a. SSAs are required to have customer units validate and recon- cile open supply requests each month; this is done quarterly in the ARNGUS and USAR. SSAs also are required to validate all requisi- tions not previously validated by the customer unit and reconcile all requisitions sent to the next higher supply source each month; again, this is done quarterly in the ARNGUS and USAR.
b. This chapter prescribes responsibilities and procedures for the Standard Army Validation and Reconciliation (SAVAR) Program, and prescribes the validation process at the customer level. It also prescribes procedures on performing periodic reconciliations at all levels of the Army supply system. These procedures will improve readiness and sustainability by keeping a more credible data base, ensure recognition of the customer as the driving element within the system, minimize the manual effort required at the customer level, provide management and command visibility of the process.
c. The retail SSA segment of the SAVAR process consists of both a monthly tops-down type validation and reconciliation cycle of dues out with the supported customer and a monthly bottoms-up type reconciliation with the intermediate level SSA. These functions have standard automated programs. Although both are part of the SAVAR process, they are independent actions and the start of one is not contingent upon completion of the other.
19–2. SAVAR process
a. The SAVAR process is a standard procedure using automated
systems for validating material obligations with the user and recon- ciling the due in/due out records maintained within the supply chain. The SAVAR process is accomplished monthly (except that the rec- onciliation with LCA is done quarterly), and is scheduled so that adjustments generated as a result of one cycle will be posted prior to initiating the next monthly cycle. The process begins with the first SOS providing its customers with a listing of the dues out requiring validation. The process continues adjusting the supporting SSA/ SAILS records with the customers validated requirements. The ad- justed SSA/SAILS due in file will be reconciled on a quarterly basis with the records maintained at the Logistics Intelligence File (LIF) and SOS. After completion of the above, due in/due out records (for requisitions meeting the SAVARS criteria) at all levels within the supply system should be compatible.
b. The SAVAR process is as follows:
(1) The SSA cutoff date to the customer will be no later than the fifth day of the month. Include open requisitions that are than 30 days old (from document date).
(2) All open requisitions recorded at the SSA meeting these crite- ria will be included in the SSA to customer segment of the SAVAR program. All issue priorities will be included.
( 3 ) T h e q u a r t e r l y S O S m a t e r i a l o b l i g a t i o n v a l i d a t i o n ( M O V ) scheduled for response during the months of February, May, Au- gust, and November of each year will be used in place of the LIF bottoms-up reconciliation (BUR) requirement for those months. One complete cycle of the SAVAR process will be completed each calendar month (quarterly for USAR and ARNGUS units). Within the monthly cycle, each individual segment will be initiated without regard for the completion of any other segment.
(4) The LCA will collect data on the intermediate level SSAs (SAILS) activities participating in each SAVAR cycle, including percentage of rejects and mismatches for each. This information will be furnished to the individual SSAs (SAILS activities) and their MACOMs on a quarterly basis for review.
(5) The retail level SSA will, after written notification to the customer, initiate cancellation actions for all requisitions not vali- dated by the requesting activity for two consecutive SAVAR cycles. c. ACCOUNTS for COMSEC will conduct validation and recon- ciliation programs through COMSEC support channels in accord- ance with instructions contained in TB 380–41.
19–3. SAVAR criteria
SAVAR criteria includes a monthly SAVAR cycle run for requisi- tions that are at least 30 days old and without shipping status at the time of the cutoff. For example, if the cutoff date is 3072, then it would apply to all requisitions without shipping status dated 3042 or earlier.
