1 - ipp overview · web view1 - ipp overview treasury’s bureau of the fiscal service in...

Invoice Processing Platform (IPP) Disburser Navigation Training

Guide

Financial Management Directorate

IPP Disburser Account

August 22, 2017

Table of Contents1 - IPP Overview.........................................................................................................................3

2 - IPP Login / Navigation..........................................................................................................5

2.1 - Login.................................................................................................................................5

2.2 - Navigation........................................................................................................................6

2.3 - Preferences.....................................................................................................................9

2.4 - Help................................................................................................................................ 11

2.5 - Searches........................................................................................................................12

3 - IPP Suppliers Tab............................................................................................................... 16

3.1 – XMVL Directory (OFF Suppliers)...............................................................................16

3.2 – IPP Supplier Directory (IPP Suppliers).....................................................................16

3.3 – Matched Supplier List (OFF & IPP Suppliers).........................................................17

3.4 – Reports..........................................................................................................................18

4 - IPP Purchasing Tab............................................................................................................20

4.1 – Purchase Orders..........................................................................................................20

4.2 – Search...........................................................................................................................22

5 - IPP Invoices Tab................................................................................................................. 24

5.1 – In Process.....................................................................................................................24

5.2 – In Settlement................................................................................................................27

5.3 – Search...........................................................................................................................28

6 - IPP Analysis Tab.................................................................................................................30

6.1 – Managed Reports........................................................................................................30

6.2 – Reports..........................................................................................................................31

7 - OFF/IPP Interfaces............................................................................................................. 34

7.1 - Supplier Interface (OFF to IPP)..................................................................................34

7.2 - Purchase Order Interface (OFF to IPP).....................................................................35

7.3 - Invoice Interface (IPP to OFF)....................................................................................35

7.4 - Invoice Status Interface (OFF to IPP)........................................................................36

8 - Helpdesk Support................................................................................................................37

1 - IPP OverviewTreasury’s Bureau of the Fiscal Service in partnership with the Federal Reserve System Banks (FRB) provides IPP to federal agencies and their vendors to more efficiently manage government invoicing from purchase order to payment notification. OMB memorandum M-15-19, dated July 17, 2015 directs federal agencies to adopt an electronic invoicing solution by the end of fiscal year 2018.

As a Shared Service Provider, the Interior Business Center (IBC) Financial Management Directorate offers IPP to the agencies it supports. IBC FMD has configured a single IPP Disburser Account that provides separate access for each of the applicable customer Agency Location Codes (ALC’s). Although Treasury/FRB are responsible for the overall IPP system, FMD is responsible for the configuration, interfaces, overall administration of its Disburser Account.

There are three IPP modules as part of the overall business process as follows:

Disburser (Agency) - this module is used by agency users to view Supplier/PO/Invoice information and perform other functions as defined by their roles. IBC’s clients will only have Disburser module access.

Disburser Administrator (IBC/FMD) - this module is used by IBC FMD to perform system administration.

Collector (Vendor/Supplier) - this module is used by Suppliers to view PO/Invoice/Payment information and to submit their invoices.

Users access the IPP system at www.ipp.gov.

The IPP business process is designed around the following interfaces between Oracle Federal Financials (OFF) and the Invoice Processing Platform (IPP):

Suppliers (OFF to IPP) – FMD only includes commercial vendors that are registered in SAM

Purchase Orders (OFF to IPP) – limited to CLM Awards/Mods and Core Purchasing POs for IPP designated Suppliers

Invoices (IPP to OFF) – vendors must create invoices from a PO

Invoice Status (OFF to IPP) – FMD uses some but not all of the IPP defined statuses because some are not applicable

IBC securely transmits the XML formatted interface files to and from IPP. An overview of the IPP business process for federal agencies and vendors as provided by Treasury/FRB follows:

IPP provides a separate detailed IPP Disburser User Guide (Disburser_User_Guide_R5.0.pdf) for the current release that FMD implemented. The document can be downloaded from the IPP Disburser Home page when the user logs into IPP (IPP Home page link is shown below). Note that IBC is not using all of the functionality that is listed in the IPP Disburser User Guide.

2 - IPP Login / Navigation

2.1 - LoginUsers access the IPP system at www.ipp.gov.

