Amazon PunchOut Getting Started Guide for Administrators...2015/02/05 · user, and adds user...

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Amazon PunchOut

Getting Started Guide

for Administrators

Version 1.0 Q1, 2015



Amazon PunchOut Getting Started Guide for Administrators

Contents Punching Out to Your Purchasing System

Customer Experience

User Roles

System Process Overview

Order Notification

Technical Support

Account Settings

Business Account Registration

Purchasing System Registration

Landing Page after Business Registration

Forwarding the Purchasing System Registration

Starting Purchasing System Registration

System Registration Paths

Business Account Settings

Configuring Your Business Account Settings

Groups

System Status: Test or Active Mode

Group Settings

Connection Settings

Account Settings

Purchase Order (PO) Settings

Adding a Payment Method

Providing Feedback

Business Customer Service

Revision History



Amazon PunchOut

The Amazon PunchOut program supports online purchasing systems, which are common in business-to-business (B2B) environments. ‘Punchout’ is industry terminology for purchasing supplies through the internet using an intermediary purchasing system. Business customers can select Amazon.com through their purchasing system, and purchase on Amazon.com on behalf of their business. This guide provides information and instructions for administrators, punchout users (sometimes called ‘requisitioners’ in the industry), and technical administrators.

Note: This guide assumes that an administrator has created a business account and registered the business. Learn more and Register for an Amazon Business Account before using Amazon PunchOut.

Punching Out Through Your Purchasing System Amazon PunchOut provides integration between a punchout user placing purchase requisitions on Amazon.com through their purchasing system, and order fulfillment by Amazon and its third-party sellers. With Amazon PunchOut, after the requisition is approved, Purchase Orders are sent to Amazon from a purchasing system such as Ariba, Coupa, or SciQuest. The purchasing system commonly supports accounts payable activities, workflow, and purchasing controls.

Amazon PunchOut Customer Experience

The punchout process involves a few basic steps. An employer-designated punchout user selects Amazon.com in their purchasing system. Next, they shop on Amazon.com, add products to the Cart, and submit the Cart for order approval. With punchout, the order approval workflow occurs within the purchasing system. After receiving the Cart, the purchasing system automatically creates a purchase order (PO) number based on the item and quantity in the Cart. Next, it sends the purchase order to Amazon through its technical systems. Amazon does not receive orders through email or FAX.

Note: The PO created at the Cart is not related to any existing form of PO that your business may use separately. Purchase orders created for fulfillment through Amazon PunchOut must consist solely of basic information regarding the products selected for purchase (e.g., quantity,

https://www.amazon.com/gp/b2b/info/getting-started/ref=b2b_reg_faq_punchout



product name). Amazon does not accept any additional terms, conditions, obligations or provisions that are different than those set forth in the Amazon Business Accounts Terms & Conditions, which govern your use of Business Accounts and Amazon PunchOut and which you agree to when you register your business with Amazon.

User Roles

A user refers to any individual who has created a business account (through Amazon-defined processes), allowing them to manage, shop, or similarly act on behalf of the business.

Amazon PunchOut supports two user roles: administrator and punchout user.

A technical administrator is also briefly required during the initial setup to enable integration between the purchasing system and Amazon. A technical administrator may be involved for other actions after integration is established.

An administrator assigns user roles to people in an organization. One person may have multiple roles.

Each user creates a business account which is automatically linked (during creation) to their business. Amazon identifies each user by their email.

For punchout users and administrators, a business account is created by the user through ONE of these two process options:

A. the purchasing system OR

B. an email invitation / registration link sent by the administrator

Administrator

Administrators can manage purchases for the business and invite others to create a business account that’s linked to the business. They can manage business features, assign user roles, and set up shared payment methods and shipping addresses that are available to Punchout users.

Punchout User

A punchout user is an individual who can place orders on behalf of the business. Punchout user permissions are assigned by the Administrator.

Technical Administrator



Technical administrators use system languages (cXML and OAG-based) to code support that allows Amazon.com to integrate with a purchasing system.

System Process Overview This section provides a brief introduction to the key components and processes of Amazon Punchout. Additional details and technical information is available later in the document. With Amazon PunchOut, company representatives are able to submit orders for products on Amazon.com, on behalf of the business. Delegation and purchase approval processes are handled in the purchasing system.

