Summary (TL;DR): A comprehensive guide to managing your Amazon PunchOut integration, including configuring payment methods, setting up user accounts, and handling order requests.
Part 1: How to Request an Order with Amazon PunchOut in Procurify
Prerequisites
You must have the Requester role assigned.
You must be assigned to an active Amazon PunchOut group within Procurify.
Your domain must have the Amazon PunchOut integration fully configured and enabled.
Step 1: How to Request Amazon PunchOut Items
Shopping via Amazon PunchOut is similar to standard order requests, but you select your items directly from the Amazon storefront instead of the internal catalog.
Navigate to the Request module and click the + New Request button.
Select Order from the drop-down menu.
Enter your initial order details as applicable.
Click the Supplier Portal button.
Select your delivery destination using the Punchout items will ship to drop-down menu.
Click PROCEED to launch the Amazon Business portal.
Note: If your organization uses multiple Amazon Business Groups, select the correct group from the pop-up window before proceeding.
Browse the Amazon storefront and add the desired items to your cart.
Crucial Step: Do not close your original Procurify browser tab during this process. The session must remain active to transfer the cart successfully.
Navigate to your Amazon shopping cart and click Submit These Items for Approval. You will be automatically redirected back to Procurify.
Update the Account Code and Quantity for each transferred line item, and complete any required Custom Fields.
Click Add to Request.
Click Submit to route the order to your designated Approver.
Video Tutorial: Requesting with Amazon PunchOut
Video Tutorial: Requesting with Amazon PunchOut
Charter Schools: How to Import "On Behalf Of" Data
Charter Schools: How to Import "On Behalf Of" Data
This feature allows parent users to place order requests via Amazon PunchOut on behalf of students.
Navigate to Settings > Import Data.
Locate the Students section and select Download Template.
Open the CSV file and populate the template with the users' Amazon PunchOut email addresses.
Return to the Import Data page and upload the completed template into your domain.
Important Considerations and Restrictions
Important Considerations and Restrictions
Mixed Carts:
You can include standard (non-PunchOut) items on the exact same Order Request as your Amazon items. However, only the Amazon items will automatically generate and dispatch a Purchase Order upon approval. Standard items will route to your Procurement tab for manual processing.
Restricted Items:
Amazon restricts B2B PunchOut integrations from purchasing certain product categories. You cannot use PunchOut to purchase:
Digital downloads or software
Digital gift cards
"Subscribe and Save" orders
Bulk orders
Organization-restricted or "Used" items
Shipping Addresses:
Your shipping destination is dictated by the location you select inside Procurify before punching out. You cannot change or manually enter a new shipping address directly within the Amazon cart screen.
Handling Denied Requests:
If an Approver denies an Amazon PunchOut request, you cannot simply duplicate the denied draft. Because the Amazon session has expired, you must initiate a completely new request through the Supplier Portal to generate a fresh cart.
Part 2: How to Approve an Amazon PunchOut Order in Procurify
Prerequisites
You must have the Approver role.
You must be part of the active Approval Routing Group triggered by the order request.
Step 1: How to Approve the Order Request
Approving a PunchOut order is very similar to a standard order, but the system automates the final purchasing step.
Navigate to Approve > Orders on the left-hand navigation bar.
Locate the applicable order request. Amazon PunchOut requests are easily identifiable by the Amazon logo displayed next to the order number.
Select the request to review the item details, costs, and account codes.
Click Approve (or Deny) based on your review.
If you are the final approver in the sequence, a confirmation pop-up will appear. This warns you that the Purchase Order will be immediately created and the items will be purchased.
Click Okay to confirm the approval and finalize the transaction.
Important Considerations
Important Considerations
Automatic Purchase Order Generation:
Unlike standard Order Requests, Amazon PunchOut orders bypass the Procurement tab completely. Once the final Approver clicks Approve, the system instantly generates the Purchase Order and sends the cXML approval signal to Amazon to begin shipping the items.
Preventing Double Approvals:
To ensure your workflow remains fully automated, your Amazon Business account's internal approval workflows must be turned off. If Amazon's internal approvals are left on, the order will sit pending in your Amazon portal even after it is fully approved in Procurify.
Handling Denials:
If you select Deny, the request is immediately canceled in Procurify. The original Requester cannot edit or resubmit a denied Amazon PunchOut draft. They must log back into the Supplier Portal to generate a completely new cart.
Part 3: How to Configure Payment and Address Settings
Prerequisites
You must have Superuser permissions to modify integration settings or import data.
You must have an Administrator role within your Amazon Business account to change billing configurations.
To ensure users can successfully check out, your Amazon Business and Procurify settings must be aligned to use shared corporate payment methods.
How to Enable Shared Settings in Amazon Business
Amazon disables shared settings by default. You must enable them so your team can draw from authorized corporate payment pools.
Log in to your Amazon Business account and click your name in the top right corner.
Select Business Settings from the drop-down menu.
Locate the Billing & Shipping section and select Shared Settings.
Set your configuration to Shared Payment Methods and Addresses.
What Payment Methods Can Be Used?
Amazon PunchOut accepts corporate Credit Cards and Pay by Invoice. It does not accept Direct Debit payments or Gift Cards. If you wish to use Pay by Invoice, you must configure this option directly within your Amazon Business settings or contact Amazon Support.
How to Add or Update the Payment Method in Procurify
Once your payment method is shared in Amazon, you must map it within Procurify so it attaches to your generated Purchase Orders.
Navigate to Settings > Integrations on the left-hand navigation bar.
Locate the Amazon PunchOut module and select View.
Click the More Options (three dots) button next to your group and select Edit Group.
Click Add Credit Card Account and fill in the required financial information.
Click Save, select the newly added card from the dropdown menu, and click Save Changes.