NSN for thoseitems of supply which do not have a part/referencenumber. Descriptions and illustrations may be used todetermine substitutions and applicable NSNs in thegeneral hardware area.

The ASG consists of seven volumes containingdescriptive data and illustrations accompanied byalphabetic and NIIN indexes of the groups/classes. TheNIIN index also indicates the availability of an itemfrom the mobile logistics support forces. The ASG isupdated annually, and each volume is reissued in itsentirety every fourth year. Figure 7-8 shows a pagefrom the ASG.

Coordinated Shipboard Allowance List

The Coordinated Shipboard Allowance List(COSAL) is both a technical and a supply document. Itis technical in that nomenclature, operating

characteristics, technical manuals, and so forth, aredescribed in Allowance Parts Lists (APLs) andAllowance Equipage Lists (AELs). It is a supplydocument in that the COSAL provides a complete listof all parts required to operate and maintain theequipment installed at all ship/shore activities.

The COSAL is prepared for individual ship/shoreactivities. It lists the following:

1. Equipment or components required for theship/activity to perform its operationalassignment

2. Repair parts and special tools required for theoperation, overhaul, and repair of theseequipments

3. Miscellaneous portable items needed for thecare and upkeep of the ship/activity

The COSAL is based on equipment configurationdata contained in the computerized weapons systemfile (WSF) at the Ships Parts Control Center (SPCC).The WSF includes the repor ted equipmentconfiguration installed on each ship as well as theindiv idual repai r par t s appl icable to thoseequipments. Configuration information for theCOSAL must be precise. Therefore, the initialestablishment of a configuration database must beaccurate. Thereafter, changes resulting fromadditions, deletions, or modifications of equipmentsmust be reported promptly. The quality of the COSALis only as good as the equipment configuration dataavailable to the various activities involved in itsdevelopment.

7-8

4320-00-057-0782

5365-00-200-5226

5950-00-237-7237

3030-00-269-9669

5841-00-323-0747

5841-00-323-0749

5305-00-433-9373

5365-00-514-0363

3020-00-967-4607

55599

556-3541-1

556-012-001

556

556-1137

556-1182

556-2332

556-3541

556-35-1246FW160P

2

62983

46859

16665

24161

46859

46859

46859

46859

01351

2

2

2

2

2

2

2

2

2

MCRL PART II

NSN REF. NO. FSCM RNVC

MRP3f0705

Figure 7-5. Master Cross-Reference List (MCRL), Part II

7-9

SCHEDREMOVALCOMPCARDCODE

LONGSUPPLYIND.

COGSYMBOL/MAT'LCONTROLCODE

NATIONALSTOCKNUMBER/NAVY ITEMCONTROLNUMBER

SPEC.MAT'LIDENTCODE

REPAIRLEVELCODE

SECUR-ITYCLASS

SHIP-PINGCODE

MOVEMENTPRIORITYDESIGNA-TOR

NOTES

LSI

SRC

COG

MCC

NSN/NICN SMIC RLC

SEC

SHPGCODE

MPD

NOTES

*

*

Y

Y

Y

7E2R2R2R2R2R7H6A

7H

HHHHEHHQ

E

1325-LL-HDZ-09251560-00-076-45911630-00-085-26256610-00-086-16325865-00-100-72985865-00-117-41361010-00-381-06584935-00-412-5854

1440-00-421-4388

DIIIIIDD

D

GTLCFZFEBA

UUUUUUUU

U

N00163W20203W20243N00207C20079XXN00189N00612

N00109N60701

1313131313131306

03

WISSADMISAHI-BURNERCLAMP

CTNR 7835002SEE SP4423.39FIRM ITEMREDSTRIPE

MRP3f0706

PART I - LISTING OF ITEMS

Figure 7-6. Master Repairable Item List (MRIL), Part I.

SHIPPING CODE SHIPPING INSTRUCTIONS UNIT IDENTIFICATIONCODE/FEDERAL SUP-PLY CODE FORMANUFACT.

