Pharmacy Spreadsheet Usage Information
Purpose:
MedAssets requires each vendor, selling products under a MedAssets’ agreement, to supply complete usage
information for all line items purchased by MedAssets members. This document details the reporting standards
for usage item data. Please forward this document to the director of your MIS Department.
Note: We are able to accept any version of Excel, as well as any spreadsheets saved as a comma delimited
file (“.CSV”).
For any questions, please contact:
MedAssets Quality Assurance Department
Email: MedAssetsQualityAssurance@medassets.com
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.
.
.
. REPORTING
INTRODUCTION TO VENDOR
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.
.
.
To better support our members, we require all of our vendors to provide MedAssets with complete, accurate,
timely and consistent reporting of member purchases. Please read the information contained in the following
pages very carefully, as it will help to guide you through the process of reporting your monthly sales data.
There are three primary factors involved in meeting “Reporting Compliance”:

Format: These files will be imported. We have standardized the format and layout.
o Please include all columns, in the designated order, even if they do not apply and do not
include additional ones.

Data: We are requesting specific information in order to track line item detail efficiently.
o If you are uncertain of how a certain field should be populated due to the nature of your
business, please do not hesitate to contact the MedAssets Quality Assurance Department.
o For fields in which no data is available/does not apply, please just leave it blank. Also, it is not
necessary to insert place-holders.
o Facility Identification
o Product Identification
o Invoice Information
o Sales Information
o Contract Identification
o Vendor Identification

Time: Monthly reports by the 15th of the following month.
o Any concerns about this requirement should be addressed with your MedAssets contract
negotiator.
o Please note that this does not affect your administrative fee payment schedule.
“True Up” Reports
”True Up” reports are required when your payment and reporting schedules differ. This report should be in the
same format as your monthly file, but only include any adjustments that impact that payment period.
Spreadsheet Format
Each row will be a new item. There can be up to 65,535 items.
Item Layout (Summary):
Column
A-N
Name
Used to Determine the Facility **See pages 3-5 for details**
A
Facility Name
B
Facility Address 1
C
Facility Address 2
D
Facility City
E
Facility State
F
Facility Zip Code
G
Facility HIN Number
H
Facility DEA Number
I
Wholesaler’s Name & Address **For Wholesaler Use Only**
J
Wholesaler’s DEA Number **For Wholesaler Use Only**
K
Manufacturer’s Code **For Wholesaler Use Only**
L-N
Leave Blank
Spreadsheet Format
Item Layout (Summary Continued):
Column
Name
1
O-AL Line Item Information **See pages 5-8 for details**
O
MedAssets’ Contract Number
P
Product Type Code
Q
Full Product Code
R
Invoice Date
S
Invoice Number
T
Quantity Shipped
U
Wholesaler Acquisition Cost **For Wholesaler Use Only**
V
Contract Price
W
Extended Amount
X
Manufacturer Name and Address
Y
Direct/Indirect
Z
Unit of Measure
AA
MedAssets’ Administrative Fee
AB
Wholesaler Name **For Manufacturer Use Only**
AC
Wholesaler Code **For Manufacturer Use Only**
AD
Manufacturer Internal Contract Number
AE
Wholesaler Internal Contract Number **For Wholesaler Use Only**
AF
Credit Flag
AG
Contract/Non-Contract/Other
AH
Price Before Mark-up **For Wholesaler Use Only**
AI
Internal Facility Account Number
AJ
Internal Item Number **For Wholesaler Use Only**
AK
Rebate Amount
AL
Facility GLN
2
Columns A-N
Facility Identification Detail
Purpose: To identify the facility
The usage is entered based on each facility (ship-to location). Having as much facility information as
possible assists us in identifying the correct facility.
Column A
Name: Facility Name
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: The name of the facility using the product.
Column B
Name: Facility Address 1
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: The main street address of the facility. P.O. Box information is unacceptable.
Column C
Name: Facility Address 2
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: An additional address line for the facility’s location, if applicable.
Column D
Name: Facility City
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: The name of the city where the facility is located.
Column E
Name: Facility State
Usage: Mandatory
Field Maximum: 2
Field Type: character
Description: The abbreviation of the state where the facility is located.
Column F
Name: Facility Zip Code
Usage: Mandatory
Field Maximum: 10
Field Type: character
Description: The zip code of the facility’s location.
3
Columns A-N
Facility Identification Detail (Continued)
Column G
Name: Facility HIN Number
Usage: Optional
Field Maximum: 10
Field Type: character
Description: The facility’s Health Industry Number if it’s available. This number can be found in your
MedAssets Membership List which is updated on a monthly basis and either sent to your company
Supplier Connect. (contact your MedAssets contract negotiator for details).
