Woolworths Price Form

Transcription

1 Woolworths Price Form Reference Guide Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 1 of 16

2 Contents Purpose Key Things to Know Forms Tool Validation Messages Woolworths Price Form Page 1 New/Change Vendor Details General Information Pricing Section - Orderable GTIN Pricing Section Pricing Information (excl GST) Form Submission Local Clients Local Clients How to Set Your Default Client for Form Submission Non Local Clients Non Local Clients Adobe Reader X Support Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 2 of 16

3 Purpose The purpose of the Woolworths Price Form (WPF) is to provide Woolworths with pricing information for new and existing Articles. It is not used for promotional deals. When referring to Woolworths, this includes businesses in Australia and Progressive Enterprises in New Zealand. The WPF is applicable to Woolworths Supermarkets, Metro, Woolworths Petrol, BWS, Dan Murphy s, Homeshop, Countdown, Super Value, Fresh Choice and BIG W excluding Produce Articles in any Business Unit. Key Things to Know The Vendor Number and Orderable GTIN(s) are key pieces of information on the form and must be accurate or the form will be rejected A minority of Suppliers will have Vendor Sub Range numbers. Suppliers will be advised by Woolworths of their Vendor Sub Range number if it is applicable. If you have been provided a Vendor Sub Range, every WPF will require the Vendor Sub Range Number. National cost is the default Geography in all Pricing Sections and cannot be changed. National is the majority cost that the Supplier invoices Woolworths. There is only a need to add additional Geographies in the Pricing Section if the cost in that Geography differs from the National cost. Suppliers must have an agreement with the relevant Category Manager/Buyer to provide zone pricing. Zone Pricing is when there is a different price within a group of stores within a state that differs from the state or national price. To submit pricing for an article with a zone price, Woolworths must supply a Zone Price Code. Any other entered codes will be rejected. Suppliers must discuss any Price submission with the relevant Category Manager/Buyer before submitting the WPF form. Existing minimum price change notification periods still apply. The Cost Qualifier is the number of consumer units that Suppliers will provide pricing against. It also determines how Woolworths is invoiced for goods purchased. Suppliers should refer to their Finance Department if unsure of the Cost Qualifier. It is important to enter the same Cost Qualifier for future price changes as already existing in Woolworths merchandising system. The Cost Qualifier may or may not be related to the number of consumer units in the Orderable GTIN. The WPF is used to submit pricing information for up to twenty (20) GTINs at a time. WPF submission for articles maintained in a Price Family (these are similar articles which may vary by flavour, for example, vanilla and strawberry yoghurts) must be submitted on the same day as the Woolworths Article Form (WAF) with the same Effective Date. The WPF must be submitted after the Woolworths Article Form(WAF), where the WAF also requires submitting, and Suppliers must receive a Receipt of Form notification before submitting the WPF. The WPF submission process will fail if the article being priced is not already in the Woolworths system. The form includes validation that the mandatory and conditional fields have been completed as required. It does not confirm that the information entered by Suppliers is correct (e.g. the Vendor Number is correct number for the Supplier completing the form). The form can be saved to a local hard drive for recall and reuse, but ensure latest version of the form is submitted otherwise it will be rejected Submission of obsolete versions of the form will be rejected and Trade Partners will be required to resubmit using the correct version Adobe Reader version 9.0 or above will be required, which can be downloaded at no cost from Using a local client for example Microsoft Outlook or Windows Mail to submit the form is ideal; however the form can be submitted using a non-local client such as Hotmail or Gmail (refer to Form Submission section for how to submit the form). When electronically submitting the form do not attach more than one (1).xml file in an , PDF s of the form, or put text in the body of the message or s the electronic submission will fail. Furthermore, an automated message will not be generated as the form is blocked from entering the SAP system. For Suppliers who are unable to submit forms electronically, all available fields can be printed using the Print Blank Form for Manual Completion button located on the first page at the top right hand side of the form and selecting All in the Print Range. Submit the manually completed forms directly to the relevant Category Manager/Buyer. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 3 of 16

