Setting up separate invoicing for multiple entities with Amazon Business punchout

This article covers setting up separate invoicing (also called decentralised or split invoicing) when your organisation uses Amazon Business punchout with iplicit and several entities need their own Amazon invoices. An entity is any part of your organisation with its own billing address, for example a school within a multi-academy trust (MAT) or a company within a group. To set up Amazon Business punchout itself, see 'Setting up Amazon Business punchout in iplicit'.

---

How separate invoicing works with Amazon Business punchout
With this setup, your organisation only needs one Amazon Business punchout account in iplicit. When a punchout order is sent, Amazon Business reads the billing address on the order and places it in the matching entity's group. In most cases, this billing address is the legal entity address in iplicit.

You still create one group for each entity in Amazon Business, but you do not need to create and maintain a separate group and punchout credentials in iplicit for each one. If you prefer separate groups in iplicit, you can still set Amazon Business punchout up that way.

Because Amazon Business matches orders by billing address, each entity must have its own billing address. Departments or cost centres that share one billing address cannot be split into separate invoices this way.

---

Before you set up separate invoicing in Amazon Business

• Your Amazon Business account administrator completes these steps in Amazon Business, not in iplicit
• You need each entity's billing name, billing address and the email address its invoices should go to
• Try this setup in your iplicit sandbox environment first, before using it in your live environment.

---

Creating a group for each entity in Amazon Business

1. In Amazon Business, hover over your name at the top right of the screen and select 'Business settings'
2. Under 'User management', click 'Groups'
3. Click 'Add group'
4. In 'Group name', enter the entity's name, for example the school or company name. Select 'Shared payment methods' and 'Shared addresses', then click 'Add group'
5. Repeat steps 3 and 4 for every entity. When you have finished, click 'Back to' followed by your organisation's name, at the top left of the screen.

---

Creating an invoice template for each entity in Amazon Business
An invoice template holds an entity's billing details and the email address its Amazon Business invoices are sent to. One template for each entity is what keeps the invoices separate.

1. In 'Business settings', under 'Billing & delivery', click 'Business Credit Account (formerly Pay by Invoice)'
2. Under 'Invoice templates', click 'Manage'
3. Click 'Create an invoice template' at the top right of the screen
4. Enter the entity's business name and billing address. Amazon Business uses this billing address to match punchout orders to the entity
5. In 'Invoice template name', enter the entity's name so it is easy to recognise, then click 'Next'
6. Select 'For each purchase', then click 'Next'
7. Enter and confirm the email address where this entity's invoices should go, then click 'Next'
8. Tick the box next to this entity's group only
9. Check the details on the review page and click 'Complete'
10. Repeat steps 3 to 9 for every entity.

---

Connecting each entity to the Amazon Business punchout configuration

1. In 'Business settings', click 'Groups', then click the group your iplicit punchout uses (for example 'Punchout')
2. Check the 'Status' at the top right of the screen. If it shows 'Active', go to step 5. If it shows 'Test', click 'Add a payment method'
3. In the 'Payment method' section, click 'Add', select 'Business Credit Account (formerly Pay by Invoice)' and click 'Save'. Then click 'Purchasing system' on the right of the screen
4. Click 'Switch to Active mode' at the top right of the screen, then click 'Switch to Active mode' again in the pop-up. Orders placed in Active mode are charged and dispatched
5. Under 'Advanced settings', next to 'Map punchout configuration', click 'Configure'
6. Select 'Activate Punchout for a subset of' your organisation, then select 'Input custom identifiers'
7. Under the cXML path options, select the empty box and enter /cXML/Request/OrderRequest/OrderRequestHeader/BillTo/Address/PostalAddress/@name then click 'Save'
8. Tick each entity's group and enter its identifier. The identifier must match the billing name iplicit sends on the punchout order exactly
9. Click 'Save changes'. To check progress, click 'Track Transaction Status' and wait until it shows 'Completed'.

---

Adding a payment method to each entity group in Amazon Business

1. In 'Business settings', click 'Groups', then click the entity's group
2. Under 'System integrations', click 'Purchasing system'
3. Click 'Add a payment method'
4. In the 'Payment method' section, click 'Add', select 'Business Credit Account (formerly Pay by Invoice)' and click 'Save'
5. Repeat steps 1 to 4 for every entity group.

Once every entity group has a payment method, each entity's Amazon Business punchout orders are invoiced separately and sent to that entity's own invoice email address.