Okay. All right. Hello, everyone, and thank you for joining us for Amazon Business Punch out Training with UD Exchange. This session will be recorded and the recording will be available on our website in the upcoming days. I'm Kristin Pickering, and I'm the manager of Procurement Systems and Business Intelligence here at Procurement Services. Leading us through this training session will be Katie Type Na on behalf of Procurement, and both Josh Rubin and Kayla with Amazon. I'll let them introduce themselves and we'll start with Katie. Hello. My name is Katie Tape Nora, and I am the Eve procurement analyst in the Procurement Services Department. I report to Kristen Pickering and have been with the University of Delaware since November 2023. However, I have worked within the Jagger system for over eight years for those years as system support and setup, handling integration issues, workflow updates and creation, form building, punch out testing and setup, and system maintenance and updates. Thank you for your time today. Thanks, Josh. Thank you, Katie. Thank you, C Kristin. Yep. My name is Josh Rubin. I am an implementation manager at Amazon Business. I am a temporary resource for the University of Delaware during this project, making sure that we've gotten this thing all up and running and issues resolved. But your ongoing support and contact will be Kayla Schumaker, who will introduce yourself right now. Hello. Thank you so much. Yes, I'm Kayla, and I will be along as your account manager for all of the university for the long haul. So even after Josh is no longer on this project. And so I'm here to help end users with any kind of issues that you might have with orders or if there's some kind of planned purchase that you have in the future, you can reach out to me. I'll make sure you have my contact information at the end of this call. Okay, thank you. So Katie will be showing us the UT Exchange punch out and requisition process, and then Josh and Kayla will speak to some of the features and benefits to using Amazon business. During this time, you'll be muted. Please post any questions in the chat, and our team will answer if time permits or take it back to handle it offline. However, please note that we have an additional Zoom session scheduled for Monday June 17 at 10:00 A.M. Which will be devoted to questions and answers. While that session will also be recorded, the intention is not to post the recording publicly, but to use the session to develop a list of questions and answers that we post on our website. That way, if you have questions about specific orders, you need to have no concerns about sharing UD proprietary information publicly. So with that, let's get started. Katie, All right. So I'm going to start in UD Exchange because this is where we will be going for the Amazon business punch out. So most, if not, everybody should be starting on the Shop in Home page. If this is not where you automatically start when you open UD Exchange, make sure you go to the shopping cart in the left and go to shop in Home. It will bring up this page. It may look a little different based on your visibility. As we scroll down, we want to find the catalog and form showcase. And in the second section is Office and Miscellaneous supplies, which we have Amazon business located next to WB Mason at this time. We just click on the app, and it will bring a separate pop up. If Amazon does not pop up immediately, make sure that the pop up blocker is not blocked for Amazon, you might have to remove the block in order for this to work. Um, from here, we are going to see that it says, Hello, our name, account for University of Delaware. And as I highlight or hover over this, you will see different options you may have to view different things within the Amazon business. Another thing to know is your cart, just like on amazon.com, will be in the top right corner. From here, I'm going to go to the search bar, and I am going to type in what I'm looking for today, which will be an HDMI cable and a wireless mouse. So we'll start with the HDMI cable, which as I type in, it will auto populate or auto try to fill out what it thinks I would like based on popular selections. From there, as I click, it will re route me to a page, and it will show preferred by your organization at the top with multiple selections. However, you can scroll down from here. And I'm just going to make sure this is full screen, and you will see the different results based on featured below the organizational favorites. Another thing to note is on the left side. You'll see different filter options if you want to do a price range, a specific brand, lengths because this is a HDMI cord. Also another thing to note is the farther you scroll down, there will be Amazon business ownership diversity is seller certifications, if you want a diversity owned Shop or Systems product. So you can also search that way. So for this one, I just want the Amazon basics high speed cable here. And I'm going to click on this item to double check that this is what I want, just like purchase in on amazon.com, but I want a six foot cord. So the product is going to update for me, and I'm going to click Add to Cart. This will show me that the item has been added to my cart. I have a cart subtotal, and I could proceed to check out at this time. However, I would like to buy a second item. So