I bought direct from an Instagram ad. Turns out they wanted me to wait for their next shipment despite saying "in-stock" - 2-3 months. When I said refund me they said no wait, we DO have it in stock! That is shady.
All this took lots of back and forth. I couldn't just cancel without talking to them, I had to figure out their system for submitting requests etc.
Amazon sells predictability in part. Their business accounts let me ad a GL code to my order and ties into a statement that can be paid by check within 30 days through an AP system on our side (also electronic).
I don't drink coffee but I imagine Starbucks does the same otherwise why would everyone go there?
Amazon's big risk is their marketplace and the crap in there. They should clamp down HARD there. That is getting us to consider moving business purchases elsewhere.
Sounds like you were buying from an arbitrage seller, our more commonly called a drop shipper our crossdocker in industry terms. Basically they don't stock the products they sell. They buy goods when they sell goods, and hope you won't notice. Sometimes it works out, if their source can ship quickly... But in your case... It didn't. That's not really an online store... Unfortunately, only online reviews will be able to help you stay away from that.
I can't speak for all online stores, and certainly if your organization has an approved vendor list then things are set... But many of us are happy to accept PO's, setup NET accounts, and more. You'll also get a more personal touch with a company that cares about your business instead of you just being another number.
As an aside, take a look at Quill for office supplies. They'll treat you right.