Intragovernmental Transactions

Working Group (ITWG)

August 7, 2018
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Today’s Agenda

• Survey Results (Alex Abshire)

• Changes to IPAC Data Standards (Wes Vincent)

• Changes to Performance Data Standards (Wes)

• Attachments (Bill Schmidt)

• Performance and Settlement Adjustments (Wes and Bill)

• Survey Questions (Alex)
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Tentative ITWG Schedule

 June 12 – Advance Payments, IPAC/Invoice Data Elements

 July 10 – Changes to Performance and IPAC Data Standards

 August 7 – Attachments and Adjustments 

Planned Dates: Sept 11, Oct 9, Nov 13, Dec 11, Jan 8, Feb 12

Future Topics:

• Triggering Events

• Conditions for Performance

• Conditions for Settlement

• Assisted Acquisition

• System of Record

• Sensitive Agency Data

2-3 pm ET
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• Proposed changes to Performance standards are acceptable

- Some agencies will have challenges obtaining Performance data

- Still uncertainties on the requirement of Performance entries

• Performance is currently required by half the agencies that responded 

- Although that requirement is not always met

- Several differences based on perspective, Buyer or Seller

• Some concerns with ability to reference an Order from IPAC

- When will ERP Vendors provide this capability?

- Already a challenge pulling required IPAC data together

- Uncertainty over the controls to be in place

• Order Attachments 

- We did not get to this slide in July, so we’ll discuss attachments today

- Many agencies want flexibility to decide which attachments require 

re-approval

July Survey Results
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• New File Identifier Record

– Batch Header Record

• Payment/Collection Transaction Header

– Payment/Collection Transaction Detail + G-Invoicing references

• Receiver Initiated Adjustment Transaction Header

– Receiver Initiated Adjustment Transaction Detail + G-Invoicing references

• Sender Initiated Adjustment Transaction Header

– Sender Initiated Adjustment Transaction Detail + G-Invoicing references

• What happened to the Secondary Record?

– This concept was notional

– IPAC Detail records already contain all the FIDS data elements except for 

Order/Line/Schedule references

– Easiest lift appears to be extending current record to include G-Invoicing references

• Note: If you submit IPAC transactions through the User Interface, you will still need to 

reference a G-Invoicing Order/Line/Schedule

– If no Order reference or old File Identifier, IPAC will process the “old way” ... for now

Proposed Changes to IPAC Bulk File
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IPAC Detail Record Extension

Field Value/Description

(GINV) Order Number Unique Identifier for the Order created from the GT&C. Required to reference Order in G-Invoicing.

(GINV) Order Line Item Number Order Line Item Number from the original transaction. Required to reference Order in G-Invoicing.

(GINV) Order Schedule Number The sequential sub-line structure below an Order Line. Required to reference Order in G-Invoicing.

• A new IPAC file type will be available for agencies to reference Orders

• Orders may be referenced from Payment/Collection or Adjustment 

transactions

- Optional at first, until mandates take effect

• All other FIDS data elements already exist in the current Detail Record

• Detail records likely to be more granular than they are today

- Agencies can no longer submit single Detail record to pay/collect all Line 

items and Schedules for an Order

- Granular distributions must be established on Schedules

... or continue to reclassify in CARS
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Proposed Performance FIDS (Header)

• Control Number not guaranteed to be unique for both partners

• Recommend common pattern for unique Performance Identifier, generated by G-Invoicing 

- e.g., P1808-123-234-000345

- Drop Transaction Set Identifier Code and Control Number

Proposed Data Elements ANSI X12-856 Mapping Data Element Mapping

Data Element 

Name Data Element Description Validation Rules (for new records) Level Data Element Name Ref ID Data Type

Min, 

Max Data Type

Length 

Max

Schema Element Content 

Restriction

Performance 

Number

Identifying number for a Performance event, 

assigned by G-Invoicing at the time the Performance 

is recorded in G-Inv.

System generated in same format as GT&C 

or Order (e.g., P1807-123-234-000034)

Header N/A N/A N/A N/A N/A Text 20 Pyymm-req-svc-seqnum

Order Number Identifying number for PO assigned by G-Invoicing at 

the time of Order creation.

