G-Invoicing – Impacts to USDA Users - PowerPoint Presentation

1. G-Invoicing – Impacts to USDA UsersEddie Reso

2. What is G-Invoicing?Online portal for Interagency Agreements –serves as the “broker”Mechanism by which agencies arrange and negotiate information electronicallyA data exchange platform – common to ALL Federal AgenciesFacilitates the exchange of information between Federal trading partnersHas well-defined lines of communication, and is the origin for sharing data and exchanging information on reimbursable activity

3. G-Invoicing - 4 PartsPart 1 – The Agreement Form 7600A: General Terms and Conditions (GT&C) AgreementPart 2 – Placing Orders Form 7600B: Order and FundingPart 3 Performance – Invoicing for Goods or Services Provided Standardized Seller-Generated Interagency Invoice Part 4 Settlement – Invoicing and Payment G-Invoicing will create IPAC transactions (terms pre-defined in GT&C) Terms can specify, automatic IPAC upon invoicing, or require approval

4. G InvoicingHigh Level Overview

5. G-Invoicing ImplementationMandatory for all Federal AgenciesAll Federal Agencies must me implemented into G-Invoicing by June 2021USDA is currently developing implementation planAgreements between USDA Agencies will NOT be in G-Invoicing Intra-USDA agreements will be recorded in the newly developed IAA Module of the EZFedGrants system, which is interfaced to FMMI The new USDA-IAA process for Intra-USDA agreements will continue to utilize the current FMMI internal INTR Process for recording payments and collections

6. Step 1 – The AgreementUSDA FMMI Agencies will use the G-Invoicing portal for entering agreementsObtain access from Treasury Fiscal ServiceFederal trading partners must also be in G-Invoicing to complete agreementUSDA plans for G-Invoicing Agreement data to be pulled from G-Invoicing and interfaced into FMMI. G-Invoicing will be the data entry point for agreements

7. Step 2 – The Orders USDA’s initial vision is for agencies not to enter orders in G-InvoicingEnter the Purchase Order in FMMI as done today, for all ordersAn interface will be built to transmit Purchase Order Data to/from FMMI to G-InvoicingSpecial Notes about CARS and Component TASG-Invoicing does not support String TAS Although FMMI still uses String TAS’s - Application of Funds, this is only for front-end user convenience.  Behind the scenes the component TAS is stored and transmitted to Treasury for reporting.USDA Users will need to be familiar with the component TAS format

8. Step 3 – Performance/Invoicing USDA’s initial vision is for agencies not to enter performance data in G-InvoicingG-Invoicing Order Data from USDA customer agencies will be downloaded from G-InvoicingAn interface will be built to use G-Invoicing Order data to create Sales Orders in FMMIAs goods and services are delivered, resource related billing will run as currently done to produce AR InvoicesAn interface will be built to extract and send FMMI Billing Data to G-Invoicing to record performance

9. Step 4 – SettlementIn Regards to USDA as the Vendor/Performing Agency:G-Invoicing will receive data from FMMI to record performanceG-Invoicing system will trigger IPAC transactions to accomplish collectionsSettlement terms recorded on established agreements will dictate when the IPAC collections are generated:FOB Shipping – IPAC transactions will be automatically generatedFOB Destination – Customer agency will have to manually approve invoice in the G-Invoicing portal before IPAC transactions will be generatedCollection confirmation data will be available from both G-Invoicing and IPAC systems for downloading and recording in FMMI

10. Step 4 – Settlement (cont.)In Regards to USDA as the Customer/Receiving Agency:The USDA Trading Partner will record performance data in G-InvoicingG-Invoicing system will trigger IPAC transactions based on GT&C TermsUSDA will download IPAC disbursement transactions from either the G-Invoicing or IPAC systemsIPAC transactions will be loaded to FMMI and matched against Purchase Orders to record Accounts Payable invoices and cash disbursements as currently done

11. Summary of Implementation StatusDecision made – USDA agencies will utilize the G-Invoicing Portal for entering agreement dataUSDA will not use on-line portal for entering ordering and performance data, but rather electronically load this data, as suggested by Fiscal ServiceSAP must provide solution for its Federal customersSAP is currently working with its Federal customer agencies to gather requirements, address concerns, and provide demonstrations on protypes

12. What’s Next Gain access now to G-Invoicing PortalSchedule live training in Crystal City, VA or Webex TrainingQuestions

13. Live Demo Lena Napolitano Federal Reserve Bank – St. Louis

14. G-Invoicing System EnvironmentsQuality Assurance – Current (QA-C) URL: https://qa.igt.fiscal.treasury.gov/ QA-CProduction (Prod)URL: https://www.igt.fiscal.treasury.gov/PRODThe U.S. Department of the Treasury, Bureau of the Fiscal Service policy prohibits the use/storage of production (real) data in non-production QA-C (test) environmentPlease modify the data so there is no real data in QA-C

