Supplier authorization

OEMs can provide a list of authorized or unauthorized suppliers in the VPP via supplier authorization CSV upload, but this does not automatically remove suppliers from GSA Advantage.

An overview of VPP data integration within FAS Catalog Systems

The VPP feeds market research to both the FAS Catalog Platform, or FCP, and Compliance and Pricing Reporting Portal Compliance & Pricing reports.The C&P Report is on-demand market research and analysis delivered automatically by the FCP and CPRP in response to product related contract modifications. The C&P Report is meant to aid the vendor in developing a competitive and compliant submission to the CS/CO.

The VPP matches its VPP participant’s Unique Entity Identifier, or UEI, manufacturer name and manufacturer part number against the same fields provided by MAS Contractors within the FAS Catalog System to match products. If the VPP data matches with what is on the vendor’s FAS Catalog System product file, the following Supplier Authorization flags may be returned: Authorized, Unauthorized, or Review LOS Requirement. These Supplier Authorization flags provide contracting officers necessary context for determining if a product should be awarded to contract or not.

VPP catalog displaying a listing of product files with authorization flags

Supplier authorization options

List authorized suppliers — (Default) Users will be able to provide an authorization list.

List authorized suppliers with unlisted suppliers as unauthorized
1. When a product in your VPP product file is matched to a vendor’s product file upload. There will be two outcomes:
  1. For vendors you’ve listed as authorized — they will receive an “Authorized” status in the C&P Reports
  2. For vendors you’ve listed as unauthorized — an “Unauthorized” status in the C&P Reports
2. When a product in your product file is not matched to a vendor’s product.
  1. The vendor will be listed as unauthorized.
List authorized suppliers with unlisted suppliers as unknown
1. When a product in your VPP product file is matched to a vendor’s product file upload. There will be two outcomes:
  1. For vendors you’ve listed as authorized — they will receive an “Authorized” status in the C&P Reports
  2. For vendors you’ve listed as unauthorized — an “Unauthorized” status in the C&P Reports
2. When a product in your product file is not matched to a vendor’s product.
  1. The vendor will be listed as “Review LOS Requirement”.

Any supplier for VPP products — Users will be able to authorize suppliers only for the product content that is listed in VPP; removes the ability to provide an authorization list.

Any supplier for VPP products with unlisted products as unauthorized
1. When a product in your VPP product file is matched to a vendor’s product file upload. There will be two outcomes:
  1. For vendors you’ve listed as authorized — they will receive an “Authorized” status in the C&P Reports
  2. For vendors you’ve listed as unauthorized — an “Unauthorized” status in the C&P Reports
2. When a product in your product file is not matched to a vendor’s product.
  1. The product will be listed as unauthorized.
Any supplier for VPP products with unlisted products as unknown
1. When a product in your VPP product file is matched to a vendor’s product file upload. There will be two outcomes:
  1. For vendors you’ve listed as authorized — they will receive an “Authorized” status in the C&P Reports
  2. For vendors you’ve listed as unauthorized — an “Unauthorized” status in the C&P Reports
2. When a product in your product file is not matched to a vendor’s product.
  1. The product will be listed as “Check LOS Requirement”.

Blanket authorization for listed suppliers — Provides blanket authorization for listed suppliers in VPP. Product file upload to VPP is not needed.

If there is a match based on supplier UEI and manufacturer name, there will be two outcomes
1. For vendors you’ve listed as authorized — they will receive an “Authorized” status in the C&P Reports
2. For vendors you’ve listed as unauthorized — an “Unauthorized” status in the C&P Reports
If there is not a match based on supplier UEI and manufacturer name.
1. Vendors will be marked as “Unauthorized” in the C&P report.

Any supplier for all products — Users must request this override option, which provides a blanket authorization for all suppliers for all items attributable to the manufacturer; removes the ability to provide an authorization list.

If there is a match based on manufacturer name, all products from that manufacturer will be marked as “Authorized”.

