Woolworths Credit Claim

Processing Woolworths 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 Woolworths and you will see a table with a list of all outstanding invoices, SOA means partially paid.

3. Gather the data from Zoho Books overdue receivables. In green box are SOAs and in red box are Unpaid invoices.

4. We need to gather 3 sets of documents, Invoice Copy, POD, and SOA for those with SOA status.

5. Invoice Copies are gathered from the Woolworths Axis Portal: https://axiscloudplatform.com/SupplierPortal/ and see the screenshot below to download the PDF copies. 

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

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

8. 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 with file name "POD XXXXXXX".

9. Gather SOA copies. Search for the invoice number via email. Select "STMY OF ADJMTS" then open the PDF and make sure to save the correct SOA document for the invoice. Sometimes it has 2 pages, so please save all pages necessary for the invoice. Save as "SOA XXXXXXX" in your local drive for easy access.

10. We are now ready to process the credit claim. Further steps below.

Steps for Processing Credit Claims for Woolworths

1. Access Woolworths Partner Hub via this link: https://partnerhub.woolworthsgroup.com.au/s/?t=1716513340325

2. Follow the screenshot below to create a new case for Payments.

3. There are two Types of Request namely, Payment Related Query and Quantity Claim Query.

4. Please follow steps below for Payment Related Query (Unpaid Invoices). Then you can add more lines under Detail Section to submit all Unpaid Invoices. GST Value - always "0".

5. Please follow steps below for Quantity Claim Query (SOA Invoices). Then you can add more lines under Detail Section to submit all SOA Invoices. GST Value - always "0".

*** TIP: Submit 1 Case for different types of claim request. 1 for Unpaid and 1 for SOA ***

6. Once submited you will be given a Case Number, add the details into the notes and include the date when the request was submitted.

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.