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G-Invoicing


Frequently Asked Questions

The New G-Invoicing Initiative

Is Treasury mandating G-Invoicing?

As G-Invoicing is developed and implemented, its use will be required by all agencies.  Fiscal Service will require agencies to use G-Invoicing under the authority of 31 U.S.C. 3512(b) and 3513.

Is IPAC going away?

G-Invoicing will be the front-end application for users to originate IGT buy/sell transactions.  IPAC will still be operating in the background as the application for the settlement of funds between federal agencies, transacting non buy/sell activity, reporting transactions to CARS, and researching certain transaction inquiries.  However, G-Invoicing will manage the processing and approval of agreements, orders, and invoices.  Process changes will be focused “upstream” on agreements, data elements, orders, and approvals in order to leverage the capabilities of G-Invoicing.

When are Agencies required to change?

In 2016, we will look to implement a government-wide roll-out strategy.  The enhancement of business practices to comply with new policy requires sufficient time for planning and execution.  As analysis is completed and implementation strategies are formalized, stakeholder engagement will continue to occur and be expanded upon as necessary to ensure that all customers are kept apprised of guidance.

Will there be an overlap period?  Is Treasury expecting Agencies to use two systems?

If agencies onboard to G-Invoicing during the GT&C Release (Release 2.1) and the Order Release (Release 2.2), they may complete GT&C and Orders within G-Invoicing.  However, they will still need to use the IPAC system in order to manually enter bills, or manually upload bulk files, to exchange funds with their trading partners.

Once agencies are onboarded during the Invoice Release (Release 2.3), they can complete all GT&Cs, Orders, and Invoices within G-Invoicing, and will then be required to only use G-Invoicing to complete payments. Using one system to complete payments will eliminate scenarios in which payments are double-billed.

When an agency fully implements the G-Invoicing solution, all documentation and trading will be completed within G-Invoicing. Agencies will only login to IPAC to retrieve transaction data for reconciliations, and to save historical transaction data.

What does this mean for my existing Trading Partner Agreements

Existing trading partner agreements (TPA) and open orders with outstanding balances will be converted (either manually or via bulk file upload) into G-Invoicing's General Terms and Conditions (GT&C) and Order sections.  When an agency transitions to the new G-Invoicing solution, they will initiate the same transactions they do today in IPAC, but in a new format. The other agency in the TPA does not need to be using G-Invoicing for an agency to transition over.

How will this be mandated?  Will there be a policy?   How will Treasury enforce this?

In December 2016, Fiscal Service published TFM Bulletin 2017-03, Government Invoicing (G-Invoicing) Initiative and Implementation.  In this bulletin, Fiscal Service affirmed that as G-Invoicing is developed and implemented, its use will be required by all agencies.  Fiscal Service will require agencies to use G-Invoicing under the authority of 31 U.S.C. 3512(b) and 3513.  To read the complete TFM Bulletin, please visit: https://tfm.fiscal.treasury.gov/v1/bull/17-03.pdf

Will Treasury be soliciting requirements or are you just going to implement what DoD is using today?

There will not be different technological solutions for DoD and Non-DoD agencies. Input from non-DoD agencies, specifically over data standards, will be solicited and considered for design of the new system.

Please contact Alex Abshire at IGT@fiscal.treasury.gov  for more information, or to provide any input.

How and when do I get trained?

Training will be available as part of your agency’s implementation plan. Webinars and on-site training will be available. Please check the IPAC website for updates.

I received the error “You do not have permission to view this page” after attempting to login to G-Invoicing.

You may not have permissions to that specific module, or forgot to log all the way off and didn’t restart your browser. If you close all the instances of your browser and are still getting this error, then the account you are trying to use actually doesn’t have permission to get to that portion of G-Invoicing. Please contact your agency’s G-Invoicing Administrator to update/verify your access in G-Invoicing.

I cannot find or see certain GT&Cs (Agreements) I should have access to.

You might not have access to the reference data (ALC, Business Unit, Cost Center, and/or Department ID) in Secondary Data Access Groups (SDAG) documented in the GT&C/Agreement. Check into ALC access or other filtering options for your User ID with your agency’s G-Invoicing Administrator. For more information regarding PDAGs, SDAGs, and reference data (ALC, Business Unit, Cost Center, and Department ID) reference the GINV user guides located here:

Menu options are missing from the Intra-Gov Disburser (Agency) Module.

Check with your agency’s G-Invoicing Administrator to ensure that the User ID in question has the proper roles/groups in the Disburser Administrator (Agency) Module.

