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EVERYDAY CONVENIENCE

Coles Express Ordering & Invoicing Portal – How to guide

Coles Express Ordering & Invoicing Portal – How to guide1

General Tasks .................................................................................................................................................2

Log In ....................................................................................................................................... 2

View a Purchase Order ............................................................................................................ 4

Process a Purchase Order ........................................................................................................ 6

Add an Item - Product Substitution (Direct to Store Suppliers ONLY) .................................... 10

Print an Invoice for Your Own Records ................................................................................... 12

Export Your Data ...................................................................................................................... 13

Administrator ONLY Tasks ...........................................................................................................................15

User Groups ............................................................................................................................. 15

Create a New User Group ........................................................................................................ 16

Add a User ............................................................................................................................... 17

Add a Folder ............................................................................................................................ 18

Update Your Organisation’s Details ......................................................................................... 19

IMPORTANTPlease complete the short Online Tutorials and Quiz at https://www.supplierportal.coles.com.au/csp/ColesExpress/

CONTENTS

https://www.supplierportal.coles.com.au/csp/ColesExpress/

Coles Express Ordering & Invoicing Portal – How to guide2

1) When there’s a new purchase order for you from Coles Express, you will receive an email, in your email program to notify you.

2) In the email, click the link and you will be taken to the Coles Express Ordering & Invoicing Portal.

LOG IN

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https://www.supplierportal.coles.com.au

Or you can click this link https://axistest.ventyx.com/mincomWebApp/ColesExWV.do

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TIP – You can also access the Coles Express Ordering & Invoicing Portal from the Coles Supplier Portal. From the menu on the left select Coles Express, and then Electronic Invoicing, and then use the Quick Links on the right.

IMPORTANT – If you are also a Coles Supermarkets supplier you may be familiar with using the DSD & EIDC Supplier Portal. These two Portals look very similar and share much common functionality but they are separate Portals and you will be provided with different login details for the Coles Express Ordering & Invoicing Portal. Please ensure you are logged in to the correct Portal when looking for a purchase order.

GENERAL TASKS

https://www.supplierportal.coles.com.au/csp/wps/portal

https://axistest.ventyx.com/mincomWebApp/ColesExWV.do

3 Coles Express Ordering & Invoicing Portal – How to guide

3) To login, enter your Organisation ID, User ID and Password.

4) Tick Save Login Details to have the Portal remember you the next time you login.

5) If you have forgotten or want to change your password, use the appropriate button to retrieve or change it.

6) Click Login.

7) When you login for the first time you will be prompted to change your password. Choose a secure password between 6 and 20 characters that includes upper case letters, lower case letters and numbers, e.g. XxxTtt345

8) After successfully logging in, the Home page opens, with the Document Management menu, and Support contact details.

GENERAL TASKS – LOG IN

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Home page shortcut

Support contact details

Menu

TIP – You can get back to the Home page at any time by clicking Home on the top right of the screen.


1) After logging in to the Coles Express Ordering & Invoicing Portal click Inbox to see all the purchase orders you’ve received from Coles Express.

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View a Purchase Order

Indicates if the order is Active

(unprocessed) or has been invoiced

The Coles Express that

placed the order

Purchase Orders

2) To print a purchase order or save it to your computer as a PDF file, tick the box on the left next to the Document Number to select it.

3) To print all your purchase orders, tick the “Select All” box at the very top, to the left of the Document Number column heading.

4) Then click Print.

5) To open the purchase order and view the line items, click on the Document Number, which is the purchase order number, and the Customer Order screen will display.

TIP – All columns can be sorted in ascending or descending order using the column arrows.

NOTE – The Delivery Date field will default to the order date if you are expected to deliver based on your previously agreed delivery schedule and will only be amended if a store is placing multiple orders on one day for different delivery dates

GENERAL TASKS


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Purchase order line items

6) The GTIN is either the Outer Code of a carton, or the Sellable Barcode of an item. This is a 5, 8, 12, 13 or 14 digit number.

7) The Description is the product name as per your product list.

8) The UOM is the unit of measure. This will be each (if the product is sold as individual units), or carton.

