Officeworks Supplier Delivery Manual
Supplier Delivery Manual Officeworks Supplier Delivery Manual March 2014 Page 1 Supplier Delivery Manual TABLE OF CONTENTS 1. FUNCTIONAL TERMS AND ABBREVIATIONS .............................................................. 4 2. INTRODUCTION ......................................................................................................... 4 3. PURCHASE ORDERS................................................................................................... 5 4. MAKING DELIVERIES DIRECT TO OFFICEWORKS SITES AND DCS ............................ 6 5. MAKING DELIVERIES INTO A CROSS DOCK DC ...................................................... 9 6. REJECTION OF DELIVERIES...................................................................................... 15 7. LEAD TIMES .............................................................................................................. 15 8. ACCOUNT & PAYMENT ENQUIRES.......................................................................... 16 9. OFFICEWORKS EDI PROCESS.................................................................................. 17 10. PROCEDURES FOR EDI TRANSMISSIONS ................................................................ 24 REFERENCES .................................................................................................................. 25 (A) HEAVY OR BULKY PRODUCTS ................................................................................. 25 (B) PRODUCT IDENTIFICATION LABELLING .................................................................. 26 (C) SSCC LABELS ........................................................................................................... 26 (E) BOOKING A CROSS DOCK DELIVERY: ................................................................... 28 (F) BOOKING REQUESTOR USER ID FORM................................................................... 30 (G) CARRIER REQUIREMENT FOR DELIVERIES TO CROSS DOCK DC’S ........................ 31 HOW DO I UNLOCK MY USER NAME............................................................................ 31 ISSUES WITH BOOKING A CROSS DOCK DELIVERY ...................................................... 31 Page 2 Supplier Delivery Manual (H) CARRIER REQUIREMENT FOR DELIVERIES TO THE IMPORT DCS ............................. 32 (J) CARRIER HANDOUT: REQUIREMENTS FOR DELIVERIES TO STORES ........................ 33 (K) CARRIER HANDOUT: REQUIREMENTS FOR DELIVERIES TO CFCS ........................... 34 (L) ACKNOWLEDGEMENT OF OFFICEWORKS DELIVERY STANDARDS AND PROCESSES .................................................................................................................... 35 Copyright Notice: The document is copyright protected. Other than as may be permitted by the Copyright Act, no part of this document may in any form or by any means be reproduced, sited in a retrieval system or transmitted without the written permission of Officeworks Superstores Pty Ltd. Disclaimer The information contained in this manual is given in good faith, and has been derived from sources believed to be reliable and accurate. However, no warranty as to the accuracy or completeness of the information provided is given, and no responsibility is accepted by Officeworks for any loss or damage arising from reliance on the information provided. It is intended that this manual will be updated with appropriate changes as the need arises. Officeworks Superstores Pty Ltd ABN 36 004 763 526 A.C.N 004 763 526 Page 3 Supplier Delivery Manual 1. Functional Terms and Abbreviations Term/Abbreviation Definition ADM ASN B2B CFC CMT EDI FIS GTIN PO POA POC QC RCTI RPOA SCM SSCC SRP ASN Discrepancy Memo Advanced Shipment Notice Business To Business Customer Fulfilment Centre Community Management Tool Electronic Data Interchange Free Into Site Global Trade Identification Number Purchase Order Purchase Order Amendment Purchase Order Change Quality Check Recipient Created Tax Invoice Request for Purchase Order Amendment Shipping Container Mark Serial Shipment Container Code Store Ready Pallet: Pallet of goods that arrive at a DC that is ready for despatch to an Officeworks site Uniform Resource Locator Cross Dock URL XD 2. Introduction This describes the detail behind the Officeworks Supplier Agreement for Supplier’s successfully delivering merchandise to Officeworks sites, CFCs, Cross Dock DCs and Import DCs. Please note that these delivery standards and processes supersede all other existing communications and incorporates all of the previous standards. If Suppliers and their contracted carriers fail to comply with the standards detailed in this manual or if the stock does not meet quality standards at the point of delivery consignments may be rejected and returned at the Supplier’s expense. 2.1 New Site Updates and General Supplier information: To ensure receipt of broadcasts regarding new sites opening dates, address details, site restrictions and or any general supplier info changes i.e. any changes to your address, phone or business contacts are required to notify: [email protected] Page 4 Supplier Delivery Manual 2.2 Contracted Carriers: It is important that Suppliers nominated carriers are aware of the Officeworks delivery standards and processes contained within this manual. Officeworks have produced a summary that can be passed onto carriers, however, it is the Suppliers responsibility to ensure all details regarding these standards & site restrictions etc are confirmed with the company that is contracted to complete deliveries. In particular, it is the Supplier’s responsibility to ensure that their contracted carriers deliver in full (for a particular ASN) as balances of shipments will not be accepted by the Cross Dock DCs the day after the delivery. Suppliers will have to pick up the balance of shipments from the Cross Dock DCs at their own expense. 2.3 Occupational Health & Safety Statement: The standards contained in this manual are in place to ensure the safety of all Team Members receiving merchandise on behalf of Officeworks. Failure to adhere to these standards may result in rejection of the delivery and shipments being returned at the Supplier’s expense. 3. Purchase Orders 3.1 Defining Order Destination: Direct to Store (DTS) orders: DTS orders will have one order number per site, and the delivery location will be one specific Officeworks site. There will be only one quantity per product of the order, and this will be the quantity to be delivered on the required delivery date specific to that site. 3.2 Cross Dock Orders: Suppliers can only make deliveries to a Cross Dock DC, once they have been B2B accredited by the Officeworks eCommerce Team. All orders going to a Cross Dock DC will have one specific DC delivery location. All orders raised for a Cross Dock DC will be state specific. The order will have all the site allocations per product contained within the purchase order details. Each GTIN needs to be separately scan packed according to the B2B standards. 3.3 Import/Big and Bulky Orders: DC’s handling Officeworks Import/Big and Bulky goods are listed on the O-Link. All orders to this DC will have one specific location and all orders will be stand alone. Page 5 Supplier Delivery Manual 3.4 Advising Officeworks of Out of Stocks: It is imperative that any product that is out of stock must be communicated to Officeworks Replenishment Team. However Purchase Orders will continue to be raised for these products and need to be modified via a POA. 3.5 Every order will have a specified delivery date. The delivery date must be met, to avoid sites being out of stock The delivery date has been determined from the agreed lead times provided by the Supplier 3.6 Delivery Dates: Purchase Order Cancellation: Purchase orders will cancel automatically from Officeworks systems the morning after the due date Any order outside of the cancellation dates will be rejected at the DC In exceptional circumstances where there is an issue with delivering on the due date or meeting the order requirements it is IMPERATIVE: POA/POC Suppliers send a POA and await a response in the form of a POC to reject or accept the change Non POA/POC Suppliers communicate with the Officeworks Replenishment Team ([email protected]) via an RPOA form Cross Dock Suppliers intending to send a second ASN on an order prior to the cancellation date, need to ensure that the first ASN is not flagged as a shipment complete ASN 4. Making Deliveries Direct to Officeworks Sites and DCs It is important that the site restrictions are taken into account when packing orders for delivery direct to an Officeworks’ site http://suppliers.officeworks.com.au/ please go to Quick Links & click Officeworks Store Listing. All orders need to be packed separately, particularly when there are two sites that have the same delivery address. It is imperative that orders are clearly separated so they can be easily identified on arrival. 