Officeworks Supplier Delivery Manual - Supplier Delivery Manual - March 2012
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Supplier Delivery Manual
Officeworks
Supplier
Delivery
Manual
March 2012
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 .................................................... 10
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 XDOCK DELIVERY: ............................................................................. 28
(F) BOOKING REQUESTOR USER ID FORM................................................................... 30
(G) CARRIER REQUIREMENT FOR DELIVERIES TO XDOCK DC'S .................................. 31
HOW DO I UNLOCK MY USER NAME............................................................................ 31
Page 2Supplier Delivery Manual
PLEASE EMAIL LUBY VUKOVIC (LVUKOVIC@AAE.COM.AU ) WITH YOUR REQUEST,
ENSURING YOU PROVIDE YOUR USER NAME............................................................... 31
ISSUES WITH BOOKING A CROSS DOCK DELIVERY ...................................................... 31
WE HAVE HAD AN ISSUE WHEREBY SUPPLIERS HAVE TRIED TO MAKE A BOOKING
NUMEROUS TIMES BECAUSE THEY EITHER: .................................................................... 31
(H) CARRIER REQUIREMENT FOR DELIVERIES TO THE IMPORT DCS ............................. 32
(I) IMPORT BOOKING FAX:.......................................................................................... 33
(J) CARRIER HANDOUT: REQUIREMENTS FOR DELIVERIES TO STORES ........................ 34
(K) CARRIER HANDOUT: REQUIREMENTS FOR DELIVERIES TO CFCS. .......................... 35
(L) ACKNOWLEDGEMENT OF OFFICEWORKS DELIVERY STANDARDS AND
PROCESSES .................................................................................................................... 36
(M)EDI TRADING TERMS................................................................................................ 37
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 3Supplier Delivery Manual
1. Functional Terms and Abbreviations
Term/Abbreviation Definition
ADM ASN Discrepancy Memo
ASN Advanced Shipment Notice
B2B Business To Business
CFC Customer Fulfilment Centre
CMT Community Management Tool
EDI Electronic Data Interchange
FIS Free Into Site
GTIN Global Trade Identification Number
PO Purchase Order
POA Purchase Order Amendment
POC Purchase Order Change
QC Quality Check
RCTI Recipient Created Tax Invoice
RPOA Request for Purchase Order Amendment
SCM Shipping Container Mark
SSCC Serial Shipment Container Code
SRP Store Ready Pallet: Pallet of goods that arrive at a DC that
is ready for despatch to an Officeworks site
URL Uniform Resource Locator
XD Cross Dock/xDock
2. Introduction
This describes the detail behind the Officeworks Supplier Agreement for Supplier's
successfully delivering merchandise to Officeworks sites, CFCs, xDock 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 Officeworks Broadcasts:
To ensure receipt of EDI broadcasts regarding new sites (opening dates, address
details, site restrictions and general info) Suppliers are required to notify:
officeworks.ecommerce@officeworks.com.au if any details change to your address,
phone or business contacts.
Page 4Supplier 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 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 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 ET web site. All
orders to this DC will have one specific location and all orders will be stand alone.
Page 5Supplier 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 Delivery Dates:
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 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 the 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 (replen@officeworks.com.au) via a 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
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://www.officeworks.com.au/retail/content/suppliers_info#Local, please click on
the Officeworks icon and then click on the hyperlink to DC's and Stores). 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
Page 6Supplier Delivery Manual
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”
The product identification labelling requirements located in Reference B (Page 25).
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 Height Width Length Weight
Minimum 5mm 90mm 140mm 0.1kg
Maximum 550mm 550mm 900mm 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
(page 24)
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 act.). 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 Officeworks website under the Officeworks icon:
http://www.officeworks.com.au/retail/content/suppliers_info#Local
Pallets MUST be Australian standard pallets (CHEP or Loscam preferred)
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.
Page 7Supplier 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 on 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:
All invoices must include the following information:
The original invoice must be placed in a self-adhesive “Invoice Enclosed”
envelope, which is attached to the outside of the carton or pallet being
delivered so it can be retrieved easily.
Page 8Supplier Delivery Manual
Supplier details: ABN, Name & address of company, invoice number, and con
note number
Receiver details: site address, site number and purchase order number.
The invoice must detail the goods accompanying the invoice: products
description, quantity ordered, quantity supplied, the unit cost (as per the order),
GST, extended product value.
The total number of shipping cartons covered by the invoice.
A separate invoice must accompany every delivery if more than one delivery is
made on an order.
It is always preferable that ONE DELIVERY with ONE INVOICE is made per order.
Only one order number can be included on an invoice.
Only one invoice number per consignment note
The original invoice must accompany the physical delivery with all goods being
delivered direct to site.
Where palletised deliveries are made direct to sites, place the invoice, in its adhesive
“invoice enclosed” envelope on the first pallet i.e. 1 of X pallets – so as to allow easy
retrieval by the receiving site.
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 Officeworks web site:
http://www.officeworks.com.au/retail/content/suppliers_info#Local
Please click on the Officeworks icon and go into the DC's and sites hyperlink to
access this information.
4.7 Rescheduling Delivery date process:
If for any reason Suppliers cannot deliver to a location on the required date, the
Supplier must e-mail replen@officeworks.com.au, 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.
Page 9Supplier Delivery Manual
4.9 Pallet Exchange Process for site deliveries:
Upon delivery of palletised goods, a one for one exchange of pallets will occur. In the
instance that Officeworks is unable to provide a replacement pallet; a pallet
exchange docket will be issued. These dockets MUST be presented for pallet
exchanges to occur to the location that issued the docket.