9) The Pack Size depends on the GTIN. If the GTIN displays the Outer Code of a Carton, the pack size will be 1. If the GTIN shows the Sellable Barcode of an item, then the Pack Size will represent the number of individual items within the sellable product. FOR EXAMPLE - A “Four Pack” of a product is one sellable unit but the Pack Size would be 4. If a product is sold individually the Pack Size will be 1.

10) The Tax Rate should be either 10.0 or zero for tax exempt items.

GENERAL TASKS – VIEW A PURCHASE ORDER


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1 ) After logging in to the Coles Express Ordering & Invoicing Portal click Inbox.

2) Open a purchase order by clicking on the Document Number, and the Customer Order screen will display.

3) Review the requested line items, and tick the check boxes to the left of the lines that you are able to fulfil. If you are only able to fulfil part of a line item, and not the full requested quantity, tick the check box next to the line item and you can adjust its quantity later. If you are out of stock or unable to deliver a certain line item, do not tick the check box next to that line item.

4) Click Add to Invoice, and the Invoice screen appears.

IMPORTANT – Invoices must be submitted prior to the delivery of goods. This is because invoice data will feed back into the Coles Express systems and this data will be used by Coles Express stores when receipting the delivery.

NOTE – If you do not tick and add all line items to the invoice, or adjust any line item quantities down, after submitting the invoice, the status of the purchase order in the Inbox will change to “Part Invoiced”. This however, will not affect payment of the invoiced amount.

IMPORTANT – All purchase orders need to be processed and invoices submitted within 6 months or they will be deleted from the Portal and therefore be unavailable to be submitted.

NOTE – To select all the purchase order line items, tick the “Select All” check box to the left of the Order Line No column heading.

Process a Purchase Order

4“Select All” check box

GENERAL TASKS

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GENERAL TASKS – PROCESS A PURCHASE ORDER

IMPORTANT – Invoice numbers must be unique.

IMPORTANT – If you are a Distribution Centre supplier, the Delivery Docket number is a mandatory field.

5) Enter an Invoice Number generated in your accounting software e.g. Xero, Reckon, MYOB or SAP, etc.

6) Enter a Delivery Docket number, either one generated from your system, or enter the invoice number again.

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7) If you do not have the full quantity of a particular item in stock, adjust the Quantity field down to match what you are able to supply.

8) If the UOM or Pack Size of a line item is incorrect, contact your Category Manager.

9) Adjust the Unit Price and Tax Rate if you need to.

10) Click Calculate Totals to update the total value of the invoice.

11) Click Save, regardless of whether you adjusted any quantities.

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NOTE – Clicking Save brings up the Print Delivery Docket link.

NOTE – The Delivery Docket displays the Purchase Order Number, so it can be matched back to the purchase order by Coles Express. This ensures Coles Express is able to receipt your delivery.

12) Click Print Delivery Docket, to print two Delivery Dockets – a Store Copy OR Distribution Centre Copy and a Driver Copy.

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13) Click the print icon in the PDF viewer to print these out and then click to close the window.

14) Click Send and then OK to transmit the invoice to Coles Express confirming that you are going to fulfil the order.

IMPORTANT – If your organisation chooses to use its own delivery docket format, it must include this purchase order number.i



15) The status of the purchase order in the Inbox will then update from Active to Part Invoiced or Invoiced.

When you click ok, the Invoice Type will change from Tax Invoice, to Corrected Invoice.

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NOTE – If you notice that you have made an error with one of your invoices, you can simply reprocess the purchase order from the Inbox and resubmit another invoice. Make sure to use the same Invoice Number for this corrected invoice. After you click save, the following warning message will appear saying:

NOTE – If you are a Distribution Centre supplier and will be sending multiple deliveries for one purchase order, refer to the Quick Reference Guide, available for download from the Coles Express Ordering & Invoicing Portal training page, to see how to submit an invoice for multiple deliveries.

IMPORTANT – You must correct and resubmit invoices on the same day the error was made. This is because invoices in the Portal are automatically processed at midnight on the day of submission. When you resubmit the new invoice with the correct details, it will simply replace the original incorrect invoice that is waiting to be processed. However, if you resubmit an invoice after midnight, or the next day it will be automatically deleted because processing will have already taken place. That’s why it is important to make sure all invoice details are correct, and that any errors are picked up and corrected on the same day they are submitted.

