Requirements for Invoicing Coop Denmark

Basic requirements

Coop Denmark is in the process of updating and replacing our core IT systems. Most Purchasing-Categories were transferred to our new SAP system between 2019-2022. By the end of October 2022, all Purchasing-Categories were transferred to the new SAP system.

In general, invoices must still fulfill the basic requirements for an invoice, as stated by these guidelines issued by the Ministry of Taxes. Read more her (it is in danish).

Coop Denmark is responsible for the managing of invoices and payments on behalf of the independent legal entities, for further explanation on what this means, click here or read on. Furthermore, Coop Denmark has unique requirements for invoices that must be fulfilled. These requirements can be different, depending on the type of invoice sent. These requirements are explained in the next section, under the title “Types of Invoices”. Click here to find a complete list of requirements for all invoices here.

We request that you only send one invoice per order, which means that it is not possible to deliver goods to individual stores/warehouses and then send an invoice that includes several delivery locations.

Types of Invoices

Due to our transition to SAP, Purchase Orders will now be sent by both Coop Denmark A/S, and by the Independent Cooperative Societies. Therefore, invoices must be issued to the Legal Entity that sent the order, otherwise the invoices will be rejected. Should a rejection of an invoice occur, you will receive an e-mail with an explanation. Afterwards we would kindly request that you correct and re-send the rejected invoice. Remember to book the rejected invoice internally. If you do not receive e-mails regarding rejected invoices, we would like to kindly request that you contact our Vendor Master Data department at levkartotek@coop.dk.

If we find an error with an invoice regarding incorrect amount(s), or an issue with the price(s), we will issue a corrective document to ensure a timely payment. We would therefore request that you do not issue a credit note for the difference, as the corrective document issued by either Coop Denmark, or the Independent Cooperative Societies will reconcile the error as needed. This corrective document is called a “Short Pay” document. If you do not receive e-mails regarding corrective documents from Coop Denmark, please contact our Vendor Master Data department at levkartotek@coop.dk.

Invoicing Goods via PDF

Invoices should contain the necessary information required by the relevant guidelines for international trade.

Furthermore, we require the following information be clearly noted on the invoice:

  • The 10-digit Purchase Order Number (which currently starts with 45xxxxxxxx), which you have received from Coop Denmark.
  • The VAT-number for the Purchasing Party. Which is the legal entity that is responsible for the purchase, and which is visible on our order sent to you. (For further information on Legal Entities, see the last section of this document here.)

PDF invoices should be sent to invoice@coop.dk.

Invoicing via the EDI System

Invoices should contain the necessary information required by the relevant guidelines for international trade.

  • The 10-digit Purchase Order Number (which currently starts with 45xxxxxxxx), which you have received from Coop Denmark.
  • Invoices should be sent in the UNB-segment to Coops main GLN, which is
  • The Legal Entity should be noted via it’s GLN in the NAD+BY segment. This means the Legal Entity responsible for the purchase, and which is visible on our order sent to you.
  • The Delivery Party should be noted via it’s GLN in the NAD+DP segment.

Please note that the PIA-segment under LIN is no longer used (supplemental goods description). Information in the PIA-segment will be ignored, and Coop expects a GTIN-number in the LIN-segment.

It is extremely important that the invoices meet the current EDI-guidelines Otherwise, the invoice will be rejected.

Below is an example of the EDI-segment for our store, “Dagli’ Brugsen Gundsømagle”, where the Legal Entity that owns the store is “Jyllinge Cooperative Society” (Jyllinge Brugsforening in the original Danish):

You can find the list of GLN you can use, here.

Invoicing Services for our Stores

Invoices should contain the necessary information required by the relevant guidelines for international trade.

It is important to issue the invoice to the individual store. To ensure quick processing of your invoice, you need to enter the 10-digit cost center on invoice. It must always be entered on the invoice. "CC" must always be entered in front of the stores cost center (example CC1000000000). The cost center should be entered in the field: "Your reference" or "Att.".

