vendor invoicing handbook · 2019-01-02 · 7 foodstuffs north island - vendor invoicing handbook...

VENDOR INVOICING HANDBOOKor (HOW TO GET PAID IN FULL AND ON TIME)

2 Foodstuffs North Island - Vendor Invoicing Handbook

WORKING TOGETHER Foodstuffs North Island aims for an open and constructive relationship with all its vendors. This helps in good communication and will assist in ensuring all dues are settled in full and on time. With such a large business, systems and processes are a necessity to make sure we can get everything done effectively and efficiently – please help us by reading this document and making sure you understand what you need to do.If you do have any queries or issues we encourage you to come to us so we can work together to resolve them promptly.

How to use this documentThis document is a ‘clickable’ PDF. That means you can go to the contents and click on a topic you want further information about and you will be taken straight to that part of the document.

However we do recommended you read this document closely on receiving it – the information in here is important in ensuring you are paid in full and on time. Much of the information is complex and some of it is new. This document is designed to help you make any adjustments to your processes or documentation to meet FSNI’s requirements.

Important noteFSNI’s payment processes are automated. Please observe the FSNI requirements and protocols outlined in this handbook. Following these requirements will make sure your documents are processed automatically.

If your tax invoices, debit notes or credit notes do not process automatically, the system will reject them without further notification.


CONTENTSAN INTRODUCTION TO FOODSTUFFS NORTH ISLAND LIMITED (FSNI) 5Trading arrangements .............................................................................................................................................5FSNI stores operate under the following banners ...............................................................................................5Auckland Accounts Payable ...................................................................................................................................5Wellington Accounts Payable .................................................................................................................................5

DOCUMENTATION REQUIREMENTS 6Tax invoices, debit notes and credit notes ...........................................................................................................6Change of ownership and updating store numbers and other details .............................................................6Other requirements for tax invoices, debit notes and credit notes: .................................................................6What your tax invoice should look like ..................................................................................................................7

CONSOLIDATED INVOICES 8Consolidated invoices .............................................................................................................................................8File name ...................................................................................................................................................................8Consolidation invoicing period ..............................................................................................................................8Delivery of consolidated invoices ..........................................................................................................................8Qualification as a FSNI Consolidated Vendor ......................................................................................................8

HOW TO SEND YOUR DOCUMENTS 9Electronic Data Interchange (EDI) via Foodstuffs National eXchange ..............................................................9Courier or post .........................................................................................................................................................9Email ..........................................................................................................................................................................9Summary table for how to send tax invoices, debit notes and credit notes to FSNI .....................................10

PAYMENT 11Vendor payment terms ..........................................................................................................................................11Monthly payment terms ........................................................................................................................................11Weekly payment terms ..........................................................................................................................................11Payment method ....................................................................................................................................................14Changes to vendor payment terms .....................................................................................................................14Delays in receipt of tax invoices ...........................................................................................................................14Delays in payment ..................................................................................................................................................14FSNI charges to vendors .......................................................................................................................................14Offset of amount owing ........................................................................................................................................14


VENDOR STATEMENT (STATEMENTS) OF ACCOUNTS 15Requirements for statements ...............................................................................................................................15Delivery of statements ..........................................................................................................................................15Reconciliation to vendor statements ...................................................................................................................15What your statements should look like ...............................................................................................................16

REMITTANCE ADVICE 17

USEFUL CONTACTS 18

KEEPING YOUR CONTACT DETAILS UP TO DATE 19

ADDITIONAL INFORMATION 20What should I do if you haven’t processed my tax invoice, debit note or credit note? ................................20Promotional Invoices .............................................................................................................................................20Your account statement ........................................................................................................................................20Remittance advice .................................................................................................................................................20FSNI Invoices ..........................................................................................................................................................20Member listings .....................................................................................................................................................20Payment and other account queries ....................................................................................................................20Escalation of issues ................................................................................................................................................20One Vendor Account .............................................................................................................................................20Change of Ownership ...........................................................................................................................................20Foodstuffs South Island Limited (FSSI) ...............................................................................................................20

DEFINITIONS 21

APPENDIX 1: DETAILS OF DOCUMENT REQUIREMENTS 22Purchase order number or store number? .........................................................................................................22Purchase order numbers .......................................................................................................................................22Store number ..........................................................................................................................................................22Charge to/billing address .....................................................................................................................................23Delivery address for goods ..................................................................................................................................24

APPENDIX 2: PHYSICAL AND POSTAL ADDRESSES OF THE FSNI GROUP 25Upper North Island Distribution Centres and Support Centre........................................................................25Lower North Island Distribution Centres and Support Centre ........................................................................26Other companies within the FSNI Group............................................................................................................27Foodstuffs North Island Limited – Vendor Account Form ................................................................................28Foodstuffs North Island Limited – Vendor Contact Details .............................................................................29


AN INTRODUCTION TO FOODSTUFFS NORTH ISLAND LIMITED (FSNI)Foodstuffs North Island (FSNI) was formed as a result of a merger between Foodstuffs Auckland Limited and Foodstuffs (Wellington) Co-operative Society Ltd in September 2013.

One of FSNI’s goals is to create one simple, sustainable and transparent way of doing business. As part of that, FSNI is in the process of moving all financial transactional processing from the two legacy systems into one. FSNI has made significant progress since the merger and the work is scheduled to continue over the next couple of years. However there are still some instances when each legacy region does things in a different way – these will decrease over time.

FSNI is also rolling out SAP to all retail stores. This means that our systems are less forgiving of incomplete or inaccurate data and consistency of process has become increasingly important.

FSNI Accounts Payable functions are managed in both Auckland and Wellington.

Trading arrangements FSNI has three distinct types of trading arrangements with vendors:

Charge Through – goods or services bought via FSNI but delivered direct to FSNI stores, i.e. the relevant tax invoice is between the vendor and FSNI.

Distribution centres purchases – goods bought via FSNI and delivered to FSNI’s distribution centres.

Goods or services for internal consumption by FSNI Group – called non-stock within FSNI. These are goods and/or services purchased for internal consumption by FSNI, including all distribution centres and support centres.

Each of these trading arrangements has different payment requirements and processes which are outlined in this document.

FSNI stores operate under the following banners• Four Square

• Gilmours

• New World

• PAK’nSAVE

• Shoprite

• Toops

• Write Price

AUCKLAND ACCOUNTS PAYABLEProcess all tax invoices, debit notes and credit notes for delivery of goods to

• all stores in the upper and lower North Island (except Toops),

• Upper North Island (UNI) distribution centres,• all goods and services for internal

consumption by the FSNI Group (i.e. both the Auckland and Wellington support centres and all distribution centres).

WELLINGTON ACCOUNTS PAYABLE Process all tax invoices, debit notes and credit notes for delivery of goods to

• Lower North Island (LNI) distribution centres,• all Toops stores.

ALWAYS USE YOUR VENDOR NUMBERPlease include your FSNI vendor account number in ALL communication with FSNI, this includes when you leave a voice message. Including your vendor number helps us respond to you in the fastest and most efficient way.

Your vendor account number is shown on top of FSNI’s remittance advice. Please note in the lower North Island it is titled ‘Supplier’.


DOCUMENTATION REQUIREMENTSAll tax documents (invoices, debit notes and credit notes) must be legally compliant and contain all details needed to allow them to be process efficiently. FSNI’s other requirements are set out below.

All tax invoices, debit notes and credit notes must contain:• your vendor account number, (Typically an FSNI

vendor number for upper North Island vendors is a 7 digit number starting with 2. Lower North Island vendors usually have a 6 digit number, with some having a 4 or 5 digit number. )

• the words Tax Invoice, Debit Note or Credit Note;• your GST number;• a unique tax invoice, debit note or credit note

number or name;• a clearly visible total amount; • a charge to/bill to address;

• a delivery address for goods and

• either

– a purchase order number (PO) all POs provided by FSNI must be included. If you don’t include a PO for non-stock invoices you will not be paid, or

– a store number, or

– ideally both for SAP stores. As the roll out of SAP to our stores continues both purchase order numbers and store numbers will be required so it makes sense to get into the discipline of including both where possible. Click here for further information.

SAP STORES REQUIRE BOTH A PURCHASE ORDER NUMBER AND A STORE NUMBERStores who have moved to SAP require both a purchase order number and a store number. For a full list of stores currently using SAP please email [email protected]. Be aware this list is being updated regularly; we recommend you get a new list at least quarterly.

CHANGE OF OWNERSHIP AND UPDATING STORE NUMBERS AND OTHER DETAILSIt is a feature of FSNI that our stores regularly change ownership. With a change of ownership comes a change in information. We send information about ownership changes on a regular basis and ask you update your systems to reflect this updated information. This will make sure all invoices are processed and payments are made in accordance with agreed payment terms.

Invoices listing an incorrect store number may be rejected so we strongly encourage you to ensure your accounts reflect current store numbers at all times.

We also encourage vendors to regularly contact us for an updated store list – this list will include not only ownership detail but also which of our stores have moved to SAP. We recommend vendors do this once a quarter by emailing [email protected].

Tax invoice value Once a tax invoice has been issued to FSNI, you must not change the total invoice value. If the value is incorrect you should raise a credit note for the value of the invoice you issued and re-issue a new tax invoice for the correct value.

Other requirements for tax invoices, debit notes and credit notes: • Goods and services must reflect the details listed on the

purchase order.• Debit and credit transactions must not be included

in the same document. Please complete one document for debit transactions and a separate document for credit transactions.

• Please send only one tax invoice per purchase order for goods delivered to FSNI’s distribution centres or stores.

• The relevant FSNI customer claim number should be shown on all credit notes.

• Credit notes should not be issued as negative tax invoices.

• Invoices should only be dated and sent after physical delivery of the goods to FSNI.


TAX INVOICEABC Invoice Number 98765

ABC Company Ltd Invoice Date 01.01.2015

123 Abacus Drive Purchase Order No. 5500001234

Auckland 1234 Delivery Number 37000001

Delivery Date 01.01.2012

Phone No. 09 123 4567

GST No. 12-123-123 Contact Person Joe Bloggs

Bill to Deliver to

Accounts Payable Foodstuffs North Island Limited Vendor 2000001 DX Box CX15021 Auckland

New World Albany 615682 219 Don McKinnon Drive Albany

Product Code Product Description Quantity Unit of Measure Unit Price $ Amount $

12345 Jellybeans – Orange 1 Ea 10.00 10.00



Payment Terms Weekly

Bank Account: 12-3456-7891011-12

Net amount

GST

Total amount (NZD)

60.00

9.00

69.00

DO NOT RESEND ANY TAX INVOICE, DEBIT NOTE OR CREDIT NOTEIf you are unsure if FSNI has received your tax invoice, debit note or credit note please do not resend, instead contact our Accounts Payable team by email - [email protected].

Please only resend the document when our Accounts Payable team confirms a copy is required or specifically requests it. When duplicate documentation is received, the tax invoice, debit note or credit note is entered into the system twice and are blocked in the system. This will slow down the processing of your document.

Store number must be included if the goods have been delivered to a store

Address the goods are delivered to – store, distribution centre or support centre

Unique invoice number or name

Clearly visible total

Currency

If there is a purchase order for the transaction it must be included

Document description –tax invoice, debit note or credit note

GST number must be included in all documents

Vendor number must be included in the Charge to/Bill to address

Address to send the invoice to, depends on where the goods are delivered

WHAT YOUR TAX INVOICE SHOULD LOOK LIKE

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8 Foodstuffs North Island - Vendor Invoicing Handbook8

CONSOLIDATED INVOICES

Some of FSNI’s vendors qualify to send consolidated invoices. A consolidated invoice is a single document sent to FSNI, providing a summary of all transactions over a month-long period.

Consolidated invoices can only be used for goods or services purchased for internal consumption by FSNI (non-stock).

Consolidated invoices must: • include the words tax invoice, debit note or credit

note;• include a unique tax invoice, debit note or credit

note number or name;

• include a charge to/bill to address;

• include vendor name, address, contact details and GST number;

• provide a description of the goods or services supplied;

• include the FSNI cost centre, company code and general ledger code or identifier;

• provide a list of all individual transactions, with specific details of each individual transaction in Excel format, these details must include

– transaction date;

– names and/or location of the person the goods or services were supplied to;

– transaction amount;

• provide an amount for each transaction, a GST amount for each transaction and a total amount of all transactions for the consolidated invoice;

• provide the full name and position of the FSNI staff member who requested the goods or service so they can be contacted if there are any queries;

• not include charges for goods or services relating to a capital asset;

• invoice only in NZD.

FSNI can provide an Excel template to vendors who qualify to adopt this process.

File nameEach consolidated invoice name (i.e. the file name it is saved under) should include the vendor number, vendor name, date of the consolidated invoice and a unique consolidated invoice number or name;

e.g. 2345678 ABC Company Ltd, October 2015, 98765.

Consolidation Invoicing PeriodThe invoice should cover charges from the 26th day of the month to the 25th day of the following month, i.e., 26th July 2015 to 25th August 2015.

FSNI must receive the consolidated invoice within 2 working days following the invoice date, i.e. by the 27th day of the month.

Vendors must only submit one consolidated invoice for each invoicing period, i.e. should not send a consolidated account for each FSNI site or for each customer account in their system, unless specifically requested by FSNI.

Delivery of consolidated invoicesThe invoice should be sent to [email protected].

Qualification as a FSNI Consolidated VendorIf vendors wish to become an FSNI Consolidated Vendor they need to apply to the Shared Services team. If the application is successful, the vendor must then give an assurance they are confident they can meet all above requirements.

If you wish to apply please contact [email protected].

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HOW TO SEND YOUR DOCUMENTSThere are three ways you can send your documents to FSNI, dependent on the type of trading you carry out.

• Electronic data exchange (EDI)

• Courier or post

• Email

We strongly recommend - no matter what method you choose – that you send your tax invoices on a weekly basis.

PLEASE DO NOT RESEND ANY DOCUMENTS UNLESS SPECIFICALLY REQUESTED

If there are delays in the processing of your tax invoice, debit note or credit note please do not resend unless specifically requested to by FSNI’s Account Payable team.

Electronic Data Interchange (EDI) via Foodstuffs National eXchangeThis is FSNI’s preferred channel for all tax invoices, debit notes and credit notes relating to Charge Through (goods bought via FSNI but delivered direct to FSNI stores, purchase order numbers beginning with 45) and distribution centre purchases (goods bought via FSNI and delivered to FSNI’s distribution centres, purchase order numbers beginning with 47 or 49).

EDI is an electronic channel which helps us to process transactions in the fastest and most efficient way, ensuring payment in full and on time. Foodstuffs South Island is also part of the National eXchange.

Please note EDI is not email.

Vendors using this facility submit a tax invoice, debit note or credit note via an online portal and processing is automatic from then on.

Documents sent via EDI should not also be sent in paper or PDF form.

There is an initial set-up cost to enable use of the EDI facility but once operating there are no on-going costs. For further information on this option please refer to www.foodstuffs-exchange.co.nz.

Courier or postVendors involved in any type of trading with FSNI can send tax invoices, debit notes and credit notes via courier or post. FSNI recommends courier over post, as vendors can track their documents and delivery is generally quicker.

Requirements for posted or couriered tax invoices, debit notes and credit notes:• All documents must be printed (i.e. not hand written)

and easily readable.

• Each tax invoice, debit note or credit note must be a separate document on a separate page or pages.

• All documents must be at least A5 (half A4) size.

• Documents must not be joined to other documents i.e. no paper clips or staples.

EmailVendors can use email to send documents in only four circumstances -

• for goods and services to be consumed internally by all FSNI sites (purchase orders beginning with 55, sent to Auckland Accounts Payable [email protected]);

• for goods delivered to our lower North Island distribution centres for resale (sent to Wellington Accounts Payable, [email protected]);

• for goods delivered to Toops (sent to Wellington Accounts Payable, [email protected]);

• for consolidated tax invoices, for approved vendors only.

Requirements for emailed tax invoices, debit notes and credit notes:• All documents must be in PDF format.• Each PDF must contain only one tax invoice, debit

note or credit note which can be more than one page. You can attach more than one tax invoice, debit note or credit note to an email but each tax invoice, debit note or credit note must be an individual PDF.

• FSNI accepts only 10 tax invoices, debit notes or credit notes or fewer per payment cycle via email.

http://www.foodstuffs-exchange.co.nz

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Summary table for how to send tax invoices, debit notes and credit notes to FSNI

INVOICE TYPE CHANNEL WHERE TO SEND THE INVOICE ADDITIONAL INFORMATION

Charge Through, distribution centre purchases or purchase orders beginning with 47 or 49

EDI via FSNI’s National eXchange (not email)

FSNI eXchange This is FSNI’s preferred channel for sending tax invoices, debit notes and credit notes relating to Charge Through and distribution centre purchases (purchase orders beginning with 47 or 49). For further information www.foodstuffs-exchange.co.nz

Any Courier Accounts Payable Foodstuffs North Island Limited Vendor xxxxxxx (Vendor Account Number)* 60 Roma Road Mt Roskill Auckland 1440

Accounts Payable Foodstuffs North Island Limited Vendor xxxxxx (Vendor Account Number)** 57 Kiln Street Silverstream Upper Hutt 5019

FSNI recommends using a courier as you can track the document and delivery is generally quicker.

Any Post Auckland Accounts Payable, Foodstuffs North Island Limited Vendor xxxxxxx (Vendor Account Number)* DX Box CX15021 Auckland

Wellington Accounts Payable, Foodstuffs North Island Limited Vendor xxxxxx (Vendor Account Number)** PO Box 38 896 Wellington Mail Centre Lower Hutt 5045

Non stock or purchase orders beginning with orders beginning with 55

Email [email protected] Only for goods for internal consumption by all FSNI sites.

Goods for lower North Island distribution centres and Toops stores

Email [email protected] Only for goods for resale delivered to lower North Island distribution centres for resale or all good delivered to Toops.

Consolidated emails Email [email protected] For approved vendors only

*Your UNI Vendor Account Number is typically a 7 digit number, starting with a 2.

**Your LNI Vendor Account Number is a 4, 5 or 6 digit number.

Refer to page 23 for additional guidance on where to send your invoices.

http://www.foodstuffs-exchange.co.nz


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PAYMENTVENDOR PAYMENT TERMSGenerally FSNI vendors operate under one of two standard payment settlement terms.

These are:

• payable on a monthly basis, 2.5% discount, paid on the last working day of the following month; or

• payable on the first working day of the week, 3.75% discount, 22 to 28 days following invoice date.

Settlement discount forms part of the purchase price of the goods/service and is not a prompt payment discount.

The discounts are not usually applicable to vendors providing goods and services for internal consumption by FSNI.

We strongly recommend you send your tax invoices on a weekly basis no matter which payment terms you are on.

MONTHLY PAYMENT TERMS All tax invoices, debit notes and credit notes should be received by FSNI within 5 working days of the month following the date on the invoice, e.g.

• invoice date: Monday 1 May

• invoice should be received by FSNI no later than Friday 5 May

If you are unable to meet this deadline your payment may be delayed.

Payment timingPayment will be on the last working day of the month, following the month the tax invoice is dated (i.e. if the invoice is dated in May, payment will be on the last working day of June). Payment occurs every month, 4 – 8 weeks in arrears (depending on the date of your tax invoice, debit note or credit note).

See the table following for a visual representation of these arrangements.

WEEKLY PAYMENT TERMSAll tax invoices, debit notes and credit notes should be received by FSNI within 2 working days of the date on the invoice e.g.

• invoice date: Monday 1 May

• invoice should be received by FSNI no later than Wednesday 3 May

If you are unable to meet this deadline your payment may be delayed.

Payment timing Payment will be on first working day of the week, 21+ days after the submitted tax invoice date. Payment occurs every week, 3 weeks in arrears.

See the table following for a visual representation of these arrangements.


MONTHLY PAYMENT TERMS

Payment frequency: Monthly

Payment day: Last working day of the month following invoice date

Settlement discount rate: 2.5% (The discount is not usually applicable to vendors providing goods and services for internal consumption by FSNI.)

Min. number of days in arrears: 30 days (February 28 days)

Month One Month Two

Days and dates

S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Standard Week

Invoice/s can be

dated any time within this period

P

Last day of month Public Holiday Monday

Invoice/s can be


P

Public Holiday Friday

Invoice/s can be


P

Days and dates

M S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Last day of month Saturday or Sunday

Invoice/s can be


P

Invoice date

Weekend

Public holiday

P Day payment made by FSNI


WEEKLY PAYMENT TERMS

Payment frequency Weekly

Payment day First working day of the week

Settlement discount rate 3.75% (The discount is not usually applicable to vendors providing goods and services for internal consumption by FSNI.)

Min. number of days in arrears 22 days

Standard week Monday to Sunday

Calendar Day

M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13

Standard Weeks

Invoice/s can be dated any time

within this periodWeek 1

(7 days)Week 2

(14 days)Week 3 (21 days)

P

Public Holiday (Monday)*



(7 days)Week 2

(14 days)Week 3 (21 days)

P

Public Holiday (Friday)



(7 days)Week 2

(14 days)

Week 3

(21 days)

P

Invoice date

Weekend

Public holiday

P Day payment made by FSNI

*In weeks when a Public Holidays falls on Monday and Tuesday, payment will be made on the Wednesday.


Payment method

FSNI’s standard payment method is direct credit.

When setting up an account or requesting a change to where payment is made, vendors should provide FSNI with their bank account number together with one or more of the following to verify the details:

• a copy of the vendor’s bank deposit slip;

• details of the vendor’s bank account number on bank letterhead, showing the vendor’s legal or trading name.

FSNI must receive at least 14 working days’ notice of a change in the vendor’s bank account. Notification should be sent to the following three addresses - [email protected], [email protected] and [email protected].

Changes to vendor payment termsA vendor may change between the two standard payment terms once a calendar year. To initiate the change the vendor must complete the Vendor Account Form (available at the end of this handbook) and send to [email protected].

The Accounts Payable team will contact the vendor to discuss and agree on the start date of the new terms.

Delays in receipt of tax invoicesIf a tax invoice for delivery to a store is received by FSNI 60 days after the document date, FSNI may request a proof of delivery (POD) prior to processing the invoice.

Delays in paymentIf there are:

• delays in receiving the vendor’s tax invoice, debit note, credit note or statement;

• issues relating to receipt or quality of goods of services provided by the vendor;

• tax invoices, debit notes or credit notes which are not completed as described in this document;

then FSNI cannot guarantee payment on the due date and payment may be delayed until FSNI’s next scheduled payment run for the agreed payment settlement term.

FSNI charges to vendorsFSNI may raise invoices, debit notes and credit notes to vendors relating to promotional activities or the sale of goods. These invoices, debit notes and credit notes will be emailed to the accounts receivable address provided by the vendor. They will be deducted from/added to FSNI’s payment to the vendor.

They will be listed on the remittance advice as

• COOP - 4SQ

• COOP - GIL

• COOP - NW

• PROMOTION - GIL

• PROMOTION - NW

• SCAN BACK - NW

• WWP - 4SQ

Copies of these promotional invoices can be obtained by sending an email to [email protected].

Offset of amounts owing

FSNI may offset, combine, consolidate or merge amounts owed by FSNI to the vendor against any amount the vendor owes to FSNI, to any other member of the FSNI Group or a store.


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VENDOR STATEMENT (STATEMENTS) OF ACCOUNTS

FSNI requires vendors to provide statements. FSNI uses these statements to support the making of payments to vendors and to enable any issues to be identified and resolved promptly. If you provide statements which are not an accurate reflection of your current financial situation with FSNI this may well delay payment.

Requirements for statementsAll statements must contain:

• the vendor number, name and address;

• statement date;

• for each tax invoice, debit note and credit note listed on the statement the additional information must be included

– unique number or name;

– date issued and

– total value• total amount due.

Unpaid tax invoices, debit notes and credit notes should be listed on your statement in order of the unique tax invoice, debit note or credit note number or name.

Please send your statement of account in Excel format. The transactions included in the Excel sheet should total the same amount shown as shown on the statement.

Vendors must ensure all FSNI payments are promptly and accurately reflected on statements, i.e. statements should only list current transactions due for payment.

Delivery of statements• Please send statements by email only.

• For goods delivered to all stores and UNI distribution centres, and all goods and services for internal consumption at FSNI distribution centres and support centres please use the email address [email protected].

• For goods delivered to LNI distribution centres for resale and all goods for Toops please use the email address [email protected]

• Statement email subject line must include:

◦ vendor’s number and trading name;

◦ statement date and

◦ total amount due; e.g. 2000111 ABC Company, Stmt 31.05.2015, $1.00.

• Please send your statement in alignment with your agreed payment cycle, i.e. weekly or monthly.

PAYMENT CYCLE

TIMEFRAME

Monthly Within 5 working days following the date of the statement.

Weekly Within the first two working days of each week

Reconciliation to vendor statementsIf there is a discrepancy between any of the tax invoices, debit notes and credit notes received and the information provided on the statement, FSNI may not make the payment for these transactions until the variance is resolved.

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WHAT YOUR STATEMENTS SHOULD LOOK LIKE Excel statement

01.01.2015 98765 Invoice 69.00

15.02.2015 102344 Invoice 25.00

18.02.2015 102359 Invoice 30.00

19.02.2015 559469 Credit Note -39.00

85.00

PDF statement PDF is only an option for those vendors who are unable to create statements in Excel.

STATEMENT ABC ABC Company Ltd 123 Abacus Drive Auckland 1234

Phone No. 09 123 4567

Statement as at 31.03.2015

Accounts Payable Foodstuffs North Island Limited Vendor 2000001 DX Box CX15021 Auckland

Date Reference number Type Amount $

01.01.2012 98765 Invoice 69.00

15.02.2012 102344 Invoice 25.00

18.02.2012 102359 Invoice 30.00

18.02.2012 102359 Credit Note -39.00

Payment Terms: Weekly Bank Account: 12-3456-7891011-12

Total amount owing 85.00

Vendor number must be included

Individual invoice, debit note or credit note dates

Unique invoice, debit note or credit note name or numbers

Statement date


Individual invoice, debit note or credit note totals


REMITTANCE ADVICEAfter FSNI has made the payment, a remittance advice will be sent to an email address - supplied by the vendor - for the vendor’s accounts receivable team, advising the transactions included in the payment, the payment amount, payment date and the bank account the payment will be direct credited to. FSNI recommend that the Vendor provides a generic accounts receivable address rather than an email address for an individual

Please note the remittance advice does not show any special characters (/, -, _) or leading zeros included on your tax invoices, debit notes and credit notes references.

FSNI will also send a TXT file, which can be saved and opened with Excel.


USEFUL CONTACTS Please include your FSNI vendor account number in ALL communication with FSNI. Including your vendor number helps us respond to you in the fastest and most efficient way.

CONTENT AUCKLAND ACCOUNTS PAYABLE

WELLINGTON ACCOUNTS PAYABLE

For tax invoices, debit notes and credit notes for goods and services to be consumed internally by all FSNI sites (purchase order beginning with 55). All other tax invoices, debit notes and credit notes must be submitted via Foodstuffs eXchange or by courier or post.

[email protected] Not applicable

For tax invoices, debit notes and credit notes for goods for resale delivered to lower North Island distribution centres and Toops stores. All other tax invoices, debit notes and credit notes must be submitted via Foodstuffs eXchange or by courier or post.

Not applicable [email protected]

Consolidated invoices [email protected] Not applicable

For statements for goods delivered to all stores, upper North Island distribution centres goods and services to be consumed internally by all FSNI sites.

[email protected] Not applicable

For statements for goods for resale delivered to lower North Island distribution centres and Toops stores.

Not applicable [email protected]

Accounts Payable queries [email protected]

Promotional invoice queries and copies [email protected]

FSNI Distribution Centre Claims Relevant buyer

FSNI sundry invoice or credit note [email protected]

Store listings i.e. store number, address, owner/operator name etc.

