Woolworths Price Form – Reference Guide

Purpose before submitting the WPF form. Existing minimum . Using a local email client for example Microsoft price change notification periods still apply. Outlook or Windows Mail to submit the form is ideal; however the form can be submitted using a non-local The purpose of the Woolworths Price Form (WPF) is to . The Cost Qualifier is the number of consumer units provide Woolworths1 with pricing information for new and email client such as Hotmail or Gmail (refer to Form that Trade Partners will provide pricing against. It Submission section for how to submit the form). existing Articles. It is not used for promotional deals. also determines how Woolworths is invoiced for goods purchased. Trade Partners should refer to their . When electronically submitting the form do not attach The WPF is applicable to Woolworths Supermarkets, Finance Department if unsure of the Cost Qualifier. It more than one (1) .xml file in an email, PDF‟s of the Woolworths Liquor, Woolworths Petrol, BWS, Dan is important to enter the same Cost Qualifier for future form, or put text in the body of the email message or s Murphy‟s, Thomas Dux Grocer, BIG W, Homeshop, 2 price changes as already existing in Woolworths the electronic submission will fail. Furthermore, an Countdown, Foodtown, Super Value and Fresh Choice . merchandising system. automated email message will not be generated as the form is blocked from entering the SAP system. . The Cost Qualifier may or may not be related to the Key Things You Need to Know number of consumer units in the Orderable GTIN. . For Trade Partners who are unable to submit forms electronically, all available fields can be printed using . The WPF is used to submit pricing information for up the Print Blank Form for Manual Completion button . The Vendor Number and Orderable GTIN(s) are key to twenty (20) GTINs at a time. located on the first page at the top right hand side of pieces of information on the form and must be the form and selecting “All‟ in the Print Range. Submit accurate or the form will be rejected . WPF submission for articles maintained in a Price Family (also known as Assortments – these are the manually completed forms directly to the relevant . A minority of Trade Partners will have Vendor Sub similar articles which may vary by flavour, for Business/Category Manager/Buyer. Range numbers. Trade Partners will be advised by example, vanilla and strawberry yoghurts) must be Woolworths of their Vendor Sub Range number if it is submitted on the same day as the Woolworths Article applicable. If you have been provided a Vendor Sub Form (WAF) with the same Effective Date. Electronic submission and automatic upload Range, every WPF will require the Vendor Sub Range does not constitute acceptance of all field information Number. . The WPF must be submitted after the WAF, where the WAF also requires submitting, and Trade Partners . National cost is the default Geography in all Pricing must receive a “Receipt of Form” email notification Trade Partners will be contacted via an email Sections and cannot be changed. National is the before submitting the WPF. The WPF submission notification if any content requires adjustment. majority cost that the Trade Partner invoices process will fail if the article being priced is not Woolworths. There is only a need to add additional already in the Woolworths system. Geographies in the Pricing Section if the cost in that Geography differs from the National cost. . The form includes validation that the mandatory and conditional fields have been completed as required. It . Trade Partners must have an agreement with the does not confirm that the information entered by relevant Business/Category Manager/Buyer to Trade Partners is correct (e.g. the Vendor Number is provide zone pricing. Zone Pricing is when there is a correct number for the Trade Partner completing the different price within a group of stores within a state form). that differs from the state or national price. To submit pricing for an article with a zone price, Woolworths . The form can be saved to a local hard drive for recall must supply a Zone Price Code. Any other entered and reuse. codes will be rejected. . At a minimum, Adobe Reader version 9.0 will be . Trade Partners must discuss any Price submission required, which can be downloaded at no cost from with the relevant Business/Category Manager/Buyer http://www.adobe.com/downloads

1 When referring to „Woolworths‟ this includes Woolworths‟ businesses in Australia and Progressive Enterprises in New . The latest version of the form must be used. Zealand. Submission of obsolete versions of the form will 2 The Woolworths Price Form does not apply to Produce Products be rejected and Trade Partners will be required to Masters and Home Timber Hardware resubmit using the correct version.

