TREASURY UNCLASSIFIED // EXTERNAL

G-Invoicing

Agency Options for In-Flight Orders

Version 1.1.1

May 2, 2022
TREASURY UNCLASSIFIED // EXTERNAL

Page 2 L EAD ∙ T RANSFORM ∙ D ELIVER

Objective

• Provide options for agencies to create In-Flight Orders (IFO) in G-Invoicing, 

adjusted to account for Performance to-date

Policy

• Treasury Financial Manual (TFM) mandate for In-Flight Orders extending into 

FY 2024 to be established in G-Invoicing by October 1, 2023

Agency Options

A. Manually convert IFOs in your Enterprise Resource Planning (ERP) 

system, for unpaid balances only

B. Solicit help from your ERP provider or IT department to convert IFOs

C. Enter IFOs directly into G-Invoicing’s User Interface (UI)

D. Use new Order Upload feature

E. Conditionally, use 7600EZ for future billing on IFOs

In-Flight Orders

API

UI

EZ
TREASURY UNCLASSIFIED // EXTERNAL

Page 3 L EAD ∙ T RANSFORM ∙ D ELIVER

• Partners must agree on terms, including but not limited to:

– GT&C with appropriate Order Originating Partner Indicator

– FOB Point and Constructive Receipt Days

– Number of Lines and Schedules

– Unit of Measurement, Quantity and Unit Price

– Prepaid Performance Quantity (PPQ) for Advances

• Consider negotiating one file per partnership (Requesting 

Agency/Servicing Agency)

– Separate files facilitate a secure e-mail exchange of data between two 

partners

Note: Creating an Order is still a 2-step process, whether it’s new or in-flight

1. Partner 1 creates and approves the Order

2. Partner 2 updates and approves the Order

Recommendations for Options A-D
TREASURY UNCLASSIFIED // EXTERNAL

Page 4 L EAD ∙ T RANSFORM ∙ D ELIVER

• Each pair of trading partners should plan their IFO strategy 

– When applicable, each agency should talk with their ERP vendor about what 

options are available to them

o Your system may not be capable of pulling open IFO and/or Advance PPQ

– An agency should talk with each of their trading partners to see which 

combination of options will be most effective

o Best option for requesting side may be different than servicing side

– Consider testing the options with a few Orders before committing full 

resources to the IFO effort

– Negotiation of IFO data may occur over longer stretches of time

– Agreement on remaining balances and Advance PPQs should occur “just in 

time” for creating the IFOs

– Two partners should work quickly to get their IFOs to open status

Recommendations for Options A-D (cont.)
TREASURY UNCLASSIFIED // EXTERNAL

Page 5 L EAD ∙ T RANSFORM ∙ D ELIVER

• Application Programming Interface (API) Prerequisites

– Required data must be agreed upon, but strict (CSV) format is not necessary

– Agencies should discuss options with their ERP vendor

– Close out existing Orders pointing towards IPAC

• API Options

A. Manually convert IFOs in your ERP system to look like new ones

• Open replacement Orders, using remaining (unpaid) balances

– Fully performed lines can be omitted or marked as cancelled

• ERP system will push Orders and optionally Advance PPQ to G-Invoicing

– Advance Prepaid Performance Quantity will be supported through the API

B. Solicit help from your ERP provider or internal IT department 

• Convert IFOs within agency system

• ERP system will push Orders to G-Invoicing

Recommendation

• Agencies should talk with their ERP vendor and/or IT department about what API options 

are available to them

API Options (A and B)
TREASURY UNCLASSIFIED // EXTERNAL

Page 6 L EAD ∙ T RANSFORM ∙ D ELIVER

C. Enter each IFO directly into G-Invoicing’s UI

– Required data must be agreed upon, but a strict format is not necessary

– UI provides immediate feedback when data is invalid

– New feature will be added to identify Advance Performance as Prepaid

– Adjustments to Advance PPQ will be allowed through the UI

• Adjustment may move funds or not, at user’s discretion

Recommendations

– Agencies should talk with their ERP vendor about what options are available to them

o Your system may not be capable of pulling open IFO and/or Advance PPQ

– Agencies should talk with their trading partners to see which combination of options 

will be most effective

– Agencies should test their choices with a couple IFOs before committing full resources 

