014_47QMCA23R0011_Attachment_DD_EnhancedVehicleOrderStatusReportingTemplate_2026-09-17.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- 47QMCA23R0011
- Issued by
-
GSA Federal Acquisition Service
About this file
This is an Enhanced Vehicle Order Status Reporting Template that defines data fields and requirements for tracking vehicle orders throughout their lifecycle in the GSA Fleet procurement system. The template establishes a comprehensive data structure with approximately 50+ fields organized by status milestone, including vehicle identification information (vehicle line number, VON, VIN, contract number, order number, body and chassis specifications), order timeline fields (ordered date, order received by supplier date, scheduled production date), production and delivery milestones (chassis delivered to supplier, in production, vehicle completed by supplier, inspected and released by GSA), shipment tracking fields (shipped to customer/upfitter/railhead/port/other location with associated dates and address information), upfit-related fields (received by upfitter, upfit in progress, upfit completed, upfit notes), and final delivery confirmation (vehicle delivered date, agency received date).
Each field designation identifies whether it is source from GSA or supplier-provided, whether it is editable, if it is required, column type (datetime, free text, alphanumeric, integer), and whether it represents a status milestone. The template incorporates validation logic requiring that certain fields be populated when related shipment or milestone dates are entered, and establishes hierarchy rules whereby the cancelled status supersedes all other statuses when a cancellation date is present. Multiple threaded comments throughout the document indicate ongoing internal GSA discussions regarding field naming conventions, data validation requirements, and system permission assignments, particularly regarding GSA-input fields such as "Inspected and released by GSA" and contract shipment deadline calculations that should reference external systems rather than supplier-provided estimates.
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Enhanced Vehicle Order Status Name tc={2c4bfe36-1c25-4f4a-a273-cab3ef2d6b89}: [Threaded comment]
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Comment:
Cancelled only Source API Field Bulk update field Individual Update field Is a status?
tc={de5707a5-dd1a-4d41-8773-bfd3b96d54de}: [Threaded comment]
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Comment:
| Current status logic = Is a status (yes) and latest date except cancelled always takes precedence if a date is populated for that status. | Editable by supplier (Y/N) | Required? | Requires logic | New data field (Y/N) | New data field column name | New data field table name | New Column Type | Existing data field column name | Exisiting field table name | Existing Column Type | Is data element being repurposed? Explain | Notes |
| Vehicle line number | GSA |
tc={ac97c027-7cbd-4dc0-bb36-5c08372aa338}: [Threaded comment]
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Comment:
@kyle.gorey@gsa.gov double check logic Reply:
Verified this is a fixed field provided by GSA. Y Y Y N N tc={aed16011-bdee-47e3-9244-58e71d59c10c}: [Threaded comment]
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Comment:
| Confirm that this should be editable | Y | N | N/A | N/A | N/A | No | This field is only relevant for legacy orders. Orders placed in GSAFleet.gov will always denote "1". | |||||||||||
| VON | Supplier | Y | Y | Y | N | Y | N | N | N/A | N/A | N/A | vehicle_order_number | order_vehicle_status_log | varchar(8) | No | |||
| VIN | Supplier | Y | Y | Y | N | Y | Sometimes | If any 'shipment to' milestone or later status milestone is populated | N | N/A | N/A | N/A | serial_number_vin | order_vehicle_status_log | varchar(17) | No | Current logic: Required if user inputs a date for 'Shipped to location date' or 'vehicle delivered' | |
| Contract number | GSA | Y | Y | Y | N | N | Y | N | N/A | N/A | N/A | contract_number | order_vehicle_status_log | varchar(5) | No | |||
| Order number |
tc={3a9c4bfa-5d3c-4e13-b338-b68140d69296}: [Threaded comment]
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Comment:
Can we rename this to order number?
Reply:
Per Erica probably not - this is what it is called by contract. We can check with QMA though.
