To fill out DD Form 250, the Material Inspection and Receiving Report, you will almost always work in the electronic version inside Wide Area Workflow (WAWF), the module in the Procurement Integrated Enterprise Environment at piee.eb.mil. The paper form still exists, but DFARS 252.232-7003 requires electronic submission of receiving reports for nearly all DoD contracts, so unless your contract specifically calls for paper, you are preparing a WAWF receiving report that carries the same data the paper DD Form 250 has always carried.1Defense Acquisition Regulations System. Defense Federal Acquisition Regulation Supplement 252.246
The report does several jobs at once. It documents delivery, functions as a contractor invoice, acts as a packing list and shipping document, and records government quality assurance at origin or destination.2Defense Acquisition Regulations System. DFARS Appendix F – Material Inspection and Receiving Report Getting the fields right is what gets you paid.
Set Up Your PIEE Account First
You cannot submit anything until you have a registered PIEE account with the correct role. Go to piee.eb.mil (the old wawf.eb.mil address redirects there). Log in with a Common Access Card, PIV card, External Certificate Authority certificate, or a User ID and password. DoD users must use the Authentication Certificate on their CAC or PIV card when one is available.3Procurement Integrated Enterprise Environment. Procurement Integrated Enterprise Environment (PIEE)
During registration, select the WAWF application and request the Vendor role. That is the role that lets you create and submit receiving reports and invoices.4Acquisition.GOV. AFARS 3-10. Wide Area Workflow (WAWF) Have your local DoDAAC, a current Cyber Awareness Training completion date, and your CAGE code ready. A Group Administrator has to approve and activate your account before you can create documents, so start this well before your first delivery.
Pick the Right Document Type in WAWF
Once you are logged in with the Vendor role, choose “Create Document” from the Vendor dropdown.5PIEE. WAWF Training – Vendor Role The document type you pick determines which fields you have to complete and who reviews the submission.
- Receiving Report — a standalone report. Use this when the invoice is handled separately or outside WAWF.
- Invoice and Receiving Report (Combo) — the invoice and receiving report in a single entry session. Inspector and acceptor act only on the receiving-report portion. This is the most common choice for straightforward hardware deliveries.6PIEE. Invoice and Receiving Report (Combo)
- Reparables Receiving Report — for items returned for repair and redelivered.
- Progress Payment — for progress-payment requests on partially completed work.
Before you enter anything, confirm three things: the contract is eligible for electronic submission, you have chosen the right document type, and the DoDAACs on the contract have active WAWF users on the government side who can process what you send.
Filling In the Key Blocks
The DD Form 250 has about 25 blocks. Full preparation instructions are in DFARS Appendix F, Part 4 (section F-401).7Acquisition.GOV. DFARS – Part 4 – PREPARATION OF THE DD FORM 250 AND DD FORM 250C The blocks below are the ones that most often cause a report to bounce back.
Blocks 1 and 2: Contract and Shipment Numbers
Block 1 takes the Procurement Instrument Identification Number (the contract number) and any delivery order number. This is what the system uses to match your report to the contract record, so a typo here breaks everything downstream.
Block 2 is the shipment number, and its format is strict: three alphabetic characters, one alphanumeric character, and three numeric characters (for example, DFA0001). You pick the three-letter prefix, and it stays the same for every shipment from a given “Shipped From” address for the life of the contract. Start at 0001 and count up. If you go past 9,999 shipments, switch the fourth character to an alpha (A000 through A999, then B000 through B999, skipping I and O). WAWF rejects duplicate shipment numbers on the same contract.
Blocks 9–12 and 14: The Parties
Each of these blocks identifies an organization, and you enter the CAGE code from the Commercial and Government Entity Handbook to the right of “Code.”7Acquisition.GOV. DFARS – Part 4 – PREPARATION OF THE DD FORM 250 AND DD FORM 250C Block 9 is your company as prime contractor. Block 10 is the Contract Administration Office. Block 12 is the payment office. Block 14 is the “Ship To” destination, and for service line items the Ship To code doubles as the destination Service Acceptor Code in WAWF.8Acquisition.GOV. DFARS Appendix F – Material Inspection and Receiving Report
Blocks 15–20: What You Delivered
Block 15 is the item number from the contract schedule. Block 16 holds the stock or part number and item description, plus the number and type of shipping containers and their container numbers. Block 17 is the quantity shipped or received. Block 18 is the unit of measure; use the exact abbreviation from the contract (“EA” for each, “LO” for lot, “BX” for box, and so on).9Department of Defense. DD Form 250 – Material Inspection and Receiving Report Block 19 is the unit price and Block 20 is the extended amount. Any mismatch between these figures and the contract schedule can cause the whole submission to reject.
Blocks 23 and 24: Packaging and Weight
Block 23 captures packaging specifications; Block 24 records gross shipping weight. Receiving-end logistics officers use these figures for warehouse and transportation planning, so rough estimates create real downstream problems.
