FINANCE TRANSFORMATION FAQs
General
What is changing?
We are upgrading to a new SAP finance system – SAP 4/HANA – which will replace multiple legacy finance systems.
When is it happening?
Our new SAP 4/HANA system will be live from Sunday 5 October.
Will payments to me from Co-op be delayed because of the transition to SAP 4/HANA?
There will be no delay in payments to suppliers caused by the transition to our new system.
Will we still pay you in the same way?
Yes. There is no difference to how you make payments to Co-op.
Will we still use Co-op Connect in future?
Yes, you will still use Co-op Connect for everything you use it for today. Please note the portal will be unavailable on 11 and 12 October for essential maintenance.
Will I still have the same account numbers?
All suppliers will have one Co-op account no. for both accounts receivable and accounts payable, though there will be some exceptions, for example if you have multiple accounts or if you are a primary logistics partner.
Will we still have to make payments, or will there be contra made against your sales invoices?
How payments are made to suppliers is not changing. If you currently have a net off (contra) process for invoicing, that will not change. If you do not have a net off process and would like to, please let your buyer know.
Will membership deal funding be invoiced in the same way?
Not immediately. We are intending to integrate membership funding in the near future and will share more on this next year.
Will the move to SAP have any effect on EDI or will EDI need migrating?
There will be no changes to EDI unless you have been contacted directly by us.
Will there be changes to how we dispute invoices?
The dispute workflow, SLA and resolution process remain the same, however you may see minor changes to some fields when submitting data.
Do we raise disputes for Co-op Wholesale (Nisa) on Co-op Connect?
No. Co-op Wholesale uses a separate process for disputes. You should refer to the invoice for dispute instructions.
What will happen to any outstanding claims/invoices/credits as at 5 October?
Anything outstanding will be transferred to the new system and will be processed post-go live.
Invoices
Will Co-op invoices have a different format?
Yes. Invoices from Co-op will no longer have the TI invoice number prefix, which may affect how your system accepts them. New invoice numbers will have 10 characters, all numerical, in total.
What will invoices look like?
You can find pdfs of sample invoices below.
SAMPLE INVOICE - CREDIT NOTE
SAMPLE INVOICE - LTA
SAMPLE INVOICE - PROMO EXAMPLE 1
SAMPLE INVOICE - PROMO EXAMPLE 2
Will my SKU appear on invoices?
Invoices will include line-level detail, including SKU volumes and promotional breakdowns.
Our accruals have codes related to them and we’re looking at automating paying invoices with AI. Can we get these codes loaded onto the invoice?
No, unfortunately it won’t be possible to have any suppliers’ reference numbers or codes added to invoices from Co-op.
Will there be an option when submitting a promotion for the supplier promo code to be added to the invoice, as with the contract condition number?
No, this won’t be possible, as only internal Co-op generated URNs are supported.
Will the new invoice include more character spaces?
Yes, the character limit for invoice narratives has been extended to around 100 characters.
Will invoice numbers match with Co-op promos we’re creating in the portal, so we can match them up?
Yes, there will be a reference number linking the promotion, funding and invoice together.
We currently receive invoices by email from you. Is this changing?
No, invoices will continue to be e-mailed to suppliers, and they will be issued in PDF format.
How can we check who in our organisation receives your invoices and updates?
You can find this information on the Co-op Connect portal, and you are able to change, add or remove contact email addresses yourself.
Will we be able to download any missing invoices/credit note PDFs directly from the Co-op Connect portal?
Yes, invoices and credits will be available for download via the portal.
How will we tell the difference between debits and credits if the TC vs TI is lost?
The top of the invoice will clearly state whether it is a “Tax Invoice” or a “Credit Note.”
Does this change relate only to the invoices Co-op creates, e.g. for promotions or invoice discrepancies? Or will it affect invoices for usual stock deliveries?
The changes apply specifically to supplier income invoices. AP-related invoices for stock deliveries are not affected.
Is it possible to put units in headers so there is no confusion on units vs. cases for internal finance teams?
The invoice will show product-level breakdowns including units claimed, which should help clarify this.
Comparing with the old invoice format Deal ID, will it correlate to the contract number on the new invoice?
Yes, the new format includes a conditional contract number (URN), which will be consistent across all invoices related to the same contract.
How will cumulative invoicing work?
Each invoice will show the total claimed to date, and the settlement period will indicate which week it covers. See the invoice examples below for how cumulative invoicing will look.
In the old invoice format we had Week 1, Week 2 and Week 3, etc. In the new format will it be by dates only?
Yes. The new format uses settlement period dates instead of week numbers. You’ll need to refer to the date ranges to identify the week.
Will invoices for channels (FRTS, Franchise and tCG) be separate?
No. tCG, FRTS and Franchise volumes will be consolidated into one weekly invoice.
Note that this will not take effect until early 2026 and for the time being invoices will not be consolidated.
Promotions
Will the transition to the new system affect invoicing of supplier funded promotions (condition contracts)?
