Lena: Good morning to those who just joined.
Thanks so much for joining
G-Invoicing Office Hours 7600EZ overview.
My name is Lena Napoli Tamer,
I am on the implementation team
helping agencies implement G-Invoicing System.
7600EZ is a new enhancement that we are adding
with the next release and we'll be showing slides
and then demo.
As we go through the presentation,
feel free to ask questions in chat or unmute yourself.
As for the policy questions,
we ask that you put them in chat.
And here's the agenda for today.
First we'll do the slides overview.
We'll cover the roles that are needed to see and use EZ.
We'll cover the feature management
of how to enable EZ reports actions that are taken
by the buyer and seller,
resources where you can find more information on EZ training
and knowledge offerings, other trainings that we provide,
G-Invoicing contacts that we have,
and then from there we'll finish up with the demo.
So I'm trying to watch our time
and I'm thinking about 30 minutes for the slide
and 30 minutes for demo.
So what is EZ?
EZ is a new enhancement that we've added
and it's a combination of the order and performance.
It's an EZ Invoice.
It gives the flexibility for the low dollar purchases.
EZ is available only when both trading partners
have their feature flag set up to Yes.
If one of the trading partners don't have that flag set up,
then you won't be able to use the 7600EZ invoice
with that specific trading partner.
But you can use it with others who have that selected.
So 7600EZ invoice reference, they agreed upon GT&C.
As full one, it will become available for production.
The deployment of the new release is planned
for February 16th for QA, which is a test environment.
Deployment is planned for February 24th.
And to mention, I do have the slides attached
to the meeting invite and I'm showing the slides
on the screen so you should be able to see the screen
but also you can save the slides from the meeting invite.
So what 7600 EZ types are available?
7600 EZ type, we have the first one which is under 10,000,
and that can be used with any trading partner that has
the flag set up to Yes.
That's the EZ that allows low dollar purchases
that cannot exceed $10,000.
The other three have to be done
with a specific trading partners.
So for example, GSA Fleet Leasing,
that would be available with the GSA as a trading partner,
GPO Print Publishing and GSA Global Supply.
As for the 7600EZ, the selection allows 10,000 maximum limit
and 7600EZ types with no limit,
7600EZ supply, EZ printing and fleet,
they can exceed the 10,000 maximum limit.
So what other required roles that users need
in order to process the invoices?
The user roles to perform the 7600EZ transactions
that we have available and you can have all of them
added to your user profile through your user administrator
or just one or two roles as needed.
Requesting EZ viewer, that's the role that will permit
the buying agency to view EZ transactions.
Requesting EZ manager permits
buying agency to view GT&C agreements,
and EZ transactions, create, accept, reject EZ transactions.
Servicing EZ Viewer, servicing EZ managers,
you can see these repeat between the buyer and the seller,
these identical roles.
And then requesting EZ supervising manager
and servicing EZ supervising manager,
and the difference between the regular manager
and the supervising manager,
the supervising manager,
you can have the transactions for the group
that you're assigned to and for all the children groups
that fall under the group that you're assigned to.
For the EZ manager, you will just see the documents
and manage the documents that are assigned
to your specific group.
And the small note here,
this supervisor roles do not provide notifications.
So you'd have to have the the group selected
that you need to have notifications for.
So here's the feature flags that need to be enabled
in order to use the 7600EZ.
These flags, as I mentioned,
have to be enabled by your side and your trading partner
and they are set up for the requesting
and Servicing Agency sites.
Only master administrators have access
to enable these feature flags for 7600EZ.
And you can enable the feature flags
that you plan to use or disable the the ones
that you don't need.
So these are the ones that are available for EZ
to cover the EZ types.
The EZ and the 10K, the GSA fleet leasing,
the GPO printing, GSA global supply.
As you can see there is a buyer in the seller.
This is how to turn on the features
for master administrators.
If you decide that you need these features to be turned on,
you can reach out to your master administrators
and request them.
So go to the Administration tab,
select Manage feature flags,
select Requesting or Servicing Agency as needed,
click Yes or No and then select Yes and Save.
Go to the next page: Reports.
So there are reports that are available
to view the features that you have enabled,
and your trading partners have enabled.
So you can view these features when you go to Select reports
and you can see Agencies buy feature report sample is here
so you can see what information is available
to be pulled into the report.
And the second report that's available on features,
it's Features by agencies report sample,
and you can also see here what's available.
We also have reports for performance and 7600EZ report.
And there is a sample here at the bottom,
so you can pull it in the same place when you go to reports
and as you can see here in the order or EZ number,
you'll be able to easily filter by the ones that you need.
So order numbers begins with O and EZ numbers begins with E
so you can see the difference which ones is your order
and other which one's your invoice.
So how do you create the 7,600 EZ documents?
So you have to first create a GT&C
just like you had created today.
You'll go to the GT&C and select create A GT&C.
