Frequently Asked Questions
A platform for Federal Program Agencies to conduct IGT Buy/Sell transactions. G-Invoicing facilitates exchange of information between trading partners to negotiate agreements or General Terms and Conditions (GT&C), broker orders, exchange performance information, and validate settlement requests through IPAC.
- Transparency into agency IGT buy/sell data in a common repository outlining the agreement by trading partners to support each phase in the lifecycle will decrease buy/sell intragovernmental elimination differences
- Common data standard which replaces various terms and forms used today (7600A & B, MIPR, etc.)
- Agreed upon processes at each phase in the IGT Buy/Sell lifecycle supporting timely and accurate accounting
- Streamlining settlement of funds in IPAC through Performance reporting in G-Invoicing
- A platform to facilitate communication between federal trading partners
Any Federal Agency which conducts IGT Buy/Sell transactions. More specifically any agency that currently uses IPAC for settlement of Buy/Sell transactions with Trading Partners.
No. G-Invoicing is a governmentwide solution.
Yes. Volume I, Bulletin No. 2018-10: Implementing G-Invoicing was published 9/20/2018. This Bulletin outlines the requirements and guidance for Federal Program Agencies to implement G-Invoicing by June 30, 2021.
Treasury is requiring agencies to use G-Invoicing under the authority of 31 U.S.C. 3512(b) and 3513:
- The Secretary of the Treasury shall prepare reports that will inform the President, Congress, and the public on the financial operations of the United States Government. The reports shall include financial information the President requires. The head of each executive agency shall give the Secretary reports and information on the financial conditions and operations of the agency the Secretary requires to prepare the reports.
- The Secretary may—
- establish facilities necessary to prepare the reports; and
- reorganize the accounting functions and procedures and financial reports of the Department of the Treasury to develop an effective and coordinated system of accounting and financial reporting in the Department that will integrate the accounting results for the Department and be the operating center for consolidating accounting results of other executive agencies with accounting results of the Department.
All Agencies are required to conduct IGT Buy/Sell in G-Invoicing no later than June 30, 2021. Agencies should begin transition planning and identifying Agreements or Orders that will be affected by the transition to G-Invoicing with their Trading Partners. Treasury will assist agencies in planning for the transition and implementation of G-Invoicing.
The current release in the production environment is G-Invoicing r2.1. G-Invoicing r2.1 supports trading partner ability to broker GT&Cs. Orders functionality will be introduced in r2.2 (Feb 2019). Future G-Invoicing enhancements can be found on the G-Invoicing roadmap.
G-Invoicing will not replace individual agency Financial Management or ERP systems. G-Invoicing will serve as the information broker or conduit for your agency to send IGT Buy/Sell transactional data to your trading partner. G-Invoicing includes a number of webservices to facilitate the transfer of data between trading partner systems.
G-Invoicing includes a User Interface which agencies may opt to utilize for manual data entry.
Treasury facilitates and supports a number of governmentwide workgroups to solicit, review, and discuss G-Invoicing requirements. The Intragovernmental Transaction Working Group (ITWG), and Financial Management Standards Committee (FMSC) Subgroups are forums used for G-Invoicing. For more information about joining these groups please visit the Fiscal Service G-Invoicing website or send an e-mail to email@example.com.
IPAC will not be replaced by G-Invoicing. IPAC and G-Invoicing will be enhanced to support the governmentwide approach for Performance reporting and Settlement for Intragovernmental Buy/Sell Transactions. Additionally, IPAC will continue to provide settlement of funds between federal agencies for non-Intragovernmental Buy/Sell activity
No. Settlement requests will be triggered by Trading Partner reports of Performance. Detailed Requirements and Data Specifications for Performance and Settlement are in the process of being written; Treasury will socialize details for these items through future ITWG sessions, and FMSC subgroup meetings.
Treasury has published information about the G-Invoicing initiative, Federal Intragovernmental Data Standard, G-Invoicing Interface Specifications, and the G-Invoicing System Mapping and Validation Rules on the Fiscal Service G-Invoicing website. Additionally, commercial vendors have been invited to participate in Financial Management Standards Committee (FMSC) Subgroups to discuss G-Invoicing and to assist with vendor development planning.
Federal Agencies are encouraged to contact their FM / ERP vendors and discuss the approach to supporting the mandated G-Invoicing initiative.
If your agency maintains GOTS developed software and would like more information, please contact firstname.lastname@example.org
Federal Agencies are encouraged to contact their FM / ERP vendors and discuss the approach to supporting the mandated G-Invoicing initiative.
If your agency maintains GOTS developed software and would like more information, please contact email@example.com.
Trading partners will be able to report “performance type” including receipt and acceptance with G-Invoicing r2.3. Buyers or Requesting Agencies will be able to report “Received” and “Acceptance”. Sellers or Servicing Agencies will be able to report “Shipped”, “Estimated Delivery”, and “Delivered”.
More information about these FIDS elements can be found at the Fiscal Service G-Invoicing website located at https://fiscal.treasury.gov/g-invoice/
Users are able to enter dates prior to the entry date. For example, the user may enter a start date of 11/01/2017 if they are creating the GT&C on 11/10/2017. The user is also able to enter a GT&C date in the future; however, the GT&C cannot be approved until that future date.
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.
As noted in the TFM, Buy/Sell activity is reimbursable activity in which goods and services are transferred between two Federal Program Agencies. Additionally, a GT&C provides support for settlement which occurs between two ALCs. The requesting agency ALC and servicing agency ALC must be specified on the GT&C as well as the order.
