Transacting with Coles

In addition to the advantages of a simplified, automated and digitised Purchase-to-Pay process, suppliers also benefit from:

• Having all Coles related purchasing documents in one place
• Real time notifications for status changes in purchasing documents
• The Ariba supplier mobile app to execute tasks on-the-go
• Full visibility of invoice payment dates
• The ability to respond to global opportunities using Ariba Discovery

• All GNFR suppliers must register and transact on the Ariba Network with Coles
• Suppliers must submit an order confirmation for all transactions for goods
• Suppliers must not commence any work on behalf of Coles or deliver any goods until an order has been received
• Submit all invoices electronically via the Ariba Network (some approved exceptions will apply)
• Must provide a supporting breakdown of all goods and services supplied when submitting an electronic invoice via the Ariba Network

Coles has two preferred ordering methods for transacting with GNFR suppliers.

1. Purchase Order

   Most GNFR requirements for goods and services will be communicated to suppliers via a purchase order on the Ariba Network, referencing a pre-negotiated agreement or standard terms and conditions of purchase. Ad-hoc requirements must be supported by a quote and deliverable-based activity must be supported by an agreed statement of work.

   Coles may also issue a purchase order for unplanned or recurring services based on a provisional amount, however will only pay suppliers based on the verification of actuals, once an electronic invoice has been submitted via the Ariba Network.

   Coles also supports various supplier integration methods for ordering and invoicing and also encourages the hosting of catalogues on the Ariba Network.

2. Invoice Against Contract

   For project-based activity and recurring services where there is a pre-negotiated agreement in place with the supplier, Coles recommends invoicing against the contract. The contract is used in lieu of a requisition/order and is published to the Ariba Network for the supplier to invoice against. Once the invoice is submitted to Coles and has been verified, it will be automatically posted for payment.

   Typical business scenarios include: software licenses, recurring preventative maintenance, design and construction contracts and large/complex professional services engagements.

   For further information regarding this ordering method, please consult your nominated business representative.

In addition, for some categories of spend, Coles will pay approved invoices without reference to a purchaser order. Some examples include:

• Utilities
• Statutory licenses and work permits
• Government charges and fines
• Medical expenses
• Public services

Suppliers can submit their invoices to nonpoinvoices@coles.com.au for verification and payment. Details of an authorised Coles representative must be provided on the invoice. If a non-compliant invoice is submitted via this channel, it will be rejected back to the requestor.