Introduction to G-Invoicing

This chapter provides an overview of the Oracle E-Business Suite G-Invoicing solution and covers the following topics:

This chapter covers the following topics:

Overview

An intragovernmental transaction (IGT) occurs whenever a federal program agency purchases goods or services from another federal agency. Whenever a federal program agency purchases goods or services from another federal agency, it is called an intragovernmental transaction (IGT). To help with the initiation, negotiation, approval, and accounting of IGTs, the federal government created the G-Invoicing application. The G-Invoicing solution in Oracle E-Business Suite (EBS) integrates the federal G-Invoicing application with Oracle Contract Lifecycle Management for Public Sector, Oracle Purchasing, and Oracle Projects. Other products within the Oracle E-Business Suite provide additional support.

As a federal program agency, (FPA), you can use the EBS G-Invoicing solution to:

Historically, many federal entities have used paper forms such as the United States Government Interagency Agreement (FS 7600A) and the US Government Order Form (FS 7600B) to facilitate IGT buy/sell activity. Form 7600A captures the general terms and conditions (GT&Cs) of an agreement and is analogous to a contract purchase agreement.

If your agency has not formally brokered agreements with intragovernmental trading partners in the past, then you must formalize that process as you move to G-Invoicing, because G-Invoicing requires that all intragovernmental buy/sell transactions be brokered through the system. If your agency has used formal interagency agreements, there will still be some changes, though on a smaller scale. Improve auditability by associating related transactions with a common identifier.

Oracle EBS and the federal G-Invoicing application use REST services to communicate with each other. Agencies push (send) and pull (retrieve) IGT data to and from the federal G-Invoicing application. The retrieved data is validated, and corresponding transactions are created in EBS.

The Oracle EBS G-Invoicing solution includes the following features and functions:

How Oracle E-Business Suite and the Federal G-Invoicing Application Work Together

The following process flow provides a high-level view of the exchange of IGT documents and data between a requesting (buying) agency (Oracle Contract Lifecycle Management or Purchasing), the federal G-Invoicing application, and the servicing (selling) agency (Oracle Projects). The G-Invoicing data includes group details, general terms, and conditions (GT&Cs), orders, order modifications, and performance records.

The following diagram displays the overall process flow for intragovernmental transactions:

the picture is described in the document text

The overall business flow for an intragovernmental transaction (IGT) is as follows:

  1. GT&Cs and Groups Creation:

    • Either agency creates a GT&C in the federal G-Invoicing application and shares with the trading partner.

    • The trading partner reviews and approves or rejects the GT&Cs.

    • If the trading partner approves the GT&C, then both agencies pull the GT&Cs and groups into EBS (Oracle Contract Lifecycle Management for Public Sector or iProcurement and Oracle Projects).

      See "General Terms and Conditions (GT&Cs)"for more information.

  2. Order Creation and Approval:

    An order is created by either the requesting or the servicing agency (the order-initiating partner is specified in the GT&C), either in EBS or in the federal G-Invoicing application. This means there are four ways an order can be created.

    • Buyer-initiated order (BIO) created in EBS

    • Seller-facilitated order (SFO) created in EBS

    • Buyer-initiated order (BIO) created in G-Invoicing

    • Seller-facilitated order (SFO) created in G-Invoicing

    Buyer-Initiated Order (BIO) Created in EBS

    The requesting agency creates a requisition in Oracle Contract Lifecycle Management or Oracle Purchasing, adds it to a new or existing IGT order, and submits the order for approval. After approval, the BIO is pushed to federal G-Invoicing for the servicing agency to approve.

    Refer to “Process Flow for Buyer-Initiated Order Created in EBS” for more details.

    Refer to “IGT Orders” for more details.

    Seller-Facilitated Order (SFO) Created in EBS

    The servicing agency creates an order in Oracle Projects and submits the order for approval. The SFO is approved by the funding and program officials and is then pushed to federal G-Invoicing for the requesting agency to approve.

    Refer to “Process Flow for Seller-Facilitated Order Created in EBS” for more details.

    Buyer-Initiated or Seller-Facilitated Orders Created in G-Invoicing

    The order-originating partner creates and processes an order in the federal G-Invoicing application. Both trading partners pull the order from G-Invoicing, and it goes through each agency’s approval process. The approval is pushed to G-Invoicing.

    Refer to “Process Flow for BIO and SFO Created in Federal G-Invoicing by Both Agencies” for more details.

    Regardless of which method was used to create the order, the requesting agency pulls the accepted IGT order from the federal G-Invoicing application, synchronizes the updated information with the existing order, obligates funds, and updates the order status to Approved.

    The servicing agency pulls the approved order with an open status, creates performance against the order and submits it.

    The 7600B document is a printed version of the agreement between two federal program agencies for a reimbursable intragovernmental order. Some agencies might need this document to get approval for their orders.

