1. Detailed Demonstration of G‐Invoicing
Lena Napolitano & George Pierce
Treasury Financial Management, Federal Reserve Bank of St. Louis
Intragovernmental Transaction (IGT) Day
Thursday, April 7, 2016

2. Discussion Topics A walkthrough of G‐Invoicing 1.0
We will show how to create GT&Cs, Orders, and Invoices from origination through settlement
Obtain a better understanding of the G- Invoicing system
We will discuss Workflow and Approval of documents in the transaction cycle

3. System Development Activities
Government Invoicing (G-Invoicing) will be implemented in September 2016
Separates IPP (E-Invoicing) and IPP-IGT (Buy/Sell)
Rebrands the application as G-Invoicing
Only active users and GT&C data will be migrated/converted in October 2016

4. IGT is also known as…
Military Interdepartmental Purchase Request (MIPR)
Inter/Intra Governmental Transactions (IGT)
Reimbursable Work Order (RWO)
Buy/Sell Transactions
G-Invoicing
IPAC (Intra-Governmental Payments and Collections)
Interagency Agreement (IAA) General Terms and Conditions (GT&C) 7600A and Order 7600B

5. Interagency Agreement (IAA-7600 A&B)
The IAA is a standard paper form for conducting buy/sell transactions between Federal trading partners
The IAA was developed to
Define the data structures required to effectively process intra-governmental buy/sell transactions
Provide agencies with an interim solution until the process could be automated
Lay the foundation for the automation of the standard processes and data

6. G-Invoicing System Process Flow

7. Disburser Administrator
G-Invoicing System Modules
Trading Partners
GT&C
Orders
Invoices
IPAC Status
Disburser Administrator
Intra-Gov Disburser
Account Configuration
Groups, Roles/Permissions
Users set up
Workflow
Tasks for File Exchange

8. Intra-Gov Disburser Intra-Gov Disburser Activities
Create trading partnerships
Establish a relationship
Search and partner with existing Agency
View partner details (Partner Agency List)
Create/approve GT&C, orders and invoices
IPAC Status
Set up Preferences (Notifications, screen views)
Export GTC, Orders and Invoices reports summary report

9. Disburser Admin Disburser Administrator Activities
Enabled by Disburser Administrator(s)
Establish roles with permissions
Create users
Configure and maintain workflow
Define integration tasks for file exchange
IPAC Extract
Intra-Governmental Invoice Download
Intra-Governmental Invoice Upload
Intra-Governmental Order Download
Intra-Governmental Order Upload
Notifications
Disburser Admin

10. Roles and Permissions Buyer     Seller     GT&C Orders
View
Create
Edit
Delete
Approve
Reject
Close
GT&C
Orders
Invoices    
Seller
View
Create
Edit
Delete
Approve
Reject
Close
GT&C
Orders
Invoices    

11. Main 11 Roles in G-Invoicing
User Roles
Permissions
Administrator
User Management, Accounts Management, Groups Management, Invoices Management, Forms and Rules Management, Integration Management, Reference Data Management
Trading Partner Management
Buyer GTC Issuer
Requesting Agency: View GT&C; Create, Edit, Delete, Modify GT&C
Seller GTC Issuer
Servicing Agency: View GT&C; Create, Edit, Delete, Modify GT&C
Seller GTC Approver
Servicing Agency: View, Approve, Reject, Close GT&C
Buyer GTC Approver
Requesting Agency: View GT&C; Approve, Reject, Close GT&C
Buyer Order Issuer
Requesting Agency: View Orders; Create, Edit, Delete, Modify Orders
Buyer Order Approver
Requesting Agency: View Orders; Approve, Reject, Close Orders
Seller Order Approver
Servicing Agency: View, Approve, Reject, Orders
Seller Invoice Issuer
Servicing Agency: Create, View Invoices; Invoice Administration
Buyer Invoice Approver 
Requesting Agency: View Invoices; Reject Invoices; Approve Invoices

12. G-Invoicing Web – Screen Capture

13. G-Invoicing Web – Screen Capture
“Buyer GTC Issuer” selects Create GT&C to establish an agreement with the Servicing Agency

14. G-Invoicing Web – Screen Capture
“Buyer GTC Issuer” completes the following fields to create an agreement: Requesting Agency, Requesting Dept Code, Requesting ALC, Requesting Cost Center, Servicing Agency, Servicing Dept Code, Servicing ALC, Servicing Cost Center

15. G-Invoicing Web – Screen Capture
Unique GT&C number is generated

16. G-Invoicing Web – Screen Capture
“Buyer GTC Issuer” completes the fields marked for Requesting Agency

17. G-Invoicing Web – Screen Capture
“Buyer GTC Issuer” completes Agreement Information fields marked for Requesting Agency, and enters or pastes text descriptions.
Text entry in this section is limited to 4,000 characters. The user can also attach a document

18. G-Invoicing Web – Screen Capture
“Buyer GTC Issuer” saves this agreement as a Draft

19. G-Invoicing Web – Screen Capture
“Seller GTC Issuer” receives an notification and logs into their account to complete an agreement

20. G-Invoicing Web – Screen Capture
“Seller GTC Issuer” completes the fields marked for Servicing Agency

21. G-Invoicing Web – Screen Capture
“Seller GTC Issuer” attaches a document to this agreement
IPP will make the determination itself, no requirement for the sending system to notify IPP of the attachment size.
IPP will reject attachments larger than 10 MB, however the order itself will still be loaded in an exception status that will have to be cleared by the buyer before the seller will see the Order so they can accept it.
The maximum number of attachments allowed per GT&C is 25. GT&C attachments size limit for text and xml file is 10 MB, and for RAR and ZIP 50 MB
Invoice and order attachments have a max file size of 10 MB, and a max of 25 attachments per order and invoice

