fedstrip operating guide · pdf file2 3 introduction ... fedstrip— federal standard...

GSA Federal Supply Service
2003
U.S. General Services AdministrationCentralized Mailing List Service (8CPLN)PO Box 6477Fort Worth, TX 76115
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GSAPermit No. 30
2003
FedStrip Operating Guide

1
Contents
Introduction and Notes . . . . . . . . . . . . . . . . . 2
Chapter 1 FEDSTRIP Forms andFormats
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Sample Forms . . . . . . . . . . . . . . . . . . . . . . . . 5
Formats for:
Originating a Requisition Document . . . . . . 6
Modifying a Requisition Document . . . . . . 10
Cancelling a Requisition Document. . . . . . 11
Submitting a Follow-Up Document . . . . . . 11
Chapter 2 FEDSTRIP Codes
Document Identifier (Doc ID) Code . . . . . . 12
Routing Identifier Code (RIC) . . . . . . . . . . . 14
Media & Status (M&S) Code . . . . . . . . . . . . 14
National Stock Number (NSN) . . . . . . . . . . 16
Unit of Issue & Quantity . . . . . . . . . . . . . . . 17
Activity Address Code (AAC). . . . . . . . . . . 18
Date & Serial Number. . . . . . . . . . . . . . . . . 19
Demand Code . . . . . . . . . . . . . . . . . . . . . . . 20
Supplementary Address Code . . . . . . . . . . 20
Signal Code . . . . . . . . . . . . . . . . . . . . . . . . . 21
Fund Code . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Distribution Code . . . . . . . . . . . . . . . . . . . . 23
Project Code . . . . . . . . . . . . . . . . . . . . . . . . 23
Priority Designator Code . . . . . . . . . . . . . . 24
Required Delivery Date (RDD) . . . . . . . . . . 25
Advice Code . . . . . . . . . . . . . . . . . . . . . . . . 26
Chapter 3 Status Documentation
The Requisitioning Cycle . . . . . . . . . . . . . . 28
Supply Status Codes. . . . . . . . . . . . . . . . . . 29
Reading the GSA Form 10050 (Clear Text Mailer) . . . . . . . . . . . . . . . . . 31
Receiving Supply Status Information on Direct Delivery Orders . . . . . . . . . . . 32
Chapter 4 Stock Item Returns
Frustrated Shipment and Material Returns Authorization Programs . . . . . 34
Material Returns Program (MRP) . . . . . . . 35
Preparing Your MRP Offer . . . . . . . . . . . . . 36
GSA Response to MRP Offer . . . . . . . . . . . 37
Sending the Material to GSA . . . . . . . . . . . 39
GSA Accepts Material and Issues Credit . 40
Exceptional Cases in the MRP . . . . . . . . . . 41
Appendix A
Ordering Supplies and Requesting Status via MUFFIN System . . . . . . . . . . 42
Appendix B
Procurement Leadtime Table . . . . . . . . . . . 52
Appendix C
Inside Delivery Explained. . . . . . . . . . . . . 64
Appendix D
GSA Websites . . . . . . . . . . . . . . . . . . . . . . . 56