Have questions concerning our Membership? Can’t find a facility on your Membership List? You can
contact our Membership Department at membership@medassets.com .
Column H
Name: Facility DEA Number
Usage: Optional
Field Maximum: 10
Field Type: character
Description: The facility’s Drug Enforcement Agency number if it’s available. This number can also
be found in your MedAssets Membership List (see column G Description for details).
Column I
Name: Wholesaler’s Name and Address
Usage: Mandatory **For Wholesaler Use ONLY**
Field Maximum: 50
Field Type: character
Description: Please put your company name here.
Column J
Name: Wholesaler’s DEA Number
Usage: Optional **For Wholesaler Use ONLY**
Field Maximum: 10
Field Type: character
Description: Please enter your Drug Enforcement Agency Number if it’s available.
Column K
Name: Manufacturer’s Code
Usage: Mandatory **For Wholesaler Use ONLY**
Field Maximum: 15
Field Type: character
Description: A Manufacturer code used for cross-referencing would be helpful. It may be the LIC
code, DEA number, or even a unique vendor number.
Columns L-N
Name: Leave Blank
Usage: Mandatory
Field Maximum: 0
Field Type: blank
4
Columns O-AL
Line Item Information
Purpose: Record of a facility’s purchases.
The line item detailed information allows us to keep a history for each facility on their purchases from
the vendor.
Column O
Name: MedAssets Contract Number
Usage: Mandatory
Field Maximum: 7
Field Type: character
Description: This is the assigned MedAssets contract number. If the contract number is not available
to you, please contact your MedAssets contract negotiator.
Column P
Name: Product Type Code
Usage: Mandatory
Field Maximum: 1
Field Type: numeric
Description: This is a code that identifies what type of item number will be used in column Q. Please
use "0" for UPC, "3" for NDC, or "8" for HRI.
Column Q
Name: Full Product Code
Usage: Mandatory
Field Maximum: 15
Field Type: character
Description: The specified (full) product code. This could either be the Universal Product Codes
(UPCs), National Drug Code (NDC), or Health Related Item (HRI). For NDC numbers, please use the
following convention:
Labeler Code: Five numeric characters
Product Code: Four characters (can be alphanumeric)
Package Code: Two characters (can be alphanumeric)
ColumnR
Name: Invoice Date
Usage: Mandatory
Field Maximum: 8
Field Type: date, formatted as ‘YYYYMMDD’
Description: Indirect sales: The date of the invoice, as assigned by the Wholesaler.
Direct Sales: The date of invoice, as assigned by your company.
5
Columns O-AL
Line Item Information (Continued)
Column S
Name: Invoice Number
Usage: Mandatory
Field Maximum: 20
Field Type: character
Description: Indirect Sales: The invoice number as assigned by the Wholesaler.
Direct Sales: The invoice number as assigned by your company.
Column T
Name: Quantity Shipped
Usage: Mandatory
Field Maximum: 10
Field Type: numeric
Description: The number of units, defined in terms of the specific product.
Column U
Name: Wholesaler Acquisition Cost
Usage: Mandatory **For Wholesaler Use ONLY**
Field Maximum: 15 with 3 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: This is the published current cost to the Wholesaler on the invoice date of sale to the
facility.
ColumnV
Name: Contract Price
Usage: Mandatory
Field Maximum: 15 with 3 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: The bid price to the facility on the Invoice date of sale to the facility.
Column W
Name: Extended Amount
Usage: Mandatory
Field Maximum: 15 with 2 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: This is the total amount purchased for this item. It is calculated by multiplying ‘Quantity
Purchased’ with ‘Contract Price’
ColumnX
Name: Manufacturer Name and Address
Usage: Mandatory
Field Maximum: 100 Field Type: character
Description: This is the name of the Manufacturer and their address.
6
Columns O-AL
Line Item Information (Continued)
ColumnY
Name: Direct/Indirect
Usage: Mandatory
Field Maximum: 1
Field Type: character
Description: Enter “D” if the item was sold directly to the facility from the Manufacturer. Enter “I” if it
was sold indirectly, through a Wholesaler
Column Z
Name: Unit of Measure
Usage: Mandatory
Field Maximum: 2
Field Type: character
Description: This is the unit of measure description in which the item was purchased. Please note the
list of possible units of measure in Appendix A (page 9).
ColumnAA
Name: MedAssets Administrative Fees
Usage: Mandatory
Field Maximum: 13 with 2 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: The administrative fee paid to MedAssets . This is usually calculated by multiplying the
Extended Amount with the percentage agreed upon in your contract with MedAssets. This should be a
dollar amount, not a percentage.
