Loblaws Business Rules

Loblaws Business Rules & Policies
Important Information It is the supplier's responsibility to read and follow Loblaws business rules. As a courtesy to our clients, we have amassed a list of important rules and listed them below. We cannot list the entire repertoire of Loblaws supplier information because it can change and also because everything that the supplier needs to know is already listed on the SPS website. Loblaws expects that their suppliers will find and read all the information that is available to them. Faxinating is not responsible for errors incurred when the rules have not been followed and we will not give any credits for these errors. When creating an invoice, always revise your invoice before sending it. Faxinating will not give suppliers credits for invoices that were sent by error, invoices that contain invalid data, instructions that were not followed or other errors committed by the supplier. Suppliers must use valid and authorized two digit department numbers. Loblaws will reject invoices with invalid and/or unauthorized department numbers. Click here for more info on department numbers. Suppliers must use valid 5-digit store numbers. Please read over the information about store numbers here. Never resend an invoice unless you have been asked to do so by Loblaws or Faxinating or the invoice was rejected.. Never change the invoice number in any way. To resend an invoice, verify when the invoice was sent and advise Faxinating (between 8am and 4pm ET) before you resend. Loblaws invoices go out at 10am, 1pm, and 4pm so if the invoice has not gone out, we can stop it. We are not responsible for the invoice going out if you cannot reach us or we do not get your message before the deadline. If the invoice has already been transmitted to Loblaws, wait 24 hours to see if it gets rejected by Loblaws. If they reject it, you will receive an Administration Report ny email. If the invoice has been rejected, resend it after 24 hours has elapsed. Never resend an invoice that has been accepted by Loblaws.They will reject it as a duplicate and there are charges for these reports. When there are taxes on an invoice, our system grabs the registration numbers from your account. These would be the numbers that you put on your Loblaws registration form when you registered for our services. We send this information on your EDI invoice to Loblaws. These numbers must be identical to what you have registered with Loblaws or they will reject the invoice(s) for invalid tax numbers. Click here to see the format accepted by Loblaws. If you aren't sure what tax registration numbers Faxinating has, send us your taxes numbers by email BEFORE you submit an invoice. We will check and correct them if need be. Loblaws sends Administrative Reports (EDI 864) for bad invoice dates, invalid store/department numbers, totals not balancing, bad taxes, and many other errors. These rejections come from Loblaws finance/business department, not from their EDI department nor Faxinating. For info on these rejections and how to handle them, click here. The business rules below come from Loblaws and they must be followed. Faxinating has NO information about which UPC/Case codes or department or store numbers that you should be using. To avoid payment delays, all invoices should be sent within 30 days of the delivery date. All invoice rejections must be acted upon immediately and if requested by Loblaws must be resent through EDI. Please note that the supplier must wait at least 24 hours after their initial transmission to resend their corrected invoices. If seven days pass after receiving the merchandise, Loblaws' system will automatically pay the invoice if the invoice isn’t received (or doesn’t come through correctly) via EDI. There are charges associated with these error reports. Faxinating has no control over the sending of these reports and will not give any credits. To avoid receiving these reports, send your EDI invoices within 7 days of merchandise delivery. DSD invoices should always be dead net. Any charges or allowances (including freight) must be built into the cost of the product and must be approved by Loblaws. Get in touch with your Loblaws representative if you require information. All invoices for SAP stores require a PO number. Your invoice will be rejected by Loblaws if there is no PO number on it. GST/QST/HST and supplier numbers are mandatory and will be validated against SAP. To avoid error messages, ensure that the UOM is on the invoice line number and mandatory values for variable weight and the critical unit of measure are included and consistent on all documents. If unauthorized or DNO (do not order) products are sent to stores, the entire order will fail receipt. DSD suppliers, including those who sell flowers, newspapers and produce, must use proper registered 14-digit codes. If you do not have the registered codes, contact the Category Manager. There is no other contact for this. Loblaws EDI department does not have the codes and will not give out any other information. Loblaws accepts an invoice total discrepancy of $0.99 or less. DSD suppliers must use authorized two-digit department codes. Department numbers are not applicable in SAP and will not be populated as per Legacy practices. Expect a generic dept 62 to come through on all orders from SAP stores. Click here for information on department numbers. DSD suppliers must use 5-digit store numbers (all EDI store numbers need to be five digits. Example: store 934 is 00934 – two zeros are added at the beginning always). For a store number listing, send an email to cdm.sitesetup@loblaw.ca. Invoices cannot be dated more than 24 hours prior to delivery as they will be rejected. So if the delivery date is August 3, the invoice cannot be dated prior to August 2nd. Loblaws will only order in whole cases, KGs or LBs. Vendors cannot invoice half a case. If your items are taxable, include the taxes at both detail and summary levels. There are no exceptions. Loblaws will reject invoices where the invoice details do no match the invoice summary. Loblaws has more information that you can find on their SPS website. For information on how to access the website, click here.

