Woolworths Article Form – Reference Guide

Woolworths Article Form – Reference Guide Purpose “Receipt of Form” email notification before submitting the . When electronically submitting the form, do not attach WPF more than one (1) .xml file in an email, PDF‟s of the form The purpose of the Woolworths Article Form (WAF) is to . For Consumer Unit GTIN changes, notify the relevant or put text in the body of the email message or the provide Woolworths (1) with new line information and Woolworths Business/Category Manager/ Buyer via electronic submission will fail changes to existing product information. Email and provide the GS1 report (not applicable to BIG W) for the new GTIN. A WAF is not valid for this . For Trade Partners who are unable to submit forms The information in the form is used to set-up, maintain and scenario. electronically, all available fields can be printed using the manage core product records . For Outer Case GTIN or Inner Case GTIN changes Print Blank Form for Manual Completion button located The WAF is applicable to Woolworths Supermarkets, where no other details (i.e. Dimensions) are changing, on the first page at the top right hand side of the form Woolworths Liquor, Woolworths Petrol, BWS, Dan notify the relevant Woolworths Business/Category and selecting “All‟ in the Print Range. Submit the Murphy‟s, Thomas Dux Grocer, Homeshop, Countdown, Manager/Buyer via Email and provide the GS1 report manually completed forms directly to the relevant Foodtown, Super Value, Fresh Choice and BIG W (2) (not applicable to BIG W) for the new GTIN. Business/Category Manager/Buyer. Alternatively, fill in and submit a WAF and email the GS1 report (not applicable to BIG W) for the new GTIN Key Things You Need to Know separately to your Woolworths Business/Category Electronic submission and automatic upload Manager/Buyer, for that Article does not constitute acceptance of all field information. The Vendor Number and GTIN(s) are key pieces of . Trade Partners must discuss any Article submission with information on the form and must be accurate or the the their Business/Category Manager/ Buyer before form will be rejected submitting the WAF form Trade Partners will be contacted via an email . The Consumer Unit GTIN identifies the article in the . Although the form includes validation that mandatory notification if any content requires adjustment. Woolworth‟s system. When submitting a WAF for a and conditional fields have been completed as required, change to a TUN and an associated pack size change, this process does not confirm the information entered by Trade Partners will supply the Consumer Unit GTIN Trade Partners is correct. For example, the Vendor details in the Pack Details section. Where a TUN is only Number is correct for the Trade Partner completing the provided for the Article, enter the Woolworths Article No form in the Article Details section for Fresh Food Articles only. This is the only time the Woolworths Article . The form can be saved to a local hard drive for recall Number should be used on the form and reuse . The WAF is used to submit information relating to one . At a minimum, Adobe Reader version 9.0 will be (1) article at a time (5 articles = 5 forms) required, which can be downloaded at no cost from http://www.adobe.com/downloads . WAF submission for articles maintained in a Price Family must be submitted on the same day on separate . The latest version of the form must be used. WAF forms. A Price Family is also known as an Assortment, these are similar articles which may vary by flavour, for example, vanilla and strawberry yoghurts Submission of obsolete versions of the form will be rejected and Trade Partners will be required to . The WAF must be submitted before the Woolworths resubmit using the correct version Price Form (WPF) and Trade Partners must receive a . Using a local email client, for example Microsoft Outlook or Windows Mail, to submit the form is ideal; however 1 When referring to „Woolworths‟ this includes Woolworths the form can be submitted using a non-local email client businesses in Australia and Progressive Enterprises in New (e.g. Gmail, Hotmail, Yahoo) (refer to Form Submission Zealand. 2 The Woolworths Article Form does not apply to Produce section for how to submit the form) Products, Masters and Home Timber Hardware. V6.1© Woolworths Limited 2015. All rights reserved Page 1 of 19 Woolworths Article Form – Reference Guide Form Tools Validation Messages Tool Name Tool Information This tool confirms all mandatory and conditional fields have been completed Validate as required. Click Validate before submitting Validation messages are displayed in the Messages box, the form to ensure the information, in at the end of the form. The messages relate to the data the form, meets data requirements that has been entered into the fields of the form and confirms they have been completed in an accepted format. This tool begins the process of submitting the form contents to An example of a form which has not met the data