Processing G-Invoicing Vouchers

G-Invoicing vouchers can be created using the Evaluated Receipt Settlement process (ERS), which is run using Voucher Build.

If there are errors in the creation of the voucher, the Entry Status will be Recycle. The errors must be manually corrected and the voucher saved to proceed.

ERS uses Freight Terms entered on a receipt, or those appearing by default from a PO, to determine the ERS invoice date. If the freight terms on the receipt are FOB ORIGIN, the system uses the ship date as the invoice date. Otherwise, the system uses the receipt date.

Following table lists G-Invoicing performance type transaction along with the FOB Point which is used by G-Invoicing to determine when payment by IPAC is triggered. PeopleSoft is represented by the Buyer Action column.

G-Invoicing Performance Transaction/Performance Type	Push/ Pull	Buyer/Seller Initiated	FOB Point	Seller Action	PeopleSoft (Buyer) Action
Advance (548)	Pull	Seller	Source or Destination	Seller requests an Advance from the Buyer. This triggers IPAC settlement.	Pull performance API receives the ‘548’ transaction. Advance is recorded using a Prepaid Voucher which is automatically created by a new process.
Delivered/Performed (035)	Pull	Seller	Source	Seller reports delivery of goods or services using a performance transaction. IPAC settlement is triggered. If the Reference Performance field contains a value, this is considered an adjustment.	Pull performance API receives the ‘035’ transaction. PeopleSoft ASN process used to create a receipt (will NOT process ‘035’ Adjustments) with FOB Terms set to Source, Ship Date, and Receipt Status set to Open. The PeopleSoft ERS process automatically creates an invoice in PeopleSoft.
Delivered/Performed (035)	Pull	Seller	Destination	Seller reports delivery of goods or services using a performance transaction.	Pull performance API receives the ‘035’ transaction. PeopleSoft ASN process used to create a receipt (will NOT process ‘035’ Adjustments) with FOB Terms set to Destination, Ship Date, Receipt Status set to Open. The PeopleSoft ERS process automatically creates an invoice in PeopleSoft.
Received/Accepted (050)	Push	Buyer	Source	Seller receives and reviews G-Invoicing receipt. IPAC settlement already occurred with ‘035’ Performance transaction.	Buyer updates the receipt in PeopleSoft, and a process triggers the Push Performance API to send a performance transaction to G-Invoicing.
Received/Accepted (050)		Buyer	Destination	Seller reviews G-Invoicing receipt. An IPAC settlement transaction is triggered in G-Invoicing.	Buyer updates the receipt in PeopleSoft, and a process triggers the Push Performance API to send a performance transaction to G-Invoicing. The PeopleSoft ERS process automatically creates an invoice in PeopleSoft.

The Agency Location Code associated with the bank on the Voucher Payments tab must equal the Requesting ALC on the referenced GT&C. Please refer PeopleSoft Banks Setup and Processing: Defining Bank Information for more information on bank set up.

For additional information, refer Running the Voucher Build Process and Reviewing Messages .

Recording G-Invoicing Payments without using ERS

G-Invoicing vouchers can be created without using the delivered Evaluated Receipt Settlement process (ERS). The following items need to be considered when using this approach:

• Ensure ERS is disabled for the Supplier.

• A PeopleSoft G-Invoicing PO must be referenced.

• Payment should be recorded manually by either using G-Invoicing Budget Checking or creating a manual payment from the Voucher Payment page.

• Ensure that the Invoice Date matches the G-Invoicing Performance Date.

• Ensure that the Payment Date matches the G-Invoicing Payment Date based on the FOB Point of Source or Destination.

• If the invoice needs to reference a prepayment, enter the PO Number in the Prepaid Reference field on Voucher Attributes.

G-Invoicing Bank Account

A separate G-Invoicing Bank Account must be created with Cash Clearing turned off to avoid issues in creating G-Invoicing adjustments.