Woolworths Change to Vendor Details Form Australia and New Zealand

User Guide Version 2.0

1 Contents

1. Introduction ...... 3 Purpose ...... 3 Key Things You Need to Know...... 3 How to read the User Guide ...... 4 3. Woolworths Change to Vendor Details Form...... 5 Form Header ...... 5 Section 1. New Trade Partner Details ...... 5 Section 2. New Main Office Address Details – Postal Address ...... 6 Section 2. New Main Office Address Details – Street Address...... 7 Section 2. New Main Office Address Details – Phone & Fax Details...... 8 Section 3. New Company Contact Details – Account Executive/Owner Contact Details...... 8 Section 3. New Company Contact Details – Finance Contact Details...... 9 Section 4. New Agreed Trading Terms...... 10 Section 5. New Banking Details ...... 11 Section 6. New Remittance Advice and Statement Of Adjustment Notices...... 11 Section 7. Trade Partner Acknowledgement ...... 12 4. Form submission ...... 13 Submitting the Form ...... 13 5. Support ...... 13 Key Contacts ...... 13

Purpose

The purpose of the Change to Vendor Details Form is to provide Woolworths1 with changes to core information relating to your company.

This information will be used to maintain records against your vendor number, including payment and remittance advice.

If you are a new Trade Partner, you must use the New Vendor Details Form to establish your company information with Woolworths. This should only be done after your interview with the Business Manager or Category Manager and once your product/range has been accepted.

Key Things You Need to Know

The Change to Vendor Details Form is applicable to Woolworths Supermarkets, Woolworths Liquor, Woolworths Petrol, BWS, Dan Murphy’s, Thomas Dux Grocer, Homeshop, Countdown, Foodtown, Super Value and Fresh Choice2.

To ensure there are no unnecessary delays in processing your Form, it is important that you discuss any changes to Section 4 with your Business Manager or Category Manager prior to submitting your Change to Vendor Details Form. When completing the Form you need only to complete Sections 1 to 7. Sections 8 is for Woolworths’ internal use only.

Any changes to Trading Terms must be agreed and signed by the Business Manager before the Form can be finalised.

It is expected that this form will be completed electronically to utilise the features within it, however, hand written forms will be accepted if you are unable to complete the form electronically. In 2011, the Change to Vendor Details Form will be updated to the Adobe format and it is advised that you periodically check wowlink and Progressive websites for the latest version.

It is important that a completed original form, signed accordingly, is submitted to your Business Manager or Category Manager.

If you are changing your banking details, you must also provide an original bank document to verify BSB code, bank account name and account number. Acceptable original bank documents include: o A bank deposit slip with account details printed; o The top half of a bank statement (we do not require the transaction listing); o A signed letter on bank letterhead with a bank stamp present. NOTE: Fax or scanned copies of the above documents are not acceptable. Change to Vendor Details Forms will be processed by Woolworths within one week of receiving the form.

It is highly recommended that you save a copy of all forms that you submit.

1 When referring to ‘Woolworths’ this includes Woolworths’ businesses in Australia and Progressive Enterprises in New Zealand. 2 The Change to Vendor Details Form does not apply to BIG W, Dick Smith Electronics, Tandy and Danks.

How to read the User Guide

This user guide has been developed as a reference when completing the Change to Vendor Details Form. To follow the user guide you will need to become familiar with the layout and symbols.

Chapter 3 of the Guide explains the Change to Vendor Details Form in detail. It covers each section of the form in detail: for example Section 1. New Trade Partner Details. A picture of the section you are completing is shown followed by a table detailing the information relating to the fields within the section. The information in the table includes:

Field Name Field Information Field Type Mandatory / Optional / Conditional

Field Name: The name of the field or column on the form that you are entering information into.

Field Information: The entry method and explanation of the field name. Examples, hints and tips will also appear in this column.

This icon indicates there is a hint specific to the field.

Field Type: Whether the field allows for Characters (Char), Dates (Date) or Numbers (Num). Char is also used to refer to fields that use drop down lists and check boxes.

Field Length: The maximum number of characters or numbers that can be entered into a field on the form. Where there is a drop down list this is the selection with the most characters or numbers. Fields which require decimal places are represented in the following format: The maximum number of digits before the decimal place and the maximum number of digits after the decimal point. For example, 2,2 would mean the number allows up to 2 digits before the decimal point and 2 digits after the decimal point. In this example, 33.88 would be allowed but 333.88 or 33.888 would not be allowed.

Mandatory/Optional/Conditional: Indicates whether the field must be completed. There are three (3) scenarios: 1. M – Mandatory: The field must always be completed. 2. O – Optional: The field is available for completion but is not mandatory. 3. C – Conditional: The field can be mandatory to complete dependent on the selection and/or completion of a previous field. For example, Postal Address is a conditional field as it only requires completion if different to the Street Address.