Step Action

1. In your web browser, enter the url www.ipp.gov

Click the Sign in as a: dropdown arrow to select a role.2. Select the Disburser dropdown value, which takes you to the sign in

screen.

Note: The Disburser role is the only role that agency users will utilize.

http://www.ipp.gov/

Step Action

3. The IPP Disburser page displays.

FMD will setup users with the appropriate IPP role assignments after an IBC IPP User Access Form is completed. However, the IPP Helpdesk will provide users with their IPP userid and password.

Users will enter their IPP UserID and Password, then click the Submit button to access IPP. If a user forgets their IPP UserID or Password they can access the Login Assistance links provided on the IPP Logon screen.

2.2 - Navigation

IPP provides several methods to navigate back and forth through the screens as follows:

Click on the Tabs Click on the Sub-tabs Click on the Back button when provided

Click on the Browser back button when necessary Click hyperlinked text (typically underlined/colored) to drilldown to a record Click icons such as and when available Use the Search box to access a specific document

Certain screens allow listings and reports to be exported or downloaded to the desktop.

The following screen appears when the user logs into IPP:

Step Action

1. The IPP Disburser Welcome page displays.

The IPP Disburser Welcome page provides a single point of access for the IPP application modules (HTML-based modules). There are several Tabs that perform different functions based on the access assigned to the user – these tabs are labeled Welcome, Tasks, Blanket POs, Purchasing, Invoices, Discounts, Analysis, Suppliers, and Self-Service. IBC will not be using all of the tabs, which are explained later.

In addition, the IPP Disburser Welcome page contains a toolbar consisting of the user name and the Disburser Account – Financial Management Directorate. Other hyperlinks provided include About, Advance Search, Preferences, Help, and Logout. A separate Search box is also included.

Step Action

2. A summary of the IPP Tabs is provided as follows:

Welcome - The Disburser Welcome (Home) Page provides a snap shot of useful information such as Quick Links, Recently Viewed, How To, What’s New, and Logon History.

Tasks – FMD is not using the workflow process in IPP, so this Tab is not applicable.

Blanket POs - FMD will not be interfacing blanket POs from OFF to IPP; however, BPA Releases will be interfaced and will appear under the Purchasing Tab.

Purchasing – OFF CLM Awards/Mods and Core Purchasing POs for IPP designated Suppliers will display on this tab.

Invoices – Invoices from POs that are uploaded or created by vendors in the Collector module are displayed here. Also, FMD has the ability to create invoices on behalf of the vendor in limited instances using the Disburser Self-Service feature.

Discounts – FMD will not be using this feature because the user can’t modify the payment terms that are listed on the PO.

Analysis - The Analysis tab provides various reports for monitoring POs and Invoices.

Suppliers - This module includes the XMVL Directory (OFF Suppliers), the IPP Supplier Directory, the Matched Supplier List, and various reports.

Self-Service – This feature allows the Disburser to create invoices and is reserved for FMD use only when necessary.

Step Action

3. A summary of other hyperlinks presented on the screen follow:

About - use this link to obtain information about the IPP version.

Advance Search - use this link for detailed searches defined by each document type.

Preferences – use this link to change your user settings.

Help – this link provides detailed helpful information that is generally related to the specific Disburser page being viewed.

Logout – this link logs out the user.

Search - allows general searches of PO numbers and Invoice numbers. IPP provides the ‘%’ character as a wildcard for all searches. Beware of leading or trailing spaces when searching on a document number because it will cause the search to fail.

2.3 - Preferences

Step Action

1. Click the Preferences link to access the user preferences.

Step Action

2. The User Preferences page displays.

The Display Preferences section allows the user to select how they want to view items in IPP.

- Multi-Column Sorting: Allows multi-column sorting on tables - Items Per Page: Number of items on summary pages - Show PO/BPO Uninvoiced Amount : Displays amounts as Remaining PO Amount/PO Amount on the PO Detail page. If this check box is not selected, the Disburser user only sees the initial PO quantities and amounts. IBC recommends selecting this checkbox. - Regional Preferences – IBC recommends leaving at default of Eastern Standard Time

2.4 - Help

Step Action

1. Click the Help link to display detailed help topics.

Step Action

2. The Disburser Online Help window displays the Help topic that describes the Disburser page being viewed. Help topics contain links to access procedures and concept information for the Disburser module.

