International Supplier Manual International Vendor Manual

International Vendor Manual
International
Supplier Manual
This Document outlines the standard operating procedures to be followed by all
overseas Suppliers to Officeworks Ltd
August 2014
Version 1
Page 1
International Vendor Manual
Contents
Officeworks Profile ....................................................................................................3
Introduction ................................................................................................................3
Key Performance Metrics ..........................................................................................3
Officeworks International Supply Chain Portal .........................................................4
Sea Freight .................................................................................................................5
Pre Shipment Timelines .......................................................................................................... 5
CFS Delivery (LCL): Handover Procedure ............................................................................ 6
CY Load (FCL): Handover Procedure .................................................................................... 6
CY Container Loading Guidelines.......................................................................................... 7
Container Fill Guidelines ........................................................................................................ 8
Shipping Documentation ........................................................................................................ 9
Documents Required ............................................................................................................. 10
Fumigation ............................................................................................................................ 11
Carton Markings Standards................................................................................................... 13
Outer and inner carton requirements..................................................................................... 13
Large and bulky merchandise ............................................................................................... 14
Packaging labels for fragile items ......................................................................................... 14
Size & Weight Icon Specifications on Outer Cartons .......................................................... 15
Icon Application.................................................................................................................... 16
Size........................................................................................................................................ 16
Icon Ordering ........................................................................................................................ 16
Air Freight ................................................................................................................17
Booking & delivery requirements with the Freight Forwarder ............................................ 17
Payment to Supplier .................................................................................................17
Table of Terms / Glossary........................................................................................18
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International Vendor Manual
Officeworks Profile
Officeworks Limited
ABN: 36 004 763 526
ACN: 004 760 526
Introduction
The purpose of this document is to provide guidelines for Officeworks international
Suppliers for the freight forwarding and consolidation of goods from overseas.
It provides some key steps to ensure the process runs smoothly and delays are
minimized.
Key Performance Metrics
Officeworks will measure and report on:
 Booking timeliness and integrity
 On Time & In Full shipments
 Documentation handover performance
 Load Integrity
Further measures will be recorded regarding any issues with:
 Article labelling
 Units per outer
 Safe and correct stacking
 Under/Over delivery
 Mixed loads
For the most up to date International Supplier Manual please refer to the Officeworks
Supplier Portal: http://suppliers.officeworks.com.au/
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International Vendor Manual
Officeworks International Supply Chain Portal
The Officeworks portal will allow you to view and download all current orders and
make the necessary bookings to send to DB Schenker.
You will be required to:
 Confirm receipt of Purchase Orders
 Check that the Purchase Order details are correct
 Making Bookings Online
 Produce / Upload Commercial Invoices and Documents
To access the International Supplier Portal, please visit: http://isc.officeworks.com.au
A link to the portal user guide can be found on the home page of the portal
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International Vendor Manual
Sea Freight
The current contracted Sea Freight Forwarder is DB Schenker
Officeworks order terms are mainly FCA/CFS, therefore suppliers are required to deliver
the loose cargo to the DB Schenker nominated consolidation facility. DB Schenker will
then consolidate the cargo as per Officeworks requirements.
Incoterms other than FCA must be approved by Officeworks
Refer to the portal home page for current DB Schenker contact details
Pre Shipment Timelines
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International Vendor Manual
CFS Delivery (LCL): Handover Procedure

Suppliers must deliver into the DBS origin warehouse on or before the Freight
Forward date on the Purchase order (before 03:00pm)

Product should be loaded by PO/item, non-compliance will result in the
application of sorting charges.

