DEFENSE LOGISTICS AGENCY DEFENSE ENERGY SUPPORT CENTER 8725 John J Kingman Rd Suite 4950 by uii20287

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									                                    DEFENSE LOGISTICS AGENCY
                                DEFENSE ENERGY SUPPORT CENTER
                                  8725 John J. Kingman Rd. Suite 4950
                                    Fort Belvoir, Virginia 22060-6222


Instruction Number: DESC-I-27                                               September 7, 2005


                      Documentation and Processing of Fuel Shipments
                          Between DESC Capitalized Stock Points


1. General: This interim procedure provides instructions to record and process shipments of
Defense Working Capital Fund (DWCF) fuel shipments between all Defense Fuel Support Points
(DFSPs) to include Government Owned/Government Operated (GOGO), Government
Owned/Contract Operated (GOCO), Contract Owned/Contract Operated (COCO), and
commercial Transportation Operating Agreement (TOA) terminals. This instruction was
coordinated with and approved by the military Service Control Points (SCP) and is issued as
interim guidance pending inclusion to DoD 4140.25-M. Responsible Officers and Property
Administrators shall ensure compliance with this interim procedure.

1.1. Supersession: This revision supersedes DESC-T-I-27 dated December 28, 2004.
Paragraphs with changes are flagged with a bold line at the right margin.

2. DESC Fuel Shipment Documentation: DWCF fuel product shipments between all DFSPs
shall be recorded as follows:

2.1. DD Form 1348-7 shall be used to record DWCF fuel shipments via tank truck, truck and
trailer, tank wagon, tractor trailer, rail car, intermodal container, and pipeline transport modes.
DWCF fuel shipments from deepwater terminals to capitalized Navy Oilers/Carriers/L-Deck
ships shall be documented on DD Form 1149 according to NAV SUP 4026.1, Fuel Management
and Accounting AFLOAT Instruction.

2.1.1. All tank truck, truck and trailer, tank wagon, and rail car compartment hatches and
manifold openings/valves shall be sealed. Seal numbers shall be annotated on all individual
shipment documents/meter tickets that accompany the delivery conveyance to the receiving
DFSP.

2.2. DD Form 250-1 shall be used to record DWCF fuel shipments via barge or ocean tanker.
The DD Form 250-1 Continuation Sheet or other additional sheets (e.g. sample test report) shall
be used to record additional shipment data, as necessary.

2.2.1. Total gain/loss variances shall be calculated at the final discharge point when ocean tanker
or barge cargos are discharged at two or more DFSPs. Fuel quantities discharged at intermediate
DFSPs shall be adjusted to 60° F and recorded in the Fuels Automated System (FAS) as the
receipt quantity; however, no gain/loss variance shall be computed or recorded. The
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intermediate discharge DFSP Responsible Officer (RO)/Property Administrator (PA), or
designated representative, shall promptly notify the final discharge DFSP of the net quantity
received to facilitate timely final discharge gain/loss variance calculations. The final discharge
DFSP shall be responsible for submission of SF Form 361, Transportation Discrepancy Report,
for in-transit gain/loss variances that exceed the Standard Tolerance Factors cited in DoD
4140.25M.

2.2.2. Cargo numbers shall be used to identify DESC capitalized product (in-transit inventory)
issued to Military Sealift Command (MSC) tankers. These issues shall be reported to DESC-BI
via MSC Report 4020-4. DESC-BI shall record cargo diversions and receipts by the tankers.

2.3. Appendix 1 provides mandatory data entry requirements and instructions for completing the
electronic DD Form 1348-7 and DD Form 250-1. Appendix 2 provides standard electronic
versions of the DD Form 1348-7 and DD Form 250-1 that may be adapted for local use by stock
points that process via FES 02. Appendices 3-6 provide optional versions of DD Form 250-1
that may also be used. Note: Activities that process transactions via Fuels Control Center
(FCC) shall use the FCC generated DD Form 1348-7 to record tank truck, truck and
trailer, rail car, and pipeline shipments. Refer to Appendix 7 or the Base Level User Guide
for instructions.

