PODCast #3, Hand Receipt Maintenance

Hand Receipt Maintenance

As a PBO, it is important that you maintain accurate hand receipts. Having items on hand receipts whose nomenclature are “NOT ON CATALOG” or having MTOE items listed as CTA items are not helpful to you or the commander that is supposed to inventory and sub-hand receipt that equipment to the user.

You must make time to do hand receipt maintenance. Your first couple of times, until you get a system in place, may take awhile. But after a few tries, you can easily move through your hand receipts and CPL’s to review and mark changes in an efficient manner and it will not take as long.

I recommend that you do CPL reviews at least monthly and actual hand receipt reviews quarterly. You can set up a system where you aren’t trying to do all your hand receipts in the same month and you spread them out over a three month period of time.

At a minimum, I recommend that you do the following:

Print or save the CPL on the computer. If you feel more comfortable doing this in Excel rather than using a hard copy, please do so. You are saving our trees and we appreciate it. But for some, a hard copy will be the only way for them to truly see where there are problems.

The next thing I do is to look at all of my authorizations. On the CPL, I am initially looking at only the LIN Total and not the individual hand receipt quantities. Do the CTA items (TAC 3) have an authorized quantity that matches the quantity on-hand and on-order? If not, mark that it needs changed. If they have 31 on-hand and 2 on-order, then the Authorization should be 33; but if they have none on-order then the authorization should be 31. If they no longer have any on-hand and on-order, remove the CTA authorization. Once I see that I must adjust the total number, I then look to see where I must make these changes – to what hand receipt do I need to make the changes to?











If an item has no required or authorized quantity and there is an on-hand number, do you have the correct TAC? For instance, if you were issued an item from a fielding team and that item is not on your MTOE, then you probably need to mark it as a TAC 9, with an authorized quantity matching the quantity that you were issued. I find many PBO’s who leave the authorization totally blank for TAC 9 items. If a TM, AR, letter, or other special regulation authorizes that item, then why would there be no quantity in the Authorized column? PBO’s need to put the quantity that is authorized by the TM, AR, or letter in the Authorized column, not put zero. Doesn’t that make sense?

I always kept a file of notes to keep track of all TAC 9 items. I suggest you do the same. Keep it in LIN order. You don’t have to spend a lot of time in typing up formal memo’s. Something simple with dates and explanations, possibly even issue documents to state why you placed this item on the books as a TAC 9. I would write in big letters the LIN at the top.

Note the MTOE/TDA items that are short and place these items on order. Remember to get a funded requisition for the stock funded items. If you get a cancellation back stating that the item is a TPF item, make a note of it. You don’t want to waste your time continually re-ordering that item just to get all of the requisitions cancelled. I suggest that you keep a list of these items on an Excel spreadsheet and keep track of when you are expected to be fielded these items.


















In the next example of something that needs further review, the MTOE authorizes 9 PSG-11’s and the unit only has 5 on-hand. Yet, the PBO has placed 1 of them in Delta Company as authorized by a letter (TAC 9) and another in the HQ’s company as excess (TAC 8). Is this right? Should any be listed as excess if the unit overall is short? Yes, the HQ’s company is excess as they have a quantity that is authorized in another company. But the authorization in Delta company should not be a TAC 9, instead it should be listed as excess (TAC 8) as well. So, the PBO needs to fix the authorization in Delta company. One thing I have found here with many PBO’s is that they have listed these unauthorized quantities as TAC 3, CTA authorizations. If the unit is authorized them in other companies as MTOE or TDA, how could another company possibly be authorized the item as a CTA item? MTOE and TDA items can be found in SB 700-20 Chapters 2, 4, and 6. CTA items are authorized in chapter 8. An item cannot be in both paragraphs in the SB 700-20. So, for all you PBO’s out there that have M1’s, Strykers, and other MTOE and TDA items listed as TAC 3 items, get out there and fix your books. Let me reiterate – if an item is in SB 700-20, other than Chapter 8, it should not be listed as TAC 3 on your property book. Only Chapter 8 items should be listed as TAC 3 items. There are a lot of you out there that have TACs to fix.




