19–4. Retail-level SSA reconciliation
a. The retail level segment of the SAVAR process consists of both a monthly tops-down type validation and reconciliation cycle of dues out with the supported customers and a monthly bottoms-up type reconciliation of dues in with the intermediate level SSA. These functions have standard automated programs. Although both are part of the SAVAR process, they are independent actions, and the start of one is not contingent upon the completion of the other. b. A monthly validation/reconciliation with customers will be conducted as follows:
(1) Furnish each customer with the monthly customer due out reconciliation list. This will consist of all open requisitions meeting SAVAR criteria by the cutoff date (not later than the fifth day of the current month). The list will be provided to each customer by the seventh calendar day. The list will be accompanied by instructions for processing and the suspense date for return of the updated list (by the 22nd calendar day). For DS4, the machine process will print the listing in both requisition number and NSN sequence. One copy of each should be kept by the SSA for control purposes, and two copies furnished to the customers for their use in completing re- quired actions.
(2) Reconcile the due out file based on responses marked on the return listings. This must be done prior to processing of the next monthly customer due out reconciliation listing (not later than the fifth calendar day of the following month). When followup has been requested, or receipt of the item has been indicated, prepare the appropriate documents for machine processing. Special care must be taken when processing DIC AT type followups to ensure that dupli- cate requisitions are not created.
(3) Establish internal procedures to distribute and monitor the return of listings provided to customers. Also, provide reminders to delinquent customers and ensure that actions to request cancellation are taken when a requisition has not been validated by the customer for two consecutive cycles. When a customer fails to return a list or to validate each requisition on the listing, flag that customer as not reconciled. When this occurs, provide written notification to the nonresponsive customer advising as to the lack of response.
19–5. Intermediate-level SSA reconciliation procedures a. This segment is the bottoms-up portion of the retail level SSAs SAVAR process. The SSA sends its due in record which has been adjusted to reflect the prior months customer validation to the sup- porting intermediate level SSA for reconciliation with the support- ing activities due out record. This will be accomplished between the seventh and fifteenth day of each month using a cutoff date not later than the fifth of that month. All dues in meeting the criteria will be included regardless of PD.
b. Prior to the implementation of these SAVAR procedures the retail level SSA must coordinate with the intermediate level SSA to ensure that appropriate coding has been established in the SAILS
Customer Identification and Control File (CICF) and code table files (CTF).
c. Not later than the seventh of the month, the appropriate level retail SSA section will initiate the automated process to generate a followup in DIC AF..., AK...., or AT.... card format for each due in, in the file. (AR 725–50 provides additional data.) These reconcilia- tion followups will be clearly marked as SAVAR transactions and provided to the intermediate level SSA Customer Assistance Section (CAS) in either magnetic tape or card form not later than the seventh of the month. These cards will assembled into card decks. The card decks will have a header card identifying the deck as “SAVAR.” Magnetic tapes will have a standard label attached iden- tifying them as “SAVAR.”
d. After the intermediate level SSA has run the reconciliation, it will notify the retail SSA (by the 15th of the month), of each input that did not match intermediate level due out data, and all reconcila- ble transactions on the SAILS file for which no retail level SSA input was received. This notification will be provided using DIC AE supply status card format, and will contain a SAILS unique error explanation code to identify the mismatch. A listing of the status generated during the reconciliation process will also be provided the retail level SSA. This status listing will be used to identify transac- tions requiring further research or action. Requisitions identified with an error explanation code of “RG” (reconcilable transaction on the SAILS file but input not received) must be validated with the requester. If the requirement is still valid, recreate the requisition in the retail level SSA file. If not, initiate cancellation action or receipt confirmation to the intermediate level SSA. The remaining status cards which reflect updated status will be processed in the normal manner. All corrective action must be completed prior to the last day of the month in which the listings were generated. This will ensure that all files have been updated prior to running the next SAVAR cycle. Additional information relative to the DS4, auto- mated supply system is contained in the TM 38–L32–XX series manuals.
19–6. Intermediate-level SSA procedures
a. The intermediate level portion of the SAVAR Program is a two phase process. It consists of reconciling the SAILS due out with the customer activity due in file, and transceiving followups for all qualified intermediate level SSA dues in to the LCA for reconcilia- tion with the LIF.
b. The actions above are done by standard SAILS programs. Within the intermediate level SSA, the CAS normally has the prime r e s p o n s i b i l i t y f o r t h e r e c o n c i l i a t i o n p r o c e s s . C o o p e r a t i o n a m o n g CAS, the DPA, Materiel Management Section (MMS), and the cus- tomer is essential to this portion of the program.
