Frequently Asked Questions - Using and Troubleshooting G-Invoicing
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This information is in the G-Invoicing Trading Partner Directory located on MAX.gov
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 the G-Invoicing Agency Implementation Team at STLS.Treasury.GInv.AIT@stls.frb.org to get the agency or organization started. Also, see the Enrolling in G-Invoicing page.
Your agency's G-Invoicing Administrator can grant additional users access to the necessary agency accounts, groups and roles.
If your trading partner is also in G-Invoicing, work with them to move the GT&C into the status: Open for Orders.
If your trading partner is not yet in 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.
We recommend you use Microsoft Edge, Google Chrome, or Mozilla Firefox.
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 in which you are creating the 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. G-Invoicing allows multiple ALCs to be selected on the GT&C document as long as the ALCs are listed under the same agency account.
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 GT&C agreement document.
However, you still must get signatures on the GT&C agreement in the G-Invoicing 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.
- The maximum number of attachments allowed per GT&C is 25.
- The upload file size limit for all allowable file types is 10MB per file.
- Maximum size of all attachments combined per document is 250MB.
If you are sending documents from your ERP (Enterprise Resource Planning), 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 .jpg files.
G-Invoicing does not allow the following file types as attachments: bat, cmd, scr, exe, rar, and zip. All other file types are acceptable.
ALCs are required to be selected on both the GT&C and Order in G-Invoicing.
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 can choose whether to include assisted acquisition on the GT&C. 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
Yes. Details for how to copy an existing GT&C are provided in the User Guide that is located under the Help Menu inside the G-Invoicing application.
Yes. You can copy and paste from one field in G-Invoicing to another field.
Resolving problems and system messages
You might not have the required group(s) and/or GT&C role(s) to access some GT&C agreements.
Send these requests to your agency's G-Invoicing Administrator to add groups and roles, as needed.
User Guides may be viewed and/or downloaded through the G-Invoicing application Help menu.
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 groups and/or roles.
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 120 days, your G-Invoicing account will be marked as inactive.
If your account is inactive, contact your agency User Administrator who will be able to re-enable your access. The Treasury Support Center cannot enable or grant access in G-Invoicing.
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