Reply:
| Per QMA - change this to order number | GSA | Y | Y | Y | N | N | Y | N | N/A | N/A | N/A | case_number | order_vehicle_status_log | char(36) | No | ||
| Body make | GSA | Y | Y | Y | N | N | Y | N, but not currently associated with vehicle status | N/A | N/A | N/A | make_code | order | int | No | ||
| Body model | GSA | Y | Y | Y | N | N | Y | N, but not currently associated with vehicle status | N/A | N/A | N/A | model_code | order | varchar(36) | No | ||
| Chassis make | GSA | Y | Y | Y | N | N | N | N, but not currently associated with vehicle status | N/A | N/A | N/A | chassis_make_code | contract_line | bigint unsigned | No | ||
| Chassis model | GSA | Y | Y | Y | N | N | N | N, but not currently associated with vehicle status | N/A | N/A | N/A | chassis_model_code | contract_line | varchar(36) | No | ||
| Model year | GSA | Y | Y | Y | N | N | Y | N, but not currently associated with vehicle status | N/A | N/A | N/A | model_year | order | smallint | No | ||
| Last status update date | GSA | N | Y | Y | N | N | N | N | N/A | N/A | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. This date/timestamp will be shown in the UI and bulk report for VS awareness/transparency. | ||
| Ordered date | GSA | N | Y | Y | Y | N | Y | N, but we didn't leverage this data previously | N/A | N/A | N/A | submitted_to_vendor_at | order | datetime | No | ||
| Order received by supplier date | Supplier | Y | Y | Y | Y | Y | Y |
tc={dbe93542-ad1d-495d-ac73-11ef448d1458}: [Threaded comment]
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Comment:
| Required because this is the first status a supplier will provide and is always applicable. | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | ||||||||||
| Order canceled date | GSA | N | Y | Y | Y | N | N | N | N/A | N/A | N/A | updated_at | order_modification | datetime | No | Field should only be populated if status = cancelled, cancelled status supersedes all others | ||
| Contract shipment deadline | GSA | N | Y | Y | N | N | Y | N - Note: not on bulk upload template but this field is currently referred to as estimated shipment date on individual order update modal. Contract shipment date is shown on orders report. | N/A | N/A | N/A | The logic for this field may need to be changed if it does not conform to the requirement in the description. | Currently a field on supplemental report. For enhanced status this should come from MVDO/Gsafleet, not supplier provided (MVDO - Delivery days + highest # of option days.). Current functionality: This field was called "contract shipment date on order" on the weekly supplemental report. Recommend changing this field to contract shipment deadline and repurposing the estimate shipment date status to be a supplier provided value. Noting mod could increase or decrease contract shipping date so if a mod occurs that changes the shipment date this supersedes all others. | |||||
| Scheduled production date | Supplier | Y | Y | Y | Y | Y | N | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | |||
| Chassis delivered to supplier date | Supplier | Y | Y | Y | Y | Y | N | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | |||
| In production date | Supplier | Y | Y | Y | Y | Y | Sometimes |
tc={1f81ba1c-ae74-4848-a750-bb86ef6e4036}: [Threaded comment]
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Comment:
| Ideally this can be validated if the user enters a subsequent core milestone (vehicle completed by supplier, ship to location, ship to location date, or vehicle delivered) without completing this milestone. | Required when 'vehicle completed by supplier' or later status milestone is populated. | Y - each status should be it's own data element with a unqiue date. Currently UI date is based on date that update is made, user cannot enter a date. Bulk uploads allows for manual entry. | TBD | TBD | datetime | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | ||||||
| Estimated shipment date | GSA | Y | Y | Y | N | Y | N | N | N/A | N/A | datetime | Logic is changing. This date is autocalculated. Suggest allowing supplier to edit this field if they have a more accurate date. | Date order was placed plus contract shipment days. | ||
| Vehicle completed by supplier date | Supplier | Y | Y | Y | Y | Y | Sometimes |
tc={6b8fb750-067c-4a68-b1b5-d77992123555}: [Threaded comment]
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Comment:
| Ideally this can be validated if the user enters a subsequent core milestone (ship to location, ship to location date, or vehicle delivered) without completing this milestone. | Required when 'Inspected and released by GSA' milestone or later status milestone is populated. | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A |
| Inspected and released by GSA date | GSA |
tc={cf69c517-1f1b-4a05-b6e6-5040f9670109}: [Threaded comment]
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Comment:
| Ideally GSA inputs this field. We would need to add this functionality/permissions. Back up is for supplier to provide. | N | Y | Y | Y | Y | N | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | |||
| Dealer delivery code | GSA | Y | Y | Y | N | Y | N | N, but not currently associated with vehicle status | N/A | N/A | alphanumeric | delivery_dealership_code | order | varchar(12) | No | ||
| Shipped to customer date | Supplier | Y | Y | Y | Y | Y | Sometimes |
tc={a3e349fb-9677-4cab-b180-5625abe19f56}: [Threaded comment]
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Comment:
| Ideally we can include validation that earlier mandatory milestones have dates populated if user enters a date for any shipped to field. | Required when 'Received by upfitter' or later status milestone is populated. | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | ||||||||
| Shipped to upfitter date | Supplier | Y | Y | Y | Y | Y | Sometimes | Required when 'Received by upfitter' or later status milestone is populated. | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | |
| Shipped to railhead date | Supplier | Y | Y | Y | Y | Y | Sometimes | Required when 'Received by upfitter' or later status milestone is populated. | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | |
| Shipped to port date | Supplier | Y | Y | Y | Y | Y | Sometimes | Required when 'Received by upfitter' or later status milestone is populated. | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | |
| Shipped to other location date | Supplier | Y | Y | Y | Y | Y | Sometimes | Required when 'Received by upfitter' or later status milestone is populated. | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | |
| Shipped to name | Supplier | Y | Y | Y | N | Y | Sometimes |
tc={c4d95188-5e16-47bd-b3f3-d6b40d8c22e5}: [Threaded comment]
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Comment:
Shipped to fields required when one of the shipped to locations date is populated (except address line 2) and vice versa.