4 Electronic submission and automatic upload does not constitute acceptance of all field information Suppliers will be contacted via an notification if any content requires adjustment. Forms Tool Tool Name Validate Tool Information This tool confirms that the mandatory and conditional fields have been completed as required Click Validate before submitting the form to ensure the information in the form meets data requirements This tool begins the process of submitting the form content to Woolworths After Validation, click Submit to begin the auto-generated submission process. Submit A prompt will appear on every submission to save the form. Woolworths recommends a copy of the form be saved for future reference. Clear Suppliers using non-local clients will not be able to use the auto-generated submission process. Refer to the Form Submission section found at the end of the this User Guide. This tool clears all fields of information entered into the form. Once cleared, information cannot be retrieved unless you have a saved version. Print This tool prints a copy of the completed form Validation Messages Validation Message Information Validation messages are displayed in the Validation Messages box, at the end of the form. The messages relate to the data that has been entered into the fields of the form and confirms they have been completed in an accepted format. Example of a form which has not met the data requirements shown on the left. Corrective action to amend the identified fields is required before submitting the form to Woolworths If there are no issues with the information entered in the form the Validation Messages box will state Form is valid, as shown on the left, indicating the information entered met data requirements and the form is ready for submission Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 4 of 16

5 Woolworths Price Form Page 1 New/Change Field Name Print Blank Form for Manual Completion Field Information This tool prints every available part, section and field in the form, and is selected when electronic completion and submission is not possible. New or Change Select either New for new Articles once you have received your Receipt of Form notification or Change when making a change to the price of an Article already in the Woolworths system Selection made when completing the form will determine which fields become mandatory on the form All fields marked in Red or highlighted with a red asterisk (*) are mandatory Vendor Details Field Name Vendor No Vendor Name Woolworths Category Manager/Buyer Broker Vendor Sub Range Field Information Enter the Vendor number as found on your Remittance Advice, unless advised otherwise by Woolworths Group A Woolworths Representative will advise new Suppliers of their Vendor No on completion of all Vendor related forms, submission and loading into the Woolworths systems Refer to the Remittance Advice Guide for guidance on locating the Vendor Number Enter the Company Trading Name Enter the name of your buying contact, for this Article, at Woolworths Suppliers who are unsure of their Category Manager/Buyer will enter the Division name in this field, for example Big W Select this check box if you are a broker submitting the form on behalf of another Vendor Enter the Vendor Sub Range number for the relevant article and Remit to Vendor Number. A Vendor Sub Range is a subdivision of a Suppliers overall range that has different Trading Terms For example; a Supplier could supply articles from Frozen, Chilled and Ambient parts of our business and have different trading terms for each business segment Vendor Sub Range numbers are 4 digits (e.g. 0001) and are provided by Woolworths. They will apply to a minority of Suppliers. A Woolworths Representative will advise if Sub Ranges are applicable. Alternatively, contact Business Services and Support: In Australia: In New Zealand: buservsup@woolworths.com.au Trading Hours: 8.30am to 5pm, Australian Eastern Standard Time (AEST) Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 5 of 16

6 Contact Name Contact Contact Phone Number Enter the contact name of the submitter of the form This address will be used by Woolworths to provide responses to content provided in Woolworth s forms. It is recommended that a group be used in place of an individual s address to ensure delivery Example, @woolworths.com.au Enter the phone number of the submitter of the form. Example, General Information Field Name Effective Date Field Information Click the field drop down to display the calendar. Select the month and day when the pricing will take effect This cannot be a past date. For new articles, the effective date is the current days date. For existing articles, the effective date is the date the change is effective from. Primary Price Change Reason Select an option using the drop down list. Target Market Select either AUS for Articles supplied to Australia or NZ for Articles supplied to New Zealand If supplying the article to both Target Markets, submit separate forms Pricing Section - Orderable GTIN Tool Name Add New Pricing Section Tool Information The Pricing Section allows for submission of up to 20 GTINS at one time, however, it defaults to Pricing Section 1. To include additional pricing sections and therefore more articles, Click Add New Pricing Section to manually add more sections Delete Pricing Section Select the Pricing Section to be deleted by clicking on the checkbox on the top right hand side of the Pricing Section, then click Delete Pricing Section Copy Pricing Section Select the Pricing Section to be copied by clicking on the checkbox on the top right hand side of the Pricing Section, then click Copy Pricing Section A new Pricing Section will be added, populated with the information from the copied Pricing Section except for the GTIN The GTIN will not be copied as each Pricing Section must have a unique GTIN Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 6 of 16

