Bulk Market Help – Quick Contents

Upon entry to Bulk Market a Buyer will see the full list of all bulk wine currently available for sale on Winescape. Lists can be filtered by Country/State, Zone, Region, Sub Region, Variety, Vintage and Price.

1.1.1 Selecting Bulk Wine to Sample

To generate a Sample Request for bulk wine;

Go to Buy, click on Bulk Market under the Enter Bulk Markets heading.
Filter list to find wine of interest.
Click Sample Request button adjacent to wine where samples are required. Sample Requests populate the Sample Requests Cart.

1.1.2 Executing Sample Requests

Once wine is selected and the Sample Requests Cart is populated. Scroll to the top of the screen and click Proceed with Sample Requests from within the Sample Requests Cart. The transaction will move to the next screen.
Fill number of bottles required for each Sample Request and a deadline date for delivery of Samples.
Click Submit to Suppliers. This action sends all Sample Requests to Suppliers.

Suppliers receive a Sample Request notice (by email) when a Sample Request has been submitted. The notice provides a link to sample labels, buyer name, company and delivery address. The Supplier also receives details on how many bottles are required for each Sample Request and a deadline for the sample delivery. The Supplier may choose whether to reject or supply the Sample Request.

The Buyer will receive email notice confirming the Suppliers decision when the Supplier has marked a Sample Request as Sent Samples or Rejected. (Top of the page)

2. Manage Bulk Tenders

A Buyer may drill into Winescape Markets to find suitable product by using a Tender. A successful Tender will find appropriate product for the Buyer to proceed with a purchase.

2.1 Create Bulk Tender

To create a Tender for Bulk;

Go to Buy
Click Create Tender under the Manage Bulk Tenders heading.
Enter detail of bulk wine required.
Click Submit Tender when complete.
Bulk Tender will be posted to the front page of Winescape and will be broadcast periodically to our database.

2.2 Current Bulk Tenders

To access, view and edit current bulk wine Tenders;

Go to Buy
Click Current Bulk Tenders from under the Manage Bulk Tenders heading.
Select the Bulk Tender to be edited by clicking View.
Enter revised Bulk Tender detail. Click Save Changes. Revised Bulk Tender will be posted to the front page of Winescape and will be broadcast periodically to our database.
To delete Bulk Tender click Cancel Tender.

2.3 Bulk Tenders Archive

Winescape transfers a Tender to archive upon expiry of the Tender Date. To resurrect the Tender;

Go to Buy and click Bulk Tenders Archive from under the Manage Bulk Tenders heading.
Select Bulk Tender and click Edit button contained in the Bulk Tender record.
Alter date to a future date and click Save Changes. The Bulk Tender will be live to Winescape until the entered date.

2.4 Sample Requests generated from Tenders

A Supplier may submit their wine to a published Tender. Tender submissions alter to Sample Requests in two ways;

a. Early Send Requests

Early Send Requests are generated by Winescape admin while the Tender is still running.

b. Automated Sample Requests

Sample Requests from a Bulk Tender are automatically generated when a Tender expires unless they have been sent early. Sample Requests are not duplicated so a Supplier will see only one request from each parcel that they attach to each Tender. (Top of the page)

3. Manage Bulk Buying

FAQs:

– Can I be a Supplier and a Buyer for each market?

– I’m using another broker and have also requested bulk samples from Winescape is this ok?

– Can I get Winescape emails sent to multiple people?

Presentations:

– Manage my Buying

– Buying Bulk using the To Do List

3.1 Sample Requests Cart

A Buyer may Enter Winescape Bulk Markets and request samples of listed wine. The Sample Requests Cart holds the selected Sample Requests. The Buyer must enter the quantity of samples they require in addition to a deadline for delivery of samples. The Sample Request is the start of bulk transactions within Winescape.

3.1.1 Executing Sample Requests

Once wine is selected and the Sample Requests Cart is populated. Click Proceed with Sample Requests. The transaction will move to the next screen.
Enter number of bottles required for each Sample Request and a deadline date for delivery of samples.
Click Submit to Suppliers. This action sends all Sample Requests to Suppliers.

a. Deleting Sample Requests from Sample Requests Cart

Select Sample Request to delete. Click Mark to Delete and Save Changes.

