WELCOME TO CRATES

AN INTRODUCTION FOR

COLES SUPPLIERS

TO

SAVI (ONLINE SYSTEM)

CRATE MANAGEMENT

TABLE OF CONTENTS

1.Purpose of this document

2.Important Information

3.Key Contacts

4.Definitions/ Terminology

5.Frequently Asked Questions

6.Other

7.Depot Hours & Contacts

8.Sending Crates to WA

9.Crate Specifications

10.USING SAVI

11.How to Login to SAVI?

12.How to create an order?

13.How to checkin crates?

14.How to reprint a HMMA

15.How to reverse a duplicated checkin?

16.How to reverse and reprocess an incorrect checkin?

17.How to process a rejection transaction?

18.SAVI reports

19.How to check your current crate balance in SAVI?

20.How to find your open (uncollected orders)?

21.How to find your collected orders/crates added to your account?

22.How to find your checkins?

23.How to find all transactions using the Crate Reconciliation Tool

24.Reconciling you account

25.Problems with SAVI?

26.Clearing Browser Cache

27.Clearing Browser History – for Internet Explorer 7

  1. Purpose of this document

To outline the how to go about ordering crates, using the online SAVI website and managing your crate account.

  1. Important Information

Logtek have been engaged by Coles to manage their crates. Coles own the crates and Logtek re-wash the crates andmanage the crate pool – we ensure that there are adequate stocks of crates in the correct location to meet demand.

Coles maintain all financial control. They invoice suppliers for crate usage and manage all contractual contracts with suppliers for crates.

The crates are washed using a fully automated system – there is minimal human involvement. You are more than welcome to come and visit your closest depot. If you are interested contact the Customer Service Team to arrange.

  1. Key Contacts

Company / Name / Phone / Email
Logtek / Customer Service Team / 1800 619 044 /
Coles / Shefali Desai
Billing and Contract Queries / 03 9829 5569 /

We are here to help – so please don’t hesitate to contact us.

You can also refer to our website – for the latest information.

  1. Definitions/ Terminology

Term / Meaning
SUPPLIER / You, the grower or agent who supplies produce to Coles
RRU / Logtek or Third Party Depot where crates are dispatched from Logtek to the Supplier. Logtek RRUs is also the place where crate washing takes place
SAVI / The Asset Management/Tracking System. The web based system that stores your crate account details and tracks the movement of crates.
Check In / The transaction type in SAVI when you send crates back into Coles
Check Out / The transaction type in SAVI when you reverse an incorrect checkin, or process a rejection transaction back on to your account
EC / Customer Service Team (Equipment Control Team)
HMMA / Handling Media Movement Advice
This is a record of any checkin, checkout or transfer out transaction performed in SAVI
Coles DC / Coles Distribution Centre
The place where suppliers deliver their produce (in the crates) to Coles
Knockout or KO / When Coles rejects produce at the DC
  1. Frequently Asked Questions

How much notice do I need to give when placing my order?

You need to plan your orders. The SAVI system will only allow you to place orders 4 days ahead. However, in special circumstances, orders can be fast-tracked by contacting the Customer Service Team.

How do I get my crates?

Logtek do not deliver crates. It is your (the suppliers) responsibility to collect the crates or engage a third party carrier to collect the crates on your behalf. You do not need to provide any paperwork, but you (or the carrier) needs to be able to quote the correct order number and know who they are collecting on behalf of.

How often should I place my orders?

You can place the orders as often as you like. We encourage you to plan ahead and place orders in SAVI well in advance. You can then call us closer to the pickup date to modify the order if necessary.

Can I change my order?

Yes, just call us and you can modify the crate type or quantity or change the pickup date.

Can I specify a particular day to pickup my crates?

When you place the order in SAVI you specify the Requested Pickup Date. The order should be collected on this date. If you (or your carrier) are unable to collect the order on the requested date, please contact the Customer Service Team to advise.

Do I have to come in a particular timeslot?

