Punchouts in Ramp

Overview

Important: Before you can shop a vendor catalog, a user with permission to manage integrations must connect the supplier, and an Admin must grant your role permission to use punchouts. See Prerequisites.

Punchouts connect Ramp directly to a supplier's catalog — such as Amazon Business or CDW — so you can shop at your company's negotiated contract rates without leaving your procurement workflow. Instead of buying off-contract, you launch a shopping session from Ramp, browse the supplier's site with your pricing already applied, and send your cart back to Ramp as a purchase request with real line items, SKUs, and prices.

Approvers see exactly what's being bought and where it came from. Once the request is approved, Ramp creates a purchase order (PO) and routes the order electronically to the supplier — no manual re-entry and no off-contract spend.

Prerequisites

Punchouts are part of Ramp's procurement and purchase-request workflows. To shop a vendor catalog, the supplier must be connected and your role must include the punchout permission:

• The supplier must be connected under Integrations by a user with permission to manage integrations (Admins and Owners by default). Only connected suppliers appear in the vendor picker.

• An Admin must grant employees permission to use punchouts. From Roles & permissions, edit each relevant role and enable Create punchout sessions and view punchout orders under Procurement. Employees assigned to a role without this permission can't shop supplier catalogs or view their punchout orders.

  

• To add a supplier, a user with permission to manage integrations goes to Integrations and connects it using that supplier's credentials, following the supplier's setup guide. See Set up a punchout supplier.

If you don't see a supplier you need, see Supported vendors for how to request it.

Supported vendors

Punchouts currently support these suppliers:

• Amazon Business (US) — office supplies, electronics, and more.
• CDW — technology products and solutions.

More suppliers are coming soon. Only connected suppliers appear in the vendor picker.

If you don't see a supplier you need, select Request new vendor in the vendor picker to submit a vendor suggestion for Ramp to review. If you need further help, contact Ramp Support.

Set up a punchout supplier

Note: Connecting a punchout supplier requires the permission to manage integrations, which Admins and Owners have by default. Employees should ask a team member with this permission to connect the supplier.

Connect a supplier so it appears in the Shop a vendor catalog picker for your team. You'll use the connection credentials provided by the supplier to complete the setup.

For Amazon Business, follow the Amazon Business Punchout integration guide (PDF) to complete the Amazon-side configuration that complements the Ramp-side steps below.

1. Go to Integrations. Filter the catalog by the Procurement category (or search) to find the punchout suppliers.
2. Select the supplier tile — for example, Amazon Business Punchout or CDW — to open the connection drawer. (The Amazon Business tile without "Punchout" is a separate receipts integration.)
3. Complete the connection form:
   • Credentials — enter the credentials for the supplier. The exact fields vary by supplier — for example, punchout URLs and some credential fields are specific to Amazon Business, while other suppliers may require different information. Follow the supplier's setup guide for the exact values to enter.
   • Vendor — link a Ramp vendor to the supplier (you can create one inline).
   • Default address — set the default shipping and billing address used for purchase orders, configured in your PO settings. This is required before you can connect.
4. Select Connect. You'll see a Punchout connection configured confirmation, and the supplier becomes available in the vendor picker.

To change credentials later, reopen the connection and use Override; to remove the connection, use Disconnect.

Shop a vendor catalog and submit a request

Shopping a vendor catalog opens the supplier's online store in a new tab (a punchout shopping session), lets you build a cart at your company's pricing, and sends that cart back to Ramp as a purchase request.

1. Start a request from Request spend, then select Shop a vendor catalog (Shop directly with vendors to start a request).

   

2. Select the supplier you'd like to shop from. Only connected suppliers appear. To add suppliers, ask a team member with permission to manage integrations to configure them under Integrations.

   

3. Ramp opens the supplier's store in a new tab with your company's pricing applied. Keep the Ramp window open while you shop — Ramp shows a Shopping in progress message until your cart returns. Add the items you need and go to the supplier's cart.

   

4. On the supplier's site, submit the cart for approval instead of purchasing — for example, on Amazon Business you select Submit order for approval. This sends your cart back to Ramp as a purchase request rather than placing an order.

