New Option for Amazon: Non-Catalog Orders Now Enabled (In Limited Situations)
We’ve heard you—and we’ve made a change.
Historically, Amazon’s e-catalog in RealSource has not allowed departments to create non-catalog orders, making it difficult to pay valid invoices when a PO is closed or otherwise unavailable. That’s now changed.
💡 VCU departments can now create a non-catalog order to pay a valid Amazon invoice—but only in specific cases. This option is available when the original Amazon e-catalog PO is closed, cancelled, or otherwise unusable.
Why This Matters
In the past, if you received an additional invoice or needed to process a payment for an already-purchased item and the e-catalog PO had been closed, our options were limited.
What’s New
Departments now have the ability to:
- Create a non-catalog order in RealSource to pay a valid Amazon invoice
- Use this method only if the original e-catalog PO cannot be used (e.g., it’s closed, expired, or unusable)
- Select the “After the Fact” requisition type in the non-catalog order
This new option aligns with the process you may already be familiar with for other vendors when additional freight invoices or one-off charges come in after a PO is closed.
Example
Let’s say your department used an Amazon e-catalog PO, but an invoice came in late and couldn’t be paid because the PO had already been closed by accident. Instead of scrambling for a workaround, you can now:
- Create a non-catalog order
- Select Amazon (V01039522) as the vendor (you should now see the correct vendor available)
- Choose “After the Fact” as the requisition type
- Submit it for approval and use it to pay the valid invoice
📝 Note: If you don’t see the right Amazon vendor option or encounter an error, please submit a ticket to RealSource for assistance.
When Not to Use This
🚫 Do not use non-catalog orders with Amazon for normal purchases. The e-catalog remains the primary method for all standard Amazon orders.
This update is only for resolving legitimate payment issues for completed orders where the e-catalog PO is no longer available.
Need Help?
If you’re unsure whether your situation qualifies or you need help creating the non-catalog order, please submit a service request here.
As always, thank you for helping us streamline the procurement process while keeping compliance and transparency top of mind.
—VCU Procurement Services
Categories Procurement Services