IMPORTANT – Once processed your invoice will then be matched in the Coles Express systems with what was receipted by the Store OR Distribution Centre. If a match cannot be made, you will be asked to provide a Proof Of Delivery so that your payment can be processed. Please be sure to keep a copy of the Proof of Delivery handy, in case you need this down the track.

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Add an Item - Product Substitution (DIRECT TO STORE SUPPLIERS ONLY)

1) Once you have opened the purchase order, and ticked the check boxes to the left of the lines that you are able to fulfil, click Add to Invoice.

2) Enter an Invoice Number.

3) Enter a Delivery Docket number.

4) Click Add Item to add a new blank line item to the invoice.

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GENERAL TASKS

IMPORTANT – If you are a Direct to Store Supplier you will have the ability to amend an invoice to reflect a product substitution. This can ONLY be done if:

· The substitution has been agreed in advance with the store

· The product being provided as a substitute is already ranged at the store in question

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GENERAL TASKS – ADD AN ITEM - PRODUCT SUBSTITUTION

5) Enter the GTIN. This is a 5, 8, 12, 13 or 14 digit number and will either be the Outer Code of a carton or the Sellable Barcode of an item.

6) In the SKU Field, either re-enter the GTIN or leave it blank.

7) Enter the Description, which is the product name as per your product list.

8) Enter the Quantity.

9) Select the UOM from the dropdown list.

10) Enter the Pack Size (based on the GTIN you entered). If the GTIN is the Outer Code of a Carton, the pack size will be 1. If the GTIN is the Sellable Barcode of an item, then the Pack Size will represent the number of individual items within the sellable product.

11) Enter the Unit Price.

12) Enter the Tax Rate.

13) Click Save. 14) Click Print Delivery Docket, to print two Delivery Dockets - a Store Copy OR Distribution Centre Copy and a Driver Copy.

15) Click Send and then OK to transmit the invoice to Coles Express confirming that you are going to fulfil the order.

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NOTE – To remove this new line item click Back, to return to the Customer Order screen, and start over once again.

NOTE – The Delivery Docket displays the Purchase Order Number, so it can be matched back to the purchase order by Coles Express. This ensures Coles Express is able to receipt your delivery.


Print an Invoice for Your Own RecordsGENERAL TASKS

After sending invoices electronically to Coles Express, they will appear in the Sent folder in the Document Management menu. You can print them from here.

1 ) Click Sent to see all the invoices you’ve sent to Coles Express.

2) Tick the box on the left next to the invoice number to select it.

3) Click Print to generate a PDF copy which you can then save or print.

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NOTE – If you want to print all your invoices, tick the “Select All” box at the very top, to the left of the Document Number column heading.

“Select All” check box


Export Your DataGENERAL TASKS

IMPORTANT – The Coles Express Ordering & Invoicing Portal retains your purchase orders and invoices for 6 months only. You must make sure you save backup copies of these documents locally (on your computer) before they are deleted from the Portal. Once a purchase order has been deleted from the Portal, a corresponding invoice cannot be generated. You need to ensure that all purchase orders are processed within 6 months.

As a reminder, one week before a document is automatically deleted from the Portal, you will see a yellow Document Deletion flag next to it, and 24 hours before deletion, you’ll see a red flag.

To save purchase orders locally you can Export/Download them from the Inbox. Whereas, to save invoices locally you can Export/Download them from the Sent folder. The steps for both are outlined in this section.

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1) After logging in to the Coles Express Ordering & Invoicing Portal click Inbox.

2) Tick the boxes to the left of the specific purchase orders (Document Numbers) you want to export.

3) Click Export/Download. 4) Click XML.

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“Select All” check box

NOTE – If you want to export all your purchase orders, tick the “Select All” box at the very top, to the left of the Document Number column heading. This will only select the first 100 purchase orders in your Inbox. If you have more than 100 purchase orders, you’ll need to navigate to subsequent pages of the Inbox and repeat the Export/Download process.


GENERAL TASKS – EXPORT YOUR DATA

5) A zip file containing the XML file will then be downloaded to your Downloads folder.

Similarly, to export and save your invoices;

1 ) From the Document Management menu, click Sent. 2) Tick the boxes to the left of the specific invoices you want to export.

3) Click Export/Download.

4) Select XML.

5) A zip file containing the XML files will then be downloaded to your Downloads folder.