Form Tools Validation Messages Woolworths Price Form – Page 1 Tool Tool Information Name Validate This tool confirms that the mandatory and conditional fields have been completed as required.

Validation messages are displayed in the Validation Field Name Field Information Click Validate before submitting the Messages box, at the end of the form. The messages Print Blank Form This tool prints every available form to ensure the information in the form relate to the data that has been entered into the fields of the form and confirms they have been completed in an for Manual section and field in the form and is meets data requirements. accepted format. Completion selected when electronic completion Submit This tool begins the process of submitting the and submission is not possible. form content to Woolworths An example of a form which has not met the data

requirements is shown below. Corrective action to amend the identified fields is required before submitting the form New or Change Select either New for new Articles to Woolworths once you have received your After Validation, click Submit to begin “Receipt of Form” email notification or the auto-generated email submission Change when making a change to process. the price of an Article already in the Woolworths system A prompt will appear on every submission to save the form. Woolworths Selection made when recommends a copy of the form be saved for If there are no issues with the information entered in the completing the form will determine future reference. form the Validation Messages box will state “Form is valid”, as shown below. Indicating the information entered which fieldws become mandatory on met data requirements and the form is ready for the form Trade Partners using non-local email submission clients will not be able to use the auto- All fields marked in Red or generated email submission process. Refer highlighted with a red asterisk (*) are to the “Form Submission” section found at the mandatory end of the 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 tools prints a copy of the completed form

Field Name Field Information Vendor Details a Trade Partners overall range that has General Information different Trading Terms For example; a Trade Partner could supply articles from Frozen, Chilled and Ambient parts of our business and have different trading terms for each business Field Name Field Information segment. Field Name Field Information

Vendor No. Enter the “Remit to” number as found on Effective Date Click the field drop down to display Vendor Sub Range numbers are 4 digits the calendar. Select the month and your Remittance Advice, unless advised (e.g. 0001) and are provided by otherwise by Woolworths Limited. Woolworths. They will apply to a day when the pricing will take effect minority of Trade Partners. This cannot be a past date. A Woolworths Representative will advise A Woolworths Representative will if Sub Ranges are applicable. advise new Trade Partners of their For new articles, the effective Vendor No on completion of all Vendor date is the current days date. Alternatively, contact Business Services related forms, submission and loading For existing articles, the effective and Support: date is the date the change is into the Woolworths systems. In Australia: 1300 422 042 effective from. Refer to the Remittance Advice Guide for In New Zealand: +612 8885 0536 guidance on locating the “Remit to” Primary Price Select an option using the drop down Email: [email protected] Vendor Number. Change Reason list.

Trading Hours: 8.30am to 5pm, Vendor numbers ending in “999” Australian Eastern Standard Time will be rejected by the form validation. (AEST). Target Market Select either AUS for Articles Vendor Enter the Company Trading Name. Contact Enter the contact name of the submitter supplied to Australia or NZ for Name Name of the form. Articles supplied to New Zealand If Woolworths Enter the name of your buying contact, Contact supplying the article to both Target Business/ for this Article, at Woolworths Email Markets, submit separate forms This email address will be used by Category Woolworths to provide responses to Manager Trade Partners who are unsure of content provided in Woolworth‟s forms. /Buyer their Business/Category Manager/Buyer It is recommended that a group email be will enter the Sales Organisational name in this field, for example Thomas Dux. used in place of an individual‟s email Broker Select this check box if you are a broker address to ensure delivery. Example, [email protected] submitting the form on behalf of another Vendor. Contact Enter the phone number of the submitter Vendor Sub Enter the Vendor Sub Range number for Phone of the form.

Range the relevant article and “Remit to” Vendor Number Example, 02 9999 9999.