SHIPPINGCODE

SHIPPINGINSTRUCTIONS

UIC/FSCM

C44100 SHIP TO:CDR DCASR NEW YORKC/O TREADWELLCORPORATIONRAILROAD STREETTHOMASTON, CONN 06787

SPECIAL MARKINGS:FOR OVERHAUL ANDREPAIR ON CONTRACTN00104-71A-0174

Q81412

PART II - SHIPPING ADDRESSES

MRP3f0707

Figure 7-7. Master Repairable Item List (MRIL), Part II.

7-10

MRP3f0708

Figure 7-8. Page from the Afloat Shopping Guide (ASG).

MATERIAL PROCUREMENT

Learning Objectives: Recognize the procedures to

requisition supplies and material through the Navy

supply system. Recall the purpose of MILSTRIP.

Recognize the documents used to order material. Recall

the purpose of UMMIPS. Recall how the priority

designator is determined. Recognize the purpose of the

various types of CASREPs. Recall the purpose of MTR

items.

Once you have determined that a replacement partis required and you have its NSN, you are ready toorder the part. In the Navy, this process is calledprocurement.

Procurement is the process of obtaining materialsand services to support the operation of an activity. Thetwo basic methods of procurement in the Navy are byrequisition and by purchase.

As a division supply petty officer or perhaps as awork center supervisor, you will play an important rolein the procurement of materials and services. If you arein one of these positions, you will be required to decidethe necessity of material requested by the work centersupervisors in your division or by your ownsubordinates. You also must know if the material isauthorized for use by your command, division, or workcenter. In addition, you must determine the importanceof the material over other material and properly assigna priority designation. As a supply petty officer or workcenter supervisor, you will be the principal adviser toyour division leading chief petty officer and divisionofficer on all matters of procurement at the divisionlevel.

MILITARY STANDARDREQUISITIONING AND ISSUE

PROCEDURE

A requisition is a request for materials or services.The most common method of requisitioning materialsis through a DoD system known as the MilitaryStandard Requisitioning and Issue Procedure(MILSTRIP).

As the name implies, MILSTRIP is used for therequisitioning and issuing of materials. Manytransactions must take place between the time arequisition is submitted and the material is received.Some of these transactions include the furnishing ofsupply status information, follow-up requests,redistribution orders, referral orders, and cancellationrequests. Such transactions are all an integral part ofthe MILSTRIP.

With the exception of certain classes of material,MILSTRIP is used for ordering material through theNavy supply system. These exemptions are listed inOperat ing Procedures Manual forMILSTRIP/MILSTRAP, NAVSUP P-437.

Requisition Documents

MILSTRIP requisitioning is based upon coded,single line item (one stock number) documents.Several types of documents are used to order material.The most commonly used documents are as follows:

1. NAVSUP Form 1250-1

2. DD Form 1348

3. DD Form 1348-6

4. DD Form 1149

Under certain circumstances, requisitions may besubmitted either by message or by letter.

The following paragraphs describe the purposeand basic requirements for the forms just mentioned.Complete information concerning the preparation ofthese documents is contained in NAVSUP P-485.

NAVSUP Form 1250-1 (fig. 7-9) is used as aconsumption document by all forces and as aMILSTRIP requisitioning/issuing document bynonautomated ships of the submarine forces. Theform is used primarily for procuring materials orservices. Submarine tenders or bases also use theform as an invoice for materials supplied to supportedunits of the fleet. NAVSUP Form 1250-1 wasdeveloped to meet two needs: (1) to improve

7-11

Q5. The COSAL is both a technical and supplydocument.

1. True

2. False

Q6. Cryptographic, or cryptologic items are listedin the ML-N.