I'm going to go back to the search, type in wireless mouse, and hit Enter. Again, just like for the HDMI cable, my preferred by my organizations at the top and results below that based on sort by feature. And here I am just going to go for this first Logitech mouse in the results. And here, just like amazon.com, I have multiple options because the seller offers multiple options, but I'm going to stick to the Logitech block that is showing right here. And I'm going to click Add to Cart. So now with my two items in art, I'm going to click proceed to check out. And it's going to take a moment. And this will be my checkout. One thing you should notice is your group should always say UD punch out group because we are through the punch out. Any other group will not work, and your order will not be able to carry over to UD Exchange. Another thing to note is your shipping address will match whatever your ship in address appears in UD Exchange. If this is not where you want to send the item, do not worry, you're making that change in UD Exchange, not on Amazon. So from here, we're automatically going to use this payment method because this is the payment method that is for the UD punch out. And then it's going to ask me about shipping preferences. So I'll just say tomorrow free Prime delivery. And Monday, June 17, which it'll show me when it's estimated on Monday, June 17 and tomorrow June 14. Please note this is based on the approvals in UD Exchange as well. So if the approvals are not done today, then this item may not arrive tomorrow. So I'm going to submit order for approval, and this will take me back to UD Exchange. And so here, I now have my two items in my cart, which are my wireless mouse and my HDMI cable. And because I can, I'm going to hit proceed to check out. From here, I have to fill out the cart just like I would any other, but I cannot submit myself, so I would end up assigning this cart afterwards. However, I'm going to fill in my room number as f. And I'm also going to put in my funding string. So for here, We're going to say accounted for this example, to save. Then because I have two items, I'm going to need to add an account code for each item. Supplies. The second. Then just like everything else, I should put in a business justification of why I am purchasing these items, especially through Amazon and possibly not through another punch out who might offer these items as well. Okay. And from here, I would assign my cart to my requisitioner, or my department purchasing specialist to submit on my behalf. And that is how you would do an Amazon business order rough the punch out. Thank you, Katy. So moving on to Josh. Great. Thank you. Let me go ahead and share my screen. Thank you, Katy. All right. So as Katy showed you, I'm not going to go through it again, but you're able to search for just about any product at your cart after you've punched out and bring that cart back to UD Exchange to process the order. What I'm going to show you now is kind of more of the other tips and tricks around the account. Katie showed you some filtering, things like that. One of the other things that I want to show you Um, posted notes A best practice is to make sure that any of the products that you're searching for are all prime. Those have free delivery. So when you're searching for, you know, the other things such as what Katie talked about, and disabled veteran diversity owned sellers. You can also click A prime. This will filter out any non prime items. If you can't find something that is prime eligible, obviously, you're not precluded from ordering something that's non prime eligible, but certainly want to make sure that you get the free shipping as much as possible. All right. Additionally, in the account, so very similar to your amazon.com accounts that you use for your personal lives, when you hover over your name and you click your orders because I'm an admin on the account, I'm able to see all orders under the University of Delaware account, but you will only be able to see your own. So the reason why I'm showing you this is to show you how to track your orders. Again, it's very, very similar to what you do in your amazon.com retail accounts. All right? What you will notice is that any order that is submitted through the punch out will automatically have this status that says your order is pending approval in your purchasing system. So, Katie was talking about how the This requires approval in UD Exchange. So until we get that approved purchase order from UD Exchange, this status will show up. Right? Once the status changes, or once the approval comes in and the approved purchase order gets sent to us, up in the top right corner right above this order number, you'll actually see a PO number. And then the order will actually have that PO number assigned to it, and then going forward as you see it being fulfilled, and shipped, you'll be able to click track package and see where it is in the tracking process. Additionally, for those orders that have been delivered, Go a little further down. Let's see. Order, sorry, orders that have been delivered. Well, we're going really far. Give me a second. Of course. Of course, this would happen during a training. Give me another second. Just goes to show how much we love Amazon business here. All right. Let's wait for that to refresh. Hopefully. All right. So there's