The Government e-Marketplace (GeM) has revolutionised public procurement in India by digitising transactions between government buyers and private sellers. This report provides a granular examination of the operational workflows for both sellers and buyers on the platform, leveraging insights from GeM’s official documentation, user manuals, and procurement guidelines. The analysis identifies critical process nodes, compliance requirements, and optimization opportunities to enhance transactional efficiency and platform adoption.
Seller registration on GeM begins with validating organisational legitimacy through Aadhaar-linked mobile numbers or PAN verification[1][4][7]. Proprietorships, partnerships, LLPs, and companies must submit entity-specific documents such as GST certificates, incorporation proofs, and bank account details during the primary user creation phase. The Primary Seller account holder gains privileges to create secondary users with role-based access controls, ensuring segregation of duties between catalog management, order processing, and financial operations[7][8].
A critical post-registration step involves completing the Seller Profile through the "My Profile" dashboard, which mandates declarations of manufacturing capabilities, quality certifications, and warehouse locations[1][6]. Sellers must also undergo Vendor Assessment, a due diligence process where GeM verifies their financial stability, production capacity, and compliance history. This assessment directly influences the seller’s visibility in search results and eligibility for high-value tenders[6][8].
GeM categorises products into six quadrants, restricting certain items to Original Equipment Manufacturers (OEMs) while allowing resellers in others[5][6]. For example, Quadrant 4 permits both OEMs and authorised resellers, whereas Quadrant 6 reserves ODOP (One District One Product) categories exclusively for manufacturers. Sellers must adhere to Mandatory Technical Specifications during catalog creation, including ISO certifications, test reports, and safety standards relevant to their product category[6][8].
The platform enforces Dynamic Pricing Rules, requiring sellers to offer a minimum 10% discount on MRP while prohibiting them from undercutting GeM prices on other platforms[8]. A pharmaceutical seller, for instance, must list drug batches with expiry dates and upload CDSCO approvals, ensuring buyers can filter products using compliance parameters[6].
Upon winning a bid, sellers receive automated purchase orders through the Order Fulfillment Tab, triggering a 72-hour window to confirm acceptance[1][4]. GeM’s logistics module integrates with third-party transporters, allowing sellers to generate LRPs (Logistic Resource Providers) and track consignments in real time. For perishable goods, sellers must coordinate with GeM-affiliated cold chain providers and update temperature logs accessible to consignees[4][8].
The Provisional Receipt Certificate (PRC) mechanism requires sellers to upload proof of delivery—such as signed delivery challans or e-way bills—within seven days of dispatch[4][8]. Delays in PRC submission incur penalty points, affecting the seller’s platform rating and future bid eligibility.
GeM guarantees payment within 10 days of Consignee Receipt and Acceptance Certificate (CRAC) generation, processed through PFMS or direct bank transfers[4][8]. However, sellers frequently encounter delays due to mismatched invoice-GSTIN details or consignee disputes. The platform’s Incident Management System allows sellers to escalate unresolved issues after 15 days, triggering GeM-administered arbitration[6][8]. A common pitfall involves sellers failing to reconcile TDS deductions with contract values, necessitating manual intervention through the Payment Discrepancy Portal[8].
Government buyers initiate access by registering a Primary User—typically a Deputy Secretary or equivalent officer—who authenticates via Aadhaar-eSign and assigns roles (Buyer, Consignee, DDO) to secondary users[6][10]. The Primary User must validate the organization’s budget codes and expenditure limits through the Sanction Order Upload module, linking procurement activities to approved fiscal allocations[8][10].
A hierarchical Approval Matrix governs high-value purchases: