TDR (Transactional Data Reporting) is changing how GSA vendors report sales data. Starting in FY26, TDR will be mandatory for all Special Item Numbers (SINs), replacing older, more complex systems like CSP and PRC. Here’s what you need to know:

• What is TDR? A monthly reporting system requiring 16 transaction-level data points, offering transparency and reducing administrative burdens.
• Key Benefits: Saves 22 labor hours per contract annually, removes CSP and PRC requirements, and reduces audit frequency.
• Who’s Affected? By June 2025, 62 additional SINs (e.g., cloud services, cleaning products, office furniture) will transition to TDR. All SINs will follow by FY26.
• How to Comply: Submit data via the FAS Sales Reporting Portal (FAS SRP) within 30 days of month-end. Automate data collection to avoid errors and delays.

Quick Tip: Early adoption of TDR not only simplifies compliance but also enhances pricing flexibility and positions you better for future GSA opportunities.

What is TDR and Why GSA Vendors Need It

TDR Definition

Transactional Data Reporting (TDR) is the General Services Administration’s (GSA) method for gathering detailed pricing and sales data under the Multiple Award Schedule (MAS). It replaces the older system of quarterly aggregate reporting with transaction-specific data submissions. Vendors must report 16 key data elements for each transaction within 30 days through the Sales Reporting Portal.

This granular level of reporting gives the GSA a deeper understanding of federal purchasing habits and pricing trends across the board.

GSA Acting Administrator Stephen Ehikian highlights its importance:

"GSA is leveraging technology to drive innovation, create a more efficient government, and improve citizen experiences. Data is central to these efforts to deliver the best outcomes and reduce costs in federal acquisition".

Federal Acquisition Service Commissioner Josh Gruenbaum adds:

"Detailed purchase data will empower our contracting officers to negotiate effectively and secure the best value for taxpayer dollars… Transactional Data Reporting will provide the federal government with the critical and essential market intelligence to help aid the government’s effort to create a transparent, optimized and streamlined marketplace for goods and services".

Up next, let’s explore how TDR benefits vendors and simplifies compliance efforts.

How TDR Helps Vendors

TDR brings significant advantages for vendors, especially by simplifying compliance tasks and reducing the administrative workload.

One of the standout benefits is the removal of burdensome requirements like Commercial Sales Practices (CSP) disclosures, Most Favored Customer (MFC) tracking, and Price Reduction Clause (PRC) compliance. Instead, vendors follow a straightforward monthly reporting process.

GSA estimates that TDR saves contractors about 22 labor hours per contract each year. For vendors managing multiple contracts, this translates into major time and cost savings. Federal Acquisition Service Commissioner Josh Gruenbaum underscores this point:

"The TDR program has proved it is a more effective, less burdensome alternative to legacy pricing disclosure requirements. When TDR is used, government prices are lower, the reporting burden on contractors is reduced, and small businesses generate stronger sales growth".

Under traditional contracts, vendors had to submit CSP disclosures, maintain MFC details throughout the contract, and track price reduction violations. TDR eliminates these obligations entirely, replacing them with a simpler monthly submission of transaction data.

Another key advantage of TDR is reduced audit frequency, which lets vendors focus more on growing their business instead of managing compliance. Additionally, by participating in TDR, vendors demonstrate transparency and data-driven practices, which can strengthen their credibility with federal buyers.

Beyond compliance, the data collected through TDR is made publicly available by the GSA, giving vendors valuable insights into market trends and pricing strategies. This transparency helps businesses make smarter pricing decisions and identify growth opportunities in the federal marketplace.

For small businesses, TDR is particularly beneficial. The reduced compliance burden makes GSA contracting more approachable, while streamlined reporting levels the playing field against larger competitors. This efficient approach not only saves time but also enhances competitiveness in the federal space.

What is Transactional Data Reporting?

Which Vendors Must Report

TDR applies to vendors holding eligible GSA MAS contracts, but it only impacts contracts that include specific Special Item Numbers (SINs).

Currently, only certain SINs are part of the TDR program, but this landscape is changing quickly. GSA is set to expand TDR requirements to include 62 additional product and cloud services SINs. By fiscal year 2026, all SINs will fall under TDR reporting requirements. Participation in TDR is mandatory for all SIN holders.

To determine whether your contract is subject to TDR, review your GSA contract for relevant clauses or SIN listings. You can also check the "Current Reporting Frequency" column in the SRP. If it shows "monthly", your contract is part of TDR; if it shows "quarterly", you are still following traditional reporting practices.

