DLA Energy P-29: Electronic Point of Sale (EPoS) Customer QR Codes

DLA Energy P-29: EPoS CUSTOMER QR CODES
OPR:

DLA Energy Business Process Support (DLA Energy-BA)

OCR:

DLA-J62BG (Electronic Point of Sale (EPoS) Program Manager
DLA Energy Supplier Operations (DLA Energy-FE)
DLA Finance Energy (DLA Finance Energy F8-F)
DLA Energy Regions

Effective:

This guidance is effective upon signature of approving authority.

Releasability:

Available to users with common access card authorization on the DLA
Energy Publications webpage:
https://dla.deps.mil/sites/dlaenergy/scm/SitePages/Publications.aspx

Applicability:

All activities that purchase and manage fuel from the Defense Working
Capital Fund inventory utilizing the DLA EPoS Fixed and Mobile devices
in accordance with DLA Energy P-30.

Assistance:

If EPoS assistance is needed or you have other questions, call the DLA
Energy Help Desk at 1-800-446-4950 or email [email protected].

Purpose: This document implements policy, assigns responsibilities and provides procedures for
managing Customer Quick Response (QR) codes, a form of Authorized Purchase Source Media (APSM)
used in the DLA Electronic Point of Sale (EPoS) system. For guidance pertaining to other forms of
APSM, refer to DoDM 4140.25.

signed by
MECHAM.KEITH Digitally
MECHAM.KEITH.A.1158412507
.A.1158412507 Date: 2022.06.01 12:13:21 -04'00'

Approved by:

KEITH A. MECHAM
Col, USAF
Chief of Staff

DLA Energy P-29
June 1, 2022
TABLE OF CONTENTS
SECTION 1 RESPONSIBILITIES ............................................................................................3
1.1. Responsible Officer (RO), Terminal Manager or Organization Commander (OC) ..........3
1.2. Vehicle Purchase Media Manager .....................................................................................3
1.3. DLA Energy Authorized Customers ..................................................................................3
1.4. DLA Energy Help Desk .....................................................................................................3
SECTION 2: PROCEDURES .....................................................................................................5
2.1. General ...............................................................................................................................5
2.2. VPMM Appointment .........................................................................................................5
2.3. Request for QR Codes .......................................................................................................8
2.4. Create and Maintain Customer QR Codes .........................................................................8
GLOSSARY ................................................................................................................................11
G.1. ACRONYMS ..................................................................................................................11
REFERENCES ...........................................................................................................................12
FIGURES
1. Sample BPMM Appointment Letter .....................................................................................6
2. Sample Vehicle Purchase Media Manager Appointment Letter...........................................7

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SECTION 1: RESPONSIBILITIES
1.1. RESPONSIBLE OFFICER (RO), TERMINAL MANAGER (TM) OR
ORGANIZATION COMMANDER (OC) will: appoint a Vehicle Purchase Media Manager(s)
(VPMM).
1.2. VEHICLE PURCHASE MEDIA MANAGER will:
a. Accept VPMM responsibilities.
b. Apply for required EPoS system access roles and attach VPMM appointment letter to
Account Management and Provisioning System (AMPS) role request.
c. Process DLA Energy Form 2063 (DLA Energy Request for Customer QR Code).
Available at https://www.dla.mil/Forms/DLFormList/
d. Issue temporary QR codes to customers.
e. Notify the VPMM Appointing Authority at least two weeks prior to permanent departure.
f. Respond to the annual AMPS annual Revalidation request to maintain system access.
1.3. DLA ENERGY AUTHORIZED CUSTOMERS will:
a. Send an accurate and complete DLA Energy Form 2063, Request for Customer QR code,
to the VPMM. The form is location at https://www.dla.mil/Forms/DLFormList.
b. Acknowledge receipt of permanent QR Codes.
c. Request deactivation of QR codes no longer required.
d. Accept responsibility for all fuel purchases made using the organization’s Customer QR
Code until the purchase media is deactivated or the fuel purchase authorization with DLA
Energy is deactivated or the fuel purchase authorization with DLA Energy is terminated.
1.4. DLA ENERGY HELP DESK will
a. Issue permanent QR codes.
b. Upload the DLA Energy Form 2063 signed receipt to EPoS Enterprise.

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c. Deactivate permanent QR codes if the fully completed form, to include authorized
signature on the receipt block, is not provided to the DLA Energy Help Desk within five
business days after first use of the code.

