PRODUCT DEROGATIONS


Please do not deliver unplanned stock or additional volume to our depots without prior agreement.

If you have short-shelf-life stock produced for Co-op which has not been ordered, please speak to your buyer to agree a pragmatic way forwards. We remain committed to taking Co-op branded finished products that have been produced to forecast. The usual derogation process should be followed:

Derogation Request Form

Shelf Life Derogation Process - Ambient and Frozen

Shelf Life Derogation Process - Fresh


If the disruption at our other depots has significantly impacted your business, please contact the relevant buyer to discuss any issues. We are committed to working collaboratively with all our suppliers to minimise the impact on your business.

For a confidential chat about any aspect of your business you can contact our Code compliance officer, Saleem Chowdhery at [email protected] in complete confidence.

 

INTERIM MANUAL ORDER PROCESS

Unless you receive instructions to use the interim manual order process, you will not receive any orders until further notice.

We request that suppliers do not send deliveries to Co-op depots without direct communication from Co-op requesting them to do so.

We have contacted a group of fresh, chilled and ambient (excluding frozen) suppliers with details of our interim manual order process. We are using this process to generate orders for a minimum range of products that customers and members need the most. More suppliers are being added to this list daily.

These orders will originate from the email address [email protected]

As soon as we resume system generated orders, we will provide 24 hours' notice in advance of the order.

We advise all suppliers to adjust their production forecasts accordingly based on this information.

Manual PO Process

The Purchase Orders will be sent by email from [email protected] in excel format

The password for the file will be sent separately.

The Purchase Order will contain the volume and breakdown by depot name and number.

All Ambient orders have been generated using a generic fixed lead time. Ambient orders should be booked in as usual by contacting Co-op’s inbound planning team. You can adjust the delivery day to align with your usual schedule by contacting the same inbound planning team.

Ambient products will be ordered in full pallet quantities, and we won’t be able to adjust these orders.

PLEASE DO NOT MAKE ANY PRODUCT SUBSTITUTIONS AND ONLY SEND IN STOCK THAT IS ON THE PURCHASE ORDER.

For any queries relating to the manual ordering process, please email [email protected]

INTERIM MANUAL INVOICING PROCESS

For PO's raised after Saturday 3 May, please use our non-PO invoicing process for invoicing.

To do this, you need to complete an Excel based template with one row for each depot delivery invoice, at a total delivery level, along with PDF back-ups, which itemises each invoice.

Please refer to the template, example and user documents below, to guide you through this process.

Co-op Invoice File guide

Depot ANA Codes

Non PO Invoice File Example

Non PO Invoice Template

For any queries relating to the manual invoicing process, please email [email protected] with a subject line: Non PO Invoice Template – Queries.

PAYMENT QUERIES


We remain committed to paying all suppliers on time and in full.

For any urgent payment requests contact [email protected] with subject heading “URGENT PAYMENT REQUEST”.

For payment queries relating to SAP PO's raised before Friday 2 May, please contact [email protected]

For payment queries relating to Manual PO's raised after Friday 2 May, please contact [email protected] with a subject line: Non PO Invoice Template – Queries.

INTERIM WAYS OF WORKING FAQs

Why have I not received any PO's from Co-op?

We currently have no access to SAP, which is the system we use to generate orders. We have moved to an interim manual PO process, outlined above. If you have not received a manual PO from Co-op (in excel format) then please do not attempt to deliver any stock to our depots until requested to do so.

I have short-dated stock produced for Co-op, what shall I do?

If you have short-shelf-life stock produced for Co-op which has not been ordered, please speak to your buyer to agree a pragmatic way forwards. We remain committed to taking Co-op branded finished products that have been produced to forecast.

Is Co-op Connect working?

Co-op Connect is not currently flowing information through to SAP. Therefore, changes that have been keyed into Co-op connect since Friday 2 May will not have been processed. This includes new product listings, promotions and cost price changes, as well as any article level amendments that have been keyed. We will communicate with all suppliers to inform you when this is back up and running.

I have invoices to send for orders generated before Friday 2 May - how can I send them without EDI?


For PO's raised before Friday 2 May, please use Coop’s SNC portal to send invoices, ASN's and credit notes.

We cannot currently add any new users to SNC. Every supplier has at least one user ID for SNC, which is usually your EDI contact.

SNC User Guide

SNC Access Request Form

Where can I find the correct contact details for my Co-op team?


Your Co-op Contacts are always available on this link, which is updated every 4 weeks: https://supplier.coop.co.uk/contact-matrix

For details of Supply Chain contacts over the weekend please visit:
https://supplier.coop.co.uk/supplychain-cover

There's someone in my organisation who isn't receiving updates from Co-op, how do I add them?


Please add all relevant contacts to our distribution list using this form: Update your contact details