Woolworths. requirements is shown below. Corrective action to amend the identified fields is required before submitting the form to Woolworths After Validation, click "Submit To" begin the auto-generated email submission process. Submit A prompt will appear on every submission to save the form. Woolworths recommends a copy of the completed form be saved for future If there are no issues with the information entered in the reference form, the Messages box will state “Form is valid”, as shown below. Indicating the information entered met data Trade Partners using non-local requirements and the form is ready for submission. email clients will not be able to use the auto-generated email submission process.l Refer to the “Form Submission” section at the end of this User Guide Clear 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 V6.1© Woolworths Limited 2015. All rights reserved Page 2 of 19 Woolworths Article Form – Reference Guide Vendor Details Field Name Field Information Woolworths Article Form – Page 1 [email protected] New/Change Contact Name Enter the contact name of the submitter of the form Contact Phone Enter the phone number of the Number submitter of the form. Example, 02 9999 9999 Broker Select this checkbox if you are a Field Name Field Information broker submitting the form on behalf Field Name Field Information Vendor No Enter the Vendor number as found of a vendor Print Blank Form This tool prints every available on your Remittance Advice, unless Woolworths Enter the name of your buying for Manual part, section and field in the form, advised otherwise by Woolworths Business/Category contact, for this Article, at Completion and is selected when electronic Limited. Manager/Buyer Woolworths completion and submission is not possible. A Woolworths Representative Trade Partners who are unsure New or Change Select either New for Articles not in will advise new Trade Partners of of their Business/Category the Woolworths system or Change their Vendor No on completion of all Manager/Buyer will enter the when making a change to an Article Vendor related forms, submission Division name in this field, for already in the Woolworths system. and loading into the Woolworths example Thomas Dux systems. Refer to the Remittance Advice Selections made when Guide for guidance on locating the completing the form will determine “Remit to” Vendor Number. which fields become mandatory on the form. Vendor numbers ending in “999” will be rejected by the form All fields marked in Red or validation highlighted with a red asterisk (*) Vendor Name Enter the Company Trading Name. are mandatory. Contact Email Enter Contact email address This email address will be used by Woolworths to provide responses to content provided, by Trade Partners, in the Woolworths forms. It is recommended that a group email be used in place of an individual‟s email address to ensure delivery. Example, V6.1© Woolworths Limited 2015. All rights reserved Page 3 of 19 Woolworths Article Form – Reference Guide Hazardous Manatory field that wil require a „Yes‟ Dangerous Manatory field that wil require a „Yes‟ Article Classification Goods Article or „No‟ selection Goods Article or „No‟ selection Hazardous substances are those Dangerous goods are substances, that, following worker exposure, can mixtures or articles that, because of have an adverse effect on health. their physical, chemical Examples of hazardous substances (physicochemical) or acute toxicity include poisons, substances that cause properties, present an immediate Trade Partners are required to select one of the Article burns or skin and eye irritation, and hazard to people, property or the Classification that is applicable the Article being submitted. substances that may cause cancer. environment. Dangerous Goods are Field Name Field Information Many hazardous substances are also potentially hazardous during storage classified as dangerous goods. and transportation. Types of Article Select, by checking the box, if the substances classified Labelled in Article will be labelled in Store. as dangerous goods include Store Example, Bakery, Deli and Meat Pre-requisite if selected - a Safety explosives, flammable liquids and articles. Data Sheet (SDS) will need to be gases, corrosives, chemically reactive Not applicable If this is checked then a Safety submitted to Woolworths. or acutely (highly) toxic substances. to BIG W Submission Specification (SSS) By selecting “YES” to Hazardous document should have been previously Goods Article, page 2 of the form submitted to Woolworths. By selecting “YES” to Dangerous expands to include Hazardous Goods Goods Article, then page 2 of the form By selecting Article Labelled in Store, Details, which require completion expands to include page 2 of the form expands to include Hazardous/Dangerous Goods the Health & Wellbeing (H&W) Details, which require completion Details section which consists of Diet Liquor Article When selecting Liquor Article Trade Type and Nutritional Claim.

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