to the IFO effort

User Interface Option C
TREASURY UNCLASSIFIED // EXTERNAL

Page 7 L EAD ∙ T RANSFORM ∙ D ELIVER

D. Order Upload feature – Proposed process

1. Agree to both partners’ data in one strictly formatted spreadsheet

2. Partner 1 includes their Order Tracking Number for each Order

3. Partner 1 uploads or drops off the file for processing

4. Partner 1 reviews results then cleanses data and repeats 3-4 until error free

5. Partner 1 creates Orders in Shared with Partner 2 (SP2) status

6. Partner 1 reviews the Order “batch” and reverses the upload, if necessary

7. Partner 1 may download Order file for Partner 2 to upload

8. Partner 2 reviews the Orders and asks Partner 1 to reverse, if necessary

9. Partner 2 updates the file provided by Partner 1, if necessary 

10. Partner 2 uploads the file for processing

11. Partner 2 reviews results and cleanses data, repeating 9-10 until error free

12. Partner 2 moves Orders to Open status and uploads PPQ if applicable

13. Partners 1 & 2 review open Orders + Advance PPQ, adjusting as necessary

Recommendations

– Same recommendations as noted for Option C (Slide 6)

User Interface Option D
TREASURY UNCLASSIFIED // EXTERNAL

Page 8 L EAD ∙ T RANSFORM ∙ D ELIVER

• Not technically an In-Flight Order, but can be used as substitute

• Two partners agree that all future billing will be < $10,000

• Establish a GT&C to support EZ invoices

• Servicing Agency sends EZ Invoices through API or enters them through 

G-Invoicing’s UI

• Buy/Sell transactions sent directly to IPAC will be considered 

noncompliant

Note: If you submit an invoice > $10k, the standard EZ process will return an error

Option E – 7600EZ 
TREASURY UNCLASSIFIED // EXTERNAL

Page 9 L EAD ∙ T RANSFORM ∙ D ELIVER

• Which combinations of IFO options work best for both partners?

• Aside from option E, any combination can work

• Be sure to talk with your vendor, talk with your partners, and test before 

you commit major resources

IFO Options Matrix

A B C D E

A Replacement Orders look like new.

Adv PPQ via G-Invoicing API or UI.

Replacement Orders look like new.

Adv PPQ via G-Invoicing API or UI.

Adv PPQ via G-Invoicing UI or API.

Can partner 1's ERP handle IFOs/PPQ?

Adv PPQ via G-Invoicing UI or API.

Can partner 1's ERP handle IFOs/PPQ?

Partner 1 may lose ability to reverse.

Both partners must agree upon EZ

for it to be a viable option.

B Replacement Orders look like new.

Adv PPQ via G-Invoicing API or UI.

Replacement Orders look like new.

Adv PPQ via G-Invoicing API or UI.

Adv PPQ via G-Invoicing UI or API.

Can partner 1's ERP handle IFOs/PPQ?

Adv PPQ via G-Invoicing UI or API.

Can partner 1's ERP handle IFOs/PPQ?

Partner 1 may lose ability to reverse.

Both partners must agree upon EZ

for it to be a viable option.

C Adv PPQ via G-Invoicing UI or API.

Can partner 2's ERP handle IFOs/PPQ?

Adv PPQ via G-Invoicing UI or API.

Can partner 2's ERP handle IFOs/PPQ?

Good for small number of Orders.

Partners key in Orders + Adv PPQ.

Can both ERPs handle IFOs/PPQ?

Adv PPQ entered into G-Invoicing UI.

Can partner 1's ERP handle IFOs/PPQ?

Partner 1 may lose ability to reverse.

Both partners must agree upon EZ

for it to be a viable option.

D

Adv PPQ via G-Invoicing UI or API.

Can partner 2's ERP handle IFOs/PPQ?

Consider both using option D.

Adv PPQ via G-Invoicing UI or API.

Can partner 2's ERP handle IFOs/PPQ?

Consider both using option D.

Adv PPQ entered into G-Invoicing UI.

Can both ERPs handle IFOs/PPQ?

Consider both using option C or D.

Good for large number of Orders.

Upload creates Orders and Adv PPQ.

Can both ERPs handle IFOs/PPQ?

Both partners must agree upon EZ

for it to be a viable option.

E Both partners must agree upon EZ

for it to be a viable option.

Both partners must agree upon EZ

for it to be a viable option.

Both partners must agree upon EZ

for it to be a viable option.

Both partners must agree upon EZ

for it to be a viable option.

Least amount of effort, but limited 

to $10,000 Order balance. 

Works for API or UI.

A: Manually convert IFOs in your ERP system to look like new ones Recommendations: 

B: Solicit help from your ERP provider or IT department to convert IFOs

C: Enter each IFO directly into G-Invoicing’s user interface

D: Use new Order Upload feature

E: Conditionally, use 7600EZ for future billing on IFOs Talk to your partners about what options will work for their agencies, then 

test the option(s) that you and your partners have chosen.

Partner 2

Partner 1

Options

Talk to your ERP vendor about what options work best for your situation, then 

test those options.

