Invoicing of goods delivered directly to store

We are in the process of making changes to our systems, and during the period from 2019 to 2023 will be gradually transitioning to using SAP to manage invoices from our suppliers. The transition itself will be made by product category, so, as a supplier, you may well experience that you are invoicing in both the new and old system. The first suppliers have fully or partly converted to SAP and have been informed of this – so, as a supplier, you should not do anything until you receive information on this from Coop – you can read everything about invoice requirements in relation to SAP here. Until then, you should follow the guidelines below.

• If you are connected to EDI or OIO, you should send your invoice electronically.
• Invoicing of goods without a Dessin number
• Invoices via PDF should be sent by e-mail to faktura@coop.dk.

You are welcome to send multiple invoices by e-mail, but if you do, you must make one PDF per invoice. Multiple invoices must thus not be combined in one PDF, and invoices must not be handwritten or contain handwritten additions or corrections. It is important that you send invoices as attached PDFs, since our systems cannot read invoices that must be accessed via a link.

It is important that you issue the invoice to the individual store. In order to ensure rapid processing of your invoice, YOU MUST ALWAYS state the store's cost centre on the invoice – specify the cost centre in the field: ”Your reference” or ”Attn.”.

See the updated list of cost centres for the stores here. (You can download the list by using the Chrome browser.)

• Invoicing of goods with a Dessin number
• Invoices via PDF should be sent by e-mail to butik.faktura@coop.dk

The following must be included in the voucher:

• Supplier number
• Kardex number
• Coop's Dessin No. on the voucher.

If an error is found in the information on the voucher, for example price difference between the agreed price and the invoiced price, then the original voucher should be adjusted, and a new correct voucher submitted. Credit note no. and debit note no. must deviate from the original voucher no.

The adjustment and the new correct voucher should be sent to the same e-mail address that the original voucher was submitted to.

You can see a full list of requirements for invoices here.