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SECTION 2: PROCEDURES
2.1. GENERAL. Customer QR codes are another form of Authorized Purchase Source Media
(APSM) used to buy petroleum and aerospace products from DLA Energy. Upon receiving a
DLA Energy Form 2063, the VPMM enters all the data into EPoS Enterprise and issues a
temporary QR code to the requesting customer. The DLA Energy Help Desk then prints a
permanent QR Code label and mails it to the customer to be affixed to the applicable equipment.
Once the permanent is received, the customer emails a signed copy of the completed DLA
Energy Form 2063 for the receipt of the QR code to the DLA Energy Help Desk at
[email protected] to avoid deactivation. If you have other questions or EPoS assistance
is needed, call the DLA Energy Help Desk at 1-800-446-4950 or email
[email protected].
2.2. VPMM APPOINTMENT.
a. Responsible Officer, Terminal Manager or Organization Commander.
(1) RO/TM/OC appoint one or more VPMMs. See Figure 1 for appointment letter for
VPMM. IF VPMM Duties are to be performed by other than the RO/TM at a DFSP a VPMM
Appointment Waiver (see Figure 2) will be submitted thru the SCP for approval. The DFSP will
retain a copy of the waiver for record and file in accordance with DLA Energy P-3.
(2) The appointment is not to exceed (NTE) two years from effective date.
(3) Complete, sign and send appointment letter to appointee.
(4) If appointment authority changes, term date ends or personnel change/leave, renew or
appoint new personnel to avoid lapse in oversight.
b. VPMM Appointee.
(1) Accept appointment as the VPMM by signing the appointment letter. The
appointment remains effective for two years unless terminated and/or a replacement is appointed
to avoid gap in coverage.
(2) Apply for the Energy EPoS Enterprise Prod Customer Master Data EPoSE-105 Role
in AMPS. The role provides the ability to add customer equipment and associate it with the
equipment billing information listed on the DLA Energy Form 2063 to create customer QR
codes within EPoS Enterprise.
(a) In the AMPS Request Justification & Supporting Details field, enter “Appointed
to be a Vehicle Purchase Media Manager (VPMM).”
(b) Attach VPMM Appointment Letter and VPMM Appointment Waiver if
applicable to the initial AMPS request.
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(c) Respond to annual access role validations.
FIGURE 1: SAMPLE VPMM APPOINTMENT LETTER

DATE
MEMORANDUM FOR RECORD: VPMM APPOINTMENT
SUBJECT: Appointment for Electronic Point of Sale (EPoS) Vehicle Purchase Media Manager
(VPMM).
1. In accordance with DLA Energy P-29, EPOS Customer QR Codes, this letter appoints
(NAME) to be a VPMM for (DFSP/SITE).
2. I hereby acknowledge appointment as the Vehicle Purchase Media Manager for (DFSP/SITE)
specified in the appointment letter. I have read DLA Energy P-29 and understand my
responsibilities to create and manage the organizations Customer QR codes and acknowledge the
financial responsibilities thereof. Further, I acknowledge the requirement to notify the
appointing authority in writing at least two weeks prior to any anticipated transfer.

VPMM Signature________________________ Date: __________________
Comm/DSN Telephone: ___________________ E-mail: ______________________________

Appointer Signature________________________ Date: __________________
Comm/DSN Telephone: ___________________ E-mail: ______________________________

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FIGURE 2:

SAMPLE VEHICLE PURCHASE MEDIA MANAGER APPOINTMENT
WAIVER.
DATE

MEMORANDUM FOR: (Input Activity)
SUBJECT: Waiver for Appointment of Vehicle Purchase Media Manager (VPMM).
1. In accordance with DLA Energy P-29, request waiver to appoint a VPMM(s) from (Insert
DFSP) RO/TM to the organization designated in para. 2.
2. The following location will appoint a VPMM.
DFSP/LOCATION

APPOINTING AUTHORITY

3. Reason for waiver.
______________________________________________________________________________
______________________________________________________________________________

Requestor Signature________________________ Date: __________________
Comm/DSN Telephone: ___________________ E-mail: ______________________________
Service Control Point Representative
Concur _________

Non-Concur________

Date: _______

SCP Representative Signature________________________ Date: __________________
Comm/DSN Telephone: ___________________ E-mail: ______________________________

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2.3. REQUEST FOR QR CODES.
a. Submit DLA Energy Form 2063.
(1) Download the form from https://www.dla.mil/Forms/DLFormList/.
(2) Only one unique QR code is authorized for each piece of equipment to include
vehicles, lifts, tractors, etc. listed on the form. Exceptions:
(a) Two unique codes are authorized for a vehicle, when one code is used for vehicle
fuel and the other for bulk purchases.
(b) One QR code can be used for multiple fuel cans.
(3) Route the form for signature through the unit or organization Resource Manager
responsible for oversight or management of unit or organization operating funds to verify billing
data associated with the QR code is correct. This action also confirms responsibility for bill
payment of fuel purchases.
(4) Send signed form to the VPMM.
b. Authorized Temporary Vehicles.
(1) Personnel on temporary duty assignments are not authorized QR codes for rental
vehicles.
(2) Commercial vehicles leased or rented by a base/installation for temporary vehicle
fleet augmentation or in supporting special events are authorized QR codes.
(3) QR codes are authorized for issue to DLA Energy authorized foreign government or
Non-DoD customers that use commercial rental vehicles or US government vehicles during US
military installation visits.
(4) QR codes are not to be permanently attached to rental vehicles and must be
deactivated when the vehicle is no longer being used by the organization.
2.4. CREATE AND MAINTAIN CUSTOMER QR CODES.
a. VPMM creates Customer QR Codes.
(1) Ensure DLA Energy Form 2063 received is complete and signed.
(2) Log into EPoS Enterprise and add customer equipment listed on the DLA Energy
Form 2063. Associate the equipment to the equipment billing information indicated on the form.