Prior arrangement must be made with DBS origin office at least one day in
advance

Upon receipt, DB Schenker will check:
Actual vs. booked quantity
Physical condition of cartons needs to be suitable for export
Carton labelling must be up to standard
Consignments to be accompanied with the following documents:
 Booking form (delivery order)
 Packing list
 Commercial Invoice

Dock Receipt will be issued to the truck driver duly signed & stamped by the
warehouse staff for the quantities received along with full documentation on
completion
CY Load (FCL): Handover Procedure

Cartons to be loaded into the container by PO then item

Loaded container must be delivered to the container terminal listed on the S/O

Container load manifest including Officeworks article number, Load Quantity
(Units) and Load Quantity (Cartons) must be submitted to DBS after delivery to
the CY terminal

Suppliers must inform DBS origin office immediately if containers are delivered
after the CY closing date
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International Vendor Manual
CY Container Loading Guidelines

The Freight Forwarder will decide on equipment based on the information
submitted by the Supplier on the SO to ensure maximization of container
utilization (CY Management Program).

The Freight Forwarder will book space with carrier and inform Supplier of carrier
booking and expected vessel details.

If a Supplier does not submit the Factory Load Declaration to the Freight
Forwarder the Supplier will incur a penalty payment. The Fumigation Certificate
must be issued by a DAFF or MAF approved provider.

All external stickers on the container pertaining to previous shipments must be
removed prior to stuffing

All containers must be inspected internally and externally to ensure that they are
sea-worthy, free of odor, dirt, soil, mud, debris and contamination, e.g. no holes,
dents, excess rust, door seals intact, locking mechanism in working condition,
etc. If any of the above is visible, the container must be rejected.

Officeworks cargo must not be packed together with any cargo of a ‘dirty
nature’, including: hazardous chemicals; pigments or dyes; oils; odour
permeating cargo (e.g. coffee); second hand machinery

No cartons are to be shipped without correct carton markings showing on the
export carton.

Cartons must be stowed upright wherever marked, with marks and numbers
facing the door

To avoid cargo damage loads must be packed in a manner that minimises the
possibility of movement whilst in transit. If cargo is palletised ensure shrink-wrap
or alternative is appropriately applied (shrink-wrapping must wrap onto the
pallet). In the event of underutilized container cube, cargo must be distributed
at floor level to minimise movement whilst in transit.

To minimise spillage as the container is opened, or as unpacking is taking place
consider the use of netting. The use of airbags is allowed with prior approval
from Officeworks, however, they must not be placed behind container doors as
this can lead to container doors being pushed out under pressure when
opened.

Heavy cargo should be loaded at the bottom of the container. Ensure that
loads including items of individual weights >17kgs are positioned so that OFW
team members unloading containers have the option to utilize mechanical
aids.
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International Vendor Manual

Extra care must be taken on the handling of fragile cargo e.g. glassware,
stoneware, and food products in glass jars, to avoid damages

If using pallets, ensure that pallet load limits are observed (i.e. don’t put 1500kg
on a pallet with specified weight limit of 1000kg). Pallet heights do not exceed
1.6m and are 1 tone in weight. Ensure that loads are kept within the confines of
the pallet footprint, where possible.

Bullet seals must be applied on the container



Straw or any organic material cannot be used in packing of the container
Deliveries are to be sorted by S/O, purchase order, APN / key code
Once loaded container photos are required to assist in identifying loads that
may have moved prior to arrival at port of destination. Images should include
container with one door shut showing container number and another image
showing both doors open
Container Fill Guidelines
Container Type
20’ GP – VIC, NSW, QLD, WA
40’ GP – VIC, NSW, QLD, WA
40’ HC – VIC, NSW, QLD, WA


Max Cargo Weight
21,000kg
21,000kg
21,000kg
Maximum container weights are calculated to allow for Australian road weight
limits.
LCL shipments will require officeworks approval
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International Vendor Manual
Shipping Documentation

The negotiable document for the Supplier is the Forwarders Cargo Receipt (FCR)
 An FCR will be issued per shipment received at the CFS
 The forwarder at origin will issue one original and one copy FCR upon
confirmation of:
 Shipment delivery to CFS
 Collection of all required commercial documents
 Payment of local charges.
 Draft FCR to be prepared within 48 hours by cargo receiving date after
the carton has been successfully transferred to the Consignee’s title.
 Supplier has to return back the draft FCR confirmation to the forwarder
at origin within 24 hours.
 The original FCR will be ready to pick up at the forwarders counter office
with 24 hours after receipt of draft FCR confirmation and payment of
local charges from vendor

CY factory packed containers will only receive a Master Bill of Lading

Documents are not required to be forwarded directly to Officeworks.

