DA Form 3644 at a glance
What it is: DA Form 3644 is the Monthly Ledger of Bulk Petroleum. For use of this form: AR 703-2 and DCS, G-4.
Who signs: (3) Enter the signature of the responsible officer. The form will be locked once signed.
A filled-in DA Form 3644 example: a monthly diesel ledger
How to fill out DA Form 3644, box by box
Unit, post, camp, or station, product, tolerance factor, month and year, and document number
(1) Enter the unit, post, camp, or station where Issues and receipts occur.
(2) Enter the product for this ledger (one product per DA Form 3644).
(3) Enter the tolerance factor for this ledger's product in accordance with AR 703-2.
(4) Enter the month and year.
(5) Assign a document number from the unit document register.
Days of the month, physical inventory, receipts, issues, defuels, shipments and adjustments
(1) These are the days of the month to be used.
(2) Enter the physical inventory information from the previous date.
(3) Enter all receipts for the corresponding date (Ex. DA Form 3643, DD Form 1898, DD Form 1898-E, DD Form 250, etc).
(4) Enter all Issues for the corresponding date.
(5) Enter all Defuels for the corresponding date (Ex. DA Form 3643).
(6) Enter all shipments for the corresponding date (This is for capitalized product and shipments are an Issue from one DFSP to another DFSP).
(7) Enter all adjustments for the corresponding date (Ex. Documented fuel spills).
Book inventory, physical inventory, daily gain / loss and daily allowable gain / (loss)
(8) Calculate and enter book inventory by adding (2) + (3) + (4) + (5) + (6) + (7).
(9) Enter end of day physical inventory of product.
(10) Calculate and enter the difference between physical inventory and book inventory by subtracting (8) from (9). Formula = (9) minus (-) (8).
(11) Calculate and enter the daily allowable gain / (loss) by taking the opening inventory for the day plus the total receipts for the day and multiplying it by the tolerance factor for the product; formula = (opening inventory + receipts) * tolerance factor.
(12) Calculate by adding the previous days daily gain / loss (column 10) to the current days gain / loss. If it is the first day of the month, place the daily gain / loss (column 10) for the first in the running gain /loss (column 11).
Totals for the month
(13) Enter all the totals for the month once they have been posted. Total each column (columns 3 through 7).
Closing book balance, end of month physical inventory, monthly gain / (loss), allowable gain / (loss) and IN or OUT
(14) Calculate the closing book balance by taking: the monthly opening inventory + total receipts + total issues + total defuels + total shipments + total determinables = Closing book balance.
(15) Enter the end of month physical inventory (should match last physical inventory for the month).
(16) Calculate and enter the monthly gain / (loss) by taking the end of month physical inventory (15) minus (-) the closing book balance (14) and enter the result.
(17) Calculate and enter the allowable gain / (loss) for the month by taking the opening inventory plus the total receipts for the month and multiplying it by the tolerance factor for the product; formula = (opening inventory + total receipts) * tolerance factor.
(18) Enter “IN” or “OUT” after comparing the monthly gain / (loss) to the allowable gain.
Printed name, rank and grade, signature and date of the responsible officer
Completion instructions for DA Form 3644 (1) Enter the printed name of the responsible officer.
(2) Enter the rank and grade of the responsible officer.
(3) Enter the signature of the responsible officer. The form will be locked once signed.
(4) Enter the date posted to the ledger.
More rules for DA Form 3644
Any fuel that leaves the Account is input as a negative number.
Sources
[1] DA Form 3644 (DEC 2024), Monthly Ledger of Bulk Petroleum, U.S. Army (the Official source link on this page).