A Guide to preparing for the Governmentwide
Rollout of G-Invoicing
Version1.0
May2019

G-Invoicing Agency Playbook
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TableofContents
Background:..................................................................................................................................................3
ProblemBeingSolved...............................................................................................................................3
G‐InvoicingImplementationMandates....................................................................................................3
Playbook....................................................................................................................................................5
PlaybookforG‐InvoicingImplementation:...................................................................................................6
Step1:OrganizeaCross‐FunctionalTeam..............................................................................................6
Step2:ReviewDataElements..................................................................................................................7
Step3:InventoryProcessesandData......................................................................................................7
Step4:Design&Strategize.......................................................................................................................8
Step5:PerformChangeManagement....................................................................................................9
Step6:UpdateSystems..........................................................................................................................10
Step7:TestSystems...............................................................................................................................10
Step8:ProcessTransactions...................................................................................................................11
Conclusion:..................................................................................................................................................12

G-Invoicing Agency Playbook
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B
ACKGROUND
:
Government Invoicing (G‐Invoicing) is the long‐term sustainablesolutiontoimprovethequalityof
IntragovernmentalTransactions(IGT)‐Buy/Selldataandreporting challengesbyprovidingacommon
platformforbrokeringallIGTBuy/Sellactivity,implementingaFederalIGTBuy/SellDataStandard,and
providingtransparentaccesstoacommondatarepositoryofbrokeredtransactions.
FiscalServiceisprovidingthissolutioninaccordancewith31U.S.C.3512(b)and3513,whichstatethe
SecretaryoftheTreasurymaydevelopaneffectiveandcoordinatedsystemofaccountingandfinancial
reportingthatintegratesTreasury’saccountingresultsandactsastheoperatingcenterforconsolidating
Treasury’sresultswiththoseofotherexecutiveagencies.G‐Invoicinghasbeenmandatedforusebyall
FederalProgramAgencies(FPAs)byJune30,2021.
ProblemBeingSolved
G‐InvoicingisbeingdesignedandimplementedtosupportFiscalService’seffortstoimprovethequality
andreliabilityofIntragovernmentalBuy/Selldata.Thecurrentenvironmentischallengedbythefollowing
obstacles:
LackofcommunicationbetweentradingpartnersatallpointsintheIGTBuy/Selltransaction
processinhibitingtheabilitytoproperlyapplyestablishedaccountingtreatmentpolicy.
Lackofanautomatedbrokerallowingtradingpartnerstoinitiate,exchange,andapprove
IGTBuy/Selltransactionsonacommonplatformandintegratetheresultingdatafromthese
activitiesintotheiraccountingsystems.
LackofanIGTBuy/SellDataStandardsupportingtheexchangeofdatarelatingtoGeneral
Terms&Conditions,Orders,Performance,andFundSettlement.
LimiteddatavisibilityduetonocentralrepositoryforcapturingIGTBuy/SellDatacurrently
housedwithineachtradingpartner’srespectiveaccountingsystem.
G‐Invoicing will improve the quality and reliability of IGT Buy/Sell information through brokering
transactionsinaccordancewiththestandardprocessesoutlinedintheTreasuryFinancialManual(TFM),
andensuringthedatacapturedcomplieswiththeFederalIntragovernmentalDataStandard(FIDS).Each
FPAwillstillberesponsibleforpreparingtheiragencies’UnitedStatesStandardGeneralLedger(USSGL)
entries,followingguidanceissuedintheTFM.However,IGTactivitydocumentedinG‐Invoicingwillallow
eachFPAinvolvedinatransactiontoaccuratelyidentifytheirrespectiveaccountingtriggers.Additionally,
thedatacapturedinG‐InvoicingmayaidwithidentifyingissuesregardingreciprocalUSSGLentries.
G‐InvoicingImplementationMandates
TFMBulletin2018‐10outlinestherequirementsandguidanceforFPAstoimplementG‐Invoicingby
June30,2021.TFMBulletin2018‐10willbereplacedwithpolicyinTFMChapter4700.Specifically,the
mandaterequiresthatthesettlement(paymentsorcollections)ofallIGTBuy/Sellactivitymustbe
accomplishedbytheexchangeofPerformanceTransactionsthroughG‐Invoicingagainstapproved
Orders.