Name and consignee details on commercial invoice/ packing list should be:
 Officeworks Ltd
 236-262 East Boundary Road,
 Bentleigh East, VIC 3165, Australia

We cannot accept invoices that have an invoice number greater than 16
characters.
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International Vendor Manual
Documents Required
Documents should be uploaded to the portal through the booking process:
Document
Commercial Invoice
 Will be system generated
 Can upload your own (must be supplier
invoice, not factory invoice) – refer to
example on the portal
Packing and Weight List – refer to example on
Requirements
Always required
Always required
the portal
Packing Declaration – refer to example on the
portal
Fumigation Certificate*
Manufacturer Declaration
Cargo Release Confirmation (CRC)
Certificate of Origin (Form A)
Country of Origin Declaration (CO)
Dangerous Goods Certificate (MSDS)
Factory Load Manifest
Photos of Containers once loaded
Always required unless a DAFF approved annual
packing declaration is in place.
Where applicable for natural materials
Where applicable
Required at time of booking only when a buying
agent is used.
Where applicable
Where applicable
Where applicable for DG products
For CY containers only
For CY containers only
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International Vendor Manual
Fumigation
The importation of Quarantine Risk Material (QRM) into Australia is highly regulated.
Where articles are made from plant material such as wood, plywood, bamboo, cane,
seagrass, water hyacinth, wicker, straw, and seed treatment by Methyl Bromide is
required for exportation to Australia.
There is a minimum requirement when Methyl Bromide is used, this is:
 48 g/m3 (3 1bs/1000 cu ft) for 24 hours at 21 degrees Celsius (70 degrees
Fahrenheit) or above

This treatment is to be performed on articles of timber and must be exported
within 21 days of treatment

If the article is wrapped in plastic, packed into plastic bags or any other
material that the fumigation cannot penetrate, the goods must be fumigated
prior to wrapping

If the article is wrapped in plastic, packed into plastic bags or any other
material that will allow the fumigation to reach the article, Australian Quarantine
will accept the fumigation. For the fumigation to reach the article, the plastic
must have holes with at least 10mm at every 10 cm horizontally & vertically.

Many suppliers are not shrink wrapping or skin wrapping goods as it gives the
products a much cleaner and attractive finish. In these cases, please keep in
mind that fumigation must done prior to its wrapping.

