Instuctions for spreadsheet.doc

This file provides instructions for completing a catalog template spreadsheet required by the State of Maine to load vendor contract information into the AdvantageME procurement system. The document outlines the specific format and data requirements for submitting product catalogs related to a Printing and Letterhead Stationery contract opportunity. Vendors must complete the Catalog_Template.xls spreadsheet without altering its format or deleting optional columns, ensuring data integrity for system upload.

The spreadsheet template includes 20 fields with specific requirements for data entry. Required fields include Supplier Part Number (formatted as text, 32 characters maximum), Supplier Name (60 characters), Commodity Code using NIGP 5-digit codes (alpha numeric, 5 characters), Item Description (60 characters), Extended Description (1500 characters), Unit of Measure selected from an attached reference file (4 characters), and List Price (14 digits before and 6 after the decimal point). Optional fields include Manufacturer Name and Part Number, Product Category, Model, Drawing, Piece, Serial Number, Specifications, Size, Color, and Picture File Name (255 characters). The Vendor Customer Code field must be left blank for completion by the State of Maine Buyer. Vendors are directed to reference the NIGP Codes resource available on the Maine Department of Purchases website for proper commodity code classification.