4.1 Packing merchandise in cartons for store deliveries: When packaging merchandise in cartons for deliveries made direct to an Officeworks store, Suppliers need to ensure that they meet the guidelines listed below: The cartons used are strong and secure enough to protect the contents during the normal transport and distribution processes The number of selling units per carton is specified on the carton Ensure the package forms a stable unit load Ensure the carton does not display any misleading or unrelated information Cartons are adequately sealed to avoid pilferage Any form of metal strapping or stapling is not used Ensure that mixed cartons (where we order in multiples of single units) are of appropriate size & weight and the carton is clearly marked as “MIXED CARTON” Page 6 Supplier Delivery Manual The product identification labelling requirements located in Reference B Labelling hazardous goods: Hazardous goods must be packed separately, packaged and labelled in accordance with the Australian Code for Transport of Hazardous goods. NB: for any product that is classified Hazardous under the Australian Code for Transport of Hazardous goods – the Australian Dangerous Goods Code (ADG) must be provided to the buyer with the initial product information details. 4.2 Standards for carton dimension and weight being sent to stores: The following table details the Officeworks requirements based on Team Members lifting cartons on receipt of deliveries: Description Minimum Maximum Height 5mm 550mm Width 90mm 550mm Length 140mm 900mm Weight 0.1kg 16kg All heavy or bulky products that exceed the above dimensions and or 10kg in weight require standard marking icons. These marking icons are detailed in Reference A Labels on cartons, where the shipping carton is also the selling carton: Suppliers need to ensure that all labels on products that are shipped in their selling packaging are removable (printers, cartons of paper, computers etc). As permanent label adhesive may cause damage to the selling carton on removal, labels are not to be placed over the barcodes or the serial number. 4.3 Pallet Deliveries Direct to an Officeworks site: Deliveries need to take into consideration the site specific restrictions. These will be updated and posted on the O-Link: http://suppliers.officeworks.com.au/ Pallets MUST be reusable Australian standard sized hardwood pallets (CHEP or Loscam preferred) Australian Standard Wooden Pallet - 1165mm x 1165mm x 150mm No chipboard, plywood, corrugated board or softwood pallets accepted Pallets must be free of damage. Cartons must be configured correctly in a stable load, with heaviest cartons at the bottom The maximum height must be 1.8 m (including pallet) Maximum weight of a stocked pallet is 1 tonne Palletised goods must be shrink-wrapped to the pallet to ensure stability If the delivery is a store ready pallet goods must be shrink-wrapped (preferably black) with a Store Ready Pallet label attached Page 7 Supplier Delivery Manual Where a load on a pallet has an overhang, the load needs to be balanced and distributed evenly across the width of the pallet to ensure the pallet does not topple over when unloading or putting pallet away at sites Ensure that one product code is not spread across multiple pallets wherever possible. Ensure carton labels are facing outwards wherever possible. Hazardous goods must be packed separately and packaged and labelled in accordance with the Australian Code for Transport of Hazardous goods. Every pallet is labelled on all four sides of the pallet: To: OFFICEWORKS Site: Name & address From: (company name) Consignment Number: Order Number: No of cartons on this pallet: Pallet _______ of ________ Invoices attached to this order number: (always only 1 invoice per order) Invoice number. Delivery of palletised stock to stores: All vehicles delivering palletised stock to Officeworks sites should either a vehicle with tailgate or a side loading vehicle. A pallet jack must be on the truck to facilitate unloading unless the site has a loading dock (refer site details for which sites this applies to). Any loads that cannot be unloaded safely by the site will be rejected. 4.4 Consignment Notes accompanying a Direct to Store delivery: A consignment note must accompany all deliveries made to a site; should it be required at a later date, a run sheet will not be sufficient as proof of delivery. Consignment notes must include: Suppliers business name and address The name and address of the site the delivery is going to The Officeworks Purchase Order number The number of cartons on the delivery The number of pallets in the delivery Invoice Number Please ensure contracted carriers are aware of the Officeworks consignment note details required. Con notes missing any of the above detail will not meet Officeworks requirements for proof of delivery. 4.5 Invoicing of Orders being delivered Direct to Store: Officeworks utilises Recipient Created Tax Invoices for all direct to store deliveries. Do not send invoices with the delivery or to Officeworks. RCTIs will be created based on the goods receipted at Officeworks sites and copies emailed to the suppliers Page 8 Supplier Delivery Manual nominated remittance email address; however this option can be turned off if requested. Delivery of the goods is acceptance of the pricing on the PO; therefore, no price variance queries will be investigated after the RCTI has been created. Deliveries will be paid based on stores goods receipts, therefore, no short supply or price variance claims will be raised by Officeworks. When a store receipts a product they did not receive, they will contact the supplier for a Return Authority (RA) to raise a claim. This claim will reverse out the payment for that product, and will include your RA number. 4.6 Delivery Dates for Direct to Store orders: The purchase order will have an expected delivery date on it. The Supplier MUST deliver the purchase order to the delivery address on the specified day during the times specified in the site details contained on the O-Link: http://suppliers.officeworks.com.au/ go to Quick Links, Officeworks DC contacts. 4.7 Rescheduling Delivery date process: If for any reason Suppliers cannot deliver to a location on the required date, the Supplier must use the POA/POC process so that the order can be rescheduled. Failure to deliver on the expected date without rescheduling may result in a delivery being rejected and/or the original order being cancelled due to non-delivery. Delivery prior to the expected date without rescheduling may also result in the delivery being rejected by the receiving site. 4.8 Delivery Terms Direct to store: All goods will be delivered direct to sites FIS (free into site), and Suppliers are responsible for organizing and payment of the delivery to the nominated delivery point. Suppliers are responsible for any loss or damage to the product and must ensure their carriers understand the expected delivery date requirements. 5. Making Deliveries into a Cross Dock DC Only B2B Accredited Suppliers can make a delivery into a Cross Dock DC. 5.1 Packing Cartons for Cross Dock DCs: Processing of cartons through the Cross Dock DCs is costed on a PER CARTON basis – small inners and loose products must be scan packed into as few conveyable cartons as possible for each site. Cartons are then to be labelled with the SCM containing the SSCC that has been created by scan packing all products into that carton. It is vital to both Suppliers and Officeworks that DC processing costs are kept to minimum. All mixed cartons MUST be clearly marked as MIXED CARTON to assist stores on receipt from the Cross Dock DC. Page 9 Supplier Delivery Manual The use of metal or plastic strapping and metal clips is NOT permitted. All cartons must be labelled according to the Standardised Supplier Carton Label standards. Reference C Ensure the cartons used are strong and secure enough to protect the contents in the normal transport and distribution processes. Ensure the package forms a stable unit load Ensure the carton does not display any misleading or unrelated information Cartons are adequately sealed to avoid pilferage All individual cartons should then be packed on pallets. Hazardous goods must be packed separately and packaged and labelled in accordance with the Australian Code for Transport of Hazardous goods. NO invoices are to be attached to any cartons being delivered to a Cross Dock DC. Cartons containing fragile products must be marked with a fragile label. SCM labels that are placed on a carton MUST match its physical content. SCM labels should be generated only after the stock is placed into the carton. The SCM label is not to be placed over the fold of the carton It is important that carton SSCC labels are minimised,where large numbers of cartons are ordered for a specific end destinatiion Suppliers must utilise pallet SSCC labelling and adhere to the requirements for pallet SSCC’s. 5.2 Standards for Carton Dimensions for Delivery to Cross Dock DCs: When packing merchandise into cartons, the following standards are required to be met, as the merchandise will be going through conveyor belts at the DC’s. Description Minimum Maximum Height 5mm 600mm Width 90mm 600mm Length 140mm 1000mm Weight 0.1kg 20kg Note: Any cartons outside of these dimension requirements will incur additional processing costs as the cartons will need to be manually sorted. Page 10 Supplier Delivery Manual 5.3 Packing Labels for Cartons: Reference C has an example of the carton label. ALL SINGLE PRODUCTS INNER AND OUTER CARTONS PACKED FOR A SITE MUST BE CLEARLY LABELLED WITH A DESCRIPTION OF THE PRODUCT CONTAINED WITHIN. The options for ensuring the product description is included on the shipping carton are: The description is clearly printed on the box If the above is not possible, a product identification label will need to be applied to the carton (as per delivery Direct to Store). An example is located in Reference B Carton labels: where to place them: Heavy & Bulky Icon labels (PG15) Product Identification label PRODUCT Identification label Or MIXED CARTON label Heavy & Bulky Icon labels (PG15) SSCC label SSCC label location All mixed cartons scan packed with multiple products contained within, must also be clearly marked ‘MIXED CARTON” to allow sites to clearly identify those cartons which require opening and separate put away on the shelf once it is received. Labels on cartons – where the shipping carton is also the selling carton: Please ensure all labels on products that are shipped in only their selling packaging e.g. printers, cartons of paper, computers etc are removable. Permanent label adhesive may cause damage to the selling carton on removal. 5.4 Packing Pallets for Cross Dock DC’s Pallets MUST be reusable Australian standard sized hardwood pallets (CHEP or Loscam preferred) Australian Standard Wooden Pallet - 1165mm x 1165mm x 150mm No chipboard, plywood, corrugated board or softwood pallets accepted Pallets must be free of damage Cartons must be configured correctly in a stable load, with heaviest cartons at the bottom The maximum height of inbound pallets to the DC that will be decanted for individual carton scanning may be 1.8 m high Site ready pallets that are going to an individual site would need to utilise a pallet SCM. This SCM will need to have the packaging indicator of 001 in the SSCC to ensure the cartons are not broken down and the pallet in its entirety is moved to the site's allocated space for dispatch. As these pallets will move straight into the site dispatch lane, these will need to be a Maximum height of 1.8 m. (including the pallet) and a minimum height of 1.2m. The single SCM label must match the entire pallets physical contents Page 11 Supplier Delivery Manual Palletised goods must be shrink-wrapped to the pallet to ensure stability Hazardous goods must be packed separately and packaged and labelled in accordance with the Australian Code for Transport of Hazardous goods All pallets are labelled according to Officeworks standardised labels All deliveries on pallets should have the cartons fit the pallet i.e. no overhang. In particular, deliveries on site ready pallets that are going through to an individual site and utilise a pallet SSCC must not overhang the pallet unless prior approved by Officeworks Supply Chain Packing Labels for Site Ready Pallets (delivery to a Cross Dock DC): Please note: This label only applies to site ready pallets where a pallet SSCC is being used. Refer to Reference C for an example of a pallet label. 5.5 Labelling Hazardous Goods: Hazardous goods must be packed separately and packaged and labelled in accordance with the Australian Code for Transport of Hazardous goods. NB: for any product that is classified Hazardous under the Australian Code for Transport of Hazardous goods – the Australian Dangerous Goods Code (ADG) must be provided to the buyer with the initial product information details. 5.6 Packing Labels for heavy or bulky products: Please refer to Reference A for the Officeworks standard marking icons. 5.7 PACKAGING LABELS FOR FRAGILE ITEMS Mark the packaging of fragile items with the appropriate symbols and stickers. For example: Page 12 Supplier Delivery Manual 5.8 Consignment notes: A consignment note must accompany all deliveries made to a DC; in case it is required at a later date, a run sheet will not satisfy proof of delivery standards. Consignment notes must include: Suppliers business name and address The name and address of the receiving DC The Officeworks Order number & ASN number The number of cartons on the delivery The number of pallets on the delivery The DC will sign the consignment note as acceptance of the consignment “subject to check”. Acceptance will be for the number of pallets only – not the number of cartons on a pallet or the content of the cartons, which will be checked in accordance to your specific level of accreditation. All deliveries should be palletised where possible. Small consignments not palletised will be checked for number of cartons against the consignment note. 5.9 Booking in Deliveries All bookings to be via the bookings website at www.owxd.startrack.com.au Suppliers or their nominated carriers can make a tentative booking without the ASN but confirmation will only be acknowledged once the ASN is received at the DC ASN’s must be sent to the Cross Dock DC prior to a delivery being made The tentative booking will expire at 4pm the day prior to delivery. The booking requestor will receive an email at 2pm advising that the ASN is required to get a confirmed booking The booking requestor will also receive an email after 4pm the day before the delivery advising of the cancellation of the tentative booking Deliveries cannot be accepted without a valid ASN The booking website is available 24 hours 5.10 Delivery terms All stock is to be delivered direct to the relevant DC in accordance with the delivery address on the order. All pricing will remain FIS (free into store) and a supply chain rebate will be collected by Officeworks in order to cover the costs of processing and out bound freight to sites. (As stipulated in schedule 4 of the Officeworks Supplier Agreement) Officeworks have a due date on the PO Suppliers are expected to meet this due date. The onus rests with Suppliers to ensure that deliveries to Cross Dock DC's are complete and are as per the ASN. Where shipments for an order comprise more than one truck/container load, then that shipment should have split ASN’s i.e. One ASN per truck/container Page 13 Supplier Delivery Manual Balances of deliveries (on specific ASN's) can only be accepted the day of the initial receipt (for that ASN). For example: An ASN is for 100 cartons 95 cartons are delivered Monday AM The balance 5 cartons may be accepted by the DC on Monday PM at the DC’s discretion only The balance of 5 cartons will not be accepted by the DC on Tuesday or thereafter as the order will be finalised in the system Anything over and above the order quantities and specifications will be rejected by Officeworks 5.11 Pallet Process Policy: There will be strictly no exchanges of pallets at the Cross Dock DC. Pallet transfers will be receipted by the Cross Dock DC when advised on a: CHEP Portfolio Dockets or CHEPMate dockets Loscam Pallet Control Docket (PCD) Only pallets in good condition will be accepted Officeworks will advise the hire companies of all transfers Conditions: Chep or Loscam pallets preferred Non Chep or Loscam pallets require Supply chain approval prior to delivery The Officeworks Distribution Centre will only accept the original copy of the transfer docket All transfers will have an effective date of 33 days from date of receipt. Officeworks Distribution Centres will calculate the effective date when advising the hire companies of the transfer Any unprocessed dockets over 60 days from date of delivery will not be accepted onto the Officeworks pallet account Should you require the copy of the stamped POD pallet docket, it is your responsibility to retrieve this POD docket from your driver/carrier Procedure: It is the responsibility of Suppliers/Carriers to complete the CHEP portfolio Dockets, CHEPMate dockets or Loscam Pallet Control Docket (PCD). With each delivery, please send: The original top copy One other copy On receipt, the DC will check the pallets, stamp and endorse the ‘copy’ pallet docket and return it to the driver before departure. If a delivery is made without a valid transfer docket, a Missing Docket form will be issued to the driver by the DC. It is the Suppliers responsibility to act on the requirements stated on the Missing Docket form. The Missing Docket form will only be valid for 60 Page 14 Supplier Delivery Manual days from date of delivery. The pallet account numbers for both CHEP and LOSCAM are: DC W925 (NSW) W935 (VIC) W945 (QLD) W965 (WA) CHEP ACCOUNT NO LOSCAM ACCOUNT NO 4000178294 4000178293 4000178295 4000178296 222925 333935 444945 666965 6. Rejection of Deliveries Officeworks may reject any goods, which do not comply with the “Officeworks Supplier Agreement”, the standards contained in this manual or with the Purchase Order. If deliveries do not comply with the standards detailed in this manual or if the goods do not meet quality standards on arrival at the point of delivery: Consignments may be rejected and returned at the Supplier’s expense Deliveries may be rejected at the time of booking in a delivery Non ordered goods/qty’s may result in the entire delivery being rejected All or part of an order may be cancelled Part of the shipment may be rejected and/or returned to the Supplier at their expense. e.g. damaged cartons Officeworks may refuse delivery of goods not labelled with the standards stated in this agreement or if the delivery does not meet the stated packaging standards and /or delivery processes. If delivery of goods is refused they will be returned to the Supplier at the Supplier’s expense. 