3 How the process works today.. Supplier Delivers Goods Supplier Submits docs to DHL & pays Origin Fees DHL Issue Forwarders Cargo Receipt (FCR) Check Invoice v PO Key Invoice into SAP Pass? Payment ‘Clock’ Starts here Y N Y N Vendor Query Report Pass? Y N Non compliant Vendor report Payment Run to Supplier Blocked Invoice Report Pass? Y N Supplier Receives Payment Buyer / Coles Group Asia Supplier DHL Intl Vendor Payment Team Payment ‘Clock’ Stops here
4 When is my Payment Due Create Invoice and Packing List Deliver Goods to DHL Port DHL cut Draft FCR Confirm FCR Details DHL Create Final FCR Officeworks Process Payment Process Steps Example Timeline Invoice Date 1 st September Goods Delivered 3 rd September Draft FCR 5 th September Final FCR 6 th September Payment Due 13 th September Supplier Officeworks DHL 8 th Sept Payment is NOT due 7 days from invoice date
5 How do I know if there is a problem? If you have not submitted documents If there is an issue with the commercial documents you have submitted If there is a price or quantity discrepancy holding up your payment You will be contacted by the Freight Forwarder You will be contacted by the Vendor payment team directly, requesting an updated set You will be contacted by your merchant or buyer in the event of a query with your payment. The Vendor payment team issue a daily exception report highlighting any price, quantity or banking detail issues to resolve
7 Commercial Document Requirements The following documentation is required by Coles Group in order to process each shipment… When RequiredDocumentIf Not Submitted Freight Forwarder Booking DHL Booking Form (Shipping Order) CFS Goods Receipt Commercial Invoice from Supplier to Coles Group Packing List All other documents as per the Document Check List Within 48 hrs of CY Container Delivery to Yard Commercial Invoice from Supplier to Coles Group Packing List All other documents as per the Document Check List Booking will be rejected and container not released Goods may be rejected or not shipped. Payment to supplier will be delayed until correct documents are delivered Payment to supplier will be delayed until correct documents are received
8 Document Checklist for Suppliers The following document checklist may be helpful to ensure you understand our document requirements DOCUMENT REQUIREDWHEN REQUIRED & COMMENTS Supplier Check & Date Freight Forwarder Check & Date Copy of DHL Shipping OrderAlways Commercial Invoice Always. Supplier invoice must be provided, not manufacturers invoice. Packing and Weight ListAlways Packing Declaration Always (except where AQIS approved annual is in place) Factory Load DeclarationFor CY containers only. Fumigation CertificateIf required for natural materials. Manufacturer Declaration / Age Certificate (for CGLG if required) If required for certain materials (refer to Supplier Manual). Cargo Release Confirmation (CRC) When Coles Group Asia is buying agent. Other Certificates/Permits as required Eg. Certificate of origin, Photosanitary Certificate, Dangerous Goods Certificate
9 Where do I Deliver my Commercial Documentation? All Origins (DHL) Deliver commercial documents to the Forwarder (DHL Supply Chain), who will forward these on to our Vendor Payment team (scanned copy). Refer to the Supplier SOP for specific details as to documentation required
10 Warning! Freight forwarders will not accept goods without suppliers invoice and packing list. No documentation, no receipt of goods! The following process steps have been developed to ensure that all the required documentation is sent to the Supply Chain Team correctly so as to avoid any delays in payment for Suppliers. Area What action/s do You need to take? What is the FULL pack You need to send to our FF? Dispatch Documents All original documentation is to be delivered with the goods to the freight forwarder or sent via fax/email prior to delivery. In subject of e-mail include Supplier Name, Brand One copy of: Your commercial invoice Certificate of Origin Packing List Packing Declaration Factory Load Plan Fumigation Certificate (where required) Photosanitary Certificate (where required) Permits (where required) Whiskeys require “Age” certificate (where required) All Origins – Details of Document Receiving Process * New Zealand Suppliers - Express Bill of Lading is used in place of the usual Ocean Bill of Lading.
11 All Origins - Where You need to send the required documentation… The following email address’s are to be used as follows; Email – Commercial Documents As per the contact list in the Supplier Manual (or delivered with goods) Email – Accounts / Payments Queries OW International Accounts – firstname.lastname@example.org