FAS Sales Reporting Portal: TDR File Upload Guide and Checklist

01

Choose Form Entry or a FAS SRP file upload based on the work.

FAS SRP supports Form Entry, Excel upload, delimited-file upload, API and EDI. GSA suggests that contractors with fewer than 50 transactional line items per contract may prefer Form Entry. For more than 50 rows, an upload, API or EDI can be more efficient.

The method can change from month to month. The accounting basis cannot: a TDR contractor must consistently report based on invoices issued or payments received. Do not confuse a change in submission tool with a change in which transactions belong to the period.

02

Download the current GSA TDR Excel template each reporting cycle.

The FAS SRP Excel template is available from the portal home page and from Report Data → File Upload after choosing a reporting period. GSA’s TDR fields are evolving, so a locally saved workbook can become stale even when last month’s upload succeeded.

• Use the MAS Data tab for Multiple Award Schedule transactions.
• Repeat the contract number for every reported line.
• Populate only the fields identified for the product or service scenario.
• Do not add tabs, rename headings, reorder columns or change workbook formatting.
• Do not add macros or leave your own formulas in the upload template.

If you calculate values in another workbook, export or system, paste values into the official template. This keeps source logic out of the artifact the portal must parse. GSA specifically recommends a values-only or destination-format paste to avoid bringing foreign cell formatting with the data.

Read the broader GSA TDR reporting requirements guide before deciding which columns apply.

03

Build one row per reportable line item, not one row per monthly total.

A TDR upload is line-item reporting. The source population should retain the contract, order and invoice context needed to explain each output row. Aggregation that erases the product, labor category, unit, quantity or price relationship makes accurate field population impossible.

For ordinary rows, GSA validates total price against quantity multiplied by price paid per unit. Its instructions recommend rounding that calculation to two decimals. Calculate outside the upload workbook and place the resulting numeric value in Total Price.

Returns and discount lines deliberately use negative quantities with positive unit prices so the total is negative. Highly configurable products and some service scenarios have additional instructions. Validate the transaction type before assuming the ordinary-row calculation is the whole rule.

04

Run these checks before the FAS SRP upload.

1. Period sequenceConfirm every earlier month is submitted for every contract in the file. Report a missing zero-sales month first.
2. Single reporting periodIf one file contains multiple contracts, all of them must be reporting the same period.
3. Source reconciliationTie the uploaded total to the closed source population, documented exclusions, returns, credits and adjustments.
4. Required-field completenessCheck the asterisked columns for the applicable product or service rows; do not fill non-applicable columns with invented placeholders.
5. Identifier shapeValidate contract, order/PIID and SIN lengths and permitted characters before upload.
6. Catalog alignmentMatch manufacturer, part number, labor category, UCID, SIN and unit of measure to the current approved record where required.
7. Numeric controlsUse numeric values without currency symbols and check quantity × unit price against total price at the required precision.
8. Workbook integrityOpen the final file, confirm the MAS Data tab and headings are unchanged, and ensure no extra tabs, macros or formulas were introduced.

The file-upload limit is 100 MB, which GSA describes as approximately one million rows. A file that large can be accepted by size and still be impractical to review. Split process ownership and review effort before volume, not after it.

05

How to upload a TDR file in the FAS Sales Reporting Portal

1. 1
   Open Report Data → File Upload.

   Review the upload history before starting a new submission.

2. 2
   Select the reporting period.

   The Browse control appears after the period is selected. Confirm it matches the data in the file.

3. 3
   Choose the reviewed file.

   Upload the final Excel or permitted delimited file—not the working copy used to prepare it.

4. 4
   Upload and inspect the response.

   Resolve immediate format or sequence errors before certifying anything.

5. 5
   Confirm accuracy and submit.

   The authorized user checks the certification and submits the report.

6. 6
   Record the result.

   Preserve the exact submitted file, reporting period, submission status and any portal message together.

FAS SRP can show a submission as Submitted or Rejected after processing. GSA also sends email notices for failed uploads and successful submissions. Keep the portal outcome tied to the exact version reviewed; otherwise a later local edit can no longer explain what GSA received.

06

Common FAS SRP file upload failures and the corrective action

A portal message is evidence, not a field value. Preserve it verbatim with the submission record, then make the correction in the controlled source-to-output process. Avoid editing the final workbook by hand without carrying the change back to the reconciled source or decision record.

07

An adjustment upload can replace data that was already accepted.

FAS SRP allows submitted sales data to be corrected through Adjust Data. The replacement behavior depends on the method. With Form Entry, a contractor can adjust selected data. With Excel and other file-based methods, GSA says the revised upload replaces the previously submitted data for that report.

That means an adjustment file must contain the complete intended state: unchanged accepted rows, corrected rows and any new rows. Uploading only the one corrected line risks replacing the period with an incomplete population. FAS SRP also requires an explanation in the Justification field.

08

FAS Sales Reporting Portal upload questions