Amazon

FAQs

• 1. Do I need to enter Goods Receipts for Amazon purchases?

  You do not need to enter Goods Receipts, just like Staples orders, GRs are automatic.

• 2. Do I need to send an invoice to Accounts Payable?

  Accounts Payable (AP) will also receive Amazon invoices directly. You do not need to send copy to AP. If there are issues with an invoice AP will contact you.

• 3. I do not see my department address to select, who do I contact?

  The default address is the Texas State materials warehouse; however you will need to add your storage location to the requisition header.

• 4. What do I do if I need to purchase a restricted item?

  Attach documentation to the requisition showing that you checked with Marketplace preferred vendors and Amazon is the best option.

• 5. What do I do if I need to purchase a blocked item?

  Send detailed email to purchasing@txstate.edu explaining why the item must be purchased and include the item’s UNSPSC code which is found under Product Details.

• 6. May I use my P-Card to purchase on Amazon?

  This is strongly discouraged; a completed P-Card waiver approved by the Procurement & Strategic Sourcing department will be required prior to using.

• 7. Do we need to manually delete our Amazon accounts, or will they automatically delete on July 7th?

  On July 7^th, current Amazon users will have to de-register their current account to allow access to Amazon Punch-out on Marketplace. You will find more detailed information regarding the steps to de-register above the Q & A on this page.  You will also receive an email on July 7^th regarding next steps.

• 8. Will these purchases still go to Materials Management before they are delivered to our offices?

  Yes, all Amazon orders must go to Materials Management and then delivered to the department.

• 9. I currently have an Amazon account for our department; I just logged in to check it out and I can see my past personal purchases from 2015. Will I be given an option on July 7th to merge/create a new account?

  Yes. You will have the opportunity to merge order information from the current account into the new account created for Amazon Punchout. If you do not currently have an account, you will be directed to create an account when you initially access Amazon Punch-out.

• 10. Is there going to be a contract with only specific items we can purchase off Amazon?

  We will have some items that are restricted, such as office supplies and some items that are blocked, such as weapons. These are clearly marked as such.

• 11. Will cost / fund account information have to be added for new accounts?

  Amazon purchases are much like any other Marketplace Punch-out order, where you must enter account information on the requisition.

• 12. So, everyone will have to make an account to use Amazon icon in Marketplace?

  Yes.  If you currently do not have an account, you will be asked to sign up when you initiate your first order on Amazon Punchout.

• 13. Are we required to use Prime shipping? Some items are not eligible for Prime.

  You are not required to order Prime items.  Prime is encouraged as this is already purchased and allows for two-day shipping.

• 14. Do we have to do a price comparison between Staples and Amazon or, can we order directly from Amazon i.e., office supplies?

  Comparisons are required for restricted items such as office supplies.  You must attach comparison documentation to the requisition.

• 15. With this new process, Amazon orders will now be made as purchase requisitions tied to cost/fund #s and no longer paid via P-Cards; correct?

  That is correct, Amazon orders will be tied to a Marketplace requisition and P-Cards are not used on Amazon Punch-out.

• 16. Will club accounts and other specialty accounts be able to purchase items from Amazon Business?

  Amazon Punch-out allows each individual staff / faculty, using their Net ID to register for the account.  Club / Specialty accounts may have an individual who works with that club place the order for them.

• 17. Regarding returning packages: Will Materials Management be handling returns in the event Amazon does not provide a prepaid return label?

  Returns are the sole responsibility of the department.  You must print out the return label provided by Amazon and locate where to take the package for shipping.

• 18. If I currently have an Amazon account through TXST and my department pays for Prime: Do I need to cancel or will that be done for us?

  If you have a current Amazon Prime account, you will have to cancel this on July 7th.

• 19. According to our records retention policy, we do not need to keep records of purchases indefinitely. How will Amazon accomodate Texas State University policy regarding this?

  The reconciliation report is an added benefit allowing departments to monitor their spend, but you are not required to keep records of purchases.

• 20. We have a Business Prime account set up with our department - we set up as a business account initially. On July 7th when I log in with my TXST email; will we get the merge question?

  If you have a current Prime account, you will have to cancel Prime and you will have the opportunity to merge.

• 21. Will this presentation be sent to us after?

  The Amazon presentation is available above the Q & A on this page.

• 22. Can we use a shared mailbox to log in? Can other people log in using the shared mailbox account and see the order history as well?

  Shared / Department emails may not be used for accessing Amazon Punch-out.

• 23. Should I have a return, where would I take that?

  When entering a return, you will have a list of options on where to take the return package/s.

• 24. We are already set up with Business Prime account - will we still get the same log-in entry?

  No.  You will need to cancel your account on July 7th and create a new one.