Accounting Office

Accounts Payable
Accounts Payable

Supplier Invoices

Supplier invoices must be sent directly to Accounts Payable to ensure timely processing. Incomplete or misrouted invoices may delay payment. Incomplete invoices or invoices sent to the ship-to address may delay payment. Suppliers can contact UCR Accounts Payable at 951-827-3305 regarding invoice payment.

Transcepta Supplier Invoices 
All Other Supplier Invoices
Transcepta suppliers must submit their invoices via the Transcepta portal as outlined in their agreement with UCR. Transcepta is UC Riverside's electronic invoicing solution. Only suppliers selected and invited by Accounts Payable may submit invoices and credits through Transcepta.

Submit (email) their invoices via apinvoice@ucr.edu. One invoice per PDF, multiple PDF invoices per email is allowed. The apinvoice@ucr.edu inbox is for supplier submission only. Remove it from any communication threads with campus or suppliers.

Invoice requirements:

  • Must reference one purchase order only
  • Line items, quantities, and prices must exactly match the PO
  • Tax, freight, and additional charges must be separately itemized
  • Required fields: Invoice #, PO #, Invoice Date, Bill-to Name/Address, Payment Terms, Item details, Invoice total
  • One invoice per PDF (multiple PDFs per email permitted)
  • Note: If an invoice does not include sales tax but the item is taxable based on its purchasing category, use tax is automatically assessed.

Paying an Invoice

Campus departments play a critical role in ensuring timely supplier payments. To support accurate and efficient processing, departments should complete the steps outlined below.

Receipts & Receiving
Receipts are created in Oracle (for goods received).

PO Review
The Purchase Order (PO) matches the supplier invoice:

  • Quantity
  • Price
  • Description

Approvals
All required approvals are complete.

  • Approval is required for all project-related (C&G funds) invoices, all sub-award invoices, and non-project related invoices over $10,000.
  • PI approval is required for all project-related (C&G funds) and sub-award invoices. 

If corrections are required, departments may need to:

  • Update receipts
  • Confirm PO amounts
  • Resolve invoice holds (see Invoice Holds)