My next example shows a unit with all of their CYZ-10’s listed as excess (TAC 8). How can that be. CYZ-10’s are necessary to operate the SINCGARS. Upon further research I find that the unit is authorized the new item – the PYQ-10, under the LIN Z00384. That means the PBO needs to move these items to that authorization, not leave them hanging out there all by themselves appearing that they are excess. If the new item had not been a “Z” LIN, the PBO would have been forced to do this during USR because the unit would have been S-4 for that LIN. But because the new item is a “Z” LIN and they don’t get reported for USR until they are S-3 or above, the PBO gets away with this total lack of updating. How is a PBO supposed to know that the PYQ-10 replaced the CYZ-10 one-for-one. Easy, go look at the MTOE on the USAFMSA WebTAADS site, and click on the BOIP button. It will list for you all the BOIPs that have been applied to that MTOE.

Here is another common occurrence, that shouldn’t be – NOT ON CATALOG






In this instance, there is no quantity on-hand and no MTOE/TDA authorization. So, why should there be a TAC 3 authorization? Without a quantity on-hand, and none due-in, this is a worthless entry on the property book. Delete the whole thing and get it off which will clean up your books and not give your hand receipt holders the impression that you don’t know what you are doing as a PBO.

Look at this next example.











The PBO has authorized a LIN that doesn’t exist in their user-created catalog or SLAMIS and then placed an item that is on the catalog under that authorization for a different unit. It appears that the LIN is correct for the NSN listed in SLAMIS but the PBO probably hasn’t aligned that LIN for the company that has the authorization. So, the authorization for the one company needs to be removed and the new LIN authorized for the company that has the equipment. I can’t believe that no one has noticed this aberration before.

Here’s another one from the same PBO:




This time there is a TAC F authorization for a “Z” LIN that is no longer in SB 700-20. Is this authorization still in their MTOE? No. So this is another one of those authorization that is invalid and has no on-hand or on-order. The whole thing just needs to be deleted. How a PBO can tolerate a property book that has NOT ON CATALOG repeated numerous times on their CPL or hand receipts I just don’t understand.

What do you do if you have a “Z” LIN authorized on your MTOE and it is removed from the SB 700-20? What do you do then? If you have no assets, you do nothing. If you have assets, you must get a new NSLIN from SLAMIS and then sub that NSLIN for the LIN you are still authorized on your MTOE – even though that LIN is no longer on SB 700-20. With the current automation efforts between SB 700-20 and MTOE’s, you should not see this very often, but it could still happen. If the “Z” LIN has been changed to a standard LIN and your MTOE still shows the “Z” LIN, you need align your assets to the new LIN and then sub them for the “Z” LIN still authorized by your MTOE. Once the MTOE is updated, you will have to un-sub these items to the new LIN.

To update the hand receipts, the main task, if you have done all the authorizations and catalog issues with the CPL, will be with serial and registration numbers.

In our first example, the PBO has listed improperly the cell and deterctor serial numbers of the M22 alarm. It is obvious because the majority of them are done properly. So, why doesn’t the PBO fix the ones that are obviously wrong? I have no idea. In this case the PBO has everything they need to fix the data; they just choose not to do so. Laziness.






The next example was the most common one for me.






The on-hand balance does not agree with the number of serial numbers listed. In this case there are two on the hand receipt with only one serial number. Many PBO’s I know of will just wait for a commander to bring them the data to fix this. Well, you will be waiting a long time because they have other things to do than fix your property book. In this case the item is a TYQ-93, something that is used by the G-2/S-2. First see if the supply sergeant has two serial numbers on the sub-hand receipt. If not, call the G-2/S-2 and find out what serial numbers they have for the two items they have; type up the DA Form 4949, and have the supply sergeant or commander sign it. Trust me, you will be a big help and they will appreciate the assist. Don’t know what the item is or who might have it, look on the MTOE, Google it, do something!

I just love the next example. It’s the PBUSE computer. There is one on-hand and there is no serial number recorded. If you don’t know who to go to to get that serial number then you have a problem.






You will also encounter issues with invalid serial and registration numbers. But you may not know that they are invalid. I recommend to every PBO that they run the Ground Equipment Verifier within LIW. This tool allows you to align your hand receipts to the TEDB records. Most of these TEDB records were established when the vehicle was assigned its USA registration number. So, you can compare what you have on the property book with what was on the original TEDB document and make changes when appropriate. You can find the Ground Equipment Verifier in LIW under PBUSE Management Tools.

You are all capable of doing these hand receipt maintenance procedures. Your commanders deserve a great hand receipt so that they can sub-hand receipt the equipment properly. That is really important.