And from there what's important for EZ
in the business application field dropdown
you would select EZ and conditions for EZ
would be provided in this little icon that you can see here.
And I took a screenshot for you,
so you see the conditions for the sensory EZ.
So for example the order originating partner indicator
will be automatically set to Servicing Agency.
Agreement type will automatically be sent to multiples,
you won't have to select your GT&C multiple
or single order.
Max buyer reject days for EZ under 10K will be set to 10,
I'm sorry to 30.
Max amount for the EZ invoice will be set to 10,000.
Advanced payment indicator would not be allowed,
so it would be sent to no,
and agreement type would be multiple here.
So Requesting Agency GT&Cs.
So once that EZ is selected,
approved GT&C with the business application
fill dropped down selected,
Requesting Agency will be able to modify, admin change,
close copy, add attachments, view ordered history
and print this GT&C.
So that doesn't change the just because you're using EZ
that kind of stay the same for the GT&C processing.
And then for the Servicing Agency,
I just two screenshots so you can see the difference.
Servicing Agency will be able to create the invoice.
So only the Servicing Agency is one that is able
to create the 7600EZ invoices.
And that's why the Service Agency has to create order,
create invoice button,
and that appears once the GT&C becomes open,
meaning fully approved by the buyer and by the seller.
So once the GT&C is fully approved by both trading partners,
then the 7600EZ invoice can be created.
So Servicing Agency creates the EZ invoice.
Using the GT&C with business application field
that has EZ Servicing Agency will not be able to create
the EZ invoice using a standard order processing GT&C.
And then you complete the required fields as a seller
and submit invoice which will submit it
for transfer of funds or save it as a draft
if you need to come back to it and review it later.
7600EZ invoice performance amount as you can see here,
if you select anything higher than 10,000
it will give you an error and we'll tell you that
it must be less than or equal to 10,000.
This is specific to the 7600EZ under 10K.
And then for as I mentioned earlier,
for the 7600EZ supply print and fleet
that can exceed the 10,000 limit.
As for the invoice performance date,
that must fall within the GT&C starting end date.
It may be backdated and it may be future dated
as long as it's within the GT&C dates.
And invoices will be in pending status until settled
when the performance date occurs.
So give you an example of the performance date
is set to February 10th and today is the February 7th
that we are creating this invoice.
It will be pending, the EZ invoice will be pending
once you submit the invoice until the the 10th,
that's when it will become settled.
As for the Servicing Agency,
Servicing Agency here created the 7600EZ invoice
and it is settled with all the details provided on the page.
It will tell you that it's settled.
So you can see EZ status here is settled.
Performance amounts is 10,000 and then you can see it
the document reference number
highlighted on this screenshot,
you can see the transfer date, transfer month,
all that information is available here
as well as you can see that this is a business application
on the GT&C selected to 7600EZ under 10K.
So now what the seller can do is reverse, add attachments
and audit history, review the audit history,
these are the functions that are available to the seller.
How to view 7600EZ invoice.
So 7600EZ invoices can be viewed from specific
7600EZ sub tabs.
This is new, we are adding it with this new release.
We didn't have that before for those familiar
with the gene voicing application,
you've seen that we have the GT&C order of performance,
but now under the performance we've added
the 7600EZ and we added it for both buyer and sellers
you can see on the screen.
And once you click on the 7600EZ,
your invoices will become available
and you'll be able to view it from the buyer
and seller side.
7600EZ invoice from the Requesting Agency site,
you can see the actions that Requesting Agency
can take on the settled invoice.
So this invoice, I've highlighted it in
little yellow box here on the screen.
This invoice was settled, and you can see that the buyer
can accept this invoice and that's just informational.
These functions, the accepted invoice
doesn't lead to settlement and it is not required.
This is just a communication portal that's available
to the buyer to provide to the trading partner,
to the seller that they've accepted this invoice.
They can also reject the invoice,
add attachments of view attachments
and review audit history.
So here are the 7600EZ Servicing Agency invoice actions.
The Servicing Agency may submit these actions below.
One is create invoice, reverse invoice
and delete invoice.
Invoices when they're created they have to have
a specific open GT&C with the business application
status 7600EZ.
Invoice amount is limited based on the business application
selected on the GT&C and invoice settle funds
when performance date occurs,
If it's not rejected before the performance date.
As per reversing action,
reverse transactions must reference an invoice
that was previously created,
and then Servicing Agency may reverse an invoice
in settle status which hasn't been rejected
within the rejection days or already reversed.
And as for deleting invoices,
the Servicing Agency may delete an invoice
that is in draft status, and that is in user interface
or impending status.
7600EZ invoice Servicing Agency actions
you see here on the screen that shows
that Servicing Agency can refer an invoice,
add attachments and new history and this invoice is settled.
So here are some rules on this page regarding the reversing
of 7600EZ invoice.
So Servicing Agency can reverse EZ invoice,
invoice remains in settled status.
