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G-Invoicing


Frequently Asked Questions

The New G-Invoicing Initiative

Is Treasury mandating G-Invoicing? How will Treasury enforce this? Will there be a new policy?

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. To read the complete TFM Bulletin, please visit: https://tfm.fiscal.treasury.gov/v1/bull/17-03.pdf.

Is IPAC going away?

G-Invoicing will be the front-end application for users to originate IGT buy/sell transactions. IPAC will operate 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 GT&Cs, 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 exchange funds with their trading partners.

Once agencies are onboarded after 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 the Buy/Sell transaction lifecycle.

When an agency fully implements the G-Invoicing solution, all Buy/Sell activity will be completed within G-Invoicing. For Buy?Sell transactions, agencies will only login to IPAC for reconciliations, and to save historical transaction data. Agencies will still use IPAC to complete non-Buy/Sell activity, such as fiduciary and certain investment activity,etc.

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.

Upon onboarding to G-Invoicing, Federal Program Agencies (FPAs) submitting Buy/Sell transactions first need to broker and establish a GT&C with their trading partners. The GT&C will be a Federal Intragovernmental Data Standards (FIDS)-compliant IAA, centered on a standard set of data elements. An agency can onboard to G-Invoicing without their trading partner having implemented G-Invoicing. This will allow an agency to transition to G-Invoicing for all transactions initiated by their agency, versus an agreement by agreement approach.

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

Treasury is developing policy, data, and systems standards to be used by all agencies. Input is being solicited through the Intragovernmental Transactions Working Group (ITWG).

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 G-Invoicing website for updates.

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 (GT&Cs/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 ERP vendors on their timeline for accommodating the 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.

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 Iintragovernmental Transactions Working Group (ITWG) 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?

Through efforts of the Intragovernmental Transactions Working Group (ITWG), data elements were defined for the GT&C, Order, and Invoice, with standard definitions and data type requirements. References to the MADEs were removed in the 2016 annual update of the Treasury Financial Manual Volume 1, Chapter 4700, Appendix 10 (Buy/Sell Transactions.) Some of the benefits are a reduction in overlapping system requirements, along with a standard set of elements which are consistently defined across multiple agencies.

A listing of new data elements is now available in the “Quick Links” section of the G-Invoicing homepage, along with the Fiscal Service Data Registry.

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

Through efforts of the Intragovernmental Transactions Working Group (ITWG), data elements have been 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 homepage, along with the Fiscal Service Data Registry.

For additional information, please visit the Fiscal Service Data Registry at: https://www.transparency.treasury.gov/dataset/data-registry.

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

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

The system and policy requirements for receipt are still under review. All GT&Cs and Orders must be approved before an invoice is initiated. The user 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 agreement start date can be back dated or have a future 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

However, the GT&C cannot be approved until that date in the future. In addition, users may not generate an Order until that future 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. However, automatic notifications will be sent to the approvers to notify them that documents are waiting for their approval.

Assisted Acquisitions

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

Treasury is reviewing the system and policy requirements for assisted acquisitions.

Attaching Supporting Documentation

Is there a limit for the 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 Order. You should still use your agency´s 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 system 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 and Personally identifiable information (PII). Classified Data or PII should not be included within G-Invoicing. This includes any Miscellaneous, Description, or Custom fields.

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 onboarding to 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 G-Invocing 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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