No matter how the fumigation has been carried out, the Fumigation Certificate
and your Commercial Invoice (with large printing) must also state one of the
following clause:
 These goods have been fumigated prior to wrapping
 These goods are wrapped in plastic which have been slashed/punched
 These goods have no wrapping
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International Vendor Manual
Cane and Rattan articles
Cane and rattan articles (e.g. Basket type products, Christmas decorations, decorative
items) are subject to quarantine when imported into Australia.
The following is a summary of our requirements for cane or rattan articles:
 All cane and rattan used must be clean and free of insects and contamination.
 All cane and rattan articles must be fumigated prior to export.
 If the cane or rattan article is coated (i.e.: painted or
varnished/lacquered), the fumigation must be done prior to the coating
being applied to the cane and rattan article. The fumigation certificate must
state that the goods have been treated prior to the application of the
coating. A certificate on the vendor’s letterhead declaring one of the
following clauses is required :
 This is attesting that the materials used have been treated or
fumigated prior to that varnish/lacquering process.
or
 This is attesting that the bamboo/wicker/rattan/wood/cane items
are not varnished/lacquered.
 If the cane or rattan article is wrapped in plastic, the fumigation must be
done prior to the plastic wrapping being applied to the cane or rattan
application
 Fumigated products must be packed into the export shipping container within
21 days of the goods being fumigated. All vendors have to comply with the
above requirements; otherwise the goods will have to be unpacked or refumigated upon arrival at destination on supplier’s expense.
It is most important the above rules are complied with. If not, the Fumigation Certificate
will not be accepted and the goods will have to be re-fumigated upon arrival at the
suppliers cost.
Useful links
Australian Government - Department of Agriculture, Fisheries and Forestry Importing to
Australia
http://www.daff.gov.au/aqis/import
List of acceptable wood packing treatments
http://apps.daff.gov.au/icon32/asp/ex_casecontent.asp?intNodeId=9006252&intCommodityId
=17670&Types=none&WhichQuery=Go+to+full+text&intSearch=1&LogSessionID=0
Offshore Methyl Bromide Treatment Providers list
http://www.daff.gov.au/biosecurity/import/general-info/pre-border/afas/providers
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International Vendor Manual
Carton Markings Standards
Outer and inner carton requirements


Shipping markings should be on the front and back sides of the outer carton
The below details are required markings for the outer & inner carton:

The Officeworks order number and article number must be used, not the
suppliers order/article numbers
The outer carton must be of export quality
Size and Weight icons should be placed on the outer carton when applicable
(refer to: Size & Weight - Icon Specifications on Outer Shipping Cartons )


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International Vendor Manual
Large and bulky merchandise
Merchandise greater than 0.4 cubic metres - must be supplied with handholds that:
 Are made of appropriate materials which can bear the weight of the
merchandise
 Are securely fixed to the merchandise
 Are positioned appropriately for carrying the merchandise
 Have appropriate room for hands to grasp them securely
Packaging labels for fragile items
Mark the packaging of fragile items with the appropriate symbols and stickers.
For example:
GLASS
Handle With Care
FRAGILE
This
WAY UP
Handle With Care
WHICHEVER
APPLICABLE
HAZARDOUS CARGO
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International Vendor Manual
Size & Weight Icon Specifications on Outer Cartons
Any packaged item or outer cartons moved as individual units or on shelf ready
packaging weighing in excess of 16kg, or is of a bulky nature (0.13 cubic metres or
greater in size, approximating measurements of 0.5m x 0.5m x 0.5m) must carry one of
the following approved Size and Weight Icons.
Weight
Requirements
Classification
Bulky
CAUTION: BULKY
(weighing
 For packages and outer cartons moved as
up to 17kg)
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).
 CONSIDER TWO PERSON LIFT OR
MECHANICAL AID
17-35 kgs
CAUTION: HEAVY
 For packages and outer cartons moved
as individual units or on shelf ready
packaging
 CONSIDER TWO PERSON LEFT OR
MECHANICAL AID
36-50 kgs
WARNING: VERY HEAVY
 For packages and outer cartons
moved as individual units or on shelf
ready packaging

51 +kgs
TEAM LIFT OR MECHANICAL AID ADVISED
DANGER: EXTREMELY HEAVY
 For packages and outer cartons
moved as individual units or on shelf
ready packaging

