SOURCE TO PAY
OPTIMISING THE WAY WE WORK
To make it easier to do business with us, we've brought together the information, guidance and support you may need throughout the Source to Pay process. Whether you're looking for help with invoices, raising a query or managing a dispute, you'll find the relevant resources here.
PAYMENTS
Key information about Payments:
Invoice settlements will be in accordance with your payment terms as agreed with your Co-op Buyer.
Payments are be allocated and maintained by Accounts Payable.
Invoices will be paid via BACS transfer.
Simple End to End PO to Invoice Routine:
• Supplier receives a PO from Co-op (via SNC or EDI)
• Supplier sends ASN back to Co-op (via SNC or EDI)
• Supplier delivers goods direct to store or depots, Co-op complete goods receipt process.
• Supplier sends invoice to Co-op (via SNC or EDI)
• Invoice matched and paid as per agreed payment terms
More details on our payment process and systems can be found in our Supplier Guidelines.
INVOICES
Key information about Co-op invoices and credit notes:
• Invoices and credit notes are issued in PDF format.
• Invoice numbers are 10-digit numeric references.
• Invoices contain line-level detail, including SKU volumes and promotional information.
• Contact details for invoice recipients can be managed through Co-op Connect.
SAMPLE INVOICES
PROMOTIONAL INVOICING
Key information about promotions and funding:
• Promotional funding, contracts and invoices are linked through Co-op-generated reference numbers.
• Each promotional invoice relates to a single promotion and includes line-level product detail.
• Weekly invoices are issued for promotional funding claims, with cumulative claimed values shown to date.
• Following the completion of a promotion, a final settlement ("delta") invoice is issued one week later to capture any remaining volumes.
• Contract URNs provide a consistent reference across related invoices.
• Conditional contracts and settlement details are available within Co-op Connect.
PROMO CALANDER
QUERIES AND DISPUTES
The guidance below outlines where you should direct queries and disputes. Further detail can be found in our Supplier Inbox Matrix.
Use the 'HEAT' tile in MyApps to raise queries in relation to:
• invoice payment date requests
• statements
• remittances
• copy claims
• disputing price/quantity claims
• SNC portal guidance
Use Co-op Connect to log disputes in relation to:
• promotions
• overriders
• Customer complaints, coupons, depot rejections
• Audit queries
• Membership
• Lidia charges
• GFR invoices
• Any other invoices beginning with 181 or 21
For invoice copies or invoice queries email [email protected]
To gain access to the HEAT tile, you'll need access to Co-op Connect and/or SNC.
To request access to Co-op Connect and/or SNC complete the form below and email it to your buyer.
RESOURCES
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