[email protected]



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USEFUL CONTACTS (cont)

CONTENT AUCKLAND ACCOUNTS PAYABLE

Changes to your business’ details and/or contacts

[email protected]

List of stores using SAP [email protected]

Foodstuffs National eXchange/EDI [email protected]

For all other queries Accounts Payable Manager

Changes to Payment Terms [email protected]

CONTENT FOODSTUFFS SOUTH ISLAND (FSSI) PLEASE NOTE FSSI IS A SEPARATE ORGANISATION AND ALL QUERIES MUST

BE ADDRESSED DIRECTLY TO FSSI STAFF

Charge Through tax invoices, debit notes or credit note (tax invoices for stores located in the South Island)

[email protected]

Distribution centres [email protected]

Support centres [email protected]

KEEPING YOUR CONTACT DETAILS UP TO DATEPlease let us know any changes to your staff and/or contact details so we can keep sending the right information to the right place.

FSNI’s Vendor Contact Details form is included in the appendix of this document or can be requested by sending an email to [email protected].



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ADDITIONAL INFORMATIONWhat should I do if you haven’t processed my tax invoice, debit note or credit note?If you are unsure if FSNI has received your tax invoice, debit note or credit note please do not resend, instead contact our FSNI Accounts Payable team by email. When duplicate documentation is received the tax invoice, debit note or credit note is entered into the system twice and is recorded as an error. This will slow down the processing of your document(s).

Promotional InvoicesIf you require additional information in relation to promotional charges (e.g. scan backs, warehouse withdrawals, co-op charges etc.) please send an email to [email protected]. As with all communication with FSNI please include your vendor account number, and in this case you will also need to include the FSNI invoice(s) number.

Your account statementFor goods delivered to all stores, upper North Island distributions centres, both the Auckland and Wellington support centres and goods or services for internal consumption at any FSNI site please use the email address [email protected]. For goods for resale delivered to LNI distribution centres and Toops please use the email address [email protected].

Remittance advicePlease use the remittance advice sent to you to allocate our payment. If you are not receiving payment remittances please send an email to [email protected] advising them of the email address the payment remittances should be sent to. Please note that only one email address can be nominated.

FSNI InvoicesIf you are not receiving your FSNI invoices for promotional charges please advise [email protected] of the email address these invoices should be sent to.

Member listingsMember listings will be circulated whenever there is a change in store ownership. You can obtain a current store listing document – with all store numbers and other details (including if they are using SAP) – from [email protected].

Payment and other account queriesIf you have other queries relating to the payment of your account or any other general queries please send them to [email protected]. Please don’t forget to include your vendor account number.

Escalation of issuesIf your queries are not addressed on a timely basis, please contact either the

• Accounts Payable Manager, or

• Financial Shared Services Manager

One Vendor AccountFSNI’s policy is to have one vendor account for each trading partner. This provides simplicity and supports effective management of the accounts. There are specific circumstances where more than one account will be created and requires approval from FSNI’s Senior Management.

Change of OwnershipIf you sell or effectively change all of the following for your company;

• GST number

• Company number

• Bank Account number

FSNI will require a new vendor account to be created before trading can commence with the new company (entity). The new company (entity) must submit all relevant forms included in the FSNI Supplier/Vendor pack to initiate a new Vendor account. It is recommended that all forms are submitted to FSNI’s category team at least six weeks prior to the effective date of the changes.

Foodstuffs South Island Limited (FSSI)FSSI is a sister company of FSNI. All transactions relating to FSSI are processed by them. Any queries relating to their accounts should be directly to their accounts payable team.

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DEFINITIONSFSNI has three distinct types of trading arrangements with vendors:

• Charge Through • Distribution centre purchases• Goods or services for internal consumption by

FSNI Group

Charge Through - goods bought via FSNI but delivered direct to FSNI stores, i.e. the relevant tax invoice is between the vendor and FSNI. FSNI pays the vendor in accordance with this document and agreed payment terms. FSNI then invoices the relevant store for the goods and/or services. In this case FSNI acts as the principal party in the transaction defined above, i.e. FSNI buys and sells the goods and services.

Distribution centres purchases – goods bought via FSNI and delivered to FSNI’s distribution centres.

Goods or services for internal consumption by FSNI Group – called non-stock within FSNI. These are goods and/or services purchased by a FSNI customer for use by a FSNI customer – i.e. for consumption, not resale.

FSNI customer - The member of the FSNI Group, or an FSNI store, that the vendor delivers goods and/or services to.

eCommerce - Transactions which are processed electronically via the Foodstuffs’ National eXchange. These include Purchase Orders (PO), Advanced Shipping Notifications (ASN), tax invoices, debit notes, credit notes and product data GTNI (Global Trade Item Number).

Lower North Island (LNI) - south of Turangi in the North Island

Paper documents - These are printed documents, which can be physically handled and include tax invoices, debit notes and credit notes.

Proof of Deliveries (POD) - A delivery docket or similar document that is signed by the FSNI customer when goods or services are received. This document is retained by the vendor to provide evidence goods were delivered.

Purchase Order (PO) - A commercial document issued by FSNI, indicating description, quantities and agreed prices for goods to be delivered to an FSNI customer.

Upper North Island (UNI) - north of Turangi in the North Island

Working day - includes Monday to Friday but excludes national public holidays. It may include regional holidays where an FSNI store is located.


Store number

1. Store numbers must be included for all goods and services delivered directly to our stores and charged to FSNI.

Upper North Island stores (formerly Foodstuffs Auckland) have a 6 digit number (there should only be numbers, please remove any letters or characters). In order for this to be processed by our automated system please ensure there are at least four (4) spaces on either side of the 6 digit number, e.g.:

Deliver to:

Gilmours North Shore 615678 37 Constellation Drive Mairangi Bay

or

Deliver to:

Gilmours North Shore 615678 37 Constellation Drive Mairangi Bay

Most lower North Island stores (formerly Foodstuffs Wellington) have a 4 digit number preceded immediately by FM#; there are no spaces between the letters, hash (#) or numbers. In order for this to be processed by our automated system please ensure there are at least four (4) spaces on either side of the store code, e.g.:

Deliver to:

New World Carterton FM#2106 60 High Street South Carterton

or

Deliver to:

New World Carterton FM#2106 60 High Street South Carterton

In time all lower North Island stores will move to a 6 digit store number. Please be aware that for the next few years there will be an increasing number of lower North Island stores moving to a 6 digit store number.

