GSA Advantage! Vendor Start-Up Kit
Welcome Electronic Partner!
We are excited about our new
partnership as we bring your Multiple Award Schedule (MAS) products and
services to our Federal customers worldwide via the Internet! With millions of
products now on-line, the GSA Advantage online
shopping service is the most widely used shopping site in government. We
invite you to join the thousands of schedule vendors already online!
This Start-up Kit explains how to
get your products and services online as well as how to maintain your
information. Your participation is extremely important to us as we have
accepted the challenge to employ electronic commerce and to simplify the
acquisition process for the Federal Government.
We have also included guidance for
those vendors wishing to submit their catalog using Electronic Data Interchange
(EDI). If you need assistance, we have also provided points of contact.
We hope you are as excited as we
are about making your products and services available to Federal agencies
worldwide through GSA Advantage - “where government shops!”
General Instructions
- Submission of Your Schedule Contract Data
(Important: please read all instructions carefully)
What is GSA Advantage? GSA Advantage (http://www.GSAadvantage.gov)
is the Federal Government’s premier on-line catalog, information, and ordering system which gives Federal customers the ability to quickly search, compare and order those products and services which best meet their needs. Agencies may also submit request for quotes using the GSA Advantage “e-Buy” RFQ system which is a service of GSA Advantage.
Inclusion of your products and services on GSA Advantage provides greater market exposure and increases potential for greater sales to Federal agencies and activities worldwide!
Quick Start - Getting your catalog on GSA Advantage
Questions?
Schedule/SIN mergers: GSA/VA have merged a number of its schedules and Special
Item Numbers (SINs) into new or existing schedules.
How GSA identifies a product: GSA uniquely identifies each product using a
combination of your contract number plus the manufacturer part number. Each product
you submit must have a unique manufacturer part number - even if two or more
manufacturers carry the exact same part number. This may require a part number
modification on your part.
How do I get photos to appear with my products on GSA Advantage? Customers are
always requesting that we add more photos to Advantage since photos make identification
of products so much easier. Photos may be submitted via SIP or EDI. All photos must
be in a .jpg format, must be no larger than 70k, and the photo filename must not exceed
30 characters. Also, do not use special characters in the filename.
Vendors using EDI must upload photos to GSA using the Photo Upload Tool located on the
VSC website. For EDI vendors, the photo filename must be included in the 832 catalog
file submission using the REF segment (2/040) with the 51 qualifier in the REF01and
the filename in the REF02. In order to delete a photo from Advantage, simply exclude
the REF segment from the 832 catalog submission
You may also indicate a web site address (URL) for each product if you wish. If your
company maintains a web site that contains pictures and/or other information on your
products, you may indicate those specific web site addresses with your catalog
submission. Products on GSA Advantage having a web site address, as provided by the
vendor, will have direct links to that vendor's web site address. If a customer
links to your website, they must have the ability to use their browser's back key
to return to GSA Advantage.
How are purchase orders issued by GSA Advantage? GSA sends all purchase orders to
MAS vendors via FAX, EDI, or XML depending upon the vendor's preference and
capabilities. GSA also offers a free software program called the GSA Advantage
Order/Status Tool which is included within SIP or can be downloaded as a stand
alone version from the VSC. Once installed, this tool will allow you to download
your orders from GSA Advantage. Once installed, a GSA icon will appear at the
bottom of your screen which can be set to automatically check for orders coming from
GSA Advantage. In addition, you can use the tool to easily upload status on your
orders. This status is made available to ordering customers.
All vendors are initially setup to receive FAX purchase orders. If you wish to
receive EDI or XML purchase orders, please call 703-605-9444.
How do I provide order status to my customers? It is extremely important that
status of orders be provided to your customers. We strongly urge you to do so. The
GSA Advantage Order/ Status Tool mentioned above allows you to conveniently provide
status back on every order that is sent to you via GSA Advantage. Our EDI and XML
vendors may also provide status. The 856 transaction set can be used for those doing
EDI and the documentation can be found on the VSC website. XML vendors may provide
status back as well and are encouraged to call our helpdesk number at 703-605-9444.
What will my data look like in GSA Advantage? It is an excellent idea for you to
take a look at GSA Advantage at http://www.GSAadvantage.gov and get a first hand
look at how the system operates and more specifically how your products and services
will appear to Federal customers. Once you have reached our website, you may browse,
search, compare items, add items to your cart, configure a product, add accessories,
view product detail, view vendor information, and more. Once your own catalog data is
online, you should check frequently to make sure it appears as you had intended.