And you can see when I click the button Reverse,
this is the new window that opens up
and you have to populate the transaction type,
here it will tell you that it's reversed.
Performance date will need to be populated,
and then servicing authorized names
would have to be populated as well.
You can add comments that your trading partner
will be able to view and add additional information
that's needed.
Reverse transactions will be impending status
as I mentioned until they're settled
and Servicing Agency may submit the reverse transaction
at any time after the invoice isn't settled.
The limitations to the reversing the invoice
Requesting Agency rejected the invoice
within the rejection days
and invoice already has a reject referencing
reverse transactions.
So it cannot be reversed twice, thus it has to be
in the settle status to reverse it.
Okay, going to the next page: Deleting.
So Servicing Agency can delete the invoice,
they can only delete it in a draft status or pending status.
Invoice status is updated then from draft or pending
to deleted, so you'll be able to view it that is deleted.
Deleted status transactions are accessible in the UI
and through the interface.
Invoices with the deleted status will not settle
when the performance date occurs.
So let's say you created the invoice
and the performance date is,
I'll just use the same example, February 10th,
and you created it today but you decided
that you no longer need it,
you can easily delete it and it will stay there
available to you to view,
but it will not go to settle.
So it won't transfer funds.
So as for the EZ of Requesting Agency actions,
you can accept as a Requesting Agency,
reject or delete as well.
So as per accepted, it's just informational,
accepted invoices will never settle
and never transfer funds.
As per reject invoice, rejected transactions
and accepted transactions,
they have to reference the invoice that was already created.
So you go to that invoice that you need
and then from there you'll be able to select
either accept or reject.
Rejected transactions can be informal,
informational or settled.
So if a rejected transaction is submitted
within the rejection days,
at that time the rejected response will transfer funds.
If it moves to settle status
and if a rejected transaction is submitted
outside the rejection days,
then the rejected response transactional
will not transfer funds
and the status will be informational.
Requesting Agency will need to work
with the Servicing Agency to reverse the invoice
because reverse function is available
to the Servicing Agency only.
So the both trading partners could work together
and then the Servicing Agency can reverse
and update as needed.
As for the leading Requesting Agency can delete
and accept it or reject a transaction
that is in informational status,
which is a status update and not a transaction type.
So for example, Requesting Agency review
the invoice that was submitted
and they decided to accept it.
So they accepted it but then something changed,
maybe somebody else reviewed it
and they decided that they actually wanted to reject it.
So what they would do first is delete it,
that accepted transaction that they've done
and then another transaction would be here.
They would reject that previous invoice
that they accepted originally.
Okay, going to the next page.
Here, there are some rejection rules posted on the slide.
The rejection days are the lengths of time
and full calendar days for the Requesting Agency
rejected transactions.
So remember for 7600EZ under 10K it's 30 calendar days,
not just the work days.
I received that question from one of the agencies before.
The rejection days window is determined by the specific
business application on the GT&C,
each business application may have different number
allowed for the rejection.
The rejection date is calculated
based on the transaction date.
So when the invoice was created in G-Invoicing,
or the performance date when the service or good occurred
and settlement was initiated for the event.
Rejection days use the transaction date
when the invoices performance date
is backdated into the past.
And rejection days uses the performance date
when the invoices performance date is future dated
or is later than the date of the transaction.
And the nice thing in G-Invoicing,
once you log in I'll show you how it looks
and you'll be able to see the rejection days,
it shows you on the actual invoice.
As well they accept the 7600EZ invoice,
Requesting Agency accepting the invoice.
And these are optional,
they don't have to accept,
it's just for them to have that information there.
Accepted transactions are always informational.
They may be submitted to either pending or settled invoice.
And accept the transactions are not allowed
when an invoice already has a reference they accepted
or rejected status.
So as I mentioned earlier,
they would have to delete it first
and then submit a new accepted or rejected transaction.
As for the reject the invoice within the rejection days,
so as you can see here, there is an invoice
and you have the reject invoice button.
So you click on that populate all the required fields.
So if the invoice is rejected within the window
of the reject rejected days,
it will go from pending to settle status,
so it will transfer the funds.
And then the next slide here I have for you
is what happens if the invoice is rejected
after the rejection days?
And in this example, the rejected transaction
submitted after the rejection days window
will always be informational.
Requesting Agency may delete an informational
rejected transaction to allow a new accepted
or rejected transaction to be submitted in the future.
And here is a good visual of how accept/reject process works
for the 7600EZ invoice.
So as you can see here on the slide
Requesting Agency submits the new accepted
or rejected invoice to the 7600EZ invoice
that was submitted by the Servicing Agency,
and there may only be one active reference
in Requesting Agency transaction to an invoice.
To replace it, you just simply delete it,
and deleted transactions will be viewable and available
in both UI and API.
Here's a good example,
the visual for the reverse transactions,
Servicing Agency may reverse 7600EZ invoices
after the Requesting Agency submits information accepted
or rejected transaction to the invoice.