Required ... must reference IGT Order Header Purchase Order 

Number

PRF01 324 AlphaNum 1,20 Text 20

Control Number Sequential number to identify a specific 

Performance event against an Order.

Required ... Must be unique within Order 

Number

Header Transaction Set 

Control Number

ST02 329 AlphaNum 4,9 Text 9 Min 4, Max 9

Transaction Set 

Identifier Code

Code identifying an EDI Transaction Set (e.g., 856 

Ship Notice/Manifest, 306 Dock Receipt).

Optional (if meaningful to Agency) ... no 

validation

Header Transaction Set 

Identifier

ST01 143 Number 3,3 Numeric 3

Agency 

Perfromance 

Identifier

A control number assigned by the agency submitting 

the performance transaction.

Optional (if meaningful to Agency) ... no 

validation

Header Shipment 

Identification

BSN02 396 AlphaNum 2,30 Text 50

Performance Date The date on which the performance took place. Optional ... derive from Current Date if not 

supplied

Header Date DTM02 373 Date + Time 10,10 Date + Time yyyy-mm-ddDThh: 

mm:ss.SSS+|-00:00

Transaction Date The date and time the performance transaction was 

received by G-Invoicing.

Ignore ... system generated Header Date/Time DTM01 374 Date + Time 10,10 Date + Time YYYY-MM-DDThh: 

mm:ss.SSS+|-00:00

Accounting Period The fiscal period that the performance is reflected 

in the G/L, if applicable.

Optional, must comply with format ... e.g., 

July 2018 is 201810.

Header N/A N/A N/A N/A N/A Numeric 6 YYYYMM

Comments Additional information, particularly for adjustments. Optional ... no validation Header Comments YNQ05 993AlphaNum 1,264 Text 264

Prepared By NameThe full name of the user submitting the 

performance transaction

Optional ... derive from Identity Manager if 

UI or not supplied

Header Name PER03 93 AlphaNum 1,60 Text 60

Prepared By 

Phone

The phone number of the user submitting the 

performance transaction

Optional ... derive from Identity Manager if 

UI or not supplied

Header Communication 

Number

PER03 365 AlphaNum 1,60 Text 60

Prepared By EMailThe e-mail address of the user submitting the 

performance transaction

Optional ... derive from Identity Manager if 

UI or not supplied

Header Communication 

Number

PER04 365 AlphaNum 1,60 Text 60
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GT&C and Order Attachments

• GT&C attachments can be added or deleted at any time, with no approvals

- Some agencies have requested that all attachments force re-approval

- Other agencies prefer to choose which attachments trigger re-approval

- G-Invoicing cannot distinguish important attachments from others

• What attachment controls are possible for GT&Cs?

- Either partner can Modify an open GT&C, forcing re-approval at any time

- Pull GT&C (web service) shows all changes, including new or deleted attachments

- If needed, G-Invoicing could be enhanced to send an e-mail notification

• Order workflow is more strict than GT&C

- Buyer creates Order, then Seller changes/approves, then back to Buyer

- Treating an attachment as a change would follow same Order workflow

⋅ Agency must attach before approving because approval marks their “end of turn”

⋅ Seller can only initiate attachment when Order is pending their approval

⋅ Cannot add attachment when closing an Order (without Buyer “Mod” and re-approvals)

⋅ All changes (no matter how insignificant) would require re-approval by both partners

• Is further restriction of Order attachments too onerous? Can it wait?
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Performance and Invoice Attachments

Proposed Data Elements ANSI X12-856 Mapping Data Element Mapping

Data Element 

Name Data Element Description

Validation Rules (for new 

records) Level

Data Element 

Name Ref ID Data Type

Min, 

Max

Schema Element 

Field Name Data Type

Length 

Max

Schema Element 

Content Restriction

Attachment 

File Name

The actual name of the attachment file. Conditional ... Required for 

Attachment submission

Attach

ment

N/A N/A N/A N/A N/A FileName Text 132

Attachment 

File Alias

Nickname to identify file. Optional Attach

ment

N/A N/A N/A N/A N/A FileNameAlias Text 132

Attachment 

Updated By

The user name or partner (Buyer or 

Seller) that uploaded the attachment.

