5-22-25_Stdardized_Detailed_SalesReporting_Temp_-all_Vend1.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- SW1045 Emerging Technologies
- Solicitation number
- EV00000871
- Issued by
- Oklahoma County, Hobart City, Oklahoma
About this file
This is a standardized detailed sales reporting template issued by the State of Oklahoma in collaboration with NASPO ValuePoint for contractors awarded under the SW1045 Emerging Technologies Master Agreement. The template establishes comprehensive reporting requirements for vendors providing emerging technologies consulting and services across all 50 states, the District of Columbia, and U.S. territories. Contractors must submit quarterly sales reports detailing all transactions by invoice date, with reports due within specified timeframes following each quarter. The Master Agreement has an initial one-year term with four optional one-year renewals available by mutual agreement. The reporting framework requires vendors to track and report sales across multiple customer types including state government, city government, county government, K-12 education, higher education, and non-profit organizations, with detailed documentation of invoicing, purchase orders, product/service descriptions, and pricing information.
The reporting template requires vendors to populate 40 distinct data fields including vendor identification, customer information, transaction details, product or service specifications, pricing metrics, and commodity classifications. Pricing data must be submitted without currency symbols and formatted as numbers rather than text, with up to four decimal places for unit pricing and quantities, and two decimal places for total prices. Vendors are required to pay NASPO ValuePoint an administrative fee of 0.4 percent of invoiced sales on a quarterly basis. The template accommodates both product and service transactions, with specific requirements for shipping information applicable only to goods sales. Commodity coding using UNSPSC or NIGP standards is desirable, as are environmental compliance certifications such as EPEAT or ENERGY STAR ratings where applicable. The reporting structure supports tracking of distributor and reseller activity, allowing vendors to document third-party sales channels through designated contractor IDs and reseller names.
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Detailed Reporting Fields
| Reporting Template | |||||||
| Field Name | Instructions to Contractor | Valid Data Types | Data Type | Example | Old Required (Y/N) | Required(Y/N)? | |
| Year | YYYY | Numerical | 2023 | N | N | ||
| Quarter | Based on Invoice Date: (1 = January-March, 2 = April-June, 3 = July-September, 4 = October-December | 1, 2, 3 or 4 | Numerical | 4 | N | N | |
| Portfolio Name | Portfolio name as assigned by Lead State. | Text | Facilities MRO | N | N | ||
| Vendor Name | Your Company Name. | Text | XYZ Technologies USA, Inc. | N | N | ||
| Vendor Master Agreement Number | This is the number assigned by the Lead State. | MA123XYZ | N | N | |||
| Customer Contract or PA Number | This is the customer's contract or Participating Agreement number. | Text and/or Numerical | ABC456 | Desirable | Desirable | ||
| Buying State | Typically, the state where the ordering organization is located unless its parent organization resides in a different state, in which case it is based on the parent. (Example: A satelite college campus that resides in another state, then use the state where the primary college is located.) | Standard US Postal Service abbreviation | Text | MN | Y | Y | |
| Customer Account Number | Contractor's internal number for the customer/purchasing entity. | Text and/or Numerical | 789DEF | Y | Desirable | ||
| Customer Type | Categorize the customer into one of the following NASPO standard customer types: |
"State Government" "City Government" "County Government" "K12 Education" (Primary, middle or secondary schools), "Higher Education" (Colleges or Universities) "Non Profit" "Other" State County City K12 Higher Ed Non Profit
| Other | Text | State | Y | Y | ||||
| Bill To Name | These fields should be the corresponding information found on your invoice. | Text | Department of Transportation | Y | Y | |||
| Bill To Address | Text and/or Numerical | 1234 Somewhere St | Y | Desirable | ||||
| Bill To City | Text | Dune | Y | Desirable | ||||
| Bill To State | Standard US Postal Service abbreviation | Text | MN | Y | Y | |||
| Bill To Zip Code | Numerical | 55044 | Y | Y | ||||
| Ship To Name | This is the name of the organization that purchased from the Contractor. In some cases, this may be an individual's/person's name. | Text | Jane Doe | Y | Desirable | |||
| Ship To Address | These shipping fields are not required for services but are required for products | Text and/or Numerical | 1234 Anywhere St | Y (N for Services) | Desirable for Goods | |||
| Ship To City | Text | Caladan | Y (N for Services) | Desirable for Goods | ||||
| Ship To State | Standard US Postal Service abbreviation | Text | MN | Y (N for Services) | Desirable for Goods | |||
| Ship To Zip Code | Numerical | 55033 | Y (N for Services) | Desirable for Goods | ||||
