Configuring and Using PeopleSoft G-Invoicing

This topic discusses how to configure and use PeopleSoft G-Invoicing.

This table lists the pages used to configure and manage G-Invoicing.

Page Name

Definition Name

Usage

Recording G-Invoicing Payments

AP_GINV_KK_CHK_MAN

Use the G-Invoicing Budget Check page to create manual payments for G-Invoicing vouchers. Since all G-Invoicing payments are made through the U.S. Federal Intra-Governmental Payment and Collection (IPAC), all payments in PeopleSoft are recorded as manual payments. Manual payments do not issue a payment in any form.

G-Invoicing Advances Page

AP_GNV_ADV_WB_FL

Use the G-Invoicing Update Advances page to default Account and Entry Event values to multiple advances prior to creating a prepaid voucher.

G-Invoicing Business Application Types Page

AP_GINV_BIZAPP_PNL

Use G-Invoicing Business Application Types page to define the business application type and the number of rejection days for the EZ invoices.

G-Invoicing Pull EZ Invoices Page

AP_GINV_PEZ_PULL

Use G-Invoicing Pull EZ Invoices page to run the Pull 7600EZ API, which populates the EZ Invoices grid. EZ invoices with statuses of Settled (STL) and Informational (INF) are pulled.

G-Invoicing Push EZ Invoices Page

AP_GINV_PEZ_PUSH

Use G-Invoicing Push EZ Invoices page to run the Push 7600EZ API for pushing 598 rejection transactions to the G-Invoicing system.

View EZ Invoices Page

AP_GINV_EZ_WB_FL

Use EZ Invoices page to view EZ transactions from 7600EZ API.

Use the G-Invoicing Budget Check page (AP_GINV_KK_CHK_MAN) to create manual payments for G-Invoicing vouchers. Since all G-Invoicing payments are made through the U.S. Federal Intra-Governmental Payment and Collection (IPAC), all payments in PeopleSoft are recorded as manual payments. Manual payments do not issue a payment in any form.

Navigation:

Accounts Payable > Batch Processes > Vouchers > G-Invoicing Budget Check

This example illustrates the fields and controls on the G-Invoicing Budget Check page.

 G-Invoicing Budget Check

This process runs Budget Checking, Matching (if applicable), Document Tolerance (if applicable), and creates manual payments for all eligible G-Invoicing vouchers.

Since G-Invoicing transfers funds for payment through IPAC, PeopleSoft records the payment using a manual payment. On the Voucher Payment page, Action is set to record a payment, Payment Date is set to current date, and Reference is populated using automatic numbering for the bank account.

Use the G-Invoicing Update Advances page (AP_GNV_ADV_WB_FL) to default Account and Entry Event values to multiple advances prior to creating a prepaid voucher.

G-Invoicing Advances are initiated by the seller and sent to PeopleSoft as a ‘548’ performance transaction. G-Invoicing Advances can have multiple schedules but only one distribution per schedule. Each G-Invoicing advance schedule is equivalent to one prepaid voucher in PeopleSoft. In order to record a G-Invoicing advance values must be provided for Account and Entry Event, if enabled.

It is possible to enter G-Invoicing Advances manually. However, a decision must be made to either enter Advances manually or to create them using Voucher Build. Using both entry methods will cause errors and reconciliation issues.

Navigation:

G-Invoicing > Update Advances

This example illustrates the fields and controls on the Advances page. You can find definitions for the fields and controls later on this page.

 Advances Page

Click the check box next to the transactions for update. Then click Apply Defaults to enter an Account and Entry Event to apply to all selected transactions.

Click the chevron at the end of the Advance row on the grid to view the Advances Detail page.

This example illustrates the fields and controls on the Advances Detail page. You can find definitions for the fields and controls later on this page.

 Advance Detail Page

Account and Entry Event can be updated for a single advance on this page.

Field or Control

Definition

Personalize Icon

You can use the Personalize icon on each grid to reorder/ hide columns and sort columns by order.

For more information, see PeopleTools Applications User’s Guide, “Working With the PeopleSoft Fluid User Interface", Working with Fluid Pages and Controls.

Set ID

Displays the derived set ID associated with the G-Invoicing System ID on the G-Invoicing Definition page.

Advance Number

Displays the Performance Number assigned to the transaction in G-Invoicing.

Order Number

Displays the associated Order Number in G-Invoicing.

GTC Number

Displays the associated GT&C in G-Invoicing.

PO Business Unit

Displays the PO Business Unit from the set ID associated with the G-Invoicing System ID on the G-Invoicing Definition page. System ID is used for security in G-Invoicing.

PO ID

Click the hyperlink to view the Purchase Order in the PO Inquiry page.

Buyer/Seller Indicator

Indicates whether the performance transaction originated from the Requestor or Seller in G-Invoicing.

Agency Transaction ID

Displays the Agency Transaction ID from G-Invoicing.

Reference Performance

Links a new Performance Transaction to an existing one.

Performance Date

Displays the date and time the performance transaction occurred in G-Invoicing.

Transaction Date

Displays the date and time the performance transaction was received.

Accounting Period

Displays the accounting period of the transaction in G-Invoicing.

Prepared By Name/Email/ Phone

Displays the name, email address, and phone number for the preparer in G-Invoicing.

Defaults

Displays whether Account and Entry Event defaulting is Complete or Incomplete.

