W elcome to eVA! We’re happy to have you on board as one of our valued suppliers. This document will assist you in preparing your catalog(s) and is designed to be used in conjunction with the “CIF 3.0 template.xls” spreadsheet. After creating your catalog, refer to the “how to convert an MS Excel file to a CIF format” document to convert your file into a CIF that is ready for eVA validation. To create catalogs, you will need to know how to use a spreadsheet application such as Microsoft® Excel and a text editor such as Microsoft® Notepad or Wordpad. Note: While developing your CIF catalog, the structure and format MUST be the same as described in this document. Minor oversights (such as placing dashes in the DUNS number
For each item in your catalog, each of the following fields must have the corresponding information. The directions must be followed EXACTLY to reduce catalog errors. Enter your products/items after the header “DATA”. The following are the data fields. Refer to Table 1: “Item CIF Fields” to see which fields are required in your catalog and how many characters are allowed. NOTE: If a spreadsheet program such as Microsoft Excel is being used, quote marks, single or double, should never be entered in any of the catalog fields. Column Field Name Description Common Mistakes\Look out for Type of Field Max Size A Supplier ID This is typically the supplier DUNS number. Do NOT use dashes in the number. Do NOT use dashes in the number: Incorrect 12-345-6789 Correct 123456789 Additional information may be found in the CIF Standards section of this document. Mandatory 9 B Supplier Part ID This is your part number for the item. This number must be unique for each item. Mandatory 25 C Manufacturer Part ID This is the manufacturer’s part number. In cases where the supplier is also the manufacturer, this column and the Supplier Part ID column will be the same. Optional 25
D Item Description The item description can be up to 255 characters. This field should include the manufacturer, model, style, color, and other descriptive information. The description should not contain abbreviations. For measurements, please use inch for inches, feet for feet, etc. If you need to abbreviate, we would accept the use of in for inches, ft for feet etc. if this measurement was placed after the numeric value it was describing such as 1in or 3ft. The following is an example of the type of description desired. (Please describe items in this format) <Product> <Manufacturer> <Other Descriptors> Correct: COVERALLS KAPPLER TYVEK XLARGE Incorrect: CVR ALLS KPLR TYVEK XLG Additional information may be found in the Appendix of this document. If using a spreadsheet program DO NOT use single or double quote marks. Mandatory 255 E SPSC Code This field is the UNSPSC commodity code that correlates to this item. If you do not have the UNSPSC code for your item, you can look up the codes that correlate to the item. (SPSC code & UNSPSC code are used interchangeably in this document) eVA requires coding to all four levels (8 digits) of UNSPSC code. Refer to UNSPSC white paper document enclosed as well as the CIF Standards section of this document for more information. This document may be found in the Supplier Technical Specification packet at http://www.eVA.state.va.us/ Mandatory 8 F Unit Price This is the price at which you are selling the item. It shall include all applicable pricing discounts and shipping charges. For example: A $1500 market price with a 2% allowable pricing discount yields a unit price of $1470. This should be in TEXT FIELD The price format must be xx.xx. If you have an item that is 19.50, you must show the unit price as 19.50 in your cif catalog (not 19.5). If you have an item that is $1,500 the item’s price must be formatted as 1500.00. You may have up to 10 digits before the decimal and 5 digits after the decimal. Mandatory 20
L Market Price This shall include shipping but not pricing discounts. The difference in this price and the unit price should equal the discount offered through the contract. The price format must be xx.xx. If you have an item that is 19.50, you must show the unit price as 19.50 in your cif catalog (not 19.5). If you have an item that is $1,500 the item’s price must be formatted as 1500.00. You may have up to 10 digits before the decimal and 5 digits after the decimal. Mandatory 20 M Effective Date Specifies the start date of the catalog prices. This should be in TEXT FIELD Enter the date that the unit price becomes effective. For contracts, this field is required. For non-contract items it is recommended, but optional. Optional N Expiration Date Specifies the end date