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GSA TDR monthly close checklist: from sales export to authorized submission

A reliable TDR cycle starts before the upload screen. The contractor needs a repeatable way to define the reporting population, reconcile the month, handle unusual transactions and preserve the evidence used by the authorized POC.

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Use this as an operational checklist, not a substitute for authoritative instructions or qualified professional advice. Confirm the current requirement and your organization’s responsibility before relying on any step.

1. Freeze the reporting period

Record the month, contracts and SINs in scope. Keep a snapshot of the source export and document any late adjustments that will be handled in a later period.

2. Confirm the field map

Do not rely on memory. Maintain a controlled map from accounting or order-system fields to the current reporting fields, including dates, identifiers, quantities, prices, credits and zero-sales logic.

3. Reconcile the population

Tie reportable rows and totals to the source ledger. Investigate duplicates, voids, returns, credits, missing contract identifiers and transactions posted near the month boundary.

4. Resolve exceptions before formatting

A clean spreadsheet is not evidence of a correct population. Route commercial and contract questions to the responsible person and record the decision.

5. Validate the upload draft

Check required fields, types, date formats, numeric values, row counts and totals. Preserve the exact draft that was reviewed.

6. Separate preparation from certification

The contractor’s authorized POC should access SRP, review the packet, upload and certify. Preparation support should not require the POC’s MFA credentials.

7. Retain a monthly evidence packet

Store the source hash, mapping version, exception register, reconciliation, upload draft, submission result and any later correction.

Release test

Before the artifact is released, ask four questions: Can every material value be traced to a source? Are unresolved facts still visible? Was the exact release candidate rechecked? Does the final claim stay inside the evidence?

Questions teams ask

Primary references

GSA — Transactional Data ReportingAcquisition.gov — GSAR 552.238-80 Alternate I

Need the controlled packet, not only the checklist?

Saxum converts customer-controlled source data into a reviewed upload draft, exception register, reconciliation and signed control packet. The contractor’s authorized POC remains responsible for portal access and certification.

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