2.5 - Searches

Step Action

1. Click the Advanced Search link to display the detailed search parameters.

Step Action

2. The Advanced Search page provides search parameters for all document types.

- Document Type: search by Invoice or PO. Blanket POs are not in use in the FMD configuration. - Document #: In the Document # field, enter the document number or if you do not know the document number select the Like box and enter a partial document number. - ALC-Payer Name: The ALC permission assigned to the user determines the ALC’s presented. - Supplier Name Like: Allows for a search using a partial name search - Date: Allows for a search between two date parameters - Amount: Allows for a search between two dollar amount parameters - Status: Allows for a search by status of the invoice - Document Source: Allows for a search by All, Original or Copy - Currency: Allows for a search by currency

Note: Users can search by using one search criteria or multiple search criteria.

Step Action

1. The Search field is another option available to the user to search for a document. Enter a document or partial document number with the ‘%’ wildcard character and select the Search button.

3 - IPP Suppliers Tab

3.1 – XMVL Directory (OFF Suppliers)

Step Action

1. Click the Suppliers tab to display Supplier information. The default view is the XMVL Directory sub-tab.

The Browse section allows users to select the link for the letter of the Alphabet or All to narrow results. In addition, a Detail Search option is available to define specific selection criteria.

The user can select hyperlinked text (typically underlined/colored) to drilldown to a specific record.

3.2 – IPP Supplier Directory (IPP Suppliers)

Step Action

1. Click the IPP Supplier Directory sub-tab to display Supplier information.

The Browse section allows users to select the link for the letter of the Alphabet or All to narrow results. In addition, a Detail Search option is available to define specific selection criteria.


3.3 – Matched Supplier List (OFF & IPP Suppliers)

Step Action

1. Click the Matched Supplier List sub-tab to display the OFF Suppliers that are matched to the IPP Suppliers.

The default view is XML Vendor first; however, the user can select IPP Supplier first to change the view.

A Detail Search option is available to define specific selection criteria.

The user can search for a specific XMVL Supplier name by entering an OFF Supplier name in the XMVL Name field, then clicking Search.

The Browse section allows users to select the link for the letter of the Alphabet or All to narrow results.


3.4 – Reports

Step Action

1. Click the Reports sub-tab to display various Supplier reports. The XMVL Reports screen displays.

Step Action

2. Click the Dropdown list to display the selection of reports.

Select a report from the list to run.

4 - IPP Purchasing Tab

4.1 – Purchase Orders

Step Action

1. Click the Purchasing tab to display Purchase Orders.

The default view is the Purchase Orders sub-tab.

The Browse Suppliers: section, users can select the link for the letter of the Alphabet or All to narrow results.

The Change Date Range: defaults to Past one month.

The user can select hyperlinked text (typically underlined/colored) to drilldown to a specific record. Click on a PO in the PO # column.

Step Action

2. The Purchase Order information interfaced from OFF is displayed.

The user can select the History icon to review previous actions.

Pressing the Related Documents icon will display any invoices that are associated with the PO.

In the lower right corner, the user can review the PO Schedule information by clicking on the Schedule link. This will take the user to another screen where a Distribution link can be selected to display the OFF Distribution – Line of Accounting information. Only Disburser (Agency) users can display Distribution information. Collectors (Vendors) can’t display the Distribution information.

Click on Schedule.

Step Action

3. The Purchase Order Schedule Details screen is displayed. This information is from the OFF Shipments.

Click on Distribution.

Step Action

4. The Purchase Order Distribution Details screen is displayed. This information is from the OFF Distributions.

4.2 – Search

Step Action

1. Click the Search sub-tab to search for a specific PO. The Search Criteria page displays. The user can select one or more of the search criteria listed, then click Search.

Also, the ‘%’ wildcard character can be used to search PO document numbers.

5 - IPP Invoices Tab

5.1 – In Process

Step Action

1. Click the Invoices Tab to display invoices. The default view is the In Process sub-tab.

This screen displays invoices that are awaiting approval/status back from OFF.

The following Invoice Filters are displayed: - Routing Status: Leave the default of ALL - Routed To: Leave the default of ALL

Browse Suppliers: allows the user to select the hyperlink for a letter of the alphabet or All to narrow results.

