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Agencies upload POs to IPP in XML format using a secure file transfer protocol, such as Secure Transport or Connect: Direct. The POs then appear in the Disburser module. When the items within the POs fulfill, vendor create invoices in the Collector module. If an agency uses Workflow Invoice Routing, the agency reviews and approves invoices using the Workflow process. If an agency does not use Workflow Invoice Routing, the agency uses its own approval method to approve invoices outside of IPP.
Once an agency approves the invoices using either method, the U.S. Treasury makes the payment for Treasury Disbursed agencies. For Non-Treasury-Disbursed Organizations (NTDOs) the agencies upload the payment detail to the Disburser module and IPP sends the information to the Collector module.
To assist the agencies in building an extract file for POs and BPOs, IPP provides an XML PO file specification, which identifies the element values of a PO that are required in the extract file. It specifies the format, data type, maximum length, and description for every element of a PO or BPO. Agencies use the PO file specification to map the elements of a PO/Blanket PO in their accounting systems to IPP’s file format requirements. The extract file is output into an XML format.
Disburser users view the POs and BPOs in the Disburser module and vendors view them in the Collector module. IPP notifies the vendor when POs are available. The following Notifications are set up for each vendor the first time a vendor signs into the Collector module:
New PO/Change Order notification
Invoice Exception notification
Invoice Rejected/Denied notification
Settlement Only notification
Once a PO or BPO has been fulfilled by a vendor, the vendor creates an invoice or credit memo in the Collector module and the invoice/credit memo is passed to the Disburser module. If an agency has Workflow Invoice Routing configured, IPP passes the invoices through an invoice approval routing process in the Disburser module. If an agency does not have Workflow Invoice Routing enabled, the invoice is passed from the Collector module to the Disburser module where the invoice is passed to the agency’s ERP for approval processing.
Once invoices are approved, they are downloaded from IPP and posted to the agency’s ERP system. Each agency must map the invoice element values to the same values in their ERP system. An IPP Invoice file XML specification are available to assist in mapping these elements.
When invoices are paid by the U.S. Treasury or NTDO, electronic payment information is sent to IPP and displayed for the agencies and vendors to view.