AsG‐Invoicingisbeingdevelopedandimplementedincrementally,FPAsareencouragedtobegin
leveragingitsfunctionalitytoensuretheyarepositionedtocomplywiththemandatebyJune30,2021.
Insupportofthisiterativeadoptionprocess,incrementalmilestonesareoutlinedbelowforthe
definitionandreleaseofspecificG‐Invoicingfunctionality,whichaligntotheIGTBuy/Selllifecycle.
G-Invoicing Agency Playbook
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AseachstepofthelifecycleisimplementedinG‐Invoicing,theinformationsharingbetweentrading
partnersimprovestheaccuracyofaccountingandreporting.TheGeneralTermsandConditions(GT&C)
willbeginfacilitatingtradingpartnercommunicationinacommonrepository.Thiswillsupportthe
alignmentofprocessesbetweentradingpartnersandtheuseofacommonsetofterms,whichwill
replacethevariousmanualformsusedtodayliketheFSForm7600A,MilitaryInterdepartmental
PurchaseRequest(MIPR),etc.OncetradingpartnersbeginenteringordersintheG‐Invoicingsystem,
datainthecommonrepositorywillbeleveragedtosupportimprovedaccuracyinaccountingand
reporting.Inaddition,tradingpartnerswillbepositionedforfuturecompliancewhenFiscalService
requiresPerformancedatatobeexchangedsothatG‐InvoicingcaninitiatesettlementtoIPAConbehalf
ofthetradingpartners.Atthetimeofthepaymentorcollection,theperformanceandsettlementsteps
willbefullysupportedbybrokeredGT&Csandtheaccountingdetailsincludedontheorders.
Withtheincreasedsharingofinformationinacommonrepositorycoupledwiththeagreementbetween
tradingpartnersateachstepofthelifecycle,adecreaseinBuy/Sellintragovernmentalelimination
differencesisexpected.Ifanintragovernmentaleliminationdifferencestilloccurs,G‐Invoicingwill
providearepositoryofdetailedinformationtoresearchthedifference,whichwillhelpboththetrading
partnersandFiscalServiceresolvethedifference.
MandatewithIncrementalMilestones
Release Transaction
CycleBeing
Implemented
Requirements
Draft
Released
Requirements
Finalized
ReleaseDate DeadlineforFPAs
Implementation
2.1
GeneralTerms
&Conditions
(GT&Cs)
March2017 June2017 March2018

AgencyImplementation
Plans‐June28,2019
2.2 Orders July2017 May2018 March2019
2.3Performance
Transaction
September
2018
February2019 August2019
TBD Settlement March2019
1

April2019
1
January2020
TBD Enhancements N/A N/A ThruJune
2020
Mandate‐June30,2021
Note:AsFiscalServicecollaborateswiththeFPAsonrequirementsfortheperformanceandsettlement
lifecycle,changestopastlifecyclerequirementsmightoccur.
1
Performancespecificationswereextendedtoincludesettlementdata.
G-Invoicing Agency Playbook
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Playbook
The G‐Invoicing incremental milestones noted above describe the critical pathway for G‐Invoicing
development,muchfoundationalworkandpreparationremainsforFPAspriortoimplementation.For
someFPAs,simplybrokeringanAgreementwiththeirtradingpartnersdepartsfromcurrentpractices,
whileFPAswithmorerobustEnterpriseResourcePlanning(ERP) systemsfacethechallengeoflinking
their IGT Buy/Sell processes to their trading partners via the exchange and approval of Order and
Settlement data. Additionally, the submission of Performance includingReceipt&Acceptance
information by the Seller and Buyer respectively coupled with an approved Order to support fund
settlement represents a significant paradigm shift from currentIntragovernmentalPaymentand
Collection(IPAC) processes.Strongchange management willbe required byFPAsto properly position
theirresourcesandsystemsforonboardingtoG‐Invoicing.Toassistagencieswithimplementation,this
playbookrecommends8keystepstoprepareagenciesfortheimplementationofG‐Invoicing.
