There are two intended uses of the FAQ. First, this document will support the FPDS help desk in assisting users. In addition, the finalized FAQ will be available on the website to decrease the amount of calls to the help desk. Each subject includes topics a user could potentially have difficulty with when navigating the system.
I can’t get to the FPDS site.
Make sure you are entering in the address“https://www.fpds.gov,” and not “https://www.fpds.gov.” The “s “is needed after “http” in order to locate the site.
Why can’t I log in?
Make sure you are registered. If you are not registered, this is why you cannot log in. Please register and try again.
I registered but now I cannot log in, what is wrong?
Make sure you have the correct login name. Make sure your password casing is correct. Try the forgotten password function. If the problem persists, contact your System Administrator to ensure that you are enabled. The System Administrator can help you manually change your password.
Why am I having trouble registering?
Please visit the Registration section of the homepage for FPDS-NG for any questions you have in regards to registering.
What is the registration process?
For registering as a system administrator, make sure you have the appropriate forms sent to you to fill out. If you are a regular government user, you need to contact your System Administrator.
How do I register for System Administration Training?
Please visit www.fpds.gov. From here you can register.
What does the Validate function do?
The Validate function checks data against the business rules and checks for completeness of the required fields.
Why is the Validate function grayed out?
In order to Validate, you must have a specific privilege. If this option is grayed out, you have insufficient privileges. Contact your System Administrator to make sure you have both the “Validate” and the “isComplete” privilege. Both are necessary to Validate.
Does validating save?
No. This is a common misconception. You need to save your document in addition to validating.
Do I have to comply with PIID Validation Rules?
Only DoD users must comply at this time.
Why am I getting an error when I Validate?
If you click “Validate” but get an error message regarding authentication, please contact the System Administrator who gave you privileges in order to get the "isComplete" privilege for the document type in question. If another error message occurs, it is related to your document and the message should direct you to the fields causing the problem.
Why can’t I Save?
You need to check your privileges. Contact your System Administrator if you should have the privilege to Save and you do not.
Why do I get error messages on Save?
In order to successfully complete a Save, certain fields (PIID, date, amounts, etc.) cannot contain errors or when you attempt to Save you will receive an error message.
I have Saved my document, but I cannot find it. Where is it?
Certain fields (NAICS, PSC, date, etc.) cause documents to go to ERROR status if non-existent values are entered. These documents can be found in your Error Inbox or by an Advanced Search for status “Errored Out.”
What does the Approve function do?
Approving a document marks a document as “Final” if it has all mandatory data and if the data passes validation.
Why is the Approve function grayed out?
Approving can only be performed on a “DRAFT” document. Once the document is Saved, the “Approve” button will become available if you have the Approve privilege.
Why is the Modify function grayed out?
Only “FINAL” documents can be Modified. The “Modify” button is only available to users with the Modify privilege.
Why can’t I Modify a migrated document?
This is due to errors with the amount fields. This is a known issue and is being worked on.
What is the Correct function used for?
The Correct function is used for fixing data entry mistakes.
Why is the Correct function grayed out?
Only “FINAL” documents can be corrected. The “Correct” button is only available to users with the Correct privilege.
What does the Void function do?
The Void function clears the data from a document and sets the status as “VOID” which prevents the PIID from being used again.
Why is the Void function grayed out?
You have insufficient privileges to perform this task. Contact your System Administrator if you feel you should have these privileges.
Why am I getting an error message when I Void?
Base documents (Mod #0) and IDVs that are referenced by other documents cannot be voided.
What does the Delete function do?
The Delete function removes a document from the database.
Why is the Delete function grayed out?
Only the FPDS-NG System Administrator can delete the “FINAL” documents. “DRAFT” documents can be deleted if you have the Delete privilege.
Why am I getting an error message when I Delete?
Base documents (Mod #0) and IDVs that are referenced by other documents cannot be deleted.
What is a Wildcard?
This function allows you to use partial/incomplete search criteria. Most searches append a wildcard to the end of criteria. A wildcard is represented by the “%” symbol.
How do I use a %?
Use a % sign as a placeholder. The wildcard works when placed anywhere within the sequence. Please note that the wildcard will be appended to the entry automatically at the end of the sequence. For example, if you are looking for “abcd” and cannot remember the entire sequence, you may enter “%bc.”
Why can’t I find pre-FY04 data?
The PIID derivation scheme for migrated documents from FPDC system is as follows:
For IDVs, it is the contract number.
For Awards, it is a combination of the following, in the same order:
1. Contracting Office code
2. Action Date (format “YYYYMM”)
3. Contract Action Type (A,B,C,D)
4. Order Number (if it exists)
5. Contract Number.
EXAMPLE: If you knew the following data:
Contracting Office code: 01234
Action Date: July 2002
Contract Action Type: BPA Call
Order Number (If it exists): 000153
Contract Number: 0123456789
Your PIID in the current system would be: 01234200207A0001530123456789
Why can’t I find data from FY04 or later?
Check your inboxes. Also, try an Advanced Search. Certain fields (NAICS, PSC, date, etc.) cause documents to go to ERROR status if non-existent values are entered. These documents can be found in your Error Inbox or by an Advanced Search for status “Errored Out.”
Why can’t I find a migrated award?
Please call the help desk. They will provide you with the formula for creating the PIID for a migrated document.
Why can’t I find the code I am looking for?
Whether it is a Country, Place, Department, Agency, NAICS or PSC code, perform a code search. You can lookup the code and push the ellipses button and this gives you a screen where you can enter partial information which will return a list. If you do all this and still cannot find the code, it might not be in the system. Recheck to ensure you have entered the correct data. Contact the Help Desk for further assistance.
Why can’t I find the office I am looking for?
Perform a government office or contracting office code search and lookup code. If not present, your Agency System Administrator needs to create it.
Why can’t I change a Contracting Office?
Only Agency System Administrators can set the Contracting Office. Contracting Office System Administrators cannot change the Contracting Office.
Why can’t I change an Agency?
At this time, all users are created under the same Agency as their System Administrator. This cannot be changed.
What does “disabling a user” do?
It prevents a user from logging in from that date forward. Users are not deleted if they are disabled.
What does “enable” a user do?
It allows the user to Log in. You can set a future date or leave blank.
How do I find a user?
You need the privilege to Find. If you have this privilege, click Search. On this screen, you will see your own data by default. Click Clear, enter the new criteria, and hit Search. If the user does not show up, add a start date well before they were entered to find disabled users.
Why can’t I access Location functions?
These functions are only available to FPDS-NG System Administrators.
Why can’t I access Organization functions?
Agencies and Departments are only available to FPDS System Administrators. Contracting Office and Government Office are only available to FPDS System Administrator and Agency-level System Administrators.
Why can’t I access Service Classifications functions?
These functions are only available to FPDS-NG System Administrators.
How can I reduce load time?
You can reduce load time by narrowing results with specific criteria.
I am a Government User-do I have to pay for a report?
No. There is no charge for government users although the icon says “Buy Reports.”
Why can’t I create a report?
This function is not yet implemented.
How can I submit batch data?
Batch data can be submitted three ways- FTP, HTTP, or E-mail.
Where can I get the format for batch data?
This format is available at www.fpds.gov under Downloads. Follow the link for “Batch File for Data Submissions.”