Materials Management, Laboratory or Dietary
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 need all of our vendors to provide us with more 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

Data: We are requesting specific information in order to track line item detail efficiently.
o
o
o
o
o
o
o
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
Please include all columns, in this order, even if they do not apply and do not include any
additional ones.
If you are unsure of how a certain field should be populated because of the nature of your
business, please do not hesitate to contact the MedAssets Quality Assurance Department.
For any field in which no data is available/does not apply, please just leave it blank. Also, it is
not necessary to insert place-holders.
Facility Identification
Product Identification
Invoice Information
Sales Information
Contract Identification
Vendor Identification
Time: Report your sales in a consistent manner based on your contract terms.
o
Any concerns about this requirement should be addressed with your MedAssets contract
negotiator.
“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-J
Name
Used to Determine the Facility **See pages 3 & 4 for details**
A
Facility Name
B
Facility City
C
Facility State
D
Facility Zip Code
E
Facility Address 1
F
Facility Address 2
G
MedAssets Facility Number
H
Vendor’s Internal Facility Number
I
Facility DEA Number
J
Facility HIN Number
K-AM Line Item Information **See pages 5-9 for details**
K
PLC Code (Product Line Code) **if applicable**
L
Product Code/Item Number
M
Product Description
N
UPN Number
O
Unit of Measure
Spreadsheet Format
Item Layout (Summary Continued):
Column
Name
1
K-AM Line Item Information (Continued) **See pages 5-9 for details**
P
Unit of Measure Quantity
Q
Quantity Purchased
R
Contract Price
S
Purchased Price
T
Extended Amount
U
Invoice Number
V
Invoice Date
W
Direct/Indirect
X
Contract/Non-Contract/Other
Y
MedAssets Administrative Fees
Z
MedAssets Contract Number
AA
Manufacturer Name
AB
Manufacturer Code **For Distributor Use Only**
AC
Manufacturer Item Number **For Distributor Use Only**
AD
Manufacturer UPN Number **For Distributor Use Only**
AE
Distributor Name
AF
Distributor Code **For Manufacturer Use Only**
AG
Vendor’s Internal Contract Number
AH
Credit Flag
AI
(Leave Blank)
AJ
(Leave Blank)
AK
Rebate Amount
AL
Purchase Order Number
AM
Facility GLN
2
Columns A-J
Facility Identification Detail
Purpose: To identify the facility
The usage is entered based on each facility (bill-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 City
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: The name of the city where the facility is located.
Column C
Name: Facility State
Usage: Mandatory
Field Maximum: 2
Field Type: character
Description: The abbreviation of the state where the facility is located.
Column D
Name: Facility Zip Code
Usage: Mandatory
Field Maximum: 20
Field Type: character
Description: The zip code of the facility’s location.
Column E
Name: Facility Address 1
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: The main street address of the facility.
Column F
Name: Facility Address 2
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: An additional address line for the facility’s location, if applicable.
3
Columns A-J
Facility Identification Detail (Continued)
Column G
Name: MedAssets Facility Number
Usage: Optional
Field Maximum: 5
Field Type: numeric
Description: The number assigned to the facility by MedAssets. This number can be found in your
MedAssets Membership List, which is updated on a monthly basis and either sent to your company via
email or hardcopy, or it can be downloaded if you participate in Vendor Net (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 or 1-800-950-4722 (ask for the
Membership Department).
Column H
Name: Vendor’s Internal Facility Number
Usage: Mandatory
Field Maximum: 25
Field Type: character
Description: These are the numbers your company assigns internally to identify each facility (bill-to
location) within your system (i.e.: account number, facility ID or location number, vendor number).
Column I
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 J
Name: Facility HIN Number
Usage: Mandatory
Field Maximum: 10
Field Type: character
Description: The facility’s Health Industry Number if it’s available. This number can also be found in
your MedAssets Membership List (see column G Description for details).
4
Columns K-AM
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 K
Name: PLC Code (Product Line Code)
Usage: Mandatory **ONLY if your contract with MedAssets is set up using PLC codes.**
Field Maximum: 2
Field Type: character
Description: If your MedAssets contract is set up to use PLC codes, please contact your MedAssets
contract negotiator for the current list.
The PLC codes are used in a contract to separate catalog items that have the same requirements,
such as different distributor markups or different tier requirements for pricing. These codes are
assigned by MedAssets at the time the line items for your contract are loaded into CDQuick. Below are
a couple of examples:
PLC CODE: A (Description is Casting Products)
PLC CODE: B (Description is Electrodes)
Column L
Name: Product Code/Item Number
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: The product code is the vendor’s item or catalog number. If your company provides a
service to our Members, this would be the service code.
Column M
Name: Product Description
Usage: Mandatory
Field Maximum: 200
Field Type: character
Description: This is the description of the item or catalog number. If your company provides a service
to our Members, please include a description of the service provided.
Column N
Name: UPN Number
Usage: Mandatory **ONLY if your company assigns UPNs**
Field Maximum: 40
Field Type: character
Description: This is the Universal Product Number for the item number purchased. This field should
be used for UPNs only.
5
Columns K-AM
Line Item Information (Continued)
Column O
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. The UOM listed
should correspond with the Contract Price listed in column R. Please note the list of possible units of
measure in Appendix A (page 10).