3.2 Sample Requests Sent

Records within Sample Requests Sent show requests that have been lodged with the potential Supplier. It is now up to the Supplier to make a decision on whether or not they supply a sample to the Buyer. There are no Buy actions applicable to requests listed here.

A Buyer will be notified by email once a Supplier has made a decision on supply. If the Sample Request is rejected the Sample Request goes to the Sample Request Archive. If the Supplier agrees to provide a sample then the Sample Request moves to Sample Requests in Transit.

3.3 Sample Requests in Transit

Sample Requests in Transit lists Sample Requests have been marked as Samples Sent by the potential Supplier. This indicates that the Supplier has despatched or intends to despatch samples to fill the Sample Request. At this point the Buyer must decide how they will deal with each Sample Request. This decision usually takes place once all physical samples have been delivered. The Buyer must choose between rejecting, receiving or making an offer on each Sample Request.

3.3.1 Making a Sample Decision (from Sample Requests in Transit)

Once samples are delivered to a Buyer they are tasted and evaluated for suitability. From Sample Requests in Transit the Buyer has one of three choices to process each sample request so that it may move on within Winescape.

For each Sample Request the Buyer must decide to a) Offer b) Reject or c) Receive.

a. Offer

Click Offer button contained within the relevant Sample Request record. An Offer form will raise. Fill in form.
Scroll to base of Offer and select Send to Supplier, Cancel Offer or Save as Draft.

b. Reject

Tick check box in the Action column adjacent to applicable Sample Request.
Go to Action drop down menu and select Reject.
Insert reason for rejection. The Supplier will receive the reason by email notice.
Click Submit Changes.

c. Receive

Tick check box in the Action column adjacent to applicable Sample Request.
Go to Action drop down menu and select Received.

3.4 Sample Requests Received

Where a Buyer has Sample Requests in Transit it is possible to receive the Sample Request. This action allows the Supplier to see that the sample has arrived with the Buyer. It is possible to make an Offer or Reject the Sample Request from within Sample Requests Received (in the same way that it is possible from Sample Requests in Transit). Receiving the Sample Request means that the Buyer must still make a Buyer Sample Decision (the receive option is no longer available).

3.4.1 Making a decision on a Sample (from Sample Requests Received)

Once samples are delivered to a Buyer they are tasted and evaluated for suitability. From Sample Requests Received the Buyer has two choices to process a sample request so that it may move on within Winescape. The Buyer must decide to a) Offer or b) Reject the Sample Request. To action a decision;

a. Offer

Click Offer button contained within the relevant Sample Request record. An Offer form will raise. Fill in form.
Scroll to base of Offer and select Send to Supplier, Cancel Offer or Save as Draft.

b. Reject

Tick check box in the Action column adjacent to applicable Sample Request.
Go to Action drop down menu and select Reject.
Insert reason for rejection. The Supplier will receive the reason by email notice.
Click Submit Changes.

3.5 Bulk Under Offer

Bulk Under Offer holds Sample Request records where there has been offer activity. Winescape enables Buyers and Suppliers to interact through Offer and Counter Offer processes. All iterations of Offer and Counter Offer related to the Sample Request are listed as links below the Sample Request record. Each Offer will have a status of Sent to Buyer, Sent to Supplier, Draft Buyer Counter Offer, or Countered. Some of these status relate to Offer records that require a Supplier response and others require a Buyer response. Once a Sample Request has offer activity it’s referred to as a Transaction.

FAQs:

– How do I make an Offer for Bulk?

– How many times can Offers bounce between Buyer and Supplier?

– A wine I have purchased has a composition that is not the same as the wine in my Offer. Do I have to take it?

– I made a mistake on an Offer – do I have to go ahead with the resultant contract?

– What do the terms in Risk of Carriage mean?

– What is Delivery with Freight Fee?

– The terms in Offer Assist are quite limited, are there additional terms that I can draw on?