And as for the 7600EZ summary,
this summary page is similar to the one that we already have
for the GT&C and for the order.
So as you can see, it's available to both buyer and seller,
Requesting Agency and Servicing Agency can view EZ invoices,
they can see the type and the status
and you can filter it by the specific status or type.
And the EZ number here is listed with E,
and you can see if there is an attachment.
So the last one here on the screen has an attachment.
So you can click into it and see
what is attached to that invoice.
And is if you need to add additional columns,
that's available too.
For the EZ type you can filter to a specific invoice,
whether it's a rejected invoice or accepted invoice
or reversed as you can see here on the screen.
And you can filter to a specific status settled,
informational, deleted, so you can see the status.
This is the EZ process flow.
This is the process flow that I will be covering
as we go through the demo here in a minute.
But just some highlights here,
the seller creates the EZ invoice,
the buyer then has a choice of accepting or rejecting it,
and then if the buyer needs to delete it,
the accepted or reject the transaction they can delete it.
And the seller can reverse their settled invoice as needed.
And then the new one can be created.
And documents are only logically deleted,
they're still viewable.
Informational means it won't initiate funds transfer,
but they will provide the indicators to the trading partner.
And settled means funds are transferred in IPAC
and subsequently in cars.
Here are other additional resources that we have for
EZ transactions.
So we have specifications that are listed here.
We have the next release 5.0 push and pull,
low dollar purchases listed, the FIDS for for the EZ
and the slides for the overview.
So you have all that additional information.
If you click into the links you'll be able to find it.
As for additional training and knowledge offerings,
I do highly recommend that you register for our
5.0 webinars that are coming up.
And this is where we'll be covering all the enhancements
that will be added within the release 5.0.
Additionally we provide G-Invoicing, GT&C webinars,
the order webinar as well as the performance.
And you can also sign now for all of the office hours
and then each office hour review a specific item
that agencies are interested in.
So like today at the office hour review and EZ.
So I highly recommend registering
for all of the office hours and at least one of each GT&C
order and performance webinar and for one of the
5.0 webinar.
And here are other contact information for our team.
Yes.
Keith: If you don't mind,
we do have a question in chat that I think
might be good for you to cover.
Again, you mentioned it earlier in the deck,
but it's from Katsumi.
"Can you talk a bit more about the background,
why EZ was created and what's the main difference
between this and kind of the standard order process?"
Lena: Absolutely, I'll be happy to,
it's a very good question.
And we do have the slides at the beginning
of my presentation that touch on it.
So EZ is to help with low dollar purchases
with specific transactions that there are a lot of them
and they need to be processed quickly.
And to help expedite the processing,
we've combined the order and performance
into just one document, which is called invoice.
So it really shortens the whole lifespan
of the IGT transaction that you need to submit.
So with the EZ only submit to documents,
the GT&C and invoice.
And with a standard order process,
you'll have to submit the GT&C,
the order and the performance, so three documents.
Hopefully that answers the question.
Thank you, very good question.
Here are some of the additional program contacts
that we have from treasury.
These are the additional information and context,
the Fiscal Service G-Invoicing website.
And I'm going to start showing the demo.
So I'll stop presenting for a minute
to be able to log into the G-Invoicing system.
And this is a perfect time to ask questions,
so please go ahead and unmute yourself,
and ask your question
or continue putting your questions in chat,
whichever you prefer.
But I'll give here a minute or two for questions and answers
and then I'll jump into the live demo of
G-Invoicing EZ process.
I will stop presenting for a moment so I can log
into the G-Invoicing.
Thank you.
Member: Hey, quick question, we joined a little bit late.
Is there a threshold that you use for determining
if it's gonna be EZ, like a certain dollar value?
Lena: Yes, it has to be,
or the EZ that under 10K has to be not more than $10,000.
And for other EZ transactions that I mentioned,
they're listed on like first or second slide
fleet and supplies and printing,
those can go higher than the $10,000 limit.
But the thing is you have to make sure that these
transactions are conducted with those specific
trading partners like GSA and GPO.
Member: Thank you.
Lena: Thank you.
Member: Hi, yes, I had a a quick question.
The way we have it set up is the
interagency agreement team processes the GT&Cs
and then our program office is the one that processes
the invoices.
So if 7600 EZ is the GT&C plus the invoice,
that would require extra coordination between
the two sections, is that accurate?
Lena: the EZ transactions are set up
with the specific roles,
so you'd have to assign roles to your users
to use EZ transactions.
And you could assign them to the same users
that already processed the orders
or you can assign them to a completely different team.
Or if altogether your agency decides
that they don't need to use EZ transactions,
you don't have to enable it and you don't have to use it.
It's just an option for those who do want to use it.
Member: Oh, so it's not a requirement.
That's what I was asking. -: Correct.
Member: Okay.
But if we did want to use it,
it's for any agreement that's $10,000 and under,
it's not just agreements with GSA.
Lena: Correct.