7. Lead times All Suppliers are required to provide accurate lead times for deliveries. The lead times provided must be in business days. The lead-time provided will calculate days from receipt of order to delivery day. In order to ensure the due dates on all purchase orders are met, Suppliers and their contracted carriers are required to pick, pack, consolidate, freight & deliver to each delivery destination as per the lead times provided. The lead times required for delivery locations: Direct to each site (currently worked on at regional level) Delivery into Cross Dock Distribution facilities Delivery into Regional Distribution Centre’s All changes to lead times: Must be approved by the Buyer Must be confirmed in writing Page 15 Supplier Delivery Manual 8. Account & Payment Enquires 8.1 Payment Terms: Officeworks will pay in accordance with the agreed payment terms, the quantity of merchandise shown on the ASN/INVOICE, and the cost shown on the purchase order. Unless the quantity of the merchandise received varies from the quantity shown on the ASN, in which case Officeworks will only pay for the merchandise received. Settlement discount will be according to the agreement made in Schedule 5 of the Officeworks Suppliers Agreement. The settlement discount will be deducted from the Officeworks payment to Suppliers and will be shown on the Remittance Advice. The following table sets out by what day Officeworks will make payment. Payments will be made by direct credit to Supplier’s nominated bank account. Cheques will not be issued. For the purpose of payment terms Officeworks accounting week is Sunday to Saturday. Payment Terms 30 Days 60 Days 90 Days 120 Days Description Paying by direct credit to Supplier’s bank account. Officeworks will pay on the first working day of the calendar month after the month in which Officeworks receives the merchandise. Paying by direct credit to Supplier’s bank account. Officeworks will pay on the first working day of the second calendar month after the month in which Officeworks receives the merchandise. Paying by direct credit to Supplier’s bank account. Officeworks will pay on the first working day of the third calendar month after the month on which Officeworks receives the merchandise. Paying by direct credit to Supplier’s bank account. Officeworks will pay on the first working day of the fourth calendar month after the month in which Officeworks receives the merchandise. Officeworks will provide Suppliers, via e-mail or fax, with a Remittance Advice in relation to payments made. The Remittance Advice will contain sufficient referencing details to enable Suppliers to complete reconciliations. Officeworks will not undertake any further analysis in the absence of a specific dispute on the figures. Any queries in relation to the Remittance Advice must be made in writing and forwarded to the Officeworks Accounts Department within 90 days of the date of the remittance. Any changes to contact details are to be advised using the form on O-Link http://suppliers.officeworks.com.au/ under Standards & Compliance Page 16 Supplier Delivery Manual 8.3 Proof of Delivery: Requested proof of delivery must include: the Officeworks site location name the Officeworks site number An ASN/invoice number A purchase order number The date of the delivery A copy of the consignment note signed by an Officeworks employee or Cross Dock DC employee receiving on Officeworks behalf The consignment note must contain all details that have been specified to be considered a valid proof of delivery 8.4 Statements: Monthly statements to be forwarded to: Officeworks Superstores Pty Ltd 8.5 Credit Notes: Do not send adjustment or credit notes to offset adjustment notes or credit claims raised by Officeworks. 9. Officeworks EDI Process 9.1 How EDI works: All ordering, shipping and payment documentation flow will occur according to the B2B conventions detailed in summary below and refer to EDI Trading Terms Reference M Purchase Orders (POs) Electronic orders are created and sent based on one order per ‘deliver to’ location, i.e. a separate order for each delivery location. Officeworks expects Suppliers to poll their electronic mailboxes at least twice a day to collect orders. All transactions must be confirmed with a functional acknowledgment. Purchase Orders contain the following detail: Purchase Order number, date, and delivery required date GTIN’s per product Qty’s per product by location Costs & GST % per product Advert, New Product or Customer Order 'Deliver to' locations and final destination locations Confirmation of order details for B2B POA/POC accredited Suppliers: It is imperative that all details on an order are checked within 24 hours of receipt. If there are any discrepancies in Barcodes/GTIN, pricing, pack size multiples or a Supplier’s ability to deliver the ordered quantities and meeting the due date then a POA must be sent to Officeworks detailing amendments, no POA should be sent if Page 17 Supplier Delivery Manual the order can be fulfilled. Officeworks will respond within 4 working hours with a POC either accepting or rejecting the POA Officeworks has the capability to initiate a POC (Purchase Order Change) which can be in the form of a full cancelled Purchase Order, cancel balance of an order or an amendment to GTIN's, pricing and delivery dates. If all details are correct, Suppliers are to proceed with picking, packing and dispatching orders in accordance with the standards contained in this manual Where another POA has been sent and Officeworks is currently maintaining that order (POC) then a notification will be sent to the Supplier, rejecting any further POAs If an ASN is sent and there is a POA currently in progress, then the ASN takes precedence over a POA, and a notification will be sent to the Supplier, rejecting the POA Once the Supplier and Officeworks agree to the changes of the purchase order, the Supplier can then proceed with processing the order. Where amendments cannot be agreed upon then a discussion is required via phone. Where a POA has a change in pack size, the product will be cancelled, and a new purchase order then be raised. Where an increase in quantity is required to the original quantity on the purchase order, the PO will need to be cancelled and a new purchase order is to be raised The ASN will be processed in accordance with the current version of the PO Confirmation of order details for B2B Direct to Store only Suppliers RPOA (where applicable) Suppliers are required to communicate any PO amendments by notifying of an error (the change) to the replenishment co-coordinator via the RPOA process within 24 hours of receiving an EDI order For a promotional order, any shortages must also be highlighted via the RPOA process, the Officeworks Replenishment Team will then advise the Buyer prior to delivery as there may be legal implications surrounding an advertised product. If all details are correct, Suppliers can proceed with picking, packing and dispatching the order in accordance with the standards contained within this manual. The Officeworks Replenishment Team will then make any necessary changes they approve, and a new order will be sent to Suppliers once the old order has been cancelled in circumstances where there is a change in GTIN and price is required. Suppliers must ensure order processing is suspended until you receive a PO that is agreed upon NOTE: This procedure is predicated on the correct GTIN numbering being applied to each and every product. It is vital that these are correct and vigilance is taken to ensure that both parties maintain data integrity. It is imperative that this is completed diligently as Supplier payments will be based on the cost price as per the PO. Page 18 Supplier Delivery Manual 9.2 Advance Ship Notice (ASN) Creating an SCM and ASN requires that all merchandise is scanned, picked and packed by location as detailed on the PO. In order to ensure the integrity of data, and the ASN accurately details