Amazon Business Pay by Invoice User Manual

Introduction

Pay by Invoice is a new payment method available for Amazon Business customers. It lets qualified businesses purchase on payment terms. Pay by Invoice supplements existing payment methods such as credit cards and can be used to purchase items sold by Amazon and third-party sellers.

How it works
When an order ships, you are sent an itemized invoice. Payment is due to Amazon, per the agreed terms as reflected in the invoice. Customers will be able to view invoices from the Your Orders page, and the Your Invoices page. You can track invoice status and due dates within the Your Invoices page or with order history reports. You can pay for invoices via Automated Clearing House (ACH), wire transfer, or check.

Availability
Pay by Invoice is currently available for Amazon Business customers, including those who do not have a ‘Business Address’ OR ‘State of Incorporation’ in ID, ME, UT, VT, ND, SD, or US territories.

Use Pay by Invoice to:

•  Place orders on an open account, rather than using a credit card
•  See your invoices, account balances, and payments online in one place
•  Simplify account reconciliation with itemized invoices
•  Set up multiple buyers and track their spending on Amazon
•  Search and download invoices by purchase order, transaction amount, and date
•  Generate enhanced reports with built-in analytic tools

Step 1: Enable Shared Settings

Pay by Invoice only works when shared settings are enabled. Shared settings include shared payment methods, which are added and managed by Administrators, and can be used by everyone associated with the business or group. However, all Amazon Business accounts are automatically set up for individual pay, meaning business users can place orders using their own, individual – rather than shared – payment methods.

You will notice two additional fields, available in your business Account Settings. Designate the shared payment methods and shipping addresses for buyers to choose from at checkout.
Note: specify delivery options as needed.
Caution: When changing from individual to shared settings, Requisitioners will not be able to:

•  Use individual payment methods to complete purchase transactions (e.g. their own credit card)
•  Edit a designated shipping address or add a shipping address during checkout; only addresses configured by an Administrator be available at checkout.

Step 2: Configure Pay by Invoice
Once you are approved for Pay by Invoice, set up your Amazon Business account and configure purchase settings.

1. Navigate to your business management pages by selecting Manage Your Business from your Account for Business drop-down menu. You will be directed to your business Account Settings. Messaging on this page indicates your account is eligible for Pay by Invoice and can now support purchase transactions. Click on the Pay by Invoice link to start setting up your business account.

Note: Pay by Invoice configuration can also be accessed from the account customization section. Within the Pay by Invoice field, click Set Up.

Step 3: Add the Bill-To contact info
The name and address entered will display on all invoices.
Important: Bill-To contact information should contain the contact details that Accounts Payable requires on every invoice, such as entering your legal business entity in the Name field vs. an individual or department. Enter the phone number for Accounts Payable (AP) to provide a point of contact in the event an issue occurs, such as a payment not being received.
Note: the phone number & email address entered in these fields do not need to be affiliated with an existing business user.

Step 4: Specify Delivery Options

Reconciliation system: Enable this option to have digital versions of invoices sent directly to your internal reconciliation system. To configure this setting, click Set it up.

Invoice managment

Administrators can access Pay by Invoice balances and invoice information from their business management pages, via Manage Your Business. To access Pay by Invoice information, navigate to your business Account Settings homepage.

Reconciling invoices via Order History Reports
Simplify the reconciliation process using enhanced reporting functionality, available in your business-user account.

Download & view the Pay by Invoice report data

Messaging on the Order History Reports page indicates when your report is complete. You will also receive an email notification when a report has finished downloading. To retrieve report data from your Amazon Business account, click on the Download link. Your report contains 7 data columns that are key to reconciling Pay by Invoice orders.

Paying your invoices

We currently accept checks and wire or ACH funds transfers. Cash, money order, debit & credit cards are not supported. All payments must be made in US dollars. Note: Do not make payment to any other bank account provided via email or phone, even if the request looks like it’s from an Amazon employee. Payment can be made to the following bank:

•  Account name: Amazon Capital Services, Inc.
•  Bank name: Wells Fargo Bank
•  Bank location: 420 Montgomery, San Francisco, CA
•  Bank account # (DDA): 4122416308
•  ACH routing # (ABA): 121000248
•  SWIFT code: WFBIUS6S

Lockbox address for Check Payment:

•  Amazon Capital Services
•  PO Box 035184
•  Seattle, WA 98124-5184

Remittance advice
Send remittance advice with each payment. Remittance advice is an instruction that informs Amazon which invoices you are paying for. We cannot apply your payment to invoices without receiving remittance advice and invoices will remain unpaid.

You can send remittance advice in one of 3 ways:

1.  Include Amazon invoice number(s) and amounts in the description area of your electronic fund’s transfer payment (ACH or wire).
2. Attach a stub with your check payment
3. Email your invoice number and the corresponding amount to the following email address: ar-businessinvoicing@amazon.com

Pay by Invoice resources

Watch this video tutorial to learn how to apply for Pay by Invoice and configure your Amazon Business account. Looking for more Amazon Business information? Check out the Amazon Business FAQ / Help pages. If you have questions or need assistance, please contact Amazon Business Customer Service directly.

• Pay by Invoice Terms & Conditions
• Pay by Invoice Policies
• Amazon Business Accounts Terms & Conditions

References

• User Manual