Frequently Asked Questions - Using and Troubleshooting G-Invoicing
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Using G-Invoicing – general
They are in the G-Invoicing Trading Partner Directory – an Excel spreadsheet available from the G-Invoicing Resources page.
If your agency or organization has an account in G-Invoicing, ask your agency's G‑Invoicing Administrator to make you a user in the system.
If your agency or organization does not have an account in G-Invoicing, reach out to us to get the agency or organization started. See the Enrolling in G-Invoicing page.
Your agency's G-Invoicing Administrator can grant additional users access to the necessary roles.
If your trading partner is also on G-Invoicing, work with them to move the GT&C into the status: Open for Orders.
If your trading partner is not yet on G-Invoicing (is in the Trading Partner Queue), your GT&C can only have the status: Shared Draft. When your trading partner is fully on G-Invoicing, the document with Shared Draft status will be available for your trading partner to move through the rest of the process.
Using G-Invoicing – functionality and data elements
No. All government agencies must work to protect the integrity of classified data. All G-Invoicing data are kept in the web portal. Therefore, just as in IPAC today, do not put classified data in any field in G-Invoicing. This includes Miscellaneous, Description, and Custom fields.
Backdating: Yes, you can enter a start date that is earlier than the date on which you are creating the General Terms & Conditions (GT&C) agreement.
Future dating: Yes, you can enter a future start date. However, the GT&C agreement cannot be approved until that future date.
No. As the TFM notes, Buy/Sell is a reimbursable activity in which goods and services are transferred between 2 Federal Program Agencies. A GT&C supports settlements between 2 ALCs. You must identify both the requesting agency ALC and the servicing agency ALC on the GT&C as well as on the order.
Either trading partner may put an agreement from outside the system into G-Invoicing. You can scan documents and attach them to a G-Invoicing agreement.
However, you still have to get signatures on the agreement in the system.
In the situation where a period of performance from an earlier agreement runs into the current fiscal year or later, the agency must decide what should be entered from past agreements.
In G-Invoicing, the maximums for each GT&C are:
- Number of attachments: 25
- File size for .xml files: 10 MB
- File size for RAR and ZIP files: 50 MB
If you are coming through an ERP, look at the vendor specifications for your ERP software. That may also limit the attachments you can send.
Yes. In G-Invoicing, you can attach JPEGs.
Your agency's G-Invoicing Administrator may decide which file types to allow as attachments to reports by using the Disburser Admin module.
G-Invoicing restricts attachments to these documents to the file types: cmd, scr, exe, and bat.
As of now, G-Invoicing cannot carry that over. You must enter the ALC during the GT&C process before generating an order.
We have provided fields to capture all the information that both agencies may need to reach an agreement. Some information is optional.
G-Invoicing supports Assisted Acquisitions as of Release 2.2 which deployed in March 2019. Trading partners are able to choose whether to include assisted acquisition on the General Terms & Conditions. Trading partners are also able to identify orders that are related to assisted acquisition.
To see the data elements associated with assisted acquisition, look at https://www.fiscal.treasury.gov/g-invoice/resources.html#standards
Copying, pasting, modifying
Not now. G-Invoicing doesn't currently have the functionality to take a previous document, copy it with its data, and then change only what needs to be modified to handle a new situation. We have a change request for this functionality and are considering it for a possible future enhancement.
For now, you must manually enter data for a new General Terms & Conditions agreement.
Yes. You can copy and paste from one field in G-Invoicing to another field.
Resolving problems and system messages
You might not have permission to access some of the data in the agreement in the Secondary Data Access Groups (SDAG) that are documented in the agreement. Examples of this data might be the ALC, business unit, cost center, or the Department ID.
Check with your agency's G-Invoicing Administrator to be sure that you have the right role in the Disburser Administrator (Agency) Module. Having the incorrect access could also cause missing menu options within the Intra-Gov Disburser Agency Module.
The User Guides for your reference are at https://www.fiscal.treasury.gov/g-invoice/training.html.
When this message appears: In the Quality Assurance (QA) environment
Why this happens: Your QA environment does not have a Treasury website certificate.
What to do: Get a certificate for your QA environment by contacting the Treasury Support Center.
When the message appears: During an attempt to log in
Why this happens: The following can result in this message:
- You forgot to log all the way off and didn't restart your browser.
- You do not have permission for the specific module.
What to do:
- Close all instances of your browser and try again.
- If you still get this error, contact your G-Invoicing Administrator to verify or update your G-Invoicing permissions.
When the message appears: While you are trying to do a task
Why this happens: Your user profile is not set for that task
What to do: Contact your G-Invoicing Administrator to update your permissions
Getting help with log-ins and passwords
Use the "reset my password" link on the log-on page, or contact the Treasury Support Center. You will need to know which environment you are in: Quality Assurance (QA) or Production.
If you haven't logged in for 90 days, your G-Invoicing account has been deleted.
If your account has been deleted, you need a new account.
Contact your G-Invoicing Administrator or the Treasury Support Center.
At a minimum, passwords must have:
- at least 12 characters, including
- 1 uppercase letter
- 1 lowercase letter
- 1 number
- 1 special character
Passwords must NOT
- have 2 repeating characters in a row
- be related to your personal identity
- be one of the last 10 you have used