How to reconcile invoices

Understanding your invoice
Once you place an order, you will receive an invoice for all items shipped within five days. The due date and payment information are included with each invoice. Each order will have it’s own separate invoice but a single order may be split into multiple invoices. For example, if some items in one order shipped separately, those items will appear on a separate invoice.

As an account administrator, you can access your invoices and account status:

1. Navigate to Business Settings
   
2. Select Billing and Shipping.
3. Under Your Invoices for Pay by Invoice, select Manage.

You can find the following information, and more, on your invoices:

• Account number
• Billing period
• Purchase date
• PO number
• Payment due date

Your Invoices provide a summary of invoices, pending charges, credit memos, and past due balances. You can also find your invoices under Your Orders, where they are grouped by order. In addition, you can reconcile invoices in Business Analytics, which offers the ability to generate an Orders report and other helpful reports that will help you better understand your organization’s purchasing behavior.

Setting up and accessing your invoices to meet your reconciliation needs
You can select between receiving an invoice “for each purchase” or for a period of time — weekly, bi-weekly, or monthly. Once generated, the invoices are emailed as PDF attachments to your preferred invoice recipient and also made available for download from Your Invoices for Pay by Invoice in your Business Settings.

If you have selected “for each purchase,” you will receive a single invoice for all items within each cart checkout. Note: you may receive multiple invoices if there are more than five days between your purchases’ shipments. You will have the option to send invoices to preferred recipients as well as the original purchaser.

Hint: Visit Business Order Info within *Business Settings to enable business order information, such as purchase order number, cost center, or department, as required fields for purchasers during checkout.

If you have selected to consolidate purchases for a period of time, you will receive a single invoice for all items shipped within the selected period — weekly, bi-weekly, or monthly. The invoice billing period, due date, payment remittance information, and purchase order number entered at checkout will be printed on each invoice.

An invoice will not be generated until:

1. The purchase has closed and everything in the cart has shipped or;
2. It has been five days since the purchase date.
3. In Europe and Japan, there are additional conditions, including: end of calendar month triggers (Europe) and met the closing data (Japan).

To further customize your experience, you can select to split the periodic invoice by unique purchase order number entered at checkout and/or by Amazon Business Checkout Group.

Any changes made to your invoice frequency settings will take effect with your next purchase but will not retroactively apply to previous purchases. If you have set up multiple Groups within your Amazon Business account, you can set up an invoice template for each Group.

If you are a Business Account Administrator or a Finance user, you can also access invoices in multiple ways, including:

1. Define a preferred invoice recipient within an invoice template. Administrators can decide who they want to receive an email notification, with the PDF invoice attached, for each invoice template defined.
2. Visit Your Invoices for Pay by Invoice to view and download PDF invoices. Administrators can view invoices by the time period, group, and/or payment status.
3. Visit Your Orders to view and download PDF invoices associated with each order.
4. Visit Amazon Business Analytics to view and download PDF invoices associated with each order.

If you are a buyer and need access to your invoices, have your Administrator update your role to “Admin” or “Finance User.”

For questions related to past due notices, unapplied funds, and credit memos, contact Amazon Business Accounts Receivable at ar-businessworkbench@amazon.com