    Refer to the “The 7600B Document” for more details.

  3. Performance Creation and Management: A performance transaction is the exchange of data about the progress of an IGT order.

    When an order is partially or completely fulfilled, the order progress is tracked against the order line schedule and communicated to the requesting agency as performance. The acceptance of performance by a requesting agency is tracked by the servicing agency as approved performance.

    The following types of performance let you derive and report accurate progress and delivery against orders to manage performance and drive settlement:

    • Advance: The servicing agency can submit request and receive advance payments against orders partially or in full. The system offsets advance against invoices. Settlement follows immediately so that the servicing agency can use the funds to fulfill the order. When the servicing agency submits a delivery performance, accounting entries are created to liquidate the advance and recognize revenue or expenses.

      Refer to “Using Advance Performance” for more details.

    • Deferred: A servicing agency sends deferred performance transactions to report progress against order line schedules without initiating settlements. Both agencies can used deferred performance to account for accruals.

      Refer to "Using Deferred Performance" for more details.

    • Delivery: A servicing agency submits delivery against order line schedules to initiate settlement. It provides visibility into Freight on Board FOB (source, destination, others) and constructive days. If the FOB point is source, then this transaction initiates settlement. If the FOB point is destination, then the requesting agency creates a received/accepted performance transaction to trigger settlement of funds.

      Refer to "Using Delivery Performance." for more details.

    The servicing agency initiates and creates advance , deferred, or delivery performance and pushes the performance details to federal G-Invoicing.

    The requesting agency pulls performance and, upon completion of the order, creates the accepted/received performance for the quantity fulfilled. The agency pushes the accepted performance details to federal G-Invoicing.

    The requesting agency interfaces performance with Oracle Receiving and Oracle Payables using concurrent programs to create accounting entries based on the Freight on Board (FOB) point selection related to accruals, advances, settlements, and liquidations. Journal entries are created in Oracle General Ledger.

  4. Settlement is created using IPAC: Federal Agencies use Intragovernmental Payments and Collections (IPAC) to transfer funds between agencies. The Intragovermental Performance Interface pull program, provided by EBS, lets you pull settlements performed by IPAC for an advance and delivery performance types.

    Refer to “Intragovernmental Payment and Collection (IPAC) Settlement” for details

  5. Close an IGT Order: After an IGT order is fulfilled and there are no outstanding performance or quantity remaining, the order can be closed. The requesting agency initiates an order close either in Oracle CLM, Purchasing or in federal G-Invoicing, pushes or pulls the closed order to or from federal G-Invoicing. The requesting or servicing agency pulls the closed IGT order into EBS.

    Refer to “Closing an IGT Order” for more details.

Mapping of G-Invoicing Business Objects in Oracle E-Business Suite

The following topics illustrate the federal G-Invoicing business objects and how they are mapped in Oracle E-Business G-Invoicing.

Business Object Mapping: Requesting Side

EBS features that support a requesting agencies are part of Oracle Contract Lifecycle Management for Public Sector and Oracle Purchasing (referred to as Oracle CLM and Oracle Purchasing in subsequent topics and chapters).

This diagram shows how G-Invoicing objects are mapped to corresponding entities in Oracle EBS.

The G-Invoicing Object Mapping in Oracle Contract Lifecycle Management or Oracle Purchasing

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As shown in the diagram, following are the business object mapping for the requesting agency:

Business Object Mapping: Servicing Side

EBS features that support servicing agencies are part of Oracle Projects. When orders are imported into EBS, Oracle Projects maps the order details to new entities in the project.

The G-Invoicing Object Mapping in Oracle Projects

the picture is described in the document text

This diagram shows how G-Invoicing objects are mapped to corresponding entities in Oracle Projects:

As shown in the diagram, following are the business object mapping for the servicing agency:

Related Topics

For information about setting up and using G-Invoicing in Oracle E-Business Suite, see the following resources:

Process Flow for Buyer-Initiated Order Created in EBS

See "Introduction to G-Invoicing" for more information.

The buyer-initiated orders (BIO) are created and approved in either the Oracle Contract Lifecycle Management for Public Sector Purchasing or in Oracle Purchasing.

The following diagram illustrates the flow of a buyer-initiated order created in EBS:

the picture is described in the document text

The process flow is as follows:

  1. GT&Cs and Groups Creation:

    • Either agency creates a GT&C and group in the federal G-Invoicing application and shares with the trading partner. For creating buyer-initiated order, set the Originating Partner Indicator to requesting agency.

    • The trading partner reviews and approves or rejects the GT&Cs.

    • Both agencies can add attachments, pull GT&Cs and groups into EBS (Oracle Contract Lifecycle Management for Public Sector or iProcurement and Oracle Projects).

    • GT&Cs are available in the Buyer Work Center of Oracle CLM or Purchasing.

