MAS File Upload Instructions

For a successful and timely submission of sales data by uploading an Excel file, please follow these instructions.

1. Download and save the file upload template to your local drive and provide your contract number(s) in column A of the MAS Data tab for each line item.
   Note: If a contract has multiple orders and line items the contract number must be entered for all lines.
2. Enter your sales data in columns B through P on the MAS Data tab. Columns marked with an asterisk (*) are required fields. Review the Definitions of Data Fields tables below for an explanation of each column.

   Note: If using copy and paste functionality, depending on the version of Excel you are using, you must paste 'Values', 'Formulas', or the 'Match Destination Formatting' option within the MAS Data tab. For example: copy your data from a source using your mouse or the Ctrl+C keyboard shortcut, then use the Ctrl+Shift+V keyboard shortcut to paste your data with values only. This is to prevent the copying of different cell formats between your source document and the MAS Data tab. If you need more assistance with formatting issues, please contact the Vendor Support Center.

   1. Required columns for Products: Contract Number, Order Number/PIID, Description of Deliverable, Manufacturer Name, Manufacturer Part Number, Unit of Measure, Quantity of Items Sold, SIN, Unit Price, Total Price, Non-Federal Entity, and Order Date.
   2. Optional columns for Products: Universal Product Code (UPC), Federal Customer, Ship Date, Zipcode Shipped to, UCID, and Cloud Service Type (only applicable when the Cloud SIN string (SIN* field) matches 518210C or begins with 518210C (e.g., 518210CSTLOC)).
   3. Required columns for Services: Contract Number, Order Number, Description of Deliverable, Unit of Measure, Quantity of Item Sold, SIN, Unit Price, Total Price, Non-Federal Entity.
   4. Optional columns for Services: Federal Customer, UCID, and Cloud Service Type (only applicable when the Cloud SIN string (SIN* field) matches 518210C or begins with 518210C (e.g., 518210CSTLOC)).
      Note: When reporting for Services do not provide or enter data into columns/fields not identified above.
3. Once sales data for all orders for all your contracts is entered into the MAS Data tab, save the file to your local drive.
4. To report data by file upload, please see the Report Data by File Upload section for step-by-step instructions, including how to select the reporting period, upload your file, and certify your submission.

 

Note: If your contract requires you to report additional data elements beyond those detailed in the Definitions of Data Fields below, please check your contract for further guidance or contact your Contracting Officer.

Additional Instructions for Reporting Returns (PRODUCTS ONLY)

1. Enter relevant Product Information on the MAS Data tab: 
   1. Products: Contract Number, Order Number/PIID, Description of Deliverable, Manufacturer Name, Manufacturer Part Number, Unit of Measure, Quantity of Items Sold, SIN, Unit Price, Total Price, Non-Federal Entity, Order Date, UCID (optional), and Cloud Service Type (optional, only applicable when the Cloud SIN string (SIN* field) matches 518210C or begins with 518210C (e.g., 518210CSTLOC)).
2. Provide RTN as the Unit of Measure.
3. For the Quantity of Items Sold, provide the number of items returned using a negative value.
4. For the Price Paid per Unit (US$), enter the unit price of the items returned. This should be a positive US$ amount.
5. For the Total Price (US$), enter the Total Price derived from Quantity of Items Sold * Price Paid per Unit (US$). This should be a negative value.

 

Note: If your contract requires you to report additional data elements beyond those detailed in the Definitions of Data Fields below, please check your contract for further guidance or contact your Contracting Officer.

Additional Instructions for Reporting Discount Line Items

1. Enter relevant information for all required fields on the MAS Data tab (Contract Number, SIN Number, Order Number, Description of Deliverable, Unit of Measure, Quantity of Items Sold, Unit Price, Total Price).
   1. Required columns for Products: Contract Number, Order Number/PIID, Description of Deliverable, Manufacturer Name, Manufacturer Part Number, Unit of Measure, Quantity of Items Sold, SIN, Unit Price, Total Price, Non-Federal Entity, and Order Date.
   2. Optional columns for Products: Universal Product Code (UPC), Federal Customer, Ship Date, Zipcode Shipped to, UCID, and Cloud Service Type (only applicable when the Cloud SIN string (SIN* field) matches 518210C or begins with 518210C (e.g., 518210CSTLOC)).
   3. Required columns for Services: Contract Number, Order Number, Description of Deliverable, Unit of Measure, Quantity of Item Sold, SIN, Unit Price, Total Price, Non-Federal Entity.
   4. Optional columns for Services: Federal Customer, UCID, and Cloud Service Type (only applicable when the Cloud SIN string (SIN* field) matches 518210C or begins with 518210C (e.g., 518210CSTLOC)).
      Note: When reporting for Services do not provide or enter data into columns/fields not identified above.
2. For the Unit Measure specify either VD for Volume Discount or PPD for Prompt Payment Discount.
3. For the Quantity of Items Sold, specify the number of discounts applied to a given order. This should be a negative value.
4. For the Price Paid per Unit (US$), enter the dollar amount of the discount. This should be a positive US$ amount.
5. For the Total Price (US$) enter the Total Price derived from Quantity of Items Sold * Price Paid per Unit (US$). This should be a negative value.