2.4. Document Retention: Two copies of the shipping document shall accompany the delivery
conveyance to destination and one copy shall be retained by the shipping activity, pending
acknowledgement of receipt of the shipment. Upon receipt of the shipment, the receiving
activity shall sign both copies of the shipping document and return a copy of the signed
document to the shipping activity. Both the shipping and receiving activities shall maintain the
current fiscal year, plus the two previous fiscal years completed fuel shipment documents in a
document control file. Contractor owned/contractor operated DESC fuel terminals shall
maintain the shipment documentation according to DESC contract clause I119.04.

Note: The requirement for the receiving activity to return a signed copy of the shipment
document to the shipping activity is not applicable to tactical operations where mail, fax or
other means of transmittal are not readily available, E.g. capitalized tactical stock points in
Iraq, Afghanistan, Kuwait, etc. However, the receiving activity shall retain a copy of the
signed shipment document as discussed above.

2.5. Shipment Notices: The shipping DFSP shall notify the receiving DFSP and the quality
assurance representative upon release of a barge, tanker, or pipeline shipment. The receipt DFSP
shall also be notified upon release of shipments by rail or truck. Shipment notification may be
made by phone or by advance copy of the shipment document to the receipt DFSP in sufficient
time to allow for receipt planning. Shipment notifications shall include shipment number, grade
and quantity of product shipped, cargo/batch numbers (as applicable to tanker/barge or pipeline
shipments), rail car and truck numbers, and seal numbers, when applicable.

2.5.1. Overseas Shipment Notices: DESC shall notify the respective Sub-Area Petroleum Office
(SAPO) and receipt DFSP RO/PA for tanker shipments slated overseas through the weekly



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tanker arrival schedule or by direct message when shipments originate outside SAPO area of
responsibility.

3. Measurement Standards and Volume Correction Procedures:

3.1. Shipments 5000 gallons or greater shall be volume corrected to a standard temperature of 60
°F (or 15 °C if quantity is measured in liters). Note: Temperatures 15 °C and 60 °F are not
equivalents. Actual (not rounded) conversion of Centigrade to Fahrenheit is: 15 °C = 59 °F and
60 °F = 15.56 °C.

3.2. Approved methods for obtaining volume corrected fuel shipment quantities, in order of
preference, are as follows:

3.2.1. Calibrated loading rack meter (temperature compensating). Meter automatically corrects
the fuel shipment quantity to the standard temperature.

3.2.2. Calibrated loading rack meter (non-temperature compensating). Volume is corrected
using temperature and density (or American Petroleum Institute, API, gravity). Temperature
readings shall be obtained from a calibrated temperature probe installed mid-stream in the piping
manifold adjacent to the meter. To ensure the most accurate volume correction, ambient
conditions of the meter and piping near the temperature probe shall be the same (i.e. both meter
and probe exposed to same to climatic conditions).

3.2.3. Conveyance or issue tank gauge. Correct volume using temperature and density (or API
gravity) obtained from the issue tank or conveyance. See the API Manual of Petroleum
Measurement Standards (MPMS) Chapter 3 for approved gauging methods, and Chapters 7 and
9 for approved temperature and density determination methods. MPMS chapters are available
from API at http://www.api.org/.

3.3. Volume correction based on measured temperature and density (or API gravity), options
3.2.2 and 3.2.3 above, shall be made in accordance with MPMS Chapter 11.1. The following
MPMS Volumes and Tables shall be used for volume correction:

3.3.1. For crude oils, JP4, and Jet B, use Volume 1, Table 5A for converting observed API
gravity to API gravity at 60 °F. Table 6A shall be used to correct volume in gallons to 60°F
against the API gravity at 60 °F. Volume VII, Table 53A shall be used to correct observed
density to density at 15 °C, and Table 54A shall be used to correct volume in liters to 15°C
against the density at 15°C.

3.3.2. For lubricating oils, use Volume XIII, Table 5D for converting observed API gravity to
API gravity at 60°F, and use Table 6D for correction of volume in gallons to 60°F against the
API gravity at 60°F. Use Volume XIV, Table 53D for correction of observed density to density
at 15 °C, and use Table 54D for correction of volume in liters to 15°C against the density at
15°C.




