1. business and industrial

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