Amazon Users Guide

All Amazon purchases are made in Workday using the supplier punchout feature. You may log into your SF account at Amazon.com to fill your cart, create shopping lists, track orders, initiate returns, etc., but you can only complete the checkout process through the Workday punchout.

• P-Cards, SF AMEX, and personal cards may not be used.
• Blanket purchase orders for Amazon are not permitted. 
• Using personal Amazon accounts to make college purchases (and vice versa) is strictly prohibited.

Workday will create an account for you the first time you use the punchout. Your account is assigned to your sfcollege.edu email address, and only you may use it. Do not share your login information with anyone. Only SF staff with authorized user accounts under the main SF Business Account may make purchases on behalf of the college.  

IMPORTANT: Your sfcollege.edu email cannot be connected to a personal Amazon account. If it is, you must remove it and use a personal email address. If you encounter problems switching emails, contact Amazon Customer Service at 1-866-486-2360 for assistance.

Shopping

If you need to spend time researching and choosing a lot of items, Purchasing recommends doing so in your SF account at Amazon.com. That way, if you're called away or working on other things, you won't time out and lose a requisition in progress. Then, once you're ready to place the order, exit Amazon.com and use the Workday punchout to complete the process. (Make sure you don't have Amazon open in another tab while you're using Workday!) 

Workday Process

• In the Purchases app, choose Connect to Supplier Website.
• On the first screen, choose Open Purchase in the Requisition Type field and click OK.
  • Note: your default worktags are populated foryou. If this order will be shipped to another location or paid for by another department, you must change the worktags here before clicking OK.
• On the next screen, click the Connect button for the Amazon punchout.
• 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.
• Add items to your cart and check out as per normal. When you complete your purchase, you will see a message that says "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.
• 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.
• The requisition will go through the usual approval path. When Purchasing issues the Purchase Order, your order will be automatically finalized at Amazon. You will receive a confirmation email from Amazon shortly thereafter. 

You must submit the requisition in Workday to complete the order process. If you don't, your order will not be placed; there will be no requisition and thus no PO, and you'll have to cancel your Amazon order and go through the punchout process. 

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 seven (7) days without approval, Amazon may 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. Orders are not placed until Amazon receives the PO.

Avoid placing orders when approval and processing will be delayed, such as:

• When your CCM is out for several days
• Last thing Friday afternoon
• The day before a College holiday

Shipping

To avoid shipping charges, buy only Prime eligible items and select Free Shipping at checkout. The SF Business Account is set up to warn you if an item is not eligible for Prime shipping. A yellow "item restricted" message box appears at the top of all third-party items. If you see this warning, check to make sure the item does not have an added shipping charge. Some non-Prime items have free shipping, but many do not. If the item has shipping, Amazon will not import the shipping charge into your requisition, and your invoice will not match your PO.

To prevent this, avoid items with shipping charges where possible. Buying such items is allowed, but you must follow up with Purchasing to make sure the shipping is added to the PO. It is each buyer's responsibility to know what you are buying, if shipping is included and, if so, to contact Purchasing for a change order BEFORE creating a receipt so your PO will match your invoice. 

Sales Tax

The college does not pay sales tax. The SF Business Account is set up to block any seller that does not honor sales tax exemption, so you should never see sales tax applied to your order. If you do, notify the Account Administrator at once so we can inform Amazon. Do not create a receipt using an invoice that has sales tax.

It is each buyer's responsibility to keep track of their orders and follow up with Amazon to correct any issues. 

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 account at Amazon.com.

• Navigate to Your Orders
• Choose Orders Placed by Santa Fe College
• To track an order in transit, select Track Package
• You can also view the status of all your orders - including returns, cancellations, estimated delivery dates, and date/time an order was delivered.

Inspecting Orders

Open your packages and inspect your items as soon as they arrive. If something is defective or incorrect, start the return process immediately. Never create a receipt without making sure everything is there and satisfactory.

Missing Deliveries

If an order is marked Delivered but you haven't received anything, check with Receiving to see if they have any stray Amazon packages. It could be that the distributor didn't put the PO number on the box. If the package cannot be located, contact Amazon Customer Service. You may need to initiate a return/refund.

If the estimated delivery date has passed by several days and the order hasn't been delivered, use the Problem With Delivery button or contact Amazon Customer Service. 

Cancelled Items

If you cancel an item from your order before it ships, or if Amazon cancels an item due in non-availability, follow up with Purchasing so we can update your PO to match your invoice. Otherwise, your PO will remain open with that line unreceived until the end of the fiscal year, holding up funds that could have been used for something else. 

Amazon Invoices

When your order is finalized with a PO, Amazon will send you a confirmation email. They will also email you when your item(s) ship. After that, you will receive your invoice via an email from Amazon Business subject "Amazon Invoice Available for PO-xxxx (Invoice # xxxx)". The attached PDF is your invoice. No other document can be used to create a receipt - not confirmation emails, order summaries, or packing slips, only the official invoice. If you lose the email, you can download invoice(s) by navigating to Your Orders in your Amazon account, locating the order, and opening the View Order Details link. 

Amazon often splits orders into multiple shipments. Sometimes everything will be on one invoice; sometimes there will be multiple invoices. This affects how you create receipts, so be sure you are invoiced for every item in your order. 

Creating Receipts

Once you have opened and inspected your order, use your invoice to create a Receipt in Workday. 

• Check your invoice to make sure the prices match those on your PO. If there is a discrepency, do NOT create a receipt. Contact Purchasing to update the PO. 
• Wait for all items on the invoice to arrive before creating a receipt. You cannot use the same invoice to create multiple receipts.
• Similarly, if there are multiple invoices, create one receipt for each. You cannot combine multiple invoices into one receipt.

Returns

The return process for an Authorized User account is the same as with a personal Amazon account. The Account Administrator does not have access to your account and cannot initiate returns for you.

• In your account, navigate to Your Orders.
• 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.
• Choose the free option for dropping off at the UPS Store. However you don't actually have to drop it off - Receiving will give it to our UPS driver. Just be sure to select "print label" rather than "no label". 
• Print the return label, put the item(s) back in the original box, and ask Receiving to pick it up.
• You may have to pay a return shipping fee for returned items, which will be deducted from your refund. You'll be able to see this while doing your return. Replacements for defective items usually (not always) waive the return shipping fee.
• IMPORTANT: 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 satisfactory condition. If not, complete the return process right away. Once the window has closed, you will not be able to return items. Business Prime accounts are not excepted from this rule.

Refunds (Credit Memos)

Amazon sends refunds in the form of Credit Memos. You will receive an email similar to the one you get for invoices, with the credit memo attached. Use that to create a return in Workday. It's important to process credit memos in a timely manner; otherwise, you may not receive your refund.

Account Administrator: Heather Domin

Technical Assistance: Amazon Customer Service 866-486-2360