Attachment L - Weekly Vendor Status Submission Requirements.docx

ATTACHMENT L – WEEKLY VENDOR STATUS SUBMISSION REQUIREMENTS

WEEKLY VENDOR STATUS SUBMISSION

REQUIREMENTS

GSA Office of Motor Vehicle Management’s contracts requires vendors to submit electronic status reports on a weekly cycle which indicate the production status of all vehicles ordered.

Status information sent electronically to GSA by your firm is displayed in our on-line ordering program, AutoChoice. Customers can view the production, shipment and actual delivery status of orders placed against your contract.

Additionally, the status report will also be used to calculate your on-time shipment performance against the contract time of shipment. The customer will be able to view the percentage of vehicles shipped on time by each vendor in AutoChoice. It is an avenue for customer agencies to evaluate the vendor’s performance when making a best value decision when selecting a vehicle.

Your file can be sent in either of the following two formats which are attached:

1. XLS: Send data as an EXCEL file via an email attachment to AutomotiveEDI.Partnerships@gsa.gov

2. EDI: Data collection is in X12 format (870 transaction set version 3010). Please contact Terry Koniarski at 703-605-9505 for further information in this electronic data interchange.

AUTOCHOICE STATUS Record Layout (870)

Name of Field

File Location

Option Relationship (see Legend on Page 4)

Do NOT fill!

Do NOT fill!

Do NOT fill!

Do NOT fill!

Do NOT fill!

Do NOT fill!

Requisition Interface Record Layout Relationship Edits (Legend)

N1 : Description of vehicle

N2 : An Integer representing vehicle number – ex. If three vehicles are attached to one case, each vehicle would have a VON number of 1, 2, 3

N3 : For Dealer Delivery, enter Dealership name, location, and point-of-contact.

For CNS Delivery, put Customer delivery location and point-of-contact.

N4 : Must be a valid US State, Territory, or Armed Forces abbreviation or “XX” for Foreign Countries.

See the USPS official list of State Abbreviations (including territories and Armed Forces addresses) at http://www.usps.com/ncsc/lookups/abbreviations.html#states

N5 : Zip Codes are validated against the state field. Required unless “XX” is in the state field.

IN – In Process

AN – Available Now, No Shipping Schedule

CC – Shipped

DD – Actual Delivery Date

DE – Order Cancelled

N7 : Date format is YYYY-MM-DD

General Comments:

The ROADS Status Batch File transmitted to the Automotive Center will be an ASCII file (flat file) with a fixed Length of 303 bytes (records).

Column Option: O = Optional Field and M = Mandatory Field.

Initialize all Bytes in Filler Field with “blank spaces”.