However, there are other types of EZ that are available
specifics to GSA,
but the actual 7600EZ that's under 10K that can be used
with any trading partners that have that enabled.
Member: Okay.
Morali: So hi, this is from Morali from DOT.
The question I posed on the chat is about,
we've been hearing conversations on this subject
before in many forums and I think people have been wondering
if they have internal processes to have orders processed
and invoices matched.
At some point I heard treasury entertaining,
it's up to agencies if they want to do it,
they can do it and we provide a reference number
on the invoice and stuff like that.
But as we are pondering about what to do as a policy for us,
we got into a quagmire about how is it possible
to have orders for EZ invoices?
It would go against the core implementation
of G-Invoicing because it'll open a Pandora's box
and we will impact the reconciliations,
we the have the UDO, but there is no UCO on the other side.
I mean we just want to hear whether orders
is possible at all for EZ invoices.
Lena: They're not.
When you select EZ on the GT&C,
then you will just have to have the invoice.
If you select standard order processing on your GT&C,
then you can use the order.
Morali: Yeah, I know that EZ invoice doesn't take orders
through G-Invoicing, we know that,
but I think there were conversations in the past
that I think we never shut down the option of
agencies trying to create an order on their books
on the requesting side.
I'm not even talking about G-Invoicing order,
I'm just saying an order.
That's all they were thinking about, an obligation.
And when the EZ invoice comes through,
they are expecting people to be instructed
to put that order number in the document reference
on the requesting site so that they can create programs
to do the invoice matching.
But what I'm trying to bring up here is order
is totally non-existent.
Whether it is a G-Invoicing related order,
which you say you won't entertain,
it's not even possible to create a non-G-Invoicing order
in the financial system on the requesting side
because it just doesn't work.
But we want treasury to say whether it's even feasible
for agency to do anything on the ordering side
on the requesting.
Lena: I did hear this request from some other agencies
and the way they plan to do is just like you mentioned,
they will create that order for applications
outside invoicing system.
They would attach it to their EZ invoice for reference
and they'll put the number on the EZ invoice for reference.
That's doable.
So thank you for bringing it up.
Morali: I'm at a loss here.
How is that doable?
Because I'm choosing that partner to,
in non-G-Invoicing order processing,
I'm choosing that partner, it's a federal agency,
I'm creating an order and it creates an obligation
on my books, well, I mean with that trading partner,
but that trading partner doesn't even see my order
because he's not going through G-Invoicing.
So he will not have, use your representation
on the other side and it'll create a reconciliation issue
for G-Invoicing, which is what you are trying to solve.
Keith: How does that trading partner
see your order today?
Morali: The trading partners, because today is
you're trying to solve a problem of, right?
I mean if I create an order, it creates a UDO,
I'm choosing that vendor as the the federal agency,
therefore it'll show an obligation on my books
for that trading partner.
(both speaking indistinctly)
Keith: We're we're getting a little bit
into the policy behind EZ, which is not
the main focus of the training today,
where my question was is if today you are creating an order,
how is that order getting to your partner, pre G-Invoicing
was that order that you're creating getting to your partner.
Spencer: Manually, outside the system, Keith?
Keith: Yeah, yeah, thanks Spencer.
Yeah, so it's you have a pathway to get an order
to a partner today.
EZ was meant for situations where organizations
either do not today create orders for all these
small dollar high volume transactions
or perhaps do not wanna be burdened by that
to go through that process, that G-Invoicing implements.
And that's why this process was created.
If you're creating an order and your partner
wants to receive that order and you wanna do that
through G-Invoicing, then use the normal flow process
that we have for via initiated order
or or seller facilitated order if you're gonna use that.
If you have a mechanism to get that order to that partner
outside of G-Invoicing, then then do so.
But the EZ process does not involve the exchange of an order
through G-Invoicing.
That does not mean that you can't create an order
and get that to your partner somehow.
Member: Yeah, but Keith, we can't create an order
without obligation document between the trading partners.
Spencer: What is the obligation document,
I guess is the question?
Robert: Hey guys, so this is Robert.
So typically, the buyer and seller will have
some other established process for doing it.
So like one of our favorite examples here is GPO.
So you either go to GPO with the SF1 today
or you go to GPOs published portal.
Or if you're going to get background investigations,
there is an established process for that.
If you don't have an established process
for brokering that order outside of G-Invoicing,
then 7,600 C is probably not a fit for that.
As you're starting to consider these things
just like Keith said,
how are you brokering those orders today?
And really 7600EZ is meant to kind of compliment
those processes because there's working
sales processes today that agencies are used to
and they've used for long standing and 7600EZ
is just a way to allow you to continue
to broker those things.
Whether it's sending that SF1 to GPO
or submitting those background investigations
the way that they're submitted today.
And then using 7600EZ to tie that into G-Invoicing
and get those settlements into G-Invoicing.
But what I would like to just kind of guide everyone today
is if you have use case questions,
please bring it up with your AIT.