Line

Displays the G-Invoicing advance line number.

Quantity

Displays the number of units pertaining to the type of performance being reported.

UOM

Displays the units in which a quantity is being expressed.

Price

Displays the price of the G-Invoicing line.

Final

Specifies from one partner to another that no more performance (of this type) is expected against the Order Schedule. This is a G-Invoicing field, not to be confused with the PeopleSoft partial/final flag.

Status

Displays the status of the payment from IPAC.

Disbursing Office

Identifier assigned to the agency which is disbursing funds from the Treasury General Account (TGA).

Vouchers

Click the Vouchers hyperlink to view Vouchers created for this performance transaction.

Reference Line

A number that links a new Performance Detail to an existing one.

Order Line

Identifier of a specific Line Item within the Order.

Schedule Number

Identifier of a specific Schedule within the Line Item, containing the detailed financial and shipping information.

Payment Transfer Date

The date that funds are transferred into or out of the TGA. (Equivalent to IPAC's Accomplished Date).

Use G-Invoicing Business Application Types page (AP_GINV_BIZAPP_PNL) to define the business application type and the number of rejection days for the EZ invoices.

These need to be defined to match what is in the G-Invoicing system.

Navigation:

Set Up Financials/Supply Chain > Product Related > Procurement Options > Payments > G-Invoicing Business App Types

This example illustrates the fields and controls on the G-Invoicing Business Application Types page. You can find definitions for the fields and controls later on this page.

 G-Invoicing Business Application Types page

Field or Control

Description

Application Type

Enter the G-Invoicing type name.

This application type also appears on the General Terms and Conditions Page as Feature Code.

Description

Enter a description for the G-Invoicing type.

Rejection Days

Enter the number of days within which the sellers are allowed to reject the invoice.

Use G-Invoicing Pull EZ Invoices page (AP_GINV_PEZ_PULL) to run the Pull 7600EZ API, which populates the EZ Invoices grid. EZ invoices with statuses of Settled (STL) and Informational (INF) are pulled.

This is a two-part request. PeopleSoft will first request the list of 7600EZ transactions and then separately request the corresponding detail by EZ Invoice Number.

Navigation:

Accounts Payable > Batch Processes > Vouchers > G-Invoicing Pull EZ Invoices

This example illustrates the fields and controls on the G-Invoicing Pull EZ Invoices page. You can find definitions for the fields and controls later on this page.

 G-Invoicing Pull EZ Invoices page

Field or Control

Description

Process Frequency

Select how often the process should run. The available options are:

  • Always Process.

  • Process Once.

  • Don’t Run.

System ID

Enter the System ID to use for G-Invoicing transactions.

Last Updated Date and Last Updated Time

Displays the last run date and time for the API.

The EZ transactions are available on the View EZ Invoices Page.

This example illustrates the fields and controls on the G-Invoicing Home page.

 G-Invoicing Home page

Use G-Invoicing Push EZ Invoices page (AP_GINV_PEZ_PUSH) to run the Push 7600EZ API for pushing 598 rejection transactions to the G-Invoicing system.

To reject the EZ invoice from PeopleSoft, first create a regular voucher and then create a reversal voucher without Reversed EZ Number. For more details, see Creating Reversal Vouchers.

This example illustrates the fields and controls on the G-Invoicing Push EZ Invoices page.

 G-Invoicing Push EZ Invoices

For the definitions of fields and controls, see G-Invoicing Pull EZ Invoices Page.

Use EZ Invoices page (AP_GINV_EZ_WB_FL) to view EZ transactions from 7600EZ API.

Navigation:

G-Invoicing > View EZ Invoices

This example illustrates the fields and controls on the EZ Invoices page. You can find definitions for the fields and controls later on this page.

 EZ Invoices page

Field or Control

Description

SetID

Displays the derived set ID associated with the G-Invoicing System ID on the G-Invoicing Definition page.

Type

Displays the EZ invoice type received from G-Invoicing.

  • Accepted

  • Invoice

  • Rejected

  • Reversed

EZ Number

Displays the EZ Number assigned at the time of the creation of G-Invoicing.

EZ Invoice Reference

Displays the reference number that links the new EZ to an existing one.

GTC Number

Displays the GT&C number assigned in G-Invoicing.

Requesting ALC and Servicing ALC

Displays the requesting and servicing agency location code.

Perform Date

Displays the Perform Date entered while creating the transaction. This is received from G-Invoicing.

Status

Displays the status of the document.

  • INF (Informational): Settlement is not complete for the EZ transaction.

  • STL (Settled): Settlement is complete.

Voucher

Displays the voucher stratus for the EZ invoice.

  • Complete: Voucher is created and fully processed.

  • Hold: Voucher is on hold.

  • Processing: Voucher is created but is not fully processed.

  • Not Started: A voucher does not exist that references the EZ Number

Filters

(Filter Items)

Click to enter the filter criteria and search the specific EZ invoices.
Download to excel

(Download to Excel)

Click to download the EZ Invoices grid data to an excel sheet.
Details

Click to view the EZ invoice details.

This example illustrates the fields and controls on the EZ Invoices - Details page. You can find definitions for the fields and controls later on this page.

 EZ Invoices Details page

If a voucher is created for the EZ invoice, the Voucher ID link appears. Click the link to open the Voucher Summary page.

Click the Comments and Attachments link to view the comments and attachments received from G-Invoicing.