Direct entry of PPQ into G-Invoicing should not be made if either partner's 

ERP system is unable to pull down and process PPQ.
TREASURY UNCLASSIFIED // EXTERNAL

Page 10 L EAD ∙ T RANSFORM ∙ D ELIVER

• Options A-B (API) support Advance PPQ

– New parameter will identify PPQ, handled like Option C

• Option C (G-Invoicing UI) 

– UI will allow users to flag an Advance Performance as “Prepaid”

o Prepaid Performance supported for Advances only

o G-Invoicing will assign status PRE (i.e., Prepaid)

o Advance PPQ will not go to PND (pending) or STL (settled) status

o Subsequent adjustments to Advance PPQ are made in PND or PRE status, at the 

user’s discretion

• Option D (Order Upload feature)

– Optional PPQs are:

o Only for Advance Performance 

o Created immediately after all Orders pass validations

o Created if all of Partner 2’s PPQs match Partner 1’s

- Otherwise, the upload will stop and show the PPQs that don’t match

o Adjusted through the Performance UI (see Option C above)

• Option E (EZ) does not support PPQ

Prepaid Performance Quantity (PPQ)
TREASURY UNCLASSIFIED // EXTERNAL

Page 11 L EAD ∙ T RANSFORM ∙ D ELIVER

Advanced

In-Flight Order = $1,000,000

Adv = $750,000

Dlv = $400,000

Replacement Order of 

$600,000 entered or uploaded 

directly into G-Invoicing1

Prepaid Advance of $350,000 

created in G-Invoicing1

Use Case: Adjust prepaid 

Advance by $-50,000. 

Adjustments to prepaid 

Performance (in G-Invoicing) 

can optionally return funds.

IFO Examples

FOB Source

In-Flight Order = $1,000,000

Dlv = $400,000

Rcv = $200,000

Replacement Order for 

$600,000 balance made in 

ERP system or directly in 

G-Invoicing1

No Performance History

FOB Destination

In-Flight Order = $1,000,000

Dlv = $400,000

Rcv = $200,000

Replacement Order for 

$800,000 balance made in 

ERP system or directly in 

G-Invoicing1

Servicing agency must 

provide Delivered/Performed 

of $200,000 to support 

receipt

1 Assumes that agency is not using ERP system, or their 

ERP system can pull down Order or prepaid Performance.
TREASURY UNCLASSIFIED // EXTERNAL

Page 12 L EAD ∙ T RANSFORM ∙ D ELIVER

• Option D Example: Both partners agree to use Option D, but not all 

Orders are approved by Partner 2

1. Partner 1 uploads 60 In-Flight Orders in SP2 status, all for Partner 2

2. Partner 1 uploads 40 more

3. Partner 2 notices 10 they disagree with (out of the 100 SP2 Orders)

• Method 1: They talk, then Partner 1 deletes all 100 and starts over

• Method 2: 

1) Partner 2 rejects the 10 through UI (Option C) or API (Option A)

2) Partner 2 uploads the 90 good ones (Option D)

3) Partner 1 modifies the 10 bad ones, or uploads the corrected 10

Assumptions:

– Both partners either have no ERP system or their system can pull down open Orders for 

processing

– Users for each partner have been granted access to upload Orders directly into G-Invoicing

• The remaining slides further describe Option D

• Details are intended for developers and agency users who are 

considering using Option D 

Appendix D: Order Upload Details
TREASURY UNCLASSIFIED // EXTERNAL

Page 13 L EAD ∙ T RANSFORM ∙ D ELIVER

Appendix D: Order Upload – Partner 1

Upload Orders – Partner 1 Partner 1 G-Invoicing Partner 2

General Terms & Conditions Orders and Prepaid Advance Performance

1 or 2

Broker

GT&C(s)

GT&Cs

Start End

4

Upload or Push 

Orders and 

PPQs

Order 

Upload 

File

Are

all IFOs 

valid?

Supply 

Chain 

System

3

Negotiate IFOs 

and PPQs w/ 

Partner 2

5

Create Orders 

in ‘SP2’ status

Orders

Yes Order

Upload

Files

12

Reverse an 

Order Upload

13

Delete Uploaded SP2 

Orders

No

Yes

Partner 1 may delete all 

Orders in an upload if they 

all remain in SP2 status

1 or 2

Broker

GT&C(s)

3

Negotiate IFOs 

and PPQs w/ 

Partner 2

Are

Orders 

ok?