Field Name Field Information Pricing Section – Orderable GTIN Base UOM The Base Unit Of Measure (UOM) refers to how the article is sold to the consumer Tool Name Tool Information at the point of sale and is either Each, Add New The Pricing Section allows for Litre or Kilogram. Pricing submission of up to 20 GTINS at one The Base UOM must be the same on the Section time, however, it defaults to Pricing WPF as submitted on the WAF for that Section 1. article.

Field Name Field Information By selecting Kilogram, the Cost Qualifier To include additional pricing sections and Orderable Enter the Global Trade Item Number will allow values in decimal places. therefore more articles, Click Add New GTIN (GTIN) that Woolworths will use to order By selecting Litre, the Cost Qualifier Pricing Section to manually add more the article cannot contain decimal places. sections Article Enter the description, as found on the Delete Select the Pricing Section to be deleted The GTIN is a numerical value, a Description label of the article, sold to the end Pricing by clicking on the checkbox on the top barcode on the Article, used to identify a consumer, in the following order, „Brand Section right hand side of the Pricing Section, trade item. If Woolworths orders articles Product Variant Size‟. then click Delete Pricing Section by the Outer Case, the GTIN entered on Example, Homebrand Baked Beans with the WPF will be for the Outer Case. Copy Pricing Select the Pricing Section to be copied Tomato Sauce 300g.

Section by clicking on the checkbox on the top For existing articles, refer to your right hand side of the Pricing Section, Purchase Order to obtain the GTIN then click Copy Pricing Section A new Pricing Section will be added, populated with the information from the Field Name Field Information copied Pricing Section except for the Consignment By selecting Consignment, this indicates Retail Price Enter the proposed Retail Price including GTIN that the product is to be managed as a GST consignment article Retail Price Select either The GTIN will not be copied as Drop Ship Select this checkbox if you are an Online Type 1. Recommended Retail Price each Pricing Section must have a unique Vendor supplier, delivering direct to the Or GTIN Woolworths customer 2. Price on Package Select All Use this tool to select all Pricing Sections Bonus Stock Applicable to Liquor only Clear Use this tool to clear information entered Pricing on the form Pack Level Select an option using the drop down list. Proposed in the Proposed Retail Price (inc GST) Sections of Orderable This indicates which level of the pack Retail Price section Unit hierarchy the Orderable GTIN (inc GST) Deselect All Use this tool to de-select all Pricing represents. section Pricing Sections on the form Sections

Pricing Section – Pricing Information (excl Field Name Field Information Field Name Field Information GST) The Trade Partner identifies the State or Zone Code row as an Exception when they select Exception in the Price Flag column, as shown below. Trade Partners only need additional

Geography rows when there is a Field Name Field Information difference in any of the List, Deals or Geography This is the geographic region or a For New Zealand, only National Charges columns to the National divisional segment for which the cost and Zone Price Codes are applicable. (excluding the Invoice Cost column). relates. Example, an article supplied in New For Australia, National, State and Zealand, via the DC in the North Island National cost is a mandatory Geography Zone Price Codes are applicable. and DSD in the South Island where the if State Level pricing exists. If Zone Source of Column indicating the distribution DC and DSD Source of Supply both Pricing exists, National is not mandatory. Supply method to which the cost relates. have a List cost of $10 and an Off- There are two (2) options: Invoice Deal of $1.00. National is the majority cost that the DC – Distribution Centre

Trade Partner invoices Woolworths. DSD – Direct Store Delivery. The Trade Partner also has a 10% Off There is only a need to add additional Invoice Warehouse Allowance which Geographies if the cost in that Select an option using the drop down list only applies to the DC Source of Supply. Geography differs from the National cost. for each applicable row. In this example, only one Geography is Where there are differing National costs required which is National with a List You cannot have two (2) National based on source of supply, the DSD cost cost of $10 and an Off-Invoice Deal of costs. will be entered against either States or $1.00. The Invoice Cost must be

