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Reporting Discrepancies

The categories of material receipt discrepancies may be caused by shipping, transportation, packaging, or material quality deficiency. Discrepancies such as overages, shortages, damages, incorrect, or nonreceipt of material are attributable to the shipping activity or transportation system.

SHIPPING AND PACKAGING DIS-CREPANCY.- Shipping discrepancies and packaging discrepancies that are attributable to the shipper are reported on a Report of Discrepancy (ROD), Standard Form 364. Refer to NAVSUPINST 4440.179 for detailed instructions and procedures concerning the ROD.

Purpose of Report of Discrepancy.- The ROD is used to support the adjustments of inventory and financial records. Shipping-type discrepancies are variations in the quantity or condition of goods as shown on the shipping document. These discrepancies include the following:

l Excess or insufficient quantity, because of an incorrect count

l Damage caused before shipment

l Incorrect item pulled from the warehouse and shipped

l Item is not identifiable because the proper paperwork is missing

The packaging discrepancies include the following: l Improper packing l Improper marking l Improper unitization l Improper preservation

NOTE: The ROD should not be submitted for discrepancies caused by the requisitioner. In this case, the material must be turned in under the Material Returns Program and the correct item reordered.

Reporting by Naval Message.- Use of a naval message to report shipping-type or packaging discrepancies is authorized on the following material requirements: . Not mission capable supply (NMCS) related

requisitions,

. Partial mission capable supply (PMCS) related requisitions, and . Casualty Report (CASREP) related requisitions.

The subject line of the message must be "PRIORITY INCOMING ROD SF364." The message must include the following information:

. Requisition number 

. Stock number 

l Priority 

l Clear statement of discrepancy and requested action 

l Point of contact

If the activity submitting the ROD is unclear as to the correct actions to take to resolve the discrepancy, the shipper or the inventory control point (ICP) should be contacted for assistance.

Return of Discrepant Material.- The ROD action activity determines and directs return of discrepant material in the ROD response to the submitting activity. As a general rule, the ROD action activity will request the requesting activity to retain the discrepant material if the dollar value is less than $500. If discrepant material is required, the disposition instructions will normally direct the receiver to return the material to the issuing activity.

In some cases, return of discrepant material may be considered uneconomical (large items/long distances). In this situation, the receiver may request, on the initial ROD submission, to return material to the nearest stock point. If approved, the issuing activity will coordinate with the turn-in site to ensure credit processing to the customer account. The ROD reply will contain directions for the material turn in and points of contact involved.

ROD Action Activity.- Determine the action activity as described in the following texts.

l For shipment of Navy-owned material between Navy activities, the activity which shipped the material is considered the action activity and is responsible for researching and resolving the ROD.

l For shipments direct from a commercial contractor, the procuring contract office (PCO) is responsible for researching and resolving the ROD. l

For Defense Logistics Agency (DLA) owned material that is stocked at a Navy stock point, the action activity for the ROD resulting from a Material Release Order (document identifier [DI] A5_) is the applicable Defense Supply Center (DSC). Some of the DSCs are the Defense Industrial Supply Center (DISC), Defense Construction Supply Center (DCSC), and so forth. The DSC may request a Navy stock point to research an ROD; however, the DSC makes the final determination and respond to the ROD. Non receipt of Material.- Before submitting the ROD, research local areas, files, and ledgers to find the material.

As part of dues management, perform the functions in the following texts.

For material shipped by traceable means, process the transaction as follows. If a traceable shipment mode is recorded on the requisition file, shipping status (DI AS_, and the material has not been received within 45 days of this status for CONUS activities (90 days for OCONUS activities), perform the following actions:

. Review the transaction ledger, receipt documents, and exception listings. Conduct a search of frustrated material, receiving area, and any old locations. Finally conduct a spot inventory to see if material has been received. . If the material has been received and receipt document has not been processed, process the document.

l If the shipping documentation shows that the shipment did not arrive, trace the shipment back through the transportation system or submit a Discrepancy in Shipment Report (DISREP) according to NAVSUPINST 4610.33.

For material shipped by nontraceable means, process the transactions as follows: If the shipment status reveals that the material was shipped by nontraceable mode and the material is not received within 45 days of this status for CONUS activities (90 days for OCONUS activities), perform the procedures described in the following text.

. Review the transaction ledger, receipt documents, and exception listings. Conduct a search of frustrated material. . If material is received and the receipt document is not processed, process the document. . If the material has not been received 60 days from the status date, submit an ROD. Process receipt with FIR Code M5 (shipper's loss). This will clear the due file for reordering and create an audit trail whereby accounting will offset future billing adjustments by the shipper. Send a copy of the ROD reply to the accounting office.