Treasury is mandating the use of G-Invoicing for lifecycle IGT Buy/Sell activity. All Federal Program Agencies that conduct IGT Buy/Sell are required to use G-Invoicing. As the date for compliance is approached Treasury will implement measures to enforce the requirement for IPAC settlement requests to reference G-Invoicing Orders.
G-Invoicing will be updated with R2.2 to support Assisted Acquisition. Trading Partners will be able to select whether or not Assisted Acquisitions will be included on the GT&C. Additionally, Trading Partners will be able to identify orders that are related to assisted acquisition orders activity. Data elements associated with Assisted Acquisition can be found in the FIDS posted on the Fiscal Service website.
Like today, all settlement requests will appear in the agency's CARS Account Statement on the following business 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. IPAC settlement will occur on the combination of Transaction Date and FOB Point. Depending upon the FOB Point chosen at the Order, the Transaction Date will match the Accomplished Date in the IPAC.
When all trading partners are in G-Invoicing, chargebacks/refunds/adjustments will be handled by adjusting reported performance. Details and Data Specifications for Performance and Settlement are in the process of being written; Treasury will socialize details for these items through future ITWG sessions, and FMSC subgroup meetings.
Settlement may occur beyond an Order’s Period of Performance. The Performance transaction will tie the payment/collection back to the referenced Order and the Order will be updated to reflect that fund settlement. Remittance advice download will be available for agency consumption out of the GINV application.
The settlement can be processed outside of the order's period of performance. However, the settlement request must fall within the allowable time for the TAS (up to 5 years). If the Settlement passes all the validations, G-Invoicing will update order balance information.
Details and Data Specifications for Performance and Settlement are in the process of being written; Treasury will socialize details for these items through future ITWG sessions, and FMSC subgroup meetings.
G-Invoicing and IPAC support both Intra-ALC and Intra-TAS trading. Users will be required to create Agreements and Orders with the appropriate ALC, Organizational Filters, and TAS information.
In G-Invoicing the audit trail history captures and displays the user name and the date that the modification/changes were entered. However, G-Invoicing does not track changes made to each field in the documents. If a document is modified users with access will be notified that a change was made to the document.
Users with appropriate roles and data access are notified by email when documents they have access to are created, changed, or require action. Some document identification information is provided in the email notification. These notifications cannot be modified by agencies.
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 G-Invoicing information. This includes any Miscellaneous, Description, or Custom fields, as the data will be retained within the web portal.
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.
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.
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.
The user is able to copy and paste into other G-Invoicing fields.
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.
This is a change request in consideration for future enhancement.
Contact the Fiscal Service G-Invoicing team at IGT@fiscal.treasury.gov.
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.
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.
The buy/sell process involves people from across agency’s workforce, including agreements managers, acquisitions personnel, and financial management/IPAC personnel.
For your agency’s reimbursable transactions, you can work on identifying the internal systems involved, gathering process documentation, and identifying appropriate subject matter experts.
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.
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.
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.
You should contact your trading partner to discuss G-Invoicing adoption timelines.
All Agencies are required to use G-Invoicing for IGT Buy/Sell transactions no later than June 30, 2021. As part of this mandate Agencies are required to submit implementation plans to Treasury by May 2019. Agencies should discuss G-Invoicing adoption with their trading partners while developing their own implementation plans.
For more information about the mandate or G-Invoicing related workgroups please contact Fiscal Service firstname.lastname@example.org.
Maintained and posted on the G-Invoicing Website:
G-Invoicing Implementation Requirements
You will 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://fiscal.treasury.gov/cars/
No. A formal agreement with Treasury will not be required, however, onboarding agencies will be provided a System Enrollment Form that outlines agency roles and responsibilities, identifies primary points of contact, and captures information used to generate agency G-Invoicing accounts.
G-Invoicing is provided to agencies free of cost. However, Agencies will be responsible for budgeting for the costs associated with implementing G-Invoicing.
No. Agencies may choose to leverage G-Invoicing interfaces or the G-Invoicing User Interface for data entry, retrieval, and exchange. However, agencies are encouraged to leverage the G-Invoicing interfaces through their FM and ERP systems.
G-Invoicing Application Questions
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 you do not have permission to get into that portion of G-Invoicing. Please contact your agency’s G-Invoicing Administrator to update/verify your access in G-Invoicing.
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.
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 the Agency Implementation Team complete the G-Invoicing System Agency Account Enrollment Form.
Your agency’s G-Invoicing User Administrator would be able to grant additional users access to the Initial and necessary roles.
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.
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.
Please work with your agency’s G-Invoicing User Administrator to get you added to the appropriate level of access to perform that function.
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.
Attaching Supporting Documentation
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 10 MB.
Note: FPAs integrating through an ERP should refer to their vendor specifications for attachment limitations for your ERP software.
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, they can navigate to the Disburser Admin module and configure which document types can be attached.
Note: Users do not have the ability to control which types of files may be attached to GT&Cs and Orders in their agency accounts. The system restricts certain file types (cmd., scr., exe., bat)
Required Data Elements
Information is captured for both the requesting and servicing agencies both agencies have all the information that is needed to be able to reach the agreement. Some information is optional, agencies have the option to include this information if known.
Through efforts of the Intragovernmental Transactions Working Group (ITWG), data elements have been defined for the GT&C and Orders with standard definitions and data type requirements. These are now available in the “Functional/Operations” section of the G-Invoicing homepage, along with the Fiscal Service Data Registry link located under the References section.
For additional information, please visit the Fiscal Service Data Registry at: https://www.transparency.treasury.gov/dataset/data-registry.
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.
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 must 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.
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.
Last modified 08/15/19