Welcome. We re excited to introduce you to the new web-based Direct Supplier Portal - an important ingredient in our recipe for success!

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2 Welcome Over the past few years we have worked hard to deliver smarter stores that are more efficient and provide excellent availability to customers. Working with you, our direct store suppliers, is the next phase of that journey. We ve been cooking up something special for you that will facilitate clearer communication with less paperwork and make it even faster for us to do business together. We re excited to introduce you to the new web-based Direct Supplier Portal - an important ingredient in our recipe for success! This pack contains helpful information you ll need during the transition to our new way of working together. This includes an overview of when the system will be implemented, the steps you need to take to ensure a smooth transition and how you can get more support if you or your organisation require it. Inside this sleeve you will also find the Recipe for Success booklet containing step-by-step instructions for using the new Direct Supplier Portal including the ingredients and method to complete each task. Thanks again for your time and support. We look forward to working with you to ensure the transition is a tremendous success. Thank you, Ian McLeod Coles Managing Director Coles Direct Supplier Portal 2

3 What is the Direct Supplier Portal? The Direct Supplier Portal will enable you to retrieve orders and send invoices electronically in a simple and efficient manner. It looks similar to many tools that you may already use, such as , online banking or purchasing movie tickets. In the future, the Direct Supplier Portal will be your one stop shop, consolidating all the methods that you currently use to work with our stores. The great news is that there will be no charge to you for using the Direct Supplier Portal. Portals, electronic invoices and online training sound complicated! But you don t need to worry. Although the technology to make this happen is cutting edge, you shouldn t need any new equipment to use the Direct Supplier Portal (see Ingredients in the enclosed Recipe for Success booklet for more information). Greater Visibility More Efficient Less Paperwork Standardised Workflow Greener Coles Direct Supplier Portal 3

4 What do I use it for? In the future, the Direct Supplier Portal will be used to: Access all direct orders from Coles stores Adjust order quantities if you are unable to deliver the order in full Print Coles format delivery dockets to send with all orders Submit your invoices for payment Detailed steps on how to access and use the Direct Supplier Portal are included in the enclosed Recipe for Success booklet or at PLEASE NOTE If you currently fulfil any Flow Through, Pick and Pack or Cross Dock orders through GHPL Distribution Centres, those processes will be unaffected. The Direct Supplier Portal is for direct orders raised by stores. Coles Direct Supplier Portal 4

5 Why do we need it? Our vision is to minimise paperwork by using advancements in technology to efficiently process direct orders with our suppliers via one easy-to-use channel. These are just a few of the reasons why we need to introduce a new, more efficient way of working together: PROBLEM SOLUTION Every store and department ordering a different way - s, phone, fax, representatives Challenging to let stores know if items are not available, e.g. out of stock One way of ordering Ability to advise stores if items are not available Paper invoices slower to process Electronic invoices processed more efficiently Processes out-dated and heavily manual Automated and streamlined processes There are lots of benefits to you, including: One way of receiving orders No more lost paper invoices Ability to advise stores if items are not available, e.g. out of stock. Less time wasted on the phone to stores Less paperwork Coles Direct Supplier Portal 5

6 How is the transition being managed? To manage the impacts to our suppliers and stores, use of the Direct Supplier Portal and Direct Supplier Roster tool will be introduced in a phased approach, commencing in October 2011, and continuing through to the end of Using this approach ensures that we are able to transition smoothly, allowing time for us to provide plenty of support to the stores and suppliers who are transitioning at any given time. It also means that if you supply to more than one store across multiple regions, you may need to work in two ways during the transition: 1 2 use the new way of working with stores who have been transitioned and continue to use your existing process for orders and invoicing with stores who are yet to be transitioned We will keep you up to date and informed with plenty of notice regarding when each store that you supply will be impacted. All Coles stores and direct to store suppliers will be moved to the new Direct Supplier Portal by the end of Coles Direct Supplier Portal 6

7 Training & Support Preparing for Go-Live Since all direct suppliers must use the new process, Coles is providing training and support to help make the transition as easy as possible. This consists of: Supplier Information Sessions, including a demonstration of the Direct Supplier Portal and Direct Supplier Roster tool Step-by-step instructions for using the Direct Supplier Portal and Roster tool including both online tutorials and written instructions Online Help for the Direct Supplier Portal Online tutorials, printable training materials, guidelines, specifications, templates and frequently asked questions can all be found at Support During the lead up to going live, feel free to contact the Direct Store Deliveries project team at the following address for transition and training support: dsdproject@coles.com.au Coles Direct Supplier Portal 7

8 Support Once You re Live Once you have transitioned to using the Direct Supplier Portal, please contact the following Coles representatives for support: Direct Supplier Portal Queries ecommerce Support Can t log in? Error messages? Missing orders? Need help using the Portal? coles.ecommerce@coles.com.au Phone (Option 5) International (Option 5) Invoice & Account Payment Account Queries Group Issues with invoicing? Where s my payment? Claim queries? (A K suppliers) Account.QueriesGroup2@coles.com.au Phone Fax (L Z suppliers) Account.QueriesGroup4@coles.com.au Phone Fax Merchandise Support Category Manager Cost discrepancies? Item discrepancies? Ranging questions? Pack size? Call your Category Manager for assistance. supplierportal.coles.com.au > Quick Links > Merchandise Team Contact List Roster Queries Merchandise Data Control (MDC) Team Need help using Roster tool? Can t see the right account or store? DSDRosters@coles.com.au Phone or All Other Technical Queries Customer Service Centre Trouble accessing the Portal? Phone Remember You can reset or change your Direct Supplier Portal password using the buttons on the Portal login screen. You can also update your organisation s contact details if required using the Partner Configuration screen. Refer to the Recipe For Success Instruction Booklet, Online Tutorials and FAQs for details, all available at: Coles Direct Supplier Portal 8

9 Action List Preparation Tick as you go Participate in a Supplier Information Session in person or online at Use the Direct Supplier Roster tool to create your roster sets and assign to stores as per the rollout schedule Provide us with any information that we request from you in preparation for your transition Establish an internal process to check and collect Store Orders from the Direct Supplier Portal Complete short Online Tutorials and Quiz at Establish a process to ensure Coles Purchase Order Number (with V suffix) is visible on Delivery Dockets Ensure others in your organisation are up to speed, including accounts payable/receivable, delivery drivers, third party logistics partners, warehouse pick and pack team members Establish a process to save information from the Portal for your own records Use the Direct Supplier Portal link and login details you receive from us via to log in and view your first test order Once Live Tick as you go Start using the Direct Supplier Portal to view orders Stop accepting phone or fax orders from stores using DSD Action new orders as per your Roster as they will be deleted from the Portal after 21 days Deliver based on the rosters you have provided Ensure all drivers are aware they must remain at store delivery dock until order is fully receipted Update actual quantities supplied in Portal prior to invoicing Start using the Direct Supplier Portal to generate invoices Periodically reconcile accounts to monitor payments and claims Let us know if you need help or have questions (see Support - Once You re Live) Switch off any EDI (electronic invoices) for DSD Stores Coles Direct Supplier Portal 9

10 Notes Coles Direct Supplier Portal 10