Amazon Users Guide

All college Amazon spending is done through the SF Business Account via Workday. Use of personal Amazon accounts, blanket purchase orders, P-Card purchases, and personal reimbursement is not permitted.

On This Page:

Authorized Users How to Place Orders Shipping and Sales Tax Deliveries and Invoices Returns Contact

Authorized Users

Amazon purchases must be made in Workday using the supplier punchout feature. You may log into your account at Amazon to create shopping lists, track orders, initiate returns, etc., but you must use the punchout to place orders.

If you are not currently set up with an Authorized User Account, Workday will create one for you using your sfcollege.edu email address. This email cannot be connected to a personal Amazon account. If it is, you must remove it from the personal account. If you encounter problems, contact Amazon Customer Service at 1-866-486-2360 for assistance.

Each Authorized User account is assigned to one sfcollege.edu email address and name, and only that person may use it. Do not share your login information with anyone. Only those with Authorized User Accounts under the main SF Business Prime Account may make purchases on behalf of the college.

Blanket purchase orders are no longer used for Amazon purchases. Do not make purchases with your P-Card, SF AmEx, or a personal card. Never use your Authorized User account for personal purchases.

How to Place Orders

  1. In the Purchases app, choose Connect to Supplier Website.
  2. On the first screen, choose Open Purchase in the Requisition Type field and click OK. (Note: If this order will be shipped to another location or paid for by another department, change the worktags before clicking OK.) 
  3. On the next screen, click the Connect button for the Amazon punchout.
  4. You will be taken to Amazon.com. However, you are still logged into Workday. If you need to return to Workday, use the back button in your browser - if you close the tab, you will close Workday too. 
  5. Add items to your cart and check out as per normal. When you complete your purchase, you will see a message similar to "importing your cart to your procurement system", and then you will be taken back to the Create Requisition screen in Workday. This may take a few moments - do not back out or close the tab.
  6. Your order will be populated into a requisition. Complete the Checkout process in Workday including selecting the Spend Category for each line and updating any worktags if necessary, and then Submit for approval.
  7. When Purchasing issues the Purchase Order, your order will be automatically finalized at Amazon. You will receive a confirmation email shortly thereafter.

Approval Window

Amazon holds punchout orders for 48 hours with guaranteed availability and price. After 48 hours, prices and availability may change, causing your invoice to be different from your PO. After several days without approval, Amazon will cancel the order due to inactivity. To prevent this:

  • Ask your Cost Center Manager to approve your requisition as soon as possible so Purchasing can process it. If an approver is out of the office, you may need to wait until they return before placing an Amazon order. 
  • Avoid placing orders when processing may be delayed (such as close of business on a Friday, the day before a holiday, or when an approver has left for the day). 

Other Tips

  • Delivery - To ensure your order is delivered to the right place: choose the appropriate SF address when checking out at Amazon, and use the correct Ship-To and Deliver-To worktags in your requisition. You do not need to put anything in the Deliver To field at Amazon; the worktag fills that function. If you want an order to be delivered somewhere other than your default Deliver-To worktag, change that tag in your requisition.
  • Browser Tabs - If you open multiple browser tabs while you're in the punchout, close them all before checking out using the original tab you entered the punchout with. Multiple open tabs will confuse Amazon and Workday when they're trying to pull your order into a requisition

Shipping and Tax

Shipping - To avoid shipping charges, look for Eligible for Prime Shipping near the price of an item. At checkout, make sure to select Free Prime Shipping. Some items, such as Amazon Marketplace and third-party seller items, may charge shipping. Many buyers are surprised by shipping charges because they thought SF gets free shipping on everything. Prime shipping only applies to Prime eligible items. It is each buyer's responsibility to know what they're buying and if shipping is included. 

For this reason, Amazon Marketplace items are not recommended, as they often lack tracking information and are not guaranteed unless fulfilled by Amazon. Look for the Ships From and Sold By notice under the price to see where an item comes from. This is also useful for checking Prime status and shipping times.

Sales Tax - The college does not pay sales tax. The SF Business Account is set up to filter out any seller that does not honor sales tax exemption. If you see sales tax applied to any order, notify the Account Administrator at once.

Deliveries and Invoices

How to Track Your Order

After placing an order, you'll receive a confirmation email from Amazon with an estimated delivery date. You can track the status of all your orders by logging into your Amazon account.

  1. Navigate to Your Orders
  2. Choose Orders Placed by Santa Fe College
  3. To track an order in transit, select Track Package
  4. You can also view the status of all your orders including returns, cancels, estimated delivery, and time delivered.

Missing Deliveries

If an order is marked Delivered but you haven't received anything, check with the Mailroom to see if they have any stray Amazon packages. If the estimated delivery date has passed by several days and the order still hasn't been delivered, use the Problem With Delivery button or contact Amazon Customer Service. 

Submitting Invoices

You will receive an invoice via email from Amazon, usually a day or two after placing the order. Once your order has been received and inspected, use this invoice to create a Receipt in Workday. You can also access your packing slip and Printable Order Summary for any order on the Your Orders screen in your Amazon account for record-keeping purposes. However, you must the invoice Amazon sent you via email to create the Receipt. 

Returns

The return process for an Authorized User account is the same as with a personal Amazon account.

  1. In your account, navigate to Your Orders.
  2. Use the Return Items button to start the return process. You must specify why you're returning the item(s) and whether you want a replacement or a refund.
  3. Amazon will generate a return label. Print this out, put the item(s) back in the original box, and ask Receiving to pick it up.
  4. You may have to pay shipping for returned items, which will be deducted from your refund. Replacements for defective items usually (not always) include return shipping.
  5. The return window at Amazon is thirty (30) days. Every time you receive an order, open it immediately and check to make sure all items are there and in good condition. If there's a problem with anything, complete the replacement/return process right away. Once the window has closed, you will not be able to return items.

Contact

Account Administrator: Heather Domin

Technical Assistance: Amazon Customer Service 866-486-2360