Overview
When you sign an agreement to become an Avendra supplier, you have a responsibility to report spend from Avendra customers in a timely manner, and in one of the standard formats. Data must be submitted electronically within the reporting frequency established in your contract.
There are two options for submitting data: Excel spreadsheets via our Spend Upload Portal (The portal is here: My Avendra Partner Portal) or text files via FTP (File Transfer Protocol): FTP Instructions
NOTE: If you try downloading any of the following Excel files and you are prompted to enter a username and password, just click CANCEL and the file will open. This is a minor error we are working to resolve.
Excel Option
Excel spreadsheets may be submitted in either .xlsx (Excel 2007 and later) or .xls (Excel 2003 and earlier) formats. Official Microsoft support for Excel 2003 ended in April 2014; Avendra therefore recommends using .xlsx files. The files at the links below are in .xlsx format. Please contact us if you require the earlier versions.
There are three versions of our Excel formats, described in the table below. Please use the STANDARD instructions unless you have been specifically directed otherwise.
STANDARD submissions are described here: Excel Standard Parameters
A sample data file is here: Excel Standard Sample
Please do not use the sample file as a template. Use the Excel Standard Template instead: Excel Standard Template
Master Food Distributors who report via Excel must also provide an additional file to support the GTIN (Global Trade Item Number) initiative. The GTIN template is here: GTIN Excel Template
Text Option
Text file submissions consist of three separate files containing customer information, item information, and usage information.
Master Food distributors must include a fourth file to support the GTIN (Global Trade Item Number) initiative.
Standard text submissions are described here: Standard Text Parameters
Some suppliers may be directed to use the following PRODUCE instructions. Do not use them unless you have been specifically directed to do so.
PRODUCE submissions are described here: Excel Produce Parameters
A sample data file is here: Excel Produce Sample
Please do not use the sample file as a template. Use the Excel Produce Template instead: Excel Produce Template
Some suppliers may be directed to use the following SHORT instructions. Do not use them unless you have been specifically directed to do so.
SHORT submissions are described here: Excel Short Parameters
A sample data file is here: Excel Short Sample
Please do not use the sample file as a template. Use the Excel Short Template instead: Excel Short Template
Additional Guidance
Both submission methods require specific values in some fields. The file linked below has the required values for Country Codes, Currency Codes, Quantity Indicators, and Weight Shipped Indicators.
This is an HTML table: Code and Indicator Values
This is the same information, in an Excel spreadsheet for downloading: Code and Indicator Spreadsheet
Contact Information
Do you have questions? Please contact us:
Alan M. Dionne
Manager, Supplier Compliance Reporting & Item Quality Assurance
301-825-0168
alan.dionne@avendra.com