the tracking, and then let's look at an der order. You all ordering a lot. That's great. Goodness, gracious. Wow. Alright, delivered. Alright. So, now that we've gotten this package, maybe there was something wrong with it. Maybe it was damaged. Maybe you don't need it. You can click Return and replace items. This will bring you to the prompt where ask you what you're going to be returning. So if you want to return all five items here, you can certainly do that. If you want to select a few, you can do that. You'll have to choose a response, no longer needed for this one. Maybe this one is damaged. Right? And then you write in some comments that are required and click Continue. Basically, at this point, you'll get that code that will be used to scan by the delivery drivers. And then you can take it to your central location that will pick it up. Now, that's an option. We always say that you always have the other option of sending it taking it to a UPS store if you're out and about or a Coles or something like that, but you don't have to. You can bring it back to your central delivery location or a UPS Amazon. We'll be able to pick that up and return it. So I'm not going to actually return these items. But that's how you would do that. Additionally, in the Amazon business account, unlike your retail accounts that you're using for your personal lives, we have Amazon Business Analytics. If you hover over your name and click Business Analytics, this will bring you up to a reporting page. Now, again, I have access to see the entire account. The data that you'll see here is specific to your purchasing. If you hover over reports, click orders, What's going to happen is this going to bring up the orders report. Again, for your specific orders. By default, it's going to be month to date, as you can see up here in the top right corner. You can change that. I always like to use year to date, and I'll show you why here in a second. So if I click year to date, it's going to give me basically January 1 through the current day, right? I can't if I were to go ahead and pick a custom range, I can't put the 14th, for example, right? So I pick year to date. And the reason why I pick year to date is because I can customize and save this report layout. So for example, I don't want to look at any canceled orders. So I don't care about the canceled orders. They're not going to be charged. They've been canceled, so I'm going to filter out canceled orders. I'm going to click this drop down. I'm going to click order status, and I wanted to bring back only those orders that do not equal canceled. So it does not equal, and then we're going to select canceled. And then I'm going to click Submit. All right. So only those orders that do not have a status of canceled will be returned. Additionally, we have 70 plus column headers. Chances are, you're not going to need all of them. We can remove some of them. So for example, if there's some seller information you don't really care about, for example, let's take out City state and ZIP code. If we don't really care about the invoice because there's no invoices, everything's going to be charged to that credit card. So we've just taken out about nine pieces of information. I'm going to click submit again. Now, if I were to run this report and have to make those changes every single time I ran this report, while it's not extremely cumbersome, it's a little tedious, I can actually save this report in the format that I've just created. So I've removed canceled orders, and I've taken out about nine columns. So I'm going to click Add Title and save your templates. Let's just call this test report. Test orders report. And then I'm going to save it as a new report. Now when I hover over reports, and I click your reports, these are the canned reports that you've saved, and you can save as many as you want. Remember, here we go. It's the year to date time frame, a? So I'm clicking that. You'll notice that the time period is year to date, you don't have to change that. The filter is still removing canceled orders. I don't have invoice information, and that supplier information or seller information is gone. So you don't have to reconfigure that report every single time. Okay. So that's how you would run that. So if you wanted to look at your orders in more of a table Excel view, you can do that and then click Generate Report, depending on how long you're running this data for, if you do a custom range from like years back, obviously, the reports going to take a little bit longer to churn. This shouldn't take that long because it's only a few months. Maybe be 15, 20 seconds, and then once that's done, it'll download that CSV Excel file to your downloads folder, and you'll be able to open it up and review it. All right. So with that being said, I'm going to go ahead and turn it over to Kayla now who can talk about bulk buying and custom quota engine in future that we have. Perfect. Let me go ahead and share here. All right. So one piece that I want to make sure we touched on today, especially since you have me as your account executive to help you with larger orders in particular is just know that you don't always have to pay marketplace pricing when you're planning ahead and placing a larger order. So we have a couple tools in place that will help you do this on your own. And I want to highlight the buying