Buying Administration
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Buying Administration

Business Reviews

Suppliers are required to participate in bi-annual business reviews with their relevant Category Manager (please note, this may occur more frequently as agreed to by both parties). Information presented during the business review should include the following:

  • Total market overview
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  • Supplier business overview
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  • Performance versus competitor performance
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  • Impacts and/or issues that may have affected the above.

The required standardised reporting format can be obtained from your Category Manager.

  Item Maintenance


All cost alterations, GTIN changes, packaging changes or pack size changes must be presented to the relevant Category Manager.

It is desirable for all new items, updated items and cost changes to be submitted via National Product Catalogue (for NPC Live Suppliers) or via the Coles New Item Form.

For clarification of when a GTIN should or should not be changed, please refer to the Guidelines for GTIN Changes document.

 

Promotional claim queries can be directed to Income Administration via email income.administration@coles.com.au. Detailed below are the requirements for each area. 

  GTIN Changes


Notifications of all GTIN changes are to be outlined in written communication to the relevant Category Manager with a minimum of 4 weeks’ notice. Once confirmation has been received, submit the Bar Code Verification Report and load the GTIN changes via NPC (for NPC Live suppliers) or by Coles New Item Form (CNIF) with a minimum of 4 weeks’ notice prior to the effective start date.

Packaging Changes
 

All packaging changes are to be outlined in written communication to the relevant Category Manager with a minimum of 4 weeks’ notice. If the pack dimensions or artwork changes, it is necessary to provide two final production samples of the product and a copy of the Bar Code Verification Report. Once confirmed, the Packaging changes are to be loaded via NPC (for NPC Live suppliers) or by Coles New Item Form (CNIF) with a minimum of 4 weeks’ notice prior to the effective start date.

Pack Size Changes
    

Coles is committed to providing Australian families with quality food that costs less. As a consequence it is incumbent on us to ensure that product prices reflect any change in pack size in order to maintain the value of our offer. For this reason we require that pack size reductions are accompanied by a pro-rata cost price reduction, which will be passed on to our customers.

In the event that the change has been instigated as an alternative to a cost price increase to offset rising commodity costs, then the alteration will be viewed in the same manner as a cost price increase, and will be subject to the validation process outlined on the Coles supplier portal (refer to above).

This requires that suppliers provide financial data to support the alteration, and provide 12 weeks’ notice to allow us to complete our assessment.


New Lines

  • Category Range Review
    As per the range review process all New Lines need to be negotiated and approved with the relevant Category Manager prior to submission to Coles. Once lines are approved they are to be loaded via NPC (for NPC Live suppliers) or by Coles New Item Form (CNIF) with a minimum of 18 weeks’ notice prior to the implementation date for the layout. The Range and Space team need samples of the product and it’s Shelf Friendly Packaging for dimensioning and imaging purposes. These must accompany the submission to the Category Manager.
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  • Interim and Range Updates (outside Category Range Review)
    Details of the New Line(s) are to be outlined in written communication to the relevant buyer at least 19 weeks prior to implementation date for the layout to allow for planning. Once approved the New Line(s) are to be loaded via NPC (for NPC Live suppliers) or by Coles New Item Form (CNIF) with a minimum of 18 weeks’ notice prior to the effective start date.

The Range and Space team need samples of the product and it’s Shelf Friendly Packaging for dimensioning and imaging purposes. These must reach the Category Manager at least 8 weeks prior to layout implementation start.

 

Coles Online
 

Products will not be listed for sale Online without a high quality image. There are several options for suppliers to submit product images and information to Coles Online either for a fee or via a free self-serve service

 

Paid Services

 

SKU Vantage
 

https://www.skulibrary.com

Creates, distributes & stores digital product content including images and product information.
For a cost Suppliers can subscribe to SKU Vantage who will manage their product content.
SKU Vantage provides a photography service.

 

GS1 Australia Smart Media
 

https://smartmedia.gs1au.org

Creates, distributes & stores digital product content including images and product information.
For a cost Suppliers can subscribe to GS1 Australia who will manage their product content.
GS1 Australia provides a photography service.

 

D Library
 

https://www.dlibrary.com.au

Creates, distributes & stores digital product content including images and product information.
For a cost Suppliers can subscribe to D Library who will manage their product content.
D Library provides a photography service.

 

Canopy
 

https://canopyapp.net

Creates, distributes & stores digital product content including images and product information.
For a cost Suppliers can subscribe to Wellcom’s Canopy who will manage their product content.
Wellcom provides a photography service.

   

Image Specifications
 

  • All images must be at least 300 pixels per inch at an image size of 3550 x 3550 pixels. Longest edge to be no less than 300mm. This size ensures one master image will suit all uses, from online through to large format point of sale.
  • Product imagery is to include both 2D and 3D contoured pack images as shown in the examples below to allow for layout variations when designing artwork.
  • RGB colour space must be used due to the larger colour gamut. This will suit all online requirements and allow for conversion to all CMYK colour profiles required for newsprint, magazine and sheet fed print work.
  • All images must be contoured and saved with a clipping turned on and named ‘Path 1”.
  • Reflections, creases, tears and other blemishes should be re-touched out to ensure a high quality standard of images is maintained.
  • Images must be saved to one of the following formats: psd, tiff, eps, png or first generation jpeg.
  • Files must be named as per the product barcode followed by .1 for 2D images and .2 for 3D images showing the left and front face of the product (e.g. barcode.1.tif or barcode.2.tif).
  • Illustrated imagery (rendered photography) must comply with all image specification standards that apply to photography.

Free Service

 

SkuView Portal
 

http://skuview.com.au

Suppliers can submit their own product content including images & product information. This is a free service but must be managed by suppliers.

 

Image Specifications     

  • Minimum 1000 x 1000 pixels
  • White Background
  • Front Pack Shot
  • 2D Image
  • The Product fills the canvas with 5-10 pixel border
  • Named as (Coles Sell ID).jpg
  • 300dpi Minimum
  • RGB Colour profile
  • .jpg Format

Please Note :

  • No product can be approved for sale online unless we have a product image to represent it.
  • On top of meeting Coles Online’s image specifications it is important to meet those of your selected image repository.
  • Images that fail to meet the specifications of the various libraries will be rejected in our download process and will not make it to Coles Online for processing.
  • It can take anywhere from 1-2 weeks from the point of submission for an image to appear on the Coles Online site; please allow time for this when submitting images.
  • Any image submitted via the SkuView Portal will be available for Coles Online & Digital Channel use only. These images cannot be used in Marketing or Catalogue.

 

Hero Images Online
 

If you are utilizing Hero Images please refer to the following document for a step by step guide to creation and submission methods. Hero Images on Coles Online.pdf
 

Promotional Claim Queries

 

All enquires relating to a promotional claim (Straight monies, promotional case deals) should be directed to Coles Income Administration department via email income.administration@coles.com.au. To ensure swift resolution of the query, please provide the following details:

  • the claim number
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  • the claim date
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  • the item details
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  • the promotion date
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  • any supporting documentation (E.g. Promotional program confirmation letter).

Claim queries relating to rebate payments or cost discrepancies are detailed in the 'Accounts Administration' section.

 

 

Instore Demonstrations

Click here to view the Demonstration Company Procedures.

 

The Demonstration Terms and Conditions require that all approved suppliers of demonstration services will have formal Food Safety program in place.

 

We require documented evidence that your company has a Food Safety Program in place for all demonstrations. The Food Safety Program will need to be audited and certified by an independent third party food safety auditor. A copy of the certificate will be required to enable a booking to be made.

 

Ongoing compliance with this requirement will be checked from time to time. If at any stage certification of your Food Safety Program is revoked you are required to notify us in writing.

 

To confirm acceptance of the Coles Supermarkets Demonstration Company policy, please sign and return a copy of the Terms and Conditions when submitting the Demonstration Booking form.

 

Please send all enquiries regarding in-store demonstrations to:
instoredemos@coles.com.au