1. True

2. False

REVIEW QUESTIONS

inventory control procedures and (2) to reportconsumption under the maintenance data system(MDS). Prepare NAVSUP Form 1250-1 according tothe following general instructions:

1. Use a ballpoint pen or typewriter.

2. Annotate each entry in the proper data block.

3. To avoid confusion between the numeric 0 andthe alphabetic O, use the communication Ø forzeroes.

For non-NSN requirements, the Non-NSNRequis i t ion form (NAVSUP Form 1250-2)consolidates the information previously submitted ontwo forms (NAVSUP Form 1250-1 and DD Form1348-6). Distribution and preparation procedures forthis seven-part form (fig. 7-10) are identical to thosefor NAVSUP Form 1250-1. Additional information onthis form can be found in NAVSUP P-485.

The Single Line Item Requisition SystemDocument (Manual), DD Form 1348 (fig. 7-11), isused to requisition material from naval supplyactivities. The form also is used to follow up, modify,cancel, or trace previously submitted requisitions. Theform is available as two-part, four-part, or six-partcarbon interleaved forms for manual use or as asingle-card form for mechanized use. All copies of themanual forms are identical except for data blocks T andU. These blocks are blank on the original, but thecopies have a place printed on them to show the unit

and total price. The mechanized form is basically thesame as the manual form, except that data blocks A andB are omitted.

Codes are used extensively in MILSTRIPrequisitioning because only 80 alphanumericcharacters can be placed on the card. (This does notinclude the activity names shown in data blocks A andB.) Selecting the correct code to convey the properinformation to the supplier is essential. The correctcodes are just as important on a requisition as thecorrect NSN. A “ready reference” code list that appliesto your ship is a time-saver when selecting andinterpreting such MILSTRIP codes as routingidentifiers, project codes, advice codes, status codes,and fund codes. MILSTRIP/MILSTRAP Desk Guide,NAVSUP P-409, lists all of the supply system codesand is available through the supply system. Use theNAVSUP P-409 to find codes that apply to yoursituation when making your “ready reference” codelist.

Use a typewriter or ballpoint pen to prepare theDD Form 1348. Do not use a pencil. Pencil marks cancause errors when the requisition is processedthrough mark-sensing equipment at shore activities.You do not have to space the entries within the tickmarks printed on the form, but you must make theentries within the proper data blocks. Remember to usethe communication Ø on MILSTRIP requisitionswhen zeroes must be used.

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MRP3F0709

Figure 7-9. Single Line Item Consumption/Requisition Document (Manual), NAVSUP Form 1250-1.

7-13

MRP3f0710

Figure 7-10. Non-NSN Requisition, NAVSUP Form 1250-2.

Regardless of the form used, the NSN is the mostimportant identification data for any item. Check theML-N before listing the stock number on the 1250-1 or1348-6 to ensure the stock number is up to date andaccurate and the unit price and unit of issue are correct.

If the NSN is not available for repair parts, use theDD Form 1348-6 (fig. 7-12) to requisition the parts.The DD Form 1348-6 consists of two sections. Thefirst, or top, section consists of 80 card columns ofMILSTRIP data; the second, or bottom, sectionconsists of nine data blocks of additional identificationdata. The bottom section permits the inclusion of allavailable technical or descriptive data. This data willassist the supply source in the identification andprocurement of the requisitioned item.

Storekeepers requis i t ion most mater ia lrequirements on DD Form 1348. However, certainitems excluded from MILSTRIP are ordered on DDForm 1149 (fig. 7-13). Examples of these items arebulk fuel, library books, communications securityequipment, and materials controlled by the NavalOceanographic Office.

NAVSUP P-409 is a handy desk guide toMILSTRIP that gives an excellent overview ofMILSTRIP documents. However, for detailed guidanceabout the use of these forms, refer to NAVSUP P-485.

Message Requisitions

In certain situations, urgent material requirementsdemand the need for procurement by message, ratherthan by submission of standard requisition documents.Message requisitions are submitted in a specified

format and must convey the same data that is requiredon DD Form 1348 or 1348-6.