Yes. Promotions that commenced on or after 3 September will be invoiced in our new process, after 5 October. You will receive a series of invoices shortly after we go live, to catch up on the delayed invoicing. Note that promotions that commenced in store prior to 3 September will be invoiced via Co-op's existing legacy process. Suppliers should expect no changes.
Will promotional invoicing be different in the new system?
Yes. Promotional invoicing for supplier-funded promotions will be consolidated to include tCG, Franchise and FRTS Societies volume into one weekly invoice per contract. The invoicing will break down the invoicing by product and also the cumulative volume claim by tCG, Franchise and FRTS Society.
Note that this will not take effect until early 2016 and for the time being invoices will not be consolidated.
Will there still be a large time gap between the final promo week and FRTS being invoiced?
No. Timing of FRTS invoicing will be more in line with that of tCG. You should expect all promotional trigger invoicing to be raised within 10 days of the end of the promotional period.
Will EPOS be available for the FRTS, as it is currently only main estate?
No, EPOS data for FRTS is not available to Co-op, due to competition rules. From October, invoices will show additional details with volumes being shown at society level.
If there is no EPOS for FRTS, how do you expect customers to be able to validate the invoice, without making the entire invoice invalid?
Internal controls validate data sent from our societies, as per the current process. EPOS data is not available to Co-op due to competition law rules, but additional breakdown will be shown.
Will invoices contain more than one promotion?
No, each promotional invoice will be unique to that individual promotion. Multiple promotions will not be grouped onto one invoice.
Will the Co-op promo period be included in the description?
No. The invoice will refer to the contract dates only, and will no longer include the promotional period description. We have created calendars showing the promotional periods for 2025 and 2026 to help you with this.
In the current system there can only be one trigger amount per invoice. Will that be the case on the new invoices as well or can there be multiple different trigger amounts on one invoice?
Yes, the new invoices will show line-level detail, including different redemption rates per product. For example, if a promotion includes multiple products with different funding, this will be reflected on the same invoice.
Why is there VAT on the promotion invoice example?
The new system allows for mixed VAT treatment. Some products may have VAT applied while others may not, depending on the product.
If we have promotions on the same product over three different timelines, how will that be invoiced?
Invoices will be issued weekly and will show cumulative data. Each invoice will reflect the settlement period it covers, and the cumulative box will show the total claimed to date.
How can we find out the breakdown by SKU by QTY on promotional sales-based funding invoices?
Each invoice will be accompanied by a backup schedule showing volume breakdown by tCG, Franchise, and FRTS. However, it won’t show SKU-level detail per society.
How are coupon invoices identified?
All suppliers with a separate account for coupons will see them merged with the primary account.
Coupon invoices will be consolidated and clearly marked. The format will include a unique reference and contract number.
How will I identify promo invoice numbers?
There will be a reference number linking the promotion, funding and invoice together.
Will invoice numbers match with Co-op promos we’re creating in the portal, so we can match them up?
Yes, there will be a reference number linking the promotion, funding and invoice together.
For LTA invoices will backup be supplied with sales claimed to validate claims if based on sales?
LTA invoices are based on retrospective volumetric agreements. They will show total values but not product level breakdowns.
What is the recommended settlement period and how often will you be sending the promotional invoice?
Weekly invoices will be sent, each covering a specific settlement period.
Will there be any 'invoice description' on the invoice as today?
Yes, invoices will include product details and rates, but not promotional mechanics.
Where can we find the Condition Contract Number? I can't see this on approved promotions in the portal.
The number appears only on invoicing once generated and is not currently visible in Co-op Connect.
Does moving to weekly invoicing mean that there will be an increase in number of invoices being sent?
Weekly invoicing will continue, but consolidation will reduce the number of invoices.
Will we still get weekly invoices and will the timeframes for receiving them be the same?
Yes, weekly invoicing will continue with similar timeframes.
Will the condition contracts be visible to suppliers on the portal and show the settlement quantity as well as the final invoice value?
Yes, conditional contracts and settlement details will be visible on the portal.
Do we use the portal if we need backup for the promotional invoices?
Yes, use the Co-op Connect portal for promotional invoice backup.
What does a 'sweep' invoice mean and what % of total value do we think it will be worth?
A sweep (or delta) invoice captures late volume submissions, typically from FRTS. The value depends on timing and volume.
How long after the three weeks will the ‘sweep’ invoice come?
The sweep invoice will arrive approximately one week after the promotional period ends.
What if it's a multibuy promotion including multiple products – will we receive a grouped invoice with all products and breakdowns or a separate invoice for each product?
You will receive a grouped invoice with line-level breakdowns for each product.
Will we receive an email from Co-op Connect highlighting that the promotion proposals have been approved and ready for checking?
Yes, confirmation is sent back through Co-op Connect once the buyer approves the promotion. Suppliers are encouraged to check for this confirmation.
Getting help
I have a question that’s not answered here. How can I get help?
If you have any Finance Transformation-related questions or problems that we haven't covered on these pages, submit a support request here.
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