Header fields
Document ID YCS (columns 1 to 3), action code, item number, NSN, part number or special item number, report office and contract number, and contract end date.
GSA1639
Contract Item Data File Maintenance
- Agency
- GSA
- Revision
- Rev. 12/1996
- Fillable fields
- 169
- Pages
- 2
- Official source
- GSA form page
- Checked
- October 20, 2026
GSA Form 1639: Contract Item Data File Maintenance (YCS)
GSA Form 1639, Contract Item Data File Maintenance (YCS), is a General Services Administration form, Rev. 12/1996 (printed REV. 12-96). The footer says it is prescribed by FSS P 2901.9, the authority GSA's page lists, and GSA hosts it in its forms library. GSA's listing titles it without (YCS).
The two-page form is a data entry sheet laid out in numbered card columns. The front starts with the document ID YCS, action code, item number, NSN, part number or special item number, report office and contract number, and contract end date, then card codes 31, 32, 33, 34 and 61 for stock item packaging and quantities, contract prices and Zone/SDF columns, taxes and delivery terms, discount terms, and supplier and parallel contracting data. The back holds description lines for card codes 01 to 28 and a second header with document ID 222 and action code D. Boxes at the top record who prepared it and who entered it, with dates.
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What's on GSA Form 1639
Card 31: stock items
Contract begin date, MOP code, S/NS indicator and allocation required; under Required for Stock Items, unit per pack and units per intermediate pack, shipping container and pallet; then minimum and maximum quantity each line, MSDS and POP.
Card 32: prices and zones
Price decimal code, contract price, price break level and quantity, thirteen Zone/SDF columns and a supplemental action box in column 80.
Card 33: charges and delivery
Excise tax or other charges, tax or other charge code, FOB code, inspection days, ship or delivery code, days ARO/ARN, ARO/ARN code, percent quantity variation, monthly supply potential, note code and flat charges.
Cards 34 and 61: discounts and supplier
Inspection code and discount terms (two percent and days pairs, then net days), then supplier or inspection point (DUNS), purchase order address mail code, multiple contract indicator and parallel contracting fields.
Back: descriptions
Description lines for card codes 01 to 28 (columns 38 to 61), and a second header row with document ID 222 and action code D.
How to complete GSA Form 1639
- 1
Complete the header
Enter the action code, item number, NSN, part number or special item number, the report office and contract number after the printed F, and the contract end date as year and day.
- 2
Add stock item data on card 31
Enter the contract begin date and codes. The packaging fields sit under the heading Required for Stock Items.
- 3
Enter prices on card 32
Enter the price decimal code, contract price, any price break level and quantity, and the Zone/SDF values.
- 4
Fill cards 33, 34 and 61
Enter charges, delivery terms, discount terms and supplier data in the numbered columns.
- 5
Check the starred fields
The form says the fields marked with an asterisk must be compatible (same as YCT). They are inspection days, days ARO/ARN, ARO/ARN code, inspection code and one parallel contracting field.
- 6
Record who prepared and entered it
Fill in the Prepared By and Entered By boxes, each with a date.
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Use and what the form says
Where it goes
The PDF prints no address or routing. Its Prepared By and Entered By boxes are the only record of who handled it.
Authority
The footer says Prescribed by FSS P 2901.9, the authority GSA's page also lists.
Column numbers
Each field shows its column positions in parentheses, such as (1-3) for the document ID and (36-37) for the card code.
What the form leaves out
Beyond the note on starred fields it prints no instructions or code lists, and it has no signature line, OMB number or privacy statement.
Related forms
Who fills out GSA Form 1639?
The form does not name an office. It has Prepared By and Entered By boxes instead of a signature line, and its fields name these parties.
Official sources and the blank
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Questions about Form GSA1639
Who issues GSA Form 1639?
It is a General Services Administration form. The footer says it is prescribed by FSS P 2901.9, and GSA hosts it in its forms library.
Who fills out GSA Form 1639?
The form does not name an office. It has Prepared By and Entered By boxes, each with a date, and no signature line.
What do the numbers in parentheses mean?
Each field prints its column positions, for example (1-3) for the document ID and (80) for supplemental action. The form gives no other explanation.
Which fields does the starred note cover?
The form says the starred fields must be compatible (same as YCT): inspection days, days ARO/ARN, ARO/ARN code, inspection code and one parallel contracting field.
Does GSA Form 1639 explain its codes?
No. Codes such as MOP, S/NS, SDF, ARO/ARN, MSDS and POP are printed as labels without definitions or code lists.
Why does the title differ from GSA's listing?
The PDF prints Contract Item Data File Maintenance (YCS), while GSA's listing leaves off (YCS). This page uses the title printed on the form.