Overseas activities use message requisitions forpriority requisitions unless transmission by othermeans, such as mail or courier, is more expedient.Messages also may be used for routine priorityrequisitions when transmission by mail will not ensuredelivery of the requisitioned material by the requiredtime. When a message requisition is prepared, aDD Form 1348 or 1348-6 is also prepared for each itemrequested in the message. The original of eachDD Form 1348 or 1348-6 is discarded, and theremaining copies are distributed according toestablished procedures. A message requisition mustnot be longer than one page and is generally limited to amaximum of seven requisitions.

The Defense Automatic Addressing System(DAAS) is a “real time” random access digital computersystem. This system uses the automatic digital network(AUTODIN) switching centers of the DefenseCommunications System to receive and retransmitMILSTRIP messages automatically to the properaddressees. An input message to DAAS may includemultiple requisitions, follow-ups, requisition modifiers,and cancellation requests. All retransmittals areaccomplished via AUTODIN. AUTODINautomatically provides the addressee with a punchedcard (or magnetic tape image) for each documentincluded in the originator’s message; therefore, nomessage handling or keypunch effort is required of theaddressee.

7-14

MRP3f0711

Figure 7-11. DoD Single Line Item Requisition System Document (Manual), DD Form 1348.

7-15

MRP3f0712

Figure 7-12. Single Line Item Non-NSN Requisition (Manual), DD Form 1348-6

MRP3f0713

Figure 7-13. Requisition and Invoice/Shipping Document, DD Form 1149.

UNIFORM MATERIAL MOVEMENT ANDISSUE PRIORITY SYSTEM

Uniform Material Movement and Issue PrioritySystem (UMMIPS) is a vital and integral part of theMILSTRIP system. MILSTRIP provides forms andprocedures for requisitioning material. UMMIPS setspriorities for the issuance and movement of material.Each activity that requests resources for logisticssystems, such as transportation, would like for itsrequest to take top priority. However, requests must beprocessed according to the military importance of theactivity and the urgency of the need. Each activityindicates this priority information by a force/activitydesignator (F/AD) and an urgency of need designator(UND). These designators determine the prioritydesignator (PD) assigned to the requisition.

Force/Activity Designator

A F/AD is a Roman numeral (I-V) that identifiesand categorizes a force or activity on the basis of itsmilitary importance (fig. 7-14). NAVSUP P-485outlines the assignment of F/ADs.

Urgency of Need Designator

The UND is a letter (A, B, or C) that indicates therelative urgency of a force’s or activity’s need for arequired item of material. The force or activityrequiring the material assigns the UND.

The basic definitions for the urgency of needdesignator are as follows:

Priority Designator

The PD is a two-digit number (01, the highest, to15, the lowest). The PD is determined by using thetable of priority designators (fig. 7-14). The table iseasy to use. For example, if your activity is assigned an

F/AD of II and your requirement is of a routine nature,the priority to be assigned would be 12.

7-16

Q7. MILSTRIP is used for which of the followingtransactions?

1. Requisitioning material

2. Issuing material

3. Cancellation of material requests

4. All of the above

Q8. Which of the following forms is/are used toorder material?

1. DD Form 1348

2. DD Form 1348-6

3. DD Form 1149

4. All of the above

Q9. If the NSN is not available for a repair part,what form should you use to requisition thepart?

1. NAVSUP Form 1250-1

2. DD Form 1348

3. DD Form 1348-6

4. DD Form 1149

REVIEW QUESTIONS

URGENCY OF NEED DESIGNATOR

A (Unable to perform)

B (Performance impaired)

C (Routine)

TABLE RELATING F/AD AND UND TO PRIORITY DESIGNATORS

F/AD

PRIORITY DESIGNATOR

I

01

04

11

II

02

05

12

III

03

06

13

IV

07

09

14

V

08

10

15

MRP3f0714

Figure 7-14. Table for determining a priority designator.