 

Note: If your contract requires you to report additional data elements beyond those detailed in the Definitions of Data Fields below, please check your contract for further guidance or contact your Contracting Officer.

Definitions of Data Fields

1. Contract or BPA Number
   • Field Description: Enter GSA Formal Contract Number. No dashes required. This is the GSA MAS contract number that was assigned by GSA. (example: 47Q######D###)
   • Data Entry Considerations:

 

2. SIN Number
   • Field Description: Enter SIN number
   • Data Entry Considerations:

 

3. Order Number/ Procurement Instrument Identifier (PIID)
   • Field Description: This is the Task/Delivery Order Number or Procurement Instrument Identifier (PIID) issued by the ordering activity. This identifier will be different for every Task/Delivery Order. Reference block 4 on the SF1449 - Solicitation/Contract/Order for Commercial Products and Commercial Services to find this information.
     Note: If no Task/Delivery Order Number or PIID is issued for a procurement, use the Invoice Number or an internal Order Number to complete this section.
   • Data Entry Considerations:

 

4. Description of Deliverable
   • Field Description:
     • Products:
       • Products or Accessories (Related Items) with no Options:
         • Describe the item or accessory (related item) sold (e.g., 12 pc box end wrench set).
       • Products with Standard Options Sold:
         • Base Item: Describe the base item sold (e.g., 12 pc box end wrench set).
         • Product Option(s): Describe the product option being applied to the base product. Include the option name and category, where applicable.
       • Highly Configurable Products:
         • Path A: Provide a row entry for each unique manufacturer/product line/family/series (etc.) that describes the products included in the order.
           Note: If applicable, each manufacturer/product line/family/series (etc.) included in an order must be reported separately.
         • Path B: Provide a row entry for each highly configurable product included in the order that describes the highly configured product (e.g., base model description in parentheses plus additional components/parts added to the base configuration).
     • Cloud SIN Orders: Describe the product or service being sold. Additionally, the contractor needs to include a designation utilizing one of the following categories and defined abbreviated naming conventions:
       • (LCAT) Labor Category: Labor categories for labor hour services provided in the provision of cloud products and/or support services. (See the Hourly Labor Services Provided and the Labor Hour or Time and Materials Orders sections below for reporting instructions)
       • (SaaS) Software as a Service: The capability provided to the consumer is to use the provider’s applications running on a cloud infrastructure.
       • (PaaS) Platform as a Service: The capability provided to the consumer is to deploy onto the cloud infrastructure consumer-created or acquired applications.
       • (IaaS) Infrastructure as a Service: The capability provided to the consumer is to provision processing, storage, networks, and other fundamental computing resources where the consumer is able to deploy and run arbitrary software, which can include operating systems and applications.
     • Configurable Services Orders (Other than Cloud SIN):
       • Provide a description of the final configurable service for each service line item included in the order as you would invoice the customer.
     • Hourly Labor Services Provided: For all labor-based hourly services provided, regardless of category type (e.g., Professional Services, SCLS Services, Cloud, Configurable Services), reporting requirements differ by order type.
       • Labor Hour (LH) or Time and Materials Orders (T&M) and CLINs: Report standard hourly domestic labor rates at the order level for each labor category within your awarded task order. Standard hourly domestic labor rates are rates that do not include overtime, hazard, holiday, premium, or foreign rates. If Task Orders are awarded as Firm Fixed Price and include Labor Hour or Time and Materials CLINs (e.g., a hybrid contract), then these instructions apply to LH and T&M awarded CLINs.
         • Enter the exact Labor Category Name (e.g., LCN:Mechanical Engineer 3) matching your company's current approved price list posted on the FAS Catalog Platform (FCP) or GSA eLibrary. For SCA/SCLS work, in addition to the exact Labor Category Name (e.g., LCN:Window Cleaner), enter the DOL Wage Determination number (e.g., WD:2015-xxxx) and Revision number (e.g., Rev:9 or Rev:135). Please be sure to use the prefixes "LCN:", "WD:" or "Rev:" (w/o spaces) as applicable to ensure the entered data can be validated.
         • If your company has labor category rates for multiple worksites (e.g., separate Mechanical Engineer II rates for Government and Contractor Site) you must input the correct Unique Catalog Item ID (UCID) in the dedicated UCID field (see instructions below) for the worksite and labor you are reporting sales against.
           OR
         • Contractors with published price lists on the FCP may optionally enter exact Unique Catalog Item IDs (UCIDs) associated with each Labor Category Name/Title on their current approved price list to assist with aligning internal accounting/reporting labor names to their approved GSA catalog price list.
           1. There must be a 1:1 relationship of duties and skills between internal accounting names and the Labor Category Name/Title on the contractor FCP price list. If there isn’t a 1:1 mapping, please input the Labor Category Name/Title from your approved price list instead.
         • For non-standard hourly components (e.g., overtime, holiday, hazard, CBA, etc.), please describe the services provided as you would invoice to the customer and ensure an OT Unit of Measure is associated with these entries.
         • For non-hourly components (e.g., order level materials, training, subscription services, consumption-based services), please describe the deliverable/service (e.g., travel expenses to client site) as you would invoice to the customer.
       • Firm Fixed Price Orders and CLINs: Describe the service sold matching the description you use to invoice the customer.