1. The administrator creates a Business Account and registers the business. Business verification may be immediate, or it may take 1-3 business days.

2. After the business is verified, the administrator can access the Manage Your Business page, and add Amazon PunchOut. Note: After it is selected, Amazon PunchOut cannot be reverted to a non-punchout system.

3. During the Amazon PunchOut setup process, the administrator initiates system integration, so that Amazon can connect with the purchasing system.

4. After systems are integrated, the system is automatically set to Test status. 5. The administrator can view settings, which are set to their default (Amazon-

recommended) values. To change the settings, please contact Business Customer Service.

6. Next, the administrator tests the system by placing orders. The business will not be charged and orders will not be fulfilled, while the system is in Test status.

7. After the administrator completes testing, they edit the system status from Test to Active. After you update the system to Active, you cannot go back to Test status.

8. An administrator adds a default payment method. This payment method can be used by all punchout users for the business.

9. After a payment method is added for Amazon PunchOut, the initial administrator has automatic punchout user permissions, and can shop on Amazon.

The administrator can also add users to help support account workflows and activities.

Note: users can be added in either one of these two ways: A) punchout to Amazon through the purchasing system and create a business

account B) an administrator can initiate adding them through the overview page, which

sends an email invitation.

https://www.amazon.com/gp/b2b/info/getting-started/ref=b2b_reg_faq_punchouthttp://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_punchout_bcs2http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_punchout_bcs2



Path A

1. The punchout user accesses their purchasing system. 2. Punchout user selects Amazon.com as the supplier in their purchasing

system. 3. The Amazon PunchOut system recognizes the user by their email address.

If they have not already received an email invitation and created a business account, the user is invited to create a business account the first time they punchout to Amazon. Note: the business account links the users to the business. User accounts linked to the business cannot be used to shop on Amazon outside of the punchout system.

4. After the user creates a business account, they are prompted to shop on Amazon.

Path B

1. The administrator accesses the Manage Your Business page, selects Add

user, and adds user details. 2. The user is sent an email with an invitation to create a business account,

via a link in the body of the email. 3. The user creates a business account. 4. After the user creates a business account, they are prompted to shop on

Amazon.

Note: individual users only create an account if their user account does not yet exist, or if it is their first time punching out to Amazon. They create an account only once.

10. User shops on Amazon.com and adds products to the Cart. After they have completed shopping, the user selects Submit Items for Approval. A purchase order (PO) number is



automatically created in the purchasing system to reflect the items and quantity in the Cart.

11. After the Cart is submitted for approval, it is automatically routed through the electronic purchasing system to the employer for order approval. The system routes the order through a series of checkpoints to make sure that it is processed accurately, according to company policy.

12. After an order is approved, it is sent back to Amazon electronically through the purchasing system (not via email or fax).

13. Amazon is notified, the order is fulfilled, and products are shipped.

Order Notification

The punchout user receives an email confirmation notifying them that the order has been placed. Details of the order, such as a list of which products have been fulfilled, and which products (if any) have not been fulfilled (for example- due to order rejection for set tolerance, or being backordered) are displayed in the order. If, for some reason, the system does not accept an order, the Punchout user will get an order-specific error message. In this case, the Punchout user should contact their company representative for help and information. The punchout user can track the order status on the Amazon website under Your Account. Amazon Business representatives can also use the PO search tool to access purchase order information.

Technical Support

Amazon PunchOut uses technical information to support punchout and ordering standards.

Specific messaging systems (languages) provide the structured transmission of data between organizations. The cXML, OGI, and OAG languages are used to securely transmit information. These platforms allow automation and support product fulfillment.

After systems are integrated, the setting to purchase through PunchOut is updated to Active by the administrator, and a default payment method is added, user(s) can shop on Amazon.

Account Settings

After an Administrator creates a business account, they do NOT have to log into their punchout

system to manage account settings, check on order status, and view order history.



An Administrator can manage business settings through the Manage Your Business link of the

Your Accounts page in the Settings section on Amazon.com.

Note: Detailed information for business account settings is located in the Business Account

Settings section of this document. This area provides a broad overview.