What we're trying to focus on today here
is the feature itself
and how it's gonna work in G-Invoicing.
Your AIT would be happy to get into policy guidance
and those use cases with you.
It's just we only have an hour here today
and Lena still needs to get through the demo.
Morali: Okay, thank you.
Lena: Thank you Robert.
All right, so I'll jump into the demo.
We have 20 minutes left so just make sure I can cover
everything for you guys.
I'm showing the demo and QA feature,
this is our environment where we submit the future code.
And as I mentioned this release 5.0 will be available
in production just in the week and then QAC
in another couple weeks.
So here on the main page, nothing changed.
You can see the release schedule,
you can see the agency release 5.0 overview notes.
And then what I'll do,
I'll go ahead and create the GT&C as we usually would do
and I'll create it as a Requesting Agency.
However Servicing Agency can initiate it too.
And here I also want to show you that we've added
the 7600EZ.
So there is a sub-tab for GT&C order in EZ.
So the first thing that needs to happen for
the easier transaction to occur, you have to create a GT&C.
I just clicked on the GT&C, this is GT&C summary page.
Here you can see this app and you can filter it
and there's a this app for the EZ
and standard order processing.
So this is where you can see those differences
and you know that which one has invoices
and order performances with.
Creating a GT&C then changes still click Create a GT&C
and then populate all the acquired fields.
So I'll try to go through the required fields quickly.
So agreement start date, it's a date in the past,
just selecting dates in the past and then agreement
and date, I'll just select a date in the future.
And as for the Requesting Agency,
I'm assigned to the department of Agriculture as a user.
And the group, I have to select the group.
So I'm selecting the parent level group.
And then here I'm selecting the ALCs,
Agency location codes for the Requesting Agency.
For the Servicing Agency,
I'm also selecting agriculture so I can show everything
within the same agency account.
And I'm selecting a group here.
So far no changes, so far the processing of the GT&C
is as it was before.
And then for the header,
this is where you would select business applications.
So this what would change?
So if I select the standard order processing and click on I,
there are no conditions, right?
Because it's your standard order order processing.
And then if I select EZ and click on this information,
you can see that there are conditions set up
as I mentioned earlier.
So the order originating partner indicator
only the Servicing Agency is able to create the invoice,
the reverse day is 30 maximum of 10,000, advance no,
and agreement type multiple.
And as I go through it,
you can see that the order originating partner indicator
is already set to servicing.
So if I select the regular order,
then you can see I have a choice here.
But with the EZ, the G-invoicing is smart
to select only what's applicable.
Same for the agreement type, it's multiple.
So multiple EZ invoices can be submitted whether it is GT&C,
no for assist acquisition enforced total amount new,
Do not enforce.
And then here I'll just pick a number for the total
of the GT&C and click Share draft.
If I populated all the fields, all the required fields,
the GT&C will be available for the Servicing Agency
to review.
So now I'll pretend to be a Servicing Agency,
click on the GT&C.
And then here's my GT&C that was sent from the buyer,
that was sent to the seller.
The seller can review it so I'm reviewing it
and then submit for approval.
And then click on approvals and go ahead
and approve this document.
Approve.
So at this point the seller approved the GT&C.
Now what's missing is the buyer's approval.
So I'll switch to be the buyer and pretend
that I'm a buyer now.
And here I have to click on the GT&C,
I can see that it's view only status,
confirm that it is for the 7600EZ invoices,
and go to the approval so I can see the Servicing Agency
approved it.
And now just as a buyer I'm approving the EZ document
and click Approve.
Okay, so at this point the GT&C is fully approved
by both the buyer and the seller.
So what can buyer do with this GT&C?
Can modify admin close and copy,
the buyer cannot create subsequent documents.
So I have to switch to the seller side.
And then the seller side,
this is the GT&C that we just created.
I have create invoice, so the seller can now create
the invoice using this GT&C that we just created.
I'm gonna go ahead and click create invoice
so you see how it looks.
And here I can submit invoice.
Submitting invoice gives me all the required fields
and here I can...
(indistinct)
Somebody trying to ask a question,
I can hear somebody is off mute.
Okay.
So EZ type here you see it's an invoice,
EZ status will appear once we start saving it.
There is a GT&C that we are using to create the EZ invoice.
You can see the GT&C is an open status.
The amounts on the GT&C,
you can see the GT&C is for 7600EZ under 10,000.
Now when I create EZ invoice,
it already highlights that this EZ invoice is between
the Department of Agriculture
to the Department of Agriculture
because that's what was selected on the GT&C.
So now I just have to select a group for the buyer
and the group for the seller.
Have to select the ALC, is the same as on the order.
So for the GT&C I selected multiple ALCs.
But when you create an EZ invoice,
you can select only one.
And same as for the order, when you create an order,
you can select just one ALC to one,
so one-to-one relationship.