– How do we fulfill the contract?

3.5.1 Making an Offer decision

A Buyer must make a decision on offers with a Sent to Buyer, Draft Offer or Draft Counter Offer status (See Offer Status Types requiring a Response).

3.5.2 Decisions on Counter Offers

A Counter Offer from a Supplier has a Sent to Buyer status (see Offer Status Types table). Open the Counter Offer by clicking the Review Counter Offer button adjacent to the record of the latest Counter Offer. Scroll to the base of the Counter Offer and select one of the below;

a. Reject

Ends dealings on the sample. The transaction activity is transferred to Bulk Offer Archive and Supplier receives email notice that the Counter Offer has been rejected. It is possible for the Buyer to enter a reason for the rejection.

b. Counter Offer

Winescape allows a Buyer to Counter Offer a Suppliers Counter Offer. Clicking the Counter Offer button allows for an additional response back to the Supplier. The Buyer can fill in the Offer form and Send to Supplier, Save as Draft or Cancel Offer. Upon receipt of Counter Offer a Supplier may Accept, Reject or place an additional Counter Offer. This process can continue back for forth ten times. On the tenth Counter Offer Winescape archives the transaction.

c. Accept Offer

Drives up a Contract Note that collects agreed price, terms, quantity and special conditions into a document that is emailed to both parties.

3.5.3 Dealing with Draft Offers

When a Buyer receives a Counter Offer from a Supplier it is possible to Draft a return Offer by scrolling to the base of the Suppliers Counter Offer clicking Save as Draft button. It is also possible to Save as Draft when the Buyer makes his first offer. The Buyer can return to the Draft at a later time and send when they are ready to go. A Supplier does not see Draft Offers.

There are three options in relation to Offers with a Draft status. Scroll to the base of the draft and choose one of the below options (options are executed by clicking button that relates to the action).

a. Send to Supplier

Clicking Send to Supplier button will send the offer through to the Supplier of the wine. The Supplier receives an email notifying them that an offer has been executed. The email notice points the Supplier back to Winescape where they can view the offer and make a decision on how they wish to process the offer.

b. Save as Draft

A Draft Offer may be altered and saved as many times as required. A Supplier does not see a draft until the Buyer elects to execute the offer by clicking Send to Supplier.

c. Cancel Offer

Cancelled Draft Offers are deleted. A cancelled first draft will send the transaction back to Sample Requests Received.

3.5.4 Offer Status Types requiring a response

There are three status types that require a response.

STATUS TYPE	STATUS DESCRIPTION	APPEARS IN WINESCAPE	OPENING THE OFFER
1. Sent to Buyer	A Counter Offer lodged by a Supplier in response to a Buyers Offer.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Sent to Buyer	Click Review Counter Offer
2. Draft	A first offer that has been been saved but not sent to the Supplier. A Draft offer can be viewed and sent to a Supplier at a later date.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Draft	Click Edit Draft Offer
3. Draft Counter Offer	A response to a Supplier Counter Offer that has been saved but not sent to the Supplier. A Draft Counter Offer can be viewed and sent to a Supplier at a later date.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Draft Buyer Counter Offer	Click Edit Counter Offer

3.5.5 Offer Status types not requiring a response.

Sent to Supplier or Countered offers are a record of an executed offers and require no action from a Buyer.

STATUS TYPE	STATUS DESCRIPTION	APPEARS IN WINESCAPE	OPENING THE OFFER
1. Sent to Supplier	An Offer sent by a Buyer to a Supplier.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Sent to Supplier	Click Status line to view Offer as it was executed.
2. Countered	A Buyer Offer that has been Countered by a Supplier and where a Buyer has sent an additional Offer in response to the Supplier Counter Offer	<Sample No> – Buy Offer No: <1.X> – Countered	Click Status line to view Offer as it was executed.

3.6 Bulk to be Delivered

Bulk to be Delivered holds records of transactions where a sale has occurred. A Bulk to be Delivered record will hold detail of the original Sample Request, Offers and Counter Offers that have been executed, a link to a pdf of the Contract Note between the two parties and any additional documents that have been loaded to the transaction (see Document Upload – Buy).

