Creating Invoices in PAW

Creating Invoices in PAW — What You Need to Know

This overview comes from the Procurement Training held on August 15, 2025, presented by Gayle Chapman, Assistant Controller — a respected leader in Financial Services. Gayle plays a key role in ensuring UMBC’s purchasing and payment processes run smoothly, guiding teams through policy compliance, and finding ways to make our systems work better for everyone. Her behind-the-scenes leadership keeps operations efficient and helps our campus community get the resources they need on time.

Creating invoices in PAW - Whether you’re paying a vendor or closing out a purchase order, it’s important to know when you need to create the invoice yourself — and how to do it correctly. This quick guide will help you avoid delays, stay compliant, and get vendors paid on time.

Do you need to create the invoice?

• Punch-out vendors: PAW creates a system invoice automatically.

• All others / contracts: You’ll need to enter the invoice manually in PAW.

Key reminders:

• Don’t submit before the invoice date.

• Match supplier name, address, and PO info exactly.

• Include PO or contract number, invoice number/date, and detailed descriptions.

• You can pay less than the PO price — but never more (except shipping).

• Attached Presentation for Creating Invoices in PAW