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Introduction ...FEDSTRIP Federal StandardRequisitioning and Issue ProceduresSystem is the mandatory requisition-ing system for civilian Federal agenciesand authorized contractors who wish toorder supplies from the General ServicesAdministration (GSA).
Originally developed as an offshoot of theDepartment of Defense MILSTRIPRequisitioning System, FEDSTRIP is simi-larly designed to allow you to accomplisha wide variety of procurement/supply ac-tions within a very condensed AutomaticData Processing (ADP) framework. Inboth systems, codes are used as a kind ofshorthand to represent information in acondensed format.
By entering the FEDSTRIP codes into spe-cific ADP formats, GSA customers can:
a. Submit a requisition for supplies.
b. Check on the status of a requisition al-ready submitted.
c. Change a requisition (i.e., cancel theorder altogether; substitute one of theitems in it for another item; change theultimate destination of the shipment).
d. Return to GSA items that were over-stocked.
This Guide will itemize the FEDSTRIP codesand explain how they are used; describe thevarious FEDSTRIP formats; and give you ex-amples of the forms you are most likely touse. In addition, we will briefly discuss howto read and interpret status documents; howto submit requisitions to GSA via electronicmeans; and how to participate in GSAsMaterial Returns Program.
Our goal is to help you become familiar withthe FEDSTRIPs codes, forms, and formats... so the system will work better for you.
... and a few general notes
1. One of the most important codes youllwork with in FEDSTRIP is your six-digitActivity Address Code (AAC). This is thecode that is assigned to your organizationwhen you establish an account with GSA.The AAC is your I.D. number. When you fillout a form, or log onto the system via com-puter, the AAC tells GSA who you are.
Not surprisingly, the AAC is a mandatoryentry in all FEDSTRIP formats.
New customers of GSA can apply for anAAC by writing to: GSA/FSS SystemsManagement Centers (FXS) , Washington,D.C. 20406. (For more important details onhow to establish your AAC, see pgs. 23-26.)
2. FEDSTRIP is compatible with DoDsMilitary Standard Requisitioning and IssueProcedures (MILSTRIP) system. Civilianagencies, including those authorized to req-uisition from DoD sources, should conformto the provisions of this Guide, and with theapplicable provisions of the Federal PropertyManagement Regulations (FPMR) containedin the Code of Federal Regulations (CFR),and in the Federal Acquisition Regulations(FAR) issued jointly by GSA, DoD, and theNational Aeronautics and SpaceAdministration (NASA).
These regulations can be purchased in vari-ous formats from GPO, by writing to:Superintendent of Documents, GovernmentPrinting Office, Washington, D.D. 20402; orby calling: 1-866-512-1800 or (202) 512-1803.
3. FEDSTRIP transactions can be transmit-ted to GSA by various means: on a writtenform; by administrative message such asfax, telephone, or Multi-Use File forInteragency News (MUFFIN) program, whichpermits you to submit your transactions toGSA via personal computer and modem. Youcan also obtain a password by faxing a re-quest to (703) 305-6731. An even newer order-ing method is GSAAdvantage! or GSAAdvantage!/GSA Global Supply websiteswhich allows you to shop on-line (SeeAppendix D).
If youd like to learn more about the MUFFINprogram, call the MUFFIN Help Line at (703)305-3509. The GSAAdvantage!/GSA GlobalSupply hotline is 1-877-472-3777.
1.
1-3 4-5 730-35
36-39 4445-50
45-5040-43
25-2923-24
21-2212-20
8-12
51
51
52-53 54-56
54-56
57-59
57-59
60-61
65-66
62-64
2.3.
9-10.11.
13. 14-15F.16F. 17.
19.18F.
20. 21.
12. 14-15V.16V. 18V. 19V. 22.
23.
4. 5.
6.7. 8.
DATE
SERIALQUANTITY
SUPPLEMENTARY ADDRESS
FUND
PROJECT
PROJECT
REMARKS
ADVICE
SIGNATUREPRI-
ORITY
REQ'DDELIVERY
DATE
DOCUMENT IDENTIFICATION
REQUISITION DATASTOCK NUMBER
DISTRI-BUTION
DISTRI-BUTION
DOCUMENT NUMBERROUTING IDEN.
DOCIDEN. M&
SDEM
UNITOF
ISSUE
ADDT'N'L
SI
G
SI
G
REQUISITIONER
FSCNIIN
STANDARD FORM 344FEB 1974 EDITIONGENERAL SERVICES ADMINISTRATIONFPMR (41 CFR) 101-28.2
344-103
MULTIUSE STANDARD REQUISITIONING/ISSUE SYSTEM DOCUMENT

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FEDSTRIP Forms and Formats
Chapter 1 FEDSTRIP Forms and Formats
General Discussion
Data Fields and Record Positions
A FEDSTRIP form consists of a series ofboxes data fields arranged in aparticular sequence, or format. These datafields are further sub-divided intosequentially numbered spaces called recordpositions (rp), which contain the sameinformation on each type of FEDSTRIP form.They do not change. For example, rp 30 - 35contains your six-digit Activity Address Code(AAC), no matter which FEDSTRIP form isused. Even if you are placing your orderelectronically, through MUFFIN, your AACwill occupy rp 30 - 35.
The same principle applies to all the otherFEDSTRIP data fields. Once you becomefamiliar with the record position (rp)groups that identify and comprise thevarious fields especially the mandatoryentries you will find it easier to fill out and
read FEDSTRIP documents.NOTE: As a term to describe a single datalocation, record position (rp) replaces theterm card column (cc), which dates backto the time when data was input tocomputers via key-punched cards.
FEDSTRIP Forms and Formats
In this chapter, we will discuss how theStandard Form 344 is used, and giveexamples of the various FEDSTRIP formatsthat are used to accomplish a variety ofsupply/procurement actions. Specifically,you will find the formats for:
* Originating a Requisition Document* Modifying a Requisition Document* Canceling a Requisition Document* Submitting a Follow-up Document
Shown below: Abbreviated sample ofStandard Form 344 illustrating blocknumber, data field title, and recordposition (rp) characteristics.
Standard Form 344, Multi-Use Standard Requisitioning / Issue System Document
Chapter 1 FEDSTRIP Forms and Formats
1.
1-3 4-5 7 30-35 36-39 44 45-50
45-5040-4325-2923-2421-2212-208-12
51
51
52-53 54-56
54-56
57-59
57-59
60-61
65-66
62-64
2. 3.
9-10. 11.
13. 14-15F. 16F. 17.19.
18F. 20. 21.
12. 14-15V. 16V. 18V. 19V. 22.
23.
4. 5. 6.
7. 8.
DATE
SERIALQUANTITY
F