When a bulk wine is delivered the transaction can be archived by marking it as Delivered. This will push the record to Bulk Delivered.

3.6.1 Marking a transaction as Delivered

Tick the check box in the Action column adjacent to the applicable transaction record.
Go to Action and select Delivered from drop down menu options. Click Submit Changes.

3.7 Sample Request Archive

Where a Sample Request is rejected (by either party) the record of the request is transferred to the Sample Requests Archive. This is the end of the road for this Sample Request.

3.8 Bulk Offers Archive

Where a Sample Request has had Offer or Counter Offer activity and the request is rejected, the transaction is archived to Bulk Offers Archive. This is the end of the road for this transaction.

3.9 Bulk Delivered

Where a Contract has been raised and the wine has been delivered the transaction is transferred to Bulk to be Delivered. To transfer the transaction from Bulk to be Delivered to Bulk Delivered see 3.6.1 Marking a Transaction as Delivered. (Top of the page)

3.10 Document Upload – Buy

If a Contract is concluded it is possible to add supporting documents to the transaction. Documents uploaded by a Buyer are accessible by the Supplier. The Document Upload appears as below at the base of each Contract in Bulk Delivered or Bulk to be Delivered.

There are two sections;

Attached Documents

Attached Documents shows PDF links to documents that have already been uploaded to the Contract and the date and time they were uploaded. Clicking the document name will download the document. If a padlock appears within the PDF record line then it is not possible for this document to be deleted from the Contract. This is a locked document. A document record that has an unlocked padlock within the document record means that either party to the contract can delete the document from the Contract by clicking on the cross at the end of the document record.

Upload

The Upload section allows the user to name the document to be uploaded, select if a document should be a Locked or Unlocked and allows a message to be written to the opposing party of the Contract and then to choose a file and Upload. Once the file has been uploaded the message emailed to the opposing party to the deal.

💡 NOTE 1: Only PDF files may be uploaded to a Winescape contract and files must be less than 1MB.

💡 NOTE 2: Typically a Locked document will be uploaded if it is considered to be integral and should not change for the duration of the Contract. LIP’s, Purchase Orders, Invoices, Consignment Notes and Analysis records are the kind of records we would typically see uploaded as Locked documents. Tasting Notes, Vineyard photo’s or a blank Credit Application are the kind of documents not considered integral to the Contract and as such maybe uploaded as Unlocked documents.

💡 NOTE 3: Once a Document has been uploaded to a Winescape contract it appears in both parties registration. There is only one exception and that is the sample labels which only appears with the Supplier.

💡 NOTE 4: Any documents downloaded (by clicking a document name within Attached Documents) will have the code of the contract appended to the front of the name. This means if documents are emailed within organisations they will always have a Winescape reference number embedded in the name.

Sell

4. Supply Bulk Market

Within Winescape, Suppliers manage their own supply to market. All Winescape product listings expire after 30 days unless listings are altered or refreshed. Suppliers receive email notice at 24 days (from the last refresh or alteration) to advise that listings will expire in 7 days. A further notice is sent at 31 days advising that the listing has expired.

FAQs:

– What is List Assist and how do I use it?

– Why should I use List Assist?

– What are the variety and style abbreviations used by Winescape?

– Can I be a Supplier and a Buyer for each market?

– What is the Cost?

Presentations:

– Tips for selling bulk wine through Winescape

4.1 My Bulk Listing

There are three ways a Supplier may manage their bulk listings in Winescape. A Supplier can refresh their current listing by clicking the Refresh button under the Current Bulk Listing heading, they may adjust listings using the Batch Manage Bulk Listing function or by using the In Line Edit function.

4.1.1 Current Bulk Listing

If a Supplier has received notice that their bulk listing is to expire then clicking the Refresh button under the Current Bulk Listing heading will reset the clock and give another 30 days until the listing is next scheduled to expire. To keep current bulk listing and reset the expiry clock;

Go to Sell/and select My Bulk Listing from beneath the Supply Markets heading.
Click Refresh.
Expiry clock for a Suppliers Current Listing will reset. Current Listings will expire 30 days from date listing is refreshed.