How do I get access to G-Invoicing?

If your agency/organization has an account in G-Invoicing, please reach out to your agency’s G-Invoicing User Administrator to create you as a user in the system. If your agency/organization does not have an account in G-Invoicing, please reach out to to complete the G-Invoicing System Agency Account Enrollment Form.

When will order functionality be added to G-Invoicing?

Order functionality will be in G-Invoicing with release 2.2, around Feb 2019. For up to date information concerning this release please see the Fiscal Service G-Invoicing web page.

How do we add new GT&C/agreement personnel in the event that one or more are out for any reason? Who would update this?

Your agency’s G-Invoicing User Administrator would be able to grant additional users access to the Initial and necessary roles.

What do we do if there is an agreement executed outside the system? How do we incorporate it into the system?

Any agreement executed outside the system can be entered into G-Invoicing by either trading partner. G-Invoicing allows document attachments that can be scanned in and attached to a G-Invoicing agreement, although, there is no way to circumvent redoing signatures on the system agreement to get it entered into G-Invoicing. For example, if an agency advises their users to enter any agreement whose period of performance runs into current FY or later. It falls on the agency to decide what should be entered into the system in regards to past agreements.

Will users receive an email notice when a document (GT&C/ agreement and/or order) is submitted?

G-Invoicing supports email notifications when any document is created or it changes states. The User Admin activates notifications for users in their profile.

For example, when an agreement is created, G-Invoicing will notify all users by email notifications (that are assigned access to that document) that match the created agreement. If the agreement is approved it will again notify everyone that has access to it that the document’s status has been updated.

Where can I find the G-Invoicing Trading Partner Directory to see what agencies/organizations have their own accounts in G-Invoicing?

It is currently available at https://www.fiscal.treasury.gov/fsservices/gov/acctg/g_invoice/g_invoice_home.htm and is updated periodically as agencies are onboarded.

picture of G-Invoicing home page

I am receiving the following error: “You may not have sufficient permission and/or data access to perform this operation. Please contact you agency administrator”.

Please work with your agency’s G-Invoicing User Administrator to get you added to the appropriate level of access to perform that function.

Our agency just on boarded to G-Invoicing and we are ready to input GT&Cs. Are we able to get them approved in the system?

If your trading partner is also on G-Invoicing, you can work with them to move the GT&C into an “Open for Orders” status. If your Trading Partners’ ALC is in the Trading Partner Queue, the document can only get to a status of “Shared Draft”. Once on boarded, those documents in Shared Draft will be available to your trading partner to move through the rest of the GT&C process.

Agency Onboarding

How do I initiate the onboarding process for my agency?

Contact the Fiscal Service G-Invoicing team at IGT@fiscal.treasury.gov.

What is the onboarding process?

Onboarding is the beginning to end process that brings an agency into G-Invoicing. Throughout the process agencies: establish a timeline for implementation; form their project teams; map internal IGT Buy/Sell data and processes to the Federal Intragovernmental Data Standards and G-Invoicing processes; test G-Invoicing in a QA environment; establish and configure production accounts; and finally begin entering agreement data into the production environment.

Are there resources to support my agency through onboarding?

Yes, Outreach and the Agency Implementation will support G-Invoicing adoption throughout the onboarding process. Each Agency will be assigned POCs from Fiscal Service and the Federal Reserve Bank of St. Louis to guide them through the process.

Who from our organization should be involved in our GINV implementation?

The buy/sell process involves people from across agency’s workforce, including agreements managers, acquisitions personnel, and financial management/IPAC personnel.

What can our agency be working as we begin onboarding?

For your agency’s reimbursable transactions, you can work on identifying the internal systems involved, gathering process documentation, and identifying appropriate subject matter experts.

What training resources are available?

There are user guides, CBTs, remote webinars, and in classroom training in Crystal City Virginia. All training options are available on the Fiscal Service G-Invoicing website.

Does my agency need to complete an agreement with Treasury to onboard to G-Invoicing?

The agency will be required to complete a G-Invoicing System Enrollment Form. This form will identify the basic agency information as well as key agency POCs (Agency Approver and Primary User Admin). Additionally, the enrollment form contains standard language, roles, and responsibilities that agency will need to agree to before they can access the application.

What if my agency has unique processes or data requirements that do not seem to fit within G-Invoicing?

Agency specific data requirements and elements or processes should be identified throughout Data and Process mapping. These items should be highlighted to the G-Invoicing team members supporting your onboarding.

Password Assistance

I forgot my password. How do I get my password reset in G-Invoicing?

