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Product Recall Withdrawal
Management (PWRM)
System
Vendor User Guide
Procedure Product Recall Withdrawal Management Procedure – Vendor
Author: Mark Bell
Version: 2 Date: 25/10/11
Updated: 2.2 Date: 02/08/2019
Copyright © 2007 by Woolworths Ltd. All rights reserved. No part of this document may be presented reproduced or copied in any form
or by any means (graphical, electronic or mechanical including photocopying, recording tape or by any information storage and retrieval
system) without the express written permission of Woolworths Ltd.
2
Introduction ............................................................................................................................................... 3
Vendor Notification .................................................................................................................................. 4
WWNZ Vendor Portal/PWRM Login ................................................................................................................ 5
Supplier and Action Details ............................................................................................................................. 6
Affected Stores .............................................................................................................................................. 7
Recall/Withdrawal – by Total State (All of NZ) ................................................................................................. 8
Withdrawal – by Individual Store ................................................................................................................... 10
Withdrawal – to Stores serviced by a specific DC .......................................................................................... 12
Recovery Management Details ..................................................................................................................... 14
Product Details ............................................................................................................................................. 15
Media Information......................................................................................................................................... 17
Administration .............................................................................................................................................. 18
3
Introduction
In our ongoing efforts to ensure that Woolworths NZ Ltd (WWNZ) is able to effectively and efficiently manage
product withdrawals and recalls we are introducing a new system.
The new Product Withdrawal Recall Management (PWRM) system has a number of key features:
Direct vendor access to PWRM that will enable the vendor to enter in the product details directly,
rather than emailing the FSANZ template. The layout within the PWRM system reflects the current
FSANZ template.
Once approved by WWNZ, notification of the Withdrawal / Recall will be automatically
communicated to the POS at all stores affected, facilitating a faster response at store level.
Ability to immediately lock down the POS in the event of a Recall or Withdrawal affecting total stock
preventing inadvertent sale of affected products.
Streamlined financial process, enabling the following:-
Separate electronic claims to be raised for both affected stock and administration fees
associated with the Recall/Withdrawal.
Timely processing of these claims.
Deduction of claims will be made directly from remittance advice.
Fee Structure
As part of the introduction of this new system, the new fee structure will be a standard flat rate of $25 plus
GST per ranged store, plus the logistics costs detailed below, however in the event of a complex withdrawal
or recall we do reserve the right to increase the fee.
Logistics costs
$20 per SKU per DC per withdrawal $17 per pallet returned to the vendor $7.50 per pallet per week for storage in chilled DC’s for each pallet withdrawn
The value of the withdrawn stock will be charged at the cost price.
4
Vendor Notification Important:
If the product you are intending to submit as a Product Withdrawal or Recall is deleted in the Woolworths
NZ system then the online submission will not be able to be processed due to the validation of information
back to the Woolworths NZ file
If you have a deleted line that is subject to a Withdrawal or Recall or the PWRM system is unavailable you
will need to contact Mark Bell, National Food Safety and Compliance Manager for Woolworths NZ Limited
on 09-255-2148 or 027-243-4315 to manually submit the Withdrawal or Recall.
In order to access the PWRM system you will need to be a registered WWNZ Vendor Portal (formerly i-PRO)
user. If you are not a registered WWNZ Vendor Portal user – contact Mark Bell to arrange registration in
advance.
Prior to accessing the PWRM system to submit a Withdrawal or Recall you will need to have the following
information:
Description of product
Article number (Retailers Reference Number)
EAN or GTIN number
TUN number (if available)
5
WWNZ Vendor Portal/PWRM Login
Important:
Ensure that you have contacted the Relevant Business Manager and the National Food Safety and
Compliance Manager (Mark Bell, 027 243 4315) by phone to notify them of the forthcoming Product
Withdrawal / Recall submission and the disposal method (dump, hold for representative collection or
donate) for the affected stock.
1. Log into the WWNZ Vendor Portal system using your current login and password.
2. Click on the “OK” button next to
Withdrawals/Recalls.
3. You will automatically be logged into the PWRM system using your WWNZ Vendor Portal authentication
credentials.
4. Click on 'New Withdrawal / Recall'
Note your parent vendor number will be defaulted through to PWRM.
Note:
Vendors will only have access to view their own Product Withdrawals / Recalls
6
Supplier and Action Details
1. Complete the following details
Supplier's Trading Name
Address of Registered Office
Postal Address
Authorised Representative
Representative's Position
Representative's Email Address
Telephone / Fax details
2. Using 'Radio buttons' to indicate
Recall or Withdrawal
Level affected (stores or DC, only one can
be selected)
Relevant Government Agencies notified
o If 'Yes' give details of the Agency
name, date and time of their
notification
o If ‘No’ select ‘No’
3. Complete 'Reason for Action - Brief
Summary' , i.e. The product fault, e.g. Glass in
Baked Beans
Click on 'Next' to take you to the next screen /
page
7
Affected Stores
You now need to select the applicable stores which have received the faulty product.
For a Recall you can only submit by division and state.
For a Withdrawal, you can select affected stores by;
State – for all stores in a particular state – For New Zealand – select state 9.
DC – for all stores supplied by a particular DC.
Store – for any single store, or a number of stores in New Zealand – state 9.
1. Click on 'Select Stores' to choose affected states, distribution centres or stores.
Note:
Previous – takes you to the previous page
Save – saves all information recorded up until the end of the previous page
Cancel – will save information recorded up until the end of the previous page and take you back to the
home page
Delete – will delete all entered information and the Notification record
Next – takes you to the next page
2. Select Level 1: Division
When submitting a Product Recall or Withdrawal for Woolworths NZ Ltd you will need to select both
divisions; Countdown and Foodtown & Woolworths.
Note:
If this is a Recall, only Division and State will be available for selection.
8
Recall/Withdrawal – by Total State (All of NZ)
1. After selecting Divisions, Click on "State" radio button then click on “Select”
2. Tick the box of the affected State then click on "OK"
For Woolworths NZ Enterprise Limited – select State 9 - NZ
3. You will be returned to the "Level" selection screen, as shown in step 1 above.
View the details of your selections by clicking on "View Selection"
Note:
You can change the Display number of results per page to view all included stores, or alternatively scroll
down to the bottom of the list and click on "Next"
If your entry is correct click on "Back" (located at the very bottom of the screen) and then "Save Selection"
9
4. A message will appear "Your changes have been successfully saved"
Important:
If you do not select "Save Selection" your entries or changes will not be saved
5. Click on "Back" and then "Next" Continue entering information from Recovery
Management Details
10
Withdrawal – by Individual Store
1. After selecting Divisions, Click on "State" radio button then on "Select"
2. Click on "Select Stores"
3. From the stores displayed select those that are affected by the withdrawal
Tip:
You can change the number of stores displayed by page or select "Next" to view more stores available for
selection based on your criteria
Click on "OK"
11
4. You will be returned to the "Level" selection screen, as shown in Step 1 above
View the details of your selections by clicking on "View Selection"
Note:
You can change the display number of results per page to view all included stores, or alternatively scroll
down to the bottom of the list and click on "Next"
If your entry is correct click on "Back" (located at the very bottom of the screen) and then "Save Selection"
5. A message will appear "Your changes have been successfully saved"
Important:
If you do not select "Save Selection" your entries or changes will not be saved
6. Click on "Back" and then "Next"
Continue entering information from Recovery Management Details
12
Withdrawal – to Stores serviced by a specific DC
1. After selecting Divisions, Click on "Distribution Center" radio button then on "Select"
2. Tick the box of the specific Distribution Centre that supplied the affected stock to be withdrawn to the
stores
Click on "OK"
3. You will be returned to the "Level" selection screen, as shown in step 1 above.
View the details of your selections by clicking on "View Selection"
If your entry is correct click on "Back" (located at the very bottom of the screen) and then "Save Selection"
13
4. A message will appear "Your changes have been successfully saved"
Important:
If you do not select "Save Selection" your entries or changes will not be saved
5. Click on "Back" and then "Next"
Continue entering information from Recovery Management Details
14
Recovery Management Details
1. Complete the relevant Vendor contact details
For Retailers
At Distribution Centre level
For Consumers (if applicable for a
Public Recall)
Click on 'Next'
15
Product Details
1. Complete Product Description Details including;
The nature of the problem with the product being Withdrawn / Recalled
Full description of the product as it appears on pack including Brand
Product type, size (e.g. 900g), department (e.g. Deli) and Units per carton (e.g. 6 x 900g)
2. Complete Product Reference Details including;
Retailers Code No – NZ Foodtown/Countdown #, NZ – Woolworths NZ/Woolworths # - This is our
CASS number, you will need to enter the information into both of these fields.
Supplier Code No – Your own Ref no - you will need to enter the information into both of these fields.
Quantity affected and measure of quantity (e.g. cartons, kg etc) - you will need to enter the same
information into both of these fields. This is the total number of potentially affected stock if known. If
unknown, enter an estimate.
Preferred supplier name to be used on Notice to Retail Stores
APN / EAN Number
TUN Number
16
2. Use 'check boxes' to indicate if the Product affected is identifiable by Use-By, Best-Before or Batch
Number
Enter relevant code details (use-by/ best-before/batch)
Detail where the code is located on the Retail pack
Tick 'check boxes' to communicate where the code is represented i.e.: On Carton and / or On Consumer
Unit
Click on 'Next'
Important:
Remove Product – will remove the product you are currently viewing from the Notification
Add Product – allows you to add additional products to the notification
17
Media Information
1. This screen is relevant to Product Recalls
only. Completion of this screen is NOT
mandatory if the information is not known at the
time of the submission. Do not delay
submitting the Recall Notification because
you are waiting for this information to be
finalised.
Use 'radio buttons' to indicate if organising a
Press Release, and complete relevant
Newspapers and expected print dates where
possible.
Click on 'Next'
18
Administration
1. Click on 'Next'
Note:
This page is for Australian Retailers only which is why you simply click on ‘Next’
2. For New Zealand Retailers’ Credits - Complete the following information in the ‘For Woolworths NZ’
section to direct all administration charges
Contact Name
Position
Company Name
Postal Address
Telephone / Fax details
Click on 'Next’
19
3. Click on 'Submit' located bottom right of this screen.
4. Click on 'OK' if you have completed all information for all reference numbers applicable to the Product
Withdrawal / Recall you are submitting
20
5. A message will be displayed to notify you that the Product Withdrawal / Recall has been successfully
submitted and that you will receive an email once the submission has been evaluated.
Click on 'Return'
Note:
A SMS is now sent to the National Food Safety and Compliance Manager notifying them that the Product
Withdrawal / Recall details have been submitted.
The National Food Safety and Compliance Manager will review the details of the submission and either
approve or reject the submission.
The Vendor will then receive an email informing them of this decision.
If approved, the process will begin to action the Product Withdrawal / Recall.
If rejected, the Vendor will receive a reason in the returning email from the PWRM system entered by the
National Food Safety and Compliance Manager