22. G-Invoicing Web – Screen Capture
File attached successfully. The user can View it and/or Delete it

23. G-Invoicing Web – Screen Capture
“Seller GTC Issuer” saves this agreement as a Draft or Submits for approval

24. G-Invoicing Web – Screen Capture
GT&C entry successfully updated. GT&C is submitted and in the Pending Approval status

25. G-Invoicing Web – Screen Capture
“Seller GTC Approver” logs into their account to approve this agreement
By signing this agreement, you authorize the general terms and conditions as stated, including approving the statutory authorities and that the scope of the work can be fulfilled. By signing, you also agree to periodically review the terms and conditions of the agreement and make any necessary modifications to the GT&C and any affected order(s)

26. G-Invoicing Web – Screen Capture
“Buyer GTC Approver” logs into their account to approve this agreement

27. G-Invoicing Web – Screen Capture
GTC is now approved by both Buyer and Seller, and in the status ‘Open for Orders’

28. G-Invoicing Web – Screen Capture
Both Buyer and Seller can run a report of GTCs, Orders and Invoices in Advanced Search

29. G-Invoicing Web – Screen Capture
Submit the filter criteria to retrieve documents and export data to csv

30. G-Invoicing Web – Screen Capture
GT&C in Status ‘Open For Orders’ can be Closed and Mod by Buyer and Seller

31. G-Invoicing Web – Screen Capture
Requesting Agency and Servicing Agency can Delete a GT&C only in Draft status if they initiated it

32. G-Invoicing Web – Screen Capture
Requesting Agency can Create Orders, Print GT&C, Look up History (Audit Trail), Related Documents and Attachments on the GT&C

33. G-Invoicing Web – Screen Capture
Servicing Agency can Print GT&C, Look up History (Audit Trail), Related Documents and Attachments on the GT&C

34. G-Invoicing Web – Screen Capture
Requesting Agency and Servicing Agency users can see all the Related Documents in one place

35. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” creates an Order from the GT&C

36. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” clicks Next to create an Order from the GT&C

37. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” completes Order fields

38. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” completes Line fields on the Order and clicks Schedule

39. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” completes the fields on the Schedule of the Order: Quantity, Treasury Account Symbol (TAS) / Business Event Type Code (BETC) combination, Object Class Code, Funding Dates

40. G-Invoicing Web – Screen Capture
If needed, “Buyer Order Issuer” fills out Standard Line of Accounting (SLOA) on Requesting and Servicing Additional Accounting Classification fields on the Order Schedule

41. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” selects TAS / BETC and completes the rest of the fields on the Schedule. The user can add another schedule here or save changes to this one. Servicing Agency user can later make changes to their TAS/BETC if needed

42. G-Invoicing Web – Screen Capture
“Buyer Order Issuer” clicks Submit to submit this order for approval

43. G-Invoicing Web – Screen Capture
“Buyer Order Approver” receives an notification and logs into their account to approve the order. The order is in the status ‘Pending Requesting Agency Approval’

44. G-Invoicing Web – Screen Capture
“Buyer Order Approver” approves the order and clicks Submit

45. G-Invoicing Web – Screen Capture
“Seller Order Approver” receives an notification and logs into their account to approve the order
The order is in status Pending Servicing Agency Approval

46. G-Invoicing Web – Screen Capture
“Seller Order Approver” can approve or reject the order by selecting Approvals or Reject button on the order

47. G-Invoicing Web – Screen Capture
“Seller Order Approver” approves the order and clicks Submit
Requesting Agency's approvals are view only

48. G-Invoicing Web – Screen Capture
Order Status changes and displays ‘Open’

49. G-Invoicing Web – Screen Capture
“Seller Invoice Issuer” creates an Invoice from an Order by clicking on Create Invoice button

50. G-Invoicing Web – Screen Capture
“Seller Invoice Issuer” completes the fields on an invoice: Invoice Number, Issue Date, Receipt Date, Performance Period Start Date, Performance Period End Date

51. G-Invoicing Web – Screen Capture
“Seller Invoice Issuer” completes the Line fields on the Invoice and clicks Submit to send it to the Buyer or Save as a Draft

52. G-Invoicing Web – Screen Capture
Invoice created successfully and sent to the Requesting Agency for approval. It is in Initial status
Status of the invoices can change to Received, IPAC Request Issued, Paid, Rejected, IPAC Rejected, Exception

53. G-Invoicing Web – Screen Capture
“Buyer Invoice Approver” logs into their account to approve the invoice received from the Servicing Agency. The user can Approve, Re-Assign and/or Reject this invoice  

54. G-Invoicing Web – Screen Capture
“Buyer Invoice Approver” approves the invoice after goods and services are received and accepted. Receiving report can be attached

55. G-Invoicing Web – Screen Capture
After an invoice is approved it is sent to IPAC for transfer of funds and invoice status changes to IPAC Request Issued and later to Paid

57. Thank You for Your Attendance and Participation!
G-Invoicing System Demo Completed
Thank You for Your Attendance and Participation!

58. G-Invoicing Contacts
Keith Jarboe U.S. Department of the Treasury Bureau of the Fiscal Service (202) Matt Conrad (304)
Doug Larson
Senior Program Manager
Federal Reserve Bank of St. Louis (202)
Lena Napolitano & George Pierce
Agency Implementations Leads
Federal Reserve Bank of St. Louis
(202) /

59. Q&A on G‐Invoicing Demonstration
A time for attendees to interact with G‐Invoicing team and ask any questions you may have from the demonstration