Intragovernmental Transactions

Working Group (ITWG)

March 12, 2019
Page 2 L EAD ∙ T RANSFORM ∙ D ELIVER

Today’s Agenda

• Tentative ITWG Schedule (Alex Abshire)

• Program News (Chris Beck)

• Survey Results (Alex)

• Administrative Changes to Orders (Alex)

• Remittance Advice (Alex) 

• Survey Questions (Alex)
Page 3 L EAD ∙ T RANSFORM ∙ D ELIVER

Tentative ITWG Schedule

 December 11 – Performance Rules / Program Guide

 February 12 – More on Performance, changes to Orders

 March 12 – Remittance Advice, Administrative Changes

Planned Dates: April 9, May 14, June 11, July 9 ...

Future Topics:

• System of Record

• Sensitive Agency Data

• Performance Webinar

- March 26th, 2-3 pm 2-3 pm ET
Page 4 L EAD ∙ T RANSFORM ∙ D ELIVER

Program News

• Release 2.2 deployed on March 3

• Spring release planned for April/May

– Modify Orders through user interface

– Copy Orders through user interface

– Order Detail Report

• Webinar planned for Performance Rules

– March 26th

• Implementation Plans due June 28, 2019
Page 5 L EAD ∙ T RANSFORM ∙ D ELIVER

Survey Results

• Significant response to hold Performance Webinar

– Webinar will be held March 26th at 2 PM

• Several good questions surrounding Administrative 

Changes and when they are allowed

– We’ll cover the Admin changes more in depth during today’s meeting

• The Constructive Receipt Rules were well received. 

– A Buyer sent performance transaction (Received/Accepted) in 

response to the Seller’s (Delivered/Performed) will stop the 

constructive receipt and settlement will occur

• No clear alternative or consensus on replacement of 

Deferred Payment to represent accrual of expense prior to 

reimbursement for goods delivered or services performed
Page 6 L EAD ∙ T RANSFORM ∙ D ELIVER

Administrative Changes to Orders

Not Allowed Allowed

Billing Frequency Points of Contact

Approval Information Standard Line of Accounting

Order Header Preparer Contact Information

Order Line Some Partner Info (BPN)

Order Schedule Shipping POC/Instructions

Partner Reference Data

Ship-to Address Still Evaluating

TAS + BETC Advance Methodology

Authority

Delivery 

• Allow limited changes to open Orders

• Bypasses modification and approval steps in G-Invoicing

• Can be initiated by either Requesting or Servicing Order Manager (role)

• Order Manager may only change their own Administrative data

• Administrative Changes cannot be made to “performed” Schedules
Page 7 L EAD ∙ T RANSFORM ∙ D ELIVER

Admin Changes - Authority

Form Field Name Provided 

By

How to 

Change?

Form Field Description Order 

Level

Data 

Type

Length 

Max

Schema Element 

Content Restriction

Requesting Agency 

Authority Fund Type 

Citation

Requesting Admin 

Change

Authority that allows the Requesting Agency to 

purchase products and/or services from another 

Federal Agency.

Header Alpha

Num

100

Requesting Agency 

Authority Fund Type 

Code

Requesting ModificationThis identifies the authority that allows the 

Requesting Agency to purchase products and/or 

services from another Federal Agency.

Header Alpha

Num

2 FF (Franchise Fund)

RF (Revolving Fund)

WC (Working Capital)

EA (Economy Act)

OA (Other Authority)

Requesting Agency 

Authority Fund Type Title

Requesting Admin 

Change

Authority that allows the Requesting Agency to 

purchase products and/or services from another 

Federal Agency.

Header Alpha

Num

100

Requesting Program 

Authority Citation

Requesting Admin 

Change

Citation associated with the authority that grants the 

Requesting Agency program authority

Header Alpha

Num

100

Requesting Program 

Authority Title

Requesting Admin 

Change

Title associated with the authority that grants the 

Requesting Agency program authority.

Header Alpha

Num

100

Servicing Agency 

Authority Fund Type 

Citation

Servicing Admin 

Change

Authority that allows the Servicing Agency to provide 

products and/or services to another Federal Agency.

Header Alpha

Num

100

Servicing Agency 

Authority Fund Type 

Code

Servicing ModificationThis identifies the authority that allows the Servicing 

Agency to provide products and/or services to 

another Federal Agency.

Header Alpha

Num

2 (same as above)

Servicing Agency 

Authority Fund Type Title

Servicing Admin 

Change

Authority that allows the Servicing Agency to provide 

products and/or services to another Federal Agency.