of the catalog prices. Enter the date that the unit price expires. For contracts, this field is required. For non-contract items it is recommended, but optional. Optional O Parametric Data This field allows suppliers to describe their items using specific attributes that the buyer may search on. e.g. 5 hp motor with 6 in tubing links. Additional information may be found in the Appendix of this document. Optional 255 P Parametric Name Parametric data names are needed to simplify search data and to allow for more meaningful searches and results ranking. See Appendix for further explanation. Additional information may be found in the Appendix of this document. Optional 26 Q PunchOut Enabled This field is only used for suppliers using PunchOut If you are providing a PunchOut catalog enter True in this field. Otherwise leave this field blank Optional True or Blank R Territory Available For System Use Only All suppliers should leave this field blank. Optional 255
S Supplier Part Auxiliary ID To indicate variable or flexible pricing (i.e. item price differs depending upon quantity ordered) for an item, suppliers must provide multiple catalog lines for the same item. In this case, suppliers must use the Supplier Part Auxiliary ID to differentiate the line items. The use of this field is required for suppliers who provide multiple catalogs for entity specific pricing. An example of a value to put in this field might be an adjective such as “Small Orders” vs. “Large Orders” to differentiate order units of measure for the same item To differentiate catalog lines for the same item, use a unique Supplier Part Auxiliary ID This field will be blank for most items Optional 255 T Contract Number Specifies the Commonwealth of Virginia contract number associated with each item provided by the supplier. If the item is non contract, leave this field blank. Optional 255 U Small Business A corporation, partnership, sole proprietorship or other legal entity formed for the purpose of making a profit, which is independently owned and operated, has fewer than 100 employees or less than $1,000,000 in annual gross receipts. If your business is classified as a small business, enter this True, otherwise enter False in field. Mandatory True or False V Woman Owned Business A business enterprise at least 50% of which is owned by women or in the case of a publicly owned business at least 51% of the stock, which is owned by women. If your business is classified as a woman-owned business, enter True, otherwise enter False in field. Mandatory True or False W Minority Business A business enterprise that is owned and controlled by one or more socially and economically disadvantaged persons. If your business is classified as a minority business, True, otherwise enter False in field. Mandatory True or False
X Contract Type Specifies the contract type associated with each item provided by the supplier: mandatory, optional, price agreement, or non applicable. If the contract type is Mandatory Source, enter “1-Mandatory Source” in this field (without quotes) If the contract type is Mandatory Contract, enter “2-Mandatory Contract” in this field. If the contract type is Optional, enter in this field. If the contract type is other than those listed above, enter “99” in this field. Mandatory 255 Y Recycled/Green Product If this product can be classified as a recycled/ green product according to federal regulations enter True, otherwise enter False in this field. Mandatory True or False Z Hazardous Product If this product can be classified as a hazardous product according to federal Department of Transportation regulations, enter the appropriate DOT class code for the material. Codes are obtainable at For example: 4.1 or 5 or ORM-D. Use semi-colons to separate codes Optional 255 AA Payment Term Specifies any special payment terms for a particular line item. Must be formatted as the example: 2/10 Net 30. Enter a payment term of Net 30 days unless offering a different prompt payment discount. Mandatory 255 AB Minimum Order If the supplier has a required minimum order amount or dollar amount for a particular line item, enter the order amount or dollar amount or both, if appropriate. Enter the order amount (e.g. 100) or dollar amount (e.g. $200) or both (e.g. 100;$200) as appropriate Optional 255 AC Maximum Order If the supplier has a required maximum order amount or dollar amount for a particular line item, enter the maximum order amount (e.g. 100) or dollar amount (e.g. $200) or both (e.g. 100;$200), if appropriate. Enter the order amount (e.g. 100) or dollar amount (e.g. $200) or both (e.g. 100;$200) as appropriate Optional 255