Blocks 1 to 3: CSC, agency and contact
The CSC the report goes to, the agency name and address, and the person to contact with signature, title, telephone number and date.
GSA3580
Customer Supply Center Discrepancy Report
- Agency
- GSA
- Revision
- Rev. 7/1986
- Fillable fields
- 94
- Pages
- 2
- Official source
- GSA form page
- Checked
- October 20, 2026
GSA Form 3580: Customer Supply Center Discrepancy Report
GSA Form 3580, Customer Supply Center Discrepancy Report, has the footer GENERAL SERVICES ADMINISTRATION and GSA FORM 3580 (7-86), and GSA hosts it in its forms library. GSA's forms page lists a current revision date of 07/1986.
The instructions on page 2 say the form is to be initiated in an original and two copies by the Customer Supply Center (CSC) customer to report discrepancies in CSC shipments and to request authorization to return merchandise. They say shipment discrepancies include but are not limited to shortages, overages, and lost and damaged shipments. Customers complete the top half of the form (blocks 1 thru 12) and GSA completes the bottom half.
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What's on GSA Form 3580
Blocks 4 to 7: codes and ticket
Activity address code, address code, ticket number and ticket date. The instructions describe block 5 as the Access Code, the three-digit code required to place orders.
Block 8: nature of discrepancy
Shortage, overage, damage, lost, incorrect item received, incorrect item ordered, too much ordered, or other.
Block 9: discrepancy data
Four rows with item, NSN, U/I, ticket quantity, quantity received, discrepant quantity and return quantity.
Blocks 10 to 12: action, returns and remarks
Remedial action requested (issue credit, issue shortage quantity, issue lost quantity, issue return authorization, bill overage, item to be retained/please bill, or other), carton and weight for returns, and remarks.
GSA section
Requested action approved or not approved, remarks, and dated signatures for the Supervisor, Office Manager and Manager of the CSC, the Director, Federal Supply Service Bureau, the Assistant Regional Administrator, FSS, and the Regional Administrator.
How to complete GSA Form 3580
- 1
Type or print in ink
The instructions say all entries are to be typed or printed in ink, and that customers complete blocks 1 thru 12.
- 2
Copy details from the ticket
Enter the six-digit activity address code on the ticket (packing slip), the eight-digit ticket number from its upper right and the ticket date from its top center. The access code is restricted and does not appear on the ticket.
- 3
Check the type of discrepancy
Check the type being reported in block 8. The instructions define each one, for example a shortage is a received quantity less than the ticket quantity.
- 4
Fill in the discrepancy data
Enter each NSN with its unit of issue and quantities. The discrepant quantity is the ticket quantity subtracted from the quantity received; a negative quantity indicates a shortage and a positive number an overage.
- 5
Request an action and list returns
Check the remedial action in block 10. For returns, enter the number of cartons and the weight per carton; the instructions say unit weights come from the picking ticket.
- 6
Add remarks and send the copies
Use block 12 for comments, including the date that system and financial records are updated. The original and copy 1 go to the CSC, and copy 2 is kept as a suspense copy.
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Distribution and what the form says
Where it goes
To the CSC named in block 1, the CSC that issued the discrepant order. The form prints no address.
Original and copy 1
The instructions say the original is retained by the CSC. Copy 1 is sent to the CSC with the original, then retained by the customer after it is returned by the CSC with approving signatures.
Copy 2
Retained by the customer as a suspense copy, then destroyed upon receiving the approval copy.
Return weights
The instructions say picking ticket weights may be confirmed by telephoning the CSC.
Edition
The footer reads GSA FORM 3580 (7-86). The form prints no OMB number or privacy statement, and GSA's page lists no authority or regulation.
Related forms
Who fills out GSA Form 3580?
The instructions split the form between the customer and GSA.
Official sources and the blank
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Questions about Form GSA3580
Who completes GSA Form 3580?
The instructions say the CSC customer initiates it and completes the top half, blocks 1 thru 12. GSA completes the bottom half.
How many copies are made?
An original and two copies. The original and copy 1 go to the CSC; copy 1 comes back with approving signatures, and copy 2 is kept as a suspense copy until then.
How is the discrepant quantity worked out?
The instructions say to subtract the ticket quantity from the quantity received. A negative quantity indicates a shortage and a positive number indicates an overage.
Why is the access code not on the ticket?
The instructions say the access code is the three-digit code required to place orders and, because it is a restricted code, it does not appear on the ticket.
What actions can be requested?
Block 10 lists issue credit, issue shortage quantity, issue lost quantity, issue return authorization, bill overage, item to be retained/please bill, and other.
Who approves the request?
GSA marks the requested action approved or not approved in the bottom half, with signature lines for CSC and Federal Supply Service officials and the Regional Administrator.