Change Date Range: allows the user to select various date ranges to narrow results.

Click a hyperlink in the Invoice # column to display an invoice.

Step Action

2. The Invoice is displayed.

Note the following tabs: Tasks, My Admin Tasks, and Summary. Tasks and My Admin Tasks are related to workflow, which IBC is not using. The Summary tab provides summary information about the invoice.

The invoice contains a watermark of RECEIVED, which represents the invoice status. When an invoice is submitted, it assigns the RECEIVED status. The Invoice Status interface from OFF will update the invoice status as additional actions are completed.

The Invoice Lines are typically shown at the Schedule level, which equates to the Shipment level in OFF. In this case, the Distribution level is displayed because the invoice schedules contain multiple distributions, which IPP prorated based on the PO distributions. Click on one of the INV Line #.Dist # hyperlinks to display the Distribution line.

Step Action3. The Invoice Distribution Line is displayed.

Click the browser Back Arrow to return to the previous screen.

Step Action4. The Invoice is displayed. Click on the Summary tab and additional

functions will display for the following:

Related Documents – displays the related PO, other Invoices including rejected and voided invoices, and Payments.

History – displays previous actions. Routing Details – not applicable since IBC is not using workflow. Add Attachment – will allow the user to display any attached files.

5.2 – In Settlement

Step Action

1. Click the In Settlement sub-tab to display invoices that are waiting to be paid.

The Invoices In Settlement sub-tab page contains the invoices that are “Scheduled to Pay” from the OFF Invoice Status interface but have not received a “Paid” status from OFF or the Treasury PAM system.

Browse Suppliers: allows the user to select the hyperlink for a letter of the alphabet or All to narrow results.

Change Date Range: allows the user to select various date ranges to narrow results.


Note: Treasury’s Payment Automation Manager (PAM) submits ACH payment information to IPP on behalf of the agency.

5.3 – Search

Step Action

1. Click the Search sub-tab to search specific invoices. The Search Criteria page displays. The user can search by selecting one or more of the listed search criteria, then click the Query button.

6 - IPP Analysis Tab

6.1 – Managed Reports

Step Action

1. Click the Analysis Tab to display reports that available. The default view is Managed Reports sub-tab.

Step Action

2. The Managed Reports screen displays. Click the dropdown box to list the available reports.

Select the PO Remaining Balance Reconciliation report.

3. The PO Remaining Balance Reconciliation report displays. This report requires entry of a PO Number to return data, then click the Run button.

To run another report, click the dropdown box and select the PO Remaining Balance Summary report.

Step Action

4. The report selection criteria is displayed. The user can enter one or more of the listed selection fields, then click the Run button.

6.2 – Reports

Step Action

1. Click the Reports sub-tab to search specific reports. Click the dropdown box to display the report selection.

Step Action

2. The Reports selection displays. The user can select any of the reports to run. As an example, select the Purchase Order Activity Reconciliation report, enter the applicable Date range, then click Go.

Step Action

3. The report displays with details of Purchase Order activity.


7 - OFF/IPP Interfaces

7.1 - Supplier Interface (OFF to IPP)The Supplier interface is designed to limit the record selection to commercial vendors that are registered in SAM. Federal, State, Employee, Foreign, and Credit Card CBA vendors are specifically excluded.

OFF Supplier sites that are flagged as IPP Suppliers by the IBC Vendor Maintenance Team will be extracted and transformed into the XML Master Vendor List (XMVL) file that will be securely interfaced to IPP. The Supplier “Purchasing Site” (Supplier Site that begins with ‘LOC’) will be sent to IPP.

To identify the IPP Supplier status, a Descriptive Flexfield (DFF) at the Supplier Site level in OFF is used (Suppliers > Address Book > Manage Sites (select the ‘LOC’ Site) > Uses Tab > Descriptive Flexfields). The IPP Supplier Flag valid values are defined as follows:

Null – Initial Supplier Site value

Supplier has not been evaluated by the agency to be enrolled in IPP, and is excluded from all IPP processing.

E – Enrolling

Supplier has been evaluated by the agency and the Supplier has been sent to IPP. Only the Supplier updates are sent to IPP in this status; not POs.