    • The requesting agency uses these GT&Cs to create an IGT requisition.

      See "General Terms and Conditions (GT&Cs)"for more information.

  2. Order Creation and Approval: A BIO is created by the requesting agency in Oracle Contract Lifecycle Management or Oracle Purchasing.

    • Using a GT&C, the requesting agency creates a requisition and submits it for approval. After approval, funds are committed. Approved intragovernmental requisitions appear in the Demand Workbench that can be used to create an IGT order.

      Refer to "IGT Requisitions" for more details.

    • The requesting agency, using the Demand Workbench, adds the requisition lines to an IGT order or an existing order. The order details are entered for both agencies. The order is approved by the funding and program officials in Oracle Purchasing or iProcurement. The BIO is then shared with the servicing agency to approve. The BIO is pushed to federal G-Invoicing.

      Refer to "IGT Orders" for details on creating IGT orders.

    • The 7600B document is a printed version of the agreement between two federal program agencies for a reimbursable intragovernmental order. Some agencies might need this document to get approval for their orders. The requesting agency can download the 7600B document at multiple points in the IGT order creation, modification, and approval lifecycle. The approving officials can review, sign, and the agency can attach the signed 7600B document to the order.

      Refer to the "The 7600B Document" for more details.

    • The servicing agency pulls the BIO into EBS in Oracle Projects. You can view these BIO orders in the G-Invoicing dashboard on Oracle’s Projects Command Center. An agreement is created automatically.

    • The servicing agency creates a project or associates an existing project with the order.

      Refer to “Create or Associate a Project with an Order” for more details.

    • The performance obligations and performance obligation lines are published automatically. The order header is mapped to an agreement, order lines are mapped to performance obligations, and order line schedules are mapped to performance obligation lines.

      Refer to “Updating Performance Obligations” for more details.

    • The servicing agency can further update agreement details. In the Update Agreement page, the agency can view and add attachments and then submit the agreement for approval. The program official approves the order. On approval, the funding is generated, the revenue budget is baselined, and the order is pushed to federal G-Invoicing for the requesting agency to approve.

      Refer to “Using Agreements” for more details.

    • The requesting agency pulls the accepted IGT order from the federal G-Invoicing application, synchronizes the updated information with the existing order, obligates funds, and the order status is updated to approved.

    • The servicing agency pulls the approved order with an open status, creates performance against the orders and submits it.

      Or

    • In some cases, the servicing agency can reject an order and push it back to federal G-Invoicing for correction.

    • The requesting agency pulls the rejected order and corrects the details. The order goes through the same order approval process and is pushed back to federal G-Invoicing for servicing agency to approve.

  3. Performance Creation and Management: A performance transaction is the exchange of data about the progress of an IGT order.

    When an order is partially or completely fulfilled, the order progress is tracked against the order line schedule and communicated to the requesting agency as performance. The acceptance of performance by a requesting agency is tracked by the servicing agency as approved performance.

    The following types of performance let you derive and report accurate progress and delivery against orders to manage performance and drive settlement:

    • Advance: The servicing agency can submit request and receive advance payments against orders partially or in full. The system offsets advance against invoices. Settlement follows immediately so that the servicing agency can use the funds to fulfill the order. When the servicing agency submits a delivery performance, accounting entries are created to liquidate the advance and recognize revenue or expenses.

      Refer to “Using Advance Performance” for more details.

    • Deferred: A servicing agency sends deferred performance transactions to report progress against order line schedules without initiating settlements. Both agencies can used deferred performance to account for accruals.

      Refer to "Using Deferred Performance" for more details.

    • Delivery: A servicing agency submits delivery against order line schedules to initiate settlement. It provides visibility into Freight on Board FOB (source, destination, others) and constructive days. If the FOB point is source, then this transaction initiates settlement. If the FOB point is destination, then the requesting agency creates a received/accepted performance transaction to trigger settlement of funds.

      The requesting agency creates acceptance. Acceptance performance is received for FOB (destination, others) against delivery performance.

      Refer to "Using Delivery Performance." for more details.

      Refer to "IGT Performance" and “Performance Accounting for Intragovernmental Transactions” for more details.

    The servicing agency initiates and creates deferred, advance, or delivery performance and pushes the performance details to federal G-Invoicing.

    The requesting agency pulls performance and, upon completion of the order, creates the accepted/received performance for the quantity fulfilled. The agency pushes the accepted performance details to federal G-Invoicing.

    The requesting agency interfaces performance with Oracle Receiving and Oracle Payables using concurrent programs to create accounting entries related to accruals, advances, settlements, and liquidations. Journal entries are created in Oracle General Ledger.

  4. Settlement is created using IPAC: Federal Agencies use Intragovernmental Payments and Collections (IPAC) to transfer funds between agencies. The Intragovermental Performance Interface pull program, provided by EBS, lets you pull settlements performed by IPAC for an advance and delivery performance types.