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If the equipment billing information data on the form does not match the equipment billing
information master data in EPoS Enterprise, contact the customer to obtain a corrected form.
(3) When processing a bulk QR code request, submit a help desk ticket and attach the
DLA Energy Form 2063. The help desk will create the QR codes and provided notification
when complete.
(4) Upload a copy of the request Form for each QR code created in EPoS Enterprise and
file in accordance with DLA Energy P-3.
b. Temporary Customer QR code.
(1) VPMM prints a Temporary QR code and sends to the customer email address on the
DLA Energy Form 2063.
(2) The equipment ID assigned by the owning organization is displayed directly below
the barcode that allows for identification of the equipment assigned the QR code.
(3) The customer prints the QR code on standard printer paper or other material to buy
fuel for equipment associated with the QR code until the permanent code arrives. The code is
deactivated after 30 days or upon first use of the permanent QR code, whichever occurs first.
c. Permanent Customer QR Code.
(1) Printing the temporary QR code sends a systematic notice to the DLA Energy
Help Desk to mail a permanent QR code to the customer address listed on the request form.
(2) The DLA Energy Help Desk sends the customer a QR code package containing the
permanent QR codes label(s), Customer QR code instructions, and a copy of the original DLA
Energy Form 2063 sent to the VPMM.
(3) The customer signs the receipt signature block of the original DLA Form 2063 and
returns the completed form to the DLA Energy Help Desk at [email protected] within
five business days after the first use of the QR code. Failure to send the completed form to the
DLA Energy Help Desk will result in deactivation of the customer QR code and require a new
DLA Form 2063 to be submitted.
(4) The DLA Energy Help Desk uploads the DLA Energy Form 2063 signed receipt to
EPoS Enterprise and sends confirmation email to requester.
(5) The customer will attach the Permanent QR Code on the vehicle/equipment in a
place that allows easy scanning during refuel. (Note: If attaching the QR Code to
vehicle/equipment is not possible, establish local procedures to secure and prevent misuse of the
code).
d. QR Code Maintenance.

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(1) Changes to DODAAC associated with equipment billing information or Equipment
ID, require a new DLA Energy Form 2063 be submitted. All other changes, call the DLA
Energy Help Desk at 1-800-446-4950 or email: [email protected].
(2) Replacement QR Codes. If QR code is damaged and not readable, contact the DLA
Energy Help Desk for a replacement to be sent to the requester on DLA Energy Form 2063.
(3) Locking/Unlocking QR codes. A QR code can be temporarily locked and be made
unusable. If this action is needed, contact the DLA Energy Help Desk to have the QR code
locked or unlocked. The QR code must be unexpired for this action. Once expired, the code is
deactivated and requires a new request form submission.
(4) Deactivating QR codes. If the vehicle/equipment is transferred to another
organization or if the QR code is lost or stolen, immediately contact the DLA Energy Help Desk
to have the QR code deactivated. Submit a new DLA Energy Form 2063 to request a new QR
code for the equipment if needed. The customer is responsible for all fuel purchases using the
QR code until it is deactivated.
(5) Refer to the DLA Energy FuelsTraining Portal at https://www.fuelstraining.com for
EPoS user guides, DLA Energy Base Level System Access Matrices, training videos and other
resources.

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GLOSSARY
G.1 ACRONYMS.
AMPS
APSM

Account Management and Provisioning System
Authorized Purchase Source Media

CRM

Customer Relationship Management

DFSP
DLA
DLA Finance Energy
F8-F
DLA Energy FENA
EPoS

Defense Fuel Supply Point
Defense Logistics Agency
DLA Finance Energy

J62BG

Electronic Point of Sale (EPoS) Program Manager

NTE

Not To Exceed

OC

Organization Commander

QR

Quick Response Codes

RO

Responsible Officer

SCP

Service Control Point

TM

Terminal Manager

VPMM

Vehicle Purchase Media Manager

Supply Chain Management Inventory Accountability Division
Electronic Point of Sale

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REFERENCES
DLA Energy P-3, “Document/Data Control and Retention,” current edition
DLA Energy P-30, “DFSP EPOS Facility Responsibilities,” current edition
DoDM 4140.25, Volume 10, “DoD Management of Energy Commodities: Sales Accountability
and Documentation Management,” current edition

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