FSNI Supplier Closure Process
If your company will no longer be trading with FSNI, you will be required to submit documentation to complete our Supplier Closure process.
Read moreSupplier Change of Ownership (COO)
Supplier Article Transfer Process (Vendor Change)
If a change of ownership for a product range occurs and articles need to move from one vendor account to another, you will be required to complete the Article Transfer /Vendor Change process.
This process covers Stock suppliers and requires specific documentation to be submitted.
Please note this does not cover Non-stock or Fresh suppliers in FSNI - please reach out to relevant Category teams.
A new supplier/vendor account may need to be created before articles can be transferred. This process is managed separately for FSNI and FSSI. To determine whether a new vendor account setup is required, please confirm whether there has been a change to the criteria below, If there has been a change, a new vendor account will need to be created.
|
Yes |
No |
|
Change in legal entity |
Bank account |
|
NZBN |
Trading Name |
|
GST Number |
Legal Name |
|
|
*subject to discretion of FSNI/FSSI Vendor master data team*
How to get started
To begin the process, you'll need to reach out to both:
- Your Supplier Help FSNI and/or Supplier Help FSSI to advise
and
- Our Own Brands Transfers Team - who initiates and manages the internal briefing process.
When reaching out to our Own Brands Transfers team please include:
- An overview of the change of ownership
- If new supplier setup is required (FSNI and/or FSSI)
- Supplier number of current supplier account
- Supplier number of "new" supplier account (if applicable)
- Effective date - will be confirmed by Transfers team and is subject to change due to circumstances.
After your initial conversation, you'll be asked to provide the following documentation:
- Article Transfer Template/List Pricing - Fill in the Article Transfer template attached. This will need to include all articles that will be transferring. Please advise if List prices are staying as currently in the system of changing. Note the articles in this spreadsheet will be transferred so please ensure all active products are included in this form. Please note: if previous supplier account will be closing, please include all existing articles in submitted list. Please advise if there will be any articles that are going to be discontinued.
- Trade Price List (if applicable)
- Trade Notification Letter - Attach a copy of the Trade Notification communication (a letter drafted to Foodstuffs with supporting commentary & details on why the change has taken place. This is usually on business letterhead and signed by both parties, previous vendor, and new vendor)
- Route to Market (RTM) - Direct to Store/DC/If any changes are being made.
- FSNI/FSSI – identify whether the article transfer applies to FSNI , FSSI or both.
- Supplier numbers - current and new account numbers (where applicable)
- Closing previous vendor account - confirm if the current vendor account will be closed once articles are transferred to the new vendor number.
Please note: Any change in list price between the list price currently charged by the previous vendor and the proposed list price to be charged by the new vendor will not be treated as a request for a list price increase under the Grocery Supply Code. As the Transfer process involves the listing of articles under the new supplier rather than a change to the list price of existing articles supplied under a current supplier's grocery supply agreement.
Please ensure that any discussions regarding commercial terms are held directly with the Category team as early as possible and prior to the transfer being actioned. This will help avoid delays and ensure all parties are aligned before the transfer proceeds.
Expected process timelines:
|
Supplier Requirements / Type |
Timeline |
|
Transfer to new vendor account requiring new account set up. (Previous account to close) |
6 weeks for new supplier setup + 4 weeks brief lead time = aprrox. 10 weeks |
|
Transfer articles to existing/active vendor account (Previous account to close) |
1 week retrieve information + 4 weeks brief lead time = approx. 5 weeks |
|
Transfer articles to existing/active vendor account (Previous account to remain open)
|
1 week retrieve information + 4 weeks brief lead time = approx. 5 weeks |
*Timelines commence once all required documentation has been received and approved. Delays may occur where information is incomplete or additional supplier set up activities are required.
Process overview:
The Own Brands Transfers team creates a brief from the above information provided and sends this to all relevant internal stakeholders to action the article transfer to the "new" supplier details.
Prior to the effective date - the National PIM team transfer the data to the new vendor.
On the effective date - Supplier Help /Category /Pricing Teams action articles transferon the confirmed effective date, Comms are sent to the store to advise.
Once article transfer is complete, the Transfer team will send a confirmation email to the supplier advising the transfer has been successfully completed.
If there is an outstanding balance, our AP or AR team will be in contact to resolve.
FSNI vs FSSI - New Supplier creation
Please be aware that there is a separate process for new supplier onboarding in FSSI vs FSNI.
For more information on setting up a new supplier account in either region, please visit this page.
B2B suppliers
If you are a B2B supplier, you may be required to setup/update your EDI connection - which will require additional testing.
If this is the case please contact supplierhelp@foodstuffs.co.nz
FSNI Supplier Closure Process
If your company will no longer be trading with FSNI, you will be required to submit documentation to complete our Supplier Closure process.
FAQ's
Do I need to include old/deleted articles as part of the transfer template?
If you would like to retain access to these articles you should include them in the template to be transferred to the new vendor account. If they are not expected to be used again in the future you can omit them.
Can I change my list price at the same time as the transfer?
Yes, subject to Category team approval. Please note, any change in the list price between the list price currently charged by the previous vendor and the proposed list price to be charged by the new vendor will not be treated as a request for a list price increase under the Grocery Supply Code. As the transfer process involves the listing of articles under a new supplier rather than a change to the list price of existing articles supplied under a current supplier's grocery supply agreement.
I haven't been provided with the current pricing from the previous supplier. Can I keep the existing list prices?
Yes. As this information belongs to another supplier, we are unable to disclose it, When submitting the Article Transfer Template, please include a note saying that you wish to retain the current list pricing. The Transfer team will then advise how this will be managed as part of the transfer process.
I have been unable to obtain a signature from the previous vendor for the Trade Notification Letter. Is this required?
No. However, you will need to provide evidence that the previous vendor has been notified and given reasonable notice that the articles will be transferred from their vendor account from the agreed transfer date.
Can the transfer be completed urgently?
We will always try to accommodate business requirements. However, transfers involve multiple internal team and system updates. Early engagement is strongly recommended to avoid delays.
When can I start invoicing under the new vendor account?
You should continue trading under the existing vendor account until the confirmed transfer effective date. The Transfers team will advise when the change has been successfully completed and trading can commence under the new vendor account.