the quantity shipped, Officeworks have established an accreditation process that is undertaken during implementation (Supplier setup). As a rule a Supplier’s systems must: Allow the contents of the PO to be interfaced directly to the Suppliers order picking system Collect site data of individual carton contents by scanning each product’s GTIN or the approved equivalent (e.g. carton TUN) The ASN must identify all the GTIN’s that are in a carton/pallet Generate a unique GTIN/UCC Code 128 shipping label to be affixed during the individual carton or bag packing operation Compile the ASN from the data collected during the individual carton or bag packaging operation with links to specific carton labels. This ensures the ASN detail matches the physical shipment Transmit the ASN to Officeworks on completion of the packing process for the entire shipment. For Deliveries to Cross Dock locations transmit no later than 10am the day before delivery Officeworks will clear electronic mailboxes every 15 minutes to expedite processing. Suppliers will be sent a functional acknowledgment to confirm electronic receipt of the ASN. Suppliers should track all transactions sent by Officeworks to ensure that all functional acknowledgments are received The ASN will be matched to the PO to ensure incoming goods were ordered The SCM carton label is an integral part of the receiving process. Ensure labels are always readable/ scan able and positioned correctly on each carton All labelling must meet Officeworks requirements – the label standards are included in this document Substitute GTIN's: Every product must have a primary GTIN nominated in each party’s system – any changes to a GTIN must be advised to the buyer 1 week prior to any shipment. (This will allow for loading into systems and the order cycle) Officeworks ASN matching process: Where the ASN matches the order without exception, delivery, receipt and payment proceed uninterrupted. ASN matching will fail and require manual intervention or result in rejection of the delivery where: ASN quantity is higher than the order quantity GTIN not ordered Delivery date is after the delivery required date of the order Duplicate ASN Duplicate SCM GTIN substitute Delivery destination incorrect Page 19 Supplier Delivery Manual Officeworks Receiving process: On delivery, the DC will count the number of pallets and compare it to the driver's consignment note and sign accordingly. The DCs will not count the number of cartons on the pallets at the time of delivery. This will occur prior to system receipt. Note: All deliveries are subject to check. Officeworks expects to be able to scan receive merchandise as it arrives at receiving DCs. The ASN must be transmitted and matched by DC systems prior to the goods arriving. The scan process will automate the receipt process and trigger payment as per agreed payment terms. DC receiving staff will validate that all SCMs as noted in the ASN are physically received by scanning each SCM label at the receiving dock. When all SCM’s are accounted for, this will trigger the internal processing to update the Officeworks stock and purchase order records, and trigger the accounts payable cycle. Cartons will be checked on a random basis to ensure contents exactly match ASN details. Errors in ASN details versus actual cartons contents will: Incur time delays in processing and increase costs Non payment for stock that has been physically delivered. Increase the incidence of out of stocks and lost sales. Identify Suppliers for increased integrity checks And may result in the delivery being rejected entirely. Carton contents that match ASN details exactly will: Minimise processing time and optimise costs Improve in-stock and sales Identify Suppliers for less frequent integrity checks 9.3 Recipient Created Tax Invoice (RCTI): After scan receiving and any subsequent detail checking against the ASN, an RCTI will be transmitted to Suppliers via EDI, providing a summary of what Suppliers should expect to be paid for each ASN Where there are no discrepancies identified, the amount stated in the summary RCTI would be the quantity per GTIN in the ASN multiplied by the cost and GST in the PO Where discrepancies are identified this needs to be reconciled with the summary RCTI. Where there are adjustments due to discrepancies, the adjustment amount will be shown separately and an ADM will be emailed The summary RCTI will be sent within 72 hours of the physical receipt of goods By creating an RCTI, the responsibility for calculating the correct GST amount passes from the Supplier to Officeworks. Suppliers will need to sign an agreement, before Officeworks is authorised to create RCTI. This agreement is attached to the “Officeworks Supplier Agreement” Page 20 Supplier Delivery Manual 9.4 Supplier accreditation process: Suppliers will go through an initial accreditation process to implement an Officeworks accredited EDI solution. This will be led by the Officeworks eCommerce Team and will follow the 9 key steps below: Communication Feasibility Meeting Research Install Solution and/or nominate Third Party Warehouse Data Preparation Accreditation Test Processes Conversion Monitor Step 1—Communication The first step in introducing the e-commerce solution for trading Business to Business with our suppliers is an Accreditation pack. The timetable for roll out is broken into 2 types of suppliers: a) Those suppliers currently using B2B conventions and who have been accredited for a GS1way solution with other partners. b) Those who have not been involved in B2B with other partners. Regardless of which group your company falls into, you will be a need to be accredited to the Officeworks B2B requirements. The Supplier eCommerce Accreditation team will work with you to test the process end to end before going “live” GS1way. Step 2- Feasibility meeting At this meeting a member of our Supplier eCommerce Accreditation team will walk through the concept, discuss requirements, operational processes and the steps to implement. The Supplier eCommerce Accreditation team has a thorough understanding of our approach to e-commerce Business to Business. Included in the discussion will be a review of your current processes, and supply channels. The length of this meeting can vary, consider including the following participants: • Officeworks Account Manager and/or Business Principal • Technical staff (internal or consultants) • Warehousing staff/Customer service staff Prior to this meeting the buyer will also have discussed with you a range list. This will include GTIN’s, manufacturing codes, pack sizes, cost prices and measurements of each pack size (H,W,L and weight) During this stage you will need to ensure your planned solution or existing solution can cope with the additional Officeworks volumes where you already scan pack for other businesses. Page 21 Supplier Delivery Manual Step 3—Research In order to implement an e-commerce Business to Business solution, you will need to decide how you will implement, and what you need to do to set up your solution. This step is very important and you should spend the time necessary to get it right for your business. Research may involve: a) Assessing your current processes, systems and overall direction. b) Evaluating potential solutions. c) Scoping, costing and selecting a final solution. d) Preparing an implementation plan in readiness for the next step with Officeworks. e) Developing a proposed process (at a high level) to ensure integrity working with the time line to meet the planned conversion dates. Do not hesitate to contact the Supplier eCommerce Accreditation team if you require any assistance. Step 4 - Install This step will vary greatly from supplier to supplier depending on your size, type of merchandise, solution provider and current infrastructure. Typically during this phase you will: Install any required additional or upgraded hardware and software Test EDI communications and the ordering process Define, confirm and test re-engineered processes from receipt of order to dispatch When you have completed this step, you will be ready to undertake an online accreditation test (from electronic order to payment) with Officeworks goods receipting a pilot order. Step 5 —Data Preparation This step involves checking that all product registration details held in Officeworks systems are correct. We will have provided you with a current Master Data Validation list to check your range. You then need to check the following details: • GTIN’s • Product Costs • GST % • Pack Sizes • Supplier Product code If any of these details are incorrect, notify the relevant buyer, and they will make the necessary changes. Any changes to the Master Data Validation list must be actioned before any testing can commence. Step 6 —Test This step involves an online tool which includes a number of scenarios in the day to day order process (refer to the Accreditation Pack) that MUST be completed within 2-4 weeks. Page 22 Supplier