No
TREASURY UNCLASSIFIED // EXTERNAL

Page 14 L EAD ∙ T RANSFORM ∙ D ELIVER

• Every Order in the upload file must pass all validations for SP2 status 

(Shared with Partner 2) before any Orders can be uploaded

– Multiple errors per Order will be returned, but not necessarily all errors at once

• Some validations are conditional on other data values

• The size of the Upload Order file will be capped at 25mb

– Small file sizes better support the one fail / all fail approach

• Data contained in Order Upload files will be staged in G-Invoicing

– Errors and other messages will be retained, and associated with the file upload

• Once cleansed, Partner 1 will request IFOs be uploaded in SP2 status

– Partner 2’s Order Tracking Number will be set to ‘Order Upload’ + Batch ID

• Temporarily identifies Orders created via the Order Upload feature

• Users can filter/export their Order Summary list by ALC, Tracking ID and Status

• Partner 2 may leave their Order Tracking Number as ‘Order Upload’ + Batch ID, 

or override it

• Partner 1 may reverse an upload

– This physically deletes the SP2 Orders associated with that upload

– Reversal only allowed if all Orders in the upload still in SP2 status

Appendix D: Partner 1 Upload (Step 4)
TREASURY UNCLASSIFIED // EXTERNAL

Page 15 L EAD ∙ T RANSFORM ∙ D ELIVER

Appendix D: Order Upload – Partner 2

Upload Orders – Partner 2

G-Invoicing Partner 2 Partner 1

General Terms & Conditions Orders and Prepaid Advance Performance

1 or 2

Broker

GT&C(s)

GT&Cs

End

Supply 

Chain 

System

Orders

8

Update Order 

Upload File 

Order 

Upload 

File

9

Upload Orders, 

confirming PPQs

Are

all IFOs 

valid?

No

10

Update Order 

to Open Status

Yes

Performance

11

Create prepaid Advance 

Performance

Order

Upload

Files

13

Delete Uploaded SP2 

Orders

Agree

with SP2 

Orders?

Yes

No

Partner 2 can ask 

Partner 1 to delete 

the upload and start 

over.

G-Invoicing will create the 

Performance transactions 

needed to record Prepaid 

Performance Quantity.

Order and PPQs 

must match.

1 or 2

Broker

GT&C(s)

12

Reverse an 

Order Upload

6

Download SP2 

Orders

Start

7

Email Order 

Upload file to 

Partner 2

Partner 1 to ensure all Orders in 

file are for the same Partner 2. 

File may not contain Orders for 

multiple trading partners.
TREASURY UNCLASSIFIED // EXTERNAL

Page 16 L EAD ∙ T RANSFORM ∙ D ELIVER

• Options A through D (from slide 2) are available for Partner 2

– They can approve Orders through the API, in the UI or by uploading a file

– If Partner 2 chooses Option D:

• The SP2 Orders (created by Partner 1) can be exported from G-Invoicing

• They may obtain Partner 1’s Order Upload file (outside of system)

– G-Invoicing will add the new Order Numbers into the exported SP2 Order File

• If Partner 2 finds disagreeable SP2 Orders, they have two options:

1. Ask Partner 1 to reverse the entire upload, correct it and reprocess it

• Only possible if all Orders still in SP2 status

2. Upload the Orders they approve of, and reject the others via UI or API

• Partner 1 may then modify the rejected Orders or submit new ones

• Every Order in the upload file must pass all validations

– Partner 2 must supply their data and agree with Partner 1’s PPQs

– Prepaid Advances will be created for the agreed-upon Orders and PPQs

– PPQ is optional, and zero is allowed, for which no Performance is created

Appendix D: Partner 2 Upload (Step 8)
TREASURY UNCLASSIFIED // EXTERNAL

Page 17 L EAD ∙ T RANSFORM ∙ D ELIVER

Version History

Version Date Release Description

v0.1 11/30/2021 TBD Original version, reviewed by Treasury, CGI and Oracle

v0.2 12/7/2021 TBD Merged new presentation format in with technical details

v0.3 12/15/2021 TBD Raised questions on viability of PPQ following vendor reviews

v0.4 12/22/2021 TBD Highlighted issues to be resolved and created discussion slide (17)

v0.5 1/11/2022 TBD Proposed solutions to PPQ issues in prep for talking with vendors

v0.6 2/7/2022 TBD Single PPQ for Advances, and added IFO Options matrix

v0.7 2/10/2022 TBD Following internal FRB and Treasury reviews

v0.8 2/14/2022 TBD Changed IFO flag to 'Order Upload' using Agency Tracking Identifier

v0.9 2/17/2022 TBD Revised following Treasury review

v1.0 2/24/2022 TBD Updated IFO Options Matrix following Treasury review. Published.

v1.1 4/25/22 5.0 Advance PPQ will be supported via API. Option D steps have changed.

v1.1.1 5/2/22 5.0 Corrected slide 9 options to include Advance PPQ via API