By Julia Coon
GSA Advantage!® is the General Services Administration (GSA)’s online shopping and ordering system that provides access to products and services offered under the GSA Schedule program. Once a new schedule contract or modification is awarded, contractors have 30 days from the effective date to upload their pricelist to GSA Advantage!® The pricelist can be uploaded to GSA Advantage!® through the Schedules Input Program (SIP).
GSA’s SIP software is free to Schedule contractors and allows you to provide product descriptions, web-links, photos, pricing and discounts to Federal customers. Pricelists submitted via the SIP program are reviewed by GSA and compared against your awarded contract or modification. Approved files are then posted to GSA Advantage!® within 24-48 hours. If GSA finds errors in your SIP upload, the files will be rejected and sent back to you for corrections.
If you do not already have the SIP software on your computer, you can download SIP and the SIP instruction from the Vendor Support Center here. Since the SIP upload is separate from the eOffer/eMod upload, it can be tricky. Below are some tips and tricks to help you navigate the SIP software.
GSA eLibrary, eBuy, and SIP:
- The contractor name and address showing in GSA eLibrary is pulled directly from SAM. Updating the name or address in SIP will not change GSA eLibrary.
- The email address and phone number showing in eLibrary pulls from the contract administrator information listed on the Contract tab in SIP.
- Don’t let your pricelist go beyond 2 years without updates. GSA will remove your pricelist and access to eBuy. If nothing has changed within the last 2 years, contractors can select “Verify Catalog Information” from the Tools dropdown menu in SIP to avoid contract suspension status.
- The SIP password is assigned by GSA and is the same as your eBuy password.
- Before new contractors will have access to eBuy, you must upload a pricelist to GSA Advantage!® and it must then be approved by GSA.
General SIP Tips & Tricks:
- SIP information is computer specific, so it is important to always backup your information and save a copy.
- The modification number and effective date listed on the Contract tab in SIP should match the awarded modification covering the changes in the pricelist upload. For new Schedule contracts, a modification number is not a required field, but the effective date should match the SF1449.
- When adding new Special Item Numbers (SINs) to your contract, do not forget to add the new SINs to the SIP program. Under the contract tab, click on the icon below and it will open the screen to add SINs.
- Before sending off your SIP files, ensure you have two files shown that will be sent to your GSA Contracting Officer for review. One file is the textfile and the other is the product file. This is the reason you receive two notices from GSA when the SIP upload is approved or rejected.
- Don’t forget to process your response files after the SIP upload has been approved or rejected by GSA. Click on the Check Response File Status under the message center. This will clear out your queue for the next upload.
SIP Tips & Tricks for Products:
- Product photos must be in either jpg or gif format that is no larger than 1MB. The file name must be 30 characters or less with no special characters in the file name.
- Product vendors can upload a temporary price reduction at any time without a modification. You can enter a temporary price, the start date, and the stop date in the IPRICE excel file. Put your updated IPRICE excel file in the Update folder within your SIP folder on your C drive. Go to SIP and click the price update button at the bottom left and follow the prompts. Your temporary prices will post to GSA Advantage!® within 24-48 hours.
- If you are using the SIP import function, the products in the IPROD and IPRICE excel files must be in the same order.
- The Quantity per unit is required when the unit of issue is a box, case, pack, etc. It is used to provide quantity within the box, case, pack, etc.
- Do not use dollar signs or commas in the prices listed in IPRICE as you will get errors during the import process.
- Certain special item numbers require UPC codes and photos. The current language is one per SIN so if one product has the UPC or photo you are covered. To check your SIN requirements, go to the Vendor Support Center.
GSA is in the process of launching the Formatted Product Tool (FPT) which may be the end of SIP. It is still in the early pilot program phase so until FPT is fully released, SIP is the option to upload your GSA Advantage!® pricelist. If you have any questions regarding SIP, please reach out to any of our GSA consultants.
About the Author:
Julia Coon is GSA and VA Contract Consultant at Centre Law & Consulting. Julia works with the GSA/VA team in preparing new schedule proposals and post-award contract administration. She has experience in producing schedule renewal packages, various modification packages, small business subcontracting plans, and updates to GSA pricelists.