MAS contractors must prepare to capture detailed, line-item data, as TDR demands more granular reporting than the quarterly system. Below, we outline the SINs and schedules affected by these changes.

Required SINs and Schedules

The expansion includes 62 new SINs spread across three primary categories:

• Facilities SINs: These cover a range of products and services, such as mobile homes, storage tanks, energy services, and grounds maintenance. Key additions include:
  • SIN 561730 for grounds maintenance
  • SIN 541690E for energy services
  • SIN 561210FAC for facilities maintenance and management
• Furniture and Furnishings SINs: This category includes healthcare furniture, office furniture, flooring solutions, and specialized items like park equipment. Notable SINs include:
  • SIN 339113H for healthcare furniture
  • SIN 33721 for office furniture
  • SIN 314110 for carpet flooring
• Industrial Products and Services SINs: This includes cleaning supplies, maintenance equipment, and specialized industrial products. Key SINs are:
  • SIN 325611 for cleaning products
  • SIN 325612 for disinfectants and sterilants
  • SIN 333120 for street repair equipment

Contracts with these SINs must transition from quarterly to monthly reporting by the end of June 2025. However, FSS contracts administered by the VA are excluded from this requirement.

A complete list of TDR-eligible SINs is available through the Vendor Support Center (VSC) or directly via the SRP.

For tailored guidance on your obligations, reach out to your Contracting Officer (CO). They can clarify your contract’s structure and confirm which SINs apply.

The planned expansion of TDR in fiscal year 2026 highlights GSA’s focus on collecting detailed data across all federal purchasing categories.

How to Submit TDR Reports

Submitting TDR reports accurately and on time is crucial. The Federal Acquisition Service Sales Reporting Portal (FAS SRP) is your go-to platform for all TDR submissions. It offers several methods to upload your transactional data, including form entry, file upload (Excel or .csv), EDI, and Web Services/API.

Before accessing the portal, ensure you’ve registered for Multi-Factor Authentication to keep your data secure.

Monthly Reporting Schedule

TDR reports must be submitted monthly, within 30 days after the end of each month. If you miss the deadline, the system will automatically send notifications. For months with no sales, simply mark "Yes" in the zero-sales field.

To stay on track, consider creating a submission calendar. Assign specific team members to handle tasks like data collection, review, and submission. This proactive approach minimizes errors and prevents last-minute stress.

If you fall behind, the FAS SRP requires you to submit reports for all missed periods before allowing submissions for the current period. While this ensures complete data collection, it can lead to a heavier workload if deadlines are consistently missed.

FAS Sales Reporting Portal Guide

The FAS SRP simplifies uploading and managing your TDR reports. To access the portal, you’ll need valid vendor credentials and Point of Contact (POC) status on your GSA contract.

Once logged in with your GSA credentials, go to the "Transactional Data Reporting" section and select your contract. The portal conveniently displays all contracts linked to your organization, making it easier to manage multiple schedules from one dashboard.

For uploads, use the latest Excel or .csv template to ensure compatibility. The system automatically validates your data and flags any errors before you finalize the submission. When entering transaction details, include identifying information like order or invoice numbers. If you don’t have a task order or PIID, you can use an alternative unique identifier in the appropriate field. This approach accommodates various government purchasing methods while maintaining traceability.

The portal also features an "Adjust Data" menu for post-submission corrections. However, it’s better to thoroughly review your data before uploading to minimize the need for adjustments later.

Important: Do not include Open Market Items in your monthly TDR reports. These items have separate reporting requirements, and including them may result in data validation errors.

For technical assistance, reach out to the VSC Helpdesk at 877-495-4849 or vendor.support@gsa.gov. They can help with login issues, file format concerns, and navigation challenges.

Lastly, plan your submissions around scheduled maintenance to avoid disruptions. For instance, the FAS SRP will be down for maintenance on Wednesday, June 25, 2025, from 7:30 AM to 9:00 AM ET.

Required Data Elements

When submitting your monthly reports to the GSA, understanding the required Transactional Data Reporting (TDR) elements is essential. The Federal Acquisition Service Sales Reporting Portal (FAS SRP) demands detailed, transaction-level data for each sale. Missing or incorrect details can lead to validation errors and delays in processing your submission.

In July 2024, GSA introduced four additional data elements to enhance the accuracy and utility of transactional data. These updates are designed to ensure timely and precise reporting.

Data Points You Must Include

To meet TDR requirements, you need to provide complete transaction-level data for every sale. The FAS SRP template organizes these requirements into specific fields, and understanding what each field requires is critical to compliance.