    Refer to “Intragovernmental Payment and Collection (IPAC) Settlement” for details.

  5. Close an IGT Order: After an IGT order is fulfilled and there are no outstanding performance or quantity remaining, then the order can be closed. The requesting agency initiates an order close either in Oracle CLM or Purchasing, pushes the closed order to federal G-Invoicing. The servicing agency pulls the closed IGT order into EBS.

    Refer to “Closing an IGT Order” for details.

Process Flow for Seller-Facilitated Order Created in EBS

See "Introduction to G-Invoicing"for more information.

The seller-facilitated orders are created and approved in Oracle Projects.

After an SFO is approved internally, it is then pushed to the federal G-Invoicing application for the requesting agency's approval. Once the order is approved by the requesting agency, the servicing agency pulls the open order into the G-Invoicing dashboard of Projects Command Center.

The following diagram illustrates the flow of a seller-facilitated order initiated in Oracle Projects by a servicing agency:

the picture is described in the document text

The process flow is as follows:

  1. GT&C and Group Creation:

    • Either agency creates a GT&C and group in the federal G-Invoicing application and shares with the trading partner. To create a seller-facilitated order, select servicing agency for the Originating Partner Indicator.

      Note: To create a seller-facilitated order, select servicing agency for the Originating Partner Indicator.

    • The trading partner reviews and approves or rejects the GT&Cs.

    • Both agencies can add attachments, pull GT&Cs and groups into EBS (Oracle Contract Lifecycle Management for Public Sector or iProcurement and Oracle Projects).

    • The servicing agency uses these GT&Cs to create an IGT order.

      See "General Terms and Conditions (GT&Cs)"for more information.

  2. Order Creation and Approval: The servicing agency creates the seller-facilitated order in EBS using Oracle Projects.

    • The servicing agency creates and approves an IGT order. The order details are entered for both agencies.

      Refer to “Seller-Facilitated Orders Created in Oracle Projects” for more details.

    • Upon save, an agreement is created automatically.

    • The servicing agency creates a project or associates an existing project with the order.

      Refer to “Create or Associate a Project with an Order” for more details.

    • The performance obligations and performance obligation lines are published automatically. The order header is mapped to an agreement, order lines are mapped to performance obligations, and order line schedules are mapped to performance obligation lines

      Refer to “Updating Performance Obligations” for more details.

    • The servicing agency can further update agreement details. In the Update Agreement page, the agency can view and add attachments and then submit the agreement for approval. The program official approves the order. On approval, the funding is generated, and the revenue budget is baselined.

    • The order is pushed to federal G-Invoicing for the requesting agency’s approval.

    • The requesting agency pulls the seller-facilitated order from the federal G-Invoicing application, enters additional information, and then approves the order.

      Funds are obligated and the agency pushes the approved order back to federal G-Invoicing.

      Refer to “Seller-Facilitated Orders (SFO) for the Requesting Agency” for more details.

    • The servicing agency pulls the approved order with an open status, creates performance against the orders and submits it.

    OR

    • In some cases, the requesting agency can reject an order and push it back to federal G-Invoicing for correction.

    • The servicing agency pulls the rejected order, corrects errors, or makes other changes and then pushes the order back to G-Invoicing for the requesting agency to approve.

      The order goes through the same order approval process and is pushed back to federal G-Invoicing for requesting agency’s approval.

  3. Performance Creation and Management: A performance transaction is the exchange of data about the progress of an IGT order.

    When an order is partially or completely fulfilled, the order progress is tracked against the order line schedule and communicated to the requesting agency as performance. The acceptance of performance by a requesting agency is tracked by the servicing agency as approved performance.

    The following types of performance let you derive and report accurate progress and delivery against orders to manage performance and drive settlement:

    • Advance: The servicing agency can submit request and receive advance payments against orders partially or in full. The system offsets advance against invoices. Settlement follows immediately so that the servicing agency can use the funds to fulfill the order. When the servicing agency submits a delivery performance, accounting entries are created to liquidate the advance and recognize revenue or expenses.

      Refer to “Using Advance Performance” for more details.

    • Deferred: A servicing agency sends deferred performance transactions to report progress against order line schedules without initiating settlements. Both agencies can used deferred performance to account for accruals.

      Refer to "Using Deferred Performance" for more details.

    • Delivery: A servicing agency submits delivery against order line schedules to initiate settlement. It provides visibility into Freight on Board FOB (source, destination, others) and constructive days. If the FOB point is source, then this transaction initiates settlement. If the FOB point is destination, then the requesting agency creates a received/accepted performance transaction to trigger settlement of funds.

      The requesting agency creates acceptance. Acceptance performance is received for FOB (destination, others) against delivery performance.

