Process for Receiving GSA Eligible Orders

Set Up Process for Receiving GSA Eligible Orders

Consider preparing a written procedures to share with staff and for use in training. This should outline how to how you identify buyers eleigible to buy off a GSA Schedule, quoting proper pricing, who can authorize additional spot discounts to government buyers, how to properly offer items not on your contract (OpenMarket Items). Open market items that are not TAA compliant must also be identified. It should also note how to handle quotes submitted via eBuy, since NO open market itmes may be included. It should also address who double checks all quotes and invoices to ensure that all discounts have been properly applied, such as volume or quantity discounts, and rpompt payment discounts.

Capture Sales Info

Make sure you adjust your accounting system and sales process so that you can identify all GSA sales by SIN because you must report GSA sales by each SIN awarded under your contract.

What is a GSA sale:

If you are selling an item that is on your GSA contract, to an authorized user, at or below contract prices and there is no evidence of another government contract vehicle in place, the order is considered a GSA sale.

GSA considers the sale of any GSA listed product or service as a GSA sale under any of the following conditions:

  • Product or service is on your GSA contract
  • GSA contract number is stated on the purchase order or task order
  • Ordering information and terms are the same as your GSA contract
  • Customer made contact with you through GSA Advantage! or eBuy
  • Customer pays with the governmentwide commercial purchase card
  • Pricing is at or below the MAS price
  • There is no indication of any other procurement vehicle being used
  • Sales to private company with a Letter of Authorization using FAR 51 or a FAR 51 Deviation

What is not a GSA sale:

  1. Open market items (i.e. non-contract items/services, Other Direct Costs, & Travel) can be included with contract orders but must be clearly marked as such on orders. Open market items are NOT reportable sales.
  2. Work as a subcontractor (even if the end user is a government agency) is almost never a sale under your contract and is therefore not reportable.

Must I Accept all Orders?

This is a common question.

For orders above the minimum order specified in each Schedule contract (usually $100), up to the maximum order threshold (varies by SIN), GSA Schedule contractors are obligated to accept orders placed by activities within the executive branch of the federal government.
Schedule contractors are not obligated, but are encouraged, to accept orders from agencies and activities outside the executive branch. In this case:
  • The order must be returned to the ordering activity within five workdays after receipt by the contractor.
  • For orders that propose payment by the government wide commercial purchase card, the contractor must advise the ordering activity within 24 hours after receipt of the order.
  • If the Schedule contractor fails to return the order, or advise the ordering activity, within the specified time frames, the order is considered to be "accepted" by the contractor and all provisions of the Schedule contract shall then apply.