1. Log into Amazon’s Business Prime website using the username/password you created from Procurement’s invitation.
a. If you did not receive an invitation, please email a request to purchasing@pct.edu and we will sign you up on Amazon’s website and you will receive an email invitation from Amazon.
2. In Anthology FHP: create a new purchase order (PO) using vendor name “Amazon Capital Services”
a. As you find items on Amazon’s Business Prime website, copy the item descriptions, pricing etc. into the lines of your PO.
b. Enter Amazon’s Standard Identification Number “ASIN # (starts with a B)” in the “External reference” (part number) field.
c. Enter the correct unit of measure as some items on Amazon are sold by each, pack, dozen etc.
3. In Amazon: as you save the items and quantities to your Amazon “Cart”, be sure they match the lines of your PO.
4. After you are done placing items in your Amazon shopping cart:
a. Select “Proceed to checkout”
b. Message will pop up: “Your order requires approval”
5. Verify/Add the following information as needed:
a. Group: Group under PA College of Technology
b. Business order information: Add your Anthology PO # here and select “Continue”
c. Shipping address: defaults to Shipping/Receiving’s address at 2245 Reach Road
i. Do not change this address unless shipping needs to go to one of our remote locations i.e., Wellsboro, Harrisburg, Latrobe etc.
d. Choose a payment method: Net Terms: Pay By Invoice. Select “Use this payment method”.
i. If you have any promotional codes, enter these here too
e. Review Items and Shipping:
i. Review the delivery dates and select the best delivery option.
ii. Do not select “Get your orders together in fewer boxes and deliveries” as this will combine your order with any other orders that are expected to be delivered that day.
iii. You may get a message stating “Item arrives in packaging that shows what’s inside. To hide it, choose “Ship in Amazon packaging”.
iv. If there are any shipping charges, enter a separate line on the PO for each shipping charge on the purchase order (see below)
6. Make sure your Amazon cart order total matches your purchase order total.
7. Once everything is correct, select “Submit order for approval”.
8. Also submit your Anthology PO to the Workflow for approval.
9. Once your Amazon Business shopping cart is submitted for approval, Amazon will hold the prices and quantities in your cart for 7 days (including weekends).
a. This is time sensitive: if you submit your cart at 9:35am, and the Anthology PO is not approved prior to 9:34am on day 7, the cart will disappear and the new cart may not have the same quantity availability or prices.
10. Amazon Business Prime Buyer permission helps speed up your order, increases order accuracy and allows you to receive emails directly from Amazon regarding the status of your order: from when items are ordered, shipped, and delivered to our Shipping and Receiving Department.
11. If there is any trouble with your order in transit damaged),you will receive an email from Amazon stating the item was returned and that a credit was issued to PCT.
a. Please forward this email to purchasing@pct.edu. We will contact Amazon and/or reorder the item(s) using your same PO number.
Things to keep in mind as you find your items on Amazon’s website:
1. Quantities available or restrictions to the number of items permitted to order
i. Example If you need 5 staplers and only 3 are available from Amazon and you can get 2 more from a 3rd party vendor, you will need to enter these as 2 separate lines on your Anthology PO.
ii. Example If you need 10 books and 3 are available from one 3rd party vendor for $12 each and the other 7 are available from another 3rd party vendor for $15, you will need to enter these as two separate lines on your Anthology PO.
iii. Example If you need 10 tape dispensers and Amazon only allows you to purchase 5, you will submit a cart for the first 5 and then submit a second cart for the additional 5 needed, enter all 10 on the same Anthology PO.
2. “Subscribe and Save” pricing (sometimes defaults to this): is not permitted.
3. “Promotional discounts”: be sure to “check” the box to take advantage of these and add the discount to that line item on your PO (see instructions on entering discounts in Anthology FHP Teams).
4. “Tiered discounts”: the price may be $12 each when ordering Qty of 1-4, but if you order 5-10, the price may be $10.50 each.
5. Shipping charges Delivery (mainly when items are shipped via a 3rd party vendor)
a. “Business Prime”:
i. Does not mean we always get free shipping
ii. Does not mean we always get our order in two days or less.
b. Add the shipping charge as the next line after the item on your PO and reference the product description:
i. Ex. You order paint brushes (on Line #3 of PO), Line #4 description should be: “Shipping for Line #3, paint brushes, shipped by GalleryOne”
c. Expected delivery times
i. Make sure the items will be here when you need them: it may state “FREE delivery May 30 - June 6”, but you need them by May 16th.
6. If you order is for a specific event: please put a note regarding the date you need them in hand in the internal notes of the PO so Procurement and Shipping can be aware of any crucial deadlines.
7. Units of measure: if items are shipped 6/pack, 20/box, dozen, please indicate such on your PO.