Stay compliant with GSA Advantage order reporting requirements

We send out a monthly delivery report to all vendors whose products are on GSA Advantage to calculate your performance on minimum accepted levels for three areas. This does not apply to professional services vendors. Global Supply metrics are different.

If your scores are above the minimum acceptable level or you do not have any open orders, you are not required to take any action.

If your scores are below the minimum acceptable level, you need to provide a remediation strategy.

Minimum accepted levels

How we calculate the metrics

Shipment or backorder status

You are required to submit a valid status in the PO portal or EDI prior to the PO due date.

We determine if you submitted either a shipment status or a backorder estimated ship date prior to the PO due date.

We calculate these numbers on the third day after the PO due date to accommodate for weekends or holidays.

Cancellations are not included in this metric.

On-time performance

You are required to ship or deliver by the purchase order due date depending if your after receipt of order terms are deliver by or ship by.

We calculate these numbers on the seventh day after the PO due date to accommodate data compiling.

If you are a delivery by contractor, we determine if the PO was on time by comparing the tracking number delivery date to the PO due date. If the delivery date from a tracking number is not available, we use the shipped status date to determine if the order is on time.

If you are a ship by contractor, we determine if the PO was on-time by comparing the shipped status date to the PO due date. Cancellations are not included in this metric.

Cancellation performance

You are required to cancel orders as soon as you know you can not ship an item or the customer requests cancellation no later than the purchase order due date.

You can avoid cancellations by maintaining an accurate catalog using Delete MODS or EPA MODS for obsolete items or pricing.

How to update order status

You must login regularly to EDI or the PO Portal to add or update the status on all line items and orders placed against your contract. We offer a help guide [PDF] for using the PO Portal. If you need further help, contact 877-495-4849 or email vendor.support@gsa.gov. EDI vendors can contact EDIstat@gsa.gov for troubleshooting.

You can only choose one from three statuses for your reporting.

• Shipped: Provide the shipped date, method, and tracking number.
• Backordered: Use this status if you are not able to ship or deliver the order on time.
• Canceled: Use this status if you cannot fulfill the order.

What to do if your performance falls short

We consider you not to be in compliance with this reporting requirement if you have either:

• Five or more order lines without a status
• Forty or more order lines and exceed allowable on-time or cancellation thresholds 

If this happens, we will suspend you from GSA Advantage and eBuy. We will require a corrective action plan before we lift the suspension and make your products visible to buyers again.

If you can’t provide ship status due to worldwide supply chain issues

Put orders that will not ship on time into a backordered status. This status holds until you cancel or ship the order. Consider deleting the items from your catalog to avoid future late shipments.

If too many orders are backordered

Decide if you need to work with your contracting officer to do a modification request to change the delivery time on your GSA Schedule contract or update your catalogs to reflect accurate delivery times.

If you can’t fulfill an original order quantity because you need to sell a different quantity or the customer requests to change the quantity after you receive the PO

Cancel the order and have the customer put in a new order. You cannot update a PO, and sending the incorrect quantity creates a system error and will not update the order status to shipped.

If you can’t fulfill an order because the item is no longer available

Cancel the order and have the customer put in a new order. You cannot make substitutions. You also need to update your MAS catalog to stop future orders for the unavailable product.

If you have issues with credit card payments

If you ship an order and then the credit card is declined, try to contact the customer. If that doesn’t work, email ncsccustomer.service@gsa.gov or contact the agency’s ombudsman.

Do not charge a card until the order ships, but you can charge the card when a partial order ships for that amount.

We recommend you work with a bank that will allow you to charge without the CVV. We cannot store or share this information.

If shipped orders are showing on the active POs download

Orders come off the list when ALL line items under that PO have been marked shipped or cancelled.

If you cannot update an open order in the portal, contact vendor.support@gsa.gov.

If you have Advantage catalog update issues

Use eoffer.gsa.gov to complete a deletion mod. When that’s approved, update your spreadsheet with the accurate items and import that file. 

You can also delete items directly from the Schedule Input Program. Make sure to finalize the action by clicking “Send catalog file to GSA” under Products and Communication.

If you need more help, review our comprehensive directions [PDF]. You can also join live training we offer every week.

Items that need configuration or cannot be ordered alone

If an item needs configuration, such as a laptop, follow the options instructions [PDF] (Page 23). Options will include the use of the SLN segment.

If an item must be ordered along with other items to make it orderable, you should not add them or remove them from Advantage.

At a minimum, you need to clearly indicate in your description that it cannot be ordered alone.

You can get EDI help or contact our help desk.

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