| Invoice Date | This is the date which appears on the invoice sent by Contractor to Customer. Dates included in this report must fall within the reporting period. | MM/DD/YYYY | Date | 11/23/2023 | Y | Y | ||
| Invoice Number | This is the number on the invoice sent by the contractor to the customer | Text and/or Numerical | A1B2C3 | Y | Y | |||
| Customer PO Date | This is the date appearing on the Purchase Order provided by the Customer | MM/DD/YYYY | Date | 11/10/2023 | Y | Y | ||
| Customer PO Number | This is the number provided to the contractor by the customer on the customer's order | Text and/or Numerical | H4I5J6 | Y | Y | |||
| Transaction Type | Type of order: "Product", "Service" or "Both" | Product | ||||||
| Service | Text | Product | Desirable | Desirable | ||||
| Product Number/SKU/Contractor Service ID | Contractor assigned Product or Service ID number | Text and/or Numerical | NOP123 | Y | Y | |||
| Product or Service Description | Product or Service Description. Essentially, this is the product/service description provided on Customer Invoice. | Text | High Definition Webcam (or Fire Alarm Monitoring Service) | Y | Y | |||
| MSRP/Retail/Published Price or Rate | MSRP/Retail/Published Price or Rate. (Do not include $ sign with value. Value must be formatted as number and not text.) |
| For non-standard products/services where there is no MSRP or "retail'"price, either leave this field blank or populate it with the Purchase Unit Price/Rate. | Up to four numbers following decimal point. | Number (Decimal) | 1234.57 | Y | Y |
| Purchase Unit Price/Rate | This is the Unit Price that was identified on the Invoice. |
| For situations where there is no Unit Price (Services, project pricing, custom configurations, etc.) use the Total Price with a Quantity of "1" and UOM of "Each". | Up to four numbers following decimal point. | Number (Decimal) | 1234.57 | Y | Y | |||
| Quantity (Qty.) | Up to four numbers following decimal point. | Number (Decimal) | 56.7891 | Y | Y | |||
| Quantity (Qty.) UOM | Enter the complete word. ("Each" instead of EA, "Package" instead of PKG, etc.) | Each, Package, Box, Bag, etc. | Text | Each | Y | Desirable | ||
| Total Price | Total Price must = Quantity x Purchase Unit Price/Rate. (Do not include $ sign with value. Value must be formatted as number and not text.) | Only two numbers following decimal point. | Number (Decimal) | 1234.56 | Y | Y | ||
| Currency | It is expected this will reflect US Dollars. | USD | Text | USD | Desirable | Desirable | ||
| Category | The Category the product or service belongs to according to your Portfolio. (Not all portfolios include categories.) | Categories and Sub-Categories are typically described during the RFP process and announced at time of award. | Text | Janitorial Supplies | Y (If part of Portfolio) | |||
| N (If not applicable) | Y (If part of Portfolio) |
N (If not applicable)
| Sub-Category | Portfolio sub-category of the product (not all portfolios include sub-categories) | Text | Cleaning Solutions | Y (If part of Portfolio) | ||
| N (If not applicable) | Y (If part of Portfolio) |
N (If not applicable)
| UNSPSC or NIGP Commodity Code | Prefer to have United Nations Standard Products and Services Code (UNSPSC) (For more information, visit https://www.unspsc.org/) but can be the National Institute of Governmental Purchasing code (NIGP) (For more information, visit https://www.nigp.org/our-profession/nigp-code). | Use Level 3 (Class) of UNSPSC code | Number | 41111615 | Desirable | Desirable | ||
| EPEAT/ENERGY STAR Compliant | EPEAT or ENERGY STAR compliant (if applicable). | Yes or Y | ||||||
| No or N | Text | "Yes" or "Y" | Y (If part of Portfolio) | |||||
| N (If not applicable) | Desirable (If part of Portfolio) |
N (If not applicable) EPEAT/ENERGY STAR Rating EPEAT or ENERGY STAR rating of the product (If applicable). Gold Silver Bronze
| Null | Text | Silver | Y (If part of Portfolio) |
| N (If not applicable) | Desirable (If part of Portfolio) |
N (If not applicable)
| Contractor ID# for Distributor/Reseller | Only required if the Portfolio has identified Resellers. A distributor or reseller is defined as a third party selling a product or service on behalf of the awarded contractor. | Text and/or Numerical | Q4R5S6 | Y (If part of Portfolio) | ||
| N (If not applicable) | Desirable (If part of Portfolio) |
N (If not applicable)
| Distributor/Reseller Name | Text | A1 Computer Services | Y (If part of Portfolio) | ||
| N (If not applicable) | Desirable (If part of Portfolio) |
N (If not applicable)
Template Year Quarter Portfolio Name Vendor Name Vendor Master Agreement Number Customer Contract or PA Number Buying State Customer Account Number Customer Type Bill To Name Bill To Address Bill To City Bill To State Bill To Zip Code Ship To Name Ship To Address Ship To City Ship To State Ship To Zip Code Invoice Date Invoice Number Customer PO Date Customer PO Number Transaction Type Product Number/SKU/Contractor Service ID Product or Service Description MSRP/Retail/Published Price or Rate Purchase Unit Price/Rate Qty. Qty. UOM Total Price Currency Category Sub-Category UNSPSC/NIGP Commodity Code EPEAT/ENERGY STAR Compliant EPEAT/ENERGY STAR Rating Contractor ID# for Distributor/Reseller Distributor/ Reseller Name
File details come from the government source that posted it. Updated .