Purchasing System Registration

http://www.amazon.com/gp/b2b/manage/overview/ref=b2b_faq_punchout_myb1



After you register for a business account, go to Manage Your Business to register your purchasing system. After your purchasing system is integrated with Amazon, an administrator can place orders while in the default Test mode. After an Administrator edits the setting to active, they need to add a default payment method.

Purchasing System Registration Steps

Landing Page after Business Registration

To register your purchasing system, go to Your Account on Amazon.com. Select Manage Your Business.

If your business account was not previously registered, the business profile screen displays. Select Register.

Note 1: Before you can register your purchasing system and configure your account settings, your business must be verified. Your information is automatically submitted for verification after you complete business registration. Verification can be immediate or it may take up to 3 business days.

After you are verified, the Manage Your Business link will allow you to register your purchasing system and configure your settings. To check on verification status, go to Your Account on Amazon.com. Under the Settings section, select the Manage Your Business link.

Note 2: Amazon PunchOut users can be added to the business account through their punchout system or through the Manage Your Business pages.

Either:

A. User punches out to Amazon through the purchasing system and create a business account….OR:

B. An administrator can initiate adding a user through the overview page (accessed by the Manage Your Business link in Your Accounts), which sends an email invitation. User must accept the invitation and create an account.

The initial banner in gray at the top of the landing page (screenshot below) after business registration is intended more for non-punchout users, and only displays immediately after



business registration. The second time you log in to Manage Your Business, the banner does not display.

After you select Register, a screen prompts you to register your purchasing system for your business.

Note: If you feel someone else is better suited to register your purchasing system, you can (at any time during the registration process) forward the setup process. The option displays continuously on the right-hand side of the page.

http://www.amazon.com/gp/b2b/manage/overview/ref=b2b_faq_punchout_myb1



If you decide to forward the setup process, after you select Forward, this page displays.

Forwarding the Purchasing System Registration



You receive this confirmation message.

The person you invited receives this email prompting them to register their purchasing system,

so that Amazon is added as a supplier in their system.



Continuing (Starting) Purchasing System Registration

If you decide to continue (instead of selecting to forward to someone else), the Select your

purchasing system page displays.

System Registration Paths

You can begin this process in one of these 2 ways:

Select your purchasing system name from the scroll box options (or enter the system

name in the search field to narrow dropdown display options).

Select ‘Tell us which system you use and we will contact you’.

Depending upon your selection, you are automatically navigated to one of 3 paths.

Path A- cloud-based

Path B- self-hosted Path C- not yet integrated

Note: These paths are not associated with user choices in the online experience.



Path A

If you select a cloud-based purchasing system, such as eRequester, from the scroll box options, this path/page displays. These settings help integrate your purchasing system.

After you select Continue, you select your purchasing system.



After you select Continue, a confirmation message displays. At this time, you can choose to

send yourself or someone else a summary of the configuration settings, or you can select

Continue and view settings.

If you select Send, you are prompted to send the (supplied) configuration settings to either

yourself or someone else (such as a technical Administrator).



After a summary of configuration settings is sent via Send email, a confirmation message

displays.

Note: There is no additional purchasing configuration is needed from the Amazon side after the

above steps.

The person you sent the configuration settings to receives two emails. The emails can be used

by the Technical Administrator to connect with Amazon and integrate the purchasing system.

Example 1a

Example 1b



Path B

If you select a self-hosted option, such as Oracle iProcure, this path displays, asking if you (as the administrator) would like to receive a copy of the order and shipment confirmation messages that are sent to the punchout user.



If you select Yes, you’ll be asked to provide system settings.



If you select No (not to receive order and confirmation cXML) and continue on, the Summary of Configuration Settings page displays.



After you select Continue, a registration confirmation displays.



After you select Continue and view settings, a summary of your configuration settings displays for your review.

At this time, you can choose to send yourself or someone else a summary of the configuration settings, or you can select Continue and view settings.



If you select Send, you are prompted to send the (supplied) configuration settings to either yourself or someone else (such as a technical administrator).



After you enter information and select Send email, a confirmation message displays.

After you select Continue and view settings, you return to the account settings page.

Path C

If you do not see your purchasing system listed in the options, select Tell us which system you use and we will contact you. This screen displays.



After you enter your purchasing system information and select Submit request, a confirmation screen displays. You can select Return to business settings.

In addition to the above online message, you receive an email with the request information.