15. G-Invoicing System ModulesTrading PartnersGT&C AgreementsOrdersPerformanceIPAC Status for Funds Settlement Account ConfigurationReference data management and maintenance of data access groupsCreation of usersAssignment of roles and data access groups

16. G-Invoicing ImplementationWork with the Agency Implementation Team (AIT) LeadsIdentify your stakeholders for G-Invoicing implementationEstablish Working GroupsReview reference materials on G-Invoicing Fiscal Service WebsiteCompare your IGT “As-Is Model” to the Federal IGT Data StandardsIdentify SMEs involved in IGT (Support Agreements Managers, Orders, 7600A/B Forms, DISB/COLL, IPAC)Establish data access groups and users in G-Invoicing QA and Production environments Prepare Implementation Project PlanWork with your software provider(s) to comply with G-Invoicing and FIDS requirementsJoin the Intragovernmental Transactions Working Group (ITWG) meetingsSign up by e-mailing IGT@fiscal.treasury.gov

17. G-Invoicing User Training“Train the Trainer” approach for training of initial agency usersOnsite training of Admins and Users Training material are available to support training approach Computer Based Training (CBTs)Available on Fiscal Service Website Creating a GT&CCreating an OrderEstablishing an Access Model StructureSignup available on Fiscal Service Website for:G-Invoicing Workshops in Crystal City, VA and Webinars https://www.fiscal.treasury.gov/g-invoice/training.html

18. G-Invoicing Treasury Contact InformationFor IGT Program Management and Agency Outreach SupportChris BeckManager, General Ledger and Advisory Branch, Bureau of the Fiscal Service(304) 480-7122; christopher.beck@fiscal.treasury.govKeith JarboeIGT Agency Outreach – Engagement & Onboarding StaffBureau of the Fiscal Service – Fiscal Accounting202-874-7818; keith.jarboe@fiscal.treasury.govFor Intragovernmental Transactions Working Group InformationIGT@fiscal.treasury.gov Alex Abshire (alexander.abshire@fiscal.treasury.gov)Wesley Vincent (wesley.vincent@fiscal.treasury.gov)https://www.fiscal.treasury.gov/g-invoice/For Intragovernmental Reporting Point of Contact List for Agencieshttps://www.fiscal.treasury.gov/gtas/intergovernmental-contact-list-for-agencies.htmlThe Financial Reports Division has provided each agency with an assigned review accountant to answer questions about the Intragovernmental Transactions (IGT)

19. G-Invoicing Implementation TeamAgency Onboarding and Implementation, Federal Reserve Bank of St. LouisRobert Mattison, AIT Manager(314) 444-3943Robert.Mattison@stls.frb.org George Pierce, AIT Lead(202) 759-0701George.Pierce@stls.frb.orgDoug Larson, Senior Project Manager(202) 759-0700Douglas.Larson@stls.frb.orgWill Beedie, AIT Specialist (314) 444-8797William.Beedie@stls.frb.orgLena Napolitano, AIT Lead(202) 759-0702Olena.Napolitano@stls.frb.orgShelley Sadler, AIT Specialist (314) 444-3969Shelley.Sadler@stls.frb.orgIf you need your password to be reset, please contact Treasury Support Center at e-mail: GInvoicing@stls.frb.org and/or phone: (877)-440-9476, Monday – Friday, 7:00am - 8:00pm

20. G-Invoicing System Demohttps://qa.igt.fiscal.treasury.gov/

21. Implementation Plan G-invoicing General Services AdministrationRobert Smalskas

22. GSA is a major sellerMultiple Business linesPublic Buildings ServiceFederal Acquisition ServiceOffice of Governmentwide PolicyOthersHigh dollars and large volume of agreementsBusiness areaAnnual RevenueNumber of agreementsRent$9.4B19,200Reimbursable Work Authorizations$1.6B9,250Assisted Acquisition$8.8B12,500Vehicle Leasing$1.7B30,200Supply$937M1,200,000

23. GSA G-invoicing Implementation Plan Currently GSA has several approaches for intergovernmental transactions Buy/Sell:  Formal Agreements (Assisted Acquisition, Reimbursable Work)Recurring Services (Rent, Vehicle Leasing, Telecom) Requisition Services  (Supplies)The three approaches require different actions in the implementation plan.

24. Formal AgreementsUpload existing agreements Customers continue to use GSA portals GSA, through an interface, uploads orders to G-invoicing on the customer’s behalf

25. Recurring ServicesRent, Vehicle LeasingCreate GT&C   - based on Agency Location Code using the services. GSA creates orders in G-invoicing on the customer’s behalfGSA creates performance records monthly TelecomNew business model.  Enterprise Infrastructure Solutions (EIS) contract agencies pay vendor directly and will not utilize G-Invoicing

26. Requisition ServicesCustomers order through online eCommerce systems, phone calls or at a retail store.No formal agreementValidation process in placeCustomers continue to use sales portalsMillions of automated transactions per yearInserting G-invoicing approvals into the process could negatively impact timelinessExploring options - export data to G-Invoicing