Purpose of Check With Order (CWO) and Supplier Invoice Request (SINVR)
CWO and SINVR are procurement methods used when a purchase does not require a purchase order.
CWO/SINVR at UAMS
As a state institution, UAMS is a purchase order (PO) driven organization. We rely on POs to procure goods/services in the most transparent, efficient, and documented way possible.
Today, most suppliers accept or even require POs or credit card payments, therefore making CWO and SINVR options less and less necessary. CWO and SINVR have limited use for UAMS departments.
Permissible Use of CWO and SINVR
Permissible Use of CWO | Example |
---|---|
If a check must be submitted with the purchase order | Some registration fees/applications are “pay by check only” |
If the purchase requires payment with the purchase order | Some software purchases require payment with purchase order |
Permissible Use of SINVR | Example |
---|---|
All official functions are to be paid using SINVR. | Student activities, accreditation visits, special events |
To pay an invoice for a closed PO that cannot be reopened. | If an invoice is received after a PO has been closed and the Procurement Specialist cannot reopen the PO, SINVR is used to pay the invoice. |
To pay an invoice for a PO from SAP that did not convert into Workday. | UAMS transitioned from SAP to Workday in 2022. Most POs from SAP were converted to Workday. |
To pay for memberships. | Professional memberships related to one’s work at UAMS. |
To pay honorariums. | Payment for a guest speaker |
The state does not allow payment of goods or services before items are received or services are rendered.
Unless your purchase requires the use of CWO or SINVR, the purchase of the item should be initiated by a Requisition.
Significance of Requisitions and Purchase Orders
When a department submits a requisition to purchase something, the result is a Purchase Order being issued to the supplier.
A Purchase Order (PO) is a legally binding agreement that describes:
- What the department is purchasing,
- The price the department will pay,
- When the item will be delivered, and
- How and when UAMS will pay the supplier.
If a department procures a good/service without a PO, there is no legal document to enforce the terms of the sale, which can result in:
- The requesting department being stuck accepting an item that does not meet technical specifications, operational requirements, or other specific requirements of the department.
- The requesting department being surprised with higher cost than they anticipated.
- The requesting department being left without the item they purchased because the item is out of stock or discontinued and the Supplier is not legally bound to deliver the item by a certain date.
Additional Help and Resources
For information about submitting a requisition, or information on the broader topic of making a purchase for UAMS, refer to the Help Pages available on the Procurement Help page.