M – Matched

Supplier has been evaluated by the agency and the Supplier has been matched in IPP. Existing and new POs will be sent to IPP, which will allow vendors to submit invoices against the POs. Once vendor invoices are submitted, invoice statuses will be sent to IPP.

N – Not Participating in IPP

Supplier has been evaluated by the agency and will not be enrolled in IPP, and is excluded from all IPP processing.

IBC will manage the OFF Supplier Interface by reviewing the concurrent request log and output files. If errors are encountered, the IBC Systems Team will research the error. The Vendor Maintenance Team will review and manually update the corresponding Supplier and/or Supplier Site records. These records will then be picked up the next time the Supplier Interface program runs.

The Supplier Interface will run on a daily basis after the System for Award Management (SAM) update process is complete. IBC will coordinate with the agency Point of Contact to resolve errors as necessary.

7.2 - Purchase Order Interface (OFF to IPP)The Purchase Order interface is designed to limit the record selection to orders related to commercial vendors that are registered in SAM. Essentially, the OFF Supplier record needs to flagged as ‘M’ before the existing and any new orders/awards will be sent to IPP. The following POs will be excluded from the interface:

BPA and IDIQ (IDV) documents

PO Type equals TO (Travel) or GO (Grants)

Transactions with a Category equal to “Credit Card”

CLM Awards and Core Purchasing POs with the “Send to IPP” flag = N

Also, PO attachments will not be interfaced.

Both the original entry of a CLM Award and Core Purchasing PO obligating documents and subsequent modifications will be selected by the interface to ensure that IPP is in sync with OFF.

A User Defined Attribute (UDA) in Contract Lifecycle Management (CLM) and a Descriptive Flexfield (DFF) in Core Purchasing titled “Send to IPP” will identify if the obligating document should go to IPP. Values are Null, 'Yes' or 'No'. Documents with a default value of Null and ‘Yes’ values are sent to IPP. Documents with a ‘No’ value will not be extracted for the interface to IPP even if the Supplier Flag is identified as IPP. This functionality allows a supplier to be flagged as an IPP supplier but prevent individual obligating documents from interfacing if necessary.

The PO Interface will run on a daily basis in the evening. IBC is responsible for the management of the interface. IBC will work with the agency POC to resolve errors as necessary.

7.3 - Invoice Interface (IPP to OFF)The Invoice Interface is designed to import invoices that have a PO referenced. The Match Type can be to Award or Receipt. Credit Memos will not be interfaced. Attachments are allowed. Records are initially loaded to the OFF Open Interface Invoices table by the Payables Open Interface Import process with a Source of ‘IPP’. IBC will resolve any interface errors that prevent the creation of an invoice. IPP invoices will be approved in OFF as currently performed.

Attachments to IPP invoices are included as part of the Invoice Interface. The IPP attachments append as an attachment to the invoice in Oracle. View attachments on the Oracle invoice by selecting the Paperclip icon on the tool bar. The Paperclip icon will have a piece of paper in it if an attachment exists on the invoice.

The Invoice Interface will run three times per day at 8 am, 2 pm, and 6 pm Eastern Time. IBC is responsible for the management of the interface. IBC will work with the agency POC to resolve errors as necessary.

7.4 - Invoice Status Interface (OFF to IPP)The Invoice Status Interface is designed to provide an invoice status to IPP based on various OFF statuses. A crosswalk of common interface OFF statuses to IPP statuses follows:

OFF Invoice Status IPP Invoice Status

Invoice is interfaced to the Open Interface Invoice table, but Invoice is not created on the Invoice Workbench

EX - Exception

Invoice created but not approved; includes invoices rejected in workflow and all invoice Holds

PND - Pending

Invoice approved APR – Scheduled to Pay

Invoice paid PD - Paid

Invoice cancelled REJ – Rejected (Requires the vendor to re-submit the invoice in IPP)

The Treasury Payment Automation Manager (PAM) also submits payment information to IPP on behalf of the agency. The PAM submission marks the invoice with a status of Paid.

The Invoice Status interface will run daily after 3 pm Eastern Time, which is the payment cut-off. IBC is responsible for the management of the interface. IBC will work with the agency POC to resolve errors as necessary.

8 - Helpdesk Support

FMD Customer Support is available at [email protected].

IPP Customer Support is available at [email protected] as shown on their website below.

mailto:[email protected]

mailto:[email protected]