tc={dbe93542-ad1d-495d-ac73-11ef448d1458}: [Threaded comment]
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Comment:
Required because this is the first status a supplier will provide and is always applicable.
tc={de5707a5-dd1a-4d41-8773-bfd3b96d54de}: [Threaded comment]
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Comment:
Current status logic = Is a status (yes) and latest date except cancelled always takes precedence if a date is populated for that status.
tc={3a9c4bfa-5d3c-4e13-b338-b68140d69296}: [Threaded comment]
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Comment:
Can we rename this to order number?
Reply:
Per Erica probably not - this is what it is called by contract. We can check with QMA though.
Reply:
Per QMA - change this to order number tc={cf69c517-1f1b-4a05-b6e6-5040f9670109}: [Threaded comment]
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Comment:
Ideally GSA inputs this field. We would need to add this functionality/permissions. Back up is for supplier to provide.
tc={aed16011-bdee-47e3-9244-58e71d59c10c}: [Threaded comment]
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Comment:
Confirm that this should be editable tc={1f81ba1c-ae74-4848-a750-bb86ef6e4036}: [Threaded comment]
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Comment:
| Ideally this can be validated if the user enters a subsequent core milestone (vehicle completed by supplier, ship to location, ship to location date, or vehicle delivered) without completing this milestone. | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | ||||||||
| Shipped to address 1 | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to address 2 | Supplier | Y | Y | Y | N | Y | N | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | ||
| Shipped to country | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to city | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to state/territory | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to postal code | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to country code | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to contact phone | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Shipped to contact email | Supplier | Y | Y | Y | N | Y | Sometimes | Required when one of the shipped to locations date is populated (except address line 2) and vice versa. | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | |
| Received by upfitter date | Supplier | Y | Y | Y | Y | Y | Sometimes | Required if any other subsequent LU status milestones are populated. | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | |
| Vehicle upfit in progress date | Supplier | Y | Y | Y | Y | Y | N | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | ||
| Upfit completed date | Supplier | Y | Y | Y | Y | Y | N | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | ||
| Inspected and released by GSA (LU) date | GSA |
tc={f4c22c8b-85d1-4a38-af51-c8ef00341e4c}: [Threaded comment]
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Comment:
Ideally GSA inputs this field. We would need to add this functionality/permissions. Back up is for supplier to provide.
tc={6b8fb750-067c-4a68-b1b5-d77992123555}: [Threaded comment]
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Comment:
Ideally this can be validated if the user enters a subsequent core milestone (ship to location, ship to location date, or vehicle delivered) without completing this milestone.
tc={a3e349fb-9677-4cab-b180-5625abe19f56}: [Threaded comment]
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Comment:
| Ideally we can include validation that earlier mandatory milestones have dates populated if user enters a date for any shipped to field. | N | Y | Y | Y | Y | N | Y | TBD | TBD | datetime | N/A | N/A | N/A | N/A | |||
| Upfit notes | Supplier | Y | Y | Y | N | Y | N | Y | TBD | TBD | Free text | N/A | N/A | N/A | N/A | ||
| Vehicle delivered date | Supplier | Y | Y | Y | Y | Y | N | Y - each status should be it's own data element with a unqiue date | TBD | TBD | N/A | status_date | order_vehicle_status_log | datetime | Yes - every status will now have it's own dedicated date. | ||
| Agency received date | GSA | N | Y | Y | Y | N | N | N | N/A | N/A | N/A |
Cancelled only
Current status logic = Is a status (yes) and latest date except cancelled always takes precedence if a date is populated for that status.
@kyle.gorey@gsa.gov double check logic
Verified this is a fixed field provided by GSA.
Confirm that this should be editable
Can we rename this to order number?
Per Erica probably not - this is what it is called by contract. We can check with QMA though.
Per QMA - change this to order number
Required because this is the first status a supplier will provide and is always applicable.
Ideally this can be validated if the user enters a subsequent core milestone (vehicle completed by supplier, ship to location, ship to location date, or vehicle delivered) without completing this milestone.
Ideally this can be validated if the user enters a subsequent core milestone (ship to location, ship to location date, or vehicle delivered) without completing this milestone.
Ideally GSA inputs this field. We would need to add this functionality/permissions. Back up is for supplier to provide.
Ideally we can include validation that earlier mandatory milestones have dates populated if user enters a date for any shipped to field.
Shipped to fields required when one of the shipped to locations date is populated (except address line 2) and vice versa.
Ideally GSA inputs this field. We would need to add this functionality/permissions. Back up is for supplier to provide.
http://gsafleet.gov/
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