UND DEFINITION

A 1. Requirement is immediate.

2. Without the material needed, theactivity is unable to perform one ormore of its primary missions.

3. The condition noted in definition 2has been reported by establishedcasualty reporting (CASREP)procedures (explained later).

B 1. Requirement is immediate orknown to be required in theimmediate future.

2. The activity’s ability to perform oneor more of its primary missions willbe impaired until the material isreceived.

C 1. Requirement is routine.

In addition to providing standardized criteria forassigning priorities, UMMIPS provides acceptablemaximum processing times for use by supply activitiesin furnishing material. NAVSUP P-485 contains theprocessing time standards and additional codes used inMILSTRIP and UMMIPS.

CASUALTY REPORTING

The casualty report (CASREP) is designed tosupport the Chief of Naval Operations (CNO) and fleetcommanders in the management of assigned forces.The effective use and support of Navy forces requiresan up-to-date, accurate operational status for each unit.An important part of operational status is casualtyinformation. The CASREP system contains four typesof reports: initial, update, correct, and cancel. Thesereports are described in general in the followingparagraphs. CASREPs are not a substitute for, but arein addition to and complement, 3-M data. For morecomplete information on the preparation andsubmission of CASREPs, see Operational Reports,NWP 10-1-10.

Initial Casualty Report (INITIAL)

An INITIAL CASREP identifies the status of thecasualty and any parts or assistance needed.Operational and staff authorities use this informationto set priorities for the use of resources.

Update Casualty Report (UPDATE)

A unit uses an UPDATE CASREP to submitchanges to previously submitted information.

Correction Casualty Report (CORRECT)

A unit submits a CORRECT CASREP whenequipment that has been the subject of casualtyreporting is repaired and is back in operationalcondition.

Cancellation Casualty Report (CANCEL)

A unit submits a CANCEL CASREP whenequipment that has been the subject of casualtyreporting is scheduled to be repaired during anoverhaul or some other scheduled availability.Outstanding casualties that will not be repaired duringsuch availability will not be canceled and will besubject to normal follow-up casualty reportingprocedures as specified.

MANDATORY TURN-IN REPAIRABLES

You will, no doubt, encounter the terms mandatoryturn-ins and repairables in the process of obtainingreplacement parts from supply. Therefore, you need tounderstand your responsibilities in regard tomandatory turn-in repairable items (MTR).

When any of your equipment fails, your primaryconcern is to locate the trouble, correct it, and get theequipment back on the line. In most instances, you firsttrace the trouble to a defective part and then prepare aNAVSUP Form 1250-1 (or DD Form 1348) to obtainthe replacement part from the supply storeroom. Next,you install the replacement part and throw away thedefective part. However, when the defective part isexpensive and repairable, it becomes a part of therepairables program.

A large number of parts can be economicallyrepaired when they fail. This results in savings of dollarsand time. Repairing an item is quicker and cheaper thancontracting for and buying a new one—provided the olditem is promptly returned in repairable condition.

For the program to work as intended, you andothers have certain responsibilities. At the time yousubmit your request for a mandatory turn-in item,supply will tell you to return the defective item. Yourresponsibilities begin at this point. You must removethe defective part and give it adequate protection toprevent further damage before turning it in to supply.The most effective way to protect the defective part isto place it in the same container in which you receivedthe replacement part. The defective part or equipmentmust be accompanied with a copy of the OPNAV4790/2K, Work Request form describing the failure of

7-17

Q10. The priority designator is determined byusing the table of priority designators.

1. True

2. False

Q11. What is the lowest two-digit prioritydesignator?

1. 01

2. 11

3. 13

4. 15

REVIEW QUESTIONS

the part or equipment. Your protection of the part willhelp the designated overhaul point (DOP) diagnoseand repair the defective component and return the partto service more quickly. Do not cannibalizecomponents you might use sometime in the future.