19–7. Retail-level SSA reconciliation process
a. The intermediate level SSA will identify all retail level SSAs being supported and coordinate the schedule and procedures to be used for the monthly reconciliation. The intermediate level SSA will also ensure that the CTF and CICF are kept current and all suspense dates are compatible with the standard cutoff dates.
b. The CAS will receive tapes or cards of the due in reconcilia- tion transactions from the supported retail level SSAs by the seventh of the month. A control register will be kept to record receipts and ensure that all scheduled activities submit reconciliation transac- tions. Activities that fail to meet the established suspense date will be contacted immediately and advised of the non-receipt of their reconciliation transactions.
c. The CAS will schedule the dues out reconciliation with the DPA as soon after the seventh of each month as possible and deliver the cards or tapes clearly marked as reconciliation, to the DPA. The machine reconciliation process will compare each input document record with the SAILS demand history file (DHF). When a differ- ence exists between the input document record and the DHF a DIC AE... supply status response will be generated that will contain an error explanation code in CC70–71 to identify the disparity. If a record exists in the DHF for which a reconciliation input should have been received, but was not, the computer will generate the
appropriate status card DIC AE... plus a second status card with a blank status field containing the applicable error code.
d. As a part of the reconciliation process, statistical data and listings will be generated. These will identify, by DODAAC, the records received, the results of the reconciliation process, including error codes, and all status generated. These listings and statistics will be provided to the CAS and to the reconciling retail level SSA for their review and action not later than the 15th day of each month (20th day for remote activities). The CAS will review the reconcilia- tion listing with the customer to determine actions to be taken on unmatched records.
19–8. Logistic intelligence file reconciliation output a. Not later than 45 days prior to conducting the initial SAVAR cycle with LCA, the intermediate level SSA will:
(1) Provide by message the name and telephone number of the SSA point of contact to LCA (AMXLC–LS), along with a printed complete message address and mailing address.
(2) Transceive the initial deck of reconciliation DODAAC cards (DIC BEN) directly to LCA to update the LCA file. Instructions for preparing the DIC BEN document are shown in table 19–1.
Table 19–1
Instructions for preparing the reconciliation DODAAC card (DIC BEN) document
Card column: 1–3
Title: Document Identifier Code Entry: Must be "BEN"
Card column: 4–6
Title: Routing Identifier Code-LCA Entry: Must be "BY9"
Card column: 30–35
Title: Department of Defense Activity Address Code
Entry: DODAAC identifying customer of support activity submitting DIC
BEN (DODAAC will be verified during match to the LCA AIF).
Card column: 37–38
Title: Group/Installation Code of the support activity submitting DIC BEN Entry: Must be alphabetic/numeric. No blanks/special characters. Card column: 41
Title: Customer Reconciliation Indicator Entry: Must be "1" ON; otherwise "1" is forced. Card column: 61
Title: Action Indicator
Entry: Must be "1" (ADD); otherwise "1" is forced.
b. The intermediate level SSA quarterly reconciliation with LCA will be initiated between the 15th and 20th of each scheduled recon- ciliation month. All reconciliation transactions generated by this cycle must arrive at LCA no sooner than the 15th or no later than 2400 hrs Pacific Standard Time on the 21st of the scheduled recon- ciliation month. (Followups submitted before the 15th or after the 21st may not be processed.) If for some reason, such as computer breakdown, the scheduled reconciliation cannot be made, notify LCA (AMXLC–LS), immediately by message. LCA reports will then show that SAILS activity as exempt from that SAVAR cycle. The scheduled reconciliation is quarterly, alternating between the intermediate level SSAs located outside continental United States (Jan, Apr, Jul, Oct) and continental United States (Mar, Jun, Sep, Dec) with no reconciliation during the MOV response months (Feb, May Aug, Nov).