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3.3.3. For all other fuels and fuel oils, use Volume II, Table 5B for converting observed API
gravity to API gravity at 60°F, and use Table 6B for correction of volume in gallons to 60°F
against the API gravity at 60°F. Use Volume VIII, Table 53B for correction of observed density
to density at 15°C, and use Table 54B for correction of volume in liters to 15°C against the
density at 15°C.

3.3.4. For chemicals/additives use Volume III, Table 6C to correct volume in gallons to 60°F and
use Volume IX, Table 54C to correct volume in liters to 15°C.

3.4. Meters used to determine shipment quantity shall be calibrated according to MPMS Chapter
4, Proving Systems, as follows:

3.4.1. When inaccuracies are noted or suspected.

3.4.2. When meters are returned from maintenance, prolonged storage, or the seals are broken.

3.4.3. At the frequency required by local regulation (foreign or domestic).

3.4.4. Where no local regulation exists, calibrate meters based on the manufacturers
recommended frequency or every twelve months, whichever is more frequent.

3.5. Tank gauge charts/capacity tables used to convert gauge reading to quantity shall be certified
by an independent agent or engineer based on an actual survey of the tank/container for which
the gauge/capacity table is used. See MPMS Chapter 2, Tank Calibration.

3.6. Weigh scales used to measure quantities shall be certified and calibrated in accordance with
local regulation. If no local regulation exists, calibration procedures shall be in accordance with
the manufacturer directions. Frequency of calibration shall be in accordance with local
regulation or manufacturers recommended frequency, whichever is more frequent.

4. Quantity Determination Methods for DFSP to DFSP Fuel Shipments:

4.1. The following methods of determining quantity for each type of conveyance are listed in
order of preference.

4.1.1. Quantity for shipments by tank truck, truck and trailer, or tank wagon shall be determined
by a calibrated meter, by weight using a calibrated weigh scale, by certified capacity marker on
the truck (not acceptable for shipments to Army activities), or by gauging the truck. Note:
Trucks shall have a certified capacity table if the gauging method is used. If the marker method
is used, the truck must be full to the marker and the entire quantity must be delivered.

4.1.2. Quantity for shipments by rail car shall be determined by a calibrated meter, by weight
using a calibrated weigh scale, or by gauging the rail car. Note: Rail cars shall have a certified
capacity table if the gauging method is used.




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4.1.3. Quantity for shipments via intermodal container shall be determined by using a calibrated
meter, gauging the shipping/issue tank, or by weight using a calibrated weigh scale.

4.1.4. Quantity for shipments by pipeline shall be determined by a calibrated meter or by gauging
the shipping/issue tank(s).

4.1.5. Quantity for shipments by ocean tanker or barge shall be determined by a calibrated meter
or by gauging the shipping/issue tank(s).

4.2. The following applies when meters or weigh scales are used to determine shipment quantity:

4.2.1. When a temperature compensating meter is used, the density shall be set on the meter
before use. Additionally, the shipping document and the meter ticket shall be annotated with the
following statement: “Temperature compensating meter used to determine quantity.”

4.2.2. When a non-temperature compensating meter is used to determine quantities of 5000
gallons (19,000 liters) or greater, the volume shall be corrected to 60°F, or 15°C for liters, per
paragraph 3.2.2. The following statement shall be annotated on the shipping document/meter
ticket: “Non-temperature compensating meter used to determine quantity.”

4.2.3. When weigh scales are used to determine quantity, the shipping conveyance shall be
weighed before and after loading the product. All other factors shall remain the same (i.e. the
driver must be in the truck for both weight determinations). The difference in weight is the
weight in air of the product. Use the adjunct to ASTM D 1250, Petroleum Measurement Tables,
Intraconversion between Volume Measures and Density Measures, Volume XI, Table 8, to
convert pounds to U.S. gallons at 60°F. Use Volume XII, Table 58 to convert metric tons to
U.S. gallons at 60°F (1,000 kilograms equals 1 metric ton).

4.3. Identify and measure any on-board quantity (OBQ) and/or remaining-on-board (ROB)
product and annotate the amount of OBQ and/or ROB on the appropriate document.
Immediately advise the DESC transportation officer if OBQ/ROB quantities are found on any
conveyance. The transporter shall strictly account for Government owned stocks that are not off-
loaded at destination.