• Core Transaction Information: Include the contract number, any modification number, and the related Special Item Number (SIN). Customer details should feature the ordering agency’s name and, if available, the unique entity identifier.
• Financial Data: Report the dollar value of the sale, excluding taxes and shipping unless they are part of the official pricing. Unit prices must include decimals (e.g., $1,250.75), and quantities should align with the units of measure specified in your contract.
• Product and Service Details: Provide accurate descriptions of your contract offerings. This includes the manufacturer name, part or model number, and a clear description consistent with your GSA schedule. For services, include enough detail to differentiate between service types under the same SIN.
• Order Identification: Include a unique order identifier, such as a purchase, delivery, or task order number. If no formal order number exists, use your internal invoice number or another unique reference.

Ensure all dates follow the MM/DD/YYYY format for consistency (e.g., December 15, 2024, should be entered as 12/15/2024).

Why Data Accuracy Matters

Accurate data submission is crucial for maintaining compliance and securing future contract opportunities. Errors can lead to resubmissions, adding unnecessary administrative burdens and wasting time.

To streamline the process and reduce errors, train your team on TDR requirements. Employees responsible for data entry and reporting should understand both the technical standards and the broader implications of incorrect reporting. Additionally, maintaining clear documentation of your data collection and processing methods can simplify internal reviews and prepare your organization for potential GSA audits.

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Common Problems and Solutions

Even experienced vendors encounter challenges with TDR reporting. Being aware of these issues and knowing how to address them can save time, help you avoid compliance headaches, and ensure your contract stays in good standing.

Most Common Issues

Data Quality Problems are a major obstacle. When data from different systems – like sales platforms, accounting software, and contract management tools – doesn’t align, validation errors in the FAS Sales Reporting Portal become almost inevitable. These inconsistencies can derail your reporting process.

System Access Difficulties are another common hurdle, especially for those new to TDR reporting. First-time users need to register for Multi-Factor Authentication, and only individuals listed as an IFF Point of Contact, administrative representative, or authorized negotiator can access the FAS SRP. Additionally, accounts inactive for 90 days are suspended, adding another layer of complexity.

Manual Process Errors slow down reporting and increase the risk of mistakes. Relying on manual data entry often results in delays and can even trigger compliance reviews due to inaccuracies.

Inadequate Reconciliation Processes can cause significant problems when the data submitted to the GSA doesn’t match your internal records. These discrepancies often become apparent during GSA reviews and can raise questions about your data management practices.

Missing Audit Trails make regulatory reviews difficult. Without a clear record of how data is managed and reported, your processes may come under scrutiny during audits.

Addressing these challenges requires thoughtful adjustments to your processes and tools.

How to Fix These Problems

Here’s how you can tackle these common TDR reporting issues:

Automate Data Collection to reduce human errors. Use software that integrates your sales data directly with the FAS Sales Reporting Portal. Automation ensures consistency across systems, reduces transcription mistakes, and speeds up reporting.

Validate Your Data Regularly by setting up internal audits and automated alerts to catch incomplete or inconsistent data before submission. This proactive step helps you avoid validation errors and compliance issues.

Build a Strong Audit Trail to document every step of your reporting process. Keep detailed records showing how data moves from your systems to the final TDR submission. Include information on who handles each step and when changes are made. This transparency simplifies troubleshooting and ensures smoother GSA reviews.

Resolve System Access Issues by following these steps:

• If your account is inactive, re-register it.
• For password problems, use the "need help signing in" option on the login page.
• If registration fails, confirm that your email address is listed in a contract field (e.g., Contract Administrator, IFF POC, or Authorized Negotiator). If it’s missing, contact your GSA Contracting Officer immediately.
• For ongoing issues, reach out to the helpdesk at 877-495-4849 or vendor.support@gsa.gov.

"The VSC Helpdesk provides technical support for the FAS SRP system: 877-495-4849 or vendor.support@gsa.gov."

Plan Reporting Ahead of Time to meet the monthly deadline. TDR data is due by the 15th of each month, so create a calendar to track deadlines, assign tasks, and allow extra time for data validation and corrections.

Train Your Team on TDR requirements and compliance rules. Make sure everyone understands how your internal data maps to TDR fields. Regular training sessions can help prevent errors and keep your team informed about updates to GSA policies.

Taking these proactive steps can help you avoid delays and keep your reporting process running smoothly.

Why TDR Participation Pays Off

TDR participation brings a level of pricing flexibility that can reshape how vendors handle federal contracts and adapt their pricing strategies. It builds on the ease of streamlined reporting to deliver even more advantages.