        

   • Data Entry Considerations: 

 

5. Manufacturer Name
   • Field Description: For products, enter the company that manufactured the specific item listed in your GSA catalog.
     • Products with Standard Options Sold:
       • Base Item: Enter the company that manufactured the specific base item listed in your GSA catalog.
       • Product Options: On the subsequent lines (after base item), list each option sold on its own row as follows:
         • In the Manufacturer Name field: Start with the base item manufacturer name as it appears in your catalog, followed by the option manufacturer name in parentheses, e.g., BaseMfr (OptMfr) (each option reported separately).
     • Highly Configurable Product Orders: 
       • Path A: Input each unique manufacturer name associated with the order as a separate row.
       • Path B: Input the manufacturer name of the highly configurable product.
     • Cloud SIN Orders: Enter the Original Equipment Manufacturer (OEM) name. 
     • Configurable Services Orders (Other than Cloud SIN): As applicable (including leased/rental items), input each manufacturer name as a separate row referencing the Order Number/PIID associated with each unique manufacturer associated with the order. 
     • Hourly Labor Services Provided: For all labor-based hourly services entries, regardless of category type (e.g., Professional Services, SCLS Services, Cloud, Configurable Services), no manufacturer data entry is required. Please leave this field blank with no added spaces.
   • Data Entry Considerations:

 

6. Manufacturer Part Number
   • Field Description: For products, enter the manufacturer part number that is assigned to the specific item listed in your GSA catalog.
     • Product with Standard Options Sold:
       • Base Item: Enter the Manufacturer Part Number that is assigned to the specific base item listed in your GSA catalog.
       • Product Option(s):  In the Manufacturer Part Number field: Start with the base item part number as it appears in your catalog followed by the option part number in parenthesis, e.g. BasePartNum (OptPartNum)
     • Highly Configurable Product Orders:
       • Path A: Enter in Highly Configurable for Manufacturer. Effective 10/1/2025, the BOM/Invoice uploaded must list out each Manufacturer name and part number associated with the Order Number/PIID
       • Path B: For each highly configurable product, enter the Base Configuration MPN associated with the order.
     • Cloud SIN Orders: Enter the Original Equipment Manufacturer (OEM) part number associated with each applicable IaaS, PaaS, or SaaS line item. Not applicable to line items designated as LCATs.
     • Configurable Services Orders (other than Cloud SIN): If Manufacturer Part Number is not available, enter in Configurable for Manufacturer Part Number.
     • Hourly Labor Service Provided: For all labor based hourly services entries regardless of category type (e.g., Professional Services, SCLS Services, Cloud, Configurable Services), no manufacturer part number entry required. Please leave this field blank with no added spaces.
   • Data Entry Considerations:

 

7. Universal Product Code (UPC)
   • Field Description: The UPC code, if available, assigned to the base product.
     • Products with Standard Options Sold:
       • Base Item: The UPC code, if available, assigned to the base product.
       • Product Options: Leave blank.
     • Highly Configurable Products, Cloud SIN, Configurable Services, and Hourly Labor Services Provided: No UPC is required
   • Data Entry Considerations:

 

8. Unit Measure
   • Field Description: The unit of measure. Report sales using the unit of measure matching your awarded contract terms.
     Note: Only enter approved abbreviations for the unit of measure. See approved units of measure abbreviations in Table 1.
     • Product with Standard Options:
       • Base Item: The unit of measure associated with the base item.
       • Product Option(s): The unit of measure associated with the product option listed.
     • Highly Configurable Product Orders:
       • Path A: Input EA or 10 (which means Group in FAS SRP reporting) on each row reported.
       • Path B: Input EA.
     • Configurable Services & Cloud SIN Orders: Enter applicable Unit of Measure (UOM) (Unit of Issue) as awarded. 
     • Hourly Labor Services Provided: Applicable to all category types (e.g., Professional Services, SCLS Services, Cloud, Configurable Services) and by contract type.
       • Hourly labor provided under Labor Hour or Time and Materials Orders: Report standard hours worked at regular pay using UOM HR. Report non-standard hours (OT, Hazard or Holiday Pay, etc.) using UOM OT and UOM XH.
       • Firm Fixed Price Orders: Report units of measure in the way you would invoice the customer.
   • Data Entry Considerations: If using copy and paste functionality, depending on the version of Excel you are using, you must paste 'Values', 'Formulas', or the 'Match Destination Formatting' option within the MAS Data tab. For example: copy your data from a source using your mouse or the Ctrl+C keyboard shortcut, then use the Ctrl+Shift+V keyboard shortcut to paste your data with values only. This is to prevent the copying of different cell formats between your source document and the MAS Data tab. If you need more assistance with formatting issues, please contact the Vendor Support Center.

 

9. Quantity of Items Sold
   • Field Description: This field defines how many items were sold, or hours in the case of services.
     • Product with Standard Options Sold:
       • Base Item: The quantity of base items sold.
       • Product Option(s): The quantity of a specific product option applied to each base item.
     • Highly Configurable Product Orders:
       • Path A: Input quantity of items for each manufacturer.
       • Path B: Input quantity of items for each highly configurable product.
     • Hourly Labor Services Provided: Regardless of category type (e.g., Professional Services, SCLS Services, Cloud, Configurable Services) and by contract type.
       • Hourly labor provided under Labor Hour or Time and Materials Orders: Report the quantity of hours billed provided. Ensure quantities and billable rates for standard and non-standard hours are reported as separate line items with the appropriate units of measure.
       • Firm Fixed Price Orders: Report quantity information in the way you would invoice the customer.
   • Data Entry Considerations: 

 

10. Price Paid per Unit
    • Field Description: This is the net sale price of each item inclusive of all discounts.
      • Product with Standard Options:
        • Base Item: This is the net sale price of each base item inclusive of all discounts. 
        • Product Option(s): This is the net sale price of the reported associated product option inclusive of all discounts. Product options should be broken out with one product option per line. Unpriced product options should include a value of $0.00.
      • Highly Configurable Products:
        • Path A: Input total price of items sold for each unique manufacturer/product line/family/series (etc).
        • Path B: Input total price for each highly configurable product.
      • Professional Services and SCLS Services: Largely as is. Request to add ‘each item or labor hour’ to the as is one sentence description.
    • Data Entry Considerations:

 

11. Total Price Paid
    • Field Description: It is the product of quantity and price paid.
      Note: If using a formula to calculate the Total field using the following rounding formula is recommended.
      • Total price =ROUND((Quantity of Item Sold column*Unit price column),2)
      • For Ex: =ROUND((G2*J2),2)
        Note: The system validates this field upon submission. If the contractor reported total price is incorrect, SRP will reject the submission.
      • Highly Configurable Products: 
        • Path A: Input total price for the entire order. 
        • Path B: Input price of highly configured product multiplied by quantity sold.
    • Data Entry Considerations:

 

12. Non-Federal Entity
    • Field Description: This describes whether the customer making the order is a Federal Government Entity or other authorized user, such as state/local government or Non-Government Organization. (See Eligibility Determinations for more information.)
    • Data Entry Considerations:

 

13. Federal Customer
    • Field Description: Enter the two digit Treasury Agency Code corresponding to the customer agency. See Table 3 below for a list of codes.
    • Data Entry Considerations: If using copy and paste functionality, depending on the version of Excel you are using, you must paste 'Values', 'Formulas', or the 'Match Destination Formatting' option within the MAS Data tab. For example: copy your data from a source using your mouse or the Ctrl+C keyboard shortcut, then use the Ctrl+Shift+V keyboard shortcut to paste your data with values only. This is to prevent the copying of different cell formats between your source document and the MAS Data tab. If you need more assistance with formatting issues, please contact the Vendor Support Center.