5. Processing DESC Fuel Shipments:

5.1. Shipment transactions shall be entered into the Fuels Automated System (FAS) Enterprise
Server (FES) by the next business day following the shipment. Prompt shipment transaction
processing to FES is essential to enable the receipt DFSP to timely post a receipt transaction.
Note: Reference DESC-I-15, for additional instruction regarding Oil Enterprise Downstream
(OED) tanker shipments.

5.2. The “Batch/Cargo” field in the FCC, or “Cargo or GBL” field in the FES 02 input screens
must reflect one of the following:

5.2.1. Local or Government conveyance (tank truck or rail): Leave field blank.


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5.2.2. Commercial Pipeline: Enter the batch number assigned by the commercial pipeline
company. If batch numbers are not used, enter “PIPELINE.”

5.2.3. Commercial rail or tank truck: Enter “POWRTRCK.”

5.2.4. Tanker and barge: Enter actual cargo number for the shipment.

5.3. The “Doc Num” field in the FCC or the “Transfer Document” field in the FES 02 shipment
input screens must reflect the system assigned document number. Document number construct is
as follows:

5.3.1. System Assigned Document Number: Shipper DoDAAC + Julian Date + 2 digit grade
code +2 digit sequence number, (I.e. FPXXXX4051J801, FPXXXX4051J802, etc.)

5.3.2. The document number reflected on the shipping document shall always match the
document number input to FAS for both the shipment and receipt transactions.

5.4. Commercial Contract Carrier Payment: In addition to entering the shipment transaction to
FAS, tank truck and rail shipments by a commercial contract carrier must also be entered into
PowerTrack for payment purposes.

6. Receipt Quantity Verification: Receipt activities shall verify receipt quantities using
approved quantity determination methods discussed above. For DFSP to DFSP shipments, the
receipt quantity reported to the FES shall reflect the quantity determined at destination.
Exceptions to this policy may be approved on a case by case basis by DESC-FI as necessary, e.g.
where a receiving activity in a tactical environment does not have the capability to accurately
meter or gauge receipt quantities. In those instances, the quantity reflected on the shipment
document as determined at origin using approved determination methods shall be processed as
the quantity received providing the delivery conveyances are properly sealed and there is no
evidence of tampering or theft. The receiving activity shall promptly notify the appropriate
DESC Region any time seals are missing or broken, and/or when there is evidence of theft.

6.1. Except for tankers, variations between quantity shipped and quantity received in excess of
0.5% (0.005) shall be researched and appropriate actions shall be taken to correct discrepancies
and/or practices that caused the excessive variance. For tankers, shore-to-shore variations
(excluding intermediate discharges) in excess of the following shall be investigated: 0.2%
(0.002) for cargos not requiring cleaning, gas freeing, drop/strip; 0.3% (0.003) for cargos
requiring drop/strip; or 0.5% (0.005) for cargos requiring gas freeing and cleaning (Reference
MIL-STD-3004A, paragraph 5.1.1.4.5).

6.1.1. The receipt activity RO/PA or designated representative shall contact the shipping activity
to advise of excessive variances and to request verification of the quantity shipped. The
verification is intended to identify computation/documentation errors that may contribute to an
excessive variance, and to make appropriate corrections to shipment/receipt documentation.



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6.1.2. Excessive variances not attributable to computation/documentation error shall be
investigated and a SF Form 361, Transportation Discrepancy Report, shall be submitted by the
receipt DFSP in accordance with DoD 4140.25-M, Chapter 10. DoD Regulation 4500.9-R, Part
2, Cargo Movement, Chapter 210 provides general guidance on Transportation Discrepancy
Reports (available at http://www.transcom.mil/j5/pt/dtr.html). The receipt activity shall further
notify the appropriate DESC Region, which will refer the unresolved variance discrepancy to
DESC-BQ/FI, as appropriate.

6.1.3. DESC-FI and the applicable DESC Regions shall monitor the Movements under
Investigation Report for DFSPs that process to Oil Enterprise Downstream (OED) and shall
follow up to ensure appropriate actions are initiated to investigate and resolve root causes for
excessive in-transit variances.