Can I also submit information from my authorized government price list? Vendors who submit
product and pricing data are encouraged to also submit a text file containing the Customer
Ordering information listed in their authorized government price list. This information
will be viewable not only through GSA Advantage but also through our Schedules E-Library
and e-Buy websites. GSA and DOD have been working on a collaborative effort to ensure proper
use of MAS contracting vehicles. Submission of your GSA contract terms and conditions will
help customers make an informed buying decision.
Instructions for Vendors Using SIP
The Schedules Input Program (SIP) software can be downloaded from the GSA Vendor Support
Center. SIP is a client-side application that allows you to import/input then upload all
your contract and product data for inclusion on GSA Advantage.
SIP system requirements: The SIP is a Windows based program which operates in a
Windows 98 environment or greater. The minimum hardware requirement is a Pentium class
PC with at least 64 MB RAM. SIP can be installed on a stand-alone PC or multi-user LAN
environment.
SIP online and context sensitive help: SIP includes an online help function that
can be used to assist you in the preparation of your electronic catalogs. Online help
is available for each input field by simply pressing the F1 key.
Can I import my catalog data into SIP? Yes. When you install the SIP program,
an Import Program is also installed which allows you to import either standard ASCII
text, DBF files (versions 3.0 or greater), or MS Excel files (MS office 97 version or
greater) into the SIP. Call the VSC for further information and assistance. Online
help is also available within the Import Program including instructions and templates.
SIP catalog submission and Response File processing: Once you have prepared your
file using SIP, you must upload it to GSA. First, click on the Communications|Create
Catalog Files option. Once the create catalog process is complete, click on the
Communications|Send/Receive Files option to automatically upload the file. Please note
that if you later wish to replace all information you must create a replacement catalog
using the Communications|Create Replacement File option.
Once your file is uploaded, it will be forwarded to the appropriate GSA/VA contracting
officer (CO) for review. Once the CO has reviewed the catalog, they will send you an
e-mail (or FAX, phone) stating whether the file was approved or rejected and the reasons
for rejection, if applicable. A SIP response file will also be generated (usually
within 24 hours). You must process your response file using SIP before you can send
the next catalog update (you can prepare the next submission in SIP but you cannot send
it until the response file has been received and processed).
The purpose of the response file is to inform you as to whether your file was approved or
rejected, and to update your SIP software ensuring that both the SIP and GSA Advantage
databases remain in sync. SIP will prompt you when a response file needs to be processed
and will automatically retrieve and process the file. Once your response file is processed,
you are free to submit further updates. Please note that files submitted having validation
or other errors, are rejected prior to CO review. If this occurs, an email is sent and a
response file is created.
Rejected files: If your catalog file is rejected and your GSA/VA CO has not contacted
you via e-mail, FAX, or phone by the time you have received your response file, please contact
your CO for details as to why the file was rejected. Rejected catalogs must be resubmitted
within 30 calendar days.
Temporary price reductions: Files containing temporary price reductions will be
immediately loaded to GSA Advantage without contracting officer approval.
Can I submit my MAS products or services as text? Certain schedules and SINs have been
designated as either allowing or requiring a text file instead of a detailed data file. The
SIP program will prompt you when this option is allowed. Please note that products and services
submitted in a document cannot be ordered online but can only be viewed! Products should be
submitted in a data format wherever possible.
The text file process has been enhanced and now allows you to create documents in .pdf, .doc,
.xls, or .htm format. Please note that the filename must not contain spaces and must reside
in SIP's textfile subdirectory. See SIP online help for further instructions including what
should be included in your text file.
Vendor Support Center: The purpose of the VSC (http://vsc.gsa.gov) is to provide assistance
to vendors in the preparation and submission of their electronic catalog files. The VSC maintains
a staff of personnel ready to assist you. The VSC also maintains a web site, which provides the
latest versions of the SIP software, and more.
Personnel at the VSC may be reached at 877-495-4849 (M-F 7:30-5:30 PM EST), or e-mail vendor.support@gsa.gov.
Instructions for Vendors Using EDI
What is EDI and is it for me? Electronic Data Interchange or EDI, is the computer-to-computer exchange
of business information using a public standard. You have several different options when it comes to
using EDI to submit your catalog file. In addition to commercial off-the-shelf (COTS) packages, there
are also third parties and Value Added Networks (VANs) who can assist you. If you are interested in
learning more about EDI, call our EDI Help Desk at 703-605-9444.
EDI catalog submission process: Catalog data submitted to GSA via EDI transaction set 832 is first
checked for EDI syntactical accuracy and then checked for data content. It is then provided to your GSA/VA
contracting officer for review and approval. Once approved, vendors are notified via e-mail or FAX and
catalog data is placed on-line for customer ordering via GSA Advantage. GSA will use the 824 transaction
set to specify data content errors in your catalog file should your file be rejected. The 824 is sent to
vendors electronically or it may be E-mailed or Faxed to those vendors unable to accept an 824
electronically. Rejected catalogs must be resubmitted within 30 calendar days.