On the log on page there is an option to reset your password under the User ID/Password fields, or contact Treasury Support Center at e-mail: GInvoicing@stls.frb.org and/or phone: (877)-440-9476, Monday – Friday, 7:00am - 8:00pm EST. Always be clear about the environment in which you need the password reset QA or Production.

My User ID / password is correct but I cannot login.

If a user has not logged into G-Invoicing for 90 days after their initial addition to the system, the account will be deleted within G-Invoicing. If the user needs access to the system after being deleted, a new User ID has to be created and they will have to log in to activate the new User ID within 90 days of the issue date. Contact your agency’s G-Invoicing Users Administrator and/or the Treasury Support Center at e-mail: GInvoicing@stls.frb.org and/or phone: (877)-440-9476.

I cannot set up a permanent password. The application is telling me the password does not meet minimum requirements.

Passwords must be at least twelve (12) characters in length with a minimum of 1 upper case letter, 1 lower case letter, 1 number and 1 special character. Passwords cannot have two repeating characters; cannot be a word in a language, slang, dialect, or jargon; and cannot be related to personal identity, history, environment or other personal associations. The new password cannot be one of the last 10 you’ve used.

System & Process Requirements

What if the functionality doesn’t work for my existing business process?

The enhancement of business practices to comply with new policy requires sufficient time for planning and execution.  As analysis is completed and implementation strategies are formalized, stakeholder engagement will continue to occur and be expanded as necessary to ensure that all customers are kept apprised of guidance regarding transition to the implemented solution.

My system cannot accept/generate (Agreements/Orders/Invoices).

The enhancement of business practices to comply with new policy requires sufficient time for planning and execution.  As analysis is completed and implementation strategies are formalized, stakeholder engagement will continue to occur and be expanded as necessary to ensure that all customers are kept apprised of guidance regarding transition to the implemented solution.

Fiscal Service encourages agencies to communicate and work with their accounting software vendors on the need for changes to accommodate G-Invoicing interfaces.

Does this require my agency to immediately become a TAS/BETC Reporter?

You’ll need to be a CARS TAS-BETC reporter to implement the G-Invoicing system.  If your agency is not already a Full CARS Reporter, you should begin working closely with the Fiscal Service Customer Relationship team to make the transition.  For more information, please refer to the CARS link below:
https://www.fiscal.treasury.gov/fsservices/gov/acctg/cars/ref_guidance.htm.

Does this require my agency to capture Component TAS in our IPAC bulk file and report IPAC transactions with a Component TAS instead of a String TAS?

You will need to be able to capture the Component TAS format in your internal accounting system and in your IPAC bulk files for the G-Invoicing system.  Agencies will no longer be able to report IPAC transactions in the String TAS format in G-Invoicing.

Can the system take a GT&C upload currently?

Currently this is not an option in the system.  However, it´s on the list of future enhancements.

Does G-Invoicing have bi-directional interfaces?

With nearly 85% of IPAC Buy/Sell transactions currently reported via bulk file, transaction volumes will necessitate some system-to-system integration in G-Invoicing. System interfaces will need to be built, and we’re currently collaborating with IGT Working Group members and software vendors to create interfaces that flow data in/out of G-Invoicing.

Required Data Elements

Why is there additional information required at the GT&C level (i.e. scope, roles and responsibilities, restrictions)?

The information is recorded at this level so both the requesting and servicing agencies have all the information needed to be able to reach the agreement. This information is optional, but the agencies have the option to include this information if known.

What will happen to Minimum Accounting Data Elements (MADEs)? Will they be eliminated with any future implementation plans?

The current MADEs include data elements used for buy/sell transactions and are also included as a subset of data elements of the Interagency Agreements (IAAs.)  Since the G-Invoicing solution based off of IGT would already incorporate the IAAs, the same data would not need to be maintained in two separate locations.  We’ll examine processes and procedures to reduce any redundancy and overlapping in system requirements.   One of these processes will be a mandate for the IAA, which will remove the need for the MADEs to reduce redundancy and to increase efficiency.

Are there going to be new data elements for the G-Invoicing solution which agencies will have to input into the new system?

In 2016, a team was formed to discuss government-wide data standards and to provide consistent definitions of IGT terms.  Required and optional data elements were defined for the GT&C, Order, and Invoice, with standard definitions and data type requirements.  These are now available in the “Quick Links” section of the G-Invoicing home page.

For additional information, please contact IGT@fiscal.treasury.gov

What do the Required/Optional/Conditional fields mean in Column F of the GT&C Spreadsheet?