Loblaws Business Rules & Policies

Important Information

It is the supplier's responsibility to read and follow Loblaws business rules. As a courtesy to our clients, we have amassed a list of important rules and listed them below. We cannot list the entire repertoire of Loblaws supplier information because it can change and also because everything that the supplier needs to know is already listed on the SPS website. Loblaws expects that their suppliers will find and read all the information that is available to them. Faxinating is not responsible for errors incurred when the rules have not been followed and we will not give any credits for these errors.
When creating an invoice, always revise your invoice before sending it. Faxinating will not give suppliers credits for invoices that were sent by error, invoices that contain invalid data, instructions that were not followed or other errors committed by the supplier.
Suppliers must use valid and authorized two digit department numbers. Loblaws will reject invoices with invalid and/or unauthorized department numbers. Click here for more info on department numbers.
Suppliers must use valid 5-digit store numbers. Please read over the information about store numbers here.
Never resend an invoice unless you have been asked to do so by Loblaws or Faxinating or the invoice was rejected.. Never change the invoice number in any way.
To resend an invoice, verify when the invoice was sent and advise Faxinating (between 8am and 4pm ET) before you resend. Loblaws invoices go out at 10am, 1pm, and 4pm so if the invoice has not gone out, we can stop it. We are not responsible for the invoice going out if you cannot reach us or we do not get your message before the deadline. If the invoice has already been transmitted to Loblaws, wait 24 hours to see if it gets rejected by Loblaws. If they reject it, you will receive an Administration Report ny email. If the invoice has been rejected, resend it after 24 hours has elapsed. Never resend an invoice that has been accepted by Loblaws.They will reject it as a duplicate and there are charges for these reports.
When there are taxes on an invoice, our system grabs the registration numbers from your account. These would be the numbers that you put on your Loblaws registration form when you registered for our services. We send this information on your EDI invoice to Loblaws. These numbers must be identical to what you have registered with Loblaws or they will reject the invoice(s) for invalid tax numbers. Click here to see the format accepted by Loblaws. If you aren't sure what tax registration numbers Faxinating has, send us your taxes numbers by email BEFORE you submit an invoice. We will check and correct them if need be.
Loblaws sends Administrative Reports (EDI 864) for bad invoice dates, invalid store/department numbers, totals not balancing, bad taxes, and many other errors. These rejections come from Loblaws finance/business department, not from their EDI department nor Faxinating. For info on these rejections and how to handle them, click here.
The business rules below come from Loblaws and they must be followed. Faxinating has NO information about which UPC/Case codes or department or store numbers that you should be using.

To avoid payment delays, all invoices should be sent within 30 days of the delivery date. All invoice rejections must be acted upon immediately and if requested by Loblaws must be resent through EDI. Please note that the supplier must wait at least 24 hours after their initial transmission to resend their corrected invoices.
If seven days pass after receiving the merchandise, Loblaws' system will automatically pay the invoice if the invoice isn’t received (or doesn’t come through correctly) via EDI. There are charges associated with these error reports. Faxinating has no control over the sending of these reports and will not give any credits. To avoid receiving these reports, send your EDI invoices within 7 days of merchandise delivery.
DSD invoices should always be dead net. Any charges or allowances (including freight) must be built into the cost of the product and must be approved by Loblaws. Get in touch with your Loblaws representative if you require information.
All invoices for SAP stores require a PO number. Your invoice will be rejected by Loblaws if there is no PO number on it.
GST/QST/HST and supplier numbers are mandatory and will be validated against SAP.
To avoid error messages, ensure that the UOM is on the invoice line number and mandatory values for variable weight and the critical unit of measure are included and consistent on all documents.
If unauthorized or DNO (do not order) products are sent to stores, the entire order will fail receipt.
DSD suppliers, including those who sell flowers, newspapers and produce, must use proper registered 14-digit codes. If you do not have the registered codes, contact the Category Manager. There is no other contact for this. Loblaws EDI department does not have the codes and will not give out any other information.
Loblaws accepts an invoice total discrepancy of $0.99 or less.
DSD suppliers must use authorized two-digit department codes. Department numbers are not applicable in SAP and will not be populated as per Legacy practices. Expect a generic dept 62 to come through on all orders from SAP stores. Click here for information on department numbers.
DSD suppliers must use 5-digit store numbers (all EDI store numbers need to be five digits. Example: store 934 is 00934 – two zeros are added at the beginning always). For a store number listing, send an email to cdm.sitesetup@loblaw.ca.
Invoices cannot be dated more than 24 hours prior to delivery as they will be rejected. So if the delivery date is August 3, the invoice cannot be dated prior to August 2nd.
Loblaws will only order in whole cases, KGs or LBs. Vendors cannot invoice half a case.
If your items are taxable, include the taxes at both detail and summary levels. There are no exceptions. Loblaws will reject invoices where the invoice details do no match the invoice summary.
Loblaws has more information that you can find on their SPS website. For information on how to access the website, click here.