c. LCA uses the BEN cards to identify customer DODAACs and to verify their group or installation codes. A DIC BEN card must be prepared manually and forwarded to LCA for any DODAAC sub- sequently added as a participating intermediate level SSA customer. The intermediate level SSA will review the BEN cards before sub- mission and remove all BEN cards for nonparticipating DODAACs and all DODAACs not receiving at least 80 percent of their support from the submitting activity. Any BEN cards that reject during LCA
processing due to duplication of customer DODAAC from more than one intermediate level SSA will be returned to the SSA for resolution.
d. The LCA completed portion of the SAVAR reconciliation will consist of the following:
(1) Message reports of the results of the reconciliation to each participating SSA. Microfiche displaying the unmatched conditions along with the related LIF record.
(2) Prepunched interrogation cards for the specific unmatched conditions upon request.
e. The intermediate level SSA reconciliation machine cycle will access the active document history file and generate DIC AF.., AK.., or AT.. followup transactions in MILSTRIP format for all dues in except for those identified in TM 38–L03–15 , section VII. This output will be batched under a reconciliation control card, DIC BEW, and sent to LCA through the AUTODIN, bypassing the DAAS. The reconciliation control card DIC BEW must contain a Standard Entry and Exit System (SEES) control code entry, so that the transactions will be received at LCA in tape rather than card mode. Good coordination must be maintained with the servicing ADP telecommunications center to ensure timely transmission to LCA. When batches are missing, LCA will notify the submitting activity and request resubmission provided this can be accomplished not later than the 21st day of the scheduled reconciliation month. See table 19–2.
f. The machine cycle will generate output showing the transac- tions being submitted for reconciliation. The output will be in man- ager code sequence.
g. When the LCA reconciliation cycle encounters a mismatched condition with the intermediate level SSA input, that followup trans- action will be passed to the wholesale system. If the mismatch is due to a lack of an input for a qualifying LIF record, the LCA will generate a followup transaction and pass it to the SOS. The SOS will respond to the followups by providing the latest status in stand- ard MILSTRIP format to the appropriate intermediate level SSA. These status transactions should be processed in the normal manner. Special care must be taken to ensure that all actions and adjustments a r e p r o c e s s e d p r i o r t o r u n n i n g t h e n e x t r e c o n c i l i a t i o n c y c l e . Prepunched interrogation cards for the specific unmatched condi- tions are available from LCA upon request. Requests should be addressed to Commander, U.S. Army Materiel Command Logistic Control Activity (AMXLC–LS), Building 650, Presidio of San Fran- cisco, CA 94129–6900.
19–9. Logistic Control Activity, Logistic Intelligence File reconciliation
a. The LCA portion is the last segment of the monthly SAVAR processing cycle. This portion will be processed by LCA on the 23rd calendar day of each scheduled reconciliation month except the months in which the quarterly MOV is being processed (Feb, May, Aug, Nov). Any reconciliation batches received from the intermedi- ate level SSA before the 15th or after the 21st calendar day of the month may not be processed in the reconciliation cycle. Reconcilia- tion transactions submitted by the intermediate level SSAs will be compared with the data contained in the LIF. No transactions will be generated when the two records are in agreement. If there is a variance between the LIF and the input document, a request for current status will be sent from the SOS. The status response will be sent from the SOS to the intermediate level SSA with a copy to the LCA.
b. Statistics will be maintained by the LCA to reflect the activi- ties participating in each reconciliation cycle and the numbers and types of matches and mismatches that occur. Statistical data and reports resulting from each SAVAR cycle will be provided to each p a r t i c i p a t i n g a c t i v i t y . S u m m a r y r e p o r t s w i l l b e p r o v i d e d t o t h e