7 Select All Pricing Sections Use this tool to select all Pricing Sections on the form Deselect All Pricing Sections Use this tool to de-select all Pricing Sections on the form Field Name Orderable GTIN Field Information Enter the Global Trade Item Number (GTIN) that Woolworths will use to order the article The GTIN is a numerical value, a barcode on the Article, used to identify a trade item. If Woolworths orders articles by the Outer Case, the GTIN entered on the WPF will be for the Outer Case. Consignment Drop Ship Vendor Bonus Stock Pack Level of Orderable Unit Base UOM For existing articles, refer to your Purchase Order to obtain the GTIN. By selecting Consignment, this indicates that the product is to be managed as a consignment article Select this checkbox if you are an Online Supplier, delivering direct to the Woolworths customer Applicable to Liquor only Select an option using the drop down list. This indicates which level of the pack hierarchy the Orderable GTIN represents. The Base Unit Of Measure (UOM) refers to how the article is sold to the consumer at the point of sale and is either Each, Litre or Kilogram. The Base UOM must be the same on the WPF as submitted on the WAF for that article. By selecting Kilogram, the Cost Qualifier will allow values in decimal places. By selecting Litre, the Cost Qualifier cannot contain decimal places. Article Description Enter the description, as found on the label of the article, sold to the end consumer, in the following order, Brand Product Variant Size. Example, Homebrand Baked Beans with Tomato Sauce 300g. Field Name Retail Price Retail Price Type Clear Proposed Retail Price (inc GST) section Field Information Enter the proposed Retail Price including GST Select either 1. Recommended Retail Price Or 2. Price on Package Use this tool to clear information entered in the Proposed Retail Price (inc GST) section Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 7 of 16

8 Pricing Section Pricing Information (excl GST) Field Name Geography Field Information This is the geographic region or a divisional segment for which the cost relates. National cost is a mandatory Geography if State Level pricing exists. If Zone Pricing exists, National is not mandatory. National is the majority cost that the Supplier invoices Woolworths. There is only a need to add additional Geographies if the cost in that Geography differs from the National cost. You cannot have two (2) National costs. Suppliers have the ability to enter a Zone Price Code in this column. This is a Zone Price Code that has been defined and agreed with Woolworths prior to submitting this form. Zone pricing is only applicable for Direct Store Delivery. Any additional cost regions can be entered in subsequent rows. Where a Zone Price cost exists a National cost is not required to be entered in the form. The Supplier identifies the State or Zone Code row as an Exception when they select Exception in the Price Flag column, as shown below. For New Zealand, only National and Zone Price Codes are applicable. Source of Supply For Australia, National, State and Zone Price Codes are applicable. Column indicating the distribution method to which the cost relates. There are two (2) options: DC Distribution Centre DSD Direct Store Delivery. Select an option using the drop down list for each applicable row. Where there are differing National costs based on source of supply, the DSD cost will be entered against either States or Zone Price Code. Example, a Supplier supplies New Zealand DSD in the South Island and DC in the North Island. In the Geography column National will be selected with a source of supply DC and a new row would be entered with Zone Price Code SI (as agreed and communicated by Woolworths) with a source of supply DSD into South Island stores. The Supplier identifies the SI row as an Exception when they select Exception in the Price Flag column, as shown below Suppliers only need additional Geography rows when there is a difference in any of the List, Deals or Charges columns to the National (excluding the Invoice Cost column). Example, an article supplied in New Zealand, via the DC in the North Island and DSD in the South Island where the DC and DSD Source of Supply both have a List cost of $10 and an Off-Invoice Deal of $1.00. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 8 of 16

