GSA Sales Reporting in Excel: What the Spreadsheet Has to Get Right

David Gul · Last updated October 22, 2026

ExcelGurus is not affiliated with, endorsed by, or acting for the U.S. General Services Administration (GSA). This guide describes GSA’s published instructions as of MAS TDR User Guide v2.0 (September 2026), as read on October 22, 2026; GSA updates them, so check its current pages before you report. It is not legal or tax advice.

A spreadsheet for GSA Sales Reporting has to end in GSA’s own Excel template, downloaded from SRP that month, with the month’s rows on its MAS Data sheet as values only: no added tabs, formulas or macros, and no change to its formatting, column names or column order. Every required services column is filled and the product columns are left empty. Codes such as units, SINs and Treasury agency codes are typed exactly as SRP lists them and kept as text. Quantity and price carry two decimals, and each total is exactly the quantity times the price, rounded to the cent. The reporting period is not in the file: you choose it in SRP when you upload. EG TDR Reporter, an Excel workbook for Windows, prepares and checks the file this way from your accounting export; the points below hold whether you build the sheet yourself or use it.

Start from GSA’s template, every month

The template is linked on the SRP home page as FAS SRP Excel Template, and inside SRP under Report Data, Download Template. GSA’s Help with TDR page asks you to download the most current template each time you report and to check each time that it has not changed. SRP’s Data Reporting Options page still calls it a template you can download and reuse; follow the Help page. The Help page adds that a field that does not appear in SRP is not one you have to report.

As read on October 22, 2026, the template is version 4.2 (its first line says last updated 06/24/2026) and has these sheets:

• Reporting Instructions, which sends you to SRP’s MAS File Upload Instructions for the steps and lists what not to do.
• MAS Data, where Multiple Award Schedule sales go: 18 columns, A to R, ten of them marked with an asterisk.
• GWAC-MAC Data, for GWAC and MAC contracts, which a MAS report leaves alone.

The data cells of MAS Data come formatted as Text, which matters for the codes below.

What GSA does not allow in the template

The template’s instructions sheet and SRP’s upload instructions give the same list:

• Do not add tabs.
• Do not change the formatting, including the column names on the data tabs.
• Do not add formulas or macros.
• Do not change the column order.
• Do not leave any mandatory column for products or services blank.

To bring rows in from another sheet, SRP’s upload instructions say to paste values only (Ctrl+Shift+V), so the source’s cell formats do not come along. The same page recommends =ROUND((G2*J2),2) if you work out the total with a formula, while the template says not to add formulas. Both are met when the arithmetic happens in your own working sheet and the results are pasted into the template as values.

The columns a services row fills

SRP’s upload instructions list the required columns for services: contract number, order number, description, unit, quantity, SIN, unit price, total price and non-federal entity. Federal customer, UCID and cloud service type are filled when they apply. Every other column stays empty on a services row, Order Date included: the template stars it, and SRP’s instructions require it for products but say not to enter anything in it when reporting services. For the manufacturer columns of a labor row they add “with no added spaces”, so clear stray spaces too. Column by column, with each value’s rule, is in How to prepare your monthly upload file.

Where Excel gets in the way

Rounding can move a total a cent or more away from the invoice when your books carry a rate or hours to more than two decimals. Check those rows before you upload.

From your accounting export to rows

SRP’s Data Reporting Options page describes two ways to fill the template: typing the rows in, or exporting your sales from your accounting system into it. An export is not a TDR month yet:

• Rows. Hourly labor is one row per labor category on each order, with the month’s hours and the hourly rate; a fixed price order is reported as invoiced.
• Names. Without a UCID, the description is the labor category title exactly as on your GSA price list, so map your accounting system’s names to those titles once, in a lookup table.
• What belongs. Only sales under your MAS contract and the BPAs under it. Sales under other commercial or government contracts stay out, and so do open market items.
• Several contracts. One file can hold several contracts, with the contract number on every line, as long as all of them are for the same reporting period.

SRP also takes a CSV file, and larger reporters can use an API or EDI; this guide is about the Excel template.

Saving and uploading the file

• Save the filled copy as an .xlsx file, the template’s own type, under a name that tells you the contract and month; SRP leaves the name to you. A file can be up to 100 MB, about 1,000,000 rows.
• In SRP, choose Report Data, File Upload, then the reporting period. The month is chosen there, because the file does not carry it.
• Keep every file you upload. A correction later goes through Adjust Data and replaces the whole month, so you will want the complete month to start from.

With EG TDR Reporter

EG TDR Reporter reads any accounting system’s export of invoice lines in CSV or Excel, and was built around the layouts of QuickBooks Online’s Sales by Product/Service Detail and QuickBooks Desktop’s Sales by Item Detail reports. Title rows, subtotals and the grand total are skipped, the rows read are checked against the file’s own total, and the column layout is saved for next month. To make the GSA file, you choose the blank template you downloaded from SRP that month: it finds the columns by their headings, writes values only into MAS Data, reads them back and compares them, and saves a new file named for the contract, the month and the day, never over an existing one. The template you downloaded is not changed. If a column it needs is missing, or GSA marks a new column as required, it stops and tells you instead of making the file.

Sources

GSA’s own pages, as read on October 22, 2026. They change; the current versions are the ones that count.

• GSA, Help with Transactional Data Reporting (www.gsa.gov), last updated Oct 8, 2026
• SRP user guide, MAS File Upload Instructions (srp.fas.gsa.gov), What NOT to Do, pasting values, Total Price Paid, the field limits
• SRP user guide, Report Data by File Upload (srp.fas.gsa.gov)
• SRP user guide, Data Reporting Options (srp.fas.gsa.gov)
• SRP user guide, Adjust Data by File Upload (srp.fas.gsa.gov)
• FAS Sales Reporting Portal (SRP), where the Excel template is linked (srp.fas.gsa.gov), template version 4.2
• SRP user guide, MAS Tables (units of measure, non-federal entity and federal customer codes) (srp.fas.gsa.gov)
• SRP FAQs (srp.fas.gsa.gov), System FAQ 12, open market items
• GSA, Multiple Award Schedule TDR User Guide, Version 2.0 (PDF) (www.gsa.gov), updated September 2026: Tables 4.1, 5.4 and 5.5

More in this series: How to Prepare Your Monthly GSA Sales Reporting (TDR) Upload File · Why SRP Rejects a TDR Upload File, and How to Fix Each Cause · GSA SRP: Form Entry, Excel Upload or CSV, and Keeping Your Access · All GSA Sales Reporting guides