      Refer to "Using Delivery Performance." for more details.

      Refer to “Performance Accounting for Intragovernmental Transactions” for more details.

    The servicing agency initiates and creates deferred, advance, or delivery performance and pushes the performance details to federal G-Invoicing.

    The requesting agency pulls performance and, upon completion of the order, creates the accepted/received performance for the quantity fulfilled. The agency pushes the accepted performance details to federal G-Invoicing.

    The requesting agency interfaces performance with Oracle Receiving and Oracle Payables using concurrent programs to create accounting entries related to accruals, advances, settlements, and liquidations. Journal entries are created in Oracle General Ledger.

  4. Settlement is created using IPAC: Federal Agencies use Intragovernmental Payments and Collections (IPAC) to transfer funds between agencies. The Intragovermental Performance Interface pull program, provided by EBS, lets you pull settlements performed by IPAC for an advance and delivery performance types.

    Refer to “Intragovernmental Payment and Collection (IPAC) Settlement” for details.

  5. Close an IGT Order: After an IGT order is fulfilled and there are no outstanding performance or quantity remaining, it can be closed. The requesting agency initiates an order close either in Oracle CLM, Purchasing or in federal G-Invoicing, pushes or pulls the closed order from federal G-Invoicing. The requesting or servicing agency pulls the closed IGT order into EBS.

    Refer to “Closing an IGT Order” for details.

Process Flow for BIO and SFO Created in Federal G-Invoicing

The order-originating partner that is the requesting or servicing agency creates an IGT order and these orders are processed in the federal G-Invoicing application. The requesting agency creates the buyer-initiated order also known as BIO, and the servicing agency creates the seller-facilitated order also known as SFO. In this case, the federal application is used to create orders, and EBS is the financial system.

The following diagram illustrates the flow of an order created in the federal G-Invoicing application.

the picture is described in the document text

The process flow is as follows:

  1. GT&C and Group Creation:

    • Either agency creates a GT&C and group in the federal G-Invoicing application and shares with the trading partner.

    • The trading partner reviews and approves or rejects the GT&Cs.

    • Both agencies can add attachments, pull GT&Cs and groups into EBS (Oracle Contract Lifecycle Management for Public Sector or iProcurement and Oracle Projects).

    • The servicing agency uses these GT&Cs to create an IGT order.

      See "General Terms and Conditions (GT&Cs)"for more information.

  2. Order Creation and Approval:

    • The requesting agency creates a buyer-initiated order (BIO), and the servicing agency creates a seller-facilitated order (SFO) in the federal G-Invoicing application. The BIO or SFO is first approved by the order initiating funding and program officials and is then shared with the trading partners to approve.

    • The partner agencies approve BIO or SFO in federal G-Invoicing.

    • The requesting agency pulls the order, approves it, and funds are obligated.

    • The servicing agency pulls the order from G-Invoicing into Oracle Projects. An agreement is created automatically.

      Refer to “Using Agreements” for more details.

    • The servicing agency creates a project or associates an existing project with the order.

      Refer to “Create or Associate a Project with an Order” for more details.

    • The performance obligations and performance obligation lines are published automatically. The order header is mapped to an agreement, order lines are mapped to performance obligations, and order line schedules are mapped to performance obligation lines.

      Refer to “Updating Performance Obligations” for more details.

    • The servicing agency can further update agreement details. In the Update Agreement page, the agency can view and add attachments and then submit the agreement for approval. The servicing agency officials approve or reject agreements based on specified criteria. On approval, performance obligation lines are published, the funding is generated, and the revenue budget is baselined. See "G-Invoicing Order Approval – Funds Check and Allocation" for more details.

      Refer to “Using Agreements” for more details.

    • The order is ready for use and the agency can create performance against the order and submit it.

      Refer to “Approving SFOs”“” for more details.

  3. Performance Creation and Management: A performance transaction is the exchange of data about the progress of an IGT order.

    When an order is partially or completely fulfilled, the order progress is tracked against the order line schedule and communicated to the requesting agency as performance. The acceptance of performance by a requesting agency is tracked by the servicing agency as approved performance.

    The following types of performance let you derive and report accurate progress and delivery against orders to manage performance and drive settlement:

    • Advance: The servicing agency can submit request and receive advance payments against orders partially or in full. The system offsets advance against invoices. Settlement follows immediately so that the servicing agency can use the funds to fulfill the order. When the servicing agency submits a delivery performance, accounting entries are created to liquidate the advance and recognize revenue or expenses.

      Refer to “Using Advance Performance” for more details.

    • Deferred: A servicing agency sends deferred performance transactions to report progress against order line schedules without initiating settlements. Both agencies can used deferred performance to account for accruals.

      Refer to "Using Deferred Performance" for more details.