 

14. Order Date
    • Field Description: The date the order was submitted for the product (i.e., the order signed date).
    • Data Entry Considerations: When reporting Services, do not enter data into this column/field. If using copy and paste functionality, depending on the version of Excel you are using, you must paste 'Values', 'Formulas', or the 'Match Destination Formatting' option within the MAS Data tab. For example: copy your data from a source using your mouse or the Ctrl+C keyboard shortcut, then use the Ctrl+Shift+V keyboard shortcut to paste your data with values only. This is to prevent the copying of different cell formats between your source document and the MAS Data tab. If you need more assistance with formatting issues, please contact the Vendor Support Center.

 

15. Ship Date
    • Field Description: The date the product was shipped to the customer.
    • Data Entry Considerations: When reporting Services, do not enter data into this column/field. If using copy and paste functionality, depending on the version of Excel you are using, you must paste 'Values', 'Formulas', or the 'Match Destination Formatting' option within the MAS Data tab. For example: copy your data from a source using your mouse or the Ctrl+C keyboard shortcut, then use the Ctrl+Shift+V keyboard shortcut to paste your data with values only. This is to prevent the copying of different cell formats between your source document and the MAS Data tab. If you need more assistance with formatting issues, please contact the Vendor Support Center.

 

16. Zip Code Shipped To
    • Field Description: The five-digit ZIP code of the location where the product was shipped.
    • Data Entry Considerations: When reporting Services, do not enter data into this column/field. If using copy and paste functionality, depending on the version of Excel you are using, you must paste 'Values', 'Formulas', or the 'Match Destination Formatting' option within the MAS Data tab. For example: copy your data from a source using your mouse or the Ctrl+C keyboard shortcut, then use the Ctrl+Shift+V keyboard shortcut to paste your data with values only. This is to prevent the copying of different cell formats between your source document and the MAS Data tab. If you need more assistance with formatting issues, please contact the Vendor Support Center.

 

17. Unique Catalog Item ID (UCID)
    • Field Description: This field applies to Professional Services, SCLS Services, Highly Configurable Products, and Configurable Services when a UCID is available in the contractor’s awarded catalog. An example of a common use of this field is to support contractor data entry for labor hour services by labor category/occupation. If you have multiple worksite locations and rates (e.g., separate Mechanical Engineer II rates for Government and Contractor worksites) listed on your approved Price List/Catalog, you must input the UCID aligning to the labor category and worksite rate you are reporting against. This field can help you adapt your internal naming conventions to SRP reporting without substantial modification to accounting/reporting systems if the product or service being reported is 1:1 with your approved Price List/Catalog. Contractors may also leverage the UCID field to report against specific products, services, and solutions offered that have an established UCID in their catalog. Reporting the UCID ensures accuracy in line-item sales reporting. Please ensure you match your catalog UCID exactly when entering data into SRP.
    • Data Entry Considerations:

 

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¹SaaS, PaaS, and IaaS are defined in National Institute of Standards & Technology (NIST) Special Publication 800-145, “The NIST Definition of Cloud Computing.”

18. Cloud Service Type
    • Field Description: This field is only applicable to be reported for transactions under the Cloud SIN ‘518210C’ - Cloud Computing and Cloud Related IT Professional Services . The Cloud SIN is unique among federal procurement vehicles because it provides a full spectrum of cloud computing solutions, including various categories of software as a service (SaaS), platform as a service (PaaS), and infrastructure as a service (IaaS), as well as the related IT professional services and labor. This data field would require contractors to identify individual offerings by their cloud category - SaaS, PaaS, IaaS¹ - or Labor Category (LCAT) for all IT professional labor categories under the Cloud SIN.
    • Data Entry Considerations:

 

What NOT to Do

1. Do NOT add tabs to this Template.
2. Do NOT change the formatting on this template including the column names on the MAS Data tab.
3. Do NOT add formulas or macros to this template.
4. Do NOT change the column order.
5. Do NOT leave any mandatory columns for products or services blank.

Additional Help

1. If you need further assistance with respect to the business processes and procedures, please contact your Contracting Officer at GSA.
2. You can also contact the Vendor Support Center staff between Monday - Friday, 8:30 a.m. - 5:30 p.m. Eastern Time, at (877) 495-4849, or via email at vendor.support@gsa.gov.