Adding Order Reconciliation and Justification Notes
When placing an Amazon Business order, adding clear and accurate notes helps your department reconcile expenses, supports compliance, and makes approvals smoother. To keep things simple, Amazon provides three different note fields, each with its own purpose. Here is a quick guide on how to use them effectively.
DeleteEd
t embedded media in the Files Tab and re-insert as needed.
1. Order Notes for Reconciliation (Required)
Use this section to enter department-specific reconciliation details.
This is typically used by your finance or purchasing team to match charges, track funding sources, or reference internal documentation.
Examples:
- “FY26 research supplies – Lab 223”
- “Grant 44510 – participant materials”
- “Office account 102-15 – monthly restock”
2. Order Justification Notes (Required)
This new field includes a drop-down list with options to explain why Amazon is the appropriate source for purchase. These notes help document compliance and ensure approvers have enough information to approve purchases in a timely manner. Remember, it is still important to utilize current contracts first. This justification does not automatically mean your request will be approved if the order is still noncompliant.
DeleteEdit embedded media in the Files Tab and re-insert as needed.
Current List:
- “Not Available in iBuy”
- “Not Avail On Current Contracts”
- “On backorder in iBuy”
- “Need item ASAP”
- “Other – See comments below”
Note: If the appropriate justification is not listed and you need more room to include your reasoning, please select the “Other – See comments below” option and use the “Comments for Approver (Optional)” section for reasoning.
3. Comments for Approver (Optional)
Use this space to provide additional context for your approver—especially anything that clarifies specific needs, intended use, or special circumstances.
Examples:
- “This adapter is required for the new camera equipment delivered last week.”
- “Urgent replacement — existing unit failed during testing.”
- “Item must be this model to ensure compatibility with current system.”
- “This purchase is required to meet the project objectives outlined in the grant and aligns with approved grant spending guidelines.”
Adding the right information, in the right place, helps your order move through the approval process faster, reduces follow‑up questions, and keeps reconciliation clean and accurate.
Contact
Thank you for following these procedures and helping keep our purchasing process efficient and compliant. If you have any questions, please contact UIamazonbusiness@uillinois.edu.