Approved:



 ///////Signed cy on File///////
MICHAEL D. BRODERICK
Director, Business Integration
Defense Energy Support Center


7 Appendixes:
Appendix 1, Instructions for completing Electronic Shipping Forms
Appendix 2, Electronic Shipping Forms (Excel Spreadsheet DD Form 1348-7 and DD Form 250-1)
Appendix 3, Optional DD Form 250-1 (Excel Spreadsheet version used in Pacific)
Appendix 4, Optional DD Form 250-1 (Excel Spreadsheet version used in Europe)
Appendix 5, Optional DD Form 250-1 (Fill able Microsoft Word version)
Appendix 6, Optional DD Form 250-1 (Fill able PDF version)
Appendix 7, Procedures for using the DFSP Shipment creation function in FCC 1027

DESC OPR: DESC-TK
DESC-OCR : DESC-BP/BQ/FI




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                                               Appendix 1


    Instructions for Completing Electronic Forms used to Document DESC Shipments


AP1.1. Initial Set Up of Electronic Forms: The electronic forms provided in Appendix 2 are write
protected in all data fields/cells except for those fields/cells that require input by individual stock
points. The electronic DD Form 1348-7 is structured so that shipment data entered in Part A of the
spreadsheet will automatically populate the appropriate blocks of the form. The print range is also set
so that the completed form prints when the “File/Print” option is executed. Tailor the electronic forms
to fit individual DESC stock points as follows:

Note: FCC 1027 users shall use the functionality provided within the FCC program. See Appendix 7
of this guidance for specific procedures.

AP1.1.1. Select the appropriate tab at the bottom of the spreadsheet for the type of shipment
and form to be used. (I.e. “DD Form 1348-7, Individual Load”; DD Form 1348-7, Consolidated
Multiple Loads”; or DD Form 250-1, etc.)

AP1.1.2. Enter all constant information applicable to the stock point (Part A of the DD Form
1348-7 worksheet tabs). These areas are highlighted light green on the spreadsheet.

AP1.1.2.1. Enter the DoDAAC of the shipping activity. (Mandatory)

AP1.1.2.2. Enter the name and address of the stock point. (Mandatory)

AP1.1.2.3. Complete the Alternate Release Statement by entering the name of the Quality
Assurance Representative that certified alternate release authority, and the date of the alternate
release authorization letter. Note: The release statement must reflect the original signature and
title of the authorized release agent on the printed shipping form. (Mandatory)

AP1.2. Documenting Shipments: Select the appropriate tab at the bottom of the spreadsheet for
the type of shipment and form to be used. (I.e. “DD Form 1348-7, Individual Load”; DD Form
1348-7, Consolidated Multiple Loads”; or DD Form 250-1, etc.)

AP1.2.1. Tank Truck and Rail Car Shipments (DD form 1348-7): Enter applicable data for
each individual load/shipment in Part A of the 1348-7 worksheet (the data entry cells are
highlighted yellow).

AP1.2.1.1. Enter the three digit product code and national stock number of the product being
shipped. (Mandatory)

AP1.2.1.2. Select the appropriate shipment mode from the drop down box. Select “Government
Truck” mode for shipments via military service owned fuel vehicles. (Mandatory)



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AP1.2.1.3. Enter the DoDAAC of the “Shipped to” stock point. Enter the Name and address of
the “Shipped to” stock point, and the Point of Contact at the “Shipped to” stock point.
(Mandatory)

AP1.2.1.4. Enter the appropriate shipment release information, I.e. Quality Assurance test
results and seal numbers/seal locations (Mandatory).

AP1.2.1.5. Enter the shipment date and Document Number for the shipment (Shipper DoDAAC
+ Julian Date + 2 Digit Grade Code + shipment sequence number). (Mandatory)

AP1.2.1.6. Select the appropriate quantity determination method used to determine the shipment
quantity. (Mandatory)

AP1.2.1.7. Enter quantity ordered. (Optional)

AP1.2.1.8. Enter the load number, transport vehicle number, and net quantity shipped. For
multiple load shipments, enter the data for each load using the 1348-7, Consolidated Multi-Load
worksheet for the final shipping document. (Mandatory)

Note: Seal numbers do not need to be carried over to the consolidated shipment document for
each individual load.