G-Invoicing Agency Playbook
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P
LAYBOOKFOR
G‐I
NVOICING
I
MPLEMENTATION
:
Step1:OrganizeaCross‐FunctionalTeam
CreateanagencyG‐InvoicingworkgroupincludingareascurrentlysupportingtheIGTBuy/Sellbusiness
line.Theworkgroupshouldincludeindividualsfromagreementmanagingorganizations,
procurement/acquisitions,financialmanagement,accounting,andprogrammanagementforERP
systemssupportingacquisition/FM/accountingfunctions.Thisteamwillbeinvolvedwithoverseeing
andleadingtheimplementationandadoptionofG‐InvoicingwithinyourFPA.
A. AppointaG‐InvoicingProjectChampion
YourFPAteamshouldhaveanappointedprojectchampionwhowill serve as theG‐Invoicing
programsponsor,mainpointofcontact,andoverallleadwithintheFPA.Thisindividualwillact
asa liaison toTreasuryand isempowered to represent andspeak onbehalf of your FPA’sG‐
Invoicing interests to Treasury and organize and/or direct resources to support G‐Invoicing
implementation.
B.EngagewithFiscalService
This team should engage with Fiscal Service and leverage our G‐Invoicing Program Team’s
resourcestoeducateyouragencyaboutthecurrentstateoftheinitiativeandthepathforward
towards implementation. Your agency should do this by joining the Intragovernmental
TransactionsWorkingGroup(ITWG)andengagingwiththeFiscalServiceG‐InvoicingOutreach
Team.Informationontheseandotherengagementactivitiescanbe foundontheG‐Invoicing
website.
C. Connect&Communicate

Your agency should connect and communicate with your trading partners. Fiscal Service will
provide platforms via our ITWG and regularly scheduled office hours. Agencies should gain
knowledgeoftheirtradingpartner’sbusinesspracticeandcollaborateonanyimplementation
questions. Agencies should also identify their top trading partners and form collaborative
relationships and prioritize business lines. The G‐Invoicing Program Team will be using
information from agency implementation plans to communicate your top trading partners’
implementationtimelines.Ifyouneedassistanceidentifyingyourtoptradingpartners,please
contactyourAIT(seenextstep).
D. ContactFiscalServicetogetanAgencyImplementationTeam(AIT)representative
TheAITisakeyresourcetoguideFPAsthroughtheG‐Invoicingonboardingandrolloutprocess.
TheAITwillfacilitateanonboardingkickoffsessiontointroduce the project team to the
onboarding process. Additionally, the AIT will assist FPAs in planning, identify supporting
resources,anddevelopatrainingplanforFPAG‐InvoicingAdministratorsandUsers.Agencies
arerequiredtosubmitaG‐InvoicingAgencyImplementationPlanbyJune28,2019.Thetemplate
canbefoundontheG‐Invoicingwebsite.TheAITcancoordinatecommunicationwithTreasury
regardingplancontentorsubmission.MoreinformationonAITassistancecanbefoundonFAQ’s
ontheG‐Invoicingwebsite.
G-Invoicing Agency Playbook
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Step2:ReviewDataElements
ReviewtheFederalIntragovernmentalDataStandards(FIDS)and,asnotedabove,participateinthe
ITWGwhereFIDSarevettedforchanges.FPAsshouldexplorehowtheircurrentsystem(s)willinterface
withG‐Invoicingtoexchangerequireddata.Theteamshouldleadanassessmentofalldataelements
andsourcesystems,incoordinationwithstakeholdersandsystemowners,tocomparetheirexisting
dataelementstothenewFIDS.Anyvariancesshouldbedocumentedandresolved.Collaborationwith
theinformationtechnologyteamsisnecessarytoensuredataexchangescanflowsmoothlyfromsystem
tosystem.