Column F highlights which fields are required/optional/conditional.  The Treasury Financial Manual (TFM) states that trading partners may use the recommended standard IAA form.  The IAA Data Dictionary is what establishes the fields that are required/optional/conditional.  Required fields are the mandatory data fields that must be completed before approval.  Optional fields are the data elements that the buyer/seller may provide as additional information.  Conditional fields are those data elements that rely strictly on other field(s) to be completed.

Are there any character limits for the fields?

There are specific character limits for the data elements.  Data elements with the proposed Schema Element Content Restrictions are available in the “Quick Links” section of the G-Invoicing homepage for GT&Cs, Orders, and Invoices.

Receipt & Acceptance

Does it matter which COTR is approving the GT&Cs?

Each agency will designate the COTR approving the authority to purchase products and/or services from other agencies, just as they are today.  Each COTR will have their appropriate approval access established in the G-Invoicing system and controlled by a Master Administrator.

Will receipt and acceptance be required?   How will that work?

The specific system requirements for receipt and acceptance are still under review.   All Agreements and Orders must be approved before an invoice is initiated.  The Contracting Officer's Representative (COR) must perform the appropriate level of due diligence before approving the invoice for payment. 

Can the Agreement Start Date be backdated?  Is the start date the date entering agreement or can it be in the future?

The user is able to enter dates prior to the entry date.  For example, the user may enter a start date of 11/01/2015 if they are creating the GT&C on 11/10/2015.  The user is also able to enter a GT&C date in the future, however the GT&C cannot be approved until that date.

Why is the ALC included in the GT&C data elements while it is currently on the 7600B form?

This is due to the current functionality of G-Invoicing that requires you to enter the ALC during the GT&C process before an order can be generated.

How can an agency get their documents through G-Invoicing when their Trading Partner never signs them?

In the G-Invoicing web-portal, all documents (GT&C, Order, and Invoice) must be approved by both trading partners at each stage in the document workflow, before any new documents can be created. For instance, if the trading partner does not approve and sign the Order, an Invoice for payment cannot be created. However, automatic notifications will be sent to the approvers to notify them that documents are waiting for their approval. Future enhancements may include automatic approvals, but these will not be included in the initial release.

Assisted Acquisitions

Why aren’t multiple types of Assisted Acquisitions currently supported in G-Invoicing?

G-Invoicing currently doesn’t have the functionality of supporting Assisted Acquisition and the field always defaults to N (No). Moving forward we’ll analyze and review what is the best option to handle Assisted Acquisitions in the system.

Why is Assisted Acquisition not currently supported by G-Invoicing?

Currently, Assisted Acquisition is not supported by G-Invoicing.  The data field is defaulted to 'No' and the user is not able change that to a 'Yes'.  This was a field that was carried over from the commercial product but is currently not supported.  We’re in discussion at this time about this data element.

Attaching Supporting Documentation

Is there a limit for number of attachments at the GT&C level?

The maximum number of attachments for each GT&C is 25, while the size limit for text and .xml files is 10 MB and for RAR and ZIP is 50 MB.

Can JPEG documents be attached to reports in G-Invoicing?

JPEG documents can be attached within G-Invoicing.  If the agency’s administrator would like to control which file types may be attached to reports, s/he can navigate to the Disburser Admin module and configure which document types can be attached.

Working in G-Invoicing

When an Order is depleted of funds, does the order close automatically or manually in G-Invoicing?

When all funds on an Order have been invoiced and the balance of an Order goes to $0.00, the Order Status will automatically change to "Closed for Invoicing" and no additional invoices may be created from this order. You can view the Remaining Balance on the GT&C and Order. You should still use your agencies´ own internal accounting systems as the source of record for obligation balances.

What kind of assurance will we have that an invoice paid in G-Invoicing can be posted that same day? Our agency wants to know when cash has been recorded.

Like IPAC functions today, all invoices will appear in the agency's CARS Account Statement on the following business day. Once an invoice is approved by both trading partners, it will be sent to IPAC that same day. At the end of each day, the payments will be validated through SAM and posted in CARS by the following business day. You can view the Document Reference Number from each IPAC in the CARS Account Statement details to ensure that cash has been properly recorded. Also, you’ll still have access to the same IPAC Reports you currently use for cash reconciliations within the IPAC website.

What is the chargeback process in G-Invoicing?

There is currently no chargeback process in G-Invoicing.  However with the new G-Invoicing web portal and approval process, both trading partners have visibility to each level of the transaction lifecycle, starting from the GT&C through the invoice.  One trading partner submits the information and data to the other trading partner. 