TEAM LIFT OR MECHANICAL AID ADVISED
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Symbol
International Vendor Manual
Icon Application
The icon can be a black and white sticker or incorporated into the packaging design
as a pre-print. If black text does not provide a contrast to the package, an alternative
colour may be used in line with the size and weight icon specifications provided in this
document. The icon can be used in a swing ticket version for non-boxed products with
the product barcode sticker on back of ticket.
Size and weight icon must be included and visible on the product packaging when
the item (gusset / sides of box) is stored and merchandised. Icons can be printed
directly onto the outer shipping carton or product packaging. If this is not possible;
place icon on the outer carton or packaging using a sticker or swing ticket.
Icons must be placed on at least two opposing sides of the package, with one of the
icons positioned within 10cm of the gross weight information so employees can assess
the risk of moving the load. Size and weight icons should be placed in a clear position
on the package:
 Do not bend labels over the edges of packages
 Do not place or labels over seams, closures or sealing tape
 Do not place or labels over barcodes or unique identifiers
Size
Black and white size and weight icons can be printed in 3 sizes:
 50 x 45mm - To be used on packaging or cartons with sides of the box less than
200mm deep
 80 x 70mm - To be used on packaging or cartons with sides of the box less than
300mm deep
 110 x 95 mm - To be used on packaging or cartons with sides greater than 300mm
deep.
Where the size and weight warning icon is incorporated as part of the packaging
design, the icon should be no less than 50 x 45mm and no more than 110 x 95 mm.
Icon Ordering
Pre-printed size and weight icons can be ordered from:
Kung Wo Brand Co
Hong Kong - Ph: 2785 0011, Fax: 2785 3840
Email address: ada@kungwo.com.hk
Address: 777 Yu Chan West St
2nd floor, Block A, Wing Hong Factory Bldg. Kowloon. HK
Any size and weight icons or tickets sourced outside the suggested providers must
ensure compliance to Officeworks standards and guidelines.
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International Vendor Manual
Air Freight
The current contracted air freight Forwarder is Damco Australia Pty Ltd
Refer to the portal home page for current DB Schenker contact details
Booking & delivery requirements with the
Freight Forwarder

Suppliers should send the Shippers Letter of Instruction (SLI) to Damco with full
details of the shipment 5 days prior to the expect delivery date. A copy of the
SLI can be obtained from Damco local office.

The following information needs to on the SLI

P.O. No.*

Style Pack No.* / Article number*

No. of Cartons*

Estimated Weight

Estimated Volume

Quantity of Each Shipment Number

Freight Payment Term
* Compulsory

Delivery can be made 2 days prior to the Ship Date but no later than the ship
date. (Liaise with your Damco local office for details of where to deliver the
goods)

Suppliers need to provide accurate packing list, commercial invoice and CRC
(when Officeworks Asia is the buying agent), before or at delivery of cargo.

Liaise with your Damco local office regarding Customs Clearance requirements

The goods should be sorted by PO number, article number or region
Payment to Supplier

Officeworks will process payment according to the agreed payment terms

Payments terms start from date goods are physically handed to the forwarder
(CFS) or Gate in at origin wharf (CY)
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International Vendor Manual
Table of Terms / Glossary
Below is a list of terms / abbreviations / acronyms which are referred to throughout this
document.
Abbreviation / Term
ABN
ACN
APN
Article Number
DAFF
CFS
CRC
CY
DC
DBS
DC Due Date
DG
FCA
FCR
FF Due Date
MSDS
Officeworks Asia
OFW
PO
SLI
S/O No.
Definition
Australian Business Number
Australian Company Numbers
Australian Product Number, and is an alternate name for the EAN product
number. Now referred to as the GTIN. The APN is the lowest level of unique
product identification
Alpha numeric code used by Officeworks to identify a specific product. This
number is one level above APN. I.e. One Key Code can have multiple APNs
Department of Agriculture, Fisheries and Forestry
Container Freight Station
Cargo Release Confirmation issued for all orders managed by a buying agent
Supplier or forwarder packed container
Distribution Centre
DB Schenker (current freight forwarder)
Date goods are to arrive at the POD Distribution Centre.
Dangerous Goods
Free Carrier (named place of delivery)
Forwarder’s Cargo Receipt
Last day goods can be delivered to the forwarder
Material Safety Data Sheets
Previously known as CGA (Coles Group Asia) and TGT (TGT Sourcing Asia).
International Supply Chain sourcing department based in Hong Kong and
Shanghai
Officeworks
Purchase Order
Shipper’s Letter of Instruction
Shipment Order Number
Page 18