The account manager for your purchasing system is sent this email.

After your purchasing system account manager selects Register your purchasing system with Amazon.com, this page displays.



After the purchasing system account manager or other designated associate enters

organization, primary contact, and purchasing system information, and selects Register, they

receive this confirmation message.



Business Account Settings for Purchasing

After a punchout system is registered, the option to register for Amazon PunchOut no longer

displays in the management pages. The name of the purchasing system, such as ‘Coupa

Settings’ below, displays in the Business Settings section on the left-hand side of the

management page.



Purchasing System Settings

After your purchasing system is integrated with Amazon, the business settings-- connection, account, and purchase order-- are automatically set to the default settings. Product availability, cost tolerance, and shipping preferences are automatically set as default values.

Although edit buttons display, the ability to edit is not yet enabled.

To edit your system settings, contact Business Customer Service.

System Status: Test or Active Mode

After a business registers their purchasing system (and after their business registration is

verified), their system status is automatically defaulted to Test status.

http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_punchout_bcs2



Business customers can use Test mode to verify system connectivity. While a business is in Test

status, an administrator can place purchase order requisitions without having their payment

method charged. Test orders will not ship.

After an administrator has tested system connectivity, they can select edit to update the status

to Active mode. When a status is in Active mode, purchase orders can be requisitioned, and will

be charged to the shared payment method. After Active mode is enabled, orders will ship.

Note: After an administrator changes from Test to Active mode, the business account can be

edited back to Test mode. Punchout users are guided through the initial setup process the first

time that they purchase through punchout.

To update from Test to Active mode, select Edit.

Select the Active option and Continue.



If orders have previously been placed directly on Amazon using the business account, this

screen displays.

Note 1: A business account can place purchase requisitions either directly on Amazon or

using their purchasing system.

Note 2: If you choose to use your own purchasing system, select Yes and then Continue.

Please note that your business account cannot switch back to a basic Amazon business

account from Amazon PunchOut.



If you have not yet placed purchase order requisitions on Amazon, directly after you select

Continue, the Select a payment method screen displays.

If you have just converted your punchout users to purchasing in PunchOut, and selected

Continue, the Select a payment method screen displays.

Payment Method

Enter the payment method information for the group and select Save. After you select Save,

you return to the Group settings page.

Welcome to Amazon PunchOut



You can now shop on Amazon through your

purchasing system

Providing Feedback

How can I provide feedback, including suggestions for product improvement?

If you have a suggestion to improve your experience shopping for business supplies, or if there is something you’d like to be able to do that you can’t, we’d like to hear from you. Please send feedback to Business Customer Service. Let us know your:

name suggestion(s) contact information

How can I provide suggestions for help topics to include on this page?

Please let us know if you have a suggestion for an additional help topic that would help your purchasing experience? Contact Business Customer Service.

Thank you. We value your input.

Business Customer Service

How can I contact business customer service?

To contact Business Customer Service for assistance with any issues or inquiries:

1. Sign in to your business account. 2. Select Help from the link on the header of the landing page. 3. Select the Contact Customer Service for Business Customer Service link, where

you will be able to choose phone, email and chat options.

After you have selected your contact option, and provided the required account security information, Business Customer Service will be able to provide information.

What information do I need to provide when I call business customer service?

http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_punchout_bcs2http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_bcs_bcs27http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_bcs_bcs27http://www.amazon.com/gp/help/customer/display.html/ref=b2b_faq_bcs_gh?nodeId=201609960http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_punchout_bcs2http://amazon.com/gp/help/contact-us/b2b-help.html/ref=b2b_faq_punchout_bcs2file:///C:/Users/mmerkle/Documents/2014%20B2B/projects/ppi/PPI%20FAQmm_rb_mm.docx%23Order_Help



Please provide your business name and email address, or an order ID number.

What are Business Customer Service team hours?

The Amazon Business Customer Service team is available M-F, from 8 to 10 EST, and Sat. & Sun. from 8 to 5 EST. For account security, you must provide identification information.

Revision History

Version Date Content/update Author

1.0 02.06.15 Original Amazon PunchOut Getting Started Guide for Administrators

Michelle Merkle

Amazon PunchOut Getting Started Guide for Administrators...2015/02/05 · user, and adds user...

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