    • Delivery: A servicing agency submits delivery against order line schedules to initiate settlement. It provides visibility into Freight on Board FOB (source, destination, others) and constructive days. If the FOB point is source, then this transaction initiates settlement. If the FOB point is destination, then the requesting agency creates a received/accepted performance transaction to trigger settlement of funds. The requesting agency creates acceptance. Acceptance performance is received for FOB (destination, others) against delivery performance.

      Refer to "Using Delivery Performance." for more details.

      Refer to “Performance Accounting for Intragovernmental Transactions” for more details.

    The servicing agency initiates and creates deferred, advance, or delivery performance and pushes the performance details to federal G-Invoicing.

    The requesting agency pulls performance and, upon completion of the order, creates the accepted/received performance for the quantity fulfilled. The agency pushes the accepted performance details to federal G-Invoicing.

    The requesting agency interfaces performance with Oracle Receiving and Oracle Payables using concurrent programs to create accounting entries related to accruals, advances, settlements, and liquidations. Journal entries are created in Oracle General Ledger.

  4. Settlement is created using IPAC: IPAC Settlement is performed. Federal Agencies use Intragovernmental Payments and Collections (IPAC) to transfer funds between agencies. The Intragovermental Performance Interface pull program, provided by Oracle EBS, to pull settlements performed by IPAC for an advance and delivery performance types.

    Refer to “Intragovernmental Payment and Collection (IPAC) Settlement” for details.

  5. Close an IGT Order: After an IGT order is fulfilled and there are no outstanding performance or quantity remaining, it can be closed. The requesting agency initiates an order close in federal G-Invoicing. The requesting and servicing agencies pull the closed IGT order into EBS.

    Refer to “Closing an IGT Order” for more details.

Process Flow for Advance-Enabled Orders

If an order is an advance-enabled order is specified during the GT&C creation. In an advance-enabled order, some or all lines may be advance-enabled. Whether a servicing agency can seek an advance payment is determined at the order line schedule level.

In the case of SFO created in EBS (Oracle Projects), the advance payment is determined at the order header level. An advance-enabled order can only contain order line schedules that are advanced-enabled as well.

When a requesting agency seeks and receives advanced payment, the funds can then be used to execute the order.

The following diagram shows the flow of an advance-enabled order:

the picture is described in the document text

The advance-enabled IGT order flow is as follows:

  1. GT&Cs and Groups Creation:

    • Either agency creates a GT&C and group in the federal G-Invoicing application and shares with the trading partner.

    • For creating BIO or SFO, select an appropriate Originating Partner Indicator.

    • For advance-enabled orders, set the Advance Pay Indicator to Yes.

    • The trading partner reviews and approves or rejects the GT&Cs.

    • Both agencies can add attachments, pull GT&Cs and groups into EBS (Oracle Contract Lifecycle Management for Public Sector or iProcurement and Oracle Projects).

      See "General Terms and Conditions (GT&Cs)"for more information.

  2. Order Creation and Approval:

    An order is created by either the requesting or the servicing agency (the order-initiating partner is specified in the GT&C), either in EBS or in the federal G-Invoicing application. This means there are four ways an order can be created.

    • Buyer-initiated order (BIO) created in EBS

    • Seller-facilitated order (SFO) created in EBS

    • Buyer-initiated order (BIO) created in G-Invoicing

    • Seller-facilitated order (SFO) created in G-Invoicing

    When creating BIO in EBS or G-Invoicing and SFO in G-Invoicing, the agency can set the advance pay indicator to yes at the order line schedule. Whereas, for SFO created in Oracle Projects, the agency can set the advance pay indicator only at the order header level.

    The order is approved by both trading partners and is ready for use.

    Refer to Process Flows for BIO, SFO and BIO and SFO created in G-Invoicing.

  3. Performance Creation and Management:

    A performance transaction is the exchange of data about the progress of an IGT order.

    The servicing agency initiates and creates advance or delivery performance and pushes the performance details to federal G-Invoicing.

    3.1 Advance Performance

    The servicing agency can request for partial or full advance. The agency can select the Request Full Advance upon Order Approval option, in the G-Invoicing Setup page, to automatically submit full advance for all order line schedules. If this option is not selected, then Oracle Projects does not submit full advance for any order line schedules. Refer to "Entering G-Invoicing Setup Options" for more details.

    • You can request partial or full advance against advance-enabled orders. As you can see in the diagram, the servicing agency creates a request for an advance. Submits the advance performance and pushes the same to federal G-Invoicing.

    • The requesting agency pulls the advance performance. When an advance performance transaction is pulled into Oracle CLM and staged, the details are inserted into the IGT Performance History table (PO_IGT_PERF_TRANS_HISTORY) with the performance type Advance and the transaction status as Pending Invoicing.

    • The agency runs the Intragovernmental Performance Integration to Payables concurrent program to create a prepayment invoice in Oracle Payables. After the prepayment invoice is created, the status is updated to Success Invoicing in the history table.