Optional ... derive from Identity 

Manager if not supplied

Attach

ment

N/A N/A N/A N/A N/A FullName Text 100

Attachment 

Date/TIme

The time and date the file was uploaded 

into G-Invoicing. 

Ignore ... system generated Attach

ment

N/A N/A N/A N/A N/A UploadDateTime Date + 

Time

YYYY-MM-DDThh: 

mm:ss.SSS+|-00:00

Performance

Attachment

Order

Header

Performance

Header

Order

Attachment

0:M 0:M

0:M

• IPAC cannot handle attachments

- Invoice related documents must be sent to G-Invoicing to be attached to the Order

- Invoice could also be attached to the Performance transaction 

• Question: Should performance attachments be handled similarly?

- e.g., Attach a Bill of Lading to the Order or to the “Shipped” performance?
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G-Invoicing Data Relationships

GT&C

Order Performance

Settlement

0:M

0:M

M:M

Multiple Orders may 

exist for an approved 

(open) GT&C

Multiple Performance 

transactions can be 

reported against a 

single Order

Settlement (through IPAC) can 

be made against multiple 

Orders, and multiple IPACs can 

impact a single Order
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Performance Adjustments

Order

Header

Order Line

Order 

Schedule

Performance

Header

Performance 

Line

1:M

1:M

1:M

0:M

0:M

Schedule 

Performance 

Balance

Performance 

Type

0:M

0:5 0:M

• G-Invoicing will track remaining 

quantity balance for each type of 

Performance (e.g., Delivery, Receipt)

• Adjustment is made by submitting a 

normal Performance transaction 

against the same Order/Line/Schedule

- Quantity may be positive or negative

- Remaining balance will be adjusted 

accordingly
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Settlement Adjustments

Order

Header

Order Line

Order 

Schedule

IPAC

Header

IPAC

Detail

1:M

1:M 1:M

0:M

• G-Invoicing will track remaining dollar 

balance by Order/Line/Schedule

• IPAC requires that each Adjustment 

references the original Detail record

• The original Detail and any Adjustment(s) 

reference the same Order/Line/Schedule 

in G-Invoicing

- Detail Amount for Adjustments must be 

positive in IPAC and cannot exceed 

original amount

• Remaining dollar balance will be adjusted 

(upward) by G-Invoicing

What happens if refunded amount was too much? 

 Submit another IPAC for the missing amount.
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Example of Settlement Adjustment

• Order 90 units @ $1000 each, terms are “Collection upon Shipment”

– Theoretical at this point ... These terms need to be discussed and agreed to

• Seller ships 90 units, reported to G-Invoicing

• Seller collects $90,000, reported to IPAC

• G-Invoicing calculates remaining balance as $0 and Shipped amount as 90

• Buyer receives only 80 units

– Maybe 10 are lost or damaged in shipping

• The difference (of 10 units) is visible to both agencies

• POCs at the two agencies should discuss the difference

• One or both will make an adjustment to their Performance entry

Shipped -10 Received +10 Split the difference

• Seller adjusts Shipped amount -10 and refunds $10,000 via IPAC adjustment

– Requesting Agency not allowed to initiate Refund through IPAC because terms on 

Order require the Servicing Agency to submit Collection(s) ... again Theoretical

• G-Inv calculates remaining balance as $10,000 and Shipped amount as 80
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Survey Questions for Today

1. Please provide your agency name and (ideally) your personal contact info so we can 

address your concerns.

2. Would your agency object to adding a Capitalize/Expense Indicator to the Order and to 

the Performance transaction to provide an opportunity for the Servicing Agency to 

inform the Requesting Agency if the goods have been capitalized?

3. Will your agency be attaching performance related documents, such as a Bill of Lading 

or Receiving Report? If so, should these documents all be attached to the Order or 

each attached directly to the Performance transaction?

4. Now that we’ve covered the Attachment slide, do you understand the issues related to 

attachments and the challenges with the G-Invoicing system forcing re-approval upon 

any attachment change?

5. Now that we’ve covered the Attachment slide, does your agency believe that reapproval of GT&Cs and Orders with all attachment changes must be system-enforced 

for G-Invoicing to be viable? If so, how do you meet this requirement today?

6. Do you have any questions or concerns related to how Performance adjustments will 

be made?

7. Do you have any questions or concerns related to how Settlement adjustments will be 

made?