Internal reference number,
so that's where you can populate
that internal reference number,
transaction identifier and same for the Servicing Agency.
So this is the Servicing Agency populates
the information for the partner and themselves.
Now I switch to the next section,
which is a findings section.
And this is where if I put an amount that's higher
than 10,000, it will highlight it and won't let me do it.
So I'm set setting up $1000.
For the performance date, I'll select today's date
so I can show you how it's settled.
Type of service required.
And then item code.
Says Requisition indicator, no.
Finding agency code, finding office code,
just so you showing you all the fuels that are available
to populate.
Product service identifier and then item description.
And then this is where you populate the test
for the buyer and for the seller.
So this process haven't changed
that the same is on the order, so click select.
So I click the ones that are available,
I can look up for the specific year that I need
and click select.
And then the be seller would have to select here,
bonafide need and then object class code.
And then you can populate additional accounting information
as needed for the buyer and for the seller.
Okay.
And you can also populate standard line of accounting.
Those are not required fields,
but if you need to use them they're available here.
And points of contact,
the ones who would be responsible for this document.
So it could be whoever is creating the EZ document
or maybe a different person who would be answering
the questions.
And the same for the requesting POC names.
So the seller would populate the requesting POC name here
and they'll populate their email and phone number.
And then anyone who might have the authorized
name for this transaction from the buyer's side also
all those names could be populated here
in their information.
So now I can save it as a draft if I need to save it
for later and review it and it will tell me now
that EZ status is draft.
Or I can go ahead and delete it,
if this is no longer needed, I can add attachments,
I can review the audit history
or if I'm ready for submitting it for transfer of funds,
I can go ahead and submit invoice
and the funds will be processed.
Because the performance data is selected to today.
So now invoice submitted successfully,
if you can see easiest status is pending
and once the transaction goes through the settlement
it will show it's settled here.
And it usually happens pretty quickly so I should be able
to show during this demo today.
Okay, I just refreshed it and you can see
that this was already settled.
So now what can the seller do?
Let's say the seller needs to reverse it,
the seller can click Reverse,
populate the required fields here and reverse this invoice.
And then I'll switch to the buyer side
to find this EZ invoice.
I just go to 7600EZ right here
and it's very nice user friendly because the top ones
will be at the top.
And here what I can do is a buyer,
I can accept this invoice
and it will be informational acceptance.
So just populate the required fields.
And then put the name, and then click Accept it.
So now this becomes information accepted
and as you can see, buyer is not able to do other things
for this invoice.
And if you look at the 7600EZ right here,
it gives you the invoice that we created originally
with the invoice number here.
And then it gives you a different invoice number
for the accepted transaction
and it tells you it's informational,
so you know the buyer accepted it
and you can view it from the servicing side
and the requesting side.
So now go back into this invoice and show you
that you can view the audit history from the buyer side.
So it tells you that the invoice was created,
save this draft and then submit it.
And you can add attachments as needed.
So here you just click Add attachment.
Okay.
And I will switch to the accepted invoice right here.
So here's my accepted invoice accepted by the buyer.
So here I can delete this acceptance
and I'll show you how to do it.
So delete it, it will let me delete this.
And if I go to the referencing EZ list,
it gives me the invoice that was accepted and then deleted,
you see, and then the invoice that was settled.
So it kind of gives me that history that I need
and it's all right here.
-: Lena. -: Yes.
Keith: Hey Lena, we have a question from Rebecca Bidzer
and her question was "why is the performance date today?
Wouldn't it be more appropriate for it to reflect
when the performance occurred?
That would be very important."
So Rebecca, you can set the performance date to another day.
So say the performance happened last month,
G-Invoicing is capable of accepting backdated
performance date.
The only difference is the transfer date will show the date
that the activity is actually recorded in G-Invoicing
and processed by IPAC.
So you could set a January 31st performance date,
but it would still be a February 7th transfer date.
So hopefully that helps.
Lena: Yep, thank you Robert.
And the reason that it's settled because
I wanted to show you a demo how it looks when it's settled
and I selected the the date for today.
So it shows you how it switches from pending to settled.
Okay and let me go back to 7600EZ,
remember so what we did,
we had the invoice that seller created
and then the buyer accepted that invoice
and then the buyer decided that they need
to delete that acceptance,
so they deleted the acceptance of that invoice
and now they can accept it again
or they can reject that invoice.
So once that's deleted, those options given to them again.
Okay, so we have a few more minutes and I need to show you
how to manage the 7600EZ setup for your agency.
So just to reiterate, only if your agency wants to use EZ,
they will be using the EZ with the manage feature flag setup
to yes or enabled.
If your agency is not planning to use EZ,
then you simply just don't enable the flags
and make sure you let your trading partners
know that you're not planning on it.
But if you do plan to use EZ,
you just click on manage feature flags,
it has to be done by the master administrator
or you can request it from your master administrator
to do it.
And then you click Requesting right here.
And these are all the available feature flags
that we have today that you could select.