4.1.2 Batch Manage Bulk Listing

A listing may be edited by exporting the current listing to Excel, manipulating the data, and then importing updated data back into Winescape. This enables the user to take advantage of drag and drop and fill functions available within Excel. Exporting and importing listings are effective for companies that have large volumes of bulk records that constantly change.

a. Export Listing to Excel

Go to Sell/Supply Bulk Market/My Bulk Listing/Batch Manage Bulk Listing. Click Export Listing to Excel.
Pick the exported sheet from your computer’s download directory. Modify, delete or add records regarding bulk wine to be sold.
Once all data entry is complete, save file to desktop with a recognizable name and proceed to Upload Excel Listing to get records up and onto Winescape.

b. Upload Excel Listing

Go to Sell/Supply Bulk Market/My Bulk Listing/Batch Manage Bulk Listing. Click Choose File.
Find from the desktop modifed excel sheet. Select the file. This will populate the upload window with a directory address.
Click Upload and all bulk wine records entered to the sheet will go live to Winescape and will be accessible to Buyers coming through the site.

💡 NOTE: To use a Bulk Upload the entered data must fit with Winescape upload conventions. Checkout FAQ’s – What are the variety and style abbreviations used by Winescape?

4.1.3 In Line Edit

In Line Edit enables a Supplier to add, delete or modify bulk wine records that are currently listed under the Current Bulk Listing on Winescape.

a. Modify

Click Edit button adjacent to the applicable record. Change detail as required
Click Save button within the same record once change has been made.

b. Delete

Click Delete button adjacent to the applicable record.
Click Save button within the same record once change has been made.

c. Add Bulk Product

Click Add Bulk Product at the top right hand corner of the Bulk Listing. A new record will append to the listing.
Enter detail of new record.
Click Save button within the same record once change has been made.

4.2 List Assist

The List Assist tab sits at the base of the Bulk Listing screen. List Assist allows a Supplier to access the abbreviations that Winescape uses for variety, style and GI and insert these into the Bulk Listing so that the abbreviations fit with the Winescape listing convention. This allows the wine to be categorised correctly within Winescape and means a Buyer will be able to find it within for sale lists.

4.2.1 List Assist Variety

Click on Edit button adjacent to the record to be modified. Enter cursor to the Variety field.
Click on the List Assist tab and Click on Variety. All varieties and their abbreviations are listed.
To insert a variety click on that variety.
To insert a blend of one or more varieties then find the first variety and select and then select a second variety. The second selection will append to the first.

💡 NOTE: If you have a red entry in the variety this means that the variety has been entered incorrectly (note it will still be in our lists however it will be in the wrong spot). To alter the incorrect variety delete the entry and then use List Assist to select the variety as it should be entered.

4.2.2 List Assist Style

Click on Edit button adjacent to the record to be modified.
Click on the List Assist tab and Click on Styles. All Styles and their abbreviations are listed.
To insert a Style click on appropriate Style. Style will insert into the Variety field.

💡 NOTE: Try to insert style after variety. This makes more sense in our lists.

4.2.3 List Assist GIs

Click on Edit button adjacent to the record to be modified.
Click on the List Assist tab and Click on GIs. All varieties and their abbreviations are listed.
To insert a GI click on appropriate GI. GI will insert into the GI field.

💡 NOTE: Only one GI can be entered to per bulk wine record. This may mean entering the more general instead of the more specific. For example a “Manjimup/Pemberton” wine may need to revert to the more general “Western Australia”. (Top of the page)

5. Submit to Bulk Tenders

A Buyer can set up a Bulk Tender to provide specific detail to the market about bulk wine they wish to acquire. Typically a Tender is used to draw bulk wine out of the market that is currently not listed for sale but that a Supplier will sell if they can get a decent offer.

Winescape broadcasts new Tenders to the market in addition to advertising on the home page. A Tender represents an opportunity to sell.

