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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BACKGROUND:

Government  Invoicing  (G‐Invoicing)  is  the  long‐term  sustainable  solution  to  improve  the  quality  of 

Intragovernmental Transactions  (IGT)  ‐ Buy/Sell data and  reporting challenges by 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 Service is providing this solution in accordance with 31 U.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‐Invoicing has been mandated for use by all 

Federal Program Agencies (FPAs) by June 30, 2021. 

Problem Being Solved

G‐Invoicing is being designed and implemented to support Fiscal Service’s efforts to improve the quality 

and reliability of Intragovernmental Buy/Sell data. The current environment 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 the resulting 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 their respective accounting triggers.  Additionally, 

the data captured in G‐Invoicing may aid with identifying issues regarding reciprocal USSGL entries. 

G‐Invoicing Implementation Mandates  

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 20191

  

April 20191 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 for FPAs 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 by FPAs  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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PLAYBOOK FOR G‐INVOICING IMPLEMENTATION:

Step 1:  Organize a Cross‐Functional Team

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  the G‐Invoicing 

program sponsor, main point of contact, and overall lead within the FPA. This individual 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 can be  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  their  trading 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 need assistance 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 through the G‐Invoicing onboarding 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 a training 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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Step 2: Review Data Elements

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 

Step 3: Inventory Processes and Data  

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 of all 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 

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Step 4: 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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Step 5:  Perform Change Management

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 

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Step 6: Update Systems  

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.   

Step 7: Test Systems  

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 in G‐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 

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Step 8: Process Transactions

This last step encapsulates all the execution activities in Steps 1‐7 which prepares your organization for 

processing production transactions.  The activities 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 as your organization adopts G‐Invoicing.  FPAs are encouraged to 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 in G‐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 

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CONCLUSION:

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 

IGT@fiscal.treasury.gov