Instuctions for spreadsheet.doc

This is an instruction document provided by the State of Maine for vendors completing a catalog spreadsheet template to load contract information into the AdvantageME system. The document outlines the specific format and field requirements that vendors must follow when submitting product or service catalogs for state and local contracts, including the CareerCenter Business Cards, Envelopes and Letterhead contract opportunity. Vendors are required to complete the Catalog_Template.xls spreadsheet without making any changes to its format, including retention of all optional columns even if unused. The spreadsheet contains 19 columns with specific field requirements, including mandatory fields such as Supplier Part Number (formatted as text, 32 characters maximum), Supplier Name/Vendor (60 characters), Commodity Code using 5-digit NIGP codes (5 characters), Item Description (60 characters), Extended Description (1,500 characters), Unit of Measure (4 characters), List Price (14 digits before decimal, 6 after), and Delivery Days (10 digits).

The document specifies that optional fields include Vendor Customer Code (20 characters), Manufacturer Name (25 characters), Manufacturer Part Number (25 characters), and various product specification fields such as Product/Category, Model, Drawing, Piece, Serial Number, Specifications, Size, Color, and Picture File Name (255 characters). The State of Maine Buyer will complete the Vendor Customer Code column if left blank by the supplier. Commodity codes must reference the NIGP Codes found on the Maine purchasing website and consist of a 3-digit Class plus a 2-digit Item code. Unit of Measure selections must correspond to options provided in the accompanying Unit_of_Measure.xls file. Picture file names should only be included if vendors provide images for the contract. All supplier part numbers must be unique with no duplicates.