AP1.2.1.9. Enter the appropriate conversion factors, I.e. temperature, API, Temperature/API
correction factor and gross (measured) quantity for the shipment. (Mandatory for all shipments
of 5000 gallons or greater for stock points that do not use temperature compensating meters to
determine shipment quantity)


AP1.2.2. Pipeline Shipments (DD Form 1348-7): Enter applicable data for each pipeline
shipment in Part A of the 1348-7 worksheets (the data entry cells are highlighted yellow).

AP1.2.2.1. Enter the three digit grade code and national stock number for the product shipped.
(Mandatory)

AP1.2.2.2. Enter the appropriate name and DoDAAC of each receiver location. Also enter the
name and DoDAAC of the pipeline conveyance and point of contact name and phone number at
the shipping location. (Mandatory)

AP1.2.2.3. Enter the source tank quality assurance test results (Mandatory)

AP1.2.2.4. Enter the shipment date, Document Number for the shipment (Shipper DoDAAC +
Julian Date + 2 Digit Grade Code + shipment sequence number), net quantity shipped, and
batch number for the shipment. (Mandatory)

AP1.2.2.5. Enter the date pipeline upload began and date pipeline upload was
completed/stopped. (Mandatory)


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AP1.2.2.6. Enter the meter ticket number and quantity for each meter as applicable. (Optional)

AP1.2.2.7. Enter quantity of product ordered. (Optional)

AP1.2.2.8. Select the appropriate quantity determination method used to determine the shipment
quantity. (Mandatory)

AP1.2.3. Tanker/Barge Shipments (DD Form 250-1): Enter the applicable individual
shipment information to the DD Form 250-1as follows: (Required/Optional shipment entry
fields are highlighted yellow)

AP1.2.3.1. Block 1: Enter “X” in the Loading Box. (Mandatory)

AP1.2.3.2. Block 2: Enter the appropriate inspection office responsible for Quality Surveillance
Inspections. (Mandatory)

AP1.2.3.3. Block 3: Enter the report number if applicable. (Optional)

AP1.2.3.4. Block 4: Enter the name and address of agency placing the order. (Mandatory)

AP1.2.3.5. Block 5: Enter the applicable DESC Region, I.e. DESC-AME, DESC-Europe, etc..
(Mandatory)

AP1.2.3.6. Block 6: Enter the contract and purchase order number for transport mode, if
applicable.

AP1.2.3.7. Block 7: Enter the contractor/operating agency name and address of the “Shipped
From” stock point as applicable. (Contracted out terminals or terminal operating agency
activities only)

AP1.2.3.8. Block 8: Enter contract number or Operating Agreement date for “Shipped From”
stock point. (Contracted out terminals or terminal operating agency activities only)

AP1.2.3.9. Block 9: Enter the DoDAAC, name, address of the “Shipped From” stock point.
(Mandatory)

AP1.2.3.10. Block 10: Enter the shipment Document Number (Shipper DoDAAC + Julian Date
+ two digit grade code + shipment sequence number). (Mandatory)

AP1.2.3.11. Block 11: Enter the DoDAAC, name, and address of the “Ship To” stock point.
(Mandatory)

AP1.2.3.12. Block 12: Enter the shipment batch/load number if applicable.

AP1.2.3.13. Block 13: Blank


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AP1.2.3.14. Block 14: Enter the cargo number. (Mandatory)

AP1.2.3.15. Block 15: Enter the vessel number. If vessel is a capitalized DESC stock Point,
enter the DESC inventory DoDAAC of the vessel. (Mandatory)

AP1.2.3.16. Block 16: Enter draft of vessel upon arrival/prior to loading. (Mandatory)

AP1.2.3.17. Block 17: Enter draft of vessel sailing/after load. (Mandatory)

AP1.2.3.18. Block 18: Enter the product grade of the last two cargo loads. (Mandatory)

AP1.2.3.19. Block 19: Enter office/QAR responsible for inspection of vessel prior to loading.
(Mandatory)

AP1.2.3.20. Block 20: Enter condition (full or empty) of shore pipeline prior to and after
loading of vessel. (Mandatory)

AP1.2.3.21. Block 21: Enter DWCF Owned Product. (Mandatory)

AP1.2.3.22. Block 22: Blank

AP1.2.3.23. Block 23: Enter three digit product code and national stock number of product
loaded. (Mandatory)

AP1.2.3.24. Block 24: Enter the appropriate Military Specification for the product loaded.
(Mandatory)

AP1.2.3.25. Block 25: Enter quantity of load in barrels and gallons. (Mandatory) Long tons
must also be entered if required by the vessel.