9 The Supplier also has a 10% Off Invoice Warehouse Allowance which only applies to the DC Source of Supply. In this example, only one Geography is required which is National with a List cost of $10 and an Off-Invoice Deal of $1.00. The Invoice Cost must be calculated favouring the DC source of supply over DSD resulting in an Invoice Cost of $8.00. There is no need to have additional Geography to represent the $9.00 Invoice Cost for DSD. Cost Qualifier If you do not have differing National costs, use DC cost only Column indicating the number of consumer units that a Supplier will provide pricing against. It also determines how the Supplier invoices Woolworths for goods purchased. refer to your internal Finance department if you are unsure of your Cost Qualifier. It is important to enter the same Cost Qualifier for future price changes as already existing in Woolworths merchandising system. For Random Weight articles, the Cost Qualifier must always be one (1). By selecting Kilogram in the Base UOM field you are able to enter a value to three (3) decimal places. By selecting Litre or Each in the Base UOM field you are to enter only whole numbers. The Cost Qualifier may or may not be related to the number of consumer units in the Orderable GTIN. Example, 1. The Supplier provides a negotiated cost per Outer Case; therefore the Cost Qualifier is the number of consumer units within the Outer Case. 2. The Supplier provides a negotiated cost per Inner Pack (even though Woolworths orders the Outer Case); therefore the Cost Qualifier is the number of consumer units within the Inner Pack. For example, Cigarettes. Base UOM will appear under the Cost Qualifier heading to serve as a reminder that the Cost Qualifier equals the number of consumer units that the cost value relates to. List Off Invoice Deal Indicates the List Price/First Cost for the amount being invoiced without any discounts being applied and related to the GTIN. Column indicating the Off Invoice Deal in a percentage (%) value or dollar ($) value. Off-Invoice Deal is an amount that will reduce the Invoice Cost. Percentage or dollar value is selectable once and applicable to all entries in this column. To end the Off Invoice Deal cost element, the Supplier must submit the WPF with a zero value ( 0.00 ) for each Geography in the Off Invoice Deal column. The invoice cost would need to be recalculated and entered. Suppliers must also select the correct $ or % value from the drop down list. To amend the Off Invoice Deal cost element, the Supplier must submit the WPF with the revised amount for each Geography in the Off Invoice Deal column. The invoice cost would need to be recalculated and entered. If a Supplier is moving from a $ amount to a % amount (or vice versa), two change WPFs are required. The first WPF is required to end the deal using The Trader Partner should wait for the auto confirming that the WPF has been successfully received into the system. Once the notification is received, the second WPF is required with the revised deal and new $ or % amount selected. Misc Deal Do not enter any Off-Invoice Trading Terms. This column is only for Off-Invoice Deals that apply to this individual article and not to the entire Vendor. Example, a Warehouse allowance is applicable in the Vendor level to all of the articles in the range. This does not require entering in this column. Column indicating Miscellaneous Deal in a percentage (%) value or dollar ($) value. Miscellaneous Deal is an amount that will reduce the cost of the article. A Geography cannot have Miscellaneous Deal and Miscellaneous Charge, these are mutually exclusive. Percentage or dollar value is selectable once and applicable to all entries in this column. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 9 of 16