Requisitions with BA status (being processed for release or shipment) and the material has not been received within 60 days of this status for CONUS activities (120 days for OCONUS activities), submit an ROD first. Let the shipper conduct a research and tell you the mode of shipment if material has been shipped. Perform the following actions: 

. If the ROD reply advises that material has been shipped, conduct research according to the mode described in previous paragraphs. 

. If the ROD reply advises that a credit is being processed, process the receipt with FIR Code M5. Send a copy of the ROD reply to the accounting office.

Submission Time Frame.- Navy action activities will reject, with appropriate explanation, RODS not received within the 150 calendar days from shipment date (or BA date when no shipping status is received). This time limit applies to both shipments that have been received and to total nonreceipt of shipment. In cases where shipment is received very close to the 150 days time limit, the activity submitting the ROD will be allowed 15 days from the receipt date to submit the ROD.

Late Submission of the ROD.- A special extenuating clause may be used for late discrepancy reports involving concealed damage, shortages, overages, and wrong item discrepancies. In some cases, the receiving activity may be prohibited from opening and inspecting the material because of packaging or preservation considerations or manufacturer sealed container. When the package is opened for use and the discrepancy is discovered, the time limit for submitting the ROD may have passed. In this case, submit the ROD with the clause on the remarks block as in the example below.

"ROD is submitted late due to extenuating circumstances. At the time of receipt, the shipping document matched the container markings. The container shows no signs of tampering/damage. The container was not opened due to" (enter one of the following reasons): . Packaging and preservation considerations . Manufacturer sealed container . Technical inspection of material was not performed at the time of receipt

The reporting activity must also provide information on the container such as the NSN, requisition number, contract number, or manufacturer.

Controlled items.- Notify the security officer for discrepancies involving controlled items. Conduct an investigative research for nonreceipt of controlled material before submitting the ROD. Perform other actions according to the mode of shipment used by the shipper as discussed in the previous paragraphs.

Mandatory Turn-In Repairables.- The Hubs at stock points are required to fully screen selected aviation material receipts and all nonaviation material receipts to determine if discrepancies exist. This function is primarily performed by Advanced Traceability and Control (ATAC) Hubs.

Non-ATAC Hubs report all shipping-type and packaging discrepancies on an ROD with a copy sent to the following activities: l The cognizant ICP l The turn-in activity . The turn-in activity's type commander

The ATAC Hubs submit reports other than misidentification discrepancies using ROD and sends a copy to cognizant ICP, turn-in activity, and turn-in activity's type commander. The ROD forwarded to the turn-in activity and type commander is for information only. The ICP will later contact the turn-inactivity with a notification of potential balling adjustment when the discrepancy involves turn in of a wrong item.

Misidentification discrepancies are recorded by the ATAC Hub via an automated program. The turn-in activities are provided with an automated listing of all discrepancies. This listing includes an indicator of a potential billing adjustment. Discrepancy summaries are also forwarded to type commanders and fleet commanders. The ICP receives only the information necessary to investigate discrepancies with potential billing adjustments.

File Requirements.- Retain closed ROD case files for a period of 1 year after receipt of reply from the action activity. Maintain a separate case file by fiscal year. Maintain an outstanding ROD file for monitoring purposes.

Control System.- Maintains a control system for monitoring RODS. This may be accomplished using either the manual or mechanized method. At a minimum, the record should include the following information:

l Report number assigned to the ROD

l Date of submission

l Action activity

l Requisition or contract number

l NSN and cognizance symbol

l Extended money value

l Discrepancy cited

l Action requested

l Date reply received

l Reply

l Follow-up date

Follow-up or Cancellation.- Navy action activities are required to reply within 45 days after receipt of ROD. Follow-ups should be numbered as first follow-up, second follow-up, and so on. The first follow-up should be submitted to the action activity 60 days after submission of the original ROD. Submit subsequent follow-ups at 30 day intervals. Cancellation of ROD by the submitting activity requires a copy of the ROD, marked "CANCELED," to be forwarded to the action activity. The ROD copy must be annotated with clarifying data in the remarks block and signature and the date the person submitted the cancellation.

Distribution of Copies.- Distribute copies of shipping-type and packaging-type RODS as portrayed in Table 3-1 and Table 3-2. In all cases, one copy must be attached to the material and a copy in the file.



 


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