Purchase order number or store number? Ideally you should include both of these numbers whenever possible, whether required or not. As the roll out of SAP to stores continues both purchase order numbers and store numbers will be required so it makes sense to get into the discipline of including both where possible.

Below are the current requirements.

Purchase order numbers

1. If you have a purchase order it must be included in all related tax invoices, debit notes and related credit notes.

2. For our stores using SAP a purchase order number must be included on all tax invoices, debit notes or related credit notes. For a full list of stores currently using SAP please email [email protected].

Our SAP purchase order numbers are typically 10 digits long, with no letters or spaces. They begin with 45, 49 or 55. Please ensure there are at least two spaces between the words Purchase Order or PO and the PO number.

APPENDIX 1: DETAILS OF DOCUMENT REQUIREMENTS


Charge to/bill to address

Charge to/bill to address details must be clearly shown in all tax invoices, debit notes and credit notes.

You can work out what the charge to/bill to address is by where the goods have been delivered. This is outlined in the table below. Vendors must clearly show the name and address of the account, i.e. the “charge to” or “billed to” party.

Please include your vendor account number within the address as shown below.

Courier address for your FSNI account (Auckland Accounts Payable): i.e. for goods delivered to

• all stores (except Toops),

• upper North Island distribution centres;• goods and services for internal consumption by FSNI

distribution centres and support centres.

Accounts Payable Foodstuffs North Island Limited Vendor xxxxxxx (Vendor Account Number)* 60 Roma Road Mt Roskill Auckland 1440

Postal address for your FSNI account (Auckland Accounts Payable): i.e. for goods delivered to

• all stores (except Toops),

• upper North Island distribution centres;• goods and services for internal consumption by FSNI

distribution centres and support centres.

Accounts Payable Foodstuffs North Island Limited Vendor xxxxxxx (Vendor Account Number)* DX Box CX15021 Auckland

Courier address for your Wellington Accounts Payable account: i.e. for goods delivered to

• lower North Island distribution centres (for resale);

• all Toops stores.

Accounts Payable Foodstuffs North Island Limited Vendor xxxxxx (Vendor Account Number)** 57 Kiln Street Silverstream Upper Hutt 5019

Postal address for your Wellington Accounts Payable account: i.e. for goods delivered to

• lower North Island distribution centres (for resale);

• all Toops stores.

Accounts Payable Foodstuffs North Island Limited Vendor xxxxxxx (Vendor Account Number)** PO Box 38 896 Wellington Mail Centre Lower Hutt 5045

*Your UNI Vendor Account Number is typically a 7 digit number, starting with a 2. **Your LNI Vendor Account Number is a 4, 5 or 6 digit number.


Delivery address for goodsThe delivery address for the goods must also be clearly shown in all tax invoices. The table below explains what information needs to be included.

DELIVERY TO A FSNI DISTRIBUTION CENTRE OR SUPPORT CENTRE

FSNI – Distribution Centre – Mt Roskill Foodstuffs North Island Limited 60 Roma Road, Mount Roskill Auckland 1041

Foodstuffs (Auckland) Seafood Limited Foodstuffs North Island Limited 11 Madden Street Freemans Bay, Auckland

FSNI – Auckland Support Centre Foodstuffs North Island Limited 60 Roma Road, Mount Roskill Auckland 1041

FSNI – Wellington Support Centre Foodstuffs North Island Limited 57 Kiln Street, Silverstream Upper Hutt 5019

FSNI – Distribution Centre – CTD (Nesdale) Foodstuffs North Island Limited 232 Cavendish Drive Manukau City 2103

Route and Retail Distribution Limited Foodstuffs North Island Limited Roma Road Mt Roskill 1041

FSNI – Distribution Centre – Rotorua Foodstuffs North Island Limited 6-18 Fairy Springs Road Rotorua 3015

FSNI – Distribution Centre – Palmerston North Roberts Line Distribution Centre 703 Roberts Line Palmerston North 4414

Foodstuffs Fresh (Auckland) Limited 81 Pavilion Drive Mangere 2015

FSNI Coldstore Mihaere Drive Coldstore 78 Mihaere Drive Palmerston North 4414

DELIVERY TO A FSNI STORE

A full list of all FSNI stores is available from [email protected].

For all deliveries to an FSNI store vendors must include:

• the trading name of the store,

• the physical delivery address and

• the FSNI store number.

See below for an example.

Upper North Island store (north of Turangi)Deliver to: Gilmours North Shore 615678 37 Constellation Drive Mairangi Bay

Lower North Island store (south of Turangi)Deliver to: New World Carterton FM#2106 60 High Street South Carterton



APPENDIX 2: PHYSICAL AND POSTAL ADDRESSES OF THE FSNI GROUP

UPPER NORTH ISLAND DISTRIBUTION CENTRES AND SUPPORT CENTRE

LOCATION NAME DELIVERY ADDRESS POSTAL ADDRESS

FSNI Distribution Centre – Mt Roskill Auckland Support Centre

Foodstuffs North Island Limited 60 Roma Road Mount Roskill Auckland 1041

Foodstuffs North Island Limited DX Box CX15021 Auckland

FSNI Distribution Centre – CTD (Nesdale)