ColumnAB
Name: Wholesaler Name
Usage: Mandatory **For Manufacturer Use ONLY, if the sale is indirect**
Field Maximum: 50
Field Type: character
Description: If the item is sold through a Wholesaler (Column Y would be ‘I’ for Indirect), the
Wholesaler name must be provided.
ColumnAC
Name: Wholesaler Code
Usage: Mandatory **For Manufacturer Use ONLY, if the sale is indirect**
Field Maximum: 50
Field Type: character
Description: If the item is sold through a wholesaler, (Column Y would be ‘I’ for Indirect), the
Wholesaler code must be provided. It may be the LIC code or DEA number, or even a unique vendor
number.
ColumnAD
Name: Manufacturer’s Internal Contract Number
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: This is the code that the manufacturer uses internally to identify the contract between
their company and MedAssets. Manufacturers: if you use the same number that you typed in
Column O, please enter it here as well.
7
Columns O-AL
Line Item Information (Continued)
ColumnAE
Name: Wholesaler Internal Contract Number
Usage: Mandatory **For Wholesaler Use ONLY**
Field Maximum: 20
Field Type: character
Description: This is the number you assign internally to identify the contract between your company
and MedAssets. If you use the same number that you typed in Column O, please enter it here as well.
ColumnAF
Name: Credit Flag
Usage: Mandatory **If sale reported is a credit**
Field Maximum: 2
Field Type: character
Description: Only fill this column if the sale is a credit (please use “CR” to denote this). If the sale is
not a credit, you can simply leave it blank. (Basically, if the "Extended Amount" in column W is less
than zero, this column should be filled in.)
ColumnAG
Name: Contract/Non-Contract/Other
Usage: Mandatory
Field Maximum: 1
Field Type: character
Description: This column should be marked “C”, "N" or "O" respectively, to identify if the item
purchased was covered on the manufacturer’s contract with MedAssets, not on any contract, or on
some other contract besides the one between the manufacturer and MedAssets.
ColumnAH
Name: Price Before Mark-up
Usage: Mandatory **For Wholesaler Use ONLY**
Field Maximum: 9 with 3 decimal places (include “.” & “-“ when applicable)
Description: This is the price of the item before mark-up or discount.
ColumnAI
Name: Internal Facility Account Number
Usage: Mandatory
Field Maximum: 20
Field Type: character
Description: This is the vendor assigned “Member Account Number”.
8
Field Type: numeric
Columns O-AL
Line Item Information (Continued)
ColumnAJ
Name: Internal Item Number
Usage: Mandatory **For Wholesaler Use ONLY**
Field Maximum: 20
Field Type: character
Description: The “Internal Item Number” is used to identify items sold through a wholesaler when it
differs from the Manufacturer’s item number.
ColumnAK
Name: Rebate Amount
Usage: Mandatory **Rebate Contracts Only**
Field Maximum: 13 with 2 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: The rebate amount to be paid. This should be a dollar amount, not a percentage.
ColumnAL
Name: Facility GLN
Usage: Mandatory
Field Maximum: 13
Field Type: character
Description: The facility’s Global Locator Number. The GLN is a 13 digit number assigned by GS1, to
uniquely identify any legal, functional or physical entity. This number can also be found in your
MedAssets Membership List.
9
Unit of Measure Code Values
01
ACTUAL POUNDS
03
SECONDS
04
SMALL SPRAY
10
GROUP
12
PACKET
15
STICK
59
PARTS PER MILLION
60
PERCENT WEIGHT
61
PARTS PER BILLION
77
MIL
AB
BULK PACK
AS
ASSORTMENT
AY
ASSEMBLY
BA
BALE
BC
BUCKET
BD
BUNDLE
BG
BAG
BH
BRUSH
BI
BAR
BJ
BAND
BK
BOOK
BM
BOLT
BN
BULK
BO
BOTTLE
BR
BARREL
BS
BASKET
BT
BELT
BU
BUSHEL
BX
BOX
BY
BRITISH THERMAL UNIT (BTU)
C3
CENTILITER
C4
CARLOAD
C6
CELL
C8
CUBIC DECIMETER
CA
CASE
CC
CUBIC CENTIMETER
CD
CARAT
CE
CENTIGRADE, CELSIUS
CF
CUBIC FEET
CG
CARD
CH
CONTAINER
CI
CUBIC INCHES
CJ
CONE
CK
CONNECTOR
CL
CYLINDER
CM
CENTIMETER
10
CN
CAN
CO
CUBIC METERS (NET)
CP
CRATE
CQ
CARTRIDGE
CR
CUBIC METER
CS
CASSETTE
CT
CARTON
CU
CUP
CV
COVER
CW
HUNDRED POUNDS (CWT)
CX
COIL
CY
CUBIC YARD
CZ
COMBO
DA
DAYS
DC
DISK (DISC)
DD
DEGREE
DE
DEAL
DF
DRAM
DG
DECIGRAM
DI
DISPENSER
DJ
DECAGRAM
DL
DECILITER
DM
DECIMETER
DO
DOLLARS, U.S.