5.1 View Bulk Tenders

A Supplier can access bulk Tenders as follows;

Click Tenders button under Submit to Tenders heading.
Click View to see details of a Tender or
Click appropriate Tender on home page of Winescape. Click View to see details of a Tender.

Once the Tender is open Winescape displays any products attached to the Tender and a Suppliers Current Bulk Listing.

5.2 Submitting to a Bulk Tender

View Tender and select bulk wine from Current Bulk Listing to be submitted to the Tender.
Click Add Selected Wine to Tender. Once completed the wine is successfully attached to the Tender.

💡 NOTE: To submit to Tenders whether in Fruit, Bottled or Bulk Markets your company’s product must be listed on Winescape.

5.3 Deleting Bulk from a Tender

View Tender.
Select wine to delete from Tender.
Click Delete Selected Submissions.

5.4 Bulk Tender Submissions

This section shows Tenders that a Supplier has submitted to and the wine that has been submitted.

5.5 Bulk Submissions Archive

This section shows Tenders that have closed that a Supplier has submitted to and the wine that was submitted.

5.6 Sample Requests generated from Tenders

A Tender is a precursor to generating Sample Requests. Sample Requests generated from Tenders are done so either by Winescape administration or than are generated when the Tender closes. Sample Requests from Tenders effectively travel from the Tenderor (or the Buyer) to the Supplier submitting to the Tender. There are two ways a Sample Request is generated from a Tender;

a. Early Send Requests

Early Send Requests are generated by Winescape administration while the Tender is still running. This gets samples moving prior to the expiry of the Tender. This is useful for extended Tenders where the product is scarce and Buyers wish to see submissions as they are submitted. Winescape will Early Send samples following a specific request from the Tenderor (or Buyer).

b. Automated Sample Requests

6. Manage Bulk Selling

FAQs:

– Can I apply my own company’s sample label to supply samples to Winescape leads?

– Why is it important to mark a Sample Request as Sent Samples?

– Can I get Winescape emails sent to multiple people?

6.1 Sample Request Received

Sample Requests Received lists Sample Requests from prospective Buyers for listed bulk wine. A Sample Request is a record of a Suppliers wine, contains a PDF label, delivery deadline, number of samples a Buyer requires and a delivery address. All Sample Requests are identified by an SR number generated by Winescape.

The decision to fill a Sample Request is with the Supplier. Once a Buyer generates a Sample Request (either via a Tender or via entry to the Bulk Market), the Supplier receives an email with a link to a record of the Sample Request in Manage Bulk Selling.

6.2 Making a Sample Request Decision

Sample Requests in Sample Requests Received have a With Supplier status. Within Winescape the Buyer is disclosed before the Supplier goes to the expense of sending samples. This means that a Supplier must make a a decision on how they wish to process a Sample Request. The Supplier may mark each Sample Request in one of two ways either they Reject the request or mark it as Sent Samples.

6.2.1 Sending Samples

If a Supplier makes the decision to supply samples they must View and Print Labels, apply labels to sample bottles, despatch samples and allocate a Sent Samples status to the request. Marking a request with a Sent Samples status sends a message to the Buyer to let them know that samples are on the way. It also transfers the Sample Request to Sample Requests Sent. For the Buyer this action transfers the Sample Request record into Sample Requests in Transit, which opens a gateway for the Buyer to make an offer on the bulk wine. If the samples are sent and the Sample Request is not marked Sent Samples the gateway remains closed and may hold up a potential offer.

a. View and Print Labels

Included in each Sample Request record is the Label button. The labels show the detail of the wine to be supplied and the delivery address of the Buyer. The Supplier may make a decision at this point on whether they wish to supply samples to the request.

b. Marking a Request as Sent Samples

Tick the check box in the Select column adjacent to the applicable Sample Request.
Go to Action and select Samples Sent from drop down menu options. Click Submit Changes.
Sample Request will transfer to Sample Request Despatched.

6.2.2 Reject

Marking a request with a Reject status sends a message to the Buyer to let them know that samples will not be supplied to the request. It also transfers the Sample Request to Sample Requests Archive.