AP1.2.3.26. Block 26: Enter applicable quality assurance test results in appropriate data entry
fields. (Mandatory) Note: Separate sheets may be used to document quality test results if
necessary. If a separate sheet is used, enter “See attached sheet for Quality Test Results” in
block 26.

AP1.2.3.27. Block 27: Enter applicable date/time statement information for loading operation.
(Mandatory)

AP1.2.3.28. Block 28: Enter appropriate time zone for “All Times:” reflected in block 27.
Enter tank number of source tank that product was loaded from. Enter date the source tank
product was tested. Enter seals if applicable. Select the appropriate transport mode and quantity
determination method used for the shipment. (Mandatory) Note: If a continuation sheet is
required, indicate “See attached sheet” in block 28.

AP1.2.3.29. Block 29: For receiving stock point use.


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AP1.2.3.30. Block 30: QAR certifying prior/after load inspection must sign and date this block.
(Mandatory)

AP1.2.3.31. Block 31: Signature of vessel master/agent certifying load date/time statement.
(Mandatory)

AP1.2.3.32. DD Form 250-1 Continuation Sheet: Complete as necessary. (Optional)
 Note: DFAR allows user to add any relevant information as necessary for documenting
shipments. If a continuation sheet is used, indicate “See attached sheet” in block 27.


AP1.3. Printing Shipment Forms:

AP1.3.1. Select File/Print Option to print the form. See Appendix 7 for additional information
concerning Procedures for using the “DFSP Shipment Creation Function in FCC 1027”. The
print area is pre-set to only print the form section of the spreadsheet. Contact the DESC Help
Desk at 1-800-446-4950 if necessary for assistance in correcting the print area, E.g. if the forms
do not print to a single sheet.




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                                           Appendix 2
Appendix 2, Electronic Shipping Forms (Excel Spreadsheet DD Form 1348-7 and DD Form 250-1)

                                           Appendix 3
Appendix 3, Optional DD Form 250-1 (Excel Spreadsheet version used in Pacific)


                                           Appendix 4
Appendix 4: Optional DD Form 250-1 (Excel Spreadsheet version used in Europe)

                                           Appendix 5
Appendix 5: Optional DD Form 250-1 (Fill able Microsoft Word version)


                                           Appendix 6
Appendix 6: Optional DD Form 250-1 (Fill able PDF version)




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                             Appendix 7
 Procedures for using the DFSP Shipment creation function in
FCC 1027. These procedures outline the steps needed for the Air Force, Army and Navy
sites that create shipments and produce printed copies of the DD Form 1348-7, and the DD Form
                              250 -1 that are sent with the shipment.



AP7.1. Change the Branch field in the Setup dialog to DFSP (Temporary)

AP7.1.1. Open the FCC Gas Log program.

AP7.1.2. On the menu bar, click the Program Maintenance Menu and select Set Up. Then click
on the Account 1 tab. The Branch field in your Setup tab will now look like this:




AP7.1.3. In the Branch field, delete the current setting and enter DFSP.




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AP7.1.4. Once the Branch is changed to DFSP, click Save.

    IMPORTANT: Once you set the Branch to DFSP, DO NOT use any other module until
    you complete the Shipment transactions and close them out and they are sent to the
    Accounting database then switch the setup back to your branch of service.

AP7.2. Configure Databases for DFSP Shipment After setting your Branch field to
DFSP, you must link the Contracts and Routing database records together using the Route Order
field. Both the Contract and Routing databases are used with the new shipment function to allow
the users to store contract and routing information. Then the user can reference that data when
entering a Shipment Transaction.

AP7.2.1. Open the FCC Accounting Module and select Contracts. From here, the user can add or
   edit available Contracts and include Points of Contact information, their email addresses,
   and all applicable billing information. This will also allow the user to use the selection
   button that is next to the Customer field on the new shipment record browse.

