Officeworks Supplier Delivery Manual - Supplier Delivery Manual - March 2012

 
Officeworks Supplier Delivery Manual - Supplier Delivery Manual - March 2012
Supplier Delivery Manual

 Officeworks
  Supplier
  Delivery
   Manual
               March 2012

                   Page 1
Officeworks Supplier Delivery Manual - Supplier Delivery Manual - March 2012
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

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Supplier 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

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Supplier 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.

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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 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.

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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

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   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.
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   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.
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Supplier 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.

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Supplier 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.

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                  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

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   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:

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Supplier 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

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         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:

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Supplier 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

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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/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
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   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.

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   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.

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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
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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”.

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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.

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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.

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Supplier 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.

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Supplier 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

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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 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:

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Supplier 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.

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Supplier 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

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Supplier 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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