Overflow: DD Form 250C
When a single form runs out of room (usually Block 16 for long descriptions or many line items), continue onto a DD Form 250C. The header fields on the 250C (Blocks 1, 2, 3, and 6) must match the parent form exactly.7Acquisition.GOV. DFARS – Part 4 – PREPARATION OF THE DD FORM 250 AND DD FORM 250C Do not use a separate 250C sheet solely to continue Block 23 packaging data.
Submitting the Document
After you enter contract number, CAGE code, delivery order number, and Ship-To DoDAAC, WAWF validates the identifiers against the contract record in real time. If something is off, you get an error before you can move on. Enter line-item details exactly as they appear on the contract schedule, review everything on the summary screen, and click Submit. Save the confirmation screen and its tracking number. That record is your proof of timely submission if a dispute arises.
What Happens After You Submit
The government’s Quality Assurance Representative or a designated receiving official reviews the goods and completes Blocks 21 and 22 electronically. Block 21 is split into origin (21a) and destination (21b); the representative marks an “X” to confirm the items “conform to contract” (meeting both quality and quantity requirements), then signs and dates.7Acquisition.GOV. DFARS – Part 4 – PREPARATION OF THE DD FORM 250 AND DD FORM 250C If the contract requires a Certificate of Conformance, enter “CERTIFICATE OF CONFORMANCE” in capitals in Block 21a and attach the signed certificate for the payment office copies.
Block 22 is completed by the receiving activity, which records the date the shipment physically arrived, signs, and enters name, title, and contact information. Once both blocks are done, the document routes automatically to the Defense Finance and Accounting Service for payment.
Under FAR 32.904 and the Prompt Payment clause at FAR 52.232-25, payment is due by the later of 30 days after the billing office receives a proper invoice or 30 days after the government accepts the supplies or services.10Acquisition.GOV. 32.904 Determining Payment Due Dates11Acquisition.GOV. 48 CFR 52.232-25 – Prompt Payment If the government misses that window, interest is owed automatically at the current Prompt Payment rate published by Treasury.12Bureau of the Fiscal Service. Prompt Payment
Fixing Errors After Submission
Mistakes happen. On contracts administered, inspected, and paid through DCMA and the MOCAS entitlement system, an inspector can recall the receiving report from their history folder and send it back to you.13PIEE. Vendor Create Receiving Report Corrections When that happens, the document lands in your Correction Required Folder under the Vendor menu.
Open it by selecting your CAGE code and clicking the shipment number link. Contract number, CAGE code, Pay DoDAAC, addresses, line items, and comments are all editable. Packaging data and Unique Item Identification (UID) data are not; those cannot be modified on a corrected receiving report. Both the Inspect By and Admin location codes must show DCMA when you resubmit. If you leave the correction sitting in the folder, WAWF purges it after 60 calendar days, with warning notifications starting seven days before.
When You Don’t File This Report
Two situations skip the DD Form 250 or its WAWF equivalent. Subcontractor shipments do not require it unless the subcontractor ships directly to the government. Transfers of contract inventory (government-furnished property) go on the WAWF Property Transfer document instead.8Acquisition.GOV. DFARS Appendix F – Material Inspection and Receiving Report Contracts using the Fast Payment Procedure under FAR 52.213-1 also change the requirement; you can substitute invoice-level shipment details (shipment number, mode of shipment, national stock number, unit of measure, and Ship-To/Mark-For codes) printed on the invoice itself, provided “FAST PAY” appears prominently on both the invoice and every outer shipping container.14Acquisition.GOV. Fast Payment Procedure The report also does not cover items on a DD Form 1423 (Contract Data Requirements List) that specifically state no DD Form 250 is needed.
Paper Copies When You Cannot File Electronically
If a contract still requires paper DD Form 250s, DFARS Appendix F, Part 5 sets the distribution: two copies with the shipment, one to the consignee by mail, one to the Contract Administration Office, one to the Purchasing Office, and two to the Payment Office.15Acquisition.GOV. F-502 Distribution of DD Form 250 and DD Form 250C Special distribution adds copies for inventory control managers, the QAR, transportation offices, and Foreign Military Sales representatives (up to eight copies for FMS shipments); Air National Guard consignees require three additional copies. Filing through WAWF eliminates all of that because the system routes copies to every party digitally.
One Old Requirement You Can Ignore
If any of your internal procedures still reference DFARS 211.275 and passive Radio Frequency Identification tagging on shipments, drop that step. A final rule effective October 28, 2022 removed the passive RFID requirements from DFARS parts 211, 212, and 252.16Federal Register. Defense Federal Acquisition Regulation Supplement: Removal of Passive Radio Frequency Requirements Unique Item Identification marking still applies to qualifying items and flows into the IUID Registry when the government accepts the corresponding receiving report in WAWF.