No. You can come anytime during the date requested. Refer RRU Opening Times.

What information do I need to supply the Logtek RRU as verification to collect the order?

When you or your transport company picks up clean crates from the Logtek Depot, the driver will need to quote the order number of the load they are there to pickup (they don’t have to provide a hard copy printout, but some people find this useful). If it is a third party carrier, they must know the name of the supplier who they are collecting on behalf of. You also need to supply a Chep account number that the pallets need to be placed onto. (Alternatively, you can swap empty Chep pallets for the loaded ones). We recommend that you include the Chep Account number in the remarks section of the SAVI order when you place it.

What happens if I come before the requested pickup date?

If you arrive at the Logtek RRU before this date, we reserve the right to turn you away. If you require the crates before the requested pickup date to meet your Coles orders, then you just need to contact us on 1800 619 044 to request that the order be released early. Our team will assess the stock situation at the RRU as well as the inventory balance on your SAVI account and advise if early collection is possible.

What if I don’t collect my order on the requested pickup date?

If the order is not collected on the requested pickup date the Customer Service Team will send you an email to notify you. The order will still be available for collection on the following day and if it is still not collected, we will cancel the order.

What happens if I only collect part of what I ordered?

You can collect the order in parts, as long as the whole is collected on the same day. If you only pickup part of the order, then the following day that order will be closed down and you will not be able to collect the remainder. A new order will need to be placed.

How often do I need to perform “Checkins”?

A check-in must be performed before your crates are sent into the Coles DC. Your produce must contain a copy of your check-in HMMA. By performing check-ins, you are ensuring that the crates which are leaving your premises are recorded in SAVI. By maintaining your SAVI account, you are less likely to have discrepancies at stock take.

What do I do if my crates have been rejected from the Coles DC?

If you have received some crates back from the Coles DC you need to ensure that the crates are placed back onto your account. In order to do this, you need to process a SAVI Checkout. (Refer to Rejection Process)

What type of transport is authorized to carry the crates?

Only closed in transport is acceptable – ie. a "Closed Curtain" or “Box” type trailer. These are trailers which are completely covered and do not allow dust and water to contaminate the crates. If you use a carrier to collect crates on your behalf, you must specify this at the time of booking. "Flat-Bed" or open utes or trailers, will be turned back and asked to bring the correct type of trailer.

Accepted:

Cannot be Used:

=

How much stock can I hold?

For most products*, Coles have instructed Logtek to ensure that suppliers only hold 7 days worth of stock. We calculate this daily by looking at your current stock on hand and compare it to how many crates have been sent into Coles in the previous 7 days.

Example – If you currently have:

700 crates on your SAVI balance

Have checked in 350 crates into Coles in the previous 7 day

This will equate to holding 14 days worth of stock

Logtek do not have visibility to future Coles orders, so there may be instances when you need to order more crates than you have been. We encourage you to keep in touch with us about your requirements.

*some product lines are exempt from this 7 day rule and are allowed to hold 28 days of stock. This includes nuts, bananas, avocadoes. Your contract with Coles and Crate Rate will be set up to reflect this.

Why would Logtek call me to discuss my order?

Logtek has been instructed by Coles to ensure that suppliers are holding only the stock they need to meet their orders (in most cases this is no more than 7 days worth of stock). If the figures we calculate daily indicate that you might be holding surplus stock, and you have placed an order for that crate type we may call you to discuss why you need those crates.

If there is a reason why you need extra crates (eg, you are going on special) then please ensure that you communicate this to us.

Communication is the key!!

During peak periods, where crate demand is high, we might call you to reduce your order and request you pickup less crates more often. This method ensures that everybody has enough crates to meet their orders.

If too many people request pickups on the same day we may call you to request you change your pickup date. This avoids truck congestion at the depots and reduces wait times.

When do the crates come on to my account?

At the time the order is collected from Logtek.

When do I get charged for the crates?

Coles run a weekly billing cycle. Depending on your contract the amount may be automatically deducted or you may receive an invoice.