Delivery Manual Part of this test will result in labels and an Advance Ship Notice (ASN) being generated. Labels are to be sent in to your Supplier eCommerce representative for checking. A Recipient Created Tax Invoice (RCTI) should be emailed to Officeworks to confirm the receiving process including an ASN Discrepancy Memo (ADM). Successful completion of these processes forms the basis for final accreditation. Note: RCTI is an ATO replacement for your tax documents Step 7 —Accreditation As part of the final portion of the accreditation, Officeworks will release a pilot order using 3 articles & will include 2 errors of which you will be notified. PO received POA sent POC received ASN released Delivery booked & delivered Goods receipted & sent to stores RCTI received by supplier Step 8—Conversion Within a week of successful completion of the Accreditation, Officeworks will then convert your deliveries to consolidated orders into our Cross Dock Distribution Centres. Delivery standards and processes for delivering into the DC’s will be contained within our updated “supply agreements” which will be presented to you for signing in our trading terms negotiation process. Commencement will be on a date acceptable to both parties but not less than one week after completion of Accreditation. Once you are “live”, ASN processing will commence and Officeworks will expect all orders to be processed using the eCommerce Business to Business process. Step 9—Monitor This will be an ongoing process. Officeworks will randomly check and monitor your delivery performance to ensure integrity requirements are met and maintained. Detailed checking will initially be intensive until we have established your end to end process integrity. 100% integrity will result in less checks being performed, however, any deliveries received with errors will increase the level of checking required. Increased checking will slow processing down, increase claims and increase processing costs proportionately. Your current electronic trading status with other partners and your internal processes will determine how much you need to do. You may have already partially completed some of the steps, so communicating with our team will confirm your requirements. Supplier Accreditation Process for Non POA/POC Suppliers: The CMT Tool will be utilised for accreditation and be overseen by the Officeworks eCommerce Team. Page 23 Supplier Delivery Manual Supplier Accreditation Process for POA/POC Suppliers: Once a Supplier has installed additional templates to include POA/POC capability, the CMT Tool will be utilised for re-accreditation, this will be overseen by the Officeworks eCommerce team. Ongoing Compliance: Orders will be randomly checked at one or all Cross Dock DC’s. Any errors or issues that arise due to non compliance of the Officeworks B2B standards will be sent to Suppliers to investigate and resolve. Non-compliance could result in additional handling charges being imposed upon a Supplier, due to the manual intervention required at the Cross Dock DC’s. 10. Procedures for EDI transmissions All EDI messages must identify the sender and recipient and include a means of verifying the completeness and authenticity of the message. Each party will process or deal with EDI messages sent to it as soon as possible. Each party agrees to accept the integrity of all EDI messages unless such message can be shown to have been corrupted as a result of technical failure on the part of the software, system or transmission product. An incorrect EDI message needs to be corrected and retransmitted by the sender as soon as practicable with a clear indication that this is a corrected message. The cost of sending and storing information electronically is: Sending documentation 100% sender Receiving documentation 100% receiver Receiver mailbox storage 100% receiver Page 24 Supplier Delivery Manual REFERENCES (A) Heavy or bulky Products Products that exceed the above dimensions and/or 10kg in weight: The Officeworks standard marking icons are: Bulky Icon: For packages and outer cartons (weighing up to 16kg) moved as individual units or on shelf ready packaging, where the carton size is larger than 0.13 cubic meters (or approx 50CM x 50CM x 50CM). Handling products within this category: Proceed with caution. The use of a two person lift or a mechanical aid is to be considered. Heavy Weight Icon: For packages and outer cartons moved as individual units or on shelf ready packaging (17kg up to 35kg category). Handling products within this category: Proceed with caution. The use of a two person lift or a mechanical aid is to be considered. Very Heavy Weight Icon: For packages and outer cartons moved as individual units or on shelf ready packaging (36kg up to 50kg category). Handling products within this category: Warning the use of a team lift or a suitable mechanical aid is advised. Extremely Heavy Weight Icon: For packages and outer cartons moved as individual units or on shelf ready packaging (51kg and above category). Handling products within this category: Danger a team lift or a suitable mechanical aid is REQUIRED to lift products marked with this weight warning. These icons must be placed on at least 3 of the sides of the package and located in prominent positions that are easily identifiable. These icons can be accessed on OLink: http://suppliers.officeworks.com.au/ Example: Page 25 Supplier Delivery Manual (B) Product identification labelling Product identification labelling is required on all single product cartons (inner & outer). The following needs to be on each carton: Product code - the Officeworks product code matching the purchase order Inner pack qty - number of individual units contained in inner carton Outer pack qty - number of individual units contained in outer carton Colour/size of goods Delivery labels (see below) Example: Product code: 123 Description: Med point RED pens pack of 3 Quantity = 6 units Colour = red MIXED CARTON Qty = 10 Note: The font size of this label should be 20 or 22. Recommended sizes include Avery Supply Shipping label product code 5164 (dim: 10.16 CM x 8.47 CM) and Avery label 5563 (dim: 10.7 CM x 5.08 CM). If products are dispatched in cartons or there are mixed products packed on a pallet, then it is important that each shipping carton is clearly labelled with the following information: TO: Officeworks Site: name & address From: (company name) Consignment Number: Order Number: No of cartons on this pallet: Carton _______ of ________ (total cartons contained in delivery) (C) SSCC Labels This Label is based on the “real estate” principal where every data element that could be required has been given its own specific location. In the case where Officeworks does not use a particular field then that space is left vacant. The label must NOT be reformatted because some elements are missing. The label includes the use of the UCC/GTIN Serial Shipping Container code – which will only be accepted as valid once the Supplier has been fully accredited. Page 26 Supplier Delivery Manual Queries can be directed to the Officeworks eCommerce Team via email at [email protected] or the label specifications can be downloaded from http://suppliers.officeworks.com.au/ The 3rd digit on a carton label will begin with a ‘3’ or ‘0’ while a pallet label will be ‘1’ Example: Carton - 00369010517700003187 Pallet – 00157022300003711051 (D) Carrier Handout: Cross Dock DC Accreditation with Officeworks includes induction with our Cross Dock service provider. This includes setting up a login & password to their system for the ability to make bookings & have access to the site for delivery of Officeworks purchase orders. Page 27 Supplier Delivery Manual INDUCTION – Once a month there will be an induction at the Cross Dock facility for the opportunity to tour & see the movement of stock through the warehouse, with the opportunity to ask questions or raise any issues that you may have. You will also meet the Officeworks Supplier eCommerce team to ask any questions on accreditation or anything regarding EDI. For all information relating to the Cross Dock DC’s go to: http://suppliers.officeworks.com.au/ the e-Business tab. BOOKING – the attached Booking Requestor Form Reference E needs to be completed prior to finalisation of your CMT (accreditation). This is to advise the DC who requires a login to make delivery bookings. When making your booking it is imperative that the ASN number keyed into the online booking system matches the ASN that has been sent to Officeworks for validation i.e. 00001234 NOT 1234. Go to http://suppliers.officeworks.com.au/ to view the DC’s training videos for the following: a) Logging in & changing a password b) Create a booking c) Uploading an ASN d) Cancel a booking Whilst every effort is made to facilitate all bookings into the DC there will be times where a booking may not be able to be accepted, these include: a) Back to School b) Tax Time NOTE: Only valid ASN’s & SSCC’s will be