Foodstuffs North Island Limited 232 Cavendish Drive Manukau City 2103


FSNI Distribution Centre – Rotorua

Foodstuffs North Island Limited 6-18 Fairy Springs Road Rotorua 3015


Foodstuffs Fresh Limited Foodstuffs Fresh Limited 81 Pavilion Drive Mangere 2015


Foodstuffs Seafood Limited Foodstuffs North Island Limited 11 Madden Street Freemans Bay

Sandford Limited DX Box CX 10231 Auckland

Route and Retail Distribution Limited

Foodstuffs North Island Limited Roma Road Mt Roskill



APPENDIX 2: PHYSICAL AND POSTAL ADDRESSES OF THE FSNI GROUP (cont)

LOWER NORTH ISLAND DISTRIBUTION CENTRES AND SUPPORT CENTRE


FSNI Wellington Support Centre

Foodstuffs North Island Limited 57 Kiln Street Silverstream Upper Hutt 5019


Distribution Centre – Palmerston North

Roberts Line Distribution Centre 703 Roberts Line Palmerston North 4414

Foodstuffs North Island Limited PO Box 38896 Wellington Mail Centre Lower Hutt 5045

Mihaere Drive – Coldstore 78 Mihaere Drive Palmerston North 4414


LOWER NORTH ISLAND TOOPS BRANCHES


Toops – Wellington 11 McCormack Place Ngauranga



OTHER COMPANIES WITHIN THE FSNI GROUP


AF Logistics Limited Foodstuffs (Wellington) 57 Kiln Street Silverstream Upper Hutt 5019


Foodstuffs North Island Limited Systems & Technology Leasing Limited



Merchant Property Management Limited



Route and Retail Distribution Limited



The National Trading Company of New Zealand Limited



Foodstuffs Inbound Limited Foodstuffs North Island Limited 60 Roma Road Mount Roskill Auckland 1041


Foodstuffs Properties (Wellington) Limited




FOODSTUFFS NORTH ISLAND LIMITED – VENDOR ACCOUNT FORM

VENDOR DETAILS

Trading name

Legal name Company no.

Physical address Street number and name Level

Suburb / RD number

Town / City Postal code

Country

Postal address

(if different to

above)

PO Box / Private Bag no.

Suburb


Country

Contact details Phone number Fax number

Email or web address

GST numberInvoicing Currency, e.g. NZD, AUD Copies of a tax invoice and a credit

note must be attached

Business activity

LOCAL (NEW ZEALAND) VENDOR BANK ACCOUNT DETAILS Bank Account number Deposit slip must be supplied as

verification of detailsBank & Branch Account Number Suffix

INTERNATIONAL VENDOR BANK ACCOUNT DETAILSBank Address Swift Code

State Country Short Code

PAYMENT TERMS ✔ PAYMENT

FREQUENCYDISC % DESCRIPTION

Goods for resale (Charge Through or Distribution Centre)

Monthly 2.50 Tax invoices paid on the last working day of the following month 9025

Weekly 3.75• Tax invoices paid 22 to 28 days following invoice date

• Payments will be processed on the first working day of the week.0509

Other – to be agreed by FSNI General Manager and Chief Financial Officer

Goods or services for consumption by FSNI Group

Monthly 0.00 Tax invoices paid on the last working day of the following month 9000

Weekly 0.00

• Tax invoices paid 22 to 28 days following invoice date (applicable for

contractors and professional services only)

• Payments will be processed on the first working day of the week.0508

By signing this form, the FSNI Vendor acknowledges and accepts these terms and conditions and agree to comply with the Foodstuffs Ltd Compliance Approved Vendor Documentation.

Vendors Authorised Representative’s name Signature

Position Date

Please forward this form and the completed Contacts form to your Relationship Manager, e.g. FSNI Category Manager

FSNI OFFICE USE ONLY

Authorising Personnel Name Signature

Group company name Date

Vendor number SAP Other Clerk no.


FOODSTUFFS NORTH ISLAND LIMITED – VENDOR CONTACT DETAILS

MANAGING DIRECTOR 02

Contact name Mr Mrs Ms Miss Telephone no.

Position Fax no.

Email address Mobile

DIRECTOR 1 03


Position Fax no.


DIRECTOR 2 03


Position Fax no.


NATIONAL ACCOUNT MANAGER 09


Position Fax no.


REGIONAL ACCOUNTS MANAGER 09


Position Fax no.


SENIOR FINANCIAL OFFICER (CFO, FINANCIAL CONTROLLER, BUSINESS MANAGER ETC) 12


Position Fax no.


VENDOR DETAILS

Trading name Vendor no.

Legal name Company no.

Physical address Street number and name Level

Suburb / RD number


Country

Postal address

(if different to above)

PO Box / Private Bag no.

Suburb


Country

Email or web address


FOODSTUFFS NORTH ISLAND LIMITED – VENDOR CONTACT DETAILS

PROCUREMENT (PURCHASE ORDERS) 07


Position Fax no.


PROMOTIONS 14


Position Fax no.


CUSTOMER SERVICES (CREDIT NOTE REQUESTS, CLAIMS, POD REQUESTS) 06


Position Fax no.


DELIVERY DISCREPANCIES (IF NOT CUSTOMER SERVICES) 10


Position Fax no.


ACCOUNTS RECEIVABLE (TAX INVOICE QUERIES, PAYMENT REMITTANCES) 05


Position Fax no.


ACCOUNTS PAYABLE (FOR PAYMENT OF PROMOTIONAL INVOICES ETC) 04


Position Fax no.


eCOMMERCE CONTACT 04


Position Fax no.


DEBTOR (CUSTOMER) (PERSON OR TEAM WHO SHOULD RECEIVE MASTER DATA CHANGES (MEMBER STORE CHANGES) ) 11


Position Fax no.


GILMOURS BUYERS GUIDE (PERSON WHO SHOULD RECEIVE GILMOURS BUYERS GUIDE) 01


Position Fax no.
