PART I: The PCARSS Flat File Template: (1) header

This is the Inventory Schedule with column headers – this is an example for a prime contractor with property onsite. Template can be found at DCMA eTools CBT

Tips

  • Column #1: Header “IS” for Inventory Schedule
  • Column #2: The first five digits of the cage code and the remaining number indicate control number assigned by the contractor
    (column #2 should match column #2 on the List of Assets sheet)
  • Column #3: The contract number should not contain the dash ( - ) symbol
  • Column #5: Codes are * = BOA/BPA, 0 = Lease (zero, not capital O), A = Fixed Price Redetermination, J = Firm Fixed Price, K = Firm Fixed Price w/econ prcadj, L = Fixed Price Incentive, M = Fixed Price Award Fee, R = Cost Plus Award Fee, S = Cost Contract, T = Cost Sharing, U = Cost Plus Fixed Fee, V = Cost Plus Incentive Fee, Y = Time & Materials, Z = Labor Hours
  • Column #21: Delivery order (i.e., 0020, 0021, 028, etc.)
  • Column #33: Required field ( Y or N)
  • Column #37: Should use alternate inventory schedule numbers if the subcontractor has their own schedule reference number or, if you are the subcontractor and want to use your schedule reference number.

The PCARSS Flat File Template: (2) list of assets

This is an example header page of the listed assets

Tips:

  • Column #1: Indicates Line Item (LI)
  • Column #2: Has the first five digits of the cage code and the remaining number indicate control number assigned by the contractor;
    (column #2 should match column #2 on the header sheet)
  • Column #3: Line item number (must be four numerical digits)
  • Column #5: Contractor Acquired (CA) or Government Furnished (GF)
  • Column #6: Condition code (see list of options – must be capitalized letters)
  • Column #7: Property Classification (see list of options – must be capitalized letters)
  • Column #9: No commas, no $ signs, must be in a simple numeric format (19.63, 102225.00, 2568.00, etc.)
  • Column #10: Unit of measure (see list of options – must be capitalized letters)
  • Column #15: E if cost is estimated
  • Column #23: System will search for NSN
  • Column #30: Federal Supply Class (see list of options and required for anything other than scrap “SS”)
  • Column #32: Contractor ID number; (company assigned property tag number)

PART II: Creating the Flat File

Getting started you will be using Microsoft Notepad and you will want to have your Excel Flat File template opened as you are going to copy and paste from your schedule into Notepad.

Detailed Steps

  1. Open Notepad and open the flat file template to the IS Layout tab
  2. Copy and paste the information from the IS Layout tab into Notepad

  3. Copy and paste the information from the LI Layout tabinto the same Notepad document

  4. Highlight and copy the area between the IS and the schedule reference number

  5. Copy the highlighted blank space (Ctrl C)
  6. Open the replace window (Ctrl H)

  7. Paste the blank space into the “Find what:” box (Ctrl V)
  8. Place the | symbol into the “Replace with:” box. The | symbol is found on the \ key and requires “shift \” to get | symbol

NOTE – basically “spaces” are pasted into the “Find what:” box which will look like the example below – the line is just the cursor

  1. Click “Replace All”
  2. Go to the top of the Notepad file and type the cage code, the PLCO initials, followed by the |symbol

Adding Unique Item Identification (UII)

If applicable, following the data posted from the LI Layout, you can identify the line items which have UIIs. ONLY include the line items with UII numbers in the UII Layout tab (In the example below, only Line Items 0001, 0004 & 0005 have UII). Steps 4 thru 9 would still apply for formatting.

  1. Save the file – save as XXXXX title, save as type TEXT DOCUMENTS (*.txt)
  1. Close file

Note: If you need to reopen the file – remember to open with Notepad or it may automatically open in Word depending on your default program settings.

PART III: Uploading the Flat File to PCARSS

  1. Go to and log in
  2. Click on the Plant Clearance Automated Reutilization Screening System (PCARSS) 3.2
  3. Click “Upload Flat File” (you can either upload from this “Home” window or upload from the “My Work” screen

You will click the “Browse” button and locate your file, select your file, then you will click “Upload” file.

NOTE REGARDING ERRORS: The initial upload is checking for file formatting errors; once submitted it will review and determine if there are any errors in the file itself. If it is accepted it will show “Loaded. (seeDRAFT)” in the Results field as it appears above.

  • Finally, you may have errors that are detected immediately when you try to upload to PCARSS. Thiswill require you to correct the error in flat file ormodify your spreadsheet and repeat the flat file creation.
  • If it gets accepted it should like like the picture above resulting in a “submitted” status.
  • It is not an immediate upload as the system uploads files on the quarter hour. Once the file has been accepted the systemsearches for additional errors. You will need to go back and check the status to see if the files have actually been accepted – see picture above “Loaded (see DRAFT)”/“PROCESSED”.
  • If there are problems with the file it will give you an error that reads “See Error Report”. Cick on the hyperlink and it will tell you what you need to fix. Fix the errors and then you will repeat the save and upload steps – just really depends on type and quanity of errors. Common errors: Not including header, lower case table values (e.g A4 vs a4), or incorrect formatting of cost (e.g. dollar sign or commas).
  • Once the file has been processed you will see the results as “Loaded. (see DRAFT)” – you can either click on the hot link “DRAFT” or you can go under the draft tab and find you file if it was successfully processed. Once there you will need to open up that inventory schedule, review it for accuracy and make sure all required information is there. Then follow the steps of “submitting” your inventory schedule to the PLCO.

Often times there is a conflict with having “multiple NSNs” – if there is, you will see the word “fix”.Click on the “fix” and select the correct NSN or select “None” if it is not applicable. Note: Not all fixes require an NSN and those that are populated may not be correct.