EDI 832 samples: Sample 832 Price/Sales Catalog transaction sets can be downloaded from the Vendor
Support Center at http://vsc.gsa.gov. These samples are compliant with
the Federal Implementation Convention (IC). The 832 samples should be given to your software provider
and/or Value Added Network (VAN) so that they will be able to furnish a transaction in accordance with the
Federal IC's. Also included with the 832 samples is a table of expected data elements that will be edited
prior to GSA/VA contracting officer review of your catalog.
Other EDI samples: You may also download samples of the 810 Invoice, 850 Purchase Order and 824
Application Advice. Additionally, the 997, Functional Acknowledgment, should be used in all appropriate cases.
Look-up tables: Look-Up Tables have been developed to assist you in the preparation of EDI
transactions. These tables, which are maintained by GSA, provide valid schedule numbers, country codes,
etc., and can also be downloaded from the VSC. These tables are updated as required.
How to submit your 832 Price/Sales Catalog:
There are three ways in which a vendor may send in their EDI data:
- Vendors may use their Value Added Network/Value Added Service (VAN/VAS) provider
and transmit their data through the Federal Infrastructure via the Electronic Commerce Processing
Node (ECPN) at Columbus Ohio or Ogden Utah. The receiver IDs are as follows: The ISA07 is ZZ
and the ISA08 is either DMCOGDEN or DMCCOLUMBUS, depending upon the VAN/VAS used. Your VAN/VAS
provider will be able to tell you which one applies. The GS03 is 012966339 (the GSA/FSS Dun &
Bradstreet (DUNS) Number).
- Vendors can also FTP (File Transfer Protocol) their data directly to GSA/FSS. This method
should only be used with large, initial loads of data. The appropriate IP Address, Log-on ID
and Password will be provided by contacting the EDI Help Desk below.
- A mailbox on the Inovis system is available for those vendors whose service providers
have interconnects with Inovis. Please contact the EDI Help Desk below for more information.
Contract modifications: All contract modifications and/or changes must be approved by your
GSA/VA contracting officer before submitting for inclusion in GSA Advantage. Please include your
modification number with your submission.
Submitting changes: Changes can be sent by line item or as an entire catalog replacement.
Files containing temporary price reductions will be immediately loaded without contracting officer approval.
EDI help desk: For more information or for any questions regarding EDI, please call 703-605-9444.
Can I submit my MAS products or services as text? Certain schedules and SINs have been designated as
either allowing or requiring a text file instead of a detailed data file. EDI vendors must download the
Schedule/SIN/MO Table from the Vendor Support Center at http://vsc.gsa.gov to determine which schedules
or SINs allow or require a text file. Please note that products and services submitted in a text file
cannot be ordered online but can only be viewed! Products should be submitted in a data format wherever
possible.
Text files can no longer be submitted in an 864 format. Instead, text documents must be created in .pdf,
.doc, .xls, or .htm format and uploaded to GSA via the VSC website or FTP. Use the Text File Upload Tool
if uploading via the VSC website. The text filename must include your contract number and the name of the
file. The filename may not contain spaces. Format the filename as follows: GS-07F-1234A_filename.xxx,
where xxx is one of the formats allowed above. The document filename should be placed in the REF segment
C03 using the "TN" qualifier in the REF01 and the actual filename in the REF02.
Submitting photos: All photos must be in a .jpg format, must be no larger than 70k, and the photo filename
must not exceed 30 characters. Also, do not use special characters in the filename. Vendors using EDI must
upload photos to GSA using the Photo Upload Tool located on the VSC website. The photo filename must be included
in the 832 catalog file submission using the REF segment (2/040) with the "51" qualifier in the REF01 and the
filename in the REF02. In order to delete a photo from GSA Advantage, simply exclude the REF segment from
the 832 catalog submission.
Common EDI problems to avoid:
Vendor Support Center: The purpose of the VSC (http://vsc.gsa.gov)
is to provide assistance to vendors in the preparation and submission of their electronic catalog files.
Although the primary focus of the VSC is support of non-EDI vendors using the Schedule Input Program, it
is also an important resource for EDI vendors. The VSC also maintains a web site containing downloadable
look-up tables, EDI transaction set samples, etc.
Personnel at the VSC may be reached at 877-495-4849 (M-F 7:30-5:30 PM EST), or e-mail vendor.support@gsa.gov.
For more information or for any questions regarding EDI, please call 703-605-9444.