Accounts Payable Reference Guides
Training Portal
The Payment Services and Logistics department offers content and training covering the university-approved Policies and Procedures. The Accounts Payable Overview sessions are open to all UTRGV faculty and staff and scheduled on the UTRGV Training Portal. Users can request one-on-one sessions or departmental meetings by contacting AccountsPayable@utrgv.edu.
Reference Guides
Create an Electronic Invoice
Video Summary: Create an Electronic Invoice
This video demonstrates creating an electronic invoice from start to finish: selecting the supplier, entering invoice number and date, specifying amounts and distributions, attaching supporting documentation, validating required fields, and submitting the invoice for approval and processing.
Create a Cost Receipt
Video Summary: Create a Cost Receipt
The video covers recording a cost receipt for non‑quantity‑based purchases: locating the purchase order, confirming billing information, entering the received cost, attaching receipts or invoices, validating totals, and completing the receipt so Accounts Payable can match and pay.
Create a Quantity Receipt
Video Summary: Create a Quantity Receipt
This video walks through receiving items against a quantity‑based PO: choosing the correct lines, entering quantities received, noting backorders or partials, adding packing slip details, verifying line totals, and submitting the receipt to enable three‑way match.
Submit an Expenditure Correction via an AP Journal Voucher
Video Summary: Submit an Expenditure Correction via an AP Journal Voucher
The video shows how to correct an expenditure using an AP Journal Voucher: identifying the transaction to correct, entering the appropriate chartfields and amounts, adding supporting justification, attaching documentation, reviewing for accuracy, and submitting for routing and approval.
Accounts Payable Training Documents
- Create an AP Memorandum - Download Guide
- View iShop or iTravel + Payment Status - Download Guide
- Assign an Expense Delegate - Download Guide
- Submit a Business Expense Reimbursement - Download Guide
- Submit a Moving Expense Reimbursement - Download Guide
- Submit a Travel Expense Report - Download Guide
- Submit a Mileage Expense Reimbursement for Personal Car Mileage - Download Guide
- Itemize Lodging Expenses - Download Guide
- Approve an AP Journal Voucher Expenditure Correction - Download Guide
- View and Download Attachments - Download Guide
- Request Reconciler Access - Download Guide