See the updated list of the stores cost centers here. (You must use Chrome as your browser).

Invoicing via PDF must be sent via e-mail to faktura@coop.dk.

If you invoice via OIO, read the instructions under the section "Invoicing via EAN/OIO".

Invoicing Services for our Main Office

Invoices should contain the necessary information required by the relevant guidelines for international trade.

To ensure timely processing of your invoice, you must note the e-mail address of the person or department responsible for sending the order. The e-mail address can be used in the field: “Your reference:” or “Att:”.

Invoicing via PDF files should be sent by mail to faktura@coop.dk.

If you invoice via EAN/OIO, please read the guidelines in the next section.  

Invoicing via EAN/OIO

Invoices should contain the necessary information required by the relevant guidelines for international trade.

When invoicing electronically via the OIO system, the same standards apply as when you send us a standard PDF invoice. These guidelines can be found here. When you send invoices via EAN/OIO, remember to issue the invoice to the correct GLN og to note the correct reference ID. There are two types:

  1. Cost Center – to be used if you are dealing directly with a store. You can find a list of Legal Entities, which are responsible for the cost centers, here. (It is recommended that you use Google Chrome as your browser.)
  2. E-mail addresses – Typically used when you are dealing directly with the Head Office. The e-mail address must belong to the person responsible for approving the invoice here at Coop.

Please use the following EAN-number when sending invoices to COOP: EAN: 5790000102600.

If an invoice is not issued correctly, we will automatically send you a mail with a link where the information can be corrected.

In the convertings file you can see which kardex corresponds to which cost center and which CVR number (legal entity) it belongs to. You can see the list here.

Invoicing via Internal Orders (IO no.)

Invoices should contain the necessary information required by the relevant guidelines for international trade.

When dealing with an internal order, the e-mail of the person who issued the IO-number must be in the field: “Your Reference” or “Att.”. The IO-number itself must be visible on the invoice, preferably somewhere in the top half.

Coop Denmark’s Legal Entities

The correct invoice-recipient should always be noted on the invoice. When sending invoices via PDF.  it is essential that the VAT number for the Legal Entity is noted on the invoice. When sending invoices via the EDI/OIO system, the invoices must contain the correct GLN. You can find the list here (we recommend that you use Google Chrome to open the link).

Purchase Orders that are delivered directly to our stores will either be issued by Coop Denmark, Coop365/Fakta or the Independent Cooperative Societies. The invoice should be issued to the Legal entity that gave the order.

When delivering to our Central Warehouses the legal entity will always be Coop Denmark A/S. There are no changes for invoices for deliveries that happened directly to our warehouses, this is true whether the invoice is a PDF file or sent via the EDI/OIO systems. 

Further Explanation for Delivering Directly to our Stores

The diagram below shows the basic principles for delivering and invoicing directly to our stores, as well as a general guideline for finding the Legal Entities to invoice.

Translator’s note: Coop Servicekontor has been called Head Office in this document. The word “Brugsforening” should be understood as “Independent Cooperative Society”. Green area is an illustration for invoice that is issued to Coop Denmark’s Legal Intities and blue area is where delivery is directly to the store.

If you have received an order from a store that is owned directly by Coop Denmark A/S, then it is Coop Denmark’s VAT/GLN that must be used as the Legal Entity. If an order is received from a store owned by an Independent Cooperative Society, then the VAT/GLN of that Legal Entity must be used. Finally, if an order is received from a Coop365/Fakta store, then it is the relevant Coop365/Fakta store’s VAT/GLN that must be used. The legal entity must always be the same on the invoice, as on the order we sent to you.

This also means that it is not possible to send an aggregate invoice that contains deliveries across several Legal Entities. We regret to insist that we must receive one invoice per order. It is Coop’s Head Office that is responsible for processing invoices and payments. Therefore, you must never send invoices directly to the individual store.