processed and any delivery that is outside of the booked ASN will be moved to quarantine, & suppliers will be contacted to pick up the stock within 3 days or it will be destroyed. If the delivery is rejected due to an invalid/no ASN then email [email protected] ASN’s - are only to be sent once and if you have a problem making a booking or if you have received an email with an error message, please contact either the DC’s gatehouse (if booking cannot be made) or Officeworks replen (if you received an email from Officeworks) (E) Booking a Cross Dock delivery: It is imperative that bookings are confirmed via the DC Booking Website. Please ensure that the details of all your booking requestors are completed in the spreadsheet below. Upon receipt of the booking requestor form, please send to the DC within 2 working days (Contacts are below) Supplier/carrier is to contact the Cross Dock facility to obtain a login and password online in order to access the facility’s inbound booking system ([email protected] ) Please note: No deliveries will be accepted unless a booking has been made online, and confirmed by the DC. Page 28 Supplier Delivery Manual The Cross Dock facility’s log on page: http://www.owxd-StarTrack.com.au Below are the contacts for any issue after a logon has been established. State: VIC NSW QLD WA Contact: Dave Barrett Sunny Kharbanda Rob Afeaki Daniel HughesLara Phone: 0437 679 606 Email: [email protected] 02 8755 9249 07 3633 7215 08 9231 8405 or 0459 802 851 [email protected] [email protected] [email protected] All Cross Dock sites utilise an online booking system for timeslotting inbound deliveries. The system will allow only confirmed (ASN’s in the DC system) The hours of DC operations are: Site W925 W935 W945 W965 NOTE: State NSW VIC QLD WA Receiving 0700 – 1300 0700 – 1100 0700 – 1300 0800 – 1300 Bookings can be made 24/7 Bookings will be processed between 7am and 5pm Monday to Friday Bookings will remain active in the system for 14 days A booking will be tentative till a validated ASN is received. If a valid ASN is not received prior to 4pm the day before the scheduled delivery the booking will be cancelled. Page 29 Supplier Delivery Manual (F) BOOKING REQUESTOR USER ID FORM Please forward this form to the Cross Dock facility - [email protected] This request will be processed during business hours Mon - Fri Supplier Name State Carrier Name (name of supplier/s you will be delivering stock for) NSW VIC QLD WA **Please insert extra rows if you require more user ids per state. Page 30 Carrier Address Booking Requestor's Name Booking Requestor's Contact Number Carrier's Email Address Supplier Delivery Manual (G) CARRIER REQUIREMENT FOR DELIVERIES TO CROSS DOCK DC’S Safety: 8km speed limit in place throughout all DCs High visibility vests and steel capped boots must be worn Only trained and authorised personnel are to use equipment (no seat no ride) Seat belts must be worn where fitted Chain of responsibility: The chain of responsibility legislation documents that all parties in a road transport supply chain – not just the transport provider bears responsibility for the legal consequences that arise from COR obligations and can be implicated by their actions or inactions, should they be found to contribute to a breach of the legislation. The following components of the legislation apply to vehicles over 4.5 tonnes GVM and above: Heavy vehicle driver fatigue management. Mass Dimension Load restraint How do I Unlock my User Name Please email Startrack ([email protected] ) with your request, ensuring you provide your user name. Issues with booking a Cross Dock delivery We have had an issue whereby suppliers have tried to make a booking numerous times because they either: a) Received an error email but it went to the wrong dept and are not aware that the ASN has gone into error b) Multiple people are trying to book the same order c) Incorrectly keying the booking into the online booking system i.e. incorrect order number, incorrect email contact d) ASN not yet downloaded into the DC A booking must only be made once against an order unless advised by Officeworks or the DC, multiple bookings against one order/ASN will result in a delay to your delivery and potentially your order cancelling at Officeworks. You will then have to pick up the stock from your carrier at your own cost therefore it is in your best interest to follow the process correctly. Page 31 Supplier Delivery Manual (H) CARRIER REQUIREMENT FOR DELIVERIES TO THE IMPORT DCS Booking in a Delivery for DC To schedule a delivery into the Distribution Centre Suppliers/carriers need to book deliveries via phone or fax stating The delivery date and time of arrival The order number and estimated number of cartons and pallets that will be arriving. For DC delivery schedules Reference E (I) IMPORT BOOKING FAX FAX TEMPLATE FOR BOOKING DELIVERIES INTO THE DISTRIBUTION FACILITIES IS ATTACHED. DELIVERY CENTRE Address Telephone/Fax Victoria Austpac Logistics 481a Plummer Street Port Melbourne VIC 3207 Austpac Logistics Block L, 391 Park Road Regents Park NSW 2143 Schenker Logistics 51 – 57 Qantas Drive Eagle Farm 4009 Austpac Logistics 27 Barberry Way Bibra Lake 6163 Tel: (03) 8645 9150 NSW Queensland WA Tel: (02) 9743 8955 Tel: (07) 3622 7424 Tel: (08) 9418 3022 OFFICE USE ONLY CARRIER: PHONE: CONTACT NAME: BOOKING # DELIVERY DATE: TIME SLOT: DATE: TIME: FAX SENT: SUPPLIER ORDER NUMBER Page 32 PALLETS CARTONS Supplier Delivery Manual (J) CARRIER HANDOUT: REQUIREMENTS FOR DELIVERIES TO STORES SPECIFIC SITE RESTRICTIONS: Store specific site restrictions need to be taken into consideration by Suppliers/Carriers when deliveries are made to Officeworks sites. The Store specific site restrictions can be found in the Officeworks website: http://suppliers.officeworks.com.au/ DELIVERY DATES – THE DUE DATE ON EVERY ORDER MUST BE MET Delivery of palletised stock to sites: All vehicles delivering palletised stock to sites should have either tailgate or side loading capabilities. A pallet jack is also required on the truck to facilitate unloading. Unless the site has a loading dock (refer site details for which sites this applies to) ONE ORDER NUMBER PER PALLET Do not consolidate order numbers together on pallets. Pallets must be Australian standard pallets (CHEP or Loscam preferred) and free of damage. Cartons must be configured correctly in a stable load, with heaviest cartons at the bottom The maximum height must be 1.8M (including pallet) Maximum weight of a stocked pallet is 1 tonne Goods must be shrink-wrapped to the pallet to ensure stability Where a load on a pallet has an overhang, the load needs to be balanced and distributed evenly across the width of the pallet to ensure the pallet does not topple over when unloading or putting pallet away at sites Ensure that one product code is NOT spread across multiple pallets wherever possible Ensure carton labels are facing outwards wherever possible Hazardous goods must be packed separately and packaged and labelled in accordance with the Australian Code for Transport of Hazardous goods Every pallet is labelled on all four sides of the pallet CONSIGNMENT NOTES A consignment note must accompany all deliveries made to a site; a run sheet will not satisfy proof of delivery standards, should it be required at a later date. Consignment notes must include: The Supplier’s business name and address The name and address of the site the delivery is going to The Officeworks Order number The number of cartons on the delivery The number of pallets on the delivery Invoice Number One order per consignment note ALL OF THE ABOVE FIELDS ARE MANDATORY Page 33 Supplier Delivery Manual (K) CARRIER HANDOUT: REQUIREMENTS FOR DELIVERIES TO CFCS SPECIFIC SITE RESTRICTIONS: Site restrictions need to be taken into consideration by Suppliers/carriers when deliveries are made to Officeworks CFC’s. The site restrictions are as follows Limitation of size of vehicle Noise restrictions Traffic restrictions Shared driveways with smaller vehicles Obey all traffic management signage Obey all speed limits Obey no smoking on site policy DELIVERY DATES – THERE IS A DUE DATE ON EVERY ORDER THAT MUST BE MET All deliveries to a Customer Fulfilment Centre (CFC) are required to be booked in prior to delivery. No exceptions will be made All deliveries will be prioritised by due date Officeworks will require the Purchase Order Numbers for the deliveries being booked in No deliveries will be accepted unless booked in - and only the Purchase Order Numbers provided upon booking will be accepted for unloading The CFC receiving contact numbers for booking requests are listed below: SITE NSW – North Rocks CFC QLD – Acacia Ridge CFC VIC – Laverton CFC WA – Perth Airport CFC CONTACT NUMBER 02 9848 4529 07 3723 1456 03 8368 8327 08 9270 1304 DELIVERY WINDOW 6.30am to 3.30pm 7.00am to 1.00pm 6.00am to 12pm 8.00am to 3.00pm DELIVERY OF STOCK TO SITES: Safety procedures must be complied with at all times. These