5. Making Deliveries into a Cross Dock DC
Only B2B Accredited Suppliers can make a delivery into a Cross Dock DC. Please refer
to Reference D (page 27) for booking process and DC listing
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.
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, page 26)
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.
Page 10Supplier Delivery Manual
Description Height Width Length Weight
Minimum 5mm 90mm 140mm 0.1kg
Maximum 600mm 600mm 1000mm 20kg
Note: Any cartons outside of these dimension requirements will incur additional
processing costs as the cartons will need to be manually sorted.
5.3 Packing Labels for Cartons:
Reference C (page 26) 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 (page 25)
Carton labels: where to place them:
Product Identification
label
PRODUCT
Identification 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 Australian standard pallets (CHEP or Loscam preferred).
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
Page 11Supplier Delivery Manual
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
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. not overhang .In
particular, deliveries on site ready pallets that are going through to an individual
site and utilize 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 (page 26) 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 (page 24) 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 12Supplier Delivery Manual
5.8 Consignment notes:
A consignment note must accompany all deliveries made to a DC; should it be
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-aae.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. 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
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
Page 13Supplier Delivery Manual
The balance 5 cartons may be accepted by the DC on Monday PM at the
DC's discretion only
The balance 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 AaE 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
days from date of delivery. The pallet account numbers for both CHEP and LOSCAM
are:
Page 14Supplier Delivery Manual
DC CHEP ACCOUNT NO LOSCAM ACCOUNT NO
W925 (NSW) 4000178294 222925
W935 (VIC) 4000178293 333935
W945 (QLD) 4000178295 444945
W965 (WA) 4000178296 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.: certain cartons damaged
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:
1. Direct to each site (currently worked on at regional level)
2. Delivery into Cross Dock Distribution Facilities
3. Delivery into Regional Distribution Centre's
All changes to lead times:
Must be approved by the Buyer
Must be confirmed in writing
Page 15Supplier 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/INVOICE, 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 Description
Terms
30 Days 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.
60 Days 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.
90 Days 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.
120 Days 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
Officeworks Accounts Department within 90 days of the date of the remittance.
8.3 Proof of Delivery:
Requested proof of deliveries must include:
the Officeworks site location name
Page 16Supplier Delivery Manual
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 (PO's)
Electronic orders are created and sent based on one order per ‘deliver to' location, i.e.
a separate order for each delivery location. Officeworks expect 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
the order can be fulfilled. Officeworks will respond within 4 working hours with a
POC either accepting or rejecting the POA.
Page 17Supplier Delivery Manual
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 xDock only Accredited Suppliers (RPOA):
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 and 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
NB: 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 18Supplier Delivery Manual
9.2 Advance Ship Notice (ASN):
Creating SCM and an 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 and 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 and sited 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 xDock 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 essential ingredient of the receiving process. Ensure
labels are always readable/ scanable 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
APN substitute
Delivery destination incorrect
Page 19Supplier 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 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, a
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 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 20Supplier 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 or nominate Third Party Warehouse
Data Preparation
Test Processes
Accreditation
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 21Supplier 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 involves:
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 receiving 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.
Page 22Supplier Delivery Manual
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
weeks.
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.
Scanned
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
June/July 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” GS1way, ASN processing
will commence and Officeworks will expect all orders to be processed using the e-
Commerce 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.
Page 23Supplier Delivery Manual
Supplier Accreditation Process for Non POA/POC:
The CMT Tool will be utilised for accreditation and be overseen by the Officeworks
eCommerce Team.
Supplier Accreditation Process for POA/POC:
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 xDock 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 XD 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. Any request for confirmation of
an EDI message being sent must be sent without delay.
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 re-transmitted 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 24Supplier 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 17kg) 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 (35kg 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.
Example:
Page 25Supplier Delivery Manual
These icons can be accessed electronically in the Officeworks web site:
http://www.officeworks.com.au/retail/content/suppliers_info#Local
(B) Product identification labelling
Product identification labelling is required on all single product cartons (inners &
outers). 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
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)
Invoices attached to this order number:
(Always only 1 invoice per order) & Invoice Number
(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.
Page 26Supplier Delivery Manual
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.
Queries can be directed to the Officeworks eCommerce Team via email at
officeworks.eCommerce@officeworks.com.au or the label specifications can be
downloaded from http://www.officeworks.com.au/retail/content/suppliers_info#Local
The 3rd digit on a carton label will begin with a ‘3' or ‘0' while a pallet label will be ‘1'
Example:
Carton - 00393142860012309113
Pallet – 00157022300003711051
(D)
Carrier Handout: AaE xDock DC
Accreditation with Officeworks includes induction with our xDock service provider
Australian Air Express (AaE). 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.
INDUCTION – Once a month there will be an induction at an AaE 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 AaE
http://www.officeworks.com.au/retail/content/suppliers_info#Local
Page 27Supplier Delivery Manual
Supplier Guide
a) Cross Dock Portal user guide
b) AaE Booking System
c) AaE Pallet Process
d) Supplier Delivery Manual
BOOKING – the attached Booking Requestor Form (Reference E Page 28) needs to be
completed prior to finalisation of your CMT (accreditation). This is to advise AaE 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://www.officeworks.com.au/retail/content/suppliers_info#Local to view AaE'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 AaE 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 Replen@officeworks.com.au
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 AaE gatehouse (if booking cannot be made) or Officeworks replen (if you
received an email)
(E) Booking a xDock delivery:
It is imperative that bookings are confirmed via the AaE Bookings 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 AaE within 2
working days (Contacts are below)
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