Zone Price Code. calculated favouring the DC source of Trade Partners have the ability to enter a supply over DSD resulting in an Invoice Zone Price Code in this column. This is a Example, a Trade Partner supplies New Cost of $8.00. There is no need to have Zone Price Code that has been defined Zealand DSD in the South Island and DC additional Geography to represent the and agreed with Woolworths prior to in the North Island. In the Geography $9.00 Invoice Cost for DSD. submitting this form. column National will be selected with a If you do not have differing National source of supply DC and a new row Zone pricing is only applicable for Direct costs, use DC cost only would be entered with Zone Price Code Store Delivery. SI (as agreed and communicated by Any additional cost regions can be Woolworths) with a source of supply entered in subsequent rows. Where a DSD into South Island stores. The Trade Zone Price cost exists a National cost is Partner identifies the SI row as an Exception when they select Exception in not required to be entered in the form. the Price Flag column, as shown below.

Cost Column indicating the number of relates to. with the revised deal and new $ or % Qualifier consumer units that a Trade Partner will amount selected. provide pricing against. It also determines how the Trade Partner Do not enter any Off-Invoice Trading

invoices Woolworths for goods Terms. This column is only for Off- List Indicates the List Price related to the purchased. refer to your internal Finance Invoice Deals that apply to this GTIN. department if you are unsure of your individual article and not to the entire Column indicating the Off Invoice Deal in Cost Qualifier. Off Invoice Vendor. Example, a Warehouse a percentage (%) value or dollar ($) Deal allowance is applicable in the Vendor value. It is important to enter the same Cost level to all of the articles in the range.

Qualifier for future price changes as This does not require entering in this Off-Invoice Deal is an amount that will already existing in Woolworths column. reduce the Invoice Cost. Percentage or merchandising system. Misc Deal Column indicating Miscellaneous Deal in dollar value is selectable once and For Random Weight articles, the Cost a percentage (%) value or dollar ($) applicable to all entries in this column. Qualifier must always be one (1). value.

By selecting Kilogram in the Base UOM To end the Off Invoice Deal cost field you are able to enter a value to Miscellaneous Deal is an amount that will element, the Trade Partner must submit three (3) decimal places. reduce the cost of the article. A the WPF with a zero value (“0.00”) for By selecting Litre or Each in the Base Geography cannot have Miscellaneous each Geography in the Off Invoice Deal UOM field you are to enter only whole Deal and Miscellaneous Charge, these column. The invoice cost would need to numbers. are mutually exclusive. recalculated and entered. Trade Partners The Cost Qualifier may or may not be must also select the correct $ or % value related to the number of consumer units Percentage or dollar value is selectable from the drop down list. in the Orderable GTIN. once and applicable to all entries in this

column. Example, To amend the Off Invoice Deal cost

1. The Trade Partner provides a element, the Trade Partner must submit To end the Misc Deal cost element, the negotiated cost per Outer Case; the WPF with the revised amount for Trade Partner must submit the WPF with therefore the Cost Qualifier is the each Geography in the Off Invoice Deal a zero value (“0.00”) for each Geography number of consumer units within the column. The invoice cost would need to in the Misc Deal column. The invoice Outer Case. recalculated and entered. cost would need to recalculated and 2. The Trade Partner provides a entered. Trade Partners must also select negotiated cost per Inner Pack (even the correct $ or % value from the drop though Woolworths orders the Outer If a Trade Partner is moving from a down list. Case); therefore the Cost Qualifier is $ amount to a % amount (or vice versa),

the number of consumer units within two „change‟ WPFs are required. The To amend the Misc Deal cost element, the Inner Pack. For example, first WPF is required to end the deal the Trade Partner must submit the WPF Cigarettes. using 0.00. The Trader Partner should with the revised amount for each Base UOM will appear under the Cost wait for the auto email confirming that the Geography in the Misc Deal column. The Qualifier heading to serve as a reminder WPF has been successfully received into invoice cost would need to recalculated that the Cost Qualifier equals the number the system. Once the notification is and entered. of consumer units that the cost value received, the second WPF is required V5.5© Woolworths Limited 2015. All rights reserved Page 6 of 11 Woolworths Price Form – Reference Guide