   

5. You're routed back to Ramp, where a purchase request opens for the supplier you shopped. Ramp auto-suggests the best Spend Program based on the line items in your cart and the vendor, and pre-fills the line items, prices, and vendor for you. Review the suggested program under Confirm Spend Program.

   The remaining questions you answer depend on the selected Spend Program — they can include fields such as Who is this for? (who will own the PO and the entity) and a message for approvers. The line items appear under Items in your order (Description, Qty, Unit price, and Amount); accounting categories are not pre-filled from the supplier, so select the required accounting fields for your business (for example, GL account or department) yourself.

   

6. Select Request to submit, or Save draft to finish later.

Note: If the selected Spend Program includes a Ship-to address question, the requester's answer sets the shipping address used for the order. If it doesn't, the order uses the default shipping address from your purchase order settings. If requesters need to choose the shipping address per request, add a ship-to address question to the Spend Program — see Get started with Procurement. Billing addresses for punchout orders are set from your purchase order settings.

Your request then follows your normal procurement approval flow. For general guidance on requests, see How to submit procurement requests.

Track your punchout purchase order

When your request is approved, Ramp creates a purchase order and routes the order to the supplier. POs created from a punchout are labeled Punchout and titled PO# [number] · [supplier].

Order status

A punchout PO shows fulfillment progress through these stages:

• Sent to supplier — the order has been sent to the supplier.
• Confirmed by supplier — the supplier confirmed the order.
• Shipped by supplier — the supplier shipped the order.

If the supplier can't fulfill some or all of the order, the PO shows that items were rejected — this usually happens when items go out of stock or their price changes. In that case, you can shop again and submit a new order.

Order details

The PO Overview tab shows order details, including:

• Order placed — the date the order was placed.
• Placed by — the person who owns the PO.
• Ship to — the shipping address.
• Order number — the order's reference number.

Activity tab

The PO's Activity tab logs order updates from the supplier — when the order is sent to the supplier, confirmed by the supplier, shipped by the supplier, or when the supplier rejects some or all items — alongside request activity and comments. To follow a punchout order, open the PO and check the Activity tab. For more on viewing and managing POs, see Purchase orders in Ramp.

Limitations

• Shopping sessions are not saved. Each time you shop a vendor catalog, Ramp starts a new shopping session — there's no way to resume a previous one. Keep the Ramp window open while you shop; closing the supplier's shopping tab does not save your session. To end a shopping session without submitting a cart, use the Cancel shopping action in Ramp.
• Credits, refunds, and returns aren't supported in Ramp. To resolve a problem with an order — such as a credit, refund, or return — go back to the supplier's site to handle it there. If you need different or replacement items, shop the vendor catalog again and submit a new order using the steps above.

Frequently asked questions

Why don't I see the supplier I want to shop from?

Only connected suppliers appear in the vendor picker. Ask a team member with permission to manage integrations to connect the supplier under Integrations. If the supplier isn't available in Ramp yet, select Request new vendor in the vendor picker to submit a request. If you need further help, contact Ramp Support.

Which vendors can I shop today?

Amazon Business (US) and CDW, with more suppliers coming soon. Only connected suppliers appear in your vendor picker.

What happens when I submit my cart on the supplier site?

Submitting the cart for approval — for example, Submit order for approval on Amazon Business — sends your cart back to Ramp as a purchase request. It does not place an order with the supplier. The order is placed only after your request is approved in Ramp.

How are my Spend Program and line items filled in?

When your cart returns to Ramp, Ramp suggests the best Spend Program based on the items in your cart and pre-fills the line items, prices, and vendor on the Request spend form. Accounting fields, such as accounting category, are not pre-filled from the supplier cart. You confirm or change the program and complete the remaining fields before submitting.

How do I handle a return, refund, or credit?

Returns, refunds, and credits aren't supported in Ramp for punchout orders. Resolve them directly on the supplier's site. If you need replacement items, shop the vendor catalog again and submit a new order.