Partners will then review that information and have the option to either accept or reject the data.  Modifications and corrections can be made before the invoice is approved and posted to CARS.  If for any reason trading partners would acknowledge a mistake in a submitted payment or collection, a new invoice could be submitted.

If an invoice is processed after the order’s Period of Performance is over, what will happen to the invoice in G-Invoicing?

The invoice can be processed in G-Invoicing outside of the order's period of performance.  However, the period of performance for the order must fall within the period of performance for the GT&C.

Is there a way to search or query for specific items, like Cost Center or other line of accounting information, etc.?

G-Invoicing contains an Advanced Search option for GT&Cs.  The user can query or filter data items based on GT&C #, ALCs, Start Dates, End Dates, Amounts, and Status.  Some items specific to the agency’s internal accounting system cannot be queried or filtered.

How can you send orders to yourself (such as orders for labor and travel charges) in G-Invoicing?

A user can create a GT&C and an Order in G-Invoicing using the same set of ALCs.  However, if they would generate an invoice against that order, the payment would fail in IPAC and not post to CARS.  Just like the current IPAC functionality, G-Invoicing does not allow a transaction within one ALC.

Other G-Invoicing Items

How can you see all the modifications and/or changes for GT&C in G-Invoicing?

The user will need to select the GT&C that s/he wishes to view.  Once the user has opened the GT&C, s/he will find a 'Mod History' button located in the top right corner of the screen.  Once the user selects 'Mod History', they will be able to view all the modifications that have been entered and approved. 

For example, if the GT&C number is A1511-020-020-000148.7 (the .7 at the ends means there have been seven modifications approved by both trading partners), the user will be able to view each one of those modifications.  The user could select A1511-020-020-000148.3 and see exactly what information was entered at the time of that particular modification.

What information is provided on G-Invoicing notifications?  Can electronic notifications be modified by each entity?

Electronic notifications provide a header line explaining any actions needed by the user.  For example,  a notification may be titled "G-Invoicing GT&C Created or Changed Notification" or "G-Invoicing GT&C Approval Required Notification".  All notifications provide the respective GT&C number, trading partners, status, and dollar amount needing the user’s attention.  These notifications cannot be modified by each entity.

Will G-Invoicing have internal controls in place to prevent Anti-Deficiency Act (ADA) issues between two agencies?

G-Invoicing will allow you to hit any TAS that is available from the respective agency’s two-digit Department Code.  If a TAS is still listed as available and active on the daily TAS/BETC listing provided by the Shared Accounting Module, users will have access to that specific TAS/BETC. 

There are no restrictions to stop a user from selecting specific TASs from the drop-down TAS list, but the amount of funding on each obligation would be approved by each trading partner at the time of origination.  In addition, a user may view the Remaining Balance on the GT&C and Order.  Agencies should still use their own internal accounting systems as the source of record for obligation balances.

How will Classified Data be processed in G-Invoicing?

All government agencies must work to protect the integrity of Classified Data.  Just like the current IPAC functionality, Classified Data should not be included with IGT reports, including Orders and Invoices.  This includes any Miscellaneous, Description, or Custom fields, as the data will be retained within the web portal.

Can G-Invoicing balances be used to reconcile remaining balances on orders/obligations?

The agency's accounting system will be the official source of record for order balances.  Users will be able to see remaining balances, but should not use G-Invoicing as the source of record to reconcile total orders, etc.  The agency's accounting system will still be the definitive source for financial reporting, Purchase Order reconciliations, ADA monitoring, etc.  Transaction events could change in obligations throughout the day, which may not be updated or refreshed in G-Invoicing.

What about Grants, Pensions, and Loans? Will these sorts of payments be included in the G-Invoicing Solution?

Only Interagency Buy/Sell transactions between agencies will be a part of the G-Invoicing solution.  Other payment types such as grants, pensions, and loans will not be impacted and will continue to be processed through IPAC.

Will historical IPAC transaction data (transactions prior to the implementation of G-Invoicing) still be accessible in the same format in G-Invoicing?

Yes, historical IPAC transaction data of all transactions originated prior to the implementation of G-Invoicing will still be accessible in legacy IPAC. Users may continue to query and download data from the IPAC Transaction Download Report.

Is there a copy and paste functionality for G-Invoicing?

The user is able to copy and paste into other GT&C fields.

How can you copy GT&Cs to re-use and modify only what is necessary?

Unfortunately, there is currently no “copy” functionality to paste or re-load applicable data items from a previous document.  A user will have to manually enter data into a new GT&C within the system.


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