in bulk and the request to quote tool today. But then I also want to spend a little extra time just showing you how simple it can be just to work directly with me if that's what you prefer. So first, just to touch on, you know, how to request a quote or buy in bulk. When whenever we're looking at the quoting tool, it's almost like a little mini RFP process behind scenes where you have a purchase that's over $10,000 or above or 999 units. So those larger plan spin purchases. And if those come up, you can reach out directly to me as your account executive to request the three best quotes on the marketplace. Our team would take the information that you provide and we would source the three sellers who are willing to provide a more competitive quote on that product than what you normally see on the marketplace. So a little cheat sheet that I've created is just this form. While there is a self service aspect that you can request the quote, and I'll show you. I find a lot of my buyers, especially if it's their first time requesting quotes on Amazon, they might prefer just to send me an e mail and work with me directly. And this just kind of shows the limited information that we really need to get those quotes. So it's pretty basic when it comes to, we just need to know who's going to be buying the product if you did decide to move forward with one of the quotes. And then what you're buying on Amazon, how many you need, even a target desired price is a nice to have, but we don't have to provide that. We know what the marketplace price starts out at. And then most importantly, like when you need the quotes by and then when you would actually need a product delivered by if you move forward with a purchase. So these are really like the basic key pieces of information that we need, and then all the work at that point, Falls onto our quoting team to source those quotes and get those back to you, I would e mail you directly, and so would they to let you know that those quotes are now in your Amzyme business account. So a little bit easier than maybe doing it all on your own, if you know you have something larger that's coming up. Let me toggle back over to the actual marketplace itself. So I want to point out sometimes we might not even have time for a quote, and sometimes we might just want to buy and bulk, and that can be done right there inside of your account really quickly and easily. So if you search for any product, you'll get to the product page, and you'll notice this little buying in bulk question link. And sometimes you'll also be able to see right away like what percentage off you're going to be able to get depending on how many products you buy. But when you actually click on the buying and bulk, it's going to bring you to the buying and bulk page where you can play around with the quantities and see how the pricing changes, and you can even move forward with a quote from here if you really wanted to. Wait for this load. So right here, it's going to ask you to update the quantity of the product we already added, which you can do so. But then you can also actually add and remove more products from this page as well, and you can do a buying in bulk for a full cart, if you will. And then you'll add those to your car and you can move forward right here from your own. Again, I find that a lot of times, if folks really want that more tailored white glove treatment, it might be easier just to send me an e mail, which you'll have my conduct information. For that first time, I'm going to hop on a call with you. We can walk through it together, or I can just submit for the quote on your behalf as well. But if you're buying the same product over and over and over again, it might make sense to plan ahead a little bit and buy them all at once in bulk to get that discount. And that's when you're going to see the larger discounts as well. I don't know, Josh, if you have anything you'd like to add to that piece. Yeah, the only thing to add is that well, if you're doing it through the application itself, there's a $10,000 minimum, but if you do it through KL, it's a $7,500 minimum. Good point. Yes. The ca. And I'll make sure as a follow up to, Katie and Kristen, that since this is kind of like my form that I typically use more often, I'll make sure that you guys have this as well if you ever wanted to pass this along to folks. Again, it can just be as simple as a literal e mail that just lists out, Hey, a, these are the things I need, and this is what I need it by, but sometimes people like to have this as a little more structured view. So Great. We will make sure that our buyers have it. They are our campus liaisons, so anybody watching this, if you have a need for that form, please contact your campus liaison. Perfect. Even better. Okay. Well, thank you, everybody. We will definitely be holding the live Q and A session on Monday, so we will wrap this and get this posted and see you Monday. Great. Thank you all. Thank you. Thank you. Thank you.

Amazon Business Punchout Training 6/13/2024

From Kristen Pickering June 13, 2024

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How to use the Amazon Business punchout in UD Exchange with Procurement Services and Amazon Business

Tags: procurementpunchoutamazonpurchasing

Department Name: Procurement Services
Department Division: FInance
Date Established: June 13, 2024