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Customers are always requesting that we add more photos to GSA Advantage since photos make identification of products so much easier. Photos may be submitted via SIP or EDI. All photos must be in a .gif or .jpg format, must be no larger than 1MB, and the photo filename must not exceed 80 characters. Also, do not use special characters in the filename. Please note that photos submitted that are not linked to a specific product will be deleted after approximately 90 days. For the list of Schedules/SINs that require photos please review the following link on the VSC website: Schedules SIN|MOL|Photo|UPC. These require that at least one photo be submitted with the catalog submission.

  • SIP Vendors:
    Vendors using the SIP software may submit photos with your products via the photo tool within the software. Please note that one photo may be used for multiple products. For detailed SIP instructions please review the following document: SIP Photo Guidelines
  • EDI Vendors:
    Solution 1: Vendors using EDI may upload/ftp photos to GSA using the Photo Upload Tool located on the VSC website (https://vsc.gsa.gov/fss/adv_uploadtl_login.cfm). Solution 2: An alternative solution is provided for the EDI vendors to better automate their upload process. EDI vendors will sftp their zipped photo files to their established sftp mailbox, using the naming structure 'contractnumber_photos.zip'. The .zip file will also contain an 'email.txt' file containing ONLY the email address of the person submitting the photo file. Any validation errors will be emailed back to the email address provided in the .txt file. Please contact the EDI Helpdesk on 703-605-9444 to establish an sftp mailbox. For detailed EDI instructions please review the following document: EDI Photo Guidelines

Submit a product URL containing a photo and/or other product information: You may also indicate a web site address (URL) for each product if you wish. If your company maintains a web site that contains pictures and/or other information on your products, you may indicate those specific web site addresses with your catalog submission. Products on GSA Advantage! having a web site address, as provided by the vendor, will have direct links to that vendor's web site address. In order to improve the use of this link, GSA will create a new and prominent link on the product's detail page whenever a vendor has submitted a product level URL. Clicking on the link will open up a new browser showing the page as directed by the URL submitted.

Policy on submission of embedded HTML
There are specific guidelines regarding embedded HTML within product descriptions that will take effect once we allow for the submission of photos. Vendors have begun submitting HTML tags within the product description (EDI vendors using the PID segment) which when displayed in a browser, provides photos and other links to product information. There is some concern over the affect this embedded HTML has or will have within GSA Advantage! should this practice be expanded without some controls or procedures. Embedded HTML can create a number of problems related to page presentation, file validation, and order generation. HTML embedded in the description can conflict with the page's dynamic HTML and can alter or distort GSA Advantage! search results, detail and configuration web pages. Further, GSA will be required to validate descriptions for all incoming 832 catalog records which will significantly increase file processing time for all vendors. As a result, vendors will no longer be permitted to submit HTML within the product description PID segment or any other field not designated for this purpose.

GSA acknowledges that the additional information provided via vendor HTML is a benefit to our ordering customers. As a result we would like to accomplish this via the photo and URL submission processes mentioned above.