Tick the check box in the Select column adjacent to the applicable Sample Request.
Go to Action and select Rejected from drop down menu options. Click Submit Changes and the Action will execute.

6.3 Sample Requests Despatched

Sample Requests listed here have been despatched and are waiting for the potential Buyer to receive, reject or make an Offer. No action is available to the Supplier until the Buyer makes a decision on how to handle the Sample Request.

6.4 Sample Requests Delivered

Sample Requests listed here have been delivered and are waiting for the potential Buyer to either reject or make an Offer on the Sample Request. No action is available to the Supplier until the Buyer makes a decision on how to handle the Sample Request.

6.5 Bulk Under Offer

FAQs:

– How do I make a Counteroffer for Bulk Wine?

– When should I reject an offer instead of making a counter offer?

– How many times can Offers bounce between Buyer and Supplier?

– I made a mistake on an Offer – do I have to go ahead with the resultant contract?

– What do the terms in Risk of Carriage mean?

– What is Delivery with Freight Fee?

– How do we fulfill the contract?

6.5.1 Making an Offer Decision

A Supplier must make a decision where there are Offers with a Sent to Supplier or Draft Counter Offer status (See Offer Status Types requiring a Response).

An Offer from a Buyer has a Sent to Supplier status. (see Offer Status Types table). Open the Offer by clicking the Review Offer button adjacent to the record of the latest Offer. Scroll to the base of the Offer and select one of the below. There are three options for response.

a. Reject

Ends dealings on the Sample Request related to the transaction. The transaction is transferred to Bulk Offer Archive and Buyer receives email notice that the Offer or Counter Offer has been rejected. It is possible for the Supplier to enter a reason for the rejection.

b. Counter Offer

Winescape allows a Supplier to Counter Offer a Buyers Offer. Clicking the Counter Offer button allows the Supplier to fill in the Counter Offer form and Send to Buyer, Save as Draft or Cancel Offer. Upon receipt of the Counter Offer a Buyer may Accept, Reject or Offer again. This process can continue back for forth ten times. On the tenth offer or counter offer Winescape archives the transaction.

c. Accept Offer

Accepting the Offer as it is delivered drives up a Contract Note that collects agreed price, terms, quantity and special conditions into a PDF document that is emailed to both parties.

6.5.2 Dealing with Draft Counter Offers

When a Supplier receives a Offer from a Buyer it is possible to Draft a return Counter Offer by scrolling to the base of the Buyers Offer and clicking Save as Draft button. The Supplier can return to the Draft at a later time and send when they are ready to go. A Buyer does not see Draft Counter Offers that are raised by a Supplier.

There are three options in relation to Supplier Counter Offers with a Draft status. Scroll to the base of the draft and choose one of the below options (options are executed by clicking button that relates to the action).

a. Send to Buyer

Clicking Send to Buyer button will send the Draft Counter Offer through to the Buyer of the wine whereupon the offer is considered executed. The Supplier receives an email notifying them that the offer has been executed. The email notice points the Supplier back to Winescape where they can view the Counter Offer and make a decision on how to proceed.

b. Save as Draft

A Draft Offer may be altered and saved as many times as required. A Buyer does not see a draft until the Supplier elects to execute the offer by clicking Send to Buyer.

c. Cancel Offer

Cancelled Draft Offers are deleted and the Sample Request remains in Bulk Under Offer.

6.5.3 Offer Status Types requiring a response

There are three status types that require an Offer Decision.

STATUS TYPE	STATUS DESCRIPTION	APPEARS IN WINESCAPE	OPENING THE OFFER
1. Sent to Supplier	An Offer or Counter Offer lodged by the Buyer.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Sent to Supplier	Click Review Offer
2. Draft Counter Offer	A response to a Supplier Counter Offer that has been filled in and saved but not sent to the Supplier. A Draft Counter Offer can be viewed and sent to a Buyer at a later date.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Draft Counter Offer	Click Review Offer

6.5.4 Offer Status types not requiring a response

There are two status types that relate to offers that have already been executed. Sent to Supplier or Countered offers are a record of an executed offer and require no action from a Buyer.