Key Advantages

One standout benefit of TDR is the exemption from CSP (Commercial Sales Practices) and PRC (Price Reductions Clause) requirements. This means vendors can adjust pricing as needed, adapt to market trends, and offer promotions without worrying about compliance issues.

Additionally, TDR allows vendors to manage federal and commercial pricing independently. This separation simplifies operations and enhances agility, empowering businesses to respond to market changes with greater control.

Comparing Pricing Flexibility: Before vs. After TDR

This side-by-side comparison underscores the newfound flexibility TDR offers. By participating, vendors can make smarter, faster decisions that align with market demands and seize opportunities as they arise.

Conclusion

The discussion above underscores how adopting Transactional Data Reporting (TDR) can transform federal contracting. By making TDR reporting a regular practice, contractors can move beyond mere compliance and turn it into a strategic asset. On average, contractors save 22 labor hours per contract annually through efficient TDR practices.

Key Takeaways

Success in TDR compliance hinges on having reliable data management systems and a well-prepared team that understands the monthly reporting requirements. This builds on earlier strategies like automating data collection and maintaining accuracy in reporting. Vendors who establish solid tracking mechanisms, streamline data collection, and perform regular internal audits are better positioned for sustained success in the federal marketplace.

Participating in TDR also unlocks access to Best-in-Class contract status, making vendors’ offerings more appealing to government agencies aiming to meet Spend Under Management goals.

As Stephen Ehikian, GSA Acting Administrator, put it:

"Expanding our use of Transactional Data Reporting will provide critical insights into pricing and procurement, ultimately ensuring taxpayer dollars are spent wisely."
– Stephen Ehikian, GSA Acting Administrator

Additionally, the elimination of the Price Reductions Clause and Commercial Sales Practices requirements reduces audit risks while offering valuable market insights.

With the General Services Administration (GSA) planning to extend TDR to all Special Item Numbers by fiscal year 2026, early adoption provides a clear competitive advantage. By investing in the right tools and training, vendors can minimize administrative challenges, gain pricing flexibility, and increase their contracting opportunities.

Embracing TDR today sets your business on a path for long-term growth and success in the federal contracting space.

FAQs

How can vendors prepare for mandatory TDR reporting by fiscal year 2026?

To prepare for the mandatory TDR reporting requirements set to take effect by FY26, vendors should begin by thoroughly reviewing the updated guidelines from GSA. This will clarify the expanded expectations for reporting. It’s also crucial to ensure your internal systems are equipped to accurately capture and manage transaction-level sales data. Additionally, make sure your team is well-acquainted with the FAS Sales Reporting Portal to streamline the process.

Identify which Special Item Numbers (SINs) are relevant to your contract and get ready to submit monthly sales reports. These reports should include essential details like sales amounts, prices, and quantities. Be proactive in addressing potential hurdles, such as maintaining data accuracy or resolving system access issues, to prevent any disruptions. Starting early will make the transition smoother and help you stay compliant with the new requirements.

How does TDR provide more pricing flexibility for GSA vendors compared to CSP and PRC requirements?

How TDR Enhances Pricing Flexibility for GSA Vendors

Transactional Data Reporting (TDR) introduces a more adaptable approach to pricing for GSA vendors by moving away from the rigid frameworks of the Commercial Sales Practices (CSP) and Price Reductions Clause (PRC). Traditionally, CSP and PRC required vendors to stick to fixed pricing models and submit quarterly disclosures – practices that often limited flexibility. With TDR, the focus shifts to monthly transactional data reporting, giving vendors the freedom to adjust their prices based on market trends, customer needs, and other dynamic factors, all without the risk of compliance issues.

This system not only reduces the administrative workload for vendors but also promotes more competitive pricing strategies. By reporting actual sales data, vendors can streamline the process and better align their pricing with current market demands, all while staying compliant with GSA’s guidelines.

What challenges do vendors face with TDR reporting, and how can they address them?

Vendors frequently face hurdles during TDR reporting, such as inaccurate data, missed deadlines, and system access issues. These problems can throw off compliance efforts and lead to delays that no one wants to deal with.

To minimize these challenges, start by keeping your sales data tidy and up-to-date – this helps cut down on errors. Use reminders or calendar alerts to ensure you never miss a monthly reporting deadline. If you’re having trouble accessing the system, double-check your login credentials ahead of time and reach out to support early to sidestep any last-minute headaches.

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• Ultimate Guide to GSA Compliance Standards
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