Procurement Services Forms and Instructions

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    Purchasing Instructions to Order From Amazon.com

    To place an order using the UDM Amazon Business account, please complete the following:

    1. An Amazon Business user profile must be set up. Send access requests to purchasing@udmercy.edu. Be sure to provide the email address(es) of all those requesting access.
    2. An Amazon email invite will be sent to requestor(s) that will guide through setup.
    3. Once setup is complete, a requisition MUST be submitted in Banner so that a Purchase Order can be generated.
    4. Go to https://www.amazon.com/ to place your order. When you are ready to check out, the website will prompt you when to enter your Purchase Order number.
    5. A PURCHASE ORDER IS REQUIRED AT TIME OF CHECKOUT REGARDLESS OF THE FOAP BEING USED. Please note: Unlike other vendors, Amazon does not send out reminders of balances on Purchase Orders. Business managers and/or authorized users of the Amazon Purchase Orders must monitor the status on a continual basis.
    6. Please direct any user setup or purchasing related questions/concerns to purchasing@udmercy.edu.

    Revised: Nov. 2020

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    Accounts Payable Instructions to Process Invoices From Amazon.com

    To process an invoice from the UDM Amazon Business account, please complete the following:

    1. Verify all items ordered were received by Department/College.
    2. Go to https://www.amazon.com/ and print off the invoice(s) ready to be paid. Statements will not be accepted.
    3. Submit invoice(s) to Business Manager/Authorized Approver for Department/College to approve.
    4. Business Manager/Authorized Approver is required to write “Ok to Pay”, Purchase Order Number, and sign invoice(s) ready to be paid. Please Note: Regardless of where the funds are coming from, the payment will only be made via a valid Purchase Order. Accounts Payable will not accept check requests.
    5. Send approved invoices to accountspayable@udmercy.edu with the subject line of email stating: Purchase Order Number and Vendor Name. (Ex: P0111111 Amazon.com)
    6. Accounts Payable Department will process payment with adherence to net30 payment terms and current check process timelines.
    7. Please direct any invoice related questions/concerns to accountspayable@udmercy.edu.

    Revised: Nov. 2020