STATUS TYPE	STATUS DESCRIPTION	APPEARS IN WINESCAPE	OPENING THE OFFER
1. Sent to Buyer	A Counter Offer sent by the Supplier to a Buyer.	<Sample No> – Buy Offer No: <1.X> <Quantity of Litres> Status: Sent to Buyer	Click Status line to view Offer as it was executed.
2. Countered	A Supplier Offer that has been Countered by a Buyer and where a Supplier has sent a (Buyer) Counter Offer	<Sample No> – Buy Offer No: <1.X> – Countered	Click Status line to view Offer as it was executed.

6.6 Bulk to be Despatched.

As a deal is concluded and fulfilment has occurred there is no reason for the transaction to remain in Manage Bulk Selling. At this point it is cleaner if the records are archived by marking the Sample Request as despatched.

6.6.1 Marking a transaction as Despatched

Tick the check box in the Select column adjacent to the applicable transaction.
Go to Action and select Despatched from drop down menu options. Click Submit Changes and the Action will execute. (Top of the page)

6.7 Document Upload – Sell

Once a Contract has been concluded it is possible to add supporting documents to the Contract. This keeps documents and contract together in one place. Uploaded documents are accessible by the other party to a transaction.

The Document Upload appears as below at the base of each Contract in Bulk Delivered or Bulk to be Delivered.

There are two sections to the Document Upload function;

Attached Documents

This section shows PDF links to documents that have already been uploaded to the Contract and the date and time they were uploaded. Clicking a link will download the document. If a padlock appears within the PDF record line then it is not possible for this document to be deleted from the Contract. This is a locked document. A document record that has an unlocked padlock within the document record means that either party to the contract can delete the document from the Contract by clicking on the cross at the end of the document record.

Upload

The Upload section allows the user to name the document (intended for upload), select if a document should be a Locked or Unlocked, allows a message to be written to the opposing party of the Contract and then to choose a file and Upload. Once the file has been uploaded the message emailed to the opposing party to the deal.

💡 NOTE 1: Only PDF files may be uploaded to a Winescape contract and files must be less than 1MB.

💡 NOTE 2: Typically a Locked document will be uploaded if it is considered to be integral to the Contract. LIP’s, Purchase Orders, Invoices and Consignment Notes and Analysis records are the kind of records we would typically see uploaded as Locked documents. Tasting Notes, Vineyard photo’s or a blank Credit Application are the kind of documents not considered vital to the Contract and as such maybe uploaded as Unlocked documents.

💡 NOTE 4: Any documents downloaded (by clicking a document name within Attached Documents) will have the code of the contract appended to the front of the name. This means if documents are emailed within organisations then they will always have a Winescape reference number which is important in relating the document to the concluded Contract.

Tender

7. Tender

Shows a list of all Bulk Tenders that have been listed on Winescape. Where a Supplier has listed a wine against a Tender the wine will show underneath the Tender.

FAQs:

– What are my obligations in regards to a Tender? (as a Buyer or Supplier)

Presentations:

– Submit to Tenders

Indice

The Indice shows a historical record of all wine listed on Winescape since June 2010. This allows users the ability to see where the market has been and where it is going. Indice snapshots are taken on the first day of each month.

FAQs:

– Can Winescape change the Indice?

– How is the Indice for Bulk compiled?

– Why don’t I see any Bulk from lessor known GI’s in the Indice?

Presentations:

– Using the Indice to value and price stock

8. Varietal Spread

The Varietal Spread Indice shows all varieties listed on Winescape by volume and price. It is possible to drill down into the data further by using the drop down menus under the Indice Selector on the right hand side of the page. It is possible to manipulate the Dataset, Product Type, Vintage, Country, State/Area, Zone, Region or Sub Region.

9. Trends

The Trends Indice shows variety listed on Winescape by volume, date and price. It is possible to drill down into the data further by using the drop down menus under the Indice Selector on the right hand side of the page. It is possible to manipulate the Dataset, Product Type, Vintage, Country, State/Area, Zone, Region or Sub Region. This is historical data as uploaded to Winescape since rollout in June 2010.