So for the 7600EZ you would select yes or no right here
and then you would click save once that's selected.
So for example, if you wanted to use the 7600EZ
but you don't need to use the GPO EZ,
then you just remove it, click No and Save
and that's how that's done.
Okay, so now you can use all the flags except this one.
So you would not be able to do EZ transactions with GPO.
Just a simple example.
Okay, now regarding reports.
So you can click on the Reports and here
you can do the agencies by feature report
and click Run report which would run and show you
what features are set up as well as the features
by agency report to show you what features
are set up by the specific agencies.
And you can run the performance report the 7600EZ
where you would be able to see the EZ transactions
that were created.
Additionally, I'm switching to the Servicing Agency,
selecting 7600EZ.
Here you can add some more columns as needed.
So for example the reference number,
the requesting internal ID,
so you have a lot of different columns here,
maybe you need to transfer date.
Anything that you might need,
you can add it here and you can review it and export
into the export of details or export summary
of this specific summary of your EZ transactions
from the servicing side and requesting side.
Okay and then now we have 10:55,
I wanna leave at least five minutes for the questions.
I'll open up for questions and additional comments
as you have or anything else you might be interested to see
regarding EZ while I'm showing the demo,
I'll be happy to show it.
So thank you so much for taking the time to see how
the EZ overview and how to use EZ G-Invoicing
and now time for your questions, thank you.
Keith: Hey Lena, I've got a request here from Katsumi.
She would like to see the reject scenario.
Lena: Absolutely.
So rejections are available by the buyer.
So now as the buyer I will go and select EZ,
this is the latest EZ that we just did.
And this is the EZ that came in from the seller.
So I can go ahead and click Reject invoice
and populate the required information here.
So if I click Reject it'll highlight
the required information.
So maybe bonds is the reason why I'm rejecting it.
And then I'll have to specify the point of contact,
the requesting authorized name for this and phone number.
And go ahead and click Reject.
And now we'll show you how the EZ status changed
right here.
If I go to the EZ thing, it changed to pending
and it shows it was rejected,
and that's because it was still submitted
within the rejection days.
Thank you, good question.
Member: Hey Lena, hey to to double on to this too,
what can you do as the seller to this that's been rejected?
What updates can you make?
Lena: Show you, one second.
So if I switch to the seller side and click on 7600EZ
right here seller can see the updates
and they can see the same from the top that that happens.
So they can see this invoice was rejected.
I go as a seller you can see the attachments
and you can see the history of this rejected invoice
and then go back in.
So this is the original one that was settled
and the original one the same thing,
you can see the attachments in history.
So now you can go into the GT&C and create
a new EZ as a seller as needed and updated as needed.
Thank you.
Other questions that you have?
We still have a couple minutes.
Keith: Hey Lena, there's a good question in chat
from Meg Thedorel at Justice DEA,
"If the Servicing Agency gets the requesting tabs wrong,
can it be corrected instead of rejecting?"
Lena: So this is where you can, the seller can reverse.
I don't know if I have an example here that I can use,
maybe this one, no.
So the seller can reverse the EZ invoice that they created
and then they can create a new one basically
with the updated information.
Thank you.
Member: Yes, good morning,
when is officially G-Invoicing expected to start
this whole process?
Lena: So this is available with the next release 5.0
in production, which is on February 16th.
And as I said earlier, you can enable it to use it
for your agency or you don't have to use it for your agency
if you don't need it.
(indistinct) The agencies.
Member: Okay, and also the process
that you just presented,
is that the agreement specialist role
or the grant specialist role?
Because the way we have it set up is the grant specialist
is setting up the information to insert,
this is called the 7600EZ,
I'm not sure what portion this is,
but adding the requested agency, Service Agency
location code and the description.
So who's role is that?
Lena: Within G-Invoicing you would have to assign
additional EZ roles to the users that will be performing
this function.
Within your agency, it's really up to the agency
to who should be performing it.
Usually would be somebody who is somehow processing IPACs
today because this transaction end up as a transfer
within IPAC.
I've seen that a lot of agencies are assigning their IPAC
groups that are managing IGT transactions
to order performance and EZ roles within G-Invoicing system.
Member: Okay, all right, thank you.
-: Thank you. -: Thanks.
Lena: We are at the top of the hour, it's 11.
So thank you so much for taking the time to see
the G-Invoicing 7600 EZ overview.
If you have additional questions please don't hesitate
to reach out to us and we'll be happy to answer them.
Thanks so much and hope everyone has the
great rest of your day.
Member: I have a question real quick regarding the chat.
Is there a way to capture the chat and send it out
to all of us 'cause there were a lot of great questions
and answers.
Member: As well as as the presentation we're recording.
Lena: Thank you, I'll take a look.
Member: Thank you Robert for answering all the questions
in the chat.
Robert: You're welcome ma'am.
And for anyone that's hanging on for chat answers,
I'm still trying to go through to see what I missed.