Required Fields for Needs and Offers

  • Last Updated: March 27, 2025
  • Published: February 27, 2020

Requirements are different for needs and offers, since offers are always made for items that are in-hand, and needs are often more flexible.

  1. Document Title
    This is required for both needs and offers. The title should be as complete as possible, but partial titles are accepted
     
  2. Classification Type and Document Number
    This is required for both needs and offers. You can include full classification numbers or stems. Note that matches are made on the complete document number as entered. When only the stem is used, it will only match another record where only the stem is used. This could cause matches with different items, so using the full document number will yield the best results.
     
  3. Does this item contain multiple pieces?
    This is required for offers only. If you select yes, a Multiple Pieces Note field will open up so you can describe the items in more detail.
     
  4. Publication Date
    This is required for both needs and offers. If an offer is less than five years old, remember to add a note You can enter a full date (month, day, year), month and year, or just the year. An option for “I don’t have a Date” is also available if you are unsure of the publication date. Only the publication start date is required. Publication end dates should be used when inputting a range of items.
     
  5. Format
    This is required for both needs and offers. However, if you are entering a Need, you can select multiple formats.
     
  6. Postage reimbursement (enter Yes, No, or Sometimes)
    Remember, this is for the person submitting the offer or need – will YOU pay postage? The latest spreadsheet template and input form also includes a Postage reimbursement notes field which is NOT required). See the latest shipping list templates here: https://fdlp.gov/instruction/fdlp-exchange 
     
  7. Condition
    This is required for offers only. You can click on See Definitions for explanation of condition parameters to help you determine conditions. While not required for needs, more than one condition can be selected for them.
     
  8. Remember to consult the Data Dictionary if you are uploading a spreadsheet. This will help ensure that you are using language that the system will accept.

Please contact us via askGPO for further assistance.