Column P
Name: Unit of Measure Quantity
Usage: Mandatory
Field Maximum: 13 with 4 decimal places
Field Type: numeric
Description: The quantity of the Unit of Measure description in Column O. For example, if the code
in column O is for a box, column P describes the number of items within the box. For items sold in the
UOM of “EA” for Each, this quantity would be "1."
An example: Manufacturing Co. X sells stethoscopes and thermometers directly (not indirectly,
through distributors). The stethoscopes are sold in boxes of 5 and the thermometers are each
sold one at a time. If they sold 15 boxes of stethoscopes and 28 thermometers, here is an
example of what this area of Manufacturing Co. X's spreadsheet might look like:
L
M
N
O
P
Q
R
S
T
Product Product
UPN Unit of Unit of Measure Quantity Contract Purchased Extended
Code Description Number Measure
Quantity
Purchased Price
Price
Amount
123
456
stethoscope
thermometer
BX
EA
5
1
15
28
9.00
4.00
9.60
4.40
144.00
123.00
Column Q
Name: Quantity Purchased
Usage: Mandatory
Field Maximum: 13 with 4 decimal places
Field Type: numeric
Description: The total quantity purchased for a particular item.
ColumnR
Name: Contract Price
Usage: Mandatory
Field Maximum: 11 with 3 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: The price of the item as agreed upon in the Manufacturer’s contract with MedAssets at
the time of purchase (the price before any mark-ups or discounts).
6
Columns K-AM
Line Item Information (Continued)
Column S
Name: Purchased Price
Usage: Mandatory
Field Maximum: 11 with 3 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: The price the facility actually paid for the item, including markup or discount.
Column T
Name: Extended Amount
Usage: Mandatory
Field Maximum: 13 with 3 decimal places (include “.” & “-“ when applicable)
Field Type: numeric
Description: This is the total amount purchased for this item. This can usually be calculated by
multiplying ”Quantity Purchased” with ”Purchased Price.”
Column U
Name: Invoice Number
Usage: Mandatory
Field Maximum: 20
Field Type: character
Description: Indirect Sales: The invoice number as assigned by the Distributor.
Direct Sales: The invoice number as assigned by your company.
ColumnV
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 Distributor.
Direct Sales: The date of the invoice, as assigned by your company.
Column W
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 Distributor.
ColumnX
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.
7
Columns K-AM
Line Item Information (Continued)
ColumnY
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.
Column Z
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.
ColumnAA
Name: Manufacturer’s Name
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: Manufacturers or Service Providers please provide your company name.
Distributors please provide the Manufacturer’s name for each item sold.
ColumnAB
Name: Manufacturer Code
Usage: Mandatory **For Distributor Use ONLY**
Field Maximum: 15
Field Type: character
Description: These are the codes you assign internally to identify each manufacturer in your system.
It may be the LIC code, HIN number, or even a unique vendor number.
ColumnAC
Name: Manufacturer Item Number
Usage: Mandatory **For Distributor Use ONLY**
Field Maximum: 25
Field Type: character
Description: This is the product code/item number assigned by the Manufacturer that corresponds to
item number referenced in Column L.
ColumnAD
Name: Manufacturer’s UPN Number
Usage: Mandatory **For Distributor Use ONLY**
Field Maximum: 40
Field Type: character
Description: If assigned by the Manufacturer, please provide the Manufacturer’s Universal Product
Number for the item purchased.
8
Columns K-AM
Line Item Information (Continued)
ColumnAE
Name: Distributor Name
Usage: Mandatory
Field Maximum: 50
Field Type: character
Description: Manufacturers: if the item was purchased through a Distributor (Column W would be ‘I’
for Indirect), the Distributor name must be provided.
Distributors: please provide your company name.
ColumnAF
Name: Distributor Code
Usage: Mandatory **ONLY if the vendor reporting is a Manufacturer and the sale is Indirect.**
Field Maximum: 40
Field Type: character
Description: For each item purchased through a Distributor (Column W would be “I” for Indirect),
please provide the code you assign internally to identify the Distributor named in column AE. It may be
the LIC code, HIN number, UPN number, or even a unique vendor number.
ColumnAG
Name: Vendor’s Internal Contract Number
Usage: Mandatory
Field Maximum: 40
Field Type: character
Description: Manufacturers: this is the number you assign internally to identify the contract between
your company and MedAssets. (If you use the same number that you entered in column Z, please
enter that number here as well.) Distributors: This should be the number that your Manufacturers use
internally to identify the contract on which the item was purchased.
ColumnAH
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/return (please use “CR” to denote this). If the
sale is not a credit/return, you can simply leave it blank. (Basically, if the "Extended Amount" in column
T is less than zero, this column should be filled in.)
ColumnAI (LeaveBlank)
ColumnAJ (LeaveBlank)
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.
9
Columns K-AM
Line Item Information (Continued)
ColumnAL
Name: Purchase Order Number
Usage: Mandatory **Capital Equipment Purchases Only**
Field Maximum: 20
Field Type: character
Description: The reference number assigned to the purchase order.
ColumnAM
Name: Facility GLN
Usage: Mandatory
Field Maximum: 13
Field Type: character
Description: The facility’s Global Locator Number if it’s available. 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.
10
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
11
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
12
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
13
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
14
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, May 1992
15