Frequently Asked Questions - About Moving to G-Invoicing
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G-Invoicing and the systems agencies use now
No. G-Invoicing serves as the information broker or conduit for your agency to send data about IGT Buy/Sell transactions to your trading partners.
Agencies may choose to use G-Invoicing interfaces or the G-Invoicing User Interface for data entry, retrieval, and exchange. However, we encourage you to use the G-Invoicing interfaces through your financial management system or ERP.
G-Invoicing works even if your agency does not have a financial management or ERP system. You can use G-Invoicing for manual data entry.
With the help of the Intragovernmental Transactions Working Group (ITWG), we have developed standard data elements for General Terms and Conditions (GT C) and for orders. We have developed standard definitions and data type requirements.
You may want to compare them to what you are using now. You can find them in the Fiscal Service Data Registry.
No. Your agency's accounting system is still the official source of record for order balances. Your agency's accounting system is still the definitive source for financial reporting, reconciling purchase orders, ADA monitoring, and so on.
You can see remaining balances in G-Invoicing, but transaction events could happen throughout the day and may not yet be updated or refreshed in G-Invoicing.
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We have invited relevant vendors to participate in FMSC subgroups discussing requirements. We also encourage you to discuss G-Invoicing with your financial management or ERP vendors. If you and your vendors want to understand more about G-Invoicing, look at the resources we have published about the initiative.
As the date for full compliance with G-Invoicing approaches, we will enforce the requirement for IPAC settlement requests to reference G-Invoicing orders.
IPAC and G-Invoicing
No. IPAC will continue to provide settlement of funds between federal agencies for non-intragovernmental Buy/Sell activity. We will enhance both IPAC and G-Invoicing to support the government-wide approach for reporting performance and settlement of intragovernmental (IGT) Buy/Sell transactions.
No. G-Invoicing will only handle IGT Buy/Sell transactions.
Other payments (such as grants, pensions, and loans) will continue to be processed through IPAC without G-Invoicing.
Yes. You will still be able to ask for and download data about earlier transactions in IPAC with the IPAC Transaction Download Report.
We are writing detailed requirements and specifications for the performance and settlement parts of G-Invoicing. We will share those in future ITWG sessions and FMSC subgroup meetings.
No. When you and your trading partners are on G-Invoicing, settlement requests will be triggered by reports of performance by your trading partners.
Like today, all settlement requests will appear in your agency's CARS Account Statement on the next business day.
At the end of each business day, payments will be validated through SAM and will then post in CARS the next day.
In the CARS Account Statement details, you will be able to find the Document Reference Number from each IPAC to ensure that the money has been recorded properly. In the IPAC website, you will still have access to the same IPAC reports that you currently use for cash reconciliations.
IPAC settlement will happen on the combination of Transaction Date and FOB Point. Depending on the FOB Point in the order, the Transaction Date will match the Accomplished Date in the IPAC.
Settlement may occur beyond an order's period of performance.
If the settlement passes all validations, G-Invoicing will update information about the order balance. The performance transaction will tie the payment or collection back to the referenced order. The order will be updated to reflect the settlement. You will be able to download the remittance advice from G-Invoicing.
Note, however, that the settlement request must be within the time allowed for the TAS (up to 5 years).
Yes. G-Invoicing and IPAC support both intra-ALC and intra-TAS trading. You must create agreements and orders with the appropriate ALC, Organizational Filters, and TAS information.
The audit trail in G-Invoicing captures and shows who changed the document and when (user name, date). However, G-Invoicing does not track changes made to each field in the document. If a document is changed, G-Invoicing notifies all users who have access to the document that it was changed.
G-Invoicing sends an email to users when documents they have access to are created, changed, or require action. The email includes some information to identify the document.
No. Agencies cannot modify the email template.
Yes. In release 2.3 (deployed in Summer 2019), sellers or servicing agencies are able to report performance types of shipped, estimated delivery, and delivery. Buyers and requesting agencies will be able to report performance types of received and acceptance.
When all trading partners are in G-Invoicing, chargebacks, refunds, and adjustments will be handled by adjusting reported performance.
We are currently writing specifications for this and will share them through ITWG sessions and FMSC subgroup meetings.