How to Submit Sales Reports in the Vendor Report Management System
Welcome to the Operational Services Division's overview of sales reporting in the Vendor Report Management System, also known as VRM.
If you're an awarded Massachusetts Statewide Contract vendor, VRM is your one-stop place to submit quarterly sales reports, report diverse expenditures, and manage administration fee payments.
In this video, we'll walk through:
- Choosing the right reporting method
- Entering or uploading sales data
- Submitting a zero sales report
- Adding diverse expenditures
- Avoiding common errors
- Finding additional help and resources
This video is organized into chapters, so you can return to the section you need at any time.
Choosing Your Sales Reporting Method
There are three ways to complete your quarterly sales reporting in VRM.
First, you can enter sales manually. This is the recommended option if you have 20 sales transactions or fewer.
Second, you can upload sales data using the Contract Sales Reporting Template. This is usually the best option if you have a larger number of transactions.
Third, if you had no Statewide Contract sales during the reporting period, you must still submit a zero sales report.
Manually Entering Sales Data
To begin, sign in to VRM and go to your dashboard.
Find the report with the status Pending Submission and open it.
If you have 20 sales entries or fewer, manual entry is usually the fastest method.
From the sales report, select View/Add Sales Details.
On the Report Details tab, select Add Record Manually.
The Add Detail Record window will open. Enter the required information for your first sales record.
When you save a record, you'll see three options:
- Save
- Save and New Copy Details
- Save and New Blank
If you're entering several similar sales records, Save and New Copy Details can save time.
One of the most important fields in VRM is the Purchasing Entity Name.
After you save a record, VRM may alert you if the name needs review. If the system updates the name to one recognized by the Commonwealth, review it carefully.
If it's correct, select Resave.
If it's not correct, enter a better Purchasing Entity Name or request an exception.
Use clear, specific organization names, such as a department, municipality, school district, or sheriff's office.
Avoid generic labels and acronyms like "Commonwealth of MA," "DPW," "Executive Department," or simply "School."
Also, do not include individual names, addresses, or phone numbers.
After you've entered and saved your final sales record, return to the sales report.
If you need to report diverse expenditures for the Supplier Diversity Program, you'll do that next.
If you don't have diverse expenditures to report, select Submit Report.
Complete the required fields, acknowledge the certification checkboxes, and submit the report.
VRM will display a confirmation message when your report has been submitted successfully.
Uploading Sales Data
If you have more than 20 sales entries, uploading a sales template is usually the better option.
This process has four parts:
- Download the template
- Complete it correctly
- Review any issues
- Transfer the data into VRM
From the sales report, select View/Add Sales Details.
On the Report Details tab, select Upload Sales Data, then select Download Data Template.
Your contract template may include:
- A cover sheet with instructions
- A data sheet for entering sales
- An Accepted Values sheet
Do not change worksheet names, column names, or formatting. Always use the template exactly as provided.
Before uploading, follow these best practices:
- Download a fresh template each quarter.
- Save it to your computer before editing.
- Do not change worksheet or column names.
- Do not change date or number formatting.
- When pasting data, use Paste Values.
- Double-check your calculations.
- Make sure Purchasing Entity Names are clear and specific.
After completing the template, return to VRM.
In the Upload Data File section, select Choose File, locate your completed template, and upload it.
During the upload process, VRM performs two validation checks.
Step 2 checks the file structure. If you receive an error here, the template structure has likely been changed. The easiest fix is usually to download a fresh template and move your data into it.
Step 3 validates the data itself, including accepted values, date formats, and calculations.
If issues are found, you can download an error report to review them.
The most common issues involve the Purchasing Entity Name and the Unit of Measure.
Remember, the Unit of Measure describes how an item is measured, such as:
- Per item
- Per pound
- Per job
- Per contract
It is not the same as quantity.
Correct all errors and carefully review any alerts before continuing.
At the end of the upload process, choose whether to Append or Clear.
If the uploaded file contains all of your quarterly sales records, select Clear.
If you're adding another file to records already uploaded this quarter, select Append.
Then select Transfer Data to complete the upload.
VRM will display a confirmation message when the import is complete.
Submitting a Zero Sales Report
If you had no Statewide Contract sales during the quarter, you're still required to submit a sales report.
Open the report with the status Pending Submission.
On the Sales Report tab, select Submit Report.
Complete the requested information, acknowledge the certification checkboxes, and submit the report.
Once confirmed, VRM will display a submission message.
Your quarterly sales reporting requirement is now complete.
Remember, you may still need to report diverse expenditures even if your quarterly sales were zero.
Adding Diverse Expenditures
Most Statewide Contract vendors are also required to report spending with certified diverse businesses as part of their Supplier Diversity Program commitment.
From the Sales Report Information window, select View/Add Diverse Expenditures.
Then select Get Diverse Firm from Database.
Search for the business using a Tax ID, business name, or other search criteria. Tax ID is usually the best option.
Once you've found the correct business, select it, enter the expenditure details for the reporting period, and save your entry.
If you can't find the business, broaden your search before adding a new vendor.
Only create a new vendor if you're confident the business is not already in the system and you have accurate information.
If VRM displays a duplicate warning or similar match, stop and review it carefully before creating a new record.
If necessary, request an exception and include the appropriate certification information.
Returned and Past Due Reports
If a sales report is returned, review the comments, make the necessary updates, save your changes, and resubmit the report.
Returned and past due reports are both visible on your dashboard, so it's important to review report statuses regularly.
If a report becomes past due, access may be locked.
In that case, select Request Extension to send a request to your Category Manager, or contact your Category Manager directly for assistance.
Sales Reporting Best Practices
Here are a few best practices to help you avoid delays.
- Check VendorWeb to confirm you have all invoices for the quarter.
- Keep your VRM contact information up to date.
- Use clear, specific Purchasing Entity Names.
- Avoid acronyms and vague entries.
- Do not include personal names, addresses, or phone numbers.
- Contact the OSD Help Desk if you need technical assistance.
Submitting Administration Fees
Vendors also use VRM to manage administration fee payments.
After your quarterly sales report is accepted, VRM sends an email notifying you that your invoice is available.
Locate the outstanding invoice on your dashboard and select Pay Invoice.
VRM will direct you to the secure Encor payment system, where you can pay by credit or debit card.
Please note that a convenience fee applies to card payments.
While your payment is processing, the invoice status will display as Pending.
In some cases, an administration fee deferral or adjustment may be appropriate.
For example, a deferral may apply if payment from the buyer has not yet been received.
An adjustment may apply when a prompt payment discount reduces the amount actually paid to the vendor.
These requests are submitted through VRM and reviewed by OSD.
For detailed instructions, refer to the Deferral and Adjustment Requests Job Aid.
Vendor Report Management Resources
OSD offers several resources to help vendors complete quarterly reporting.
Visit mass.gov/osd, then navigate to Sell to the State and Resources for Awarded Statewide Contract Vendors.
There you'll find:
- Vendor Report Management FAQs
- Job Aids
- Administration Fee FAQs
- Additional VRM resources in the Resource Center after logging in
If you have technical questions, contact the OSD Help Desk.
For contract-specific reporting questions, contact your Category Manager.
Thanks for watching.