Header Alpha

Num

100

Servicing Program 

Authority Citation

Servicing Admin 

Change

Citation associated with the authority that grants the 

Servicing Agency program authority

Header Alpha

Num

100

Servicing Program 

Authority Title

Servicing Admin 

Change

Title associated with the authority that grants the 

Servicing Agency program authority

Header Alpha

Num

100
Page 8 L EAD ∙ T RANSFORM ∙ D ELIVER

Admin Changes – Advance

Form Field Name Provided 

By

How to 

Change?

Form Field Description Order 

Level

Data 

Type

Length 

Max

Schema Element 

Content Restriction

Advance Revenue 

Recognition Description

Servicing 1

Re-approval

by Provider

When the Advance Revenue Recognition is 

other than Straight One, Accrual Per Work 

or Monthly, this field identifies the specific 

frequency.

Header Alpha

Num

240

Advance Revenue 

Recognition Methodology

Servicing 1

Re-approval

by Provider

Identification of the methodology used to 

account for the Requesting Agency's 

expense and the Servicing Agency's 

revenue.

Header Alpha

Num

1 S (Straight Line), 

A (Accrual Per Work

Completed), 

M (Monthly), 

O (Other)

Servicing Agency's Advance 

Payment Authority Citation

Servicing Admin 

Change

For agreements with Advance Payment 

allowed, free-form text stating the 

Servicing Agency’s specific authority that 

allows advances

Header Alpha

Num

100

Servicing Agency's Advance 

Payment Authority Title

Servicing Admin 

Change

For agreements with Advance Payment 

allowed, free-form text stating the 

Servicing Agency’s specific authority that 

allows advances

Header Alpha

Num

100

1 Future enhancement may support re-approval by initiating partner only
Page 9 L EAD ∙ T RANSFORM ∙ D ELIVER

Admin Changes - Delivery

Form Field Name Provided By How to 

Change?

Form Field Description Order 

Level

Data 

Type

Length 

Max

Schema Element 

Content Restriction

Acceptance Point Requesting Admin 

Change

This field identifies whether the acceptance 

point is Origin or Destination.

Header Alpha 

Num

1 S (Source/Origin), 

D (Destination)

O (Other)

Constructive 

Receipt Days

Requesting ModificationThe number of elapsed days before 

requesting agency receipt is assumed to 

occur.

Header Numeric 3

FOB Point Requesting ModificationSpecifies at what point the seller transfers 

ownership of the goods to the buyer. 

Header Alpha 

Num

1 S (Source/Origin), 

D (Destination)

O (Other)

Inspection Point Requesting Admin 

Change

This field identifies whether the inspection 

point is Origin or Destination.

Header Alpha 

Num

1 S (Source/Origin), 

D (Destination)

O (Other)

Place of 

Acceptance

Requesting Admin 

Change

This is the location at which the goods or 

services will be accepted

Header Alpha 

Num

100

Place of 

Inspection

Requesting Admin 

Change

This is the location at which the goods or 

services will be inspected

Header Alpha 

Num

100
Page 10 L EAD ∙ T RANSFORM ∙ D ELIVER

Entity Relationship Diagram + Remittance

Order

Header

Order Line

Order Line 

Schedule

1:M

1:M

1:M

0:M

0:M

Schedule 

Performance 

Balance

Performance 

Type

0:M

0:M

Settlement 

Request

0:1

1:1

0:M

0:M

Performance 

Detail

0:M

Performance

Header

Remittance 

Advice

0:1

1:1

Agency to GINV

GINV to IPAC

IPAC to GINV

GINV to Agency Pending Settled Advised
Page 11 L EAD ∙ T RANSFORM ∙ D ELIVER

Remittance Advice

• Planned for a late 2019 release ...