When do the crates come off my account?

When you perform a checkin transaction in SAVI to de-hire the crates. Instructions on how to use the SAVI system to perform a checkin are included later in this document.

What if I have surplus crates that I won’t be using or want to return crates?

You can return these to Logtek. You will need to to return the crates along with a Logtek Crate Return Form. Please contact Logtek for a copy of the form (which outlines the process that must be followed).

Note: If the process outlined on the form is not followed, then Logtek cannot guarantee that a credit claim will be raised to Coles on your behalf.

When the crates are returned to Logtek the local depot will inspect the crates and

  • verify the quantity of crates that have been returned
  • determine if any crates are damaged

All crates returned to Logtek will be re-washed according to Logtek’s HACCP standards.

Provided the paperwork has been supplied (and the crates are eligble for a credit), Logtek will raise a credit claim on your behalf and forward to Coles for processing.

Coles will process a credit to you for the hire charge of each crate but will also charge you a wash fee for each crate. This is currently $0.40 per crate, but is determined by Coles and subject to change.

Note: only unused crates are eligble for a credit. If the crates have been used (eg – have had produce in them or have been rejected at Coles DC); they can be still be returned to Logtek, but a credit claim will not be processed.

The cost of transporting the crates back to Logtek is the responsibility of you (the grower/ supplier).

Any damaged crates will be reviewed on a case by case basis and you may be charged (replacement charge) for these crates depending on the circumstances.

You should retain a copy of the paperwork for your records (to assist with account reconciliation during audits).

Can I transfer crates to another grower/supplier?

Yes you can.This process is done by exception and should not become part of your standard operating procedure.

To arrange this Logtek must receive written agreement from both the sending supplier and recipient grower. Send correspondence to:

The email must confirm the following information:

Crate Type / Crate
Quantity
A
B
C
E

FROM

Grower Name:

Grower SAVI Site Code:

TO

Grower Name:

Grower SAVI Site Code:

Confirm if this a financial transaction? (ie – FROM grower to receive a credit and TO grower to be charged)

Yes or No?

What happens is SAVI/Internet is down?

If the SAVI system is down, please wait an hour or so and then try again later.

If there are any major interruptions to SAVI, Logtek will usually email you to advise. Otherwise, it is likely to be a temporary interruption.

If you need to send crates into Coles and you can’t do a checkin, Coles will accept the produce with a manual checkin (a copy of this can be obtained from Logtek). Just remember to go back into SAVI and enter that checkin once the system is available again.

  1. Other

Stocktakes

Coles conduct stocktakes twice a year. It is your contractual responsibility to ensure that your crate account is maintained to balance your physical stock. Some instructions on crate reconciliation have been included later in this document to assist you.

You are liable to be charged for missing crates, so it is in your best interests to maintain your account.

Crate Labelling

  • Do not apply adhesive labels directly onto the crate surface.
  • Adhesive labels can damage the crate washing machine by clogging up the machines filters.
  • Adhesive labels also spoil the appearance of the crate when it is used for product display purposes in Coles stores.
  • Grower’s tags should be inserted into the label holders on the short end of each crate.
  • Growers tags must be inserted into the end of the crate that will be facing outwards when the crate is stacked on a pallet.

Chep Account

All suppliers should hold a Chep Account. All crates are supplied on Chep pallets and a valid Chep Account number (for either the supplier or their carrier) must be supplied when the crates are collected. Alternatively empty pallets can be swapped at the time of collection.

SAVE this document

We recommend that you print a copy of this guide and keep it close by. Also, SAVE A COPY to your desktop so that you will always have it for future reference. It will also be a handy tool to retrain any new staff members.

Cross Training

We also recommend that more than one person in your company is familiar with crate management and able to use SAVI so that if someone is sick or on holidays that you are still able to order crates and maintain your account.

  1. Depot Hours & Contacts

Refer (Depot Details page) for the depot addresses, hours of operation and loading times.

