Rules when using Amazon Business Punchout with E-Procurement

As of launch of the E-Procurement feature in April 2024, you must be aware of the rules applied when using E-Procurement to process orders after integrating with Punchout for Amazon Business.

Seven Day Order Completion

To retain the prices originally stated for the items in the Basket, all Amazon Business orders processed through E-Procurement must be completed, approved, and submitted to Amazon Business within 7 days.

For orders submitted later than 7 days, Amazon accept the order but it is recreated if any prices have changed. Any changes are included in the invoice provided and must be updated in your accounts accordingly.

To get more information about the 7 days order policy, refer to Amazon's help documentation or contact your Amazon Business account manager.

Editing Purchase Orders

As E-Procurement automatically adds the Purchase Order number details when the invoice is received from Amazon Business, we recommend removing the ability to edit Purchase Orders in IRIS Financials Purchasing for your Amazon Business supplier account in IRIS Financials.

To remove the ability to edit E-Procurement purchase orders for your Amazon Business supplier, then clear selection of Supplier Provides PO Numb.

Shipping Costs

Shipping costs are populated in separate lines on the Basket and these are costs estimated by Amazon Business. The shipping costs could vary from the costs on the final order, for example, if items are rejected during the authorisation process.

If items are rejected during authorisation or not delivered, the rejected shipping line costs are not reflected in the final shipping costs, which are determined by Amazon Business at the time the order is placed, and might need to be amended at invoice stage.

VAT Amounts

For UK VAT rates against goods, IRIS Financials Purchasing matches against the 0%, 5%, and 20% rates held in the VATRATES keylist. For 0% rates, you must choose the appropriate rate from Zero Rated or Exempt.

Items where Amazon Business apply a different rate, such as 8%, must have a VAT rate for the specific percentage created in the VATRATES keylist.

IRIS Financials Purchasing Account Sharing

When using E-Procurement, members of staff at your organisation cannot share an account.

They must have their own account for IRIS Financials Purchasing, with an email address Amazon Business can use to send confirmations and invoices for the order to.

Each user must also be given permissions to access E-Procurement for locations they are allowed to place Amazon Business orders for.