Coles Credit Claim

Processing Coles Credit Claim

Before starting the process, preliminary data collection should be completed.

The shared google sheet file stores all data for credit claim processing. Best practice is to check the file every week to ensure that the data is up to date and follow-up on the missing payments.

Steps for Preliminary Data Gathering

1. Access the google sheet via this link: https://docs.google.com/spreadsheets/d/1sCS5hEYtx0Uliks_jNZy14sirpyFV6Ew/edit#gid=15679599

2. Click the sheet named Coles and you will see a table. The invoices with Claim Numbers are invoices that are partially paid and those without are unpaid invoices.

3. The data in this sheet came from two sources. Zoho Books (unpaid invoices) and Remittance (partially paid invoices) from Coles every Monday.

4. Partial Invoices are those with DXXXXXXX in the remittance. To collect the details, you have to locate the claim# via email as Coles sends a copy of the credit notes with this claim#. In searching via email, remove the letter D.

5. Important data in the credit adjusment document will be the Store Name, Invoice#, Invoice Date and Amount. Enter the details accordingly in the sheet.

6. Once sheet is filled out, gather PODs.

7. Local PODs are stored physically in the shop. Ask Bev and Steph to send scanned copies to you and collect them.

8. Interstate PODs come from Cool Couriers and Cool Fast.

9. Email Aron at aron@coolcouriers.com and CC the following sydbookins@coolcouriers.com, Natalia, and Amanda.

10. Email Cool Fast team at admin@coolfast.com.au and CC the following moe@coolfast.com.au, Natalia, and Amanda.

11. Once you have a copy of the POD, highlight the invoice in Darker Yellow tone to acknowledge that you have the POD. Store the POD in local drive for easier access.

12. Proceed to sending the credit claim. Steps below.

Steps in Processing Credit Claims for Coles

1. Access the Coles supplier portal https://www.supplierportal.coles.com.au/csp/wps/portal/web/Home 

2. Select Supplier Account Enquiries on the left hand side.

3. Fill out information as below. 'Your Details" should remain unchanged.

4. What does your enquiry relate to? Select Invoice query for Unpaid invoices and Select Claim query for partially paid invoices.

5. Follow the steps as per the screenshot below (please note the screenshot is for Invoice query, if you select Claim query, you will need to enter the Claim Number which should be the one that starts with "D").

6. Once submitted, Click on Submit and you should receive a confirmation that it is sumitted.

Steps for Reviewing if these are paid

After a week, check the invoices in Zoho Books and it shows as paid, change the colors to Green and put paid under Notes.