Misc Charge Column indicating Miscellaneous Charge Price Flag Column indicating an Exception Price or in a percentage (%) value or dollar ($) End Price applies. If a Trade Partner is moving from a value. $ amount to a % amount (or vice versa), Exception Pricing two „change‟ WPFs are required. The Miscellaneous Charge is an amount that Selecting Exception indicates the price first WPF is required to end the deal will increase the cost of the article. A captured on the applicable row is using 0.00. The Trader Partner should Geography cannot have Miscellaneous different from the National. wait for the auto email confirming that the Deal and Miscellaneous Charge, these For example, the article has a National WPF has been successfully received into are mutually exclusive. Percentage or cost, except into South Australia (SA). In the system. Once the notification is dollar value is selectable once and this instance, you would supply a received, on the following day the applicable to all entries in this column. National cost and a South Australian second WPF is to be submitted with the Invoice Cost Column indicating the Invoice Cost. revised deal and new $ or % amount cost, where the SA cost must have selected. Enter the amount, as it will appear on “Exception” selected in the Price Flag your invoice to Woolworths in the column. Do not enter any Off-Invoice Trading applicable row. Where an exception price exists for a Terms. This column is only for Misc State geography, a National cost must Deals that apply to this individual This is the amount that will appear on the also exist. invoice to Woolworths, inclusive of all article and not to the entire Vendor. allowances and deals for the article. If End Price for a Geography Example, a Warehouse allowance is there is a Warehouse Allowance it must applicable in the Vendor level to all of be included in the Invoice Cost Selecting End Price indicates to the articles in the range. This does not calculation but the Warehouse Allowance Woolworths that the applicable require entering in this column. is not to be entered into the form. Geography no longer has specific pricing.

The end price facility is used only for Freight Column indicating Freight Charge in a Invoice cost needs to be manually Charge percentage (%) value or dollar ($) value. calculated. The most common scenario is ending costing for the entire target Invoice Cost = List Cost less the Geography. Freight applies only to a minority of Warehouse Allowance. Liquor articles, for example, Wine. No Example: Invoice cost does not include business other articles will have Freight Charges. volume rebate, ullage or settlement The below Trade Partner has a National Freight Charge is an amount that will discounts. Price with an Off Invoice Deal of 2% and increase the Invoice Cost. Deferred Column indicating Deferred Deal in a an Exception price for Queensland with Percentage or dollar value is selectable Deal percentage (%) value or dollar ($) value. an Off Invoice Deal of 5%. once and applicable to all entries in this

column. Deferred Deal is a standard deferred deal based on purchases. Deferred Deal is an amount that will reduce the cost of the article.

Percentage or dollar value is selectable once and applicable to all entries in this After renegotiating cost with the Business column. Manager, the Queensland exception V5.5© Woolworths Limited 2015. All rights reserved Page 7 of 11 Woolworths Price Form – Reference Guide

pricing and Off Invoice Deal no longer After renegotiating cost with the Business 1. Click on the Submit button to begin the process of submitting the form contents to Woolworths. applies and the Trade Partner now Manager, the South Australian exception

provides pricing only at a National level pricing for the List cost will remain but the where the Off Invoice Deal has increased Off Invoice Deal will no longer apply for to 2.5%. National and South Australia. To activate this change, the Trade To end the Off Invoice Deal cost element, Partner must submit the WPF flagging the Trade Partner must submit the WPF A Save As box will appear prompting the user to save the submission. the Queensland Geography as “End with a zero value (“0”) for each Price”, and including all the Queensland Geography in the Off Invoice Deal costs that are to be ended. column.

The End Price flag cannot apply to an The Exception Price and End Price flag individual list price, deal or charge within cannot apply to National cost. a Geography.