    • The servicing agency pulls the settled performance.

    • The system generates funding and baselines the revenue budget.

    Once the IPAC settlement is complete, the servicing agency runs the Pull Performance program which creates prepayment receipts, applies them to the order line schedules, and automatically generates funding for the project.

    3.1 Adjustment Performance

    In some cases, the servicing agency can create adjustment to the advance performance.

    Refer to “Submitting Adjustment Performance” for more details.

    • The servicing agency creates an adjustment against an advance performance, by entering a negative quantity.

      The adjustment with the pending status is pushed to federal G-Invoicing.

    • In federal G-Invoicing, the adjustment to advancement is created and the status is updated to settled.

    • The requesting agency pulls the adjustment in the settled status into CLM or Purchasing. The agency must adjust the advance manually creating the refund or adjustment.

    For a refund or adjustment transaction, the system removes the receipt amount and reduces the funding amount from the originally applied receipts. The amount of the negative advance performance must be lesser than or equal to the delivered advance quantity.

    3.2 Delivery Performance against Advance

    After the advance or adjustment to advance performance is completed, the servicing can submit delivery performance to fulfill the order and pull the acceptance.

    • The servicing agency creates the delivery performance and pushes it to federal G-Invoicing.

    • The requesting agency pulls the delivery performance transactions from federal G-Invoicing and displays them in the IGT Performance page. the details are inserted into the IGT Performance History table (PO_IGT_PERF_TRANS_HISTORY).

      The pulled performance data is integrated with receiving and payables for accounting. Based on the freight on board (FOB) value, the requesting agency runs the concurrent program to create a receipt or an invoice.

    • Based on the Freight on Board (FOB) point setup, a two or three-way receipt matching is derived. If FOB is Source, a two-way matching is used, and the requesting agency does not send acceptance.

      If FOB is Destination, the three-way receipt matching is used, and accounting entries are created for both delivered and received performance. The requesting agency creates a received performance.

      The requesting agency runs the concurrent program, Intragovernmental Performance Integration to Receiving Program, that create a receipt and inserts the delivery performance data in the receiving open interface tables.

      The requesting agency runs the concurrent program, Intragovernmental Performance Integration to Payable Program has run, a standard invoice is created in Oracle Payables.

      The prepayment is applied automatically during invoice creation.

    • The requesting agency pushes the accepted or received performance to federal G-Invoicing.

    • The servicing agency pulls the acceptance from the federal G-Invoicing application.

      Refer to “Intragovernmental Performance Integration with Receiving” for more details.

      Refer to “Standard Invoice Creation During Delivered or Received Performance Integration with Payables” for more details.

      Refer to “Intragovernmental Performance Integration with Payables”“” for more details.

      Refer to “Intragovernmental Payment and Collection (IPAC) Settlement” for more details.

    3.3 Adjustment or Refund to Delivery Performance

    The servicing agency initiates an adjustment or refund to a delivered performance transaction by reducing the quantity when goods or services are delivered.

Process Flow for Non-Advance Enabled Orders

As the name suggests, for a non-advance enabled IGT order, the servicing agency cannot request advance against. The agency can only submit a deferred or delivery performance for such orders.

The following diagram shows the flow of a non-advance enabled order:

the picture is described in the document text

The non-advance enabled IGT order flow is as follows:

  1. GT&Cs and Groups Creation:

    • Either agency creates a GT&C and group in the federal G-Invoicing application and shares with the trading partner.

    • For creating BIO or SFO, select an appropriate Originating Partner Indicator.

    • For advance-enabled orders, set the Advance Pay Indicator to Yes.

    • The trading partner reviews and approves or rejects the GT&Cs.

    • Both agencies can add attachments, pull GT&Cs and groups into EBS (Oracle Contract Lifecycle Management for Public Sector or iProcurement and Oracle Projects).

      See "General Terms and Conditions (GT&Cs)" for more information.

  2. Order Creation and Approval:

    An order is created by either the requesting or the servicing agency (the order-initiating partner is specified in the GT&C), either in EBS or in the federal G-Invoicing application. This means there are four ways an order can be created.

    • Buyer-initiated order (BIO) created in EBS

    • Seller-facilitated order (SFO) created in EBS

    • Buyer-initiated order (BIO) created in G-Invoicing

    • Seller-facilitated order (SFO) created in G-Invoicing

    The order is approved by both trading partners and is ready for use.

    Refer to Process Flows for BIO, SFO and BIO SFO created in G-Invoicing.

  3. Performance Creation and Management:

    A performance transaction is the exchange of data about the progress of an IGT order.

    The servicing agency initiates and creates delivery performance and pushes the performance details to federal G-Invoicing.

    3.1 Deferred performance

    • Before a deferred performance is created, the servicing agency must create actual transactions, such as expenditure or events. Refer to "Generating Deferred Performance" for more details.