VPP supplier authorization options summary

Authorization option type	VPP product file upload	Supplier authorization list	Vendor status for matched items	Vendor status for unmatched items or unlisted suppliers
List authorized suppliers with unlisted suppliers as unauthorized	Required	Required	“Authorized” for listed authorized vendors “Unauthorized” for listed unauthorized vendors	“Unauthorized”
List authorized suppliers with unlisted suppliers as unknown	Required	Required	“Authorized” for listed authorized vendors “Unauthorized” for listed unauthorized vendors	“Review LOS Requirement”
Any supplier for VPP products with unlisted products as unauthorized	Required	N/A (Removes ability)	“Authorized” for listed authorized vendors; “Unauthorized” for listed unauthorized vendors	“Unauthorized”
Any supplier for VPP products with unlisted products as unknown	Required	N/A (Removes ability)	“Authorized” for listed authorized vendors; “Unauthorized” for listed unauthorized vendors	“Check LOS Requirement”
Blanket authorization for listed suppliers	N/A (Removes ability)	Required	“Authorized” for listed authorized vendors; “Unauthorized” for listed unauthorized vendors (UEI & Mfr Match)	“Unauthorized”
Any supplier for all products* *Override option by request	Optional	N/A	“Authorized”	“Authorized”

How to select supplier authorization

Go to the Supplier Authorization tab.
Click the “Supplier Authorization Option” dropdown menu. Select the option that works best for your organization.

Decision guide

This can be used to assist manufacturers to select the appropriate authorization setting in the VPP based on their specific supply chain needs.

As a manufacturer …	Recommended authorization option
I will manage all of my supplier authorizations through the VPP	List authorized suppliers with unlisted suppliers as unauthorized
I will manage most of my supplier authorizations through the VPP	List authorized suppliers with unlisted suppliers as unknown
I will provide all products allowed to be sold through the Multiple Award Schedule	Any supplier for VPP products with unlisted products as unauthorized
I will provide most products allowed to be sold through the Multiple Award Schedule	Any supplier for VPP products with unlisted products as unknown
I will provide a list of authorized wholesalers who will manage their own supplier authorizations through the VPP	Upload wholesaler authorizations
I do not require suppliers to be authorized to distribute my products	Any supplier for all products Contact vpp@gsa.gov to set this option

Supplier fields

The suppliers page displays the following categories:

Category	Description	Required field?
Manufacturer Name	The manufacturer name.	Yes
Category ID	An assigned ID for product records, must match Catalog’s Supply Category ID. Different category IDs allow for product-line authorizations, while a single ID can be used for simpler supply chains. This supports complex distribution networks where specific vendors are authorized for certain lines.	Yes* *not necessary for Blanket Authorization
Supplier Name	The name of the supplier.	Yes
Doing Business As	The name that a business operates under, which differs from its legal registered name.	No
Authorization Status	Identifies whether a vendor is “Authorized” or “Unauthorized” to sell a manufacturer’s products.	Yes
Unique Entity Identifier	Formerly known as the Data Universal Numbering System, or DUNS, number. Entities doing business with the federal government use the Unique Entity ID created in the System for Award Management, or SAM, website.	Yes
Updated At	The date of the last supplier authorization update.	No
Revoked At	Date of Supply Authorization Revocation. Manually entered and contingent upon an unauthorized status.	No
Organization	Leave this field blank. Populated by VPP.	No

Uploading and updating supplier authorization data

OEMs can provide a list of authorized or unauthorized suppliers in the VPP via supplier authorization CSV upload, but this does not automatically remove suppliers from GSA Advantage.

A supplier authorization file is used to update supplier authorization information on the VPP, which also updates GSA Advantage data.

How to upload a supplier authorization file

Navigate to the Supplier Authorization page in the VPP.
Select the Import Suppliers CSV icon and then follow the on-screen prompts to import the file.

Updating wholesaler authorization data

A wholesaler authorization file is used to update wholesaler supplier authorization information on the VPP, which also updates GSA Advantage! data.

How to upload a wholesalers file

Navigate to the Supplier Authorization page and select the Wholesalers tab.
Select the Import Wholesalers CSV file icon.

Wholesaler fields

Category	Category definitions	Required field?
Manufacturer Name	The manufacturer name.	Yes
Manufacturer UEI	The manufacturer UEI. Formerly known as the DUNS number. Entities doing business with the federal government use the UEI created in SAM.gov.	Yes
Category ID	An assigned ID for product records, must match Catalog’s Supply Category ID. Different category IDs allow for product-line authorizations, while a single ID can be used for simpler supply chains. This supports complex distribution networks where specific vendors are authorized for certain lines.	Yes
Wholesaler Name	The wholesaler name.	Yes
Doing Business As	The name that a business operates under, which differs from its legal registered name.	No
Is Authorized	Identifies whether a vendor is “Authorized” or “Unauthorized” to sell a manufacturer’s products.	Yes
Wholesaler UEI	Formerly known as the DUNS number. Entities doing business with the federal government use the UEI created in SAM.gov.	Yes
Updated At	The date of the last supplier authorization update.	No
Revoked At	Date of Supply Authorization Revocation. Manually entered and contingent upon an unauthorized status.	No
Organization Name	Leave this field blank. Populated by VPP.	No