How to Upload and Manage Products on GeM Portal

If you are a seller planning to reach government buyers, here’s what you need to know about how to upload a new product in the GeM Portal -

Step 1: Register on the GeM Portal

Before you can upload even a single product, you need to be registered as a seller on GeM. Start by visiting the official GeM website and clicking on the “Register Now” option. You will be asked to enter basic business details such as your Permanent Account Number (PAN), Goods and Services Tax (GST) information, and firm details.
Once you submit these, you will need to verify your mobile number and email address. After the verification is complete, you will have access to the seller dashboard.

Step 2: Log In to Your GeM Seller Account

After the registration is complete, you can log in using the credentials you created. This takes you to your seller dashboard. From here, you will be able to manage your catalogue, track orders, update prices, and handle all product-related activity.

Step 3: Complete Your Business Information

Before adding any new products, you have to complete your seller profile set-up. This includes uploading mandatory documents such as PAN, Goods and Services Tax Identification Number (GSTIN), bank details, and any other business-related information requested on the portal. If your profile is incomplete, the system may not allow you to proceed with product uploads.

Step 4: Add Products to Your Catalogue

Once your profile is in order, you can move on to adding products. From the seller dashboard, you can go to the “Catalogue” section and select the option to add a new product. This is where your actual listing journey begins.
The GeM portal works on a catalogue-based structure. While you upload products one by one, all your approved products together form your catalogue. You can think of this catalogue as your official storefront that government buyers see when they search for products.

Step 5: Provide Basic Product Information

At this stage, you will need to enter essential details about your product. This includes selecting the correct product category and sub-category, entering the product name, model number, Stock Keeping Unit (SKU) ID, and Harmonised System of Nomenclature (HSN) code.

You will also be asked to specify the quantity available. This information helps government buyers understand whether you can meet their requirements.

Step 6: Set The Product Price Carefully

Pricing on GeM works slightly differently compared to regular marketplaces. The GeM Portal product price list includes two types of prices: the Maximum Retail Price (MRP) and the offered price.

The offered price has to be at least 10% lower than the MRP. For example, if your product’s MRP is ₹100, your GeM offered price should be ₹90 or less.

Step 7: Add Detailed Product Specifications

Depending on the type and category of product, you may need to mention size, dimensions, colour, material, weight, grade, application, or quality standards. These details allow buyers to compare multiple products. The more precise you are here, the fewer clarification requests you will receive from buyers later.

Step 8: Upload Product Images As Per GeM Guidelines

Product images are one of the most critical parts of your listing. GeM has strict rules that all sellers need to follow in this regard.

You must upload at least three images of the product, each taken from a different angle. The product should be photographed alone, without any packaging, on a plain white background, and placed centrally in the frame.

Keep in mind that even minor deviations from these rules can lead to rejection.

Photography Instructions

Each image should show only one product and must not include cartons, boxes, or any external material. The product must be captured from three different angles to give the buyer a clear view.

Technical Image Requirements

Images must be in JPG or PNG format and should not exceed 30 KB in size. Distorted or blurred images are not accepted. You cannot upload diagrams, sketches, or pictures containing brand logos, text, watermarks, or any form of identification. Edited images, such as those with product names written over them, are also strictly prohibited.

Step 9: Review, Save, And Publish The Product

Once all details are entered and images are uploaded, take time to review everything carefully. Check for spelling errors, incorrect pricing, or any other missing or incorrect information. After reviewing the listing, click on “Save.” Next, go through the terms and conditions, and then select “Publish.”

Your product will now be sent for review by the GeM team.

Step 10: Await Product Approval

After submission, your listing goes through a verification process conducted by GeM administrators. This step may take some time, so patience is essential. If everything meets the guidelines, your product will be approved and made visible to buyers on the portal.

Step 11: Manage And Update Your Listings

Once approved, your work does not end there. You can monitor your listings, modify specifications, update prices, and do a lot more directly from your seller account.

Now that you know how to list products on the GeM Portal and your products are uploaded and live, you will start receiving purchase orders directly through the system. You can check them by logging in to your GeM seller account using your credentials. Here are the steps you can follow:

View A Purchase Order

Go to the “Orders” section on the dashboard. All purchase orders received from government buyers will be visible here. Click on any purchase order to open it and see the complete details. After reviewing the order, you will have two options. You can either accept it or reject it. The decision should be taken only after carefully checking whether you can fulfil the order as mentioned.

Accepting A Purchase Order

Before accepting, you must take time to go through the purchase order properly. Check the quantity mentioned, delivery timeline, product specifications, and the price quoted. Once you are confident that the order can be completed as required, you can proceed to accept it.

After clicking on “Accept,” select “View Details.” You will then need to enter the consignment details and tax information in the purchase order. Completing these details will move you to the next stage, which is invoice generation.

Rejecting A Purchase Order

You can choose to reject a purchase order if you feel it is not suitable for you. This may be because of several reasons, such as the product ordered does not match your supply capacity or other issues. In such cases, you can select the “Reject” option and close the order from your end.

While listing products on the GeM portal, there are a few important points you should always keep in mind.

Direct Purchase Rules On GeM

Even though buyers can place direct purchase orders on GeM, this option is available only when certain conditions are met. Products or services with a value of up to ₹25,000 can be purchased directly, provided they meet the required quality standards, specifications, and other defined criteria. As a seller, you should ensure your listing clearly matches these requirements to avoid issues later.

Write Clear And Effective Product Descriptions

Your product description plays a major role in helping buyers understand what you are offering. Use keywords that buyers would use to search for products. Additionally, avoid stuffing the description with technical jargon. It is also important to keep the language simple and easy to understand so there is no confusion about the product features or usage.

Use High-Quality Product Images

Images matter just as much as descriptions. Upload good-quality photographs that clearly show your product. Make sure the photos are taken from different angles so buyers get a complete view.

Be Aware Of Applicable GeM Charges

While GeM does not charge any fee at the time of seller registration, there are other charges and fees that apply based on the orders you receive through the portal. It is important to be aware of these costs so you can price your products correctly and avoid surprises later.

Original Equipment Manufacturers (OEMs) And Authorised Reseller Restrictions

For certain GeM-specified products, only OEMs or authorised resellers are allowed to sell on the portal. If your product falls under this category, make sure your authorisation details are in order before listing.

Requirement Of A Digital Signature Certificate

You will also need a Class 3 Digital Signature Certificate (DSC) to operate smoothly on the GeM portal. Without a valid DSC, completing certain actions on the portal may not be possible.

Now that you understand how to add a product on the GeM portal, you can go ahead and start listing your offerings. Keep the key points discussed above in mind and make sure you follow the prescribed guidelines and rules at every step. The clearer and more accurate your product listings are, the easier it becomes for buyers to place orders with you.

While uploading and managing products is important, it is equally essential to think beyond just listings. You also need to ensure your business is protected against unforeseen situations so that you can fulfil orders on time without disruptions. This is where business insurance for small businesses can be helpful.

Our TATA AIG office insurance, a customisable and affordable commercial insurance policy, can help protect your office space and business operations against a range of unplanned events like theft, vandalism, fire, burglary and natural disasters, which could otherwise affect your finances adversely.

Browse through our range of commercial insurance plans and enjoy greater peace of mind as you grow your business on the GeM Platform.