  1. Sending Crates to WA

If you collect crates outside of WA and want to send them with produce into WA then you will need to ensure the following process is followed.

  • The crates being sent to WA must be collected from either
  • Melbourne
  • Sydney
  • Adelaide
  • You need to have your Crate Order SAVI HMMA stamped for WA Sanitation

You do this by either:

  • Writing “please stamp for WA Sanitation” in your order remarks when you place the order in SAVI

OR

  • Calling/emailing us with the order number and requesting we email/fax you a stamped copy
  • When you send your crates/produce to WA you need to include a copy of the stamped HMMA and the WA DAF Certificate that corresponds to the state of collection
  • If you need a copy of the DAF WA Certificates you can download these from our website (

  1. Crate Specifications

crate-a / crate-b / crate-c / crate-e
Crates per pallet / 186 / 186 / 186 / 372
  1. USING SAVI

The system for crate management is web based (online on the internet). You must use Internet Explorer as your web browser because the SAVI software is not compatible with any other web browser.

You will also need to ensure that Java is enabled.

Javais a free third party software which allows you to use Java based programs on Internet Explorer. The software and installation details can be found at:

Once you have installed Java, you will be able to use the SAVI system by pasting the below link in the address bar of your Internet Explorer and hitting the enter key. (We recommend you save this in your “Favourites” on your browser)

Savi can be used on multiple PC's provided you have Java installed on them.

Logtek Depot SAVI Site Codes

RRU / Site Code
VIC – Laverton / 449901
SA – Cavan / 454601
NSW – Homebush / 450001
QLD – Richlands / 454801
WA – Canning Vale / 455001
TAS – Spreyton / 454901
TOWNSVILLE – Bohle / 455101

Coles DC SAVI Site Codes

DC / Site Code
VIC / D9450XF
SA / D9320XF
NSW / D9250XF
Brisbane QLD / D9300XF
Townsville QLD / D9280XF
WA / D9330XF
TAS / D9460XF

Where SAVI is requiring information in order to complete a transaction and you are unsure of the exact information required you can use the magnifying glass (located next to the field) to assist.

SAVI is Case Sensitive (including spaces, dots etc…).

Search Tips

Use the percentage symbol (%) as a wildcard search.

If you only know part of the reference number you can include the % either before/after or both in your search and the system will show any transactions containing that information.

  1. How to Login to SAVI?

Step / Process
1. / Go to website
2. / In User field type in your login name
3. / In Password field type your password
4. / Click on Login
  1. How to create an order?

Step / Process
1. / On left hand side menu click on the cross beside folder called Manage Requests for Assets
2. / Click on Create Order Request
3. / Click on Generate
Note: / The fields denoted in red are mandatory and must contain relevant information.
4. / In Pickup Site field type the relevant site code.
450001 (for Homebush) 454801 (for Brisbane)
449901 (for Melbourne)454601 (for Adelaide)
455101 (for Townsville)454901 (for Tasmania)
455001 (for Perth)
5. / In Requested Pickup Date enter in date for collection by clicking on the blue notebook beside this field and selecting a date from the calendar.
Note – this must not be earlier than the Earliest Pickup Date that is automatically entered by the system
6. / In Destination Site field type your site code
7. / In Earliest Delivery Date field enter the same date that was entered for Requested Pickup Date.
8. / In the bottom half of the screen select the required asset type from the drop down menu
Note – you must check to ensure you select the correct crate type –
crate-a
crate-b
crate-c
crate-e
9. / Enter in required quantity
Note: this must be the UNIT quantity of crates and you must order in multiples of pallet quantities. 186 crates per pallet for A, B & C crates and 372 crates per pallet for E crates.
Eg. If you want 3 pallets of B crates, then order 558
10. / Click Add
11. / If additional crate types are required, repeat steps 8 and 10
12. / Jot down the Reference Number (which is the order number – ORD-*****-CML).
13. / Click Save
  1. How to checkin crates?

A checkin is done to de-hire crates off your account. A copy of the printout must be sent along with your produce into the Coles DC.