When you should use Coop's new invoicing system and how
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 for the invoicing of 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.
- You can see precisely which categories must be invoiced via SAP. You can download the list of categories here.
- The invoice for these goods must be sent to a new e-mail address: firstname.lastname@example.org.
- You can see a list of precisely which legal entities that you should invoice here (You can download the list by using the Chrome browser.)
- If you use EDI, you can see precisely which GLN numbers you should use here (You can download the list by using the Chrome browser.)
If you have to invoice categories in both the new and old system, then only the goods in the categories above should be invoiced in the new system as in accordance with the guidelines below. For goods in other categories, you should invoice as you usually do – read more here. Note in particular what the purchase order number and the Danish CVR number mean for the invoicing in future:
Purchase order number.
- The purchase order number (the PO number) will in future be an important pivotal point.
- The purchase order number must always appear on the invoice.
- The purchase order number will be sent automatically to the supplier's e-mail address.
- The invoice must only contain one purchase order number. In practice, this means that one invoice must be issued per order.
Danish CVR Number
- With the conversion to SAP, the purchase orders may in future be issued by Coop Danmark (incl. Irma), Fakta and the individual consumer co-operatives. The subsequent invoice must always be issued to the legal entity that sent the purchase order.
- Hence the Danish CVR number of the legal entity MUST be stated on the invoice Please note that this is not identical to the Kardex number used today. You can download the list of stores here. (You can download the list by using the Chrome browser.)
- 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.
If you are not connected to EDI, then you must send your invoice electronically – you can see precisely which GLN numbers you should use here. (You can download the list by using the Chrome browser.)
If when processing invoices an error is found in the stated quantity, specified price or other significant errors, it will be necessary to make a correction to it before final settlement takes place. You must NOT issue a credit note for the difference, since the correction will occur by the legal entity issuing a settlement voucher, where the adjustment for the error is made.
You can see a full list of requirements for invoices here.