• Settlement requests will be passed from GINV to IPAC

– Only some Performance records will trigger settlement

• Advances always trigger collections

• Some Delivered/Performed trigger collections

• Some Received/Accepted trigger disbursements

– Those that do will be flagged as “pending” settlement

– IPAC/GINV interface will update Performance as “settled” 

• Final version of Federal IGT Data Standards and updates 

to “Pull” specifications planned for April 2019

• Performance FIDS and (pull) API will be extended to 

include settlement information from IPAC
Page 12 L EAD ∙ T RANSFORM ∙ D ELIVER

Proposed Remittance FIDS

Data Element Name Data Element Description Level

Performance Number Originates from G-Invoicing Header

Performance Detail Number Originates from G-Invoicing Detail

Settlement Status Tracks the status of fund transfer. Values: A (accrual only), P (pending) or S (settled). Header

Settlement (accomplished) Date The date upon which the funds are transferred. (IPAC Accomplished Date). Header

Settlement Transaction ID A unique identifier used to identify a specific transaction submission. Header

Settlement Detail Line Number Identifies the specific detail line number for an intragovernmental transaction. Detail

Settlement Document Reference Number A unique reference number used to identify a specific intragovernmental transaction. Header

• Shown above are the minimum data elements needed by G-Invoicing from IPAC

– Other required data already exists in the form of Performance, Order or GT&C

– Settlement Status can be “pending”, “settled” or “accrual only”

– G-Invoicing will carry the settlement (accomplished) date

– Key identifiers (e.g., Doc Ref Num) provide traceability to IPAC and CARS

• Researching how to supply Disbursing Office Symbol required by IPAC

• Settlement Steps for agency system (or user):

1. Push triggering Performance transaction to G-Invoicing

2. Pull new Performance transactions reported by your trading partner

a) Pull those with status “pending” settlement (optional)

b) Pull those with status “accrual only”

3. Pull updated Performance transactions if status changes from “pending” to “settled”
Page 13 L EAD ∙ T RANSFORM ∙ D ELIVER

Comparison to IPAC’s CSV File

• In IPAC’s CSV file but not in G-Invoicing

– Redundant data

• Points of Contact already on the Order

• Other data elements already on the Order (e.g., DoDAAC)

– Data no longer needed

• 82 SGL data elements

• Data related to adjustments

• Others ...

IPAC CSV/TSV Name Type Length Explanation

Accounting Classification Code Char 16 "code/number which identifies a project or mission and is supplied to the biller 

by the customer on the original request for goods or services" already on Order.

Job Project Number Char 20 "Requesting/Servicing Agency Project Identifier" already can be on Order.

JAS Number Char 30 "Combination of Job Order Number, Accounting Classification Record Number

and Site-ID“. 

FSN AAA ADSN Num 8 "FSN/AAA/ADSN – subdivision of ALC, an accounting station". Use reference data.

Obligating Document 

Number Char 17 IPAC defines as "Billing agency’s internal accounting document associated with a specific bill or disbursement". Order contains DATA Act references.

ACT Trace Number Char 15 Use Agency Performance Identifier in Performance transaction to trace.
Page 14 L EAD ∙ T RANSFORM ∙ D ELIVER

Questions on Remittance Advice

• How will agencies want to extract Settlement information 

through the Application Programming Interface (API)? 

 At month-end by Accounting Period? 

 More frequent Pulls by date/time?

 By Performance Date (i.e., when the agency performed)?

 By Transaction Date (i.e., when GINV received the Performance transaction)?

 By Accomplished Date (i.e., when IPAC settled)? 

• How will agencies want to view Settlement information through 

the G-Invoicing user interface and/or CSV file export?

 By Order? 

 By TAS? 

 By partner ALC?

 Other? 
Page 15 L EAD ∙ T RANSFORM ∙ D ELIVER

Survey Questions for Today

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

2. Are the Authority Titles and Citations listed on slide 7 good candidates for Administrative Changes? 

(Yes/No)

3. Are the Advance Payment Authority Citation and Title listed on slide 8 good candidates for 

Administrative Changes? (Yes/No)

4. Are the Acceptance/Inspection Point/Place listed on slide 9 good candidates for Administrative 

Changes? (Yes/No)

5. Should IPAC retain and display the Performance Number and Performance Detail Number providing 

traceability from IPAC back to G-Invoicing?

6. Are any of the data elements shown on slide 13 crucial to your business, with no equivalent in the 

Order data standards? (Please be specific).

7. Given the Remittance Questions on the prior slide, how will your agency consume Remittance data 

from G-Invoicing? If through the API, how often will your systems pull Remittance data and how will 

you want that data filtered? 

8. If pulling Remittance data through the API, will you want some GT&C, Order and Performance data 

repeated in the Remittance payload, or will you already have that data and simply be linking 

Remittance info to what already exists in your system(s)?

9. If viewing Remittance data via G-Invoicing’s user interface or exporting a CSV file, through what 

lens(es) do you want to view that data?

10. Is the BPN+4 needed for Intragovernmental Buy/Sell transactions?