A. MapIGTBuy/SellrelateddataelementsinyourERP(s)orAgencySystemstoFIDS
InventorydataelementsinusesupportingIGTBuy/Sellprocessesinagencysystemstoday
o GT&C/Agreements
o Orders
o Performance&Settlement
ComparecurrentdataelementstotheFIDS
Identifygapsanddeterminesourceofdatarequired
ReviewFIDSdatamappingwithERPstakeholders
Step3:InventoryProcessesandData
PerformaninventoryofIGTBuy/Sellagencydataandassociatedprocessesandsystems.Agencies
shouldcompletea360‐degreeassessmentincludingthefollowing:
A. Identify all IGT Buy/Sell stakeholders within your organization; examine their processes and
analyzetheimpacttothem(Systems,Procurement,FinancialManagement,Budget,etc.).
B. TakeaninventoryofallIGTBuy/Sellagreementsincludingamount,number,ALCstructure,and
toporcomplextradingpartnerrelationships.
C. TakeaninventoryofallsystemsthatholdIGTBuy/Selldataandensuredatacanbeencapsulated
inG‐Invoicing.
D. ReviewhowFinancialManagementactivitiestriggeryourFPAsaccountingactionsandreference
theG‐InvoicingProgramGuide.
E. ReadTreasurypolicyandstayupdatedonnewguidanceincluding:
TreasuryFinancialManual(TFM)VolumesandBulletins(Chapter4700)
G‐InvoicingWebsite
FIDSandInterfaceSpecifications
G‐InvoicingNewsletter
G‐InvoicingSystemIntegrationGuide

G-Invoicing Agency Playbook
Page8of12
Step4:Design&Strategize
PlanchangestosystemsandbusinessprocessestocaptureIGTBuy/Sellrelateddataassociatedwith
GeneralTermsandConditions,Orders,Performance,andSettlement.

A. EnsureanunderstandingoftheG‐InvoicingBusinessModel
YourAITcanprovideanoverviewofthebusinessmodelandrelateddocumentation.
B. ReviewtheG‐InvoicingSystemsIntegrationGuide
TheSystemsIntegrationGuideprovidesanoverviewofintegrationplanning.Reviewofthe
SystemsIntegrationGuidemaybebestsuitedforinformationtechnologyexpertswithin
yourFPA.Areasoffocusare:
o Protocol:XMLSchemaDocumentation
o CommunicationChannel
o DataElements:XMLTag,ConstraintsandOptionality
o InterfaceSpecifications
o SystemsMappingandValidationRules(SM&VR)
C. JointheFinancialManagementSteeringCommittee(FMSC)SubgroupfortheVendorofyourERP
andFMsystem
ThesubgroupsserveasaforumtoconsolidateFPAcustomervoicesforG‐Invoicingadoptionand
assistwithplanningforERPintegration.Areasoffocusfordiscussionandcoordinationare:
ConveyingtheoverallneedforincludingG‐Invoicingfunctionalityinsoftwareofferings
ChangesnecessarytosupportFIDS
FPArequirementsforintegrationwithG‐Invoicing
Processandfunctionalitychangesforend‐userswithnewlyrequireddataelements
DetailsonhowG‐InvoicingfunctionalitywillbeimplementedwithinERPofferings
D. Reference the G‐Invoicing website for documentation regarding vendor’s approaches to
incorporatingG‐InvoicingfunctionalitywithintheFederalofferings.
Softwareproviders’plansforupdatingsoftwareofferingstosupportG‐Invoicing
o Releasetimeline
o Systemintegrationandrelatedtesting
G-Invoicing Agency Playbook
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Step5:PerformChangeManagement
ImplementchangestoexistingoperatingprocedurestoensurealignmentwithrequiredG‐Invoicing
processflows.EnsurethatdataprocessedandexchangedwithFPATradingPartnersisinaformat
consistentwiththeFIDSSystemMappingandValidationRules(i.e.,G‐Invoicingdatastandardsand
interfacespecifications).