10 To end the Misc Deal cost element, the Supplier must submit the WPF with a zero value ( 0.00 ) for each Geography in the Misc Deal column. The invoice cost would need to be recalculated and entered. Suppliers must also select the correct $ or % value from the drop down list. To amend the Misc Deal cost element, the Supplier must submit the WPF with the revised amount for each Geography in the Misc Deal column. The invoice cost would need to be recalculated and entered. If a Supplier is moving from a $ amount to a % amount (or vice versa), two change WPFs are required. The first WPF is required to end the deal using The Trader Partner should wait for the auto confirming that the WPF has been successfully received into the system. Once the notification is received, on the following day the second WPF is to be submitted with the revised deal and new $ or % amount selected. Do not enter any Off-Invoice Trading Terms. This column is only for Misc Deals that apply to this individual article and not to the entire Vendor. Example, a Warehouse allowance is applicable in the Vendor level to all of the articles in the range. This does not require entering in this column. Freight Charge Column indicating Freight Charge in a percentage (%) value or dollar ($) value. Freight applies only to a minority of Liquor articles, for example, Wine. No other articles will have Freight Charges. Freight Charge is an amount that will increase the Invoice Cost. Percentage or dollar value is selectable once and applicable to all entries in this column. Misc Charge Invoice Cost Column indicating Miscellaneous Charge in a percentage (%) value or dollar ($) value. Miscellaneous Charge is an amount that will increase the cost of the article. A Geography cannot have Miscellaneous Deal and Miscellaneous Charge, these are mutually exclusive. Percentage or dollar value is selectable once and applicable to all entries in this column. Column indicating the Invoice Cost. Enter the amount, as it will appear on your invoice to Woolworths in the applicable row. This is the amount that will appear on the invoice to Woolworths, inclusive of all allowances and deals for the article. If there is a Warehouse Allowance it must be included in the Invoice Cost calculation but the Warehouse Allowance is not to be entered into the form. Invoice cost needs to be manually calculated. The most common scenario is Invoice Cost = List Cost less the Warehouse Allowance. Invoice cost does not include business volume rebate, ullage or settlement discounts. Deferred Deal Column indicating Deferred Deal in a percentage (%) value or dollar ($) value. Deferred Deal is a standard deferred deal based on purchases. Deferred Deal is an amount that will reduce the purchase cost (after invoice) of the article. Percentage or dollar value is selectable once and applicable to all entries in this column. To end the Deferred Deal cost element, the Supplier must submit the WPF with a zero value ( 0.00 ) for each Geography in the Deferred Deal column. Suppliers must also select the correct $ or % value from the drop down list. To amend the Deferred Deal cost element, the Supplier must submit the WPF with the revised amount for each Geography in the Deferred Deal column. I f a Supplier is moving from a $ value to a % value (or vice versa), two change WPFs are required. The first WPF is required to end the relevant $ or % deal using The second WPF is then required to be submitted the following day with the revised deal and new $ or % value selected. Price Flag Column indicating an Exception Price or End Price applies. Exception Pricing Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 10 of 16

11 Selecting Exception indicates the price captured on the applicable row is different from the National. For example, the article has a National cost, except into South Australia (SA). In this instance, you would supply a National cost and a South Australian cost, where the SA cost must have Exception selected in the Price Flag column. Where an exception price exists for a State geography, a National cost must also exist. End Price for a Geography Selecting End Price indicates to Woolworths that the applicable Geography no longer has specific pricing. The end price facility is used only for ending costing for the entire target Geography. Example: The below Supplier has a National Price with an Off Invoice Deal of 2% and an Exception price for Queensland with an Off Invoice Deal of 5%. After renegotiating cost with the Business Manager, the Queensland exception pricing and Off Invoice Deal no longer applies and the Supplier now provides pricing only at a National level where the Off Invoice Deal has increased to 2.5%. To activate this change, the Supplier must submit the WPF flagging the Queensland Geography as End Price, and including all the Queensland costs that are to be ended. The End Price flag cannot apply to an individual list price, deal or charge within a Geography. If there are no changes to the previously submitted National cost, Suppliers are able to End Price the Geography flagged as an Exception (i.e. State or Zone Price Code) by either selecting or manually typing (i.e. Zone Price Code) the desired Geography and selecting End Price from the Price Flag column. The National does not need to be resubmitted with the End Price. End Price for a Cost Element Used to end price for a cost element at a National level or for a Geography, by entering a Zero ( 0 ) value against the required cost element (ie Off Invoice Deal or Deferred Deal etc). Example: The below Supplier has a National Price with an Off Invoice Deal of 10% and an Exception price for South Australia with an Off Invoice Deal of 8%. After re negotiating cost with the Business Manager, the South Australian exception pricing for the List cost will remain but the Off Invoice Deal will no longer apply for National and South Australia. To end the Off Invoice Deal cost element, the Supplier must submit the WPF with a zero value ( 0 ) for each Geography in the Off Invoice Deal column. The Exception Price and End Price flag cannot apply to National cost. Note : The Price Flag field must be populated with either End or Exception field. If there is State pricing and the Price Flag is left blank, the following Error message will appear once the Form is Validated. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 11 of 16

