Frequently Asked Questions - Using and Troubleshooting G-Invoicing
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Look at the resources we have for you: Instructor-based training, webinars and G-Invoicing Office Hours. On the Fiscal Service Training page, opportunities are listed in alphabetical order by program. Scroll down to G-Invoicing. We also have a variety of content available for download from Intralinks.
The latest implementation status updates from the 24 CFO Act federal entities are published on Connect.gov. Beyond that scope, if you would like information on a particular trading partner, please contact your assigned Agency Implementation Team (AIT) or reach out to IGT@fiscal.treasury.gov. How do I get access to G-Invoicing?
If your federal entity or organization has an account in G-Invoicing, ask your federal entity's G‑Invoicing Administrator to make you a user in the system.
If your federal entity or organization does not have an account in G-Invoicing, reach out to the G-Invoicing Agency Implementation Team at STLS.Treasury.GInv.AIT@stls.frb.org to get the federal entity or organization started. Also, see the Enrolling in G-Invoicing page.
Your federal entity's G-Invoicing Administrator can grant additional users access to the necessary agency accounts, groups and roles.
If your trading partner is also in G-Invoicing, work with them to move the GT&C into the status: Open for Orders.
If your trading partner is not yet in G-Invoicing (is in the Trading Partner Queue), your GT&C can only have the status: Shared Draft. When your trading partner is fully on G-Invoicing, the document with Shared Draft status will be available for your trading partner to move through the rest of the process.
We recommend you use Microsoft Edge, Google Chrome, or Mozilla Firefox.
Using G-Invoicing – Functionality and Data Elements
No. All federal entities must work to protect the integrity of classified data. All G-Invoicing data are kept in the web portal. Therefore, just as in IPAC today, do not put classified data in any field in G-Invoicing. This includes Miscellaneous, Description, and Custom fields.
Backdating: Yes, you can enter a start date that is earlier than the date in which you are creating the GT&C agreement.
Future dating: Yes, you can enter a future start date. However, the GT&C agreement cannot be approved until that future date.
No. As the TFM notes, Buy/Sell is a reimbursable activity in which goods and services are transferred between two federal entities. G-Invoicing allows multiple ALCs to be selected on the GT&C document as long as the ALCs are listed under the same agency account.
Either trading partner may put an agreement from outside the system into G-Invoicing. You can scan documents and attach them to a G-Invoicing GT&C agreement document.
However, you still must get signatures on the GT&C agreement in the G-Invoicing system.
In the situation where a period of performance from an earlier agreement runs into the current fiscal year or later, the federal entity must decide what should be entered from past agreements.
- The maximum number of attachments allowed per GT&C is 25.
- The upload file size limit for all allowable file types is 10MB per file.
- Maximum size of all attachments combined per document is 250MB.
If you are sending documents from your ERP (Enterprise Resource Planning), look at the vendor specifications for your ERP software. That may also limit the attachments you can send.
Yes. In G-Invoicing, you can attach .jpg files.
G-Invoicing does not allow the following file types as attachments: bat, cmd, scr, exe, rar, and zip. All other file types are acceptable.
ALCs are required to be selected on both the GT&C and Order in G-Invoicing.
We have provided fields to capture all the information that both federal entities may need to reach an agreement. Some information is optional.
G-Invoicing supports Assisted Acquisitions. Trading partners can choose whether to include assisted acquisition on the GT&C. Trading partners are also able to identify Orders that are related to assisted acquisition.
To see the data elements associated with assisted acquisition, please refer to our data standards located within Intralinks.
Copying, pasting, modifying
Yes. Details for how to copy an existing GT&C are provided in the User Guide that is located under the Help Menu inside the G-Invoicing application.
Yes. You can copy and paste from one field in G-Invoicing to another field.
Resolving problems and system messages
You might not have the required group(s) and/or GT&C role(s) to access some GT&C agreements.
Send these requests to your federal entity's G-Invoicing Administrator to add groups and roles, as needed.
User Guides may be viewed and/or downloaded through the G-Invoicing application Help menu.
When the message appears: While you are trying to do a task
Why this happens: Your user profile is not set for that task
What to do: Contact your G-Invoicing Administrator to update your groups and/or roles.