The key to preparing for G‐Invoicing is to adjust your processes now, ensuring your systems are in
alignment with FIDS and the G‐Invoicing “to be” process model. Some areas of focus and change
management activity in alignment with the G‐Invoicing development and implementation timeline
startingwithGT&Cs,Orders,Performance,andfinallySettlementareoutlinedwiththeseinterimchange
managementsteps:
A. GT&Cs
NegotiatewithyourtradingpartnersandbeginexchangingFIDSelements
GT&C’sarethefoundationofthetradingpartnerrelationship.G‐Invoicingsystemprocess
flowsstarthereandinformationflowstotheOrders,Performance,andfinallySettlement
B. Orders
ConnectallOrderstoyouragreements
CapturetradingpartnerdataontheseOrders
AgreeonTAS/BETCinformationforbothsidesoftheOrder
ExchangeFIDSonOrders
C. Performance&Settlement
SellershouldsendnotificationtoBuyershowingrecordofperformance
Buyershouldconfirmperformance,receiptofgoodsorservices
MatchOrdertosettlementforgoodsorservices
ExchangeFIDSonPerformance
EnsureyourOrdernumberisonyourIPACtransactionsduringthetransition
Communicatewithtradingpartnerstoalignaccrualaccounttotransferandreceipt
D. EnsureCompliancewithFiscalServicePoliciesandGuidelines
EnsurethatthedailySharedAccountingModule(SAM)ALC/TASBETCListingiscurrentfor
yourFPAactivity,andthatitlistsallactiveTAS/BETCcombinations.FPAsareresponsiblefor
ensuringthetimelinessandcompletenessofthisSAMALC/TASBETCListing,asG‐Invoicing
willuseSAMasthesourceforTAS/BETCatthetimeofOrdercreation.
FiscalServicerequiresagenciestobeaCentralAccountingandReportingSystem(CARS)
TAS/BETCReportertoleverageG‐Invoicing.FPAsshouldworkcloselywithFiscalServiceto
maketheCARSReportingtransitioniftheyhavenotalreadydoneso.Formoreinformation,
pleaserefertothisCARSlink.

FPAswillneedtocapturetheComponentTASformatintheirinternalaccountingsystemsto
leverageG‐Invoicing.ReportingtransactionsintheStringTASformatwillnotbeanavailable
optioninG‐Invoicing.
G-Invoicing Agency Playbook
Page10of12
Step6:UpdateSystems
ImplementERPsystemchangesasnecessarytoensureG‐Invoicingdataexchangerequirementsare
supported.LeverageITWGandFinancialManagementStandardsCommittee(FMSC)workinggroupsto
ensurebestpracticesarefollowed.Additionally,in‐housedevelopedsolutionsmayrequireupdates.As
notedinStep4.d,vendorplanninginformationcanbefoundontheG‐Invoicingwebsite.
DetailedspecificationscanbefoundontheG‐InvoicingwebsiteorintheG‐InvoicingSystemIntegration
Guide.
Step7:TestSystems
EstablishaG‐Invoicingtestaccounttotestsystemchangesasnecessarytoensureexchangesare
accurateandreliable.FPAsarestronglyencouragedtofirstfocusontestingtransactionsthatareinter‐
agency(i.e.transactionsinwhichtheagencyisboththerequestingandservicingagency)togain
familiaritywiththeprocesses.
A.EstablishTestAccount
CompleteG‐InvoicingSystemEnrollmentFormprovidedbyyourAIT
Determineifinterfacecapabilitiesareneeded.Ifso,referencetheSystemIntegrationGuide.