If there are no changes to the previously Delete Column providing the ability to clear user submitted National cost, Trade Partners entered data in the selected row. are able to End Price the Geography Press the icon to clear the data.

flagged as an Exception (i.e. State or Zone Price Code) by either selecting or Form Submission 2. Select a location to save the file, for example, manually typing (i.e. Zone Price Code) The Woolworths Price Form will automatically validate “Woolworths Price Form Submissions”. the desired Geography and selecting End when the Submit button is selected. It is still beneficial to Price from the Price Flag column. The validate prior to submitting as a safeguard to ensure the 3. Give the submission a file name, for example, National does not need to be resubmitted information has met the data requirements. “New Price Submission 16.09.10 v1” and click Save. with the End Price. Upon validation, a message will now appear prompting End Price for a Cost Element Trade Partners to discuss submission with their Once the form is saved, your local email client will Woolworths contact prior to submitting. create a new pre-populated message (auto-generated The below Trade Partner has a National email), with the form automatically added as an Price with an Off Invoice Deal of 10% and The form will always prompt the user to save a copy when attachment (in XML format). the Submit button is selected. an Exception price for South Australia When this appears, do not modify any of the fields, or with an Off Invoice Deal of 8%. Local Email Clients add additional attachments or text.

For Trade Partners using a local email client (e.g. 4. Click Send. Microsoft Outlook, Windows Mail) complete the following steps to submit:

2. Highlight the required Program, select Set this 5. Expand the Custom configuration, Choose a program as default, and click OK. default e-mail program, and click OK.

Trade Partners will be contacted within 48 hours if they are required to resubmit their forms with content changes. Trade Partners who are not contacted within 48 hours can presume no changes are required to the form submission.

The email cannot be recalled once it has been sent.

Local Email Clients – How to Set Your Default Email Client for Form Submission

There may be instances where Trade Partners experience technical difficulties when pressing the submit button where by the local email client does not create an email and put in the attachment. 3. Check the Default Email Client is working For Trade Partners who experience this take the following properly. If it is not, then proceed through the The Default Email Client should now be working properly. course of action: following steps.

1. Open the Default Programs window and select 4. Select Set program access and computer Set your default program. (Start -> Control defaults. Panel -> Default Programs)

Non Local Email Clients

For Trade Partners using a Hotmail or Gmail account, or something similar, manual steps need to be followed to create and attach the file into an email for form submission.

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.

4. Log in to the email client, and create a new

message; The file should then be attached in the message. To: [email protected] Subject: Price Create Form

A Save As box will appear prompting the user to save the 5. Add the attachment (example using a hotmail submission. account) navigating to the folder that the .xml file was saved in, and select the file; 3. Select a location to save the file which will be in .xml format.

Be sure to note the location where the form was saved. 6. Once the extracted file is attached, then the email

can be sent.

Non Local Email Clients – Adobe Reader X Support

For Trade Partners using a Hotmail or Gmail account, or For support queries related to the form and its use contact: something similar, and are using Adobe Reader X manual steps need to be followed to create and attach the file into an email for form submission that vary to the preceding Business Services & Support example. Phone: 1. Click on the Validate button at the end of the form. In Australia: 1300 422 042 2. In the form select Tools. In New Zealand: +612 8885 0536

Email: [email protected]

Trading Hours: 8.30am to 5pm, Australian Eastern Standard Time (AEST).

A Save As box will appear prompting the user to save the submission. Follow steps 3 – 6 from page 10 to 11.

It is important that Trade Partners do not do the following: Attach more than one (1) .xml file in an email, 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 3. Select Export Data, to extract XML from the article per day you will increase the chance that form. Woolworths will receive the incorrect information.

If you have submitted the form with a mistake, contact the Business Services & Support team on 1300 422 042 (Australia) or +612 8885 0536 (New Zealand). Do not resubmit the form.