Procurement System Integration
Integrate AWS Marketplace into your procurement system to help centralize governance for software, solutions and professional services.
Overview
Procurement System Integration is a feature that allows customers to integrate AWS Marketplace with procurement systems through an industry standard open communication protocol, Commerce XML (cXML).
With this feature, builders can find, buy, and deploy from thousands of solutions quickly, and IT Admins can streamline approvals and manage spend directly from their procurement system.
Benefits
Simplify enterprise purchasing with procurement integration
Centralize procurement
Customers can use their existing procurement system, Coupa or SAP Ariba, to manage procurement for their organization. Users continue to use their existing processes when transacting in AWS Marketplace, while administrators maintain visibility and control over purchases.
Easily associate purchase order numbers
After approvals are completed, the agreement in AWS Marketplace is programmatically created and the associated purchase order number is created in the procurement system. AWS automatically associates PO numbers to cXML invoices for products transacted.
Streamline approvals
Procurement system integration uses punchout functionality, bringing the details of the requested subscription into the procurement system to complete the necessary approvals. For Free/BYOL products, customers can enable auto approvals in AWS Marketplace.
Recent enhancements
Sign in once. Users move from their procurement system into AWS Marketplace with a single sign-on through AWS IAM Identity Center, with no second login to request a product.
One setup for procurement and invoicing. Customers configure procurement integration and e-invoicing from a single shared setup, using common identity data.
Line items that match your accounting. Requisitions carry fixed and usage charges as separate line items across AWS Marketplace product types.
Approvals that cover more. Amendments made in the AWS Marketplace console and multi-product offers follow the same request and approval path as any other purchase.
Route each entity to the right place. Organizations with multiple payers or legal entities can route each to its own procurement instance, with catalog support across multiple AWS selling entities.
How it works
A "PunchOut" integration is a common method that enables AWS Marketplace to make a direct connection with cXML procurement systems. AWS Marketplace supports punchouts to Coupa and SAP Ariba. Once a builder finds the software they need and clicks to request approval, AWS Marketplace redirects them back to their procurement system to complete a requisition request.
Details
The details of the AWS Marketplace product listing are copied into the procurement system. The requesting user completes the purchase requisition, initiating approvals as configured. Once approvals are complete, the purchase order is transmitted to AWS through cXML and the subscription occurs programmatically, removing the need to navigate back into AWS Marketplace to subscribe manually. The subscribing user's account receives an email that the agreement has been created.
AWS supports cXML e-invoice delivery to your procurement portal. To turn it on, open Billing and Cost Management, go to Billing preferences, and add a connection under Procurement portal settings. For the steps, see Customizing your Billing preferences.
Coupa’s Open Buy Functionality
Builders can use their procurement system to find third-party software from thousands of listings in AWS Marketplace through Open Buy.
Details
Open Buy is a purchasing experience launched by Coupa that enables discovery of software listings from an in-tool search. Search results from AWS Marketplace listings appear directly in Coupa; selecting one redirects the builder to AWS Marketplace through a PunchOut integration.
The combination of these methods provides a seamless experience for builders to find and buy software directly from procurement systems.
Users
Users within AWS Marketplace are defined by AWS Identity and Access Management policies.
Administrators
Administrators configure the connection between AWS Marketplace and Coupa or SAP Ariba.
Users
A user with access to subscribe submits a subscription approval that initiates punchout to the procurement system; the account is programmatically subscribed once required approvals are completed and AWS successfully receives the cXML purchase order.
Read more about AWS Identity and Access Management
FAQs
Open allRecent enhancements include single sign-on through AWS IAM Identity Center, a shared setup for procurement integration and e-invoicing, separate line items for fixed and usage charges, support for amendments and multi-product offers through the approval path, and routing for organizations with multiple payers, legal entities, or AWS selling entities.
Coupa Software Inc and SAP Ariba.
Procurement System Integration supports digital software, solutions, and professional services products. AWS Data Exchange products are not supported.
A common method that connects AWS Marketplace directly with your cXML procurement system, letting you discover AWS Marketplace products from within Coupa or SAP Ariba and return to your procurement system to complete the requisition and approval flow.
Check whether the private offer expired or its expiration date changed while approval was pending in Coupa/Ariba; if so, resend the revised private offer to Coupa/Ariba for approval.
Private Marketplace is an optional and complementary feature. Once activated, your procurement system redirects to your Private Marketplace instead of AWS Marketplace. Once the product is approved, the approval request can be sent to the procurement system for approval.
With the AWSMarketplaceProcurementSystemAdminFullAccess IAM policy (or equivalent), see the Procurement System Integration User Guide.
For Coupa customers whose admin sets the redirect setting to OFF, the customer gets a checkout experience that allows purchase order number entry. For Ariba customers who start their journey in AWS Marketplace, the customer gets a checkout experience that allows purchase order number entry.
AWS Marketplace lets the user enter an estimated usage budget amount, which is included in the approval request.
