Frequently Asked Questions

Yes. Training is required to ensure that users understand the basic principles of creating bills, generating invoices and can apply them correctly.

• Visit the UTRGV Training Portal: https://utrgv.edu/training
  
  
• Register for the session titled: PeopleSoft – Accounts Receivable/Billing – Invoice Process for NON‑SPONSORED Cost Centers
  
  
• If you do not see an upcoming session available for registration or you have questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu.
  
  
• Training Material for this process is located at the Accounts Receivable webpage and on BrightSpace (UTRGV PEOPLESOFT ACADEMY > Accounts Receivable & Billing > Training – Create a Bill & Generate an Invoice and the Accounts Receivable webpage.

If a customer cannot be found in the Customer entry or lookup during the Add A New Value process of Bill Entry, please do the following:

1. Send an email to AccountsReceivable@utrgv.edu with
   1. Full name of the entity
   2. Complete address
   3. and type of service the customer will be billed
      
      
2. Do not proceed until you have received a message from Accounts Receivable stating it is OK to proceed.

Please have the following Chartfield information ready as it is required during the Bill Entry process:

1. Cost Center
2. Department
3. Fund Code

As the process is to generate revenue, the Function value is always 999.

No. Once an invoice is generated, it cannot be modified.

The invoice must be canceled, and a new one must be created.

To cancel an invoice that has been generated:

Contact AccountsReceivable@UTRGV.edu with the following required information:

1. Invoice Number
2. Customer Name
3. Invoice Amount
4. Reason for cancellation
5. Cost Center Manager’s Approval to proceed with cancellation
6. If possible, include notice from Customer requesting the invoice be cancelled
7. If the Invoice Payment has been applied to the GL string send a copy of the receipt

IMPORTANT: Do not proceed with any additional activity with customer until you receive confirmation from Accounts Receivable that invoice has been cancelled.

After cancellation, if applicable, notify the customer the invoice has been cancelled.

NOTE: Failure to provide the required information to cancel will result in delaying the cancellation.

No. Only the Department of Accounting & Reporting can cancel invoices.

To cancel an invoice that has been generated:

Contact AccountsReceivable@UTRGV.edu with the following required information:

1. Invoice Number
2. Customer Name
3. Invoice Amount
4. Reason for cancellation
5. Cost Center Manager’s Approval to proceed with cancellation
6. If possible, include notice from Customer requesting the invoice be cancelled
7. If the Invoice Payment has been applied to the GL string send a copy of the receipt

IMPORTANT: Do not proceed with any additional activity with customer until you receive confirmation from Accounts Receivable that invoice has been cancelled.

After cancellation, if applicable, notify the customer the invoice has been cancelled.

NOTE: Failure to provide the required information to cancel will result in delaying the cancellation.

If the invoice has not yet been generated, the billing specialist may change the status to “Cancel” if the invoice is no longer needed.

This process can be completed with the assistance of the content found in the AR/BI Training Document (see page 50 and select CAN | Canceled)

No. There is no workflow approval process for invoice generation.

The department that created the invoice is responsible for contacting the customer.

If after the initial 30-day invoice due date has expired, the department creating the invoice can use the DUNNING LETTER option to communicate, to the customer, a reminder of payment due.

Payments are posted to the Accounts Receivable account, not directly to the cost center.

The payment is then applied to the invoice to close it.

Email Accounts Receivable at AccountsReceivable@utrgv.edu with:

• Invoice Number
• The location where the payment was posted
• A copy of the receipt

The department of Accounting & Reporting will cancel the invoice because duplicate revenue was posted (to the cost center and the invoice). This allows the invoice to be properly closed.

Email Accounts Receivable at AccountsReceivable@utrgv.edu with:

• Invoice Number
• The location where the payment was posted
• A copy of the receipt

The Department of Accounting and Reporting will cancel the invoice due to duplicate revenue and close the invoice.

Checks and wire transfers (ACH) are the only acceptable payment methods for invoices.

Cash payments for invoices can ONLY be made by in-person payment at the Bursar’s office.

Mail-In Address (allow at least 5 business days for processing)
Mail your statement with payment to:

University of Texas Rio Grande Valley
ATTN: Bursar’s Office
1201 W. University Dr. SSB 1.200
Edinburg, TX 78539-2999

No. Online payment is not available for invoices.

All invoices contain information on where payment can be made.

To check the status of your invoice please look in the Receivables module, of PeopleSoft, under View/Update Item Details.

The Department of Accounting & Reporting records wire payments.

Please visit the UTRGV Training Portal for upcoming dates, times, and locations of ACCOUNTS RECEIVABLE/BILLING - INVOICE PROCESS training sessions.

If you do not see an upcoming session available for registration or you have questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu

The Accounts Receivable / Billing raining materials are available at:

• Accounting and Reporting Resources - Accounts Receivable webpage 
• UTRGV PeopleSoft Academy in BrightSpace  

If you have any questions, please contact the Training Coordinator at AccountingandTimekeepingTraining@utrgv.edu

To process a corrention for a deposit made to Bursar office email accountingandreporting@utrgv.edu to request correction.

In the email provide:

• brief explanation of reason requesting correction
• copy of receipt
• approval from cost center manager or alternate approver to debit cost center.

Accounting and Reporting will process correction and advise when it is posted in Peoplesoft.

If you have access to upload journals then, you can proceed to upload Journal using COR source and attached supportive documentation.

If correction involves a Project then send email to grantsaccounting@utrgv.edu for guidance.

Email to accountingandreporting@utrgv.edu with:

• Brief explanation of the correction needed
• Copy of receipt
• Approval from Cost Center Manager or alternate approver to debit cost center

Accounting and Reporting will process correction and notify you once it is posted in Peoplesoft.

If you have access to upload journals then, you may upload a Journal using COR source and attach supportive documentation.

If correction involves a Project, email grantsaccounting@utrgv.edu for guidance.