When the required part is not in the storeroom,supply then must take appropriate action to obtain thereplacement part. You still must return the failed part.Try to turn it in before you receive the replacementpart. Entering the failed part into the repair cyclebefore receiving the replacement makes the repairedpart available for reissue that much sooner.

SUMMARY

The supply department at your command plays avital role in the efficient operation of the entirecommand. It purchases all materials needed by thecommand—consumables, nonconsumables, andrepair parts, as well as food items.

If you work in a nonsupply rating, you will beconcerned primarily with the procurement ofconsumable supplies (for example, office supplies andcleaning materials) and repair parts. As a petty officer,you may be required to fill out the proper materialrequests or ensure the requests are forwarded to thesupply department. This chapter has provided you withsome of the information needed for ordering supplies.

The supply information in this chapter is notintended to make you an expert in supply matters.Rather, this section was written to give you a basicunderstanding of supply matters to help you develop agood working relationship with your supplydepartment.

REFERENCES

Afloat Shopping Guide, NAVSUP P-4400, Navy FleetMaterial Support Office, Mechanicsburg, PA, 1993.

Afloat Supply Procedures, NAVSUP P-485, NavalSupply Systems Command, Arlington, VA, 1993.

Federal Logistics Data (FEDLOG), NAVSUP P-2002,Naval Supply Systems Command, Arlington, VA,1994.

MILSTRIP/MILSTRAP Desk Guide, NAVSUP P-409,Naval Supply Systems Command, Arlington, VA,1993.

Naval Logistics Library, Compact Disk (CD-ROM),Naval Supply Systems Command, Arlington, VA,1998.

Operat ing Procedures Manual forMILSTRIP/MILSTRAP, NAVSUP P-437, NavalSupply Systems Command, Arlington, VA, 1993.

Operational Reports, Naval Warfare Publication, NWP10-1-10, Chief of Naval Operations, Washington,DC, 1987.

Standard Organization and Regulations of the U.S.Navy, OPNAVINST 3120.32C, Chief of NavalOperations, Washington, DC, 1994.

Storekeeper 3 & 2, NAVEDTRA 14242, NavalEducation and Training Program ManagementSupport Activity, Pensacola, FL, 1996.

7-18

Q12. Cannibalizing inoperative equipment is anauthorized practice to obtain replacementparts.

1. True

2. False

REVIEW QUESTION

REVIEW ANSWERS

A1. (2) The first 4 digits of the NSN make up theFSC. In 5330 00 010 4960 the first 2 digits ofthe FSC are called the FSC group, and the last2 digits are called the class.

A2. (3) All material purchased and maintained bythe federal government is maintained bynational stock number.

A3. (No) Although NOT part of the stock number,the cognizance symbol may be prefixed to thestock number in some supply publications.However, the cog symbol is not prefixed tothe stock number on supply documents,forms, and records.

A4. (3) Items specially designed, manufactured,and tested for use in nuclear reactor plants,which require special handling, machining,and so forth before being installed and usedrequire a SMIC.

A5. (1) Its technical nomenclature operatingcharacteristics, technical manuals, and soforth are described. It is a supply documentin that the COSAL provides a complete list ofparts required to operate and maintain theequipment.

A6. (2) The ML-N omits cryptographic and

cryptologic items which are listed in security

classified catalogs produced by the respective

DoD agencies.

A7. (4) As the name implies, MILSTRIP is used

for all transactions from requisitioning of

material to issuing the material.

A8. (4) All of the listed documents are MILSTRIP

requisitioning documents used to order

material.

A9. (3) The bottom section of the DD Form

1348-6 permits the inclusion of all available

technical or descriptive data. This data will

assist the supply source in the identification

and procurement of the requisitioned item.

A10. (2) The priority designator is determined by

using the table of priority designators.

A11. (4) The priority designator is based on a scale

of 01 to 15 with 01 being the highest and 15

being the lowest priority.

A12. (2) Do not cannibalize components you might

use sometime in the future.

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