AP7.2.2. When entering Contract information, make sure you enter the correct Route Order
   field--the primary link between the Contract and the Routing databases. The number you
   enter here must be identical to the one you enter in the same field in the Routing Database.




The next database that is used to gather information to be printed on the DESC required forms is the
Routing Database.

AP7.2.3. Open FCC Gas Log Module. Then click the Status Boards menu and select Routing.


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AP7.2.4. From this database you can add or edit records in the Routing Table. You have five
tabs to enter all the shipping information that is printed out on the DESC required forms.

AP7.2.5. Make sure you enter the identical Routing Number from the corresponding Contract
record. If they do not match, the appropriate data will not be printed on the forms.

AP7.2.6. Each tab should be filled out completely to ensure all the appropriate shipping, issuing,
consignee, shipping info and payer info is included on the printed documents.




AP7.2.7. Now you are ready to enter Shipment transactions into the Gas Log.

AP7.3. Enter Shipments into Gas Log for DFSP Shipment




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AP7.3.1. From the Gas Log module's Gas Menu, click the Gas Log button to open the Oddgas
or Evengas log (make sure both of these log sheets are empty).




AP7.3.2. Select the F2 Button or press the F2 key to create a new transaction. This will bring up
the Shipment transaction dialog.




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AP7.3.3. Enter all the applicable data to complete the transaction.

AP7.3.4. Click the Customer browse button to activate your contract database.




AP7.3.5. Select the Contract that corresponds with this transaction and click OK. This identifies
the customer you are sending the fuel to. This fills out most of the fields in the Gas Movement
dialog.




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AP7.3.6. Enter the remaining information that is required to complete the transaction. If the
Shipment is being done by local methods then enter the quantity requested in the Quantity field.
If the method is by truck and you want to enter the seals and the amount for each truck you
would, then click the ADD button.




AP7.3.6.1. Enter in the truck number the seal number for that truck, the gravity factor the
loading fuel temp and the gross gallon amount. The program will calculate the Net gallons and
the Gross weight.




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AP7.3.6.2. Click the Ok button to save the information if you have another truck to enter repeat
the above steps. Once you finish all the trucks for that shipment and save the last on click on the
cancel button to exit the browse.

AP7.3.7. Your Net gallons for all your trucks will appear in the quantity field.




AP7.3.8. To print your shipping documents select the print button. The following screen will
   appear.




AP7.3.8.1. To print the DD Form 1348-7, DD Form 250 or the DD250-1 make sure it appears in
the dropdown window, select Final and click OK. The program will print out the selected form
and activate your default email program to mail a text version of the form to the address that you
entered in the contract database for this specific transaction. If the email is successful then you
will receive a popup box telling you that your shipping document has been sent. If the email fails
then you will receive the following two popup boxes.



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AP7.3.9. When you are finished with that shipment transaction select OK and save and exit.
From this point you can enter another shipment transaction or continue to the close out
procedures.

AP7.4. Close Out Gas Log for DFSP Shipment
AP7.4.1. To close out the transactions return to the log sheet that you entered the shipping
transaction for.




AP7.4.2. Click the Close Button. The following screen will appear.




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AP7.4.3. Make sure that the Close Out One Day field has the correct date for the transaction that
you are closing.

AP7.4.4. Select the checkboxes to the following items:
AP7.4.4.1. Create Accounting Transaction
AP7.4.4.2. Back up to the Back Log
AP&.4.4.3. Clear the day boxes.

AP7.4.5. Click the start button. The close-out routine starts and when the close-out routine is
completed the boxes on the right of the one you selected will now have an X in them.

AP7.4.6. Click Cancel to exit this screen

AP7.5. Change the Branch field from DFSP back to your standard Branch

AP7.5.1. Click the Program Maintenance Menu and select Setup. Then select the Account 1 tab.




AP7.5.2. Replace the DFSP entry in the Branch field to your standard branch of service (AF,
ARMY, and NAVY)


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AP7.5.3. Click the Save button. The system saves the change to your setup and closes the
     dialog box.
You can view the shipments that you closed out by simply opening the Accounting module,
selecting the appropriate ledger and day, and clicking the CTRL F5 button.




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