12 Delete Column providing the ability to clear user entered data in the selected row. Press the icon to clear the data. Form Submission The Woolworths Price Form will automatically validate when the Submit button is selected. It is still beneficial to validate prior to submitting as a safeguard to ensure the information has met the data requirements. Upon validation, a message will now appear prompting Suppliers to discuss submission with their Woolworths contact prior to submitting. The form will always prompt the user to save a copy when the Submit button is selected. Local Clients For Suppliers using a local client (For example, Microsoft Outlook, Windows Mail) complete the following steps to submit: Step Task 1 Click on the Submit button to begin the process of submitting the form contents to Woolworths. 2 A Save As dialog box will appear prompting the user to save the submission 3 Select a location to save the file, for example, Woolworths Price Form Submissions. 4 Give the submission a file name, for example, New Price Submission v1 and click Save. 5 Once the form is saved, your local client will create a new pre-populated message (auto-generated ), with the form automatically added as an attachment (in XML format). When this appears, do not modify any of the fields, or add additional attachments or text. 6 Click Send 7 Suppliers will be contacted within 48 hours if they are required to resubmit their forms with content changes. Suppliers who are not contacted within 48 hours can presume no changes are required to the form submission. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 12 of 16

13 The cannot be recalled once it has been sent. Local Clients How to Set Your Default Client for Form Submission There may be instances where Suppliers experience technical difficulties when pressing the submit button where by the local client does not create an and put in the attachment. For Suppliers who experience this take the following course of action: Step Task 1 Open the Default Programs window and select Set your default program. (Start -> Control Panel -> Default Programs) 2 Highlight the required Program, select Set this program as default, and click OK. Check the Default Client is working properly. If it is not, then proceed through the following steps. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 13 of 16

14 Step Task 1 Select Set program access and computer defaults. 2 Expand the Custom configuration, Choose a default program, and click OK. 3 The Default Client should now be working properly. Non Local Clients For Suppliers using a Hotmail, Gmail, Yahoo account, or something similar, manual steps need to be followed to create and attach the file into an for form submission. Step Task 1 Click on the Validate button at the end of the form. 2 In the form, Select Document, move down to Forms and click on Export Data. 3 A Save As box will appear prompting the user to save the submission. 4 Select a location to save the file which will be in.xml format. Be sure to note the location where the form was saved. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 14 of 16

15 5 6 Log in to the client, and create a new message; To: merchandiseeforms@woolworths.com.au Subject: Price Create Form 7 Add the attachment (example using a Gmail account) navigating to the folder that the.xml file was saved in, and select the file. The file should then be attached in the message. 8 Once the extracted file is attached, then the can be sent. Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 15 of 16

16 Non Local Clients Adobe Reader X For Suppliers using a Hotmail, Gmail or Yahoo account, or something similar, and are using Adobe Reader X manual steps need to be followed to create and attach the file into an for form submission that vary to the preceding example. Step Task 1 Click on the Validate button at the end of the form. 2 In the form Select Tools. 3 Select Export Data, to extract XML from the form. 4 A Save As box will appear prompting the user to save the submission. Follow steps 4 8 from page 14 to 15 It is important that Suppliers do not do the following: Attach more than one (1).xml file in an , Attach the PDF form, Put in any other text in the message. Add any other attachments. The extracted.xml should be the only attachment. Do not submit more than one (1) WPF for an article per day. If you submit more than one (1) form for a single article per day you will increase the chance that Woolworths will receive the incorrect information. If you have submitted the form with a mistake, contact the Business Services & Support team on (Australia) or (New Zealand). Do not resubmit the form. Support For support queries related to the form and its use contact: Business Services & Support Phone: In Australia: In New Zealand: buservsup@woolworths.com.au Trading Hours: 8.30am to 5pm, Australian Eastern Standard Time (AEST). Doc ID #1397 Last updated 19 February 2018 Copyright Woolworths Group Page 16 of 16