DP
DOZEN PAIR
DR
DRUM
DS
DISPLAY
DZ
DOZEN
E5
INCHES, FRACTION-ACTUAL
E9
ENGLISH, (FEET, INCHES)
EA
EACH
ED
INCHES, DECIMAL-NOMINAL
EF
INCHES, FRACTION-NOMINAL
EM
INCHES, DECIMAL-MINIMUM
EP
ELEVEN PACK
EV
ENVELOPE
EX
FEET, INCHES AND FRACTION
EY
FEET, INCHES AND DECIMAL
EZ
FEET AND DECIMAL
FA
FAHRENHEIT
FO
FLUID OUNCE
FP
POUNDS PER SQ. FT.
FT
FOOT
GA
GALLON
GG
GREAT GROSS (DOZEN GROSS)
GH
HALF GALLON
GI
IMPERIAL GALLONS
GL
GRAMS PER LITER
GR
GRAM
GS
GROSS
HC
HUNDRED COUNT
HD
HALF DOZEN
11
HI
HUNDRED SHEETS
HJ
HORSEPOWER
HK
HUNDRED KILOGRAMS
HR
HOURS
HT
HALF HOUR
HU
HUNDRED
HZ
HERTZ
IC
COUNTS PER INCH
IM
IMPRESSIONS
IN
INCH
IT
COUNTS PER CENTIMETER
JO
JOINT
JR
JAR
JU
JUG
KA
CAKE
KE
KEG
KG
KILOGRAM
KH
KILOWATT HOUR
KT
KIT
KV
KELVIN
LA
POUNDS PER CUBIC INCH
LB
POUND
LE
LITE
LH
LABOR HOURS
LJ
LARGE SPRAY
LK
LINK
LN
LENGTH
LO
LOT
LP
LIQUID POUNDS
LR
LAYER(S)
LS
LUMP SUM
LT
LITER
M1
MILLIGRAMS PER LITER
M3
MAT
M5
MICROCURIE
MC
MICROGRAM
ME
MILLIGRAM
MH
MICRONS
MI
METRIC
MJ
MINUTES
MK
MILLIGRAMS PER SQ. INCH
ML
MILLILITER
MM
MILLIMETER
MO
MONTHS
MP
METRIC TON
MR
METER
MS
SQUARE MILLIMETER
MU
MILLICURIE
MX
MIXED
NB
BARGE
NC
CAR
NL
LOAD
12
NT
TRAILER
OA
PANEL
OP
TWO PACK
OT
OVERTIME HOURS
P1
PERCENT
P3
THREE PACK
P4
FOUR PACK
P5
FIVE PACK
P6
SIX PACK
P7
SEVEN PACK
P8
EIGHT PACK
P9
NINE PACK
PA
PAIL
PC
PIECE
PD
PAD
PF
PALLET (LIFT)
PG
POUND GROSS
PH
PACK (PAK)
PK
PACKAGE
PP
PLATE
PR
PAIR
PS
POUNDS PER SQ. INCH
PT
PINT
PV
HALF PINT
PX
PINT, IMPERIAL
Q1
QUARTER (TIME)
QT
QUART
QU
QUART, IMPERIAL
RA
RACK
RD
ROD
RE
REEL
RG
RING
RL
ROLL
RM
REAM
RO
ROUND
RU
RUN
S2
SECONDS (TIME)
SC
SQUARE CENTIMETER
SE
SECTION
SF
SQUARE FOOT
SG
SEGMENT
SH
SHEET
SI
SQUARE INCH
SJ
SACK
SL
SLEEVE
SM
SQUARE METER
SO
SPOOL
SP
SHELF PACKAGE
SR
STRIP
ST
SET
SV
SKID
SW
SKEIN
13
SX
SHIPMENT
SY
SQUARE YARD
TB
TUBE
TC
TRUCKLOAD
TE
TOTE
TH
THOUSAND
TK
TANK
TP
TEN PACK
TW
THOUSAND SHEETS
TY
TRAY
UN
UNIT
VI
VIAL
VT
VOLTAGE
WH
WHEEL
WK
WEEK
WR
WRAP
WT
WATTAGE
YD
YARD
YR
YEARS
Data Element 355 Code Values, Ver. 003. Rel. 010
HIBCC Convention for Electronic Data Interchange,
14