Miner Mall Campus Receiving Frequently Asked Questions (FAQ)

A receipt in Miner Mall serves as the official receiving report confirming that goods or services were physically received by the department.

• Receipts are required before vouchers can be fully approved and processed for payment.
  
  
• When end users or departments create receipts promptly, it minimizes payment delays which reduces Prompt Payment penalties, and prevents vendors from holding new orders.

Department employees must create receipts for:

• Pick-up orders
  
  
• Desktop receiving orders (items shipped directly to departments instead of Central Receiving)
  
  
• Services
  
  
• Software, subscriptions, rentals, memberships, and similar items (unless covered by recurring contract POs)

Department employees do NOT create receipts for:

• Items received by Central Receiving
  
  
• Contracted services with recurring monthly chares (e.g., Ricoh/Spectrum copiers, El Paso Disposal, ABM Texas General Services)

Desktop shipping is when items ordered through Miner Mall are shipped directly to a department instead of Central Receiving.

All desktop shipped PO lines require enter a quantity or cost receipt.

Only after goods or services have been physically received.

Texas Prompt Payment law requires payments to be due 30 days after receipt of goods/services or a correct invoice, whichever is later.

After opening the PO:

Option A: Go to the Receipts tab → select + to create a receipt.

Option B: Click the three dots menu → choose Create Receipt.

Miner Mall automatically checks all lines; employees must:

• Review each line carefully, and
  
  
• Check only the items physically received.
  Unreceived items must be unchecked.

• Receipt Date = the date items/services were physically received by the department.
  
  
• Packing Slip No. = enter the packing slip or invoice number (if applicable).
  If the department received items earlier, enter the actual historical date received.

• Select the carrier that delivered the items.
  
  
• If the department pickup up the items or the vendor delivered without a carrier, select Other and type "Picked Up" in the Notes section.

Quantity Receipts:

• Adjust the Quantity field if it differs from the PO.
  
  
  • Choose "received" only.
    
    
  • Do not select "returned" or "canceled."

Cost Receipts:

• Adjust the Cost field to match the invoice amount.
  
  
  • Choose "cost received" only.
    
    
  • Do not select "cost canceled."

You can remove the line before completing the receipt by clicking the trash bin icon.

This does not cancel the item; the line will show again on the next receipt attempt.

A confirmation appears stating "Receipt Created" with a unique receipt number.

This confirms the process is complete.

Departments must:

• Per Texas law, departments must contact the vendor within 21 days to dispute the issue.  Document the contact with the vendor via email.
  
  
• Note that some vendors require that discrepancies are reported in less than 21 days so departments should report disputes to the vendor immediately.
  
  
• Notify DTS through a Miner Mall comment to billing@utep.edu on the PO.

Use Miner Mall's reporting tools:

• Create a PO report with filters: Invoice Status, Receipt Status, AP Status, Prepared By.
  
  
• Export the report to Excel if needed.

Central Receiving may have partially received an order if they were unable to physically observe all items at the time of receipt.  In some instances, items may be bundled together, and since Central Receiving is not authorized to open boxes, certain items may not have been visible during the initial receiving process.

If an order was partially received by Central Receiving, but once reviewed by department/end user, it is confirmed the full amount was received, please create a quantity receipt for the items pending on the line item(s).

• Disbursement Services (Miner Mall Team): billing@utep.edu | (915) 747-5171
  
  
• Central Receiving Supervisor (Roberto Tovar): retovar2@utep.edu | (915) 747-7149