REFERENCE GUIDE - HOW TO CREATE AN ELECTRONIC INVOICE - Part 2.0 - Steps for creating and submitting electronic invoices

Sep 21, 2026

Upload by Fahsai

Reference guide for UTRGV users on creating, attaching supporting files to, and submitting an electronic supplier invoice within the iShop/Jaggaer platform. The instructions walk through logging in with UTRGV credentials, locating the relevant purchase order, creating the invoice, completing required date fields and invoice number format rules, entering and validating PO lines, and saving and completing the invoice. It also explains how to check payment status using the invoice tabs and interprets in process, payable, and paid states.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Reference guide: How to create an electronic invoice

Create and attach the supplier invoice

Complete the invoice and check payment status

REFERENCE GUIDE: HOW TO CREATE AN ELECTRONIC INVOICE The purpose of this document is to guide UTRGV users on how to create, attach, and submit an electronic invoice within iShop/Jaggaer. 1. Log in [to](to my.utrgv.edu)[ my.utrgv.edu](to my.utrgv.edu) using your UTRGV credentials. 2. Select the PeopleSoft application icon. 3. Select the Jaggaer iShop Sign In tile. 4. Locate the Purchase Order (PO) using the Search bar located at the top right of the screen. Enter the PO number on the Search bar or use the drop-down menu from the All to select the Purchase Orders option, then enter the PO number and Enter. 5. Select Invoices from the top bar options. 6. Click the + sign on the top right to add an invoice. 7. Supplier invoices are required for all invoices. Click on the Attachments from the top bar and click Add Internal Attachment. Click on Add Internal Attachment to select or drop the file and Save Changes. pg. 1, V2 .0 – 3/01/2025- lam REFERENCE GUIDE: HOW TO CREATE AN ELECTRONIC INVOICE 8. Select Entry from the Invoice tab to return to the invoice template. 9. Enter the Invoice Goods/Services Receipt Date – this is the actual date the goods/services were received by the department. 10. Enter the Invoice Received Date by clicking on the Override box – this is the actual date of when the invoice was received by the department. 11. Enter the Supplier [Invoice No. in](Invoice No. in) the required field box. • Note: if an invoice received from the vendor/supplier does not contain an invoice number please use the following format: o Date the invoice was received: Month/Day/Year MMDDYYYY o The first three letters of the vendor’s name ▪ Example: ABC Industries, invoice date 02/14/2025-02142025ABC Example of completed invoice fields for steps 9-11 pg. 2, V2 .0 – 3/01/2025- lam REFERENCE GUIDE: HOW TO CREATE AN ELECTRONIC INVOICE 12. Scroll down to view the PO lines. • At this time, the quantity can be updated, or lines can be deleted if they do not match the invoice. If this is not necessary, no changes will be made. 13. Click Save. If any fields are required, they will be indicated in red. *Be sure to review the dates, invoice number, and lines before selecting Complete. Once complete, the system will create an invoice number. pg. 3, V2 .0 – 3/01/2025- lam | | | | | --- | --- | --- | |
REFERENCE GUIDE: HOW TO CREATE AN ELECTRONIC INVOICE | | | | CHECK FOR PAYMENT STATUS:
• Log in [to](to my.utrgv.edu)[ my.utrgv.edu](to my.utrgv.edu) using your UTRGV credentials.
• Select the PeopleSoft application icon.
• Select the Jaggaer iShop Sign In tile.
• Locate the Purchase Order (PO) using the Search bar located at the top right of the screen.

Enter the PO number on the Search bar or use the drop-down menu from the All to select the Purchase Orders option, then enter the PO number and Enter.
• Select the Invoice from the top row tabs. | | | | | | | | • Payment status column indicates status.
o In Process = invoice pending review
o Payable = payment approved and awaiting scheduled payment
o Paid = Invoice has been paid

Detailed payment information is obtained from the Summary tab.

Future payments will be listed as a scheduled date.
pg. 4, V2 .0 – 3/01/2025- lam | | |

FAQs

How do I log in to iShop/Jaggaer and find the correct purchase order?

Log in at my.utrgv.edu using UTRGV credentials, select the PeopleSoft application icon, then choose the Jaggaer iShop Sign In tile. Use the Search bar to locate the Purchase Order (PO) and enter the PO number or use the All drop-down to select Purchase Orders.

What dates and invoice number fields are required when creating an invoice?

Enter the Invoice Goods/Services Receipt Date (the actual received date by the department) and the Invoice Received Date by overriding the box with the actual received date. Enter the Supplier Invoice No. in the required field; if the vendor did not provide an invoice number, use the specified format with the receipt date (MMDDYYYY) and the first three letters of the vendor name.

How can I tell the payment status after completing the invoice?

Open the invoice from the top row tabs and check the Payment status column. In Process means the invoice is pending review, Payable means approved and awaiting scheduled payment, and Paid means the invoice has been paid. Detailed payment information is shown in the Summary tab, including scheduled future payments.

Sep 21, 2026

Upload by Fahsai