Amazon Users Guide

All Amazon purchases are made in Workday using the supplier punchout feature. 

Account Creation

Do not create a Business account at Amazon.com. All Amazon accounts must be part of the college's Business Prime account. The first time you use the Workday punchout feature to connect with Amazon, you will be prompted to create an account using your SF credentials. Each time you use the punchout after that, Workday will log into your SF account for you. 

• You must use your SF credentials to create your account. Do not use any other email address.
• Each employee must use their own credentials to create an account. Amazon accounts may not be shared. 

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.

Account Use

Each order placed through the punchout creates its own requisition. The corresponding PO is paid via creating Receipts in Workday. This is the only authorized method for buying from Amazon:

• Blanket purchase orders are not permitted.
• P-Card use is not permitted.
• Personal reimbursement is not permitted.
• Using a personal Amazon account to make college purchases, and vice versa, is strictly prohibited.

Shopping

If you need to spend time researching purchases, or you have a long list of items, Purchasing recommends logging into your SF account at Amazon.com to shop and fill your cart, rather than doing so in the punchout. 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 for you. 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. 
• 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.
• 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. 

IMPORTANT: 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 all over again. Many Amazon orders are lost because the buyer did not complete the checkout process in Workday to submit their requisition. 

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. Your order is not placed until Amazon receives the PO.

To prevent this issue, 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 "Organization 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. AP cannot add shipping or change prices when paying an invoice; only Purchasing can update the PO. 

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 promptly to correct any issues. Neither Purchasing nor Receiving tracks Amazon shipments. Failure to follow up on missing or defective items creates problems with invoicing and receipting and may tie up your budget at year-end.

How to Track Orders

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 SF account at Amazon.com.

• Navigate to Your Orders
• Choose Orders Placed by Santa Fe College
• To track an order in transit, select Track Package

Here you can view the status of all your orders - including returns, cancellations, estimated delivery dates, and date/time an order was delivered. You can also open a chat with Customer Service to inquire about missing items or late deliveries.

Inspecting Deliveries

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 all items are satisfactory, and never create a receipt before confirming you've actually received the item. 

Missing Items

If an item is marked as Delivered, but you haven't received it, 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. Allow a few days for processing, especially during peak times when Receiving has many Amazon boxes to sort.

If the package cannot be located and it's been some time since the order was marked Delivered, contact Amazon Customer Service. Do not initiate a return - instead, contact Customer Service with the order number and tell them the item never arrived even though it was marked Delivered. Request that a replacement be sent or else a credit memo issued.

Cancelled Items

If you cancel an item from your order before it ships, or if Amazon cancels an item due in non-availability, inform Purchasing so we can remove that line from your PO. 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. This does not apply to missing items - if something is on your invoice, you must go through the return process to get a credit memo, or the invoice will remain unpaid. If it's NOT on your invoice, we can remove it from the PO.

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. This is the number one cause of delayed payments: AP cannot pay an invoice that doesn't match the PO, and they can't edit POs. They will send the receipt back to you and you'll have to cancel it, ask for a change order, and then create a new receipt. Ask for the change order first to prevent this.
• 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.

Missing Items

As mentioned above, if an item is marked Delivered but it never arrived, contact Customer Service to ask for a replacement or refund. Do not use the return process, because there's no item to send back. 

• Email: amazonbusinesscs@amazon.com 
• Chat: amazon.com/clicktochat 
• Call: amazon.com/clicktocall

Be sure to follow up on missing items. If the item is on your invoice, we must either pay for it or use a credit memo to refund it. Many POs are left open at the end of the fiscal year because the buyer didn't follow up on undelivered items. By that time, the return window has long since passed. 

Cancelled Items

If an item has been delayed indefinitely, lost in transit, or otherwise undeliverable, use the Cancel Item button to cancel that item from your order. Then, notify Purchasing so the item can be removed from your PO. This only applies to items that have NOT been invoiced; if the item appears on an invoice, you must use the process above to get a replacement or refund.

Returning Items

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. It's important to request and process credit memos in a timely manner; if you wait past the 30-day window, Amazon may not refund you even if the item never arrived. 

1. Create a Receipt for the item in Workday, using your original invoice. 
2. Immediately create a Return in Workday for that item, using your credit memo.
3. This cancels out the charge and leaves $0 owed.

Account Administrator: Heather Domin

Technical Assistance: Amazon Customer Service 866-486-2360