    • Generate revenue and revenue accounting events. It runs concurrent programs to interface invoice to receiving.

    • The servicing agency creates and submits the deferred performance.

      When performance is submitted, it triggers the PRC: Submit Intragovernmental Performance program in the background. This runs the MGT: Push Performance XML Generation program and then the interface program to G-Invoicing, the Intragovernmental Performance Interface program.

      Refer to "Submitting Deferred Performance"“” for more details.

    • The requesting agency pulls the deferred payment and stages it in the IGT Performance page. The transaction is then interfaced with GL journal entries.

      The deferred payments are accounted as accruals and are reversed when the requesting agency receives a new deferred payment for the same order line schedule.

      For transactions in the Informational status, accrual journal entries are created in the status Pending Accounting. For transactions in the Deleted status, reversal journal entries are created in the status Pending Reversal. When journals are created successfully, the statuses in the history table are updated to Success Accounting and Success Reversal respectively.

      Refer to "Integrate Deferred Performance for Journal Entry Creation" and "Journal or Reversal Journal in Purchasing Subledger Setup" for more details.

    3.2 Delivery performance

    • Before creating a delivery performance, the servicing agency must generate a draft invoice, approve, and release it.

    • The agency runs a few concurrent programs to interface the invoice to receivables.

      Refer to "Using Delivery Performance" for more details.

    • The servicing agency then creates and submits the delivery performance that runs the performance interface program and pushes the delivery performance to federal G-Invoicing.

      Oracle Projects calculates the latest deferred performance when generating the delivery performance. When a delivery performance is submitted, Oracle Projects submits the latest deferred performance and then the delivery performance consecutively. The deferred performance is also recalculated.

    • The requesting agency pulls performance and creates the accepted/received performance. When delivery performance transactions are pulled, the expenses must be recorded by the requesting agency on the date when goods and services are delivered and completed. Similarly, when there is a settlement for any performance, it must be accounted.

      If FOB is Destination, the requesting agency runs the Intragovernmental Performance Integration with Receiving concurrent program that creates receipts for delivery performance.

      The two or three-way matching is derived based on the Freight on Board (FOB) point of the order. If FOB is Source, the buyer does not have to send acceptance and the matching type is two-way. In the case of Destination, the matching type is three-way and accounting entries are created for both delivered and received performance.

      The federal G-Invoicing application does not allow deferred and delivered performance for a quantity that exceeds the un-expensed balance.

      The requesting agency runs the interface programs to create receipts and invoices.

      Refer to “Intragovernmental Performance Integration with Receiving” for more details.

      Refer to “Performance Accounting for Intragovernmental Transactions” for more details.

    • The requesting agency pushes the accepted performance to federal G-Invoicing.

    • The servicing agency receives acceptance of performance for FOB (destination, others) against the delivery performance.

    3.3 Adjustment to Delivery Performance (SA)

    • The servicing agency creates, approves, and releases a credit memo for the refund amount.

    • The agency runs a few concurrent programs to interface the invoice to receivables.

    • The agency pushes the negative delivered/performed adjustment to the federal G-Invoicing application as a credit memo.

    • The requesting agency pulls the adjustment performance and initiates an adjustment to the received performance transaction by reducing the quantity when goods or services are received and accepted.

      When an adjustment to a delivered performance is pulled into EBS and staged with the FOB point set to Source or Origin, then the details are inserted in the IGT Performance History table (PO_IGT_PERF_TRANS_HISTORY) with the transaction type Credit Memo and the status Pending Credit Memo. When the concurrent program Intragovernmental Performance Integration to Payable Program has run, the credit memo is created in Oracle Payables and the status is updated to Success Credit Memo in the history table.

      When an adjustment to a received or accepted performance is available in EBS with the FOB point set to Destination, details are inserted into the IGT Performance History table (PO_IGT_PERF_TRANS_HISTORY) with transaction type Credit Memo and with the status Pending Credit memo. When the concurrent program Intragovernmental Performance Integration to Payable Program is run, the credit memo is created in Oracle Payables and the status is updated to Success Credit Memo in the history table.

      Refer to “Intragovernmental Payment and Collection (IPAC) Settlement” for more details.

      Refer to “Performance Accounting for Intragovernmental Transactions” for more details.

    3.4 Adjustment to Accepted or Received Performance (RA)

    • The requesting agency creates an adjustment to received or accepted performance and pushes the negative performance to the federal G-Invoicing application.

    • The servicing agency pulls the acknowledgement negative receipt/acceptance from federal G-Invoicing.

    • The servicing agency creates a credit memo for the negative delivered adjustment performance. It is then pushed back to federal G-Invoicing for settlement.

      Refer to “Performance Accounting for Intragovernmental Transactions” for more details.