Note: Other than Vendor Number and Trade Partner Acknowledgement, all other fields are optional on the Form depending on whether they are changing.

Form Header

Field Name Field Information Field Mandatory / Type Optional / Conditional National Merch No This is for Woolworths Use only. Do not enter information in this - - – WOW USE ONLY field.

Section 1. New Trade Partner Details

What is the effective date for these changes? Field Name Field Information Field Mandatory / Type Optional / Conditional Vendor Number* Enter the Remit To Vendor Number as found on your Remittance Num M Advice issued by Woolworths. This an 8-digit unique identifier. If you are unsure where your Vendor Number is on your Remittance Advice, refer to the Remittance Advice Guide on wowlink. Previous Company If changed, enter your old company trading name as it appeared Char O Trading Name on the tax invoice. Previous Company If changed, enter your old company legal name. Char C Legal Name New Company If changed, enter your new company trading name as it will appear Char O Trading Name on your tax invoice. New Company If changed, enter your new company legal name. Char C

Version 2.0 ©Woolworths Limited 2011. All rights reserved. 5 Field Name Field Information Field Mandatory / Type Optional / Conditional Legal Name New ABN If changed, enter your Australian Business Number. (ABN). Num O (Australia) This is a unique 11-digit identifier and is relevant for Australian companies only.

New IRD (New If changed, enter your IRD number. Num O Zealand) This is a unique number issued to you by Inland Revenue. Your number will be in the range of 10-000-000 to 999-999-999, so some people will have an 8-digit number and others a 9-digit number. This field is relevant for New Zealand companies only. GLN If changed, enter your new Global Location Number (GLN). Num O

The GLN is a unique thirteen-digit reference number, which is provided by GS1.

Section 2. New Main Office Address Details – Postal Address

Postal Address is the address to which mail is delivered. Postal address details are completed only if they are different from the Street Address.

Field Name Field Information Field Mandatory / Type Optional / Conditional Box/Bag Type If changed, select an option using the drop down list. Char O Example, PO BOX. Box/Bag Number If changed, enter the box/bag number of the box/bag type for the Num O Postal Address. Example, 8000. Town/City If changed, enter the town/city of the postal address. Char O Example, Baulkham Hills. Post Code If changed, enter the postcode of the street address. Num O Example, 2153. State If changed, select the state where the streets address is located Char O using the drop down list. Example, NSW.

This is not applicable for New Zealand Trade Partners.

Country If changed, select the country, which the street address is located Char O using the drop down list.

Section 2. New Main Office Address Details – Street Address

Street Address is the location where the main office can be found.

Field Name Field Information Field Mandatory Type / Optional / Conditional Street Number & If changed, enter the street number and name of the street address. Char O Name Example, 1 Woolworths Way. Town/City If changed, enter the town or city of the street address. Char O Example, Bellavista. Post Code If changed, enter the postcode of the street address. Num O Example, 2153. State If changed, select the state where the streets address is located using Char O the drop down list. Example, NSW.

This is not applicable for New Zealand Trade Partners.

Country If changed, select the country which the street address is located using Char O the drop down list. Example, Australia.

Section 2. New Main Office Address Details – Phone & Fax Details

Field Name Field Information Field Type Mandatory / Optional / Conditional Phone (incl Area If changed, enter the phone number of the Main Office Num O Code) including the area code. Example, 02 8885 0000. FAX (Incl Area If changed, enter the fax number of the Main Office Num O Code) including the area code. Example, 02 8888 0000.

Section 3. New Company Contact Details – Account Executive/Owner Contact Details

Account Executive / Owner Contact Details refer to the main point of contact for general business enquiries.

Field Name Field Information Field Mandatory / Type Optional / Conditional Account If changed, enter the name of the Account Executive. Char O Executive / Example, John Smith. Owner Name Phone (incl Area If changed, enter the phone number of the Account Executive including Num O Code) the area code. Example, 02 8885 0000. FAX (Incl Area If changed, enter the fax number of the Account Executive including the Num O Code) area code. Example, 02 8888 0000. Mobile If changed, enter the mobile number of the Account Executive Num O Example, 0444 444 444. Email Address If changed, enter the email address of the Account Executive. Char O Example, [email protected]. Address – Same If changed, select Yes or No using the drop down list. Char O As Above If the Account Executive’s address is not the same as the street address indicated in Section 3 of the form, click on the icon on the left hand side to expand the rows and enter the address details.

Section 3. New Company Contact Details – Finance Contact Details

Finance Contact Details refers to the main point of contact for Accounts Receivable queries, where they differ from the Account Executive.

