Instuctions for spreadsheet.doc

This is an instructional document for the State of Maine regarding the submission format and requirements for vendors uploading product catalogs into the AdvantageME procurement system. The document provides detailed specifications for completing the Catalog_Template.xls Microsoft Excel spreadsheet, which must maintain its exact format to ensure successful system upload. Vendors are instructed not to delete optional columns even if they will not be used, and must include required fields such as Supplier Part Number, Supplier Name, Commodity Code, Item Description, Extended Description, Unit of Measure, List Price, and Deliver Days. The spreadsheet accommodates additional optional fields including Manufacturer Name, Manufacturer Part Number, Product/Category, Model, Drawing, Piece, Serial Number, Specifications, Size, Color, and Picture File Name, with specific character limits and field types designated for each column.

The spreadsheet requires precise data entry with defined field sizes ranging from 4 to 1,500 characters depending on the column. Supplier Part Numbers must be formatted as text with no duplicate entries allowed, and Commodity Codes must follow the five-digit NIGP Code format using a three-digit Class combined with a two-digit Item code, with reference materials available on Maine's purchasing website. List Prices must be entered as numbers with specific decimal formatting (14 characters before and 6 after the decimal point), and Units of Measure must be selected from the attached Unit_of_Measure.xls file. The Vendor Customer Code may be left blank for State of Maine Buyer completion, and picture file names should only be included if vendors have product images to provide for the contract listing.