include: High visibility vests must be worn by drivers/handlers whilst on sites Where possible, pallets MUST be Australian standard pallets (Chep or Loscam preferred) Only Authorised transport workers to be out of the vehicle at any time Page 34 Supplier Delivery Manual (L) ACKNOWLEDGEMENT OF OFFICEWORKS DELIVERY STANDARDS AND PROCESSES (For existing Suppliers only) When completed please return to: [email protected] OFFICEWORKS SUPERSTORES PTY LTD ABN 36 004 763 526 TRADING AS “OFFICEWORKS” This document confirms that the Supplier Delivery Manual has been provided to the “Supplier” along with the “Supply Agreement” as an associated document that stipulates the detailed standards and processes that must be met for all deliveries made to Officeworks required delivery destinations. Signed for and on behalf of__________________________________________ (“Supplier”) by an authorised officer: Signature: _______________________________________________________ *Leadtimes are in business days (M) EDI TRADING TERMS 1. DEFINITIONS In this Schedule, the following terms have these meanings unless the context otherwise requires: "Activities" means the business activities between the parties in relation to the transmission of business documents and messages in a secure electronic format; “Confidential Information" means any information transmitted between the parties which are not, at the time of communicating, lawfully in the public domain; "EDI" means Electronic Data Interchange; "EDI manuals" means the manuals supplied by the Retailer to the Supplier setting out technical procedures and rules applicable to EDI and activities between the parties and as amended or revised by the Retailer from time to time; "Message" means a set of data transmitted electronically between the parties in accordance with the provisions of the EDI manuals; "Provider" means General Electric Information Services Company or such other corporation as is the provider from time to time; "Recipient" in relation to a message means the party which receives that message either directly or through the Provider; "Sender" in relation to a message means the party which transmits that message either directly or through the Provider; "Transaction" means any single completed transmission containing one or more messages; "Transaction Log" means the completed record, as transmitted, of all data interchanged between the parties; "Transmission" means the transmitting of a message electronically from one party to the other or to the Provider; Page 35 Supplier Delivery Manual 2. STANDARDS 2.1 Any Message transmitted from one party to another, which is not in accordance with the requirements set out in the EDI manuals will not be binding on the parties. 3. VALIDITY AND SIGNATURES 3.1 Any message received, the receipt of which has been confirmed as provided in the EDI manuals, will be deemed for all intents & purposes: (a) To be "written" or "in writing" (b) To have been "signed" by the Sender (c) To constitute an "original" when printed from electronic files or records established and maintained in the normal course of business by a party or the Provider; and (d) To constitute a signed memorandum in writing where there is any requirement for transactions to be evidenced by a written memorandum or to be in writing, or where there is any requirement for a written memorandum to be signed. 3.2 The parties agree not to contest the validity or enforceability of any messages, transactions or the transaction log or any certificate issued in regard to it and expressly agree to waive any right to raise any defence or waiver of liability based on the absence of a memorandum in writing or of a signature except to the extent that messages: Can be shown to have been corrupted as result of a third party failure; or Is deemed not to have been received in accordance with paragraph 4 of this Schedule 4. RECEIPT OF TRANSMISSIONS 4.1 Subject to the provisions of this paragraph 4, Messages are deemed to have been received when they are: a) Accessible to the Recipient as provided in the EDI manuals; b) Available to any Provider on behalf of the Recipient as provided in the EDI manuals; c) Acknowledgments of those messages have been transmitted to the Sender as provided in the EDI manuals 4.2 If a Recipient receives a Message which cannot be fully deciphered and understood by the Recipient, the Recipient must promptly notify the Sender and request the Sender to retransmit the message to the Recipient. 4.3 If a Recipient does not comply with paragraph 4.2, or in any event, the Sender transmits a message and does not receive notification from the Recipient as described under paragraph 4.2 within 1 Business Day of transmitting the message then the Recipient will be deemed to have received a clear and intelligible message. 4.4 If a Sender does not, after receipt of a faulty transmission notice, retransmit the message to the Recipient within 2 hours of receiving the notice the message which was the subject of the faulty transmission notice will be deemed to be invalid and will be deemed to have not been received. Page 36 Supplier Delivery Manual 4.5 If, after making all reasonable enquires, a Recipient is unable to determine the identity of the Sender of any message within 1 Business Day after receiving the message, the Recipient will be deemed not to have received that message. 4.6 The Sender is responsible for the completeness and accuracy of any message transmitted by it but the Sender will not be liable for the consequences of an incomplete or incorrect message if the incompleteness or incorrectness is or should in all the circumstances be reasonably obvious to the Recipient. 5. PROVIDER 5.1 The Transmission of messages will, until otherwise agreed, be transmitted between the parties through the Provider. 5.2 Each party is responsible for its own costs including the fees of the Provider and such other persons with which the relevant party contracts. 5.3 Each party is liable for the acts and omissions of its Provider and such other persons with which the relevant party contract while transmitting, receiving, storing or handling messages, or performing related activities. 5.4 If both parties use a Provider to effect the Transmission or receipt of a message, the Sender is liable to the Recipient for the act or omission of that provider for that message. 6. SYSTEMS OPERATIONS 6.1 Each party must at its own expense provide and maintain the equipment, software and services necessary to effectively transmit and receive messages. 6.2 A Transaction Log must be maintained by each party, and must include all messages as sent and received and comprised in each party’s data log without any modification. 7. SECURITY PROCEDURES 7.1 Each party must develop and use security procedures which are sufficient to ensure that all its Transmissions and messages are authorised and which prevent unauthorised access to messages or Transactions on the EDI system between the parties and any provider. 7.2 Each party must, on becoming aware of any breach of security or any unauthorised use or Transmission, immediately inform the other party and promptly investigate the breach, use or Transmission and report to the other party the outcome of that investigation. The use of EDI may be suspended by either party until security has been re-established. 7.3 The party directly or indirectly responsible for the breach of security must pay: (a) the costs of any legal proceedings against any person who has committed the breach of security or an act of unauthorised disclosure; (b) any costs associated with the re-establishment of security procedures including the provision of a new electronics signature or other identification procedure; and (c) any losses, costs or expenses resulting from the breach of security. Page 37 Supplier Delivery Manual 8. CONFIDENTIALITY OF MESSAGES Each party acknowledges that messages contain Confidential Information. Each party agrees: a) not to disclose any Confidential Information to any third party without the prior written consent of the other; b) not to use the Confidential Information other than for the sole purpose of the Activities; c) to effect and maintain adequate security measures to safeguard the Confidential Information from access or use by any unauthorised person; d) to disclose Confidential Information only to those of its officers and employees who: (i) have a need to know (and only to the extent that each has the need to know); and (ii) is aware that the Confidential Information must be kept confidential. The parties will ensure that any agreement with the Provider contains a provision requiring the Provider to so ensure confidentiality of the Confidential Information. Each party must, on becoming aware of any breach of confidentiality, immediately inform the other party, investigate the breach and report to the other party as to the outcome of the investigation. Page 38
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