NOTE – XML files can be viewed using an internet browser - for example Internet Explorer, Chrome, Safari or Firefox.

NOTE – If you want to export all your invoices, tick the “Select All” box at the very top, to the left of the Document Number column heading.

NOTE – XML files can be viewed using an internet browser - for example Internet Explorer, Chrome, Safari or Firefox.

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Administrator ONLY Tasks

User Groups

The primary Coles Express Ordering & Invoicing Portal user for each organisation is the “Administrator”. The Administrator can manage multiple Portal users, set up folders and update your business’ contact details.

Each new Portal user will first need to be assigned to a User Group. A User Group has a set of permissions assigned to it, which defines what the group members are allowed to do in the Portal.

These three User Groups should meet all of your requirements.

• A Functional User is permitted to process purchase orders and generate invoices.

• A Read Only User is only permitted to view, export or print purchase orders and invoices.

• An Admin User has full permission to perform every function within the Portal.

1) After logging in to the Coles Express Ordering & Invoicing Portal from the Document Management menu, click the to expand the Administration menu.

2) Click User Groups.

3) The preconfigured User Groups will display.

NOTE – If you are not an administrator, you won’t be able to see this menu.

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Create a New User GroupADMINISTRATOR ONLY TASKS

The three preconfigured User Groups should meet all of your requirements, but should you need to, as an Administrator you can create a new User Group.

2) Click Create.

3) Enter a User Group Name.

4) Allocate various permissions from the Available Permissions list on the right, by highlighting the relevant permission, and then clicking the left selection arrow to move it into the Current Permissions list on the left.

5) Click Save and your new group will be added to the User Group list.

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Selection arrows

TIP – A full list of permission definitions is available to download from the Coles Supplier Portal.

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1 ) Expand the Administration menu and click User Groups.


Add a UserADMINISTRATOR ONLY TASKS

IMPORTANT – If you are also a Coles Supermarkets supplier and use the DSD & EIDC Supplier Portal, although you may have set up additional users in that Portal, the Coles Express Ordering & Invoicing Portal is separate, and you will need to recreate or add new users to this Portal.

IMPORTANT – New users will not automatically receive email notifications when new purchase orders are received from Coles Express. For users to receive purchase order notifications, you will need to add their email addresses in the Partner Configuration tab in the Administration menu. See “Update Your Organisation’s Details”.

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1 ) Expand the Administration menu and click User Accounts.

2) Click Create.

3) Enter the new user’s details, the User Id and User Name should be identical, add an Email Address, this can be an individual or a group email address, and the Password must be between 6 and 20 characters. The new user will be prompted to choose a new password the first time they login.

4) Then select the User Group that applies to the new user from the All User Groups list on the right, and click the left selection arrow to add the group to the Member list on the left.

5) Click Save and you have now set up a new Coles Express Ordering & Invoicing Portal user and allocated them to a user group.

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Selection arrows


Add a FolderADMINISTRATOR ONLY TASKS

If you receive multiple purchase orders each day, creating folders can make it easier to organise your documents. As an Administrator you can add or delete folders.

1 ) Expand the Administration menu and click Manage Folders.

2) Click Create.

3) Enter a new folder name e.g. Invoiced.

4) Click Save. 5) The new folder will appear under the Document Management menu on the left.

6) After creating a new folder, Move Document To is added at the top right of the screen with a drop down list of your folder(s).

7) To move a document to a folder, tick the box next to the document number, and select the folder from the Move Document To dropdown list.

8) Click OK, and the document will be moved from the current folder to this new folder.

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IMPORTANT – If you delete a folder, any documents that have been moved to that folder will also be deleted. i


Update Your Organisation’s Details ADMINISTRATOR ONLY TASKS

As an Administrator you may need to update your business’ address, contact person, phone number, or the email address(s) you want new purchase order notifications to be sent to.

1) Expand the Administration menu and click Partner Configuration.

2) Select the second heading tab called Partner Contact.

3) From here, you can manually update your business’ information.

4) Click Save and your details will be updated in the Portal.

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Only these email addresses will receive purchase order notifications from Coles Express

TIP – Only the email addresses listed in the WebView Notification Email field will receive purchase order notifications from Coles Express.

IMPORTANT – You also need to notify Coles Express Merchandise team of any contact detail changes so they can update all Coles Express systems.i

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