SF364
Report of Discrepancy (ROD)
Standard Form 364 (SF 364), Report of Discrepancy (ROD), is a two-sided form for reporting a shipping or packaging discrepancy. The front lists the shipment, billing and receipt data, the discrepancy data and a code for each discrepancy and requested action, and is signed by the preparing official. The back, headed In accordance with notice of discrepancy on face of this form, holds the reply. The footer prints STANDARD FORM 364 (REV. 2-80) and names no issuing agency. GSA's page lists FPMR 101-26.8 as its authority, and GSA hosts a copy in its forms library.
The front prints the discrepancy codes, grouped as condition of material, supply documentation, misdirected material, overage or duplicate shipments, packing, product quality deficiencies, shortage, technical data markings, wrong item and other, and the action codes 1A to 1H and 1Z. The back cites Chapter 5 of the GSA Handbook, Discrepancies or Deficiencies in GSA or DOD Shipments, Material, or Billings (FPMR 101-26.8).
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Shipping or packaging, date of preparation, report number, To and From, shipper's name, invoice number and date, transportation document number (GBL, Waybill, TCN, etc.), shipper's number, office administration contract and requisitioner's number.
NSN or part number and nomenclature, unit of issue, quantity shipped or billed, and quantity received.
Quantity, unit price, total cost and discrepancy code for the discrepancy, and an action code.
Codes such as C1 to C3, D1 to D3, M1, O1 to O3, P1 to P4, Q1, S1 to S3, T1 to T6, W1, W2 and Z1, and action codes 1A to 1H and 1Z.
Remarks, funding and accounting data, the preparing official's name, title, phone number and signature, and distribution addressees for copies.
From and To, the status of the material and billing, any reason a billing adjustment will not be processed, disposition of the material, new requisition or replacement date, remarks and signature.
Check Shipping or Packaging, then enter the date of preparation in block 1 and the report number in block 2.
Fill in the To and From addresses, then the shipper, invoice, transportation document, contract and requisition numbers in blocks 5a to 8.
In block 9 give the item, unit of issue and quantities shipped and received, and in block 10 the discrepancy quantity, unit price and total cost. For a wrong item, the codes table says to identify the requested item as a separate copy in item 9.
Enter a discrepancy code in block 10(d) and an action code in block 11 from the tables printed on the form, such as S1 for a quantity less than that on the receipt document.
Use block 12 for remarks, continuing on a separate sheet if necessary, then add funding and accounting data, the preparing official's details and signature, and the copy addressees.
The office answering the notice checks the applicable boxes in blocks 19 to 22, adds remarks in block 23, and signs and dates in blocks 24a to 24c.
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The PDF gives no fixed address. The report goes to the name and address entered in block 3, with copies to the distribution addressees in block 15.
The back says to use a window envelope to mail the document, with the address in block 18 starting one typing space below the left dot, not beyond the right dot and not more than four single space typing lines.
Action code 1E says local purchase material is to be returned at the supplier's expense unless disposition instructions to the contrary are received within 15 days. It is marked not applicable to FMS.
Block 19f lists two reasons: the discrepancy was not reported within the time frames allowed, or the dollar value does not meet the criteria. The form does not print those time frames or criteria.
Chapter 5 of the GSA Handbook (FPMR 101-26.8), and Chap. 2 and/or 7 of DOD 4000.25-7-M, Military Standard Billing System (MILSBILLS) and/or DD 1513, U.S. DOD Offer and Acceptance, as applicable.
The form names these parties in its blocks. It prints no separate instructions.
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The footer prints STANDARD FORM 364 (REV. 2-80) and names no issuing agency. GSA's page lists FPMR 101-26.8 as its authority, and GSA hosts it in its forms library.
The codes table covers condition of material, supply documentation, misdirected material, overage or duplicate shipments, packing, product quality deficiencies, shortage, technical data markings, wrong item and other discrepancies.
They state what is requested, for example 1A disposition instructions requested (reply on reverse), 1F replacement shipment requested, 1G reshipment not required, and 1H no action required, information only.
The back is headed In accordance with notice of discrepancy on face of this form. It has its own From and To blocks and is signed and dated by the preparing official in blocks 24a to 24c.
Block 19f lists a discrepancy not reported within the time frames allowed, or a dollar value that does not meet the criteria in the regulation or agreement cited in 19f(2).
Blocks 12 and 23 say to continue on a separate sheet of paper if necessary.