Establishandconfiguretestaccount
DesignandtestFPApermissionmodelintheQualityAssurancetestregion(i.e.,QA‐C)
AssignFPAUserRolesandaddUserstoapplication
B.TestSystems
GT&C
o IdentifyandbeginbrokeringtestagreementswithtradingpartnersinG‐Invoicing
o ConfiguresystemsandtestpullingGT&Cs,ifneeded
Orders
o NegotiatetestOrderswithtradingpartnersinG‐Invoicingwithintheuserinterface
orbysystemintegration
o Configure systems and test pushing and pulling Orders from agency systems, if
needed
PerformanceandSettlement
o ExchangetestPerformancetransactionswithtradingpartnersinG‐Invoicingwithin
theuserinterfaceorbysystemintegration
o Configure systems and test for pushing and pulling performance and settlement
information(remittancedata),ifneeded

G-Invoicing Agency Playbook
Page11of12
Step8:ProcessTransactions
ThislaststepencapsulatesalltheexecutionactivitiesinSteps1‐7whichpreparesyourorganizationfor
processingproductiontransactions.Theactivitiesofthisstepwillverylikelyoverlaptheactivitiesofthose
previous steps. Additionally, these efforts will be long‐term as implementation and rollout must be
synchronizedwiththedevelopmentactivitiesoutlinedforG‐Invoicingaswellasyourtradingpartners’
implementationschedules.Majoreffortswillinclude:
A. EstablishProductionAccount
Followsimilarprocessassettinguptestaccount(Step7a).
B. IdentifyTradingPartnersReadytoEngageinBrokeringTransactionsinG‐Invoicing
TheG‐Invoicingtransactionlifecycleisdependentuponyourtradingpartneragreeingatkey
stepsoftheprocess(GT&CandOrder).Additionally,theservicingagencymustbeprepared
togenerateperformancetransactionsforsettlementtooccurinG‐Invoicing.Thisshouldbe
consideredasyourorganizationadoptsG‐Invoicing.FPAsareencouragedtobeginleveraging
G‐Invoicingfunctionalityastradingpartnersbecomeengagedtoensurecompliancewiththe
mandate by June 30, 2021. FPAs are strongly encouraged to first focus on implementing
brokeringoftransactionsthatareinter‐agency(i.e.transactionsinwhichagencyisboththe
requestingandservicingagency)toexpeditetheuseofG‐Invoicing.AsnotedinStep1.C,the
G‐InvoicingProgramTeamwillbeusinginformationfromagency implementation plans to
communicateyourtoptradingpartners’implementationtimelines.
B.AdoptG‐InvoicingFunctionality
GT&CDownload(r2.1)
o ImplementchangemanagementactionsforGT&Cs
o BeginbrokeringagreementswithtradingpartnersinG‐Invoicingviatheuserinterface
o ConfiguresystemsforpullingGT&Cs,ifneeded
Orders(r2.2)
o ImplementchangemanagementactionsforOrders
o NegotiateOrderswithtradingpartnersinG‐Invoicingwithintheuserinterfaceorby
systemintegration
o ConfiguresystemsforpushingandpullingOrders,ifneeded
PerformanceandSettlement(r2.3/TBD)
o Implementchangemanagementactionsforperformanceandsettlement
o ExchangePerformancetransactionswithtradingpartnersinG‐Invoicingwithinthe
userinterfaceorbysystemintegration
o Configuresystemsforpushingandpullingperformanceandsettlementinformation
(remittancedata),ifneeded
G-Invoicing Agency Playbook
Page12of12
C
ONCLUSION
:
Forseveralyears,FiscalServicehasbeenworkingtoimprovethequalityandreliabilityof
IntragovernmentalBuy/Selldata.G‐Invoicingoffersasignificantenhancementtothetransaction
lifecycleofreimbursableactivitiesandBuy/Selltransactions.Itreplacestheformerpaper‐based
reimbursableagreementprocesswithanapplicationfortheelectronicorigination,review,andapproval
ofinteragencyagreements,performanceandthesettlementofpaymentandcollectiontransactions.
Consistent,system‐negotiated,businesseventswilltriggerrelatedaccountingactivities,whichcanbe
recordedineachFPA’srespectiveaccountingsystem.
FPAswillhaveamechanismtobrokertransactionsandshareinformationwithoneanother,whichlays
thegroundworktodriveimprovedtransactionprocessingandfinancialreporting,andtodriveefficiency
ofoperationsGovernmentwide.EffortsshouldbeginnowtostartalongtheroadtowardsfullG‐
InvoicingimplementationbyJune30,2021.
ForFurtherInformation,PleaseContact:
BureauoftheFiscalService
[email protected]