Field Name Field Information Field Mandatory Type / Optional / Conditional Finance If changed, enter the name of the Finance Contact for Accounts Char O Contact Name Receivable queries. Example, Jill Jones. Phone (incl If changed, enter the phone number of the Finance Contact including the Num O Area Code) area code. Example, 09 275 2788. FAX (Incl Area If changed, enter the fax number of the Finance Contact including the Num O Code) area code.

Version 2.0 ©Woolworths Limited 2011. All rights reserved. 9 Field Name Field Information Field Mandatory Type / Optional / Conditional Example, 09 275 2790. Mobile If changed, enter the mobile number of the Account Executive Num O Example, 0274 884 000. Email Address If changed, enter the email address of the Finance Contact. Char O Example, [email protected]. Address – If changed, select Yes or No using the drop down list. Char O Same As Above If the Finance contacts’ address is not the same as the Street Address indicated in Section 3 of the form, click on the icon on the left hand side to expand the rows and enter the address details.

Section 4. New Agreed Trading Terms

Field Name Field Information Field Mandatory / Type Optional / Conditional Select If changed, select an option using the drop down list. Char O Source of This identifies if the product is supplied into Distribution Centres or Direct into Stores or Supply both. Select If changed, select an option using the drop down list. Char O Settlement Terms Allowances If changed, enter the allowance amount (in percentage) for allowances paid off Num O invoice. Paid Off Invoice Warehouse and Distribution Allowance: Allowance paid off invoice to cover the cost of using our Warehouse and Distribution facility. Quantity Buy Allowance: Allowance paid off invoice to cover the recognition for consistent volume. This only applies to Direct to Store deliveries. Rebates If changed, enter the rebate amount (in percentage) to be deducted from Num O Deducted Remittance. from Ullage: Rebate deducted from remittance for damaged or unsaleable goods. Remittance Other Rebate: Rebate negotiated for various other reasons. Business volume Rebate: Rebate deducted from remittance for purchase of goods.

Section 5. New Banking Details

Field Name Field Information Field Mandatory / Type Optional / Conditional BSB If changed, enter the six digit code of your bank branch. Char O Example, 032-600. Account No. If changed, enter the Account Number. Char O Account Name If changed, enter the name in which the account is held. Char O

Section 6. New Remittance Advice and Statement Of Adjustment Notices

Field Name Field Information Field Mandatory Type / Optional / Conditional Select your If changed, select an option by checking the Email or Fax option box. Char O preferred method of This is the method by which you will receive your Remittance Advices and Statement of receipt Adjustment Notices.

If Email, Select If changed, select the format you wish to receive emailed Remittance Char O Format Advices and Statement of Adjustment Notices by checking the option box. If your preferred method of receipt for Remittance Advice and Statement of Adjustment Notices is e-mail this field is mandatory and we need to be advised of your preferred format. Select either TXT or CSV by checking the option box. Comma Separated Value (CSV) is a text file with data delimited by commas. Email Address If changed, enter the email address or FAX number where you will Char O (shown in above receive Remittance Advices and Statement of Adjustment Notices.

Version 2.0 ©Woolworths Limited 2011. All rights reserved. 11 Field Name Field Information Field Mandatory Type / Optional / Conditional picture) or Fax This field will change to Fax No. Including Area Code or Email Address based on the No. Including selection made in Select your preferred method of receipt. Area Code If you are interested in receiving your Remittance Advice and Statement of Adjustment Notices via e-mail then we will require your full SMTP email address to be entered. Example, [email protected]. If you are interested in receiving your Remittance Advice and Statement of Adjustment Notices via FAX, please include the area code and number of the selected facsimile machine where Woolworths will send your Remittance Advice and Statement of Adjustment Notices.

Section 7. Trade Partner Acknowledgement

Field Name Field Information Field Mandatory / Type Optional / Conditional Name of Chief Enter the name of the Chief Executive Officer/Director/Company Char M Executive Officer / Owner who is signing the form. Director / Company Owner* Date* Enter the date the form is signed in dd/mm/yyyy. Date M Example, 1st October 2010 will be represented as 01/10/2010. Signature of Chief Sign the form to acknowledge contents. Char M Executive Officer / This is the signature of the Chief Executive Director / Company Officer/Director/Company Owner who is named in the above field. Owner * Supporting Tick the relevant boxes to indicate the supporting documentation Char M Document Checklist you are providing with the Form

You must provide one original bank document if changing banking details.

Submitting the Form

When you are ready to submit the form, it is highly recommended that you save a copy onto your company’s local drive for potential future changes to your Vendor Details.

Once this is done, all original documentation, including this completed form, is submitted to the Business Manager or Category Manager.

5. Support

Key Contacts

For support queries related to the form and its use please contact:

Business Services & Support

Phone:

In Australia: 1300 422 042 In New Zealand: +612 8885 0536

Email: [email protected]

Trading Hours: 7am to 6pm, Australian Eastern Standard Time (AEST).